MINISTRY OF PERSONNEL, PUBLIC GRIEVANCES AND PENSIONS

MINISTRY
OF PERSONNEL, PUBLIC GRIEVANCES AND PENSIONS

(Department of Personnel & Training)

NOTIFICATION

New Delhi,the 16^th June, 1989

G.S.R.629 (E). -In exercise of the Powers conferred by the proviso to article 309 of the Constitution, the President hereby makes the following rules regulating the method of recruitment to the post of Private Secretary in the Central Secretariat Stenographers’ Service, namely: -

1.Short title and commencement.

(1) These rules may be called the Central Secretariat Stenographers’ Service (Private Secretary Grade) Rules, 1989.

They shall be deemed to have come into force with effect from the 1^st March,1989.

2.Definitions.- In these rules, unless the context otherwise requires,-

(a) “appointing authority” means the authority empowered under the central Civil Services (Classification, Control and Appeal) Rules, 1965 to make appointments to the posts under these rules;

(b) “appointed day” means the date on which these rules come into force;

+ (c) “approved service” in respect of an officer recruited to the grade means the period or periods of regular service rendered in the grade, including period or periods of absence during which he would have held a post on regular basis in the grade but for his being on leave or otherwise not being available to hold such posts, from the 1^st day of July of the year for which the recruitment was made:

Provided that where there is a delay of more than ninety days in joining on appointment of an officer, such
delay should not be due to any fault on his part;

+ Amended vide Department of Personnel and Training Notification No. 13/4/94-CS.II dated 21.6.1995(vide GSR No.515(E).

-: 2 :-

(d) “Central Secretariat Stenographers’ Service” means the Central Secretariat Stenographers’ Service constituted under the Central Secretariat Stenographers’ Service Rules, 1969;

(e) “cadre” means the group of posts
in Grade A or Grade B in any of the Ministries or Department specified inSchedule I.

(f) “cadre seniority” means the respective seniority of a Grade A or
Grade B officer in his respective cadre;

(g) “combined eligibility list” means the list prepared in accordance
with paragraph 2 of Schedule II;

(h) "commission” means the Union Public ServiceCommission;

(i) “eligible officer” means an officer referred to in sub-rule(2)of rule 4;

* (j) ‘the field of Selection’ shall be
determined in the manner prescribed in Schedule III; provided that if required
number of eligible officers are not available, the‘ field of selection’shall be restricted to the available number
of eligible candidates, after the reasons for the same have been recorded in
writing by the Department of Personnel & Training.

(k) “Grade A or Grade B” means the Grade A or Grade B of the Central
Secretariat Stenographers’ Service Rules, 1969;

(l) “limited
departmental competitive examination officer” means an officer selected on
the basis of the Limited Departmental Competitive Examination held by the
Commission from time to time under clause (b) of sub-paragraph (1) of paragraph
3 of the Sixth Schedule to the Central Secretariat Stenographers’ Service
Rules, 1969;

(m) “Promotee against seniority quota” means an officer promoted in the
order of his seniority under clause (a) of sub-paragraph (1) of paragraph 3 of
Sixth Schedule to the Central Secretariat Stenographers’ Service Rules, 1969;

* Amended vide Department of Personnel and Training
Notification No. 10/1/93-CS.II dated 23^rd August,1993 – published in
the Gazette of India dated 11^th September, 1993 vide GSR No. 448

-: 3 :-

(n)“Schedule” means a schedule to these rules;

(o) “Selection committee” means the Selection Committee constituted
under rule 5;

(p) “select list” means the select list prepared in accordance with
sub-rule (4) of rule 7;

(q) “select list year” means the period commencing from the 1^st day
of July of any year to the 30^th
day of June of the following year.

3.Composition, Authorised
strength and the Scale of pay:- (1) The post of the Private
Secretary shall be gazetted, ministerial and shall be classified as Central Civil
Services Group ‘A’ . This shall be a
centralized cadre to be controlled by the Central Government in Department of
Personnel and Training.

(2) On the appointed day the
authorised strength of the posts in the Private Secretary Grade and the
Ministries or Departments to whom these rules apply shall be as specified in
Schedule I

Provided that after the
appointed day the authorised strength of posts in the Private Secretary Grade
and the Ministries and Departments to whom these rules apply shall be such as
may, from time to time, be determined by the Central Government in the
Department of Personnel and Training.

(2) The scale of pay attached to the Private
Secretary Grade shall be Rs.3000-100-3500-125-4500.

$ “Note : An officer appointed to the Private Secretary’s Grade
on a regular basis on the basis of first select list shall have the option to
have his pay fixed with effect from 12^th October, 1987 or from the
date of ad hoc appointment of his juniors in the common eligibility list,
whichever is later, subject to the conditions:

i)that the option would be available only to that officer in the first
select list who is within the number of sanctioned posts of Private Secretary
then existed on 12.10.87 and,

$ Modified vide Department
of Personnel and Traianing Notification No.
5/25/88-CS.II dated 3^rd February, 1990 – published in the Gazette of
India vide GSR No. 57 dated 3^rd February, 1990

-: 4 :-

ii)he shall be entitled to draw pay in that Grade only
from the date of their assumption of charge in that Gradeand shall have no claim for payment of any
arrears whatsoever in relation to any previous date.”

4.Method of recruitment and
eligibility.-(1) Recruitment to the posts in the Private
Secretary Grade shall be made by promotion through selection by the Selection
Committee on the basis of assessment of the Annual Confidential Records of the
persons whose names appear in the field of selection list.

(2)
Officers of the Central Secretariat Stenographers’ Service who have rendered
eight years of approved service-

(i)Exclusively in Grade A or exclusively in Grade B; or

(ii)partly in Grade A and partly in Grade B, shall be eligible for being
put in the combined eligibility list,

Provided that where an
officer has been included in the combined eligibility list all officers in his
cadre who are senior to him in the Department or Ministry to which he is
attached shall also be included in that list notwithstanding that they may not
have rendered eight years of approved service.

5Constitution of Selection
Committee.-(1)
There shall be constituted a Selection Committee consisting of the chairman of
the Commission or, where the Chairman is unable to attend, any other member of
the Commission representing it and other members as follows:

(a)The Chairman or a Member of the Commission - Chairman

# (b) Additional Secretary or Joint Secretary
in the Department of Personnel and
Training incharge of Central Secretariat Stenographers’ Service- Member

(c)Two other Joint Secretaries to the Government of India nominated by the
Department of Personnel and Training.-Members

(2)The Chairman or as the case may be the Member of the Commission shall
preside at all the meetings of the Selection Committee.

# Modified
vide Department of Personnel and Training Notification No. 10/1/93-CS.II dated
21^st March, 1995- published in the Gazette of India dated 8^th
April, 1995 vide GSR No.167.

-: 5 : -

6.Appointments to the Private
Secretary Grade. - Appointments to the Private Secretary Grade shall be made by the
appointing authority in the order in which the names of the officers appear in
the select list for the time being in force.

7.Preparation of Lists. - (1) The Department of Personnel and
Training in the Central Government shall obtain from time to time from all the
Ministries and Departments specified in Schedule 1, the names of all eligible
officers and prepare a combined eligibility list in the manner specified in
Schedule II.

(2)The Selection Committee shall meet as and when required for preparing a
select list of officers to fill the vacancies determined by the Central
Government in the Department of Personnel and Training depending upon
vacancies.

(3)The Department of Personnel and Training while arriving atthe number of vacancies to be filled shall be
guided by-

(i) The vacancies as on 1^st
day of July of a year; and

(ii) The vacancies anticipated to
arise during the select list year.

(4)(a) The Selection
Committee shall classify such of the officers included in the field of selection
list as are considered fit for appointment to Private Secretary Grade as
‘Outstanding’, ‘Very Good’ or ‘Good’ on
the basis of merit.

(b)The Selection Committee shall draw up the select list of the required
number, first from amongst officers finally classified as ‘Outstanding’, then
from amongst those classified as ‘Very Good’ and thereafter from amongst those
who are classified as ‘Good’. The order
of names inter se within each category shall be the order in which the names
are arranged in the combined eligibility list prepared.

Note: While
considering the cases of officers belonging to the Scheduled Castes or the
Scheduled Tribes the Selection Committee shall be guided by such instructions
as may be issued by the Government from time to time.

8.Maintenance of the
select list.- (1) Subject to the provisions of
these rules, an officer included in the select listshall continue to be included therein till he
is appointed to the Private Secretary Grade.

(2) Officers included in the Select List who cannot
be appointed to the Private Secretary Grade or, who are
reverted therefrom for want of vacancies shall
notwithstanding anything contained in rule 9, continue to be included in the
Select list and retain the seniority assigned to them in the select list.

-: 6 :-

9.Removal of name from the
Select List.-The names of persons of the following categories shall be removed by
the Department of Personnel and Training from the Select List.-

(a)persons appointed as Private Secretary;

(b)persons transferred to any other service or post;

(d) (i) persons officiating in
Private Secretary Grade during the period of probation and who are reverted therefrom as a result of any Departmental Inquiry or
proceeding under the Central Civil Services (Classification, Control and
Appeal) Rules,1965; or

(ii) persons
who either during or at the end of the period of probation are reverted therefrom on the ground of unfitness to continue in the
Grade; or

(iii) persons not yet
appointed on probation to Private Secretary’s Grade and who on an annual review
of the Select List are found, because of deterioration intheir record or conduct or both since
inclusion in the Select List to have fallen below the required standard.

10.Regulations.-The Central Government in
the Department of Personnel and Training may make regulations not inconsistent
with these rules to provide for all matters for which provision is necessary or
expedient for the purposes of giving effect to these rules.

11.Probation.-(1 )
Every officer appointed to the Private
Secretary’s Grade shall be on probation for a period of two years from the date
of his appointment.

(2) The period of probation
may be extended but the total period of extension of the probation period shall
not, save where it is necessary by reason of any departmental or legal
proceedings pending against the officer, exceed one year.

(3) During the period of
probation, any officer may be required to undergo such training and to pass
such tests as the Central Government in the Department of Personnel and
Training may prescribe.

12.Disqualification.- No person,

(a )
who has entered into or contracted a marriage with a person having a spouse
living; or

-: 7 :-

(b)who, having a spouse living, has entered into or contracted a marriage
with any person,

shall be
eligible for appointment to the said post.

Provided that the Central
Government may, if satisfied that such marriage is permissible under the
personal law applicable to such persons and the other party to the marriage and
that there are other grounds for so doing, exempt any person from the operation
of this rule.

13.Power to relax.-Where the Central
Government is of the opinion that it is necessary or expedient so to do, it may,
by order, for reasons to be recorded in writing, relax any of the provisions of
these rules in respect of any class or category of persons.

14.Saving.-Nothing in these rules
shall affect reservations, relaxation of the age limit and other concessions
required to be provided
for candidates belonging
to the Scheduled castes , the Scheduled Tribes, Ex-servicemen and other special
categories of persons in accordance with the order issued by the Central
Government from time to time in this regard.

15.Interpretation.-Where a doubt arises as to
the interpretation of any of the provisions of these rules and the regulations
made thereunder the matter shall be referred to the Central Government in
Department of Personnel and Training whose decision thereon shall be final.

Explanatory Note.-

The Private Secretary Grade is being
constituted for the first time on the basis of recommendations of the 4^th
Pay Commission. The scheme of promotion was finalised
in consultation with UPSC and as decided, a Combined Eligibility List was finalised during the month of March, 1989 for the purpose
of effecting regular promotions. This is
as per Government policy of making selection pending finalisation
of recruitment rules.

These Rules being given
retrospective effective from 1.3.1989 will not in any way adversely effect any member eligible for such promotion.

( No.10/3/89-CS.II )

J.S.SINHA,Dy.Secy.

-: 8 :-

SCHEDULE-I

[See rule 3(1)]

A.Authorised strength-82

B.List of participating Ministries and Departments.

S.No.	Ministry/Department
1.	D/o Agriculture and Co-operation.
2.	M/o Civil Aviation
3.	D/oCivil Supplies.
4.	D/o Coal.
5.	M/o Commerce.
6.	M/o Communication
7.	D/o Company Affairs.
8.	M/o Defence.
9.	M/o Environmentand Forest.
10.	D/oFertilizers.
11.	M/o Finance.
12.	M/o Home Affairs.
13.	D/o Food.
14.	M/o Health and Family Welfare.
15.	M/o Human Resources Development.
16.	M/o Industry.
17.	M/o Information andBroadcasting.
18.	M/o Labour.
19.	M/o Law and Justice ( D/o LegalAffairs and legislative Department )
20.	D/o Mines.
21.	M/o Petroleum and N.G.
22.	Planning Commission.
23.	D/o Mines.
24.	M/o Water Resources.
25.	D/o Rural Development.
26.	Rehabilitation Division.
27.	M/o Science and Technology.
28.	D/o Steel.
29.	M/o Surface Transport,
30.	D/o Supply.
31.	U.P.S.C.
32.	M/o Urban Development.
33.	M/o Welfare.

-: 9 :-

SCHEDULE-II

Method of preparation of CombinedEligibility List.

1. For the purpose of preparing the select list the Department ofPersonnel and Training shall obtain from the Ministries and Departmentsspecified in Schedule I, the names of all eligible officers.

2. The names of all such eligible officers shall be arranged in a singlelist by the Department of Personnel and Training, taking Grade B seniority asthe base in the following manner.-

(i) For each select listyear, limited departmental competitive examination candidates shall be arrangedin order of their merit;

(ii) thepromotee against seniority quota shall be interpolated in the list referred tosub-paragraph (i) above cadre-wise maintaining inter se, their cadre seniorityintact;

(iii) wherein a particular cadre there is no limited departmental competitive examinationcandidate in a select list year or where there is no limited departmentalcompetitive examination candidate, belowa promotee against seniority quota, all such promotees against seniority quotashall be arranged on the basis of length of approved service maintaining interse their cadre seniority intact.

Wherever the date ofpromotion to Grade B is the same they shall be arranged on the basis of thedate of birth criteria. All promoteeofficers shall be placed at the bottom of the list arrived at as insub-paragraph (ii) above.

(iv) Grade B officers of an earlierselect list year shall be placed on the top of those belonging to a laterselect list year.

(v) The placement in thecombined eligibility list of officers belonging to the promotees againstseniority quota and limited departmental competitive examination who have losttheir seniority due to transfer from another cadre, supersession or otherwise,shall be regulated on the basis of their existing inter-se seniority.

-: 10 :-