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OFFICE MEMORANDUM

Appointment of personal staff attached to Union Council of Ministers.

I. ENTITLEMENT OF PERSONAL STAFF OF MINISTERS

Instructions have been issued by this Department from time to time indicating the scale of personal staff admissible to Union Ministers/Deputy Ministers/Parliamentary Secretaries and related matters.

2. The expression ‘single Ministry or independent Department’ used hereinafter would mean any single Ministry or a separate Department, as mentioned in the First Schedule to the Govt. of India (Allocation of Business) Rules, 1961 as amended from time to time. This would not include different Departments of a single Ministry, like, Department of Expenditure, Department of Economic Affairs, etc., of the Ministry of Finance, but would include separate independent Departments such as the Department of Space.

3. Whenever new Ministers are appointed, Ministries/Departments of Govt. of India have been authorised to create on their personal staff posts of various grades. Such posts are to be continued by the Ministries/Departments as long as the Ministers concerned hold office and are to be treated as automatically abolished on their demitting office. In other words, the posts created on the personal staff of the Ministers are co-terminus with the tenure of the Ministers.

(O.M. No. 10/53/77-CS.(II) dated 03.02.1978)

4. NORMAL ENTITLEMENT

The scale of personal staff normally admissible to the Ministers/Deputy Ministers/ Parliamentary Secretaries when they hold charge of a single Ministry or a single independent Department is as follows:-

CABINET MINISTER

S.No.	Category of Staff	No. of posts
1.	Private Secretary	1
2.	Addl. Private Secretary	2
3.	Asstt. Private Secretary	2
4.	First Personal Assistant	1
5.	Second Personal Assistant	1
6.	Hindi Stenographer	1
7.	LDC	1
8.	Driver	1
9.	Jamadar	1
10.	Peon	4
	Total	15

MINISTER OF STATE

S.No.	Category of Staff	No. of posts	Remarks
1.	Private Secretary	1
2.	Addl. Private Secretary	1
3.	Asstt. Private Secretary	1	An MOS holding independent charge of a Ministry/ Department may be given one extra Asstt. PS, if required.
4.	First Personal Assistant	1
5.	Second Personal Assistant	2
6.	Hindi Stenographer	1
7.	LDC	1
8.	Driver	1
9.	Jamadar	1
10.	Peon	3
	Total	13

MINISTERS OF STATE (ADDITIONAL INDEPENDENT CHARGE)

S.No.	Category of Staff	No. of posts
1.	Addl. Private Secretary	1
2.	First PA.	1
3.	Second P.A.	1
4.	LDC	1
5.	Attendant	1
6.	Peon	1
	Total:	6

MINISTER OF STATE (ADDITIONAL CHARGE, OTHER THAN ON INDEPENDENT CHARGE BASIS)

S.No.	Category of Staff	No. of posts
1.	Addl. Private Secretary	1
2.	Second P.A.	1
3.	LDC	1
	Total	3

DEPUTY MINISTER

S.No.	Category of Staff	No. of posts
1.	Private Secretary	1
2.	First PA.	1
3.	Second P.A.	1
4.	LDC	1
5.	Driver	1
6.	Attendant	1
7.	Peon	1
	Total	7

DEPUTY MINISTER (ADDITIONAL CHARGE)

S.No.	Category of Staff	No. of posts
1.	First PA.	1
2.	LDC	1
	Total:	2

PARLIAMENTARY SECRETARY

S.No.	Category of Staff	No. of posts
1.	Private Secretary	1
2.	First PA.	1
3.	Second P.A.	1
4.	Driver	1
5.	Peon	1
	Total	5

(O.M. No.8/5/85-CS.II dated 02.04.85, OM No. 8/5/85-CS.II dated 04.04.85 and O.M. No. 8/3/92-CS.II dated 14.01.1994 read with O.M. No.8/5/99-CS-II dated 25.01.2000 and O.M. No. 8/37/2004-CS.II dated. 14.09.2007)

5. REVISED DESIGNATION OF THE POST OF JAMADAR

It has been decided to redesignate the post of “JAMADAR” as “ATTENDENT” in the same pay scale of Rs.2610-3540/-.

(O.M. No. 8/5/99-CS.II dated. 25.01.2000)

6. ENTITLEMENT OF MOS (INDEPENDENT CHARGE) HOLDING CHARGE OF MORE THAN ONE MINISTRY/ DEPARTMENT

1. The total entitlement of the personal staff in cases where an MOS (independent charge) holds charge of more than one Ministry/Department be restricted as per the existing norms laid down by DOP&T, from time to time, the number of personal staff to be positioned in different Ministries/ Departments allocated to the Minister, be left to the discretion to the Minister. The entitlement of MOS (independent charge) to personal staff in such cases may be calculated as if the Minister holds the charge of a Ministry/Department and additional charge of other Ministries/Departments allocated to him.

2. In terms of the norms laid down by this Department vide O.M. dated 14.1.1994, an MOS with main independent charge of a Ministry is entitled for a complement of 13+1 personal staff and MOS (without independent charge-main charge) is entitled for a complement of 13 personal staff. Further, in terms of this Department O.M. dated 10/14.9.2007, an MOS (with additional independent charge) is entitled for a set of 6 additional personal staff and MOS (without independent charge with additional charge) is entitled for a set of 3 personal staff.

3. Ministries/Departments concerned are requested to decide the entitlement of personal staff of the MOS (Independent charge and without Independent charge) who have been allocated more than one Ministry/Department accordingly.

(O.M. No. 8/16/2009-CS-II dated 05.06.2009)

7. ENTITLEMENT IN SPECIAL/SPECIFIED SITUATIONS

(a) MINISTER HOLDING ADDITIONAL CHARGE TEMPORARILY

‘Situations arise when a Minister quits the Council of Ministers by resignation or otherwise and the portfolio held by him is given ‘temporarily’ to another Minister as an ‘additional charge’. In such a situation, the Minister who is given the ‘additional charge’ of the portfolio, which was held earlier by another Minister, may be allowed a separate set of personal staff for the ‘additional charge’ to the extent indicated below for the duration he holds the ‘additional charge’.

Private Secretary/Addl.PS - 1
1^st Personal Assistant - 1
2^nd Personal Assistant - 1
Lower Division Clerk - 1
Jamadar - 1
Peon - 1

Note-1 If Private Secretary is already there, he need not be changed and may be allowed to continue for the reason that sometimes officers are taken from various services as Private Secretary and it may be desirable to allow him to continue till a permanent incumbent takes charge.

Note-2 The above mentioned decision will not be applicable in a case where a part of any Ministry/Department is clubbed with the existing portfolio of the Minister. In doubtful cases, the test that may be applied is whether any particular Ministry/ Department which has been put under charge of a Minister, as an additional one, was earlier having any Minister in charge of it.

Note-3 The scale of personal staff circulated with this Department O.M. No. 8/5/85-CS.II dated 4.4.85 provides, inter alia, that a Minister of State holding charge of more than one independent Department will be allowed a Special Private Secretary. The post of Special Private Secretary will not be available in addition to the additional staff indicated above to a Minister of State if additional charge given to him temporarily results in his holding charge of more than one independent Department.

(O.M. No. 8/6/86-CS.II dated 4.6.87

O.M. No.8/3/92-CS-II dated 14.01.1994)

(b) Situations arise when a Minister is given charge of an another Ministry/Department in addition to his original charge due to various reasons and that he is required to function from two different locations. In such a situation, the Minister who holds the additional portfolio may be allowed to have the following staff in addition to the scale of personal staff prescribed above, for the additional charge:

1. P.A. – 1

2. Peon – 1

(O.M. No. 8/17/88-CS.II dated 30.05.1989)

(c) Situations arise when a Deputy Minister is given charge of an another Ministry/Department in addition to his original charge due to various reasons and that he is required to function from two different locations. In such a situation, the Deputy Minister who holds the additional portfolio may be allowed to have the following staff in addition to the scale of personal staff prescribed above, for the additional charge:

P.A. – 1
Peon – 1

(O.M. No. 8/7/89-CS.II dated. 07.06.1989)

(d) Cabinet Minister holding charge of two independent Ministries

Where Ministers are holding charge of two independent Ministries, it may be necessary for two separate offices of the Ministers to function in the respective Ministries. The present complement of staff for a Cabinet Minister as laid down in O.M. No.8/5/85-CS.II dated 04.04.1985 may be allowed for both the Ministries for which a Cabinet Minister holds independent charge.

(O.M.No.8/7/89-CS.II dated 22.06.90)

(e) A Minister of State holding additional charge of another Ministry or a separate independent Department under another Ministry will be entitled to one additional post of Special P.S.(Rs.3700-5000) if the same is required by the Minister. This will not be admissible to a Minister of State holding charge of more than one Department within the same Ministry.

(O.M. No. 8/5/85-CS.II dated 06.08.91

(O.M. No.8/3/92-CS(II) dated 14.01.1994)

However, it has been decided to keep in abeyance the provision of admissibility of Special P.S.

(O.M. No. 8/5/85-CS.II dated 08.12.92)

(O.M. No. 8/3/92-CS.II dated. 14.01.1994)

(f) In cases where a part of any Ministry/Department held by a Minister, who has quit the council of Ministers by resignation or otherwise, is clubbed temporarily with the existing portfolio of another Minister, he may be allowed a separate set of personal staff for the part additional charge to the extent indicated below for the duration he/she holds the additional charge:

1. Additional Private Secretary (Rs.10,000-15,200) - 1

2. First P.A. (Rs.6,500-10,500) – 1

3. Peon (Rs.2,550-3,200) – 1

Cases of Ministers who are given full charge, temporarily, which was held by another Minister, may continue to be regulated as earlier in terms of para 4(C) of the O.M. dated 14.1.1994.

(O.M. No. 8/5/98-CS.II dated 19.02.1999)

8. The following decision has been taken at the level of Hon'ble Prime Minister:-

(i)A blanket ban is imposed on informal attachment of personal staff from subordinate formations of the Ministry, including the public sector undertakings.

(ii) Half of the staff in excess over the sanctioned strength be returned by the Minister’s Office immediately. The other half should be returned after the next 15 days, if the Department of Expenditure does not, in the meantime, concur with the justification for an addition to the staff strength of the Minister’s Office. While Secretary, Expenditure will examine any proposal sympathetically, there should be no relaxation of these time limits without the prior approval of the Prime Minister.

(iii) Disbursement of pay to the staff attached informally to the Minister’s Office should not be made unless the Joint Secretary (Administration) has certified that such staff is working against a post sanctioned for the office of the Minister, where pay is drawn from a subordinate formation, a similar prescription would apply.

(D.O. No. 20/48/97-CS.II dated 20.01.1998)

9. APPOINTMENT OF NON-GOVERNMENT OFFICIALS IN PERSONAL STAFF OF MINISTERS.

A non-government official shall not be appointed in the personal staff of Ministers before I.B. verification is complete. IB has also been requested to ensure that verification of character and antecedents does not take more than 15 days.

(O.M. No. 8/32/2010-CS-II(C) dated 04.07.2011)

10. ENTITLEMENT TO PERSONAL STAFF OF FUNCTIONARIES HAVING STATUS OF A MINISTER BUT WHO ARE NOT MEMBERS OF COUNCIL OF MINISTERS

Norms laid down for entitlement of personal staff by this Department in this and other Office Memoranda are not applicable in the case of functionaries having status of a Minister but who are not members of Council of Ministers. Their entitlement depends on the actual workload, which may not be identical with those of the members of the Union Council of Ministers of the corresponding rank, who have to deal with a substantial amount of work connected with Cabinet and its committees, Parliament and its committees besides discharging their Ministry's functions and public responsibilities. Therefore, the entitlement of such functionaries to the personal staff has to be determined by the concerned Ministry/Department without reference to the norms applicable in the case of members of Union Council of Ministers, on the basis of actual workload, and in consultation with the Ministry of Finance.

(O.M. No. 8/3/92-CS (lI) dated 14.01.1994)

11. Personal Staff of Ministers- Application of provisions of CCS (conduct) Rules.

Persons appointed on the personal staff of a Minister/Deputy Minister/Parliamentary Secretary have a tenure co-terminus with the office of the Minister/Deputy Minister/ Parliamentary Secretary. As long as they are in the employment of the Government, hold civil posts and, therefore, according to Rule 1(3) of CCS (Conduct) Rules 1964, all provisions of the conduct rules would be applicable to them. All the officials in the personal staff of a Minister/Deputy Minister /Parliamentary Secretary are required to submit the property returns as also to intimate/seek permission of the competent authority in respect of any transactions in movable/immovable property made by them.

(O.M. No. 8/1/1997-CS.II dated 20.01.1997)

II. Pay of the Personal Staff of Ministers.

(a) If Ministers and Deputy Ministers choose members of their personal staff from amongst officers of organised services, the pay and status of such officers should confirm to their positions in the respective services. There is, of course, nothing to prevent Ministers and Deputy Ministers from selecting outsiders in which case their pay and status will depend on the value of the post they held and on their suitability.

(O.M. No. 6/3/55-CS(A) dated 30.06.55)

(b) The question of extending Contributory Provident Fund to non-service staff appointed on the personal staff of Ministers/Deputy Ministers and Members of the Planning Commission in lieu of the benefits at present admissible to them in accordance with the orders contained in the Ministry of Finance O.M.No.F.13 (5)-E.V(A)/64, dated the 9^th April, 1964 has been engaging the attention of the Government of India. The President is pleased to decide that the benefits of the Contributory Provident Fund may be allowed to such staff under Rule 4(1)(b) of the Contributory Provident Fund Rules (India) 1962 by treating such posts as non-pensionable as long as they are held by the non-service staff including those who are already in service who exercise an option, within the specified time, for the Contributory Provident Fund benefits.

(O.M. No. 19/32/70-CS.II dated 20.12.71)

(I) OFFICERS OF CENTRAL GOVERNEMNT/AUTONOMOUS BODIES APPOINTED IN THE PERSONAL STAFF OF MINSTERS:

(i) When officers of the Central Government/Autonomous Bodies holding posts at lower levels or those who are not cleared for appointments at levels at which the posts in the personal staff of Ministers exist are appointed to higher posts, in addition to their grade pay they may be allowed deputation duty allowance/special pay at the following rates:

a. for officers in receipt of basic pay above Rs.750	25% of basic pay subject to a minimum of Rs.200 and a maximum of Rs.250
b. for officers in receipt of basic pay upto Rs.750	30% of basic pay subject to a minimum of Rs.100 and a maximum of Rs.200

(ii) As regards officers who go on deputation to equivalent and/or analogous posts, they may be allowed in addition to their grade pay, deputation duty allowance/special pay at the rate of 10% of basic pay subject to a limit of Rs.100/- per month.

(iii) In both the cases referred to at (i) and (ii) above, the grade pay plus deputation duty allowance/special pay at the rates prescribed should not exceed the maximum of the scale of pay attached to the posts against which the officers are appointed.

II. OFFICERS FROM STATE GOVERNMENTS AND PUBLIC SECTOR UNDERTAKINGS APPOINTED IN THE PERSONAL STAFF OF MINISTERS:

Their terms of appointment may be governed by the orders contained in the Department of Personnel and Training O.M. No.1/4/84-Estt.(P.II) dated 26.12.1984.

III. OFFICERS FROM PRIVATE SECTOR APPOINTED IN THE PERSONAL STAFF OF MINISTERS:

Normally their pay may be fixed at the minimum of the scale of pay of the post in which they are appointed. However, where it is proposed to fix pay by granting advance increments, the approval of the Department of Personnel & Training will have to be obtained.

(O.M. No. F.2/18/85-Estt.(P.II) dated 25.07.1985)

(d) The pay of non-government officials on appointment in the personal staff of the Minister is regulated in terms of this Department’s O.M. No. 2/8/97-Estt(Pay-II) dated 11.3.1998. If non-government officials are re-appointed in the personal staff of the Minister and there is no break period between one deputation to another deputation in the personal staff of Minister (if both deputation are with the personal staff of the Minister) and the pay scale of both deputation are identical, the service rendered earlier in the personal staff of the Minister will be taken into consideration on 2^nd deputation for the purpose of counting of increment and protection of pay drawn earlier in the personal staff of the Minister.

(U.O. No. 8/8/99-CS-II dated 18.07.2000)

(e) I. OFFICERS OF CENTRAL GOVERNMENT/ AUTONOMOUS BODIES APPOINTED IN THE PERSONAL STAFF OF MINISTERS:

(i) When the officers of the Central Government/Autonomous bodies holding posts at lower levels, or those who are not cleared for appointments at levels at which the posts in the Personal Staff of Ministers exist, are appointed to higher posts, in addition to their basic pay in their parent cadre, they may be allowed Deputation (Duty) Allowance at the rate of 15 % of their basic pay, subject to a maximum of Rs.9000/- per month.

(ii) As regards the officers who go on deputation to equivalent or analogous posts in the Personal Staff of the Ministers, in addition to their basic pay, they may be allowed Deputation (Duty) Allowance in accordance with this Department’s OM No. 2/11/2017-Estt.(Pay-II) dated 24^th November, 2017.

(iii) The officers of All India Services and Organized Group ‘A’ Central Services who are appointed in the Personal Staff of Ministers under the Central Staffing Scheme, may be allowed Central Secretariat (Deputation on Tenure) Allowance in accordance with this Department’s OM No. 2/10/2017-Estt.Pay.II dated 24^th April, 2018.

II. OFFICERS FROM STATE GOVERNMENTS/ PUBLIC SECTOR UNDERTAKINGS APPOINTED IN THE PERSONAL STAFF OF MINISTERS:

In the case of the officers from State Governments/Public Sector Undertakings, their terms of appointment may be governed by the orders contained in this Department’s OM No. 6/8/2009-Estt.(Pay-II) dated 17^th June, 2010. The rate of Deputation (Duty) allowance payable in their case will be in accordance with this Department’s OM No.2/11/2017-Estt.(Pay-II) dated 24^th November, 2017.

III. OFFICERS FROM PRIVATE SECTOR APPOINTED IN THE PERSONAL STAFF OF MINISTERS:

In the case of officers from Private Sector appointed in the Personal Staff of Ministers, their pay shall be fixed at the minimum pay or the first Cell in the Level applicable to the post to which such employees are appointed, as per Rule 8 of the CSS(RP) Rules, 2016. However, where it is proposed to fix their pay by granting advance increment (s), the approval of this Department will have to be obtained.

IV. APPOINTMENT OF RETIRED PENSIONERS IN MINISTER’s PERSONAL STAFF:-

In the case of persons retired from Defence Forces or Civilian Organizations and appointed in the personal Staff of Ministers, their pay shall be fixed in accordance with the provisions contained in OM No. 3/3/2016-Estt.(Pay-II) dated 01.05.2017.

[OM No. 2/8/2018-Estt.(Pay-II) dated 07.02.2019]

(f) REVISED PAY STRUCTURE RELATING TO PERSONAL STAFF OF UNION COUNCIL OF MINISTERS:

The revised pay structure relating to personal staff of Union Council of Ministers as per 6^th CPC shall be as under:-

Name of the post (1)	Pay Scale/Pay Band (in rupees.) (2)	Grade Pay (in rupees) (3)
Private Secretary	(PB-4) (Rs.37400-67000)	8700
Private Secretary	(PB-3) (Rs.15600-39100)	7600
Addl. Private Secretary	(PB-3) (Rs.15600-39100)	6600
Asstt. Private Secretary	(PB-3) (Rs.15600-39100)	5400 (to PS/SO of CSSS/CSS who have completed four years of ‘approved service’ in the grade)
Asstt. Private Secretary	(PB-2) (Rs.9300-34800)	4800
First P.A.	(PB-2) (Rs.9300-34800)	4800
Second P.A.	(PB-2) (Rs.9300-34800)	4600
Hindi P.A.	(PB-2) (Rs.9300-34800)	4200
LDC/Clerk	(PB-1) (Rs.5200-20200)	1900
Attendant	(PB-1) (Rs.5200-20200)	1800
Peon	(PB-1) (Rs.5200-20200)	1800

(O.M. No. 8/30/2010-CS.II dated 19.08.2010)

(g) DEPUTATION

(i) An officer who was holding a post on ad hoc basis prior to proceeding on deputation in the Personal Staff of the Union Ministers will proceed on such deputation on the basis of the regular post held by him in the parent cadre.

(ii) During such deputation, the ad hoc promotion in the parent cadre and consequent pay which he would have been entitled to, had he continued on such ad-hoc post in the parent cadre, will be notionally continued for the purpose of fixation of his pay on repatriation from deputation. On repatriation, the officer will revert back to the post which he would have held had he continued in the parent cadre without proceeding on such deputation. However, in case any situation arises of termination of his ad hoc appointment in the parent cadre during his deputation, his pay on deputation will be revised with reference to his pay on such reversion to regular post in the parent cadre, and in that case, after his repatriation from deputation, the officer will go back to the post held on regular basis in the lower grade, and his pay will be fixed accordingly.

(iii) The contents of this O.M. regarding officers proceeding on deputation in the Personal Staff of the Union Ministers shall be deemed to be orders relevant for appointment of a specific category of employees to a specified class of posts referred to in this Department’s O.M. dated 17.06.2010.

(O.M. No. 2/11/2019-Estt.(Pay-II) dated 17.09.2019)

III. CREATION OF POSTS IN EXCESS OF THE PRESCRIBED SCALE/UPGRADATION OF POSTS IN THE PERSONAL STAFF OF MINISTERS.

a. Prescribed procedure of obtaining prior approval of DoPT and Ministry of Finance should be strictly followed in creating posts outside the normal entitlement/making appointments in additional posts proposed to be created on the personal staff of Ministers and no posts should be created, not appointments thereto made on ad-hoc basis pending approval of DoPT and Ministry of Finance.

(O.M. No. 10/5/78-CS.II dated 15.02.1978)

b. Where a Minister is incharge of more than one Department consisting of different Central Secretariat Service cadres, there should be equitable distribution, between those cadres, of posts of Central Secretariat Stenographer’s Service on his personal staff so that the benefits of promotion either to the included posts or due to upgradation are equally shared by the senior eligible officers in these cadres.

(D.P & A.R. O.M. No.15/2/78-CS(II) dated. 20.05.78)

c. Ministries/Departments should ensure that posts beyond the scale of personal staff of Ministers cannot be created except after obtaining prior approval of Department of Personnel & Training and the Ministry of Finance.

(O.M. No. 8/7/85-CS.II dated 23.5.85)

d. Any proposal for creation/upgradation of posts not covered by the prescribed scale of personal staff are to be sent to DoPT only after obtaining the approval of the Minister concerned.

(O.M. No. 8/2/98-CS.II dated 27.03.1998)

e. Proposals for creation of additional posts in the personal staff of Ministers are considered in Ministry of Finance and DOP&T subject to matching savings being made available from within the entitlement of personal staff of the concerned Minister, by surrendering some posts admissible. However, the post of Private Secretary cannot be allowed to be surrendered for providing matching savings. Ministries/Departments should also ensure that, as far as possible, the lower level posts including the posts meant for stenographers are not surrendered for providing matching savings for creation of additional posts in excess of the entitlement.

(O.M. No. 8/5/85-CS-II dated 06.08.91)

(O.M. No. 8/3/92-CS(II) dated 14.01.1994)

f. Upgradation of posts in the personal staff of Ministers to higher scales of pay with a view to regularize the appointment of officials drawing pay in higher pay scales against posts carrying lower pay scale should not be resorted to. Upgradation of posts amounts to creation of new posts in lieu of the existing posts on the personal staff and as such it can be done only after obtaining prior approval of Department of Personnel & Training and the Ministry of Finance.

O.M. No. 8/11/85-CS-II dated 18/20.12.85)

(O.M. No. 8/3/92-CS(II) dated 14.01.1994)

g. In some cases Ministries/Departments seek ex-post facto approval for already created additional posts in the Personal Staff of Ministers outside normal entitlement and also for relaxation in the educational/skill qualifications and/or upper age limit of 60 years, as prescribed in this DoPT’s O.M. No. 8/5/98-CS.II dated 23.10.2001, for appointment in the personal staff of Ministers. This is not only irregular but also creates administrative difficulties. All Ministries/Departments are requested to ensure that approval in such type of cases should invariably be obtained in advance instead of seeking it post-facto.

(O.M. No. 8/125/2004-CS.II dated 06.05.2005)

IV. APPOINTMENT OF PS/OSDS IN THE PERSONAL STAFF OF THE MINISTERS

a. The Appointments Committee of the Cabinet has decided to delegate the authority of appointing officers in the rank of Additional Private Secretary, OSD in the rank of Under Secretaries in the personal staff of the Ministers to the concerned Ministries provided such appointments have been made on posts which have been duly sanctioned and which satisfy the criteria laid down by Department of Personnel & Training vide O.M. No.8/3/92-CS.II dated 14.1.1994 for appointment of personal staff in the Minister’s office. The appointments Committee of the Cabinet has also directed that while making such appointments Ministries/Departments must ensure that these appointments should be made within the norms laid down by the Department of Personnel & Training.

b. Since in the case of IAS officers, appointments have to be reckoned against the Central Deputation Reserve (CDR) of the officer’s State Cadre and hence keeping in view the extant of utilisation of the CDR, Appointments Committee of the Cabinet has approved that concurrence of DoPT may be obtained by the concerned Ministry/Department prior to making appointment of an IAS officer as Additional Private Secretary/OSD in the rank of Under Secretary.

(O.M. No. 4/10/99-EO(MM-I) dated. 24.06.1999)

(O.M. No. 4/10/99-EO(MM.I) dated 25.07.2000)

c. (i) While considering a proposal for ex-post facto approval of the appointment of an officer as OSD to a Minister at Deputy Secretary level, the Appointments Committee of the Cabinet (ACC) observed that many Ministries/Departments are forwarding proposals requesting for ex-post facto approval of the Competent Authority for appointments in the personal staff of Ministers.

(ii) The ACC has reiterated its directions that prior approval of the ACC is required for all appointments in the personal staff of Ministers (other than Private Secretaries) at the level of Deputy Secretary and above. For appointments as Private Secretaries, ACC approval is required for all levels.

(F.No. 24/4/2009-EO(MM-I) dated 19.08.2010)

2. LEVEL OF THE POST OF PRIVATE SECRETARY.

a. Government have taken the following decisions:

1. The posts of Special Assistants attached to Ministers (except in the case of Special Assistant to Prime Minister) will be re-designated as Private Secretary;

2. While the existing incumbents may be allowed to continue in the scale in which they are functioning, new appointments as Private Secretaries to Cabinet Ministers and Ministers of State will be only at the level of Deputy Secretary or below;

3. The tenure of the Private Secretaries will be three years but it would not be applicable to the existing incumbents; and

4. As a consequence of the aforesaid decisions, the existing Private Secretaries on the personal staff of Cabinet Ministers and Ministers of State, indicated in the Annexure to the Office Memorandum No. 20/1/62-CS(B) dated 27.06.1962, shall be re-designated as Additional Private Secretaries, retaining their scale of pay of Rs.1100-50-1600/-.

(O.M. No. 8/1/82-CS.II dated 30.01.1982)

b. Ministers may select officers at Deputy Secretary/Director level for the post of Private Secretary.

(O.M. No. 8/10/89-CS.II dated 19.12.1989)

c. O.M. No. 8/10/89-CS.II dt. 19.12.1989 at point (b) above stipulates that appointments to the posts of Private Secretary to Cabinet Ministers and Ministers of State will be at the level of Deputy Secretary/Director; and that of Deputy Ministers will be at the level of Under Secretary. It has now been decided that henceforth all members of the Council of Ministers may be allowed Private Secretaries of the same rank, that is, Deputy Secretary/Director.

(O.M. No. 8/10/89-CS-II dated 03.08.90)

3. TENURE OF PRIVATE SECRETARIES AND OTHER CONDITIONS OF THEIR APPOINTMENT

Ministers have discretion in the matter of selection of persons–serving officers or outsiders for appointment in their personal staff and such appointment will be co-terminus with the office of the Ministers. However, the Policy laid down in regard to the tenure of Private Secretary is as follows:-

i. Appointments to the post of Private Secretary to Ministers, Ministers of State, and Deputy Ministers should not be above the rank of Director in the Government of India (Scale of pay Rs. 4500-5700). The question as to what scale of pay should be allowed to an officer would be decided keeping in view his eligibility for Central deputation in the rank of Under Secretary, Deputy Secretary or Director, as the case may be.

ii. A Private Secretary's tenure would be three years (*) or until he ceases to be a Private Secretary, whichever is earlier.

iii. On completion of his term as Private Secretary, an officer would be entitled to continue, unless there are other reasons for his not being so appointed, at the appropriate level in the Ministry, for the balance period of the normal tenure of the Central deputation. In this respect, no distinction would be made between officers picked from the 'offer list' prepared by the Establishment Officer or directly from the cadre. Appointment at the appropriate level will be subject to availability of vacancy and approval by the competent authority in each case.

iv. An officer appointed as a Private Secretary in relaxation of the normal 'cooling off' rules, where such relaxation exceeded a period of six months; would be entitled to hold office for a maximum period of three years or till he ceases to hold the post of Private Secretary, whichever is earlier, and he would not be entitled to any further tenure.

v. Officers of the Central Secretariat Service appointed as Private Secretaries to Ministers would be exempt from the rule of rotation of CSS officers on promotion in the event of their being promoted while serving as Private Secretaries. On their ceasing to hold the post of Private Secretary, they would, however, have to move to a Department other than the one in which they had gained experience as a Deputy Secretary.

(*) Amended as five years vide O.M. No. 31/65/2009-EO(MM-I) dated 04.03.2010) (O.M. No. 31/22/90-EO(MM) dated 13.08.90, O.M. No.8/3/92-CS(II) dated 14.01.1994 & O.M. No.31/65/2009-EO(MM-I) dated 04.03.2010)

4. REGARDING PREMATURE CESSATION OF TENURE OF PRIVATE SECRETARIES/ OFFICERS ON SPECIAL DUTY TO THE MINISTERS.

1. In future all the proposals for premature repatriation of PSs/OSDs to the Ministers are to be submitted to the ACC for prior approval, and no premature repatriation may be done in the absence of such an approval.

2. The Appointments Committee of the Cabinet has further directed that, in future, no proposal for appointment of PS/OSD to the Minister will be processed, till the approval of Competent Authority is obtained for premature cessation of term of previous incumbent to the post of PS/OSD.

(F. No. 4/8/2006-EO(MM-I) dated.19.12.2007)

5. POLICY ON APPLICABILITY OF 'EXTENDED COOLING OFF' IN RESPECT OF OFFICERS APPOINTED AS PRIVATE SECRETARIES/OSDS TO MINISTERS WITH THE ADDITIONAL TENURE OF TWO YEARS I.E. WITHIN THE COMBINED TENURE OF SEVEN YEARS OF CENTRAL DEPUTATION.

As per extant provisions, the tenure of a Private Secretary to the Minister, irrespective of the service to which he/she belongs should be for a period of five years or co-terminus with the Minister or till the date up to which he/she is retained Private Secretary, whichever is the earliest, provided that the total continuous tenure of an officer on central deputation, when his/her appointment as Private Secretary materializes after he/she has spent some initial period of Central deputation, shall not exceed 7 years.

2. In this regard attention is invited to the instructions contained in DoP&T's O.M. No. 5/2/94-E.O(MM-II) dated 24.12.99 under which if an officer wants premature repatriation to his/her cadre on personal grounds or his/her services are required by the State Government/ parent Cadre and his/her case is not covered in any of the provisions of Para 17.11 of the Central Staffing Scheme the provision of extended 'cooling off' would be invoked. As per this, the additional tenure of two years or the balance tenure of seven years given to an officer while appointed as Private Secretary/OSD to Minister in continuation of another deputation and vice versa is also taken into account for calculating the 'extended cooling-off'.

3. Representations have been received in this Department for not taking into account the additional tenure of deputation granted over and above the normal tenure of five years while calculating 'extended cooling off' on requests for pre-mature repatriation on personal grounds. This issue has been considered by the Appointment Committee of the Cabinet and it has been decided that the existing method of calculating 'extended cooling off' will continue.

(F.No. 9/22/2009-EO(MM-I) dated. 10.05.2013)

6. AMENDMENT IN THE POLICY RELATING TO REVERSION OF OFFICERS BELONGING TO ALL INDIA SERVICE AS WELL AS CENTRAL SERVICES ON PRE-MATURE CESSATION OF THEIR TENURE AS PRIVATE SECREATARY/OFFICER-ON-SPECIAL DUTY TO MINISTERS.

A review of the policy on the above subject has been under consideration of the Government for some time. The Appointments Committee of the Cabinet (ACC) has now approved certain amendments to the existing policy as mentioned below:-

(i) Officers of all the three All India Services (including IPS) as well as Central Services who are appointed as PS/OSD without completing their “cooling off” should be reverted to their cadre once their term as PS/OSD ends for whatever reason. While appointing such officers as PS/OSD an informed consent should be obtained from them that they are willing to be appointed as PS/OSD in waiver of the “cooling off” requirement, fully aware of the condition that they would be reverted back to their cadre once their term as PS/OSD ends for whatever reason and that they would be further required to complete the “cooling off” afresh.

(ii) Officers of all the three All India Services as well as Central Services who are appointed as PS/OSD from the “Offer List” may be allowed to complete their normal period of central deputation if their term as PS/OSD ends for whatever reason before the completion of such term.

(iii) Officers of all the three All India Services as well as Central Services who are not on the Offer List but are appointed as PS/OSD after completing their “cooling off requirement” should also normally be allowed to complete their full term of Central Deputation, subject to their willingness and suitability, in case their term as PS/OSD ends for whatever reason before the completion of such term.

(iv) The revised policy would have a prospective effect and cover all those who are appointed as PS/OSD after the date of revision of the policy. Those who are already working as PS/OSD in the Central Government at present as well as those who have already been appointed to posts under the CSS and non-CSS following cessation of their appointment as PS/OSD shall continue to be governed by the pre-revised policy till the completion of their present tenure.

(F.No. 31/15/2011-EO(MM-I) dated 12.06.2013)

V. APPOINTMENT OF DRIVERS IN THE PERSONAL STAFF OF MINISTERS

a. Staff Car Drivers may be provided to Ministers for official cars from the cadre of the Staff Car Drivers borne on the strength of the Ministries/Departments concerned, and that appointment of Drivers from outside for official Cars of Ministers may be avoided.

(O.M. No. 13/19/83-CS.II dated 02.12.1983)

b. All Ministers are entitled to one Special Car Driver, co-terminus with the term of the Ministers. Where, however, in addition to the Special Car Driver, a Driver is provided to the Minister by the Ministry/Department concerned, no overtime allowance would be paid to either Driver.

(O.M No. 8/5/85-CS(II) dated 02.04.1985)

VI. VERIFICATION OF CHARACTER AND ANTECEDENTS OF NON-OFFICIALS APPOINTED ON THE PERSONAL STAFF OF MINISTERS.

Relevant instructions for verification of character and antecedents of persons to be appointed in the personal staff of Ministers should be observed while making the appointment. Instructions on the subject have been issued by Establishment Division (Estt. B) of Department of Personnel & Training.

(O.M. No. 8/3/92-CS (l) dated 14.01.1994)

2. Necessary steps may be taken to ensure that the provisions of O.M. dated 14.1.1994 are followed in letter and spirit and for this purpose it would be useful if a senior officer, of the rank at least of Joint Secretary, is made responsible for bringing the relevant rules/instructions in this regard to the notice of the incoming Minister as soon as he assumes the office.

(D.O. No. 8/4/97-CS.II dated. 23.07.1997)

3. While appointing officials in the personal staff of Ministers, the genuineness of basic documents like educational qualification/character and antecedent verification requires to be verified before appointment.

(O.M. No. 8/11/2012-CS-II(C) dated 28.01.2013)

VII. POLICY ON FIXING AN UPPER LIMIT OF THE NUMBER OF YEARS FOR WHICH OFFICERS CAN WORK IN THE PERSONAL STAFF OF UNION COUNCIL OF MINISTERS IN THEIR ENTIRE CAREER:-

1. Policy on fixing an upper limit of the number of years for which officers can work in the personal staff of Union Council of Ministers in their entire career has been reviewed and accordingly, Appointments Committee of Cabinet has decided as under:-

a. A total ceiling of ten years has been prescribed beyond which an officer may not be permitted to be appointed in the personal staff of Ministers, irrespective of level.

b. Every time an appointment in the personal staff is made, the Cadre authorities may check whether the officer has worked in personal staff of Minister earlier and if so, his total tenure be restricted to not more than 10 years in entire career. Further, his tenure as Private Secretary and OSD to the Minister should be limited to five years within the overall limit, on the personal staff of Ministers.

c. The ceiling of ten years and sub limit of five years for Private Secretary/OSD with the ceiling of ten years, in personal staff would be adhered to while processing the cases for appointment of PSs and OSDs. The tenure provided in all such cases would be inclusive of any stint that the officer may have worked in, earlier at Under Secretary or lower levels also in the personal staff of Ministers.

d. No relaxation will be granted to the above conditions.

e. The personal staff appointed in the PMO is exempted from the above provisions.

f. The period of service rendered in the personal staff of Ministers of any State Government will not be counted while calculating the total ceiling of ten years towards appointment in the personal staff of Ministers.

(a to e) - (O.M. No. 31/65/2009-EO(MM-I) dated 04.03.2010)

(f) - (I.D. No. 31/2/2012-EO(MM-I) dated 04.01.2013)

2. Appointment Committee of Cabinet has approved that:

i. The 10 years limit would be applicable to all appointments in the personal staff of Ministers even for retired or private persons.

ii. The ACC directions would be applicable with prospective effect and not with retrospective effect as these instructions are clearly for processing 'future' appointments. It would not be practical to open cases of all appointments with Ministers at all levels and recalculate their tenure or cancel their appointments as the case may be. These instructions would be effective from the date of issue of the O.M. No.31/65/2009-EO(MM-I) dated 04.03.2010. No future appointments will be made which are not in accordance with these instructions.

(O.M. No. 31/11/2010-EO(MM-I) dated 13.05.2010)

3. Service rendered in the personal staff of Ministers on ‘informal basis’ will also be taken into account while calculating one’s service whether he has put in 10 years in the personal staff of Ministers in his entire career.

(F. No. 8/33/2010-CS-II(C) &

EO(MM-I) Note dated 27.12.2010 in F. No. 8/33/2010-CS.II)

4. METHODOLOGY TO BE ADOPTED TO ENSURE COMPLIANCE OF ACC'S DIRECTIONS DATED 04.03.2010 REGARDING THE PRESCRIBED CEILING OF 10 YEARS BEYOND WHICH NO OFFICER/OFFICIAL CAN WORK IN THE PERSONAL STAFF OF MINISTERS.

The Appointments Committee of the Cabinet has directed that the following procedure shall be adopted scrupulously:-

i. The Ministries/Departments while processing appointments of officials with the Ministers may request the cadre controlling authority of the officer/official be it a Ministry, Department, State Government, Lok Sabha Secretariat, Rajya Sabha Secretariat etc. to furnish along with the cadre clearance, vigilance clearance etc. of the officer, the complete postings profile of the officer, specifically mentioning whether he/she has worked earlier in any capacity in the personal staff of any Minister.

ii. This system will work well for all officers/officials who are employees of the Centre or State Government or any other attached/subordinate office, PSUs etc. under a Government body. This would also be applicable for retired officials.

iii. However, a problem may arise when an official to be appointed is a private (non-Government) person. In such cases (though the bio data of the official is taken from the concerned Ministry) it may not be possible to get the accurate and the complete posting profile of the individual from any established Government or related Department. In such cases, the Minister concerned, with whom the Non-Government/private person is being appointed would-give or authenticate an undertaking given by the private person regarding the number of years he has worked earlier. The Ministry may accordingly process the case for his/her appointment with the Minister for the balance period of the total admissible 10 years.

iv. The ACC has also directed that earlier appointments could be verified against the above guidelines.

(F.No. 31/11/2010-EO(MM) dated 26.05.2011)

VIII. APPOINTMENT IN THE PERSONAL STAFF OF MINISTERS- RELAXATION OF UPPER AGE LIMIT/ EDUCATIONAL/ SKILL QUALIFICATION.

1. While recruitment to posts in the Government are governed by the provisions of the recruitment rules, such as educational qualification, age limit etc., no recruitment rules have been framed for the posts on the Personal Staff of Ministers/Deputy Ministers. The question whether the requirement of being within the age limit or possessing requisite educational qualification in the case of Personal Staff of Ministers/Deputy Ministers is to be insisted upon has been examined and the following clarifications are issued for information and guidance of all Ministries/Departments:

(i) No upper age limit need to be insisted upon provided the incumbent cannot hold any post after attaining the age of 58 years.

(ii) Educational Qualifications including typing, Shorthand speed for corresponding posts, will have to be satisfied.

(iii) Relaxation on (i) and (ii) above can be done only with the concurrence of the Department of Personnel & Training.

(O.M. No. 8/7/87-CS.II dated 21.01.88)

2. (i) With the rise in the age of retirement of the Central Government employees, the upper age limit for engagement of personal staff of Minister is also raised from 58 years to 60 years. Any proposal regarding appointments of staff on the personal staff of Ministers in relaxation of upper age limit will require approval of the Prime Minister through DoP&T.

(ii) The educational/skill qualification for personal staff of Ministers should be similar to the corresponding/comparable posts in the Government and as per directions of the Hon’ble Prime Minister, normally there will be no relaxation in the educational and skill qualification for the personal staff of Ministers. As regards the skill qualification, there is no need to verify this in respect of Government Servants, if their parent post is having similar nature of duties. In other cases, a certificate from a Government recognized Institute should be stressed. However, where it is not possible to obtain a certificate from a Government recognized Institute, in those cases, the candidate may be tested locally for speed test at par with the corresponding posts/grades in Central Secretariat Stenographers’ Service by the Ministry/Department concerned. Wherever the certificate from the Government recognized Institute does not specify the shorthand/ typing speed the candidate should be tested locally for skill qualification by conducting speed test at par with the skill qualification, prescribed for the corresponding grades.

(iii) The educational/skill qualification for appointment in the personal staff of ` Ministers are as under:-

S No.	Name of the Post	Educational Qualification	Skill Qualification
(i)	(ii)	(iii)	(iv)
1	Private Secretary Rs.14300-18300/Rs.12000-16500	Graduation from a recognized University	N.A.
2	Addl. Private Secretary Rs.10000-15200	Graduation from a recognized University	N.A.
3	Asstt. Private Secretary Rs.6500-10500	Matriculation	English Stenography speed of 100 w.p.m. for a dictation of 10 minutes and its transcription in 50 minutes Or Hindi Stenography speed of 100 w.p.m. for a dictation of 10 minutes and its transcription in 65 minutes
4	First PA Rs.6500-10500	-do-	-do-
5	Second PA Rs.5500-9000	-do-	-do-
6	Hindi Stenographer Rs.5000-8000	-do-	Hindi Stenography speed of 100 w.p.m. for a dictation of 10 minutes and its transcription in 65 minutes
7	LDC Rs.3050-4950	-do-	English Typing speed of 30 w.p.m. or Hindi Typing speed of 25 w.p.m.

(O.M. No. 8/5/98-CS.II dated 23.10.2001)

3. DELEGATION OF POWERS FOR RELAXATION OF EDUCATIONAL QUALIFICATION

It has been decided, with the approval of Hon'ble Prime Minister, to delegate the power for relaxation of educational qualification for appointment of officials in personal staff of Union Ministers as under:-

i. The power to relax the educational qualification for appointment as Peon in the personal staff of Union Minister is delegated to the respective Ministry.

ii. The power to relax the educational qualification for appointment to posts other than Peon in the personal staff of Union Ministers has been delegated to Cabinet Secretary.

(O.M. No. 8/14/2013-CS-II(C) dated 23.07.2013)

iii. The Pay band and Grade Pay of the post of Peon and Attendant are same i.e PB-1 (Rs.5200-20200)+1800(GP). The power to relax educational qualification for appointment as ‘Attendant’ in the personal staff of Union Minister also lies with the Administrative Ministry.

[F.No. 8/49/2013-CS-II(C)]

IX. Ante-dating the appointment in Personal Staff of Ministers

a. Appointment of officials in the personal staff of Ministers in anticipation of completion of pre-appointment formalities at a later stage is not only irregular but also creates administrative difficulties. Due to sensitivity of work handled by the Ministers, it is not appropriate to allow appointments in the personal staff of Ministers without prior verification of character and antecedents. DoPT will not entertain any request for ante-dating of appointment of non-government officials in the personal staff of Ministers.

(O.M. No. 8/37/2011-CS-II(C) dated 15.12.2011)

b. Administrative Ministries are authorized, subject to fulfilment of all pre-appointment formalities and fulfilment of eligibility conditions, to ante-date the appointments of non-Government officials [except PSs/OSDs (DS/Director level)] in the personal staff of Union Ministers, after obtaining clear final I.B. Check Report, from the dates from which such staff was engaged by the Ministry/Department concerned. PS/OSD level cases in this regard shall be submitted to ACC Division for consideration.

(O.M. No. 8/20/2014-CS.II(C) dated 27.04.2017)

X. COMBINATIONS OF DIFFERENT POSTS FOR CREATION OF POST OF OSD, ADDL. PS AND ASSTT.PS IN THE PERSONAL STAFF OF MINISTERS.

Various combinations of posts to be surrendered for creation of posts of OSD, Addl. PS and Asstt. PS in the personal staff of Union Council of Ministers are given below:-

S No.	Name of the post	Pay Scale/ Pay Band /Grade Pay(in rupees)	Combination of posts
1	OSD	(PB-4) (Rs.37400-67000)+ 8700(GP)	Two posts of Addl.PS; Addl.PS + Asstt.PS; Addl.PS + 1st PA; Addl.PS + 2nd PA + 1 Attendant; Addl.PS + Hindi PA + Peon; 1st PA + Hindi PA + LDC + Peon; 2nd PA + Hindi PA + LDC + Peon
2	OSD	(PB-3) (Rs.15600-39100)+ 7600(GP)	Addl.PS + Asstt.PS Addl.PS + 1st PA Addl.PS + Peon Asstt.PS + Peon 2nd PA + Peon LDC + 2 Peons LDC + Attendant + Peon Attendant + 2 Peon
3	Addl.PS	(PB-3) (Rs.15600-39100)+6600(GP)	Asstt.PS + LDC Asstt.PS + 1st PA Asstt.PS + Attendant Asstt.PS + Peon 1st PA + LDC 1st PA + Attendant 1st PA + Peon 2nd PA + LDC 2nd PA + Attendant 2nd PA + Peon
4	Asstt.PS	(PB-2) (Rs.9300 34800)+4800(GP)	2nd PA + Hindi PA 2nd PA + LDC 2nd PA + Attendant 2nd PA + Peon Hindi PA +LDC Hindi PA +Attendant Hindi PA + Peon Attendant + Peon Two posts of Peons
Note: The pay scales of different posts in the personal staff of Union Council of Ministers are given in this Deptt’s O.M.No.8/30/2010-CS-II(C) dated 19.08.2010.

(O.M. No. 8/56/2011-CS-II(C) dated 12.06.2013)

XI. DEMITTING OF OFFICE BY MINISTER AND CONTINUANCE OF PERSONAL STAFF TO WIND UP THE OFFICE.

All the members on the personal staff of outgoing Minister may continue to hold their posts for a period not exceeding 15 days so as to enable the Ministries/ Departments to make arrangements for their repatriation, etc. Thereafter, only two members in the personal staff of the outgoing Minister should be allowed to continue for another 15 days, if required by the outgoing Minister to wind up his office.

(O.M. No. 10/20/79-CS.II dated 02.08.79)

XII. In case any reference to the relevant OM is required, the same may be accessed by clicking on the hyperlink or from the DOPT’s website. List of the OMs mentioned in this document is as under:

· O.M. No. 10/53/77-CS.(II) dated 03.02.1978

· O.M. No.8/5/85-CS.II dated 02.04.85,

· OM No. 8/5/85-CS.II dated 04.04.85

· O.M. No. 8/3/92-CS.II dated 14.01.1994

· O.M. No.8/5/99-CS-II dated 25.01.2000

· O.M. No. 8/37/2004-CS.II dated. 14.09.2007

· O.M. No. 8/16/2009-CS-II dated 05.06.2009

· O.M. No. 8/6/86-CS.II dated 4.6.87

· O.M. No. 8/17/88-CS.II dated 30.05.1989

· O.M. No. 8/7/89-CS.II dated. 07.06.1989

· O.M.No. 8/7/89-CS.II dated 22.06.90

· O.M. No. 8/5/85-CS.II dated 06.08.91