REGISTRATION DEPARTMENT OF

TAMILNADU

REGISTRATION MANUAL

PART 11

DEPARTMENTAL ORDERS

REGISTRATION DEPARTMENT TAMILNADU

DEPARTMENTAL ORDERS.

CHAPTER I.

ESTABLISHMENT

(Services in the Department)

1. (a) The establishment of the Registration Department is composed of the members of the following services:-

(1) The Tamil Nadu Registration Service

(2) The Tamil Nadu Registration Subordinate Service

(3) The Tamil Nadu Ministerial Service.

(4) The Tamil Nadu General Subordinate Service.

(5) The Tamil Nadu Last Grade Service.

(b) The Tamil Nadu Registration Service consists of the following classes and categories of officers :-

Class I.- Assistant Inspector-General of Registration,

Class II -

Category I -Inspector of Registration Offices.

Category 2 District Registration

Inspector General of Registration

2. The Inspector-General is the administrative Head of the Department. He is assisted in the performance of his duties by an Assistant Inspector-General of Registration a Personal Assistant. The Personal Assistant is in the cadre of District Registrar.

Assistant Inspector -General of Registration and Inspectors of Registration

Offices.

3. (a) The appointment of Assistant Inspector-General of Registration is made by Government by promotion from the Inspectors of Registration Offices.

(b) The appointments of Inspectors of Registration Offices are made by Government by promotion from District Registrars.

District Registrars

4. The superintendence and control of each registration district is vested in an officer of Gazetted rank, designated the District Registrar.

5. The appointments of District Registrars are made by Government both by direct recruitment and by recruitment by transfer from Sub-Registrars of the first grade

6. (a) The provisions regarding the probation of the District Registrars and the tests to be passed by them are contained in the Tamil Nadu Registration Service Rules.

(b) A probationary District Registrar recruited direct shall, within the period of probation, undergo such course of training as may be prescribed by the Inspector General.

Duties of district Registrars and Joint Sub-Registrars attached to District

Registrars Offices

7. The District Registrar is also required to perform the duties of a Sub-Registrar in respect of the Sub-Registry Office amalgamated with his office but in order to relieve him of the major portion of this original registration work and thus enable him to pay due attention to the important duties of supervision and inspection, a Sub-Registrar is appointed to work jointly with him and under his orders.

8. The powers delegated to the Joint Sub-Registrar in clauses (1), (2) and (6) of the notification of the Government of Tamil Nadu, Judicial Department, No. 198, dated 11th March 1915 printed in the Registration Manual, Part I, may be exercised by him even when the District Registrar is at headquarters; but as the main object of the delegation is to secure the maximum Convenience to the public, it is not the intention that the District Registrar should when at headquarters, divest himself entirely of the' duties delegated to the Joint Sub-Registrar.

9. The Joint Sub-Registrar in a District Registrar's Office or the senior of them, if there are more than one such Sub-Registrar, is competent by virtue of his office, to exercise the powers of District Registrar referred to above irrespective of the period of service rendered by him as such Joint Sub-Registrar and even though he is not so empowered by name.

10. (a) The Joint Sub-Registrar shall work under the orders of the District Registrar; and shall supervise the District Registrar's establishment and exercise control in all matters of detail:

(b) He shall attend to the major portion of the duties connected with original registration.

Sub-Registrars and probationary Sub-Registrars.

11. The Tamil Nadu Registration Subordinate Service consists of categories of officers ;-

Category 1 -

Sub-Registrars, I Grade.

Sub-Registrars, II Grade.

Category 2..-Probationary Sub-Registrars..

12. Appointments to the posts of Sub-Registrars and Probationary Sub-Registrars are made in accordance with the Tamil Nadu Registration Subordinate Service Rules. These rules contain relating to the conditions relating to the probation and the details regarding the test to be passed by the persons appointed to these posts.

13. Each Sub-district is under the charge of a Sub-Registrar.

14. As soon as a Probationary Sub-Registrar joins a District Registrars Office on first appointment, a report shall be submitted to the Inspector-General by the District Registrar in Form (1).

Training of probationary Sub-Registrars.

15. The District Registrar shall ensure that a Probationary Sub-Registrar, during his training, receives a thorough grounding in the Acts, Rules, Orders and routine duties he department and that he attains facility in reading, writing and speaking the language of the district. The training shall relate to all the details of office work.

ESTABLISHMENT

16. (a) A probationary Sub-Registrar shall attend to the following items of work in the Original Registration Branch of a District Registrar's office by way of minimum practical training during the first six months of his probation;

(i) Copying endorsements, etc of 200 documents in registration copies, comparing registration copies 50 documents as reader and 50 documents as examiner and checking filing of 50 copies in register books;

(ii) Preparing 30 certified copies, comparing 15 certified copies as read and another 15 certified' copies as examiners;

(iii) Preparation of indexes of 100 documents in Indexes I to IV and subsidiary indexes and comparing indexes of 50 documents as reader and another 50 documents as examiner.

(iv) Conduct of 15 single and Miscellaneous Searches and 30 General Searches. and preparation of 30 Encumbrance Certificates;

(v) Preparation of District copies for five documents and Memoranda for 15 documents;

(vi) Attending to quarterly examination of records and record receptacles in District Registrars Office that fall due in the period and verification of records of District Registrar's Office with record registers and Register of Contents of Record Receptacles;

(b) During the next six months of his probation, the probationary Sub-Registrar will attend to the following items of work at a District Registrar s Office :-

(i) Attending to correspondence in Original Registration Branch (including maintenance of concerned personal register) and preparation of Report of Progress of Work and Statements I to V and other periodical returns of Original Registration Branch; of. District Registrar's office for 'two months;

(ii) Examining document presented for registration as regards stamp duty, registration fee and admissibility to registration and preparing document and fee receipts there for and maintenance of all accounts of original Registration Branch for two months;

(iii) Attending on the District Registrar as bench clerk when he hears appeals and applications and helping in work in administrative section for two months:

(c) During the rest of the period of his probation, the Probationary Sub-Registrar will be posted as an Additional Sub-Registrars Office and he shall register during this period not less than 75 documents a month authenticating the concerned entries in register books and examining himself the concerned entries in indexes. During this period, a Probationary Sub-Registrar may also be posted temporarily as Sub-Registrar of Joint Sub-Registry Office on grounds of administrative convenience;

(d) The District Registrar shall, after the completion of one year of the period of probation of a Probationary Sub-Registrar submit a report about the completion of the training referred to in sub-clauses (a) and (b) above together with a copy of the Diary of the Probationary Sub-Registrar.. On completion of the rest of the period of probation of a Probationary Sub-Registrar, the District Registrar shall submit a report giving month wise particulars of documents registered by the Probationary Sub-Registrar during the period of his service as Additional Sub-Registrar at the District Registrar's Office.

17. (a) Every Probationary Sub-Registrar shall. maintain a diary in which he shall daily enter the items of work attended to by him. The dairy shall be submitted every the District Registrar, or if he is absent, 'to ,the Joint Sub-Registrar, who shall scrutinize and initial it.

(b) If a Probationary Sub-Registrar is transferred from one district to another during the course of his 'training, the District Registrar of the district from which he is transferred shall forward to the other District Registrar a statement showing the details of the training he received.

18. Candidates selected for training as Probationary Sub-Registrars shall be required to execute a bond (Appendix No.I) agreeing to serve the Department for a minimum period of five years.

Return of acting appointments.

19. A return of every acting or temporary appointment under Section 8 10 to 12 of the Registration Act, 1908, shall be submitted by each District Registrar to the Inspector-General on the 1st February of each year.

Temporary Joint Sub-Registrars

20. The Inspector General has been empowered to sanction the appointment for a continuous period not exceeding one year at .a time, of temporary Joint Sub-Registrars and temporary peons on rates of pay admissible to the subject to the existence of the requisite budget provision. Sanction of the Government is necessary for the retention of these temporary posts beyond one year. (G.O. Ms, No, 1105, Revenue, dated 14th March 1968).

21. (a) The District Registrar 6hall submit (Form '2) proposals for the appointment of a temporary Joint Sub-Registrar immediately the necessity is foreseen in respect of any office.

(b) A separate proposal for each office with statements showing the month-wise registrations three years immediately preceding the current year with the total number, of registrations for each of the completed months in the current year should be submitted.

(c) He shall also report along with such proposals whether any permanent Sub- registrar returning from leave or ousted from an acting appointment is available for appointment as temporary Joint Sub-Registrar.

22. The District Registrar shall obtain every month, statements of the registration in the Office for which temporary Joint Sub-Registrars are appointed in order to satisfy himself that. the continuance of the employment of these officers for the sanctioned period is necessary on each case. He shall submit an immediate report. to the Inspector-General of Registration where he feels that such continuance is not necessary Ministerial Establishment.

23. (1) The scale of pay of the following Ministerial posts are as under:-

Junior Assistants-Rs. 200-5-250-10-300.

Assistant--Rs. 250-10--400.

Temporary Section- Writers-Rs. 150 fixed.

(Temporary Section-Writers who have put in a continuous period of service of five years are eligible to the incremental scale of pay of R6. 150-4-170-5--225).

Graduates appointed in the post of Junior Assistant and Typist or Steno-Typist Shall start at Rs.215.

(ii) The higher starting pay of Rs, 215 may be allowed to a Junior Assistant, Typist or Steno-Typist who passes the degree or equivalent examination within three years of entering service. i.e.. while drawing a pay less than the initial pay fixed for Graduates.

(iii) Typist (qualified); Same as for Junior Assistant plus a special pay of Rs. 15per mensem if they possess higher Grade qualification in typewriting in English and Rs. 25 per mensem, if they possess higher grade qualification in typewriting in Tamil also.

Note.-The Assistant in the District Registrars Office who supervisors the work of the other Assistants and Junior Assistant in the Administrative Branch of the office is designated Head Clerk in the District Registrars office and is entitled to a supervision allowance of Rs.10 per mensem.

ESTABLISHMENT

(iv) The Assistant of a Sub-Registry Office and the Original Registration Branch of the District Registrars Office who supervises the work of two Junior Assistants or more including Section-Writers employed throughout the year, is entitled to a supervision allowance of Rs.5 per mensem.

.24. (a) The ministerial establishment of each Registration District consists of two main divisions:-

(i) Administrative branch in the District Registrars Office for duties appertaining to supervision and control.

(ii) Original registration branch in the District Registrars Office and in Sub-Registry Offices.

(b) For purposes of normal administration, the offices of District Registrar are divided into three classes and the strength of the ministerial establishment for each class has been fixed as shown below:-

(i) First Class district with jurisdiction over more than 25 Sub-offices and annual Registrations above 50,000 for the district

Assistants .. .. .. .. .. 4

Junior Assistant .. .. .. .. .. 8

Typist .. .. .. .. .. 1

Total .. 13

(ii) Second-Class district with jurisdiction over 20 to 25 sub-offices and annual) registrations above 50,000 for the district

Assistants .. .. .. .. .. 4

Junior Assistant .. .. .. .. .. 6

Typist .. .. .. .. .. 1

Total .. 11

(iii) Third-Class district with jurisdiction over less than 20 sub-Offices and/or annual registration less than 50,000 for the district

Assistants .. .. .. .. .. 4

Junior Assistant. .. .. .. .. .. 3

Typist .. .. .. .. .. 1

Total .. 8

In certain cases, additional staff has been sanctioned for special items of work.

(c) The ministerial staff in the original registration branch in each Registration District and in the Sub-Registry Office consists of an Assistant; and Junior Assistants.

(d) The Accountant-General and the Treasury Officers do not concern themselves with the distribution of the original registration start' among the several offices, but treat the staff as one unit for the entire registration district, even in cases where it comprise portions of more than one revenue district.

25. (i) The District Registrar is the authority empowered to appoint Assistants, Junior Assistant and Typist subject to the conditions specified in the rules relating to the Tamil Nadu Ministerial Services.

(ii) The District Registrar is also empowered 'to appoint Section-Writers subject to. the condition laid down in the rules prescribed in this behalf these rules are printed in Appendix II.

(iii) (a) In cases where it is Absolutely necessary to make a temporary appointment, such appointment should be made from qualified candidates sponsored through the Employment exchange concerned.

(b) The appointing authorities should not call for lists of candidates from the Employment Office much in advance of the occurrence of the vacancies.

(c) As far possible the above procedure should be followed in making appointments to posts included in the Tamil Nadu Last Grade Government Service and to posts paid from contingencies subject to the provisions of rule 6 of the Tamil Nadu Last Grade Government Service Rules.

26. In every District Registrar's office an appointment order book shall be maintained in which shall be entered in chronological order a copy of each order of appointment, posting Or promotion, whether permanent, acting or temporary, affecting the ministerial and Last Grade Government Servants' establishments in the district, separate books being opened for each category of service and each being prefaced by a nominal index

27. The sanction of the Inspector-General shall be obtained before a subordinate permitted to accept an appointment in another department, but applications for such appointment from Assistants, Junior Assistants and Last Grade Government Servant may be forwarded to other officers by the District Registrar himself at his discretion.

28. If, in forwarding the application of an officer for employment in another office or department, any eulogistic or disparaging remarks are made by the forwarding officer, they should be supported by the record of the applicant's work and conduct, a copy of which should be forwarded along with the application. If however, an application is forwarded without any remark, it is unnecessary to send a copy of applicant's record unless subsequently called for.

29. (a) A list of " acting Junior Assistants " shall be included at the end of the list of ministerial establishment in each district (Order 49) headed "acting Junior Assistants" and shall set out firstly the names of acting Junior Assistants who have completed probation and next, those who have not completed probation.

(b) Similar lists of Section-Writers shall also be appended to the Establishment List.

30. (a) The District Registrar shall observe the, principle of strict seniority among approved probationers in the matter of filling up of substantive vacancies arising in

the district. By watching the probable date of expiry of acting appointments the District Registrar shall, regulate the grant of leave to the members of the Ministerial establishment so as to procure continuity in the tenure of service and to avoid the introduction into the department of an unduly large number of acting men.

(b) A register of substantive appointments in Form 3 should be maintained by all appointing authorities in respect of categories to which they are competent to make appointments. The register can be maintained either separately for each category or in a single volume with suitable number of pages allotted to each category.

(c) A Register of Probationers" (C.F. 250) shall be maintained in each District Registrar's Office in re6pect of Junior Assistants, Typists, Record Clerks and Last Grade-Government Servants undergoing probation.

(d) A separate Register of Probationers "shall be maintained in respect of Section-Writers.

31. An order or notification of promotion or appointment of Government servant in an officiating capacity to a higher post should be cancelled as soon as it is brought to the notice of the appointing authority that such a promotion or appointment has resulted from a factual error and the Government servant concerned should, immediately on such cancellation be brought to the position he would have held but for the incorrect order of promotion or appointment. There is no need to ask the Government servant concerned to show cause against the cancellation of the orders proposed. [G.O.No. 1435, Public (Service-A) dated 22nd April 1964.]

Transfer of Ministerial Establishment and Peons

32. (a) The District Registrar is empowered to transfer Assistants, Junior Assistants, Section-Writers and Peons from one office to another within his district.

(b) Transfers of Assistant, Junior Assistants, Section-Writers and Peons at request shall not be made unless there is an actual existing vacancy at the station of request This prohibition should not be construed as preventing the transfer of Assistants, Junior Assistant, Section-Writers or Peons on public grounds.

(c) Permanent transfers of Assistants, Junior Assistants and Peons between offices shall be restricted within the narrowest workable limits. Unless for very special reasons, Assistant or Junior Assistant attached to one office shall not be deputed to act in another. Transfers in the middle of an academic year should, as far as possible, be avoided.

(d) (i) The distribution among 'the various sub-offices of Assistants of good record who have put in eight years' permanent service, of which a period of not less than two years has been as Assistant shall be so regulated as to allot, if practicable, to each office at least one Assistant who is so qualified. Such an Assistant (where there is only one Assistant the senior most of them where there are more than one, should be appointed to act as Sub-Registrar in short vacancies arising out of the grant of. casual leave to the Sub-Registrar or the availing of joining time by an officer who is transferred or any sudden emergency and whenever temporary appointments under the emergency provisions of the statutory rules are made.

(ii) No promotion should be made even temporarily for short vacancies of persons who are not qualified for appointment &8 Sub-Registrars.

(e) Endeavour should be made to eliminate all avoidable transfers, especially transfers over long distances. When a transfer is made at the request of an officer, no travel1ing allowance should be allowed to him for the journey. A transfer on request

which involves the Transfer of another officer should not be permitted unless both the officers wish for the interchange and agree to forgo travelling allowance. The District Registrar should see that the expenditure on travelling allowance involved in each Case of transfer is the minimum possible, consistent with administrative efficiency.

(f) The District Registrar shall, in the matter of transfers and postings and in the distribution of work among their subordinates, have due regard to the principle that no person should be allowed to become indispensable for a particular post.

Applications from Assis1ants, Junior Assistants and Last Grade Government Servant for transfer from one district to another shall be submitted to the Inspector-General through the District Registrar of the District to which the transfer is solicited.

34, (a) The Inspector-General is authorised (i) to transfer without limit of time ministerial appointments from one registration office to another within one and the same registration district; and (ii) to sanction temporary transfers of posts of Junior Assistants from one registration district to another, subject to the condition that the period of such transfers does not exceed one year.

Note:- A District Registrar may, in anticipation of the Inspector-General sanction, supply deficiencies in one office by a transfer from another in which the establishment is for the time being in excess of requirements, each such case being reported immediately to the Inspector-General for confirmation.

(b) An Assistant Or Junior Assistant 80 transferred from one office to another shall be rooted as a member of the establishment of the latter office for all purposes, including the preparation of pay bills and the distribution list of Assistants and Junior Assistants and the post shall be omitted from the pay bill and the establishment list of the office from which the has been transferred.

Annual Examination of strength of establishment.

35. The strength of the permanent ministerial establishment employed in sub-offices shall be examined by the District Registrar early in each official year with reference to the transactions of the three official years immediately preceding, and when submitting the Statements prescribed by Departmental Orders, the District Registrar shall propose any alterations in the strength of the ministerial staff that may be found necessary.

Temporary Establishment

36. Any sudden increase in registration, the work in connexion with which can not be performed by the permanent establishment without detriment and inconvenience to the registering public, shall be met by the employment of Section-writers.

37. The employment of Section-writers and their service conditions are governed by the rule which are set out in Appendix II.

38. Temporary Section-writers are eligible for transit pay and travelling allowance for journeys on transfers between two temporary appointments.

39. In appointing Section-writers, the District Registrar should be guided by the introduction in Order 25 (iii).

40. (a) On the basis of the annual statement (Statement of progress of work) in Form 4 submitted by each Sub-Registrar to the District Registrar by the 15th April each year the District Registrar shall make recommendations as regards the entertainment of section-writer& in the several offices in his district during the ensuing official year shall be submitted to the Inspector-General in Form 5 so as to reach him by the 1st 'May.

(b) The Inspector-General allots for expenditure in the district as a whole, a lump sum under temporary establishment.

(c) The District Registrar is empowered to sanction the emp10yment of Section-Writers in individual Sub-Registry Offices and in 'the original registration branch of the own office and to allot the requisite funds as occasion arises, subject to the condition that the total grant for temporary establishment a sanctioned by the Inspector-General for the district is not exceeded. A list showing the period and pay of each such appointment sanctioned by a District Registrar shall be forwarded by that officer so as to reach the Accountant General not later than the 3rd of the month following that in which sanction has been accorded.

(d) Applications for the employment of Section-writers shall be submitted by Sub-Registrars to District Registrars in Form No.6 every month. .

41. The allotment and expenditure on account of Section-writers shall be shown separately in the statement V (b) submitted each month by the District, Registrar to the Inspector General.

42. Section-writers will not be sanctioned for the purpose of clearing off arrears due to slackness on the part of the permanent establishment.

Peons.

43. (a) The appointment of peons is made by the District Registrar.

(b) The procedure to be followed in the matter of selection of direct recruits to the Tamil Nadu Last Grade Government Service is set out below:-

(i) Whenever a vacancy occurs, the Employment-Exchange of the district should be referred to fur a list of persons for being considered for appointment. In calling for the list the turn of appointment in regard to priority and non-priority candidates should also be indicated.

(ii) If from the list of candidates furnished by the Employment Exchange, it is not possible to select candidates according to the turn, such turn, may be passed over on account of paucity of suitable candidates and the succeeding turn filled up from the list.

(iii) If no suitable candidate is available, the Employment Exchange should addressed for a second list from which selection should be made. Selection of date without reference to Employment Exchange should not be resorted to.

(iv) The citizens of the territories of the former Portuguese and French possessions India except those who have chosen to retain their previous nationality/citizenship under the Goa. Daman and Diu Citizenship Order, 1962, are Indian Citizens for appointment to posts under the State Government. G.O. Mi. No. 1780. Public (Services-A), dated 21st November 1963.

(v) Special sympathy may be shown in the matter of recruiting physically handicapped persons to the posts under Government provided the defect is not such as would render the candidates concerned unfit for efficiently discharging the duties attached to the post to which they are selected. G.O Ms. No. 1679. Public (Services. A), dated 27th October 1963.

(vi) With reference to the instructions in G.O. Ms. No. 967, Public (Services-D), dated 26th day 1964, a Government servant should be appointed on probation only after obtaining necessary physical fitness certificate. Physical fitness certificates of peons should be obtained before they are first appointed regularly on probation.

44. The Accountant-General and the Treasury Officer do not concern themselves with the distribution of the peons among the several offices of a district, but treat the establishment as one unit for the entire registration district, even in cases where it comprises portions of more than one revenue district.

45 (a) (i) The duty of guarding the office during nights shall be distributed between the several peons of a registration office by turns. A peon who is detailed for this duty is expected to guard the office from the time at which it is closed until he is relieved on the following day. A registration office shall not be left unguarded at any time. Dereliction of duty in the matter of guarding of registration offices out of office hours is a serious matter and shall be dealt with accordingly.

(ii) In each office, the night duty shall be performed by each peon for a week. When one of the two peons in a Sub-Registry office is absent on remittance duty or on casual leave or for any other reason, the other shall attended office during the day besides guarding it at night.

(b) The peon detailed for night duty, is responsible for fastening, after the days work is over, the doors of the windows of the office room to which he has access.

(c) The head of the office, shall satisfy himself that the peon directed to do night duty is actually present in the office during the night .He shall visit the office by surprise atleast once a week to check whether the peon on night duty is actually on duty and enter the result of the check in the patrol register.

(d) A register designated the patrol register in Form Regn. 11-123 shall be maintained in each office for recording information on the point. This will also serve as an attendance register for all the peons in Sub-office, and for such of the peons in District Registrars offices as are detailed for guarding the office out of office hours.

(e) The peons other than those to whom the duty of guarding the office at nights is assigned shall mark their attendance in the attendance register of Assistants and Junior Assistants.

(f) An acting peon should not ordinarily be employed for carrying remittance to the treasury

46. Belts and badges shall be worn by peons when on duty and shall, when the office is closed for the day, be secured in the office. They shall not on any account be taken by peons to their houses.

Establishment lists.

47. (a). A list of the Registering Officers of the Registration Department down to and including, Probationary Sub-Registrars, is issued annually.

(b) Two Copies of the list are supplied to. the District Registrar, one copy for use in his office and the other for circulation among Sub-Registrars in the district.

(c) A Sub-Registrar shall not keep the circulated copy for more than two days.

(d) On receipt of a copy of a revised issue of the list, each Sub-Registrar shall communicate to the District Registrar any errors or omissions he may notice and such errors and omissions as well as those noticed by the District Registrar shall be reported immediately to the Inspector-General.

48. A printed list of Gazetted Officers of the department is issued annually.

49. (i) The District Registrar shall prepare lists of the Ministerial establishment in the district corrected up to 31st March of the year, each year. A typed copy of the

graded list so prepared shall be sent to the Inspector-General by the 10th of April each year with a certificate by the District Registrar in his hand to the effect that the list has been prepared accurately [Order 29 (a)].

(ii) Particulars should be furnished against each name in the following order:-

Serial number; Name; Community (to be specified only in the case of those who belong to Scheduled Castes, Scheduled Tribes and Backward Classes); educational qualification: present pay; date from which drawn: Date of birth; date of first appointment; date of confirmation; tests passed; native district; lands and house (Registration district and Sub District to be mentioned ); language test and Indian languages known; Station and date from which working; Remarks;

(iii) Particulars of the various categories of post should be given in the following order. :- 1. Assistant

Permanent

Officiating

II. Junior Assistant-

Permanent.

Officiating

(i) Approved Probationer

(ii) Probationers.

III Typists-

Permanent

Officiating.

(i) Approved Probationer.

(ii) Probationers

IV. Copyists-

Permanent.

Officiating.

V. temporary Section-writers-

(i) Approved Probationers.

(ii) Probationers.

(iv) The list should be neatly typed without mistakes and sent to the Government direct for printing.

(v) Copies of the printed list should be supplied at the following rates.-

1 Copy for each Sub-Registry Office,

1 Copy for District -Registrar's Office,

1 Copy for District Registrar,

1 Copy for Inspector of Registration Offices,

5 Spare copies for each District Registrar's Office.

(vi) The list shall contain a note regarding the abbreviations, if any, used.

(vii) In regard to persons transferred from one district to another, in the Establishment list of the new district to which the person has been transferred, a note shall

be entered against the entry relating to the person concerned after date of first appointment thus--

Transferred from District, at his own request / on administrative grounds by Inspector-Generals Proceedings No. dated and joined duty in this district on .Assigned rank next below in the list of permanent Clerks/ approved probationers/probationers of this district as on the date of his joining in this district.

Approved list of Junior Assistants for promotion as Assistants.

50. A panel of Junior Assistants for promotions as Assistants should be prepared once a year.-

(i) The panel ,for each year should be drawn up in each district and for office of the Inspector-General of Registration on the basis of list of qualified Junior Assistants as on 31st march. each year:

(ii) The list should be in the following form.-

List of Junior Assistants selected for appointment as Assistant.

(i) District :

(ii) Year :

(iii) Estimated number of vacancies in Assistants posts in the District in the period ending 31st March next year.

(iv) Number of persons selected and included in the present list.

[(v) List of persons selected.]

S.no Name serial number in the Date of first Tests Remarks

list of Junior Assistant. appointment as passed

in district. Junior Assistant

(1) (2) (3) (4) (5) (6)

(iii) The vacancies anticipated in the period up to 31st March next year should be estimated carefully and the required number selected. It will be undesirable to select too large a number as it would be to select too few.

(iv) A copy of the list of Junior Assistants selected for appointment as Assistants in the district should be submitted to the Inspector-General by 15th April and simultaneously copies of the lists should be communicated to all Sub-Registrars for circulation among Junior Assistants in their offices .

(v) No regular appointments of Assistants under Rule 36 of the General Rules for TamilNadu State and Subordinate Service should be made except from among the persons included in the approved lists submitted to the Inspector-General and circulated among the junior Assistants in the districts. The regular appointments of Assistants Should be made from this panel strictly in the order of preference as indicated in the list.

(VI) If after inclusion of any person in the panel, serious irregularities are noticed on his part, his fitness for continued inclusion in the panel should be examined by the District Registrar and necessary action taken when necessary to remove him from the panel. All such modifications and changes made to the panel should be submitted to the Inspector-General and also communicated to the Junior Assistant concerned.

(vii) It will be open to any Junior Assistant whose name has been omitted to be included in the panel for any year, or who feels aggrieved by the rank assigned to him in

the panel to appeal to the Inspector-General in the matter within two months of the date of submission of the panel by the District Registrar to the Inspector-General.

Personal files and Confidential Reports

61. (a) The authorities who should prepare and maintain the personal files of the officers and the staff of the Registration Department are as shown below.-

Name of officers. Authority who should Authority who

prepare and submit confidential mould maintain the

reports periodically personal file.

(1) (2) (3)

TamilNadu Registration Service.

1. Assistant Inspector--General

of Registration. Inspector-General of Inspector-General.

2. Inspectors of Registration Registration. of Registration.

Offices.

3. District Registrars.

TamilNadu Registration Subordinate Service.

1 (a) Category I-Sub-Registrars District. Registrar Inspector-General of

and Assistants selected for through the concerned Registration.

appointment as Sub-Registrars. Inspector of Registration

(b) Sub-Registrars in the Personal Assistant to the --Do--

Inspector-Generals Office. Inspector-General through

the Assistant Inspector General

of Registration.

2. Category 2-Probationary District-Registrars --Do

Sub-Registrars.

TamilNadu Ministerial service.

1. Assistants, Junior Assistants Joint Sub-Registrar or District Registrar.

in the District Registrars the senior joint Sub-

Office (including Section- Registrar in the District

writers and Record-clerk). Registrars Office.

2. Assistants, Junior Assistants Sub-Registrars. -- Do.--

in the Sub-Registrar's Offices

(including Section-writers.)

3. Typists in District Registrars Joint. Sub-Registrar or -- Do --

Offices. the Senior Joint Sub-Registrar

as the ease may be.

(b) No personal file need be maintained for Last Grade Government servants instead a defaulter sheet in Form No.7 shall be maintained for each individual wherein default, if any, committed by him shall be noted.

52. (a) The District Registrars should maintain reporting files on Sub-Registrars. The files should be maintained individually for each officer reported on.

(b) The instructions contained in paragraph 139 (5) of the District Office Manual should be followed as regards the maintenance of this file of office copies of the report. The file should contain the remarks made by the District Registrars on the work of the Sub-Registrars based on the inspection of their offices and other occasional remarks.

53. (a) District Registrars shall during the first week of January each year, submit to the Inspector-General confidential reports on Sub-Registrars, Probationary Sub-Registrars and Assistants, promoted to the Tamil Nadu Registration Subordinate Service who have completed their probation. In the cases of Probationary Sub-Registrars and Assistants promoted to the TamilNadu Registration Subordinate Service, who have not completed their probation~ confidential reports shall be submitted in the first week of January and July every year.

(b) These confidential. reports should bear special reference to the honesty and the integrity of the persons reported on and shall be submitted in respect of Sub-Registrars through the Inspector of Registration Offices concerned.

54. During the first week of January of every year, every Sub-Registrar shall report confidentially to the District Registrar concerned on the conduct and work of Assistants, Junior Assistants and Section- Writers employed in his office, with special reference to their honesty . The report shall be separate for, each individual. In the case of acting Junior Assistants, Typists and Section- Writers who have not completed their probation, such reports shall be submitted during the first week of January and. July of every year. Similar reports shall be submitted by the Joint Sub-Registrar or the Senior Joint Sub-Registrar in respect of all Assistants, Junior Assistants and Section-Writers in the District Registrar's office.

55. (a) In writing the reports, vague mono-syllabic remarks should be avoided. The reports should be so worded as to give at a glance to the scrutinizing authority, a full and complete picture of the work, conduct, character and general bearing of the officer to whom the personal file relates.

(b) Under the heading General remarks in respect of a Sub-Registrar, remarks on the work of the official as reflected from the Inspection Reports of his office should be incorporated.

56. (a). On receipt of the reports from the Sub-Registrars, they shall be scrutinized by the District Registrars and in cases where they happen to disagree with the remarks contained therein, they shall record their own views in the files. Failure to do so at the proper time would carry the implication that the District Registrar agrees with the remarks made by the Sub-Registrar, and the former will be estopped from urging anything he may have to say against the entries at a later stage.

(b) The reports shall be flied in the respective personal file, of which the conduct sheet maintained under the orders previously in force would form the first paper. A table of contents shall be prefixed to each file in which the reports received from the Sub-Registrar should be accounted for, each entry made therein being initially by the District Registrar. The pages of the personal file should be numbered consecutively in ink.

(c) A fly leaf shall be added at the beginning .wherein the name, designation and Date of birth of the person concerned shall be furnished, together with information about

the Community of the person (Viz.), open competition, Backward Class or Scheduled Caste or scheduled Tribe as the case may be.

57. The undermentioned rules shall be observed in the matter of communication to Subordinate officers of unfavorable, remarks made by their, superiors in confidential reports of a periodical nature..-

(a) Adverse remarks in confidential reports should be communicated to the person. concerned only after they have, been seen accepted by the scrutinizing authorities.

(b) (i) A separate acknowledgment should be obtained for each adverse remarks communicated to the person concerned. The acknowledgment so obtained shall be filed in the Personal File giving to it a suitable page number therein. It should be enumerated in the table of contents in the beginning.

(ii) When a report is built upon the individual opinions as noted of different departmental superiors in gradation, it is only the opinion as accepted by the highest authority which need be considered from the point of view of communication.

(iii) As general rule, in no case should an officer be kept in total ignorance for any length of time that his superiors, after sufficient experience of his work, are dissatisfied with him; in cases where a warning might eradicate or help to eradicate a particular fault the advantages of prompt communication are obvious; where criticism is to he withheld, the final authority to consider the reports should record instructions, with reasons according to the nature of the defect discussed, as to the Period for which communication is to be kept back.

(iv) All adverse entries made by reporting officers in the personal files of Government servants are to be confirmed by the scrutinizing officers and communicated to the Government servants concerned within a. month of the acceptance of those remarks by the reviewing /countersigning officer. Any decision not to communicate any such remark should be taken only by the scrutinizing officer after recording a specific order to that effect in the personal file concerned.

(v) The reporting officer should specifically state whether the defects reported have been already brought in any other connexion to the notice of the officer concerned.

(vi) Remarks in cases in which the head of the department or other officer suspends judgment should not be communicated.

(vii) Great attention should be paid to the manner and the method of communication in order to ensure that the advice given and the warning or censure administered whether orally or in writing shall, having regard to the temperament of the officer, be most beneficial to him.

58. There are other reports which may either be-

(i) Reports of particular incidents or acts which, if disciplinary action is taken require either regular proceedings or definite censure after the defence of the officer concerned has been taken.

(ii) Reports in reply to inquiries whether an officer who has not been well reported on in the past has improved ,and is fit for production, or ;

(iii) Reports in answer to requests for opinion as to the fitness of an officer for a particular appointment, etc.

No special instruments are necessary in respect of (i) and as regards the others, they should not be communicated unless they disclose facts or allegations which, in the opinion of the highest authority should be conveyed to the officer concerned.

59. Where remarks implying or expressing inn regard to an officers honesty are based on tangible grounds, e.g a specific act of his or , an incident in which he was concerned, he should be informed that such an act or incident has given rise to the suspicion that he is not honest and the fact of his having been so informed recorded in the records.

60.(i) Representation if any, against unfavorable remarks in confidential reports, the substance of which has been communicated to officers and which they feel to be unjustifiable, should be made to the authorities charged with the duty of scrutinizing officer's personal file within three months from the date of receipt of the remarks by the official reported on, otherwise they are liable to be summarily rejected. Where, however the unfavorable remarks are made by the scrutinizing authority itself, the representation may be made to the next higher authority.

(ii) The representation should be finally disposed of within six months of their receipt, failing which the defects should not be held against the officers for promotion etc.

61. (i) Representations, if any, made against adverse remarks in confidential reports which were communicated to the officers concerned along with the orders passed thereon should go into their personal files.

(ii) Where adverse remarks have been communicated, and have not been modified expunged on representations, it shall be the duty of the reporting officer and the reviewing / countersigning officer to specifically consider and state in the confidential report for the following year whether the defects have been rectified or not. Silence on the part of the reporting or reviewing, countersigning officer will be construed to mean that the defects have been rectified.

62. A copy of an order awarding a punishment should invariably be kept in the personal file of the concerned. If the order is reversed or modified on appeal or revision, copy of such an order should also be kept in the persona! file.

63. The Inspector-General is the highest authority, the authority who should scrutinize the personal files and the final authority in the case of all subordinate officers of and above the rank of probationary Sub-Registrars, the District Registrars in the case of Assistants, Junior Assistants Temporary Section-writers and Record clerks in the district and the Personal Assistant to the Inspector-General in the case of Assistants Junior Assistants, temporary Section-writers and Record clerks in the office of the Inspector- General of Registration.

64. Whenever remarks in a confidential report are communicated to a, subordinate officer, the fact shall be noted in the personal file of the officer concerned below the remarks in question.

65. (a) In each District Registrar's Office there shall be maintained a personal file for each Assistant, Junior Assistant, Typist, Temporary Section-writer and Record Clerk serving in the district.

(b) The personal file shall be kept in the personal custody of the District Registrar.

66. The personal files relating to officers and subordinates shall be preserved for a period of five years from the date of their retirement, resignation, removal or dismissal as the case may be and those relating to deceased public servants ,for one year from the date

of their death. Such records may, however be preserved for longer period if necessary, at the discretion of the officers.

67. When a Government Servant is deputed from one department to another, his personal file is to be sent straightaway by the parent department to the borrowing department, to enable that department to have an idea of the previous record of the person lent. Thereafter, the personal file should be maintained by the appropriate officer of the borrowing department, who will be in direct touch with the work and conduct of the Government servant. However, with a view to ensuring that the personal file is properly regularly maintained and in order to enable the lending department to keep in touch with the Work and conduct of the officer, the reports on the officer should be sent to the lending authority for scrutiny and return, before being filed in the personal file.

Maintenance of Personal files -Open system.

68. (1) With a view to shut out personal prejudices, etc., and to lay sure foundations for an objective, impartial and impersonal appraisal of the work and conduct of public servants, the open system of maintaining the personal files has been introduced with effect from 1971 onwards. [G.O. Ms. No. 2033, Public (Service-J), dated 3rd September 1970]

(b) From the year 1971 onwards, the personal files on the Government servant concerned shall be shown to them in the month of February of each year and necessary acknowledgements shall be obtained from them in token of having seen their personal files.

(c) In case the Government servant reported on is on leave throughout February, the personal file may be shown to him as soon as he returns from leave and rejoins duty.

(d) The entries in the Personal files for periods up to 31st December 1969 shall not be Shown to the concerned Government Servant but it shall be ensured that all adverse remarks recorded up to 31st December 1969 had been duly communicated with necessary acknowledgments.

(e) The personal files shall be shown to the Government servant concerned by the reporting officer or his successor in office, after getting the reports approved by the scrutinizing officer concerned.

(f) The confidential Reports shall be written up in the Proforma given in Appendix: III.

69. A register should be maintained to record the movement of personal files of Government servants. Every custodian officer shall maintain a register in form No.8 Instructions contained in G.O. Ms. No. 1720, Public (Services-A), dated 13th October 1964, [R.G 1965-P. 15] shall be observed in the maintenance of the register.

Duties of Inspectors of Registration Offices.

70. (a) The Inspectors of Registration Offices shall make surprise inspections of all Sub-Registry Offices and Original Registration Branches of District Registrar's Offices in his jurisdiction at least once each year. The surprise inspection shall also be detailed and not less than one full day shall be taken for the inspection of each office.

(b) The regular annual inspections of the Original Registration Branch of District Registrar's Office shall be done by The Inspectors concerned once in every year.

(c) The Inspector-General of Registration may also direct the Inspectors of Registration Offices to conduct the annual inspection of a few Sub-Registry Offices within their region.

(d) The Inspector of Registration Offices shall have special responsibility for ensuring that the valuation or documents under the Indian Stamp (TamilNadu Amendment) Act, 1967 is done properly and that reference made by Sub-Registrars to Collectors under section 47-A of the Act are in order. For the purpose, the Inspector of Registration Offices shall, at every surprise inspection check not less than 20 documents registered in the office with the guidelines furnished by the Revenue Department and the previous registrations relating to the property. The Inspector of Registration Offices shall also be responsible for initiating and guiding action to check under-valuation of documents in his region and for ensuring maximum collection of revenue by way of stamp duty, Registration Fees, etc.

(e) He shall enquire into complaints against Officers of the Registration department in his region under the orders of the Inspector-General.

(f) As an authority higher than the appointing authority, he shall have powers under rule 14 of the TamilNadu Civil Service (Classification, Control and Appeal) Rules to take disciplinary action against all members of staff in his region to the same extent as the District Registrars concerned,

(g).It will be the duty of the Inspector of Registration Offices to ensure

(i) that the rules relating to the Filing System of Registration of Documents are properly observed ;

(ii) that the convenience of the registering public is being duly attended to:

(iii) that documents are being registered without undue delay;

(iv) that parties are being properly treated;

(v) that the Sub-Registrars and their establishments are not indulging in corrupt practices.

(vi) that the registration procedure is being correctly fol1owed;

(vii) that documents are properly stamped;

(viii) that proper care is being taken of valuable records;

(ix) that copies of documents are being faithfully made;

(x) that the indexing work is being done promptly and accurately; and

(xi) that the work relating to conduct of searches and granting of encumbrance certificates and certified copies is attended to carefully and promptly.

(h) The Inspector shall give advice instructions and guidance to the Sub-Registrars (during his inspections) regarding any doubts or difficulties experienced by them in respect of levy of registration fees and registration procedure. He shall also attend to any other duties that may be assigned. to him by the Inspector-General.

Duties of Assistants in Sub-Registry Offices and Original Registration Branch

of District Registrar's Office.

71. The sub-Registrar or the Senior Joint Sub-Registrar in the District Registrar's office may, normally entrust the Assistant in the Sub-Registry Office or the Original Registration Branch with the following duties along with any other items.

(a) Maintenance of Personal Register and attending to correspondence;

(b) Examination of indexes of all documents filed in Book 1;

(c) Maintenance of the account of stamp duty levied as surcharge;

(d) Checking of applications for General searches passed on by the Sub-Registrar ;

(e) Maintenance of Service Books;

(f) Preparation and compilation of particulars called for by the District Registrar or the Inspector-General.

(g) Maintenance of account of collections under sections 41 and 42 of the Indian Stamp Act;

(h) Other work connected with sections 41 and 42 of the Stamp Act.

(i) The Sub-Registrar should ensure that the indexing work is done carefully For this purpose he should test check the indexes of not less than three documents every day depending on, the number of documents admitted and record in his own hand in the register of preparation and examination of indexes the numbers of documents test checked by him. The Sub-Registrar should himself examine the indexes of all the documents registered in Books 3 and 4 (Order 959).

(j) On no account should the Assistant be allowed to receive applications for searches and copies or declarations from the parties or have direct dealings with them. The Sub-Registrar should himself receive these and, depending on the pressure of work in hand, and at his discretion, entrust them to the Assistant for compliance. Defects, if any, therein should be got rectified through the Sub-Registrar only.

(k) Applications for searches of copies in Books 3 and 4 should be dealt with by the Sub-Registrar himself.

(l) Entrusting the work of checking of the declarations to Assistants is left to the discretion of the Sub-Registrar depending on the pressure of work on hand.

(m) The allocation of work as mentioned in this order does not absolve the Registering Officer of his primary responsibility as Head of Office in regard to the smooth and prompt disposal of work under all heads and in the maintenance of Accuracy in regard to filing of copies of documents, indexing, searches and other branches of work.

(n) The District-Registrar or the Inspector of Registration Offices, as the case may be should, during the annual inspection of the Sub-Registry Office, also scrutinize the work of the Assistant and embody their opinion about his work in Part. I-A of the Inspection Reports.

Punishments

72. A District-Registrar shall himself deal finally with petty instances of derelictions of duty on the part of a Sub-Registrar subordinate to him when he considers that no punishment beyond a censure is called for but gross or continued carelessness or misconduct shall be reported for the orders of the Inspector-General. The cases mentioned below fall under the former category :-

****

As regards fees and fines omitted to be levied. Registration Rule 161 makes the Registering Officer liable for the deficiency, which should be made good without any reference to the Inspector-General unless the District Registrar considers that exemption may be granted by the Inspector-General.

(b) Omission to authenticate an entry,

(c) Impounding of documents after registration instead of before.

(d) Registration in a wrong office or in a wrong book.

73. (a) In each Registration Office there shall be maintained a default register.

(b) When the head of an office -considers that a dereliction of duty demands explanations, he shall enter in this register his call for such explanation.

(c) The Subordinate shall enter his explanation below such call and sign and date the same,

(d) Should the head of the office consider that the default calls for no more serious notice than a warning, the entry in the default register shall be closed by his order to that effect.

(e) Should the head of an office consider that the default requires more serious notice than warning the procedure shall be as under :-

(i) District-Registrars Office.-The District Registrar shall award such punishment as he considers appropriate and enter a note regarding the final orders passed by him.

If he considers that the matter requires punishment at the hands of the Inspector- General he shall submit a. report to that authority.

Sub-Registrars Office Should the Sub-Registrar consider that the matter requires punishment at the hands or the District Registrar he shall report the matter to the District-Registrar and make an entry to that effect in the default register.

(f) In a District Registrar's Office the register shall be indexed alphabetically as regards the names of Assistants, Junior Assistants, Typists, Temporary Section-writers, Record clerks and Last Grade Government Servants appearing in it.

(g) Deleted.

74. The penalties that may, for good and sufficient reason, be reported invariably for maintaining discipline, the authorities competent to impose :the punishments, the authorities to whom appeals lie against orders of punishment and the procedure to be followed for imposing the penalties are contained in the Civil Services (Classification, Control and Appeal Rules.[these rules are printed in Appendix IV.]

Departmental Tests.

75.(a) The Registration tests, the Special tests and the Language tests will be held twice a year by the TamilNadu Public Service Commission, in the months of May and November.

(b) The centres where the examinations are held are notified by the TamilNadu

Public Service Commission.

76.(a) The tests are open to District Registrars recruited direct, Probationary Sub-Registrar , Junior Assistants and Typists (full members and approved Probationers) working in the various offices under the control of the Inspector-General of Registration

(b) Probationers, in the category of Junior Assistants and Section-writers are eligible to appear for the departmental tests on payment of requisite fees.

77. (a) The subjects for Registration Tests fall under three groups vis.

I. The Registration Act, Registration Rules, the Table of Fees and

Departmental Orders.

II. The Stamp Act and Rules thereunder .

III. Miscellaneous Acts :-.

1. Transfer of Property Act.

2. The Evidence Act.

3. The Civil Procedure Code Section 1 and 2 of the Preliminary Chapter,

sections 27 to 32, 75 to 78 and Orders V, XVI and XXVI.

4. The Births, Deaths and Marriages Registration Act 1885 as amended by Act

IX of 1911 and rules made thereunder.

5 The TamilNadu Registration of Births and Deaths Act, 1899, and rules made

thereunder.

6. The Special Marriage Act, 1954.

7. The Societies Registration Act, 1860

8. The Indian Christian Marriage Act, 1872.

9. The Hindu Marriage Act, 1955 and Rules framed thereunder.

10. The Dowry Prohibition Act, 1961 and Rules framed thereunder.

1I. The Tamil Nadu Chit Funds Act, 1961 and Rules framed thereunder.

12. The Indian Partnership Act, 1932 and Rules framed thereunder.

13. The Chit Funds Act (Central Act 40 of 1980).

(b) There will be two papers for examination in Group I, Viz, one on the Registration Act Rules and Table of Fees and the other on Departmental Orders (Registration Manual. Part II) and one paper each in Group II (Stamp Act and Rules thereunder) and Group III (Miscellaneous Acts).

(c) The question papers will be answered throughout with the aid of books, The use of books containing commentaries or of guides, digests, summaries, catechisms, etc, will not be permitted except for the papers, relating to the Tamil Nadu Registration Manual and the Tamil Nadu Stamp Manual.

(d) Candidates are permitted to appear for the examination in each group separately and a candidate need not appear again for examination in a group in which he has been declared to have passed.

(e) The examination will be a practical test of an Officer's acquaintance with the understanding of the Acts and the text books prescribed.

78. A District-Registrar recruited direct shall, during the period of probation, pass the Registration Tests in full, the Account Test for Executive Officers, the Third Class Language Test and the District Office Manual Test.

79. A Probationary Sub-Registrar shall during the period of probation pass the Registration Tests in full, the Third Class Language Test and the District Office Manual test.

80. Junior Assistants and Typists should pass the Registration Tests in full, the Account Test for Subordinate Officers Part I and the District Office Manual Test to become qualified for promotion to the category of Assistants.

81. In all lists of establishments(Orders 47 to 49) the undermentioned abbreviations shall be used to indicate a pass, partial or full, as the case may be in the Registration Test.

Registration Tests in full -R.T.

Registration Acts and Rules and Table of Fees and Departmental Orders- R.T 1.

Stamp Act and Rules thereunder - R.T. II.

Miscellaneous Acts -R.T III

82.(a) An application for the departmental, Special and Language tests shall be submitted to Inspector-General by the District-Registrar sufficiently early to admit their transmission to the Commission in time.

(b) (i) An application for admission to the departmental tests should be accompanied by a, certificate on a separate sheet of paper in the candidate's own hand specifying the number of times and the dates on which he had previously applied for each of the tests for which he is now applying. The certificate should on receipt, be scrutinized by the District Registrar who, before submitting the same to the Inspector-General should in turn, certify as to its correctness.

(ii) In order to facilitate such checking each District Registrar shall maintain an alphabetical list of all categories of staff [clause (iii)] who apply for the tests, in which information regarding the date of their applications and the tests for which they apply shall be posted from time to time. The Inspector-General will certify in regard to the eligibility of the applicants for admission to the Special and Departmental tests without payment of fees, solely on the basis of the certificates furnished by the District Registrar and hence the District Registrar should maintain the above register with great care and accuracy and see that no errors occur in the certificates furnished by him. The District Registrar will be held personally responsible for any inaccuracies in this regard.

(iii) The register which shall bear title, "Register of Applicants for Departmental and Special tests" should contain entries relating to all categories of staff who apply for the Special and Departmental Tests with or without payment of fees.

(iv) The register should be maintained with names of the staff in alphabetical order for all the categories of staff together, the required number of pages being allotted to each letter of the alphabet, adequate space being allowed for each individual.

(v) The register should be maintained in the following form

Particulars of applications for Test.

serial Name of Designation Month and year Fees Remarks

no- applicant. Test in which Test paid, if

is to be held any

(1) (2) (3) (4) (5) (6) (7)

(vi) All entries relating to a particular individual in respect of all tests should appear in the same place to enable this to be done, at least half a page should be allotted to each individual. District Registrars should strictly avoid making entries relating to a single individual in different places as such a procedure makes it difficult to check the number of times the individual has applied for any test and tends to defeat the very purpose for which the register is maintained.

(vii) In respect of persons transferred from other districts, particulars in regard to previous applications for the tests should be obtained from the District Registrars concerned and incorporated in the register. Similarly when a person is transferred outside the District the required particulars should be sent to the District Registrar concerned.

(c) The District Registrar shall, while submitting the applications to the Inspector General for being forwarded to the Commission, attach a certificate to the effect that the candidates are eligible for admission to the tests for which they are applying. [See also Order 85]

83. A person who passes an examination or test should be deemed to have passed it on the last day on which the examination or test is held, irrespective of the date on which the results are announced. If, therefore, the passing of such examination or test confer on a Government servant the title to any right, benefit or concession, such title, benefit or concession should be deemed to have accrued to him on the day following the last day of the examination or test which he passed..

84. Ministerial employees (Junior Assistants, Assistant) and Sub-Registrars (grade I and II) in the Registration Department are allowed two free chances for the Account Test for Subordinate Officers Part I and Account Test for Executive Officers. (G.O. No. 926, dated 18th May 1964.)

85. The Head of the Department or the head of the office, as the case may be, while forwarding the applications for admission to the tests for which free chances have been allowed, should furnish on each application a certificate to the effect that the applicant holds a regular employment in a post to which such free chances are allowed. [See also Order 82 (c).]

86. When the applications are forwarded to the Tamil Nadu Public Service Commission the head of the department or the Head of the office, as the case may be should make a suitable entry in a. separate sheet of paper securely attached to the Service Book of the persons concerned and incorporate in the certificate prescribed in the application form the fact of having made such entry in the Service Register of the person concerned.

Miscellaneous

87. In every District Registrar's Office a register (Form No. 9) shall be maintained showing separately for each category of the establishment of the district, dates of accrual of increments. The District Registrar or the Joint Sub-Registrar during the absence of the District Registrar, shall scrutinize this register, once a month and sign with date in token of each scrutiny. A certificate in the following form shall be added at foot of the return showing the state of work on the last day of each month. submitted to the Inspector-General.

CERTIFIED (i) that the increments falling due in the month to the subordinate other than Sub-Registrars were sanctioned with the exception of (names to be mentioned with reasons for the delay); and

(ii) that the increment certificates of Sub-Registrars to whom increments accrued during the month were submitted to the Inspector-General with the exception of.(names to be mentioned) with reasons for the delay.

88. (a) The Government Servants Conduct Rules. are printed in the form of a booklet and supplied to the Registration Offices. The Rules have been reproduced at pages 91 to 100. R.G. 1960.

(b)The Government Servants' Application for Private Employment (Tamil Nadu Services) Rules and the Government Servants' Application for Posts (Tamil Nadu Services) Rules, are printed in Appendix B, in the above publication.

89 (a) These rules apply to all Government Servants under the rule making control of the Government whether on duty, leave or foreign service.

(b) In the case of Temporary Section-writers, Junior Assistants, Assistants and Sub-Registrars of the Registration Department, the terms revenue district and "district" occurring in Subsidiary rules 14 (a.), (b) under rule 7 of the Government Servants' Conduct Rules mean the "Registration Sub-District"

(c) Under subsidiary Rule 5 under Rule 7 of the Government Servants' Conduct Rule the Inspector-General is the authority to sanction the acquisition of immovable property by Non-Gazetted Government Servants serving in the department.

(d) A member of the ministerial establishment or a Sub-Registrar shall not ordinarily be allowed to acquire immovable property within the registration sub-district in which he is serving. Permission to do this may be granted only in very special circumstances. .

(e) District Registrars shall, with reference to subsidiary rule 14 (c) under Rule 7 of the Government Servants' Conduct Rules, submit to the Inspector-General so as to reach him on the 5th January in each year statement of cases in which special permission has been granted for

I. The acquisition by a member .of the. Ministerial establishment of immovable property in the registration Sub-District in which he is employed; and

2. The retention by a member of the ministerial establishment of immovable property in a. registration sub-district to which he has been transferred.

90. Officers shall in their dealings with, the people with whom they are daily brought into contact, display courtesy, tact and good temper. The possession or absence, of such qualities have a great bearing on their promotion. Manifestations of grave defects of temper and repeated loss of self-control will be regarded as constituting inefficiency.

91. Registering officers and their establishments are prohibited from preparing instruments for parties either during or out of office hours.

92. A Registering Officer is prohibited from receiving parties, stamp vendors or document writers at his private residence except in very urgent cases. This prohibition shall be included in the notice of residence of the Registering Officer exhibited in the notice board of the office.

93. If any officer who is invited to an important official function is unable to attend it the fact should be intimated in advance to the organizers of the function.

94. Copies of orders in the following case shou1d be sent by the authorities concerned to the Tamil Nadu Public Service Commission so that the latter may be in a position to know whether its recommendations have been accepted or not.

(i) Orders of appointment, confirmation promotion as the case may be, in case where the Tamil Nadu Public Service Commission has been consulted in regard to -

(a) The selection of Candidates for appointment to any state or subordinate service or special post by indirect recruitment.

(b) The selection of candidates for appointment to any permanent post in State Service by promotion from: a subordinate service; and,

(ii) Final orders in disciplinary and other cases when the Commission has been consulted.

Leave Allowances, Pension and Service Books, Leave..

95.(a) Leave of absence cannot be claimed as of right. (Fundamental Rule 67).The work in registration office is of such a nature that an officer cannot be permitted to avail himself of leave for even a day unless a substitute is appointed to take charge of the office. An officer should therefore, intimate to his immediate superior his intention of applying for leave as early as possible.

(b) The District-Registrar shall note all such intimations in order that he may regulate his proposals for the grant of leave.

Application for Leave.

96.(a) Every application shall be submitted to the immediate superior of the applicant who shall is not Competent to dispose of it himself, submit it to the sanctioning authority. Such applications as require the orders of the Inspector-General must, except in cases in which urgency can be justified, reach him atleast one month prier to the date from which the leave is required .

(b) An application for leave will not ordinarily be entertained from an officer under order of transfer, or during the months in which registrations are likely to be heavy.

(c) Gazetted Officers of the Department shall submit their applications for leave to the Inspector-General of Registration, Copies of such applications need not be sent either to the Government or to the Accountant-General. The Inspector-General himself will take up with the Accountant-General the question of eligibility of leave and take necessary further action on the applications.

(d) Every application for leave shall contain the leave address of the Officer applying for leave. The District Registrar shall, before submitting the application of a Sub- Registrar, ensure that the leave address is furnished therein. Applications in which the information if, not given shall be returned by District Registrar for re-submission after supplying the omission. Similarly every change in the leave address shall be communicated to the, Inspector-General through the District Registrar concerned.

(e) An Officer shall apply in the first instance for the whole amount of leave required and not piece meal.

(f) When submitting the leave applications of Sub-Registrars, the District-Registrar shall certify therein as to the period of leave to which the officer concerned is eligible. It should also be stated therein :-

(i) The urgency of the leave.

(ii) Whether the station where the Sub-Registrar is serving or the post in which he is employed carries any special allowance.

(iii) Whether the Sub-Registrar has any other duties to perform such as Election work, Custodianship of Public Examination question paper packets, Sub-Jail Superintendent, Sub-Treasury Double Lock Officer, etc, and

(iv) Whether any probationary Sub-Registrar is available for being posted in the leave vacancy or whether any Assistant in the office is fully qualified to act in the vacancy or if not, the arrangement recommended.

(v). Whether any arrears which may exist in the office are due to the negligence of the applicant, and

(vi) Whether any Sub-Registrar in the district who has been refused leave recently should with due regard to, the circumstances of each case, be granted preference. Elaborate enquiries of these Sub-Registrars are not necessary..

Authority to grant leave Ordinary leave.

97. The authorities specified in column (1) of the table below are empowered to grant leave other than special disability leave to the Government Servants specified in the corresponding entry in column (2) thereof to the extent specified in the corresponding entry in column (3) of the said table :-

TABLE.

Authority Government servants

empowered to grant to whom leave other

leave other than than special disability Extent of

Power.

special disability leave may be granted.

leave. (1) (2) (3)

1 Gazetted Officer

Inspector-General Gazetted officers under The grant of leave should not involve

of Registration. his control extra cost. Where such extra cost is

involved, application must be made to

the Government in the department

concerned. The authority competent to

grant leave shall not be competent to

refuse leave if such leave is likely by the

operation of, Fundamental Rule 86 or

otherwise to involve extra expense to the

Government but such authority shall

forward to the Government for orders

his proposal to refuse leave.

II. Non-Gazetted Officers

(a) Inspector- Sub-Registrars and Full power.

General of Probationary Sub-

Registration Registrars..

(b) District- Assistants, Junior Full power.

Registrars. Assistants, Typists

Section-writers Record

Clerk and Peons

Beginning and end of leave

98. (a) An Officer shall not, unless in the event of illness, avail himself of any leave until it is granted, nor is he at liberty to, hand over charge in anticipation of sanction or to rejoin duty before the expiry of leave without previous permission.

(b) When an officer is permitted to return to duty before the expiry of his leave, no formal cancellation of the unexpired portion of leave is necessary.

(c) When an officer is granted leave other than casual leave, he shall not, except under very special circumstances, be permitted to avail himself of it until his substitute joins.

(d) Report of intention to return to duty on expiry of leave granted or to extend leave should be submitted 10 days before the expiry of leave. Sub-Registrars on leave should submit the report direct to the Inspector-General and send a copy thereof to the District- Registrar concerned.

(e) The mere submission of an application for extension of leave, does not by itself entitle an officer to avail himself of the leave. Officers should therefore submit their applications for extension of leave well in advance.

99. A Sub-Registrar while in charge of a Sub-Treasury shall before leaving his station on leave of any kind or on duty, intimate the fact to the Sub-Treasury Officer concerned and deliver charge of the Sub-Treasury.

Address while on leave.

100. (a) A District Registrar before proceeding on leave of any description, shall place his address on record in his office and communicate any changes in the same to his locumtenens.

(b) Every other officer and subordinate shall before proceeding on leave of any description furnish his immediate superior with his address while on leave, and also leave his address on record in his office. Any change in address shall also be similarly communicated. These intimations shall, for purposes of reference, be filed chronologically in a file book.

Ordinary leave.

101.(a) In the case of officers coming under the Fundamental Rules and the TamilNadu Leave Rules, 1933, the application shall be accompanied by the Officers' leave account (or a copy of the leave account in the case of an officer whose leave account in the revised form is embodied in his service book) which will be returned to the District Registrar after the leave is granted..

(b) When submitting to the District Registrar, the leave application of the ministerial establishment or a Last Grade Government Servant in a sub-office, the Sub- Registrar shall follow the procedure indicated in clause (a). The District Registrar shall, in the disposal of the applications, depend upon the leave sheets or leave accounts as the case may be and shall refrain from calling for service registers or service rolls.

(c) The leave sheet or leave account shall be brought up to date whenever it is forwarded with an application for leave and also at the time of annual verification of service registers and shall be attested by the examining officer's initials on each such occasion. .

Drawal of Compensatory allowance during leave

102. With reference to Subsidiary Rules under Fundamental Rule 44 and note. thereunder, it is necessary for the sanctioning authority to issue the orders permitting

Government servant to draw his local allowance under this sub-rule and to furnish certificate regarding the eligibility to draw the allowance along with the orders sanctioning leave or, transfer. Expost facto sanctions will not be accepted in audit.

Leave on Medical Certificate.

103.(a) When the particulars of illness of a Government servant are required in the interests of Government by his official superior, the Government Medical Officer who has dealt with his case in his official capacity maybe required to supply them without infringing the relations which ordinarily obtain between a patient and his medical adviser. The information about the nature of his illness should, however, be ordinarily demanded from the subordinate himself who can obtain it from his medical attendant in the way in which the somewhat analogous statements required to support an application for leave on medical certificate are obtained.

(b) (i) Requisitions for medical certificates on behalf of an officer admitted for treatment into a hospital shall be sent immediately the officer is so admitted.

(ii) Official requisitions from heads of offices for examination of Government servants may be sent to the Assistant to District Medical Officers or other assistant surgeons concerned direct. Such requisitions to other medical officers shall be sent through the District Medical Officers and Civil Surgeons, provided however that in case of special urgency, such requisitions may be sent direct but a copy thereof shall be forwarded to the District Medical Officer or the Civil Surgeon concerned with a note explaining why the requisition was not sent through him.

(c) .The following rules have been laid down by the Government regarding the acceptance of medical certificates granted by registered medical practitioners :-

(i) Medical certificates granted by a practitioner under the Tamil Nadu Medical Registration Act, 1914, shall in the absence of special circumstances, be accepted without countersignature but in doubtful and special cases the head of an office may require either that the certificate shall be countersigned by a Civil Assistant Surgeon or by the District Medical Officer as the case may be.

(ii) Medical Certificates signed by a practitioner who is not a registered practitioners shall not be accepted. The head of an office is at liberty to decline to accept without the countersignature of the District Medical Officer any medical certificate unless it has been issued in compliance with a requisition from him.

(iii) It shall be the duty of every Government servant who consults a medical practitioner with a view to obtaining leave or an extension of leave on medical certificate

to disclose to that practitioner the tact of his having consulted any other practitioner for the same purpose and the result of such consultation. Omission on the part of any public servant to do this or any false statement, made by him to a medical practitioner in this respect will entail serious departmental notice.

(iv) If a public servant desires to put in, for any official purposes, a medical certificate obtained from a registered practitioner it must be in the form printed in Appendix V. Copies of these are supplied by the superintendent, Government Press to any registered practitioner on application in reasonable numbers at cost price.

(v) If a public servant desires to prove for any official purpose that he has been under the professional treatment of any medical practitioner, he shall obtain from such Practitioner an admission and a discharge certificate in the form given in Appendix VI. The admission certificate shall be forwarded Immediately on admission. This form must

bear the thumb-impression or marks of identification of the public servant or a certificate from the medical practitioner that the public servant is personally known to him.

(vi) Any medical certificate from a registered practitioner will be liable, if put in for official purpose, to be rejected unless the Registered practitioner has lodged with the Registrar of the Medical Council a specimen of the signature which he usually uses for such certificates.

(vii) Any Government Medical Officer to whom a certificate of a registered medical practitioner if tendered for countersignature may refer to such medical practitioner for further report before countersigning and, if such further report is refused or is unsatisfactory, may refuse to countersign.

(d) When a Government servant who has obtained sick leave on a certificate granted by a registered medical practitioner applies for an extension of sick leave, while his residence remains unchanged, on a certificate wanted by a person different from the practitioner who gave the first certificate, he shall in submitting his application for the extension explain the reason for his non-appearance before the medical practitioner who granted the certificate in the first instance.

(8) .A Government Servant undergoing treatment for Pulmonary Tuberculosis or Leprosy shall be given the maximum unearned leave of 18 months on medical certificate a leave on full pay. This concession can be availed of only after exhausting the full earned leave at the credit of the Government Servant subject to a maximum of 120 days that can be taken at a time. [Government memorandum No. 128679/SIT/68-3 (Finance). dated 18t April 1969.]

(f) The Medical authorities should certify that the patient is likely to be able to join