Union Civil Service Board
Civil Service Personnel Law and Rules, Civil Service Affairs
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281. Imposition of penalties prescribed in rule 53 and breaks in term of service shall be recorded with dates and periods in details together with relevant order number and date in the service record. A short description of grounds for penalty imposition shall also be recorded.
282. All the entries in the service book shall be examined by the service personnel himself and signed if it is found correct. The head of service personnel organization or the person to whom the authority is delegated shall endorse. The head of service personnel organization or the person to whom the authority is delegated is responsible for making correct entries, endorsing, ensuring the record free from deletion or overwriting and ensuring the amendment, to be neat and clear and endorsing such amendments.
283. Every signature put in the service book shall have a date. When the entries are not correct or illegible, such entries shall be made on a new page. The head of service personnel organization or the person to whom the authority is delegated shall examine the entries annually and put the signature with the date of examination.
284. The service book shall be sent to the Ministry and service personnel organization to which the service personnel is transferred.It shall not be transferred through the said service personnel.
285. When the service personnel is transferred on deputation governing with the external service regulation or on completion of deputation, the service book of the service personnel shall be sent to the Department of Pension to examine for the purpose of pension. After the examination of the Department of Pension it shall be sent back to the service personnel’s parent department.
286. When a service personnel is retired, the service book of the service personnel shall be sent to the Department of Pension together with the necessary documents through the relevant service personnel organization. After granting the pension salary, the service book may be provided to the service personnel if it is requested. In providing the service book, the statement that “the record is provided on the request of the service personnel” is written clearly at the end of the records and signed by the head of service personnel organization or the officer to whom the authority is delegated.
287. When the service personnel resigns from the post for a reason other than for an offence, the service book may be provided, if the service personnel requests it, after recording the reason for resignation and that it is provided on request. If the service personnel does not request the service book, it may be destroyed on completion of three years after the resignation.
288. If the service books are damaged or lost for any reasons:
(a) the new service book shall be compiled by referring to the departmental orders, pay request forms and pay lists. When these documents and evidence are not available, the new service book shall be compiled based on testimonials from the colleagues of the service personnel and in the cases of transferred service personnel, the testimonials from the heads of the previous service personnel organizations;
(b) in cases where it cannot be done as contained in the sub-rule (a), the service personnel shall be asked to make the detailed entries himself and these detailed records, the testimonials of two colleagues and the affidavit which the service personnel has taken at the relevant court shall be submitted to the head of service personnel organization. Such affidavit shall contain the facts such as whether the service personnel took leave with pay but not in full or leave without pay, whether there were suspension periods or breaks in the term of service. The new service book shall be compiled based on the facts approved and signed by the head of service personnel organization.
289. If a service personnel fails to comply with the duties contained in Section 10, the head of relevant Ministry and organization may direct to grant reduction pension. If it is failure to abide by the directive, departmental action may be taken against him or her in accordance with Section 38 of the Law.
290. The rules, regulations,bye-laws, handbooks, excerpts already issued and orders and directives issued from time to time relating to service personnel may be continued to be practised as long as they are not contrary to these rules.
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