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Guidelines for Direct Recruitment by DGQA, Ministry of Defence


17 Oct 13


The detailed guidelines for the Direct Recruitment of Group ‘B’ and Group ‘C’ posts to be followed by DGQA Establishments are forwarded herewith to all Tech Dtes for further dissemination to concerned Units/Establishments under their control.
(Shyam Kumar)
1. Vacant posts in the establishments are filled by promotion, direct recruitment, deputation or absorption as provided in the recruitment rules for the post. Unlike promotion which is made from amongst serving employees in the feeder grade, direct recruitment involves selection of suitable persons in terms of Knowledge. skill and attitude from a vast population of eligible persons outside the organization. Such a selection process should not only aim at inducting the best talent into the organization, but also be fair, objective and transparent. It is therefore, necessary that the authorities in charge of recruitment ensure that each stage of recruitment is carried out meticulously as per laid down rules and procedures and duly recorded so that the selection process is beyond any doubt. The various steps and relevant rules/procedures are enumerated in succeeding paragraphs for guidance of the recruiting authorities.

Agencies for Direct Recruitment

2. Direct recruitment in respect of different posts is carried out by the following agencies:
a) UPSC – Group ‘A” and Group “B” Gazetted posts
b) SSC – Group ‘B’ Non-gazetted and Group ‘C” posts
c) Directly by DGQA/Establishments – Posts where UPSC or SSC has not agreed to undertake the recruitment. Gp ‘C’ technical posts and Op ‘C’ non-technical posts as exempted by DOP&T from filling up through SSC and released by DGQA for direct recruitment by Establishments.

Calculation and Release of vacancies

3. First step towards recruitment is the correct estimation of the vacancies to be filled in a year. .A shortfall in calculation of vacancies will result in the post remaining unfilled for long time and an excess calculation will lead to legal complications if a vacancy is not available after a candidate has been selected. Vacancies are to be calculated with reference to the authorised strength of the establishment as per PE/Govt sanction and taking into account the following:
a) Held strength at the beginning of the year.
b) Vacancies accounted for in previous years for which recruitment action is under way
c) Vacancies that have arisen due to death/promotion/retirement/resignation etc after last report of vacancies for direct recruitment
d) Vacancies of promotional post proposed to be filled by direct recruitment under failing of promotion clause
e) Vacancies likely to arise during the recruitment year by way of promotion, retirement etc. Annual Direct Recruitment Plan/Staff Inspection Unit etc.
4. All Gp ‘B’ and ‘C’ vacancies required to be filled by direct recruitment during the recruitment year are to be reported to the DGQA/Adm 7-B. After verifying the occurrence of vacancies during the year in the establishment. DGQA/Adm 7-B will obtain No Objection Certificate from the Surplus Cell of MoD/AG-MP-4 or Central Surplus Staff Cell of DOP&T as applicable. The vacancies will be released by DGQA/Adm 7(B) to Tech Dte/Estt indicating whether the vacancies are to be filled up through SSC or directly by the establishment.
5. Vacancies to be filled by compassionate appointment and by meritorious sports person will be released separately by DGQA/Adm 7B Gp ‘B’ Gazetted posts to be filled through UPSC will be handled by Adm-7B//Tech Dtes. Direct recruitment against Gp ‘A’ posts will be handled by DGQA/Adm 6A.


6. Reservation for SC/ST/OBC/Physically handicapped and Ex-servicemen is applicable in
direct recruitment to Gp `B’ and ‘C’ posts. Reservation for SC/ST/OBC/PH and Ex-servicemen applicable to the vacancies released for recruitment is to be obtained from the respective reservation roster maintained for the particular post.


7. Instructions are issued by UPSC/SSC from time to time regarding the procedure to be followed and the pro forma for placing requisitions for recruitment., which are available on the website of these agencies. The establishment/AHSP/Technical Dte to which vacancies have been released for recruitment through UPSC/SSC will place requisition with UPSC/SSC in the prescribed pro forma indicating all requisite details like nature of vacancies, number, reservation, location etc along with No Objection Certificate from Surplus Cell of DOP&T or MOD/AG-MP-4 as applicable.
8. UPSC/SSC nominate candidates from the select list prepared on the basis of examination/interview and forward dossiers to various offices as per their requisitions. The Establishment concerned should immediately take action to obtain the willingness of the individual and direct him to complete the attestation form for verification of character and antecedents and also undergo medical examination as required under the rules for the post.
9. After due verification of antecedents by concerned police authorities and on production of certificate of medical fitness, offer of appointment may be issued to the individual after taking the approval of the appointing authority. In case a nominated candidate is unwilling to join, declines the offer or cannot be appointed due to adverse police report or being unfit medically, such a request for nomination from reserve list may be made even when unforeseen vacancies come to notice or an individual nominated by UPSC/SSC resigns within six months. Vacancies remaining unfilled should be reported to DGQA/Adm-7B for inclusion of such vacancies for next recruitment year.


10. Vacancies being filled by direct recruitment by the HOE are to be notified to the local employment exchange in the prescribed pro forma. In addition to this the vacancies are to be advertised in Employment News/Rozgar Samachar and local news paper. The vacancy notice is also to be displayed in the establishment notice board. The advertisement/notification should contain the following:
a) Name of the post, pay scale
b) No of posts reserved for SC/ST/OBC/PH/ESM
c) Essential eligibility conditions like age, education, experience etc as per recruitment rules
c)     Address for forwarding of application
d) Last date for receipt of application which should not be a closed holiday.
e) Age relaxation admissible to SC/ST/OBC against reserved vacancies
f) Mode of selection written test, interview, skill test as applicable
g) Syllabus for written test
11. Selection will then be made by the Head of Estt from amongst the nominees of Employment Exchange, Departmental Candidates fulfilling prescribed qualitative requirement (i.e. age and qualification etc) and those applying in response to advertisement through Employment News, broadcasting, notice board, etc, subject to other instructions issued from time to time.

Constitution of Selection Boards 

12. A Selection Board under a senior officer is to be constituted by the HOE for assessing the suitability of applicants and determining their comparative merit on the basis of written test and interview. Such a committee should include a member from SC/ST/OBC community and a member from minority community where the vacancies are more than 10. A lady member should be included in case of Gp ‘C’ posts where lady candidates are likely. An officer from another establishment should be included for the sake of transparency.

Scrutiny of applications for eligibility

13. The list received from the employment exchange and the applications received in response to advertisement have to be duly entered in a register. The list and applications should be scrutinized to verify if the candidates meet the eligibility conditions in terms of age, other qualification as per recruitment rules. The crucial date determining eligibility will be last date for receipt of application from candidates in India (other than from A & N Islands and Lakshdweep). It should be ensured that no candidate who does not meet the minimum requirement is called for the test/interview. At the same time no candidate meeting the minimum requirement should be left out. All eligible candidates should be allotted Roll number without considering the category of the candidate(SC/ST/OBC/UR) and called for the selection test. In case from past experience it is considered that the number of applicants would be too large and not be practicable for the establishment to hold written test for such a large number, screening of applications on the basis of higher qualification/percentage of marks obtained in essential qualification may be carried out. However a mention to this effect has to be made in the advertisement that such screening may be done in case the number of applications was too large.
Issue of call letter for test/interview
14. All candidates meeting the eligibility condition and whose applications are in order should be called for the test/interview. The date for interview should be fixed so as to give a minimum of two weeks to outstation candidates. The call letter should bring out the following:
a) Date, time and venue of the test.
b) Documents to be submitted for verification
C) Production of call letter in original
d) Nature of written test and duration of the test.
e) In case of subsequent interview, criteria for selection for interview
f) Skill/trade test if any
g) Time for reporting and time for late entry and early departure from examination hall
h) Likely duration of stay for test/interview
i) Intimation regarding admissibility of TA/DA to SC/ST candidates only 

Written test

15. A written test is compulsory for all posts except for recruitment against sports quota.HOE may nominate suitable officer(s) to set up question papers and scheme of practical tests commensurate with the educational qualification prescribed (Matric, ITI, Graduation as the case may be) in the recruitment rules and appropriate to test the knowledge required for the duties and job requirements of the post. Utmost secrecy should be maintained while setting, printing/making copies, which should be serially numbered, sealing and custody of question papers. Several sets of equal difficulty level may be prepared and the set to be used may be decided on the day of the examination. The answer key also should be prepared so as to ensure objective and uniform evaluation of the answer sheets and award of marks. The question paper should be bilingual (except for English language test) and the option to reply in Hindi should be allowed to the candidates.
16. Seating and invigilation arrangements should be so made to eliminate any sort of malpractice by the candidate or any other person Identity of the candidate should be verified and signature of the candidates should be taken on a nominal roll by the invigilator. Candidates should fill in only the roll number and not the name on the answer sheet. It should be ensured that officials of the establishments who have a relative as candidate are not involved in the recruitment process.
17. Evaluation of answer sheets is to be made on the basis of answer keys prepared along with the question papers. A qualifying mark may be prescribed to keep the number of candidates at 6-12 times the vacancies for the next stage of selection. This may be relaxed in the case of SC/ST by about 5-10 marks provided candidates are not unsuitable for the job.

Trade/skill test

18. Trade/skill test is to be decided based on the requirements prescribed in the RR or as per the job requirements of the post. Typing and shorthand for LDC and Stenographer are provided in the recruitment rules. In the case of Driver, technician etc, the test has to be designed to test the ability to carry out the basic tasks applicable to the post and conform to eligibility qualification prescribed in recruitment rules. Physical tests not relevant to the job should not be conducted. The skill/trade test should be a qualifying test and marks awarded for skill/trade test should not be counted for deciding the overall merit.


19 Based on the marks obtained and taking into consideration the number of posts sufficient number of individuals may be called for interview. Though the written test is measure of the knowledge level, interview helps to further assess the candidate for his interest in and knowledge of relevant subjects, communication skills, responsibility, commitment, attitude etc. Marks for written test and interview may be kept at 80:20. Interview of SC/ST candidates for reserved vacancies should be held separately on different day or session. Marks in interview may be allotted individually by members of the board and average taken as the final score.

Preparation of merit list/Select list

20. A combine list in the order of merit of all candidates indicating the details of marks obtained in written test, skill/trade test and interview is to be prepared and signed by all Board members, who should also certify that none of the candidates is related to any of the board members. No marks/points are to be given for higher qualification. Similarly marks in skill/trade test being qualifying nature are not to be taken into account for deciding the merit.
21. Since reservation for Ex-servicemen and PH is horizontal ESM/PH candidates available to extent of reservation to these categories should be selected and adjusted against the category (SC/ST/OBC/UR) they belong to. The vacancies for UR/SC/ST/OBC will reduced accordingly.
22. The select list for UR vacancies will include all candidates except the candidates of reserved categories (SC/ST/OBC) who had availed any relaxation/concession  on the basis of caste/community, like age, experience, standard of evaluation, marks etc. However SC/ST/OBC candidates who have not availed any relaxation/concession and within the UR vacancies will be included in the list.
23. Select list for reserved categories is to be prepared separately for each category in the order of merit of reserved category candidates excluding those getting selected from the select list for UR vacancies.
24. Persons who are not included in the select list within the number of vacancies available can be placed in the reserved list (categorywise) to be utilized when persons selected do not become available for appointment.

Promulgation of select list

24. The board proceedings are to be approved by appointing authoritiy ie. HOE in the case of-group ‘C’ posts and by DGQA for Gp ‘B’ posts. Thereafter the select panel may be displayed on the notice board and intimated to the employment exchange with reference to the list forwarded by them.

Verification of Character & Antecedents

25. Selected candidates should be informed of their selection and asked to complete attestation form for verification of character and antecedents. Establishments will be responsible to ensure that verification of character and antecedents of all the candidates are completed prior to their appointment. District Authorities concerned where the candidate has lived in the last five years are to be approached with the attestation form submitted by the candidate for verification.

Medical examination 

26 The selected candidates should also be asked to undergo medical examination by appropriate medical officer as per rules and submit a certificate of fitness for Govt service. Only candidates with certificate of medical fitness should be appointed.

Offer of appointment

27. Offer of appointment is to be issued only after verification of character and antecedents and medical examination are complete. Offer of appointment is to be issued on behalf of the appointing authority and should bring out the following:
a) The name of the post and the scale of pay (PB and GP)
b) Initial appointment is temporary
c) Probationary period
d) Service can be terminated with one month notice from either side during temporary service period.
e) Service likely to be terminated if any information provided during recruitment is found to be false.
f) Submission of a medical certificate of fitness from prescribed authority
g) Original Academic Qualification Certificate be produced for verification.
h) Matriculation eqvt Certificate in original for verification of age
j) A written declaration that condition regarding marriage are not violated
k) Certificate of SC/ST/OBC if applicable
I) All India Service liability.
m) T.A. is not permissible for joining the appointment.
n) If the candidate is willing to accept the appointment he should be directed to report for duty on or before the stipulated date.

Post appointment formalities 

28. On reporting of the candidate for duty the concerned authorities should verify the identity and all certificates of proof of age, educational qualification, SC/ST/OBC where applicable, medical fitness etc. Oath of secrecy is to be administered. Documentation in Service Book will be completed by the Establishment. Casualties pertaining to the individual are published in Daily Order Part-II and will be recorded in the Service Book. The Caste certificate is to be taken up with the issuing authority for verification.

Reporting progress of recruitment

29. HOE should periodically intimate the progress made on filling up the vacancies released for recruitment. Efforts should be made to fill up the vacancies as soon as feasible and not later than one year, since the NOC issued by MoD/AG-MP-4 is valid for one year only except where requisition has been placed with UPSC/SSC.
Source: http://www.dgqadefence.gov.in
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