PAEC Training Policy & Procedures (Rev. 2014)

(International Affairs & Training Division)

PAKISTAN ATOMIC ENERGY COMMISSION

P.O. BOX NO.1114, ISLAMABAD

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PREFACE

Training of manpower is one of the most important areas of PAEC’s interest to build a

strong human resource in Science & Technology. Every year, a large number of scientists and

engineers are sent abroad to attend meetings, conferences, workshops, training courses, etc.

Many others are approved to avail opportunities of higher studies, fellowships, scientific visits

and expert missions. The rules and regulations for participation in each programme are different.

The relevant policies formulated from time to time by the Commission have been undergoing

changes and necessary adjustments in order to meet the varying requirements. A number of

modifications were introduced in the foregoing training policy after its formulation in 1993. To

accommodate all such changes and to remove ambiguities/ inconsistencies/ anomalies, the

training policy was revised in 2010 which mainly covered foreign trainings/studies aboard. To

include cases of higher studies within the country and further modifications/ suggestions, the

document has been revised in 2014 as “Training Policy & Procedures (Rev. 2014)”. Part-A of

the Policy deals with general terms & conditions, higher studies, fellowships, training

programmes, etc. The appointments/assignments abroad and jobs in international organizations

not covered under foreign training have been described in Part-B of this document.

The revised policy will be applicable to all employees of PAEC dealing with matters

related to higher studies, Post-Doc research, fellowships, scientific visits, expert missions,

training courses, conferences, meetings, workshops, seminars, symposia, postings abroad, jobs,

appointments in foreign organizations, bilateral agreements, etc. Further, all such cases will be

dealt by the International Affairs and Training (IA&T) Division, PAEC HQ according to the

procedures in vogue.

The suggestions to further improve this document will be appreciated.

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Table of Contents

Part-A

CHAPTER-I General Terms and Conditions…………………………………… 1

CHAPTER-II Higher Studies

A. MS, M.Phil, Ph.D under Scholarships/University Assistantships....... 4

B. Self-Finance Arrangements…………………………………………. 5

C. PAEC Funded Scholarships………………………………………… 6

CHAPTER-III Post Doctoral Fellowships ………………………………………… 7

CHAPTER-IV Participation in International Events……………………………..

8

CHAPTER-V Fellowships/Research Work under Foreign Assistance/Bilateral Arrangement……….……………………….....................................

10

CHAPTER VI

A.

B.

Procedure for Nominations

Inviting Nominations………………………………………………...

Nominations from Centers/Establishments………………………….

11

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Part-B

CHAPTER-VII

Appointments Abroad

A. Representatives at Pakistan Embassies…………………................... 13

B. Appointment at WANO …………………………………………….. 13

C. KANUPP Representative at COG…………………………………... 13

CHAPTER-VIII Assignments and Jobs in Foreign Countries……………………...

A. Expert Assignments…………………………………………………. 14

B. Jobs in International Organizations…………………………………. 14

ANNEX-I Summary of Study Leave Rules ……………………………………. 16

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Abbreviations

AS-ICTP Abdus Salam International Centre for Theoretical Physics ASTA Additional Special Technical Allowance CERN European Organization for Nuclear Research CES Committee for Evaluation of Suitability CHASCENT CHASNUPP Centre for Nuclear Training COG CANDU Owners Group DA Daily Allowance ECT Evaluation Committee Training EOL Extra Ordinary Leave HEC Higher Education Commission HRA House Rent Allowance HS Housing Subsidy IA&T International Affairs & Training IAEA International Atomic Energy Agency KANREP KANUPP Resident Representative KINPOE Karachi Institute of Power Engineering LFP Leave at Full Pay LHP Leave at Half Pay LPR Leave Prior to Retirement NGO Non-Governmental Organization OPCW Organization for Prohibition of Chemical Weapons PER Personal Evaluation Report PIEAS Pakistan Institute of Engineering and Applied Sciences PSF Pakistan Science Foundation R&D Research & Development RCA Regional Cooperative Agreement RLE Resident Liaison Engineer SESAME Synchrotron-light for Experimental Science and Applications in Middle East STA Special Technical Allowance WANO World Association of Nuclear Operators

Part – A

(General Terms & Conditions, Higher Studies, Fellowships and Training Programmes)

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CHAPTER-I

General Terms & Conditions Pakistan Atomic Energy Commission (PAEC) allows its employees to pursue higher

studies within the country as well as abroad. It also facilitates its employees to avail

assistantships/fellowships/scientific visits and to participate in conferences, meetings,

workshops, training courses, seminars, symposia etc in foreign countries. The general terms and

conditions to process such cases are given below:

1. Only those employees will be allowed to undertake post-graduate studies and Post-

Doctoral fellowships in foreign or local universities/institutions, who fulfill the following

criteria:

i. Two years of regular service in PAEC

ii. Good PERs/ ACRs for the last two years

iii. Field of study is relevant to PAEC programme

2. In case of PIEAS/KINPOE/CHASCENT Fellows/Trainees,

i. Their service will be considered from the date of joining as regular employees

in PAEC after successful completion of training/fellowship.

ii. If they want to avail any scholarship without completing studies/training, they

will be required to give up the studies and pay bond money as well as other

expenses incurred on their study/ training by PAEC before availing the said

scholarship.

3. Those employees who have applied for a scholarship under any programme for higher

studies, training, research work etc. before joining the Commission and want to avail

such opportunities before completing two years mandatory service in PAEC, may be

allowed to avail the scholarship without pay and allowances from PAEC, provided the

field of their studies/training/ research is relevant to the Commission’s programme.

4. Relevance of their study to PAEC’s programme and candidate’s suitability for

MS/Ph.D/Post-Doc will be evaluated by the Executive Committee Training (ECT).

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5. The employees proceeding for higher studies/trainings/fellowships for a period of more

than six months will be required to execute necessary Surety Bond(s) as prescribed by the

Government of Pakistan. Such Bond(s) shall be submitted as per instructions given by the

IA&T Division.

6. During studies/ training abroad, the employee will not seek employment in any foreign

country.

7. The employees while on higher studies/trainings/fellowships, etc. can be called back at

any time, even before completion of the programme in public interest/exigencies of

service.

8. The employees who do not return to resume their duty after completion of

studies/training/fellowship, or when called back in the interest of PAEC, will be treated

as unauthorized absentee and necessary disciplinary action will be initiated against them

in accordance with prescribed rules. The unauthorized period of absence will not be

counted towards earning of leave, annual increment, promotion and pension.

9. The resignation in absence is not acceptable. The employees may resign after joining

duty in PAEC. However, the employees will be bound to continue to serve the

Commission till acceptance of resignation.

10. During higher studies/fellowship/ foreign training the employees will not be entitled to

Housing Subsidy (HS)/House Rent Allowance (HRA) and medical facilities in Pakistan

for the period their families are staying abroad. However, their dependent parents can

avail this facility under the following conditions:-

i. They were living with them in Pakistan prior to their departure for studies/

training in a hired house (not self-hired).

ii. They were declared dependent prior to the employee’s departure abroad.

11. If the study/training/ fellowship period is extended with the permission of PAEC, the

benefits of HS/ HRA and medical facilities to dependent family members may be

continued as per prevailing rules.

12. The respective Head of Establishment is authorized to grant permission to employees to

make direct correspondence with foreign/local universities/institutions for seeking

admission and financial assistance to pursue higher studies/Post-Doc research. However

while making correspondence, the scientists/engineers must be advised not to send any

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classified information to foreign/local agency/universities. After receiving acceptance

from the university/institute, the cases will be referred to IA&T Division for formal

approval of the competent authority through ECT.

13. Chairman, PAEC shall have the discretion to grant relaxation in exceptional cases.

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CHAPTER-II

Higher Studies

A. MS, M.Phil, Ph.D under Scholarships/ University Assistantships

1. The duration for Ph.D studies including MS leading to Ph.D will be four years with pay

and allowances. However, if an employee is unable to complete studies within this

period, he/she may be granted extension upto one year as LFP/LHP/EOL provided such

request is recommended by the Supervisor of Studies. If the employee still fails to

complete the studies within the extended period (5th year), the case of further extension

will be referred to the Commission. Beyond 5th

2. In case the Supervisor of Studies does not recommend extension in study period, further

extension will not be granted, and the employee will be asked to return back and join the

duties.

year, the extension period will be treated

EOL as per prevailing rules.

3. During studies abroad, the employee will be treated as on duty and will receive pay (75%

during study period and 25% on resumption of duty) and allowances HS/HRA in Pak.

Currency and medical facilities will be allowed to their dependent family members in

Pakistan, as per prevailing rules.

4. All PAEC employees while on higher studies will be required to submit periodical

progress reports through respective Supervisor of Study. If an employee does not send bi-

annual progress report, the pay will be stopped after a grace period of three months.

5. If an employee rejoins duty without completing Ph.D, the promotion to next higher scale

may be delayed by 50% of the period the employee has spent outside PAEC. However, if

the employee returns within one year of relieving duty, due to genuine reason(s)

acceptable to the competent authority or when called back by the Commission, may be

eligible for promotion in normal course of time.

6. All efforts should be made to complete studies within stipulated period, however an

employee who returns and rejoins duty at the respective centre without completing Ph.D

and submits thesis to the University at a later stage, may be allowed to do so within two

years from the date of rejoining duty in PAEC.

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7. The employees proceeding for MS/ M.Sc/M.Phil programmes abroad will be given pay

and allowances in Pak currency as admissible under the rules for maximum of two years.

Beyond that, if any extension is accorded by the competent authority, the period will be

considered as on LFP/LHP/EOL maximum for one year.

8. If subsequently, after completing MS/ M.Sc./M.Phil registration in a Ph.D programme is

granted by the university, the employee may be allowed to continue studies with pay and

allowances (along with HS/HRA and medical facilities to their dependent family

members in Pakistan), subject to the approval of Competent Authority under the

prevailing rules. However, in such cases, the total period of Ph.D studies including the

time spent during MS (or equivalent) will be as in Para A.1 above.

B. Self-Finance Arrangements

1. PAEC Employees who secure admission in well reputed local / foreign

universities/institutes for higher studies without any scholarship/assistantship, through

direct correspondence with the prior approval of the competent authority, may be

allowed to pursue such studies under self-finance arrangements (at no cost to PAEC)

i.e. their admission/tuition fee and living expenses will not be the liability of PAEC.

2. In case of foreign universities, the official will be treated as on duty and will receive

pay and allowances in Pak. Currency along with HS/ HRA and medical facilities to

their dependant family members in Pakistan as per rules.

3. For higher studies leading to Ph.D in local universities, the following terms and

conditions will be applicable:

i. The employees who will do research work at any PAEC centre will be treated as

on duty. If leave is required during Ph.D course work, they may be allowed

LFP/LHP with the permission of the respective Head of establishment. The

duration of such a leave should not be more than two years.

ii. The employees who intend to do research work in universities/institutes (other

than PAEC centres) should take ‘Study Leave’ as per government rules.

(Annex-I). However for 5th year, LFP/LHP may be obtained. Beyond 5th year

EOL may be granted by the Competent Authority.

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iii. In case of Study Leave for more than six months, the candidate will have to

execute a Surety Bond as per terms & conditions laid down in Paras 10-13

(chapter-I).

C. PAEC Funded Scholarships

PAEC may award scholarships to its employees for pursuing higher studies under the

“PAEC Funded Scholarship Programme for Higher Studies”. This programme is primarily for

PhD studies, however, M.Sc/MS/M.Phil in specified fields may also be allowed in exceptional

cases as per following terms and conditions;

1. The employee should seek admission in a well reputed university/ institute. The

approval of field/topic/university and the candidate’s suitability will be evaluated by

the ECT.

2. For the authorized period of stay abroad, PAEC funded scholars will be paid

monthly stipend (at the approved rate), tuition fee etc. as well as round-trip airfare

(one time), in addition to pay and allowances in Pak currency along with HS/ HRA

and medical facilities for dependent family members in Pakistan as per prevailing

rules.

3. For studies in local Universities, the employees will be treated as on duty with all the

benefits as per prevailing rules.

4. The duration of studies will be the same as mentioned in Para A.1, Chapter-II.

However, tuition fee and other foreign expenses beyond 04 years will be borne by

the employee or through university assistantships, etc.

5. Under this particular programme, the employee’s family will be entitled for one-time

return air tickets if the family stays abroad with the employee for more than six

months along with medical allowance @ US$ 50 per month (bachelor scholars are

not entitled to this allowance during the study period). Extra baggage of 35 kg will

also be admissible on return journey. In such case, the HS/ HRA facility will be

discontinued for the duration the family stays abroad. However, if dependent parents

are living in Pakistan, at previously hired house, the case will be governed by the

terms and conditions mentioned in Para-10,Chapter-I.

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CHAPTER-III

Post-Doctoral Fellowships

1. PAEC employees holding Ph.D degree may be allowed Post-Doc fellowships, as per

following conditions:

i. After completion of Ph.D studies, the employee will have to serve for two

years in the Commission. This condition is not applicable to those employees

who complete their study/ research while performing duty at any PAEC

Centre and did not availed leave of more than six months during study period.

ii. Employees who completed Ph.D degree from local university/institutions and

remain away from their respective centre, the eligibility time starts from the

date they rejoin the duty in PAEC.

2. The employees who proceed abroad on Post-Doc fellowships sponsored by local

organizations (e.g. HEC, etc.) or a foreign agency/ University, are entitled to pay and

allowances in Pak currency along with HS/HRA and medical facilities to their dependent

family members in Pakistan as per prevailing rules. Special Technical Allowance (STA)

for the period of Post-Doc will be released after assumption of duties on satisfactory

performance during Post-Doc.

3. If the Post-Doc fellowship is extended by the donor agency, PAEC may allow the

employee to continue fellowship on already approved terms and conditions. However,

maximum Post-Doc duration will be two years.

4. During the service, an employee can avail maximum two Post-Doc fellowships with a

gap of two years.

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CHAPTER-IV

Participation in International Events

Besides other training programmes, PAEC encourages its employees to participate in

training courses/workshops and present scientific papers ininternational conferences, seminars,

and symposia, held in different countries, sponsored by national/international organizations such

as HEC, PSF, IAEA, AS-ICTP, etc. The following rules will be applicable in such cases:

1. All information concerning participation in conferences, workshops, training courses,

seminars, symposia, meetings, etc. received from IAEA or other regional/ international

organizations will be circulated by IA&T Division. However, the employees may obtain

information for scientific activities from other sources and submit their nominations

through the respective Head of Establishment/concerned Member to IA&T Division,

clearly mentioning the funding source.

2. Only those employees will be allowed to proceed abroad for training/workshops etc. who

have completed one year regular service in PAEC and their probation period has been

terminated.

3. During the authorized period of programme abroad, the employees will be treated as on

official duty and will be entitled for pay and allowances along with HRA/HS and medical

facilities to their dependent family members in Pakistan as admissible under the

prevailing rules.

4. After completion of actual visit/training period, if it is extended further on the specific

recommendations of the sponsoring agency/consent of PAEC, the pay and allowances

along with HRA/HS and medical facilities etc. will continue.

5. The employee will have to seek approval for the abstract of paper to be presented in the

conference/seminar/workshop, etc from the concerned Member before its submission to

the organizers.

6. Medical doctors/scientists who intend to participate in meetings/conferences abroad

sponsored by Non-Governmental Organizations (NGO), private national/multinational

companies, etc. will be allowed to participate at no cost to PAEC. However, participation

in such conferences will be limited to two visits in a calendar year. The second visit will

be allowed only if they present a paper in the conference.

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7. For trainings/fellowships, if sponsored by PAEC, the employees will be entitled to full

daily allowance (DA) during the first week (six nights) and subsistence allowance on

prescribed rates for rest of the period as per prevailing rules. However, for certain

organizations like CERN, a specified monthly subsistence allowance will be paid

throughout the duration of visit.

8. The visit /tour abroad sponsored out of PAEC budget will be processed for approval of

Chairman (PAEC) with concurrence of Member (Finance). DA will be admissible under

prevailing rules.

9. The Concerned Member is empowered to grant Ex-Pakistan Leave combined with

foreign training programme including extension of leave. For Centres/ Divisions directly

reporting to the Chairman, the Head of Establishment is authorized to grant such a leave.

However in these cases, Security Division, PAEC will be informed accordingly.

10. The employees approved for participation in foreign training programmes at no cost to

PAEC will not be provided any difference of grant for their participation.

11. Respective Head of Establishment is empowered to regularize early departure / over stay

due to non-availability of flight upto three days. Beyond that the case will be referred to

IA&T Division (with supporting documents/ justification) for approval of the Competent

Authority.

12. Respective Head of Establishment is empowered to reimburse passport/ visa fee to their

nominees for the cases approved for official visits abroad.

13. The employee on Ex-Pakistan leave will not be allowed to participate in any meeting/

conference/seminar/symposia, etc. abroad without prior approval of the Competent

Authority.

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CHAPTER-V

Fellowships/Research Work under Foreign Assistance/Bilateral Arrangements

1. PAEC may allow its employees to accept offers of fellowships/long term trainings/joint

research work at foreign institutions/organizations, etc. They will be considered at par

with sponsored fellows.

2. During the approved period of fellowship, training, etc, the employees will be entitled for

pay and allowances alongwith HS/HRA and medical facility to their dependent family

members in Pakistan as admissible under the prevailing rules.

3. The approved period of fellowship/training/research work will be counted towards

earning of leave, annual increment and promotion.

4. If further extension is granted by the sponsoring agency with the consent of PAEC, pay

and allowances alongwith HS/ HRA and medical facilities will be continued.

5. After termination of foreign fellowship/training, etc, if another fellowship/ scholarship/

financial grant for higher studies is acquired by the employee with Commission’s prior

consent, the entire period of stay will be treated under the terms of studies as mentioned

in Chapters I and II.

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CHAPTER-VI

Procedure of Nominations

A. Inviting Nominations

Nominations for higher studies, fellowships trainings, short/ long courses and

participation in international conferences/ meetings/ seminars/ symposia/ workshops, etc.

will be invited by IA & T Division, PAEC HQ on receipt of information/ offers from the

organizers or through advertisement appearing in media keeping in view the following:

i. Nominations for IAEA/ RCA project related events will be invited preferably

from the Project Coordinators.

ii. Nominations for events other than projects will be invited by IA&T Division

through concerned Member/ Head of Establishment.

B. Nominations from Centres/ Establishments 1. Nominations should be submitted on prescribed Nomination form (N- Form) along-with

the supporting documents duly completed in all respects including source of funding and

countersigned by the Head of Establishment.

2. Nominations received after due date fixed by the IA&T Division will not be considered/

processed.

3. Nominations should be recommended in order of priority keeping in view the

requirements of foreign agencies as well as the relevance of candidate’s present

assignment with the visit programme.

4. For training courses/ workshops preference may be given to those candidates who have

not previously participated in any scientific activity abroad and do not stand approved for

any other programme.

5. Nomination for National Coordinators of the IAEA/ RCA Projects will be as under:

i. A scientist/engineer may not be the Coordinator for more than one Project.

However, he/she can be Chief Scientific Investigator of a Coordinated

Research Project (CRP).

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ii. Head/ Director of the Establishment/Institute/Center may not be the

Coordinator unless the project involves activity that covers the entire Centre.

Part – B

(Appointments/Assignments Abroad and Jobs In International Organizations)

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CHAPTER-VII

Appointments Abroad

A. Representatives at Pakistan Embassies

1. PAEC has technical representatives at Pakistan Embassies/Permanent Missions in Beijing

(China), Vienna (Austria) and Geneva (Switzerland).

2. The officers posted in Pakistan Embassies/Missions abroad will receive salary, foreign

allowance, entertainment allowance, STA, ASTA, education allowance, free furnished

accommodation, medical facility, return air tickets for self and family by PAEC as per

rules of the Government of Pakistan.

B. Appointment at WANO

1. Resident Liaison Engineer (RLE) at any WANO Centre is appointed for a specified

period of 2-3 years.

2. The RLE shall receive pay and allowances under the prevailing rules including return air

ticket for self and family from PAEC.

3. Living allowance, special allowance, free furnished accommodation and medical

insurance for self and family is paid by WANO.

4. As the medical insurance paid by WANO covers 70% of the expenditure; 20% will be

paid by PAEC, while the remaining 10% will be paid by the RLE.

C. KANUPP Representative at COG

1. KANUPP Resident Representative (KANREP) at CANDU Owners Group (COG) Office,

Toronto, Canada is appointed for six months.

2. KANREP shall receive pay and allowances return air ticket for self, specific monthly

living allowance and medical facility as per prevailing rules.

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CHAPTER-VIII

Assignments and Jobs in Foreign Countries

A. Expert Assignments 1. PAEC may provide services of experts to different countries under the programmes

sponsored by IAEA or other well-recognized international organizations.

2. Such experts who carry out assignments abroad for more than 15 days and are paid daily

subsistence allowance (DSA), fee or honorarium by the host institution for the duration of

the expert mission will be governed by the deputation terms and conditions.

3. PAEC experts who are not paid any DSA, fee or honorarium or remain abroad for less

than 15 days will be treated as on official duty. They will get pay and allowances along

with HS/ HRA and medical facilities to their dependent family members in Pakistan as

per prevailing rules.

4. Selection of Cost Free Experts (at PAEC expenses) in international organizations will be

decided by Chairman PAEC after interviewing the candidates.

B. Jobs in International Organizations 1. Permission may be given for the posts announced by IAEA, OPCW, CERN, SESAME,

ICTP, WANO, and other such organizations.

2. Permission may also be granted to those employees who search for temporary jobs in

foreign universities, R&D Laboratories, etc, which include visiting faculty, research

positions etc. In general, this type of appointment should not be for more than two years.

3. Temporary employment in foreign governments and private agencies/ organizations will

not be allowed.

4. The suitability for forwarding application to an international organization will be

determined through an interview of the nominee by the Committee for Evaluation of

Suitability (CES). The Committee will recommend the case to Chairman, PAEC for

approval.

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5. Employees who are selected by an international organization for a particular job and are

permitted by PAEC to work with that organization will be governed by deputation terms

and conditions. Their assignments may continue for upto five years.

6. Deputation may be considered if request is received from foreign Governments/

Organizations. Individual self-efforts based opportunities will be discouraged.

7. Extension in deputation period will be considered only if the person benefits to PAEC

through expanding collaboration and create opportunities for other employees.

8. LPR/ leave encashment will not be allowed during deputation.

***********************

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ANNEX-I

SUMMARY OF STUDY LEAVE RULES Ref: Govt. of Pakistan, Ministry of Finance Notification No. S.R.O. [F.1(33)-R.4/85, dated 8th

September, 1985]

• Study leave may be granted as an additional leave for study of scientific, technical or similar problems or in order to take special courses of instruction.

• Study leave should not ordinarily be granted to employees having less than five (5) years of service in a government department.

• Duration of this leave for Ph.D studies will be 48 months (4 years). • This extra leave will be on half pay. • Study leave will be counted as service for promotion and pension but not for earning

leave.