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MASTER CIRCULAR 68 SELECTION Gr. C to B

August 7, 2011

 GOVERNMENT OF INDIA
 MINISTRY OF RAILWAYS
( RAILWAY BOARD)

MASTER CIRCULAR  ON 
INSTRUCTIONS GOVERNING PROMOTION
FROM GROUP ‘C’ TO GROUP ‘B’  

NO. E (GP) 2007/2/25                                        New Delhi, dt. 30-03-2007

The General Manager,
All Indian Railways & Production Units etc.

Sub:  Consolidated instructions governing promotion from
Group ‘C’ to Group ‘B’

At present the orders relating to promotion from Group ‘C’ (Non-
Gazetted) to Group ‘B’ (Gazetted) posts in various Departments of Indian
Railways are contained in the Recruitment Rules for the concerned
Departments, Chapter-II – Section ‘A’ of the Indian Railway Establishment
Manual (IREM) Vol. I and in a number of Orders/circulars issued by the
Board from time to time. The question of consolidation of the
orders/circulars has been under the consideration of the Ministry of
Railways (Railway Board) and accordingly these consolidated instructions
are issued for the information and guidance of all  concerned.  While
referring to this Circular, the original letter referred to therein should be
read for proper appreciation and in case of doubt, the original letter should
be relied upon as authority.

2. Since only the important instructions on the subject have been
included in this Master Circular, some instructions might not have found
place herein.  Instruction contained in circulars not included in the Master
Circular, should not be deemed to have been superceded simply because
of their non-inclusion.

(V. VAIDEHI)
DIRECTOR/ESTT. (GP)
RAILWAY BOARD

 METHOD OF FILLING UP THE VACANCIES IN GROUP ‘B’

1.1 The vacancies in Group ‘B’ posts are filled by  promotion on the
basis of Selection of eligible Group ‘C’ employees and also on the basis of
Limited Departmental Competitive Examination (LDCE), where applicable.
Where the scheme of LDCE is in force, selection is held to fill 70% of the
vacancies and LDCE is held to fill the remaining 30% of the vacancies.

(Para 201.1 of IREM and No.E(GP)92/2/93 dated 3/11/1992)

1.2. The scheme of LDCE for the promotion from Group ‘C’ to Group ‘B’
is in force in the following Departments:

Civil Engineering
Electrical Engineering
S&T Engineering
Mechanical Engineering
Traffic (Transportation & Commercial)
Accounts
Personnel
Stores
(No.E(GP)76/2/96 dated 3.6.1977
E(GP)76/2/96 dated 3.8.1977
E(GP)86/2/61 dated 10/1/1990)

2.    UNIFIED SELECTIONS WITHIN A DEPARTMENT

2.1 A unified Selection should be held for the Group ‘B’ posts in the
different branches within a Department and one panel should be drawn for
the department as a whole.  The staff of the drawing office will be clubbed
with the workshop stream.  The Group ‘B’ posts of Chief Yard Master,
Assistant Traffic Manager, Area Officer and Station Supdt. Should be
treated as posts of Operating Branch.
(E(GP)82/2/120 dt.25.1.1983)

2.2   In the T (T&C) and Mechanical Departments, separate selections for
the Group ‘B’ posts in each of the following streams were introduced in
1983/1991 respectively:-

Mechanical Engineering Depatt.  Traffic (T&C) Deptt.
1. Carriage & Wagon   1. Commercial
2. Loco (Open Line)    2. Operating
3. Workshops

However, for selections initiated after 31.1.2006 unified selections
are to be held in these two departments also.

(No.E(GP)/79/2/130 dt.16.9.81
No. E(GP)2002/2/88 dated 31/1/2006)
Clarifications in respect of stream-wise selections initiated before
issue of Board’s orders dated 31.1.2006

2.3 Selections to different streams within a Department are to be
finalized simultaneously to the extent as may be administratively possible,
with a view to safeguard the interests of the officers who are selected to
Group ‘B’ posts in the different streams, in matters of seniority for
promotion to Group ‘A’/Junior scale and to Senior Scale (adhoc).
E(GP)82/2/120 dated 24.12.1983

2.4 Selection for promotion to Group ‘B’ posts in the different streams
of Mechanical Engineering and Transportation (T&C) departments should
be held simultaneously as far as possible.  For drawing the seniority of the
Group ‘B’ officers empanelled stream wise for their absorption in Group ‘A’
service/for their adhoc promotion to Sr.Scale, following principles should
be followed:

a) where appointments to Group ‘B’ are made on different dates,
the date of appointment, which will govern the extent of non-
fortuitous service, will form the basis for determining the
combined seniority.

b) If appointment to Group ‘B’ posts, in the different streams are
made from one and the same date, the seniority of such Group
‘B’ officers for purposes of further advancement would be
determined on the basis of their relative seniority in Group ‘C’,
without disturbing the inter-se seniority of the officers of each
stream.

E(GP)84/1/7 dated 22.9.1984

3. Frequency of holding Selection/Limited Departmental
Competitive Examination

3.1 Selections including LDCE for promotion to Group ‘B’ posts, should
be held once every two years.  Where due to unforeseen developments,
such as creation of new posts, upgradation etc. the panel gets exhausted
and the biennial selection is away by more than 6 months, a fresh
selection may be held. The need for conducting such selections should,
however, be rare and due care should be taken in working out the
vacancies for the normal biennial selection.  The entire process of   3
selection from assessment of vacancies to publishing the panel should be
completed, as far as possible, within a period of 4 months.
(Para 201.2 of IREM &
No.E(GP)78/2/101 dated 23.1.79)

3.2    To ensure that selections are held biannually without fail, the work
should be spread out evenly so as to cover half of the departments in the
first year and the rest of the departments in the following year and the
cycle repeated. The various processes connected with the selections
should be commenced adequately in advance, so that  the schedule for
holding the selection is not disturbed.  For this purpose, a suitable
calendar may be drawn depending on the position on each Railway and
the work monitored closely to ensure that the schedule is not tripped.  The
work in this regard should be reviewed periodically at the level of CPO.
Ad-hoc arrangements in Group ‘B’ should normally not be resorted to.
(No.E(GP)87/2/72 dated 11.1.1988)

3.3 LDCE, for filling up the vacancies for LDCE in  the various
Departments, will be held in the same year in which the 70% selection is
held in that Department.  In sequence, the LDCE should follow the
corresponding selection.

3.4 The notice for LDCE should be issued along with the notice issued
for the 70% selection, with the indication that the dates for the LDCE
would be announced later.

3.5 The date for determining eligibility to be fixed for the LDCE should
be the same as the one fixed for the 70% Selection.

3.6 The number of vacancies to be filled on the basis of
Selection/LDCE should be mentioned in the notice for the information of
the employees.

3.7 Where due to disputes in courts of Law, the LDCE corresponding to
the selection, which has been held, cannot be processed, special efforts
should be made to get the case decided before next  selection becomes
due.

3.8 Where the Court case involves time and before it is likely to be
decided, subsequent selection becomes due and is administratively
necessary, a proposal should be sent to Board’s office with personal
approval of the General Manager who will, before approving of the
proposal, review the position of the court case and satisfy himself that all   4
possible steps had been taken by the Administration to bring about an
early finalization of the case in the court.
(No.E(GP)76/2/96 dated 3.6.1977
E(GP)79/2/101 dated 18.6.1985)

4.  COMPOSITION OF SELECTION COMMITTEE

4.1 Selection Committee will be constituted under the orders of the
General Manager for the purpose of making recommendations to him in
respect of Group ‘C’ staff considered suitable for promotion to Group ‘B’.
(Para 202.1 of IREM)

4.2    The Selection Committee should consist of 3 Heads of Department
including the Chief Personnel Officer and the Head  of the Department
concerned or as has been provided for in the relevant Recruitment Rules.
The Senior Deputy General Manager or the CVO of the Vigilance
organizations should not be nominated to serve on the Committee. If none
of the officers constituting the Departmental Promotion Committee
belongs to either Scheduled Caste or Scheduled Tribe, a fourth officer
belonging to Scheduled Caste or Scheduled Tribe holding the rank not
lower than the Junior Administrative Grade may be nominated.
(Para 202.1 of IREM)

4.3 SDGM may be nominated on the Selection Committee for promotion
to higher-grade posts in the branches under his direct control.  In
Production Units where there is no post of SDGM, the HOD nominated to
function as Chief Vigilance Officer, will also similarly be associated with
Selection Committees for selection of employees for promotion to higher
grades in departments under his direct control.
(No.E(GP)79/2/40 dated 1.9.1979)

4.4 In cases where no SC/ST is available within the Department/Railway
itself, efforts should be made to find one SC/ST officer of appropriate level
from the nearby zonal Railway or some other Railway or Production unit.
In case an SC/ST officer is still not available, efforts should be made to
find an SC/ST officer of appropriate status from a Department other than a
Railway Department.  If in any case it is not possible to include a
Scheduled Caste or Scheduled Tribe officer in the DPC whether by
nomination or co-option, the reasons should be recorded in writing.
(No.81/E(SCT)15/32 dated 4.6.1981)

5. Assessment of Vacancies

5.1    There should be a realistic assessment of the vacancies so that
there is no wide variation between the assessment and the actual
vacancies existing plus those expected to materialize definitely during the
currency of the panel.  The assessment of vacancies should be based on
vacancies already existing plus vacancies due to arise as a result of new
posts/additional posts for which proposals have been processed less the
vacancies which would be filled by officers who return from
deputation/long leave etc.
(No.E(GP)79/2/74 dated 15.2.1980)

5.2 Quite often, the panel framed by the Railways are exhausted long
before the expiry of two years and fresh selections have to be initiated.
Keeping this in view as also the consideration that the Zone of
consideration should not become very large, it has been decided that the
existing and anticipated vacancies for two years should be assessed
taking into account the vacancies in regular cadre  (both permanent and
temporary), as also in the construction and work-charged cadre/posts
instead of restricting to the ‘Construction reserve’ only.
(No.E(GP)87/2/72 dated 22/10/91)

5.3. To the assessment thus made, the vacancies arising in the next 6
months may be included for unanticipated vacancies. The earlier provision
of including 30% of cadre strength to the assessed  vacancies is
discontinued.
(E(GP)2005/2/61 dated  14 /9/2006)
6.ELIGIBILITY
6.1 The conditions for eligibility for consideration for promotion to
Group ‘B’ posts, by normal selection as well as LDCE, where applicable,
are prescribed in the relevant Recruitment Rules. The following further
instructions have been issued on the subject.
6.1.1  Cut off date for reckoning eligibility for Group ‘B’ selection.

The date of commencement of vacancy period should be taken as
the cut off date for determining the eligibility of candidates for appearing in
selections (both 70% and 30% LDCE) against the vacancies to be filled in
the said period.
(E(GP)2005/2/42 dated 21.9.2005)

6.2    Selection for 70% of vacancies
6.2.1 For the selection Group ‘C’ employees working in grade the
minimum of which is Rs.5000/- and in higher Group ‘C’ grades will be
eligible for consideration provided they have rendered not less than three
years of non-fortuitous service in the grade.
(No.E(GP)99/2/22 dated 22.7.2004)

6.2.2. Only those employees who have put in a minimum of 3 years of
non-fortuitous service in the Grade Rs.5500-9000 and above are eligible
for selections against 70% of vacancies of Assistant Personnel Officer.
(No.E(GP)99/2/22 dated 18.11.2004)

6.2.3 Railway School teachers belong to a separate cadre of railway
schools and, as such, they are not eligible to be considered for the Group
‘B’ post of Assistant Personnel Officer.
(No.E(GP)88/2/54 dated 8.7.93)

6.2.4. If a junior employee is considered for 70% selection by virtue of his
satisfying the relevant minimum service conditions, all persons senior to
him shall be held to be eligible, notwithstanding the position that they do
not fulfill the requisite minimum service condition. This provision is not
applicable to LDCE.
(Para 203.2 of IREM and provisions in relevant recruitment rules)

6.3   LDCE

6.3.1. For LDCE, all Group ‘C’ employees working in grade the minimum
of which is Rs.5000/- and in higher Group ‘C’ grades will be eligible for
consideration provided they have rendered not less than five years of non-
fortuitous service in the grade.
(No.E(GP)99/2/22 dated 22.7.2004)

6.4. Law Assistants/Chief Law Assistants are eligible for promotion to
the post of APO or ACM in addition to their normal avenue of promotion to
the post of ALO/Estate Officer etc. depending upon  the option they
exercise. The option can be exercised after an employee gets selected to
any of the gazetted cadre. Such an option should be exercised within 30
days of the result of the selection/LDCE by the employee in writing and
option once exercised should be treated as final.
(No.E(NG)II/87/PO/Genl/8 dated 23.6.89    7
No.E(GP)88/2/54 dated 31.1.92)

6.5 The Ministerial employees of Traffic & Commercial department, stores
Department, Statistical and Compilation branch, Cash & Pay Time office
staff, Stenographers as also Ministerial employees  in other departments
who do not have an avenue of promotion to Group ‘B’ posts in their own
departments have been provided an avenue to the post of APO. Such
employees should be given the opportunity to exercise option for
promotion within one month of the result of the Selection/LDCE and the
option once exercised should be treated as final. The Panel may be kept
as provisional till the option is finally exercised within one month.
However, if employee after getting empanelled opts out, the next qualified
candidate should be placed on the panel with the approval of the
competent authority duly observing the rules and orders for reservation of
vacancies for SC/ST candidates and thereafter final panel should be
published.
(No.E(GP)92/2/9 dated 25/3/1992)

7. Fixation of Group’B’ cadre for promotions from Group ‘C’ to   
 Group’B’:

Group ’B’ cadre strength in each of the 8 major departments should
be fixed by adopting the following percentages on the combined cadre
strength of Jr. Scale/Group’B’ in each Department, as on 01.04.2005:

Department Percentage of Group’B’
posts
CIVIL 78.42 ,        TRAFFIC 75.52       MECHANICAL  72.75   ELECTRICAL 66.60

S&T 73.30          STORES 73.49          ACCOUNTS 77.08           PERSONNEL 80.40
(These percentages are w.r.t. the revised Junior Scale (Group ‘A’) cadre
strength as on 01.04.2005 for the respective departments)

7.1 If, in any department, the total number of Group ‘B’ officers working
against the posts of Asstt. An officer is more than the Group ‘B’ cadre
strength so fixed, the roster should be expanded and operated accordingly
till such time the excess number is worked off in future.
(No.E(GP)2005/2/61 dated 22/11/2005)

 8.  ZONE OF CONSIDERATION FOR SELECTION FOR 70%
 VACANCIES

8.1. The field of consideration of eligible employees will be determined
as under:

No. of vacancies  No. of employees to be considered
1                                               5
2                                               8
3                                               10
4 or more              three times the number of vacancies.

8.2. If SC/ST employees are not available for consideration against
reserved vacancies, the field may be extended to 5  times the number of
vacancies and only the SC/ST employees and not others coming within
the extended field should be considered.
(Para 203.4 of IREM No.E(GP)81/1/18 dated 9.4.1981)

8.3.  SC/ST employees, who are empanelled against  the reserved
vacancies from out of the extended zone, will be placed in the panel in
accordance with their gradations and seniority.
(No.E(GP)81/1/18 dated 9.4.1981
No.E(GP)81/1/18 dated 25.7.1983)

8.4. If in the field determined by applying the sliding scale the number of
SC employees available does not correspond to 3 times the number of
vacancies reserved for them, the field may be extended for SC candidates
only to 5 times the number of total vacancies. Similarly, if the ST
candidates are not available equal to three times the number of vacancies
reserved for them, the field may be extended for ST candidates only to 5
times the number of total vacancies. If both SC and ST candidates are not
available corresponding to 3 times the number of vacancies reserved for
them, then the field should be extended to 5 times  the number of
vacancies both for SC/ST candidates.
(No.E(GP)81/1/18 dated 4.9.1982)

8.5. Where the zone has necessarily to be enlarged to five times the
number of vacancies for the purpose of considering SC/STs (and not the
others), it will naturally result in the number of  employees in the zone
being more than the number obtained by applying the sliding scale. In
such a situation it will not be correct to exclude the corresponding number   9
of general community candidates from within the normal zone, as it will
deprive the opportunity legitimately due to them.
(No.E(GP)81/1/18 dated 29. 9.1981)

8.6    Selection for post of APO

8.6.1. In regard to selections for promotion to Group ‘B’ posts in the
Personnel Department all employees who are eligible and who volunteer
for the selection should be considered, without any limitation of number.
(Para 203.8 of IREM
No.E(GP)81/1/18 dated 9.4.1981)

8.6.2. For the viva-voce test, successful candidates to the extent of six
times the number of vacancies should be called strictly in the order of
marks obtained.
E(GP)81/1/18 dated 26/29.9.1981)

8.7. If the field constituted as per the sliding scale includes employees
who had failed twice in the earlier selections, a corresponding number of
additional employees should be called for the selection, e.g. if the filed
consists of 15 employees for selection against five vacancies and it
includes, say three employees who had appeared earlier in selection twice
and failed, three more eligible employees as per seniority should be
included in the field.
(No.E(GP)85/1/78 dated 10.9.1986)

8.8.    The notice issued for the Selection, besides containing the names
of eligible employees constituting the field, should contain a reserve list
carrying the names of extra eligible employees with the indication that the
later would be called for the written examination in the event of drop out of
employees constituting the field.

8.9. Employees constituting the field should be advised individually of
the proposed selection with the clear stipulation,  that they should on
receipt of the notice, advise their willingness/unwillingness to take the
selection.  For this purpose, each individual notice should have a
counterfoil, which should be returned by the employees within a fortnight
of receipt indicating willingness or unwillingness to take the selection.  The
notice should carry a clear indication that it is the employees’ responsibility
to advise his/her wiliness/ unwillingness to take the selection and failure to
respond or provide the intimation within the period allowed will be treated
as unwillingness on his/her part to take the selection.  Depending on the   10
position of unwillingness reported or non-receipt of any intimation,
employees from the reserve list should be called to the extent necessary
for taking the selection.

8.10. Such employees who neither appear for the written examination nor
indicate their unwillingness should be treated as having availed of an
opportunity for purpose of the instructions contained in Para 1 (ii) of
Board’s letter No.E(GP)85/1/78 dated 10.9.1986.

8.11. Every effort should be made to ensure that number of employees
taking the selection corresponds the field without any shortfall.
(No.E(GP)87/2/72 dated 11.1.1988)

9.  INTERGRATED SENIORITY OF EMPLOYEES BELONGING TO
DIFFERENT STREAMS/SENIORITY UNITS FOR THE PURPOSE
OF PROMOTION TO GROUP ‘B’ POSTS

9.1 Where employees from the different streams are eligible to appear
for the selection, their integrated seniority for the purpose of the selection
should be determined on the basis of total length of non-fortuitous service
rendered in grade Rs.6500-10500 and above.  In other words the date of
appointment to grade Rs. 6500-10500 on a non-fortuitous basis will be the
criterion.
(Para 203.5 of IREM)
No.E(GP)88/2/46 dated 22.12.1988)

9.2    In determining the integrated seniority of employees coming from the
various streams, the inter-se seniority of employees within each stream
should be maintained.
(No.E(GP)81/2/87 dated 28.5.1983)

9.3 In regard to determination of seniority with reference to the position
occupied by SCs/STs, who are appointed against reserved vacancies, it
may happen that as per the normal procedure of assigning seniority, an
SC/ST officer by virtue of getting posted as per roster point, may depress
the seniority of general community employees with longer years of
service, who are otherwise senior and could have been placed on the
panel but for the vacancies having to be reserved for SCs/STs.  In such
cases the following procedure should be adopted.

9.3.1 In the case of selection posts, the SC/ST employees on the panel
should be credited with the length of service of the general community
candidates immediately below them on the panel.  However, in cases   11
where SC/ST employees are placed at the bottom of the panel but
promoted earlier to the seniors against reserved posts, their length of
service should be the same as of the employees placed immediately
above them on the panel.

9.3.2. In the case of non-selection posts, the length of service should be
reckoned from the date of appointment.
(No.E(GP)88/2/46 dated 22.12.1988 and 31.8.1989)

10.   SELECTION PROCEDURE

10.1. Selection of candidates for empanelment is based on a written test
to adjudge the professional ability, viva-voce and assessment of records
by the Selection Committee.
(Para 204.1 of IREM)

10.2. The following procedure should be followed in the written tests,
viva-voce and evaluation of record of service.

(A) WRITTEN TEST
I.  L.D.C.E.

Prescribed papers                   Max. Marks                       Qualifying Marks

Professional Paper-I                       150                                              90
(Professional subjects
and Genl. Knowledge)

Professional Paper-II                    150                                                90
(Professional subjects and Estt. & Financial Rules)

NOTE (i) Out of 150 marks, the questions relating to professional
subject will carry at least 100 marks in each paper.

(ii)    In case of Accounts Department Paper-I will cover General
Knowledge & English and subjects of Paper II (A) circulated
under Board’s orders dated 3.8.77 and Paper-II will cover
the subjects of Papers II(B) and III of Board’s letter dated
3.8.77 as clarified in Board’s letter No.78-ACIII/20/49 dated
9.9.78.

(iii)     Apart from the minimum qualifying marks stated above,
there will be no separate minimum qualifying marks for any subject.

II. SELECTION

Prescribed papers                                  Max. Marks                      Qualifying Marks

One paper on Professional                      150                                              90
Subject and Estt. and
Financial Rules
Remarks: Out of 150 marks; the professional subject will carry atleast 100
marks.

NOTE      i) In the case of S&T Department, the portion relating to professional
subject  shall be equally divided between (i) Mechanical, Signaling
and Land Line  communications and (ii) Electrical Signaling and
Wireless communication as per the instructions contained in Board’s
letter No.E(GP)79/2/25 dated 4.5.79 and the syllabus circulated
therewith shall be followed.

(B) RECORD OF SERVICE AND VIVA VOCE
(Both for selection and LDCE)

Max. Marks              Qualifying Marks  
i) Viva-voce                                         25                   30 (including at least 15
ii) Record of service                        25                  marks in the record of  service)

(E(GP)88/2/111 dated 20.8.1991)

10.3. The question paper for the written test for Selection (for 70% vacancies)
should have a practical bias i.e. it should be designed to test the ability of
candidates to tackle the practical problems they are likely to face rather than their
theoretical knowledge. Therefore, no syllabus has been prescribed for the written
examination except the written examination for the post of Assistant Personnel
Officer and the Railways depending on the local conditions/practices should set
the paper.
(Para 204.2. of IREM)   13

10.4. Ten percent of the total marks allotted for testing the professional ability
should be set apart for question on official language policy and official language
rules. In the case of LDCE, question on official language policy and Rules should
be included in the paper on General Knowledge. While the employees should be
encouraged to attempt the questions on official language policy and official
language rules, the questions should not be compulsory. Questions of official
language policy and rules may be set by or in consultation with the Mukhya Raj
Bhasha Adhikari.
(Para 204.3. and 204.4. of IREM
No.Hindi-81/OL-14/12 dated 14.1.82)

10.5    No moderation of performance is permissible.
(Para 204.5 of IREM)

10.6. Personality, Address and Qualities of Leadership should be assessed at
the viva-voce test. In case written test is not held for adjudging professional
ability this should also be assessed at the viva-voce through question with a
practical bias.
(Para 204.6. of IREM)

10.7. Marks for record of service should be given on the basis of Confidential
Reports and relevant service records. Integrity of  character should receive
special consideration.
(Para 204.7 of IREM)

11.     ASSESSMENT OF RECORD OF SERVICE

11.1   Assessment should be based on confidential reports for the last five years.

11.2. Marks should be given as under for a maximum of 25 marks covering five
CRs.

Outstanding   : 5 marks ,   Very Good  : 4 marks,    Good   : 3 marks ,
Good/Not fit  : 2.5 marks ,   Average  : 2 marks,    Below Average : 1 mark

11.3. The classification “Not fit/Not yet Fit” in the last 3 CRs will earn 2.5 points
but in the first two CRs such classification will earn 3 points.   14

11.4 Marks corresponding to the grading for the five attributes of Section II of
each year should be added up and then the average over 5 years should be
calculated.

11.5 In order to be classified as ‘Fit for promotion’ an employee must get a
minimum of 15 marks from the last 5 CRs and should have been rated as ‘Fit for
promotion’ in the last CR. Also ‘average’ or ‘Not Fit’ rating in the last CR should
be treated as ‘Grey area’ irrespective of the points obtained.

11.6 Marks corresponding to overall grading of each year’s CR should be
allotted and marks should not be allotted just based on the final gradings given,
but the whole CR should be read by the Committee and the grading arrived at for
giving the marks.

11.7 DPC should consider CRs for equal number of years in respect of all
employees considered for promotion.

11.8. If more than one CR has been written for a particular year, all CRs for the
relevant year shall be considered together as the CR for one year.

11.9. Where one or more CR have not been written or are not available, the
CRs of the earlier years including those earned in the lower grades may be taken
into account to complete the requisite number of CRs required for assessment.

11.10. Where the employees are working in the next higher grades on officiating
basis and have earned CRs in that grade, no extra weightage may be given on
the ground that they are officiating in the higher grades.
(No.E(GP)87/2/123 dated 19.9.1988 and 20.4.1989
E(GP)89/2/30 dated 29.9.89/5.10.1989
E(GP)2000/2/95  dated 16.1.2001)

12. AUTHORITIES FOR SETTING AND EVALUATION OF QUESTION  

12.1.  The following authorities may set and evaluate the question papers
in Selection/LDCE.

Si.No Description Authority for Setting Question Paper Authority for Evalution of Answer paper
SELECTION 70%
 A Deoartmental   Portion PHOD of concerned Department Any other SAG officer of the Concerned Department
B1 Financial  Rules for Personnel Department PHOD of Personnel Department Any other SAG officer of the Personnel or Accounts Department
B2 Estt & Financial Rules for Departments other than Personnel PHOD of concerned Department ( for both Estt & Financial Rules) Any other SAG officer of the Concerned Department ( for both Estt & Financial Rules) or of Personnel Department (for Estt. Rules) and of accounts Dept (for Financial Rules)
2.1 Financial Rules
A General Knowledge PHOD of concerned Department Any other SAG officer of the Concerned Department
B Professional Subjects Paper I & II PHOD of concerned Department Any other SAG officer of the Concerned Department
C Estt & Financial Rules PHOD of concerned Department ( for both Estt & Financial Rules Any other SAG officer of the Concerned Department ( for both Estt & Financial Rules) or any SAG officer of Personnel Department (for Estt. Rules) and of accounts Dept (for Financial Rules)
   2.2          ACCOUNTS DEPARTMENT
A General Knowledge PHOD of Accounts Department Any other SAG officer of the Accounts Department
B Professional Subjects Paper I & II PHOD of Accounts Department Any other SAG officer of the Accounts Department

                                                                 ( No. E(GP) 2001/2/32 dated 25-01-2001)

13.   PROCEDURE FOR EMPANELMENT

13.1  Selection

13.1.1. The successful candidates shall be arranged as follows:-

(1) Those securing 80% marks and above graded as ‘Outstanding’.

(2) Those securing between 60% and 79% marks graded as ‘Good’.
(Para 204.8 of IREM)

13.1.2. The panel should consist of employees who had qualified in the selection,
corresponding to the number of vacancies for which  selection was held.
Employees securing gradation ‘Outstanding’ will be  placed on top followed by
those securing gradation ‘Good’ interse seniority within each group being
maintained.
(Para 204.9 of IREM)

13.2 LDCE

13.2.1. In order to qualify, a candidate must secure the minimum prescribed
qualifying marks in each of the papers of written examination, in the viva-voce
which include record of service separately and also in the aggregate.

13.2.2. There will be no grading of successful candidates, as ‘Outstanding’, ‘Very
good’ etc. Their names will be arranged in the order of merit on the basis of total
marks obtained by each of the candidates.
(No.E(GP)76/2/96 dated 3.6.1977   E(GP)76/2/96 dated 3.8.1977
E(GP)74/2/20 dated 31.8.1978 E(GP)86/2/61 dated 10.1.1990)
E(GP)88/2/111 dated 20.8.91)

13.2.3. In the case of two or more candidates securing equal marks in the
aggregate (written test + viva voce + record of service) in 30% LDCE, their
relative merit position for the purpose of their empanelment may be determined
on the basis of their relative seniority in the feeder grade (s). The candidate who
is senior shall rank higher. The same criteria shall be applied for determining who
will be empanelled against the last vacancy from amongst those who secure
equal marks in the aggregate.
E(GP)2001/2/69 dated 17.10.2001

13.3. The recommendations of the Selection Committee should be put up to the
General Manager for approval. If he does not approve of the recommendations
he will record his reasons in writing therefore, and order a fresh selection. Once a
panel is approved by the General Manager no amendment or alteration in the
panel should be made except with the prior approval of the Railway Board.
(Para 204.10 of IREM)

13.4. In the matter of seniority in respect of the declared number of vacancies to
be filled at any one time through the Board of selection (70%) and Competitive
Examination (30%), those empanelled through normal selection will rank senior
to those selected through the LDCE.
(No.E(GP)76/2/96 dated 3.6.1977
E(GP)74/2/20 dated 31.8.1978)
E(GP)86/2/61 dated 10.1.90)

13.5. The panel will be current for a period of 2 years from the date of approval
of the competent authority or till a fresh panel on the basis of next selection
becomes available whichever is earlier. Where provisional panels are drawn the
currency will count from the date of approval of provisional panel. If the operation
of the approved panel has been held in abeyance whether wholly or partly as a
result of injunction from the Court of Law the currency of the panel should be
reckoned after excluding the period covered by the  Court’s directive. Before
operating the panel after the vacation of the injunction/after disposal of the case
by the Court of Law, the personal approval of the General Manager should be
taken.
(Para 205 of IREM)

13.6. The panel of successful candidates drawn up against 30% vacancies to
be filled through the LDCE will be valid for the same length of time as the panel
drawn up for 70% vacancies to be filled through normal selection.
(No.E(GP)76/2/96 dated 3.6.1977
E(GP)74/2/20 dated 31.8.1978
E(GP)86/2/61 dated 10.1.1990)

14 PREPARATION OF YEARWISE PANELS WHERE SELECTIONS HAVE
NOT BEEN CONDUCTED IN THE RELEVANT YEARS.

14.1. The existing instructions provide that selections for promotion to Group B
posts should be held regularly once in two years. It is necessary that schedule is
adhered to in order to minimize, if not altogether  eliminate the need for adhoc
promotions. Also if the selections are not held at  the appropriate time and   18
vacancies are bunched, the position may give rise to representations from senior
employees who had the selections been conducted at  the appropriate time,
would have had the better chances for selection. From this point of view also it is
necessary that selections are held once in two years as prescribed.

14.2  Where, however, due to exceptional reasons beyond the control of the
Administration, it is not possible to hold the selection as per schedule and it is
delayed by more than a year, the first selection that is held thereafter should
follow the procedure indicated and illustrated below.

14.2.1 The actual number of vacancies for each of the selections should be
assessed separately.

14.2.2 The employees who would be within the field  of consideration with
reference to the vacancies to be filled at each selection, starting with the earlier
selection should only be considered for each selection.

14.2.3 A panel should be prepared for each of the selections.  All the panels
should be consolidated by placing the panel of the earlier period above the one
for the next and so on.

14.2.4 There will be only one written examination. Written examination should not
be held separately for each of the selection periods.

14.2.5   Since only one panel will be formed even where vacancies pertaining to
more than one selection period are bunched, the corresponding LDCE panel will
be kept below the consolidated general panel.

14.2.6 Promotions made on the basis of consolidated panel will have only
prospective effect. Proforma fixation of pay is not admissible.

14.3 illustrations

A selection was due to be held in 1979 to draw a panel of 7 officers for
promotion to Group B in a Department, but the selection could not be held and it
is now proposed to be held in 1981. For the selection to be held in 1981, the total
vacancies have been determined as 12 inclusive of 7 vacancies which should
have been filled on the basis of selection in 1979. First a panel should be drawn
for 7 vacancies followed by another for 5 vacancies.
Panel for 1979
No. of vacancies    7
Field of choice    21
Employees considered   S.Nos. 1 to 21

Selection Committee’s recommendations:- S.No.15  classified as ‘Outstanding’.
S.No. 11 and 12 did not qualify. The rest classified as ‘Good’. Panel will consist
of S.Nos.

15
1
2
3
4
5
6

7 officers
Panel for 1981      No. of vacancies    5
Field of choice    15
Employees considered   S.Nos. 7 to 14
S.Nos. 16 to 22  (15 officers)

Selection Committee’s recommendations: – S.No.22 classified as ‘Outstanding’.
S.No. 11 and 12 did not qualify. The rest classified as ‘Good’. Panel will consist
of S.Nos.
22
7
8
9
10
5 officers

The consolidated panel to be declared as a result of selection should be

15, 1, 2, 3, 4, 5, 6, 22, 7, 8, 9 and   10

14.4 Determination of zone of consideration for SC/ST

14.4.1. Supposing a panel of 26 officers is required to be drawn against
vacancies relating to two selection periods and out of these 15 vacancies relate
to the first selection and 11 vacancies to the second selection. There are 6
reserved vacancies in all, out of which 3 (2 SC + 1 ST) related to 1st
selection
and 3 (2 SC + 1 ST) to the subsequent selections.

14.4.2. 78 eligible employees should be called for  the written examination.
Against the 6 reserved vacancies (4 SC + 2 ST) if 12 SC and 6 ST employees   20
corresponding to 3 times the number of reserved vacancies separately for SCs
and STs are available within the 78 employees called. It should be regarded as
adequate. If it is not so, the field may be extended to 5 times the total vacancies
only for SCs and STs or both SCs and STs as explained in para 9.4 above. If by
extending the field to 5 times, 12 SC and 6 ST candidates do not become
available, the consideration should be limited to the available employees only.

14.4.3. Employees who have passed written test between S.No.1 to 45, and in
the case of reserved vacancies if between S.Nos.1 to 45, 6 SCs and 3 STs
corresponding to 3 times the reserved vacancies did not take the written test,
SCs and STs or both SCs and STs who have been called to take the written test
as explained in para 9.4 above and who have passed  written test should be
called for the viva voce. The panel for the first lot of 15 vacancies should then be
prepared. Assuming that only 23 employees had passed the written examination,
from amongst those considered against the first lot of 15 vacancies and out of
them only 22 have secured qualifying marks in the viva voce and record of
service, 15 will be empanelled against the vacancies pertaining to the first
selection. The number of employees to be considered for the next selection
should be seven candidates who had passed the written test and viva voce out of
those considered earlier but not empanelled and 26  more employees placed
between S.No.46 and 71 to make a field of 33 against 11 vacancies pertaining to
the subsequent selection. In the case of reserved vacancies if 6 SCs and 3 STs
(3 times the reserved vacancies pertaining to the second selection) who passed
the written test are not available within the above 33 candidates, the field for SC
or ST or both SC and ST should be extended to five  times the total number of
vacancies as explained in the case of first selection.

14.4.4. If for the first selection period it has not been possible to get 3 SC/STs on
the panel even by extending the zone appropriately, unfilled quota should be
added to the quota of subsequent selection period.

14.4.5. SC/ST employees selected from extended zone should be placed en-bloc
below others selected from within the normal zone appropriately as the
vacancies belong to earlier selection or later selection period.

14.5. In evaluating the merit of the officer the record of service relevant for the
period should only be considered i.e. in preparing  the panel for the vacancies
relating to 1979, referred to in the illustration in para 15.3 above, the record of
service of the officers for the year upto1979 should only be taken into account.

14.6. On the date of actual selection, if disciplinary proceedings are in progress
and under the existing instructions the names of employees against whom
proceedings are in progress should not be placed on the panel, such a procedure
will apply even if no proceedings were in existence in the year to which the
vacancy pertains. For example, if in the illustration quoted above, disciplinary
proceedings are in progress against in S.No.4 at the time of actual selection in   21
1981, although no such proceedings were in progress in 1979, the procedure laid
down for empanelment of Railway servants against whom disciplinary
proceedings are in progress will apply.

(Para 203.6 and 203.7 of IREM)
No. E (GP)81/1/18 dated 9.4.1981 and 4.9.1982)

15. SUPPLEMENTARY EXAMINATION

15.1 Selection for 70% vacancies

15.1.1. Not more than one supplementary selection should be held to cater to the
absentees. While holding the supplementary selection all care and caution
should be exercised to ensure that employees who did not avail of the main
selection are provided the opportunity at the supplementary selection. Measures
to notify the employees either for the main selection or the supplementary
selection, particularly in cases where employees are serving outside the Railway
including employees on deputation should not be routine.
(Para 207.1 of IREM)

15.2 LDCE

15.2.1. All the employees, who fulfil the conditions of eligibility prescribed and
who apply are allowed to take the LDCE, regardless of their seniority. The panel
is prepared from amongst those who qualify, strictly on the basis of merit.
Wherever vacancies are filled purely on the results on competitive examination,
there is no provision for holding a Supplementary examination to cater to
absentees nor is it feasible to provide for it. All that is necessary is that adequate
notice should be given when a LDCE is proposed to be held to all the eligible
employees, including employees away on deputation about the LDCE and it
should be specifically indicated that no Supplementary examination will be held
under any circumstances. Also employees, who are away on
deputation/secondment outside the country and who get empanelled in the first
LDCE held after return, cannot be considered for interpolation in the earlier
panel(s) of LDCE formed in their absence.
(No.E(GP)86/2/54 dated 28.7.1986)

15.3. It should be ensured that the circulars for selections and LDCE are
endorsed to all the offices/establishments to which the candidates coming in the
zone of consideration for 70% selection and eligible employees for LDCE belong
or are working.

15.4. A senior officer in all the offices and establishment may be nominated who
will be responsible to ensure that these circulars are brought to the notice of all   22
the candidates/eligible employees working in their  respective organizations or
belonging to them.

15.5. In case any employee has been posted to another organisation on
transfer/deputation basis, it will be the responsibility of their parent
office/establishment to ensure that the circular is sent to that
establishment/organisation enjoining upon it to bring the same to the notice of the
concerned employee(s). A written confirmation should be obtained from these
organisations and sent to the CPO/Dy.CPO (G) at the Headquarters for being
kept in records.

15.6. The action on the above lines should be taken with meticulous care and
lapses should be viewed seriously and responsibility fixed on the nominated
officers.

15.7. Circulars for selections/LDCE should also be  given wide publicity by
publishing the same through the Railway Gazette. Also, copies should be
endorsed to the recognised Unions at headquarters, Divisions, Workshops etc.
with the request to circulate them in all their units for the information of the
employees. Also these circulars should be put up on the notice board in all
offices/establishments, Stations, Sheds, Workshops etc.
(No.E(GP)87/2/72 dated 27.12.91)

16.  PRE-SELECTION COACHING

16.1. Pre-selection coaching are applicable to the  70% selection as well as
LDCE and for posts coming under ‘safety’ categories and ‘non-safety’ categories
as a part of human resource development programme.  However, the pre-
selection coaching classes should not be treated mandatory except for SC/ST
candidates.
(No.E(GP)91/2/10 dated 6.5.92
E(GP)91/2/10 dated 20.10.93)

17.  OTHER PROVISIONS RELATING TO SC/ST

17.1 For selections, the scheme of promoting best amongst the failed
candidates will be in force in the case of non-safety categories. In so far as LDCE
is concerned, the qualifying marks for SC/ST candidates for non-safety
categories will be 3/5th
of the qualifying marks prescribed for general community
candidates in each individual paper. As regards ‘viva-voce’ and ‘Record of
Service’, since the qualifying marks are to be reckoned for the two processes
together, the SC/ST candidates required to secure atleast 18 marks therein as
against 30 marks prescribed for General community candidates. This is subject   23
to the condition that they will secure the same qualifying marks in ‘Record of
Service’ as prescribed for general community candidates.
No.92/E(SCT)I/25/12 dated 13.11.92)

17.2    The post of ACM has been classified as a ‘Safety’ category post and the
scheme of promotion of “best among failures” has been dispensed with in
Transportation (Commercial) Department.
(No.2004-E(SCT)I/25/20 dt.11/1/2007)

18. MEDICAL FITNESS OF EMPLOYEES SELECTED FOR PROMOTION
TO GROUP ‘B’ POSTS

18.1. Employees selected for promotion to Group ‘B’ service either on a regular
basis or on adhoc basis should be fit in all respects including physical fitness for
the duties assigned to the particular category of posts to which the promotion is
made.

18.2. Group ‘C’ employees qualifying in the written test for promotion to Group
‘B’ posts but not passing the prescribed medical standard should not be called for
viva-voce.
(No.E(GP)80/2/8 dated 31.10.91)

18.3. Classification of gazetted posts for the purpose of examining the visual
acuity of the Railway employees for promotion from  non-gazetted posts, to
gazetted posts have been classified in para 531 of IRMM as follows:

(a) All posts in Mechanical, Electrical, Civil and  S&T Engineering and
Traffic (Transportation and Commercial) Department.

(b) All posts in other Departments, which are not connected with train
working or use of trolley on open line.
(No.97/H/5/3 dated 16/17.9.97)

19. ADHOC PROMOTION TO GROUP ‘B’ POSTS

19.1. There should normally be no need to resort to adhoc arrangements before
the next selection in view of the provision for a liberal assessment of vacancies
for unanticipated vacancies by taking into account the vacancies that are due to
arise in the next 6 months.  If the panel is likely to be used up before the next
selection becoming due after two years, steps should be initiated to hold the next   24
selection without waiting for the 2 year period to be over so that the next panel
becomes available well in time before the previous panel gets exhausted.

19.2. In the event of adhoc arrangements still becoming necessary due to
unavoidable contingencies like injunctions from Courts of Law, such
appointments should be made on the basis of seniority-cum-suitability from
amongst all eligible candidates who appeared in the earlier selection irrespective
of whether they passed the written examination or not in earlier selections and
they became eligible for empanelment or not. At the same time, it should be
ensured that those adhoc promotees whose working as judged from their record
of performance is not satisfactory are reverted as early as possible.

19.3. All adhoc arrangements made should be terminated on the declaration of
panel.
(Para 208.2 of IREM)
(No.E(GP)87/2/72 dated 11.1.1988 and 28.5.90)

20. CONSIDERATION OF EMPLOYEES ON DEPUTATION

20.1. In cases where employees eligible to take the selection (for 70%
vacancies) are abroad on deputation/secondment and are not likely to return in a
few months time, the selection held in their absence should be finalized without
waiting for their return. On their return they should be called for the first selection
held thereafter and on the basis of their performance in the selection they should
be considered for proforma inclusion in the panel framed during their absence
abroad. If any employee is thus included in the panel, no arrears would be
payable to him and entitlement to pay in Group ‘B’ would commence only from
the date of his actual officiating promotion. For the panel thus enlarged, Board’s
approval should be obtained. In respect of eligible employees who are on
deputation to offices/establishments, within the country, it should be ensured that
adequate advance notice is given to such employees and they are considered at
the selection without fail.
(Para 206.1. of IREM)

20.2 Employees, who are away on deputation/secondment outside the country
and get empanelled in the first LDCE held after return, cannot be considered for
interpolation in the earlier panel(s) of LDCE formed in their absence.
(No.E(GP)86/2/54 dated 28.7.1986)

21. REFUSAL OF PROMOTION
21.1. An employee empanelled for promotion to Group ‘B’ refusing promotion,
when his turn arises, should be debarred for promotion for one year and if after
one year, he refuses promotion again, his name should be deleted from the
panel. When promoted, after the period for which he is debarred, seniority will be
as from the date of effect of promotion and he will be junior to all employees
promoted earlier than him on regular basis from the same panel but will be senior
to employees from the subsequent panel, if approved.
(Para 207.3 of IREM)

22.  REPRESENTATIONS AGAINST SELECTION

22.1 Representations against selections should be dealt with on merits without
restriction of any time limit for their submission.
(Para 208.3 of IREM)

23. OTHER INSTRUCTIONS

23.1 The answer papers of the written examination as well as the mark sheets
of viva voce should be marked with indelible ink. Each answer book should carry
a flyleaf. Both flyleaf as well as the answer book should be stamped and signed
by the Gazetted Officer in charge of conduct of the examination. The employee
should write his name and designation on the flyleaf only. After the answer books
are received from the employee the flyleaf should be removed and allotted a Roll
number which also be simultaneously recorded on the corresponding answer
book. The answer book should be sent to the examiner with the Roll number
alone indicated on the answer books. The flyleaves  removed from the answer
books should be carefully preserved in a sealed cover, which should be kept in
the personal custody of the Chief Personnel Officer.
(Para 208.1 of IREM)

23.2 Detailed instructions issued from time to time, concerning reservation in
favour of SCs/STs and consideration of employees figuring in/facing action under
the Railway Servants Discipline and Appeal Rules should be referred to,
wherever necessary.
(Para 209 of IREM)

24.  GENERAL

24.1 This circular is only a consolidation of the instructions issued from time to
time are still in force. In case of doubt, the original circulars should be relied upon
as authority.

24.2 The instructions contained in the original circulars referred to have only
prospective effect from the date of the issue unless specifically indicated
otherwise in the concerned circular. For dealing with old cases, the instructions in
force at the relevant time should be referred to.

24.3 If any circular on the subject, which has not  been superseded, has not
been taken into consideration while preparing this  consolidated letter, the said
circular, which has been missed through oversight,  should be treated as valid
and operative. Such a missing circular, if any, may be brought to the notice of the
Railway Board.

24.4 The above consolidation has been made from the circulars/letters listed in
the Annexure.

* * *

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