MANUAL ON CHANNEL OF SUBMISSION OF FILES AND FINAL LEVEL OF DISPOSAL OF CASES IN THE STAFF SELECTION COMMISSION INDEX S.No. Subject / Section Page number t Common Instruction 1-4 2 Establishment-I & II Section 5-1 5 General Section 4 Accounts Section 5 R&A Section _ 6 Library a 7 RTI Section 8 R&I Section 9 P&P-I and P&P-II Section 21-22 10 | C-1/1 & C-1/2 Section 23 11 | EDP Section 24 12 Question Bank 25 [13 | Ct Section 2 14 RHQ Section 29-30 15 | Hindi Anubhag 31-32 Annex-I_| Application for Casual Leave 33 [ | Application for Earned Leave 34 ion for Child Care Leave 35 nnex-IV | Procedure to be followed in Court Matter | 36-37The following procedure is to be followed by Officers in the Hars and Regional Offic of the Commission with regard to submission of Files, correspondence with other offices and disposal of Dak. (i) (ii) (iti) (iv) ) In all file notings, concerned Dealing Hand / Section Officer / Under Secretary originating the proposal, will indicate the channel of submission including the level of Competent Authority in respect of the said case below his noting in the following format : DH-SO-US-DS/Dir. /Secretary-cum-COE-Member-Chairman {as applicable). All Branch / Controlling Officers in Commission HQ and the Officer in charge of Regional Offices will forward leave applications, duly recommended, to the designated Nodal Officer viz Deputy Secretary(Adman.) direct on the same day by e-mail (only in the case of outstation ROs) on sscleaverecords@gmail.com by hand for appropriate action. All Senior Officers of the Commission and Regional Directors and Dy. Directors In charge of Sub-Regional Offices are advised not to recommend any request of the employees under their charge for deputation and applying for direct exams due to acute shortage of staff and inability of DoPRT to provide immediate substitute in case of their selection. Such request will not be entertained for the next three months from 1.1.2018 up to 31.3.2018. The position will be reviewed in the last week of March, 2018. In exceptional cases, the request will be considered by the Chairman, All dak addressed to the Chairman will continue to be sent by R@d Section to the Chairman's Office including letters marked with attention to other Officers. Important dak will be marked as Red Cornered letter with three levels of priority (PRIORITY - to be disposed off within a week, IMMEDIATE - to be disposed of within three days, and MOST IMMEDIATE / CRASH - to be disposed off on the same day or next day} Out of the important dak received in Chairman’s Office, the dak relating to implementation of Court Orders / Judgements will be marked by Chairman as Red Cornered Letter and sent Poge 2(wi) (vii) (wii) to the concerned Officers. Dak relating to Court Notices will be sent to Member, and those relating to CPGRAMS grievances and representations to Secretary-cum-COE, for marking as per RCL guidelines. These Red Cornered references will then be numbered only in Chairman's Office and sent to the concerned Officers for processing, RCL matters may be dealt with according to instructions /directions recorded therein. RCL Letters depending upon their sensitivity and importance, may be disposed of at the levels of Member / Secretary-cum-Cok / Director/ DS. A copy of the communication / final status w.r.t. RCL matters must be submitted to the Office of Chairman. All representations and CPGRAMS grievances will be disposed off at US level. If the US requires a higher level advice/ decision, being an unsettled policy matter / a contentious issue, he/she may seck approval of his/her superior authority before disposal, When a decision/direction has already been given by the Competent Authority on the document at dak stage, the direction may be followed on File and the decision may be communicated to the Competent Authority e.g. by endorsing the copy of reply sent to the candidate. The file need not be put up to the Competent Authority again, unless specifically asked for. When an information/advice is sought from other Offices, the first reminder may be sent at US level within 10 days of the first letter. If no response is received in next 10 days, a reminder may be sent at DS/Director level. Level may be raised further, if still no response is received. All inter-branch correspondence (i.e. correspondence between different units/ Officers of the Commission) may be sent at US level, unless it requires a higher level intervention, and the receiving Section must give its reply within three days. Poge2The following will be the channel of submission and level of final approval for common matters: 8. | Subject ‘Channel Level of final | | No. of approval Submission _ 1 | Parliament matters DH SO — US —| Chairman DS/DIR/SECY. - Member ~ Chairman 2 | COURT CASES (Details in Annex IV) Court Cases _ needing | DH - SO - US - DS /| Chairman Commission level decisions | DIR / SECY-cum-Cok- Member-Chairman Court cases in which a RD/DD decision has already been concerned taken by the Commission or (in cases routine cases. relating to Hars., e.g. Employees’ cases - Member} Court cases in which inputs are sought from Hars. DH -SO- US _ us 3 | CPGRAMS grievances/RTI__|DH—SO-US us applications (us may decide the higher level intervention, if required). Disposal of representations [DH - SO - US —|Secretary- 4. | from candidates/ Notices Secretary-cum-CoE | cum-CoE received from Advocates 5. | Red Cornered letters DH = SO - US -|To be received from Chairman DS/DIR/ — Secretary-| disposed at cum-Cok - Member -| appropriate Chairman level, with a copy endorsed to Chairman = = office 6. [References received from|DH - SO - US —| Chairman MPs/ = MLAs/ _ MLCs,|DS/DIR/ __Secretary- Ministers, PMO, President |cum-CoE - Member - Sectt., DOPTctc. Chairman 7. | Other VIP references DH - SO - US —| Member DS/DIR/ Secretary i | cum-CoB - Member poge 3progressive use of Hindi 8. | Subject Channel vel of final No. of approval | Submission a | 8 | Inter-Branch DH-SO-US us correspondence —_(between Sections / between Hars and Regional Offices) on routine matters, 9 |Secking and sending} DH- SO- US us | documents from/to Regional Offices on routine matters. | 10 |Seeking information from |DH-SO- US us other Organisations for Commission’s record or for information (e.g. A copy of MoU/ an old Circular). | 11 | Reminders DH - SO - US -| First reminder DS/DIR/ — Seeretary-|- at Under cum-CoE - Member | Secretary (as applicable) level. Second reminder — at higher level. 12 [References received from|DH — SO — US —|Chairman various Regional Offices of|DS/DIR/ — Secretary- | (File to be put SSC pertaining to revision of | cumm-CoE - Member -| up to result of candidates of | Chairman Chairman, various Examinations. who in tum will send the same direct to EDP who will retain a copy and send the file back to the concerned Confidential Section) 13 |Dak received direct at US) DH-SO-US US (He / She | level/ Section. should "bring it to the notice of higher authorities, depending | upon the sensitivity of the issue.) 14. | Quarterly Report on the DH-SO-US US Page 4(a) (i) (ii) (2) ) (i) call) (iv) (v) (vi) Il. ESTABLISHMENT AND VIGILANCE SECTIONS Training: On receipt of application/ intimation by DOP&T/ISTM/ete. oral consent of the Chairman will be obtained by DS (A)/US (A) before the reference is further processed on file All proposals for mandatory as well as optional trainings in ISTM including financial implications will be disposed of at the level of Member. ‘Trainings conducted by the Training Division like those under DFFT alongwith financial implications will be approved by the Chairman on file. Leave DS (Admn) has been nominated as Nodal Officer by the Commission for all kinds of Leave. In the absence of DS(A), DS (SA) will function as Nedal Officer. All Branch / Controlling Officers in Commission Hars will forward leave applications, duly recommended, to the designated Nodal Officer only by hand for appropriate action. Heads of Regional Offices must submit leave applications to the Nodal Officer only, by mail through e-mail at “sscleaverecords@gmail.com’ Formats for Applications for Leave have been suitably modified and are placed at Annex-I, Annex-Il, Annex-III. Leave applications must be submitted to the Nodal Officer well in time, duly recommended by their Branch Officer / Controlling Officer as required, prior to proceeding on leave, except in exigent circumstances. A consolidated list of Officers/Staff who have applied for leave, along with names of their Link Officer, will be prepared in the Office of the Nodal Officer. The list of officials who have applied for leave for the next day would be submitted by the Nodal Officer daily by 2 PM to Chairman /Member. Leave applications in respect of Officers at the level of US and above in the Commission Hqrs, and Heads of ROs will be put up to the Chairman by the Nodal Officer for sanction, and Chairman will sanction /reject leave on the application/file. (In the absence of Chairman, leave of such Officers will be put up to Member.) SO (Estt.I/II) will take further requisite action (like deduction of leave from leave accounts/ entry in Service Book) Poge s(vii) viii) (3) (i) Gi) (iii) i) (5) and issue consolidated leave sanction order on a fortnightly basis. The Leave sanctioned will be communicated to Regional Heads on the same day / next day by e-mail. It has also been decided that henceforth leave records / Service Books of the Heads of Regional / Sub Regional Officers will be maintained by Estt-II Section in SSC Hars. Leave in respect of Officials below US level will be sanctioned by their respective Branch Officers (USs) in the column provided for it in the leave application form and then forwarded to the Nodal Officer, for further necessary action, on the same day by 4 PM for further necessary action. Posting /Transfer Posting /Transfer of Officers/Officials may be done at the levels proposed below. Services of Staff Car Drivers posted in SSC (Hars] will be utilized in such a way that no SCD is required to work continuously for all seven days of the week It will be ensured that, except for their personal exigencies, at least two out of the three SCDs are present in office on all working days. Forwarding of applications for Deputation / Direct Recruitment Senior Officers of the Commission and Heads of Regional Offices are advised not to recommend request of any employee under their charge for deputation and for direct exams, during the period from 1/1/2018 to 31/3/2018, due to acute shortage of staff and inability of DoP&T to provide immediate substitute in case of their selection. Such request will not be entertained in the next three months (from 1/1/2018 to 31/3/2018). The position will be reviewed in the last week of March, 2018. However, in exceptional cases, the request will be considered by the Chairman. Biometric attendance report will be put up, on I* and 16 of every month and next day in case of holiday, to the Chairman for perusal. PagesThe level of approval in respect of Establishment matters is given in the following table ; % | Subject Level of | Channel Level of final Officers/ of Approval Officials Submission _| | | Training All Mandatory | All cases DH - US-DS|Memb | Under | | Training by ISTM -Member er prior Chairman intimatio | All Optional nto ‘Trainings by ISTM | All cases DH - US - DS Chairman -Member Member | by DS(A) ‘Trainings by | aes Training Division DH-US=-DS | Chairman under DFFT etc. - Member = Chairman 7 | Leave i US DEO-SO-DS| Sanction to be and above | - issued by the Estt Casual Leave / RH /| and RDs| Chairman Section on receiving EL/ HPL / and DDs the approval of Commuted in-charge Chairman on the Leave/CCL of ROs applications/ files. ii Section Officers DEO-SO-DS_| To be sanctioned by the Nodal Officer i.e. DS A), on the recommendations of the Controlling Officers on the applications. (Under prior intimation’ to iii, Below Chairman by DS/A) SOs DEO-SO-DS Sanction Order to |be issued by the | Estt. Section on receiving sanction of the respective Branch ii. Special Casual Officers/USs on the Leave/ iv. All| DH-S0-US- | applications. Unauthorised employees _|DS-Member Poge?| Subject [Level of | Channel Level of final Officers; of Approval | Officiais __| submission c absence / Dies non Member (Under prior intimation to Chairman). * | Posting / Transfer | i. Group A | DH-SO-US- Chairman and Ds- Group B| Member- Gazetted | Chairman Ds(a) in ii, Group B|DH-SO-US-DS | consultation with Non- | Chairman gazetted / Group © (other than MTs) DH-SO-US-DS | DS(A) ii. Group C Allnter-office (MTS) Posting / transfers DH-SO-US- Ds- Chairman Member- ____| Chairman _| * | Request for i, ALL No deputation Deputation / Direct | Officers application to be Recruitment and DH-SO-US-DS | entertained upto Officials 31.3.2018. of SSC(HQ) Exceptional cases: & Chairman Regional Offices * |All Disciplinary Initiation: Cases : Appeals DH-SO-US- | Cadre Controlling a. Group | DS- Authority through a Member- Chairman Chairman Chairman b. All | DH-So-us- Disciplinar | DS- a _ fey Member- Poge #final & | Subject Level of | Channel Level of Officers/ | of Approval [Officials | Submission _ Proceeding | Chairman s-Gp. ‘BY Chairman DH-SO-US- c al |Ds- Disciplinar | Member- y Chairman Proceeding s- Gr. Chairman (csss/cs CS Cadre) DH-So-us- d. All DS Disciplinar | Member- y Chairman Proceeding s-Gr. ‘B’ & ‘C’ post for which SSC is Cadre Controlling Authority Cadre Controlling lit, Impositi Authority through on of Chairman penalties ES DH- 80/US/DS/ a. Major | Member Penalty Cadre Controlling (Assistant Authority through Section Chairman Officers and Above) Chairman DH-SO-us- b. Major | DS- Penalty Member- ( SSA | Chairman /JSA) Chairman (only DH-SO-US- | ‘Censure’ ¢. Major | DS- Others- Cadre Penalty | Member - Controlling (MTS/SCD | Chairman Authority through ) Chairman Paged& | Subject Level of | Channel Level of final Officers/ | of Approval =. Officials _| Submission — Mt DH-SO-US — | 4. Minor | Ds - Chairman Penalty | Member - (Section | Chairman Officers without Gr ‘A Status) ¢. Minor | DH-S0-US- Penalty —_ | DS- (ASO and | Member- below) | Chairman * | Transaction of Group A (DS | DH-S0-US- | Chairman movable / and above| | DS- Immovable property | /RDs of ROs | Member- Intimation under Chairman Conduct Rules (Rule |Group A Member 18) (below DS) | DH-SO-US- & Group B_ | DS-Member Group € DS|Admn.) DH-SO-US-DS 7 /Grant of Advance [LTC DH-SO-US US (Esit.)(as HoO) TA on Tour/ | DH-SO-US US (Bstt.) (as Ho) Transfer HBA DH-SO-US- [Member (as per = DS-Member _| delegated power) | GPF Withdrawal Member Advarices Member where previous advance is outstanding Advances US (Estt.)(as HoO) where no previous DH-US. advance is : L outstanding ‘ Page 10Chairman & | Subject [Level of | Channel Level of final : Officers/ | of Approval Officials - ° | Medical Advance / Member as Reimbursement delegated ™ | Probity, Submission DH-S0-US- | Chairman of monthly report, Ds- Member- ___ | Chairman _ "Pension Cases All DH-S0-US US "Amendment of RRs | All DH-SO-US- Chairman — (béfore Ds- forwarding to DoPT) Member- | 7 Chairman |" | Grant of MACP All cases|DH-SO-US- | Chairman as Cadre where SSC | DS- Controlling is the | Member- Authority Appointing | Chairman ____| Authority "| Promotion Cases | All DH-SO-US- [AS per Ds- RRs/Chairman | Member- _ Chairman | 5 | Appointments All DH-S0-US- | Chairman Ds- Member- Chairman_ r 1 Increment All | DH-SO-us US as H.0.0. " Honorarium All DH-SO-US-—_| Chairman DS- Member- = Ht Chairman | Creation of post: All DH-SO-US- [Chairman (belore Revival of Posts DSs- forwarding to DOPT) Member- : __| Chairman 7 TNOG/ All ‘DH-SO-US HoO (after vigilance Permission for clearance by CVO) passport =o arco >) APAR reporting] All AS per extant order reviewing/accepting appeals = | 77] Biometric All DH-SO-US- | Bi-monthly on the attendance Ds- 1 and 16% of every Member- month,Il. GENERAL SECTION & | Subject Channel of Level of final | submission approval / Approval of draft Notice|DH-SO-US— | Member Inviting Tender for award of | DS (G)-Member | (for contract value contract/AMC for CCTVs, of Rs. Ten Lakh Computer, ROs, ‘Fire and below). Extinguishers, Intercom, Dry Cleaning, House Keeping Networking of internet, Air Conditioners, Potted plants, DH-SO-US- | Chairman Cut flowers, Hiring of DLY | DS (G)-Member- | (above the Taxi for HQ, Waste Material, | Chairman contract value of photocopier machine, hiring of Rs. Ten Lakh) IT related man power, hiring of scrvice providers for computer based cxamination mode, ete. ? | Constitution of Technical cum | DH-SO-US- | Member Financial Committee for | DS (G)- Member _| (for contract value evaluation of Bids, acceptance of Rs. Ten Lakh of report of the Tech.-cum- and below) Financial Evaluation Committee in r/o award of|DH-SO-US- | Chairman contract/AMC for —_ items | DS (G) - Member- | (above the mentioned at S.No. 1{i) above. | Chairman contract value of Rs. Ten Lakh}. > | Final award of contract/AMC | DH-SO-US— | Member to the vendor, in r/o all|DS(G)-Member | (for contract value contracts/AMC, __ extension/ of Rs. Ten Lakh retendering of all types of and below). contracts/ AMC. DH-SO-uS- | Chairman DS (G) —- Member- | (above the Chairman contract value of Rs, Ten Lakh). * ‘Approval for constitution of|DH-SO-US- | Chairman Local Purchase Committee of | DS (G) - Member- | the Commission —_ __| Chairman * Booking of air tickets, DH-SO-US— [DS (G) (for value purchase of office _ bags, | DS (G) of Rs. twenty five hospitality grant, arrangement thousand and of’ farewell/ official] | below) Page 12