File No. 17-03/2024-GDS (Annexure-A to letter No. No.17-03/2024-GDS Dated 16.08.2024)
Subject: GDS online Schedule, July-2024 - Standard Operating Procedure (SOP) for pre and post engagement activities.
Download GDS Online SOP for Pre and Post Engagement activities 2024 in PDF
STANDARD OPERATING PROCEDURE(SOP)
SECTION-(A)
This section contained the SOP to be followed where both,Engaging Authoritiy (EA_) and the Verifying Authority (VA)are different fic. VA is itself neither EA nor immediate superior to EA]
1. Pre-engagement (Verification of Documents —VoD) activities
(i) As per the notification of even number dated 12.07.2024 in respect of the online engagement in this schedule, the candidates has the option to select a Verifying Authority for verification of physical documents (refer to para 3.3 of Annexure-Il of notification). They were advised to select the Divisional Head (as VA) of the Division in which he/she is applying to expedite the verification of documents and joining at later stage. However, at their option any other Divisional Head may be selected near to his/her place for the purpose of Document Verification. Therefore, the candidate may approach for VoD before any of the Divisional Heads including the Divisional/Unit Head of RMS Division/GPOs.
(ii) The shortlisted candidates are allowed a total of 15 days period to submit the documents for verification from the date of shortlisting of the candidate. The date by which the candidate is required to submit the documents is mentioned in the email/SMS to be sent to the candidate through Portal.
(iii) If a candidate fails to report to the VA within a prescribed maximum period of 15 days, the candidate will be treated as 'Non-turned up’ by the system/portal and the system will also not allow verification of the documents of the candidate. The candidature of the shortlisted candidates in such cases will be automatically cancelled.
(iv) The shortlisted candidates while attending the selected Divisions for physical VoD with the VA within the prescribed period, would bring original documents (as applicable), as listed below and two sets of self-attested photocopies thereof for submission:
-Mark Sheet
-Identity Proof
-Caste Certificate
-PWD Certificate
-EWS Certificate
-Transgender Certificate
-Date of Birth Proof
-Medical Certificate issued by a Medical Officer of any Government Hospital/Government Dispensaries/Government Primary Health Centre etc. (Compulsory)
-Certificate issued by the Competent Authority in respect of knowledge of tribal/local dialects in case of engagement in the state of Arunachal Pradesh. (Applicable only in case of engagement as GDS in Arunachal Pradesh)
Note: - Aadhaar is not mandatory field in the Online Application. Therefore, the same is not be insisted upon at the time of VoD. Feeding of incorrect AADHAAR details in the Online Application has no bearing on the VoD and the Application is not be rejected on this ground alone.
(v) Provision has been kept in the Portal for Divisional Head (VA) to delegate the work of VoD to any of the officers under his/her control not below the rank of ASPOs/IPs (referred to as VA) in consultation with CEPT, who will authorize such officer in the system to carry out the task assigned. The expression ‘Verifying Authority (VA)" being used, hereinafter, will include Divisional Head/designated officer.
(vi) On arrival of the shortlisted candidate for VoD at the designated office, the VA will login in the portal with his/her credentials. The VA after selecting < Registration Number> of the candidates from the click on button. The system will generate an OTP on the registered mobile number of the candidate, which he will require to share with the VA for further processing. VA will also require to maintain a document verification register (DVRVA) to keep a record of the candidates approaching for VoD in the format given in the Annexure-I. Following steps will be followed for verification of documents by VA in different scenarios mentioned hereunder: -
A. Scenario-A: - Candidate brings all the requisite documents and there is no
mismatch in the entries fed in the Online Application/original documents and caste certificate is in prescribed format.
a) VA/designated official will enter the particulars of documents submitted for verification in the DVRVA. Signature of the candidates will also be obtained in the relevant column. The entries in the DVRVA will be signed by the designated official receiving the documents and counter signed by the VA.
b) Two sets of duly self-attested copies of documents will be retained by the VA and kept in record.
c) All the documents after scanning will be uploaded in the system.
d) Original documents will be returned to the candidate on the same day under proper receipt.
B. Scenario-B: - The candidate reports with some of the documents or with no documents or the documents (e.g. Caste Certificate etc) are not in the prescribed format or their mismatch in the entries filled in online applications and original documents, not effecting the merit.
a) In case of non-production of any documents, an undertaking from the candidate as annexed at Annexure Il to be taken in respect of documents not submitted and uploaded on the portal.
b) In case ofnon-availability of caste certificate in the prescribed format, an undertaking from the candidate as annexed atAnnexure-III to be taken and uploaded on the portal. In such case, the shortlisted candidate, subject to verification of other documents, will be provisionally selected and will require to submit the certificate in the prescribed format within 15 days from thedate of offer of provisional engagement (PE-OFFER) before the Engaging Authority. The certificate so received in the prescribed format will be uploaded by the EA in the Portal and its two copies will be retained by him for getting it verified from the concerned issuing authority. In case of failure to submit the certificate in the prescribed format during the stipulated period, the candidature of such provisionally selected candidate will be cancelled by the engaging authority in the portal. The vacancy so created due to cancellation of the candidature, will be unfrozen by the EA so that next candidate can be selected by the System in the next/subsequent supplementary list.
