The Department of Posts, under the Ministry of Communications, issued revised Guidelines for Transfer through Office Memorandum F. No. 141-141/2013-SPB-II dated 17.01.2019. These guidelines regulate transfers for:
- Group ‘C’ officials
- Group ‘B’ (Non-Gazetted) officials
- Assistant Superintendent of Posts (Group ‘B’ Gazetted)
These guidelines supersede the previous rules circulated via Office Memorandum dated 31.07.2018 and are applicable with immediate effect. The updated guidelines aim to bring transparency, uniformity, and efficiency in transfer policies for postal employees.
To ensure clarity and address common concerns, this article presents a detailed FAQ section, answering all potential queries regarding the latest transfer guidelines.
1. To whom do these transfer guidelines apply?
These guidelines are applicable to the following categories of postal employees:
- Group ‘C’ officials
- Group ‘B’ (Non-Gazetted) officials
- Assistant Superintendent of Posts (Group ‘B’ Gazetted)
2. Transfer under Rule 37 of Postal Manual Volume IV
2.1 What is Rule 37 of the Postal Manual Volume IV?
Rule 37 states that an official is liable to be transferred anywhere in India unless there is an express order exempting a specific class or category of officials.
2.2 Are there any restrictions on transferring certain employees?
Yes, there are exceptions:
- Postmen, Village Postmen, and MTS (Multi-Tasking Staff) should not be transferred from one Division to another except for very special reasons, which must be recorded in writing.
3. Transfer at One’s Own Request under Rule 38 of Postal Manual Volume IV
3.1 Can an official request a transfer under Rule 38?
Yes, officials can request a transfer under Rule 38 for personal reasons, but certain conditions must be met.
3.2 What are the general conditions for a Rule 38 transfer?
The following conditions apply to transfers under Rule 38:
- Completion of Probation – An official must have completed their probation period satisfactorily before being eligible for a transfer.
- No Harm to Others’ Rights – Transfer requests should not be discouraged if they can be accommodated without affecting the rights of other employees.
- Gradation List Restriction – Transfers between different gradation lists (seniority lists) can only be allowed under mutual exchange.
3.3 Why are transfers between different gradation lists restricted?
- Moving an official from one gradation list to another without mutual exchange may affect the seniority and rights of other employees.
- Mutual exchange transfers are permitted if they do not violate any rules.
3.4 How is seniority determined after a mutual exchange transfer?
- The transferred official will be placed in the new gradation list based on:
- The position they would have been assigned had they originally joined that unit, OR
- The position vacated by the official with whom they exchanged places—whichever is lower.
3.5 What happens to seniority when an official transfers without mutual exchange?
(iv) If an official is transferred at their own request without mutual exchange, they will be placed at the bottom of the gradation list in the new unit. This means they will be junior to all existing officials in that unit on the date they join.
3.6 How is seniority affected if the old and new unit belong to a wider promotion unit?
(v) If both the old and new units are part of a wider unit that oversees promotions to a higher cadre, the transferred official will retain their original seniority in the gradation list of that wider unit.
3.7 Can an official request a re-transfer to their old unit after being transferred?
(vi) Yes, an official who has been transferred from one unit to another can request a re-transfer to their old unit. However, this will be treated as a new transfer request under Rule 38 and will be subject to all the provisions and conditions outlined in these guidelines.
3.8 Will an official retain their old seniority after re-transfer to their previous unit?
(vii) No, an official who is re-transferred to their old unit will not regain their previous seniority or any special privileges they had before the initial transfer. Their seniority will be determined as per the provisions mentioned earlier in 3.5(iv) & 3.6(v).
3.9 What happens if an official had appeared in a Departmental Examination before transfer?
- If an official had appeared in a Departmental Examination before their transfer, they will still be considered for promotion in the old unit based on that examination.
- However, they will not have any promotion rights in the new unit based on that examination.
3.10 What happens if an official qualifies in the Departmental Examination taken before transfer?
- If the official qualifies in the examination they appeared for in their old unit, they will directly join the promoted post in the old unit.
- Such an appointment to the promoted post in the old unit will not be treated as a transfer under Rule 38.
3.11 Are there any category-based restrictions for transfers under Rule 38?
(viii) Yes, transfers under Rule 38 are permitted only against a vacancy of the same type and category, meaning:
- A Direct Recruit can only be transferred against a Direct Recruitment vacancy.
- A Promotee can only be transferred against a Promotion vacancy.
Additionally, category-based restrictions apply:
- Unreserved (UR) candidates can only be transferred against a UR vacancy.
- OBC candidates can only be transferred against an OBC vacancy.
- SC candidates can only be transferred against an SC vacancy.
- ST candidates can only be transferred against an ST vacancy.
3.12 How is an SC/ST/OBC candidate treated if recruited under a UR vacancy?
If an SC/ST/OBC candidate was originally recruited under a UR vacancy, they will still be considered as SC/ST/OBC for the purpose of transfer under Rule 38.
3.14 What is the minimum service requirement for a transfer under Rule 38?
(x) An official must meet one of the following conditions to be eligible for a transfer under Rule 38:
- Completion of the probation period, OR
- Minimum of 2 years of service in the current grade (if there is no probation period).
3.15 Are there any exceptions to the 2-year service or probation requirement?
Yes, the following categories of officials are exempted from the 2-year or probation period condition:
- Persons with Disabilities (PwD) – They can apply for transfer without waiting for 2 years or completing probation.
- Officials (or their family members) suffering from a terminal illness – The 2-year requirement is waived if the:
- Employee
- Spouse
- Fully dependent children
are diagnosed with a terminal illness.
3.16 How are transfer requests for terminal illness cases processed?
- Such transfer requests must be referred to the Directorate with the recommendation of the concerned Chief Postmaster General (CPMG).
- Relevant medical documents must be submitted to support the request.
- The Directorate has the authority to seek a second medical opinion from an appropriate authority if needed.
3.17 Can an official apply for a transfer immediately after being transferred to a new unit?
No, an official who has already been transferred to a new unit is not eligible for another transfer under Rule 38 until they have completed 2 years of service in the new unit.
3.18 How many times can an official request a transfer under Rule 38?
(xi) An official is eligible for:
- Two Inter-Circle transfers (transfers between different postal circles) during their entire service.
- Two Intra-Circle transfers (transfers within the same postal circle) during their entire service.
This means an official can request a total of four transfers under Rule 38 in their career—two within the same circle and two between different circles.
3.19 Are Persons with Disabilities (PwD) eligible for additional transfers under Rule 38?
(xii) Yes, PwD employees are granted one additional chance for transfer in both categories:
- Inter-Circle transfer → Allowed one extra transfer (total three instead of two).
- Intra-Circle transfer → Allowed one extra transfer (total three instead of two).
3.20 Who qualifies as a PwD employee for additional transfers?
A PwD employee is eligible for the additional transfer if they meet either of the following conditions:
- They were appointed as a PwD candidate (even if they did not avail any relaxed merit standards during recruitment).
- They became disabled after their initial employment.
3.21 What documents are required to claim the additional transfer as a PwD?
The employee must submit an appropriate disability certificate as per the Government of India’s guidelines to support their claim for additional transfers.
3.22 Can an Assistant Superintendent of Posts (ASP) be transferred under Rule 38?
(xiii) An Assistant Superintendent of Posts (ASP) can be transferred under Rule 38 only if all officials originally borne in the grade of Inspector Posts (IP) in the destination circle have already been promoted to ASP.
3.23 Are there any exceptions to this condition?
Yes, the following officials are excluded from this rule:
- Officials who were denied promotion due to disciplinary action.
- Officials who voluntarily refused promotion.
3.24 What does ‘senior borne originally in the grade of Inspector Posts’ mean?
- It refers to Inspectors Posts (IP) who were first appointed as IPs in that Circle.
- It does not include IPs who were transferred from another Circle, as they become junior to all existing IPs in the new Circle upon joining.
3.25 How does this rule apply in a real scenario?
Illustration:
- Suppose an official ‘X’ from Circle A transfers to Circle B as an Inspector Posts (IP) under Rule 38.
- After transfer, ‘X’ becomes junior to all existing IPs in Circle B regardless of when they were originally appointed.
- Later, if another official ‘Y’, who is already promoted as ASP, requests a transfer to Circle B, it will be approved only if all originally senior IPs in Circle B (like ‘Z’) have been promoted to ASP.
- However, the transfer will not be denied just because ‘X’ is still awaiting promotion, as ‘X’ was junior to ‘Z’ upon joining Circle B.
3.26 Can an employee request a transfer under Rule 38 to be posted with their spouse?
(xiv) Yes, if an employee’s spouse is working, their request for transfer under Rule 38 will be considered based on the guidelines issued by the Department of Personnel & Training (DoPT).
3.27 What are the key provisions of the DoPT guidelines on spouse posting?
- The DoPT O.M. No. 28034/9/2009-Estt. (A) dated 30.09.2009 (as amended from time to time) ensures that, as far as possible, husband and wife should be posted in the same station or nearby locations.
- The transfer request under Rule 38 will be evaluated in accordance with these guidelines to facilitate family reunification.
3.28 Does this guarantee a transfer to the spouse’s location?
No, while efforts will be made to accommodate the request, the transfer will depend on:
- Availability of a suitable vacancy.
- Compliance with other Rule 38 conditions.
- Organizational requirements.
3.29 Who is the authority competent to approve a transfer under Rule 38?
The approval authority for Rule 38 transfers depends on whether all conditions are met or not.
(I) Cases where all conditions of Rule 38 are met:
- Inter-Circle Transfer (Between different Circles): Approved by Chief Postmaster General (CPMG) of both Circles.
- Intra-Circle Transfer (Within the same Circle): Approved by the Chief Postmaster General (CPMG) of the concerned Circle.
(II) Cases where any condition of Rule 38 is not met:
- The case will be forwarded to the Directorate for special consideration.
3.30 How should an employee apply for a transfer under Rule 38?
- The employee must submit an application in Form-1 to the Chief Postmaster General (CPMG) of their current Circle.
- No advance copy should be sent to the authority where the transfer is requested.
3.31 When can an employee apply for a Rule 38 transfer?
- Application window: 1st April to 30th June every year.
- Deadline: Applications received after the close of office hours on 30th June will not be entertained under any circumstances.
3.32 How are applications for transfer under Rule 38 recorded and processed?
- All applications received before the closing hours on 30th June will be recorded in an Outward Register (Form-2) maintained at the Circle Office.
- The applications will be prioritized based on length of service in the current unit (Circle or Division)—officials with longer service will be placed above those with less service.
3.33 Is there a separate register for different posts?
Yes, separate Outward Registers will be maintained for different types of posts, such as:
- Assistant Superintendent of Posts (ASP)
- Inspector of Posts (IP)
- Postal Assistant (PA)
- Sorting Assistant (SA)
For Divisional Cadre posts, the entries in the Outward Register will be made division-wise.
3.34 What happens if an employee does not meet the eligibility criteria for a Rule 38 transfer?
- Only applications from officials who fulfill all eligibility criteria as of 30th June will be entered in the Outward Register.
- Applications from ineligible officials will be rejected immediately, and the concerned officials will be notified by the office of the Chief Postmaster General (CPMG).
3.35 How are valid transfer requests processed and published?
- Eligible requests received from 1st April to 30th June will be entered in the Outward Register below all pending requests from previous years.
- The final list of valid transfer requests (as per the Outward Register) will be circulated/published on the India Post website or the respective Circle website by the CPMG office by 31st July for the information of all concerned.
3.36 What happens if false or incorrect information is provided in the transfer application?
- If any information provided by the official in the transfer application is later found to be incorrect, the application will be rejected immediately.
- Additionally, the entry will be deleted from the Outward Register.
3.37 Who is considered eligible for transfer under Rule 38 if probation is still ongoing?
- Officials who complete the required probation period by 30th June are eligible for transfer under Rule 38.
- However, if an official’s probation is extended before they are relieved, the transfer will be cancelled, even if it was already approved.
- Completion of probation is a separate process, and mere approval of transfer does not mean probation is complete.
3.38 What is the process of inter-circle transfer requests?
- By 31st July – Each Circle will compile a list of inter-circle transfer cases and send them to the respective Circles.
- By 31st August – Each Circle prepares a composite inward transfer list (including both inter-circle and intra-circle requests).
- By 30th September – Divisional Heads verify vacancies and confirm the application details.
3.39 Is there any restriction based on cadre strength?
- Transfers are allowed only if the working strength of the cadre is at least 75% of the sanctioned strength.
- However, in deserving cases, the Head of Circle or Head of Division can allow a transfer even if the working strength is below 75%.
3.40 How and when is the final transfer list published?
- By 31st October – Approved inter-circle transfer lists are shared between Circles.
- By 30th November – The final list of inter-circle and intra-circle transfers is published along with the relieving date of officials.
- The waiting list of officials (who were not approved this time) is also published for next year’s consideration.
3.41 Are transfer requests considered before recruitment?
- Yes. Before announcing any new vacancies (for Direct Recruitment, Departmental Exams, or Promotions), all pending Rule 38 transfer requests must be considered first.
3.42 Can an official under vigilance inquiry or disciplinary proceedings be transferred?
- Yes, an official under inquiry can be considered for transfer.
- However, they will not be relieved until they are cleared from the vigilance/disciplinary case.
- If an official is later cleared, the relieving process will begin in coordination with the new unit.
4. Request for Temporary Inter-Circle Transfer
4.1 Are temporary inter-circle transfers allowed?
- No, temporary inter-circle transfers are not generally entertained.
- However, in deserving cases, they may be considered for reasons recorded in writing.
4.2 Who approves temporary inter-circle transfers?
- Only the Directorate can approve such transfers.
- Both Chief Postmaster Generals (CPMGs) of the parent Circle and receiving Circle must recommend the transfer.
- The parent Circle forwards the proposal to the Directorate for final approval.
4.3 Maximum Duration and Gaps Between Transfers
Q1: What is the maximum period for which an employee can avail a temporary inter-circle transfer?
An employee can avail a temporary inter-circle transfer for a maximum of three years in their entire service.
Q2: Can an employee take multiple temporary transfers during their service?
Yes, an employee can avail two temporary transfers during their entire service tenure. However, there must be a minimum gap of three years between the two spells of temporary transfer.
Q3: What happens if an employee applies for a temporary transfer before completing the three-year gap?
The request will not be entertained, as per the guidelines, unless there are exceptional circumstances with recorded justification.
4.4 Duration and Extension of Temporary Transfers
Q4: For how long is a temporary transfer initially approved?
A temporary transfer is initially approved for one year only.
Q5: Can an employee extend their temporary transfer beyond one year?
Yes, the borrowing Circle may seek an extension beyond one year. However, this must be approved by the Directorate with the consent of the parent Circle.
Q6: When should the request for an extension be submitted?
The request for an extension must be submitted at least 45 days before the completion of the approved transfer period.
Q7: Can temporary transfers be extended indefinitely?
No, temporary transfers cannot exceed the three-year maximum limit under any circumstances.
4.5 Restrictions on Temporary Transfers
Q8: Can an employee apply for a temporary transfer from one cadre to another (e.g., Postal Assistant to Sorting Assistant)?
No, inter-cadre transfers are strictly prohibited under temporary transfer rules. Employees can only be transferred within the same cadre.
Q9: Will such requests be considered if an employee submits them?
No, the Circles are not allowed to forward such requests to the Directorate.
4.6 Impact on Promotion
Q10: What happens if an employee is promoted during their temporary transfer period?
If an employee gets promoted during the period of their temporary transfer, they must be relieved immediately (but not later than one month) to join their newly promoted post.
Q11: What if the employee does not join the promoted post within one month?
Failure to join the promoted post within the stipulated time will result in debarment from promotion for one year.
4.7 Implementation of New Guidelines
Q12: Are these new guidelines applicable to employees who were granted temporary transfers before their implementation?
Yes, all ongoing temporary transfers and their extensions will also be regulated under the new guidelines.
Q13: If an employee’s previous transfer was granted under older rules, will they still be affected by these new rules?
Yes, all temporary transfer requests, whether new or ongoing, will be governed by these latest regulations issued by the Directorate.
5. Transition to Rotational Transfers
While Rule 38 transfers focus on employee-requested relocations, the postal department also enforces rotational transfers as part of its administrative framework. These transfers are implemented periodically to ensure transparency, efficiency, and prevent prolonged tenure in sensitive positions. Below is a detailed FAQ on Rotational Transfers, covering key provisions as outlined under Sl. No. 5 of the memorandum.
5.1 What is the tenure for rotational transfers of employees?
A: The post tenure of an employee is 3 years, while the station tenure is 6 years.
5.2 Can an employee be transferred before completing the post or station tenure?
A: Yes, an employee may be transferred before completing the post or station tenure, but only on administrative grounds. The reasons must be recorded in writing by a superior authority who is above the one ordinarily competent to approve such transfers.
5.3 Who is responsible for initiating an early rotational transfer?
A: The competent authority, who is normally responsible for approving rotational transfers, must propose the early transfer with proper justification. However, final approval must come from a superior authority before implementation.
5.4 How are employees matched with posts during rotational transfers?
A: The placement of officials is done by matching human resources with the requirements of posts. While efforts may be made to accommodate employees in their preferred stations, the final decision is based on administrative requirements and austerity measures.
5.5 Are inter-station transfers allowed freely under rotational transfer policy?
A: No, inter-station transfers should be minimized due to austerity measures. Transfers should be managed efficiently within available resources, and unnecessary relocations should be avoided.
5.6 When will the schedule for rotational transfers be published?
A: Each Circle must publish the schedule, cut-off dates, and guidelines for rotational transfers within 30 days of the issuance of these instructions. The schedule must consider the academic sessions prevailing in that particular Circle or State. Once published, the schedule cannot be changed, unless there is an official change in the academic calendar.
5.7 Can employees request their preferred locations during rotational transfers?
A: Yes, all employees due for rotational transfer after completing their post tenure (3 years) or station tenure (6 years) will be asked to provide at least three location preferences with justifications. However, these requests will only be considered subject to administrative convenience and availability of posts.
5.8 Will officials always be transferred to a different station after completing post tenure?
A: No, wherever possible, officials completing their post tenure (3 years) will be accommodated within the same station. However, if this is not feasible without disrupting operational needs, some officials may be transferred outside their current stations.
5.9 How are rotational transfers handled in large cities that form a single Postal Region?
A: In cities where the entire city constitutes a Postal Region, a Circle cadre official who completes their station tenure of 6 years will be transferred out of the current Division, even if they remain within the same city. For these officials, each Division within the Postal Region will be treated as a separate station.
5.10 How are long-pending transfer requests to specific stations handled?
A: If multiple officials from different cadres have been waiting for a long time to be posted to a particular station, and their requests have not been fulfilled due to administrative reasons, such cases may be considered on priority. To accommodate these requests, officials with the longest tenure at the desired station may be transferred out to create vacancies. However, such transfers will be made only in genuinely deserving cases based on administrative requirements.
5.11 What are the transfer rules for Sub Postmasters and Postal Assistants in single-handed or double-handed Post Offices?
A: As per the guidelines issued by the Investigation Division of the Directorate (vide letters No. 8-4/2005-Inv. dated 22.09.2005, 12.01.2012, and 05.12.2012), the following rules apply:
-
Mandatory Transfer After Three Years:
- All Sub Postmasters (SPMs) and Postal Assistants (PAs) in single-handed or double-handed Post Offices must be transferred after completing a three-year tenure, even if it means relocating to a different station.
-
One-Time Posting Rule:
- Officials who have served in a single-handed or double-handed Post Office at any point in their career cannot be posted back to the same office, even after a break.
- This applies regardless of the duration of their initial posting in that office.
These rules have been implemented as preventive vigilance measures to enhance transparency and minimize risks of financial and operational irregularities in such sensitive postings.
5.12 Can an official be posted back to the same single-handed or double-handed Post Office?
A: Generally, officials who have served in a single-handed or double-handed Post Office cannot be posted back to the same office at any point in their career, as per the preventive vigilance guidelines.
5.13 Are there any exceptions to this rule?
A: Yes, Divisional Heads have been given the authority to relax this rule under the following conditions:
-
Verification of Antecedents:
- The Divisional Head must verify the official’s antecedents and character before granting any relaxation.
- A formal note confirming this verification must be placed on record.
-
Mandatory Break Period:
- An official can only be posted back to the same office after a complete tenure break (i.e., they must serve a full tenure elsewhere before returning).
- This applies to transfers, deputations, or any other form of re-posting.
-
Reporting Requirement:
- Every case of such relaxation must be reported in a half-yearly statement to the Regional Postmaster General (RPMG) or Chief Postmaster General (CPMG), as applicable.
This relaxation is provided in exceptional cases only and is subject to strict monitoring to maintain administrative integrity and prevent misuse.
5.14 Are officials due for retirement within one year exempt from rotational transfers?
A: Yes, officials (except those posted in single-handed or double-handed Post Offices) who are due to retire within one year shall not be transferred, unless:
- Special reasons are recorded in writing by the Head of the Circle justifying the transfer.
- The transfer is specifically required under exceptional circumstances.
5.15 Can an official due for retirement within two years be posted in a single-handed or double-handed Post Office?
A: No, any official who is due to retire within two years shall not be posted as:
- Sub Postmaster in a single-handed or double-handed Post Office.
- Postal Assistant in a single-handed or double-handed Post Office.
5.16 Can an official’s post tenure be extended beyond the prescribed period?
A: Yes, but only in deserving cases and with proper justification. The extension rules are as follows:
- For Group ‘C’ staff (except Sub Postmasters/Postal Assistants in single/double-handed Post Offices):
- Regional Postmaster General (PMG) or Chief PMG can approve a one-year extension after recording full justification in the file.
- For Group ‘B’ officials:
- Head of the Circle can grant the extension after due consideration.
- Maximum extension: Only one year—beyond this, the official must be transferred.
5.17 Can Sub Postmasters or Postal Assistants in single/double-handed Post Offices get a post tenure extension?
A: No. The extension provision does not apply to:
- Sub Postmasters in single/double-handed Post Offices.
- Postal Assistants in single/double-handed Post Offices.
5.18 How will the rotational transfer of officials in the Savings Bank Control Organization (SBCO) be conducted?
A: The rotational transfer of SBCO officials will be carried out within a cluster of Divisions to maintain operational efficiency.
5.19 Can an SBCO official be transferred outside their designated cluster of Divisions?
A: Yes, but only in exceptional cases. Such transfers require:
- Approval from the Deputy Postmaster General (DPS) Headquarters.
- Consultation with the Accounts Officer, Internal Check Organization (ICO-SB).
5.20 Can an official request a retransfer to their previous station after being transferred?
A: No, an official cannot be considered for retransfer for a minimum period of two years after joining their new station.
5.21 Does completing two years outside the old station guarantee retransfer?
A: No. Two years is only a minimum condition. Officials with a longer period of service outside their previous station will have priority for retransfer.
5.22 Are there any exceptions for retransfer before completing two years?
A: Yes, but only in exceptional cases. Retransfer before two years may be approved only:
- In extreme public interest, or
- On extreme compassionate grounds
Such requests require approval from the Head of the Circle.
5.23 Are Mail Overseers, Postmen, and Multi-Tasking Staff (MTS) subject to rotational transfers?
A: No, Mail Overseers, Postmen, and MTS are exempted from rotational transfer, except on administrative grounds.
5.24 Can Mail Overseers and Postmen be rotated within their beats?
A: Yes, Heads of Circles must formulate and circulate a policy for beat rotation of Mail Overseers and Postmen to ensure fair work distribution.
5.25 Can MTS staff be transferred under any circumstances?
A: MTS staff are generally exempt from rotational transfers, but they can be transferred on administrative grounds if required.
5.26 Are rotational transfers implemented while considering the posting of spouses at the same station?
A: Yes, while implementing rotational transfers, the guidelines issued by the Department of Personnel & Training (DoPT) under O.M. No. 28034/9/2009-Estt. (A) dated 30.09.2009 (as amended from time to time) regarding the posting of husband and wife at the same station shall be taken into account.
5.27 Does this mean that an employee with a working spouse will not be transferred?
A: Not necessarily. While efforts will be made to accommodate the posting of spouses at the same station, the final decision will depend on administrative feasibility, service requirements, and availability of vacancies.
5.28 If an employee is transferred away from their spouse’s station, can they request reconsideration?
A: Yes, an employee can submit a request for reconsideration under the spousal posting guidelines. However, approval will depend on administrative considerations and the competent authority’s decision.
5.29 Are there special considerations for Persons with Disabilities (PwDs) in rotational transfers?
A: Yes, while implementing rotational transfers, the guidelines issued by the Department of Personnel & Training (DoPT) under the following Office Memorandums (O.M.s) shall be considered:
- O.M. No. A-B 14017/41/90-Estt.(R) dated 10.05.1990
- O.M. No. 36035/3/2013-Estt. (Res.) dated 31.03.2014 (Para 2 H)
- O.M. No. 42011/3/2014-Estt. (Res.) dated 06.06.2014
These guidelines provide specific provisions to ensure equitable treatment and accessibility for PwD employees.
5.30 What are the key benefits given to PwD employees under these guidelines?
A: As per the DoPT guidelines, PwD employees are generally:
- Exempted from routine rotational transfers to minimize disruption in their work environment.
- Given preference for postings at or near their place of residence to ensure better accessibility and convenience.
- Allowed to request modifications in their postings based on their disability-related needs, subject to administrative feasibility.
5.31 Can a PwD employee be transferred against their preference?
A: In general, efforts are made to accommodate PwD employees’ requests for station preference. However, in cases where administrative requirements necessitate a transfer, the competent authority will make a decision while ensuring that PwD-specific guidelines are followed.
5.32 How can a PwD employee request exemption or special consideration under rotational transfer?
A: A PwD employee should:
- Submit a formal request citing relevant DoPT guidelines.
- Provide necessary documentation (such as a disability certificate) to support their request.
- Ensure that the request is submitted well before the rotational transfer cycle to facilitate smooth consideration.
5.33 Are there special provisions for women employees in rotational transfers?
A: Yes, while implementing rotational transfers, it must be ensured that women employees are posted or transferred only to offices where basic and essential amenities for women are available.
5.34 What essential amenities must be available for women employees before posting them?
A: The essential amenities may include, but are not limited to:
- Separate and hygienic washrooms
- Safe and secure working environment
- Proper seating arrangements
- Availability of transport or connectivity options (if the office is in a remote location)
- Functional grievance redressal mechanisms
5.35 Can a woman employee refuse a transfer if essential amenities are not available?
A: Yes, if basic amenities required for women employees are absent, a woman employee can formally request a reconsideration of the transfer. The competent authority must ensure compliance with workplace safety and hygiene requirements before proceeding with the transfer.
5.36 Are there any priority considerations for women employees in transfer postings?
A: Yes, special consideration is given to women employees under:
- DoPT Guidelines on posting of husband and wife at the same station (if applicable).
- Special provisions for single mothers or women with family responsibilities (subject to administrative feasibility).
- Ensuring safety and accessibility, especially in remote or high-risk areas.
5.37 How can a woman employee report inadequate amenities after being transferred?
A: If a woman employee finds that essential amenities are lacking after being transferred, she can:
- Report the issue to the Divisional Head/CPMG in writing.
- Request an alternative posting or provision of necessary facilities at the earliest.
- Escalate the matter if no action is taken within a reasonable period.
5.38 What is the time frame for implementing rotational transfer orders?
Rotational transfer orders must be implemented within 45 days of their issuance.
5.39 What happens if a transfer order is not implemented within 45 days?
If a transfer order is not implemented within the stipulated time, the concerned Circle must report the delay to the Directorate. The report should include:
- Reasons for the delay
- Names of officers/officials responsible for non-implementation
5.40 Is there any accountability for delays in transfer implementation?
Yes. If any official or officer is found responsible for deliberate delay, appropriate action may be taken by the higher authorities.
5.41 Are there any specific considerations for implementing rotational transfers in technologically advanced roles?
Yes. Since new products, services, and modern technology are being introduced in the Department of Posts, trained officials must be available to replace those completing their tenure. The Heads of Circles/Regions/Divisions/Units should ensure proper succession planning so that operational efficiency is maintained.
5.42 How should rotational transfers be planned in IT-related and new product/service roles?
The Department has already taken steps to train officials for IT projects and technology-driven services. This ensures that replacements are ready when required. Transfer of such staff must be enforced on completion of their tenure to maintain smooth operations.
5.43 What should be done if an official refuses to comply with a rotational transfer order?
Officials are required to comply with rotational transfer orders. Non-compliance without valid reasons may lead to disciplinary action as per departmental rules.
5.44 Is there any exception to the 45-day implementation rule?
Exceptions are rare. However, if an extension is needed due to unavoidable circumstances, proper justification must be provided to the Directorate for approval.
5.45 Who monitors the timely implementation of rotational transfers?
The Head of Circle/Regional Head is responsible for ensuring that rotational transfers are carried out on time and as per the issued orders. They must also take corrective measures in case of delays.
6. Additional Provisions and Precedence of Guidelines
6.1 Are these guidelines a replacement for the Postal Manual Volume IV?
No, these guidelines are in addition to the provisions of the Postal Manual Volume IV. The provisions of the manual that are not explicitly mentioned in these guidelines will continue to remain applicable.
6.2 What happens if there is a conflict between these guidelines and the Postal Manual Volume IV?
In case of any conflict, the provisions outlined in these latest guidelines shall prevail. The conflicting provisions in the Postal Manual Volume IV will be considered modified to align with these updated guidelines.
6.3 Do officials need to refer to both these guidelines and the Postal Manual Volume IV?
Yes, officials should refer to both these guidelines and the Postal Manual Volume IV. However, where these new guidelines specify a different process or rule, the new provisions will take precedence.
7. Restrictions on Political or Outside Influence in Transfers
7.1 Can an employee use political or external influence to get a preferred transfer or posting?
No, bringing direct or indirect political or other outside influence regarding posting or transfer is strictly prohibited under Rule 20 of the CCS (Conduct) Rules, 1964.
7.2 What happens if an employee is found using political or external pressure for a transfer?
If an employee is found seeking political or external influence for a transfer or posting, disciplinary action may be initiated against them as per the CCS (Conduct) Rules, 1964.
7.3 What kind of disciplinary action can be taken in such cases?
The disciplinary action can range from warning, censure, withholding of promotion, suspension, or any other appropriate penalty depending on the severity of the violation.
7.4 How can employees ensure that their transfer requests are considered fairly?
Employees should follow the official transfer request procedures outlined in the guidelines and avoid any external influence. Transfer decisions are made based on administrative needs, tenure policies, and available vacancies.
I sincerely hope this FAQ-style guide serves as a valuable resource for those seeking answers regarding their postings and transfers. If this article has helped even a single employee better understand the process, I consider my effort worthwhile.