course offered by ggsu presented by a rama min of environment (2131947) & f k yarroo min of...

CONDITIONS OF SERVICE

COURSE OFFERED BY GGSUPRESENTED BY

A RAMAMIN OF ENVIRONMENT

(2131947)

&F K YARROO

MIN OF HEALTH AND QUALITY OF LIFE

(5754 6786)


“There is no magic in the success of companies. The secret of their success is simply the way they treat

their employees”

(Akio Morita,

founder of Sony Corporation)


DEFINITION:

the terms and conditions governing employment of people in the Public Service

contract of employment(expressed & psychological)

employee provides his services

employer provides compensation

HISTORYBritish Administration-Establishment SecGOE (GOS & GOF) Independence Maritianisation Of The ServiceDevelopment & Economic IndependenceNeed To improve the service (modern,

dynamic and ambitious public service)Quality public OfficersResponsive Conditions of ServiceGOE- replaced by PMM (1992)HRMM (2010)

EVOLUTION OF HR CONCEPT

CommodityFactor Of ProductionGoodwillPaternalisticHumanitarianHuman ResourceRecent trends-HRD & Strategic HRM; Talent

mgtEmerging Concepts-HR Audit;

involvement; competency mapping

BENEFITS TO PUBLIC OFFICERS Security of tenure of office Pension Leave & release Passage benefits Increment & incremental credits Allowances Promotion – career path Scholarships – Paid study leave Missions abroad Extra Remuneration

INSTRUMENTS REGULATING CONDITIONS Constitution PSC Regulations Official Secrets Act Pensions Act Workmen’s Compensation Act Employment Relations Act Employment Rights Act Public Officers Protection Act Public Officers Welfare Act The widow’s and Children’s Pension Act Civil Service Family Protection Scheme Board Act The Occupational Safety and Health Act Public Bodies Appeal Tribunal Act Equal Opportunities Act HRMM PRB Reports Circulars


LEAVE

LEAVEGENERAL

Leave is generally a privilege Defined as an approved period of absence of an

employee (PRB) It intends to give a break from duty and to provide

for recreational, recuperation and other purposes Leave is approved subject to the exigencies of the

service Exceptions Granted to officers holding substantive

appointment or having served for at least 12 months continuous service

LEAVE (CONT)

TYPES OF LEAVES ANNUAL LEAVE (not holding substantive

appointment) CASUAL LEAVE (for brief absences) VACATION LEAVE (longer break from duty

for physical & mental resourcing. On & Off; Over & above- procedures; leave prior to ret-EOAC)

STUDY LEAVE WITH PAY – for in service training or open scholarship considered as such – priority fields of study (HRMM for conditions)

LEAVE (CONT) LEAVE WITHOUT PAY (different purposes: for

higher studies; for private purposes; to take consultancy; to run a business; to take up employment; overseas posting; to accompany spouse; for emigration purposes; for female officers’ subsequent confinements after 3rd one; for sickness (abroad etc); adoption

SICK LEAVE (N/E – Subst & Non Subst + Part Timers; Bank; Unutilised; Sickness abroad; Advance; Refund; Medical Board; Retirement on Med Ground; Retirement in the interest of the public service; Resignation & Demise)

LEAVE (CONT)

MATERNITY LEAVE SPECIAL LEAVE (eg birth to >2 children /

sportsmen/ artists) PATERNITY /PARENTAL ( child birth /

demise of wife ) ADOPTION LEAVE (adoption of child –

varying from 1 to 12 wks) INJURY LEAVE (Non-Substantive holders =

15 + 180 against MC from Police Medical Officer or Govt Med Off)

LEAVE (CONT)

Absence without permission or reasonable excuse

&Failure to resume duty in time

= absence WITHOUT AUTHORISATION

=To be dealt with i a w Regulations (reg 42 /

43)


PASSAGE BENEFITS

PASSAGE BENEFITS

HISTORYBritish administrators-to pay visits to

their familiesUnions fought for extension to Mauritians.

Passage Assistance up to 31.12.73

Passage Credits - 1.1.74 to 30.6.77

Air Mileage Credits -1.7.77 to 31.7.87

Passage Benefits as from 1.8.87

PASSAGE BENEFITS (CONT)ELIGIBILITY

As from 1 January 2013: Be on PPE (confirmed) Drawing a min basic salary of Rs 24425

PM OR Reckoning at least eight years’ service

(LOS- from DJS and paid from public funds irrespective of the capacity in which employed.

Minimum – Rs 11 000 to be able to use RATE- 5% of gross salary annually

PASSAGE BENEFITS (CONT)NON ELIGIBILITY PERIOD FOR PBENEFIT

1. vacation leave; 2. vacation leave taken as casual leave; 3. sick leave in excess of 21 working days in any

calendar year; 4. accumulated sick leave taken prior to retirement; 5. leave without pay; 6. injury leave; 7. maternity leave/adoption leave/parental leave; 8. study leave with or without pay; 9. interdiction; and 10. probationary period

PASSAGE BENEFITS (CONT)USES

For travel purposes (self / immediate family members/ mother / father)

To meet the costs of other expenses in connection with their travel

For medical treatment for (self / immediate family members - overseas)

to meet fees i c w SC and HSC examinations for wards (even if the balance standing to one’s credit is < Rs 11,000 )

Inland Hotels & Recreational resorts

PASSAGE BENEFITS (CONT)USES (Cont)

At time of retirement the monetary value of all passage benefits standing to one’s credit is payable

On the death of an officer, the monetary value of all accumulated passage benefits shall be paid to the heirs.

Cash at the rate of 90 %

NOTE :Travels cancelled shall, immediately, be notified in writing to Sup Officer & the Acc Gen


APPOINTMENT AND PROMOTION

APPOINTMENT AND PROMOTION (CONT)

POWERS OF THE SERVICE COMMISSIONS

Under the Constitution, the power to: Appoint persons to hold an office in the

Public Service; To appoint in an acting capacity in any

office in the Public Service; To confirm in an appointment; To exercise disciplinary control ; and To remove such person from service, is vested in the appropriate Service

Commissions


MEANINGS: conferment of an office of emolument in the public

service grant of permanent and pensionable terms (may be

transfer also – PPE) engagement in a public office of a person on contract

terms permanent transfer to an office in the public service

(reg 25) transfer of an officer serving in one public office to

another office (approved service) – reg 25 (2) appointment of a public officer to act

PSC Should maintain a high standard of efficiency while making appointment & promotions– reg 14 (1)


TYPES OF APPOINTMENT:Casual AppointmentTemporary AppointmentActing AppointmentAppointment on Probation

(substantive)Supernumerary Appointment

(additional)Contract AppointmentConcurrent Appointment

(simultaneous)


TYPES OF APPOINTMENT (Cont): Permanent Appointment (PPE / confirmation)

Capacity building (unavailable grades fixed contract –procurement system)

Service to Mauritius(MOFED- competencies not available inside. They have knowledge but lack experience)

Work placement (from National Empowerment Foundation)

APPOINTMENT AND PROMOTION (CONT) AGE LIMIT FOR APPOINTMENT

40 YEARS MANUAL GRADES- 48 YEARS

CRITERIA USED FOR APPOINTMENT (reg 14)

QUALIFICATIONS: (As per the Scheme of service)

EXPERIENCE: Determined by the Officer’s length of service and Knowledge and practically having performed the duties

MERIT: Assessed on the basis of the PAF, Ad-Hoc and Special Reports /report on fitness for promotion)

SENIORITY : (as per PSC Regulations as mended)

ACTING APPOINTMENT(REG 22) RO seeks approval from the appropriate Service Commission

or RO approves under delegated powers (PSC Circular 2011)

ELIGIBILITY PERIOD a continuous period of seven days(inc sat, sun & PH) Supervising officers & workmen’s group even 1 day

QUANTUM OF ACTING ALLOWANCE PAYABLEThe difference between salary drawn and the initial or flat

salary of higher post or

Three increments worth at the incremental point reached If not fully qualified – allowance is paid at the rate of 80 %

PROMOTION

MEANING:Means the conferment upon a person of a public office to which is attached a higher salary or salary scale than that attached to the public office to which he was last substantively appointed or promoted

PROMOTION(CONT)Salary on promotion: Promotion should normally be marked by 3 increments Initial or 3 increments at the point reached in the scale Where appointment is made from inside and outside

candidates, inside candidates get 1 increment Senior officer gets appointed directly and junior officer

indirectly, senior officer's salary should be adjusted to bring them at par

Officers who have drawn LSI gets an aggregate of 3 increments inclusive of the LSI

Officers who have drawn top and allowed to progress beyond top in Master Scale gets a max of 3 excluding those drawn in MS subject to max of higher salary scale


SCHEME OF SERVICE

SCHEME OF SERVICE

GUIDELINES: MINISTRY DEPARTMENT TITLE OF THE POST- as per CEO SALARY- as per CEO EFFECTIVE DATE: as from date of prescription QUALIFICATIONS: Qualifications, experience and personal skills and

abilities. Min Qual +Add Qual +Prof & Technical Qual etc

DUTIES: main duties – should reflect tasks to meet organisational goals and objectives. Should be updated regularly

GENERAL OBSERVATIONS- Role and responsibilities Age Limit(ex: for trainees and Students) Training (ex: for trainees and Students) ICT / Driving License /Physical measurement

In cases of Restructure- should include an organisation chart

SCHEME OF SERVICE (CONT)

PROCEDURES FOR PRESCRIPTION OF SOS RO seeks agreement of the Minister

RO consults Staff Association and the Federation of Unions for their views and comments on the draft proposed Scheme of Service (15 day’s delay is given)

Concurrently, an advance copy is submitted to MCSA and PRB is also consulted (with copy to MCSA) on salary grading in cases of new posts or amendments having bearing on salary

SCHEME OF SERVICE (CONT)PROCEDURES FOR PRESCRIPTION OF SOS RO considers and submits to MCSA, within 5 days as

from the deadline set, the views and comments of the Staff side. Further consultations, if needed, is done by the MCSA

MCSA forwards the proposed SOS, within 5 days as from the date of the finalisation of the draft SOS , to the appropriate Service Commission for consideration and agreement.

Upon Commission’s agreement, the SOS is prescribed in its official form by the MCSA without delay


INCREMENT AND

INCREMENTAL CREDITS

INCREMENT

Salary scales and flat salaries Movement from initial to top salary point is

incremental It is a method for rewarding those who have

demonstrated adequate yearly progress and whose work and conduct have been satisfactory

Increment not a Right - It has to be earned Incremental Date is 1st January 1ST Increment is payable on confirmation Exception: Workmen’s group 1st January even not

confirmed Increment on Resumption of Duty from LWOP /

STUDY LWOP

INCREMENTAL CREDIT Incremental Credit for Experience (outside

service)

Incremental Credit for Additional Qualifications

Incremental Credit for Temporary Service (in the service)

Increment For Long Service

Increment beyond top


ALLOWANCES

ALLOWANCES (Cont)

Acting/ Responsibility Overtime Travelling Lecture n exams Uniforms On call and in attendance Funeral Grant(substantive / 1 yr’s

continuous service) – Rs 10 000 to nearest relative having borne

funeral expenses

ALLOWANCES (Cont) Meal (cyclone & unexpected retention for >3hrs- Rs

125)

Out of pocket (short official visits- Rs 160/day)

Subsistence (missions & training-allowance approved by FS)

Disturbance (to work in Rod-25% & outer islands-50%)

Inducement (professionals -50% instead of 25%)

Rent (prison/police /forest/doctors)

ALLOWANCES (Cont)

Special Duty and Extra Duty Allowance:

(to work unusually long hours for completion of assignments / reports etc by set time frame)

Not eligible for overtimePut in min of 25 excess hours monthlyApproval of SO required3 increments worth

Travelling Allowance (various types)

Car Allowance(in lieu of Duty Free)

ALLOWANCES (Cont)

Foreign Service Allowance

Entertainment Allowance

Warm Clothing Allowance

Excess Air Baggage Allowance(pg 119 EOAC)

Ad hoc allowance

ALLOWANCES

OVERTIME

ALLOWANCES (Cont) - OVERTIME

No overtime allowance to - (a) trainees, students and apprentices; (b) members of a Disciplined Force; and (c) officers drawing salary of Rs 39,275 or

more monthly.NOTEOfficers drawing Rs 39,275 to 52775: 80% of

OT rate for :Urgent tasks or for completion of work that cannot be

postponed

ALLOWANCES – OVERTIME (Cont)

RATE:

6 am -11pm: 1.5* hourly rate11 pm – 6 am: 2* hourly rateSun/ PH/ cyclones: 2* hourly rate

HOURLY RATE:

Workmen’s : annual salary (AN SAL F Y) FY/52*40

Other categories: AN SAL F Y/52*33.75


TRAVELLING

ALLOWANCES – TRAVELLING

Travelling by bus for a distance of not < 1.6 kms: (by the most economical route) as follows -

20 days (five-day week ); and 24 days (six-day week) total actual expenses for purely temporary

workers/ works on shift/roster. Teaching staff: 16 for primary & 15 for Secondary

ALLOWANCES – TRAVELLING (Cont)

walking allowance (Rs 250)- walking over 2 1/2 kilometres daily (where motorcycles or other vehicles cannot be used)

Bicycle (Rs 250) Use of bicycles on bad roads (for official

travelling - add Rs 100) Other means (Autocycle / Motor-cycle) (Rs

400) By Bus <1.6 km- eligible for 1 stage bus fare x 20

days / month

ALLOWANCES – TRAVELLING (Cont)

Commuted travelling allowance (Rs 2,200) Travel grant (Rs 6600) Travelling allowance (Rs 10 200) commuted allowance (Rs 3100) & (Rs 4350)

(Absence for a whole calendar month on approved leave with pay but not having to attend duty at all)

Mileage allowance (different rates) Fuel Allowance


RETIREMENT

RETIREMENT

Under the Pensions Act, an officer may retire as follows:

AGE LIMIT :65 YRS; AS OF RIGHT:60 to 64 +(Years);

AS A SPECIAL CASE: 55 to 59+ (Years) NOTE : Approval of Service Commission required

JUDGES:67 years

NOTE : Transition Period Dates worked out by PRB

RETIREMENT(Cont)

REACHING THE AGE OF 45: + 10 years' pensionable service (SELF

EMPL/TAKE EMPL PRIVATE SECTOR (approval of MCSA + Service Commission)

GROUND OF MARRIAGE : female officer (approval of Commission) . For benefits, need to reckon 5 yrs pensionable service)

DISCIPLINED FORCE: aggregate of 28 3/4 years -approval of DFSC

RETIREMENT(Cont)COMPUTATION:

GROSS PENSION = [No of months/600 x Last Annual Gross Salary] (/12) (FULL PENSION= 33 1/3 yrs (400 months)Example: [400/600 x 10 000 x 12] = annual GP: /12 = monthly Pension

REDUCED PENSION (option form c) =[ lump sum+ monthly pension]

LUMP SUM= (GP x 25/2) x 1/4 : EX:[(400/600 x 10 000 x 12) x 25/2 x 1/4]

Monthly Pension: 3/4 GP/12. Example: [3/4 x (400/600 x 10 000 x 12)] /12

PRB 2008: FOR OFFICERS IN POST AS FROM 1.7.08460/690 = 38 1/3 FOR FULL PENSION

Note: Judges & doctors have different denominations

REGISTRY

ACTIVITIES IN A REGISTRY Recording and circulation of Incoming

Mails General principles of Filing Temporary Files Files and Information retrieval Missing Files Weeding Procedures Security of Files Flimsy files

MAIN TASKS IN A REGISTRY Receipt of incoming mails Opening of new files Proper filing of documents Recording of movement of files Despatch of outgoing mails Providing means of identifying files Examining of files before putting them aside care and maintenance of files Ensuring compliance with security rules Tracing of missing files

COMMUNICATION

CORRESPONDENCEREPORTMINUTE

UNDERSTANDING COMMUNICATION

Two-way process of reaching mutual understanding, in which participants not only exchange (encode-decode) information, news, ideas and feelings but also create and share meaning.

In general, communication is a means of connecting people or places. In organisations, it is a key function of management--an organisation cannot operate without communication between levels, departments and employees.


In general:

COMMUNICATION is a means of connecting people or places. In organisations, it is a key function of management.An organisation cannot operate without communication between levels, departments and employees .


Components of communication:SenderReceiverContent of MessageContext ( non verbal communication - expressions;

gestures;body language)Delivery method chosen (must best suit the

stakeholders like phones, emails, letters, minutes)

BARRIERS – (INTERFERENCE; AMBIGUITY; LANGUAGE)

RULES FOR OFFICIAL CORRESPONDENCE


RULE 1: NEVER USE:

Metaphor/Simile/Other Figures of Speech

Long word when Short word will do

If possible to cut out a word, better do it

Passive when Active can be used

Foreign phrase/Scientific word/Jargon if you can think of equivalent words


RULE 2: IF U HAVE A CHOICE, PREFER:

SHORT to LONG words

CONCRETE to ABSTRACT terms

HOME to FOREIGN words

NON-TECHNICAL to TECHNICAL words

REMEMBER: use words that suit the subject and are intelligible to the reader


RULE 3: AVOID

CIRCUMLOCUTION AND EUPHEMISMS

EXAMPLE:

The Officer Has Reached The Age Equivalent

To Three Score And Two CAN SIMPLY BE

WRITTEN AS The Officer Is Sixty Two Years Old


RULE 3: CONSTRUCT YOUR PARAGRAPH WITH CARE.

If Participle Is Used, It Should Be In Agreement And Neither Misrelated Nor Unrelated.

EXAMPLE:

Waiting for the bus a branch fell on my head (BAD)

As I was waiting for the bus, a branch fell on my head (GOOD)


RULE 4: WRITE SIMPLE SENTENCES AND SHORT PARAGRAPHS

DO NOT PATRONISE the reader and imply HOW CLEVER you are

AIM at WINNING the reader over what YOU THINK. SO BE:

PERSUASIVE; READER FRIENDLY; AND NOT ARROGANT If you always THINK BEFORE PUTTING PEN to PAPER

(writing) = you are more LIKELY to be CLEAR

ADMINISTRATIVE CORRESPONDENCE

BASIC RULE: All administrative correspondence should be EASY TO READ. ALWAYS WRITE:

CORRECTLY: without mistakes; verbs properly conjugated of & sentences well punctuated

CLEARLY: short sentences and orderly written ideas

CONCISELY: avoid repetition but ensure fair treatment of the subject

SIMPLY: avoid pretentious words

OFFICIAL LETTERS ( TO PUBLIC) DEAR SIR:

LETTER HEAD - ARMORIAL BEARINGS (COAT OF ARMS)]

NAME AND ADDRESS - OF MIN/DEPT

REFERENCE NUMBER - FILE NUMBER TOP LEFT HAND CORNER (both Sender & Recipient, if applicable)

DATE: TOP RIGHT HAND CORNER (no comma is used & it may take different forms).

EXAMPLE 05 September 2011; 5th September 2011; 05.09.11 etc

OFFICIAL LETTERS ( TO PUBLIC)

SALUTATIONS: (addressing- followed by a comma): (Sir/ Madam,; Dear Sir,/ Dear Madam,; Dear Colleague,/ My dear Colleague,)

TITLE/SUBJECT MATTER (not more than 6 words preferably. Should be relevant & indicative)

OFFICIAL LETTERS-DEAR SIR (CONT)

OPENING OF THE LETTER (next line. It commonly begins with “with reference to; would you please refer to etc.).

NOTE: Alternatives: (thank you for your letter….; I have received your

letter….etc.)

BODY/CONTENTS (contains information, description, requests, replies etc. Rules of writing apply).

Numbering of paragraphs especially if it is long. Helpful for the reader. (2 b decided by signatory)


ENDING THE LETTER: ends with yours faithfully/ I am, yours faithfully followed by a

comma; signature; surname and title Perm sec/ Supervising Off/ SCE etc.) NOTE: Don’t forget to write FOR, if signing for someone else Signature on the right hand side Address on the corresponding left hand side

NAME & ADDRESS OF RECIPIENT NOTE: Unlike in French, No hyphen is used in English for

address (EX: Port Louis; Saint Pierre)


NAME & ADDRESS OF RECIPIENT: (at the level of the signature.

Spell the correspondent’s name properly. Initials in names take points but no space in between.

However, there should be space between initials and Name.

Abbreviations for honours, degrees etc take no points- ex A.B. Charles, MSc, MLA

Addresses should normally contain no commas. EX:

10 Avenue Belle Rose Quatre Bornes

MEMORANDA- MG FORM 2

FROM – TO LETTERS PROVIDED FOR CORRESPONDENCE BETWEEN GOVT

DEPTS AND MINISTRIES CORRESPONDENCE BETWEEN GOVT DEPTS AND

MINISTRIES SHOULD BE OFFICER TO OFFICER OR OFFICE TO OFFICE BUT NOT MIXTURE OF BOTH;

EX: From Perm Sec, PMO To Commissioner of Police REFERENCE -TOP LEFT HAND CORNER (BOX PROVIDED) DATE SENDER AND RECIPIENT SUBJECT MATTER (space provided-heading not

followed by stop)

DEMI-OFFICIAL CORRESPONDENCE

PROVIDED FOR USE BETWEEN PUBLIC OFFICERS

NORMALLY BETWEEN OFFICERS OF SIMILAR RANK IN THE SERVICE

SALUTATION AND ENDING SHOULD BOTH BE EITHER HANDWRITTEN OR TYPED BUT NOT A MIXTURE OF BOTH

From/To Mr …., Ministry Of …… From/To Ombudsman; From/To Chairman,

PSC

MINUTE SHEET

MINUTE SHEET

ENTRIES:- From/To Ministry Of …… ( No Need To Write- Perm Sec,

Min Of….) HONORIFIC (HONOURABLE) need not be used NOTES: SHOULD BE SIGNED MINUTES: SHOULD BE SIGNED NOTE: If Signature Is Not Legible Enough, The Name Of

The Officer Should Be Typed Or Written In Block Capitals

RANK OF THE OFFICER (EVEN IF ACTING) DATE (CAN BE WRITTEN AS 5.9.11)

MINUTE SHEET MINUTE WRITING ADDRESS (hierarchy- Perm Sec, Deputy Ps etc) REFERENCE (Re fol ()- if any) NUMBERING (as from 2nd para.) MESSAGE: Rules of writing apply Short but complete (refer to folio- details) Stand alone Ends with information, action, instruction,

request for approval/consideration etc. Courtesy- please SIGNATURE NAME & RANK & DATE

REPORT WRITING

REPORT WRITING

EVERY REPORT CONTAINS SOME OR ALL OF THE FOLLOWING:

TITLE: (short but conveys essential message) IDENTIFICATION MARKS (initials of writer; class of

report.eg cabinet memo etc CIRCULATION LIST ( recipients) INTRODUCTION (introduces issue and the outcome) METHODOLOGY ( how materials were assembled) DISCUSSION (interpretation of factual info to reach

conclusion) CONCLUSION (findings & ultimate result) RECOMMENDATIONS (personal views for future

action based on the conclusion)

THANK YOU

course offered by ggsu presented by a rama min of environment (2131947) & f k yarroo min of...

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