consolidated instructions- entitlement of personal staff of ministers

CONSOLIDATED INSTRUCTIONS- ENTITLEMENT OF PERSONAL STAFF OF MINISTERS

Subject: Consolidated instructions regarding entitlement of Personal Staff of Union

Council of Ministers/Deputy Ministers/ Parliamentary Secretaries- regarding

Instructions have been issued by this Department from time to time indicating the scale

of personal staff admissible to Union Ministers/Deputy Ministers/Parliamentary Secretaries and

related matters.

2. The expression ‘single Ministry or independent Department’ used hereinafter would

mean any single Ministry or a separate Department, as mentioned in the First Schedule to the

Govt. of India (Allocation of Business) Rules, 1961 as amended from time to time. This would not

include different Departments of a single Ministry, like, Department of Expenditure, Department

of Economic Affairs, etc., of the Ministry of Finance, but would include separate independent

Departments such as the Department of Space, Department of Electronics, etc.

3. NORMAL ENTITLEMENT

The scale of personal staff normally admissible to the Ministers/Deputy Ministers/ Parliamentary

Secretaries when they hold charge of a single Ministry or a single independent Department is as

follows:-

CABINET MINISTER

S.No. Category of Staff No. of posts

1. Private Secretary 1

2. Addl. Private Secretary 2

3. Asstt. Private Secretary 2

4. First Personal Assistant 1

5. Second Personal Assistant 1

6. Hindi Stenographer 1

7. LDC 1

8. Driver 1

9. Jamadar (*) 1

10. Peon 4

Total 15

(*) Name subsequently changed to ‘Attendant’ vide O.M. No. 8/5/99-CS.II dated 25.1.2000.

MINISTER OF STATE

S.No. Category of Staff No. of posts Remarks

1. Private Secretary 1

2. Addl. Private

Secretary

3. Asstt. Private

Secretary

1 A MOS holding independent charge of a

Ministry/ Department may be given one

extra Asstt. P.S, if required.

4. First Personal

Assistant

5. Second Personal

Assistant

6. Hindi Stenographer 1

7. LDC 1

8. Driver 1

9. Jamadar (*) 1

10. Peon 3

Total 13

(*) Name subsequently changed to ‘Attendant’ vide O.M. No. 8/5/99-CS.II dated 25.1.2000.

MINISTERS OF STATE (ADDITIONAL INDEPENDENT CHARGE)

S.No. Category of Staff No. of posts

1. Addl. Private Secretary 1

2. First PA. 1

3. Second P.A. 1

4. LDC 1

5. Attendant 1

6. Peon 1

Total: 6

MINISTER OF STATE (ADDITIONAL CHARGE, OTHER THAN ON INDEPENDENT CHARGE BASIS)

S.No. Category of Staff No. of posts

1. Addl. Private Secretary 1

2. Second P.A. 1

3. LDC 1

Total 3

DEPUTY MINISTER

S.No. Category of Staff No. of posts

1. Private Secretary 1

2. First PA. 1

3. Second P.A. 1

4. LDC 1

5. Driver 1

6. Jamadar (*) 1

7. Peon 1

Total 7

(*) Name subsequently changed to ‘Attendant’ vide O.M. No. O.M. No. 8/5/99-CS.II dated

25.1.2000.

DEPUTY MINISTER (ADDITIONAL CHARGE)

S.No. Category of Staff No. of posts

1. First PA. 1

2. LDC 1

Total: 2

PARLIAMENTARY SECRETARY

S.No. Category of Staff No. of posts

1. Private Secretary 1

2. First PA. 1

3. Second P.A. 1

4. Driver 1

5. Peon 1

Total 5

Note: The revised pay scales have been notified vide this Deptt’s O.M. No. 8/30/2010-CS.II

dated 19.08.2010.

O.M. No.8/3/92-CS.II dt. 14.1.1994 read with

(O.M. No. 8/37/2004-CS-II dt. 1 4.09.2007)

and O.M. No. 8/30/2010-CS.II dt. 19.8.2010.

4. ENTITLEMENT OF MOS (INDEPENDENT CHARGE) HOLDING CHARGE OF MORE THAN

ONE MINISTRY/ DEPARTMENT

The total entitlement of the personal staff in cases where a MOS (independent charge)

holds charge of more than one Ministry/Department be restricted as per the existing norms laid

down by DOP&T, from time to time, the number of personal staff to be positioned in different

Ministries/ Departments allocated to the Minister, be left to the discretion to the Minister. The

entitlement of MOS (independent charge) to personal staff in such cases may be calculated as if

the Minister holds the charge of a Ministry/ Department and additional charge of other

Ministries/Departments allocated to him.

2. In terms of the norms laid down by this Department vide O.M. dated 14.1.1994, an MOS

with main independent charge of a Ministry is entitled for a complement of 13+1 personal staff

and MOS (without independent charge-main charge) is entitled for a complement of 13

personal staff. Further, in terms of this Department O.M. dated 10/14.9.2007, a MOS (with

additional independent charge) is entitled for a set of 6 additional personal staff and MOS

(without independent charge with additional charge) is entitled for a set of 3 personal staff.

3. Ministries/Departments concerned are requested to decide the entitlement of personal

staff of the MOS (Independent charge and without Independent charge) who have been

allocated more than one Ministry/Department accordingly.

(O.M.No.8/16/2009-CS-II dated 5.6.2009)

5. REVISED PAY STRUCTURE RELATING TO PERSONAL STAFF OF UNION COUNCIL OF

MINISTERS:

The revised pay structure relating to personal staff of Union Council of Ministers as per 6

CPC

shall be as under:-

Name of the post Pay Scale/Pay Band

(in rupees)

Grade Pay (in Rupees)

Private Secretary (PB-4) (Rs.37400-67000) 8700

(PB-3) (Rs.15600-39100) 7600

Addl. Private Secretary (PB-3) (Rs.15600-39100) 6600

Asstt. Private Secretary/

P.A.

(PB-2) (Rs.9300-34800) 4800

(PB-3) (Rs.15600-39100)

5400

(to PS/SO of CSSS/CSS who have

completed four years of

‘approved service’ in the grade)

Second P.A. (PB-2) (Rs.9300-34800) 4600

Hindi P.A. (PB-2) (Rs.9300-34800) 4200

LDC (PB-1) (Rs.5200-20200) 1900

Attendant (PB-1) (Rs.5200-20200) 1800

Peon (PB-1) (Rs.5200-20200) 1800

(O.M. No. 8/30/2010-CS.II dt. 19.8.2010)

6. ENTITLEMENT IN SPECIAL/SPECIFIED SITUATIONS

(a) Cabinet Minister holding charge of two independent Ministries

In situations where a Cabinet Minister is holding charge of two independent

Ministries on regular basis (not holding temporarily), the complement of staff laid down

for a Cabinet Minister as mentioned in para 3 above will be admissible separately for each of

the two Ministries.

(O.M.

8/7/89-CS.II dated 22.6.90

)

(b) A Minister of State holding additional charge of another Ministry or a separate

independent Department under another Ministry will be entitled to one additional post of

Special P.S (Rs.3700-5000) if the same is required by the Minister. This will not be

admissible to a Minister of State holding charge of more than one Department within the

same Ministry.

(Vide O.M. No. 8/5/85-CS.II dated 6.8.91

)

However, it has been decided to keep in abeyance the provision of admissibility of Special

P.S.

(Vide O.M. No. 8/5/85-CS.II dated 8.12.92

)

‘Situations arise when a Minister quits the Council of Ministers by resignation or otherwise and

the portfolio held by him is given ‘temporarily’ to another Ministers as an ‘additional charge’. In

such a situation, the Minister who is given the ‘additional charge’ of the portfolio, which was

held earlier by another Minister, may be allowed a separate set of personal staff for the

‘additional charge’ to the extent indicated below for the duration he holds the ‘additional

charge’.

i) Private Secretary/Addl.PS - 1

ii) 1

Personal Assistant - 1

iii) 2

Personal Assistant - 1

iv) Lower Division Clerk - 1

v) Attendant - 1

vi) Peon - 1

Note-1 If Private Secretary is already, there, he need not be changed and may be

allowed to continue for the reason that sometimes officers are taken from

various services as Private Secretary and it may be desirable to allow

him to continue till a permanent incumbent takes charge.

Note-2 The above mentioned decision will not be applicable in a case where a

part of any Ministry/Department is clubbed with the existing portfolio

of the Minister. In doubtful cases, the test that may be applied is

whether any particular Ministry/ Department which has been put under

charge of a Minister, as an additional one, was earlier having any

Minister in charge of it.

Note-3 The post of Special Private Secretary admissible to a Minister of State

for holding charge of more than one independent Department as

mentioned in sub-para(b) above will not be available in addition to the

additional staff indicated above to a Minister of State when he is given

additional charge temporarily in the above situation.

(O.M.No.8/6/86-CS.II dated 4.6.87

)

7. LEVEL OF THE POST OF PRIVATE SECRETARY.

All members of the Council of Ministers are entitled to have Private Secretary of the same

rank, i.e Deputy Secretary (PB-3) (Rs.15600-39100+7600(GP)/ Director (PB-4) (Rs.37400-67000

+ 8700(GP).

(O.M.No.8/10/89-CSII dt. 3.8.90

)

(O.M. No. 8/30/2010-CS.II dt. 19.8.2010)

8. CREATION OF POSTS IN EXCESS OF THE PRESCRIBED SCALE/UPGRADATION OF

POSTS IN THE PERSONAL STAFF OF MINISTERS

(a) The posts beyond the prescribed scale of personal staff admissible to Ministers,

etc. cannot be created except after obtaining prior approval of the Ministry of

Finance and the Department of Personnel & Training.

(O.M.No. 8/7/85-CS. II dated 23.5.85

)

(b) Proposals for creation of additional posts in the personal staff of Ministers are

considered in the Ministry of Finance and DOP&T subject to matching savings being

made available from within the entitlement of personal staff of the concerned

Minister, by surrendering some posts admissible. However, the post of Private

Secretary cannot be allowed to be surrendered for providing matching savings.

Ministries/Departments should also ensure that, as far as possible, the lower level

posts including the posts meant for stenographers are not surrendered for providing

matching savings for creation of additional posts in excess of the entitlement.

(O.M.No.8/5/85-CS-II dated 6.8.91

)

to regularize the appointment of officials drawing pay in higher pay scales against posts

carrying lower pay scale should not be resorted to. Upgradation of posts amounts to

creation of new posts in lieu of the existing posts on the personal staff and as such

it can be done only after obtaining prior approval of the Ministry of Finance and the

Department of Personnel & Training.

(O.M.No. 8/11/85-CS II dated 18/20.12.85).

9. TENURE OF PRIVATE SECRETARIES AND OTHER CONDITIONS OF THEIR

APPOINTMENT.

Ministers have discretion in the matter of selection of persons–serving offices or outsiders

for appointment in their personal staff and such appointment will be co-terminus with the

office of the Ministers. However, the Policy laid down in regard to the tenure of Private

Secretary is as follows:-

(i) Appointments to the post of Private Secretary to Ministers, Ministers of

State, and Deputy Ministers should not be above the rank of Director in (Scale of

pay Rs. 4500-5700). The question as to what scale of pay should be allowed to an

officer would be decided keeping in view his eligibility for Central deputation in the

rank of Under Secretary, Deputy Secretary or Director, as the case may be.

(ii) A Private Secretary's tenure would be three years (*) or until he ceases to be a

Private Secretary, whichever is earlier.

(iii) On completion of his term as Private Secretary, an officer would be entitled to

continue, unless there are other reasons for his not being so appointed, at the

appropriate level in the Ministry, for the balance period of the normal tenure of the

Central deputation. In this respect, no distinction would be made between officers

picked from the 'offer list' prepared by the Establishment Officer or directly from the

cadre. Appointment at the appropriate level will be subject to availability of va-

cancy and approval by the competent authority in each case.

(iv) An officer appointed as a Private Secretary in relaxation of the normal 'cooling off' rules,

where such relaxation exceeded period of six months; would be entitled to hold

office for a maximum period of three years or till he ceases to hold the post of Private

Secretary, whichever is earlier, and he would not be entitled to any further tenure.

(v) Officers of the Central Secretariat Service appointed as Private Secretaries to Ministers

would be exempted from the rule of rotation of CSS officers on promotion in the

event of their being promoted while serving as Private Secretaries. On their ceasing

to hold the post of Private Secretary, they would, however, have to move to a

Department other than the one in which they had gained experience as a Deputy

Secretary.

(*) Amended as five years vide O.M.No.31/65/2009-EO(MM-I) dt.4.3.2010

)

(O.M.No.31/22/90-EO(MM) dt.13.8.90

O.M.No.31/65/2009-EO(MM-I) dt.4.3.2010

)

10. While the scale of personal staff admissible to a Minister holding charge of more

than one Ministry/Department is regulated by the instructions mentioned above, there is

no objection to some of the posts being created in one Department and the remaining in

other Department under the charge of the concerned Minister. The concerned Ministries/

Departments should also ensure that as far as possible 'included posts' of 1st P.A., APS, and

the IInd P.A. are created in different Departments under the charge of the Minister in

equitable proportion.

(O.M.No.10/53/77-CS.II dt.3.2.78

) &

(O.M.No.15/2/78-CS.II dt.20.5.78

11. APPOINTMENT OF DRIVERS IN THE PERSONAL STAFF OF MINISTERS

The Staff Car Driver may be provided to Ministers from the strength of the Ministry/

Department concerned. Appointment of Driver from outside for the official car of the

Minister may be avoided.

(O.M.No.13/19/83-CS.II dt.2.12.83

12. DEMITTING OF OFFICE BY MINISTER AND CONTINUANCE OF PERSONAL STAFF TO WIND

UP THE OFFICE.

All the members on the personal staff of outgoing Minister may continue to hold

their posts for a period not exceeding 15 days so as to enable the Ministries/ Departments

to make arrangements for their repatriation, etc. Thereafter, only two members in the

personal staff of the outgoing Minister should be allowed to continue for another 15 days, if

required by the outgoing Minister to wind up his office.

(O.M.No.10/20/79-CS.II dt. 2.8.79

13. VERIFICATION OF CHARACTER AND ANTECEDENTS OF NON-OFFICIALS APPOINTED

ON THE PERSONAL STAFF

OF MINISTERS .

Relevant instructions for verification of character and antecedents of persons to be

appointed in the personal staff of Ministers should be observed while making the appointment.

Instructions on the subject have been issued by Establishment Division (Estt. B) of Department

of Personnel & Training.

(O.M. No. 8/3/92-CS (l) dt. 14.1.1994)

14. ENTITLEMENT TO PERSONAL STAFF OF FUNCTIONARIES HAVING STATUS OF A MINISTER

BUT WHO ARE NOT MEMBERS OF COUNCIL OF MINISTERS.

Norms laid down for entitlement of personal staff by this Department in this and

other Office Memoranda are not applicable in the case of functionaries having status of

a Minister but who are not members of Council of Ministers. Their entitlement depends

on the actual workload, which may not be identical with those of the members of the

Union Council of Ministers of the corresponding rank, who have to deal with a

substantial amount of work connected with Cabinet and its committees, Parliament

and its committees besides discharging their Ministry's functions and public

responsibilities. Therefore, the entitlement of such functionaries to the personal staff has

to be determined by the concerned Ministry/Department without reference to the norms

applicable in the case of members of Union Council of Ministers, on the basis of actual

workload, and in consultation with the Ministry of Finance.

(O.M. No. 8/3/92-CS (l) dt. 14.1.1994)

15. POLICY ON FIXING AN UPPER LIMIT OF THE NUMBER OF YEARS FOR WHICH

OFFICERS CAN WORK IN THE PERSONAL STAFF OF UNION COUNCIL OF MINISTERS IN

THEIR ENTIRE CAREER:-

Policy on fixing an upper limit of the number of years for which officers can work in the

personal staff of Union Council of Ministers in their entire career has been reviewed and

accordingly, Appointments Committee of Cabinet has decided as under:-

a) A total ceiling of ten years has been prescribed beyond which an officer

may not be permitted to be appointed in the personal staff of Ministers,

irrespective of level.

b) Every time an appointment in the personal staff is made, the Cadre

authorities may check whether the officer has worked in personal staff of

Minister earlier and if so, his total tenure should be restricted to not more

than 10 years in entire career. Further, his tenure as Private Secretary or OSD

to the Minister should be limited to five years within the overall limit, on the

personal staff of Ministers.

c) The ceiling of 10 years and sub limit of five years for Private

Secretary/OSD with the ceiling of ten years in personal staff would be adhered

too while processing the cases for appointment of PSs and OSDs. The tenure

provided in all such cases would be inclusive of any stint that the officer may

have worked in, earlier at Under Secretary or lower levels also in the personal

staff of Ministers.

d) No relaxation will be granted to the above conditions.

e) The personal staff appointed in the PMO is exempted from the above

provisions.

f) It is further clarified vide O.M. dated 4.1.2013 that the period of service

rendered in the personal staff of Ministers of any State Government shall not

be counted while calculating the total ceiling of ten years towards

appointment in the personal staff of Ministers.

(a to e) - (O.M.No.31/65/2009-EO(MM-I) dt.4.3.2010

(f) -

(I.D.No.31/2/2012-EO(MM-I) Dt. 4.1.2013

)

16. Appointment Committee of Cabinet has approved that:

(i) The 10 years limit would be applicable to all appointments in the personal staff of

Ministers even for retired or private persons.

(ii) The ACC directions would be applicable with prospective effect and not with

retrospective effect as these instructions are clearly for processing 'future' appointments.

It would not be practical to open cases of all appointments with Ministers at all levels

and recalculate their tenure or cancel their appointments as the case may be. These

instructions would be effective from the date of issue of the O.M. No.31/65/2009-

EO(MM-I) dated 04.03.2010. No future appointments will be made which are not in

accordance with these instructions.

O.M. No.31/11/2010-EO(MM-I) dated 13.05.2010)

17. Service rendered in the personal staff of Ministers on ‘informal basis’ will also be

taken into account while calculating one’s service whether he has put in 10 years in the

personal staff of Ministers in his entire career.

[F.No. 8/33/2010-CS-II(C) &

EO(MM-I) Note dt. 24.12.2010

in F.No. 8/33/2010-CS.II)

18. Persons appointed on the personal staff of a Minister /Deputy Minister/Parliamentary

Secretary have a tenure co-terminus with the office of the Minister/Deputy Minister/

Parliamentary Secretary, they, as long as they are in the employment of the Government, hold

civil posts and, therefore, according to Rule 1(3) of CCS (Conduct) Rules 1964, all provisions of

the conduct rules would be applicable to them. All the officials in the personal staff of a

Minister/ Deputy Minister /Parliamentary Secretary are required to submit the property returns

as also to intimate/seek permission of the competent authority in respect of any transactions in

movable/ immovable property made by them.

(O.M. 8/ 1/97-CS.II dated 20.1.1997)

19. The following decision has been taken at the level of Hon'ble Prime Minister:-

i. A blanket ban is imposed on informal attachment of personal staff from subordinate

formations of the Ministry, including the public sector undertakings.

ii. Half of the staff in excess over the sanctioned strength be returned by the Minister’s

Office immediately. The other half should be returned after the next 15 days, if the

Department of Expenditure does not, in the meantime, concur with the justification for

an addition to the staff strength of the Minister’s Office. While Secretary, Expenditure will

examine any proposal sympathetically, there should be no relaxation of these time limits

without the prior approval of the Prime Minister.

iii. Disbursement of pay to the staff attached informally to the Minister’s Office should not

be made unless the Joint Secretary (Administration) has certified that such staff is

working against a post sanctioned for the office of the Minister, where pay is drawn from

a subordinate formation, a similar prescription would apply.

(D.O. No. 20/48/97-CS.II dated 20.01.1998)

20. The pay of non government officials on appointment in the personal staff of the

Minister is regulated in terms of this Department’s O.M.No.2/8/97-Estt(Pay-II) dated

11.3.1998. If non-government officials are re-appointed in the personal staff of the Minister

and there is no break period between one deputation to another deputation in the

personal staff of Minister (if both deputation are with the personal staff of the Minister) and

the pay scale of both deputation are identical, the service rendered earlier in the personal

staff of the Minister will be taken into consideration on 2

deputation for the purpose of

counting of increment and protection of pay drawn earlier in the personal staff of the

Minister.

(U.O. No.8/8/99-CS.II dated 18.7.2000

)

21. APPOINTMENT IN THE PERSONAL STAFF OF MINISTERS- RELAXATION OF UPPER AGE

LIMIT/ EDUCATIONAL/ SKILL QUALIFICATION.

With the rise in the age of retirement of the Central Government employees, the upper age limit

for engagement of personal staff of Minister is also raised from 58 years to 60 years. Any

proposal regarding appointments of staff on the personal staff of Ministers in relaxation of

upper age limit will require of approval of the Prime Minister through DoP&T.

2. The educational/skill qualification for personal staff of Ministers should be similar to the

corresponding/comparable posts in the Government and as per directions of the Hon’ble Prime

Minister, normally there will be no relaxation in the educational and skill qualification for the

personal staff of Ministers. As regards the skill qualification, there is no need to verify this in

respect of Government Servants, if their parent post is having similar nature of duties. In other

cases, a certificate from a Government recognized Institute should be stressed. However, where

it is not possible to obtain a certificate from a Government recognized Institute, in those cases,

the candidate may be tested locally for speed test at par with the corresponding posts/grades in

Central Secretariat Stenographers’ Service by the Ministry/Department concerned. Wherever the

certificate from the Government recognized Institute does not specify the shorthand/ typing

speed the candidate should be tested locally for skill qualification by conducting speed test at

par with the skill qualification, prescribed for the corresponding grades.

3. The educational/skill qualification for appointment in the personal staff of Ministers are

as under:-

S.No Name of post Pay Scale/Pay Band/

Grade Pay (in rupees)

Educational

Qualification

Skill Qualification

1. Private

Secretary

(PB-4)- Rs.37400-67000 +

8700

(PB-3)- Rs.15600-39100 +

7600

Graduation

from a

recognized

University

N.A.

2. Addl. Private

Secretary

(PB-3)- Rs.15600-39100 +

6600

Graduation

from a

recognized

University

N.A

3. Asstt. Private

Secretary

(PB-3)- Rs.15600-39100 +

5400

(PB-2)- Rs.9300-34800 +

4800

Matriculation English

Stenography speed

of 100 w.p.m. for a

dictation of 10

minutes and its

transcription in 50

minutes

Hindi

Stenography speed

of 100 w.p.m. for a

dictation of 10

minutes and its

transcription in 65

minutes

4. First PA (PB-2)- Rs.9300-34800 +

4800

-do- -do-

5. Second PA (PB-2)- Rs.9300-34800 +

4600

-do- -do-

6. Hindi Steno (PB-2)- Rs.9300-34800 +

4200

-do- Hindi

Stenography speed

of 100 w.p.m. for a

dictation of 10

minutes and its

transcription in 65

minutes

7. LDC (PB-1)- Rs.5200-20200 +

1900

-do- English Typing speed

of 30 w.p.m.

orHindi Typing

speed of 25 w.p.m.

(O.M.No.8/5/98-CS.II Dt. 23.10.2001)

22. DELEGATION OF POWERS FOR RELAXATION OF EDUCATIONAL QUALIFICATION

It has been decided, with the approval of Hon'ble Prime Minister, to delegate the power

for relaxation of educational qualification for appointment of officials in personal staff of

Union Ministers as under:-

(i) The power to relax the educational qualification for appointment as Peon in the

personal staff of Union Minister is delegated to the respective Ministry.

(ii) The power to relax the educational qualification for appointment to posts other than

Peon in the personal staff of Union Ministers has been delegated to Cabinet

Secretary.

(O.M. 8/14/2013-CS-II(C) dt. 23.07.2013

)

The Pay band and Grade Pay of the post of Peon and Attendant are same i.e PB-1 (Rs.5200-

20200)+1800(GP). The power to relax educational qualification for appointment as

‘Attendant’ in the personal staff of Union Minister also lies with the Administrative Ministry.

(F.No.8/49/2013-CS-II(C)

23. APPOINTMENT OF NON GOVERNMENT OFFICIALS IN PERSONAL STAFF OF MINISTERS.

A non Government official shall not be appointed in the personal staff of Ministers

before I.B. verification is complete. IB has also been requested to ensure that verification of

character and antecedents does not take more than 15 days.

(

O.M. No.8/32/2010-CS-II(C) dt.4.7.2011

)

24. While appointing officials in` the personal staff of Ministers, the genuineness of

basic documents like educational qualification/character and antecedent verification

requires to be verified before appointment.

(O.M.No.8/11/2012-CS-II(C) Dt. 28.1.2013

)

25. COMBINATIONS OF DIFFERENT POSTS FOR CREATION OF POST OF OSD, ADDL. PS

AND ASSTT.PS IN THE PERSONAL STAFF OF MINISTERS

Various combinations of posts to be surrendered for creation of posts of OSD, Addl. PS and

Asstt. PS in the personal staff of Union Council of Ministers are given below:-

S.No. Name of

post

Pay Scale/ Pay Band /Grade

Pay(in rupees)

Combination of posts

1. OSD (PB-4)

(Rs.37400-67000)+

8700(GP)

i) Two posts of Addl.PS;

ii) Addl.PS + Asstt.PS;

iii) Addl.PS + 1st PA;

iv) Addl.PS + 2nd PA + 1

Attendant;

v) Addl.PS + Hindi PA + Peon;

vi) 1st PA + Hindi PA + LDC +

Peon;

vii) 2nd PA + Hindi PA + LDC +

Peon

2. OSD (PB-3)

(Rs.15600-39100)+ 7600(GP)

i) Addl.PS + Asstt.PS

ii) Addl.PS + 1st PA

iii) Addl.PS + Peon

iv) Asstt.PS + Peon

v) 2nd PA + Peon

vi) LDC + 2 Peons

vii) LDC + Attendant + Peon

viii) Attendant + 2 Peon

3. Addl.PS (PB-3)

(Rs.15600-39100)+6600(GP)

i) Asstt.PS + LDC

ii) Asstt.PS + 1st PA

iii) Asstt.PS + Attendant

iv) Asstt.PS + Peon

v) 1st PA + LDC

vi) 1st PA + Attendant

vii) 1st PA + Peon

viii) 2nd PA + LDC

ix) 2nd PA + Attendant

x) 2nd PA + Peon

4. Asstt.PS (PB-2)

(Rs.9300 34800)+4800(GP)

i) 2nd PA + Hindi PA

ii) 2nd PA + LDC

iii) 2nd PA + Attendant

iv) 2nd PA + Peon

v) Hindi PA +LDC

vi) Hindi PA +Attendant

vii) Hindi PA + Peon

viii) Attendant + Peon

ix) Two posts of Peons

Note: The pay scales of different posts in the personal staff of Union Council of

Ministers are given in this Deptt’s O.M.No.8/30/2010-CS-II(C) dated 19.08.2010.

(O.M. 8/56/2011-CS-II(C) Dt. 12.06.2013

)

26. REGARDING PREMATURE CESSATION OF TENURE OF PRIVATE SECRETARIES/

OFFICERS ON SPECIAL DUTY TO THE MINISTERS.

The ACC has observed that keeping in view the fact that the appointments of PSs/OSDs to

the Minister are made with the express approval of the ACC, it is appropriate that hereafter

approval of the same authority 'is obtained for premature cessation of tenures in all such

cases”.

2. In future all the proposals for premature repatriation of PSs/OSDs to the Ministers

are to be submitted to the ACC for prior approval, and no premature 'repatriation may be

done in the absence of such an approval.

3. The Appointments Committee of the Cabinet has further directed that, in

future, no proposal for appointment of PS/OSD to the Minister will be processed,

till the approval of Competent Authority is obtained for premature cessation of

term of previous incumbent to the post of PS/OSD.

(

F.No.14/2/2007-EO(MM-I) dt.10.08.2007

)

(

F.No.4/8/2006-EO(MM-I) dt.19.12.2007

)

27. APPOINTMENT OF PS/OSDS IN THE PERSONAL STAFF OF THE MINISTERS

While considering a proposal for ex-post facto approval of the appointment of an officer as

OSD to a Minister at Deputy Secretary level, the Appointments Committee of the Cabinet (ACC)

observed that many Ministries/Departments are forwarding proposals requesting for ex-post

facto approval of the Competent Authority for appointments in the personal staff of Ministers.

2. The ACC has reiterated its directions that prior approval of the ACC is required for all

appointments in the personal staff of Ministers (other than Private Secretaries) at the level of

Deputy Secretary and above. For appointments as Private Secretaries, ACC approval is required

for all levels.

(F.No. 24/4/2009-EO(MM-I) dated 19.08.2010)

28. METHODOLOGY TO BE ADOPTED TO ENSURE COMPLIANCE OF ACC'S DIRECTIONS

DATED 04.03.2010 REGARDING THE PRESCRIBED CEILING OF 10 YEARS BEYOND WHICH NO

OFFICER/OFFICIAL CAN WORK IN THE PERSONAL STAFF OF MINISTERS.

The Appointments Committee of the Cabinet has directed that the following procedure

shall be adopted scrupulously:-

(i) The Ministries/Departments while processing appointments of officials with the

Ministers may request the cadre controlling authority of the officer/official be it a

Ministry, Department, State Government, Lok Sabha Secretariat, Rajya Sabha Secretariat

etc. to furnish along with the cadre clearance, vigilance clearance etc. of the officer, the

complete postings profile of the officer, specifically mentioning whether he/she has

worked earlier in any capacity in the personal staff of any Minister.

(ii) This system will work well for all officers/officials who are employees of the Centre or

State Government or any other attached/ subordinate office, PSUs etc. under a

Government body. This would also be applicable for retired officials.

(iii) However, a problem may arise when an official to be appointed is a private (non-

Government) person. In such cases (though the bio data of the official is taken from the

concerned Ministry) it may not be possible to get the accurate and the complete posting

profile of the individual from any established Government or related Department. In

such cases, the Minister concerned, with whom the Non-Government/private person is

being appointed would-give or authenticate an undertaking given by the private person

regarding the number of years he has worked earlier. The Ministry may accordingly

process the case for his/her appointment with the Minister for the balance period of the

total admissible 10 years.

(iv) The ACC has also directed that earlier appointments could be verified against the above

guidelines.

(

F.No. 31/11/2010-EO(MM-) dated 26.05.2011

)

29. POLICY ON APPLICABILITY OF 'EXTENDED COOLING OFF' IN RESPECT OF OFFICERS

APPOINTED AS PRIVATE SECRETARIES/OSDS TO MINISTERS WITH THE ADDITIONAL TENURE

OF TWO YEARS I.E. WITHIN THE COMBINED TENURE OF SEVEN YEARS OF CENTRAL

DEPUTATION.

As per extant provisions, the tenure of a Private Secretary to the Minister, irrespective of the

service to which he/she belongs should be for a period of five years or co-terminus with the

Minister or till the date up to which he/she is retained Private Secretary, whichever is the

earliest, provided that the total continuous tenure of an officer on central deputation, when

his/her appointment as Private Secretary materializes after he/she has spent some initial period

of Central deputation, shall not exceed 7 years.

2. In this regard attention is invited to the instructions contained in DoP&T's O.M.No.

5/2/94-E.O(MM-II) dated 24.12.99 under which if an officer wants premature repatriation to his/

her cadre on personal grounds or his/her services are required by the State Government/ parent

Cadre and his/her case is not covered in any of the provisions of Para 17.11 of the Central

Staffing Scheme the provision of extended 'cooling off' would be invoked. As per this, the

additional tenure of two years or the balance tenure of seven years given to an officer while

appointed as Private Secretary/OSD to Minister in continuation of another deputation and vice

versa is also taken into account for calculating the 'extended cooling-off'.

3. Representations have been received in this Department for not taking into account the

additional tenure of deputation granted over and above the normal tenure of five years while

calculating 'extended cooling off' on requests for pre- mature repatriation on personal grounds.

This issue has been considered by the Appointment Committee of the Cabinet and it has been

decided that the existing method of calculating 'extended cooling off' will continue.

(

F.No.9/22/2009-EO(MM-I) Dt. 10.05.2013

)

30. AMENDMENT IN THE POLICY RELATING TO REVERSION OF OFFICERS BELONGING TO

ALL INDIA SERVICE AS WELL AS CENTRAL SERVICES ON PRE-MATURE CESSATION OF THEIR

TENURE AS PRIVATE SECREATARY/OFFICER-ON-SPECIAL DUTY TO MINISTERS.

A review of the policy on the above subject has been under consideration of the Government

for some time. The Appointments Committee of the Cabinet (ACC) has now approved certain

amendments to the existing policy as mentioned below:-

(i) Officers of all the three All India Services (including IPS) as well as Central Services who

are appointed as PS/OSD without completing their

“cooling off”

should be reverted to their

cadre once their term as PS/OSD ends for whatever reason. While appointing such officers as

PS/OSD an informed consent should be obtained from them that they are willing to be

appointed as PS/OSD in waiver of the

“cooling off”

requirement, fully aware of the condition

that they would be reverted back to their cadre once their term as PS/OSD ends for whatever

reason and that they would be further required to complete the

“cooling off”

afresh.

(ii) Officers of all the three All India Services as well as Central Services who are appointed

as PS/OSD from the

“Offer List”

may be allowed to complete their normal period of central

deputation if their term as PS/OSD ends for whatever reason before the completion of such

term.

(iii) Officers of all the three All India Services as well as Central Services who are not on the

Offer List but are appointed as PS/OSD after completing their

“cooling off requirement”

should

also normally be allowed to complete their full term of Central Deputation, subject to their

willingness and suitability, in case their term as PS/OSD ends for whatever reason before the

completion of such term.

(iv) The revised policy would have a prospective effect and cover all those who are

appointed as PS/OSD after the date of revision of the policy. Those who are already working as

PS/OSD in the Central Government at present as well as those who have already been

appointed to posts under the CSS and non-CSS following cessation of their appointment as PS/

OSD shall continue to be governed by the pre-revised policy till the completion of their present

tenure.

(F.No.31/15/2011-EO(MM-I) Dt. 12.06.2013)