Standard Operating prOcedure 2016 FOr Human ...

1 Standard Operating prOcedure 2016 FOrHuman reSOurce diviSiOnS royal civil Service commissionrOyal gOvernment OF BHutan(1st edition) July 2016 FOREWORDA rticle 26 Section 6 of the Constitution of Kingdom of Bhutan states that, the Commission shall, in the interest of promoting merit, productivity and equity, ensure that uniform rules and regulations on recruitment, appointment, staffing, training, transfer and promotion prevail throughout the civil service. Ensure that uniform rules and regulations on recruitment, appointment, staffing, training, transfers and promotion prevail throughout the civil service.

2 Continue to maintain a small, compact and an efficient Civil Service that is merit based - Vision and Mission of the Royal Civil Service Commission. As per the requirement of the Constitution of Kingdom of Bhutan, the Royal Civil Service Commission Secretariat, as central personnel agency is pleased to publish the first edition of the Standard Operating prOcedure (SOP) for the HR Division of all the civil service agencies. The purpose of this SOP is to establish a uniform prOcedure for recruitment, appointment; staffing, training, transfers, and other HR Services prevail throughout the civil service.

3 Another very important purpose of this SOP is to reduce the turnaround time (TAT) of any HR actions throughout the civil service in pursuant of maintaining a small, compact and an efficient civil servant. (Karma Tshiteem)For the Royal Civil Service Commissionexcellence in the civil service | iTABLE OF CONTENTSCHAPTER 1: PRELIMINARY .. Title: .. Extend and Commencement:.. Authority for Amendment: ..1 CHAPTER 2: RECRUITMENT, SELECTION AND APPOINTMENT .. : Decentralized Recruitment (Contract and Regular) .. : Recruitment through BCSE .. : Recruitment through BCSE.

4 4 CHAPTER 3: PROMOTION .. Decentralized Promotion .. Meritorious/Fast track/Specialist Promotion .. Open Competition Promotion (P2 and Below Positions).. Open Competition Promotion (Chief Positions and Specialist Position) ..10 CHAPTER 4: TRANSFER ..15 CHAPTER 5: SEPARATION .. Superannuation .. Early Retirement Scheme .. Voluntary Resignation .. Termination/Compulsory Retirement .. Separation on Death ..25 CHAPTER 6: TRAINING AND DEVELOPMENT .. : Long-term Training Offers ..28excellence in the civil service | : Long-term Training for scholarships under agency s RGoB fund (including donor projects).

5 : Long-term Training for RCSC administered programmes .. : Long-term Training for open/private funded/university scholarships .. : Short-term Training (Offer) .. : Short-term Training (RGoB Funded including donor projects) .. : Change in Course/Institute, Study Leave Extension/ Deferment of Study leave .. : Continuing Education (in-country Class X & XII) ..44 CHAPTER 7: LEAVE .. : Casual Leave .. : Earned Leave .. : Bereavement Leave .. : Maternity Leave .. : Paternity Leave .. : Medical Leave .. : Extra Ordinary Leave .. : Study Leave ..50 CHAPTER 8: PERFORMANCE MANAGEMENT SYSTEM.

6 52 Annexure 1: Request 2: Short listing Verification Form: ..54iv | excellence in the civil service excellence in the civil service | 1 CHAPTER 1: PRELIMINARYIn pursuant of Article 26 of the Constitution of kingdom of Bhutan, the Royal Charter of the Royal Civil Service Commission, 1982 and Civil Service Act of Bhutan 2010, the RCSC has published the first edition Standard Operating Title:This document shall be known as Standard Operating prOcedure 2016 , hereafter referred to as SOP Extend and Commencement:This Standard Operating prOcedure shall be followed by HR Division/Section of all Agencies within the Civil Service for the following HR actions:a.

7 Recruitment, Selection and Appointmentb. Promotionc. Transferd. Separation e. Training and Developmentf. Leave g. Performance Management SystemThis document shall come into force with effect from the date of announcement through an EXECUTIVE ORDER. Authority for Amendment:The authority for amendment of any procedures under the SOP 2016 shall vest with the RCSC 2 | excellence in the civil service CHAPTER 2: RECRUITMENT, SELECTION AND : Decentralized Recruitment (Contract and Regular)HRM ProtocolsTime FrameOperator Documents required/Remarks1.

8 Review and submit the staff recruitment proposal to HRC as per the approved staffing patternNAAgency/Ministry/Dzongkhag2. Announce the vacancy in agency website and media Within 1 day after HR approvalAgency/Ministry/Dzongkhag (Work-ing agency)Re-announce the vacancy after two weeks if there is no minimum requirement of applicants as per rule3. Enter vacancy announcement in CSIS for RCSC ap-provalWithin 1 day after HR approvalAgency/Ministry/Dzongkhag (Work-ing agency)Copy of vacancy announce-ment4. Approve online req-uisition sent by the Ministry/Agency 1 week RCSC5. Conduct selec-tion interview and endorse the result by HRC1 weekAgency/Ministry/Dzongkhag (Work-ing agency)6.

9 Enter details of the selected candidates in CSIS for Issuance of EID and upload the the selection interview results and other relevant documentsAgency/Ministry/Dzongkhag (Work-ing agency)Forwarding letter along with following documents to be submitted to RCSC:- Filled Employment form (signed by the recruiting agency)- Relevant Qualification- NOC- Medical Certificate- Vacancy announcement - Selected interview result- CID card (starting no. 1 and 2 are accepted)excellence in the civil service | 3 HRM ProtocolsTime FrameOperator Documents required/Remarks7. Review the docu-ments submitted by working agency for issuing EID/revoke.

10 Make note sheet signed by the focal and the Chief HRO2 weeksRCSC8. Issue EID online (CSIS) hrRCSC9. Issue appointment order generated by CSIS based on the EID issued by RCSC online and submit a copy of Appoint-ment Order to RCSC for opening P 1 day after the issuance of EID numberAgency/Ministry/Dzongkhag (Work-ing agency)The appointment shall be effected from either 1st or 15th day of a month after the completion of all Enter appointment order submitted by recruiting hrRCSC11. Send to PF for new personal : Recruitment through BCSE HRM ProtocolsTime FrameOperatorDocuments required/Remarks1.