Statement of information/documents required to be furnished to the Commission with the proposal for convening the SCMs for promotion to the IAS/IPS/IFS
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1.
Vacancies:
A copy of order of the Govt. of India clearly
determining the vacancies for the years for which the Select Lists are
required to be prepared.
2.
Seniority List:
A complete and published seniority list of State Civil/Police/Forest
Service officers from amongst the promotions are to be made to the IAS/IPS/IFS
indicating the date of birth, date of confirmation, status of SC/ST, date of continuous
appointment in the qualifying grade of SCS/SPS/SFS etc.
3.
Eligibility List:
Eligibility list (year-wise eligibility lists where applicable) of
officers required to be considered by the Selection Committee as per Annexure
3.1 (SCS), 3.2 (SPS) & 3.3. (SFS).
Bio Data in respect of Non-SCS officers as per the format in Annexure
3.4. A consolidated
statement of Non-SCS officers proposed for consideration of the Selection
Committee as per the format in
Annedxure 3.4-A.
4.
Statement of disciplinary
cases/penalties etc:
The latest position of disciplinary/criminal proceedings pending
against the eligible officers indicating the brief facts and nature of charges
as well as the date of issue of charge-sheet to the officer concerned/date of
filing the charge-sheet in the court of law as per the format in Annexure 4.1.
In case any of the DE/DP etc. has resulted in the imposition of
penalty, the details of such penalties may also be provided as per the format
in Annexure 4.2.
5.
Integrity Certificate:
The integrity certificate certifying/ withholding the integrity of the
eligible officers duly signed by the Chief Secretary. The reasons for
withholding the integrity of the eligible officers may also be indicated
alongwith brief details thereto as per the format in Annexure 5.
6.
Adverse remarks/entries in ACRs:
A statement of communication of adverse remarks in the ACRs of the
State Service officers and representations against such remarks as per DPAR OM
dated 07.07.1981 as per the format in Annexure–6.
7.
ACR dossiers:
Complete ACR dossiers of the eligible officers together with a
statement giving the year-wise availability of ACRs to be furnished with the
proposal. If some of the ACRs/Part
ACRs are not available, a certificate indicating the valid reasons as
contained in Govt. of India (DOPT) OM dated July, 1988 may be added in the
respective ACR dossiers. A
consolidated statement giving the status of Non-availability of ACRs and the
reasons thereof may also be furnished to the Commission as per the format in
Annexure 7.
8.
Court directions:
A statement of court cases and court orders (interim or final) having a
bearing on the Select List indicating the brief facts and the relevance of the
court case to the Select List be furnished as per Annexure 8.
9.
Composition of SCM At
the time of meeting a certificate may also be furnished to the effect that the
officers of the State Govt. attending the SCM are exactly in accordance with
the revised composition of Selection Committee specified in the Regulations of
the IAS/IPS/IFS promotion Regulation and these officer are
members of an
All India Services as per Annexure 9.
10.
No Relation Certificate:
Before the start of the Selection Committee Meeting, the members of the
Selection Committee are required to sign a No Relation Certificate certifying
that none of his/her close relatives are being considered by the Selection
Committee and that he is otherwise also not interested in any particular
candidate. The Members of the
Selection Committee representing the State Government may be informed of this
requirement and a certificate to this effect may also be obtained from them in
advance and furnished to the Commission as per Annexure-10.
11.
Contact
details: The name,
designation, telephone numbers of the members of the Selection Committee
representing the State Govt.
12.
In case of Non-SCS officers in addition to paras 1, 3 to 10 above,
a certificate may also be furnished to the effect that the Non-SCS officers
recommended by the State Govt. are of
outstanding merit and ability, hold gazetted post in substantive
capacity and have completed not less than 8 years of continuous service under
the State Govt. on the 1st day of January of the year of the Select
List in any post which has been declared equivalent to the post of Deputy
Collector in the State Civil Service as per the format in Annexure 11.
A copy of the order declaring the equivalence of Non-SCS posts under
the State to the post of Deputy Collector may also be furnished.
Check list-I
Check-list for sending proposals for convening the Selection Committee Meetings for promotion to IAS(SCS)/IPS/IFS
(check list and the Annexures are available on www.upsc.gov.in)
Name of State:
Proposal for promotion to:
Year(s) for which Select List(s) to be prepared:
Whether proposal for preparation of fresh:
Select List/review of Select List already
prepared. If Review SCM to be held,
specific court directions to be indicated.
The proposal shall be treated as complete if the information furnished to the Commission in the Annexures/documents, as per check-list, is complete in all respects with all columns duly filled with requisite documents/ACRs sent alongwith the proposals. The page number of the documents attached with the proposal may also be indicated.
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Sl. No. |
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Whether Yes/No. Please indicate page no. at which document is attached. |
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1. |
Vacancies |
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a |
No. of vacancies determined by Govt. of India |
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b. |
Whether a copy of the order of Govt. of India determining the vacancies enclosed?
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2. |
Seniority list |
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a. |
Whether the seniority of SCS/SPS/SFS officers has been published/notified? |
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b. |
Whether a copy of notification of published seniority list furnished?
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c. |
If the seniority list not notified, whether a certificate furnished to the effect that the seniority list furnished to the Commission is complete, final and the latest seniority list in use? |
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d. |
Whether the date of birth, status of SC/ST, date of continuous appointment in the qualifying grade of SCS/SPS/SFS, date of confirmation in State service indicated in the seniority list? |
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3. |
Eligibility list |
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a |
Whether the eligibility list (year-wise eligibility lists where applicable) furnished in the Annexure 3.1 (SCS), 3.2(SPS) and 3.3 (SFS). |
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b. |
Whether the name and date of birth of officers included in the eligibility list have tallied with the seniority list and in case of any variation, reasons therefor indicated? |
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c. |
Whether any officer in the seniority list who fulfills the eligibility criteria of age and qualifying service has been left out in the eligibility list? If so, whether specific reasons therefore indicated? |
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4. |
Status of disciplinary/criminal proceedings/penalties imposed, integrity certificate, adverse remarks in ACRs |
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a. |
Whether the statement of disciplinary proceedings & criminal proceedings in Annexure 4.1 furnished?
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b. |
Whether details of penalties imposed in respect of eligible officers during the last 10 years furnished in Annexure 4.2? |
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c. |
Whether the integrity certificate withholding the integrity certificate of eligible officers with reasons duly signed by Chief Secretary furnished in Annexure 5? |
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d. |
Whether a statement of communication of adverse remarks in the ACRs of eligible officers and consideration of representations against such remarks furnished in Annexure 6?
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5. |
ACR dossiers |
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a. |
Whether a statement of availability of ACRs of eligible officers is furnished in revised Annexure-7? |
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b. |
Whether complete ACR dossiers of eligible officers have been furnished?
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c. |
Whether No Report Certificate indicating valid reasons added in the ACR dossiers?
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d. |
Whether English Translation of ACRs written in regional languages duly authenticated by an officer of the rank of Secretary/Principal Secretary to the State Government added in the ACR dossiers? |
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e. |
Whether the ACR dossiers are neatly arranged in the chronological order? |
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f. |
Whether the ACRs of the preceding 5 years of the year of Select List have been duly flagged? |
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g. |
Whether a certificate furnished to the effect that the ACRs forwarded to the Commission are valid as per State Government ACR Rules? |
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6. |
Court directions
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a. |
Whether a statement of court directions (interim or final)/court cases having a bearing on the Select List furnished in Annexure 8?
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b. |
Whether any court directions are pending to be implemented in respect of eligible officers? |
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7. |
Certificate regarding composition of Selection Committee Meeting
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a. |
Whether a certificate to the effect that the officers of State Government attending the SCM are exactly in accordance with revised composition of Selection Committee as per respective Promotion Regulations has been furnished in Annexure 9?
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8. |
No Relation Certificate |
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a. |
Whether the members of the Selection Committee informed the requirement of signing a No Relation Certificate in Annexure 10 before the SCM?
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b. |
Whether a certificate to this effect obtained from the members of Selection Committee in advance and furnished?
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9. |
Contact details |
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a. |
Whether the name, designation, telephone number of the members of the Selection Committee representing the State Government and the officers in charge of sending the proposal to the Commission furnished. |
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It is certified that the information furnished above is complete. In the event of any incomplete information/deficiencies in the documents enclosed with the proposal are found whether at the time of submission of proposal or subsequently, it is understood that the Commission will not entertain the proposal and return the same to the State Government.
( )
Name_________
Designation________
(to be signed by officer not
below the rank of Secretary to the State Government)
Check list-II
Check-list for sending proposals for convening the Selection Committee Meeting for appointment to IAS(Non-SCS)
(check list and the Annexures are available on www.upsc.gov.in)
Name of State:
Year of Select List to be prepared:
The proposal shall be treated as complete if the information furnished to the Commission in the Annexures/documents, as per check-list, is complete in all respects with all columns duly filled with requisite documents/ACRs sent alongwith the proposals. The page number of the documents attached with the proposal may also be indicated.
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Sl. No. |
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Whether Yes/No. Please indicate page no. at which document is attached. |
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1. |
Vacancies |
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a |
No. of vacancies determined by Govt. of India |
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b. |
Whether a copy of the order of Govt. of India determining the vacancies enclosed?
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2. |
Eligibility list
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a. |
Whether a consolidated statement of Non-SCS officers proposed for consideration of the Selection Committee furnished in Annexure 3.4-A?
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b. |
Whether bio-data of all eligible Non-SCS officers furnished in the format in Annexure 3.4? |
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c. |
Whether name and date of birth of Non-SCS officers included in the eligibility list has been tallied with the respective seniority list of the officer and in case of any variations, the reasons therefor have been indicated? |
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3. |
Certificate of eligibility of Non-SCS officers in terms of Reg. 4 of IAS (Appointment by Selection) Regulations 1997
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a. |
Whether a certificate to the effect that the Non-SCS officers recommended by State Government are of outstanding merit and ability, hold gazetted post in substantive capacity and have completed not less than 8 years of continuous service under State Government on the 1st day of January of the Select List year in any Non-SCS post declared equivalent to the post of Deputy Collector in SCS is furnished in Annexure 11.
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b. |
Whether a copy of the order issued by the State Government declaring the equivalence of Non-SCS posts under the State to the post of Deputy Collector for the purpose of Reg. 4 furnished?
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4. |
Status of disciplinary/criminal proceedings/penalties imposed, integrity certificate, adverse remarks in ACRs |
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a. |
Whether the statement of disciplinary proceedings & criminal proceedings in Annexure 4.1 furnished?
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b. |
Whether details of penalties imposed in respect of eligible officers during the last 10 years furnished in Annexure 4.2? |
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c. |
Whether the integrity certificate withholding the integrity certificate of eligible officers with reasons duly signed by Chief Secretary furnished in Annexure 5? |
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d. |
Whether a statement of communication of adverse remarks in the ACRs of eligible officers and consideration of representations against such remarks furnished in Annexure 6?
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5. |
ACR dossiers |
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a. |
Whether a statement of availability of ACRs of eligible officers is furnished in revised Annexure-7? |
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b. |
Whether complete ACR dossiers of eligible officers have been furnished?
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c. |
Whether No Report Certificate indicating valid reasons added in the ACR dossiers?
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d. |
Whether English Translation of ACRs written in regional languages duly authenticated by an officer of the rank of Secretary/Principal Secretary to the State Government added in the ACR dossiers? |
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e. |
Whether the ACR dossiers are neatly arranged in the chronological order? |
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f. |
Whether the ACRs of the preceding 5 years of the year of Select List have been duly flagged? |
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g. |
Whether a certificate furnished to the effect that the ACRs forwarded to the Commission are valid as per State Government ACR Rules? |
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6. |
Court directions
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a. |
Whether a statement of court directions (interim or final)/court cases having a bearing on the Select List furnished in Annexure 8?
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b. |
Whether any court directions are pending to be implemented in respect of eligible officers? |
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7. |
Certificate regarding composition of Selection Committee Meeting
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a. |
Whether a certificate to the effect that the officers of State Government attending the SCM are exactly in accordance with revised composition of Selection Committee as per respective Promotion Regulations has been furnished in Annexure 9?
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8. |
No Relation Certificate |
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a. |
Whether the members of the Selection Committee informed the requirement of signing a No Relation Certificate in Annexure 10 before the SCM?
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b. |
Whether a certificate to this effect obtained from the members of Selection Committee in advance and furnished? |
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9. |
Contact details |
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a. |
Whether the name, designation, telephone number of the members of the Selection Committee representing the State Government and the officers in charge of sending the proposal to the Commission furnished. |
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It is certified that the information furnished above is complete. In the event of any incomplete information/deficiencies in the documents enclosed with the proposal are found whether at the time of submission of proposal or subsequently, it is understood that the Commission will not entertain the proposal and return the same to the State Government.
( )
Name_________
Designation________
(to be signed by officer not below the rank of Secretary to the State Government)
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Annexure 3.1 (SCS)
Particulars of State Civil Service Officers who are eligible for consideration for promotion to the IAS in their order of seniority as on Ist January of the Vacancy Year.
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S.No. |
Name of Officers (S/Shri) |
Whether SC/ST/OBC |
Date of Birth |
Date of appointment in the State Civil Service |
Date of Confirmation in the State Civil Service |
Date of continuous officiation in the Post of Dy Collector or Equivalent |
Remarks |
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2 |
3 |
4 |
5 |
6 |
7 |
8 |
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Note : 1. It may be mentioned that all officers who are eligible as on the 1st of January of Vacancy
Year and available for promotion as on 31st December of that year is to be included in the
Eligibility List.
2. If any officer is being excluded in the Eligibility List but his name figures in the Seniority
List, the reasons for his exclusion may be indicated.
3. Similarly, in case any officer is being included in the Eligibility List but his name does not
figure in the Seniority List, the reasons for his inclusion may also be indicated.
Back
to Index Page
Back to Appendices
Annexure 3.2 (SPS)
Particulars of State Police Service Officers who are eligible for consideration for promotion to the IPS in their order of seniority as on Ist January of the Vacancy Year.
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S.No. |
Name of Officers (S/Shri) |
Whether SC/ST/OBC |
Date of Birth |
Date of appointment in the State Police Service |
Date of Confirmation in the State Police Service |
Date of continuous officiation in the post of Dy S.P. or Equivalent |
Remarks |
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1 |
2 |
3 |
4 |
5 |
6 |
7 |
8 |
Note : 1. It may be mentioned that all officers who are eligible as on the 1st of January of Vacancy
Year and available for promotion as on 31st December of that year is to be included in the
Eligibility List.
2. If any officer is being excluded in the Eligibility List but his name figures in the Seniority
List, the reasons for his exclusion may be indicated.
3. Similarly, in case any officer is being included in the Eligibility List but his name does not
figure in the Seniority List, the reasons for his inclusion may also be indicated.
Annexure 3.3 (SFS)
Particulars of State Forest Service Officers who are eligible for consideration for promotion to the IFS in their order of seniority as on Ist January of the Vacancy Year.
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S.No. |
Name of Officers (S/Shri) |
Whether SC/ST/OBC |
Date of Birth |
Date of appointment in the State Forest Service |
Date of Confirmation in the State Forest Service |
Date of continuous officiation in the posts included in State Forest Service |
Period of training in a diploma course in FRI & College, Dehradun or such other training approved by the Central Govt in consultation of UPSC in any other institutions |
Date of joining of such training |
Remarks |
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Note : 1. It may be mentioned that all officers who are eligible as on the 1st of January of Vacancy
Year and available for promotion as on 31st December of that year is to be included in the
Eligibility List.
2. If any officer is being excluded in the Eligibility List but his name figures in the Seniority
List, the reasons for his exclusion may be indicated.
3. Similarly, in case any officer is being included in the Eligibility List but his name does not
figure in the Seniority List, the reasons for his inclusion may also be indicated.
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to Index Page
Back to Appendices
1. Name of Officer :
2. Date of Birth :
3. Educational. Qualifications:
4. Whether belongs to SC/ST/OBC :
5. Date of Confirmation :
in Gezetted posts
6. Present Post held :
7. (i) Date of
appointment to the post which
has been declared equivalent to the post
of Dy Collector in the State Civil Service :
(ii) Name of the Post :
(iii)
Whether holding that post substantively
and the
date since when :
8. Details of Gazetted posts held :
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S.No. |
Name of the Posts held |
Category of posts |
Period |
Scale of Pay |
Duties (In Brief) |
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9. Achievements in Brief (including publications if any) :
10. Trainings undergone :
ANNEXURE 3.4 A
Consolidated Statement of Non-State Civil Service Officers eligible for consideration for appointment to the IAS as on 1st January of the Select List year
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S.No. |
Name of Officer (S/Shri) |
Whether SC/ST/OBC |
Date of Birth |
Post held (Declared equivalent to the post of Dy. Collector in the State Civil Services) |
Date from which continuously holding the post (Declared equivalent to the post of Dy. Collector in the State Civil Service) |
Whether the post held is Gazetted and in substantive capacity, if so the date of confirmation in that post |
Pay Scale of the post (Declared equivalent to the post of Dy. Collector in the State Civil Service.) |
Remarks |
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ANNEXURE-4.1
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S.No. |
Name
of the Officers (S/Shri) |
Date
of issue of charge sheet to the officers |
Brief
facts and Nature of Charges |
Present
Status |
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(B)
Details of Criminal proceedings pending
against eligible officers.
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S.No. |
Name
of the Officers (S/Shri) |
Date
of filing of charge sheet before
the Court |
Brief
facts & Nature of Charges |
Present
Status |
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Note : The Proceedings are deemed to be pending only if a charge sheet has already been served upon the officer/filed in a Court of Law as laid down in the Promotion Regulations [Explanation I under Proviso to Reg. 5(5)].
Annexure 4.2
DETAILS
OF PENALTIES IMPOSED ON ELIGIBLE
OFFICERS DURING THE LAST 10 YEARS
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S.No. |
Name
of Officer(s) (S/Shri) |
Year
in which offence is committed |
Date
of issue of Charge Sheet |
Date
on which penalty imposed |
Nature
of penalty |
Period
of Currency of the penalty
and the date when the currency of
penalty will be over. |
Whether
any appeal has been filed and if so whether there is any interim
stay/stay. |
remarks |
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Annexure-5
Format
for Integrity Certificate *
A. Format for certifying the Integrity Certificate
Dated
:
INTEGRITY
CERTIFICATE
The
State Government certifies
the integrity
of following officers with reference to the entries in his/their
Annual Confidential Reports:-
S.No. Names
(S/Shri)
Chief
Secretary to the Government
B.
Format for withholding the Integrity Certificate.
Dated:
INTEGRITY
CERTIFICATE
The
State Government withholds
the integrity
of following officer(s) for the
reasons indicated against each :-
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S.No |
Names (S/Shri) |
Reasons
(in brief) for withholding the integrity
certificate |
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Chief
Secretary to the Government
* Note : Please refer to GOI’s instructions No. 14/23/65-AIS(III) dated 28.07.1966, No.17/3/70-AIS(III) dated 26.05.1970, No. 14015/18/99-AIS dated 27.10.1999 & F.14015/18/99-AIS(I) dated 27.10.2001.
Back
to Index Page
Back to Appendices
Annexure
–6
Certificates
regarding communication of Adverse remarks in respect of eligible Officers *
(i)
Adverse remarks in the character rolls of the following eligible
officers have not been communicated by the State Govt to the officers
concerned.
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S.No. |
Name
(S/Shri) |
Period
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(ii)
Adverse entries in respect of the following eligible officers have been
communicated but no representations have been so far received from the
officers concerned but the time limit to represent is not yet over.
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S.No. |
Name
(S/Shri) |
Period
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(iii)
Representations against adverse entries in respect of the following
officers have been received within the stipulated time but the decision of the
State Government is yet to be taken.
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S.No. |
Name
(S/Shri) |
Period
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*Note
:All India Service Manual Part-II Edition (GOI instructions-8-page 58) may be
referred.
Statement
of ACRs furnished to the Commission
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Sl.
No. |
Name
of Officer (S/Sh.) |
Period
of ACR (preceding 5 years) (Separate
row for each part ACR) e.g. 1998-99 1999-2000 01.04.00–31.07.00 01.08.00–
31.03.01 2001-02 |
Whether
available?. |
Whether
ACR is duly reported/reviewed/accepted? |
Whether
the ACR is valid as per ACR Rules of State Govt. |
If
the ACR written in Regional Language, whether English translation
(including the self assessment) duly attested by an officer not below
the rank of Secretary to State Govt. added in the dossier? |
Remarks |
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If
yes, mark (√) |
If
no, whether No Report Certificate (NRC) with valid@
reasons added? |
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If
yes mark (√) |
If
no, indicate the deficiency with reasons e.g. not reviewed etc. |
If
yes, mark (√) |
If
no, indicate
reasons |
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If
yes, mark (√) |
If
no, indicate reasons |
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If
yes, mark (√) |
If
no, indicate reasons. |
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@
Valid reasons as per DOPT letter No. F.14015/7/88-AIS(I) dated
22.07.1988.
*
The State Government is required to furnish the complete ACR dossier
of the officer. The ACRs for preceding five years may be duly flagged.
If some ACRs are not written and NRC added, preceding ACRs may be
flagged and details furnished as above.
*
No photocopy of ACR is accepted.
In exceptional circumstances, if a photocopy is furnished, it should
be duly attested and reasons for not sending the original ACR may be
indicated.
*
The ACRs furnished to the Commission should be minutely scrutinized
and furnished to the Commission after rectifying the deficiencies.
* The validity of the ACRs furnished to the Commission may be checked by the State Government in terms of the ACR rules of the State Govt., if any. The validity of the UN Report/Special Report, etc., if any, as per ACR Rules of State Government may be indicated clearly.
(
)
Name________________
Designation____________
A
Statement showing Court Cases and Court orders
having bearing on the Select List
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S
No. |
Name
of Applicants (S/Shri) |
Case
No. |
Name
of Court |
Date
of Orders & Compliance Date |
Directions
(in brief) |
Whether
appeals have been filed and if so whether stay orders have been
obtained. |
Implications
on the current Select List |
Whether
a copy of the orders has been enclosed |
Remarks |
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It
is certified that the officers of the State Govt. attending the SCM are
exactly in accordance with the composition of Selection Committee specified in
the Regulation 3 of IAS/IPS/IFS
Promotion Regulations and these officers are
members of an All India Service.
(Secretary)
* Note : GOI’s notification dated 31.01.2005 amending the composition of Selection Committee may kindly be referred to.
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ANNEXURE-10
No
Relation Certificate
Certified
that none of my close relatives are being considered by the Selection
Committee for promotion to IAS/IPS/IFS of __________ cadre and that I am
otherwise not interested in any
particular candidate.
Name (
)
Designation
Name (
)
Name (
)
Name (
)
Name (
)
Name (
)
Designation
Certificate
regarding eligible Non-SCS Officers (*)
Certified
that all the officers recommended by the State Govt. are of outstanding merit
and ability, holding gazetted post
in a substantive capacity and have completed not less than 8 years of
continuous service under the State Govt. on the first day of January of
the Select List Year in a post which
has been declared equivalent to
the post of Dy. Collector in the State Civil Service.
( )
(*) Notes : 1. A copy of the order issued by the State Govt declaring the posts in the Non-State Civil Service equivalent to the post of Dy Collector is to be invariably enclosed.
2. While declaring posts to be equivalent, the State Govt may kindly take into consideration the clarifications issued by the GOI,DOP&T to Govt of Kerala on the matter vide letter No. F.14015/30/2001-AIS(I) dated 30.05.2001 as extracted below :-
“irrespective of the scale of pay of the post in the Non-SCS, being the same or above the scale of post of the Deputy Collector, unless it is accompanied with a declaration of the State Government as to its equivalence as of duties and importance to that of Deputy Collector in the State Civil Service, such proposal will not be in conformity with the relevant provisions in this regard.”