Railway Establishment Manual, Volume I (PDF)

CHAPTER II SECTION 'A' RULES GOVERNING PROMOTION OF SUBORDINATE STAFF PROMOTION OF GROUP 'B' POSTS 201.1. All vacancies in Group 'B' are filled by promotion on the basis of selection of eligible Group 'C employees and also on the bas...

CHAPTER II SECTION 'A' RULES GOVERNING PROMOTION OF SUBORDINATE STAFF PROMOTION OF GROUP 'B' POSTS 201.1. All vacancies in Group 'B' are filled by promotion on the basis of selection of eligible Group 'C employees and also on the basis of Limited Departmental Competitive Examination, wherever the scheme is in force. Where the scheme of LDCE is in force, selection is held to fill 70% of the vacancies and LDCE is held to fill the remaining 30% of the vacancies. ( Railway Board's letter No. E(GP)/2005/2/69 dated 5.1.06] The condition and procedure governing the selection for promotion to Group B posts are given in the following paras. Regarding condition and procedure governing LDCE, the provisions of relevant Recruitment Rules and administrative instructions issued from time to time should be referred to. [ Authority : Railway Board's letter No. E(GP)/95/2/75 dated 5.8.98] 201.2. Frequency of Selection. Selection for appointment to Group B posts should be held once in two years. Where due to unforeseen developments, suck as creation of new posts, upgradation etc., the panel drawn gets exhausted and the biennial selection is away by more than six months a fresh selection may be held. The need for conducting such selections should however, be rare and due care should be taken in working out the vacancies for the normal biennial selection. 202.1. Composition of Selection Committee. Selection Committee will be constituted under the orders of the General Manager for the purpose of making recommendations to him in respect of Group 'C staff considered suitable for promotion to Group 'B The Selection Committee should consist of 3 Heads of Department or Additional Heads of Department including the Chief Personnel Officer or Additional Chief Personnel Officer and the Head of the Department concerned or as has been provided for in the relevant Recruitment Rules. The Senior Deputy General Manager or the Additional CVO of the Vigilance Organization should not be nominated to serve on the Committee. If none of the officers constituting the Departmental Promotion Committee belongs to either Scheduled Caste or Scheduled Tribe holding the rank not lower than the Junior Administrative Grade may be nominated. 202.2. Assessment of vacancies. Vacancies for two years should be assessed carefully taking into account the vacancies in regular cadre (both permanent and temporary), as also in the construction and work-charged cadre/posts. To the assessment thus made, the vacancies due to arise in the next 6 months should also be included to cater to unforeseen contingencies and the panel should be formed for the total number of vacancies. (Authority:   Ministry   of Railways' letter No.   E(GP)2005/2/61   dated 14.9.2006) ACS NO.193 202.3. "Reservation in favour of SCs/STs Rules of post-based reservation apply in filling the vacancies in Group 'B' on the basis of selection. Only those eligible SCs/STs who are in the zone of consideration determined in accordance with the rules, should be called for the selection. If either SCs/STs are not available in the zone of consideration or the available SCs/STs have not qualified for appointment against the reserved vacancies, then the reserved vacancies will remain unfilled and the same will be filled up through future selections. (Authority: Ministry of Railways' letter No.2005-E(SCT)l/25/14 dated 16.11.2005 and No.E (GP)2005/2/61 dt.22/11/2005)-- ACS NO.193 203.1. Conditions of eligibility. For the selection, all Group C employees working on a regular basis in grade the minimum of which is Rs. 5000/- in the revised scale and in the higher Group C grades and who have rendered not less than 3 years of non-fortuitous service in the grade are eligible. There will be no distinction between permanent and temporary employees. ( Railway Board's letter No. E(GP)/2005/2/69 dated 5.1.06] 203.2. In case a junior employees is considered for selection by virtue of his satisfying the relevant minimum service conditions all persons senior to him shall be held to be eligible, notwithstanding the position that they do not fulfill the requisite minimum service conditions. 203.4. Zone of consideration. The number of employees to be called for the selection will be in accordance with the sliding scale in the order of seniority as shown below - 1. vacancies 5 employees. 2. vacancies 8 employees. 3. vacancies 10 employees. 4. vacancies and above employees equal to three times the number of vacancies. 203.5. Since employees from the different streams will be eligible to appear for the selection, their integrated seniority for purposes of the selection should be determined on the basis of total length of non-fortuitous service rendered in grade Rs. 6500-10500 (R.S.) and above. In other words the date of appointment to the grade Rs. 6500-10500(R.S.) on a non fortuitous basis will be the criterion. 203.6. If adequate number of SCs/STs are not available within the field so determined for consideration against reserved vacancies the field should be extended to five times the number of vacancies and only those SCs/STs coming in the extended field (and not the others) should be considered. 203.7. Where due to exceptional reasons beyond the control of the Administration it is not possible to hold the selection as scheduled and it is delayed by more than one selection period, the first selection that is held thereafter should follow the procedure indicated below : (a) The actual number of vacancies for each of the selections should be assessed separately. (b) The employees who would be within the field of consideration with reference to the vacancies to be filled at each selection starting with earliest selection should only be considered for each selection. (c) A panel should be prepared for each of the selections. (d) All the panels should be consolidated by placing the panel of the earlier period above the one for the next and so on. 203.8. In respect of selections for the Group 'B' posts of Assistant Personnel Officer all employees who are eligible and who volunteer for the selection should be considered, without any limitation of number. 204.1. Selection Procedure. The selection is based on a written test to adjudge the professional ability, viva-voce and assessment of record of service by the Selection Committee. The marks allotted and the qualifying marks under the different heads are as follows:- Prescribed papers Max. Marks Qualifying Marks Remarks One paper on 150 90 Out of 150 marks, Professional the professional subject and Estt. subject will carry  And Financial atleast 100 marks. Rules. RECORD OF SERVICE AND VIVA-VOCE Max. Marks Qualifying Marks i) Viva-voce 25 30 ii) Record of service 25 (including atleast 15 marks in the record of service). ( Railway Board's letter No. E(GP)/2005/2/69 dated 5.1.06] 204.2. The question paper for the written test should have a practical bias i.e. it should be designed to test the ability of candidates to tackle the practical problems they are likely to face rather than their theoretical knowledge. It is in view of this that no syllabus has been prescribed for the written examination except, the written examination for the post of Assistant Personnel Officer and the Railways depending on the local conditions/practices should set the paper. 204.3. Ten percent of the total marks allotted for testing the professional ability should be set apart for questions on official language policy and official language rules. While the employees should be encouraged to attempt the questions on official language policy and official language rules the questions should not be compulsory. 204.4. The setting of the question paper and evaluation of answer books should be done by and the different officers of SA grade Level I who need not necessarily be a member of the Selection Committee. Questions on official language policy and official language rules may be set by or in consultation with the Mukhya Raj Bhasha Adhikari. (Authority: Ministry of Railways' letter No.E (GP) 2001/2/32 dt. 25/10/2001) ACS NO.193 204.5. No moderation of the performance is permissible. 204.6. Personality, Address and Qualities of Leadership should be assessed at the viva-voce test. In case a written test is not held for adjudging professional ability this should also be assessed at the viva voce through questions with a practical bias. 204.7. Marks for record of service should be given on the basis of Confidential reports and relevant service records. Integrity of character should receive special consideration. 204.8. The successful candidates shall be arranged as follows : (1) Those securing 80% marks and above graded as 'Outstanding'. (2) Those securing between 60% marks and 79% marks graded as 'Good'. 204.9. The panel should consist of employees who had qualified in the selection, corresponding to the number of vacancies for which the selection was held. Employees securing the gradation 'Outstanding' will be placed on top followed by those securing the gradation, 'good' interse seniority within each group being maintained. 204.10. The recommendations of the Selection Committee should be put up to the General Manager for approval. If he does not approve of the recommendations he will record his reasons in writing there for and order a fresh selection. Once a panel is approved by the General Manager no amendment or alteration in the panel should be made except with the prior approval of the Railway Board. 205. Currency of Panel. The panel will be current for a period of 2 years from the date of approval of the competent authority or till a fresh panel on the basis of next selection becomes available whichever is earlier. Where provisional panels are drawn the currency will count from the date of approval of the provisional panel. If the operation of an approved panel has been held in abeyance either wholly or partly as a result of injunction from the Court of Law the currency of the panel should be reckoned after excluding the period covered by the Court's directive. Before operating the panel after the vacation of the junction/after disposal of the case by the Court of Law, the personal approval of the General Manager should be taken. 206.1. Consideration of Employees on deputation In cases where employees eligible to take the selection are abroad on deputation/secondment and are not likely to return in a few months time, the selection held in their absence should be finalized without waiting for their return. On their return they should be called for the first selection held thereafter and on the basis of their performance in the selection they should be considered for proforma inclusion in the panel framed during their absence abroad. If an employee is thus included in the panel no arrears would be payable to him and entitlement to pay in Group B would commence only from the date of his actual officiating promotion for the panel thus enlarged Board approval should be obtained. In respect of eligible employees who are on deputation to offices/establishments, within the country, it should be ensured that adequate advance notice is given to such employee and they are considered at the selection without fail. 206.2. Medical fitness of employees selected for promotion to Group 'B'. Employees selected for promotion to Group B service should be fit in all respects, including physical fitness, for the duties assigned to the particular category of posts to which the promotion is made. The Group C employees qualifying in the selections for promotion to Group B , posts but not passing the prescribed medical standard should not be promoted to Group 'B' even on ad hoc basis. ( Railway Board's letter No. E(GP)/2005/2/69 dated 5.1.06] - ACS NO.181 207.1. SUPPLEMENTARY-SELECTION. Not more than one supplementary selection should be held to cater to the absentees. While holding the supplementary selection all care and caution should be exercised to ensure that employees who did not avail of the main selection are provided the opportunity at the supplementary selection. Measures to notify the employees either for the main selection or the supplementary selection, particularly in cases where employees are serving outside the Railway including employees on deputation should not be routine. Selection should not be held separately for the Group 'B' posts in the different branches with a department except in the case of Mechanical Engineering Department and T(T)&C departments where selections for the Gr. 'B' posts in each of the following streams, should be held separately. Mechanical Engg. Deptt. 1. Carriage and Wagon 2. Loco (open line) 3. Workshops T(T) & C Deptt. 1. Commercial 2. Operating 207.3 Refusal of Promotion. An employee empanelled for promotion to Group 'B' refusing promotion, when his turn arises should be debarred for promotion for one year and if after one year, he refuse promotion again, his name should be deleted from the panel, when promoted, after the period for which he is debarred, seniority will be as from the date of effect of promotion and he will be junior to all employees promoted earlier than him on regular basis from the same panel but will be senior to employees from the subsequent panel, if any formed.  208.1. Other instructions. The answer papers of the written examination as well as the mark sheets of viva-voce should be marked with indelible ink. Each answer book should carry a fly leaf. Both fly leaf as well as the answer book should be stamped and signed by the Gazetted Officer in charge of conduct of the examination. The employees should write his name and designation on the fly leaf only. After the answer books are received from the employee the fly leaf should be removed and allotted a Roll number which should also be simultaneously recorded on the corresponding answer book. The answer books should be sent to the examiner with the Roll number alone indicated on the answer books. The fly leaves removed from the answer books should be carefully preserved in a sealed cover which should be kept in the personal custody of the Chief Personnel Officer. 208.2. Ad hoc promotion. In the event of an empanelled officer not being available due to the absence of a panel, ad hoc promotion of the eligible Group 'C employee may be made subject to his suitability being assessed by a screening Committee of the HOD concerned, the CPO and an officer of appropriate rank belonging to SCs/STs from the Deptt., other than the one represented by the HOD. The occasion for ordering ad hoc promotion should be rare and even where ad hoc promotions are made, efforts should be made to replace the ad hoc arrangements at the earliest. 208.3 Representations against selection. Representations against selections should be dealt with on merits without restriction of any time limit for their submission. 209. Detailed instructions issued from time to time concerning reservation in favor of SCs/STs and consideration of employees figuring/facing action under the Railway Servants Discipline and Appeal Rules should be referred to, wherever necessary. SECTION B RULES GOVERNING THE PROMOTION OF GROUP 'C STAFF 210. Application. These rules shall apply in respect of the promotion of non-gazetted Group 'C staff employed on Indian Railways and all other subordinate offices of the Railway Board. 211. Definitions 1. Promotion includes promotion from a lower grade to a higher grade, from one class to another class, from one group to another group. 2. 'Non-selection posts' are posts, grades or classes which have not been declared as 'selection posts'. 3. 'Selection posts' are posts, grades or classes which have been declared as such by the Railway Board and to which promotion are made on the basis of a positive act of selection as per procedure in force for filling up the selection posts. 212. Declaration of posts as 'selection' or 'non-selection posts' The posts are declared as 'selection' or 'non-selection' for the purpose of promotion by the Railway Board depending upon the requirement of the service. 213. Promotion (a) A Railway servant may be promoted to fill any post whether a selection post or a non-selection post only if he is considered fit to perform the duties attached to the post. The General Manager or the Head of Department or Divisional Railway Manager may prescribe the passing of specified departmental or other tests as conditions precedent to a Railway servant being considered fit to hold specified post; such rules should be published for the information of the staff concerned. (b) Unless specifically provided otherwise, the promotion shall be made without any regard for communal or racial consideration. 213 A:    Promotion of persons with disability:- There shall be no discrimination in the  matter of promotion merely on ground of physical disability. This will apply to the categories of staff who have been recruited from the open market against the vacancies reserved for recruitment of physically handicapped and the staff who acquire disability during service and are absorbed in suitable alternative employment as per provisions contained in Chapter-XIII. Such staff will be considered for promotion in their turn based on their eligibility and suitability along with others in the selection/suitability/trade test, for promotion to higher grade post. (Authority:- Railway Board's letter No. E(NG)I/90/PM1/2 dated 29.04.1999) - ACS NO.76 214. (a) Non-selection posts will be filled by promotion of the senior most suitable Railway servant Suitability whether an individual or a group of Railway Servants being determined by the authority competent to fill the posts on the basis of the record of service and/or departmental tests if necessary. A senior Railway servant may be passed over only if he/she has been declared unfit for holding the post in question. (Authority:-Railway Board s letters No. E(NG)I-2002/PM-1/37 dated 1-11-2002) (b) When, in filling of a non-selection post, a senior Railway servant is passed over the authority making the promotion shall record briefly the reason for such super session. (c) In respect of promotions to non-selection post, the following principles should be followed : (i)       Staff in the immediate lower grade with a minimum service of two years in that grade will only be eligible for promotion, unless a longer length of service in the lower grade has been stipulated as a condition of eligibility for promotion in any particular category. The Service for this purpose includes service, if any, rendered on ad hoc basis followed by regular service without break. The condition of two years service should stand fulfilled at the time of actual promotion and not necessarily at the stage of consideration. If by virtue of the above rule, a junior is eligible for such promotion, his senior will also be eligible for such promotion, even though he might not have put in a total service of two years, or more (if stipulated in a particular category in the lower grade).       (Authority:-Railway Board s letter No. E(NG)I-85-PM1/13(RRC) dt. 9.02.87 and E(NG)I- 97/PM1/39 dated 7.8.98). (ii)      The number of eligible staff called for consideration should be equal to the number of existing vacancies plus those anticipated during the next six months due to normal wastage (i.e. retirement/superannuation) likely acceptance of requests for voluntary retirement/resignation, the vacancies in the higher grades in the channel, the filling up of which will result in the need to make consequent appointments from the proposed select list, staff approved to go on deputation to other units, staff already empanelled for ex-cadre posting, creation of additional posts already sanctioned by the competent authority and due to staff likely to go out on transfer to other Railways/Divisions. However, in the case of promotion by trade test, the vacancies should be calculated on the basis of existing vacancies plus those anticipated to occur during the next four months. Note:- In respect of non-selection posts, promotion to which is based on scrutiny of Record of Service /Confidential Reports only, the vacancies anticipated to occur during the next one year instead of six months may be taken into account as a trial measure up to 30.06.2004. (Authority:-Railway Board s letters No. E(NG)I-88/PM-7/16 /JCM dated 20-09-96,        E(NG)I/97/PM1/31 dated 17.2.98 and E(NG)I/2002/PM1/23 dt. 30.10.2002)  (iii) Where non-selection posts are filled from different categories of staff, no hard and fast limits need be prescribed as to the number of the candidates to be admitted from each eligible category. In cases where posts are to be filled on the quota basis it should be ensured that each category is adequately represented within the overall number of candidates called up. Employees passing the suitability test should only be placed in the select list. Employees not qualifying in the test should not be taken merely to make up the quota fixed. (iv) An employee who has passed a suitability test once need not be called for the test again and should be eligible for promotion as and when vacancies arises. [Board's letter No. E(NG) I-66 PM 1-98 dated 13-10-1967] (v) A suitability test should be held at the interval which should not be less than six months. All the eligible candidates as per their seniority including those who failed at the last test should be called. The period of six months is reckoned from the date of announcement of the result. [Board's letter No. E(NG) I-66 PM 1-98 dated 18-2-1967 & 3-12-1969] (vi) If an employee fails in a suitability test but is called up again, a suitability test, after a time lag of six months and he passes the same, he should be given preference over his junior who had passed the suitability test earlier than him but is still waiting to be promoted for want of a vacancy. [Board's letter No. E(NG) I-66 PM I-98 dated 18-2-1967] 215. Selection Post (a)  Selection post shall be filled by a positive act of selection made by Selection Boards, from amongst the staff eligible for selection. The positive act of selection shall consist of only written test to assess the professional ability of the candidates, for which reasonable advance notice should be sent, except in the case of selection for promotion to posts in the categories of Teachers, Law Assistants, Physiotherapists, Telephone Operators, Instructors in Zonal Training Schools etc., Stenographers, Chief Typists, Protocol Inspectors, Receptionists, Publicity/Advertising Inspectors, Photographers/Cameramen and Hostel Superintendents, where the positive act of selection shall consist of both written test and viva-voce test. The staff in the immediate lower grade with a minimum of two years service in that grade only will be eligible for promotion, unless a longer length of service in the lower grade has been stipulated as a condition of eligibility for promotion in a particular category. The service for this purpose includes service, if any, rendered on ad hoc basis followed by regular service without break. The condition of two years service should stand fulfilled at the time of actual promotion and not necessarily at the stage of consideration. If by virtue of the above rule, a junior is eligible for promotion, his senior will also be eligible for such promotion, even though he might not have put in a total service of two years, or more, (if stipulated in particular category in the lower grade). Provided that the positive act of Selection for promotion to the posts of Loco Pilot (Passenger), Passenger Guard and Motorman will consist of viva-voce only to assess the professional ability of the candidates, after passing the prescribed promotional courses. ( Authority : Railway Board's letter No. E(NG)1-2003/PM7/10 dt.06.09.2005, E(NG)1- 2000/PM1/41 dt. 12.09.2005 and E(NG)1-2000/PM1/41 dt. 23.02.07) -- acs no.191 (b) The selection for promotion to a selection post shall be made on the basis primarily of merits. (c) Promotion to selection post shall be made by the competent authority in accordance with the recommendations of a Selection Board in the manner detailed in paragraph 219 below. If, in any case, such authority is unable to accept the recommendation, a reference shall be made to the General Manager, who may if necessary constitute a fresh  Selection Board at a higher level and whose decision in the matter shall be final. (d) The Railway Board may adopt a procedure other than the one laid down in para 219 below while deciding individual cases of hardship. (e)      Eligible staff upto 3 times the number of staff to be empanelled will be called for the selection. The staff employed in the immediate lower grade on fortuitous basis will not be eligible for consideration.                (Authority:-Railway Board s letters No. E(NG)I-99/PM1/15 dt. 26.7.99) Note (1): Persons who have expressed their unwillingness should not be reckoned for determining the zone of consideration and additional persons in lieu thereof may be called for the selection. Note (2): If a candidate without giving unwillingness, does not appear in the selection, he has to be taken in the reckoning and therefore has to be called for supplementary selection. If he gives his unwillingness on a subsequent date after the selection has commenced, additional persons will not be called to compensate for him.               (Authority:-Railway Board s letters No. E(NG)I-99/PM1/15 dt. 26.7.99) (f) (i) The assessment of vacancies for selection posts within the cadre will include the existing vacancies and those anticipated during the course of the next 15 months. All the vacancies, if any, existing and reported upon by a construction organisation including Railway Electrification and other projects should also be taken into account. For selection for ex-cadre posts actual vacancies plus those anticipated in the next two years should be taken into account. (Railway Board s letter No. E(NG)I/96/PM1/19 dated 21.10.97) (ii) The concept of anticipated vacancies referred to in (i) above should be deemed to connote the vacancies due to normal wastage (i.e. retirement or superannuation), likely acceptance of notice for voluntary retirement/resignation; the vacancies in the higher grade in the channel, the filling up of which will result in the need to make consequent appointment from the proposed panel, staff approved to go on deputation to other units, staff already empanelled for ex-cadre posting, creation of posts already sanctioned by the competent authority, and due to staff likely to go on transfer to other Railways/Divisions during the period under consideration.                (Authority:-Railway Board s letters No. E(NG)I/97/PM1/31 dt. 17.2.98) 216. In regard to selection posts, it is essential that all the selections are conducted annually in a regular manner. However, where holding of the next selection becomes necessary before a gap of one year on account of the panel getting exhausted, the earlier selection not throwing up adequate number for empanelment/promotion, etc., the same may be held after a minimum time gap of six months from the date of approval of the panel finalised as a result of the first selection. This condition of six months restriction between selections will not, however, apply to general selections which are conducted by calling options from serving employees fulfilling the prescribed eligibility conditions. (Authority:-Railway Board s letters No. E(NG)I/94/PM1/10 dated 4.7.97 and 9.12.98) 216. A. Ad hoc Promotions:- (1) Selection/Suitability tests/trade tests should be conducted timely as per provisions in this Manual so as to obviate the need for making ad hoc promotions which should be avoided both in selection and non-selection posts. However, whenever ad hoc promotions are found inescapable in selection posts in the exigency of service, the same should be ordered only from amongst the senior-most eligible staff strictly in accordance with the existing guidelines. As a rule, a junior should not be promoted, ignoring his senior unless the competent authority ordering the ad hoc promotion, considers him unsuitable. In any case no second ad hoc promotion should be allowed under any circumstances. (2)The following further guidelines should be adhered to while considering ad hoc promotions:- (a) Ad hoc promotion in non-selection posts:-   In the case of non-selection posts including posts filled on the basis of trade tests, the vacancies shall be filled after following the prescribed procedure quickly. There shall thus be no ad hoc promotions in non-selection posts. (b) Ad hoc promotion in selection posts:-(i) Ad hoc promotions may be made in leave vacancies and short duration vacancies upto 4 months beyond which period the FA &CAO should not draw the pay of concerned employee unless the Chief Personnel Officer has personally approved the continuance. (ii)      Normally no ad hoc promotion should be made against regular vacancies. If it becomes inescapable to make ad hoc promotion against regular vacancies warranted by such circumstances as Court s orders etc. such promotion should be allowed only with the prior personal approval of the Chief Personnel Officer who should satisfy himself with the reasons for non-finalisation of the selection before according his sanction. In any case such arrangements should not be allowed to last over six months save in exceptional circumstances like where a panel cannot be formed because of stay orders from Courts etc. The Chief Personnel Officer should keep record of having accorded approval to such ad hoc promotion or continuation thereof and review the progress made in filling up these posts by selected persons every month. He should also review the position of selections to all posts whether such posts are controlled at Zonal, Divisional or Extra-Divisional level. (iii)     Notification for ad hoc promotion against the selection posts should specifically include a remark to the effect that the person concerned has not been selected for promotion on regular basis and that his promotion is on ad hoc basis and does not give him any right of holding the post for regular promotion.                             (Railway Board s letters No. E(NG)I/94/PM1/10 dated 9.12.98 & 19.02.99). 217. Selection Boards (a) Selection Boards shall be constituted for the purpose of making recommendations to the competent authority in respect of the Railway servant considered by it as suitable for filling a selection post. (b) Selection Boards may be constituted under the orders of the General Manager or Head of the Department or other competent authority, not lower than a Divisional Railway Manager/Addl. Divisional Railway Manager/Chief Workshop Manager.                      (Railway Board s letter No. E(NG)I/98/PM1/43 dt. 22.5.2000 218. Constitution of Selection Boards (a) Selection Boards shall consist of not less than three officers, one of whom should be a Personnel Officer and one of the Members should be from a Department other than that for which selection is held. The presence of a Personnel Officer in the Selection Boards along with two officers from the Department for which selection is held would meet the requirement of an officer being from a Department other than that for which selection is held.                 (Railway Board s letters No. E(NG)I/95/PM1/14 dated 03.03.98) (b) When a Selection Board consist of only three Officers, none of the members be directly subordinate to any other. (c)      For selection posts in scale of pay Rs.5500-9000(RSRP) and above, the Selections Boards will consist of officers of Junior Administrative Grade. For all other selection posts the Selection Board will consist of officers not lower in rank than senior scale. In either case, except in the case of selection for Personnel Department, the Selection Board may include a Personnel Officer in the next lower rank who shall nevertheless be an equal member of the Selection Board. Note: In Divisions where JA Grade officers are not available in the concerned Department, JA Grade Officers of any other Department may be nominated as the members of the Selection Board, the senior scale officer in independent charge of the concerned Department, who will not be subordinate to any other Member of the Selection Board, being nominated as the fourth Member who will also sign the selection proceedings. In the case of selection for Personnel Department if there is no JA Grade officer in the Personnel Department of a Division and the post is Divisionally controlled, in addition to the senior scale personnel officer of the Division, a JA Grade officer of the adjoining Division or of the Headquarters may be included in the Selection Board.                                   (Board s Board s letter Nos.E(NG)I/95/PM1/14 dated 3.3.98 and 15.3.99) (d) Every effort should be made to include a SC/ST Officers on the Selection Board whether of   the same Department, if available or the other Department/Railway/Production    Units or a non-Railway Department. 81/E(SCT)/15/32 dt. 8-11-81 (e) If for any reason the competent authority is unable to comply with the provisions of this    paragraph, it should make a report of the facts to the General Manager. 219. Procedure to be adopted by Selection Board (a)   When a Selection post is to be filled, the authority empowered to constitute a Selection Board shall direct to the Board to assemble and make recommendations. It shall also nominate the Officer who shall act as the Chairman of the Board. The responsibility for selection will be of all members. (b)  An officer of the concerned Department who is also a member of the Selection Board must be authorized to set the question paper for written test, held as part of the selection for determining the professional ability. Where possible another officer of the concerned Department who is also a member of the Selection Board should be nominated to evaluate the answer books ensuring, however, that the answer books are invariably evaluated by a Member-Officer of the Department for which Selection is held. The test should be conducted on a confidential system with Roll numbers.                      (Railway Board s letter No. E(NG)I/95/PM1/14 dt. 3.3.98 and 07-08-03) c) (i) : In the written test held as part of the selection for promotion to the posts classified as 'Selection', objective type questions should be set for about 50%(in the range of 45% to 55%) of the total marks for the written test. (ii) The provisions at (i) above will be applicable to selections in all Departments except Accounts Deptt. (Railway Board s letter No. E(NG)I-2000/PM1/41 dt. 08.03.2002(acs no.130) , 7.8.03 (acs 150)and E(NG)I-2006/PM1/18 dt. 30.08.2006(acs no.186)] (iii). The question paper for the written test should have practical bias i.e. it should be designed to test the ability of the candidates to tackle the practical problems they are likely to face rather than their theoretical knowledge. (Authority: Railway Board s letter No. E(NG)I-2004/PM1/25 dt. 6.07.2005-acs no.173) (d)   Moderation of results    by way of   awarding grace marks to candidates shall not be resorted    to without the authority of   the Selection Board or the authority competent to accept the recommendations of Selection Board.   No grace marks shall be allowed in individual cases. E(NG) I/67 PM 1-21 dt. 25-2-71 and E(NG) I-84-PM 1/6 dt. 30-3-85  (e)   Before the Selection Board assembled to make the selection, the papers connected with the proposed selection, the names of the candidates to be considered,   the confidential reports, if any on such candidates and other relevant data concerning them shall be circulated for the information of the members of the Board as also the   qualifications prescribed for the particular post under consideration. (f)  The Selection Board will examine the service record and confidential reports (if kept) of the staff eligible. A single evaluation sheet should be prepared to assess the candidates under the different headings of personality, address, leadership, etc to be signed by all members of the Selection Board. Corrections in the evaluation sheet, if any, should be attested by all the members of the Selection Board. The members nominated on a Selection Board should be advised clearly that there should not be any cuttings and over-writings in the proceedings of the Selection Board and serious objection of any cuttings and over-writing will be taken.                      (Railway Board s letter Nos. E(NG)I-99/PM1/15 dt. 26.7.99). (g) Selection should be made primarily on the basis of overall merit, but for the guidance of selection Board the factors to be taken into account and their relative weight are laid down below : E(NG) I-69/PM 1-126 dt. 18-9-69 Factors/Headings Maximum Marks Qualifying Marks (i) Professional ability 50 30 (ii) Record of service 30 - (iii) Seniority 20 -                                    100 60 Total Note:- (i)      The item 'record of service' should also take into    consideration    the    perfor mances of the employee in essential Training Schools/Institutes    apart from examining CRs and other relevant records E(NG) I-72/PM 1/192 dt. 27-6-73 (ii)       Candidates must obtain a minimum of 60% marks in    professional ability    and 60% marks of the aggregate for being placed on the panel.   In a few cases where both writ ten and oral tests are held for adjudging the professional ability, the written test should not be of less than 35% marks and the candidates must secure 60% marks in written test for the purpose of being called in viva-voce test.   E(NG) I/72/PM-1/158 dt.   12-12-73 & E(NG) I/83/PM 1/65 dt. 5-12-1984, E(NG)I- 2000/PM1/41 dt.07.08.03 (ACS No.150) , E(NG)l-2007/PM1/10 dt. 6.11.2007)acs no. 196 (iii) The proviso in the Note (ii) above will not be applicable in respect of the ex-cadre posts where the employee retains his lien in the parent cadre and seeks advancement therein. E(NG)1-98/PM1/11 dt. 16.11.98(ACS No. 66), E(NG)1-98/PM1/15 dt. 26.07.99 (ACS No. 84) (iv) In the case of selection for promotion as Motorman, distribution of marks amongst various headings in lieu of headings appearing in the table below para 219(g) shall be as follows:- Factors/headings Maximum Qualifying Marks Marks  (1) Professional ability 50 30 (2) Record of service 15 - (3) Seniority 15 - (4) Aptitude Test 20 Minimum cut off as may be decided by RDSO 100 60 (Authority :- Railway Board's letter No. E(NG)1-2006/PM1/4 DT. 22.03.06 and 22.09.2006)-acs no.188 (h) The importance of an adequate standard of professional ability and capacity to do the job must be kept in mind and a candidate who does not secure 60% marks in professional ability shall not be placed on the panel even if on the total marks secured, he qualifies for a place. Good work and a sense of public duty among the consciousness staff should be recognised by a warding mere marks both for record of service and for professional ability. (i) The names of selected candidates should be arranged in order of seniority but those securing a total of 80% or more marks(ACS NO.111) will be classed as out standing and placed in the panel appropriately in order of their seniority allowing them to supersede not more than 50% of total field of eligibility. (ACS No. 66) E(NG) 1/76 PM 1-142 dt. 25-7-79, 30-10-79 (j ) For general posts, i.e., those outside the normal channel of promotion for which candidates are called from different categories whether in the same department or from different departments and where zone of consideration is not confined to three times the number of staff to be empanelled, the selection procedure should be as under:-              (Authority: Railway Board's letter No. E (NG) l-2008/PM7/4 SLP dt. I 9.06.2009) ACS No.209 (i) All eligible staff irrespective of the depart ment in which they may be working who satisfy the prescribed conditions of eligibility and volunteer for the post should be sub jected to selection which should consist of a written test and in a few cases viva-voce test also as indicated in sub para (a) of para 215. The various factors of selection and their relative weight will be as indicated below:- (ACS NO. 66 &152) Factors/headings Maximum Qualifying Marks Marks (1) Professional ability 50 30 (2) Record of service 30 -                                           80 48 Total  NOTE:- (i) The assessment under heading (2) above will be governed by the provisions contained in Note (i) below para (g) above. (ii) In the case of selection for promotion to the post of Asstts. Loco Pilots (Diesel/Electric) and ASMs, the distribution of marks amongst various headings in lieu of headings in the table below clause (i) of sub-para(j) shall be as follows:-(ACS NO. 149 &183) Factors/headings Maximum Qualifying Marks Marks (1) Professional ability 50 30 (2) Record of service 30 - (3) Aptitude Test 20 Minimum cut off as may be decided by RDSO 100 60 (Authority Railway Board letter No.(E(NG)I2002/PM1/31 dt. 22.08.03) &.(E(NG)I- 2006/PM1/4 dt. 22.03.06) (ii) In a few cases where both written test and viva-voce test are held to assess the professional ability of the candidates, all those who secure not less than 60% marks in the written test should be called for viva-voce test. (Authority Railway Board letter No.(E(NG)I-200/PM1/41 dt. 07.08.03) acs no.150 (iii) The final panel should be drawn up in the order of merit based on aggregate marks of 'Professional ability' and 'Record of service'. However, a candidate must secure a minimum of 60% marks in 'Professional ability' and 60% marks in the aggregate, for being placed on the panel. There will be no classification of candidates as 'Outstanding'. (Authority: Railway Board's letter No. E (NG) l-2008/PM7/4 SLP dt. I 9.06.2009) ACS No.209 (Para No.219(g),(i) and (j) Corrected as per ACS. NO. 46,66,84,111,149,150,150,153,171,183 , 186 and 209 ) (k) The list will be put up to the competent authority for approval. Where the competent authority does not accept the recommendations of a Selection Board, the case could be referred to the General Manager, who may constitute a fresh Selection Board at a higher level, or issue such other orders as he considers appropriate. (1) After the competent authority has accepted the recommendations of the Selection Board, the names of candidates selected will be notified to the candidates. A panel once approved should normally not be cancelled or amended. If after the formation and announcement of the panel with the approval of the competent authority it is found subsequently that there were procedural irregularities or other defects and it is considered necessary to cancel or amend such a panel, this should be done after obtaining the approval of the authority next higher than the one that approved the panel. E(NG) 1-67 PM 1-47 dt. 5-2-69 (m) SELECTION OF PERSONS ON DEPUTATION ABROAD. The panel should be finalized without waiting for the employees who are on deputation abroad. On return of the employee from abroad, if it is found that any one junior to him has been promoted on the basis of a selection in which he was not called because of his being abroad, he may be considered in the next selection and if selected, his seniority may be adjusted vis-a-vis his juniors. In case such an employee is declared outstanding in the next selection, he should be interpolated in the previous panel in accordance with the seniority and gradation in the subsequent selection. E(NG) I/77/PM 1-269 dt. 3-5-80 220. Currency of panels (a)   Panels drawn by the Selection Board    and approved by the competent authority shall be current for two years from the date of approval by the competent authority or till these are exhausted whichever is earlier. (b) An employee who once officiates against a non-fortutious    vacancy in his turn    on the    panel whether against a leave arrangement, deputation   or temporary transfer of another employee vacating the post, shall not be required to appear again for fresh selection. E(NG) I/62/PM 1-91 dt. 10-7-64 & 9-3-67 (c)   In case an employee lower in the panel   has officiated whereas one higher in the panel has    not officiated for reasons beyond the latter's controlled such as sickness non-released by the administration on promotion, the latter employee will not be required to appear for fresh selection. If, however, the senior person does not officiate for reasons of his own, this implied that he has refused promotion. In that case, the next junior is the rightful person to be promoted and the employee who is deemed to have refused promotion under this sub-para will not be entitled to protection in such a case. E(NG) I/62/PM 1-91 dt. 9-8-65 221. RETENTION OF NAME ON THE PANEL TO BE SUBJECT TO    CONTINUED    SUITABILITY : The retention   of   a railway servant's name on a panel will be subject to his/her continued suitability for the post in question.   Notwithstanding any thing to the contrary, the removal of a railway servant's name from the panel would require specific approval of the authority next above that which initially approved the panel. 222. Automatic empanelment of staff   in   higher grade selection and non-selection posts : (a)   Selection posts. A railway servant selected for a higher grade selection post    without having been selected for the intermediate grade selection post, if in   the same avenue of promotion, should be treated as automatically selected for the latter post, provided that the original group 'c' post, the   intermediate group 'c' selection post, and   his/ her present group 'c' post are all in the same avenue of promotion and none of them   is a general post for which several categories of staff are eligible.   If the Selection Board for the intermediate grade    selection   post have placed some persons as "outstanding", in that case, an employee selected for a higher grade group   'c'   selection post or group 'c' post in the normal    channel of promotion may be    deemed to have been classified as "outstanding" and given the place in accordance    with the    seniority amongst those classified by the    Selection Board as "outstanding" for the    intermediate grade selection post, provided    the Selection for that post is held after   such an employee has already been selected for the higher grade selection post. (b) Non-Selection post. In the event of   an intermediate   grade being a    non-selection post, the employee would get a proforma position in such intermediate grade only if such a position was due in accordance with seniority-suitability being accepted by virtue of fitness for the higher grade by a process of selection. Provided that the benefit of pro forma promotion in the Intermediate Skilled Grade to an Artisan in the skilled grade selected as Intermediate Apprentice for absorption as Junior Engineer Gr.II in scale Rs.5000-8000 by the process of Limited Departmental Competitive Examination and undergoing Training/Apprenticeship, will be due with reference to actual date of promotion of his immediate junior, only, if he passes the prescribed trade test for which he may be called as per seniority in the relevant skilled grade.                    (Railway Board s letter No. E(NG)I-97/PM7/ dt. 10.6.99) 223.   Supplementary Selection/Suitability Test I. (i) A supplementary selection may be held in the following types of cases: (a)   summons for interview being received    too late by the candidates making it   difficult for him to reach the place of interview; (b)   Administration's failure to relieve him    in time for interview; (c)   Sickness of the candidate or other reason over which the employee has no control. Unavoidable absence will not however, include absence to attend a wedding or similar function or absence over   which he   has controlled.    Sickness should be covered by a specific service from the Railway Medical Officer. (ii) The supplementary meeting of the Selection Board should as far as possible be attended by the same Officers who were present at the first Selection Board and held within one month of the first selection or the return to duty of the employee concerned provided that the employee returned to duty not later than three months after the holding of the first selection. In case the return of the employee is delayed beyond three months, the result of the selection need not be deferred, the name of the employee being incorporated as if he had appeared at the selection when first held. The employee will not be eligible to be considered if he returns to duty more than six months after the date of the first selection. (iii) Not more than one supplementary selection should normally be held to cater to the needs of absentee due to sickness, non-intimation/late intimation of dates of tests etc. The second supplementary selection should be held rarely and with the personal approval of Chief Personnel Officer based on merits of each case. E(NG) I-80/PM 1/188 dt. 31-12-80 II. For non-selection post, if an employee is unable to appear in a suitability test within a period of six months due to reasons beyond his control, such as prolonged illness, he should be subjected to supplementary suitability test within a reasonable period after return to duty   and   being found suitable   for promotion, he should be assigned proforma seniority position vis-a-vis his juniors promoted earier. E(NG) I-73/PM 1-214 dt. 8-11-73 224. Refusal of Promotion I. Selection Posts (i)       The employee refusing promotion expressly or otherwise (i.e. not only he does not give in writing his refusal but also does not join the post for which he has been selected) is debarred for future promotion for one year but he is allowed to be retained at the same station in the same post. Promotion after one year will be subject to continued validity of the panel in which he is borne, otherwise he will have to appear again in the selection. [Railway Board s letter No. E(NG)I/64/PM1/66 dt. 21.01.65 & E(NG)I/71/PM1/106 dated 15.12.71 ] (ii) at the end of one year if the employee again refuses promotion at the outstation, his name may be deleted from the panel, deletion being automatic requiring no approval from any authority and the administration may transfer him to out-station in the same grade. He will also have to appear again in the selection notwithstanding the fact that he in the meantime, has officiated non- fortuitously against short term vacancy based on his panel position.                                       . (iii) Seniority will be as from the date of effect of promotion and he will be junior to all the persons promoted earlier than him from the same panel irrespective of his panel position. He will not, however, lose seniority to another employee promoted to the same promotion category during the one year period of penalty as a result of a fresh selection subsequently held. E(NG) 1-66 SR-6/41 dt. 14-10-66 II. Non-selection Posts (i) Such an employee should be debarred for future promotion for one year but not be transferred away from that station for one year if unavoidable domestic reasons exists. He should again be debarred for promotion for one year in case he refuses promotion again- after the first year of department or refusal of promotion for second time, the Administration can however transfer him to outstation in 'the same grade and the employee has again to appear for a suitability test when his turn for promotion comes. (ii) He will rank junior to all promoted during the period he was allowed to refuse promotion irrespective of his relative seniority. He will not. however lose seniority to another employee promoted to the same category during the one year period of penalty as a result of fresh suitability test subsequently held. [Railway Board s letter No. E(NG)I/66/SR6/41 dated 14.10.66 and case No.86/CR/IREM/Ch.II read with letter No. E(NG)I-97/SR6/27 dt. 19.11.98] NOTE 1. Administration can, however, entertain request from employee for postponement of promotion for very short periods on account of grave domestic difficulties or other humanitarian considerations. The employee concerned will be promoted after the period provided there is a vacancy and he will take his seniority from the date of the promotion. 2. Refusal of promotion has relevance to a particular grade at any station and not to a particular post at a particular station. 3. Refusal of promotion as Section Officer (Accounts)/Inspector of Stores Accounts/Travelling Inspector of Accounts by empanelled appendix III qualified staff will be regulated as follows :- (i)       The concerned staff should be debarred for promotion for one year, on each occasion they refuse promotion; (ii)               They should be considered for promotion only against the vacancy becoming available after expiry of one year; and (iii)     They will get seniority only from the date of promotion. In other words, they will be placed junior to all those promoted during the period of debarment from the same panel as also from the subsequent panel(s). (Railway Board s letter No. E(NG)I/91/PM9/7dated 13.2.92 - acs No.06 ) 4. Penalty for refusal of promotion applies to cases of seeking of reversion in the grade after being once promoted. III.   Promotion at the same station:- In the case of promotion at the same station, whether in long term or short term vacancies, refusal to officiate on promotion may be taken as refusal to work inviting disciplinary action having regard to the reasons for such refusal. Provided that D&A action based on good and sufficient reasons may be initiated for refusal of ad hoc promotion at the same station only in those cases where such refusal affects train operations. [Railway Board s letter Nos. E(NG)I/73/PM1/120 dt. 02.02.74,11.09.74 and E(NG)I/79/PM1/147 dt.   31.01.81, E(NG)I-88/PM1/6 dt. 19.12.89 and E(NG)I- 2003/PM1/25 dt. 10.09.2004- ACS NO.165)     225. Trade Test for Artisan Categories (i) An employee may officiate on ad-hoc basis for six weeks without passing a trade test. (ii) Trade test may comprise both oral and practical test but no separate oral tests not forming part of the trade test should be   given to   candidates in Artisan category to screen them etc. (iii) In so far as interval between two trade tests, calculation of vacancies, number of staff to be called for trade test etc. are concerned, orders issued from time to time regarding suitability tests apply also to the trade test. 226 Exemption in Suitability Trade Tests in the Open Line on the basis of Trade/Suitability Tests passed while in Railway Electrification Project or Construction Projects : Staff who have already qualified in the Suitability/Trade Test for non-selection post while in Construction/Railway Electrification Projects need not be subjected to such tests on the open line and they may be promoted on the basis of their seniority as and when due in turn. This concession is applicable in comparable trades only in which the lien of the individual is kept on the open line and is applicable to only one grade higher than the one in which the lien is kept. E(NG) I-75/PM 1-266 dt. 21-2-76, 4-7-76 & 29-11-77 227. Promotional Courses (i) Railways may prescribe requisite promotional courses passing of which should be pre-condition for further promotion to a grade in a cadre. (ii) When employees are booked for promotional course, they should be relieved immediately. (iii) No exemption should be given from passing a prescribed promotional course. E(NG) I/76/PM 1-219/Pt. dt. 31-5-77 (iv) In case of posts for which 'Promotional Course' has been prescribed as a pre-requisite condition to promotion, the employee may be allowed to avail of three chances to pass the course at the cost of the Administration. More chances, if any allowed, should be at the cost of the   employee himself. 228. Erroneous Promotions. (I) Sometimes due to administrative errors, staff are over-looked for promotion to higher grades could either be on account of wrong assignment of relative seniority of the eligible staff or full facts not being placed before the competent authority at the time of ordering promotion or some other reasons. Broadly, loss of seniority due to the administrative errors can be of two types : (i) Where a person has not been promoted at all because of administrative error, and (ii) Where a person has been promoted but not on the date from which he would have been promoted but for the administrative error. Each such case should be dealt with on its merits. The staff who have lost promotion on account of administrative error should on promotion be assigned correct seniority vis- -vis their juniors already promoted, irrespective of the date of promotion. Pay in the higher grade on promotion may be fixed proforma at the proper time. The enhanced pay may be allowed from the date of actual promotion. No arrears on this account shall be payable as he did not actually shoulder the duties and responsibilities of the higher posts. (II) In pursuance of Rule 1326-R.II, 1987 Edition the following provisions shall govern the pay and increments of the Railway servant whose promotions or appointments in a substantive or officiating capacity to a post is later found to be erroneous on the basis of facts (a) The orders of notification of promotion or appointment of a railway servant should be cancelled as soon as it is brought to the notice of the appointing authority that such a promotion or appointment has resulted from a factual error and the railway servant concerned, should, immediately on such cancellation, be brought to the position which he would have held but for the incorrect orders of promotion or appointment. In the case, however, of a railway servant, who has been erroneously promoted and appointed to a post in a substantive capacity, procedure prescribed in Board's letter No. E5O/|RCI/16/3 dt. 23-7- 1954 for rescinding the irregular confirmation of a railway servant should be followed/and only thereafter the railway servant concerned should be brought down to the position which he would have held but for the erroneous promotion/ appointment by the issue of orders as mentioned above. Service rendered by the Railway servant concerned in the post to which he was wrongly promoted/appointed, as a result of the error should not be reckoned for the purpose of increments or for any other purpose in that grade/post to which he would not normally be entitled but for the erroneous promotion/appointment. (b) Any consequential promotion or appointments of other railway servants made on the basis of   the incorrect promotion or appointment of   a particular railway servant will also be regarded as erroneous and such cases also will be regulated on   the   lines indicated in the preceding paragraph. (c) Except where the appointing authority is the Railway Board or the President, the question whether promotion/appointment   of   a   particular    railway servant   to a post was erroneous or not   should   be decided by an authority next higher than the appointing authority   in    accordance   with the established principles governing promotions / appointments. Where the appointing authority is the Railway Board or the President, the decision should rest with the President and shall be final. (d) Cases of   erroneous    promotion/appointment in a substantive or   officiating   capacity   should   be viewed with serious concern, and suitable disciplinary action should be taken against the officers and   staff responsible for such erroneous promotion or appointment. The orders refixing the pay should be issued expressly under Rule 2927-R.II. **********--------------------********----------