Monday, May 23, 2011

esta code part 1


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CIVIL ESTABLISHMENT CODE 
                      (ESTACODE) 

         PAKISTAN PUBLIC ADMINISTRATION 
                        REACEARCH CENTER 
               MANAGEMENT SERVICES WING 
                 ESTABLISHMENT DIVISION 
                                 ISLAMABD 

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                    TERMS AND CONDITIONS OF SERVICE 
                             OF THE CIVIL SERVANTS 

*Constitutional 
Provisions 

Sl. No. 1: 

Extracts     from    the   Constitution     of  the   Islamic    Republic 
of Pakistan, 1973. 

     Article    240    –   Part    XII   Miscellaneous,      Chapter      I–       Appointment to 
                                                                                    service of Pakistan 
Services.–   Subject   to   the   Constitution,   the   appointments   to           and conditions of 
and   the   conditions   of   service   of   persons   in   the   service   of      service 
Pakistan shall be determined– 

     (a)     in the case of the services of the Federation, posts 
            in connection with the affairs of the Federation and 
            All Pakistan Service, by or under Act of          **[Majlis-e- 
            Shoora (Parliament)]; and 

     (b)     in the case of the services of a Province and posts 
            in connection with the affairs of a         Province, by or 
            under Act of the Provincial Assembly. 

      Explanation.–- In this Article, "All-Pakistan Service" means 
a service common to the Federation and the Provinces, which 
was in existence immediately before the commencing day or 
which     may     be    created    by    Act   of    **[Majlis-e-Shoora 
(Parliament)]. 

     Article 241, Ibid.–Until the appropriate Legislature makes                     Existing rules etc. 
                                                                                    to continue. 
a law under Article 240, all rules & orders in force immediately 
before   the   commencing   day  shall,  so  far  as  consistent  with 
the provisions of the Constitution, continue in force and may 
be amended from time to time by the Federal Government or, 

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as the case may be, the Provincial Government. 

*For the Constitutional Provisions in the Constitutions of Islamic Republic of Pakistan 
1956 and 1962, please see Annexures I & II. 
**Subs. by P.O. No.14 of 1985, Art. 2 and Sch., for  "Parliament". 

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Civil Servants Act, 1973 
(Act No. LXXI of 1973) 

Sl. No. 2: 

      An   Act   to   regulate   the   appointment   of   persons   to,   and   the   terms   and 
conditions of service of persons in, the service of Pakistan. 

      WHEREAS it is expedient to regulate by law, the appointment of persons 
to,   and   the   terms   and   conditions   of   service   of   persons   in,   the   service   of 
Pakistan, and to provide for matters connected therewith or ancillary thereto; 

      It is hereby enacted as follows:– 

      1. Short title, application and commencement.– (1) This Act may be 
called the Civil Servants Act, 1973. 

     (2)    It applies to all civil servants wherever they may be. 

     (3)    It shall come into force at once. 

                            CHAPTER I. – PRELIMINARY 

      2.  Definitions.–(1) In this Act, unless there is anything repugnant in the 
subject or context,– 

      (a)   "ad    hoc   appointment"      means     appointment      of  a   duly   qualified 
            person   made   otherwise   than   in   accordance   with   the   prescribed 
            method   of   recruitment,   pending   recruitment   in   accordance   with 
            such method; 

      (b)   "civil servant" means a person who is a member of an All-Pakistan 
            Service or of a civil service of the Federation, or who holds a civil 
            post in connection with the affairs of the Federation, including any 
            such post connected with defence, but does not include– 

          (i)       a   person   who   is   on   deputation   to   the   Federation   from  any 
                   Province or other authority; 

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          (ii)     a person who is employed on contract, or on work-charged 
                  basis or who is paid from contingencies; or 

          (iii)    a person who is a "worker" or "workman" as defined in the 
                  Factories      Act,  1934    (XXV    of   1934),   or   the  Workman's 
                  Compensation Act, 1923 (VIII of 1923); 

     (c)   "initial appointment" means appointment made otherwise than by 
           promotion or transfer; 

     (d)    "pay" means the amount drawn monthly by a civil servant as pay 
           and   includes   technical   pay,   special   pay,   personal   pay   and   other 
           emoluments declared by the prescribed authority to be pay; 

     (e)    "permanent post" means a post sanctioned without limit of time; 

     (f)    "prescribed" means prescribed by rules; 

     (g)   "rules" means rules made or deemed to have been made under 
           this Act; 

     (h)    "selection     authority"     means      the    Federal      Public     Service 
           Commission,         a   departmental      selection     board,    departmental 
           selection      committee      or    other    authority    or   body     on    the 
           recommendation of, or in consultation with which any appointment 
           or promotion, as may be prescribed, is made; and 

     (i)   "temporary post" means a post other than a permanent post. 

     (2)   For     the   purposes     of  this   Act,  an   appointment,      whether     by 
promotion   or   otherwise,   shall   be   deemed   to   have   been   made   on   regular 
basis if it is made in the prescribed manner. 

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        CHAPTER II. – TERMS AND CONDITIONS OF SERVICE OF 
                                        CIVIL SERVANTS 

     3.     Terms and conditions.– [(i)] The terms and conditions of a civil 
servant shall be as provided in this Act and the rules. 

         *[(ii) The terms and conditions of service of any person to whom this 
Act applies shall not be varied to his disadvantage]. 

*Re-numbered and added vide Civil Servants (Amendment) Act V of 1996, s.2, dated 17-3-1996. 

      4. Tenure of office of civil servants.–Every civil servant shall hold 
office during the pleasure of the President. 

      5. Appointments.–Appointments to an All-Pakistan Service or to a civil 
service of the Federation or to a civil post in connection with the               affairs of 
the   Federation,   including   any   civil   post   connected   with   defence,   shall   be 
made in the prescribed manner by the President or by a person authorised 
by the President in that behalf. 

      6. Probation.–(1) An initial appointment to a service or post referred to 
in section 5, not being an ad hoc appointment, shall be on probation as may 
be prescribed. 

      (2)  Any   appointment   of   a   civil   servant   by   promotion   or   transfer   to   a 
service or post may also be made on probation as may be prescribed. 

      Where, in respect of any service or post, the satisfactory completion of 
probation includes the passing of a prescribed examination, test or course or 
successful completion of any training, a person appointed on probation to 
such service or post who, before the expiry of the original or extended period 
of   his   probation,    has   failed   to  pass    such    examination     or   test  or   to 
successfully      complete     course    or  the  training   shall,  except    as   may    be 
prescribed otherwise,– 

      (a)  if he was appointed to such service or post by initial recruitment, be 

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           discharged; or 

      (b)   if he was appointed to such service or post by promotion or transfer, 
           be reverted to the service or post from which he was promoted or 
           transferred and against which he holds a lien or, if there be no such 
           service or post, be discharged: 

      Provided that, in the case of initial appointment to a service or post, a 
civil servant shall not be deemed to have completed his period of probation 
satisfactorily    until  his  character     and   antecedents      have    been    verified   as 
satisfactory in the opinion of the appointing authority. 

      7.  Confirmation.–(1)         A   person     appointed      on   probation     shall,   on 
satisfactory   completion   of   his   probation,   be   eligible   for   confirmation   in   a 
service or, as the case may be, a post as may be prescribed. 

      (2)  A civil servant promoted to a post *[ *          * ] on regular basis shall be 
eligible   for   confirmation   after   rendering   satisfactory   service   for   the   period 
prescribed for confirmation therein. 

      (3)  There shall be no confirmation against any temporary post. 

      (4)  A civil servant who, during the period of his service, was eligible to 
be confirmed in any service or against any post retires from service before 
being confirmed shall not, merely by reason of such retirement, be refused 
confirmation in such service or post or any benefits accruing therefrom. 

      (5)   Confirmation of a civil servant in a service or post shall take effect 
from the date of occurrence of permanent vacancy in that service or post or 
from the date of continuous officiation, in such service or post, whichever is 
later. 

      8.  Seniority.–(1) For proper administration of a service, cadre or *[post] 
the appointing authority shall cause a seniority list of the members for the 

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time   being   of   such   service,   cadre   or   *[post]   to   be   prepared,   but   nothing 
herein contained shall be construed to confer any vested right to a particular 
seniority in such service, cadre or *[post], as the case may be. 

      (2)   Subject  to  the  provisions  of  sub-section  (1),  the  seniority  of  a  civil 
servant shall be reckoned in relation to other civil servants belonging to the 
same *[service or cadre] whether serving in the same department or office or 
not, as may be prescribed. 

      (3)   Seniority   on   initial   appointment   to   a   service,   cadre   or   post 
shall be determined as may be prescribed. 

      (4)   Seniority   in   *[a   post,   service   or   cadre]   to   which   a   civil   servant   is 
promoted shall take effect from the date of regular appointment to that post: 

      Provided that civil servants who are selected for promotion to a higher 
*[post] in one batch shall, on their promotion to the higher *[post], retain their 
inter se seniority as in the lower *[post]. 

*The  words  "or  Grade"  omitted  and  subs  vide  Civil  Servants  (Amendment) Ordinance No.III of 1984 
(w.e.f.1-7-1983). 

      9.  Promotion.–(1)           A    civil   servant      possessing        such      minimum 
qualifications   as   may   be   prescribed   shall   be   eligible   for   promotion   to   a 
*[higher] post for the time being reserved under the rules for departmental 
promotion in **[       ] the service or cadre to which he belongs***[:] 

      ***[“Provided that the posts of– 

     (a)      Additional Secretary and Senior Joint Secretary may, in the public 
             interest, be filled by promotion from amongst officers of regularly 
             constituted Occupational Groups and services holding, on regular 
             basis, posts in Basic Pay Scale 20; and 

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     (b)     Secretary may, in the public interest, be filled by promotion from 
            amongst officers of regularly constituted Occupational Groups and 
            services holding, on regular basis, posts in Basic Pay Scale 21; 

      In such manner and subject to such conditions as may be prescribed.] 

      (2)   A post referred to in sub-section (1) may either be a selection post or 
a    non   selection    post    to  which    promotions      shall   be   made     as   may     be 
prescribed– 

      (a)    in the case of a selection post, on the basis of selection on merit; 
            and 

      (b)    in    the    case     of   a    non-selection       post,    on    the    basis    of 
            seniority-cum-fitness. 

     @[(3) Promotion to posts in basic pay scales 20 and 21 and equivalent 

shall be made on the recommendations of a Selection Board which shall be 
headed by the Chairman, Federal Public Service Commission]. 

      10. Posting   and   transfer.–Every   civil   servant   shall   be   liable   to   serve 
any    where     within    or outside Pakistan, in any           @@[equivalent or        higher] 

post under the Federal Government, or any Provincial                    Government or local 
authority,     or  a  corporation     or   body    set  up   or  established   by   any   such 
Government: 

*Subs vide Civil Servants (Amendment) Ordinance No.III of 1984 (w.e.f.1-7-1983). 
**Omitted vide Civil Servants (Amendment) Ordinance No. III of 1984, s.4, (w.e.f. 1-7-1983). 
***Subs and added vide Civil Servants (Amendment) Ordinance No.XXXIII of 2001, dated 4-8-2001. 
@Added vide Civil Servants (Amendment) Ordinance No.XLIII of 2000, dated 6-7-2000. 
@@Ins. vide Civil Servants (Amendment) Act V of 1996, s.3, dated 17-3-1996. 

      Provided   that   nothing   contained   in   this   section   shall   apply   to   a   civil 
servant recruited specifically to serve in a particular area or region: 

      Provided further that, where a civil servant is required to serve in a post 
outside his service or cadre, his terms and conditions of service as to his pay 

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shall not be less favourable than those to which he would have been entitled 
if he had not been so required to serve. 

      11. Termination of Service.–(1) The service of a civil servant may be 
terminated without notice– 

      (i) during the initial or extended period of his probation: 

      Provided   that,   where   such   civil  servant   is   appointed   by   promotion   on 
probation or, as the case may be, is transferred from one *[service], cadre or 
post    to   another    *[service]    cadre    or   post,   his  service    shall   not   be   so 
terminated   so   long   as   he   holds   a   lien   against   his   former   post   in   such 
*[service]   cadre   or   post   but   he   shall   be   reverted   to   his   former   *[service], 
cadre or post as the case may be; 

      (ii) on the expiry of the initial or extended period of his employment; or 

      (iii) if the appointment is made ad hoc terminable on the appointment of 
           a person on the recommendation of the selection authority, on the 
           appointment of such person. 

      (2)  Where, on the abolition of a post or reduction in the number 
of  posts  in  a  cadre  or  *[service]  the  services  of  a  civil  servant are 
required to be terminated, the person whose services are terminated 
shall ordinarily be the one who is the most junior in such cadre or 
*[service]. 

      (3)   Notwithstanding the provisions of sub-section (1), but subject to the 
provisions   of   sub-section   (2),   the   service   of   a   civil   servant   in   temporary 
employment or appointed ad hoc shall be liable to termination on fourteen 
days' notice or pay in lieu thereof. 

      **[11A.      Absorption          of    civil   servants       rendered        surplus.–- 
Notwithstanding         anything     contained     in  this   Act,  the   rules,   agreement, 
contract    or   the  terms    and    conditions     of service, a civil servant       who    is 

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 *Subs vide Civil Servants (Amendment) Ordinance No. III of 1984 (w.e.f. 1-7-1983). 
**Inserted vide Civil Servants (Amendment) Ordinance No. XX of 2001. 

rendered       surplus      as     a    result   of   re-organization   or      abolition   of   a 
Division,   department,   office   or   abolition   of   a   post   in   pursuance   of   any 
Government   decision   may   be   appointed   to   a   post,   carrying   basic   pay 
scale     equal    to  the   post    held   by   him    before    such    appointment,       if  he 
possesses the qualifications and fulfils other conditions applicable to that 
post: 

      Provided that where no equivalent post is available he may be offered 
a lower post in such manner, and subject to such conditions, as may be 
prescribed and where such civil servant is appointed to a lower post the 
pay   being   drawn   by   him   in   the   higher   post   immediately   preceding   his 
appointment to a lower post shall remain protected]. 

     *[11B.  (1)  Where it is brought to the notice of the appointing authority 
that appointment of a person to a civil post was made without observing the 
prescribed       procedure       or   without    fulfilling  the    prescribed      qualification, 
experience   and   age   limit,   it   may   send   a   reference   to   the   Federal   Public 
Service Commission for determination whether he is fit to hold the post to 
which he was appointed and, if not, whether he is fit to hold any other post 
compatible with his qualification and experience. 

      (2)   On receipt of the advice of the Federal Public Service Commission 
on   a   reference   made   under   sub-section   (1),   the   appointing   authority   may 
pass     such    order    of  appointment       or   termination     of  service    as   may     be 
considered by it to be just and equitable: 

      Provided that if it is proposed to pass order of termination of service in 
the   light   of   the   advice   of   the   Commission,   a   reasonable   opportunity   of 
showing cause against the order of termination, shall be provided. 

      (3)   Where   an   order   of   appointment   is   made   on   the   advice   of   the 
Commission, it shall be treated as a case of fresh appointment and seniority 
of   such   an   appointee   shall   be   determined   in   accordance   with   the   Civil 
Servants (Seniority) Rules, 1993]. 

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      12. **[Reversion to a lower post etc.–-(1) A civil servant appointed to a 
higher   post   on  ad   hoc,   temporary   or   officiating   basis   shall   be   liable   to 
reversion to his lower post. 

      (2)   No   civil   servant   shall   be   dismissed   or   removed   from   service   or 
reduced       in  rank   by   an   authority    subordinate      to   that  by   which     he   was 
appointed. 

*Added vide Civil Servants (Amendment) Ordinance No.CXXX of 2002 promulgated on 
13.11.2002. 
**Subs vide Civil Servants (Amendment) Act  V of 1996, s.4, dated 17-3-1996. 

      (3)   No   such   civil   servant   as   aforesaid   shall   be   dismissed   or 
removed from service, or reduced in rank, until he has been given a 
reasonable        opportunity      of   showing       cause     against     the    action 
proposed to be taken against him: 

      Provided that this sub-section shall not apply: –- 

      (i)   Where   a   civil   servant   is   dismissed   or   removed   from   service   or 
           reduced   in   rank   on   the   ground   of   conduct   which   has   led   to   his 
           conviction on a criminal charge; or 

      (ii)  Where   the   President   or   any   person   authorised   by   him   under   the 
           rules is satisfied, for reasons to be recorded in writing, that in the 
           interest   of   the   security   of   Pakistan   or   any   part   thereof,   it   is   not 
           expedient to give to that civil servant such an opportunity]. 

     12-A. *[Certain persons to be liable to removal, etc.–Notwithstanding 
anything contained in this Act or in the terms and conditions of a civil servant 
appointed or promoted during the period from the first day of January, 1972, 
to the fifth day of July, 1977, the President or a person authorised by him in 
this behalf may,–- 

      (a)    without notice, remove such a civil servant from service or revert 
              him to his lower post **[*       * ] as the case may be, on such date as 
              the President or, as the case may be, the person so authorised 

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              may, in the public interest, direct; or 

      (b)     in a case where the appointment or promotion of such a civil 
              servant is found by the President or, as the case may be, the 
              person so authorised to suffer from a deficiency in the minimum 
              length of service prescribed for promotion or appointment to the 
              higher grade, direct, without notice, that seniority in such case 
              shall    count    from    the    date    the   civil  servant     completes       the 
              minimum   length   of   service   in   such   appointment   or   promotion, 
              as the case may be]. 

*Subs vide Civil Servants (Amendment) Ordinance No. XXXIV of 1980. 
Note.– Persons whose service have been terminated under section 12-A of the Civil Servants Act, 1973 
are not disqualified from future employment under Government vide Estt. Division O.M. No.4/9/78-Rev.I, 
dated 22-1-1984. 
**The words "or Grade" omitted vide Civil Servants (Amendment) Ordinance No.III of 1984. 

     13.   *[Retirement   from   service.–-(1)   A   civil   servant   shall   retire   from 
service–- 

      (i)    on   such   date  after  he  has  completed  **[twenty]  years  of  service 
            qualifying for pension or other retirement benefits as the competent 
            authority may, in public interest, direct; or 

      (ii)   where no direction is given under clause (i), on the completion of 
            the sixtieth year of his age. 

      (2)   No direction under clause (i) of sub-section (1) shall be made until 
the civil servant has been informed in writing of the grounds on which it is 
proposed        to  make      the   direction,    and    has    been    given     a  reasonable 
opportunity of showing cause against the said direction. 

     Explanation: In this Section, “competent authority” means the appointing 
authority prescribed in rule 6 of the Civil Servants (Appointment, Promotion 

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and Transfer) Rules, 1973]. 

      14. Employment after retirement.–-(1) A retired civil servant shall not 
be re-employed under the Federal Government, unless such re-employment 
is necessary in the public interest and is made with the prior approval of the 
authority next above the appointing authority: 

           Provided that, where the appointing authority is the President, such 
re-employment may be ordered with the approval of the President. 

      (2)   Subject   to  the  provisions     of  sub-section     (1)  of  section   3   of   the 
ex-Government           Servants      (Employment         with    Foreign      Governments) 
(Prohibition)     Act,   1966    (XII  of  1966),   a   civil  servant   may,    during   leave 
preparatory to retirement, or after retirement from Government service, seek 
any private employment: 

      Provided that, where employment is sought by a civil servant while on 
leave     preparatory     to  retirement    or   within   two   years   of  the   date   of  his 
retirement, he shall obtain the prior approval of the prescribed authority. 

      15. Conduct.–-The conduct of a civil servant shall be regulated by rules 
made,   or   instructions   issued,   by   Government   or   a   prescribed   authority, 
whether generally or in respect of a specified group or class of civil servants. 

*Subs vide Civil Servants (Amendment) Ordinance No.XX of 2000, dated 1-6-2000. 
**Subs vide Civil Servants (Amendment) Ordinance No. XXXIV of 2001, promulgated on 4-8-2001. 

      16. Efficiency and discipline.–-A civil servant shall be liable to 
prescribed disciplinary action and penalties in accordance with the 
prescribed procedure. 

      17. Pay.–A civil servant appointed to a post  *[ *   *  ] shall be entitled, in 
accordance with the rules, to the pay sanctioned for such post *[ *  * ]: 

      Provided that, when the appointment is made on a current- charge basis 
or   by   way   of   additional   charge,   his   pay   shall   be   fixed   in   the   prescribed 
manner: 

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      Provided further that where a civil servant has, under an order 
which is later set aside, been dismissed or removed from service or 
reduced   in   rank,   he   shall,   on   the   setting   aside   of   such   order,   be 
entitled   to   such   arrears   of   pay   as   the   authority   setting   aside   such 
order may determine. 

      18. Leave.–A civil servant shall be allowed leave in accordance with the 
leave rules applicable to him, provided that the grant of leave will depend on 
the exigencies of service and be at the discretion of the competent authority. 

      19. Pension       and    Gratuity.–-(1)     On    retirement     from   service,    a  civil 
servant   shall   be   entitled   to   receive   such   pension   or   gratuity   as   may   be 
prescribed. 

      (2)   In the event of the death of a civil servant, whether before or after 
retirement, his family shall be entitled to receive such pension, or gratuity, or 
both, as may be prescribed. 

      (3)   No pension shall be admissible to a civil servant who is dismissed or 
removed       from    service    for  reasons     of   discipline,   but   Government       may 
sanction   compassionate   allowance   to   such   a   civil   servant,   not   exceeding 
two-thirds of the pension or gratuity which would have been admissible to 
him  had  he  been  invalided  from  service  on  the  date  of  such  dismissal  or 
removal. 

      (4) If   the   determination        of  the    amount      of   pension      or   gratuity 
admissible to a civil servant is delayed beyond one month of the date 
of his retirement or death, he or his family, as the case may be, shall 
be paid provisionally such           anticipatory     pension or      gratuity as may be 

*The words  "or Grade" Omitted vide Civil Servants (Amendment) Ordinance No.III of 1984, 
 w.e.f. 1-7-1983. 

determined by the prescribed authority, according to the length of service of 
the    civil  servant    which    qualifies   for  pension     or  gratuity;   and    any   over 
payment consequent on such provisional payment shall be adjusted against 
the amount of pension or gratuity finally determined as payable to such civil 

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servant or his family. 

      20. Provident Fund.–-(1) Before the expiry of the third month of every 
financial   year,   the   accounts   officer   or   other   officer   required   to   maintain 
provident fund accounts shall furnish to every civil servant subscribing to a 
provident fund the account of which he is required to maintain a statement 
under his hand showing the subscriptions to, including the interests accruing 
thereon, if any, and withdrawals or advances from his provident fund during 
the preceding financial year. 

      (2)   Where any subscription made by a civil servant to his provident fund 
has   not   been   shown   or   credited   in   the   account   by   the   accounts   or   other 
officer required to maintain such account, such subscription shall be credited 
to the account of the civil servant on the basis of such evidence as may be 
prescribed. 

      21. Benevolent   Fund   and   Group   Insurance.–-All   civil   servants   and 
their families shall be entitled to the benefits admissible under the Central 
Employees  Benevolent  Fund  and  Group  Insurance Act, 1969 (Il of 1969), 
and the rules made thereunder. 

      22. Right of appeal or representation.–-(1) Where a right to prefer an 
appeal or apply for review in respect of any order relating to the terms and 
conditions   of   his   service   is   provided   to   a   civil   servant   under   any   rules 
applicable      to  him,   such    appeal    or   application    shall,  except     as  may     be 
otherwise prescribed be made within thirty days of the date of such order. 

      (2)   Where   no   provision   for   appeal   or   review   exists   under   the   rules   in 
respect of any order or class of orders, a civil servant aggrieved by any such 
order   may,   within   thirty   days   of   the   communication   to   him   of   such   order, 
make  a  representation  against  it  to  the  authority  next  above  the  authority 
which made the order: 

      Provided     that   no   representation      shall  lie  on   matters    relating    to  the 

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determination   of   fitness   of   a   person   to   hold   a   particular   post   or   to   be 
promoted to a higher post or grade. 

                          CHAPTER III.–-MISCELLANEOUS 

      23. Saving.–-Nothing in this Act or in any rule shall be construed to limit 
or   abridge   the   power   of   the   President   to   deal   with   the   case   of   any   civil 
servant in such manner as may appear to him to be just and equitable: 

      Provided that, where this Act or any rule is applicable to the case of a 
civil servant, the case shall not be dealt with in any manner less favourable 
to him than that provided by this Act or such rule. 

      *[23A. Indemnity.–-No suit, prosecution or other legal procee-dings shall 
lie against a civil servant for anything done in his official capacity which is in 
good     faith  done    or   intended    to   be   done    under    this  Act   or  the   rules, 
instructions or directions made or issued thereunder. 

      23B.   Jurisdiction  barred.–-Save  as  provided  under  this  Act  and  the 
Service Tribunals Act, 1973 (LXX of 1973), or the rules made thereunder, no 
order     made     or  proceedings      taken    under    this   Act,  or   the   rules   made 
thereunder by the President or any officer authorized by him shall be called 
in question in any Court and no injunction shall be granted by any Court in 
respect   of   any   decision   made,   or   proceedings   taken   in   pursuance   of   any 
power conferred by, or under, this Act or the rules made thereunder]. 

      24. Removal of difficulties.–-If any difficulty arises in giving effect to any 
of   the   provisions    of  this  Act,   the  President     may    make    such    order,   not 
inconsistent   with   the   provisions   of   this   Act,   as   may   appear   to   him   to   be 
necessary for the purpose of removing the difficulty: 

      Provided that no such power shall be exercised after the expiry of one 
year from the coming into force of this Act. 

                                 CHAPTER IV.– RULES 

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      25. Rules.–-(1) The President or any person authorised by the President 
in this behalf, may make such rules as appear to him to be necessary or 
expedient for carrying out the purposes of this Act. 

      (2)  Any   rules,  orders    or  instructions   in  respect    of  any   terms   and 
conditions of service of civil servants duly made or issued by an authority 
competent       to   make      them     and    in   force    immediately      before    the 
commencement          of  this  Act   shall,  in  so   far  as  such    rules,  orders    or 
instructions are not inconsistent with the provisions of this Act, be deemed to 
be rules made under this Act. 

*Added vide Civil Servants (Amendment) Ordinance No.LXI of 2001 dated 7-11-2001. 

The Civil Servants 
(Validation of Rules) 
Ordinance, 2001 

Sl. No.3: 

                              ORDINANCE NO. II OF 2001 
                                            AN 
                                       ORDINANCE 

To   validate   certain   rules   made   under   the   Civil   Servants   Act,   1973   and 
certain actions taken thereunder– 

      WHEREAS it is expedient to validate certain rules made under the Civil 
Servants      Act,   1973     (LXXIII   of   1973),    for  the   purpose      hereinafter 
appearing; 

      AND   WHEREAS        the    National    Assembly       and    the   Senate     stand 
suspended        in  pursuance      of  the   Proclamation      of  Emergency       of  the 
fourteenth   day   of   October   1999,   and   the   Provisional   Constitution   Order 
No. 1 of 1999; 

      AND  WHEREAS        the  President     is  satisfied  that   circumstances      exist 
which render it necessary to take immediate action; 

----------------------- Page 19-----------------------

     NOW, THEREFORE, in pursuance of the Proclamation of Emergency of 
the   fourteenth   day   of   October,   1999,   and   the   Provisional   Constitution 
Order No.1 of 1999, read with the Provisional Constitution (Amendment) 
Order   No.9   of   1999,   and   in   exercise   of   all   powers   enabling   him   in   that 
behalf,   the   President   of   the   Islamic   Republic   of   Pakistan   is   pleased   to 
make and promulgate the following Ordinance:– 

     1.  Short     title  and   commencement.–(1)           This   Ordinance     may    be 
called the Civil Servants (Validation of Rules) Ordinance, 2001. 

     (2)   It shall come into force at once. 

     2.  Validation of certain rules.–(1) The Civil Servants Occupational 
Groups and Services (Probation, Training and Seniority) Rules, 1990, the 
Civil    Servants      (Seniority)    Rules,     1993     and    the    Civil   Servants 
(Confirmation)   Rules,   1993   and   all   notifications   amending   the   aforesaid 
Rules     immediately     before    the   commencement         of  the   Ordinance     are 
hereby affirmed and shall be deemed always to have been validly made. 

     (2) All   orders    made,    proceedings      taken,    acts   done,    instructions 
issued,     powers     exercised,     appointments       made     thereunder     by    any 
authority which were made, taken, done or purported to have been made, 
taken, done, issued, or exercised immediately before the commencement 
of   this   Ordinance   shall   be   deemed   to   have   been   validly   made,   taken, 
done,     issued    or  exercised    and    deemed      always    to  have    had   effect 
accordingly. 

                                                      MUHAMMAD RAFIQ TARAR 
                                                                              President. 

Guidelines for Review of 
Cases of Civil Servants under 
Section 13(1)(i) of the Civil 
Servants Act, 1973 

Sl. No. 4: 

----------------------- Page 20-----------------------

      Section   13   of   the   Civil   Servants   Act,   1973,   as   amended  vide  Civil 
Servants (Amendments) Ordinance, 2000 lays down as under:–- 

      “(1)  A civil servant shall retire from service–- 

           (i)   On   such    date    after  he   has    completed      *[twenty]    years   of 
               service      for  pension      or  other    retirement     benefits     as   the 
               competent authority may, in public interest, direct; or 

           (ii)   Where    no    direction    is   given    under     clause     (i),  on   the 
               completion of the sixtieth year of his age. 

      (2)   No   direction   under   clause   (i)   of   sub-section   (1)   shall   be   made 
           until the civil servant has been informed in writing of the grounds 
           on which it is proposed to make the direction, and has been given 
           a   reasonable      opportunity     of   showing     cause     against    the  said 
           direction”. 

      Explanation:       It  this   Section,     “competent       authority”     means      the 
           appointing   authority   prescribed   in   rule   6   of   the   Civil   Servants 
           (Appointment, Promotion & Transfer) Rules, 1973. 

      2.   The   guidelines     approved     by   the   Chief   Executive     for  review    of 
cases under Section 13(1)(i) of the Civil Servants Act, 1973 are given in 
the succeeding paragraphs. 

      3.   When it comes to the notice of the competent authority that a civil 
servant      has,  prima     facie,   ceased     to   be   efficient   and   that   action    is 
warranted     against    him    under    Section    13(1)(i) of the Civil Servants Act, 

*Subs. vide Ordinance No.XXXIV of 2001, promulgated on 4-8-2001. 

1973,   it   shall   cause   the   case   to   be   referred   to   a   Review   Committee 
stating the facts of the case along with supporting documentary evidence, 
if any, service record of the person in the form attached as Annex-I, and 
such     other   record    as   may    be   considered      relevant    to  a  case    for  the 
purpose      of  making     a   recommendation         about    his  suitability  for   further 
retention in service. 

----------------------- Page 21-----------------------

     4.   The   Review   Committee   for   officers   of   BS-20   and   above 
may comprise the following:– 

          (i) Cabinet Secretary                       Chairperson (by name) 

          (ii) Establishment Secretary                Member (ex-officio) 

          (iii) Secretary of Ministry/                Member (ex-officio) 
              Division concerned. 

         (iv)  Head of Department/Office               Member (Co-opted) 
               (Incharge of the service, 
               group, cadre, etc.). 

         (v)  Addl. Secretary/Joint Secretary          Secretary 
              Establishment Division. 

     5.   The   Secretary   of   the   concerned   administrative   Ministry/Division 
has been authorized to constitute Review Committees for officers of BS- 
19 and below subject to the proviso that each Review Committee should 
include   a   representative   of   Establishment   Division   as   a   Member   of   the 
Committee. 

     6.   The   Review   Committees   should   examine   the   cases   referred   to 
them,   and   the   Committees   may   recommend   retirement   in   the   following 
cases:–- 

     (a)    Where   two   or   more   penalties   under   the   Government   Servants 
           (Efficiency & Discipline) Rules, 1973, have been imposed on a 
           civil servant. 

     (b)    Where   overall   grading   of   the   ACRs   is   Average,   and/or   where 
           adverse      remarks     in  regard    to  acceptance      of  responsibility, 

----------------------- Page 22-----------------------

            integrity, reliability, output of work and behaviour with the public 
            were   recorded   in   the   ACRs   (duly   conveyed   to   the   concerned 
            civil   servant   and   his   representation   against   it   finalized,   as   per 
            rules). 

     (c)     Where a civil servant is twice recommended for supersession by 
            the    Selection      Board/DPC        and    the   recommendation          of   the 
            Selection Board/DPC is approved by the competent authority. 

     (d)     Where      other     specific    and    cogent      grounds,      including     the 
            following, may warrant retirement of a civil servant:–- 

            (i)    persistent reputation of being corrupt; 

            (ii)   possessing        pecuniary      resources       and/or     property     etc. 
                  disproportionate to his known sources of income; and 

            (iii)  frequent unauthorized absence from duty. 

     7.    Where   the   Review   Committee   recommends   retirement   of   a   civil 
servant,      specific     reasons       for   doing     so    should      be    given.     The 
recommendation of the Committee should be submitted for the approval 
of   the   competent   authority.   If   the   competent   authority   agrees   with   the 
recommendation of the Committee, a show cause notice shall be issued 
to   the   civil  servant    under    sub-section      (2)  of   Section    13   of  the   Civil 
Servants   Act,   1973.   After   receipt   of   reply   to   the   show   cause   notice   the 
competent authority shall take the final decision. 

      8.   The above instructions may also be brought to the notice 
of all Attached Departments and Subordinate Offices. 

      [Authority.– Establishment Division O.M. No.3/8/2000-R.2, dated 27-7-2000]. 

----------------------- Page 23-----------------------

                                                                                 Annexure-I 

       PROFORMA FOR REVIEW OF SERVICE RECORD OF CIVIL 
SERVANTS,ON COMPLETION OF *[20] YEARS QUALIFYING SERVICE 
                                     FOR PENSION 

     (1)       Name 

     (2)       Date of Birth 

     (3)       Educational qualifications 

     (4)       Name of the Post/Department 

     (5)       Name of the Cadre/Group or Service 

     (6)       Date of joining government service 

     (7)       Details of pre-service and in service training 

     (8)       Date of promotion to the present post. 

     (9)       Date of completion of *[20] years service qualifying for pension 

     (10)      Details of Service Record. 

            (a)     Synopsis of ACR 

                                             Assessment made in the ACR about 

       Year         Overall       Quantity and out        Integrity      Fitness for promotion 
                Assessment            put of work 

                                          (a)                 (b)                   (c) 

         1              2                                         3 

              (b)   Pen picture recorded in the ACRs during last five years. 

              (c)   Particulars of penalties imposed under the Government Servants 
                   (Efficiency and Discipline) Rules, 1973:–- 

----------------------- Page 24-----------------------

                Name of Penalty         Grounds of Penalty           No. and date of penalty 
                                                                     Imposing order. 

*Subs. vide Ordinance No. XXXIV of 2001, Promulgated on 4-8-2001. 

               (d)   Particulars   of   adverse    remarks     in  regard    to  acceptance      of 
                    responsibility, integrity, reliability, out put of work and behaviour 
                    with   the  public   recorded    in  the  ACRs   (duly   conveyed   to   the 
                    concerned       civil  servant    and    his   representation     against     it 
                    finalized, as per rules). 

               (e)   Particulars    of    supersessions       in   which     Selection     Board/ 
                    Departmental        Promotion       Committee       twice     recommended 
                    supersession   of   a   civil   servant  and   the   recommendation of the 
                    Selection Board/DPC was approved by the competent authority. 

                                                     Signature 

                                                     Name 

                                                     Designation of the 

                                                     Officer authenticating 
                                                     the information. 

Sl. No.5: 

     Queries have been raised by different quarters whether review exercise for 
retirement of Civil Servants is also applicable to the employees of Autonomous 
Bodies   or   not   and   whether   the   provisions   of   the   Civil   Servants   Act,   1973   and 
amendments therein are also applicable to them or not.                The position is clarified 
as under:– 

     (i)    Supreme         Court      in     their    judgment         in     Civil     Appeals 
           Nos.    154    and    155     of  1988    held   that   organizations established 
           through      Resolutions     were    not   bodies     corporate    but   government 
           departments and their employees were held to be civil servants.                 In the 
           light of the aforesaid decision of the Supreme Court Civil Servants Act. 

----------------------- Page 25-----------------------

           1973 and the rules made thereunder are applicable to the employees of 
           organizations established through Resolutions. 

     (ii)   In   case   of   Autonomous   bodies   which   are   bodies   corporate   and   are 
           administered or controlled by Federal Government, and have their own 
           Service Rules/ Regulations, it is necessary to make enabling provision 
           in   their   Service   Rules/Regulations  on   the   lines   of   Section   13(1)(i)   of 
           Civil Servants Act, 1973. 

     2.     Ministries/Divisions   are   advised  to   take   necessary   action   for   making 
enabling provision in the Service Rules/ Regulations of Bodies Corporate which 
are under their administrative control. 

                 [Authority.– Establishment Division O.M.No.8/31/2000-R.3, dated 11-10-2000]. 

Clarification regarding 
Option of Seeking Pre-mature 
retirement 

Sl. No. 6: 

      The   amended   Section   13(1)(i)   of   the   Civil   Servants   Act,   1973   lays 
down that– 

      “(1) a civil servant shall retire from service– 

           (i)    On such date after he has completed twenty years of service 
                 qualifying   for   pension   and   other   retirement   benefits   as   the 
                 competent authority may, in public interest, direct.” 

      2.   However,       queries     have    been     received      in   the   Establishment 
Division soliciting advice on the point as to whether, or not, a civil servant 
can   seek   voluntary   retirement   on   completion   of   twenty   years   of   service 
qualifying for pension and other retiring benefits under Section 13(1)(i) of 
the Civil Servants Act, 1973? 

      3.   As   such,    it  is  clarified   that  there    is  no   provision     in  the   Civil 

----------------------- Page 26-----------------------

Servants       Act,   1973     under    which     a   civil  servant    can    seek    voluntary 
retirement on completion of twenty years of service qualifying for pension 
and   other   retirement   benefits.   However,   all   Government   servants   have 
the   right   to   seek   retirement   –   if   they   so   desire   –  on   the   completion   of 
twenty      five  years    service   qualifying      for  pension      and   other    retirement 
benefits      (under    CSR      465-B).     This   right   is,  however,       subject    to   the 
provisions of the Essential Services Maintenance Act and is not available 
to a civil servant against whom the departmental inquiry/proceedings are 
pending. 

      4.   All  the   Ministries/Divisions        are   requested       to  bring    the   above 
clarification   to   the   notice   of   the   Attached   Departments   and   Subordinate 
Offices under their administrative control. 

      [Authority.– Establishment Division O.M.No.3/8/2000/R.2, dated 22-10-2001]. 

Sl. No. 7: 

      Annual   Confidential   Reports  –To   be   part   of   terms   and   conditions   of 
service.– Annual Confidential Reports – held: very much a part of terms and 
conditions   of   service  –     Entries   in   annual   confidential   reports   made   and 
expunged on basis of positive instructions and rules can be made basis for 
retiring    a   person     from     service   –-  Appeal      against    remarks      in   annual 
confidential   reports,   hence,   competent   before   Service   Tribunal   and   such 
Tribunal competent to expunge such remarks. 

           [c.f. 1981 Supreme Court Monthly Review 840] 

Ancillary Instructions 

Sl. No. 8: 

      Convention       between       the   Central     Government        and     the   Provincial 
Governments,   and   Provincial   Governments   Inter   se   regarding   terms   and 
conditions      of   deputationists.–-   As     a  Government        servant     on   deputation 
retains   a   lien   on   the   permanent   post   in   his   parent   office,   he   is   ordinarily 

----------------------- Page 27-----------------------

governed by the rules of the lending Government in matters of pay, leave, 
pension,   etc.,   and   continues   to   be   under   the   rule-making   control   of   the 
lending      Government        which     has    a   right   to  recall   him.     The      lending 
Government   accordingly   has   a   right   to   determine   in   consultation   with   the 
borrowing  Government  the  terms  of  his  employment  under  the  latter,  and 
these   terms   should   not   be   varied   by   the   borrowing   Government   without 
consulting the lending Government. 

      A   convention   has   been   established   between   the   Central   Government 
and     the   Provincial    Governments         on   the   one   hand,     and   the   Provincial 
Governments inter-se, on the other to the effect that no increase in pay or 
improvements   in   other   service   prospects   should   be   offered   to   any   such 
officer without consulting the lending Government or department. 

           [Authority.- Ministry of Finance letter No.F.10(23)-E.G.II/48, dated 9-12-1948 and 10-6-1949]. 

Sl. No. 9: 

      Appointment of Provincial Government employees against Grade 17 and 
above posts under the Federal Government.- A question has arisen whether 
appointment to posts in Grade 17 and above under the Federal Government 
by appointment through deputation of officers of Provincial Governments are 
required      to   be   approved       by   the   competent       authority    in   the   Federal 
Government and if so under which legal-provision. 

      2. According to section 5 of the Civil Servants Act, appointment to civil 
posts   in   connection   with   the   affairs   of   the   Federation   are   made   by   the 
President or by an officer authorised by him in this behalf.                  Under Rule 6 of 
the Civil Servants (Appointment, Promotion and Transfer) Rules, 1973 made 
under   the   above   mentioned   Act,   the   appointing   authority   for   the   posts   in 
                                    * 
Grade 17 and above is the            Prime Minister.      Therefore, according to section 
5 of the Act read with Rule 6, the approval of the Prime Minister is necessary 
for  appointment  to  posts  under  the  Federal  Government,  but  a  doubt has 
arisen     in  the   case     of  appointment       of   officers   belonging      to  Provincial 
Governments to posts under the Federal Government.                         The Civil Servants 

----------------------- Page 28-----------------------

Act is applicable to civil servants vide sub-section (2) of Section 1 of the Act. 
 According   to   definition   of   "civil   servant"   given   in   section   2   of   the   Act,   a 
person who is on deputation to the Federation from any Province is                            not   a 
"civil  servant".    The Civil Servants Act does not, therefore, apply to cases of 
officers of Provincial Governments who are appointed by deputation to posts 
under   the   Federal   Government.            If   this   view   is   correct,   the   next   question 
which arises is whether Article 241 of the Constitution would be attracted in 
such cases.  Our view is that since no act has been made by the Legislature 
in respect of the officers belonging to Provincial Governments who may be 
appointed by deputation to posts under the Federal Government, the rules 
and orders which were enforced immediately before the coming into force of 
the Constitution, will continue to be applicable to such cases.  This will mean 
that   approval   of   the   competent   authority   as   required   under   the   Rules   of 
Business         which       were      applicable       before     coming     into   force    of   the 
Constitution   should   be   obtained   in   such   cases.            Under   these   rules,   the 
approval of the President was necessary to first appointment to Class I posts 
under   the   Federal   Government.             The   President,   in   the   present   context 
means   the   Prime   Minister.        The  approval  of  the  Prime  Minister,  or  of  the 
persons   authorised   by   him   in   this   behalf,   should   therefore,   be   obtained 
before   making   appointments   of   officers   of   the   Provincial   Governments   to 
posts connected with the affairs of the Federation.  In other words, if the Civil 
Servants       Act    is   not   applicable      to   deputationists       from    the    Provincial 
Governments, we are not left in void.               The law provides for the continuance 
in force of all previous rules and orders where the Civil Servants Act, 1973 is 
not applicable. 

           3.   The   Law   Division   is   requested   for   advice   on   the   views   of   the 
Establishment Division. 

           [Authority.- Estt. Division U.0.Note No.4/1/74-D.III, dated 8-5-1975. 

*Note.–-This rule was amended on 10-5-1979 to authorise Establishment Secretary to make appointments 
to Grades 17 to 19 posts. 

----------------------- Page 29-----------------------

Sl. No. 10: 

      Under clause (2) of section 1 of the Civil Servants Act, 1973, that Act 
applies only to civil servants.        Under sub-clause (i) clause (b) of section 2 of 
that Act persons who are on deputation to the Federation from any Province 
or other authority have been excluded from the definition of "civil servant". 
Therefore the Act or the Rules made thereunder are not applicable to such 
persons.      Any rules having the force of law applying to such persons and 
existing before the coming into force of the permanent Constitution are to be 
treated   as   "existing   laws"   as   defined   in   clause   (7)   of   Article   268   of   the 
Constitution and will continue to be in force by virtue of clause (1) of that 
Article.  Under Article 241 of the Constitution also until the Parliament makes 
a law under Article 240 of the Constitution governing such persons all rules 
and orders in force immediately before the commencing day are to continue 
in   force   in   so   far   as   they   are   not   inconsistent   with   the   provisions   of   the 
Constitution. 

           [Authority.-Law Division U.O. Note No. 763/75-Law, dated 13-5-1975]. 

Sl. No. 11: 

      Consultation       with    Establishment        Division     in   matters      relating    to 
appointments, promotions, deputations etc.- In accordance with Rule 11 of 
Rules of Business, "no Division shall, without previous consultation with the 
Establishment   Division,   issue   or   authorise   the   issue   of   any   orders   which 
involve   a   change   in   the   terms   and   conditions   of   service   of   federal   civil 
servants".       This     provision     in   the   Rules     makes      it  obligatory    for   the 
Ministries/Divisions to consult the Establishment Division, in matters relating 
to   appointment,   deputation   of   civil   servants,   to   any   autonomous   body   or 
corporation. 

      2. There have been cases in which Ministries/Divisions have forwarded 
recommendations           affecting    the   terms    and    conditions     of  service    of  civil 
servants   including   their   appointments   or   promotion   and   on   deputation   to 

----------------------- Page 30-----------------------

autonomous bodies outside the Federal Government, directly to the CMLA's 
Secretariat      for   obtaining     the   orders    of   the   President.       The     CMLA's 
Secretariat   had   to   re-route   these   cases   to   the   Establishment   Division   for 
examination and comments.              Some of these cases had to be referred back 
to the Ministries/Divisions to obtain relevant documents and information for 
detailed examination.        This led to avoidable waste of time in the expeditious 
disposal of these cases. 

           3. All the Ministries/Divisions are requested that cases affecting the 
terms   and   conditions   of   service,   promotion   and   appointments   of   all   civil 
servants must be routed through the Establishment Division for orders of the 
competent        authority.     This     will  avoid    undue     burden     on    the   CMLA's 
Secretariat and will also ensure timely disposal of cases in accordance with 
the rules and the approved personnel policies of the Government. 

           [Authority.- Estt. Secretary's d.o. letter No. 5/3/80-A-I(B),dated 23-7-1980]. 

Sl. No. 12: 

      Consideration   of   cases   of   Government   servants   who   have   filed   civil 
suits.–- In some cases Government servants file civil suits in Courts of Law 
against Government for the redress of their grievances. It has been noticed 
that the Ministries/Divisions etc. do not deal with such cases on the plea that 
the Government servants have filed suits and the matter is subjudice. 

      2.   A   civil   suit   or   a   civil   petition   by   a   Government   servant   does   not 
preclude redress for the aggrieved Government servant.                      It has, therefore, 
been      decided      that    the   Ministries/Divisions       should      not   refrain    from 
considering   the   cases   of   Government   servants   who   have   filed   civil   suits 
against     Government        for   redress    of   their  grievances.       Cases      of   such 
Government          servants      should      continue      to   be    considered        by    the 
Ministries/Divisions        and    the    grievances      of   the    Government        servants 
removed if the merits of their cases so warrant. 

----------------------- Page 31-----------------------

            [Authority.- Estt. Division O.M. No. 2/24/72-D.I dated  28-10-1972]. 

Note:–-     For details regarding Terms admissible to Government Servants reinstated under Martial Law 
           Order No.23 please see Section-C of Chapter-I of the Estacode (Edition 1989). 

----------------------- Page 32-----------------------

                                                                      CHAPTER-II 

RECRUITMENT/APPOINTMENTS, SENIORITY AND PROMOTIONS 

                             (                      ) 

----------------------- Page 33-----------------------

                       RECRUITMENT/APPOINTMENTS, 
                        SENIORITY AND PROMOTIONS 

                                    SECTION A 

                                  RECRUITMENT 

Civil Servants (Appointment, Promotion 
and Transfer Rules, 1973 

Sl. No. 1: 

     In exercise of the powers conferred by section 25 of the Civil Servants 
Act,   1973   (LXXI   of  1973),  the  President  is  pleased  to  make  the  following 
rules, namely:– 

                               PART I –- GENERAL 

     1.   These    rules   may   be   called   the   Civil  Servants    (Appointment, 
Promotion and Transfer) Rules, 1973. 

     2.   In   these   rules,   unless   there   is   anything   repugnant   in   the 
subject or context,– 

     (a)    "appointing   authority",  in  relation  to  a  post  means    the  person 
           authorized under rule 6 to make appointment to that post; 

     (b)    *["selection  board"   means     a  Board   constituted   by  the  Federal 
           Government, for the purpose of selection for promotion or transfer 
           to posts in basic pay scales 19 to 21 and equivalent, consisting of 
           such persons as may be appointed by Government from time to 
           time]. 

     (c)    "commission" means the Federal Public Service Commission; 

----------------------- Page 34-----------------------

     (d)     *[“departmental        promotion       committee”       means       a    Committee 
            constituted   for   the   purpose   of   making   selection   for   promotion   or 
            transfer to posts under a Ministry, Division, Department or Office of 
            the   Federal   Government   in   basic   pay   scales   18   and   below   and 
            equivalent; and]. 

*Subs vide Establishment Division Notification S.R.O. No.430(I)/2000, dated 26-6-2000. 

(e)       *["departmental          selection      committee"        means       a    Committee 
          constituted       for   the    purpose       of   making      selection      for   initial 
          appointment   to   posts   under   a   Ministry,   Division,   Department   or 
          Office of the Federal Government in basic pay scales 1 and above 
          other     than    appointments        which    fall  within    the   purview     of   the 
          Federal   Public   Service   Commission   under   rule   3   of   the   Federal 
          Public Service Commission (Functions) Rules, 1978; and] 

      (f) **[Omitted]. 

      3.   (1)   Appointments   to   posts   shall   be   made   by   any   of   the   following 
methods, namely:– 

     (a)   ***[by promotion [*  *  *  *] in accordance with Part II of these rules; 

     (b)   by transfer in accordance with Part II of these rules, and 

     (c)   by initial appointment in accordance with Part III of these rules]. 

      (2)   The    method      of  appointment        and    the   qualifications     and    other 
conditions   applicable   to   a   post   shall   be   as   laid   down   by   the   Ministry   or 
Division concerned in consultation with the Establishment Division. 

     @[(3) "Notwithstanding anything contained in sub-rule(I), or the method 

of appointment laid down in the recruitment rules, a person who is rendered 
surplus      as   a   result   of   the   reorganization       or  abolition    of   a   Division, 
Department,   Office   or   permanent   post   in   pursuance   of   any   Government 

----------------------- Page 35-----------------------

decision  or  as  a  measure of economy may be appointed to a post in the 
basic  pay  scale  to   which  he   belonged,  if  he  possesses   the   qualifications, 
and fulfils other conditions, applicable to that post"]. 

      @@[(4)    Where a person referred to in sub-rule (3),–- 

             (i)     possesses   educational   qualifications   which   are   considered 
                    interchangeable         with,    or   equivalent     to,   the   qualification 
                    prescribed in the relevant recruitment rules; or 

*Subs vide Establishment Division Notification S.R.O. No. 430(I)/2000, dated 26-6-2000. 
**Omitted clause (f) vide Establishment Division Notification S.R.O. No. 146(I)/84, dated 9-2-1984. 
***Subs vide Establishment Division Notification S.R.O. No. 742(I)/2002, dated 28-10-2002. 
@Added vide Establishment Division Notification S.R.O. No. 57(1)/93, dated 25-1-1993. 
@@Added vide Establishment Division Notification S.R.O. No. 961(1)/99, dated 25-8-1999. 

           (ii)      fulfils  the  prescribed      qualifications     and   the   conditions     for 
                    initial appointment to the post in the relevant rules except the 
                    condition relating to prescribed experience, 

the appointing authority may, for reasons to be recorded in writing, relax the 
requirement        of  educational      qualifications     or,  as   the   case    may     be,   the 
prescribed experience]. 

      4.   (1)   In   each   Ministry,   Division,   Department   or   Office   of   the   Federal 
Government,          there    shall    be    one    or    more     Departmental        Promotion 
Committees,   and   Departmental   Selection   Committees,   the   composition   of 
which      shall   be   determined       by    the   Ministry    or   Division     concerned      in 
consultation with the Establishment Division. 

      (2)   Each such Committee shall consist of at least three members 
one of whom shall be appointed Chairman. 

      5. Where an appointing authority for *[posts in basic pay scales 
15 and below and equivalent] does not accept the recommendation 
of a Departmental Selection or Departmental Promotion Committee, 
it shall record reasons therefor and obtain orders of the next higher 
authority. 

     **[6. ***[(1)] The appointing authority specified in column (3) of the table 

----------------------- Page 36-----------------------

below shall be competent to make appointment to the various posts in the 
basic pay scales specified in column (2) of that table. 

                                                  TABLE 

S.No.            Basic pay scale of posts                            Appointing Authority 

   1                            2                                                3 
  (1)       Posts    in  basic    pay   scales    20    @[Prime Minister]. 

           and above or equivalent. 

  (2)       Posts in basic pay scales 17 to             Secretary      of  the   Ministry    or  Division 
           19 or equivalent.                            concerned. 

  (3)       Posts   in   basic   pay   scale   16   or An   officer  notified  by  the  Secretary  of 
           equivalent.                                  the Ministry or Division concerned. 

  (4)       Posts   in   basic   pay   scales   3   to An   officer  notified  by  the  Secretary  of 
           15 or equivalent.                            the Ministry or Division concerned. 

  (5)       Posts in basic pay scales 1 and            An   officer  notified  by  the  Secretary  of 
           2 or equivalent.                             the Ministry or Division concerned]. 

*Added vide Establishment Division Notification S.R.O. No.961(I)/99, dated 25-8-1999. 
** Subs. vide Establishment Division Notification S.R.O.No.276(I)/2000, dated 25-5-2000. 
***Renumbered     vide   Establishment  Division  Notification S.R.O.   No.829(I)/2000,  dated  16-11-2000. 
@Subs vide Establishment Division Notification S.R.O. No.1(I)/2003, dated 1-1-2003 w.e.f. 23.11.2002. 

      *[Provided   that   appointment   to   posts   in   Basic   Pay   Scales   20 
and     above      or   equivalent   in   the   President’s   Secretariat   shall   be 
made by the President]. 

      **[(2)   Notwithstanding   anything   contained   in   sub-rule   (1),   the 
Appointing Authority specified in column (4) of the table below shall 
be     competent        to   make      appointments         to   the   posts     specified      in 
column (3) of that table in the department specified in column (2) 
thereof. 

                                            TABLE 

 Sl.     Name of Department         Basic Pay Scale of posts                Appointing Authority 
 No. 

  1                 2                            3                                    4 

1.       Pakistan         Audit    (i)   17 to 19 or equivalent.   Auditor-General of Pakistan. 

----------------------- Page 37-----------------------

         Department           and   (ii)    16 or equivalent.          An    officer  notified  by   the   Auditor- 
         Officers     of    Inter- 
                                                                       General of Pakistan. 
         Departmental      Cadre 
         of   Pakistan   Audit  &   (iii)   3 to 15 or equivalent.     An    officer  notified  by   the   Auditor- 
         Accounts Group                                                General of Pakistan. 

                                    (iv)    1 to 2 or equivalent.      An    officer  notified  by   the   Auditor- 
                                                                       General of Pakistan]. 

*** 
  [2.     Intelligence Bureau        (i)    17-19 or equivalent        Director-General Intelligence Bureau. 

                                    (ii)    1-16 or equivalent         Officer(s)    notified   by   the   Director 
                                                                       General, Intelligence Bureau]. 

@[3.      Secretariat    Training   Posts in BPS 1 to 16 or            Director,   Secretariat   Training   Institute 
         Institute                  equivalent                         Islamabad.] 

          PART II –- APPOINTMENTS BY PROMOTION OR TRANSFER 

       7. @@[Promotions and transfer to posts in basic pay scales 2 to 

18   and   equivalent   shall   be   made   on   the   recommendation   of   the 
appropriate          Departmental           Promotion         Committee          and     promotions 
and transfer to posts in basic pay scales 19 to 21 and equivalent 
shall be made on the recommendation of the Selection Boards]. 

     @@@[7-A. (1) The Competent Authority may approve the promotion of an 

officer or official from the date on which the recommendation of the Central 
Selection   Board   or,   as,   the   case   may   be,   the   Departmental   Promotion 
Committee was made. 

* Added vide Establishment Division Notification S.R.O. No.607(I)/2002, dated 10-9-2002. 
**Added vide Establishment Division Notification S.R.O. No.829(I)/2000, dated 16-11-2000. 
***Added vide Establishment Division Notification S.R.O. No.891(I)/2000, dated 14-12-2000. 
@Added vide  Establishment Division Notification No. S.R.O. 733(I)/2000, dated 11.10.2000. 
@@Subs vide Establishment Division Notification S.R.O. No.430(I)/2000, dated 26-6-2000. 
@@@Added vide Estt. Division Notification No. S.R.O 733(1)/2005, dated 22-7-2005. 

       (2). Notwithstanding anything in FR 17 the officer or official who expires 
or superannuates after the recommendations of the Central Selection Board 
or   the   Departmental   Promotion   Committee   and   before   the   issuing   of   the 
notification,   shall   stand   exempted   from   assumption   of   the   charge   of   the 

----------------------- Page 38-----------------------

higher post. The Principal Accounting Officer or an Officer so authorized, will 
give   a   certificate   to   the   effect   that   the   officer   or   official   has   expired   or 
superannuated]. 

      8.   Only      such     persons      as   possess       the    qualifications       and    meet     the 
conditions laid down for the purpose of promotion or transfer to a post shall 
be   considered   by   the   Departmental   Promotion   Committee   or   the   Central 
Selection Board, as the case may be. 
      *[8-A. No promotion on regular basis shall be made to posts in basic pay 

          ** 
scales      [17] to 22 and equivalent unless the officer concerned has completed 
such   minimum   length   of   service,   attended   such   training   and   passed   such 
departmental examination, as may be prescribed from time to time]. 

      8-B. (1) Where the appointing authority considers it to be in the public 
interest to fill a post reserved under the rules for departmental promotion and 
the  most  senior  civil  servant  belonging  to  the  cadre  or  service  concerned 
who is otherwise eligible for promotion does not possess the specified length 
of service the authority may appoint him to that post on acting charge basis. 

      (2) ***[omitted ] 

      (3)   In the case of a post in **[basic pay scales 17 to 22 and equivalent], 
reserved        under     the    rules    to  be    filled  by    initial  appointment,         where     the 
                                                                              ** 
appointing authority is satisfied that no suitable officer                      [drawing pay in basic 
pay scale] in which the post exists is available in that category to fill the post 
and it is expedient to fill the post, it may appoint to that post on acting charge 
basis      the    most      senior     officer    otherwise       eligible     for   promotion       in   the 
organization,         cadre     or   service,     as   the    case    may      be,   in   excess      of  the 
promotion quota. 

      (4)   Acting charge appointment shall be made against posts which are 
likely to fall vacant for a period of six months or more. Against vacancies 
occurring   for   less   than   six   months,   current   charge   appointment   may   be 
made according to the orders issued from time to time. 

* 
  Subs vide Establishment Division Notification S.R.O. No.850(I)/98, dated 25-7-1998. 
** 
 Amended vide Establishment Division Notification S.R.O. No.835(I)/2000, dated 17-11-2000. 
***Omitted vide Establishment Division Notification S.R.O No.269(I)/2000, dated 19-5-2000. 

----------------------- Page 39-----------------------

      (5)   Appointment       on   acting    charge     basis    shall   be    made     on    the 
recommendations of the Departmental Promotion Committee or the Central 
Selection Board, as the case may be, same in the                    case of *[post in basic 
pay scale 22 and equivalent]. 

      (6)   Acting  charge     appointment      shall   not   amount     to  appointment       by 
promotion on regular basis for any purpose including seniority. 

      (7)   Acting   charge   appointment   shall   not   confer   any   vested   right   for 
regular promotion to the post [ ] held on acting charge basis. 

      9.   Appointments   by   transfer   shall   be   made   from   amongst   the 
persons   holding   appointment   on   a   regular   basis   in   **[posts   in   the 
same basic pay scale or equivalent to or identical with the posts to 
be filled]. 

                          PART III __ INITIAL APPOINTMENT 

     10. **[Initial appointment to the All-Pakistan Services, the Civil Services 
of the Federation and posts in connection with the affairs of the Federation in 
basic pay scales 16 & above or equivalent, except those which under the 
Federal   Public   Service   Commission   (Functions)   Rules,   1978,   do   not   fall 
within the purview of the Commission, shall be made on the basis of tests 
and examinations to be conducted by the commission] : and 

     11.   **[Initial   appointments   to   posts   in   basic   pay   scales   1   to   15   and 
equivalent,   shall   be   made   on   the   recommendations   of   the   Departmental 
Selection      Committee        after   the    vacancies      have     been     advertised      in 
newspapers]. 

      12.  A   candidate   for   initial   appointment   to   a   post   must   possess   the 
educational   qualifications   and   experience   and,   except   as   provided   in   the 
rules framed for the purpose of relaxation of age limit, must be within the age 
limit as laid down for the post ***[ ]: 

     ***[Provided       that    unless     otherwise     specified     in   the    method      of 
appointment, qualifications and other conditions applicable to a post as laid 
down   under   sub   rule   (2)   of   rule   3,   the   experience   prescribed   for   initial 
appointment shall be the post-qualification experience]. 

----------------------- Page 40-----------------------

     @[12-A. Alteration in the date of birth.–The date of birth once recorded 

at the time of joining government service shall be final and thereafter no 
alteration in the date of birth of a civil servant shall be permissible]. 

*Subs vide Establishment Division Notification S.R.O. No. 146(I)/84, dated 9-2-1984. 
**Subs vide  Establishment Division Notification S.R.O. No.773(I)/2003, dated 28.7.2003 
***Omitted & added vide Establishment Division Notification S.R.O. No. 970(I)/98, dated 9-9-1998. 
@Subs vide Establishment Division Notification S.R.O. No. 520(I)/2000, dated 31-7-2000. 

      13. A candidate for appointment shall be a citizen of Pakistan; 

      Provided that this requirement may be relaxed with the approval of the 
Establishment Division: 

      Provided      further    that,    in  the    case     of   candidates       to   be 
appointed   on   temporary   basis   to   posts   in   the   Pakistan   Missions 
abroad,      such     relaxation     shall    not   be    accorded      for   a   period 
exceeding one year at a time. 

      14. Vacancies        in  the   undermentioned         posts    shall   be   filled  on   All- 
Pakistan   basis   in   accordance   with   the   merit   and   provincial   or   regional 
quotas prescribed by Government from time to time: 

      (i)  All posts in *[basic pay scales 16 and above and equivalent]. 

      (ii)   Posts   in   **[basic   pay   scales   3   to   15   and   equivalent]   in   offices, 
          which serve the whole of Pakistan **[:] 

      **[Provided   that   if   no   suitable   person   holding   the   domicile   of 
the Province or Region to which a vacancy has been earmarked 
and   fulfilling   the   prescribed   qualifications   is   found   even   after   the 
vacancy has been advertised twice, the appointing authority may 
fill   up   the   vacancy   on   open   merit   on   contract   in   the   following 
manner, namely:- 

     (i)    contract   appointment   shall   be   made   initially   for   a   period   of   one 
           year, and if the post falls under the purview of the Federal Public 
           Service   Commission,   the   Commission   shall   be   informed   about 
           contract appointment; 

----------------------- Page 41-----------------------

     (ii)   if   nomination   is   not   received   from   the   Federal   Public   Service 
           Commission   within   one   year,   contract   appointment   may   in   the 
           public interest be extended for another one year; and 

     (iii)  the   Federal     Public   Service     Commission        shall  ensure     that   the 
           nominations of the qualified candidates are made within a period 
           of two years. If Federal Public Service Commission does not find 
           a suitable candidate, it shall advise the appointing authority, for 
           the extension in the contract]. 

  15. Vacancies in posts in *[basic pay scales 3 to 15 and equivalent] in 
offices which serve only a particular province or region shall be filled by 
appointment of persons domiciled in the province or region concerned. 

*Subs, vide Establishment Division Notification S.R.O. No. 146(I)/84, dated 9-2-1984. 
** Subs. and added vide Establishment Division Notification S.R.O. No. 784(I)/2002, dated 7-11-2002. 

      16. Vacancies in posts in *[basic pay scales 1 and 2 and equivalent] 
shall ordinarily be filled on local basis. 

      17. A   candidate   for   appointment   must   be   in   good   mental   and 
bodily health and free from any physical defect likely to interfere with 
the   discharge   of   his   duties.   A   candidate   who   after   such   medical 
examination   as   Government   may   prescribe   is   found   not   to   satisfy 
these requirements, shall not be appointed. 

          PART-IV. –- AD HOC AND TEMPORARY APPOINTMENTS 

      18. **[When under the Federal Public Service Commission (Functions) 
Rules,   1978,   a   post   is   required   to   be   filled   through   the   Commission,   the 
appointing   authority   shall   forward   a   requisition   to   the   Commission   on   a 
prescribed   form   immediately.   In   exceptional   cases,  ad   hoc   appointment 
may,     however,     be   made     for  a   period   of  six  months      or  less   with  prior 
clearance of the Commission as provided in rule 19. 

----------------------- Page 42-----------------------

      19. When the appointing authority considers it to be in public interest to 
fill   a   post   falling   within   the   purview   of   the   Commission   urgently   pending 
nomination of a candidate by the Commission, it may proceed to fill it on ad 
hoc basis for a period of six months or less after obtaining prior clearance of 
the Commission. The post shall be advertised and the same procedures as 
laid down for initial appointment in Part III shall be followed in making ad hoc 
appointments]. 

      20.  Short  term  vacancies  in  the  posts  falling  within  the  purview of the 
Commission  and  vacancies  occurring  as  a  result  of  creation  of  temporary 
posts for a period not exceeding six months, may be filled by the appointing 
authority   otherwise   that   through   the   Commission   on   a   purely   temporary 
basis after advertising the vacancy. 

                               ***PART V –- PROBATION 

      21. (1) Persons appointed by initial appointment, promotion or transfer 
shall be on probation for a period of one year. 

*Subs, vide Establishment Division Notification S.R.O. No. 146(I)/84, dated 9-2-1984. 
**Subs vide Establishment Division S.R.O. No.122(I)/2000, dated 15-3-2000. 
***Added vide Establishment Division Notification S.R.O. No. 968(I)/82, dated 21-9-1982. 

      (2) The period of probation may be curtailed for good and sufficient 
reasons, to be recorded, or, if considered necessary, it may be extended 
for a period not exceeding one year as may be specified at the time of 
appointment. 

      (3)   On   the   successful   completion   of   probation   period,   the   appointing 
authority shall, by specific order, terminate the probation. 

      (4) If no order is issued under sub-rule (3), on the expiry of the first year 
of probation period, the period of probation shall be deemed to have been 
extended under sub-rule (2): 

----------------------- Page 43-----------------------

      Provided   that,   subject   to   the   provisions   of   proviso   to   sub-section   (2)   of 
section 6 of the Civil Servants Act, 1973 in the absence of an order under sub- 
rule (3), the period of probation shall, on the expiry of the extended period under 
sub-rule (2), be deemed to have successfully been completed. 

       [Authority .– Establishment Division Notification S.R.O.No.1498(I)/73, dated 20-10-1973]. 

Appointment, Promotion 
and Transfer Rules for 
Ministerial Staff 

Sl. No. 2 

      In pursuance of sub-rule (2) of rule 3 of the Civil Servants (Appointment, 
Promotion   and   Transfer)   Rules,   1973,   the   following  method,  qualifications 
and other conditions are laid down for appointment to the ministerial posts in 
Ministries/Divisions and Departments under the Federal Government:- 

                         METHOD OF APPOINTMENT 

      2. The posts shall be filled in as follows:- 

                 Name of post                              Promotion                Direct 
                                                                               Recruitment 
                         1                                       2                      3 
L.D.C.                                                        10%                    90% 

                             * 
LDC (Selection Grade)                                        100%                       - 

UDC                                                            50%                   50% 

*33% of the posts of LDCs/UDCs/Assistants & Superintendents are in Selection Grade 

                 Name of post                              Promotion                Direct 
                                                                               Recruitment 
                         1                                       2                      3 

UDC                                                          100%                       -- 
                       * 
(Selection Grade) 

----------------------- Page 44-----------------------

Assistant                                                                 50%                        50% 

Assistant                                                                100%                           - 
                           * 
(Selection Grade) 

Assistant Incharge                                                       100%                           - 

Superintendent                                                           100%                           - 

Superintendent                                                           100%                           - 
                           * 
(Selection Grade) 

Stenotypist                                                              100%                           - 

** 
  Stenotypist                                                            100%                           - 
                           *** 
(Selection Grade) 

Stenographer                                                             50%                         50% 

Stenographer                                                             100%                           - 
(Selection Grade)@ 

Provided that:- 

       (i)  Failing promotion the posts falling in the promotion quota except the 
            posts   of   Superintendent,   Assistant   Incharge   and   all   the   selection 
            grade posts shall be filled in by direct recruitment and failing direct 
            recruitment by transfer. 

       (ii)  Failing promotion due to non-availability of suitable person the posts 
            of Assistant Incharge and Superintendent shall be filled in by transfer 
            as prescribed by the Establishment Division from time to time. 

 * 
  33% of the posts of LDC/UDC/Assistant and Superintendent are in Selection Grade. 

** 
 Ins. vide Finance Division O.M. No.F.1(45)Imp.II/87, dated 25-4-1988. 

*** 
  33% of the posts of Stenotypist are in Selection Grade. 

----------------------- Page 45-----------------------

@33% of the posts of Stenographer are in Selection Grade. 

                       CONDITIONS FOR PROMOTION 

      3. Promotion to posts in column 1 below shall be made by selection from 
amongst the persons who hold the posts specified in column 2 on a regular 
basis and possess the qualifications and experience prescribed in column 3. 

    Name of the post                   Person eligible              Conditions of eligibility 
              1                                 2                                 3 
L.D.C.                          Qasid, N/Qasid, Daftry,            Matriculate with typing 
                                Record Sorter, DMO, and            speed 30 w.p.m. 
                                other   employees holding 
                                lower posts. 
LDC (Selection Grade)            LDC                                Selection on seniority- 
                                                                   cum-fitness. 
U.D.C.                           LDC                                3 years service as LDC 
UDC (Selection Grade).           UDC                               Seniority-cum-fitness. 
Assistant                        UDC                                3 years service as UDC. 
Assistant (Selection            Assistant                           Selection on the basis of 
Grade)                                                             seniority-cum-fitness. 
Assistant Incharge               Assistant/ Assistant              3 years service as 
                                (Selection Grade)                  Assistant (Selection 
                                                                   Grade) or Assistant. 
* 
 Stenotypist (Selection         Stenotypist                        Seniority-cum-fitness 
Grade) 
Stenographer                    Stenotypist                         3 years service as 
                                                                   Stenotypist. 
Stenographer                    Stenographer                        Selection on the basis of 
(Selection Grade)                                                  seniority-cum-fitness. 
Superintendent                   Assistant Incharge/               5 years service as 
                                Assistant (Selection               Assistant/ Incharge/ 
                                Grade)/Assistant                   Assistant Selection 
                                                                   Grade)/Assistant. 
Superintendent                  Superintendent                      Selection on the basis of 
(Selection Grade)                                                  seniority-cum-fitness. 

Note:-     Promotion to the posts of UDC, Assistant and Stenographer will be 

----------------------- Page 46-----------------------

          made on the basis of seniority-cum-fitness. Grant of selection grade 
          in    the    post     of   LDC,      UDC,      Assistant,     Stenographer        and 
          Superintendent   will   also   be   made   on   the   basis   of   seniority-cum- 
          fitness.    Promotion       to   the    post     of   Assistant     Incharge      and 
          Superintendent will be made by selection on merit. Promotion to the 
          post of LDC will also be made on the basis of merit. 

* 
 Ins vide Finance Division O.M. No.F.1(45)Imp.II/87, dated 25-4-1988. 

           QUALIFICATIONS/CONDITIONS FOR TRANSFER 

      4. Appointment by transfer shall be made from amongst the persons 
holding   equivalent   appointment   in   the   Ministries/   Divisions/Departments 
under the Federal Government on a regular basis, provided they possess 
the     qualifications/experience          prescribed       for   direct     recruitment      or 
promotion to the post concerned. 

            QUALIFICATIONS/EXPERIENCE AND AGE LIMIT 
                         FOR DIRECT RECRUITMENT 

      5.  A    candidate     must     possess     the    educational     qualifications     and 
experience and must be within the age limit as mentioned against the post 
concerned in the schedule to this notification: 

      Provided that the maximum age limits will be relaxed by 3 years in the 
case  of  candidates  belonging  to  Scheduled  Castes,  Buddhist  Community, 
recognised tribes of the Tribal Areas, Azad Kashmir, Northern Areas (District 
of    Gilgit,  Skardu     and    Diamir),    FATA,     Sindh     (R)   and    Balochistan      in 
accordance with the instructions issued by the Establishment Division: 

      Provided   further   that   the   maximum   age   limit   may   be   relaxed   but   not 
more than 10 years in respect of Government servants who have completed 
at least 2 years continuous service on the closing date of the advertisement 
and only upto the age of 55 years, if applicable. 

                                    PROBATION 

----------------------- Page 47-----------------------

     6. Persons appointed by promotion or direct recruitment or by transfer 
shall be on probation for a period of one year. This period may be curtailed 
for good and sufficient reasons, to be recorded; or, if considered necessary it 
may be extended for a period not exceeding one year as may be prescribed 
at the time of appointment or during the probation period. Appointment on 
probation shall be subject to the provisions of section 6 of Civil Servants Act, 
1973,   read   with   rule   21   of   Civil   Servants   (Appointment,   Promotion   and 
Transfer) Rules, 1973. 

----------------------- Page 48-----------------------

                                         SCHEDULE 

Sl.       Name of             Qualifications/                               Maximum 
No.       the post            Experience                                     age limit 

1.        LDC                 Matriculation with typing                        25 years 
                              speed 30 w.p.m. 

2.        UDC                 Intermediate                                     25 years 

3.        Assistant            Graduate                                        28 years 

4.        Stenotypist         Matric with 80/40 w.p.m.                         25 years 
                              speed in shorthand and 
                              typing respectively. 

5.        Stenographer         Intermediate with 100/50 w.p.m.                  25 years 
                              speed in shorthand and typing 
                              respectively. 

* 
 Note.-    Minimum age limit for initial appointment to the ministerial posts shall be 18 years 

      [Authority.- Estt. Division Notification No.S.R.O.248(1)/88, dated 7-4-1988]. 

Sl. No. 3 

      Bar   against   making   recruitment   without  framing  Recruitment  Rules  for 
Civil Posts.- Instances have come to the notice of the Establishment Division 
that     appointments         to    certain     posts      have     been      made       by     the 
Ministries/Divisions   without   framing   recruitment   rules   for   these   posts.   Not 
only does this practice cause hardship to the individuals themselves but also 
creates administrative difficulties at the time of their promotion/ recruitment. 
It has, therefore, been decided that:- 

      (i)  Appointments   (by   promotion,   transfer   or   direct   recruitment)   to   the 
          posts   for   which   recruitment   rules   do   not   exist   or   have   not   been 
          finalized in consultation       with   Establishment Division/FPSC, may not 

----------------------- Page 49-----------------------

          be made in the absence of Recruitment Rules; and the practice to 
          place      the    requisitions      with    FPSC,      through      the    Establishment 
          Division,   allowed  vide  this   Division   d.o.   letter   No.9/2/74-DV,   dated 
           15th February, 1975 may be stopped forthwith. 

* 
Added vide Estt. Division Notification No. S.R.O. No.534(1)/92, dated 1-6-1992. 

      (ii)  Recruitment   rules   for   all   posts   sanctioned  with  the  concurrence  of 
          the    competent        authority,    if  not  in   existence,     should     be   framed/ 
          finalized within three months of the issue of this circular. 

      (iii) In   future   the   proposals   regarding   recruitment   rules   referred   to   this 
          Division after the expiry of three months of the creation of posts, will 
          not be entertained by the Establishment Division. 

      2. In order to simplify the procedure of framing recruitment rules, it has 
further been arrived at that the decisions contained in para 1 above should 
be implemented according to the procedure indicated below:- 

      Every new proposal forwarded to the Establishment Division regarding 
recruitment rules, should contain the following information/documents:- 

      (i)  Number of post(s) to be filled and the number of the feeding post(s), 
          if any. 

      (ii)  Job-description of the post(s). 

      (iii) Where a post is to be filled by promotion, the recruitment rules of the 
          feeding posts(s) (if any) may also be furnished. 

      (iv) Copy of the sanction regarding creation/continuance of post(s), duly 
          endorsed by the Finance Division. 

      (v)   Organizational       chart   of   the   establishment        where     the   post(s),    in 
          question exist. 

----------------------- Page 50-----------------------

      3.  All  the  instructions,    issued    by   the   Establishment      Division    on   the 
subject from time to time, may be deemed to have been superseded to the 
extent   they   are   inconsistent   with   the   instructions   contained   in   this   Office 
Memorandum. 

      [Authority.- Estt. Division O.M.No.11/1/81-R.5, dated 20-8-1981]. 

Sl. No. 4 

      Framing of Recruitment Rules.- The methods of appointment of Federal 
civil   posts    are   regulated      under    the   provisions     of   the   Civil   Servants 
(Appointment, Promotion and Transfer) Rules, 1973 framed under Section 
25    of  the   Civil  Servants     Act,   1973.    As   these    rules   provide    the   basic 
framework  for  appointment  to  Federal  civil posts, instructions were issued 
vide Establishment Division O.M.No.9/1/73-D.V., dated 29.11.73 (Sl.No.21) 
laying   down   a   simplified   format   for   notifying   recruitment   rules   since   the 
earlier pattern of detailed recruitment rules for various posts/cadres was no 
longer considered necessary. The system has its advantages but over the 
years,     the   framing     of  recruitment      rules   has    become      an    increasingly 
mechanical        exercise    and    is  now     reduced     to  simply     inserting   uniform 
standards      (of  educational      requirements,      experience,      age   limits,  etc)   for 
equivalent posts in various departments. As a result, the recruitment rules 
are    no   more    viewed     as   important     and   essential    instruments      of  career 
planning   nor   do   they   properly   reflect   the   job   requirements   particularly   in 
technical posts/cadres. This trend should be reversed and recruitment rules 
for various posts/cadres should be framed with greater care to serve, on the 
one hand, as instruments of career planning for the officials concerned and 
on the other, be tailored around the job requirements particularly in technical 
cadres. 

----------------------- Page 51-----------------------

      2.   It   is,   therefore,   requested   that   while   framing   recruitment   rules   due 
consideration       should     be   given    to   job  descriptions      for  laying    down     the 
qualifications/experience           for  posts     and    the    composition       of   cadre    for 
prescribing percentage, for direct recruitment and promotions. Efforts should 
be    made     to   safeguard     both    the   department's       interest   in  raising   a   fully 
qualified   and   experienced   cadre   and   the   career   interests   of   its   members 
whose promotions are governed under the provisions of recruitment rules. 

      3.     Establishment          Division       has      also      noticed       that     some 
Divisions/Departments  have  framed  recruitment  rules  for  isolated  posts  or 
very   small   cadres   (comprising   3-4   posts)   like   telephone   operators,   lady 
health     visitors,   teachers      of   departmental       schools,     etc.   This    is  not   a 
satisfactory arrangement because such isolated posts or tiny cadres do not 
offer adequate prospects of promotion to the incumbents. In such cases it 
would  be  advisable  to  fill  the  posts  by  having  officials  on  deputation  from 
departments which have large cadres operating in the relevant field, such as 
T&T   Department   in   the   case   of   telephone   operators,   Federal/   Provincial 
Health/Education          Departments        in  the   case    of   lady   health    visitors   and 
teachers,      etc.  The    Divisions/Departments          are,   therefore,     advised    not   to 
frame separate recruitment rules for their isolated posts or very small cadres 
where   officials   with   requisite   skills   are   available   in   other   federal/provincial 
departments.        The    posts    of  the   type    under    reference     may     be   filled  by 
deputation on tenure basis. 

      4.   As   a   matter   of   general   policy   a   person   below   the   age   of   18   years 
cannot   be   employed   as   a   Government   servant.   Other   than   this   limitation, 
prescribing  minimum  age  limits  for  each post is not only unnecessary but 
leaves the possibility of denying opportunity to some otherwise qualified and 
capable candidates on a mere technicality. It has, therefore, been decided 
that while framing recruitment rules, no conditions regarding minimum age 
be mentioned. In the existing cases, Ministries/Divisions may consider the 
matter and take steps to amend the rules, wherever necessary. 

      [Authority.- Estt.Division O.M.No.9/1/73-R.5, dated 22-8-1984]. 

----------------------- Page 52-----------------------

Sl. No. 5 

      It  has  been  observed  that  the  Ministries/Divisions  resort  to  making  ad 
hoc appointments either in the absence of Recruitment rules                      or during the 
course   of   finalization   of   these   Rules.   It   has   also   been   observed   that   the 
finalization of recruitment rules take considerable time and the F.P.S.C. do 
not    entertain    requisitions    for  regular    appointments       or   proposals   for   first 
extension in ad hoc appointments unless the rules have been notified. This 
leads   to   avoidable   administrative   complications   besides   causing   financial 
hardship      to   the ad     hoc   appointees.      Ministries/Divisions      are,   therefore, 
advised to invariably draft their recruitment rules in the light of model rules 
already circulated and follow up their finalization/notification on top priority 
basis   so   that   the   time-lag   is   reduced   to   the   barest   minimum.   Wherever 
necessary,        Ministries/     Divisions     may     hold    joint   meetings       with    the 
Establishment Division/FPSC so as to eliminate delay in the finalization of 
the recruitment rules. 

      [Authority.- Estt.Division O.M.No.2/7/85-CP.5 dated 10-6-1987]. 

Sl. No. 6 

      Recruitment  Rules  for  various  posts  are  required  to  be  framed  by  the 
Ministries/Divisions        concerned       in   consultation      with   the    Establishment 
Division in pursuance of rule 3(2) of Civil Servants (Appointment, Promotion 
and     Transfer)    Rules,    1973.    Concurrence       of  the   Federal     Public   Service 
Commission is also required with regard to qualifications for, and methods of 
recruitment   to   posts   in   BPS-16   and   above,   in   the   light   of   Section   7(b) 
Federal      Public    Service    Commission        Ordinance,      1977    read    with   FPSC 
(Functions) Rules, 1978. 

      2. The question of finding ways to cut down the inordinate delay often 
involved      in  the   finalization    of  the   recruitment     rules    due    to  protracted 
correspondence          between      the   Ministry/Division      concerned,       the   Federal 

----------------------- Page 53-----------------------

Public     Service     Commission       and    the   Establishment       Division    has    been 
receiving the attention of the Establishment Division for some time past. It 
has     now    been    decided     on   the   recommendation         of  the   Committee       for 
Decentralization of Powers recently appointed by the President to appoint a 
standing   committee   comprising   one   representative   of   the   Ministry/Division 
concerned and one representative of the Establishment Division to finalize 
the recruitment rules by discussion whenever their finalization is delayed due 
to difference of opinion between the Ministry or Division concerned and the 
Establishment  Division  or  between  any  of  the  above  two  and  the  Federal 
Public     Service    Commission        will  also   be   invited   to  the   meeting     of  the 
Committee where there is a difference of opinion with F.P.S.C. 

     [Authority.- Estt. Division O.M.No.7/6/87-R.5, dated 10-7-1988]. 

Amendment in the Recruitment 
of  rules of  civil posts 

Sl. No.6-A: 

           In  pursuance       of   sub-rule(2)      of   rule    3   of  the   Civil   Servant 
(Appointment,  Promotion  and  Transfer)  Rules  1973,  Recruitment  Rules  of 
Civil    posts    are   made     by    Ministries/Divisions      in  consultation      with   the 
Establishment Division.          Where the Recruitment Rules provide for filling a 
post    through     promotion,     the   following   standard     proviso    is  laid  down     in 
Rule-2(Method of  Appointment):- 

          “Provided   that   if   no   suitable   person   is   available   for   promotion,   the 
          post    or   posts    reserved     for   promotion     shall   be    filled  by   initial 
          appointment and failing that by transfer” 

           Sometimes it may be necessary in the public interest to fill promotion 
posts through temporary transfer/posting of  a highly qualified civil servant or 
 by deputation of      a highly qualified employee of  a public sector corporation. 
 In order to make an enabling provision for this purpose in the Recruitment 
Rules, the Chief Executive has been pleased to approve that the following 
proviso   shall   be   added   below   the   above   cited   proviso   in   the   Recruitment 
Rules of all civil posts:- 

“Provided  further  that  if  no  suitable  person  is  available  for  promotion  to  a 

----------------------- Page 54-----------------------

post, it may be filled, in the public interest, by temporary transfer/posting of a 
civil servant, or by deputation of an employee of  a public sector corporation, 
in consultation with his appointing authority” 

            Similar proviso may be incorporated in Recruitment Rules that 
may be made by Ministries/Divisions in further. 

           [Authority.- Estt. Division O.M.No.            , dated 20.10.2002]. 

Standardisation of pay scales and recruitment 
rules for Librarians working in the  Federal 
Government Organizations 

Sl. No. 7 

      Since   long   the   question   for   standardisation   and   rationalization   of   pay 
scales,   qualifications   and   experience   for   librarians   working   in   the   Federal 
Government            Organizations          has      been      under       consideration         of    the 
Government. The President has now been pleased to approve the proposal 
contained         in   paragraph-3         of    Education        Division's      Summary         bearing 
u.o.No.F.6-13/84-AD(Lib),               dated     2-1-1984       and     approval      conveyed       vide 
Establishment Division u.o.No.8/50/83-R.I., dated 21-8-1985. The contents 
of paragraph-3 of the Summary approved by the President are reproduced 
below:- 

Group         Name of Post        Basic Pay        Qualifications/Experience required          Type of Govt. 
                                    Scale                                                        Library 

   1                2                  3                             4                               5 

I.         Chief Librarian/          20         At least Second Class Master's Degree        1. National 
          Director General                      in Library Science/ Information Sciences     Library 
                                                with 17 years professional-cum- 
                                                administrative experience in B-17 and        2. Federal 
                                                above.                                       Department 
                                                                                             of Libraries. 
                                                Experience relaxable by one year for 
                                                those holding Degree from a Foreign 
                                                University. 

                                                                   OR 

                                                Ph.D. in Library Science with 15 years 
                                                experience in the relevant field. 

Group         Name of Post        Basic Pay        Qualifications/Experience required          Type of Govt. 
                                    Scale                                                        Library 

----------------------- Page 55-----------------------

   1                  2                   3                                 4                                 5 

II.         Principal Librarian/         19          At least Second Class Master's Degree            1. National 
           Director                                 in Library Science/ Information Sciences          Library 
                                                    plus 13  years professional experience in         2. Federal 
                                                    B-17 and above. Experience relaxable 
                                                                                                      Department 
                                                    by one year for those holding Degree              of Libraries. 
                                                    from a Foreign University. 
                                                                                                      3. Other 
                                                                         OR 
                                                                                                      Libraries with 
                                                    Ph.D in relevant subject plus 10 years            150,000 or 
                                                    post qualifications experience in the             more 
                                                    relevant field.                                   volumes 

III.        Senior Librarian/            18          At least Second Class Master’s Degree            1. National 
           Senior                                   in Library Science/ Information                   Library 
           Documentation                            Sciences/ Documentation plus 6 years              2. Federal 
           Officer/Senior                           post qualification experience in the 
                                                                                                      Department 
           Bibliographer/                           relevant field. Experience relaxable by           of Libraries. 
           Senior   Editor,                         one year for those holding Degree from 
           National                                 a Foreign University.                             3. Other 
           Bibliography/Depu                                                                          Libraries with 
           ty Director.                                                                               50,000 or 
                                                                                                      more 
                                                                                                      volumes. 

IV.         Librarian/                   17          At least Second Class Master's       Degree      1. National 
           Bibliographer/                           in Library Science/ Information                   Library. 
           Planning Officer/                        Sciences.                                         2. Federal 
           Editor, National 
                                                                         OR                           Department 
           Bibliography/                                                                              of Libraries. 
           Documentation                            Graduate with Diploma in Library 
           Officer/Research                         Science from a University or Bachelor             3. Other 
           Officer/Assistant                        of Library Science, plus 5 years post             Libraries with 
           Director.                                qualifications professional experience            15,000 to 
                                                    in B-16 otherwise 8 years if not in B-16.         50,000 
                                                                                                      volumes. 
                                                                         OR 

                                                    Second Class Master's Degree         in 
                                                    relevant subject with Diploma in Library 
                                                    Science or Bachelor of Library Science. 

V.          Assistant                    16          At least Second Class Bachelor's                 1. National 
           Librarian/ Junior                        Degree with Diploma in Library Science            Library. 
           Librarian/                               or Bachelor of Library Science                    2. Federal 
           Assistant Editor/                        preferably with experience. 
                                                                                                      Department 
           Assistant 
                                                                                                      of Libraries. 
           Research 

----------------------- Page 56-----------------------

           Officer/Assistant                                                                        3. Other 
           Documentation                                                                            Libraries upto 
           Officer/Deputy                                                                           15,000 
          Assistant Director                                                                        volumes. 

Group          Name of Post          Basic Pay         Qualifications/Experience required             Type of Govt. 
                                      Scale                                                             Library 

   1                  2                   3                               4                                 5 

VI.        Sub-Librarian                 15         Graduate with Diploma in Library                1. National 
                                                   Science from a University or Bachelor            Library. 
                                                   of Library Science.                              2. All other 

                                                                        OR                          Government 
                                                                                                    Libraries. 
                                                   Graduate with Certificate in Library 
                                                   Science from Institutions recognized 
                                                   and notified   by the Ministry of 
                                                   Education plus two years experience. 

VII.       Library Assistant/        1) B-12       Graduate with Certificate in     Library         1. All 
          Technical                                Science from Institutions recognized             Government 
          Assistant/                               and notified by the Ministry of                   Libraries. 
           Reference                               Education. 
          Assistant/                 2) B-10       Intermediate with Certificate     in Library 
           Documentation 
                                                   Science from Institutions recognized 
          Asstt/ Cataloguer/ 
                                                   and   notified by the Ministry of 
           Classifier                 3) B-9       Education. 

                                                   Matric with Certificate in Library 
                                                   Science from Institutions recognized 
                                                   and notified by the Ministry of 
                                                   Education. 

   2.   All   Ministries/Divisions/Departments   are   therefore   advised   to   initiate 
action   to   upgrade/redesignate   the   existing   professional/technical   posts   of 
Librarians and to amend their relevant recruitment rules so as to bring the 
same in conformity with above provisions of the approved Summary. It may, 
however,   be   clarified   that   the   upgradation   of   post   implies   abolition   of   the 
existing post and creation of a new post higher grade. Upgradation of post 
does not mean automatic upgradation of its incumbent. Appointment to the 
upgraded post will have to be made in the manner prescribed for the post 
under   the   existing   rules.   If   a   post   is   upgraded   with   immediate   effect,   the 
incumbent   would   be   left   without   any   post   (in   his   pay   scale)   until   he   is 
approved          for    appointment          to   higher       grade.      In   view      of   this    position, 

----------------------- Page 57-----------------------

Ministries/Divisions are requested that while sanctioning upgradation of the 
existing     posts,   it  should    be    clearly   provided     in  sanction     letter  that 
upgradation of the posts would take effect from the date the post is actually 
filled   by   a   person   in   the   higher   grade.   This   would   ensure   that   until   the 
existing  incumbent  is  formally  appointed  to  higher  grade the post and the 
incumbent would continue to be in lower grade. 

      3.  If  the  incumbents      working     against   the   posts    which    have    been 
upgraded   do   not   possess   the   requisite   qualifications/   experience   of   the 
upgraded post they will continue to work in their present grade and they will 
be allowed to improve their qualifications within a period of 5 years failing 
which their grade would be a dying cadre. 

      4. The   incumbents      of  posts    under    Group-VII carrying B-13 - 14 will 
continue to draw their pay in their present scales are personal to them so 
long they hold the post and that would be a dying cadre. 

      5. This issues with the approval of Finance Division and Establishment 
Division vide No.F.2(59)R.2/83, dated 21-11-1985 and No.8/50/83-R.I dated 
14-11-1985 respectively. 

      [Authority.- Education Division O.M.No.F.6-13/84-AD(Lib), dated 26-12-1985]. 

Recruitment Rules for the posts of 
Private Secretary (B-17) to the Secretaries/ 
Additional Secretaries and other officers in 
BPS-21/22 provided with the services of P.S 
in the Federal Government 

Sl. No. 8 

      A  copy    of  the  Gazette     Notification   No.SRO      99(KE)/87,     dated    22nd 
October, 1987 on the subject (Annexure) is given for information of all the 
Ministries/Divisions. 

      2. It may be noted that only those officers in BPS-22/21, other than the 
Federal Secretaries/Addl.Secretaries are entitled to a Private Secretary who 
have   either   been   specifically   allowed  ex-officio  secretariat   status   or   have 

----------------------- Page 58-----------------------

been allowed with the approval of Establishment and Finance Divisions to 
have a Private Secretary (B-17) on their personal staff. 

     [Authority.- Estt.Division O.M.No.9/2/74-R.6(Pt.2), dated 21-1-1988]. 

                                     ANNEXURE 

                                  NOTIFICATION 

                     Rawalpindi, the 22nd October, 1987 

S.R.O.99 (KE)/87: 

      In pursuance of sub-rule(2) of rule 3 of the Civil Servants (Appointment, 
Promotion   and   Transfer)   Rules,   1973,   the   following  method,  qualifications 
and  other  conditions  are  laid  down  for  appointment  to  the  post  of  Private 
Secretary (BPS-17) to the Secretary/Additional Secretary and other officers 
in BPS-22/21 in the Federal Government:- 

      2. Method of Appointment.- Appointment to the post shall be made by 
promotion   on   the   basis   of   selection   by   the   DPC   of   the   Ministry/Division/ 
Department   concerned   and   with   the   approval   of   the   appointing   authority, 
from     amongst      the   regularly    appointed      Stenographers        of  the   Ministry/ 
Division/Department concerned: 

      Provided   that   failing   promotion   the   post   of   Private   Secretary   shall   be 
filled by transfer in accordance with para 4 below. 

      3. Conditions for Promotion.- Promotion to the post in column 1 below 
shall   be   made   by  selection  from  amongst  the  persons  who  hold  the  post 
specified   in   column   2   on   a   regular   basis   and   possess   qualifications   and 
experience prescribed in column 3; 

     Name of the Post                   Persons eligible              Conditions of eligibility 

               1                                 2                                3 

----------------------- Page 59-----------------------

Private Secretary                Regularly appointed               Seven years satisfactory 
(BPS-17)                         Stenographers, including         service as Stenographer, 
                                 those in the selection            including service in 
                                 grade.                           selection grade. 

      4. Qualifications/Conditions   for   Transfer.-   If   no   suitable   person   is 
available     for  promotion     to   the  post   in  the   Ministry/   Division/Department 
concerned, the vacancy shall be filled in by appointment from amongst the 
regular Stenographers, employed in other Ministries/Divisions/Departments 
who   fulfil   the   conditions   for   promotion   to   the   post   as   laid   down   in   para   3 
above, in consultation with the Establishment Division. 

      5. Probation.- Persons appointed by promotion shall be on probation for 
a period of one year. This period may be curtailed for good and sufficient 
reasons to be recorded or if considered necessary, it may be extended for a 
period     not   exceeding      one   year    as   may    be   prescribed     at  the   time   of 
appointment. Appointment on probation shall be subject to the provisions of 
section 6 of the Civil Servants Act, 1973 and rule 21 of the Civil Servants 
(Appointment, Promotion and Transfer) Rules, 1973. 

      6.  This  supersedes  Establishment  Division's  Notification  No.S.R.O.118 
(K)/66, dated 8th February, 1966. 

Sl. No. 9 

      Recruitment to the posts of Private Secretaries to the Federal Ministers 
and     Ministers     of   State.-    In   supersession       of   the    Cabinet     Division's 
O.M.No.112/2/80-Min.I,           dated    10th   November,       1980    and    No.112/18/81- 
Min.I,   dated   13th   March,   1982,   it   is   stated  that  the  Federal  Ministers  and 
Ministers   of   State   shall   appoint   their   Private   Secretaries   from   the   normal 
source       (not   from     outside),     provided      it  does     not    involve     out   of 
turn/accelerated promotion for the Private Secretary, as follow:- 

----------------------- Page 60-----------------------

           Federal Ministers: 
           A   BS   16/17/18   officer   or   a   Deputy   Secretary   in   his   own   pay   and 
                                   * 
          allowances with a  special pay. 

           Ministers of State: 
           A BS 16/17/18 officer in his own pay and allowances with a special 
          pay or a Government servant in lower pay scale in his own pay and 
                                   * 
          allowances with a  special pay. 

      2.   Finance     Division's     O.M.No.F.1(1)-Imp/83,           dated     the   18th   August, 
1983      and    No.   F.26(1)R-1/80(ii),       dated     30th   June,     1981    and    No.F.1(1)- 
Imp/83-Pt(iii), dated 15th September, 1983 are modified to the above extent 
in respect of rates of special pays admissible to the Private Secretaries to 
the Ministers. 

      3. This issues with the concurrence of Establishment and the Finance 
Division conveyed vide their O.M.No.12/1/88-OMG-I, dated 7th April, 1988, 
and No.F.2(55)R.3/88-615, dated 1st August, 1988 respectively. 

      [Authority.- Cabinet Division O.M.No.112/6/87-Min.I, dated 20-11-1988. 

Framing of Recruitment 
Rules of Project Posts 

Sl. No.9-A: 

          The   Establishment   Division   keep   on   receiving   references   on   the 
following points from Ministries/Divisions for advice:- 

                (i)        Whether      project    posts     fall  within   the    purview     of   the 
                          FPSC? 

* 
 Please see Chapter VI, Pay, Allowances and other Benefits. 

                (ii)       Whether the Recruitment Rules of project posts require 
                          approval       by    the     Commission         in    terms     of    FPSC 

----------------------- Page 61-----------------------

                        Ordinance, 1977? 

           2. The position is clarified in the succeeding paragraphs. 

           3. The terms “project posts” has not been used in the Civil Servants 
Act, 1973 and the rules made thereunder. The Civil Servants Act, 1973 uses 
the expression ‘civil posts in connection with the affairs of the Federation”. 
Thus the formulation of the question referred to in para 1 is flawed. Projects 
are executed by the Ministries/Divisions/Attached Departments/Subordinate 
Offices,     as  well   as   autonomous       bodies.    If  a  project   is  executed     by   a 
Government Department, i.e. Division/Attached Department of Subordinate 
Office, project posts, shall fall in the category of civil posts in connection with 
the affairs of Federation and fall within the purview of the FPSC in terms of 
section  7  of  the  FPSC  Ordinance,  1977  and  Recruitment  Rules  for  these 
posts   require   the   approval   of   the   Commission.   Where   a   project   is   being 
executed      by   an   autonomous       body,    project   posts    would    be   outside    the 
purview of the Commission. 

          [Authority.- Establishment Division’s O.M.No.7/8/2000-R.6, dated 27.07.2002]. 

Mode of appointment of Daftries 
and Record Sorters 

Sl. No. 10 

      It has been represented to the Establishment Division, that there exists 
some   doubt   as   to   the   method   of   recruitment   to   posts   of   Daftries/Record 
Sorters   in   the   Central   Secretariat/Attached   Departments.            So   far   as   the 
Establishment Division are aware, the practice in undivided India was that 
posts   of   Daftries   were   filled   by   promotion   of   Peons   (including   Jamadars). 
The same practice is being followed in Pakistan and it should be continued. 
So     far  as   recruitment     to  posts    of  Peons     is  concerned,      the   policy   of 
Government at present is not to impose a standard of literacy. The duties 
attached      to  posts   of  Daftries/Record       Sorters,    however,     require   that   the 
incumbents   of   those   posts   should   be   able   to   read  e.g.,  file   numbers   and 
references in circular letters, etc.        Literacy to that extent is, therefore, clearly 
necessary for appointment to posts of Daftries, Record Sorters.                   Accordingly 
promotion       to  posts    of  Daftries    should    be   made     from    amongst      Peons 
(including   Jamadars)   on   the   principle   of   "seniority-cum-fitness",   but,   if   the 

----------------------- Page 62-----------------------

senior   most   Peon   is   not   literate   to   the   extent   indicated   above,   he   is   not 
suitable for appointment as a Daftry. 

     [Authority.- Estt. Division O.M.No.20/2/51-ME, dated 15-9-1951]. 

Sl. No. 11 

      In  the   Establishment       Division    Office    Memorandum         No.    20/2/51-ME, 
dated the 15th September, 1951, it was pointed out that promotion of Peons 
including Jamadars to posts of Daftries should be made on the principle of 
seniority-cum-fitness but that a certain amount of literacy was essential.  The 
illustration given in that Office Memorandum that the candidates should be 
able to read, e.g., file numbers and references in circular letters, etc., was 
not intended to be exclusive.           The candidate must definitely be able to read 
in order to be able to trace such papers and others required.                       A very high 
standard      is  not   required    but   it  was   not   intended     to  laydown      merely    a 
minimum standard of semi-literacy. 

      2. The exact application of these instructions is a matter for the Ministries 
concerned. As, however, the post is not a selection post, Ministries should 
not depart from the general principle of seniority-cum-fitness. This principle 
should not be interpreted in such a matter as to preclude normal promotion 
of a Jamadar or a Peon who can reasonably fulfil his duties as a Daftry; but 
Ministries   should   show   their   discretion   in   deciding   what   standard   to   insist 
upon when well qualified/literate Peons are also available. 

     [Authority.- Estt. Division O.M.No. 20/2/61-MEI, dated 30-4-1952.] 

Sl. No. 12 

                                    * 
      Recruitment   of   Peons      (Naib   Quasids)-Improvement   in   the   working   of 
Federal Secretarial.- The following decisions have been taken on the basis 
of   recommendations   made   by   the   Committee   appointed   by   the   Cabinet 
Secretary on the O&M Report on "Improvement in the working of the Federal 
Secretariat":- 

      (i)  Persons recruited as Peon should be able to at least read and write. 

      (ii)  To avoid over-crowding in the corridors, Peons should be persuaded 
          to sit in the Stenotypists' rooms. 

----------------------- Page 63-----------------------

      2. No standard of literacy was so far prescribed for recruitment to the 
posts       of   Peons       under      the     Federal      Government.            Henceforth, 
Ministries/Divisions/Attached            Departments/        Subordinate        Offices    should 
recruit only those persons as Peons who are able to read and write. 

      3.   It   may   also   please   be   ensured   that   Peons   sit   in   the   Stenotypists' 
rooms in order to avoid over-crowding in the corridors. 

      [Authority.- Estt. Division O.M. No.13/7/74-F.1, dated 13-8-1974]. 

* 
 The post of Peon in the Federal Secretariat has been redesignated as Naib Quasid. 

Merit/Provincial/Regional 
quotas for recruitment to 
civil posts 

Sl. No. 13 

      Revised   ratios   of   merit   and   various   Provincial/Regional   quotas.-   The 
question of revision of the Provincial/regional quotas for recruitment to the 
civil posts under the Federal Government has been under consideration of 
Government for some time. It has been decided that with immediate effect 
the following merit and provincial/regional quotas shall be observed in filling 
vacancies       reserved     for   direct   recruitment      to  posts    under     the   Federal 
Government which are filled on all-Pakistan basis:- 

           Merit quota                                                              10% 

           Punjab (including Federal area of Islamabad)                             50% 

           Sindh (including Karachi)                                                19% 

           The share of Sindh will be further 
           sub-allocated in the following ratio: 

           Urban areas namely Karachi, 
           Hyderabad and Sukkur                                           40% of 19% 
                                                                               or 7.6% 

----------------------- Page 64-----------------------

           Rural areas i.e. rest of Sindh excluding                          60% of 19% 
           Karachi, Hyderabad and Sukkur                                         or 11.4% 

           N.W.F.P.                                                                  11.5% 

           Balochistan                                                                 3.5% 

           *Northern Areas and Federally Administered                                    4% 

           Tribal Areas 

           Azad Kashmir                                                                  2% 

      [Authority.- Estt. Division O.M. No.8/9/72-TRV, dated 31-8-1973]. 

* 
 Please see clarification vide Estt. Division O.M.No.4/1/83-R.2, dated 27-7-1983, Sl.No.42). 

Sl. No. 14 

      (1) The rules-15 and 16 of the Civil Servants (Appointment, Promotion 
and Transfer) Rules, 1973, provide as under:- 

           "Rule-15.            Vacancies in posts in BPS-3 to 15 and equivalent in 
                               offices     which     serve    only    a  particular     province     or 
                               region      shall   be   filled   by   appointment        of  persons 
                               domiciled in the province or region concerned. 

           Rule-16.             Vacancies   in   posts   in   BPS   1   and   2   and   equivalent 
                               shall ordinarily be filled on local basis." 

      (2)   Recruitment   to   posts   upto   BPS-15   in   all   the   offices   of   the   I.C.T. 
administration        and    other    Federal     Government         Offices    whose      functional 
jurisdiction is restricted to the Islamabad Capital Territory, is required to be 
made on regional/local basis in accordance with the above quoted rules. 

      (3)   Attention   is   also   invited   to   the   Estt.   Division's   O.M.   No.   8/9/72- 
TRV/R.2, dated 29-09-1973 (Sl. No.49) under which the provincial/regional 
quotas have been made applicable to appointments in or equivalent to BPS- 

----------------------- Page 65-----------------------

17     and    above     in  all  Autonomous/Semi-autonomous                 bodies    under     the 
administrative  control  of  the  Federal  Government.  As  such,  recruitment  to 
posts     upto    BPS-16      in  autonomous/semi-autonomous                bodies    located     in 
Islamabad is outside the provincial/regional quotas. 

      (4) All Ministries/Divisions and Heads of Departments are requested that 
the  above  rules/instructions  may please be observed strictly while making 
recruitment   to   the   posts   upto   BPS-15   in   offices/organizations   under   their 
control. 

      [Authority.- Estt. Division O.M. No.8/9/72-TRV/R.2, dated 25-2-1990]. 

Sl. No. 15 

      Quota for Azad Jammu & Kashmir Nationals in Pakistan Services.- It has 
been decided that 2% quota in the Federal services has been reserved for 
Azad Jammu and Kashmir, vide Estt. Division's                   O.M.No.8/9/72-TRV, dated 
31.8.1973.  It  is  requested  that  this  quota  may  please  be  observed  strictly 
while     making      direct    recruitment      to  posts     in   Ministries/Divisions       and 
Departments. 

      [Authority.- Estt. Division O.M No.4/8/90-R.2,  dated 2-9-1990]. 

Sl. No. 16 

      Reference Establishment Division's O.M. No. 8/9/72-TRV, dated the 31st 
August, 1973 (Sl. No. 13) it is stated that a combined quota of 4% had been 
fixed    for  the   Northern     Areas     and   FATA      for  recruitment     to  federal    civil 
services/posts   filled   by   direct   recruitment   on   an   all-Pakistan   basis.         It   is 
requested   that   while   making   recruitment   to   civil   posts   under   the   Federal 
Government   and   to   posts/vacancies   equivalent   to   BPS-17   and   above   in 
corporations/autonomous             bodies,     set   up   or   controlled    by    the   Federal 
Government, the aforesaid quota may kindly be strictly adhered to. 

          [Authority.- Estt. Division O.M. No.4/3/80-R.II  dated 8-5-1986]. 

Verification of antecedents 

----------------------- Page 66-----------------------

on first appointment 

Sl. No. 17 

           Revised     procedure       for  vetting    of   Government        Employees.-       In 
supersession   of   all   previous   instructions   on   the   subject,it   has   now   been 
decided,      in   consultation     with   the    Intelligence    Bureau,      to  introduce     a 
simplified     and     less   time-consuming         procedure      for   the   verification    of 
antecedents        of   employees       at   the   time    of   their   first  appointment       in 
Government service. 

           2.  According      to  the   revised    procedure,      all  Federal    Government 
Ministries/Divisions/         Departments,        including      Federal      Public     Service 
Commission,   will   make   simultaneous   references   for   security   clearance   of 
fresh employees to the following agencies:- 

           (a)       Intelligence Bureau, Government of 
                    Pakistan. 
           (b)       District Police. 
           (c)       Special Branch of concerned 
                    Provincial Police. 

           3. The Intelligence Bureau has undertaken to give a political record 
check     of   the  candidates      direct   to  the   concerned      Departments       within   a 
maximum   period   of   one   month.          In   case   a   report   from   the   Intelligence 
Bureau   is   not   received   within   one   month   the   concerned   Department   will 
allow the selected candidates to join their posts on production of character 
certificates     from    two   Government        officers   not   below     Grade-17.      It  will, 
however, be understood that the appointees will remain on probation for a 
period   of   six   months   or   till   the   receipt   of   their   vetting   report. During   the 
probationary period the new appointees will not be entrusted with sensitive 
duties/assignment. 

           4.   The   District   Police   and   the   concerned   Special   Branch   will   be 
required  to  give  clearance  in  respect  of  the  character  and  antecedents  of 

----------------------- Page 67-----------------------

fresh     entrants      in  Government          service      within    a   maximum         period     of   two 
months.        These  agencies  will  return  the  verification  rolls,  after  conducting 
local   enquiries,   direct   to   the   concerned   department   and   not   through   the 
Intelligence Bureau except in cases where the conduct of the candidate has 
come       to   adverse       notice    and     this   aspect      is  considered        relevant      to   his 
appointment in Government service. 

            [Authority.- Cabinet Division letter No. 12(3)/76-MW(S), dated 31-5-1977]. 

            Note.-     The   prescribed   form   for   verification  of   character   and   antecedents   of   candidates 

                      selected    for  appointment    under   the  Federal   Government     is  Form   S.  190. 

                      (Annexure). 

----------------------- Page 68-----------------------

                                         ANNEXURE 

                                                                       Form S.190(Revised) 

                                                                                  PHOTO 

GOVERNMENT OF.................. 
Federal Public Service Commission 
Ministry/Division/Office 

           Verification     Roll    for    candidates       for   appointment        under      the 
Government to be filled in by the candidate in his own handwriting. 

 1.    The      name       of    the     post     in    which      the    candidate        to    be 
      appointed............................... 

 2.    Full    name      (in   block    letters)   with    surname       and    aliases    if  any 
        Mr./Miss/Mrs............................ 

 3.   Previous name (if any) and reasons for change.................................. 

 4.   Father's name in full with occupation and income (if any)...................... 

 5.   Date and place of birth of the candidate 
       give full address..................... 

 6.   Description 
          a.        (1) Height........................ 
                    (2) Build i.e., heavy/medium/light.............. 
                    (3) Frame i.e., large/medium/thin............... 
                    (4) Complexion................... 
                    (5) Colour of hair................. 
                    (6) Colour of eyes......... 

----------------------- Page 69-----------------------

                     (7) Visible marks of identification............. 

           b.        (1) Religion by birth............ 
                     (2)   Present Religion............. 

7.         Residential address (with telephone number if any) 

           a.         Present....................... 

           b.         Permanent...................... 

8.         Nationality: 

           a.         Pakistan National by birth/migration/naturalization 

           b.         If naturalized/migrated: 

                     (1)        Previous nationality and address............... 

                     (2)        Date of migration........... 

                     (3)        Citizenship/Naturalization           Certificate     Particulars     i.e 
                               No. date and place of issue etc........................ 

           c.         National Identity Card No., date and place of issue. 

9.         Local     and    other    addresses       during    the   last   10   years    where      the 
          candidate has stayed for more than six months. 

                     Address                                From                 To 

----------------------- Page 70-----------------------

 10.     Educational qualifications showing places of education from the age 
of 10 years. 

 Name and place        From       To     Major field  Certificate/ 
 of school and                          of study      diploma degree 
 college etc.                                         obtained 

 Note.- A   certificate  of  good  character   from   the  Head   of  Educational 
        Institution last attended by the candidate (to be attached). 

 11.     Knowledge of language: 

----------------------- Page 71-----------------------

Can understand                          Can speak                               Can write 

 12.       Special training, any field............... 

 13.       Any distinctions obtained in literary, sports or  miscellaneous fields: 

 14.       a.        Are you capable of sustained physical and mental activity? 
                    .............................................................. 

           b.        Have you had any serious illness or any operation in the past 
                    three years? 

           c.        How many days you lost from work in the past three years? 

 15.      Has   there   been   any   case   of   mental/nervous   illness   in   your   close 
          relatives? ....................................... 

 16.       a.        Do you take alcohol? 

           b.        Do you gamble? 

 17.       a.        Government         offices    or   firms,    with   full  description      and 
                    addresses where the candidate previously worked, and the 
                    reasons for leaving: 

  Offices/           Designation and          From          To         Reasons for 

----------------------- Page 72-----------------------

 Firms             Pay                                            leaving 

          b.       Present occupation if any: 

 Offices/         Designation and         From          To        Reasons for 
 Firms            Pay                                            leaving 

          Note.-   Certificate   of   performance   from   the   Head   of   the   Institution 
                  last served by the applicant (to be attached). 

18.       Offices/firms     with   full  descriptions    and    addresses      where     the 
         candidate previously applied without success: 

                   Office/Firm     When applied for           Job for which applied 
                                      appointment 

----------------------- Page 73-----------------------

19.          Particulars of wife (or husband as the case may be) of the candidate: 

             a.          Full name with father's name........................... 

             b.          Nationality ....................... 

             c.          Religion........................... 

             d.          Date of birth..................... 

             e.          Place of birth................... 

             f.          Occupation, if any.............. 

             g.          Income, if any..................... 

20.          Particulars of children: 

             Name        Sex         Date of Birth           Recent Address 

             a. ....................................................................... 

             b. ....................................................................... 

             c. ....................................................................... 

             d. ....................................................................... 

21.          Particulars         of    children        or    dependents            educated          or     receiving 
            education: 

----------------------- Page 74-----------------------

                               a.                                b.     c.     d.       e. 

  a. Name of Child 
  b. Relationship 
  c. Name of institution 
  d. City/country 
  e. Period of education abroad 
  f. How financed 

22.        Full    particulars     of   the    candidate's       near     relations,     who     are   in 
           Government service in Pakistan and elsewhere, specifying the posts 
           held, and where posted. 

  Name of relations                      Relationship          Post          Place of 
                                                              held           duty 

23.        Particulars of near relatives/dependents abroad: 
Name with                       Nationality                    Occupation           Place of 
relationship                                                                        resident 

a. ................................................. 
b. ............................................... 
c. .................................................. 
d. .................................................. 
e. .................................................. 

----------------------- Page 75-----------------------

f. .................................................. 
g. ................................................... 
h. .................................................. 

24. (a) Assets: 

Immovable                                          Value                    Mode of acquiring 
..........                                         .......                  ........ 
..........                                         .......                  ........ 
..........                                         .......                  ........ 

              (b)         Movable of more than Rs. 10,000/- 
              .......................................................................... 
              .......................................................................... 

              Total value.......................................................... 

25.           Membership  of  Clubs,  Political  Parties  and  Associations  (Past and 
             Present) (Name of Organization with date of joining and leaving): 

Name of Club, Party                                             From                                 To 

              a. ..................................... 
              b. ..................................... 
              c. ..................................... 
              d. ..................................... 
              e. ..................................... 

26.           Details of Travels Abroad (including travels for education or training): 

              a. Passport particulars, if any.................... 
                including No., date and place of issue................. 

----------------------- Page 76-----------------------

           b. Countries for which valid.............................. 

           c. Issuing authority.................... 

           d. Period of validity.................. 

 27.       Names  with  addresses  of  at  least  two  references  in  Pakistan  who 
           can testify to the candidate's character and antecedents: 
           Name                                     Address 

           -------------                   ---------------------------------------------- 
           -------------                   ---------------------------------------------- 
           -------------                   ---------------------------------------------- 

 28.       Name or address of your close friends: 

           Name                           Address 

           --------------                  ---------------------------------------------- 
           --------------                  ---------------------------------------------- 
           --------------                  ---------------------------------------------- 

 29.       Whether   arrested,   prosecuted,   convicted,   restricted   or   externed   in 
           any case, political or otherwise, if so full particulars including dates 
           should be furnished.............. 

 30.        Finger prints: 

----------------------- Page 77-----------------------

Place--------                  Date--------                  Signature----------- 

a.         I.......................  candidate  for  appointment        to............hereby   certify 
          and   solemnly   affirm   that   my   answers   to   the   above   questions   are 
          correct to the best of my knowledge and belief. 

b.         I fully understand that if the above statement is false in any material 
          respect, or omits any material information my appointment is liable to 
          be rejected/terminated and shall render me to legal and disciplinary 
          action including dismissal if I am already in Government service. 
                                                   Signature.................... 
                                                   Place........................ 
                                                   Date......................... 

To be filled in by the Superintendent of Police, etc. concerned at the request 
of Ministry/Division/office/Federal Public Service Commission. 

Remarks by: 

Superintendent of Police                                     Place---------- 

                                                             Date----------- 

D.I.G. Special Branch                                        Place---------- 

                                                             Date----------- 

Director Intelligence Bureau                                 Place---------- 

                                                             Date----------- 

----------------------- Page 78-----------------------


----------------------- Page 79-----------------------

                                                                                                                                           Annexure 

                                                        FAMILY PARTICULARS 

Note.-     Full   information   in   respect   of   Wife   (husband   in   case   of   female   employees),   Father,   Mother,   Brothers, 
          Sisters, Father-in-Law and Mother-in-Law should be furnished as under. In case of wife (or husband as the 
          case may be) additional information in respect of her maiden name, date and place of birth, date and place 
          of marriage, nationality and religion before marriage should also be furnished in remarks column. 

  Full       Relationship      Age   Nationality    Religion      Sect     Occupation      Whether             Residential     Political      Remarks 

  Name                                                                    with complete     dependent on       address         affiliations 

                                                                          details          you                                 if any 

    (1)          (2)           (3)       (4)          (5)         (6)           (7)               (8)               (9)           (10)          (11) 

----------------------- Page 80-----------------------

Eligibility of women for 
appointment to posts in the 
service of Pakistan 

Sl. No. 18 

           A reference is invited to clause (1) of Article 27 of the Constitution 
according   to   which   no   citizen   otherwise   qualified   for   appointment   in   the 
service of Pakistan should be discriminated against in respect of any such 
appointment        on   the  ground     of  sex.    However,   specified   posts   may   be 
reserved for members of either sex if such posts entail the performance of 
duties and functions which cannot be adequately performed by members of 
the other sex, vide second proviso to the said clause(l). 

           2. It recently came to the notice of the Establishment Division that 
women were declared ineligible for appointment to a post under a Ministry 
without      keeping      in   view     the    above     constitutional      provisions.      The 
Ministries/Divisions        are    requested      to  keep     in   view    the   constitutional 
provisions quoted above in case they propose to declare women ineligible 
for   appointment   to   any   post   under   them,   and   obtain   concurrence   of   the 
Establishment   Division   before   doing   so.         For   this   purpose   full   justification 
should      be   furnished     to   the   Establishment        Division    and    the   decision 
incorporated in the relevant recruitment rules. 

           [Authority.- Estt. Division O.M. No.34/l/75-D.V., dated 8-11-1975]. 

Sl. No. 19 

           In   the   Establishment   Division   O.M.No.2/25/69-C.I.,   dated   July   31, 
1979, instructions were issued that appointments of officers of lower grades 
to   posts   in   higher   grades   without   observing   the   prescribed   process   must 
cease.   It   was   also   laid   down   that   if   it   was   necessary   to   do   so   due   to 
exigencies of services the post should be down-graded with the approval of 
the Establishment Division. 

           2.   In   January,   1981,   Rule   8-A   and   8-B   were   inserted   in   the   Civil 
Servants (Appointment, Promotion and Transfer) Rules, vide Establishment 
Division Notification No.S.R.O.41(I)/81, dated 12th January, 1981. Rule 8-A 
lays down that no promotion on regular basis shall be made in grades 19 to 
21 unless the officer has completed the prescribed length of service. Rule 8- 
B   provides   for   acting   charge   appointment   in   case   the   most   senior   civil 

----------------------- Page 81-----------------------

servant   otherwise   eligible   for   promotion   does   not   possess   the   specified 
length  of  service,  or  in  the  case  of  a  grade  17  post  and  above,  reserved 
under   the   rules   for   initial   appointment,   no   suitable   officer   of   the   grade   in 
which the post exists is available. For vacancies of less than 6 months, or in 
other cases not covered by Rule 8-B, current charge arrangement can be 
made       in  accordance       with   the   Establishment       Division     O.M.No.1/21/76- 
AR.I/R.II., dated 18th June, 1980, as amended from time to time. With the 
issue of the instructions relating to acting charge appointments and current 
charge arrangements, there should be no difficulty in filling vacancies. 

           3.   The    Ministries/Divisions       and    Departments        are    once     again 
requested       to  ensure    that   all  appointments       to  higher   posts,   whether   on 
regular basis or on acting charge/current charge basis, should henceforth be 
made       strictly  in  accordance        with   the   rules,   and    after   observing      the 
prescribed procedure and that on no account should a person be appointed 
to   a   higher   post   otherwise   than   in   accordance   with   the   rules,   or   without 
observing the prescribed procedure. 

          [Authority.- Estt.Division O.M.No. 5(1)/81-D.II-R/4, dated 12-12-1981]. 

Sl. No. 20 

           It has been observed with regret that despite repeated instructions 
issued by the Establishment Division regarding appointment of Government 
servants      against    higher    posts   other   than    in   accordance   with   rules   and 
prescribed procedure. Ministries/Divisions and Departments of the Federal 
Government         and    the   Provincial     Governments        (in  the   case    of   officers 
belonging to Occupational Groups controlled by the Establishment Division) 
continue to make appointments to higher posts occasionally in disregard of 
the   above   instructions.   Officers   appointed   to   higher   posts   without   going 
through   the   prescribed   selection   process   and   approval   of   the   competent 
authority   claim   pay   and   allowances   of   the   higher   posts   on   the   basis   of 
judgements   of   the   Federal   Service   Tribunal   and   the   Supreme   Court   of 
Pakistan   in   a   number   of   such   cases.   This   places   the   Government   in   an 
awkward   position   as   pay   and   allowances   of   the   higher   posts   have   to   be 
allowed to individuals who have not been regularly promoted and who are 
sometimes not even qualified or eligible for promotion. It also causes heart- 
burning and resentment among their seniors who were serving                          elsewhere 
or were bypassed at the time of making such irregular appointments. 

           2.   While   such   irregular   appointments   are   claimed   to   be   made   in 

----------------------- Page 82-----------------------

public interest and under unavoidable circumstances it has once again to be 
emphasized that appointments to higher posts in disregard of the prescribed 
rules   and   procedure   should   be   avoided   under   all   circumstances.   Various 
provisions   already   exist   in   the   rules   for   making   appointments   on   acting 
charge, current charge and additional charge basis, to tide over temporary 
difficulties.   It  is,  therefore,   again    reiterated    that  in  future    appointments 
against higher posts should only be made either on a regular basis in the 
prescribed       manner,     or   on   acting    charge     or   current    charge     basis    in 
accordance   with   the   provisions   of  Civil   Servants  (Appointment,  Promotion 
and     Transfer)     Rules,     1973    and     relevant    instructions     issued    by    the 
Government from time to time. 

           3.   Disregard   of   the   above   instructions   would   be   viewed   seriously 
and may result in bringing the matter to the notice of the Prime Minister. 

          [Authority.- Estt.Division O.M.No.14/4/86-R.I, dated 2-5-1988]. 

Detailed recruitment rules 
not necessary only method 
of appointment, qualifications, 
experience etc. to be notified 

Sl. No. 21 

          Reference   Civil   Servants   (Appointment,   Promotion   and   Transfer) 
Rules, 1973, it is stated that in view of these rules, it is no longer necessary 
to frame detailed recruitment rules on the pattern of model recruitment rules. 
It would suffice if only matters specified in sub-rule (2) of rule 3 of the Civil 
Servants (Appointment, Promotion and Transfer) Rules, 1973 i.e. method of 
appointment, qualifications/ experience etc., are laid down in a notification 
(specimen at Annexure). 

           2.  The    Ministries/Divisions      are   therefore    advised     to  take   action 
accordingly in respect of the posts under them for which recruitment rules 
have not been framed so far and inform all concerned under them. 

          [Authority.- Estt. Division O.M.No.9/1/73-DV., dated 29-11-1973]. 

----------------------- Page 83-----------------------

                                    ANNEXURE 

                GOVERNMENT OF PAKISTAN _______ 
                         MINISTRY OF _________ 
                     _________________(DIVISION) 

                               NOTIFICATION 

          In  pursuance     of  sub-rule   (2)  of  rule  3  of  the   Civil  Servants 
(Appointment, Promotion and Transfer) Rules, 1973, the following method, 
qualifications and other conditions are laid down for appointment to the posts 
of   _______    (Designation    and   Basic   Pay   Scale   of  the  posts  under   the 
Ministry/Division_____________). 

                       METHOD OF APPOINTMENT 

          2.  Specify  method    of  appointment     to  the  posts  i.e.   whether  by 
promotion or direct recruitment. Where posts are required to be filled partly 
by    promotion     and   partly   by   direct  recruitment,    the   percentage     for 
promotion/direct recruitment may also be mentioned. 

  For example: 

          "The post of ___________will be filled by direct  recruitment." 

          "25% of the posts of __________will be filled by promotion". 

         (if   some   posts   are   intended   to   be   filled   by   transfer   that   too   would 
         require to be specified). 

                     CONDITIONS FOR PROMOTION 

          3. Promotion to posts in column 1 below shall be made by selection 
from amongst the persons who hold the posts specified in column 2 on a 
regular  basis  and  possess  the  qualifications  and  experience  prescribed in 
column 3. 

  Name of the post         Persons eligible       Condition of eligibility 

            1                      2                          3 

----------------------- Page 84-----------------------

                    QUALIFICATIONS/CONDITIONS FOR TRANSFER 

           4.   Appointments        by   transfer     shall   be   made      from    amongst       the 
persons holding appointment on a regular basis in the same grade in which 
the post to be filled exists, provided the person concerned possesses the 
qualifications/experience   prescribed   for   direct   recruitment   or   promotion   to 
the post concerned. 

           QUALIFICATIONS, EXPERIENCE AND AGE LIMITS 
                          FOR DIRECT RECRUITMENT 

           5.  A   candidate      must     possess     the   educational       qualifications     and 
experience and must be within the age limits as mentioned against the post 
concerned in the schedule to this notification.  *[Unless otherwise provided, 

the     experience       prescribed       for   initial   appointment        will   be    the    post 
qualification]: 

           Provided that the maximum age limits will be relaxed by 3 years in 
the case of candidates belonging to Scheduled Castes, Budhist Community, 
recognized   tribes   of   the   Tribal   Areas,   Azad   Kashmir,   and   Northern   Areas 
(Districts of Gilgit, Skardu and Diamir), in accordance with the instructions 
issued by the Establishment Division: 

           Provided further that for Government servants who have completed 
at  least  2  years  service,  maximum  age  limit  may  be  relaxed  by  not  more 
than 10 years upto the age of 55 years. 

                                      PROBATION 

           **[6.(1)   Persons      appointed       by   initial  appointment,        promotion      or 

transfer shall be on probation for a period of one year. 

           (2)  The period of probation may be curtailed for good and sufficient 
reasons, to be recorded, or, if considered necessary, it may be extended for 
a    period    not   exceeding      one    year    as   may     be   specified    at   the   time   of 
appointment. 

* 
Added, vide Estt. Division Notification No. F.9/3/92-R.5, dated 31-10-1992. 

** 
 Subs, vide Estt. Division Notification No. S.R.O. 968(1)/82, dated 21-9-1982. 

----------------------- Page 85-----------------------

          (3) On the successful completion of probation period, the appointing 
authority shall, by specific order, terminate the probation. 

          (4) If no order is issued under sub-rule (3), on the expiry of the first 
year of probation period, the period of probation shall be deemed to have 
been extended under sub-rule (2): 

          Provided that, subject to the provisions of proviso to sub-section(2) 
of section 6 of the Civil Servants Act, 1973 in the absence of an order under 
sub-rule   (3),   the   period   of   probation   shall,   on   the   expiry   of   the   extended 
period under sub-rule (2), be deemed to have successfully been completed]. 

          7. This notification issues with the concurrence of the Establishment 
Division. 

                                  SCHEDULE 
                                  (See para 5) 

  S.No.       Designatio     Qualification                Age Limited 
             n and           s and              Maximum             Minimum 
             grade of        experience 
             the post 

                                                            Deputy Secretary 
Consultation with F.P.S.C. in 

----------------------- Page 86-----------------------

                                * 
respect of recruitment  rules 

Sl. No. 22 

           F.P.S.C.   not   to   be   consulted   in   respect   of   posts   in   BPS-15   and 
below.- It has been brought to the notice of this Division by the FPSC that 
the Commission are receiving references in respect of recruitment rules for 
posts in BPS-15 and below from various Ministries/Divisions. 

           2. In this connection attention is invited to para-3 of this Division O.M. 
of even No. dated 27th August, 1978 wherein it has been mentioned that the 
Commission will advise the President on matters relating to qualifications for 
and methods of appointment to, the services and posts recruitment to which 
is required to be made through the Commission. 

           3. The Ministries/Divisions are therefore advised that the recruitment 
rules for posts in BPS-15 and below (which do not fall within the purview of 
the FPSC) may not be referred to the Commission. 

           [Authority.- Estt. Division O.M.No.11/2/78-DV., dated 19-2-1979). 

Procedure for creation of 
posts of Officer on Special 
Duty (O.S.D.) and making 
appointments thereto 

Sl. No. 23 

           A question had arisen whether a procedure should be laid down for 
creation   of   posts   of   O.S.D.   and   making   appointments   to   such   posts.   The 
posts of O.S.D. may be created for the following reasons:- 

           (1)       Government        servants     (member       of  a  regularly     constituted 
                    service or otherwise permanent) waiting for posting orders. 

* 
 Also please see Chapter on FPSC. 

           *(2)  Deputation       of  Government        servant     (member       of  a   regularly 

----------------------- Page 87-----------------------

                constituted service or otherwise deputed) for duty or course of 
                instruction or training in Pakistan or training abroad, for a period 
                exceeding       two    months,     in  accordance       with   the   instructions 
                contained       in  the   Ministry     of  Finance      O.M.No.3005-EGI/52, 
                dated 7-5-1952. (Annexure) 

           (3)   For   doing   work   of   a   special   nature,   e.g.   examination   and/or 
                implementation of reports of Commissions/ Committees etc. 

           (4)  For overcoming technical difficulties. 

           2. In all such cases concurrence of the Ministry of Finance/Financial 
Adviser concerned will be necessary before the posts are created. 

           3. As to the question of appointment to such posts, the matter has 
been considered in consultation with the Federal Public Service Commission 
and  it  has  been  decided  that  Establishment Division and the Commission 
need not be consulted in regard to appointment to the posts created for the 
reasons stated at (1) and (2) above. 

           4.  In  regard  to  posts  created for the reasons stated at (3) and (4) 
above, it has been decided that such posts may be filled by suitable officers 
either     by   transfer    or   by   promotion       or   by   direct   recruitment      on    the 
recommendation of the authority concerned. 

           5. It has also been decided that the Establishment Division should be 
consulted before the Ministry of Finance are approached for creating a post 
of O.S.D. for the reasons stated at (4) above. 

           6. Apart from the cases as mentioned above, there may be instances 
in which a temporary Government servant holding the post of O.S.D. may be 
sent for duty/training abroad. It has been decided that in such cases if the 
temporary Government servant is holding                 the  post  with the approval of the 
Federal Public Service Commission or the Selection Board, no consultation 
will be necessary either with the Commission or the Establishment Division 
in the case of deputation for duty, but in the case of deputation for training 
the   Establishment   Division   should   be   consulted.   In   the   case   of   officers 
appointed without consultation with the Commission or Selection Board, the 
Establishment        Division     and   the   Commission        both    should    be   consulted 
before any such officer is deputed for duty or training abroad. 

           [Authority.- Estt. Division O.M. No.5(I)/8/67-DV, dated 19-9-1968]. 

 * 
 Amended vide Estt. Division O.M.No.11/3/79-DV, dated 11-10-1979. 

----------------------- Page 88-----------------------

                                  ANNEXURE 

          Copy of Finance Division O.M.No. 3005-EG.I/52, dated 7-5-1952. 

Officiating    arrangements      in  vacancies    caused     by  deputation    of  officers 
abroad. 

          There    has   been    some    confusion    in  the   past   in  regard   to  the 
necessity      or  otherwise     for   creation    of  posts    for   making     officiating 
arrangements in vacancies caused by the deputation of officers abroad. The 
matter has been examined and the following instructions are issued for the 
guidance of Ministries/Divisions etc:- 

          (1)  When the officer hands over charges of his post.- The Officer 
               concerned is placed on Special Duty and is entirely detached 
               from the duties of the post which he ordinarily holds. A post of 
               Officer on Special Duty would have to be created in the Ministry 
               sponsoring his deputation and the vacancy created in his own 
               Ministry can be filled up in the normal course. 

          (2) When the Officer does not hand over charge of his post.- The 
               officer is not detached from the duties of his post and it is not 
               necessary   to   create   a   temporary   post.   In   case,   however,   it 
               becomes necessary to make arrangements for the disposal of 
               the work relating to the post due to the absence of its incumbent 
               a new post in a lower grade may be created with the sanction of 
               the authority competent to create such lower post for the period 
               of the officer's absence on duty. 

          2. The instructions contained in this Ministry's        Office Memorandum 
No.4561-EB.I/ 1/51, dated the 12th July, 1951, are hereby cancelled. 

Recruitment to the 
upgraded posts 

Sl. No. 24 

          For   the   purpose   of   recruitment   upgradation   of   a   post   means   the 
abolition of the existing post and creation of a new post in higher grade. In 
view   of   this,   method   of   recruitment   and   qualifications   etc.,   for   such   new 
posts should be decided in consultation with the Establishment Division and 

----------------------- Page 89-----------------------

the Federal Public Service Commission before such posts are filled unless 
the   upgraded   post   is   covered   by   some   existing   recruitment   rules.   In   this 
connection          attention       is     invited      to     the     Establishment           Division 
* 
 O.M.No.5(1)/6/65-D.V., dated the 3rd January, 1966 (Not reproduced). 

           2. Proper recruitment rules should also be framed for recruitment to 
such posts in future. 

           [Authority.- Estt. Division O.M.No.5(1)/67-DV, dated 16-10-1967]. 

* 
 Note.-    With the issuance of Estt.Division O.M.No.11/1/81-R.5, dated 20th August, 1981 (Sl.No.3), the 
           instructions  contained  in  their  O.M.No.5(1)6/65-DV.  dated  3rd  January,  1966  have  been 
           rendered out of date; hence the latter O.M.omitted. 

Sl. No. 25 

           Establishment Division has been receiving proposals for upgradation 
of posts with immediate effect and also for upgradation of their incumbents. 
It is clarified that upgradation of a post implies the abolition of the existing 
post and creation of a new post in the higher grade. Upgradation of a post 
does   not   mean   automatic   upgradation   of   its   incumbent.   Appointment   to 
upgraded post will have to be made in the manner prescribed for that post. If 
a   post   is   upgraded   with   immediate   effect,   the   incumbent   would   be   left 
without any post (in his grade) until he is approved for appointment to higher 
grade. 

           2. In view of the position explained above all Ministries/Divisions are 
requested that while sanctioning upgradation of the existing posts, it should 
be clearly provided in the sanction letter that upgradation                      of the post would 
take effect from the date the post is filled by a person in the higher grade. 
This would ensure that until the existing incumbent is formally appointed to 
higher grade, the post and the incumbent would continue in lower grade. 

           [Authority.- Estt. Division O.M.No.8/10/83-R.I, dated 6-3-1983]. 

Sl. No.25-A: 

           On   a   summary   submitted   recently   to   the   Chief   Executive,   he   has 
pleased   to   approve   the   policy   for   up-gradation/re-designation   of   posts   as 
indicated in the proceeding paragraphs. 

           2. Henceforth, the up-gradation of posts shall be considered in the 

----------------------- Page 90-----------------------

following cases only: 

          (a)    When   it   is   considered   necessary   to   up-grade   certain   posts   in 
                order      to   rationalize     the     administrative      structure      of   a 
                Ministry/Division or a Department to make it more effective or to 
                bring about uniformity of pay scales of similar posts in different 
                organizations. 

          (b)    Where the duties and responsibilities attached to a post have 
                considerably increased. 

          (c)    Where       pay     scale     of   a    post     is    considered       grossly 
                incommensurate           with    the    qualifications      and     experience 
                prescribed for appointment to that post. 

          (d)    Up-gradation of a post on personal basis may not be allowed 
                except if any officer, already holding on regular basis a higher 
                grade post, is posted against a post, carrying lower grade, due 
                to exigencies of service. 

3.         Subject to the observance of the parameters referred to in sub-paras 
(a) – (d) above, the future proposals for the up-gradation/re-designation of 
posts shall be processed as under:- 

          (i)    The cases for up-gradation/re-designation of the posts in BS-1 
                to 19 will be decided by the Finance Division in consultation with 
                the   Establishment   Division.   However,   the   decision   about   the 
                proposed   up-gradation/re-designation  of  posts  in  BPS-1  to  19 
                will be taken at the level of Secretary, Finance Division and the 
                Secretary Establishment Division. 

          (ii)   Cases   of   up-gradation/re-designation   of   posts   in   BPS-20   and 
                above will be submitted to the Chief Executive for approval but 
                after   seeking     the   concurrence      of   Finance    Division    and    the 
                Establishment Division. 

           4.  *[When  the  competent  authority  approves  the  up-gradation  of  a 
post   in   the   situations   mentioned   in   sub-paras   (a),   (b)   and   (c)   of   para   2, 
appointed   to   the   up-graded   post   should   be   made   in   accordance   with   the 
provisions      of  the   Civil  Servants    (Appointment,       Promotion      and   Transfer) 
Rules, 1973, and the specific rules which regulate appointment to the post.] 

*Subs vide Establishment Division’s O.M.No.F.8/36/2000-R.I, dated 3.2.2001 

           5.   The     above      instructions     may     please      be    noted     by    the 

----------------------- Page 91-----------------------

Ministries/Divisions for strict compliance. 

6.          *[ ] 

           [Authority.- Establishment Division’s O.M.No.F.8/36/2000-R.I, dated 20.1.2001]. 

Educational qualifications 

Sl. No. 26 

           Educational        qualifications       for   clerical    and     other    non-executive 
                             * 
appointments   (upto          Class-II).-   It   has   been   decided   by   Government   that 
education       up    to  Intermediate       stage     should     be   considered       sufficient    for 
clerical and non-executive appointments under Government. In view of this 
decision, qualifications for such posts as referred to above should be revised 
in consultation with Establishment Division and/or the Central Public Service 
Commission as may be necessary. 

           2. The persons appointed to such posts should, however, be given 
sufficient   specialist   training   after   recruitment   and   before   employment.   The 
Secretariat        Training     Institute     of   the    Establishment         Division     is   taking 
necessary   action   to   formulate   a   programme   for   training   of   clerical   staff 
(Assistants,        U.D.Cs,       L.D.Cs)      of    the    Ministries      and     their    Attached/ 
Subordinate Offices. As regards the training of the staff employed in other 
posts     affected     by   the   decision      mentioned       above,     the   question      may    be 
examined         by    Divisions     concerned        and     a   decision     may      be    taken    in 
consultation with the Establishment Division (Training Wing). 

           3. The contents of this O.M. may please be brought to the notice of 
all   concerned   including   the   autonomous   bodies   under   the   administrative 
control of Government for compliance. 

           [Authority.- Estt. Division O.M.No.5/14/62-D.V., dated 3-6-1967]. 

*Deleted vide Establishment Division O.M.No.F.8/36/2000-R.I, dated 3.2.2001 
** 
  In the present context BPS-16. 

Sl. No. 27 

----------------------- Page 92-----------------------

           Bar  against  future  recruitment  of  persons  possessing  Matriculation 
Certificates      in  English     only.-   The    question      whether     the   Matriculation 
certificate obtained by passing only in the English paper of the Matriculation 
examination   after   having   passed   a   proficiency   examination   in   an   oriental 
language or in a Modern Indian/Pakistani language, i.e. Adib, Fazil, Munshi 
Fazil, etc., should be treated at par with the Matriculation certificate obtained 
by    passing     all  the  prescribed     subjects,   for   the   purpose   of   eligibility   for 
Government service, has been under the consideration of the Establishment 
Division for some time past, it has now been decided in consultation with the 
Central  Public  Service  Commission,  that  the  certificate  of  former  category 
should not be considered at par with that of the latter category. As a result 
persons   who   have   obtained   the   certificate   of   the   former   category   are   not 
eligible    for  appointment       in  the   Ministerial   Establishment       of   the   Central 
Secretariat and its Attached Departments. 

           2.  Persons,      who    have    obtained     the   Matriculation     certificate    by 
passing in the English paper only and are employed on a temporary basis in 
the      Ministerial     Establishment         of   the     Central      Secretariat/Attached 
Departments, should be allowed to continue, in their present appointments, 
on   a   temporary   basis,   pending   availability   of   qualified   candidates       on   the 
results of the Central Public Service Commission Examinations. Those who 
have already been confirmed in the Ministerial Establishment of the Central 
Secretariat   and   its   Attached   Departments   should,   however,   be   exempted 
from   obtaining   the   Matriculation   certificate   by   passing   all   the   prescribed 
subjects provided that the appointing authorities concerned are satisfied that 
those persons are otherwise suitable. 

           [Authority.- Estt. Division O.M.No.69/2/53-MF, dated 25-6-1954 

           read with O.M. of even number, dated 28-8-1954]. 

Sl. No. 28 

           Checking   the   genuineness   of   educational   certificates/qualifications 
etc.- Instances have come to the notice of the Federal Government wherein 
forged     educational     certificates    have    been    submitted     by   certain   persons 
seeking employment under Government. It is, therefore, necessary to check 
thoroughly the genuineness of certificates where the bonafides of persons 
employed after the 15th August, 1947 are in doubt. One method of checking 
is to make a reference to the universities which issued the certificates. If this 
method  does  not  prove  successful,  cross  examination  (and  other  suitable 
methods which may be possible according to the merits of the case) of the 

----------------------- Page 93-----------------------

individuals      concerned      by   the   appointing     authorities     themselves      may     be 
resorted to. The candidates concerned may also be required to produce two 
certificates   from   Gazetted   officers   in   support   of   their   claim   to   educational 
qualifications. 

           2.   There   may   also   be   cases   where   the   certificates   produced   are 
genuine   but   there   is   a   reasonable   doubt   that   they   do   not   relate   to   the 
persons producing them.  In such cases the matter will have to be referred to 
the District Police authorities for investigation and report. 

           3.  In  so   far   as   the  competitive      examinations       conducted       by   the 
Central   Public   Service   Commission   are   concerned,   the   original   age   and 
educational certificates submitted by the candidates with their applications 
are fully checked, and necessary enquiries made in all doubtful cases.                         But, 
as    regards     recruitment      by   selection,    the   candidates       are   not   generally 
required   to   submit   their   original   certificates   with   their   applications.   Only 
attested      copies    are   called    for.  In   these    cases,    it  is  essential    for   the 
appointing authorities to verify the claims of the candidates as regards age 
and      educational      qualifications      in   the    same     manner       in   which     their 
antecedents   are   verified   before   appointment.   If   it   is   found   that   a   forged 
certificate has been produced or that the individual, producing a certificate, is 
not the one to whom it was issued, suitable disciplinary action must be taken 
against the person concerned, including dismissal from Government service, 
(if the persons are in Government service) and a ban on future employment. 
 In  specific  cases  the  matter  should  be  reported  to  the  Police  for  criminal 
prosecution. 

           4.  Generally,      candidates      for  recruitment      made     by   selection    are 
required      to  send     passport     size   copies     of  their   photographs       with   their 
applications.     But this is not compulsory.          It is considered desirable to ask all 
candidates to submit such photographs with their applications. 

           [Authority.- Estt. Division Letter No. F.40/650-S.E.I. dated 21-6-1950 to all 

           Provincial Governments]. 

Endorsement:- 
                    Copy      to  all  Ministries/Divisions      with   the   request     that   the 
                    genuineness of educational certificates produced by persons 
                    in   the   ministerial   service   of   the   Federal   Secretariat   and   its 
                    Attached       Departments,        who    have     been     declared     fit  for 
                    retention      in   Government         service     in   pursuance       of   the 

----------------------- Page 94-----------------------

                    instructions contained in the Establishment Division O.M. No. 
                   33/l/48-Ests. (ME), dated the 15th March, 1948 should also 
                    be checked and, in case of doubt, verified in accordance with 
                   the procedure laid down above. 

Sl. No. 29 

           Educational qualifications for recruitment to the grade of Assistant in 
the      Federal      Secretariat       and     Attached       Departments.-        Reference 
Establishment Division Office Memorandum No.F.8/1/62-FII, dated the 24th 
November, 1967 in which it has been stated that the minimum educational 
qualification     for  direct  recruitment     to  the   grade    of  Assistant    and    Upper 
Division   Clerk   in   the   Federal   Secretariat/Attached   Departments   should   be 
Intermediate. It has now been decided that for purpose of direct recruitment 
in the Federal Government and its Attached Departments:- 

           (i)      A Degree should be prescribed as the minimum qualification 
                   for the post of Assistant, and 

           (ii)     Diploma in Commerce should be prescribed as an alternative 
                   qualification for the post of UDC for which Intermediate would 
                    be the minimum qualification. 

          [Authority.- Estt. Division O.M.No.F.1/10/72-F.II., dated 26-9-1973]. 

Sl. No. 30 

           Qualifications      for   Urdu     Stenotypists/Stenographers            and    Urdu 
Reporters.-       At   present,    the    Ministerial    Establishment       in   the   Federal 
Secretariat/Attached         Departments        does    not   include     a   cadre    of   Urdu 
Stenographers/Stenotypists.             It,  however,      appears      that   the    need     for 
employing   Urdu   Stenographers/Stenotypists   is   already   being   felt,   and   the 
question       of   prescribing      the   minimum        educational      qualifications     for 
appointment   to   the   posts   of   Urdu   Stenographers/Stenotypists   has   been 
under the consideration of the Establishment Division. 

           2. The minimum educational qualification for clerical posts, as well as 
for   posts    of  Stenographer/Stenotypist,         is  a  Matriculation     certificate.   The 
Establishment   Division   are   of   the   view   that   this   standard   should   not   be 
reduced   in   the   case   of   any   candidate   for   employment   in   the   Ministerial 
Establishment, since they feel that such a course will lead to complications 
later. It has accordingly been decided, in consultation with the Central Public 

----------------------- Page 95-----------------------

Service   Commission   that   the   minimum   educational   qualification   for   Urdu 
Stenographers/Stenotypists  should  be  the  Matriculation  examination  or  an 
examination   treated   as   equivalent   thereto   by   a   recognized   University   in 
Pakistan or India, or by the Central Public Service Commission. 

           [Authority.- Estt. Division O.M.No.45/2/51.M.E,dated 11-10-1951] 

Sl. No. 31 

           Minimum educational qualifications for direct recruitment to the grade 
of Stenographer in the Federal Secretariat and its Attached Departments.- 
For increasing the efficiency of Stenographers in the Federal Secretariat and 
its   Attached   Departments,   it   has   generally   been   felt   that   a   Stenographer 
should have good knowledge of English. It has, therefore, been decided in 
consultation with the Central Public Service Commission that the minimum 
educational qualification for direct recruitment to the grade of Stenographer 
in the Federal Secretariat and its Attached Departments should henceforth 
be Intermediate. The minimum educational qualification of Matriculation for 
recruitment to the grade of Stenotypists should continue. 

           2. It has also been decided that the Stenotypists who are permanent 
or  are  eligible  for  confirmation  in  the  Federal  Secretariat  and  its  Attached 
Departments   should   continue   to   be   promoted   as   Stenographers   without 
being required to possess the Intermediate qualification in accordance with 
the rules. The Stenotypists who are purely temporary and are not eligible for 
confirmation in the Federal Secretariat and its Attached Departments  should 
 possess       the   minimum        educational      qualification    of   Intermediate      for 
appointment as purely temporary Stenographers. 

           [Authority.- Estt. Division O.M.No.F.27/61/69-F.II, dated 23-9-1969]. 

Sl. No. 32 

           Eligibility of purely temporary Matriculate Stenotypists for promotion 
as  Stenographers.-  It  has  been  decided  that  Matriculate  Stenotypists  who 
are    purely    temporary     and    have    rendered     at  least   3  years    service    as 
Stenotypist, will be eligible for promotion/appointment as purely temporary 
Stenographer. 

           [Authority.- Estt. Division O.M.No.27/61/69-F.II, dated 11-5-1976]. 

Merger of the cadres of 
Urdu and English Typist/ 
Stenotypist/Stenographer 

----------------------- Page 96-----------------------

for purposes of seniority, 
promotion etc. 

Sl. No. 33 

          In   the   past,   posts   of   Urdu   Typist,   Stenotypist/Stenographer   have 
been      created     in   various     Ministries/Divisions       without     consulting     the 
Establishment Division and without prescribing any method of recruitment to 
these     posts   including    avenues      of  promotion      on   account     of  which    the 
incumbents   of   these   posts   have   faced   stagnation.   The   matter   has   been 
considered       in  consultation     with  the   Finance     Division    and   the   following 
decisions have been taken:- 

           (i) The   existing   posts   of   Urdu   Typist/Urdu   Stenotypist   and   Urdu 
                Stenographer are merged with the posts of LDC/English typist 
                (RNPS-5/BPS-5),          English    Stenotypist    (RNPS-8/BPS-12)          and 
                English Stenographer (RNPS-11/BPS-15) respectively. 

           (ii)  The      existing     incumbents        of    posts     of    Urdu     Typist/ 
                Stenotypist/Stenographer   shall   form   part   of   the   cadre   of   their 
                English counter-parts. 

           (iii) The   Urdu   Typists/Stenotypists/Stenographers   who   have   been 
                allowed pay scales different than those mentioned in (i) above 
                shall   also   be   treated   as   part   of  the  cadre    of  their   English 
                counterparts. Any such pay scales earlier allowed will be treated 
                as personal to the incumbent of the concerned post. 

           (iv) The conditions/rules prescribed for appointment to the posts of 
                LDC      (English      Typist)    English     Steno-typist      and     English 
                Stenographer        shall  henceforth      apply    to  the   posts   of   Urdu 
                Typist/Urdu   Stenotypist   and   Urdu   Stenographer   respectively. 
                The   incumbents   of   these   posts   will,   in   future,   be   allowed   the 
                same pay scales as are applicable to their English counterparts. 

           (v) The Urdu Typists/Stenotypists/Stenographers will enjoy seniority, 
                in the combined cadre with their English counterparts from the 
                date of their continuous regular officiation as such. 

           (vi) If promotion of an Urdu Typist/Stenotypist/ Stenographer poses 
                a placement problem, the post held by him may temporarily be 
                upgraded      in  accordance       with   the  orders/instructions      on   the 

----------------------- Page 97-----------------------

               subject, to allow him the benefit of promotion. 

          [Authority.- Estt. Division O.M.No.5/1/77-F.II(R.6), dated 26-6-1988]. 

Recognition of Defence/Staff 
Colleges qualifications as 
equivalent to University Degree 
for Government employment 

Sl. No. 34 

          Where some posts were advertised by the Establishment Division in 
the past, the minimum requirement for which was a university degree, some 
senior officers of the Armed Forces, who wanted to apply for these posts, did 
not hold a university degree but they had qualified in various service courses 
e.g.   National   Defence   College   Course,   Imperial   Defence   College   Course 
(now called Royal College of Defence Studies Course), Army War Course, 
Joint Services Staff College Course, Staff College Course etc. 

          2. In view of the above position, a proposal made by the Services to 
the effect that Staff College qualifications may be recognized as equivalent 
to a university degree for Government employment, was considered by the 
Defence Council, in its meeting held on 11th August, 1973. The President 
was pleased to approve the proposal to recognize Staff College and other 
higher   Defence   Institutions   qualifications   given   to   officers   of   the   Pakistan 
Armed  Forces  (Army,  Navy  and  Air  Force)  as  equivalent  to  the  university 
degree for Government employment. The President, however, was further 
pleased   to   direct   that   this   recognition   would,   in   no   way,   encourage   the 
serving officers of the Pakistan Armed Forces (Army, Navy and Air Force) to 
apply for employment in the civil services, except for their rehabilitation after 
retirement.   The   above   decision   of   the   Defence   Council   is   conveyed   for 
information and guidance. 

          [Authority.- Defence Division O.M. No.111/73/D-A, dated 14-6-1974]. 

Sl. No. 35 

          Reference      Establishment      Division's   O.M.    No.   8/9/72-TRV,      dated 
August 31, 1973 (Sl.No.13) Provincial/ Regional quotas in respect of posts 
filled  in  a  particular   year   are   to  be   worked    out   to  1000th    fraction.   A 

----------------------- Page 98-----------------------

Province/Region   having   larger   fraction   in   accordance   with   the   prescribed 
quotas,      is   allocated     the   vacant      post    for   recruitment     whereas       the 
Province/Region not allocated the post due to smaller fraction, gets those 
fractions carried forward and added to its share in the subsequent year.  The 
procedure for calculating and carrying forward the share of Province/Region, 
is indicated in Annexure-I. 

           2.   Ministries/Divisions/Departments   etc.   are   requested   to   regulate 
the Provincial/Regional allocations in respect of posts in grade-17 and above 
filled by direct recruitment after August 31, 1973.               A copy of the up-dated 
statement should invariably be forwarded alongwith summaries sent to the 
Establishment Division for seeking approval of the competent authority for 
initial appointment to posts in grade-17 and above. 

           [Authority.- Estt. Division O.M. No.9/7/80-A.III,  dated 23-9-1980]. 

----------------------- Page 99-----------------------

                                           Annexure I 

 Province/        Quota        No. of        Share      Last           Total     Vacancies      Balance 

   Region           (%)     Vacancies                  Year's                      to be         to be 

                                                       C/F                       allotted        carried 

                                                        Balance                                 forward 

      1             2           3               4          5            6          7               8 

IST YEAR: 

Merit               10%                  3     0.300            -       0.300         -                 +0.300 

Punjab              50%                  3                      -       1.500         2                - 0.500 

Sindh (U)          7.6%                  3     1.500            -       0.228         -                 +0.228 

Sindh(R)          11.4%                  3     0.228            -       0.342         -                 +0.342 

N.W.F.P.          11.5%                  3     0.342            -       0.345         1                - 0.655 

Balochistan        3.5%                  3     0.345            -       0.105         -                 +0.105 

FATA                 4%                  3     0.105            -       0.120         -                 +0.120 

A/Kashmir            2%                  3     0.120            -       0.060         -                 +0.060 

                                               0.060 

2ND YEAR: 

Merit               10%                  5     0.500      + 0.300       0.800         1                - 0.200 

Punjab              50%                  5     2.500      - 0.500       2.000         2                      - 

Sindh (U)          7.6%                  5     0.380      + 0.228       0.608         1                - 0.392 

Sindh(R)          11.4%                  5     0.570      + 0.342       0.912         1                - 0.088 

N.W.F.P.          11.5%                  5     0.575      - 0.655       0.080         -                - 0.080 

Balochistan        3.5%                  5     0.175      + 0.105       0.280         -                 +0.280 

FATA                 4%                  5     0.200      + 0.120       0.320         -                 +0.320 

A/Kashmir            2%                  5     0.100      + 0.060       0.160         -                 +0.160 

3RD YEAR: 

Merit               10%                  2     0.200      - 0.200           -         -                - 0.200 

Punjab              50%                  2     1.000            -       1.000         1                      - 

Sindh (U)          7.6%                  2     0.152      - 0.392     - 0.240         -                - 0.240 

Sindh(R)          11.4%                  2     0.228      - 0.088     + 0.140         -                 +0.140 

N.W.F.P.          11.5%                  2     0.230      - 0.080     + 0.150         -                 +0.150 

Balochistan        3.5%                  2     0.070      + 0.320     + 0.350         -                 +0.350 

FATA                 4%                  2     0.080      + 0.320     + 0.400         1                - 0.600 

A/Kashmir            2%                  2     0.040      + 0.160     + 0.200         -                 +0.200 

----------------------- Page 100-----------------------

Clarifications regarding 
application of revised 
Provincial/Regional 
quotas 

Sl. No. 36 

          Reference.-Establishment   Division   O.M.No.F.   8/9/72-TRV,   dated 
the 31st August, 1973. 

          2. The following clarifications are issued:- 

          (1)   Posts   in   each   grade   should   be   considered   separately   for 
                purposes        of   allocation     of   the    prescribed      merit    and 
                Provincial/Regional quotas. 

          (2)  The Provincial/Regional quotas do not apply to posts filled by 
                promotion.      These are applicable to direct, including lateral 
                entry, appointments. 

          (3)   Vacancies which cannot be filled by candidates belonging to 
                the   Province   or   region   to   which   the   vacancy   is   allocated 
                should be carried over and re-advertised at a later date. 

          (4)   Posts in the Ministry/Division should be allocated separately 
                from     posts     in  Attached      Departments       and     Subordinate 
                Offices.     In   other    words,    the  allocation    should    be   made 
                separately for each Department, Office or Institution. 

          (5)    Provincial/Regional   quotas   do   not   apply   to   posts   filled   by 
                transfer     of  Government        servants     to  posts    in  equivalent 
                grades   whether   on   deputation   or   on   secondment   as   in   the 
                case of military officers. 

          [Authority.- Estt. Division O.M. No.8/15/73-TRV, dated 28-11-1973]. 

Sl. No. 37 

          Isolated posts - application of Provincial/Regional quotas.- In the 
Establishment   Division   Office   Memorandum   No.   1/4/64-D.V.,   dated   the 
30th   June,   1964   (Annexure),   it   was   provided   that   in   applying   provincial 

----------------------- Page 101-----------------------

quotas to an isolated post, the Ministries and Divisions should be guided 
by   the   overall   position   of   other   allied   posts,   higher   or   lower   than   the 
solitary   post,   in   that   office. For   instance,   if   there   is   a   solitary   post   of 
Deputy      Director,    the   position    in  the   posts    of  Director    and    Assistant 
Director etc. should be taken into consideration to determine the province 
to which the solitary post should be allocated. 

           2. A question has arisen how an isolated post should be allocated 
if it is the only post of its kind in an office and there are no other posts 
with    which    it  might    be   suitably    combined      for  purposes      of  provincial 
allocation.     It has been decided that in such a case the post should be 
filled on the basis of merit. 

          [Authority.- Estt. Division O.M. No.8/1/77-W.C., dated 8-4-1977]. 

                                    ANNEXURE 

           Copy   of   Establishment   Division   O.M.   No.   1/4/64-D.V.,   dated   the 
30th June, 1964. 

           In continuation of the Establishment Division Office Memorandum 
of even number, dated the 27th May, 1964, the Ministries/Divisions, etc., 
are requested to ensure that in case of isolated posts also, the domicile of 
the candidates to be appointed are invariably indicated.                    In doing so the 
Ministries   and   Divisions   should   be   guided   by   the   overall   position   of   the 
posts     held   by   persons     belonging     to  the   Provinces      and   Regions.      For 
instance, if there is an isolated post of "Director" to be filled in any office, 
it may be considered by the appointing authority from which Province or 
Region the Additional Director or Deputy Director, if any, were appointed, 
or if an isolated post of Deputy Director is to be filled in, then the position 
of   Director   for   the   post   of   Deputy   Director   or   officers   of   equivalent   or 
higher      posts   e.g.,    Additional     Directors,     etc.,   should    be    taken    into 
consideration,       and    in   that  context     it  should    be   examined       to  which 
Province or Region the particular post should go. 

Sl. No. 38 

           Recruitment to civil posts in the Administration of Northern Areas.- 
Except appointment in grade 17 in Revenue and Police, shall in future, be 
made   only   from   amongst   the   local   population   of   those   areas   provided 
they   possess   the   requisite   academic   qualifications,   persons   other   than 

----------------------- Page 102-----------------------

the   local   residents   of   Northern   Areas   shall   not   be   entitled   to   apply   for 
appointment to such posts. 

          2. However, technical posts requiring specialization may be filled, 
with the prior approval of the Establishment Division from amongst non- 
residents      provided     that  local   candidates      with   the   requisite    technical 
qualifications are not available. 

          3. The Northern Areas shall continue to be excluded in respect of 
the    posts   in  these    Areas    from    the  purview     of  the   provincial/regional 
quotas fixed by the Government. The Establishment Division's O.M.No.F. 
8/9/72-TRV dated the 31st August, 1973, whereby Northern Areas have 
been     allocated    quota    for  recruitment     to  civil  posts   under    the  Federal 
Government, shall apply to All Pakistan posts only. 

          4.   This    supersedes       the    Establishment       Division's     O.M.    No. 
8/9/72-TRV/R.II dated 25th June, 1978 

         [Authority.- Estt Division O.M.No.4/l/83-R.2, dated 24-7-1983]. 

Sl. No. 39 

          Strict application of revised Provincial/Regional quotas in making 
recruitment.-      Orders     regarding     revised    merit   and    Provincial/Regional 
quotas   have   already   been   issued   in   Establishment   Division   O.M.   No. 
8/9/72-TRV, dated the 31st August, 1973.                From the references received 
in    the    Establishment       Division     it  is   observed      that   some      of   the 
Ministries/Divisions continue to follow the old quotas. It is requested that 
in   all   cases   of   recruitment   to   be   made   subsequent   to   the   issue   of   the 
above   orders,   the   revised   merit   and   Provincial/Regional   quotas   as   laid 
down therein, should be followed strictly. 

          2. The Federal Public Service Commission have also brought to 
the   notice   of   Establishment   Division   that   selection   of   candidates   in   a 
number       of   cases    in   which    requisitions     had    been    placed     with   the 
Commission by Ministries/Divisions prior to the issue of the above O.M. 
has not so far been finalized. It has been decided that even in regard to 
such   pending   requisitions,   the   posts   should   be   filled   under   the   revised 
merit   and   Provincial/Regional   quotas   as   fixed   in   Establishment   Division 
O.M.No.8/9/72-TRV,   dated   the 31st August, 1973 (Sl.No.14) and where 
necessary,       the    post   may     be    readvertised.     Ministries/Divisions       are, 

----------------------- Page 103-----------------------

therefore,      requested       to  take    immediate       action     to   intimate    revised 
allocation of the posts in all pending cases to the Federal Public Service 
Commission. 

           [Authority.- Estt. Division O.M.No.8/9/72-TRV, dated 10-11-1973]. 

Sl. No. 40 

           Establishment   Division,   under   the   orders   of   the   Prime   Minister, 
had   carried   out   a   survey   by   obtaining   information   from   the   concerned 
Ministries and Divisions regarding deficiencies in regional representations 
in the posts filled through direct recruitment on All Pakistan basis.                       The 
results of this survey indicate          that   on   1-1-1987 there were deficiencies 
in   filling   quotas   reserved   for   particular   regions.    The   position   may   have 
improved        since    January      1987.       It   is   accordingly      requested       that 
Secretaries   of   the   Ministries   may   kindly   give   their   personal   attention   to 
this issue and review all direct recruitments made in the main Ministries, 
Attached   Departments   and   Subordinate   Offices   as   well   as   Autonomous 
Bodies under their control.          If this scrutiny reveals that the representation 
of Sindh (Rural), Balochistan, N.A./ F.A.T.A. or other regions falls short of 
their   prescribed   quota,   immediate   steps   must   be   taken   to   advertise   the 
posts     and    to   fill  them   by  ad     hoc   recruitment,      pending     the    regular 
appointment through Federal Public Service Commission. 

           [Authority.- Estt. Secretary's d.o Letter No.5-PD.VI/85, dated 17-9-1987]. 

Sl. No. 41 

           Reference.-Government             of    Balochistan,       S&GAD,        letter   No. 
SO.II-LIV(20)/S&GAD-71(II), dated 18th June, 1978, (Annexure). 

           2. All the Ministries/Divisions, Attached Departments, Subordinate 
Offices   and   Autonomous   Bodies   under   your   administrative   control   may 
kindly   be   directed   to   ensure   that   the   quota   fixed   for   Balochistan  vide 
Establishment Division O.M.No. F.8/9/72-TRV, dated 31st August,1973 is 
duly   followed   by   them   in   making   direct   recruitment   and   that   vacancies 
allocated      to   Balochistan      are    filled  by   candidates       domiciled     in   that 
province. If candidates with the required qualifications/experience are not 
available   for   vacancies   other   than   those   required   to   be   filled   through 
Federal Public Service Commission, or if such vacancies have been lying 
unfilled   for   want   of   candidates   from   Balochistan,   full   particulars   of   the 

----------------------- Page 104-----------------------

vacancy        or     vacancies        in    grade      in    which      they     exist,     the 
qualifications/experience   prescribed   for   the   post   and   age   requirements 
etc.,    may    be    communicated         to  the   Government         of  Balochistan      for 
recommending suitable candidates. In the case of these vacancies which 
are   required   to   be   filled   through   FPSC   and   for   which   the   FPSC   have 
failed   or   fail   to   make   any   nominations,   the   FPSC   may   be   requested   to 
intimate       the    vacancies       to   the     Government         of   Balochistan       for 
recommending suitable candidates to them. 

           3.  This   D.O.    letter  may    kindly    be   given   wide    publicity    in  the 
Divisions,      Departments,       Offices    and    Autonomous        Bodies     under    your 
administrative control. 

           [Authority.- Estt. Secretary's d.o. letter No.4/3/78-R.II, dated 7-8-1978]. 

                                        ANNEXURE 

           Copy     of  Government         of  Balochistan,       Services     and    General 
Administration       Department        letter  No.   S.O.    II-LIV   (20)/S&GAD-71         (II), 
dated the 18th June, 1978. 

           I   am   directed   to   refer   to   the   Cabinet   Secretariat   (Establishment 
Division)   Office   Memoranda   No.   F.   8/9(A)   72-TRV   dated   18th   October, 
1973 and F. 8/9/72-TRV, dated 31st August, 1973 and to say that in view 
of the serious problem of unemployed graduates in Balochistan, the MLA 
Zone `D' has desired that the attention of the Federal Government may 
be invited to implementing in full the provisions of the above mentioned 
memoranda.         The problem is being tackled at the provincial level within 
the    financial   constraints.     However,      the   Federal    Government        including 
corporations and autonomous bodies under its control could contribute a 
great   deal   in   meeting   this   problem  by   implementing   the   quota   fixed   for 
this province. 

           2.   I   further   request   that   this   government   would   appreciate   if   the 
Government   of   Pakistan,   Ministries/Divisions   including   the   corporations 
and     autonomous       bodies     are   directed   to   take   immediate   steps   in   this 
direction. They may also kindly be advised to intimate to the Government 
of   Balochistan,   the   share   of   posts   at   various   level   for   Balochistanis   in 
accordance        with   the   prescribed     regional    quota    the   actual    occupancy 
position and the difference. 

----------------------- Page 105-----------------------

Sl. No. 42 

          Observance          of     Provincial/Regional         quota       allocated      to 
Balochistan.-        A    special     cell    was     created      in   the    Ministry     of 
Communications          to  seek    ways    and   means     of  finding   employment   for 
young      graduates      belonging     to  Balochistan.       The     Government        have 
decided that the Special Cell should now be headed by the Governor of 
Balochistan with the Federal Minister of State for Food and Agriculture as 
one of its members.         The Cell should also co-opt the Federal Secretaries 
concerned as its members, as and when necessary. 

          2. Pursuant to the decision mentioned in para 1, the Government 
of    Balochistan      have    established     a   full-fledged    Cell   in   the   S&GAD 
Department of the Government of Balochistan. 

          3.   The    Government        of  Balochistan      have    requested      that   the 
Ministries, Divisions and Departments of the Federal Government and the 
autonomous   and   semi-autonomous   bodies   etc.,   under   their   control   may 
be asked to take the following action:- 

          (i)       In   view   of   the   large   number   of   simple   B.As/M.As   being 
                   jobless in the province, due share should be given to this 
                   province   in   all   posts   under   their   control   for   which   simple 
                   graduates       or   M.As     are    eligible.   The     earmarking      of 
                   Balochistan quota posts should not be restricted to highly 
                   technical/     specialized    jobs   only.   Experience      has    shown 
                   that     mainly     posts     requiring     specialized      knowledge/ 
                   qualifications   for   which   there   is   great   dearth   of   qualified 
                   candidates       throughout       the   country,     are   allocated      to 
                   Balochistan. 

          (ii)      Standing     instructions    may     be   issued    to  their  selection 
                   teams     whenever      deputed      to  this  province    for   selection 
                   purposes   to   visit   various   Divisional   Headquarters   in   the 
                   Province for selection instead of Quetta so that fair chance 
                   is given to all the Districts. 

          (iii)     The    Ministries/Divisions      may     associate     officers   of   the 
                   Provincial   Government   with   their   selection   teams   during 
                   the   course   of   selection   in   order   to   facilitate   selection   of 
                   suitable   candidates.       While   in   the   Divisions/Districts,   the 

----------------------- Page 106-----------------------

                   Divisional Commissioner/Deputy Commissioners may also 
                   be associated with the selection teams. 

          (iv)      Selection team may also be authorized to make selection 
                   from the large number of jobless persons possessing lower 
                   qualifications also for posts below grade 16 in accordance 
                   with the relevant rules. 

          4.   The   Ministries/Divisions/Departments   and   autonomous   bodies 
under      their    administrative       control     are    requested      to    take    action 
accordingly. 

          [Authority.- Estt. Division O.M. No.4/3/81-R.2, dated 6-1-1982]. 

Sl. No. 43 

          All   the    Ministries/Divisions        and    Attached      Departments         and 
autonomous   bodies   under   their          administrative   control   are   once   again 
requested   to   kindly   ensure   the   implementation   of   3.5%   quota   fixed   for 
Balochistan while making direct recruitment.                In this connection reference 
is   also   invited   to  Establishment       Division's    instructions     on   the   subject 
issued from time to time. 

          [Authority.- Estt. Division d.o.letter No.4/4/80-R.2, dated 31-10-1985]. 

Sl. No. 44 

          Representation to Bahawalpur Division.- Reference Establishment 
Division's   Office   Memorandum   No.8/9/71-TRV,   dated   the   31st   August, 
1973. 

          2.   As   will   be   seen,   the   prescribed   quota,   except   in   the   case   of 
Sindh,   has   not   been   sub-allocated   further   on   the   basis   of   Divisions   or 
Districts   or   for   any   other   region.  It   has,   however,   been   represented   to 
Government   that   Bahawalpur   is   under   represented   in   the   Federal   and 
Provincial   services   as   well   as   in   corporations   and   autonomous   bodies 
under   the   administrative   control   of   the   Federal   Government.   This   has 
created     a   sense    of  deprivation     amongst      the   residents    of  Bahawalpur 
Division which is not desirable.           The Prime Minister has, therefore, been 
pleased to direct that steps should be taken to ensure that Bahawalpur 
gets its due share in all fields including services. 

----------------------- Page 107-----------------------

          3.   In   regard   to   posts   in   the   various   Groups   and   Cadres   coming 
under the administrative control of Establishment Division, suitable steps 
are already being taken to see that while filling vacancies in the Punjab 
quota, some preference may be given to persons of Bahawalpur domicile 
if  they    are  otherwise      qualified   and   eligible.   This   procedure      is  to  be 
followed   until   they   get   adequate   representation.   There   is,   however,   a 
large number of posts in Grade 16 and below in the Ministries, Divisions, 
Departments and Corporations, recruitment to which is controlled by the 
Ministries and Departments themselves.               It is requested that while making 
recruitment       to  these     grades     care    should    be    taken    to   give   more 
representation in these grades to those belonging to Bahawalpur Division. 
 Other   things   being   equal   they   should   get   a   slight   edge   over   others. 
Consideration        of  merit   should     not   be   completely     ignored.      Suitable 
instructions   in   this   regard   may   be   issued   to   all   those   responsible   for 
recruitment in your Ministry and Departments or Corporations under the 
control of your Ministry.        A special report should be sent to this Division 
after   six   months   regarding   the   procedures   etc.   adopted   by   you   and   the 
progress in the matter for the information of the Prime Minister. 

         [Authority.- Cabinet Secretary's d.o. letter No.8/10/75-WC, dated 8-4-1975]. 

Sl. No. 45 

          Provincial/Regional          quotas      for    recruitment       to    posts      in 
autonomous/semi-autonomous                bodies.-    With    reference     to  instructions 
regarding Provincial/Regional quotas for recruitment to civil posts under 
the     Federal     Government        issued     in   Establishment        Division    Office 
Memorandum   No.F.8/9/   72-TRV,   dated   31st   August,   1973   it   has   been 
decided that these quotas shall apply also to senior appointments -  viz. 
appointments in or equivalent to Grade 17 and above. In all autonomous/ 
semi-autonomous           bodies    which    are   administratively     controlled    by   the 
Federal Government. 

          2. Ministries/Divisions are requested to issue suitable instructions 
to   all  autonomous/semi-autonomous               bodies    under    their  administrative 
control and ensure that these quotas are strictly adhered to. 

          [Authority.- Estt. Division O.M.No.F.8/9/72-TRV.R2, dated 29-9-1973]. 

----------------------- Page 108-----------------------

Sl. No. 46 

           Reference.-      Establishment   Division   O.M.No.F.8/9/72-TRV,   dated 
the 29th September,1973. 

           It   has   been   decided   that   efforts   should   be   made   to   remove   the 
imbalances         of   Provincial      representation        in  autonomous          corporations, 
including Banks and Insurance Companies.                       I am to request you to let us 
know      what     concrete      measures        are   proposed       to   be   taken     to  correct 
imbalances, if any, in autonomous bodies, etc., under your administrative 
control. 

           [Authority.- Estt. Secretary's d.o. letter No.8/9 (A)/72-TRV, dated 18-10-1973]. 

Sl. No. 47 

           Separate   Provincial/Regional   quotas   for   recruitment   to   the   civil 
posts   under   the   Federal   Government   were   prescribed   in   Establishment 
Division   Office   Memorandum   No.F.   8/9/72-TRV,   dated   the   31st   August, 
1973.      In  a   subsequent        O.M.    dated   the   29th   September,   1973,   these 
quotas   were   also   applied   to   appointments   equivalent   to   Grade   17   and 
above       in  all   autonomous         and    semi-     autonomous          bodies     which     are 
administratively         controlled      by   the    Federal      Government.         It  was     also 
emphasized   that   efforts   should   be   made   to   remove   the   imbalance   of 
provincial      representation        in   autonomous         corporations       including     Banks 
and Insurance Companies. 

           *2.   It  has   been     noticed     that   one    reason     for   non-availability      of 

candidates from under-developed regions is that persons of suitable age, 
qualifications and experience are not readily available for nomination.                              It 
has, therefore, been decided that in case the vacancy is advertised and 
no     applications      are   received      or,   if  the  applications       are   received,     the 
candidates         do    not   possess       the    prescribed       age,     qualifications       and 
experience,   the   Ministry/   Division   concerned   to   which   the   vacancy   or 
vacancies   belong   will   consider   the   propriety   of   relaxing   one   or   all   the 
prescribed       conditions      depending        upon the circumstances of each case. 

* 
 Note.-   For   instructions   regarding   relaxation   of   age  limit   in   case   of   candidates   from   Sindh   (Rural), 

Balochistan,   FATA   and   Northern   Areas   please   see  Establishment   Division   Notification   No.   S.R.O. 

1079(1)/93, dated 4-11-1993 (Sl. No.56). 

----------------------- Page 109-----------------------

Once   the   decision   regarding   the   extent   of   relaxation   has   been   made, 
formal   approval   of   the   authority   competent   to   approve   the   recruitment 
rules,     the   Establishment        Division     and     the   Federal      Public    Service 
Commission would be obtained.               After relaxation has been obtained in the 
above   manner   the   vacancies   would   be   re-advertised   with   the   relaxed 
conditions,   so   that   candidates   from   the   province   concerned   who   may 
have become eligible may be able to apply and be considered for the job. 

           [Authority.- Estt. Division O.M.No.4/4/78-R.II, dated 8-10-1978]. 

Compulsory employment of 
disabled persons 

Sl. No. 48 

           Establishments to employ disabled persons.-(1) Not less than one 
                                                                          * 
per cent of the total number of persons employed by an  establishment at 
any time shall be disabled persons whose names have been registered 
with the Employment Exchange of the area in which such establishment 
is   located   and   against   whose   names   in   the   register   maintained   under 
section 12 an endorsement exists to the effect that they are fit to work. 

           (2) The disabled persons employed against any post in pursuance 
of subsection (1) shall be entitled to the terms and conditions which are 
not   less   favourable   than   those   of   the   other   persons   employed   by   the 
establishment against similar posts. 

           (3)   When      calculating      the    percentage       of   the    posts     in  an 
establishment   for   the   purposes   of   employment   of   disabled   persons,   the 
fraction of 0.5 and above shall count as a whole number. 

          "establishment"      means     a   Government      establishment,      a  commercial 
          establishment   or   an   industrial   establishment,   in   which   the   number   of 
          workers     employed     at  any   time   during   a  year   is  not  less   than  one 
          hundred; 

           [Authority.- Disabled Persons (Employment and Rehabilitation) Ordinance, 1981] 

----------------------- Page 110-----------------------

Determination of domicile for 
the purpose of appointments 
against Provincial/ 
Regional quotas 

Sl. No. 49 

          According to the decisions contained in the Establishment Division 
Office   Memorandum   No.25/113/   54-SE   I,   dated   the   4th   January,   1956 
(Annexure       I)  and  Office   Memorandum         No.   1/12/56-R,    dated    the   14th 
February, 1958 (Annexure II) while the candidates belonging to Pakistan 
by     origin   can    claim    appointment       only   against     the   quota    of   the 
province/region       to  which   the   father   of   such   a   candidate   belongs,   the 
candidates      who    have    migrated    to  Pakistan     have   different   options    for 
claiming     appointment      against    Provincial/Regional      quotas.     The    matter 
has, therefore, been reconsidered with a view to rationalizing the policy 
regarding   determination   of   domicile   of   the   candidates   for   Government 
service, and the following revised orders are issued in partial modification 
of the existing instructions: - 

          (i)      There   should   be   no   change   in   the   policy   regarding   the 
                   persons   belonging   to   Pakistan   by   origin, i.e.,   they   should 
                  continue to be considered for appointment only against the 
                  quota of the province/region to which the father of such a 
                  candidate belongs. 

          (ii)     A   migrant     candidate,     whether     residing   in   Pakistan    or 
                  abroad, should be considered for appointment only against 
                  the    quota   of  the   province/region      where   his   parents   are 
                  domiciled and where they have resided for at least 3 years. 
                   However,   the   condition   of   3   years'   residence   should   be 
                  deemed to be fulfilled if the parents are officially domiciled 
                   in a particular province/region but have been living in some 
                  other   areas   for   a   number   of   years   due   to   exigencies   of 
                  service.    For this purpose the candidate will be required to 
                   produce   a   domicile   certificate   from   a   competent   authority 
                  that    his   parents    are   domiciled     in   the   province/region 
                  concerned. 

          (iii)    In case the parents of migrant candidate have not migrated 

----------------------- Page 111-----------------------

                   to   Pakistan,    he   should    be   considered      for  appointment 
                   against the quota of the Province/Region where he himself 
                   is domiciled and has resided or has been educated for a 
                   continuous       period    of  three    years    immediately       before 
                   applying     for  appointment      and    consideration     against    the 
                   quota of a province/ region. 

          2. The decisions above may please be brought to the notice of all 
concerned for guidance in future. 

         [Authority.- Estt. Division O.M.No.2/2/67-DV, dated 26-8-1968]. 

                                  ANNEXURE I 

          Copy   of   Estt.   Division   O.M.   No.   25/113/54-SEI,   dated   the   4th 
January, 1956. 

Provincial quotas on the basis of domicile certificates. 

          The     recruitment     policy    of  Government,        according      to   which 
recruitment   to   the   Central   Services   is   made,   is   based   on   a   system   of 
Provincial      quotas.     These      quotas    were     meant     for  candidates      who 
belonged   by   origin   to   the   Provinces   of   Pakistan,   or   who,   on   migration 
from    Indian    Provinces     had    permanently      settled   down     in  one    of  the 
Pakistan Provinces.        However, by means of domicile certificates, a large 
number       of  candidates     who    had    come     over   from    India   but  had    not 
permanently       settled   in  any   Pakistan     Province    were    able   to  enter   the 
Central     Services,    thus   shutting    out  candidates      belonging    by   origin   to 
Pakistan      Provinces     from   their  due    share   in  the   administration     of  the 
country.      What     these    candidates     did   was   to  file  declarations     before 
District Magistrates, to the effect that they had renounced their previous 
domicile and that they had resided for over a year in such Provinces as 
East Bengal, Sindh and the N.W.F.P., where competitive conditions were 
comparatively   easier.       Having   obtained   such   certificates   of   domicile   on 
the strength of these declarations, the veracity of which could seldom be 
properly checked, these candidates would leave that particular Province 
and     have    no   further   connection     with   it.  They     would     then   prepare 
themselves   for   examinations   in   areas   where   educational   facilities   were 
better   but   by   virtue   of   their   domicile   certificates   they   demanded   to   be 
considered       for  appointment      against     the  quota    of   one   of  the   above 

----------------------- Page 112-----------------------

provinces in which they claimed to be domiciled, provided, of course, that 
they    had    qualified   in  the   examinations.       In   actual   fact,  the   Domicile 
Certificate merely made a refugee candidate eligible for appearing in an 
examination for appointment to a post in Pakistan and did not confer any 
right on him to be appointed against the quota of a particular Province. 

          2.   In  order   to  ensure     that  Government's        recruitment     policy   is 
properly   carried   out   and   that   no   candidate   enters   the   Central   Services 
against   the   quota   of   a   Province   who   does   not   belong   to   that   Province 
either by origin or through settling down permanently there, Government 
consider it necessary to provide a check against the entry into the Central 
Services   of   candidates   who   claim   to   be   considered   against   Provincial 
quotas on spurious grounds.            It has, therefore, been decided that, in the 
case of candidates who qualify for appointment to the Central Services, 
but who do not belong by origin to any Pakistan Province they should be 
admitted   against   the   quota   of   the   Province   in   which   they   claim   to   have 
settled      permanently,        provided      there     is   proof     of    three    years' 
residence/education in the Province against whose quota they claim to be 
considered.       This   can   be   established   in   most   cases   from   educational 
certificates   which the candidates will file with their application.               In other 
cases, where a candidate has been educated in a Province for a shorter 
period     although     he   claims    to  have    resided    there   for  3   years,   other 
evidence must be produced by the candidate to support his claim.                       In the 
case, however, of a refugee candidate studying abroad, or in some parts 
of Pakistan other than the Province against whose quota he claims to be 
considered,       the   condition    of  three   years'    residence     in  that   Province 
should be deemed to be satisfied, if the parents of such a candidate have 
resided in the Province in question for three years. 

          3.  The    decision    outlined    in  the  preceding     paragraph      does    not 
mean   that   refugee   candidates,   who   fail   to   prove   their   claim   that   they 
belong to a particular area, are shut out from appointments to the Central 
Services.     As Ministries are aware, the recruitment policy provides a 20% 
merit   quota   and   a   refugee   candidate,   who   does   not   satisfy   the   above 
requirements, can take his chance in that quota.               Finally, it may be added 
that, in the case of a candidate whose father belongs by birth or by origin 
to   a   Pakistan     Province,    it  is  immaterial    where     he   has    received    his 
education      or   has   resided.    Such     a  candidate     will  be   considered,      for 
appointment   against   the   quota   of   vacancies   reserved   for   that   Province 
without any check. 

----------------------- Page 113-----------------------

          4.   The   above   decision   will   not   be   affected   by   the   coming   into 
existence of one Province in West Pakistan as no change in the existing 
recruitment policy is contemplated.            The recruitment policy in respect of 
services and posts under the Central Government will continue to operate 
in those areas which constitute the previous Provinces and which will now 
be expressed in terms of districts comprising those areas. 

                                  ANNEXURE II 

          Copy      of   Establishment        Division     Office    Memorandum          No. 
1/12/56-R, dated the 14th February, 1958. 

          Attention     is   invited     to   the    Establishment        Division    Office 
Memorandum No. 25/113/54-SEI, dated the 4th January, 1956 in which 
instructions were issued that in the case of a refugee candidate studying 
abroad   or   in   some   parts   of   Pakistan   other   than   the   province   against 
whose   quota   he   claims   to   be   considered,   the   conditions   of three years' 
residence      in  that   Province    should    be   deemed      to  be   satisfied,   if  the 
parents of such a candidate have resided in the Province in question for 
three years.     It therefore, follows by implication that in the case of those 
candidates,      whose     parents    have    acquired    the   domicile    in  a  Province 
zone,     but  who,    due   to  the   exigencies     of  service,   have    been    serving 
outside   that   province/zone,   for   a   number   of   years,   the   conditions   of   3 
years   residence   for   that   province   (for   the   candidate)   will   be   deemed   to 
have been fulfilled for the purpose of being considered against the quota 
of that Province zone. 

Sl. No. 50 

          Determination       of  Domicile.-   Reference       Establishment      Division's 
O.M.   No.   2/2/67-D.V.,   dated   the   26th   August,   1968   (Sl.   No.54).   It   has 
been observed that the instructions contained therein for determining the 
domicile of candidates while making appointment to posts are not being 
complied with faithfully in some cases.            These instructions clearly provide 
that a candidate belonging to Pakistan by origin should be considered for 
appointment   on the basis of domicile of his father.               Similarly, a migrant 
candidate       should     be    considered      only    against     the   quota     of   the 
province/region   where   his   parents  are   domiciled   and   where   they   have 
resided     for  at  least   three   years.    In    case   the   parents    of  a   migrant 

----------------------- Page 114-----------------------

candidate   have   not   migrated   to   Pakistan,   he   should   be   considered   for 
appointment on the basis of his own domicile.               All the Ministries/Divisions 
are requested that while making ad hoc appointments against the posts 
required   to   be   filled   through   FPSC   they   should   carefully   examine   the 
domicile of the candidates in the light of the above instructions.               This may 
also kindly be brought to the notice of all the departments/organizations 
under their administrative control for strict compliance. 

          [Authority.- Estt. Division O.M.No.2/2/77-W.C/R.2 dated 13-10-1987]. 

Sl. No. 51 

          Married female candidates - determination of domicile.- According 
to    the    decisions     contained      in   the   Establishment        Division    Office 
Memorandum No. 2/2/67-DV, dated the 26th August, 1968, the domicile 
of a candidate is to be determined on the basis of the domicile of his or 
her parents and if the parents of a migrant candidate have not migrated to 
Pakistan, on the basis of his or her own residence and education in the 
Province in which he or she is domiciled. A question has arisen whether a 
female married candidate can be considered to have the same domicile 
as that of her husband.        The matter has been considered and it has been 
decided that the domicile of a married female candidate may be accepted 
to   be   the   same     as  that   of  her   husband      for  the  purposes      of  direct 
recruitment. 

          [Authority.- Estt. Division O.M.No.F.8/5/75-WC, dated 12-8-1975]. 

Sl. No. 52 

          Candidates not required to show place of birth of their fathers for 
purposes       of  domicile.-    As    the   Ministries/    Divisions    are   aware,     the 
Government         observes     Provincial/Regional       quotas     in  filling  vacancies 
reserved for direct recruitment to posts under the Federal Government. It 
has   been   brought   to   the   notice   of   the   Government   that   candidates   for 
appointment to Federal posts are sometimes required to state the place 
of    birth   of  their   father.     This    information     is   not   relevant    to   the 
determination        of  domicile     of   a   candidate.     The    Government        have, 
therefore, decided that in future no candidate will be asked to state the 
place     of  birth  of  his  father.   However,      the  requirement      of  stating   the 
domicile     of  father   and    other   particulars    like  name,    address     etc.,  will 
continue to be observed as before. 

----------------------- Page 115-----------------------

          2. The Ministries/Divisions are requested to give wide publicity to 
these instructions. 

         [Authority.- Estt.Division O.M.No.2/5/77/WC/R-IX, dated 11-1-1978]. 

Sl. No. 53 

          Change      of   domicile    after   entry   into   Government       service.-    A 
question     has    arisen   whether     a  person    who    entered    into  Government 
service     on   the   basis   of  domicile     of  a  particular    Province/Region       of 
Pakistan can subsequently change his domicile during his service.                      As a 
citizen    of  Pakistan     a   Government       servant    can    change     his  domicile 
according   to   the   law   and   the   rules   made   thereunder.   It   has,   however, 
been decided that the domicile of a Government servant as declared by 
him   and accepted by Government at the time of entry into Government 
service   should   be   treated   as   final   throughout   his   service   career   and   no 
subsequent change in his domicile should be recognized for the purpose 
of terms and conditions of his service including his allocation and liability 
to transfer. 

          [Authority.- Estt. Division O.M. No.1/14/71-TRV, dated 20-9-1971]. 

Rules for reservation 
of vacancies for the 
Scheduled Castes 

Sl. No. 54 

          The following rules will be observed in future in pursuance of the 
decision to reserve vacancies for the Scheduled Castes:- 

          (i)       6% of all vacancies (as distinct from posts) to be filled by 
                   direct recruitment in the All-Pakistan Superior Services and 
                   Central    Services.     Class     I,  II  and  III  (including   Central 
                   Ministerial Service) to which recruitment is made on an All- 
                   Pakistan     basis    will  be   reserved     for  Scheduled      Castes 
                   candidates. 

----------------------- Page 116-----------------------

 (ii)     The reservation referred to above will not apply to:- 

         (a)        *vacancies reserved for recruitment on the basis of 

                   merit; 

         (b)        recruitment     made      by   promotion      or   transfer    in 
                   accordance with the relevant rules ; 

         (c)        services and posts which are excluded specifically 
                   from     the    purview      of    these     rules    with    the 
                   concurrence   of   the   Establishment   Division   on   the 
                   ground that they require highly technical or special 
                   qualifications, or isolated posts in which vacancies 
                   occur only very occasionally; and 

         (d)        temporary     vacancies      likely  to  last  for  less   than 
                   three months. 

 (iii)    In   the   case   of   services   to   which   recruitment   is   made   by 
         local areas or circles and not on an All-Pakistan basis, e.g. 
         Class     III  posts   in  the   Railways,    Posts    and    Telegraphs 
          Department,       the    Customs      Services,     the    Income     Tax 
          Department,   etc.,   the   total   reservation   for   Pakistan   as   a 
         whole       of   6%     of   vacancies      for    Scheduled       Castes 
         candidates will be obtained by fixing a percentage for each 
         local    area   or   circle  having    regard    to  the   population     of 
         Scheduled Castes in the area or circle concerned and the 
         rules for recruitment adopted by the Provincial Government 
         of the area or circle concerned. The relevant schemes for 
         effecting this should be drawn up in consultation with the 
          Establishment Division. 

 (iv)     The percentage prescribed will be applied to vacancies in 
         each grade or division of a service to which recruitment is 
         made separately, e.g. clerks `B' grade and `A' grade in the 
          Pakistan Central Secretariat, provided that more than one 
         grade   with   the   same   or   approximately   the   same   pay   and 
         prospects may be combined together for this purpose, with 
         the concurrence of the Establishment Division. 

----------------------- Page 117-----------------------

* 
Amended in the-light of Estt. Division O.M. No. F-25/10/50-Ests. (SEI), dated 6-10-1950. 

           (v)       In   all   cases   a   minimum   standard   of   qualification   will   be 
                    prescribed for candidates of various communities alike and 
                    the   reservation   for   the   Scheduled   Castes   candidates   will 
                    be subject to this condition. 

           (vi)      If  duly    qualified    Scheduled        Caste     candidates       are    not 
                    available      to   fill  the  vacancies       reserved      for   them,     the 
                    vacancies not filled by them will be treated as unreserved 
                    and filled on merit. 

           2. Ministries should initiate action required under sub-paras (ii) (c), 
(iii)   and   (iv)   of   para   1.   Ministries   should   also   proceed   to   lay   down   the 
minimum standards of qualifications required in respect of all the Services 
and posts under their control to which recruitment is made direct. As far 
as    possible,     the   standards      should     be   the   same     as   laid  down     before 
Independence. 

           3. It does not seem necessary to prescribe a model roster to fill 
the vacancies reserved for the Scheduled Caste candidates.                            The Head 
of    the   Department        or   Office    concerned        making      recruitment      should, 
however, ensure that Scheduled Caste candidates are allotted their due 
share of vacancies under these rules promptly and properly. 

           4........... Omitted....... 

           5.   The   question   whether   reservation   for   the   Scheduled   Castes 
should   be   made   in   vacancies   in   Class   IV   Services   under   the   Central 
Government is under consideration and orders on the subject will issue in 
due course. 

           [Authority.- Estt. Division O.M.No.56/2/48-Ests.(ME), dated 19-10-1948]. 

Sl. No. 55 

           Reference.         Establishment           Division       Office       Memorandum 

----------------------- Page 118-----------------------

No.56/2/48-Estt.(ME), dated the 19th October, 1948. 

          It appears that the six per cent vacancies reserved for Scheduled 
Caste   candidates   are   not   filled   by   such   candidates,   the   main   reason 
being non-availability of qualified candidates. Therefore, it is desired that 
while filling the vacancies in which a vacancy or vacancies are reserved 
for   Scheduled      Caste    candidates,     specially   when    recruitment     is  made 
locally, proper publicity should be given in the Scheduled Caste areas in 
order   to   ensure   that   due   representation   is   given   to   Scheduled   Caste 
candidates      in  the   Central    Services/Posts.       The     Ministries,   etc.,  are, 
therefore, requested to take necessary action in this respect while making 
recruitment in future. 

          [Authority.- Estt. Division O.M.No.5/5/57-R, dated 30-10-1957]. 

Initial Appointment to Civil 
Posts (Relaxation of Upper 
Age Limit) Rules, 1993 

Sl. No. 56 

      In  pursuance       of  Rule    12    of  the   Civil   Servants     (Appointment, 
Promotion and Transfer) Rules, 1973, the President is pleased to make 
the following rules, namely:– 

                                 PART I – GENERAL 

      (1) These rules may be called the Initial Appointment to Civil Posts 
(Relaxation of Upper Age Limit) Rules, 1993. 

          (2) They shall come into force with immediate effect: 

      Provided     that   nothing    in  these    rules    shall  apply    to   the 
appointment   to   the   posts   in   BPS-17   to   be   filled   through   C.S.S. 
Competitive Examination. 

----------------------- Page 119-----------------------

                              PART II – GENERAL RELAXATION 

      (3)   Maximum   age   limit   as prescribed in the recruitment rules 
shall be relaxed in respect of the candidates mentioned in column 
(2) below to the extent mentioned against each under column (3):– 

Sl.No.                     Category of candidates                         Age relaxation admissible 

   1                                    2                                                3 

i)          (a)   Candidates       belonging      to    Scheduled      3 years. 
                 Castes,    Buddhist    Community,      recognized 
                 tribes   of   the   Tribal   Areas,   Azad   Kashmir 
                 and Northern Areas for all posts under the 
                 Federal Government. 

           (b)    Candidates     belonging     to  Sindh(R)     and 
                 Balochistan for posts in BPS-15 and below             3 years. 
                 under the Federal Government. 

ii)         Released   or   Retired   Officers   personnel   of   the  *[15]   years   or   the   number   of 
           Armed Forces of Pakistan.                                   years    actually  served   in  the 
                                                                       Armed     Forces     of  Pakistan, 
                                                                       whichever is less. 

iii)        Government      servants    who   have   completed    2    10   years,   upto   the   age   of   55 
           years    continuous    Government      service   on   the   years. 
           closing date for receipt of applications. 

iv)        Disabled   persons   for   appointment   to   posts   in    10 years 
           BPS-15 and below. 

    (4)   Where   a   candidate   is   entitled   to   age   relaxation   under   more   than 
one categories specified in rule 3, he shall be allowed relaxation in age 
only in one category. 

*Amended vide Establishment Division Notification S.R.O.No.576(I)/2000, dated 17-8-2000. 

----------------------- Page 120-----------------------

     *[4A. (1) Subject to sub-rule (2) the maximum age limit prescribed for 
initial   appointment   under   any   rules   for   the   time   being   in   force   shall   be 
relaxed by a period of five years; 

      (2)   The   relaxation   in   upper   age   limit   shall   be   over   and   above   the 
relaxation   of   age   admissible   to   candidates   specified   in   rule   3   or   in   any 
other rules for the time being in force]. 

     **[4B. Notwithstanding the provisions contained in these rules or any 
other rules for the time being in force, the President or the Prime Minister 
may,      on   extreme      compassionate         grounds,      grant    age   relaxation   to   an 
individual   candidate   for   a   period   not   exceeding   three   years   over   and 
above the relaxation in upper age limit already admissible, if any]. 

     ***[4C.     Notwithstanding         anything      contained      in   these    rules,   or   any 
other   rules   for   the   time   being   in   force,   one-time   relaxation   in   the   upper 
age limit shall be admissible to the persons appointed to the posts, on ad- 
hoc basis, from the 1st October, 1981, to the 31st December, 1995, to the 
extent they are overage for initial appointment to the posts, held by them, 
as and when advertised by the Federal Public Service Commission]. 

     @[4D.            Notwithstanding   anything   contained   in   these   rules   or   any 

other     rules    for   the   time    being     in  force,    the   President      or   the    Chief 
Executive   may   grant   age   relaxation   to   the   widow,   son   or   daughter   of   a 
deceased civil servant who dies during service for such period as may be 
considered appropriate]. 

      (5)  Repeal.-  All   existing   rules,   orders   and   instructions   relating   to   age 
relaxation issued from time to time are hereby repealed. 

          [Authority.–Estt. Division Notification No.S.R.O 1079(1)/93, dated 4-11-1993]. 

*Subs vide Estt. Division Notification No. S.R.O. 586(1)/99, dated 18-5-1999. 

**Added vide Estt. Division Notification No.9/2/91-R.5, dated 23-1-1995. 

***Added vide Estt. Division Notification No. S.R.O.798(1)/98, dated 10-7-1998. 
@Added vide Estt. Division Notification No. S.R.O. 294(I)/2002, dated 31-5-2002. 

----------------------- Page 121-----------------------

Clarification regarding General 
Relaxation of 5 Years in Upper 
Age Limit prescribed in 
Recruitment Rules 

Sl. No. 56-A 

           Reference Establishment Division SRO 1079(I)/93, dated 4th 
November, 1993 was amended vide SRO 586(I)/99, dated 18th May, 

1999 to provide as under:- 

          “The   maximum   age   limit   prescribed   for   initial   appointment 
          under any rules for the time being in force shall be relaxed for 
          a period of five years”. 

           2. It is clarified that:- 

          (i)    the   above   cited   relaxation   is   with   reference   to   the   upper   age 
                limit   prescribed   in   the   recruitment   rules   of   posts   made   under 
                sub–rule(2)      of   Rule-3    of  the    Civil  Servants     (Appointment, 
                Promotion  and  Transfer)  Rules,  1973  and  is  not applicable to 
                the case of Competitive Central Superior Services Examination 
                conducted by the Federal Public Service Commission. 

          (ii)   All the candidates who, otherwise, fulfil the eligibility conditions 
                of initial recruitment to a post as prescribed in the Recruitment 
                Rules are entitled to it. Entitlement to the said relaxation is not 
                subject to any discretionary powers. 

           3.   In   order   to   ensure   that   the   above   mentioned   facility   is 
availed   by all  intending  eligible  candidates,  it  is  necessary  that, 
whenever       vacancies      are  advertised     and    an   upper    age   limit  as 
prescribed        in   the    recruitment      rules    is    mentioned       in   the 
advertisement, it should be clearly highlighted in the advertisement 
that the general concession of relaxation of upper age limit upto five 
years SHALL be available to all the candidates. 

----------------------- Page 122-----------------------

          4.   All  Ministries/Divisions/Departments           and    the   Federal 
Public     Service    Commission       are,   therefore,   requested      to  clearly 
indicate in their advertisements that government has allowed general 
relaxation     upto   five  years    over   the   age   limit  prescribed     in  the 
Recruitment Rules of posts and given in the advertisement. 

          5.  This   supersedes      Establishment      Division    O.M.   of  even 
number dated 23.11.2000. 

          [Authority:- Establishment Division’s O.M.No.F.9/2/91-R.5, dated 28.11.2000. 

Physical Fitness 

Sl. No. 57 

          Please       consult     Fundamental         Rules      10    and      10-A     and 
Supplementary   Rules   3,   4   &   4-A   of   the   Compilation   of   Fundamental   & 
Supplementary Rules, Vol.I, regarding determination of physical fitness of 
Government servants on first appointment and during service. 

Appointment to post 
"By initial recruitment" 
method 

Sl. No. 58 

          The procedure of making appointments against post, falling within 
the    purview     of   the   Federal     Public    Service    Commission,        by   "initial 
appointment"   either   on   regular   basis   through   FPSC   or   on  ad   hoc  basis 
pending   the   availability   of   FPSC-nominations,   is   laid   down   in   the   Civil 
Servants      (Appointment,      Promotion      and    Transfer)    Rules,    1973,   and    in 
several     communications         issued    and    circulated    by   the   Establishment 
Division   from   time   to   time.    Despite   this,   instances   have   come   to   the 
notice   of   the   Establishment   Division   where   Ministries/Divisions   do   not 
properly       follow    the    rules    and     instructions      while    making      initial 
appointments.         Consequently,        proposals     received    from    them    are   not 
expeditiously       processed      in   the   Establishment       Division     for  want    of 
clarifications   on   one   point   or   the   other,   which   causes   complaint   to   the 
referring Ministries/Divisions. 

----------------------- Page 123-----------------------

          2.   With   a   view,   however,   to   enabling   the   Ministries/   Divisions   to 
keep in view the method and procedure while making initial appointments, 
salient relevant rules and instructions have been brought together in the 
shape   of   "Guide-Lines",   a   copy   of   which   is   enclosed   for   their   guidance 
(Annexure). 

          3. It is requested that the instructions contained in the "Guidelines" 
should   be   strictly   followed,   and   in   the   case   of   doubt   a   clarification   may 
please be sought from the Establishment Division. 

          [Authority.- Estt. Division O.M.No.2/9/76.D.III, dated 14-3-1981]. 

                                   ANNEXURE 

                                  GUIDELINES 

     For making appointment against posts falling within the 
           purview of the FPSC, and to be filled "by initial 
        appointment", in accordance with the Civil Servants 
        (Appointment, Promotion and Transfer) Rules, 1973 

              (I) POSTS TO BE FILLED THROUGH FPSC 

          (1)   The   method   of   appointment   and   the   qualifications   and   other 
conditions     applicable     to  a  post   should    be  laid  down     (that  is  to  say, 
Recruitment Rules for the post should be framed), if not already done, by 
the Ministry or Division concerned, in consultation with the Establishment 
Division and the FPSC. 

          (2)  The    vacancies     to  be  filled  on  All-Pakistan     basis   "by  initial 
appointment" should be distributed on merit/regional-quota basis, as laid 
down   in   the   Establishment   Division's   O.M.   No.   F.   8/9/72-TR.V,   dated 
31-8-1973 (Sl. No.13) read with O.M.No. 9/7/ 80-A, III, dated 23 9-1980. 
(Sl. No.39). 

          (3)  The    number     of  vacancies     required    to  be   filled  should    be 
referred to FPSC, indicating the requirements of the Recruitment Rules, 
and     their   regional     quota,   i.e.    requisite    qualifications/    experience/ 
age/domicile etc. 

----------------------- Page 124-----------------------

           *(4)   In   the   absence   of   the   Recruitment   Rules,   the   requisition   to 

FPSC should be routed through the Establishment Division. 

           (5)   Vacancies   which   cannot   be   filled   by   candidates   belonging   to 
the Province or region to which the vacancy is allotted shall be left vacant, 
and   re-advertised   or   filled   at   a   later   stage   by   a   candidate   of   the   same 
region.      In   other   words,   a   vacancy   for   one   region   cannot   be   filled   by   a 
candidate of another region, even temporarily or on ad hoc basis. 

           (6)   The     vacancies       should      continue      to   be   advertised       through 
FPSC,   until   they   are   filled,   according   to   their   regional   quota,   by   FPSC 
nominees. 

           (7)   Nominee(s)         of   FPSC      shall    normally      be    accepted       by   the 
Ministry/Division/Department               concerned.         However,        if  the  Ministry   etc. 
does       not    accept      the    nomination(s),         it  shall    communicate           to   the 
Commission           the     reasons       for   the     non-acceptance,           and     after    the 
Commission has expressed its further views in the matter, the case shall 
be     submitted       for   a   decision      to   the   **President,      in   a   self-contained 

Summary, through the Establishment Division. 

           (8)   Proposal       to  appoint     the    FPSC-nominees            in  Grade-17       and 
above       should     be    referred     to   the   Establishment         Division     for   seeking 
approval of the competent authority for their appointment.                         This should be 
done   through   a   Summary   to   be   signed   by   the   Secretary   (or   Additional 
Secretary, if there is no Secretary) of the Ministry/Division concerned. 

           (9)    The    Summary         should      be    accompanied          by    the   following 
documents          otherwise       the    proposal       will   not    be    considered        by   the 
Establishment Division:- 

           -          A copy of the relevant Recruitment Rules. 
           -          Copy of the requisition sent to FPSC. 
           -          FPSC's letter of nomination. 
           -          Bio-data     of   each     nominee,      containing       his  qualifications/ 
                     experience/age/domicile etc. 
           -          Character Rolls of such nominees who may already be in 
                     Government service. 

* 
 Note.- For revised instructions pl. see para 1(i) of the Estt. Division O.M. 

No.11/1/81-R.5 dated 20-8-1981 (Sl.No.3). 

** 
 Note.- "Prime Minister" may be referred to in the present context  vide Sl.No.5, Schedule V-A Rules 

of Business, 1973 (1996 edition). 

----------------------- Page 125-----------------------

          (10) After the competent authority has approved the appointment 
of   the   candidates   nominated   by   the   FPSC,   their   appointment   shall   be 
notified by the Ministry/Division concerned, under intimation to the FPSC 
and the Establishment Division. 

(II)               POSTS TO BE FILLED ON AD HOC 
                  BASIS, PENDING THE AVAILABILITY 
                           OF FPSC - NOMINEES 

          (a) If a vacancy is required to be filled urgently, it may be filled on 
ad hoc basis, for a period not exceeding six months or till the availability 
of   FPSC-nominee,        whichever     is  earlier,  provided   that  the  vacancy     is 
referred to FPSC, if not already referred, within two months of the filling of 
that vacancy on ad hoc basis. 

          (b)  For  making    ad   hoc   appointment,     the   vacancies    should    be 
advertised in the Press, indicating the requirements of Recruitment Rules 
and   regional   quota,  i.e.   requisite   qualifications/experience/age/domicile 
etc.   it  should   be   ensured    that   there   is  no  disparity   in  the  regional 
distribution   of   vacancies,   referred   to   FPSC   and   advertised   for  ad   hoc 
appointment through Press. 

          (c) In the advertisement for  ad hoc appointment, it should clearly 
be stated that appointment on ad hoc basis shall be for six months, or till 
the availability of FPSC-nominees, whichever is earlier. 

          (d)   Suitable    applicants/candidates       will   be   selected     by   the 
authorised Departmental Selection Committee. 

          (e) Prior approval of the competent authority should be obtained to 
appoint the selected candidates on ad hoc basis.              In the case of ad hoc 
appointments       to  Grade-17     and    above,    approval    should    be  obtained 
through a "Summary" to be signed by the Secretary (or Addl.               Secretary, if 
there    is  no   Secretary)    of  the   Ministry   concerned,      and   sent   to  the 
Establishment Division for the purpose. 

          (f)  The   Summary       should    be   accompanied       by   the   following 
documents       otherwise     the   proposal     will  not   be   considered     by   the 
establishment Division:- 
          -        A copy of the relevant Recruitment Rules. 
          -        Press-cutting of the advertisement made. 

----------------------- Page 126-----------------------

          -         Minutes of the Departmental Selection Committee. 

          -         A   statement   showing   names   and   other   particulars   of   the 
                   selected         candidates         viz.       their       qualification/ 
                   experience/age/domicile          etc.,  supported     by   their  original 
                   applications. 
          -        Copy of the requisition, and a copy of the covering letter, 
                   sent to FPSC. 
          -        A   statement     showing     regional    distribution   of  vacancies, 
                   against   which  ad   hoc   appointments   are   proposed   to   be 
                   made. 

          (g) Those approved by the competent authority, their appointment 
shall   be   notified   by   the   Ministry/Division   concerned,   under   intimation   to 
the Establishment Division. 

          (h)  In  the   letter/notification,   relating   to ad    hoc   appointment,      it 
should specifically be stated that the candidate is being appointed on ad 
hoc     basis   for   six  months,     or   till  the  availability  of   FPSC-nominee, 
whichever is earlier. 

          (i) In case the FPSC are unable to provide nominee(s) within the 
first six months, and it is necessary, in the interest of public, to let the ad 
hoc     appointee(s)      continue,    an    extension     in  the   tenure    of   his/their 
appointment for a period of not more than six months shall be obtained 
from the FPSC. 

          (j)   Subsequent   extension(s)   in   the  ad   hoc   tenure,   if   necessary, 
shall   be   obtained,   for   a   period   of   not   more   than   six   months,   from   the 
competent authority, in the manner pointed out at (e) above. 

          (k) If and when the vacancies are advertised by FPSC, the ad hoc 
appointees may apply for the same, through proper channel, and take a 
chance if they have not already applied. 

          (l) Persons appointed on ad hoc basis should not be promoted to 
higher posts. 

          (m)   Similarly   no   promotion     should    be   made     on  ad   hoc   basis, 
because   "ad   hoc   basis",   when   used   with   reference   to   an   appointment, 
means appointment of a person on temporary basis pending appointment 

----------------------- Page 127-----------------------

of a person nominated by the FPSC.                In view of this position, Recruitment 
Rules,     if  any,  containing     provision     for  "ad   hoc   promotion",   should   be 
amended in consultation with the Establishment Division and the FPSC. 

           (n) As and when an FPSC-nominee becomes available the ad hoc 
appointee to the post for that region/domicile shall either be reverted to 
his    lower   post/grade      (if  he  is  already    a  civil  servant)    or  his  services 
terminated   (if   he   is   recruited   directly   from   outside)   immediately   without 
any notice and without assigning any reason therefor. 

           [Authority.- Estt. Division O.M.No 2/9/76-D.III, dated 14-3-1981]. 

Sl. No. 59 

           Bar against revising qualifications prescribed for the posts in the 
Recruitment        Rules.-    The     Federal     Public    Service     Commission        have 
brought to notice that the Ministries/Divisions while placing requisitions for 
recruitment to posts under them deviate from the qualifications and other 
conditions   prescribed   for   the   posts   in   the   Recruitment   Rules.        In   some 
cases, requests were received by the Commission for modification of the 
qualifications after the posts had been advertised. 

           2. Ministries/Divisions are requested to ensure that qualifications 
and     other   conditions     prescribed     for  various     posts   in  the   Recruitment 
Rules are strictly adhered to.           If for any reasons these qualifications and 
conditions   are required to be modified, the revised qualifications should 
be     settled    in   consultation      with    the   Establishment        Division     before 
requisitions   are   placed   with   the   Commission.           Once   a   requisition   has 
been   placed   for   recruitment   and   the   post   has   been   advertised   by   the 
Commission, the qualifications etc., should not be revised. 

          [Authority.- Estt. Division O.M.No.9/3/73-D.V., dated 26-11-1973]. 

Sl. No. 60 

           Reference      a   provision    to   the   following    effect   which     is  being 
suggested   by   the   FPSC   for   inclusion   in   the   recruitment   rules   whenever 
draft recruitment rules have been referred to them in the recent past:- 

                   "Provided also that if no suitable candidate is available with 
                   the prescribed conditions of age, qualifications, experience 

----------------------- Page 128-----------------------

                    etc., the Commission may relax the prescribed conditions if 
                    the   candidate   is   otherwise   suitable   for   an   appointment   to 
                    the recruitment". 

           2.   Establishment        Division     is  of   the   view     that   relaxation     of 
prescribed       conditions      by   the    Commission         itself  to   avoid    failure   of 
recruitment   is   fraught   with   many   administrative   and   legal   implications. 
The posts with relaxed conditions will have to be re-advertised and if this 
is not done, the candidates who fulfil the relaxed conditions may go to a 
court    of   law   against    the   selections     made     by   the   Commission        on   the 
ground   of   having   been   denied   the   opportunity   to   compete   for   the   post 
under the relaxed conditions. 

           3.   It   has,   therefore,   been   decided   that   the   powers   to   relax   the 
prescribed conditions for appointment to various posts should continue to 
remain with the competent authority. 

           [Authority.- Estt. Division letter No.9/1/73-R.5, dated 12-6-1984]. 

Sl. No. 61 

           Belated requests for cancellation/withdrawal/postponement etc. of 
the requisitions received by F.P.S.C.- It has been brought to the notice of 
the   Establishment   Division   by   the   Federal   Public   Service   Commission 
that   belated   requests   made   to   the   Commission   by   various   Ministries/ 
Divisions      for   the   cancellation/withdrawal/          postponement         corrigendum 
have      increased      considerably.       During     the   year    1973,      11%      of   the 
requisitions   received   were   re-advertised   for   corrigendum   as   desired   by 
the Ministries/Divisions concerned while in 1974 this percentage has shot 
up   to   24%.    This   not   only   places   the   Commission   in   an   embarrassing 
position   but   also   results   in   considerable   delay   and   waste   of   time   and 
public money. 

           2. With a view to obviate the chances of unnecessary delay and 
waste   of   public   money,   all   Ministries/Divisions   are   requested   to   please 
take a clear and firm decision for all the initial recruitments to be made 
through the Commission while sending the requisitions to that body. 

           [Authority.- Estt. Division O.M.No.2/10/74-F.IV., dated 18-12-1974]. 

----------------------- Page 129-----------------------

Sl. No. 62 

          Reference      instructions    contained     in  the  Establishment       Division 
O.M.      No.   9/3/73-DV,      dated     26th   November,       1973     and    O.M.     No. 
2/10/74-F.IV, dated 18th December, 1974. 

          2.  Instances     continue     to  come     to  notice    where    after   placing 
requisitions for recruitment with the Federal Public Service Commission, 
the    Ministries/Divisions/      Departments       have     made     changes      in  those 
requisitions.    In some cases the number of posts notified for recruitment 
was   reduced,   in   other   cases   the   qualifications   notified   were   modified. 
There have also been cases where the domicile for the post was changed 
or the requisition altogether withdrawn after the post had been advertised 
and the candidates interviewed.           Such modifications in requisitions placed 
with the Commission are not only against the instructions issued by the 
Establishment   Division   but   also   place   the   Commission   as   well   as   the 
Government in great embarrassment, apart from delay in recruitment and 
wastage of public time and money.              It has, therefore, been decided that, 
in   future,   if  for  very    cogent    reasons     a   requisition    placed    with   the 
Commission         has   to  be   amended       or  cancelled,    the   reference     to  the 
Commission should be made under the signature of the Secretary of the 
Ministry/Division       concerned       giving    the    reasons      for   the   proposed 
amendment.        A   copy   of   the   communication   should   be   endorsed   to   the 
Establishment Division. 

          [Authority.- Estt. Division O.M.No.11/4/76-D.V., dated 17-7-1976]. 

Sl. No. 63 

          Change      in  requisition    for  recruitment     placed    with  the   Federal 
Public Service Commission. 

          Reference.-   Establishment   Division   O.M.   Nos.   9/3/73-DV   (F/D), 
dated   26-11-73,   2/10/74-F.IV   (F/1),   dated   18-12-1974   and   11/4/76-DV 
(F/X), dated 17-7-1976. 

          2. It has been brought to the notice of Establishment Division by 
the      Federal      Public      Service       Commission         that     requests       for 
amendment/cancellation of the requisitions for recruitment on the plea of 
amendment   in   the   Recruitment   Rules   are   still   being   received   by   them 

----------------------- Page 130-----------------------

after the posts are advertised and, in some cases, even after notice for 
interview      is  issued.      The      Commission        have     observed      that   such 
amendments are generally proposed to accommodate ad hoc appointees 
who otherwise do not fulfil the requirements of the relevant Recruitment 
Rules. 

          3.   As   such   situations   cause   embarrassment   to   the   Commission, 
and      result   in   considerable       waste     of   time    and    funds     spent     on 
re-advertisement,        it  has   been    decided     that   in  future   no   request     for 
amendment/withdrawal of requisition for recruitment will be entertained by 
the Commission on the plea of an amendment in the Recruitment Rules. 
The amendments, if any, will have only prospective and not retrospective 
application. 

          [Authority.- Estt. Division O.M. No.11/4/76-D.V. dated 19-10-1977]. 

Sl. No. 64 

          Check on amendment, cancellation/withdrawal of requisition sent 
to the FPSC.- It has been brought to the notice of Establishment Division 
that    Ministries/Divisions      etc.  after  having     sent   their  requisition    to  the 
FPSC       for  recruitment     to  the  posts    to  be   filled  by  direct   recruitment, 
frequently     request     for  changes     in  the   terms    and    conditions    or   even 
suggest postponement of the recruitment even after posts are advertised. 
 Such actions of Ministries/Divisions not only delay the finalization of the 
recruitment, but also place the Commission as well as the Government in 
an    embarrassing       position.    It   also   puts   the   candidates     to   a  difficult 
situation leading to      unnecessary labour and waste of money. 

          2.   With   a   view   to   exercising   proper   check   on   such   request   for 
amendment,         cancellation/withdrawal         of  requisition     etc.,  it  has   been 
decided   that   in   future   all   such   requests   should   be   routed   through   the 
Establishment Division by Ministries/ Divisions etc. 

          3. Strict compliance by all Ministries/Divisions is requested. 

          [Authority.- Estt. Division O.M.No.2/51/78.D.III, dated 11-7-1979]. 

----------------------- Page 131-----------------------

Sl. No. 65 

          Revised      Requisition     Form     for   direct-recruitment      through     the 
Commission.- Revised Requisition Form FPSC-21 for use in recruitment 
of candidates for appointment to various posts by interview method only 
is annexed.      It is requested that in future the revised Requisition Forms 
may     please    be   used    while   forwarding     requisition   to  the   Commission, 
instead of the old Forms. 

          [Authority.- Federal Public Service Commission's letter No.F.16/6/82-RI, dated 4-7-1982]. 

----------------------- Page 132-----------------------

                                                                                Annexure 

                                                                     F.P.S.C.-21 

              FEDERAL PUBLIC SERVICE COMMISSION 
                     ---------------------------------(Division) 

Requisition for recruitment to the post of--------------------------------------------- 
---------------------------------------------------------------------------------------------- 

"A"                FOR CANDIDATES INFORMATION 

          (1)      (a)      Designation of the post. 
                  (b)        Number of posts to be filled. 
                  (c)        Grade. 
                  (d)        Scale. 
                  (e)        Special pay (if any). 
                  (f)        Whether   higher   starting   salary   admissible   if   any, 
                            upto,   and   necessary   prior   sanction   of   the   Ministry 
                            of Finance has been obtained? 
                  (g)        Any    other    special     concessions       such    as    free 
                            quarters, light, water, etc. 

          (2)      Whether permanent or temporary. (if temporary period for 
                  which it will last)? 

          (3)      (a)      Duties. 
                  (b)       Place of duty. 

"B"                       FOR ADVERTISEMENT 

          (4)      Qualifications       required     (no    deviations      from     notified 
                   Recruitment Rules are permissible). 

                  (a)        Academic:(If      more     than    one    qualifications     are 
                            prescribed,   preference,   if   any,   as   reflected   in   the 
                            Recruitment Rules). 
                  (b)        Training. 
                  (c)        Experience. 

----------------------- Page 133-----------------------

(The     prescribed    experience      counts    after  acquiring    the   requisite   basic 
educational   qualification.       Whenever   the   Ministry/Division   consider   that 
the     prescribed     experience       gained     before     acquiring     the   minimum 
prescribed       educational      qualification    should     also   be    considered      as 
relevant, this should be made clear, and full justification may please be 
given for providing this relaxation in the interest of service). 

          (5)       Age Limits. 
                   (a)      Minimum. 
                   (b)      Maximum. 

          (Any relaxation, whether in Minimum or Maximum age limits). 

          (6)      Provincial/Regional        distribution    of   post(s)    in  terms    of 
                                   * 
                   Recruitment  Policy. 
                                                        In figures         In words 

                   Merit (10%) 
                   Punjab. (50%)                        ----------         -------- 
                   Sindh (Urban Areas) 
                   (40% of 19% or 
                   7.6%)                                ----------         ------- 
                   Sindh (Rural Areas). 
                   (60% of 19% or 
                   11.4%)                               ----------         ------- 
                   NWFP(11.5%)                          ----------         ------- 
                   Balochistan 
                   (3.5%)                               ----------         ------- 
                   N.A.FATA(4%)                         ----------         ------- 
                   Azad Kashmir (2%)                    ----------         ------- 

         (No change in allocation or reduction in the number of posts would 
         be permitted so far as this requisition is concerned). 

                   *Merit 10% 

                   Punjab (including Federal Area of Islamabad) 50% 
                   Sindh (including Karachi) 19% 

----------------------- Page 134-----------------------

                  The share of Sindh will be further sub-allocated in 
                  the following ratio : 

                 Urban Areas, namely Karachi, Hyderabad 
                 and Sukkur 40% of 19% or 7.6%, 

                 Rural Areas, i.e. rest of Sindh 
                 excluding Karachi, Hyderabad and Sukkur. 
                 60% of 19% or 11.4%. 

                 N.W.F.P. 11.5% 

                 Balochistan 3.5% 

                 Northern Areas and Federally Administered Tribal             Areas 
                 4% and Azad Kashmir 2%. 

          (7)     Are   Government   servants   eligible   for   concession   of   age, 
                 qualifications, experience, etc., which are relaxable in their 
                 favour, as per notified Recruitment Rules. 

          (8)     Any other condition or qualification not covered by above 
                 questions. 

          (9)     Are   women     eligible  in  terms  of  Recruitment     Rules?    If 
                 women      are   to  be  declared   ineligible,   the   Establishment 
                 Division's prior approval must be obtained. 

"C"                          OTHER POINTS 

          (10)    Have     the    Recruitment      Rules,    including    method      of 
                 recruitment and qualifications for the posts been approved 
                 by the Establishment Division and the Commission?               If so, 
                 please state. 

                 (a)       The    Gazette    Notification   No.   and    date   of  the 
                          Recruitment Rules. 

                 (b)       Whether the Recruitment Rules (with amendments 
                          if    any)    amended       in   consultation     with    the 
                          Establishment Division and the Commission?             If so, 

----------------------- Page 135-----------------------

                            please give the Gazette Notification No. and date of 
                            all amendments and a copy of the same should be 
                            enclosed. 

                   (c)       An   up-to-date     and   complete      copy   of  recruitment 
                            Rules must be enclosed with this Requisition. 

          (11)      Was   this   post   advertised   previously?   if   so,   in   which   year 
                   (Commission's Consolidated Advertisement No. should be 
                   quoted). 

          (12)      Name,     telephone     number     and    address     of  Departmental 
                   Representative will be asked by the Commission about a 
                   fortnight ahead when the interviews are fixed up. 

N.B.-     The D.R. should be of the status of Joint Secretary to the Federal 
         Government   and   for   the   sake   of   uniformity   of   assessments   of 
         candidates       the   same      D.R.   would     be   required     to  assist    the 
         Commission at all interviews centres for a particular appointment. 

          (13)      Particulars of the present ad hoc appointee (s). 

Name               Date of   Qualification      Experience         Domicile    Date of 

                   birth                                                       ad hoc 

                                                                               appointment. 

          (14)      It is certified that: 

                   (i)       The   qualifications,   age   limits   and   experience   laid 
                            down   in   the   above   Requisition   are   in   accordance 
                            with     the   recruitment      Rules,    which     have    been 
                            published in the Gazette of Pakistan after approval 
                            by    the   Establishment       Division    and    the   Federal 
                            Public Service Commission. 

----------------------- Page 136-----------------------

                    (ii)      The   particulars   of    ad   hoc   appointees   have   been 
                             given in the requisition against Column 13.                The ad 
                             hoc appointees fulfil all the prescribed qualifications 
                             as educational qualification, experience, age limits 
                                   * 
                             and    Domicile. 

                    (iii)     The     Provincial/Regional        distribution     of  posts     as 
                             given against item No. 6 is in accordance with the 
                             Government Recruitment Policy as contained in the 
                              Establishment   Division's   O.M.   No.   F.   8/9/72-TRV, 
                             dated      the  31st    August,     1973,    as   amended       from 
                             time to time. 

                             The allocation of the post has not been changed as 
                             since it was last advertised.            The allocation of the 
                             post since it was last advertised has been changed 
                             with the concurrence of the Establishment Division, 
                             as required in their O. M. No. 8/15/73-TRV, dated 
                             the 29th November, 1973. 

                    (iv)      The   Requisition   has   been   signed   by   an   officer   of 
                             the status of Deputy Secretary or above. 

                    (v)       Detailed duties of the post against Column 3 of the 
                              Requisition have been mentioned and enumerated. 

                    (vi)      No   changes   as   regards   qualification,   experience, 
                             age,   domicile,   grade,   scale   of   pay,   etc.,   as   far   as 
                             this Requisition is concerned will be accepted, save 
                             in unavoidable circumstances when any change in 
                              Requisition      will   have    to   be   routed     through     the 
                              Establishment Division.         Request for such a change 
                             will     be     signed      by     the     Secretary       of     the 
                             Ministry/Division           and       routed       through        the 
                              Establishment   Division,   as   required  vide  O.M.   No. 
                              11/4/76-DV,       dated     the   17th   July,   1976     and   No. 
                             2/51/78-DIII dated 11th July, 1979. 

                                       Signature............ 
                                       Designation of forwarding authority 

* 
 Please strike out the alternatives not applicable. 

----------------------- Page 137-----------------------

Sl. No. 66 

           Forwarding        of   applications       from    departmental         candidates       for 
                                                              * 
competitive        examinations/selections.-           The     existing      rules    require     that 
applications        for   appointments         in  other     offices    should     be    forwarded 
through proper channel.             The question has arisen as to what should be 
considered   the   appropriate   authority   for   forwarding   applications   of   the 
staff   employed   in   a   particular   office.       As   only   a   responsible   and   fairly 
senior officer of a Division, etc., is generally in a position to know the staff 
requirements of this Division, it has been decided, in consultation with the 
Federal Public         Service      Commission,         that, in the case of a Ministry or 
Division, the forwarding authority should be at least a Deputy Secretary, 
and   in   the   case   of   an   Attached   Department   or   a   Subordinate   Office,   it 
should   be   the   Head   of   the   Department   or   Office,   or   an   officer   of   rank 
equivalent to that of a Deputy Secretary designated by him. 

           [Authority.- Estt. Division O.M.No. 50/l/48-Estt.(ME), dated 3-6-1948]. 

Sl. No. 67 

           Reference.-        Establishment         Division     Office     Memorandum            No. 
50/l/48-Ests. (ME), dated the 3rd June, 1948. 

           It has been brought to the notice of the Establishment Division by 
the Federal Public Service Commission that the instructions contained in 
the Memorandum referred to above are not being generally followed by 
Ministries/Divisions,          and    more     often    applications       in  response       to   the 
Commission's           advertisements         are    forwarded      by    the   Ministry/Division 
concerned with endorsements signed by Assistant Secretaries, although 
the    instructions      issued     in  the   Office    Memorandum           referred     to  above 
require      that    the   forwarding       authority     should      at   least   be    a   Deputy 
Secretary   in   the   case of Ministries/Divisions. It is accordingly requested 
that    the    instructions      contained       in  the    Establishment         Division     Office 
Memorandum   referred   to   above,   should   please   be   followed   strictly   in 
forwarding applications. 

           [Authority.- Estt. Division O.M.No.50/l/48-Estt.(ME), dated 30-3-1950]. 

* 
 Note.- For Government Servants (Application for Services and Posts) Rules, 1966, 

----------------------- Page 138-----------------------

Sl. No. 68 

           Under    the   existing    rules   all  Government        servants,    whether      in 
Provincial      or  in  Central    Service,    have    to  apply    to  the  Federal     Public 
Service Commission in connection with examinations/ selections held by 
them through their respective Heads of Departments or Offices.                       The last 
date for the respective applications by the Commission is set down in the 
Notice     relating    to  every    examination       conducted      by   them    and    in  the 
advertisements issued in connection with selections to be held by them. 

           2. The Federal Public Service Commission have pointed out that 
many such applications are received in their office long after the closing 
date, and have hitherto been entertained if the Commission were satisfied 
that candidates themselves were not at fault.                  The Commission are not 
prepared to continue this indulgence indefinitely and desire it to be made 
clear    that   in   future   late   applications     will   not   normally     be   accepted 
whatever the reason.         It is, therefore, requested that care should be taken 
to   see   that   applications   of   candidates   who   apply   to   the   Federal   Public 
Service   Commission   for   the   Central   Superior   and   Ministerial   Services 
Examinations and selections are not delayed beyond the permitted date 
since delay in future will not be condoned. 

           3.  To   deprive    a   candidate     of  his   candidature      by  reason     of  a 
negligent      omission     to  forward    his   application    could    be   serious    act   of 
irresponsibility. 

          [Authority.-   Estt.   Division   Letter   No.25/4/53-SEI,   dated   23-7-1953   to   the   Provincial   Chief 

           Secretaries with copy to Ministries/Divisions]. 

Sl. No. 69 

           Reference.-   Establishment   Division   letter   No.   25/4/53-SEI,   dated 
the 23rd July, 1953. 

           It   has   been   reported   by   the   Federal   Public   Service   Commission 
that   in   several   cases   the   applications   from   departmental   candidates   for 
the    various    competitive      examinations/      selections     held   by   the   Federal 
Public Service Commission are forwarded by the Departments concerned 
very     late,  without    regard     to  the   last   date    prescribed     for   receipt   of 
applications announced by the Commission.                  To avoid recurrence of such 
delays,      the   Commission        have    decided      that   departmental       delays     in 

----------------------- Page 139-----------------------

forwarding the applications of departmental candidates will not normally 
be condoned.        They will be condoned only in exceptional circumstances, 
which will be considered by the Commission on the merit of each case. 

           2.   In   view   of   what   has   been   stated   above   it   will   be   very   much 
appreciated   if   every   possible   effort   is   made   to   ensure   that   applications 
from      departmental        candidates       for   appearing       at    the    competitive 
examinations/selections held by the Federal Public Service Commission 
are     forwarded      to   the   Commission        by    the   due    dates.    In   case    of 
unavoidable        delay     reasons      should     please     be    recorded,     otherwise 
applications   received   after   the   due   date   will   not   be   entertained   by   the 
Commission. 

           [Authority.- Estt. Division Letter No.8/4/60-E.XIV, dated 18-7-1960 to the 

           Provincial Chief Secretaries with copy to Ministries/Divisions]. 

Sl. No. 70 

           Reference.- Letters No. 54/4/53-SE-I, dated 23rd July, 1953 and 
No. 8/4/60-E, dated 18th July, 1960. 

           2. The Federal Public Service Commission has again complained 
that the applications of departmental candidates are sometimes received 
late    thus   causing     all  round    inconvenience       and    considerable      delay    in 
finalization of recruitment cases. 

           3. It is, therefore, requested that all the Departments may please 
be instructed to strictly observe the instructions contained in the aforesaid 
letters of this Division while forwarding applications to the F.P.S.C. 

           [Authority.- Estt. Division O.M.No.2/9/73-D.III, dated 24-5-1974]. 

Sl. No. 71 

           Failure      of     the     Provincial       Governments           and      Federal 
Ministries/Divisions to inform the F.P.S.C. about withholding of application 
within     one    month     of  the   closing    date    not   to  effect   the   candidate's 
selection/      appointment.-      In    the    Establishment        Division's    letter   No. 
8/54/79/F.I(D.5)        dated    5th   August,     1980     it  was    requested      that   the 
applications,   if   submitted   by   Provincial   Government   employees   through 
proper channel to FPSC, for posts advertised by the Commission, should 

----------------------- Page 140-----------------------

please be forwarded on top priority basis; and in case an application is 
required     to   be  with-held     for  any   reason,    the   Commission        should    be 
informed      within    one    month    of   the   respective     "closing    date"    of  the 
applications. 

          2. The FPSC have reported that despite the instructions issued on 
5th    August,     1980,    the   objective     has   not   been     achieved.      Several 
candidates,   who   appeared   before   the   Commission   on   the   basis   of their 
"duplicate/   advance   copy",   have   told   the   Commission   that   their   original 
applications fell a prey to the clerical redtapism in their respective offices, 
and   their   applications   could   not   be   forwarded   to   the   Commission.       The 
Commission   have   also   complained   that   in   several   cases   the   Provincial 
Governments         as   well  as   the   Federal    Ministries/Divisions/Departments 
informed the Commission about the with-holding of applications, after the 
closing     date   and    in  certain    cases    at   a  stage    when     the   employee/ 
candidate had even been interviewed. It will be appreciated that with such 
state of affairs, not only the efforts of the Commission are wasted, but the 
talented/suitable           candidates          are        also       prevented          from 
selection/nomination. 

          3. Under these circumstances, it has been decided that:- 

          (i)       If   the   Provincial   Governments   and   the   Federal   Ministries 
                   do not inform the Commission of their refusal, within one 
                   month   of   the   "closing   date",   it   will   be   presumed   by   the 
                   Commission         that  permission      has    been    granted     to  the 
                   employee/ candidate who has applied in advance; and 

          (ii)      In view of (i) above, if a departmental candidate/ employee 
                   is   selected/nominated         by   the   Commission,        the   parent 
                   Government/Ministry/ Department/ Corporation etc. of that 
                   candidate shall be bound to relieve him, to enable him to 
                   join the post for which he has been nominated. 

          4.   All  departments/offices/autonomous             organizations      under    the 
administrative       control    of   the   Ministries/Divisions       may     be    informed 
accordingly. 

          [Authority.- Estt.Division Letter No.8/54/79-F.1-D.(5), dated 16-8-1981]. 

----------------------- Page 141-----------------------

Sl. No. 72 

          Recruitment   of   candidates   on   a   pay   higher   than   the   minimum 
scale of the post.- It has been decided in consultation with the Ministry of 
Finance that the following procedure shall be adopted in connection with 
recruitment   through   the   Federal   Public   Service   Commission   when   it   is 
proposed       to  appoint     a  candidate     on    an   initial  pay   higher   than    the 
minimum of the post and the requisition sent to the Commission admits of 
such higher initial pay being given in suitable cases: 

          (i)       Ordinarily   posts   will   be   advertised   on   prescribed   scales 
                   and there need be no provision in the advertisement for a 
                   higher     initial  pay   being   given.     In   all  such    cases    the 
                   appointments must be made on the minimum of the scales. 
                   No representation for a salary higher than the minimum of 
                   the scale will be entertained from any person who enters 
                   Government        service    in  response     to  such    advertisement 
                   without   prior   consultation   with   the   Federal   Public   Service 
                   Commission and the Ministry of Finance. 

          (ii)      In special cases, however, where due to dearth of suitable 
                   candidates        or   where      previous      attempts      to    attract 
                   candidates on the minimum of the scale had failed, it may 
                   be felt necessary to provide for a higher starting pay.                  In 
                   such cases, whenever the requisitions for recruitment are 
                   sent   to   the   Federal   Public   Service   Commission   the   prior 
                   concurrence of the Ministry of Finance must be obtained, if 
                   it is intended in deserving cases to provide a higher initial 
                   pay than the minimum of the advertised scale.                The limit in 
                   the    scale     up   to   which     the    Federal     Public    Service 
                   Commission may be authorised to recommend the starting 
                   salary   will   be   laid   down   by   the   Finance   Ministry   in   each 
                   such case. 

          * 
           (iii)    Before a recommendation as to the higher initial pay made 
                   by the Commission is accepted by the Ministry concerned, 
                   the    concurrence       of  the   Ministry    of   Finance     must     be 
                   obtained. 

* Note.-Please see revised orders vide para 2 of the Estt. Division O.M.No.2/22/75-D.III 

dated 31-10-1976. 

----------------------- Page 142-----------------------

          (iv)      Normally,   no   candidate   should   be   given   a   salary   higher 
                   than that recommended by the Commission.                   If, however, 
                   in an exceptional case it is considered desirable to give a 
                   higher salary to a candidate than 
                   that suggested by the Commission, it will be necessary to 
                   obtain the concurrence of the Commission before seeking 
                   the approval of the Ministry of Finance. 

          (v)       Any     subsequent         recommendation           made       by     the 
                   Commission   must,   before   it   is   accepted,   have   the   prior 
                   concurrence of the Ministry of Finance. 

          2. The procedure outlined above, will apply  mutatis mutandis, to 
posts   to   which   recruitment   is   made   on   contract.     Each   such   case   will 
however, be considered on its merits as regards the scale of pay and the 
maximum of the higher start. 

          [Authority.- Estt. Division O.M.No.11/4/50-SEI, dated 16-5-1951]. 

Sl. No. 73 

          Grant    of   starting   salary   to   candidates     after   selection    by   the 
Federal Public Service Commission.- It has been brought to the notice                      of 
 this    Division     by    the    Federal     Public     Service     Commission         that 
Ministries/Divisions sometimes approach the Commission to recommend 
starting   salary   higher   than   the   minimum   prescribed   for   the   candidates 
after they have been nominated by the Commission.                    The position in this 
respect is stated below. 

          2.   In  case    it  is  intended     to  grant   higher    starting    salary   to 
incumbent of any post, the F.P.S.C. should be informed of such details at 
the time when the requisition for that post is sent to them to enable them 
to   include    this  provision    in  their  advertisement.      Further,   according     to 
Serial No. 16 of Annexure II to the Ministry of Finance O.M.No.F 1(5)R 
12/80,   dated   the   11th   March,   1981,   the   F.P.S.C.   may   recommend   the 
grant of not more than six premature increments to a nominee only when 
suitable     persons     of  requisite    qualifications    are   not   available    on   the 
minimum prescribed pay of the post.             In either case the Commission may 
use its discretion to recommend and to fix the number of such increments 
within the prescribed limit or not to recommend the premature increments. 
          3.   As    explained     above,     in  cases     where     the   F.P.S.C.     has 

----------------------- Page 143-----------------------

nominated a person without recommending premature increments, there 
is    no   justification   for   a   Ministry/Division/      Department       to  ask    the 
Commission for recommendations for such increments. 

          4. Ministries/Divisions are requested to explain the above position 
to all the Departments/Offices under their jurisdiction. 

          [Authority.- Estt. Division O.M.No.2/22/75-D-III, dated 31-3-1976]. 

Recruitment to the Posts 
BPS-16 and above 

Sl. No. 74 

          While processing recruitment against various posts in BPS-16 and 
above        under       the     Federal       Government,         the      administrative 
Divisions/Departments are required to nominate professionally competent 
and      senior     officers    (in    BPS-20      or    above),      as    Departmental 
Representatives        to  assist   the  Federal    Public   Services     Commission       in 
assessing suitability of the candidates. 

          2. FPSC has reported that over the years it has been noticed that 
the Departmental Representatives are either not nominated at all or they 
do not attend on specified dates. At times they come late also. Generally 
officers of BPS-19 or below are nominated. They, very often, do not have 
the   requisite   experience   and/or   they   lack   relevant   professional/technical 
expertise in the field of the advertised post. Commission is not informed 
about     the  non-availability     of  a  qualified   officer   for  which   last  minute 
alternate arrangements are impossible to make. The names/ addresses 
of    the   Departmental       Representatives        seldom     given,    nor   are   their 
telephone       (Office    and     residential)     numbers      provided.      Thus     the 
Commission is prevented from reaching them to ensure their presence. 

          3. It is, therefore, requested that FPSC's instructions in this regard 
may     kindly   be   complied     with  in  letter  and   spirit  so  as   to  avoid   any 
untoward situation in future. 

          [Authority.- Estt. Division (Training Wing) Circular No. 3/8/92-T.V. dated 17-10-1993]. 

Sl. No. 75 

----------------------- Page 144-----------------------

          Recruitment Policy.- The legal frame work for recruitment and its 
procedures has been provided in Civil Servants Act, 1973; Civil servants 
(Appointment,       Promotion      and   Transfer)    Rules,    1973;    Federal    Public 
Service      Commission       Ordinance,      1977    and    Federal     Public    Service 
Commission (Functions) Rules, 1978. The law and rules, by themselves, 
are    not  enough     to  meet   the   functional   requirements      and   need    to  be 
supplemented         by   a   comprehensive         and    consistent     set   of   policy 
guidelines. 

          2. Comprehensive guidelines for recruitment have, therefore, been 
framed   with   the   approval   of   the   Prime   Minister   (Annexure).   The   new 
recruitment   policy   will   take   effect   immediately.   Detailed   instructions   on 
some   of   the   points   or   amendment   in   rules   where   necessary   are   being 
issued separately. 

          [Authority.- Estt. Division d.o. letter No.10(1)/91-CP-I, dated 1-1-1992]. 

                                                                      Annexure 

     RECRUITMENT POLICY FOR THE FEDERAL SERVICES/ 
               AUTONOMOUS BODIES/CORPORATIONS 

          The   existing   procedures      formulated    in  the   past  with   regard   to 
recruitment were on the basis of experience; the problem mainly lay in the 
implementation of the policy which provided large areas of discretion. As 
per    the  existing    policy,  the   Federal    Public   Service    Commission       was 
responsible for recruitment in the Federal Services only to posts in BPS- 
16 and above. The Autonomous Bodies/Corporations did not come under 
the purview of the FPSC. Again the quotas are applicable in Autonomous 
Bodies/ Corporations only for recruitment to posts in BPS-17 and above. 
          2. A new recruitment policy has been formulated laying emphasis 
on    merit,   elimination    of  discretion   and    the  monitoring     role  of   public 
representatives.   Salient   features   of   the   new   recruitment   policy   are   as 
under:- 

          (a)      The role of the FPSC in recruitment has been enhanced. It 
                  will also strictly adhere to a maximum period of 6 months 
                  from the receipt of requisition for recommending nominees. 

          (b)      Efforts have been made to minimize discretion. 

----------------------- Page 145-----------------------

          (c)      Regional/provincial   quotas   have   been   made   applicable   in 
                  Autonomous Bodies/Corporations as is being observed in 
                  the Federal Services. 

          (d)      Ad hoc appointments have been discontinued. 

          (e)      Monitoring       role    of   the    Public     Representatives         in 
                  implementation         of   the    recruitment      policy   has     been 
                  incorporated. 

          (f)      Five   per   cent   quota   for   orphans   and   destitutes   has   been 
                  provided. 

          (g)      Regional/provincial imbalances will be removed. 

3.    The details of the recruitment policy are as under:- 

     (a) Recruitment   to   posts   in   BPS-16   and   above   which   is   around   an 
         annual intake of about 1000 will continue to be made through the 
         FPSC.   However   time   taken   by   the   FPSC   will   be   curtailed   to   a 
         maximum of 6 months from the date of receipt of question. 

     (b) Recruitment        to   posts    in   BPS-11      to   15    for  the    following 
         departments will be entrusted to the FPSC:- 

                  (1)       Ministries/Divisions. 

                  (2)       CBR       including      Customs       and     Income       Tax 
                            Departments. 

                  (3)       Federal Investigation Agency. 

                  (4)       Pakistan Narcotics Control Board. 

                  (5)       Pakistan Railways. 

                  (6)       Immigration and Passport. 

                  (7)       Export Promotion Bureau. 
                  (8)       Islamabad Capital Territory. 

----------------------- Page 146-----------------------

          (9)        Bureau of Emigration and Overseas Employment. 

          (10)       Estate Office. 

          (11)       Offices    of   the   Chief    Controller     of   Imports     and 
                    Exports. 

 (c)       For    posts     in   other    than     selected      departments,        the 
          procedures will be streamlined and merit to be assigned to 
          requisite experience/ academic/technical qualifications. 

 (d)       No   weightage        should     be   given     to  the    interview     and 
          resorted   to   only   if   considered   necessary   to   adjudge   the 
          suitability    for  a  particular    job.   For   example      if  a  person 
          stammers   then   for   a   post   like   that   of   Radio   Broadcaster, 
          physical interview may be essential to detect the disability. 

 (e)       Objective      type    of   tests,    if  considered       necessary       to 
          determine        the   eligibility   for   a   specific     post,    will   be 
          organized   with   the   prior   permission   of   the   Establishment 
          Division. 

 (f)       Recruitment   should   be   made   on   regular,   known,   periodic 
          intervals   in   February   and   August   each   year,   after   proper 
          advertisement        through      Electronic    and    National/Regional 
          media.      After   advertisement       minimum       period    of  30   days 
          should       be    allowed      for   receipt     of    applications.      No 
          Ministry/Division/        Department/Organization            shall   receive 
          applications       for   any     post    unless     the    vacancies       are 
          advertised. 

 (g)       Procedures for recruitment to posts in BPS 6 to 10 to be as 
          per (c) to (f) above. 

 (h)       Procedures   for   recruitment   to   posts   in   BPS   1   to   5,   like 
          Lower      Division    Clerk    where    the   qualification     is  at  least 
          Matric,   will   also   be   as   per   (c)   to   (f)   above.   For   others   as 
          per the present practice. 

 (i)       Ad   hoc    appointments          irrespective       of   grades     will  be 
          discontinued.       In   unavoidable      circumstances,        all ad    hoc 

----------------------- Page 147-----------------------

         appointments will be made with the specific permission of 
         the    Prime     Minister.    No   such    appointment       will  be   got 
         regularized under any circumstances. 

 (j)      Recruitment to posts in Autonomous bodies/Corporations. 

         (1)        The present system of recruitment to Management 
                   Grades      M1    to  M3    or   equivalent     is  considered 
                   satisfactory and will continue. 

         (2)        For   appointments       of   Senior    Managers/       Deputy 
                   Managers in Grades E1 - E5 and for appointments 
                   to non-executive grades equitable with Government 
                   BPS-3   and   above   the   selection   be   based   keeping 
                   in view the Regional/Provincial quota as applicable 
                   in the Federal Services. Method should conform to 
                   (c) to (f) above. 

         (3)        No   weightage   should   be   given   to   the   interview   if 
                   considered   necessary   to   adjudge   suitability   for   a 
                   particular job. 

 (k)      Age    relaxation    NOT     to  be  allowed     when    candidates     of 
         correct     age   are   available.    This   will  not  apply    to  those 
         candidates who become overage during the ban. 

 (l)      Parliamentary       Committee       will   be   constituted     in   each 
          Ministry/Division         to     oversee        and      monitor       the 
         implementation   of   policy   in   respect   of   recruitments   made 
         other   than   through   the   FPSC.   The   same   would   apply   to 
         each autonomous body/ corporation. 

 (m)      The   Regional/Provincial   quota   if   not   filled   will   be   carried 
         forward until/unless suitable hands are available from the 
          Provinces/Regions concerned. No "substitute" recruitment 
         should be allowed. 

 (n)      The         vacancies          of        each        Ministry/Division/ 
          Department/Autonomous              Body/Corporation        as    per   the 
          Regional/Provincial        quota   should     be  advertised     through 
          Regional/Provincial/National             Newspapers/           Electronic 

----------------------- Page 148-----------------------

         Media and that too, on Sundays. This is on the pattern of 
         the FPSC where the posts are advertised on Fridays. 

 (o)      Booklet    of  vacancies     will  be  printed    by  the   concerned 
         Ministries/Divisions                    incorporating                  all 
         Departments/Subordinate             Offices/Autonomous           Bodies/ 
         Corporations in December and June each year and made 
         available on payment to all for information. 

 (p)      An exercise will be carried out to revise the classification of 
         Federal           Government             Offices/         Autonomous 
         Bodies/Corporations          functioning     on   Regional/Provincial 
         basis.    This   should    be   monitored     by   the  Committee       of 
         Public      Representatives        being     established       in   each 
         Ministry/Division. 

 (q)      Five    per     cent    of   the    vacancies       available     to   a 
         region/province       as   per  their  quota    will  be  reserved     for 
         orphans/destitutes.        The     criteria   is   being    determined 
         separately. 

 (r)      To give relief to the candidates who may become overage 
         as    a  result   of  ban   imposed     by   the  Government       since 
         November   1990,   the   age   limit   be   relaxed   by   one   &   half 
         years till 31-12-1992. 

 (s)      The   present   application   of   1%   quota   for   employment   of 
         disabled persons should be enforced strictly. 

 (t)      Details    regarding     the  backlog     of   backward      areas    for 
         employment             in      Federal         Services/Autonomous 
         Bodies/Corporations          as    per    Provincial/regional      quota 
         should         be       collected        from       each        Ministry/ 
         Division/Department and then the situation rectified. 

 (u)      The   present   strength   of   members   of   the   FPSC   be   raised 
         from 8 to 10 and additional funds to the tune of Rs.12.55 
         million    be   provided    to   take   on   the  additional    work    of 
         recruitment      to  selected    posts   of   BPS    11-15.   FPSC      to 
         establish   regional   centres   for   receipt   of   applications   and 
         conducting of tests/ interviews for the advertised posts in 

----------------------- Page 149-----------------------

                  far flung areas like Chitral and Gilgit etc. 

          (v)      The inter se merit in provinces should be on as small a unit 
                  as possible - both for Federal and Provincial Governments 
                  jobs. 

Sl. No. 76 

          Recruitment      Policy    for    the    Federal     Services/Autonomous 
Bodies/Corporations.-          The     question     of   formulating     a  merit-based 
recruitment   policy   has   been   under   consideration   of   the   Government   for 
some      time   past.  The    Government       has   decided    to  lift  the  ban   with 
immediate effect and to lay down the following policy for recruitment:- 

          (a)      Recruitment to posts in BPS 16 and above will continue to 
                  be made through the Federal Public Service Commission 
                  (FPSC)   as   hithertofore.   However,   the   time   taken   by   the 
                  Commission will be curtailed to a maximum of six months 
                  from the date of receipt of requisition. 

          (b)      Recruitment      to   posts    in  BPS     11   to   15   in   all  the 
                  Ministries/Divisions,      and    the   following    Departments       is 
                  entrusted to the FPSC:- 

                  (1)       Central Board of Revenue including its departments 
                           such as Customs, Excise, Income Tax etc. 

                  (2)       Federal Investigation Agency. 

                  (3)       Pakistan Narcotics Control Board. 

                  (4)       Pakistan Railways. 

                  (5)       Immigration and Passport. 

                  (6)       Export Promotion Bureau. 

                  (7)       Islamabad Capital Territory. 

                  (8)       Bureau of Emigration and Overseas Employment. 

                  (9)       Estate Office. 

----------------------- Page 150-----------------------

                    *(10)      Offices     of   the   Chief    Controller      of  Imports      and 

                              Exports. 

           (c)       For   the   posts   in   BPS   11 to 15 and BPS 6 to 10 in other 
                    than     the   departments       mentioned       in  (b)   above,     and    the 
                    posts         in      BPS         6       to      10        in      all      the 
                    Ministries/Divisions/Departments,   the               procedures   will   be 
                    streamlined   and   merit   will   be   determined   on   the   basis   of 
                    requisite         experience,           academic          and        technical 
                    qualifications, as under:- 

                    (i)        No   weightage   shall   be   given   to   the   interview,   and 
                              the interview shall be resorted to only if considered 
                              necessary         to   determine        the    suitability     for   a 
                              particular job e.g. if a person stammers for a post of 
                              Radio Broadcaster etc., physical interview may be 
                              essential to detect the disability. 

                    (ii)       Objective   type   of   tests   if   considered   necessary   to 
                              determine   the   eligibility   for   a   specific   post,   will   be 
                              organized         with    the     prior    permission        of    the 
                              Establishment        Division. 

                    (iii)      Recruitment   shall   be   made   only   in   the   months   of 
                              February and August each year. All the posts shall 
                              be        advertised          through          Electronic         and 
                              National/Regional           media.       No     Ministry/Division/ 
                              Department/Organization shall receive applications 
                              for any post unless the vacancies are advertised. A 
                              minimum        period     of  30   days     will  be   allowed     for 
                              receipt of applications. 

           (d)       Procedures for recruitment to posts in BPS 1 to 5 such as 
                    Lower      Division     Clerk   where     the   qualification     is  at   least 
                    Matric, will also be as per (c) above. For others as per the 
                    present practice. 

* 
 Now Abolished. 

           (e)       No   ad   hoc   appointment   will   be   made   in   any   Basic   Pay 

----------------------- Page 151-----------------------

         Scales.     In unavoidable circumstances, such appointments 
         will   be   made    with   the  specific    permission     of   the   Prime 
          Minister. No such appointment shall be regularised under 
         any circumstances. 

 (f)      Age    relaxation    will  not  be   allowed    when     candidates     of 
         correct     age   are   available.    This   will  not  apply    to  those 
         candidates who have become overage due to the ban on 
         recruitment. They will be allowed age relaxation of one and 
         half years till 31-12-1992. 

 (g)      The   Provincial/Regional   quota   if   not   filled   will   be   carried 
         forward      till  suitable  candidates      are   available    from    the 
          Province/Region concerned. No `substitute' recruitment will 
         be made. 

 (h)      The     vacancies     in   each    Ministry/Division/      Department/ 
         Autonomous          Body/Corporation,        as   per   the    Provincial/ 
          Regional      quotas,    shall  be   advertised     through     National/ 
          Provincial/Regional   newspapers   and   Electronic   Media   on 
         Sundays. 

 (i)      Booklet of vacancies,other than those falling in the purview 
         of     the    FPSC,      will   be    printed     by    the    concerned 
          Ministries/Divisions       in   respect     of    their   Departments/ 
         Subordinate        Offices/Autonomous         Bodies/Corporations         in 
          December and June each year and will be made available 
         on payment. 

 (j)      Five     per    cent     of   the    vacancies       available      to   a 
          Province/Region as per quota will be reserved for orphans/ 
         destitutes. The criterion is being defined separately. 

 (k)      The   present   application   of   1%   quota   for   employment   of 
         disabled persons should be strictly adhered to. 

 (l)      The    deficiency     in  Provincial/Regional       representation      of 
         backward   areas,   if   any,   in   Federal   Services   and   in   the 
         Autonomous   Bodies/Corporations   will   be   worked   out   and 
         intimated   to   the   Establishment   Division   for   rectifying   the 
         existing imbalance. 

----------------------- Page 152-----------------------

          (m)      An   exercise     will  be  carried   out   to  classify   the  Federal 
                   Government Offices/Autonomous Bodies/ Corporations on 
                  functional   basis  i.e.   All   Pakistan,   Provincial   or   Regional. 
                  The intake from within a province will be on as small a unit 
                  as possible - both for Federal and Provincial Governments 
                  jobs. This would be monitored by the Committee of Public 
                   Representatives            being        established         in      each 
                   Ministry/Division. 

          (n)      Parliamentary Committees will be constituted by the Prime 
                   Minister for each Ministry/Division to oversee and monitor 
                  the implementation of policy in respect of recruitment other 
                  than   through   the   FPSC.   The   same   would   apply   to   each 
                  autonomous body/corporation. 

          [Authority.- Estt. Division O.M.No.3/1/92-R.2, dated 2-1-1992]. 

Ad hoc appointment pending 
regular selection by the 
F.P.S.C. 

Sl. No. 77 

          Observance       of  recruitment     policy,   regarding    provincial/regional 
quota     in   making    ad    hoc   appointments.-       The    recruitment     policy   of 
Government regarding provincial/regional quotas etc., is to be observed 
in   all  cases    of   direct   recruitment     to  vacancies     including    temporary 
vacancies, expected to last for more than 3 months,  vide Establishment 
Division   Office   Memorandum   No.   25/48-SEI,   dated   the   13th   November, 
1948 and No. 1/6/59-R, dated the 5th May, 1959. 

          2.   Since   ad    hoc   appointments       made     pending     availability   of 
suitable     qualified   candidates      are   also    temporary     appointments,       the 
recruitment       policy   should     be    observed      in   all  cases     of  ad    hoc 
appointments made by direct appointment in which the candidate is likely 
to hold the post for more than 3 months or there is a chance of extension 
of his appointment beyond three months if appointed for a lesser period. 

          [Authority.- Estt. Division O.M.No.1/22/66-D.V.,dated 17-10-1966]. 

----------------------- Page 153-----------------------

Sl. No. 78 

          Advertisement   for   ad   hoc    appointments.-   Attention   is   invited   to 
Establishment Division's Notification No. 1498(I)/73, dated 20th October, 
1973     regarding     Civil  Servants    (Appointment,       Promotion     and    Transfer) 
Rules, 1973. 

          2. In accordance with Part IV dealing with  ad hoc and temporary 
appointments, rule 19 lays down that the post shall be advertised and the 
same procedure as laid down for the initial appointment in Part III shall be 
followed for making ad hoc appointments. 

         3.    A  number      of  cases     have    come     to  notice   where    ad    hoc 
appointments have been made from amongst departmental candidates or 
from other applicants without an advertisement having been made in the 
press. 

          4. This is irregular.    In future no proposal for ad hoc appointments 
will   be   entertained     unless   the   post   has    been    duly  advertised.      The 
summary       of  the   case   submitted     to   the   Establishment   Division   should 
invariably state that the post has been advertised and the clipping of the 
advertisement should be enclosed with the summary. 

          [Authority.- Estt. Division O.M. No. 2/23/78-D.III, dated 17-4-1978]. 

Sl. No. 79 

          Ad   hoc  appointees   to   be   clearly   told   of   the   conditions   of   their 
appointments.-  It   has   been   noticed   that   various   Ministries/Divisions   etc. 
while    advertising     posts,   falling   within   the   purview    of  the   FPSC,     for 
purposes       of  making    ad    hoc   appointments       thereto,   do   not   take   into 
account the fact that the appointees on the basis of such advertisements, 
being replaceable by the FPSC nominees, should be clearly told of this 
condition   of   their   appointments.      This   omission   on   the   part   of   various 
Ministries/ Divisions, etc. may give rise to complications later on. 

          2.  It is,  therefore,    requested      that while advertising for  ad hoc 
appointments         to   such     posts    the    Ministries/Divisions       etc.   should 
categorically   state   that   the   candidates   appointed   on   the   basis   of   such 
advertisements will be replaceable by the FPSC nominees.                    The condition 
may also be communicated to the candidates in the letters/notifications of 

----------------------- Page 154-----------------------

such     appointments       so   that  no   appointee     claims    regular    appointment 
subsequently         on     the     basis     of    advertisement        or    appointment 
letters/notifications. 

          3.   It   may   also   be   ensured   that   requisition   for   such   posts   should 
invariably be sent to the Commission within two months of the filling up of 
such posts on ad hoc basis. 

         [Authority.- Estt. Division O.M.No.2/6/74-F.IV, dated 14-6-1974]. 

Sl. No. 80 

          Avoidance       of   favouritism      or   nepotism      in   making      ad    hoc 
appointments.-        Considerable        time   often    elapses     before     candidates 
recommended           by   the   Federal     Public    Service     Commission        become 
available for appointment.         Consequently, ad hoc appointments are made 
pending   selection   of   suitable   candidates   by   the   Commission.            In   this 
connection       it  has  been    brought     to  the  notice    of  Government       that   in 
making ad hoc appointments, officers in certain Ministries/ Departments 
indulged in favouritism and nepotism.            Government view this with concern 
and it has been decided that suitable disciplinary action should be taken 
against the delinquent officers. 

          2. Acts of favouritism or nepotism being prejudicial to good order 
or service discipline constitute misconduct as defined in the Government 
Servants (Efficiency and Discipline) Rules.             It is, therefore, requested that 
if   instances   of   favouritism   or   nepotism   or   irregularity   in   making  ad   hoc 
appointments   are   brought   to   notice,   the   officers   responsible   should   be 
proceeded   against   under   those   Rules.          Suitable   instructions   may   also 
kindly    be    issued    to  all  officers   concerned       in  the   Ministry    including 
Attached Departments and Subordinate Offices. 

          [Authority.- Estt. Division d.o.letter No.2/2/62-D.I, dated 15-2-1962]. 

Sl. No. 81 

          Recruitment to post in BPS 17 and above on ad hoc basis.- The 
following instructions are issued for making ad hoc appointments in BPS 
17 and above, in amplification of the instructions given in Part IV of the 
Civil Servants (Appointment, Promotion and Transfer) Rules, 1973:- 

----------------------- Page 155-----------------------

          (1)       The   decision   that   it   is   in   the   public   interest   to   fill   a   post 
                   urgently,     pending     nomination       of  a   candidate      by   the 
                   Commission,        may     be   taken    by   the   Secretary     of   the 
                   Ministry/Division. 

          (2)       The   vacancy     may,    in  the   first  instance,   be   referred   to 
                   N.D.V.P. if they are in a position to nominate one or more 
                   persons registered with them who fulfil the requirements as 
                   to age, qualifications, experience, domicile, etc., selection 
                   may     be   confined    to  these    persons;    otherwise     the   post 
                   should be advertised. 

          (3)       All eligible applicants should be considered by a Selection 
                   Committee headed by Secretary or Additional Secretary of 
                   the   Ministry/Division      and   two    Members      of   BPS    19   or 
                   above.    If the post belongs to an Attached Department or 
                   Subordinate Office, the Head of Department or office may 
                   be co-opted as a Member. 

          (4)       The   record    of  the  Selection    Committee       together    with   a 
                   summary   giving   reasons   why   the   post   is   required   to   be 
                   filled urgently on ad hoc basis, should be forwarded to the 
                   Establishment Division when the case is referred to them 
                   for obtaining approval of the competent authority. 

          (5)       After    the    competent        authority     has     approved       the 
                   appointment to be made, the letter of appointment may be 
                   issued by the Ministry/Division concerned. 

          [Authority.- Estt. Division O.M.No.D-268/74-D.V., dated 29-6-1974]. 

Sl. No. 82 

          It has   been    observed     that  sometimes      the   proposals for ad hoc 
appointments are forwarded to the Establishment Division for approval of 
the competent authority without first placing a requisition with the Federal 
Public Service Commission for regular appointments. It needs hardly, to 
be mentioned that reference of a post to the Commission is a condition 
precedent   for  ad   hoc  appointment   to   that   post.   Non-observance   of   this 
simple     procedure      unnecessarily      delays    the   disposal    of   such    cases. 
Ministries/   Divisions   are,   therefore,   requested   to   send   proposals   for  ad 

----------------------- Page 156-----------------------

hoc   appointments   to   the   Establishment   Division   only   after   requisitions 
have   duly   been   placed   with   the   Federal   Public   Service   Commission   in 
cases where Recruitment Rules have been notified. 

           [Authority.- Estt Division circular No.2/60/87-CP-5 dated 29-9-1987]. 

Sl. No. 83 

           Proposals   for   continuance   of   ad   hoc  appointments.-  It   has   been 
observed       that   placing     of  requisitions     on    the   Federal     Public    Service 
Commission          in  respect      of  posts     required     to  be    filled  through      the 
Commission          are     delayed      by    the    Ministries/Divisions        without     any 
justification and  ad hoc appointments made on such posts are continued 
for long periods. 

           2.   In   this   connection   attention   is   invited   to   Rule   18   of   the   Civil 
Servants       (Appointment,       Promotion       and    Transfer)     Rules,    1973,    which 
requires that a requisition in the prescribed form shall be forwarded to the 
Federal Public Service Commission immediately when it is decided to fill 
the post in question or, if that is not practicable and the post is filled on ad 
hoc basis, within two months of the filling of the post. 

           3.   It   is,   therefore,     reiterated      that    while    making      ad     hoc 
appointments         against    posts    falling   within   the   purview      of  the   Federal 
Public      Service     Commission,        a   requisition    should     be    placed    on    the 
Commission immediately and in any case not later than two months from 
the date of filling the post on ad hoc basis.                All proposals relating to  ad 
hoc     appointments        and   their   further   continuance       should,     in  future   be 
accompanied by a copy of the requisition sent to the Commission as far 
as possible, otherwise the Establishment Division may not consider such 
proposals. 

           [Authority.- Estt. Division O.M.No.2/9/76-D-III, dated 4-6-1976]. 

Sl. No. 84 

           It   has   come   to   the   notice   of   the   Establishment   Division   that   the 
requirement   of   placing   requisition   with   the   Commission   has   not   been 
observed   in   many   cases   with   the   result   that   the  ad   hoc   appointments 
have   continued   for   unduly   prolonged   periods.             It   has   therefore,   been 
decided   that   in   future   no   proposal   for  ad   hoc   appointment   should   be 

----------------------- Page 157-----------------------

made   by   Ministry/Division/Department   without   simultaneously   placing   a 
requisition     for  recruitment      to  the   post   with   the   Commission.         In   the 
summary submitted for obtaining approval of the competent authority for 
making ad hoc appointment, it should be mentioned that a requisition with 
the Commission has been placed.                Unless this is done, it will be difficult 
for the Establishment Division to support and process the proposal of the 
Ministries etc. for ad hoc appointment. 

           [Authority.- Estt. Division d.o.letter No.9/2/74-D.V., dated 8-6-1977]. 

Sl. No. 85 

           Duration   of  ad   hoc  appointment.-        Instructions   were   issued  vide 
Establishment   Division's   d.o.   letter   No.   9/2/74-DV,   dated   the   8th   June, 
1977,   to   the   effect   that   no   proposal   for  ad   hoc   appointment   to   a   post 
falling    within   the   purview     of   the   F.P.S.C.     should     be   made     without 
simultaneously         placing    a   requisition    for   recruitment     with    the   Public 
Service Commission. 

           2.   Cases,   however,   continue   to   come   to   notice   where   either   the 
requisitions   were   placed   very   belatedly   with   the   F.P.S.C.   or   the   matter 
was     not   pursued     with   the   Commission,        with   the   result   that  ad    hoc 
appointments have continued for unduly long periods of time.                      In order to 
reduce the period of ad hoc appointments to the absolute minimum, it has 
been decided that:- 

           (i)     Omitted 

           (ii)     In  future,    when    a   post   is  advertised      by   a  Ministry    or 
                   Division for the purpose of ad hoc recruitment, a requisition 
                   to   fill   the   post   should   simultaneously   be   placed   with   the 
                   Commission.         No   proposal   for  ad   hoc  recruitment   will   be 
                   approved        by    the    Establishment        Division     unless     the 
                   summary on the subject clearly states that a requisition to 
                   fill up the post on regular basis has been placed with the 
                   Commission,   indicating   also   the   date   on   which   this   was 
                   done.      The     maximum         period      for   which      an  ad   hoc 
                   appointment will be allowed to continue would be one year 
                   including the period of extension. 

           3.  You    are   requested      to   ensure     compliance      with    the   above 

----------------------- Page 158-----------------------

instructions.     The    Federal    Public    Service    Commission       are   also   being 
requested   to   ensure   that   recruitment   action   is   completed   expeditiously 
and that in no case should the time taken for this purpose extend beyond 
one year of the date on which a requisition to fill up the post is placed with 
the Commission. 

          [Authority.- Establishment Secretary's d.o.letter No.2/7/77-D.III, dated 15-10-1977]. 

Sl. No. 86 

          Reference       Establishment       Division's    Office    Memorandum         No. 
2/9/76-D.   III,   dated   14th   March,   1981   (Sl.No.62),   it   is   stated   that   the 
instructions contained therein for making appointment to posts on ad hoc 
basis     and    seeking    extensions      thereto    are   not   being    complied     with 
faithfully.     These      instructions     clearly    provide    for   making     ad    hoc 
appointment for a period not exceeding six months with the approval of 
competent       authority    as  laid  down     under    rule  6  of  the   Civil  Servants 
(Appointment, Promotion and Transfer) Rules, 1973, as amended.                          The 
first extension beyond the initial period of ad hoc appointment is required 
to be given after obtaining approval of the FPSC.                As such, the approval 
of the competent authority for this extension is not required.                Subsequent 
extensions       for   periods    not    exceeding      six  months      in   the  ad    hoc 
appointment   shall   not   require   concurrence   of   the   FPSC   but   approval   of 
competent        authority     shall    in   any    case     be    obtained.       All    the 
Ministries/Divisions are requested to bring these instructions to the notice 
of all the departments/organizations under their administrative control for 
compliance. 

          [Authority.-Estt. Division O.M.No. 10/8/86-R.2, dated 15-12-1986]. 

Adhoc Appointment 

Sl.No. 86-A: 

The   undersigned   is   directed   to   refer   to   Establishment   Division   O.M.   of 
even   number   dated   22nd       January,   2000   wherein   the   period   of   ad-hoc 

appointments was extended upto 30.6.2000 or till the availability of FPSC 
nominees, whichever is earlier, and to say that recent amendments in the 
FPSC (Functions) Rules notified vide SRO/123(1)/2000 dated 15.3.2000 
and    the   Civil  Servants     (Appointment,      Promotion     and    Transfer)    Rules, 

----------------------- Page 159-----------------------

1973 notified vide SRO No.122(1)/2000 dated 15.3.2000 do not contain 
any     provision     for   extension      of   ad-hoc     appointment.       No.    ad-hoc 
appointment can, therefore, be allowed to be extended beyond the period 
notified under the aforesaid O.M. of 22nd January, 2000. 

          2. In order to provide ad-hoc appointees, whose period of ad-hoc 
appointment   stood   terminated   after   the   last   extension   on   aforesaid,   an 
opportunity   to   appear   before   the   FPSC   in   line   with   the   policy   decision 
circulated vide para 1(11) of Establishment Division letter No.2/3/94-CP.5, 
dated     21st  October,     1997,    the   upper    age   limit  fixed   in  the   relevant 

recruitment rules of a post may be refixed/enhanced in consultation with 
the Establishment Division and the FPSC if such persons are found to be 
average to apply to the FPSC even after availing 15 years age relaxation 
admissible      under    SRO     No.1079(1)/93      dated    4.11.1993     and    SRO    No. 
586(1)/99 dated 18.5.1999. 

         [Authority.- Establishment Division’s O.M.No.2/3/94-CP.5, dated 8.9.2000]. 

Sl. No. 87 

          Quarterly returns of ad hoc appointments to the posts falling within 
the     purview      of    the    Federal     Public     Service      Commission.-        On 
re-consideration       of   the  matter    it  has   been    decided     to  withdraw     the 
instructions contained in sub-para 2(l) of the d.o. letter of even number, 
dated the 15th October, 1977. 

          2.  It  has   been     decided    that   in  order   to   have    an   up-to-date 
information about the ad hoc appointments in the Ministries/ Divisions a 
quarterly     return    in  the   proforma      (Annexure)      may     be   submitted     to 
Establishment Division.         The first return pertaining to the quarter ending 
31st     March     1978    should     reach    this  Division    by   10th    April,    1978. 
Subsequent returns may be submitted by the 10th of the month following 
the end of each quarter. 

          [Authority.- Establishment Secretary's d.o. letter No.2/7/77-D.III, dated 22-2-1978]. 

----------------------- Page 160-----------------------

                                                                 ANNEXURE 

          (Establishment Secretary's D.O.Letter No. 2/7/77-DIII, dated the 22nd February, 1978) 

QUARTERLY RETURN SHOWING LIST OF AD-HOC APPOINTMENTS IN THE MINISTRIES/DIVISIONS/DEPARTMENTS 

Name of Ministry/Division/Department..........................................………………For the quarter ending________________ 

  S.No.     Name of      Name of posts     Date of ad hoc      Date of          Whether ad hoc              Date of termination of ad   Remarks 

           ad hoc        with grade        appointment        sending           appointment/extension of    hoc appointment 

           appointee                                          requisition to    appointment approved by 

                                                              FPSC              FPSC/Estt. 

                                                                                Division 

     1          2             3                 4                   5                     6                         7                       8 

----------------------- Page 161-----------------------

Sl. No. 88 

           Quarterly return of ad hoc appointments to the posts falling within 
the   purview   of   the   FPSC   (from   1-1-78   to   31-3-78).-Reference   d.o.   No. 
2/7/77-D.   III,   dated   2nd   February,   1978.       Quarterly   returns   as   required 
were      to  be    submitted      in  a   consolidated       form    in   respect     of  each 
Ministry/Division whereas this Division has been receiving statements in 
piece     meal    direct    from   the   subordinate       offices/   organizations       of  the 
Ministries/ Divisions. 

           2.   The   Ministries/Divisions   are,   therefore,   requested   to   submit   a 
consolidated quarterly return of ad hoc appointments in respect of all the 
offices/ organizations under them in future to DS (R. III) in Establishment 
Division. 

           [Authority.- Estt. Division O.M. No. 2/7/77-D.III, dated 20-4-1978]. 

Sl. No. 89 

           Submission of summaries regarding ad hoc appointments.- In the 
appendix to the Establishment Division d.o. letter No. 4/20/74-A.IV, dated 
the    29th    June     1976     (Sl.No.112)      detailed     procedure      governing       the 
submission   of   cases   of  ad   hoc   appointments   has   been   outlined.   It   has, 
however,   been   noticed   that   proposals   for  ad   hoc   appointments,   which 
have considerably increased of late, are not submitted in accordance with 
the instructions laid down therein.  Ad hoc appointments are to be made 
only in cases of extreme urgency.               But non-adherence to the prescribed 
procedure   leads   to   delay   in   their   finalization.    It   is,   therefore,   reiterated 
that - 

           (i)      the   advice   of  ad   hoc   appointment   should   be   resorted   to 
                   only in cases of genuine urgency, 

           (ii)     the post should be widely advertised/circulated, 

           (iii)    regional/provincial quotas should be strictly observed, 

----------------------- Page 162-----------------------

          (iv)      particulars   of   all   the   applicants   should   be   sent   alongwith 
                   detailed reasons why the person recommended has been 
                   selected. 

          2.   Cases where the above procedure has not been followed will 
have to be returned to the Ministries un-disposed of. 

          [Authority.- Estt.Division d.o.letter No.4/20/74-A.IV, dated 9-4-1977]. 

Sl. No. 90 

          Seniority    of   ad   hoc  appointees       for   purposes     of   reversion    or 
termination of services on availability of regular appointees.- No rules or 
instructions regarding determination of the seniority of ad hoc appointees 
have so far been issued.          This is due to the fact that ad hoc service does 
not reckon for purposes of seniority when the ad hoc appointment is later 
on converted to regular appointment.             Instructions have also been issued 
in Establishment Division's O.M. No. 3/29/70-D. III. dated the 7th January, 
1971   (Annexure),   that ad   hoc  appointees   should   not   be   promoted   to   a 
higher grade.      The question of determination of the seniority of the ad hoc 
appointees        for  purposes      of   promotion,      therefore,     does    not    arise. 
However, sometimes the question which does arise is as to which one of 
the   several  ad   hoc   appointees   should   be   reverted   when   the   F.P.S.C. 
qualified candidates become available.              It has been decided that revision 
should be made in the reverse order of ad hoc appointment.                        However, 
when the date of ad hoc appointment of more than one officer is one and 
the   same,   the   reversion   should   be   made   in   the   reverse   order   of   the 
seniority   in   the   lower   grade   if   available,   otherwise   the   younger   in   age 
should   revert   first.   Reversion   for   the   purposes   of   this   O.M.,   includes 
termination of service where the ad hoc appointee was recruited directly 
from outside. 

         [Authority.- Estt. Division O.M.No.1(8)/72-D.II, dated 4-5-1972]. 

                                   ANNEXURE 

          Extract   from   Establishment   Division   O.M.No.3/29/70-   D.III,   dated 
the 7th January, 1971. 

----------------------- Page 163-----------------------

          The   following   further   instructions   are   issued   for   regulation   of   ad 
hoc appointments:- 

          (i)       Persons   appointed   on  ad   hoc   basis   should   possess   the 
                   required      qualifications     and    experience       prescribed      for 
                   posts; 

          (ii)      Persons      appointed      on  ad     hoc    basis    should    not    be 
                   promoted to higher posts. 

Sl. No. 91 

          Recruitment       of  ad   hoc  Appointments        made     between      October, 
1981      to  December,        1990.-   The     issue   of   regularization     of  ad    hoc 
appointments   made   between   October,   1981   to   December,   1990   have 
remained under active consideration of the Government from time to time. 
The   Prime   Minister   was   pleased   to   appoint   a   special   Committee   under 
the chairmanship of Secretary Law Justice and Parliamentary Affairs. 

          2. The Committee after an indepth discussion of the issue in the 
light    of   Supreme       Court's     judgement       in   case    No.    104     of    1992 
recommended   the   following   course   of   action   as   the   most   appropriate 
manner in which the Honourable Court's judgement is implemented while 
ensuring   simultaneously   that   human   aspect   of   the   problem   gets   taken 
care to the maximum possible extent: 

          i)        Cases of  ad hoc appointees who were fully qualified and 
                   recruited after properly following the prescribed procedures 
                   including   invitation   of   applications   through   advertisement 
                   and   observance   of   provincial   quotas.   It   was   agreed   that 
                   such cases may be referred to the FPSC for confirmation. 

          ii)       In  cases    where     the  prescribed     procedures       in  terms   of 
                   qualifications,      observance        of   provincial      quotas     and 
                   invitation   of   applications   through   advertisement   etc   were 
                   not    observed      while   making     the   recruitment,    it   will  be 
                   necessary   for   such   appointees   to   appear   alongwith   fresh 

----------------------- Page 164-----------------------

                  candidates before the FPSC for selection. To enable such 
                  ad hoc appointees to appear before the FPSC as they may 
                  have     crossed    the   prescribed    maximum       age   limit  for  a 
                  particular     post,  it   was    agreed     that   appropriate     age 
                  relaxation   may   be   allowed   through   an   amendment   in   the 
                  relevant SRO. 

          3.   The   recommendations   of   the Committee have been approved 
by the Prime Minister. 

          4.   The   FPSC   may   process   the   cases   of  ad   hoc   appointees   for 
regularization of their appointments accordingly. 

          [Authority.- Estt. Division d.o. letter No.2/3/94-CP.5, dated 29-6-1994]. 

Recruitment otherwise 
than through the Federal 
Public Service Commission 

Sl. No. 92 

          General procedure for posts in BPS 1 to 15.- As for recruitment to 
posts in BPS 1 to 15 which have been excluded from the purview of the 
Commission and for promotions and transfers to all Grades which too are 
outside the scope of the Commission, another set of rules called the Civil 
Servants (Appointment, Promotion and Transfer) Rules, 1973, has been 
issued.   The main features of these rules are:- 

          (1)      All   posts   for   initial   recruitment   whether   to   be   filled   on  ad 
                  hoc or regular basis should be advertised by the Ministries/ 
                  Divisions or Departments concerned, except posts in BPS 
                  1 and 2 which may be filled by reporting vacancies to the 
                  local Employment Exchange. 

          (2)      Proper      Selection     and      Promotion       Committees        be 
                  constituted   to   examine   cases   of   all   eligible   persons   and 
                  make       recommendations.           The     composition       of   the 
                  Committees will be determined by the Ministries/Divisions 

----------------------- Page 165-----------------------

                   concerned in consultation with the Establishment Division. 

          (3)       Minimum qualifications and experience be prescribed for in 
                   all cases and no relaxation be allowed in cases of ad hoc 
                   appointment. 

          (4)       The   appointing     authority,    where    it  does   not   accept    the 
                   recommendation of the Selection or Promotion Committee, 
                   would     record     reasons     for   non-acceptance        and    obtain 
                   orders of the next higher authority. 

          [Authority.- Para 5 of the Establishment Secretary's d.o. letter No.1/9/73-F.IV, 

          dated 22-10-1973]. 

Sl. No. 93 

          According to rule 15 of the Civil Servants (Appointment, Promotion 
and Transfer) Rules, 1973, recruitment to posts in BPS-3 to 15 in offices 
which   serve   only   a   particular   province   or   region   is   to   be   made   from 
persons      domiciled     in  that  particular   province     or  region.    It  has    been 
observed that while making recruitment in the regional office rule-15 is not 
strictly   observed.     The   Ministries/Divisions   are,   therefore,   requested   to 
identify   the   regional   offices   of   their   attached   departments   which   serve 
only a particular province or region and ensure the enforcement of rule-15 
while making recruitment to posts in BPS-3 to 15 in these offices. 

          2.   Ministries/Divisions      and    Attached     Departments       should     also 
monitor the implementation of these instructions. 

          [Authority.- Estt. Division O.M.No. 5/4/83-R.2, dated 19-11-1984 and O.M. 

          of even number dated 10-4-1986.] 

Advertisement of Federal 
Government posts in the 
Regional/Provincial press 

Sl. No. 94 

          The Prime Minister has been pleased to direct that advertisements 

----------------------- Page 166-----------------------

for recruitment to Federal Government posts should be published in the 
Regional/Provincial news papers also in addition to the national press. 

          2.   All   Ministries/Divisions      are,    therefore,    requested       to  take 
necessary       action    accordingly      and   also    to  issue    instructions    to   the 
organizations under their control for taking similar steps in this regard. 

          [Authority.- Estt. Division O.M. No. 46/2/85-R-5 dated 10-10-1985]. 

Procedure for making 
recruitment from abroad 

Sl. No. 95 

          The question of the procedure which should be adopted when it 
becomes   necessary   to   resort   to   recruitment   from   abroad   to   civil   posts 
under   the   Central   Government   has   been   engaging   the   attention   of   the 
Establishment   Division   for   some   time.   It   has   now   been   decided   by   the 
Government of Pakistan that recruitment from abroad should be made in 
the manner indicated in the following paragraphs. 

          2. If a Ministry considers that it is necessary to make recruitment 
to   civil   posts   from   abroad,   it   should   make   a   reference   to   the   Federal 
Public   Service   Commission,   asking   them   to   agree   to   such   recruitment 
and if they agree, to proceed without delay to take all the steps necessary 
to make such recruitment.           The Federal Public Service Commission will 
themselves       advertise     the  post   or  posts    abroad     and   make     necessary 
arrangements for the candidates to be interviewed by Special Selection 
Committee.      Thereafter, the Federal Public Service Commission will make 
recommendations   for   the   filling   of   the   post   or   posts   in   question.  In   no 
case should the Ministry itself take steps to advertise the post. 

          3.   There    may,    however,      be   exceptional      cases    in  which     the 
Ministries concerned are of the view that recruitment from abroad through 
the Federal Public Service Commission will prove infructuous, e.g., in the 
case     of   appointments       to   highly   technical     posts    or   other   posts    of 
considerable       importance       in  connection      with   which     persons     of  high 

----------------------- Page 167-----------------------

standing abroad are not likely to respond to advertisements and appear 
for   interviews.     In    such    cases,    which    should    be   very   rare,   the   prior 
approval   of   the   Prime   Minister   will   be   necessary   for   recruitment   to   be 
made   by   the   Ministry   concerned   without   the   assistance   of   the   Federal 
Public Service Commission.             The procedure to be adopted in such cases 
will be that the matter should be referred to the Establishment Division so 
that the orders of the Prime Minister can be obtained.                  Such reference to 
the Establishment Division should be made only after the Federal Public 
Service      Commission        have    first  agreed    to   recruitment     to  the   post    in 
question   being   made   from   abroad,   and   it   should   be   accompanied   by   a 
Summary        for   the   Prime    Minister,    explaining     why    it  is  necessary     for 
recruitment to be made otherwise than through the Federal Public Service 
Commission and showing what steps the Ministry have in mind for filling 
the post or posts in question. 
           [Authority.- Estt. Division O.M.No.11/18/49-SE-II, dated 17-1-1951]. 

----------------------- Page 168-----------------------

                                      PROBATION 

"Probationer" definition 

  S.R.2 (15)- Probationer means a Government servant employed on 
     probation in or against a substantive vacancy in the cadre of a 
                                      department. 

Probationary period to 
be judiciously fixed 

Sl. No. 96 

          Where the appointment is on probation, this should be clearly stated 
in the order, alongwith the probationary period in clear terms. This period will 
vary according to the nature of the posts, and should be judiciously fixed, but 
once   fixed,   it   should   be   rigidly   adhered   to.   In   other   words,   the   question 
whether   the   probationer's   services   are   to   be   terminated,   or   his   period   of 
probation is to be extended in accordance with the order of appointment, or 
he is to be confirmed in his appointment should be examined and decided 
sufficiently in advance of the completion of the current period of probation. 
This   will   avoid   creating   false   impression   that,   if   the   period   of   probation   is 
completed without any orders being passed, the probationer's service must 
necessarily have been accepted as satisfactory and justifying confirmation. 
(......  omit.....  ).  The  retention    of  such   persons     on   probation    after  the 
completion of the maximum term of probation provided in the appointment 
order is most undesirable, and will be tolerated only in the most exceptional 
circumstances, e.g., where it is absolutely essential to keep the post filled 
and a substitute is not available. 

          [Authority.- Para 4 of Estt. Division O.M. No.13/10/49-Est.(SE), dated 10-11-1949]. 

Termination of Probation 

Sl. No. 97 

          All the Ministries/Divisions are requested to inform all Officers that an 

----------------------- Page 169-----------------------

Average Report though sufficient for retention in Government service does 
not qualify an Officer for promotion to the next Grade. 

          [Authority.- Estt. Division O.M.No.9/6/78-C.III(P), dated 3-1-1979 may also be read with Estt. 
          Division O.M.No.9/6/79-C.III(B), dated 22-2-1979. 

Sl. No. 98 

           Bar    against    waiving     of   the    probationary      period.-    Under      the 
instructions contained in the Establishment Division Office Memorandum No. 
54/8/49-Ests (ME), dated the 8th January, 1951, Assistants, etc., nominated 
on   the   results   of   the   Ministerial   Services   Examination   conducted   by   the 
Central        Public      Service       Commission          against       permanent         and 
quasi-permanent vacancies are required to be placed on probation for one 
year     before    they   can    be   considered      for  confirmation.       However,       the 
appointing      authority    has   the   discretion    of  extending     the   said   period   of 
probation or terminating it before one year, for good and sufficient reasons 
which   should   be   recorded   in   writing.       The   Establishment   Division   have 
further held that the probationary period can be curtailed by the competent 
authority at his discretion, but it cannot be waived altogether. 

           2. It has been brought to the notice of the Establishment Division and 
this Ministry that in certain cases Ministries have not placed on probation the 
Assistants  nominated  on  a  regular  basis  as  required  in  the  Establishment 
Division Office Memorandum referred to in para 1 above, but have allowed 
them to count their previous service towards probation in accordance with 
para (I) (b) of this Ministry Office Memorandum No. F. 5 (72)-R. III/52, dated 
the   15th   April,   1953.    This   virtually   means   the   waiving   altogether   of   the 
probationary       period   which     is  contrary   to  the   instructions    issued    by   the 
Establishment Division. 

           3. In order to remove the above anomaly, it has been decided that 
for the words "count towards probation to the extent of one year" occurring in 
para (I) (b) of this Ministry's Office Memorandum referred to in para 2 above, 
the words "be taken into account for the purpose of fixation of pay", shall be 
substituted. The effect of above amendment is that the previous service as 

----------------------- Page 170-----------------------

Clerk on a pay not less than Rs. 100 p.m. would be counted for the purpose 
of fixation of pay, but this would not affect the question of actual probation 
which will be, governed by the orders of the Establishment Division. 

           [Authority.- Finance Division O.M.No.F.2(3)-R.II(I)/57, dated 28-2-1957]. 

Civil Servants (Confirmation) 
Rules, 1993 

Sl. No. 99 

           In  exercise    of  the   powers     conferred    by   section    25   of  the  Civil 
Servants  Act,  1973  (LXXI  of  1973),  the  President  is  pleased  to  make  the 
following rules, namely:- 

           1. Short title, Commencement and application.- (1) These Rules, 
may be called the Civil Servants (Confirmation) Rules, 1993. 

           (2) They shall come into force at once. 

           (3) They shall apply to all civil servants. 

           2. Definitions.- In these Rules, unless there is anything repugnant in 
the subject or context, 

           (a) "Foreign Service" means service in which a civil servant receives 
his   pay   with   the   sanction   of   Government   from   any   source   other   than   the 
Federal Consolidated Fund; and 

           (b) "lien" means the title of a civil servant to hold substantively a post 
on which he has been confirmed. 

           3.  General Principles of confirmation.- (1) A civil servant initially 

----------------------- Page 171-----------------------

appointed   to   a   post,   on   probation   including   a   civil   servant   promoted   or 
appointed   to   a   post   on   transfer,   shall   on   satisfactory   completion   of   his 
probation, be eligible for confirmation in that post: 

            Provided       that    the    confirmation         shall    be    made      only     against      a 
permanent post: 

            Provided       further     that    two    or    more      civil  servants       shall    not    be 
confirmed   in   the   same   post   and   at   the   same   time   or   in   a   post   on   which 
another civil servant holds a lien: 

            Provided also that a civil servant shall not be confirmed on two or 
more posts at the same time. 

            (2) A civil servant shall be considered for confirmation strictly in order 
of his seniority. 

            (3)   No   confirmation   shall   be   made   against   the   post   vacated   on 
dismissal, removal or compulsory retirement of a civil servant until his appeal 
against   such   dismissal   or,   as   the   case   may   be,   removal   or   retirement   is 
finally decided. 

            4. The confirmation shall be made on the recommendations of the 
Confirmation Committee constituted for the purpose and with the approval of 
the authorities specified below:- 

    Posts                Composition of the Committees                    Confirming            Remarks 
                                                                         authorities 
       1                                   2                                    3                    4 
Posts in BPS-     Secretary of the Administrative Ministry or an        Prime Minister 
20 and above      authority controlling the Service/Cadre/Post 
                  as Chairman, Additional Secretary or a Joint 
                  Secretary  where there is no Additional 
                  Secretary in the Ministry concerned, and 
                  Addl. Secretary Estt. Division as Members.  If 
                  posts are in an Attached Department or 
                  Subordinate Office,  the Head of the Attached 
                  Department or Head of Office, who controls 
                  the particular Service/Cadre/Post may be 
                  appointed as Co-opted Member. 
Posts in BPS-     Additional Secretary or Joint Secretary where        Secretary   of  the 

----------------------- Page 172-----------------------

17 to 19            there is no               Additional Secretary in         Administrative 
                    the Administrative Ministry controlling the               Ministry/Division 
                    service/cadre/ post as Chairman, and a Joint              who    controls    the 
                    Secretary and a Senior Deputy Secretary of                particular   service/ 
                    the Ministry concerned as Members. If posts               cadre/post. 
                    are in an Attached Department or a 
                    Subordinate Office, the head of the Attached 
                    Department or Head of Office who controls 
                    the particular  service/cadre/post may be 
                    appointed as Co-opted Member. 

                                            FOR POST IN BPS-3 TO 16 
                    *                                                                                  * 
Posts in BPS-        An Officer holding the post in BPS-20 as                 Secretary of the          The 
11 to 16            Chairman and two officers holding the post in             Ministry/ Division       Administrative 
                    BPS-19 as Members.                                        concerned or             Ministry        will 
                                                                              Head of                  constitute 
                                                                              Department               separate 
                                                                              provided he is           committees for 
                                                                              holding                  posts in the 
                    * 
Posts in BPS-        An Officer in BPS-19 as Chairman and two                 the post in BPS-         Ministries/ 
10 and              Officers in BPS-18 as Members.                            20 or above.             Divisions and 
below:                                                                                                 Attached 
                                                                                                       Department/ 
                                                                                                       Subordinate 
                                                                                                       Offices. 

    Posts                Composition of the Committees                            Confirming              Remarks 
                                                                                 authorities 
        1                                      2                                         3                       4 
                                                                              FOR POSTS IN BPS-1 TO 2 
                                                                              Dy.    Secretary    of 
                                                                              the          Ministry/ 
                                                                              Division 
                                                                              concerned           or 
                                                                              Head   of   Deptt.   or 
                                                                              Head      of    Office 
                                                                              provided      he     is 
                                                                              holding the post in 
                                                                              BPS-19 or above. 

             *[Provided          that    in    case      no     post     of    Joint     Secretary         or    Deputy 
Secretary   exists   or   the   number   of   such   officers   in   less   than   the   required 
number in the administrative Ministry or Division for the constitution of the 
Confirmation            Committee,           other      officers      of    BPS-20         and     BPS-19          in   the 
concerned Ministry or Division may be included in the Committee: 

----------------------- Page 173-----------------------

           Provided further that in case there is no post in BPS-20 and BPS-19, 
officer of one-step below status in the concerned Ministry of Division may be 
included in the Confirmation Committee with the approval of Establishment 
Division]. 

           5. Acquiring  of  lien.-  (1)  On  confirmation  in  a  permanent  post,  a 
civil   servant   shall   acquire   a   lien   in   that   post   and   shall   retain   it   during   the 
period when he - 

           (a)       holds   a   temporary   post   other   than   a   post   in   a   service   or 
                    cadre against which he was originally appointed; 

           (b)       holds   a   post   on   deputation   with   a   foreign   government,   an 
                    international organisation, a multinational corporation or any 
                    other organisation outside Pakistan; 

           (c)       holds a post in Foreign Service in Pakistan; 

           (d)       is on leave; 

           (e)       is called for duty in the Armed Forces as reservist of Armed 
                    Forces of Pakistan; 

           (f)       is under suspension; and 
* 
 Added by SRO No.104(I)/97, dated 4.2.1997. 

           (g)       is on joining time on transfer to another post. 

           (2)   A   civil   servant   acquiring   lien   as   referred   in   sub-rule   (1),   shall 
cease to hold lien acquired previously on any other post. 

           6. Termination of lien.- (1) The lien of a civil servant who is reduced 
in rank or reverted to a lower post as a consequence of action taken against 
him under the Government Servants (Efficiency and Discipline) Rules, 1973, 
shall be terminated against the post from which he is reduced in rank or, as 
the case may be, reverted to a lower post: 

----------------------- Page 174-----------------------

           Provided that such civil servant shall acquire a lien against the lower 
post. 

           (2) A civil servant shall cease to hold lien against a post if he takes 
up an appointment on selection in an autonomous body under the control of 
Federal      Government,        Provincial    Government,        local   authority    or  private 
organisation. 

           (3) Notwithstanding the consent of a civil servant, his lien on a post 
under the Federal Government shall not be terminated until he acquires lien 
on any other post. 

           (4)   A   confirmed   civil   servant   who,   of   his   own   accord,   joins   some 
other service, post or cadre on regular basis shall have, after being selected 
through  a  regular  selection  process,  the  right  of  reversion  to  the  previous 
post against which he shall hold lien only during the period of his probation 
on his new service, post or cadre. 
           7.  Repeal.-       All   existing    orders     and     instructions     relating    to 
confirmation of civil servants issued from time to time are hereby repealed. 

           [Authority.- Estt. Division Notification No. S.R.O. 285(1)/93, dated 15-4-1993]. 

----------------------- Page 175-----------------------

                                         SECTION B 

                                       APPOINTMENTS 
Sl. No. 100 

           Appointing   Authorities   in   respect   of   posts   in   BPS-1   to   11   in   the 
Northern Areas.- In exercise of the powers conferred by the first proviso to 
rule 6 of the Civil Servants (Appointment, Promotion and Transfer) Rules, 
1973, the President is pleased to designate all the Heads of Departments in 
BPS-18 and above in the Northern Areas as appointing authority in respect 
of posts in BPS 1 to 11 in the Northern Areas. 

           [Authority.- Estt. Division Notification No. S.R.O. 376(I)/88, dated 29-5-1988]. 

SL. NO. 101 

           The   appointing   authorities   for   various   Pay   Scales   are   specified   in 
rule 6 of the Civil Servants (Appointment, Promotion and Transfer) Rules, 
                                                                                          * 
1973.      The     appointing     authority    for  BPS     20   and   above     is  the  [Prime 
Minister].    All cases for appointment to these scales, after they have been 
cleared   by   the   respective   Selection   Board   or   Selection   Committee,   or   on 
receipt  of  nomination  by  the  F.P.S.C.  where  recruitment  is  required  to  be 
made   through   the   Commission,   shall   be   forwarded   to   the   Establishment 
                                                                                          * 
Division together with relevant record for obtaining the orders of the  [Prime 
Minister]. 

           [Authority.- Para 7 of Estt. Secretary's d.o. letter No.1/9/73-F.4, dated 22-10-1973]. 

Appointments/promotions 
or transfers to posts in 
BPS 18 with Special Pay 

Sl. No. 102 

           Clarification.-    The     proviso      to   rule    7   of   the    Civil   Servants 
(Appointment, Promotion and Transfer) Rules, 1973 requiring that posts in 
BPS   18   which   carry   a   special   pay   would   also   be   referred   to   the   Central 
Selection Board if proposed to be filled by promotion or transfer, has since 
been deleted vide Establishment Division's Notification No. S.R.O. 146(I)/84, 

----------------------- Page 176-----------------------

 dated 9th February, 1984.  It is clarified that all cases in which a 

Note.- The word `Grade' stands substituted with the word `BPS' with the introduction of Scheme of Basic 
Pay Scales and Fringe Benefits of civil employees of the Federal Government (1983) and       vide Estt. 
Division Notification No. S.R.O. 146(I)/84, dated 9-2-1984. 
* 
 Subs vide Estt. Division Notification No.S.R.O.1022(I)/85, dated 14-10-1985 for 
the word "President". 

post in Basic Pay Scale 18 carrying some special pay is filled by promotion 
will   be   placed   before   the   appropriate   departmental   promotion   committee. 
Where  a  post  in  Pay  Scale  18  carrying  a  special  pay  does  not  fall  in the 
promotion ladder, it would be filled by departmental heads through normal 
posting and transfer. 

           [Authority.- Estt. Division O.M.No.3/6/84-R.2 dated 3-7-1984]. 

SL. NO. 103 

           Re-appointment to Grade 17 or above posts.-It appears that some 
doubt still exist in some quarters about the procedure to be followed in the 
following cases:- 

           (a)        In case of re-appointment to a post in Grade 17 or above of 
                     an officer whose "first appointment" to a post in Grade 17 or 
                     above   was   made   with   the   approval   of   the   President/Prime 
                     Minister. 

           (b)        In case of appointment to hold full charge of a post in Grade 
                     17   or   above,   of   an   officer   who   had   already   been   holding 
                     current charge of the post. 

           2. The approval of the President/Prime Minister is not necessary for 
re-appointment of an officer to a post in Grade 17 or above whose earlier 
appointment to that post was made with the approval of the President/ Prime 
Minister and who was subsequently reverted from that post due to no fault of 
his    own.     However,        where     reversion      was    made      as   a   result   of  some 
disciplinary action, fresh approval of the President/Prime Minister would be 
necessary if the officer is subsequently re-promoted to a post in Grade 17 or 
above. 

           3. When an officer is appointed to hold current charge of a post in 
Grade 17 or above with the approval of the President/ Prime Minister, similar 

----------------------- Page 177-----------------------

approval of the President/Prime Minister is required when the same officer is 
appointed to hold full charge of the post. 

           [Authority.- Estt. Division O.M.No.10/2/64-D.I, dated 13-8-1964, as amended 
           vide 0.M. No.3/20/70-D.III, dated 16-9-1970]. 

Sl. No. 104 

           In  continuation      of  the   instructions     issued    in  the   Establishment 
Division Office Memorandum No. 3/20/70-D III, dated the 16th September, 
1970, it has been decided that if the re-appointment of an officer to a post in 
Grade 17 and above took place after more than one year of the reversion 
from that post, the case should be placed before the Central Selection Board 
for determining the continued fitness of the officer to hold a post in Grade 17 
or above.     After the approval of the Central Selection Board, it would not be 
necessary to refer the case to the President/ Prime Minister again. 

           [Authority.- Estt. Division O.M.No.3/20/70-D.III, dated 16-9-1971]. 

Sl. No. 105 

           Appointment        of   Secretaries      to   Government.-        Appointment        of 
Secretaries/Acting         Secretaries      to  the    Government        are    made     on    the 
recommendation           of  the   Ministers     concerned      with   the   approval     of   the 
President.      There    are,   however,     standing     instructions    on   the   subject    as 
contained       in  the   Establishment        Division    Office    Memorandum          No.    33 
(3)/54-SEI, dated the 29th September, 1954. 

           2. In terms of the Office Memorandum mentioned above, before any 
appointment         of    Secretary/Acting        Secretary       is   decided      upon,      the 
Establishment   Division   should   be   required   to   submit   a   factual   note   about 
possible   candidates,   covering   such   matters   as   service,   eligibility,   tenure, 
etc., together with their Character Rolls.  In practice, however, Ministers tend 
to make these appointments without consulting the Establishment Division. 
The     President     has,   therefore,    been    pleased     to   observe     that  it  is  very 
necessary to follow the procedure laid down in this respect.                  I am, therefore, 
to request you kindly to bring this point to the notice of your Minister. 

           [Authority.- Estt. Secretary's d.o. letter No.26(10)/63-AI, dated 31-8-1963]. 

Manner of submission of cases 
to the Establishment Minister 

----------------------- Page 178-----------------------

Sl. No. 106 

          The   summaries   for   the   Establishment   Minister   received   from   the 
Ministries/Divisions are found deficient in many respects and do not always 
contain   all   the   relevant   information   which   has,   therefore,   to   be   obtained 
formally  or informally resulting in delays and loss of time.              It is, therefore, 
requested   that   Summaries   for   the   Establishment   Minister   or   papers   for 
Central Selection Board seeking approval to an appointment by promotion, 
direct recruitment, transfer or re-employment, etc. may kindly be prepared in 
the following manner:- 

          (i)       The subject should be stated in concise and self-explanatory 
                   manner. 

          (ii)      The   Summary      should    begin   by   indicating   the   number    of 
                   vacancies and how they have arisen. 

          (iii)     It should then state how these vacancies have to be filled in 
                   under the relevant Recruitment Rules i.e. whether they are to 
                   be filled directly, by promotion or by transfer etc.         If they are 
                   to be filled directly the regional/ provincial quota to which they 
                   belong may be specifically indicated. 

          (iv)      In any case, the qualifications and conditions of eligibility for 
                   appointment prescribed in the Recruitment Rules should be 
                   stated either in the Summary or in the Annexure thereto.                If 
                   necessary       a  copy    of   the   Recruitment      Rules    may     be 
                   enclosed. 

          (v)       The Summary must also indicate the action taken to fill the 
                   vacancy  viz. whether the post has been notified to F.P.S.C. 
                   or   directly   advertised    for ad    hoc    appointment      etc.  and 
                   whether   F.P.S.C./   Departmental   Selection   Committee   have 
                   recommended any candidate.            In the case of promotions the 
                   fact   that   D.P.C.   or   the   C.S.B.,   as   the   case   may   be,   has 
                   approved      the   promotion     should    be  stated    alongwith    the 
                   minutes. 

----------------------- Page 179-----------------------

           (vi)     Full   information     as    to  qualifications,    experience       etc.  of 
                   candidates        recommended           for   appointment/       promotion/ 
                   transfer   should   be   given   alongwith   clear   indication   of   their 
                   place in the seniority list.  The candidate's domicile should be 
                   precisely stated.       Where proposed promotion would involve 
                   supersession,        detailed    justification   thereto    may    be   given 
                   alongwith names etc. of all the eligible candidates and their 
                   C.Rs in order of seniority including those who are proposed 
                   to   be   passed   over.     Otherwise   a   clear   certificate   may   be 
                   given that no supersession is involved. 

           2. It is requested that the Summaries may please be typed in double 
space   on   Summary   paper   and   henceforth   two   copies   of   each   Summary 
(alongwith      enclosures)      should    be   invariably    sent    to  the   Establishment 
Division so that the original is returned with the orders of the Establishment 
Minister and the duplicate retained in the Establishment Division for record. 

           3. In case the Summaries are not received in the above mentioned 
manner,   the   same   may   have   to   be   returned   causing   delay   in   according 
necessary approval. 

           [Authority.- Estt. Secretary's d.o., letter No.4/20/74-A IV, dated 11-12-1974]. 

Sl. No. 107 

           It  has     been      observed       that   proposals       received      from     the 
Ministries/Divisions for appointment to posts in BPS 17 and above on the 
recommendations            of   the   FPSC      are    not    complete      in   all  respects. 
Establishment Division has to make back references for getting the missing 
information/documents   which   entails   avoidable   delays   in   disposal   of   such 
cases.     It   is,   therefore,   essential   that   the   following   information/documents 
may     invariably    be   enclosed     with   summaries       sent   to  the   Establishment 
Division:- 

           (i)      Original letter of FPSC recommending the candidates for the 
                   posts. 

----------------------- Page 180-----------------------

           (ii)     Application Forms of the candidates. 

           (iii)    Complete       C.R.    dossiers     of  the    candidates      already     in 
                   Government service. 

           (iv)     A statement showing how the provincial/regional 
                   quotas are being observed. 

           (v)     A copy of the recruitment rules. 

           2.   Summaries   which   do   not   meet   the   above   requirements   will   be 
returned to the sponsoring Ministry. 

           [Authority.- Estt. Secretary's d.o. letter No.1/3/80-A.III, dated 2-8-1980]. 

Sl. No. 108 

           Check   list   of   information/   material   in   cases   to   be   submitted   to   the 
Establishment        Minister.-    In   order    to   facilitate   proper     submission      of 
summaries         by    the    Ministries/Divisions       a    complete       check     list   of 
information/material to be incorporated in or attached to the summaries in 
respect   of   cases   requiring   the   approval   of   the   Establishment   Minister   is 
enclosed as Appendix.  It is requested that in future it may kindly he ensured 
that this information/ material is invariably incorporated in/or furnished with 
the   summaries.       Otherwise   the   summaries   will   not   be   processed   in   this 
Division and will be returned to the Ministries/Divisions. 

           [Authority.- Special Secretary (Estt.) d.o. letter No.4/20/74-A.IV, dated 29-6-1976]. 

                                     APPENDIX 

        CHECK LIST FOR SUBMISSION OF SUMMARIES FOR 
                      THE ESTABLISHMENT MINISTER 

A.         GENERAL INSTRUCTIONS: 

           (i) The summary is to be typed in double space. 

----------------------- Page 181-----------------------

          (ii)  Two  copies  of  each  summary  (alongwith  enclosures)  are  to  be 
sent to the Establishment Division. 

          (iii)   The   summary   should   contain   specific   recommendation   of   the 
Minister incharge about the proposal made in it. 

          (iv) The number of vacancies and how they have arisen. 

          (v) A copy of the recruitment  rules approved by the Establishment 
Division.    Otherwise,   a   copy   of   the   draft   recruitment   rules   or   method   of 
recruitment,     qualifications    and   experience     determined     for  the   post(s)   in 
consultation with the Establishment Division. 

          (vi)   Number   of   sanctioned   posts;   their   distribution   into   promotion, 
direct   recruitment     and   transfer   quotas.   Complete      list  of  officers  holding 
promotion   posts.      List   of   officers   holding   merit   quota   posts   and   regional 
distribution of posts reserved for direct recruitment alongwith the names and 
domicile of the incumbents holding these posts. 

B.        APPOINTMENTS BY PROMOTION: 

          (i)  A   copy    of  the  minutes    of  the   meeting   of   the   Departmental 
Promotion Committee. 

          (ii)  An authenticated copy of the seniority list. 

          (iii)  Full justification for supersession, if any. 

          (iv)  Up-to-date      C.R.   dossiers    of  the   officers  recommended         for 
promotion or supersession. 

          (v)  An abstract of the performance evaluation reports for the last five 
years in respect of officers recommended for promotion, supersession or to 
be ignored being on deputation etc. in the proforma as per Annexure I, "C" 
and "D" entries to be written in red ink. 

          (vi) An abstract of the major personal traits for the last five years of 

----------------------- Page 182-----------------------

officers recommended for promotion or supersession vide proforma as per 
Annexure II, "C" and "D" entries to be written in red ink. 

         (vii)  If an officer recommended for promotion is on deputation with 
an     organization      under    the    Federal     or   Provincial     Governments        or 
autonomous/semi-autonomous               organization,     Foreign    Government       or   an 
international organization, it may be clearly stated if the deputation is in the 
interest of public service or not. 

         (viii) If the officer recommended for promotion is on deputation from 
another organization a copy of the written consent of that organization to his 
promotion is to be furnished to the Establishment Division. 

          (ix) A certificate that the officers recommended for promotion in a 
particular grade possess the required length of service in the lower grade as 
laid   down   in   the   Establishment   Division   O.M.   No.   1/9/80-R.   2   dated   2nd 
June, 1983. 

          (x)  In   case   of   promotion   to   Grade   19   and   above,   a   copy   of   the 
minutes   of   the   meeting   of  the  Central  Selection  Board  together  with  C.R. 
dossiers of the officers recommended for promotion. 

C. AD HOC APPOINTMENTS: 

          (i)  Regional quotas to which the vacancies fall. 

          (ii)  Whether the posts were advertised in the Press?  If so, a copy of 
such advertisement to be attached. 

          (iii) Whether   the   vacancies   have   been   notified   to   the   FPSC   for 
making  regular  recruitment  against  them?           If  so,  a  copy  of  the  requisition 
placed with the FPSC is to be attached. 

          (iv)  Full   particulars   of   the   candidates   tested/interviewed   together 
with their assessment by the Selection Committee. 

----------------------- Page 183-----------------------

          (v)  A copy of the minutes of the meeting of the Selection Committee. 

          (vi)  Bio-data of the candidates recommended. 

          (vii) Up-to-date C. R. dossier of the candidate being recommended 
for ad hoc appointment, if he or she has served in an organization under the 
Federal or Provincial Government. 

          (viii) In case of extension in the period of ad hoc appointment of an 
officer confidential report on his performance for previous period(s) should 
be attached. 

D.        APPOINTMENT THROUGH THE FPSC: 

          (i)  Nomination letter from the FPSC. 

          (ii)  Advertisement issued by the FPSC. 

          (iii) Regional quota to which the vacancy is allocable. 

          (iv) Up-to-date ACR dossier of the candidate selected by the FPSC, 
if he or she is/was in Government service. 

          (v)  Bio-data     of  the  selected   candidates     or  their  applications 
addressed to the FPSC. 

E. APPOINTMENT BY TRANSFER: 

          (i)  A   certificate  that  the   candidate    recommended       is  holding 
equivalent post on regular basis in his parent organization. 

          (ii) Up-to-date ACR dossier of the officer recommended for transfer. 

          (iii) Whether the transfer is permissible under the recruitment rules? 

          (iv)  Minutes of the meeting of the DPC/Selection Committee. 

----------------------- Page 184-----------------------

F.        APPOINTMENT BY RE-EMPLOYMENT: 

          (i) A copy of the minutes of the meeting of the Central Selection 
Board. 

          (ii) Bio-data    of  the  candidate   recommended       for  re-employment 
including age and educational qualifications. 

          (iii) Up-to-date   ACR   dossier   of   the   officer   recommended   for   re- 
employment. 

----------------------- Page 185-----------------------

                           ANNEXURE I 
                                              (Specimen) 
COMPARATIVE   PERFORMANCE   EVALUATION   ANALYSIS   IN   RESPECT   OF   BEING   CONSIDERED 
FOR PROMOTION TO GRADE(S) 

page 196 and 197 (1989 edition) Annexure I and II to be scanned. 

----------------------- Page 186-----------------------

page 196 and 197 (1989 edition) Annexure I and II to be scanned. 

----------------------- Page 187-----------------------

Mode of notifying Appointments, 
Promotions etc., after introduction 
the scheme of Basic Pay Scales 

Sl. No. 109 

           Reference   is   invited   to   the   Finance   Division   O.M.   No.1(I)-Imp/83, 
dated   18th   August,   1983   laying   down   a   scheme   of   basic  pay  scales  and 
fringe benefits for the civil employees of the Federal Government as shown 
in the schedule to that O.M. It is laid down in the aforesaid O.M. that basic 
scales   shall   not   be   regarded   as`grades'   and   shall   not   be   referred   to   as 
`grades' in official communications and that the officials shall henceforth be 
appointed/promoted to posts and not in grades. 

           2. In pursuance of the aforesaid decisions, necessary amendments 
to the Civil Servants Act, 1973 and the rules made thereunder have been 
carried     out  replacing     reference    to  `grades'    by   corresponding       basic   pay 
scales. 

           3. It is requested that in future all the notifications and orders relating 
to   initial   appointment,   appointment   by   promotion   or   by   transfer   and   other 
appointment         like  ad     hoc     appointments        should      invariably     mention 
appointments   to   posts   and   not   to   grades.       A   few   specimen   of   the   draft 
notifications are also enclosed for guidance.  This form normally be used. 

           [Authority.- Estt. Division O.M. No. 3/11/83-R.2(Pt) dated 15-4-1984]. 

----------------------- Page 188-----------------------

                                                              Draft 1 Promotion 

                No. 

                        GOVERNMENT OF PAKISTAN 

                              MINISTRY OF .......... 

                                 ............. Division 

                                                            Islamabad, the ........ 

                                 NOTIFICATION 

Mr......................................  is  promoted  ..............to  the  post  of  ............. 
*promoted       on   officiating   basis    ..............  and  is  posted   as.....  in  the 
Ministry/Division/Office of................. until further orders. 

To 
The Manager, 
Printing Corporation of Pakistan Press (PCP), 
Islamabad. 

                                                                Deputy Secretary 
                                                to the Government of Pakistan 

                   *To be used in cases of promotion in temporary vacancies 
                   like   leave   or   deputation   vacancies.    Nature  of  the  vacancy 
                   and   the   duration   of   promotion   should   be   specified   in   the 
                   notification. 

----------------------- Page 189-----------------------

                                                  Draft-2 Initial Appointment 

         TO BE PUBLISHED IN PART-II OF THE GAZETTE OF 
                                    PAKISTAN 

No. 

                       GOVERNMENT OF PAKISTAN 

                             MINISTRY OF............. 

                               ................ Division 
                                                   Islamabad, the      ................ 

                                 NOTIFICATION 

          On     selection    by    the    Federal     Public    Service     Commission, 
Mr.............................  is  appointed        as      .....................  in  the 
Ministry/Division/Office of ............... w.e.f the date he assumes charge of the 
post and until further orders. 

          2. He shall remain on probation for a period of ................................. 

                                                               Deputy Secretary 
                                               to the Government of Pakistan 

To 
The Manager, 
Printing Corporation of 
Pakistan Press, Islamabad 

----------------------- Page 190-----------------------

                                             Draft 3 Appointment by Transfer 

No. 

                         GOVERNMENT OF PAKISTAN 

                               MINISTRY OF............. 

                                 ............... Division 

                                                       Islamabad, the    ............... 

                                   NOTIFICATION 

           Mr..............................................   is   appointed   by   transfer   to   the   post 
of......................   in   the   Ministry/Division/   Office   of..........   and   is   posted   as 
............................ 

           2. He shall be on probation for a period of .......................................... 

                                                                   Deputy Secretary 
                                                  to the Government of Pakistan 

To 
The Manager, 
Printing Corporation of 
Pakistan Press, Islamabad 

----------------------- Page 191-----------------------

                                                 Draft 4 Acting Appointment 
            No. 
                       GOVERNMENT OF PAKISTAN 
                              MINISTRY OF .......... 
                                .............. Division 

                                                             Islamabad, the........ 

                                 NOTIFICATION 

          Mr.........................   is   appointed   on   acting   charge   basis   to   the   post 
of.........  in  the  Ministry/Division/Office    of.........  until  further  order  and   is 
posted as....... 

                                                               Deputy Secretary 
                                                to the Government of Pakistan 
To 
The Manager, 
Printing Corporation of 
Pakistan Press, Islamabad 

                                                Draft 5 Ad Hoc Appointment 

                   No. 
                       GOVERNMENT OF PAKISTAN 
                             MINISTRY OF ............ 
                               ............... Division 

                                                              Islamabad, the...... 
                                 NOTIFICATION 

          Mr  .......................  is  appointed  on  ad  hoc  basis  as.................in  the 
Ministry/Division/Office of.................. for a period not exceeding six months 
or till the availability of a nominee of the Federal Public Service Commission, 
whichever is earlier. 

          2.  The    appointment      shall   be   terminable    without    notice   on   the 
appointment        of   a   person    selected     by    the   Federal     Public    Service 
Commission. 

----------------------- Page 192-----------------------

                                                                 Deputy Secretary 
                                                to the Government of Pakistan. 
To 
The Manager, 
Printing Corporation of Pakistan Press, 
Islamabad 
Sl. No. 110 

           Use   of   pay   scale   and   name   of   the   post   in   the   Notification   and 
summary.- Reference Establishment Division's circular O.M.No.3/11/83-R.2, 
dated     the   15th   April,  1984    (Sl.  No.113)    vide   which     specimen      of  draft 
notifications   relating   to   initial   appointment,   appointment   by   promotion   etc. 
mentioning the appointments to posts and not to grades, were circulated.                      It 
has now been decided that, in future, in all the notifications, summaries and 
office notes, the name of the post and its pay scale may also be mentioned, 
where necessary. 

           [Authority.- Estt. Division O.M. No. 3/11/83-R. 2, dated 13-1-1985]. 

Sl. No. 111 

           Continuance of the practice of notifying all appointments 
in   BPS     16   or  above     in  the   Gazette.-   The     Civil  Servants     (Change      in 
Nomenclature of Services and Abolition of Classes) Rules, 1973, give formal 
effect to the abolition of classes announced by the Prime Minister on 20th 
August,  1973.      The  classification  of  posts  into  gazetted  and  non-gazetted 
has also been abolished.  However, the practice of notifying all appointments 
to Basic Pay Scales and above in the Gazette will continue to be followed. 

           [Authority.- Para 2 of Estt. Secretary's d.o. letter No.1/1/73-ARC, dated 10-11-1973]. 

SL. NO. 112 

           Clarification regarding notifying of appointments of stenographers to 
senior scale (Basic Scale-16).- The appointments to the upgraded posts of 
Superintendents   (BPS-16)   in   Attached   Departments   are   permitted   to   be 
notified in the official Gazette. 

           [Authority.- Estt. Division O.M.No.11/57/80-F.Il(B-16) dated 15-1-1984]. 

----------------------- Page 193-----------------------

Sl. No. 113 

           Under the Establishment Division's O.M. No. 14/6/73-D.I, dated the 
24th October, 1973, as amended vide O.M. of even number dated the 8th 
August, 1974, 25% of the sanctioned posts of Stenographers were placed in 
NPS-14.      Now the post of Stenographer carries Basic Scale 15 and 25 % of 
the   sanctioned   posts   will   carry   Basic   Scale-16   vide   Annexure   II   to   the 
Finance  Division's  O.M.  No.  F.  1(19-Imp/83)  dated  the 18th August, 1983 
with effect from the 1st July, 1983. 

           2.  A    question     has   arisen     whether     the   event    of   appointment/ 
placement of a Stenographer in Basic Scale 16 is required to be notified in 
the    Official   Gazette     or   not.    This     issue   has    been     examined      in   the 
Establishment Division.         According to para-2 of the Finance Division's O. M. 
under reference, the basic scales which have replaced the Revised National 
Scales of Pay, will not be regarded as grades and will not be referred to as 
such     in   official  communications.          Further,     officials   will  be   appointed/ 
promoted to posts and not to grades. The Basic Scale 16 is a scale to be 
carried by a percentage of posts of Stenographer but there will be no new 
name new designation of the posts carrying that scale.                  These posts will still 
be known as posts of Stenographer (senior scale).                  Hence the placement of 
a Stenographer in Basic Scale 16 is not required to be notified. However, if a 
Stenographer   is   appointed/promoted   as   Private   Secretary   or   Secretariat 
Superintendent, his appointment/promotion as such will be notified as these 
                                                                  * 
posts carry definite designation and stand placed in  Basic Scale 16. 

           [Authority.- Estt. Division O.M. No. 14/6/73-D.I(F.II) R. VI dated 8-10-1983]. 

Sl. No. 114 

           Notifications   in   respect   of   Secretariat   Appointments.-   It   has   been 
decided       that   henceforth      all  notifications     relating    to   appointments       of 
Secretaries/Acting Secretaries shall be issued by the Establishment Division 
instead   of   the   Ministries,   as   has   been   the   practice   so   far.   This   course   is 
necessary to avoid notifications being found legally or otherwise defective, 
as has been found to be the case in some instances. In order to enable this 
Division to issue the necessary notification, Ministries will send the file to the 

----------------------- Page 194-----------------------

Establishment   Division   after   Prime   Minister's   Orders   have   been   obtained 
regarding such appointments. 

     [Authority.- Establishment Secretary's d.o. letter No.26(19)/63-A. 1, dated 31-8-1963]. 

Sl. No. 115 

           Notifications regarding postings, transfers etc.of officers of the status 
of   Joint   Secretary   and   above.-  It   has   been   noticed   by   the   Establishment 
Division that Ministries/Divisions are not fully aware of the correct procedure 
with     regard      to    obtaining      orders      for   appointment         to    posts     in   the 
Ministries/Divisions and issue of notifications in respect of appointments to 
such   posts.       The   correct   procedure   in   this   regard   has,   therefore,   been 
explained in the following paragraphs. 

*Note.-    All posts of Private Secretary to Secretaries/Additional Secretaries have been upgraded from 
BPS 16 to BPS 17 w.e.f. 1-7-1983 vide Estt. Division O.M.No.9/2/74-E.II(R6) dated 18-3-1986. 

           2. According to the existing instructions, appointments to the grade 
of Secretary, Additional Secretary, Acting Secretary and Joint Secretary fall 
under the purview of the High Level Selection Board while appointments to 
                                                                                       * 
the posts of Deputy Secretary to the Government of Pakistan                             [........] come 
within the scope of the Central Selection Board.  The recommendation of the 
High   Level   Selection   Board/Central   Selection   Board   in   respect   of   these 
officers   have   to   be   obtained   by   the   Establishment   Division.               Thereafter, 
action is required to be taken in the following sequence:- 

                                             ** 
           (i)        Approval   of   the      President   to   the   recommendation   of   the 
                     appropriate Selection Board. 

           (ii)       (a)       Decision in the Establishment Division in consultation 
                               with Ministries/Divisions to post an approved officer to 
                                a particular post, and 

                                                                                * 
                     (b)        submission   of   a   summary   to   the         President   for   his 
                               specific approval to such appointment. 

           (iii)      Issue of notification by the Establishment Division making the 
                     actual appointment. 

----------------------- Page 195-----------------------

            (iv)      Issue   of   notification   by   the   Ministries/Divisions   concerned 
                     regarding assumption of charge of the particular post by the 
                     selected officer. 

            3. Action with regard to (i) and (iii) above is required to be taken by 
the     Establishment         Division     alone.      Approval        of  the    President       to  the 
appointment of a particular officer to a particular post is at present taken by 
the Administrative Division in which the vacancy exists. This has led to some 
unforeseen          and     unhappy        consequences,          e.g.,    unwillingness         of   the 
Administrative Divisions to accept particular officers and allowing the officers 
to assume charge of their duties before a formal notification has been issued 
by the Establishment Division.               In order to avoid such difficulties it has now 
been decided that approval of the President to all Secretariat appointments 
would      be   taken     by   the   Establishment         Division,    in   consultation      with   the 
Ministries/Divisions. 

*The word "Section Officer" omitted. 
** 
  Note.- The Prime Minister is now the appointing authority for posts in BPS 20 and above 
vide rule 6 of the Civil Servants (Appointment, Promotion and Transfer) Rules, 1973. 

            4.  The  next  step  would  be  to  issue  a  further  notification  regarding 
assumption   of   charge   of   the   particular   post   by   the   selected   officer.   This 
notification   is   to   be   issued   by   the   Ministries/   Divisions   concerned.   It   is, 
however,   emphasised   that   assumption   of   charge   by   the   selected   officer 
cannot   be   from   a   date   prior   to   but   subsequent   to   the   date   of   notification 
regarding his appointment by the Establishment Division. In no case can the 
selected       officer   assume        charge     from     a  date     earlier   than     the   date    of 
notification issued by the Establishment Division. 

           [Authority.- Estt. Division O.M.No.22/25/68-Al, dated 23-1-1969]. 

Sl. No. 116 

            In the Establishment Division O.M. No. 22/25/68-AI, dated the 23rd 
January, 1969, it was emphasised that the charge of a particular post could 

----------------------- Page 196-----------------------

be   assumed   by   a   Government   servant,   duly   approved   by   the   competent 
authority only from a date subsequent to the date on which the notification of 
his appointment was issued by the Establishment Division, and that in no 
case the Government servant could assume charge from a date either than 
the    date    of  notification    issued    by    the   Establishment       Division,    unless 
specifically stated. 

           2. It has been noticed that the instructions referred to above have not 
been   observed   in   a   number   of   cases   by   the   Ministries/   Divisions   and,   in 
some cases Government servants were allowed to assume charge of the 
posts   to   which   they   were   appointed   by   the   Establishment   Division,   with 
effect    from    dates    either    than   the    dates    of  the    notifications    of  their 
appointments   issued   by   the   Establishment   Division.           In   view   of   this,   it   is 
considered necessary to reiterate the position stated in para 1 above.                      The 
fact that vacancies were available in certain cases from back dates, is not 
relevant, and no Government servant can be allowed to assume charge of a 
higher     post   retrospectively      only   for  that   reason.     Further,     in  order    to 
regularise the position, it is requested that all such cases should be reviewed 
and     relevant   notifications,    if  any,  which    may    have    been    issued    by   the 
Ministries/Divisions   in   contravention   of   the   instructions   referred   to   above, 
should   be   cancelled   immediately,   and   revised   notifications   issued,   under 
intimation to the Establishment Division. 

           [Authority.- Estt. Division O.M. No. 22/25/73-AV, dated 10-12-1973]. 

Current/additional charge and 
acting charge appointments 

Sl. No. 117 

           According to the existing instructions all appointments by promotion 
in higher posts are to be made through regular selection process i.e. with the 
approval       of   the    Central     Selection      Board/     Departmental        Promotion 
Committee and the authority competent to make appointment to the grade in 
which the vacancy exists. However, in those cases where a vacancy in a 
higher post occurs for less than two months and it is considered impossible 

----------------------- Page 197-----------------------

for good reasons to make arrangements for day to day work of that post to 
be carried on otherwise, the current charge of the duties of that post may be 
given   temporarily,   with   the   approval   of   the   authority   competent   to   make 
appointments to the said post, to the senior most officer in the cadre present 
at the place or in the organization where the vacancy may have occurred if 
he is otherwise fit and eligible for promotion. 

           2. Situations arise in various departments where higher posts have 
to be filled urgently for short periods independently of the normal promotion 
and     appointment      procedure      which    takes    time.   The     matter    has    been 
considered       in  consultation     with   the   Ministry    of  Finance.      In   order    to 
overcome   the   difficulty,   the   President   has   been   pleased   to   delegate   the 
power to make current charge appointments as follows:- 

          (i)       Secretaries/Additional 
                   Secretaries............ 

           (ii)     Heads of Attached Department 
                   not below grade 21 including 
                   Chairman, FPSC and Chairman                      For Grade 
                   Federal Inspection Commission                   17 to 20 
                   in respect of their own 
                   officers................. 

           (iii)    Auditor General of Pakistan 
                   Pakistan Audit Department.. 

           (iv)     Military Accountant 
                   General for Military                            Upto 
                   Accounts Departments......                      Grade 20 

          (v)       Member Finance, Railway Board for 
                   Railway Audit Department................ 

           (vi)     Head of Department as defined in                         For Grade 
                   S.R.2(10) not below grade-20.........                     17 and 18 

----------------------- Page 198-----------------------

          3. The exercise of the powers as delegated shall be subject to the 
observance of the following conditions:- 

          (i)  the arrangement should not be made for a period of less than 
               one month and should not exceed three months.                   However, it 
               may be extended by another three months with the approval of 
               the next higher authority; 

          (ii) as soon as the current charge is given, a proposal for regular 
               appointment should be initiated and referred to DPC/CSB within 
               a month; and 

          (iii) in making current charge arrangement, the senior most officer 
               available in the organisation and present at the place where the 
               vacancy may have occurred, if he is otherwise fit and eligible for 
               promotion, should be considered. 

          4. An officer appointed to hold current charge of a higher post shall 
be allowed, in term of F.R. 35 and proviso to Section 17 of the Civil Servants 
Act, 1973 pay in his own grade plus additional pay equal to 10% of his grade 
pay. (Please see revised orders vide Sl. No.119 below) 

          5.   The   existing   orders   on   the   subject   are   modified   to   the   above 
extent. 

          [Authority.- Estt. Division O.M.No.1/21/76-AR.I/R-II, dated 18-6-1980, 
          as amended vide O.M. of even number dated 10-4-1981]. 

SL. NO. 118 

          With reference to the Establishment Division's Office Memorandum 
No. 1/21/76- AR.I/R.II dated the 18th June 1980 (Sl. No.117), it is clarified 
that   for  the   purpose     of  making    current   charge     arrangements      it  is  not 
necessary   to   insist   on   completion   the   length   of   service   as   prescribed   for 
promotion. 

          [Authority.- Estt. Division O.M. No. 1/4/84-R.2 dated 3-7-1984]. 

Sl. No. 119 

----------------------- Page 199-----------------------

           Enhancement   of   special   pay   admissible   to   an   officer   appointed   to 
hold current charge of a higher post.- Under the existing orders an officer 
appointed to hold current charge of a higher post in addition to the duties of 
his own post, is allowed in terms of F.R. 35 and proviso to Section 17 of Civil 
Servants Act, 1973, pay of his own post plus special pay equal to 10% of his 
pay.     The   position   has   been   reviewed   and   in   order   to   afford   sufficient 
compensation to a person performing duties of higher post carrying higher 
responsibilities,   it   has   been   decided,   with   the   approval   of   the   competent 
authority,     that   in  case    of  current     charge     appointments       to   higher    posts, 
special   pay   shall   be   admissible   at   the   rate   of   20%   of   pay   subject   to   a 
                 * 
maximum of  [Rs.6000 p.m. with effect from 1-7-2005]. 

           2. However it is emphasized that the current charge arrangements 
should   be   made   with   the   approval   of   the   competent   authority   strictly   in 
accordance         with   the    orders    contained      in   the   Establishment        Division's 
O.M.No.1/21/76-A.R.I/R.II, dated 18-6-1980 (Sl. No.117). 

           [Authority.- Finance Division O.M. No. F.2(9)-R.3/85, dated 15-3-1987]. 

Sl. No. 120 

           Reference       Establishment        Division's    O.M.     No.    1/21/76-     AR.I/R.II, 
dated 18th June, 1980 which provides that "the current charge of the duties 
of   that   post   may   be   given   temporarily,   with   the   approval   of   the   authority 
competent to make appointment to the said post, to the most senior officer in 
the cadre present at the place or in the organisation where the vacancy may 
have occurred if he is otherwise fit and eligible for promotion". Queries have 
been received as to the definition of the word "place" and "organisation". 

           2. The matter has been considered.                The word "place" refers to the 
area   in   which   the   office   in   which   the   vacancy   has   arisen   is   located,  e.g., 
Rawalpindi, Islamabad, Karachi etc. The word "organization" refers to each 
distinctive administrative unit of department.  For instance in a Division which 
is divided into different Wings each as a distinct entity, the organization will 
refer to each such Wing. 

           [Authority.- Estt. Division O.M. No. 1/21/76-AR-I/R.ll, dated 14-3-1981]. 

----------------------- Page 200-----------------------

*Revised Finance Division O.M.No.F.1(1)/Imp/2005, dated 1.7.2005. 

Sl. No. 121 

           With   reference     to  the  Establishment       Division   O.M.    No.   1/21/76- 
AR.I/R.II,    dated    the   18th   June,    1980    as   amended      vide   Establishment 
Division O.M. of 10th April, 1981 a question has been raised as to which 
authority     is  competent   to   extend   current   charge   appointment   beyond   6 
months. 

           2.   The   delegation   made  vide  the   Establishment   Division   O.M.   No. 
1/21/76- AR.I/R.II, dated the 18th June, 1980 as amended vide O.M. dated 
10th April, 1981 is in partial modification of the Establishment Division O.M. 
No. 7/22/70-AVII, dated 7th August, 1970.  The cases of extension of current 
charge      appointment      beyond      6  months      will,  therefore,    continue    to   be 
sanctioned by the Establishment Secretary in respect of posts in BPS 17 to 
19 and by the President in respect of posts in  BPS 20 and above. 

           3. The current charge arrangement is made as a temporary measure 
pending   appointment   of   a   person   to   the   post   on   a   regular   basis.      It   is 
expected that case for regular appointment will be simultaneously initiated 
and finalised within the period of 6 months which is considered sufficient for 
the purpose. Normally, therefore, there should be no occasion for extending 
current charge arrangement beyond 6 months. In those cases only where it 
is necessary to continue the current charge arrangement beyond this period 
cases should be referred to the Establishment Division.                 Such cases should 
indeed the rare.      The case should be referred in the form of a summary for 
the    President     in  the   case    of   posts    in  BPS     20   and    above     and   for 
Establishment Secretary in the case of posts in BPS 17 to 19, stating what 
action was taken to fill the post on a regular basis, the reasons why it has 
not   been   possible   to   make   a   regular   appointment   within   the   prescribed 
period   of   6   months   and  full  justification  for  further  extension  of  temporary 
arrangement.        The     period    for  further  extension     should    be   as   short   as 
possible necessary to make regular arrangements. 

           4.   The   proposal   to   continue   payment   of   additional   pay   beyond   6 
months      will  also   require    approval    from    the   Ministry   of  Finance.      The 
proposals  may  therefore  be  referred  initially  to  the  Ministry  of  Finance  for 

----------------------- Page 201-----------------------

their concurrence before referring the case to the Establishment Division. 

          [Authority.- Estt. Division O.M. No 1/21/76-AR-I/R-II dated 6-4-1982]. 

Sl. No. 122 

          Correct   designation     of  officers  holding   current   charge   of  higher 
posts.-   It   has   been   decided   in   consultation   with   the   Law   Division   that   an 
officer   holding    a  higher    post   on  current    charge    basis   may    use   the 
designation of that post in relation to a duty attached to that post. 

          [Authority.-  Estt. Division O.M. No. 1/3/82-R.2, dated 16-12-1982]. 

                             Appointment of Officers on 
                          Current Charge against Higher 

Posts and Payment of Additional 
Remuneration therefor 

Sl. No. 122-A 

               The instructions contained in para 3 of Establishment 
 Division O.M.No.1/21/76-AR-1/R-II, dated 6.4.1982 which provide that 
 the extension of current charge arrangement should be sought from 
  the President and the Establishment Secretary in case of posts in 
  BS-20 and above and posts in BS 17-19, respectively, and to state 
  that the aforesaid instructions have been reviewed inconsequence 
       of amendment in Rule 6 of the Civil Servants Appointment, 
 Promotion & Transfer) Rules, 1973 notified vide SRO No.276(I)/2000, 
 dated 25.5.2000 under which Secretaries of the Ministries/Divisions 
 have been authorized to make appointments to posts in BS 17 to 19, 
  and it is clarified that extension of current charge arrangement to 
   posts in BS 17 and above is now required to be sought from the 
     appointing authority prescribed in Rule 6 of the Civil Servants 
             (Appointment, Promotion & Transfer) Rules, 1973. 

----------------------- Page 202-----------------------

2.       While approving/extending current charge arrangements, the 
       following guidelines are required to be strictly observed:- 

    (i)      Current    charge    arrangement      is  a   temporary     measure 
            pending appointment of a person on regular basis in the 
            prescribed manner. 

    (ii)     Proposal     for   regular   appointment       in  the   prescribed 
            manner should be initiated at the earliest opportunity and 
            current charge arrangement should not be considered as 
            a justification for delay in filling the posts on regular basis 
            in the prescribed manner. 

    (iii)    Six months is considered a sufficiently long period for the 
            purpose of filling of posts on regular basis and, therefore, 
            there   should   normally   be   no   occasion    or   necessity   for 
            seeking extension of current charge arrangement beyond 
            six months. 

    (iv)     Extension of current charge beyond six months requires 
            prior    consultation     with    the   Finance    Division    before 
            seeking the orders of the competent appointing authority 
            prescribed   in   rule   6   of   the   Civil   Servants   (Appointment, 
            Promotion & Transfer) Rules, 1973. 

    (v)      Current charge of a higher post can be given only to those 
            persons      who     fulfil  eligibility  conditions     for  regular 
            promotion to that higher post. 

    (vi)     Normally     the   most    senior    persons     available    in  the 
            Wing/Unit where higher post falls vacant, should be given 
            current charge of higher post. 

3. While issuing formal sanction for grant of additional remuneration 
on account of current charge, it may be specifically certified that the 
       above mentioned guidelines have been kept in view while 
           approving/extending current charge arrangement. 

----------------------- Page 203-----------------------

              [Authority.- Establishment Division’s O.M. No.1/17/2000-R.2, dated 21.11.2005]. 

Sl. No. 123 

           Additional Charge appointments.- The President has been pleased 
to decide - 

           (a)      that   combination   of   appointments   in   terms   of   Fundamental 
                   Rules (F.R) 49 should be made as a temporary measure and 
                   should   not   ordinarily   be   made   for   a   period   of   more   than   6 
                   months; and 

           (b)      that apart from the pay admissible under F.R. 49 (a) where 
                   applicable,      the    additional    remuneration       which     may     be 
                   granted to an Officer, including a Judicial Officer of the rank 
                   of  Joint  Secretary  or  above,  who is called upon to perform 
                   additional duties, should not exceed an amount equal to 10% 
                   of his pay in the original post. 

           2. In order to comply with the decision mentioned in para l(a) above, 
necessary measures to fill up a post on a whole-time basis should be taken 
as soon as it falls vacant and every possible effort should be made to make 
a whole-time appointment within the period of six months.                  If, in any case, it 
is   necessary      to  continue     the   full  additional   charge     or  current    charge 
arrangement beyond this period, the case should be referred to the Ministry 
of Finance stating the steps taken to fill the post on a whole-time basis, the 
reasons why it was not possible to appoint a whole-time officer within the 
prescribed  period  and  giving  full  justification  for further continuance of the 
temporary arrangement. 

           3. For the purpose of the decision given in para 1(b) above, all posts 
carrying a pay of Rs. 3,000 in the "existing" (pre-31) scale or Rs. 2,000 in the 
"Prescribed"  scales  will  be  regarded  as  equal  in  rank  to  the  post  of  Joint 
Secretary. 

           4.   The   grant   of   additional   pay   to   officers   below   the   rank   of   Joint 

----------------------- Page 204-----------------------

Secretary will continue to be regulated under the existing orders, according 
to which additional pay not exceeding 20  per cent of the presumptive pay 
can be granted but, as a consequence of the limits laid down in para 1(b) 
above,  the  amount  of  additional  pay  granted  to  officers  below  the rank of 
Joint Secretary should not exceed the amount of additional pay admissible 
to a Joint Secretary under these orders. 

          [Authority.- Finance Division O.M. No. F. 4(46)-RII(III)/56, dated 26-10-1957 
          as reproduced below F.R. 49]. 

Combination of Appointments 

Sl. No. 123-A: 

                  Reference paras of the instructions contained in 
   Establishment Division O.M.No.1/21/75-AER.R.2 dated 19.8.1989 
  which provide that additional charge arrangement in non-identical 
       post in BS-17 to 19 requires approval of the Establishment 
 Secretary. The above instructions have been reviewed in the light of 
 amendment in Rule 6 of the Civil Servants (Appointment, Promotion 
  and Transfer) Rules, 1973 notified vide SRO No.276(1)/2000, dated 
  25.5.2000 under which Secretaries of the Ministries/Divisions have 
     been authorized to make appointment to posts in BS-17 to 19 
    consequent upon the aforesaid amendment in rules additional 
    charge arrangement in non-identified posts to BS-17 to 19 now 
requires approval of Secretary of the concerned Ministries/Divisions. 
   Cases involving additional charge of posts borne on the code of 
   APEC and OMG shall, however, continue to be submitted for the 
  approved of Establishment Division. The instructions contained in 
   Establishment Division O.M. No.1/21/76-AR-1/R-II dated 19.8.1989 
                          stand amended accordingly. 

          2. Ministries/Divisions are requested to bring the above instructions 
to the notice of all concerned departments. 

         [Authority.-Establishment Division’s O.M.No.1/15/2000-R.2, dated 2.10.2000]. 

----------------------- Page 205-----------------------

Sl. No. 124 

           The   question     whether     cases     of  additional    charge     appointments 
come within the scope of the Central Selection Board or not has been under 
consideration in the Establishment Division. 

           2. After careful consideration it has now been decided that when an 
officer is appointed to hold additional charge of an equivalent post in terms 
of   the   Ministry    of  Finance     O.M.    No.   4(46)-R.II    (III)/56,  dated    the  26th 
October, 1957, it will not be necessary to obtain the approval of the Central 
Selection Board.  The Ministry concerned may make such an appointment in 
consultation with the Ministry of Finance.  But when an officer is appointed to 
hold current charge of a higher post for a period exceeding two months, the 
approval of the Central Selection Board is necessary in accordance with the 
existing orders. 

           [Authority.- Estt. Division O.M. No. 26(13)/63-AI, dated 2-7-1964]. 

Sl. No. 125 

           Reference   Finance   Division's   circular   O.M.   No.   F.   4(14)-R.   4/68, 
dated the 9th September 1971, the position has been reviewed and in order 
to afford sufficient compensation to a Government servant entrusted with the 
additional   charge   of   a   vacant  identical  post,  it  has  been  decided  with  the 
approval      of  the   competent      authority,    that  in  case    of  additional    charge 
arrangement, special allowance shall be admissible at a uniform rate of 20% 
of  basic  pay  not  exceeding  Rs.  6000  p.m.  with  effect  from  1st July 2005, 
subject to the fulfillment of the following conditions:- 

           (i)      The work of the vacant post, as far as possible, be distributed 
                   among   more   than   one   Government   Servant   of   the   same 
                   status          and        designation          available         in       the 
                    Ministries/Divisions/Departments. 

----------------------- Page 206-----------------------

           (ii)     Where   the   distribution   of   the   work   among   more   than   one 
                   Government Servant is not feasible, the charge of the vacant 
                   post may be entrusted, in its entirety, to another Government 
                   Servant.     This arrangement should not be made for a period 
                   less   than   one   month   and   should   not   exceed   three   months 
                   and     it  should    be   allowed    with   specific    approval     of  the 
                   Secretaries/Additional           Secretaries/Heads          of     Attached 
                   Departments/Heads            of   Department       not    below    BPS-21. 
                   However, it may be extended by another three months with 
                   the approval of next higher authority. 

           (iii)    Immediately on the expiry of six months of the full additional 
                   charge of the particular vacant post, the post shall be treated 
                   as    having     been    abolished      and    its  duties   automatically 
                   becoming part of the normal duties of the other existing posts 
                   of     the    same      category     in    the    Divisions/Departments 
                   concerned.       The  post  so  treated  as  abolished  shall  not  be 
                   reviewed   without   the   concurrence   of   the   Financial   Adviser 
                   concerned. 

           2.  Finance      Division's    O.M.     No.    4(14)-R.4/68,      dated    the    9th 
September, 1971 shall be deemed to have been cancelled with effect from 
Ist February, 1987. 

           [Authority.- Finance Division O.M. No. F.2(9)-R-3/85, dated 18-3-1987]. 

Sl. No. 126 

           The    Finance     Division's     O.M.No.F.4(14)R.4/68,          dated       9-9-1971 
authorises grant of Special Pay at various specified rates in cases in which, 
in accordance with para 2(ii) of that circular, the charge of the vacant post of 
an officer in an establishment is entrusted in its entirety to another officer of 
the same status, category and designation in that establishment.  A question 
was   raised   whether   this   combination   of   charges,   where   the   post   and   the 
officer concerned belong to a Grade higher than Grade 15, needs or does 
not need to be notified in the gazette, in order for the above special pay to 
become payable.         The matter has been considered in consultation with the 
Establishment Division.  The position is that the combination of charge in the 

----------------------- Page 207-----------------------

above category of cases [unlike the combination of appointments under F. 
R. 49 or under para 1(2) (c) of the pre-Independence Government of India, 
Finance Department's O.M. No. F. 7 (3)-EII/46, dated 26-9-1946] would not 
have the effect of bringing about any change either in the status of the officer 
concerned or in his competence to perform official duties.  It has accordingly 
been   held   that   notification,   in   the   gazette,   of   the   combination   of   charges 
authorised under para 2(ii) of the above mentioned circular dated 9-9-1971, 
would be uncalled for. 

           2. It follows that in cases of the kind referred to in the preceding para, 
issue of an official letter conveying the approval of the competent authority to 
the  combination  of  charges  in  question  and  to  the  grant  of special pay in 
accordance with para 2(ii) of the circular dated 9-9-1971 referred to above, 
would constitute sufficient authority for the Audit to allow the relevant rate of 
special pay to the officer concerned. 

     [Authority.- Finance Division O.M.No.D.907-R.4/76-F.4 (19)R.1/76, dated 6-10-1976]. 

Sl. No. 127 

           Appointment on Acting Charge basis.- Reference rule 8-A of the Civil 
Servants (Appointment, Promotion and Transfer) Rules, 1973, and to state 
that a civil servant, on appointment to hold a post on Acting Charge basis, 
shall - 

           (a)      assume full duties and responsibility of the post and exercise 
                   all statutory, administrative and financial powers vested in the 
                   regular incumbent of the post; and 

           (b)      during   the   period   of   such   appointment,   be   entitled   to   draw 
                   fixed pay equal to the minimum stage of the pay at which his 
                   pay  would  have  been  fixed  had  he  been  appointed  to  that 
                   post on regular basis.         Service rendered on Acting Charge 
                   basis in the scale applicable to the post shall not count for 
                   purposes   of   drawal   of   increments   in   that   grade.      It   shall, 
                   however, count towards increments in the scale of pay held 
                   immediately before appointment on Acting Charge basis so 
                   that on reversion from Acting Charge appointment his pay in 

----------------------- Page 208-----------------------

                    the lower grade should be fixed at the same stage which he 
                   would have reached, but for appointment to the higher grade; 

           Provided that if at any time during his appointment on acting charge 
basis,     his   substantive      pay    exceeds     his   pay    fixed   on    acting    charge 
appointment, he will draw his substantive pay. 

           Explanation.- For the purpose of this proviso, officiating pay drawn in 
a post held on regular basis continuously for three years (including period of 
leave) or which would have been drawn for that period but for appointment 
on acting charge basis shall be treated as substantive pay. 

           [Authority.- Estt. Division O.M.No.1/9/80-R II(B), dated 12-1-1981 as 
           amended vide O.M.No.1/1/82-R 2 dated 15-8-1983]. 

SL. NO. 128 

           Reference       sub    para    (b)   of   Establishment       Division's     O.M.No. 
1/9/80-R.II(B)       dated    12th    January,     1981,     as   amended       vide    O.M.No. 
1/1/82/R.2, dated 15th August, 1983, it is stated that in partial modification of 
the   said   orders   it   has   been   decided   that   the   service   rendered   on   acting 
charge basis in respect of appointments falling under rules 8-B(l) and 8-B(3) 
of   the   Civil   Servants   (Appointment,   Promotion   and   Transfer)   Rules,   1973 
count in the pay scale applicable to the post for the purposes of accrual of 
increments subject to fulfillment of the following:- 

           (i)      In   case   of   acting   charge     appointments       to  posts   carrying 
                                                                                      * 
                    BPS-18,      the   incumbents       shall   have    completed      5    years 
                    service in B-17. 

           (ii)     In   case   of   acting   charge     appointments       to  posts   carrying 
                    BPS-19 and above the incumbents shall have completed the 
                    prescribed length of service for respective posts as under:- 

                   (a) Posts in BPS-19            * 12 years service 

                                                   in BPS-17 and above. 

                   (b) Posts in BPS-20              17 years service 

----------------------- Page 209-----------------------

                                                   in BPS-17 and above. 

                    (c) Posts in BPS-21              22 years service 
                                                   in BPS-17 and above. 
           2. The above decision shall be effective from the First January, 1985. 
 However, in cases of acting charge appointments made during the period 
from 12th January, 1981 to 31st December, 1984, the increments shall be 
restored from the due dates but no arrears due on account of restoration of 
increments prior to 1st January, 1985 shall be allowed. 

           [Authority.- Estt. Division O.M.No.1/25/83-R.2, dated 27-3-1985]. 

* 
Amended vide Estt. Division O.M. No. 1/25/83-R 2 dated 31-3-1986. 

Other short-term appointments 

Sl. No. 129 

           Temporary vacancies upto two months or more.- Orders were issued 
(vide   Establishment   Division   Memorandum   No.   54/27/   53-ME,   dated   the 
30th September, 1953 and 14th November, 1953) to the effect that:- 

           (i)       No vacancy less than 4 months' duration should be filled; 

           (ii)      Vacancies exceeding 4 months should not normally be filled 
                    but may be filled under the personal orders of the Heads of 
                    Ministries/Divisions/Departments; 

           (iii)     Exception from (i) and (ii) above may be made in the case of 
                    technical staff. 

           2.   The    question      of  filling  of   short-term      vacancies      has    been 
considered   further   and   it   has   since   been   decided,   in   supersession   of   the 
orders referred to above, that : 

           (i)       No vacancy upto 2 months should be filled; 

           (ii)      Vacancies exceeding 2 months should not normally be filled 

----------------------- Page 210-----------------------

                    but may be filled under the personal orders of the Heads of 
                    Ministries/Divisions/Departments; 

           (iii)     In   case     where     the    nature    of   work     is   such    that    the 
                    employment of staff for a short period is unavoidable in the 
                    interest of essential work, relaxation in respect of promotion 
                    or   recruitment      to  vacancies      of  even    less   than    2  months 
                    duration should be made and such vacancies should be filled 
                    under        the      personal       orders       of     the     Heads        of 
                    Ministries/Divisions/        Departments.       Such     relaxation    should, 
                    however,        be    made       only    after    consultation       with    the 
                    Establishment Division. 

           [Authority.- Estt. Division O.M. No. 54/27/53-ME, dated 8-4-1954 as amended 
           vide O.M. No.11/4/61-F.II (XV), dated 6-4-1962]. 

           Note.-    The above orders do not apply to the case of Secretaries to Government for whom 
                    separate orders exist. 

Sl. No. 130 

           Vacancies caused by deputation of officers abroad.- There has been 
some   confusion   in   the   past   in   regard   to   the   necessity   or   otherwise   for 
creation of posts for making officiating arrangements in vacancies caused by 
the deputation of officers abroad.            The matter has been examined and the 
following instructions are issued for the guidance of Ministries/Divisions, etc:- 

           (1)       When the officer hands over charge of his post.- The officer 
                    concerned is placed on special duty and is entirely detached 
                                                                                       * 
                    from duties of the post which he ordinarily holds.                 A post of 
                    Officer   on   Special   Duty   would   have   to   be   created   in   the 
                    Ministry sponsoring his deputation and the vacancy created 
                    in his own Ministry can be filled up in the normal course. 

           (2)       When the officer does not hand over charge of his post.- The 
                    officer is not detached from the duties of his post and it is not 
                    necessary   to   make   arrange-   ments   for   the   disposal   of   the 
                    work relating to the post due to the absence of its incumbent. 

----------------------- Page 211-----------------------

                    A   new    post   in  a  lower   grade    may    be  created    with   the 
                   sanction of the authority competent to create such lower post 
                   for the period of the officer's absence on duty. 

          2.   The   instructions    contained     in  the  Ministry    of  Finance     Office 
Memorandum   No.   4561-EG.I/1/51,   dated   the   12th   July,   1951,   are   hereby 
cancelled. 

          [Authority.- Finance Division O.M.No.3005-EG-1/52, dated 7-5-1952]. 

Sl. No. 131 

          Vacancies   caused   by   suspension   of   Government   servants.-   The 
question whether a vacancy caused by suspension of a Government servant 
can    be   filled  up   like  other   ordinary   vacancies      has   been    examined      in 
consultation with the Ministry of Finance and the Law Division.                 It has been 
decided that though a vacancy caused by suspension of an officer cannot be 
filled up substantively; it can be filled up on an officiating basis, and that no 
supernumerary post need be created in such case. 

          2.   This   supersedes   Establishment   Division's   O.M.   No.   2/14/67-CIII 
dated the 19th September, 1968. 

          [Authority.- Estt. Division O.M. No. 6/2/71-DI, dated 20-9-1971]. 

*Note.- Pl. see Estt. Division O.M. No. 5(1)8/67-DV, dated 19-9-1968. 

Appointment of the Widows/ 

Departments                       of                 the                 Deceased 
Government                        Servants                    in                 the 
Government 

Sl. No.131-A: 

          The undersigned is directed to say that Ministries/Divisions/ 
Departments have been forwarding proposals to the Establishment 

----------------------- Page 212-----------------------

Division for appointment of widows/children of deceased government 
servants     in  relaxation    of  the   procedure     prescribed     in  the   Civil 
Servants      Appointment,      Promotion     and   Transfer)    Rules,    1973    in 
pursuance        of   a   Cabinet      decision    (case     No.12/1/96,      dated 
06.1.1996).   It   was   within   the   notice   of   Ministries/Divisions   that   the 
said Cabinet decision could not be implemented owing to a judgment 
of the Supreme Court of Pakistan in Human Rights Case No.104 of 
1991, wherein it was held that initial recruitments, both ad-hoc and 
regular, could only be made after advertising the vacancies publicly 
and properly, and that any process to the contrary would be violative 
of the Fundamental Rights (Article 18 of the Constitution). 

          2.   The     matter     has    been     examined       afresh    by    the 
Establishment       Division   in  consultation    with   the  Law    and   Justice 
Division and it has been held that no appointment to a civil post can 
be made in violation of the procedure laid down in the Civil Servants 
(Appointment, Promotion & Transfer) Rules, 1973. This includes the 
cases of widows/dependents of deceased government servants. 

3. All Ministries/Divisions are advised to kindly take note of the above 
stated position, Ministries/Divisions are also requested to bring the 
above      instructions     to   the    notice    of   Attached     Departments, 
Subordinate         Offices,     Autonomous/Semi-Autonomous                 Bodies/ 
Corporations   etc.   under   their   administrative   control   for   information 
and compliance. 

          [Authority.-    Establishment      Division’s   O.M.No.4/1/99-RW-II, 
dated 8.1.2000]. 

Appointment on Contract Basis 

Sl. No. 132 

----------------------- Page 213-----------------------

      The standard terms and conditions of appointment on contract were last 
circulated vide Establishment Division's O.M.No. F.10/55/82-R.2, dated 15th 
January,      1985.     These     have    since    been    reviewed      in  consultation      with 
Finance Division and Law and Justice Division. 
     2.   All  Ministries/Divisions      are   requested     that,   henceforth,     the   revised 
format     may   be   used   in   case   of   contract   appointments   in   the   Ministries, 
Divisions   and   their   Attached   Departments   and   other   Organisations   under 
them. 

           [Authority.– Establishment Division O.M.No.F.10/52/95-R.2,dated 18-7-1996]. 

----------------------- Page 214-----------------------

                                                                               Revised Format 
                                 GOVERNMENT OF PAKISTAN 

                                  Name of Ministry__________ 

No.                                              Islamabad/Rawalpindi                ,20--- 

From: 

To: 

SUBJECT: EMPLOYMENT ON CONTRACT BASIS 

Sir, 

      I  am     directed      to   say    that    you    have     been      selected      for 
appointment         on   contract     as   ...............……...   under   the   Federal 
Government on the following terms and conditions: – 

      1. Post:                         ....................... 

     2. Place of posting:             .........or anywhere within or outside Pakistan as 
                                      the competent authority may decide. 

     3. Period of contract:            ........ (not exceeding two years) from the date of 
                                      assumption of charge. 

     4. Pay:                          Minimum   of   the   relevant   scale   of   pay. 
                                     Annual increment shall be admissible as 
                                      under the normal rules. 

     5. Allowances:                    As   admissible   to   corresponding    civil 
                                      servants.   However,    Qualifications  Pay/ 
                                     Allowance,   Senior   Post   Allowance   and 
                                      Orderly     Allowance      shall    not    be 
                                      admissible    in  case   these   allowances 

----------------------- Page 215-----------------------

                                    were taken into account while calculating 
                                     pension     after  retirement    from    previous 
                                    service. 

6. Travelling                       As    admissible     to  civil  servants    of  the 
   Allowance:                       corresponding pay scale under the rules. 

7. Seniority:                       This     contract     appointment       does    not 
                                    confer   any  right   for   being  placed  in  the 
                                    gradation/        seniority      list    of     the 
                                    cadre/group       to  which    the  subject    post 
                                     belongs. 

8. Leave:                            As admissible under the Revised Leave Rules, 
                                     1980.      However,         provisions       contained       in 
                                     Rules   5(c),   8,   11,   14,  16,17,   18,   18-A,   19,   27, 
                                    33,   34,   35,   36   and   39   of   Rules  ibid   shall   not 
                                    apply. 

                                    All leave at your credit will lapse on the 
                                    termination of this contract. 

9. Medical Facilities:               As     admissible      to    officers    of   the    Federal 
                                    Government under the rules. 

10.Pension:                          Service   rendered   under  this   contract   shall   not 
                                    qualify for a pension or gratuity. 

                                     Pension   in   respect   of   previous   service,   if   any 
                                    shall continue to be drawn in addition to pay. 

11.General Provident                 No    contribution     towards      G.P    Fund     shall   be 
    Fund:                            required. 

12.Conduct and                       Rules     made     and    instructions     issued     by   the 
    Discipline:                     Government or a prescribed authority as for civil 
                                    servants   under   Section  15   and   16   of   the   Civil 
                                    Servants   Act,   1973   as   amended   from   time   to 
                                    time shall apply. 

13.Appeal:                            Civil   Servants       (Appeal)      Rules     1977      with 
                                    amendments if any shall apply. 

14.Termination of                   The   appointment   during   the   period   of   contract 
     contract:                      shall be liable to termination on 30 days notice 
                                    on   either   side   or   payment   of   basic   pay   in   lieu 
                                    thereof, without      assigning any reason. 

15.Whole Time                        Whole time of the contract appointee would be 

----------------------- Page 216-----------------------

         employment                   at the disposal of the Government. He may be 
         posting and                  employed       in    any    manner      required     by 
         transfer:                    appropriate authority without claim for additional 
                                      remuneration.     He   shall at  all  times  obey   the 
                                      rules   prescribed    for  the  time   being   for  the 
                                      regulation   of   the   service or   cadre   to   which   the 
                                      post in which he has been employed belongs. 

      16.Other matters:                In respect of other matters not specified in this 
                                      contract, the Rules/Regulations as applicable to 
                                      Federal Civil Servants shall apply. 

     *[17.Accommodation                The persons employed on contract shall not be 
                                      entitled     to    government        accommodation. 
                                      However, they will be entitled to such house rent 
                                      allowance as may be prescribed by Government 
                                      from time to time.] 

*Added       vide    Establishment         Division     Notification      No.    10/52/95- 
R.2(Pt), dated 12-8-1998. 

      2.   If  the   above      terms     and    conditions      of   appointment        are 
acceptable        to   you,    please      send     your    written    confirmation       by 
registered post or personally so as to reach the undersigned within 
one month of the date of this letter. 

      3.  This  offer  of  appointment  will  be  treated  as  cancelled  if  you do not 
convey acceptance thereof or resumed duty within the time specified in para 
2 above. 

                                                                         Your obedient servant 

Sl. No. 133: 

----------------------- Page 217-----------------------

      It has been noticed with concern that contract appointments were made 
in the past indiscriminately without proper examination of the need therefor 
and without ensuring observance of the principle of open merit, and equality 
of   opportunity.   It   has   now   been   decided   by   the   Chief   Executive   that   the 
following   guidelines   should   be   strictly   observed   in   future   while   proposing 
contract appointments to civil posts under the Federal Government:– 

      i)   The   concerned   department   should   specifically   justify   why   it   is   not 
          possible  to  fill  in  a  vacancy  in  accordance  with  the  procedure  laid 
         down   in   the   Civil   Servants   (Appointment,  Promotion  and  Transfer) 
          Rules, 1973 and the Recruitment Rules and where it is considered 
          necessary to fill in a post on contract, it shall only be for a period not 
         exceeding   two   years.   The   professional   qualifications,   experience, 
         and     age   limit   (where   necessary)   required   for   the   post,   shall   be 
          prescribed in consultation with the Establishment Division. 

      ii)  The decision to fill the vacant post on contract basis shall be taken at 
         the level of the Secretary of the Ministry/Division and/or head of the 
          Departments/Organization etc. 

         The post should be advertised and selection should be made by a 
          Departmental Selection Committee as per following composition: – 

         Basic Pay Scales              Composition of the Selection Committee 
          BS-20 and above             Minister           -         Chairman 
                                     Secretary           -         Member 
                                     J.S(Admn)           -         Member-cum-Secy. 
                                  Note.– In case the post(s) are in an Attached 
                                  Department/Subordinate Office, Head of the 
                                  Department will be co-opted as member. 
          BS-1 to 19                 Selection  should  be  made by the Selection 
                                      Committees/Boards which have been 
                                      constituted for regular appointments in BS-19 
                                      and below. 

     iii)  (a)     *The   condition   of   open   advertisement   may   be   dispensed 
                   with, with the approval of the Chief Executive, if it is proposed 
                   to   appoint   a   retired   civil   servant   or   a   retired   officer   of   the 

----------------------- Page 218-----------------------

                    Armed   Forces   or   a   retired   Judge   of   a   superior   court,   on 
                    contract basis. 

            b)      The   condition   of   open   advertisement   may   be   relaxed,   with 
                    prior approval of the Chief Executive, in the cases of intake of 
                    qualified      persons       from     the    market/private        sector      in 
                    exceptional situations where it is not practicable to observe 
                    the said condition. 

             c)      **[The condition of open advertisement may also be relaxed 
                    by   the   Prime   Minister   for   the   purpose   of   appointment   on 
                    contract basis of widow/widower or one child of a deceased 
                    civil   servant   who   dies   during   service   and   wife/husband   or 
                    one      child    of   a    serving     civil   servant     who      becomes 
                    “permanently        disabled     during     service”    and    he/she     takes 
                    retirement        from     service     provided       that    such      special 
                    dispensation may be allowed only for appointment to posts in 
                    BS-10 and below. 

                    Provided further that the widow/widower or a child of a civil 
                    servant who dies during service and wife/husband or a child 
                    of    a   serving     civil  servant     who     becomes        “permanently 
                    disabled   during   service”   and   he/she   takes   retirement   from 
                    service will have to apply for contract appointment within one 
                    year   after   the   death   of   a   civil   servant   or   retirement   of   a 
                    permanently disabled civil servant. In case of a minor child of 
                    a   civil   servant,   the   one  year  period  will  start  from  the  date 
                    he/she attains the age of 18 years]. 

     iv)   All   contract   appointments   shall   be   made   with   the   approval   of   the 
          appointing        authority      prescribed        under      the     Civil    Servants 
          (Appointment, Promotion and Transfer) Rules, 1973. 

*Added  vide  Establishment  Division’s  corrigendum  F.No.8/10/2000-CP.I,  dated  2.03.2000  and  O.M. 
F.No.810/2000-CP.I, dated 12.08.2005 
**Subs vide Establishment Division’s O.M.No.4/1/2005-CP.I, dated 13.4.2005. 

     v)     As   a   matter   of   general   policy   the   period   of   contract   shall   not   be 

----------------------- Page 219-----------------------

           extended   beyond   two   years   but   in   exceptional   cases   where   it   is 
           considered   necessary   to   extend   such   appointments   beyond   the 
           period of two years, the advice/concurrence of the FPSC may be 
           sought   at   least   six   months   in   advance   of   expiry   of   the   period   of 
           original    appointment,      and    thereafter    approval     of  the  competent 
           authority     may    be   sought.    It  is  clarified  that  the  requirement      of 
           seeking advice/concurrence of FPSC is applicable only in respect of 
           posts which fall under the purview of FPSC in accordance with Rule 
           3 of FPSC (Functions) Rules, 1978. 

      2.   Policy    guidelines      for   contract     appointments         in   Autonomous 
Bodies/Semi  Autonomous  Bodies, Corporations, Public Sector Companies 
etc.   owned      and   managed       by   the  Federal     Government       shall   be   issued 
separately. 

      3.   The Chief Executive may allow contract appointment of a retired civil 
servant   or   a   retired   officer   of   the   Armed   Forces   or   a   retired   Judge   of   a 
superior court or any other person on MP pay package in the public interest 
and merit. 

    [Authority.– Establishment Division O.M. No.8/10/2000-CP.I, dated 21-3-2000 as amended from time 
                 to time]. 

Standard Terms and Conditions 
of Contract Appointments – 
Case of Retired Civil Servants, 
Retired Officers of the Armed 
Forces, Retired Judges of 
Superior Courts 

----------------------- Page 220-----------------------

Sl. No. 134: 

              Reference Standard Terms and Conditions of Contract 
Employment, issued vide Establishment Division’s O.M.No.10/52/95- 
  R.2, dated 18.7.1996, as amended from time to time, the mater has 
 been reviewed in consultation with the Finance Division, and it has 
 been decided      with the approval of the competent authority that the 
  terms of re-employment of retired civil servants, retired officers of 
    the Armed Forces and retired Judges of Superior Courts shall 
                           henceforth be as under: – 

    I.        Re-employment   on   a   civil   post   relating   to   the   affairs   of 
              the                                                             Federal: 

         (a)    A retired civil servant and a retired officer of the Armed 
               Forces,   re-employed   on   a   civil   post   equivalent   to   the 
               post   from   which   he   retired,   may   be   allowed   the   pay, 
               allowances and perquisites sanctioned for the post. His 
               pay  may  be   fixed   at   that   stage   of the time scale of the 
               post at which he was drawing his pay before retirement. 

         (b)    A   retired   Judge   of   the   superior   courts   may   be   allowed 
               pay, allowances and perquisites sanctioned for the post, 
               and   his   pay   may   be   fixed   at   the   maximum   of   the   pay 
               scale of the post. 

         (c)    Retired   civil   servants   or   retired   officers   of   the   Armed 
               Forces,      re-employed      against    a   higher    post,   may    be 
               allowed      the    last   pay    drawn     plus    allowances      and 
               perquisites sanctioned for the post. 

----------------------- Page 221-----------------------

     II.       Re-employment in Autonomous Bodies: 

         (a)    A retired civil servant and a retired officer of the Armed 
               Forces and a retired Judge of the superior courts, on re- 
               employment        in  an  autonomous       body   administered   or 
               controlled by the Federal Government, may be allowed 
               pay   as    determined     at  (a),  (b)   and   (c)   above   plus   the 
               allowances and perquisites sanctioned for the post. 

         (b)    Where the terms and conditions of a post are prescribed 
               in a statute or a statutory notification, the provisions of 
               the statute or the statutory notification, as the case may 
               be, should be prevail. 

     III.      Existing Pensionary benefits to continue. 

           The terms and conditions proposed above should have no 
           bearing on the pension to which a retired civil servant or a 
          retired officer of the Armed Forces or a retired Judge of the 
             superior courts may be entitled in accordance with the 
                             applicable law and the rules. 

       2.  The standard terms and conditions of contract appointment 
     circulated vide O.M.No.F.10/52/95-R.2, dated 18.7.1996 stand 
                 amended to the above extent. (Sl.No.132) 

             [Authority.– Establishment Division O.M. No.10/52/95-R.2(Pt), dated 21-8-2001]. 

Extension in the Period 
of Contract Appointments 

----------------------- Page 222-----------------------

for Posts outside the 
purview of FPSC 

Sl. No.135 

      The   Guidelines   for   contract   appointments   issued     vide   Establishment 
Division O.M.No.8/10/2000-CP.I, dated 21.3.2000 laydown inter alia, that: – 

         v)   “As   a   mater   of   general   policy   the   period   of   contract   shall   not 
              be extended beyond two years but in exceptional cases where it 
              is  considered  necessary  to  extend  such  appointments  beyond 
              the   period   of   two   years,   the   advice/concurrence   of   the   FPSC 
              may be sought at least six months in advance of expiry of the 
              period   of   original   appointment,   and   thereafter   approval   of   the 
              competent      authority    may    be  sought”.    It  is  clarified  that  the 
              requirement       of   seeking     advice/concurrence         of   FPSC      is 
              applicable only in respect of posts which fall under the purview 
              of FPSC in accordance with Rule 3 of FPSC (Functions) Rules, 
              1978. 

      2.  The above caveat is only applicable to such posts which fall 
within   the   purview   of   the   FPSC   in   terms   of   Rule   3   of   the   FPSC 
(Functions) Rules, 1973 i.e. posts in BS-16 and above and posts in 
BS 11-15 in the departments specified vide SRO No.415/2000 dated 
19.6.2000. 

      3.  In terms of sub para (iv) of para 1 of above said OM dated 
21.3.2000 contract appointments are required to be made with the 
approval  of  the  appointing  authority  prescribed  under  rule  6 of the 
Civil Servants (Appointment, Promotion and Transfer) Rules, 1973. 
This means that contract appointment to posts in BS-20 and above 
are required to be approved by the Chief Executive, and extension of 
such     appointments      beyond     two    years   would    also   require    the 
approval of the Chief Executive. 

----------------------- Page 223-----------------------

      4.   As    regards      appointments        beyond       two    years     to    posts    in 
BS-19      and    below     falling  outside    the    purview    of   the   FPSC      following 
instructions may be followed:– 

      (i)    extension of contract appointments beyond two years to posts in BS- 
            17-19      shall  be    subject    to  the   approval     of  the   Establishment 
            Secretary; 

      (ii)   extension of contract appointments beyond two years to posts in BS- 
            16 shall be subject to approval of the Secretary of the administrative 
            Division concerned and Heads of departments in BS-21; 

      (iii)  extension of contract appointments beyond two years to posts in 
            BS-15      and   below     shall  be   subject    to  approval    of  a   Grade-21 
            officers designated by Secretary in the case of Ministries/ Divisions 
            and Head of Department in the case of Attached Departments and 
            subordinate offices; 

      (iv)   the   case   for   extension   shall   be   moved   at   least   two   months   in 
            advance of the expiry of original appointment. 

      [Authority. – Establishment Division O.M..No.8/10/2000-CP.I, dated 23-12-2000]. 

Sl. No. 136 

      Provision    of   Government       accommodation          to  persons     appointed     on 
contract,      and    Retention      of   Government         accommodation         by    retiring 
officers/officials.–In       continuation        of     Establishment         Division      O.M. 
No.10/52/95-R.2(Pt), dated 12.8.1998, the Prime Minister has been pleased 
to decide that contract appointees whose terms of contract had been issued 
prior   to   12th   August   1998   and   who   were   in   occupation   of   validly   allotted 
Government owned/requisitioned houses prior to 12-8-1998 may be allowed 
to   retain   the   said   accommodation   till   the   expiry   of   their   present   tenure   of 
contract appointment. 

----------------------- Page 224-----------------------

          [Authority.– Establishment Division O.M. No.10/52/95-R2(Pt), dated 9-10-1998]. 

Sl. No.137 

      In   partial   modification   of   Establishment   Division   O.M.   of   even   number 
dated 12.8.1998 and 9.10.1998 the competent authority has been pleased 
to   decide   that   all   Government   servants   who   have   been   re-employed   on 
contract   after   the   age   of   superannuation   shall   be   entitled   to   retain   the 
allotted government accommodation. 
      2. Ministries/Divisions are requested to bring the above decision to the 
notice of their Attached Departments and Subordinate Offices. 

          [Authority.– Establishment Division O.M. No.10/52/95-R.2(Pt), dated 7-11-1998]. 

Sl. No. 138 

      Reference       Establishment        Division     O.M.No.10/52/95-R.2(Pt.)           dated 
12.8.1998, a question has arisen whether the instructions contained therein 
are    applicable     to   persons     employed       on   contract     by   the   Government 
Departments which have their own accommodation. The matter has been 
considered       carefully   and    the   competent      authority    has   been    pleased     to 
decide that in case any organisation has official accommodation available 
(other     than   pool    accommodation         of  Estate    Office)    for  allotment     to  its 
contractual   employees,   the   same   may   be   allotted   in   accordance   with   the 
rules of the respective department. 

      2.   The   competent   authority   has   further   been   pleased   to   decide   that 
officers/officials      on    retirement,      shall    be    entitled     to   retain     official 
accommodation for a period of six (6) months instead of two (2) months, as 
at present, and no extension shall be allowed beyond the aforementioned 
period. Retiring officers/officials should prepare themselves accordingly. 

      3. Ministries/Divisions are requested to bring the above decisions to the 
notice     of  the   Departments       and    organisations      under    their  administrative 
control. 

          [Authority.– Establishment Division O.M. No.10/52/95-R.2(Pt), dated 1-6-1999]. 

----------------------- Page 225-----------------------

Relaxation in Upper Age 
Limit to persons employed 
in Government Department 
on Contract Basis 

Sl. No.139 

     Sub rule (iii) of rule 3 of Initial Appointment to Civil Posts (Relaxation 
of Upper Age Limit) Rules, 1993, notified vide SRO 1079(I)/93 dated 4th 
November,   1993   provides   *[15]   years   relaxation   upto   55   years   in   the 
upper     age   limit  prescribed     in  the  recruitment     rules   for  Government 
Servants   who   have completed 02 years continuous government service 
on the closing date for receipt of applications. 

*Substituted vide Establishment Division’s Notification S.R.O No.576(1)/2000, dated 17.8.2000. 

     2.   A question has arisen whether the above mentioned relaxation in 
upper age limit is also available to those persons who are employed on 
contract     basis    in  government       departments?      The    matter    has    been 
examined and it is clarified that the above mentioned relaxation in upper 
age limit is admissible to “Government Servants”. The persons employed 
in    a  government       department,      (as   distinct   from   a   body    corporate 
established      by  or  under    an  Act   of  Parliament)    on   contract   basis   are 
“Government Servants,” and are eligible for and entitled to relaxation in 
upper age limit under sub rule (iii) of rule 3 of the Initial Appointment to 
Civil   Posts    (Relaxation    of  Upper    Age    Limit)  Rules,    1993,   subject    to 
fulfilling the other conditions laid down in the said rules. 

     [Authority.– Establishment Division O.M.No.9/2/90-R.5, dated 11-9-2000]. 

Procedure                         regarding                       Appointment 
in                                       Autonomous/Semi-Autonomous 
Bodies,                     under                   the                  Federal 
Government of Pakistan 

Sl. No. 140 

----------------------- Page 226-----------------------

     In     supersession        of   the    instructions      issued    vide     Office 
Memorandum           No.1/85/94-E.6,       dated    the   12th   September,       1994, 
henceforth        the    cases     of   appointment        to    various     posts     in 
autonomous/semi-autonomous                  bodies     shall    be    processed        in 
accordance with the following guidelines:– 

Sl.No.                Nature of Case                     Selection                     Approving 
                                                       Procedure                       Authority 

   1                          2                               3                               4 

i.                   Appointment       of           Selection  Board                Prime     Minister/ 
                    Chief                           headed      by   the            Chief Executive 
                    Executive/Head                  Minister 
                    of               the             Incharge         to 
                    Organization                    consider        and 
                                                    recommend 
                                                    from   a   panel   of 
                                                    three names for 
                                                    each vacancy. 

*ii. (a)             Posting           of           To               be             Prime     Minister/ 
                    government                      processed                       Chief Executive 
                    servants     of  BS-            through          the 
                    21 and above                     Establishment 
                                                     Division 

   (b)               Posting          of                     -                      Establishment 
                    government                                                      Secretary 
                    servants     of  BS- 
                    20 

Sl.No.                Nature of Case                     Selection                     Approving 
                                                       Procedure                       Authority 

   1                          2                               3                               4 

----------------------- Page 227-----------------------

   (c)               Posting          of            To               be             Secretary         of 
                    government                      processed         in            concerned 
                    servants     of  BS-            the                             Ministry/Division 
                    17 to 19                        Ministry/Division 
                                                    concerned 

   (d)               Posting          of            To               be             Heads             of 
                    government                      processed         by            Departments 
                    servants     in  BS-            the   Department 
                    16 and below                    Concerned. 

iii.(a)              Appointment       to           Selection  Board                Prime 
                    posts              in           headed      by   the            Minister/Chief 
                    Management                      Secretary         of            Executive 
                    Grades         other            the 
                    than        of     a            Ministry/Division 
                    Finance                         concerned         to 
                    Member/Director                 consider        and 
                    and           those             recommend 
                    covered      by   (i)           from   a   panel   of 
                    and (ii) above                  three names for 
                                                    each vacancy. 

  *(b)               Appointments   to              Selection  Board                Minister 
                    posts   carrying   a            headed      by   the            Incharge 
                    minimum          pay            Secretary of the 
                    equal      to    the            Ministry/Division 
                    minimum            of           concerned         to 
                    BPS-20          and             consider        and 
                    above                           recommend 
                                                    from   a   panel   of 
                                                    three names for 
                                                    each vacancy. 

iv.                  Appointment       of           Selection  Board                Minister 
                    Heads              of           headed            by            Incharge 
                    Subsidiary                      Secretary of the 
                    Companies        not            Ministry/Division 
                    included           in           from   a   panel   of 
                    concerned       and             three names for                 Management 

----------------------- Page 228-----------------------

                    recommend                       each vacancy                   Grade 

v.                   Appointment    to             Through                        Head      of   the 
                    posts  other  than             appropriate                    Organization 
                    those mentioned                Selection  Board               concerned 
                    above.                         set   up    in  the 
                                                   Organization 

*Amended       vide   Establishment       Division   O.M.No.6/4/96-R.3,        dated 
26-5-2000. 

      2.  This   procedure   shall   be   applicable,     mutatis   mutandis,   for 
selections for these posts from open market. 

      3.  The Constitution of      Selection Boards for posts mentioned at 
Serial Numbers (i), (ii), (iii) and (iv) of     Para 1 shall be subject to the 
approval        of    the    Prime      Minister/Chief       Executive       through 
Establishment         Division     (unless     already     so    approved).       The 
constitution   of   the   Selection   Board   at   Sr.No.(v)   of   para   1   shall   be 
approved        by   the    Minister     Incharge     of   the    Ministry/Division 
concerned. 

----------------------- Page 229-----------------------

      4.  In case where the services of any Government Servant are 
required      for   posting    on    deputation      in  any    autonomous/semi- 
autonomous         body,   the   administrative     Ministry/Division     concerned 
shall    propose      a   panel    of  at   least   three    names      through     the 
Establishment        Division    in  case    where     the   Prime     Minister/Chief 
Executive is the competent authority. 

      5.   Appointment       to   the   post   of   Member(Finance),          Director 
(Finance)   or   the   Chief   Finance   Officer   in   any   autonomous/semi- 
autonomous body irrespective of the designation shall be made with 
the approval of the Prime Minister/Chief Executive in case the post is 
in   BS-20,   equivalent   or   above.      However,   for   these   posts   in   BS- 
19/equivalent   the   Government’s   approval   will   be   accorded   by   the 
Finance Secretary in consultation with the Establishment Secretary. 

      *[6.  All   appointments   approved   by   the   President   or   the   Chief 
Executive/Prime         Minister   shall   be   notified   by   the   Establishment 
Division.     Posting   of   Officers   of   BS-20   in   autonomous   and   semi- 
autonomous         bodies    will  also   be    notified   by   the   Establishment 
Division.     The   terms   and   conditions   of   deputation   to   autonomous 
bodies   shall   be   regulated   by   the   prescribed   standard   terms   and 
conditions of deputation.        Any deviation from the standard terms and 
conditions of deputation shall require prior approval of Finance and 
Establishment Divisions]. 

      7.   In   cases   where   these   instructions   are   in   conflict   with   the 
provisions of the Laws governing any Corporation, the provision of 
the Law to the extent  of conflict shall prevail. 

      8.   Establishment   Division’s   U.O.No.1/85/94-E.6,   dated   the   5th 
May, 1996 regarding ban on promotion in the Corporation, is hereby 
cancelled. 

           [Authority.–      Establishment        Division     O.M.No.6/4/96-R.3, 
dated 10-5-1997]. 

----------------------- Page 230-----------------------

*Subs  vide  Establishment   Division   O.M.No.6/4/96-R.3,   dated  10-4- 
2002. 

Policy Guidelines for Contract 
Appointments for posts in 
Autonomous/Semi-Autonomous 
Bodies, Corporations, Public Sector 
Companies etc. owned and managed 
by the Federal Government 

Sl. No.141 

                   In order to regulate contract appointments in 
Autonomous/Semi-Autonomous Bodes, Corporations, Public Sector 
  Companies etc., owned and managed by the Federal Government, 
   the Chief Executive has been pleased to lay down the following 
                               policy guidelines:– 

    (i)     In  the   case   of   tenure   posts,    appointment      to   which    is 
           regulated   by   specific   provisions   of   a   law,   rule   and   policy 
           instructions,     contract    appointments      may    be  made    in  the 
           manner   prescribed   in   the   applicable   law,   rules   and   policy 
           guidelines/directions issued by the Federal Government. 

    (ii)    For projects which have a limited life, appointments may be 
           made      on   contract    basis    by   the  prescribed      appointing 
           authority   after   open   advertisement   of   the   vacancies.   The 
           advertisement       should    indicate    prescribed     academic     and 
           professional      qualifications,     experience,      age,   provincial/ 
           regional   quotas,   special   quotas   etc.   where   applicable,   as 
           per rules/government policy. 

----------------------- Page 231-----------------------

   (iii)  For   posts   other   than   those   mentioned   at   (i)   and   (ii)   above 
         contract     appointments       should     be   made    only   subject    to 
         fulfillment and observance of the following conditions: 

         (a)     Where   the   nature   of   a   particular   job/vacant   position 
                requires     contract   appointment       for  a  specific   period, 
               standing       instructions      should     be    issued     by    the 
               administrative         Ministry/Division        concerned,       after 
                consultation      with    the   Chairman       of  the    Board    of 
                Directors/Board   of   Governors,   specifying   such   posts 
               and      the    parameters       governing       appointment        on 
                contract basis against such posts. 

         (b)     Vacancies should be advertised in the leading national 
               and regional newspapers. 

         (c)     Selection       should      be    made      through       regularly 
                constituted Selection Committees/Boards. 

   (iv)   In  the   case    of  contract     appointments/re-employment            of 
         retired    civil  servants,    retired   Armed    Forces     Officers   and 
         retired   Judges   of   Superior   Courts,   the   condition   of   open 
         advertisement   shall   not   be   applicable,   provided   that   such 
         appointments shall be made by or with the prior approval of 
         the prescribed authorities in the Federal Government. 

   *[(v)   The contract appointment, where justified, may be made for 
           a period of two years initially, on standard terms including 
           termination clause of one month’s notice or one month’s 
           pay in lieu thereof. Extension may be made on two yearly 
                                           basis]. 

       2.  Ministries/Divisions are requested to circulate the above 
  policy guidelines to all Autonomous/Semi-Autonomous Bodies, 
Corporations, Public Sector Companies etc., owned and managed 
           by the Federal Government for strict compliance. 

           [Authority.– Establishment Division O.M. No.6/2/2000-R.3, dated 6-5-2000]. 

----------------------- Page 232-----------------------

Guidelines for Appointment 
of Consultants 

Sl. No.142 

      Consequent       upon    the   findings    of  various    Committees       appointed 
during      2001     to   examine       the    appointments        of   consultants      and 
deliberations   of   the   Conference   held   on   13   November,   2001,   under   the 
Chairmanship of the COS to the Chief Executive, the competent authority 
was      pleased     to   direct,  inter     alia,  that    guidelines     regulating     the 
appointment   of   consultants   in   all   Ministries/Divisions   and   organizations 
under their administrative control, be framed/ circulated on the approved 
lines,    for   compliance       by    all  the    Ministries/Divisions/Organizations. 
Accordingly,      a   set   of  guidelines,     in  the   succeeding       paragraphs,      is 
circulated for strict compliance, to ensure             that   the   best   persons      are 
transparently and competitively appointed in a cost-effective manner, only 
when a consciously and formally identified need for consultants exists. 

*Subs. vide Establishment Division O.M.No.6/2/2000-R.3, dated 29-4-2002. 

Determination of Need for Consultants: 

     2.   Need identification is a pre-requisite for any organization planning 
to   obtain   services   of   consultants,   who   are   normally   required   to   tender 
advice,      being    experts/specialists,       on    specific    (generally     technical) 
issues/projects to: 

     a)   Address on uncommon problems; 

     b)   Provide technical supervisions; or 

     c)   Introduce innovative practices/solutions 

Consultancies would generally fall into two broad categories: 

     i)  Project Consultancy–to provide technical support/ supervision by 

----------------------- Page 233-----------------------

         filling   vacuum   of   technical   expertise,   specific   to   the   project   and 
         funded out of development funds; and 

     ii) General/Management             Consultancy–to        provide    expert    advice, 
         unavailable       in-house,     to   introduce      innovative     solutions     to 
         Financial/Human Resources Management/ Technical Issues or to 
         act    as   agents    of  change     for  status-quo      oriented    permanent 
         employees        and    commonly      paid    for  out   of  non-development 
         budget. 

A consultancy would, therefore, always be assignment specific and time 
bound and should be preferred only when it is considered value effective 
to   hire   services    of   a  consultant     compared      to   developing     in-house 
expertise. 

     3.   As a first step, the client organization is required to ascertain as to 
whether       or   not    the   required     expertise     is   available     within    the 
organization/government.          In  case    the  expertise    is  available   in-house, 
reasons for not undertaking the assignment internally may be spelled out 
and detailed justification, including the following, may be given for hiring 
the consultant: – 

     i)   Terms     of  reference/specific      tasks   to  be   accomplished      by   the 
         consultant. 

     ii)  Details of the outputs required of the consultant. 

     iii)  Anticipated benefits from the proposed assignment. 

     iv)  Professional expertise and experience required for the task to be 
         undertaken. 

     v)   Approximate time required for completion of the job. 

     vi)  Cost estimates. 

The above information shall be placed for concept clearance before: 

----------------------- Page 234-----------------------

    a)    A   committee   headed   by   the   Secretary   of   the   Ministry/   Division 
         concerned      and    including    representative     of  Finance     Division, 
         Establishment Division and the Planning & Development Division 
         for non-development budget funded consultancy; or 

    b)    The   appropriate   approval   forum   for   development   budget   related 
         consultancies. 

Procedure for Hiring Consultants: 

    4.    After   concept     clearance     has   been     received,    the   following 
procedure        will   be     pursued       by    the     client    Ministry/Division/ 
Department/Organization: 

    i)    Consultancy       should     be    widely    advertised      indicating    the 
         requirements mentioned at para-3 above. 

    ii)   Advertisement       of   consultancy      will  indicate     the   range     of 
         compensation package, including various facilities, depending on 
         the nature of work involved. The applicants will be short listed and 
         prioritized by an in-house Committee of the client organization. 

    iii)  For   General/Non-Development   Budget   funded   consul-tancies,   a 
         Selection Board, headed by the Secretary of the Ministry/Division 
         concerned   and   including   a   representative   each   of   Establishment 
         Division and Finance Division, will recommend a panel of at least 
         three    candidates     in  order   of   merit   for  consideration     of  the 
         appointing authority. The Selection Board should also recommend 
         the   compensation       package    for  the   consultants    placed   on   the 
         penal. 

    iv)   For    development        budget/project      related     consultancies      a 
         Competent Selection Board of the client organization, including a 
         representative     of  the   Planning    &   Development      Division,   shall 
         recommend   a   panel   of   at   least   three   names   to   the   appropriate 
         approval forum. 

----------------------- Page 235-----------------------

    v)    Financial sanction for the appointment of a consultant on the terms 
         and   conditions   recommended   by   the   Selection   Board   should   be 
         obtained from the competent authority. 

Final Approval: 

     5.   Final approval will be accorded as follows: 

     i)   Development   project   related   consultancies   will   be   approved   by   the 
         competent approval forum and additional conditional-ties of donors will 
         be observed in grant funded consultancies. 

     ii)  General/non-development           budget    funded     consultancies     will  be 
         approved by the Chief Executive, on proposals routed through the 
         Establishment Division. 

Contracting Procedure: 

     6.   While    making     an   offer  of   appointment,     the   following    will  be 
provided in the contract/agreement: – 

     i)   Statement of objectives of the assignment. 

     ii)  Responsibilities of the consultant stating particulars of the outputs 
         required of him. 

     iii)  Responsibilities    of  the   client  indicating    types   of  inputs    to  be 
         provided to the consultant. 

     iv)  Duration of the contract indicating completion dates/ termination of 
         contract. 

    v)    Financial provisions reflecting manner of payment of remuneration 
         etc. 

    vi)   General   provisions   regarding   matters   like   earlier   termination   of 
         contract. 

    vii) Mode of periodic performance appraisal of the consultant. 

----------------------- Page 236-----------------------

Others: 

     7.   Following     further    guidelines     will  also   be   kept   in   view   while 
appointing consultants:– 

     i)   No person retired from a government organization will be hired as 
         a consultant only to re-employ him/her. 

     ii)  Consultants should not be appointed to perform routine functions 
         of an organization. 

     iii)  Special attention should be given by the Divisions/ Organizations 
         to    train  and    develop    their   own    personnel     to   take   up   higher 
         responsibilities. 

     iv)  An    objective     evaluation     and     assessment       of   a   consultant’s 
         performance should invariably be undertaken on a periodic basis 
         in a manner especially designed for the job. 

      8.   In   addition   to   the   above,   following   further   guidelines   will   also   be 
strictly complied with: – 

     i)   Engagement of retired officers as Consultants/Advisers etc. shall 
         require prior permission of the government, invariably i.e. 

         Establishment Division in case of retired civilian officers; 

         Defence Division in case of retired defence officers; and 

         Law,     Justice    and   Human      Rights    Division/Supreme        Court/High 
         Courts in case of retired judiciary officers. 

     ii)  The     Chief   Executive’s      Inspection     Commission        shall   conduct 
         regular/periodical   checks   in   order   to   monitor   compliance   of   the 
         guidelines; 

     iii)  Any deviation/departure of the prescribed guidelines shall be dealt 
         with    seriously    and   the   defaulting    officer(s)  shall   be  proceeded 

----------------------- Page 237-----------------------

          against, under E&D law/rules. 

     iv)   A    uniform      proforma      be     devised      containing      all   essential 
          particulars/details   regarding   appointment   of   a   Consultant   etc.   for 
          evaluation/rational          decision       making        by      the      Selection 
          Committee/Board concerned and approving authority. 

     9.    Ministries/Divisions are requested to kindly comply with the above 
guidelines       and    also    accordingly      inform     their   related     departments/ 
organizations for compliance. 

     10. This issues with the conveyance of the approval of the competent 
authority by the Chief Executive Secretariat. 

      [Authority:– Establishment Division, MS Wing’s U.O. No.11-3/2001-MSW-III, dated 25-1-2002]. 

Sl. No. 143: 

      In  pursuance       of  para-8(ii)    of  the    Guidelines     for   Appointment       of 
Consultants,   circulated  vide  this   Division’s   U.O.   of   even   number   dated 
25.1.2002,   a   proforma   containing   essential   particulars/details   regarding 
appointment of consultants has been designed for uniform evaluation and 
rational     decision    making     by   the   Selection     Board     and   the   appointing 
authority. 

      2.  It  is,  therefore,     requested     that   information      as   per   the 
enclosed proforma may invariably be placed before the Selection 
Board and the appointing authority. 

      [Authority:– Establishment Division, MS Wing’s U.O. No.11-3/2001-MSW-III, dated 12-2-2002]. 

----------------------- Page 238-----------------------

                   APPOINTMENT OF CONSULTANTS 

  ESSENTIAL PARTICULARS/DETAILS TO BE PLACED BEFORE THE 
   SELECTION COMMITTEE/BOARD AND APPROVING AUTHORITY 

                                   PART – I 

(1)   Name of the Ministry/Division/         _______________________ 
     Department hiring the Consultant 

(2)   Area of consultancy                     _______________________ 

(3)   Duration of consultancy                 _______________________ 

(4)   Date of clearance by the Concept       _______________________ 
     Clearance Committee 

(5)   Date of advertisement (copy may        _______________________ 
     be enclosed) 

(6)   Member of applications received        _______________________ 
     for the position 

(7)   Number of Candidates short-listed      _______________________ 
     (Prioritized list* may be enclosed) 

                                  PART – II 

(2)   Justification for hiring the consultant on basis of need assessment 

----------------------- Page 239-----------------------

(3)    Terms of reference (TOR) of the assignment 

(4)    Major    activities   to  be   performed      under    the   TOR     with   date    of 
      completion in respect of each activity 

*Para 4(ii) of the guidelines for appointment of consultants refers. 

(5)    Qualifications,     professional     experience      and    other    specifications 
      considered necessary for the job 

(6)    Cost of hiring the consultant: 

     (a) Remuneration to be paid to the consultant 

     (b) Cost of supporting staff 

     (c)   Cost of equipment/material. 

     (d) Others 

(6)       Anticipated benefits of the proposed consultancy including savings 
         to the organization. 

                                        PART – III 

                   (To be filled when the case is submitted for 
                     consideration of the appointing authority) 

(2)    Names      of  candidates      in  order    of  merit,   recommended         by   the 
      Selection Board, broadly giving reasons for such selection. 

----------------------- Page 240-----------------------

(3)   Compensation   package   for   the   Consultants   recommended   by   the 
     Selection Board. 

                                       PART – IV 

(2)   A   profile   of   each   candidate,   *in   case   of   individuals,   and   profiles   of 
     principals     in  case   of  a  firm  etc.,  covering    the   following,   may    be 
     enclosed alongwith detailed CV: 

     (a) Name of the candidate/principal 

     (b) Age with date of birth 

     (c)   Qualification and experience relevant to the assignment 

     (d) Other factors which support individual’s/firm’s suitability for the job 

(2)       Draft contract agreement **may be enclosed. 

----------------------- Page 241-----------------------

*In respect of: 

          (I)      Candidates        short    listed    when     the    case    is   submitted      for 
                  consideration of the Selection Board. 

          (II)     Panel   of   candidates   recommended   by   the   Selection   Board 
                  when       the    case     is   submitted        for   consideration        of   the 
                  appointing authority. 

**May be revised/modified, if required, in the light of recommendations of the Selection Board when 
the case is submitted for consideration of the appointing authority. 

----------------------- Page 242-----------------------

Operational Guidelines for the 
Administration of Surplus Pool 

                                                                                Sl. No.144 

      In  a   presentation     to  the   Chief    Executive     on   “Restructuring      and 
Rightsizing of Federal Ministries/Divisions” held on 28.5.2001, it was, inter 
alia, decided that the officer-staff ratio (excluding drivers, despatch riders 
etc.) should be 1:3.2 for the year 2001-2002 and 1:2.5 for the year 2002- 
2003, and thereafter it would be reviewed again. 

      2.  Each     administrative     Secretary     may     be   made     responsible     for 
ensuring      implementation       of   the   above     decision    by   making      internal 
adjustment       of   staff.  If  any    officer/staff   becomes      redundant      to   the 
requirement        of  the    Ministries/Divisions/Departments           as   a   result    of 
implementation of the above or any other decision, that may be enlisted 
with    the    surplus    pool    for   adjustment      elsewhere.      As    a   result   of 
implementation   of   the   above   said   decisions,   the   number   of   surplus civil 
servants will increase manifold. 

      3.  In   terms   of   Section   11(2)   of   the   Civil   Servants   Act,   1973,   the 
services of civil servants holding temporary and permanent posts can be 
terminated        on    abolition     of    such     posts.     However,       on    human 
considerations,   Government   decided   in   1993   to   create   a   surplus   pool 
under     the   charge     of  the   Establishment       Division.    The    civil  servants 
declared      surplus   as   a  result   of  abolition   of  posts   are   enlisted   in  the 
surplus pool for absorption elsewhere. 

      4.  In order to speed up the pace of absorption of surplus civil 
servants   following guidelines have been framed with approval of 
the competent authority, for effective administration of the surplus 
pool: – 

     (i)     The name of a civil servant, other than ad hoc employees and 
            persons appointed against leave and deputation vacancies, who 
            may     be   rendered      surplus    as   a  result   of  reorganization      or 
            abolition of a Division/Department/ Organization or reduction in 
            the    number     of   posts    shall  be    placed    in  the   surplus    pool 

----------------------- Page 243-----------------------

       administered by Establishment Division for a period of two years 
       whereafter his services shall stand terminated. If a civil servant 
       has already completed two years in the surplus pool on the date 
       of issuance of guidelines, he may be allowed to remain enlisted 
       in   the   pool   for  a  period    of  another     one   year    whereafter     his 
       services shall stand terminated. 

(ii)    If a post occupied by a deputationist or a person posted under 
       Section 10 of Civil Servants Act, 1973 is declared surplus, the 
       holder of the post shall be repatriated to his parent organization. 

(iii)   During   the   period   of   his   placement   in   the   Surplus   Pool   a   civil 
       servant   shall   remain   on   the   pay   rolls   of   his   parent   department 
       and he shall be entitled to pay and allowances which he would 
       have drawn in the post last held by him on regular basis in his 
       parent organization before his placement in the Pool. His post in 
       his   parent   department   shall   be   treated   as   supernumerary   post 
       and     it  shall  be   abolished     after   his  absorption      or  the   period 
       mentioned in sub-para(i) above, whichever be earlier. 

(iv)    During    placement       in  the  surplus    pool,   civil  servants     may    be 
       given   the   option   to   avail   leave   under   Rule   27   of   the   Revised 
       Leave Rules 1980. 

(v)     Civil   Servants   placed   in   the   surplus   pool   shall   be   posted   for 
       absorption       in   other     Divisions/Departments/Organizations                in 
       accordance        with   Rules     3(3)   and    3(4)   of  the   Civil  Servants 
       (Appointment, Promotion and Transfer) Rules, 1973 and Section 
       11-A of the Civil Servants Act, 1973. 

(vi)    Surplus   employees   in   BS   1   –   5   shall   ordinarily   be   posted   for 
       absorption at the station of their last posting or place of domicile. 
       Civil   Servants   of   BS-6   and   above   may   be   posted   at   a   station 
       other than the station of their last posting or domicile but subject 
       to   availability   of   posts,   efforts   may   be   made   to   arrange   their 
       posting nearest to the station of their last posting or their place 
       of domicile. 

----------------------- Page 244-----------------------

     (vii)   Failure   of   a   surplus   civil   servant   to   join   new   post   within   the 
            prescribed time shall render him liable to removal from the list of 
            surplus     pool    and    termination      of  his   services.     Where      the 
            competent       authority    is  satisfied    that   failure  of   surplus    civil 
            servant to report for duty at the place of his new posting within 
            the prescribed time was in circumstances beyond his control, it 
            may for reasons to be recorded in writing, allow him additional 
            time    for  joining   or  consider     him   for  alternative    posting    at  a 
            station other than the one to which he was last posted. 

     (viii)  If  a   Division/Department/Organization              fails   to   accept     the 
            services of civil servant transferred from surplus pool, the post 
            shall be deemed to have been abolished. 

     (ix)    Legal provision for termination, reversion, E&D proceeding, etc 
            shall be invoked only after the surplus civil servant fails to abide 
            by the government orders within the given time-frame. 

      5.  As regards employees of the autonomous bodies, they are 
not civil servants and are governed by the regulations/instructions 
operative   in   each   individual   Organization.   Each   Ministry/Division 
should,     therefore,    lay   down     a  policy   in  consultation      with  the 
Finance       Division    for   disposal     of  surplus     employees       of   the 
autonomous bodies under its administrative control. 

      6.  All   Ministries/Divisions   are   requested   to   comply   with   the 
above instructions/guidelines strictly. 

      7.  This supersedes all the instructions issued on the subject 
from time to time. 

      [Authority.– Establishment Division O.M.No.1/4/97-RW.III/CP.9, dated 9-10-2001]. 

----------------------- Page 245-----------------------

                                      SECTION "C" 

                                         SENIORITY 

* 
 Preparation of 
seniority lists 
grade-wise 

Sl. No. 145 

          According to sub-section (1) of section 8 of the Civil Servants Act, 
1973, seniority lists of all persons employed under the Federal Government 
are required to be prepared.        After promulgation of the All-Pakistan Services 
(Change in Nomenclature) Rules, 1973, and the Civil Servants (Change in 
Nomenclature of Services and Abolition of Classes) Rules, 1973, the former 
regularly constituted Services ceased to exist.            Seniority lists of all officers 
employed under the Federal Government including Officers belonging to the 
former     regularly    constituted     Services,    should,    therefore     be   re-drawn 
grade-wise.     In the case of appointments made by promotion, seniority in a 
particular grade would be determined according to subsection (4), of section 
8 of the Civil Servants Act, 1973, namely, according to the date of regular 
appointment to a post in that grade, subject to the proviso that civil servants 
selected     for  promotion     to  a  higher   grade    in  one   batch    shall,  on  their 
promotion,      retain   their  inter   se   seniority    in  the   lower    grade    unless 
superseded.      As for seniority between departmental promotees and direct 
recruits    in  grades    where    posts   are  filled  both   by  promotion     and   direct 
recruitment, the rule already prescribed in the general principles of seniority 
in Establishment Division O.M. No. 1/16/69-D.II, dated 31st December, 1970 
shall continue to be followed.        According to these rules officers promoted to 
a higher grade in a continuous arrangement and as a regular measure in a 
particular   year   shall   as   a   class   be   senior   to   those   appointed   by   direct 
recruitment in the same year. 

          2. The Establishment Division have already issued gradation lists in 
respect of grade 18 and above of the All-Pakistan Unified Grades.                    As for 
Federal   Unified   Grades   the   Ministries/   Divisions   are  requested  to  prepare 
gradation lists for each occupational group under their administrative control. 

----------------------- Page 246-----------------------

 The         names            of     the       functional           groups           and        the       Ministry/Division 
administratively concerned with them are :- 

* 
 Note.- The instructions contained in this O.M. should be read alongwith the modified 
instructions contained in O.M. dated 1-9-1975 (Sl. No.146). 

----------------------- Page 247-----------------------

       Name of the             Name of the Former Service               Ministry/Division 
  Occupational Group                                                       concerned 

1. Foreign Affairs Group       Comprises posts under the           Ministry of Foreign Affairs 
                               Ministry of Foreign Affairs. 

2. Accounts Group              Comprises the former                Auditor General/ 
                               PAAS/PMAS & PRAS.                   Ministry of Finance. 

3. Federal Revenues            Pakistan Taxation Service.          Ministry of Finance 
   (Direct Taxes) Group. 

4. Federal Revenues            Pakistan Customs and Excise         Ministry of Finance 
   (Indirect  Taxes)           Service 
Group. 

5. Commerce Group              Trade Service of Pakistan           Ministry of Commerce 

6. Information Group.          Information Service of              Ministry of Information 
                               Pakistan                            and Media Development 

7. Secretariat Group           Central Secretariat Service         Establishment Division 

8. Postal Group                Pakistan Postal Service             Ministry of 
                                                                   Communications 

                               Pakistan Military Lands and         Ministry of Defence 
9.     Military                Cantonment Service. 
Lands       and 
                               Pakistan Railway Service            Railways Division 

Cantonme                                                           Establishment Division 
nt Group 

10. Railway (Commercial                                            Establishment Division 
and Transportation) 
Group                                                              Establishment Division 

11. District Management 
Group (DMG)                                                        Planing & Development 
                                                                   Division 
12. Police Group 

13. Office Management 
Group  (OMG) 

----------------------- Page 248-----------------------

  14. Economists and 
  Planners   Group 

           A   proforma       in  which     the   gradation      list  should     be   prepared       is 
enclosed  (Annexure).  Names  of  other  occupational  groups  will  be  notified 
later. 

           3. The first issue of the gradation list should be marked "provisional". 
 It   should     be    circulated     to   the   officers    concerned        and    objections      or 
representations invited.          Mistakes which may be brought to notice may be 
rectified by the Ministries and Divisions and any general point raised in the 
representations may be examined and disposed of in consultation with the 
Establishment Division.  Thereafter, the gradation list will be issued as final. 

           4.  A copy of the provisional list may be sent to the Establishment 
Division       also    for   record.       Representations           should     be     disposed      of 
expeditiously and the gradation lists finalised as early as possible. 

          [Authority.- Estt. Division O.M.No.1/9/74-ARC,dated 12-9-1974]. 

                                       ANNEXURE 

           GRADATION LIST OF FEDERAL UNIFIED GRADES 

Name of the Occupational Group....................... Grade .......... 

Sl.        Name andDate of      Date of   Date of             Date of    Remarks 
No.        Designation          Birth     entry     entry in            Regular 
                                         in Govt.   Grade 17            appoint- 
                                         Service.                       tment to 
                                                                        present 
                                                                        grade. 

1                2                  3         4          5                6           7 

Note.     (1)         Date of regular appointment to present grade should be the date of assumption of 

----------------------- Page 249-----------------------

                     actual   charge   in   the   Grade   after   issue  of   promotion/appointment   orders   by   the 
                     competent authority. 

           (2)        In  the  remarks  column  entries  such  as  serving  on  deputation  to  (specify  the 
                     organisation) with effect 
                     from------- should be made. 

           (3)        Where   seniority   has   been   assigned   from   a   date   other   than   the   date   of   regular 
                     appointment, the reason for this may be given in the remarks column. 

Sl. No. 146 

           In the Establishment Division Office Memorandum No. 1/9/74-ARC, 
dated the 12th September, 1974 in which the Ministries and Divisions were 
requested to prepare seniority lists grade-wise. It was provided that in the 
case   of   appointments   made   by   promotion,   seniority   in   a   particular   grade 
should be determined according to sub-section (4) of section 8 of the Civil 
Servants Act, 1973, namely from the date of regular appointment to a post in 
a grade. 

           2. A number of references have been received in the Establishment 
Division      enquiring     whether      the   seniorities    in  various     grades     which     had 
already   been   established   according   to   the   previous   rules   on   the   subject 
differently from the principle of date of regular appointment to a grade could 
not   be   modified   in   accordance   with   the   provisions   of   sub-section   (4)   of 
section 8 of the Civil Servants Act, 1973.               The matter has been examined in 
consultation with the Law Division.  The position is that consequent upon the 
Administrative         Reforms,       certain    cadres      have     been      transformed        into 
occupational   groups   but   the   composition   of   the   cadres   comprising   these 
groups   has   remained   intact.         Examples   are;   the   Income   Tax   Group,   the 
Customs and Excise Group, the Military Lands and Cantonments Group etc. 
 However,   in   the   case   of   certain   other   groups-for   example   the   Accounts 
Group       and    the   Secretariat      Group      -  a   number      of   cadres     have     been 
amalgamated to form a new group or cadre.                       In the case of groups where 
the cadre has not been amalgamated with any other cadre, the seniority in 
different     grades      as    determined       under     the    previous      rules    before     the 
promulgation of the Civil Servants Ordinance, 1973 (15-8-1973) shall not be 
disturbed.      However, seniority of persons promoted to higher grades after 
15-8-1973 shall be determined strictly in accordance with the provisions of 
sub-section (4) of section 8 of the Civil Servants Act, 1973. 

----------------------- Page 250-----------------------

           3.   In   regard   to   occupational   groups   which   have   been   formed   by 
amalgamating more than one cadre, no such protection of seniority is either 
permissible   or   practicable.       The   old   cadres   having   ceased   to   exist,   the 
seniorities  in  the  newly  formed  groups  have  to  be  determined  afresh  and 
shall be fixed in accordance with the date of regular appointment to posts in 
the respective grades. 

           4.  The    instructions     issued    in  the   Establishment       Division    Office 
Memorandum No. 1/9/74-ARC, dated 12-9-1974 and the relevant provisions 
regarding seniority contained in the instructions about constitution of various 
occupational groups may be deemed to have been modified to the above 
extent. 

           [Authority.- Estt. Division O.M.No. 1/36/75-D.II, dated 1-9-1975]. 

----------------------- Page 251-----------------------

Civil Servants (Seniority) 
Rules, 1993 

Sl. No. 147 

      In exercise of the powers conferred by section 25 of the Civil Servants 
Act,   1973   (LXXI   of   1973),   read   with   section   8   thereof,   the   President   is 
pleased to make the following rules, namely: – 

      1. Short title, application and commencement.–(1) These rules may 
be called the Civil Servants (Seniority) Rules, 1993. 

      (2) They shall apply to all civil servants except those governed under: – 

      (i)    the Police Service of Pakistan (Composition Cadre and Seniority) 
            Rules, 1985; 

      (ii)   the   Occupational   Group   and   Services   (Probation,   Training   and 
            Seniority) Rules, 1990; and 

      (iii)  the  Establishment      Division's    O.M.   No.1/2/74-ARC,        dated   23rd 
            January,   1974,   amended   vide   O.M.   No.2/1/75-ARC,   dated   3rd 
            March, 1976, and as amended from time to time. 

      (3)   They shall come into force at once. 

      2. Seniority on initial appointment.–(1) Persons initially appointed on 
the   recommendations   of   the   selection   authority   through   an   earlier   open 
advertisement   shall   rank   senior   to   those   appointed   through   a  subsequent 
open advertisement. 

      (2) If two or more persons are recommended in open advertisement by 
the selection authority their inter se seniority shall be determined in order of 
merit assigned by the selection authority. 

      (3) If only one candidate is recommended in open advertisement by the 
selection authority, he shall count his seniority from: – 

----------------------- Page 252-----------------------

      (a)   the   date   of   recommendation   by   the   selection   authority,   if   he   was 
          already holding the same post. 

      (b)   the   date   of   his   joining   the   post   after   being   recommended   by   the 
          selection authority if he was not already holding the same post. 

      3.  Seniority   on   promotion.–Seniority   in   a   service,   cadre   or   post   to 
which a civil servant is promoted shall take effect from the date of regular 
promotion to that service, cadre or posts:– 

      Provided that– 

      (a)   Civil   servants   selected   for   promotion   to   higher   posts   on   an  earlier 
          date shall be senior to those selected for such promotion on a later 
          date; 

      (b)   Civil   servants   selected   for   promotion   to   higher   posts   in   one   batch 
          shall   on   their   promotion   to   the   higher   post,   retain   their  inter   se 
          seniority as in the lower post; and 

      (c)   Civil servants eligible for promotion who could not be considered for 
          promotion   in   the   original   reference   in   circumstances   beyond   their 
          control     or  whose      case    was     deferred     while   their   juniors    were 
          promoted        to   the    higher     post,    shall,   on    promotion,       without 
          supersession, take their seniority with the original batch. 

      4. Seniority on appointment by transfer.–Seniority in service, cadre or 
post to which a civil servant is appointed by transfer shall take effect from the 
date of regular appointment to the service, cadre or post; 

      Provided that– 

      (a)   persons  belonging to the same service, cadre or post selected for 
          appointment   by   transfer   to   a   service,   cadre   or   post   in   one   batch 
          shall, on their appointment, take inter se seniority in the order of their 
          date of regular appointment in their previous service, cadre or post; 
          and 

      (b)   persons belonging to different services, cadre or posts selected for 
          appointment by transfer in one batch shall take their inter se seniority 

----------------------- Page 253-----------------------

          in the order of the date of their regular appointment to the post which 
          they were holding before such appointment and, where such date is 
          the same, the person older in age shall rank senior. 

      *[4A.         In  the   event    of  merger     of  Ministries,    Divisions,   Attached 
Departments or Subordinate Offices, the inter se seniority of civil servants, 
other than those belonging to regularly constituted Occupational Groups and 
Services,      shall  be    determined      in  accordance       with  the   date    of  regular 
appointment to a cadre or post]. 

*Added vide Establishment Division Notification S.R.O. No.01(I)/2002 dated 1-1-2002. 

      5.  Seniority   of   officers   of   the   Armed   Forces   on   induction   in   civil 
posts.–Officers of the Armed Forces of Pakistan who are inducted in a civil 
service,     cadre   or   post   in  accordance      with   the   Government       orders    and 
instructions shall take seniority in that service, cadre or post from the date of 
such induction: 

      Provided that the officers inducted in one batch shall, on induction, retain 
their inter se seniority as in the Armed Forces of Pakistan. 

      6. Inter se seniority of civil servants appointed in the same calendar 
year.–Persons appointed by transfer in a particular calendar year shall, as a 
class, be senior to those appointed by promotion or by initial appointment to 
such posts in that year, and persons promoted to higher posts in a particular 
calendar   year   shall,   as   a   class,   be   senior   to   those   appointed   by   initial 
appointment to such posts in that year. 

      7.  Repeal and savings.–The General Principles of seniority circulated 
vide     Establishment        Division's    O.M.No.1/16/        69-D.II,    dated     the   31st 
December, 1970, and all other existing rules, orders and instructions relating 
to seniority except– 

      (i)   the   Police   Service   of   Pakistan   (Composition,   Cadre  and  Seniority) 
          Rules, 1985; 

      (ii)  the  Occupational      Groups     and    Services    (Probation,     Training    and 
          Seniority) Rules, 1990; and 

----------------------- Page 254-----------------------

      (iii) the  Establishment        Division's     O.M.No.1/2/74-ARC           dated     23rd 
          January, 1974, amended  vide O.M. No. 2/1/75-ARC, dated the 3rd 
          March, 1976 and as amended from time to time. 

are hereby repealed. 

     [Authority.– Establishment Division Notification No. S.R.O. 163(I)/93, dated 28-2-1993]. 

----------------------- Page 255-----------------------

                                    SECTION `D' 

                                   PROMOTIONS 
Selection and 
non-selection 
posts 

Sl. No. 148 

           Higher   tenure   posts   at   the   Centre.-   Government   of   Pakistan   have 
decided   that   it   should   be   brought   home   once   more   to   all   concerned   that 
higher tenure posts at the Centre (as in the Provinces) are selection posts 
which no officer can claim as of right. 

           [Authority.- Estt. Secretary's D.O letter No.F.2(36)/60-EIX, dated 24-4-1968]. 

Sl. No. 149 

           Other   posts   in   the  Federal  Secretariat,  Attached  Departments  and 
Subordinate Offices.- It has been decided that, with the exception of posts 
of- 

           (i)      Assistant Secretary; 

           (ii)     Administrative Officer; 

          (iii)     Cashier; and 

           (iv)     Personal      Assistants     to   Ministers    and    Stenographers        to 
                   Secretaries, Joint Secretaries and other officers which carry 
                   special pay which should be treated as selection posts, the 
                                                                                     * 
                   various posts in the Ministerial Establishment and                 Class IV 
                   Service   in   the   Pakistan   Federal   Secretariat   (Ministries   and 
                    Divisions) and its Attached Departments, should be treated 
                   as non-selection posts i.e., posts to which promotion should 
                    be made according to the principle of "seniority-cum- fitness". 
                    For this purpose, it is essential that the standard of fitness 

----------------------- Page 256-----------------------

                     should be a very high one.                The decision contained in this 
                     Office   Memorandum   should   apply   to   vacancies   which   are 
                     filled from the date of this Office Memorandum. 

* 
 Note.- Appointment of Jamadars attached to Ministers are made by selection from amongst the Naib 
Quasids   employed   in   the   Ministry/Division   concerned   at   the   discretion   of   the   Minister-in-Charge  vide 
Establishment Division Office Memorandum No. 54/4/51-ME, dated 2-6-1951. 

            2................ Omitted.............. 

            3.  If  there     are   any     posts    in   the   Secretariat       and    its  Attached 
Departments           corresponding         to   the    posts     of   Assistant      Secretaries       or 
Administrative   Officers,   the   question   whether   they   should   be   treated   as 
selection   posts   should   be   decided   in   consultation   with   the   Establishment 
Division. 

            4. It is requested that posts in Subordinate Offices should also be 
classified as selection and non-selection posts by the Ministries concerned, 
in the light of the instructions contained in this Office Memorandum since it is 
necessary that the position in this respect should be placed on definite and 
regular footing, as early as possible. 

            [Authority.- Cabinet Secretariat, Estt.Branch O.M.No.54/2/49-Ests.(ME), 
            dated 3-4-1950]. 

Sl. No. 150 

            The   various   posts   in   the   ministerial   establishment   of   the   Federal 
Secretariat   and   its   Attached   Departments   are   treated   as   "selection"   and 
"non-selection" posts, when they are filled by promotion. For this purpose, 
selection   posts   mean   posts   promotion   to   which   is   strictly   made   on   merit, 
seniority playing its part only when other things are equal and non-selection 
posts   are   those   promotion   to   which   is   made   according   to   the  principle  of 
seniority subject to fitness.          Promotion to posts which are filled on the basis 
of   selection   is   to   be   made   on   the   recommendations   of   the   Departmental 
Promotion Committee of the Ministry/Division concerned, vide Establishment 
Division      Office     Memorandum           No.     33/l/47-Ests.      (SEII),    dated     the    29th 
January, 1948. 

            2. The posts of Assistant-in-Charge, Council Assistant and Cashier 
are     selection       posts,    vide     Establishment         Division      Office     Memoranda 
No.1/15/57, EXV. dated the 29th October, 1960; 1/29/56-ME, dated the 25th 

----------------------- Page 257-----------------------

April, 1957 and 54/2/49-Ests(ME), dated the 3rd April, 1950, respectively.                     It 
has been brought to the notice of the Establishment Division that the posts 
mentioned        above    are   sometimes      not    filled  by   Ministries/Divisions      and 
Attached      Departments       on   the   recommendations          of  properly    constituted 
Departmental Promotion Committees. 

           3. The Ministries/Divisions/Attached Departments should kindly note 
these instructions and take steps to ensure that these posts are filled strictly 
in accordance with the instructions issued by the Establishment Division in 
this regard. 

           [Authority.- Estt. Division O.M.No.18/4/64-F.II, dated  25-7-1964]. 

Sl. No. 151 

           Superintendents:        Instructions     were     issued     vide    Establishment 
Division   Office   Memorandum   No.   54/2/49-(ME),   dated   the   3rd   April,   1950 
that the posts of Superintendent in the Pakistan Central Secretariat and its 
Attached   Departments   should   be   treated   as          non-selection   posts   for   the 
purpose of promotion. 

           2. In connection with the interim report of the Committee appointed 
to review the organisation, structure and level of expenditure of Ministries, 
etc., several Ministries have reported that the decision to treat these posts 
as   non-selection   posts   has   lowered   the   standard   of   efficiency,   and   have 
recommended           that  the   posts    of  Superintendent        should    be   treated    as 
selection posts. 

           3. The question has been further considered by the Establishment 
Division     who     have    decided     that   the    posts    of  Superintendent        in  the 
Secretariat   and   its   Attached   Departments   should   be   treated   as   selection 
posts.    This   decision   will   have   effect   from   the   date   of   the   issue   of   these 
orders. 

           4. For the present, no change is intended in regard to Assistants and 
Assistants-in-Charge   whose   appointment   will   continue   to   be   made  on  the 
basis     of  seniority   subject-to-fitness.      It  is  reiterated,   however,     that   it  is 
essential that the standard of fitness should be a very high one if efficiency is 

----------------------- Page 258-----------------------

not to suffer; and the attention of all Departmental Promotion Committees 
should please be drawn to this. 

          [Authority.- Estt. Division O.M. No. 54/26/50-ME, dated 22-5-1951]. 

Sl. No. 152 

           Assistant-in-Charge:   Attention   is   invited   to   Establishment   Division 
Office   Memorandum   No.   54/2/49-Ests   (ME),   dated   the   3rd   April,   1950   in 
which   it   was   stated   that   the   post   of   Assistant-in-Charge   in   the   Central 
Secretariat and its Attached Departments should be treated as non-selection 
post i.e. post to which promotion should be made according to the principle 
of `seniority-cum-fitness', and that for this purpose, the standard of fitness 
should be a very high one. This was reiterated in the Establishment Division 
Office Memorandum No. 54/26/50-ME, dated the 22nd May, 1951. 

           2. Some time ago the question arose whether the post of Assistant- 
in-Charge       should     be   re-classified     as   a   "Selection     post"    like  that   of 
Superintendent in view of the fact that the duties of the two posts are similar 
in character. The Ministry of Finance, etc., were requested to communicate 
their views to the Establishment Division vide their Office Memorandum No. 
1/15/57-ME,   dated   the   9th   October,   1957.         The   replies   received   from   the 
Ministries and Divisions reveal that a majority are in favour of the proposed 
change.      As   the   duties   of   the   post   of   Assistant-in-Charge   are   similar   in 
character to those of Superintendent, it has therefore been decided that the 
post   of   Assistant-in-Charge   should   be   reclassified   as   a   "Selection   post" 
promotion to which should be made strictly on merit (seniority playing its part 
only when other things are equal) from amongst those Assistants who are 
permanent or eligible for confirmation and have put in at least three years 
service in that grade. 

           3. The decision contained in this Office Memorandum should apply 
to vacancies which are filled in future. 

           [Authority.- Estt. Division O.M.No.1/15/57-E.XV, dated 29-10-1960]. 

----------------------- Page 259-----------------------

SL. NO. 153 

           Reference.-       Establishment        Division      Office    Memorandum           No. 
1/29/56-ME, dated the 25th April, 1956 (Not re-produced). 

           Council     Assistant.-    The    majority    of   the   replies   received     in   the 
Establishment Division agree that:- 

           (a)       Council     Assistant      should      be    appointed       from     among 
                    Assistants only, and that, 

           (b)       the   appointment   of   Council   Assistants   should   be   made   by 
                    `Selection'. 

           The above views have been accepted by the Establishment Division. 
 If   however,   suitable   Assistants   in   a   Ministry/Division   are   not   available   for 
employment   as   Council   Assistants,   Upper   Division   Clerks   may   also   be 
considered for employment as such. 

           2.    Ministries/Divisions        are    requested        to    make      all   further 
appointments of Council Assistant in the light of the above decision. 

           [Authority.- Estt. Division O.M.No. 1/29/56-ME, dated 25-4-1957]. 

Sl. No. 154 

           Selection to be based more on merit than on seniority.- The existing 
promotion   rules   should   be   implemented   carefully   so   as   to   base   selection 
more on merit than on seniority in the case of selection posts. 

          [Authority.- Estt. Secretary's d.o. letter No. 7/30/59-SE II, dated 22-9-1959]. 

Sl. No. 155 

           Principles   of   promotions   to   and   confirmation   in   "Selection   posts".- 
Attention   is   invited   to   paragraph   2   of   the   Establishment   Division   Office 
Memorandum   No.   54/2/49-Ests.   (ME),   dated   the   17th   January,   1949   in 
which views of Ministries were invited on the following points :- 

----------------------- Page 260-----------------------

           (a)      `A' was appointed to officiate in a selection post after having 
                   been      formally    selected     from    amongst      various     possible 
                   candidates,   from   which   he   reverted   after   the   expiry   of   the 
                   period   of   the   vacancy.      During   this   period   his   work   was 
                   satisfactory.    Subsequently, another vacancy occurred in the 
                   same      grade.     Should     "A"   be   appointed     to  this  vacancy 
                   automatically   (by   virtue   of   his   previous   selection)   or   fresh 
                   selection be made. 

           (b)      Whether reversions from or confirmations in selection posts 
                   should follow the order in which the persons concerned were 
                   promoted   to   the   posts   in   question   (i.e.  the   candidates   first 
                   appointed       to   officiate  in   the   selection    post    should     be 
                   confirmed       when     a  permanent       vacancy      occurs    and    the 
                   candidate last appointed to officiate reverted when a vacancy 
                   terminates), or fresh selection should be made from amongst 
                   persons       officiating   in  the   selection     posts   each     time   a 
                   permanent vacancy occurs or a vacancy terminates. 

The question has been considered in the light of the replies received from 
Ministries and the opinion of the Federal Public Service Commission, and 
the following instructions are issued. 

           2.  As  regards  (a),  in  accordance  with the instructions contained in 
the   Establishment   Division   Office   Memoranda   No.   F.   33/l/47-Ests   (SEII), 
dated the 29th January, 1948 and No. 33/49-SE, dated the 18th June, 1949 
-   Departmental   Promotion   Committees   are   required   to   prepare   a   list   of 
officers  whom  they  consider  fit  for  promotion  in  selection  posts.           This list, 
which should be revised periodically, should indicate the names of officers 
who have not been promoted to a higher grade in any capacity, or who have 
officiated off and on or are officiating against any leave vacancies, or any 
temporary posts of short duration, and are, therefore, liable to revert in the 
normal course to the lower grade.            The position would thus be that, if "A" is 
appointed       on    the   recommendations          of   the   Departmental        Promotion 
Committee to a selection post for a short period, after which he reverts to the 
lower grade, for no fault of his own, he should be promoted automatically by 

----------------------- Page 261-----------------------

the   appointing   authority   in   the   next   vacancy   that   arises   if   the   list   is   not 
revised     by  the   Departmental      Promotion      Committee      before    the  material 
vacancy arises, or, if the list has in the meantime been revised his position 
still remains No. 1 on the revised list.          In other words, there should be no 
question of selection when a vacancy occurs; the vacancy should be filled 
by    the   promotion      of  the   official  who    tops   the   list  prepared     by   the 
Departmental Promotion Committee and which is in force at the time when 
the vacancy is filled. 

          3. As regards (b), reversions should be made in the reverse order of 
promotion, and confirmations should follow the order of seniority in the grade 
concerned.      In other words, there should be no fresh selection either for the 
purpose of reversion or for confirmations. 

          4.  While    the   list  of  officials  recommended       by   the  Departmental 
Promotion Committee for promotion to selection posts is being prepared, the 
claims of all officials eligible for promotion to the grade concerned, including 
those who happen to be absent from the office for one reason or the other, 
should be duly considered, and it should be recorded on the file that this has 
been done. In this connection attention is also invited to paragraph 5 of the 
Establishment Division Office Memorandum No. 6/15/48-ME, dated the 31st 
March, 1951. 

         [Authority.- Estt. Division O.M. No. 54/10/51-ME, dated 31-8-1951]. 

General Instructions 
regarding promotions 

Sl. No. 156 

          Sequence in departmental promotions and direct recruitment.- 

Reference.- Establishment Division Office Memorandum No. 15/38/52-SEII, 
dated the 22nd June, 1953 (Annexure). 

          The    replies   received     from   the   Ministries   and    Divisions    on   the 
suggestions   contained   in   the   above   Memorandum   have   been   considered 
and,   in   order   to   ensure   that   candidates   rejected   by   the   Federal   Public 

----------------------- Page 262-----------------------

Service     Commission       in   open    competition     or  selection    should    not   be 
absorbed in vacancies meant for departmental quotas, it has been decided 
that the following procedure should be adopted in future :- 

          (i)       Where a cadre has definite quotas reserved for departmental 
                   promotions   and   direct   recruitment,   promotions   against   the 
                   departmental      quota    should    be   made    first  and   the  posts 
                   reserved   for   direct   recruitment   filled   later. These   orders, 
                   however,      will  have    no    effect   on   those    cadres    where 
                   recruitment is made solely by direct recruitment or where all 
                   appointments are made only by promotion; 

          (ii)     necessary provision regarding the above should be made in 
                   all recruitment rules already framed or framed hereafter; and 

          (iii)     in the case of isolated posts, a roster should be maintained in 
                   each Ministry and Division to ensure the observance of the 
                   prescribed      percentage     for   departmental      promotions     and 
                   direct recruitment. 

         [Authority.- Estt. Division O.M.No.15/38/52-SE II, dated 29-1-1954]. 

                                   ANNEXURE 

          Copy of Establishment Division O.M. No. 15/38/52-SE II, dated the 
22nd June, 1953. 

          In   the   case   of   services   and   cadres   in   which   under   the   prescribed 
recruitment      rules   a   certain   percentage      of  vacancies      is  reserved     for 
departmental promotion and the remainder for direct recruitment, no uniform 
procedure is followed as to the sequence in which these vacancies should 
be    filled,  that  is,  whether   promotions      should   be   made     first  and  direct 
recruitment made later or vice versa.  The Establishment Division have been 
considering the question of laying down a uniform procedure in this matter 
and have tentatively come to the conclusion that it would be an advantage 
both from the point of view of the Department as well as the candidates if 
promotions are made first and vacancies reserved for direct recruitment filled 
later.   There are, however, advantages and disadvantages on both sides, 

----------------------- Page 263-----------------------

and these are discussed below: 

          (i)      Promotions to departmental quota to be made first and direct 
                   recruitment made later: 

                            Under   this   system   the   department   concerned   can 
                   straight away promote the suitable departmental candidates 
                   and, having done so, intimate the vacancies meant for direct 
                   recruitment to the Federal Public Service Commission. If all 
                   the vacancies reserved for promotion cannot be filled due to 
                   the  dearth  of  suitable  departmental candidates the balance 
                   can,   if   necessary,   be   added   to   those   reserved   for   direct 
                   recruitment.      This    system      assures      promotion      to   the 
                   candidates      working    in  the   department      according     to  the 
                   principle   of   seniority-cum-fitness   without   undue   delay   and 
                   they are not left in suspense as to whether or not they should 
                   apply    to   the   Commission.       if  any   of  the   depart-mental 
                   candidates are superseded in departmental promotion, they 
                   still have a chance to compete with outside candidates and 
                   may     thereby     be   selected     as   being    more     suitable    in 
                   comparison   with   such   candidates.   This   system,   therefore, 
                   assures promotion to departmental candidates without their 
                   having to wait till the vacancies, etc., are advertised by the 
                   Commission,        while    those    superseded       in   departmental 
                   promotion can still appear before the Commission. 

                            A    further   advantage      from   the   point   of   view   of 
                   departmental   men   is   that   they   will   rank   senior   to   outside 
                   candidates      selected    through     direct   recruitment     as   their 
                   appointments can be finalized earlier than those of the later. 

                            A disadvantage which might result from this system is 
                   that it may not always be possible in actual practice to follow 
                   it due to the exigencies of service which may in certain cases 
                   necessitate      direct    recruitment      being    made      first  and 
                   appointments by departmental promotion later.              Such cases, 
                   as far as can be seen, are likely to be rare and on the whole 

----------------------- Page 264-----------------------

                   it appears that there are definite advantages in following the 
                   system whereby recruitment against the departmental quota 
                   should precede that through open selection. 

           (ii)     Recruitment      by   open    selection    to  be   made     first  and   by 
                   departmental promotions later: 
                             One of the results of this procedure will be that larger 
                   number of open vacancies will go to departmental candidates 
                   in as much as they will be able in the first place to compete 
                   with   outsiders   in   open   selection   and   be   approved   by   the 
                   Commission         on   the   basis   of   their  long   experience      and 
                   knowledge of the Department.             Those who are not selected 
                   in    the    open     selection     can    again    be    considered       for 
                   departmental promotion and receive promotion according to 
                   departmental   seniority.   This   system,   however,   is   bound   to 
                   result  in  deterioration  of  efficiency  since  those  who  are not 
                   considered   fit   by   the   Commission   can   still   be   appointed   to 
                   higher posts by departmental promotion and the advantage 
                   of having fresh blood in the service which the open selection 
                   quota   in   a   service   is   intended   to   provide   will   be   seriously 
                   jeopardized.       Apart    from   the    resultant    deterioration,    this 
                   system has a further grave objection in as much as a person 
                   rejected by the Commission would still be able to secure a 
                   like post through departmental promotion. 

           2. The Federal Public Service Commission who raised this matter, 
have     suggested       that  departments       should     first  promote     the   deserving 
individuals against the quota fixed for promotion and then throw open the 
remaining posts for open competition. In accordance with this procedure, no 
one   who   has   been   rejected   by   the   Commission   or   has   not   faced   any 
competition       will  be   promoted.       This     is  evidently    sound     in   principle. 

           3.   Considering   all   the   facts,   the   Establishment   Division   are   of   the 
view that the alternative at (i) above has definite advantages from the point 
of view of efficiency in public service and the safeguarding of the legitimate 
interests of the departmental candidates and they are, therefore, inclined to 
issue orders for its adoption by all Ministries/Divisions/Departments. Before, 

----------------------- Page 265-----------------------

however,   a   final   decision   is   taken,   Ministries   and   Divisions   are   requested 
kindly to favour the Establishment Division with their views in the matter. 

Sl. No. 157 

          Minimum   length   of   service   for   eligibility   for   promotion   for   various 
grades.-     In  pursuance      of  rule  8-A   of  the   Civil  Servants    (Appointment, 
Promotion and Transfer) Rules, 1973 and in supersession of the instructions 
laid down in the Establishment Division's O.M.No.1/9/80 R.II(A), dated the 
12th January, 1981, (Annexure), the President is pleased to decide that the 
minimum   length   of   service   for   promotion   to   various   grades   shall   be   as 
follows:- 

          For Grade 18               5 years in Grade 17 

          For Grade 19               12 years in Grade 17 and above 

          For Grade 20               17 years in Grade 17 and above 

          For Grade 21               22 years in Grade 17 and above 

Provided that:- 

          (i)       Where initial appointment of a person not being a person in 
                   government service takes place in a post in BPS 18, 19 or 20 
                   the   length   of   service   specified   in   this   Office   Memorandum 
                   shall be reduced by the following periods; 

          First appointment in                 Reduced by 

          Grade-18                             5 years 
          Grade-19                             12 years 
          Grade-20                             17 years 

          (ii)      Where initial appointment of a person already in government 
                   service    takes   place,   on   recommendations         of  the  Federal 

----------------------- Page 266-----------------------

          Public Service Commission, in a post in BPS 18, 19 or 20, 
          the   length   of   service   specified   in   this   Office   Memorandum 
          shall be reduced by the periods specified in proviso (i); 

 (iii)     Where   first   appointment   of   a   person   other   than   a   person 
          covered by proviso (ii) was  made to government service in 
          BPS 16 or below, one-half of the service in BPS 16 and one 
          fourth  in  BPS  15  and  below  may  be  counted  as service in 
          BPS   17   for  computing  length  of  service  for  the  purpose  of 
          promotion only. 

[Authority.- Estt. Division. 0.M.No.1/9/80-R.2 dated 2-6-1983]. 

----------------------- Page 267-----------------------

                                   ANNEXURE 

          Copy of O.M.No.1/9/80-R-II(A),dated 12th January, 1981. 

          Reference Establishment Division O.M. No. 3/7/74-AR. II, dated 20th 
May, 1974, 27th August, 1974 and 6th February, 1975, in supersession of 
the   instructions   laid   down   in   the   aforementioned   O.M.   the   President   is 
pleased   to   decide   that   the   minimum   length   of   service   for   promotion   to 
various grades shall be as follows :- 

          For Grade 18               5 years in Grade 17. 

          For Grade 19               12 years in Grade 17 and above. 

          For Grade 20               17 years in Grade 17 and above. 

          For Grade 21               22 years in Grade 17 and above. 

Provided that where initial appointment takes place in Grades 18, 19 and 20, 
the   length   of   service   for   promotion   to   higher   Grades   shall   be   as   follows, 
namely :- 

          For Grade 19                        7 years in Grade 18 

          For Grade 20                        12   years   in   Grade   18   and   above   or 
                                              5 years in Grade 19 

          For Grade 21                        17 years in Grade 18 
                                              and above or 5 years 
                                              in Grade 20 

Sl. No. 158 

          Counting of ad hoc service for the purpose of promotion.- Under the 
existing rules ad hoc service does not reckon for the purpose of seniority. A 
point   has   since   been   raised   whether  ad   hoc   service   rendered   in   a   post 

----------------------- Page 268-----------------------

followed by regular appointment to that post may be allowed to be computed 
towards  length  of  service  prescribed  for  promotion  to  a  higher  post.              The 
matter   has   been   considered   in   the   Establishment   Division.          It   has   been 
decided   that   the   service   rendered   on  ad   hoc   basis   in   a   post   under   the 
Federal Government, followed by regular appointment to a post in the same 
pay     scale    shall  be    counted     towards     length    of  service    prescribed      for 
promotion to a higher post provided there is no break between ad hoc and 
regular appointments to the post concerned. 

           2.  The    above     decision     may     be   brought     to  the    notice   of   all 
departments/organizations              under       the      administrative        control      of 
Ministries/Divisions. 

           [Authority.- Estt. Divisions O.M.No.10/22/83-R.2, dated 20-3-1988]. 

SL. NO. 159 

           Length of service for promotion from Grade-16 to Grade-18 where 
there is no intermediate post in Grade-17.- The minimum length of service 
for   promotion   to   Grade   18   and   above   was   laid   down  vide  Establishment 
Division's   Office   Memorandum   No.1/9/80-R.II,   dated   12th   January,   1981. 
The question as to what should be the length of service for promotion from 
Grade 16 to Grade 18 where there is no intermediate post in Grade 17 has 
been      considered      and   it  has   been     decided,     with   the   approval     of  the 
President, that in such cases the minimum length of service laid down in the 
recruitment rules relating to posts in Grade 18 for the purpose of promotion 
from Grade 16 to Grade 18 should be kept as the basis for such promotions. 

           2. In case there is no such provision in the recruitment rules, action 
should     be   taken    by   the   respective     Ministry/Division     to  include    such    a 
provision in the recruitment rules. 

          [Authority.- Estt. Division O.M.No.1/9/80-R.2, dated 4-5-1982]. 

Sl. No. 160 

           Possession of prescribed minimum length of service does not confer 

----------------------- Page 269-----------------------

a right to promotion over senior persons.- The prescribed minimum length of 
service is a condition for eligibility for promotion and does not confer a right 
to promotion.      Where a senior person has not done prescribed service, the 
junior, as a rule, should not be considered even if he fulfills the prescribed 
length of service condition. 

           2. Even for "selection" post, the persons have to be considered in the 
order of their seniority. 

          [Authority.- Estt. Division U.0.No.1/21/75-D.II. dated 9-7-1975]. 

Sl. No. 161 

           Promotion      of  superseded       officers.-  A   question     has   arisen    as  to 
whether   a   junior   officer,   who   was   earlier   recommended   for   promotion   but 
could     not   be    promoted      due    to  non-availability     of  vacancy      should     be 
promoted   first   in   preference   to   his   senior   officer   who   was   subsequently 
recommended for promotion.              Attention of the Ministries/Divisions is drawn 
to    the   instructions    contained      in  the   Establishment       Division    O.M.No.F. 
33/49-SE,        dated    18-6-1949       in   which     it  has    been     stated    that    the 
Departmental         Promotion      Committee       is  competent      to   revise   the   list  of 
candidates   fit   for   promotion   periodically.   It   means   that   the   Departmental 
Promotion Committee can add to or substract from it, for good and sufficient 
reasons.      After   careful   consideration,   it   is   now   decided   that   if   a   vacancy 
occurs at a time when a senior officer is recommended for promotion, his 
junior who was recommended earlier will have to be promoted later than the 
passed over officer. 

           2. It may be pointed out that Departmental Promotion Committee is 
only  the  recommending  body  to  determine  the  initial  suitability  of  persons 
eligible for promotion. 

          [Authority.- Estt. Division O.M.No.13/1/67-D.III, dated 30-4-1968]. 

Promotion Policy 

SL. NO. 162 

----------------------- Page 270-----------------------

          The   legal   frame-work   for   promotion   and   its   procedures   has   been 
provided in the Civil Servants Act, 1973 and the Civil Servants (Appointment, 
Promotion and Transfers) Rules, 1973.             The Law and Rules, by themselves, 
are    not   enough     to  meet    the  functional    requirements      and    need    to  be 
supplemented by a comprehensive and consistent set of policy guidelines. 

          2.    Comprehensive          guidelines      for    Departmental        Promotion 
Committees/Central Selection Boards have, therefore, been framed with the 
approval of the President. 

          3. Salient features of the policy are enumerated below:- 

          1.        Confidential reports will be given due importance but will not 
                   be the sole criterion for promotion to selection posts. 

          2.        Performance       evaluation     as   reflected   in   the   confidential 
                   reports will be quantified according to formula enunciated in 
                   the enclosed guidelines and weightage will be given to more 
                   recent appointments. 

          3.        A civil servant, once superseded for promotion will be eligible 
                   for reconsideration only after he earns one more confidential 
                   report. 

          4.        The   panel   for   promotion   should   comprise   a   minimum   of   2 
                   officers   for   each   vacancy   in   grade   19   and   of   3   officers   for 
                   each vacancy in grade 20 or 21. 

          5.        The minimum length of service prescribed for promotion for 
                   various grades will continue to apply. 

          6.        A   civil   servant   will   only   be   promoted   within   his   own  cadre. 
                   Those posted against ex-cadre posts will be considered for 
                   promotion on their turn but if selected, the actual promotion 
                   will take place only when they rejoin their parent cadre. This 
                   will also apply to civil servants serving on ex-cadre posts in 
                   Pakistan Missions abroad. 

----------------------- Page 271-----------------------

          7.        A   civil  servant     on   deputation      to  a   foreign    government, 
                    international agency or a private organisation abroad will be 
                    considered for promotion only on his return to Pakistan.                  He 
                   will   be   given    intimation    and    asked    to  return   to   Pakistan 
                    before his case comes up for consideration for promotion in 
                    accordance with his seniority position, if he fails to return he 
                   will   not   be   considered   for   promotion.      Such   an   officer   will 
                    have   to   earn   at   least   one   CR   after   his   return   to   Pakistan 
                    before     he   is  considered      for  promotion.       The     clearance/ 
                    approval      already     accorded      in   the   past    to   promote      a 
                   deputationist would lapse automatically if he fails to return on 
                    expiry    of  the   deputation     period    already    approved      by   the 
                    Government. 

           [Authority.- Establishment Secretary's d.o. Letter No.10(3)/81-CPI (Pt),dated 31-10-1982]. 

Sl. No. 163 

           The    concept     of   `quantification'     was    introduced      for   processing 
promotion cases but its very success and wider use has given rise to some 
unintended consequences indicated below:- 

           (i)      Although      an    average      ACR     is   satisfactory     and    should 
                   statistically describe a majority of individuals, it has assumed 
                    an adverse aura.  A contributory factor has been the 4 marks 
                    assigned   to   it   in   quantification   although   this   did   not   affect 
                    promotion to non-selection posts since the eligibility threshold 
                   was also kept to a score of 40 marks only.                 The respective 
                   thresholds        were     kept    higher     for    selection     posts     as 
                    "satisfactory      performance"        was     not    the    most     reliable 
                    indication  for  an  officer's  capacity  to  pull  on  equally  well  at 
                   the  next  higher  level.      These  considerations  do  not  remain 
                   valid      however       when       quantification      is    extended       to 

----------------------- Page 272-----------------------

                   review/disciplinary  cases  and  for  postings  abroad.            In  such 
                   cases, suitability can be judged strictly on performance at the 
                   individual's current level and no adverse inference should be 
                   drawn from an average (satisfactory) report. 

          (ii)      The other noticeable trend is towards "Inflated" reporting.             To 
                   some   extent   this   problem   was   always   around   but   higher 
                   eligibility thresholds fixed for selection posts have added to 
                   the pressure on reporting/countersigning officers to be overly 
                   generous in their assessments.  This trend has touched such 
                   proportions   that   the   majority   of   assessments   may   well   be 
                   closer to objectivity if reduced by one rung.             In other words, 
                   most of the average officers are being graded as `good' and 
                   the good as `very good'.  This acts to the disadvantage of the 
                   genuinely outstanding officers.          Statistically, the latter should 
                   comprise   around   3   to   5   per   cent   whereas   many   Divisions 
                   now   boast   of   30   or   40   per   cent   officers   in   the   `very   good' 
                   category of their reports are to be believed. 

          2. In resolving these difficulties, the following parameters were kept 
in view :- 

          (a)       the   responsibility   for   accurate   assessments   should   remain 
                   squarely on reporting/ countersigning officers with minimum 
                   interference by Establishment Division; 

          (b)       it should require little or no change in the present ACR form; 
                   and 

          (c)       the   new   pattern   should   be   easily   extendable   to   cover   past 
                   confidential reports. 

          3. The following decisions have accordingly been taken :- 

          (i)       The marks assigned to an average report have been raised 
                   to 5 i.e. the middle point on the scale from 0-10 marks.                The 

----------------------- Page 273-----------------------

                   minimum       qualifying    score   for  promotion     to   non-selection 
                   posts    (upto   pay    scale   18)   would    correspondingly      be   50 
                   marks.     The   eligibility   thresholds   for   selection   posts   would 
                   remain unaffected. 

          (ii)      The marks for a `very good' report have been reduced to 8 
                   and a new entry for `outstanding' carrying 10 marks has been 
                   added to the existing gradings. In exceptional cases where 
                   the reporting/ counter-signing officers want to rate an officer 
                   as  `outstanding',  they  may  draw  in  their  own  hand  another 
                   box     in  Part   VI   of   the   ACR     form,   initial  it  and   write 
                   `outstanding'   on   the   descriptive   side.   They   would   also   he 
                   required to fully justify this assessment in Part V(c) (by the 
                   reporting     officer)  and   Part   VII  (a)  (by  the   countersigning 
                   officer).  Unless so justified, the assessment would only be 
                   deemed to be `very good' carrying 8 marks. 

          (iii)     For past reports, a very good grading will be considered as 
                   outstanding and carry 10 marks only if (i) all except one or 
                   two entries in Parts II to IV of the current ACR form or Part II 
                   in the previous format are very good (AI) or (ii) accelerated 
                   promotion was recommended. 

          4. The relevant provisions have been incorporated in the promotion 
policy.   A copy of the revised guidelines and addendum is enclosed.                    They 
would replace the existing guidelines and addendum. 

         [Authority.- Estt. Secretary's d.o. Letter No.10(10)/85-CP-1 dated 15-5-1985]. 

----------------------- Page 274-----------------------

          GUIDELINES FOR DEPARTMENTAL PROMOTION 
            COMMITTEES/CENTRAL SELECTION BOARDS 

I. General 

           1. The DPC/CSB shall consider the cases of eligible civil servants in 
order of seniority and either:- 

           (a)      recommend a civil servant for promotion to the next higher 
                   post; or 

           (b)      recommend a civil servant for supersession; or 

           (c)      defer   consideration   of   a   civil   servant's   promotion   provided 
                   that this step will be taken only if:- 

                   (i)        the    CR     dossier     is   incomplete       or    any    other 
                             document/information   required   by   the   DPC/CSB   for 
                             determining a civil servant's suitability for promotion is 
                             not available; or 

                   (ii)       disciplinary or departmental proceedings are pending 
                             against      the   civil  servant    whose      promotion      case 
                             comes up for consideration before the DPC/CSB; or 

                   (iii)      the civil servant is on deputation abroad to a foreign 
                             government,        private    organisation      or   international 
                             agency; or 

                   (iv)       the civil servant does not possess the requisite length 
                             of service; or 

                   (v)        the   civil   servant   has   not   undergone   the   prescribed 
                             training or passed the departmental examination for 
                             reasons beyond his control; or 

                   (vi)       the civil servant's inter se seniority is subjudice. 

          * 
          [2.   If   a   civil   servant   is   superseded   he   will   not   be   considered   for 

----------------------- Page 275-----------------------

promotion   unless   he   has   earned   PERs   for   two   full   years.   If   he   is   again 
superseded, he shall lose eligibility for further consideration]. 

*Substituted vide Establishment Division O.M.No.1/1/2001-CP.II, dated 3-9-2005. 

            3. The civil servant whose promotion has been deferred will 
       be considered as soon as the reason on the basis of which 
   deferment took place ceases to exist provided that a civil servant 
        falling in the category mentioned in 1(c) (iii) above will be 
 considered for promotion only on his return to Pakistan.                      If such an 
officer fails to return on expiry of his approved deputation period, he 
 will have to earn at least one ACR after his return to Pakistan before 
                          he is considered for promotion. 

          4. For the purpose of consideration by the DPC/CSB the ACRs will 
be   quantified   according   to   the   formula   given   in   the   addendum.    The   civil 
servants who fail to come up to the qualifying score shall not normally be 
considered       for  promotion.      Relaxation      of  this  condition    may     only   be 
recommended   by   the   DPC/CSB   after   recording   detailed   reasons   for   the 
approval of the competent authority. 

II. Promotions on Seniority-cum-Fitness Basis 

          1.   Posts   carrying   basic   pay   scale   18   or   below   are   non-selection 
posts.   Promotions to these posts are to be processed by the DPCs on the 
basis of seniority-cum-fitness.        Fitness would be assessed primarily on the 
officer's work in the lower post. 

          2.  For  promotion  to  a  post  in  basic  pay  scale  18,  however,  a  civil 
servant must fulfil the following additional requirements: 

          (a)       Qualifying Service:     possess five years service as an officer 
                   subject     to   the    provisions     contained      in  Establishment 
                   Division's O.M. No. 1/9/80-R-II (A), dated 2-6-1983. 

          (b)       Eligibility threshold: attain a minimum score of 50 marks for 

----------------------- Page 276-----------------------

                   his    CRs    in  accordance       with   the   formula    given    in  the 
                   addendum. 

          3. If only 2 reports or less have been recorded on a civil servant's 
work against a post in basic pay scale 17, the reports earned by him in the 
next lower posts should also be included in the quantification. 

III. Promotion to Selection Posts 

          1.   Posts   in  basic    pay   scale   19   or  higher    are   selection   posts. 
Promotions to these posts are to be processed through the Central Selection 
Boards. 

          2. In order to ensure that selection by these Boards does not amount 
to  a  mere  elimination  of  the unfit the Establishment Division shall place a 
larger    panel   of  eligible   officers  before    the  Boards.     Depending       on   the 
availability of eligible officers in a cadre, the number of officers to be included 
in the panel shall be as follows:- 

          (a)      for promotion to            A minimum of 2 officers 
                   supervisory posts.          for every vacancy. 

          (b)      for promotion to            A minimum of 3 officers 
                   middle and senior            for every vacancy. 
                   management posts. 

          3. For selection posts, entries under "quality and output of work" and 
"Integrity" in all the ACRs recorded on the civil servant during his service as 
an   officer   will   also   be   quantified   in   accordance   with   formula   given   in   the 
Addendum.          These      Marks     shall  be    a   crucial   factor   in  determining 
comparative merit of officers for promotion to selection posts. 

          4. Posts carrying basic pay scale 19 are generally supervisory posts. 
 Supervision      can    be   effective   only   if  the  supervisor     has   the   relevant 
experience.      These     officers   are   also   required    to  make     contribution     to 
policy-making       at  the   lowest   rung    of  the  policy-making      hierarchy.     For 
promotion   to   these   posts,   therefore,a   civil   servant   must   fulfil   the   following 
requirements:- 

----------------------- Page 277-----------------------

          (a)       Qualifying   Service:   possess   12   years   service   as   an   officer 
                   subject     to   the    provisions     contained      in  Establishment 
                   Division's O.M. No. 1/9/80-R-II (A), dated 2-6-1983. 

          (b)       Eligibility threshold attain a minimum score of 60 marks in the 
                   CRs in accordance with the formula given in the addendum. 

          (c)       Qualifications:    as   prescribed     by  the   relevant    recruitment 
                   rules. 

          (d)       Relevance of Experience: possess experience relevant to the 
                   functions of the post to which promotion is being made. 

          (e)       "Quality and Output of Work" and "Integrity" marks calculated 
                   in   accordance   with   the   formula   in   the   Addendum   shall   be 
                   important factors in determining the comparative merit of an 
                   officer. 

          5. Posts carrying basic pay scale 20 are middle management posts. 
Field offices are generally headed by the officers in this scale. It is, therefore, 
essential that in addition to the relevance of experience these officers must 
also have a sufficient variety and width of experience so that: 

          (i)       they acquire an overview of the functions performed by these 
                   organizations within the broader framework of government's 
                   overall  objectives/  activities  to  ensure  smooth  and  effective 
                   management at the field level; and 

          (ii)      they    can    lend    pragmatism        to   policy    formulation      in 
                   assignments at the Secretariat. 

Variety   of   experience   would   include   experience   in   the   field,   corporations, 
attached     departments,      different   Ministries/Divisions     and   in  our   Missions 
abroad.     For promotion to middle management posts, a civil servant must 
fulfil the following requirements:- 

          (a)       Qualifying   Service:   possess   17   years   service   as   an   officer 
                   subject     to   the    provisions     contained      in  Establishment 

----------------------- Page 278-----------------------

                   Division's O.M. No. 1/9/80-R-II (A), dated 2-6-1983. 

          (b)      Eligibility  threshold:  attain  a  minimum  score  of  70  marks in 
                   the   CRs     in  accordance      with   the   formula    given    in  the 
                  Addendum. 

          (c)      Qualifications: as prescribed by relevant recruitment rules. 

          (d)      Relevance of Experience: possess experience relevant to the 
                  functions of the post to which promotion is being made. 

          (e)      "Quality     and    Output    of   Work"     and    "Integrity":   marks 
                   calculated in accordance with the formula in the Addendum 
                   shall be a crucial factor in determining the comparative merit 
                   of an officer. 

          (f)      Variety of experience: the Selection Board should give due 
                   consideration to the nature of duties, duration and location of 
                   posts previously held by the officer.         Depending on the post 
                   to   be   filled,   an   officer   possessing   well   rounded   experience 
                   should   normally   be   preferred   particularly   if   he   has   served 
                  with distinction in unattractive areas.         While some exposure 
                   to   a    corporation,     autonomous        body    or   an   ex-cadre 
                   assignment may be considered a positive feature, this would 
                   not be so where an officer has stayed away from his parent 
                   cadre for too long. 

          (g)      Training:    should    have    successfully     completed      a  regular 
                   course at NIPA or an equivalent course in another institution. 

          6. Posts   carrying   basic   pay   scale   21   fall   in   senior   management 
involving important policy-making or extensive administrative jurisdictions.  In 
addition  to  the  circulation  value  and  variety  of  experience  the  incumbents 
must   possess   proven   analytical   competence,   breadth   of   vision,   emotional 
maturity and such other qualities as determine the potential for successfully 

----------------------- Page 279-----------------------

holding   posts   in   top   management.        This   potential   cannot   be   judged   by 
mathematical formula.         The Selection Board will have to apply its collective 
wisdom   to   determine   the   same.       A   civil   servant   must   fulfil   the   following 
conditions for promotion to senior management post :- 

          (a)       Qualifying   Service:   possess   22   years   service   as   an   officer 
                   subject     to   the    provisions     contained      in  Establishment 
                   Division's O.M. No. 1/9/80-R-II (A), dated 2-6-1983. 

          (b)       Eligibility  threshold:  attain  a  minimum  score  of  70 marks in 
                   CRs in accordance with the formula given in the Addendum. 

          (c)       Qualifications:    as   are   prescribed    by   relevant    recruitment 
                   rules. 

          (d)       Relevance of Experience: possess experience relevant to the 
                   functions of the post being filled by promotion. 

          (e)       "Quality    and    Output     of   Work"     and   "Integrity":    marks 
                   calculated in accordance with the formula in the Addendum 
                   shall be a crucial factor in determining the comparative merit 
                   of an officer. 

          (f)       Variety   of   Experience:     the   Selection    Board     should    give 
                   careful   consideration   to   the   nature   of   duties,   duration   and 
                   location of posts previously held by the officer.  At this level, a 
                   proper   assessment   under   the   criterion   may   require   some 
                   distinction between hard or taxing assignments (on account 
                   of   work   load   or  its  complexity)   viz-a-viz   relatively   routine 
                   duties particularly in the secretariat.      Depending on the posts 
                   to   be   filled,   an   officer   possessing   well   rounded   experience 
                   with    adequate     exposure      to  difficult  assignments       should 
                   normally be preferred. 

          (g)       Training:    should    have    successfully     completed      a  regular 
                   course at the Pakistan Administrative Staff College/National 
                   Defence College.  This requirement will be waived for officers 

----------------------- Page 280-----------------------

                    who : 

                    (i)       have   served   as   head   of   a   training   institution   for   at 
                             least one year; or 

                    (ii)      have     served    on    the   directing    staff  of   a  training 
                             institution for at least two years; or 

                    (iii)     have exceeded the age of 56 years. 

           (h)       Top   Management   Potential:   since   officers   promoted   to   this 
                    level   may   be   called   upon   to   hold   independent   charge  of  a 
                    Ministry/Division  or  to  head  a  major  corporation,  the  Board 
                    should satisfy itself about the officer's maturity, balance and 
                    ability   to   assume   such   top   management   positions   even   at 
                    short notice. 

IV. Specialist Cadres 

           Part II and III of the guidelines will not be strictly applicable to civil 
servants      who    are   in  specialist    cadres     such    as   doctors,    teachers     and 
professors, research scientists and incumbents of purely technical posts for 
promotion within their own line of specialism.               The criteria for promotion in 
their case would continue to be the technical qualifications, experience and 
accomplishments (research, publications etc.) relevant to their specialism. 

----------------------- Page 281-----------------------

                                                                       Addendum 

             QUANTIFYING THE CONFIDENTIAL REPORTS 

I. OVERALL ASSESSMENT 

          1.   All   Confidential   Reports   (CRs)   recorded   during   service   as   an 
officer will be considered for promotion to posts carrying basic pay scales 18 
to 21 or equivalent. 

          2.   (a)   The   overall   gradings   in   the   CRs   are   allocated   the   following 
marks: 

          Overall Grading                               Marks 
          (i)       Outstanding                         10 
          (ii)      Very Good                             8 
          (iii)     Good                                  7 
          (iv)      Average                               5 
          (v)       Below Average               1 
          (vi)      Poor                                  0 

          (b) Separate grading of `outstanding' has now been introduced but 
for  past  reports,  a  Very  Good  grading  will  be  considered  outstanding  and 
carry   10   marks   only   if   (i)   all   except   1   or   2   entries   in   parts   II   to   IV   of   the 
current ACR form or part-II in the previous format are Very Good (A-1) or (ii) 
accelerated promotion was recommended. 

          (c) If the overall grading in a CR is ambiguous e.g. placed between 
Good and Average, the quantification will be based on the lower rating. 

          (d) In case the assessment of the countersigning officer differs from 
that of the reporting officer in any CR, the quantification will be based on the 
overall grading recorded by the countersigning officer. 

          (e)   Where     two   or  more    confidential    reports   were    initiated  in  a 
calendar year, the marks for that year will be worked out as their average or 
arithmetic mean unless the officer was promoted during the year when the 

----------------------- Page 282-----------------------

relevant   part   reports   or   their   arithmetic   mean,   where   required,   would   be 
treated as independent ACRs for the respective levels. 

          3. The marks for CRs will be computed separately for each level of 
posts carrying the same basic pay scale and a weighted aggregate score 
will be worked out as follows: 

First Step 

          Arithmetic mean will be calculated for each calendar year containing 
2 or more CRs vide 2(e) to derive the ACR score for that year as follows: 

          M=   S M 
                    y 

              N 
                y 

Where 
          My = marks vide para 2 (a) for each CR recorded in             calendar      year 
`y'. 
          Ny = Number of CRs recorded in year `y'. 
         and S stands for summation. 
Second Step 

          Average   marks   for   each   level   will   be   calculated   according   to   the 
following formula: 

                  Average marks =        S M 
                                           T 
         Where 
                  M = Marks for ACRs vide paras 2(a) and 2(e); and 
                  T = Total number of ACRs in posts at that level. 

Third Step 

          Weightage   for   posts   held   at   each   level   will   be   given   as   follows   in 
computing   the   aggregate   score   against   a   uniform   scale   of   100   marks   for 
promotion : 

----------------------- Page 283-----------------------

  (i) to post carrying basic pay scale 18                                        10xA 
 (ii) to post carrying basic pay scale 19(6xB)+(4xA) 
(iii) to post carrying basic pay scale 20 (5xC)+(3xB)+(2xA) 
(iv) to post carrying basic pay scale 21                                         (5xD)+(3xC)+(A+B) 

 Where 

A = Average marks for reports in posts carrying basic pay scale 17 
B = Average marks for reports in posts carrying basic pay scale 18 
C = Average marks for reports in posts carrying basic pay scale 19 
D = Average marks for reports in posts carrying basic pay scale 20 

Fourth Step 

              *[The following additions/deductions shall be made in the total marks worked out in the third step:- 

A. Additions: 
              (i)          Officers   who   serve   as   members   of   the   faculty   in   the   Government   Training   Institutions   for   a 
                           minimum   of   one   year   in   continuity,   shall   be   awarded   extra   points   (maximum   upto   five  points) 
                           towards their “blood count” for the purpose of promotion as per the following criteria:- 

                    a)       National Management College 
                    b)       Executive Development Institute 
                    c)       National Institute of Public Policy                                          3 Marks 
                    d)       National Defence College 
                    e)       Pakistan Administrative Staff College 
                    f)       National Institutes of Public Administration                                  2 Marks 
                    g)       Civil Service Academy and all other 
                            Government Training Institutions 
                            including those meant for specialized training].                              1 Mark 

B. Deductions: 
              (i)          for each major penalty imposed                                                 5 marks 
                           under the Govt.  Servants (Efficiency 
                           and Discipline) Rules, 1973 

              (ii)         for each minor penalty     imposed                                             3 marks 
                           under the Government Servants 
                           (Efficiency and Discipline) Rules, 
                           1973 

**[Clarification: 

a).           The   officers   who   had   served   in   a   Government  training   institution,   including   those   meant   for 
             specialized training in any particular cadre for a period of 2 years or more before 02-01-2006 
             would continue to get 2 additional marks as per policy in force at that time. 

b).          The officers who are posted on or after 02-01-2006 in the institutions specified in the OM. dated 
             02-01-2006 would get additional marks on the completion of one year in terms of modified policy 
             circulated vide OM of even number dated 2nd January, 2006 referred to above. Similarly. The 
             officers who were serving in the said training institutions but had not completed 2 years on 02-01- 
             2006 would not get 2 additional marks but get 3, 2 or 1 mark, as the case may he, in accordance 

----------------------- Page 284-----------------------

           with modified polio]. 

            (iii)     for adverse remarks                          1 mark per 
                      (deductions be made                          CR containing 
                      for such remarks only                        adverse 
                      as were duly conveyed                        remarks. 
                      to the concerned 
                      officer and were not 
                      expunged on his representation, 
                      or the officer did not 
                      represent) 

*Subs & Added vide PMs Sectt (Public) u.o.No.106/GS/Estab/2005, dated 10.12.2005 and communicated 
vide Establishment Division’s O.M.No.1/3/2004-CP.II, dated 2.1.2006 
**Added vide  Establishment Division’s O.M.No.1/3/2004-CP.II, dated 28-6-2006 

Example I 

            A Civil Servant is being considered for promotion to a post carrying 
basic   pay   scale   20.        He   earned   the   following   gradings   during   his   service 
against posts carrying: 

            pay scale 17                     4 Good and 1 Average 
            pay scale 18                     2 Very Good, 6 Good and 1 Average of which 
                                             the average report and two good reports were 
                                             earned       in   one     calendar       year.     The      other 
                                             reports covered full calendar years. 

            pay scale 19                     1 Outstanding and 4 
                                             Good. 

            He has served for 3 years in a training institution.                      His marks for the 
CRs will be worked out as follows: - 

            First Step 

            Average/arithmetic mean, 

----------------------- Page 285-----------------------

          for 2 `Good'                                  (7 x 2)+(5 x 1) 
          and 1 Average report earned                                    = 6.3 
          in one calendar year.                               3 

          Second Step 

          Average marks for posts                       (7x4)+(5x1) 
          carrying basic pay                                              =6.6 
          scale 17.                                           5 

          Average marks for                             (8x2)+(7x4)+6.3 
          posts carrying                                                  =7.1 
          basic pay scale 18.                                    7 

          Average marks for                             (10x1)+(7x4) 
          posts carrying                                                  =7.6 
          basic pay scale 19.                                     5 

          Third Step 

          (5x7.6)+(3x7.1)+(2x6.6) = 72.5 

          Fourth Step 

          Marks for CRs                                          72.5 
          add 
          for service in a training                               2.0 
          institution                                            ----- 
                                                                 74.5 
                                                                 ----- 
          His final score for CRs will be.                       74.5 

Example II 

          A Civil Servant is being considered for promotion to a post carrying 

----------------------- Page 286-----------------------

basic   pay   scale   19.   He   earned   the   following   gradings   during   his   service 
against posts carrying; 

          pay scale 17       3 Good and 2 Average. 
          pay scale 18       5 Good and 2 Average. 

          A   minor   penalty   under   the   Government   Servants   (Efficiency   and 
Discipline)   Rules,   1973   was   imposed   on   him.         He   also   earned   adverse 
remarks in 2 reports. 

          His marks for the CRs will be worked out as follows: 

          First Step: 

          Average marks for                              (7x3)+(5x2) 
          posts carrying                                                     =6.2 
          basic pay scale 17.                                      5 

          Average marks for                              (7x5)+(5x2) 
         posts carrying                                                      =6.4 
          basic pay scale 18.                                      7 

          Second Step 

          (6x6.4)+(4x6.2) = 63.2 

          Third Step 

          Marks for CRs                                                          63.2 
          Less 
          (i) for minor penalty                                                      3 
          (ii) for adverse remarks                                                   2 
                                                                                     -5 
                                                                                  58.2 
His final score for CRs will be 58.2. 

          4. The weightage in the second step at para 3 will be modified to 

----------------------- Page 287-----------------------

correspond to the number of levels actually served in Government in cases 
where: 

          (i)      the  officer  joined   Government       service   directly  in  a  post 
                  carrying basic pay scale 18 or above; or 

          (ii)     the  officer  has   not  served    against   any   post   carrying   an 
                  intervening basic pay scale. 

Example III 

          A Civil Servant who has joined Government service in a post in pay 
scale 18 is being considered for promotion to a post carrying Pay Scale 20. 
He earned the following gradings during his service against posts carrying: 

          pay scale 18     2 Very Good, 3 Good and 2 Average. 

          pay scale 19     2 Very Good and 3 Good. 

His marks for the CRs will be worked out as follows: 

          First Step: 

          Average marks for posts             (8x2)+(7x3)+(5x2) = 6.7 
          Carrying basic pay scale 18                  7 

          Average marks for                          (8x2)+(7x3) 
          posts carrying                                           =7.4 
          basic pay scale 19                                5 

          Second Step 
                                    (6x7.4+(4x6.7)  =  71.2 

          Third Step 
                  Marks for CRs                            71.2 

----------------------- Page 288-----------------------

          His final score for CRs will be                 71.2 

Example IV 

          A Civil Servant is being considered for promotion to a post carrying 
basic pay scale 19 in a cadre where no post exists in basic pay scale 18, he 
has   earned   1   Very   Good,   7   Good,   5   Average   and   one   Below   Average 
reports (with adverse entries) in his present post carrying basic pay scale 17. 
 His marks for CRs will be worked out as follows: 

          First Step 

                                            (8x1)+(7x7)+(5x5)+(1x1) 
          Average marks for                                            = 5.9 
          post carrying basic                        14 
          pay scale 17 

          Second Step 

                  (10 x 5.9)                         59 

          Third Step 

          Marks for CRs                              59 
          Less 
          for adverse remarks                        -1 
                                                     58 

          His final score for CRs will be 58. 

          5. Where only two reports or less are available on an officer against 
posts in a particular basic pay scale, these CRs will be added to the CRs 
earned in the lower post for calculating the average marks at that level and 
the  principle  laid  down  in  para  4  will  apply  to  the  weightage  to  avoid  any 
undue bias attaching to the reports in question. 
Example V 

----------------------- Page 289-----------------------

          A Civil Servant is being considered for promotion to a post carrying 
basic   pay   scale   20.  He   earned   the   following   gradings   during   his   service 
against posts carrying: 

          pay scale 17      4 Very Good, 4 Good and 2 Average. 
          pay scale 18      1 Average and 1 Below Average. 
          pay scale 19      2 very Good, 5 Good and 1 Average. 

          His marks for CRs will be worked out as follows: 

          First Step 

          Average marks             (8x4)+(7x4)+(5x2)+(5x1)+(1x1) 
          for posts carrying                                            = 6.3 
          basic pay scale 17                    12 

          Average marks for posts            (8x2)+(7x5)+(5x1) 
          carrying basic pay                                             = 7.0 
          scale 19                                    8 

          Second Step 

                  (6x7)+(4x6.3)              = 67.2 

          Third Step 

                  Marks for CRs                 67.2 

          His final score for CRs will be 67.2 

Note:     Independent weightage for only 2 reports against the post in basic 
         pay scale 18 would have skewed his score to 58. 

Example VI 

----------------------- Page 290-----------------------

          A Civil Servant being considered for promotion to a post in basic pay 
scale 18 has earned only 2 reports against his present post but had served 
for 6 years against a post in basic pay scale 16. 
He earned the following gradings in his CRs: 

          pay scale 17     2 Good. 
          pay scale 16     4 Good and 2 Average. 

          His marks for CRs will be worked out as follows: 

          First Step 

          Average marks             (7x2)+(7x4)+(5x2) 
                                                                         = 6.5 
                                                       8 
          Second Step 

                           (10x6.5)                    = 65 

          Third Step 

                           Marks for CRs = 65 

          His final score for CRs will be 65. 

          6.   Where   an   officer   appointed   to   a   higher   post   on  acting   charge 
basis is considered for regular promotion to that post, the CRs earned during 
his acting charge appointment will be added to the CRs earned in the lower 
post for calculating average marks. 

----------------------- Page 291-----------------------

Example VII 

          A   Civil   Servant   appointed   on   acting   charge   against   a   post 
carrying basic pay scale 19 is to be considered for regular promotion 
against that post.    He has earned 2 good reports in his assignment 
on acting charge and the following gradings against earlier posts : 

                  pay scale 17     3 Good and 2 Average. 
                  pay scale 18     2 Very Good, 4 Good and 2 Average. 

          His marks for CRs will be worked out as follows : 

First Step 

          Average marks for                          (7x3)+(5x2) 
          posts carrying                                          = 6.2 
          basic pay scale 17                              5 

         Average marks             (8x2)+(7x4)+(5x2)+(7x2) 
          for posts carrying                                           =6.8 
          basic pay scale 18                         10 

Second Step 
                                   (6x6.8)+(4x6.2) = 65.6 

Third Step 

                                   Marks for CRs        65.6 

His final score for CRs will be 65.6. 

                  II. QUALITY AND OUTPUT OF WORK 

----------------------- Page 292-----------------------

          7.   Paragraphs   1   &   2   of   the   above   computation   will   apply  mutatis 
mutandis   to   quantification   of   grading   recorded   on   `Quality   and   Output   of 
Work' in the CRs. 

          8.   The   aggregate   score   for  `Quality   and   Output   of   Work'  will   be 
calculated as follows: 

         S (Marks x No. of CRs containing the respective grading) 
Aggregate score =                                           x 10 
                  Total No. of CRs. 

Example VIII 

          In 17 CRs as civil servant earned the following gradings against the 
entry for `Quality and Output of Work' 

          Very Good                  5 

          Good                       8 

          Average                    4 

          His   aggregate   score   in   `Quality   and   Output   of   Works'   will   be   as 
follows: 

Aggregate score                      *[(10x5)]+(7x8)+(5x4) 

                                                              x10 = 74.12 
                                             17 

III.  INTEGRITY 

          9.  Similarly,  the  aggregate  score  of  `Integrity'  will  be  calculated  as 
follows : 

----------------------- Page 293-----------------------

          S (Marks x No. of CRs containing the respective grading) 
Aggregate score =                                                              x 10 
                                   Total No. of CRs 

* 
 Corrected vide Estt. Division O.M.No.10(10)/85-CP.1, dated 11-8-1985. 

Example IX 

           In 22 CRs a civil servant earned the following gradings against the 
entries on 'Integrity' 

                             Very Good            Good      Average 

           Moral             4                   12          6 

           Intellectual       5                  12          5 

His aggregate score in `Integrity' will be as follows : 
                             * 
           Moral              [(10x4)]+(7x12)+(5x6) 
                                                          x 10 = 70 
                                       22 

Intellectual                 *[(10x5)]+(7x12)+(5x5) 

                                                          x10=72.27 
                             22 

Sl. No. 164 

           Reference is invited to promotion policy issued vide Establishment 
Secretary's d.o. letter No. 10(10)/85-CP-I, dated 15-5-1985 (Sl. No.154) and 
it is stated that a query has been raised about the quantification of marks for 

----------------------- Page 294-----------------------

`quality and output of work' and `integrity'. It is clarified that the distinction 
policy, is applicable only to overall grading under Part V of the confidential 
reports.    As regards `quality and output of work' and `integrity', the entries 
remain the same and will carry their earlier marks except for `Average (B)' 
rating   which   has   been   raised   to   5   marks.    The   marks   for   the   respective 
entries under these two items would therefore be as follows:- 

                   Entry                       Marks 
                    A 1                            10 

                    A                               7 

                    B                               5 

                    C                               1 

                    D                               0 

* 
 Corrected vide Estt. Division O.M No. 10(10)/85-CP.I, dated 11-8-1985. 

           2. In the Examples VIII & IX the score for very good has incorrectly 
been   shown   as   `8'   which   should   be   corrected   to   read   as   `10'   and   the 
examples should be re-worked accordingly. 

           3.   These   instructions   may   please   be   brought   to   the   notice   of   all 
concerned. 

           [Authority.- Estt. Division O.M. No. 10(10)/85-CP-I, dated 11-8-1985]. 

Sl. No. 165 

           Promotion   Policy-Quantification   of   two  or  more  confidential  reports 
pertaining   to   a   calendar   year.-    Reference   Establishment   Division's   D.O. 
No.10(10)/85-CP.I, dated 15-5-1985, the question of quantification of two or 
more confidential reports initiated in a calendar year on the basis of average 
or   arithmetic    mean     has    been    under    consideration     in  the   Establishment 
Division.  It  has  been  observed  that  quantification  of  part  report  of  smaller 
period over-rides the report of larger portion of the year, when calculated on 
the   basis   of   average   or   arithmetic   mean   as   is   illustrated   in   the   following 
example:- 

----------------------- Page 295-----------------------

          a)       Report for 9 months as "Average" :          Marks=05 
          b)       Report for 3 months as "Outstanding": Marks=10 

          Mean: Total marks for each CR recorded in the year 
                  Number of CRs recorded in the year. 
                         =5+10 = 15 = 7.5 
                                    2 
          2. With a view to make the formula of quantification more realistic, it 
has been decided with the approval of the competent authority that, in future, 
part reports written on an officer in a calendar year will be quantified on the 
basis    of   weighted    average/proportionately        instead   of   their  average     or 
arithmetic mean. The same is illustrated in the following example:- 

          a)       Report for 9 months as "Average" :                  Marks=05 
          b)       Report for 3 months as "Outstanding":               Marks=10 

* 
 [Weighted average: Marks for each CR multiplied by No of 
                        months as covered by part reports. 
                                        12 

          (No of months a calendar year)] 

          5x9     =  45  ................ 3.75 
          12          12 

          10x3    = 30  ................ 2.50 
          12        12 
                                Total  6.25 

          3. However, where there is only one report available on an officer in 
a calendar year and he could not earn another in the same year owing to the 
factors beyond his control such a report should be treated as report for full 
one year. 

----------------------- Page 296-----------------------

           4. Para 2(e) and 3 of the Addendum to the Promotion Policy issued 
vide   Establishment   Division's   D.O.   No.10(10)/85-CP.I,   dated   15-05-1985 
referred to above will stand amended to this extent. 

           5. The competent authority with a view to maintain 100% accuracy in 
the process of quantification of the ACRs, has further been pleased to direct 
as under:- 

           a)        the    quantification     sheets     shall   be    signed     by   the   official 
                    designated        to   do   so,   besides      its  countersignature        by   a 
                     responsible supervising officer; and 

           b)        that any incorrect quantification identified during the course 
                    of   inspection   or   reverification   shall   be   treated   as   an   act   of 
                     inefficiency and misconduct punishable under the Efficiency 
                    and Discipline Rules, besides liability under the criminal law. 

           6. The Ministries/Divisions/Departments are, therefore, requested to 
bring     the   above      instructions     to   the   notice    of   all  concerned       for   strict 
compliance. 

           [Authority.- Estt. Division O.M.No.10/1/97-CP.I, dated 12-11-1998]. 

* 
Amended vide Estt. Division Corrigendum No. 10/1/97-CP.I, dated 16-11-1998. 

Clarification regarding Quantification 

Of Part ACRs in Case of Incomplete 
Record. 

Sl. No. 165-A 

          Reference   para   3   (Second   Step)   of   the   Addendum   to   Promotion 
Policy   issued   vide   Establishment   Division   D.O.   No.10(10)/85-CP.I,   dated 

----------------------- Page 297-----------------------

15.5.1985,      amended      vide   Establishment      Division    O.M.No.10/1/97-CP.I, 
dated 12.11.1998 and dated 16.11.1998 and to clarify that where some part 
ACRs due for a calendar year are not available on record (e.g. three part 
reports   were   due   in   a   calendar   year   and   only   one   or   two   of   them   are 
available   on   record),   the   denominator   I   would   be   calculated   taking   into 
account the ratio of the period for which the part PERs were written with the 
full calendar year as per formula of X/12 where is the number of months for 
which each part report was written. 

EXAMPLE-1: 

          A Civil Servant is being considered for promotion in May 2002 for a 
post carrying BS-18. His record shows the following availability of ACRs: 

           1997    Average                    (full year) 

           1998    Good                       (full year) 

           1999    Very Good                  (full year) 

           2000    Very Good                  (Jan – Apr) 

                  Good                        (May – 15 Aug) 

          Part ACR for the remaining period of the Calendar year is due but 
not available on record. 

           2001    Good                       (full year) 

His marks for each year will be worked out as follows: 

----------------------- Page 298-----------------------

                 Year              Marks of the reports 

                  1) 1997                    05 

                  2) 1998                    07 

                  3) 1999                    08 

                  4) 2000                   08 x 4   07x3.5 
                                                 56        12 

                                            56.5      4.71 
                                             12 

                 5) 2001                     07 

          His total quantification will be worked out as follows: 

                 (8x1) + (7x2) + (5x1) + 4.71 

                   1  +  2  +  1  +  7.5 
                                     12 

                 31.71     =        6.86 (Say 6.9) 
                 4.625 

His overall score will be 69. 

Quantification   of   higher   posts   shall   be   calculated   in   the   same   manner   as 
illustrated in the next example: 

----------------------- Page 299-----------------------

MPLE-2: 

                                A Civil Servant is being considered for promotion to a post carrying BS-20. 
                                He earned the following grading during his service against posts carrying. 

                                BS-17     =         4 Good and 1 Average 

                                                             BS-18    =         2 Very Good, 4 Good, and 1 Average 
                                                                     which     is  a  part   report   for  8  months.     The 
                                                                     remaining part report for 4 months is due but 
                                                                     not initiated by the Reporting Officer. 

                                                   BS-19  =            2   Outstanding,   5   Good,   and   2   Average.   He 
                                                                     perusal of his Dossier reveals that in addition 
                                                                     to   the   above   cited   9   PERs,   the   officer   also 
                                                                     earned three part reports during one calendar 
                                                                     year.    Of   these,   only   two   part  reports,   one 

----------------------- Page 300-----------------------

                                 Very   Good    for  4  months,   and  one   Good 
                                 report   for  3  months  and   15  days   for  that 
                                 calendar year is available in the dossier and 
                                 while the report for the remaining 4 ½ month 
                                 period is not available on record. 

         His marks for PERs will be worked out as follows: 

First Step 
        -    Weighted average for 1 Average (part) report earned in BS-18 in 
            one calendar year 
                        =         (5x8) 
                                   12 
                        =          40 
                                   12 
                        =           3.33 

        -    Weighted average for 1 Very Good (4 months part report) and 1 
            Good (3 months 15 days part report) during one calendar year in 
            BS-19. 

                        =         (8x4) + (7x3.5) 
                                      12 
                        =            56.5 
                                       12 
                        =               4.71 

Second Step 
        -    Average marks for post carrying BS-17 
                        =         (7x4) + (5x1) 
                                       5 
                        =             33 
                                       5 
                        =              6.6 

----------------------- Page 301-----------------------

         -    Average marks for post carrying BS-18 

                           =         (8x2) + (7x4) + (3.33) 
                                         6     + 8* 
                                                12 
                           =                   47.33 
                                                6.67 
                           =                    7.09 
                                          (* X /12) 

         -    Average marks for post carrying BS-19 

                           =         (10x2) + (7x5) + (5.2) + (4.71) 
                                           9 + 7.5* 
                                                12 
                           =                   69.71 
                                               9.625 
                           =                    7.24 
                                             (* X/12) 
Third Step 

                   BS 17 = 2 X 6.6 = 13.2 
                   BS 18 = 3 X 7.09 = 21.27 
                   BS 19 = 5 X 7.24 = 36.2 
                           = 70.67 (say 71) 

         His final score for PERs will be 71. 

         [Authority.- Establishment Division O.M.No.10(1)/97-CP.I/CP.II, dated 7.5.2002]. 

Sl. No. 165-B 

          Reference     to  the   Addendum       to  Promotion     Policy   issued    vide 
Establishment   Division   D.O.No.10(10)/85-CP.I,  dated  15.5.1985,  amended 
vide   Establishment   Division   O.M.No.10/1/97-CP.I,   dated   12.11.1998   and 

----------------------- Page 302-----------------------

dated          16.11.1998,           and        clarified       vide       Establishment             Division 
O.M.No.10(1)/97-CP.I/CP.II,                  dated     7.5.2002       and     to   issue     the    following 
clarification are issued with respect to implementation of the quantification 
procedure:- 

Clarification No. 1 

            2. Para 5 of the Addendum of the Promotion Policy provides 
that where only 2 reports or less are available on an officer against  a 
post in a particular basic pay scale, these CRs will be added to the 
CR earned in the lower post for calculating the average marks at that 
level and the principle laid down in para 4 will apply to the weightage 
to avoid any undue bias attaching to the reports in question. 

            3. It has been noted that provision of Para 5 may sometimes work to 
the disadvantage of officers who have earned 2 or less reports in a particular 
Basic Pay Scale. Since the intention of the policy markers was to ensure that 
no   negative   bias   enters   into   the   quantification   of   an   officer,   it   is   hereby 
clarified that the provision of Para 5 of addendum shall be applied only if it 
works  to  the  advantage  of  an  officer.  If,  however,  the  quantification  of  an 
officer  gets  reduced  as  a  result  of  the  provision  of  Para  5,  the  procedure 
specified in Para 5 of the Addendum shall not be followed. 

Example 
           Two   officers   are   being   considered   for   promotion   to   BS-20   and   21 
respectively. They earned the following grades during their service against 
posts carrying: 
               Officer No.1 
                                                                        Officer No.2 
Pay scale 17 4 Very Good, 1 Good,            Pay Scale 17  1 Good & 1 Average 
2 Average.                                   Pay Scale 18  1 Outstanding, 3 Very Good  and 4 Good 
Pay scale 18  1 Average, 1 Below Average     Pay Scale 19   2 Very Good 
Pay   scale   19 2   Very   Good,   5   Good   and Pay Scale 20 2 Outstanding & 6 Very  Good 
1 Average                                    Quantification without application of 
                                             para-5                           = 80 
Quantification without application of 
para-5                            58         Quantification after application of 
                                             para-5                           = 78 
Quantification after application of 
para-5                            67         NOTE: 
                                             The officer loses 2 marks with application of Para-5 of the Addendum to 
NOTE:                                        Promotion Policy. Hence, procedure provided in Para-5 of the 
The officer gains 9 marks with application of Addendum shall not be followed in this case and quantification of the 

----------------------- Page 303-----------------------

Para-5. The procedure provided in Para-5 of officer shall be worked out without adding his BS-19 CRs to the CRs 
the Addendum shall be followed in this case. earned in BS-18 

Clarification No.2 

4.         Para 3 of the Addendum prescribes 4 steps for calculation of 
the ACR quantifications. The Fourth step provides that the following 
deductions shall be made from the total quantification of an officer. 

           1) For each major penalty             5 marks 
           2) For each minor penalty            3 marks 
           3) For adverse remarks                1 mark per CR containing 
                                                adverse remarks 

5.         It has been the general practice to deduct these marks each time an 
officer’s quantification is being worked out. This practice was challenged by 
certain officers and it has been held by the Federal Service Tribunal as well 
as the Supreme Court of Pakistan that it does not appear to be the intention 
of   the   rule   makers   that   deductions   on   account   of   penalties   on   adverse 
remarks should be made each time the case comes up for consideration by 
the   Board.   While   deciding   the   appeal   of   a   civil   servants,   the   Competent 
Authority     also    gave    its   concurrence      to   the   above     and    directed     the 
Establishment        Division    to   work    out   the   officer’s   quantification     without 
deduction of marks due to penalty. 

6.         In  view  of  the  above,  it  is  hereby clarified that deduction of marks 
due   to   penalty   or   adverse   remarks   shall  be  done  only  once  i.e.  when  an 
officer’s case comes up for consideration for promotion to the next higher 
grade. Once the officer has been promoted to the higher grade no deduction 
shall be made subsequently. 

Example No.1 

          An    officer  is  being    considered     for  promotion      to   BS-19.   He   was 
          awarded  a minor penalty in BS-18. Deduction of 3 marks shall be 

----------------------- Page 304-----------------------

         made   from   his   total   quantification   whenever   his   case   comes   for 
         promotion to BS-19. Till such time and he is promoted to the next 
         grade   (i.e.   BS-19   in   this   case),   his   overall   quantification   shall   be 
         worked out with deduction of 3 marks. 

Example No.2 

         The same officer is now being considered for promotion to BS-20. 
          He   was   awarded   minor   penalty   in   BS-18   and   was   subsequently 
         promoted to BS-19. While calculating his quantification for promotion 
         to    BS-19,     deduction     of   3   marks    was     made     from    his   total 
         quantification. However, now that the officer has been promoted to 
          BS-19 and is being      considered for promotion to BS-20 no deduction 
         shall be made from his total quantification. 

          [Authority.- Establishment Division O.M.No.10(1)/97-CP.I (Pt), dated 20.9.2003]. 

                                       Sl. No. 166 

          Promotion policy enhancement of minimum threshold for 
promotion to BPS 21.- Attention is invited to the Establishment Secretary's 
d.o.letter No.10(10)/85.CP-I, dated 15-5-1985 (Sl.No.154) under which the 
revised promotion policy was circulated. 

          2. Keeping in view the importance and seniority of the posts in BPS 
21,  it  has  been  decided  with  the  approval  of  the  competent  authority  that 
henceforth the minimum score for `Overall Assessment' as well as `Quality 
and  Output  of  Work'  in  respect  of  promotion  to  these  posts  would  be  75. 
However, in the case of smaller cadres where only 2 or 3 officers are eligible 
for consideration and they do not meet the revised standard, the Selection 
Board may recommend the cases of officers who possess consistently good 
record but whose score is between 70 to 75, for special consideration. 

----------------------- Page 305-----------------------

           3. Guidelines annexed to the promotion policy referred to above may 
please     be   amended       accordingly.    Other     provisions    of   the  policy   remain 
unchanged. 

           [Authority.- Estt. Division O.M.No.10(10)/85-CP-I, dated 12-11-1987]. 

Sl. No. 167 

           Participation    in  the   regular    course    of  PASC      and   NDC     being    a 
pre-requisite for promotion of officers of BPS-20 to BPS-21.- Reference is 
invited    to   the   instructions    contained     in  Establishment       Division's    letters 
No.11/14/79-T.II, dated 8th June, 1980 and No. 10(10)/85-CP-I, dated 30th 
April,    1984,    regarding     participation    in   the   regular    course    at   Pakistan 
Administrative       Staff    College,     Lahore     and    National     Defence      College, 
Rawalpindi       as   a  pre-requisite   for   promotion   of   officers   from   BPS-20   to 
BPS-21.       It   is   reiterated   for   information   of   all   concerned   that   under   the 
current policy for promotion to BPS-21 a civil servant must fulfil the condition 
of    having     successfully     completed       a   regular    course     at   the   Pakistan 
Administrative       Staff   College     or   the   National     Defence     College.      This 
requirement would only be waived for officers who: 

           (i)      have served as head of a training institution for at least one 
                   year, or 

           (ii)     have served on the directing staff of a training institution for 
                   at least two years; or 

           (iii)    have exceeded the age of 56 years. 

           2. It is requested that these instructions are given wide circulation for 
information of all concerned for strict compliance. 

           [Authority.- Estt. Division letter No. 1/14/79-T.II, dated 17-3-1986]. 

Departmental Promotion 
Committees 

----------------------- Page 306-----------------------

          For rules regarding definition of the "Departmental Promotion 
Committee" and its composition, please see rules 2 (d) and 4-5 and 
7 of the Civil Servants (Appointment, Promotion and Transfer) Rules, 
1973. 

Sl. No. 168 

          Linking of Promotion with Training.- Promotion Policy provides that 
for   promotion     to  posts    in  pay   scales   20   and   21   a   civil  servant   must 
successfully complete a training course at one of the NIPAs and Pakistan 
Administrative       Staff    College/National        Defence      College     respectively. 
However, for promotion to posts in pay scale 19, no training courses have so 
far been prescribed. This matter has remained under active consideration of 
the government. It has now been decided with the approval of the competent 
authority   (Prime   Minister)   that   promotion   to   posts   in   pay   scale   19   will   be 
linked   with   successful   completion   of   training   at   the   specialized   Training 
Institutions run by various Ministries/Divisions for the officers controlled by 
them. 

          2.   In   view   of   the   position   discussed   above   all   Ministries/   Divisions 
administering various occupational groups/services are requested to make 
necessary arrangements for the training of their officers in pay scale 18 in 
specialized training institutions run by them on the lines indicated below:- 

          a)        The   course   duration   should   be   between   8-10   weeks   with 
                   emphasis on professionalism in the course; 

          b)        Evaluation   of   the   trainees   may   be   made   in   the   proforma 
                   prescribed for training evaluation in NIPAs and Staff College; 

          c)        An exercise may be carried out to ascertain the likely number 
                   of officers to be trained at these institutions annually based 
                   on the number of officers promoted to BPS-19 in the past by 
                   the Ministries/ Divisions concerned; 

          d)        The additional requirements of faculty and accommodation, if 
                   any, may be carried out and translated into monetary terms. 

----------------------- Page 307-----------------------

           [Authority.- Estt. Division (Training Wing) O.M.No.5/22/88-T.II, dated 28-1-1993]. 

Sl. No. 169 

           Exemption   from   NIPA   and   Staff   College/NDC   Course.-   Reference 
Establishment Division's d.o. letter No. 10(10)/85-CP.I, dated the 15th May, 
1985,   it   is   stated   that   apart   from   those   who   have   crossed   the   age   of   56 
years, training requirement at NIPA/PASC/NDC can only be waived for the 
following categories of officers:- 

           i)        For   promotion      to   BPS-20:     those     who    have     served    on 
                    directing staff in BPS-19 for 2 years in NIPA, Staff College, 
                    NDC,   Civil   Services   Academy   and   the   specialized   training 
                    institutions    imparting     training    to  officers    in  BPS-17      and 
                    above. 

           ii)       For   promotion      to   BPS-21:     those     who    have     served    on 
                    directing staff in BPS-20 for two years in the Staff College, 
                    NDC, NIPA and Civil Services Academy or have served for 
                    one   year   as   head   of   NIPA/specialized   training   institutions 
                    imparting training to officers in BPS-17 and above. 

           [Authority.- Estt. Division O.M.No.10(5)/91-CP-I, dated 8-5-1991]. 

Sl. No. 170 

           Reference      is  invited   to  the   Establishment       Secretary's     d.o.  letter 
No.10(1)/85-CP-I,           dated     the     15th     May,      1985      and      subsequent 
O.M.No.10(5)/91-CP-I, dated the 8th May, 1991. 

           2. In partial modification of the above promotion policy, it has been 
decided      with   the   approval     of   the   competent      authority    that   mandatory 
condition for completion of the prescribed training at NIPA and PASC will be 
waived off in respect of officers of Foreign Service of Pakistan during their 
posting abroad at the time of consideration of their promotion cases by the 
respective   CSB.   However,   they   will   undergo   the   required   training   at   the 
existing institutions or FSA later during the home phase of their positing. 

----------------------- Page 308-----------------------

          [Authority.- Estt. Division O.M.No.10/2/98-CP.I, dated 10-11-1998]. 

Promotion related capacity building of 
Civil Servants in BS-17 to BS-19 of 
various Occupational Groups 

Sl. No. 171 

      In  order   to  ensure    an   optimum     development       of  human     resources 
available to the Government, it is imperative that a continuous process of 
capacity     building    is  so   engineered      that  training   becomes       a  regular, 
mandatory requirement, directly linked to vertical growth of Civil Servants. 
 In   this   context,   the   Chief   Executive   of   Pakistan   was   pleased   to   decide 
that officers be trained in regular, short courses to equip them with skills 
and expertise relevant to their job. It has, therefore, been decided by the 
Government that:– 

     a)      Civil  Servants      prospectively      appointed      to  all  Occupational 
            Groups/Services   be   required   to   undergo   twelve   days   of   short 
            training   course,   each   year   after   completing   the   initial   common 
            and     specialized     training   programmes,        in   a   pre-determined 
            progressive mix of skills and concept courses; 

     b)      Special     focus    will   be    given    in   Public    Finance,      Budget 
            Preparation, Accounts etc., in addition to the relevant courses of 
            each Occupational Group. Sample lists of which are annex; 

     c)      Officers   presently    serving    in  BS-17    to  BS-19     be   required    to 
            undergo twelve days of training, starting year, 2002 [till the year 
            of   their   consideration   for   promotion   to   the   next   higher   grade]; 
            and 

     d)      Promotion to BS-18, BS-19 and BS-20 be conditional, amongst 
            other   criteria,   to   an   assessment   of   satisfactory   participation   in 
            these courses. 

     2.   A sample list of short courses in skills and concepts development 

----------------------- Page 309-----------------------

identified in consultation with various Ministries/ Divisions/Departments is 
annexed.         All   the     administrative       Ministries/      Divisions/Departments 
controlling the regularly constituted Occupational Groups, except Ministry 
of   Foreign   Affairs   (in   whose case policy would be announced later) are 
requested   to   arrange   short   training   courses   for   their   officers   serving   in 
BS-17 to BS-19, every year. 

      [Authority.–Establishment Division O.M.No.1/6/2002-CP.II, dated 5-4-2002]. 

----------------------- Page 310-----------------------

                     *PAKISTAN AUDIT & ACCOUNTS GROUP 

Sl.No.             Training Course                 Duration                Training Institute 

I.        ACCOUNTING 

          1.     Introduction to Chart of          3 days          Audit   &    Accounts,      Training 
                 Classification                                   Institutes,   Lahore,    Islamabad, 
                                                                  Peshawar,     Karachi    &  Railways 
                                                                 Accounts Academy, Quetta. 

          2.     Compilation of Monthly              -do- 
                 & Annual Accounts 

          3.     Reconciliation of                   -do- 
                Accounts 

          4.     Appropriation and                   -do- 
                 Finance Accounts 

II        AUDIT 

          1.     Value for Money Audit              3 days 

          2.     Issue in Managing                 2 days 
                 Performance Audit 

          3.     INTOSAL Auditing                    -do- 
                 Standards 

          4.     Stage of Development of             -do- 
                 Project 

          5.     Planning for                        -do- 
                 Performance Audit 

          6.     Audit Execution                    5 days 

          7.     Financial Analysis                 2 days 

          8.     Audit of Programme                   -do- 

          9.     Certification Audit                6 days 

           10.   Evaluation of Internal              -do- 
                 Controls 

           11.   Report Writing                     2 days 

           12.   Reporting Reviewing                 -do- 
                 Concept & Practical 

           13.   Audit of Revenue                  3 days 
                 Receipts 

----------------------- Page 311-----------------------

            14.   Any other subject               During not 
                 considered Relevant by           more than 
                 the controlling                    12 days 
                 Division/Agency 

*Renamed vide Establishment Division O.M.No.1/17/92-CP.II, dated 10.12.2002 

                            CUSTOMS AND EXCISE GROUP 

Sl.No.             Training Course                  Duration        Training Institute 

1.          Customs laws and procedures             One week        Directorate of Customs & Excise 
                                                                   &    Sales    Tax   Karachi/Lahore/ 
                                                                   Islamabad      and    other   Training 
                                                                   Institutes   where   the    facility  of 
                                                                   Training is available. 

2.          Levy and Assessment of                    -do- 
           duties/taxes, Exemption, 
           Repayments, Warehousing, 
           Transit and Transshipment 

3.          Import & Export Policies and              -do- 
           procedure, Concepts related 
           to International Trade. 

4.          Sales Tax Laws & procedure                 -do- 

5.          Prevention of Smuggling,                  -do- 
           Search, Seizure & arrest- 
           Inquiries and Investigations 

6.          Central Excise Law and                    -do- 
           procedure 

7.          Financial Accounting for Tax              -do- 
           Officers 

8.          Customs Baggage Rules                      -do- 

9.          Basic Investigation                       -do- 
           Techniques 

----------------------- Page 312-----------------------

 10.          Any other subject considered                   Duration not 
             relevant by the controlling                      more than 
             Division/Agency                                    12 days 

----------------------- Page 313-----------------------

                          COMMERCE AND TRADE GROUP 

Sl. No.                  Training Course         Duration        Training Institute 

1.           a)    Basis for International      One week         Foreign Trade Institute 
                  Trade 

            b)     International 
                  Marketing 

2.           a)    Trade Policies 

            b)     Trade Strategies             One week        Foreign Trade Institute 

3.           a)    National Trade Laws             -do-          -do- 
                  and Institution 

            b)     International Trade 
                  Laws and Institutions 

4.           a)    Marketing                       -do-          -do- 
                  Management 

            b)     Marketing Research 

            c)     Integration 
                  Marketing/Planning 
                  Execution 

5.           Products Development                   -do-         -do- 

6.           a)    Promotion of Trade            12 days         -do- 
                  and Investment 

            b)     Managing Trade 
                  Fairs/Exhibitions 
                  abroad for Trade 
                  promotion 

            c)     Post fairs follow-up & 
                  Analysis 

7.           Organization Role and                  -do-         FTIP/IBA 

----------------------- Page 314-----------------------

            Functions of WTO and its 
            Implications on Pakistan’s 
            Trade and Investment 

8.           Any other subject                  Duration not 
            considered relevant by the            more than 
            controlling Division/Agency            12 days 

                           DISTRICT MANAGEMENT GROUP 

Sl.No.              Training Course                  Duration        Training Institute 

1.          Development Planning/Plan              One week          Civil Services Academy NIsPA, 
           formulation, Planning                                    any    other    Training    Institutes 
           Machinery in Pakistan                                    where   the   facility  of   Training   is 
                                                                    available. 

2.          Feasibility Study, Project                 -do- 
           Preparation, Implementation 
           Monitoring and Evaluation 

3.          Public Finance & Finance                   -do- 
           Management 

4.          Public Income, its Sources,                -do- 
           Effects of Taxation on 
           Production & Distribution 

5.          Public Expenditure, objects &              -do- 
           classification, Effects of Public 
           Expenditure on Production & 
           Distribution 

6.          Public Debts General                       -do- 
           Characteristics 

7.          Principles of audit & Role of            3 days 
           Public Accounts Committee 

8.          Public Administration, Sector              -do- 
           Management and concept of 
           Public Governors 

----------------------- Page 315-----------------------

9.         Decision Making                           -do- 

10.        Devolution Plan                           -do- 

11.        District Tehsil administration            -do- 

12.        Local Government and Rural               -do- 
          Development. 

13.        Role of NGO in Development                -do- 

14.        Any other subject considered        Duration not 
          relevant by the controlling            more than 
          Division/Agency                         12 days 

                                  ECONOMISTS GROUP 

 Sl.No.            Training Course               Duration        Training Institute 

1.           Course on Macro Economic            12 days         PIDE 
            Planning 

2.          Course on Employment                   -do-         Pakistan Manpower Institute 
            Income and Resource                                 (PMI) 
            Mobilization 

3.          Course on Human Resource               -do-         -do- 
            Management 

4.          General Course on                      -do-         Pakistan Planning & Manage- 
            Management                                          ment Institute (PPMI) 

5.          Course on Balance of                   -do-         PIDE 
            Payments 

6.          Course on Debt                         -do-         PIDE 
            Management 

7.          Any other subject considered       Duration not 
            relevant by the controlling         more than 
            Division/Agency                      12 days 

----------------------- Page 316-----------------------


----------------------- Page 317-----------------------

                                   INCOME TAX GROUP 

Sl.No.             Training Course                Duration        Training Institute 

1.         Income Tax Law                         One week        Directorate   of   Training    and 
                                                                 Research (Income Tax), Lahore 

2.         Investigative Techniques and             -do-         -do- 
          Commercial Practices 

3.         Accountancy, Book Keeping                -do-         -do- 
          and Auditing 

4.         Knowledge of Computers/                  -do-         -do- 
          Information Technology 

5.         Advance Management                     12 days         Pakistan Institute of Manage- 
          Programme                                              ment Karachi/Lahore 

6.         Financial Management Course            One week       -do- 

7.         Skills in Administrative Matters          -do-        -do- 

8.         Streamlining Administrative              -do-         -do- 
          Procedure and Paperwork 

9.         Course in Financial                      -do-         NIPA, Karachi 
          Management for D.D.Os or 
          Equivalent Rank 

10.        Finance and Accounting for               -do-         Pakistan Institute of Manage- 
          non Financial Executives                               ment, Lahore/Karachi 

11.        Any other subject considered         Duration not 
          relevant by the controlling            more than 
          Division/Agency                         12 days 

----------------------- Page 318-----------------------

                                  INFORMATION GROUP 

 Sl. No.                    Training Course         Duration        Training Institute 

1.           Duties of Press Officers              One week         Information    Service     Academy, 
            Abroad                                                 PTV      Academy      or   any   other 
                                                                   Training     Institute   where     the 
                                                                   facility of Training is available. 

2.           Projecting Kashmir Abroad              One week 

3.           Conflict Resolution                    One week 

4.           Mass Communication As                   3 days 
            Agent of Socio-Cultural 
            Change 

5.           International Media and                 3 days 
            Dealing with Foreign 
            Correspondents 

6.           Publicity, Public Relations and       One week 
            International Relations 

7.           Media Diplomacy and New               One week 
            World Order 

8.           International News Agencies           One week 
            and their Role in World 
            Politics 

9.           Any other subject considered         Duration not 
            relevant by the controlling            more than 
            Division/Agency                         12 days 

----------------------- Page 319-----------------------

                   MILITARY LANDS & CANTONMENT GROUP 

 Sl. No.           Training Course              Duration          Training Institute 

1.           Cantonment Act 1924                One week          NIPA, CSA or any other Training 
                                                                 Institute   where   the    facility  of 
                                                                 training is available. 

2.           Cantonment Property Rules          -do- 

3.           Cantonment Servants               -do- 
            Rules 1955 

4.           Cantonment Election               -do- 
            Petition Rules 1997 

5.           Administration &                  -do- 
            Management of 
            Government Land Inside 
            and Outside Cantonment 

6.           Acquisition & Requisitioning      -do- 
            of Land or Property for the 
            purpose of Federation 

7.           Resumption, Requisitioning        -do- 
            Sale of Property for 
            Defence Services 

8.           Any other subject                 Duration not 
            considered relevant by the         more than 
            controlling Division/Agency        12 days 

----------------------- Page 320-----------------------

                             OFFICE MANAGEMENT GROUP 

Sl. No.            Training Course                 Duration                 Training Institute 

1.           Financial Management                 One Week        STI,    PCB,    NIPA,    PIM   or   any 
                                                                  other Training Institute where the 
                                                                  facility is available. 

2.           Cash Management                          -do- 

3.           Office Management                        -do- 

4.           Stress Management                      3 days 

5.           Time Management                        3 days 

6.           Budgeting & Financial               One week 
            Control 

7.           Communication Skills                     -do- 

8.           Legal drafting                           -do- 

9.           Service Rules                          12 days 

10.          Any    other   subject    consi-   Duration    not 
            dered      relevant     by    the   more       than 
            controlling Division/Agency         12 days 

----------------------- Page 321-----------------------

                            POLICE SERVICE OF PAKISTAN 

Sl. No.            Training Course                Duration                Training Institute 

1.           Crisis Management                      3 days        National Police Academy, or any 
                                                                 other    Training    Institute  where 
                                                                 facility of Training is available. 

2.           Traffic Management &                  3 days 
            Road Safety 

3.           Relation with Prosecution &           3 days 
            Prison Administration 

4.           Usage of Information                  3 days 
            Technology in Policing 
            welfare 

5.           Various Systems of Policing          One week 

6.           Policing by objectives                 3 days 

7.           Crime Scene                           3 days 
            Management/Major 
            disorder 

8.           Modern Concepts and                   3 days 
            Methods of Patrolling 

9.           Interviewing & Interrogating          3 days 
            Skills 

10.          Preparation & Scrutiny of             3 days 
            Challans 

11.          Monitoring of Bails,                One week 
            acquittals and conviction in 
            important cases 

12.          Native & Scope of                   One week 
            Criminology, Modern 
            Theories of Crime 

13.          White Collar Crime &                 One week 

----------------------- Page 322-----------------------

            Penology 

14.          Any other subject                 Duration     not 
            considered relevant by the         more       than 
            controlling Ministry/Division/      12 days 
            Agency 

                                        POSTAL GROUP 

 Sl. No.                 Training Course          Duration        Training Institute 

1.           Budgeting & Financial               One week         Postal Staff College or any other 
            Management                                           Training      Institute   where     the 
                                                                 training facility is available 

2.           Labour Management                      -do- 
            Relations 

3.           Post Office Costing Studies             -do- 

4.           Postal Management                       -do- 

5.           Postal Statistics                       -do- 

6.           Establishment of Special               -do- 
            Services with reference to 

            (c) State of Existing 
            Services 

            (d) Competition with 
            Courier Services 

7.           Importance of Post – Socio-            -do- 
            Economic Development 

8.           Any other subject                 Duration     not 
            considered relevant by             more       than 
            controlling Division/Agency        12 days 

----------------------- Page 323-----------------------

                                     RAILWAYS GROUP 

 Sl. No.           Training Course                Duration       Training Institute 

1.           Project Management                  One week        PIM/LUMS, or any other Training 
                                                                Institute where the training facility 
                                                                is available. 

2.           Presentation Skills for            One week 
            Management 

3.           Preparation of Marketing           One week 
            Plan 

4.           Development Marketing              One week 
            Skills 

5.           Management Course for              One week 
            Junior Executives 

6.           Financial Management for           One week 
            non-financial Management 

7.           Any other subject                 Duration    not 
            considered relevant by the         more      than 
            controlling Division/Agency        12 days 

----------------------- Page 324-----------------------

                                  SECRETARIAT GROUP 

 Sl. No.           Training Course               Duration        Training Institute 

1.           Rules/Laws applicable to           One week         Secretariat    Training     Institute/ 
            Civil Servants (Module-I)                           NIPA/CSA   or   any   other   Training 
                                                                Institute   where     the   facility  is 
                                                                available. 

2.           Rules/Laws applicable to           One week 
            Civil Servants (Module-II) 

3.           Economy of Pakistan                 One week 

4.           Preparation of                     One week 
            Development Schemes 

5.           Project Appraisal                  One week 
            Formulation & Monitoring 

6.           International Relations             One week 

7.           Human Resource                     One week 
            Management 

8.           Management Information             One week 
            System 

9.           Legal Drafting                      One week 

10.          Financial Management &             One week 
            Budgeting 

11.          Decision Making                     One week 

12.          Any other subject                Duration    not 
            considered relevant by the        more       than 
            controlling Division/Agency       12 days 

----------------------- Page 325-----------------------

   SHORT COURSES FOR CONCEPT DEVELOPMENT FOR OFFICERS 
                   IN B-18 AND 19 OF ALL GROUPS/SERVICES 

Sl. No.         Training Course            Duration       Training Institution 

1.          Reconciliation of              3 days         Audit & Accounts Training Institute, 
           Accounts                                      Karachi/Lahore/Islamabad/Peshawar, 
                                                         Railways Accounts Academy Quetta. 

2.          Financial Analysis              2 days        -do- 

3.          Planning for                   2 days         -do- 
           performance Audit 

4.          Communication Skills            3 days        P.I.M, NIPA 

5.          I.T & E.Govt.                 One week        P.C.B, NIPAs, PASC 

6.          Human Resource               One week         NIPA/STI 
           Management 

7.          Introduction of Customs        3 days         Directorate of Customs & Excise & 
           Laws                                          Sales Tax 

8.          Sales Tax & Procedure           3 days        -do- 

9.          Central Excise Laws             3 days        -do- 

 10.        Import & Export Policies         3 days       -do- 

 11.        Total Quality                  3 days         CSA/NIPAs/PIM 
           Management 

 12.        Devolution Plan                 3 days        -do- 

 13.        Local Government &             3 days         -do- 
           Development 

 14.        Problem Solving &              3 days         CSA/NIPAs/PIM 
           Decision Making 

 15.        Macro Economic                 3 days         PIDE 
           Planning 

 16.        Basic Income Tax Laws            3 days       Directorate of Training (Income Tax 
                                                         Lahore) 

----------------------- Page 326-----------------------

17.         Mass Communication           One week       Information Academy 

18.         Media Diplomacy &           One week       -do- 
           New World Order 

Sl. No.        Training Course           Duration      Training Institution 

19.         Financial Management         One week      NIPA, CSA,STI 

20.         Office Management            One week      Information Academy. 

21.         Legal drafting               One week      -do- 

22.         Preparation of Budget        One week      -do- 

23.         Stress Management            One week      NIPA/CSA/PIM 

24.         Crisis Management            One week     National Police Academy, CSA, 
                                                      NIPAs 

25.         Labour Management            One week      NILAT Karachi 

26.         Marketing Skills             One week      PIM, Karachi/NIPA 

27.         Civil Servants Act and      One week       STI/NIPAs 
           (APT) Rules 

28.         Efficiency & Discipline     One week       -do- 
           Rules & Removal from 
           Service (Special 
           Powers) Ordinance 
           2000 

29.         Preparation of              One week       NIPAs/PIDE 
           Development Schemes 

30.         Project Appraisal,          One week       -do- 
           Formulation & 
           Monitoring 

31.         Management                  One week       NIPA/PASC 
           Information System 

32.         International Relations      One week      CSA/Staff College FSA 

----------------------- Page 327-----------------------

33.         Investment Analysis &        One week       PASC/NIPAs/PIDE 
           Economic Management 

34.         Training of Trainers          One week      PASC/NIPAs 

35.         Environmental                One week       NIPA/PASC 
           Preservation 

36.         Role of Women in Rural       One week       PARD/NCRD 
           Development 

Sl. No.         Training Course           Duration      Training Institution 

37.         Rural Development            One week       PARD/NCRD 
           Administration 

38.         International Economics       One week      NIPAs/PIDE 

39.         Financial Management         One week       -do- 
           of Development 
           Projects 

40.         Business                     One week       PIM/NIPAs 
           Communication 

41.         Human Rights                 One week       NIPAs/STI 

42.         Poverty & Public Policy      One week       CSA/NIPA/PASC/NCRD 

43.         Public Relations             One week       CSA/NIPA/PASC 

44.         Production & Operation       One week       -do- 
           Management 

45.         Ethics & Public Policies     One week       -do- 

46.         Social Welfare Policies      One week       -do- 

47.         Role of NGOs in Rural        One week       PARD/NIPA/NCRD 
           Development 

48.         Gender & Governance          One week       NIPAs/CSA/PASC 

49.         Communicating                One week       Information Academy 
           Effectively through Print 
           Media 

----------------------- Page 328-----------------------

50.         Negotiation Skills           One week        NIPA/PIM 

51.         Human Resource               One week        NIPA/PASC 
           Planning 

52.         Training Need                One week        NIPA/PASC 
           Assessment 

53.         Internet Training            One week        PCB/NIPA/PASC 

54.         Effective Record             One week        STI/NIPA/PIM 
           Management 

55.         Stores/Purchase              One week        STI/NIPA 
           Procedure 

Sl. No.         Training Course            Duration      Training Institution 

56.         Time Management               One week       NIPA/CSA/PIM 

57.         Concept of ISO 9000           One week       PIM 

58.         Treasury Rules                One week       STI/NIPAs 

59.         General Financial Rules       One week       NIPA/PIM 

60.         Principles of Good           One week        -do- 
           Management 

61.         Interpersonal                One week        -do- 
           Communication 

62.         Public Relations for         One week        -do- 
           Front Line Officials 

63.         Management of Public         One week        -do- 
           Records 

64.         Organizational Behavior       One week       -do- 

65.         General Principles of        One week        NIPA/CSA/PIM 
           Modern Government 
           with special reference 
           to Global Capitalism & 
           Role of World Bank, 
           IMF Viz-a-Viz, UNO 

----------------------- Page 329-----------------------

66.         The Genesis and              One week        NIPA/CSA/PIM 
           Applications of the Idea 
           of Good Governance 
           Versus Bureaucracy 

67.         Human Resource               One week        STI, PIM, NIPA 
           Development 

68.         Information Technology        12 days        PCB/NIPA 
            and Office Automation 

69.         Management Concept           One week        NIPA/PIM 
           and their Application in 
           Third World Countries 

70.         Concept of Privatisation     One week        Postal Staff College 
           of Post Merits & De- 
           Merits 

Sl. No.         Training Course            Duration      Training Institution 

71.         Computer                     One week        PCB/NIPA 
           Literacy/Office-2000 

72.         Constitution of Pakistan      One week       NIPA/CSA 

73.         Microsoft Office              One week       PCB/NIPA 

74.         Out-look                        2 days       -do- 

75.         Web-page Designing              2 days       -do- 

76.         Local Area Network             2 days        -do- 
           (LAN) 

77.         Management Theory &          One week        NIPA/PIM 
           Practice 

78.         a)   Financial                 6 days       FTIP/PIM/IBA 
                Management 

           b)    Information               6 days 
                Technology, & E- 
                Commerce and 

----------------------- Page 330-----------------------

                   MIS 

Note–The list of above Training Institutions is tentative. The training may be arranged as per available 
        training facilities at any Training Institutions in the relevant field at the nearest station. 

----------------------- Page 331-----------------------

Withdrawal of Exemption 
from NIPA Training Course 

Sl. No. 171-A 

           Reference to Establishment Division’s OM No.10(5)/91-CP.I, dated 
8th May, 1991 regarding the Promotion Policy-Exemption from NIPA & Staff 

College/NDC Course and to say that in view of the introduction of Entrance 
Examination,        the   competent      authority    has    been    pleased     to   withdraw 
exemption   from   NIPA   Training,   except   in   the   case   of   those   officers   who 
have already completed two years of posting in the training institutions by 
April 15, 2002. 

           [Authority.- Establishment Division O.M.No.1/3/2001-CP.II, dated 17.5.2002]. 

Sl. No.171-B 

          Reference to Establishment Division OM of even number dated 17th 

May,   2002   on   the   subject   cited   above,   whereby,   exemption   from   NIPA 
training was withdrawn except in the case of those officers who had already 
completed two years of positing in the training institutions by April 15, 2002. 
The   competent   authority   has   now   decided   to   allow   exemption   to   those 
officers   as   well   who   were   already   serving   as   directing   staff   in   BS-19   at 
National     Institutes   of   Public   Administration/Pakistan        Administrative      Staff 
College and National Defence College before 15.04.2002 and subsequently 
completed two years as directing staff in BS-19 as allowed to those who 
had completed two years on that date. The officers posted as directing staff 
after 15.04.2002 are not eligible to avail this facility. 

          [Authority.- Establishment Division O.M.No.1(3)/2001-CP.II, dated 19.12.2003]. 

Sl. No. 171-C: 

           Referencer to Establishment Division’s OM No.10(5)/91-CP.I, dated 
8th May, 1991 and all other subsequent Office Memoranda, issued from time 

to   time,   related   to   the  subject  issue  and  to  say  it  has  been  decided  that, 

----------------------- Page 332-----------------------

henceforth, all exemptions/waivers granted for mandatory training at NIPA, 
PASC and NDC, shall be withdrawn with immediate effect and that no officer 
shall   be   considered   for   promotion   to   the   higher   grade   until   he/she   has 
successfully completed the specified course at the required institution. This 
condition will not be applicable to civil servants in specialized cadres such as 
Doctors,      Teachers,     Professors,     Research      Scientists    and    incumbents       of 
purely technical posts for promotion within their own line of specialization as 
envisaged in the existing Promotion Policy. 

2.         The   withdrawal      of  these    exemption      shall  have    no   retrospective 
effect. 

          [Authority.- Establishment Division O.M.No.1/3/2001-CP.II, dated 4.1.2005]. 

Sl. No. 171-D: 

           Reference to Establishment Division’s Office Memorandum of even 
number dated 04.01.2005 on the subject and to say that queries have been 
received   from   various   quarters   regarding   applicability   of   exemptions.   The 
position is therefore clarified as under:- 

     I.         All those who had attained the age of fifty six (56) years before 
               04.01.2005   and   all   those   who   had   completed   the   mandatory 
               period for serving in a training institution before 04.01.2005 shall 
               remain exempted. 

     II.        Any individual who attained or attains the age of 56 years on or 
               after 04.01.2005 shall not be exempted. Similarly, any individual 
              who completed or completes the mandatory period of serving in 
               a   training    institution   on    or   after   04.01.2005      shall   not    be 
               exempted. 

2.         The   Ministries/Division   are   requested   to   bring   this   decision   to   the 
notice of all concerned under them for their information and guidance. 

          [Authority.- Establishment Division O.M.No.1/3/2001-2001-CP.II, dated 22.3.2005]. 

----------------------- Page 333-----------------------

Sl. No. 172 

            Setting-up of the Departmental Promotion Committees for promotion 
to   posts   upto   and   including   Grade   18.-  For   promotion   to   grade   upto   and 
including       18    and    direct     recruitment       to   posts    in   grades      1   to   15,    the 
Ministries/Divisions           will   set    up    one     or   more      Departmental          Selection 
Committees   and   Departmental   Promotion   Committees   the   composition   of 
which will be determined by the Ministry/Division concerned in consultation 
with the Establishment Division.               Proposals for composition of Departmental 
Selection and         Departmental         Promotion        Committees         in  respect      of   each 
Ministry/Division         and     Departments          and   offices      under     its   administrative 
control      may     be   forwarded       to   the   Establishment         Division.      Broadly,       the 
composition of the Committees should be as follows:- 

Grade                            Composition of the                         Remarks 
                                Committee 
  1.                                       2.                               3. 

 (i) Departmental Promotion         Secretary or Additional            There should preferably be one 

Committee for Grade 17 and 18.      Secretary, a Joint Secretary and   D.P.C. for posts in Grades 17 and 18 

                                    a Senior Deputy Secretary. If the  for the Ministry/Division and the 

                                    posts are in an Attached           Attached Departments and 

                                    Department or a Subordinate        Subordinate Offices under it. 

                                    Office, the Head of the Attached 

                                    Department or Head of Office 

                                    may be appointed as Member in 

                                    lieu of Joint Secretary/Deputy 

                                    Secretary. 

(ii) Departmental Selection or      An officer of Grade 20 and two     There may be separate 

Departmental Promotion              officers of Grade 19.              Committees for posts in the 

Committees for Grades 11 to                                            Ministry/Division and Attached 

16.                                                                    Departments/Subordinate Offices 

                                                                       under the Ministry/Division. 

(iii) Departmental Selection or     An officer of Grade 19 and two 

Departmental Promotion              officers of Grade 18. 

Committees for Grades 10 and 

below. 

----------------------- Page 334-----------------------

           [Authority.- Extract from para 6 of Estt. Secretary's d.o. letter No.1/9/73-F.IV, 

           dated 22-10-1973]. 

Sl. No. 173 

           According to rule-4 (1) of the Civil Servants (Appointment, Promotion 
and      Transfer)      Rules      1973,      the    composition        of   a    Departmental 
Promotion/Selection          Committee       is  to  be   determined       by   the  Ministry    or 
Division      concerned       in   consultation      with    the    Establishment        Division. 
However, the level at which the composition is to be approved in the Ministry 
concerned has not been specified. 

           2.   It  has     therefore     been      decided      that   composition       of    the 
Departmental Promotion Committee for grades 11 to 18 may be approved at 
the    level   of   Secretary      of  a   Ministry/Division      and    the    composition      of 
Departmental        Promotion      Committees        for  grades   10   and   below   may   be 
approved   by   the   Joint   Secretary.        Each   Secretary   may,   in   his   Division, 
authorize        Joint     Secretary       (Admn)        in    respect      of    Departmental 
Promotion/Selection Committees for grades 10 and below. 

          [Authority.- Estt. Division Letter No. 26/1/80-DV, dated 12-10-1980]. 

Sl.  No. 174 

           Post in BPS-18 which carry special pay.- It is stated that the proviso 
to rule 7 of the Civil Servants (Appointment Promotion and Transfer) Rules, 
1973 requiring that posts in BPS 18 which carry a special pay would also be 
referred to the Central Selection Board if proposed to be filled by promotion 
or transfer has since been deleted vide Establishment Division's Notification 
No. S.R.O. 46(I)/84, dated 9th February, 1984.                It is clarified that all cases in 
which a post in Basic Pay Scale 18 carrying some special pay is filled by 
promotion   will   be   placed   before   the   appropriate   Departmental   Promotion 
Committee.       Where post in Pay Scale 18 carrying a special pay does not fall 
in   the   promotion   ladder,   it   would  be  filled  by  departmental  heads  through 
normal posting and transfer. 

          [Authority.- Estt.Division O.M. No. 3/6/84-R. 2 dated. 3-7-1984]. 

----------------------- Page 335-----------------------

Proposals for Promotions 

Sl. No. 175 

           The   Ministries/Divisions/Departments            while   sending     proposals     for 
promotion   do   not   furnish   the   complete   information   to       the    Establishment 
Division. It has, therefore, been desired that in all cases of promotions the 
Departmental         Promotion      Committee       should    also   be    provided     with   the 
following information:- 

           (a)       List of total posts. 

           (b)       Number of posts filled by promotion and initial recruitment. 

           (c)       A confirmation that requisition has been sent to the FPSC for 
                    those posts required to be filled in by initial recruitment. 

           [Authority.- Estt. Division Circular No.47/7/80-CP-4, dated 24-9-1990]. 

Sl. No. 176 

           Appointments not exceeding four months.- With reference to para 8 
of  this  Division's  O.M.  No.  F-33/l/47-Ests  (SE  II),  dated  the  29th  January, 
1948, it is clarified that the approval of Departmental Promotion Committees 
is necessary even for appointments for a period not exceeding four months 
of the officers not in the list or not next in order of the list prepared by the 
Departmental Promotion Committee. 

          [Authority.- Estt. Division O.M. No. 13/l/69-D.III, dated 19-9-1970]. 

Sl. No. 177 

           DPC   to   make   selection   on   the   basis   of   record.-   The   committees 
should   make   their   selections   in   the   light   of   past   record   of   the   persons 
concerned (where available) and the quality of their present work, and with 
due regard to seniority where other considerations are equal. 

----------------------- Page 336-----------------------

           [Authority.- Para 5 of Estt. Division O.M.No. 33/l/48-Estt. (ME), dated 15-3-1948]. 

Sl. No. 178 

           D.P.C.   not   competent   to   recommend   demotion.-   It   appears   from 
references made recently to the Establishment Division that the scope and 
functions       of   Departmental        Promotion        Committees        are    not    clearly 
understood.       In  certain cases Government servants officiating without any 
condition in higher grades have been demoted on the recommendation of 
Departmental   Promotion   Committees.              It   is   necessary,   therefore,   that   the 
position should be clarified. 

           2. As their name indicates, the function of Departmental Promotion 
Committees is to make recommendations in respect of promotions and there 
is     nothing      in    Establishment         Division      Office     Memorandum           No. 
33/l/47-Ests(SE.II),       dated    the   29th    January,    1948     which    relates    to  the 
constitution  of  these  Committees,  to  suggest  that  these  Committees  have 
been given the power to recommend the demotion of an officiating officer. 

           3.  What     Departmental        Promotion      Committees       should     do   is  to 
prepare a list of officers whom they consider fit for promotion.                  They should 
revise   this   list   periodically   which   means   that   they   can   either   add   to,   or 
substract   from   it.    An   officer   who   has   been   substantively   promoted   to   a 
higher grade will not of course figure in this list.  Similarly, an officer who has 
been promoted to officiate in a substantive vacancy for an indefinite period 
should   not   appear   in   the   list   because   he   is   for   all   practical   purposes   to 
continue in the higher grade.          In other words, the officers whose names will 
be shown in the list maintained by these Committees will be those who have 
not been promoted to higher grade in any capacity or who have officiated off 
and on or who are officiating against leave vacancies or in temporary posts 
of short duration and are, therefore, liable to revert in the normal course to 
the lower grade. 

           [Authority.- Estt. Division O.M. No. F. 33/49-SE, dated 18-6-1949]. 

Sl. No. 179 

           Names      of  the  selected     persons     to  be   arranged     in  the   order   of 

----------------------- Page 337-----------------------

seniority.-       In    accordance          with     the     Establishment          Division       Office 
Memorandum             No.    1/16/69-D.II,      dated     31st    December,        1970,     regarding 
general principles of seniority, persons approved by the competent authority, 
on regular basis for promotion to higher posts in the same batch shall retain 
the same seniority on the higher grade as they were enjoying in the lower 
grade. 

            [Authority.- Para 1 of Estt. Division O.M.No. 13/1/67-D.III, dated 15-7-1972]. 

Sl. No. 180 

            DPC      can    interview      candidates.-        The     question      of   interviewing 
candidates, by Departmental Promotion Committee, at the time their cases 
for promotion are being considered, has been examined in this Division, and 
it has been decided that a DPC can interview the candidates, if it so desires. 

           [Authority.- Estt. Division O.M.No.13/l/69-D.III, dated 25-3-1969]. 

Sl. No. 181 

                                   * 
            Minutes      of   the   D.P.C.-      The     proceedings        of   the    Departmental 
Promotion Committees are very often drawn up in a sketchy manner and do 
not give the essential details. 

* 
 Note.- For Guidelines for D.P.C./C.S.B please see Sl.No.154. 

            2. It is necessary that detailed minutes should be drawn up to show 
why   certain   persons   have   been   approved   and   what   are   the   reasons   for 
declaring       certain    other     persons      unfit   for   promotion.       In    promotion       for 
selection   posts   mere   average   reports   should   not   be   considered   sufficient 
and greater emphasis should be placed on merit according to the existing 
instructions. 

            [Authority.- Estt. Division O.M.No.13/1/69-D.III, dated 3-11-1970]. 

----------------------- Page 338-----------------------

Sl. No. 182 

           Appointments   within   the   purview   of   the   Selection   Board.-   In   the 
Establishment Division's O.M. No. 25(5)/64AI, dated the 24th March, 1966 
(Annexure-II)        appointments        mentioned        under     category      II   of    the 
Establishment Division O.M. No. 33/l/47-Ests (SE I), dated the 29th January, 
1948, carrying a maximum pay of Rs 1,700 or over which were not required 
to be made through the Federal Public Service Commission, fell within the 
purview of the Central Selection Board. 

           2. Consequent upon the introduction of the National Scales of Pay, 
the   position   has   been   reviewed   and   it   has   been   decided   that   posts   in 
Grade-19 shall fall within the purview of the Central Selection Board. 

           3. [Not reproduced] 

           4.   It   is   requested   that   in   future   10   copies   of   the   proforma   should 
accompany each proposal for the Selection Board.                  A copy of the proforma 
is also enclosed (Annexure I). 

          [Authority.- Estt. Division O.M. No. 25/4/73-AV, dated 17-10-1973]. 

                                   ANNEXURE-I 

   PROPOSAL FORM FOR THE CENTRAL SELECTION BOARD 

          1.        Ministry/Division 
          2.        Name of the post to be filled. 
          3.        Emoluments   of   the   post   (Scale   of   Pay,   Special   Pay   and 
                   Allowances). 
          4.        Duration of vacancy, whether regular or for a limited period. 

          5.        Method     of  recruitment     approved      by   the  Government:       By 
                   departmental promotion/by selection. 

          6.        (a)       If   recruitment   rules   framed,   enclose   a   copy   of   the 
                             rules. 

----------------------- Page 339-----------------------

                  (b)       If  recruitment   rules  not  framed    and   issued,   state, 
                           whether      the   method      of  recruitment     has    been 
                           approved by Establishment Division. 
          7.       Qualifications and experience required. 
          8.       Names of all officers in order of seniority within the zone of 
                  selection/appointment showing their Province of domicile. 
          9.       Names of officers whose character rolls are forwarded to the 
                  Establishment Division with this proposal. 

          Note.-   Complete   character   rolls   of   the   officers   concerned   should 
accompany  the  proposal.        Reasons  for  missing  reports  for  any  period  (s) 
should invariably be stated. 

                                                                       Signature 
                                 Secretary to the Government of Pakistan. 
Date:                                                         Name of Division 

          Service particulars of Mr.  ……………………………. 
                                         Position in seniority list …………… 
          Date of birth 
          Province of origin 
          Province of domicile 
          Educational qualifications 
          Date of joining service 

Post held                                    From                       To 

----------------------- Page 340-----------------------

                                 ANNEXURE II 

          Copy of the Establishment Division O.M. No. 25(5)/64-AI, dated the 
24th March, 1966. 

          In   accordance   with   the   Establishment   Division   O.M.   No.   33/1/47- 
Ests. (SE), dated the 4th April, 1949, (Annexure III), appointments having a 
maximum   pay   of   Rs.   1,750   or   more   for   "old   entrants"   but   less   for   "new 
entrants" should be made on the recommendation of the Central Selection 
Board.    In view however of the new scales of pay recently promulgated by 
the Ministry of Finance the corresponding pay limit is now Rs. 1,700 which is 
the   maximum   of   Junior   Administrative   Grade   namely   Rs.1,600-50-1,700. 
The present position therefore is that posts carrying a maximum pay of Rs. 
1,700 or over which are not required to be filled through the Central Public 
Service  Commission,  fall  within  the  scope  of  the  Central  Selection  Board. 
This may please be noted for future guidance. 

                                 ANNEXURE III 

          Copy of the Establishment Division O.M.No.33/l/47-Ests. (SE), dated 
the 4th April,1949. 

          In para 2 of this Secretariat Office Memorandum No. 33/1/47-Ests. 
(SE I), dated the 29th January, 1948, in the sub-para relating to "Category 
II", between the words "over" and "made" insert the words: "for old entrants". 

          2. The object of the amendment is to make it clear that where the 
maximum pay of an appointment is Rs. 1,700 or more for "old entrants" but 
less    for   "new    entrants",   the   appointment      should     be   made     on   the 
recommendation of the Selection Board. 

----------------------- Page 341-----------------------

* 
 Guidelines for submission of 
proposals for consideration 
of the Central Selection Board 

Sl. No. 183 

           The    proposals     received     from    various    Ministries/Divisions       for  the 
consideration of the Central Selection Boards are generally deficient in one 
aspect or the other.         Establishment Division has therefore to write back to 
the    sponsoring       Division    requesting      for  the   missing     information/details. 
Usually, the following deficiencies are noticed in the proposals :- 

           (i)       Proposal     form    is  not  signed   by   the   Secretary/   Additional 
                    Secretary incharge of the Division. 
           (ii)      Complete recruitment rules are not furnished. 
          (iii)      ICP Charts/ACR dossiers are not complete. No explanation 
                    about the missing reports is available in the dossier. 
           (iv)      Full   particulars   of   officers   are   not   furnished   in  the  seniority 
                    list. 
           (v)       Quantification of ACR gradings is not correct. 
           (vi)      Number of clear vacancies is not indicated. 
          (vii)      Training status of the officers on the panel is not indicated. 

           2. Furnishing complete information/details and calculation of score of 
the officers with accuracy is the responsibility of the sponsoring Division.                    All 
the Ministries/Divisions are, therefore, requested to ensure that documents 
in regard to the proposals for promotion are prepared with utmost care so 
that the information submitted to the Boards is complete and accurate in all 
respects. 

          [Authority.- Paras 1 & 2 of Estt. Division O.M No.45/1/88-CP-3(Pt), dated 13-1-1988]. 

Sl. No. 184 

----------------------- Page 342-----------------------

           Deficiencies have been occasionally noticed in the documents sent 
for submission of promotion proposals to the Central Selection Boards. It will 
be     appreciated      that   submission       of  complete      and    accurate     documents 
(including   the   correctly   calculated   quantified   scores   of   ACRs)   is   a   pre- 
requisite for consideration of promotion cases by the Boards. 

* 
 Note.- May be seen with Guidelines at Sl.No.154. 

           2.   A   set   of   the   following   prescribed   forms   is   given   as   specimen, 
indicating      the    number       of   copies      required,     so    that    the    Ministries/ 
Divisions/Departments            concerned        may     be    able    to    submit     complete 
proposals for promotion:- 

           i)        Proposal form                (CP-I) One copy. 
           ii)       Panel form                   (CP-II) 20 Copies. 
           iii)      Synopsis form                (CP-III) 20 Copies. 
           iv)       Seniority form               (CP-IV) One copy for 
                     each proposal. 
           v)       Quantification                (CP-V) One copy for 
                    form                          each officer on the 
                                                  panel. 
                    *[  ] 

           3. It is requested that the required number of copies of these forms, 
cyclostyled or photo copied legibly, must be attached to each proposal for 
promotion. 

           4.   For   each   vacancy,   a   panel   of   at   least   five   eligible   officers   is 
required.     However, in case of smaller cadres where only a few officers are 
eligible  for promotion, complete list, in order of seniority, of all the eligible 
officers should be enclosed. 

           5. A check list has been drawn up and enclosed for the guidance of 
the Ministries/Divisions/Departments. 

----------------------- Page 343-----------------------

              6.    Instructions           already         issued         vide      Establishment              Division's 
O.M.No.45/1/88-CP-3(Pt), dated 13th January, 1988 shall be treated to have 
been amended to the extent mentioned above. 

              [Authority.- Estt. Division O.M.No.45/6/90-CP.3, dated 3-3-1990]. 

* 
 (CP Forms No. vi, vii and viii excluded vide Estt. Division O.M.No.45/1/88-CP.3, dated 10-3-1999). 

----------------------- Page 344-----------------------

CHECK        LIST   OF    REQUIREMENTS            REGARDING          PROPOSALS          FOR 
PROMOTION OF OFFICERS 

To ensure that:- 

          i)       the    proposal     form     (CP-I)    has    been     signed    by    the 
                   Secretary/Additional Secretary Incharge of the Division; 

          ii)      for each vacancy a panel of at least five officers has been 
                   submitted and all columns have been accurately filled in the 
                   form (CP-II); 

          iii)     training status of the officers on the panel has been indicated 
                   (CP-II); 

          iv)       ICP charts/CR dossiers are complete, explanation about the 
                   missing reports is available in the dossiers and all columns 
                   have been accurately filled in the synopsis form (CP-III); 

          v)        seniority list is un-disputed, complete and duly authenticated 
                   and indicates full particulars of officers (CP-IV); 

          vi)       quantification  of  ACR  gradings  is  correct  and  quantification 
                   form is enclosed in respect of each officer on the panel (CP- 
                   V); 

          vii)      a   copy   of   relevant   Recruitment   Rules   has   been   furnished; 
                   and 

          viii)     requisite number of copies of each form has been sent with 
                   the proposal. 
Sl. No. 185 

                  Reference   Establishment   Division's   O.M.   of   even   number 
dated     13.1.1988    with   which    different  forms    required   to  accompany       the 
proposals for promotion were circulated. In view of the past experience the 
Proposal Form (CP-I) and Panel Form (CP-II) have been revised. In the light 
of   the   revised   Proposal   Form   (CP-I),   the   following   documents   will   not   be 
required to be attached separately in future:- 

          i)      Vacancies certificate form.                             (CP-VI) 

----------------------- Page 345-----------------------

           ii)      Disciplinary/Court case certificate form.                   (CP-VII) 

           iii)      Prescribed length of service certificate (CP-VIII) 
                    form. 

           2.   In   view   of   the   above,   all   Ministries/Divisions/   Departments   are 
requested to bring the above position to the notice of all concerned and in 
future the promotion cases may please be prepared on the revised Proposal 
Form (CP.I) and Panel Form (CP-II) and sent to the Establishment Division 
alongwith the following documents for consideration by the CSB concerned:- 

           i)        Synopsis Form               (CP-III) 
           ii)       Seniority Form                        (CP-IV) 
           iii)      Quantification Form                   (CP-V) 

           [Authority.- Estt. Division O.M.No.45/1/88-CP.3, dated 10-3-1999]. 

----------------------- Page 346-----------------------

                                                                              CP-I 
                               PROPOSAL FORM 

Ministry/Division/Department 

1.         Name of the post(s) to be            ---------------------------------------------- 
         filled in by promotion               ---------------------------------------------- 
          Basic Pay Scale and the             ---------------------------------------------- 
          Occupational Group/                 ---------------------------------------------- 
          Ex-cadre. 

2.        Total sanctioned strength of 
          the cadre. 

                                                        Direct   Promotion        Transfer 

          a)        Percentage of share. 

          b)        Number of posts 
                   allocated to each 
                   category. 

          c)        Present occupancy 
                   position. List of officers 
                   to be attached. 

          d)        Number of vacant 
                   post(s) in each category. 

          e)        Whether any roster 
                   is being maintained 
                   for allocation to 
                   each category? 

                   If so, copy to be 

----------------------- Page 347-----------------------

                 enclosed. 

          f)      How the post(s) under 
                 promotion quota fell 

                 vacant and since when? 

                                           In case of more details separate 
                                           papers be enclosed 

          g)      Whether to be promoted 
                 on regular basis or for 
                 a limited period due to 
                 deputation/long leave 
                 etc. 

3.        a)      Recruitment Rules 
                 framed or not. If so, 
                 copy to be attached. 

          b)      In the absence of 
                 Recruitment Rules 
                 whether the method of 
                 recruitment got 
                 approved by the 
                 Establishment 
                 Division. If so, copy 
                 to be attached. 

          c)      Person(s) eligible for 
                 promotion against 
                 vacant post(s). 

          d)      Prescribed length of 
                 service/experience 
                 for promotion. 

----------------------- Page 348-----------------------

           e)       Prescribed Qualification, 
                   if any. 

           f)       Mandatory Training/ 
                   Course, if any. 

           g)       Minimum required 
                   qualification. 

4.         Seniority list(s) duly verified 
           to be attached. 

5.         Panel of eligible officer(s) duly 
           signed by a responsible officer to 
           be prepared on the prescribed 
           form. 

6.         Number of ACRs/ICP Charts. 

7.         Certified   that   the   officers   included   in   the   panel   are   eligible   in   all 
          respect   and   possess   the   requisite   length   of   service   required   for 
          promotion. If not, please give details, and reasons for submission of 
          the case to CSB. 

8.         Also certified that no disciplinary action under Government Servants 
          (E&D) Rules, 1973 or proceedings on criminal charges in the court 
          of   law   is  pending     against    any   officer   included    in  the   panel.   If 
          otherwise, indicate the names of officers, seniority number on the 
          panel and brief description/nature of the case. 

                                      (To be signed by the Secretary/ 
                                      Additional Secretary Incharge 

----------------------- Page 349-----------------------

                                                                                                      of the Division) 

                                                                                                                                                                                CP.II 

                                               PANEL OF OFFICERS FOR CONSIDERATION OF THE 
                                                                           CENTRAL SELECTION BOARD 

                                  I)                 TOTAL   NUMBER   OF   OFFICERS   ALREADY   IN   PAY   SCALE   TO 
                                                    WHICH THE PROPOSAL IS TO BE CONSIDERED........... 

                                                                                                      MINISTRY/DIVISION __________________ 
                                                    POST TO BE FILLED __________________ 
                                                                                                      NO. OF VACANCIES  _________________ 

                                  * 
                                   II)              [ ] 

   S. No        Name/           Training(P       Date of          Present            In case of       NO. OF EACH CATEGORY OF ACRs                   QUANTIFIED SCORE OF ACRs                       REMARKS 

               Design-          ASC/NIPA         appoint-         rank/Date of       posting out      OS  VG  G  A  BA  Adv  Penalty                 INTEGRITY                                      MISSING 

               ation/            ) Course        ment in          regular            side cadre                                                      O.A.  Q&OW    MORAL INTELL                    ACRS 

               Domicile/D       attended         BPS-17           promotion/ap       to indicate 

               ate of Birth      (with                            point-ment in      date of 

                                dates)                            present BPS        posting 

                                                                                     with tenure 

                                                                                     period 

   1            2                 3               4                5                  6                7  8   9   10   11    12   13                  14     15      16      17                      18 

Omitted vide Estt. Division d.o. letter No.45/1/88-CP-3, dated 18-1-2000. 

                                                                                                                                                                                                CONFIDENTIAL 

                                                                                                                                                                                             SYNOPSIS FORM 
                                                                                                                                                                                                        CP-III 

                                                                                                                                                                                                    Front page 
                                                                                             SYNOPSIS OF ACRS 
                                                                                                                                                                                           SENIORITY NO........ 
PROMOTION CASE 

----------------------- Page 350-----------------------

FROM BPS...... TO BPS .... 

                                         BRIEF OF ANNUAL CONFIDENTIAL REPORTS 

1)                                      Name of officer with designation --------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 
                                         Date of Birth and Domicile ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ 
2)                                       Date of entry in service -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 
3)                                       Date of entry in present pay scale --------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 
- 
4)                                       Educational qualifications ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 

     S.No.           Posting              Overall grading for the           Fitness for promotion as                   Adverse report with                  Whether adverse remarks                  Whether representation against adverse 

                                         last 10 years                      judged by Countersigning                   remarks                              communicated.                            remarks made. If so, with what results. 

                                                                            Officer. 

      1                2                      3                                      4                                        5                                   6                                     7 

                                                                                                                                                                                          SENIORITY FORM 
                                                                                                                                                                                                                              CP-IV 
                                                                                                          SENIORITY LIST 

                                           S.             Name               Domici            Promote                Date of                  Date of first               Date of regular                  Date of regular                  Prese 

                                           No.            of                 le                e/ Direct              Birth                    appointment                 appointment in                   appointment in                   nt 

                                                          Officer                                                                              in Govt.                    Basic Pay                        present pay                      postin 

                                                                                                                                               service                     Scale-17                         scale.                           g 

----------------------- Page 351-----------------------

             2           3            4             5             6                 7                    8              9 

 1 

                             Signature_____________________________________________ 

                                    Designation ---------------------------------------------------------------- 

                                      Date------------------------------------------------------------------------ 

----------------------- Page 352-----------------------

CP-V TO BE SCANNED 

----------------------- Page 353-----------------------


----------------------- Page 354-----------------------

Guidelines for submission 
of Proposals for Consideration 
of Central Selection Board-II 
(CSB-II)/Central Selection 
Board-I (CSB-I) 

Sl. No. 186 

          Reference   Establishment   Division's   O.M.No.45/6/90-CP-   3, 
dated     3.3.1990,     wherein    guidelines/check-list      for  submission      of 
proposals  for  consideration of CSB-I and CSB-II were intimated to 
the   Ministries/Divisions.   Under   the   said   guidelines,   the   proposals 
signed      by    the    Secretary/Additional       Secretary      Incharge      and 
accompanied by prescribed documents duly authenticated/stamped 
by    responsible      officer,   are   required    to   be   forwarded      to   the 
Establishment Division for submission to the CSB-I/II. 

          2. It has been observed in some cases, however, that the proposals 
for   the   Central   Selection   Boards   do   not   fully   conform   to   the   laid   down 
requirements   on   the   subject.   In   some   cases,   the   proposals   are   not   duly 
signed by the concerned Secretary/ Additional Secretary Incharge while, in 
others, the accompanying documents are either unattested and/or carrying 
incorrect/    incomplete     information.    All  this  leads    to  avoidable    delays    on 
account of back references to the concerned Ministries/Divisions. 

          3. It has also been observed in many cases that the documents are 
forwarded at the Section Officer's level and addressed to his counter-part in 
this    Division.    Since    the   Joint    Secretary     (Admn)      of  the    concerned 
Ministry/Division   is   the   focal   point   there,  such  proposals  for  CSB-I/II  must 
invariably be forwarded under his covering letter after ensuring that all the 
requisite documents relevant to this exercise have been prepared and duly 
signed by the concerned officers. Moreover, with a view to enforce secrecy 
as   well   as   prompt   attention,   all   such   references   should,   henceforth,   be 
addressed to the Additional Secretary (CP&R), Establishment Division, and 
delivered   under   a   sealed   cover.   Replies   to   any   query   on   the   part   of   the 
Establishment       Division    (which   would    not   be  below    the   level  of  Deputy 
Secretary) should also be furnished at least at the same level if not at the 

----------------------- Page 355-----------------------

level of Joint Secretary (Admn). 

           4.   All   Ministries/Divisions   are   requested   to   kindly   ensure   that   their 
promotion proposals for the consideration of CSB-I/II are forwarded in the 
light of the position/requirements of paras 2 & 3 above. 

           [Authority.- Estt. Division O.M. No.45/6/90-CP-3, dated 3-5-1995]. 

Promotion Policy - cases where 
disciplinary or departmental 
proceedings are pending 

Sl. No. 187 

           Attention    is   invited    to  Para-1     (c)   (II)  of   the   Guidelines      for 
Departmental Promotion Committees/Central Selection Boards issued under 
Establishment Division's D.O. letter No. 10(10)/85-CP-I, dated 15.5.1985 on 
Promotion        Policy,    it  is  stated    that    DPC/CSB        is   required     to  defer 
consideration       for   promotion      of   officers   against     whom      disciplinary    or 
departmental        proceedings      are   pending.     It  has   been    noticed    that  while 
forwarding proposals for placement before DPC/CSB or soliciting approval 
of     the    competent        authority     to    the     promotion       of    officers,    the 
Ministries/Divisions       do   not   indicate   whether     disciplinary    or  departmental 
proceedings are pending against any of officers under consideration. This 
causes   avoidable   delay   in   processing   cases   through   the   selection   Board 
and obtaining the orders of the competent authority. 

           2. It is, therefore, emphasized that while forwarding cases of officers 
for   placement   before   Central   Selection   Board   or   seeking   approval   of   the 
competent       authority    to  the   proposed     appointments,       a   certificate  should 
invariably     be   recorded     that   no   disciplinary/   departmental       proceeding      is 
pending against the officers under consideration. This may be brought to the 
notice of all concerned dealing with such cases. 

           [Authority.- Estt. Division O.M.No.45/3/89-CP-3, dated 21-5-1989]. 

Procedure for referring cases 

----------------------- Page 356-----------------------

to the Selection Board 

Sl. No. 188 

          It has been observed that proposals relating to the Central Selection 
Board are not being sent alongwith the required number of copies each of 
the   essential   documents,   like   the   "proposal   proforma"       properly   filled   in, 
complete C.R. dossiers of the officers, their particulars of service, bio-data, 
latest seniority lists (arranged according to the new gradation system) etc. 
Moreover,   Government   servants   having   East   Pakistan   domicile   and   the 
repatriated POWs need to be cleared first by the D.I.B. It is also observed 
that the particulars of service of the Government servants are generally not 
prepared   carefully   and   the   C.R.   dossiers   are   not   checked   to   find   out   the 
precise reasons for the missing reports.           This has to be ensured in all cases 
and the latest reports have to be invariably attached to the proposals or the 
reasons for not attaching such reports have to be clearly indicated. 

          2. At times, big bundles of C.R. dossiers are sent to the residence of 
the Secretary, Central Selection Board.            This involves great risk (apart from 
inconvenience) as bulky bundles, of C.R. dossiers have to be carried from 
residence to the office.      Moreover, the CR dossiers received just before the 
meeting can not be properly checked.  In view of this, it is imperative that the 
C.R. dossiers should be sent to the Establishment Division well in advance 
of the date of the meeting of the Central Selection Board after due scrutiny 
insuring     that   these    are   complete     in   all  respects.    However      if  under 
extraordinary circumstances the CR dossiers have to be sent just before the 
meeting,   the   Ministries/Divisions   may   kindly   arrange   to   deliver   these   CR 
dossiers through special messengers in the office of the Secretary, Central 
Selection Board before the meeting of the Board in which other items are to 
be discussed. 

          3. The above mentioned requirements should be invariably kept in 
view   while sending proposals for the consideration of the Central Selection 
Board. 

          [Authority.- Estt. Division D.O.Letter No.25/7/74-AV, dated 3-10-1974]. 

----------------------- Page 357-----------------------

Sl. No. 189 

           It   has   come   to   the   notice   of   the   Central   Selection   Board   that   in 
certain cases a particular candidate or candidates is/are recommended out 
of the total number of candidates considered by the Ministry/Division, without 
mentioning the full particulars of all the candidates.  The proper procedure in 
such cases is to place the full particulars of ALL the candidates before the 
Central      Selection     Board     so   that   the   Board     may    decide     which    of   the 
candidates       are   not   suitable     for  the   post   in   question.    It  is  accordingly 
requested   that   the   full   particulars   of   ALL   the   candidates   in   the   field   of 
selection   or   those   who   may   have   been   considered   by   the   administrative 
Ministries/Divisions, should be placed before the Central Selection Board in 
all such cases. 

           [Authority.- Estt. Division O.M. No.24/3/75-AV, dated  12-2-1975]. 

Sl. No. 190 

           Re-appointment  of  posts  within  the  purview  of  Selection  Board.-  It 
has been decided that if the re-appointment of an officer to a post took place 
after more than one year of the reversion from that post the case should be 
placed   before   the   Central   Selection   Board   for   determining   the   continued 
fitness of the officer to hold the post.          After approval of the Central Selection 
Board,      it  would     not   be    necessary       to   refer   the   case     to   the   Prime 
Minister/President again. 

           [Authority.- Estt. Division O.M.No.3/20/70-D.III, dated 16-9-1971]. 

Sl. No. 191 

           Short-term       appointment        and      direct    appointments         to    higher 
Secretariat posts-under the present orders.- 

           (i)       it   is   not   necessary   to   refer   to   the   Selection   Board   acting 
                    appointments made as a purely temporary arrangement for a 
                    period not expected to exceed 4 months; and 

----------------------- Page 358-----------------------

           (ii)       the   Board   is   not   concerned   with   appointments   made   from 
                     sources other than from Government service. 

           2. It has been decided that:- 

           *(a)       the   period   upto   which   appointment   may   be   made   without 

                     consulting   the   Selection   Board   should   be   reduced   from   4 
                     months to one month; and 

           (2)   The   Selection   Board   should   deal   with   appointments   to   higher 
posts in the Secretariat even in the rare cases when such appointments are 
made from persons not in Government service, i.e. all appointments which 
are     within    the   purview      of  the    Selection     Board     will   be   made      on    the 
recommendations of the Board irrespective of the fact whether or not they 
are made from among persons already in Government service. 

          [Authority.- Estt. Division O.M. No.33/7/49-SEI, dated 13-8-1951]. 

* 
 Note.- Pl. see rule 8B(4) of Civil Servants (Appointment, Promotion and Transfer) Rules 1973, in the 

present context. 

Sl. No. 192 

           Convention        regarding       acceptance        of   recommendations           of    the 
Selection       Board.-     The    Administrative       Enquiry     Committee        reviewed       the 
working      of   the   Selection     Board     and    in  their   report   made      the   following 
recommendations:- 

           (a)        that   both   for   protection   to   Ministers   and   in   the   interests   of 
                     efficient   working,   the   rules   about   the   Selection   Board   be 
                     closely adhered to; and 

           (b)        that there should be a convention whereby the advice of the 
                     Selection        Board       should       be     accepted        quickly      and 
                     automatically except in wholly exceptional cases. 

           2. Government considered these recommendations and their orders 

----------------------- Page 359-----------------------

are as follows:- 

           (a)       Accepted. 
           (b)       Government have decided that there should be a convention 
                    whereby       the   advice    of   the   Selection     Board     should    be 
                    accepted  quickly  save  in  exceptional  cases;  and  that  if  the 
                    Prime Minister or the Minister concerned disagrees with the 
                    view of the Selection Board, the case should be returned to 
                    the Board for further consideration, and a decision taken by 
                    the Prime Minister only after the further views of the Board 
                    have been placed before him. 

* 
 [The above instructions are neither a law nor a rule and are subservient in 
the   provisions   of   the   Civil   Servants   Act,   1973   specially   with   reference   to 
powers      of  the   “Competent   Authority”   for   giving   final   approval   regarding 
appointment by promotion. These powers are unfettered and the Competent 
Authority may accept, reject or refer back the matter to the Central Selection 
Board for reconsideration. All these options are available to the Competent 
Authority whose powers are unfettered to choose any one of the options]. 

           3.   In   dealing     with   Selection      Board     cases,     these     orders    of 
Government must be strictly followed. 

          [Authority.- Estt. Division O.M.No.33/3/54-SEI, dated 22-9-1954]. 

Clarifications vide O.M.No.3/2/2005-CP.6, dated 21-9-2005. 

Sl. No. 193 

           Promotion      of   an   Officer   during     pendency      of   the   departmental 
proceedings.- It is the responsibility of the departmental representatives who 
attend     the   meetings     of   the   Departmental       Promotion      Committee/Central 
Selection      Board     to  apprise     the   Committee/Board         whether      or  not   any 
departmental   proceedings   are   pending   against   the   Government   servants 
whose cases are being considered by the Committee/Board. A serious view 
should be taken if the departmental representatives do not give information 
to   the   committee/board   and   if   later   comes   to   notice   that   a   government 
servant was promoted notwithstanding the fact that disciplinary proceedings 
where      pending     against    him.    The    Ministries/Divisions      are   requested      to 

----------------------- Page 360-----------------------

strongly     impress     the   officers   who    serve    as   members   of   Departmental 
Promotion   Committees   or   who   attend   meetings   of   the   Central   Selection 
Board      as   departmental       representatives       to   scrupulously      observe      these 
instructions. 

           [Authority.- Para 3 of Estt. Division O.M.No.6/4/74-A-II, dated 6-7-1974]. 

Sl. No. 194 

           Meetings   of   the   Central   Selection   Board.-   Kindly   refer   to   Cabinet 
Secretary's   d.o.letter   No.   25/1/72-AV,   dated   the   27th   November,   1972   in 
which      it   was     stated    that    only    Secretaries       should     represent      their 
Ministries/Divisions   at   the   meetings   of   the   Central   Selection   Board.   If   a 
Division/Ministry is not headed by a Secretary or the Secretary is away on 
foreign     tour,   then     the   senior    most     officer   (Additional     Secretary/Joint 
Secretary)       in  that    Ministry/Division      could    represent      the   administrative 
Ministry. The instructions contained in the Cabinet Secretary d.o.letter dated 
27-11-1972,   were   reiterated   in   d.o.letter   No.   25-1/72-AV,   dated   the   17th 
January,      1974     and    it  was    further   stated    that   a   Secretary/     Additional 
Secretary was not at all in a position to attend the meeting of the Board, the 
specific clearance of the Establishment Secretary may please be obtained 
before  deputing  some  other  officer  to  attend  the  meeting  of  the Board. In 
order to make it convenient for the administrative secretaries to so arrange 
their   engagements   as   to   find   time   for   attending   meetings   of   the   Central 
Selection Board, it was decided to hold meetings of the Board on alternate 
Thursdays. 

           2.    It   has     however,        been      noticed      that    even      now      the 
Secretaries/Additional Secretaries incharge of Ministries/Divisions frequently 
do      not    attend     the     meetings       of    the    Board.      In    future,    if   the 
Secretaries/Additional          Secretaries      incharge     of   the   Ministries/    Divisions 
concerned do not attend the meetings of the Board, the proposals would be 
returned to those Ministries/ Divisions unconsidered. 

           [Authority.- Additional Secretary(Estt) d.o.letter No.25/4/76-AV, dated 8-10-1976]. 

Bar against direct 
correspondence with 

----------------------- Page 361-----------------------

Provinces for Secretariat 
appointments 

Sl. No. 195 

           There should be no direct correspondence between Ministries and 
the Provincial Governments in regard to obtaining the services of any officer 
serving in a Province for an appointment in the Secretariat whether or not it 
is   one   which   comes   within   the   purview   of   the   Selection   Board.   All   such 
correspondence should be conducted by the Establishment Secretary. 

           [Authority.- Para 6(iii) of Estt. Division O.M.No.F.33/1/47-Estt(SEI), dated 29-1-1948]. 

Sl. No. 196 

           Holding   in   abeyance   posts   for   which   suitable   candidates   are   not 
available.-   The   attention   of   the   Ministry   of   Finance,   etc.   is   invited   to   the 
recommendations           made      by   a  recent    meeting     of   the   Secretaries     which 
considered   the   question   of   holding   in   abeyance   posts   for   which   suitable 
candidates are not available.            The relevant extract from the minutes of the 
Secretaries' meeting is reproduced below for information and guidance: 

           "As the Selection Board often faced with the problem of filling a high 
post simply because the post is lying vacant, it was proposed that it would 
be    preferable     to   keep    such    posts    in  abeyance       when     capable     men    of 
sufficient seniority are not available to fill them rather than to promote junior 
men who are not fully qualified." 

           "In   the   course   of   discussion   it   was   pointed   out   that   there   was   no 
objection   to   the   proposal   but   in   practice   one   difficulty   was   likely   to   be 
encountered.   Past   experience   has   shown   that   in   certain   cases   where   a 
higher post had been held in abeyance because it was not possible to find a 
suitable person to fill it and a lower post had been created, temporarily in its 
place, the Ministry of Finance had raised objection to the subsequent revival 
of   the   post   when   a   suitable   officer   became   available   to   fill   it.   It   was   then 
pointed   out   that   if   the   higher   post   existed   on   a   regular   basis   and   it   was 
temporarily held in abeyance for a specified time it could be automatically 
revised   on   the   expiry   of   that   period   without   reference   to   the   Ministry   of 

----------------------- Page 362-----------------------

Finance.   This   apprehension   should   not,   therefore,   deter   us   from   making 
appointments   in   lower   grades   against   sanctioned   appointments   of   higher 
grades.      It   was   decided   that   if   any   Ministry   encountered   any   difficulty   in 
reviving such a post, the case might be brought to the personal notice of the 
Secretary of the Ministry of Finance." 

           2.   It   is   requested   that   Ministry   of   Finance,   etc.,   should   keep   this 
recommendation           in   view,     when      higher    post     with   which      they    are 
administratively concerned, are proposed to be filled. 

           [Authority.- Cabinet Secretariat, Estt. Branch O.M.No.25/40/50-SEI, dated 8-7-1950]. 

Sl.  No. 197 

           It  has   been    observed     that   the   recommendations          of  the  Central 
Selection   Board   regarding   promotions   of   officers   to   higher   grade   are   not 
followed up expeditiously by the administrative Ministries and Divisions, who 
are required to submit summaries for the Minister of State for Establishment, 
seeking      approval     to  the   promotions      etc.  recommended          by   the   Central 
Selection Board.        Summaries are received after a lapse of a great deal of 
time resulting in delayed promotions and consequently representations from 
the   officers   affected.    It   is,   therefore,   requested   that   steps   may   kindly   be 
taken to ensure that the recommendations of the Central Selection Board 
are followed up without undue delay. 

           [Authority.- Additional Secretary (Estt)D.O.letter No.25/3/75-A.V, dated 11-3-1975]. 

Observance of quotas laid 
down for promotion, transfer 
and direct recruitment 

Sl. No. 198 

           Vacancies   in   the   grade   of   Assistant.-   The   Establishment   Division 
have  had  under  consideration  the  question  whether  if  a  person  has  been 
promoted        or   appointed      as    a   direct    recruit,   to   a   permanent       or   a 
quasi-permanent vacancy in the grade of Assistants, in accordance with the 
procedure referred to above, and his services are terminated, for one reason 

----------------------- Page 363-----------------------

or the other, before he is confirmed in the vacancy, the vacancy thus caused 
should be treated as a fresh vacancy for the purpose of the roster referred to 
above, or whether it should be filled in replacement, i.e. by a departmental 
candidate or a direct recruit, as it was originally filled, without being counted 
afresh in the roster.      The distribution of vacancies between the departmental 
candidates and direct recruits is intended to ensure that, as far as possible, 
the   cadre   includes   promotees   and   direct   recruits   in   the   prescribed   ratios. 
This     object    can    be    achieved      if  the   vacancy      caused      in  the    above 
circumstances is not counted as a fresh vacancy but is filled in replacement. 
It has accordingly been decided that the vacancy caused by the termination 
of   the   services   of   the   original   incumbent   before   his   confirmation   therein 
should be filled in replacement, i.e. by a departmental candidate or a direct 
recruit, accordingly it was originally filled, without its being counted afresh for 
the purpose of the roster. 

          [Authority.- Estt. Division O.M.No.54/12/57-ME, dated 14-7-1951]. 

Sl. No. 199 

           Promotion/direct recruitment quota.- A question has arisen as to how 
the  quota  for  promotion  and  direct  recruitment  if  prescribed in the ratio of 
50:50   in   the   recruitment   rules   is   to   be   maintained   when   the   number   of 
available   posts   is   odd   and   not   equally   divisible.      The   matter   has   been 
considered in consultation with the FPSC and it has been decided that in 
such   cases   weightage   may   be   given   to   promotion   quota.   For   example, 
where an odd number of posts, say 9, are to be filled in the ratio of 50:50, 
five posts should be earmarked for promotion and four for direct recruitment. 

           [Authority.- Estt. Division O.M. No. D. 210/84.R.5, dated 3-6-1986]. 

Sl. No. 200 

           A   question     has    arisen     as   to   how    the    vacancies      caused      by 
resignation,   transfer,   etc.   of   the   persons   appointed   against   the   quota   of 
departmental        candidates      or  direct   recruits,   before     confirmation     of   such 
persons   should   be   filled.   The   matter   has   been   considered   in  consultation 
with the Federal Public Service Commission and it has been decided that 
the  vacancies  in  various  services/posts  caused  by  any  reason,  should  be 

----------------------- Page 364-----------------------

filled   on   the   basis   of   the   quotas   fixed   for   promotion,   transfer   and   direct 
recruitment.     For this purpose the total number of posts in a cadre should be 
distributed in accordance with the fixed quotas and the vacancies in such 
posts     should     be   filled  so   as   to  achieve     the   overall    quotas     fixed   for 
departmental candidates and direct recruits etc. 

           2.   Suitable   amendments   should   be   made   in   the   recruitment   rules 
where   necessary,   in   consultation   with   the   Establishment   Division   and   the 
Federal Public Service Commission. 

           [Authority.- Estt. Division O.M. No. 5(1)11/67-D.V., dated 21-3-1968]. 

Sl. No. 201 

           Provision     for  merit   quota    in  promotion.-     The     Government        have 
decided that where it is possible to identify merit, suitable provision should 
be made in the Recruitment Rules for filling 10% to 20% of promotion posts 
in BPS 16 on the basis of merit.             The Ministries/Divisions are requested to 
ensure that a provision for merit quota is made in the Recruitment Rules for 
posts in BPS 16 under them. 

           [Authority.- Estt. Division O.M.No.F.1/15/69-F.II, dated 2-3-1970]. 

Sl. No. 202 

           Knowledge of Islamic/Pakistan Studies. 

           The    President     was    pleased      to  direct   vide    CMLA      Secretariat's 
directive No. 270 of 1981 that:- 

           "Various     systems     and    methods       of  selection     are   in  vogue     for 
          inducting   individuals   in   the   Government   at   different   levels.      At   the 
          higher level, selection is made by the Public Service Commissions. 
          Separate   criteria   are   prescribed   for   induction   at   each   level.    In   all 
          these systems and procedures, one thing must be common, that is, 
          assessment   of   the   candidate's   knowledge   of   lslamic   and   Pakistan 
          Studies.    Persons without adequate knowledge of these subjects will 

----------------------- Page 365-----------------------

          not    be    considered       fit  for  appointment        to   Government        jobs, 
          irrespective of their proficiency in other fields. Necessary instructions 
          will be issued; as executive orders, immediately, and implementation 
          by   all   concerned   ensured.       If   an   Ordinance   is   considered   to   be 
          necessary to give effect to this directive or would help to make its 
          implementation more effective, it may be prepared and submitted to 
          me". 

           2. The matter has been examined in the Establishment Division and 
it has been decided that the existing rules give the Chairman, FPSC and the 
Departmental        Selection     Committees       adequate      powers     to  prescribe     the 
qualifications for inducting individuals in Government departments. There is, 
therefore, no need for any change in the Rules. 

           3.  All  selection    authorities,    however,      will  ensure    that   a  certain 
percentage        of  the   marks     in  any    interview/examination        carried    out   for 
induction   of  individuals  into   the   Government   service   will   be   reserved   for 
Islamic   and   Pakistan   Studies.   Persons   scoring   less   than   pass   marks   in 
these subjects will not be considered fit for appointment to Government jobs, 
irrespective of their proficiency in other fields. 

          [Authority.- Estt. Secretary's D.O. No.4/14/81-TI, dated 24-6-1981]. 

Sl. No. 203 

           Declining promotion to evade transfer to an unattractive station.- A 
decision was circulated vide Establishment Division O.M. No. 1/21/76-D. II, 
dated the 18th September, 1976 (Annexure) that if a senior person declines 
promotion   to   suit   his   convenience,   he   should  lose  in  seniority  to  the  next 
junior person who is promoted in the relevant vacancy, and that he should 
not be considered for promotion till after his case for promotion has been 
considered   again   by   the   Selection   Board   in   a   subsequent   meeting.          The 
competent authority may also consider the grounds on which promotion has 
been     declined     and,   in  suitable   cases,    may     take   disciplinary   action    (on 
grounds of misconduct, that is, refusal to obey orders to proceed on transfer 
to another station) where it is clear that the promotion has been declined to 
evade   transfer   to   an   unattractive   station,   and   may   impose   the   penalty   of 
withholding of promotion for a specified period. 

----------------------- Page 366-----------------------

           2.  It  has   now    been    considered      that   the   aforesaid    decision     is 
inconsistent with the broad provisions of the Civil Servants Act, 1973.                    The 
Establishment Division O.M. No. 1/21/76-D.II, dated 18th September, 1976 
is therefore withdrawn with immediate effect.               All such cases where senior 
persons   decline   promotion   to   suit   their   convenience   shall   be   decided   in 
future on merits of each case in consultation with Establishment Division. 

           [Authority.- Estt. Division O.M.No.1/21/76-D.II(R-4), dated 9-5-1982]. 

                                    ANNEXURE 

           Copy of Establishment Division O.M.No. 1/21/76-D.II, dated the 18th 
September, 1976. 

           The question as to how the seniority of a person who is cleared for 
promotion   but   who   declines   promotion   should   be   determined   when   he   is 
subsequently promoted has been considered. It has been decided that if a 
senior person declines promotion to suit his convenience, he should lose in 
seniority to the next junior person who is promoted in the relevant vacancy, 
and   that   he   should   not   be   considered   for   promotion   till   after   his   case   for 
promotion       has    been    considered      again    by   the    Selection    Board     in  a 
subsequent        meeting.     The    competent      authority    may    also   consider     the 
grounds on which promotion has been declined and, in suitable cases, may 
take  disciplinary  action  (on  grounds  of  misconduct  that  is,  refusal  to  obey 
orders to proceed on transfer to another station) where it is clear that the 
promotion   has   been   declined   to   evade   transfer   to   an   unattractive   station, 
and   may   impose   the   penalty   of   withholding   of   promotion   for   a   specified 
period. 

Sl. No. 204 

----------------------- Page 367-----------------------

           An officer who is superseded or whose promotion is deferred comes 
to know about it automatically when his juniors are promoted to higher grade 
posts. He need not, therefore, be informed of average reports. 

           2.   The   cases   of   officers   whose   promotions   are   deferred   may   be 
reconsidered on the basis of their A.C.Rs for the next year. 

           [Authority.- Estt. Division O.M. No.32/4/76-A.IV, dated 6-7-1976]. 

Sl. No. 205 

           Proforma      promotions.-      The   Ministries     and   Divisions     as   well   as 
Attached   Departments   and   Sub-ordinate   offices,   have   in   the   past   been 
ordering      proforma     promotions       (also   called    promotions     in   absentia)      of 
persons serving on deputation on foreign service, or in ex-cadre posts as a 
matter     of   course    on   the   sole   ground     that   the   deputationist     had   been 
approved   for   promotions   by   the   D.P.C.   of   the   parent   Department   and   a 
person      junior   to  him    had    been    promoted.       This     has   resulted     in  the 
deputationists       serving    away    from    their  parent    Department       or   cadre    for 
unduly long periods as such persons not only enjoy better emoluments while 
on    deputation      but   also   feel  secure     that   their  interests    are   being    fully 
protected in their own Department. 

           2.   The   intention   underlying   `proforma   promotions'   is   to   protect   the 
interests     of  the   Government        servant    only    in  circumstances       where     the 
Government         servant    is  required     to serve     away    from    his   parent    cadre 
because of a definite requirement of public interest and not merely to suit his 
own interest.      Normally, therefore, a deptutationist, as soon as he becomes 
due for promotion should be required to revert to his parent Department or 
cadre so that he is promoted to the next higher post for which he may have 
been   declared   fit.    In   case   an   offer   of   promotion   is   made   to   him   and   he 
declines to revert, he may be allowed to remain in the outside post on the 
clear understanding that he will not ask for `proforma promotion'.                      Only in 
exceptional       cases     where      the   borrowing      Department        or   organization 
expresses   its   inability   to   spare   the   officer,   and   the   Head   of   the   parent 
Department   records   in   writing   why   he   considers   it   necessary   to   keep   the 
Government         servant     on   deputation     in  the   ex-cadre      appointment,      may 

----------------------- Page 368-----------------------

proforma promotions be made.              Even in such cases the period for which the 
officer   is   allowed   to   continue   to   remain   on   deputation,   with   the   benefit   of 
proforma promotion, should be judiciously fixed so that the officer reverts to 
his cadre and is appointed to the post for which he has been approved for 
promotion, as early as possible.           Such period should not normally exceed 6 
months.      All   cases   where   `proforma   promotions'   are   allowed   for   a   period 
exceeding 6 months should be reported to the Establishment Division with 
full justification. 

           3. The Ministries/Divisions are also advised that in future whenever 
they  send  an  officer  or  member  of  the  staff  on  deputation  to  an  ex-cadre 
post,   or   on   foreign   service,   they   should   settle   in   advance   the   period   of 
deputation with the borrowing office/organization on the expiry of which the 
Government   servant   should   revert   to   his   parent   cadre.           While   selecting 
persons for deputation, care should also be taken not to depute officers who 
would soon be coming up or promotion to the next rank in their own cadre 
and may have to be re-called.           In the majority of cases, officers and staff are 
sent on deputation on their application or request.                They should be warned 
that in case they fall due for promotion, they will have to revert to their parent 
cadre and they will not be allowed promotions in absentia. 

           4.   The   above   instructions   do   not   apply   to   senior   appointments   in 
international   organizations   such   as   the   United   Nations,   the   R.C.D.   Sectt., 
etc. to which officers are nominated by Government having regard to their 
qualifications, experience and suitability.          In such cases it may be presumed 
that   the   services   of   the   officer   have   been   placed   on   deputation   with   the 
foreign   organization   in   the   public  interest,  and  `proforma  promotion'  when 
called for, may be made. 

           [Authority.- Estt. Division O.M. No. 1/28/71-D.II, dated 29-7-1971]. 

Sl. No. 206 

           A  permanent       ministerial    Government       servant     who    is  temporarily 
transferred      from   one    office  to   another    in  the   public   interest   should     be 
considered for promotion to a higher grade in his parent office as and when 
a vacancy occurs in the higher grade and if he is selected for promotion in 
accordance with the relevant rules, he should be appointed proforma to the 

----------------------- Page 369-----------------------

higher grade so that when he reverts to his parent office he can count, for 
seniority     and    increments      in  the   higher    grade,    the   period    for  which     he 
remained   on   deputation.         No   monetary   benefit   in   respect   of   his   proforma 
promotion       in  the   parent    office   shall   be   allowed    to   him   while    he   is  on 
deputation.      Proforma promotion in such cases should be made with effect 
from   a   date   determined   in   accordance   with   the   `next   below   rule'   and   not 
from any earlier date. 

           [Authority.- Finance Division O.M. No. F.1.(5)-RI-(R.W.P.)/62, dated 21-4-1962]. 

Sl. No. 207 

           The question has been raised whether the instructions issued in the 
Establishment         Division    O.M.    No.    1/28/71-D.     II,  dated    29th    July,   1971, 
regarding   proforma   promotion   apply   also   to   past   cases   where   proforma 
promotions had already been made prior to the issue of these instructions. 
The  Ministries  and  Divisions  are  advised  to  review  all  such  cases.                 If  the 
officer had been allowed to proceed on deputation for a specific period, he 
should   be   requested   to   revert   to   the   parent   department   on   expiry   of   that 
period.   In   case   no   period   was   specified,   the   parent   department   should 
examine the propriety of re-calling the officer to the parent cadre as it is not 
administratively   desirable   that   officers   and   staff   should   remain   away   from 
their parent cadre for unduly long period, say more than 3 years in the case 
of gazetted officers and 5 years in the case of non-gazetted staff. However, 
if in the case of a particular department the number involved is large, the 
re-call of the deputationist should be judiciously staggered so that no large 
scale reversions are caused in the parent office consequent on the re-call of 
the deputationists. Priority in re-call should be given to those who have been 
allowed      proforma      promotion     in   the  parent     cadre.    Where,     however,      the 
borrowing  departments  are  prepared  to  confirm  such  officers  and  staff  on 
their own establishment (provided this is admissible in accordance with the 
Recruitment   Rules   applicable   to   the   post)   and   the   officer   or   staff   is   also 
willing   to   be   so   absorbed,   reversion   to   parent   cadre   may   not   be   insisted 
upon. 

           [Authority.- Estt. Division O.M.No.1(28)/71-D.II, dated 28-3-1972]. 

----------------------- Page 370-----------------------

Sl. No. 208 

           Cases have come to the notice of the Establishment Division where 
officers   whose   services   were  obtained  on  deputation  for  a  specific  period 
were not returned by the borrowing department when the parent department 
asked      for  their   reversion.      Attention     in  this   regard    is  invited   to   the 
Establishment Division's O.M.No.1(28)/ 71-D.II, dated the 28th March, 1972, 
wherein   it   was   laid   down   that   officers   obtained   on   deputation   should   be 
reverted to their parent department on the expiry of the period of deputation. 
 It was further laid down therein that the period of deputation should normally 
be 3 years in the case of officers in Grade 16 and above 5 years in the case 
of staff in Grade 15 and below. 

           2.   In   the   interest   of   efficient   administration   it   is   reiterated   that   the 
above       mentioned       instructions     should      be    followed     rigidly   and     the 
deputationists reverted to their parent department on the expiry of the period 
of deputation unless the intention is to permanently absorb the deputationist 
in   the   cadre   or   department   where   he   is   serving   on   deputation   and   the 
recruitment rules for the post provide for such a course.                In such cases, the 
consent of the deputationist to the suspension or termination of lien on his 
permanent post in the parent department, as well as the agreement of the 
parent     department,      should    be   obtained.     With     the  completion      of  these 
formalities     the   deputationist     will  be   treated   as   regular    member       of  the 
establishment of the borrowing department. 

           3.   Where,   however,   it   is   not   intended   to   permanently   absorb   the 
deputationist   in   the   borrowing   department   the   deputationist   must   not   be 
allowed to remain away from his parent cadre for unduly protected period; 
he should be reverted to the parent department on expiry of the period of 
deputation      as   originally   fixed.   If   the   borrowing     department      needs     the 
services of another officer having the qualifications or experience possessed 
by the deputationist, a request should be made to the lending department to 
depute some other officer in his place possessing the same qualifications or 
experience as far as possible.          The borrowing department in no case should 
insist   on   retaining    a   particular   individual    beyond     the   original   period    of 
deputation. 

----------------------- Page 371-----------------------

           4.  All   Ministries,    Divisions    and    Departments        are   requested      to 
examine the cases of deputationists with them and take necessary action in 
the light of the above instructions.         If relaxation of these orders is required in 
any   individual   case,   it   may   be   referred   to   Establishment   Division   with   full 
justification. 

          [Authority.- Estt. Division O.M.No.1(28)/75-D.II, dated 6-3-1975]. 

Promotion on Temporary/ 
Regular Basis 

Sl. No. 209 

           At times, Establishment Division receives proposals for regularising 
the    promotion     of   those   promoted      earlier   against    deputation,     leave,   etc. 
vacancies, on the grounds that regular vacancy has since occurred. 

           2. The matter has been considered in the Establishment Division in 
light   of   the   provisions   of   the   Civil   Servants   (Appointment,   Promotion   and 
Transfer)  Rules,  1973, read with the Promotion Policy covering promotion 
upto   BS-21.   It   is   clarified   that   an   officer   recommended   for   promotion   on 
temporary   basis   by   the   Central   Selection   Board/Departmental   Promotion 
Committee and approved by the competent authority is liable to reversion to 
lower   post   in   case   the   higher   post   is   subsequently   either   abolished   or 
ceases to exist or its original incumbent joins back. However, if a temporarily 
promoted   officer   continues   working   against   the   higher   post   without   any 
break     and    in  the   meanwhile      a  regular    vacancy      in  the  cadre    becomes 
available,     no   fresh   clearance      of  the   Central    Selection     Board/DPC       and 
approval of the competent authority is required for his promotion to higher 
post on regular basis. The officer will, therefore, be deemed to have been 
promoted   on   regular   basis   with   effect   from   the   date   of   occurrence   of   the 
vacancy on regular basis in the cadre, subject to the following conditions:- 

           a)        No    disciplinary/criminal      proceedings       have    been     initiated 
                    against him/her during the period from the date of temporary 
                    promotion till the occurrence of vacancy on regular basis. 

           b)        His/her   uptodate   service   record   would   form   the   basis   for 

----------------------- Page 372-----------------------

                   assessing       fitness   for   promotion      on   regular    basis    i.e. 
                   quantified score should not be less than minimum threshold 
                   prescribed for the purpose. 

         [Authority.- Estt. Division O.M.No.30/2/90-CP-3, dated 18-2-1997]. 

Sl. No. 210 

          *Promotion  of  officers  while  on  deputation  on  foreign  service.- The 

position regarding promotion, in their parent cadres, of Government servants 
transferred to `foreign service' [as defined in Fundamental Rule 9(7)], and 
the benefits accruing to them from such promotion does not appear to be 
clear in some quarters. 

          2.   Cases    of   promotion,     in  their  parent    cadres,    of  government 
servants      who    are   transferred    to  foreign    service   and    the   emoluments 
admissible to them are regulated by the provisions of Fundamental Rules 
113 and 114 which fall in Chapter XII of Section I of the Fundamental and 
Supplementary Rules, Vol. I, and not by the proviso to the `next below rule' 
i.e., the second proviso below FR 30 which falls in Chapter IV of that rule 
and applies in cases of Government servants serving outside their ordinary 
line within Government service. 

          3.  Under     FR   113    a  Government       servant    transferred    to  foreign 
service shall remain in the cadre or cadres in which he was included in a 
substantive or officiating capacity immediately before his transfer and may 
be   given   such   substantive   or   officiating   promotion   in   these   cadres   as   the 
authority   competent   to   order   promotion   may   decide,   keeping   in   view   the 
considerations   mentioned   in   that   rule.      According   to   FR   114,   read   with 
orders issued thereunder, which have been printed in Appendix No. 11 to 
the Fundamental and Supplementary Rules, Vol. II, a Government servant 
transferred to `foreign service' in Pakistan shall, unless his duties in foreign 
service involve a decided increase in work or responsibility in comparison 
with    duties   of  his   post   in  Government       service,   be   allowed    the   same 
remunerations as he would have received, from time to time, in Government 
service before his transfer  to  foreign service.         It follows from 

----------------------- Page 373-----------------------

* 
 Note.- Please see also para 2( 7) of the Estt.Secretary's d.o letter No.10( 3)81-CPI(Pt), 

dated 31-10-82 regarding promotion policy. 

these orders that if a Government servant who is on deputation to foreign 
service is promoted in his parent cadre, he should, if he continues to remain 
in   foreign    service,    be   allowed     the   remuneration       which     he   would     have 
received in the higher post in Government service to which he is promoted. 
The     higher    remuneration       would,     of  course,     be   payable     by   the   foreign 
employer. 

           [Authority.- Estt. Division O.M.No.F.6(4)-R-2/65, dated 9-2-1966]. 

Sl. No. 211 

           Promotion of officers deputed for training abroad.- According to para 
(ii)  of  the   Finance      Division    O.M.    No.   F.8(2)/R/II    (II)/58,  dated     the  31st 
October, 1958 officers proceeding abroad for training are entitled to the pay 
which      would    have     been    admissible      to   them    in  Pakistan      but   for  their 
deputation abroad.         It has been brought to the notice of this Ministry that in 
some   cases   the   officers   while   under   training   abroad   are   considered   and 
approved  for promotion to higher posts in Pakistan.                    In this connection, a 
question has arisen as to what extent the benefit of such promotion should 
be given to such officers. The matter has been considered and it has been 
decided that if an officer on training abroad and his turn for promotion arrives 
in his parent department or cadre in Pakistan, he should be considered for 
promotion  alongwith  other  officers,  and  if  he  is  approved  for  promotion  in 
accordance   with   the   relevant   rules,   he   should   be   appointed   formally   (not 
actually) to the post in the higher grade.              This would enable him to occupy 
on his return to Pakistan the position which he would have occupied had he 
not  gone  abroad  on  training.         No  financial  benefit  of  the  `next  below  rule' 
should be allowed to him in respect of his promotion.                  He should be allowed 
to count seniority and increment from the date of such promotion, but the 
actual pay of the higher post should be given to him only when he resumes 
the duties of the higher post on his return from training. 

           [Authority.- Finance Division O.M. No. 361-R 4/65, dated 25-3-1965]. 

----------------------- Page 374-----------------------

Promotion Policy Governing 
Civil Servants on Training Abroad 

Sl. No.211-A: 

          The   civil   servants   who   are   otherwise   eligible   for   promotion   but   for 
their being on training abroad, shall therefore be considered for promotion by 
the    competent       promotion     committees/Boards         provided     they    fulfil  the 
prescribed   criteria   of   promotion.   However,   on   approval   by   the   competent 
authority,    the   promotion     of  these    officers,   shall  actualize    only   on   the 
successful completion of foreign training and on their return to their parent 
organization in Pakistan. 

2.        The instructions contained in Sl. No.213 of Estacode (1989 Edition) 
stand amended accordingly. 

3.        All Ministries/Divisions are requested to bring the above instructions 
to the notice of the promotion Board/Committees under their control. 

          [Authority.- Establishment Division O.M. No.F.10(10)/85-CP.I, dated 11.10.2000]. 

Sl. No. 212 

          Promotion of an Officer/Official during LPR.- A question has arisen 
whether an officer/official who is on LPR can be considered for promotion 
against a higher post or otherwise. 

          2. The matter has been considered and the view held is that LPR is 
one of the types of leave to which a government servant is entitled. As he 
continues to be a Government servant and can be called even for duty, he 
can,   therefore,   be   considered   for   promotion   against   a   higher   post   during 
LPR. 

          3. All Ministries/Divisions are requested to bring these instructions to 
the notice of all concerned. 

          [Authority.- Estt. Division O.M.No.10/62/98-R.2, dated 26-6-1998]. 

----------------------- Page 375-----------------------

Sl. No. 213 

          Bar against promotion of  ad hoc appointees.- The following further 
instructions are issued for regulating ad hoc appointments:- 

          (i)      Persons    appointed     on ad    hoc   basis  should    possess    the 
                  required qualifications and experience prescribed for posts. 

          (ii)     Persons     appointed    on   an  ad    hoc   basis   should   not   be 
                  promoted to higher posts. 

         [Authority.- Estt. Division O.M.No.3/29/70-D.III, dated 7-1-1971]. 

                                      SECTION E 

     PROVISIONS RELATING TO COMMISSIONED OFFICERS AND 
OTHER RANKS RECRUITED OR INDUCTED ON REGULAR BASIS OR 
                        ON CONTRACT IN CIVIL POSTS 

Terms and conditions 

Sl. No. 214 

          It   has   been   decided   that   Armed   Forces   officers   seconded   to   civil 
Ministries    (other   than  Defence),     Departments     of  the   Central/   Provincial 
Governments,       Autonomous/Semi-         autonomous      Bodies    and   Corporations 
etc. will be governed by the following terms and conditions:- 

          1.       Tenure 

                  (a)       Officers will normally be seconded for a period upto 
                           three       years       extendable,        in     exceptional 
                           circumstances, by one year by the Government, after 
                           which the officer will normally either be recalled to the 
                           parent service or released.        No extension in service 

----------------------- Page 376-----------------------

                   will be allowed to officers who complete age/service 
                   limits for retirement during secondment. 

          (b)       If  the   deputation     of  an    officer  tends    to  become 
                   indefinitely   prolonged,   permanent   absorption   of   the 
                   officer   concerned   in   the   civil   cadre   by   retiring   him 
                   from the parent service, would be considered. 

          (c)       In case of an emergency, the parent service will have 
                   the   option   of   withdrawing   a   deputed   officer   without 
                   notice, if necessary. 

          (d)       An officer will have the option to request for return to 
                   his parent service if he feels that his service career is 
                   adversely affected by continued deputation. 

 2.        Pay and allowances 

          (a)       The   deputationists   will   be   entitled   to   pay   of   rank, 
                   Command/Staff/Charge               Pay,     Instructional      Pay, 
                   Qualification pay, Flying Pay/Submarine Pay/Special 
                   Service   Group   pay/Technical   pay/Disturbance   pay, 
                   Kit   Allowance   and   Non-Practicing   Allowance   drawn 
                   by   them   in   the   Military   service   immediately   before 
                   their   secondment   in   addition   to   20%   of   pay   of   the 
                   rank as special compensatory allowance. 

          (b)       Entertainment   Allowance.-   Entertainment   Allowance 
                   may be allowed according to the equivalence of rank 
                   formula at the rate admissible on the civil side. 

          (c)       Senior   Post   Allowance.-This   allowance   will   not   he 
                   admissible       in  addition     to  Command/Staff/Charge/ 
                    Instructional pay etc. 

 3.        Pension including disability/Family Pension 

----------------------- Page 377-----------------------

         (a)        Pension     including    disability/family   pension     will  be 
                   granted   to   officers   under   relevant   Military   Pension 
                   Rules.    They will count the period of service with the 
                   borrowing   Ministries/Departments   etc.   as   qualifying 
                   service for pension in the Army/Navy/Air Force. 

         (b)        The claims that the officers or their families may have 
                   in respect of the disability or death during the period 
                   of     their     employment         under      the     borrowing 
                   Ministry/Department         etc.,   or   arising   out    of  any 
                   disability    contracted      in   such    service,    shall    be 
                   determined   solely   in   accordance   with   the   relevant 
                   Military Pension Rules as amended from time to time, 
                   and   the   entire   cost   of   any   such   pension   shall   be 
                   borne      by   borrowing      Ministries/Departments         etc. 
                   These   Ministries/Departments   will   also   be   liable   to 
                   bear proportionate share of any gratuities/ pensions 
                   that may be admissible to these officers in respect of 
                   their service under Military Rules.         In case of officers 
                   on    deputation      to  a   Non-Government          body,    the 
                   pension  contribution  for  pension admissible to them 
                   under  relevant  Military  Pension  Rules,  in  respect  of 
                   Service     rendered     by   them    on   deputation     will  be 
                   payable by the borrowing agency. 

 4.       Leave 

         (a)        The officers will continue to be governed by Military 
                   Leave Rules. 

         (b)        Leave   account   of   the   officers   will   be  maintained  by 
                   the parent services in consultation with the borrowing 
                   organisations       and   leave    will  be   granted     by   the 
                   appropriate      authorities    in  borrowing     organisations 
                   under intimation to Service HQ/OORO/Record Office 
                   concerned.          Leave      earned      in   the    borrowing 

----------------------- Page 378-----------------------

                             organisations   will   be   availed   of,   as   far   as   possible, 
                             before reversion to the services. 

           5.       Rank.- Acting/temporary rank will be retained/relinquished as 
if the officers had continued in Military Service in the appointment last held. 

           6.       Promotion   in   the   Services.-   While  on  secondment  they  will 
not    be   entitled   to  acting/temporary       promotions.      However,       substantive/ 
substantive   temporary   promotions   will   be   made   upto   the   rank   held   at   the 
time they were seconded to civil department. This paragraph does not apply 
to AMC officers. 

           7.       Travelling          Allowance/Daily            Allowance/Conveyance 
Allowance.- As admissible under civil rules. 

           8.       Accommodation etc. 

                   (a)        Government  accommodation  will  be  provided  under 
                             civil rules and rent will be paid under those rules. 
                   (b)        Normal     water/electricity    charges      prevalent    at   the 
                             station will be paid. 
                   (c)        No Service accommodation/furniture will be provided. 

           9.       Purchase       of   rations    from    service    sources      and    other 
purchases from canteen stores Deptts/Officers shops etc.- They will not be 
entitled to make the above purchases. 

           10.      Provision of Batman.- Batman will not be provided. 

           11.      Cost    of   Passage/TA        for   joining   post    in   the   Ministry/ 
Department  and  returning  therefrom.-  This  will  be  borne  by  the  borrowing 
Ministry/Department etc. 

           12.     Defence Services Officers Provident Fund Contribution.- The 
officers will continue to contribute towards DSOP Fund. 

----------------------- Page 379-----------------------

           13.      Advance.-      The    officers   may     be   allowed    House      Building 
Advance/Motor          Car    Advance      from    the    relevant    Services     Budget      as 
permissible under relevant Service Rules. 

           14.      Discipline.- The officers will continue to be governed by the 
provisions of their respective Service Act/Rules/Laws.                 Day to day conduct 
and      discipline    will   be    governed       by    the    rules    of   the    borrowing 
Ministries/Departments etc. concerned. 

           15.     In   addition   to   the   above,   all   other   special   concessions   or 
perquisites   such   as   free   residential   accommodation,   use   of   transport   at 
Government   expense   etc.   which,   otherwise   normally   go   with   a   particular 
appointment to which the officer may happen to be seconded, will also be 
admissible to him. 

           16.      The     above      perquisites     are    without     prejudice     to   any 
improvements   which   the   borrowing   department   may   sanction   in   individual 
cases      under    special    circumstances       in   consultation     with   their  financial 
authorities. 

           17.     Government letters containing the above terms will be issued 
in individual cases by the borrowing Ministries/ Departments etc. 

           18.      The provisions of this JSI are not applicable to:- 

                   (a)        Officers  serving  in  the  Civil  Armed Forces (who will 
                             continue to be governed by their existing rules); and 
                   (b)        officers who are absorbed in the civil department. 

           19.     This JSI shall take effect from 14-12-1981. 

           20.      JSI   No.   46/59,   PAC-666/60   and   Ministry   of   Defence   letter 
No. 401/64/PS-3 (a) 4005/D-2-A dated the 5th June, 1965 may be treated as 
Superseded by this JSI. 

           [Authority.- JSI 4/85-case No.F-2/70/D-24,(C-IV)/83,ASMF Dy.No.164/S/ASMF of 1985. 

----------------------- Page 380-----------------------

Terms and Conditions of 
Service of Army Engineer 
Officers transferred to 
the Survey of Pakistan 

Sl. No. 215 

          1. General.- A fixed quota of 1/3rd of the available regular vacancies 
in   the   Central   Service,   Class   I,   of   the   Survey  of  Pakistan  in  the  grade  of 
Assistant Superintendent of Survey shall be reserved for the officers of the 
Corps     of  Engineers,     Pakistan     Army.   Normally,     the  Corps    of  Engineers 
officers  shall  be  of  5-6  years  commissioned  service,  including  antedate, if 
any, at the time of appointment in the Survey of Pakistan. 

          2.  Selection.-   The   Surveyor-General   shall   intimate   to   the   Military 
Secretary at General Headquarters the number of vacancies in the grade of 
Assistant Superintendent of Survey reserved for Army officers as and                   when 
they fall vacant. The Military Secretary shall then ask for volunteers from the 
Corps      of  Engineers      and,    in  consultation     with    the   Engineer-in-Chief, 
recommend suitable candidates to the Surveyor General. The appointment 
shall be made by the Government of Pakistan on the recommendations of 
the Surveyor-General. 

          3. Probation.- 

          (a)      On   first   appointment,   officers   shall   be   on   probation   for   a 
                   period of two years. If an officer is found unsuitable and the 
                   Surveyor-General   desires   his   reversion   to   the   Army   or   his 
                   services are required by the Army during this period he may 
                   be reverted to the Army by mutual agreement. The officers 
                   will   have    the   option   to  revert   to   the   Army    during    the 
                   probationary period. 

          (b)      On   successful   completion   of   the   probationary   period,   the 
                   officer   shall   be   confirmed   as   Assistant   Superintendent   of 
                   Survey in the Survey of Pakistan. 

----------------------- Page 381-----------------------

          4.   Training.-     The      officers    shall    be    exempted       by    General 
Headquarters   from   passing   any   Army   promotion   examinations,   etc.   This 
concession   shall,   however,   cease  upon  their  reversion  to  the  Army  either 
during or on completion of the probationary period, when they may be given 
a maximum of two chances to pass the appropriate promotion examination. 

          5. Conditions of Service during Probationary period.- During the 
probationary period, the officers shall remain on the effective list of the Army 
and   shall   be   counted   as   supernumerary   to   the   authorised  strength  of  the 
Corps of Engineers, and shall be governed by the following rules :- 

          (a) Rank.- 

                   (i)       They shall retain rank (including temporary rank) held 
                             at the time their services are placed at the disposal of 
                             the Survey of Pakistan. 
                   (ii)      The grant of time-scale substantive promotion during 
                             this   period   shall   be   governed   by   the   normal   Army 
                             rules,    as   may     be    in  force    from    time   to   time. 
                             Temporary promotions will be allowed on the basis of 
                             the   `next   below'   rule   with   the   prior   approval   of   the 
                             Military Secretary. 

          (b)       Pay and Allowances (other than TA/DA).- They shall receive 
                   the pay and allowances (other than TA/DA) which they would 
                   have received in the Army on duty. 

          (c)       TA/DA.- They shall get TA and DA as are admissible to the 
                   officers of corresponding status in the Survey of Pakistan. 

          (d)       Pension.- Any claim that these officers or their families may 
                   have   in   respect   of   their   disablement   or   death   during   this 
                   period of service with the Survey of Pakistan or arising out of 
                   any disability contracted in such service shall be determined 
                   solely     in   accordance       with    the   Central     Civil   Services 
                   (Extraordinary       Pension)      Rules,     or   any    modification     or 

----------------------- Page 382-----------------------

                   amendment to those rules for the time being in force, and the 
                   entire   cost   of   meeting   such   claim   shall   be   borne   by   the 
                   Survey   of   Pakistan.   The   Survey   of   Pakistan   shall   also   be 
                   liable    to  pay    the    proportionate     share     of  any    service 
                   gratuity/pension   that   may   be   admissible   to   the   officers   in 
                   respect of their service with that Department. 

          (e)       House     Rent.-   Rent    for  accommodation         provided    by   the 
                   Government shall be recovered under the Army rules. 

          (f)       Medical Treatment.- The officers and their families shall be 
                   entitled    to  the   same     medical     facilities  as   their   civilian 
                   counterparts in the Survey Department. 

          (g)       Leave.- Leave shall be admissible as provided in the Military 
                   Leave Rules. 

          (h)       Zonal   Allowance.-   The   officers,   if   posted   to  the  zone  other 
                   than the zone of their domicile shall be entitled to receive a 
                   zonal allowance at the rate and subject to the conditions laid 
                   down by the Ministry of Defence. 

          (i)       Discipline.- For the purposes of discipline the officers shall be 
                   governed      by   the   provisions     of  Rule    346    of  the   Army 
                   Regulation Volume I (Rules), 1960. 

          (j)       Confidential   Reports.-   Annual   Confidential   Reports   on   the 
                   officers shall be rendered on the  same forms as are in use in 
                   the Survey of Pakistan. A copy of the report shall be sent to 
                   the Military Secretary. 

          6.  Rules     applicable     after   confirmation.-  The        officers  shall   be 
released from the Army without any pensionary benefits from the date of the 
confirmation in the Survey of Pakistan, and placed in the Pakistan Regular 
Reserve of Officers (PARRO) under the normal rules. 

          7. Seniority.- On first appointment, an officer shall be appointed as 

----------------------- Page 383-----------------------

Assistant  Superintendent  of  Survey  in  the  Central  Service,  Class  I,  of  the 
Survey of Pakistan. His seniority in the Service shall count from his date of 
first commission, including antedate, if any. 

          8.  Recall    to   Active    Duty.-   If  the  service   of  any   military  officer 
transferred     to   the  Survey     of  Pakistan     are   required    by   the   Army    the 
Commander-in-Chief, Pakistan Army, may, at discretion order his recall to 
the Army. 

          9. Pay.- Their pay on confirmation in the Survey of Pakistan shall be 
fixed under F.R. 22. For this purpose, the pay in the Army shall be taken to 
include pay of rank, Staff/Command/ Charge/Instructional Pay, Qualification 
Pay and Disturbance Pay. 

          10. Medical Treatment.- On confirmation in the Survey of Pakistan, 
the officers shall be entitled to medical treatment under the rules and on the 
scale   applicable   to   officers   of   the   Central   Government   paid   from   the   civil 
estimates. 

          11. Leave.- Officers permanently absorbed in the Survey of Pakistan 
shall be permitted to carry forward their privilege leave earned during Army 
service. 

          12. Confidential Reports.- Annual Confidential Reports on officers 
permanently absorbed in the Survey of Pakistan shall be rendered on the 
same forms as are in use in the Survey of Pakistan. 

          13.  Option.-   Army      officers   already    transferred    to  the  Survey    of 
Pakistan shall have the option to accept the terms and conditions circulated 
to   them     vide   Engineer-in-Chief's      Branch,     General     Headquarters       O.M. 
No.1454/II/I/EI, dated 14th April 1952, or the new ones prescribed above. 

          [Authority.- Food & Agriculture Division Notification No.S.R.O.81(K)/65, dated 22-1-965]. 

Sl. No. 216 

          Procedure for use of military ranks and titles by serving and retired 

----------------------- Page 384-----------------------

military officers while employed on civil posts.- A question has been raised 
whether civil Government officers who held temporary military rank during 
the  last  war  and  were  granted  honorary  military  rank  on  release  from  the 
Army can properly use such rank in their new capacities. 

           2. The Ministry of Defence have intimated that it is not customary for 
retired    military   personnel     to  use    their  military   rank   or   honorific   titles  in 
conjunction   with   their   signature   on   private   communications   or   on   official 
documents other than official military documents.                While the Government of 
Pakistan      do   not   think   it  necessary     to  issue   any    formal    orders    on  this 
question,      they   would    prefer   that   the   normal    custom     referred    to  by   the 
Ministry   of   Defence   be   followed   and   that   former   holders   of   emergency 
commissions in civil Government employ should cease to use Military, Naval 
or Air Force ranks. 

           3. Nothing in this Memorandum refers to officers of the former Indian 
Political   Service   who   are   technically   still   serving   officers   of   the   Pakistan 
Army and have not retired. 

           [Authority.- Estt. Division O.M. No. 26/1/51-SE,II, dated 6-3-1951]. 

Sl. No. 217 

           Military   Personnel   who   are   employed   in   civil   posts   may   use   their 
military ranks in conjunction with their signature on official documents in the 
manner illustrated below:- 

                    Major A.B.C. 
                       or 
                    Lieutenant Commander A.B.C., P.N., 
                       or 
                    Squadron Leader A.B.C., P.A.F. 

           The   rank   and   signature   should,   in   each   case,   be   followed   by   the 
designation in civil employment. 

           2.   The   provisions   of   paragraph   1   do   not   apply   to   officers   of   the 

----------------------- Page 385-----------------------

Regular, the Supplementary and the Volunteer Reserves of Officers and the 
Territorial    Army.     Such     Officers    may    use    their  military   ranks   with   their 
signature   on   official   documents   only   while   they   are   serving   in   a   military 
capacity with the Army, Navy or Air Force. 

           [Authority.- Estt. Division O.M. No. 6/4/61-F.I, dated 4-12-1961]. 

Sl. No. 218 

           Employment of released/retired Armed Forces Officers/Personnel in 
civil posts.- The Ministry of Defence desires that they should be consulted in 
regard to the employment of released/retired military officers, in civil posts 
under the various Ministries/Divisions.           Accordingly, it has been decided that 
whenever   any   Ministry/Division,   or   any   authority   under   them   propose   to 
employ a released/retired military officer as a result of an application made 
to   them   direct   (and   not   through   the   Ministry   of   Defence)   the   Ministry   of 
Defence should be consulted by the Ministry/Division etc. concerned before 
such an officer is employed by them.              The Ministry of Home Affairs etc. are, 
therefore,     requested      kindly    to  bring   this   decision    to   the   notice    of  all 
concerned under them for their information and guidance. 

           [Authority.- Estt. Division O.M. No. 10/4/60-E.XIII, dated 3-6-1961]. 

Sl. No. 219 

           The Government of Pakistan have decided that:- 

           (i)       in filling ex-cadre posts, released/retired officers of the Armed 
                    Forces   should   be   preferred   to   candidates   from   the   open 
                    market, provided they possess the requisite educational and 
                    other qualifications and are otherwise suitable, and 

           (ii)      the  maximum        age    limit,  if  any,  may    be   relaxed     upto   a 
                    maximum of 10 years or the number of years an officer has 
                    actually served, whichever is less. 

----------------------- Page 386-----------------------

           2.   The   decision   is   brought   to   the   notice   of   all   Ministries,   Divisions 
with   the   request   that   all   concerned   under   them   may   be   informed   of   the 
decision for compliance. 

           [Authority.- Estt. Division O.M. No. 10/5/60-D.V., dated 6-11-1962]. 

Sl. No. 220 

           The question of employment of Armed Forces (non- commissioned) 
personnel  in  civil  posts  has  been  under  consideration  for  some  time  past 
and     it  has   now    been    decided     that   in  filling  civil  posts,  released/retired 
personnel of the Armed Forces should be preferred to candidates from the 
open   market,   provided   they   possess   the   requisite   educational   and   other 
qualifications and are otherwise suitable.               It has further been decided that 
the maximum age limit, if any, may be relaxed up to a maximum of 10 years 
or   the   number   of   years   a   person   has  actually   served   the   Armed   Forces, 
whichever is less. 

           2. It is requested that the above decisions may please be brought to 
the notice of all concerned, for compliance. 

           [Authority.- Estt. Division O.M. No. 10/2/60-D.V., dated 17-9-1964]. 

Sl. No. 221 

           Attention   of   the   Ministries/Divisions   is   invited   to   the   Establishment 
Division   O.M.   No.   10/5/60-D.V.,   dated   6th   November,   1962,   and   Memo. 
No.10/2/60-D.V, dated 17th September, 1964 and it is stated that in the light 
of the decisions contained therein provisions on the following lines may be 
made in the recruitment rules. 

           (i)       In case of ex-cadre Gazetted posts: 

                    "The     maximum        age   limit   will  be   relaxed    in  the   case    of 
                    released/   retired   officers   of   the   Armed   Forces   of   Pakistan 
                    upto a maximum of 10 years or by the number of years an 
                    officer  has  actually  served  the  Armed  Forces,  whichever  is 
                    less." 

----------------------- Page 387-----------------------

           (ii)     In case of non-Gazetted civil posts which are filled otherwise 
                    than by a competitive examination held by FPSC: 

                   "The     maximum       age    limit  will  be   relaxed    in  the   case   of 
                    released/ retired personnel of the Armed Forces of Pakistan 
                    upto  a  maximum of 10 years or by the 

                   number   of   years   a   person   has   served   the   Armed   Forces, 
                   whichever is less." 

           (iii)    In   case   of   both  ex-cadre   gazetted   posts   and   non-gazetted 
                    civil posts: 

                   Released/retired officers/personnel of the Armed Forces will 
                    be   preferred   to   candidates   from   the   open   market   provided 
                   they posses the requisite educational and other qualifications 
                   and are otherwise suitable. 

Note.-     For   the   purpose     (i)  above,   ex-cadre      posts   means      odd   jobs   or 
          isolated posts. 

           [Authority.- Estt. Division O.M. No. 5(1)/2/65-D.V., dated 10-3-1966]. 

Sl. No. 222 

           Employment of  Ex-servicemen in Government Departments against 
posts in Grade 1-4.- Attention is invited to the Government decision notified 
in 1962 to the effect that in filling ex-cadre posts, released/retired officers of 
the Armed Forces should be preferred to candidates from the open market 
provided they possess the requisite educational and other qualifications and 
are otherwise suitable.        Instructions were also issued in 1964 for according 
preference        to    released/retired       Armed       Forces      (Non-Commissioned) 
personnel   for   employment   in   civil  posts   over   candidates   from   the   open 
market   provided   they   possessed   the   educational   and   other   qualifications 
and   were   otherwise   suitable.      The   instructions   provide   that   the   maximum 

----------------------- Page 388-----------------------

age limit may be relaxed up to a maximum of 10 years or the number of 
years a person has actually served in the Armed Forces whichever is less. 
In   respect   of   Class   IV   jobs,   and   Class   III   posts   of   staff   car   drivers,   the 
instructions provide for reservation of 50% vacancies for ex-servicemen. 

          2.   The    Ministry   of  Defence      have    reported    that   despite    these 
instructions,   the   efforts   of   GHQ   to   provide   employment   for   the   maximum 
number of ex-servicemen have not achieved the desired result.                   The above 
instructions are brought to the notice of all Ministries/Divisions, the Attached 
Departments and the Subordinate Offices with the request that all appointing 
authorities should ensure strict observance of these instructions so that the 
maximum possible number of ex-servicemen are absorbed in civil posts. 

          3. There may also be vacancies both under the Federal Government 
and the Provincial Governments for which suitably qualified and experienced 
candidates from the open market may not be readily available.                    GHQ is of 
the   view   that   released/retired   Armed   Forces   personnel   who   are   not   only 
experienced, energetic, discipline and reliable but also dutiful and willing to 
work under abnormal conditions, can be suitably employed in the existing 
vacancies.      It   is,   therefore,   requested   that   vacancies   for   which   suitable 
departmental/direct       recruits   are   not   available   should   be   reported   to   the 
Ministry of Defence, Rawalpindi, so that GHQ may be asked to provide a 
panel of suitable ex-servicemen for selection by the appointing authorities. 

          4. The instructions in para 3 above do not apply to posts recruitment 
to   which   is   required   to   be   made,   under   the   relevant   rules,   through   the 
Federal   Public   Service   Commission.         All   vacancies   in   such   posts   should 
continue to be reported to the Commission.  The eligible ex-servicemen may 
apply direct to the Commission when the posts are advertised. However, the 
Ministries/Divisions and the various Departments under them some time do 
make ad hoc appointments against posts which are normally required to be 
filled   through     the    Federal     Public    Service     Commission,        subject    to 
replacement   by   the   Federal   Public   Service   Commission   nominees   and   in 
accordance with the instructions regarding ad hoc appointments issued by 
Establishment Division from time to time.            It is requested that particulars of 
vacancies 

----------------------- Page 389-----------------------

which are intended to be filled on ad hoc basis, by appointment of persons 
not    already    serving    in  the   Department,       may    also   be   communicated        to 
Ministry of Defence.        The ex-servicemen if appointed on ad hoc basis shall 
be subject to replacement by the F.P.S.C. nominees. 

           5. It is also requested that suitable instructions may be issued by the 
Ministries/Divisions          to     the      various       autonomous           bodies       and 
semi-autonomous bodies under them to employ ex-servicemen in as large a 
number   as   possible   and   for   this   purpose,   details   of   the   posts   and   the 
qualifications and experience required may be communicated to Ministry of 
Defence   so   that   names   of   suitable  ex-serving   officers   and   men   may   be 
communicated to them for selection. 

          [Authority.- Estt. Division O.M. No. 17/1/68-D.III, dated 18-10-1971]. 

Sl. No. 223 

           In   supersession   of   the   existing   practice   when   a   vacancy   occurs 
against the quota reserved for ex-servicemen, the demand for filling in such 
a    vacancy     should     be   placed    on    the   Pakistan     Armed     Services     Board 
Secretariat in the Ministry of Defence.  The P.A.S.B. Secretariat will meet the 
required demand from its own pool or its Provincial Directorate.                    In case an 
ex-serviceman         with  the   required     qualifications    etc.  is  not   available,    the 
P.A.S.B. Secretariat will inform the Department, who has placed the demand 
of the non-availability of such a person. 

          [Authority.- Estt. Division O.M. No. 14/l/76-D. III, dated 4-6-1976]. 

Sl. No. 224 

           Reference   Office   Memo   of   even   No.   dated   4th   June,   1976.         The 
demand for filling vacancies reserved for ex-servicemen should be placed 
on    the   Pakistan     Armed      Services     Board    Secretariat     in   the   Ministry   of 
Defence.        A    copy     of  the   Defence      Division    Office    Memo      No.    52/D. 
14(W)/1177/76, dated           30th    September, 1976 is enclosed (Annexure) for 
further guidance in the matter. 

          [Authority.- Estt. Division O.M. No. 14/l/76-D. III, dated 22-11-1976.] 

----------------------- Page 390-----------------------

                                   ANNEXURE 

          Copy    of  Government       of  Pakistan,    Ministry   of  Defence     (Defence 
Division),    Rawalpindi,      O.M.    No.   52/D-14     (W)/1177/76,      dated    the  30th 
September, 1976. 

          Reference       is  invited    to   the   Establishment       Division    O.M.No. 
14/1/76-D.III,      dated    the   14th    June     1976    under     which    demand       for 
re-employment of ex-servicemen are to be placed on the Pakistan Armed 
Services Board, Ministry of Defence, GHQ, Rawalpindi. The Board is in the 
process of instituting a system for providing suitable ex-servicemen for the 
required     jobs.    It   will  be   appreciated     that   to  meet     the   demand      for 
re-employment   of  ex-servicemen   at   least   one   month's   time   is   needed   to 
enable   the   Board   to   call   up   candidates   from   their   villages,   conduct   their 
interviews,     select   suitable    personnel     and    forward    their  names      to  the 
requisitioning   departments.       At   present   the   requisitioning   departments   are 
giving the Pakistan Armed Services Board only 3 to 4 days time within which 
all   these   formalities   are   to   be   completed.   It   is   well   nigh   impossible   to 
complete the required formalities within such a short time. 

          2. In case the demand is large it would always be available for the 
requisitioning   departments   to   contact   the   Pakistan   Armed   Services   Board 
and its subordinate offices at the Provincial/District level, seek their advice 
and chalk out a coordinated plan for the accomplishment of the task. 

          3. It is requested that the Federal Ministries/Divisions may kindly be 
advised to instruct the Departments/organizations under their control to allow 
a minimum period of one month to the Pakistan Armed Services Board for 
providing the names of suitable ex-servicemen for re-employment. 

Sl. No. 225 

          Reservation of 50% vacancies in Grades 1-3 and in Grade 4 of Staff 

----------------------- Page 391-----------------------

Car     Driver/Despatch        Rider.-   Reference       Establishment       Division    Office 
Memorandum   No.   25/86/52-SE   I,   dated   the   10th   November,   1953.               The 
decision contained in the Office Memorandum under reference has recently 
been reviewed by Government and it has now been decided that 50% of the 
vacancies in Class IV posts and the Class III posts of Staff Car Driver should 
be reserved for discharged, retired or demobilized Armed Forces personnel. 
 The remaining 50% vacancies should be treated as open to all.                      However, 
ex-armed       forces    personnel      may    compete      alongwith     others    for   these 
vacancies as well. 

           2. The Ministries/Divisions are requested to bring this decision to the 
notice of all concerned under them for their information and guidance. 

           [Authority.- Estt. Division O.M. No. 1/8/58-D.V., dated 19-10-1962]. 

Sl. No. 226 

           According to the existing instructions the vacancies reserved for ex- 
servicemen   should   not   be   filled   by   other   persons   unless   the   employing 
authority      obtains    a    certificate   from    the    Welfare     and     Rehabilitation 
Directorate,   General   Headquarters,   Rawalpindi   to   the   effect   that   suitable 
ex-servicemen are not available for employment. The vacancies in some of 
these grades are filled locally. 

           2. It has now been decided that if  ex-servicemen are not available 
locally the vacancies reserved for them may be filled by ex-servicemen from 
other regions. 

           [Authority.- Estt. Division O.M. No. 14/l/74-D.III, dated 23-12-1975]. 

Sl. No. 227 

           Despatch Rider.- In accordance with the instruction contained in the 
Establishment   Division   Office   Memorandum   No.   1/8/58-D.V.,   dated   19th 
October, 1962, 50% vacancies in Class IV posts and Class III posts of Staff 
Car Drivers were to be reserved for discharge, retired personnel of Armed 
Forces. 

----------------------- Page 392-----------------------

           2.   After   introduction   of   the   National   Pay   Scales,   such   posts   have 
been mentioned in terms of grades. 

           3. A question has arisen whether the posts of Despatch Riders (now 
in   Grade     4)  are   governed      by   the   instructions    contained     in  the   above 
mentioned circulares. 

           4. It is clarified for information of all the Ministries/Divisions that the 
posts of Despatch Riders in Grade 4 are governed by the above instructions 
as well as those contained in this Division circulares issued subsequently. 

           [Authority.- Estt. Division O.M. No. 14/4/75-D. III, dated 31-3-1976]. 

Sl. No. 228 

           Submission of returns in respect of employment of released/retired 
armed      forces     personnel.-     The    Ministries/Divisions       were    directed    vide 
Establishment   Division   Office   Memoranda   No.   1/18/58   D.V.,   dated   19th 
October,      1962,    No.   1/14/63-D.V.,      dated    28th   February,     1964,    and   No. 
1/14/63-D.V., dated 14th January, 1965 that 50% of the vacancies in Grades 
1   to   3   posts   and   the   posts   of   Staff   Car   Drivers   (in   Grade   4)   should   be 
reserved for discharge/ retired or demobilized armed forces personnel, and 
the procedure to be followed in this connection was described. 

           2.   The   Ministries/Divisions   are   requested   that   a   half   yearly   return 
relating to the main Ministry/Division, its Departments and offices giving the 
following   information   in   respect   of   grades   1   to   4   should   be   sent   to   the 
Establishment Division on 31st July and 31st January:- 

           (1)      Grade. 
           (2)      Total number of posts. 
           (3)      Total number of ex-servicemen in the grade. 
           (4)      Number      of   vacancies     occurred     during    the   preceding     six 
                   months. 
           (5)      Number of vacancies filled in. 
           (6)      Number of ex-servicemen employed during the preceding six 
                   months. 
           (7)      In   case    ex-servicemen         are   not   appointed      against     the 

----------------------- Page 393-----------------------

                    vacancies reserved for them, the reasons therefor. 

           [Authority.- Estt. Division O.M. No. 17/l/68-D. III, dated 9-5-1974 read with O.M. of even 

                    number dated 22-6-1974]. 

Sl. No. 229 

           It  has    been    observed      that   certain    Ministries/Divisions       are    not 
implementing   in   letter   and   spirit   the   instructions   issued   by   this   Division 
regarding   employment   of  ex-servicemen   on   50%   posts   in   Grades   1   to   4 
under   the   Federal   Government.          In   this   connection   attention   is   invited   to 
Establishment Division O.M. No. 17/l/68-D.                III, dated 9th May, 1974, (-) and 
subsequent        instructions     issued    vide    Establishment       Division    O.M.     Nos. 
17/1/68-D.         III,  dated      22-6-1974;        14-1-74-D.III,       dated      16-8-1974; 
14-1-73-D.III, dated 28-1-1975; 14-1-74-D.III, dated 23-12-1975; 14-1-76-D. 
 III, dated 4-6-1976; 14-1-76-D. III, dated 22-11-1976; 14-4-75-D. III, dated 
31-3-1976 and 14-1-73-D. III, dated 10-6-1977. 

           2. In this Division O.M.No.17-1-68-D. III, dated 22-6-1974 the returns 
in the prescribed form were required to be sent on half yearly basis so as to 
reach this Division by the 31st July and 31st January each year.  The returns 
should now be sent in the enclosed proforma in accordance with the already 
laid time-table. 

           3. The Ministries/Divisions are also requested to send a consolidated 
statement of these returns relating to the Division as a whole including the 
information relating to their Attached Departments and Subordinate Offices, 
etc.   by   the   due   date   as   mentioned   in   para   2   above,   with   a   copy   to   the 
Ministry of Defence. 

           [Authority.- Estt. Division O.M. No. 14/l/73-D.III, dated 19-9-1977]. 

Sl. No. 230 

           The   returns   received   in   the   Establishment   Division   show   that   ex- 
servicemen have not been employed in grades 1-4 posts to the extent of the 
reservation made for them. Ministries/Divisions are, therefore, requested to 
ensure that the posts reserved for ex-servicemen are filled by such persons 

----------------------- Page 394-----------------------

as   for   as   possible.   The   Departments/Offices   under   administrative   control 
may please be instructed accordingly. 

          [Authority.- Estt. Division O.M. No. 14/1/73-D.III, dated 29-5-1978]. 

Induction/re-employment of officers of 
Armed Forces of Pakistan in civil posts 

* 
 Sl. No. 231 

           *Note.- The instructions reproduced under this Serial Number may 

                    please   be   read   with   subsequent  amendments/clarifications 
                    reproduced   under   Sl.Nos.   220   &   222   -   225   Sl.Nos.   228   - 
                    233. 

           The question of institutionalising the induction and re-employment of 
officers   of   the   Armed   Forces   of   Pakistan   in   civil   posts   has   been   under 
consideration for sometime past. The President has now been pleased to 
decide that induction of officers of the Armed Forces of Pakistan and their 
re-employment,   as   the   case   may   be,   shall   be   regulated   by   the   following 
instructions:- 

                                         PART I 

           2.  Induction  of  young  officers  of  Armed  Forces  of  Pakistan  upto  8 
years commissioned service in civil posts shall be made in accordance with 
Part II. 

           3. Induction of officers of the rank of Major or equivalent who may 
retire  or  may  have  retired  on  completion  of  the  prescribed  age  or  service 
limit shall be made in accordance with Part III. 

           4. Re-employment of officers of the rank of Major or equivalent who 
may retire or may have retired before completion of the prescribed age or 
service   limit   and   of   retired   officers   of   the   rank   of   Lieutenant   Colonel   and 
above and equivalent shall be made in accordance with Part IV. 

----------------------- Page 395-----------------------

                                      PART II 

          5. Young officers of the Armed Forces upto 8 years of commissioned 
service will be eligible for induction in grade 17 on regular basis upto 10% of 
the annual direct recruitment vacancies in the specified occupational groups 
direct    recruitment    to  which    is  made    through     the  combined      competitive 
examination held by the FPSC annually. 

          6. Induction will be made through the High Powered Selection Board 
constituted by the President for the purpose. The High Powered Selection 
Board will also determine the Occupational Groups to which the officers are 
allocated. For this purpose, each Service Chief may be asked to recommend 
by the 30th June every year names of officers for induction in grade 17 in 
various     groups,     keeping     in  view    their   educational     qualifications    and 
experience.      For   each   vacancy,   a   panel   of   preferably   3   officers   may   be 
recommended.         The recommendations will be scrutinised by the Ministry of 
Defence before they are placed before the Board. 

          7.  Officers    inducted    in  various    groups    will  be   adjusted    against 
vacancies allocated to the Province or Provinces to which they belong. 

          8. The officers will be appointed on regular basis, and the probation 
period shall be deemed to have been waived.                 On appointment to the civil 
post, the officers will sever their connection with the Armed Forces. 

          9.   The   officers   will   receive   the   same   training   as   is   given   to   the 
probationers appointed on the results of the competitive examination held by 
the    FPSC      and    will  be   required     to  pass    completely      the   prescribed 
examinations during or on conclusion of the training.              Their promotion to the 
higher  grade  will  be  governed  by  normal  rules,  and  will  be  subject  to  the 
further    condition     that   they    have    completely      passed      the   prescribed 
examinations during or on conclusion of the training. 

          10.  The  inducted  officers  will  count  their  seniority  from  the  year  in 
which they are inducted, recruits of the same year retaining their seniority, 
inter se. They will be placed above the competitioners of the year with whom 
they receive the training. 

----------------------- Page 396-----------------------

           11. (a) The pay of the inducted officers in civil grade will be fixed on 
the basis of their pay in the substantive rank or temporary rank, if held for 
one year. 

           (b)   Service     rendered      in  Armed      Forces      will  count    towards      civil 
pension. 
                                         *PART III 

           12. The officers of the rank of Major and equivalent who may retire or 
may have retired on completion of the prescribed age or service limit will be 
eligible for induction in grade 18 on regular basis upto 10% of the annual 
vacancies   in   the   various   groups   and   cadres   in   that   grade,   as   may   be 
specified. 

           13.   Induction   will   be   made   through   the   High   Powered   Selection 
Board in accordance with the procedure laid down in para 6. 

           14. In selecting officers for induction, provincial quotas will be kept in 
view. 

           15.  The  inducted  officers  will  count  seniority  in  the  grade  in  which 
they are inducted from the date of their induction. 

           16. The pay of inducted officers will be fixed in the civil grade on the 
basis of their pay of the substantive rank or temporary rank, if held for one 
year. 

           17. The inducted officers will continue to draw their military pension 
but it shall be deducted from the civil pay.  In addition to the military pension, 
the   officers   will   be   entitled   to   a   civil   pension   on   their   retirement  from  civil 
employment if they have completed the prescribed qualifying service (i.e. 10 
years of minimum service).             They will be entitled to receive gratuity if they 
have rendered more than 5 years and less than 10 years of service in the 
civil post. 

* 
 Please see revised instructions vide Estt. Division O.M.No.1/19/80-IC.I, dated 4-12-1980. 

----------------------- Page 397-----------------------

                                   PART IV 

          18. Officers of the rank of Major/ equivalent who retire or may have 
retired before completion of the prescribed age or service limit and officers of 
the rank of Lieutenant Colonel and above and equivalent who may retire or 
may have retired either after completion of prescribed service or age limit or 
before such completion will be eligible for re-employment on contract for 3 to 
5 years, renewable upto the age of 60, upto the maximum of 10% of annual 
vacancies in various groups and cadres, as may be specified, on the terms 
and conditions mentioned hereinafter. 

          19.  Re-employment       will  be  made    in  grades   equivalent    to  their 
substantive rank, or temporary rank, if held for one year, in accordance with 
the   Army   rank-civil   grade   equivalence   formula   already   approved   by   the 
President.    However, the officers will be eligible for being considered for a 
subsequent contract in higher grade. 

          *[Re-employment  of  officers  may  be  considered for a higher grade 

either at the time of subsequent contract or after completing service of three 
years in the existing contract whichever is earlier]. 

          20.      Re-employment on contract basis will be made through the 
High Powered Selection Board which will also determine the group or cadre 
in which re-employment is to be made.           The procedure for selection will be 
the same as prescribed in para 6. 

          21. In selecting Officers for re-employment provincial quotas will be 
kept in view. 

          22. Re-employment on contract in various grades shall be made by 
the    authorities   competent     to  make     appointment     to  these    grades    in 
accordance with rule 6 of the Civil Servants (Appointment, Promotion and 
Transfer) Rules, 1973. 

          23. The re-employed officers will be eligible for such training as is 
given to their civilian counterparts. 

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           24. Re-employed officers will not have any seniority and will not be 
placed on the regular gradation list. 

* 
 Added vide Estt. Division O.M.No.1(25)/80-IC.I, dated 7.3.1982. 

           *[25.    Pay   of   the   retired   officers   of   the   Armed   Forces,   who   are 

re-employed in civil posts on contract in grades equal to the substantive rank 
or temporary rank, if held for one year, may be fixed at the minimum of the 
grade in which re-employment is made and full service pension should be 
paid in addition.       Service rendered on civil side shall not qualify for a second 
pension.] 

           26.   The   Armed   Forces   officers   re-employed   on   contract   shall   be 
liable to serve anywhere within or outside Pakistan, in any post under the 
Federal   Government   or   Provincial   Government   or   local   authorities,   or   a 
Corporation or body set up or established by such Government provided that 
nothing   contained   in   this   paragraph   shall   apply   to   an   officer   re-employed 
specifically to serve in a particular area or region and further provided that 
where such an officer is required to serve in a post other than the post in 
which he has been re-employed, his terms and conditions of service as to 
his pay shall not be less favourable than those to which he would have been 
entitled if he had not been so required to serve. 

                ** 
           27.   [         ]. 

           **[28.   In   case   no   orders   are   received   by   the   date   on   which   the 

contractual       period     expires    the   contract     shall    be   deemed       to  have     been 
terminated; unless otherwise ordered]. 

           29. The conduct of re-employed contract officer shall be regulated by 
rules     made,     or   deemed       to  have     been   made   or   instructions   issued,   by 
Government or a prescribed authority as for civil servants under section 15 
of the Civil Servants Act. 

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           30. A re-employed contract officer shall be liable to such disciplinary 
action and penalties in accordance with the rules made or deemed to have 
been made under section 16 of the Civil Servants Act, 1973. 

           31.   The   Armed   Forces   officer   re-employed   on   contract   shall   be 
governed by the leave rules contained in the Finance Division O.M. No. F. 
1(2)-Rev.       I/78,   dated     the   21st    September,        1978.     However,        provisions 
contained in para 3(ii) and (iii), 5, 6, 10, 11 and 17 shall not apply. 

* 
 Subs vide Estt.  Division O.M. No. 14/5/78-D.III, dated 5-5-1980. 

** 
 Omitted and added vide Estt. Division O.M.No. 1(3)/86/CP-6, dated 1-1-1987. 

           32. The leave at the credit on an officer shall be carried forward in 
case a contract is extended without any interruption. However, all leave at 
the credit of an officer shall lapse on the date of final expiry or termination of 
the contract. 

           33.   The   officer   will   be   entitled   to   T.A.   on   tour   and   transfer   and   to 
medical attendance and treatment on the scale applicable to civil servants of 
corresponding grade. 

           34. Where a right to prefer an appeal or apply of review in respect of 
any order relating to the terms and conditions of his service is provided to an 
officer   of   Armed   Forces   re-employed   on   contract   under   any   rules   made 
applicable       to  him    such     appeal     or   application     shall,   except     as   may     be 
otherwise prescribed, be made within thirty days or the date of such order. 

           35. Where no provision for appeal or review exists under the rules in 
respect of any order or class of orders, a re-employed officer aggrieved by 
any such order may, within thirty days of the communication to him of such 
order made a representation against 

it to the authority next above the authority which made the order. 

           36. The existing officers of the category mentioned in this part who 
have  already  been  appointed  on  contract  in  civil  posts  shall  be  eligible  to 
elect terms and conditions specified in this part.                   They shall be required to 
give their option either to elect their existing conditions of appointment or to 
elect the terms and conditions laid down in this part for the remaining period 

----------------------- Page 400-----------------------

of their contract.   The option shall be given within two months of the date of 
issue   of   this   O.M.   They   will   be   brought   on   the   terms   and   conditions   laid 
down in this part with effect from 23rd December, 1979, the date on which 
the President was pleased to approve the scheme.  Those who fail to submit 
their  option  by  the  prescribed  date  shall  be  deemed  to have elected their 
existing terms and conditions.  Option shall be final. 

                                     PART V 

          37.   Any   major   difficulties   in   implementing   these   decisions   will   be 
resolved by reference to a committee comprising Establishment Secretary, 
Finance Secretary and Law Secretary.            The reference will be made through 
the Establishment Division who will initially examine it and in case they are 
unable     to  remove     the  difficulty,  the  matter   will  be  placed    before   the 
Committee. 

          38.   This   Office   Memorandum   issued   with   the   concurrence   of   the 
Ministry of Finance. 

         [Authority.- Estt. Division O.M. No. 14/5/78-D. III, dated 10-2-1980]. 

Sl.No. 231-A 

           As per policy circulated vide Establishment Division’s O.M. 
  No. 14 (5)/78-D-III, dated 10-02-1980, as amended from time to time, 
       the retired officers of the Armed Forces are eligible for re- 
employment, on the recommendations of the DSOSB, against 10% of 
                    the annual vacancies, in the specified 
    Ministries/Divisions/Departments/service groups of the Federal 
      Government as per procedure/instructions outlined therein. 
 Separate Selection Boards are set up in the provincial governments 
 and in the corporations and autonomous/semi-autonomous bodies 
      to select suitable retired officers of the Armed Forces for re- 
        employment under these governments/corporations etc. 

2.       The     competent      authority   has    been    pleased     to  approve     the 

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