Government of India
Ministry of Personnel, Public Grievances and Pensions
Department of Personnel & Training
North Block, New Delhi-110001
Dated: March, 2016
The undersigned is directed to state that the proposal for making attestation process citizen friendly, the matter has been examined in this Department. In this regard, it has been decided to place a note on the proposed reforms on this Department’s website for comments, which is annexed herewith.
2. It is requested to offer the comments, if any, within 15 days.
( Devesh Chaturvedi)
Joint Secretary to the Government of India.
A Policy note on the proposed reforms in the policy of verification and character done prior to appointment in Government service
1. A large numbers of Group ‘A’, ‘El’, ‘C’ and `D’ officials are appointed in Government of India through transparent selection process conducted by recruiting agencies like UPSC or SSC. Once, the list of successful candidates are recommended by these agencies as per existing provisions, the appointing authorities undertake an exercise of verification—of the character and antecedents of the candidates before formal appointment orders are issued. The recommended candidate has to fill up a Form on which the verification is carried out. The format is at Annexure I.
2. This verification is generally carried out by seeking details of the candidates through the police stations related to the addresses which are mentioned in the attestation form of the candidates. Such requests are sent through the State Governments to the local police authorities who ascertain the antecedents of candidates and give the verification report through the same channel. After receiving the verification report, the competent authority formally issue the appointment orders.
3. It has been observed in the past that this process has following shortcomings:
(i) The process of police verification often takes two to six months time. This results in undue delay in issue of appointment orders and consequent filling up of the post. As a result several Departments are seeking exemption from prior police verification while issue of appointment letters. In such cases exemption are being granted by DoPT to issue provisional appointment letters subject to the confirmation, once the police verification is formally received by them.
(ii) In the attestation form, the recommended the candidate has to fill all those addresses where he/she lived for more than one year, in the past five years. The appointing authority has to obtain verification of antecedents from all those respective addresses. This is time consuming and leads to delay in issue of appointment letters.
(iii) There have been informal feedbacks about undue gratification being demanded at the lower bureaucratic level to obtain this police verification. This contributes towards fresh incumbents entering Government services with cynical attitudes towards the system.
4. Government of India is committed to give good governance which is citizen centric. The overall vision of the Government of India is minimum governance and maximum Government. To achieve with this vision, it is proposed to have a reform in the policy of prior character verification.
5. It is proposed that as a general policy, the police verification will be carried out, but the issue of appointment letters need not be withheld pending such police verification. The appointing authorities will issue provisional appointment letters after obtaining a self declaration from the candidate.
6. The candidate alongwith the details of attestation form will also submit the self-declaration certifying that no criminal cases are pending against him or her, no penal action has been taken in any court of law etc. In case a criminal case is pending against him or her or some punishment has been given, then the details will be provided. The competent authority will take a view about issuing appointment letter on receipt of police verification report. The revised attestation
form is at Annexure II.
(i) In the appointment letter, it may be clearly mentioned that in case the character of the candidate is found not verified or any false information is given in his self-declaration, the appointment letter will be cancelled forthwith and other criminal/legal action will also be taken.
(ii) This commitment will also be given by the candidate in his self-declaration.
(iii) If the above steps are undertaken then the competent authority will issue the provisional appointment letter which shall be confirmed once the police verification is finally obtained.
7. The appointing authority will seek verification of antecedents of the candidates from the concerned authorities relating to all those addresses where the person has lived for more than a year in the last 5 years. This exercise of the application should be carried out in 6 months time.
(i) Once the verification repdif is received and there are no objections on the facts given by the candidate, the provisional appointment letter will be confirmed.
(ii) If the verification confirms that facts given by the candidate were not correct, then the appointing authority shall cancel the appointment letter and shall undertake other criminal/civil action as deemed fit.
(iii) If the verification report is not received within six months then following course of action is proposed:
(a) The competent authority/appointing authority will refer the matter to DG Police of the concerned State asking to provide the verification report in three months.
(b) If the report is still not received, then the Union Home Secretary will be requested to get the verification report obtained from the concerned authorities so that the decision of confirmation of the provisional appointment letter is taken.
9. The candidate will also submit the self certification that if the information is incorrect, he will be rendered unfit for employment and will be liable for action as per provisions of Section of IPC in addition to warning or in lieu of
10. In the states where Public Service Delivery Act has been implemented it can be added in the services after six months.
11. Based on the above process, the prior need of police verification will be done away with and it will help the competent authorities to issue appointment letters and fill up the vacancies faster. Since the pressure to send police verification in time will also be removed, the chances of official demanding illegal gratification will also be reduced.