DPC

Departmental Promotion Committee (DPC)

[1] Overview [2] DPC [3] DPC & it’s Composition [4] Papers to be put up to DPC [5] Methods of Promotion [6] Benchmark Grading [7] Implementation of Select List [8] Disagreement with DPC [9] Review DPC & Second DPC [10] Sealed cover procedure [11] Miscellaneous

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[1] Overview

1.1    Promotion is a process by which an employee is upgraded to next higher level of post by designation in his/her service hierarchy.

1.2    In order to affect promotions, it is required to be ensured that suitability of the candidates for promotion is considered in an objective and impartial manner. For this purpose, there is a provision of constitution of Departmental Promotion Committee (DPC) in each Ministry/Department /Office whenever an occasion arises for making promotions/confirmations etc.

1.3    The Departmental Promotion Committee, hereinafter known as ‘DPC’ so constituted shall judge the suitability of officials for: –

(a) promotions to ‘Selection’ as well as ‘non-selection’ posts; 

(b) confirmation in their respective grades/posts; and

(c) assessment of the work and conduct of the probationers for the purpose of determining their suitability for retention in service or their discharge from it or extending their probation.

[DoPT OM No.22011/5/86-Estt(D) dated 10.04.1989]

[2] DPC & it’s Composition

2.1    Departmental Promotion Committee (DPC) is a composition board of officers constituted by a Ministry/Department/Office to judge the suitability of officials who are to be considered for promotion.

2.2    Composition of DPC: It is composed of – (i) A Chairman & (ii) suitable number of members from different fields of category/community and others as the case may be.

2.3    Members included in DPCs for Group ‘A’ and ‘B’ posts should be officers who are at least one step above the posts in which promotion/confirmation is to be made as indicated below: –

2.4    Association of UPSC with DPC: The Union Public Service Commission (UPSC) should be associated with DPCs in respect of Central Civil Service posts belonging to Group ‘A’ where promotion is based on the principles of Selection unless it is decided by the Government not to associate UPSC with a Group ‘A’ DPC.

2.5    The UPSC need not be associated in respect of posts belonging to Group A, if the promotion is not based on the principles of selection but on seniority-cum-fitness.

2.6     The Commission need not be associated with a DPC constituted for considering the cases of confirmation of officers. The procedure of vetting by UPSC of the minutes of DPC making substantive appointment or confirmation to any Group ‘A’ and ‘B’ service or post, of any person recruited directly through UPSC to such Group ‘A’ and Group ‘B’ service or post is also dispensed with [DoPT OMNo. 39018/1/98-Estt B dated 21/05/1999].

2.7    DoPT vide OM No.22011/5/86-Estt(D) dated 10^th April, 1989 issued guideline on DPC clarified that whenever, the UPSC is associated with a DPC, the Chairman or a Member of the Commission will preside over the meeting of the DPC.

2.8    Composition of DPC for Group – ‘C’ posts: In respect of a DPC for Group ‘C’ (including erstwhile Group D) posts, the Chairman of the DPC should be an officer of a sufficiently high level. One of the members of the DPC should be an officer from outside the Department (not connected with the one in which the promotions are considered) preferably belonging to SC/ST. The other member (s) should be an officer of the Department familiar with the work of the persons whose suitability is to be assessed.

2.9    The officer of another Department appointed, as a member of the DPC should also be of an appropriate level keeping in view the level of the other members of the DPC and the post to which promotion is to be made.

2.10    In the case of a DPC constituted for promotions to a technical post, it may also be ensured that the officer nominated by another Department has also the requisite technical competence to advise on the suitability of the candidates under consideration.

2.11    When two or more scales are merged, the existing DPC for the highest grades will be the DPC for the merged grade [ DoPT OM No. AB/14017/61/2008-Estt. (RR), dtd: 24/03/2009].

2.12    For selection to 10 or more posts in all Groups, it is mandatory to have one member from SC/ST and one from a minority community. For less than 10, no such condition is required to be followed [DoPT OM dtd: 4^th June 2010].

2.13    No close relative of any employee who is to be considered in the DPC is allowed to be nominated for a member of the DPC.

2.14    DPC is held on the basis of available Recruitment/Service Rules in force at that time. Copy of such rules are required to be placed before DPC.

[3] Procedure of holding DPC

3.1    The DPCs should be convened at regular annual intervals to draw panels, which could be utilized, on making promotions against the vacancies occurring during the course of a year.

3.2    For this purpose, it is essential for the concerned appointing authorities to initiate action to fill up the existing as well as anticipated vacancies well in advance of the expiry of the previous panel by collecting relevant documents like Seniority list, APAR grading, Integrity certificates, seniority list etc. for placing before the DPC [ DoPT OM No..22011/9/98-Estt(D) dtd: 8^th Sepetember, 1998].

3.3    Time schedule for convening DPC: For this purpose, it is categorised in two categories – (i) Cases requires the approval of Appointments Committee of the Cabinet (ACC) & (ii) Cases do not require the approval of ACC.

(i) Cases requires approval of ACC: Initiated before 8.5 (Eight and a half month) before the commencement of the vacancy year.

(ii) Cases do not require approval of ACC: Initiated before 4 months before the commencement the vacancy year. For this purpose, Model Calendar is required to be followed.

3.4    Holding of DPC meetings need not be delayed or postponed on the ground that Recruitment Rules RR) for a post are being reviewed/amended. A vacancy shall be filled in accordance with the Recruitment Rules in force on the date of vacancy, unless rules made subsequently have been given retrospective effect.

3.5    Since amendments to recruitment rules normally have only prospective application, the existing vacancies should be filled as per the recruitment rules in force.

3.6    The requirement of convening annual meetings of the DPC should be dispensed with only after a certificate has been issued by the appointing authority that there are no vacancies to be filled by promotion or no officers are due for confirmation during the year in question.

3.7    Determination of Regular vacancies: It is essential that the number of vacancies in respect of which a panel is to be prepared by a DPC should be estimated as accurately as possible.

3.8    For this purpose, the vacancies to be taken into account should be the clear vacancies arising in a post/grade/service in the relevant vacancy year due to death, retirement, resignation, regular long term promotion and deputation or from creation of additional posts on a long term.

3.9    In respect of vacancies arising out of deputation, only those cases of deputation for periods exceeding one year should be taken into account, due note, however, being kept also of the number of the deputationists likely to return to the cadre and who have to be provided for.

3.10    Vacancies arising on account of deputation for more than one year will be taken to the recruitment roster for regular appointment only after ensuring that clear vacancies will be available for deputationists on return.

3.11    Purely short term vacancies created as a result of officers proceeding on leave, or on deputation for a shorter period, training etc. should not be taken into account for the purpose of preparation of a panel. In cases where there has been delay in holding DPCs for a year or more, vacancies should be indicated year- wise separately.

[OM No.22034/1/2006-Estt.(D) dtd: 15^th May, 2007].

[4] Papers to be put up to DPC

4.1    Seniority list: An up-to-date seniority list of persons in the relevant grade is required to be produced. A copy of the same needs to be circulated among staff concerned.

4.2    APAR: APAR details and grading of all concerned employee are required to be produced before DPC.

Importance of APAR in DPC: No proposal for holding a DPC or Selection Committee should be sent to UPSC until and unless all the ACRs/APARs complete and upto-date are available. In certain case involving collection of a large number of ACRs, the proposal can be sent only if at least 90% of the ACRs/APARs (up to date and complete) are available.

The ACR/APAR folder should be checked to verify whether the ACRs/APARs for the individual years are available. If the ACR/APAR for a particular year is not available and for valid/justifiable reasons it cannot be made available, a certificate should be recorded to that effect and placed in the ACR/APAR folder.

4.3    Recruitment Rules: A copy of the Recruitment Rules (RR) in force to be produced. Before DPC. DPC can’t be delayed mere on the basis of – (a) New Recruitment Rules (RR) are under process or (b) New Recruitment rules are not available. RR available at the time of holding DPC or at the time of creation of vacancy shall be taken into account.

4.4    List of eligible persons: A list of eligible persons to be considered for promotion with full details of the number of vacancies, number of post reserved for SC/ST or any other reservations etc.

4.5    Year-wise break-up of vacancies: If vacancies of previous years are to be filled, year-wise break-up to be provided. Means to say that, if the DPC meeting is not held in a year/years, though vacancies existed, the next DPC will prepare year-wise panels as under:

(a) Actual number of vacancies which arise in each of the previous year(s) and those arising in the current year will be determined separately. For this purpose, year-wise break-up of the list is required to be prepared and submitted accordingly.

(b) Select panel for each year will be prepared separate with reference to the eligible candidates in the respective years and with reference to the service records up to the relevant period.

4.6    Vigilance Clearance Certificate: Details of any disciplinary proceedings/criminal case pending or contemplated against any of the officials should be given; if there is no such case, it should be certified so.

4.7    Proforma: A pro-forma in the prescribed form should be submitted with all the required particulars for execution of DPC if required.

4.8    Relaxation: IF relaxation is allowed to any official in any case or circumstances, a rule, note/correspondence with DoPT etc. in support need to be submitted.

4.9    Occurrence of Vacancy: Date & manner of occurrence of vacancies, details of anticipated vacancies, copy of order for creation of new posts, a certificate from the Liaison Officer (SC/ST) to the effect that the number of posts reserved for SC/ST have been checked by him to this extent.

4.10    Integrity Certificate: Pursuant to the judgment of the Hon’ble Supreme Court in the case of Union of India vs. K. V. Janakiraman etc. (AIR 1991 SC 2010), no promotion can be withheld merely on the basis of suspicion or doubt or where the matter is under preliminary investigation and has not reached the stage of issue of charge sheet etc. If in the matter of corruption/dereliction of duty etc., there is a serious complaint and the matter is still under investigation of CBI or otherwise, the Government is within its right to suspend the official. In that case, the officer’s case for promotion would automatically be required to be placed in the sealed cover. Further, deemed sealed cover procedure after DPC meeting would become applicable only once the three conditions for denial of vigilance clearance are met, irrespective of and notwithstanding the integrity condition. There is no requirement of furnishing a separate integrity certificate to the DPC [DOPT O.M. No. 22012/1/99-Estt(D) dated 25.10.2004].

4.11    Statement of penalties imposed on the official: All Ministries/Departments/Offices should attach a statement showing the penalties imposed on the officials within the ‘zone of consideration’ during a period of 10 (Ten) years preceding the year of DPC. Copies of orders imposing the penalties and decisions taken on appeals, if any, should be kept in the respective CR dossiers [No. 22011/5/86-Estt D Dtd: 27th March, 1990].

4.12    Report on action taken on the results of previous DPC.

4.13    Model Calendar for DPC.

4.14    Any other additional points for review DPC.

4.15    DPC Pro-forma.

[5] Methods of Promotion

5.1    Zone of Consideration: The method followed for promotion is Selection method – Where appointments are to be made by promotion method as prescribed in the recruitment rules, the DPC shall, for the purpose of determining the number of officials who will be considered from out of those eligible officials in the feeder grade (s), restrict the field of choice as given hereunder with reference to the number of clear regular vacancies proposed to be filled in the year.

5.2    If adequate number of SC/ST candidates are not available within the normal field of choice as above to fill up the vacancies reserved for them, the field of choice shall be extended to five times the total number of vacancies and the SC/ST candidates (and not any other) coming within the extended field of choice be considered against the vacancies reserved for them. The normal zone and the extended zone will accordingly be as follows:

5.3    The method which is followed for promotion is ‘selection’. Hence, selection for promotion is determined by Zone of Consideration.

5.4    Seniors who have completed probation period but not the required service may also be considered for promotion when their juniors who have completed the requisite service are being considered [DoPT OM dtd: 18/03/1988, 23/10/1989 & 24/09/1997].

5.5    DPCs enjoy full discretion to devise their own methods and procedures for objective assessment of the suitability of candidates who are to be considered by them.

5.6     Blank.

5.7    Government also desires to clear the misconception about “Average” performance. While “Average” may not be taken as adverse remark in respect of an official. At the same time, it cannot be regarded as complimentary to the official, as ‘Average’ performance should be regarded as routine and undistinguished. It is the only performance that is above average and performance that is really noteworthy which should entitle an officer to recognition and suitable rewards in the matter of promotion.

5.8    Annual Progressive Appraisal Reports (APARs) are the basic inputs on the basis of which assessment is to be made by each DPC. The evaluation of CRs (APARs) should be fair, just and non-discriminatory.

5.9    Number of APAR to be considered: The DPC should consider APARs for equal number of years in respect of all officers considered for promotion.

5.10    The DPC should assess the suitability of the employees for promotion on the basis of their service record and with particular reference to the CRs/APARs for five preceding years irrespective of the qualifying service prescribed in the Service /Recruitment Rules.

5.11    The ‘preceding five years’ for the aforesaid purpose shall be decided as per the guidelines contained in DoP&T O.M. No. 22011/9/98-Estt (D) dated September 8, 1998. If more than one CR/APAR have been written for a particular year, all the CRs/APARs for the relevant years shall be considered together as the CR/APAR for one year [O.M. No. 22011/7/98-Estt(D) dated October 6, 2000 & O.M. No. 22011/9/98-Estt (D) dated September 8, 1998].

5.12    If one or more CRs (APARs) are not written for any reason during the relevant period, the DPC should consider the CRs (APARs) of the years preceding the period in question and if in any case even these are not available, the DPC should take the CRs (APARs) of the lower grade into account to complete the number of CRs (APARs) required to be considered as per (b) above. If it is also not possible, all the available CRs (APARs) should be taken into account.

5.13    Where an officer is officiating in the next higher grade and has earned CRs (APARs) in that grade, his CRs (APARs) in that grade may be considered by the DPC in order to assess his work, conduct and performance, but no extra weightage may be given merely on the ground that he has been officiating in the higher grade.

5.14    Non Selection Method: Where the promotions are to be made on ‘non- selection’ basis according to Recruitment Rules, the DPC need not make a comparative assessment of the records of officers. The principle of zone of consideration is not available in this case. There is no comparative evaluation of the officials’ merit. DPC will categorise the officials as – ‘Fit’/’Not Yet Fit’. Names of the officials found ‘Fit’ will be arranged according to their inter se seniority.

[6] Benchmark Grading

6.1    DPC determines the merit of those being assessed for promotion with reference to the prescribed benchmark and accordingly grade the officers as ‘fit’ or ‘unfit’ only. Only those who are graded ‘fit’ shall be included and arranged in the select panel in order of their inter se seniority in the feeder grade. The officials who are graded ‘unfit’ in terms of prescribed benchmark by the DPC shall not be included in the select panel [DoPT OM dtd: 9^th May, 2014].

6.2    The prescribed Benchmark grading for consideration in Promotion by DPC is tabulated as follows:

6.3    When sufficient number of officials with the required Benchmark/Grade are not available, those to the extent available will be placed on the panel. For the unfilled vacancies, fresh DPC should be held for considering the required number of officers beyond the original zone.

[7] Implementation of Select List

7.1    The recommendations of the DPC are advisory in nature and should be duly approved by the appointing authority. DPC recommendations stand accepted unless the Appointing Authority disagrees within three months. Where not accepted, he will submit the relevant papers to the next higher authority with recommendations.

7.2    Validity of Panel: Panel normally valid for one year. It should cease to be in force on the expiry of one year and six months or till preparation of a fresh panel, whichever is earlier. In case, UPSC’s approval to the panel is required, the date on which the approval is communicated should be the date of validity of panel.

7.3    Vigilance clearance: Vigilance clearance is necessary before actual promotion, to ensure that no disciplinary/criminal case is pending.

7.4    Appeal: Appeal against supersession will fall within the purview of CCS(CCA) Rules. The DPC should record in their minutes a certificate that the Ministry/Department/Office concerned has rendered the requisite integrity certificate in respect of those recommended by the DPC for promotion/confirmation.

[8] Disagreement with DPC

8.1     As the recommendations of the DPC are advisory in nature and should be duly approved by the appointing authority. The appointing authority is not bound to accept the recommendations of DPC. There may be a case where the appointing authority may disagree with the recommendations of DPC. In this case, the procedure which are adopted are discussed in the successive paras.

8.2    Where UPSC is associated with the DPC the recommendations of the DPC should be treated as recommendations of UPSC. If it is so considered necessary by the appointing authority to vary or disagree with the recommendations of the DPC, the prescribed procedure for over-ruling the recommendations of UPSC should be followed.

8.3    The recommendations of the DPC on which UPSC is not represented should be dealt with as under: –

8.4    Where the appointing authority, being lower than the President of India, does not agree with the recommendations of the DPC, such appointing authority should indicate the reasons for disagreeing and refer the entire matter to the DPC for reconsideration of its earlier recommendations.

8.5    In case, the DPC reiterates its earlier recommendations, giving also reasons in support thereof, the appointing authority may accept the recommendations, if the reasons adduced by the DPC are convincing. If that authority does not accept the recommendations of the DPC, it shall submit the papers to the next higher authority with its own recommendations. The decision of the next higher authority shall be final.

8.6    Where the appointing authority is the President of India, the recommendations of the DPC should be submitted to the Minister in charge of the Department concerned for acceptance or otherwise of the recommendations. In case the circumstances so necessitate, the Minister may refer the matter again to the DPC for reconsideration of its earlier recommendations. If the DPC reiterates its earlier recommendations giving also reasons in support thereof, the matter should be placed before the Minister for his decision. The decision taken by the Minister either to accept or to vary the recommendations of the DPC shall be final.

8.7    In cases, excepting those which require the approval of the Appointments Committee of the Cabinet (ACC), the appointing authority should take a decision either to accept or disagree with the recommendations of the DPC within a time limit of three months (from the date of the DPC meeting or the date of communication of the UPSC’s approval to the panel, where such approval is required).

8.8    Where the appointing authority proposes to disagree with the recommendations, the relevant papers should be submitted by the appointing authority to the next higher authority with its own recommendations by the expiry of the period of three months.

8.9    In those cases, in which the UPSC is associated with the DPC and the appointing authority proposes to disagree with the recommendations of the DPC, the case should be forwarded to the Establishment Officer in the Department of Personnel and Training for placing the matter before the Appointments Committee of the Cabinet as soon as possible and, in any case, not later than three months from the date on which the validity of the panel commences.

8.10    In cases where the panel prepared by the DPC requires the approval of the ACC, proposals therefor along with the recommendations of the Minister-in-charge should be sent to the Establishment Officer before expiry of the same time limit of three months.

[9] Review DPC & Second DPC

9.1    Review DPC is a DPC convened to review the recommendations of a Regular DPC held earlier in respect of any particular vacancy year.

9.2    Review DPC will be held only if – (a) The DPC has not taken all material facts into consideration or (b) if certain facts have not been brought to the notice of DPC or (c) if there have been grave errors in the proceedings of the DPC.

9.3    The Review DPC should also be convened to rectify unintentional mistakes which are –

(a) where eligible persons were omitted to be considered;

(b) where ineligible persons were considered by mistake;

(c) where the seniority of a person is revised with retrospective effect resulting in variation with the list placed before the DPC;

(d) where some procedural irregularity was committed by DPC;

(e) where adverse remarks in the APAR of an official were toned down or expunged after the DPC had considered his case;

(f) where certain vacancies had not been reported due to error or omission of vacancies that existed at the time of holding DPC.

9.4    Second DPC: To fill up unforeseen vacancies due to – (a) voluntary retirement, (b) resignation, (c) creation of new posts etc.

9.5    Second DPC may be held in the same year. If such second DPC could not meet, DPC convened in the subsequent year should follow the year wise panel.

9.6    Supplementary DPC: A Supplementary DPC is a DPC held again in respect of a vacancy year when unforeseen additional vacancies for the same year occur after holding of the first DPC.

9.7    The instructions issued by DoP&T vide OM No. 22011/5/86-Estt (D) dated 10.4.89 [read para 6.4.2 (i)] provide that vacancies occurring due to death, voluntary retirement, new creations etc. which cannot be foreseen at the time of placing facts and material before the DPC, would warrant another meeting of DPC. Supplementary DPC should be held for drawing up a panel for these vacancies.

9.8    DOPT provided the illustrations for Original DPC and Supplementary DPC in it’s OM. No. 22011/2/2014- Estt.D  dated 30th January 2015.

9.9    Supplementary DPC is governed by the same set of instructions which govern the original DPC. Instructions issued by DOP&T vide OM No. 22011/2/2014- Estt.D dated 30.01.2015 illustrates certain significant aspects of Supplementary DPC.

9.10    Procedure for conduct of Supplementary DPC: The significant aspects involved in procedure for conducting Supplementary DPC are discussed in subsequent paras as under:

9.11    (i) The zone of consideration, in case of holding supplementary DPC, shall be fixed as per the provisions DOP&T OM No. 22011/2/2002- Estt(D) dated 6.1.2006 keeping in view total number of vacancies arising in a particular vacancy year i.e. vacancies accounted in Original DPC + additional vacancies becoming available subsequently during the same year.

9.12    (ii) The eligibility list for supplementary DPC shall be prepared by removing the names of all such officers who have already been assessed by earlier DPC as fit, unfit or placed in the sealed cover by the original DPC before placing the same for consideration by the supplementary DPC.

9.13    (iii) The officers who have already been empanelled or placed in the extended panel but could not be promoted due to these vacancies not actually becoming available; need not be re-assessed by the supplementary DPC as the assessment matrix remains the same. They may be appointed against the additional vacancies of the same vacancy year as per recommendations of the earlier DPC. In such situation the number of vacancies for supplementary DPC shall be accordingly adjusted.

[10] Sealed cover procedure

10.1    As per DoPT O.M. No. 22011/4/91-Estt.(A) dated 14.09.1992, at the time of consideration of the cases of Government servants for promotion, details of Government servants in the consideration zone falling under any of the following categories should be specifically brought to the notice of the DPC:

(a) Govt. servants under suspension;

(b) Govt. servants in respect of whom a charge sheet has been issued and the disciplinary proceedings are pending; and

(c) Govt. servants in respect of whom prosecution for a criminal charge is pending.

10.2    The DPC shall assess the suitability of the Government servants coming within the purview of the circumstances mentioned above along with other eligible candidates without taking into consideration the disciplinary case/ criminal prosecution pending.

10.3    The assessment of the DPC, including ‘Unfit for promotion’ and the grading awarded by it will be kept in Sealed Cover. The same procedure as outlined above will be followed by the subsequent DPCs convened till the disciplinary proceedings/ criminal prosecution against the Government servant concerned is concluded.

10.4    On conclusion of the case, sealed cover will be opened. In case the officer is completely exonerated, the due date of his promotion will be determined and he will be promoted notionally with reference to the date of promotion of his junior.

10.5    If necessary, the junior most may be reverted to grant him the promotion. The Appointing Authority will decide whether and to what extent arrears of salary are to be paid; where arrears are denied reasons to be recorded.

10.6    If the official is not exonerated, the findings of the sealed cover shall not be acted upon.

10.7    Six-monthly review of sealed cover cases: Sealed covered cases to be reviewed every six months to assess the progress made in the disciplinary proceedings/criminal prosecution. If a case is not concluded even after two years since the first DPC, and if the affected official is not under suspension, the Appointing Authority may after review, put up the case in the next DPC to consider suitability of the official for ad-hoc promotion.

10.8    Sealed covered cases are not applicable for Review DPC.

10.9    If any penalty is imposed on the Government servant as a result of the disciplinary proceedings or if he is found guilty in the criminal prosecution against him, the findings of the sealed cover(s) shall not be acted upon. His case for promotion shall be considered by the next DPC in the normal course and having regard to the penalty imposed on him. However, on the conclusion of the disciplinary proceedings/criminal prosecution which results in dropping of charges against the Government servant, the sealed cover or covers are to be opened.

[11] Miscellaneous

11.1    Crucial date: The crucial date for determining eligibility of officers for promotion, as prescribed by the DoPT O. M No.22011/9/98-Estt.(D) dated 08.09.1998, was 1st January of the vacancy year, irrespective of whether the vacancy year commenced from 1st January or 1st April or from any other date, unless otherwise provided for in the statutory Recruitment Rules.

11.2    However, from vacancy year 2015-16 onwards, the crucial date of eligibility shall be 1^st April of the vacancy year, in case of financial-year based vacancy year i.e. where the Annual Performance Appraisal Reports (APARs) are written financial year-wise.

11.3    In case of calendar year based vacancy year, i.e. where APARs are written calendar year-wise, the crucial date of eligibility shall remain as 1st January of the vacancy year. These instructions have come into force in respect of vacancy year 2015-16 (financial year) commencing from April 1, 2015 and vacancy year 2015 (calendar year) commencing from January 1, 2015 and shall, accordingly, be applicable to all such subsequent vacancy years. This amendment has been provided vide DOP&T O.M No.22011/6/2013-Estt(D) dated 28.05.2014.

11.4    Determination of date of promotion: As per Para 17.11 of the DoPT O.M. dated 10^th April, 1989, in cases where the recommendations for promotion are made by the DPC presided over by a Member of the UPSC and such recommendations do not require to be approved by the Commission, the date of Commission’s letter forwarding fair copies of the minutes duly signed by the Chairman of the DPC or the date of actual promotion of the officers, whichever is later, should be reckoned as the date of regular promotion of the officer.

11.5    In cases where, the Commission’s approval is also required, the date of UPSC’s letter communicating its approval or the date of actual promotion of the officer whichever is later will be the relevant date.

11.6    In all other cases, the date on which promotion will be effective will be the date on which the officer was actually promoted or the date of the meeting of the DPC whichever is later.

11.7    Appointments to posts falling within the purview of the Appointments Committee of the Cabinet (ACC) can, however, be treated as regular only from the date of approval of ACC or actual promotion whichever is later except in particular cases where the ACC approves appointment from some other date.

11.8    Prospective effects of promotion: As per Para 6.4.4 of the DoPT O.M. dated 10^th April, 1989, if promotions are made in the order of the consolidated select list, such promotions will have only prospective effect even in cases where the vacancies relate to earlier year(s).

11.9    Single Window System (SWS): Single Window System is a mechanism for receipt and scrutiny of proposals from the Ministries/ Departments/ UTs for convening DPC Meetings. It affords direct interaction between the Departmental representative and the concerned Officer of UPSC at the time of scrutiny of the DPC proposal, with reference to a prescribed checklist. This system was introduced by commission in August, 2010.

11.10    Under SWS, a DPC proposal is received in the UPSC from the Departmental representative. The concerned officer of UPSC scrutinizes the proposal in the presence of the Departmental representative, keeping in view the DPC Guidelines/instructions and the checklist prescribed in this regard. Deficiencies, if any, are brought to the notice of the Departmental representative, who is then advised to bring the proposal after rectifying the deficiencies. In case the proposal is found to be complete, it is accepted. The proposal is thereafter, examined in detail with reference to the extant guidelines/ instructions of the DOP&T. The Single Window System has helped in substantially reducing the time taken in disposal of the proposals in the Commission.

11.11    Quorum for the DPC: According to para 15 of the DPC guidelines provided in OM dated 10.4.1989, the proceedings of the DPC shall be legally valid and can be acted upon notwithstanding the absence of any of the members other than the Chairman provided that the member was duly invited but he/she absented himself/herself for one reason or the other and there was no deliberate attempt to exclude him/her from the deliberations of the DPC and provided further that the majority of the members constituting the DPC are present in the meeting.

11.12    Extended Panel provided by the DPC: Provision of an extended panel is governed by the provisions of DoPT O.M. No. 22011/18/87-Estt.(D) dated 09.04.1996 wherein, it has been stipulated that the DPC will prepare an extended panel in the following circumstances:

(a) When persons included in the panel are already on deputation or whose orders of deputation have been issued and will be proceeding on deputation shortly for a period of more than a year; or

(b) When persons included in the panel have refused promotion on earlier occasions and are under debarment for promotions; or

(c) When officers included in the panel have retired/are retiring within the same year provided there is no change in the zone of consideration by the expected date of their retirement.

11.13    Model Calendar for DPC: The DoPT vide their OM No.22011/9/98-Estt.D dated 8.9.1998 read with OM of even number dated 13.10.1998 issued detailed guidelines to the Ministries/Department which inter-alia contain a Model Calendar envisaging time schedule to be followed by the Ministries/Departments in sending the cases to UPSC for convening DPC.

11.14    This Model Calendar provides separate time schedule for cases requiring approval of ACC and cases which do not require such approval.

11.15    The underlying idea in framing this time schedule is that the DPCs are not only convened in time but sufficiently in advance so as to utilise the prepared panel as and when the vacancies arise during the course of vacancy year.

11.16    The Model Calendar not only provides specific time frame for the Ministries/Departments for processing the proposal after compiling relevant information/documents and, thereafter, sending the case to UPSC but also provides specific time lines for holding of DPC and seeking approval of ACC

11.17    Composite Method: In cases where the field of promotion consists of only one post, the method of recruitment by deputation (including short-term contract)/promotion is prescribed so that the departmental officer holding the feeder post is considered along with outsiders who have applied for 16 appointments on deputation basis. This method is known as the Composite Method.

11.18    If the departmental candidate is selected for appointment to the post, the post is to be treated as having been filled by promotion; otherwise the post is filled by deputation/contract for the prescribed period of deputation/contract at the end of which the departmental officer is again afforded an opportunity to be considered for appointment to the post.

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