chapter 9: in-service human resource development · chapter 9: in-service human resource...

CHAPTER 9: IN-SERVICE HUMAN RESOURCE DEVELOPMENT

9.1. Policy9.1.1. Develop capacity and maintain competency and professionalism

in the civil service to provide a high standard of citizen centricservices consistent with the strategic objectives of theorganization.

9.1.2. Promote a balanced and sustainable human resourcedevelopment through optimal use of scarce resources.

9.1.3. Ensure HRD programmes are implemented through a merit basedand transparent system.

9.1.4. Optimise returns in terms of service to the RGoB frominvestments made on HR Development of civil servants.

9.1.5. Reduce the need for Technical Assistance from expatriates forspecialised functions and services.

9.1.6. Facilitate continuing education for civil servants to enhancequalifications and knowledge for career Progression.

9.2. Strategy9.2.1. The Commission shall assess HRD needs of agencies and civil

servants through:9.2.1.1. Five Year Strategic HRD Plan; and9.2.1.2. Annual HRD plan.

9.2.2. Mid-term Review of the Strategic HRD Plan shall be conducted torespond to the changing priorities of the Agency.

9.2.3. Areas of HRD programmes shall be identified in the StrategicHRD Plan based on Competency Framework and HRD NeedsAssessment carried out periodically.

9.2.4. Agencies shall assess their own specific HRD needs and developannual HRD Plans aligned to the budget proposal. Therefore,HRD resources under the Formal Training (OBC 45.01) onceapproved, shall be consolidated with the annual HRD plan and itsimplementation plan shall be presented to the HRC for approval.

9.2.5. The Agency shall identify critical HRD requirements based on theCompetency Framework approved and provide required HRDinterventions to all relevant employees periodically based onavailability of funds.

9.2.6. All Scholarships (including cost sharing) shall be made availablethrough a transparent and equitable system.

9.2.7. Monitoring and Evaluation System shall be instituted to assesstraining impact and make necessary interventions.

9.2.8. Agencies shall be encouraged to tap online resources fromcredible and recognised Institutes to build capacities through STTprogrammes.

9.3. General rules9.3.1. HR Committee of the agency shall ensure that only relevant

officials and appropriate level of officials are nominated for HRDProgrammes.

9.3.2. HR Committee shall ensure that the training develop capacity andmaintain competency and professionalism.

9.3.3. HR Committee shall ensure all long term training (LTT) lead tospecialization as per the Superstructure.

9.3.4. HR Committee shall rationalise the frequency of a civil servantavailing HRD Programmes.

9.3.5. Agency shall ensure effective succession planning whileimplementing LTT.

9.3.6. The performance of a civil servant undergoing LTT shall bemonitored and assessed for the purpose of HR actions.

9.3.7. A civil servant shall avail study leave for long-term training as perChapter 10 - Leave of the BCSR.

9.3.8. Service protection shall be ensured for civil servants on all HRDprogrammes. However, position shall not be protected whilepursuing Bachelor degree.

9.3.9. Completion of HRD Programmes shall not entail automaticenhancement of position level.

9.3.10. A civil servant shall not be allowed to pursue more than one LTTof same level/degree. Exemption shall be made formandatory/special/strategic programmes determined by RCSC.

9.3.11. All Multilateral and Bilateral training offers shall be routedthrough the RCSC.

9.3.12. Travel documents shall be issued by the Ministry of ForeignAffairs based on the letter issued by the competent authority inthe Agency.

9.3.13. The Ministry of Foreign Affairs is responsible for high-level officialdelegations representing the country on regional andinternational issues led by Head of Government and/orrepresentatives approved by him/her, Head of ConstitutionalOffices. The Ministry may issue guidelines on the eligibilitycriteria and procedures for processing nominations for such casesto ensure uniformity in application.

9.4. Categories of HRD Programmes

9.4.1. Any HRD Programme, as categorized below based on the durationof the program, availed by Civil Servant in their official capacityor as representatives of their agency irrespective of the fundingshall be considered as training programme.The categories of HRD Programmes shall be as follows:

9.4.2. Short term training (STT) of six months and below duration:9.4.2.1. Certificate courses;9.4.2.2. Counterpart training ;9.4.2.3. Attachment and Internship;9.4.2.4. Study Tour/Institutional visits;9.4.2.5. Inspection visits/Procurement visits;9.4.2.6. Seminars/Workshops;9.4.2.7. Conferences/symposium/forum/meetings; and9.4.2.8. Any other ex-country official travel.

9.4.3. Long term training (LTT) are Award bearing and Non-awardbearing programmes above six months duration:9.4.3.1. PhD;

9.4.3.2. Fellowship/Specialization;9.4.3.3. Master/Bachelor Degree;9.4.3.4. Diploma/Certificate courses;9.4.3.5. Counterpart training ;9.4.3.6. Attachment and Internship.

9.5. Training gap requirement for availing HRD Programs9.5.1. Training gap is a minimum duration required to maintain

between two training to ensure equitable access to HRD programsavailable for civil servants.

9.5.2. A civil servant shall be required to maintain Training gap as perthe Schedule…. to avail STT and LTT. However, the HRC shalldraw up criteria to rationalise the frequency.

9.6. Short-term training (STT)9.6.1. Approving Authority for STT:

9.6.1.1. STT for all positions shall be approved by the HRCommittee of the Agency concerned as per the AnnualHRD Plan;

9.6.1.2. STT (including cost sharing) not reflected in the AnnualHRD Plan shall be reviewed and approved by the HRCdepending on the priority of the agency; and

9.6.1.3. STT for all positions shall be implemented as perSCHEDULE 9 (....)/Guideline ….

9.6.2. Eligibility for STTA civil servant, shall be eligible for STT when:9.6.2.1. He is a regular civil servant. Exception shall be made

for Contract employees to avail short-term in-countrytraining;

9.6.2.2. The programme he is nominated for is relevant to hiswork and his position level;

9.6.2.3. He has completed probation period. Exception shall bemade for availing in-country short-term professionaldevelopment training as per section ……Recruitmentchapter;

9.6.2.4. He has completed Training gap requirement as perSchedule ….???; and

9.6.2.5. He has at least six months to serve beforesuperannuation at the time of commencement of thecourse.

9.6.3. Disqualification for STTA civil servant shall not be eligible for STT when:9.6.3.1. He has been selected for another training programme;9.6.3.2. He is on contract service. Exception shall be made for

in-country training;9.6.3.3. He has not completed training gap requirement after

availing STT/LTT as specified in Schedule ….???9.6.3.4. He is on Secondment; and9.6.3.5. He is on EoL.

9.6.4. Pre-departure Procedure for STT9.6.4.1. Agency shall issue Approval Letter and provide pre-

departure briefing to a candidate whose nomination forSTT has been approved by the HRC (Schedule …); and

9.6.4.2. A candidate shall sign a pre-departure briefing form(Schedule …) before leaving for the programme.

9.6.5. Requirement during and after completion of STT9.6.5.1. As an official nominee of the Government of Bhutan, a

candidate on STT shall adhere to the pre-departurebriefing points signed between the Agency and thecandidate.

9.6.5.2. A candidate on completion of approved course shallreturn to Bhutan and report to the agency immediatelywith the following:a. Joining Report Form (Schedule ….) along with the

training report form (Schedule ….) describingcourses/subjects covered during the training andproposal on how the knowledge and skills gainedfrom the course can be utilised to further improve theeffective delivery of services of the Agency; and

b. Feedback form (Schedule ….).9.6.5.3. Upon joining office, the candidate shall share their

learnings, achievements, challenges and otherexperiences and make presentation to theDivision/Department/HR Committee of his Agency ifrequired.

9.7. Long-term training (LTT)9.7.1. Modes of LTT

9.7.1.1. Full-time -a full time course is one which meets therequirement of minimum contact hours on campus andis recognised by the competent authority.

9.7.1.2. Mixed Mode - Mixed mode course is an arrangement foravailing in-country award bearing programmes approvedfor Teaching Profession under MoE, by attending thecourse during the winter/summer breaks. Exemptionshall be made for special/strategic programmesdetermined by RCSC.

9.7.1.3. In-country Continuing Education - In-countryContinuing Education, is an arrangement to enable thecivil servants to upgrade their qualification to Class Xand XII level by attending classes after office hours in in-country institutes.

9.7.2. Approving Authority for LTT9.7.2.1. LTTfor all positions through full time and mixed mode

shall be approved by the RCSC. However, HR Committeeof the Agency shall ensure thatthe course is a priority,only relevant officials are nominated and the courseslead to specialization.

9.7.2.2. In-country Continuing Education (Class X and XII)attended after office hours shall be approved byrespective agency’s HRC.

9.7.3. Eligibility for LTT9.7.3.1. He shall be a Bhutanese citizen.

9.7.3.2. A civil servant shall avail studies that is relevant andleads to greater specialization.

9.7.3.3. A civil servant shall be 45 years of age or below at thetime of commencement of the LTT.

9.7.3.4. A civil servant shall avail a maximum of three in-serviceLTT (if required) in the entire service period or until heattains 45 years of age, whichever is earlier.

9.7.3.5. A civil servant shall meet the Training gap requirementas per Schedule ,,,,,,

9.7.3.6. Exception shall be made for critical services for pursuingspecialization programme as prioritized by RCSC inSchedule ….

9.7.3.7. Every other category besides those covered underSection 9.7.3.6 shall serve a minimum of four years ofactive service excluding the probation period, at the timeof commencement of course.

9.7.3.8. A civil servant shall have a Bachelor’s Degree andselected through BCSE or in PMC level to be eligible forpursuing postgraduate degree.

9.7.3.9. An eligible civil servant, without requiring to resign,shall be allowed to pursue Bachelor’s Degree irrespectiveof relevance of the course under the following conditionsand Section 14.4.21 of Chapter 14:a. Study leave shall be without pay;b. Service shall be protected but position shall not be

protected;c. Completion of degree shall not entail automatic

enhancement of position level; andd. The entire duration of the course shall not be

counted as active service for the purpose ofpromotion.

9.7.3.10. A civil servant shall have successfully completed ClassXII for pursuing Bachelor’s Degree and Diploma.

9.7.3.11. Exception to Section 9.7.3.10 shall be made for civilservants who have joined before 2nd September 2007.They should meet the following criteria to be eligible forBachelor’s Degree and Diploma:a) Bachelor’s Degree:

i. Class X + minimum of two years Diploma fromin-country institutes + minimum of five years inthe service;

ii. Class X + minimum of two years certificatecourse from in-country institutes + one yeardiploma from in or ex-country + minimum fiveyears of experience;

iii. Class X + minimum of two years certificatecourse from in-country institutes + minimum sixyears of service;

b) Diploma:i. Class X + Certificate (minimum one year) from

in- country institutes + a candidate must reacha minimum Position Level of S1A or should haveserved minimum of six years of service in theGovernment.

9.7.4. Disqualification for LTT9.7.4.1. A civil servant shall not be eligible for LTT when:

a) The programme he is nominated for is not relevant tohis work and his position level;

9.7.4.2. He has discontinued a programme to which previouslynominated for reasons within his control;b) He has not completed training gap requirement after

availing STT/LTT as specified in Schedule ….???c) He is on Secondment;d) He is on EoL; ande) He is a contract employee.

9.7.5. Pre-departure Procedure for LTT9.7.5.1. A candidate whose study leave is approved shall attend

Pre-departure briefing which will be conducted by RCSCwithin 14 days before the commencement of the course.

9.7.5.2. During the pre-departure briefing, the candidate andguarantor shall sign the undertaking with the RCSC inthe prescribed format (SCHEDULE 9…..) in the presenceof an official designated by the RCSC.

9.7.5.3. The undertaking or specific clauses may be reviseddepending on the cost of scholarship, the criticality ofspecialization and scholarship announcement.

9.7.5.4. The guarantor of the candidate shall be briefed on theaccountability and liability of signing the undertaking incase the candidate fails to abide by the Undertakingsigned.

9.7.5.5. A guarantor must be a credible person preferably afamily member and should be acceptable to RCSC.

9.7.5.6. In the event a candidate has left for LTT withoutcompleting the pre-departure requirements, hispromotion shall be delayed by double the approvedduration of the course from the due date of nextpromotion.

9.7.6. Requirement during and after completion of LTT9.7.6.1. As an official nominee of the Government of Bhutan, a

civil servant on studies shall adhere to the Undertaking(Schedule ….) signed between the RCSC and thecandidate.

9.7.6.2. A civil servant shall complete the training within theapproved duration prescribed in the Letter of Award.

9.7.6.3. A civil servant shall not change from the training/degreespecified in the letter of award or change theInstitute/University without prior written approval of theRCSC.

9.7.6.4. The academic performance of a civil servant undergoinga LTT programme shall form part of the performanceappraisal for any HR actions as per the MaX Manual.

9.7.6.5. A civil servant shall seek prior approval of the Agencybefore undertaking field trips that are part of the courserequirement and;a. Such field trips shall be made known while

processing for study leave;b. The application and the programme for such field

trips shall be signed and certified by the Institute;and

c. The maximum duration of field trip is fixed at twoweeks in a year. However, exception shall be made formedical courses in which case the duration of fieldtrip is fixed at three weeks in a year.

9.7.6.6. A civil servant on completion of approved course shallprocure return air ticket in the economy class (the mostdirect and economical route) or request the Agencyconcerned to procure with adequate notice.

9.7.6.7. A civil servant on completion of approved course shallreturn to Bhutan and report to the RCSC in personwithin three weeks (including weekends and governmentholidays) from the course end date as per Letter ofAward.

9.7.6.8. A civil servant when reporting to the RCSC shall submitthe following which will go into their Personal File:a) Joining Report Form (Schedule ….) along with the

Study report Form (Schedule ….) describingcourses/subjects covered during the study andproposal on how the knowledge and skills gainedfrom the course can be utilised to further improve theeffective delivery of services of the Agency;

b) Feedback form (Schedule ….);c) Consolidated Academic Certificate, academic

transcript as evidence of successful completion of thecourse; and

d) Thesis/Research copy with a synopsis of the researchand consent letter to share with relevant agency (ifresearch based).

9.7.6.9. A civil servant after completion of LTT shall not avail anyother form of leave before completing the reportingrequirements as stated in section 9.7.6.7.

9.7.6.10. Upon joining office, a civil servant shall be required tomake an independent study as to how best he cancontribute to the agency concerned and makepresentation to the Division/Department/HR Committeeof his Agency.

9.7.6.11. The RCSC shall carry out periodic monitoring of all LTTof civil servants.

9.7.6.12. The agency shall carry out regular monitoring of the civilservants on LTT and plan for their re-deployment upontheir return from studies.

9.7.6.13. The agency shall ensure the timely return of the civilservants on completion of LTT and failing which agencyshall initiate appropriate administrative action as perthe undertaking.

9.7.7. LTT Obligation9.7.7.1. A civil servant after returning from LTT shall be required

to serve equal the duration of LTT to be eligible fortransfer and open competition outside his agency orMoG.

9.7.7.2. A civil servant after returning from LTT shall be requiredto serve LTT service obligation of to be eligible for EoL.

9.7.7.3. A civil servant shall complete LTT service obligation,secondment obligation and the pre service obligationwhen separating from Civil Service.

9.7.7.4. A civil servant after availing LTT shall be liable for LTTobligations as follows:a) Service Obligation: A civil servant after availing LTT

shall be liable to serve the stipulated number of yearsbased on the no. of progressive LTT availed asprescribed in the Table ????….. In the event the civilservant is not able to fulfil the service obligation,corresponding financial obligation shall be imposed;and

b) Financial Obligation: A civil servant shall be liable forpayment to the RGoB based on the followingcategories of funding as prescribed in the Table????….. in the event he does not fulfil the serviceobligation;i. Govt. funded (partial or full) scholarship - Where

the civil servants receive remuneration & benefitsduring the period of study and the cost related tostudy is funded by the RGoB fully or partially;

ii. Private funded/Open scholarship - Where thecandidate receives remuneration & benefits fromthe RGoB during the period of LTT and the costrelated to LTT is through Private funding/Openscholarship; and

iii. No financial cost to Govt - Where the candidatedoes not receive any remuneration & benefitsfrom the RGoB during the period of studies andthe cost related to studies is through Privatefunding/Open scholarship.

9.7.7.5. LTT obligation shall be applicable as follows based onthe number of progressive LTT availed, as per theUndertaking or the obligations specified in theannouncement of the scholarship, whichever is higher:

Progressive(No. ofLTT)

ServiceObligation

Financial Obligation(Govt. funded- partial

or full scholarship)

Financial Obligation(Private funded/Open

scholarship)

1st LTT

2 times theapprovedduration ofcourse

2 times the totalscholarship costincluding concessionsreceived by the Govt +remuneration andother benefits for theapproved duration ofthe course (except hisown contributions toPF).

2 times theremuneration andother benefits for theapproved duration ofthe course (except hisown contributions toPF)

2nd LTT




3rd LTT




For Mixed mode courses in Section 9.7.1.2: Financial obligation shall be to Refund the Tuition fee, Stipend/DSA,

TA/DA and mileage paid to them times depending on number ofprogressive LTT availed and

Will be counted as 1st/2nd/3rd LTT.

For Continuing Education in Section 9.7.1.3: there shall not be any LTT obligation and Will not be counted as 1st/2nd/3rd LTT.

For Bachelor Degree in Section 9…..: there shall not be any LTT obligation but will be counted as 1st/2nd/3rd LTT

Service Obligation and Financial obligation for all LTTs shall be based on thenumber of LTT availed or as per the Undertaking and the obligationsspecified in the announcement of the scholarship, whichever is higher.

9.7.7.6. The candidate/guarantor shall pay the financialobligation within 90 days from the date the office orderis issuedfailing which legal actions shall be initiated inaccordance with the Undertaking and the laws of thecountry.

9.7.7.7. In case a candidate is terminated/compulsorily retiredwithout fulfilling service obligation or during the studyperiod, the financial obligation shall be levied as per thelegal undertaking.

9.7.7.8. In case, a candidate who was unsuccessful incompleting the course, failed the course orwithdrew/discontinued for reason within his control andthen resigns from civil service, the financial obligationshall be levied as per the legal undertaking.

9.7.7.9. In case, a candidate resigns from civil service during thestudy leave, the financial obligation shall be as per theundertaking.

9.7.7.10. In case of demise of a civil servant during the studyperiod or before completing the service obligation, thefinancial obligation shall be treated null and void.

9.7.7.11. In the event the Undertaking is lost/damaged, trainingobligation and penalty as per BCSR 2017 shall beapplied based on circumstantial evidence as per theEvidence Act of Bhutan 2005.

9.7.7.12. A civil servant who had availed UG scholarship asearmarked candidate for civil service, will have tocomplete his obligations for both the UG and in-service

LTT as per the undertakings signed, when separatingfrom service.

9.7.8. Penalty for violation of Undertaking and Letter of Award9.7.8.1. Administrative and/or financial penalty shall be

imposed as follows if the candidate violates theUndertaking:

Sl.no. Issues Penalties & HR action

a. Incomplete Course

● Not eligible for any Promotion, training,EoL and Secondment (outside civilservice) until evidence of completion issubmitted within 6 months from thereporting date. And subsequently, InCSIS, LTT status will be reflected as‘Reported but Pending Completion’.

● After 6 months from the reporting date,if the evidence of course completion isnot submitted, then it will be consideredas ‘Failed the course’ and be liable forpenalty for failing the course.

Once LoA is issued, irrespective of the finaloutcome of studies, it will be counted as1st/2nd/3rd LTT.

b. i. Fails the course orii. Withdrawal with reason

within his control oriii. Course incomplete as a

result of administrativediscipline taken by theUniversity

● Promotion to be delayed by double theapproved duration of the course fromthe due date of next promotion.

Once LoA is issued, irrespective of the finaloutcome of studies, it will be counted as1st/2nd/3rd LTT.

c. Withdrawal with reasonbeyond his control

No penalty

d. Change of Course/Institutewithout RCSC approval

● Promotion to be delayed by equal theapproved duration of the course fromthe due date of next promotion if there isno change in duration

● Promotion to be delayed by double the

approved duration of the course fromthe due date of next promotion if there isincrease in duration.

e. Late reportingReporting after three weeks(including weekends andgovernment holidays) fromthe course end date as perLetter of Award

● Compulsorily retired from the serviceand

● Financial obligation shall be imposed asper section 9.7.7.3 for violating theUndertaking

f. Resignation during studyleave or Resignation beforecompleting the LTTobligation

● Financial obligation shall be imposed asper section 9.7.7.3for violating theUndertaking

g. For Mixed mode courses in Section 9.7.1.2, penalty for withdrawal withreason within his control, incomplete/failing the course and resignationduring and after LTT with training obligation shall be:

● Refund the tuition fees, Stipend/DSA, TA/DA and mileage paid tothem (calculated depending on which progressive LTT it is, as perSection….insert relevant section...).

● Once LoA is issued, irrespective of the final outcome of studies, itwill be counted as 1st/2nd/3rd LTT..

Duration of the course shall be based on actual duration oncampus/absence from the Office for studies verified against theattendance sheet.

9.8. Selection Procedures for LTT9.8.1. All scholarships (including cost sharing) shall be advertised.

9.8.2. For all agency specific scholarships (including cost sharing), theremay be restrictive advertisement within the agency concerned.However, if there are no applicant, the agency shall re announcefor relevant MoG outside the agency.

9.8.3. The time between advertisement and application deadline shall bea minimum of 4 weeks.

9.8.4. Agency shall carry out the shortlisting as per Schedule …

9.8.5. An applicant shall be required to submit the following documentsfor shortlisting purposes:9.8.5.1. Academic transcripts;9.8.5.2. CV from CSIS where the accuracy is assured as of the

application submission date; and9.8.5.3. Any other documents that may be required as per the

shortlisting criteria/announcement.

9.8.6. The agency nominating the candidate shall:9.8.6.1. Verify eligibility and relevancy;9.8.6.2. Verify all documents; and9.8.6.3. Compile all applications as per announcement and

submit for shortlist/selection.

9.8.7. Applicants shall be shortlisted based on Eligibility criteria insection …., scholarship announcement requirement and shortlistcriteria as specified in Schedule….. However, a candidate shallnot be shortlisted if he had availed RGoB Scholarship but wasunsuccessful in completing the course for reason within hiscontrol.

9.8.8. Calculation of academics marks shall be:9.8.8.1. For Ph.D. - Aggregate marks of Master’s Degree;9.8.8.2. For Postgraduate Degree – 60% of Bachelor’s Degree +

40% of Cl. XII (English + four bestsubjects)/Dip/Certificate**

9.8.8.3. For Diploma/Certificate:a) For non-technical: Cl. XII (English + four best

subjects) or Cl. X (Aggregate); andb) For technical: 50% of Cl. XII (English + four best

subjects) or Cl. X (Aggregate) + 50% ofCertificate/Diploma**Aggregate marks for those without ClassXII/Diploma

9.8.9. A minimum of two applicants shall be shortlisted against eachslot, failing which time extension may be considered for anothertwo weeks.

9.8.10. The Agency shall proceed with the selection interview even if thereis only one eligible candidate despite the extension.

9.8.11. The agency shall announce the shortlisted applicants at least oneweek before selection interview.

9.8.12. For open scholarships targeting civil servants as well as non-civilservants, the RCSC and MoLHR shall agree on a separateshortlisting and selection criteria.

9.8.13. The HR Committee of the respective Agency shall conduct ornominate relevant panel members for the Selection Committee toconduct the Interview with a minimum of five panel membersincluding the Chairperson. RCSC shall reserve the right toparticipate in such selection processes.

9.8.14. The panel members shall declare Conflict of Interest, if any.

9.8.15. Panel members shall be briefed by the Interview Assistant on allrelevant information related to selection interview.

9.8.16. The Selection Committee shall carry out the selection interview asper Schedule …

9.8.17. A candidate must obtain a minimum aggregate of 50% or higheras decided by the Selection Committee during the selectioninterview to be eligible for selection.

9.8.18. Two extreme marks of the panel members shall be eliminated(highest and lowest) and the average of the remaining shall beconsidered to get the final score.

9.8.19. The Interview Assistant shall compile the selection result whichshall be verified and approved by the Selection Committee. Theselection result shall be then endorsed by the HRC.

9.8.20. The result shall be declared in the website and/or mediawithin five working days of completion of selection interview.

9.8.21. The Agency shall submit the study leave proposal through CSISfor the selected candidate once confirmation of admission isreceived, to the RCSC for approval.

9.8.22. Upon approval, the candidate shall be issued a Letter of Award inthe prescribed format SCHEDULE 9 (...) by the RCSC.

9.8.23. Candidate shall complete the pre departure briefing with theRCSC as specified in section …

9.9. Entitlements9.9.1. Entitlements for STT (in-country and ex-country)

9.9.1.1. A civil servant undergoing STT shall be entitled to DSAwhen the duration of the course is for 30 days or lessand Stipend if the duration exceeds 30 days as belowexcept for in-country training which shall be as perSCHEDULE 9 (2:

a. If the duration of STT is 30 days or less, a civilservant shall be entitled to full DSA for the first 15days and 50 percent DSA for the balance 15 days.

b. If the duration of STT is more than 30 days, a civilservant shall be entitled to stipend only.

9.9.1.2. A civil servant shall not be entitled to 100%DSA/Stipend in following conditions:a. No DSA/Stipend if the sponsor/organizer provides

all the following:i. Accommodation;ii. All meals; andiii. Incidental expenses/out of pocket allowance.

b. 20% DSA/Stipend if the sponsor/organizerprovides following two and does not provideIncidental expenses/out of pocket allowance:i. Accommodation; andii. All meals.

c. 50% DSA/Stipend if the sponsor/organizerprovides either of the following two and does notprovide Incidental expenses/out of pocketallowance:i. Accommodation; orii. All meals.

9.9.1.3. The travel time from the home country to destinationshall be excluded for the purpose of calculating thetotal number of days for training.

9.9.1.4. DSA/stipend shall be paid at the rates approved by theGovernment.

9.9.1.5. Allowance of any form, except housing allowance, shallcease to be paid if the duration of STT is for more than30 days.

9.9.1.6. A civil servant who is required to halt in transit for thenext flight for travel outside the country shall be paid50% DSA. However, a civil servant shall not be paidDSA twice for the same day and DSA for the departingcountry will be paid?.

9.9.1.7. A civil servant shall also be paid DSA for enforcedhalts besides halts in transits, limited to two days for around trip.

9.9.1.8. A civil servant shall be paid DSA at the GovernmentRates for the actual period of halts required forprocessing visa if it was approved by the HRC whenapproving the nomination and if it it is not paid by thesponsor.

9.9.1.9. A civil servant shall be reimbursed visa fee, officialpassport fee and airport tax on production of originalreceipts if not provided by the sponsor, provided it wasapproved by the HRC.

9.9.1.10. Civil servant shall be covered by medical insurancewhile on training. In the event medical insurancescheme does not cover emergency medical treatments,such expenditure shall be borne by the Ministry ofHealth on production of original receipts as per thePolicy/guidelines of MoH.

9.9.1.11. For an in-country STT, a civil servant shall be entitledto DSA/stipend for the duration of training at theGovernment Rates:a) A civil servant undergoing training for a duration of

30 days or less shall be paid DSA. However, heshall pe paid 50% of the DSA while attendingtraining within the same place of posting;

b) A civil servant undergoing training for a durationmore than 30 days shall be paid stipend; and

c) Provision of Uniform/Uniform Allowance, ifrequired, for the particular training programme;

9.9.2. Entitlements for LTT (in-country and ex-country)9.9.2.1. A civil servant shall be granted study leave with

remuneration and benefits as per Section 10.2.7 ofChapter 10 to pursue approved LTT.

9.9.2.2. An in-service ‘BCSE-Select Graduate’ undergoing a pre-service PGD course shall not be eligible to receive hisregular remuneration and benefits as a civil servantsbut only the entitlements payable to pre-servicecandidates.

9.9.2.3. A civil servant undergoing LTT shall be entitled toStipend at the rates approved by the Government.

9.9.2.4. A civil servant shall not be entitled to 100% Stipend infollowing conditions:a) No Stipend if the sponsor/organizer provides all the

following:i. Accommodation;ii. All meals; andiii. Incidental expenses/out of pocket allowance.

b) 20% Stipend if the sponsor/organizer providesfollowing two and does not provide Incidentalexpenses/out of pocket allowance:i. Accommodation; andii. All meals.

c) 50% Stipend if the sponsor/organizer provides eitherof the following two and does not provide Incidentalexpenses/out of pocket allowance:i. Accommodation; orii. All meals.

9.9.2.5. Allowance of any form, except housing allowance, shallcease to be paid during LTT.

9.9.2.6. Stipend shall be released bi-annually based on thesemester report.

9.9.2.7. A civil servant who is required to halt in transit for thenext flight for travel outside the country shall be paid50% DSA. However, a civil servant shall not be paid DSAtwice for the same day.

9.9.2.8. A civil servant shall also be paid DSA for enforced haltsbesides halts in transits, limited to two days for a roundtrip.

9.9.2.9. A civil servant shall be paid DSA at the GovernmentRates for the actual period of halts required forprocessing visa if it was approved by the HRC whenapproving the nomination and if it is not paid by thesponsor.

9.9.2.10. A civil servant shall be reimbursed visa fee, officialpassport fee, English language proficiency test fee andairport tax on production of original receipts if notprovided by the sponsor, provided the LTT scholarshipselection was administered by the agency/RCSC and itshall be paid only once for one LTT.

9.9.2.11. Funding Agency shall bear all transaction costsincluding difference in exchange rates.

9.9.2.12. Civil servant shall be covered by medical insurancewhile on training. In the event medical insurancescheme does not cover emergency medical treatments,such expenditure shall be borne by the Ministry ofHealth on production of original receipts as per thePolicy/guidelines of MoH.

9.9.2.13. For an in-country LTT, a civil servant shall be entitled tostipend for the duration of training at the GovernmentRates:a. Provision of Uniform/Uniform Allowance, if required,

for the particular training programme; andb. Payment of actual travel expenditure and Daily

Allowance at the rates prescribed by the Governmentduring field attachment/visit;

9.10. Accountability9.10.1. Any HRD programmes implemented by agencies which do not

conform to this Rule shall be treated as unauthorised, and henceit shall be revoked by the HRC of the Agency/RCSC.

9.10.2. The HRC of the Agency shall be made primarily accountablewhile the individual civil servant shall be required to refund theexpenditure incurred on his training based on circumstances inaddition to being liable for administrative actions.

9.10.3. Agency shall maintain up-to-date records of HRD programmesimplemented and update the same in CSIS.

Annexureno.

Existing Annexures Revision

Annexure9/1

Guidelines on implementation ofshort-term, HRD programmes

GUIDELINE FOR IMPLEMENTINGSHORT-TERM HRD PROGRAMMES

Annexure9/2

In-service in-country trainingrates of daily subsistenceallowance and stipend

RATES OF DAILYSUBSISTENCE ALLOWANCEAND STIPEND FOR HRDPROGRAMMESIMPLEMENTED IN-COUNTRY

Annexure9/3

In-Service Training Form a. HRD NOMINATION FORM (To befilled in by candidate and submittedto HR Officer)

b. HRD NOMINATION REVIEW FORM(To be used by HRO for processingthe training approval)

Annexure9/4

Letter of Award

Annexure9/5

Training Selection InterviewForm for In-Service

SCHOLARSHIP SELECTIONCRITERIA

a. Step 1 Shortlistb. Step 2 Viva voce

Annexure9/6 a&b

In-Service Training Undertaking LONG TERM STUDY UNDERTAKING(one generic form)

Annexure9/7

In-Service Training DepartureIntimation Form

Discontinued

Annexure Points for Pre-Departure Briefing Discontinued (clubbed with Annexure

9/8 (PDB) to Candidates Leaving forLTT

9/3)

Annexure9/9

Course Joining Report Form andBank Account Information

COURSE JOINING & BANKACCOUNT INFORMATION FORM,Content revised

Annexure9/10

Feedback Form FEEDBACK FORM, Content revised

Annexure9/11

Checklist for Reviewing andApproving Short-Term training

Combined in Annexure 9/3

Annexure9/12

Pre-Departure Briefing (PDB)Points for Short-Term Training

Pre-Departure Briefing (PDB) Pointsfor STT

Approval letter for STT

Annexure9/13

Joining Report Upon Completionof Training (Both LTT & STT)

JOINING LETTER UPONCOMPLETION OFSTUDIES/TRAINING

Annexure9/14

Training Report Form (Annexure9/14) to be attached withJoining Report Form Annexure9/13

STUDY/TRAINING REPORT FORM

Annexure9/15

Calculation of Rural PostingWeightage A & B

Same but added guideline forcalculating Rural Posting andSeniority weightage

Annexure9/

NA Training Gap Requirement for STTand LTT

Schedule no. Title Page no.

RATES OF DAILY SUBSISTENCEALLOWANCE AND STIPEND FOR HRDPROGRAMMES IMPLEMENTED IN-COUNTRY

Schedule 9(a)

HRD NOMINATION FORM (To be filled in bycandidate and submitted to HR Officer)

Schedule 9(b)

HRD NOMINATION REVIEW FORM (To be used byHRO for processing the training approval)

Letter of Award

Schedule 9(c)

SCHOLARSHIP SELECTION CRITERIAStep 1 Shortlist

Schedule 9(d)

SCHOLARSHIP SELECTION CRITERIAStep 2 Viva voce

Schedule 9(e)

LONG TERM STUDY UNDERTAKING

Schedule 9 (f) COURSE JOINING & BANK ACCOUNTINFORMATION FORM

Schedule 9(g)

FEEDBACK FORM (STT & LTT)

Schedule 9(h)

Pre-Departure Briefing (PDB) Points for STT

Schedule 9 (i) Approval letter for STT

Schedule 9 (j) JOINING LETTER UPON COMPLETION OF STT

Schedule 9(k)

JOINING LETTER UPON COMPLETION OF LTT

Schedule 9 (l) STUDY/TRAINING REPORT FORM

Schedule 9(m)

Calculation of Rural Posting Weightage

Schedule 9(n)

Training Gap Requirement for STT and LTT

SCHEDULE 9(a)

GUIDELINE FOR IMPLEMENTING SHORT-TERM HRDPROGRAMMES

Procedures to be followed by Agency:

Planned HRD Programmes(RGoB funded/Project tied donor funded/cost

sharing programmes)

Adhoc Offers

HR Division/Services shall review ApprovedAnnual HRD Plan and develop and presentimplementation work plan to HRC forapproval.(Agency to ensure all HRD programs withbudget under the Formal Training (OBC 45.01)are included in the Annual HRD Plan anduploaded in the Agency’s website within twomonths from the budget approval date)

HR Division/Services shall receive(acknowledge), review anddistribute training offers.

Department/Division/Sector nominates acandidate(s) along with the form (Schedule9/3 a& b)

Department/Division/Sectornominates a candidate(s) alongwith the form (Schedule 9/3 a& b)

HR Division/Services reviews nominationand submits to HRC for approval(Schedule 9/11).

HR Division/Services reviewsnomination and submits to HRCommittee for approval(Schedule 9/11).

HR Committee approves nomination. HR Committee approvesnomination.

HR Division/Services issues Approval Lettergenerated from CSIS, upon online verificationof Security and Audit Clearance Certificateswith a copy to Accounts Division/Services forpayment of 80% entitlements.

HR Division/Services issuesApproval Letter upon receipt oforiginal copies of Security andAudit Clearance Certificates with acopy to AccountsDivision/Services for payment of80% entitlements.

HR Division/Services provides detailed Pre-departure Briefing (PDB) to candidate(Schedule 9/12).

HR Division/Services providesdetailed Pre-departure Briefing(PDB) to candidate (Schedule9/12).

HR Division/Services monitors timelycompletion and reporting to agency.

HR Division/Services monitorstimely completion and reporting toagency.

HR Division/Services facilitates sharing ofknowledges/experience by candidate whereapplicable.HR Division/Services issues instructions toAccounts Division/Services for payment of20% balance entitlements afterreceiving/reviewing Joining Report alongwith Training Report and Feedback Formfrom candidate(s) Schedule 9/13,9/14 &9/10.

HR Division/Services issuesinstructions to AccountsDivision/Services for payment of20% balance entitlements afterreceiving/reviewing JoiningReport along with TrainingReport and Feedback Formfrom candidate(s) Schedule9/13,9/14 & 9/10.

HR Division/Services updates record in CSIS HR Division/Services updatesrecord in CSIS

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SCHEDULE 9 (b)RATES OF DAILY SUBSISTENCE ALLOWANCE AND STIPEND FORHRD PROGRAMMES IMPLEMENTED IN-COUNTRY

A. Leave during in-country Institute-based and in-house training:1. Entitled to annual vacation and holidays as per the schedule of the

Institute and the stipend shall be paid.2. For Continuing Education (Section 9.7.1.3), study leave shall apply

as follows. However, they shall not eligible for DSA/Stipend:1.1 Term examination preparation – one week2.1 Trial examination preparation – one week3.1 Final examination preparation – two weeks4.1 Actual Examinations – As per schedule

B. The tuition fee and administrative cost, if any, shall be paid directly tothe training institute by the funding Agency concerned.

C. Payment of TA and DA for travel to and fro as per the rates andsubject to other relevant rules;

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SCHEDULE 9 (c)HRD NOMINATION FORM

(To be filled in by candidate and submitted to HR Officer)

I. Particulars of Candidate (verify and tick following information):Employee ID No.:

………………………..……..........Name:

……………………...………………

Citizenship ID No.:

…………………...…………………

Position Title & Level:

…...…………...……………………

Agency & Work Location:

……………...………………………

Major Occupational Group:

……………...………………………

Superstructure:

……...………………………………

Date of Birth (dd/mm/yyyy):

……...………………………………

Age as of commencement date:

……...………………………………

Qualification:

…………...…………………………

Date of Initial Appointment:

……...………………………………

RCSE status (select with year/non select):

…………...…………………………

EoLHistory: ………………………………………

SecondmentHistory:

………………………………………

II. Past LTT and STT availed (tick if correct and add if information is missing):

Assurance

Course Title Institute/City/Country

Start Date(dd/mm/yyyy)

Duration

Source ofFunding

III. Division output and activities as per IWP:………………………………………………………………………………………………………………………………………………………………………………………………………………………

IV. Supporting documents for study/training (please tick and fill in whererelevant):

Valid Security Clearance CertificateReference No…………….….. Date ………………;

Valid Audit Clearance CertificateReference No……………….….. Date ………………;

Medical Fitness Certificate issued by a competent RGoB medicaldoctor

Reference No……………….….. Date ………………;Academic transcripts (for LTT);Letter of Acceptance from the Institute/confirmation of enrolment(CoE);Course content and schedule from the Institute (and for PhD, fieldvisit workplan);Assurance of funding from sponsor (if private/self funding, openscholarship or University scholarship);Any other document that may be required as per announcement:

○ ……………………………………………….......

○ ……………………………………………….......

○ ……………………………………………….......

V. Details of Study/Training proposed as of Confirmation of EnrolmentLetter/Acceptance letter from Institute:

a. Course Title: ……………………………………………….......

b. Institute: ………………………………………………..........

i. City: ………………………………………………..........

ii. Country: ………………………………………………..........

c. Commencement Date and Duration:

………………………………………..

d. Study/Training Category (STT/LTT):

…………………………………..........

e. Source of Funding: ………………………………………………..........

VI. I as the nominee of the Study/training assure that (please tick to assure) I:

Have checked above information and are correct;Shall learn optimally to acquire knowledge and skills for thebenefit of Agency/Country/individual;Shall maintain Code of Conduct at all times at the Institute;Shall refrain from engaging in political, criminal or commercialactivity;

Shall return immediately and report to the Agency (for STT)/RCSC(for LTT) with Joining Report and certificate after completion ofStudy/training;Shall submit a Study/training Report containing a concisedescription of the subjects studied and a proposal for utilisation ofthe acquired knowledge and skills in discharging my day-to-dayresponsibilities in the Agency.

Date: (Signature of the Candidate)

Note:● For ex-country Study/training (STT & LTT) and in-country LTT, the

original documents and a copy of Citizenship Identity Card are to beretained with Agencies.

● For in-country short-term training, candidates are not required toproduce Security Clearance Certificate, Audit Clearance Certificate &Medical Fitness Certificate.

● Agency shall process the application after verifying the information inCSIS, therefore, the candidate should check their CV in CSIS andassure its correctness.

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SCHEDULE 9 (d)

HRD NOMINATION REVIEW FORM(To be used by HRO for processing the training approval)

I. Checklist on eligibility for STT only (please tick to assure)

Completed probation period. Exception for in-countryprofessional development short-term programmesCandidate is a regular civil servant and not on contract service(unless otherwise stated in the contract agreement)The programme is relevant to work and position levelThe programme nominated for is aligned to Superstructure/theCompetency Framework and Annual HRD PlanFrequency of Study/training availed by the candidatenominated is rationalizedEnsured minimum training gap requirement after availingSTT/LTT as specified in Schedule ….???Has at least six months to serve before superannuationHas not been selected for another HRD programmeHas not discontinued a training programme to whichpreviously nominated for reasons within candidate’s controlScholarships granted previously were not terminated by theGovernment for violation of training and/or other related rulesand regulationsVerified Acceptance/Invitation Letter from InstituteVerified InstituteVerified Course contentVerified EoL HistoryVerified Secondment HistoryVerified Security clearance validityVerified Audit clearance validityVerified Medical CertificateAny other Eligibility criteria specified in BCSR

○

II. Checklist on eligibility for LTT only (please tick to assure)Candidate is a Bhutanese citizen;The programme is relevant to work and position levelThe studies proposed leads to greater specialization (aligned toSuperstructure/the Competency Framework/Annual HRDPlan;

Candidate is 45 years of age or below at the time ofcommencement of the LTT;He has completed Training gap requirement as per Schedule…...Frequency of Study/training availed by the candidatenominated is rationalizedThe proposed LTT is his …….. (1st/2nd/3rd LTT) and does notexceed three in-service LTT in the entire service period or untilhe attains 45 years of age, whichever is earlier;Candidate has rendered …… years of service○ A minimum of two years of service, excluding the probation

period at the time of commencement of course to avail aLTT for the graduates selected through Bhutan Civil ServiceExaminations (BCSE)].

○ Every other category besides those covered under Section??? shall serve a minimum of four years excluding theprobation period at the time of commencement of course;

○ A civil servant who availed Bachelor degree while in service,shall be eligible for next LTT after serving two years only,provided he has already completed one year probation andis selected through BCSE;

○ Exception to this??? section shall be made for Clinicalservices only for pursuing specialization programmeprioritized by MoH for which there is critical shortage;

Candidate has a Bachelor’s Degree and selected through BCSEor in PMC level to be eligible for pursuing postgraduate degree;Candidate has successfully completed Class XII for pursuingBachelor’s Degree and Diploma. However, exception shall bemade for civil servants who have joined before 2nd September2007. They should meet the following criteria to be eligible forLTT:a. Bachelor’s Degree:

i. Class X + minimum of two years Diploma from in-country institutes + minimum of five years in theservice;

ii. Class X + minimum of two years certificate coursefrom in-country institutes + one year diploma from inor ex-country + minimum five years of experience;

iii. Class X + minimum of two years certificate course fromin-country institutes + minimum six years of service;

b. Diploma:i. Class X + Certificate (minimum one year) from in-

country institutes + a candidate must reach a minimum

Position Level of S1A or should have served minimum ofsix years of service in the Government.

Has not been selected for another HRD programmeHas not discontinued a training programme to whichpreviously nominated for reasons within candidate’s controlHas no record of failing previous LTTScholarships granted previously were not terminated by theGovernment for violation of training and/or other related rulesand regulationsVerified Acceptance/Invitation Letter from InstituteVerified InstituteVerified Course contentVerified Fulfillment of Minimum Years of ServiceVerified Number of training AvailedVerified EoL HistoryVerified Secondment HistoryAny other Eligibility criteria specified in BCSR

III. Assurance from Agency for approving the Nomination for LTT &STT (please tick to assure)

The Agency shall not ask for additional staff as replacementexcept for candidate pursuing for Bachelor degree whereagency can seek replacement (tick for LONG TERM HRDPROGRAMMES only)The Agency shall monitor and ensure candidate’s return toBhutan immediately after completion of study/trainingThe Agency shall ensure all HRD programmes are updated inthe CSISThe Agency shall carry out M&E periodically to evaluate impactof the Study/training on performance of the candidate andoffice respectively

IV. Approval of the HR Committee:

HRC no. ……………………… date:............................................

HRC Decision with rationale:…………………………………………………………………………………………

………………………………………………………………………………………………

………………………………………………………………………………………………

……

………………………………………………………………………………………………

………………………………………………………………………………………………

The HRC members including the following officials countersigning this formshall be accountable and liable for administrative action in case nomination isprocessed in violation of BCSR.

The following officials countersigning this form shall be accountable and liablefor disciplinary action in case the assurance committed in section III are notfulfilled.

Processed by (Signature)Name of HR OfficerDate:

Verified by (Signature)Name & Position TitleSeal of the Head of HR Services/DivisionDate:

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SCHEDULE 9 (e)LETTER OF AWARD

RCSC/HRDD-13/….../ Day MonthYear

Track ID: LTA-.......

Head of the AgencyAgency nameLocation

Subject: Letter of AwardMadam/Sir,

The Royal Civil Service Commission on behalf of the Royal Government ofBhutan is pleased to approve the candidature of name, position title, EIDNo. …... of your Agency to pursue his/her1st/2nd/3rd Long Term Training,as given below:

Name of the Course : PhD/Master/………... in……………………………

Institute & Country : …………… (University/Institute, State,Country)

Mode of Study : …………..….. (Full Time/Mixed Mode)Start & End Date : ………… (Month Day, Year to (Month Day,

Year)Duration : …..... Years ….... Months ….... days

Funding Agency : .........................No. of LTTs availed : …………… (1st LTT/2nd LTT/3rd LTT)

The Royal Civil Service Commission has approved Study Leave with Pay forthe duration of his/her studies as per Section ….. of BCSR 2017.

Kindly instruct the candidate to contact this Secretariat for Pre-departureBriefing and executing Legal Undertaking on …....

Thanking you,

Yours faithfully,

(..............)Director, RCSC

Cc:1. Chief HRO, Agency, location for your kind necessary action.2. Candidatename, position title, working agency.3. P/F

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SCHEDULE 9 (5Scholarship Selection Criteria

Step 1 Shortlist (out of 100 points)

Criteria Factors Weightage Marks

PERFORMANCE SCORE

Recent 2 years 40

RURALPOSTING

Should have served at least 10 months inone particular Gewog. Score based onSCHEDULE 9 (15 of BCSR 2012.For PG courses, counted after entry into PMC■ through BCSE or■ appointment with Bachelor at the time of

entry to civil service.

5

SENIORITY

Should have served at least 6 months.For PG courses, counted after entry into PMC■ through BCSE or■ appointment with Bachelor at the time of

entry to civil service.

5

ACADEMICACHIEVEMENT/ACADEMIC MARKS

PhD: Master & BachelorMaster: Bachelor & Class XIICertificate (Mandatory programmes: 2 mostrecent qualification

40

Individualachievementrecords(Countedafter entryinto CivilService)

● Leadership - 2.5Eg. Officiating more than one month,team/task force leader with evidence ofcompletion of assignment, etc.● Voluntarism/Community

service/Extracurricular activities - 2.5● Publication/Research (peer reviewed) - 2.5● Professional Recognition - 2.5Eg. task force member with evidence ofcompletion of assignment, Civil ServiceAward (bronze/silver medal), etc.

10

TOTAL 100

Name & Signature of Administrative Officer(Computed by) Date:

Name & Signature of Focal Officer(Verified by) Date:

Note:● The marks obtained during the shortlist shall not be carried forward

to the final selection interview.● Marking for the above documents shall be considered only after entry

into the Civil Service.● For civil servants who got Bachelor degree qualification through in-

service programme, their individual achievement shall be countedfrom the date of appointment after getting selected through BCSE.

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SCHEDULE 9 (5Scholarship Selection CriteriaStep 2 VIVA VOCE

Criteria Factors Weightage Marks

GeneralCompetency

● Language proficiency -5● Pursuit of continuing learning - 10● Presentation (Communication and

Comprehension) skills- 10○ Content○ Organisation of thoughts○ Clarity in expression○ Analytical ability

● General awareness - 5

30

Professional andPersonalLeadershipattributes

● Planning skills● Self-management and adaptability● Acting with integrity and engaging

responsibly with risk● Ethical practice● Creating and maintaining productive

working relationships and associations● Knowledge sharing and transfer● Problem-solving and relationship-building● Managing for results● Influencing others and negotiating

effectively● Inclusive participation and ownership● Identifying and managing change● Ability to create and communicate a vision● Leading by example and inspiring others

35

Potential ● Strength of rationale for selecting studyprogram

● Anticipated individual outcomes● Strength of relationship of study program to

current and future work experience● Anticipated

institutional/disciplinary/occupationaloutcomes

● Strength of relationship of study program tohome country’s development priorities

● Anticipated benefits to home country

35

TOTAL 100

Name & Signature of MemberDate:

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SCHEDULE 9 (6LONG TERM STUDY UNDERTAKING

(A candidate approved to avail LTT on study leave shall sign an undertakingwith the RCSC in the prescribed format. Clauses may be revised/added

depending on the cost of scholarship and the criticality of specialization asspecified in the scholarship announcement)

I, ................................................................................, EID No………………..…………..…………..., hereby undertake to pursue the approvedcourse as specified in the Letter of Award No RCSC/HRD-.….../…..…/..……dated ………………………, hereby accept the study leave/offer of scholarshipfrom Royal Government of Bhutan to pursue the approved course asspecified in the Letter of Award and agree to abide by the followingconditions:

Name of the Course : PhD/Master/………... in……………………………

Institute & Country : …………… (University/Institute, State,Country)

Mode of Study : …………..….. (Full Time/Mixed Mode)Start & End Date : ………… (Month Day, Year to (Month Day,

Year)Duration : …..... Years ….... Months ….... days

Funding Agency : .........................No. of LTTs availed : …………… (1st LTT/2nd LTT/3rd LTT)

1. I shall strive for academic excellence as the primary objective of studyleave is to learn. Further, my academic performance during the studyleave shall form part of my performance appraisal for promotion and/orany HR action.

2. I shall abide by all rules and regulations of the Royal Government andthe institute concerned and conduct myself in a manner befitting mystatus and acceptable to the University/Institute.

3. I shall refrain from engaging in political, criminal or commercial activity.4. I shall refrain from giving expressions and statements on sensitive policy

matters on national or international affairs including written or oralstatement without specific prior approval of the Government on suchissues.

5. I shall submit a Course Joining Report (signed & sealed by theUniversity) to RCSC at [email protected] and my Agency within onemonth from the course start date.

6. I shall submit periodic semester/progress reports (signed & sealed by theUniversity) to RCSC at [email protected] and my Agency.

7. I shall seek prior approval of the implementing Agency beforeundertaking field trips that are part of the course requirement:7.1. The maximum duration of field trip is fixed at two weeks in a

year. However, exception shall be made for medical coursesin which case the duration of field trip is fixed at three weeks in ayear;

7.2. The application and the programme for such field trips shall besigned and certified by the Institute;

8. I shall not take any leave during study leave.9. I shall not take up additional course(s).

10. I shall not change course/degree or Institute.11. I shall be called back and study leave shall be terminated/cancelled if:

11.1. My conduct is not in conformity to the BCSR and/or to theUniversity rules;

11.2. My performance is unacceptable to the Institute, the Agencyconcerned and/or the RCSC;

11.3. Do not fulfill the attendance and other requirements stipulatedby the Institute; and/or

11.4. I am unsuccessful in completing the approved course for reasonssuch as:11.4.1. Poor academic performance11.4.2. Academic misconduct (Plagiarism)11.4.3. Not taking the required course module/unit11.4.4. Poor/inadequate attendance

12. I shall complete my studies, return to Bhutan and report to the RCSCwithout fail within two weeks (including weekends and governmentholidays) from the course end date as per Letter of Award

13. When reporting to the RCSC, I shall submit the the following:13.1. Joining Report Form along with the Study report Form

describing courses/subjects covered during the study andproposal on how the knowledge and skills gained from the coursecan be utilised to further improve the effective delivery of servicesof the Agency;

13.2. Feedback form;13.3. Consolidated academic transcript/Certificate as evidence of

successful completion of the course; and13.4. Thesis/Research copy with consent letter with a summary of the

research to share with relevant agency, if research based.14. I shall not be eligible for any HR action such as promotion, training, EoL,

etc (same as while I am on study leave) until documents specified inClause 13 are submitted to the RCSC.

15. I shall not take any form of leave until I complete the reporting procedurespecified in clause 12 and 13.

16. I shall serve the Royal Government of Bhutan as a civil servant for aminimum of ……... years or double/triple the approved duration of thecourse after completion of my study or be liable to refund whichever ishigher of the following based on study obligation category specified insection 9.7.7 of BCSR 2017/18:16.1. Refund …….. double/triple the cost of course which includes any

concession/discount received by the RGoB from the sponsoringinstitute/country; or

16.2. Refund amount equivalent to the cost of sending another personto undergo the same course as my replacement; or

16.3. Forfeit post retirement benefits (except individual’s contributionto PF).

17. I shall be liable for administrative and/or financial penalty if I deviatefrom the this Undertaking as per Section 9.7.7 and ….. of BCSR 2017 oras prescribed in clause 16, whichever is higher.

18. After completion of study and joining the office, I shall maintain traininggap as prescribed in Schedule ….. of BCSR 2017.

19. After completion of study and joining the office, I shall serve atleast equalthe duration of my studies to be eligible for transfer or open competitionfor position outside my agency or MoG.

Additional clauses for IAS20. As an exception for IAS program,:

20.1. I shall be entitled to full salary for the entire course;20.2. I shall be eligible for promotion if it is due during Phase II of the

course where I am physically present in an agency/attached toagencies approved by the RCSC;

20.3. My 36 months of study leave with pay shall not be affected bythis study period;

20.4. I shall be eligible for next LTT/STT immediately upon completionof the course without having to fulfill the study/training gap;

20.5. I shall Inform working agency and seek approval of the RCSC forDistrict Attachment during Phase II;

Additional clause for IAAS21. As an exception for IAAS program:


Additional clauses for IRS22. As an exception for IRS program:

22.1. I shall be allowed to pursue Master’s Degree soon aftersuccessful completion of this study. Similarly, I shall also beallowed to avail STT without having to maintain a STT/LTT gapof six months;


23. As an exception ……..

I hereby do confirm that I have been briefed on above terms and conditionsand I have understood them, including the implication and consequences ofdeviating from them. In particular, I understand that in the event that I donot adhere to any one of the above stated terms and conditions, theguarantor and/or I shall be liable for prosecution in the Court of Law as perthe Undertaking and/or provisions of the laws of the RGoB.

Caution: This is an important legal document and therefore, should beexecuted after clearly understanding all the responsibilities, liabilitiesand implications.

Sd /-Place: (Affix Legal Stamp)Date: Signature ofcandidatePhone no.:Email address: ……………….…………………….(any update/ information related to your study shall be shared using email addressand phone number reflected in this undertaking. Therefore, RCSC shall not beresponsible for non receipt of information if the email address/phone no. is changedor if wrong email/phone no. is given)

Caution: This is an important legal document and therefore, should beexecuted after clearly understanding all the responsibilities, liabilitiesand implications.

I hereby do confirm that I have been briefed and understood above termsand conditions and in the event of any failure on the part of………………………………………….. (candidate name) to abide by thisundertaking, I, ………………………………………….…...…. CID No.…………………………….………. (attach a copy), ……………...…….………(relationship with the candidate) of the candidate, as the guarantor hereby

undertake to refund to the Government the stipulated amount within 90days from the day the office order is issued to effect relevant Clauses of thisundertaking or be liable for prosecution in the Court of Law as per theprovisions of the laws of the RGoB.

Sd /-(Affix Legal Stamp)

Signature of guarantor

Name of Guarantor:………………...………………..Place:Date:

Occupation: ………………………...……………….Current Address: …………………………….…….Phone no. :……………………………….…………..Email address: ……………….…………………….(any update/information related to your study shall be shared using email addressand phone number reflected in this undertaking. Therefore, RCSC shall not beresponsible for non receipt of information if the email address/phone no. is changedor if wrong email/phone no. is given)

Witness: ……………………….(Name and signature)

Briefed by and undertaking signed in the presence of:

Signature(Official Stamp)Date:-------------------------------------------------------------------------------------------------

SCHEDULE 9(9

Chief HR OfficerHRD DivisionRoyal Civil Service CommissionThimphu.

Subject: COURSE JOINING & BANK ACCOUNT INFORMATION FORM

Sir/Madam,

Ref: Letter of Award No: ………………………………………….….. Dated:……………….

I have joined the Institute on…………..……………………………….………….. asper details below:

Course title:

Institute:

No. of semesters per year:

Course contents:

(list all, if the space provided is not sufficient, use a separate sheet)

●●●●●●

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- -(This section to be completed by candidate only if the funding is from RGoB)

I have opened the following bank account for payments of stipend andallowance.Complete Address of the Bank:Bank Account No. :BSB No. (if applicable) :Swift Code :

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- -

(COUNTERSIGN BYINSTITUTE)

(Signature of candidate) (Course Supervisor/Head ofInstitute)Name: (Signature with official seal)EID: Name:Position Title: Phone no.:e-mail: e-mail:

-------------------------------------------------------------------------------------------------

SCHEDULE 9 (10FEEDBACK FORM (to be completed by a candidate after availingstudies/training)

Course Title: …………………………………………………………….Institute name: ………………………………………………………….

Particulars StronglyAgree Agree Neutral Disagree Strongly

Disagree

I found the course relevant

I recommend sending morecandidates for this course

I found the institute mostsuitable for this course

Resource Persons were highlyknowledgeable

Services and facilities were verygood

Institute had conduciveenvironment for learning

I recommend sending morecandidates to this institute

I did not have any issuereceiving my results/transcriptson time

I found the course very practical

List most useful module/unit ofthe course and describe why?

Any other observation orrecommendation

Thank you for completing this form.

SCHEDULE 9 (12STT APPROVAL LETTER

RCSC/HRD/….../ Day MonthYear

Track ID: LTA-.......

HeadWorking Agency nameLocation

Subject: Approval LetterMadam/Sir,

The Agency Name on behalf of the Royal Government of Bhutan is pleasedto approve the candidature of name, position title, EID No. …... of yourAgency to pursue following short term programme:

Name of the Course : ……………………………………Institute & Country : …… University/Institute, State, CountryStart & End Date : …… Day Month Year to Day Month YearDuration : …. Months ….daysFunding Agency : ……

Kindly instruct the candidate to contact HR Division/Services for Pre-departure Briefing and to collect the Official Passport.

Thanking you,

Yours faithfully,

(..........)Chief HROHR Division/Services

Cc:1. Accounts Officer, Agency, locationfor release of entitlements (if

applicable).2. Candidatename, position title, working agency.3. P/F

-------------------------------------------------------------------------------------------------

SCHEDULE 9 (13 (a)


Subject: Joining Report Upon Completion of STT

Sir/Madam,

As per the Approval Letter no. ........................................................... dated....................., the undersigned has successfully completed the training andhereby would like to report to the Agency on……..…….…(dd)…….…………(mm)…………...…(yy).

The following documents are attached herewith (Please tick):Training Report containing following:

○ Describing courses/ subjects covered during the training○ Proposal on how the knowledge and skills gained from the

course can be utilised to further improve the effective deliveryof services of the Agencies

Feedback Form (Schedule …..); andCertificate (if applicable)

Thanking you

Yours faithfully

(Signature of candidate)Name :EID :Position Title :Agency :

-------------------------------------------------------------------------------------------------

SCHEDULE 9 (13 (b)


Subject: Joining Report Upon Completion of LTT

Sir/Madam,

As per the Letter of Award no. ........................................................... dated....................., the undersigned has successfully completed the long termstudy and hereby would like to report to the Agency on……..…….…(dd)…….…………(mm)…………...…(yy).

The following documents are attached herewith (Please tick):Study/Training Report containing following:

○ Describing courses/ subjects covered during the study○ Proposal on how the knowledge and skills gained from the

course can be utilised to further improve the effective deliveryof services of the Agencies

Feedback Form; andCertificate/Consolidated transcript from the Institute (evidence ofsuccessful completion of course)Thesis/Research copy with consent letter to share with relevantagency (if research based)

Thanking you

Yours faithfully

(Signature of candidate)Name :EID :Position Title :Agency :-------------------------------------------------------------------------------------------------

SCHEDULE 9 (Training gap requirement for availing short-term training and long-term training . However, the HRC shall rationalize the frequency:

Recent Programme availed Proposed Programme Gap

In-country Short-term trainingIn-country/Ex-country Short-termtraining

Not required

In-country Short-term trainingIn-country/Ex-country Long-termtraining

Not required

Ex-country Short-term training In-country Short-term training Not required

Ex-country Short-term training:● Certificate courses● Counterpart training● Attachment and Internship● Study Tour/Institutional

visits

Ex-country Short-term training:● Certificate courses● Counterpart training● Attachment and Internship● Study Tour/Institutional visits

6 months


visits

Ex-country Short-term training(exceeding 5 days):● Inspection visits/Procurement

visits● Seminar/Workshops● Conferences/symposium/forum/

meetings

6 months


visits

Ex-country Short-term training (5days or less duration):● Inspection visits/Procurement


meetings

Not required


visits

In-country/Ex-country Long-termtraining

6 months

Ex-country Short-term training Ex-country Short-term training: 6 months

(exceeding 5 days duration):● Inspection

visits/Procurement visits● Seminar/Workshops● Conferences/symposium/for

um/meetings

● Certificate courses● Counterpart training● Attachment and Internship● Study Tour/Institutional visits

Ex-country Short-term training(exceeding 5 days duration):● Inspection


um/meetings

Ex-country Short-term training(exceeding 5 days duration):● Inspection visits/Procurement


meetings

6 months



um/meetings



meetings

Not required



um/meetings


6 months

Ex-country Short-term training(5 days or less duration):● Inspection


um/meetings


Not required


visits/Procurement visits


visits

Not required

● Seminar/Workshops● Conferences/symposium/for

um/meetings

● Seminar/Workshops● Conferences/symposium/forum/m

eetings



um/meetings


visits● Seminar/Workshops● Conferences/symposium/forum/m

eetings

Not required



um/meetings


Not required

In-country/Ex-country Long-term training


1 year




meetings

1 year




meetings

Not required

In-country/Ex-country 1stLong-term training

In-country/Ex-country 2nd long-termtraining

Twice theduration of

the firstlong-termtraining.

In-country/Ex-country 2ndLong-term training

In-country/Ex-country 3rd long-termtraining

Thrice theduration ofthe secondlong-termtraining.

chapter 9: in-service human resource development · chapter 9: in-service human resource...

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