DIRECT RECRUITMENT PROCEDURES MANUAL

PREFACE
Recruitment is most vital operative function of Human Resource Management which makes it possible to obtain potential personnel to carry out the continued organisational tasks. It is a process of searching for prospective employees to occupy actual or anticipated positions in the Organisation for continuous growth.

SJVN has well defined Recruitment Rules titled ‘Policy Statement on Manpower Recruitment’ detailing various provisions for making recruitment. This Manual has been devised strictly as per the provisions of the Recruitment Rules providing various processes and procedures to be applied while making recruitment.

This manual containing various recruitment and selection activities defined under following five sections:-

Section – I 
General: Describes rule positions and main features of the SJVN Recruitment Rules.

Section – II
Recruitment: Describes various pre-recruitment activities, such as, publication/notification of vacancies, screening of applications, calling candidates for selection etc.

Section – III 
Selection: Describes activities relating to holding of Written Test, Interviews, Making of Panels and Release of offers.

Section – IV 
Joining: Describes activities pertaining to joining, induction and placement of new entrants.

Section – V 
Standard Job Specifications in respect of Executives.

Interpretation & Amendments

SECTION – I : GENERAL

1. OBJECTIVES :
Recruitment activities are centralised at Corporate Centre and are undertaken by Corporate Recruitment Group. However, with the prior approval of the Appointing Authority, recruitment to non-executive posts may be carried out by Project Personnel Department also. Objective of this Manual is to provide step by step processes and procedures for the guidance of the officials making recruitment. The user of this Manual should be well familiar with the provisions of SJVN Recruitment Rules for its effective use.

2.0 SCOPE OF COVERAGE :
1.  Various processes and procedures laid down in the manual shall apply to the appointments by Direct Recruitment either through open advertisement and/or from within the organisation and/or Employment Exchanges as required under Employment Exchanges (Compulsory Notification of Vacancies) Act, 1959.

2.  These provisions will not apply to recruitment on casual or contract basis for specific assignment and period. Recruitment of Consultants and appointment on absorption basis shall also be outside the purview of these provisions and shall be guided by the relevant rules applicable from time to time.

3.0 DEFINITIONS :

1. ‘Organisation’ means SJVN, includes Corporate/Co-ordination Offices/Projects/Units under its administrative control.
2. ‘Recruitment Rules’ means SJVN Recruitment Rules titled ‘Policy Statement on Manpower Recruitment’ to govern, regulate and facilitate recruitment in the Organisation.
3. ‘Appointing Authority’ means authorities competent to make and approve appointments to the posts within the approved manpower budget as referred to at Clause 3.2 of the Recruitment Rules and also in delegation of Powers.
4. ‘Posts’ means a position duly created and approved by the Appointing Authority for making appointment.
5. ‘Job Specifications’ means the eligibility requirements in terms of educational / professional qualifications, length and nature of experience and age criteria in respect of each post as indicated in Job Specifications Manual for Executives, Supervisors and Workmen.
6. ‘Standard Designations’ means the designations as given in Job Specification to which recruitment will be made.
7. ‘Pay’ means Basic Pay plus Dearness Allowance.

4.  SOURCES OF RECRUITMENT:
1. Recruitment shall be in adherence to the overall manpower budget and will be made only against the sanctioned posts. Once the manpower requirement is finalised, recruitment process starts with advertisement/notification of posts depending upon the source of recruitment i.e. from Open Market and/or through Employment Exchanges.

2.  Following will be the sources of recruitment:-

Posts
1.  Post in the Executive Cadre including Executive Trainees (E0 to E9)

Source
a. By advertisement on All India Basis.

Posts
2.  Posts in Non-Executive Cadre in the Workmen Categories upto W-6 Level including Trainees.

Source
a. By Notification to all the Employment Exchanges of the State in which the Project is located.

b. By publication in the Employment News. In such case, only persons whose names are registered with any of the Employment Exchanges located in the State in which Project is located, shall be considered.

c. By notification to Central Employment Exchanges/Local Press if it is felt that sufficient number of reserved category candidates may not be available in the State where the Project is located.

Posts
3.  Posts in Non-Executive Cadre other than those at (ii) above.

Source
a. By notification to the Regional Employment Exchanges.
b. By advertisement in the Newspapers.
c. From outside the Region if it is felt that suitable candidates in adequate number will not be available within the Region.

5.  RESERVATION & ROSTERS FOR SC/ST & OBC : 

1.  As per the Reservation Policy of the Govt. of India, certain percentage of posts under its control are reserved for SC/ST & OBC. In order to determine the number of vacancies for SCs, STs & OBCs, in a particular recruitment, Reservation Rosters have been prescribed. The following are the percentage of reservations and corresponding model rosters in various methods of Direct Recruitment:

OBC Reservation is effective from 08.09.1993

Note: ‘By Open Competition’ would mean recruitment where the element of written examination is involved as part of selection process. Any recruitment not made through written examination would mean recruitment otherwise than by open competition.

2.  In SJVN, recruitment is generally made by Interview. Of late, Written Tests were also resorted to as elimination tool to shortlist candidates to be called for Interview. As such, recruitments in SJVN fall under ‘otherwise than by Open Competition on All India basis’ with reservation for SC – 16.66%, ST – 7.5% & OBC – 25.84%, as per 120 points roster. Following rosters for direct recruitment are presently in operation in the organisation:-

Note: 
1.  In case the Written Test constitute the weightage in overall selection, in such cases the Roster of 200 points will be applicable, i.e. 15% for SC, 75% for ST and 25.84% for OBC.

2.  The recruitment is centralised at Corporate Office, all Rosters will be maintained/centralised by Corporate Recruitment Group. However, with the prior approval of Appointing Authority, if the recruitment of non-executive category is undertaken at project level, the reservation applicable in such cases will be obtained from Corporate Recruitment Group by the respective P&A Department.

6.  RELAXATIONS & CONCESSIONS TO SC/ST/OBC:

Age : Upper age limit is relaxable by 05 years for SC/ST and by 03 year for OBC candidates. Physically Handicapped persons belonging to SC/ST will be eligible for relaxation of 10 years over and above the above age relaxation.

Fee: SC/ST candidates will be exempted from payment of application fee.

Reservation: 

1. Posts to be filled on All India Basis (SC-16.66%, ST- 7.5% & OBC-25.84%).
2. Post to be filled by Open Competition on All India Basis ( SC- 15%, ST7.5% & OBC-27%)
3. Posts to be filled on Regional Basis for the State of HP (SC-20%, ST-5% & OBC-25%).

Educational/Professional Qualification: 
No relaxation to SC/ST/OBC in the prescribed qualification criteria. However, 5% relaxation in minimum prescribed percentage of marks/grade in the educational qualification will be allowed.

Broadcast on AIR: 
Vacancies reserved for SC/ST may be notified to appropriate stations of AIR for announcement.

Selection:
 If adequate number of SC/ST candidates are not available to fill the reserved posts, the minimum standard set for selection in Written Examination/Interview may be relaxed for selection of SC/ST candidates provided they are not considered unfit to hold the post. The extent of relaxation in the minimum standard is not prescribed. However, this may be from 5% to 10% depending upon the requirement.

Experience:
 Relaxation in the length of experience prescribed will be given to SC/ST candidates by one year where the requirement is more than three years.

Separate Interview: 
The Interview of SC/ST and OBC candidates shall be held on a separate day or sitting of the Selection Board so that the SCs/STs and OBCs are not judged in comparison with General candidates.

7.  RESERVATION & CONCESSIONS TO PHYSICALLY HANDICAPPED:

2.  In addition to the reservation of posts for SC/ST/OBC in direct recruitment, 3% posts have been reserved for persons with physical disabilities (Physically Handicapped) of which 1% each for persons with following disabilities:-

• Blindness or Low Vision (Visually Handicapped).
• Hearing Impairment (Hearing Handicapped).
• Locomotor Disability or Cerebral Palsy (Orthopaedically Handicapped).

2.  Reservation may start with any category of disability. It will, however, be ensured that there is proper rotation of reservation among the categories of disabilities.

3.  Reservation for Physically Handicapped to various groups of posts will be as under:-
Group ‘C’ & ‘D’ Posts  - With reference to total strength.
Group ‘A’ & ‘B’ Posts   - With reference to the identified posts as suitable for PH.

Note: 
Posts in Workmen category from W3 to W6 and S1 have been grouped in Group ‘C’, W1 and W2 in Group ‘D’, Supervisory posts from S2 to S4 in Group ‘B’ and all Executive posts from E0 to E9 in Group ‘A’. At present, the following posts have been identified as suitable for Physically Handicapped in Group ‘A’ and ‘B’.

Group ‘A’ - AE (Design Engineering)/Asstt. Officers (P&A / F&A / Training / IT&C / Hindi / PR).
Group ‘B’ - Supervisor Grade – I/II/III (P&A / F&A / Training / IT&C Hindi / PR).

4.  The Physically Handicapped persons appointed will be placed in the SC/ST/OBC Reservation Roster in the appropriate category, i.e., SC/ST/OBC or General depending upon the category to which they belong. This 3% reservation will be within the prescribed percentage of reservation for SC/ST/OBC and will not result in increase in overall reservation for SC/ST/OBC.

5.  The upper age limit will be relaxable by 10 years for appointment to Group ‘C’ & ‘D’ posts and by 05 years for Group ‘A’ & ‘B’ posts.

6.  The candidates with Physical disability will be exempted from payment of application fee.

8.  RESERVATION TO EX-SERVICEMEN:

1.  Reservation of posts in Group ‘C’ and ‘D’ to be filled by direct recruitment for Ex-Servicemen to the following extent has been prescribed :-
Group ‘C’ Posts - 10%
Group ‘D’ Posts - 20%

2.  As in the case of Physically Handicapped the percentage of reservation for Ex-Servicemen is within the overall percentage of reservation for SC/ST/OBC and will be shown against relevant categories, viz., SC/ST/OBC or General.

3.  Ex-Servicemen who have put in not less than six month’s continuous service in armed forces shall be allowed to deduct the period of such service from his actual age and if the resultant age does not exceed the prescribed maximum age by more than three years, he shall be deemed to satisfy the condition regarding age limit.

Note: 
Any change notified by Govt. of India in the Reservation Policy will be made applicable.

SECTION – II : RECRUITMENT

9.  PLANNING FOR ADVERTISEMENT:

1.  Posts to be filled from Open Market will be advertised giving full information regarding the nature and duties of the post, qualifications, experience and age limit, prospects of promotion and other relevant information in the Employment News and SJVN Website. If the selection process comprises Written Test, the same may be clearly indicated in the advertisement. While planning the advertisement following points may be kept in mind: -

• Each advertisement will have a distinct identification number, like 35/2004. First two digits denote the serial number of advertisement released so far followed by the year in which advertisement is being released.

• Brief introduction of the organisation.

• Details of post, discipline, level, number of posts (including reservation for SC/ST/OBC, etc.), age requirement, scale of pay and reservation status.

• Educational/Professional qualification requirement.

• Experience criteria - length and nature.

• Compensation package.

• Application fee details.

• Clear-cut mention of relaxation and number of vacancies reserved for SC/ST/OBC.

• General/Special conditions of recruitment, if any.

• Format of application.

• Mode of Transport for reimbursement of TA.

• Last date for receipt of applications. The applications received after the closing date will not be entertained.

• Address for receiving applications.

• The closing date to be clearly specified.

An advertisement to be drafted on the above lines is got to be approved from director (Personnel)/Appointing Authority from time to time.

2.  The cut-off date for qualification, experience and age will be the closing date for receipt of applications. In such cases where candidates expecting their final results are to be allowed should be clearly indicated in the advertisement, subject to the obtaining of prescribed percentage of marks. Full advertisement alongwith Format of the application will be hosted on the official Website of the organisation to be downloaded by the candidates for use.

10.  WINDOW ADVERTISEMENT:

As the advertisement of posts involves huge expenditure, it is desirable to resort to Window Advertisement in order to curtail the expenditure. While the full advertisement will be published in a scheduled newspaper, say, in the Employment News, a Window Advertisement may be carried out in the leading National/Regional dailies giving brief description of the posts proposed to be filled up advising the readers to refer to the full advertisement in the scheduled newspapers and the official Website of the Organisation. The Window Advertisement is also got to be approved from Director (Personnel)/Appointing Authority from time to time.

11.  PUBLICATION OF ADVERTISEMENT :

1.  Draft advertisement will be approved by the Appointing Authority alongwith estimated budget before publication in the media. The clause of sending the applications through ordinary post accompanied with application fee may invariably be mentioned in the advertisement. Depending upon the targeted candidates, the advertisement will be published in the national /regional newspapers. For recruitment on All India Basis, the advertisement will be published in two leading newspapers and in the Employment News (Hindi, English and Urdu) through Corporate Communications Department within the approved budget. Artwork of the advertisement should be checked to ensure conformity with the approved draft advertisement. On publication of the advertisement, copies of the same be obtained and kept for record. On receipt of bills from the advertising agency, the bills will be certified for payment.

2.  One copy of the advertisement should be circulated to the Central PSUs/State Electricity Boards. A copy should also be put up on the Organisation’s Notice Boards in its offices under Corporate Centre and Project Offices. A copy should also be sent to the recognised associations of SC/ST/OBC and agencies for Physically Handicapped/Ex-Servicemen as the case may be. The entire notification alongwith application format should also be hosted on the official website of the organisation.

12.  NOTIFICATION TO THE EMPLOYMENT EXCHANGES :

1.  Posts meant to be filled through Employment Exchanges under Employment Exchange (Compulsory Notification of Vacancies) Act, 1959, will be sent to all the Employment Exchanges in Himachal Pradesh or to the Regional/Central Employment Exchanges, as the case may be, giving full details as required in the prescribed requisition form given as Format ‘I’. Employment Exchanges will be allowed 21 clear days for sponsoring the names of the applicants registered with them. It should be clearly indicated in the requisition form that in case, no names are sponsored within stipulated 21 days, the Corporation will be free to resort to recruitment from open market. In such a case, ‘Non-Availability Certificate’ (NAC) should invariably be obtained before initiating recruitment from the open market/any other sources than Employment Exchanges.

13.  RECEIVING/REGISTRATION OF APPLICATIONS :

1.  Once the posts are advertised in the press or requisition sent to Employment Exchanges, proper arrangement for receiving applications will be made. For this purpose, a big box may be conveniently placed at the Security Post where the Postman/Candidates may drop the applications. At the end of the day, applications will be collected and segregated post-wise, discipline-wise and be arranged in separate folders for each post. Each application will be given a distinct registration number alongwith date of receipt.

2.  Registration of applications will involve the following steps:-

• Opening of applications and segregating on the basis of posts and category of candidates.
• Giving registration number with date.
• Segregation of postal orders / demand drafts and sending them to Finance for necessary action.
• Data entry of applications.

3.  Registration of applications should be completed within fortnight from the closing date. Depending upon the quantum of applications, the work of registration may be assigned to outside agencies.

14.  SCREENING OF APPLICATIONS :

1.  Once the data entry of applications is over, screening of applications will be done on the prescribed registration sheet itself strictly as per the advertised job specifications with no deviations. Preliminary screening will be done by a person in the Recruitment Department not below the rank of Jr. Officer, which will also be seen by the concerned executive in the department for the final scrutiny. It will be ensured that the candidate meets the following criteria:-

• He is within the prescribed age limit.
• He has the prescribed educational/professional qualification for the post.
• He has total and next below level experience for the post.
• He has enclosed prescribed application fee.

2.  Candidates found meeting the prescribed job specification should be shortlisted as eligible in the relevant column. Similarly, those not meeting the specifications should be shown accordingly. In such a situation, reasons in brief for disqualification be recorded. Reserved category candidates who may have applied against General posts may also be considered subject to their meeting prescribed criteria against General posts without relaxation admissible to them.

3.  For the posts other than Trainees, Personnel Department after preliminary scrutiny will forward the applications to concerned Department for scrutiny with a view to screen for interview. List of only those candidates who are considered suitable in terms of qualification, experience, nature and quality of technical knowledge, professional expertise required for each specific post shall be compiled.

4.  On completion of the screening by the concerned department, the Head of the Department will forward to the Personnel Department a list of candidates eligible for interview, spelling out clearly the criteria adopted for screening and the basis of rejection of application in each case. The applications will be screened by a duly authorised Officer nominated by the Head of the Department. After the applications are finally screened, Personnel Department will prepare a final list of eligible candidates indicating levels for which the candidate should be called for interview, keeping in view the reserved vacancies and special relaxation for candidates belonging to SC/ST etc. and this shortlist after approval by the competent authority or the officer to whom powers are delegated will form the basis for candidates to be called for selection interview.

5.  Qualification requirement will not be relaxed in any case. However, the criteria of age and length of experience in deserving cases may be relaxed with the approval of Appointing Authority.

15.  PROPOSAL FOR HOLDING OF WRITTEN TEST / INTERVIEW :

1.  Screening of applications being completed, a proposal will be made seeking approval of the Appointing Authority for holding of Written Test, if any, and Interview of the candidates found eligible for the post in the final screening. The proposal will be accompanied by a list of eligible candidates to be called for Test/Interview clearly indicating the post for which they are to be considered alongwith screening sheet and applications of such candidates. Date, venue and time of Test/Interview will be proposed.

16. WRITTEN EXAMINATION :

The induction at Trainee level in different cadre will be through Written Test consisting of General Ability and the respective Subject. The minimum required percentage in the prescribed qualification will be 50% for SC/ST Internal Candidates and 55% for Others for recruitment of all types of Trainees in Executive and Jr. Officer. For Workmen level the percentage may be fixed as per requirement with the approval of Director (Personnel).

Note: 
If the number of applications received is less than 50 in any discipline, the holding of Written Test will not be economical and the selection in such discipline will be carried out through Group Discussion carrying weightage of 30% and Interview carry weightage of 70% with the approval of Director (Personnel). If the Selection Interview Committee feels, they may conduct a short Written Test of 50 marks which will be part of Interview process.

1.  Generally, subject to the prescribed qualifying marks in the Test, 05 candidates will be called against one post from the Merit List. The number of candidates may be extended not beyond 07 with the prior approval of the appointing authority.

2.  The procedure to be followed for holding Written Test is given below:-

a. Syllabus for Written Test:
The Syllabus to be followed for various subjects/disciplines will be as under:-

(i) Engineering Discipline: 
The syllabus of Indian Engineering Services (UPSC) will be followed for setting the question paper for the test. However, comments of HODs of respective subject will be obtained for any addition/deletion in the syllabus.

(ii) Other Discipline: 
The syllabus for other discipline is to be devised by Recruitment in association with the respective Department from time to time.

Note: 
The disciplines in which Recruitment is to be made, the syllabus of the same should be hosted on SJVN official Website along with advertisement and format for the reference of the candidates.

b.  Question Paper Setting:
The question paper as per the details in Para 16.0 will be made only through National Level Institutes, i.e. for Engineering discipline Indian Institute of Technology and for other disciplines (HR, F&A, PR, etc.) IIMS, XLRI, Jamshedpur , TISS, Bombay , FMS, D.U., MDI, HP University or Sr. Faculty Members of these Institutes or similar level Institutes. The question paper for Supervisory and Workmen category will be made through the Institutes/Sr. Faculty Members of repute with the approval of Director (Personnel) from time to time.

c.  Question Paper Printing:
Normally the responsibility of printing of Question Paper will be entrusted to the agency for setting of question papers and in case the same is not possible due to shortage of time or any other reason, a team of two officer, one from Recruitment and one from other department will be constituted by name with the approval of Director (Personnel) who will be responsible for printing of required number of question papers and also maintaining the secrecy. In such a situation, the agency setting the questions will be directed to handover the questions in the form of proper question paper in a sealed cover containing one set of hard copy and one CD which will be collected from them by authorised representative of SJVN. The same sealed cover will be opened in Printing press in the presence of all the members nominated who will sign on the sealed cover and record that the seal found intact and opened in their presence. The signature of the Director/Owner of the press will be obtained. All the codel formalities of printing of confidential matter will be followed without any lapse.

In order to maintain the confidentiality, the job can be done on Single Tender basis by maintaining proper account or/alternatively through the agency shortlisted by SJVN, for its printing work on the rates quoted by them. The printing of question papers in appropriate quantity should be ready atleast four days before the date of the Written Test. The name of Printing Press will be kept secret and same press will not be used more than two times in a block of five years.

d.  Data Processing and Issuance of Roll Number & Call Letters:
The Head of Recruitment Section will be responsible for initiating the proposal for engagement of external agency for data processing as and when required. The due care should be taken to allocate Roll Number, Date and Centre of Exam, Time, etc., besides issuing of Call Letters to eligible candidates to the address of communication indicated by them in application format giving 15-20 clear days before the date of the Written Test.

e.  Conduct of Exam:
The conduct of Written Test at any Venue will be joint responsibility of the Superintendent of the Venue and SJVN Observers. The Recruitment Section will initiate the proposal of nominating SJVN Observers to each Venue atleast one week prior to the date of Written Test and also arrange briefing session of Observer with Director (Personnel). The manual indicating Important Telephone Numbers, Venue Address, Role & Responsibility of Observer, Instructions to the Invigilators, Regulation at the Venue, etc. will be handed over to SJVN Observer one day prior to the briefing session with Director (Personnel).

Each centre will have atleast one Observer. One officer will be made overall Incharge of the examination. Flying Squads will be constituted as per requirement. Observers will initial and stamp each Answer Sheet. Only candidates with valid Admission Cards with photographs will be allowed. In case a candidates reaches wrong centre, he may be sent to his centre if time permits. In genuine cases Observers may allow the candidate to appear in examination in the same centre if there is no time. No outsider will be allowed in the centre and full strictness will be observed. Scientific calculator may be allowed. No mobile phones will be allowed in the Examination Hall.

After examination, the Answer Sheet will be sealed in envelopes in the examination hall with signatures of Observers and Invigilators on the envelope. Thereafter, the envelopes will be sealed in a locker/steel alamirah in SJVN Office in the presence of five SJVN Executives.

f.  Evaluation of Answer Sheet:
Evaluation of Answer Sheet will be done within one week of the test. This will be done by a team consisting of SJVN Executives approved by Director (Personnel) in a closed hall/room. Entry of no other persons or exit would be allowed while the marking is being done. An independent person preferably retired Session Judge or Judicial Officer of above rank will preside over the evaluation work and will sign the final result sheet. Full security will be provided for this purpose. The answer sheets will be subject to 5% sample rechecking by SJVN Senior Officers of DGM and above rank.

g.  Declaration of Result:
Subject to the minimum percentage and number of posts (1:5), the successful candidates will be called for Interview within three weeks from the date of the Written Test.

17.  CONSTITUTION OF SELECTION BOARD / COMMITTEE:
1.  Constitution of Selection Board/Committee for the Interviews will be as under:-

a.  Board for selection in Executive cadre including Trainees:-
Chairman
An eminent person of the level of Ex-Chairman of PSU/SEB/Addl. Secy. (GOI)

Member

• CMD of SJVN or his nominee. 
• Director (Personnel), SJVN or his nominee. 
• Head of Division/Department concerned. 
• 01 Expert Member of appropriate level from the concerned area from within or outside the organisation. 
• SC/ST/OBC & Minorities representative of the level of Dy. Secretary. 
• HP Govt. Nominee.

b. For Selection in Non-Executive Cadre including Trainees.
Chairman
Head of Department/Function concerned.

Members

• Representative of Personnel Department to be nominated by Director (Pers.). 
• 01 Expert Member of appropriate level from within or outside the organisation. 
• Secretary (MPP&P), HP Govt. or his nominee as HP Govt. Representative. 
• SC/ST/OBC & Minorities Representative of the appropriate level.

2. Selection Board/Committee for interviewing candidates constituted as provided above will be proposed for approval of the Appointing Authority. Any change in composition of the Selection Committee at a later stage may invariably be approved by the Appointing Authority. The names of the members will be kept confidential.

1.  On approval of the proposal for holding the Interview on a scheduled date, Call-Letters advising eligible candidates for appearing in the Personal Interview with SJVN Selection Committee may be sent well in time so as to ensure that candidates get sufficient time for planning journeys and making other relevant arrangements/preparations. Generally, it should be/ is to 20 clear days before the date of Interview. In exceptional cases, the time gap may be reduced but in no case it should be less than 15 days.

2.  Call Letter should be accompanied by Personal Resume form specifically indicating the following: -

· Post to which a candidate is being considered for Interview with area and level, such as, General Manager (HRD)/E8, Assistant Personnel Officer/E1, Jr. Officer (IT&C)/S1, Jr. Steno Typist (English)/W3, etc.

• Scale of Pay of that post.
• Venue of Interview.
• Date and Time of Interview.
• Documents/certificates in support of qualification, experience, age, caste, etc. for verification during Interview.
• Mode of class for travel for the purpose of reimbursement of traveling allowances (TA Form be attached).

Note: 
A special mention that the candidates are being considered for the post provisionally should invariably be there in the Interview Call-Letters so as to have a room for elimination of candidates who do not possess the required job requirements.

19.  INTIMATION TO THE INTERVIEW/SELECTION COMMITTEE MEMBERS :

1.  After confirming the availability of the members of the Selection Committee, they should be informed in writing about the Interview with date, venue and time. They should clearly be informed about the rate of honorarium for their association in the selection proceedings, their travel and staying arrangements. Rate of honorarium presently applicable are given in Annexure ‘I’. For their travel and staying, prior approval of the Director (Personnel) should be taken on each occasion.

20.  PREPARATION FOR INTERVIEW :

1.  Between the time of despatch of Call-Letters and date of Interview, there are certain preparations to be made.

2.  Synopsis of Candidates :
This is meant for Interview Board members to have relevant information about the candidates being interviewed with the name, age, qualification and work experience of the candidates in brief. A sample Synopsis sheet is enclosed at Annexure ‘V’. The Synopsis of a particular candidate will be placed in a folder, which will also contain a copy of advertisement and a rating sheet for marking performance of the candidates during the Interview.

3.  A particular room should also be identified and booked for the date of Interview before hand. Finance department be supplied with a list of candidates appearing in Interview with their addresses to which Call-Letters had been sent for the purpose of making TA reimbursement. Travel and staying arrangements in respect of participating outstation Board Members need also be made in advance.

21. Once the pre-recruitment activities as mentioned in Section-II are over, the process of selection, most important of the recruitment processes, starts. The following method are used for selection of the candidates:-

1.  Selection Of Executive Trainees:
The candidates who are declared successful in Written Test which carry weightage of 75% are further required to appear in Group Discussion carrying weightage of 10% followed by Interview carrying weightage of 15%. However, the overall marks of Written Test will be 150 (80% questions from subject and 20% questions of General Ability, i.e. Logical Reasoning, Intelligence Test, etc) and Selection board will award marks for Group Discussion and Interview out of 20 marks and 30 marks respectively. The number of questions may be increased after the approval of Appointment Authority.

2.  Selection for Other Trainees:
Other than Executive Trainees, the selection will be on the basis of Written Test carrying weightage of 70% and Interview carrying weightage of 30%. However, the overall marks of Written Test will be 70 (80% questions from subject and 20% questions of General Ability, i.e. Logical Reasoning, Intelligence Test, etc) and Selection board will award marks for Interview, out of 30 marks. The number of questions may be increased after the approval of Appointment Authority.

3.  Receiving of Candidates and Verification of Documents:
It is during interview when a candidate first comes into real contact with the organisation. They should be properly received on their arrival and seated at the pre-appointed place/room. A welcome notice may preferably be placed at the main gate with a staff of Recruitment Cell having relevant information about the interview to guide the candidates. Arrangement for drinking water and tea will also be made. Representative of Recruitment Cell will address them welcoming to the interview.

4.  After the preliminaries being over, the verification of documents for ensuring their candidature for interview will start. As this is the last opportunity to ascertain their eligibility, verification should be done with utmost care with respect to advertised educational/professional qualifications, experience, age and caste as the case may. Those found meeting the prescribed conditions based on the verification will be allowed to appear in Group Discussion / Interview. The official doing verification should invariably sign the Personal Resume form of the candidate while clearing him for Interview or otherwise.

5.  Those not in a position to produce documentary evidence for their claim to the post, but where the personnel representative is satisfied about his candidature, may be allowed for Interview against an undertaking to furnish required documents within a fortnight.

6.  Those not meeting the criteria should be denied interview forthwith and no claim for reimbursement of TA of such candidates be entertained.

7.  TA claims of the candidates will simultaneously be verified and forwarded to Finance department, duly signed by an official of Personnel Department.

8.  At any point of time, at least three candidates will be kept ready for interview.

9.  After the interview of a candidate is over, he/she should be advised to collect TA from Finance and leave. He will not be allowed to mingle with the candidates waiting for Interview.

1.  Group Discussion:
The Selection Committee will judge the candidates in Group Discussion and award marks for the skills of communications, originality in thoughts, initiative and team spirit exhibited in the Group Discussions.

2.  Personal Interview:
The Selection Committee will judge the candidates in Personal Interview on depth of knowledge in respective discipline, leadership qualities, adaptability, physical agility, experience, aptitude for project, value and communication skills.

1.  The final merit list will be drawn on the basis of the following principles:

For Executive Trainees:

• Marks obtained in Written Test will carry 75% weightage (Total marks 150).
• Marks obtained in Group Discussion will carry 10% weightage (Total marks 20).
• Marks obtained in Personal Interview will carry 15% weightage (Total marks 30).

Based on the above criteria, final merit list will be drawn for empanelling the candidates for selection.

For Other Trainees:

• Marks obtained in Written Test will carry the weightage of 70%.
• Marks obtained in Personal Interview will carry the weightage of 30%.

Based on the above criteria, final merit list will be drawn for empanelling the candidates for selection.

2.  Selection for the Posts other than Trainees:

The marks obtained in Personal Interview will be taken as a basis for drawing final merit and empanelling the candidates for selection.

3.  General Conditions of Empanelment :

• No candidate securing overall less than 50% marks will be empanelled. SC/ST candidates will be required to secure at least 40% marks for their empanelment.
• Empanelment will be made in order of merit.
• In case of a tie in the overall marks, the order will be decided on the basis of dates of birth, followed by Govt. guidelines in case of further references.

1.  The Selection Board Members will be provided a folder containing Synopsis of the candidates, a copy of advertisement, personal resume of the candidate, applications in original, etc.

2.  The representative of Recruitment Cell will brief the Chairman and Members of the Selection Board about number of posts, job requirements, reservation status, parameters for selection and principles of empanelment before the start of interview.

3.  After the interview based on the assessment of the candidates by individual members, the Selection Committee will arrive at a consensus and draw a panel of suitable candidates in order of merit recommending them for appointment. If on consensus, they feel that a particular candidate deservers weightage in terms of higher salary, they may indicate the same as recommendations. Such recommendations, however, shall not be binding on the Appointing Authority.

4.  The panel of candidates will be signed by each member of the Selection Board and handed over to the concerned executive in the Personnel Department. After the interview is over, Board members will be paid their honorarium.

1.  As provided in the Reservation Policy of Government of India, candidates belonging to SC/ST will be judged in Group Discussion/Interview separately on a particular date or sitting and a separate panel for each of such categories will be drawn. If sufficient number of reserved category candidates are not available for interview, their interview will precede the interview of General candidate so as to avoid the tendency of comparison of such candidates against General candidates. Selection committee may also consider their selection on relaxed standard as compared to their counter-parts belonging to General category.

2.  The SC/ST candidates selected on merit (without any concession/ relaxation) will not be considered against reserved category.

1.  Panel once drawn is valid for an initial period of one year which can be extended with prior approval of Appointing Authority for another period of six months for reasons to be recorded in writing. Relevant panel will be operated in order of merit as per the number of posts notified in the advertisement. Each time a recruitment is proposed, this will need approval of the Appointing Authority.

1.  Offer of appointment from the panel will be released in order of merit with the approval of Appointing Authority. For this purpose, Corporate Recruitment Department will make a proposal giving reference of the advertisement number, name & category of the candidate, post, scale of pay and place of posting of his posting. The proposal will be accompanied by personal resume of the candidate and a copy of relevant select panel. The letter of appointment will have Annexures giving detailed terms and conditions of appointment of the candidate. A sample letter of appointment alongwith annexures is enclosed at Annexure ‘II’.

2.  Once the offer of appointment is issued to a candidate, a Personal File will be created for him. All relevant papers pertaining to his appointment will be kept in it.

3.  Offer of appointment will be issued to the candidate at his mailing address furnished by him in his personal resume. The candidate will be allowed joining time of 15 days with an advice to convey his acceptance or otherwise to the offer of appointment within 07 days. If no intimation is received within this time frame, a reminder may be sent both at his correspondence as well as permanent address advising him to join within a fortnight, failing which Management may consider to withdraw and cancel the appointment made to him.

4.  On the request of the candidate, Management may consider to allow suitable extension to the candidates in joining time.

5.  If the candidate does not respond, his offer of appointment will formally be closed with the approval of the Appointing Authority and the decision of withdrawal and cancellation of offer be invariably sent to the concerned candidate. Thereafter, a replacement offer to the next candidate in the respective panel may be offered with the approval of the Appointing Authority.

The initial basic pay of a new entrant shall be fixed at the minimum of the scale of the post to which he is appointed, except the cases of pay protection at intermediate/higher level recruitment which will be dealt as per Pay Fixation rules of the Nigam.

SECTION – IV : JOINING

29.  Once the candidate has confirmed his joining, he will report for joining to the concerned authority within the scheduled/extended period of joining at the pre-determined location. Normally, all joining will be accepted at Corporate Recruitment Department. His joining may be accepted subject to the following conditions: -

• He has to produce a relieving certificate from his previous employer, if in employment.

• Medical fitness certificate from the prescribed authorities. As provided in Recruitment Rules, if he was in employment with Government Department/PSUs, no such requirement will be insisted upon. However, he will have to produce a statement from his previous employer that during his appointment there, he had been declared medically fit.

• Certificate in the prescribed proforma in support of his claim to belong to SC/ST/OBC category. However, even if there is a doubt about his caste, he may be allowed to join provisionally and at a later date the office will write to the concerned authorities for certification of his caste. The candidate will not be denied joining on this account.

• Attestation Form duly filled. The specific attention be paid whether he has ever been convicted under the Court of Law, if so, he will not be allowed joining.

2.  If the candidate fulfils the above conditions, he will be given a set of papers required to be filled by him on joining. A set of such papers called Joining Set is available in the Recruitment Cell.

3.  On completion of joining formalities, his joining report will be accepted by allocating him an identification numbers which will be his identity for CPF Membership and will be attached to him for the tenure of his employment in the organisation. His joining report will be signed by an executive so authorised in the Recruitment Section.

30.  INDUCTION AND PLACEMENT:
1.  The newly joined employee will be inducted to the concerned department. A representative of the Recruitment Section alongwith his papers will escort him to the concerned Head of the Department.

2.  Recruitment Department in consultation with Corporate Training Department will chalk out an orientation programme for a suitable duration during which the new entrant will be introduced to the functioning of various departments before his placement in the department for which he has been recruited.

31.  TRANSFER OF RECORDS:
1.  Once the placement of the new entrant is done, the Recruitment Department will forward relevant documents to the Establishment Section for maintaining and regulating his appointment with the organisation. Following papers may be forwarded to Establishment Section: -

• Copy of offer of appointment.
• Personal Resume.
• Copies of Educational/Professional Certificates.
• Medical Certificate.
• Attestation Forms.
• Caste Certificate.
• Dependency Certificate for the purpose of Medical and LTC Claims.
• Home Town Declaration.
• CPF Enrolment and Nomination Form.
• Any other documents which may be required in the Establishment Section.

2.  The proposals/approvals pertaining to his appointment, review in his terms of appointment, etc. will not be parted with. These will remain with the Recruitment Department itself.

32.  SECRECY & CUSTODY OF RECORDS:
1.  Recruitment is a very sensitive issue and should be carried out with abundant care / precaution and utmost secrecy. Constitution of Selection Board, preparation of Merit List, Issuance of Offers, etc. are highly confidential and no information should be given on these issues. However, once the approval for issue of offer is received, information about a candidate getting an offer or not can be given.

2.  All relevant papers will be kept under lock and key in the Recruitment Section in the charge of the sectional head. Incidental records, such as, applications, test papers, etc. will be maintained for a period of two years after the selection is made and thereafter destroyed with the approval of the Appointing Authority. Screening Sheets and various proposals pertaining to recruitment and selection panels will be maintained without time bar.

33.  STATISTICS :
1.  Proper statistics as regards post notified, number of applications received, number of SC/ST/OBC, PH, Ex-Servicemen, Minorities & Women among them and those selected may be compiled and kept handy for furnishing various reports/returns.

2.  Similarly, details of expenditure incurred on a particular recruitment, such as, expenditure on account of advertisement, holding of test (if any), TA, honorarium, hospitality, etc., should be compiled and record maintained.

34.  REPORTS & RETURNS:
1.  After the recruitment and selection is over, following periodic reports and returns are required to be furnished to the concerned authorities:-

• Quarterly return to the Employment Exchanges.
• Quarterly return regarding recruitment of Minorities.
• Half Yearly return regarding recruitment of Physically Handicapped.
• Half Yearly return regarding recruitment of Ex-Servicemen.
• Annual return regarding recruitment of SC/ST/OBC.

35.  SCHEDULE FOR RECRUITMENT :
1.  Schedule of various activities starting from advertisement of posts till issuance of offers and joining of candidates will be worked out in advance and adhered to. Normally, the entire process should be completed within a period of three months as per the following schedule:-

2.  All out effort will be made to complete the recruitment processes as per the above schedule within the scheduled period of three months.

SECTION – V
JOB SPECIFICATIONS FOR RECRUITMENT OF EXECUTIVES

36.  In ‘Satluj Jal Vidyut Nigam’ there are ten levels in ‘Executive Category’ from E0 to E9, i.e. from the level of Executive to Executive Director. During the formative stage of SJVN, the recruitment in the initial years was done at all levels. After the commissioning of NJHEP and undertaking the new projects, the career growth prospects of existing employees can be ensured only by restricting the recruitment at induction level, i.e. Executive Trainee-E0 level. The induction at intermediate level during the construction phases of new projects may be made with the approval of Appointing Authority. The job specifications for the recruitment of executives will be as under:-

1.  The job specifications i.e. Level, Total Post Qualification Experience, Upper Age Limit will be as per the details shown in the following Table:-

Note: 
Pay Scales as approved by MOP (GOI) from time to time corresponding to the levels shown above will be mentioned in the advertisement, as well as in the offers of appointment. In case final Scales are not approved, Adhoc Scales will be indicated.

2.  The qualification requirements are shown in the following Table for induction of ETs and Executives at intermediate level in different disciplines:-

Note:  
(i) For internal candidates AMIE in relevant Engineering discipline will be considered as recognised qualification.

(ii) For internal candidates, there is no age bar and the minimum qualifying percentage of marks will also be relaxed by 5% as applicable to external applicants.

3.  The induction at E0 level will be through Written Test, Group Discussion and Personal Interview. However, the requirement of minimum percentage of marks in prescribed qualification for the induction of Executive Trainees will be 50% for SC/ST internal candidates and 55% for Others.

4.  Reservation and relaxation in age for SC/ST/OBC/PH will be applicable as per the Government Directives.

5.  Relaxation in experience for SC/ST will be given by one year where experience requirement is 3 years or more.

37.  INTERPRETATION & AMENDMENTS:
Chairman/Director (Personnel) will be authorized in special and exceptional cases other than that of Executive Trainees to grant relaxation in prescribed specifications where the Appointing Authority is satisfied that such relaxation is in the interest of the Nigam. In case of any doubt arising with regard to any of the above provisions and in the cases uncovered by these rules, the final authority of interpretation will vest in the Chairman/ Director (Personnel) whose decision will be final.