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No.1-1 -87-CS/PF/321Administration of Daman & Diu,Department of Personnel &Administrative Reforms,Secretariat, Daman - 396 220e-mail : pers-dd@nic.in

Dated :^ (/ 02 / 2016

Read : O.M. No . 1-1-87 -CS/PF/2436 dated 03 - 12-2015.

CIRCULAR

Sub: Proposals for Direct Recruitment - Step Guide for preparation ofMerit List in case of Direct Recruitment and Proforma for Declarationof Result - reg.

Attention of all the Heads of Office is invited to Para 14 of the Master

Circular on direct recruitment issued vide OM No.1-1-87-CS/PF/2436 dated

03-12-2015 wherein it had been stated that the Department/Office should

consolidate the marks of the Written Test, Educational Qualification, Desirable

Qualification (if any) and with the approval of the Appointing Authority endeavour

to declare the result of selection on the same day as of the Written Test without

any delay.

2. Declaration of the result requires the department to prepare a Merit List of

the candidates. This Merit List is an extremely important document as the same

is also used for assessing the seniority of the selected candidates in their career.

Due precaution and adherence to the guidelines issued by the Government of

India needs to be therefore ensured during preparation of the Merit List.

3. While it is well understood by everyone that the Merit List must be

prepared on the basis of Total Marks secured by the candidates in the Written

Test, Educational Qualification, Desirable Qualification, Domicile etc. it is also to

be understood that certain concession/ relaxation are available to the

SC/ST/OBC candidates, such as in age relaxation, extra number of attempts in

examination, lower qualifying marks etc. The issue whether a Reserved Category

candidate has to be considered only against Reserved Category posts or can be

considered against Unreserved posts also has to be decided based on following

instructions issued by Govt of India.

(a) "In cases of direct recruitment against vacancies in posts under the

Government of India , SC/ST/OBC candidates who are selected on their

own merit without relaxed standards alongwith candidates belonging to

the other communities will not be adjusted against the reserved share of

vacancies . The reserved vacancies will be filled up separately from

amongst the eligible SC and ST candidates which will thus comprise SC,

ST candidates who are lower in merit than the last candidate on the merit

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list but otherwise found suitable for appointment even by relaxed

standards, if necessary." [DOPT's O.M. NO. 36012/13/88-Estt(Res)

dated 22.5.89]

(b) A further clarification was issued by the DOPT on 1/7/98 and it was

clarified that "when a relaxed standard is applied in selecting a

SC/ST/OBC candidates, for example in the age-limit, experience,

qualification, permitted number of chances in written examination

extended zone of consideration larger than what is provided for general

category candidates etc., the SC/ST/OBC candidates are to be counted

against reserved vacancies. Such candidates would be deemed

unavailable for consideration against unreserved vacancies".

4. A Step Guide for preparation of Merit List in case of Direct Recruitment is

accordingly enclosed herewith as Annexure-A.

5. A Case Study on preparation of Merit List is at Annexure -B.

6. All Heads of Office, Daman / Diu are requested to follow the above

guidelines scrupulously and bring the same to the notice of all concerned.

(Rakesh Kumar)Deputy Secretary (Pers.)

Enc: Annexure A, I, II, III and B.

To

All Heads of Office,Daman / Diu.

Copy to :1. All Secretaries in the UT Administration of Daman & Diu.2. Office copy / Guard file.

[ Annexure-A ]

Step Guide for the Preparation of Merit List in case of Direct Recruitment:

Step 1: Determination of Total Vacancies and number of ReservedVacancies.

The department should invariably mention the details of vacancies

advertised for each category as under which will help to determine / select

candidates for that particular category.

SC ST OBC UR TOTAL

Step 2 : Input of Marks for Educational and Other Qualification , etc...

The department should in advance prepare a statement in Excel Sheet

indicating the marks secured for the following in respect of all eligible

candidates,

( i) Weightage for Local candidates.

( ii) Educational and other qualification marks.

( iii) Knowledge of local language (if any).

A Model format is annexed as Annexure- I.

It also needs to be mentioned in the Remarks column if any

candidate has availed any relaxation.

Step 3 : Input of marks for Written Examination:

After receipt of the marks of Written Examination from the

Controller of Examination, the marks secured by each needs to be entered

in Annexure-I. The candidates then need to be arranged in the

descending order of the Total marks secured.

Step 4: Arranging of Total marks secured:

Depending upon the number of posts advertised for each category

viz. SC / ST / OBC / UR (as the case may be), arrange the candidates

according to their position secured after arranging them in descending

order of the Total marks secured. A Case Study is annexed as

Annexure-B.

Step 5: Entry in the Result:

Depending upon the number of posts advertised for each category

viz. SC / ST / OBC / UR (as the case may be ), write down the names of

selected candidates in the Result format.

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[Annexure-A]

Step 6 : Approval of Appointing Authority:

A model Noting for declaration of Result of the selected

candidate(s) for the post advertised is at Annexure-II. It is clarified that,

the published Result shall only have the names of the Selected

Candidates and not of the Wait List candidates,

Step 7 : Uploading of Result in Daman & Diu website:

The department on approval of the Appointing Authority, will

endeavour to upload the Result of selection on the same day as of Written

Test without any delay in the Daman Administration website in the format

enclosed herewith at Annexure -Ill. If the same cannot be done, Written

Test marks must be uploaded on the same day as of Written Test.

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[Annexure - II]

Model Format for Noting for declaration of Result of the SelectedCandidate ( s )

-N/ -

Subject: Result for the post of <Name of post>, Group ` B / C'- reg.

The <Name of Department>, Daman & Diu vide Advertisement No.

<Advertisement No.> dated <Date> CI l 1 invited applications for the post of

<Name of post>, Group `B / C' in the pay scale PB-_ + Grade Pay Rs.<Grade

Pay> .

2. The consolidated vacancy (ies) advertised is as under:

SC ST OBC I UR TOTAL

3. May kindly peruse result of the Written Test provided by <Name &

Designation of the Controller of Examination > / Controller of Examination.

rC/ 1

4. Allocation of Marks for Recruitment (As per OM No. 1-12(B-54)/2012-

ADM/1261 dated 26/12/2013) f /C1, the allocation of marks for Direct

Recruitment is as under:

Written Educational & Other Weightage Knowledge of TotalTest Qualification Marks for Local ICT

Marks Candidates Qualifications(if any)

Essential Desirable

(if any)

5. The allocation of marks for components (if any) of Educational and Other

Qualification, as approved by the Appointing Authority on page IN is as

under:

ESSENTIAL QUALIFICATION:

Sr. No. Components

DESIRABLE QUALIFICATION

Sr. No. Components

Marks Allocated

Marks Allocated

(^) I '^^5

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[Annexure - II]

6. For the marks for knowledge of Gujarati (local) language, the marks

secured by the candidate in Std. 10th level in Gujarati subject is considered for

assessment of marks to be allocated as per Personnel Department O.M. No.1-

12(B-54)/2012-ADM/1008 dated 27.11.2015. [ this para to be included if

provided in RR. ]

7. In view of above, based on marks obtained in Written Test,

Educational and Other Qualification marks and Weightage to Local

Candidate, the Merit List is prepared and placed at [Cl 1.

[ Note: Department should place the Annexure - III at C/side. ]

8. On the basis of Merit List prepared, the following candidates may be

selected for the post of < Name of post> :

Sr.No.

Name of candidate RollNo.

Category ofthe

candidate

Category ofpost against

which selected

Remarks

The following candidates may be kept as Wait List for the <Name of post> :

Sr.No.

Name of candidate RollNo.

Category ofthe candidate

Category of postagainst which kept

as Wait List

9. Accordingly, a Note is prepared and placed C/side for favour of approval

please after which it will be uploaded as Result in the Daman official website.

Submitted to Hon'ble <Designation > / Appointing Authority for approval

please.

ii

[Annexure - III]Format for Uploading of Result on Website

No. <File No.>Administration ofDaman & Diu, UT

(<Name of Department>)Daman

Date: 1 /2016NOTE

With reference to Advertisement No. <Mention Advertisement No.>

dated <Date > for filling up the vacancy (ies) for the post of <Name of post>, the

name(s) of Selected Candidate (s) is / are as under:

Sr. Name of candidate Roll Category Category of RemarksNo. No . of the post against

candidate whichselected

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

This issues with the prior approval of Hon'ble <Designation of Appointing

Authority> / Appointing Authority vide diary No. dated / /201_.

Note:

The above Selection List of eligible candidate is only provisional and subject to

verification of relevant original documents, medical fitness & other verification

required as per rules.

(<Name of Head of Office>)<Designation of Head of

Office>Copy to:

1. The SIO, NIC, Daman for uploading in Daman website.2. The Deputy Secretary ( Personnel), Daman.3. The Employment Officer , Daman / Diu.4. Notice Board.

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[Annexure - B]

Case Study on arranging of Total Marks secured by the Candidates and

Selection of Candidate on the basis of Merit:

Question 1: In a Ministry, 15 posts of XYZ have been created for the first time in

the year 2001 and are to be filled by direct recruitment as under:

SC ST OBC UR TOTAL

2 1 4 8 15

The performance of the candidates who appeared in the Selection Test is

given below:

Performance of the candidates.

Sr. No . Roll No . Name Categ o ly Marks Remarks1 1 A

-GEN 45

2 2 B GEN 563 3 C GEN 76.54 4 D OBC 905 5 E GEN 976 6 F GEN 467 7 G OBC 78 Availed ag e relaxation8 8 H GEN 969 9 I GEN 68

10 10 J SC 85 Availed ag e relaxation11 11 K GEN 4812 12 L OBC 92 Availed age relaxation13 13 M GEN 6714 14 N GEN 5715 15 0 ST 8916 16 P GEN 5117 17 Q SC 4018 18 R GEN 6919 19 S GEN 7720 20 T OBC 7421 21 U GEN 7522 22 V SC 5523 23 W OBC 83 Availed a g e relaxation24 24 X GEN 87.525 25 Y SC 88 Availed ag e relaxation26 26 Z GEN 8727 27 AA OBC 6528 28 BB ST 52.529 29 cc SC 49.530 30 DD GEN 67

Prepare a list of the 15 candidates who will be selected for appointment.

[Annexure - B]

Solution:

While selecting candidates, the following steps shall be kept in mind:

STEP (a) is to arrange the names in descending order of marks as given

below:

Sr. No. Roll No. Name Ca tegory Marks Remarks1 5 E GEN 972 8 H GEN 963 12 L OBC 92 Availed age relaxation4 4 D OBC 905 15 0 ST 896 25 Y SC 88 Availed age relaxation7 24 X GEN 87.58 26 Z GEN 879 10 J Sc 85 Availed a ge relaxation10 23 W OBC 83 Availed age relaxation11 7 G OBC 78 Availed age relaxation12 19 S GEN 7713 3 C GEN 76.514 21 U GEN 7515 20 T OBC 7416 18 R GEN 6917 9 I GEN 6818 13 M GEN 6719 30 DD GEN 6720 27 AA OBC 6521 14 N GEN 5722 2 B GEN 5623 22 V Sc 5524 28 BB ST 52.525 16 P GEN 5126 29 CC Sc 49.527 11 K GEN 4828 6 F GEN 4629 1 A GEN 4530 17 Q SC 40

STEP ( b) & (c) - Determine the Merit.

For this we need to know the total vacancies and also the reserved

vacancies. The total vacancies are 15. How many are the reserved

vacancies?

Out of 15 posts, 4 will be reserved for OBC, 2 for SC and 1 for ST.

therefore, the merit position would comprise of 15 minus 7 i.e. 8. Thus we

will have to select 8 candidates in the merit list. While selecting the 8

candidates, a candidate belonging to reserved category, who has availed

any relaxation (age) will not be included in the list.

[Annexure - B]

STEP (d): After selecting 8 candidates , select 4 OBC, 2 SC and one ST

candidate as shown below:

List of 8

candidates on

MERIT

OBC List of 4

candidates

SC List - of 2

candidates

ST List - of 1

candidate

(a) (b) (c) (d)

E-97 L-92 Y-88 BB-52.5

H-96 W-83 V-55

D-90 (OBC)* G-78

0-89 (ST)* T-74

X-87.5

Z-87

J-85 (SC)*

S-77

It is noticed that, after selecting E (97 marks) & H (96 marks), L

was not selected in the list of 8 candidates on Merit because L has

availed age relaxation and therefore, is deemed unavailable against an

unreserved post. He has, therefore, been selected against the reserved

post of OBC. Similarly, W and G (both OBCs) and Y (SC) did not find

place in the merit list, although their marks were higher than the last

candidate of the merit list namely S (77).

Question 2 : A week before the results are to be declared, the dealing

Assistant of the Examination Branch has pointed out a mistake. He

informed, that there was a mistake in calculating the age of L (OBC). It

was found that L (OBC) was well within the upper age limit (for general

candidates) on the closing date and therefore, did not avail himself of any

age relaxation available to OBCs. What changes will take place in the

Result ?

Solution:

If L (92 ) has not availed any concession than two changes will take

place in the result and they are:

(i) L (92) will now secure the 3`d position in the merit.

Consequently S (with 77 marks) will not find place in the merit list

and consequently in the list of successful candidates.

(ii) Since L has now moved from the OBC list to the merit list,

you have to select one more OBC candidate. AA (with 65 marks)

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[Annexure - B]

who was not earlier selected, will now find his place in the list of

successful OBC candidates.

The final result will be as under:

List of 8

candidates on

MERIT

OBC list of 4

candidates

SC list - of 2

candidates

ST list - of 1

candidate

(a) (b) (c) (d)

E-97 W-83 Y-88 BB-52.5

H-96 G-78 V-55

L-92 (OBC) T-74

D-90 (OBC)* AA-65

0-89 (ST)-

X-87.5

Z-87

J-85 (SC)*