Civil Service Personnel Rule 186

186. The Preliminary Enquiry Board,in carrying out the enquiry:
(a) shall open the case file of the preliminary enquiry;
(b) the chairperson of the Board shall explain the case to be enquired and the duties to be performed by the board in respect of the preliminary enquiry to the members of the board;
(c) shall coordinate procedures with the members in respect of calling witnesses and inspecting related documents and accounts in order to facilitate making preliminary enquiry;
(d) shall, in taking evidence, ask the witnesses after warning to tell the truth. Provided that, they are not asked to take the oath;
(e) shall write, in recording the statement of the witnesses as prescribed in Form (4), name, position, the department or the organization and address if the witness is a service personnel and name, the citizen scrutiny card number, father’s name, occupation and address if the witness is not a service personnel. The statement of the witnesses shall be recorded in writing or with a typewriter or a computer;
(f) the recorded statement shall be read out to the witness. If there are some discrepancies, the statement shall be corrected according to the desire of the witness. If the witness admits the statement given by him, the said witness is asked to sign on the statement. If the witness is unable to sign, the fingerprint of the left thumb has to be taken. The chairperson and the members of the Preliminary Enquiry Board shall sign on the statement of every witness. In the important cases, the fingerprint of the left thumb is also be taken in addition to the signature;
(g) if a witness is unable to appear on the date fixed by the Preliminary Enquiry Board due to a sufficient reason, the witness may be allowed to send his signed written statement to the Preliminary Enquiry Board. The chairperson and members of the board shall sign on such written statement with the comment to attach it in the case file together with the other oral statement taken before the board.