Royal Government of BhutanMinistry of Home -t Cultural.HJ:fairs

Tasbicbbodzong

MHCAlHRM-08/ ?0l[ August 05, 2014

Notification

As conveyed by the Royal Civil Service Commission vide letter nO.MISD/RCSC/5/2014/488dated August 4,2014, the HR Division would like to inform all Departments/Division/RegionalOffices and individual civil servants that the MISD ofRCSC will be carrying out a NationwideInformation Correction in the Civil Service Information System (CSIS).

In this regards, a team from MISD, RCSC will be visiting our Ministry from August 18-30,2014, for correcting inaccurate information of all civil servants as onetime exercise.

We would therefore, like to request all Heads of Department! Division/Regional Offices toinform all the individual civil servants to complete the following task:

1) Print a copy of individual CV from the Civil Service Information System2) Do the necessary correction on the printed CV3) Submit the corrected CV along with the supporting documents.

The documents should reach the HR Division latest by August 13, 2014. Since it is onetimeexercise across all civil service agencies initiated by the Royal Civil Service Commission, HRDivision of this Ministry, under any circumstance, will not be in a position to entertain anyrequest after August 13,2014 and assumed that no correction is required.

1. Hon'ble Chairperson, Royal Civil Service Commission, Thimphu for kind information2. Hon'b1e Secretary, Ministry of Home & Cultural Affairs, Thimphu for kind information3. Director Generals/Directors, MoHCA, Thimphu for necessary actions.4. Division Chiefs/Heads, MoHCA, Thimphu for necessary actions.5. Heads, RIOs, MoHCA, Thimphu for necessary action6. Head, MISD, RCSC, Thimphu for information7. Kinley Dema, Admin Asst. DoC for necessary action8. HRM-08 file.

POST BOX NO. 133, TASHICHHO DZONG, THIMPHU-BHUT ANTete: +975-2-323741,327626, Fax: +975-2-335889, Website: www.mohca.gov.bt

Nationwide Information Correction Project 2014

Information Correction Guidelines

1. Correction in Date of BirthThe Service Book record is the basis for Date of Birth correction.Therefore, a front page copy of the Service Book duly attested by theHROconcerned should be submitted for verification. In case of.more than one Volume of Service Book, the first Volume should beconsidered for correction.

In case, the Service Book is tampered, the correction should beforwarded to the MIS Committee Meeting (RCSC)for decision. Thefollowingdocuments (from RCSC personal file record) will bereferred for Date of Birth correction when the Service Book record istampered:

a. Employment Application Formb. Bio Data Formatc. Caderization Formd. Academic Transcriptse. CID

2. Correction in NameThe Original Court Affidavit is required for complete Name change-egoName correction from Sonam Dorji to Sonam TashiIn case of "name spelling correction", CID should suffice - egoNamecorrection from Sonam Dorji to Sonam Dorjee

A complete name change or name spelling may also be correctedbased on the record in the Service Book copy duly attested by theHROconcerned when the information in the Service Book record isexplicit. However, Court Affidavit is mandatory in case of tamperedService Book record.

Nationwide Information Correction Project 2014

3. Correction in Date of AppointmentThe Initial Appointment Order is the basis for Date of Appointmentcorrection. Therefore, a duly attested Appointment Order/OfficeOrder copy is required for correction.

4. Correction in Transfer HistoryThe Transfer Order along with the Joining Order should besubmitted for correction in transfer history and current place ofposting.

5. Correction in Promotion detailsThe Promotion Order issued by the agency along with theSummary Sheet will be referred while updating the pastpromotions.

6. Correction in Academic QualificationIn case of pre-service academic qualifications, the attested academiccertificate along with the transcripts Zmarksheets should besubmitted.

The documents required to update In-service academicqualifications are as follows:

1. Letter of AwardII. Attested Certificate and MarksheetIII. Joining Report andIV. Training Reports

7. Correction in Family Details and AddressesFamily details and permanent addresses will be corrected as perinformation provided by the individuals.

Nationwide Information Correction Project 2014

8. CVprofile PhotoA passport size photograph is required.

9. Citizenship Identity Card (CID)

Aphotocopy of CID is required to update your CID Number in CSIS

10. Award

Only National Awards and other awards specified by RCSC will beupdated in the CSIS

11. Continuation Education (CE)CIX & XII

The documents required to update CE:

I. HR Committee approval letterII. Academic Certificate

III. Marksheets

Information Correction SummaryName of the Agency:

Personal Details Information to be corrected (please Check the relevant field)

Sn. Date ofDate of Academic

Family Working Parent RemarksName EID Name Appoin- CID Promotion Transfer Qualificat- Address Photo Documents attached

Birth Details Agency Agencyment ion

Format for Sensitive Information Correction: Name, Date of Birth, Appointment Date, CID

Referred Documents: reflected in the followingCorrection in

Currently recorded in CSISCorrection Employment RemarksSn. Name EID Service Book Academic

Name/DoB/DoA/CID Requested toRecord Application Transcript

CID- ,-" n~.~

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