Transcript CONDITIONS OF SERVICE

COURSE OFFERED BY GGSU
PRESENTED BY
A RAMA
MIN 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
 British
Administration-Establishment Sec
 GOE (GOS & GOF)
 Independence
 Maritianisation Of The Service
 Development & Economic Independence
 Need To improve the service (modern, dynamic
and ambitious public service)
 Quality public Officers
 Responsive Conditions of Service
 GOE- replaced by PMM (1992)
 HRMM (2010)
 Commodity
 Factor
Of Production
 Goodwill
 Paternalistic
 Humanitarian
 Human Resource
 Recent trends-HRD & Strategic HRM; Talent mgt
 Emerging Concepts-HR Audit; involvement;
competency mapping
 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

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

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
GENERAL
 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
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
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)
 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)
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
HISTORY
British administrators-to pay visits to their
families
Unions 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
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 (LOSfrom 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
NON ELIGIBILITY PERIOD FOR PBENEFIT
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
vacation leave;
vacation leave taken as casual leave;
sick leave in excess of 21 working days in any
calendar year;
accumulated sick leave taken prior to retirement;
leave without pay;
injury leave;
maternity leave/adoption leave/parental leave;
study leave with or without pay;
interdiction; and
probationary period
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
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
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 Appointment
 Temporary Appointment
 Acting Appointment
 Appointment on Probation (substantive)
 Supernumerary Appointment (additional)
 Contract Appointment
 Concurrent 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)



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)




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 PAYABLE
The 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 %
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
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
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 OBSERVATIONSRole 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





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
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
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 for Experience (outside
 Incremental
Credit for Additional Qualifications
 Incremental
Credit for Temporary Service (in the
service)
service)
 Increment
For Long Service
 Increment
beyond top
ALLOWANCES
 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

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)

Special Duty and Extra Duty Allowance:
(to work unusually long hours for completion of assignments /
reports etc by set time frame)
Not eligible for overtime
Put in min of 25 excess hours monthly
Approval of SO required
3 increments worth

Travelling Allowance (various types)

Car Allowance(in lieu of Duty Free)
 Foreign
Service Allowance
 Entertainment
 Warm
Clothing Allowance
 Excess
 Ad
Allowance
Air Baggage Allowance(pg 119 EOAC)
hoc allowance
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.
NOTE
Officers drawing Rs 39,275 to 52775: 80% of OT rate
for
 :Urgent tasks or
 for completion of work that cannot be postponed
RATE:
6 am -11pm: 1.5* hourly rate
11 pm – 6 am: 2* hourly rate
Sun/ 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
 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
 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
 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

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
 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
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 1.7.08
460/690 = 38 1/3 FOR FULL PENSION
Note: Judges & doctors have different denominations
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
 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
CORRESPONDENCE
REPORT
MINUTE
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:
Sender
Receiver
Content of Message
Context ( 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

 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
 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


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)
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
 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)

 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



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
 ADDRESS
WRITING
(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
 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