Advancement 1. The Civil Service Commission to identify officers eligible for automatic advancement Advancement can take place for officers who joined the Service at entry level and have served for two years. However, it is stressed that advancement based on length of service alone is unacceptable and that merit considerations must take precedence. 2. The officers to bed promoted N.B. The HR database/HR MIS (human resources management information system) to be updated by the Civil Service Commission to reflect the change. 3. The Permanent Secretary, MDA to be formally notified 4. The HR officer to provide a letter of advancement to the officer concerned 5. The advancement letter to be scanned into the HR database/HR MIS Annual Leave 1. The HR officer to work with the relevant Department Head to collate all annual leave requests N.B. Annual leave is compulsory and must be taken in the calendar year. A provisional schedule is typically prepared at the beginning of the leave year with officers invited to make their submissions. Officers going on religious pilgrimage (other than officials formally assigned to cover such activities) should use part of their annual leave for such purposes. Temporary staff may be granted leave in the same way as permanent officers. Annual leave may be taken all at one time or in instalments. Proportionate leave is vacation granted to a new or retiring officer in proportion to the number of days he/she has put into the Service (subject to a minimum of 30 days). Proportionate leave is calculated as outlined below: Length of service GL7+ (30 working days) GL4-6 (21 working days) GL3 and below (14 working days) 12 months 30 21 14
An officer leaving the service because of retirement shall be entitled to proportionate leave. If he/she has enjoyed more leave during that leave year than he/she is entitled to at the date of him/her leaving the service then he/she will be required to refund salary. Salary shall be refunded at the rate at which he/she was paid for the number of working days leave enjoyed in excess of what he/she was eligible to receive (the number of days for which salary is to be refunded will be treated as leave without pay for pension purposes). This provision is waived for officers who have died in service. The completed pension form and updated Record of Service, with a statement of any debts owed, should be forwarded to the Pensions Office at least three months before the officer is due to retire. 6. The HR database/HR MIS to be updated with the leaving date by the Civil Service Commission for officers in grades GL7 and above and by the Establishment and Training department for officers in grades GL1 to GL6 The Establishment and Training department is to be informed of all resignations to ensure the timely facilitation of pre-retirement training. 7. The officer to attend a mandatory pre-retirement workshop/seminar Three months prior to retirement, officers should proceed on a mandatory pre-retirement workshop/seminar. For their remaining time, the retiring officers are expected to take the necessary measures to put their records straight to facilitate the speedy processing of retirement benefits. 8. The officer’s details to be forwarded to the Pensions Office 9. A leavers letter, with details of approved pension benefits, to be prepared by the Civil Service Commission for officers in grades GL7 and higher and by the Establishment and Training department for officers in grades GL1 to GL6 10. The leaver letter to be sent to the MDA and the Office of the Head of Service 11. The HR officer to give the leaver letter to the retiring officer 12. The HR officer to update the Record of Service 13. The Office of the Head of Service to arrange an exit interview and the last day in office 14. An exit interview to take place An exit interview shall take place using the standard questionnaire from they Office of the Head of Service. 15. The HR officer to prepare the Certificate of Service
The final Progress Report should be submitted not later than two months before the end of the probationary period. All appraisals are private and confidential. If an officer relinquishes his/her appointment during probation he/she may be required to refund any expenditure by the government for transporting him/her and his/her family to or from the place from which he/she was engaged. He/she will also not be entitled to any support from the government towards transport from their current station to their new station. 3. An officer to take his/her confirmation examination During the probationary period an officer is required to pass a prescribed examination appropriate to his/her appointment: For senior posts, examinations detailed in the Civil Service Rules and/or other such examinations may be specified in the individual offers of appointment For clerical grade officers, confirmation examinations shall be taken once a year Examinations for technical grades are those prescribed in the Scheme of Service applicable to the post To be eligible for confirmation, an officer is required to pass the prescribed examination, if any, and complete his/her probationary period to the satisfaction of the authority empowered to appoint the officer. The relevant Examination Board appointed by the Head of Service is responsible for the general policy, conduct and supervision of the examinations. An officer who fails to pass the specified examination within the time-limits quoted in the Rules is liable to have his/her probationary period terminated, or confirmation deferred. An officer who has not passed his/her confirmation examinations is not eligible to be considered for promotion. An officer who fails the confirmation examination after four years from the date of first appointment shall be required to resign from the Service. Confirmation examinations are held once a year in the last quarter of the year. Combined confirmation/promotion examinations shall be held for clerical officers, clerical assistants, technicians and messengers. The tests shall be held twice a year. The passing marks for the different criteria shall be: For confirmation: a 50% average with a minimum score of 50% in English and minimum scores of 40% in each of the other subjects For promotion: a 65% average with a minimum score of 50% in English and minimum scores of 40% in each of the other subjects