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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;
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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:
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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.
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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,
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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
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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
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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.
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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
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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
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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
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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.
----------------------- Page 398-----------------------
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.
----------------------- Page 399-----------------------
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 Monday, May 23, 2011
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