Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1698926063230.pdf (Uganda)
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THE REPUBLIC OF UGANDA GOVERNMENT STANDING ORDERS VOL.
II Chapter I Pfilic Service Gencral Contents CONTENTS G - a Staff Association for Established Public Officers (; - b Negotiating Mrtchinery for F.stablished Public Officers (] - c Ministerial or Departmer)tal Consultative Councrls and Commrttees Appendices Appendix G - 1 Uganda Civil Servants' Association - Constitution and Rules Appendix G - 2 Agreement between the Uganda Government and the Uganda Civil Servants Associarion Appendix G - 3 Public Service Grievance Procedure 7 ^ 'r' | ^tnr,'i ,'llll 451 t/.i )I' u' 1'h tfr rt.
, , i,* l*i',4'i, h,' r r A.

*' Chapter I Public Service General G-a .STAFF ASSOCIATION FOR ESTABLISHED PUBI,IC OFFICERS l. Subject to the provisions of the appropriare law r34) tso) public officers enjoy freedom of assembly and association.

2.

Established public officers are, however, debarred from forming or joining a trade union,(ra) to engage in trade union activities or ro use trade union practices or tactics in any matter concerning their employment.

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3.

The Government recognises the Uganda Civil Servanrs' Association a: thc body representing established public officers for the purposes of negotiations concenring the general terrns and conditions of service of estabUshed public officers an<j consultations on any other matter of a general nature affecting established public officers.

4.
Notwithstanding the provisions of paragraphs I - 3 above, public officers are free ro:- (a) joinspecialist or group associations open to everybody resident in or ouside Uganda provided such bodies concern themselves with purely professional, recrea- tional, religious, cultural or sporting activities; (b) establish orioin associations whose membership is restricted to public officers but which are mainly concerned with specialised, professional or gioup interests provided such associations are affiliated to, and are run under the general unrbrella of the constitution (see Appendix G-1) establishing the Uganda Civil Servanrs' Associa- tion; (c/ establish orjoin Consumer Co-operatives run under and in accorclance with the general principles of the Co-operative Movemenr; (d) in the case of Police arfd Prison Ol'ficers, to fbrm rheir own respective Staff Associations in accordance with the appropriate law.
(7e) (8s) 5' See under Chapter 2 of Standing Orders for prot,isions concerning Group Employees.

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453 Chapter I P ublic 5 crtt ic e C e neral G-b NEGOTIATING MACHINERY FOR ESTABLISHED PUBLIC OFFICERS I.

It is thedeclared policy of the Governnrent toencoirragedemocratic practices rhrough free, frank and responsible exchange of views ani ideai with its established staff on matters of mutual interest.

2.
2.

In pursuance of the above policy, an agreement has been entered into between the Covernnrent and the Uganda Civil Servants Association to provide a proper machinery for any formal negotiations and consultations related to established public officers.

See Appendix G-2.

... Chapter I P ub lic S ertt ic e G e ner al G-c MINISTERIAL OR DEPARTMENTAL CONSULTATIVE COUNCILS AND COMMITTEES l. There will be a Staff Consultative Council in every Ministry and Depanment not directly falling under a Ministry.

2.
The objects of a MinisteriallDepartmental Staff Consultative Council shall be to secure the gleatest measure of co-operaiion between the Administration of the Ministry or Departmeni, in its capacity as employer' and the general body of the staff in the Ministry or Depanment, in matters afiecting it t tttinitt y or Department, with a view to bringing about incieased efficiency and well-being of all4aff in the lvllstry or Department; providing an important link in the laid down grievanci procedure-(see Appendix G'3);and generally bringing together the experien.
".nd different points of views regarding working conditions within the Ministry or Department.

3.

The success of a Ministerial or Departmental Staff Consultative Council will depcnd on free, frank and responsible exchangl of views in a friendly atmosphere to arrive at solutions to problems affecting various aspects of working conditions in the.Ministry or Department through dcmocratic p*rrrrr.
Discussions in the Council will' therefore' bc restricted to general principles within the jurisdiction of the Council and individual cases shall not be discussed except with the prior approval of the Chairman' 4.
As it is difficult to generalise in the matters stated below, the composition of the Council and the question whether or not there should be Staff Consultative Committees in units or up-country branchcs of a Ministry or Department below a Council' and if so their composition, will be in the discretion of the Responsible Officer.

S. (l) The Chairman of a Ministerial or Depaftmental Staff Consultative Council will be the Responsible Officer.
(2) Wherc it is decided toestablish a Staff Consultative Committee, the officer in over- all charge of a division, unit or branch office conccrncd will be the Chairman' 6.

The Secretary of a Council, or, where applicable, a Committee, who shall not bc a member of the Council or Committee, will be selected by the Chairman' 7.
Meetings of a Council or Committee will be held quarterlv lJrat is once every thrce months) and minutcs of all mectings will be kept by thc Secretary provided that in the case of a Committce, the Secretary will also scnd coiies of all minutes to the Responsible Officcr for his er her information and, if necessary, funher action' 457 Chapter I Public Service General G-c 8' A Council or Committee shall draw up standing rules and orders for the conduct of its business.
9' The existence of a Ministerial or Departmental Staff Consuitative Council, or where applicable, Staff Consultative Committee, shall not be regarded as in any way affecting rhe need forconsultative, co-ordinative, briefing or "think-taik" foru*, on pu.ety professional, technical orpolicy-formulation aspects of a Minisrry or Department whether or nor referred toin otherprovisionsof these Standing Orders, MinisterialorDepartmental Standing orders or Instructions, or otherwise.
458 Chapter I Public Service General Appendix G-l UGANDA CIVIL SERVANTS' ASSOCIATION .

CONSTITUTION AND RI.JLES ARTICLE'1 NAME: The Association constituted by these rules shall be known as "The Uganda Civil Servants' Association" hereinafter referred to aS "The Association" or "lJ.C.S.A.".

ARTICLE 2 REGISTERED OFFICE AND ADDRESS: The registered Head Office of the Association shall be situated at Kampala which shall be the place for conducting the business of the Association.
The Postal Address of the Association shall be P.O.

Box 1078, Kampala.

ARTICLE 3 OBJECTS: The objects of the Association shall be:- (a) To promore, project and uphold the dignity, morale.

efficiency and the good name of the Civil Service at all tinlcs.

To pronrote the interests, rights, powers and privileges of those persons engaged in the Civil Service of the Uganda Government, to intprove their status, to assert, enforce and defend or to assist in asserting.
enforcing and defending such rights of such persons aforesaid as a group' (b) To co-operare and/or affiliate or to be affiliatoci with otner:;imiiar organisations within and outside Uganda with a view to common, uniform or joint actions and functions on matters of common interest whenever necessary or desirable.

(c)Toachieve maximum co-operation between the Government and the Civil Servants with a view to achieving efficiency and effectiveness.
(d) To ensure that civil Servanrs are made aware of impending changes and to ensure that Government takes into consideration the views of the Civil Servants as expressed by the Association.
(e) To provide a machinery for negotiation with the Government with a view to obtaining just and proper rates of wages, salaries, allowances, working hours, faining facilities, promotions, advance- 459 Chapter I P ttblic S eryic e G e neral Appendix G.1 ments and other conditions of service and to promote the settlement of disputes arising benveen civil Servants and Government and vice versa by conciliation, arbitration or otherwise, and generally to safe[uard the interests of members of the Association.
a To provide a forum for mutural co-operation, assistance and friendship among Civil Servants.

(il To acquire either by purchase, lease or otherwise, any rpovable or immovabletproperty or other assets, and sell, let, mortgage or charge or otherwise deal with or dispose of movable or immovable property belonging to the Association.

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( h) To do all such lawful things as are incidental or conducive to the attainment of the above objects or any of them.
a ARTICLE 4 MEMBERSHIP: The following shall be eligible for membership of the Association, irrespective of race, creed, sex or profession:- (a) Anyperson employed by the Uganda Government and has been confirmed in his or her appointment in the permanent and pensionable Establishment.

(b) Any person serving on Probationary terrns leading ro the perma- nent and Pensionable Establishmenr.

(c) Any person serving on contract.


(d) Any other established employee or one serving on temporary terms against an established post in the Uganda civil Service.

However, the National Executive committee of the Association may at its discretion allow a member to retain his or her membership of the Association notwithstanding a charige of appointment subsequent to his or her original admission.
ARTICLE 5 APPLICATION FOR MEMBERSHIP: (a) Application for membership shall be made on the Association's prescribed Application Form.

460 Chapter I Pnbtic Sentice General Appendix G'1 (b) Every such application shall be submitted to the National Executive Committee, *hi.h shall accept or reject the application with reasons being given in case of a rejection.
(c) Upon admission to membership, the member shall be bound by this constitution and the bye-laws and resolutions and decisions of the General Meeting and the National Executive Committee' ARTICLE 6 REGISTRATION FEE AND SUBSCRIPTIONS: (a)Every eligible person shall be required to pay a non-refundable Registration Fee of Shs.20/= on application for membership' Once registered he or she will be required to contribute an annual subscription in accordance with the following scales:- Within salary scale U8 Shs.
60'00 p'a' ( U7 - U6 - Shs.

90.00 P.a' Shs.120.00 P.a.

U5 U4 U3 U2 U1 aa aa (a Shs.150.00 P.a Shs.180.00 P.a Shs.210.00 P'a' Shs.240.00 P.a Shs.270.00 P.a.

aa (( (b) Under no circumstances shall any registration fees or subscrip- tions paid to the Association be refunded.
ARTICLE 7 RIGHTS AND PRIVILT(}ES OF MEMBERSHIP: The rights and privileges of each member shall be personal to holder and shall not be transferable by his or her own act, or by operation of law' and every person admitted to the Association shall be deemed to belong therito, until his or her name shall have been removed from the register, or up to the end of the year in which he or she resigns' 461 Chapter I ARTICLE 8 Public Service Ceneral Appendix (i-l RESIGNATION OF MEMBERSHIP: Any member may resign on giving one month's written notice to the National secretary, but shail puy, prio.
to such noricp, any outstanding subscriptions and other riabirities due from him or her.

ARTICLE 9 DISQUALIFICATION OF MEMBERS: (a) Any member who loses his or her qualification for membership as prescribed by this constitution, or who is guilty of conduct which prejudicially affects the welfare of the Associaiion, ,nuy be required to resign his or her membership by the votes of the majorityof the members of the National Executive Committee present at its meeting.
Any such member so called upon to resign shall have the right to appeal ro rhe nexr Annual or other General Meeting, the decision of which shail be finar.
(b) lf notice of appeal is not given in writing to the National Secretary within one month from the date of receipt oflhe notification of the decision of the National Executive Commitiee, then the Nationar Executive committee shall have power to renrove that menrber's n.nre from the registerof members, and such a person shail then cease to be a member and forfeit ail crainr(s) upon the funds or properry of the Association.

( c) Upon a requisition in writi.g of not less than ten menr be rs, or her .
than members of the NationalExecutive comnrittee, the conrnrittee shall at their next meeting consider any charge or matter which may be brought against any member, with a view to taking action under this Articre, provided that notification thereof has been given on the notice conveying the meeting of the National Executive Committee.
ARTICLE TO FORFEITURE OF MEMBERSHIP: Any member shall cease to belong to the Association in the evenr of his or her annual subscriptions being in arrears without justifiable grounds or reasons for three months from the date the arrears b..or.

payable.

The National Executive committee may in speciar cases suspend the opera- tion of this Article.
ARTICLE IT LIABILITY OF MEMBERS: Any nrember who, under the provisions of this constitution resigns or is required to resigtt, or whose nanre is struck fronr the register of nrenrbers, 462 Chapter I P tthlic Scrv ice G e neral Appendix G-l or who otherwise ceases to be a member shall remain liable to pay the outstanding subscriptions and any other liabilities due to the Association from him or her.
ARTICLE I2 ANNUAL GENERAL MEETING: (a) The Annual General Meeting of the Association shall be the supreme authority of the Association.

(b)The annual General Meeting shall be held every year not Iater than two months from the end of the Association's financial year at such time and place as decided upon by the National Executive Contmittee.
(c) The Annual General Meeting shall be convened by the National Secretary by giving 30 days' notice in writing to each Branch of the Association together with the provisional Agenda.

(d)TheAnnualCeneral Meeting shall be composed of the Memb,:rs of the National Executive Committee, delegates from branches and Trustees.
(e) Every branch of the Association shall be entitled to send to the Annual Ceneral Meeting a delegation but the maxinrum number of delegates will be deternrined by the National Executive Committee bearing in nrind the total number of registered mentbers per Branch.

However, every Branch delegation shall include the Branch Chairman, Secretary and Treasurer.

The other delegates shall be elected for that purpose by the registered members of the Branch concerned.
(fl Every Branch Secretary shall inform the National Secretary in writing, 14 days before the date of the Annual Ceneral Meeting, the number and nanres of the duly elected delegates the Branch will be sending to the Annual General Meeting.

(g) Notice of ntotions for the Annual General Meeting shall be in the hands of the National Secretary I4 days before the date of the meeting.

The final Agenda for the meeting will be circulated by the National Secretary at the beginning of the meeting.
(h)The National Secretary shall pre.pare and compile such Agenda for the Annual General Meeting.

,163 Chapter I P ttblic S ervice G e neral Appendix G-l (i) The quorum of the Annual General Meeting shall be the total number of delegates from U3 of the registered Branches entitled or expected to attend and vote thereat.
ARTICLE 13 SPECIAL GENERAL MEETING: (a) A Special General Meeting shall be convened by the National Secretary on the direction of the National Executive committee or ar a written requesr of not less than l/10 of the fully paid_up members of the Association from not less than half of the total number of Branches each of whom shall be required to sign such requisition provided that the maximum numberof Special General Meetings shall not exceed three in any calendar year from the date of the previous Annual General Meeting.
(b) A Special General Meeting shall have all powers of an Annual General Meeting and it shall be governed by the same rules as to composition ahd procedure as the Annual General Meeting.

(c)The quorum for a special General Meeting shall be rhe same as that of the Annual General Meeting.
(d) lf for any reason the National Secretary upon a requisition from the ntembers fails to convene a Special General Meeting within 60 days from the date of requisition, the members requisitioning such a Meeting shall have the right to nominate a person to convene the meeting.
(e) If within two hours from the time scheduled for the start of the Annual or Special General Meeting a quorum be not presenr, the General Meeting if convened upon a requisition of members, shall be dissolved; in any othercdses it shall stand adjourned to the same day in the next week at the same time and place, and if at an adjourned General Meeting a quorum be not prcsent within one hour from the time scheduled for the start of the General Mecting, the members present shall form a quorum.
Notwithstanding the provisions of this Article, no adjourned General Meeting shall have the power to carry out amendments or alteration to the Con stitution or rules nor elect officers or National Exec u tive Commi ttee members unless the required quorum be present.

ARTICLE 14 HONORARY NATIONAL EXECUTIVE COMMITTEE: rl (a)The National Executive committee shail be collectively respon- sible for the management of the affairs of the Associotion.
4U Chapter I Public Service General Appendix G-l (b)The National Executive committee shall consist of the National chairman, National vice-chairman, Nationar Secretary, Assistant Na- tional secretary, National rreasurer, Assistant National rreaiurer and five Qommittee members.

(c) The National Executive committee shall meet at least once in every month.
(d) Between the General Meetings, all decisions of the National Executive committee shall be binding on the Association and on each of its Officials and Members.
(e) All acts done by any meeting of the National Executive Commit- tee or by any member of the National Executive Committee, shall not- withstanding that it be afterwards discovered that there was some defecrs in the appointment of the National Executive committee or any of its members, or that they or any of them were disqualified, be as valid as if the National Executive committee or member had been duly appoited and was qualified ro act.
(f)'ttte quorum for the National Executive Commitree shall be ei ghr members.

(g) Between the General Meetings, the National Executive Commir- tee shall interpret the rules and Articles of the Constitution when necessary and determine any pointbn which the Constitution is silent, (h) Any casual vacancy on the National Executive committee caused by death, resignation, expulsion or transfer of a member shall be filled by a member co-opted by the Nationar Executive committee.
(i) The National Executive committee shall have power under this Article to appoint such other committees or sub-committees as may be considered necessary.

(j) Any member of the National Executive committee shail vacate his or her seat on the committee if he or she absents himself or herself from three consecutive meetings of the Committee, without having first obtained the National Chairman's or in the case of the National Chair- man, the National Secretary's written permission for such absence.
465 I\-r Chapter I Public Service General Appendix G-l ARTICLE 15 ELECTION AND REMOVAL OF OFFICE BEARERS: (a) Except as otherwise herein expressly provided all National office bearers shall be elected every three years by secret ballot ar rhe Annual General Meeting.
(b) OnLy such members of the Association not in arrears with their subscriptions as stipulated in Article No.l0 above shall be eligible for election to serve as National office bearers of the Association provided that all members who are serving in the uganda civil Service as Permanent Secretaries and designated Heads of Departments shall not be eligible for election to serve as National office bearers of the Associa- tion.
(c) Every National Office holder of the Association shall vacate his or her office at the third Annual General Meeting from the one ar which he or she was elected but shall be eligible for re-election provided that no member of the Association shall be permitted under this Article to hold any of the posts of National Chairman, National Secretary, or National Treasurerfor more than two terrns of office eitherconsecutively orother- wise in his or her life time.
(d) The National Secretary shall be the Chief Executive Officer of the Association and its Chief spokesman/woman at conferences and meetings subject to the instructions of the National Executive comnrit- tee.

He or she shall be responsible for the efficient conduct of the secreta- riat and other affairs of the Association.

He or she shal I always ensure rh ar the Constitution, rules and regulations are adhered to by the members and organs of the Association.
(e) Any National Office holder of the Association may be removed fromoffice by a majority decision of the National Executive committee.

f) In the event of more than five National Office holders of the Association dying, resigning, being dismissed or otherwise ceasing to be National office holders during the period between two AnnuaI General Meetings, a special General Meeting in accordance with the provisions of Article No.13 above shall be convened to elect officers to fill the va- cancies.
466 Chapter I AR]'[CLE I6 P ub lit: S e rv ic e G e neral Appendix G-l DEST(;NATIONS AND DUTIES OF NATIONAL OFFICE BEARERS: The designations of the National Office bearers shall be as stipulated in Article No.l4 Section (b) above.

The specific duties and mode of day- to-day operation of each National Executive Committee member shall be determined by the National Executive Committee.
ARTICLE 17 TRUSTEES: (a)The Annual General Meeting shall elect three mature persons of high integrity as Trustees in whom shalljointly be vested all the property of the Association.

(b) Whenever a vacancy shall occur between two Annual General Meetings, in the Office of a Trustee by reason of death, resignation or absence from the country, the National Executive Committee shall nominate another person to fill such a vacancy.
The person nominated to fill such a vacancy shall be subject to the approval of the next Annual General Meeting or Special General Meeting whichever is the earlier.

ARTICLE 18 EMPLOYEES: The National Executive Comn:ittee may engage such employees as it may from time to time consider necessary and shall determine their remunerations and ternrs and conditions of service.
ARTTCLE I9 ADMINISTRATION 0F FI.JNDS: (a)The National Executive Conrmittee shallcause a bank account to be opened and maintained in the nanre of the Association and shall ensure that all money belonging to the Association received by the National Treasurer is paid into the said bank account within seven days of receipt of such nroney, provided that the nNational Treasurer shall be permitted to retain a Cash inrprest which shall not exceed 55s.r,0QQ/= (two thousand only) at any tinre to pay minor expenses.
All cheques for u ithdrar":al.s of money shall be signed by the National Treasurer and/or the Natronal Secretary and any two of the Conrntittee members.

th)The brartch Treasurer shall be pernritted to retain in cash a sum not exceeding Shs.l ,5(X)/= (one thousand frve hundred only) at any time 467 Chapter'I Public Servtce General Appendix G-l to pay minor expenses.

ordinary branch expenditure shall be paid for from branch funds.
After such ordinary expenditure has been mer, any excess funds shall be remitted to the National rreasurer ar leasr once every month.

ARTICLE 20 SOURCES OF FUNDS: The Association will derive its funds from collection of membership Registration fees, Annual subscriptions and may also receive Govern- ment grants, donations, gifts, bequeaths and other grants, miscellaneous funds, i.e.

from sales of assets, publications, fund_raising activities and any other lawful means such as borrowing, etc.
ARTICLE 2I EXPENDITURE OF FUNDS: The funds of the Association may be expended only on the following objects:- (a) The indemnity for the members of the National Executive committee and officers of the Association from and against all costs, charges' losses, damages and expenses whatsoever which they or any of them shall sustain or incur in the execution of their powers or duties, unless the same shall arise by reason of their own wilful neglect or default.
(b) The paynlent of salaries, alrowances, and expenses to t r , .cCr S and employees of the Association.

(c)The payn'renr of expenses for the Administration of the Associa- tion, including audit of the accounts of the Association.

(d) The conduct of negotiations of grievances and disputes with the Governnrent Administration on behalf of the Association oi any member thereof.

(e) The compensation of nrembers for rosses arising out of such grievances and disputes as necessary.
(/) Such allowances or granrs to members and employees or their dependants on account of death, old age, sickness, ,..id.nt, or unerr- ployment relief as the Nationar ExecLrtive committee may from time to time prescribe.
468 Chapter I Public Service General Appendix G-l (g) The payment of any fine or penalty imposed upon the Associa- tion under the provisions of laws in force provided that the funds of the Association shall not be applied either directly or indirectlv in payment of the whole or any part of any fine or penalty imposed upon any member or other persons by sentence or order of a court ofjustice.
ARTICLE 22 FINANCIAL YEAR AND STATEMENTS OF ACCOUNTS: The financial year of the Association shall run from I st January to 3l December.

Copies of the Annual Statement of Accounts shall be supplied to members by the National Treasurer upon request.

The National Treasurer shall prepare and submit audited National Annual Statementof Accounts of the Association to the Annual General Meeting.
The National Executive Committee will from time to time fix allowances payable to members of the National Executive Committee and delegates subject to the approval of the Annual General Meeting.
ARTICLE 23 INSPECTION OF BOOKS OF AQCOUNTS: (a) All accounts books and other official records of the Association maintained at the Association's registered office shall be open to inspec- tion during ordinary hours of business by any member of the Association, having interest in the funds of the Association provided any such persons shall have given at least forty-eight hours' notice to the National Treasu- rer.
( b) All accounts books and other official records of the Association maintained by any Branch of the Association shall be open to inspection at the place of business of such branch by any member of that branch and/ or National Executive Comnrittee member provided that such person shall have given at least forty-eight hours' notice to the Branch Treasurer.

ARTICLE 2{ AUDITORS: (a)TheAnnual General Meeting will appoint the auditors of the As- soclatlon.
(b)The auditors so appointed willaudit all accounts of the Associa- tion including the Branch Accounts.

ARTICLE 25 ORGANISATION OF BRANCHES OF THE ASSOCIATION: (u) The Association may establish one Branch Association in every District.

469 Chapter I Public Service General Appendix G-l (b) Any Branch Association shall be named or called "The Uganda Civil Servants' Association........
Branch" (c) The objects and operation of a Branch Association shall be the same as those of the Association, provided that a Branch Association shall not have power to refer directly to Government any matter of the service but may conduct correspondence with District Government officers on matters of purely local interests such as amenities of life and convenience of service.

Copies of all such correspondence shall be forwarded concurrently to the Association's National Secretary.
(d) (i) Every Branch Association shall have a Branch Executive Committee consisting of a Branch Chairman, a Branch Secretary, a Branch Treasurer and four Committee members.
(ii) T\e Branch Executive Committee shall be elected at an Annual General Meeting and shall hold office for three years and on rhe expiry of such period, any member of the retiring Branch Executive Committee shall be eligible for re-election provided that no member of the Associa- tion shall be permitted under this Article to hold any of the posts of the Branch Chairman, Secretary or Treasurer for more than two terms of office either consecutively or otherwise in his or her life time.
The election shall be by secret ballot.

(e) Meetings of the Branch Executive Committee shall be held at least once in every month.

(fl The Annual General Meetings of Branch Associations shall be held not later than a month from the end of the Associarion's financial year.
(g) Special General Meetings of Branch Associations may be held at such times as may be considered necessary by the Branch Executive Committee, and shall also be held on the requisition in writing of not less than 1/10 of the members of the Branch Association.

(h) Each Branch Association shall be entitled to and shall send delegates to the Association's Ceneral Meetings in accordance with the provisions laid down in Article No.12 (a) above.
470 Chapter I ARTICLE 26 Public Service Gcneral Appendix G-l AMENDMENTS AND ALTERATIONS TO THIS CONSTI'tU.

TION: A General Meeting may exercise the power of amending and/or altering this Constitution by special resolution appearing on the notice calling the meeting, provided that such a resolution shall be passed by at least tw-o- thirds of the members expected to attend and vote at the General lvleeting-.
ARTICLE 27 POWER TO MAKE REGULATIONS AND STANDING ORDERS: Subject to this Constitution, the National Executive Committee shall have power to make rules to regulate all matters not provided for by this Constitution and to do all other acts or things which they may deem necessary for attaining the objects of the Association including affili- ation, federation, amalgamation, or working arrangements with any other Association, Society, Organisation or Body involving the winding up of this Association, subject to the approval of the General Meeting.
ARTICLE 28 SUSPENSION OF REGULATIONS AND STANDING ORDERS: Any rules or regulations made under this Constitution may be suspended or waived by a General Meeting upon a resolution for such suspension being duly passed at such a General Meeting by at least two-thirds of the members expected to attend and vote thereat.
ARTICLE 29 DISSOLUTION: (a) The Association shall be wound up voluntanly wherever an extra-ordinary resolution has been passed by a General Meeting requiring the Association to be wound up (of which at least 30 days' notice has been given to each branch) provided that at least two-thirds of the registered members expected to attend shall vote for it.
(b) After all liabilities and debts have been settled, any surplus assets of the Association shall be disposed of in accordance with a resolution passed at the same meeting by at least two-thirds of the registered members expected to attend and vote thereat.

DATED AT KAMPALA THIS 2ND DAY OF APRIL, I980.


END 471 Chapter I Public Seruice General Appendix G-2 AGREEMENT BETWEEN THE UGANDA GOVERNMENT AND THE UGANDA CNIL SERVANTS' ASSOCIATION 472 Chapter I P ttb lic S e rv ic e G e ne ral Appendix G-3 PUBLIC SERVICE GRIEVANCE PROCEDURE l. An officer with a complaint may raise it with the officer whose normal responsibil- ity it is to deal with such complaints.
The officer is advised to keep his or her immediate supervisor informed unless he or she is the one with whom the complaint has been raised.

If the matter is dealt with satisfactorily, or otherwise a satisfactory explanation is given, that should be the end of the matter.

2.
However, if in the opinion of the complaining officer, the matter has not been disposed of to his or her satisfaction, regardless of whether some sort of solution is made, or if at any time it appears to him or her that the officer with whom he or she has raised the matter is not taking timely action, he or she may, if he or she so wishes, appeal to the officer next in rank to the one with whom the complaint was initially raised, and the complaining officer may, if he or she wishes, repeat the process until the matter may reach the Responsible Officer.
The complaining officer should follow the proper channels of communications at all times.

3.
3.

Any officer with whom a complaint is raised (or to whom it may subsequently be referred) whether verbally or in writing must deal with the matter expeditiously by either he or she himself or herself taking action directly or referring the matter to another officer for whom, in his orheropinion, it is the usual responsibility todeal with such matters; the process of referring the matter to the next higher level may, if necessary, be repeated until the matter may reach the Responsible Officer.

4.
If the complaining officer has appealed on his or her case up to the Responsible Officer but either the conclusion of his or her case has, in his or her opinion, not been satisfactory or the Responsible Officer has not taken timely acrion on rhe matter, he or she may:- (a) if the matter is not concerned with terms and conditions of service, write to the Secretary, Ministerial/Departmental Staff Consultative Council (or Committee) to put his or heicase on the Agenda for the Consultative Council (or Committee).
He or she may, if he or she wishes, send a copy of his or her communication to the Secretary, Uganda Civil Servants' Association for the latter's information and necessary action especially in case the officer's appeal to the Ministerial/ Departmental Staff Consulta- tive Council (or Committee) is unsuccessful or otherwise blocked (see also paraS below); (b) if the matterconcerns terms and conditions of service, send an appeal to the Responsible Permanent Secretary and in doing so the officer will be free, if he or she wishes, whilst observing the correct channels of communications, to send an advance copy to the Responsible Permanent Secretary who may in his or her discretion, proceed to deal with the appeal on the basis of the advance copy.
473 Chapter I Pnblic Service General Appendix (i-3 5.

If the officer's resort to the Ministerial/Departnrental Staff Consultative Council or to the Responsible Permanent Secretary under sub-para.4(a) or (b) above fails he or she wrll be free, if he or she wishes, to report the matter officially ro the Uganda Civil Servants' Association for the Association to pursue the matter, if necessary, through the established negotiating machinery for established staff.

6.
6.

Should everything fail, the officer will, after fully exhausting the above laid-down grievance procedure, and if he or she so wishes, send a petition to the Permanent Secretarv.

Office of the PresidentAlead of the Civil Service whossdecision in the marrer shall be final.
7. ln order to avoid unnecessary resort to the last stages of the grievance procedure, where any officer, with whom a complaint is raised directly (verbally or in writing), cannot deal with it himself or herself and has to refer it to another officer, it will be incumbent on him or her:- (i) to inform the complaining officer frankly and timely of what has happened to his or her complaint; (ii) to ensure that the officer or officers to whom the matter has been referred deal with it and that the complaining officer is informed of the results without unnecessary delay; (iii) if there is any delay or it is anticipated there will be any delay in finalising the matter' to ensure that the complaining officer is periodically kept informed of develop- ments (or lack of them and reasons therefor) in the marter.
474 Chapter I Public Service General Section [I CONTENTS H - a Govemment Staff Housing H - b Tenancy H - c Rents of Quarters H - d Furniture and Furniture Rents H - e Maintenance of Government Quarters H - f Allocation of Governmenr Staff Housing H - g Handing-over and Taking-over H - h Unallocated H - i Posting Appendices Apperrdix H - 1 Grades of Staff Houses Appendix H - 2 Scaleof Furniture Appendix H - 3 Requisition for Repairs to Government Buildings Appendix H - 4 Requisition for Quarters*/Changes of Quarters* Appendix H - 5 Allocation of Quarters 415 Chapter I Public Service General H-a GOVERNMENT STAFF HOUSING I.
The responsibility for policy regarding Government staff housing of Public Officers is vested in the Minister responsible for the public service and is expressed through the Re sponsible Permanent Secretary.

2.

Government staff housing consists of:- (a) Institutional housing (.for cletails see under paragraph 3 below); (b) Pool housing.

3.
3.

(l) Institutional housing includes:- (a) remote area housing which covers all Government houses which are not built within the boundaries of the city, municipalities or townships; (b) otherGovernment houses which are built within ihe precincts of, or near to, and specifically for an institution or other Government unit in which certain officers of the Institution or Unit may be required as part of their terrns and conditions of service or nature of their duties, to live.
(2) The Responsible Officer is responsible for Institutional Housing and can allocate it or delegate his or her power to allocate it to the Head of the Department, Institution or Unit to which such housing is attached.

4.

Pool Housing includes all Government housing which does not fall within the definition of institutional housing.

5.
5.

When in this Section the term "Government staff housing", "house" or "quarter" is used, and unless specifically otherwise stated, it refers to any houses, flats, hostels, cottages or otherquarters, which are available to the Government, whether owned by the Government or rented by the Government, for allocation to its officers.

6.
6.

Government staff houses are graded in accordance with their size and the amenities of the houses and are classified in eight grades according ro rype and accommodation as set out in Appendix H.1 hereto.
171 Chapter I Public Service General H-b TENANCY l. (1) Public Officers or any other tenants occupying Government staff hortses are, 1n the absence of any other special written lease, tenants-at-will, and can be required to vacate any Pool houseon therequestof theResponsible Permanent Secretary, or lnstitutional house on the request of a Responsible Officer.

Normally reasonable notice will be given.


(2) A Public Officer or other tenant in a Government staff house, requested to vacate the quarter by the appropriate authority, is expected to co-operate.

However, in the event of his or her resisting or otherwise not complying with the eviction notice, he or she may be forcibly movedout, if necessary, with the assistance of the police.
He or she will, in addition, be liable to pay as liquidated damages any extra expenses or losses which the Government may incur solely due to his or her non-co-operation.

2.

In practice, the Responsible Permanent Secretary will not disturb a house entitled or eligible officer once a Govemment staff house has been allocated to him or her in good faith, by the Authority having power to allocate the house, on information provided to the allocating authority in good faith.

3.
3.

A Public Officer-tenanr may retain his or her staff house when he or she goes on leave provided the period of anticipated non-residence does not exceed 183 days, except, in the caseof expatriate officers, when this is necessary to fit in with the availability of passages.

Otherwise he or she must vacate his or her house.

4.
4.

(1) A Public Officer-tenanr may retain his or her staff house when he or she goes on a course under Section J hereof, provided he or she does not over-stay the approved study leave, i.e.

the approved duration of the course for which he or she is sponsored by the Government under Section J.

Otherwise he or she must vacate his or her house.
(2) In the case of pool housing a Responsible Officer should provide the Responsible Permanent Secretary together with the Secretary of the Area Housing Accommodation Committee, with the relevant details on any public officer affected by sub-paragraph (1) above including the details of the officer's course and in particular giving an indication of the duration of the course, the expected date of departure for, and projected date of resumption of duty on the completion of, the course.

5.
5.

Subject to para$aph 6 below Government staff houses are allocated on the strict understanding that there is no subletting of the houses, or compounds in which they stand, or any part of the houses or compounds whether for rent or any other consideration.

6.

Notwithstanding what is stated in paragraph 5 above, an officer may apply to the Allocating Authority to allow a caretaker of his or her choice to occupy his or her 479 Chapter I Public Service General H-b Government quarter in his or her absence.
If the proposed caretaker is not a public officer then the application should be addressed to the Reiponsible permanent secretary in the case of pool housing and a Responsible Officer in case of institutional housing ihrough the appropriate Allocating Authority who should forward the application stating how many entitled officers are in hotels awaiting housing.

7' No public officer who has obtained authority to have his or her Government sraff housecaretakeninhisorherabsencernaychargetoaiub-tenantarent.
Governmenttenants are not permitted to receive any valuable consideration from a sub-tenant in exchange for allowing him or her to caretake a Government house.

8' (1) Public Off,rcers who occupy Government houses may not use rhose houses for private business activities without first obtaining the pemrission or tn" Responsible perma- nent secretary.
(2) Funhermore the attention of officers is drawn to the Town and Counrry planning Act@)' Under this Act, in any town which has been gazetted as a planning Area, the special consent of the Planning Committee concerned .nuy U" required before a dwelling-hour., situated in that area' can be used for other than residential purposes.

Such special consenr is usually restricted to use for professional purposes and the planning Committee may nor give consent for commercial or other business uses.
9' Where a Minimum Wage Order prescribes that a sum of money may be deducted from the Minimum Wage if free housing is made available to an employee, rhe fact that a tenantdeducts such sum of money in respect of a servant's quarter at his or her house, from the employee's wage, shall not for the purposes of this section constitute subletting.

10.
If any condition of tenancy, in these Standing Orders or any orher instructions issued from time to time, is violated and the violation is proued ro rhe satisfaction of the Responsible Permanent Secretary, in the case of pool housing, and the Responsible Officer, in the case of institutional housing, he or she may, at his or her discretion, evicr a tenant and if the tenant is an officer who is entitled to housing his or herentitlemenr may be withdrawn: PROVIDED that, in addition, a public officer who occupies two Govemmenr quaners, by whichever means obtained, contrary to H-f 14, will bL required ro meet in arrears the commercial rent for one of the units for the period he or she occupies such a unit up to the time he or she is evicted.
4ti0 Chapter I P ttb lic S erv ic e G e neral H-c RENTS OF QUARTERS l. (1) An officer who is entitled to housing shall occupy such housing free of rent.

(2) The rents charged to other Public Or"ficcrs who occupy Government staff housing in either of the categories mentioned in H-a 2 are as follows:- Grade of Quarter Annual Rent (excluding furniture) Monthly Rent (excluding furniture) A B C D E F G H Shs.

4,320 3,600 2,890 2,4N 1,920 1,440 960 600 Shs.

360 300 240 200 160 120 80 50 2.
Commercial rents, including an element of furniture rent, where applicable, based on valuation reports by the Covernment Valuer, will be charged by the Government to persons who are not public officers, including persons who have left the service under any of the circumstances enumerated in A-q, occupyingGovernment staff housing, as well as parastatal bodies and both public and private companies whose staff, including public officers posted by the Governtttent to work for those organisations under whatever arangements, are occupvlng Governnrent staff housing.
3.

( l) Rent is payable rrronthly, in arrears, by deduction from the salaries of Public Officers.

(2) Where Covcnunent staff houses are let to anyone, other than a public officer not affected by paragraplr 2 above, the rents will be collected quarterly in advance.

4.
4.

The cost of Electricity and Water Rates is not included in the rent set out in paragraphs I and 2 above and except where Governnrent has a liability to meet this cost, as for example, irr the cases of other ranks of the Police Force, it is the liability of the tenant.
However, the 4tt i Chapter I P ttblic S ervice G e neral II -c collection of water rates is, statutorily, the responsibility of the property owner and, therefore, as soon as alTangements can be made water rates will be collected from officers by deduction from salary in the same way as rent.

5.

The rents shown in sub-paragraph 1(2) above do not include the rent for furniture if supplied by the Government.

(see H-dfor information aboutfurniture).

6.


When an officer does not occupy a house for a full month the rent for that house will be apportioned and the officer charged rent for the number of days during which he or she was in occupation during the month, which will include rhe day the officei enrers the house and/or the day he or she leaves.

7.
7.

When an Allocating Authority allocates a Government quarter to two or more officers, the rent as stated in paragraph I above will be divided equally between the officers occupying the quarter and their individual shares will be deducted from their salaries monthly on notification of the amount to each officer's Ministry or Department by the appropriate Allocating Authority.
E. When, with the approval of the appropriate Allocating Authority, an officer is permitted in accordance with H-b to allow a person of his or her choice to carerake his or her house in his or her absence, then:- (a) if thecaretaker is a public officer the rent will be deducted from the careraker's salary in accordance with sub-paragraphs 1(2) and 3(l) above on the tenanr's parenr Ministry orDepartment notifying the caretaker's parent Ministry or Department of the amount and the appropriate dates between which the rent is to be collected; (D) if the caretaker is not a public officer rent will be collected in accorclance with 'agraph 2 and sub-paragraph 3(2) above direct from the sub-tenanr.
9.If any officer who, whilst taking his or her leave, remains in residence in his or her Governmentquarter for the whole or part of his or her leave, he or she will be required to pa), the appropriate rent for the period of his or her residence.

10.

Accounting Officers will deal with rents in the accounts of Govemment in accor- dance with accounting instnrctions issued from time to time.
482 Chapter I Public Service General H-d FURNITURE AND FURNITURE RENTS l' A Government staff house may be furnished by the Government with hard furnrsh- ings at any scale in accordance with Appendix H.2 hereto.
2, (l) Where furniture is provided by the Government, the following rents will be charged in arrears and are payable monthly by deduction from officers' salaries:- Furniture Rents Scale Annual Rate Monthly Rate Shs Shs II .. III IV V 960 720 600 4tr0 240 80 60 50 4o 20 (2) The Government reserves the right to adjust furniture renrs upwards or downwards at any tlme 3.
Tenants may request'forfurnishings at any scale they wish provided the furniture is available and they pay the relevant rent, bur they cannot nrix scales.

4.

Furniture rent is apportionable in the same way as house rent, and when house rent is not payable furniture rent is not payable.

5.
5.

Fair wear and tear excepted - (c/ furniture rented to tenants is the full responsibility of the tenant: (b/ when furniture includes mattresses, the tenant is responsible for protecting them against darttage by children bed-w'etring, erc.
It is the renants'responsrbrlity to provide protection by polythene bags or nrackintoshes: 483 Chapter I Pnblic Service General H-d (c) Iikewise, furniture damaged while rented to a tenant will be his or her responsibility and he or she will be charged with the cost of repair or replacement in accordance with para.

8 below.

6.

( 1) Tenants must take all reasonable precautions against any possible loss of furniture by theft.
(2)Jenants must take particularcare when they leave their houses unattended whether during day or night, that the houses are secured.

In their absence from the house they must see that windows, and both internal and external doors are locked.

lraving a servant or sonreone else resident on the compound when a tenant is absent, is a good precautionary measure.

To obtain a caretaker for a house under H-b 6, in the absence of an officer on leave, is encouraged as a good precaution against theft of furniture.
(3) Any theft of furniture must be reported to the police immediately for investigation and also to the appropriate Estates officer or Furniture clerk.

(4) When the Responsible Permanent Secretary, in the case of pool housing, or a Responsible Officer, in the case of institutional housing, is satisfied that any theft of furniture has been caused or facilitated by the negligence of a tenant, para.8 below in respect of any particular loss may be applied.

7.
7.

The culrent lists of items of Government-provided furniture are shown by class in Appendix H.2.

8.
8.

In the event of a loss or damage occurring to any item of Government furniture attributable to the negligence or wilful actof an officer, the officer will be charged with the replacement cost of the loss less a percentage for depreciation of the furniture lost, at the date of loss, as assessed by the Ministry of Housing and Urban Development, or the actual cost of making good the damage, whichever is applicable.
484 Chapter I P nb lic S e rtt ic e G e neral H.e MAINTENANCE OF GOVERNMENT QUARTERS l. The Ministry of Housing and Urban Development is directly responsible for ensuring that Government quarters and furniture are kept in a satisfactory state of repair and renovation.

2.

Government quarters are norrnally decorated once every three years though this, under certain circumstances, may be extended up to five years at the discretion of the Ministry of Housing and Urban Development.

3.
3.

It is the duty of tenants in occupation of Government quarters to take such ordinary care of quarters as may be necessary to prevent undue deterioration and to observe the ordinary precautions necessary to maintain their quarters and the compounds in which their quarters stand, in a sanitary condition.

4.
4.

It is the responsibility of the tenant to see that the grass is cut in the compound round his or her house and he or she must not grow trees or plants in which insects dangerous to health can breed, such as mosquitoes.

Particularly this applies to bananas and related plants as in some towns it is an offence against the bye-laws to grow them in house compounds.

5.
5.

Domestic pets such as dogs and cats may be kept, within reason, but not other animals and tenants must see that their compounds remain in a sanitary condition and their pets are kept under propercontrol.

The keeping of certain animals on house compounds in townships andallowingcompoundstogetinto an insanitarycondition is an offence againstthe bye-laws of towns.

The bye-laws may vary one town from another, and the onus is on the officer to see that he or she is conforming to the law.

6.
6.

It is the responsibility of tenants, including caretakers, to see that the following are brought to the attention of the Ministry of Housing and Urban Development on the appropriate form (see Append* H.3):- (a) termite action either in a house or in the garden and dry-rot which is likely to jeopardise the safety of the structure.
The earlier these conditions are treated the cheaper it is to treat them; (b) defective and broken windows, doors, plumbing, door and window locks and handles; (c) leaking roofs, pipes or drains; (d) any other condition of the property whatever it may be which, if left, is likely to result in an abnormal rate of depreciation and consequently in more major repairs than would be necessary if the fault had been rectified in good time.
485 Chapter I Public Service Gencral H-e 7' ( 1 ) Repairs to buildings or decoration made necessary by wilful damage ro properry or negligence on the part of the tenant (including a caretaker) or his or her fanrily or visirors.

will be assessed and charged to the tenant.

If thi tenant is a public officer and he or she far ls to pay within one month of the date of receipt of the bill, thi sum will be deducted from his or her salary.
If the sum is large, then such deductions will be in reasonable instalments taking into account other deductions.

If the tenant is not a public officer, the Ministry of Housing and Urban Development will send the account to the tenant and take all necessarv action available in law to collect the debt.
(2) A tenant to whom the provisions of sub-paragraph (l) above apply may, in addition, be required to move into smaller premises thus leaving tlie vacated quarter free for allocarion to another officer, or, in extreme circumstances, may have his or her entitlement to Government quarters withdrawn in accordance with H_b 10. .

8.
8.

Representatives of the Ministry of Housing and Urban Development and Housing Accommodation Committees will conduct inspections of Government quarters from time to time but not less than once a year.

Reasonable notice will be given io o..upunts before inspections are to take place.

occupants should be present during inspections, as such inspections will not only cover the compounds and building exteriors but also the interior of the property.
The Minisrry of Housing and Urban Develof,menr represenrarive will make a list, if necessary' of any deficiencies or damage not reasonably attributable to fair wear and tear and paragraph 7 will then apply.

9' Any liability under this sub-section for damage to decoration or property is always - .

subject to fair wear and tear.

10.


Utmost restraint will be exercised by Responsible Officers in recommending ro rhe Responsible Permanent Secretary extensioni or improvements to pool housing because the problems and costs involved are considerable.

In exceptional circumstances the Responsi- ble Permanent SecretarY moy, in close consultation with the Ministry of Housing and Urban Development, authorise an extension or improvement to a pool house for an officer.
An application, stating the extent and nature of the extension or improvement to a pool house, shall be addressed to the Responsible Permanent Secretary by an officer through his or her Responsible Officer and the Area Housing Accommodation Committee for their detailed comments as to the officer's lack of success in securing a suitable change of quarters despite the fact that the officer nterits, on account of seniority and family status, having such a change of quarters and their definite recommendations on ,h" application in the ligrrttf the officer's seniority and family status, the housing situation on rhe station generally and the extenr of the officer's attempts to secure a suitable change of quarters.
486 Chapter I Public Service General H-f ALLOCATION OF GOVERNMENT STAFF HOUSING Government pool Housing l' The responsibility for the allocation of Government pool housing rests with the Responsible permanent Secretary.

2' The Responsible Permanent Secretary appoints House Accommodation committees to assist him or her in his or her task of all-ocating pool Housing.

'fhere is a House Accommodation committee for each urban area which has a Government Housing pool.
3' In Kampala and Entebbe the Chairman of the Committee is appointed from amongsr the most seniorpublic officers resident in those urban areas; in other urban areas rhe District Executive Secretaries are the Chairmen.

The members of the Committees must be representative of the groups of staff who are entirled to or eligible for housing as weli as senior public officers chosen by the Responsible permanent Secretary.
4' The terms of reference of House Accommodation Committees within their respective areas of jurisdiction and as regards pool housing are:_ \_, (a) to consider and review all applications for pool housing and decide on allocations following the rules laid down in this sub-section in particular paragraphs g- 15 below; (b) in close collaboration with the Area Estates officer, Ministry of Housing and Urban Development, to maintain an up-to-date list of all pool housing occupancies together with simirar detairs as at (c) (i) - (iii) and (v) below; (c) to maintain lists of all outstanding applications for pool housing in accordance with para.8 below with the following information:_ (i) Name, Ministry/Departmenr, Designation, Sarary Scale, Salary, Date of First Appointment, Date of present Appointment of the officer; (ii) indication whether the officer is entitled or eligible; if entitled when he or she so qualified; (iii) marital status and number of children accompanying the officer; (iv) rn the case of an entitled officer whether the officer is in hotel, awaiting housing and if so since when; 487 Chapter I Public Service General H-f (v) any other useful information regarding the circumstances of the officer; (d) from time to time and in close liaison with the Ministry of Housing and Urban Development to inspect and if need be review pool housing occupancies to ensure that occupancies and conditions of tenancy are in order; (e) to make available to the Responsible Permanent Secretary quarterly reports on the housing pool situation particularly against (b), (c) and (d) above; (f) to carry out any instructions which the Responsible Permanent Secretary may from time to time give.
5.If the Responsible Permanent Secretary has to withdraw a house from an allocation list for special allocation he or she does so through the Secretary to the appropriate House Accommodation Committee.

Apart from this, and subject to paragraphs 6 and 9 of the sub- section on Applicability etc.

etc.

under the Inroduction to these Standing Orders, the House Accommodation Committees will be left alone to do their job.

6.
6.

Any decision of aHouse Accommodation Committee established by this sub-section requires the concurrence of a majority of all members thereof.

Outside this provision, the Committees may make their own rules and regulations for the conduct of their business.

7.

Each House Accommodation Committee shall have a Secretary who shall be a public officer chosen by the Responsible Permanent Secretary.

"Entitlement" and "Eligibility" 8.
It is the policy of the Government - (a) to accept an obligation to house - (/) offrcers recruited from overseas whose conditions of service include a right to vacation leave and overseas passages to their home countries, which obligation to house is included in terms and conditions of service of these officers; (2) Technical Assistance Personnel, that is to say, officers who receive NO part of their remuneration from the Uganda Government, and are working full time and exclusively for the Uganda Government under a Technical Assistance Agreement which includes an obligation on the part of the Government to house such officers; (3) Judges of the Supreme Court or the High Court, Permanent Secretaries, Deputy Permanent Secretaries, Inspector-General of Police, Commissioner of Prisons, 488 Chapter I Public Service General H-f Directors, Senior Consultants, Deputy Directors, Deputy Inspector-General of Police, Deputy Commissioner of Prisons, Consultants, and Heads of Departments (see defini' tion in E-a l0), for the purpose of Standing Orders referred to as "entitled officers"; (b) not to accept an obligation to house all other officers regardless of tenure, status or rank but nevertheless to house when possible such officers as are not covered by paragraph (a) above, for the purposes of Standing Orders referred to as "eligible officers", PROVIDED that for serving officers, housing eligibility will not count from a date earlier than the effective date of these revised Standing Orders unless such officers became house-eligible from such an earlier date under the provisions of the Standing Orders applicable then.
Procedure 9.

The following procedure is laid down for the allocation of pool houses:- (a) the Responsible Permanent Secretary will allocate the houses of the officers mentioned in sub-paragraph 8(a)-(3) above.

He or she may instruct the Secretary of a particular House Accommodation Committee to withdraw a house from the list of houses available for allocation for this purpose or any other special purpose and direct to whom the house is to be allocated.
The posts mentioned in this sub-paragraph are hereinafter in this section referred to as status posts; (b) each Responsible Officer must set up in his or her Ministry or Deparqnent a procedure for informing the Secretary to the appropriate House Accommodation Committee - (1) when anyofficerof his orherMinistryorDepartment will vacate aGovernment pool house, for whatever reason, over which the particular House Accommodation Committee has a power of allocation, and whenever possible six weeks' notice of vacation of a house will be given; or (2) when an officer occupying a Government pool house, or who is entitled to occupy a Government pool house, is posted away from the particular House Accommo- dation Committee's jurisdiction, regardless of whether or not he or she is occupying a pool house; if the house the officer is occupying is not being vacated by him or her, full reasons must be given; (c) the Secretary to the House Accommodation Committee shall compile a list of all houses available for allocation showing the address, grade, and date of availability of the house notified to him or her as falling vacant in each calender month and shall publish such lists to public officers on the station, sending a copy of every list to the 489 Chapter I Public Service General H-f Responsible Permanent Secretary.
The lists must also stare the date on which the meedng will be held to allocate the house listed, and the last date on which applications c-an be accepted by the Secretary which should not be more than two days away fronr the date of the House Accommodation committee's meeting; .
(d) officers applying for houses will do so on the form, a copy of which is shown at Appendix H'4, which must be signed by the officer and forwarded, through his or her Responsible officer who shall countersign the form verifying the correctness of the contents, to the Secretary to the House Accommodation Committee; (e) on receipt of the applications for houses the Secretary of the House Accomnro- .
dation Comminee will assess the point-count of each applicant in accordance with the following rules - 1 point for each shs.

1,000 of basic annual salary.

1 point for one spouse of the officer.

2 points for the first child (see definition).

2 points for the second child (see definition).

1 point for the third child (see d.efinirion).

I point for the fourth child (see definition).


ll apointforeachcompletedyearofcontinuousserviceasahouse-entitledorhouse- eligible officer, in accordance with the groups mentioned in sub-paragraphs g(a) or (b) above, with the Government of Uganda or any Government, Administratiorr or Service, scheduled under the Pensioirs Act (provided such service outside the Uganda Government was pensionable service).
(2e) Example:' An officer on Shs'44,148 per annum in rhe u5b-4 Scale has a wife and three children and was first appointed to the Public Service as a house-eligible officer on j st January, 1981.

Point count in January, 1990 Salary Wife 44.14g 1.00 490 Chapter I Public Service General H-f tst Chitd 2nd child 3rd child Service 2.00 2.00 1.00 4.50 Total Points 54.648 Points Any figure which falls in the fourth decimal place should be ignored Technical Assistance Offi cers 10.
To arrive at rhe point-count forTechnical Assistance personnel (sub-paragraph 8(a) (2) above) it is necessuiy to assess the hypothetical grade and salary at which the officer would be employed in the Uganda Public Service.

The point-count of these officers will be assessed by the Responsible Permanent Secretary.
Applications must state - (a) the age of the officer; (b) his or her qualifications and the dates on which they were obtained; (c) the nature of the officer's duties; (d) his or her basic salary in the currency in which it is being paid, excluding allowances; (e) whether married and if his or her spouse accompanies him or her; (fl the number, ages and sexes of his or her children accompanying him or her; (g) brief description of experience since qualification with dates.

11.
11.

The following procedure is followed in the allocation of quarters by the Responsible Permanent Secretary and the House Accommodation Committees to public officers from the Housing Pools:- (a) status posrs whether on change of houses or original allocation.
Within this group officers compete on points; then 491 Chapter I Public Sertice General H-f (b) house entitled and eligible officers compete on points on an equal footing for CHANGE OF QUARTERS; for the purpose of this sub-paragraph a move from hotel accommodation to housing is not a change of quarters; after which (c) unhoused entitled officers then compete for vacant houses on a points basis in fulfilment of Government's contractual obligation; after which (d) unhoused eligible officers then compete on a points basis for vacanr houses: hovided that - (I) no officer may compete for a change of house if he or she has been allocated a house within six months of the date on which the particular House Accommodation Committee is due to sit; (2) houses in Grades A 1, B 1 and B 2 may be competed for only by officers on the Ul salary scale or above; (3) after change of houses allocations have been made, resultant vacant Grade B houses will be retained and placed on the allocation list for the following month (see sub-paragraphs 9(a) and (c) ahove) while houses in Grade C and below which are vacant shall be allocated in accordance with the above precedence to unhoused officers; (4) House Accommodation Committees have discretion in special circumsrances such as Proven medical and humanitarian grounds, to allocate houses below Grade B level outside the strict application of the points system; (5) an unhoused entitled officer receiving an Hotel Allowance (see E-i) will cease to be entitled to draw such hotel allowance from two days after the date on which a house allocated to him or her becomes available for occupation; (6) if officers holding status posts (see 8(a) (3) above) apply for a house the completed application forms shall be referred to the Responsible Permanent Secretary together with the application forms of the three bidders with the highest points from other groups, so that the Responsible Permanent Secretary can make his or her decision in full knowledge of the demand position.
Follow-up Action on Allocation 12.
Once a house is allocated, it is the duty of the Secretary of the House Accommoda- tion Committee to notify the officer to whom the house is allocated on the appropriate form (Appendix H.5), through the officer's Responsible Officer, who should take sieps to see that the allocation reaches its destination and a signature is obtained for it; it shall also be copied to:- 492 Chapter I Public Service General H-f (1) The Estates Officer or Furniture Clerk in the Ministry of Housing and Urban Development on the station; (2) the officer's Accounting Officer for purposes of rent deductions 13.
If a house is not taken over within one week of being allocated and becoming vacant, it shall be the duty of the Estates Officer or Furniture Clerk to raise the matter direct with the Secretary of the appropriate House Accommodation Committee and the officer's Ministry or Deparunent, to find out why the house has not been taken over, and to pursue the matter to a conclusion.

An Officer not to be allocated more than one House 14.
No officer may be allocated more than one Government staff house at a time, no matter where the quarters may be situated.

No Duplication of Housing privilege 15.

(l) A married couple both of whom are public officers may not be allocated two Governmentquarterson thesame stationoreven in twodifferent stations which are notmore than 40 kilometres apart if husband and wife are working in different stations.
(2) When a spouse of a public officer is himself or herself employed outside the public service and his or her employer provides housing for him or her on whatever the terms or conditions, the spouse will not be permitted to exercise his or her Covernment entitlement or eligibility.

Illegal Occupancies 16.


Any officer who occupies a Government house other than as a result of an allocation made by the proper authority will be evicted and, in addition, may forfeit his or her entitlement to Government quafters in accordance with H-b 10.

Institutional Housing 17.


No rules can be laid down about the allocation of Institutional Housing as there are so many service reasons why institutional housing must be allocated to meet duty require- ments, but where there are no duty reasons for allocating a pa.rticular institutional house and departmental officers get into competition for it the points sysrem of H-f 9(e) should be applied by Responsible Officers.

18.
18.

Where lnstitutional Ht'rusing is not being used by the Ministry/Department respon- sible for it, it should be lent to another MinistrylDepartment if required, on the understanding 493 Chapter I Public Service General H-f that it would be returned to its parent Ministry/Department when needed.

District Executive Secreuries should liaise with the Responsible Officers to achieve this flexibility with Remote Area Housing and ensure that the best use is made of the housing available.

494 I {..r ';-f,t,-.


,ll t?rls':' Chapter I Public Service General H-g HANDING.OVER AND TAKING.OVER 1.

Once an officer has received a pool house allocation notification, he or she will contact the Estates Officer or Furniture Clerk at the appropriate branch of the Ministry of Housing.qnd,U_I9.an-:Peyilgpment and arrange to take over the house.

_+,,!r)'r-r -'a,r;'.

2.


The officer must be present at the house with the Estates Officer or Furniture Clerk and check the furniture list and sign that it is in order at the date of taking over.

He or she must make sure that deficiencies in furniture and any damage to the decoration of house are recorded.

3.

It is the officer's personal responsibility to arrange for water and electricity to be supplied to the house where this is available.
If an officer is taking over from another officer and the elecricity has not been cut off by the U.E.B.

the in-going officer should ascertain and record the numberof units shown on the meter as used on the date of his or herentry, so that there is no difficulty in apportioning the account when it comes.

4.

When an outgoing officer hands over a house he or she should alrange for the Estates Officer or,the Furniture Clerk to be present and to check the furniture and house before handing over the keys.
Any deficiency or damage should be recorded in writing and signed for by the officer.

5.

Keys for houses will be handed over from the Estates Officer or Furniture Clerk to the in-going officer, or an out-going officer to the Estates Officer or Furniture Clerk.

Keys will never be handed from an out-going officer to an in-coming officer.

6.

An out-going tenant remains personally and pecuniarily responsible for a house until he or she hands the keys to the Estates Officer or Furniture Clerk.
It is no defence if there is any loss or wrongful possession taken by an officer, that the out-going officer handed the keys to another officer (even on the authority of a superior officer) or delegated his or her responsibility in this connection to a member of his or her family or another person.

7.

Bills for furniture deficiencies and damage to decoration and property not reasona- bly attributable to fair wear and tear will be sent to an officer liable in accordance with H- d 5 and 6 and H-e 7.
495 Chapter I P ttblic Service G eneral H-i POSTING 1.

Except as may otherwise be stated in this subsection an officer who is house-entitled on posting from one station to another automatically becomes the responsibility of his or her new station forpurposes of housing.

A Responsible Officer must, therefore, before posting a house-entitled officer make every effort to secure Government quarters for the officer, or alternatively book the officer into a hotel in his or her new starion.
Whilst the public interest must always come flrst, Responsible Officers must, however, be sure that there are sound duty grounds to justify a posting which might commit the Government to an expenditure, say of the magniture of hotel expenses and involve all sorts of problems to the officer being posted.

2.
When the officer affected by paragraph 1 above is, at the time of posting, occupying Government quarters in his or her former duty station but Government quarters are not immediately available for him or her on his or her new station, he or she may be permitted by the appropriate Housing Authority to conrinue to occupy Government quarters on his or her previous station until such time as other accommodation arrangements are made at his or her new sration and the following will apply:- (a) Where it is possible for an officer to continue to live in the Government quarters on hisorherold station with hisorherfamily and commutedaily tohis orher''1c w l,t&tion rather than move into a hotel in his or her new sration, he or she may ciairn thc appropriate allowances in accordance with E-o 51; or (D) where the officer leaves behind his or her family in his or her residence on his or her old station and is permitted under E-i 1(c) to move into a hotel on his or her new station, hotel allowance may be paid to him or her in addition to his or her being permitted by the appropriate Housing Authority to rerain the Government quarters for his or her spouse and children on his or her old station; and (c) the case must be reviewed monthly by the two relevant Housing Authorities and must be reported by the officer's Responsible Officer to the Responsible Permanent Secretary at the end of three months for further directions if no house has become available by then at the officer's new station with a full explanation of the housing position on the particular station or institution; and (d) once a Government quafter has been allocated to an officer on his or her new station, he or she must vacate the Government house on his or her old station, and any allowances he or she may be claiming under sub-paragraphs (a) or (b) above shall cease, where applicable, two days from the date a house on the new station becomes available for his or her occupation.
497 Chapter I Public Service General H-i 3' where an officer entitled to housing wishes, for purely personal reasons, to retain his or her Government quarters in his or her old station evin though quarters may be available for him or her in his or her new station, his or her case will be handled in accordance with E-o 50.
498 Chapter I Public Service Generul .\ltpendir H-l GRADES OF STAFF TIOUSES GRADE A l' Quarters with more than 3 bedrooms and irresnective ol'number of ablurrons GRADE B l. Quarters 3-bedroomed with 2 ablutions and wiih water-borne sanitarron.

2.

Quarters 3-bedroomed with 2 ablutions and without water-borne sanitation.

3.

Quarters 2-bedroomed with 2 ablutions and with water-borne sanirarion.

4.

Quarters 3-bedroomed with one ablution and with water-borne saniration.
GRADE C l. Quarters 2-bedroomed with 2 ablutions and without water-borne sanitation.

2.

Quarters 3-bedroomed with one ablution and without water-borne sanitation.

3' Quaners 2-bedroomed houses and flats with one ablution and with warer-borne sanltatlon 4.

Quafiers 3-bedroomed houses and flats with one ablutton and with w,ater-borne sanltatl0n.

5.

Quarters 3-bedroomed "all purpose" houses, with or without water-borne sanitation GRADE D 1.
Quarters 2-bedroomed with one ablution and without water-bornc sanirarion 2.

Quarters one-bedroomed houses and flats with one ablurion ancl rvith water-borne sanltatlon 3' Quarters 3-bedroomed with one ablution and without water-borne sanitation.

4' Quarters 2-bedroomed houses and flats with one ablution and with warer-bo:-ne sanl- tatlon 499 Chapter I Public Service General Appendix H-l 5.

Quarters 3-bedroomed with one ablution and with water-borne sanitation.

6.
6.

Quarters hostel cottages and flats in hostels and flats with one bedroom.

7.

Quarters one-bedroomed with one ablution and without water-borne sanitation E. Quarters 2-bedroomed with one ablution and without water-borne sanitation.

9.

Quarters 3-bedroomed with one ablution and without water-borne sanitation.

10.

Quaners 2-bedroomed with one ablution and with water-borne sanitation.

11.

Clover-leaf uniports.

GRADE E 1.

Quarters one-bedroomed with one ablution and with water-borne sanitation.

2.
2.

Quarters 2-bedroomed with one ablution and without water-borne sanitation.

3.

Quarters 3-bedroomed with communal ancillaries.

4.

Quarters hostel single rooms.

GRADE F l. Quarters one-bedroomed with one ablution and without water-borne sanitation 2.

Quarters one-bedroomed with one ablution with water-bome sanitation.

3.

Quarters 2-bedroomed with communal ancillaries.

GRADE G l. Quarters one-bedroomed with one ablution and without water-borne sanitation 2.
Quarters with one-bedroom and communal ancillaries.

3.

Quarters single rooms with communal ancillaries.

500 Chapter I Public Service General Appendix H-1 l. Other one-roomed quarters GRADE H NOTES:' (a) Number of bedrooms.

These are rooms which are capable of being used as at least single bedrooms over and above a separate dining-room and lounge or a combined dining-room and lounge.

(D) Ablutions.

Ablution room means a room with a bath or a shower or other fixed washing facilities.
501 Chapter I Public Service General Appendix H-2 r{ -l Q0 la Hilp Ftsz &p fr o lEla o il 0.

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d, a C) c) Chapter 1 To: Pnblic Service General Appendix H-4 HOUSE ACCOMMODATION COMMITTEE REQUISITION FOR QUARTERS CHANGE OF QUARTERS 1.

2.

3.

NAME: DESIGNATION: SINGLE MARRIED 4.

Number of children under 19, unmarried and indepedent.

Boys Girls No.

No.
Boys Girls No.

No.

SALARY SCALE: Ages Ages BASIC SALARY: Shs p.a.

ELIGIBLE ENTITLED 5.

6.

7.

SALARY SCALE Ul Special U1 U2 U3 U4 u5b-4 Other Scales Overseas Appointment T.A.O.+ Head of Department Sen ior Consultant/Con su ltant Director Deputy Permanent Secretary Perntanent Secretary Judge (Tick appropriate boxes) +Technical Assistance Officer 504 Public Service General Appendix H-4 Chapter I 8.

Date when first became: ENTITLED ELIGIBLE 9.

Date of arrival for residence on station .

.

...... r0.
.

...... r0.

Spouse Are you accompanied by II.

PRESENT ACCOMMODATION Children (also indicate number and ages) (Tick) Government Quarters Hotel Private Address Name (Tick if appticable) 12.

Quarter requested Choice ) 3 4.

13' Any special circumstance you wish to bring to the norice of the committee:- Signature of Officer .

I CERTIFY the correctness of these particulars.
Head of Departmenr 505 Chapter I Publtc Service General Appendix H-{ OFFICIAI, USE Point CoLrnt (S.o.H.-t9 (e) Basic salary Service Wife lst Child 2nd Child 3rd Child 4th Child Total Quarter allocated Date of Meeting Secretary 506 Public Service General Appendix H-5 HOUSE ACCOMMODATION COMMITTEE Chapter I Address: Date: To: Name of Officer .... Thru MinisurylDeparrmenr: ALLOCATION OF QUARTERS l. You have been allocated for your temporary occupation the following quarters on the conditions laid down in Section H of Standing Orders: ( Address of Quarters Grade of Quarters If shared, with whom Date of allocation The quarters are*/are not* of a higher grade than would normally have been allocated Scale of furniture+ 2.
The keysof the premises may be obtained from the Estates Officer*/Furniture Clerk*, Ministry of Housing andUrban Development and on occupying thequarter you should make ilrangements with the Estates Officer*lFurniture Clerkx to check the Government furniture therein.

During your occupation you will be personally liable for all Government furniture handed over to you on the terms Iaid down in Standing Orders.

3.
3.

Before vacating the quarters you should notify the Estates Officer*/Furniture Clerk*, Ministry of Housing and Urban Development and make arrangements to check with him or 507 Chapter I Public Service General Appendix H-5 her the Government furniture in the house.

Failure to do this will render you personally responsible for any deficiency in furniture found after your occupancy has ceased.
4' On vacating the quarters, the keys must be handed to the Estates Officer*/Furnirure Clerk*, Ministry of Housing and Urban Development and NoT to any new occupier or any other person.

5.

If an officer accommodated in the hotel declines to occupy quarters allocated to him or her he or she will forfeit assistance towards hotel expenses with effect from rwo days after the date the allocated quarters become available for occupation.

6.
6.

Your attention i s particularly drawn to Uganda Government S tandin g Orders, S ection H. Secretary, House Accommodation Committee * Strike out words inapplicable.

+ Not required when hostel accommodation is allocated Copies to:- Officer's Permanent Secretary or Head of Department Estates Officer/Furniture Clerk ..... Executive Authority, Township Aurhority, Water Authority in the local area U.E.B O.C.
Police.... 508 ChaPter 1 Public Semice General CONTENTS Section J tional arrangements Staff Development in the Pubtic Service-Policy, programmes and organtsa.
General rules about Staff Development in the Public Service Training, Travelling' Trartsit and Subsistence Allowances for ffiffitAEaineeiand S chol ars CorresPondence Course Trainin g Civil Service Examinations J-a J-b J-c J-d J-e Appendices Appendix J-c1 Appendix J-1 Appendix J-2 Training Allowances for Sponsored Officers Cycle of Traintng Application for an Officer for a long-term Training Course C t s09 Chapter I Public Service General J'a STAFF DEVELOPMENT IN THE PUBLIC SERVICE_ POLICY, PROGRAMMES AND ORGANISATIONAL A RR ANG E]VI ENTS Policy and Objectives l. It is the objective of the Government to apply staff developmenr in the public service as one of the major means of bringing about rapid, balanced and sustained economic and social development of the country.
2.

The Government will continuously build a public service which is responsive, motivated and capable of implementing Government policy with loyalty and dedication; staff development will play an important role in the Governmenr's efforts of making the public service an effective and efficient organ providing the main driving force in the execution of public policies and always ready to hold irs own in a rapidly changing, demanding and challenging economic and social atmosphere.

3.
3.

The objective of staff developmenr in rhe public service is:- (a) to assist individual public officers in improving or acquiring knowledge.
,kills and abilities which are a prerequisite for the effective performance of their normal duties; (b) to assist individual public officers in raising the level of their comperence as well as their technical and professional status in preparation for positions of grearer responsibilities; (c) to develop a sense of service to the public among pubric officers; and (d) to foster in public officers a sense of team spirit and co-operarion 4.
The Government will, therefore, pursue a policy of (a) ensuring that there is an adequate and balanced supply of skillcd, competent and high quality manpower to initiate and sustain development and to provide and maintain services at the desired pace and level; (b) ensuring that staff development is provided in a systemaric manner for all levels of staff through training programmes based on identified current or projected training needs; (c) carrying out the necessary research to enable the Government to monitor properly all staff development activities with a view to ensuring that continuous 511 Chapter I Public Service General J-a rmprovement in staff development programmes is achieved.
5' Identification of Training Needs and Development of Training programmes Through a sysrematic analysis of:- (a) every Ministry's or Department's short-term and long-terrn overall objectives against the background of its past and present performance; (b) the different individual jobs in a Ministry or Department; and (c) the individual Ministerial or Departmental members of staff, the various sectoral training needs will be identified and, on the basis of this, the relevant projected training prograrnmes developed throughout the service, as part of the regulu, prrronnrl management function.
Organisational Arran gements 6' Itis of crucial importance that public service staff development policies, procedures, practices and programmes are viable and the Government recognises that for this to happen all these must be pan and parcel of the national overall human resources policies and strategies as expressed from time to time in the National Development plans.

7' A National Manpower Council exists in the Ministry of planning and Economic Development.
The Council's major functions shall be:_ (a) to create a coherent national human resources policy; (b) to supervise the co-ordination of all national activities in manpower planning, development and utilisation; (c) to ensure that the counEy's manpower needs are properly catered for in the overall National Development plans; (d) to provide an effective machinery for the Council to supervise rhe regular and systematic monitoring of the implementation of the National Developmenr plans, including their review where necessary, in so far as they affect manpower needs; and (e) tocarryoutany such otherfunctions as it may become necessary, in accordance with any Act of Parliament or Government policy, for the council to undertake.
512 Chapter I Pubtic Service Generul J-a E. The National Manpower Council has three main committees (i.e.
the Public Seivice Manpower and Staff Development Committee, the Parastatal and Private Sector Manpower and Staff Development Committee and the National Scholarships and Fellowships Commit- tee) whose main function shall be:- (a) to assist the Council generally in the formulation of human resources policy; (b) to assist the Council in laying down suitable objectives and strategies to achieve that policy; (c) to assist the Council in translating manpower objectives and strategies into viable staff development programmes and projects for inclusion in the overall National Develop- ment Plans; (d) to assist the Council in co-ordinating the implementation, monitoring and review of staff development progriunmes and projects in consonance with the current and projected manpower needs as reflected in the overall National Development Plans; (e) to carry out such other duties as the Council may from time to time direct' 9.
The National Manpower Council, or any of its main committees if and when aurhorised by the Council, may create specialised sub-committees to advise the Council, or any of its committees, on any matter falling within its area ofjurisdiction.

Sonle of these areas are: Board of Governors of the Institute of Public Administration; harmonisation and rcguiarisation of c':rricula.

etc.

etc.
etc.

etc.

among various Training Institutions; recognition of qualifications for the purposes of employment in the Public Service; civii service exarnina- tions; etc.

etc.

10.
etc.

10.

The Secretariat of the Public Service Manpower and S taff Development Committee shall be in the Minisury of Public Service and Cabinet Affairs, that for the Parastatal and private Sector Manpower and Staff Development Committee shall be in the Ministry of planning and Economic Development and thatof the National scholarships and Fellowships Committee shall continue to be in the Ministry of Education.

11.
11.

There will be a Staff Development Unit in every Ministry or Department which' among other duties, will provide Secretariat seruices to the Ministerial/ Departmental Staff Development Committee.

12.

The Ministerial/Departmenral Staff Development Committee will be chaired by the Responsible Officer and composed of all Heads of Department, Division, Section or Unit, as the case may be.
Its main functions will be as follows:- 513 Chapter I Public Service General J-a (a) to assist the Public Service Manpower and Staff Development Committee in identifying the current and projected manpower requirements of the particular Ministry or Department; (b) to draw up a draft Staff Development Career Plan for all staff in the Ministry or Deparment for approval by the Public Service Manpower and Staff Development Commit- tee; (c) to draw up a draft Master Training Programme for the entire Ministry or Department for approval by the Public Service Manpower and Staff Development Committee; (d) to initiate action or carry out action in the implementation, monitoring and review of the approved staff developnient programmes and projects affecting rhe Ministry or Department as laid down in the overall National Developrnent plans or as approved by the Public Service Manpower and Staff Development Committee; and (e) to carry out such other duties as may from time to time be directed by the National ManpowerCouncil, thePublicserviceManpowerand Staff DevelopmentCommittee orany of their specialised sub-committees.
514 Chapter I Public Seryice General J-b GENERAI, RULES ABOUT STAFF DEVELOPMENT IN THE PUBLIC SERVICE (t] For the purposes of these Standing Orders, the term "Staff Development in the 1' .

.. Public Seryice" means taining of serving puuti.


off,rcers consisting of on-the-job rraining (including rotation in different posts within the individual officer's cadre, or rotation between the field, the Headquutt.ir and, if necessary, parastatal bodies) and full-time, short- terrn or long-term training at a training institutio iiu guidelines in Appendix t I ).

".'
".'

(2) In addition staff development in the public service extends to acquisition of general or specific skills through individual or other p.iuut, means and this will also receive all the encouragement possrble' Examples of this may include preparation, on the part of an individual officer, in hisorherprivate time and at hisorherown expense, foran examination, a test' an interview, etc.

etc.

arranged under the auspices of the public Service Commission, a public examining body or institution.
(corresiondence course rraining is dealt with separately under J-d below) -'*"""o 'o ., t 2' Staff development for each individual public officer is a continuous process which must be planned, carried out and reviewed in accordance with the Ministerial/ Depanmentar Master CareerPlan and rraining Programme approved by the public Service Manpower and StaffDevelopment CommitteeJf the-National ManpowerCouncil in accordance with J-a 12.
3' various training courses will be advertised under the general direction of the National Manpower council, its Committees or specialised sub-coirmittees.

public officers wishing to apply for consideration for such advertised courses will do so through their Responsible officers using the procedure prescribed for any particurar course.

4' There is nothing to stop a Responsible officer from applying to the appropriate authority for the consideration of uny prbti.
officer serving undli hirn o. her foi admission ro any training course which in his or her opinion would be beneficial to the public officer within the terms of the approved Ministeiiat/ Departmental Master Career plan and Training Programme.

5'^- ( I ) Training courses sponsored by the Government are norrnally open only to public officers who are Ugandan citiiens.
(2) Public officers who are not Ugandan citizens may be permitted to attend short training courses locally or in countries in which they spend their leave when it is necessary inthepublicinterestforthemtodoso.

Thesecoursesareusuallyinnewtypesofmanagement techniques, equipment and machinery.

515 Chapter I Study Leave P ttblic Service General J-u 6.
( 1) Subject to the terms of paragraph 5 above, once a public officer has been offered a place on a training course either under paragraph 3 or 4 of this subsection, the officer will be granted study leave as follows:- (a) for short-term training - by the officer's Responsible Officer; (b) forlong-term training - by the Public Service Manpower and Staff Development Committee.
See also the provisions of sub-section C-e. (2) The authority for granting study leave under sub-paragraph (1) above has a right, when it is patently in the public interest, to require a public officer to remain in post and not take up any offer of training.

This power will, however, be exercised only in exceptional circumstances and the officer concerned will normally be allowed to go for similar training at the next available opportunity.
(3) Applications for study leave under sub-paragraph ( 1) (b) above will be made by a Responsible Officer completing the relevant form ( see under Appendix J2) and sending the necessary numberof copies to the Secretary, Public Service Manpower and Staff Develop- ment Committee and one copy to the Responsible Permanent Secretary.
(4) No officer will proceed on a course as a sponsored officer before his or her application for study leave has been approved in accordance with sub-paragraph (1) (a) or (b) above.

(5) Where an officer is to be sponsored for a course outside Uganda at public expense, it is also necessary for special clearance to be obtained from the foreign exchange control point of view (see also F-c 8).

7.

(l) Study leave does not earn leave.


The officer granted study leave will, however, not be required to report back for normal duties in his or her office during the vacations of hrs or her training institution.

(2\ Responsible Officers should make every possible endeavour to make it possible forpublic officers proceeding for long-term training programmes to take all approved earned leave, including earned leave for the current year, before embarking on the course.
In the event of this proving difficult, the public officer will proceed to the course on the clear understanding that any balance of leave, to his or her credit as at the date of his or her commencement of the course, shall be taken immediately on his or her return from the course or else forfeited.
5r6 Chapter I Public Seruice General J-b (3) When not forming part of the period of any study leave granted under sub- paragraph 6 (1) (a) or (b) above, periods during which public officers are taking any examinations, for which they are sponsored by theii parent Ministries or Deparrments, shall, in the terrns of this Section, be regarded as study i"ur".
It follows, therefore, that public officers in these circumstances will be "sponsored officers" as defined in paragraph 27 below rather than officers on duty for the purposes of claiming any allowances or for any other purpose under these Standing Orders.

The above will also apply where an officer is sent either on a study tour or a period of practical attachment away from his or her normal place of duty.

Other Administrative Arrangements to Apply when Public Officers are Sponsored for Training.

8.
8.

Supernumerary Posts to Facilitate Training Unless the circumstances described in paragraph 9 below apply, the parent Ministry or Department of a public officer granted study leavi to undertake a course will be responsible for his or her salary and other approved expenses throughout the period of the course regardless of the period involved.
9' Where it can be proved to the satisfaction of the Responsible permanent Secretary that the officer's further studies will, on his or her return, fii trim or her for a vacancy in another Minisry or Department and provided the course is to take at least one academic year, a supernumerary post at the officer's substantial level will be created in the Ministry of public Service and Cabinet Affairs and it will be the latter Minisrry which will be responsible for the officer's salary and other approved expenses for the duration of the course.
l0' On proceeding on the course an officer affected by paragraph 9 above will be transferred to the establishment of the Ministry of Public Service and Cabinet Affairs.

ll' When paragraphs 9 and 10 above apply, whether the vacancy which is left in the officer's parent Minisry or Department will be permitted to be filled will depend on rhe Responsible Officer of that Ministry or Department convincing the Standing Grading Committee of the necessity to fill that post.
The case must be put in detail, and in writing, by the Responsible Officer in question, to the Standing Grading Committee for consideration and decision.
12' If the officer to whom paragraphs 9 and l0 above apply succeeds in his or her course then he or she will, on return, be considered by the Public Service Commission for appoinrment to an appropriate vacancy either on transfer or on promotion, and on appointment his or her supernumerary post in the establishment of the Ministry of Public Service and Cabinet Affairs will fall away.

517 Chapter I P ublic S e rtt ic e G e ne ral J-b 13.
If the officer to whom paragraphs 9 and 10 above apply returns without having been successful in his or her course and has to return to his or her previous post, he or she will take any vacancy which might be available at the time in the particular cadre, but if none is available then the supernumerary post in the Vote of the Ministry of Public Service and Cabinet Affairs will be transferred to the appropriate Minisury, and will fall away when the next vacancy occurs in that cadre.

14.
14.

Government Quarters to be Vacated.

The temrs of H-b 4 (1) and (2) will apply ro a sponse-ed officer.

15.

Salaries and Increments.

A public officer sponsored for training will get his or her salary in full and will earn his or her normal increments as they may fall due during the period of his or her rraining.

Expenses to be met from Public Funds 16.


(1) A trainee or scholar will have the following met from public funds:- (i) Tuition fees; (ii) Registrationfees; (iii) Examinationfees; (iv) Scholastic materials including stationery and essential books; (v) Caution money; (vi) Gown; (vii) Approved subscriptions; (viii) Other approved miscellaneous expenses, as may be applicable and payable direct to the institution concerned.
(2\ In the case of officers sponsored for training in Government training institutions the following will apply in lieu of item (iv) of sub-para (l) above:- 518 Chapter I Level of Award P ttblic S ertt ic e G e ne ral J-u Rate of Stationery Allowance Rate of Book Allowance Shs.

p.a.

Shs.

p.a.
p.a.

Shs.

p.a.

(a) Postgraduate Masters/ ph.D (b) Postgraduate Diploma/Certificate 11,000 15,0(X) 10,000 -do_ (c) Non-graduate Diploma/Certificate g,000 _do_ (3) An officer sponsored for Industrial Training locally will, in addition to any other allowances applicable to him or her be paid Shs.l,70b a month as an Industrial Training Allowance.
17' Furthermore a Training Subsistence Allowance, pocket money allowance and travel- ling allowance may be payable to a sponsored trainee or scholar at public expense in accordance with the provisions of subsection J_c.
18' Where a course is financed other than by the Uganda Government, a trainee or scholar taking the course will receive from the Uganda Government the financial benefits under paragraphs l6 to 17 above and subsection J-c only to extent that the assistance given by the financing authority falls short of those benefits.

19' Expenses to be met from sponsored oflicer's own pocket.
A trainee or scholar will be required to pay from his or her own pocket for his or her laundry, other personal expenses, provision of his or her clothing and support of his or her dependants.

20' Incremental credit for approved additional training or qualifications: ( I ) Any ap- proved additional training or qualification, undertaken or obtained after acquisition of the basic minimum qualifications, will qualify a candidate for incremental credit in accordance with subsection B-c above.
(2) In the case of an already serving officer, such incremental credit will be over and above his or her normal increment.

2l' Obligation to serve in the public service for persons trained at public expense.

Both officers already in the service before undertakingtraining at public expense, and those not in the public service at the time of joining rraining courses at public expense will be required to serve in the public service on such conditioni as are laid down in the appropriate law.
(87) ( 519 Chapter I Public Service General J-b 22.

Officers taking up futl-time training without Government sponsorship.

An officer, who is not sponsored, who is offered a place on a full-time course at any rraining institution will, if he or she wishes to accept it, be required to resign from the Public Service and will be treated as a private studenL 23.

Probation and Promotion.


(1) No trainee or scholar will be considered for confirma- tion in his or her appointrent during the period of his or her course.

(2) No officer shall be considered for promotion in the service during his or her absence on a scholarship/ training course which lasts more than one calendar/academic year or otherwise, regardless of duration, which is unrelated to the official staff development arrangements for the officer's cadre.

U.

Pension position.


The absence of a sponsored pensionable Public Officer on a course will not adversely affect his or her pension.

For the pu{poses of the Pensions Act the period of the course will be regarded as leave on the grounds of public interest and will count as pcnsionable service.

25.

Families accompanying trainees.


The Government will nor meet any part of the cost either of travel or upkeep, in the counEry of the course, of the spouse or children of an officer sponsored for a course if he or she decides to take them with him or her.
He or she will have to fulfil the exchange control and immigration procedure in force at the time before passports wiU be issued to his or her spouse and chil&en proving that he or she is financially capable of paying their return passages and sustaining them while in the country of the course.

2Ii.

No last minute cancellations.


When a course has been arranged for an off,rcer with a training institution, Iast minute cancellations must be avoided wherever possible, and they sttould be permined only in the most exceptional circumstances.

Such cancellations cause considerable emba:rassment and inconvenience.

27.

Definitions.
27.

Definitions.

For the purposes of Section J of this Chapter, and unless the context otherwise requires:- "sponsored officer" means a public officer $anted study leave to attend a course at a training institution either as a scholar or trainee; "short-term training course" means acourse including seminars, workshops, sympo- sia, study tours, practical attachments, etc.

etc.

lasting less than three months; "long-term training course" means a course including study tours, practical attach- ments, etc.
etc.
lasting three m.rnths or longer; s20 Chapter I Public Service General J-b "scholar" in relation to the public service, means a public officer sponsored for a long-term course through the scholarships arrangements whether or not it leads to a formal qualification; "trainee" in relation to the pubtic service, means a public officer sponsored for either a long-term or short-telrn course other than through scholarships arrangements whether or not it leads to a formal qualification; "formal qualification" means a qualification obtained through examination by a recognised examining body; "recognised examining body" means a body declared as such by the National Manpower Council; "abroad" means outside Uganda; "dependant" means the dependent spouse and the dependent children of an officer; "training institution" means a school, college, University, institution or any other place at which a training course is held at which public officers may attend for training both locally and abroad.
521 Chapter I Public Service General J-c TRAINING TRAVELLING, TRANSIT AND SUBSISTENCE ALLOWANCES FOR SPONSORED TRAINEES AND SCHOLARS 1.

At Appendix J-c 1 is a schedule showing the various types of rraining allowances applicable to sponsored trainees and scholars in different circumstances.
2' When an officer is sponsored for any training course outside Uganda, regardless of the duration of the course, the following will also apply:- (a) the officer will be entitled to one return air ticket for himself or herself from an international airport in Uganda to an international airport in his or her counrry of study outside Uganda.
The officer's entirlement shall be in E-b and E-c; (b) the officer will claim the cost of transport of one round trip between the airport and the air terminal as well as between the air terminal and the place of residence in his or her counury of study by the most economical means where the cost is not included in the air ticket; (c) it is the personal responsibility of the officer to ensure that all his or her international travel documents (that is to say, passports, innoculatior.r/vaccina- tion certificates) are in order well before the date of travelling; (d) subject to the approval by the Responsible Permanent Secretary in each individ- ual case, the Government will also meet the cost of travel in the country of the course between the trainee's place of residence in that country and the place where the course is being held, in excess of US $ 3 per week; (e) the cost of trivelling undertaken as part of an approved course will be met by the Government; (0 the officer may claim a warm clothing allowance in accordance with the rates and the terms of E-h. 3' When an officer, sponsored for a course locally, is required to undertake practical field training or research away from his or her usual place of abode during the course, he or she may claim either a Night Allowance or a Day Allowance, in the usual manner, when undertaking such training or research.
( 523 CA & r{ (.)

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F F. + + + I 3 U ta ?t) ;) oooooo rooNNn s E'3 AB E E 6# ;E E: HE IE g r; ii: 6o ,i aa 3E i EE EE bT; <E E EEd 3;E5ti oe 5lr a ( t € € Chapter I Public Seryice General J-d CORRESPONDENCE COURSE TRAINING 1' (1) The main advantages of correspondence course training are that it can reach many more people at the sarne time and it permits more latitude in individual progress at one 's pace, and all this it does at much less cost per unit, than the orthodox class-room teaching or lecturing method.
(2) On the other hand training by correspondence has some major problems, for example, to reach its often far-flung clientale, there must be reliable, quickandiegular postal services to deliver course work papers to and fro; there is bound to be shortage of competent persons to givepersonal supervision and day-to-day guidance to the course fanicipants; the production of course work papers using large quantities of stationery can be a big inhibiting factor; it is difficult to ensure that work srniin by the participant is quickly corrected and the necessary follow-up action taken in good time.
2' However, staff development by way of correspondence course training will, as faras feasible, economical andproper, be used to supplement ttre more orthodox means of training in the public service dealt with elsewhere in this Section.
3' In pursuance of paragraph 2 abve,correspondence course training shall only bc used in the public service if:- (a) it is related to a particular training need as reflected in an approved staff devel- opment progralnme (see sub-paragraphs J-a8 (c) & (d) and 12 (a) to (d)) or schemes of service (see A-o 4); (b) it reaches acceptable standards both in content and methodology as adjudged by the Nadonal Manpower council or any of its appropriate committees; (c) where the training is to lead to a formal qualification rhe examining authority must be rccognised by the National Manpower Council, or any of its appropriate committees, for the purpose provided that general courses leading to the Uganda Certificate of Education ("O" L,evel and "A" I-evel), basic University D"gr"".rp"cially in the Arts field, will not, in any case, be considered under it" puuti.
sernice correspondence course training iurangemenB.

4' Correspondence course training may, but must not necessarily, be supplemented by day-release,evening classorotherformsoffull-timetraining,e.g.theMobileTrainingUnii to enhance or improve the content and methodology of the-course.
5' (1) All training by correspondence by public officers at public expense will require the prior approval of the Responsible Permanent Secretary who, before deciding on O" 527 \ i. l-t Chapter I Public Service General J-d matter' may fust seek the advice of the appropriate Committee of the National Manpower Council.

(2) Any cases not approved as at (1) above will not qualify for any Governmenr ass$tance.

6.
6.

(1) Whenapublicofficerhasbeensponsoredtoembarkuponacorrespondencecourse in accordance with sub-paragraph 5 ( 1) above the following expenses, where applicable, will be paid automatically, direct to the institution hostinglh" rourr" by his or her parenr Ministry/Department: - Tuition Fees Registration Fees Examination Fees Approved subscriptions Scholastic materials including stationery and essential books (if separate from Tuition fees) subject to the limitations stated in J-b 16 (2).
(2) In the event of the officer having to claim for any training travelling allowance, day allowance, night allowance or any other expense not specified in (l) above in connection with his or her approved correspondence course, the matter shall be referred to the ResponsiblePermanent Secretary forhisorherspecific approval before theclaim is accepted forpayment.

s28 Chapter I Public Service General EXAMINATIONS J-e 1.
As a corollary to intensified staff development in the service, more use will be made of civil service examinations and tests generally to achieve greater professionalisation in the service and in particular- (a) to assist in ensuring that only those individuals with the requisite qualifications and qualities are appointed to and retained in the service; (b) to assist in improving upon the merit sysrem in the recruitment and appoint- ments/promotion machinery of the service; (c) to assist in inculcating a greater sense of confidence and pride in the service on the part of public officers.
2- Civil service examinations and/or tests will be conducted in the following circum- stances:- (a) before any candidate is appointed on prol-ration ro rhe permanenr and pensionable establishment; (b) before any officer on probation is confirmed in his or her appointment; (c) before any officer is promoted to any grade below the Ul sarary scare; (d) exceptionally, as may be required in some other circumstances.

3.
3.

The standard and content of the various types of civil service examinations and tests, as well as the authority to be responsible for the actual administration of a parricular type of examination or test, will be decided upon by the Public Service Manpower and Staff Development Committee in close consultation with the relevant specialised Committee of the National Manpower Council.

4.
4.

(1) The Public Service Manpower and Staff Development Committee may, on the recommendation of the Responsible Permanent Secretary, exempt any cadre of officers (as opposed to individual public officers) from the requirement to take a particular type of examination as listed in para.2 above.
(2) The Responsible Permanent Secretary may, in his or her discretior,, eiempt any individual officer from the requirement to take a particular examination under para.2 above, on the recommendation of the Responsible Officer.
t 529 Chapter I Public Service General Appendix J-I CYCLE OF TRAINING l. ln order to make it possible for public officers to develop special skiiis ancl to acquire the necessary experience for self-development through the various provision should be made for systematic mandatory staff development, including rotarion of itaff between rhe field, headquarters and parastatal bodies where necessary.
In other words, the Government has adopted the concept of a training cycle for individual public officers starting with induction (orientation) training and ending with training for re-integration into society (retirement).

The ultimate aim is to ensure that all .rnploy"., are assisted to develop themselves until they reach their maximum potentialities.

-rrades, 2.
-rrades, 2.

Under the training cycle scheme, efforts shall be made to sysrematically provide each grade of officers in the service with staff development programmes along ttre guiae-tines set out below: (1) Induction (Crientation) Training programmes: - Intended to properly 'fit' newly recruited officers into the service; compulsory for each grade of public officers and conducted within the first rhree months of entry into the service.
( (2) Job-related Training programmes: - Job-related or skills-building training will be encouraged within the Minisrry/De- parment where the individual officer is employed and should be conducted by immediate supervisors guided by staff development officers within the MinistryDepartment.
Where necessary the programme should be delivered on a part-time basis, for example once or twice a week over a period of time until the employee has acquired necessary attitudes, behaviour, skills and knowledge relevant to his or her career.

(3) Integration Training programrnes: - These are aimed at enabling public officers to understand and appreciatc the socio- economic and political systems of Uganda.
Thus the programmes aim at helping public officers to become fully aware of and adequately knowleageable about their working environment.

These training programmes shall necessarily be undertaken during the early years of service, preferably within the first five years.

(4) Management Development programmes: will caterforrecentlypromoted officersorthose about to be promoted in order to assist them to assume higher responsibilities effectively and with confidence.
These -These 531 Chapter I Appendix J-l progammes will be particularly necessary for middle-level public officers in the profes- sional and administrative class grades.

Pnblic Seryice General (5) Specialised Training programrnes:- - For each grade, mid-career full-time training courses will be offered in specialised fields such as Personnel Management, Public Administration, Finance and raxation, erc.

etc.
etc.

fo.rexaSqtepostgraduate Dipioma orotherprograrnmes arIpA, ESAMI, the University and other similar institutions locally or abroad.

(O Advanced Management Training programmes:_ - These will be conducted on a continuing basis for top managemenvadministrative grades in the service.

o) Reintegration into society (retirement) Training programmes:- - These pro$ammes should be offered preferably within the last pre-retiremenr year to officers who are preparing for retirement.
It should assist retiring officers ro prepa-re themselvesforareturn topublic life,outside thegffice, with confidence and wirhour..the fear of the unknown',.

532 Chapter 1 Public Service General Appendix J.2 PSMSDC FORM NO.

.............

THE REPUBLIC OF UGANDA APPLICATION BY A RESPONSIBLE OFFICER FOR AN OFFICER TO PROCEED ON STUDY LEAVE FOR A LONG.TERM TRAINING COURSE EITHER LOCALLY OR ABROAD This form should NOT be used for the following courses:- Police, Prison and Fire Service Courses.
Please complete .... as follows:- copies of this form.

Completed copies should be distributed copies to the Secretary, Public Service Manpower and Staff Development Committee together with one copy each of the Staff Per- formance Appraisal Reports on the candidate for ihe immediate previous three years.

Onecopy tothe Permanent Secretary, Ministry of Public Service and Cabinet Affairs.

MIMSTRY/DEPARTMENT 1.

( NAME OF OFFICER (a) Date of birth (b) Date first appointed (c) Present post (d) Scale of post 2.
Present educational standard of candidate, details to be given of:- (i) Uganda Certificate of Education, grade and year (ii) University degree (iii) Any examinations passed other thari in (i) or (ii) If the candidate did not pass the U Education Examination, full detai examinations passed and dates.

ganda Certificate of ls to be given of other C s33 Chapter I Public Service General Appendix J-2 3 PROPOSED COURSE: (a) l,ocation of course (b) Duration of course (c) Brief description of course 4.
RELEVANCE OF COURSE 5.

PURPOSE OF COURSE (a) If to increase efficiency in present posr, indicate the benefit which thetouise wi[ !ive.

(b) Will successful completion make the officer eligible for confirmation in appointmentx/prom- gtion* to a higher post?

If the latter, give dbtails of higher post.

(c) If to obtain a qualification necessary before conf_ irmltign in.

apiointment*/promotio,i- i" t i!f,"i post,.give the qualification and, where appticibie, the higher posr " +6.
.of qy offi cer(s) Details .in Minisury/Department already possessing the same quarifications is *iil be obtaineJ-' Dy present applicant.

7 l:T.11.r.

of,any officer undergoing training to obtain the.same qualification as will UE oUtdnea U"y present applicanr +8.

SUPERSESSIoN If the answer to (b) or (c) in Section 5 is in the affirm_ ative, details shourd be given of any orncerJwrro *oura then be superseded anO 6f the reasons therefor.
Date: PERMANENT SECRETA R Y/I{EAD OF DEPARTMENT *Delete whichever is not applicable.

+Separate sheets should Ue ittaCtiJa if necessary.
534 Chapter I K-a Public Service General Section K CONTENTS Scheme for co-ownership of vehicles between Government and public of- ficers Appendices K-a I consolidated vehicle Co-ownership Scheme Maintenance and operational Allowance ( s35 ( ( Chapter I Public Seryice General K-a SCHEME FOR CO.OWNERSHIP OF VEHICLES BETWEEN GOVERNMENT AND PUBLIC OFFICERS l' A scheme exists under which Permanent Secretaries, Heads of Department, Under Secreuries and Medical/Dental Consultants may co-own motor vehicles with the Govern- ment.
2' The period of co-ownership of vehicles under the scheme will be as follows:- (r) a brand new vehicle _ 4 years (ii) a 12 months to just under 24 months old vehicle - 3 years (iii) a 24 months to just under 36 months ord vehicre - 2 years (iv) a36 months old vehicle and above _ 1 year.
3' The value of a vehicle for co-ownership will be free of taxes whether new or old except that in the case of an old vehicle the value will be according to an assessment made by the chief Mechanical Engineer in the Ministry of works.

4' A co-owner public officer will pay to the Ministry of Finance lOvo of thevalue of the vehicle (see under para.3 above).
5' Payment of the l\Vo of the value of a vehicle by a co-owner officer will be made in the following manner:- (i) by monthly instalments for the period of co-ownership as per para Z abve (it) by higher monthly instalments or the full portion of lTVo of the value of the vehicle at a go if the officer wishes to do so: PROVIDED the period of co-ownership in accordance with pan.2 above will not be affected by whichever mode of payment used.
6' A co-owned vehicle will be registered in the names of the officer co-owning it and will bear civilian numbers but with .

rt"rp of "No Transfer" in the Registration Book covering the period of co-ownership.

7' (1) The initial cost of registration of a co-owned vehicle will be met by the GovernmenL (2) The subsequent cost of renewal of thc road licence will be met by the co-owner ^- officer.

537 Chapter I Public Service General K-a 8.


(1) A co-owned vehicle will be comprehensively insured at rhe initial cost of the Government.

(2) The subsequent cost of comprehensive insurance of the vehicle will be met by rh.i co-owner officer.

9. ln the event of an accident certified by the Police and the Chief Mechanical Engineer, Minisury of Works, the Government and the co-owner will meet the cost of repairing the damaged vehicle equally.

10.
10.

A co-owner of a vehicle will be paid a reasonable monrhly consolidated ailowance to meet the cost of fuel, lubricants, maintenance, repairs, tyres, batteries etc.

etc.

during and after the period of co-ownership.

The consolidated allowance rates applicable at the date of the commencement of these Standing orders are stated in Appendix K-a 1.

11.

There will be no kilometrage allowance claims under this scheme.

12.
12.

After the completion of the co-ownership period stated as per para.2 above and subject to the full payme ntof l\Vo of the value of the vehicle, the vehicle will be tran sferred into the names of the co-owner by the Minisrry of Finance.

13.
13.

In the event of a co-owner leaving the service prematurely during the time of co- ownership, if the departure from the service is as a result of:- (a) a re-shuffle or retirement, he or she shall retain the vehicle so long as he or she pays in full the 107o value of the vehicle; (b) death, the co-owned vehicle shall, on compassionate grounds, be retained by the widow or widower of the officer.
In that regard the widow or widower will not be required to pay the remaining amount, if any, towards payment in full of the l\Vo value of the vehicle as at the time of the co-owner,s death; (c) abscondment, resignation or dismissal of a co-owner for whatever reason, rhe Government shall retain the vehicle.

14.
14.

Officers within the Scheme of Co-ownership are nor to encroach upon pool vehicles except when the co-owned vehicles are either off-the-road or when such officers are undertaking official trips to up-country areas where the terrain is not suitable for the co- owned vehicle.

s38 Chapter I Public Service General Appendix K-a 1 \ E] Oz J J J z o F ri 0. z td (J z zri F Z Er2 rd!r2 El Q an (o & tdz oI Q td J L) ri td F a J v)z (J ri 0.

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539 € Chapter 1 Public Service General Section L CONTENTS L-a Retirement Benefits L-b Retirement Procedure L-c L-d L-e L-f L-g L-h L-i Computation of Pensions Injury and Dependanrs' Pensions and Death Gratuity Transfers and Postings from or into the Public Service Contract Gratuities Service as a "Learner", "Apprentice" or "Student" Retircment on Medical Grounds and in the Public Interest Retirement on Abolition of Office or Compulsory Retirement to Facilitate Improvement in a Ministry or Department to Effect Economy Appendices Appendix L 1 Appendix L 2 Appendix L 3 Appendix L 4 Appendix L 5 Appendix L 6 Appendix L 7 Appointment of Pensions Authority Pensions Form NS.
25A (Acceptance of Retirement Application) Pensions Form NS 25B Pensions Form NS 14 Pensions Form NS 20B Pensions Form NS 7 Pensions Form NS 13 54t ( C Chapter I P ttblic S ervic e G e neral L-a RETIREMENT BENEFTTS l. The pensions legislation of the Public Service is an atrempt ro reconcile two contradictory matters.

First, the State wishes to give its pensionable officers as safe a tenure as it can.
At the same time, the State is not a business firm; it cannot forget it has a responsibility for the public interest and safety.

It must reserve the right to ger.ia of any of its servants for disciplinary reasons, if need arises, without compensation.

It would, for example, be a public outrage if a convicted traitor might, through a loophole in legislation, beable toenforce arighttoapension, aremotepossibility butnevertheless itmust be guarded against.

2.
2.

A pensionable public officer has a legal right to a pension.

The Constitution rs3)pro- tects this position.

3.

Pensions forPublic Officers are provided for in the appropriate law (rs) the provisions of which supersede anything which might be written in Standing Orders which is at variance with the Act.

No attempt is made here to reproduce all the provisions of the law because of thedangerof officersrelyingon Standing Orders instead of the law.
Reference should always be made to the Act when pensions questions arise.

4.

The award of a pension requires the approval of the Pensions Authority rss) (see also Append* L-I) anduntil such time as this approval is given, starements made regarding the prospective pension benefits ofany officer are subjecito such final approval being given at the time of retirement.

5' All pensions arecomputed in accordance with the provisions of the law in force at the relevant date.
(r5) Where no discretion is exercisable by thl Pensions Authority the pensions law is mandatory and the Constitution(53)makes provision for an officer to opt for the most advantageous pensions provisions which were in force on 9th October,I962,if the officer was serving on that date, or if he or she was appointed after that date those in force on the date of his or her appointment, or any subsequent more advantageous provisions which may have come into force after the relevant date and before the officer's retirement.
6.

Pensions do not vest until the date on which an officer qualifies for a pension, that is to say, on completing the minimum qualifying service of ten years (sol and reaching the minimum age laid down in the appropriate law (re).

7.

For the purposes ofpensions _ (a) "qualifying seryice" means service which may be taken into account in deter- mining whether an officer is eligible by length of service for pension or gratuity under the Act (33),(st).
543 Chapter I P ublic Serttic e G e neral L-a (b) "pensionable service" means service which may be taken into account in comput- ing pension under the Pensions Regulations.
(33), (s6) E. The following Service is "qualifying service" provided that it is pensionable (with the exception of (i) to (k) below) and is continuous, that is to say, one service follows another without breaks in between - *(a) service with another scheduled Government; *(b) service with the East African Development Bank; *(c) service with the Uganda Railways Corporation; *(d) service with the uganda Posts and relecommunications corporation; *(e) under the Teachers Pensions Act; Gel +(f) Makerere University; +(g) service under any Ugandan Statutory Corporation provided the service is superan- nuable and approved by the Pensions Authority; +(h) service with any District Administration or Urban Authority provided the service is superannuable and approved by the Pensions Authority; +(i) service with the United Nations or any of its Agencies, whether or not it is super- annuable, approved by the Pensions Authority; +() service with the World Bank, whether or not it is superannuable, approved by the Pensions Authority; +(k) service with the African Development Bank, whether or not it is superannuable, approved by the Pensions Authority.
9.

"Pensionable service" is service in a pensionable capacity either with the Uganda Government or with any of the Governments and Authorities scheduled in the Act(2e) provided the service is continuous, but see paragraplts 1l and 12 below.
Note: * denotes "scheduled service" + denotes "other public seryice" 5M Chapter I Public Service General L.a 10' While approved leave without pay is "qualifying service" for rhe purposes of pensions' it is not "pensionable service" and is excludedirom the calculation of the amount of pension unless such leave is granted on grounds of public policy with the approval of the ResponsiblePermanentSecretaiy.
An exampleof when leave withoutpay is approvedon the public policy is when a pensionable officer is allowed to take up an'office in the go.ung: United Nations' organisation o. on" of its Agencies which it is in Uganda,s interests to fill with a Ugandan citizen.

See suhsection C_d.

-of ( I1' Govern'"":t l:licgPrior to appointment as a pensionable officer will normally be allowed to reckon in-full subjict to it being continuous and also subjec/to the appropriate p:ovision in the law(57).
The Pensions Authority will inform a pensionable officer in writing soon after he or she becomes pensionable if any of his or her pre-pensionable service will be allowed to count for pension.

12' For definitions of "pensionable emoluments" and "pensionable office,, see the ap- propriarc ActarT).

13' In general the Pensions Act permits payment of an award only to an officer who has been confirmed in a pensionable ofiice.
l4' An officer will not normally become pensionable unless he or she is employed in an established office.

.
.

15' Subject to the provisions of the appropriate law(6s; a police or prison officer below the rank of Assistant Inspector or Principai offi... Grade II, provided he or she has completed 12 years' service and not reached his or her 40th birthday, may opt for transfer to the pensionable establishment and become eligible for pension on retirement any time after his or her 45th birthday and having done at lJast l0 y..rr' service.
Alternatively such an officer may remain on gratuiry ,".rni and claim a gratuity on discharge or reriremenr at any time after the completion of i2 years' service, u,ir,.

rate of zr3rdsoi on, month,s pay for each year of service.

PENSIONS AUTHORITY 16' The Pensions Authority is appointed by the Minister for the time being responsible for the public Service.oo) (See Appe'ndix L-l).

545 Chapter I Public Service General L-b RETIREMENT PROCEDURE 1.
Subject to the terms of A-a 3 and 4, the principle laid down in A-t I - 3 appiies, wirh the necessary alterations to details, to voiuntary retiiement.

A pensionable ofiicer cannot retirt voluntarily until he or she has applied to retire and a request to retire is not effectual until it is accepted (see Appendices L-2 and L-3).

2.
Requests to retire should be submitted not less than six months before the expected day on which an officer will cease his or her duties (but the Responsible permanent Secretary may at his or her discretion accept any shorter period of notice) and must be addressed to thc Responsible Permanent Secretary through an officer's Responsible Officer who must signify whether he or she supports the application for retirement o, not, and if not, why, except thar where the request is from an officer affected by A-s 3 and 4 there will be no option but for the Responsible Officer to support it.
If disciplinary proceedings are pendini against an officer at the time of his or her request to retire this fact must be mentionedby the iesponsible Officer in forwarding the application ro retire.

3.

Except where the law otherwise specifically provides, a request to retire cannot 69 accepted unless the officer has reached the statutory age of retirement.

If an officer wishcs to leave the service in other than these circumstances then it is "resignadon", and subsection A-t applies, and not',retiremen[,'.
4.

Once the Responsible Permanent Secretary has signified Government's approval for an officer to retire the officer's Responsible Officer must see that pension Form N.S 14 (Particulars of Service of Pensionable Officers) (see Appendix L-4) iscompleted and sent to the Pensions Department of the Ministry of Public Service and Cabinet Affairs early in the month before that in which the officer ceases dury.
These forms are required to enable the Pensions Department to calculate and pay a pension, or a reduced p.nrion and commuted pension gratuity, if an officer so opts.

The forms must be signed personally by two officcrs holding posts' graded on the U4 scale or above, in a substanrive or acting rup.rity and should be accompanied by payment instructions when appropriate and a signed opiion by the officer if he or she wishes to commute parr of his or her pension.

5.
5.

It is the responsibility of the Ministry or Departmenr in which the officer is working to ensure that all details required by the Pensions Department are obtained and submitted correctly and in good time.

6.

One copy only of the Pension Form N.S.

l4 is required by the Pensions Department and no covering letter is normally necessary, apart from the officer's payment instructions and option for a reduced pension and commuted pension gratuity.

547 t ( ( Chapter I P ublic S erttic e G e neral L-b 7.
In cases of retirement where there has been previous service in a Minisrry or Deparrment other than that from which the officer is retiring, and particulars of service for such previous employment have not been received in the officer's currenr Ministry or Departmertt, certified details on Pension Form N.S 14 should be requested and forwarded to the Pensions Deparrnent by the officer's curent Ministry or Department.

8.
8.

(a) Except as stated in (b) below, the yearly salary progression of the officer must be recorded in the columns headed "Record of Pensionable Service" and "Record of previous Non-pensionable Service" together with a note in the first column of the reasons for any abnormal increment (for example "promotion", "revised salary"); (b) sdary particulars may be omitted for an officer who is retiring - (l) except for the last three years' service; and (2) if all his or her service has been in Uganda.
In such cases it will be sufficient to state the various appointments held, and the dares, bracket them together and write "various" in the salary columns.

Details of salaries mLrst, however, be shown in all cases for the last three years, and care must be taken to note any breaks in service in the proper place on the form; (c) where sPace on the foirn is insufficient entries should be continued on a continuation sheet or preferably on the reverse of the form.

9.
9.

The date of binh of an officer must be that initially recorded, unless unquesrionable evidence to the contrary is produced and accepted by the Responsible Permanent Secretary.

10.

Service as a "learner", "apprentice" or "student", should be dealt with strictly in accordance with the provisions of subsection L-g. 11.

"Provisional" particulars may be submitted in cases of retirement, where the last day of pensionable service cannot be established immediately.
In such cases payment of part of any coElmuted pension gratuity, where applicable, will be made (on application) but final payment and calculation of pension will be deferred until a final date has been notified by the Ministry orDepartment.

If there is any doubt, provisional particulars should nevertheless be sent.
l2.The Pensions Department must be informed, on the appropriate form(see Append- ix L-5), of any moneys due to Government which should be recovered from any pension moneys or gratuity due to the officer and also any income iax deductions which may have becn advised by the Commissioner of Incorne Tax.

548 Chapter I Public Service General L-c COMPUTATION OF PENSION 1.

The fornrula for computation of pension is as follows:- ab s00 p where:- a = the number of completed months of pensionable service.
b = the annual rate of pensionable salary of the officer at the date of his or her retirement.

p = pension.

2.
p = pension.

2.

All pensions are subject to an officer having reached the statutory minimum age of retirement and having completed a minimum of ten years' qualifying service (unless the officer is retired undeiany of the circumstances set out in A-u 2 (d) - (g), in which eventeither L-h 5 or 6 will apply or t'he officer is affected by L-h 7 or L-i 4), and to an upper limit of 3/ 4ths of an officer's last rate of annual pensionable emoluments.

3.
3.

One-third of a pension may be commuted for a lump sum by the foilowing formula:- Px15=g 3 p p = p reduced J p = pension arrived at as in paragraph I above g,a grbtuity.

,jl reduced =213p as in paragraph 1 above' 4.

( I ) The Pensions Act(se) allows an officer to receive a lump sum payment (known as "commuted pension gratuity") instead of one-third of his or her pension.
This gratuity, which is tax free, is calculated in accordance with rhe formula in paragraph 3 above, and represents the present value of an annuity of the same amount, aftertaking account of compound interest factors and mortality rates at the assunred age of retirement of 50 to 5'5 years' (2) The following rules apply to conlmutation:- (a) commutation is at the option of the officer: 549 C Chapter I Pnblic Service General L-c (b) an officer may elect to cornmute ONE-THIRD of his or her prospecrive pension, and must exercise his or her option not later than the last day immediately preceding the date of his or her retirement (including leave, if any); (c) options must be made on the form (see Append.ix L-6) sent by the pensions Office to every officerprior to retirement and -"y G revoked prior to the expiratioil of redrement leave after which the option is irrevocable; (d) in order not to delay preparation of pension papers an option should not be delayed later than three months before retirement leavi ends; (e) there is no loss to the estate of an officer should he or she die without electing to receive a commuted pension gratuity.
The "difference" will be paid to his or her legal personal representatives, as follows: 8-P=d where:- I = hypothetical commuted pension gratuity at the date of officer's rerirement of one third pension.

P = amount of uncommuted pension paid between date of retirement and date of death.

d = difference payable at date of death.


Where p is equal to or greater than g there is, of course, no difference payable; (0 if an officer has pensionable service with Scheduled Administrations or Gov- ernmen$ he or she must inform them whether he or she wishes to commute pa.rr of the pension relating to such service.
It is convenient to do this by infomring the Responsible Permanent Secretary (Pensions Department) who will forward the option to the Scheduled Authority at the time the officer makes an oprion relating to his oi her Uganda pension; (g) at the discretion of the Responsible Permanent Secretary, the Governmen t will advance during the month prior to the date an officer ceases duty on retiremenr up ro three-quarters of the approximate amount of any lump sum for which an officer is deemed eligible on retirement, provided an application is made not later than two months prior to the date of departure on leave pending reriremenr and provided:- (i) an opdon to commute part of pension has been received rogerher with an undertaking that such option will not be revoked.
The application and declaration may 550 Chapter I Public Service General L-c ( conveniently be endorsed on the form sent to every officer when an application to retire is approved which also includes provision for an election ro commute parr of pension; (ii) in the case of a pensionable officer retiring with gratuiry only, subject ro the deduction of any income tax due or outstanding, as advised to the Pensions Department by the Commissioner of Income Tax (to whom all enquiries should be addressed), and any moneys owed by the officer to Covernment; (iii) no advance will be made until an officer's Ministry or Department has forwarded his or her particulars of service; (iv) such an advance will be limited ro three-quarters of the amounr due from the Uganda Government only.
If an officer wishes to receive an advance from another administration, he or she should apply direcr.

Not all organisations provide this facility but if they do, they may charge interest; (h) the balance of a commuted pension gratuity, where an advance payment has been made, will bepaid attheendof retirement leave, afterformal approval of the award by the Pensions Authority, subject to the officer having settled all the debts due from him or her to the Government.

5.
5.

A public officer who retires on reaching the statutory minimum age or is retired at any age, but without having completed the necessary qualifying service will, except in the circumstances described in L-h 7 and L-i 4, be eligible only for a gratuity equal to ten times the annual amount of a pension computed with reference to his or her number of months of pensionable service and his or her pensionable emoluments at rhe date of rerirement.

(5s) 6.
(5s) 6.

A pensionable female officer retiring on marriage after having cornpleted a minimum of five years pensionable service, even though she has not reached a staturory retirement age, qualifies for a gratuity similar to that under paragraph 5 above.

But see the appropriate Pensions Regulations for limitations.
(23) 551 t ( Chapter I Public Service General L-d t INJURY AND DEPENDANTS' PENSIONS AND DEATH GRATUITIES l. When an officerdies while in the public service, or an officer is injured or kilied while on duty in the public service, it is imporrant that the Responsible Permanent Secretary is informed without delay as very often a pension or a gratuity is involv ed.

(See Section Q).

2.


In any case where an officer is either injured or killed on duty a full report of the circumstances under which the accident took place and, where appropriate, a Death Certificate must tle submitted to the Responsible Permanent Secretary by the officer's Responsible Officer.

3.

If an officer or employee dies from an injury or disease suffered as a direct and ex- clusive result of his or her duties, the Act makes provision for his or her dependants (r).
However, where the death of the officer took place in circumstances which rendered his or herdependantsentitled toan award under theWorkmen's Compensation ds1(sr) the Pensions Authority may take into account any award under that Act when considering an award under the Pensions Act.

4.
4.

When an officer is invalided from the Service as a direct result of an injury or disease suffered in the exclusive exercise of his or her duty, a pension, additional to any "earned pension", may be awarded according to the degree of incapacity, subject to a maximum of one-third of the officer's pensionable emoluments at the relevant date, as from the date of his or her rettement.

A non-pensionable officer is also eligible.


The invaliding of an officer from the Service and the assessment of impairment undei the law(tr) must always be sr:hject to the advice of a Medical Board for which provision is made at subsecrion M-d. 5.
When a pensionable officer dies while in the public service from whatever cause a gratuity of three years' pensionable emoluments(2a) or the commuted pension gratuity (see paragraph 4 of subsection L-c) for which he or she would have been eligible had he or she retired immediately prior to his or her death whichever is the greater is payable to the legal personal representative of a deceased officer.
(- 553 Chapter I Public Service General L-e in the Pensions Deparnnent, the Pensions Officer checks the form and compiles a statement of aggregate pensionableemoluments which the officer has received while in the Uganda Government Service and, after it has been duly audited and certified, files it for future record and a copy is sent to the Scheduled Governmenr or Authority to whom the officer is transferred; (b) if the officer is transferring from a Scheduled Service ro rhe Uganda public Service the offer of appointment will have been sent by the Responsible permanent Secrctary to the particular Scheduled Government or Authority for the officer con- cemed.
At that time the Responsible Permanent Secretary will ask for the officer's Ecceptance of the offer and if it is accepted, the Pensions Officer will call for a sraremenr of aggregate pensionable emoluments in respect of the service of the officer with the Scheduled Government or Authority; (c) when an officer retires he or she retires in accordance with the pensions legislation or scheme of the Government or Authority with which he or she is serving at the time of his or her retirement as if the whole of his or her pensionable service had beenwith that Authority.
Failure toqualifyforpension under such scheme or legislation will disqualify the officer from receiving pension from any legislation or scheme under which he or she has served during his or her pensionable career; (d) once an officer has retired and his or her pension has been assessed in accordance with the legislation or scheme of the Government or Authority from which he or she retired the pension is allocated to the Governments or Authorities with which he or she has served in the same proportion as the total pensionable emoluments earned with each Government or Authority bears to the total pensionable emolumenrs earned in aggregate during hisor herpensionablecareer.
Forexample, apensionable officer has served with three Authorities throughout his or her pensionable career; he or she retires luatifytng for pension and his or her pension is aisessed under the legislation of the Government from which he or she is retiring at a salary of Shs.240,000 per annum.

His orherpensionable earnings with Authority A are Shs.

160,000, Authority B Shs.240,000 and Authority C Shs.1,200,000 total aggregate pensionable emoluments being Shs.i.500,000.
The pension will be charged to the three Authorities: (1) AuthorityA- 16 x p= 1T0 (2) Authority B-24 x p= 160 (3) AuthorityC- 120x p= 160 556 (- Chapter I P ttblic S ervic e G e neral L-e Each Authority will pay its share of the pension separately to the officer, and each Authority will on the option of the officer commute that portion of pension under the separate legislations or schemes that can be commuted and at the particular factor of each separate legislations or schemes and pay the reduced pension accordingly.
6.

Transfers between the public service of the Government of Uganda and "Other Public Servicet'present different pension computations.

When an officer transfers from the public service qf the Government of Uganda to "other public service" a Pension Fornr N. S. 14 must be complpted in respect of his or her service with the Uganda Government by the Minisrry from which he or she is transferring.
The last day of service for the purpose of Pension Form N.S.14 will be the last day of any approved outstanding earned leave ar the date the officer ceases duty.

This form will be kept on record and the officer's pension expectations will be "frozen" until either his or her return to the public service or his or her retirement under the superaflnuation scheme of the particular "other public service" to which he or shc rransferreci.
The following rules then apply:- (a) to qualify for pension with the Uganda Government the officer musr rerire from the "other public service" in pensionable circumstances, that is to say, circumstances under which the officer receives a pension or gratuity (not contract gratuitv) from the service from which he or she retires; (b) his or her pension under the "other public service" will be computed strictly in accordance with the pensions scheme or legislation of that service anci related only to his or her service and emoluments with that service; (c) his or her pension fronr the Uganda Government u,ill be compured in accordancewiththeformulasetourinL-c l,andwillberelatedonli,tohisorherservice with the Uganda Government and his or her emolumenrs at the ciate he or she transferred from the Uganda Government Public Service ro "orher public service".
[{ence he or she gets two separatepensions computed separately, the only link between the two being the fact that his or her aggregate service, that is to say, "public service" and "other public service" is qualifying service at both sides of the transfer date line.
Diagramatrcally Qualifying Service +_Pension No.1 _-_.> Public Service pensionable service <--Pension No.2 other public servlce pensionable service must qualify for pens- ion at time of lcavrng L I N E T R A N S F E R \^d/ Chapter I Public Service General L-e (d ) again, if the officer does not qualify for pension or gratuity under the scheme of the "other public service" from which he or she retires his or her pensionable service with the "public service" will be forfeited; (e) also if the officer leaves the "other public seryice" and moves to other employment which is not "other public service" as declared by the Government pensions Authority this is deemed "voluntary resignation" and pension rights are forfeited.
(5e) 7' When an officer transfers from "other public seryice" into the public sen,ice of the lovelment of Uganda, so far as the Government of Uganda is concerned the service with the "other public service" is of no particular significa-nce other than that it is qualifying serviceforthepurPoseoftheUgandaGovernmentPensionsAct.
(,s) Theofficer'spension- able service with the public service starts from the date he or she assumes duty in the public service of the Uganda Government and his or her pension under the pensions Act will be computed in relation to his or her pensionable service and emoluments with the public service at the time of his or her retiriment from the public service.

Diagramatically QualifyingService <- Other Public Service> Immaterial whether he or she qualifies for terminal benefits or not.
But must be superannuable service - L I N E T R A N S F E R Public service pensionable service pension in accordance with Pensions Act(1e) 5s8 Chapter I P ttblic Service Ge neral L-f CONTRACT GRATUITIES l. Wriuen agreements of service which express a specific period of office usually also include the right of the officer to a gratuity on sarisfactory completion of the period of service.

The gratuities expressed in these agreements do not rely, for their existence, on any provision in the Pensions Act.
The provision for the gratuity is made in the agreement of service, where it starts and ends, and no one need look further, so fal as gratuities are concerned, than the agreement itself.

2.

An officer should apply for payment of a $atuity to the Responsible Permanent Secretary (Pensions) through his or her Responsible Officer at leasr three monrhs before he or she is due to go on leave at the conclusion of the agreed period of service.

(See A-j 3).

3.
(See A-j 3).

3.

Unless the agreement otherwise provides, payment of the gratuity is due on completion of the agreement, that is to say, on the last day of any leave following cessation of duty, but an advance of three-quarters of the estimared amount finally due may be authorised for payment to the officer not more than thirty days prior ro the date of deparrure on leave, less any income tax deductions and any other moneys due to the Government by the officer.

4.
4.

Whether the final quarter of his or her gratuity will be paid on the last day of his or her leave will depend on whether he or she has discharged all his or her tax liabilities and debts due to the Government.

If he or she has, it will be paid.

It is immaterial that he or she may have signed a contract renewal form.
The conditions of one agreement can never be dependent on his or her fulfilling the conditions of another unless the former agreement specifically makes this provision, and the standard Government agreement makes no such provision.

5.

The Government may pay gratuities at any rate, but the standard agreement includes a gratuity of 25 percent of aggregate salary (excluding all allowances) eamed during the term of an agreement.
This percentage was adopted because it has been calculated(3o) that 25 percent is the value of an annual payment to produce a pension of equal value to those for which the Pensions Act(rs) makes provision.

6.
6.

If an officer is under an agreement entitled to a gratuity, and during his or her period of employment the Government has been obliged by law (37)to make a "standard contribu- tion" to the Social Security Fund to the officer's credit, the amount of the gratuity will be reduced by an amount equal in value to the employer's share of the standard conrribution which Government has paid in respect of the officer.
This does not apply to "special contri- butions"Ge) for non-resident non-eligible employees as they are unlikely ever to benefit under the Act.

(Se e also under B-k hereofl.

s59 ( ( Chaptei'I Public Service General L-f 7' The procedure for the claiming and payment of gratuities is as follows:- (a) Pension Form N.S.
13 (see Appendix L-7)providing the particulars requrred by the Pensions Department to calculate and pay rhe giatuity must be completed and signed personally by two officers holding posts in a substantive or acring capacity graded nor lower than scale U4, and should be forwarded with puyrn.nt instructions when appropriate to the Responsible Permanent Secretary (for the pensions Department.t: (b) it is the responsibility of the last employing Ministry or Departmenr, ro ensure that all details required by the Pensions oepan---ent are obtained and submirred correctly at the proper time; (c) one copy of the Pension Form N.S.
l3 is all that is necessary for the pensions Department and no covering memorandum need be sent unless there is some specific reason for having to write such a memorandum.

8' Pensicn Form N.S.

13 should be completed and submitted to the pensions Depart- ment:- (a) when an officer on agreement is transferred from one Ministry or Departmenr to another; (b) when payment of a gratuity is required, at least three month s before the officer ceases duty on the completion of his or her service.

Pension Form N.S.
Pension Form N.S.

13 is not a Last Pay Certificate and in the case of an officer on transfer from one Ministry to another during ih.

.r.r"n.y of an agreement details of earned leave outstanding, contributions and deductions, incremental date and such information, should be advised to the receiving Minisury or Department on the standard Last pay Certificate form.
9' Where a payment is to be made, the form should be accompanied by a nore of any Government debts which are to be recovered fronr the sum due (see Appendixl-5).
such authorisedrecoveries will be paid by the Pensions Departmenr ro the Ministry or Department concerned' The Pensions Depanment will also deduct from the gratuity ,rih in.ore rax as the Commissioner of Income Tax advises is payable and officers should be informed that payment cannot be made until an income tax advice has been received by the pensions Deparrnent.
In order to avoid delays in payment of gratuities, officers should inform the Commissioner of Income Tax of how they intend to discharge their income tax and surrax liabilities at least one month before the instalment of gratuity is due.

s60 Chapter I P ultlic S ervic e G e ne ral L-f 10.
Officers must inform the Pensions Department through their Responsible Officers how and where they wish their gratuities to be paid, and if gratuity is being paid in instalments of three-quarters and one-quarter as the case may be, how and where each instalment is to be paid.

This can be done conveniently on the form which is sent to every officer by the Pensions Department after his or her gratuity has been assessed.

11.
11.

In those cases where an officer has, during a tour of residential service, transferred from one Ministry to another and no Pension Form N.S.l3 was lodged in respect of service with the first Minisury in which he or she served during the current tour this must be obtained by the Ministry in which the officer is serving at the time gratuity is claimed and submitterl to the Pensions Department.

Until this form is received the officer's gratuity cannot be assessed nor can payment be made.

12.
12.

"Provisional particulars" may be submitted in cases where payment is due, but where the last day of gratuity- eaming service cannot be established immediately.

In such a case any final payment of gratuity instalments cannot be made until the final date is notified to the Pensions Department.

If there is any doubt about fixing the last day of an officer's gratuity-earning service, "provisional papers" should nevertheless be lodged.

13.
13.

Pension Form N.S.13 should not include any periods of contract service 1r respect of which a gratuity has already been paid, but periods of leave without pay or on half-pay occurring during the period or tour of service to which the gratuity claim is related should be shown in the appropriate place on the form.

561 (- ( ( Chapter 1 Public Service General L-g SERVICE AS A,,LEARNER", ,.APPRENTICE" OR ..STUDENT" 1.
The tenns of this subsection will be resrricted to persons who had:- (a) already completed their courses or apprenriceship, as the case may be, and (b) actually joined the public service by lst January, 1991 in circumsrances qualifying them for treatment under this subsection.

It follows, rherefore, that in future the terms of this subsection will, in no circumstances, be extended to anybody completing his or her course or apprenticeship, after 31st December, 1990.
2' Particulars of service for pension purposes (Pension Form N.S.

l4) must indicate clearly whether any period of service has been spent as a "studenl", a "learner", or an "apprentice", that is to say, where the officer concerned has pnor to the performance of normal full-time duties, undertaken a course of rraining within the Public Service structure during which he or she is in receipt of pay or allowancesfrom public funds.
Such service will not count towards pension unless an undertaking has been given by the Responsible Permanent Secretary, either generally or in a pariicular case, that it will count towards pension as provided for in the following paragraphs.

3.
3.

If, during the training period, the officer has received pay from public funds and was regarded as subject to Standing Orders in force at the time, the penod of such training will be allowed to reckon towards the minimum period of ten years' service required as one of the qualifications for the award of a pension, that is to say, it will be "qualifying service,,.

4.
4.

Where the conditions on which the trainee entered the training course included the provision for appointment on successful completion of the course being back-dated ro the date of Frrst entering upon the course, then the pcriod may count as "pensionable service,, once the officer is confirmed in a pensionable office.
5' In certain cases, such as apprentices, where the learners are engaged in productive work, the period of service will be considered as if the officer has been engaged as an employee and may, therefore, be reckoned as pensionable service or partly as pensionable service depending on the ckcumstances and the recommendation of the Responsible Officer in charge of the Government unit with which the officer is rraining.
6' In the circumstances stated in paragraph 5 above, a certificate signed personally by a Responsible Off,rcer must be attached or endorsed on the officer's Particulars of Service, (Pension Form N.S.

14), in the following rerrns:_ "I recommend that the whole/part of this officer,s learner (,pupil,, ,student,, ) (number 'trainee') service shown above be reckoned for pension.
For a period of ( 563 t ( Chapter I Public Service General L-g of months), he or she was engaged full-time on productive work, and (if relevant) for a further period of ( ) (number of months) he or she was engaged not less than half- time cn productive work to the best of my knowledge and I certify that this recommen- dation is fair and reasonable and will not result in an improper use of public funds.

Signed by me Designation ......

Date 7.


Payment of allowances only, especially where the payment is made from an "Other Charges Vote", and the terrns upon which the person entlred training did not include the provision for back-dating of appointment to the time he or she entered upon the course, will be regarded as establishing that the officer concerned was not "employld in the service of Government" during the training period, which must, therefore, be excluded for all pension pqposes.
564 Chapter I P ublic S ervics G e neral.

L-h RETIREMENT ON MEDICAL GROUNDS AND IN THE PUBLIC INTEREST 1' The Pensions Authority, on medical evidence to his or her satisfaction, may award terminal benefits to a pensionable officer if he or she is incapable by reason of any infirmity of mind or body of discharging the duties of his or her office and such infirmity is likely to be permanent.
2' The Pensions Authority will not be so satisfied unless the medical evidence is:- (a) that of a Medical Board convened in accordance with subsection M-d hereol if the officer is in Uganda; or (b) that of a medical practitioner acceptable to the Director of Medical Services, and appointed by him or her, in the event of the officer being outside Uganda.
3' It is the Appointing Authority who will require an officer to relinquish his or her office on medical grounds o,r on grounds of public inrerest(63) albeit the Appointing Authority,s direction is expressed through the officer's Responsible Officer.

The Medical Board,s findings will be required by the Appointing Authority, as well as by the pensions Authority.
4' An Appointing Authority may, under the relevant sraturory provisions(62), require a pensionable officer to retire on the grounds of the public inreresr.

Again the Appointing Authority will give the direction through the officerls Responsible Officer.

5' ln either evellt a pension would be payable, irrespective of the age of the off;ce.- at the date of retirement but provided he or she had completed ten years' qualifyrng service in accordance with the formula set out in L_c 1.
6' If, however, a pensionable officer is retired on medical grounds or on the grounds of the public interest without having completed ten years' qualifying service, whether or not he or she has reached the statutory minimum retiring ug.

li.

or she will receive a graruity, not a pension, in accordance with the law(s8).
7' When the officer's retirement on medical grounds resulted from an injury or disease directly and exclusively related to the nature of his or her duty and the exercise thereof, a pension will be payable, notwithstanding the fact that the officer had not conrpleted ten years' qualifying service.

(e) 8' In the event of either of the circumstances arising which are mentioned in paragraphs 1 and 4 above, Pension Form N.S.
14 should be comf,leted and lodged with the pensions Department together with, where applicable, the recommendations of the Meclical Board.

The reference of the direction of the Appointing Authority ro remove the officer from office should be quoted.

565 Chapter I Public Sen,ice General L-i RETIREMENT ON ABOLITION OF OFFICE OR COMPULSORY RETIRE.
MENT TO FACILITATE IMPROVEMENT IN A MINISTRY OR DEPARTMENT TO EFFECT AN ECONOMY l' When the Appointing Authority directs that an officer shall retire(63) because his or - her post is abolished or to facilitate improvement in the organisation of the Ministry or Departrnent to which he or she belongs, by which greater efficiency or economy may be achieved, he or she is eligible for a pension in accordance with the law.
(27) 2' Representations by a Responsible Officer to the Appointing Authority that an officer should be retired because of abolition of office o. on grounds of reorganisation must be routed through the Responsible Permanent Secretary.

The reason for this is, that Government does not consider an officer's office has been abolished unless it is impossible to offer him orher continued employment in an office of broadly similar duties and on the same pay.
The officer'scareerprospects mustcompletely fail for atolition of office ro occur.

The test of this is against precedents of the pasi which are collected in the Responsible permanent Secretary's office.

if the Responsible Pennanent Secretary is satisfied that the conditions cf prragrph 2 above are fulfilled he or she will forward the representations of the Responsible officer to the Appointing Authority with his or her support.
Alternatively, he or she will make recommendations about the transfer of the officer.

4' When the Appointing Authority directs that a pensionable officer shall retire in the circumstan.

"t -"nii,rned iriparagrapil 1 above the officer will be enrirled ro a pension, irrespective of whether he or she tras reached the statutory minimum age or completed ten years' qualifying service, in accordance with the formula at L-c 1 above.
(te),(21),(66) 5' The retired officer will (subject to the provisions of the appropriate regulation ei),(61)) receive an additional pension at the annual raie of 25 per cent of the pension for which he or she is eligible under paragraph 4 above when retired because of abolition of his or her office, or compulsory retirement for the purpose of facilitating improvement in the organisation of the Ministry or Department to which he or she belongs, by which greater efficiency or economy may be effected.

.
.

6' When a pensionable officer is compulsorily retired under the circumstances men- loned in paragraph 1 above Pension Form N.S.

14 should be completed and lodged with the Pensions Department quoting the reference of the direction of the Appointing Authority.

567 (- Chapter il Public Service General Appendix L-l General Norice No... of THE PENSIONS ACT, I964 (cAP.28r).

NOTICE.

APPOINTMENT OF PENSIONS AUTHORITY.
PURSUANT TO subsection ( 1) of sections 2 and,ZA of the Pensions Act (Cap.281) as ilmended by the Pensions (Amendment) Act, 1968 (Act 5 of 1968) and pensions (Anrend- ment) Act, 1969 (Act 22 of 1969), I hereby appoint Permanent Secretary, Ministry of Public Service and Cabinet Affairs, to be the pensrons Authority for the purpose of the said Acts, with effect from ......... General Notice No....... of .. ......, is hereby cancelled Minister of Public Service and Cabinet Affairs.
Entebbe, 568 Chapter I Public Service General Appendix [,-2 PENSIONS FORM N.S.25A C MINISTRY OF PUBLIC SERVICE AND CABINET AFFAIRS, PENSIONS DEPARTMENT.

P.O.

BOX 27, ENTEBBE.

THE REPUBLIC OF UGANDA Ref.

No.

Date..... Mr. x7p1.

*64rs.

*/lVIi s s. x/lVls.

*lRev ,r Thru: C Dear Sir/Ivtadam, Your applicarion Ref.

No.

Service is accepted.

of to retire from the Public 2.

Please, complete the attached Form NS.7 and return it direct to this Minisrry as soon as possible.

3.
3.

Unless the Pensions Forms NS.14, NS.2OB and NS.25B to be completed and cenified by your Ministry/Depailment are all received rogether with all other necessary information, no further action will be taken in determining your retiremenr benefits.

Yours faithfully, for: Permanent Secretary, Minisrry of Public Service and Cabinet Affairs *Delete whichever is not applicable 569 C lt--- Chapter 1 SAVING REF: Public Service General Appendix L-3 PENSIONS FORM N.S.
25B A\r:.y' FROM: PERMANENT SECRETARY MIMSTRY OF PUBLIC SPNVICE AND CABINET AFFAIRS, P.O.

BOX 27, ENTEBBE.

To: Date: Mr. */Dr.

*It[rs.

** s *,/MS.

*/Rev * PART I l. (a) *The retirement application of the above-named officer ref.

No.

^ or ......-..... recommended by you has been accepted.x .

Ol *As formerly norified in letter Ref.

No.


of ............. to the above-named officer, the Appointing Authoriry directed hislher retirement from the Public Service in the Public Interesi*/on Medicat grounds*/on Abolition of Office*. '

2' (a) Please, urgently forward to this Ministry his or her particulars of service on Pensions Form N.s.

14 together with the anached pensions Form N.S.

20B duly and accurately completed.
(b) Please, also state and certify on the attached duplicate of this Savingram the following:- (r) Date of birth (ii) Reckonable previous non-pensionabre service: from .. (iii) Period of pensionable service: from ...... to (iv) Periods excluded: from to Reason for exclusion: s70 Chapter 1 Public Service General Appendix L-3 C (v) Date of commencement of retirement leave is (vi) Date retirement leave expires is (vii) Finat Annual Pensionable emoluments as at the last day of pensionable service is Shs.
(viii) Any other necessary information (e.g.

Certificate of Learnerflrainee Service, copy of Service Card, copy of letter approving accumulation of annual leave, death certificate, etc., attached) : 3.

Unless all the inforrration required on Pensions Forms N.S.14, NS.20B and on this Savingram is received in this office, correctly completed and certified, no further action will be taken in determining the officer's terminal benefits.

*Delete that which is inappropriate Establishments.
PART II CERTIFICATE (To be completed and signed by a personneVestablishments officer not below the U4 scale) I certify that the inforrration given in Part I 2(b) of this Form is correct, to the best of my knowledge and belief.

Full Name and Signature Title Date 57t C. C v'--' , I Chapter I Public Sertice General Appendix L-4 THE REPUBLIC OF UGANDA Minisuy/Department Ref Pensions Form N.S.
14 ,A \rJ PARTICULARS OF SERVICE OF PENSIONABLE OFFICERS , (Refer to Section L of Standing Orders) To the Pensions Officer Copy to .......... (New Ministry , ,.

Departments) or Department in case of a transfer between Ministries/ TSUBMTTED FOLLOWING TRANSFER TO:............... 'rSI^JBMITI'ED ON RETIREMENT......

FINAL* PROVTSIONAL* REVISED* FrNAL* PROVISIONAL* REVISED* Name of Officer Ministry orDepartment Iast Office held and SaIary scale Date of Binh Has the Officer been confirmed in his appointment?
RECORD OF PENSIONABLE SERVICE (FROM DATE OF APPOINTMENT TO PENSIONABLE ESTABLISHMENT ONLY) Pensionable Office held From To Basic Salary in Shillings Remarks 572 Chapter I Public Servicc General ,\ppendix L-1 RECORD OF PREVIOTJ S NON -PENS ION A B[-lr TJGAN DA GOVER NN4EN-r S irRV ICE Appointnrent or entplovment From To Basic Salary p.a.

in Shillings Type of Servtce "l -e;rrner" (complimcnt eted by 31 st December 1989 as per S.O.

L-g 1) Group Employee, Contract etc.


RECORD OF BREAKS IN SERVICE AND LEAVE OF ABSE,NCE OT-IIE,R THAN ON FULL PAY Fronr To Reason Proportion of Salary pard I certrl'r,that I have scrutinised these partrculars arrd arn sutisl-ted that all detarls wlthln my responsibility are correct.

Name and Office held .......... ...... Signaturc & Dltte (Officer responsible for establrshntent nratters ) Nair-r. :itd Ofi'ice held ..... .
Stsnltturc & I)lrlc (Officer responsible for salarl' payment) Signed by on l9 ['-xanrrrtct] rn P.O.

by *Delete whichcver is not applicable 573 Chapter I Ref.

No.

VerJ Important and Urgent Public Service General Appendix L-5 PENSIONS FORM N.S.2OB MINISTRY OF PUBLIC SERVICE AND CABINET AFFAIRS, P.O.

Box 27, ENTEBBE.

THE REPUBLIC OF UGANDA Date.. RETIREMENT/DEATH B ENEFITS OF MR. *ID R. *A,R S. XA4 IS S *A4 S */REV.
* PART I 1' would you please, in accordance with section L-b lzof Chapter l, S.o.s state and ii,tt*"11?rt#J;l#*llicate orthis Form, whether or nor the orricer has any or the ,\ Passage Advance : Shs.

Baggage Advance : Shs.

....... Motor Advance : Shs.

Personal Advances : Shs.

Miscellaneou s : Shs.

2' Unless the informadon on this Form is provided to this Minisury together with the Pensions Forms N'S 14 and N.s.
2sB, all ouly completed and certified as required, no further action will be tnken to pay the officer,s terminal benefits.

for: Permanent Secretary PART II CERTIFICATE (To be completed and signed by an accounrs officer not berow the u4 scare) 574 Chapter I P ttb lic S e rv ic e G e ne ral Appendix L-5 I certify that the above-named officer has, ro the best of my knowledge and belief, the stated debts*/no debts* to Government.

Full Name and Signature Title Date ( ( *Delete that which is inappropriate.
575 Chapter I Public Service General Appendix L-6 PENSIONS FORM NS.7 (Revised) TO: The Permanent Secretary, Minisury of Public Service and Cabinet Affairs, Pensions Departrnent, P.O.

Box 27, ENTEBBE.

From: Name: Appointment: ............ Ministry/Department: Address: PLEASE RECORD THE FOLLOWING REQUESTS AND INFORMATION:- l' My address after retirement will be (if more than one please give all and dates): 2.
My commuted pension gratuity should be paid to me:_ (a) by cheque to the above leave address; (b) to the credit of my account with the following Ugandan Bank ........ 3.

My pension should be paid:- (a) by sending a cheque to the District Cash Office at ................. so that I can collect it at the end of each month:* (b) by cheque to rhe above address monrhly.x (c) to the credit of my account at the following Bank with whom I will arrange to provide you with an ............ Indemnity* 4.
The expected date of my departure on retirement leave wiil be 5' I wish*/do not wishx to be paid an advance against my commuted pension gratuity Date Signed *Delete those items which do not apply.

s76 Chapter I Public Service General Appendix L-7 PENSIONS FORM N.S.

13 THE REPUBLIC OF UGANDA Minisury/Dept Ref ...... PARTICULARS OF CONTRACT SERVICE (Refer to sub-section L-f of Standing orders before completing this form.)

To: The Pensions Officer Copy to- (New Ministry or Dept.
in the case of a transfer between Minisrries/ Departments.)

Name of Officer Ministry or Department ........... Last office held and Salary scale RECORD OF GRATUITY EARNING SERVICE Title of appointment From To Basic Salary Shs.

p.a.
p.a.

Remarks RECORD OF LEAVE OR ABSENCE FROM DUTY OTHER THAN ON FULL PAY From To Reason Proportion of Sa,lary paid 577 ( C Chapter I Public Service General Appendix L-7 I CERTIFY that I have scrutinised these particulars and am satisfied that all details within my responsibility are correct.
Name and Office held Signature & date (Officer responsible for personneVestablishment matters) Name and Office heId.......... .............Signature & date ...... (Officer responsible for Salary payments) on 578 Chapter I Public Service General Section M ( CONTENTS M-a M-b M-c M-d M-e M-f M-g M-h M' i M-j M-k M-t General Information Medical History Sheets Medical Examinations Medical Boards Medical Attention (in Uganda) Medical Attention and Hospital Treatment (outside Uganda) Dental Attention (in Uganda) Dental Attention (outside Uganda) Travel and Subsistence Facilities for Medicai Reasons (in and outside Uganda) Hospital Trearment (in Uganda) Medical rreatment outside Uganda for Public officers on L,ocal rerms of Service when no Adequate Treatrrient is available in Uganda Prophylactic Measures M - m Private Medical Treatment (in Uganda) Appendices Appendix M - c I Medical Examination Form 579 ( C Chapter I Public Service General M-a ( GENERAL INFORMATION 1.
The Government provides free medical and dental attention for:- (a) pensionable officers; and (D) officers on non-pensionable terms who work full time; (c) the children of the officers mentioned in sub-paragraphs (a) and (b) above and an officer's spouse if it is proved to the satisfaction of the officer's Responsible Officer, that such spouse has no entitlement to free medical or dental treatment from any other source.
2' Free medical and dental attention, except where specifically otherwise stated, is confined to medical facilities which are availabll in Uganda and provided by the Minisrry of Health, and the dtugs and dressings prescribed by Government Medical Officers are those which may be available from time to time from the official list compiled by the Director of Medical Services.
3' Where a Government Medical Officer has to prescribe a specific drug which is not included in the Ministry of Health's list and no other listed substitute is available the Government Medical Officer may have arrangements whereby he or she can purchase a specific drug and issue it to his or her patient and where he or she has none, or even if he or she has any, the arangements may not be feasible, he or she may request the patient or his or her relatives to purchase the drug and claim for reimbursement later.
This facility is at the discretion of the Government Medical Officer and if a patienr requesrs a drug which is not on the official list, but one for which there is an adequate substitute and he or she is not prepared to accept the substitute then he or she would have to purchase the particular drug himself or herself at his or her own expense provided the Govenrment Medical Off icer was prepared to prescribe it.
4' Free medical and dental attention does not extend to surgical, dental, and ophthalmic appliances which may be purchased from Government at Government rates or alternatively directly from approved practitioners.

5.
(l) If any officer:- (a) fails to attend for medical treatment when required to do so by a Government Medical Officer or Dentist; or (b) fails to appear before a Medical Board when called upon to do so by the Responsible Permanent Secretary or Director of Medical services; or f' 581 Chapter 1 Public Seryice General M-a (c) fails to enter hospital for treatment or examination when called upon to do so by a Govemment Medical Officer, a Responsible Officer or the Responsible Permanenr Secretary; or ;,\ (d) contracts an illness which in the opinion of the Government Medical Officer is caused by the Officer's own misconduct, negligence cr refusal to take prescribed pro- phylactic treatrnent; or (e) fails to report to a Government Medical Officer immediately on being absent from duty because of sickness; or (fl fails to attend for medical examination when prescribed by Standing Orders or on request from a Government Medical Officer, a Responsible Officer or the Respon- sible Permanent Secretary; or (g) calls out a Government Medical Officer to see himself or herself , or a member of his or her family on trivial and inadequate medical grounds, he or she may render himself or herself liable:- (i) to disciplinary action; (ii) to a reduction in whole or in part of his or her salary for any period during which he or she is absent from dury by reason of illness; (iii) to payment in part or in whole of the cost of treatment, or drugs, or transport of a patient or a Government Medical Officer to see a patienr.
(2) Government Medical Officers may report cases of officers falling under the terms of subpara (l) above to either the officers' Responsible Officer or the Director of Medical senrices, or both, as may be applicable, for necessary action if any.

6.
6.

Claims forrefunds of medical and hospital expenses, for which provision is made in this section, should be sent to the Directorof Medical Services through the proper channels (see definittoru) fully supported by medical certificates, bills, receipts and any other relevanr documents.

582 Chapter I Public Sentce General M-b MEDICAL HISTORY SHEETS l. All officers on first appointment to the public service will be provided by their Responsible Officers with medical history sheets.
The medical history shiets must be given to the Government Medical Officer to record illness and treatment on each occasion on which an officer reports to him or her because of sickness, for Medical Board proceedings or as may otherwise be required.

2.

It is the responsibility of officers and indeed in their best interests to ensure the safe custody of their medical history sheets, as they are a valuable record which may be needed at any time in their service.
It is very inconvenient, and often not possible, for the Director of Medical Services either to complete an incomplete sheet or to replace a lost one.

3' Medical history sheets may be obtained by Responsible Officers by indent on the Government Printer or Central Medical Stores, Entebbe.

\- 583 Chapter I Public Service General M.c MEDICAL EXAMINATIONS 1.
A-b 18 requires certain candidates selected for appointment to the public service to be medically examined and found medically fit for duty before finally being appointed and assuming duty.

This medical examination may, where Government Medical Ofhcers think it necessary, include X-ray examinations.

2.
2.

Where medical examinations are being undertaken in Uganda, the Responsible Officeris responsible for sending to the nearestGovernment Medical Officer the forms laid down in Appendix M-c I (in duplicate) with Pan I completed.

The Medical Officer will complete Pan II of the fom, hand it in a sealed envelope to the applicant with instructions to return it to the officer who sent him or her for examination, and post the completed duplicate to the Responsible Permanent Secretary.

3.
3.

If an offer of appointment is sent to an officer in Uganda by mail the form should be forwarded at the same time (in duplicate) instructing the candidate to report to the nearest Government Medical Officer for examination.

In these circumstances the Government Medical Officerconcerned after completing the form will return one copy to the Responsible Officer who issued it in the first place and send the other copy ro the Responsible Permanent Secretary.

4.
4.

(1) When an officer is recruited outside Uganda, arrangements will be made for him or her to be informed of the medical practitioner to whom he or she has to report for medical examination in his or her country of origin.

(2) The officer will then report to the Medical practitioner to whom he or she has been referred under sub-para (l) above.

The medical practitioner will, after carrying out the medical examination, send the results to the Director of Medical Services in Uganda.
If there is a Uganda Embassy or High Commission in the officer's country of origin, the medical examination results will be channelled through such Embassy or High Commission.
(3) The Director of Medical Services will, on receipt of the officel's medical examina- tion results, give to the Responsible Permanent Secretary his or her opinion as to whether or not the officer concerned is medically fit for service in Uganda and the Responsible Permanent Secretary will make ilrangements to get the officer informed accordingly keeping everyone else concerned similarly informed.
(4) No expatriate officer shall proceed from his or her country of origin to assume duty in Uganda on first appointment unless, in addition to any other requirements, he or she has, in accordance with the procedure spelt out in sub-paras.
(1) to (3) above, been certified by the Director of Medical Services as medically fit for service in Uganda; on arrival at an s85 L r Chapter I P ublic S ertt ic e G e ne ral M-c international airport in Uganda the officer will be required to produce the necessary documentation to the above effect before being allowed into the country.

5.
5.

No officer serving on agreement tenns will have his or her period of service either extended or renewed without a satisfactory medical certificate by a Government Medical Officer, in accordance with A-j 4 or A-j 6(2) respectively.

l'\ ,9 586 Chapter 1 Public Service General Appendix M-c I MEDICAL EXAMINATION FORM (Paragraph 2 of subsection M-c) To: The Government Medical Officer, Please examine Mr. x/lVlrs.

*/Mis s * for appointment as terrns of service.

\ Date: Ministry/Depaftment Address: Date: .


PART I Signature Designation PART II To: The Permanent Secretary (or Heaci of Deparrment as applicable), Ministry/Depart- ment I have examined the person named in Part I above and consider that he*/she* is*/is not* medically fit for appointment to the Public Service on pensionable*/ non-pensionable* terTns.

Signature Government Medical Officer Copy to:- fhe Permanent Secretary, Ministry of Public Service and Cabiner affairs, P.O.

Box 27, ENTEBBE.
Box 27, ENTEBBE.

*Delete whichever words are not applicable.

s87 ( t Chapter I Public Service General MEDICAL BOARDS M-d l' The Responsible Permanent Secretary may at any time require an officer ro appear before a Medical Board with a view to ascertaining whether the officer is physicallv capable of performing the duties of his or her office o. oiuny appointment to which it is proposed to transfer him or her.
2' An officer on vacation leave may likewise be required to present himself or herself for examination to an approved medical practitioner with a view to obtaining a report on the officer's physical fitness to resume his or her duties, or to take up a fresh appointment.
3' In the case of any examination outside Uganda under the preceding paragraph:- (a) any fees in respect of the examination shall, in the absence of any special direction to the contrary, be reimbursable by the Uganda Governmenr; (b) my medical practitioner appointed to conduct an examination shall have discretion to call a specialist into consultation and any specialist fee for assistance in rendering a report shall be paid by the Uganda Government; (c) the report on the examination shall be furnished to the Responsible permanent Secretary through the Director of Medical Services.
The report shall not be communi- cated to the officer concerned; (d) the officer shall, however, be informed ar rhe earliest possible date of any decision reached upon his or her case by the Responsible Permanent Secretary on the advice of the Director of Medical Services after considerarion of the reporr.

4' A Medical Board in Uganda may be requested by the Responsible permanenr Secretary on recommendation oi a Responsible Officer.
5' The Responsible Permanent S ecretary will approach the Director of Medical S ervices accordingly giving the following information:_ (a) the object of the Medical Board; (b) any previous history of the officer concerned which has a bearing on the request for the Medical Board; (c) details of any consultations which the officer concemed may have had with Govemment Medical Officers or other medical practitioners, which may be relevant.
C s89 Chapter I Public Service General M-d This will amount to giving the names and addresses of Government Medical Officers orpractitioners and the appropriate dates when they were consulted, so rhat the Direcror of Medical Services can contact them as he or she thinks fit in order to ger reporrs.
6' If an officer fails to appear before a Medical Board, the Board will report the matler to the Directorof Medical Services, but if the Board considers that from evidence before it, it can make a recommendation with the patient absent, it is hereby authorised to do so.

7' The Medical Board shall report its findings to the Director of Medical Services who will in turn inform the Responsible Perm*"ni Secretary.

The Responsible permanenr Secretaqy will then take such action as he or she deems necessary.

8.
A Medical Board shall always be held when:_ (a) a question arises about whether an officer is, for medical reasons, no Ionger capable of rendering further efficient public service and shoulcl retire from or vacare his or her office on medical grounds; (b) it is necessary to assess the degree of impairment of an officer:- (/) when he or she is permanently disabled in the actual discharge of his or her duty by some injury specifically atributable to the nature of his or her duty; or (2)whenhe orshecontracts adisease to which he or she is specifically exposed by the nature of his or her duty; (c) no suitable Eeatment is available in Uganda for any particular officer and the only alternative is to send him or her overseas for treatmenr; or (d) n officer recruited outside Uganda should, for medical reasons, be returned to his or her country of origin as no longer medically fit for further public service in Uganda.
590 Chapter I Public Service General M-e MEDICAL ATTENTION (in Uganda) 1.

An officer who, because of illness, is unable to attend his or her official duties, must report immediately to a Government Medical Officer, who will, if the illness so warrants, authorise the officer's absence from duty.

2.
2.

Only in the most compelling circumstances, for example, when a Government Medical Officeris not available and there is acase of emergency, will the certificate of illness by a licensed/registered private practitioner be accepted as a reason for absence from duty.

3.

Officers and their families will normally be required to attend at a dispensary or hospital to obtain their medical attention and medicines at such times as may be prescribed by the Government Medical Officer on the station.
Urgent medical cases will be seen at any time by a Government Medical Officer.

4.

In the absence of a Government Medical Officer from a station, the Disrrict Executive Secretary concerned must report by telegram or telephone the dangerous illness or serious injury of any public officer, to the nearest Government Medical Officer, the Direcror of Medical Services and the officer's Responsible Officer.

5.
5.

In accordance with C-f, sick leave will be granted to officers only on the recommen- dation of a Government Medical Officer.

Recommendations from private practitioners cannot be accepted except in the circumstances stated in C-f 3.

6.

Officers are entitled to free medical attention and drugs when necessary for them- selves and their families under the Uganda Health Service, provided the illness is not caused by indiscretion or negligence on the part of the patient.

7.
7.

Consultant services by Governrnent Medical Officers are available free to officers and their families, who are also entitled to free X-rays, physiotherapy, elecrrical and ophthalmic treatment provided such treatment is ordered by a Government Medical Officer.

8.

The requirements of paragraph 3 above should be complied with save in cases of emergency when a patient is too ill to attend at a dispensary or hospital for treatment.
Government cannot accept an unlimited obligation to provide a domiciliary visiting service, nevertheless treatment under such a service may be given at the discretion of the Covernment Medical Officer on the srarion.

9.

Medicines and dressings may be issued free to officers in reasonable quantities, whether for treatment at a hospital or dispensary consultation room, at home, or on safari, or for prophylaxis.
591 ( C C Chapter I Public Service General M-e l0' Medical stores will be issued only by those Governmenr Medical officers in whose chalge they are placed.

Medical safari boxes are issued to Ministries and Depanments on application on such terms as the Director of Medical Services may determine; Ministries and Deparrnents will then issue the boxes on loan to their staff.
The contenrs of the boxes may be replaced on application to the nearest hospital or ro rhe Central Medical Srores, Entebbe on such terms as the Director of Medical Services may determine.

The boxes are not intended to be kept for private use in a station where free medical attention is available, andlosses orbreakages to the contentsof the boxes caused by the negligence of officers will be charged against the officers concerned.
ll' Such surgical appliances as there may be in stock from time to time may be obtained on loan from Government Medical officers to permit the treatment of urgenr cases.

otherwise such appliances must be purchased privately by the patient.

f\.
592 Chapter 1 Public Service General M-f ( MEDICAL ATTENTION AND HOSPITAL TREATMENT (outside Uganda) l. The officers and their families to whom this subsection applies are those who require medical and/or hospital attention when travelling outside Uganda in the following circum- stances:- (a) on duty when an officer falls sick and on the rare occasion when the Responsible Permanent Secretary has given approval for an officer's spouse to accompany him or her on duty and he or she falls sick; (b) onduty and the Director of Medical Services has agreed that the officer should seek medical advice or take medical or hospital treatment in a country to or through which he or she is travelling because no suitable treatment is available in Uganda; (c) when an officer is advised by a Government Medical Officer to seek medical or hospital treatrnent in his or her home country in which he or she is spending his or her vacation leave; (d) when an officer (or a member of his or her family) falls sick in his or her home counury in which he or she is spending his or her vacation leave; (e) when an officer or a member of his or her family falls sick en ioute to his or her home counury in which he or she is to spend vacation leave.
2.
When an officer or a member of his or her family falls ill in the circumstances mentioned in paragraph 1 above and the illness is of more than a week's duration, then:- (a) heor she should inform his or her Responsible Officer by airmail and if there is a Uganda Embassy orHigh Commission in that country he or she should also inform such Embassy or High Commission giving his or her name, designation and Ministry or Department; (b) where it becomes apparent that an officer will either be unable to undertake the duties he or she is travelling abroad to do, or if he or she is on vacation leave, he or she will be unlikely to resume duty in Uganda at the time his or her leave expires because of illness, he or she shall inform his or her Responsible Officer by airmail and if there is a Uganda Embassy or High Commission in that country, he or she should also inform such Embassy or High Commission, giving his or her name, designation and Ministry or Department and await further instructions from his or her Responsible Officer, who shall consult the Responsible Permanent Secretary before taking any acrion.
593 C C I Chapter I Public Service General M-f 3.

In any of the circumstances in paragraph 1 above an officer for himseli or herself, or his or her family musr:- {;} (a) seek treatment through a National Health Service if one is in existence and the officer is eligible thereunder; (D) where there is no National Health Service or there is a National Health Service but an officer for any reason is not eligible to take advantage of it, he or she may seek other reasonable hospital and/or medical treatmenr.

4.
4.

When an officer receives med.ical treatment under a National Health Service he or she may claim any nominal amounts he or she may have to pay thereunder from the Director of Medical Services through the proper channels.

In the case of any nominal hospital chetrges these may be reimbursed by the'Director of Medical Services to the extent that they exceed any cost which the officer would have had to bear in Uganda had he or she, or a member of his or her family been in hospital here.
5.If an officerormemberof his orherfamily is eligible for treatmenr in a counrry under a National Health Service and from personal preference seeks private trearmenr outside thc National Health Service for which he or she hai to pay, then he or she must r:reet the cost from his or her own pocket.

6.
6.

When an officer or a member of his or her family receives medical and/or hospital treament NOT under a National Health Service, either because one does not exisr or one exists but the officer is not eligible thereunder, he or she may make application for a refuncl of part of the expenses incurred, to the Director of Medical Services.
If on the facts of the case submined the Directorof Medical Services decides that a refund of part of the expenses is reasonable and justified, he or she will authorise reimbursemenr within the following limis:- (a) medical practitioner and consultant fees and the cost of medical rrearmenr (excluding daily maintenance) up ro a maximum of US $ 125 in any one illness; (b) if the fees and cost of medical treatment under sub-paragraph (a) above exceed US $ 125 the officer will be required to meet part of such ,*i.r, in accordance with the following:- ( I ) Up to 5 per cent of his or her basic salary, if such salary is on the U7 scale or below; (2) Up to 7 ll2 per cent of his or her basic salary, if such salary is on the U-5 or - U4 salary scales; 594 Chapter I Public Service General M-f ( (3) Up to 8l/2 per cent of his or her basic salary, if such salary is on the U3 scale or above, and any balance thereafter will be met from public funds; (c) if an officer enters a medical establishment for the pulpose of rrearment he or she will be required to pay the daily maintenance charges ar rhe same rare as if he or she had been in Uganda in a Government hospital; the balance of such charges will be met from public funds on application to the Director of Medical services; (d) charges for X-ray examinations for the purpose of diagnosis will be met from public funds.
7.

The terms of paragraph 6 above also apply to dental examinations and rreatment, but only to the extent provided in M-h. 8.

No claims for Night Allowances will, in addition, be paid from pi:blic funds, except in the circumstances and on the conditions set out in M-i 3 and M-k 5.

9.
9.

Where circumstances justify fully such a move, the Government may authorise the operation, in a particular place or counEry outside Uganda, of an open cover insurance policy for medical, dental and hospital treatment of public officers falling in category (a) of para.l of this subsection.
C ( 595 Chapter 1 Public Seryice General M-g (- DENTAL ATTENTION (in Uganda) l. Officers and their families are entitled to free dental treatment from a Government Dental Surgeon, covering conservation and extractions.

2.
The following is the procedure for obtaining dental trearmenr:- (a) in those stations where there is e resident Government Dental Surgecn, requests for appointments should be made direct to the Dental Surgeon; (b) in those stations where there is not a resident Government Dental Surgeon, requests for appointments should be made to the Governmenr Medical Officer who will make appropriate arrangements; (c) if an officer wishes to obtain dental treatment, either for himself or herself or for his or her family, other than in accordance with sub-paragraphs (a) and (b) above he or she can do so only on the prior authority of a Government Medical Officer, unless he or she is prepared to bear all the expenses (including travelling expenses) himself or herself; (d) GovernmentDental Surgeons from time to time visit up-country stations giving treatment.
Such visits are usually announced in the Uganda Official Gazette or rhe mass media and put on the notice board at the Govemment Medical Officer's treatment room well in advance.

Officers and their families must take advantage of such visits whenever possible in order to save travelling to perrnanent Dental Cenrres.

Appointments can be made in advance through the station Government Medical Officer.

3.
3.

When Government dental services are not available and emergency dental treatment is needed, with the prior authority of a Government Medical Officer, an officer or a member of his or her family entitled to dental treatrnent may obtain such emergency ffearment from private practitioners.

The officer will be required to meet the bill in the first place and he or she may then claim a refund of a part of the expenses incurred from the Director oi l,kdical Services.

(See paragraph2 above and M-a 6).


C 597 Chapter I P nblic .S erttic e Ge neral M-h /- DENTAL ATTENTION (outside Uganda) 1.

When an officer or a member of his or her family has to undergo dental treatment in the circumstances mentioned in sub-paragraphs 1(a), (b) and (e) of M-f then M-f shall apply as if dental treatment was substituted wherever medical or hospital treatment occurs.

2.
When an officer or a member of his or her family has to undergo dental rrearment in the circumsrances mentioned in M-f l(c) and (d), then: (a) if there is a dental section in a National Health Service for which he or she is eligible he or she must use this, and nominal charges up to a maximum of US $ 3 for each individual course of treatment will be refunded by the Director of Medical Services on application; (b) if there is no National Health Service or if there is a National Health Service and the offrcer and his or her family are not eligible thereunder for free trearment or treatrnent at a nominal charge, the officer will be entitled to claim up to US $ 3 in respect of each individual course of treatment or the actual cost of such treatment, whichever is less.
Claims should be made to the Director of Medical Services on rerurn from leave.

3.

Officers who have passage entitlements at public expense to their counrries of origin, and who during their vacation leaves in those countries seek dental rrearment of any kind, shall be treated as if M-f 1(c) was the circumstance under which the treatmenr was raken.

s99 Chapter I P ttblic S ervic e G e neral M.i TRAVEL AND SUBSISTENCE FACILITIES FOR MEDICAL REASONS (in and outside Uganda) 1.
A Govemment Medical Officer may claim kilometrage allowances as laid down in E-o when undertaking journeys to attend persons entitled to free medical treatment.

The appropriate Night and Day Allowances (in Uganda) (see section E hereofl may also be claimed in appropriate circumstances.

2.
When an officer or a member of his or her family requires specialist medical, surgical or dental treatrnent which is not available at his or her station and the Government Medical Officer concerned certifies that it is necessary for the officer or a member of his or her family to visit another station for the purpose of obtaining rrearment the officer n'i;y claim appropriate travelling expenses under Section E hereof, and in addition the appropriate Night and Day Allowance, as appropriate, under Section E. When a Govemment Medical Officer certifies that a patient covered by this subsection should travel to another sration for medical treatment by air the journey shall be considered as having come within the scope of E-b 3(a).
3.
If an officer on vacation leave in his or her own home country is required to travel from the place at which he or she is staying to a medical examination, or for treatment at a medical centre, in the circumstance$ mentioned in M-f 1(c) and (d) he or she may claim the appropriate Travelling Allowances (outside Uganda) under E-c and appropriate Day and Night allowance (outside Uganda) under E-e and E-g. 601 ?.I I I t. Chapter 1 Public Service General M-j HOSPMAL TREATMENT (in Uganda) l. A Government Medical Officer has absolute discretion to require an ofhcer to enter hospital for medical treatment.
2.

An officer may, however, elect to undertake private treatment at his or her own expense and enter a private nursing home at his or her own expense for treatment, but the Government Medical Officer must be satisfied that rhe officer is in fact undergoing treatrnenL 3.
When an officer or a member of his or her family is admitted ro a Government hospital, the medical attention will be free of charge, but a daily accommodation charge will be payable by the officer at the rates laid down from time ro rime by the Director of Medical Services in accordance with the entitlements laid down in paragraph 4 below.

4.
4.

The grades of hospital accommodation in which public officers are eligible for treatment at the rates prescribed by the Ministry of Health are:- (1) Grade A: (, All locally appointed - (a) Public Officers on the U3 salary scale or above and their families; (b) Government Medical Officers and their families; (c) Registered Nurses and Registered Midwives (i.e.

U.R.N., U.R.M.
U.R.N., U.R.M.

or equiva- lent) and their families; (ii) Expatriate Public Officers recruited overseas and their families who have free medical treatrnent and subsidised hospitalisation in Grade A accommodation in their terns of service.
(2) GradeB: (a/ All locally appointed Public Officers on the U5 or U4 salary scales and their families; (b) Expatriate Public Officers recrui,ted overseas and their families who have free medical treatment and subsidised hospitalisation in Grade B accommodarion in their terms of service.

603 ( \ Chapter I (3) Grades C and D: Public Seryice General M-j Locally appointed Public Officers on the U6 salary scale or below and their families.

5.
5.

Admission to any particular grade of accommodation will be subject to such accommodation being available.

If the grade of accommodation for which an officer is ll8tUte under paragraph 4 above is not available, he or she may, at rhe discretion of rhe Medical Superintendent of the particular hospital, be admitted to such grade of accommo- dation as is available.
Where the available grade of accommodation is lower than that for which he or she is eligible, he or she will pay the charge of the accommodation he or she occupies.

Where the accommodation available is of a higher grade than that for which he or she is eligible, he or she will pay the accommodation charge of the grade for which he or she is eligible.
If an officer chooses to occupy hospital accommodation in a grade higher than his orherentitlement when accommodation in hir o, her entitled grade is available he or she must pay for it from his or her own pocket at the full public rate.

6.
6.

The officers to whom this subsection applies are:_ (a) pcnsionable public officers; (D) public officers on probation to pensionable appointment; (c) non-pensionable officers on service agreements in which the period of employ- ment and terminal gratuity are expressed, and their spouses and children (see under Definirioru).

ffi4 t ( ( Chapter I Public Service General M-k MEDICAL TREATMENT OUTSIDE UGANDA OF PUBLIC OFFICERS ON LOCAL TERMS OF SERVICE WHEN NO ADEQUATE TREATMENT IS AVAILABLE IN UGANDA 1.
This subsection applies to a public officer on local terrns of service or a member of his or her family who is eligible for subsidised hospital treatment who conrracts a disease in Uganda which if left untreated will be fatal and suitable treatmenr is not available in Uganda.

2.
2.

In each case a Medical Board must be convened by the Director of Medical Services (see M-d) and the Medical Board must sign a certificare that the patient is so seriously ill that there is a danger of life unless he or she receives medical treatment which is not available in Uganda.

3.
3.

The Director of Medical Services should then pass the recommendation, in general terrns, to the Responsible Permanent Secretary with his or her recommendation of the country in which the treatment may best be undertaken.

4.
4.

If the Responsible Permanent Secretary approves the recommendation, and also subject to special clearance having been obtained from the foreign exchange control point of view in pursuance of F-c 8, the Directorof Medical Services will then make rhe necessary arrangements with Medical Practitioners in the country in which the treatment is to be undergone and for the medical history of the patienr to be sent to the appropriate specialist in that country.

5.
5.

The following rules apply:- (a) the patient will be eligible frLr afree air return passage in the appropriate class to the country in which he or she is to undergo treatment.

If the patient must, for medical reasons, or for reasons of humanity as in the case of the yoqtg child of an officer, be accompanied, the special circumstances of the case must be expiained in detail to the Responsible Permanent Secretary, and recommended by the Director of Medical Services.
A second return air passage may then be approved, provided that where medical attention involves travelling to a neighbouring country of an officer below the U2 salary scaie, the terms of sub-para 1(c) of subsection E-c will apply unless on health grounds, as may be certified by the medical authorities, travel other than by air would be hazardous to the patient; (b) the cost of medical and'hospital treatment will be handled in accordance with M-f 6 hereof and Night ,A,llowance will not be payable except in the circumstances and on the conditions set out in (c) and (d) below; (c) if the patient is rcquired to convalesce in the counry in which he or she has been treated and, during his or herconvalescence, to be under the supervision of the specialist 60s 4t .l Chapter I Public Service General M-k reating him or her, he or she will receive one-half of the appropriate Night Allowance under E-e for each night of convalescence spent in the country of ffeatment.
This allowance will not be paid in respect of any nights which the patient spends in hospital which have been charged for on the hospital account; (d) no person may accompany a patient at public expense unless a certificate is signed by the Director of Med.ical Services staring that it is essential for the medical well-being of the patient that the person goes with the patient.

This could normally be the case if the patient was the small child of an officer.
Where a person with such a certificate accompanies a patient under these circumstances the person will receive a passage in accordance with sub-paragraph (a) above in the same aircraft and class as the patient, and the same night allowance as aconvalescent patient under sub-paragraph (c) above.

6.
6.

The Responsible Permanent Secretary may waive any contribution towards rhe cosr of overseas treatment laid down in this subsection if the Director of Medical Services is rrepared to support an application for an officer that the expenses are so heavy as ro rhrow ' crippling financial burden on the officer which he or she could nor reasonabry Ue expected to meet from his or her proven limited financial resources.

7.
7.

In the event of an officer or a member of his or her family dying in a counrry in which \e or she has been sent for medical treatment the deceased may, on the request of his or her amily be buried orcremated atpublic expense in that country or alternatively his or her body or ashes may h flown back to Uganda at public expense for burial, but subject to subsection -)-q the charge to public funds will cease on rhe remains being delivered to ttre deceased's ,lace of burial.

8.
(1) Expenditure from public funds will be charged as follows:- (a) the cost of passages for the patient, and when approved any attendanr, or air- freight charges on a coffin or casket of ashes, to the Travel and Transport vore of the officer's parent Minisury or Department; (b) medical, specialist and hospital fees from the appropriate expenditure item in the vote of the Ministry of Health; (c) cost of coffins or caskets will be charged to the appropriate expenditure item in the Ministry of Works vote for funeral expenses; (d) night allowances at half rates if approved under sub-paragraphs 5(c) and (d) above, the Ministry or Department of the patient and where an attendant is authorised 606 t C ( Chapter I Public Service General M-k and he or she is a public officer, the Ministry or Department of the attendanr otherwise the Ministry or Department of the patient will meet the expense.
607 Chapter I Public Service General M-l PROPHYLACTIC MEASURES l. All expatriate officers and their families are required to have such inoculations and vaccinations which shall be at public expense from time to rime'as are laid down in International Regulations for travelling from their counrries of origin to Uganda or for travelling from Uganda to other countries.

2.
2.

All public officers irrespective of country of origin are required to have any compulsory inoculations and vaccinations laid down in International Regulations when travelling for any reason outside Uganda.

Where these are related to travel abroad at public expense officers may claim for reimbursement of the charges involved from their Respon- sible Officers.

3.
3.

Inoculations against poliomyelitis and other diseases may be obuined from Govern- ment Medical Officers on pre-payment by the officers of rates laid down by the Director of Medical Services.

4.

Government Medical Officers will announce the times when inoculations and vaccinations covered by this subsection will be administered in medical unirs, hospitais, or schools.

\ 5.
\ 5.

Officers and their families who are required to work in areas where there is malaria are strongly advised to use mosquito-nets at night, unless the Government Medical Officer on the station says it is unnecessary.

If officers reside in areas where the Government Medical Officer considers that malaria may occur, they may be required by the Government Medical officer to take prophylactic drugs on his or her prescription.

tr ', " ;l .lno.]
tr ', " ;l .lno.]

i Tlll:,r 609 Chapter I Public Service General M-m PRIVATE MEDICAL TREATMENT (in Uganda) 1.

Subject to paragraphs 3 to 5 below, an officer who seeks private medical rrearmenr in uganda must meet the cost thereof from his or her own pocket.

2.
2.

When an officer has sought private medical treatment and his or her private medical practitioner has subsequently referred him or her to a consuhant, the patient officer may go to the consultant as a private patient, and if eventually the officer is admitted to hospital by the consultant, he or she may enter as a private patient, and if he or she does he or she will not be eligible for subsidised hospital accommodation, even though he or she enrers a Government hospital.

3.
3.

On the other hand if an officer has sought medical rreatment from a private practitioner and it transpires that the patient has to be referred to a Government Consultant, and the patient is an eligible patient for free medical treatment and subsidised hospi- tal accommodation, he or she may request the private practitioner to transfer him or her to the Consultant for treatment.

The officer will then become a patient of the Government Consultant and cease to be a patient of the private practitioner.
From that point on rhe officer will receive free medical and subsidised hospital treatment if necessary.

4.
Notwithstanding paragraphs I and,2 above, if in cases of real emergency, an officer or a member of his or her family is attended by a private medical practitioner because a Government Medical Officer is, for any reason, unavailable and the patient is too ill to go ro the nearest Government hospital, any medical fees incurred by the officer will be refunded to him or her on receipted bills being presented through the officer's Responsible Officer ro the Director of Medical Services, supported by the full details of the circumsrances under which private medical treatment became necessary.
The Director of Medical Services will approve refunds only if he or she is satisfied that the circumstances were such that there was no alternative to private treatment.

No refund will, in any case, be considered if the private practitioner concerned is not registered or licensed to practise in Uganda.

5.
5.

Should a Government Medical Officer recommend specialist advice for an officer or a member of his or her family, and appropriate Govemment Specialist advice is not available at any pafticular time private specialist advice in Uganda may be sought on rhe approval of a Government Medical Officer, and the specialisr fees incurred met from public funds on the authority of the Director of Medical Services.

6.
6.

If itis necessary, because of the absence of Government facilities, for an officeror a member of his or her family to obtain X-ray, physiotherapy, electrical or ophrhalmic treatment in a private institution or fronr a registered or licensed private practitioner, one-half 611 Chapter I Pnblic Service General M-m of the cost will be met by the officer and one-half by rhe Government.
The reimbursement ]{ll be made by the Director of Medical Services only on the certif,rcate of a Governmenr Medical Officer.

?.

i 6r2 Chapter I Pnblic Service General Section P CONTENTS P - a Printing P - b Stationery P-c UgandaGazette Appendices Appendix P-a I Half-Yearly printing Indents 6r3 Chapter I Public Service General P.a PRINTING 1.

Printing.

Indents for printing should be prepared half-yearly, on the appropriate form "Half-Yearly Indent forPrinting", obtainable from the Government prinrer.
Ministries and Departments have been grouped for this purpose as listed in Appendix p-a 1.

Indents should be lodged with the Government Printer by the stated dates through Responsible Officers, who should either carefully examine them themselves, or see that a senior officer of no less rank than Under-Secretary examines them, before they are sent to the Government Printer.
Particular attention should be paid to quantities of various items indented for in the light of actual consumption for the previous l2-month period.

Only printing specially required for a particular Ministry or Department should be included in thisparticular indent.

A separate form is provided for standard stationery and printed forms and books.

(See p-b below).

2' Supplementary Indents.


Only in exceptional circumstances will supplementary indents for printing be accepted at times other than those stated in Appendix F-a l. Such supplementary indents must be accompanied by an explanation for the request out, oi rime.

3' Copy for Printing.

Copy for printing should be type-wrirren excepr as otherwise arranged with the Government Printer.
Care must be exercised with punctuation, use of capitals, uniformity of style and spelling and that copy is finally reviseJ before submission to the Government Printer, as otherwise unnecessary additional work and loss of time are entailed in the correction of proofs.

4.

Printing of New Forms.


Drafts of new forms must first be submitted to the Management Services Unit of the Minisrry of Public Service and Cabinet Affairs who will satisfy themselves of the necessity for the form, that the form is the most economical and practical design, and that when printed it will, in fact, be used.
The Government printer will not accept indents for the printing of new forms unless they are accompaniecl by the written approval of the Ministry of Public service and Cabinet Affairs in every individual case.

5' Government Printer's Discretion.

The Governmenr Printer is always limited, in what he or she can do and provide, by certain circumstances.

These are the machines which are available in the Printing Press and the stocks which are available in his or her store.
He or she has, therefore, a discretion, whether he or she can accept copy for printing in any particular form or whether he or she informs Ministries or Departments that they should have their printing done elsewhere.

He or she has also a discretion ro query either quantities o_f supplies requested or the form of any printing, the copy of which is sent in for setting.
Copy forpublications to be printed must be accompanied by instructions specifying the form the publications will take, or alternativel./, stating that the form of presentation is left to the discretion of the Government Printer.

In the case of publications by the Govem:nent, the procedure set our in paragraphs 6 - 10 below must be followed.

615 Chapter I Public Service General P-a 6.

Government Publications.


Adequate written insrructions must be given for publi- cations by the Government which are printed by the Government printer.

?, 1.r., 7.

Commission and Board Reports.

A Report produced by a Commission or Board, should not h sent to the Governmerit Printer for final printing unril ir has been considered and approved for publication by the Cabinet.

E. Advance Copy.
E. Advance Copy.

If an advance copy is sent to the Government Printer for setting, clear instn'rctions must be given that final printing is not to commence until the approval of the Cabinet referred to in paragraph 7 above has been given.

9.

Distribution.

Where a publication has been cleared by rhe Cabinet, rhe Government Printer should be given concise instructions as to the distribution which the publication should have.
This should also include an indication about whether the documenr is for Government use only, or whether it may be offered for sale ro the public.

10.

Departmental Publications.

Departmenral publications which do not have ro be approved by the Cabinet must be approved by the responsible Minister before printing and publication, particularly when the document is intended for sale to rhe public.

11.

Publications by Officers.


The Government Printer may nor accept papers from individual public officers for printing and publication before the procedure laid down in F- h 12 and 13 has been completed.

12.

General.
12.

General.

Anention is drawn to the terrns of p-b 6 to g. 616 Chapter 1 Public Service General Appendix P-a I HALF.YEARLY PRINTING/INDENTS Half-Yearly Printing Indent Forms should be completed only for items which have to be specially printed for a Ministry or Department, for example Litho Headed Papers and Minis teri allDep artmen tal Forms.

Indents for printing must be prepared by a senior officer to reach the Printing Department through the appropriate Permanent Secretary by the dates shown below.
A Specimen of the latest printing of each item must accompany the indent.
lst January and lst July Office of the President Office of the Prime Minister Ministry of Defence Ministry of Foreign and Regional Affairs Ministry of Relief and Social Rehabilitation National Assembly lst February and lst August Ministry of Internal Affairs Ministry of Agriculture Ministry of Industry and Technology Ministry of Commerce Ministry of Animal Indusnry and Fisheries Ministry of I-ocal Government lst March and lst September Ministry of Youth, Culture and Sports Ministry of Public Service and Cabinet Affairs Ministry of lnformation and Broadcasting Ministry of Health 617 (.
C Chapter I lst April and lst October Minisury of Education Public Service General Appendix P-a I .
'., Ministry of Lands and Suweys Ministry of Mineral and Water Development Ministry of Justice Ministry of Constiturional Affairs Ministry of Co-operatives and Marketing Judiciary lst May and lst November Minisury of Labour Ministry of Transport and Communications Minisqy of Energy Ministry of Tourism and Wildlife Minisury of Works lst June and lst December Ministry of Finance Minisury of planning and Economic Development Ministry of Housing and Urban Development lvlinistry of Environmen t protection Audit Deparrnent 618 Chapter 1 P ttb lic S e rv ic e G e ne ral P-b STATIONERY 1.
Stationery.

The Directorate of Central Purchasing issues a Stationery Catalogue, and when indenting for stationery, only items listed in the Catalogue should be requested.

Should a Ministry or Department require any stationery which is not listed in the Catalogue, an exploratory memorandum should be addressed to the Director-General, Central Purchasing seeking to know whether he or she can supply, or whether the Ministry or Department must seek its supply elsewhere.

2.

Form of Stationery Indent.


Requests for stationery should be addressed to the Director-General, Central Purchasing in accordance with the instructions and,/or guidelines issued for the purpose by the Director-General, Central Purchasing from time to time.

3.

Supplementary Stationery Indents.


Supplementary indents for stationery will be accepted by the Director-General, Central Purchasing only in the circumstances covered under his or her instructions or guide-lines to Ministries or Departments on the matter.

4.

For Official Use Only.

Stationery supplied to Ministries and Departments purchasedfrompublicfundsisforofficialuseonly.

Thestrictesteconomymustbeexercised at all times in its use.
All stocks of off,rcial stationery should be kept under lock and key and issued only by an officer who has been authorised to use it by the Responsible Officer.

It is the responsibility of Ministries and Departments to arrange for suitable storage and ensure that stationery is used economically and with the minimum of wastage.

5.

Inspection.
5.

Inspection.

The attention of officers in charge of stationery iq drawn to the need for regular inspection of sites and, where necessar,v, the spraying of stores with insecticides to avoid wastage by insect action.
The Director-General, Central Purchasing or a senior member of his or her staff is authorised to pay periodical visits to Ministries, Departments, Stations or any other offices of the Government for the purpose of inspecting stationery stocks and advising on the correct storage and preservative measures.

He or she is authorised to inspect stock balances and to check these against indents placed by Ministries and Departments.

6.

Control of Printing and Stationery.


The ultimate control on the amount of stationery consumed and printing undertaken by a Ministry or Department is a financial one.

Financial provision is made in the estimates of each Ministry or Department each year for printing and stationery; Ministries and Departments may not exceed this financial provision without first going through all the usual procedures of obtaining supplementary financial provision.
TheDirector-General, Central Purchasing and where applicable the Government Printer can require any Ministry or Department to state that funds are available to pay for printing and stationery and payment must be made in advance against the Ministry's/ C 619 Chapter I Public Service General Deparrnent's Deposit Account kept by the Director-General, Central purchasing or rhe Government Printer as the tur, rnuy be.
Every Accounting officer must ensure that he or funds on his or her account before he or she praces any order for printing or :}",|}'.$:ugh P-b 7' The Director-General, central Purchasing or Government printer,s power of Rejection' The Directot -General, Cel,t ar Purchaslng, o. u, the case may be the Govern- ment kinter' may reject indents forstationery *,r ;;il;g i.o.,, un y Min i s rry or Dep artme n t if therc arc outsranding bills ror pr.uiors stationery or printing.
8' Purchase Must be Through the Directorate of central purchasing.

The bulk buying system is used by the"central render Board and the Directorate of central Purchasing ensures that station..y i, oCtuined at the lowest possible cost to the Government.

Ministries and DeparmenB must' therefore, first indeni ror att their supplies from the Directorate of central Purchasing.
i,ir onrv when the Director-General, centrar purchasing states that he or she is unable to sippty thaiMinistri", unJD"partmenrs may seek stationery services elsewhere after obtaininj.t"*unce from the centrar render Board.

9' Printing Must be Through the Government printer.

It is only when the Government Printer states that he or Ih" i, unabre a pJriii"i Ministries or Departmenrs may seekprinting services elsewhere afterobtaining clearance through the central render Board.
620 'i ( ( Chapter I Public Service General P-c THE UGANI,A GAZETTE 1.

Editor of the Gazette.

The Editor of theUgandaGazette is the Government Printer.

2.

Date of Issue.

The Uganda Gazette is issued every week on Friday.

Copy for insertion in the Gazette should be sent to the Government Printer as scon as it is ready or at the latest by 10 a.m. on Wednesday of the week in which it is desired that the copy should be published.

3.

Legal Supplement.


All copy for publication which is for inclusion in the trgai Supplement should be forwarded to the First Parliamentary Counsel in the Attorney- General's Chambers, who is the proper authority to instruct the Government Prinrer about the publication of all legal documenrs.

4.

Distribution of the Gazette.


The official distribution of the Gazetteis controlled by the Office of the President and requests for inclusion in the official disrribution list, or for any changes to the distribution list, should be made to the Permanent Secrerary, Office of the PresidentAlead of the Civil Service.
In the case of personal copies, it is the responsibility of the individual recipient to advise the Government Printerof any change in address to which thepersonal copy is to be sent, or to make arrangements about the delivery of his or her copies while he or she is on leave.

Personal copies must be paid for by the individuals requesting them, and the payments are to be made direct to the Government Printer.

5.

Non-arrival of Official Copies.


It is the responsibility of recipients of the Gazette to advise the Government Printer immediately if the Gazette and Supplemenrs do not arrive complete.

6.

Reprints.

Applications for reprints of General or Legal Notices must be sent to the Government Printer within 14 days of the date of publication.

Such reprints should be for specific official purposes only, but the reprinting of notices for filing purposes will not be undertaken.

7.

Index and Binding.


At the end of each calendar year the Government Printer will prepare an index to the Gazette for the particular year.

The index will be issued to all recipients of the Gazette.

After the index has been delivered the Government Printer will issue a circular to all Ministries and Departments notifying tirem of the times when their collected Gazette Supplements are to be forwarded to rhe Printing Works for binding.
Gazette will no longer be bound but special loose leaf covers have been prepared by the Government Printer and can be obtained on request.

When forwarding supplements to the Government Printer for binding, the first page should be clearly marked with the name and appointment of the individual in the case of personal copies, or the Ministry, Department or 62r Chapter I Public Service General office in other cases'.
A list of missing copies (if any) should be attached and these will, if possible' be replaced.before binding, by the Governrnent printer.

The cost of making good such deficiencies will be debited ufuinr, the individual, Ministry or Deparrmenr for whor, the Gazettes are being bound.

P-c a\ 8' Index to Statutes.


An index to the Statutes and Subsidiary Legislation is published as a supplement to the Gazette each year by the office of the First parlianrenrary counsel, and care should be taken when collating Gazettes to see that the index is with them before dispatch for binding.
9'Noter'Up' ANoter-UpfortheugandaLawsandSubsidiaryLegislationispubtished as a supplement to the Gazette each year by the office of the First parliamenrary counsel, and published each year' This document is published in Chapter order and brings up to date by reference' the tdo+ eoition of the iu*r. The Noter is available from the Governmenr Printer.

l0' The Government Directory.


The Government printer publishes with the Gazette the lst January and lst July each year a Directory of Government Ministries and 1n Departmens' It is compiled uy the Responsible permanent secretary in close consultation with the Permanent Secretary, office ofihe Presidentflead of the civil Service (see A-,t I ), collating copy which is seni in to him or her by each Ministry/Deparrment.
Ministries/ Departments must send in their copy for this publication by the l st December and I st June each year respectively.
622 Chapter I Public Seryice General Section Q CONTENTS Q-a Q-b Q-c Deaths of officers recruited in Uganda Deaths of officers recruited outside Uganda Dangerous illness of an officer Q ' d Method of Communication and Next-of-kin in case of Death or Dangerous illness of officer Q - e Handling the Estates in Uganda of Deceased officers and Technical Assis- tance Personal Appendices Q - b I Procedure for the repatriation of Deceased Bodies or remains of Deceased Expatriate officers and Technical Assistance personnel Q - U Z Laissez-PasserforaCorpse Q - e f Report of Death to Administrator General where Deceased has left properry in Uganda 623 ( ( Chapter I Public Service General Q-a [- DEATHS OF OFFICERS RECRUITED IN UGANDA l. The death of an officer recruited in Uganda must be reported immediately by telephone, telegram or special message to the officer's Responsible officers and the Responsible Permanent Secretary.
2'(1)When a public officer dies, a coffin, and some limited amount of wrapping cloth or, where in the opinion of the Government Medical officer, it is absolutely necessary, embalming facilities, will be provided and the body transporred, ar public expense, ro rhe officer's home for burial.

(2)The Responsible Officer may, in his or her discretion provide rransporr at the public expense' for the deceased officer's family in connection with the burial arrangements.
3' ( I ) The responsibility of the Governmenr over the body of the deceased will cease on the coffin being handed over to his or her relatives at the Ceceased's home.

(2) In addition the Responsible officer may, in his or her discretion, grve suctr further assistance as he or she may consider fit bearing in mind the status of the deceased officer.
4' The deceased officer's Responsible officer's Responsible Officer shall draft a Gazette Notice stating the name of the officer, his or her designarion, the ministry of Deparrnent with which he or she was serving, the place of death and ttie date of death, which should be despatched to the Responsible Permanenr secrerary for publication in the Uganda Gazette.
5' (l)The officer's Responsible officer should also writ a letter of a personal and sympathetic nature to the officer's net-of-kin which should refer to the officer's good qualities and work and the esteem in which he or she was held in the public service.

A copy of this letter should be sent to the Responsible permanent secrerary.
(2) ln addition the deceased officer's Responsible Officer himself or herself, or his or her representative may, if possible accompanied by other members of staff of the Ministry or Department, be present during the buriar ceremony.
When an officeris killed on duty ordies as a resultof injuries sustained dunng the course of his or her public service a full report of the accident which led to the officer's death should be sent by the officer's Responsible Officer to the Responsible perrnanent secretary together with a copy of the death certificate, signed by the Government medical officer, as pensions issues are involved .

(See section L of standing orders.)

\".
625 Chapter I Pnblic Servtce General * NOTE; Application for probate or letters of Administrarion must made before the High Court personally or by duly authorised attorney within two months from date of deceased,s death otherwise the Administration-General may apply for a grant of Representation of deceased's estate or may administer it summarily if it falls within his oi her summary jurisdiction' Letters of Administration can only be granted to persons who are connected with the deceased by marriage or consanguinity in ttrat order and succession acr, and failing application by such should be crearly explained to the intending applicant.
Q-a ,\ 626 i,^ t" Chapter I Public Service General Q-b DEATHS OF OFFICERS RECRUITED OUTSIDE UGANDA l. In the event of death of an officer recruited ourside, the medical officer cerrifying death shall immediately cause to be informed.
(a) The senior officer representing the deceases officer's Ministry or Department on the station at which the death took place; and (b) The Disrrict Executive Secretary in charge of the area; and (c) The responsible Permanent Secretary; and (d) The Director of Medical Services;of the following;- (e) The full name of the Deceased; and (f) The designation of the deceased; and (g) The Ministry or Department to which he or she was arrached; and (h) The cause, date and time of death.

C 2.
Theseniorofficerrepresentingthedeceased'sMinistryorDeparrmenronthestation shall immediately inform (a) the responsible perrnanenr secretary; and (b) the deceased officer's responsible officer;of the following;- (c) the full name of the deceased; and (d) the designation of the deceased; and (e) the cause ,time and date of death; and (11 whether the deceased's next-of-kin is present with the deceased (e.g a spouse ol 'e deceased, resident on the station) and if the next- of-kin wishes any relatives o', ( rseas to be informed through official channels, give the information they require pi,.,sed and the addresses of the persons to be contacted; (g) if the deceased has no next-of-kin on the station this should be made clear and if the address of the next-of-kin is known to the ministry or Departmental representative on the station the address should be given.
C 627 Chapter I Public Service General Q-b 3.

When communication is diff,rcult it is more important to inform the Ministry of Public Services and Cabinet Affairs than any other, as officers at the Ministry can set in touch quickly with the parenr Minisrry of the deceased and the ministry of Healih.

4.

Thereafter the responsible officer rr)ust comply with paragraph 9 below.

5.
5.

In the event of the next-of-kin not being present on the station where an expatriate officer dies, it is the fast of the responsible Permanent Secretary to inform the next-of-kin of the death and obtain burial instructions.

For this reason the body should be removed to where refrigeratorfacilities exist and medical officers who will handle these cases should take steps accordingly, without waiting for further instructions, informing the Director of medical services where the body has been sent.

6.
6.

When a public off,tcer who is recruited outside Uganda dies while in the service a coffin will be provided and this and other burial .

*p"nr., *ill be a charge to public funds, when the officer is buried in Uganda.

7.

When there is a request from the next-of-kin for the body of the deceased officer or "ashes' to be flown to the deceased's country of origin the procedure set out in appendix e- b I wiil be followed.

8.
8.

It is the duty and responsibility of the responsible Permanent Secretary of the Ministry of Foreign Affairs informed on all matrers concerning the deaths of expatriate officer's so that relevant Embassies and High commissions abroad an be kept informed of events and circumstances.

9.
Whenever the death of an officer recruited outside Uganda occurs, the following documents has to be sent in riplicate to the responsible permanent secretary by the cleceased offi cer's Responsible offi cer- (a) a certificate of death which should be forwarded by the Districr Executive Secretary ( or by such other officer as may be appropriate) in his or her capacity as registrar to Regisrar-General (in advance of his or her quarterly return) so thar a cenified copy may be furnished without delay; (b) a repon (through the Director of Medical Services) of a professional nature by the Medical officer who attended the deceased officergiving full details of the cause ancl circumstances of death; (c) areport (through the Directorof Medical Services) by the Medical officer in at- tendance suitable for communication to the relatives but omitting any morbid details: 628 Chapter I Public Service General Q-b (d) a letter from the deceased officer's Responsible Officer, or from some other appro- priate officer, which should be of personal and sympathetic nature.Relatives specially value any references to the deceased officer's good qualities or work and the esteem in which he or she was held by his or her employer and colleagues.
Reference to any last wishes of the deceased and funeral arrangement should be made in this letter or the report at (c) above.If the letter is addressed direct to the relatives of the deceased four copies should be sent to the respon sible Permanent Secretary.

629 C C C .

,rJ ,l Chapter I Public Service General Appendix Q-b I PROCEDURE FOR THE REPATRIATION OF BODIES OR REMAINS OF DECEASED EXPATRIATE OFFICERS AND TECHNICAL ASSISTANCE PERSONNEL 1.
If the death of an officer recruited from a foreign country occurs and the deceased officer's next- of-kin have requested that the body or remains of the deceased be repatriated to the country of origin,the procedure explained in the paragraphs below should be followed to ensure that repatriation is effected in an orderly fashion.

2.
Storage and Certificate of Death After obtaining the Medical certificate of Death ( which should accompany the body), immediate arrangements should be made by the deceased officer's pa,rent Ministry or Department to get the body transported to the Kampala City Council Mortuary for "cold" storage.This should be done whether or not a specific request for repatriation has been received,since a request for repatriation may be delayed and if the body has not been cold stored, decomposition may set in making it impossible to embalm it latter on.The Mortuary is situated behind Mulago Hospital on the Kitante Road/Gayaza Road by-pass and is open both day and night.
3.

Identification of the body by two persons is required and this should be dorre in the presence of the Medical Officer performing the autopsy before rhe commencemenr of any examination.After the identification and the autopsy the Medical Officer will issue a certificate on Medical form 105 giving rhe cause of death.

4.
4.

Registration The Medical Certificate of cause of death should then be taken to the District Execurive Secretary in charge of the area for preliminary registration and subsequently an official certificate of registration of death should be obtained from the Registrar-General's office.

5.

Embalming Arrangement should then be made directly with the Professorof Anatomy, Departmenr of Anatomy, Makerere University Medical School, for the embalming of the body.
The fee for this service will be paid later by Government cheque.Transporr will be arranged latter by the parent Ministry/Department of the deceased.

A certificate of embalming indicating manner and method used should be obtained from the Department of Anatonty.

6.
Provision of Impervious Coffin and Container Meanwhile, the Supplies Officer, Unallocared Stores, Ministry of works, P.O Box 1560, Kampala, should be informed that an impervious coffin and external container wilt be 630 Chapter I Public Service General Appendix Q-b I required.The approximate date and time for these requiremenrs should be given.For the purpose of international standards set out by the World Health Organisation,an rrnpervious coffin shall be any container or box of whatever material that can be hermetically sealed and so maintained by plastic or rubber gasket or by metal or sintilar material which can be soldered or welded.The body may also be encased in a plastic container *'hich has been sealed by heator adhesive material prior to being placed in non-impen,ious coffin anci which for the purpose of these standards is considered the same as an inrpervious coffin (see also para.
7 below) The deceased's parent Ministry or Department will be,resporrsible for the requisitioning transport for the collection of the ZincLiner, Coffin and internal Despatch Box from the unallocated Stores and liaising closely with the chief Mechanical Engineer, Ministryof Works, P. O.

Box 7174, Kampala, forthe latterto send a sealrng teanr to the Mortuary when the final time is intimated.

7.
Final Preparation and Sealing (a) The body should be SHROUDED in a bed sheet if clothes are not available.lt is then placed in the impervious coffin in the presence of: (1) The Medical Officer of Health, Kampala or his or her representative; (2) The Head of the Anatomy Department,Makerere University Medical School or his or her representative; (3) Arepresentativeof the Ministry orDepartment which the deceased officerbelonged; (4) A representative of the Diplomatic Mission of the country to which the body is being repaEiated might also like to be present at the sealing.
The Mission should nevertheless be kept informed.

(b) The sealing should be effected by soldering or welding by the chief Mcchanical Engineer's team who should complete the packing by screwing down the casket.

(c) International World Health Organisation Standards require that the wooden casket bear an immovable plaque or other appropriate marking in conspicuous place indicating name,age and final destination of the body.
(d) The Airlines further require for obvious reasons that the casket be placed in a rectangular wooden case which is easily dismantled and properly marked with final destination and other freight data such as weight and size.
(e) Cenificate of sealing indicating specifically that the coffin contains only the body in question and necessary clothing or shroud and packing should then be signed by three 631 C C C Chapter I Public Service General Appendix Q-b I officers referred to at (l), (2) and (3) of (A) above.

This is required by the Customs Authorities of Uganda and the receiving counrry.
(f) After the sealing is completed the following documents should be presented to the District Executive Secretary,Kampala:- (1) official certificate of cause of death (Medical form 105); -\ .r' (2) Cenificate of embalming; (3) Cenificate of sealing, for him or her to issue a Transit Pass or Laissez-Passer in accordance with international World Health Organisation standards (see appendix e-b 2).

8.
8.

Cremation In the interests of the economy a suggestion should be made to the next-of-kin for cremation of the body and subsequent airmailing of the ashes.

It is also time-saving.

If the next-of-kin agrees or requests cremation, arrangements have to be made for the transporta- tion of the embalmed body to Nairobi.

Until modern methods of crematio,.

are adopted in Kampala, which are acceptable it is advisable to use a Kenyan crematorium.
In order ro cross the uganda border the following documents must accompany the remains;- (a) Official certificare of cause of death; (b) Cenificate of Embalming (c) Transit pass or laissez-passer.

No articles may accompany the coffin other than wreaths, flowers and the like.

The International standard do not require that transportation of bodies between frontier districrs within 48 hours after death should be subject to embalming; however, embalming advisable in case of delay en route.
After cremation, however, because ashes are not subject to any special requirements, they may be sent without documents.

A certificate of crematron will be issued by caretakers.

9.
9.

Booking The freight bookings for the repatr^ation of the remains should be nrade through the Uganda Airlines Corporation by the deceased officer's Ministry or Deparrnrenr are bookeC properly on the earliest possible connections from an International Airport rn Uganda to the 632 Chapter I P ttblic Service G e neral Appendix Q-b I ( deceased officer's country of origin, as preceded, where necessary, by the uplifting of the body for cremation in Nairobi.
An Air Movement order should be issued to the Uganda Airlines and should specify the dimensions and gross weight of the body.

10.

Floral Tribute When the general freight details are known, a wreath should be ordered by the ministry or Deparrment concerned for despatch to undertakers (details via the diplomatic Mission in Uganda representing the deceased officer's country of origin) through:- Kampala .Entebbe The florist should be asked to submit their bill to the Ministry or Department placing the order.
11.

Transport to Entebbe The deceased officer's Ministry or Department is responsible for making arrangements for the transportation of the consignment to the Freight Department of the Uganda Airlines Corporation at an International Airpon in Uganda and, where uurangements for the funeral services to b held locally have been made, for the transportation of the cgntainer to anci from the Church, en route to the Uganda Airlines Freight Department at an International Airport in Uganda.
It should however be borne in mind that the Uganda Airlines have limited facilities for holding the consignment for more than 24 hours at most; in the circumstances the whole exercise must be timed so that the sealing (see para 7 above and airlifting from the airpon are not more than 24 hours apart.

The body, must, therefore, be left in the mortuary (see para.
2 above) until the positive confirmation of the booking has been obtained from the Airline and, in case, the body must not be moved within a period of more than 24 hours at most htween the time of sealing and the time of departure from the Airport.

12.
Documents The Ministry or Department of the deceased will be responsible to see that the follow- ing documents accompany he container to the Airport:- Air ticket for Freight charges; Medical certificate of cause of death; Transit pass or laissez passer (see Append* Q-b 2) Certificate of embalming; Certificate of sealing of the coffin, and where cremation is carried out a certificate of cremation; 633 ( C Chapter I Pnblic Service General Appendix Q-b I Import licence or authorisation for the repatriation of the body by the mission in Uganda representing the deceased officer's country of origin.
13.

Communication with Relatives and Other parties Throughout the whole period of preparation of the transporr arrangements of the remains, the Diplomatic mission in Kampala should be kept informed of developmenr and in particular should be requested to inform their Governmenr, the next-of-kin and other interested parties.
The Uganda mission in the Country of origin of the deceased should also be informed through he Ministry of Foreign Affairs for them ro arrange for floral tributes of the signs of sympathy to be extended on the behalf of the Government of the Republic of Uganda to the next-of-kin and for the member of Mission to be presenr at the funeral if it is at all possible.
In case Uganda has no Diplomatic Mission in the counrry of origin of the deceased, arrangements should be through the local INTEFLORA Agent for a floral wreath to be sent using a local purchase order.

14.

Final Procedures The Ministry or Department of the deceased should not delay serrlemenr of any bill and debit notes which may be raised in connection with he repatriation of the body or rem4ins.
Briefly these are; (1) The cost of containers supplied by the Ministry works; (2) The florist bilt; (3) The cost of transport; (4) The cost of airfreight; (5) Kampala city council's Medical officerof Healrh's fee for attendance at the sealing of the coffin cheque to be made in favour of Kampala city council; (6) Fees of the Department of Anatomy, Makerere University Medical School i.e a cheque in favour of the attendant undertaking the embalming ( name of the person may be ascertained from the school); (7) Where cremarion is carried our, the fees thereof.
Where the whole of part of any expenditure is recoverable from another Government or source, appropriate action should be taken to seek for reimbursement.

in case doubt Ministry/Departments should check either with the Ministry of public Service and Cabinet Affairs or the Ministry of planning and Economic Develoi-"nt.

634 Chapter I Public Service General Appendix Q-b I 15.
Officer to be Contacted The titles of officers, who normally contacted in the process, and their telephone numbers, are given below for the necessary information:- Medical officer of Health, Kampala city council - 242434 Kampala Department of Anatomy Chief Mechanical Officer Medical Officer, City Mortuary District Executive Secretary The Regisrar of Deaths (These people are not on telephone they use Tel.

No.

231559 for the licencing Officer).


_ 559731 & 557505 Kampala _ 235973 Kampala - 237671 Kampala - z3o7og & z3ozlg Kampala e C 63s (1) Au corpse of Surname, Deceased by reason at the age Chapter I Pnblic Serytce General LAISSEZ .

PASSER FOR A CORPSE Appendix Q-b 2 tegal regulations concerning the placing in the coffin having been observed, the ...........at... First name, Profession, (in the case of children profession of father).
on """...... of """""'.. ............(cause of death) of .............................years (exact date of binh if possible) is to be conveyed by (means .............(place (route) of transpon) from..... of deparnre) via.......... to.

.....(place of destination) (2) The transport of this corpse having been duly authorised all and sundary aurhoriries over whose territory the corpse is to be conveyed are requested to let it pass without letor hindarance.
District Executive Secretary, Kampala Date............... 636 Chapter I Public Service General Q-c DANGEROUS ILLNESS OF AN OFFICER 1.

The Medical Officer who declares an officer to be dangerously ili shall cause the Director of Medical Services to be informed of the officer's name, designation and Ministry or Department and that the officer is dangerously ill, and the nature of his or her illness.

2.
2.

The Director of Medical Services will then inform the Responsible Pemtanent Secretary of the case and follow this with daily reports until such time as the officer is taken off the dangerously ill Iist.

It follows that the Medical Officer in charge of the case must keep the Director of Medical Service informed daily of the patient's condition.

3.
3.

The Responsible Permanent Secretary will inform the officer's Ministry or Depart- ment of the officer's dangerous illness and ascertain whether the officer is accompanied at his or her duty station by his or her next-of-kin no further action is necessary, if not.

steps should be taken immediately to inform the next-of-kin through the appropriate channel.

(For details see Q-d below).

4.


It is the duty of any officer to report immediately to the nearest representative of the Ministry or Department the casualty of a public officer of which he or she becomes aware when he or she does not know that the information has been otherwise conveyed.

This has particular relevance to cases of illness and casualty on the road and in the field.
631 C (- ( Chapter I Public Service General Q-d METHOD OF COMMUNICATION AND NEXT-OF.KIN IN CASE OF DEATH OR DANGEROUS ILLNESS OF AN OFFICER AND MISCELLANEOUS MATTERS GENERAL l. If the death or dangerous illness of an officer occurs in Entebbe or Kampala - communication should be by telephone .

If the event occurs elsewhere - by telephone, if possible, or by immediate telegram.

2.
(1) The following are the telephone numbers of the duty officers in the Minisrry of Public Service and Cabinet Affairs for this purpose; one of them should be telephoned day or night immediately say casualty covered by this sub-section occurs: Responsible Permanent Secretary: Office hours Outside office hours Commissioner for Establishments : Officer hours Outside office hours Entebbe 20064 Kampala '242470 Entebbe 2068-5 Kampala 541788 (2) The telegraphic address of the Minrstry of the Ministry of Public Service and Cabinet Affairs is "Administer, Entebbe", and of the Director of the Medical Servrces, "medmin, Entebbe".
3.

It is better for two or three people to be duplicaring information to the Ministry oi Public Service and Cabinet Affairs rather than that no information should irrrlve there at all, and the procedure in this standing order has been designed with this in view.

OFFICERS RECRUITED FROM OUTSIDE UGANDA 4.


Countries which assist Uganda with personnel under aid schemes operate an efficient casualty service which conveys quickly the news of dangerous illness or death of officers who are their citizens to the next-of-kin outside Uganda, and gets to know their wishes about burial.

Out High Commissions and Embassies also have a very imporrant pan ro play in this procedure.

5.
5.

It is all important that these cases when they arise are handled as casualties of employees of the Uganda Government and not only as citizens of the countnes they come from.

Because of this, the Ministry of Publrc Service and Cabinet Affairs and the Ministry of Foreign Affairs have the names of rndrviduals to conract in the High Commrssions and embassies in Uganda so that the proper channels of communication to countries of origin are used in these cases.
639 \ ( Chapter I Public Service General Q-d 6.

This service is brought into operation by the Responsible Permanenr Secrerary and must h used before direct contact between an expatriate offiuers Responsible Officer and the next-of-kin is established.

n 7.
It is essential for an accurate record to be maintained in the Ministry of public Service and Cabinet Affairs, and parent Ministry or Department of the expatriate officer, of the name and address of the expatriate officer's next-of-kin (Appendix A. l8; see also A-n 5 and 6) and one otherclose relative not resident in uganda (from whom instructions can be taken in the case of an accompanying spouse next-of-kin becoming a simultaneous casualty), of all expatriate officers who are recruited from, and have or"ir"u, passage entitlements to, their countries of origin.
8' Where the deceased had a spouse or children accompanying him or her at the duty station and at the material time the officer was staying in a Governmenr quarrer, at the entire discretion of the Responsible Permanent Secretary, the family of the deceased may be given a period of grace of up to three months to continue staying in the Governmenr house: Provided that during such authorised period of grace no house or furniture rent will be chargeable from the family in respect of the house in question.
9' Responsible Officers should draw the attention of the families of the deceased officers to the telrns of A-q 2 to 4 in relation to the handing - over of Governmenr propeny.
640 p'\ ( Chapter I Public Service General Q-e HANDLING THE ESTATES IN UGANDA OF DECEASED OFFICERS AND TECHNICAL ASSISTANCE PERSONNEL l. It is unlawful and an offence for anyone to interfere with the property of the deceased person without the consent of the Administrator-General or grant of letters of administration or probate by the high Court of Uganda.

2.
2.

Where there are no relatives in Uganda, or where the relatives or executors so wish, the Administrator-General does administer estates of deceased persons in Uganda.
The Administrator-General either himself or herself,or acting through his or her agent (1) takes charge of all the property of the deceased, (2) in consultation with the family of the deceased or the executors named in the will,sends to the family such of the personal and other effects which the family may require and disposes of the rest as directed, (3) collects any salary, gratuity, insurance moneys, money from the bank, etc.
due to the deceased and collects all debts,and after payment of any funeral expenses not met by Government, the administration fees and expenses and all the debts of the deceased, sends the residue in the estate to the beneficiaries.

3.
3.

THE FOLLOWING PROCEDURE SHOULD BE FOLLOWEP On the death of an Officer, the senior officer representing the deceased officer's Ministry or Department on the station should send immediately a Report of Death (Form A.G.A., specimen attached as appendix Q-e 1 and copies of which should be obtained from the Administrator-General, P. O.
Box 7151 , Kampala, without any fee) to the Administrator- General giving a copy to the District Executive Secretary or agent in the District as well as the Responsible Officer of his or her Ministry or Department.

It is anticipated that there may be some difficulty in giving all the particulars which the report call s for but the report should be completed as fully as possible.
Where there are no close relatives in Uganda the senior officer should advise them to consult the Administrator-General at the earliest possible opportunity and to ensure that they actually do so.
C 641 Chapter I Public Service General Appendix Q-e I To be completed in duplicate THE ADMINISTRATOR-GENERAL'S ACT (secrion 5 (I) and (2)) REPORT OF DEATH TO ADMINISTRATOR.GENERAL (where deceased has left property in Uganda) This form should be carefully completed when:- (a) any person dies in Uganda leaving property in Uganda; or (b) when any person dies elsewhere than in Uganda leaving properry within Uganda and should be sent to the Administrator-General, P.O.
Box 7151, Kampala, through the District Executive Secretary of the District where he or she left property.

Should the informantbeunable to answerany of thequestions the words "not known" should be inserted aftereach query left unanswered.

A detailed list of all properry left by the deceased together with a certified true copy of any will found should, wherever possible, accompany this form.
(1) Name of deceased (lnfull and in block capitals) (2\ Sex (3) A9e............. (4) Married man, widower, or bachelor, Married woman, widow or spinsrer (5) Religion ................. (6) Nationality or race (7) Residence in Uganda (place and period) .. .. .. (8) Date of death (10) Place of death (9) Cause of death ........ (11) Home address in full (Europe, India or elsewhere) (12) Occupation in Uganda (13) Has a will been found?
642 \-ildPl.ur l. I UDILC Jet I'lce \rellel Ul /tPPUllur.\ v-t'r If not is a will known or believed to exist, and where is it likely to be found?
(14) Names and address of executors, if any, named in will (15) Full name and address of window/widower and state if of full age or a minor (16) Names, ages, sex and addresses of deceased's children if any (17) Full names and addresses of deceased's surviving nearest relatives (other than those stated above)and their exact relationship to deceased;- ( 18) Name and address of person(s) intending to apply for probate or letters of Admrnr- stration and in what capacity?
......... (19) Panicular of property Movable: state amount or value of, (a) Cash found (b) Salary due........ (c) Cash in bank and which bank ........

Personal effects (clothing, furniture, jewellery, etc.)
....... trade goods ............... livestock implements e.t.c policies of insurance, stocks or shares, or other securities (d) (e) (0 (e) (h) (i) Debts due to deceased and names and addresses of debtors (lf this space is not sfficient, please attach a separate list) 643 ,I L ( f R- ,,,:f Chapter I Immovable: State if:- Pnblic Sentice General Appendix Q-e I (a) Freehold lands .. (b) lease lands (c) temporary occupation lands (d) houses (e) stores etc.

........... 20.
........... 20.

Approximate value of total assers; shillings 21.

Debts due by the deceased and names and addresses of creditors (lf this space is rnt sufficient, please attach separate sheet) 22.

Was deceased in partnership?

(The survivtng partners must submit afull statement of affairs verified by affidavit, wtthin two months, afier the deceased partner's death, vide section l3 of the Act) 23.

Names and addresses of persons in Uganda best acquainted with deceased's affairs 24.
Name and address of advocates, if any, who are acting in obtaining probate or letters of Administration Signature of District Executive Secretary or informant Address....

Date.

..19 644 Chapter I Public Service General Section R CONTENTS R - a Correspondence R - b Forms of Address R- c Telegraphic Communication R - d Records R-e PostalServices R - f Uganda Annual Report f \.

( 645 Chapter I Public Service General R-a CORRtrSPOTJDENCE l. Official Correspondence.
Official correspondence is a general term used to include all letters, memoranda, documents, communications, or any other recorded information however it may be recorded, which comes into the possession of an officer in the course of his or her official duties.

2.

Communication of Information.

Officers must nor disclose information which comes into their possession in the course of their official duties orher than to an authorised person or in the course of their official duties.
The attention of all officers is drawn to sub- section F-9.

3.

Routing of Offlrcial Correspondence.

When a communicarion is roured through one or more offices or Departments before it reaches its final destination, it must be marked "Thru" ("Thru" is a convenient abbreviation of "through") each Department or office through which it has to pass.

For example:- The Permanent Secretary, Ministry of Agriculture, ENTEBBE.

Thru: The Director of Agriculture.

Thru: The District Agriculture Officer.

4.


Number of Copies.

When a communication is routed "thru" an office or Depart- ment, a copy of the communication shouid be attached for each office or Deparrmer:t tllrough which it has to pass, and where the final addressee of the communication is Iikely to consult another Department or officer concerning the subject matter of the communication, a copy may be forwarded to such Department or officer 5.

Comments by Officers.


Officers "thru" whom communications pass to a final destination should make observations, however brief, on the subject of the communication and initial it.
When more space than would usually be available on the communication is required for an officer, through whom the communication is being routed, ro make whatever comments as he or she may wish to make, this may be done in a separate memorandum (with sufficient copies along the lines of paragraph 4 above) which the officer should address appropriately and attach to the communication in question.

6.

Translations.
6.

Translations.

If an officer receives documents written in a language other than English and it is necessary to refer such documents to other Departmenrs or officers he or she should arrange for the documents to be translated and for such translations to bc available to other interested Departments and officers.

641 Chapter I Public Service General R-a 7.

Headquarters' Staff use their Principal's Designation.
When an officer in the Ministry Headquarters or a Department Headquarters writes an official communication he or she does so on behalf of his or her Pemranent Secretary or Head of Department.

It follows, therefore, that he or she must sign over his or her principal's designation thus:- "for Permanent Secretary", "for Auditor-General", "for Government pri nter".

* 8.

StatrSigning over their own Designations.
There are circumstances when officers sign over their own designations for example Permanent Secretaries and Heads of Deparrnents; The Editor of the "Uganda Gazette"; a professional officer when his or her professional status and not his or her official position carries statutory force as when a doctor who is a Government Medical Officer signs a prescription for dangerous drugs; an officer when he or she is the only officerof his or her Department on a station or is the senior officer in charge of a particular Department's work on a station; District officers.
9.

Officers Writing under Direction.

An officer shall state in any communication he or she is writing, that he or she is writing under direction (without mentioning whose direction), for example, "I am directed", only if he or she is, in fact writing under direction theparticularcommunication in hand.

The phrase loses its force if it is used indiscriminately by all public officers.
Writing under direction, means writing under political direcrion, so the direction must have come from the President, an officer's Minister, or the Cabinet.

10.

Communication between Ministries and Departments.

Comnrunications be- tween Ministries and Departments shall be by memorandum always addressed ro the Permanent Secretary or Head of Department as the case may be.
Where it is known that a subject is being handled by a specific officer in a Ministry, memoranda may be marked "for the attention of Mr.fi\zlrs./Jv1iss ................".

When a communication is addressed from one officer of one Ministry to an officer of another Ministry the communication must invariably be routed "Thru" the Permanent Secretaries of the Ministries or the Heads of Departnrents involved, and never direct.

11.

District Executive Secretaries.


Permanent Secretaries and Heads of Depanmcnts may correspond direct with District Executive Secretaries but all correspondence of any, importance passing benveen them must be copied to rhe Office of the president, so rhar rhe Permanent Secretary, Office of the President and Head of the Civil Service to whom District ExecutiveSecretariesareresponsibleiskeptfullyinthepicture.
Thiscorrespondenceshould also be copied to the Permanent Secretary responsible for local aurhorities who is the immediate supervisor of the District Executive Secretaries.

Copies of District Execurive Secretaries' touring reports and District Team minutes must always be copied to rhe Permanent Secretary, Office of the President and Head of the Civil Service.

648 Chapter I P ttb I ic S e rv ic e G e ne ral R-b FORMS OF ADDRESS l. Communications to the President.
The Vice-Presidenr, Prime Minisrer, Minisrers, the Law Officers (that is to say the Attorney-General and the Solicitor-General), the Permanent Secretary of the Office of the President and Head of the Civil Service and the Principal Private Secretary to the President are usually the only persons in Government offices who address the President directly.
However, officers may be required to draft Minutes to the President for the signature of their Ministers or senior officers, and the following is intended to assist on these occasions.

Communications should be addressed:- His Excellency rhe president: start "Your Excellency" and end with the designation "Minister" "Attorney-General".

2.

Oral Communications by the President.


All oral instructions given by the President or his or her authorised representative should be committed to writing by the officer receiving such instructions and forwarded to the President's Principal Private S ecre tary for confirmation.

3.

Communications toMembers of Parliament.

Official communications addressed toMembersof Parliamentshouldbeaddressed "The Hon.

A.B........."and not, forexample, "The Hon.

Mr./]vlrs./lvliss .........".


Titles such as "Dr." should be omitted when rhe prefix "The Hon."

is used.

The prefix "The Hon."

should not be used in the text of an official communication but only in the address.

4.

Communications to Judges.
Official communications addressed to Judges should be addressed as follows; in these instances the office is being addressed and therefore it is inappropriate to place affixes to puisne Judges, names:- (a) The Chief Justice: "The Honourable the Chief Justice" 649 ll .^ \.. ( C A Chapter I Ptrblic Service General R-b start "My Lord" and end "I am Sir/Jvladam" "Your l.ordship's Obedient Servant" 'Designation (D) Puisne Judges: "The Honourable Mr./Lady Justice .. ,, "My L,ord" and end "I am Sir/lVladam" "Your l,ordship's Obedient Seryant" "Designation".
5.

Communications within a Government Department.

Communications berween officers in the same Ministry should be by minute and should be addressed to designarions and initialled over designations:- "PS/PS ''PAS/F&A'' "\{./PS PS/PS'' 6.

Communications to Individual Offlrcers on Personal Matters.
Letters addressed to individual officers on matters personal to them should be addressed:- 6s0 Chapter I Public Service General R-b "Mr.[t{rs.Miss Y Thru (where appropriate) Thru: start "Dear SirMadam" and end "Yours faithfully" "Designation ,, 7.

Communications to Persons Outside Government.

The form and style of address of communications to destinations outside the Government shall be:- C ( "The Managing Director, A.B.
& Co. Ltd." start 3a Sir/IVIadam" and end "Your obedient servant" "Designation When the addressee is an individual:- "Mr.fl\{rs.Miss P. Queue" start 651 Chapter I Public Service General R-b "SirIVladam" and end "Your obedient seryant,' "Designation,,.

The use of the affix "Esq."

is best avoided as it is often inappropriate.


When a person holding a particular office, which caries a title, is being addressil, the proper title should be used, and where it is known that an addressee has honours these should be included in the address.

6s2 Chapter I Public Service General R-c TELEGRAPHIC COMMUNICATION 1.

Official Telegrams.
Official Telegrams.

Telegraphic Communication in Government should be used only when the urgency of the public business justifies it; or it is necessary to impress upon the addressee the need forprompt action orreply;or when for security reasons the use of code or cypher is necessary.

Economy of wording of official telegrams is essential and where telegraphic addresses exist, they must be used.

2.

Priorities.
2.

Priorities.

Telegrams should be marked with a degree of priority only if this is essential in the public interest.

Telegrams so marked are handled by the Postal Authorities out of normal routine.

The excessive and unjustified use of priorities would defeat the purpose of the system of priorities as, if every telegram was marked "priority", priority wouldbecomeroutine.
Thedegreeofpriority,inorderofspeedof transmission,fromfastest to slowest is, "Emergency" (to be used when the security of the State, safety of life, or a serious accident is involved), "Immediate", "priority".

3.

Telegraphic Charges.

The charges for telegrams and cables bearing "priority" markings are double those at the ordinary rate.

Only telegrams and cables paid for in cash at the Post Office will be sent by the Uganda Posts and Telecommunications Corporation.

4.

Multiple Address System.


Use must be made of the Multiple Address System when official telegrams with identical texts are being sent to several addresses in the same town within Uganda.

Only a small copying fee is raised by the Uganda Posts and Telecommuni- cations Corporation for telegriuns to the second and subsequent addressees.

One copy only of the telegram is needed and the address should consist of the indicator (T.M.)
followed by the number of addressees, shown as a figure, then each addressee for example:- T.M.2 ADMINISTER, MEDMIN: ENTEBBE.

The Multiple Address System does not apply to telegrams with identical texts which are addressed to different towns.

In these cases the Post Office needs one copy ofthe telegram foreach addressee and raises separate charges foreach telegram.

5.

Private Telegrams.


If a telegram is sent through official channels on behalf of an officer or a private individual it must be paid for by that officer or individual at full rates and the charges must be paid before the despatch of the telegram.

The officer authorising the despatch of the telegram is responsible for the collection of the charges.

6.

Telex.

(1) Telex is not a cheap way of sending telegrams.

It is a very quick and convenient method of both despatch and receipt of telegrams.
The sender may request that a telegram be delivered by telex.

In such a case the indicator (TLX) must be written before the address with the telex number followed by the addressee's name and place of destination for example:- 6s3 C (" Chapter I Public Service General R-c TLX2OO74 PAULI PARIS.

(2) Telex machines may be obtained for renting from the Uganda posts and Telecommunication s Corporation.

7' Government Telegraphic Codes.


Government telegraphic code books are classi- fied documents with a "secret" classification and when not in use are to be kept Iocked up.

8'ReturnbyHolders.

Onthe3lstdayofMarchineachyearaholderofatelegraphic c$9 Uoot< must report the fact that the book is still in his or her possession, and the condition of the book, to the Permanent Secretary of the Ministry of Foreign Affairs.

The report must be posted in time to reach the Ministry of Foreign urr.i., by the 31st March.
9' Holders of Government Telegraphic Code Books.

The following is s list of holders of Government telegraphic code books.
This list is subject to alteration from rime to time in accordance with the directions of the Permanent Secretary of the Ministry of Foreign affairs, who is responsible for the issuing and recall of code books:- Permanent Secretary Affairs , Ministry of Foreign All Uganda Missions abroad Permanent Secretary, Office of the president and Head of Civil Service Permanent Secretary, Ministry of public Service and Cabinet Affairs .. All District Execurive Secretaries Police Headquarters Special Branch Headquarters....
Permanent Secretary, Ministry of Health .... 2 l@ 1 1 I @ 1 1 1 l0' Handling of Telegrams.

When a telegram is received in a Government Office an "immediate" ug shall be pinned to it by the first officer to handle it and it must be passed by hand o the appropriate senior officer handling the subject marrer of the telegram.

It will be at the discretion of that officer whether he or she takes action on it immediaiely away from the file or calls for the appropriate file before taking acrion.
6s4 Chapter I Public Service General R-d ( RECORDS Personal Records on Oflicers l. An officer's personal records must be complete and up-to-date at any given time.
To ensure that this takes place, a number of files will be opened as follows:- (a) in the Ministry of Public Service and Cabinet Affairs: (1) for all pensionable officers, officers appointed on probation and non-pension- able officers whose employment is for a specified period and provides for payment of a gratuity at the end of the period of employment - one personal file for every officer's central record; (2) for non-pensionable officers (other than Group Employees) whose employ- ment may or may not be for a specified period and does not provide for payment of a gratuity - one general file for all officers in a given Ministry or Department; (b) in the MinistrieslDeparrmenrs: ( I ) for all officers (other than Group Employees) irrespective of rank or terms of servlce: (i) a Confidential Personal File on every officer; (ii) an Open File on every officer; (iii) Staff Performance Appraisal Report Folder on ever) officer; (2) for Group Employees - a general Confidential File and an Open Personal File for every Group Employee.
For otlrcr records see Clnpter 2 of the se Stunding Orders.

2.

Both at the Ministry of Public Service and Cabinet Affairs and in the Ministries or Departments, all documents which affect the official record on an officer must be kept properly regardless of the source.
This will include, as may be applicable, Public Service Conrnrission Minutes, letters of appointment, letters of acceptance of offer of appointment, letters of confirmation in appointment, letters adjusting salaries, changes rn incremental dates, changes in nanres, signed service agreement forms, disciplinary letters, letters of contnrendation, letters of ternrination of appointment, letters of transfer or postin g, approved leave fonls, posting instructions, medical certificates of fitness for service, medical reports, 655 ( ( Chapter I Public Service General R-d particulars of service (Form P2), official oath of secrecy, oath of ailegiance, declaration of next-of-kin, staff perforrnance appraisal reports and any other official records on an officer.
3.

(l) An officer will have free access to his or her open personal file in his or her Ministry or Department.

(2) An officer will have no access to his or her confidential personal file: PROVIDED that the officer's attention will be drawn by the Responsible Officer ro any documentation of an adverse nature to the officer's service record placed on his or her confidential personal file in his or her Ministry or Department.

4.
4.

When an officer transfers from one Ministry or Department to another, his or her open and confidential personal files together with the Staff Perforrnance Appraisal Report Folder must b transferred with him or her.

It is not in the public inrerest or the interests of rhe officer for a multiplicity of personal files to be opened for one officer in the service in view of the principle sEted at the beginning of paragraph 1 above.
If this happens, sometimes, an officer's good or badrecord can be hidden both to the officer's and the State's detriment and it should, therefore, be avoided.

5.

Personal records shall not be destroyed until, in the case of a pensionable officer, five years after his or her death, and in the case of all other officers, 20 years from leaving the service or on death (when known) whichever is earlier, unless the records have been micro- filmed for storage.

6.

Offrcers Should Not Copy Official Documents.


An officer should nor be permitted except in the normal course of duty to take copies of any official papers which pass rhrough his or her hands in the course of his or her duties.

, 7 .

Preservation of Records.

It is important to preserve reliable information regarding the history of the country and its Government.
Old correspondence, district books, diaries, ' memoranda, manuscripireports, maps and other records will become of increasing impor- tance as time passes and it is essential that all those of possible interest or value sha-ll be carefully preserved.

No records may be destroyed without a prior written consent of the Pennanent Secretary, Office of the President and Head of the Civil Service so that the Commissioner for Management Information Services can arrange to take these records into store centrally.
Where officers have important records in stores under their care, a routine must be introduced for inspection of the records, and where necessary to spray records against destructive insects.

The advice of the Commissioner for Management Information Services in the President's Office should always be obtained when an officer is in doubt.

6s6 C Chapter I Public Sertice General R-e POSTAL SERVICES 1.

Franking (Postage Meter) Machines.
Pre-payment of postage by franking (postage meter) machines may be made by Responsible Ofhcers or orher officers duly authorised by them subject to the following conditions:- (a,) users of such machines must obtain through the local post office a licence issued by the Managing Director, Uganda Posts and Telecommunications Corporarion; (b) pre-payment of postage must be made from time to time ar an authorised post office where the machine must be presented for meter setting or registering; (c) the correspondence franked by the machine must be properly arranged and securely tied in bundles and such correspondence can only be allowed for posting at the authorised post office; (d) franking machines must be maintained in good condition, and any necessary replacements or repairs made at the licencee's expense and in accordance with the laid down procedure, to ensure clear and distinct franking impressions and complete accuracy in recording and safeguard the machine against unaurhorised handling; (e) the service is restricted to post offices offering a full range of postal services.
2.

Postal Regulations.

The Post Office Guide sets out the postal regulations covering the make-up of each class of postal packet.

As a general rule all documents (other than parcels), intended for transmission by post, are required to be enclosed in envelopes, the only exceptions being posrcards, newspapers and magazines.

Newspapers and magazines may be rolled, or folded and enclosed in a wrapper and printed papers folded in such a way that they cannot come undone in transit.
The use of staples and pins on the outside of postal packets is prohibited.

Packets which do not comply with postal regulations as regards make-up are liable to be treated as "emba:Tassing" postal packets and may be withdrawn from the post and returned to sender.

3.

Economy in the Use of Postal Services.

Economy in the use of postal services should be observed at all times, and postal packets should always be sent ar the cheapest appropriate rate.
Wherever possible use should be made of reduced rates available for printed papers and parcels, and documents sent under such arrangements should be marked clearly "Printed Matter" or"Parcel Post" as appropriate.
As articles weighing more than l0 kilos cannot be sent by parcel post and other postal facilities are very expensive, considera- tion should always be given to breaking down the contents into parcels which are of a size acceptable under parcel post :urangements, or alternatively to use Government delivery C 657 Chapter I P ttblic Service G e neral R-e facilities.
In any case, where it is possible for postal packets to be delivered by Official Courier or by Office Messenger this means should always be used in preference to postal services, and receipts obtained in the official delivery book.

4.

Registered Postal Packets.

Postal packets should be registered only when this is essential and Registered Receipts from the Post Office should be posted into delivery books on the appropriate dates, and in date order.

5.

Many Communications - One Destination.


In the course of a day's work, it fuquently happens that aMinistry or Department has more than one letterorcommunication for dispatch to the same addressee.

In such cases, and where it is practical, all communica- tions forone destination should be enclosed in one cover.

Postal covers of a size appropriate to documents they have to hold should be used.

6.

Addressing and Marking of Postal Packets.


All postal packets should be clearly addressed with the narne of the addressee, the correct P.O.

Box Number or Poste Restante or Private Bag, the street and number in that street when this is appropriate, and the name of the town and when necessary the country in which the town is situated.

7.

Airmail Post.

Letters for destinations outside Uganda should normally be sent by airmail and airletter forms should be used whenever possible.
Heavy parcels for foreign destinations might be cheaper to send by air- freight than airmail, and officers musr sarisfy themselves that they are using the cheapest method of dispatch.

8.

Opening of Mail.

Permanent Secretaries and Heads of Departments and officers in charge of Units, must appoint specific officers whom they authorise ro open official mail.
A definite discipline must be established for the handling of mail from the time of opening it to the time it reaches the officer who will deal with it.

The artenrion of officers who open official mail is drawn to Treasury Accounting Instruction No.

796 which Iays down the procedure to be followed when money remittances are received by post.

9.

Postal Guide.
9.

Postal Guide.

Copies of the Post Office Guide can be obtained from the Post Offlrce; the guide should be regarded as standard equipment for all Govemment Offices.

Copies of the Post Office Directories of Private Box Numbers can also be obtained from the Post Office.

658 Chapter I Pubtic Service General R-f UGANDA ANNUAL REPORT 1.

Compilation and objects.

The Uganda Annual Report is compiled by the office of the prime Minister.
It is intended to primarily explain in a concise form to public or private interested parties both locally and abroad the performance, during the past calendar year' in virtually all spheres of the country'S socio-economic infrastructule' 2.

Ministerial/Departmental Contributions.

Although the Prime Minister's Office edits the Report nevertheless it is compiled from contributions received from each Ministry or Department of Government.
Such contributions should, where necessafy' include references to State corpolations and companies as well as any other institutions falling under a given Ministry or Department.

3.

Form of Contributions.

Contributions from Ministries or Departments must be self- contained.

Any information presented in the form of figures should be set out as simply as possible and special attention should be paid to their accuracy.
lf figures are not available at the time of going to Press estimates should be provided clearly indicating that they are estimates.

Long tables of statistics should be avoided and comparisons which have to be made covering a period of years should, where possible, Ieave gaps between-the years' but So aS not to destroy the importance of the tables.
For example, comparisons of figures going back to, say, 1930, migtriUuitO up in ten-year steps: 1930, 1940, 1950, 1960, 1970' 1980' Thus it might be possible to reduce to six iin", u table which would otherwise be fifty lines in length.

4.

Time of publication.


Contributions from each Ministry or Department shall be drafted in respect of the year ending 3 l st December and cleared with the Office of the Prime Minister to reach the Printer not later than 30th March of the following year' but after 15th April no further copy can be accepted.
In the case of a Ministry or Department in default' the Report will show there is Such a Ministry or Department but give no further information' It cannot be too strongly emphasised that an Annual Report, to be of any value at all' must never be more than six months out of date, and if the Report is not published in July of each year in respect of the previous calendar year, then the greater part of its value as a Report is lost.
C 659 Chapter I Public Service General Section Y CONTENTS Y-a Y - b Y-c LegalAdvice Legislation LegalProceedings L'.

661 Chapter I Pnblic Service General Y-a LEGAL ADVICE l. The Attorney-General's Chambers.

The Principal Ie gal adviser to the Governmenr is the Attorney-General; he or she is also a Minister.

(73) The office from which he or she works is called the Attorney-General's Chambers.
The most senior public officer in the Chambers is the Solicitor-General who is also the Permanenr Secrera-ry of the Ministry.

Any power conferred or duty imposed on the Attorney-General by any Act of Parliament may be exercised or performed by the Solicitor-General in any case where the Attorney-General is unable to act owing to illness or absence and in any case orclass of cases where the Attorney- General has authorised the Solicitor-Ceneral to do so.

(7a) 2.

Reference to Attorney-General.


Except in those cases where the daily routine work of a Ministry or Department requires correspondence with private legal pracrltioners, fbr example, the Lands Department, a Permanent Secretary or Head of Department as the case may be, must not enter into correspondence officially with a private legal practirioner either concerning matters in which legal issues are raised or conceming other matters, without first seeking the advice of the Attorney-General's Chambers.
In appropriare cases the Attorney- General himself or herself will correspond with lawyers outside the Government service but whetherheorshedoesthisornotisathisorherdiscretion.

IfaGovernmentofficerreceives, or has reason to consider issuing, a communication which, on the face of it may lead to litigation involving Government or a public officer, he or she musr immediately and before taking any action seek the advice of the Attorney-General's Chambers.

3.

Legal Opinion.
3.

Legal Opinion.

In all cases where an opinion is sought from the Attorney-General's Office on the interpretation of a statute, document, or generally as ro the legal implications of a given course of action, the correspondence should be addressed to the Solicitor-General.
It is the duty of the Attorney-General's Chambers' own Registry ro ensure that each letter received is sent to the appropriate Head of a Department or Division in the Chambers, and, in his or her absence, to some other officer in that Department or Division.

Because it is frequently the case that an officer is absent either on duty or on leave, no letter should be addressed to any officer personally.
However, when making telephone or other inquiries concerning a particular letter, these should be directed to the Head of the Department or Division and, in his or her absence, to one of the officers in the particular Department or Division.

It is also accepted that when it is known that a particular officer is dealing with a specific subject the memorandum may be addressed to the Solicitor-General marked for the attention of that particular person.

A State Attorney, having given his or her advice.


must be assumed to have sought the advice of a nrore senior legal officer in the A ttorney-General's Chambers, if he or she has considered such a course necessary.

He or she is, therefore, unlikely to change that advice unless he or she is, himself or herself, convinced rhere are new grounds for altering his or her original opinion.
It follows that if a Permanent Secretary or Head of Depafiment, as the case may be, is, after very careful consideration, for any reason 663 \- Chapter I Public Service General Y-a dissatisfied with the advice received he or she should address the Solicitor-General in writing stating why.

The Attorney-General's opinion expressed personally or through rhe Solicitor- General is final.

- 4' Quoting Advice.


When quoting legal advice received from the Attorney-General's chambers the formula should be:- "I am advised that ......,,or,,Government,; opinion is """""'" or "My instructions are ........" The terrns of the advice or opinion should then be set out as nearly as possible in the terrns in which it was conveyed, but without using quotation marks or mentioning the source of the advice.

5' Memoranda to Ministers.
[n a case where a memorandum or minute for the Minister is being prepared, the Permanent Secretary or Head of Department, as the case may be, should indicate the rank of the officer in the Attorney-General's Chambers from whom any legal advice may have been obtained, for example:- the Solicitor-General, a Senior principal State Attorney, a Principal State Attomey, a Senior State Attorney or a State Attomey, as the case may be' Where a subject involves policy matters which have little or no legal import, the Attorney-General will usually have been consutted by his or her colleagues, and any memorandum or minute should reflect that fact.
This tyfe of consultation is not, strictly speaking, within the terms of this subsection.

6' Communications outside Government.

When communications are being prepared for a destination outside the Government administration, the correct reference in those documents should always be to the "Attorney-General", and in any such case the person preparing the documents must, of course, ensure that the Attorney-General has, in fact, been consulted.

7' Advice by Telephone.


The practice whereby legal advice is sought over rhe telephone is greatly to be deprecated.

Except in the -ori ,rg"nr cases advice should always be sought by written memoranda.

In cases where it is absolutely necessary ro seek legal advice by telephone, this should be followed by an exchange of minutes confinning the substance of the enquiry and the advice given.

8' Interviews.
8' Interviews.

Interviews with lrgal Officers in the Attorney-General's Chambers are to be discouraged as they greatly interfere with legal work and should nor be attempted excepr by prior appointment.

664 Chapter 1 Public Service General Y-b LEGISLATION 1.

New Legislation.

Where it is proposed to promote new or amend existing legislation or make statutory instnrments, the procedure has been laid down by the Cabinet and is set out in the following paragraphs.
Cabinet's decisions cannot be changed or varied in any way except by the Cabinet and where a change or variation becomes necessary Cabinet's authorisation to that effect must be sought and obtained.

This is one of the few exceptions to paragraph 6 of the subsection on Applicability, Interpretation, Waivure and Amendments under the Introduction to these Standing Orders.

2.

Authority to Draft.


Before instructions are given to the First Parliamentary Counsel for the &afting of Bills or Statutory Instruments, the instructing Ministry or Department musr, (a) seek Cabinet approval aurhorising the subject legislation; or (b) request through its Minister the authority of the Attorney-General or Solicitor-General for the legislation to be drafted without prior reference ro Cabinet.

This approval will be given only in special circumstances.

3.

Instructions to Counsel.


When the Cabinet has approved the proposals for Iegislation, the instructing Ministry or Department must then forward copies of the Minister's Cabinet Memorandum and the Cabinet Minute to the First Parliamentary Counsel, together with any other relevant papers, so that the draftsman is given the clearest possible explanation of what it is intended to achieve by the Legislation to be drafted.

4.

Allocation of Drafting Duties.


The First Parliamentary Counsel will allocate the proposed legislation to a person in his or her Department who will be generally responsible for the legislation unril it is enacted.

Officers of the Ministry or Department promoting the legislation may be called on to attend a number of conferences with Parliamentary Counsel and will be expected to seek out and provide all information that may be required for the purposes of drafting.

5.

Scrutiny of Drafts.
Drafts of the legislation, when ready, will be provided to the instructing Ministry or Department which will be expected not only to examine them critically but also to circulate them to persons who in the opinion of the instructing Ministry or Department should be given an opportunity to comment on them, for example, the Ministry of Finance and Auditor-General in respectof financial provisions; the Chairman or Managing Director of any parricular parastatal body that may be affected by a proposed legislation.
6.

Satisfaction of the Law Officers.

In some cases it will be necessary for the Law Officers, that is to say, the Attorney-General and the Solicitor-General, to be informed and satisfied concerning some of the provisions in a proposed legislation.
It will be the 66s C ( Chapter 1 Public Servicc Gcneral .l'-b draftsman's responsibility todo this, but the promoting Ministry or Departnrenr nray have a better knowledge of the scope and probable effect of the proposed legislation ancl rnernbers of the Ministry orDepartment are expected to infornr the First parliamentary Counsel il thev know that a proposed legislation falls into the categories listed below:- (a) any proposals which may have the effect of altering any of the provisions of the Constitution; (b) interference with private properry; (c/ railure to preserve existing pension or other similar rights; (d,) failure to safeguard rights of persons engaged in a profession or trade when such profession or trade is for the first time being regulated by statute; (e) compulsory acquisition of privare properry; (fl rights of entry to private properry; (g) interference with ordeprivation of existing private rights relating ro occuparion, trade, residence, social custonts; (lr) rights of imprisoning or otherwise detaining persons without triall ") provisions which might render a person stateless; (i) any provisions which are contrary to the rule of law as generally understood in a democratic society; ('t) provisions which might offend against the comity of nations or against public international law; (l) any provision which has the effect of retrospectively imposing penalties or fines or taxation.
7' Final Draft.

After a legislation has been drafted by Parlianrenrary Counsel and approved by the promoting Ministry or Department and by the Law officers (if it comes under the ambit of paragraph 6 above) it must be subnritted to Cabiner accompanied by a Memorandum by the subject Minister explaining the legal effect of its nrore inrportant provisions.

No Bill (without exception) nrusr be published until this has been done.
Cabrnet copies of the final draft to support the Cabinet Menrorandum musr be obtained bv the promoting Ministry or Department from the First Parliamentarv Counsel.

666 Chapter I Public Service Gcneral Y-b 8.

Publication.

After a Cabinet draft Act has received Cabinet approval a copy of it in its final form, accompanied by a Memorandum signed by the Minister of the instructing Ministry or Department will be sent to the First Parliamenrary Counsel.

It will then be published.


Instructions to the Government Printer to publish will be given only by the First Parliamentary Counsel when he or she has seen Cabinet's Minute aurhorising publication.

The Government Printer may take instructions to publish a Bill or a Statutory Instrument only from the First Parliamentary Counsel.

9.

Non'conformity to the laid-down Procedure.

These instructions of the Cabinet must be properly followed in all cases.
Any request for the preparation or publication of a Bill or Statutory Instrument which does not follow the procedure outlined above will not be given consideration by the First Parliamentary Counsel and unnecessary delays will result.

( ( 661 Chapter I Public Service General Y-c LEGAL PROCEEDINGS l. Legal Proceedings against Public Officers.
From time to time legal proceedings are instituted against public officers as a result of their official positions or of an act done or omitted to be done in the course of their official duties:- (a) when a criminal prosecution or civil action is instituted against a public officer as a result of his or her official position, or because of an act done or omitted to be done in the course of his or her official duties, he or she will be at liberty to apply to his or her Responsible Officer for assistance in his or her defence; (b) the Responsible Officer, if satisfied that the acr was done or omitted in good faith, or that the charge is malicious and is brought solely on accounr of the official position which the officer holds, and that it is in the public interest that he or she should be defended, will forward the case to the Solicitor-General and request that arrange- ments be made for the officer's defence; (c) if the Solicitor-General is satisfied that it is proper and just to do so, he or she will, with the consent of the officer concerned, arrange for his or her defence.
The cost of his or her defence will then be met by the Governmenr; (d) if in a civil case in which the defence has been arranged under sub-paragraph (c) above, the officer loses the case and damages are awarded by the court against him or her such damages may be met from public funds.
If the officer is successful in his or her case, and is awarded costs and/or damages, he or she will be required to refund to the Govemment the amount of the financial help he or she received, or the amount of damages or costs recovered, whichever is the less.

2-Legal Proceedings instituted by Public Officers.

An officer may wish to institute legal proceedings because of circumstances connected with his or her official position or because of action taken in the course of his or her official duties.
Except in the circum- stances set out in sub-paragraph 3(2) below, no officer may, however, institute civil proceedings in these circumstances without the prior consent of the Responsible Permanent Secretary who may withhold consent for importanr reasons of public policy, or if the Solicitor-General advises, on legal grounds, that the case should not be pursued.

3.

Actions for Defamation.


If an officer is defamed in circumstances connected with his or her official position, and if the Govemment is defamed by implicarion, rhe Govern- ment may have an interest in ensuring that the officer concerned is cleared from the imputations.
A criminal prosecution by the State for libel is the exception rather than the rule but it is open to an officer who has been defamed to take legal proceedings for defamation rq- 669 Chapter I P ttbltc S erv ic e G e neral Y-c (whether libel or slander) and it may be in the public inrerest that he or she does so.
when he or she does any of the following alternatives will be open to him or her:- (I) if, owing to the financial implications involved in legal proceedings of this narure by way of legal costs, whether ot noih" or she recovers any damages or, in the event of the case being lost, damages and costs are awarded by the the officer decides to seek for financial assistance from the Government, the foilowing wil apply:- "ourt, (a) the officer will submit his or her application through his or her Responsible officer to the Responsible Permanent Secreiary, with a copy to rhe Solicitor-General, forpermission to institute legal proceedings wiih financial assistance from the Govern- ment; (b) the Responsible Officer will forward the application with his or her recommen- dations to the Responsible Permanent Secretary wiih a copy of the recommendations to the Solicitor-General; (c) the Responsible Permanent Secretary, afrer consultation with the solicitor- General, will, on the facts available decide whether or not the Government has a substantial interest in seeing that the defamatory statement is repudiated and whether or not there is a good prospect of success and if so, give approval for the officer to institute legal proceedings in which event: (t) the Responsible Permanent Secretary will give a prior undertaking for the Government to meet all the financial obligations in-volved in the officer instituting and maintaining legal proceedings in the case; (ti) the officer must employ private (as opposed to state) counsel subject to the cost involved being met from public funds only if the Government approves of the advocate the officer proposes to employ; (iii) if the officer is successful in an action after receiving financial help from the Government, and recovers damages or costs or both, he or she will be required to refund to the Government the amount of financial help which he or she has received, or the amount of damages or costs recovered, whichever is the less; (iv) in addition to the help which can be provided
 under rhe rerms of this sub- paragraph, where an action has been instituted and maintained in accordance with the procedure described herein, and judgement in such action is given for the defendant, the Government will meet any costs awarded to the defendant for which an officer becomes liable, unless the facis emerging from the proceedings indicate 670 Chapter I Public Service General Y-c that the officer has misrepresented his or her facts when making application for financial help; (2) it the officer decides to institute legal proceedings without Government financial assistance, or if he or she goes ahead to institute legal proceedings before obtaining definite approval from the Responsible Permanent Secretary of an application ;nar]e under sub-paragraph (1) above, or if, after getting a response from the Responsible permanenr Secretary to an application made under sub-paragraph (l) above, this turns our to be in the negative then he or she will not expect to obtain any financial assistance from the Government.
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