Standard Operating prOcedure 2016 FOr Human reSOurce …

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. 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.

2 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. 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 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).

3 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) .. : 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.

4 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. 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.

5 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. 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.)

6 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. 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. Submit graduate requisition to RCSC31st MayAgency/Ministry/Dzongkhag(by parent agency if any)Graduate requisition form2. Compile, review, prioritize and sub-mit to commission for approval 30th JuneRCSC3.

7 Announce the vacancy in RCSC websiteJuly 27 RCSCB efore BCSE4. Appointment to the technical positionsRCSCTo be selected through BCSE 4 | excellence in the civil service HRM ProtocolsTime FrameOperatorDocuments required/Remarks5. Appointment of po-sitions from general categoryRCSCTo be appointed from PG Diploma graduates (BCSE selects of the previous year) 6. Generate EID No. from CSIS and issue appointment orderDecemberRCSC7. Administer oath taking ceremonyRCSC8. Enter Appointment Order Number in CSISW ithin one day RCSC9. Forward the Appli-cantion Document set and Appoint-ment Order to the MISD for opening personal file Within one dayRCSC10. Issue appointment order based in RCSC s appoint-ment orderWithin one dayAgency/Ministry11. Issue joining order and update in the CSISW ithin one day of join-ingAgency/Ministry/Dzongkhag(workin g agency)12. Open personal fileOn the day of appoint-mentAgency/ministry/Dzongkhag (at working agency)Sign the oath taking form and submit a copy to : Recruitment through BCSE HRM ProtocolTime FrameOperatorDocuments Required/Remarks 1.

8 Generate EID No. from CSIS and pre-pare appointment orderWithin five working days after the selection and appointmentRCSC2. Administer oath taking ceremony and issue appoint-ment orderWithin one day after the compRCSC excellence in the civil service | 5 HRM ProtocolTime FrameOperatorDocuments Required/Remarks 3. Enter Appointment Order Number in CSISW ithin one day RCSC4. Forward the Ap-plication Document set and Appoint-ment Order to the MISD for opening personal fileWithin one dayRCSC5. Issue placement or-der based in RCSC s appointment orderWithin one dayMinistryEnter working agency (specify Dzongkhag & Thromde)6. Carry out place-ment through HRCW ithin 1 week Dzongkhag/Thromde7. Issue placement orderWithin one day Dzongkhag/Thromde(working agency)8. Issue joining order update joining in CSISD zongkhag/Thromde9. Open personal fileOn the day of appoint-mentDzongkhag (at working agency)Sign the oath taking form and submit a copy to RCSC6 | excellence in the civil service CHAPTER 3: Decentralized PromotionHRM ProtocolsTime FrameOperatorDocuments required/Remarks1.

9 Issue notification for submission of promotion propos-als with list of staff due for promotion30th Sept to 31st October/ 31st March to 30th AprilAgency/Ministry/Dzongkhag (Work-ing agency)Late submission shall not be accepted2. Receive proposals:31st October/31st MayAgency/Ministry/Dzongkhag (Work-ing agency)3. Prepare checklist and review propos-als30th Novem-ber/ 30th JuneAgency/Ministry/Dzongkhag (Work-ing agency)Documents required: - Promotion forms- Audit clearance- Security clearance- PE forms for last three years- Undertaking forms (for principal engi-neer)- Post adjustment form (for principal engineer)4. Carry out promo-tion meeting by HRC15th Decem-ber/ 15th JuneAgency/Ministry/Dzongkhag (Work-ing agency)5. Enter promotion proposal in CSISA gency/Ministry/Dzongkhag (Work-ing agency)By first step user of the CSIS (HR Assistant)6. Review and en-dorse/revoke in CSIS Agency/Ministry/Dzongkhag (Work-ing agency)By second step user of the CISIS (HRO)7. Generate and issue Promotion Order from CSIS1 January/ 1 JulyAgency/Ministry/Dzongkhag (Work-ing agency)8.

10 Update promotion in personal filesJanuary, Julyexcellence in the civil service | Meritorious/Fast track/Specialist PromotionHRM ProtocolsTime FrameOperatorDocuments required/Remarks1. Issue notification for submission of promotion propos-als from respective Department/Divi-sion with list of staff due for promotion30th Sept to 15 October/ 31st March to 15th AprilLate submission shall not be accepted2. Receive proposals, prepare checklist and review the proposal15th Oct/15th AprilAgency/Ministry/Dzongkhag (work-ing agency)Documents required: - Promotion forms- Audit clearance- Security clearance- PE forms for last three years ( last two years for fast track promo-tion)- Meritorious form (for meritorious promo-tion)- Post adjustment Form, ToR and Undertaking for Specialist Promo-tion3. Seek endorsement of HRC25th Oct/25th MayAgency/Ministry/Dzongkhag (work-ing agency)4. submit to parent agency 31st October/31st MayAgency/Ministry/Dzongkhag (work-ing agency)Forwarding letter with documents set5.