Appendix II

							                                                                             Appendix II

          DIRECT RECRUITMENT PROCEDURE FOR GROUP C & D
                      CIVILIAN POSTS IN ARMY

Introduction

1.      In pursuance of discussions held in the Army HQ JCM III Level, a Standing
Operating Procedure (SOP) has been compiled by MP-4(Civ) based on the existing
instructions of DOP&T and MOD and circulated to all Controlling Line Dtes for
implementation. The broad features of the SOP are given in succeeding paragraphs. It
may, however, be noted that this SOP is to be considered merely as guidelines only and
therefore, the same will not be quoted as an authority, for which the relevant Govt
orders/instructions are only to be insisted upon.

2.      Recruitment is a very important and ongoing personnel function as availability of
staff possessing high degree of competence, devotion and absolute integrity is an
imperative requirement for effective functioning of an organisation.              Further,
Government being a model employer, it is absolutely essential that the selection process
adopted should, in addition to ensuring that most deserving candidates get selected, not
only be fair, objective and transparent but also appear clearly to be so. Therefore,
officers and staff in charge of recruitment are duty bound to strictly adhere to the rules
and procedure on the subject and clearly record the steps followed by them and the
rationale for the decisions taken at every stage.

                           Broad Steps/Stages of Recruitment

Calculation of vacancies

3.      Recruitment action is required to be taken to fill up vacancies, arising/likely to
arise during a recruitment year, which is for a period of one year from Jan to 31 Dec. The
vacancies existing at any point of time is the difference between the number of posts
authorized on the PE/specific Govt sanction, and the number of employees held on
strength in that grade. Vacancies arising due to following occurrences are to be taken into
account :-

       (a)     Newly sanctioned posts on the cadre are to be added to authorized
       establishment.

       (b)     Vacancies, if any, that have arisen due to death/promotions/ retirement
       (either by way of superannuation/ voluntary) etc. are also to be reckoned.

       (c)     Number of vacancies likely to arise due to superannuation and promotions
       during the recruitment year is to be added to the existing vacancies.
       (d)    Any restrictions imposed by the Govt of India on restricting the No of
       vacancies to be filled should be calculated and applied to the vacancies.




Reservation

4.     After calculating total number of vacancies, number of reservations for
SC/ST/OBC/Physically handicapped and Ex-servicemen are to be ascertained with the
help of Reservation Roster i.e. Post based roster for SC/ST/OBC. 5% of the annual
vacancies for direct recruitment in Group ‘C’ and ‘D’ posts is to be worked out and
earmarked for compassionate employment to dependents of deceased employees.

5.     After filling up of vacancies in Ex-Servicemen & Physically Handicapped
Category vacancies meant for SC/ST candidates selected in the ‘Special Recruitment
Drive’ (SRD) may be absorbed against quota for SC/ST only on availability of SC/ST
vacancies, as per post based roster.

6.       Two out of every three vacancies in Group D posts are to be utilized for
regularization of casual labourers having temporary status as per their seniority and one
vacancy is to be filled by direct recruitment. If no such person is available, all posts are
to be filled by direct recruitment.

Notification of Vacancies

7.       The vacancies for UR, OBC and balance vacancies, if any, for SC/ST candidates
(after absorbing Special Recruitment Drive candidates & casual labourers in respect of
Group D vacancies and after filling up the vacancies for industrial category through
deputation) be notified to Employment Exchange after obtaining Non Availability
Certificate from AG/MP-4 (Civ)(b) and the recruitment notice with details of reservations
is to be displayed on the Notice Board placed outside the Gate of the Unit/Estts. In
addition to notifying vacancies to Employment Exchanges, Recruitment Notice will be
got published in the Employment News/Rojgar Samachar alongwith local newspapers
through the Directorate of Visual Publicity and Advertising, New Delhi and may also be
announced in the Radio/TV as per availability of funds. The advertisement should
mention only the essential qualification and/or desirable qualification as prescribed in the
Recruitment Rule of the post. The advertisement issued must give all essential details viz.
name and probable number of posts with distribution of reserved categories ('No. of posts
likely to change' shall be mentioned invariably), pay scale, likely areas of employment,
all India service liability or otherwise, minimum educational qualifications etc., age limit
etc. last date of receipt of completed application form, location of test centre(s), syllabus
for written test and format for application. It will also be made clear that 'merely
fulfilling the basic selection criterion does not automatically entitle a person to be called
for test/interview'. No extra weightage should be given for additional/extra/higher
qualification for recruitment and therefore, no such indications should be mentioned in
the advertisement. In addition to names sponsored by Employment Exchanges,
candidates applying in response to advertisement in the Newpapers/Rozgar Samachar are
also to be considered. At least three weeks time should be allowed to the candidates
between publication of advertisement and last date of submission of application.
Prescribed application format alongwith details of reservations are to be published in the
advertisement. Selling of application format published by the Unit/Est authorities, is
prohibited.


Constitution of Selection Boards

8.      For assessing the suitability of the applicants and also determining their
comparative merit for employment against the post, a selection board is to be constituted.
The Selection Board is to be constituted under an officer junior in rank to the appointing
authority/delegated appointing authority, but otherwise sufficiently senior in chain of
command, for selection of candidates for appointment. One member belonging to
SC/ST/OBC and one member belonging to minority community is essential if the
selection is for more than 10 posts. There should be lady member on the Board if none of
the representative of SC/ST/OBC and minority community is a lady. For the sake of
transparency and fairness in the selection, one member of the Board should be from
another unit of different Corps/Arms/Services (The rest of the members should be
detailed by the concerned Command HQ).

                                  Selection Procedure

Scrutinising for Eligibility

9.      The eligibility of the candidates is to be reckoned strictly in accordance with the
Recruitment Rules for the post. Neither any relaxation in the essential qualification is
permissible nor any additional qualification need be fixed other than those mentioned as
Desirable Qualifications in the Recruitment Rules. The SC/ST/OBC candidates who
apply against unreserved post are not to be given age and other concessions meant for
SC/ST/OBC. Similarly, SC/ST/OBC selected on merit vis-a-vis the general candidates
are not to be counted towards SC/ST/OBC quota.

10.     All applications are to be scrutinised in terms of upper age limit, minimum
qualification and minimum essential experience prescribed in the Recruitment Rules.
Applications not fulfilling any of the criteria would be rejected out-right.

11.     To reduce the number of candidates for one category of post for written
examination, screening of application on the basis of percentage of marks obtained in the
examination for essential qualification, may be carried out. However, a mention to that
effect should have been given in the advertisement. A bench-mark percentage may be
fixed depending on the number of applicants. No weightage can be given for additional
qualification other than the prescribed in the Recruitment Rules. All candidates meeting
the bench-mark are to be allowed to appear in the written examination. No Screening of
application is required in case of physical test wherever required. Call letters for written
examination/physical test should be issued at least three weeks before the date of
examination/test. In the call letters the date, time and venue of examination should be
clearly spelt out.



Written Examination

12.     Common written test for similar essential qualification will be conducted for all
candidates. All eligible applications will be allotted roll numbers without considering the
category (SC/ST/OBC/UR) of candidates. Written test should be held in three or more
shifts per day in case of large number of candidates. Different sets of question papers for
written test should be prepared for different shifts/days of the test. However, it should be
seen that the standard of question paper should be appropriate to the duties/job
requirements of the post(s) concerned and should be uniform. The Board shall set up
question papers/scheme for practical tests commensurate with the qualifications
prescribed in recruitment Rules. It should also lay down an objective scheme of
evaluating results and award of marks. Separate marks should be allotted in written,
practical/physical test and interview in the ratio of 40:40:20. Typing test/stenography for
the post of LDC/Stenographer should be qualifying in nature and no separate marks will
be allotted to it. Those of such candidates who qualify in the typing test/stenography
should only be called for the interview. In that case the written test and interview should
be allotted marks in the ratio of 80:20. Secrecy should be maintained while setting,
printing/cyclostyling, sealing and custody of Question cum Answer Sheet. Candidates
should be asked to fill up only their roll number and not their name in the Question-Cum-
Answer Sheet. A separate sheet containing name and roll number of candidates should
be prepared in triplicate and candidates signature should be taken against their name.
The Question-Cum-Answer paper should be bilingual (both in Hindi & English version).
The number of candidates to be called for interview may be restricted to 10 times of
number of vacancies.         However, for this purpose necessary indication in the
advertisement issued may invariably be ensured.

Preparation of Merit List

13.     A consolidated list of candidates indicating the details of marks obtained by them
at various stages like written test, practical test, interview, need to be arrived at and
authenticated by all board members.



Preparation of Select Panel

14.    Selection Board is to include the names of recommended candidates, equal to the
number of vacancies notified for each category i.e. Gen/SC/ST/OBC, Ex-servicemen and
Physically Handicapped. The steps to be followed are: -
       (a)    Select List for Ex-serviceman and PH - Since reservation for these
       categories is to operate horizontally, candidates to the extent of available
       vacancies are to be selected first in order of merit.

       (b)     Super impose those selected in 1 above against respective reserved quota
       for SC/ST/OBC. Every ex-serviceman/PH has to be adjusted against the quota of
       his actual caste e.g. SC, ST or OBC and the respective quota to be adjusted
       accordingly.
       (c)     Prepare select list for General vacancies in order of merit, excluding those
       reserve candidates, who have availed any relaxation/concession on account of
       caste/community. There are two principles:-

               (i)    SC/ST/OBC candidate have a right to compete against general
               candidates against open vacancies and;

               (ii)   For this purpose any SC/ST/OBC candidate availing any form of
               concession or relaxation due to caste consideration would be deemed to be
               unavailable.

       (d)    Select candidates (including those excluded in (c) above) belonging to
       reserve categories to the extent of vacancies available in order of merit from the
       combined list. We may go up to the bottom of the list to get enough number of
       candidates but all general category candidates will be excluded.

Promulgation of Select Panel

15.    Approval of Board Proceedings – The proceedings of the Selection Board,
duly signed and complete in every respects including all the documents, to be put up to
the appointing authority for approval.

16.    Publication of Select Panel – A select panel containing names of candidates
recommended for appointment and approved by the appointing authority, is to be
displayed on the notice board of Unit/Estt. The selected candidates are also to be
intimated about their selection. A copy of the select panel is to be sent to the
employment exchange also.




Verification of Antecedents

17.     No candidate should be appointed in any Army Estt even on casual basis without
prior verification of character and antecedents. District authorities are to be approached
for detailed verification of character and antecedents as per prescribed procedure.
Similarly, special verification through Intelligence Bureau in case of sensitive posts is
also pre-requisite.

Medical Examination

18.     The selected candidates are to be referred/asked to get his/her medical
examination done from the competent/prescribed authorities as per existing rules. For
male candidates, Civil Surgeon/DMO/equivalent medical officer is the competent
authority. For female candidates Asstt Surgeon Grade I (Lady Officer) or RMP (Lady) is
the competent authority. When a candidate is required to produce a medical certificate
from Govt Medical Officer, the Head of Office should make a written request to the
Medical officer giving full particulars of the candidate. Selected candidates to be
referred/asked to get his medical examination done from the prescribed medical
authority.

Offer of Appointment

19.     After getting the character and antecedents verified, an offer of appointment is to
be issued to selected candidates. An offer of appointment should spell out that the
appointment is provisional and purely on temporary basis and subject to verification of
certificates produced in favour of the candidature. If subsequent verification proves any
of the certificates to be false, the appointment would be terminated forthwith. Conditions
of probation including probationary period of 2 years should be written in the offer of
appointment. The candidate is required to produce certificate of medical fitness from
prescribed medical authority. Selected candidates(s) should be warned in the offer of
appointment that the candidate(s) will disqualify for Govt Service in case he or she has
more than one spouse living. Condition of All India transfer liability should be inserted
in the offer of appointment. The last date for reporting for duty failing which offer will
stand terminated should be mentioned in the offer of appointment.

Post Appointment Formalities

20.     On reporting of the candidate for duty, the authorities concerned must prima-facie
verify the identity, certificates of education nal qualification, proof of age, caste
certificate, medical certificate etc. The Head of Office should, thereafter, administer oath
of allegiance to the Constitution of India in the prescribed format and oath of secrecy as
required under Official Secrets Act. The establishment should publish DO Part-II Order
taking the selected candidate on strength and post him/her to his/her section. A Service
Book should be opened for the individual in the prescribed format. Caste certificate
should refer a copy of these certificates to the issuing authorities for verification within a
period of one year.

                                 IMPORTANT POINTS

(1)     No weightage is to be given for any additional higher qualification other than as
prescribed in Recruitment Rules.
(2)    In the Selection Committee/Board, an officer from SC/ST community be included
in terms of G of I, DP & AR OM No. 27/4(iii)/70-Estt (SCT) dated 02 Sep 1970 and No.
16/1/74-Estt(SCT) dated 23 May 1975.
(3)   A member from minority community i.e. Muslims/Christian, as the case may be,
nominated as member in the Committee/Board in terms of GOI DOP&T OM No. F
39016/6(S)/87-Estt dated 10 Jun 1987.
(4)     Selection Committee/Board should evolve a rational system for assessing
suitability of the candidate for selection. For example a candidate for LDC should not be
subjected to weight lifting test or so. As far as possible the test/interview should be
within the requirement of the job for which the candidate has been called.
(5)   Newly sanctioned post which is to be added should be duly supported by specific
Govt Letters or sanctions.
(6)     The number of slots likely to be vacated due to individuals getting promoted to
the higher grade during the year, is to be estimated correctly.
(7)    The share of vacancies to be filled in that recruitment year, excluding quota for
other methods like promotion, transfer, etc prescribed in Recruitment Rules, need to be
worked out.

(8)    Up to 5% of vacancies in Group 'C' & 'D' categories can be filled up by
meritorious sports persons. However they will be included in the reservation roster of
SC/ST/OBC/UR against the vacancies falling in the category to which they belong.

                                          ****