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Saturday, March 3, 2012

Civil Servants Rules


RECRUITMENT/APPOINTMENTS,

SENIORITY AND PROMOTIONS

RECRUITMENT

Civil Servants (Appointment, Promotion and Transfer) Rules, 1973
Sl. No. 1
In exercise of the powers conferred by section 25 of the Civil Servants Act, 1973 (LXXI of 1973), the President is pleased to make the following rules, namely:-
PART I – GENERAL

1.    These rules may be called the Civil Servants (Appointment, Promotion and Transfer) Rules, 1973.
2.    In these rules, unless there is anything repugnant in the subject or context,-
(a)  "appointing authority", in relation to a post means the person authorized under rule 6 to make appointment to that post;
(b)  "Central Selection Board" means a Board constituted by the Federal Government, for the purpose of selection for promotion or transfer to,-
(i)  posts in basic pay scale 18 in the District Management Group and the Police Group; and
(ii) posts in basic pay scales 19 to [21] and equivalent, consisting of such persons as may be appointed by Federal Government from time to time;]
(c)  "Commission" means the Federal Public Service Commission;
(d)  "Departmental Promotion Committee" means a Committee constituted for the purpose of making selection for promotion or transfer to posts under a Ministry, Division, Department or Office of the Federal Government in [basic pay scales 18 ["except the posts specified in sub- clause (i) of clause (b),] and below and equivalent;]
(e)  "Departmental Selection Committee" means a Committee constituted for the purpose of making selection for initial appointment to posts under a Ministry, Division, Department or Office of the Federal Government in [basic pay scales 15 and below and equivalent;]
(f)   [Omitted].
3.             
(1)  Appointments to posts shall be made by any of the following methods, namely:-
(a)  by promotion or transfer in accordance with Part II of these rules; and
(b)  by initial appointment in accordance with Part III of these rules.
(1)  The method of appointment and the qualifications and other conditions applicable to a post shall be as laid down by the Ministry or Division concerned in consultation with the Establishment Division.
(2)  Notwithstanding anything contained in sub-rule (I), or the method of appointment laid down in the recruitment rules, a person who is rendered surplus as a result of the reorganization or abolition of a Division, Department, Office or permanent post in pursuance of any Government decision or as a measure of economy may be appointed to a post in the basic pay scale to which he belonged, if he possesses the qualifications, and fulfills other conditions, applicable to that post"].
(3)  Where a person referred to in sub-rule (3),-
(i)      possesses educational qualifications which are considered interchangeable with, or equivalent to, the qualification prescribed in the relevant recruitment rules; or
(ii)     fulfills the prescribed qualifications and the conditions for initial appointment to the post in the relevant rules except the condition relating to prescribed experience, the appointing authority may, for reasons to be recorded in writing, relax the requirement of educational qualifications or, as the case may be, the prescribed experience].
4.             
(1)  In each Ministry, Division, Department or Office of the Federal Government, there shall be one or more Departmental Promotion Committees, and Departmental Selection Committees, the composition of which shall be determined by the Ministry or Division concerned in consultation with the Establishment Division.
(2)  Each such Committee shall consist of at least three members one of whom shall be appointed Chairman.
5.            Where an appointing authority for posts in basic pay scales 15 and below and equivalent] does not accept the recommendation of a Departmental Selection or Departmental Promotion Committee, it shall record reasons therefore and obtain orders of the next higher authority.
6.            The authorities competent to make appointments to the various posts shall be as follows:- Posts


S. No
Basic Pay Scale of Posts
Appointing Authority
1
Posts in Basic pay Scales 20 and above or equivalent.
Prime Minister
2
Posts in basic pay Establishment Secretary scales 17 to 19 or equivalent.
Establishment Secretary
3
Post in Basic Pay Scale 3 to 16 or equivalent.
Secretary of the Ministry or Division concerned or the Head of Department (or an officer notified by the Head of the department or Head of subordinate office)
4
Posts in Basic Pay Scales 1 and 2 or equivalent.
Secretary of the Ministry or Division concerned or the Head of Department (or an officer notified by the Head of the department or Head of subordinate office)
5
Posts in Basic pay Scales 17 & 18 and equivalent in Pakistan Ordnance Factories
Chairman Pakistan Ordnance Factories Board

Note. --- In the existing rules, for the allocation and transaction of the business of the Federal Government, wherever the words "Prime Minister" occur the same shall be deemed substituted by the word "Chief Executive" vide Order No.7 of 1999, dated 30-10-1999.

Provided that the President may designate an officer holding a post in basic pay scale 18 or 19 and equivalent in a Ministry, Division, Department or Office to be the appointing authority for posts in basic pay scales 1 to 16 and equivalent in the Ministry, Division, Department or Office; and]





Provided further that the President may designate an officer of the Pakistan Army, Pakistan Navy or Pakistan Air Force, not below the rank of Major or equivalent, to be the appointing authority for civil posts in basic pay scales 1 to 16 and equivalent in the General Headquarters, the Naval Headquarters or the Air Headquarters.



PART II

APPOINTMENTS BY PROMOTION OR

TRANSFER

7.    Promotion and transfers to posts in basic pay scales 2 to18 and equivalent, [except the posts specified in sub clause (i) of clause (b),] and equivalent] shall be made on the recommendation of the appropriate Departmental Promotion Committee and promotions and transfers to posts, [specified in sub clause (i) of clause (b) and posts], in [basic pay scales 19 to 21 and equivalent] shall be made on the recommendations of the Central Selection Board. 
8.    Only such persons as possess the qualifications and meet the conditions laid down for the purpose of promotion or transfer to a post shall be considered by the Departmental Promotion Committee or the Central Selection Board, as the case may be.
8-A.       No promotion on regular basis shall be made to posts in basic pay scales 18 to 22 and equivalent unless the officer concerned has completed such minimum length of service, attended such training and passed such departmental examination, as may be prescribed from time to time].
8-B.                 
(1)    Where the appointing authority considers it to be in the public interest to fill a post reserved under the rules for departmental promotion and the most senior civil servant belonging to the cadre or service concerned who is otherwise eligible for promotion does not possess the specified length of service the authority may appoint him to that post on acting charge basis.
(2)    So long as a civil servant holds the acting charge appointment, a civil servant junior to him shall not be considered for regular promotion but may be appointed on acting charge basis to a higher post.
(3)    In the case of a post in [basic pay scales 17 to 22 and equivalent], reserved under the rules to be filled by initial appointment, where the appointing authority is satisfied that no suitable officer [drawing pay in basic pay scale] in which the post exists is available in that category to fill the post and it is expedient to fill the post, it may appoint to that post on acting charge basis the most senior officer otherwise eligible for promotion in the organisation, cadre or service, as the case may be, in excess of the promotion quota.
(4)    Acting charge appointment shall be made against posts which are likely to fall vacant for a period of six months or more. Against vacancies occurring for less than six months, current charge appointment may be made according to the orders issued from time to time.
(5)    Appointment on acting charge basis shall be made on the recommendations of the Departmental Promotion Committee or the Central Selection Board, as the case may be, same in the case of [post in basic pay scale 22 and equivalent].
(6)    Acting charge appointment shall not amount to appointment by promotion on regular basis for any purpose including seniority.
(7)    Acting charge appointment shall not confer any vested right for regular promotion to the post [ ] held on acting charge basis.
9.    Appointments by transfer shall be made from amongst the persons holding appointment on a regular basis in [posts in the same basic pay scale or equivalent to or identical with the posts to be filled].
PART III

INITIAL APPOINTMENT

10. Initial appointment to the All-Pakistan Services, the Civil Services of the Federation and posts in connection with the affairs of the Federation in basic pay scales 16 to 22 and equivalent  [ ] except those which, under the Federal Public Service Commission (Functions) Rules, 1978, do not fall within the purview of the Commission, shall be made on the basis of tests and examinations to be conducted by the Commission.
11. Initial appointments to posts in basic pay scales 1 to 15 and equivalent, shall be made on the recommendations of the Departmental Selection Committee after the vacancies have been advertised in newspapers].
12. A candidate for initial appointment to a post must possess the educational qualifications and experience and, except as provided in the rules framed for the purpose of relaxation of age limit, must be within the age limit as laid down for the post:
Provided that unless otherwise specified in the method of appointment, qualifications and other conditions applicable to a post as laid down under sub rule (2) of rule 3, the experience prescribed for initial appointment shall be the post-qualification experience.
13. A candidate for appointment shall be a citizen of Pakistan: Provided that this requirement may be relaxed with the approval of the Establishment Division:
Provided further that, in the case of candidates to be appointed on temporary basis to posts in the Pakistan Missions abroad, such relaxation shall not be accorded for a period exceeding one year at a time.
14. Vacancies in the under mentioned posts shall be filled on All-Pakistan basis in accordance with the merit and provincial or regional quotas prescribed by Government from time to time:
(i)      All posts in [basic pay scales 16 and above and equivalent].
(ii)     Posts in [basic pay scales 3 to 15 and equivalent] in offices, which serve the whole of Pakistan.
15. Vacancies in posts in [basic pay scales 3 to 15 and equivalent] in offices which serve only a particular province or region shall be filled by appointment of persons domiciled in the province or region concerned.
16. Vacancies in posts in [basic pay scales 1 and 2 and equivalent] shall ordinarily be filled on local basis.
               
17. A candidate for appointment must be in good mental and bodily health and free from any physical defect likely to interfere with the discharge of his duties. A candidate who after such medical examination as Government may prescribe is found not to satisfy these requirements, shall not be appointed.
PART-IV

AD HOC AND TEMPORARY APPOINTMENTS

18. When under the Federal Public Service Commission (Functions) Rules, 1978, a post is required to be filled through the Commission, the appointing authority shall forward a requisition to the Commission on a prescribed form immediately. In exceptional cases, ad hoc appointment may, however, be made for a period of six months or less with prior clearance of the Commission as provided in rule 19”; and
19. When the appointing authority considers it to be in public interest to fill a post falling within the purview of the Commission urgently pending nomination of a candidate by the Commission, it may proceed to fill it on ad hoc basis for a period of six months or less after obtaining prior clearance of the Commission. The post shall be advertised and the same procedures as laid down for initial appointment in Part III shall be followed in making ad hoc appointments”. &
[Authority. --- Subs vide Establishment Division S.R.O. No.122 (I)/2000, dated 15-3-2000].
20. Short term vacancies in the posts falling within the purview of the Commission and vacancies occurring as a result of creation of temporary posts for a period not exceeding six months, may be filled by the appointing authority otherwise that through the Commission on a purely temporary basis after advertising the vacancy.

PART V - PROBATION

21.  
(1)    Persons appointed by initial appointment, promotion or transfer shall be on probation for a period of one year.
(2)    The period of probation may be curtailed for good and sufficient reasons, to be recorded, or, if considered necessary, it may be extended for a period not exceeding one year as may be specified at the time of appointment.
(3)    On the successful completion of probation period, the appointing authority shall, by specific order, terminate the probation. (4) If no order is issued under sub-rule (3), on the expiry of the first year of probation period, the period of probation shall be deemed to have been extended under sub-rule(2):
Provided that, subject to the provisions of proviso to subsection (2) of section 6 of the Civil Servants Act, 1973 in the absence of an order under sub-rule (3), the period of probation shall, on the expiry of the extended period under sub-rule (2), be deemed to have successfully been completed.
[Authority. --- Estt. Division Notification No.S.R.O.1498 (I)/73, dated 20-10-1973].

APPOINTMENT, PROMOTION AND TRANSFER

RULES FOR MINISTERIAL STAFF

Sl. No. 2
In pursuance of sub-rule (2) of rule 3 of the Civil Servants (Appointment, Promotion and Transfer) Rules, 1973, the following method, qualifications and other conditions are laid down for appointment to the ministerial posts in Ministries/Divisions and Departments under the Federal Government:-

METHOD OF APPOINTMENT

  1. The posts shall be filled in as follows:- Name of post

NAME OF POST
PROMOTION
DIRECT RECRUITMENT
L.D.C.
10%
90%
LDC (Selection Grade)
100%
---
UDC
50%
50%
UDC (Selection Grade)
100%
---
Assistant
50%
50%
Assistant (Selection Grade)
100%
---
Assistant Incharge
100%
---
Superintendent
100%
---
Superintendent (Selection Grade)
100%
---
Stenotypist
---
100%
Stenotypist (Selection Grade)
100%
---
Stenographer
50%
50%
Stenographer (Selection Grade)
100%
---

Provided that:-
(i)      Failing promotion the posts falling in the promotion quota except the posts of Superintendent, Assistant Incharge and all the selection grade posts shall be filled in by direct recruitment and failing direct recruitment by transfer.
(ii)     Failing promotion due to non-availability of suitable person the posts of Assistant Incharge and Superintendent shall be filled in by transfer as prescribed by the Establishment Division from time to time.

CONDITIONS FOR PROMOTION

3.    Promotion to posts in column 1 below shall be made by selection from amongst the persons who hold the posts specified in column 2 on a regular basis and possess the qualifications and experience prescribed in column 3.
Name of post
Person eligible
Conditions of eligibility
L.D.C.
Qasid, N/Qasid, Daftry, Record Sorter, DMO, and other speed employees holding lower posts.
Matriculate with typing 30 w.p.m.
L.D.C.
(Selection Grade)
L.D.C.
Selection on seniority cum-fitness
U.D.C.
LDC
3 years service as LDC
UDC (Selection Grade)
UDC
seniority cum-fitness
Assistant
UDC
3 years service as UDC.
Assistant(Selection Grade)
Assistant
Selection on the basis of seniority-cum-fitness.
Assistant Incharge
Assistant/ Assistant(Selection Grade)
3 years service as Assistant (Selection Grade) or Assistant.
Stenotypist
(Selection Grade)
Stenotypist
3 years service as Stenotypist
Stenographer
Stenotypist
3 years service as Stenotypist.
Stenographer
(Selection Grade)
Stenographer
Selection on the basis of seniority-cum-fitness.
Superintendent
Assistant Incharge/Assistant (Selection Grade)/Assistant
5 years service as Assistant incharge/Assistant (Selection Grade) / Assistant
Superintendent (Selection Grade)
Superintendent
Selection on the basis of seniority-cum-fitness.
Note: ---   Promotion to the posts of UDC, Assistant and Stenographer will be made on the basis of seniority-cum-fitness. Grant of selection grade in the post of LDC, UDC, Assistant, Stenographer and Superintendent will also be made on the basis of seniority-cum-fitness. Promotion to the post of Assistant Incharge and Superintendent will be made by selection on merit. Promotion to the post of LDC will also be made on the basis of merit.

QUALIFICATIONS/CONDITIONS FOR TRANSFER

4.            Appointment by transfer shall be made from amongst the persons holding equivalent appointment in the Ministries/ Divisions/Departments under the Federal Government on a regular basis, provided they possess the qualifications / experience prescribed for direct recruitment or promotion to the post concerned.

QUALIFICATIONS/EXPERIENCE AND AGE LIMIT

FOR DIRECT RECRUITMENT

5.    A candidate must possess the educational qualifications and experience and must be within the age limit as mentioned against the post concerned in the schedule to this notification:
Provided that the maximum age limits will be relaxed by 3 years in the case of candidates belonging to Scheduled Castes, Buddhist Community, recognised tribes of the Tribal Areas, Azad Kashmir, Northern Areas (District of Gilgit, Skardu and Diamir), FATA, Sindh (R) and Balochistan in accordance with the instructions issued by the Establishment Division:
Provided further that the maximum age limit may be relaxed but not more than 10 years in respect of Government servants who have completed at least 2 years continuous service on the closing date of the advertisement and only upto the age of 55 years, if applicable.

PROBATION

6.            Persons appointed by promotion or direct recruitment or by transfer shall be on probation for a period of one year. This period may be curtailed for good and sufficient reasons, to be recorded; or, if considered necessary it may be extended for a period not exceeding one year as may be prescribed at the time of appointment or during the probation period. Appointment on probation shall be subject to the provisions of section 6 of Civil Servants Act, 1973, read with rule 21 of Civil Servants (Appointment, Promotion and Transfer) Rules, 1973.

SCHEDULE
S. No
Name of  the post
Qualifications/Experience
Maximum age limit
1
LDC
Matriculation with typing speed 30 w.p.m.
25 years
2
UDC
Intermediate
25 years
3
Assistant
Graduate
28 years
4
Stenotypist
Matric with 80/40 w.p.m. speed in shorthand and typing respectively.
25 years
5
Stenographer
Intermediate with 100/50 w.p.m. speed in shorthand and typing respectively.
25 years

Note. ---   Minimum age limit for initial appointment to the ministerial posts shall be 18 years
[Authority. ---Estt. Division Notification No.S.R.O.248 (1)/88, dated 7-4-1988].
Sl. No. 3
Bar against making recruitment without framing Recruitment Rules for Civil Posts. - Instances have come to the notice of the Establishment Division that appointments to certain posts have been made by the Ministries/Divisions without framing recruitment rules for these posts. Not only does this practice cause hardship to the individuals themselves but also creates administrative difficulties at the time of their promotion/ recruitment. It has, therefore, been decided that:-
(i)      Appointments (by promotion, transfer or direct recruitment) to the posts for which recruitment rules do not exist or have not been finalized in consultation with Establishment Division/FPSC, may not be made in the absence of Recruitment Rules; and the practice to place the requisitions with FPSC, through the Establishment Division, allowed vide this Division D.O. Letter No.9/2/74-DV, dated 15th February, 1975 may be stopped forthwith.
(ii)     Recruitment rules for all posts sanctioned with the concurrence of the competent authority, if not in existence, should be framed/ finalized within three months of the issue of this circular.
(iii)   In future the proposals regarding recruitment rules referred to this Division after the expiry of three months of the creation of posts, will not be entertained by the Establishment Division.
2.            In order to simplify the procedure of framing recruitment rules, it has further been arrived at that the decisions contained in para 1 above should be implemented according to the procedure indicated below:-
Every new proposal forwarded to the Establishment Division regarding recruitment rules, should contain the following information/documents:-
(i)      Number of post(s) to be filled and the number of the feeding post(s), if any.
(ii)     Job-description of the post(s).
(iii)   Where a post is to be filled by promotion, the recruitment rules of the feeding posts(s) (if any) may also be furnished.
(iv)   Copy of the sanction regarding creation/continuance of post(s), duly endorsed by the Finance Division.
(v)    Organizational chart of the establishment where the post(s), in question exist.
3.            All the instructions, issued by the Establishment Division on the subject from time to time, may be deemed to have been superseded to the extent they are inconsistent with the instructions contained in this Office Memorandum.
[Authority. --- Estt. Division O.M.No.11/1/81-R.5, dated 20-8-1981.]
Sl. No. 4
Framing of Recruitment Rules. - The methods of appointment of Federal civil posts are regulated under the provisions of the Civil Servants (Appointment, Promotion and Transfer) Rules, 1973 framed under Section 25 of the Civil Servants Act, 1973. As these rules provide the basic framework for appointment to Federal civil posts, instructions were issued vide Establishment Division O.M.No.9/1/73- D.V., dated 29.11.73 (Sl.No.21) laying down a simplified format for notifying recruitment rules since the earlier pattern of detailed recruitment rules for various posts/cadres was no longer considered necessary. The system has its advantages but over the years, the framing of recruitment rules has become an increasingly mechanical exercise and is now reduced to simply inserting uniform standards (of educational requirements, experience, age limits, etc) for equivalent posts in various departments. As a result, the recruitment rules are no more viewed as important and essential instruments of career planning nor do they properly reflect the job requirements particularly in technical posts/cadres. This trend should be reversed and recruitment rules for various posts/cadres should be framed with greater care to serve, on the one hand, as instruments of career planning for the officials concerned and on the other, be tailored around the job requirements particularly in technical cadres.
2.    It is, therefore, requested that while framing recruitment rules due consideration should be given to job descriptions for laying down the qualifications/experience for posts and the composition of cadre for prescribing percentage, for direct recruitment and promotions. Efforts should be made to safeguard both the department's interest in raising a fully qualified and experienced cadre and the career interests of its members whose promotions are governed under the provisions of recruitment rules.
3.    Establishment Division has also noticed that some Divisions/Departments have framed recruitment rules for isolated posts or very small cadres (comprising 3-4 posts) like telephone operators, lady health visitors, teachers of departmental schools, etc. This is not a satisfactory arrangement because such isolated posts or tiny cadres do not offer adequate prospects of promotion to the incumbents. In such cases it would be advisable to fill the posts by having officials on deputation from departments which have large cadres operating in the relevant field, such as T&T Department in the case of telephone operators, Federal/ Provincial Health/Education Departments in the case of lady health visitors and teachers, etc. The Divisions/Departments are, therefore, advised not to frame separate recruitment rules for their isolated posts or very small cadres where officials with requisite skills are available in other federal/provincial departments. The posts of the type under reference may be filled by deputation on tenure basis.
4.    As a matter of general policy a person below the age of 18 years cannot be employed as a Government servant. Other than this limitation, prescribing minimum age limits for each post is not only unnecessary but leaves the possibility of denying opportunity to some otherwise qualified and capable candidates on a mere technicality. It has, therefore, been decided that while framing recruitment rules, no conditions regarding minimum age be mentioned. In the existing cases, Ministries/Divisions may consider the matter and take steps to amend the rules, wherever necessary.
[Authority. --- Estt.Division O.M.No.9/1/73-R.5, dated 22-8-1984].
Sl. No. 5
It has been observed that the Ministries/Divisions resort to making ad hoc appointments either in the absence of Recruitment rules or during the course of finalization of these Rules. It has also been observed that the finalization of recruitment rules take considerable time and the F.P.S.C. do not entertain requisitions for regular appointments or proposals for first extension in ad hoc appointments unless the rules have been notified. This leads to avoidable administrative complications besides causing financial hardship to the ad hoc appointees. Ministries/Divisions are, therefore, advised to invariably draft their recruitment rules in the light of model rules already circulated and follow up their finalization/notification on top priority basis so that the time-lag is reduced to the barest minimum. Wherever necessary, Ministries/ Divisions may hold joint meetings with the Establishment Division/FPSC so as to eliminate delay in the finalization of the recruitment rules.
[Authority. --- Estt.Division O.M.No.2/7/85-CP.5 dated 10-6-1987].
Sl. No. 6
Recruitment Rules for various posts are required to be framed by the Ministries/Divisions concerned in consultation with the Establishment Division in pursuance of rule 3(2) of Civil Servants (Appointment, Promotion and Transfer) Rules, 1973. Concurrence of the Federal Public Service Commission is also required with regard to qualifications for, and methods of recruitment to posts in BPS-16 and above, in the light of Section 7(b) Federal Public Service Commission Ordinance, 1977 read with FPSC (Functions) Rules, 1978.
2.    The question of finding ways to cut down the inordinate delay often involved in the finalization of the recruitment rules due to protracted correspondence between the Ministry/Division concerned, the Federal Public Service Commission and the Establishment Division has been receiving the attention of the Establishment Division for some time past. It has now been decided on the recommendation of the Committee for Decentralization of Powers recently appointed by the President to appoint a standing committee comprising one representative of the Ministry/ Division concerned and one representative of the Establishment Division to finalize the recruitment rules by discussion whenever their finalization is delayed due to difference of opinion between the Ministry or Division concerned and the Establishment Division or between any of the above two and the Federal Public Service Commission will also be invited to the meeting of the Committee where there is a difference of opinion with F.P.S.C.
[Authority. --- Estt. Division O.M.No.7/6/87-R.5, dated 10-7-1988].

STANDARDIZATION OF PAY SCALES AND RECRUITMENT RULES FOR LIBRARIANS WORKING IN THE FEDERAL GOVERNMENT ORGANIZATIONS

Sl. No. 7
Since long the question for standardization and rationalization of pay scales, qualifications and experience for librarians working in the Federal Government Organizations has been under consideration of the Government. The President has now been pleased to approve the proposal contained in paragraph-3 of Education Division's Summary bearing u.o.No.F.6-13/84-AD(Lib), dated 2-1-1984 and approval conveyed vide Establishment Division u.o.No.8/50/83-R.I., dated 21-8-1985. The contents of paragraph-3 of the Summary approved by the President are reproduced below:-

GROUP
NAME OF POST
BPS
QUALIFICATION EXPERIENCE REQUIRED
TYPE OF GOVT. LIBRARY
1
2
3
4
5
        I.     
Chief Librarian / Director General
20
At least Second Class Master’s Degree in Library Science/ Information Science with 17 years professional cum-administrative experience in B-17 and above. Experience relaxable by one year for those holding Degree from a Foreign University.
OR
Ph.D. in Library Science with 15 years experience in the relevant field.
1.  National Library.
2.  Federal Deptt. of Libraries.
      II.     
Principal Librarian/ Director.
19
At least Second class Mater’s Degree in Library Science/ Information Science plus 13 years professional experience in B-17 and above. Experience relaxable by one year for those  holding Degree from a Foreign University.
OR
Ph.D in relevant subject plus 10 years post qualifications experience in the relevant field.
1.    National Library.
2.    Federal Deptt.of Libraries.
3.    Other Libraries with 150,000 or more volumes.
     III.     
Senior Librarian/ senior Documentation Officer/Senior Bibliographer/ Senior Editor, National Bibliography/ Deputy Director.
18
At least Second class Mater’s Degree in Library Science/ Information Science/ Document-ation plus 6 years post qualification experience in the relevant field. Experience relaxable by one year for those  holding Degree from a Foreign University.

1. National Library.
2. Federal Deptt.of Libraries.
3. Other Libraries with 150,000 or more volumes.
    IV.         
Librarian/ Bibliographer/ Planning Officer/ Editor, National Bibliography/ Documentation Officer/Research Officer/Assistant Director.
17
At least Second Class Master's Degree in Library Science/ Information Sciences
OR
Graduate with Diploma in  Library Science from a University or Bachelor of Library Science, plus 5 years post qualifications professional experience in B-16 otherwise 8 years if not in B-16.
OR
Second Class Master's Degree in relevant subject with Diploma in Library Science or Bachelor of Library Science.
1. National Library.
2. Federal Deptt.of Libraries.
3. Other Libraries with 15,000 to 50,000 volumes.
         V.     
Assistant Librarian /Junior Librarian/ Assistant Editor/  Assistant Research Officer/ Assistant Documentation Officer/Deputy Assistant Director
16
At least Second Class Bachelor's Degree with Diploma in Library Science or Bachelor of Library Science preferably with experience.
1.  National Library.
2.  Federal Deptt.of Libraries.
3.  Other Libraries upto 15,000 volumes.
        VI.     
Sub-Librarian
15
Graduate with Diploma in Library Science from a University or Bachelor of Library Science.
OR
Graduate with Certificate in Library Science from Institutions recognized and notified by the Ministry of Education plus two years experience.
1.  National Library.
2.  All other Govt. Libraries.
    VII.      
Library Assistant/Technical Assistant/ Libraries/ Reference Assistant/ Documentation Asstt/ Cataloguer/Classifier


(1)     B-12 Graduate with Certificate in Library Science from Institutions recognized and notified by the Ministry of Education plus two years experience.
(2)     B-10 Intermediate with Certificate in Library Science from Institutions recognized and notified by the Ministry of Education plus two years experience.
(3)     B-9 Matric with Certificate in Library Science from Institutions recognized and notified by the Ministry of Education plus two years experience.
All Govt. Libraries.

2.    All Ministries/Divisions/Departments are therefore advised to initiate action to upgrade/redesignate the existing professional/technical posts of Librarians and to amend their relevant recruitment rules so as to bring the same in conformity with above provisions of the approved Summary. It may, however, be clarified that the upgradation of post implies abolition of the existing post and creation of a new post higher grade. Upgradation of post does not mean automatic upgradation of its incumbent. Appointment to the upgraded post will have to be made in the manner prescribed for the post under the existing rules. If a post is upgraded with immediate effect, the incumbent would be left without any post (in his pay scale) until he is approved for appointment to higher grade. In view of this position, Ministries/Divisions are requested that while sanctioning upgradation of the existing posts, it should be clearly provided in sanction letter that upgradation of the posts would take effect from the date the post is actually filled by a person in the higher grade. This would ensure that until the existing incumbent is formally appointed to higher grade the post and the incumbent would continue to be in lower grade.
3.    If the incumbents working against the posts which have been upgraded do not possess the requisite qualifications/ experience of the upgraded post they will continue to work in their present grade and they will be allowed to improve their qualifications within a period of 5 years failing which their grade would be a dying cadre.
4.    The incumbents of posts under Group-VII carrying B-13 - 14 will continue to draw their pay in their present scales are personal to them so long they hold the post and that would be a dying cadre.
5.    This issues with the approval of Finance Division and Establishment Division vide No.F.2 (59) R.2/83, dated 21-11-1985 and 47 No.8/50/83-R.I dated 14-11-1985 respectively.
[Authority. --- Education Division O.M.No.F.6-13/84-AD (Lib), dated 26-12-1985].
Recruitment Rules for the posts of Private Secretary (B-17) to the Secretaries/ Additional Secretaries and other officers in BPS-21/22 provided with the services of P.S in the Federal Government
Sl. No. 8
A copy of the Gazette Notification No. SRO 99(KE)/87, dated 22nd October, 1987 on the subject (Annexure) is given for information of all the Ministries/Divisions.
2.    It may be noted that only those officers in BPS-22/21, other than the Federal Secretaries/Addl. Secretaries are entitled to a Private Secretary who have either been specifically allowed ex-officio secretariat status or have been allowed with the approval of Establishment and Finance Divisions to have a Private Secretary (B- 17) on their personal staff.
[Authority. --- Estt. Division O.M.No.9/2/74-R.6 (Pt.2), dated 21-1-1988].
ANNEXURE
NOTIFICATION
Rawalpindi, the 22nd October, 1987
S.R.O.99 (KE)/87:
In pursuance of sub-rule(2) of rule 3 of the Civil Servants (Appointment, Promotion and Transfer) Rules, 1973, the following method, qualifications and other conditions are laid down for appointment to the post of Private Secretary (BPS-17) to the Secretary/ Additional Secretary and other officers in BPS-22/21 in the Federal Government:-
2.    Method of Appointment.--- Appointment to the post shall be made by promotion on the basis of selection by the DPC of the Ministry/Division/Department concerned and with the approval of the appointing authority, from amongst the regularly appointed Stenographers of the Ministry/Division/Department concerned:
Provided that failing promotion the post of Private Secretary shall be filled by transfer in accordance with para 4 below.
3.    Conditions for Promotion.--- Promotion to the post in column 1 below shall be made by selection from amongst the persons who hold the post specified in column 2 on a regular basis and possess qualifications and experience prescribed in column 3;
Name of the Post
Persons eligible
Conditions of eligibility
1
2
3
Private Secretary (BPS-17)
Regularly appointed Stenographers including those in the selection grade
Seven years satisfactory service as Stenographer, including service in selection grade.

4.    Qualifications/Conditions for Transfer. --- If no suitable person is available for promotion to the post in the Ministry/ Division/Department concerned, the vacancy shall be filled in by appointment from amongst the regular Stenographers, employed in other Ministries/Divisions/ Departments who fulfill the conditions for promotion to the post as laid down in para 3 above, in consultation with the Establishment Division.
5.    Probation. --- Persons appointed by promotion shall be on probation for a period of one year. This period may be curtailed for good and sufficient reasons to be recorded or if considered necessary, it may be extended for a period not exceeding one year as may be prescribed at the time of appointment. Appointment on probation shall be subject to the provisions of section 6 of the Civil Servants Act, 1973 and rule 21 of the Civil Servants (Appointment, Promotion and Transfer) Rules, 1973.
6.    This supersedes Establishment Division's Notification No.S.R.O.118 (K)/66, dated 8th February, 1966.
Sl. No. 9
Recruitment to the posts of Private Secretaries to the Federal Ministers and Ministers of State. - In supersession of the Cabinet Division's O.M.No.112/2/80-Min.I, dated 10th November, 1980 and No.112/18/81-Min.I, dated 13th March, 1982, it is stated that the Federal Ministers and Ministers of State shall appoint their Private Secretaries from the normal source (not from outside), provided it does not involve out of turn/accelerated promotion for the Private Secretary, as follow:-
Federal Ministers:
A BS 16/17/18 officer or a Deputy Secretary in his own pay and allowances with a special pay.
Ministers of State:
A BS 16/17/18 officer in his own pay and allowances with a special pay or a Government servant in lower pay scale in his own pay and allowances with a special pay.
2.    Finance Division's O.M.No.F.1 (1)-Imp/83, dated the 18th August, 1983 and No. F.26 (1)R-1/80(ii), dated 30th June, 1981 and No.F.1(1)-Imp/83-Pt(iii), dated 15th September, 1983 are modified to the above extent in respect of rates of special pays admissible to the Private Secretaries to the Ministers.
3.    These issues with the concurrence of Establishment and the Finance Division conveyed vide their O.M.No.12/1/88-OMG-I, dated 7th April, 1988, and No.F.2 (55) R.3/88-615, dated 1st August, 1988 respectively.
[Authority. --- Cabinet Division O.M.No.112/6/87-Min.I, dated 20-11-1988.
Mode of appointment of Daftries and Record Sorters
Sl. No. 10
It has been represented to the Establishment Division, that there exists some doubt as to the method of recruitment to posts of Daftries/Record Sorters in the Central Secretariat/Attached Departments. So far as the Establishment Division are aware, the practice in undivided India was that posts of Daftries were filled by promotion of Peons (including Jamadars). The same practice is being followed in Pakistan and it should be continued. So far as recruitment to posts of Peons is concerned, the policy of Government at present is not to impose a standard of literacy. The duties attached to posts of Daftries/Record Sorters, however, require that the incumbents of those posts should be able to read e.g., file numbers and references in circular letters, etc. Literacy to that extent is, therefore, clearly necessary for appointment to posts of Daftries, Record Sorters. Accordingly promotion to posts of Daftries should be made from amongst Peons (including Jamadars) on the principle of "seniority-cum-fitness", but, if the senior most Peon is not literate to the extent indicated above, he is not suitable for appointment as a  Daftry.
[Authority. --- Estt. Division O.M.No.20/2/51-ME, dated 15-9-1951].
Sl. No. 11
In the Establishment Division Office Memorandum No. 20/2/51-ME, dated the 15th September, 1951, it was pointed out that promotion of Peons including Jamadars to posts of Daftries should be made on the principle of seniority-cum-fitness but that a certain amount of literacy was essential. The illustration given in that Office Memorandum that the candidates should be able to read, e.g., file numbers and references in circular letters, etc., was not intended to be exclusive. The candidate must definitely be able to read in order to be able to trace such papers and others required. A very high standard is not required but it was not intended to laydown merely a minimum standard of semi-literacy.
2.    The exact application of these instructions is a matter for the Ministries concerned. As, however, the post is not a selection post, Ministries should not depart from the general principle of seniority-cum-fitness. This principle should not be interpreted in such a matter as to preclude normal promotion of a Jamadar or a Peon who can reasonably fulfil his duties as a Daftry; but Ministries should show their discretion in deciding what standard to insist upon when well qualified/literate Peons are also available.
[Authority. --- Estt. Division O.M.No. 20/2/61-MEI, dated 30-4-1952.]
Sl. No. 12
Recruitment of Peons (Naib Quasids)-Improvement in the working of Federal Secretarial.- The following decisions have been taken on the basis of recommendations made by the Committee appointed by the Cabinet Secretary on the O&M Report on "Improvement in the working of the Federal Secretariat":-
(i)      Persons recruited as Peon should be able to at least read and write.
(ii)     To avoid over-crowding in the corridors, Peons should be persuaded to sit in the Stenotypists' rooms.
2.    No standard of literacy was so far prescribed for recruitment to the posts of Peons under the Federal Government. Henceforth, Ministries/Divisions/Attached Departments / Subordinate Offices should recruit only those persons as Peons who are able to read and write.
3.    It may also please be ensured that Peons sit in the Stenotypists' rooms in order to avoid over-crowding in the corridors.
[Authority. --- Estt. Division O.M. No.13/7/74-F.1, dated 13-8-1974].
Merit/Provincial/Regional quotas for recruitment to civil posts
Sl. No. 13
Revised ratios of merit and various Provincial/Regional quotas. - The question of revision of the Provincial/regional quotas for recruitment to the civil posts under the Federal Government has been under consideration of Government for some time. It has been decided that with immediate effect the following merit and provincial/regional quotas shall be observed in filling vacancies reserved for direct recruitment to posts under the Federal Government which are filled on all-Pakistan basis:-

Merit quota
10%
Punjab (including Federal area of Islamabad)
50%
Sindh (including Karachi)
19%
The share of Sindh will be further sub-allocated in the following ratio:
Urban areas namely Karachi, Hyderabad and Sukkur
40% of 19% or 7.6%
Rural areas i.e. rest of Sindh excluding Karachi, Hyderabad and Sukkur
60% of 19% or 11.4%
N.W.F.P.
11.5%
Balochistan
3.5%
Northern Areas and Federally Administered Tribal Areas
4%
Azad Kashmir
2%

 [Authority. --- Estt. Division O.M. No.8/9/72-TRV, dated 31-8-1973].
Sl. No. 14
(1)  rules-15 and 16 of the Civil Servants (Appointment, Promotion and Transfer) Rules, 1973, provide as under:-
"Rule-15.
Vacancies in posts in BPS-3 to 15 and equivalent in offices which serve only a particular province or region shall be filled by appointment of persons domiciled in the province or region concerned.
Rule-16.
Vacancies in posts in BPS 1 and 2 and equivalent shall ordinarily be filled on local basis."
(2)  Recruitment to posts upto BPS-15 in all the offices of the I.C.T. administration and other Federal Government Offices whose functional jurisdiction is restricted to the Islamabad Capital Territory, is required to be made on regional/local basis in accordance with the above quoted rules.
(3)  Attention is also invited to the Estt. Division's O.M. No. 8/9/72-TRV/R.2, dated 29-09-1973 (Sl. No.49) under which the provincial/regional quotas have been made applicable to appointments in or equivalent to BPS-17 and above in all Autonomous /Semi-autonomous bodies under the administrative control of the Federal Government. As such, recruitment to posts upto BPS-16 in autonomous /semi-autonomous bodies located in Islamabad is outside the provincial/regional quotas.
(4)  All Ministries/Divisions and Heads of Departments are requested that the above rules/instructions may please be observed strictly while making recruitment to the posts upto BPS-15 in offices/organizations under their control.
[Authority. --- Estt. Division O.M. No.8/9/72-TRV/R.2, dated 25-2-1990].
Sl. No. 15
Quota for Azad Jammu & Kashmir Nationals in Pakistan Services. - It has been decided that 2% quota in the Federal services has been reserved for Azad Jammu and Kashmir, vide Estt. Division's O.M.No.8/9/72-TRV, dated 31.8.1973. It is requested that this quota may please be observed strictly while making direct recruitment to posts in Ministries/Divisions and Departments.
[Authority. --- Estt. Division O.M No.4/8/90-R.2, dated 2-9-1990].
Sl. No. 16
Reference Establishment Division's O.M. No. 8/9/72-TRV, dated the 31st August, 1973 (Sl. No. 13) it is stated that a combined quota of 4% had been fixed for the Northern Areas and FATA for recruitment to federal civil services/posts filled by direct recruitment on an all-Pakistan basis. It is requested that while making recruitment to civil posts under the Federal Government and to posts/vacancies equivalent to BPS-17 and above in corporations/autonomous bodies, set up or controlled by the Federal Government, the aforesaid quota may kindly be strictly adhered to.
[Authority. --- Estt. Division O.M. No.4/3/80-R.II dated 8-5-1986].
Verification of antecedents on first appointment
Sl. No. 17
Revised procedure for vetting of Government Employees. - In supersession of all previous instructions on the subject, it has now been decided, in consultation with the Intelligence Bureau, to introduce a simplified and less time-consuming procedure for the verification of antecedents of employees at the time of their first appointment in Government service.
2.    According to the revised procedure, all Federal Government Ministries/Divisions/ Departments, including Federal Public Service Commission, will make simultaneous references for security clearance of fresh employees to the following agencies:-
(a)  Intelligence Bureau, Government of Pakistan.
(b)  District Police.
(c)  Special Branch of concerned Provincial Police.
3.    The Intelligence Bureau has undertaken to give a political record check of the candidates direct to the concerned Departments within a maximum period of one month. In case a report from the Intelligence Bureau is not received within one month the concerned Department will allow the selected candidates to join their posts on production of character certificates from two Government officers not below Grade-17. It will, however, be understood that the appointees will remain on probation for a period of six months or till the receipt of their vetting report. During the probationary period the new appointees will not be entrusted with sensitive duties/assignment.
4.    The District Police and the concerned Special Branch will be required to give clearance in respect of the character and antecedents of fresh entrants in Government service within a maximum period of two months. These agencies will return the verification rolls, after conducting local enquiries, direct to the concerned department and not through the Intelligence Bureau except in cases where the conduct of the candidate has come to adverse notice and this aspect is considered relevant to his appointment in Government service.
[Authority. --- Cabinet Division letter No. 12(3)/76-MW(S), dated 31-5-1977].
Note. --- The prescribed form for verification of character and antecedents of candidates selected for appointment under the Federal Government is Form S. 190. (Annexure).

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