Guidelines for Transfers in department of Posts part 2

 B. Authority competent to approve transfer under Rule 38: -
(I) Cases where all conditions are met:

      (i) Inter - Circle - Chief Postmaster General (CPMG) of both Circles
      (ii) Intra - Circle - Chief Postmaster General concerned

(II) Cases where any of the conditions of these guidelines is not met – Directorate
C. Maintenance of request register & Schedule for transfer under Rule 38: -

(i) An application for Inter- Circle/Intra-Circle transfer in Form-1 shall be submitted to the Chief Postmaster General of the Circle where the official is working. Advance copy of application should not be sent to the authority where transfer is sought.

(ii) The application for transfer under Rule 38 shall be received in the office of Chief Postmaster General (CPMG) between 1"t April to 30th June of the year.

      Applications, received after closing of normal office hour of 30th June shall not be entertained in any circumstances.

(iii) Applications received till the closing hours shall be recorded in outward register in Form'2 to be maintained in Circle Office. The official having more length of service in a unit (Circle or Division, as the case may be) will be placed above the official(s) having less length of service in a unit.

      Separate Outward Register shall be maintained for each type of post such as ASP/IP/PA/SA etc. For Divisional Cadre posts the entry in the outward register shall be made division wise.

(iv) Request of those officials who fulfill all eligibility criteria for Rule 38 transfer as on 30th June shall only be entered in the Outward Register. Request of the officials who do not fulfill eligibility criteria as on 30th June shall be rejected straightaway and the officials will be informed accordingly by the office of CPMG.         

             Eligible requests received during 1st April to 30th June shall be entered in the outward register immediately below all pending requests from previous year.

                                                                                                      The valid list of transfer requests as per outward register shall be circulated/ published in the India Post/Circle website by the office of CPMG by 31"t July for information of all concerned.

(v) If the information furnished by an official is later on found to be incorrect such application shall also be and relevant entry in the outward register shall be deleted.

(vi) Official who has completed required probation period of service by 30th June but orders regarding completion of probation have not been issued shall also be considered. However, in case the probation period is extended before the official is relieved, the official shall not be transferred, even after issue of approval for transfer. 

          Mere transfer of an official shall not be construed as completion of probation for which specific orders are required to be issued.

(vii) Office of CPMG shall prepare Circle-wise list of cases of inter-circle transfer and send to respective circle by 31"t July requesting their accommodation report. Copy of the application form shall also be sent.

(viii) On receipt of transfer request lists from other circles, office of CPMG will prepare composite inward transfer list for each type of posts/cadre (Division wise for Divisional cadre) incorporating both Intra-Circle and Inter-Circle transfer requests. 

           Order of priority in the composite inward request list shall be prepared in the manner provided in point (iii)above. Inward transfer list, thus, prepared will be entered in inward request register in Form 3 for each type of post/cadre, to be maintained in Circle Office.

(ix) After preparation of outgoing and incoming request register. the office of CPMG shall share b 31"t August both lists with concerned Division(s) to provide recommendations/ comments on each request by 30thSeptember. Copy of application of each official shall also be sent. 

       While, giving recommendations/comments, the Divisional Head shall take into consideration availability of vacancy in respective category (UR/SC/ST/OBC) /mode of recruitment (Direct Recruitment/Promotion). Since vacancy may arise over a period of one (l) year, details of occurrence of vacancies category' wise/recruitment mode-wise shall also be communicated. 

         The Divisional Head shall also verify and confirm the information in the application form in respect of official for whom he/she is the controlling authority. This exercise for Circle cadre officials shall be done by the office of CPMG itself within stipulated date i.e. 30th September.

(x) Transfer of officials shall not be denied solely on the ground of shortage of staff where working strength of the cadre in the concerned unit is 75% of sanctioned strength or more.                   However , the unit head (Head of Circle or Head of Division as the case may be) may permit transfer in deserving cases for reasons to be recorded in writing even if the working strength of a cadre is less than 75%.

xi) On receipt of information from Divisions, Office of CPMG will decide the approved list of transfer as per priority lists vis-a-vis availability of vacancies and shall communicate, by 31"t October, the accommodation report to other circles in respect of inter circle transfer.

(xii) After taking into consideration the accommodation report from other circles. The office of OPMG shall decide and publish the final list of Inter' and Intra' Circle transfer by 30th November indicating the relieving date for each official. The controlling officer of the official approved for transfer shall relieve the official as per the schedule approved by the Office of CPMG.

(xiii) The officials who don't figure in the approved list of transfer shall be in the waiting list for consideration in subsequent year. The waiting list shall also be published for information of all concerned.

(xiv) Before announcing vacancies for a particular recruitment year whether under Direct Recruitment, Departmental Examination or Promotion, request received under Rule 38 shall be considered first, Only after considering all such requests vacancies shall be announced for different modes of recruitment.

(xv) 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 issue orders to relieve an official approved for transfer unless such official is clear from vigilance angle. Accordingly, if an official approved for transfer is not clear from vigilance angle, the controlling officer shall inform the official as well as the controlling officer of the unit where the official is approved for transfer preferably 15 days before the approved date of transfer.

            However, if such an official is later on cleared from vigilance angle, the controlling officer shall initiate the process of relieving in consultation with the controlling officer of the unit where the official is approved for transfer.