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Manual of Public Relations

November 27, 2011


GOVERNMENT OF INDIA
MINISTRY OF RAILWAYS
(RAILWAY BOARD)

MANUAL FOR PUBLIC RELATIONS DEPARTMENT

(First Edition – 2007)

(PUBLIC RELATIONS DIRECTORATE)
(September, 2007)   2
FOREWORD

Despite the fact that Public Relations (PR) is an  extremely important activity
which touches every facet of the organization, there has not been any manual to facilitate
the working of PR Department as in the case of other Departments of Indian Railways.
For this, the PR Department had to depend on a large number of instructions on various
subjects issued from time to time. I compliment the Public Relations Directorate for
taking the initiative to compile and bring out a ‘Manual for Public Relations Department’.
I am confident that this manual will go a long way  in streamlining the multifarious
activities of PR Department and will also be of great help to new entrants as well as the
existing officers/ staff in efficient disposal of their day-to-day work ..

K.C. JENA
Chairman Railway Board
New Delhi, Dated: 03/9/2007
PREFACE

Public Relations (PR) is an activity very closely and inextricably linked with the
ethos of an organization. The PR Department of Indian Railways has to handle
multifarious activities at a highly sensitive nature very short notice emanating usually
from the higher echelons of the Organisation. PR thus has important ramifications for the
entire organization. For dealing with various issues involved therein, a number of
instructions have been issued from time to time. However, difficulty has often been
expressed about the correct interpretation of the extant instructions. Hitherto, this has
involved a tedious and time consuming search through the maze of extant instructions.
The problem is further compounded in the event of non-availability of such instructions,
leading as it does to confusion about the proper procedure to be followed along with
indecision and delays.

A pressing need has, therefore, been felt to put operative portions of the relevant
instructions on all subjects at one place in the form of a Manual to enable new
incumbents to learn quickly and also facilitate various functionaries in their day-to-day
working, thereby obviating the need for searching and connecting the relevant
instructions on an issue and deciding their applicability. The first edition of the ‘Manual
for Public Relations Department’ is an effort in this direction. It contains  5 Chapters
indicating authority (at the end of each chapter) for the provisions contained therein.
Henceforth, the relevant paragraph of the manual may be referred to straightaway without
the need to refer to the authority quoted. Although this manual covers most of the day-to-
day activities, incorporating instructions issued so far, it does not mean that activities not
mentioned herein could not be entrusted to or undertaken by the PR Department. I am
confident that this manual will be of great help to the officers/ staff of PR Department.

MATHEW JOHN
Secretary Railway Board

New Delhi, Dated: 03/9/2007

CONTENTS

ADVERTISING IN PRINT MEDIA

Release of railway advertisements…………………………..
Non-DAVP publications…………………………………….
Ad-hoc publications…………………………………………
Utilisation of advertising agencies…………………………..
Display advertisements………………………………………
Small/medium and regional language publications…………
Language of publications……………………………………
Tender/auction advertisements………………………………
Publishing employment notices……………………………..
Special provisions for Railway PSUs……………………….
Settlement of advertisement bills……………………………

GRANT OF PERMISSION FOR STILL/ VIDEO
PHOTOGRAPHY IN RAILWAY PREMISES / TRAINS

Prior clearance from the Ministry of External Affairs………
Security clearance of locations………………………………
Whom to submit applications………………………………..
Grant of permission………………………………………….
Licence fee…………………………………………………..

GRANT OF PERMISSION FOR FILM SHOOTING IN
RAILWAY PREMISES / TRAINS

Prior clearance from other Ministries………………..………
Security clearance of locations………………………………
Whom to submit applications………………………………..
Grant of permission………………………………………….

Condition applicable for film shooting………………………

Security Deposit……………………………………………
Comprehensive Insurance……………………………………
Licence Fee………………………………………………..
Indemnity bond & Agreement……………………………….
Arbitration……………………………………………………
Powers to relax certain conditions in specified cases……….

MEETING & DEALING WITH THE MEDIA

Authority to deal with the media……………………………
Disseminating information to media, media feedback and
rejoinders…………………………………………………….
Publicity during accidents & other un-usual occurrences…..
Hospitality, press conferences/ receptions/ tours……………

MISCELLANEOUS PR ACTIVITIES

Participation in exhibitions………………………………….
Logo & mascot for Indian Railways…………………………
Use of photographs of the dignitaries……………………….
Invitations to public functions organized by Railways
Delegation of powers for organizing functions…
Official dealings with MPs/MLAs/MLCs……………………
APPENDICES

Logo of Indian Railways ……………………………………
Special logo for 150th
Year of Railways ……………………
Mascot of Indian Railways ………………………………….
Warrant of Precedence………………………………………

CHAPTER – I

ADVERTISING IN PRINT MEDIA

1.  RELEASE OF RAILWAY ADVERTISEMENTS:

1.1  Advertising is primarily a Public Relations function and closely interlinked with
the media at large. As such, advertisements, both ‘display’ and ‘classified’ are to
be routed through Public Relations Department  for release.  Since the
CPROs/Sr.PROs/PROs are equipped with the detailed information and procedures
of media coverage, they are in a better position to get the maximum mileage
through minimum expenditure by releasing advertisements to the selected
newspapers and periodicals depending upon their circulation, rate and standing.

1.2  Divisions may, however, release urgent and time-bound advertisements, such as
notices for accident inquiry, etc in consultation with the CPROs.

1.3  Advertisements should invariably be released only to the publications, which are
on the panel of the DAVP and at the rates (per square cm) fixed by the DAVP.

1.4  If a publication (having more than one edition with individual DAVP rates for
each edition) refuses to publish an advertisement at the DAVP rate of a particular
edition (in which the advertisement is intended to be published by the Railways),
advertisements should not be released to any edition of such publication, unless
it is ready to accept railway advertisements at the DAVP rate (s) for the desired
individual edition (s).

1.5  Railway advertisement  should not be released to Railway magazines and other
allied railway publications. For achieving financial self-sufficiency for such
magazines, efforts could be made towards cutting down the cost of production
and obtaining advertisements from outside Railway sources.

2. NON-DAVP PUBLICATIONS:

2.1  In exceptional circumstances, in the interest of administration (for instance,
display advertisements of image building and tender advertisements having a
monetary value of Rs 10 crore and above), advertisements may be released
occasionally to the publications, which do not have DAVP rate with  prior
approval of the General Manager.

2.2  Ad-hoc publications, new publications with less than one year of regular
publishing, DAVP publications and the publications which were earlier on the
panel of the DAVP but subsequently debarred/ disqualified/ suspended are  not
covered under the powers mentioned in para-2.1.   7

2.3  Display advertisements relating to  inaugural functions are also  not covered
under the powers in para-2.1.

2.4  For release of advertisements to a non-DAVP publication, a rate, equivalent to
the DAVP rate for a similar circulation, should be offered. For this purpose, an
authentic proof of circulation should be insisted upon.  The Cost/Chartered
Accountant, Statutory Auditor or Audit Bureau of Circulation (ABC) may certify
circulation of a publication (up to 75000). For a circulation above 75000, only
ABC certificate should be accepted.

2.5  In the event of non-acceptance of the equivalent DAVP rate by a non-DAVP
publication, advertisement should not be released to the said publication.

2.6  However, if the administration is under an  obligation to publish a  tender
advertisement in a non-DAVP publication (due to any statutory or other
requirement, non availability of a DAVP publication in the target area, etc), and
if the equivalent DAVP rate offered by the Railways/Units is not acceptable to the
said publication, its commercial rate may be negotiated and discounted to the
extent possible using the equivalent DAVP rate as the basis to arrive at a
reasonable rate.

3. AD-HOC PUBLICATIONS:

3.1  Release  of advertisements to ad-hoc publications such as, Souvenirs, bulletins,
brochures, etc is to be avoided.

3.2  However, with a view to creating goodwill for the Railways, CPROs may
occasionally release  display advertisements to such publications subject to a
maximum of Rs. 3,000/- in each case (not necessarily the maximum amount in
every such case) depending upon the quality and the number of copies to be
brought out with an annual monetary ceiling of Rs. 60,000/-.

3.3  Beyond the limits mentioned in para-3.2, each case must have prior approval of
the General Manager

4. UTILISATION OF ADVERTISING AGENCIES:

4.1  The services of professional agencies may be utilised for improving the designing
and artwork and ease in release of the railway advertisements to various
publications.

4.2  For this purpose, a panel of  INS accredited advertising agencies (not less than
two and not more than six) may be formed for a  period of one year   8
(extendable to one more year). Detailed terms/conditions, criteria of selection,
the number of agencies to be empanelled, etc may be formulated/decided by the
respective Railways/Units

4.3  The advertising agencies may be invited through an  advertisement published in
the newspapers

4.4  In addition to the CPRO, an Officer nominated by the General Manager should be
associated with the selection of the advertising agencies and formation of the
panel.

4.5  The panel so formed should have the approval of the General Manager.

5. DISPLAY ADVERTISEMENTS:

5.1  Display advertisements should be released depending upon the publicity
requirements of the Railways/Units keeping the expenditure  within their
respective budget allocations for a particular year.

5.2  Release of display advertisements on social and educational themes, such as,
safety at railway level crossing, prevention of roof-top traveling, fire hazards and
drugging/cheating of passengers, detection of unidentified objects, prevention of
rail roko agitations, etc should be undertaken from time to time depending upon
the requirement and the availability of funds.

5.3  Release of  advertisements on social and educational themes should be
restricted to the newspapers brought out from  within their respective
jurisdictions.  Preference may be given to Hindi and Regional language
publications for such advertisements.

5.4  With a view to avoiding duplication and un-necessary expenditure on release of
advertisements of common interest, a close co-ordination must invariably be
maintained between the Zonal Railways headquartered at Mumbai & Kolkata and
wherever more than one Railway/Unit are served by common publications.

5.5  Advertisements on  inaugural functions could be released to the newspapers
brought out even from  outside the respective jurisdictions of the Zonal
Railways depending upon the importance of the occasion, the needs of exposure
and target audience

5.6  Production and other Units may release image building advertisements to a few
leading newspapers brought out from outside the place where these units are
headquartered, depending upon the needs of exposure and target audience.
9
5.7  The  size of the advertisement should be kept to the minimum. However, half
page/full page advertisements may be released, occasionally, on the eve of
inaugural functions having national importance.

5.8  The size of advertisement beyond 500 square cm should have prior approval of
the Additional General Manager/General Manager.

5.9  In the event of releasing half page/full page display advertisements on inaugural
functions of national importance, every effort should be made to  restrict the
number of insertions/newspapers to keep the expenditure within the reasonable
limits

5.10  Requests seeking advertisement support for  special editorial
features/supplements on Railways (stated to be brought out by the publications
at  their own cost) may also be considered on merits by CPROs at DAVP rates
depending upon the publicity requirements and the availability of funds.

5.11  Since the publications have a tendency to seek advertisement support for the same
feature/supplement from a number of Railways/ Production Units/ PSUs (many a
time without the knowledge of each other),  it may be ensured that  all the
advertisements appear in the same edition wherein the feature is published and
that the  total advertisement support (from all such sources) should not exceed
25% of the combined size of a supplement (inclusive of the space occupied by
the advertisements).

6. SMALL/MEDIUM & REGIONAL LANGUAGE PUBLICATIONS:

6.1  Railways should draw up a comprehensive media list  of DAVP approved
newspapers/periodicals for release of advertisements.

6.2  Advertisements may be released to these publications on ‘rotation basis’ to ensure
that claims of small, medium as well as regional language (including Urdu)
newspapers/ periodicals are also taken care of.

7. LANGUAGE OF ADVERTISEMENTS:

7.1  Language of an advertisement has to be the same as  that of the newspapers/
periodicals.

7.2  As per the Official Language Policy, advertisements are to be published in Hindi
also. In the event of non-availability of Hindi newspapers, other language
newspapers may be used for the purpose.

10
8. TENDER/AUCTION ADVERTISEMENTS:

8.1  The tender advertisements need to be properly edited by CPROs/SR.PROs/PROs
or advertising agency, if utilised, in consultation with the Department concerned
to keep their size to the minimum possible and also for their correctness (to
obviate the need for issue of corrigenda) in order to effect economy before
dispatching them to the publications.

8.2  The selection of publications for release of tender advertisements should be done
carefully and an attempt should be made to get the maximum coverage in the
newspapers of the region concerned, instead of indiscriminately releasing these
advertisements to a large number of newspapers or releasing them on publications
having very high tariff.  CPROs may use their discretion in this regard keeping in
view both proper coverage as well as the need for economy.

8.3  The basis for selection of a particular publication for tender advertisements should
be (a) need of exposure in a particular area or region (b) value of tender (c)
location and proximity of probable contractors, suppliers, firms and companies
dealing with different type of materials/projects/works, etc. (d) circulation and
standing of the publication and (e) positive response likely to be received.

8.4  The headline of the tenders/auction advertisements  should be based on the
contents of the work/supply (instead of merely indicating ‘Tender Notice’.
However, it should be kept short and catchy but should not be larger than the total
text material of the advertisement itself.

8.5  Use of ‘logo’ should be made only once at the beginning of the clubbed
advertisements.

8.6  Printing in bold letters (more than 6 points) should be used very selectively.
Tenders should generally be printed in 6 points font size. However, selection of
font size  beyond 6 points is left to the  discretion of the CPROs, who may
decide after taking all precautions both for readability and economy.

8.7  Railways should discourage the tendency on the part of some newspapers and
advertising agencies (through which advertisements  are released), to waste
valuable space. Tendency to waste space, by using large print size and keeping
columns or lines quite apart, must also be curbed.

8.8  If advertisements are not released through the advertising agencies, the text of the
advertisements, should be type-set and given to publications in the form of
bromide or art-pull or positive, etc. to ensure uniformity.

8.9  Except global/national tenders, all other classified advertisements should be
released in ‘single-column format’ only.  Two or more columns should be used
only where tabulation work is involved or such display is absolutely necessary.   11

8.10  Detailed terms and conditions of tenders need not form part of advertisements, as
they are already contained in the tender documents. Only essential items may be
mentioned in brief.

9. PUBLISHING EMPLOYMENT NOTICES:

9.1  Advertisements relating to employment notices issued by Railway Recruitment
Boards (RRBs) should be released only to the DAVP approved publications at the
DAVP rates.

9.2  To effect economy in expenditure, unduly large sized Employment Notices and
Application Forms should not be published in the newspapers. Such notices
should be compressed and edited to ensure that only  brief and indicative
advertisements  are released in the newspapers for wider coverage.  The
applicants may be advised in such advertisements to look for the detailed
advertisement (including the application form) published in Employment
News/Rozgar Samachar of a particular date.

9.3  Railway Recruitment Boards may keep close liaison with the nearest CPRO for
consultations, if any, regarding the procedural and other formalities relating to
release of advertisements.

10. SPECIAL PROVISIONS FOR RAILWAY PSUs:

10.1  The Managing Directors of Railway PSUs should also make all efforts to avail the
benefits of the DAVP rates (per square cm) while releasing advertisements.

10.2  However, the Managing Directors are authorized to take decisions in regard to
release of advertisements in the  best commercial interest of their respective
PSUs, which may result in a mix of advertisements – sometimes at the DAVP
rates and at others,  at the commercial rates.

10.3  Railway PSUs should also make payment in accordance with the space utilized in
square cm.

11. SETTLEMENT OF ADVERTISEMENT BILLS:

11.1.  Advertising agencies (and publications in cases of direct releases) should be asked
to submit the bills (complete in all respects and supported with the relevant
documents) as early as possible  within 60 days of the publication of the
advertisement and every effort should be made to settle the bills within 60 days
of their receipt.   12

11.2.  Payment may be made for the  space utilized in square cm on the basis of the
rates of the publications per square cm.

11.3.  For coloured advertisements, an extra payment (over and above the rate of black
& white advertisements) is to be made at the rates  decided by the DAVP from
time to time (the existing rate being 40%).

11.4.  No Rebate/discount be claimed on the advertisement  bills preferred by the
advertising agencies in respect of railway advertisements released at DAVP rates,
provided the bills are otherwise in order.

(AUTHORITY:  BOARD’S LETTER NO.2006/PR/5/62 DATED 30/5/2007)   13
CHAPTER – II

GRANT OF PERMISSION FOR STILL/ VIDEO PHOTOGRAPHY
IN RAILWAY PREMISES /TRAINS

1.  PRIOR CLEARANCE FROM THE M/o EXTERNAL AFFARIRS

1.1  Professional foreign journalists (not based in India and not having accreditation
from the Government of India), are required to approach the External Publicity
Division of the  Ministry of External Affairs  (MEA) for  obtaining  clearance
before seeking permission for  still/video photography (for news/features  to be
published/telecast outside India).

1.2  However,  foreign journalists  who are based in India and  have accreditation
from the Government of India do not require such clearance.

1.3  Foreign nationals, visiting India as  tourists, etc, also do not require such
clearance  for undertaking still/video photography for  personal and non-
commercial use.

2.  SECURITY CLEARANCE OF LOCATIONS

2.1  The locations for still/video photography indicated by the applicants (and cleared
by the MEA wherever necessary) are generally considered for grant of permission
subject to the security clearance in accordance with the guidelines issued by the
Ministry of Home Affairs (MHA) from time to time and circulated to the
Railways/Units by the Security Directorate of the Ministry of Railways.

2.2  In respect of the requests of foreign nationals, security clearance shall be granted
by the Security Directorate of the Ministry of Railways and in respect of the
requests from Indian nationals such clearance shall be granted by the Security
Departments of the respective Railways/Units.

3.  WHOM TO SUBMIT APPLICATIONS

3.1  The requests of the  foreign nationals  (along with the clearance wherever
necessary), seeking permission for still/video photography in Railway premises/
trains, are required to be submitted (either directly by the applicants themselves or
through their authorized representatives in India) to the Director Information &
Publicity, Public Relations Directorate, Ministry of Railways.
14
3.2  The requests of the  Indian nationals seeking permission for still/video
photography in Railway premises/ trains are required to be submitted to the Chief
Public Relations Officers of the respective Railways/Units depending upon the
locations for which permission is sought.

3.3  In both the above cases, the persons/ parties seeking such permission should
clearly specify the locations to be covered, the likely date(s) of coverage and the
purpose for undertaking still/video photography.

4. GRANT OF PERMISSION

4.1  Permission for still/ video photography to Indian nationals  shall be granted by
the Chief Public Relations Officers of the respective Railways/Units.

4.2  Permission for still/ video photography to the foreign nationals shall be granted
by the Public Relations Directorate, Railway Board. However, if still/ video
photography is to be undertaken for  commercial purposes, approval (in
principle) will be conveyed to the concerned Railways/Units  advising them to
grant permission after completing necessary formalities and charging the
prescribed licence fee.

4.3  The permission letter, indicating the conditions mentioned in  para-4.5 to 4.7
and 5.7 (wherever applicable), shall be issued by the Public Relations Directorate
Railway Board or the CPROs of the Railways/Units (as the case may be) directly
to the individual applicants (or their representatives) endorsing a copy thereof to
the Security Department also.

4.4  In respect of foreign nationals,  the Intelligence Bureau (IB)  shall also be kept
informed by endorsing a copy of the permission letter to the Deputy Director/IB,
Ministry of Home Affairs, North Block, New Delhi.

4.5  The permission letter issued under para-4.3 is to be treated as authority enabling
the applicants to take still/ video photographs in  railway premises/trains till the
validity period indicated therein. The rules/ procedure (if any) regulating entry
into a particular railway premises, train, etc will have to be followed
meticulously. It is clarified that the permission letter, allowing still/video
photography, is neither a travel authority nor does it ipso-facto authorize the
holder to enter any railway premises/train.

4.6  The holder of the permission letter is required to give prior information  to the
Station Manager/In-charge of the concerned stations/premises before undertaking
still/video photography. He has to observe safety and security regulations  in
vogue on the Railways and ensure that still/video photography is confined to
railway premises/trains only; it does not affect normal working of the Railways; it   15
does not cause inconvenience to other rail users; and it does not cover places
prohibited for still/video photography by the Railways

4.7  The holder of the permission letter should disclose his/her identity and show the
permission letter to the railway officials on demand. In addition, the foreign
nationals should have valid Passport/Visa while visiting various locations and
they shall be under an obligation to show the same  on demand by the local
railway authorities.

5. LICENCE FEE

5.1  Railways/Units may fix the licence fee for still photography  for commercial
purpose in consultation with their Associate Finance.

5.2  Licence fee for video photography shall be the same as that applicable for film
shooting (indicated in para-8 of Chapter-III).

5.3  While granting permission for still photography  for commercial purposes,
Railways/Units may levy the licence fee fixed by them for the purpose.

5.4  However, if the  video photography is to be undertaken for professional or
commercial purposes,  permission is to be granted following the guidelines
pertaining to film shooting (mentioned in para-11.2 ( iv) of  Chapter-III).

5.5  However, no licence fee need be levied for still photography to be undertaken by
the tourists, rail enthusiasts,  etc for personal and non-commercial use and
professional journalists (Indian or foreign) for news features on Railways.

5.6  Similarly,  no licence fee need be levied for  video photography (without
requiring any railway rolling stocks or special facilities) to be undertaken by the
tourists, rail enthusiasts, etc (without using a professional video camera, tripods,
lights, etc) exclusively for personal and non-commercial use and professional
journalists (Indian or foreign) for news features on Railways.

5.7  In the above two cases (para-5.5 and 5.6),  a written undertaking  should be
taken from the parties to the effect that any commercial use of the shots taken
shall be unlawful and that they will fully indemnify the Railways in the event of
any such use and also for any other loss/ damage caused to the Railways. A
mention to this effect may be made in the permission letter also.

*****

(AUTHORITY: BOARD’S LETTER NO. 2006/PR/10/31 DATED 01.06.2007)   16

CHAPTER – III

GRANT OF PERMISSION FOR FILM SHOOTING
IN RAILWAY PREMISES /TRAINS

1.  PRIOR CLEARANCE FROM OTHER MINISTRIES

1.1  Foreign film producers, seeking permission for shooting a  feature film to be
shown/telecast outside India, are required to  approach the Ministry of
Information & Broadcasting for obtaining their clearance for shooting in India
(at the specified locations). This is also applicable to the Indian producers
undertaking the job for a foreign agency or for being shown outside India.

1.2  Foreign film producers, seeking permission for shooting a documentary film to
be shown/telecast outside India, are required to approach the External Publicity
Division of the Ministry of External Affairs (MEA) for obtaining clearance for
shooting in India (at the specified locations). This is also applicable to the Indian
producers undertaking the job for a foreign agency  or for being shown outside
India.

1.3  Foreign journalists, who are based in India  and  have  accreditation  from the
Government of India,  do not require such clearances for taking shots for
news/features (refer para-1.1 & 1.2 of Chapter-II).

2.  SECURITY CLEARANCE OF LOCATIONS

2.1  The locations for film shooting indicated by the applicants (and cleared by the
MEA or Ministry of Information & Broadcasting as the case may be and
wherever necessary) are generally considered for grant of permission  subject to
the security clearance in accordance with the guidelines issued by the Ministry of
Home Affairs (MHA) from time to time and circulated to the Railways/Units by
the Security Directorate of the Ministry of Railways.

2.2  In respect of the requests of foreign nationals, security clearance shall be granted
by the Security Directorate of the Ministry of Railways and in respect of the
requests from Indian nationals such clearance shall be granted by the Security
Departments of the respective Railways/Units.

3.  WHOM TO SUBMIT APPLICATIONS

3.1  The requests of the  foreign nationals  (along with the clearance wherever
necessary), seeking permission for film shooting in Railway premises/trains, are
required to be submitted (either directly by the applicants themselves or through
their authorized representatives in India) to the Director Information & Publicity,
Public Relations Directorate, Ministry of Railways.

3.2  The requests of the  Indian nationals seeking permission for film shooting in
Railway premises/ trains are required to be submitted to the Chief Public
Relations Officers of the respective Railways/Units depending upon the locations
for which permission is sought.

3.3  In both the above cases, the persons/parties seeking such permission should
clearly specify the locations to be covered, the likely date(s) of coverage and the
purpose for undertaking film shooting.

4. GRANT OF PERMISSION

4.1  Permission for film shooting in respect of the Indian nationals shall be processed
and granted by the Chief Public Relations Officers  of the respective
Railways/Units.

4.2  Permission for film shooting in respect of the foreign nationals shall initially be
processed by the Public Relations Directorate, Railway Board. After examining
such requests and obtaining approval (in principle) of the Competent Authority,
Railways/Units concerned shall be advised to process further for granting
permission.

4.3  The foreign party concerned shall also be advised to submit an application along
with a copy of the clearance of the MEA or the Ministry of Information &
Broadcasting (as the case may be) and other relevant information/documents,
including the script of the film and shooting schedule of sequences to the
respective Zonal Railways/Units (within whose jurisdiction shooting is to be
undertaken) for scrutiny and further processing.

4.4  After completion of the necessary formalities, Zonal Railways/Units concerned
shall grant actual permission in respect of the foreign parties also.

4.5  In view of para-4.1 & 4.4 above and also the fact that the Railways/Units are in a
better position to assess the details of the sequences to be shot and also the actual
arrangements required to made for the purpose, the requests of the parties (both,   18
the Indian as well as the foreign)  for waiver of conditions applicable for film
shooting, shall be considered by the respective Railways/Units while processing
the case for granting permission for shooting.

5. CONDITIONS APPLICABLE TO FILM SHOOTING

The conditions, mentioned hereunder, are to be followed while granting
permission for film shooting.

5.1  Scrutiny of script of the feature films/documentary films/features:   Zonal
Railways/Units  should obtain the detailed script pertaining to the sequences
involving railway premises/property and the detailed programme of shooting. The
script should be examined and checked from the point of view of safe/normal
working of railways and safety of railway property. It should be ensured that there
is no adverse publicity and the Railways are not put in a poor light. The party
should not be allowed to make any changes in respect of the names of the
locations, railway stations, trains, etc. without prior specific permission of the
competent authority, i.e. Railway Board.  Mere fact that script has been
approved, which requires change of name, should not be taken as approval.
If on the basis of the detailed script it is seen that there are sequences wherein the
railway rolling stocks are likely to get damaged, permission for shooting such
sequences should be withheld.

5.2  Security deposit in the form of Cash, Bank Draft or Bank Guarantee for any
possible damage to Railway property during the film shooting (refer para-6).

5.3  Execution of  Comprehensive Insurance against all possible risks/damage to
movable/immovable Railway assets proposed to be used during the film shooting
(refer para-7).

5.4  Payment of licence-fee for film shooting as fixed by the Ministry of Railways
from time to time (refer para-8).

5.5  Payment of hire charges for the railway rolling stocks (if required) as per the
Indian Railway Coaching Tariff fixed from time to time.

5.6  Execution of Indemnity Bond & Agreement indemnifying the Railways in case
of any loss/damage to men and material in the course of shooting (refer para-9).

5.7  Observance of  safety and security regulations during the shooting. While
allowing shooting in the normal run of a train, it may be ensured that shooting by
traveling on footboards/roof tops is not allowed. It has to be ensured further   19
that no inconvenience is caused to other passengers. Similarly, shooting should
not be allowed on tracks while there is any movement of a train. During the
daytime, shooting at crowded railway stations should be avoided to ensure that
normal functioning of the railways is not affected  adversely and there is no
inconvenience to the rail users.

5.8  A  liaison officer from Publicity Department should invariably be attached with
the shooting team to ensure that there is no large scale departure from the original
and accepted script in respect of railway sequences utilsing railway properties
(buildings, rolling stocks, tracks, signals, etc.) and Railway personnel. The liaison
officer is also responsible to ensure that the shooting team adheres to safety and
security instructions and there is nothing detrimental to the image of India or
Indian Railways. In case of feature films a liaison officer each from the
Commercial and Security Departments should also be attached (in addition to that
from the Publicity Department).

6. SECURITY DEPOSIT

6.1  A Security Deposit in the form of cash/bank draft/bank guarantee is to be taken
in advance from the parties desirous of shooting films.

6.2  In cases of shooting directly undertaken by the crew of the Films Division,
Doordarshan, Film Institutes at Pune & Kolkata and  other such government
owned Film/TV Training Institutes (without requiring any rolling stock for their
exclusive use) no security deposit is to be taken.

6.3  The amount of Security Deposit shall not be uniform but shall be decided by the
General Managers in consultation with the FA & CAOs in each case depending
upon the script and sequences to be shot as well as involvement of the rolling
stocks.

6.4  This amount would be in addition to any other amount of security deposited by
the party as per rules laid down in the Coaching tariff.

6.5  The refund of the Security Deposit shall be made only after completion of the
shooting after ensuring that the assets and rolling stocks have been restored in tact
without any damage and no damage has occurred to any other Railway property.

6.6  It would be the responsibility of the Liaison Officer to report immediately to the
authorities, the details of any damage caused to Railway property.

20
7. COMPREHENSIVE INSURANCE:

7.1   The shooting parties are required to take Comprehensive Insurance against all
possible risks/damage of  railway assets (movable and immovable including
rolling stocks) proposed to be used, as also for death or injury to any person(s)
on the Railway property including Railway staff at the time of the shooting of the
film with provision for full compensation as decided.

7.2  In cases of shooting directly undertaken by the crew of the Films Division,
Doordarshan, Film Institutes at Pune & Kolkata and  other such government
owned Film/TV training Institutes (without requiring any rolling stock for their
exclusive use) this formality is not required.

7.3  The insurance amount should be calculated on the basis of current replacement
value of assets/rolling stocks involved in the shooting.

7.4  The parties should deposit the premium of insurance to the Railway
Administration who will get the railway assets/rolling stocks/persons insured in
its name.

7.5  The risk covered should provide for the Insurance Company to pay the insured
sums without demur.

7.6  In the context of insurance taken out to cover all  people on Railway property
during the shooting of the film which may result in death or injury to any of them
including Railway staff, the compensation amounts/insured amount must be
arranged to be paid to the concerned persons or their legal heirs without demur.

7.7  A representative of the shooting party is to be associated in case damage caused is
required to be assessed. Such assessment should be  completed in the shortest
possible time.

8. LICENCE FEE

8.1  For undertaking film shooting, a licence fee (as fixed by the Ministry of Railways
from time to time) is to be paid in advance by the parties.

8.2  In cases of shooting directly undertaken by the crew of the Films Division,
Doordarshan, Film Institutes at  Pune & Kolkata and other such government
owned Film/TV training Institutes (without requiring any rolling stock for their
exclusive use) no licence fee is to be realised.
21
8.3  There could be cases of cancellation of shooting after payment of the licence fee.
If intimation for cancellation is received before making arrangements for
shooting, full refund of the licence fee should be made. However, no refund is to
be made if the intimation is received after the arrangements are made.

8.4  The licence fee for film shooting in railway premise/trains (as effective from
01/06/2007) is indicated below:

S.No.  Classes of cities within whose geographical or civic limits, the railway
stations or other railway installations/ premises are located.

(Based on the Classification for the purpose of Compensatory City Allowance Notified by the
Government from time to time)

Licence fee per shooting day (or part thereof) per station/train (or any other railway rolling stock)
1 ‘A-1’ and ‘A’  Rs. 1,00,000/- (Rs one lakh)
2 ‘B-1’ and ‘B-2’   Rs.  50,000/-  (Rs fifty thousand)
3 Other cities/places  Rs. 25,000/- (Rs twenty five thousand)
4 Moving/stabled trains (or any other railway rolling stock)  Rs.30,000/- (Rs thirty thousand)

9. INDEMNITY BOND & AGREEMENT:

9.1  An Indemnity Bond must be executed and submitted by the Producers of the film
in favour of the Railways to indemnify the Railways completely against any loss
or injury that might occur during the course of shooting to any part of the railway
property and personnel.

9.2  This Bond should also make it obligatory for the party to reimburse all claims,
demands, suits, losses, damage, costs, etc. to the  Railways in case any
loss/damage is caused to railway property and death or injury is caused to all or
any people thereon including staff on duty during the course of shooting.

9.3  Detailed terms and conditions for use of railway premises, rolling stocks, staff and
other people must be settled in all cases in advance by the Zonal Railways/Units
in consultation with the FA & CAOs. There should be no scope for any ambiguity
left while drafting such terms and conditions. If necessary, the advice of the legal   22
department may also be taken so that the interest of the Railways is fully
protected.

9.4  Besides the security deposit and comprehensive insurance, the detailed
agreements should invariably provide for an arbitration clause (refer para-10).

9.5  In cases of shooting directly undertaken by the crew of the Films Division,
Doordarshan, Film Institutes at  Pune & Kolkata and other such government
owned Film/TV training Institutes (without requiring any rolling stock for their
exclusive use), there is no need to execute Indemnity Bond/Agreement. However,
a written undertaking should be obtained from the concerned authority at the
appropriate level to the effect that any loss/damage to the Railway property/assets
will be fully reimbursed by them.

10. ARBITRATION

10.1  There should be an arbitration clause in the agreement providing for appointment
of an arbitrator only from among the serving Railway Officers.

10.2  It should also be provided that when cases are referred to an arbitrator, it must be
obligatory for the arbitrator to make a speaking award.

10.3  The arbitrator should record in detail the specific reasons for admission or non-
admission of the Railways’ claims item-wise so that the Railway could examine
the reasons and if the grounds set forth by the arbitrator are untenable, the award
could be challenged in a court of law.

10.4  The arbitrator should  list out all the damaged items (item by item) that need
replacement or rectification and  assess the charges  arrived at as well as the
reasons for the quantum of amount fixed. Such settlement would naturally
cover complete haulage and other commercial charges, which need to be debited
for the use of the Railway property/rolling stocks at the location.

11. POWERS TO RELAX CERTAIN CONDITIONS IN SPECIFIED CASES

11.1  In respect of shooting of a  feature film, the conditions applicable for film
shooting are not to be relaxed (irrespective of the fact whether railway rolling
stocks are required or not) as these conditions were laid down following the
recommendations of the Public Accounts Committee..

11.2  However, if shooting is proposed to be undertaken by the parties  without
requiring any rolling stocks or special facilities from the railways for their
exclusive use, the General Managers (with the concurrence of the FA&CAOs)   23
may relax certain conditions on specific requests to this effect from the parties  in
cases specified below:

(i)  For shooting of a documentary film (not involving participation of film
stars/personalities), the request for waiver of  Security Deposit and
execution of Comprehensive Insurance may be considered provided that
the sequences to be shot are not likely to cause any loss/damage to the
railway property..

(ii)  For shooting of  documentary films or features by the crew  of the
television channels (including professional foreign journalists not based in
India and not having accreditation from the Government of India)
exclusively on any aspect relating to Indian Railways and for shooting
assigned to a party by Railway Board, Zonal Railways/Units and Railway
PSUs for their own productions, waiver of Security Deposit, execution of
Comprehensive Insurance and payment of  licence fee may be
considered provided that the sequences to be shot are not likely to cause
any loss/damage to the railway property.

(iii)  Shooting by the cameramen/ photographers, correspondents (Indian or
foreign but accredited by the Government of India or the State
Governments) for news coverage or features on Railways to be telecast
on the respective television channels, waiver of  Security Deposit,
Comprehensive Insurance,  license fee, submission/execution of
indemnity bond/agreement may be considered provided that the
sequences to be shot are not likely to cause any loss/damage to the railway
property. A suitable  written undertaking at the appropriate level
should, however, invariably be taken to the effect that any loss/damage to
railway property/assets will be fully reimbursed by them. General
Managers (with the concurrence of the FA&CAOs) may authorize the
CPROs to grant permission in such cases.

(iv)  In respect of  video photography for professional or commercial
purposes (mentioned in para-5.4 of Chapter-II), the procedure mentioned
at (i) above may be followed.

(v)  For  video photography by tourists/rail enthusiasts  (without using a
professional video camera) exclusively for  personal and non-
commercial use  (mentioned in para-5.6 of Chapter-II), the procedure
mentioned at  (iii)  above may be followed. The individuals may further
undertake in writing that any commercial use of the shots taken shall be
unlawful and they will fully indemnify the Railways for this (as mentioned
in para-5.7 of Chapter-II).

(AUTHORITY: BOARD’S LETTER NO. 2006/PR/10/31 DATED 01.06.2007)   24

CHAPTER – IV

MEETING & DEALING WITH THE MEDIA

1. AUTHORITY TO DEAL WITH THE MEDIA

1.1  At the Railway Board level, only Ministers, Chairman, Members, Secretary
Railway Board, Director Public Relations (DPR), Director Information &
Publicity (DIP) or any other Officer(s) especially  authorized by the Minister of
Railways may give information or be accessible to the representatives of the
media. Any other officer, if approached by the representatives of the media is to
refer them to the DPR (the official Spokesperson for the Ministry of Railways)
or in his absence to the Information Officer. The Chairman is to be kept informed
of the press conferences, if any, being held by any Member of the Board.

1.2  At the Railway/PU Headquarters level, the General Managers and the CPROs
are authorized to meet the media in a formal Press  Conference or informally
depending upon the importance of the nature of the  information to be given.
However, the General Managers may especially authorize the PHODs to give
information or be accessible to the representatives of the media. Any other officer,
if approached, by the media, is to refer them to the CPRO.

1.3  At the Divisional level, Divisional Railway Managers (DRMs) are permitted to
meet the representatives of the media approaching them for factual information on
specific subjects. They may also send news items concerning the working of the
Railways (particularly in their Division and other matters of local interest) to the
media directly or through the local office of Press Information Bureau (if
available). DRMs may also hold press conferences  occasionally.  However, in
respect of queries on wider policy matters concerning the Zonal Railway or the
Indian Railways, the representatives of the media may politely be directed to
GM/CPRO or DPR/Railway Board. In order to ensure that no unauthorized
information/ material is supplied to the press, the DRMs should  generally  not
delegate this work to a Divisional Officer except to ADRMs. All such
information/ material should have DRMs approval before it is supplied to the
press. Services of PROs (wherever positioned) may be utilized for the purpose. .

1.4  It is made clear that no unauthorized person should speak to or interact with
the media as it may amount to un-becoming of a railway servant. In this
connection, the provisions relating to official documents and responsibility of
railway servants (contained in  Rule-11 of Railway Servants (Conduct) Rules,
1966) may also be kept in view.
25
2. DISSEMINATING INFORMATION TO MEDIA, MEDIA-FEEDBACK &
REJOINDERS

2.1  Notices of all important meetings, conferences, visits of delegations and VIPs
shall, as a matter of routine, be sent to the DPR/CPROs for organizing appropriate
media publicity. Even if the executive department feels that the subject matter
does not warrant publicity, the decision to publicise in the media or otherwise
shall be taken in active consultation with the CPRO.

2.2  All PHODs/DRMs must feed the PR Department regularly with information/
material about activities, projects and achievements for making suitable
‘handouts’ and ‘features’ or for arranging audio-visual coverage as and when such
information is available with them.

2.3  DPR/CPROs will be responsible to develop an appropriate data bank on various
subjects for their use from time to time on the basis of information received and
get it updated by executive departments from time to time.

2.4  An  annual action plan of PR events may be made at the beginning of each
financial year on the basis of major works being undertaken on the Railways and
the performance targets laid down for various executive departments. In addition,
the PR Department should project specific items of achievement which would be
undertaken during the year and keep the concerned departments advised in
advance for inflow of data at appropriate time.

2.5  As a routine, PR Department should ensure that concerned departments are fed
with  extracts of press reports  deserving attention of the concerned
PHODs/DRMs.  Rejoinders, if necessary on any new report, must be issued
within a week of its publication. If need be, some of the information required for
such rejoinders can be collected even on telephone from the concerned executive
Departments to avoid delays. PR Department as well as the concerned executive
Departments shall be jointly responsible for timely rebuttals of undue press
criticism.

3. PUBLICITY DURING ACCIDENTS/ OTHER UNUSUAL OCCURENCES

3.1  In the event of accidents, resulting in damage/causalities, the image of Railways
invariably suffers because of adverse reactions in  public and media. In such
situations, Railways must  display greater responsibility not only in relief and
rescue operations but also in interacting with the media with correct and updated
information.

3.2  Sometimes, newspapers publish  contrary versions relating to any accidents
attributing them to railway sources. It is, therefore, necessary that only the
authorized officers (mentioned in  para 1.1 to 1.3) interact with the media.
Unauthorized person should not speak to the media (as mentioned in para-1.4).   26

3.3  It has  to be ensured that the media is kept informed of the relief and rescue
measures, passengers injured and dead, restorations of traffic, etc. to avoid
breeding of gossip, rumours and sensational reporting in the absence of authentic
information. CPROs must depute an official to monitor and scan through all the
print and major electronic media reports, analyse them and take appropriate action
immediately to correct any adverse trend for any report aimed at mere
sensationalizing the untoward incident.

3.4  The media persons must be briefed at the accident site and if necessary, at least
once everyday at the Divisional/ Zonal Headquarters on regular basis. For this
purpose, the executive departments should ensure that the PR Department is fed
with the latest information and update at top priority.

3.5  Appropriate  rejoinders and contradictions must be issued and copies thereof
should be sent to DPR, Railway Board for briefing the media at the national level.
During such emergencies, a  close contact should be established with DPR
Ministry of Railways. It is of prime importance that PR activities have a common
strategy and one voice.

3.6  Sometimes train services are disrupted badly because of other reasons such as
bandh calls, rail roko agitations, etc by political/ pressure groups etc. for causes
many a time not even remotely connected with railway operations.

3.7  In situations mentioned in  para-3.6, where  advance information of such
agitations is available, zonal railways must publicise about the possibility of train
services getting affected from the relevant date through suitable press
notifications. These notifications must make it amply clear that the agitations and
bandh calls are responsible for the cancellations/ diversions of the train services,
if any. Wherever necessary advertisements can also  be brought out in the
newspapers, TV and Radio in this regard. Apart from conveying information,
such initiatives may also generate opinion against such bandh calls/ agitations.

3.8  A similar action (as mentioned in  para-3.7) may be taken for publicizing
disruption of traffic due to floods, fog, etc regretting inconvenience caused to
the passengers and stating clearly that the reasons for such disruptions are beyond
the control of Railway Administrations.

4. HOSPITALITY, PRESS CONFERENCES/ RECEPTIONS/ TOURS,

4.1  Information boom and expansion of media networks leading to extensive
reporting of various facets of railway working is at times characterized by a lack
of understanding of the complexities involved therein, and therefore, reportage of
one sided stories.  With a view to placing such misapprehensions in the correct
perspective, so as  to encourage and facilitate objective reporting, there is a
need for maintaining  cordial relations with media and creating awareness   27
amongst them, through  press conferences/ receptions, conducted press tours
and also through exploring  informal relations by extending  hospitality for
entertaining them.

4.2  It may be noted that all expenditure on hospitality and press conferences/
receptions/ tours should be with the  purpose  of  education and  creation of
awareness amongst the opinion makers within the media. Therefore, the process
of education and awareness needs to be undertaken in a  scientifically designed
and structured manner.

HOSPITALITY

4.3  Hospitality is aimed at offering courtesies; which  might entail expenditure.
Accordingly, DIP, DPR & CPROs have been authorized to maintain a hospitality
fund for the purpose. This fund is meant for entertaining press correspondents,
media personnel, agencies and persons involved in TV/Radio publicity as also
advertising agencies  in or out of office in an informal manner in small number
not exceeding 20.

4.4  The nature and place of entertainment, the likely expenditure on each occasion
and the actual number of invitees (who may include officials not exceeding 50%)
will be as per the discretion of the CPROs under the general guidance of the
General Managers. CPROs can also arrange personal level entertainment at their
residences provided that it has prior approval of the General Managers.

4.5  The guests entertained should be restricted to the minimum number necessary on
such occasions and entertainment done as economically as possible within the
prescribed limits. Any restrictions imposed by the  respective State Governments
on the number of guests to be served etc. should be observed. Adequate
documentation as to the purpose of the expenditure, number of media persons
entertained, amount of expenditure, etc should be maintained.

4.6  The ceiling on expenditure is Rs.250/- per meal per head or Rs.500/- per head
per day subject to the conditions mentioned in para-4.7- 4.9.

4.7  The rates mentioned in para-4.6 are inclusive of alcoholic drinks which may be
served with prior approval of the General Managers.

4.8  In respect of the  DIP/DPR and the  CPROs of  Zonal Railways,  the  annual
ceiling of expenditure on hospitality  is rupees one lakh. They are authorized to
maintain a cash imprest of Rs.8000/- for the purpose.

4.9  In respect of the Production & other Units, the annual ceiling of expenditure on
hospitality is Rs.50000/-. The CPROs of these units are authorized to maintain a
cash imprest of Rs.4000/- for the purpose. Wherever no officer is designated as
CPRO and PR Unit is headed by a Sr.PRO or a PRO, these provisions will
equally apply to them.   28

4.10  The expenditure incurred from the imprest may be recouped on submitting
vouchers, cash memo or bills etc (or appending a certificate for smaller amounts
less than Rs 20) to the Accounts Office.

4.11  If it is not possible or expedient to support a payment by a voucher, the
expenditure incurred will be reimbursed on furnishing a Certificate as follows:

“Certified that the number of guests charged for is, to the best of my knowledge,
correct.  Certified further that the rates accepted had been previously agreed
upon and are found fair and reasonable after verification and that no more
than the usual charges have been claimed.  It is also certified that the catering
arrangements were made with due regard to the status of the guests, the
availability of accommodation and/or other facilities and consideration of
economy.”

PRESS CONFERENCES / RECEPTIONS / TOURS

4.12  Organising Press Conferences/ Tours and Receptions, etc. are accepted means of
interacting with media persons. They can be invited over morning tea/ breakfast/
lunch/ evening tea/ dinner by the CPROs.

4.13  The ceiling for the  number of invitees on a particular occasion (including
officials) at lunch/ dinner is 50 (fifty) and for morning tea/ breakfast/ evening
tea is  60 (sixty). The ratio of officials to non-official guests should not exceed
50% of the total number of invitees. The limit of maximum number of invitees
can be relaxed with the prior approval of the General Managers.

4.14  Care should be taken to ensure that the expenditure is kept to the minimum
without affecting the quality of the entertainment. The expenditure per head
should also be kept to the minimum possible within the prescribed ceilings.

4.15  The ceiling for expenditure on meals per head per day is Rs.500/- within the
overall PR Budget. The expenditure on this account  can be incurred by the
CPROs with the  administrative approval of the AGMs/GMs without finance
concurrence. In exceptional circumstances, expenditure, not exceeding Rs.750/-
per head per day, may be incurred for meals with prior finance concurrence. If
the expenditure on any occasion does not exceed Rs.25000/-, it can be incurred by
the CPROs with the administrative approval of the AGMs/GMs without finance
concurrence. The expenditure  beyond Rs.25000/-  on any occasion, in addition,
requires prior finance concurrence.

4.16  Ordinarily  alcoholic drinks may not be served. However, where the General
Manager considers it necessary, such drinks may be  served with his  prior
permission in writing. The ceiling for serving alcoholic drinks is Rs 50/- per   29
head and the expenditure incurred on this account will be outside the ceilings per
head mentioned in para-4.15.

4.17  When the arrangements for entertainment are made at places other than hotels,
where bill for items of food presented are exclusive of tipping charges, an
amount, not exceeding in any case 5% of the total entertainment charges, may be
paid as tip.

4.18  For entertaining the media (if the party exceeds  10 (ten) in number) and for
organizing conducted press tours, prior approval of the General Managers is
necessary..

4.19  The expenditure on lodging, transportation, etc may be incurred by CPROs with
the  administrative approval of the AGMs/GMs. The expenditure so incurred
would be subjected to rendering appropriate accounts in the usual manner.

4.20  Wherever no officer is designated as CPRO and PR Unit is headed by a Sr.PRO
or PRO, these provisions will equally apply to them.

*****

AUTHORITY:

PARA-1-3: BOARD’S LETTERS  NO. 2004/O&M/1/4 DATED 26.6.2004,  NO.2002/PR/4/9
DATED 24.10.2002,  NO.88/PR/9/7 DATED 26.9.1988,  NO.88/PR/1/1 DATED
01.8.1988 & 25.10.1988 AND  NO.76/PR5/2 DATED 12.6.1979; BOARD’S
OFFICE ORDERS NO. 30 OF 1999 AND NO. 9 OF 2007

PARA-4:   BOARD’S LETTERS NO.2007/PR/4/5 DATED .13.7.2007,  NO.2003/PR/4/11
DATED 18.8.2003 AND NO.89/PR/4/9 DATED 24.4.1989
30
CHAPTER – V

MISCELLANEOUS PR ACTIVITIES

1. PARTICIPATION IN EXHIBITIONS

1.1  Decision relating to participation in an exhibition, organized by an outside
agency, is normally taken by the respective Railways/Units, under whose
jurisdiction the location of the exhibition falls,  depending upon the publicity
potential of the exhibition, publicity requirements of the Railways/Units and the
availability of funds.

1.2  In respect of the Units other than Zonal Railways, the jurisdiction would normally
be considered as the place where such Units are headquartered.

1.3  Railways/Units may incur expenditure up to Rs. 3 lakh (Rupees three lakh only)
on participation in an exhibition subject to an  annual ceiling of Rs 9 lakh
(Rupees nine lakh only).

2. LOGO & MASCOT FOR INDIAN RAILWAYS

2.1  Till 09.07.03, the logo of Indian Railways displayed 9 stars representing 9 Zonal
Railways. Due to re-organisation of the Railways in 16 Zones, then existing logo
had been modified with effect  from 10.7.03 to display 16 stars to represent 16
Zonal Railways (Appendix-I).

2.2  A CD containing the approved design in various colours (as it is  not colour
specific) & sizes, together with hard copies thereof, were  sent to all the
Railways/Units for official use.

2.3  Till 11.3.07, all the Railways had their individual logo. Use of individual logo by
the Railways has been discontinued with effect from 12.3.07 with instructions to
use a common logo, i.e., IR logo.

2.4  A special logo (depicting BG, MG and NG railway tracks, with the words “IR” in
between and the  slogan “150 Glorious Years” below) had been designed
(Appendix-II) for official use during the 150th
Year of Railways in India with
effect from 15.4.02. CDs and hard copies were sent to all the Railways/Units.
Later (on 24.4.03), use of this logo was  extended till 31.3.04 and thereafter
discontinued automatically.

2.5  An official Mascot “Bholu – The Guard” (An elephant figure named Bholu
dressed in the uniform of a Train Guard, holding a hand signal lamp with green
light – as shown in Appendix-III) had also been designed for official use during   31
the 150th
Year of Railways in India  with effect from 15.4.02 (CDs and hard
copies were sent to all the Railways/Units).  Later (on 24.4.03), this official
mascot was retained as symbol of Indian Railways for ever.

3. USE OF PHOTOGRAPHS OF THE DIGNITARIES

3.1  A rigid / fixed criterion for carrying the photographs of the dignitaries in the
Railway advertisements cannot be laid down to take care of all the situations.

3.2  It has, however, been a well established practice to invariably carry the
photograph of Hon’ble Minister of Railways in the display advertisements
highlighting achievements of the Indian Railways or those relating to the
foundation-stone laying ceremonies, inaugural functions, etc. This practice may
be continued

3.3  Subject to the importance of the occasion, designing constraints, space and other
relevant factors, generally the photographs of the Hon’ble Ministers of State for
Railways and other dignitaries may also be carried  in such advertisements
(mentioned in para-3.2).

3.4  As per the advice of the Cabinet Secretariat, the photograph of Hon’ble Prime
Minister need not be inserted in the advertisements released by the Ministries/
Departments and Public Sector Undertakings  except in the case of events of
national importance or on national occasions.

3.5  Whenever, it is considered appropriate to put the photograph of Hon’ble Prime
Minister in any advertisement, it is necessary to obtain prior approval from the
Secretary to the Prime Minister, giving details of  the proposed release including
text and photographs of the dignitaries.

3.6  Requests seeking permission to publish the photograph of Hon’ble Prime Minister
should reach the Prime Minister’s Office  at least a week before the date of
publication of the advertisement. In any case, the ‘last minute approach’ has to be
avoided.

4. INVITATION TO PUBLIC FUNCTIONS ORGANISED BY RAILWAYS

4.1  Invitation should invariably be sent to all the elected representatives of the area
(at their local and permanent addresses) to attend the public functions organized
by the Railways/ Units at the locations falling in the area/constituency represented
by them. Since the Members of Rajya Sabha represent the State and not a
constituency, invitations should be sent to them in the same manner if the location
of the public function falls in the  ‘Nodal Districts’ opted by them under the
Member of Parliament Local Area Development Scheme (MPLADS).   32

4.2  In order to bring parity between the status of the Members of both the Houses of
Parliament and also in the interest of uniformity of practice, names of Members
of both the houses (Lok Sabha and Rajya Sabha), should be reflected in the
invitation cards, advertisements, plaques, etc.

4.3  The names and the nodal districts of the Members of Rajya Sabha is made
available by the Rajya Sabha Secretariat and circulated to the Railways/Units by
the PR Directorate of the Ministry of Railways from time to time. However, in the
absence of complete authenticated list, websites of Rajya Sabha
http://www.rajyasabha.nic.in and the Ministry of Statistics and Programme
Implementation http://www.mplads.nic.in may be referred to.

4.4  For all important functions which are to be attended by Hon’ble Prime Minister,
or Minister of Railways, Minister(s) of State for Railways, invitations should also
be extended to the Governor and the Chief Minister of the concerned State/
Union Territory.

4.5  While organizing public functions, eminent persons from public life of the area
should also be given due recognition by inviting and requesting them to be the
Chief Guests or to perform the inauguration of function.

4.6  All courtesies, such as seating arrangements in respect of the invitees to a public
function should be extended and protocol scrupulously followed so that there is
no room for complaint.

4.7  Precedence accorded to dignitaries and officials at State/ Ceremonial/ Public
function is regulated by a Table of Precedence (commonly known as Warrant of
Precedence) notified by the President’s Secretariat (Appendix-IV). However, the
principle mentioned in para-4.8 may be kept in mind while drawing up the list
of invitees and determining the status to be conferred on the guests/ invitees
including seating on the dais at State/Ceremonial/Public functions organized by
the Railways..

4.8  The principle is that eminent public persons, scientists, artists and other non-
officials, though not included in the Table of Precedence, may be given
appropriate high positions on the basis of their high  status in public life. This
principle can be better understood in the words of Shri Jawaharlal Nehru, the first
Prime Minister of India, who interalia noted in this connection as under:

“There are large number of people outside the Warrant of Precedence, who in
effect are more important than those people who are in the Warrant of
Precedence and who, on occasions, may rank higher than those who are
included in the Warrant of Precedence. Thus many non-officials are not
included in the Warrant, but on any particular function they may be given seats
much higher than those who are included in the list.”    33
4.9  It is possible that eminent persons may figure in a particular article in the Warrant
of Precedence by virtue of their holding some official position. However, the
principle stated in para-4.8 will hold good in regard to such dignitaries also.

4.10  Small level functions such as inauguration of PRS, extension/renovation  of
passenger amenities at stations, Bhoomi Pujan, etc., where high level dignitaries
are not participating may be conducted through local Members of Parliament.

5. DELEGATION OF POWERS FOR ORGANISING FUNCTIONS

5.1  The General Managers have been delegated powers to  incur expenditure on
organization of functions (within the delegated limits fixed from time to time).

5.2  As per the existing delegated limits, the General Managers may incur expenditure
up to Rs 5 (five) lakh on each important functions (i.e. the functions attended by
the President/ Prime Minister/ Minister of Railways) and up to Rs 25000/- on
each other ceremonial occasions (including Railway Week celebrations) subject
to an annual ceiling of Rs 20 (twenty) lakh for the Zonal Railways and Rs 10
(ten) lakh for Production & other Units.

5.3  Every effort may be made to keep the expenditure within the monetary ceilings
mentioned in  para-5.2. Expenditure beyond these limits would require prior
approval of Railway Board.

6. OFFICIAL DEALINGS WITH MPs/MLAs/MLCs

6.1  There are certain basic principles and conventions (mentioned in para-6.2 to 6.11)
which should be followed in letter and spirit by the Railway servants while
interacting with the Members of Parliament and State Legislatures. Violation of
these principles/ conventions may be viewed seriously.

6.2  The Railway servants should show courtesy and consideration to the Members of
Parliament and State Legislatures.

6.3  While the Railway servants should consider carefully or listen patiently to what
the Members of Parliament and of the State Legislatures may have to say, they
should always act according to their own best judgement.

6.4  Any deviation from an appointment made with a Member must be promptly
explained to him to avoid any possible inconvenience.  Fresh appointment should
be fixed in consultation with him.

6.5  An officer should be meticulously correct and courteous and rise to receive and
see off a Member visiting him.   34
6.6  Members of Parliament/ State Legislatures of the area are to be invariably invited
to public function organized by the Railways (as mentioned in para-4).  Proper
and comfortable seating arrangements at public functions are to be made for
Members who appear above officers of the rank of Secretaries to the Government
of India in Warrant of Precedence.

6.7  Letters from members of Parliament and Members of State Legislatures must be
promptly acknowledged, and a reply sent at an appropriate level expeditiously.
Relevant provisions of the Manual of Office Procedure should be observed in this
regard.

6.8  Information or statistics relating to matters of local importance must be furnished
to the Members of Parliament and State Legislatures as and when asked for.  If
such a request is to be refused, instructions from higher authority should be taken.

6.9  A Railway servant should not approach Member of Parliament and State
Legislatures for sponsoring his individual case.

6.10  References from Committees of Parliament must be attended to promptly.  A
senior officer at the level of Joint Secretary or equivalent should be charged with
the responsibility for ensuring this.

6.11  The officers should not ignore telephonic messages left for them by the Members
of Parliament/State Legislatures in their absence and should try to contact at the
earliest the concerned Member of Parliament/ State Legislature.

AUTHORITY:
PARA-1: BOARD’S LETTER NO. 2003/PR/11/17 DATED 21.11.2003)

PARA-2:  BOARD’S LETTERS  NO.2007/PR/13/5 DATED 12.3.2007 & 09.4.2007,
NO.2003/PR/13/14 DATED 10.7.2003,  NO.2001/PR/22/31 DATED 14.3.2002 &
24.4.2003 AND NO.2002/G(ACC)/3/12 DATED 13.3.2002)

PARA-3: BOARD’S LETTERS NO.2005/PR/2/1 DATED 16.5.2005, NO.2004/PR/5/20 DATED
15.6.2004,  NO.2002/PR/5/47 DATED 01.8.2002 AND  NO.2000/PR/8/1 DATED
09.8.2000), 2000/O&M/1/1 DATED 29.9.2000

PARA-4:  BOARD’S LETTERS  NO.99/O&M/1/1 DATED 01.11.1999,  NO.2000/O&M/1/1
DATED 27.6.2001,  NO.2004/O&M/3/1 DATED 19.1.2004 & 18.10.2004,
NO.2006/O&M/3/1 DATED 25.7.2006,  NO.2006/O&M/3/5 DATED 03.10.2006,
NO.2000/PR/12/8 DATED 10.9.2002 AND  NO.81/PR/20/3 DATED 30.6.1981,
12.10.1984, 16.8.1985, 09.12.1986 & 21.4.1987

PARA-5: BOARD’S LETTER NO.F(X)II-2004/EXP/6 DATED 09.5.2005

PARA-6:  BOARD’S LETTER NO.2000/O&M/1/1 DATED 27.6.2001

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