23.8.13

AIDAEA Kolkata comments on Transfer Policy


POLICY GUIDELINES FOR REGULATING TRANSFERS

Scope

1. The criteria laid down in the succeeding paragraphs will be observed by the CGDA, Pr. Controllers & Controllers in effecting transfers of staff within their jurisdiction. Transfers ordered on administrative/disciplinary or compassionate grounds and that of new recruits will be outside the purview of the transfer policy.

Categorisation of stations and tenures

2.1 All stations where offices of the Department (including HQrs of the Controllers) are located, will be categorized under the following two broad categories :
(a)    Hard/Tenure stations (As per Annex-I)
(b)   Others
2.2  A tenure will be fixed for hard/tenure stations. An individual who completes the prescribed tenure at a hard/tenure station will be transferred out at his/her 1st choice station, except as otherwise provided for.
2.3  The normal tenure in other offices/stations shall be three years. Exceptions can however be made on compassionate grounds or administrative exigency.
 2.4  In determining whether a person has completed the tenure at a station, authorized period of leave up to a maximum of one month in a year will be reckoned as service at the station.  Controllers will have the discretion to make marginal adjustments in the prescribed tenure, where warranted.
2.5    An individual will not normally be retained at any station for a continuous period exceeding 15 years and in the same office for more than 10 years.
2.6  Notwithstanding the tenure prescribed for a station an individual employed in a office/post involving substantial third party payment related to work will be transferred out on completion of tenure fixed for assignment, unless he/she can be accommodated in another office which does not have such payment function, till he/she is due to be posted out of the station.

Transfers from hard/tenure station

3.1   An individual who has completed his/her tenure at a hard station will be asked to give three stations of his choice, in order of preference. Outmost effort will be made to  accommodate him/her at the 1st choice station. This shall however not be applicable for staff belonging to the concerned area/region and their repatriation to choice stations shall be considered as per turn. An individual who has completed his/her tenure at a tenure station shall be considered for repatriation to one of his/her 1st choice stations.
3.2  If an individual wishes to continue at a hard/tenure station after completion of prescribed tenure, he may be allowed to do so, if it is administratively feasible.
3.3  To ensure timely repatriation of staff from the hard/tenure stations, advance action preferably 6 months before completion of tenure shall be taken so that transfer orders in respect of such staff are issued at least a month before the date of completion of tenure.
3.4   Since the relieving of the staff posted in these stations is linked to reporting of substitutes, the staff posted in to these stations shall be relieved promptly. The cut of date for reliving should be mentioned in the transfer order.

Manning of vacancies at hard/tenure stations

4. Selection of staff for manning vacancies at hard/tenure stations will be made from amongst the following:
(i)   Volunteers for that station.
(ii)  Please delete the proposal and add:-
     Individuals who have already assigned sensitive posting and priority be given according to maximum service in sensitive seat irrespective of any command.

(iii)  Suggested for deletion.


Transfer from other stations

5. Transfers from other than hard/tenure stations will be effected in the following circumstances:

(i)   To fill vacancies at hard/tenure stations, the selection being made in accordance with the criteria prescribed in para 4 above.
(ii) To meet the shortages in another station/accommodate volunteers, a selection has to be made from among a number of individuals serving at various other stations who have completed their tenure, the criteria for selection will be length of service at their present station, beyond the minimum stay prescribed.
(iii)  If the number of such individuals is appreciable, their transfers may be affected in convenient batches, strictly on the basis of seniority of service at the station.

Staffing of vacancies at other stations.

6. Selection of staff for filling vacancies at other stations will be made from amongst the following, in that order :

(i)  Individual due for transfer from hard/tenure stations on completion of tenure.

(ii) Please delete the proposal and add:-

       Those who have completed fifty five years of age desire to be repatriated to a station of choice, provided they have completed at least two years’ service at the present station. In making a selection from amongst such individuals, preference will be given to those who have not at all served earlier at the station or whose services at the desired station have been the least.
(iii)  Out of volunteers from other stations, who have put in at least three years’ service at their present station.



Transfers to offices having a substantial third party payment function

7.1 Please delete the proposal and add:-
      Selection is to be made on the basis of seniority in service as Clerk and above posts in DAD who have not served in sensitive post earlier. If still the vacancies exist priority may be given from the individuals served minimum period in sensitive assignments. A minimum cooling off of three years between two such assignments shall however be ensured and normally not more than three such tenures shall be allowed unless there are no other eligible staff available.



7.2  Timely rotation of staff in such offices shall be monitored by the PCsDA/CsDA.

Exemption from transfer/deferment

8.1   Exemptions/deferments can be considered in the following circumstances :

(i) In case where an employee or a member of his family (including parents) is suffering from serious ailments such as Cancer, Polio, blindness, mental disease, paralysis etc. exemption from out-station transfer for a specific/limited period provided the disease is certified by the authorized specialists and supported by medical documents/papers. The case may be reviewed before the period of exemption is over.

Physically challenged employees may be granted exemption from transfer taking into account the seriousness of the physical disability of the employee due to loss of limbs, spinal cord injuries, paralysis, visual disability etc.

 (ii) Individuals whose children are incurably deaf and dumb (as certified by the appropriate specialists) and are studying in a school for the Deaf and Dumb will be transferred only to stations where schooling facilities for such children are available.
(iii) If an individual or his wife/child is suffering from TB, the transfer may be deferred for the period of treatment, on the specific recommendation of the Specialist attending on the case.
(iv)On educational grounds where the child is in Class X th to XII th.
(v) Single parents of children upto the age of 18 years.
(vi) Subject/domain experts so identified by the Controllers. Utmost care shall be exercised to ensure that such exceptions are not made in a routine manner. Such exemptions shall be reviewed on an annual basis.
vii) Those who have appointed on Physically Handicapped quota should be exempted.
viii) Those who have attained 50 yrs. of age should not be transferred except volunteers.

8.2   Where both husband and wife are serving in the Department, they shall be posted to the same station, as far as administratively possible, keeping in view the spirit of orders issued by DoPT from time to time. Other spouse cases shall also be governed as per the orders issued by DoPT on the subject.
8.3   Where for administrative/other reasons it is not possible to accommodate the spouse in the place of posting of the husband/wife, preference shall be given in repatriation to the place of posting of the spouse upon completion of two years.
8.4   Office bearers of HQrs and Branch Association shall be governed by provisions of 376 of OM Part I as amended vide HQrs office communication 21/3/12, i.e. “Members of Joint Consultative Machinery nominated by the recognized  HQrs Associations will be exempted from transfer so long as they hold these memberships. The President, the Secretary General, the Addl. Secretary General, the Finance Secretary & the Office Secretary of the Headquarters Associations and the President and general Secretary of Branch Associations will also be exempted from transfer during the tenure of posts.

8.5   Individuals over fifty years of age who wish to continue at their present station, will be exempted from transfer.
8.6   Care shall be taken to post ladies at a station of their choice or at a convenient distance from the station of present posting to the extent feasible. In such cases they shall also be eligible for repatriation to their choice station upon completion of two years and priority shall be given to such cases.

Transfer on promotion

9. Promotion within the clerical grade including the Supervisor (A/cs) will not automatically entail transfer of an individual. When the promotion is to AAO or AOs grade, the deployment of the individual should be within the region of 300 kms.

State/Own expenses

10. Transfers effected on completion of a physical stay of two years on the station shall be at state expense. Transfer on promotion, administrative grounds and completion of tenure on hard/tenure station shall however be regulated separately. In exceptional circumstances, competent authority may waive the condition of minimum stay of station.

Periodicity of transfers

11. To the extent it is administratively feasible; transfers shall be effected in a manner so as to coincide with the end/beginning of academic session preferably January every year.

General principles governing inter-command transfers

12.1 Transfers shall be effected by HQs office from time to time to address inter-command/station shortages and to provide an opportunity to staff to serve in stations of their choice. Such transfers shall effect through the half-yearly transfer exercise-in October and April. The main exercise shall be carried out in October and volunteers not accommodated in the exercise, shall be automatically carried forward to April list. Thus only fresh requests or change requests are to be furnished under the April list.

Add:- Individuals should give their choice for Command not station. According to their choice of command they should be posted at nearest office of that command and then the respective Pr. Controller/Controller may transfer them to their choice station as per the transfer policy formulated by them.  On the other hand senior most at that station may be posted at the office where from transfer of volunteer comes to effect.

12.2  Such cases shall be forwarded by the respective Controllers alongwith their recommendation. Where a particular case is not recommended, the reasons for the same should be invariably indicated, failing which these remarks can be ignored.

While considering repatriation cases/requests from volunteers, consideration shall be given to factors such as, distance from the station of choice, stay away period from the choice station, whether served before, home town, age, gender, physical disability etc.

12.3 Where inter-command transfers of the staff are effected on station seniority basis, effort will be made to post them within the same region, subject to availability of vacancies.

Remarks: Region has not been cleared. We suggest to break-up widen Command/s into number of Regions.

12.4  PCDA (P) Allhabad, PCDA(O) Pune, the offices in Kolkata under PCA(Fys), CDA(Fund) Meerut should be treated as Static Office considering the nature of work done there and none should be transferred except volunteers.

12.5        Effort shall be made to give consideration to the experience profile of the staff while deciding their office of posting. This however will be subject to availability of vacancies.

12.6        Staff with a continuous tenure of more than 3 (three) years under one command can request for change through the half yearly exercise. The same shall be considered, whether at the same station of outside, depending on administrative feasibility.

Centrally controlled stations

13.1 Transfers to the northern region normally be controlled by HQs office and be regulated separately as per orders issued from time to time.

13.2  Transfers to Port Blair and Bhutan shall continue to be effected by the HQs office through a separate Panel.

13.3 Please delete the proposal and add:-

Trivundrum, Kannur, Kochi and Pathanamthitta in Kerala should be treated as separate station and transfer in and out should be done by concerned Controller/s. Inter-command transfer should be done by the CGDA.
           

13.4 Transfers from and to all other stations/offices shall be effected by PCA(Fys)/PCsDA/Controllers within their jurisdiction as per their administrative requirements.

14.     Please Delete

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