Filling up of Posts

(3.1) General Orders/Ban Orders on Filling up of Posts

(3.1.1) Sub: Filling up of 50% vacancies in the higher grade of the same trade/discipline/field by promotion of departmental non-gazetted staff (other than Class IV)-Implementation of the decision of the Governing Body of CSIR.

Reference this office circular of even number dated 3rd.  May, 1974 on the above subject.  On the basis of the information received from some of the Laboratories/Institutes. various posts have been categorised/grouped according to job requirements/nature of duties/functional basis for deciding the promotional ladder in each category as per statements enclosed.  These statements are not exhaustive but only illustrative in nature.  Laboratories/Institutes are requested kindly to take action for categorisation/grouping of all the posts, in Labs./Instts. in such a manner that each Category/Group consists of positions sufficiently alike in respect of their duties and responsibilities to justify common treatment in the various employment processes relating to these positions.  Each category/group of positions would, therefore, consist of a specific occupational speciality which may make vertical movement from the lowest level in that group possible.  While lateral movement between various groups would normally not take place, but would not be totally impossible as open recruitment would continue to exist.  Before finally drawing category/Group of posts, suggestions of staff in this regard may also be invited.  Thereafter, approval of Executive Committee may be obtained.

The following procedure may be followed to fill up vacant posts under this scheme (for the present, this promotional system will cover only the non-gazetted - other than class IV posts):-

  1. 50% of vacancies existing in a particular grade in a category/group may be filled by promotion of departmental candidates on the basis of selection (and not on the basis of seniority-cum-fitness) on the recommendations of a Departmental Promotion Committee.
  2. The Selection may be made on the recommendations of a DPC and an appropriate trade test wherever considered desirable by D.P.C.
  3. For each such vacancy, only such employees falling in that particular category/group and satisfying the job requirements of the higher post may be considered for promotion.
  4. For purposes of departmental promotion under this scheme, possession of minimum educational qualifications need not be insisted upon and the main criteria should be that the person being considered for promotion is in the same category/field of work and satisfies the job requirements of the higher post with qualifying trade test, wherever possible.  Due weightage will also be given to the confidential Reports earned by the individual.
  5. Class IV employees in the scale of pay of Rs. 210-290 may be considered for promotion for a class Ill post in the lowest scale of pay provided it is in the same field of work and subject to the fulfilment of the conditions mentioned at (2) & (3) above and also provided that the individual possesses the minimum qualifications prescribed for the class Ill post in question
  6. Promotion under this scheme will not be made where rules already exist providing for a similar or more liberal system of promotion.
  7. Assessment of persons covered under Bye-law 71 (b) will continue till such time as another system is evolved.
  8. Actual number of vacant posts out of which 50% posts are to be filled up under this scheme should be intimated to the Departmental Promotion committee.

 The categorisation/Grouping of posts in your Laboratory/Institute as approved by the Executive Committee may be intimated to this office for information and record.

 (CSIR letter No.10(4)/74-PL, dated 10th Feb, 1975.)

(3.1.2) Sub: Ban on filling up of posts more than six months old.

Reference para 2-1(iii) of Ministry of Finance O.M.No.F.14(4)-E(Coord.)/77, dated 27-5-77 circulated to the Heads of all National Labs./Instts. vide Chief (Finance), CSIR's D.O.letter of even number dated 3rd June, 1977.  The posts which are lying vacant for more than six months are not to be filled up without obtaining prior clearance from the CSIR.

(CSIR letter No. 1/34/77-O&M(Vol.II), dated 12-4-78)

(3.1.3) Sub : Ban on filling up of vacant posts more than six months old.

Reference this office circular letter No. 1/34/77- O&M(Vol.II), dated 12-4-78 laying down that posts which are lying vacant for more than six months are not to be filled up without obtaining prior clearance from the CSIR.  It has, however, come to notice that in some Laboratories /Institutes posts lying vacant for more than six months were not only advertised but also filled up without obtaining prior clearance from CSIR.  In one case, temporary posts lying vacant for more than a decade have been filled up without obtaining prior clearance.

According to the practice prevailing in the Government, temporary posts are created/extended on year to year basis provided the posts are filled up and in case these are not granted extension such temporary posts automatically get abolished.  This practice is, however, not being followed in CSIR and temporary posts even though they were created years back but remained unfilled for one reason or the other ire deemed to be in existence and filled up as and when necessary which is not in order.  Even so, according to the orders of the Govt. of India which have been adopted by CSIR and circulated to all our National Laboratories/Institutes as mentioned in para 1 above, no post lying vacant for more than six months can be filled up without, the specific approval of the CSIR.  The action of some Laboratories/Institutes in not obtaining prior clearance before filling up such posts was not in consonance with the above instructions.

    The Director-General, SIR has, therefore, desired that all CSIR Laboratories may be informed about the regulation relating to temporary posts, their filling up, lapsing etc. so that the situations of the above nature are not repeated hereafter

    It is, therefore, again requested that the orders as mentioned above may kindly be strictly followed while filling up of vacant posts in the National Laboratories/Institutes of the CSIR.

    (CSIR letter No. 1(23)/73-E.II, dated 1 st Feb. 1979)

(3.1.4) Sub: Ban of filling up of posts-Economy in administrative expenditure in Govt.

    In continuation of this office letter of even number dated 12-4-1978, 1 am directed to inform that in partial modification of the ban on filling up of posts lying vacant for more than six months, it has been decided as under:

  1. Prior approval of the CSIR will be necessary to fill up all posts which are required to be advertised under the relevant rules and for which the elaborate procedure of constitution of selection committee/screening committee etc. has been provided and which are lying vacant for more than one year;
  2. The limit of six (6) months will, however, continue to operate in respect of all other posts which are filled up on the basis of departmental promotions and/or against reservation quota through the Departmental Promotion Committee(s)/Employment Exchanges.

(CSIR letter No. 1/34/77-O&M(Vol.II), dated 5-3-1979)

 (3.1. 5) Sub : Filling up of posts

In accordance with the existing instructions as contained in letter No.4(181)-Bud/74. dated 19-9-79, approval of the CSIR Headquarters is necessary for filling up posts of all categories lying vacant for more than. 6 months/one year.  The procedure to be followed for filling up was given in this office No.1/34/77-O&M(Vol.II), dated 5- 3-1979.

In the last conference of the Directors it was considered that the procedure for filling up of the posts could be simplified and streamlined.  This matter has been examined and it has been decided that the laboratories may follow the following procedure so that the delay in filling up can be reduced to the minimum:

  1. In respect of vacancies during the calendar year information may be sent six monthly (as on Ist January and 1 st July of each year) to the Headquarters showing the designation. scale of pay of the post, the date from which lying vacant and justification for filling up the same.  At present individual proposals are being sent to the Headquarters for each post which entails additional work.
  2. Action should be simultaneously initiated to fill up the posts in accordance with the existing procedure.  For this purpose action should be initiated to constitute the Selection Committees having regard to the nature of the post and then processing them for obtaining approval of the Executive Committee.  At the same time DG could be approached for nomination of Chairman, where-ever require
  3. Advertisements could be clubbed together and could be issued six-monthly so that there is better response from candidates.  For this purpose, a number of posts in similar areas/disciplines could be clubbed.  For recruitment to posts with post-graduate qualifications, the interviews could be held in the month of August- September-October so that students qualifying in the M.Sc.1B.E. examination of that year could also appear for these interviews.

  In the advertisement it may not always be possible to indicate the exact number of vacancies.  Therefore, it may suffice to indicate the number of likely vacancies in the advertisement with the proviso that the number of vacancies to be filled be the actual number available on the date of the interview.  The actual number of vacancies should be determined before the interview notices are issued and the Chairman informed so that the size of the panels could be determined with fair degree of precision

From the above, it would be seen that -

  1. Headquarters should be approached for filling up the post not on individual cases but on a six monthly basis;
  2. CSIR Headquarters should be approached for nomination of Chairman only once or twice a year; and
  3. Interviews may be held for a block of posts in different areas and disciplines.

It is accepted that for newly created posts or posts which suddenly fall vacant due to unforeseen circumstances, it may not be possible to follow the above procedure in toto.  But in such cases also it should be possible to take-action to fill up the posts along with other posts already lying vacant in the Laboratory

(CSIR letter No. 1/34/77-O&M (Vol.II), dated 23-5-1981)

(3.1.6) Filling up of vacant posts

In continuation of this office telegram dated 21st Dec., 1983 requesting not to fill up vacant posts without prior clearance from CSIR-Headquarters 1 am directed to invite a reference to D.0, letter No.4(181)/Bud/83 dated 22nd Dec., 1983 addressed to all the Heads of National Labs./Instts. by Shri M.V. Ramakrishnan, Financial Adviser and to state that the Govt. of India instructions contained in the letter of Ministry of Finance dated 26.11.83 cited in the D.O. may kindly be adhered to.

(CSIR letter No. 1(34)77/O&M/II, dated 13th January 1984)

(3.1. 7) Ban on filling up of vacancies.

The Govt. of India has relaxed the ban on filling up of vacancies both Plan and Non-Plan arising due to promotion, retirement, death etc. subject to the condition that the posts which have been found to be surplus as a result of the review have been abolished.

The review of all the vacancies which existed as on 1-6-1986 in the National Laboratories and CSIR Hqrs. has since been made and the vacancies to be retained/abolished in your laboratory/institute will be intimated shortly.

In view of the above, it has now been decided by the DGSIR with the concurrence of Member (Finance) that all future vacancies in the National Laboratories and CSIR Headquarters arising after    1-6-1986 due to promotion/retirement/death /resignation /dismissal/removal/or deputation can be filled up by the Lab./Instt.

(CSIR letter No.17(158)/86-E.11. dated 24th September, 1986).

(3.1.8) During the Peer Review and the Budget Meetings.  DGSIR had emphasized that in view of sharp increase in the salary budget and other financial constraints, the.  Labs./Institutes should observe strict financial discipline and ensure that:

  1. Vacancies in Group IV, if considered necessary to be filled up, should be filled up with the prior approval of DGSIR; and
  2. vacancies in other groups to be kept in abeyance.
  1. I hope these instructions of DG-CSIR are being strictly observed by your Lab./Institute.
  2. However, I would like to clarify that these directions of DGSIR do not apply to the filling up of backlog vacancies for SCs / STs under the Special Recruitment Drive.  You may kindly continue to make recruitment against these vacancies as per existing instructions in the matter.

(CSIR D.O. No.2/89/91-SC/ST, dated 15th July, 1992.)

(3.1.9) Filling up of posts held by officers who proceed on foreign service in India or abroad or go abroad on leave for study/training.

Quite often Officers of the National Laboratories/Institutes. get appointments in other Government Departments, Undertakings, Autonomous Organisations and International Bodies and they are released on usual foreign service/lien terms etc.  There is yet another category of officers who go abroad on leave for study/training.  The question whether the posts held by these officers in the National Laboratories/Institutes could be filled up temporarily has been under consideration in the CSIR for some time past.

The Vice President, Council of Scientific and Industrial Research has been pleased to decide that the posts should be    filled up temporarily in the manner laid down in the bye-laws of the CSIR i.e. through advt. And selection by Selection Committees in the under mentioned cases:-

  1. Officers who are appointed for a period of two years or more on foreign service in India or abroad;
  2. Officers who go abroad on leave for a period of two years or more for study/training purposes, provided that in both the cases if any of the officers returns earlier than the sanctioned period of his foreign service or leave, the person appointed in his place temporarily will be asked to quit and a specific provision to that effect shall be made in the appointment letter. In case a departmental candidate is selected on promotion against such a vacancy, he will be reverted to his original post and a condition to this effect should be inserted in the appointment letter in respect of departmental candidates.

    All the Heads of National Laboratories/Institutes are requested kindly to keep these conditions in Views while recommending the case to CSIR for foreign service or for leave out of India of their officers for 2 years or more.

    Necessary action has to be initiated by the Laboratories/Institutes in such cases to advertise the posts with aforesaid conditions and fill them in accordance with rules.

The chain vacancies will not be filled up.

(CSIR letter No.16(181)/71-E.I, dated. the 6th Feb., 1971)

(3.1.10) Reservation for Physically Handicapped persons in Group C and D posts/services under the Central Government.

Reference (i) Letter No.2/89/91-SC/ST, dated 15.7.1992; (ii) Letter No.17/108/78-EII, dated 16.2.1993 from CSIR conveying- instructions that the ban imposed on filling of posts will not be applicable in respect of (i) back log vacancies for SIC/ST under Special Recruitment Drive; and (ii) Compassionate appointment respectively.

The Govt. of India have also decided that there will be no ban on filling up of vacancies reserved for physically handicapped persons; a copy of the Govt. of India OM No. 36035/2/92-Estt(SCT), dated 19.1.1993 is enclosed for your ready reference.

You are requested kindly to follow these instructions subject to observance of guidelines/Instructions issued by the Govt. of India and CSIR from time to time in the matter.

    (CSIR letter No. 1(52)84-O&M, dated 13th December, 1993)

(3.2)     Departmental Promotion Committees/ Selection Committees.

(3.2.1) Supply of information required for Departmental Promotion Committees/Selection Committees and for confirmation etc.

It has been noticed that information in regard to vigilance angle certificate, complete Confidential Report Dossiers, pay Particulars etc. required for consideration of the Departmental Promotion Committees/Selection Committees for various posts are not received from some of the Laboratories / Institutes in time in spite of repeated requests and telegraphic reminders.  Obviously, this places the CSIR in an embracing position and more so because these Committees have Members from outside.

It is, therefore, requested that in future it will be the personal responsibility of the Administrative officer of Your Laboratory/Institute to ensure that all the relevant information is made available to CSIR in good time immediately when asked for.  In case of failure to do so, it is possible that some cases might go by default

You are requested kindly to issue necessary instructions to the Administrative officer and other officers responsible for this work in your Laboratory/Institute so as to ensure that the material is furnished to CSIR in future timely and complete in all respects.

    (CSIR letter No.33(1)/84-E-I, dated 7th August, 1984)

(3.2.2) Constitution of Selection/Expert Committees.

In accordance with the provision under Bye-law 65 of the Rules & Regulations and Bye-laws of CSIR, three scientists from National Laboratories are required to be nominated on the Selection/Expert Committee.  However, it has been observed that the nomination of internal members on the Committees is confined to the concerned Lab./Instt. only The DG-CSIR has desired that internal members should be nominated from CSIR as a whole and not exclusively from the same Lab./Institute particularly for selection/assessment to senior positions.  This may please be kept in view while proposing constitution of Selection/Expert Committee in your Lab./Institute in respect of selection/assessment to the posts of Scientists 'C' and equivalent onwards.

(CSIR letter No.2(5)/83-PL, dated 19th Dec., 1984.

(3.2.3) Uniform date of promotion.

While conveying approval to the additional posts of Assistants created by up-gradation of the posts of UDCs on cadre review vide D.O. letter of even number, dated 1st October, 1986, it was provided that the promotions against the newly upgraded posts will be made in accordance with the provision of the CSIR Administrative Services (Recruitment & Promotion) Rules.

In accordance with the provision of the rules, the promotions take effect from the date of issue of the orders on the recommendations of the DPC.

It was represented that since the promotion from the post of Assistant to the post of Section Officer was made with reference to the seniority in the grade of Assistant, the, promotion should be made effective from a uniform date as the promotions in different Laboratories/Institutes must have taken effect from different dates.  The matter has been under consideration and it has been decided that the promotion of UDCs to the post of Assistants on cadre review-will be made effective notionally with effect from 1st October, 1,986 to safeguard their seniority.  However, the monetary benefit of promotion will be admissible from the date of taking over charge after issue of the orders on the recommendations of DPC.

(CSIR letter No. 17(157)/86-E.II. dated 11th June, 1987)

(3.3) General Principles for Determination of Seniority of Staff.

(3.3.1)  Government of India, Ministry of Home Affairs, O.M. No.9/11/55-RPS, dated 22nd December 1959 wherein the Govt. of India in suppression of all previous orders on the subject have laid down principle for determination of the seniority of staff.  These principles will not apply with retrospective effect.  The Vice-President, C.S.I.R. has been pleased to approve that these principles may be made applicable to the Council staff in toto except clauses 7 and 8 which may be made applicable in Council after necessary modifications made therein.

These principles generally provide that: -

  1. These principles shall apply to the determination of seniority in all the civil posts except such services and posts for which separate principles have already been issued or may be issued hereafter by Government.
  2. Subject to the provision of the para 3 below, persons appointed in a substantive or officiating capacity to a grade prior to the issue of these general principles shall retain the relative seniority already assigned to them or such seniority as may hereafter b assigned to them under the existing orders applicable to their cases and shall enable be senior to all others in that grade.
  3. For the purpose of these principles (a) persons who are the confirmed retrospectively with effect from a date earlier than the issue of these general principles; and (b) persons appointed on probation to a permanent post substantively vacant in a grade prior to the issue of these general principles, shall be considered to be permanent officers of the grade.

  4. Permanent officers of each grade shall be ranked senior to persons who are officiating in that grade.
  5. Notwithstanding the provisions of para 3 above, the relative seniority of all direct recruit shall be determined by the order of merit in which they are selected for such appointment on the recommendations of the Selection Committee, persons appointed as a result of an earlier selection being senior to those appointed as a result of a subsequent selection provided that where persons recruited initially on a temporary basis are confirmed subsequently in an order different from the order of merit indicated at the time of their appointment, seniority shall follow the order of confirmation and not the original order of merit
  6. The relative seniority of persons promoted to the various grades shall be determined in the order of their selection for such promotion - provided that where persons promoted initially on a temporary basis are confirmed subsequently in an order different from the order of merit indicated at the time of their appointment, seniority shall follow the order of confirmation and not the original order of merit.
  7. Where promotion are made on the basis of selection by a D.P.C., the seniority of such promotes shall be in the order in which they are recommended for such promotion by the Committee. Where promotions are made on the basis of seniority subject to the rejections of the unfit, the seniority of persons considered fit the relative seniority in the lower grade from which they are promoted.  Where, however, a person is considered as unfit for promotion and is superseded by a junior, such person shall not, if he is subsequently found suitable and promoted, take a seniority in the higher grade over the junior person who had superseded him.

    Where promotions to a grade are made from more than one grade, the eligible persons shall be arranged in separate lists in the order of their relative seniority in their respective grades.  Thereafter, the D.P.C shall select persons for promotion from each list upto the prescribed quota and arrange all the candidates selected from different lists in a consolidated order of merit which will determine the seniority of the persons on promotion to the higher grade.

  8. The relative seniority of direct recruits and of promotes shall be determined according to the rotation of vacancies between direct recruits and promotes which shall be based on the quotas of vacancies reserved for direct recruitment and promotion respectively in the Recruitment Rules.

(CSIR letter No.7/9/60-O&M, dated. the 9th February. 1960)

(3.3.2) Determining seniority of Scientific/Technical staff in C.S.I.R.

Scientist assessed and promoted earlier under Bye-law 71(b) are senior to those assessed and promoted later irrespective of the fact that the latter were senior in lower posts to the former.

The general principles laid down in para 2 of the Ministry of Home Affairs O.M. No.9/45/60-Estt.(D), dated

20.4.1961 are not relevant to the above issue.

(CSIR letter No.6(11)/71-74-E.II,dated 18th May, 1977)

(3.3.3) General Principles for determination of seniority and maintenance Of establishment list for Scientific & Technical staff.

The CSIR has been receiving various references from time to time from Laboratories/Institutes on the matter of determination of seniority and maintenance of establishment list in respect of Scientific & Technical staff.

    In this connection reference is invited to marginally noted circulars/communications where in the principle

  1. No.7.9.60-0&M, dated 9th February, 1960.
  2. No.16(10)165-E.1, dated 10th August, 1965

    For determination of seniority and maintenance of establishment list for Scientific & Technical Staff has been laid down.  It is requested that these instructions may be given wide circulation among the staff for their information and action as indicated therein.

    Further, in one of the Laboratory, a doubt had arisen that seniority of an officer of the level of Scientist 'E' post which carries two pay scales of Scientist - 'EI', Scientist - 'EII' has to be governed from the date of the placement in  the higher scale of pay i.e. 1800-2250 and not by the date of his entrance in the basic cadre of Scientist-E.

    It is clarified that once Scientist-E has been confirmed as Scientist-E.1, there was no need to confirm him in the other scale and that he becomes automatically a substantive holder of the second post of Scientist-E.II.

    (CSIR letter No3(35)/74-E.II, dated 24th Sept., 1982)

(3.3.4) Sub: Seniority of Drug Research Laboratory Surplus Staff transferred to various Labs./lnstts. for absorption.

The surplus staff of erstwhile DRL, Jammu functioning under the administrative control of CIMAP, Lucknow where absorbed in various National Labs./lnstts. depending upon the availability of suitable posts/creation of supernumerary posts. as the case may be.  A few references have been received from certain Labs./lnstts. seeking clarification with regard to (1) fixation of seniority of such staff, and (2) the method of counting their previous service for assessment promotion in the respective Lab./lnstt. where they have re-joined after absorption.  In consultation with FA, CSIR on the above issues, it has been decided that:

  1. Fixation of seniority in the respective grade of surplus staff will be determined from the date of rejoining in the recipient organisation; and
  2. The service rendered in the former DRL, Jammu will be counted for leave/increments and assessment promotion etc.  Monetary benefit of assessment promotion will be given to them from the date otherwise due to them.  The staff of DRL, Jammu will continue to be governed by Assessment promotion schemes by which they were governed in the DRL before rejoining CSIR Labs./Instts.

    (CSIR Letter No 17(1)/83-E.II, dated 28th Jan., 1985.)

(3.3.5) Sub: Seniority assessed of Scientists assessed for promotion under the New Recruitment & Assessment Scheme.

    References have been received from some of the Laboratories/Institutes seeking confirmation whether the order of merit/inter-se merit rating, as determined by the Assessment/Core Committee, on assessment promotion of the Scientific/technical personnel under the "New Recruitment & Assessment Scheme" will be the order of their merit for placement in the establishment list for the purpose of confirmation etc.

    It is clarified that since under the "New Assessment Promotion Scheme", the promotion is based on the inter-se merit rating restricted. by percentage limits wherever applicable, the inter-se merit rating as determined by the Assessment/Core Committee, will form the basis of fixing the seniority of the Scientists concerned for placement in the Establishment List for the respective grade.

(CSIR Letter No 17(65)/85-PPS, dated 11th Feb.,85.)

(3.4)        Probationary Period

(3.4.1) Probationary Period - Implementation of the recommendations of the Committee of Inquiry (C.S.I.R.)

    The president, Council of Scientific & Industrial Research on the recommendation of the Committee of Inquiry, CSIR under item No. 23 of its first Report, has been pleased to decide that :-

"The reasons for extending the period for probation should always be communicated in writing; if no decision extending the probation communicated in writing to the persons concerned within three months of expiry of the stipulated period of probation, they should be deemed to have completed the probation, satisfactorily.  In order to have a careful watch over such cases, the work of the probation should be periodically reviewed during the probationary period, and shortcomings, if any, should be communicated in writing to them."

    The aforesaid decision may kindly be strictly followed in all cases.  Any deviation or departure from the above decision is likely to create administrative and legal complications later and hence it should be avoided.

(CSIR letter No. 16(172)/70-E.I, dated 20th October, 1970)

(3.4.2) Sub: Probationary period of Scientists-every scientist appointed directly or promoted to a higher post will be kept "on probation "for two years.

    Hitherto all the scientists appointed directly or promoted to a higher post were kept "on probation" for one year.  The matter has been further considered in the CSIR in the light of the recommendations of the Sarkar Committee.

In accordance with the directive of the President, CSIR, great care has to be taken in the matter of scientific staffing of the CSIR Laboratories and that there should be a formally structured methodology based on modern management practices for recruitment and confirmation of scientists.

    In compliance with this directive of the President, CSIR, steps have been taken to evolve a new proforma and streamline the procedures communicated to you through this office circular letter No. 16(196)72-E.II, dated 14/3/1972.

It is, therefore, necessary that the work of every scientist during the probationary period is carefully reviewed to assess the research and management competence of a scientist in relation to his contribution to the work.  To achieve this purpose it has been decided that all the scientists appointed on 6 years contract or promoted from one post to a higher post should hereafter be kept initially "on probation" .for two years in future.  Accordingly, the appointment letter or promotion order as the case may be, in regard to further appointment or promotion of Scientific staff should contain a stipulation that they would be on probation for a period of two years.

During this period, the work of each scientist should be constantly reviewed by the competent authority and the deficiencies, if any, and areas in which improvement is needed should be communicated to the Scientist concerned during the probationary period itself vide CSIR circular letter 16(172)/70- E I, dated 20-10-70 to enable- him to remedy the deficiencies and to improve his work.  In all such cases of probation if the work of a scientist, after periodical review is found to be satisfactory, steps should be taken, four months in advance to obtain the approval of the Executive Committee in accordance with the instructions contained in our Circular letter No. 16(196)/72-E.II, dated 14-3-72.

These guidelines as also the- instructions contained in CSIR's Circular letter No.7(36)18/65-E.II, dated 24-7-71 may kindly be followed in all cases.

(CSIR Letter NO 16(196)/72-E.II. dated 9th May, 1972.)

(3.4.3) It has been noticed that proposals for obtaining approval of the competent authority for the satisfactory completion of probationary period in respect of Scientists and their continuation in service thereafter, are being forwarded to CSIR very late and in some cases much after the date on which probationary period expired.  In one of similar proposal received from a National Institute the Director General, SIR while granting approval to the proposal has taken a serious view of the delay and has observed as under:-

 "I cannot understand the reasons for putting up on 22.2.80 cases for confirmation and satisfactory completion of probation when the later expired on 9.11.78 e.g. a year and a quarter later.  The whole system needs overhaul if it is not to be regarded as a farce."

I shall, therefore, be grateful if you could kindly ensure that such delays don't occur in your Laboratory/Institute and proposals are initiated well in advance so that the approval of the competent authority could be obtained before the due date.

    (CSIR D.O. No.3(6)/76-E.II, dated 20h March, 1980.)

(3.4.4)    Extension of Probationary Period - Limit for.

    The following extract from the Govt. of India, Ministry of Home Affairs Memo No. 20/37/60-Pub.I, dated the 7th October, 1960 for your information.

  • While the normal probation may certainly be extended in suitable cases, it is not desirable that a employee should be kept on probation for years as happened occasionally at present.  It is, therefore, suggested that, save for exceptional reasons, probation should not be extended for more than a year and no employee should be kept on probation for more than double the normal period.
  • The decision whether an employee should be confirmed or his probation extended should be taken soon after the expiry of the initial probationary period, that is ordinarily within six to eight weeks and communicated to the employee together with the reasons in case of extension.  A probationer, who is not making satisfactory progress or who shows himself to be inadequate for the service in any way should be informed of his shortcomings well before the expiry of the original probationary period so that he can make special efforts at self-improvement.

A case has recently come to notice where the probationary period of a Council employee has been extended for about 5 years in different spells in a National Laboratory.  To avoid such situations in future, the Vice-President, CSIR, has now been pleased to decide that the probationary period may be extended for the maximum period of one year in two spells of 6 months each in cases where it is considered necessary to do so, and the person concerned moved wherever possible from the Section or from the Officer under whom he/she worked so as to be assessed independently.  It is considered that this should be ample time to watch the work of an employee for taking a decision on his retention in service or otherwise.

    The above instructions may kindly be brought to the notice of all officers and staff in your Laboratory/Institute.

(CSIR letter No.5(27)/77-E.II, dated 24th July, 1980)

(3.4.5)      Completion of probationary period of the Stores and Purchase Officers borne on Stores & Purchase Cadre.

        The Director General, Scientific & Industrial Research who is the competent authority for approving of  cases of completion, extension or curtailment of probationary period in respect of Stores & Purchase Officers has been pleased to decide that the Heads of National Laboratories/Institutes be authorised to approve on his behalf cases of completion of probationary period in respect of Stores & Purchase Officers, where the work and conduct of the concerned incumbent is satisfactory.  In such cases an intimation to this effect should be sent to this office for record.

Cases involving extension/curtailment of probationary period of the above category of Officers shall, however, continue to be referred to CSIR Headquarters.

(CSIR letter No. 16(139)/81 -E.I., dated 31st July, 1981)

(3.4.6)   Completion of probationary period/renewal of contract/confirmation of Scientists/Technologists in the CSIR.

Reference this office letter of even number, dated 18th March, 1977 and 22nd August, 1977 on the above subject.  The question of simplifying the procedure relating to probationary period/renewal of contract/confirmation/absorption against permanent posts in respect of Scientist 'C' and above in CSIR and its National Laboratories/Institutes has been under consideration for some time past.  The Governing Body of the CSIR at its meeting held on 30th April, 1982 has decided that henceforth the Directors/Heads of the National Laboratories/Institutes will be competent to approve (a) satisfactory completion of probationary period (b) renewal of contract and (c) confirmation of Scientists/Technologists upto Scientist E-11 level after a review of the Confidential Report and Self-Assessment Report to be obtained from the concerned Scientists/Technologists.

In the case of Scientist 'F' the recommendations of the Director/Head of the Lab./lnstt. together with self-assessment report will be sent to CSIR as heretofore for consideration and approval of DG-CSIR.

(CSIR letter No. 16(196)72-E.II, dated 18th May, 1982)

(3.4.7)   Completion of probationary period/renewal of contract/confirmation of Scientists/Technologists in the CSIR.

Reference CSIR letter of even number, dated 18th May, 1982.  The Directors/Heads of National Laboratories/Institutes being the appointing authority up to the rank of Scientist E-11 (excluding Common Cadre posts) will be competent to curtail/extend the probationary period of their employees as per rules. However, the cases of extension/curtailment of the common cadre staff and completion of probationary period etc. in the case of Scientist-F will continue to be referred to CSIR as hithertofore.

(CSIR letter No. 16(196)/72-E.II, dated 30th October, 1982)

(3.4.8) Sub: Placement of staff on probation in various services.

In suppression of the existing orders on the above subject, the Director General, Scientific & Industrial Research, has been pleased to approve that the following procedure shall be adopted for placement of staff on probation in various services.  These orders shall be applicable to all Groups of staff belonging to Scientific, Technical and Administrative categories.

A.    In the following cases, staff members will not be kept on Probation:

  1. Deputation/foreign service.
  2. Appointments made on contract basis including tenure of a Director.
  3. Permanent Absorption.
  4. Promotion on seniority-cum-fitness basis.
  5. Assessment under various schemes applicable to scientific and technical staff
  6. Fellows/Senior Fellows and Shanti Swarup Bhatnagar Fellows which are project-oriented appointments.

B.    Provision of probation shall be applicable to the following cases:-

  1. Selection from within the departmental candidates.
  2. Selection of a departmental candidate by competition from open market to be kept at par with outsiders and kept on probation.
  3. Direct recruits from open market.
  4. Joining of persons in CSIR on lien basis (except on contract).
  • The powers for approval to satisfactory completion/curtailment/extension of probation will rest with the appropriate appointing authority as on date of the event.  In case of common cadre staff working in Labs./lnstts., Heads of the Labs./lnstts. will be competent to approve their completion of probation under intimation to the appropriate appointing authority but cases involving extension/curtailment shall be referred to CSIR Hqrs. for consideration.
  • Methodology to be followed for this exercise shall be mutatis mutandis the same as that stipulated in extant Govt. of India orders on the subject except that in the case of scientific/technical staff, self-assessment report will be obtained from the employee concerned on probation
  • For general information, save for exceptional reasons, probation should not be extended for more than a year and no employee should be kept on probation for more than double the normal period.  The decision whether the probation be extended should be taken soon after expiry of the due date of initial probation period, that is, ordinarily within six to eight weeks, and communicated to the employee concerned together with the reasons in case of extension.

    These orders will come into force with immediate effect and this may specifically be brought to the notic of the Controller of Administration/Administrative Officer of your Lab./ lnstt. for his information, guidance and necessary action.

(CSIR Letter No 7(54)/B/88-E.II, dated 26th April, 1989.)

(3.4.9) Sub : Placement of Scientists appointed on contract in Group-IV-Benefits of confirmation/lien/pension.

  1. Reference this office circular of even number, dated 26.4.89 informing that Scientists appointed on contract including tenure of a Director will not be kept on 'probation.  This has resulted in denial of confirmation at entry points and consequent exercise of option for pensionary scheme in CSIR.
  2. This matter also came up for discussions during the Conference of Controllers of Administration of CSIR Labs./Instts. held in August 1990 at Hyderabad. It was felt that clarification be issued to all Labs./lnstts. that in future all Scientists appointed in Group-IV on contract (except Directors of Labs./Instts.) should be kept on probation as usual, so that they could opt for pensionary benefits on completion of probationary period.
  3. Final decision in the matter has now been incorporated in Merit and Normal Assessment Scheme (MANAS) duly approved by GB vide para 7.7 circulated vide JS (A)'s D.O. letter No. 17/(65/P)/42/90-PPS, dated 12.9.90.
  4. In view of the above, It is clarified that Scientists in Group-IV appointed on contract (except Directors of labs./Instts.) will hereafter be kept on probation for a period of two years, as usual.

    (CSIR Letter No 17(54/B)/88-E.II, dated 15th October, 90.)

(3.4.10) Sub: Placement of Staff on probation in various services.

In partial modification of this office order No.7(54)/B/88-E.11. dated 26.4.89, on the above subject I am directed to state that the DGSIR has been pleased to approve that the staff members promoted on the basis of seniority-cum-fitness from Group D to C; Group C to B; and Group B to A i.e. whenever there is a category change, may be kept on "trial period" for a period of one year.  On the expiry of this "trial period", rigorous screening may be conducted and a specific order passed to the effect that the officers concerned have since completed the trial period satisfactorily

Other conditions laid down for completion of "trial period" will be the same as prescribed for completion of probationary period.

(CSIR Letter No 8(129)7/83-E.I, dated 24th Jan. 1991)

3.5)         Promotional Avenues for Holders of Isolated Posts

(3.5.1) Sub: Recommendations of the Sidhu  Committee for career development  of administrative  Staff-Implementation thereof

    The recommendations of the Sidhu Committee for providing promotional avenues to the incumbents of the isolated posts (not falling under any of the notified Cadres) are reproduced below. 

  1. That incumbents of all isolated posts in the scale of pay of Rs. 1500-2000 may be considered for the next higher grade (Rs.2000-2250) after they have been held up for one year at the maximum of the grade on merit and on the recommendations of a Departmental Promotion Committee who shall invite the candidates for personal discussion
  2. That incumbents of all other isolated posts may be considered for promotion to the next approved higher scales of pay after they have rendered 11 years of service in their respective grades on merit and on the recommendations of a Departmental Promotion Committee who shall invite the candidates for personal discussion.


On promotion as above, the post held by them will be deemed to have been placed in the respective higher scales of pay on a personal basis.  In the event of promotee vacating the post on account of resignation and retirement etc., the post should automatically revert to its usual pay scale according to the recruitment rules applicable. 

All promotions to higher posts in the respective isolated posts shall need the prior approval of the DG-CSIR.

The Governing Body of the CSIR at its meeting held on 19.09.1981 considered the above recommendations and has approved of the following:-

"Individual cases may be processed on merit and shall be decided upon by the DGSIR in consultation with the Chief (Administration), CSIR and Chief (Finance), CSIR, taking 'consideration the recommendations of the Director of the concerned National Lab./lnstt. However, approval of the Member (Finance) should be obtained in respect of posts beyond Rs. 1500- 2000"

(CSIR letter No.33(89)/81 -E.I, dated 12th Nov, 1981.)

(3.5.2)Sub : Recommendations of the Sidhu Committee for career development of Administrative staff-implementation thereof.

I am directed to invite your attention to para 1 (c) of part VI of the Administrative Services (Recruitment and Promotion) Rules, 1982, brought into force with effect from 1.2.1982 and to state that the Director-General, Scientific & Industrial Research has been pleased to approve that instead of the words "Director of National Laboratory/Institute" the words "Director or his nominee" will be substituted to be the Chairman of the Se lection Committee/Departmental Promotion Committee (111) for all posts of Group 'C'.

    However the nominee, if appointed, as Chairman should not be less than the rank of Scientist 'F' or senior-most Scientist EI/EII wherever the incumbent to the post of Scientist 'F' is not in position.

    (CSIR letter No.33(94)/82-E I., dated 17th Feb, 1983.)

(3.5.3) Sub: Recommendations of the Sidhu Committee for career development of administrative staff-Isolated post.

    The question of considering the cases of incumbents holding isolated postes such as Receptionist/Watch & Ward Assistant/Hindi Teacher/Telephone Operator etc., for promotion to the next approved higher grades as stipulated in Office Order No.6 (File No.33(89)/81 E.I), dated 12.11.1981 has been under consideration of the CSIR for sometime.  It has accordingly been decided that the posts for which procedure for promotion has been laid down in the Administrative Services (Recruitment and Promotion) Rules 1982 cannot be termed as "Isolated Posts".  Consequently, incumbents of those posts for which no procedure has been laid down, under the said Rules, could be considered for promotion through Departmental Promotion Committee as stipulated in the aforesaid circular letter dated 12.11.1981. The posts so upgraded will be personal to the incumbents and will revert to original grades when vacated.

    However, the benefit hither-to being granted under the Special grade scheme will continue to be extended to the holders of all isolated posts on the basis of the present procedure of clubbing such isolated posts with other cadre posts in identical scales of pay.

    In order, therefore, to consider the cases of incumbents holding "Isolated posts" the Heads of the Laboratories/Institutes may kindly constitute an ad-hoc DPC and consider their cases for promotion to the next higher scale after completion of 11 years service.  The recommendations of the D.P.C. may lease be sent to CSIR for approval by the DG-CSIR.

    (CSIR letter No 1 0/3/82-SGPC.E.II, dated 29-06-1983.)

(3.5.4) Sub: Recommendations of the Sindhu Committee for career Development of administrataive staff-isolated posts.

    In partial modification of this office letter No. 10/3/82-SGPC-E.11. dated 29th June, 1983 (reproduced overleaf) on the above subject, I am directed to state that Para 2 of this letter will be replaced by the following Para:-

"Continuation of benefit granted under special grade scheme to the holders of all isolated posts including Telephone Operators on the basis of present procedure of clubbing will be discontinued.  Now, there will be no clubbing of isolated posts as enumerated in the first paragraph of the O.M. dated 29th June. 1983 with any other cadre posts.  The holders of all isolated posts will be considered for promotion through Departmental Promotional Committee as stipulated in this office Circular, dated 12.11.1981 to the next higher grade as distinct from Special Grade.

    Paragraph I and II of Circular, dated 29th June, 1983 will, however, remain unchanged. 

    (CSIR letter No. 1/1/76-SGPC-E.II, dated 30-08-1984.)

(3.5.5) Sub: Recommendations of the Sidhu Committee for career development of administratives staff-isolated post.                                                                            

    I am directed to inform you that from time to time the marginally noted communications containing decisions of the Governing Body regarding promotional avenues for isolated posts and their further clarifications have been issued.

    The matter has been further considered in consultation with Financial Adviser and it has been decided with the approval of the DGSIR that:-

(*CSIR letter No.33(89)/81 -E I, dated 12.11.1981)

(*CSIR letter No. 10/3/82-E.II, dated 29.06.1983.)

 (*CSIR letter No. 1/1/76-SGPC-E.II, dated 30.08.1984.)

Copy of each Circular is enclosed for ready reference.

  1. The incumbents of the isolated posts, who were placed in the special grade posts, during the period from 12.11.1981 to 29.8.1984 but have not so far been granted next promotional scale in terms of the decision of the Governing Body should be interviewed by the Departmental Promotion Committee, if not already done, and assessed for promotion to the next higher promotional scale.
  2. In all such cases the effective date of promotion would be the date on which they have completed 11 years of service.The pay in such cases will be fixed under FR 22(C) or FR 22, as the case may be, with reference to the pay drawn by them in their original regular post (distinct from the special grade post).

  3. Those incumbents of the isolated posts who have been already promoted in the next higher promotional scale during the period from 12.11.1981 to 29.08.1984 would continue to enjoy that status but in their cases, the effective date of promotion will be reckoned from the date they have completed 11 years or 12.11.1981 whichever is later.
  4. In all future cases the incumbents holding isolated posts will be assessed through a duly constituted Departmental Promotion Committee on completion of their 11 years. of service on the identical post and the monetary benefits will occur to them w.e.f. the date of completion of 11 years irrespective of the date of holding of the meeting of the D.P.C.

I am further directed to inform you that in accordance with the present procedure all such proposals in  respect of isolated posts will continue to be referred to CSIR along with recommendation of the departmental promotion committee for specific approval of Director-General, SIR.

 (CSIR letter No. 10/3/82-SGPC, dated 16th Jan, 1985.)