BHUTAN CIVIL SERVICE RULES AND REGULATIONS 2010AND REGULATIONS 2010

Familiarization on Important clauses and new inclusionsclauses and new inclusions

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CHAPTER 2C

CIVIL SERVICE STRUCTURECIVIL SERVICE STRUCTURE

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Position category and structurePosition category and structure

• 19 major Occupational Groups19 major Occupational Groups• 94 Sub-Groups• 4 Position Categories4 Position Categories• 17 Position Levels

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2.4 THE STRUCTURE AND HIERARCHY OF THE POSITIONS

Position Category Position LevelPosition Category

EXECUTIVEEX-1 – 1EX-2 – 2

SPECIALISTES-1 – 1ES-2 – 2

Position Level

EXECUTIVE (EX) &S C A S ( S) EX 2 2

EX-3 – 3MINIMUM BACHELOR DEGREE

ES 2 2ES-3 – 3

MINIMUM MASTER DEGREESPECIALIST (ES)

P – 1P P – 1S

PROFESSIONAL &MANAGEMENT (P)

SP – 2P – 3P – 4P – 5

MINIMUM BACHELOR DEGREE

SUPERVISORY &SUPPORT (S)

S - 1S – 2S – 3S – 4SUPPORT (S) S – 5

MINIMUM DIPLOMA/CERTIFICATE

O - 1

OPERATIONAL (O)O - 1O – 2O – 3O – 4

MINIMUM CLASS 10 4

7. Human Resource Committee

PURPOSE:• Guide and address all HR actions within theGuide and address all HR actions within theAgency to promote broader participation, ensure fairand transparent HR decisions based on meritp

• Ensure that all HR actions are in line with theConstitution of Bhutan, the Civil Service Bill, theBCSR, the Government Policies

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7. Human Resource Committee

Composition:a Chairperson: Secretarya. Chairperson: Secretaryb. Members:

i. All Directors/Director Generals. ec o s/ ec o Ge e a sii. Chief Admin. Officeriii. Senior most Legal Officeriv. A representative of the RCSC for in-service

recruitment of civil servants of P2 and aboveS i t HR Offi M b tv. Senior most HR Officer – Member secretary

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R ibiliti f HR C ittResponsibilities of HR Committee:

a Formulate/Review HR mattersa. Formulate/Review HR mattersb. Review appeals on HR actionsc. Review appeals on performance appraisalspp p ppd. Review and adjudicate disciplinary cases

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Responsibilities of Chairperson:a. The Chairperson shall be accountable for regular

convening of the HR committee meetings

Responsibilities of Member Secretary:P i f A da. Preparation of Agenda

b. Coordination of Meetingsc Keeping minutes and records of Meetingsc. Keeping minutes and records of Meetingsd. Coordinate and follow-up on all HR Committee

decisions

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8. Personnel Auditing

The RCSC shall introduce a system of personal audit to achieve following objectives:g j

a. Monitoring compliance to the Civil Service Bill of Bhutan and the BCSR

b. Confirmation of the validity of positions and their job descriptionsA f i i kl d i ffc. Assessment of position workload as against staff strength

d Monitoring the optimum utilization of humand. Monitoring the optimum utilization of human resources

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CHAPTER 3CHAPTER 3CHAPTER 3CHAPTER 3

CIVIL SERVICE CODE OF CONDUCT AND ETHICSCONDUCT AND ETHICS

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2 1 A i il t h ll b t ith d2.1 A civil servant shall be conversant with and uphold all the provisions of the Constitution, Civil Service Bill and BCSR.Civil Service Bill and BCSR.

2.2 A civil servant shall cherish, subscribe and promote the values of Tha Damtsig and LeyJumdrey while serving the Tsawa Sum.

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2.3 A civil servant shall maintain Driglam Namzha,official decorum and refrain from indulging in excessive gambling or other habits and behaviourexcessive gambling or other habits and behaviourthat affect one’s performance of official duties and/or tarnishes the image of the Civil Service.a d/o a s es e age o e C v Se v ce.

2.6 A civil servant shall not misuse his official position and authority

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2 7 A civil servant shall maintain2.7 A civil servant shall maintain confidentiality of official information and decisions.

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2 102.10

A civil servant shall avoid allA civil servant shall avoid all

forms of discrimination and

favour in discharging official

responsibilities

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2 11 A civil servant shall declare and avoid conflict of2.11 A civil servant shall declare and avoid conflict of interests in the process of official decision-making and while discharging all other official g gresponsibilities

2.12 A civil servant shall not accept, for self or family members, favours, gifts, benefits or donations which can be construed by the authority aswhich can be construed by the authority as affecting the decisions and performance of his duties except as permitted by lawsduties except as permitted by laws

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2.13 A civil servant shall not accept titles or decorations from foreign States or Organizations g gwithout the approval of the Royal Government

2 14 A i il h ll b li i l i2.14 A civil servant shall be apolitical, non-partisan and not engage in proselytization

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2 152.15

A civil servant shall not engage in sexualA civil servant shall not engage in sexual

harassment

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2.17 A civil servant shall refrain from unauthorized communication of information, which shall be detrimental to the smooth and efficient functioning

f h l d h iof the Royal Government and the prestige, territorial integrity, national security and stability of the Kingdom as a sovereign and independent nationthe Kingdom as a sovereign and independent nation

2.18 A civil servant shall refrain from making any g ystatement of fact or opinion in the media or in any document which may have adverse effects against policies or actions of the Royal Government

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2.202.20

A civil servant shall not instigate, involveA civil servant shall not instigate, involve

or participate in a strike, demonstration,

marches or other

similar activities

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2 212.21

A civil servant shall not provide anyA civil servant shall not provide any

wrong informationg

to the Royal

Government

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2 22 A civil servant shall not coerce attempt to coerce2.22 A civil servant shall not coerce, attempt to coerce, order or advise an individual to pay, lend or contribute anything of value to a party, y g p y,association, Non-Governmental Organisation(NGO), Agency or person whose activities are prejudicial to the Tsawa Sum

2 23 A civil servant shall not undertake any activity2.23 A civil servant shall not undertake any activity, private trade/commercial activity or additional employment that causes conflict of interests withemployment that causes conflict of interests with his official duties and responsibilities

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2.24 A civil servant shall declare assets periodically to the authorities concerned as prescribed by law/rule

2.25 A civil servant shall refrain from imbibing intoxicating substances within the duty premisesintoxicating substances within the duty premises and consuming alcoholic drinks and related intoxicants after office hours that may affect his normal behaviour or endanger the safety of other people. Further, a civil servant shall totally b i f f h i h bi f iabstain from use of psychotropic or habit-forming

drugs, unless prescribed by a competent medical officerofficer

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2.26

A civil servant shall not victimize or

discriminate another civil servant who

reports breaches or alleged breaches of

th Ci il S i C d f C d t dthe Civil Service Code of Conduct and

EthicsEthics

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2 282.28Official Working Time:

Summer9 AM to 5 PM from the month of March9 AM to 5 PM from the month of March

to October; and

Winter 9 A 4 f h h f9 AM to 4 PM from the month of

November to February.

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CHAPTER 4CHAPTER 4

RECRUITMENT, SELECTION AND APPOINTMENTAND APPOINTMENT

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3. Recruitment Planning Process 3 2 The Agency concerned shall initiate annual human3.2 The Agency concerned shall initiate annual human

resource recruitment plan and carry out recruitment as per the approved staffing pattern and strength, and delegationthe approved staffing pattern and strength, and delegation of authority.

3.3 The Agency shall identify recruitment needs against g y y gvacant positions in consultation with the Divisions/Sections, obtain approval from the HR Committee. The Agency shall submit graduate requisition to the RCSC as per section 8.1 of Chapter 7 on BCSE.

h i l i i h h h ll3.4 The RCSC in consultation with the Agency shall determine the vacant positions and recruitment needs for the Executive and Specialist Category in the Civilthe Executive and Specialist Category in the Civil Service.

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4. Authority for Recruitment, Selection and A i t t f N E lAppointment of New Employee

4.3 New Civil Servant at the entry position level:

POSITION CATEGORY AUTHORITYProfessional & Management RCSC

Supervisory & Support Agency except Dzongkhag/Gewog/ Dzongkhag and YenlagTh d / S B diThromdeys/ Statutory Bodies

Operational Agency except DzongkhagThromdeys, Yenlag Thromdeys,y , g y ,and Gewog.

Recruitment of University Graduates to Professional and Management f y f gPosition Category shall be done by the RCSC through the Bhutan Civil Service Examination.

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5 Eli ibilit5. Eligibility A candidate shall: 5 2 M ll lifi i i ifi d f h5.2 Meet all qualification requirements specified for the

particular position as per the Position Directory and Job Description; andJob Description; and

5 3 Have attained at least 18 years of age and not more5.3 Have attained at least 18 years of age and not more than 40 years on the date of appointment.

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6. Disqualification q6.1 Been convicted of a criminal offence or is under

investigation or prosecution for a criminal offence; g p ;

6.5 Been adjudged medically unfit for employment by a6.5 Been adjudged medically unfit for employment by a competent medical doctor;

6.10 Participated in politics and not completed the minimum “cooling – off period‟ of 3 years. g p y

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7. Guidelines7.1 Recruitment Procedure:

h d l i f h i h7.1.1 As per the delegation of authority, the Agency shall advertise the approved vacant positions through media with sufficient time of at least two weeks formedia with sufficient time of at least two weeks for registration

7.1.2 The vacancy announcement shall clearly define the eligibility criteria including Profile of the position,including Position Title and Position Level;

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7.2 Selection Procedure 7.2.1 Depending on the requirement of the position, the

competitive selection process shall include the f ll i h dfollowing methods: 7.2.1.1 Panel interview which shall be mandatory; and 7 2 1 2 Performance in academic/relevant training; and/or7.2.1.2 Performance in academic/relevant training; and/or a. Written/Practical examination.

• If the selection process involves only two methods, weightage shall be assigned as follows:

I t i 50%a. Interview – 50% b. Performance in academic/relevant training OR

Written/Practical examination – 50%

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Selection Procedure • If the selection process involves all the three methods,

weightage shall be assigned as follows:

a. Interview – 50% b. Performance in academic/relevant training – 25% c. Written/Practical examination – 25%

Th HR C itt i i t l t fi l t• The HR Committee comprising at least five relevant members as per Section 7.3 of Chapter 2 on Civil Service Structure shall conduct the interviewService Structure, shall conduct the interview

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Recruitment from In-country Training InstitutesRecruitment from In country Training Institutes

• The current system of automatically appointing trainees passing out from the various in-country training institutes is no longer continued.

• This rule on recruitment, selection and appointment shall apply to all non Bachelors and Bachelors degree pp y gholders including those passing out from in-country institutes.

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Appointment Procedure Th A th d l ti f th it h ll b it• The Agency as per the delegation of authority shall submit online, wherever possible, the details of selected candidate(s) as required, along with interview result.

• The RCSC shall verify details of the recruitment carried out by the Agency and allot Employee Identity (EID) Number.

• Only upon the allotment of EID Number, shall the appointment be considered endorsed by the RCSC.

• If in-service candidates from Agencies are selected, the authority to issue the inter-agency transfer order shall vest with the RCSC for which, the following documents shall be submitted by recruiting Agency; a. A copy of the vacancy announcement py yb. Compiled selection result and No Objection Certificate.

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Probation A did l d f i h ll i i i ll b• A candidate selected for appointment shall initially be placed on probation for a period of one year before his appointment to regular service is confirmedhis appointment to regular service is confirmed.

• The candidate shall be liable for termination during gthe probation period without notice or his service shall not be regularized if his performance is poor.

• A civil servant shall not be eligible for training while on probation except for in-country short-termon probation, except for in country short term orientation program.

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Oath of Allegiance • Every candidate selected for appointment in the Civil

Service shall sign an Oath of Allegiance and shall t d t ki f dh t th C d fexecute an undertaking of adherence to the Code of

Conduct and Ethics upon joining the Civil Service.

OrientationO i t ti f l h ll b l• Orientation of a new employee shall be compulsory and it shall be the responsibility of the Agency concerned to conduct the orientation programmeconcerned to conduct the orientation programme.

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Accountability • An appointment, which does not conform to this rule,

shall be treated as unauthorized and hence, it shall be k d b h CSCrevoked by the RCSC.

• The authority responsible for violation shall be accountable and liable for administrative actions.

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Declaration: I hereby declare that the information given herein isI hereby declare that the information given herein is true and complete to the best of my knowledge. In the event of detection of false or misleading information, Ievent of detection of false or misleading information, I understand that the RCSC shall withdraw/terminate my service without any recourse; confiscate all my transcription/testimonials; debar from seeking employment in the Civil Service; and prosecute in the C t f L f l l ti I l d t k tCourt of Law for legal actions. I also undertake to abide by all Rules and Regulations.

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CHAPTER 5

CONTRACT APPOINTMENTCONTRACT APPOINTMENT

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2. Category (Against the approved staff strength)

2.1 Regular : to address HR shortages 2 2 Special : Individuals below retirement age with2.2 Special : Individuals below retirement age with

highly specialized knowledge and skills

3. Authority The RCSC shall approve all contract appointments in pp ppthe Civil Service.

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4. Recruitment Procedures

4.1 Recruitment only against approved posts withprior approval from RCSC;prior approval from RCSC;

4.3 Fair & Merit based Selection Process;4 4 C did t h t b b l ti t4.4 Candidates have to be below retirement age;4.5 Work permits to be processed only after

fi ti f i t tconfirmation of appointment;4.6 Contract appointment will be considered endorsed

l ft ll t t f EID Nonly after allotment of EID. No.

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5. Orientation & Briefing 5 1 General briefing and proper induction into the5.1 General briefing and proper induction into the

position for all contract employees (including Expatriates)p )

5.2 Orientation (culture, traditions, Govt. policies &Code of Conduct and Ethics) for every expatriate

6. General terms of Contract6.1 All terms & conditions are as practiced now except: p p

6.1.1 Politicians need to complete 3 years of “cooling-off” period

6.1.2 Not eligible for any formal training 6.1.3 Be subject to Performance Appraisal by the Agency

concerned as per Chapter 12 of this Rule 42

7. Terms and Conditions to employ ex-politicians

7.1 “Politicians” are those persons having actively involved in party politics, either as members or party workers, as well as candidates participating i f f li t l tiin any form of parliamentary elections

7.2 Ex-politicians may be hired for Civil Service consultancy services for a specific term

7.3 Employment of ex-politicians shall be generally p y p g yon contract services

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7. Terms and Conditions to employ ex-politicians

7.4 Ex-politicians may be hired on contract services in the Civil Service on fulfilling the following termsthe Civil Service on fulfilling the following terms and conditions:

7.4.1 A minimum “Cooling Off Period” of 3 years from the7.4.1 A minimum Cooling Off Period of 3 years from the day of discontinuation of all party and other political activities;

7.4.2 The applied post is approved in the Agency’s staff strength which could not be filled through open-competition by in service candidates;competition by in-service candidates;

7.4.3 The post is not a managerial post; and 7 4 4 The recruitment is done through Open Competition7.4.4 The recruitment is done through Open Competition.

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8 1 Appointment in the entry position with the8. Remuneration and Benefits8.1 Appointment in the entry position with the

payment of basic salary of the position + contract allowance with any other allowance attachedy

8.2 Revision of the terms and conditions for payment of a higher salary or higher contract allowance may be considered by RCSC when the contract is renewed after a minimum period of 5 years of active service based on performance Remunerationactive service based on performance. Remuneration will be fixed as per the pay fixation rules and regulations.regulations.

8.3 Remuneration for contract employees (Not Special Contract) shall also be revised as and when Civil Service pay is revised.

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10.International Volunteers (IV)10.1 The RCSC shall determine the requirement, approve

and coordinate recruitment of IV in the Civil Service.

10.2 IV shall be governed by the terms and conditions of the MoU signed between the RCSC/authorized Agency and the respective Volunteer Agencies and th l t i i f thi lthe relevant provisions of this rule.

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11.Other Appointmentspp

11.1 Ministry/Agency/Dzongkhag has the authority to recruit select and appoint:recruit, select and appoint:

11.1.1 Temporary employees & Field attachments ( d ) f i i d f i h(graduates) for maximum period of six months with approved budgets

11 1 2 Contract employees for projects under external11.1.2 Contract employees for projects under external donor funding as per the project document signed with the donor agency.

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12. Accountability12. Accountability

12.1 An appointment on Contract/InternationalV l i h Ci il S i hi h dVolunteers in the Civil Service which does notconform to this rule shall be treated asunauthorized and hence it shall be revoked byunauthorized and hence it shall be revoked bythe RCSC.

12.2 The authority responsible for the violation shallbe accountable and liable for administrative

tiaction.

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CHAPTER 6

GENERAL & ELEMENTARY SERVICE PERSONNEL

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Chapter 5 & Chapter 6 of BCSR 2006 is consolidated as

General & Elementary Service Personnel in BCSR 2010

And

GSP and ESP shall be outside the Civil Service.

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Terms and Conditions

- Recruitment Age : 18 – 50 years

- Performance appraisal of GS/ES employees shall- Performance appraisal of GS/ES employees shall be done on the agreed core competencies only.

A GS/ES employee shall not be eligible for- A GS/ES employee shall not be eligible for transfer.

A GS/ES l h ll b ti d l ti- A GS/ES employee shall be retired on completion of 56 years of age at the latest.

GS l h ll b i l d l i- GS employee shall be entitled to annual increment and not ESP.

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Terms and Conditions

- In addition to Maternity, Paternity, Casual, Medicalleave they shall be admissible for Earned andleave, they shall be admissible for Earned andBereavement leaves.

- Eligible for LTC, TA & DA as admissible toOperational Position Category.

- A GS/ES employee shall be removed at any time ifhi i i t i d d/ h thhis service is not required and/or when theGovernment decides to outsource the service

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CHAPTER 7

BHUTAN CIVIL SERVICEBHUTAN CIVIL SERVICE EXAMINATION

For Recruitment of University Graduates

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Bhutan Civil Service ExaminationBhutan Civil Service Examination

• Civil Service Examination System hasundergone major reforms after 2006:

- Introduction of Common Examination forDzongkha Graduates in 2008

- Major restructuring of CSCE as BCSE in 2010

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Major reforms under the new BCSE as follows:Major reforms under the new BCSE as follows:

- Introduction of Preliminary Examination.

- Grouping of graduates appearing the examination d fi t i PGDPA PGDFM PGDEunder five categories as PGDPA, PGDFM, PGDE,

Technical and Dzongkha.

- Reduction of Academic Achievement weightage to 10% and enhancement of the Written Examination weightage to 70%.

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Examination

The BCSE consist of the following two stages ofi iexamination:

Stage I : Preliminary Examination to shortlistdid t f th M i E i ti bcandidates for the Main Examination by

testing minimum standard required of acandidate ;candidate.;

ANDStage II : Main Examination to test candidate’s coreStage II : Main Examination to test candidate s core

competencies and subject/ generalknowledge for final selection.g

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Preliminary Examination

• Preliminary Examination Paper is common to all categories of graduates;g g

• Is objective type questions (MCQs) to test Communications Skills (English & Dzongkha)Communications Skills (English & Dzongkha), logic and analytical, problem solving and data interpretation skills – evaluated by OMR.p y

• Only those candidates who achieve the minimum cut off marks are eligible to sit for the Maincut off marks are eligible to sit for the Main Examination; and

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Main Examination

BCSE Main Examination consists of the followingth t / t ith th dithree components/ parts with the correspondingweightage:

• Part I- Academic Achievement (AA) 10%• Part II- Written Examination (WE) 70%( )• Part III- Personality Assessment (PA) 20%

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Part I: Academic Achievement (10%)

Marks obtained in the Bachelor’s Degree from a recognized Institute.

Must produce both the class X and Class XII academic transcripts as documentary evidence.

A did t h i th D h ll h th A candidate having more than one Degree shall have theoption to choose any one of the Degrees to be consideredfor the assessment. However, the relevant degree shall befor the assessment. However, the relevant degree shall beconsidered for assessment where necessary.

Only one certificate of a Degree of the same level shall be accepted for the assessment.

The RCSC in future may consider waiving the weightagef d i hifor academic achievement.

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Part II: Written Examination comprises ofthree papers:

PGDPA/PGDFM/PGDE CATEGORY:PGDPA/PGDFM/PGDE CATEGORY:

Paper I: Dzongkha;Paper II: English & General Knowledge; andPaper III: Bhutan and its

(a) Socio-Political Institutions and (b) Socio - Economic Development since 1961

(Each paper shall carry equal weightage)( p p y q g g )

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Part II: Written ExaminationDzongkha Category:Dzongkha Category:Paper I: Dzongkha Language & General Knowledge (20%);Paper II: English Language & Current Affairs (15%); andPaper III: Buddhist Studies (35%)

Technical CategoryTechnical CategoryPaper I: Languages & General Knowledge – Common Paper

(20%);P II G l S b K l d C P fPaper II: General Subject Knowledge – Common Paper for

each Professional Group (15%); andPaper III: Subject Specialization Paper – Subject SpecificPaper III: Subject Specialization Paper Subject Specific

(35%).

• The RCSC shall review the examination papers from time toThe RCSC shall review the examination papers from time to time to enhance its relevancy.

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Part III: Interviews Assessment areas:

Appearance, manner, disposition & confidenceLanguage proficiencyLanguage proficiency Subject knowledgeGeneral awarenessGeneral awarenessComprehensionCommunication and presentation skillsCommunication and presentation skillsAnalytical abilityAchievementsAchievements

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CANDIDATES’ ELIGIBILITY CRITERIA• Be a Bhutanese Citizen and attained 18 years and

not older than 35 years (45 years for in-service) on the last date of e-Registration.

• Qualified in the PE to appear the ME• Academic Requirement:

Minimum of a Bachelors Degree of at least three years g y(full time):• PGDPA: Minimum of a Bachelor’s Degree in any field.• PGDFM Mi i f B h l ’ D i• PGDFM: Minimum of a Bachelor’s Degree in

Commerce /Economic (Honours)/ Economic (Majors)/ Business Administration /Business Management.

• Technical: Relevant field of specialization.63

Selection & PlacementsCriteria1 50% as the minimum cut off percentage in the1. 50% as the minimum cut off percentage in the

BCSE Main Examination; and2. The following:2. The following:

• Based on merit ranking of the BCSE (respectivecategory)g y)

• Availability of vacancy.• Preferences of candidate;Preferences of candidate;• Subject requirement, where required;

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Selection and Placements Contd…Technical Category:

• Professional & Managerial positions -----(P5/P4) T hi iti i th C ll /I tit t (P5/P4)• Teaching positions in the Colleges/Institutes -----(P5/P4)

• Admission to Post Graduate Diploma in National Law for graduates with LLB -----(P4 )g ( )

Requirement of three years of service for long-term trainingshall not apply to in-service candidates selected for PGDshall not apply to in service candidates selected for PGDcourses.

Dzongkha Category:Dzongkha Category:• Positions requiring Dzongkha background in Professional

& Managerial in the Agencies-----P5) • Teaching positions -----(P5 and P4 for those with masters

degree). 65

Selection and Placements Contd…

• PGDPA Category for admission into the Post GraduateDiploma course in Public Administration ---(P5)

• PGDFM Category for admission into Post GraduateDiploma in Financial Management---(P5); and

• PGDE Category for Post Graduate Diploma inEducation and Lecturer positions under the RUB –(P5;P4 for those with masters degree).

Candidates who are not selected in the above but obtained50% in BCSE will be awarded “Certificate of Eligibility”to apply for S1 position as and when the Ministry/Agency

i ( i )announce S1 vacancies (not in BCSR 2010)66

Appeal

• Opportunity to appeal to the RCSC only once foreach paper for review of the examination resultp pwithin 10 working days from the date of declarationof the result.

• Re-evaluation of answer papers shall not bepermitted except recountingpermitted, except recounting.

• Recounting of answer papers shall be charged a feeof Nu. 300 per paper.

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CHAPTER 8CHAPTER 8CHAPTER 8CHAPTER 8

PREPRE SERVICE TRAININGSERVICE TRAININGPREPRE--SERVICE TRAININGSERVICE TRAINING

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3. Application • In this rule, the term pre‐service training shall apply to academic and non‐academic training th t id f i l f d ti d killthat provides professional foundation and skills to: 

• 3 1 Those candidates who have been selected• 3.1 Those candidates who have been selected through the Bhutan Civil Service Examination (BCSE) for PGDPA, PGDFM, PGDNL, PGDE and ( ) , , ,such other courses to be approved by the RCSC from time to time. 

• 3.2 Those candidates who have been selected by the Government to undergo professional and th h l hiother courses on scholarship. 

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10 . Obligations 6 U l ti d i t t i th Ci il S i6 Upon selection and appointment in the Civil Service,

he shall serve the Government for a minimumperiod of two times the duration of the course;period of two times the duration of the course;and

10.7 Pay to the Government an amount equal to two10.7 Pay to the Government an amount equal to twotimes the expenses incurred by theGovernment/Agency on the training if he has:10.7.1 Discontinued the course for a reason within

his control; or10.7.2 Failed to serve the Government two times the

duration of the course upon completion ofi itraining.

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CHAPTER 9CHAPTER 9

IN SERVICE TRAININGIN-SERVICE TRAINING

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Human resource development shallHuman resource development shall be a shared responsibility between the Government and civil servants.

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Strategy

Mid-term Review of the HR Master Plan to ensure the relevance.

Agency shall ensure effective succession planning while i l i l i iimplementing long-term training programmes

Service protection shall be ensured for civil servants onService protection shall be ensured for civil servants on long-term training programmes, which are directly relevant to the candidate’s current position. p

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Strategygy

The performance of a civil servant undergoing long-i i h ll b i d d d f hterm training shall be monitored and assessed for the

purpose of HR actions.

The RGoB shall not fund ex-country Bachelor’s Degree programme for civil servants except whereDegree programme for civil servants, except where there is scarcity as determined by the RCSC.

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Application

Formal trainings Informal trainings1 P d d 1 M i1. Post graduate degree2. Undergraduate degree3. Institutional course,

1. Meeting2. Symposium3. Conference,

4. Counterpart trainings,5. Attachment, 6 Internship

4. In-house training; 5. Seminar up to five days; 6 Workshop up to five days;6. Internship,

7. Certificate course8. Diploma course9 S d

6. Workshop up to five days; 7. Delegation/Summit; and 8. Institutional visit.

9. Study tour10. Workshop exceeding five days11. Seminar exceeding five daysg y

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Approving AuthorityI t C ti i Ed ti (Mi d / tIn-country Continuing Education (Mix- mode/part-time) :

1. Diploma/Undergraduate/Master's Degree RCSC– RCSC

2 Cl XII d b l2. Class XII and below –– HR Committee of Agencies

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Eligibility• Completion of probation period to avail a short-term

training, except for the orientation programme and informal in country trainingsinformal in-country trainings.

• Class XII for pursuing Bachelor’s Degree and Diploma (Class X for civil servants who joined before 2nd September 2007).

• No double degrees

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Eligibilityg yNot eligible for formal training when:

• Time gap is less than 6 months (Ex Short term to Ex Short term/long term)

• Time gap is less than 1 year (Ex long term to Ex Short term)

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Entitlement • Ex-country short-term training for a duration of 30

days or less:– full DSA for the first 15 days and – 50% DSA thereafter.

• If duration of training exceeds 30 days: g y– stipend for the entire duration.

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Entitlement -for Continuing Education program (after-office classes)

Study leave shall apply as follows:• Term examination preparation – 1 week

• Trial examination preparation – 1 week

• Final examination preparation – 2 weeks

• Actual Examinations – As per schedule

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Pre-departure Procedurep

Candidate leaving for long-term training withoutcompleting pre-departure requirements----- his trainingshall be terminated.

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Requirements during Training• Undertake training as approved by the Agency/RCSC.• Bound by “Civil Service Code of Conduct and Ethics”• Bound by Civil Service Code of Conduct and Ethics • Priority to acquire Knowledge & Skills, and role of

“Goodwill Ambassadors of Bhutan”Goodwill Ambassadors of Bhutan .• Submit Course Joining Report & Progress Reports to

Agency & RCSC. Failing this, withhold salaries,Agency & RCSC. Failing this, withhold salaries, stipends, tuition fees and promotion.

• Bhutanese Students Association (BSA).( )

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Post Training Requirements• Report to the Agency within three weeks from

completion of training along with:completion of training along with:– joining report, – training report andtraining report and – course completion certificate & academic transcripts

• Make presentation to the Unit/Division of his Agency (Long Term Trainings).

• RCSC shall organise a debriefing session (update/share).(update/share).

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Training Obligation & Penalty

• Failed or returned with a different degree:

– Non-acceptance of the studies/degree– No further RGoB funded long-term training – No promotion for double the duration of the training

from the due date of promotion.

• Returned on time but without completing the training (pending project or thesis):(p g p j )– Candidate shall be barred from any future RGoB

funded long-term training and promotion until g g pevidence of completion is furnished.

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CHAPTER 10

LEAVE

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1 2 Leave cannot be claimed as a1.2 Leave cannot be claimed as amatter of right

86

2. Category of Leave2. Category of Leave

i. Earned Leavei. Earned Leaveii. Casual Leaveiii Medical Leaveiii. Medical Leaveiv. Maternity Leavev Paternity Leavev. Paternity Leavevi. Study Leave

ii M di l Lvii. Medical Leaveviii.Extra Ordinary Leave

87

2.1. Casual Leave

2.1.3 Casual Leave will lapse if not availed during the fi i l A li bl l d i b ifinancial year. Applicable only during probation period.

CL shall be carried forward and added to the Earned LeaveEarned Leave

88

2.2 Earned Leave

2.2.1 Shall earn 2.5 days leave for every completed2.2.1 Shall earn 2.5 days leave for every completed month of service

2.2.4 Authority to grant Earned leave: Head of y gDepartment/Dzongkhag/Regional Office/Institute

2.2.5 Not entitled to accumulate earn leave if training duration exceeds more than a month

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Bereavement Leave

• 15 working days leave on each occasion15 working days leave on each occasion

Maternity LeaveMaternity Leave2.4 ML with basic pay

2 4 1 3 months leave with basic pay2.4.1 3 months leave with basic pay2.4.6 Mother with babies up to 12 months will

get lunch time from 12 noon to 2 pmget lunch time from 12 noon to 2 pm

90

Medical leave2.6.1 Authority to approve ML:

• 1mm- Medical Officer• Up to 6 mm- Medical Board• Exceeding six months- MoHg

2.6.2 On Medical Leave- gross pay up to 6mmAft 6 N llAfter 6 mm – No allowances

2.6.4 Medical leave up to one month to escort ipatient

2.6.5 Medical leave to escort shall be granted only by the HRC

91

Study Leavey

2.7 Study Leave2.7 Study Leave

2.7.3 Avail study leave without pay if long-termd ti i th 36 thduration is more than 36 months.Exception- Medical doctors

2.7.6 When long-term training is not relevant to hisjob, study leave without pay. Position shall notbe protected.

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Extra Ordinary Leave2.8 EOL

2.8.1 24 mm in entire service2.8.2 EOL not eligible during the probation period2 8 3 More than 3 months of EOL only after 5 yrs of2.8.3 More than 3 months of EOL, only after 5 yrs of

service2.8.4 Training obligations have to be completed for EOLg g p2.8.5 Training after EOL:

a) long-term training –serve min of actual durationa) long term training serve min. of actual duration of EOl

b) short-term training –serve min. of 6 monthsb) short term training serve min. of 6 months

93

Extra Ordinary Leavey

2.8.16 Authority to grant EOL:2.8.16 Authority to grant EOL:

EX/ES (1-3)- RCSCEX/ES (2-1) – Constitutional Offices (RRC)P1 and below HRC in Agency

94

CHAPTER 11CHAPTER 11

REMUNERATION AND BENEFITS

95

5 Annual Increment5. Annual Increment

• Annual Performance Increment to Annual Increment;Annual Performance Increment to Annual Increment;

• No increment to a civil servant with extremely poor f tiperformance rating;

• Eligible after a minimum of 12 months;g

• January 1 or July 1;

• Same upon demotion;

96

6 2 4 Offi i ti All6.2.4 Officiating Allowance

• Managerial Positions (P1 and above)

• Head of Institutes

97

6 2 6 Diffi lt All6.2.6 Difficulty Allowance

• Civil servant• Contract including GSP/ESPContract including GSP/ESP posted to a place beyond one dholan from the motorable

road..

98

7 Non admissibility of Allowances7. Non-admissibility of Allowances

• Earned Leave;Earned Leave;• Maternity Leave;• Study Leave;• Study Leave;• Medical Leave beyond 1 month;

E t di L• Extraordinary Leave;

99

CHAPTER 12

PERFORMANCEPERFORMANCE MANAGEMENT SYSTEM

100

3. Organizational Development Reviewg p

3 1 Within an interval of 3 to 5 years agency to review:3.1 Within an interval of 3 to 5 years, agency to review:• vision and mission • performance standards• performance standards• values and strategies• structure• structure • staff strategies and staffing pattern/strength

101

4.2 Performance culture Survey

4.2.1 Performance of agency shall be reviewed 3 t 5 th h fevery 3 to 5 years through a performance

culture survey covering staff and customer satisfactionsatisfaction

102

5. Performance Appraisal System

5.5.7 Appraisal Cycle shall be as follows:

i. January to December: for educational institutes following calendar yearfollowing calendar year

ii. July – June: rest of the civil servants

103

5.6 Appraisal Instrument5.6.1 Executive Performance Appraisal

b. The performance of the Secretary to the Government p yshall be appraised by the RCSC in consultation with the Minister concerned.

b. The performance of Heads of Autonomous Agencies shall be appraised by the Chairperson of respective Commission/Board.

d. For the purpose of Performance Appraisal System, Executives shall include all civil servants in:i. EX3 to EX1 occupying managerial positions and ii P2 and P1 holding the post of Head of anii. P2 and P1 holding the post of Head of an

Educational/Training Institute, Regional Office and Drungpas. 104

5.6.2 General Civil Servants Appraisal i l di S i li tincluding Specialists

5.6.2.1 Phase 1The Work Planning and Review Form shall be used by the manager and employee to determine yearly work targets

ll id i l i ias well as identify four relevant core competencies in addition to the three, which are fixed.

5.6.22 The Summative Review (SR) form shall be used by the A d th l t fl t d tAgency, manager and the employee to reflect and rate work targets and the overall performance of the employee. SR to be undertaken annually.y

105

5.7 Feedback Form

5.7.1 It is mandatory for all civil servants holdingmanagerial positions at P2 and above to havemanagerial positions at P2 and above to havefeedbacks by their subordinates annually.

Human Resource Division of Agencies shallfacilitate and ensure timely execution.

106

5.7.2 The feedback shall be provided as follows:follows:

5.7.2.1 Central AgenciesgSl. No. Feedback on Done by Submit to

1. Secretary DGs/Directors RCSC

2. DG/Director Chief of Divisions Secretary

H d f3. Chief of Divisions Division staff

Head of Secretariat and Department

107

5.7.2.2 Autonomous Agencies

Sl No Feedback on Done by Submit toSl. No. Feedback on Done by Submit to

Chi f f1. Head

Chief of Divisions/Sections*

RCSC

2.Chief ofDivisions/Sections*

Division/Section Staff

HeadDivisions/Sections Staff

* Sections which do not function under any Division 108

5.7.2.3 Dzongkhags

Sl. No. Feedback for Done by Submit to

Dzongrab, Home

1.  Dzongdag Drungpa and Sector Heads

Home Secretary/RCSC

2. Dzongrab Sector Heads Dzongdag

3.Drungpas/SectorH d (P1 & P2)

Sector Staff (P5 d b )

DzongdagHeads (P1 & P2) and above)

g g

109

5.7.3. Authorities receiving feedbacks shall: i. Communicate to the officer concerned;i. Communicate to the officer concerned; ii. Ensure proper documentation with confidentiality;

and iii. Make available to the RCSC as and when required.

5 8 Th f f i il t i ti l5.8 The performance of civil servants in operational category shall be appraised based on the identified core competencies onlycore competencies only.

110

5.9 Performance Rating5.9 Performance Rating

5 9 1 The performance ratings of the immediate5.9.1 The performance ratings of the immediate manager and/or supervisor shall be final and binding. gIt shall be subject to verification and approval by the HR Committee.

111

5.9.2 The performance ratings on all the performance appraisal forms shall be as per the following fourappraisal forms shall be as per the following four rating scales:

O t t di 3 5 4 00 i ta. Outstanding : 3.5 – 4.00 points b. Very Good : 2.5 – 3.49 points c Good : 1 5 – 2 49 pointsc. Good : 1.5 2.49 points d. Improvement Needed : 0 – 1.49 points

5.9.3 The supervisor shall furnish adequate justifications if a civil servant has obtained outstanding in all parametersparameters.

5.9.4 Six most important outputs shall be considered for ratingrating

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8. Role of Human Resource Officer (HRO)(HRO)

8.4 Record ratings of all civil servants in the system g ywithin three months from the end of performance appraisal cycles and enter the final ratings in the CSIS.

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9. Accountability

9.1 The HR Committee shall be held accountable for ensuring effective implementation of theensuring effective implementation of the Performance Appraisal System by providing necessary guidance and support. y g pp

9.2.4 The Human Resource Officer shall be responsible 9. . e u esou ce O ce s be espo s b eand accountable for the effective implementation and management of the Performance Appraisal System under the overall guidance of the HR Committee of Agency.

114

CHAPTER 13

PROMOTION RULES

115

3 Categories of Promotion 3.1 Promotion through Open Competition;

3.2 Promotion within the broad-banded positions

3 3 Promotion to Specialist position;3.3 Promotion to Specialist position;

3.4 Fast track promotion; and

3.5 Meritorious promotion.

116

117

Authority to grant promotion

The sectoral personnel posted in Dzongkhags:

• by the Dzongkhag authority concerned

Th l l d h CThe personnel placed at the Centre:

• by the Ministry/Autonomous Agency as per thedelegation of authority.

The Agency shall strictly adhere to the PromotionScheduleSchedule

118

5 Promotion schedule

5.1 Promotions shall be normally be approved with effect from 1st January or 1st Julyeffect from 1st January or 1st July.

119

General Promotion Rules • Post vacancy

• Training period up to 18 months of any single trainingshall be counted as part of active service for promotion

• Any form of leave up to three months at a time shall be counted as part of active service for promotion.

• Extraordinary leave shall not be counted as part of active service for promotion.

• Promotion shall not be processed/approved during civil servants absence from duty on availing medical leave f y gbeyond three months, EOL and long-term study leave

120

General Promotion Rules

• Promotions shall be approved/recommended by the HR Committee of the Agency concerned as per theHR Committee of the Agency concerned as per the delegation of authority.

• For promotions under the authority of the RCSCFor promotions under the authority of the RCSC, Agency shall submit to the parent Agency concerned for its recommendation to the RCSC.

• No Fast-Track or meritorious promotion for a civil servant in the entry position level who has not availed a single promotion

• A civil servant shall not claim promotion as a matter of right.

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Promotion through open competitionPromotion through open competition

• Meet the minimum educational qualificationi ib d i h i i irequirement prescribed in the Position Directory;

• Currently, in one Position Level lower than thei i l d did iPosition Level announced. However, a candidate in

the same Position Level is also eligible to apply;Ci il l d h h i l l• Civil servants selected through National LevelGraduate Recruitment Examination shall be givenweightage of 5% during selection through openweightage of 5% during selection through opencompetition to P1 positions and above.

• Service in rural area shall have weightage upto 8%• Service in rural area shall have weightage upto 8%

122

Promotion through open competition• Re-announce the post vacancy if :

– there is no candidate/only one candidateAgency is not satisfied even if there is more than one candidate– Agency is not satisfied even if there is more than one candidate

• If there are no eligible applicants after even afterre-announcement Agency shall:re announcement Agency shall:– Appoint a competent officer of the Division/Agency as the

officiatingSanction Officiating Allowance to the officiating official;– Sanction Officiating Allowance to the officiating official;

– Give due recognition of the performance of the officiatingofficial for future HR actionsA h f 6 h– Announce the vacancy after every 6 months

• R&S Committee = HRC of the agency comprising at least 4 qualified members + representative from RCSCleast 4 qualified members + representative from RCSC (for P1 and P2 positions)

123

Promotion through open competitionPromotion through open competition

• The Agency shall proceed with the selection process even if there is only one eligible candidate despite the re-announcement.

• The Agency shall institute an appropriate, fair and competitive selection process.

ddi i h l i i i i i• In addition to the panel interview , written examinations in both Dzongkha and English may be conductedA did t i t d th h titi ith• A candidate appointed through open competition with a promotion shall be required to serve a minimum of two years in that position in the Agency. y p g y

124

Promotion within broad banded positions Promotion within the broad-banded positions shall be based on the following eligibility criteria:based on the following eligibility criteria:

• Consistently ‘Very Good’ annual performance ratings for the last three years when a civil servant meets thefor the last three years when a civil servant meets the qualification requirement of the position;

• Consistently “Outstanding” annual performance• Consistently Outstanding annual performance ratings for the last three years when a civil servant does not meet the minimum qualification requirement of the q qposition;

• Completion of the minimum of four years of active p yservice in the current position and position level;

125

Promotion to Specialist Position

• Consistent practice in the field;• Consistently “Very Good” annual performance ratings• Consistently Very Good annual performance ratings

for the last three years when a civil servant meets thequalification required for promotion to P1;qualification required for promotion to P1;

• Consistently “Outstanding” annual performance ratingsfor the last three years when a civil servant does notfor the last three years when a civil servant does notmeet the minimum qualification required for promotionto P1;;

• Consistently “Outstanding” annual performance ratingsfor the last three years for promotion as a Specialist infor the last three years for promotion as a Specialist inES3 and above;

126

Promotion to Specialist Position• Once a civil servant opts to continue in this line of

profession and avails a promotion to P1 and above,h h ll t b li ibl t t ihe shall not be eligible to compete in opencompetitive selection process for a managementposition and to this end he shall be required to signposition and to this end, he shall be required to signa legal undertaking.

ES1 –ES3 SpecialistEX1 –EX3 ExecutiveES1 –ES3 Specialist

P1 SpecialistP1 Professional & Managerial position

127

a age a pos t oP2 and below

Promotion to Specialist Position• Completion of the minimum of four years of active

service in the current position level;

• Minimum of a Master Degree in the relevant field for promotion as a specialist to ES3 and above;promotion as a specialist to ES3 and above;

• An Agency shall be prudent on the promotion to i li t t d th ti i t d thspecialist posts and once the promotion is granted, the

Agency shall take full responsibility in ensuring that their services are optimally utilizedtheir services are optimally utilized.

128

Fast track promotion (interim)Fast track promotion (interim)

• Minimum performance requirement of:- Consistently, “Outstanding” annual performance

i f h lrating for the last two years;

• Completion of the minimum of two years of active service in the current position level;

129

Obli tiObligation

A civil servant, who has availed fast-track promotion,shall serve in that position for a minimum period

l h d i b fi d l l d f hequal to the duration benefited, calculated from thedate of his fast-track promotion.

130

Meritorious promotionMeritorious promotion

• Minimum performance requirement of:• Minimum performance requirement of:– Consistently “Outstanding” annual performance

ratings for the last three years;ratings for the last three years;

– Completion of the minimum of three years of i i i h i iactive service in the current position;

• The Agency shall be highly selective in recommendingThe Agency shall be highly selective in recommending meritorious promotion

131

CHAPTER 14

TRANSFER RULES

132

2.2 To the extent possible, transfers shall not result in the loss of professionals by an agency andthe loss of professionals by an agency and appointment of such civil servants to positions where their special knowledge and skills are p grendered irrelevant;

2 3 The HR Committee of the Agency concerned shall2.3 The HR Committee of the Agency concerned shall plan and execute transfers on annual basis, except where urgent in the public interest;g p ;

2.4 The Agencies, unless otherwise without field offices regional branch offices and/or similaroffices, regional branch offices and/or similar spatial arrangement, shall mandatorily transfer civil servants at a regular intervals; g ;

133

2.5 In case the agencies fail to transfer or justify for not implementing transfer, the RCSC reserves the right to p g gtransfer the services unilaterally; and

2 6 A civil servant is expected to serve at least two years2.6 A civil servant is expected to serve at least two years in the rural areas. Such candidates who have served in rural areas shall be given weightage during the g g g gselection through open competition for promotion and long-term training.

134

3 Authority to Transfer3. Authority to Transfer3.1 Inter-Major Occupational Group (MOG)

RCSC as the Authority-RCSC as the Authority

3.2 Any transfer to and from Constitutional Offices -RCSC in consultation with such offices.

3 6 The Chairperson of the HR Committee shall issue3.6 The Chairperson of the HR Committee shall issue the transfer order and remain responsible to implement the transfer rule. p

135

4. Criteria for Transfer4. Criteria for Transfer4.2 A civil servant may be transferred irrespective of

major occupational groups and sub-groupsmajor occupational groups and sub groups generally after completion of five years of service or as specified under section 5.2, whichever is less.

4.4 The transfer may be executed during the school y gwinter holidays unless otherwise unavoidable in the interest of public service.

136

5.2 Occupational sub-group categorized as Vulnerable (New)

Sl. No. Occupational sub GroupsEiligibility

Min Yrs Max Yrs

Vulnerable (New)

Sl. No. Occupational sub Groups Min Yrs Max Yrs

1 Finance & Account, Revenue &Customs, Property Management &

3 4Customs, Property Management & Procurement, And Immigration

2 Executive Services, Audit, General Adm, 4 5Land record, Urban Dev & Control, Engg. Forestry & HR training

3 Civil Registration & Census Judiciary 5 63 Civil Registration & Census, Judiciary support, Geology & Mines, Internal Audit, Investigation, Industrial & Envt.

5 6

4 Other occupational Sub-groups 6 8

5. General Rule5.3 Transfer of a civil servant who has not completed the above

mentioned minimum years of eligibility shall be carried out by the RCSC or Parent Agencies only in consultation withby the RCSC or Parent Agencies only in consultation with the concerned Agency. However, once the maximum years of eligibility has been completed, the RCSC or Parent Agency may transfer a civil servant even without consultation with the Agency concerned.

5 4 S l ti f i il t f A i f ti t5.4 Selection of civil servants from Agencies for postings to Embassies/Missions/Consulate Offices and other RGoBestablishments, other than those from the Ministry of Foreign Affairs, shall be through open competition conducted by the HR Committee of the Parent Agency concerned. Such postings shall be treated as transfers for fixed term of two topostings shall be treated as transfers for fixed term of two to three years and the term shall be non-extendable.

138

5 10 Agency will send within fifteen days from the5.10 Agency will send within fifteen days from the date a civil servant is relieved following documents to his new place of posting:p p g• Personal file • Performance Evaluation Reports,Performance Evaluation Reports, • Service record completed in all respects • Last Pay CertificateLast Pay Certificate

139

5 12 The RCSC shall maintain a ‘Waiting List’5.12 The RCSC shall maintain a Waiting List of civil servants with the following provisions:

5.12.1 Objective Ensure proper management of the displaced Human Resources

140

5.12.2 Eligibility Ci il ser ants shall be p t on ‘Waiting List’ if displaced forCivil servants shall be put on ‘Waiting List’, if displaced for

the following reasons:a) Completion of secondment term in Agencies outside the a) Co p et o o seco d e t te ge c es outs de t e

Civil Service:i. Own initiative; andii G iii. Government interest

b) Completion of term/recalled from assignments in Missions/Embassies/Consulate Offices;Missions/Embassies/Consulate Offices;

c) Closure/Merger/Severance of Agencies/Departments; d) On completion of Medical Leave; ) p ;e) On completion of Extraordinary Leave; f) On completion of Court cases and being acquitted; g) Other circumstances as determined by the RCSC.

141

5.12.3 Reappointment Priority Priority for reappointment shall be given to a civil servant who has:

a) Served for 10 years or more prior to availing the foregoinga) Served for 10 years or more prior to availing the foregoing 5.12.2;

b) Clean record of service prior to availing the foregoing 5.12.2; ) p g g g ;c) Availed government-sponsored scholarship for further studies

prior to availing the foregoing 5.12.2; d) Special knowledge and skill, which qualifies him to be in the

scarce human resource category in the country; e) Availed the foregoing opportunities based on the governmente) Availed the foregoing opportunities based on the government

priority; f) Longer productive years left to superannuate.

142

5.12.4 Management procedures:

a) Initial maximum timeline for Officers on ‘RCSC Waiting List’ would be six months;Waiting List would be six months;

b) Within six months, the following options would be explored:explored:

i. Transfer to a suitable vacant position; ii Assign to a special time-bound projects andii. Assign to a special time-bound projects and

programmes of priorities of RCSC/RGoB; and iii. Participate in open competitive selection systems.iii. Participate in open competitive selection systems.

143

c) If not placed within the six-month period, an Officer who had il d d hi i i i i di l Lavailed secondment on his own initiative or medical Leave or

Extra Ordinary leave, following options would be considered:i. Consider ERS;i. Consider ERS; ii. Solicit voluntary resignation; and iii. Consider compulsory retirement with benefits.

d) For others not falling under above three categories, depending on the past performance, competence, potential and considering the circumstances under which they have been listed under ‘Waiting List’, extension by another 3 months would be considered;

d) If not placed despite the additional 3-month extension, he/she would be retired from service with benefits or asked to avail ERS.

144

5.12.5 Preclusion

a) RCSC and the Agency concerned shall make genuine ff t t t li ti i il t i th Li tefforts to prevent listing civil servants in the List;

a) RCSC and the Agency concerned shall ensure proper HR placement planning and timely actions;

a) RCSC and the Agency concerned shall ensure positivea) RCSC and the Agency concerned shall ensure positive removal of civil servants‟ names from the List to the extent possible and in the least time possible.

145

6 . Transfer Procedure

6.2 The Agency concerned shall submit to the RCSC/Agency, as specifically delegated by the RCSC toRCSC/Agency, as specifically delegated by the RCSC to the Parent Agency, a list of civil servants to be considered for inter-Agency and cross-sectoral transfers not later than three months prior to the due date for transfer.

6 3 A civil servant who meets the eligibility criteria for6.3 A civil servant who meets the eligibility criteria for transfer may seek a transfer as long as there is a position available.

146

6 . Transfer Procedure

6.4 A civil servant who is transferred shall be relieved within 30 da s from the date of iss e of the transfer order and30 days from the date of issue of the transfer order and shall assume the new responsibilities immediately on expiry of the admissible joining time unless otherwiseexpiry of the admissible joining time unless otherwise approved by the HR Committee.

6.5 The personal service record shall be up-dated in the CSIS only when the joining report against the transfer y j g p gorder is received.

147

7 . Preparatory LeaveFive Days Leave

8 . Transfer Benefit 8.3 A civil servant granted transfer on request before the expiry of

h i i i d h ll b i l d f b fithe minimum period shall not be entitled to transfer benefits.

9 O i t ti9. Orientation The Agency concerned shall ensure that a civil servant on transfer is properly briefed and inducted to the new position/place ofis properly briefed and inducted to the new position/place of posting.

148

10. Accountability y

10.1. Non-compliance with this rule shall be treated as a violation of BCSR 2010 and hence, the HR Committee/Agency shall be accountable.

10.2. Civil servants failing to abide by the Transfer O d h ll b li bl f d i i i i dOrder shall be liable for administrative actions and be placed in the Negative List.

149

ENTITLEMENT FOR TRANSFER TA/DA

Position Benefits

Owns in his/her name or Does not ownLevel

Owns in his/her name or spouse name

Does not own vehicle

EX1/ES1 to Mileage as per the standing Full bus fareEX1/ES1 to P5

Mileage as per the standing rate

Full bus fare including for spouse and children

S1 to S3 Mileage for two wheelers only for self as per the standing rate + Full bus fare

Full bus fare including for spouse and childreng

spouse and childrenS4 to o4 Full bus fare including for spouse and children

150

CHAPTER 16

TRAVELTRAVEL

151

Entitlement:

4.14.1

More than 10 Kilometers + exceed 8 hours

4.4

1st 30 days - full DA at one particular placeAfter 30 days - 50% of the DA yBeyond 6 months - No DA

152

Ex-country Travel EntitlementEx country Travel Entitlement

4.44.4On transit 8 hrs or more - DSA shall be paid

Enforced halt - not more than 2 days.

DSA shall be paid for actual period of halts for processing visa.

153

CHAPTER 18CHAPTER 18

PRIVATE TRADE AND EMPLOYMENTEMPLOYMENT.

154

3. Authority to Enforce the Rule.yThe agency concerned shall be responsible to enforce the rule in respect of the employees of the agency.

4. General Rule4 1 6 A civil servant shall not become a board4.1.6 A civil servant shall not become a board member/Director of the public companies, firms, Institutes, etc. without a prior approval of the , p ppCommission/ Government

4.1.7 A civil servant shall not become a member of Editorial Board of any newspaper and other media.

155

4.1.8 A civil servant shall not carry out consultancy y yservices.

4.1.9 A civil servant shall not act/produce movies and4.1.9 A civil servant shall not act/produce movies and engage in other commercial entertainments.

6. Penalty6 1 A civil servant engaged in activities in violation of6.1 A civil servant engaged in activities in violation of

this rule shall be liable for:

6 1 1 Comp lsor retirement termination or an other6.1.1 Compulsory retirement, termination or any other appropriate administrative penalty; and

6.1.2 Prosecution in the Court of Law156

CHAPTER 19

ADMINISTRATIVE DISCIPLINE.

157

2. Jurisdiction and Power

2.2 Completion of a criminal trial or civil suit against a civil servant in a Court of Law shall not preclude thecivil servant in a Court of Law shall not preclude the Disciplinary Committee from exercising jurisdiction under this rule.

2.3.1 Enforce all the provisions of the Civil Service Bill, BCSR and other laws governing the discipline of a civil servant;

2.4 The HR Committee of an Agency, which shall f i h Di i li C i h ll i i ifunction as the Disciplinary Committee, shall initiate disciplinary action against an erring civil servant.

158

2.5 Agencies empowered to impose penalty on civil i i i l l P1 O4 i l diservants in position levels P1-O4, including

GSP/ESP.2 6 Th t i b th i d j lt2.6 The powers to impose both minor and major penalty

on a Secretary to the Government, other officers of Secretary’s rank and Head of the AutonomousSecretary s rank, and Head of the Autonomous Agency shall be exercised by the RCSC.

2.9 Appellate Authority means Administrative Tribunal2.9 Appellate Authority means Administrative Tribunal established in accordance with section 6, Article 26 of the Constitution, for appeal cases from the RCSC, the RCSC for appeal cases from Ministries/Agencies, and the Ministry for appeal cases from Departments and D khDzongkhags.

159

Agencies empowered to impose penalty on i il tcivil servants:

Position level AuthorityPosition level Authority

P1 to O4 including ESP/GSP Agency g g y

Secretary to Government, other RCSCofficers of Secretary’s rank, Heads of Autonomous Agency

160

4. Causes for Disciplinary Action.

4.2 Offences related to conduct or behavior in violation of Code of Conduct and Ethics shall be as reflected in C CChapter 3 of this rule.

4 3 1 Neglect of duty inter alia non compliance with or4.3.1 Neglect of duty, inter-alia, non-compliance with or non-enforcement/non- implementation of the provisions of the Civil Service Act, BCSR, lawful and properof the Civil Service Act, BCSR, lawful and proper orders, directives, appropriate recommendations, sanctions, etc. without justifiable reasons;

161

10. Penalty.10 2 F h f d i i i di i li10.2 For the purpose of administrative disciplinary

action, one penalty per charge shall be imposed. However if convicted by the Court of Law forHowever, if convicted by the Court of Law for criminal offences, clauses 10.9 and 10.10 shall apply.

10 4 1 f A minor penalty shall result in reprimand for10.4.1 f A minor penalty shall result in reprimand for Non-compliance/failure to implement the provisions of Civil Service Act, BCSR, and other laws and rules.

10.9 A Civil servant shall be compulsorily retired from service with post service benefit if he or she is convicted by the Court of Law for a criminal offence of misdemeanor and above for offences not related to

ffi i l f tiofficial functions; 162

10. Penalty

10.10 A Civil servant convicted of any petty misdemeano r ma be retired from ser icemisdemeanour may be retired from service with or without post service benefit based on the nat re and gra it of the offencethe nature and gravity of the offence.

163

11. Suspension.

11.1 The Agency may, except Secretaries to the Government other officers of Secretary rank andGovernment, other officers of Secretary rank and Heads of Autonomous Agencies, place a civil servant under suspension pending an investigationp p g g

11.2 The RCSC shall be the authority to suspend Secretaries to the Government other officers ofSecretaries to the Government, other officers of Secretary rank and Heads of Autonomous Agencies.

11.3 Suspension shall be effected through a formal11.3 Suspension shall be effected through a formal Office Order, which shall be notified to the RCSC and the civil servant concerned, and respective pAgency if the Order is issued by the RCSC.

164

11.11 The Agency concerned shall not recruit new l i l f i b t h th i b temployees in place of incumbent when the incumbent

is under suspension till all the administrative and/court proceedings are completed and the final d i i i h i b i kdecision against the incumbent is taken.

Appealpp12.6 In the event the High Court or Supreme Court

acquits the respondent civil servant on reviewing the l i h d i i f h Ad i i iappeal against the decision of the Administrative

Tribunal, the penalty imposed by the Disciplinary Committee shall stand revoked. The civil servant concerned shall be reinstated in the service. (if specifically ordered so in the judgment of the Court)

165

13. The RCSC shall maintain the “Negative List” ofCivil Servants as follows:Civil Servants as follows:

13.1 DefinitionThe Negative List may be defined as a register or list of

civil servants who have been punished as guilty by thef h h f b hi h lCourt of Law through conviction for breaching the law

of the nation and/or who have been punished byAgencies concerned through administrative actions forAgencies concerned through administrative actions forbreaching the provisions of the Civil Service Act ofBhutan and/or the provisions of the Bhutan CivilpService Rules and Regulations.

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13 2 Objective13.2 Objective

13.2.1 To have a clean and sincere Civil Service run by l f l d hpeople of strong moral and character;

13.2.2 To guide future HR actions, especially appointment to senior and important positions; and

13.2.3 To keep vigil on erring civil servants.13.2.3 To keep vigil on erring civil servants.

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13.3 Criteria .13.3.1 If a civil servant has been convicted by the Court

of Law, he/she shall automatically be included in the N ti Li tNegative List;

13.3.2 If a civil servant has been sanctioned major and repeated minor administrative actions by the Agencyrepeated minor administrative actions by the Agency concerned, he/she shall automatically be included in the Negative List.Negative List.

13.4 Duties of Agencies 13 4 1 Agencies shall maintain list of civil servants falling13.4.1 Agencies shall maintain list of civil servants falling

under the section 13 above; 13.4.2 Agencies shall share the Negative List with the13.4.2 Agencies shall share the Negative List with the

RCSC with details. 168

13.5 Time frame 13.5.1 A civil servant convicted of any felony and

misdemeanor by the Court of Law will be terminated from ser ice immediatel and his/her name shallfrom service immediately and his/her name shall feature in the Negative List permanently;

13 5 2 A civil servant convicted of petty misdemeanor13.5.2 A civil servant convicted of petty misdemeanor and below by the Court of Law, if not terminated, his/her name shall feature in the Negative List for s/ e e s e u e t e egative ist fominimum period of 2 years;

13.5.3 A civil servant who has been sanctioned administrative actions by the Agencies concerned will feature in the Negative List for a period as prescribed in the reprimand letter/office order.

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14 . Implications 14 1 The next promotion of the civil servant concerned14.1 The next promotion of the civil servant concerned

shall be delayed until his/her name has been removed from the Negative List; g ;

14.2 The civil servant whose name has featured in the Negative List once will be subject to special scrutiny for promotion/appointment to a higher position level; and

14.3 Opportunities for higher studies and training shall be withheld until his/her name has been removed from the Negative List.

15. Custody The Legal Service at RCSC shall be the custodian of the

N i LiNegative List.170

CHAPTER 20C 0

SEPARATION RULESSEPARATION RULES

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2.1.2 The Agency shall be responsible for issuing i d f i il f P1 dsuperannuation orders for civil servants of P1 and

below upon attaining superannuation age, without seeking the approval of the RCSCseeking the approval of the RCSC.

2.1.4 Except otherwise specifically provided by this rule, th t l ti t ti h ll bthe actual retirement on superannuation shall be effective on the first day of the month following the actual date of retirement The gratuity and other postactual date of retirement. The gratuity and other post retirement benefits shall be computed as on the effective day of retirementy

2.1.5 No civil servant shall be retained in regular or contract service beyond the age of superannuationcontract service beyond the age of superannuation

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• The resigning civil servant has to compile with the di i f i l id d i h i iconditions of service laid down in the training,

secondment and other rules.

2.2.7 A civil servant shall resign from the Civil Service upon delinking of his Agency from the Civil Service,

l hi i i th i i dunless his service is otherwise required.

2.2.8 In interest of the Government, HR Committee may withhold a voluntary resignation up to a maximum period of three months from the notified date.

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2.3 Early Retirement Scheme2.3.2 Eligibility criteria for ERSa) A civil servant who does not consistently perform as

expected as determined through performance appraisal or otherwise, and does not have service obligation

b) A civil servant without specific duty, position or portfolio beyond the maximum period, as prescribed under Section 5 12 4 Chapter 14 on Transferunder Section 5.12.4, Chapter 14 on Transfer,

c) A civil servant on return from secondment or EOL, if could not be placed after completing the maximumcould not be placed after completing the maximum duration under the RCSC’s Waiting List

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Disqualification:Disqualification:

d) Civil servants with impending disciplinary orcorruption cases are not entitled for ERS.

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ERS Benefits2 3 5 The ERS benefits to be granted to a civil servant2.3.5 The ERS benefits to be granted to a civil servant

shall be a one-time lump sum compensation based on the following calculation:the following calculation:

51 years of age and above = 3 months salary for every i i f i bj t t i f 15remaining year of service subject to a maximum of 15

month’s salary.

Below 51 years of age = one month’s basic salary multiplied by the remaining years of service to

i bj i f 12 hsuperannuation subject to a maximum of 12 months.

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2.3.5.2 However he/she will be subject following conditions:

a) He/she has served for a minimum of 20 years;b) He/she does not possess a minimum of Bachelor

Degree;c) A civil servant has no obligations to the Government;

andd) A civil servant on the Waiting List for whom the

RCSC has not been able to find appropriate position.

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d h b h h b ll2.3.5.3 Besides the ERS, both the above categories will be eligible for other regular retirement benefits as per the Civil Service Rule in forceper the Civil Service Rule in force

2 3 6 Six months or more shall be considered a full year2.3.6 Six months or more shall be considered a full yearof service for the purpose of calculating the totalnumber of “years” to be credited.number of years to be credited.

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CHAPTER 21CHAPTER 21

CIVIL SERVICE INFORMATION SYSTEMINFORMATION SYSTEM

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Civil Service Information System is being stabilized and will go on-line in Match 20112011.

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Access rights and responsibilities 1 A i h d i il h ll b d i d b h1. Access rights and privileges shall be determined by the

roles and responsibilities. 2 I f ti h ll b t i tl d f di h i th i2. Information shall be strictly used for discharging their

responsibilities. 3 Access granted to the individual shall be revoked once3. Access granted to the individual shall be revoked once

the role is changed. 4 Accountability shall rest on whom the access has been4. Accountability shall rest on whom the access has been

granted. 5 Confidentiality of classified information shall be5. Confidentiality of classified information shall be

maintained at all times.

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Access rights and responsibilities8. Every individual civil servant shall have access to

view his personal information. i. In case of error, he shall inform HRO concerned

for correction.ii. HRO concerned shall make correction based on

valid documentary evidence.

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POSITION LEVEL VS LEVEL OF ACCESS:

View only• Members of the RCSC Commission • Secretaries to the Government • Other Secretaries and Head of Autonomous AgenciesOther Secretaries and Head of Autonomous Agencies • Directors/Head of Departments. • Individual Civil ServantIndividual Civil Servant

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View and editView and edit– Chief/Sr HR Officers of all Agencies – Chief HR Officers of RCSC SecretariatChief HR Officers of RCSC Secretariat

View Edit and EntryView, Edit and EntryCategorized in two: 1 Role based access HROs of large agencies:1. Role based access - HROs of large agencies:2. General access - HROs of smaller agencies including

DzongkhagsDzongkhags

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TASHI DELEKTASHI DELEK

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