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OFFICE
MANAGEMENT
1. Short title and commencement. –(1) These regulations may be called the Prasar Bharati (Office Management) Regulations. (2) They shall come into force on the date of their publication in the Official Gazette. (3) The provisions of these regulations shall be in addition to, and not in derogation of, the provisions of any similar rule or regulation on the subject applicable to Government servants for the time being in force. 3. Definitions. – In these regulations, unless the context otherwise
requires: -
(a)
“Corporation” means the Prasar Bharati (Broadcasting Corporation of
India);
(b)
“CEO" means the Executive member of the
Corporation;
(c)
“employee" means a person in the employment
of the Corporation other than casual work-charged or contingent staff
or workman but includes a person on deputation to the Corporation;
(d)
"Government" means the Central Government;
4. Hours of attendance. -(1) The normal hours of attendance for employees of Prasar Bharati will be as follows: -
(2) Every employee is expected to be in seat
and start work at the prescribed opening hour. Ten minutes grace time
may be allowed in respect of the arrival time to cover any unforeseen
contingencies. Such late coming (within the grace time) may be condoned
unless it becomes a matter of frequent recurrence. 5. Attendance Register. –(1) Except for offices
following the Computerised Attendance Recording System (CARS), an Attendance
Register in the prescribed form will be maintained in each Section.
Every employee should enter clearly his initials at the time of
arrival and departure duly noting the time in ink. The Section Head
should initial the Register, and in his absence the senior most Assistant present in token of scrutiny. The register
should be sent to the Branch Officer 10 minutes after the prescribed
arrival time. Any person arriving thereafter should record his initials
in the Branch Officers room. (2) The Section Officer who will maintain the Register for staff in the section including the Group ‘D’ staff, will see that entries are made correctly. The Section Officer will draw the attention of the Branch Officer to the names of persons who are frequently or habitually late without prior permission. (3) The following abbreviations will be used by the Section Officer to denote the reasons for non-attendance: - (1) Compensatory holiday … CH (2) Casual Leave … CL (3) Leave of any other kind … L (4) Restricted Holiday … RH (5) Absent … A 6. Late Attendance. -(1) Half-a-day’s casual leave should be debited to the casual leave account of an employee for each late attendance but late attendance up to an hour, on not more than two occasions in a month, may be condoned if this is due to unavoidable reasons. Suitable disciplinary action may be taken against an employee in addition to debiting half-a-day’s casual leave in cases of persistent/habitual late coming. (2) Surprise daily checks may be carried out in one or two sections under the direct supervision of a senior officer. (3) The lunch break must be scrupulously observed not only by the subordinate staff but also by the Supervisory officers and periodical surprise checks should be made to ensure this. (4) The case of an employee who leaves office early without permission before the time of closing of office should also be treated like late attendance and half-a-day’s casual leave should be debited to the CL account fro each such early departure from office. 7. When a day can be marked
dies non, and its effect. -Absence
of an employee from duty without proper permission or when on duty in
office, leaving office without proper permission, or while in office,
refusal to perform the duties assigned to them is subversive of discipline.
In cases of such absence from work, the leave sanctioning authority
may order that the days on which work is not performed be treated as
dies non, i.e., they will neither count as service nor be construed
as break in service.
Provided that the day can be marked
dies non by the leave sanctioning authority only under three circumstances,
viz., -
(i) when the employee remains absent from duty without prior information; (ii) when on duty in office, the employee leaves the office without proper permission; and (iii) the employee remains in office, but refuses to perform duty assigned to him. Note: Treating the day as dies non, for coming late is not contemplated. It will suffice to debit the casual leave account of the employee as described above. 8. No pay and allowances for the day of absence
without authority. -An employee who
is absent from duty without authority shall not be entitled to any pay
and allowances during the period of such absence.
9.
Action to be taken for late coming when no casual leave is at credit. -If an employee who has no casual leave to his credit
comes late without sufficient justification and the administrative authority
is not prepared to condone the late coming but does not at the same
time propose to take disciplinary action, it may inform the official
that it will be treated as unauthorized absence for the day on which
he has come late and leave it to the employee himself to face the consequences
of such unauthorized absence or to apply for earned leave or any other
kind of leave due and admissible for the entire day. The competent authority
may sanction the same.
10. Half-a
Day’s Casual Leave. –An employee can
be granted half a day’s casual leave if applied for.
(2) For this purpose the lunch interval is to be the dividing line.(3) Half a day’s casual leave can be granted in conjunction with full day’s casual leave.
11. Observance of proper decorum during the lunch break. –(1) No employee should play cards on the lawns and such other places inside and outside office buildings.(2) No indoor games should be played in office building after 7.00 p.m. except on special occasions such as tournaments etc. 12. Leave (General Conditions). - (1) Leave cannot be claimed as of right. When exigencies
of public service so require, leave of any kind may be refused or revoked
by the authority competent to grant it, but it shall not be open to
that authority to alter the kind of leave due and applied for except
at the written request of the employee. (2) Any claim to leave to the credit of an employee who is dismissed or removed or who resigns from service ceases from the date such dismissal or removal or resignation. (3) An employee who is dismissed or removed from service and is reinstated on appeal or revision shall be entitled to count for leave his service prior to dismissal or removal, as the case may be. (4) Casual Leave should be applied for as for as possible in advance except in unforeseen circumstances like sudden sickness etc. A Government servant on Casual Leave is treated as on duty. The maximum period of Casual Leave allowed is 12 days in a calender year, subject to a maximum of 8 days at a time. The limit of 8 days may be relaxed in special circumstances at the discretion of the Head of Office. Casual Leave may be prefixed/suffixed to recognised holidays and Sundays with permission. Casual Leave should not be granted to cause evasion of the Rules regarding ‘charge of office’, commencing and end of regular leave etc. Sundays and holidays following during a period of casual leave will not be treated as part of the leave. Persons joining service in the middle of the year may be allowed leave exceeding the proportionate eligibility subject to the maximum of 12 days in special cases by the sanctioning authority. (5) Special Casual Leave. – (1) Special Casual Leave is admissible for the following purposes:
(i)
Participation in sporting events of national
or international importance in a representative capacity or engaged
in coaching or administration of teams participating in such events.
Special Casual Leave in such cases should not exceed 30 days in a calendar
year. If the period exceeds 30 days, the Government servant is permitted
to combine special casual leave with regular leave as a special case
but not with the ordinary Casual Leave. Only in very rare and exceptional
cases should the question of allowing special casual leave in excess
of 30 days be recommended to the Ministry of Home Affairs for concurrence.
(ii)
Participation in Inter-Ministerial or
inter-departmental sporting events duly recognised by Government – normally
tournaments – provided that (a) both the events and the participants
are sponsored by the Central Secretariat Sports Board set up by the
Secretariat Staff Welfare and Amenities Committee or other recognized
sports/recreation clubs of Government employees, and (b) the participants
have been specifically permitted by Government to participate insuch
events (admissible up to a maximum of 10 days). Those participating
in sporting events of the type mentioned both in (i) and (ii) above
will not, however, be allowed special casual leave in excess of 30 days.
(iii)
Taking Hindi Examination (Prabodh, Praveen
and Pragya) under the Scheme of teaching Hindi to Central Government
employees (for days of examination and reasonable time spent on journeys
from and to the center of examination nearest to the headquarters and
can be availed of only twice during the official career of the officer).
(iv)
Donating blood to recognized Blood Banks
on working day (for that day only).
(v)
Participation in activities of recognized
service association by their office bearers subject to a maximum of
10 days in a calendar year (in Ministries/Offices where practice of
allowing special casual leave for this purpose was in vogue before 4th
January, 1960 quantum and occasions for granting it to be governed by
that practice).
(vi)
For Family Planning:
(a)
Six working days for male employees,
who undergo vasectomy operation.
(b)
14 days for female employee who undergo
tubectomy baroscopic and also who undergo salping ectomy operation after
Medical Termination of Pregnancy.
(c)
One day to female employee on the day
of IUCD insertion and/or re-insertion.
(d)
Seven days to male employee whose wife
undergoes tubectomy/ laproscopic operation following the date of operation.
(e)
21 days admissible for undergoing recanalisation
operation.
(vii)
Participation in mountaineering expeditions
not exceeding 30 days in one calendar year provided expedition has the
approval of Indian Mountaineering Foundation and there is no change
in the overall limit of 30 days of special casual leave for an individual
Government servant for one calendar year for participation in sporting
events of national or international importance. The period of absence
in excess of 30 days should be treated as regular leave admissible under
the leave rules and be permitted, as a special case, to combine special
casual leave with regular leave.
(viii)
Special Casual Leave is also granted
to Government servants appearing for limited competitive examinations.
(ix)
Union/Association Activities: The maximum number of days of special
casual leave admissible is 20 days in a calendar year (i.e., the annual
period followed by the Association/Union/Federations), subject to the
above number of days: -
(a)
20 days admissible to the office-bearers
of recognized service Associations/Unions for participation in the activities
of Associations/Unions. (b) 10 days admissible to outstation delegates/ members of executive committee for attending its meetings. (c) 5 days admissible to local delegates and local members of executive committee for attending its meetings. (x). For Natural calamities, Bandhs etc. Special Casual leave may be sanctioned to employees who are not able to attend office due to civil disturbances, curfews, strikes, traffic dis-location due to natural calamities etc. this will be sanctioned by the Head of Departments. Wherever Central Government Welfare Coordination Committee exists such action may be initiated by the committee for obtaining Government orders. Special Casual leave may be combined with casual / regular leave. LTC is admissible during special casual leave also. HolidaysPrasar Bharati may observe 17 holidays in a year as declared by the Central Government in the following manner consisting of 3 National holidays and 11 occasions 16 Holidays are allowed in a calendar year out of which 13 including the 3 national holidays are fixed as follows: - Buddha Purnima Chirstmas Day Gurunanak’s Birthday Idu’l Fitr Diwali Idu’l Zuha Dussehra (Vijaya Dasami) Mahavir Jayanti Good Friday Muharram Remaining 3 holidays will be chosen out of the following festivals on year to year basis by the local central Government Welfare Coordination Committee. An Additional day for Dussehra Holi Janamashtami Ram Navmi Maha Shivrari Ganesh Chaturthi/Vinayak Chathurthi Rath yatra Onam Pongal Vasant Panchmi/ Sripanchami Vishu/ Vaisakhi Makaar Sankranti After 3 holidays are chosen from the above list, the remaining 9 will be included in the list of restricted holidays, Employees can avail two restricted holidays in calendar year, which can be combined with casual leave / regular leave. Note.: if any of the above festivals falls on Sunday / Holidays, there will be no option for choosing another festival in lieu thereof. 7. Address of officers and Staff. -A list of addresses of all officers and members of staff should be maintained up to date in the Administration Section with a copy being made available at Central place like Duty Room for use during outside office hours. The list should also include the telephone number if any available at the residences. 8. Maintenance of office rooms. - Office rooms should be maintained in a net and tidy conditions. The assistants and clerks should keep their tables and surroundings neat and clean, with the papers/ files properly arranged. While leaving office, the staff should ensure that all papers registers etc. in their charge are kept in proper places. Pending papers should be kept together in a separate folder. The staff should also ensure that electric lights, fans and heaters are used only when necessary and are switched off when not required during office hours and while leaving office in the evening. Typewriters should be properly covered. Suitable arrangements should be made in each office for opening the office/ rooms in the morning and locking by the evening by the far ash / security Guard etc. 9. Maintenance of order in the office. - Section head will ensure the maintenance of order in the section and should prevent idle talking, loitering, reading newspapers, magazines etc. by the staff during working hours. Admission of outsiders or private persons any part of the office should be checked. No member of staff can give any information unauthorisedly on any subject to an outsider. No member of the staff should take office papers outside office without proper permission. 10. Receipt of Dak. - The dak in a Doordarshan Kendra/ office is received in the following manner: - Ordinary Postal Dak Registered Postal Dak Telegrams/telex messages. Hand delivery With regard to ordinary postal dak, every Kendra has the post box arrangements with the post office concerned by paying the annual charges prescribed. The dak should be collected by the Group “D” Staff authorized for this purpose, in the morning. The Dak Bag will have a locking system with 3 keys, one with the post office, one key with head of office and one spare key kept in a sealed cover /box for use in emergencies. The staff in the post office will use the key for opening the lock and locking the same after placing the day’s dak in the bag. The Group “D” staff will bring the locked bag to the Head of Office or any other authorized officer who will open the bag. The dak will similarly be opened by the Head of office or any other authorized officer in his absence with the help of the P.A., if necessary. With regard to registered dak, the diarist will receive them after checking that all the letters are intended for the office. Entry will be made in the register of registered letters with columns, i0 S.No. II) date, iii) from whom received, , iv0 reference to registration No. v0 subject, and vi0. to whom marked. Except the last two columns other columns will be completed by the Diarist who will open the covers and mark to the officer concerned. The diarist will then complete the columns (v) and (vi). Telex messages received are entered in a register maintained by the telex operator and submitted to Head of office, who will mark to the respective sections. Similarly, telegrams will be entered in a separate register and put up to the Head of office. Hand delivery includes letter delivered to the office, through messengers and also communications from members of staff for leave etc. This will be received by the diarist and put up to the officer concerned. In case any letters are received by officer direct they should pass on the same to the Diarist after marking. No letter should be dealt with, without getting it diaries. The dak pads will be used for placing the dak received from the Directorate and other local dak suitably classified separately like programme, engineering, administration, viewers letters for ARU etc. Separate pads will be used for these purposes and such dak pads will be put up to the officer concerned like superintending Engineer/DD(P)DDA etc. as prescribed by the head of office locally. The officers concerned after perusal of the dak will mark them to the concerned sections. The diarist will diaries the letters and for this purpose, separate diaries will be maintained for:
Directorate dak Programme Sections Administration Section. Engineering Section Viewers letters The diarist will use the diary stamp to indicate the name of office, date of receipt and diary number and after diary should distribute the dak to the respective officers/ sections under due acknowledgements. 11. Action on receipts. - The dealing hand will go through the receipts, enter them in the Assistant’s Diary after checking enclosures etc. and deal with the urgent receipts first. The receipt should be brought on the current file and noting on the action to be taken on the receipt put up to the officer concerned. Necessary entry will be made in the assistants Diary giving the file number and date of submission. While submitting the note, the dealing hand should reproduce on the note portion, remarks, if any made by the officers on the receipt. The noting should be brief and to the point. It should give the required information for examination by the section head/ higher officer. As far as possible production of extracts in the noting may be avoided. Proper referencing should be done while putting up cases. The note should be clear either with specific proposal for orders or for consideration and orders of the higher authorities. On receipt of the file back from the higher officers, action as indicated in the file or suitable reply should be promptly taken by the dealing assistants. In routine cases, the section head/ officer-in-charge may themselves at the dak stage mark action as file etc. In such cases, separate noting may not be necessary. 12. Drafting. - A draft should convey the exact intention of the orders passed. The language used should be clear, co noise and incapable of misconstruction. Lengthy sentences, abruptness, redundancy, circumlocution, superlatives and repletion’s whether of words, expressions or ideas, should be avoided. Communications of some length or complexity should generally conclude with a summary. A draft should have the needed stimulus to have the expected response from the addresses. A draft will be written or typed in half margin and on both sides of the paper so that sufficient space is left for addition/ correction by the higher officers. DFA slip should be attached. 13. Filing system. -1In Doordarshan, the standardized functional filing index system is followed. Abbreviations, “S” for Establishment, “AC” for accounts, “G” for general administration, “E” for Engineering and “P” for programme are used as suffixes to the file number. The main number indicates basic head while the primary head is indicated in a suitable number within brackets. Suitable abbreviations are also used for indicating the name the name of the Kendra as prefix to the file number (e.g. No. Bom-1(1)86-AC) to indicate the name of the Kendra as Bombay). This will ensure uniformity in the filing system in all Doordarshan kendras/ offices. Before opening a file, the dealing hand will ascertain the standard head, to which the paper relates and propose suitable title for the approval of the officer-in-charge. After approval, necessary entry is made in the file Register. A record of files opened during a calendar year will be kept in a file register with columns, (i) File No., (ii) Subject, (iii) Date of opening/ closing, (classification/ year of review and (v) remarks. Separate pages should be allotted for different standard headings. If the main file is under submission, any urgent paper can be put up in a part file: in such case, it should be ensured that papers in the part file are promptly transferred to the main file. Movement slips should be properly fixed on each file sand markings made clearly to ensure the movement of the file to the correct officer/ section. The correspondence portion will start from below, while the noting portion will start from the top. In other words, the noting portion will be in a book form while the correspondence will be the reverse. This will enable the P.U.C. for which noting is put up is available on the top. 14. Records management. -In view of the proliferation of Government activities in all spheres, the paper record has multiplied/ manifold and has increased beyond all proportions. A proper check on the growth of records is, therefore essential while at the same time it should be ensured that records which are required for reference at the same time it should be ensured that records which are required for reference at a later stage are preserved either permanently or up to a fixed period. Records should neither be prematurely destroyed nor retained for longer period. For this purpose, government have laid down the procedure for periodical weeding and review of the records as also their destruction. Period of life for each type of records has also been prescribed. Details of such records and their life are given in Annexure-I to this Appendix. Files are classified as ‘A”, ‘B’ and ‘C’. Classification ‘A’ is adopted for files of historical importance and those which are preserved permanently for administrative purposes. Classification ‘B’ is used for permanent preservation of files which do not requires print or micro film. Classification ‘C’ includes files of secondary importance and are required to be kept for specified periods. Annually, the files should be marked for record by the section head after satisfying himself that no action is pending on the file. The file will then be sent to the record section with necessary entry against the relevant column in the file register. The period up to which the file should be preserved should be indicated on the top of the file. Periodical review should be undertaken and those files which have out – lived the period of their life should be weeded out after again going through the files. If any papers are required for future reference, the same may be removed or a copy may be kept separately. The weeded files should then be destroyed. 15. Destruction of old records. -When a file is recorded, it should be stamped with rubber stamp of the following description: “To be destroyed in …………………………………. “ and the year up to which it is to be preserved in accordance with orders in this regard should be entered therein under the initials of a responsible officer. Files which are of purely ephemeral nature should not be recorded by destroyed as soon as they are one year old. The records due for destruction should be examined by the officers who will mark them for destruction or for destruction or for further retention, either in whole or in part. These files should be examined by ASD or AO etc. The list of files should be put up to the Head of the Kendra / office and his orders obtained. A certificate of destruction should be recorded on the lists which should be preserved permanently for reference. Care should be taken to see that files containing papers which are important or are likely to be important in future are not destroyed, e.g. papers containing discussions of important principles and questions of policy. Note: 1. Records relating to audit objections should not be destroyed if any objection is pending. 2. Records pertaining to accounts should be destroyed after getting concurrence from A.G. / PAO even if they are otherwise due for destruction. 3. The period of preservation indicated in the appendix should be reckoned from the last date of the latest official year covered by the record. 4. Files classified as ‘B’ (i.e.) those that come under the category “ Keep but do not print” should be reviewed every ten years and their classification revised, if necessary. |