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Clarification on guidelines for Rotational Transfers in Department of Posts (DOP)

Clarification on guidelines for Rotational Transfers in Department of Posts (DOP)

This post clarifies the guidelines for rotational transfers (RT) within the Department of Post Offices (DOP).

Download Order PDF

Key Points:

  • Post Tenure: The tenure for RT eligibility depends on the post’s sensitivity.
    • Sensitive Posts: Three years
    • Non-Sensitive Posts: Four years
  • Identifying Sensitive Posts: Refer to Directorate letter No. 4-7 /2009-Vig dated 08.03.2018 for guidelines.
  • Recent Clarification: Recent Directorate guidelines (2022-23 & 2023-24) maintain the three-year tenure for sensitive posts and four years for non-sensitive posts.
  • Following Guidelines: Some Regions/Units are incorrectly requesting tenure extensions by treating all posts as three-year tenures. This is not compliant with the established guidelines.
  • Request for Action: This notice instructs all concerned parties to adhere to the existing guidelines when selecting officials for RT.
    • The type of post (sensitive/non-sensitive) should determine the applicable tenure.
  • Handling Tenure Extension Requests: Regional/Unit representations for tenure extensions should be decided by R.O/D.O based on adherence to the guidelines. All pending requests should be promptly addressed.
  • Future Representation Checks: Before forwarding RT extension requests to C.O, Regions must ensure Divisions have followed the aforementioned guidelines.
    Clarification on guidelines for Rotational Transfers in Department of Posts (DOP)
    Clarification on guidelines for Rotational Transfers in Department of Posts (DOP)

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transfer/ posting of the following officers of Postal Services, Group ‘B’ cadre

transfer/ posting of the following officers of Postal Services, Group ‘B’ cadre

Order No. 9-02/2023-SPG-II issued by SPG-II Section, Department of Posts, Government of India

Download Order in PDF

This post is to inform all employees of the Department of Posts about recent transfers and postings within the Group ‘B’ cadre. The orders are effective immediately and until further orders.

The following table details the transfers of officers between various circles and units:

S. No. Name of Officer (Sh./Smt.) Allotted Circle/ Unit (From) Allotted Circle/Unit (To) Remarks
1 N Ranga Rao Telangana Circle Andhra Pradesh Circle On request
2 R Naveen Kumar Telangana Circle Andhra Pradesh Circle On request
3 K Krishna Telangana Circle Andhra Pradesh Circle On request
4 B P Venkata Reddy Telangana Circle Andhra Pradesh Circle On request
5 S Srikar Babu Karnataka Circle Andhra Pradesh Circle On request
6 V Veerabhadra Swamy Karnataka Circle Telangana Circle On request
7 Prasantha Kumar Das North East Circle Assam Circle On request
8 Rupa Bhattacharjee North East Circle Assam Circle On request
9 Ni raj Kumar J & K Circle Bihar Circle On request
10 Devinder Singh Delhi Circle Haryana Circle On request
11 Anil Kumar Rose Parcel Directorate Haryana Circle On request
12 Prabhat Goyal Punjab Circle Haryana Circle On request
13 Satbir Singh Delhi Circle Haryana Circle On request
14 Rajesh Pathak W B Circle Jharkhand Circle On request
15 Kamlesh Ram W B Circle Jharkhand Circle On request
16 Sanjay Minz W B Circle Jharkhand Circle On request
17 Diwakar Kumar W B Circle Jharkhand Circle On request
18 Prabhakar Soreng W B Circle Odisha Circle On request
19 Bhagyadhar Das W B Circle Odisha Circle On request
20 Gouranga Charan Behera W B Circle Odisha Circle On request
21 Biswanath Jena W B Circle Odisha Circle On request
22 Bhagaban Nayak W B Circle Odisha Circle On request
23 Mohan Suna W B Circle Odisha Circle On request
24 Deba Prasad Satapathy W B Circle Odisha Circle On request
25 Naresh Kumar Postal Directorate Rajasthan Circle On request
26 R Pattabiraman Karnataka Circle Tamil Nadu Circle On request
27 V Buvaneswari Karnataka Circle Tamil Nadu Circle On request
28 T Rathakrishnan Karnataka Circle Tamil Nadu Circle On request
29 Chandinibegum A.N Kerala Circle Tamil Nadu Circle On request
30 Vineet Kumar Shukla Delhi Circle Uttar Pradesh Circle On request
31 Pradeep Kishor Aggarwal Uttar Pradesh Circle Uttarakhand Circle On request
32 Rekha Sethi PLI Directorate Postal Directorate On request

Please be advised that as per the Election Commission of India letter No. 437/6/CG-HP/ECl/LET/FUNCT/MCC/2024 dated 09.04.2024, no officer involved in election work in any capacity will be relieved or dislocated until the election process is over.

TA/TP will not be admissible as per extent guidelines. Charge reports are to be furnished to all concerned in due course.

transfer/ posting of the following officers of Postal Services, Group 'B' cadre
transfer/ posting of the following officers of Postal Services, Group ‘B’ cadre
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Guidelines for posting and transfer of the officers of IP&TAFS Group B

Guidelines for posting and transfer of the officers of IP&TAFS Group B

No: 2-25/2023/PACE/ART/2107-82

Government of India

Ministry of Communications

Department of Posts

PA Wing, Dak Bhawan
New Delhi 110001
Dated: 20.02.2024

OFFICE MEMORANDUM

Sub: – Guidelines for posting and transfer of the officers of IP&TAFS Group B.

In supersession of all the previous OMs/Orders on the subject mentioned above, the following Guidelines for posting and transfer of the officers of IP&TAFS Group ‘B’ are hereby issued with immediate effect and will be in effect until further orders. These orders will be applicable to the IP&TAFS Group B officers posted in Department of Posts and Department of Telecommunications

 

Click Here to download PDF (Link-1)

Click Here to download PDF (Link-2)

 

Guidelines for posting and transfer of the officers of IP&TAFS Group B
Guidelines for posting and transfer of the officers of IP&TAFS Group B
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SOP for Online Application Submission under Rule-38 Transfers of Postal Manual Vol.-IV

Standard Operating Procedure SOP for Online Application Submission under Rule-38 Transfers of Postal Manual Vol.-IV

 

Department of Posts has introduced an automated process for receiving / processing transfer requests under Rule-38 of Postal Manual Vol. IV. Presently, this facility is available for the ASP/IP/PA(CO/RO)/PA(SBCO)/PA(FPO)/PA (PO)/SA/Postman/Mail Guard/MTS cadres of all Units.

 

 Click Here to Download SOP

Click Here to Download SOP (Link-2)

 

Guidelines 

Transfer requests can entertained for only a similar type of vacancy/category in which the employee joined the present cadre of the Department i.e Direct recruit shall be against direct recruit, Promotee against promotion vancay, OBC against OBC….So on

 

 Waiting  List

All recommended requests will be indexed in the priority list. Priority list will be prepared based on the date & time of submission of the application.

 

Processing of Requests

All requests received will be arranged in the following manner & placed below the pending request list. Transfer cycle will be processed for requests received till February / May /August/ November months will be processed in March/June/September/December respectively. 

Priority sequence of application

  1. An official with Benchmark Disabilities
  2.  Official appointed under Compassionate grounds
  3. Official/dependent family members suffering from Terminal illness
  4. Transfer registered under Spouse ground

 

Rule 38 website

Web- https://apps.cept.gov.in/rule38requests/

 

Important points

  • Employee ID, Name, Cadre, Home Circle / Unit, Date of Birth, Date of Joining, Mobile Number, and Email ID will be in freezed status and cannot be edited. However, if the employee finds an apparent error or wants to change Mobile Number and Email ID, formal request should be made to the Controlling Officer for correct relevant information
  • Details like Employee name, Cadre, Home Division, Date of Birth, Date of Joining, Mobile number/email id can be changed by respective divisions. Details like Mode of recruitment, Present office of working, Designation can be changed by candidate at the time of application submission.
Standard Operating Procedure (SOP) for Online Application Submission under Rule-38 Transfers of Postal Manual Vol.-IV
Standard Operating Procedure SOP for Online Application Submission under Rule-38 Transfers of Postal Manual Vol.-IV

 

Related Search

Rule 38 website login
rule 38 transfer list
rule 38 transfer latest news
rule 38 admin login
rule 38 pdf
Rule 38 website post office
rule 38 transfer rules
Rule 38 website 2024
Rule 38 SOP
rule 38 login
rule 38 portal
rule 38 transfer
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DOP Rotational Transfer Guidelines Dated 26.04.2023

DOP Rotational Transfer Guidelines Dated 26.04.2023

Department of Posts Issued rotational Transfer guidelines for Group A,B and C Employees – Order Dated 26.04.2023

Letter NumberNo. X-12/2/2023-SPN-II
Letter Dated26.04.2023
Issued byDepartment of Posts
SubjectRotational Transfer Guidelines Dated 26.04.2023
Signed ByADG (SPN)
Download PDFClick Here

Keeping in view surge in COVID-19 cases from time to time and considering well-being of Postal employees, following rotational transfer guidelines have been approved by the Competent authority in respect of rotational transfer of all Group ‘C’, Group ‘B’ (Gazetted and Non-gazetted) and Group ‘A’ (JTS and STS) officials / officers working in a Circle:

  • No out of station transfer on account of station tenure
  • Extension of one year shall be allowed to all those who have completed their post tenure on non-sensitive posts.
  • Extension of one year shall be allowed to all those who have completed their post tenure in sensitive posts and who cannot be rotated at the station, provided their past record is up to the mark and clean.
  • However, SPMs of single handed post offices and those double handed offices that are functioning as single handed offices shall not be given extension except in cases as para (vii) below.
  • The officials / officers working on sensitive posts and granted extension during last year may not be granted further extension this year.
  • CPMG is authorized to grant extension of one more year, in addition to as mentioned in para (ii) above on a non-sensitive post in cases of extreme COVID related distress on extreme compassionate grounds only.
  • CPMG is authorized to grant up to six months extension to SPMs of single handed Post Office and those double handed Offices that are functioning as single handed offices in cases of extreme COVID related distress on extreme compassionate grounds and where they could not be rotated at the same station, provided their past record is up to the mark and clean.
  • Transfers at own request and cost will be allowed.
  • Transfers in the interest of service will be allowed with the approval of next higher authority. In case, where the CPMG is the competent authority for such transfer, he/she would not require approval of next higher authority.

3. These guidelines shall be in continuation to instructions contained in letter no. X-12/1/2019-SPN-11-Part(1) dated 28.01.2022 issued on the subject and shall remain in force till 31.03.2024 or until further orders, whichever is later.

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Latest transfer guidelines from Department of Posts – September 2022

Latest transfer guidelines from Department of Posts - September 2022

Department of Posts issued latest guidelines related to transfer policy of Group B and Group C Officials – Order Dated 2nd September 2022

No. X-12/6/2021-SPN-II(i)
Government of India
Ministry of Communications
Department of Posts

Dak Bhawan, Sansad Marg
New Delhi-110001
Dated: 02nd September, 2022

To,

All Head of Postal Circles.

Subject: Guidelines for transfer to regulate transfers of Group ‘C’ officials, Group ‘B’ (non-gazetted) officials and Assistant Superintendent of Posts (Group ‘B’ Gazetted) – reg.

Madam/Sir,

I am directed to refer to this office letter of even number dated 31.12.2021 and 05.01.2022 on the above mentioned subject. Reference are being received from Circles seeking clarification on feeding vacancy in data entry module of online Rule- 38 transfer solution developed by CEPT.

2. Instructions on assessment of vacancy for transfer requests have been circulated vide letter of even number dated 05.01.2022. In terms of instructions contained in letter dated 05.01.2022, Circles shall capture data in following way:

(a) Postaman, Mail Guard and MTS:- After issue of notification for conducting departmental examination including for GDS to fill up vacancies of Postman, Mail Guard and MTS, promotion quota vacancy shall not be opened for transfers under Rule – 38. Accordingly, wherever notification has been issued for conducting departmental examination to fill up vacancies of Postman, Mail Guard and MTS, vacancy to be fed data entry module of Divisions/ Unit shall be ‘ZERO’ for both Inter-Circle and Intra-Circle.

(b) Postal Assistant / Sorting Assistant – Promotion Quota :- After issue of notification for conducting departmental examination including for GDS to fill up vacancies of Postal Assistant / Sorting Assistant (PA/SA), Inter-Circle transfer shall not be allowed against promotion quota vacancy. However, Intra-Circle transfer shall continue to be allowed as it will not affect overall working strength / vacancy of the Circle. Therefore, Divisions shall invariably feed the actual vacancy of PA/SA cadre to facilitate Intra-Circle transfer. However, Circle Office shall feed category wise promotion quota vacancy as ‘ZERO’ to restrict inward Inter-Circle transfer against promotion quota vacancy.

(c) Postal Assistant / Sorting Assistant / Inspector Posts – DR Quota :-

i. Direct Recruitment vacancies reported to Staff Selection Commission (SSC) for 2019, 2020 and 2021 recruitment year (vacancy year) shall not be available for transfer.
ii. Direct recruitment vacancies of recruitment year 2022, i.e. vacancies assessed for the period from 01.01.2022 to 31.12.2022, for filling up through SSC shall be available for transfer under Rule-38.
iii. Accordingly, Circles shall capture category- wise vacancies of direct recruitment quota that occurred till preceding month in the data entry module.
iv. Circles shall keep track of change in category-wise number of DR quota vacancies due to inward / outward transfers from/to each Circles. After taking into account the inward / outward transfers, Circles shall report final DR quota vacancy for 2022 recruitment year by 15th January 2023 along with details of category-wise inward / outward transfers.

Explanatory Note: Suppose Circle A had reported 100 vacancies for 2022 under DR Quota. During 2022, suppose 20 inward transfers and 40 outward transfers approved. Therefore, for the 2022 recruitment year net DR quota vacancy for Circle-A shall be 110 (100-20+30) and consequently 10 vacancies will be reduced from other concerned Circles. Thus, Circle-A shall keep records of these 20 inward transfers and 30 outwards transfers for reporting to Directorate.

3. Circle shall note that capturing of vacancy shall be done on monthly basis and instruction mentioned above be followed in letter and spirit.

Yours faithfully,
(Satya Narayan Dash)
Director (SPN)

Copy to : GM, CEPT, Bangalore (for information)

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DOP Instructions on Cases related Transfer Guidelines

DOP Instructions on Cases related Transfer Guidelines

Department of Posts advised to federation / Service Unions to withdraw case related to Transfer Guidelines – Dated 10th June 2022

No. X-12/1/2022-SPN-II
Government of India
Ministry of Communications
Department of Posts
(Personnel Division)
*****

Dak Bhawan, Sansad Marg
New Delhi – 110001

Dated: 10th June, 2022

To,

All Federations / Service Unions / Associations.

Subject: Guidelines for transfer of Group C, Group B Non-Gazetted and ASP officials – reg.

Madam/Sir,

I am directed to forward copy of Directorate letter No. X-12/6/2021-SPN-II dated 07.06.2022 on the above mentioned subject wherein it was ordered that instructions contained in para (iv) of letter No. X-12/6/2021-SPN-II dated 17.11.2021 relating to rotation of Postal Assistants appointed in GPO or Independent Class-I HPO shall be kept in abeyance till further orders. Further, Circles were requested not to implement instructions contained in para (iv) of letter No. X-13/6/2021-SPN-II dated 17.11.2021 till further orders.

2. Some Employees Unions / Federations / Associations have filed court cases in various Benches of CAT against provisions contained in letter No. X-12/6/2021-SPN-II dated 17.11.2021 relating to rotate Postal Assistants of GPO or Independent Class I HOs to other offices of Postal Divisions. Since this provision has been kept in abeyance vide letter No. X-13/6/2021-SPN-II dated 07.06.2022, it is requested that all court cases filed in various Benches of CAT / High Court (if any). If any member of your Federation / Service Union / Association filed such cases, he/she may be advised to withdraw those cases in public interest.

Encl: As above

Yours faithfully,
(Muthuraman C)
Assistant Director General (SPN)

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Clarification in DOP Transfer Policy

Clarification in DOP Transfer Policy

DOP (Department of Posts) Issued Clarification regarding Transfer Policy – Order Dated March 03, 2022

No. X- 12/16/2021 -SPN-II
Government of India
Ministry of Communications
Department of Posts

Dak Bhawan, Sansad Marg
New Delhi – 110 001
Dated: March 03,2022

To,

a) All Chief Postmaster General
b) Chief General Manager, PLI / Parcel / BD Directorate
c) Chief General Manager, CEPT / Director RAKNPA / Director of all PTCs
d) Addl. Director General, Army Postal Service
e) All General Manager (Finance) / Director Postal Accounts / DDAP

Subject: Transfer Policy Guidelines dated 17.01.2019 – reg.

Sir/Madam,

I am directed to refer to Directorate’s letter of even number dated 31.12.2021 and to say that clarifications are being sought from some Postal Circle. Issues raised by the Postal Circles have been examined and is clarified as under:

SI.QueryClarification
(i)Para 3(A)(X) of Transfer guidelines have been modified to bring down eligibility for transfer from two years to one year. However, para 3(A)(i) of Transfer guidelines have not been modified which provides that ‘As a general rule, an oflicial shall not be transferued from one unit to another, either within the same Circle or to another Circle unless he has completed probation period satisfactorily’.Service eligibility as provided under Para 3(A)(X) of Transfer guidelines, for transfer under Rule-38 has been reduced to one year.

Hence, Para 3(A)(i) of the Transfer guidelines may be treated as modified in line with Para 3(A)(X).
(ii)Whether mode of recruitment and category be observed for Intra-Circle mutual transfer of PA/SAConsequent upon maintenance of reservation roster of PA/SA at Circle level, mode of recruitment /category to which an employee belongs need not be observed for Intra-Circle transfer of PA/SA either on mutual basis or otherwise. In case of Inter-Circle transfer of PA/SA these will without fail.

Further, in case of other Divisional cadres viz. Postman/Mail Guard/MTS/etc. mode of recruitment / category shall be observed for Inter-Circle as Intra- Circle transfer.
(iii)Code is allowed to consider Intra- Circle temporary transfer after observing guidelines dated 17.01.2019. Now, as per revised guidelines, Circle has to consider Intra-Circle and Inter-Circle on monthly basis. This is creating confusion for preparing priority list for temporary Intra-Circle transfer. Hence, temporary Intra-Circle transfer of PA/SA may be discontinuedTemporary transfer and Rule-38 transfer are two different aspects wherein Rule-38 addresses request for permanent transfer to a Unit/Circle, where as an official seeks temporary transfer to mitigate short term requirement for being at some place.

The priority list for Rule-38 transfers has no relation to the requests of temporary transfer and such request for temporary transfer may be approved if vacancy is available in requested unit, at the time of consideration.
(iv)Inward Inter-Circle/Intra- Circle waiting list of PA/SA were maintained Division-wise. Hence, procedure for merger of waiting list of PA/SA and operation of additional options which was maintained Division-wise before coming into force of present guidelines.Officials is already in waiting list shall retain their weightage. Merger of waiting / priority list shall be done as under, to prepare combined InterCircle / Intra-Circle priority list:

(a) Request received till 2018 shall be arranged with reference to date of application in relevant year.

(b) Request received during 2019 to Officials 2021 shall be arranged with reference to length of service in relevant year.
(v)As per calculation of vacancy, transfer under Rule-38 are against actual vacancy in preceding month. This will lead to exhaustion of all vacancies in Inward transfer Circles and no ‘vacancy would be left for Compassionate appointment (SN of DR) and Sports quota (5% of DR)At the start of recruitment year i.e in the month of January all recruiting unit shall assess vacancy for a particular recruitment year and distribute it amongst various mode of recruitment provided in the Recruitment Rules within each mode amongst various categories as prescribed. This shall be termed as ‘Provisional Vacancy’. Thereafter, Circle shall earmark vacancy for Compassionate appointment and Sports quota recruitment, which will not be open for considering transfer under Rule-38.

As Provisional vacancy will undergo change due to addition of unforeseen vacancy not assessed earlier, Circle should ensure that the vacancy proportionate to unforeseen vacancy arising during the recruitment year, are added to the vacancies earmarked earlier for Compassionate appointment and Sports quota recruitment with reference to Provisional vacancy.

As and when ‘Final vacancy’ is arrived at, proportionate vacancy for Compassionate appointment and Sports quota should also be finalized.

Yours Faithfully,
(Satya Narayana Dash)
Director (SPN)

Copy to:

  • 1. Sr. PPS / PSO to Secretary (Posts) / Director General Postal Services
  • 2. PPS/ PS to Members, Postal Services Board / Addl. DG(Coordination)
  • 3. Additional Secretary & Financial Adviser, Department of Posts
  • 4. Sr. DDG(Vigilance) & CVO / Sr. DDG (PAF)
  • 5. Secretary, Postal Services Board/ All Deputy Directors General
  • 6. PE-l / PE-II / SPN-I / DE section, Dak Bhawan
  • 7. All recognized Federations / Unions / Associations of Department of Posts
  • 8. Portal Upload Tem, CEPT for uploading the order on the India Post website.
  • 9. Office copy / Guard file

Download PDF

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DOP Working in Circle Rotational Transfer Guidelines 2022

DOP Working in Circle Rotational Transfer Guidelines 2022

Guidelines for rotational transfers of Group ‘C’, Group ‘B’ (Gazetted and Non-Gazetted and Group ‘A’ (JTS and STS) officials / officers working in a Circle for the year 2022-23

No. X- 12/1/2019-SPN-II-Part(1)
Government of India
Ministry of Communications
Department of Posts

Dak Bhawan, Sansad Marg
New Delhi – 110 001
Dated: 28th January, 2022

To

(a) All Chief Postmasters General,
(b) Chief General Manager, BD / Parcel / PLI Directorate
(c) CGM CEPT / Director RAKNPA / Director, All Postal Training Centres

Subject: Guidelines for rotational transfers of Group ‘C’, Group ‘B’ (Gazetted and Non-Gazetted and Group ‘A’ (JTS and STS) officials / officers working in a Circle for the year 2022-23 – reg.

Sir/Madam,

Keeping in view the current surge in COVID-19 pandemic in the country and considering the well-being of Postal employees, following rotational transfer guidelines have been approved by the Competent authority in respect of rotational transfer of all Group ‘C’, Group ‘B’ (Gazetted and Non-Gazetted) and Group ‘A’ (JTS and STS) officials / officers working in a Circle.

(i) No out of station transfer on account of station tenure.

(ii) Extension of one year shall be allowed to aII those who have completed their post tenure on non’sensitive posts.

(iii) Extension of one year shall be allowed to all those who have completed their post tenure in sensitive posts and who cannot be rotated at the same station, provided their past record is up to the mark and clean.

(iv) However, SPMs of single handed post offices and those double handed offices that are functioning as single handed offices shall not be given an extension except in cases at para (vii) below.

(v) The officials / officers working on sensitive posts and granted extension during last year may not be granted further extension this year.

(vi) CPMG is authorized to grant extension of one more year, in addition to as mentioned in para (ii) above on a non-sensitive post in cases of extreme COVID related distress on extreme compassionate grounds only.

(vii) CPMG is authorized to grant up to six months extension to SPMs of single handed Post Offices and those double handed Offices that are functioning as single handed offices in cases of extreme COVID related to extreme distress on compassionate grounds and where they could not be rotated at the same station, provided their past record is up to the mark and clean.

(viii) Transfers at own request and cost will be allowed.

(ix) Transfers in the interest of service will be allowed with the approval of next higher authority. In case, where the CPMG is the competent authority for such transfer, he/she would not require approval of next higher authority.

3. These guidelines shall be in continuance to instructions dated 19.05.2021 issued on the subject and shall remain in force till 31.03.2023 or until further orders, whichever is earlier.

Yours faithfully,
(Muthuraman C)
Assistant Director General (SPN)

Copy to:
(a) PS to MoC / MoSC
(b) Staff Officer / Sr. PPS to Secretary (Posts) / Director General Postal Services
(c) Members of Postal Services Board
(d) Sr. DDG (Vigilance) & CVO / All Dy. Directors General
(e) Director (Staff), Dak Bhawan
(f) All recognized service union /association
(g) Portal Upload, CEPT – for uploading this document on India Post website
(h) Office copy / Guard file

Download PDF

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Latest Update in DOP Transfer Policy Guidelines issued in 2019

Latest Update In DOP Transfer Policy Guidelines Issued In 2019

Para-3(C) of DOP Transfer Policy Guidelines, circulated vide communication No. 141-141/2013-SPB-II dated 17.01.2019, as amended from time to time, shall be substituted.

No. X- 12/6/2021 -SPN-II(2)
Government of India
Ministry of Communications
Department of Posts

Dak Bhawan, Sansad Marg
New Delhi- 110 001
December 31st ,2021

To,

a) All Chief Postmaster General
b) Chief General Manager, PLI Parcel/ BD Directorate
c) Chief General Manager, CEPT / Director RAKNPA / Director of all PTCs
d) Addl. Director General, Army Postal Service
e) All General Manager (Finance) / Director Postal Accounts / DDAP

Subject: Transfer Policy Guidelines dated 17.01.2019

Madam / Sir,

I am directed to say that Para 3(C) of transfer policy guidelines, issued vide letter no. 141-141/2013-SPN-II dated 17.01.2019, as amended from time to time, prescribes procedure / timeline for considering transfer requests under Rule 38 of Postal Manual Volume IV.

2. This procedure / timeline have been reviewed and revised procedure / timeline is enclosed at Appendix – I.

3. Above modifications may be brought to the notice of all concerned for timely implementation.

4. Director (SPN) will be the nodal officer for implementation of revised system who can be contacted at Tel no. 011- 23096092 for any clarification. In Circles, the DPS(HQ) concerned will be the nodal officer.

Yours faithfully,


(Muthuraman C)
Assistant Director General (SPN)

Copy to:-

  • 1. Sr. PPS / PSO to Secretary (Posts) / Director General Postal Services
  • 2. PPS/ PS to Members, Postal Services Board / Addl. DG(Coordination)
  • 3. Additional Secretary & Financial Adviser, Department of Posts
  • 4. Sr. DDG(Vigilance) & CVO / Sr. DDG (PAF)
  • 5. Secretary, Postal Services Board/ All Deputy Directors General
  • 6. PE-l / PE-ll / SPN-I / DE section, Dak Bhawan
  • 7. All recognized Federations / Unions / Associations of Department of Posts
  • 8. Portal Upload Them, CEPT for uploading the order on the India Post website.
  • 9. Office copy / Guard file

APPENDIX – I


Procedure for Submission / Consideration of Transfer under Rule 38 or otherwise

Para-3(C) of Transfer Policy Guidelines, circulated vide communication No. 141-141/2013-SPB-II dated 17.01.2019, as amended from time to time, shall be substituted by the following:

(i) An application for Inter-Circle / Intra-Circle transfer under Rule 38 in Form – I duly signed by the official shall be submitted to the Head of the Division / Unit, where the official is posted. Advance copy of request shall not be sent to the Authority where transfer is sought.

(ii) Application (PDF format) can be submitted through email also. All Divisions / Units shall give wide publicity of official email id of the Division / Unit where an official can send request for transfer under Rule-38.

(iii) Submission of Application and Order of Priority:-

a. An official, who fulfills the stipulated conditions as circulated from time to time, for transfer under Rule-38, may apply at any time as per his convenience in the manner provided above. The system of submitting applications during the
specified window is dispensed with.

b. Date and time of receipt of completed application in the Division / Unit shall be the reference point for determining the order of priority of all such applications.

c. In case of tie in date and time of receipt of application, date of joining in the present cadre shall be considered for deciding order of priority. If still there is a tie, date of birth shall be considered for deciding order of priority.

d. Applications received during a month shall be arranged, cadre-wise, as per date and time of receipt.

e. However, application received from (i) officials with benchmark disability, (ii) officials appointed under compassionate grounds, and (iii) official / dependent family member suffering from terminal illness, in this order, shall be placed at
the top of the list of the requests received during a month irrespective of date on which such request was received. Among such applicants, date and time of receipt of applications shall be the base to decide priority and in case of tie, the procedure mentioned in (c) and (d) above will be followed.

f. Applications received from officials who do not fulfill the eligibility criteria as on the date of application shall be rejected outright.

(iv) Divisional Cadre officials including Postal Assistant of Postal Division and Sorting Assistant of RMS Divisions tnuygir. choice of a maximum of ten (10) Divisions / Units of one Circle in order of preference. In such cases, transfer will be considered for any one of the indicated Divisions / Units in order of preference and if she/he is not accommodated in the requested Divisions / Units, she/he will be kept under waiting list for consideration subsequently.

(v) In case of Circle cadre officials like PA(CO/RO), PA(SBCO), Inspector Posts, ASP,etc., will indicate only name of the Circle where transfer is sought.

(vi) If an official, who is already on waiting list based on previous request, submits a fresh application / revised application, then she/he will forfeit her/his seniority based on previous requests, and such fresh / revised application shall be considered afresh.

(vii) Divisional Cadre official, whose transfer request is already on the waiting list at the time of coming into force of these revised guidelines, may submit revised request indicating preference for 10 Divisions of the same Circle, within one (I) month from the date of coming into force of these revised guidelines, and in such case, the official shall retain his original priority. [Change of Circle shall be treated as a fresh request. Requests received after the stipulated time period shall be treated as fresh requests.]

(viii) Part-ll of Form – I shall be completed after verifying the service particulars of the official. Printout of the application in Form -I received in Division / Unit through email shall be taken, and Part-ll shall be completed.

(ix) Application(s) received during a month and found completed in all respects shall be forwarded to the Head of Circle latest by 5th day of the following month through e-Mail (in PDF Format).While forwarding the applications Division / Unit Head shall also forward following statements:-

a. List of officials seeking lntra-Circle Transfer

b. List of Officials seeking Inter-Circle Transfer – arranged Circle-wise

c. Vacancy Position in each grade [(i) Actual vacancy in case of PA/SA, (ii) Category-wise and recruitment mode-wise vacancy in other cases.]

(x) After receipt of list of applications from all Divisions / Units, Circle shall arrange the applications as provided in Point (iii) hereinabove to decide the Priority List for consideration of transfer.

(xi) Inter-Circle transfer requests shall be sent by the Circle by 10th of the month through email alongwith copy of relevant Form-I to Circle(s) concerned for preparation of Priority List in other Circle(s).

(xii) Priority List shall be prepared in the following manner:-

a. Two separate Priority Lists shall be prepared one for Intra-Circle and another for Inter-Circle for each cadre.

b. Applications received during a month will be arranged in the manner provided in Point (iii) hereinabove and shall be added to the respective waiting list brought forward from previous month. [This process shall be repeated for subsequent months where fresh requests shall be added below the requests in the Priority List for the previous month.]

(xiii) Preparation of Priority List for the first time as per these revised guidelines:-

a. Transfer requests considered during the year 2021 (where transfers would be effective only after 01.01.2022) should not be decided and transfer orders may not be issued. ln case, wherever transfer orders have been issued by any of the Circle, the same stands withdrawn / cancelled.

b. Priority list prepared during year 2021 (including transfers approved and orders stands withdrawn as per para (a) above), shall be kept freezed in the same order of priority, which shall be split/prepared into two parts viz. Intra Circle transfer priority list and Inter-Circle priority list.

c. Thereafter, requests received after these new guidelines coming into force shall be added below the respective starting Priority List as mentioned at (a) above.

(xiv) Updation of Intra-Circle Priority List shall be completed by 10th of the month. Similarly, Preparation of Inter-Circle Priority List shall be completed by 20th of the month.

(xv) Assessment of vacancy for considering Transfer Request:-

a. Based on the information received from Division / Unit, as per Point-(ix)(c) above, and information available in the Circle Office, Division / Unit – wise vacancy for each category / mode of appointment available for transfer shall be
prepared by the Circle Office.

b. Vacancy already reported to Staff Selection Commission for Direct Recruitment and vacancy notified / calculated for recruitment through examination conducted by the Department shall be excluded while deciding the available vacancy as at (a)above.

c. Circle shall assess vacancy for recruitment year 2022, i.e. for the period 01.01.2022 to 31.12.2022 and distribute it amongst various modes of recruitment and within each mode amongst various categories as prescribed. Vacancies, thus, arrived will be freezed for reporting for various modes of recruitment.

d. As these vacancies are forecasted, the vacancies would not be available on 01.01.2022, but will arise in subsequent months of year 2022. Hence, monthly cycle of transfer will operate to cover foreseen as well as unforeseen vacancies
arisen during preceding month.

e. Vacancies freezed as mentioned in (c) above, shall be readily available for reporting to SSC or notification of LGO examination by all Circle. However, Circle shall continue considering transfer against vacancies becoming available
till preceding month. This process shall be repeated till vacancies of December, 2022 is taken into account for transfer purpose.

f. After completing the activities mentioned above, Circle shall calculate vacancies that arose during year 2022 and remained unfilled even after considering all inward transfer requests. Since Inter-Circle transfer request shall be allowed for appointed officials only, at end of the recruitment year, there shall be change in vacancies for each of the Circle, but the vacancies in total for all Circles combined together shall not undergo any change (except for addition of unforeseen vacancies)

g. Final vacancy figure as on 31.12.2022 shall be reported to Directorate by 15th January of next year, as a final vacancy position which will not undergo any further change.

h. Aforesaid procedure shall be repeated for each recruitment year.

(xvi) After preparation of lntra-Circle Priority List, taking into consideration the vacancy position assessed as above, Circle shall release approved list of Intra-Circle transfer indicating the Division / Unit by 15th of the month.

(xvii) After deciding the approved list of Intra-Circle transfer, Circle shall consider Inter-Circle transfer request. After taking into consideration the vacancies available, accommodation report for officials who can be accommodated indicating the Division / Unit and waiting list number in other cases shall be communicated to Circle (s) concerned by 20th of the month.

(xviii) After receipt of accommodation report from other Circle (s), Circle shall release approved list of Inter-Circle transfer indicating the Division / Unit of posting and communicate to all concerned by 25th of the month.

(xix) Officials approved for both Intra-Circle transfer and Inter-Circle transfer, shall be relieved by 20th of the following month to join the new unit. In case any official approved or transfer is not relieved, reasons thereof and likely date of relieving may be communicated to Head of Circle. Thereafter, Circle Office shall inform concerned
Circle / Division / Unit.

(xx) Relieving of the official shall not be denied solely on ground of shortage of staff if working strength of the cadre in the Division / Unit is not less than 66.66%. This shall be observed only while relieving the official on transfer and not while forwarding transfer request to Circle Office. However, Head of Circle shall be competent to relieve an official, whose request for transfer under Rule-38 (both inter-circle and intra-circle) has been approved, even if the working strength of a Division / Unit is less than 66.66%of the sanctioned strength, on case to case basis in very deserving cases only.

(xxi) Requests of transfer under Rule 38 can be considered / approved by the competent authority even during the pendency of any vigilance case / disciplinary proceedings against an official. -However, the controlling officer shall not relieve an official approved for transfer till disciplinary proceedings are concluded.

(xxii) An official approved for transfer under Rule-38 may submit a written request to the controlling officer to delay the relieving. In such cases, a maximum of 90 days may be allowed. In case the official requests for more than 90 days, she / he shall forfeit the right to avail the approved transfer. However, such an official may submit fresh request.

(xxiii) All communications relating to transfer under Rule-38 shall be made through e-Mails so as to adhere to the stipulated timeline.

(xxiv) Approved list of transfer and waiting list (both Intra-Circle and Inter-Circle) shall be published on the website of Department of Posts as well as Circle concerned. These lists shall be updated, after every cycle of transfer, by last day of the month.

(xxv) illustration for carrying out different activities of Inward / Outward transfer requests is enclosed.

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