Departmental Promotion Committee Guidelines

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Questions and Answers

What criteria must the DPC consider when assessing an officer who has received a penalty?

Only the penalty itself

The length of time the penalty has been served

The opinion of the officer's peers

The officer's overall service record and circumstances of the penalty (correct)

What determines the selection in promotions by the DPC?

A fixed number of promotions available

A combination of individual preference and seniority

Length of service in the organization

Selection by merit regardless of seniority (correct)

What is the grading system that DPC must follow for individual officers?

Continuous improvement grading system

Grading prescribed in the APAR (correct)

Grading based on team assessment

Grading decided by the officer's supervisor

In which case can an officer still be promoted despite a penalty being imposed?

If the DPC finds the officer suitable after due consideration Signup and view all the answers

What element is pivotal in determining the selectivity of promotion by the DPC?

The benchmark 'Very Good' or 'Good' Signup and view all the answers

What kind of overall grading does the DPC need to provide for each officer?

An overall grading based on APARs Signup and view all the answers

What is required before preparing the promotion panel by the DPC?

Assessment of each candidate and overall grading Signup and view all the answers

What does the DPC do if it finds that an officer is unfit for promotion?

Reassess the officer after a fixed period Signup and view all the answers

What is the role of the nodal officer in the DPC process?

To ensure timely convening of the DPC. Signup and view all the answers

Which of the following events occurs first in the DPC model calendar?

Crucial date for determining eligibility. Signup and view all the answers

By what date should proposals be sent to the UPSC along with relevant recruitment rules?

15th April of the preceding vacancy year. Signup and view all the answers

Who may be designated as the nodal officer for Gr.A Services/posts?

The Joint Secretary (Admn) of the administrative Department. Signup and view all the answers

What should be the basis for filling a vacancy according to the existing rules?

The recruitment rules in force at the time of the vacancy Signup and view all the answers

Under what condition can the requirement for annual DPC meetings be waived?

Upon a certificate from the appointing authority stating no vacancies Signup and view all the answers

What is the timeframe for holding the DPC according to the model calendar?

April – August of the preceding vacancy year. Signup and view all the answers

What types of vacancies should be considered for preparing a DPC panel?

Long-term vacancies and those expected to occur in the year due to retirement Signup and view all the answers

Which activity follows the receipt of DPC minutes from the UPSC?

Post-DPC follow-up action by the administrative Ministry/Department. Signup and view all the answers

What should be done relative to sending proposals to UPSC?

They should be sent without waiting for the last date. Signup and view all the answers

Which type of deputation cases should be included when estimating regular vacancies?

Only those deputation cases lasting longer than one year Signup and view all the answers

What happens in the case of delays in holding DPCs for a year or more?

Vacancies should still be reported year-wise separately Signup and view all the answers

What is the maximum time frame for compiling ACRs (APARs) and other related documents?

January to April of the year preceding the vacancy year. Signup and view all the answers

Which of the following is NOT a criterion for determining regular vacancies?

Short-term leaves taken by officers Signup and view all the answers

Why should meetings not be postponed if recruitment rules are under review?

The existing rules remain valid until amended with retrospective effect Signup and view all the answers

What should be taken into account when calculating the number of vacancies for a panel?

Actual clear vacancies that are expected to arise Signup and view all the answers

When is consultation with the UPSC mandated under Article 320(3) of the Constitution?

When consultation is specified by the UPSC (Exemption from Consultation) Regulations, 1958 Signup and view all the answers

What should happen if the appointing authority disagrees with the DPC's recommendations and is lower than the President of India?

The matter must be referred to the DPC for reconsideration Signup and view all the answers

In cases where UPSC is associated with the DPC, how are DPC's recommendations treated?

As recommendations of UPSC Signup and view all the answers

What is required if the appointing authority, being the President of India, does not agree with the recommendations of the DPC?

Recommendations must be submitted to the Minister-in-Charge for acceptance Signup and view all the answers

What should the appointing authority provide when disagreeing with the DPC recommendations?

A detailed justification for the disagreement Signup and view all the answers

What occurs if a DPC reiterates its previous recommendations after the appointing authority's disagreement?

The appointing authority may still choose to submit to a higher authority with its own recommendations Signup and view all the answers

Which entity's approval must be obtained when the posts fall under the purview of the Appointments Committee of the Cabinet?

The Appointments Committee of the Cabinet Signup and view all the answers

How should DPC recommendations be treated if UPSC is not involved?

They should be dealt with according to specified procedures for such cases Signup and view all the answers

What is the primary order in which promotions should be made?

In the order of names on the panel Signup and view all the answers

Under what circumstances can exceptions to the promotion order be made?

When there are many vacancies within a short time Signup and view all the answers

If a person's name appears in both the promotion and direct recruitment panels, how is their appointment determined?

The earlier of their turns from either list determines their appointment Signup and view all the answers

What is the procedure for an officer returning from deputation regarding promotion?

They regain seniority without needing a new evaluation Signup and view all the answers

What happens to an officer serving on an ex-cadre post if they do not revert to their parent cadre on time?

Their name is removed from the promotion panel Signup and view all the answers

What is the status of an officer away on study leave regarding promotion?

They may be bypassed for promotion by juniors Signup and view all the answers

In which case does an officer not require fresh DPC consideration?

When they remain on the same panel as juniors Signup and view all the answers

What must an officer do if they voluntarily take an ex-cadre post?

They must return to their parent cadre when due for promotion Signup and view all the answers

Study Notes

Timely Convening of DPC

Nodal Officer: A designated officer should be identified to ensure the timely convening of the DPC (Departmental Promotion Committee).
- For Group A Services/Posts: Joint Secretary (Admn) of the administrative Department or Joint Secretary in-charge of the cadre concerned.
- Other Services/Posts: Administrative Ministry should identify a nodal officer of equivalent level.
Model Calendar: A prescribed calendar should be followed to ensure the select panel is ready before the commencement of the vacancy year.
- Separate Time-Schedule: There should be a separate time-schedule for cases requiring approval of the Appointments Committee of Cabinet and cases that do not require such approval.

Recruitment Rules

Vacancy Filling: Vacancies should be filled in accordance with the recruitment rules in force as on the date of vacancy.
Retrospective Effect: Unless rules made subsequently have been given retrospective effect.
Review/Amendment of Recruitment Rules: The holding of DPC meetings should not be delayed or postponed simply because recruitment rules are being reviewed/amended.

Non-Holding of Regular Annual DPC

Certificate of No Vacancies: The requirement of convening annual meetings of the DPC/DCC should be waived only after a certificate from the appointing authority confirms that there are no vacancies to be filled by promotion or no officers are due for confirmation during that year.

Preparatory Actions for Holding DPCs

Determining Regular Vacancies and Panel Size: Accurately estimate the number of vacancies for which a panel needs to be prepared.
- Vacancy Types: Take into account clear vacancies due to retirement, regular long-term promotion, and deputation (excluding short-term deputation).
- Year-Wise Indication: In cases of delayed DPCs for a year or more, vacancies should be indicated separately for each year.
Overall Assessment by DPC:
- Grading: Each officer should be given an overall grading based on the gradings prescribed in the APAR (Annual Performance Appraisal Report).
- Penalty Consideration: The DPC should consider any major or minor penalties awarded to the officer, or any displeasure conveyed by a superior officer or authority, as reflected in the APARs.
Suitability Assessment after Penalty: The DPC considers the circumstances leading to the imposition of a penalty and decides whether the officer should be considered for promotion despite it.

Panel Preparation

Principle: There should be no supersession in the matter of selection (merit) promotion at any level.
- Mode of Promotion: The mode of promotion shall be 'selection' only, with the element of selectivity determined by the relevant benchmark.

Consultation and Approval

Consultation with UPSC (Union Public Service Commission):
- Mandatory: When consultation with the UPSC is mandatory under Article 320(3) of the Constitution, read with the UPSC (Exemption from Consultation) Regulations, 1958.
- Optional: When the Member of the Commission presiding over the DPC desires consultation.
Approval of ACC (Appointments Committee of Cabinet): Where the posts fall within the purview of the Appointments Committee of the Cabinet, its approval is required.

Procedure When Appointing Authority Disagrees with DPC Recommendations

Recommendations Treated As UPSC Recommendations: If the UPSC is associated with the DPC, the DPC's recommendations are treated as the UPSC's recommendations.
Procedure for Overruling UPSC: If the appointing authority needs to vary or disagree with the DPC recommendations, the prescribed procedure for overruling the UPSC recommendations should be followed.
DPC Recommendations Without UPSC Representation:
- Appointing Authority Lower Than President: The appointing authority should indicate their reasons for disagreement and refer the matter back to the DPC for reconsideration. If the DPC reiterates its recommendations, the appointing authority may accept them if the reasons are convincing; otherwise, they submit the papers to the next higher authority with their recommendations.
- Appointing Authority is the President: The recommendations are submitted to the Minister-in-Charge of the Department for acceptance or otherwise.

Order of Promotions

Order of Panel: Promotions, as far as possible, should be made in the order the officers appear in the panel. Exceptions may be necessary based on the number of vacancies, location and experience of the officers, or short-term vacancies.
Direct Recruitment vs. Promotion: If an officer's name is included in both the panel for promotion and the panel for direct recruitment to a higher post, the appointment should be made based on whichever list gives them an earlier turn (direct recruitment or promotion).

Promotion of Deputation/Foreign Service/Study Leave Officers

Regaining Seniority: Provision should be made for officers on deputation, foreign service, or study leave to regain their temporarily lost seniority in the higher grade upon return to the cadre.
Fresh DPC Reconsideration: Officers away on these assignments need not be reconsidered by a fresh DPC while they remain away.
Ex-Cadre Post: If an officer is serving on an ex-cadre post on their own volition, they should revert to their parent cadre immediately when due for promotion, or they will be removed from the panel.

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Description

This quiz covers the essential guidelines for the timely convening of the Departmental Promotion Committee (DPC) and the rules regarding recruitment and vacancy filling. Understand the roles of nodal officers and the importance of following a model calendar for promotions. Test your knowledge on the procedures and recruitment rules applicable to government services.