ONLY FOR OFFICIAL USE

GUIDELINES FOR PERSONNEL OFFICERS AND MEMBERS OF THE SELECTION BOARDS.

1. MEANING - SELECTION AND CLASSIFICATION OF POSTS AS SELECTION POSTS.

1.1 Selection is the process of screening eligible employees for filling up posts which have been classified as
Selection posts by the Railway Board. A selection is conducted by a duly constituted Selection Board. The
selection may consist of written test only to assess the professional ability of the candidates except in the case of
selection for promotion to posts in the categories specified by Board (Teachers, Law Assistants, Physiotherapists
,Telephone Operators, Instructors in Zonal Training Centres/Schools, Stenographers, Chief Typists, Protocol
Inspectors, Receptionists, Publicity / Advertising Inspectors, Photographers/ Cameramen & Hostel
Superintendents as on 31.10.2005 ( SCR S.C.No.154/05), where the positive act of selection shall consist of both
Written and viva-voce test.

Provided that the positive act of Selection for promotion to the post of Loco Pilot (Passenger),
Passenger Guard and Motorman will consist of viva-voce only to assess the professional ability of the
candidates, after passing prescribed promotional courses.

1.2 Selection for promotion to a selection post shall be made on the basis of merit -cum-seniority.

1.3 Railway Board is the only competent authority to decide the classification of posts as Selection in each
department.
(Paras 210-212 & 215 of IREM, Vol.I, 1989 Edition).

Note(1) It is clear from the above that the General Managers, Head of Department or the Divisional Railway
Managers do not have any discretion in treating a post as selection or non-selection. Instructions
issued by the Board in the matter of classification of posts as selection and non-selection have to be
followed.

(2) The decision of any other authority to classify a post as Selection or non-selection even temporarily
is against the Rules.

2. SELECTION PROCESS:

2.1. WHEN TO INITIATE SELECTION PROCESS

Selections are to be conducted annually in a regular manner. However, where holding of the next selection
becomes necessary before a gap of one year on account of the panel getting exhausted, the earlier selection not
throwing up adequate number for empanelment / promotion etc., the same may be held after a minimum time
gap of 6 months from the date of approval of the last panel. This condition of 6 months restriction between
selections will not, however, apply to general selections which are conducted by calling options from serving
employee fulfilling the prescribed eligibility conditions.

General Managers may permit holding of a fresh selection for promotion to safety categories before the expiry of
six months period from the date of approval of the earlier panel, subject to the condition that it is inescapable in
the administrative interest.
(Authority: Board’s letter No.E(NG)I-94/PM1/10 dt. 11.2.03 (SCR S.C.No.46/2003)

2.2 A calendar of selections is to be maintained by every Railway/Division/Selection Conducting unit. The

calender of selections should contain the following items to ensure better compliance of Board’s orders regarding
holding of selections at regular intervals. Since no monthly period of such a calendar has been laid down
indicating either calendar or financial year, a decision was taken on this Railway to draw up the calendar of
selections financial year-wise from 2008 onwards instead of July to June. *
* Category and grade
* Date of issue of notification
* Date of calling of service records
* Date of holding of written exam.
* Date of holding supplementary examination
* Date of holding interview ( only in the specified categories)
* Date of obtaining approval of competent authority.
* Date of notification of panel
(Board’s letter No.E(NG) I-87/PM1-14 dated 22-7-88(S.C.No.131/88)
E[NG] I-2000/PM1/41 dt. 07-08-03 and 12-9-05 [SC Nos: 144/03 & 154/05)
* SCR. SC’s letter No P[R]605/XI dated 20.05.2008]

2.3. STAGES IN SELECTION PROCESS

2.3.1 Following are the sequences involved in selection:
* Assessment of vacancies
*Obtaining approval of the competent authority for assessment of vacancies
* Conducting written test and/or viva-voce as a part of the selection.
* Evaluation of answer sheets in the case of written test
* Meeting of the Selection Board to assess the comparative merits of the candidates and to give
recommendations.
* Acceptance of the recommendations and publication of panel
* Maintenance of Panel.

2.4. ASSESMENT OF VACANCIES

2.4.1: The number of vacancies for which selection is to be conducted in a cadre will include:

* Existing vacancies
* Vacancies anticipated in the next 15 months
*All the vacancies existing and reported by Construction Organization, Railway Electrification and
other projects.
*For selection to ex-cadre posts existing vacancies plus those anticipated in the next two years
should be taken into account.
(PARA 215 (f) (i) of IREM)

2.4.1.1: Anticipated vacancies in the next 15 months are:

* The vacancies arising out of superannuation Vacancies likely to arise due to acceptance of
voluntary retirements or resignations of employees.
* Vacancies likely to arise on account of staff approved to go on deputation.
* Vacancies to be released by staff empanelled for ex-cadre posts.
* Newly sanctioned posts
* Likely vacancies due to employees going on transfer to other seniority units.
* Vacancies in the higher grade in the channel which will ultimately reflect in the grade for which
selection is to be conducted.
(PARA 215 (f) (ii) of IREM)
Note(1) : It is important that the vacancies are assessed correctly. Inflation of the vacancies so as to help
employees, who would otherwise not be within the zonal of consideration, would invite D&A action.
Note(2): Changing the number of vacancies once the selection process has been set in motion, is irregular,
unless the assessment itself is wrong ab-initio. Any change, which may have impact on the number
of vacancies assessed after the selection process has been set in motion should be ignored and the
vacancies as assessed originally should stand.
Note(3): It has to be got ensured that the number of eligible employees is calculated separately for the
general vacancies and for the reserved vacancies. When the candidates are called in the ratio of 1:3
and in case there are not enough SC/ST candidates to make up the 1 : 3 ratio no general candidates
should be called to make good this shortfall.
2.4.1.2 Zone of consideration*:
i) In case of selections, the list of eligible candidates has to be drawn on the basis of 3 X formula. For
this purpose the list should be drawn strictly as per seniority of the eligible candidates.
ii) When the list is prepared, it should be checked whether there is adequate number of SC/ST
candidates available (i.e. 3 times the number of vacancies reserved for each of the communities). In
case the SC/ST candidates available in the list so prepared are according to the 3 X formula or
more, all candidates may be called for selection. However, in case the number is less than 3 times
the vacancies reserved for SC/ STs, the deficiency should be made good by picking up other
eligible SC/ST candidates by going down the seniority list. It should, however, be ensured that the
number of persons being called for selection should not exceed 3 times the number of vacancies.
iii) The deficiency of the SC/ST candidates, it is further clarified, should not be made good by calling
additional UR candidates.
For example, a panel of 26 employees is required to be drawn against vacancies relating to the
selection. There are 6 reserved vacancies in all, out of which 4 are meant for SC and 2 for ST
employees.
78 eligible employees should be called for the written examination. Against the 6 reserved vacancies
( 4 SC + 2 ST) if 12 SC and 6 ST employees corresponding to 3 times the number of reserved
vacancies separately for SCs and STs are available within 78 employees called, it should be
regarded as adequate. If it is not so, the field may be extended to 3 times the total vacancies only for
SCs and STs. If by extending the field to 3 times, 12 SC and 6 ST candidates do not become
available, the consideration should be limited to the available employees only.
iv) The same procedure as above will be followed in respect of non-selection posts, mutatis-mutandis
keeping in mind that the field be1 ‘X’ instead of 3 ‘X’.
(*Based on Board’s Lr.No.89-E(SCT)i/49/5(Pt) dt. 16.6.1992, SCR/SC No.93/92)
3.0. SELECTION BOARDS
3.1 The purpose of constituting a selection Board is to make recommendations to the competent
authority in respect of candidates considered suitable for filling a selection post (PARA 217
(a) of IREM)
3.2 The Selection Board has to be constituted by a competent authority namely Head of the Department
in case of selection conducted by the Headquarters Office and Divisional Railway Manager in case
of selection conducted by the divisions or any other competent authority not lower than a Divisional
Railway Manager/ ADRMs/CWMs .
(PARA 217 (b) of IREM)
Note(1): From the rule it is clear that in a Division only DRM/ADRM is the competent authority to constitute
the Selection Board irrespective of the grade to which the selection is to be held. Similarly, in
Headquarters only the HOD or the GM can constitute a Selection Board. Constitution of Selection
Boards by an authority lower than the levels mentioned above will be violation of the rules. In respect
of workshops CWM is the competent authority to constitute the Selection Board irrespective of the
grade to which the selection is to be held.
Note(2): After nomination of an Officer to Selection Board, the papers shall invariably be routed through
PS[Confidential] of the concerned PHOD/HOD/ ADRM/DRM who shall verify from the Agreed/Secret
List and endorse whether the officer can be nominated or otherwise. In case the officer figures in the
Agreed/Secret List, the PS concerned shall endorse the same and remit the papers back to
PHOD/HOD/ ADRM/DRM for re-nomination.
[Letter No. P[R]605/Con dt. 5.4.2007]

Note(3): It is often noticed that on the date of written test or viva-voce, the officer nominated to the Selection
Board might not be available on account of leave transfer, etc. and another officer is temporarily
substituted without the approval of the authority, who originally nominated the Selection Board. This
is a wrong practice.
3.2.1 The members of the Selection Board have to record a certificate that none of their close relatives is
under consideration and they have no interest in any candidate. Close relation means - parents, sons,
brothers, sister, nephews, nieces, uncles/aunts, mother-in-law, father-in-law, sons-in-law, daughter-in-
law, brother-in-law, sister-in-law and first cousins*
( *Based on Bd’s Lr.No.E(D&A)89/GS1-6 dt.6.3.90 (SCR S.C .No.62/90)
3.3. The authority constituting a Selection Board shall direct the Board to assemble and make
recommendation. It shall also nominate the officer who shall act as the Chairman of the Board. The
responsibility will be of all the members.
(PARA 219 (a) of IREM)
3.4. The Selection Board should consist of at least three officers.
(PARA 218 (a) of IREM)
3.4.1: When a Selection Board constitutes only three members, none of the Members should be directly
subordinate to any other member. (PARA 218 (b) of IREM)
NOTE: Nomination of an officer in the Selection Board who is directly subordinate to another officer in the
Selection Board is wrong.
3.4.2: One of the Members should be a Personnel Officer and another should be from a department other
than the one for which the selection is held. The presence of the Personnel Officer in the Board will
satisfy this condition of an officer being from a Department other than the one for which selection is
held. (PARA 218 (a) of IREM)

Note(1): Constitution of the Selection Board in the following manner is in order with reference to the above
rule:
(i) In the case of selection for Personnel Department:
Two officers from Personnel Department and one from any other departments.

(ii) In the case of selection for other departments:

One Personnel officer and two officers from the department for which the selection is held.

Note(2): Co-opting of officers or consultation with officers, who are not part of the Selection Board, is not
allowed.

3.4.3: One of the officers in the Selection Board should be belonging to SC/ST Community where the
vacancies are reserved for candidates belonging to these communities or where candidates
belonging to SC/ST seniorities are in the zone of consideration to fill up unreserved vacancies.
3.4.3.1. Where in the selection Board SC/ST Officer is not available from the same department, an officer of
another department/Railway/Production unit or a Non-Railway Department may be included.
(PARA 218 (a) of IREM and Board’s letter No.81-E(SCT)15/32 date 30-9-83).
Note: Associating an officer belonging to SC/ST in the Selection Board is mandatory not only when the
vacancies are reserved for these communities, but also where candidates belonging to SC/ST
communities are in the zone of consideration for filling up unreserved vacancies.

Inclusion of an SC/ST officer in the selection committee is not necessary when selection is
conducted to fill up unreserved vacancies and only general candidates are in the zone of
consideration.*
(*Based on Bd’s Lr.No.81-E(SCT)15/32 dated 30-9-1983)

3.4.4. For selections to posts in GP 4200 and above, the selection Board should consist of officers in
Junior Administrative Grade. For other selections, the Selection Board members can be in Senior
scale. However, in cases of selections other than those pertaining to personnel department, the
personnel Officers in the committee can be one grade lower, i.e. in a committee of JAG Officers, the
Personnel Officers can be in senior scale and in a committee of Senior scale officers, the personnel
officers can be in Junior scale/ Group ‘B’
(PARA 218 (c) of IREM and Board’s letter No.81-E(NG)I /95/PM1/14 dt: 15-3-99 & E[NG]I-2011/PM1/5
dated 22.03.2011 SCR SC No.41/2011 ).

3.4.5.: In divisions where the Senior Scale Officers are in independent charge of the department the
constitution of the Selection Board for selection to posts in GP 4200 will be as under:

(i) Other than Personnel department:

JAG Officers from any other department in the division can be nominated. Senior Scale Officer in
independent charge of the department who should not be subordinate to any other member of the Board will be
the fourth member of the Board.
(ii) Personnel Department:
Senior Scale Officer in-charge of Personnel Branch of the division plus one JAG officer of the Personnel
Department of the adjoining division or Headquarters office and one JAG officer of any other department of the
division.
(Note below Para 218 (c) of IREM ).
3.5. An Officer of the concerned department who is also member of the Selection Board should set the
question paper. Where possible another officer of the concerned department who is also a member of the
Selection Board should be nominated to evaluate the answer books, ensuring however that the answer books are
invariably evaluated by the member-officer belonging to the department for which the selection is held.
( Para 219 (b) of IREM ).

Note: The intention of the above rule is that the officers nominated to set the question paper and evaluate
the answer books should be different as far as possible. Where this is not possible there is no
objection to the same officer setting the question paper and evaluating the answer books also. In any
case the officer/officers nominated to set the question paper and to evaluate the answer sheets
should belong to the department for which the selection is held.

4. STAFF ELIGIBLE TO BE CALLED FOR SELECTION

4.1. When the selection is to a post which is in the regular channel of promotion staff in the immediate
lower grade having completed 2 years service are only to be considered for promotion. The
condition of two years service in the immediate lower grade should stand fulfilled at the time
of actual promotion and not necessarily at the stage of consideration. However, if by virtue of
this rule a junior is eligible for promotion, his senior also will be eligible for such promotion, even
 though he might not have put in a total service of two years or more [if stipulated in particular
category in the lower grade].
* With reference to promotion of persons undergoing the penalty of withholding of increment or reduction to lower
stage in the time scale of pay the two years service for further promotion shall commence only from the date of
actual promotion and in no case it may be related, even notionally to the date of promotion of the junior.
(PARA 215 (a) of IREM and Board’s letters No.E(NG)I /97/PM1/39 dt: 7-8-98 & ACS
No. 150 SCR/SC No. 144/03, * E(D&A)2005/RG6-5 dt. 26.5.2005(S.C.No.165/2005).

4.1.1.: Where longer length of service in the lower grade is stipulated as a condition of eligibility for
promotion to any particular category, the same will continue to apply.
4.1.2.: Adhoc service followed by regular service without break will also be reckoned for arriving at the two
years period. (PARA 215 (a) of IREM)

4.2. Eligible staff upto three times the number to be empanelled should be called for the selection.
(PARA 215 (e) of IREM)

4.3. Employees working in lower grade on adhoc basis are not eligible for consideration.
(PARA 215 (c) of IREM)

Note(I) There is no objection in calling employees even with less than two years of service for selection and
keeping them on the panel. Orders of promotion should be issued only on the date on which the
candidate completes two years service, provided the panel is still valid.

Note(2) The condition of two years service in the immediate lower grade can be relaxed with the personal
approval of the General Manager subject to the following conditions:
i) Such relaxation is found to be inescapable in the interest of administration.
ii) The candidates to be considered should have put in at least one year’s service in the immediate
lower grade.
iii) Relaxation is permissible in the case of Drivers also in Running category subject to the condition of
fulfillment of one year’s service in the immediate lower grade or a foot plate experience of 40,000
Kms. Whichever is later.
( Board’s letter No.E(NG)I -94/PM1/17 dt: 1-11-94 [SC No. 109/94 and Bd’s letter No.E(NG)I-
2001/PM7/17 dated 29.11.2004 ( SC No.211/04] ).

Note(3): The stipulation that if a junior becomes eligible for promotion by virtue of his having completed two
years service in the lower grade his senior who has not completed two years will also be eligible for
promotion, should not be construed to mean that a junior can be promoted superseding his senior
or that such a senior can be promoted even though the junior has not come within the zone by virtue
of requisite number of vacancies not being there. In other words in such a situation both senior and
junior can be promoted simultaneously only if the number of vacancies permits the same.

Note(4): Persons who have expressed their unwillingness and those who do not fulfill the eligibility conditions
should not be reckoned for determining the field of consideration.
(Note(1) below Sub - Para (e) of 215 of IREM )
Note(5): If a candidate who has not formally given his unwillingness and does not appear in the selection he
has to be construed to be in the reckoning for selection and has to be called for the supplementary
selection, if the circumstances so warrant. Similarly if he gives unwillingness after a subsequent date
after the commencement of the selection, additional candidates cannot be called in his place.
(Note(2) below Sub - Para (e) of 215 of IREM )
4.4. CONSIDERATION OF EMPLOYEES UNDER SUSPENSION OR AGAINST WHOM
DEPARTMENTAL/CRIMINAL PROCEEDINGS ARE PENDING

4.4.1. Railway servants who are under suspension, in respect of whom a charge sheet for major penalty
has been issued and disciplinary proceedings are pending and those against whom prosecution for
criminal charges are pending should also be called with other eligible candidates for the selection
and their suitability for promotion as well as the merit position in the panel should be assessed as in
the ordinary course.
( Board’s letter No. E(D&A)I -92RG6-149 (A) dt: 21-1-93 SCR SC No. 16/93).

4.4.2 The procedure and guidelines issued on promotion of Gazetted and non-gazetted railway servants
circulated under 12/93 and 16/93 will not apply if there is no disciplinary proceedings or criminal
prosecution pending or the railway servant was not under suspension at the time of review of
DPC/Supplementary selection or before promotion of his junior on the basis of the original
DPC/Selection.

( Board’s letter No. E(D&A)I -92RG6-149 (A) dt: 21-1-93 SCR SC No. 16/93 & E(D&A)I -92RG6-149 (B)
dt: 21-1-93 SCR SC No. 12/93).

Note(1): There is no bar for considering an employee facing minor penalty proceedings for selection and can
be promoted if found suitable.

Note(2): Similarly employees against whom charge sheet is yet to be issued can also be considered for
selection and can be promoted if found suitable. Non-consideration of an employee for selection
and promotion on the ground that a charge sheet is contemplated is wrong.

5. Process Of Selection

5.1. The selection shall consist of written test only to assess the professional ability of the candidates except
in the case of selection for promotion to posts in the categories specified by Board where the positive act
of selection shall consist of both Written and viva-voce test. (Para (a) of 215 of IREM )

Question banks for each department and grade covering the complete syllabus must be prepared and
circulated to the staff concerned. There will not be any mandatory limit of questions/exams from the
question banks only and secondly, holding of selections will not be postponed/delayed due to non-
circulation of question banks. The question banks so prepared should also be updated regularly in
accordance with the changing technology and job requirements.
[Board’s letter No. E[NG]I-2006/PM1/34 dt. 06.11.2006 SCR SC No. 196/2006]

Note (1): Though no specified period of advance intimation is prescribed by the Railway Board, it is desirable
to give notice of 3 to 4 weeks to meet the ends of natural justice.
Note(2): It should be ensured that there is no delay in despatch of the intimation letters - there have been
cases where candidates received the intimation letters after the dates of written test or
supplementary examination and even messages have been sent through railway control system.

Note(3): Inclusion of names of candidates, who are not originally in the zone of consideration, is not allowed.
Note(4)*: When 40 or more candidates appear in the written test, the same should be held in Railway
Colleges/Schools or training centres where big halls or class rooms and other facilities are available.
Note(5)*:The candidates should not be allowed to leave the examination hall frequently. Similarly permission
should be given only to one candidate at a time for attending calls of nature, etc. Where examination
 is held in more than one room/hall, the supervisor shall take necessary steps to allow only one
candidate from the entire batch so that consultations among the candidates are avoided during the
course of examination.
Note(6)*: No person who is not connected with the Written Test should be allowed to be present in and around
the examination hall.
[* SCR/SC’s Letter No. P[R]605/VII dt. 26.09.1997]

5.2 Use of Regional language in Departmental/Course end examinations:

Use of Regional languages in lieu of English may be permitted in all selections and suitability tests
conducted for the purpose of promotion etc. and the examination conducted at the end of training
courses, subject to the condition that where necessary knowledge of English may be separately
tested to ensure that the persons would understand the instructions relating to the requirements of
his job. The competent authority, may, however, insist upon such tests being conducted in English in
the special cases, which should be few in number, where it is considered that knowledge of English
would be essential.
The term ‘Regional Language’ as used here means official language of the State in which the office
where employees concerned are working is located.
(Authority: Bd’s Lr.No.E(NG)I-90/PM1/41 dt. 8.7.92 (SCR/SC No.154/99)

6. TRAINING FOR SC/ST CANDIDATES:

6.1 Pre-selection/pre-promotional training for a period of three to four weeks for safety categories for
candidates belonging to SC/ST communities should be arranged in the Zonal Railway Training
Institutes or the System Training Schools. This training should cover the entire syllabus prescribed
for the written examination.
[Board’s Board’s letter No. 88-E[SCT/I/42/2 dt. 8/11.4.91 [SC No.73/91 & letter No.E[NG]I-
98/PM1/17 dt.30.10.2001 [SCR No.245/2001]

7. SELECTION PROCESS AND OFFICIAL LANGUAGE:

7.1. The following points should be kept in mind while conducting selections.

(i) Option of Hindi medium should be allowed in all the written tests conducted as a part of the selection
process. While calling options from candidate or while alerting the candidates to be in readiness for
the examination, they should be informed that they will have an option to answer the question paper
in Hindi.

(ii) All the question papers for the written test should be both in Hindi and English. Violation of these
instructions is deemed to be a procedural irregularity and the selections are liable to be cancelled.

(iii) However, wherever knowledge of English is considered essential, the candidates knowledge in that
language can be tested separately.

(iv) Option of answering questions in Hindi medium during viva-voce should also be allowed to the
candidates.

(v) Atleast 10 percent of the total marks prescribed for the written test should be on Official Language
Policy and .

(vi) In every selection Board atleast one of the officers should have working knowledge of Hindi.
( Board’s letter No.Hindi/87/OL-1/10/3 dt: 3-11-88).
8. SETTING OF QUESTION PAPERS

8.1. The officer of the concerned Department, to set the question paper, has to be nominated by the
authority nominating the Selection Board from amongst its members. As far as possible the officers
nominated to set the question papers and to evaluate the answer, books should be different. It
should however be ensured that the answer books are invariably evaluated only by a Member -
Officers of the Department for which selection is held. Where it is not possible to have two officers of
the Department concerned who are also members of the selection Board, one for setting the
question paper and the other evaluating the answer books, there is no objection to nominate the
same officer to set the question paper as well as to evaluate the answer books.

8.2. In the written test held as part of the selection for promotion to the posts classified as
‘Selection’, objective type questions should be set for about 50% (in the range of 45% to 55%) of the
total marks for the written test.
(Para 219( c[i]2) of IREM)

Note(1) The question paper (selection/LDCE) should be designed to test the ability of the candidates to
tackle the practical problems they are likely to face rather than their theoretical knowledge (Board’s
letter No.E(NG)I-2004/PM1/25 dt.21.9.2004( SCR SC.No.180/2004).

Note(2): This (the provision at para 8.2 above) is one of the important points that must be highlighted to the
officer, who has been nominated to set the question paper.

Note(3): The question paper should clearly contain not only the total marks but also the marks given for each
question including part(s) thereof, if any, at the end of the question.

Note(4)*: The officer setting the question paper should, as a rule, also indicate whether the use of calculators,
Logarithmic Tables or other such mechanical devices, is permissible or not.
*[SCR SC Letter No. P[R]605/VII dt. 26.9.1997]
Note(5): Entrusting the job of preparation of the question papers by the officers to the subordinates due to
lack of time or because of ignorance or inexperience on the part of the officers, is not allowed.

Note(6): It is advisable that even routine jobs of making copies of the question papers either by cyclostyling
by or making photocopies, sealing of the question paper packets, etc. should be done under the
supervision of the officer, who has been nominated for setting the question paper and should not be
entrusted to unauthorised persons.

Note(7): The question paper with required number of copies should be handed over on the day of written
examination.

Note(8): Objective questions besides including the type of questions in the form of ‘multiple choice’, ‘filling up
the blanks’, ‘tick true or false’, ‘right or wrong’, ‘match the following ‘ may include questions requiring
one word/line answer, ‘yes or no’, naming e.g., 5 states, Railways, posts, grades etc.
( Authority: Bd’s Lr.No.E(NG)I-2006/PM1/8 dt. 30.8.2006 , RBE No.123/06, SCR S.C.No.142/2006)

Note(9) Candidates may be allowed to take the question papers with them after the examination is over.

(Auth: Bd’s Lr.No.E(NG)I-2004/PM1/25 Dt.23.9.05(Sc No.161/05)

9. EVALUATION OF ANSWER SHEETS

9.1. As soon as the written test is over, a dummy roll number should be given immediately after the
conclusion of the written examination on the fly-leaves attached to each answer sheets and the fly-leaves
containing the original roll number as well as the dummy number should be separated and kept under the
 custody of the officer in-charge of the cadre for which selection is held i.e., APO/SPO or Sr.DPO/DPO/WPO
concerned. In respect of the units where no Personnel Officer is available, an Assistant Officer or Sr.Scale
Officer in the unit controlling the cadre may assign the dummy number (code number) provided he is not a
member of the Selection Board. The coded answer books should be sealed immediately duly obtaining
the signatures of two candidates on the sealed cover to be sent to the evaluating officer. The answer
sheets that are sent to the evaluating officer should contain only the dummy roll number, so that the
evaluating officer does not know the identity of the candidates. The evaluating officer after evaluation,
should be advised to return the cover also in which the answer sheets were sent for evaluation, to the cadre
controlling officer, for record.
(Authority: CPO/SC’s Lr No.P(R)605/X dated 4.5.2005)

In respect of objective type of questions a ‘Key’ should be provided by the officer setting the
question paper and hand over the same to the officer conducting the examination, who should hand over the
‘Key’ to the officer evaluating the answer books ( SCR S.C.No.24/85)

Note(1): Evaluating the answer sheets with the fly-leaves and without dummy roll numbers is not allowed.
Note(2): Evaluation of answer sheets even without fly leaves and with dummy roll numbers where the
candidate has written his name or roll number in other sheets of the answer book, is also not
allowed.
[Board’s lt. No. E{NG}I-98/PM1/1q7 dt. 30.10.2001 [SCR SC No.245/01]
Note(3): Proper and uniform evaluation of the answer sheets especially for narrative type of answers should
be ensured. In order to achieve this objective the officer evaluating the answer sheets before starting
the evaluation should keep ready the correct answers for the questions, separately for the objective
and narrative type and then evaluate the answer sheets with reference to these answers.
Note(4): It is wrong practice to first assign the marks with a pencil and marking in ink thereafter. Sometimes,
the marks given in pencil. and in ink differ.
Note(5): There should be absolutely no cutting, erasing, overwriting etc. of the marks once awarded to
answers to multiple choice objective type questions. In case of questions requiring narrative type of
answers, also, while there should not be any overwriting, erasing, corrections of marks, if genuinely
warranted, may be made, by striking the marks originally given and entering the fresh marks duly
attesting the correction.
[Board’s letter No. E[NG]I-2005/PM1/16 dated 20.04.2005 [SCR SC No. 76/2005]
Note(6): It is wrong tendency on the part of the evaluating officer to review their own evaluation and to award
the marks keeping in mind the percentage of pass marks with a view to increasing the number of
candidates getting qualified. The marks have to be awarded strictly based on the correctness and
contents of the answers given by the candidates.
Note(7): No negative marks are to be awarded for wrong answers to objective type of questions.
[RBE No. 137/2003 , SCR/SC No. 144/03]

9.2. The evaluating officer should not resort to awarding of any grace marks to individual candidates.
(Para 219( d) of IREM )

Note(1): Moderation can be resorted to by the Selection Board or with the approval of the authority competent to
accept the recommendations of the Selection Board, viz, DRM/ADRM, PHOD/HOD and CWMs.
However, this has to be done before the dummy numbers are decoded. Otherwise the identity of the
candidates will be known to the Selection Board and there is chance of moderation being resorted to
help a particular candidate. No grace marks shall be allowed in individual cases. [Para 219[d] of IREM ]

Note(2): While awarding marks by way of moderation, the Selection Board has to ensure that the same
number of marks have been awarded to the each candidate and moderation should not be given
proportionate to the marks obtained by the candidates.
9.3. After the evaluation is over the evaluating officer should tabulate the marks for each question and do
the totaling. This is to ensure that only the required number of questions are answered and
evaluated and the totalling of the marks is correct. It has to be ensured by the evaluating officer that
there are no erasing cuttings or over-writings or mistake in totalling the marks granted to the
candidates.

Note(1): It is often observed that one of the points emerging out of the vigilance investigation is on evaluation
of answer sheets pertaining to omission and commission of the marks. It is essential that whenever
the answer sheets are sent for evaluation the evaluating officer should be informed of the
instructions of the subject.

Note(2): There should be no failure on the part of the evaluating officers to tabulate the marks awarded for
each question on the top sheet of the answer book. This type of tabulation will ensure that only the
required number of questions are evaluated and the candidates have not resorted to the practice of
answering the same question twice etc.,

Note(3): Decimal marks whenever given should be corrected to the first decimal and the same should
not be rounded off. The aggregate also should be left as such without any rounding off.

Note(4): If any candidate has attempted more than the required number of questions , answers to the
prescribed number of questions alone should be evaluated in the order they appear on the answer
sheets. For example, if the maximum number of questions to be attempted is 4 out of 7 and the
candidate has attempted say 6 questions, only the first 4 answers in the order they appear, should
be evaluated and remaining answers should be ignored.
(Auth.: Bd’s Lr.No.E(NG)II/89/RRB/41 dt.25.5.89 (SCR S.C.No.115/89)

Note(5): The evaluating officer should make out a separate statement of marks indicating the dummy
numbers of the candidates and the total marks obtained on a separate sheet and send it to the
Personnel officer in-charge of the selection.

Note(6): There have been cases of forcing the evaluating Officer by his superior panel approving authority to
change the marks already awarded to the candidates after the evaluation is complete but before the
results of the written test are published. This is a highly irregular practice and the evaluating officer
should not get pressurised even at the cost of incurring displeasure of his superiors.

9.4. Any delay in evaluation by more than two months should be brought to the notice of the DRM or
HOD. Delays of more than three months should be brought to the personal notice of the General
Manager.
( Bd’s letter No.E(NG)1-87-PM1-14 dt: 22-07-88).

9.5 In order to promote confidence and generate a positive atmosphere among the candidates the
results of written tests may be published in all selections, including those categories where viva-voce
is eliminated. While announcing the results, it should be made clear that announcement of results of
written test of successful candidate(s) does not entitle their empanelment automatically, as it is
further subject to adjudging their suitability under the head ‘Record of Service’ and ‘Seniority’ by the
selection committee.
( Authority: SCR/SC’s Lr.No.P(R)605/X dated 18-7-2006)

10. ELIGIBILITY FOR PASSING

10.1 Candidates must obtain a minimum a 60% marks in professional ability and 60% marks of the aggregate
for being placed on the panel. In a few cases where both written and oral tests are held for adjudging
the professional ability, the written test should not be of less than 35 marks and the candidates must
secure 60% marks in written test for the purpose of being called in viva voce test. Provided that 60% of
 the total of the marks prescribed for the written examination and for seniority will also be the basis for
calling candidates for viva voce test instead of 60% of the marks for the written examination ; marks for
seniority being awarded on notional basis. However, it should be specifically made clear to them that
they are being called for interview based on the marks for seniority awarded on notional basis and that
empanelment will be subject to their securing 60% marks in the professional ability[written test and
viva voce test] and 60% in the aggregate.
[ACS No. 150 RBE No. 137/03 SCR/SC NO. 144/03 ]

i) Safety Categories:

No relaxation is allowed for candidates belonging to SC/ST Communities. They have to obtain a minimum
of 60% marks in the written test to qualify for being called for viva-voce ( where applicable) ; and
** 60 % marks in ‘aggregate’ (excluding seniority) as against 60% marks in aggregate ( including seniority) for
others.
[ ** Board’s letter No. E[SCT]71 CM15/37 dated 18.10.1973 page 314 of Brochure for ]
To illustrate, the marks in a selection are divided as under
Maximum Marks Qualifying Marks
1. Professional ability 50 30
2. Record of Service 30
3. Seniority 20

As regards professional ability in Safety Categories even the employees belonging SC/ST will be required to get
30 out 50 marks as in the case of others. As regards aggregate, the reserved community employees will be
required to obtain 48 marks, i.e., 60% of 80 marks [Total 100 marks minus 20 marks for seniority = 80] to be
empanelled whereas the general candidates have to get 60 marks out of the total of 100 marks for empanelment.

ii) Non-Safety categories

a) Where there is no viva-voce : SC/ST candidates are eligible for 10% relaxation in qualifying marks in
the written examination against the reserved posts.

(b) Where viva-voce is held : SC/ST employees are eligible to be called for viva voce if they secure 10 or
more marks out of 35 in the written test.

10.2. ELIGIBILITY BY ADDING NOTIONAL SENIORITY MARKS – Para deleted

[Board’s letter No. E[NG]I-2007/PM1/10 dated 26-11-2007 SCR SC No. 165/2007]

11. EVALUATION BY THE SELECTION BOARD IN THE VIVA-VOCE

11.1. Members of the Selection Board have to record a certificate that none of their close relation is
under consideration for promotion and that they have no interest in any candidate. Close
relation means - parents, sons, brothers, sister, nephews, nieces, uncles/aunts, mother-in-law,
father-in-law, sons-in-law, daughter-in-law, brother-in-law, sister-in-law and first cousins.
( Authority : SCR Serial Circular .No.62/90)

11.2. Before the Selection Board assembles to make the selection, all the papers connected with the
proposed selection including the confidential reports and the qualifications prescribed for the post under
consideration should be circulated for the information of the members of the Selection Board. (Para 219( c)
of IREM )
11.3. There should be a single evaluation sheet to be signed by all members of the Selection Board. All the
members should also attest corrections in the evaluation sheet.
(Sub-Para 219( f) of IREM )

Note(1): The procedure of assessment of marks by the individual members of the Selection Board as outlined
in Para 219(f) of IREM has been modified and single evaluation sheet has been introduced.

Note(2): It is necessary to give adequate notice, say a minimum of one week to the successful candidates to
attend the interview, where prescribed .

Note(3): There should not be any deliberate attempt on the part of the Selection Board to award less marks to
candidates who are junior in the Zone of Consideration. For example if for 10 posts, 20 candidates
qualify the written test, the first 10 candidates have been given 60% and above marks and the
candidates who are at 11th and onwards are granted marks less than 60% Awarding of marks
should be based on the merits and the performance of the candidates rather than seniority position.

Note(4): There should be no cutting and erasing in the marks statement.

Note(5): There should be no delay in drafting the selection proceedings nor the job of drafting the selection
proceedings should be left to some one, who is not a member of the Selection Board.

Note(6): Awarding the marks and signing the marks statement should take place on the date of viva-voce in
respect of selections to cadre posts where viva-voce also is held.

Note(7): Consideration of the candidates without the availability of the latest confidential reports or complete
service records is not in order.

Note(8) : Confidential Reports/Service Records and Vigilance/DAR clearances should be called for in respect of
all the candidates while notifying the selection so as to reach the Selection Board seven days
before the earliest date fixed for interview. This will also alert the officers who have not completed
Confidential Report of the staff concerned.

Note(9)*: Where one or more confidential reports have not been written for any reason during the relevant
period the Selection Committee should consider the Confidential Reports of the years preceding the
period in question and if in any case even these are not available the Selection Committee should
take the Confidential Reports of lower grade into account to complete the number of Confidential
Reports required to be considered. If this is also not possible, all the available Confidential Reports
should be taken into account.
(* Bd’s letter No.E(NG)I/96/CR/8 dated 9.1.97 ( SCR S.C.No. 54/97)

Note(10): Conducting the selection proceedings without ascertaining whether the employees are facing any
major penalty proceeding is also not in order.

Note(11): Similarly, inclusion of name of employees who were facing major penalty proceedings in the panel is
not in order.

Note(12): It should be ensured that only those candidates who obtain 60% marks in professional ability and
60% in aggregate (or with relaxed standard for SC/ST candidates, wherever permissible) are placed
in the panel.
11.4 AWARD OF MARKS BY THE SELECTION BOARD

11.4.1. Selection Board members should be advised clearly that there should not be any cuttings and over-
writings in the proceedings of the Selection Board and that serious objection of any cutting and
overwriting will be taken. (PARA 219(f) OF IREM)

11.4.2. Marks are to be awarded by the Selection Board under the following heads in respect of selections
to cadre posts where viva-voce also is held.

PROFESSONAL ABILITY:
 Written 35
 Viva-voce 15
 Record of service 30
 Seniority 20

In respect of selections to posts where there is no viva voce.

Max. Marks
*Professional Ability 50
* Record of service 30
* Seniority 20
In the case of selections for promotion to the posts of Assistant Loco Pilots (Diesel/Electric) and ASMs the
distribution of marks amongst various headings shall be as follows:

Factors/headings Maximum marks Qualifying marks

Professional ability 50 30
Record of service 30 -
Aptitude test 20 Minimum cut off as may be
decided by RDSO
(Bd’s Lr.No.E(NG)I-2006/PM1/4 dt. 22.3.2006) ACS No.183, SCR S.C.No.38/2006)

11.4.2.1: PROFESSIONAL ABILITY

11.4.2.1.1: Professional ability will carry a total of 50 marks. If there is written test, written exam will have a
weightage of marks obtained in the written exam is reduced to 35). For example - an employee
obtaining 60% marks in written exam will get 21 marks in the professional ability (60 x 35)/100 =21).
Balance 15 marks are to be awarded by the Selection Committee in the specified categories where
viva-voce is held based on the performance of the employee in the viva-voce.

11.4.2.3 RECORD OF SERVICE

Though the Railway Board have issued no clear mandatory orders, the following guidelines in regard
to allotment of 30 marks under the heading ‘Record of Service’ may be followed by the Selection Committees.

15 Marks on the basis of grading of ACRs/Working report of last 03 years.

10 Marks on the basis of entries of Awards/Punishments in Service Register.
05 Marks on the basis of entries in Service Register of Academic/Technical qualifications.

(a) Annual Confidential Reports/Working Reports for the last three years should be considered and marks for
each ACRs/Working report may be allotted based on the grading as under :

(a) Outstanding :: 05 marks

 (b) Very Good :: 04 marks
(c) Good :: 03 marks
(d) Average :: 02 marks
(e) Below Average :: 01 mark

(b) Service Record of the employee is to be seen. For Service Register/Record without any adverse entry, 06
marks should be allotted. **

** Further deduction/addition is to be done in the following manner

 For each Minor Penalty during last 3 years : Minus 1 mark

 For each Major Penalty during last 3 years : Minus 2 marks
 For each individual cash award at the Divn./Unit level : Plus 2 marks
 For each individual cash award at the HOD level : Plus 3 marks
 For each individual cash award at the GM/Board level : Plus 4 marks

Note: The maximum marks under item (b) shall not exceed 10 and minimum shall not be below zero, no minus in
total.

(c) Academic/Technical qualifications:-

Minimum 03 marks under item (c) may be allotted to the candidate who fulfils the minimum educational
qualifications for the post for which selection is being held.

The committee can further decide the criteria for awarding the remaining 02 marks under this sub-head
to the candidates who possess additional Educational/Technical qualifications relevant to the nature of
the post for which the selection is being held.
(Authority: S.C.Rly’s Lr.No.P(R)605/XI dt. 22.8.2007)

11.4.2.4. SENIORITY

11.4.2.4.1: The senior most candidate called for viva, where prescribed, should be awarded the maximum marks
of 20 and the junior most the minimum of 12. The seniority marks for the employees between the junior-most and
the senior-most employee shall be proportionately divided and corrected upto the first decimal.
(Authority: S.C.Rly’s Lr.No.P(R)605/XI dt. 22.8.2007)

11.4.2.4.2: Marks under this heading will be awarded only to those who have been called for the viva-voce, where
prescribed. Marks for seniority will be awarded afresh and the notional marks awarded earlier for calling
candidates for viva-voce will not be taken cognizance of.

11.5. ELIGIBILITY FOR EMPANELMENT

11.5.1. An employee must secure not less than 60% (30 out of 50) in the professional ability and not less
than 60% in the aggregate to be eligible to be empanelled.
(Note (iii) below PARA 219(g) of IREM)

Note: [1] Even if a candidate secures 60% in overall aggregate but does not secure 60% in professional
ability [and viva-voce], he cannot be included in the panel.
[2] A person who fails in the Psycho Test is not eligible to be included in the panel /suitability test.

11.5.2: The names of candidates selected for empanelment should be arranged in the order of seniority.
Those securing 80% marks or more in the aggregate should be classified as outstanding and
allowed to supercede 50% of the number of his seniors in the field of eligibility.
( PARA 219 (i) OF IREM)
11.5.2.1: For example if, for forming a panel for 8 vacancies 24 employees are called for viva. Then,

i) If the 13th man is categorised as outstanding (i,e. he obtains 80% marks) his seniors are 12 in
number and he can gain 6 places and will be placed seventh in the panel.

ii) If the 24th candidate is categorised as outstanding he will gain 11 places. Since there are only 8
vacancies he will not find a place on the panel.

(For details, refer to Board’s letter No.E(NG) I-76PM1/142 dated 27/30-10-79.)

SCR S.C.No.175/79)

11.5.3. After arranging the names of the candidates in the above manner, a panel equal to the number of
vacancies should be drawn out by the Selection Board. (PARA 219(d) of IREM)

11.5.4. ELIGIBILITY FOR EMPANELMENT FOR SC/ST CANDIDATES

a) Safety Categories
An employee should obtain 60% marks in the professional ability and 60% marks in the aggregate,
excluding marks for seniority. Thus a candidate securing 30 marks out of 50 in the professional
ability and an aggregate of 48 marks out of 80 (excluding 20 marks for seniority) would be eligible for
empanelment.

b) Non-safety Categories
An employee should obtain 50% marks in the professional ability and 50% overall, excluding the
marks for seniority. Thus a candidate obtaining 25 out of 50 marks for professional ability and an
aggregate of 40 marks out of 80 (excluding 20 marks for seniority) would be eligible for
empanelment.
11.5.5.1: POLICY OF BEST AMONG FAILED:

a) In non-safety categories if the requisite number of Scheduled Caste/Scheduled tribe candidates are
not empanelled, the best among the failed candidates should be earmarked for placing on the panel
against reserved vacancies. They should be promoted on adhoc basis for six months. During the six
month period they should be given all facilities for improving their knowledge and coming up to the
requisite standard. At the end of the six months period a decision has to be taken by the competent
authority for inclusion of their names in the panel or otherwise.
(Board’s letter No.E(SCT)74/cm 15/34 dated 31-8-1974)

b) However the relaxation of 50% marks or selection of the ‘best among the failed’ should be applied only
when required number of candidates belonging to the reserved communities equal to the number of
posts reserved for them are not available by applying the general standards. In other words, the
Selection Committee should first draw a list of candidates who can be empanelled by applying the
general standards. In case of deficiency the same should be made good by applying the relaxed
standard of 50% marks. If there is still deficiency, the policy of best among the failed should be
followed by calling for viva-voce all those SC/ST employees who have secured not less than 7 marks
out of 35 in the written test. Where viva-voce is dispensed with in selections SC/ST employees
securing not less than 10 out of 50 in the written test may be considered under this scheme

Note : The relaxed standard of 50% marks or 20% marks for selecting the best among the failed candidates
should not be applied at the time of written test. This criterion is for determining the eligibility of
candidates to be placed on the panel after the viva voce /other factors into consideration.
(Board’s letter No.83-E(SCT)/42/1 dated 14-4-1983 and 83-E(SCT)/1/8/1 dt. 10-9-85 & SCR/SC No.
117/02 )
11.6. GENERAL POSTS

11.6.1. In respect of general posts no marks for seniority will be awarded and consequently the various
factors of selection and their relative weight will be as indicated below:

Factors/Headings Max.Marks Qualifying marks

Professional ability 50 30
Record of service 30 -
Total 80 48

11.6.2. All volunteering eligible staff who satisfy the prescribed conditions of eligibility should be called for
the written test.

11.6.3. All candidates who secure not less than 60% marks in the written test should be called for viva-voce
test.

11.6.4. The final panel should be drawn up in the order of merit based on aggregate marks of ‘Professional
ability’ and ‘Record of Service.’ However, a candidate must secure a minimum of 60% marks in
‘Professional ability’ and 60% marks in aggregate, for being placed on the panel. There will be no
classification of candidates as ‘Outstanding’.
(PARA 219 (j) of IREM)

11.6.5 For filling up vacancies of Sr.Clerks, against 13 1/3% LDCE quota , final panel is to be drawn strictly
on the basis of merit.
( Authority: Bd’s Lr.No. PC-60/RTP-3/1 dt. 20.12.1961)

11.6.6 For filling up vacancies of the Traffic and Commercial Apprentices against the LDCE quota, the
final panel is to be drawn according to the merit position assigned by the Selection Committee.

(Bd’s Lrs.No. E(NG)III-72 RR1/18 dt. 18-3-1972 and E(NG)I-73/PM1/211 dated 8.11.1973)

11.7. Ex-cadre post

11.7.1 Ex-cadre posts are posts outside the cadre. These posts are filled from amongst eligible staff as may
be specified in the method adopted by each Railway Administration/PU etc. subject to the condition
that the method so laid down by the Railway/PU does not violate the policy guidelines or the method
in specific cases, if any, laid down by the Board as in the case of manning posts in the area of
computer activities in PRS, Division, Stores Depots and Workshops. The employee selected for
manning ex-cadre posts retain their lien in their parent cadre and seek advancement therein. The
concept of notional seniority marks does not apply to selection for ex-cadre posts.

11.8 SUPPLEMENTARY SELECTION

11.8.1 Supplementary selection (both written test and the viva-voce, wherever prescribed) can be held for
candidates coming under the following categories:

i) Summons for the written test / interview being received late by the candidates.
ii) Failure on the part of administration to relieve the candidate.
iii) Sickness of the employee or other reasons beyond his control.
(PARA 223 of IREM)
 Formation of Panel

i] The final panel is to be drawn up on the basis of merit in the order of seniority.
In respect of selection posts, SC/ST candidates who are selected by applying the general standards and
whose names in the panel appear within the number of UR vacancies are to be treated as selected on
their own merit. For example, suppose there are a total of 10 vacancies for which a panel is to be
prepared. Out of them 6 vacancies are unreserved and 4 are reserved for SC/STs. First six candidates in
the panel who have been selected by applying the general standard will be adjusted against UR vacancies
irrespective of the fact whether they or some of them belong to SC or ST category. SC/ST candidates
selected for remaining four reserved vacancies, whether selected on general standard or by giving
relaxations/concessions as per the existing instructions on the subject, shall be adjusted against reserved
vacancies.
(Board’s letter No.99-E(SCT)I/25/13 dt. 20.6.03 ( SC No.116/03)

SC/ST candidates who find place in the panel on relaxed norms or under the best amongst the failed
policy should be placed below those who have qualified with the general standard.
(Bd’s Lr.No.89-E(SCT)I/49/5(Pt.) dated 16.6.92 ( SC No.93/92)

Names of the selected employees who retire before notification of the panel, should also be included in
the panel
(Bd’s Lr. No. E(NG)I/90/PM8/6 dated 1.12.1993 SCR S.C.No.129/93)

Names of the employees who were found suitable for empanelment and died before publication of the
panel may also be included in the panel.
(SCR SC’s Lr.No.P(R)605/V 18.9.1995 addresed to DRM/P/HYB and copied to other divisions.)

11.9. APPROVAL OF THE PANEL

11.9.1. A specific acknowledgement should be obtained from the Selection Committee Members to the effect
that they have gone through the Guidelines for conduct of Departmental Selections issued under
Board’s letter No. E[NG]I-98/PM1/17 dated 20.10.1999 read with other instructions issued on the
subject from time to time and have followed the instructions in the particular selection for which the
proceedings are being drawn, before the panel is put up to the competent authority for approval.

11.9.1.1 The panel should be put up to the competent authority for approval. After the competent authority
approves the panel, it should be notified immediately. In the event of employees facing criminal or
disciplinary proceedings being found eligible for empanelment, the panel should be published as a
provisional panel without their names. Inclusion of their names in the final panel will be decided after
the conclusion of the proceedings.

11.9.2. In case the competent authority does not accept the recommendations of the Selection Board, the
case should be referred to the General Manager, who may constitute a fresh selection Board at a
higher level or issue such orders as may be appropriate. (PARA 219(k) of IREM)

11.10 AMENDMENTS TO THE PANEL

11.10.1. A panel once approved should not normally be cancelled or amended. If it is subsequently found out
that there were procedural irregularities or other defects which may necessitate amending or
cancelling the panel, this should be done after obtaining the approval of the authority next higher
than the one that approved the panel. (PARA 219(I) of IREM)
11.11. Currency of Panel

11.11.1 Panel notified will be valid for two years from the date of approval of the same by the competent
authority or till exhausted, whichever is earlier.
(PARA 220(a) of IREM)

11.11.2 Removal of the name or reversion of an employee from the panel

1. The name of an employee who has been promoted by virtue of his position on a panel should not be
removed from the panel ( while the panel lasts)

2. if a Railway employee, whose name is on a panel is considered unsuitable for promotion even before
he is promoted, his name should be removed from the panel but before this is done, the reason for
such action should be communicated to him and he should be given an opportunity to explain his
case. In such cases:

a) the powers to remove the name from the panel should be exercised by an authority next above the
one which approved the panel; and

b) the Railway employee will have a right of appeal against dis-empanelment to the next higher authority.

The question of taking action as indicated at (a) and (b) above will obviously arise only when the panel is
current.

However, a person promoted on the basis of his empanelment, cannot be reverted for unsatisfactory
work after 18months without following the procedure prescribed in the D & A (Auth: Para 13 of Master
Circular No. 31)

If a railway servant is promoted to Non-selection post after qualifying in suitability test and subsequently
reverted on grounds of unsuitability, should not be promoted to the said post irrespective of time limit, till he
qualifies afresh in a suitability test held next for promotion to the said post.

( Bd’s Lr.No. E(NG)I/66/PM1/98 dt. 28.7.70 addressed to GM/Eastern Railway)

11.11.2 Procedure for selection from Group ‘D’ to Group’C’

For promotion from Group ‘D’ to Group’C’ categories ( 33-1/3%,16-2/3% ) to lowest Grade of Group ‘C’
categories of Commercial Clerks, Ticket Collectors, Trains Clerks, Office Clerks and other categories of clerks
like Stores Clerks, etc. separate set of instructions ( RBE No.165/2003, SCR S.C.No.185/2003) exist.

For these categories, the selection consists of Written test and Record of Service of 85 and 15 marks,
respectively.

For break-up of 15 marks under the heading ‘Record of Service’, the break up as given in item (b) and
item (c) of para 11.4.2.2 above, may be followed.

(Authority: S.C.Rly’s Lr.No.P(R)605/XI dt. 22.8.2007)

The qualifying marks in the written test will be 25 out of 50 and all those who secure 25 marks out of 50
will be eligible to be placed on the panel. The staff who secure 40% and above in aggregate in respect of those
belonging to SC/ST and 50% and above in aggregate in respect of other castes will only qualify for empanelment.
If there is still deficiency, the policy of ‘Best among the failed’ should be followed.
 *In respect of selection for promotion from Group ‘D’ to ‘C’ against 16-2/3% quota, the final panel is to
be formed strictly on the basis of merit.

(*Bd’s Lr.No.E(NG)I/96/CFP/27 dt. 10.10.2000 (S.C.No. 218/2000)

Procedure for filling up the posts of Technician (Trade) Gr. Rs.3050-4590 against the 25% quota and
commonly known as qualified staff quota

(i) Khalasis/Khalasi Helpers possessing the qualifications prescribed in the App.Act with a minimum of
3 years regular service will be eligible to appear in the selection. However, SC and ST candidates
possessing the requisite qualification will be eligible for being considered against the vacancies
reserved for them as per the extant instructions if they have completed a minimum of one year
regular service.

(ii) All the eligible volunteering employees are to be subjected to a written test followed by assessment
of record of service by the Selection Committee. Distribution of marks between written and
assessment of record of service will be 85 and 15 marks, respectively. Those securing 60% marks
and above in the aggregate will qualify for being included in the panel.

(iii) The panel may be drawn up on the basis of seniority from amongst those who qualify the
total number to be empanelled not exceeding the number of vacancies assessed to be filled
against the prescribed quota. There will be no classification of outstanding.

(iv) The empanelled staff possessing the qualification of ITI/Course Completed Act Apprenticeship in
the relevant trade in the Railway Establishment may be subjected to a trade test and those passing
the same may be promoted as Technician ( Trade) 3050-4590 /PB-1 in GP 1900. Persons failing in
the Trade Test may be subjected to Trade Test again after a gap of six months and promoted if they
pass the same. Those who fail in the Trade Test so held, will be required to appear in the selection
afresh as and when held.

(v) Such of the empanelled staff as do not possess the qualification of ITI/Course completed Act
Apprenticeship in the relevant trade in the Railway establishment may be imparted suitable training.

(vi) On completion of the prescribed training the staff may be subjected to a trade test and such of them
as pass the trade test may be promoted as Tech.(Trade) grade Rs.3050-4590/PB-1 in GP 1900.
Persons failing in the Trade Test may be subjected to Trade Test again after a gap of six months
and promoted if they pass the same. Those who fail in the Trade Test so held, will be required to
appear in the selection afresh as and when held. They will not, however, be required to be
subjected to training again.

{ Bd’s Lr.No.E(NG)I-96/PM7/56 dt. 2.2.98 & letter dated 09.12.1999 (SCR S.C.No.67/98 & 14/2000}

Selection of Supervisor (P.Way)/Apprentice Mechanics in grade Rs.5000-8000 against LDCE

The following is the apportionment of marks for Selection of Apprentice Mechanics /Supervisor (P.Way)in grade
Rs.5000-8000 against LDCE:

Written Examination 85 marks

Record of service 15 marks

(Authority : SCR/SC’s Lr.No.P[R]535/V dt. 19-05-05 & P[R]605/X dated 18-10-05

1. All the eligible volunteers should be called for written test.

2. All those who secure 60% or above in the written test & 60% in aggregate will qualify for empanelment.
 3. The panel is to be drawn according to the seniority from amongst the qualified staff. No relaxation of
marks is permissible for candidates belonging to SC/ST, being safety category.
4. All those who secure 80% marks or above in aggregate should be treated as outstanding and placed in
the panel as per extant instructions.

Selection of Staff & Welfare Inspectors in grade Rs.6500-10500 and OS-II in scale Rs.5500-9000 against
LDCE

The selection shall consist of Written examination and assessment of service

record.

Written examination - 85 marks

Service Record -15 marks

There will be one question paper each for OS-II examination and S& WI examination. It should be of a standard
as for direct recruitment to equivalent level of posts.

The selection shall be based entirely on merit with reference to marks obtained by the candidates in the
written examination and service records. Subject to usual relaxation for SC/ST staff those securing less than
60% in the aggregate will not be considered eligible for inclusion the panel. Further, the service records of only
those candidates who secure a minimum of 60% marks in the written examination shall be assessed.

Note: Questions set in the paper will be normally to assess the writing and analytical power of the candidates with
reference to various topics which circumscribe various ministerial staff. Efforts should be not to tilt the balance in
favour of the particular discipline.
(Auth: Bd’s letter No.E(NG)I-2005/PM1/20 dated 17.6.2005 ( SCR S.C.No.107/2005)

BOARD’S INSTRUCTIONS RELATED TO DEPARTMENTAL SELECTIONS

 The selection Board for departmental selection for filling up non-gazetted posts should within the
allotted marks, add marks for every cash award / merit certificate and deduct marks for each minor
/major penalty imposed during the period for which Confidential Reports are being considered. The
compliance of these instructions should be ensured.
Board’s letter No. E(NG)I-2002/PM7/16 dated 11.7.2002 SCR SC No. 138/2002

 In respect of of selections held for promotions from Group D to C in technical department, Diploma in
Railway Engineering awarded by the Institution of Permanent Way Engineers (India) may also be taken
into account while making assessment under the head “Record of Service”
Board’s letter No. E(NG)I-2004/IC 2/6 dated 23.8.04 SCR SC No.162/2004

 Board have clarified that selection for filling up the posts against the enhanced 16.2/3% quota for
promotion from Gr. ‘D’ to Gr. ‘C’ is to be treated on par with the selections against LDCE quota/General
posts and the unfilled reserved vacancies diverted to direct recruitment quota.
Board’s letter No. E(NG)I-96/CFP/27 dated 21.9.2005 SCR SC No.168/2005

 Procedure for conducting selections for promotion to the posts classified as ‘Selection – Qualifying
Marks in Written Tests : Board have decided that in the written examination candidates should be
required to secure 60% marks in each paper, if the written examination consists of more than one paper
and not in each part of the question paper if the question papers consists of parts.
Board’s letter No. E(NG)I-2006/PM1/32 dated 7.11.2007 [SCR SC No. 154/07]
 Board have accepted the recommendation No. 39 of Committee on Career Advancement Planning for
Group ‘D’ staff on Railways [Ansari Committee] regarding circulation of question Banks for written
examination for promotion from Group ‘D’ to Group ‘C’. Instructions contained in their letter dated
06.11.06 [SC No. 196/06] that for conducting written examinations for promotions to and within Group ‘C’
question banks should be prepared and circulated to the staff, are reiterated. The question banks
should be updated regularly in accordance with changing technology and job requirement.
[Board’s letter No. E[NG]I-2008/CFP/2 dated 30-1-2008 SCR SC No. 14/08]

 No corrections of any type should be permitted in the answers to objective type questions. In case any
correction is made, that answer should not be evaluated at all. It has also been clarified that the term
objective type questions will now include questions of the following types: [a] Multiple choice questions;
[b] Answer in yes or no; [c] Fill in the blanks [maximum four words]; [d] Match the following; and , [e]
Any other type of question[s] for which answer is to be given in one word / phrase.
[Board’s letter No. E(NG)I-2008/PM1/18 dated 13.2.2009 SCR SC No. 27/09]

 Board have clarified that whenever due to irregularities noticed in the Selection procedure, Competent
Authority decides to cancel the main examination, in such a case supplementary examination also
automatically ceases to exist. In the event of irregularities in the supplementary examination, the
supplementary examination only need be conducted afresh without affecting the main examination.
Where viva voce is also a part of selection procedure and it is decided to cancel the viva voce only, then
it is not necessary to cancel the written examination, but if it is decided to cancel the written examination,
then the complete selection proceedings should be cancelled. These instructions will be applicable in
case of main and supplementary viva-voce also.
[Board’s letter No. E(NG)I-2008/PM1/22 dated 17.2.2009 SCR SC No. 31/09]

 Retention period for evaluated answer sheets of written examinations conducted as a part of
Selection/Suitability Test etc. for making promotions within & to Group ‘C’ posts, as well as Suitability
Tests for compassionate ground appointments shall be for a period of One year from the date of
publication of panel OR till panel exhausts OR till finalization of complaints/investigation/court cases
against the selection/ Suitability Test; if any; whichever of these three is later. It should be ensured
that vigilance clearance is obtained before the evaluated answer sheets are weeded out.
[Board’s letter No.E[NG]I-2003/PM1/37 dated 18.3.2010 SCR SC No.50/2010]

 Board have reiterated their instructions that coding & decoding should be done by a single Personnel
Officer [ other than the evaluating officer] nominated for the purpose, even if examination is held at more
than one centre and in no case it should be done by more than one officer.
[Board’s letter No.E[NG]I-2003/PM1/37 dated 08.06.2010 SCR SC No.231/2000 & 89/2010]

 Board have decided that henceforth the Selection Board should consist of Junior Administrative Grade
officers for selection to the posts carrying grade pay 4200/- and above, and officers in the rank of
Senior Scale should be nominated for selection to the post carrying grade pay 2800/- & below.
Board’s letter No.E[NG]I-2011/PM1/5 dated 22.03.2011 SCR SC No.41/2011]

 Board have reiterated their instructions that there should not be any delay in handing over of the coded
answer booklets to the nominated evaluating officer.
[Board’s letter No.E(NG)I-2003/PM1/37 dated 13.06.2011 SCR SC No. 86/2011]

 Board have decided that:

[1] The marks secured in the written test held for Selection/LDCE for promotion within Group ‘C’ may
be disclosed in case of candidates who had appeared for viva-voce after qualifying in the written
examination.
[2] In case of candidates who do not qualify in written examination or where viva-voce is held as part of
selection and no written test is held; the marks secured in written and viva separately by a candidate
 may be disclosed, on receipt of formal request from the concerned candidate after finalization of the
panel.
[Board’s letter No.E[NG]I-2006/PM1/36 dated 24.06.2011 SCR SC No. 98/2011]

*****

11.12. GENERAL

12.1. These guidelines are intended for information and use by members of Selection Board and
Personnel officers. The Personnel Officer nominated in the Selection Board should ensure that a
copy of the guidelines is made available to other members of the Selection Board who may seek
guidance/clarification as necessary from the former.

12.2. While referring to these guidelines, the original paras of IREM and circulars referred to herein
should be read for proper appreciation. In case of any doubt, the original paras and the circulars
should be relied upon as authority.

12.3 If any provision of the IREM and the circular on the subject which has not been superseded has
been missed in preparing these guidelines, the said para and the circular which has not been taken
into consideration due to oversight, should be treated as valid and operative.

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