Himachal Pradesh Rajya Chayan Aayog, Hamirpur (Business And Procedure) Rules, 2024

[01st March 2024]

In exercise of the powers conferred by Article 162 of the Constitution of India, the Governor, Himachal Pradesh, is pleased further to frame amend the Himachal Pradesh Rajya Chayan Aayog, Hamirpur (Business and Procedure) Rules, 2024 as per Annexure "A" annexed to this notification.

Rule - 1. Short title

(1)      Himachal Pradesh Rajya Chayan Aayog, Hamirpur (Business and Procedure) Rules, 2024.

(2)      These rules shall come into force from the date of publication in the e-Rajpatra, Himachal Pradesh.

Rule - 2. Definitions

In these Rules, unless the context otherwise requires:-

(i)       "Aayog" means the Himachal Pradesh Rajya Chayan Aayog (HPRCA), Hamirpur.

(ii)      "Administrative Officer" means Administrative Officer of the Aayog as appointed by the Government of Himachal Pradesh from time to time.

(iii)     "Advertisement" means notice inviting Online Recruitment Application (ORA), details of vacancies etc.

(iv)    "Chairman" means a person appointed as such by the Govt. of HP and includes any Member appointed to perform the duties of the Chairman.

(v)      "Chief Administrator" means Chief Administrator of the Aayog as appointed by the Government of Himachal Pradesh from time to time.

(vi)    "Committee" means a committee constituted by the Aayog or the Chairman from amongst its Members.

(vii)   "Computer Based Test (CBT)" means test conducted on Computer.

(viii)  "Controller of Examination" means the Administrative Officer of the HPRCA and Additional Controller of Examination means Under Secretary/Assistant Registrar / Section Officer.

(ix)    "Drawing and Disbursing Officer" means Head of the Department, Head of Office and Joint Controller (HPF&AS) to draw bills and make payments on behalf of the HP Rajya Chayan Aayog, Hamirpur.

(x)      "e-call letter" means the letter, admit card or notice issued electronically to a candidate by the Aayog for appearing in an examination or for document verification and is downloaded by the candidate from the website of the Aayog or is communicated to the candidate through email.

(xi)    "e-office" means an electronic office that refers to any office environment that makes significant use of computer technology to operate which eliminates the use of paper and converting most or all office communications to electronic form.

(xii)   "Examiner" means and includes Paper setters, Scrutinizers, Evaluators/Expert and Moderators as appointed/ engaged for examination by the Aayog.

(xiii)  "Government" means Government of Himachal Pradesh.

(xiv)  "Head of Department" means Chairman of the Himachal Pradesh Rajya Chayan Aayog.

(xv)   "Member" means a person appointed as Member of the Aayog by the GoHP and includes the Chairman.

(xvi)  "Merit List" means the list of eligible shortlisted /selected applicants arranged in the descending order of the marks obtained/secured in CBT/written/preliminary test examination or any other test as applicable for determining the merit.

(xvii) "Office" means office of the HPRCA.

(xviii)   "Officer" means Chief Administrator, Administrative Officer, Joint Controller, Under Secretary, District Attorney/Dy. District Attorney, Assistant Registrar, Dy. Director(IT), Law Officer, Section Officer etc. of the Aayog.

(xix)  OMR means the Optical Mark Recognition.

(xx)   "Online Recruitment Application" (ORA) means application submitted by the candidate to the Aayog online or in the manner prescribed and publicized by the Aayog.

(xxi)  "OTR" means One Time Registration.

(xxii) "Relation" for obtaining "No Relation Certificate" means Parents / Spouse / Children including adopted or step children / siblings, their spouses and children, if any.

(xxiii)   "Senior Member" in relation to other Member or Members means a Member in respect of whom the order of appointment by the Govt. of HP was issued at an earlier date and if the date of the order is the same, the Member whose name stands higher in the order of appointment.

(xxiv)   Scheduled Caste (SC) /Scheduled Tribe (ST) / Other Backward Class (OBC) / Below Poverty Line (BPL)/Person with Benchmark disabilities (PwBD)/Ex-Serviceman (ESM)/ Ward of Ex- Serviceman (WESM)/Ward of Freedom Fighter (WFF) / Economically Weaker Section (EWS) means candidates of these categories who are domiciles of Himachal Pradesh.

Rule - 3. Business To Be Transacted By Chairman And/Or Other Member(S)

(i)       The Business of the Aayog shall be transacted by the Chairman and the Member(s) in a meeting by consensus.

(ii)      The meetings of the Aayog shall be held under the Chairpersonship of the Chairman. If the Chairman is unable to be present at a meeting, the Senior Member present shall chair the meeting and shall have all the powers of the Chairman:

Provided that unless the Chairman directs, no action will be taken on any decision arrived at a meeting, he/she was unable to attend, until he/she has been informed of such decision and upon being so informed, he/she may direct that any such decision will be reconsidered in the next meeting in which he/she shall also be present.

(iii)     As far as possible, every decision of the Aayog in the meeting shall be unanimous. However, if any divergent views are held by the Member(s) and unanimity in the decision cannot be reached on any item then the decision shall be taken by majority of the Members.

(iv)    Dissenting Member shall have the right to get his/her dissent (non-consent) recorded but the Member shall not intimate the Government or any authority or office or officer or any office/staff of Aayog or any other person about his / her dissent.

(v)      The agenda for the meetings will be drawn by the Administrative Officer or in his /her absence by an officer not below the rank of Under Secretary/ Assistant Registrar/ Section Officer and shall be sent to the Chairman and Member(s) at least two days in advance with prior approval of the Chairman for studying by them.

(vi)    All the proceedings/decision of the Aayog in a meeting will be recorded in the minutes by the Administrative Officer and the said minutes after approval of the Chairman shall be circulated to all the Members, whether he/she was present in the meeting or not, within 7 days of the meeting and will be signed by the Chairman and the Members. If, a Member abstains from voting or does not put on his / her signature, the fact shall be entered in the minutes. It shall be duty of the Administrative Officer to ensure that all the minutes of meetings of the Aayog are preserved as a permanent record.

(vii)   All decisions taken during the meeting shall be reduced to writing on the relevant file under the signatures of the Members present in the meeting and shall not be invalidated due to the absence of any Member at such meeting and the decisions shall be deemed to be that of the Aayog. After approval of the Member(s) present, the Administrative Officer shall record each decision on the relevant file under his / her signatures.

(viii)  The decisions / advice / proposals of the Aayog shall in all cases be communicated to all concerned through a letter signed by the Administrative Officer or in his/her absence by the senior most officer present not below the rank of Under Secretary/Assistant Registrar/Section Officer of the Aayog.

(ix)    The Aayog may invite expert officer(s) or non-expert officer(s) for the purpose of assisting it in the course of its meeting, and he/she shall be paid for his / her services in accordance with the rate(s) approved by the Aayog from time to time except employees of the Himachal Pradesh Government.

(x)      No proceedings of a meeting of the Aayog shall be invalid merely by reason of a vacancy in the Office of Chairman or the Member or on the ground that Chairman or the Member was absent from the meeting of the Aayog.

(xi)    The Chairman or in his / her absence, the Senior Member present may deal with any urgent matter or business requiring immediate action by the Aayog. Such action shall be reported to the Chairman and other Members of the Aayog immediately.

Rule - 4. Procedure For Filling Up Posts By Direct Recruitment

(i)       All initial appointments to the Group-C services or posts as are within the purview of the HPRCA under the Himachal Pradesh Government shall be made on the advice of the Aayog except the following:

(a)      Posts in the High Court of Himachal Pradesh, Himachal Pradesh Vidhan Sabha and Himachal Pradesh Public Service Commission;

(b)      Appointment to Group-C posts of wards of government servants who die in harness.

(c)      Group-C posts/service recruitment which is to be made against reserved vacancies for Ex-serviceman including one dependent of the defence services personnel killed in action or disabled in action and rendered unfit for civil employment and physically handicapped.

(d)      Such other posts as may from time to time be excluded by the State Government from the purview of the Aayog.

(e)      50% Class-III posts, recruitment to which is made on batch-wise basis.

(f)       Posts of Surveyors in PWD.

(g)      Recruitment of Junior Basic Training Teachers in Education Department made on merit and batch-wise basis.

(ii)      To make recommendations for initial appointment to all such Group-C posts of the State Public Sector Undertaking (PSUs), Boards, Corporations, Government Universities, Local Bodies etc. as may be entrusted to the Aayog by such PSU/Boards/Corporations /Government Universities / Local Bodies etc. keeping in view the Acts and Bye-laws governing them.

(iii)     Such other function, as may be assigned to the Aayog by the State Government, from time to time.

Rule - 5. Requisitions

Aayog shall accept only online submission of requisitions within the period prescribed by the Govt. In order to do this, the Aayog shall provide an appropriate window in its website where requisitions will need to be entered by the Departments/ other agencies. The website based process will ensure that a requisitions considered complete only when all requisite documentation have been filled as per check list (like duly certified copy of R&P Rules, approval of competent authority to fill the number of vacancies mentioned in the requisition etc.) and is in proper order. The Aayog shall check the documents submitted for authenticity and clarity and convey online acceptance/ rejection/ query in relation to the requisition in a fixed time frame as authenticated by the Administrative Officer.

Rule - 6. Eligibility Of The Candidates

(i)       The age-limit for direct recruitment to the posts will be reckoned on the first day of the year in which the post(s) is / are to be advertised. The upper age limit for the candidates belonging to SC, ST, OBC, WFF, Persons with Benchmark Disabilities categories who are domiciles of Himachal Pradesh and for the employees of Himachal Pradesh Government and Ex-servicemen of Himachal Pradesh shall be relaxable to the extent permissible under the general or special order(s) of the Himachal Pradesh Government.

(ii)      Last date for receipt of application as indicated in the notification shall for all purposes be the cut-off date for determining eligibility, acquiring of minimum qualifications, experience, improvement in the qualification, distinction in sports / NCC and special attributes if any, or any other attribute claimed by the candidate. Experience, improvement in qualification, distinction in sports or any other special attribute/s acquired by the candidates after the cut-off date (i.e. the last date for receipt of applications) shall neither be taken into account nor be given any weightage except in cases where the date of eligibility has been specifically mentioned in the Recruitment and Promotion Rules.

(iii)     For recruitment to the posts to be filled up on the basis of experience, it will be necessary for the candidates to have the required experience for determining his / her eligibility either after acquiring the requisite essential educational qualification(s) or as per the notified provision(s) of the Recruitment and Promotion Rules, as the case may be. Provided that if a dispute arises as to whether a candidate is eligible or ineligible, the decision of the Aayog in this regard shall be final. Provided further that the onus of proving that a candidate has acquired degree/essential qualification by the stipulated date shall be on the candidate and in absence of proof to the contrary the date as mentioned on the face of certificate / degree or the date of issue of certificate/degree shall be taken as the date of acquisition of essential educational qualifications.

(iv)    The category of the candidate claimed in the profile before he / she applies for the post shall be treated as final. In case the candidate has inadvertently filled his category wrongly in the ORA or his / her category undergoes a change before the prescribed closing date for submission of online recruitment application through OTR portal then such candidate shall have to get his / her application modified by requesting the Aayog to that effect in writing. In such a situation, the candidate shall have to deposit the differential amount of the application fees as is applicable for the category claimed by him / her. However, in cases where candidate finds out at any later stage that he / she has wrongly filled his category in the ORA or there is change of category which is beyond the control of the candidate at any stage during the recruitment process; provided he / she has not availed any relaxed standards in terms of age, experience, qualification etc., he / she will inform about it in writing to the Aayog within 15 days after the conduct of screening test /CBT failing which no such type of requests shall be entertained by the Aayog. In such cases, if he / she has paid the examination fees as per the norms of reserved category then he / she will have to deposit the requisite fees. Decision of Aayog on his / her request to change the category shall be final.

(v)      The statutory certificates like Bonafide Himachali, SC, ST, WFF and legal heir issued on parentage basis on the prescribed format which are of permanent nature shall be acceptable to the Aayog. However, the certificates of OBC on parentage basis on the prescribed format and EWS also on the prescribed format issued by the competent authority shall be valid not only for the relevant term of the financial year but also covering the prescribed closing date(s) for submission of online recruitment application through OTR. The latest certificate issued by the competent authority along with self-undertaking stating that his/her status has not been changed and he / she is not excluded from the category of OBC or EWS or BPL; will have to be submitted by the candidate to the Aayog as and when asked by the Aayog as well as on the date of document verification.

(vi)    Since the eligibility of all provisionally admitted candidates will be adjudged / checked on the day of document verification, therefore, the candidates are required to produce original certificates/documents as proof in support of their claims regarding age-limit, category, educational qualifications, experience etc. made in the online recruitment application. On the day of document verification as conveyed online, if any candidate fails to produce original certificate of his / her category of which he / she has made claim in the online recruitment application in addition to other original certificates with regard to his / her eligibility, he / she shall not be allowed to appear before the Document Verification Committee and his / her candidature shall stand automatically rejected.

(vii)   A candidate at any stage of examination / selection which shall include final selection and sending recommendation(s) thereof or during the course of examination or any selection process conducted or being conducted may in addition to rendering himself / herself liable to criminal prosecution under relevant laws (in the case of candidate already in service under Government, to disciplinary action and criminal prosecution under the appropriate rules and relevant laws) may be debarred from appearing in any examination for a period not exceeding 15 years, or his candidature may be cancelled at the discretion of the Aayog w.e.f. the date as may be decided by the Aayog, if he or she is found to be guilty of the following:-

(a)      Obtaining / seeking support for his / her candidature whether in the Examination or Document Verification or Physical Test by any means; or

(b)      Impersonating; or

(c)      Procuring impersonation by any person; or

(d)      Submitting false / fabricated documents or documents which have been tampered with; or

(e)      Making statements which are incorrect or false or flout any instructions, guidelines, terms and conditions, given in advertisement(s) or instructions communicated in any manner or suppressing therein material information at any stage of selection process; or

(f)       Resorting to the following means in connection with his/her candidature for the examination, namely:-

(i)       Found making effort to obtain / obtaining copy of question paper through improper means;

(ii)      Finding out the particulars of the persons connected with secret work relating to the Examination, Document Verification, Physical Test;

(iii)     Influencing the Examiners; or

(iv)    Using or attempting to use unfair means in the Examination hall; or

(g)      Harassing, threatening or causing physical injury to the staff engaged in the conduct of Examination, Document Verification, Physical Test; or

(h)     Violating any of the instructions given to the candidates in their e-admit card or other directives including oral instructions given by the Centre Supervisor / Superintendent or other staff engaged in the Conduct of Examination, Document Verification, Physical Test; or

(i)       Misbehaving in the examination hall including tearing of the scripts, provoking fellow examinees to boycott Examination, Document Verification, Physical Test, creating a disorderly scene and the like; or

(j)       Being in possession of or using mobile phone, pager, scanner or any electronic equipment or device or any other equipment capable of being used as a communication device during the Examination, Document verification, Physical Test; or

(k)      Being debarred earlier on the above mentioned grounds by the HP Public Service Commission or Union Public Service Commission or any State Public Service Commission or any other Government Department/recruiting agency including this Aayog; or

(l)       Attempting to commit or, as the case may be, abetting the Aayog of all or any of the acts specified in the foregoing clauses:

Provided that no penalty under this Rule shall be imposed except after.-

(i)       giving the candidate an opportunity of making such representation in writing as he / she may wish to make in that behalf; and (ii) taking into consideration the representation, if any, submitted by the candidate within the period allowed to him / her.

Rule - 7. Advertisement Of Vacancies

(i)       After receiving the requisition from the concerned Administrative Department of the Government for making direct recruitment to the post(s) / service(s) an indicative advertisement (in brief) shall be published in at least two leading newspapers (one in Hindi and one in English) on a date to be decided by the Chairman and detailed advertisement shall be uploaded on the official website of the Aayog for inviting online recruitment applications (ORAs) from the desirous and eligible candidates through "One Time Registration" (OTR) portal as per provisions of Service Rules, or on principles agreed to by the Aayog where there are no Service Rules in force at that time. Candidate shall upload all relevant documents / testimonials in support of his/her eligibility on the OTR portal. The detailed instructions regarding filling up of online application form shall be uploaded on the official website of the Aayog. The requisition(s) received upto the prescribed closing date for submission of online applications through OTR portal shall be included in the number of posts initially advertised after notifying in the newspapers / gazette.

(ii)      Every such advertisement shall, among other things, will specify:-

(a)      Number of vacancies with breakup of reservation if any;

(b)      The qualifications required for sitting in the examination;

(c)      The minimum and maximum age or relaxation in age;

(d)      Prescribed fees;

(e)      The last date for receipt of application;

(f)       The subject, scheme and syllabus of the examination (in case of examinations / screening test);

(g)      Whether, the post / examination is confined/restricted to applicants having domiciles of Himachal Pradesh only;

(h)     Whether those who have submitted applications in response to any earlier notification issued by the Aayog need or need not to apply again;

(i)       The certificates, testimonials or self-certified/attested copies thereof and other documents which are required to be uploaded along with the online application;

(j)       The office / officer through whom applications shall be submitted, by those already in Government service; and

(k)      Other conditions of eligibility for appearing in the examination / appointment to the post.

(iii)     The Aayog shall have power to club at any time before the closing date of advertisement or before written test whichever is earlier, any post(s) having same essential qualification, nomenclature of the post as per R&P Rules.

Rule - 8. Procedure For Applying Online

(a)      How to Apply:-The desirous and eligible candidate may visit the official website of the Aayog (http://www.hprca.hp.gov.in) and click on the link "Apply Online" on the Home Page. On the opened page the candidate will click on the link "One Time Registration (OTR) for Examinations" and on the opened page will register and create his/ her profile by clicking on "New Registration" if not registered already. After registration or if already registered the candidate will have to log into his / her account in OTR page, once logged in, the list of live advertisements will be displayed to the candidate on the dashboard. Candidate can apply for a particular post or any of the post with live advertisement for which he/she is eligible through the portal. The application of the candidate will be submitted only after uploading of requisite documents as per advertisement. Before submission of application through unique ID, the candidate will be shown the preview of uploaded documents and he / she shall give an undertaking / declaration that:

"It is certified that I have checked the preview of all the requisite uploaded documents and I am satisfied that documents are legible, readable and true. That I shall not object to rejection of my candidature based on the sole reason of uploaded documents being non readable / poor quality of scanning."

(b)      An application submitted in online mode shall be deemed to have been successfully submitted only after payment of fee has been acknowledged and the fee is credited to the account of the Aayog.

(c)      Online Recruitment Application (ORA) once submitted shall not be allowed any change except change of category as per procedure laid down in Rules.

Rule - 9. Payment Of Examination Fee By The Candidates

(i)       The desirous and eligible candidates shall pay the examination fee, fixed category-wise, online by debit / credit card / UPI / any other online digital mode, as the case may be, on or before the prescribed closing date for submission of online recruitment applications through OTR portal. While making payment, the candidate(s) shall pay the fixed amount only after accepting the "Terms and Conditions to apply online". Fee once paid shall neither be refunded under any circumstance nor can it be held in reserve for any other examination or selection.

(ii)      The male candidates of General, General Physically Disabled (orthopedically disabled, Deaf & Dumb and Hearing Impaired), Economic Weaker Section (EWS) (not included in BPL category), Wards of Freedom Fighter categories (WFF) and General-Ex-servicemen of Himachal Pradesh who are relieved from the Defence Services on their own request before completion of their normal tenure of service under the Government of India, shall pay full examination fee.

(iii)     Female candidates of all categories shall be exempted from the payment of examination fee in accordance with the instructions of the Government of Himachal Pradesh issued by the Deptt. of Personnel vide Notification dated 01.01.2020 and other instructions of the Govt. in this regard from time to time.

(iv)    The male candidates of SC, ST, OBC and EWS covered under UR-BPL categories of Himachal Pradesh and Ex-Servicemen candidates of Himachal Pradesh belonging to SC, ST and OBC categories who are relieved from the Defence Services on their own request before completion of their normal tenure of service under the Government of India, shall pay 1/4th of the examination fee.

(v)      The Ex-Servicemen male candidates of Himachal Pradesh who are relieved from the Defence Services after completion of their normal tenure of service under the Government of India and the Blind and Visually Impaired male candidates of Himachal Pradesh are exempted from paying the examination fee.

(vi)    The male candidates of reserved categories of other States i.e. other than the Himachal Pradesh State will be treated as General category candidates and the benefits of reservation and fee concession will not be admissible to such candidates.

Rule - 10. Time Limit For Submission Of Online Recruitment Applications

(i)       All desirous and eligible candidates shall be given 21 (twenty-one) days for submission of online applications through OTR portal. Each advertisement shall indicate closing date for submission of online recruitment applications through OTR portal. The online recruitment applications can be filled up by the desirous and eligible candidates till 11.59 P.M. of the prescribed closing date for submission of application through OTR portal after which the link will be disabled.

However, in exceptional circumstances, the date can be extended with the prior approval of the Chairman of the Aayog after recording the reasons for the same.

(ii)      Processing of Online Recruitment Application (ORA).-Application submitted without the prescribed fee shall be summarily rejected and the remaining candidates shall be admitted provisionally to appear in the Screening Test/Preliminary Examination/CBT/ Written Examination as the case may be, on the basis of their claims made in the online applications.

(iii)     In case selection for appointment(s) for the post(s)/service(s) is/are to be made on the basis of Preliminary Examination/ CBT/Written Test preceded by a skill test or physical standard test, as the case may be, the online applications along with requisite documents of all the candidates or candidates falling in the zone of consideration after holding the test, as the case may be, will be scrutinized by the respective branch as per SOP prescribed by the Aayog.

(iv)    No Government employee will be allowed to appear in the Document Verification unless he/she brings "No Objection Certificate (NOC)" from his / her employer on the day of the said document verification.

(v)      On the day, following the closing / last date prescribed for receipt of applications, an abstract under the headings indicated below shall be prepared by the branch concerned with the help of Nodal officer/computer cell as per SOP/ job chart decided by the Aayog and will be submitted to the Administrative Officer through e-office or otherwise for information along with following details: -

(a)      Date on which departmental requisition was received;

(b)      Date of issue of Notification;

(c)      Last date for receipt of applications;

(d)      Total number of applications received category-wise;

(e)      Total number of applications received without fees.

The Under Secretary/Assistant Registrar/Section Officer responsible for making direct recruitment shall maintain the record of all online recruitment applications received category-wise post-wise in the physical as well as in digital form as per SOP /Job chart prescribed by the Aayog.

(vi)    Scrutiny of Online Recruitment Applications (ORAs):

(a)      The scrutiny of the applications to determine the eligibility or otherwise of the applicant to participate in the selection process shall be undertaken by official/ officer concerned branch as per SOP/Job chart decided by the Aayog.

(b)      The e-admit cards of the provisionally admitted candidates shall be created and uploaded individually against their USER ID to be downloaded by the candidates. SMS alert / email shall also be sent to such candidate(s) on their mobile numbers and e-Mail.

Rule - 11. Receipt Of Applications And Its Record/Diary/Secrutiny Etc

(i)       One-time registration to establish a unique candidate identity, with consideration for Aadhar-based registration for simplicity and efficiency in verification.

(ii)      Only a valid government-issued photo ID during the application.

(iii)     Application shall be rejected in case of any mismatched information.

(iv)    All candidates, including any exempted categories, to deposit the requisite fee at the application stage, which will be reimbursed after appearing in the examination.

(v)      No fee will be returned to the candidates who have submitted wrongly filled or incomplete applications or submitted applications for the post not advertised by the Aayog. The concerned official/ officer as per SOP/ job chart to be decided by the Aayog, will also keep a proper record of fee deposited through Banks/e-payment gateway as Application Fee in physical as well as in digital form as per SOP to be decided by the Aayog. This work of receipt of Applications and their processing shall also be got done through Computer as and when the same is received, keeping in view the element of secrecy, security and urgency. The account of fee received and deposited shall be got reconciled with the Banks concerned at-least once in a month or as the case may be.

(vi)    After the expiry of cut-off date notified for the receipt of applications two check lists of the candidates i.e. one of provisionally admitted candidates on the basis of requisite fee deposited by the candidates and other of rejected candidates on the grounds of non- payment of requisite fee will be prepared & printed by the official/ officer of concerned Recruitment Branch in physical as well in digital form as per SOP/ job chart decided by the Aayog. Only after scrutinizing the entire record properly by the Branch itself, the candidates shall be admitted provisionally to appear in the Preliminary Examination/CBT/Written Screening Test or Skill Test/Document Verification, as the case may be, on the basis of their claims made in the online recruitment application forms.

(vii)   The Under Secretary/Assistant Registrar/Section Officer responsible for making direct recruitment shall ensure maintenance of the record of all online recruitment applications received category-wise/post-wise in the Branch.

Rule - 12. Practice Centres

In order to facilitate the candidates regarding CBT exam pattern, practice center /online practice link shall be provided to familiarize the candidates with the exam pattern.

Rule - 13. Help Desk

There shall be a centralized help desk (telephone/mail), stationed at Hamirpur to resolve the queries of the candidates during office hours.

Rule - 14. Conduct Of Examination

(i)       If it is decided that a screening test or a written test is to be held then the examination centers will be selected keeping in view the number of candidates and their location, seating capacity, computer related infrastructure, internet, UPS, approach, suitability, furniture, staff, electricity, water and other relevant factors.

(ii)      The number of candidates must be five times or more to the number of post advertised in order to conduct the written exam/CBT.

(iii)     Where the Aayog has infrastructure or can make arrangement, it may decide to conduct the written objective type screening test through online computer process. Provided that the computer based test shall be conducted under the CCTV camera surveillance.

(iv)    Keeping in view the resources of the Aayog, secrecy, feasibility and other relevant factors the centers for CBT may be kept on the basis of number of candidates:

Provided, that in the given facts and circumstances the Aayog may shift the center of examination to the adjoining/another Distt. Headquarter(s)/Sub-Division(s) thereof.

Provided further that where the Aayog decides to conduct the objective type examination through online computer process, the Aayog may decide about the examination centres as per their availability in any District(s) of HP for the reasons to be recorded.

(v)      Once the date of examination and venue has been decided, the e-admit cards of provisionally admitted candidates shall be created and uploaded individually against their USER ID by the recruitment branch for downloading by them. SMS alert/email shall also be sent to such candidate(s) who submit their mobile numbers and email addresses. The Public Notice shall be published in two leading newspapers (one in Hindi & one in English) as well as on the website of the Aayog. No separate correspondence will be done in this regard.

(vi)    The respective District Magistrate/Sub Divisional Magistrate will be requested to make arrangement for maintaining Law & Order in and around the examination centers.

(vii)   The Controller/ Additional Controller of Examination of the Aayog shall get maintain a panel of suitable and qualified person for getting the paper(s) set and evaluation thereof or through other agency as may be decided by the Aayog.

(viii)  Controller/Additional Controller shall assist in generation of encrypted/ printed question paper through the other agency as may be decided and secrecy, accuracy and quality shall be ensured.

(ix)    The Controller/ Additional Controller of Examination will appoint and lay down the duties of the Observer, Centre Superintendents, Deputy Centre Superintendents, Invigilators, Clerks, Class-IV, Water Carriers and Assistant Co-ordinator and they shall be paid at the rates approved by the Govt. from time to time.

(x)      The Centre Superintendent shall make a seating plan which may be pasted on the Notice Board of the Aayog/Institution and copy of seating plan shall also be pasted on the entrance of each examination room and similar arrangement shall be done if the examination is conducted by the other agency.

(xi)    The candidates shall be allowed to enter the examination center after verification of e-admit cards through barcode scanning or by way of Biometrics/Iris scanning etc. as prescribed by the Aayog

(xii)   The signatures of the candidates on the attendance sheet will be taken by the Centre Staff in the overall supervision of Centre Supdt. by Biometrics for photo/ thumb impression of candidates as prescribed by the Aayog

(xiii)  No one except the staff on duty or the Aayog officials/officers with identity card shall be allowed to enter the examination hall/room.

(xiv)  Wherever number of candidates for a post is limited, the option of OMR based tests shall be preferred by the Aayog in place of CBT.

Rule - 15. Evaluation

(i)       The Aayog will device and prescribe a mechanism/system for the evaluation of responses of CBT through a software or through the other agency as decided by the Govt. Separate SOP shall be decided by the Aayog in consultation with the Department of Personnel to the GoHP.

(ii)      Re-Checking / Re-Evaluation of CBT queries.-Provision of a dedicated window for challenging the answer key online shall be available to the candidates. A non-refundable fee of Rs. 200 shall be charged for every challenge to the answer key.

Rule - 16. Selection Of Candidates

(i)       On the basis of evaluation of Written Screening Test/ CBT, a merit list shall be prepared and in case of different reserved categories, the category-wise merit list shall be prepared. The candidates to be eligible and in the consideration zone, must secure at-least 35% marks in the case of general category candidates and 30% marks in the case of Scheduled Caste/ Scheduled Tribe/Other Backward Classes/Wards of Freedom Fighters candidates. Those securing less than the prescribed marks will be disqualified and will not be considered for the remaining selection process.

(ii)      The final selection of the candidates will be on the basis of merit of total marks obtained in the written screening test/CBT/PET (if otherwise provided in the R&P Rules of the respective post) after fulfilling the eligibility criterion like Skill test etc.

(iii)     Where a type and shorthand test is an essential qualification, the candidate(s) will be required to undergoes these tests for the prescribed speed.

(iv)    Where a practical test is prescribed / required, the candidate(s) will be required to undergo the required physical test as per physical standard laid down.

(v)      Selection to various Group-C posts falling under the purview of the Aayog shall be made as per the rules / instructions of the Government which presently stipulate that the same shall be done on the basis of Computer Based Test only having objective type Multiple Choice Questions (MCQs) or otherwise provided:

Provided that maximum number of eligible candidates for the Skill Test and / or written examination or PET who shall be eligible to appear in such examination based on number of posts advertised by the Aayog as under:-

(a)      Candidates equal to five times the number of posts advertised, if the number is less than 30.

(b)      150 candidates if the number is between 30 and 40 both inclusive.

(c)      Candidates equal to 4 times the number of posts advertised if the number is greater than 40.

Provided further that maximum number of eligible candidates for the document verification, shall be three times the number of posts advertised.

(vi)    Final order of merit shall be determined in accordance with highest marks secured in the CBT exam. In case the marks are also equal, then the candidate who is older in age will be placed above the candidate younger in age. In case the age is also same then the candidate having more marks in the essential qualification will be placed above the candidate having less marks.

(vii)   The candidates will have to exercise the option in writing at the time of documentation and the selection/allocation of the departments will be made on the basis of "Merit-cum-Optioncum-Availability of Post" formula in the case of the posts of various departments and various districts in case of District cadre posts. However, the desirous reserve category candidate(s) may further opt that in case by considering him as MRC (Meritorious Reserve Candidate), he is not getting the post/department/district of his better preference/choice, then he may be considered in his respective reserve category for giving him better choice/preference for ultimate recommendation.

(viii)  The final recommendations of selection shall be placed before the Aayog for approval before they are communicated to the Requisitioning Authority for appointment.

(ix)    While preparing the final result, a category-wise waiting list (Panel) shall be prepared as declared by the Aayog as under:-

Waiting panel:

(a)      Where the advertised number for each post is upto 25 then @ 25% subject to minimum of two candidates.

(b)      Where the advertised number for each post is between 25 to 50 then @15%

(c)      Where the advertised number for each post is above 50 then @10% subject to minimum of eight candidates.

The candidates placed in the waiting list/panel shall have no right to be appointed except when a selected/recommended candidate does not join and the waiting list is still in operation. The waiting panel shall also be published on the website of the Aayog and will be in operation for one year from the date of sending recommendation of the Aayog to the concerned Appointing Authority.

(x)      While declaring the final result, category-wise total marks obtained by selected candidates will also be shown. The marks obtained in the written screening/descriptive test / skill test/ PET shall be shown separately.

(xi)    The recommendations of the Aayog will be valid till the appointments are offered to the candidate by the Appointing Authority irrespective of the time span.

(xii)   The recommendation will be sent to the Requisitioning Authority by the Chief Administrator of the Aayog and result will also be displayed on the Notice Board of the Aayog besides intimation to the individual candidate.

Rule - 17. Dealing With Legal Matters

(i)       In legal matters, the Aayog shall be assisted by District Attorney/Dy. District Attorney/ Law Officer as the case may be.

(ii)      For the purpose of all judicial processes, the Aayog shall file the case or reply in the name of Chief Administrator, HPRCA Hamirpur.

(iii)     The Aayog will defend itself in such suits or petitions in which the Aayog is impleaded as a defendant/respondent, and if, other Government Department and/or their officers and/or Union/State Government are also impleaded as a co-defendant/respondent then these codefendants/ respondents shall be defended by the concerned Administrative Department.

(iv)    The suits or proceedings in which the Members and/or Officers of the Aayog are joined as defendants/respondents by designation or by name for the act done by them in discharge of their official duty and as per the directions of the Aayog, shall also be defended by the Aayog.

However, if such Members/officers intend to file their separate replies then the same shall be shown to the Chairman before submission in the Court so that replies concerning the Aayog are vetted by it.

(v)      The Chief Administrator with the permission of the Chairman can give instructions for analytical data or reports to be made immediately available to the Panel of Standing Counsel of the Aayog or Advocate General in a legal case in which Aayog is a party.

(vi)    Decisions regarding compliance of Courts decision or order or filing of an appeal against it pertaining to recruitment process shall be taken by the Aayog.

(vii)   The Aayog will consider and dispose of the representation received against the final decision taken by the Aayog on any matter. However, in other cases the Government servants should not directly or indirectly submit their representation to the Aayog in regard to the cases pertaining to their service matters and same should be submitted to the Appropriate Authority through proper channel.

Rule - 18. Dealing With Administrative Matters

All the Administrative matters shall be decided by the Administrative Officer with the prior approval of the Chairman of Aayog.

Rule - 19. Dealing With Financial Matters

(i)       All the financial powers shall be vested with the Administrative Officer of the Aayog who will exercise full power of Head of the Department in financial matters.

(ii)      As per provisions of relevant rules and instructions issued by the Government from time to time, the Administrative Officer with the help of Joint Controller, HPF&AS will prepare the budget estimates based on current year estimates or revised estimates and the expenses incurred during the current financial year.

(iii)     Any additional demand added in the budget estimates shall be shown separately.

(iv)    Budget estimates so prepared shall be presented before the Chairman for approval at least 10 days before being sent to the Government. The Chairman if deemed necessary or appropriate can make changes in the estimates.

(v)      Administrative Officer shall make quarterly report to the Chairman for information and direction regarding the expenditure of the Aayog.

Rule - 20. Dealing With Procurement Matters

(i)       The Administrative Officer of the Aayog shall be the competent authority to make arrangement for procurement of goods and services subject to completion of all codal formalities as envisaged in the HP Financial Rules, 2009 and other instructions issued by the Govt. from time to time.

(ii)      The tender/e-tender/Bids shall be invited by the Administrative officer after preparing tender documents with relevant terms & conditions.

(iii)     The Tender Opening Committee/Technical Committee of appropriate level shall be decided by the Administrative Officer with the prior approval of the Chairman of Aayog.

(iv)    All the contract agreements shall be signed by the Administrative Officer of Aayog with prior approval of the chairman.

Rule - 21. Retention Of Record

All records and documents shall be maintained / retained in physical as well as in digital form as per the Record Retention Schedule-I or as may be notified by the Aayog from time to time. After declaration of result, the data will be stored on servers along with audit trails, MIS report etc.

Rule - 22. Presentation Of Annual Administrative Report

The Aayog shall present to the Govt. of Himachal Pradesh an Annual Administrative Report.

Rule - 23. Power To Correct The Mistakes

The Aayog may correct any clerical, typographical, arithmetical mistake in the written results objective or otherwise, selection/merit list etc. or the errors arising therein from any accidental slip or omission any time, either on its own motion or on the application of any of the concerned after due deliberations.

Rule - 24. Power To Relax

Where the Aayog is of the opinion that it is necessary or expedient to do so, it may, for reasons to be recorded in writing relax the provision(s).

Rule - 25. Right To Interpret

If any question arises as to the interpretation of any provision(s) of these Rules, the State Government (in the Department of Personnel) shall decide the same and the decision so taken shall be final.

Rule - 26. Matters Not Regulated

In any matter for which no provision is made in these rules, the Aayog shall regulate their proceedings in such manner as the Aayog thinks fit.

SCHEDULE

INSTRUCTIONS FOR THE RETENTION AND WEEDING OUT THE RECORDS OF HIMACHAL PRADESH RAJYA CHAYAN AAYOG, HAMIRPUR

(I)      PERMANENT:

(1)     Files containing general policy and principles.

(2)     Rules & Regulations for examinations.

(3)     Rules of Business & Procedure.

(4)     Proceedings of the meeting of the Commission.

(5)     Advertisements/collection of Advertisements (03 sets only).

(6)     Black list Register.

(7)     Recommendations.

(8)     Mark lists/Award list of examiners along-with a list of fictitious Roll Numbers.

(9)     Result cards/ Commission Sheets and Master copies of results of written exams.

(10)   Files of all posts including noting portion.

(11)   Waiting/Reserve lists.

(12)   Other record as may be prescribed and decided by the Aayog.

(II)     TEN YEARS:

Digital record of question bank /CCTV footage etc., if any, along with other related record/ hardware to be retained for ten years.

(III)   FIVE YEARS:

(1)     Application Forms, Admit card, Cut-lists, Rejection lists and Attendance sheets.

(2)     Arrangement for exam.

(3)     Panel of examiners (Five years after reconstitution of the panel).

(4)     Answer books (Five years after the completion of the selection process).

(5)     Representations/complaints about final result (Five years from the date of final disposal of the matter).

(6)     Type scripts and transcripts of type/shorthand tests.

Note.-Time limit for weeding out files/applications where the matter is pending in the Court of Law is to be taken into account from the date of final decision of the Court. All other record and in cases for which no specific provision has been made the provisions of Office Manual shall apply.