BHUTAN CIVIL SERVICE RULES AND REGULATIONS

2012

ROYAL CIVIL SERVICE COMMISSION

ROYAL GOVERNMENT OF BHUTAN
Editions of the Bhutan Civil Service Rules and Regulations

1st Edition : Civil Service Rules 1990 (Black Book)

2nd Edition : Bhutan Civil Service Rules 1998

3rd Edition : Bhutan Civil Service Rules and Regulations 2002

4th Edition : Bhutan Civil Service Rules and Regulations 2006

5th Edition : Bhutan Civil Service Rules and Regulations 2010

6th Edition : Bhutan Civil Service Rules and Regulations 2012

 FOREWORD

The Royal Civil Service Commission has now been in existence for the past three
decades, since its establishment in 1982 by His Majesty the Fourth Druk Gyalpo
through a Royal Charter. Ever since then, the RCSC and the civil servants have
played pivotal roles occupying centre stage in Bhutan’s many strides towards
modernization and development as well as in strengthening the country’s security
and sovereignty. We feel proud that Bhutan today can boast of having a good pool
of professional and dedicated civil servants, who are considered, by many of our
development partners and visiting intellectuals, amongst the best in the world. It
may be noted that most of the current successful private sector proprietors,
consultants, and more recently the politicians are also the products of our Civil
Service.

Recognising its importance under a democratic Bhutan, with the adoption of the
Constitution of the Kingdom of Bhutan, the RCSC has been given even more
special place. It is now one of the only four Constitutional Offices of Bhutan and
mandated to be the Central Personnel Agency of the Royal Government, amongst
others, to promote and ensure an independent and apolitical Civil Service, and
fully capable of ‘implementing the policies and programmes of the Government’,
good governance, and uniform rules and regulations on HR actions throughout
the Civil Service.

His Majesty the Fourth Druk Gyalpo in one of the Kashos had commanded the
RCSC to ensure:

“A good system of the Government that is not dependent on any

individual or personalities, a system that will function efficiently because
of its in-built merits, that is a legacy we must create for our future
generations.”

We believe that we are now well on track in fulfilling this precious Command of
His Majesty the Fourth Druk Gyalpo pertaining to our Civil Service in view of the
following:

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 i. The Constitution of the Kingdom of Bhutan establishes the RCSC as
a Constitutional Office mandated to function as the Central
Personnel Agency of the Royal Government.

ii. On 20 May 2011, the Parliament had enacted the Civil Service Act of
Bhutan 2010, thus updating the Royal Charter for Civil Service of
1982, and further clarifying the role of RCSC and the Civil Service
under democratic Bhutan.

iii. The Constitution and the Civil Service Act of Bhutan 2010 requires
the RCSC and the Civil Service to be independent and apolitical to
discharge public duties in an efficient, transparent and accountable
manner.

iv. The appointment of five fulltime and independent Commissioners,

who are required to function without fear, favour or prejudice by law,
has enabled the RCSC to focus on its mandates and provide
necessary leadership, dispense fair, unbiased and faster decisions.

v. As required by the Constitution and the Act, the Civil Service

provides equal opportunity for employment and career advancement
in the Civil Service on the basis of merit, qualification, fair and open
competition without discrimination on the grounds of race, sex,
language, religion, and other status as well as mandated application
of uniform rules and regulations on recruitment, appointment,
staffing, training, transfers and promotions throughout the Civil
service.

vi. Collective decision making on HR matters through the HR

Committees instituted in all the Civil Service Agencies has enhanced
the merit based system and good governance, eliminating the
practice of one man taking unilateral decisions based on personal
biases, favouritism, nepotism and patronage.

vii. The Civil Service now provides opportunity for the professionals to
advance in their career as Specialists to Position Level ES1 that is

ii
 equivalent to the Position Level of a Secretary to the Government at
EX1, which is the highest in the Civil Service.

viii. The establishment of Civil Service Award System based on the Royal
Command of His Majesty the Fifth Druk Gyalpo and fulfillment of
Section 88 of the Civil Service Act of Bhutan 2010, would immensely
motivate the civil servants and achieve overall service excellence
enhancing merit based Civil Service.

ix. The institution of Human Resource Audit in the Civil Service would
provide opportunity to monitor and further improve our Civil Service
system to function efficiently and effectively.

Therefore, even Lyonchhen Jigme Y. Thinley, the first Hon’ble Prime Minister of
democratic Bhutan in his public addresses likes to refer to our Civil Service or the
Bureaucracy as the ‘Tenzha gi Zhung’ or the ‘permanent element of the Royal
Government’.

The Royal Civil Service Commission is now happy to bring out the Bhutan Civil
Service Rules and Regulations (BCSR) 2012 which is even more in line with the
requirements of the Constitution and the Civil Service Act of Bhutan 2010. The
current BCSR 2012 is the sixth edition of the BCSR since its first publication in
1990 and has two new additional Chapters on Civil Service Award and Human
Resource Audit. More importantly, the BCSR 2012 is the culmination of our
efforts during the last four years, particularly since the enactment of the Civil
Service Act of Bhutan 2010, involving numerous consultations with over 4,000 of
our senior civil servants not only those serving in the Ministries and other central
Agencies in Thimphu but also those in the 20 Dzongkhags and the four
Thromdes.

The BCSR 2012 would subsume all the past circulars/notifications that might
have been issued by the RCSC and in fact, henceforth, only three documents
would govern the management of our Civil Service, namely,

i. the Constitution of the Kingdom of Bhutan,

ii. the Civil Service Act of Bhutan 2010, and

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 CONTENTS

FOREWORD ……………………………………………………………………………………………...i
Chapter 1 : Preliminary ...................................................................................... 1
Chapter 2 : Civil Service Structure ..................................................................... 7
Chapter 3 : Civil Service Code of Conduct and Ethics ....................................... 29
Chapter 4 : Rrecruitment, Selection and Appointment – Regular Civil Service .. 57
Chapter 5 : Contract Appointment ................................................................... 77
Chapter 6 : General and Elementary Service................................................... 105
Chapter 7 : Bhutan Civil Service Examination for Recruitment of University
Graduates .................................................................................... 119
Chapter 8 : Pre-Service Training..................................................................... 149
Chapter 9 : In-Service Training ...................................................................... 159
Chapter 10: Leave ........................................................................................... 219
Chapter 11: Remuneration, Allowances and Benefits ....................................... 237
Chapter 12: Performance Management System ................................................ 245
Chapter 13: Promotion .................................................................................... 281
Chapter 14: Transfer ....................................................................................... 318
Chapter 15: Secondment ................................................................................ 333
Chapter 16: Travel .......................................................................................... 341
Chapter 17: Foreign Service ............................................................................ 351
Chapter 18: Private Trade and Employment .................................................... 359
Chapter 19: Administrative Discipline ............................................................. 363
Chapter 20: Separation ................................................................................... 385
Chapter 21: Civil Service Information and Records ......................................... 403
Chapter 22: Civil Service Award ...................................................................... 409
Chapter 23: Human Resource Audit................................................................. 415
Definition……………………………………………………………………………………………..418
 CHAPTER 1: PRELIMINARY

In pursuance of Article 26 of the Constitution of the Kingdom of Bhutan, the

Royal Charter of the Royal Civil Service Commission,1982 and Civil Service Act of

Bhutan 2010, the Royal Civil Service Commission, hereafter referred to as the

RCSC, has revised BCSR 2010 and promulgated the Bhutan Civil Service Rules

and Regulations 2012.

1.1 Title
This Rule shall be known as the Bhutan Civil Service Rules and
Regulations 2012, hereafter referred to as the BCSR 2012.

1.2 Extent and Commencement

1.2.1 This Rule shall extend to the employees of all Agencies within the
Civil Service inclusive of personnel on contract, General Service
Personnel (GSP) and Elementary Service Personnel (ESP).

1.2.2 This Rule shall not apply to:

[Link] Elected representatives;
[Link] Holders of Constitutional Offices and members or
Commissioners;
[Link] Drangpons and Drangpon Rabjams of all Courts under the
Judiciary;
[Link] Attorney General;
[Link] Personnel of Armed Forces and Royal Bhutan Police; and
[Link] Any other as may be determined by the Parliament from
time to time.

1.2.3 This Rule shall come into effect on 17 December, 2012.

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1.3 Purpose
The purpose of this Rule shall be to ensure parity, consistency and
uniformity of personnel actions in the Civil Service.

1.4 Rule of Construction

In this Rule, unless the context indicates otherwise, the singular shall
include plural and the masculine gender shall include the feminine gender
and vice versa.

1.5 Supersession
All existing rules, regulations, notifications and circulars in force
concerning the subjects, which are covered by the BCSR 2012, shall be
deemed to have been superseded from the effective date of this Rule.

1.6 Supplementary Order

The RCSC shall issue Executive Orders consistent with this Rule as may be
necessary from time to time.

1.7 Authority for Amendment and Interpretation

The authority for amendment and interpretation of any provision under the
BCSR 2012 shall vest with the RCSC and its interpretation shall be final
and binding.

1.8 Procedure for revision of the BCSR

As per the CSAB 2010, the RCSC shall revise BCSR in consultation with
Agencies. Activities carried out, for revision of BCSR 2010 and formulation
of BCSR 2012, are at Annexure 1/1.

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 ANNEXURE 1/1

Calendar of Activities for the

Briefing on Civil Service Act of Bhutan 2010 and Consultations
on draft BCSR 2012

1. 20 May 2011 : His Majesty granted Royal Assent to the Civil

Service Act of Bhutan, 2010.
2. 14 July 2011 : Tshokpoen of the National Assembly of Bhutan
handed over the copy of the Royal Kasho on the
Civil Service Act of Bhutan 2010 (CSAB 2010) to
the RCSC Chairman and agreed to print 5,000
copies of the Act at the Parliament Press.
3. 1 Aug. 2011 : Orientation of the Officers and Staff of the RCSC
Secretariat on the CSAB 2010.
4. 5 Aug. 2011 : 2nd Meeting of the Holders of Constitutional Offices
where initial briefings on CSAB 2010 and plans for
BCSR 2012 were provided.
5. 1-10 Aug. 2011 : RCSC Chairman handed over copies of CSAB 2011
and briefed the 10 Secretaries in the Ministries on
its various provisions during a series of bilateral
meetings. Copies of the CSAB 2010 were
distributed to other Agencies.
6. 12 Aug. 2011 : Last date for the 5 RCSC Commissioners for
submitting their lists of changes they wished to be
included in the BCSR to the Chairman of BCSR
Committee.
7. 16 Aug. 2011 : BCSR Committee under the Chairmanship of
Commissioner Policy and Planning was
reconstituted.
8. 25-26 Oct. 2011 : Debriefing on the Civil Service Act of Bhutan 2010
and Workshop on Leadership, with officers of EX 3

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 and above based in Thimphu, with Mrs. Meiko
Nishimizu as the Resource Person for the latter.
9. 2 Nov. 2011 : 3rd Meeting of the Holders of Constitutional Offices
where, amongst others, the Civil Service Act of
Bhutan 2010 and the BCSR 2012 were discussed.
10. 28 Nov. 2011 : 2nd Meeting between the RCSC Commissioners and
the Secretaries to the Government, when, amongst
others, section by section discussions on the CSAB
2010 were held.
11. 18 Nov. 2011 : BCSR Committee submitted the draft BCSR 2012
to the RCSC Commission.
12. 22-30 Nov. 2011 : RCSC Commission carried out chapter-wise
deliberations on the draft BCSR 2012.
13. 13 Dec. 2011 : RCSC Commission adopted the first draft of the
BCSR 2012.
14. 1 Jan. 2012 : The first draft of the BCSR 2012 was put on RCSC
webpage and consultation processes on the draft
formally began. Simultaneously, RCSC circulated
the draft BCSR to all the Ministries, Dzongkhags
and the other Agencies with the request to review
and submit comments by 30 September, 2012.
15. 1st March 2012 : Meeting with all the 20 Dzongdags, who were
briefed on CSAB 2010 and their inputs on the
BCSR 2012 were sought.
16. 29 March-2nd April : 1st HR Conference was convened amongst all the
HRO(s) and other participants on the theme
‘Managing Civil Service in Democratic Bhutan’,
amongst others, to discuss CSAB 2010, the draft
BCSR 2012 and other HR issues.
17. April/June 2012 : Tours to the Dzongkhags undertaken by the RCSC
Commissioners to brief the Dzongkhag/Thromde
civil servants (S5 and above), amongst others, on

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 the relevant provisions of the Constitution, CSAB
2010 and seek their consultations on the draft
BCSR 2012:

(i) 06.04.2012 - Thimphu Dzongkhag and

Thromde
(ii) 11.04.2012 - Sarpang Dzongkhag and
Gelephu Thromde
(iii) 13.04.2012 - Samdrup Jongkhar
Dzongkhag and Thromde
(iv) 16.04.2012 - Pema Gatshel Dzongkhag
(v) 25.04.2012 - Chhukha Dzongkhag
(vi) 27.04.2012 - Phuntsholing Dungkha
&Thromde
(vii) 03.05.2012 - Samtse Dzongkhag
(viii) 07.05.2012 - Lhuentse Dzongkhag
(ix) 09.05.2012 - Monggar Dzongkhag
(x) 11.05.2012 - Trashiyangtse Dzongkhag
(xi) 15.05.2012 - Trashigang Dzongkhag
(xii) 24.05.2012 - Haa Dzongkhag
(xiii) 25.05.2012 - Paro Dzongkhag
(xiv) 28.05.2012 - Tsirang Dzongkhag
(xv) 30.05.2012 - Dagana Dzongkhag
(xvi) 06.06.2012 - Trongsa Dzongkhag
(xvii) 08.06.2012 - Zhemgang Dzongkhag
(xviii) 11.06.2012 - Bumthang Dzongkhag
(xix) 19.06.2012 - Gasa Dzongkhag
(xx) 21.06.2012 - Wangdiphodrang Dzongkhag
(xxi) 22.06.2012 - Punakha Dzongkhag

18. 13 July 2012 : Meeting with senior civil servants (P5 to P1) of
Ministries and other central agencies in Thimphu

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 to brief them on CSAB 2012 and seek
consultations on the draft BCSR 2012.
19. 20 July 2012 : Meeting with officers of EX3 & ES3 and above
based in Thimphu to brief them on CSAB 2010 and
seek their consultations on BCSR 2012.
20. 27 July 2012 : Meeting with the Secretaries to the Government to
seek their consultations on BCSR 2012.
21. 6 August 2012 : 5th Meeting amongst Constitutional Offices where
feedbacks were sought on the draft BCSR 2012.
22. 10 Aug.-30 Sept.2012 : BCSR Committee in retreat to prepare the final
draft of BCSR 2012 based on the feedbacks
received during the various consultations
processes.
23. 6 Sep. 2012 : Workshop involving the members of the BCSR
Review Committee and the officers of the MoIC,
including its Singaporean consultant, on parenting
of ICT professionals.
24. 20 Sep. 2012 : MoE officers made a presentation to the members
of the BCSR Review Committee on ‘Education
Human Resources Policy Implementation
Guidelines’.
25. 9 Sept. to 9 Oct.2012 : RCSC Commission carried out chapter-wise
reviews of the final draft of the BCSR 2012.
26. 30 October 2012 : RCSC Commission adopted the BCSR 2012, and
orders for printing.
27. 17 December 2012 : Bhutan Civil Service Rules and Regulations (BCSR)
2012 launched.

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 CHAPTER 2: CIVIL SERVICE STRUCTURE

2.1 Policy
2.1.1 Professionalise the Civil Service towards efficient and effective
delivery of quality public service.

2.1.2 Ensure proper classification of Civil Service by Position Category,

Position Levels, Major Occupational Groups and Sub-Groups.

2.1.3 Delineate a clear career path and hierarchy.

2.2 Position Category and Structure

2.2.1 A position is the smallest functional unit of an Agency and
determines the tasks that need to be undertaken within the overall
organisational strategy.

2.2.2 A Position Title shall indicate the broad function of the position and
to a certain extent, the level of the position in the Civil Service
hierarchy.

2.2.3 The Civil Service shall have 17 Position Levels, which are grouped
into the following four Position Categories:
[Link] Executive and Specialist – 3 Position Levels
[Link] Professional and Management – 5 Position Levels
[Link] Supervisory and Support – 5 Position Levels
[Link] Operational – 4 Position Levels

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 2.2.4 The structure and hierarchy of the positions shall be as follows:

Position Category Position Levels

EXECUTIVE SPECIALIST
EX1 ES1
EXECUTIVE (EX) & EX2 ES2
SPECIALIST (ES) EX3 ES3
MINIMUM BACHELORS MINIMUM MASTERS
DEGREE DEGREE

P1(M) P1(S)

PROFESSIONAL &
MANAGEMENT (P) P2
P3
P4
P5
MINIMUM BACHELORS
DEGREE

S1
S2
S3
SUPERVISORY AND S4
SUPPORT (S) S5
MINIMUM CLASS 12/
DIPLOMA/ CERTIFICATE

O1
OPERATIONAL (O) O2
O3
O4
MINIMUM CLASS 10

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2.2.5 All positions shall be aligned with one of these Position Categories
based on the overall functional responsibilities and its associated
Position Level and shall fall within one of the Major Occupational
Groups and Sub-Groups.

2.2.6 Qualifications stated in Section 2.2.4 are the minimum

requirements to enter into that Position Category. However, a civil
servant with a minimum two-year Diploma, entering at S1 and S2,
shall be eligible to progress to the highest Position Level of P3 in the
Diploma Career Track.

2.2.7 The definition of each Position Category is outlined below:

[Link] Executives and Specialists

a. Executives (EX):
Executive’s scope of authority and impact is significant
both within and outside of Government. These
positions have the authority to make decisions, and
develop, influence or otherwise affect policy.
Responsibility and accountability are focused primarily
at the strategic level with appropriate tactical overview
and action. Executive positions can negotiate the scope
of an entire Agency’s responsibilities and can define
goals and objectives of their Departments and
Agencies.

A Secretary to the Government is the highest Position

in the Civil Service.

b. Specialists (ES):
Specialists are recognised as experts in their fields.
These positions are responsible for carrying out
research, analysis and tasks requiring top-level

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 expertise which can develop, influence or otherwise
affect organisational and/or national policies and
processes. All Specialists shall report to a management
executive.

[Link] Professional and Management (P)

The work-scope of the Professional and Management
category goes beyond the day-to-day issues/activities
towards influencing larger-range outcomes. It provides
input to major policy issues and decisions. Its focus is
primarily on determining tactical level issues and/or
decisions. Its decision-making scope is within broad
guidelines established within existing policies. The
category relies on precedent, but may be required to
undertake some original thinking and planning tasks. It
implements decisions as determined by the EX/ES; and
develops and recommends changes in policies and
procedures. It supervises work, conducts performance
appraisals, and has the responsibility of initiating
disciplinary action of the Supervisory & Support and
Operational Categories.

Position Level P2 shall be the deciding point for a civil

servant on his future career ladder. He shall decide
whether to continue service in his field of
specialisation/profession or move to a management
position.

[Link] Supervisory and Support (S)

Responsibilities for this category comprises of supervising
and supporting employees including scheduling and
assigning of work, training and making decisions

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 impacting daily job functions. It implements day-to-day
decisions determined by the P category. Its decision-
making scope is within defined guidelines established
within existing policies. It can conduct performance
appraisals of direct reporting employees and has input into
disciplinary actions.

[Link] Operational (O)

Responsibilities of this category may include initial public
contact responding to and routing phone calls to
appropriate respondents. It may also include typing and
use of computers and other office equipments to input
information/data and prepare reports. Duties of the
category are routine and often repetitive. Some duties may
involve confidentiality. Overall, the staff under this
category is required to comply with set objectives,
methodology and specific task assignments.

2.3 Occupational Groups

2.3.1 Civil Service positions shall be grouped into Major Occupational
Groups where each group represents a broad occupational category.
These are further classified into Sub-Groups based on the
similarities in the nature of jobs performed by the positions within
them. Every position shall be codified using three levels viz. major
group, sub group and Position Level.

2.3.2 Subject to incorporation or removal of one or more groups by the

RCSC, there shall be 19 Major Occupational Groups and 94 Sub-
Groups in the Civil Service as listed hereunder:

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 Major Occupational
Groups Sub-Groups
1. Administration Services
2. Property & Procurement
Administration & Management Services
01 3. Programme Services
Support Services Group
4. Secretarial Services
5. Palace Services
1. Agriculture Production Services
2. Horticulture Development
Services
3. Post Production Services
4. Biodiversity Services
5. Extension Services
6. Livestock Health Services
7. Livestock Production Services
Agriculture & Livestock
02 8. Feed & Fodder Development
Services Group Services
9. Dairy Development Services
10. Plant Protection Services
11. Soil Survey & Land Evaluation
Services
12. Soil Fertility & Plant Nutrition
Services
13. Mushroom Development
Services
14. Agriculture Regulatory Services
1. Architectural Services
2. Heritage Sites Conservation
Services
Architectural, 3. Engineering Services
03 Engineering & Land 4. Farm Mechanization Services
Services Group 5. Geology and Mines Services
6. Meteorology/Hydrology Services
7. Land Services

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 8. Map Production Services
9. Survey Engineering Services
10. Urban Planning Services
11. Urban Design Services
12. Urban Development Control
Services
13. Geographic Information System
Services
14. Technical Support Services
15. Sanitary Services

Arts, Culture & Literary 1. Arts & Culture Services

04
Services Group 2. Literary and Translation
Services
1. Education Management &
Administration Services
2. Vocational Education &
Education & Training Management Services
05 3. Education Support Services
Services Group
4. Teaching Services
5. Training/Tertiary Teaching
Services
Executive and Specialist 1. Executive Services
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Services Group 2. Specialist Services
1. Audit Services

Finance & Audit Services 2. Finance, Accounting & Budgets

07 Services
Group 3. Internal Audit Services
4. Revenue Services
1. Embassy, Missions &
Secretariat Services
08 Foreign Services Group 2. Consular Services
3. Protocol Services
Forestry & Environment
1. Environment Services
09 Protection Services
Group 2. Forestry Services

10 Human Resource 1. Civil Registration & Census

Services

13
 Services Group 2. Immigration Services
3. HR Management & Development
Services
4. Training Services
5. Industrial Relations Services
Information 1. Development Communication
Services
Communication
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&Technology Services 2. ICT Services

Group 3. Media Services

1. Analytical Services
Laboratory & Technical
12 2. Laboratory Support Services
Services Group
3. Diagnostic Services
1. Judiciary Services
2. Judiciary Support Services
3. Legal Services
Legal, Judiciary and
13 4. Legislative Services
Legislative Services
5. Integrity Promotion Services
Group
6. Election Services
7. Registration Services

Library, Archives & 1. Archives & Cultural Properties

14 Services
Museum Services Group 2. Library Services
1. Medical and Dental Services

2. Medical Technical Services

3. Physiotherapy & Rehabilitation
Services
Medical and Health
15 4. Radiology & Technical Services
Services Group
5. Nursing Services
6. Public Health Services
7. Pharmaceutical Services
8. Traditional Medicine Services
16 Planning & Research 1. Planning Services

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 Services Group 2. Research Services
3. Statistical Services
1. Counseling Services
Sports & Youth Services
17 2. Scouts Services
Group
3. Sports Services
1. Trade Services
2. Marketing Services
Trade, Industry &
18 3. Industries Services
Tourism Services Group
4. Intellectual Property Services
5. Tourism Services
1. Aviation Safety Services
Transportation &
19 2. Aviation Communication &
Aviation Services Group Navigation Services
3. Land Transport Services

2.4 Job Description

A Job Description is a statement of duties and responsibilities, with an
outline of their relative importance which will help clarify accountabilities,
determine the qualification and skill requirements, and define relationships
of the position with other positions.

2.4.1 A Job Description shall contain the following details:

[Link] Job identification;
[Link] Job purpose, duties and responsibilities;
[Link] Minimum qualifications and experience;
[Link] Complexity of work;
[Link] Nature, scope and effect of work;
[Link] Instructions and guidelines available;
[Link] Work relationships;
[Link] Supervisory/Management responsibilities (if any); and
[Link] Job environment.

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 2.4.2 There shall be a clear job description for every position in the Civil
Service.

2.4.3 There shall be two kinds of job descriptions as follows:

[Link] A ‘generic’ job description that covers the basic duties and
responsibilities shared by all civil servants fulfilling the
same position in whichever organisation they are
employed; and

[Link] A ‘specific’ job description that is more contextual and

outlines duties and responsibilities specific to the needs of
the Agency, to which the position is affiliated.

2.5 Position Directory

2.5.1 There shall be a Position Directory showing all the position titles
and levels, position hierarchy including broad-banded and non
broad-banded positions, minimum qualification, and entry level
within Sub-Groups of all the Major Occupational Groups.

2.5.2 All civil servants shall use the assigned position titles prescribed in
the Position Directory only.

2.5.3 Any change in the Position Directory shall require approval of the
RCSC.

2.5.4 Addition of position in the Position Directory on need basis shall be

incorporated after completing the required processes of: job
identification, job description, job analysis and evaluation, and
approval.

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 2.5.5 Position Directory shall be the main reference for recruitment,
transfers, training and promotion.

2.6 Organisational Structure

2.6.1 Based on decision of the Lhengye Zhungtshog the RCSC shall
create, abolish, upgrade or alter organisational structures in the
Civil Service, including names in consultation with Agencies
concerned, except for Legislature, Judiciary and Constitutional
Bodies.

2.6.2 Agencies shall consult the RCSC on any changes being proposed on
the organisational structure.

2.6.3 Legislature and Constitutional Bodies shall carry out organisational

changes in consultation with the RCSC.

2.6.4 The Judiciary shall create, abolish, upgrade or alter courts or

tribunals while other organisational changes shall be carried out in
consultation with the RCSC.

2.7 Staffing Pattern and Strength

The RCSC in consultation with Agency concerned shall:
2.7.1 Determine staffing pattern and Strength;
2.7.2 Create, abolish or classify positions; and
2.7.3 Carry out Organisational Development reviews at regular intervals.

2.8 Parent Agencies

2.8.1 The RCSC shall be the final authority for all the HR actions in the
Civil Service as ‘the central personnel agency of the Government’
except for the positions mentioned in the Constitution and the Civil
Service Act of Bhutan 2010.

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2.8.2 The RCSC may designate appropriate agencies as Parent Agencies,
on case by case basis, to look after certain professions in the Civil
Service on its behalf.

2.8.3 Purpose
[Link]. To enhance the Royal Government’s decentralisation
policy.

[Link]. To enhance clarity and streamline specific HR roles to

avoid duplications and confusions between the Dzongkhag
/Thromde Administrations and the Central Agencies.

[Link]. To focus on the professional and capacity development of

civil servants belonging to certain specific profession.

2.8.4 Power and authority

A Parent Agency shall have the following authority and
responsibilities:
[Link] Carry out succession planning for training and transfer
of Professionals in consultation with
Dzongkhags/Thromde and other Working Agencies;

[Link] Carry out transfers in accordance with Sections 14.4.6

and 14.4.7 of Chapter 14 on Transfer;

[Link] Implement Inter-Agency transfers of professionals in

consultation with the other Working Agencies;

[Link] In addition to the efforts of the Working Agency, the

Parent Agency shall spearhead in the development of
certain profession and carry out professional

18
 development such as training, both short-term and long-
term, and both in-country and ex-country;

[Link] Coordinate and conduct in-service recruitment at

Professional & Management position category for the
Agencies;

[Link] Coordinate and conduct new recruitments into the Civil

Service at the Supervisory and Support Position Category
for the Agencies;

[Link] Coordinate submission of fast-track, meritorious and

Specialist promotions to the RCSC;

[Link] Issue guidelines for the performance management, in

accordance with the provisions of the BCSR, which shall
be taken into account by the implementing Agencies;

[Link] A Parent Agency shall not:

i. Carry out transfers without first consulting the
Working Agency, if a civil servant is yet to
complete the minimum years of eligibility as per
Sections 14.4.6 and 14.4.7 of Chapter 14 on
Transfer;

ii. Depute a civil servant on training without first

consulting the Working Agency;

iii. Carry out inter-Major Occupational Group

transfer; and

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 iv. Transfer Professionals to Embassies/Missions/
Consulates, except those under the MoFA, in
contravention to Section 14.4.9 of Chapter 14 on
Transfer.

[Link] Withdrawal of Parent Agency system

Any abuse of the Parent Agency system or non
compliance of the provisions of this Rule may result in
the eventual withdrawal of the Parent Agency-ship.

[Link] The Parent Agency system

a. A Civil Servant working in a Dzongkhag/Thromde
shall be with a Parent Agency as follows:

i. Civil Servants working in Dzongkhag/ Drungkhag/

Thromde Headquarters:
Services/Sub-Group Parent Agency

Extension Services (Agriculture

& Livestock) Ministry of Agriculture &
Forests
Forestry Services
Education Support Services Ministry of Education
Revenue Services
Finance, Accounting and
Budget Services
Internal Audit Services Ministry of Finance

Property & Procurement

Management Service
(procurement only)
Ministry of Health
Public Health Services

Civil Registration & Census

Services
Arts and Culture Services Ministry of Home & Cultural
Affairs
Property & Procurement
Management Service (other than

20
procurement)

Administration Services (pool

staff) Ministry of Home & Cultural
Affairs/Thromde concerned
Secretarial Services

ICT Services Ministry of Information &

Communications
Engineering Services
Urban Planning Services
Ministry of Works & Human
Urban Development Control
Settlement
Services
Technical Support Services

Planning Services Gross National Happiness

Commission
HR Management & Development
Services (excluding Employment RCSC
Officers)
Land Record Services

Survey Engineering Services National Land Commission

Legal Services Office of Attorney General

Environment Services National Environment

Commission
Statistical Services National Statistics Bureau

Election Services Election Commission of

Bhutan

ii. Civil Servants working in the Field Offices/

establishments under the Dzongkhag/Thromde
Administration, except those mentioned under
Section [Link](b):

Field Office Parent Agency

Schools Ministry of Education
Hospitals/BHUs Ministry of Health

21
RNR Centers/Extension Offices
Ministry of Agriculture &
Veterinary Hospitals Forests
Ministry of Home & Cultural
Geog Administration Officers
Affairs
Accounts Assistants Ministry of Finance

iii. Similar to Civil Servants working in the

Dzongkhag/Thromde/ Field Offices/
establishments, civil servants working in the
following shall belong to a particular Parent Agency,
except those mentioned under Section [Link](b):

 National Centres
 Regional Offices
 Research Institutes
 Training Institutes
 Tertiary Institutes

b. In addition to the above, the following shall be the Parent

Agencies for selected cross sector services of all
Ministries and Autonomous Agencies:

Services/Sub-Group Parent Agency

Finance, Accounting and Budget

Services
Internal Audit Services Ministry of Finance
Property & Procurement
Management Service (procurement
only)
Ministry of Information
ICT Services
& Communications
Legal Services including legal
professionals (i.e. Legislative
Office of Attorney
Services) working in the National
General
Assembly and National Council
Secretariats

22
 Survey Engineering Services and National Land
Land Record Services Commission
HR Management & Development
Services (excluding Employment RCSC
Officers)

Note: For those not specified above, their Working Agency shall
also be Parent Agency.

2.8.5 Responsibilities of the Working Agencies

[Link] Power and authority shall be as per the delegation
prescribed in the BCSR.

[Link] All civil servants posted to an Agency shall be within the

staff strength of that Agency and be fully accountable to the
Agency.

[Link] All Agencies shall have full control and authority for
suspension, retirement, leave, recruitment, promotion,
training, suspension and disciplinary actions as delegated
in the BCSR.

[Link] The power shall be exercised only through the Human

Resource Committee/Council.

2.9 Human Resource Committee

2.9.1 Every Agency shall institute a HR Committee.

2.9.2 Purpose
[Link] HR Committee shall guide and address all Human
Resource actions within an Agency to promote broader
participation, ensure fair and transparent HR decisions
based on merit.

23
 [Link] HR Committee shall ensure that all HR actions are in line
with the Constitution of Bhutan, the CSAB 2010, the
BCSR, the Government policies and the organisational
development goals and objectives.

2.9.3 Composition
[Link] An HR Committee shall have a minimum of five members
including the Chairperson. Further, the RCSC reserves
the right to participate in the Committee if necessary.

[Link] The composition of HR Committee at various levels shall

be as follows:
I. Ministry
a. Chairperson: Secretary
b. Members:
i. All Directors/Director Generals;
ii. Chief Administration Officer;
iii. Chief Planning Officer;
iv. Senior most Legal Officer;
v. Other relevant officers;
vi. A representative of RCSC for in-service
recruitment of civil servants to positions in P1;
and
vii. Senior most HR Officer – Member-Secretary.

II. Judiciary
Judiciary shall constitute HR Committee to execute
HR actions which are not covered by the Judicial
Council.

III. Constitutional Offices

a. Chairperson: Head of Constitutional Office

24
 b. Members:
i. Director(s);
ii. All Division Chiefs/Service Heads;
iii. Other relevant officials;
iv. A representative of RCSC for in-service
recruitment of civil servants in P1 & above;
and
v. HRO – Member-Secretary.

However, the Head of the Constitutional Office may

delegate the HR Committee Chairpersonship to a
Commissioner /Director/Deputy Auditor General.

IV. Autonomous Agency

a. Chairperson: Head of Agency/Executive
Secretary for Thromdes
b. Members:
i. All Division Chiefs/Service Heads;
ii. Other relevant officials;
iii. A representative of RCSC for in-service
recruitment of civil servants in P1; and
iv. HRO – Member-Secretary.

V. Dzongkhag
a. Chairperson: Dzongdag
b. Members:
i. Dzongrab;
ii. Senior most Administration Officer;
iii. Senior most Planning Officer;
iv. Senior most Legal Officer;
v. Relevant Sector Heads; and
vi. Senior most HRO – Member-Secretary.

25
2.9.4 Members shall declare Conflict of Interest as per Annexure 3/1

2.9.5 Responsibilities of HR Committee

[Link] General:
a. Ensure effective enforcement of the provisions of the
Constitution, Civil Service Act of Bhutan 2010 and the
BCSR;
b. Formulate/review HR matters;
c. Review appeals on HR actions;
d. Review appeals on performance appraisal; and
e. Review and adjudicate disciplinary cases.

[Link] Specific:
a. HR Planning:
Review and recommend:
i. Structure, staffing pattern & strength; and
ii. HRD plans.

b. Recruitment, Selection & Appointment:

Recruit, select and appoint qualified and suitable
candidates as per the provisions of the BCSR.

c. Promotion:
i. Review and approve promotions within broad-
banded positions;
ii. Review and recommend meritorious, fast-track and
Specialist promotions;
iii. Review applications and shortlist eligible candidates
for promotions against post vacancies; and
iv. Conduct selection interview and approve or
recommend as per delegation of authority.

26
d. Transfer:
i. Review and approve intra-Agency transfer that does
not involve change of Position Title or Major
Occupational Group; and
ii. Review and recommend intra/inter-Agency transfer
involving change of Position Title or Major
Occupational Group or Sub-Group.

e. Induction:
Institute proper induction programmes for candidates
newly joining the Agency.

f. Training :
In keeping with the delegation of authorities on training
under the BCSR, the HR Committee is the highest
approving authority within an Agency.

g. Leave
In keeping with the delegation of authorities under the
BCSR, the HR Committee shall approve/recommend
the following:
i. Extraordinary Leave;
ii. Medical Leave beyond one month; and
iii. Study Leave.

h. Early Retirement Scheme (ERS):

Review and approve/recommend civil servant opting for
ERS.

i. Responsibilities of the Chairperson:

The Chairperson shall be accountable for regular
convening of the HR Committee meetings.

27
 j. Responsibilities of Member-Secretary:
i. Preparation of Agenda
ii. Coordination of Meetings
iii. Keeping minutes and records of Meetings
iv. Coordinate and follow-up on all HR Committee
decisions.

2.9.6 In Ministries, chairmanship of HR Committee may be delegated to a

member at EX Position Level for recruitment, promotion, transfer,
training and ERS for civil servants of S3 and below.

2.10 Delegation of Authority to the Agency

The RCSC may delegate its functions in writing and subject to such
condition to be prescribed in the rules and regulations to a person, Agency,
Authority or entity including its Secretariat from time to time as
appropriate.

2.11 Human Resource (HR) Audit

As required by the CSAB 2010, the RCSC shall carry out HR Audit in the
Civil Service as prescribed in Chapter 23.

28
 CHAPTER 3: CIVIL SERVICE CODE OF CONDUCT AND ETHICS

3.1. Policy
3.1.1 Establish desired standard of behavior amongst the civil servants.

3.1.2 Promote and maintain trust and respect.

3.1.3 Inform general public and stakeholders on the Civil Service Code
of Conduct and Ethics.

3.2. Code of Conduct and Ethics

A civil servant bestowed with the unique privilege and honour to serve the
Tsa-Wa-Sum and with confidence and trust reposed in him shall abide by the
following Code of Conduct and Ethics:

3.2.1 A civil servant shall be conversant with and uphold all the
provisions of the Constitution, CSAB 2010 and BCSR.

[Link] A civil servant SHALL:

i. Read, understand and abide by all provisions of the
Constitution, CSAB 2010 and BCSR;
ii. Share with and guide his superiors, peers and
subordinates if they are not aware of any of the
provisions;
iii. Abide by the laws and rules of the country; and
iv. Undertake courses on code of conduct and ethics as
and when made available.

[Link] A civil servant SHALL NOT:

i. Remain apathetic about the provisions of the
Constitution, CSAB 2010 and BCSR; and

29
 ii. Breach or attempt to breach any of the laws or rules
of the country.

3.2.2 A civil servant shall cherish, subscribe and promote the values of
Tha Damtsi and Ley Jumdrey while serving the Tsa-Wa-Sum.

[Link] A civil servant SHALL:

i. Always be loyal and faithful to the Tsa-Wa-Sum; and
ii. Uphold both explicit and implicit terms and
understandings he has with the Royal Government,
public, family, agency, superiors, peers,
subordinates and clients.

[Link] A civil servant SHALL NOT:

i. Disrepute the Royal Government, Agencies,
superiors, peers and subordinates;
ii. Engage in any irrational decision-making and
behaviour; and
iii. Breach the norms and values of the society.

3.2.3 A civil servant shall maintain Driglam Namzhag, official decorum

and refrain from indulging in gambling or other habits and
behaviour that affect one’s performance of official duties and/or
tarnishes the image of the Civil Service.

[Link] A civil servant SHALL:

i. Be punctual and regular at work;
ii. Deal with clients in a manner that befits his
position;
iii. Demonstrate exemplary behaviour and actions at all
times; and

30
 iv. Respect others and acknowledge, when others
respect him.

[Link] A civil servant SHALL NOT:

i. Indulge in gambling or similar activities that may
jeopardize his official reputation and performance;
ii. Engage in individual or group altercation in public,
related to official duty or otherwise; and
iii. Speak and act in a way that is not in conformity to
the civil service values of integrity, professionalism,
honesty, impartiality, accountability, loyalty, and
leadership.

3.2.4 A civil servant shall render services with due respect, courtesy,
sincerity and to the best of his knowledge and abilities.

[Link] A civil servant SHALL:

i. Welcome and treat his clients with dignity and
humility;
ii. Always realise that he is a civil “servant” and paid to
serve;
iii. Be genuine in his behaviours, thoughts and actions;
iv. Provide services with right frame of mind and as per
established rules and procedures; and
v. Respect the “Rights and Duties” of the client.

[Link] A civil servant SHALL NOT:

i. Falsely bring down the honour, reputation and
dignity of another civil servant or client;
ii. Insult or disclose personal aspects of another civil
servant or a client in public;

31
 iii. Constantly criticise or unreasonably humiliate
someone with whom he has dealings;
iv. Resort to unreasonable argument or violence with
clients while carrying out his duty; and
v. Intentionally delay a service or ignore a client.

3.2.5 A civil servant shall maintain the highest standard of, amongst
others, integrity, honesty, fortitude, selflessness, loyalty, right
attitude, right aptitude, patriotism and endeavour to maintain
professional excellence in service of the Tsa-Wa-Sum.

[Link] Integrity means possessing high moral and professional

standards while performing duty. For this purpose, it
means maintaining integrity at work.

a. A civil servant SHALL:

i. Be conscientious at all times;
ii. Fulfill his duties and responsibilities reliably;
iii. Act in a way that is ethical and that deserves
and retains confidence of all those with whom
he deals;
iv. Uphold administration of justice;
v. Deal with the public and their affairs fairly,
efficiently, promptly, effectively and sensitively;
vi. Intend all his thoughts and actions at benefiting
the system, society and country;
vii. Recognise and reward only those who truly
deserve;
viii. Maintain self-discipline and self-respect at all
times; and
ix. Be loyal to his Agency and Royal Government,
and industrious at work.

32
 b. A civil servant SHALL NOT:
i. Harbour any personal propaganda while
discharging official duty;
ii. Claim merit or have expectations beyond what
he deserves or is entitled to;
iii. Indulge in sycophancy and superfluous
behaviour;
iv. Engage in nepotism, favouritism or patronage;
v. Neglect his duties and responsibilities;
vi. Hold malicious intent or vengeance against a
client;
vii. Resent an admonishment or punishment he
deserved;
viii. Use office time and resources for personal
purposes; and
ix. Criticise his Agency and Royal Government.

[Link] Honesty means being truthful and trustworthy.

a. A civil servant SHALL:
i. Declare private interests relating to his official
duties and take steps to resolve conflicts arising
in a way that protects the public interests;
ii. Display all facts and figures truthfully and
completely;
iii. Admit his mistake and rectify it immediately;
iv. Provide sincere and complete advices, feedback
and suggestions to superiors, peers and
subordinates;
v. Admit when he does not possess authority to
decide;

33
 vi. Communicate openly and effectively with
clients; and
vii. Give due acknowledgement for the work done
by others, including subordinates.

b. A civil servant SHALL NOT:

i. Be impolite while being honest;
ii. Be deceptive and propagandistic;
iii. Hide or tamper facts and figures;
iv. Blame others for his mistake;
v. Intentionally mislead by giving half-truth, fib or
an omission of part or whole of information; and
vi. Make decisions he is not authorised to.

[Link] Fortitude means being strong and courageous in

carrying out duties.

a. A civil servant SHALL:

i. Be bold, firm and consistent in carrying out
duties; and
ii. Be upright in pointing out what is right and
wrong.

b. A civil servant SHALL NOT:

i. Fear consequences for being honest and sincere
in his duties;
ii. Change his position or stand upon unfair
pressure; and
iii. Lose focus of his Agency’s mandates, and his
duties and responsibilities.

34
[Link] Selflessness means giving priority to the nation’s
interests and his official duty.

a. A civil servant SHALL:

i. Always take decisions solely in terms of the
public interest;
ii. Put official obligations before personal interests;
iii. Always be kind and extend full cooperation and
support;
iv. Be a team player;
v. Always be aware and mindful of the needs,
aspirations and hopes of his colleagues;
vi. Rejoice in his colleagues’ achievements; and
vii. As Head of Agency or Supervisor, be considerate
of the needs of his staff to the extent possible.

b. A civil servant SHALL NOT:

i. Be influenced by ulterior motives while carrying
out duties; and
ii. Intentionally disadvantage a colleague for own
benefits.

[Link] Loyalty means being true, loyal and faithful to the Tsa-
Wa-Sum at all times.

a. A civil servant SHALL:

i. Defend and implement the policies and
programmes of the Royal Government and his
Agency;
ii. Work towards achieving the objectives of his
Agency;

35
 iii. Be economical and pragmatic about his
Agency’s resources;
iv. Continuously learn and develop himself to
benefit his Agency;
v. Be reliable, diligent and responsible in his
duties;
vi. Handle and use office equipment carefully; and
vii. Be prudent in use of public resources.

b. A civil servant SHALL NOT:

i. Criticise in public the policies, programmes and
actions of his own Agency;
ii. Engage in corrupt activities;
iii. Obstruct the success of his Agency;
iv. Steal or vandalize office properties; and
v. Embezzle.

[Link] Right Attitude means having positive way of thinking

and perception.

a. A civil servant SHALL:

i. Uphold the right attitude about his work and
people at all times;
ii. Build and maintain smooth and effective
interpersonal relationships;
iii. Accept his weaknesses positively and work on
improving them;
iv. Understand other’s weaknesses and help them
improve;
v. Be motivated and work hard not only for his
Agency, but also for his own job satisfaction;
vi. Be accountable for his actions;

36
 vii. Respect seniors and elders;
viii. Promote organisational harmony; and
ix. Respect views, initiatives and contributions of
subordinates.

b. A civil servant SHALL NOT:

i. Resent when he is called for accountability;
ii. Resent or be intolerable to disagreements; and
iii. Think he is doing his clients a favour by doing
his job.

[Link] Right aptitude means possessing appropriate ability

and values that support it.

a. A civil servant SHALL:

i. Try to be creative and productive;
ii. Take interests to learn every day and do it
better each day; and
iii. Know his strengths to uphold them and
weaknesses to improve on them.

b. A civil servant SHALL NOT:

i. Complain about his job, and remain apathetic
and unproductive; and
ii. Influence others with his isolated values about
the job and make them ineffective.

[Link] Patriotism means loving and being proud of one’s

country, and serving the nation’s interests with heart
and soul.

37
 a. A civil servant SHALL:
i. Love and serve the Tsa-Wa-Sum;
ii. Be happy and proud of being Bhutanese;
iii. Do things that will strengthen peace, prosperity
and happiness in the country;
iv. Be a Goodwill Ambassador of the country while
on study/training or otherwise abroad;
v. Be sincere during trainings/visits outside and
bring back maximum information, knowledge
and skills to benefit the nation; and
vi. Be willing to volunteer to serve the nation in
times of need.

b. A civil servant SHALL NOT:

i. Engage in any thought or action that would
undermine peace, security and sovereignty of
the nation;
ii. Say things or involve in activity that would
tarnish the image of the country; and
iii. Engage in thoughts or actions that would
undercut his motivation to be sincere and
hardworking.

[Link] Professional excellence means possessing right attitude

and aptitude supported by strong values.

a. A civil servant SHALL:

i. Serve with competence, efficiency, timeliness
and truthfulness in his duty;
ii. Carry out his duty ethically and responsibly;
iii. Maintain an acceptable standard of behaviour;
and

38
 iv. Gain and maintain respect of all stakeholders.

b. A civil servant SHALL NOT:

i. Engage in unethical behaviour and substandard
skills while carrying out duty; and
ii. Discriminate his clients while performing duty.

3.2.6 A civil servant shall not misuse his official position and authority.

[Link] A civil servant SHALL:

i. Lead and manage human resources effectively and
responsibly;
ii. Use his position and resources to fulfill mandates of
his Agency;
iii. Be the role model within and outside his Agency;
iv. Respect the public interests while making decisions;
and
v. Declare Conflict of Interests.

[Link] A civil servant SHALL NOT:

i. Engage in patronage, favouratism, and nepotism;
ii. Show any irrational behaviour that would unfairly
disadvantage a subordinate;
iii. Expect, or make subordinate do things, which may
not be part of his official duty;
iv. Attempt to influence staff and clients for personal
gains;
v. Act in contravention to the prevailing rules and
other legal requirements; and
vi. Misuse human resources and Government
properties.

39
3.2.7 A civil servant shall maintain confidentiality of official information
and decisions.

[Link] A civil servant SHALL:

i. Uphold the duty of confidentiality at all times.
ii. Be as open as he is required with his immediate
official colleagues about decisions and actions;
iii. Restrict certain information to protect wider interest;
and
iv. Maintain confidentiality of information discovered in
the course of duty, both while in service and after
separation.

[Link] A civil servant SHALL NOT:

i. Disclose information to an inappropriate person or
system;
ii. Share information with anyone including his family
until it is brought to public by the authority
concerned or an authorised person; and
iii. Use information for personal gains.

3.2.8 A civil servant shall ensure efficiency, effectiveness,

professionalism, meritocracy and accountability.

[Link] A civil servant SHALL:

i. Be economical and result-oriented while carrying out
his duty;
ii. Uphold principles of ethics and morality associated
with his job;
iii. Be accountable for decisions he makes and other
actions and behaviours; and
iv. Make decisions based on merit of the case.

40
 [Link] A civil servant SHALL NOT:
i. De-motivate his subordinates by withholding
important information about the Agency’s objectives,
priorities and decisions;
ii. Leave his tasks incomplete; and
iii. Make decisions which are not in line with the
Government’s policy and his Agency’s objectives.

3.2.9 A civil servant shall ensure cooperation within the Civil Service and
judicious use of resources.

[Link] A civil servant SHALL:

i. Extend support and cooperation within as well as
beyond his own Agency;
ii. Make efforts to minimise waste of his Agency and
nation’s resources; and
iii. Communicate effectively and on time within his own
Agency as well as with others.

[Link] A civil servant SHALL NOT:

i. Engage in incitement and conflicts;
ii. Mislead or give false information; and
iii. Ignore instructions and established norms and
guidelines.

3.2.10 A civil servant shall avoid all forms of discrimination and favour in
discharging official responsibilities.

[Link] A civil servant SHALL:

i. Treat his clients objectively and fairly; and
ii. Make decisions based on the merit of the case.

41
 [Link] A civil servant SHALL NOT:
i. Favour, show or intend disfavour towards anyone
based on personal relationships, gender,
appearance, region, ethnicity and family
background, being rich or poor, health and
physical condition and religion; and
ii. Make decisions, pass judgments or comments,
based on the aforementioned attributes of a
person.

3.2.11 A civil servant shall declare and avoid Conflict of Interest in the
process of official decision-making and while discharging all other
official responsibilities.

[Link] A civil servant SHALL:

i. Honestly and voluntarily declare, and avoid
Conflict of Interest as per Annexure 3/1;
ii. Encourage others to declare Conflict of Interest;
and
iii. Enable an environment conducive to making fair
and objective decisions.

[Link] A civil servant SHALL NOT:

i. Participate in a decision-making process where he
cannot respect the merit of the case because of his
own personal interests and/or relationship with
stakeholders;
ii. Participate in any Committee Meeting when the
Committee is required to make decisions
pertaining to someone with whom he may have
positive or negative relationships;

42
 iii. Lobby his Agency or others to promote the
business or trade of his family or relatives; and
iv. Borrow money, materials, equipments or any other
resources from his clients by which his objective
judgment would be compromised.

3.2.12 A civil servant shall not accept, for self or family members, favours,
gifts, benefits or donations which can be construed by the authority
as affecting the decisions and performance of his duties except as
permitted by laws.

[Link] A civil servant SHALL:

i. Be aware of prevailing rules and regulations
concerning gifts;
ii. Declare to immediate supervisor/manager when the
gift he has received is worth more than permissible;
and
iii. Ensure that his decisions are not influenced by
gifts, favours or benefits he may have received.

[Link] A civil servant SHALL NOT:

i. Accept gifts that would be construed as affecting the
objectivity of the decisions he makes; and
ii. Extend unethical or illegal favours to anyone, which
is obligated by gifts he has received.

3.2.13 A civil servant shall not accept titles or decorations from foreign
States or Organisations without the approval of the Royal
Government.

43
 [Link] A civil servant SHALL:
i. Judge, rationalise, analyse and convince himself
that such title or decoration does not have any
negative implication to his Agency and the nation;
ii. Be sure that it is not in conflict with his official
duties and responsibilities; and
iii. Communicate to the Royal Government or any
appropriate authority, and obtain prior approval.

[Link] A civil servant SHALL NOT:

i. Accept title or decoration that may not be in the
interest of his Agency and the nation;
ii. Seek or accept a title or decoration that may entail
Conflict of Interests; and
iii. Accept a title or decoration without prior approval
of the Royal Government or an appropriate
authority.

3.2.14 A civil servant shall be apolitical, non-partisan and not stand for
election under electoral laws of the Kingdom and engage in
proselytisation.

[Link] A civil servant SHALL:

i. Remain and uphold the political neutrality of the
Civil Service at all times; and
ii. Respect the country’s religious and cultural
heritage.

[Link] A civil servant SHALL NOT:

i. Be a candidate for any election conducted under the
electoral laws of the Kingdom or hold any paid or
unpaid post in any political party;

44
 ii. Canvass for a political party or a candidate in an
election conducted under the electoral laws of the
Kingdom;
iii. Attend political party meetings and carry out
activities related to such parties;
iv. Perform or neglect his duty based on his political
view; and
v. Impose or influence another person or group to
change political views or religion.

3.2.15 A civil servant shall not engage in sexual harassment.

Sexual harassment means an “unwelcome verbal, visual, or
physical conduct of a sexual nature that is severe or pervasive and
affects working conditions or creates a hostile work environment.”

[Link] A civil servant SHALL:

i. Demonstrate to clients behaviour that befits his
position;
ii. Treat everyone professionally;
iii. Avoid and discourage using words and gestures that
may be sexually offensive or suggest sexual interest;
iv. Openly communicate and provide feedback if what
his superiors and colleagues/subordinates do or
say is professionally or morally unacceptable; and
v. Report to appropriate authority without fear or
prejudice if situation does not improve.

[Link] A civil servant SHALL NOT:

i. Pass lewd remarks to his colleagues and customers;
ii. Engage in physical gestures or activities that may
suggest sexual interests;
iii. Use his position to gain or force sexual favour; and

45
 iv. Take undue advantage of innocent villagers while
on tours.

3.2.16 A civil servant shall appear before Disciplinary Committee or

Administrative Review Committee or Administrative Tribunal or
Court of Law or other Appellate Authority, as and when summoned.

[Link] A civil servant SHALL:

i. Respect and attend the summons of the Court of
law;
ii. Respect and attend the call of his Agency’s
Disciplinary Committee;
iii. Respect and attend the call of the Administrative
Tribunal; and
iv. Produce all information of facts and figures before
the Court, Administrative Tribunal or Disciplinary
Committee or Administrative Review Committee or
Appellate Authority, without fear or favour.

[Link] A civil servant SHALL NOT:

i. Excuse himself from appearing the Court,
Administrative Tribunal or Administrative Review
Committee or Disciplinary Committee, except in
emergency; and
ii. Hide or tamper records of information related to
the case in question.

3.2.17 A civil servant shall refrain from unauthorised communication of

information, which shall be detrimental to the smooth and efficient
functioning of the Royal Government and the prestige, territorial
integrity, national security and stability of the Kingdom as a
sovereign and independent nation.

46
 [Link] A civil servant SHALL:
i. Maintain confidentiality of information that is
critical in the interest of the nation’s security;
ii. Be able to understand the importance and
necessity of not disclosing certain information;
iii. Realise that the first priority of every Bhutanese is
the security and sovereignty of the nation; and
iv. Ensure he has the necessary authority to disclose
important official information.

[Link] A civil servant SHALL NOT:

i. Disclose critical information to inappropriate
person or audience; and
ii. Use such information to incite disorder in the
community and nation.

3.2.18 A civil servant shall refrain from making any statement of fact or
opinion in the media or in any document which may have adverse
effects against policies or actions of the Royal Government.

[Link] A civil servant SHALL:

i. Maintain the integrity of the position he is holding;
ii. Always support the Royal Government in
furthering its policies and programmes; and
iii. Give all his expertise and feedback in-house.

[Link] A civil servant SHALL NOT:

i. Criticise or undermine policies, programmes and
actions of the Royal Government in public and/or
media.

47
3.2.19 A civil servant shall abstain from indulging in any activity or
association that adversely affects an institution, national
sovereignty and integrity of the country.

[Link] A civil servant SHALL:

i. Be aware of the purpose of an activity or
Association before becoming part of it;
ii. Be sure joining an activity or Association is not in
conflict with his official position;
iii. Consult appropriate authority prior to joining a
significant activity or Association; and
iv. Bring to the notice of relevant authority if he
knows of any such inconsistent and inappropriate
activity.

[Link] A civil servant SHALL NOT:

i. Be a member of, belong to or take part in a society,
assembly or association that is:
a) Not in the interest of the nation’s security and
sovereignty, and development processes.
b) Not legally and formally established/registered
with approval of Competent Authority.
c) Profit making in nature.
d) Aligned with political parties.
e) Established for the purposes of collective
bargaining or pressure group against the
policies and plans of the Royal Government
rather than to promote professional and ethical
standards, proficiency, knowledge and skills.
ii. Indulge in the sabotage of his Agency’s and the
nation’s plans and programmes;

48
 iii. Aid or cover another person or group engaged in
anti-Agency or anti-social activities; and
iv. Breach the Civil Service Code of Conduct and
Ethics for being a member of an association.

3.2.20 A civil servant shall not instigate, involve or participate in a strike,

demonstration, marches or other similar activities except those
required as a part of his direct official functions.

[Link] A civil servant SHALL:

i. Be aware of his ‘rights and duties’ as a civil
servant;
ii. Fully concentrate on serving the Tsa-Wa-Sum;
iii. Make efforts to dissuade such events; and
iv. Ensure that participation in any type of peace
marches/parades directly related to his official
functions has prior approval of the Working
Agency.

[Link] A civil servant SHALL NOT:

i. Initiate, support or participate in any form of
demonstration or similar other activities; and
ii. Coerce or be coerced to be part of such activities.

3.2.21 A civil servant shall not provide any wrong information to the Royal
Government.

[Link] A civil servant SHALL:

i. Exercise an honest, informed and sincere
judgment at all times while discharging his duty;
ii. Be professional and expert in his field of work; and

49
 iii. Provide correct information and realistic
recommendations.

[Link] A civil servant SHALL NOT:

i. Mislead his superiors, peers and subordinates; and
ii. Conceal or tamper any information of facts and
figures.

3.2.22 A civil servant shall not coerce, attempt to coerce, order or advise
an individual to pay, lend or contribute anything of value to a
party, association, Non-Governmental Organisation (NGO), Agency
or person whose activities are prejudicial to the Tsa-Wa-Sum.

[Link] A civil servant SHALL:

i. Ensure that his Agency is free of adverse activities;
and
ii. Attempt to deal or report an adverse activity in his
Agency or other Agencies to an appropriate
authority on time.

[Link] A civil servant SHALL NOT:

i. Support an individual, group or Organisation
whose presence and activities are contentious;
ii. Ask for donation to support such institutions; and
iii. Lobby for or do things to promote such
institutions.

3.2.23 A civil servant shall not undertake any activity, private

trade/commercial activity or additional employment that causes
Conflict of Interest with his official duties and responsibilities.

50
 [Link] A civil servant SHALL:
i. Sincerely and fully dedicate his energy and time to
fulfill his official duties;
ii. Be available for duty beyond official time if
required; and
iii. Honestly declare when his spouse is in some
business or trade, particularly when it is related to
his roles and responsibility.

[Link] A civil servant SHALL NOT:

i. Engage in any work or activity outside his official
duty during office time;
ii. Carry out a business or trade that would need him
to apportion or compromise his loyalty and
integrity;
iii. Involve with his spouse’s business or trade; and
iv. Use his official position to promote family’s
business or trade.

3.2.24 A civil servant shall declare assets and liabilities periodically to the
authorities concerned as prescribed by law/rule.

[Link] A civil servant SHALL:

i. Maintain a proper record of his wealth and assets
and liabilities; and
ii. Be aware of and strictly abide by the assets
declaration rule.

[Link] A civil servant SHALL NOT:

i. Acquire assets through unethical or illegal means;
ii. Make false declaration; and

51
 iii. Aid or conceal such vices happening in his
environment.

3.2.25 A civil servant shall refrain from imbibing intoxicating substances

within the duty premises and consuming alcoholic drinks and
related intoxicants after office hours that may affect his normal
behaviour or endanger the safety of other people. Further, a civil
servant shall totally abstain from use of psychotropic or habit-
forming drugs, unless prescribed by a competent medical officer.

[Link] A civil servant SHALL:

i. Be competent with the right state of mind, speech
and action at all times; and
ii. Be mindful of the need to maintain acceptable
image of a civil servant.

[Link] A civil servant SHALL NOT:

i. Consume drugs, alcoholic drinks or any other
substance that may weaken his personal integrity;
ii. Engage in buying and selling or transportation of
any intoxicants; and
iii. Come to work intoxicated or bring such things and
consume at work.

3.2.26 A civil servant shall not victimize or discriminate another civil

servant who reports breaches or alleged breaches of the Civil
Service Code of Conduct and Ethics.

[Link] A civil servant SHALL:

i. Report to authorities concerned on corrupt
practices; and

52
 ii. Maintain confidentiality of identity and ensure
protection of the informant.

[Link] A civil servant SHALL NOT:

i. Initiate or take actions without verifying the case;
ii. Covertly or overtly victimize the informant; and
iii. Support or conceal information related to corrupt
practices.

3.2.27 A civil servant shall always be proactive especially while delivering

services to the public and always make his best efforts in terms of
lue nga yi sum (body, speech and mind) in all his official duties, in
particular, and for the cause of Tsa-Wa-Sum, in general.

3.2.28 A civil servant is in principle on official duties for twenty four hours
a day and seven days a week and is accordingly paid for and, as
such, is liable for call to duty anytime. Otherwise, a civil servant
shall generally follow the following official working time from
Mondays to Fridays, inclusive of a lunch break of half an hour:

[Link] From 9 AM to 5 PM in Summer from the month of

March to October;

[Link] From 9 AM to 4 PM in Winter from the month of

November to February; and

[Link] The above shall not apply to Civil Servants required by

profession to work on Saturdays or provide continuous
service round the clock which the respective agencies
shall determine.

53
3.3. Accountability
3.3.1 A civil servant concerned shall be accountable and liable for
administrative actions for breach of Civil Service Code of Conduct
and Ethics;

3.3.2 A civil servant in Managerial and Supervisory Positions shall be

accountable to provide necessary leadership and control over his
subordinates, amongst others, to ensure that there is no
corruption or serious official misconduct amongst his
subordinates; and

3.3.3 A civil servant, particularly in a Managerial and Supervisory

position, shall be accountable and liable for administrative actions
for corruption or serious official misconduct of his subordinates
even when he is not directly involved.

54
 ANNEXURE 3/1
ROYAL CIVIL SERVICE COMMISSION
ROYAL GOVERNMENT OF BHUTAN

DECLARATION OF CONFLICT OF INTEREST

I, ………………………………………(name), bearing CID/EID No…….…………….... ,

(Position Title)………………… ………………….……..(Agency) ……………………… as
per the provisions of Sections 3.2 and 3.2.11 of Chapter 3 of the BCSR 2012, I
declare that in serving as a member of …………………………………(Committee) in
………….…….… (Agency):

□ I do not have or anticipate any Conflict of Interest. I shall notify the Agency
concerned immediately in the event such interests arise in the course of or before
discharging my duty; OR

□ I do have Conflict of Interest in view of the following reason(s):

o Family Member:……………….………………………………………………
o Close Relative: ………………………………………………………………..
o Close Friend:…………………………………………………………………..
o In-Laws:…………………………………………………………………..…….
o Enemy:………………………………………………………………………….
o Others:…………………………………………………………………………..

I hereby confirm that the above information is true to the best of my knowledge.
In the event the above declaration is found to be incorrect, I shall be liable for
administrative/legal action.

Signature
Place:
Date:

55
56
 CHAPTER 4: RECRUITMENT, SELECTION AND APPOINTMENT -
REGULAR CIVIL SERVICE

4.1 Policy
4.1.1 Recruit the most qualified and capable candidate with right
attitude for the right job.

4.1.2 Ensure professionalism in the Civil Service.

4.1.3 Maintain a small, compact, efficient and effective Civil Service.

4.2 Strategy
4.2.1 Determine existing as well as emerging vacant positions in the
Civil Service through a periodic Organisational Development (OD)
exercise;

4.2.2 Provide equal opportunity to all eligible Bhutanese citizens for

employment and career advancement in the Civil Service on the
basis of merit, qualification, fair and open competition without
discrimination on the grounds of race, sex, language, religion, and
other status; and

4.2.3 Provide orientation to the selected candidate into the Civil Service.

4.3 Recruitment Planning Process

4.3.1 The RCSC in consultation with the Agency shall determine the
staffing pattern and strength required for the Agency for the plan
period.

4.3.2 The Agency concerned shall initiate annual human resource

recruitment plan and carry out recruitment as per the approved
staffing pattern and strength, and delegation of authority.

57
 4.3.3 The Agency shall identify recruitment needs against vacant
positions in consultation with the Divisions/Sections, obtain
approval from the HR Committee. The Agency shall submit
graduate requisition to the RCSC as per Section 7.8.1 of Chapter 7
on BCSE.

4.3.4 The RCSC in consultation with the Agency shall determine the
vacant positions and recruitment needs for the Executive and
Specialist Category in the Civil Service.

4.3.5 The recruitment against a vacant position shall be made either by

direct recruitment of a new employee or in-service recruitment
through Open Competition and/or transfer.

4.4 Authority
4.4.1 The RCSC shall be the central personnel agency for recruitment
and selection of a candidate in consultation with the employing
Agency, and for approving the appointment against a position.

4.4.2 The recruitment of University Graduates to Professional and

Management Position Category shall be conducted by the RCSC
through the BCSE as per Chapter 7 of this Rule.

4.4.3 The recruitment of University Graduates to S1 positions in the

Supervisory & Support Position Category shall be conducted by the
Agencies for those with valid “Certificate of Eligibility” issued by the
RCSC as provisioned under Chapter 7 on BCSE for recruitment of
university graduates rules and regulations of the BCSR.

4.4.4 Any new recruitment into the Civil Service shall only be in the entry
Position Level.

58
 4.4.5 The authority to recruit, select and appoint new civil servants at the
entry Position Level shall be as follows:

POSITION
AUTHORITY
CATEGORY
Professional
& RCSC
Management
Legislature, Judiciary, Ministry,
Constitutional Office, and Autonomous
Supervisory
Agency.
&
Support
Thromde for non-professional positions

Legislature, Judiciary, Ministry,

Operational Constitutional Office, Autonomous
Agency, Dzongkhag and Thromde.

4.4.6 The RCSC shall monitor all appointments carried out by an Agency
as well as subject to regular HR Audit.

4.5 Eligibility
A candidate shall:
4.5.1 Be a Bhutanese citizen;

4.5.2 Meet all qualification requirements specified for the particular

position as per the Position Directory and Job Description;

4.5.3 Have attained at least 18 years of age and not more than 40 years
on the date of appointment; and

59
 4.5.4 If in-service, possess the minimum qualification required and have
no service obligation to the Agency.

4.6 Disqualification
A candidate shall not be eligible to apply for employment in the Civil Service if
he has:
4.6.1 Been convicted of a criminal offence or is under investigation or
prosecution for a criminal offence;

4.6.2 Been terminated or compulsorily retired from the Civil Service or a

Government Corporation/Project;

4.6.3 Voluntarily resigned from the Civil Service;

4.6.4 Been previously selected for the Civil Service but has dishonoured
the selection/appointment;

4.6.5 Been adjudged medically unfit for employment by a competent

RGoB medical doctor;

4.6.6 Intentionally provided false information in the application for

employment or used fraudulent practices in the recruitment
examination;

4.6.7 Furnished fake/forged testimonials/documents;

4.6.8 Failed to furnish testimonials as required under the Civil Service

Rules;

4.6.9 Not been issued “Certificate of Eligibility” by the RCSC for

recruitment to S1 positions in case of University Graduates;

60
 4.6.10 Participated in politics and not completed the minimum ‘cooling –
off period’ of three years; and

4.6.11 Been otherwise disqualified by the Government for appointment in

the Civil Service.

4.7 Guidelines
4.7.1 Recruitment Procedure
[Link] As per the delegation of authority, the Agency shall
advertise the approved vacant positions through media
with sufficient time of at least two weeks for registration.
If required, time extension may be granted for another
two weeks.

[Link] The vacancy announcement shall clearly define the

eligibility criteria, including:
i. Profile of the position, including Position Title and
Position Level;
ii. Qualification required;
iii. Documents required;
iv. Registration process, schedule and venue;
v. Short-listing criteria; and
vi. Contact number and address.

[Link] A candidate applying for a vacant position in the Civil

Service shall be required to submit the following
documents:
i. RCSC Employment Application Form (Annexure
4/1);
ii. Resume;
iii. Attested copies of academic transcripts;

61
 iv. Attested copies of relevant training transcripts, if
required;
v. Attested copy of the Bhutanese citizenship identity
card;
vi. Attested copy of Medical Fitness Certificate issued
by a competent RGoB medical doctor; and
vii. No Objection Certificate, if employed.

[Link] For attesting of documents, applicant shall produce

original documents along with photocopies to the
recruiting agency at the time of submitting application.

[Link] A candidate applying for a vacant position shall have

applied for Security Clearance online, which the official
Focal Person of recruiting Agency shall be responsible for
its verification.

[Link] In addition to the above, a university graduate applying

for S1 position, shall be required to submit the following
documents:
i. Valid “Certificate of Eligibility” issued by the RCSC
in original.

[Link] The Agency concerned shall:

i. Register the application;
ii. Verify all original documents using the checklist and
attest;
iii. Short–list applicants; and
iv. Notify short-listed candidates on the status of
applications.

62
[Link] Short-listing of applicants
i. Short–list applicants based on the eligibility criteria
for the position;

ii. For short-listing, ratio of vacancy to candidate shall

be at least 1:3;

iii. If the number of applicants is still large even after

the short-listing, the HR Committee shall further
short-list applicants based on the merit ranking of
marks obtained in the Academic/relevant Training
as per the requirement specified in the Position
Directory;

iv. Academic Marks of Class X and XII shall be

computed as follows:
Class X - All Subjects
Class XII - English, Dzongkha and three best
subjects

v. The short-listing criteria for graduates with Eligibility

Certificate shall be BCSE ranking and subject
relevance.

vi. Academic and/or relevant training weightage shall be

considered only on the minimum qualification
required for the position. All relevant transcripts
shall be required as documentary evidence.

vii. The Agency shall announce short-listed candidates

along with date and venue for interview and
declaration of results.

63
4.7.2 Selection Procedure
[Link] Depending on the requirement of the position, the
competitive selection process shall include the following
methods:
i. Panel interview which shall be mandatory; and
ii. Academic/relevant training; and/or
iii. Written/Practical examination.

[Link] If the selection process involves only two methods,

weightage shall be assigned as follows:
i. Interview – 50%
ii. Academic/relevant training OR Written/Practical
examination – 50%

[Link] If the selection process involves all the three methods,

weightage shall be assigned as follows:
i. Interview – 50%
ii. Academic/relevant training – 25%
iii. Written/Practical examination – 25%

[Link] The HR Committee comprising at least five relevant

members as per Section 2.9 of Chapter 2 on Civil Service
Structure shall constitute the Interview Committee and
conduct the interview in bi-lingual, Dzongkha and English
(Annexure 4/2: Sample Form). The Committee members
shall be properly briefed on the eligibility criteria for the
position and the applicant’s resume details prior to the
interview. The Committee shall observe the Civil Service
Code of Conduct and Ethics as enshrined in this Rule
including declaration of “Conflict of Interest” as per format
Annexure 3/1.

64
 [Link] The Interview Committee shall pre-determine the cut off
percentage to be eligible for selection.

[Link] The Interview Committee shall compile, verify and sign on

the result sheet.

[Link] The HR Committee shall review and endorse the result.

[Link] On endorsement of the result by the HR Committee, the

Agency shall declare the result and notify the successful
candidates.

[Link] Along with the declaration of the selection result, the

Agency shall provide the candidates with information on
the reporting date for placement and appointment.

[Link] A candidate shall be given opportunity to appeal to the

Appellate Authority/Administrative Tribunal for review of
the selection result within 10 working days from the date
of declaration of the result.

4.7.3 Recruitment from In-country Training Institutes

[Link] This Rule on recruitment, selection and appointment
shall apply to all non Bachelors’ degree holders including
those passing out from the in-country institutes.

4.7.4 Appointment Procedure

[Link] The Agency shall appoint successful candidates against
approved vacant positions in the order of merit ranking
of the selection result, placement preference of the
candidates and fulfillment of other requirements.

65
[Link] The appointment shall be effected from either 1st or 15th
day of a month after the completion of all requirements.

[Link] His pay shall be fixed at the minimum of the scale

prescribed for the position.

[Link] If an in-service candidate is selected involving inter-

agency/MOG transfer, the authority to approve shall vest
with the RCSC for which the recruiting Agency shall
submit documents as per Sections 13.7.21 & 13.7.26.

[Link] The Agency as per the delegation of authority shall

submit online the details of selected candidate(s) as
required, along with interview result.

[Link] The RCSC shall verify details of the recruitment carried

out by the Agency and allot Employee Identity (EID)
Number.

[Link] Only upon the allotment of EID Number, shall the

appointment be considered endorsed by the RCSC.

[Link] The Agency as per the delegation of authority shall issue

appointment order and forward the following documents
of the selected candidates to the RCSC:
i. Appointment Order;
ii. Copy of the vacancy announcement;
iii. Compiled selection result; and
iv. Documents specified under Section [Link].

[Link] If in-service candidates from Agencies are selected, the

authority to issue the inter-agency transfer order shall

66
 vest with the RCSC for which, the following documents
shall be submitted by recruiting Agency:
i. A copy of the vacancy announcement;
ii. Compiled selection result; and
iii. No Objection Certificate.

4.7.5 In the event the selected candidate withdraws his candidature or a

similar vacancy arises within a period of three months, the post
may be offered to the next candidate in Order of Merit of the
Selection Result subject to fulfilling the pre-determined minimum
cut-off percentage.

4.8 Probation
4.8.1 A candidate selected for appointment shall initially be placed on
probation for a period of one year before his appointment to regular
service is confirmed.

4.8.2 If performance of a candidate is poor, his service shall not be

regularized and shall be relieved from the service

4.8.3 Upon completion of the probation, the Agency concerned shall

issue an Office Order stating that the probation period has been
successfully completed and his service has been regularized.

4.8.4 A civil servant shall not be eligible for training while on probation,
except for in-country orientation programme.

4.8.5 The probation period shall not be considered as part of active

service for the purpose of promotion and long term study leave.

67
 4.8.6 A civil servant, during probation, shall be eligible only for casual
leave, medical leave, bereavement leave, paternity leave and
maternity leave and shall not earn any other form of leave.

4.8.7 A civil servant shall not be eligible for LTC during probation.

4.9. Oath of Allegiance

Every candidate selected for appointment in the Civil Service shall sign an
Oath of Allegiance (Annexure 4/3) upon joining the Civil Service, which
shall be maintained in the Personal File.

4.10. Orientation
4.10.1. Orientation of a new employee shall be compulsory and it shall be
the responsibility of the Agency concerned to conduct the
orientation programme.

4.10.2. The programme shall aim to properly induct the candidate into the
Civil Service at large and in particular integrate and assimilate the
candidate as a team player in the organisation. Depending on the
need, an Orientation Programme shall include the following:
[Link]. Introduction to the organisation – physical, work
culture and organisation values;

[Link]. Familiarization with organisation policies, plans &

programmes, BCSR and Financial Rules; and

[Link]. Understanding of his position job description and the

expectations of the Agency.

68
4.11. Obligation
4.11.1. Once appointed, a civil servant shall be obliged to serve a minimum
of two years of active service provided there is no other service
obligation.

4.11.2. A civil servant resigning before fulfilling the above obligation shall
forfeit his post-service benefits, except Provident Fund and Group
Insurance Scheme benefits.

4.12. Accountability
4.12.1. An appointment, which does not conform to this Rule, shall be
treated as unauthorised and hence, it shall be revoked by the
RCSC.

4.12.2. The authority responsible for violation shall be accountable and

liable for administrative actions.

69
 ANNEXURE 4/1
Royal Civil Service Commission
Royal Government of Bhutan

CIVIL SERVICE EMPLOYMENT APPLICATION FORM

Affix
(Fill in BLOCK letters only) Passport
size
Photograph

1. Full Name: Sex: M F

Religion:

2. Village/ Thromde: Gewog:

Dzongkhag: Thram No: House No:

3. Date of Birth: Day Month Year

Nationality: Citizenship ID No.:

4. Post Applied For:

5. Mailing Address:
6. Contact Tel. No.:
7. Family Details:
Name Nationality Occupation Address
(a) Father
(b) Mother
(c) Guardian
(d) Spouse

8. I have:
i. Not been convicted of a criminal offence;

70
 ii. Not been terminated or compulsorily retired from the Civil Service, a
Government Corporation or Project;
iii. Not voluntarily resigned from the Civil Service;
iv. Not been previously selected for the Civil Service and dishonoured the
selection/appointment;
v. Not been adjudged medically unfit for employment by a competent medical
doctor;
vi. Not intentionally provided false information in the application for
employment or used fraudulent practices in the recruitment examination;
vii. Not furnished fake/forged testimonials/documents;
viii. Not failed to furnish testimonials as required under the BCSR;
ix. Not participated in politics/completed the minimum ‘cooling off period’ of
three years; and
x. Not been otherwise disqualified by the Government for appointment in the
Civil Service.

9. Academic Qualification: (please start with the Institute last attended).

Name of Country Subjects Year of Div. Degree Certificate
Institute Completion (VIII/X/XII)

10. Marks obtained in percentage in the BCSE (for graduates only):

i. Exam category: ……………………………………………………

ii. Marks obtained: …………………………………………………
iii. Position/Ranking: ……………………………………………….

11. Training:
Name of Country Field of Duration Yr. of Div. Dip. Certificate
Institute Study Passing

71
12. Employment History (if applicable):
Organisation Position Post Period Appt. Status Place Reason for
Held From To Served Change

Past Employment:

Present Employment:

13. Extra Curricular Activities: (please tick appropriate ones and attach attested
copies of relevant certificates)
(a) Literary ( ) (b) Sports ( )
(c) Leadership ( ) (d) Membership in Community/Association ( )
(e) Awards received ( ) (f) Social and Cultural ( )
(g) Others ( ).

14. Declaration: I hereby declare that the information given herein is true and
complete to the best of my knowledge. In the event of detection of false or
misleading information, I understand that the RCSC shall
withdraw/terminate my service without any recourse; confiscate all my
transcription/testimonials; debar from seeking employment in the Civil
Service; and prosecute in the Court of Law for legal actions. I also
undertake to abide by all Rules and Regulations.

15. Oath Of Allegiance: I pledge to serve His Majesty the King, Country and
People with Lue Nga Yi Sum.

72
Date: Signature of Applicant
(Affix Legal Stamp)

Note: This form should be accompanied by attested copies of academic, training,

medical fitness certificate, passport size photograph, security clearance certificate
and citizenship card.

For use by the recruiting Agency

Verified by: Agency:

Name: Remarks:
Position Title:
EID. No.:
Signature:

73
 ANNEXURE 4/2
Interview Form
ROYAL CIVIL SERVICE COMMISSION
Name of Candidate: ________________________________CID No. :________________
Post applied for: _________________________________ Agency: _________________
Sl. Marks
No. Factors Marks Awarded

1. MANNER AND DISPOSITION 5

LANGUAGE PROFICIENCY
2.
a) Dzongkha 10
b) English 10
c) Major Bhutanese dialects/languages* 05
3. INTELLIGENCE, ABILITY & COMPETENCE
a) Professional subject knowledge 15
b) General awareness 10
c) Presentation skills (organisation of
10
thoughts)
d) Analytical ability 10
e) Promptness in comprehension and clarity
10
in expression
f) Confidence 05
4. EXTRA-CURRICULAR ACTIVITIES** 05
ACADEMIC & OTHER INDIVIDUAL
5. 05
ACHIEVEMENTS**
Total marks 100
* Marking based on consensus ** Marking based on documentary evidence and consensus.
Place:
___________________________________
Date: (Name of the Committee Member & Signature)
Note: The HR Committee may adapt this form to the specific needs of the Agency,
if required.

74
 ANNEXURE 4/3

OATH OF ALLEGIANCE

On this auspicious day, having the privilege of receiving the honour of the
trust of His Majesty the King, Government and the People of Bhutan to
serve in the capacity of a civil servant, I take this opportunity to offer my
sincere gratitude.

Beginning today, I ______________ holding CID No. ________ from Village

_________ Gewog ______ Dzongkhag ________ pledge to serve His Majesty
the King, Government and People of Bhutan with Lue Nga Yi Sum
upholding values of Tha Damtsi and true Patriotism. I also pledge to
abide by the Constitution of the Kingdom of Bhutan, laws and rules &
regulations including Civil Service Code of Conduct and Ethics while
discharging my responsibilities.

In doing so, I also declare that I have obtained a place in the service of the
Tsa-Wa-Sum on the basis of my own merit. In the event I am found guilty of
furnishing false or forged testimonials, I shall be liable:

1. For termination from the civil service and lose the right to apply
again in future;
2. To forfeit all my testimonials to the Royal Civil Service Commission;
and
3. For prosecution in the Court of Law.

In witness, this day the ………………………………… of the month of

………………….. of ……………. Year in the name of Kencho Sum and the
guardian deities of the Kingdom of Bhutan and in the presence of
representatives of the Government, I take this Oath of Allegiance
accordingly, not to dishonour it at any time. I append my name in writing
hereto.

Date:
Place:
(Affix Legal Stamp)
Signature
(Name of the Candidate)

75
76
 CHAPTER 5: CONTRACT APPOINTMENT

5.1 Policy
5.1.1 Recruit and retain personnel with the requisite qualifications,
experience and skills for the following:

[Link] Time bound projects and programmes;

[Link] Meeting short-term HR requirements in the Civil Service;

and

[Link] Long-term positions, where there is an acute shortage of

human resources.

5.1.2 Recruitment of expatriates to be considered only when Bhutanese

citizens with requisite qualification, experience and skills are not
available.

5.2 Category
Contract service shall be categorised as:
5.2.1 Regular
Recruitment of employees against the approved staff strength to
address the shortage of human resources.

5.2.2 Special
Recruitment of employees with highly specialised knowledge and
skills against approved staff strength with special pay package
within normal retirement age limit.

5.3. Authority
5.3.1 All contract appointments in the Civil Service shall require approval
of the RCSC. However, exceptions to this section may be made for:

77
 [Link]. Specialised fields for time bound assignments by the HR
Committee with approval of the Minister concerned for a
maximum period of one year or until completion of the
assignment whichever is earlier; and

[Link]. Specialised fields by the Constitutional Offices against

approved staff strength.

5.3.2 Agencies may appoint on contract in place of civil servants on study

leave without pay and EOL.

5.4. Recruitment Procedure

5.4.1 Agency shall process recruitment only against a post approved by
the RCSC.

5.4.2 Agency shall obtain prior approval of RCSC for recruitment.

5.4.3 The recruitment of personnel on contract shall be based on merit

through a fair, open and competitive selection process.

5.4.4 Ex-Civil/Public Servant who has been terminated or compulsorily

retired from service or superannuated shall not be eligible for
appointment on contract.

5.4.5 A candidate shall submit duly filled Civil Service Employment

Application Form as provided at Annexure 4/1.

5.4.6 A candidate appointed under this Rule shall execute a contract

agreement with the employing Agency in the prescribed form given
at Annexure 5/1.

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 5.4.7 The authority concerned shall issue work permit to an expatriate
selected for appointment in the Civil Service only upon
confirmation of his appointment, through an Office Order to be
issued to this effect.

5.4.8 Agency shall submit to the RCSC relevant documents, including

details of contract appointments for issuance of EID No.

5.4.9 Only upon the allotment of EID No., shall the appointment on
contract be considered endorsed by the RCSC.

5.5. Orientation
5.5.1 Every expatriate appointed shall be oriented by the Agency on the
culture, traditions, Government policies and the Code of Conduct
and Ethics and properly inducted into the position.

5.5.2 A Bhutanese citizen selected for contract appointment shall be

briefed by the employing authority concerned and properly inducted
into the position.

5.6. General Terms

A contract employee shall:
5.6.1 Initially be appointed for a maximum period of three years;

5.6.2 Be appointed for a Contract term aligned to coincide with the end of
the academic session in case of Teaching Profession;

5.6.3 Abide by the Civil Service Code of Conduct and Ethics;

5.6.4 Abide by the terms and conditions specified in the Contract;

79
 5.6.5 Be liable to be posted or transferred to any Agency or any part of the
country, except during the last six months of the contract term;

5.6.6 Have completed the required ‘cooling-off period’ of three years, if he

has participated in politics;

5.6.7 Not be placed on probation;

5.6.8 Be eligible for short-term in-country training; and

5.6.9 Be subject to Performance Appraisal by the Agency concerned as

per Chapter 12 of this Rule.

5.7. Terms and conditions for employment of ex-politicians

5.7.1 For the purpose of employment in the Civil Service, ‘politicians’
shall be those persons having actively involved in party politics,
either as members or party workers, as well as candidates
participating in any form of elections under the electoral laws of
Bhutan.

5.7.2 Ex-politicians may be hired for Civil Service consultancy services

for a specific term.

5.7.3 Employment of ex-politicians shall be generally on contract

service.

5.7.4 Ex-politicians may be hired on contract services in the Civil

Service on fulfilling the following terms and conditions:

[Link] A minimum ‘Cooling Off Period’ of 3 years from the day of

discontinuation of all party and other political activities;

80
 [Link] The applied post is approved in the Agency’s staff
strength, which could not be filled through open-
competition by in-service candidates;

[Link] The post is not a managerial post; and

[Link] The recruitment is done through Open Competition.

5.8. Remuneration and Benefits

5.8.1 Remuneration
[Link] A contract employee shall normally be appointed in the
entry position and be paid the basic salary of the position
to which he is recruited and contract allowance and any
other allowances attached to the position at the rates
approved by the Government, unless specified otherwise
through separate orders.

[Link] The RCSC may consider payment of a higher salary or

higher contract allowance based on qualification and
relevant work experience.

[Link] The Civil Service promotion rules shall not apply to the
contract employees. However, the RCSC may consider
revision of the terms and conditions for payment of a
higher salary or higher contract allowance when the
contract is renewed after a minimum period of five years
of active service based on performance. Remuneration
shall be fixed as per the pay fixation rules and
regulations.

81
 [Link] Annual increment shall be given as per the
Remuneration and Benefits rules and regulations of the
BCSR.

[Link] As and when the Civil Service pay is revised,

remuneration of contract employees shall also be revised
accordingly. However, it shall not apply to special
contract employees on consolidated salary under special
package.

5.8.2 Leave and Travel

A civil servant appointed on contract under the provisions of this
Rule shall be eligible for TA, DA, Leave and Leave Travel Concession
(LTC) as per the Bhutan Civil Service Rules and Regulations except
ex-country short-term training, long-term study leave and
Extraordinary Leave.

5.8.3 Travel Allowance to join the place of employment

An amount equal to actual TA in first class train/bus and DA for
the number of days of travel shall be paid to the personnel selected
for appointment on contract towards travel expenses to begin
employment. The travel expense shall be extended to the spouse
and children only, who actually joins the employee at the place of
posting.

5.8.4 Medical Facility

Medical treatment for a contract civil servant and his family
members shall be provided by the Government as per the medical
treatment rules.

82
5.8.5 Housing
A contract employee shall make own arrangements for housing.
However, in the event Government provides accommodation, house
rent shall be deducted from the salary according to the prevailing
rules governing housing.

5.8.6 Pension, Provident Fund and Insurance

An appointee under this Rule shall be governed by rules and
regulations of the National Pension and Provident Fund Scheme
and the Government Employee Group Insurance Scheme.

5.8.7 Compensation for service-incurred injury

In the event of death, injury or illness attributable to performance
of service on behalf of the Royal Government of Bhutan, the
employee shall be entitled to compensation payable under
Government Employee Group Insurance Scheme.

5.8.8 Deduction
Personal Income Tax (PIT) and other statutory deductions shall be
made according to prevailing rules.

5.8.9 Terminal Benefit

[Link] Gratuity: one month's last basic pay shall be paid as
gratuity for every completed year of satisfactory contract
service subject to completion of the initial contract term,
except:
i. When the employer terminates the contract; or
ii. In case of the employee’s demise while in service; or
iii. In case the employee is required to resign due to
illness or disability incurred while in service.

83
 [Link] The gratuity shall be payable to the nominee(s) of a
contract employee in case of his demise while in service.

[Link] The annual increment due to a contract employee on the

day following the date of completion of the term shall be
released and it shall be considered for the purpose of
calculating gratuity and other retirement benefits.

5.8.10 Repatriation Benefits

[Link] The following benefits shall be paid to an employee on
contract service at the time of repatriation in addition to
the gratuity and refund of contribution to the Group
Insurance Scheme (GIS):
i. Transfer grant according to the prevailing rules;
ii. Travel Allowance of an amount equal to the last basic
pay; and
iii. Transport charge of personal effects as per the
prevailing rules.

5.8.11. Mode of Payment

Remuneration, allowances and all other entitlements under this Rule
shall be payable only in Ngultrums except those working in
Embassies, Missions, Consulate Offices and other RGoB
establishments abroad.

5.9. Extension and Renewal

5.9.1. The contract shall be extended/renewed with the consent of both
the employer and employee for terms not exceeding two years at a
time, with three months notice period to the approving authority
(contract extension form given at Annexure 5/3).

84
 5.9.2. In the case of teaching personnel, the extension shall be granted to
coincide with the end of the academic session.

5.9.3. Contract renewal and extension shall be granted only to those

having a clean service history which shall not contain any record of
indiscipline, adverse report, misdemeanour, financial dishonesty, or
any act that is considered as violation of the Civil Service Code of
Conduct & Ethics, Administrative Discipline Rules and Regulations.

5.9.4. Performance shall be the main criterion for contract extension and
renewal.

5.9.5. Approval for all extensions and renewal shall be sought from the
RCSC.

5.9.6. A candidate on contract shall retire as per the retirement age

applicable to regular civil servants; and

5.9.7. No extension/renewal shall be permitted beyond the age of

superannuation.

5.10. Termination of Contract

5.10.1 No contract employee shall be indispensable to the Government and
hence shall be liable to be removed from service at any time when
the Government finds his services not required.

5.10.2 A minimum of one month's notice shall be issued by the party

intending to terminate the contract before expiry of the term. In the
case of lecturers/teachers, three months notice shall be required. In
the event of failure to serve the notice in advance of the required
period, the defaulting party shall pay to the other the basic pay for
the prescribed notice period.

85
5.11. International Volunteers
5.11.1 The RCSC shall determine the requirement, approve and
coordinate recruitment of International Volunteers in the Civil
Service.

5.11.2 International Volunteers are not civil servants and they shall be
governed by the terms and conditions of the Memorandum of
Understanding signed between the RCSC/authorised Agency and
the respective Volunteer Agencies.

5.12. Other Appointments

5.12.1 Agency shall be the authority responsible for recruitment,
selection, appointment and extension of:
[Link] Temporary employees including field attachment of
university graduates for approved, specific and time
bound activities up to a maximum of six months.
However, such recruitments shall be subject to
availability of approved budget and HR Committee’s
approval;

[Link] Contract employees for projects under external donor

funding as per the project document signed with the
donor agency; and

[Link] Local recruits working in Embassies/Missions/

Consulate Offices as per the approved positions under
the Terms and Conditions approved by the Ministry of
Foreign Affairs.

86
5.13. Accountability
5.13.1 An appointment on contract in the Civil Service which does not
conform to this Rule shall be treated as unauthorised and hence it
shall be revoked by the RCSC.

5.13.2 The authority responsible for the violation shall be accountable

and liable for administrative actions.

87
 ANNEXURE 5/1
ROYAL CIVIL SERVICE COMMISSION
Passport
ROYAL GOVERNMENT OF BHUTAN size
photograph

AGREEMENT ON SERVICE TERMS AND CONDITIONS FOR CONTRACT EMPLOYEES

PART I: GENERAL CONDITIONS
1 Agreement
THIS AGREEMENT is executed on day  month year  between
………….(the RCSC/Agency), Government of Bhutan, hereinafter called “the
employer” described in part-I and …………………………………...,
hereinafter called “the employee” whose particulars are given in part II.

WHEREAS the employer desires to engage the services of the contract

employee on the terms and conditions hereinafter set forth; and

WHEREAS the contract employee is ready and willing to accept this

engagement of service with the Government of Bhutan on these terms and
conditions.

2 Nature of Service
2.1 The employer shall employ the employee on contract and he shall serve
the employer as ………………………………..or in such other
capacity/place/department as the employer may from time to time
require.

2.2 The contract employee shall be liable to be posted or transferred to any

Agency or any part of the country, except during the last six months of
the contract term.

Signature of Employee

88
3 Duration of Agreement
The employment hereunder shall be for a total period of . months
commencing from the day of  month  year  (hereinafter referred
to as the contract period), subject to premature termination as hereinafter
provided.

4 Documents
4.1 The contract employee at the time of reporting for duty shall produce a
medical fitness certificate from a qualified medical officer and a
certificate of character and good conduct signed by a senior
government officer of the country of the nationality or his last
employer.

4.2 Upon joining duty in the organisation concerned, the contract

employee shall send a copy of his joining report through the controlling
officer concerned to the employer.

4.3 An expatriate contract employee shall produce a certificate issued by

the police/local authority of the area of his home address, certifying
that he is a bonafide inhabitant of that locality, or a letter from an
Embassy of the country of which he is a national certifying/verifying
the nationality of the individual concerned or a valid passport.

4.4 A Bhutanese citizen shall apply for security clearance online, which
the official focal person of the employer shall be responsible for its
verification.

4.5 The contract employee shall produce attested copies of his

certificate/testimonials in support of his education qualifications, date
of birth, experience and any other documents required, to the employer
concerned for record.

Signature of Employee

89
 4.6 The contract employee shall sign an oath of adherence to the Code of
Conduct and Ethics and Confidentiality in the prescribed format at
Annexure 5/2.

5 Remuneration and Allowance

The employer shall during the employment pay to the contract employee the
pay and allowances specified in Part-II which shall be payable monthly in
arrears on the last working day of every calendar month.

6 Duty
6.1 The contract employee shall devote himself exclusively to his duties or
to such other duties as the employer shall reasonably assign to him
and shall personally attend thereto at all times by day or by night
(including Sundays and Public Holidays, if necessary) except in the
case of illness or accident in which case the employee shall forthwith
notify the employer of such illness or accident and shall furnish such
evidence as it may require.

6.2 The contract employee shall promptly and faithfully obey, observe and
comply with all lawful orders, instructions and directions of the
employer and observe all the rules and regulations and instructions in
force for and in respect of the Government of Bhutan’s property and
management thereof.

6.3 The contract employee, whenever required by the employer shall give
full and proper interaction in his occupation and in the specified duties
of his office to such other person or persons as the employer shall
communicate to him and he shall convey to such person or persons
any secret methods, processes or information learnt or acquired by him
in the course of his employment herewith or otherwise.

Signature of Employee

90
6.4 Leave and Travel
6.4.1. The employee shall be eligible for TA & DA, Leave and Leave
Travel Concession (LTC) as per the Bhutan Civil Service Rules
and Regulations (BCSR), except ex-country short-term
training, long-term study leave, and Extraordinary Leave.

6.4.2. Travel Allowance to begin Employment

An amount equal to actual TA in first class train/bus and DA
for the number of days of travel shall be paid to the personnel
selected for appointment on contract towards travel expenses
to begin employment. The travel expense shall be extended to
the spouse and children only, who actually joins the employee
at the place of posting.

6.5. Medical Facility

A contract employee and the family members shall be provided medical
treatment by the Government as per the prevailing medical treatment
rules.

6.6. Housing
The employee shall make his own arrangements with regard to housing
and furniture. However, if Government accommodation is provided,
house rent shall be deducted from the salary according to the
prevailing rules.

6.7. Compensation for Service Incurred Injury

In the event of death, injury, or illness attributable to the performance
of service on behalf of the Royal Government of Bhutan under the
terms of this Agreement, the employee shall be entitled only to
compensation payable under Government Employee Group Insurance
Scheme admissible for the Position Level.
Signature of Employee

91
6.8. Pension, Provident Fund and Insurance
An appointee under this Rule shall be governed by rules and
regulations of the National Pension and Provident Fund Scheme and
the Government Employee Group Insurance Scheme.

6.9. Deduction
Personal Income Tax and other statutory deductions shall be deducted
according to the prevailing government taxation rules.

6.10. Terminal Benefit

6.10.1 Gratuity
One month's last basic pay shall be paid as gratuity for every
completed year of satisfactory contract service subject to
completion of the initial contract term, except:
i. When the employer terminates the contract; or
ii. In case of the employee’s demise while in service; or
iii. In case the employee is required to resign due to illness
or disability incurred while in service.

6.10.2. Repatriation Benefit

The following benefits shall be paid to the contract employee
at the time of repatriation:
[Link] Transfer grant according to the prevailing BCSR.
[Link] Travel Allowance of an amount equal to the last
basic pay that the contract employee is entitled to
at the time of his repatriation.
[Link] Transport charge of personal effects as per the
prevailing rules.

Signature of Employee

92
7 Mode of Payment
Remuneration and allowances and all other entitlements under the
agreement shall be payable only in Ngultrums except those working in
Embassies, Missions, Consulate Offices and other RGoB establishments
abroad.

8 Code of Conduct and Ethics

8.1. The contract employee shall be bound by the Code of Conduct and
Ethics prescribed in Chapter 3 of the BCSR and in particular shall:
8.1.1. At all times during the continuance of this Agreement use his
best endeavours to promote the interest and welfare of the
employer.
8.1.2. Respect all the Bhutanese spiritual, traditional and cultural
values and practices. Accordingly, the employee shall conduct
himself at all times in such a manner that:
[Link] He does not pose any danger to the socio-economic
and political stability of the country;

[Link] He does not involve in proselytization or undermine

the traditional, cultural or religious values of the
society;

[Link] He does not bring any undesirable influence and

harmful practices which may have a damaging effect
on the society, such as the use and abuse of
narcotics;

[Link] He does not engage in politicising the people or

flaring up communal ill feeling among the
Bhutanese people;
Signature of Employee

93
 [Link] His dress, behaviour and habits are congenial to
decorum of the Bhutanese society;

[Link] He does not engage in anti-government/national

propaganda and criticism of the system of
Government and its policies through speech or in
writing while in Bhutan or after his repatriation;

[Link] He shall refrain from visiting places/institutions

restricted for entry by foreigners without a specific
written permit;

[Link] He is prohibited from engaging in employment other

than permitted by this agreement and shall not
participate in paid activities; and

[Link] He avoids personal relationships with firms selling

office or other equipment and avoids the acceptance
of favours or gifts, or being placed otherwise under
obligation to any commercial representative or to
any Government of Bhutan’s client or customer.

9 Rights and obligations of the employee

9.1. The rights and obligations of the contract employee are strictly limited
to the terms and conditions of this Agreement and Chapter 5 on
Contract Appointment. Accordingly, the contract employee shall not be
entitled to any benefit, payment, subsidy, compensation or entitlement,
except as expressly provided in this agreement.

9.2. The contract employee shall be solely liable for claims by third parties
arising from the employee’s own negligent acts or commissions in the
course of performing this agreement, and under no circumstances

94
 shall the Government of Bhutan be held liable for such claims by third
parties.

9.3. The title rights, copyrights, and all other rights of whatever nature in
any material produced under the provision of this agreement by the
contract employee shall be vested exclusively with the Government of
Bhutan.

9.4. The contract employee shall not be concerned or interested directly in

any other business except that of the employer.

9.5. The contract employee shall not, at any time during the continuance of
his employment hereunder, acquire or attempt to acquire any option or
concession in Bhutan for himself or any other person.

9.6. The contract employee shall not draw, accept or endorse any bill on
behalf of the employer or in any way pledge the credit of the employer
except so far as he may have been authorised by the employer either
generally or in any particular case.

10. Unpublished Information

10.1 The contract employee shall not communicate to any person,
Government, or other Agency of the Government of Bhutan any
unpublished information made known to the employee by reason of
his association with the Government of Bhutan except as required by
this assignment or upon written authorisation by the Government of
Bhutan.

Signature of Employee

95
 10.2 The contract employee shall not advertise or publicize his association
with the Government of Bhutan under this agreement. Nor shall the
name, letterhead, emblem, or official seal of the Government of
Bhutan be used for business or professional purposes or otherwise
without the prior written approval of the employer. Such materials
intended for official use by employees of the Government of Bhutan
should not be permitted to come into the possession of persons who
might make unauthorised use of them, and shall not be used for
personal purposes. The provision shall survive the expiration or
termination of this agreement.

11. Confidentiality and Non-competition

The Government of Bhutan requires, and the contract employee agrees that,
during the term of the employment and at any time thereafter, the contract
employee shall retain in confidence and not divulge or make available
without the Government of Bhutan’s advance written consent to any
person, firm, corporation, or entity other than the Government of Bhutan or
its designee, any information whatsoever. This includes the written
embodiments of his services for the Government of Bhutan, in reports,
studies, or the like, acquired or developed by him during the term of his
employment, which relates to or concerns the business or operation of the
Government of Bhutan or of its clients or customers.

12 . Renewal/Extension of Contract
12.1 Not less than three months before the date of which the contract
employee’s residential service in Bhutan under this Agreement is due
to expire, he shall inform the employer in writing whether he desires
to remain and continue in the service of the employer, who shall
thereupon consider whether to re-engage the contract employee,
provided that any such re-engagement shall be upon such conditions,
including the duration of the new contract, as shall be agreed upon
between the employer and employee. Signature of Employee

96
 12.2 Contract renewal or extension shall be granted only to an employee
having a clear service history, which shall not contain any record of
indiscipline, adverse reports, misdemeanours, financial dishonesty, or
any act that is considered as violation of Civil Service Code of
Conduct and Ethics.

12.3 Performance shall be an important determining factor for

extension/renewal.

12.4 Any notice to be given hereunder shall be given in writing and be

delivered or sent by registered post to the employer, and any
complaint or application of the employee shall in the first instance be
addressed to the Head of the office of the employing
Department/Agency.

13. Termination of Contract

13.1 A minimum of one month's notice shall be issued by the
Employer/Employee intending to terminate the contract before expiry
of the term. However, in the case of lecturers/teachers, three months
notice shall be required. In the event of failure to serve the notice in
advance of the required period, the defaulting party shall pay to the
other, the basic pay of the employee for the stipulated notice period.

13.2 A contract employee shall not be indispensable to the Government of

Bhutan and hence shall be liable to be removed from service at any
time when the Government finds his services redundant or on
violation of any of these provisions.

Signature of Employee

97
14. Dismissal for Misconduct
14.1 If at any time during his employment, the employee shall be tried for
gross misconduct or breach or non-observance of any of the
stipulation herein. The employee shall, at the option and discretion of
the employer, forfeit the gratuity. In addition to such forfeiture, the
employer may terminate the services of the employee forthwith and
without any notice or payment in lieu thereof. Upon such
termination, the employee shall not be entitled to claim any
compensation or damages.

14.2 The contract employee shall be paid his post service benefits upon
completion of his assignment under this agreement upon production
of a clearance certificate from the Royal Audit Authority and the
employer.

Seal & Signature of Employer Signature of Employee

98
 PART II: PAY FIXATION
1. Position Title: 
Position Level:

2. Agency in which appointment/extension is to be made: 

3. Period of Contract
a) Initial appointment: from to 
b) Renewal/Extension: from to

4. Emolument
Scale of Pay: Nu.
Basic Pay: Nu.(Ngultrums only).

5. Contract Allowance
Of the basic pay, subject to review from time to time shall be given as
contract allowance: Nu. .. per month.

6. Other allowance (if entitled)

a): Nuper month.
b): Nuper month.
c): Nu.per month.
Total (4+5+6) : Nu

7. Deduction
All deductions such as Personal Income Tax, Health Contribution, Group
Insurance and house rent (if a government house is allotted) shall be levied
as per the prevailing rules.

Seal & Signature of Employer Signature of Employee

Date: Date:

99
PART III: MISCELLANEOUS

Laws
The Agreement shall be construed according to and be governed by the laws
of the Kingdom of Bhutan.

Appeal
Any appeal due to breach of any of the terms and conditions under this
agreement by either employer or employee shall have recourse to a legal
action/arbitration in a Court of Law in the Kingdom of Bhutan only.

IN WITNESS WHEREOF I,  on behalf of the employer

and I,………………………., the contract employee have hereto
set our hands this day and year.

SIGNED by the said contract employee 

day/month/year (affix legal stamp)

In the presence of 

SIGNED for and on behalf of the employer: ………..

day/month/year

In the presence of 

100
 ANNEXURE 5/2

OATH OF ALLEGIANCE AND CONFIDENTIALITY

(CONTRACT EMPLOYEE)

I, having been appointed as  do

solemnly affirm that I shall:
1. faithfully and conscientiously discharge my duties as a contract employee of
the Royal Government of Bhutan;
2. do right in all manner to people in accordance with the laws, rules and
regulations and Code of Conduct and Ethics of the Kingdom of Bhutan,
without fear or favour, affection or ill will; and
3. not directly or indirectly communicate or reveal to any person or persons any
matter which shall be brought under my consideration or made known to me
as a contract employee of the Royal Government of Bhutan, except as may be
required for the due discharge of my duties.

Date : Name and Signature

Place : (Affix Legal Stamp)

Witness :

Name :
Signature :

101
 ANNEXURE 5/3
ROYAL CIVIL SERVICE COMMISSION
ROYAL GOVERNMENT OF BHUTAN
(Contract Extension Form)
1. Name: ________________________
2. Emp. ID. No.:__________________
3. Date of Birth: __________________
4. Nationality: ____________________
5. Permanent Address: ____________________________________________________
6. Present Ministry/Agency/School: _________________________________________
7. Appointment under Present Contract Service:
a) Date of Appointment: _________________________________________________
b) Appointment Letter No.: ______________________________________________
(Issued by the RCSC).
c) Position: _________________________________
d) Position Level: ____________
e) Pay Scale: ________________
f) Basic Pay: ________________
g) Contract Allowance: _________ % of basic pay.
8. Present Contract Term: from ____________________ to______________________
9. Contract Term Extension requested for (in months):_____ from _____ to _____

During the contract extension period, the contract employee shall abide by the
terms and conditions accepted by him at the time of initial appointment or
revised based on mutual agreement and approved by the RCSC.

Signature of the
Contract Employee

(Affix Legal Stamp)

102
Recommendation of HRC: HRC meeting No. ………….. dated……………………….
Remarks (if any):…………………………………………………………………………………

Signature of Chief/Sr./HR Officer

Approval of the RCSC

Approved:
Extension of the contract term of the above contract employee is hereby approved
for a further period of ___________ months from ____________ to ___________.

Not approved: Reasons:………………………………………………………….

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

Place :
Date : Seal & Signature

103
104
 CHAPTER 6: GENERAL AND ELEMENTARY SERVICE

6.1. Policy
6.1.1. Facilitate appointment and management of service-oriented
personnel

6.1.2. Meet the requirement of skilled and semi-skilled service personnel

in the Government.

6.1.3. Such personnel shall be outside the Civil Service.

6.2. Strategy
6.2.1. Endeavour to outsource the services to private parties, including
individuals in order to minimise the appointment of General Service
Personnel (GSP) and Elementary Service Personnel (ESP) and
gradually replace the GSP/ESP appointment system.

6.2.2. The appointment of GSP/ESP shall be from the local community to

the extent possible.

6.2.3. The Agency concerned shall, taking into account the availability of
nationals with requisite experience/qualifications/skills, determine
the need for appointment of expatriates.

6.3. GS/ES Position

The positions under the GSP/ESP against which appointments shall be made
are given in the Annexure 6/1 and 6/2 respectively, which may be revised
from time to time.

6.4. Authority for Appointment

Appointment shall be made by the Agency concerned based on the approved
staffing pattern and strength.

105
6.5. Recruitment Procedure
6.5.1. All recruitments shall be made as per the staffing pattern and
strength of the Agency concerned approved by the RCSC.

6.5.2. The vacancy announcement shall clearly define the eligibility

criteria, including:
[Link]. Position Title;
[Link]. General or Elementary Service
[Link]. Skills/Qualification required, if any;
[Link]. Documents required; and
[Link]. Contact number and address.

6.5.3. A candidate shall be required to submit the following documents:

[Link]. Employment Application Form (Annexure 4/1);
[Link]. Attested copies of academic transcripts, if required;
[Link]. Attested copy of Bhutanese Citizenship ID card;
[Link]. Must have applied for Security Clearance Certificate
online, which the official Focal Person of the recruiting
Agency shall verify;
[Link]. Medical Fitness Certificate issued by a competent RGoB
medical doctor; and
[Link]. No Objection Certificate, if employed.

6.5.4. The Agency shall verify all required documents such as Citizenship
Identity card, Security Clearance Certificate, Medical Fitness
Certificate and any other document that may be required.

6.5.5. The HR Committee/Recruitment Committee shall short-list and

conduct selection interview for appointment based on merit.

106
 6.5.6. The authority concerned shall issue the work permit to expatriates
only upon confirmation of his appointment through an office order
issued by the Agency.

6.6. General Terms of Appointment

6.6.1. A candidate shall have attained a minimum age of 18 years and not
more than 50 years at the time of recruitment.

6.6.2. Physical fitness of the candidate shall be taken into account.

6.6.3. Initial appointments shall be made for a period not exceeding two
years.

6.6.4. A GSP/ESP shall sign an agreement with the Agency specifying the
terms and conditions at the time of appointment (Annexure 6/3).

6.6.5. Performance appraisal of GSP/ESP shall be done on the agreed core

competencies only.

6.6.6. A GSP/ESP shall not be eligible for transfer.

6.6.7. A GSP/ESP shall be retired on completion of 56 years of age at the

latest.

6.6.8. An Agency may replace a GSP/ESP who is absent from duty for
more than three months.

6.6.9. A GSP/ESP shall be governed by Chapter 18 on Private Trade and

Employment Rules and Regulations of the BCSR.

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 6.6.10. Appellate Authority to review the decisions taken by the
Disciplinary Committee shall be the Agency concerned for both
minor and major penalty.

6.6.11. Disciplinary cases after establishing, beyond reasonable doubt by

the Agencies, the need for criminal prosecution in the Court of
Law shall be forwarded to the Court of Law through the Office of
Attorney General.

6.7. Remuneration and Benefits

6.7.1. Remuneration
[Link]. The remuneration of a GSP shall be fixed at the minimum
of the pay scale and shall be entitled to annual increment.

[Link]. An ESP shall be paid as per the minimum wage rate

approved by the Government and shall not be entitled to
annual increment.

[Link]. A GSP/ESP appointed under this Rule shall not be

admissible for contract allowance.

[Link]. A GSP/ESP shall be paid Difficulty Allowance posted to a

place beyond one dholam from the motorable road, as
determined by the Government and High Altitude
Allowance.

6.7.2. Leave and Travel

A GSP/ESP appointed under the provisions of this Rule shall be
eligible for Earned, Maternity, Paternity, Casual, Medical, and
Bereavement Leaves, LTC, TA & DA as admissible to Operational
Position Category.

108
6.7.3. Medical Facility
The Government as per rules prescribed by the Ministry of Health
shall provide medical treatment.

6.7.4. Housing
A GSP/ESP shall make his own arrangements for housing.
However, if Government accommodation is provided, house rent
shall be deducted as per the prevailing rules.

6.7.5. Pension, Provident Fund and Insurance

A GSP/ESP, with more than one year of employment, shall be, in
accordance with Sections 51 and 99 of the Labour and
Employment Act of Bhutan 2007, be covered by the Pension and
Provident Fund Scheme, and as well as covered by the
Government Employee Group Insurance Scheme.

6.7.6. Deduction
All statutory deductions shall be made in accordance with the rules.

6.7.7. Retirement Benefit

Gratuity shall be paid at the rate of one month's last basic pay for
every completed year of satisfactory service. The gratuity shall also
be payable to the nominee(s) of a GSP/ESP if he expires while in
service.

6.7.8. Extension
[Link]. Extension of service for GSP/ESP shall be granted by the
recruiting Agency (Annexure 6/4).

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 [Link]. GSP/ESP’s service may be extended/renewed with the
consent of both the Agency and the employee concerned
for terms not exceeding two years at a time.

[Link]. Extension shall be granted only to those having a clean

service history, which shall not contain any record of
indiscipline, adverse report, misdemeanour, or any act
that is considered as violation of the Civil Service Code of
Conduct and Ethics.

[Link]. Performance shall be the main criterion for extension.

6.8. Termination of Service

6.8.1. A minimum of one month's notice shall be issued by the party
intending to terminate the service before expiry of the term. Basic
pay of the employee concerned for the period of the stipulated notice
period shall be paid by the defaulting party in the event of failure to
give the required period of notice.

6.8.2. The services of a GSP/ESP shall be terminated without any notice

and payment of post-service benefits thereof, if the employee is
found guilty of an administrative offence by the Disciplinary
Committee.

6.8.3. A GSP/ESP shall be removed at any time if his service is not

required and/or when the Government decides to outsource the
service.

6.9. Accountability
6.9.1. An appointment which does not conform to this Rule shall be
treated as unauthorised, and hence it shall be revoked by the
Agency.

110
6.9.2. The authority responsible for the violations shall be accountable
and liable for administrative actions.

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 ANNEXURE 6/1

POSTS UNDER GENERAL SERVICE (GS)

1. Messenger - Agencies (minimum qualification: Class VIII).

2. Wet sweeper - Hospitals/Institutes.

3. Ward Boy - Hospitals (minimum qualification: Class VIII).

4. Washer-man - Hospitals/Institutes with boarding facilities.

5. Mahout - Royal National Park.

6. Boatman - Royal National Park.

7. Cook/Baker - Institutes/Hospitals.

8. Blaster - Department of Roads/Dzongkhags.

9. Khang nyer - Dzongkhags.

10. Ba-nga Dungmi - Dzongkhags.

11. Tringti Dungmi - Dzongkhags.

12. Jhali Phumi - Dzongkhags.

13. Survey Field Assistants – Relevant Agency

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 ANNEXURE 6/2

POSTS UNDER ELEMENTARY SERVICE (ES)

1. Dry Sweeper.

2. Waiter/Waitress.

3. Security Guard (normal).

4. Care Taker (Risup/Misup/Chu nyer/Night Guard).

5. Syce.

6. Farm Labourer.

7. Helper/Assistant:

a. Silt;

b. Store/Meteorology/Gauge & Discharge; and

c. Swimming Pool.

8. Animal/Fishery Attendant.

9. Custom/Excise Constable.

10. Gardener.

11. Game Watcher.

12. Handy Boy.

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 ANNEXURE 6/3
ROYAL CIVIL SERVICE COMMISSION
Passport
ROYAL GOVERNMENT OF BHUTAN size
photograph

AGREEMENT ON SERVICE TERMS AND CONDITIONS FOR GENERAL AND

ELEMENTARY SERVICE
1. Agreement
1.1 This Agreement is executed on day  month year .. between the
Agency and ………………(name of the employee) CID No. ………....from ……

1.2 He/she shall serve the Agency as ………………………………..or in such other

capacity/place/department as the Agency may from time to time require.

1.3 He/she shall serve for a total period of ……..months commencing from the
day of ……..month…….year (hereinafter referred to as the contract period)

2. Remuneration and Benefits

2.1. Remuneration
2.1.1. The remuneration of a GSP employee shall be fixed at the minimum
of the pay scale and shall be entitled to annual increment.
2.1.2. An ESP employee shall be paid as per the minimum wage rate
approved by the Government and shall not be entitled to annual
increment.
2.1.3. A GSP/ESP employee appointed under this Rule shall not be
admissible for contract allowance.
2.1.4. A GSP/ESP shall be paid Difficulty Allowance posted to a place
beyond one dholam from the motorable road, as determined by the
Government and High Altitude Allowance.

114
2.2. Leave and Travel
A GSP/ESP employee appointed under the provisions of this Rule shall
be eligible for Earned, Maternity, Paternity, Casual, Medical, and
Bereavement Leaves, LTC, TA & DA as admissible to Operational
Position Category.

A GSP/ESP employee shall not be eligible for transfer.

2.3. Medical Facility

The Government as per rules prescribed by the Ministry of Health
shall provide medical treatment.

2.4. Housing
A GSP/ESP employee shall make his own arrangements for housing.
However, if Government accommodation is provided, house rent shall
be deducted as per the prevailing rules.

2.5. Pension, Provident Fund and Insurance

A GSP/ESP employee shall not be covered by the National Pension
and Provident Fund Scheme but shall be covered by the Government
Employee Group Insurance Scheme.

2.6. Deduction
All statutory deductions shall be made in accordance with the rules.

2.7. Retirement Benefit

Gratuity shall be paid at the rate of one month's last basic pay for every
completed year of satisfactory service. The gratuity shall also be
payable to the nominee(s) of a GSP/ESP employee if he expires while in
service.

115
 3. Extension
3.1. Extension of services for GSP/ESP employee shall be granted by the
recruiting Agency.
3.2. GSP/ESP’s service may be extended/renewed with the consent of both
the Agency and the employee concerned for terms not exceeding two
years at a time.
3.3. Extension shall be granted only to those having a clean service history,
which shall not contain any record of indiscipline, adverse report,
misdemeanour, or any act that is considered as violation of the Civil
Service Code of Conduct and Ethics.
3.4. Performance shall be the main criterion for extension.

4. Termination of Service
4.1 A minimum of one month's notice shall be issued by the Agency /
Employee intending to terminate the service before expiry of the term
4.2 The services of a GSP/ESP employee shall be terminated without any
notice and payment of post-service benefits thereof, if the employee is
found guilty of an administrative offence by the Disciplinary
Committee.
4.3 A GSP/ESP employee shall be removed at any time if his service is not
required and/or when the Government decides to outsource the
service.

IN WITNESS WHEREOF I,  on behalf of the Agency and

I,………………………., the employee have hereto set our hands this
day and year.

SIGNED by the said contract employee 

day/month/year (affix legal stamp)

In the presence of 

116
SIGNED for and on behalf of the Agency:
day/month/year

In the presence of 

117
 ANNEXURE 6/4
GOVERNMENT OF BHUTAN
ROYAL CIVIL SERVICE COMMISSION
(Contract Extension Form for GSP/ESP)
1. Name: ________________________
2. CID:__________________
3. Date of Birth: __________________
4. Nationality: ____________________
5. Permanent Address: ____________________________________________________
6. Present Ministry/Agency/School: _________________________________________
7. Appointment under Present Contract Service:
a. Date of Appointment: _________________________________________________
b. Appointment Letter No.: ______________________________________________
c. Position: _________________________________
d. Pay Scale/Consolidated Pay: ________________
e. Basic Pay: ________________
8. Present Contract Term: from ____________________ to______________________
9. Contract Term Extension approved (in months): _______________________

During the contract extension period, the contract employee shall abide by the
terms and conditions accepted by him at the time of initial appointment as
revised based on mutual agreement. The new contract period shall be as
approved by the Agency concerned.

_____________ ______________ __________________

Signature of the Signature of HRO Signature of Head of Agency
Contract Employee

(Affix Legal Stamp) Name: Name:

118
 CHAPTER 7: BHUTAN CIVIL SERVICE EXAMINATION FOR
RECRUITMENT OF UNIVERSITY GRADUATES

7.1. Policy
7.1.1. Attract and select the most qualified and competent graduates
with right attitude.

7.1.2. Create an atmosphere of healthy and fair competition for

appointment in the Civil Service based on the principle of
meritocracy.

7.1.3. Comply with Section 47 of the Civil Service Act of Bhutan 2010,
which reads as

“The Commission shall recruit university graduates through

competitive examinations conducted in accordance with the
procedures laid down in the BCSR for initial appointments to
Professional and Management positions in Civil Service”.

7.2. Strategy
7.2.1. Ensure a rigorous and appropriate recruitment examination
system called the Bhutan Civil Service Examination (BCSE).

7.2.2. Appoint to regular service in Professional and Management

positions through the BCSE only.

7.2.3. Select candidates with the qualification of Bachelor’s Degree and

above for appointment based on requirement against approved
positions.

119
 7.2.4. Develop a body of career civil servants, which is dynamic,
professional and capable of succeeding in the higher echelon of
the Civil Service.

7.2.5. This Rule on recruitment, selection and appointment of graduates

shall also apply to [Link] and other professional Bachelors degree
holders from all in-country institutes.

7.2.6. BCSE for [Link] graduates shall be mainstreamed gradually.

7.3. Examination
7.3.1. The BCSE shall consist of the following two stages of examination:
[Link]. Stage I : Preliminary Examination (PE); and
[Link]. Stage II : Main Examination (ME).

7.3.2. Preliminary Examination (PE)

[Link]. The objective of PE shall be to short-list candidates for
the ME and ensure minimum standard required of a
candidate.

[Link]. A candidate shall be permitted to appear PE up to a

maximum of three attempts only.

[Link]. PE Papers shall be common to all categories of

graduates.

[Link]. PE shall be objective type questions to test English and

Dzongkha communication skills, logic and analytical,
problem solving and data interpretation abilities of the
candidates.

120
 [Link]. Only those candidates who achieve the minimum cut
off marks as decided by the RCSC, shall be eligible to
sit for the ME; and

[Link]. Marks obtained in the PE shall not be carried forward

to the ME and shall be valid only for that particular
year/examination.

7.3.3. Main Examination (ME)

[Link]. The objective of the ME shall be to test candidate’s core
competencies and subject/general knowledge for final
selection.

[Link]. A candidate shall be permitted to appear ME up to a

maximum of two attempts only.

[Link]. Candidates appearing the ME shall be grouped under

the following categories:
a) Post Graduate Diploma in Public Administration
(PGDPA);
b) Post Graduate Diploma in Financial Management
(PGDFM);
c) Post Graduate Diploma in Education (PGDE);
d) Technical including Post Graduate Diploma in
National Law (PGDNL); and
e) Dzongkha.

[Link]. ME shall consist of the following three parts with

corresponding weightage:
a) Part I: Academic Achievement 10%
b) Part II: Written Examination (WE) 70%
c) Part III: Viva Voce 20%

121
 [Link]. The RCSC shall review weightage for the three parts of
the examination from time to time, and make required
changes.

[Link]. The RCSC shall not declare a candidate’s result if he

has not appeared in all the three examination papers
and Viva Voce, and this shall be considered as one of
the two permissible attempts in the BCSE.

7.3.4. Academic Achievement

[Link]. Academic Achievement shall be the assessment of the
marks obtained in the Bachelor’s Degree from an
Institute recognised by the relevant authorities of the
Royal Government. In addition, a candidate shall be
required to produce both Class X and Class XII
academic transcripts as documentary evidence unless
specified otherwise.

[Link]. A candidate having more than one Degree shall have the
option to choose any one of the Degrees to be considered
for the assessment. However, the relevant degree shall be
considered for assessment where necessary.

[Link]. Only one Degree of the same level shall be accepted for
the assessment.

[Link]. In the case of a candidate whose result is based on a

letter grading system, the grades shall be converted to
percentage as per the conversion table given at
Annexure 7/1 if conversion value is not specified in the
transcripts issued by the University.

122
7.3.5. Written Examination (WE)
[Link]. The WE for graduates who qualify in the PE opting for
the PGDPA, PGDFM and PGDE shall sit for separate
examinations according to eligibility. The examination
shall comprise the following three papers for a duration
of three hours each:
a. Paper I : Dzongkha;
b. Paper II : English & General Knowledge; and
c. Paper III : Bhutan and its (i) Socio-Political
Institutions and (ii) Socio-Economic
Development since 1961.

[Link]. Each paper shall carry equal weightage and be

evaluated out of 100 marks and their aggregate shall be
converted to 70% of the ME.

[Link]. The Written Examination for technical graduates,

including law graduates opting for the PGDNL shall
comprise the following three papers:
a. Paper I : Language and General Knowledge
(Common Paper - 20%)
b. Paper II : General Subject Knowledge (Common
Paper for each professional group-
15%)
c. Paper III : Subject Specialisation Paper (Subject
specific – 35%)

[Link]. Each paper shall be evaluated out of 100 marks and

converted to the respective scale of 20% for Paper I,
15% for paper II and 35% for Paper III, and then added
to obtain the total marks.

123
 [Link]. The WE for Dzongkha graduates opting for appointment
in positions requiring Dzongkha specialisation and
teaching shall comprise of the following three papers:
a. Paper I : Dzongkha Language & General
Knowledge (20%)
b. Paper II : English Language & Current Affairs
(15%)
c. Paper III : Buddhist Studies (35%)

[Link]. Each paper shall be evaluated out of 100 marks and

converted to the respective scale of 20% for Paper I,
15% for Paper II and 35% for Paper III and then added
to obtain the total marks.

[Link]. The RCSC shall review the examination papers from

time to time to enhance its relevancy.

7.3.6. Viva Voce

[Link]. Viva Voce shall be based on an oral interview, bilingual

in both Dzongkha and English, to be conducted by a

Committee of five members (minimum) appointed by the

RCSC.

[Link]. The assessment shall be based on a total of 100 marks

and each Interview Committee Member shall assess
individually, except in areas where documentary
evidence is required, in which case marking for that
particular area shall be based on consensus.

7.4. Eligibility
A candidate shall:
7.4.1. Be a Bhutanese citizen;

124
7.4.2. Have attained at least 18 years and not be older than 35 years for
pre-service and 45 years for in-service candidates, on the last date
of online registration;

7.4.3. Have a minimum of Bachelor’s Degree with at least three years

duration from an Institute recognised by the relevant authorities
of the Royal Government in the relevant field with the exception
for the following:

[Link]. Candidates from Shedras who are awarded equivalent

Bachelors/Masters Degree in two years;

[Link]. With a minimum two-year Bachelors Degree acquired by

in-service candidates with minimum of Class X and
Certificate/Diploma of two years or more, if duly
validated by the Royal University of Bhutan/Bhutan
Accreditation Council/Bhutan Medical and Health
Council and other similar authorities empowered by an
Act of the Parliament, for in-service Civil Service
candidates; and

[Link]. With Masters Degree but without Bachelors Degree

approved by the RCSC for in-service Civil Service
candidates prior to 2nd September, 2007.

7.4.4. Meet the following subject requirements:

[Link]. PGDPA: Minimum of a Bachelor’s Degree in any field;

[Link]. PGDFM: Minimum of a Bachelor’s Degree in Commerce/

Economics/Finance/Accountancy (Honours)/ Economics
(Majors)/Business Administration /Business Management;

125
 [Link]. PGDE: Minimum of Bachelor’s/Master’s Degree with at least
one relevant subject prescribed for the Bhutanese School
Syllabus or Higher Educational Institute programmes and
has obtained the minimum qualifying marks in the subject
at the Bachelor's Degree examination, if prescribed; and

[Link]. PGDNL: Minimum of Bachelor’s Degree in Law.

7.4.5. Meet the minimum qualifying marks in the Bachelor’s Degree that
may be prescribed by the RCSC;

7.4.6. Have been a non-bachelor’s degree holder and voluntarily resigned

from the Civil Service; and

7.4.7. Have qualified in the PE to appear in the ME.

7.5. Disqualification
7.5.1. A candidate shall not be eligible to appear for BCSE if he has:
[Link]. A Bachelor’s Degree which is not full time, for all pre-
service candidates;
[Link]. Been convicted of a criminal offence;
[Link]. Been terminated or compulsorily retired from the Civil
Service, Government Corporation/Project;
[Link]. Voluntarily resigned from the Civil Service with Early
Retirement Scheme (ERS) benefit;
[Link]. Voluntarily resigned from the Civil Service while he had
a Bachelor’s Degree;
[Link]. Been adjudged by a competent medical authority as
mentally unsound;
[Link]. Already appeared the BCSE-PE thrice and/or
CSCE/BCSE-ME twice;

126
 [Link]. Intentionally given false statements or used fraudulent
practices in Academic/Civil Service Examinations;
[Link]. Used fake/forged documents;
[Link]. Failed to furnish testimonials as required under this
Rule;
[Link]. Been previously selected for the Civil Service but
dishonoured the appointment;
[Link]. Failed to produce NOC from the employer to appear the
BCSE, if employed;
[Link]. Participated in politics and not completed the required
“cooling off” period of three years; and
[Link]. Been otherwise disqualified for appointment by the
Government.

7.6. Registration for Examination

7.6.1. A graduate wishing to appear for the BCSE shall register online at
[Link].

7.6.2. Registered candidates shall be provided with information on the

venue, date and time of the PE.

7.6.3. Candidates who qualify in the PE shall be required to report in

person for verification and confirmation for the ME with the
following documents in original as well photocopies:
[Link]. Bhutanese Citizenship Identity Card;
[Link]. Must have applied for Security Clearance Certificate
online, which the official Focal Person of the RCSC shall
verify;
[Link]. Class X transcripts;
[Link]. Class XII transcripts;
[Link]. Degree certificate/provisional certificate and academic
transcripts;

127
 [Link]. Medical fitness certificate issued by a competent RGoB
medical doctor;
[Link]. Merit/other certificates (if any); and
[Link]. No Objection Certificate from the employer, if employed.

7.6.4. A graduate in medical and health profession shall produce a

certificate of registration from the Bhutan Medical and Health
Council (BMHC).

7.6.5. Degree marks shall be confirmed with the candidates during the
registration for the purpose of calculating academic weightage.

7.6.6. The name of the candidate who meets all the requirements shall
be recorded and the candidate concerned shall sign against his
name. Only then shall the candidate who qualifies in the PE be
considered as confirmed to appear for the ME.

7.6.7. Confirmed candidate shall be issued an Admission Card, which

shall be used for both the WE and Viva Voce. The card shall have
a photograph of the candidate with the RCSC stamp, allotted roll
number, year of the examination and signature of the candidate.
The name of the candidate shall not be mentioned.

7.6.8. A candidate shall be fully responsible for the Admission Card

issued to him and maintain strict confidentiality of his roll
number.

7.7. Conduct of Candidate

7.7.1. During the WE, a candidate shall:
[Link]. Reach the examination hall at least 15 minutes before
the scheduled time for examination;

128
 [Link]. Wear the national dress;

[Link]. Be allowed entry into the examination hall only on

production of the CID card for the PE and Admission
Card for the ME;

[Link]. Be searched before entering the hall or on re-entry after

going out of the hall during the examination;

[Link]. Not bring any article, electronic devices, document or

written material of any form inside the hall, except the
Admission Card, ink, pen, pencil, eraser and non-
programmable calculator (if required);

[Link]. Have substantial space around his seat for the

examination to prevent any communication with
others;

[Link]. Conform his behaviour to the Code of Conduct and

Ethics prescribed under this Rule;

[Link]. Not canvass for getting favour in the examination in

any manner;

[Link]. Not talk, consult, whisper, smoke, eat or indulge in any

unacceptable behaviour in the examination hall; and

[Link]. Not give or leave any identification marks on the written

answer sheet(s) other than the allotted roll number.

7.7.2. Non-compliance to the above rules shall result in debarring of the

candidate from the present as well as future BCSE.

129
 7.7.3. Any breach of rules during the examination by a candidate shall
be reported in writing to the RCSC by the Chief Invigilator. Such a
candidate shall be liable for disciplinary action by the RCSC.

7.8. Administration
7.8.1. The Agencies shall be responsible for submitting
graduate requisition against approved positions to the
RCSC on annual basis in June of each year, unless
specified otherwise as per Annexure 7/2.

7.8.2. The RCSC shall prioritise graduate vacancies against

approved positions based on the requisition of the
Agencies.

7.8.3. The RCSC shall widely publicise the BCSE through

media allowing at least one month for registration. The
announcement shall specify all relevant information on
the examination including the following:
[Link]. Vacancies in the Civil Service;
[Link]. Eligibility as well as the disqualification
criteria;
[Link]. Documents required;
[Link]. Registration process and schedule;
[Link]. Schedule and venue for registration,
briefings, distribution of Admission Cards,
PE and ME centres, declaration of PE and
ME results, selection and placement of
candidates; and
[Link]. Selection and placement procedures.

130
7.8.4. The RCSC shall prescribe general standards and
guidelines for the PE and ME.

7.8.5. The RCSC shall call upon any entity or official in the
Government to assist the Commission in the
preparation and conduct of BCSE, including facilities.

7.8.6. The question setters, invigilators, evaluators and

interview Committee members and others so appointed
shall be paid honorarium as approved by the RCSC.

7.8.7. The question setters, evaluators and interview

Committee members shall declare Conflict of Interest to
the RCSC in the prescribed format given at Annexure
3/1.

7.8.8. The RCSC shall appoint a Registration Team

comprising representatives of relevant Agencies to
assist in the smooth conduct of the BCSE.

7.8.9. The RCSC shall coordinate deployment of security

personnel, if required.

7.8.10. Registered applicants shall be provided with

information on the BCSE, vacancies and code of
conduct before the PE.

7.8.11. The RCSC shall facilitate with appropriate logistics

arrangements for physically and visually challenged
candidates.

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 7.8.12. Agency shall facilitate leave for in-service candidates to
appear BCSE. However, they shall not be entitled to
TA/DA.

7.9. BCSE Management Committee

7.9.1. The RCSC shall establish a BCSE Management Committee
comprising members from all Divisions/Services in the
Secretariat.

7.9.2. The BCSE Management Committee shall be responsible for the

coordination and management of the examination as per the
delegation of authority by the RCSC including the following:
[Link]. Verification of documents;
[Link]. Registration of candidates;
[Link]. Distribution of Admission Cards to candidates;
[Link]. Examination related logistics;
[Link]. Invigilation duty;
[Link]. Compilation of results;
[Link]. Verification of results; and
[Link]. Placement of candidates.

7.9.3. The BCSE Management Committee shall function under the

overall guidance of the Commission.

7.10. Invigilation, Evaluation and Interview

7.10.1. Invigilation during WE
[Link]. The RCSC shall appoint Invigilators for proper
conduct of the WE. Invigilators shall comprise
qualified civil servants, one of whom shall be
designated as the Chief Invigilator for the centre.
They shall keep strict vigilance and carry out their

132
 responsibility sincerely and without any fear or
favour.

[Link]. The RCSC shall provide the required number of

copies of the list of registered candidates to the
Chief Invigilator for information and use as
attendance lists for WE. The list shall have the
following information:
i. Roll number of each candidate listed serially;
ii. CID number;
iii. Provision for signature by the candidate at
the time of entry into the examination hall;
iv. The date, time and subject of the Written
Examination of the particular paper; and
v. Provision for dated signature of the Chief
Invigilator, before submission of the list to
the RCSC.

[Link]. Chief Invigilator shall:

a. Be responsible for ensuring admission of
only the registered candidates to the
examination hall after verifying the roll
number and admission cards and sealed
photographs on them, and in accordance
with the provisions of this Rule;

b. After confirming the identity of the

candidate, cause the candidate to sign the
attendance list in front of him, before
allowing him entry into the examination hall;

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 c. Ensure proper conduct of the WE and proper
behaviour of the candidates as provided in
this Rule;

d. Direct and supervise all Invigilators to

ensure proper conduct of examinations;

e. Hand over the attendance lists and answer

papers in sealed covers to the RCSC,
immediately after completion of the
examination for each paper; and

f. Submit a written report to the RCSC at the

end of the examinations.

7.10.2. Setting Questions and Evaluating Answer Papers of WE

[Link]. The RCSC shall appoint qualified officials/persons as
resource persons to set the question papers as well as
to evaluate the answer papers.

[Link]. The RCSC shall maintain question item bank.

[Link]. The evaluation of PE shall be carried out by Optical

Mark Reader (OMR).

[Link]. The evaluation of WE papers shall be on the basis of

roll numbers and not by disclosing the identity of the
candidate by name.

[Link]. The setting of question papers and evaluation of answer

papers shall be conducted in strict secrecy. Any breach
of the confidentiality of these processes by any

134
 official/person involved shall result in disciplinary
action as per the undertaking executed with the RCSC.

[Link]. Re-evaluation of answer papers shall not be permitted,

except recounting.

[Link]. Recounting of answer papers shall be charged a fee of

Nu. 300/- per paper.

7.10.3. Conduct of Viva Voce

[Link]. The Viva Voce shall be conducted by a Committee
comprising a minimum of five members, one of whom
shall be designated as the Chairperson.

[Link]. The Committee Members and Chairperson shall be

appointed by the RCSC.

[Link]. The Viva Voce shall be conducted on the basis of roll

numbers.

[Link]. Each member shall use the assessment form given at

Annexure 7/3(a). The Chairperson of the Committee
shall, ensure results are compiled in the format given at
Annexure 7/3(b).

7.10.4. Declaration of Result and Follow Up

[Link]. Results for the three parts of the examination shall be
confidentially compiled so that information about the
marks obtained by a candidate in other parts of the
selection process is not available to the
Evaluators/Interview Committee Members.

135
 [Link]. The RCSC shall declare results of the PE within 21 days
from the date of the examination.

[Link]. The final results of the ME, ranked in order of merit

shall be announced within one month from the last day
of Viva Voce.

[Link]. Public announcement of results shall be by the roll

numbers.

[Link]. The RCSC shall preserve all records of the examination

results.

[Link]. Answer scripts and registration documents shall be

preserved for one year or till the conduct of the next
exam, whichever is later.

[Link]. A candidate shall be given opportunity to appeal to the

RCSC only once for each paper for review of the
examination result within 10 working days from the
date of declaration of the result and outcome of the
appeal shall be delivered within seven working days
from the last date for submission of Appeal.

7.11. Annual Intake

7.11.1. The annual intake shall be decided by the RCSC based on
requirement against approved positions and supply of qualified
candidates.

7.12. Selection, Placement and Appointment

7.12.1. To be eligible for selection, a candidate shall be required to obtain
at least 50% average mark in the BCSE ME.

136
7.12.2. Placement of qualified candidates shall be based on the following
criteria:
[Link]. Merit ranking of the BCSE results for the respective
examination category; and
[Link]. Availability of vacancy.

7.12.2. Placement of an in-service candidate from/to a Constitutional

Office shall be decided in consultation with the Office concerned.

7.12.3. Priority shall be given for placement of an in-service candidate in

his Agency.

7.12.4. If a selected candidate withdraws his candidature before the start

of the PGD Course or within one month from the date of
appointment for direct appointees, the vacancy shall be offered to
the next qualified candidate in order of merit.

7.12.5. Candidate shall be given the opportunity to appeal to the

Appellate Authority/Administrative Tribunal for review of the
placement result within 10 working days from the date of
declaration of the placement result.

7.12.6. Candidate selected for PGD Course shall successfully complete the
respective course at the Institutes/Colleges designated by the
RCSC as a pre-service course before his appointment in the Civil
Service.

7.12.7. The requirement of two years of service excluding probation period

for long-term training shall not apply to in-service candidates
selected for PGD courses.

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7.12.8. On successful completion of the PGD course, the candidate shall
be appointed against a vacant position and shall be assigned
appropriate position valued at Position Level P5.

7.12.9. Appointment of PGD candidate shall be against approved vacant

positions based on:
[Link]. Merit ranking of BCSE (75%) and Post Graduate
Diploma course (25%); and
[Link]. Subject relevancy to the extent possible.

7.12.10. Candidates with Master’s Degree appointed as Assistant Lecturers

in tertiary institutes shall be appointed in Position Level P4.

7.12.11. A law graduate on successful completion of the PGDNL shall be

appointed in Position Level P4.

7.12.12. A technical graduate selected in the BCSE shall be appointed in

Position Level P4/P5.

7.12.13. Seniority and Position Level for in-service candidates selected

through BCSE shall be protected.

7.12.14. A candidate selected for appointment shall execute an

undertaking of adherence to the Code of Conduct and Ethics and
undertake an Oath of Allegiance as per Annexure 4/3.

7.12.15. A candidate appointed in the Civil Service is expected to serve in

the rural areas. Such candidates who have served in rural areas
shall be given weightage during the selection through open
competition for promotion and long-term training.

138
7.13. Orientation and Probation
7.13.1. A technical graduate selected for appointment shall be required to
undergo an orientation programme to be organized by the RCSC
along with other direct appointees.

7.13.2. A candidate selected for appointment in the Civil Service shall

undergo an Induction Programme of appropriate duration during
the probation organized by the Agency.

7.13.3. A candidate shall initially be placed on probation for a period of

one year and during probation, the provisions of Chapter 4 on
Recruitment, Selection and Appointment - Regular Civil Service
Rules and Regulations of the BCSR shall apply.

7.13.4. An in-service candidate selected through BCSE shall be treated

same in terms of training with the rest without having to serve
probation provided he has already completed one year probation.

7.14 Obligation
7.14.1 A candidate appointed through BCSE shall be obliged to serve a
minimum of four years of active service or completion of training
obligation, whichever is higher;

7.14.2 A civil servant resigning before fulfilling Section 7.14.1 obligation

shall forfeit his post-service benefits, except Provident Fund and
Group Insurance Scheme benefits.

7.15 Eligibility of Non-select BCSE Graduates for recruitment by Agencies

7.15.1. Pre-Service Candidates
[Link] Candidates who meet the cut-off percentage of the
BCSE ME result but “not selected” shall be issued
“Certificate of Eligibility” by the RCSC for possible

139
 recruitment by Agencies to S1 positions in Supervisory
and Support Positions. List of such candidates shall
also be maintained and shall be available on the RCSC
website.

[Link] “Certificate of Eligibility” for recruitment to S1 positions

shall be valid for two years from the date of issue of
Certificate of Eligibility. Recruitment of eligible
graduates by Agencies shall be as per Chapter 4 on
Recruitment, Selection and Appointment – Regular Civil
Service Rules and Regulations of the BCSR.

[Link] The above shall apply only to the General Graduates

who appear ME for PGDPA, PGDFM & PGDE
examination categories.

7.15.2. In-Service Candidates

[Link]. Candidates who meet the cut-off percentage of the
BCSE ME result but “not selected” shall be issued
“Certificate of Eligibility” by the RCSC for possible
recruitment by Agencies.

[Link]. General graduates shall be appointed in S1 positions in

Supervisory and Support Positions through open
competition irrespective of their current Position Levels.

[Link]. Technical graduates shall be appointed in one Position

Level lower than those selected through the BCSE (S1
for P5, P5 for P4 selects).

[Link]. Certificate of Eligibility shall be valid for two years from

the date of issue.

140
 [Link]. A candidate appointed shall not be required to serve
probation provided he has already completed one year
probation.

7.16. ‘RCSC-Select Graduates’ are those university graduates selected through

National Level Graduate Recruitment Examinations or those recruited
into the Civil Service prior to the introduction of such examinations. It
is determined as per Annexure 7/4.

141
 ANNEXURE 7/1

CONVERSION TABLE

Grading Marks in %

A+ = 80
A = 75
A- = 70
B+ = 65
B = 60
B- = 55
C+ = 50
C = 45
C- = 40
D = 35

Note: This table shall be used when such conversion is not provided in the
academic transcripts.

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 ANNEXURE 7/2
ANNUAL GRADUATE REQUISITION FORM
FOR THE YEAR ………………
MINISTRY/AGENCY: ……………………….
Current Staffing Status: Officers Level (P2 - S1)

Division/
Department
Section No. No.
Difference (Approved - Existing)
Approved Existing

TOTAL

Graduate Requisition For (P4/P5):

Division/
Department No. Qualification
Section Position Title
required Required

REQUISITION TOTAL

NOTE: The above annual graduate requisition shall supersede all the earlier
requisitions submitted to the RCSC and this shall remain valid till the next
annual graduate requisition is submitted in June of the following year.

Reference:
HR Committee meeting held on _____________.

Prepared by: Chairperson of HR Committee:

Signature: Signature:
Name: Name:
Position Title: Position Title:
Date: Date:

143
 ANNEXURE 7/3(a)
ROYAL CIVIL SERVICE COMMISSION
Bhutan Civil Service Examination
Interview Form

Registration No. : _____________________

Exam Category : _____________________

Marks
Sl. No. Factors Marks
Awarded
1.
MANNER & DISPOSITION 05

LANGUAGE PROFICIENCY
a) Dzongkha 10
2. b) English 10
d) Others*- Major Bhutanese dialects/
languages and regional/ international 05
languages
3. INTELLIGENCE, ABILITY & COMPETENCE
a) Professional subject knowledge 10
b) General awareness 10
c) Presentation skills (organisation of thoughts) 10
d) Analytical ability 05
e) Promptness in comprehension and clarity in
10
expression
f) Confidence 05
4. EXTRA CURRICULAR ACTIVITIES** 10
5. ACADEMIC AND OTHER ACHIEVEMENTS ** 10
Total marks 100
* Marking based on consensus of the Committee members
** Marking based on documentary evidence and consensus of the Committee
members.

Place: ___________________________________
Date: (Name of the Committee Member & Signature)

144
 ANNEXURE 7/3(b)
ROYAL CIVIL SERVICE COMMISSION
BHUTAN CIVIL SERVICE EXAMINATION
................ [YEAR]
ASSESSMENT FORM FOR INTERVIEW

Candidate’s Registration No. : …………………………

Sl. Name of the Board Member Total Marks

No. Marks Awarded

1. (Chairperson) 100

2. (Member) 100

3. (Member) 100

4. (Member) 100

5. (Member) 100
Total 500

Percentage of marks in the interview ………………………………………

Verified & Certified by:

Place: Signature:
Date: Name of Chairperson:

145
 ANNEXURE 7/4

DETERMINATION OF ‘RCSC-SELECT GRADUATES’

Graduate
Select Graduates Remarks
Category
Graduates who joined
Civil Service prior to No examination
1983
RCSC Officers' Selection Examination
introduced in 1983 for recruitment of all
university graduates interested to join the
Civil Service.
Graduates selected
Later, upon delegation by the RCSC,
General through National
separate examinations for finance officers
Graduates Level Graduate
(AC - Finance) was introduced by RIM and
Recruitment
for teaching (TC) by Education
Examination and
Department.
joined Civil Service
Graduate recruitment centralized by the
from 1983 onwards
RCSC and selected through the Civil
Service Common Examination (CSCE) from
2005 - 2009 and Bhutan Civil Service
Examination (BCSE) from 2010 onwards
Graduates who
joined Civil Service No examination
prior to 1983
Graduates selected
through National
Level Graduate From 1983 - 2007, Dzongkha graduates
Recruitment were required to appear examination along
Dzongkha Examination and with general Graduates.
Graduates joined Civil Service
from 1983 - 2007

Graduates selected Separate Examination for Dzongkha

through CSCE in graduates introduced in 2008 specifically
2008 & 2009 and for those interested to join teaching and
BCSE from 2010 positions in the Agencies (non-teaching)
onwards requiring Dzongkha graduates.

146
 Graduates who
joined Civil Service
prior to 2006
No examination
[Link] who joined
Civil Service prior to
2010
Graduates selected
through CSCE from
2006 to 2008 and Examination for all technical graduates
BCSE from 2010 was introduced in 2006
onwards including
in-service engineers
from CST, RUB

[Link] selected by Selection of [Link] introduced in 2010 and

Technical MoE in 2010 and the first batch was selected by MoE as
Graduates BCSE 2011 delegated by the RCSC. Taken over by the
onwards. RCSC from 2011 onwards.

In-service graduates Selection of in-service candidates with

from in-country bachelors from in-country
institutes/ colleges institutes/colleges starting with [Link] from
selected through CNR and B.P.H from RIHS through BCSE
BCSE from 2012 introduced in 2012.
onwards.

In-service Selection of in-service candidates with

candidates with masters degree but without bachelors
masters degree but degree through BCSE started in 2012.
without bachelors
degree selected
through BCSE from
2012 onwards.

NOTE:
1. For a civil servant who upgraded his qualification to a Bachelors'/Masters’
Degree as an in-service candidate, the year of graduation is being referred, to
determine whether he is to be considered as a ‘RCSC-Select Graduate’

2. Militia Officers (1989-1990) are treated as ‘RCSC-Select Graduate’

147
148
 CHAPTER 8: PRE-SERVICE TRAINING

8.1. Policy
8.1.1. Ensure that a new recruit is properly inducted into the Civil Service
with appropriate skills, knowledge and competence required by the
position.

8.1.2. Meet the requirement of trained and competent human resources

for the Civil Service market.

8.2. Strategy
8.2.1. Specific pre-service training shall be identified by the Agency
concerned in the Recruitment Plan of the Five Year Plans.

8.2.2. Agency shall set aside budget for pre-service training.

8.2.3. Select candidates through merit-based and transparent system.

8.2.4. A Monitoring and Evaluation System shall assess training

impact and make necessary interventions.

8.2.5. Agency shall forecast its medium and long-term professional HR

requirements annually and submit to the RCSC by October,
which shall be further assessed before submitting to the MOE.

8.3. Application
In this Rule, the term pre-service training shall apply to academic and non-
academic training that provides professional foundation and skills to:
8.3.1. Those candidates who have been selected through the Bhutan Civil
Service Examination (BCSE) for PGDPA, PGDFM, PGDNL, PGDE

149
 and such other courses to be approved by the RCSC from time to
time; and
8.3.2. Those candidates who have been selected by the RCSC to undergo
professional and other courses on scholarship.

8.4. Approving Authority

8.4.1. The RCSC shall be the authority to approve training courses related
to Section 8.3.1 for the Civil Service. To this end, Agency concerned
shall forward the application for introduction of a new training
programme to the RCSC in the prescribed format given at Annexure
8/1.

8.4.2. The RCSC shall recommend stipend rates for candidates under
Section 8.3.1 above.

8.5. Eligibility
A candidate applying for pre-service training shall be a Bhutanese citizen and
shall be required to fulfill the specific eligibility criteria prescribed by the
RCSC/RUB/MoE/Agency for the respective training.

8.6. Disqualification
A candidate shall not be eligible for training if:
8.6.1. He has discontinued a training programme for reasons within his
control;

8.6.2. His previous training was terminated by the RCSC/Agency/Institute

for violation of training and/or other related rules and regulations;

8.6.3. He has been convicted of a criminal offence;

8.6.4. He has been previously selected for training but has dishonoured
the selection;

150
 8.6.5. He has been approved for another training/scholarship; and

8.6.6. He has been nominated/short-listed for another training

programme, pending the declaration of result.

8.7. Entitlement
8.7.1. Stipend shall be paid at the rates approved by the Government.

8.7.2. TA/DA shall be paid by the Institute concerned to candidates while

on field trip at the rates approved by the Government.

8.7.3. Annual vacation and holidays shall be granted as per the schedule
of the Institute for which stipend shall be paid, subject to a
maximum of one month.

8.7.4. Uniform/Uniform Allowance, if required for the particular training

programme shall be provided.

8.7.5. Book Allowance for ex-country training shall be paid.

8.7.6. An in-service ‘RCSC-Select Graduate’ undergoing a pre-service PGD

course shall not be eligible to receive his regular remuneration and
benefits, but be entitled to the same benefits as pre-service
candidates only.

8.8. Requirement during Training

8.8.1. Obligation of a candidate during training:
A candidate shall conform to the rules and regulations of the
Institute.

8.8.2. Obligation of the Institute/Agency

151
 [Link]. The RUB/MoLHR/MOE/Agency shall maintain the list of
candidates along with the duly completed pre-service
training form prescribed by the RCSC/Agency upon
selection to the programme.

[Link]. The Agency concerned shall forward the list of candidates

(selected for appointment in the Civil Service) for the non-
academic training to the RCSC along with the duly
completed pre-service training form prescribed by the
RCSC upon enrolment to the programme.

8.9. Repetition, Extension and Termination

8.9.1. Repetition, extension and termination of a candidate from the
training shall be as per the rules stipulated by the RCSC/
MoE/RUB/Institute/Agency.

8.9.2. A candidate shall not be allowed to repeat or extend training if he

discontinues for reasons within his control.

8.10. Obligations
A candidate shall:
8.10.1. Pursue the course and complete it within the duration specified;

8.10.2. Not change to another course;

8.10.3. Abide by all the rules and regulations of the Royal Government and
the Institute concerned;

8.10.4. Not discontinue the course and/or leave the institute prior to
completion of the course without a written consent from the
Institute concerned. However, written consent of the RCSC is

152
 required for the graduates selected through the BCSE and
undergoing PGD courses;

8.10.5. Submit academic transcript/certificate to the Agency concerned;

8.10.6. Upon selection and appointment in the Civil Service, he shall serve
the Government for a minimum period of two times the duration of
the course; and

8.10.7. Pay to the Government an amount equal to two times the expenses
incurred by the Government/Agency on the training if he has:

[Link]. Discontinued the course for a reason within his control;

or

[Link]. Failed to serve the Government two times the duration of

the course upon completion of training.

8.11. Undertaking
8.11.1. An undertaking shall be signed by a candidate and his guarantor
stating that he or the guarantor shall pay to the Government an
amount equal to two times the expenses incurred on the
particular training if:

[Link]. He discontinues the training for reasons within his

control; and

[Link]. He fails to abide by the terms and conditions specified

in the Undertaking.

8.11.2. A candidate undergoing a training programme for a duration

above six months shall sign the Undertaking.

153
8.11.3. The Undertaking shall be enforced by the RCSC/Institute for
academic Postgraduate Courses such as Public Administration,
Financial Management, Education and National Law as per the
terms and conditions given at Annexure 8/2.

8.11.4. A guarantor must be acceptable to the Agency/RCSC.

8.11.5. The Undertaking shall be enforced by the Agency concerned for

academic post Class XII training.

8.11.6. If a candidate fails to pay double the expenditure, his guarantor

shall be liable to make the payment to the Government. If the
guarantor fails to adhere to the Undertaking, legal actions shall be
initiated in accordance with the undertaking and the law of the
country.

154
 ANNEXURE 8/1

APPLICATION FOR INTRODUCTION OF AN IN-COUNTRY LONG-TERM

TRAINING PROGRAMME

To be completed by the Agency:

1. Name of the Training :

2. Objective of the Training Programme * :
3. Level :
4. Duration :
5. Proposed date of commencement :
6. Proposed date of completion :
7. Name of Institute and location :
8. Intake capacity :
9. Entry qualification :
10. Other facilities in the institute :
11. Name of Head/In-charge of Institute :
12. Any other information :

* Please attach the training proposal

Signature of the Head

Date: of Institute/Department

155
 RECOMMENDATION OF THE AGENCY

Date: Signature
TO BE COMPLETED and Approved BY THE ROYAL CIVIL SERVICE
COMMISSION

1. Major Occupational Group :

2. Subgroup :
3. Position :
4. Position Level :

( )
Date: for the Royal Civil Service Commission

156
 ANNEXURE 8/2
UNDERTAKING
I,…………………………………..(Name of Candidate), CID. No…………..,
son/daughter of ………….…………………….(Name of Parents) hereby accept the
offer of scholarship from …………………………… (Mention sponsoring
Agency) for studies in…… (Mention the course)
in… (Mention institute/university and country) for a duration of 
I hereby undertake to:
1. Pursue the course and complete it within the duration specified.
2. Not change to another course.
3. Abide by all rules and regulations of the Royal Government and the institute
concerned.
4. Not discontinue the course and/or leave the institute prior to completion of
the course without written consent from the Agency concerned.
5. Complete my training/studies and serve the Government for a minimum
period of two times the duration of the course.
6. Pay to the Government an amount equal to two times the expenses incurred
by the Government/Agency on the training if:
6.1 I discontinue the training for a reason within my control; or
6.2 I fail to produce academic transcript/certificate; or
6.3 I fail to serve the Government two times the duration of the course, if
required.
I hereby do confirm that I have been briefed on all rules governing my training
and I have understood them, including the implications and consequences of
deviating from them.

In particular, I understand that in the event that I do not adhere to any one of the
above stated conditions, I and/or my guarantor shall be liable for legal action by
the Government.
Sd/-
Place: (Affix Legal Stamp)
Date:

157
 Name & Office address

Caution: This is an important legal document and therefore, should be executed

after clearly understanding all the responsibilities, liabilities and
implications.

In the event of any failure on the part of the above named person to abide by this
undertaking, I, ……………………..(Name of Guarantor), CID. No…………….
resident of  hereby undertake to refund to the Government the
stipulated amount or accept my liability to any other penalty as may be decided
by the Government.

In the event that I do not adhere to the above, I understand that I shall be liable for
legal action by the Government.

Sd/-
Place: (Affix Legal Stamp)
Date: Name of Guarantor: 
Relation with the candidate: …
Occupation: …..
Present address:……
Permanent Address: ……
Mailing address: ..
Witnesses:
1 Signature …………….Name……………………………CID. No…………
2) Signature ……………...Name……………………………CID. No…………

158
 CHAPTER 9: IN-SERVICE TRAINING

9.1. Policy
9.1.1. Equip civil servants with the right qualifications, skills, knowledge
and right attitude to achieve organisational objectives.

9.1.2. Enhance performance of civil servants and provide a high standard

of professional services to the public.

9.1.3. Facilitate continuing education for civil servants to enhance

qualifications and knowledge for career progression.

9.1.4. Promote a balanced and sustainable human resource development

through optimal use of scarce resources.

9.1.5. Ensure distribution of all training opportunities on equal and just

basis and are implemented through a merit-based and
transparent system.

9.1.6. Optimise returns in terms of service to the RGoB from investments

made on trainings of civil servants.

9.1.7. Reduce brain drain from the Civil Service.

9.2. Strategy
9.2.1. “The Commission shall assess the general training and higher
education (degree and diploma) needs of civil servants, formulate
projects and implement them both within and outside the
country”.

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9.2.2. “Agencies shall assess their own specific training needs, formulate
appropriate plans and implement them” in accordance with the
procedures prescribed in this Rule.

9.2.3. Human resource development shall be a shared responsibility

between the Government and civil servant.

9.2.4. Training shall be identified in the Civil Service Human Resource

Master Plan through Organisational Development Exercise.

9.2.5. Mid-term Review of the Civil Service HR Master Plan shall be

conducted to respond to the changing priorities of the Agency.

9.2.6. The Agency shall identify critical skills and set aside a specified
portion of budget for in-country staff training for at least 10 days a
year and shall provide equal opportunities to all relevant
employees.

9.2.7. All Scholarships shall be made available in an open and

competitive manner.

9.2.8. All training offers for the Civil Service shall be routed through the
RCSC.

9.2.9. Agency shall ensure effective succession planning while

implementing long-term training programmes.

9.2.10. Civil servants shall avail in-country training to the extent possible.

9.2.11. Monitoring and Evaluation System shall be instituted to assess

training impact and make necessary interventions.

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 9.2.12. The performance of a civil servant undergoing long-term training
shall be monitored and assessed for the purpose of HR actions.

9.2.13. The RGoB shall not fund ex-country Bachelor’s Degree programme
for civil servants.

9.2.14. An eligible civil servant, without requiring to resign, shall be allowed

to pursue Bachelor’s Degree but his position shall not be protected
and completion of degree shall not entail automatic enhancement of
Position Level. However, his current Position Level shall be
protected.

9.2.15. RGoB shall fund only Ph.D. programmes that are reflected in the
Civil Service HR Master Plan. Position of a civil servant
undertaking such approved programme only shall be protected.

9.3. Category of Training

9.3.1. The category of training shall be as follows:

[Link]. Short-term training, six months and below; and

[Link]. Long-term training, above six months.

9.4. Short-term Training

9.4.1. Short-term training shall apply to:
[Link]. Counterpart Training;
[Link]. Attachment and Internship;
[Link]. Study Tour/Institutional Visit;
[Link]. Certificate and Diploma; and
[Link]. Seminar/Workshop exceeding five days.

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9.4.2. Short-term training for all positions shall be approved by the HR
Committee of the Agency concerned and be implemented as per
Annexure 9/1.

9.4.3. Eligibility
[Link]. Should have completed probation, except for in-country
orientation/induction/professional training programme.

[Link]. Should have completed at least six months since the last
short-term training and one year since the last long-term
training.

[Link]. Should not have been nominated/short-listed for another

training programme, pending declaration of result.

[Link]. Should be a regular civil servant and not on contract.

[Link]. Should have at least six months to serve before

superannuation.

9.4.4. Entitlements
[Link]. A civil servant undergoing ex-country short-term training
for a duration of 30 days or less shall be entitled to full
DSA for the first 15 days and 50 percent DSA thereafter.
If duration of training exceeds 30 days, a civil servant
shall be paid stipend for the entire duration.

[Link]. The travel time from the home country to destination

shall be excluded for the purpose of calculating the total
number of days for training and DSA shall be paid at the
rates approved by the Government.

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[Link]. Allowance of any form, except salary revised as
allowance, shall be paid only if the training period is 30
days or less.

[Link]. A civil servant who is required to halt in transit for eight

hours or more for the next flight while on training
outside the country shall be paid DSA.

[Link]. DSA shall be paid for the actual period of halts required
for processing visa and it shall be paid at the
Government rates.

[Link]. Payment of DSA for enforced halts shall be limited to two

days for a round trip, besides halts in transit.

[Link]. DSA or related expenses shall not be paid by the

Government during training when the same are paid by
the donor.

[Link]. Notwithstanding Section [Link], a civil servant shall be

reimbursed visa fee, passport fee and airport tax on
production of original receipts/documents.

[Link]. If a civil servant on training is provided with airfare,

room and meals by the donor/sponsor, 20 percent DSA
shall be paid for training of 30 days or less and 20
percent stipend when the duration exceeds 30 days to
cover incidental expenses.

[Link]. If a civil servant on training is provided with airfare and

room by the donor/sponsor, 50 percent DSA shall be
paid for training of 30 days or less and 50 percent

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 stipend when the duration exceeds 30 days to cover
incidental expenses.

[Link]. For an in-country short-term training, a civil servant

shall be entitled to normal TA/DA for travel and DSA
/stipend for the duration of training in accordance with
Annexure 9/2.

[Link]. Entitlement for in-country training shall be admissible

only if the training is availed from an Institute recognised
by the RCSC/Ministry of Labour and Human Resources.

9.4.5. A civil servant shall not avail any form of leave to attend any short-
term training.

9.4.6. HR Committee shall ensure that only relevant officials are

nominated for training.

9.4.7. HR Committee shall rationalise on the frequency of a civil servant’s

training.

9.4.8. The Ministry of Foreign Affairs is responsible for high-level official

delegations representing the country on regional and international
issues. The Ministry may issue guidelines on the eligibility criteria
and procedures for processing nominations for such cases to ensure
uniformity in application.

9.4.9. Appropriate penalties shall be imposed for the following

offences/violations:
[Link]. Non-fulfillment of training gap
[Link]. Training availed without approval
[Link]. Others (irrelevant course; during probation; not reporting

164
 on time; not attending the approved training)

9.5. Long-term Training

9.5.1. Long-term training shall apply to:
[Link]. Postgraduate courses;
[Link]. Undergraduate courses;
[Link]. Diploma/Certificate courses; and
[Link]. Attachment/Internship/Fellowship programmes.

9.5.2. Modes of long-term training

[Link]. Full-time on Campus, which is an arrangement for
availing training by attending the course full-time on
campus.

[Link]. Mixed Mode, which is an arrangement for availing a

training by attending the course on and off campus as
follows:
a. For ex-country – Ph.D. only; and
b. For in-country – Master’s Degree, PG Diploma,
Bachelor’s Degree, Diploma and Certificates.

[Link]. Part-time Class, which is an arrangement for availing

training by attending the course after office hours and is
limited to in-country programmes.

9.5.3. Approving Authority

All long-term trainings shall need approval of the RCSC.

9.5.4. General Rule

[Link]. The relevance and level of officials for the training
programmes shall be determined strictly by the Agency.

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 [Link]. Service protection shall be ensured for civil servants on
long-term training programmes, which are directly
relevant to the candidate’s current position.

[Link]. The Agency concerned shall be made primarily

accountable while the individual civil servant shall be
required to refund the expenditure incurred on his
training based on circumstances.

[Link]. If the Agency has approved any training not relevant to the
position of the official, the RCSC shall revoke the approval.

[Link]. A civil servant pursuing Continuing Education (Class XII

and below) through part-time mode (after office hours)
shall inform his Agency.

9.5.5. Eligibility
A candidate shall:
[Link]. Be a Bhutanese citizen;

[Link]. Have rendered a minimum of two years of service,

excluding the probation period at the time of
commencement of course to avail a long-term training
for the graduates selected through Bhutan Civil Service
Examinations (BCSE);

[Link]. Have served a minimum of four years excluding the

probation period at the time of commencement of
course for non-select graduates to be eligible for long-
term trainings;

166
[Link]. Have served a minimum of four years excluding the
probation period at the time of commencement of
course for other categories of civil servants to pursue
Bachelor’s Degree and Diploma;

[Link]. Have completed the probation period in the case of (i)

medical and dental services; and (ii) teaching services –
Science and Mathematics Teachers, Lecturers and
Instructors to avail long-term training, only if pursuing
in the relevant field of study;

[Link]. Have successfully completed a Bachelor’s Degree to be

eligible for pursuing postgraduate degree;

[Link]. Have successfully completed Class XII for pursuing

Bachelor’s Degree and Diploma. However, exception
shall be made for civil servants who have joined before
2nd September 2007. They should meet the following
criteria to be eligible for:
a. Bachelor’s Degree:
i. Class X + minimum of two years Diploma
from in-country institutes + minimum of five
years in the service;

ii. Class X + minimum of two years certificate

course from in-country institutes + one year
diploma from in or ex-country + minimum
five years of experience.

iii. Class X + minimum of two years certificate

course from in-country institutes + minimum
six years of service.

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 b. Diploma:
Class X + Certificate (minimum one year) from in-
country institutes + a candidate must reach a
minimum Position Level of S1A or should have
served minimum of six years of service in the
Government.

[Link]. Be 45 years of age or below at the time of

commencement of the training;

[Link]. Avail a maximum of three in-service long-term trainings

in the entire service period or until he attains 45 years of
age, whichever is earlier; and

[Link]. Not be allowed to pursue more than one degree of same

level.

[Link]. Not be eligible during EOL and Secondment.

9.5.6. Disqualification
A civil servant shall not be eligible for long-term training when:
[Link]. He has discontinued a training programme to which
previously nominated for reasons within his control; or

[Link]. His scholarship granted previously was terminated by the

Government for violation of training and/or other related
rules and regulations; or

[Link]. The time gap between the last ex-country short-term

training and the next ex-country training long-term
training is less than six months; or

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 [Link]. He has been nominated/short-listed for another training
programme, pending the declaration of result; or

[Link]. He is on EOL or secondment; or

[Link]. He is on contract service.

9.5.7. Training gap requirement for long-term training:

No. of Training Training gap

For the 1st long-term As per eligibility
training
For the 2nd long-term Twice the duration of the first long-
training term training.
For the 3rd long-term Thrice the duration of the second
training long-term training.

9.5.8. Selection Procedures for Long-term Trainings

[Link]. Pre - Selection
a. All scholarships shall be advertised;
b. For all donor project-tied scholarships, there shall be
restrictive advertisement within the agency concerned;
c. The time between advertisement and application
deadline shall be at least 4 weeks;
d. An applicant shall be required to submit the following
documents:
i. Attested copies of academic transcripts;
ii. A copy of completed in-service training form
(Annexure 9/3);
iii. Attested copies of training certificates (if
required); and

169
 iv. Any other documents that may be required as per
announcement.

[Link]. The agency shall:

a. Verify all documents;
b. Verify eligibility; and
c. Compile all applications.

[Link]. A minimum of two applicants shall be shortlisted against

each slot, failing which time extension may be considered
for another two weeks.

[Link]. The Agency shall proceed with the selection interview even if
there is only one eligible candidate despite the extension;

[Link]. Selection shall be processed through the HR Committee of the

Agency;

[Link]. The standard criteria for short-listing shall be as follows:

a. Eligibility criteria as per BCSR;
b. Availability of planned slots in the Civil Service HR
Master Plan;
c. Ad hoc offers may be adjusted to the Civil Service HR
Master Plan;
d. Relevance of course to current job; and
e. Academics:
i. For Ph.D. - Aggregate marks of Master’s Degree;

ii. For Postgraduate Degree – 50% of Bachelor’s Degree

+ 50% of Cl. XII (English + four best subjects)/Dip/
Certificate**;

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 iii. For Diploma/Certificate:
a) For non-technical: Cl. XII (English + four best
subjects) or Cl. X (Aggregate); and

b) For technical: 50% of Cl. XII (English + four best

subjects) or Cl. X (Aggregate) + 50% of
Certificate/Diploma

**Aggregate marks for those without Class XII/Diploma

[Link]. Documents and procedures (as per announcement)

[Link]. The agency shall announce shortlist of applicants one week

before selection interview.

[Link]. For long-term training and short-term training for

Executives/Specialists, the Agency shall forward all required
documents to the RCSC for approval with the prescribed In-
service Training Form (Annexure 9/3).

9.5.9. During Selection

[Link]. The HR Committee of the respective Agency shall
conduct the Interview with a minimum of five panel
members including the Chairperson. RCSC reserves the
right to participate in such selection processes.

[Link]. The panel members shall declare Conflict of Interest, if

any. If so, then he shall not participate in the selection
interview.

[Link]. Panel members shall be briefed by the Agency concerned

on all relevant information related to selection interview.

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 [Link]. A candidate must obtain a minimum aggregate of 50%
during the selection interview to be eligible for selection.

9.5.10. Post Selection

[Link]. The Agency shall compile the selection result. The panel
members shall verify the result and shall be required to
sign on the compiled result.

[Link]. The result shall be declared in the website and/or

media within five working days of completion of
selection interview.

[Link]. Upon approval, a candidate shall be issued a letter of

award in the prescribed format (Annexure 9/4) by the
RCSC.

9.5.11. Selection Criteria

[Link]. The selection of a candidate for long-term full or partial
RGoB scholarship shall be based on the following:
Sl. Max.
Criteria
No. marks (%)
1 Performance Evaluation (last 2 years) 15
2 Rural Posting* 5
3 Academic marks** as per Section 30
[Link] (e)
4 Viva Voce (Annexure 9/5) 30
5 Seniority 5
6 RCSC - Select graduate 5
7 Special Achievement*** 5
8 Extra-Curricular Activities (make 5
reference on the definition)***
Total 100

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 * Marking shall be calculated as per Annexure 9/15
** Academic Hierarchy shall be followed
*** Marking shall be given by panel on consensus based
on documentary evidence

[Link]. Service in rural area(s) shall be given special recognition

by awarding weightage up to a maximum of five percent;

[Link]. A civil servant shall serve a minimum of one year in each

place to be eligible for Rural Posting weightage; and

[Link]. A civil servant’s placement to places categorised as

Thromde A shall not be eligible for Rural Posting
weightage.

[Link]. For open scholarships targeting civil servants as well as

non-civil servants, the RCSC and MoLHR shall agree on
a separate short-listing and selection criteria.

9.5.12. Entitlement
[Link]. Study Leave
A civil servant on a long-term training shall be entitled to
study leave as per Section 10.2.7 of Chapter 10 on
Leave.

[Link]. Remuneration and Benefit during Training

a. A civil servant who has been granted Study Leave
with remuneration and benefits for any single long-
term training shall be entitled to the full basic pay
for a period of twelve months. When the duration

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 exceeds twelve months, he shall be entitled to 50%
of the basic pay for the remaining period.

b. Notwithstanding [Link](a), a civil servant who

has been granted Study Leave with remuneration
and benefits for any single long-term training shall
be entitled to the full basic pay for the whole
duration of the course when the course is held in a
SAARC country.

c. A civil servant undergoing long-term training shall

be entitled to establishment allowance and stipend
for the first month, and the stipend for the
subsequent months as prescribed by the
Government.

d. Stipend shall be released bi-annually and stipend

for the last month shall be paid only upon return
and completion of all formalities.

e. Funding Agency shall bear all transaction costs

including difference in exchange rates.

f. A civil servant shall be covered by medical

insurance while on training. In the event of an
emergency where the candidate is not covered by a
medical insurance scheme, medical expenditure
shall be borne by the Ministry of Health on
production of original receipts.

g. Remuneration and benefits for various modes of

continuing education other than full time on

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 campus shall be governed by guidelines prescribed
by the Government.

h. Allowance of any form, except salary revised in the

form of allowance, shall not be paid during the
training period, when the duration exceeds one
month.

[Link]. Benefit during In-country Training

The following shall apply to in-country Institute-based
and in-house training:
a. Entitled to annual vacation and holidays as per the
schedule of the Institute and the stipend shall be
paid.

b. For Continuing Education (after-office classes),

study leave shall apply as follows:
i. Term examination preparation – one week
ii. Trial examination preparation – one week
iii. Final examination preparation – two weeks
iv. Actual Examinations - As per schedule

c. Provision of Uniform/Uniform Allowance, if

required, for the particular training programme;

d. Payment of Travel Allowance and Daily Allowance

for travel to and fro as per the normal rates and
subject to other relevant rules;

e. Payment of actual travel expenditure and Daily

Allowance at the rates prescribed by the
Government during field attachment/visit;

175
 f. Daily Subsistence Allowance for the in-service in-
country training when the duration of training is
30 days or less and stipend when the duration is
more than thirty (30) days as given at Annexure
9/2; and

g. A trainee shall be entitled to 50% of the DSA for

training of 30 days or less in the same place of
posting. This excludes expenses pertaining to
tuition fee, meals, refreshments, etc.

[Link]. Benefit during Ex-country Training

The following shall apply to full time ex-country training:
a. A civil servant who is required to halt in transit for 8
hours or more for the next flight while on travel
outside the country shall be paid DSA.

b. DSA shall be paid for the actual period of halts

required for processing visa and it shall be paid at
the Government rates.

c. The payment of DSA for enforced halts shall be

limited to two days for a round trip besides halts in
transit.

d. DSA or related expense shall not be paid by the

Government during training, when DSA and other
expenses are paid by the donor.

e. Notwithstanding [Link](d), a civil servant shall be

reimbursed the visa fee, passport fee, language test
fee and airport tax on production of original

176
 receipts/documents only if his study leave with pay
is approved.

9.5.13. Pre-departure Procedure

A candidate whose training is approved shall abide by the following:
[Link]. Attend briefing by RCSC/Agency for long-term training
and by Agency for short-term training;

[Link]. For long-term training, a candidate shall sign an

undertaking with the RCSC in the prescribed format
(Annexure 9/6 (a) or (b)) to the effect that on completion
of the long-term training, the candidate shall continue in
the service of his Agency for a minimum period equal to
the duration of training, unless the Agency transfers him
in the interest of public service;

[Link]. A guarantor of a candidate shall be briefed on the

consequence of the undertaking in case the candidate
fails to return upon completion of his training;

[Link]. A guarantor must be acceptable to the Agency/RCSC;

[Link]. A candidate and guarantor shall sign the undertaking in

the presence of an official designated by the RCSC;

[Link]. A candidate must submit the duly filled pre-departure

intimation form and briefing points (Annexure 9/7 and
9/8 respectively);

[Link]. Travel documents shall be issued by the Ministry of

Foreign Affairs based on the letter issued by the
competent authority in the Agency;

177
 [Link]. A candidate for long-term training is entitled to five days
of preparatory leave; and

[Link]. In the event a candidate has left for long-term training

without completing the pre-departure requirements, the
approval for his training shall be cancelled.

9.5.14. Requirement during Training

[Link]. Obligations of a candidate during Training
As an official nominee of the Government of Bhutan, a
candidate on training shall adhere to the following:
a. Undertake training as approved by the
Agency/RCSC;

b. Conduct himself at all times in a manner befitting

his status and in a manner acceptable to the
authority of the training Institute;

c. Civil servants on training shall be bound by the

“Civil Service Code of Conduct and Ethics” as listed
in the Civil Service Act of Bhutan 2010 and the
BCSR;

d. Refrain from engaging in political, criminal or

commercial activities and taking up additional
employment that shall be prejudicial to the interests
and image of the Kingdom of Bhutan;

e. Abstain from indulging in any activity that adversely

affects the institution, national sovereignty and
integrity;

178
f. Not coerce, attempt to coerce, order, or advise an
individual to pay, lend or contribute anything of
value to a party, committee, organisation, Agency or
person whose activities are prejudicial to the Tsa-
Wa-Sum;

g. Refrain from giving expressions and statements on

national or international affairs and in particular,
from making any written or oral statement without
specific prior approval of the Government;

h. Refrain from making any statement of fact or

opinion in any document published in his own
name or anonymously, pseudonymously, or in the
name of any other person or in any communication
or a public utterance, make any statement which
has the effect of an adverse criticism of any current
or recent policy or action of the Government;

i. Candidates are expected to give top priority to

acquire knowledge and skills and also carry out the
role of “Goodwill Ambassadors of Bhutan”;

j. Submit a course joining report (Annexure 9/9)

within two weeks upon commencement of the
course for long-term training to the RCSC and
Agency concerned;

k. Submit semester-wise Academic Progress Report for

long-term training to the RCSC and Agency
concerned;

179
l. Candidates failing to adhere to Sections [Link] (j)
and [Link] (k) shall have their salaries, stipends,
and tuition fees withheld until the documents are
submitted;

m. All civil servants on training abroad shall become

the members of the nearest Bhutanese Students
Association (BSA);

n. The academic performance of a civil servant

undergoing a long-term training programme shall
form part of the performance appraisal for any
personnel actions;

o. A candidate must complete the training within the

approved duration;

p. Seek prior approval of the implementing Agency

before undertaking field trips that are part of the
course requirement. The maximum duration of field
trip is fixed at two weeks in a year. However,
exception shall be made for medical courses in
which case the duration of field trip is fixed at three
weeks in a year. The application and the programme
for such field trips shall be signed and certified by
the Institute; and

q. Not change from the training/degree specified in the

letter of award or change the Institute/University
without prior approval of the RCSC.

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 [Link]. Repetition and Extension of Scholarship
a. A candidate shall complete the training within the
duration prescribed in the Letter of Award.

b. A candidate may be allowed to repeat a

course/examination and given extension of
scholarship up to a maximum of six months only
when he is unable to complete the course due to ill
health or due to a reason beyond his control.

c. Prior approval of the RCSC shall be required for

extension of scholarship.

d. Extension shall not be granted to undertake an

additional course.

9.5.15. Termination of Scholarship

A scholarship shall be terminated if:
[Link]. The conduct of a candidate is not in conformity to this
Rule;

[Link]. The performance of the candidate is observed to be below

average or unacceptable to the authority of the Institute,
the Agency concerned and/or RCSC;

[Link]. The candidate does not fulfill the attendance and other
requirements stipulated by the Institute; and

[Link]. The candidate fails to complete the course in the

prescribed period and approval for extension is not
accorded

181
9.5.16. Post Training Requirements and End of Fellowship
A candidate on completion of training shall:
[Link]. Procure return air ticket in the economy class (the most
direct and economical route) or request the Agency
concerned to procure.

[Link]. Return and continue in the service of his Agency as per

Section [Link] unless the Government transfers him in
the interest of public service or through open competition
as per Section [Link](f) of Chapter 13 on Promotion;

[Link]. Report to the Agency along with the joining report

(Annexure 9/13), training report and course completion
certificate & academic transcripts within three weeks
from the date of completion of training as per Letter of
Award/Confirmation of Enrollment;

[Link]. The Agency shall immediately forward a copy of joining

report, training report and course completion certificate
to the RCSC;

[Link]. The training report (Annexure 9/14) shall contain a

comprehensive description of the subjects studied and a
proposal for utilisation of the knowledge and skills
acquired in carrying out his responsibilities;

[Link]. Upon joining office, the candidate shall be required to

make an independent study as to how best he could
contribute to the agency concerned;

[Link]. Candidate shall be required to complete the course

Feedback Form (Annexure 9/10);

182
 [Link]. Upon availing Masters Degree and above training, a civil
servant shall be required to make presentation to the
Division/Department/HR Committee of his Agency; and

[Link]. The RCSC shall organise a debriefing session where:

a. Candidates shall share their achievements,
challenges and other experiences; and
b. The RCSC shall update the candidates on the policy
reforms of the Civil Service.

[Link]. If a civil servant desires to enhance his Position Level

upon completion of degree, he shall be required to
appear for BCSE. Selection to a higher Position Level
shall be considered as promotion.

9.5.17. Training Obligation and Penalty

[Link]. A candidate shall be liable for penalties as follows:
Issue Penalty
1. Fails the course 1. No further RGoB long-term
Training
2. Promotion to be delayed by double
the duration of the approved study
period from the due date of next
promotion
2. Incomplete Course 1. No HR actions until the evidence of
a. If returned on time completion is furnished

b. If returned early/ 1. No further RGoB long-term

early repatriation Training
2. Promotion to be delayed by double
the duration of the approved study

183
 period from the due date of next
promotion
c. If Administrative 1. Refund as per Undertaking
discipline taken by 2. Termination
the University
3. Course change 1. Non-acceptance of degree
a. Same level (not 2. Promotion to be delayed by double
relevant to one’s the duration of the approved study
current job) period from the due date of next
promotion
b. Same level 1. Acceptance of degree
(relevant to one’s 2. Promotion to be delayed by equal
current job) the duration of the course from the
due date of next promotion
c. To higher level 1. Acceptance of degree, subject to
fulfilling eligibility criteria
2. Promotion to be delayed by equal
the duration of the course from the
due date of next promotion
4. Resignation during As per Section [Link]. and the
training Undertaking

[Link]. A candidate failing to report within the stipulated time

shall be liable for the following:
a. Monthly salary on pro rata basis up to three months
shall be forfeited; and

b. Beyond three months, he shall be compulsorily

retired from the service, but liable to pay expenses
incurred on his training to the Government as per
Section [Link] of training obligation.

184
[Link]. Training obligation for long-term training shall be applied
as detailed hereunder:
Progressive Service Financial Financial
No. of Obligation Penalties Penalties
Trainings (Govt. funded) (Private
funded/open
scholarship)
Pre-service 2 times the 2 times the total None
course duration of expenditure
course incurred on pro
rata basis
In-Service Course
For the 1st long- 2 times the 2 times the total 2 times the basic
term course duration of expenditure monthly salary
course incurred on pro and other benefits
rata basis for the duration of
the course on pro
rata basis
For the 2nd 3 times the 3 times the total 3 times the basic
long-term duration of expenditure monthly salary
course course incurred on pro and other benefits
rata basis for the duration of
the course on pro
rata basis
For the 3rd 4 times 4 times the total 4 times the basic
long-term the expenditure monthly salary
course duration of incurred on pro and other benefits
course rata basis for the duration of
the course on pro
rata basis

185
[Link]. Obligation for Mixed-mode courses shall be based on
actual absence from the Office and RGoB expenditure.

[Link]. A candidate shall be liable for the above financial

penalties on the particular training when:
a. He fails to return to Bhutan on completion of the
training.
b. He discontinues his training for a reason within his
control.
c. He voluntarily resigns from the services of the
Agency prior to rendering the specified duration of
service to the Government.
d. He has failed the course.

[Link]. The candidate/guarantor shall pay the above

expenditure within 90 days from the day the office order
is issued to effect Section [Link]; failing which, legal
actions shall be initiated in accordance with the
Undertaking and the laws of the country.

[Link]. If a candidate is terminated/compulsorily retired with

training obligation, the obligation shall be treated as per
the legal undertaking.

[Link]. In the event the Undertaking is lost/damaged, training

obligation and penalty as per BCSR 2012 shall be
applied based on circumstantial evidence as per the
Evidence Act of Bhutan 2005.

[Link]. A civil servant who avails long-term study without any

financial cost to the Government shall serve for a
minimum duration equal to the study period. A civil

186
 servant resigning before fulfilling the service obligation
shall forfeit his post-service benefits, except his own
contributions.

[Link]. A civil servant who avails long-term training as per

Section [Link], shall be required to serve the remaining
duration of normal requirement upon completion of the
training which shall be over and above the training
obligation period.

9.6. Accountability
9.6.1. An in-service training which does not conform to this Rule shall be
treated as unauthorised, and hence it shall be revoked by the
Agency/RCSC.

9.6.2. A civil servant responsible for the violations shall be accountable

and liable for administrative actions.

9.6.3. Agency shall maintain up-to-date training records and update the
same in CSIS.

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 ANNEXURE 9/1
GUIDELINES ON IMPLEMENTATION OF SHORT-TERM TRAININGS
I. Roles and Responsibilities

The following are the roles and responsibilities of:

1. Royal Civil Service Commission

a. Receive, assess and distribute the training offers equitably to relevant
Agencies.
b. Provide technical backstopping to Agencies, if required.
c. Guide Agencies for proper implementation of trainings.
d. Carry out Monitoring and Evaluation (M&E) to ensure proper
implementation.
e. Update data in CSIS.
f. Assess the impacts of trainings undertaken by civil servants.

2. Agency
a. Nominate, select and approve in accordance with the BCSR;
b. Ensure the minimum training gap of six months between two short-
term trainings;
c. Rationalise and minimise the frequency of trainings availed by a
particular civil servant;
d. Carry out M&E periodically to evaluate if the training(s) has made an
impact on the performance of the candidate and office respectively;
and
e. Update data in CSIS.

3. Candidate
a. Learn optimally to acquire knowledge and skills for the benefit of
Agency/Country/individual;
b. Maintain Code of Conduct at all times at the Institute;
c. Refrain from engaging in political, criminal or commercial activity;

188
 d. Return immediately and report to the Agency with Joining Report and
certificate after completion of training;
e. Submit a Training Report containing a concise description of the subjects
studied and a proposal for utilisation of the acquired knowledge and skills
in discharging his day-to-day responsibilities in the Agency.

II. Procedures to be followed by Agency

The following are the procedures:

MINISTRY/AGENCY DZONGKHAG
1. HR Division/Section shall receive, 1. HR Section shall receive, review
review and distribute training offers. and distribute training offers.
2. Department/Division/Section 2. Sector nominates candidate(s)
nominates a candidate(s) along with along with the form (Annexure
the form (Annexure 9/3) 9/3).
3. HR Division/Section reviews 3. HR Section reviews nomination
nomination and submits to HR and submits to HR Committee for
Committee for approval (Annexure approval (Annexure 9/11).
9/11).
4. HR Committee approves
4. HR Committee approves nomination.
nomination.
5. HR Division/Section issues Letter of 5. HR Section issues Letter of Award
Award upon receipt of original copies upon receipt of original copies of
of Security and Audit Clearance Security and Audit Clearance
Certificates. certificates with a copy endorsed
to parent Agency.
6. HR Division/Section provides 6. HR Section provides detailed Pre-
detailed Pre-departure Briefing (PDB) departure Briefing (PDB) to
to candidate (Annexure 9/12). candidate (Annexure 9/12).
7. A candidate, upon completion of 7. A candidate, upon completion of
training submits the Joining Report training submits the Joining
along with Training Report and Report along with Training

189
Feedback Form to the HR Report and Feedback Form to the
Division/Section (Annexure 9/13, HR Unit (Annexure 9/13, 9/14 &
9/14 & 9/10). 9/10).

190
 ANNEXURE 9/2
IN-SERVICE IN-COUNTRY TRAINING
RATES OF DAILY SUBSISTENCE ALLOWANCE AND STIPEND

I Daily Subsistence Allowance

1. A civil servant during training of 30 days or less duration shall be paid
DSA at the rate of Nu. 1,000/- per day.

2. A trainee shall be entitled to 50% of the DSA while attending training

within the same place of posting. This excludes expenses pertaining to
tuition fee, meals, refreshments, etc.

II Stipend
A civil servant attending in-service training of duration more than 30 days
shall be paid stipend at the following rates:
1. Nu. 8,000/- per month if the training venue is in Thimphu or
Phuentsholing; and
2. Nu. 6,000/- per month in other places.

In the event a civil servant is selected to a training programme designed for

pre-service trainees, he shall be paid the stipend at the rate applicable to the
particular programme.

The stipend to pre-service trainees sponsored by the Government shall be

paid at the rates given vide circular No. RCSC/PA-13/1998/05 dated
February 26, 1998, subject to revision.

Note:
1. The tuition fee and administrative cost, if any, shall be paid directly to
the training institute by the employing Agency concerned.
2. The institute shall deduct actual cost of food and lodging from the
DSA/Stipend of the individual trainees, if provided.

191
 ANNEXURE 9/3
IN-SERVICE TRAINING FORM
(Note: All sections in this form are compulsory)
I. Particulars of Candidate:
a. Name :
b. Employee ID No. :
c. Position Title & Level :
d. Citizenship ID No. :
e. Date of Birth (dd/mm/yyyy) :
f. Agency & Work Location :
g. Contact No :
h. Permanent Address :
i. Quote Reference No. & Date of :
i. Online Security Clearance Certificate:
ii. Audit Clearance Certificate :
iii. Medical Fitness Certificate :
j. Qualification :
k. Date of Initial Appointment :
l. Present Job Description
1 ………………………………………………………………………
2 ………………………………………………………………………
3 ………………………………………………………………………

II. Details of Training

a. Planned (quote slot number)/Ad hoc :
b. Course Title :
c. Institute/City/Country :
d. Commencement Date and Duration :
e. Training Category : ………… Short or ………. Long
f. Source of Funding :

192
III. Details of all Past Trainings (if the space provided is not sufficient, use a
separate sheet). Please start with the last training.

Course Title Institute/City/ Start Date Duration Source of

Country (dd/mm/yyyy) (months) Funding
i)
ii)
iii)
iv)

I hereby certify that the above information is correct to the best of my knowledge.
I understand that I am liable to be subjected to disciplinary actions by
appropriate authorities in the event that they find the above information
incomplete and/or incorrect.

Date: (Signature of the Candidate)

Official use only

IV. Assurance (for long-term training only) that:

The Agency will ensure candidate’s return to Bhutan immediately after
completion of training. Failing to return shall be dealt as per BCSR 2012.

V. Approval of the HR Committee (attach copy.)

VI. Verification: The officials countersigning this form shall be accountable

and liable for disciplinary action in case information provided is
incomplete and/or incorrect.

193
 Signature Signature
Name of HR Officer Name & Position Title
Date: Seal of the Head of Department/Division
Date:

Signature
Name & Position Title
Seal of the Head of Agency
Date:

* For in-country short-term training, candidates are not required to produce the
documents.
For ex-country short-term training, the original documents are to be retained
with Agencies.
For long-term training, original documents and a copy of Citizenship Identity
Card are to be submitted to the RCSC.

LIST OF DOCUMENTS TO BE SUBMITTED BY A CANDIDATE

1. Medical Fitness Certificate issued by a competent RGoB medical doctor;

2. Valid online Security Clearance Certificate;
3. Valid Audit Clearance Certificate;
4. Course content and schedule from the Institute;
5. Attested copies of academic transcripts (for long-term training);
6. Letter of Acceptance from the Institute; and
7. Any other document that may be required.

194
 ANNEXURE 9/4
File no………
Date…….

……………….. (Head)
………………
………………
Subject: Letter of Award

Dear ………………….,

The Royal Civil Service Commission on behalf of the Royal Government of Bhutan
is pleased to approve candidature of ………………………………………………….., EID
No. ………………………….. of your Agency to pursue long term studies, as given
below.

Name of the Course :

Planned/Ad hoc :
Institute & Country :
Mode of Study :
Start Date :
Duration :
Funding Agency :

The Royal Civil Service Commission has approved Study Leave with Pay for the
duration of his/her studies.

Kindly instruct the candidate to contact this Secretariat for Pre-departure Briefing
and executing Legal Undertaking.

With best regards,

Yours sincerely,

(……………….)
for the Royal Civil Service Commission
Cc:
1. Chief HR Officer/HR Officer for necessary actions.
2. Candidate concerned.

195
 ANNEXURE 9/5
Training Selection Interview Form for In-service
Max. Marks
Criteria Factors Marks Awarded
I. MANNER & DISPOSITION 04

II. LANGUAGE PROFICIENCY

a. Dzongkha 04
b. English 04
c. Others 1.5
III. INTELLIGENCE, ABILITY & COMPETENCE

a. Professional subject knowledge 03

b. General awareness 03
1. VIVA VOCE
c. Presentation skills (organisation of 03
thoughts)
d. Analytical ability 03
e. Promptness in comprehension and clarity 03
in expression
f. Confidence 1.5
2. EXTRA-CURRICULAR ACTIVITIES 05
3. ACADEMIC AND OTHER INDIVIDUAL ACHIEVEMENT 05
4. PERFORMANCE RATING 15
5. RURAL POSTING 05
6. SENIORITY 05
7. RCSC-SELECT GRADUATE 05
8. ACADEMIC MARKS 30
Total marks 100

Place:

Date: Name & Signature of Member

196
 ANNEXURE 9/6(a)
UNDERTAKING

I, ………….. bearing EID No. ...

son/daughter of …. hereby accept the offer of
scholarship from (Mention source of funding) for studies in
………………………………… (Mention the course) in
………… (Mention institute and country) for a
duration of ……..
I hereby undertake to:
1. Pursue the course and complete it within the duration specified in the
Letter of Award No.  dated 

2. Not change to another course or institute.

3. Abide by all rules and regulations of the Royal Government and the
institute concerned.

4. Not discontinue the course and/or leave the institute prior to completion
of the course without written consent from the Royal Civil Service
Commission.

5. Complete my training/studies, return to Bhutan and continue in the

services of my Agency for a minimum period as specified in Section
9.5.17, Chapter 9 of BCSR 2012, subject to a minimum of one year,
unless the Government in public interest transfers my services.

6. Pay to the Government an appropriate amount for the expenses incurred

by the Government/Agency on the training, in accordance with Section
9.5.17, Chapter 9 of BCSR 2012, if:

6.1 I discontinue the training for a reason other than ill health; or

6.2 I failed in the course; or

6.3 I return to Bhutan without completing training; or

6.4 I do not return to Bhutan upon completion of my training; or

197
 6.5 I return to Bhutan but voluntarily resign from my Agency without
rendering the specified duration of service.

I hereby do confirm that I have been briefed on all rules governing my training and
I have understood them, including the implication and consequences of deviating
from them.

In particular, I understand that in the event that I do not adhere to any one of the
above stated conditions, the guarantor and/or I shall be liable for prosecution in
the Court of Law as per the provisions of the Penal Code of Bhutan.

Sd/-
Place: (Affix Legal Stamp)
Date: Name & Office address

Caution: This is an important legal document and therefore, should be executed

after clearly understanding all the responsibilities, liabilities and
implications.

In the event of any failure on the part of the above-named person to abide by this
undertaking, I, as the guarantor hereby undertake to refund to the Government
the stipulated amount or accept my liability to any other penalty as may be
decided by the Government.

In the event that I do not adhere to the above, I understand that I shall be liable for
legal actions by the Government.

198
 Sd/-
Place: (Affix Legal Stamp)
Date: Name of Guarantor: ……
CID No: ………………………(attach copy)
Relation with the candidate……………...
Occupation:……………….
Present address:………….
Permanent Address:…….
Email address: ……………………………..
Contact No.:………………
Telephone:…………………
Mobile:……………………..
Witness:
1) Signature…..Name…………………..CID. No……………………

199
 ANNEXURE 9/6(b)
UNDERTAKING
(for self funding and study leave without pay)

I,  bearing EID No. 

son/daughter of …. hereby accept the offer of
scholarship from  (Mention source of funding) for studies in
 (Mention the course) in
………… (Mention institute and country) for a
duration of .

I hereby undertake to:

1. Pursue the course and complete it within the duration specified in the Letter of
Award No. RCSC/HRD()/ dated .
2. Abide by all rules and regulations of the Royal Government and the institute
concerned.
3. Not discontinue the course and/or leave the institute prior to completion of the
course without written consent from the Royal Civil Service Commission.
4. Complete my training/studies, return to Bhutan and continue in the services
of my Agency for a minimum duration equal to my study period, unless the
Government in public interest transfers my services.
5. Forfeit my post-service benefits, if:
5.1. I do not return to Bhutan upon completion of my training; or
5.2. I return to Bhutan but voluntarily resign from my Agency without
rendering the specified duration of service.

I hereby do confirm that I have been briefed on all rules governing my training and
I have understood them, including the implication and consequences of deviating
from them.

200
In particular, I understand that in the event that I do not adhere to any one of the
above stated conditions, the guarantor and/or I shall be liable for prosecution in
the Court of Law as per the provisions of the Penal Code of Bhutan.

Sd/-
Place: (Affix Legal Stamp)
Date: Name & Office address

Caution: This is an important legal document and therefore, should be executed

after clearly understanding all the responsibilities, liabilities and
implications.

In the event of any failure on the part of the above-named person to abide by this
undertaking, I, as the guarantor hereby undertake to refund to the Government
the stipulated amount or accept my liability to any other penalty as may be
decided by the Government.

In the event that I do not adhere to the above, I understand that I shall be liable for
legal actions by the Government.

Sd/-
Place: (Affix Legal Stamp)
Date: Name of Guarantor: 

CID No: ………………………(attach copy)

Relation with the candidate……………...
Occupation:……………….
Present address:………….
201
 Permanent Address:…….
Email address: ……………………………..
Contact No.:………………
Telephone:…………………
Mobile:……………………..
Witness:
1)Signature…..Name…………………..CID. No…………………….

202
 ANNEXURE 9/7
DEPARTURE INTIMATION FORM

Chief HR Officer,
HRD Division,
Royal Civil Service Commission,
Thimphu.

1. Name of the Candidate :

2. Employee ID No. :

3. Position Title :

4. Department/Ministry/Agency where
presently employed :

5. Letter of Award number and date :

6. Date of departure from Bhutan :

I hereby certify that the information given above is correct to the best of my
knowledge.

Place:
Date:

(Signature)

203
 ANNEXURE 9/8

POINTS FOR PRE-DEPARTURE BRIEFING (PDB) TO CANDIDATES LEAVING

FOR
LONG-TERM TRAINING

I. Obligations during Training

As an official nominee of the Royal Government of Bhutan, a candidate shall:
i) Strive for academic excellence as the primary objective of training is to
learn. Further, performance during training shall form part of the
performance appraisal for promotion and/or any personnel action;
ii) Conduct himself in a manner befitting his status and acceptable to the
training Institute;
iii) Refrain from engaging in political, criminal or commercial activity;
iv) Refrain from giving expressions and statements on sensitive policy matters
on national or international affairs including written or oral statement
without specific prior approval of the Government on such issues;
v) Submit a Course Joining Report to the RCSC/Agency (via an email) within
two weeks of joining the programme;
vi) Submit semester/progress reports;
vii) Seek approval of the agency concerned – if sponsored by the RGOB – before
undertaking field trips. The RGoB shall fund mandatory field trips only;
viii) Not change from the training programme or the Institute specified in the
Letter of Award; and
ix) Not take up additional course.

II. Extension
i) A candidate shall complete the training within the duration specified in the
Letter of Award;
ii) Extension shall not be granted to undertake an additional course; and
iii) Prior approval of the RCSC shall be required for extension, for reasons
beyond the control of the candidate.

204
III. Termination of Training
Training shall be terminated if:
i) The conduct of a candidate is not in conformity to the BCSR and/or to the
University rules;
ii) The performance of the candidate is below average or unacceptable to the
Institute, the Agency concerned and/or the RCSC;
iii) The candidate does not fulfill the attendance and other requirements
stipulated by the Institute; and
iv) The candidate fails to complete the course in the specified period and
approval for extension is not accorded.

IV. Completion of Training and Return

A candidate on completion of training shall:
i) Return and report to the Agency with Joining Report and
certificate/provisional certificate/letter of completion within three weeks
after completion of training; and
ii) Submit a written explanation, if there is any delay in submitting the
report.

I hereby do confirm that I have been briefed on rules governing my training and I
have understood them, including the implication and consequences of deviating
from them. In particular, I understand that in the event that I do not adhere to any
one of the above stated conditions, I and/or the guarantor shall be liable for legal
action by the Royal Government.

Name: __________________Signature (Dated): ___________CID. No._________________

E-mail: _________________
Guarantor: _____________ Signature (Dated): ___________CID. No._________________
E-mail:______________________ Tel./Mobile:_________________________
Briefed by (Name and signature): _________________________________

205
 ANNEXURE 9/9
COURSE JOINING REPORT FORM AND BANK ACCOUNT INFORMATION

Chief HR Officer,
HRD Division,
Royal Civil Service Commission,
Thimphu.

Sir/Madam,

Ref: Letter of Award No: Date:

I have joined the Institute as per details below:

1. Course title :
2. Institute & address :
3. Start date and duration :
4. Date of joining :
5. Mailing address :
6. Telephone : Fax : e-mail:

I have opened the following bank account where payments of stipend and
allowance can be sent. (To be completed by candidates sponsored through
Nationally Executed Projects only).

Account Name :
Name of the Bank :
Complete Address of the Bank :
Bank Account No. :
BSB No. :
Swift Code :

Name: Position Title: Signature and date:

Official address in Bhutan:

Place:

(COUNTERSIGNED)
Place:

Sign and Date: (Course Supervisor/Head of Institute)

Name :
Position Title :
Address :
Telephone : Fax: e-mail:

206
 ANNEXURE 9/10
FEEDBACK FORM (to be completed by a candidate only after availing training)
Please tick/cross the ratings appropriately
Training & Duration:
Sl. Strongly Strongly
Particulars Agree Neutral Disagree
No. Agree Disagree

1 Relevance: I found the

Training relevant.
2 Institute:
i Suitability: I found the
institute most suitable for this
training.
ii Resource Persons: Resource
Persons were knowledgeable.
iii Service/Facility: Services and
facilities were good.
iv Environment: Training
environment was conducive.
3 I had no problems in processing my:
I Security Clearance Certificate
ii Audit Clearance Certificate
iii Medical Certificate
4 Support from my Agency:
i Nomination/Selection was
transparent, fair and merit-
based.
ii Processing was on time.
iii Dealing Official(s) was
professional in service delivery.
5 Support from RCSC, if applicable:
i Clarification(s) sought was
clear.
ii Clarification(s) sought was
prompt.
iii Dealing Official(s) was
professional in service delivery.
6 Areas for improvement:
7 Any other observation/recommendation:

Name & Signature: Agency: Date:

Thank you for completing this form. Information shall be used for the purpose of improving
service delivery only.
207
 ANNEXURE 9/11
CHECK-LIST FOR REVIEWING AND APPROVING SHORT-TERM TRAININGS

Name: …………………….. EID No.: ………..…. Position Title: …………..………………

Name of Agency: ………………………………

Course Title: ……………………………………

(Yes No)*
a. Training Proposal from the
Division/Section/Services
b. In-service Training Nomination Form
c. Copy of Citizenship Identity Card
Forms
d. A copy of Audit Clearance Certificate
e. Security Clearance
f. Acceptance/Invitation Letter from Institute
g. Medical Certificate, if required by the
Institute/Country
a. Fulfillment of Minimum Years of Service
b. Relevance of Training

Rules and c. HRD Master Plan/Ad hoc:

Procedures i. Planned
ii. Ad hoc
d. Training Gap Requirement Fulfilled
Number of Trainings Availed:
Past Training i. Long-term _____
Record
ii. Short-term _____
Decision of i. If Approved, copy attached
the HR
ii. Not approved
Committee

Processed by HR Officer:
Signature and date:

208
 Name:
ANNEXURE 9/12

PRE-DEPARTURE BRIEFING (PDB) POINTS FOR SHORT-TERM TRAINING

As an official nominee of the Royal Government of Bhutan, a candidate shall:

i. Learn optimally to acquire knowledge and skills for the benefits of the
Agency/Country/individual;
ii. Conduct himself in a manner befitting his status and acceptable to the Institute;
iii. Refrain from engaging in political, criminal or commercial activity;
iv. Not change the training or the Institute specified in the Letter of Award;
v. Complete the training successfully within the duration prescribed in the Letter
of Award; and
vi. Return immediately and report to the HR Division/Section of the Agency with
Joining Report and certificate after completion of training

Name of the candidate: EID No.

Position Title:
E-mail:
Contact No.:

Signature and date

Briefed by: _______________

Name:
Position Title:

Signature and date

209
 ANNEXURE 9/13

Joining Report Upon Completion of Training (both LTT & STT)

Chief/Sr./HR Officer
.....................................
.....................................

Sir/Madam,

As per the Letter of Award ..................... dated ....................., the undersigned

has successfully completed the training and hereby would like to report to the
Agency on …………………. The following documents are attached herewith:

1. Training Report;
2. Feedback Form (STT only); and
3. Certificate from the Institute.

Yours faithfully/sincerely,

Signature & date:

Name:
EID No.:
Position Title:
Agency:

210
 ANNEXURE 9/14

TRAINING REPORT FORM (to be attached with Joining Report Form

Annexure 9/13) – both LTT & STT

Chief/Sr./HR Officer

………………………….

………………………….

Ref: Letter of Award No: Date:

I have completed the training as per details below:

1. Course Title :
2. Location (Institute, City, Country) :
3. Commencement Date & Duration :
4. Completion Date :

I. Describe courses/subjects covered during the training (please use extra

pages if required).

II. Propose how the knowledge and skills gained from the course can be
utilised to further improve the effective delivery of services of the Agencies.

Signature and date: EID No.

Name:
Position Title:
Agency:

211
 ANNEXURE 9/15
Calculation of Rural Posting Weightage

A. Assignment of rank and point for Rural Areas

C1 C2 C3 C4 C5
Rank of No. of years for Maximum Point Rural Posting Weightage
Rural Areas Max. Point Point Per Year
8 5 5 1.00
7 6 5 0.83
6 7 5 0.71
5 8 5 0.63 C2 x C4
4 9 5 0.56
3 10 5 0.50
2 11 5 0.45
1 12 5 0.42

*Serving 5 years in a place ranked 8 = 5 points

*Serving 12 years in a place ranked 1 = 5 points

212
B. Ranking of Dzongkhags and Gewogs

Sl. Dzongkhag Rank Dungkhag Rank Geog Rank

# ([Link]) ([Link]) Chummey 3
Chokhor 3
1 Bumthang 2
Ura 4
Tang 4
Chapcha 4
Phuentsholing 0
Darla 4
Sampheling 4
Bjapchho 3
2 Chukha 2 Phuentsholing 0 Bongo 5
Gelling 5
Dungna 8
Getena 8
Logchina 5
Metakha 8
Goshi 4
Tashiding 4
Tsendagang 4
Drujegang 5
Tseza 5
Kana 4
Khibisa 5
3 Dagana 4 Lhamoizingkha 5
Tshangkha 6
Karmaling 6
Geserling 5
Nichula 6
Laja 6
Lhamoizingkha 5
Dorona 6
Khamey 4
Khatey 4
4 Gasa 4
Laya 7
Lunana 8
Uesu 3
Bjee 3
Katsho 3
5 Haa 3 Sombekha 7
Samar 4
Gakiling 6
Sombekha 7

213
Sl. Dzongkhag Rank Dungkhag Rank Geog Rank
# ([Link]) ([Link]) Metsho 5
Minjey 4
Kurtoe 5
Menbi 5
6 Lhuentse 4
Tsenkhar 5
Gangzur 4
Jarey 6
Khoma 5
Ngatshang 3
Monggar 2
Chaskhar 4
Dramitse 4
Balam 4
Chali 3
Shermung 5
Drepong 4
7 Mongar 2 Werringla 8 Saling 6
Silambi 8
Gongdue 8
Jurmey 7
Kengkhar 7
Narang 6
Thangrong 6
Tsakaling 5
Tsamang 5
Dotey 2
Hungrel 2
Lamgong 2
Naja 2
Shaba 2
8 Paro 1
Wangchang 2
Dogar 2
Tsento 2
Dop Shari 2
Lungnyi 2

214
Sl. Dzongkhag Rank Dungkhag Rank Geog Rank
# ([Link]) ([Link]) Shumar 4
Zobel 4
Khar 4
Urung 5
Nanong 6
9 Pema Gatshel 4 Nganglam 4 Choekhorling 7
Chimung 5
Chongshing 4
Dechenling 7
Dungmin 6
Norbugang 7
Barp 2
Talo 3
Toeb 2
Dzomi 2
Gumma 2
10 Punakha 1 Chubu 3
Shengana 3
Toewang 3
Goenshari 4
Kabjisa 3
Limbukha 3
Tashichoeling 3 Tashichoeling 3
Dorokha 5 Sa-ngag chhoeling 3
Phuentshog Pelri 3
Ugyentse 3
Yoeseltse 3
Norbugang 3
Samtse 2
11 Samtse 2
Norgaygang 5
Pemaling 4
Namgay Choeling 4
Tading 4
Tendu 4
Dophuchen 5
Denchukha 6
Dumtoe 6

215
Sl. Dzongkhag Rank Dungkhag Rank Geog Rank
# ([Link]) ([Link])
Jomotshangkha 4 Deothang 2
Samdrup 4 Pemathang 4
Choeling
Phuentshothang 4
Martshalla 4
12 Samdrup 0 Serthi 5
Jongkhar Wangphu 5
Gomdhar 4
Orong 4
Langchenphu 4
Samrang 5
Lauri 7
Dekiling 2
Gelephu 1
Jigmecholing 2
Shompangkha 2
Bhur 2
Hilley 3
13 Sarpang 2 Gelephu 0
Taraythang 5
Sengye 5
Chuzagang 2
Sershong 3
Umling 3
Doban 7
Kawang 1
Mewang 1
Genekha 2
Chang 1
14 Thimphu 0 Lingzhi 8
Dagala 2
Lingzhi 8
Soey 7
Naro 7

216
Sl. Dzongkhag Rank Dungkhag Rank Geog Rank
# ([Link]) ([Link])
Thrimshing 4 Kanglung 3
Wamrong 3 Bidung 4
Sakteng 7 Bartsham 4
Phongmey 4
Khaling 3
Radhi 4
Lumang 6
15 Trashigang 3 Yangner 4
Samkhar 3
Shongphu 4
Uzorong 4
Kangpara 6
Thrimshing 4
Merak 7
Sakteng 7
Taetsho 5
Jamkhar 5
Khamdang 5
Ramjar 5
16 Trashi Yangtse 3
Tongzhang 4
Yalang 6
Yangtse 4
Bumdeling 5
Langthel 4
Tangsibi 4
17 Trongsa 2 Nubi 3
Drakteng 4
Korphu 5

217
Sl. Dzongkhag Rank Dungkhag Rank Geo Rank
# ([Link]) ([Link]) g
Kilkhorathang 2
Goseling 4
Rangthangling 2
Tsholingkhar 2
Semjong 4
Sergithang 4
18 Tsirang 2
Dunglagang 4
Mendrelgang 4
Tsirangtoe 4
Barshong 5
Phuentenchu 5
Patshaling 4
Gasetshog 4
Gom
Gasetshog 4
Wom
Khazhi 4
Nahe 4
Nisho 4
19 Wangdue 2 Phangyul 4
Phodrang Rubisa 4
Thetsho 3
Bjena 4
Dangchu 5
Gangtey 4
Phobjikha 4
Sephu 4
Daga 6
Athang 7
Trong 4
Goshing 5
Nangkhor 5
6 Ngangla 6
20 Zhemgang 4 Panbang
Phangkhar 6
Bardo 6
Bjoka 7
Shingkhar 6

218
 CHAPTER 10: LEAVE

10.1. Policy
Leave shall be granted to a civil servant to:
10.1.1. Enable him to be away from duty for genuine reasons without
having to leave the job permanently; and

10.1.2. Facilitate periodic rejuvenation.

10.2. Category of Leave

A civil servant shall be entitled to the following categories of leave:
i. Casual Leave;
ii. Earned Leave;
iii. Bereavement Leave;
iv. Maternity Leave;
v. Paternity Leave;
vi. Medical Leave;
vii. Study Leave; and
viii. Extraordinary Leave.

10.2.1. Casual Leave

[Link]. A civil servant shall be granted casual leave for a short
period on account of illness or urgent personal affairs
and he shall be considered on duty for all purposes.

[Link]. Casual leave shall be admissible for a maximum of 10

working days during a financial year.

[Link]. The unused casual leave shall be carried forward and

added to the earned leave.

219
 [Link]. Unused casual leave shall be carried forward and
accumulated by a civil servant in teaching profession.
It shall be accumulated only to a maximum of 90 days
and accordingly be eligible for encashment as per rule.

[Link]. Granted even for half-a-day.

[Link]. Half day shall be debited to the Casual Leave account

when it is availed on Saturday.

[Link]. Granted by the immediate supervisor of the applicant.

[Link]. Allowed to be availed by a civil servant while on tour

with the approval of the competent authority, but Daily
Allowance shall not be admissible for the days of
Casual Leave.

[Link]. Allowed to be availed by a fresh appointee joining

service in the course of a financial year, proportionately
calculated on a monthly basis.

[Link]. Casual Leave account shall be maintained in respect of

every civil servant.

10.2.2. Earned Leave

[Link]. A civil servant shall earn leave with gross pay at the
rate of 2.5 (two and half) days for every completed
month of service, except during the probation period.

[Link]. Earned leave shall be accumulated only to a maximum

period of 90 days.

220
[Link]. Government holidays and weekly off days (Saturdays
and Sundays) within the period of the earned leave
sanctioned to a civil servant shall not be counted as
earned leave. This privilege shall also be extended to
those civil servants for whom Saturdays are otherwise
working days.

[Link]. Earned leave shall be granted by the head of the

Agency of the minimum rank of a head of Department/
Dzongkhag/Regional office/Institutes except for self for
whom it shall be granted by the controlling officer. The
powers to grant earned leave may be delegated to
authorities under them as found necessary.

[Link]. A civil servant shall not accrue earned leave during the
period of training exceeding one month.

[Link]. A member of the teaching profession entitled to annual

vacation shall not be entitled to earned leave.

[Link]. In an academic year, a civil servant in the Teaching

Profession shall be entitled to:
a. Full paid annual vacation for rendering a
minimum of seven months service;
b. One month paid vacation for rendering less than
seven months but three months or more service;
and
c. No paid vacation for rendering less than three
months service.

[Link]. A civil servant joining a new post on transfer without

availing the full joining time shall be entitled to credit

221
 the number of days of un-availed joining time to the
earned leave account subject to the maximum limit of
90 days of earned leave.

10.2.3. Bereavement Leave

In the event of death of a family member, parent, spouse’s parent,
and sibling, Bereavement Leave of 21 days, including weekends
and holidays, shall be provided to a civil servant on each
occasion.

10.2.4. Maternity Leave

[Link]. Maternity Leave with basic pay for a total period of
three months from the date it commences shall be
admissible to a civil servant. The Maternity Leave shall,
at the latest, commence from the date of delivery.

[Link]. Maternity leave of one additional month shall be

granted for twins or more and premature birth.

[Link]. Maternity Leave with basic pay shall be admissible

during miscarriage for a maximum period of one month
on production of a medical certificate.

[Link]. Maternity Leave may be combined with any other form

of leave, subject to above Section.

[Link]. Government holidays shall be prefixed or suffixed, but

holidays intervening the maternity leave shall be
counted as leave.

222
 [Link]. Maternity Leave shall be granted by the respective
controlling officer on production of medical certificate,
each time.

[Link]. To facilitate baby feeding, a mother with baby/ies up to

12 months may be allowed to extend lunch time from
12 noon to 2 pm. In case of those providing direct
services such as teaching and medical professions, the
management shall ensure that services are not
affected.

[Link]. Agency shall facilitate and make appropriate

arrangement for a feeding mother, where normal
working time is not followed.

[Link]. Maternity leave shall be granted for a legally adopted

new-born baby until the baby is three months old.

10.2.5. Paternity Leave

[Link]. A civil servant shall be granted Paternity Leave of five
working days and 10 working days for twins or more,
premature birth and caesarean; and

[Link]. The Paternity Leave may be combined with other forms

of leave and shall be prefixed or suffixed to public
holidays.

10.2.6. Medical Leave

[Link]. A civil servant, who has been certified as incapable of
performing duties due to illness or injury shall be
granted Medical Leave on production of a medical

223
 certificate issued by a medical authority in Bhutan as
detailed below for the periods:
a. Up to one month - A Medical Doctor
b. Up to six months - Medical Board of Doctors
appointed by the Ministry
of Health.
c. Exceeding six months - Ministry of Health on the
recommendation of a
Medical Board appointed
by the Ministry of Health.

[Link]. A civil servant shall be entitled to a maximum of three

years of medical leave after which he shall be retired
under ERS with post-service benefits.

[Link]. Medical leave exceeding one month shall be approved

by the HR Committee and for less than one month it
shall be approved by Head of the Division/Department.

[Link]. A civil servant on medical leave shall be entitled to

gross pay. However, if the Medical Leave exceeds one
month allowances attached to professional practice if
any, shall cease to be paid for the subsequent period.

[Link]. A civil servant, who has been granted Medical Leave for
more than three months, on re-joining the duties, shall
be required to produce a medical certificate of fitness to
perform the duties.

[Link]. A civil servant shall be granted the Medical Leave for a

maximum period of one month to escort a direct
dependant of the civil servant concerned. HR

224
 Committee of the Agency may grant extension based on
medical report.

[Link]. Medical Leave to escort shall be sanctioned only by the

HR Committee of the Agency.

[Link]. A civil servant shall be entitled to TA/DA as per the

medical referral treatment rules and regulations.

10.2.7. Study Leave

[Link]. Study Leave shall be granted to a civil servant to
enable him to pursue a long-term training.

[Link]. Study Leave shall be granted only to pursue relevant

courses offered by a recognised University/Institute. All
such courses/training pursued by a civil servant
therefore, shall require the recommendation of the
Agency concerned.

[Link]. A civil servant shall be entitled to a total of 36 months

Study Leave with pay in the entire service period,
except to pursue ex-country bachelor’s degree. A civil
servant may avail Study Leave without pay if long-term
training require more than the entitled 36 months.

[Link]. For a medical doctor to pursue Masters Degree in

clinical field, study leave shall be as per the Institute’s
requirement/Confirmation of Enrolment.

[Link]. Study Leave exceeding 36 months may be approved

based on the relevance and need as justified by the
Agency concerned.

225
[Link]. When the long-term training is directly relevant to the
candidate’s current job, study leave with pay and
benefits shall be granted.

[Link]. When the long-term training is not directly relevant to

the candidate’s current job, study leave without pay
and benefits may be granted but his position in the
Civil Service shall not be protected.

[Link]. Study Leave shall be granted to a civil servant for the

actual duration of the approved training and journey
periods.

[Link]. A civil servant applying for Study Leave shall produce

evidence to the effect that he has secured admission to
the training. On his return from the leave,
documentary evidence shall be submitted to show that
he has completed the course.

[Link]. Training period up to 18 months for any single

training shall be counted as part of active service for
the purpose of promotion.

[Link]. The time spent in-country/Office while doing a

mixed-mode long-term training shall be considered as
part of active service for all purposes while the time
spent at the Institute shall be governed by Section
[Link] above.

[Link]. A civil servant granted Study Leave with pay and

benefits for any single long-term training shall be
entitled to the full basic pay for a period of twelve

226
 months. When the duration exceeds twelve months,
he shall be entitled to fifty percent of the basic pay for
the remaining period.

[Link]. The RCSC shall be the competent authority for

granting long-term Study Leave based on
recommendation of the HR Committee of Agencies.

[Link]. The period of Study Leave shall be considered as part

of active service for the purpose of retirement benefits.
10.2.8. Extraordinary Leave (EOL)
[Link]. EOL shall be granted to a civil servant up to a
maximum period of 24 months in total during the
entire service period.

[Link]. A civil servant shall not be eligible for EOL during the
probation period or if he is serving an administrative
penalty.

[Link]. A civil servant shall be eligible for EOL for more than
three months, only after rendering a minimum of four
years of service excluding probation period.

[Link]. EOL shall be granted to a civil servant only after

fulfilling all conditions of service laid down under the
training rules, if he has undergone
training/secondment.

[Link]. A civil servant who has availed EOL shall be eligible for
long-term training after serving a minimum period
equal to the actual duration of EOL, and short-term

227
 training after serving minimum period of six months,
both counted from the date of joining duty.

[Link]. Government holidays may be prefixed and/or suffixed

to EOL, but Government holidays intervening the
period of leave shall be considered as leave.

[Link]. Total period of EOL availed during the entire service

shall be excluded while calculating the number of
completed years of service rendered by a civil servant
as on the last day of his service for the purpose of
gratuity claims.

[Link]. Remuneration and other benefits of the post held shall

not be granted to a civil servant for the days of EOL.

[Link]. Promotion processed prior to availing EOL, if granted,

shall be effected only on rejoining the service.

[Link]. A civil servant occupying Government accommodation

shall vacate it when the civil servant is granted EOL for
a period exceeding three months at a time.

[Link]. The Agency in charge of housing shall be informed of

the EOL sanctioned to a civil servant by the Agency
concerned immediately upon approval.

[Link]. A civil servant applying for EOL shall furnish specific

reasons in the application along with a completed and
signed Undertaking (Annexure 10/1), stating the
reasons mentioned in the applications are true.

228
 [Link]. A civil servant availing EOL shall be liable for major
administrative action if he is found to breach the
Undertaking.

[Link]. A civil servant may be granted the EOL for the

following purposes:
a. Pursuing studies, when the study leave is not
permissible.

b. Family/personal problems, when the attention of

the official concerned is genuinely required.

[Link]. A civil servant shall not avail EOL for full-time salaried
employment and consultancy;

[Link]. The position of a civil servant shall not be protected

while availing EOL beyond six months.

[Link]. Authority to grant EOL

The authority to grant EOL to a civil servant shall be:
a) EX/ES (1-3) - RCSC
b) EX/ES (2-3) - Constitutional Offices (HR
Committee)
c) P1-O4 - Agencies (HR Committee)

[Link]. A civil servant failing to join the service after

completion of the EOL shall be compulsorily retired.

10.3. Encashment of Leave

10.3.1. A civil servant who has at least 30 days earned leave at credit shall
be permitted to encash 30 days of earned leave, subject to the
following conditions:

229
[Link]. The amount payable on encashment of 30 days earned
leave shall be equal to the civil servant's one month’s
basic pay as on the date of encashment.

[Link]. Thirty days earned leave enchased shall be debited to

the earned leave account on the date of such
encashment.

[Link]. Only one encashment of earned leave is allowed during

a financial year.

[Link]. Notwithstanding Section [Link], a civil servant

leaving the service for any reason shall be permitted to
encash the entire earned leave at credit.

[Link]. Similarly, a civil servant in the teaching profession

leaving the service for any reason shall be paid full
salary for the entitled vacation period subject to
Section [Link].

[Link]. If a civil servant on annual vacation is required to

attend official duties he shall be paid basic pay and
TA/DA for the number of vacation days on duty in
addition to normal salary. However, this shall not be
applicable for travel outside Bhutan.

[Link]. A civil servant shall be entitled to leave encashment

during the study leave provided he has adequate leave
balance prior to his departure.

230
 10.3.2. A civil servant in teaching profession shall be entitled to encash the
accumulated Casual Leave of at least 30 days as per the conditions
specified above.

10.4. Leave Travel Concession (LTC)

10.4.1. An amount equal to one month basic pay as an LTC shall be paid to
a civil servant once in a financial year with the maximum ceiling as
approved by the Government.

10.4.2. A civil servant shall be eligible for the LTC during the training
period.

10.4.3. A civil servant shall not be eligible for the LTC during the probation
period/EOL. If a civil servant completes the probation period/EOL
in the course of a financial year, he shall be entitled to the LTC only
in the following financial year.

10.5. General Rule

10.5.1. A civil servant shall not claim leave as a matter of right.

10.5.2. A civil servant, even on leave, shall be considered on duty at any

time in a day and can be called on duty by the appropriate
authority at any time of a day according to exigencies of service.

10.5.3. Except in the case of sudden illness or unforeseen circumstances,

no civil servant shall remain absent from duty or leave station
without prior permission from the immediate superior.

10.5.4. A controlling officer shall plan the leave for his subordinates in
consultation with them. The approval of the competent authority
shall be obtained well in advance.

231
 10.5.5. Submission of application for leave by a civil servant does not imply
that the leave is approved till a written order is passed to that effect
by the competent authority.

10.5.6. Leave shall not be approved beyond the date of superannuation.

10.5.7. If a civil servant fails to return to duty on expiry of the leave, the
Agency shall discontinue payment of salary until appropriate
disciplinary action is taken.

10.5.8. Joining time on transfer may be suffixed to any form of leave.

10.5.9. All Leaves shall be appropriately recorded and accounted in the

formats given in the service book.

10.5.10. Leave shall be availed as per format provided at Annexure 10/2.

10.6. Revocation of Leave

A competent authority shall have discretionary power to revoke leave based
on exigencies of the service.

10.7. Unauthorised Absence

10.7.1. Unauthorised absence shall not be regularized through grant of
leave, even if leave is available at credit.

10.7.2. However, should the HR Committee of the Agency be convinced that

the civil servant has remained absent under unavoidable
circumstances and deserves regularization, leave may be granted as
per the entitlement of the individual civil servant.

232
10.8. Accountability
Leave availed in contravention to this Rule shall be considered illegal and the
civil servant concerned shall be liable for administrative actions.

233
 ANNEXURE 10/1
UNDERTAKING
I, , a regular civil servant bearing
EID No.……………………., serving as ………………………………….. in
…………………………………....., hereby accept to avail EOL for a period of …….......
months with effect from …………………….. and
I hereby undertake to:
1. Use the EOL only for reasons mentioned in my application;
2. Not engage in any other activity, including full-time salaried employment
and consultancy;
3. Abide by all relevant provisions of the CSAB 2010, BCSR 2012, and other
relevant laws and rules of the country; and
4. Accept any disciplinary action if I fail to abide by this undertaking.

I hereby do confirm that I have been briefed on all rules governing my EOL and I
have understood them, including the implications and consequences of violating
them.

In particular, I understand that if I fail to abide by any one of the above stated
conditions, I shall be liable for legal action by the Government.

Sd/-
Place: (Affix Legal Stamp)
Date: Name:
Witness
Name: Present Address:
CID No.: Permanent Address:

Caution: This is an important legal document and therefore, should be executed

after clearly understanding all the responsibilities, liabilities and
implications.

234
 ANNEXURE 10/2

ROYAL CIVIL SERVICE COMMISSION

LEAVE REQUEST AND APPROVAL FORM
Date: ………………..
To : ……………
From : ……………

Kindly grant me leave as follows:

Select Duration
Sl. to
Type of Leave Start End Total Remarks
No. Avail
Date Date
(√)
1 Earned Leave *
2 Casual Leave *
3 Maternity Leave Attach evidence
4 Paternity Leave Attach evidence
5 Medical Leave Attach evidence
6 Extraordinary Leave Execute Legal Undertaking
7 Bereavement Leave

* Submit reasons:
………………………………………………………………………………………………………….
………………………………………………………………………………………………………….

Signature of Applicant

* Until today, the …….. (date) of ……… (month), ………. (year), the applicant has
…………. days of earned leave, and ………….. days of casual leave remaining.

Recommended Not Recommended

Signature
HR Officer

Approved by: Signature of Supervisor/Manager

Approved by: HR Committee meeting No..….. dated……. for (i) medical leave
beyond one month and (ii) EOL.

Signature of HR Officer

235
236
 CHAPTER 11: REMUNERATION, ALLOWANCES AND BENEFITS

11.1. Policy
11.1.1. Pay adequate remuneration, allowances and benefits to civil
servants.

11.1.2. Ensure judicious administration of compensation within the Civil

Service founded on the principle of equal pay for work of equal
value.

11.1.3. Maintain a competitive remuneration structure.

11.1.4. Attract and retain the best and the brightest civil servants.

11.1.5. Motivate civil servants.

11.2. Determination of remuneration and allowances

Salary, allowances, benefits and other emoluments of the civil servants
shall be determined by the Royal Government as per the Constitution.

11.3. Pay Fixation

11.3.1. On Initial Appointment
The basic pay of a civil servant on initial appointment shall be fixed
at the minimum of the scale.

11.3.2. On Promotion
[Link]. On promotion, the pay of a civil servant shall be fixed
at the minimum of the pay scale prescribed for the
higher position.

[Link]. Where the minimum of the pay scale of the higher

Position Level is less than the pay actually drawn by

237
 the civil servant in the lower scale or when the
difference between them is less than the amount of
one annual increment in the higher scale, an amount
equal to one annual increment in the higher scale
shall be added to the pay drawn by the civil servant.

[Link]. When a civil servant is promoted with effect from a date

on which the annual increment is to be granted, the
annual increment in the lower Position Level shall be
released first and the pay shall then be re-fixed in the
pay scale of the higher Position Level.

11.3.3. On Demotion
The pay of a civil servant on demotion shall be fixed at the
minimum of the pay scale for the position he is demoted to.

11.3.4. On return from Secondment

[Link]. A civil servant, on return from secondment to an
agency outside the Civil Service, and projects shall be
placed in the same Position Level and pay scale held by
the official immediately before the secondment. The
pay in the respective Position Level/pay scale shall be
fixed after taking into account the increment that
would have been sanctioned to him during the period
of secondment.

[Link]. However, when the civil servant is promoted during the

period of secondment, the pay of the official shall be re-
fixed in the Civil Service pay scale first in accordance
with Section [Link]. above as on the date of
promotion. The pay and benefits drawn by the official

238
 in the organisation to which he is seconded shall have
no bearing in re-fixing the pay on return.

11.3.5. On return from EOL

A civil servant shall not be entitled to increment during EOL. The
pay fixation on return from EOL shall be based on the pay scale
held by the official immediately before the EOL.

11.4. Annual Increment

11.4.1. Annual Increment, in the respective pay scale, shall be given to all
civil servants based on their performance.

11.4.2. Agency shall sanction the annual increments to their subordinate

civil servants.

11.4.3. A non-performing civil servant with ‘Improvement Needed’ rating

shall receive no increment.

11.4.4. Date of Increment

[Link]. A civil servant shall receive increment on 1st January
or 1st July upon serving a minimum of 12 months.

[Link]. A civil servant who is demoted shall receive annual

increment on 1st January or 1st July upon serving a
minimum of 12 months in that position.

[Link]. Annual increment beyond the maximum ceiling of the

pay scale of that Position Level may be granted by the
HR Committee if the civil servant does not have
disciplinary, adverse or non-performance record during
the last three years.

239
 [Link]. In the event of separation, increment shall be released
and considered for the purpose of gratuity and other
benefits if he has completed 12 months of service after
the previous increment.

11.5. Benefits
11.5.1. Duty Free Vehicle Quota
A civil servant in Position Level P3 (without sub-level) and above
shall be entitled to import one foreign vehicle on completion of
every seven year period from the date of registration of the last
vehicle imported.

11.5.2. Allowance
A civil servant shall be entitled to the following allowances as may
be determined by the Government from time to time:
[Link]. Red Kabney Allowance
A civil servant awarded a red kabney shall be entitled
to a monthly allowance approved by the Government.

[Link]. Patang Allowance

A civil servant awarded patang shall be entitled to a
one-time Patang Allowance approved by the
Government.

[Link]. Scarcity Allowance

The Government shall provide a Scarcity Allowance to
attract and retain professional civil servants in
certain skills and occupational groups. It shall be
removed as and when the problem is redressed.

240
[Link]. Officiating Allowance (OA)
a. OA is payable for officiating positions in P1
(without sub-levels) and above managerial
positions, and heads of institutes only.

b. OA shall be sanctioned only to those in one to

two Position Levels lower than the officiated
Position.

c. OA shall be payable to a civil servant officiating:

(i) When the incumbent in Position Level P1and
above managerial position, and head of
institute is not in office for more than a
month; and

(ii) When an Agency is not able to fill in a vacancy

through Open Competition as provided in this
Rule for more than a month but not exceeding
six months.

d. Approval for OA for (i) above shall be accorded by

the HR Committee of the Agency, and for (ii)
above shall be accorded by the RCSC based on
recommendation of the HR Committee of the
Agency.

e. HR Committee of Agencies shall ensure that OA

is not misused.

[Link]. High Altitude Allowance

A High Altitude Allowance shall be paid to a civil
servant posted to a place which is 10,000 feet and

241
 above. The places for entitlement of this allowance
shall be identified by the Agency/RCSC.

[Link]. Difficulty Allowance

A Difficulty Allowance shall be paid to a civil servant
including contract employees posted to a place
beyond one dholam from the motorable road, as
determined by the Royal Government.

[Link]. Uniform Allowance

A Uniform Allowance shall be paid to a civil servant
who is required to wear a uniform by reason of his
profession as determined by the Royal Government, if
it is not provided in kind.

[Link]. Other Allowances

Allowances for non-diplomatic civil servants, other
than those posted in Embassies and Missions abroad
shall be paid as per the rate approved by the
Government.

[Link]. Overtime Allowance

An Overtime Allowance shall be provided to a civil
servant holding a position at the S4 level and below,
where they are required by the supervisor to work
beyond the normal working hours, weekends and
Government holidays.

[Link]. Government Accommodation

a. A civil servant mandated to stay in the
Government quarter shall receive concession of

242
 30% of the carpet area rent fixed by the
Government.

b. A civil servant mandated to stay in the

Government quarter shall vacate the Government
quarter when he leaves for long-term training.

11.6. Non Admissibility of Allowance(s)

11.6.1. A civil servant drawing allowance(s) attached to professional
practices shall not be admissible to draw the allowance(s) while
availing the following leave:
[Link]. Maternity leave, except when it falls during annual
vacation for a civil servant in teaching profession
subject to Section [Link];
[Link]. Study leave exceeding one month;
[Link]. Medical leave exceeding one month; and
[Link]. Extraordinary Leave.

11.6.2. A civil servant drawing allowance(s) attached to professional

practices shall cease to draw the same upon transfer to a different
profession.

11.7. Other Benefits

A civil servant may be entitled to certain other benefits as may be decided by
the Government.

11.8. Accountability
11.8.1. The remuneration and benefits of a civil servant fixed contrary to
the provisions in this Rule shall be regarded as irregular and hence
liable to be revoked by the RCSC/Agency.

243
11.8.2. The authority responsible for such lapses shall be held accountable
and liable for administrative actions.

244
 CHAPTER 12: PERFORMANCE MANAGEMENT SYSTEM

12.1. Policy
12.1.1. Promote competence, meritocracy, productivity and morale.

12.1.2. Enhance fairness in career advancement, and reward and

recognition.

12.1.3. Enhance professionalism and accountability.

12.1.4. Enhance both organisational and individual development and

effectiveness.

12.2. Strategy
12.2.1. Conduct regular organisational development review.

12.2.2. Promote performance-based culture.

12.2.3. Institute a rigorous and transparent performance appraisal system.

12.3. Organisational Development Review

12.3.1. Every Agency shall within an interval of three to five years review
vision, mission, performance standards, values & strategies,
structure, staffing strategies, pattern, and strength.

12.3.2. Every Agency shall annually appraise the achievement of the

previous year’s targets and set targets for the following year. This
pertains to the Agency as a whole and each of its Departments and
Divisions. Targets shall be the basis for performance appraisal.

12.3.3. Every Agency shall promote and maintain a conducive

organisational culture through appropriate motivational measures.

245
 12.3.4. Every Agency shall promote a high performance culture through
coaching, mentoring, training, guidance and other methods of
cooperation and support between management and staff.

12.3.5. Executives in each Agency shall take full responsibility for

organisational development and performance culture.

12.3.6. All Executives and Managers shall avail themselves of appropriate

training in organisational development, leadership and performance
management.

12.3.7. The RCSC, relevant institutes and the HROs shall provide
professional support for the above.

12.3.8. Every Agency shall ensure that the organisational development

review is supported by effective performance management.

12.4. Promote a Performance-based Culture

12.4.1. Training
Appropriate training programmes shall be made available by the
Agencies throughout the Civil Service to develop the competence
required for effective performance management. These shall
include:
[Link]. Understanding performance management policies;
[Link]. Performance Appraisal System;
[Link]. Performance Management;
[Link]. Managing and coaching staff performance;
[Link]. Giving and receiving feedback; and
[Link]. Motivation and rewards.

246
 12.4.2. Performance Culture Survey
[Link]. The performance of each Agency may be reviewed every
three to five years through a performance culture
survey covering staff and customer satisfaction. This
may form a part of the organisational development
review; and

[Link]. The RCSC shall coordinate and monitor the

performance culture survey.

12.5. Performance Appraisal System

12.5.1. The Performance Appraisal System aims to:
[Link]. Enhance performance of employees through
continuous and objective performance planning,
monitoring, reviewing and recognition;

[Link]. Enhance productivity by aligning employee job

responsibility to the organisational goals; and

[Link]. Provide an objective basis for HR actions including

incentives, rewards and managing poor performance.

12.5.2. Scope
The Performance Appraisal System shall cover all civil servants,
including those on probation and contract.

12.5.3. General Provision

[Link]. Every employee of the Agency shall be provided with
information on the Performance Appraisal System.

[Link]. Existing employees shall familiarise themselves with

the performance appraisal system, and new employees

247
 shall be provided with this information through an
induction programme.

[Link]. For employees on long-term training, their academic

performance at the Institute shall form their
performance for appraisal for that period.

[Link]. A civil servant on secondment shall be required to

submit his annual performance appraisal to the Agency.

[Link]. All Agencies, with the support of RCSC, shall facilitate

training for all employees in the Agency to enable them
to participate meaningfully in the Performance
Appraisal System.

[Link]. The HR Offices shall take custody of the performance

appraisal forms and shall make them available as and
when required.

[Link]. The management of the Agency shall study the overall

performance trends of its employees and make
provisions for improvement during the next Appraisal
Cycle.

[Link]. Appraisal Cycle shall be as follows

i) January – December: for educational institutes
following calendar academic year
ii) July – June: for rest of the civil servants

[Link]. All performance information, including the ratings shall

be analyzed and archived accordingly. The
performance rating shall be entered in the CSIS within

248
 the prescribed duration. The HR Offices shall be
responsible for managing this information.

[Link]. Agency concerned shall carry out performance

appraisal of all Executives (EX3 and above) and submit
to the RCSC annually.

[Link]. Every Agency shall submit appraisal information when

required by the RCSC.

[Link]. In cases where individual employee has more than one

supervisor, the one who supervises major job
responsibilities shall be considered the primary
supervisor. The primary supervisor shall consult all
significant supervisors of the employee during the work
planning and review sessions. The primary supervisor
shall reflect the views and judgment of other
supervisors while recording the performance plans and
ratings.

[Link]. In cases where an employee has been transferred

under a new supervisor, the following shall be observed
regarding the performance rating:
i. In case the employee has not worked for at least one
quarter of the Appraisal Cycle, the earlier supervisor
should undertake to review the performance of the
employee.

ii. In case the employee has completed at least one

quarter of the Appraisal Cycle under the new
supervisor, the new supervisor shall undertake to
review the performance for the appraisal quarter.

249
 [Link]. In case a new employee has completed less than one
quarter of the Appraisal Cycle, his performance shall
not be appraised by the supervisor for that duration.

12.5.4. Appraisal Instrument

The Performance Appraisal System shall consist of three sets of
appraisal instruments:
[Link]. Executive Performance Appraisal
a. The performance of the Secretary to the Government
shall be appraised by the RCSC in consultation with
the Minister concerned (Annexure 12/1).

b. The performance of the Executives shall be reviewed

and appraised using the Executive Performance
Appraisal Forms on an annual basis. The Executive
Performance Appraisal Form (Annexure 12/2) shall
be completed by the Supervisor of the Executive.

c. The performance of Heads of Autonomous Agencies

shall be appraised by the Chairperson of respective
Commission/Board.

d. For the purpose of Performance Appraisal System,

Executives shall include all civil servants in EX3 to
EX1 occupying managerial positions and those in
P2 and P1 holding the post of Head of an
Educational/Training Institute, Regional Office and
Drungpas.

[Link]. Specialist Performance Appraisal

The performance of the Specialist shall be reviewed and
appraised using the Specialist Performance Appraisal

250
 Forms on an annual basis. The Specialist Performance
Appraisal Form (Annexure 12/3) shall be completed by
the Supervisor of the Specialist.

[Link]. Appraisal for civil servants in P & M and S & S

Categories
There are two phases in the appraisal process:
a. Phase 1: Work Planning and Review
The Work Planning and Review Form (Annexure
12/4) shall be used by the supervisor and employee
to determine yearly work targets as well as identify
four relevant core competencies in addition to the
three, which are fixed.

b. Phase 2: Summative Performance Review

The Summative Review Form (Annexure 12/5) shall
be used by the Agency, the Manager, Supervisor and
the employee to reflect and rate on the work targets
and the overall performance of the employee. The
Summative Review shall consist of three
components: viz. the review of performance factors,
review of core competencies and recording of specific
comments. The Summative Review is to be
undertaken annually.

[Link]. Appraisal for Operational Category

The performance of civil servants in Operational
Category shall be appraised based on the identified
core competencies only in accordance with Annexure
12/6.

251
12.5.5. Feedback
[Link]. It is mandatory for all civil servants holding managerial
positions at P1A and above to have feedback by at least
three of their subordinates annually.

[Link]. The RCSC shall:

a. Use the feedback as a reference for HR actions,
including promotion;

b. Communicate feedback to the civil servant and

Supervisor concerned, if required; and

c. Ensure confidentiality and proper documentation.

[Link]. HR Office of an Agency shall facilitate and ensure

timely execution and submit the feedback to the RCSC
within three months from the end of appraisal cycle.
The Form is given at Annexure 12/7.

[Link]. The feedback shall be submitted directly to the RCSC

as follows:

a. Central Agencies
[Link] Feedback on Feedback by
1 Secretary DGs/Directors
2 DG/Director Chief of Divisions
3 Chief of Division Division Staff (P4-P2)

252
 b. Autonomous Agencies
Feedback on Feedback by
[Link]
1 Head Chief of Division
2 Chief of Division Division Staff (P4-P2)

c. Head of Embassies/Missions/Consulates
Feedback on Feedback by
[Link]
1 Head of an Officers of P3 and
Embassy/ a above
Mission /
Consulate

d. Dzongkhags
[Link] Feedback on Feedback by
1 Dzongdag Dzongrab, Drungpa
and Sector Heads
2 Dzongrab(P1) Sector Heads
3 Drungpas/Sector Sector Staff (P5 and
Heads (P1) above)

12.5.6. Performance Rating

[Link]. The performance ratings of the immediate supervisor
shall be final and binding. It shall be subject to
verification and approval by the HR Committee.

[Link]. The performance ratings on all the performance

appraisal forms shall be as per the following four rating
scales:

253
 a. Outstanding : 3.5 – 4.00 points
b. Very Good : 2.5 – 3.49 points
c. Good : 1.5 – 2.49 points
d. Improvement Needed : 0 – 1.49 points

[Link]. The supervisor shall furnish adequate justifications if a

civil servant has obtained ‘Outstanding’ (4) in all the
parameters or ‘Improvement Needed’ (final rating),
which shall be verified by the HR Committee.

[Link]. Six most important outputs shall be considered for

rating.

12.5.7. Evaluation Summary

The average scores across both performance outputs and core
competencies shall form the final rating of the employee as follows:
[Link]. Average total scores of 3.5 -4.00 : Outstanding
[Link]. Average total scores of 2.5 - 3.49 : Very Good
[Link]. Average total scores of 1.5 - 2.49 : Good
[Link]. Average total scores of 0 - 1.49 : Improvement Needed

12.6. Use of the Performance Appraisal Results

The Performance Appraisal results shall be used to:
12.6.1. Identify and address development needs of employees;

12.6.2. Recognise good performers and provide appropriate incentives and

rewards;

12.6.3. Promote an employee to a higher position available in the Civil

Service;

254
 12.6.4. Take other HR actions inter alia, transfer, confirmation of services
for the probationers and assigning special tasks; and

12.6.5. Identify poor performers.

12.7. Managing poor performance

Where employees are not performing satisfactorily, a number of strategies
shall be utilised, including:
12.7.1. Training of the managers/supervisor in performance
management;

12.7.2. Staff development in the form of training, counselling and

coaching;

12.7.3. Review of current work responsibilities against the job

descriptions and annual work plan;

12.7.4. Improvement of job environment and workload;

12.7.5. Transfer and/or reassignment; and

12.7.6. Disciplinary actions, including termination.

12.8. Role of Human Resource Officer

HR Officer shall:
12.8.1. Ensure that every employee and his manager use the appraisal
instruments at all times;

12.8.2. Ensure that the forms are properly completed at the end of each
appraisal cycle;

255
 12.8.3. Record ratings of all civil servants in the system within three
months from the end of performance appraisal cycles and enter
the final ratings in the CSIS;

12.8.4. Generate individual and aggregated performance appraisal report

for the employees in his Agency for submission to the Agency;

12.8.5. Facilitate performance feedback between the Supervisor and

Employee.

12.9. Accountability
12.9.1. The HR Committee shall be held accountable for ensuring
effective implementation of the Performance Appraisal System by
providing necessary guidance and support.
12.9.2. The Manager and/or Supervisor shall be responsible for:
[Link]. Guiding and facilitating their employees to fill in the
forms as per the requirements and principles of the
Performance Appraisal System. Initiating the appraisal
process and establishing the employee’s work targets
and core competencies at the beginning of the
Appraisal Cycle;

[Link]. Regularly monitoring the employee’s performance

during the Appraisal Cycle and providing feedback on
performance and achievements to employees; and

[Link]. Maintaining custody of the performance appraisal

document of the employee during the Appraisal Cycle
and submitting them to the HR Officer, as and when
required.

256
12.9.3. The HR Officer shall be responsible and accountable for the
effective implementation and management of the Performance
Appraisal System under the overall guidance of the HR Committee
of Agency.

12.9.4. Every employee shall ensure that his performance is planned,

monitored and rated as per the requirements of the Performance
Appraisal System.

12.9.5. Precautionary measures shall be taken at all levels to maintain

confidentiality of information throughout the performance
appraisal process. Breach of confidentiality shall be considered an
offence and shall result in appropriate disciplinary action.

12.9.6. The Agency/RCSC shall be accountable for close monitoring and

implementation of the Performance Management System.

257
 ANNEXURE 12/1
ROYAL CIVIL SERVICE COMMISSION
ASSESSMENT OF SECRETARIES
BY THE MINISTER

Agency:

Name of Secretary:

Name of Minister:

Date:

Example:
Key Results Areas: Rating: (Please support rating with at
least one example)
1 Management of Work: Overall
achievement of policy objectives and
enactment of legislation
2 Support to Bhutan’s constitutional
process and Good Governance
3 Timely achievement of planned
sector targets
4 Management of Resources: Control
of costs and efficient use of
resources
5 Quality of service delivery and
client/citizen satisfaction
6 Promotion of innovation, technology,
research and global thinking

258
7 Management of People: Utilisation
of human resources and right-sizing
of the workforce.
8 Management of Linkages: Success
in establishing international and
national partnerships and
cooperation
9 High level of communication, public
image and relations
10 Realisation of ethical standards,
Good Governance, cultural heritage
and environment, and the principles
of GNH

______________________ _________________
Seal and signature of Minister Date

259
 ANNEXURE 12/2
ROYAL CIVIL SERVICE COMMISSION
EXECUTIVE PERFORMANCE APPRAISAL FORM

For the rating period: _________to _________

Agency:
Name of the Employee: Name of the Supervisor :
Employee ID No: Position Title:
Position Title:
(Ratings to be given in points)
1. EVALUATION OF PERFORMANCE OUTPUT
A) How would you rate the extent of his/her performance
accomplishment in terms of the programmes, projects and their
targets for the last one year ?
1. Outstanding : 3.5 – 4.00 points
2. Very Good : 2.5 – 3.49 points
3. Good : 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with:

(i) At least one example:_______________________________________________

(ii) Budget utilisation: Approved Achievement

________________________________________________________________
B) How would you rate the quality of his/her work output in the last one
year?
1. Outstanding : 3.5 – 4.00 points
2. Very Good : 2.5 – 3.49 points
3. Good : 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points
Substantiate rating with at least one example:
________________________________________________________________

260
 C) How would you rate the timeliness of his/her work output in the last
six months?
1. Outstanding : 3.5 – 4.00 points
2. Very Good : 2.5 – 3.49 points
3. Good : 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

__________________________________________________________
TOTAL RATING: _________________
DIVIDE ‘TOTAL RATING’ BY 3 = AVERAGE RATING (A):______

2. EVALUATION OF COMPETENCIES
D) Management of Work (it includes among others the ability to plan,
prioritize, delegate, monitor, evaluate and decision making skills)
1. Outstanding : 3.5 – 4.00 points
2. Very Good : 2.5 – 3.49 points
3. Good : 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

_______________________________________________________________
E) Management of People (it includes among others the ability to
establish clear vision/direction, promote professionalism, advance
career growth of subordinates, motivation of subordinates and effective
communications skills)
1. Outstanding : 3.5 – 4.00 points
2. Very Good : 2.5 – 3.49 points
3. Good : 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

261
 _______________________________________________________________
F) Management of Resources (it includes among others the ability to
mobilize resources, effective utilisation, proper management of
facilities and equipments)
1. Outstanding : 3.5 – 4.00 points
2. Very Good : 2.5 – 3.49 points
3. Good : 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

________________________________________________________________
G) Management of Linkages (it includes among others the ability to work
effectively with other peers of other Agencies/Departments,
stakeholders, superiors and clients)
1. Outstanding : 3.5 – 4.00 points
2. Very Good : 2.5 – 3.49 points
3. Good : 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

______________________________________________________________
TOTAL RATING: _________________
DIVIDE ‘TOTAL RATING’ BY 4 = AVERAGE RATING (B): ___________

Comments by the Employee

(Comment on some of your special achievement and on areas that you need to
improve)

(Signature of the Employee)

Comments by the Supervisor

(Signature of the Employee)

(Signature of the Supervisor)

262
THE APPRAISAL MEETING WITH THE EMPLOYEE IS CONCLUDED AT THIS POINT.

THE HR OFFICER SHALL COMPLETE THE FINAL RATINGS CALCULATION

BELOW, AND SUBMIT TO THE HR COMMITTEE

FINAL RATINGS CALCULATION:

Average Rating (A): ________ 60% Weightage

+ Average Rating (B): ________ 40% Weightage = Final Rating (C): _________
Calculation: (A x 0.6) + (B x 0.4) = C

If C = [tick appropriate box to confirm Final Rating]:

3.50 – 4.00 Outstanding 1.50 – 2.49 Good

2.50 – 3.49 Very Good 0 – 1.49 Improvement Needed

______________________________
Name and Signature of HR Officer

Comments by the HR Committee:

(Comment on the general performance and potential of the employee)

(Name and Signature of Chairperson, HR Committee)

263
 ANNEXURE 12/3

ROYAL CIVIL SERVICE COMMISSION

SPECIALIST PERFORMANCE APPRAISAL FORM

For the period: _________to _________

Agency:
Name of Employee:
Employee ID No: Name of Supervisor:
Position Title: Position Title:
Position Level: Position Level:
(Ratings to be given in points)

1. PROFESSIONAL EXCELLENCE

A) How would you rate his depth of technical knowledge in his professional area
of responsibility?

1. Outstanding: 3.5 – 4.00 points

2. Very Good: 2.5 – 3.49 points
3. Good: 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

___________________________________________________________________

B) How would you rate his knowledge on current trends, legal and professional
issues, acts, and rules and regulations, within his area of professional
responsibility?

1. Outstanding : 3.5 – 4.00 points

2. Very Good: 2.5 – 3.49 points
3. Good : 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

________________________________________________________________

264
C) How would you rate his timeliness and effective discharge of professional
responsibilities and dependability in the performance of professional
responsibilities?

1. Outstanding: 3.5 – 4.00 points

2. Very Good: 2.5 – 3.49 points
3. Good : 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

__________________________________________________________________

D) How would you rate his degree of professionalism and adherence to

professional ethics?

1. Outstanding: 3.5 – 4.00 points

2. Very Good : 2.5 – 3.49 points
3. Good: 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

_______________________________________________________________

E) How would you rate his availability, accessibility and responsiveness to

needs above and beyond the minimum requirement?

1. Outstanding: 3.5 – 4.00 points

2. Very Good: 2.5 – 3.49 points
3. Good: 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

_________________________________________________________________
TOTAL RATING: _________________
DIVIDE ‘TOTAL RATING’ BY 5 = AVERAGE RATING (A):______

265
2. PROFESSIONAL LEADERSHIP

A) Active leadership in the field of one’ profession, (it includes among others the
ability to plan, prioritize, delegate, monitor, evaluate and decision making
skills)

1. Outstanding: 3.5 – 4.00 points

2. Very Good: 2.5 – 3.49 points
3. Good: 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

__________________________________________________________________

B) Effective leadership and coordination of professional programmes, including

the ability to work effectively with other peers of other
Agencies/Departments, stakeholders, superiors and clients,

1. Outstanding: 3.5 – 4.00 points

2. Very Good: 2.5 – 3.49 points
3. Good: 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

__________________________________________________________________

C) Leadership in developing institutional and professional linkages and/or

partnerships at the national, regional and international levels,

1. Outstanding: 3.5 – 4.00 points

2. Very Good: 2.5 – 3.49 points
3. Good: 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

___________________________________________________________________

266
D) Management of Resources; both HR (in promoting professionalism,
motivation of subordinates and effective communications skills) and
facilities (in effective utilisation of facilities and equipments), and
1. Outstanding : 3.5 – 4.00 points
2. Very Good : 2.5 – 3.49 points
3. Good : 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

___________________________________________________________________

E) Provision of technical inputs in making policy decisions, and planning and

implementation processes.

1. Outstanding: 3.5 – 4.00 points

2. Very Good: 2.5 – 3.49 points
3. Good: 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

________________________________________________________________
________________________________________________________________________
TOTAL RATING: _________________
DIVIDE ‘TOTAL RATING’ BY 5 = AVERAGE RATING (B): ___________

3. PROFESSIONAL ACHIEVEMENTS

A) Evidence of scholarly work: publications, including journal articles, books,

book review, manuals, etc..

1. Outstanding: 3.5 – 4.00 points

2. Very Good: 2.5 – 3.49 points
3. Good: 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

__________________________________________________________________

267
B) Professional awards, honors, recognition, appreciation/ commendations.

1. Outstanding: 3.5 – 4.00 points

2. Very Good: 2.5 – 3.49 points
3. Good: 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

__________________________________________________________________

C) Active membership, service and leadership in professional organisations.

1. Outstanding: 3.5 – 4.00 points

1. Very Good: 2.5 – 3.49 points
2. Good: 1.5 – 2.49 points
3. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

___________________________________________________________________

D) Attendance and presentation at national, regional and local conferences,

seminars and workshops.

1. Outstanding : 3.5 – 4.00 points

2. Very Good : 2.5 – 3.49 points
3. Good : 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points

Substantiate rating with at least one example:

___________________________________________________________________

E) Contribution to professionally related community activities in civic, cultural,

educational and benevolent organisations.

1. Outstanding: 3.5 – 4.00 points

2. Very Good: 2.5 – 3.49 points
3. Good: 1.5 – 2.49 points
4. Improvement Needed: 0 – 1.49 points
268
 Substantiate rating with at least one example:
________________________________________________________________
________________________________________________________________________
TOTAL RATING: _________________
DIVIDE ‘TOTAL RATING’ BY 5 = AVERAGE RATING (C): ___________

Comments by the Employee

(Comment on some of your special achievement and on areas that you need to
improve)

(Signature of the Employee)

Comments by the Supervisor

(Signature of the Employee)

(Signature of the Supervisor)

(Signature of the Manager)

(Signature of the Supervisor)

(Signature of the Supervisor)

269
THE HRO SHALL COMPLETE THE FINAL RATINGS CALCULATION BELOW, AND SUBMIT
TO THE HRC/RCSC FOR REVIEW AND FINAL APPROVAL.

FINAL RATINGS CALCULATION:

Average Rating (A): ________ 40% Weightage Average Rating (B): ________ 40%
Weightage

Average Rating (C): ________ 20% Weightage

Final Rating: _________

[Calculation: (A x 0.4) + (B x 0.4) + (C x 0.2)]

Tick appropriate box to confirm the Final Rating:

3.50 – 4.00 Outstanding 1.50 – 2.49 Good

2.50 – 3.49 Very Good 0 – 1.49 Improvement Needed

____________________________
Name and Signature of the HR Officer

Comments by the HR Committee

HR Committee No.:…………………………… Date:………………………………….

(Signature of the Chairperson of the HR Committee)

270
 ANNEXURE 12/4

ROYAL CIVIL SERVICE COMMISSION

WORK PLANNING AND REVIEW FORM
(FOR P & S POSITION CATEGORIES)
For the period: _________to _________

Agency:
Name of the Employee: Name of the Supervisor Manager:
Employee ID No: Position Title:

These performance Each performance No ratings are required in

outcomes are to be output may be reviewed this phase. Provide remarks
made priorities for the as and when required. on the progress of the
next one year. To be employee in meeting each
completed jointly by the performance output.
supervisor and the
employee at the
beginning of the work
planning cycle. Use the
employee’s job
description and annual
work plan as guidelines.

Expected Performance Remarks of the

Remarks of Supervisor:
Output Employee:

Output I:

Output II:

Output III:

Output IV:
……………
……………
(Use additional sheet if required)

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 ROYAL CIVIL SERVICE COMMISSION
IDENTIFICATION OF CORE COMPETENCIES

Instructions
The core competencies are the special skills/qualities required to fulfill the roles
and responsibilities of the position. The supervisor and the employee should jointly
identify four core competencies relevant to the employee’s position in addition to
the three, which are fixed.

Agreed Core Competencies

1. Integrity

2. Attitude

[Link]

4.

5.

6.

7.

(Signature of the Employee) (Signature of the Supervisor)

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 ANNEXURE 12/5

ROYAL CIVIL SERVICE COMMISSION

SUMMATIVE PERFORMANCE REVIEW FORM
(FOR P & S POSITION CATEGORIES)
For the period to

Employee / Supervisor Information

Name of Agency:

Name of the Employee:

Employee ID No:

Position Title:

Position Level:

Major Occupation Group: Sub Group:

Name of the Supervisor :

Position Title of the Supervisor:

Process: In the first instance, the employee is to complete the Summative

Performance Review Form as best they can with reference to the Work Planning
and Review Forms. Performance Outputs and Core Competencies are to be
listed/described and a ‘self-rating’ given along with supplementary information
where necessary. Note: While rating the performance outputs, both quality and
quantity aspects must be considered. When complete, the form is then
submitted to their supervisor. The supervisor will review the form and make
appropriate notes. A meeting between the supervisor and employee is then
arranged to discuss the Summative Review Form in more detail and ratings.
The ‘final rating’ is to be approved and written down by the Supervisor.

273
 RATINGS ON PERFORMANCE FACTORS
(Use additional sheets if required)
(Ratings should pertain to Performance Outputs Employee Final rating
as outlined in Work Planning and Review self-rating: (Supervisor):
Forms. Add additional outputs as necessary)

PERFORMANCE OUTPUT I:
PERFORMANCE OUTPUT II:
PERFORMANCE OUTPUT III:
PERFORMANCE OUTPUT IV:
PERFORMANCE OUTPUT V:
PERFORMANCE OUTPUT VI:

TOTAL FINAL
RATING:
Divide ‘Total Final Rating’ by number of AVERAGE
individual final ratings by 6 = RATING (A):

(Signature of the Employee) (Signature of the Supervisor)

(Signature of the Manager)

274
 RATINGS ON CORE COMPETENCIES

Final Rating
Core Competency Employee Self-rating:
(Supervisor):
1. Integrity

2. Attitude

3. Punctuality

4.

5.

6.

7.

TOTAL FINAL RATING:

Divide “Total Final Rating’ by 7 = AVERAGE RATING (B):

(Signature of the Employee) (Signature of the Supervisor)

(Signature of the Manager)

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 DEVELOPMENT NEED OF THE EMPLOYEE

Comments by the Employee

(Comment on some of your special achievement and on areas that you need to
improve)

(Signature of the Employee)

Comments by Supervisor:
(Comment on the special achievements and/or development needs of the
employee and suggest some measures to improve the performance of the
employee)

(Signature of the Supervisor)

(Signature of the Supervisor)

Comments by the Manager:

(Comment on the special achievements and/or development needs of the
employee and suggest some measures to improve the performance of the
employee)

(Signature of the Manager)

THE APPRAISAL MEETING WITH THE EMPLOYEE IS CONCLUDED AT THIS

POINT.

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THE HR OFFICER SHALL COMPLETE THE FINAL RATINGS CALCULATION
BELOW, AND SUBMIT TO THE HR COMMITTEE

FINAL RATINGS CALCULATION:

Average Rating (A): ________ 60% Weightage

+ Average Rating (B): ________ 40% Weightage = Final Rating (C): _________
Calculation: (A x 0.6) + (B x 0.4) = C

If C = [tick appropriate box to confirm Final Rating]:

3.50 – 4.00 Outstanding 1.50 – 2.49 Good

2.50 – 3.49 Very Good 0 – 1.49 Improvement Needed

______________________________
Name and Signature of HR Officer

Comments by the HR Committee:

(Comment on the general performance and potential of the employee)

(Name and Signature of Chairperson, HR Committee)

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 ANNEXURE 12/6

ROYAL CIVIL SERVICE COMMISSION

PERFORMANCE APPRAISAL FORM FOR
OPERATIONAL CATEGORY
For the period: _________to _________

Agency: Name of the Employee:

Employee ID No: Position Title:
Name of the Supervisor:
Core
Rating (Supervisor): Comments
Competency
1. Integrity

2. Attitude

3. Punctuality

4. Courtesy

5.

6.

7.

TOTAL Average rating*

*For average rating, divide the ‘Total’ by 7

(Signature of the Employee) (Signature of the Supervisor)

(Signature of the Manager)

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 ANNEXURE 12/7

ROYAL CIVIL SERVICE COMMISSION

FEEDBACK FORM

To be completed by subordinate for those holding managerial positions (P1 and

above).
Feedback on:
Name:

Position Title: Position Level:

Agency:

Feedback by:
EID No.:

Position Title: Position Level:

Agency:

Date:

Signature:

THIS FEEDBACK SHALL BE KEPT CONFIDENTIAL. YOU ARE REQUIRED TO PROVIDE HONEST
AND CONSTRUCTIVE COMMENTS ON THE EMPLOYEE’S OVERALL PERFORMANCE AND
MANAGEMENT STYLE/PRACTICE.

279
1. LIST ONE OR MORE THINGS YOU WOULD LIKE YOUR SUPERVISOR TO
STOP DOING:

2. LIST ONE OR MORE THINGS YOU WOULD LIKE YOUR SUPERVISOR TO

CONTINUE DOING:

3. LIST ONE OR MORE THINGS YOU WOULD LIKE YOUR SUPERVISOR TO

START DOING:

4. LIST ONE OR MORE THINGS YOUR SUPERVISOR COULD DO BETTER:

5. ON A SCALE OF 1 (LOWEST) TO 5 (HIGHEST), RATE YOUR SUPERVISOR

ON:
Sl. Scale (tick)
Attribute
No. 5 4 3 2 1
1 Leadership
2 Ethics/Character
3 Integrity
4 Professionalism
5 Accountability
5 = Excellent 4 = Very Good 3 = Good 2 = Fair 1 = Poor

6. LIST DOWN CRITICAL INCIDENCES (both positive and negative), IF ANY:

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 CHAPTER 13: PROMOTION

13.1. Policy
13.1.1. Reward and motivate a potential and competent civil servant.

13.1.2. Promote fairness, equity and meritocracy in the Civil Service

through open competitive promotion system.

13.1.3. Provide equal career advancement opportunities to retain the best

and brightest civil servants.

13.2. Strategy
13.2.1. Conduct a fair and open competitive selection based on merit.

13.2.2. Performance of a civil servant shall be the basis for considering

his promotion.

13.2.3. The RCSC shall be highly selective while considering promotion of

a civil servant particularly to/within Executive and Specialist
Positions.

13.2.4. The Position Directory and fulfillment of promotion criteria shall

be the basis for determining the promotion category of a civil
servant being considered for promotion.

13.3. Category
13.3.1. Promotion through open competition.
13.3.2. Promotion within the broad-banded positions.
13.3.3. Promotion to specialist position.
13.3.4. Fast-track promotion.
13.3.5. Meritorious promotion.

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 13.4. Authority of the Agency
13.4.1. The Agency shall be vested with the authority to promote a civil
servant to fill in a vacant position as follows:

Authority for Promotion

Promotion Promotion Promotion Meritorious Fast-Track
Position to Promotion within of Promotion Promotion
Category Position through Open Broad Specialists
Level Competition Banded
Positions

EX1 RCSC NA NA RCSC RCSC

Executive
EX2-EX3 RCSC/C NA NA RCSC RCSC

ES1 NA NA RCSC NA NA
Specialist
ES2-S3 NA NA RCSC/C NA RCSC
Professional P1 M/A/C NA M/A/C RCSC RCSC
&
P5 – P2 M/A/C M/A/C/D NA RCSC RCSC
Management
Supervisory
& S5 - S1 M/A/C/D M/A/C/D NA RCSC RCSC
Support

Operational O4 - O1 M/A/C/D M/A/C/D NA RCSC RCSC

Note: C= Constitutional Office; M = Ministry; A = Autonomous Agency; D = Dzongkhag; and NA = Not Applicable.

13.4.2. Notwithstanding Section 13.4.1, in-service recruitment in

Professional and Management Position Category through Open
Competition shall be carried out by the Parent Agency concerned
as per Section [Link] of this Rule.

13.4.3. The sectoral personnel posted in Dzongkhags shall be promoted

by the Dzongkhag authority concerned while the personnel placed
at the Centre shall be promoted by the Ministry/Autonomous
Agency as per the delegation of authority.

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 13.4.4. Agency vested with the authority to grant promotion shall identify
vacant positions based on approved staffing pattern and staff
strength of the Agency.

13.5. Schedule
13.5.1. Promotion shall normally be approved with effect from 1st January
or 1st July.

13.5.2. Schedule:
[Link]. For January Promotion
Activity Last Date
Receive recommendations by Dzongkhags 15 October
Receive recommendations by Agencies (from
31 October
Dzongkhags/Regional Offices )
Receive recommendations, including online
through CSIS, by the RCSC for promotions 15 November
under its authority
Approve decentralised promotions within
30 November
Broad-banded positions by Agencies
Approve promotions under the authority of the
15 December
RCSC
Receive promotion office orders, including
online through CSIS, by the RCSC for 25 December
decentralised promotions

[Link]. For July Promotion

Activity Last Date
Receive recommendations by Dzongkhags 15 April
Receive recommendations by Agencies (from
30 April
Dzongkhags/Regional Offices)
Receive recommendations, including online
15 May
through CSIS, by the RCSC for promotions

283
 under its authority
Approve decentralised promotions within
31 May
Broad-banded positions by Agencies
Approve promotions under the authority of the
15 June
RCSC
Receive promotion office orders, including
online through CSIS, by the RCSC for 25 June
decentralised promotions

13.5.3. Recruitment and selection process through open competition shall

normally be completed within two months from the date of the
vacancy announcement, and promotion shall be approved with
effect from either 1st or 15th day of a month, after the completion
of all requirements.

13.5.4. There shall be no retroactive promotion.

13.6. General Criteria

A promotion shall entail a higher degree of responsibilities, requiring greater
knowledge, skills and ability. The criteria for promotion of a civil servant
shall be based on:
13.6.1. Availability of a post vacancy;

13.6.2. Fair and just selection system based on merit. Merit shall be
defined in terms of:
[Link]. Academic qualification;
[Link]. Relevant Training;
[Link]. Skills and competence;
[Link]. Past and present performance in his job as reflected
in the performance appraisal;
[Link]. Relevant experience;

284
 [Link]. Clean service record;
[Link]. Suitability to perform the duties and responsibilities
of the vacant position;
[Link]. Potential to shoulder higher responsibilities;
[Link]. Not reflected in the negative list of the RAA; and
[Link]. No pending investigation/administrative
action/court case.

13.6.3. Service in rural area shall be given due recognition;

13.6.4. Seniority in service shall also be given due recognition;

13.6.5. Civil servants selected through National Level Graduate

Recruitment Examination shall be given weightage of 5% during
selection through open competition to P1 positions and above;

13.6.6. Additional qualifications relevant to the nature of duties and

responsibilities shall be given due recognition;

13.6.7. In addition to the general promotion criteria, a civil servant shall

fulfill the eligibility criteria specified under the respective
promotion category;

13.6.8. Fulfillment of the minimum duration requirement as per the

category of promotion as follows:
[Link]. First promotion – Four years, excluding probation
period;
[Link]. Second and subsequent promotion (within
broadband) – Four years;
[Link]. Open Competition – Two years;
[Link]. Meritorious promotion – Three years;
[Link]. Fast-track promotion (interim) – Two years;

285
 [Link]. Executive promotion - Five years; and
[Link]. Specialist promotion – Five years.

13.6.9. Submission of all the relevant documents as per the category of

promotion, which shall be valid on the promotion effective date;

13.6.10. Study Leave up to 18 months of any single training shall be

counted as part of active service for promotion;

13.6.11. Any form of leave up to three months at a time, except EOL, shall
be counted as part of active service for promotion;

13.6.12. The period of secondment shall be considered for the purpose of

promotion. However, except those seconded to RGoB Projects and
Programmes, promotion shall be processed and effected only after
he rejoins on reversion from secondment;

13.6.13. Even if a civil servant has fulfilled eligibility criteria, his

promotion shall not be processed/approved during his absence
from duty on availing medical leave beyond three months, EOL
and long-term study leave. However, a civil servant while
pursuing long-term training under Mixed-Mode shall be eligible
for promotion subject to fulfilling other criteria including his
presence in office at the time of processing and effecting the
promotion.

13.6.14. A civil servant in the entry Position Level who has not availed a
single promotion shall not be eligible for Fast-track or meritorious
promotion;

13.6.15. A civil servant being considered for promotion to Position Level P2

and above shall possess leadership qualities, including:

286
 [Link]. Integrity;
[Link]. Effective communication skills and good command of
Dzongkha and English;
[Link]. Ability to motivate, direct and supervise;
[Link]. Ability to take initiatives, strong commitment,
competence and ability to shoulder higher
responsibilities;
[Link]. Ability to negotiate effectively and make decisions;
[Link]. Ability for strategic planning and monitoring; and
[Link]. Ability to control costs.

13.6.16. All promotions to executive positions must include proven

leadership and positive feedback;

13.6.17. A candidate for the post of a Secretary to the Government or

Dzongdag shall have a minimum of university degree, and fulfill
other conditions as may be prescribed by the BCSR;

13.6.18. Promotions shall be approved/recommended by the HR

Committee of the Agency concerned as per the delegation of
authority.

13.6.19. On approval, Promotion Order shall be issued which shall clearly

specify the following:
[Link]. Name and EID No. of the civil servant being
promoted;
[Link]. Position Title and Position Level, before and after the
promotion as per the Position Directory;
[Link]. Promotion effective date; and
[Link]. Section/Division, Department and Agency etc. as
may be relevant and the place of posting.

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 13.6.20. For promotions under the authority of the RCSC, Agency shall
submit to the parent Agency concerned for its recommendation to
the RCSC;

13.6.21. A civil servant shall not claim promotion as a matter of right; and

13.6.22. The RCSC/Agency shall not promote civil servants mechanically

based only on the completion of the minimum four years
criterion without properly assessing their capability,
performance, allegiance, and the need of the Agency.

13.7. Promotion through Open Competition

Promotion based on post vacancy shall operate within an open competitive
environment as follows:
13.7.1. The Agency shall announce the vacant position in its website
and/or media as and when a vacancy arises and provide at least
two weeks for candidates to submit their applications;

13.7.2. For post vacancy in position EX3 and above, the Agency shall
submit requisition to the RCSC;

13.7.3. Vacancy announcement shall clearly define the following:

[Link]. Profile of the Position
a. Position Title and Position Level;
b. Minimum educational qualification as defined
in the Position Directory. Additional
knowledge, skills and competency relevant to
the post shall be given preference for the
purpose of short-listing;
c. Relevant work experience requirement; and

288
 d. Section/Division, Department and Agency and
the place of posting for which the recruitment
is being considered.

[Link]. Eligibility
a. Meet the minimum educational qualification
requirement prescribed in the Position
Directory;

b. Currently, in one Position Level lower than the

Position Level announced. However, a
candidate in the same Position Level is also
eligible to apply;

c. Completed a minimum of two years of active

service in current Position Level at the time of
the announced application deadline;

d. A civil servant in the entry Position Level who

has not availed a single promotion shall not
be eligible for Open Competition.

e. A civil servant shall be eligible to apply for

Open Competition to a position outside his
MOG only after serving 10 years of service.

f. Completed a minimum duration equal to the

secondment term and/or training period at
the time of the announced application
deadline, if any, to apply to a position in
another Agency;

289
 g. Completed a minimum of two years of active
service at the time of the announced
application deadline after being appointed
through Open Competition to the current
position and Department/Division/Section;

h. Clean service record;

i. A civil servant shall not be eligible to

participate in an Open Competition while on
long-term training; and

j. To the extent possible, transfers, including

through open competition, shall not result in
the loss of professionals by an agency and
appointment of such civil servants to
positions where their specialised knowledge
and skills are rendered irrelevant.

[Link]. Agency/HR Committee shall have the authority to

disqualify a candidate who has participated in the
earlier interview(s) from appearing in the selection
interview for the same post, if re-announced for
open competition within a period of six months.

[Link]. A candidate may be disqualified from sitting for an

interview based on his past performance in earlier
interviews.

[Link]. Other information and requirements:

a. Selection process;
b. Document requirements;

290
 c. Application deadline; and
d. Contact number and address of the focal
person in the recruiting Agency.

13.7.4. An applicant shall be required to submit the following documents:

[Link]. Application; and
[Link]. Curriculum Vitae.

13.7.5. A civil servant applying for a vacant position outside his Agency
shall be required to submit the following additional documents:
[Link]. Attested copies of academic transcripts;
[Link]. Attested copies of training certificates (if required);
and
[Link]. Any other documents that may be required.

13.7.6. A civil servant applying for open competition outside his Agency
shall be required to inform his agency.

13.7.7. The Agency concerned shall:

[Link]. Verify all testimonials and academic transcripts;

[Link]. Compile all applications and short-list applicants

fulfilling the eligibility criteria;

[Link]. Give preference to eligible candidates with relevant

qualification and work experience for the purpose of
short-listing;

[Link]. On short-listing of a candidate, obtain his

Performance Evaluation Reports for the last two
years;

291
[Link]. Confirm the short-listing of a candidate for the
selection process only if he has a minimum of ‘Very
Good’ annual performance rating for the last two
years;

[Link]. Notify applicants on the status of application and

inform short-listed candidates in writing regarding
venue, date and time of the competitive selection
process and other requirements, if any;

[Link]. If there is no eligible candidate or only one eligible

candidate, the Agency shall announce the time
extension of another two weeks for candidates to
submit applications;

[Link]. Further, if the Agency is not satisfied even when the

number of eligible candidates is more than one, the
Agency shall have the option to extend the deadline
to submit applications;

[Link]. If there are no eligible applicants after the extended

deadline, the HR Committee shall: Recommend to
the RCSC a competent officer of the Division/Agency
at one to two Position Levels lower in the same
MOG, as the Officiating. However, in order to
officiate for an EX position, requirement of same
MOG shall not apply;
a. Give due recognition of the performance of the
officiating official for future HR actions on the
official; and
b. Announce the vacancy after every six months.

292
 [Link]. The RCSC shall make direct appointment to a vacant
EX position when there is lack of eligible or suitable
applicant, despite completing the recruitment
process.

[Link]. The Agency shall proceed with the selection process

even if there is only one eligible candidate despite
the re-announcement.

13.7.8. The Agency shall institute an appropriate, fair and competitive

selection process.

13.7.9. The Recruitment and Selection Committee (R & S Committee)

shall comprise of at least four members of the HR Committee
and a representative of the RCSC for cases of P1 and above.

13.7.10. For cases requiring RCSC’s participation, the Agency shall inform
at least a week in advance with all relevant documents.

13.7.11. The R & S Committee members shall declare Conflict of Interest,

if any, prior to confirmation in which case the Agency shall
withdraw him from the R & S Committee and another qualified
member shall be identified.

13.7.12. The R & S Committee shall be properly briefed particularly on

the eligibility criteria for the position, the applicant’s resume
details and the interview format prior to the interview. The R &
S Committee shall also be briefed on their Code of Conduct.

13.7.13. The R & S Committee members shall pre-determine the cut off
percentage.

293
13.7.14. In addition to the panel interview (Interview Form given at
Annexure 13/5(a)), written examinations in both Dzongkha and
English may be conducted.

13.7.15. Questions/Answers during the interview as far as possible shall

be bilingual in Dzongkha and English.

13.7.16. Service in rural area(s) shall be a criterion in the selection

process and shall have weightage up to 5%.

13.7.17. Seniority in the Civil Service shall have weightage up to 5%.

13.7.18. Weightage of 5% shall be given to ‘RCSC-Select Graduates’ as

determined in Annexure 7/4.

13.7.19. The Agency shall compile the selection result. The R & S
Committee shall verify the result and shall be required to sign
on the compiled result sheet(s) for endorsement by the HR
Committee in the Agency for selection based on merit ranking of
the result.

13.7.20. The Agency shall declare the result in the website and/or media
within two weeks of completion of the selection process.

13.7.21. The selected candidate shall be given a maximum of two weeks

after the declaration of result, to submit the following
documents for appointment to the vacant position:

[Link]. No Objection Certificate from the Parent Agency

signed by a competent authority;
[Link]. Audit Clearance Certificate (valid and original) if
promotion is involved; and

294
 [Link]. Security Clearance Certificate (valid and copy) if
promotion is involved.

13.7.22. If the selected candidate fails to produce the documents within the
stipulated time, the next candidate in order of merit ranking may
be considered. He shall be required to submit the above
documents within two weeks from the date of notice being served.

13.7.23. For appointments not involving inter-Agency transfer or change in

MOG, Agency shall appoint the successful candidate against the
vacant position and its Position Level announced. The Office
Order shall clearly indicate that he has been selected through
open competition.

13.7.24. The Agency shall submit the following documents to the RCSC:
[Link]. Copy of the appointment order;
[Link]. Signed copy of the compiled selection result;
[Link]. Copy of the vacancy announcement;
[Link]. Approved Online Security Clearance Certificate if

promotion is involved; and

[Link]. Audit Clearance Certificate (valid and original) if

promotion is involved.

13.7.25. All inter-ministerial or inter-agency or inter-occupational transfers

shall be carried out by the RCSC whereas intra-ministerial or
intra-agency or intra-occupational transfers shall be carried out
by Ministries and Agencies themselves. However, transfer of
executives shall be carried out by the RCSC.

13.7.26. The authority to issue inter-Agency transfer or inter-occupational

group or inter-subgroup in P1 shall vest with the RCSC for which
the Agency shall submit the following documents to the RCSC:

295
 [Link]. Copy of the vacancy announcement;
[Link]. Signed copy of the compiled selection result;
[Link]. No Objection Certificate from the Parent Agency;
[Link]. Approved online Security Clearance Certificate, if
promotion is involved; and
[Link]. Audit Clearance Certificate (valid and original), if
promotion is involved.

13.7.27. Completion of recruitment and selection process through open

competition and effective appointment shall be as per Section
13.5.3 of this Rule.

13.7.28. A candidate appointed through open competition shall be

required to serve a minimum of two years in that position in the
Agency.

13.7.29. Agency shall facilitate leave for a candidate to participate in

Open Competition. However, he shall not be entitled to TA/DA.

13.8. Promotion within Broad-banded Positions

13.8.1. A broad-banded position, specified in the Position Directory, shall
be linked to at least one to two higher or lower position(s) in the
same occupational group that require same minimum
qualification and skills, and are similar in purposes, roles and
responsibilities. The main difference of the broad-banded
positions is the years of experience and increased responsibilities.

13.8.2. A civil servant shall be promoted within the broad-banded

positions without a need to compete for the higher position in
order to facilitate the Agency concerned to motivate and retain a
civil servant within the Agency.

296
13.8.3. Promotion within the broad-banded positions shall be based on
the following eligibility criteria:
[Link]. Minimum performance requirement of:
a. Consistently “Outstanding” annual
performance ratings for the last three years
when a civil servant does not meet the
minimum qualification requirement of the
position; and
b. Consistently ‘Very Good’ annual performance
ratings for the last three years when a civil
servant meets the qualification requirement of
the position.

[Link]. Completion of the minimum of four years of active

service in the current position and Position Level;

[Link]. Clean service record; and

[Link]. Submission of the following documents:

a. Duly completed Promotion Form given at
Annexure 13/1;
b. Annual Performance Reports for the last three
years;
c. Security Clearance Certificate (valid and
copy); and
d. Audit Clearance Certificate (valid and
original).

13.8.4. The Agency shall compile proposals as per the Promotion

Summary Form (Annexure 13/2) and submit to the HR
Committee in the Agency, which shall review all promotion
proposals of civil servants in broad-banded positions for

297
 appropriate decisions.

13.8.5. Promotion order shall clearly specify the information required

under Section 13.6.19 of this Rule.

13.8.6. The Agency shall submit promotion details online as well as send
copies of the promotion orders to the RCSC as per the schedule
along with the signed copy of the compiled Promotion Summary.

13.8.7. Agency shall retain all the promotion documents and shall be
produced as and when required by the RCSC.

13.8.8. A civil servant with a minimum qualification of two-year Diploma

shall be eligible for promotion up to Position Level P3 in the
Diploma Career Track in accordance with Section 2.2.6. of this
Rule.

13.9. Promotion to Specialist Position

13.9.1. To retain, reward and motivate a professional to continue in the
field of specialisation within the Agency, a civil servant shall be
promoted to P1 and ES3 –ES1 without the need to compete for a
higher position so long as he meets the eligibility criteria including
the following:
[Link]. Minimum performance requirement of:
a. Consistently “Outstanding” annual
performance ratings for the last three years
when a civil servant does not meet the
minimum qualification required for promotion
to a position in P1;

b. Consistently “Very Good” annual performance

ratings for the last three years when a civil

298
 servant meets the qualification required for
promotion to a position in P1;

c. Consistently “Outstanding” annual

performance ratings for the last three years
for promotion as a Specialist in ES3 and
above.

[Link]. Minimum of a Masters Degree in the relevant field

with Bachelors Degree for promotion as a Specialist
to ES3 and above;

[Link]. Acquisition of the minimum level of knowledge and

skills identified for the higher Position Level, where
a greater level of responsibility and autonomy within
the role is also required;

[Link]. Consistent practice in the field;

[Link]. Completion of the minimum of four and five years of

active service in the current Position Level for
promotion to P1 and ES3-ES1 respectively;

[Link]. Clean service record; and

[Link]. Recommendation by the HR Committee.

13.9.2. There shall be a vacant specialist position or post adjusted

within the approved staffing strength (Annexure 13/3).

13.9.3. A civil servant promoted to a specialist position shall comply

with the job descriptions of the respective position.

299
13.9.4. In addition to the documents required for processing promotion
to a specialist position specified under Section [Link], the
following shall be required:
[Link]. Specific job description of the proposed specialist
position;
[Link]. Post Adjustment Form given at Annexure 13/3; and
[Link]. Legal Undertaking (Annexure 13/6)

13.9.5. Position Level P2 shall be the deciding point for a civil servant on
his future career ladder. He shall decide whether to continue
service in his field of specialisation/profession or move to a
management position.

13.9.6. A civil servant who has decided to continue his service in his
field of specialisation shall be promoted without the need to
participate in open competitive selection process.

13.9.7. A civil servant, who has decided to move to a management

position, shall apply to a vacant position announced and
participate in the open competitive selection process for
promotion to a management position in P1 and above.

13.9.8. Once a civil servant opts to continue in his line of profession and
avails a promotion to P1 and above, he shall not be eligible to
compete in open competitive selection process for a management
position and to this end, he shall be required to sign a legal
undertaking.

13.9.9. A civil servant in a management position in P1 and above shall

be eligible to move to his line of profession in a specialist
position provided he meets all the criteria.

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 13.9.10. An Agency shall be prudent on the promotion to specialist posts
and once the promotion is granted, the Agency shall take full
responsibility in ensuring that their services are optimally
utilised.

13.10. Fast-track Promotion (interim till sub levels are removed)

13.10.1. In order to collapse sub-levels B and C to A for achieving the
policy of “equal pay for work of equal value” the principle of fast-
track promotion shall be applied to outstanding performers.

13.10.2. The minimum acceptable sub-level of a Position Level shall be C

which shall be ultimately collapsed to sub-level A after which,
there will be 17 Position Levels only with no sub-levels.

13.10.3. A civil servant in sub-level B or C shall be granted fast-track

promotion so long as he meets the eligibility criteria for promotion
including the following:
[Link]. Consistently, “Outstanding” annual performance
rating for the last two years;
[Link]. Completion of the minimum of two years of active
service in the current Position Level;
[Link]. Clean service record;
[Link]. Submission of all the required documents specified
under Section [Link] except for the Performance
Appraisal Reports, which shall be for the last two
years; and
[Link]. Recommendation of the HR Committee.

13.10.4. A civil servant, who has availed fast-track promotion, shall serve
in that position for a minimum period equal to the duration
benefited, calculated from the date of his fast-track promotion.

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13.11. Meritorious Promotion
13.11.1. Meritorious promotions shall be granted to reward and recognise
outstanding performance and leadership qualities of a civil
servant who shall be a role model.

13.11.2. For meritorious promotion, the minimum years of active service

required in the position shall be relaxed, so long as the other
eligibility criteria are fulfilled, including the following:
[Link]. Consistently “Outstanding” annual performance
ratings for the last three years;

[Link]. Completion of the minimum of three years of active

service in the current position;

[Link]. Potential to shoulder higher responsibilities;

[Link]. Exceptional act or service in the public interest

besides his normal responsibilities;

[Link]. Suggestion, invention, accomplishment or personal

effort which has contributed to the efficiency,
economy, or other improvement in the Government;

[Link]. Clean service record;

[Link]. Submission of all the required documents specified

under Section [Link] and Justification Form given
at Annexure 13/4.

[Link]. Verification, shortlist and recommendation by the

HR Committee; and

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 [Link]. Verification and recommendation by the RCSC
Secretariat.

13.12. In addition to the above categories of promotion, the RCSC shall

consider the following:
13.12.1. Promotion on appointment to a civil service position specified in
the Constitution.
[Link]. On appointment to a civil service position specified
in the Constitution, a civil servant shall be granted
one promotion if he is not in the Position Level of
the position to which he is appointed.

13.12.2. Direct Promotion

[Link]. The RCSC, on its own, may promote a civil servant if
the RCSC has sufficient evidence of outstanding
performance and the civil servant is denied promotion
due to discrimination, omission or when he is
assigned the responsibilities of a higher position in
the interest of the public service.

13.13. Appeals related to Promotion

In the event a civil servant finds that his promotion has not been considered
by the authority concerned despite fulfillment of all the promotion criteria,
the incumbent may appeal to the Appellate Authority.

13.14. Handing/Taking Over of Charge

There shall be proper handing/taking over of the charge before a civil
servant is relieved from the current post on promotion, including
Government property, files and records.

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13.15. Orientation
The Agency concerned shall institute an appropriate Orientation
Programme to ensure that an in-service candidate on promotion is properly
inducted.

13.16. Accountability
13.16.1. A promotion granted without fulfilling the prescribed criteria
and/or completing the prescribed processes shall be regarded as
invalid and shall be revoked by the RCSC.

13.16.2. The authority responsible for granting such promotions shall be

accountable and liable for administrative actions.

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 ANNEXURE 13/1

Royal Civil Service Commission

ROYAL GOVERNMENT OF BHUTAN

Promotion Form

Promotion Category: ……………….Employee ID No.:

Name ………………………..Sex: M F Date of initial appointment: ………..

EDUCATION: Academic and Training (please start from the Institute last attended)

Name of School/ Location Field of Subjects Degree/

College/Training and Study Duration Diploma
Institute Country Certificate
Start End obtained
Date Date
a.

b.

c.
d.

Research/Publication:

Title Date and Purpose

reference
a.

b.

c.

If ‘RCSC-Selected’,
a. Year of selection: ………………….. b. Merit Rank: ………………….

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PRESENT JOB IDENTIFICATION:
1. Position Title: …………………… 2. Position Level: ……………
3. Sub-level………………………… 4. Major Occupational Group: …..
5. Sub-Group: ………………

Date of Last Promotion: …………………………………

Service History
EMPLOYMENT HISTORY - Post (s) held so far, (starting with the present position).
Please indicate the Position Level changes.

Agency/Dept Period Office

& Division/ Position Title Position From To Place of Order No.
Unit Level (Date) (Date) Posting & Date

If required, please attach a separate sheet.

Extraordinary Leave availed: Long term training/Higher studies

Duration: …………………………. availed:
From: ……………………………….. Duration: …………………………………
To:…………………………………… From:………………………………………
To:……………………………………………….

No. of active years of service completed No. of active years of service completed
from the date of initial since the last
appointment:………….......... promotion:……………………………

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 Date and Signature of the Candidate

PERFORMANCE – Ratings for the past three years: (each out of the total factors)
copies of performance evaluation reports should be attached.

Year Improvement Good Very Good Outstanding

Needed

(i) PROMOTION RECOMMENDED

1 Position Title: …………………… 2. Position Level: ……………

3. Sub-level………………………… 4. Major Occupational Group: …..

5. Sub-Group: ………………

(ii) Is the proposed promotion against the approved post?

Yes No

(iii) State whether the candidate fully matches the job requirements of the post. 
__________________________________________________________________ 

(iv) Qualification requirements for the proposed post ___________________________ 
Information verified by HR Officer/Chief HR Officer of Agency 

Date 
Signature 
Name & Position Title


(Official Seal)




307 
Recommendation of the Agency
I certify that the information furnished in this form has been verified and is found
correct and that there is no adverse report against him during the past three years.

Date Signature
Name & Position Title
of the recommending authority

(Official Seal)
Decision of the HR Committee
Approved Not Approved Recommended Not Recommended

Reference- HR Committee meeting No.:……… Date:…………

Date Signature
Chairperson, HR Committee

Information verified by RCSC:

Name of the Chief/HR Officer, HRMD

(Official Seal)

Date:

Decision of the RCSC:

Commission Meeting No. ………..… date ………..………

Approved w. e. f. Date _____________Month ___________Year___________

Not approved: ------------------------
Date: …………………………………..

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ANNEXURE 13/2

PROMOTION SUMMARY FORM FOR ……………….

MINISTRY/AGENCY:…………………………..
BEFORE ON PE

Remarks
Active No. Ministry/
Sl. EID Date of Qualifi- Date of last PROMOTION PROMOTION ratings
Name of yrs Agency/
No. No. Appt. cations Promotion for last 3
completed Dzongkhag
PT PL SL PT PL SL yrs

Note:

1. Service calculated as on…………………….

2. Probation period, training period beyond 18 months on any single training and leave period exceeding 3 months are excluded
from years of active service in the present position as per Promotion Rules and Regulations.
3. Performance Reports for 3 years are taken into consideration.
4. Abbreviations:- IN-Improvement Needed, S-Satisfactory, G-Good, VG-Very Good, OT-Outstanding, PT-
Position Title, PL-Position Level and SL-Sub-Level.

HR Committee Meeting No.:……………… Date:……………………

Prepared and verified by: Approved by:

(Chairperson of HR Committee)
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 ANNEXURE 13/3
POST ADJUSTMENT FORM

ROYAL CIVIL SERVICE COMMISSION

Guidelines
Promotion to a specialist position in P1/ES3 shall not entail increase in the staff strength and must be adjusted
within the staff strength approved for the current FYP.
Post adjustment proposal must be against an approved regular Civil Service post (not against Division
Chief/GSP/ESP post).
As far as possible, specialist post (P1/ES) must be adjusted against an approved vacant post within the same
Department/Division.
For promotion of Dzongkhag Sector staff specialist post (P1/ES), post adjustment proposal must be against an
approved vacant post in the relevant Department/Division and not against Dzongkhag Sector post.

Post Adjustment From (post against which the promotion of a specialist (P1/ES) is to be adjusted):

Position Title :

No. of Position(s) approved :

No. of existing against the Position(s):

Section/Division :

Department :

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Post Adjustment To (post to which the specialist (P1/ES) promotion is proposed):

Position Title :
Position Level :
Section/Division :
Department :

For the Ministry/Agency

Submitted by: Approved/Recommended by:
HR Committee Meeting No.:……….
Date:………

(Signature) (Signature)
Name of HR Officer: Chairperson, HR Committee

For the RCSC

Verified by:

(Signature)
Name of Chief/HR Officer, HRMD:

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 ANNEXURE 13/4
ROYAL CIVIL SERVICE COMMISSION

SUPPLEMENTARY MERITORIOUS PROMOTION PROPOSAL FORM

To be completed by the Supervisor:

Please complete the following format most accurately as your statements, information and assessments shall be
liable for further verification.

1. Name of immediate supervisor recommending the proposal:

2. Name of official proposed for meritorious promotion:
3. Agency/Division/Section:
4. Present Position Title:
5. Position Level & Sub Level:
6. Describe present responsibility of the official (attach a separate sheet)
7. Proposed Position Title:
8. Position Level & Sub Level:
9. Describe the proposed job very clearly (attach a separate sheet)
10. Describe the potentials of the official to assume the responsibility of the proposed post:
11. Besides normal duties, what are the 3 specific outstanding achievements of the official? Please complete the
attached form.

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 12. a) Achievements/Impacts

(Impacts may be described in terms of efficiency, economy or other improvements in government

operations). If required, please attach an extra sheet.

Sl. Achievement category List Achievements Describe List Impact of the Describe
No. Achievement Achievements the impact
1 Special act or service in the 1.
public interests
2.
3.
2 Suggestions 1.
2.
3.
3 Inventions 1.
2.
3.
4 Other accomplishments 1.
2.
3

12. b) List documentary evidences:

As a supervisor, I hereby certify that the above information and assessment are correct to the best of my
knowledge. I understand that I am liable for further explanations and enquiry as deemed appropriate in the event
that the above information is incomplete or incorrect.

Signature of supervisor/Date

313
 Recommendations of the Manager

Date : Signature :
Place : Name & Position Title of Manager :

_____ _____
Reference : HR Committee Meeting No………………..dated………………..

Recommended
Not Recommended
Date : Signature :
Place : Chairperson, HR Committee :

Recommendations of the Parent Agency

Reference : HR Committee Meeting No………………..dated………………..

Recommended
Not Recommended
Date : Signature :
Place : Chairperson, HR Committee :

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 ANNEXURE 13/5(a)
ROYAL CIVIL SERVICE COMMISSION
Interview Form
(For P1 & EX Positions)

Name: …………………………………Post Applied:…………………..……………….

Maximum Marks
Sl. Factors
Marks Awarded
No.
1. MANNER & DISPOSITION 05
2. LANGUAGE PROFICIENCY
a. Dzongkha 05
b. English 05
c. Others: Bhutanese Dialects 03
3. GENERAL KNOWLEDGE
a. General knowledge 05
b. RGoB policies 10
4. LEADERSHIP POTENTIAL 05
5. INTELLIGENCE, ABILITY & COMPETENCE
a. Presentation skills (organisation of thoughts) 05
b. Analytical ability 05
RELEVANT QUALIFICATION/TRAINING/ 07
6.
WORK EXPERIENCE
7. SENIORITY 05
8. RURAL POSTING 05
9. PERFORMANCE
a. Individual achievement 05
b. Performance record 15
10. RCSC- SELECT GRADUATE 05
11. WRITTEN EXAMINATION (30 minutes each)
a. Dzongkha 05
b. English 05
Total Marks 100

Place : __________________________________
Date : (Name & Signature of the Committee Member)

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 ANNEXURE 13/5(b)
ROYAL CIVIL SERVICE COMMISSION
SUMMARY OF INTERVIEW RESULT

Name:…………………………………………………………………………………………

Post:……………………………………………………………………………………………

Section/Division:…………………………………………………………………………….

Department:………………………………………………………………………………….

Sl. Name of the Committee Member Total Marks

No. Marks Awarded

1. Chairperson: 100

2. Member: 100

3. Member: 100

4. Member: 100

5. Member: 100

Total 500

Percentage of marks in the interview: ………..

Verified & certified

Place:………………………. Signature:

Date:……………………… (Chairperson)

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 ANNEXURE 13/6

UNDERTAKING

I, .……………………………………………………., bearing Citizenship ID Card No.

…………………….. and employee ID No. ………………, currently working in
……………………………….. (mention name of the Mnistry/Agency) as
………………………. (mention Position Title) in Position Level ……………… do hereby
confirm the following:

1. WHEREAS I have been briefed on this undertaking governing my promotion to

……………………… (mention proposed Position Title) in Position Level …………
with effect from ……………………….. (Promotion effective date);

2. AND WHEREAS I agree with the condition that I shall continue my service as a
specialist and shall not appear for any open competitive selection for change of
position title and position level under the Executive Category or request the
Ministry/Agency/RCSC for any change of position/function to Executive (EX) in
the event of my promotion;

3. AND WHEREAS I understand that in the event I do not adhere to the aforesaid
condition, I shall be liable for appropriate administrative action by the RCSC;
and

4. IN WITNESS WHEREOF I have hereunto signed this document in the presence

of the following witnesses:

Place: …………………………………….. Sd/

Date: …………………………….. (Legal Stamp)

Witnesses:
1. For the Ministry/Agency 2. For the RCSC
(Secretary of Ministry/Head of Agency) (Commissioner, HRM)

(Signature) (Signature)
Name: ……………………………… Name: …………………………….
Official Seal Official Seal

317
 CHAPTER 14: TRANSFER

14.1. Policy
14.1.1. Facilitate mobility among civil servants so their services are best
utilised in the interest of the Government.

14.1.2. Diversify the experience & knowledge and develop appreciation for
social, cultural and economic conditions prevailing in the country
among the civil servants through change of post, agency or place
of posting, particularly from central offices to rural areas.

14.1.3. Avoid development of vested interests leading to probable

corruption, nepotism, patronage, favourtism and red-tape due to
the prolonged stay of an individual in any particular place, Agency
or Position.

14.2. Strategy
14.2.1. A civil servant shall be subject to transfers at regular intervals.

14.2.2. To the extent possible, transfers shall not result in the loss of
professionals by an agency and appointment of such civil
servants to positions where their special knowledge and skills
are rendered irrelevant.

14.2.3. The HR Committee of the Agency concerned shall plan and

execute transfers on annual basis, except where urgent in the
public interest;

14.2.4. The Agencies, unless otherwise without field offices, regional

branch offices and/or similar spatial arrangement, shall
mandatorily transfer civil servants at a regular intervals.

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 14.2.5. In case the agencies fail to transfer or justify for not implementing
transfer, the RCSC reserves the right to transfer the services
unilaterally.

14.2.6. A civil servant who has served in rural areas shall be given
weightage during the selection through open competition for
promotion and long-term training.

14.3. Authority to Transfer

14.3.1. The authority to transfer shall be as follows:
Sl.
Type of Transfer Authority
No.
1 Inter-Agency RCSC/Parent Agency
2 Intra-Agency, except EX & ES* Agency
3 Inter-Major Occupational Group RCSC
4 Inter-Subgroup in an MOG (up to Agency
P2)

* to be carried out by the RCSC in accordance with Sections 52,

67 and 68 of the CSAB 2010

14.3.2. Any transfer to and from Constitutional Offices shall be made by

the RCSC/Parent Agency in consultation with such offices.

14.3.3. A change in duties and positions within a division of an Agency

shall not be considered as a transfer under this Rule.

14.3.4. A transfer shall normally take place within the same

occupational group. However, a civil servant may be considered
for transfer to another occupational group, provided the
candidate meets the qualifications, skills, abilities and

319
 experience requirement of the position for which the candidate is
being considered.

14.3.5. If a transfer involves promotion to a higher Position Level, the

position must be openly advertised to encourage applicants to
apply through an open competitive selection system as per the
relevant provisions of the Promotion Rules and Regulations.

14.3.6. The Chairperson of the HR Committee shall issue the transfer

order for P1 & above and Chief/Sr./HR Officer shall issue the
transfer order for P2 & below.

14.4. General Rule

14.4.1. A civil servant posted to an office in a rural area would enable
him to acquire the requisite experience of working in the rural
area and shall accrue credit for career progression.

14.4.2. A civil servant may be transferred irrespective of Major

Occupational Groups and Sub-Groups generally after completion
of five years of service or as specified under Section 14.4.6,
whichever is less.

14.4.3. The RCSC shall coordinate, monitor and effect the inter-Agency
transfers, and take possible measures to minimise the
inconveniences to the Agency and civil servants resulting from the
transfer.

14.4.4. The transfer may be executed during the school winter holidays
unless unavoidable in the interest of public service.

14.4.5. A civil servant may be transferred to any Agency in the interest of

public service.

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14.4.6. The following occupational Sub-Groups have been categorised as
‘vulnerable’, within which certain positions are more vulnerable
than others and hence shall be subject to transfer as per the
prescribed schedule, beyond which there must be convincing
justification:

Sl. Eligibility
No. Occupational Sub-Groups Min. Max.
Years Years
1. Finance & Account, Revenue, Property &
Procurement Management, Foreign Service, and 3 4
Immigration.
2. Executive, Audit, Administration, Land record,
Urban Dev. Control, Engineering, Forestry, HR
4 5
Management & Development, Training, and
Judiciary Support.
3. Civil Registration & Census, Geology & Mines,
Internal Audit, Investigation, Industrial Relations, 5 6
and Environment.

14.4.7. Transfer of a civil servant who has not completed the

abovementioned minimum years of eligibility shall be carried out
by the RCSC or Parent Agencies only in consultation with the
Agency concerned. However, once the maximum years of
eligibility has been completed, the RCSC or Parent Agency may
transfer a civil servant even without consultation with the
Agency concerned.

14.4.8. A civil servant due for superannuation within the next one year
may not be transferred.

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14.4.9. Selection of civil servants from Agencies for postings to
Embassies/Missions/Consulate Offices and other RGoB
establishments, other than those from the Ministry of Foreign
Affairs, shall be through open competition conducted by the HR
Committee of the Parent Agency concerned. Such postings shall
be treated as transfers for fixed term of two to three years and
the term shall be non-extendable.

14.4.10. If both the husband and wife are civil servants, their
simultaneous transfer to the same location, shall be facilitated, as
far as possible.

14.4.11. A civil servant shall not normally be transferred to a post where

application of his skills and knowledge are rendered irrelevant.

14.4.12. A civil servant shall not be permitted to transfer Government

properties along with him upon his transfer.

14.4.13. In the situation where a transfer may be to a position that is in a

lower Position Level than the one currently held, remuneration
will be dependent on the circumstances of the situation:
[Link]. When a transfer is in the public interest, the
employee shall be entitled to maintain his existing
salary, even if his Position and Position Level
change;

[Link]. When a transfer is of the employee’s personal

choice, remuneration will be based on the new
Position and Position Level; and

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 [Link]. When a transfer is due to demotion, the employee’s
remuneration will be based on the new Position and
Position Level.

14.4.14. The personal file together with the Performance Evaluation

Reports, the service record completed in all respects and the
Last Pay Certificate, in respect of a civil servant who is
transferred from one Agency to another, shall be sent to the
Agency to which he is transferred within fifteen days from the
date he is relieved.

14.4.15. There shall be proper handing/taking over of the charge before a

civil servant is relieved on transfer, including Government
property, files/records.

14.4.16. The RCSC shall maintain a ‘Waiting List’ of civil servants with
the following provisions:
[Link]. Objective
Ensure proper management of the displaced Human
Resources

[Link]. Eligibility
Civil servants shall be put on the RCSC’s ‘Waiting
List’, if displaced for the following reasons:
a. Completion of secondment term in Agencies
outside the Civil Service:
i. Own initiative; and
ii. Government interest
b. Completion of term/recalled from
assignments in
Missions/Embassies/Consulate Offices;

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 c. Closure/Merger/Severance of
Agencies/Departments;
d. On completion of Medical Leave;
e. On completion of Extraordinary Leave, beyond
six months;
f. On completion of Court cases and being
acquitted;
g. Return from long term studies; and
h. Other circumstances as determined by the
RCSC.

[Link]. Placement Priority

Placement priority shall be given to a civil servant
on the ‘Waiting List’ who has:
a. Served for 10 years or more prior to availing the
foregoing Section [Link];
b. Clean record of service prior to availing the
foregoing Section [Link];
c. Availed government-sponsored scholarship for
further studies prior to availing the foregoing
Section [Link];
d. Special knowledge and skill, which qualifies
him to be in the scarce human resource
category in the country;
e. Availed the foregoing opportunities based on
the government priority; and
f. Longer productive years left to superannuate.

[Link]. Management procedures

a. Initial maximum timeline for civil servant on
‘Waiting List’ shall be six months;

324
b. Within six months, the following options shall
be explored:
i. Transfer to a suitable vacant position;
ii. Assign to a special time-bound projects
and programmes of priorities of
RCSC/RGoB; and
iii. Participate in open competitive selection
systems.

c. If not placed within the six-month period, a

civil servant listed under reasons Sections
[Link] (a) (i), [Link] (d) and [Link]
(e) above, following options shall be
considered:
i. ERS;
ii. Voluntary resignation; and
iii. Compulsory retirement.

d. For others not falling under category Sections

[Link] (a) (i), [Link] (d) and [Link]
(e), depending on the past performance,
competence, potential and considering the
circumstances under which they have been
listed under ‘Waiting List’, extension by
another three months may be considered;

e. If not placed despite the additional three-

month extension, he shall be retired from
service with benefits or asked to avail ERS.

325
 [Link]. Preclusion
a. RCSC and the Agency concerned shall make
genuine efforts to prevent listing civil servants
in the ‘Waiting List’;

b. RCSC and the Agency concerned shall ensure

proper HR placement planning and timely
actions;

c. RCSC and the Agency concerned shall ensure

positive removal of civil servants’ names from
the List to the extent possible and in the least
time possible.

14.5. Procedure
14.5.1. Each Agency shall maintain a list of civil servants serving under
them indicating the dates due for transfers.

14.5.2. The Agency concerned shall submit to the RCSC/Agency, as

specifically delegated by the RCSC to the Parent Agency, a list of
civil servants to be considered for inter-Agency and cross-sectoral
transfers not later than three months prior to the due date for
transfer.

14.5.3. A civil servant who meets the eligibility criteria for transfer may
seek a transfer as long as there is a position available.

14.5.4. A civil servant who is transferred shall be relieved within 30 days

from the date of issue of the transfer order (Annexure 14/2) and
shall assume the new responsibilities immediately on expiry of the
admissible joining time unless otherwise approved by the HR
Committee.

326
 14.5.5. The personal service record shall be up-dated in the CSIS only
when the joining report against the transfer order is received.

14.5.6. When a transfer order is cancelled, the transfer cancelation order

shall be issued.

14.6. Preparatory Leave

14.6.1. A civil servant transferred from one duty station to another shall
be eligible for five working days of preparatory leave provided the
new duty station is at least 10 kilometers away from the previous
station involving change of residence.

14.6.2. The actual time required for travel shall be allowed in addition to
the preparatory leave.

14.7. Benefits
14.7.1. A civil servant who is transferred shall be entitled to the following
transfer benefits:
[Link]. Travel expenditure for self (DA/TA) and family (TA) as
admissible under the rules, given in Annexure 14/1,
subject to revision;

[Link]. Transfer grant equal to one month’s basic pay shall

be paid by the relieving agency; and

[Link]. Transport charge of personal effects at the rates given

in Annexure 14/1, shall be paid by agency where the
civil servant is transferred to.

14.7.2. A civil servant transferred within a distance of 10 kilometers from

the place of posting shall not be entitled to transfer benefits.

327
 14.7.3. A civil servant granted transfer on request before completing the
minimum period shall not be entitled to transfer benefits.

14.7.4. If both the husband and wife are civil servants posted to the
same duty station, only one shall be eligible for Government
quarter.

14.8. Orientation
The Agency concerned shall ensure that a civil servant on transfer is
properly briefed and inducted to the new position/place of posting.

14.9. Accountability
14.9.1. Non-compliance with this Rule shall be treated as a violation of
BCSR and hence, the HR Committee/Agency shall be
accountable.

14.9.2. Civil servants failing to abide by the Transfer Order shall be liable
for administrative actions.

328
 ANNEXURE 14/1

ENTITLEMENT FOR TRANSFER TA/DA

1. A civil servant in Position Level EX1/ES1 to P5 shall be entitled to claim
mileage as per the standing rate, if the civil servant owns a car registered in
his/spouse’s name or else the civil servant is entitled to claim full bus fare
including for spouse and children.

2. A civil servant in Position Level S1 to S4 shall be entitled to claim mileage for

two wheelers only for self as per the standing rate, if the civil servant owns a
two wheeler registered in his/spouse’s name, while the spouse and children
are entitled for full bus fare. If a civil servant does not own a two wheeler, the
civil servant is entitled to claim full bus fare including for spouse and
children.

3. Civil servant in Position Level S5 to O4 shall be entitled to claim full bus fare
including for spouse and children.

4. When both husband and wife are civil servants and both are transferred
together to the same place of posting at the same time, the transport charge
shall be admissible only for one person.

5. Transport Charge of Personal Effects while Proceeding on

Transfer/Retirement:
Pack Pony Monetary
Position Scale (non- Ceiling
Entitlement Rate
Level motorable
road)
EX1/ES1- At the rate
Two trucks 13 Nu. 55,000/-
EX3/ES3 prescribed by RSTA
P1 - P5 One truck -do- 10 Nu. 27,000/-
One DCM or
S1 - O4 -do- 7 Nu. 15,000/-
equivalent

329
Note:
1. The transport charge shall be admissible only for the minimum
capacity prescribed by the RSTA for various types of trucks;

2. The transport charge shall be admissible only for one way and the
distance by the most direct route shall be taken into account;

3. The civil servant concerned shall submit a written claim based on the
distance and prescribed rates. The amount thus claimed or the ceiling
prescribed above, whichever is less, shall be payable:

4. The transport charge for the journey to home town on retirement shall
be admissible only once during the entire Civil Service period,
irrespective of changing the status or terms of appointment.

5. In the event Government vehicles are used for transportation of

personal effects, the transport charge shall not be admissible; and

6. The halt for the trucks shall not be admissible.

7. In places where there is no bus service, the Agency concerned shall

determine an amount equivalent to the bus fare.

330
 ANNEXURE 14/2
(Agency Letter Head)
Ref. No……… Date: …..

TRANSFER ORDER

In pursuance of the decision of the ___ HR Committee Meeting held on______,

transfer of _____________________________(name) is issued as specified below:

1. Employee’s Current Detail

a. Employee ID No. :
b. Position Title :
c. Position Level :
d. Major-Occupational Group :
e. Sub-Group :
f. Department/Division :
g. Agency :

2. Transferred to : (Agency to which he is transferred)

3. Location of Agency :
4. Employee’s New Detail
a. Employee ID No. :
b. Position Title :
c. Position Level :
d. Major-Occupational Group :
e. Sub-Group :
f. Department/Division :
5. Effective Date :
6. Relieving Date :
7. Preparatory Leave : (Five Days after relieving date: Specify dates)
8. Joining Time in the New Agency : (Account journey time if required)

Sd/-
Chairperson, HR Committee/ Chief HR Officer
Copy:
1.
2.
3.

Note: A civil servant shall properly execute handing/taking of the charge, including
Government properties and files/records, before being relieved.

331
332
 CHAPTER 15: SECONDMENT

15.1. Policy
15.1.1. Provide necessary exposure to a civil servant to different systems
to acquire expertise and experiences beneficial to the Civil
Service.

15.1.2. Fulfill the obligations of the Government to post civil servants to

Government executed mega projects and to International
Organisations.

15.1.3. Promote Bhutan’s presence and contribution to the international

community through secondment of Bhutanese civil servants.

15.1.4. Facilitate agencies within the Civil Service requiring specialised

knowledge and skills.

15.1.5. Facilitate newly established private schools and tertiary

institutes.

15.2. Category
15.2.1. Categories of secondment shall be as follows:
[Link]. Secondment of civil servants to time bound
Government executed projects;

[Link]. Secondment of civil servants to International/other

Organisations based in Bhutan or outside the
country;

[Link]. Secondment of school principals to newly

established schools and other professionals to
private tertiary educational institutes; and

333
 [Link]. Civil servants temporarily placed in another Agency
within the Civil Service. However, they shall not be
governed by the Secondment Rule.

15.3. Authority
The RCSC shall be the competent authority for approving secondment of
a civil servant.

15.4. Eligibility Criteria

15.4.1. A civil servant shall be eligible for secondment only when the
candidate:
[Link]. Is a Bhutanese citizen;

[Link]. Possesses a clean service record and completed a

minimum period of four years of active service
excluding probation;

[Link]. Has met the conditions of service stated under the

ex-country and in-country Training Rules and
Regulations and Promotion Rules and Regulations;

[Link]. Has no outstanding dues/audit memos or is serving

or impending administrative penalty;

[Link]. Fulfills the criteria set by the employing

organisation and produces document as required.

15.4.2. There shall be no secondment of civil servants to NGOs and

corporations, both public and private corporations.

334
 15.4.3. A civil servant shall be eligible to be seconded again only after
serving the Government double the duration of the first
secondment.

15.4.4. A civil servant shall not be considered on secondment if he

receives employment offer on his own initiatives, without
involving the RGoB. In such cases, a civil servant shall be
required to resign from the Civil Service to avail the opportunity.

15.5. Selection Procedure

15.5.1. In case of a new programme, Agency shall seek approval of the
RCSC before announcing the post for secondment to
International Organisations.

15.5.2. A civil servant shall be considered on secondment only if he is

selected for the same through an open competition conducted by
the RCSC/Agency.

15.5.3. Application/nominations shall be submitted to the

RCSC/Agency, through the HR Committee of Agency concerned.

15.5.4. Application/nominations shall be validated by the RCSC in

consultation with the recruiting Agency concerned, and if
deemed necessary, the applicants shall be subjected to a
selection process. The service record and performance
evaluation reports in respect of the candidates shall be verified
by the RCSC, wherever necessary.

15.5.5. Applications/nominations shall be considered on merit basis

from amongst the eligible candidates.

335
 15.5.6. The final decision on selection of a candidate shall rest with the
organisation to which the civil servant is seconded.

15.5.7. The RCSC shall ensure adequate time to the Agency concerned
for release of the selected official(s) to take up the post(s).

15.6. Terms
15.6.1. A civil servant selected on secondment shall initially be posted
for a maximum period of three years. Extension may be given for
a period of up to two years at a time, subject to a total duration
of secondment of five years. The Agency concerned shall request
the RCSC for extension at least three months before the expiry
of the term with the necessary supporting documents.

15.6.2. A civil servant seconded to an international organisation shall be

for a maximum period of three years. The term shall not be
extendable beyond the duration initially approved.

15.6.3. Civil Servants seconded to newly established private schools and

other professional to private tertiary educational institutes shall
be for a maximum term of four years.

15.6.4. A civil servant shall not be admissible to remuneration or other

benefits from the Agency during the secondment period.

15.6.5. A civil servant shall be entitled to Travel Allowance and avail

joining time while joining the secondment post and on reversion
as per the rules of the Agency to which the candidate is
seconded. No expenditure on this account shall be borne by the
Parent Agency of the civil servant concerned.

336
 15.6.6. The Agency shall not be liable to remit the Pension, Provident
Fund and insurance contributions in respect of a civil servant
while on secondment. The civil servant concerned shall be
responsible for remitting both his own as well as the employers’
contributions directly to avail the benefit of continuation of the
post requirement benefit schemes.

15.6.7. The period of secondment shall be considered for the purpose of

promotion. However, except those seconded to RGoB projects
and programmes, promotion shall be processed and effected
only after he rejoins his Agency on reversion from secondment.

15.6.8. The employing organisation shall submit annually the

Performance Appraisal Report in respect of the civil servant in
the form prescribed by the RCSC to the Agency concerned
during the period of secondment.

15.6.9. The period of secondment shall be accounted and considered for

the purpose of gratuity at the time of retirement of the
incumbent from the Civil Service.

15.6.10. A civil servant while on secondment shall not be eligible for long-
term training.

15.7. Obligation
15.7.1. A civil servant on secondment shall at all times conduct himself
in conformity to the Civil Service Code of Conduct and Ethics
and in a manner befitting his status.

15.7.2. A civil servant, upon return from secondment from the

International Organisation outside Bhutan shall serve Civil

337
 Service double the duration of the secondment period or until
the superannuation age, whichever is earlier.

15.7.3. A civil servant, upon return from secondment from International

Organisations within Bhutan shall be required to serve the Civil
Service equivalent to the duration of secondment period or until
the superannuation age, whichever is earlier.

15.7.4. Should a civil servant fail to rejoin the service with or without a
written communications on completion of the secondment period
despite the instruction from the RCSC/Agency, the services of
the candidate shall be compulsorily retired from the Civil Service
with effect from the date of completion of the approved
secondment period.

15.7.5. A civil servant failing to complete obligations fully, shall only be

eligible to receive gratuity on pro-rata basis (formula: total
gratuity minus % of obligations not fulfilled multiplied by total
gratuity). However, a civil servant falling within this category
shall receive all other post service benefits including the
pension.

15.8. Return from Secondment

15.8.1. The organisation that employs a civil servant on secondment
may, for valid reasons, revert him to the Agency before expiry of
the secondment period. The organisation concerned in such
cases shall notify the RCSC of their decision at least three
months in advance.

15.8.2. A civil servant, upon return from secondment, may have to serve
on the ‘Waiting List’ in accordance with Section 14.4.16.

338
 15.8.3. The RCSC may, for valid reason, recall a civil servant before
expiry of the secondment period. The RCSC shall, in such cases,
notify the Organisation/Agency concerned of its decision at least
three months in advance.

15.9. Position and Pay on Return

The position of the civil servant on secondment shall not be protected. On
return he shall be placed in an equivalent Position and Position Level that
he held prior to his secondment if vacant.

339
340
 CHAPTER 16: TRAVEL

16.1. Policy
16.1.1. Facilitate civil servants to travel if required by the job.

16.1.2. Compensate a civil servant for travel expenses.

16.2. Procedure
16.2.1. Travel shall be undertaken by a civil servant only after obtaining
approval from a competent authority.

16.2.2. Travel shall be planned for a specific period and the programme
shall be submitted while seeking approval.

16.2.3. Should a civil servant be unable to follow the approved tour

programme due to unavoidable reasons or be required to change
it in the interest of the Government, he shall obtain ex-post facto
sanction for making changes in the programme immediately on
his return to the duty station. However, he shall communicate to
the authority and seek approval in principle.

16.2.4. A civil servant shall carry with him proper identification

documents or a letter of authorisation from the competent
authority while on travel.

16.2.5. Travel shall be arranged by the administration concerned in

conformity to guidelines issued by the Government.

16.2.6. All ex-country travel shall require the approval of the HR

Committee.

341
16.3. Authority
The Agency shall, depending on the purpose of the travel, have the
authority to approve travel of a civil servant as per Annexure 16/1. The
authority concerned shall exercise reasonable prudence in approving the
travel programme.

16.4. Entitlement
16.4.1. A civil servant travelling to a location farther than 10 kilometers
from the duty station shall be eligible for Daily Allowance (DA)
provided his absence from the duty station exceeds eight hours.
In the rural areas, the official distance shall be as per stipulation
of the Government.

16.4.2. The day of duty shall be calculated from the time of

commencement of the journey from the place of posting and the
days shall be calculated on the basis of 24 hours of absence
from the duty station.

16.4.3. Half DA shall be paid if the absence from the duty station is
more than eight hours but less than 12 hours and full DA shall
be paid if the absence is 12 hours or more.

16.4.4. Full DA shall be paid only for the first 30 days of continuous halt
on duty at one particular place. After 30 days, only 50% of the DA
shall be paid for a maximum period of five subsequent months.
For continuous stay beyond six months, no DA shall be
admissible.

16.4.5. In the event a civil servant is required to leave the location of

temporary duty prior to completion of the assigned work and
return to the same station to continue the same work within a
period of six months from the date of commencement of the tour,

342
 the duty shall be considered as continuous and the 50% DA shall
be admissible for the remaining period.

16.4.6. In the event a civil servant is required to leave the location of

temporary duty prior to completion of the assigned work, he
shall be entitled to claim full travel benefits for the journey
undertaken outside the jurisdiction of the temporary posting.

16.4.7. A civil servant required to halt in transit for eight hours or more
for the next flight while on travel outside the country shall be
paid Daily Subsistence Allowance (DSA).

16.4.8. DSA shall be paid for the actual period of halts required for
processing visa and it shall be paid at the Government rates.

16.4.9. The payment of DSA for enforced halts shall be limited to two
days for a round trip while on official travel besides halts in
transit, irrespective of the source of funding.

16.4.10. DSA or related expense shall not be paid by the Government

during a training period when the DSA and other expenses are
paid by the donors.

16.4.11. Notwithstanding the section above, a civil servant shall be

reimbursed the visa fee and airport tax on production of original
receipts/documents.

16.4.12. A civil servant on official travel shall claim his Travel Allowance as
per the Form given at Annexure 16/2.

343
16.5. Rate of Daily Allowance
16.5.1. A civil servant while on official tour within or outside Bhutan
shall be admissible for DA at the rates prescribed by the
Government.

16.5.2. A civil servant proceeding on medical treatment or as an escort

shall be paid DA only at the rates prescribed in the medical
treatment rules of the Ministry of Health. However, medical
personnel, or any other civil servant deputed by the Government
as an escort, shall be entitled to the normal DA.

16.6. Mode and Class of Transport

16.6.1. A civil servant, other than Secretaries to the Government or
equivalent rank in the Civil Service, traveling to third countries
shall not be entitled to travel by business class. However, a civil
servant representing the Government as the Head of delegation
shall be entitled to travel by business class.

16.6.2. A civil servant required to undertake official travel shall be entitled

to travel by the most direct and economic route, including
domestic air services.

16.6.3. A civil servant shall be entitled to claim travel allowance as

follows:

Position Level Entitlement

EX1/ES1 – P5 Mileage for four-wheeler vehicle/bus fare as
approved by Govt.
S1- S4 Mileage for two-wheeler/ bus fare as approved
by Govt.
S5-O4 Bus fare as approved by Govt.

344
16.6.4. Mileage claim shall be based on the actual distance covered by a
civil servant.

16.6.5. A civil servant travelling outside the country shall be entitled to

claim the mileage for to and fro journey as follows:
[Link]. From the place of work to the airport to drop the
civil servant and return to the work place; and

[Link]. From the work place to the airport to pick up the civil
servant and return to the work place.

16.6.6. In order to claim mileage, a civil servant shall submit a copy of the
Registration Book indicating that a civil servant or his spouse
owns a vehicle.

16.6.7. When the travel expenses are borne by an external Agency, the
mode and class of travel shall be determined by that Agency. The
Government shall have no objection to availing a mode/class
higher than that is entitled to in such cases and no special
approval shall be necessary.

16.6.8. While on tour in areas where there is no road communication a

civil servant shall be entitled to hire charges of ponies/mules or
porter charges as per the following scales:

Position Riding Pony with Syce Porter

EX3-EX1/ES3-ES1 1 3

P5 - P1 1 2

S1 - O4 1 1

345
 16.6.9. Where there is road, but lacks public transport, Agency concerned
shall arrange transport for officials on official duty or provide hire
charges as per Section 16.6.8, including for roadblocks due to
natural calamities during the travel.

16.6.10. Once the tour/training/treatment is approved, no separate

approval shall be required for travel by the entitled mode/class.

16.6.11. In the event a civil servant belonging to a Dzongkhag or periphery

office is required to travel to the centre and regions to attend a
meeting, seminar, workshop, etc. the TA & DA of the civil servant
shall be borne by the respective Agency of the civil servant
concerned. However, if such meetings are funded by donors, the
TA & DA shall be paid by the organizing Agency, which shall be
clearly communicated.

16.6.12. A Secretary to the Government or a higher authority in the

respective Agency shall approve travel by a class/mode, other
than the one entitled, under special circumstances.

16.7. Submission of Tour Report

It is mandatory for every civil servant to submit report within a week after
his return.

16.8. Control and Monitoring of Follow-up Actions

The controlling authority shall ensure that the purpose of the travel is
genuine and that the civil servant has been able to achieve the intended
purpose. The Authority shall also ensure that appropriate remedial and
follow-up actions are taken on time.

346
16.9. Accountability
16.9.1. Travel undertaken not in conformity to the provisions of this
Rule shall be regarded as illegal and hence the expenses
incurred shall be recovered from the civil servant concerned.

16.9.2. The civil servant who undertakes such travel and the Approving
Officer shall be accountable and liable for disciplinary actions.

347
 ANNEXURE 16/1

Royal Government Bof Bhutan Agency:……………………………………

Travel Authorisation Form

Name of Employee: Number:

Position Title: Position Level: Date:

From To Mode of Travel Halt At Purpose

Station Date Station Date

Estimated Traveling Expenses: Tr. Advance Outstanding Advance of Nu.

Advance Required : Since (date) Sanctioned/Recommended.

(Signature of employee) (Signature & Seal, Head of Finance) (Signature & Seal, Controlling Officer)
Date Date Date

348
 ANNEXURE 16/2

Royal GovernmentBof Bhutan Agency:………………………………

Travel Allowance Claim Form

Name of Employee:
Position Title: Position Level: Number:
No. of Fares: Travel Authorisation No. & Date: Date:

Departure Arrival Bus/Train

Daily Actual Purpose of
Mileage Claim Total
Allowance Expenses Journey
Date Time Station Date Time Station /Air Fare

Advance Taken:

Amount Claimed for payment/refund:

Certified that the travel was performed by me for official purposes and the claims are genuine

Date & Signature of Employee

Certified that the travel was authorised by me for official purposes and the claims appear genuine and reasonable.

Date & Signature of controlling Officer

349
350
 CHAPTER 17: FOREIGN SERVICE

17.1. Policy
17.1.1. Promote an efficient and equitable administration of the Foreign
Service.

17.1.2. Strengthen and professionalise the Foreign Service.

17.1.3. Facilitate efficiency and effectiveness of Foreign Service.

17.2. Application
17.2.1. This Rule shall apply to members of the Foreign Service/Officers
on Deputation/Home-based Staff/Local Recruit transferred,
appointed or seconded to an Embassy/Mission/Consulate
(abroad).

17.2.2. A non-diplomatic civil servant posted outside the country by the

Government shall be entitled to allowances and other benefits,
except Representational Grant and domestic help.

17.2.3. Local recruit in the Embassy/Mission/Consulate shall be

entitled to remuneration and other benefits as per the Foreign
Service Entitlement Rules and Regulations.

17.3. Authority
17.3.1. Foreign Service Rules and Regulations shall be approved by
RCSC in consultation with the Ministry of Finance and Ministry
of Foreign Affairs.

17.3.2. Foreign Service Entitlement Rules shall be jointly approved by

the Ministry of Finance, Ministry of Foreign Affairs and RCSC.

351
17.4. Code of Conduct and Ethics
In addition to the Civil Service Code of Conduct and Ethics, a member
shall:
17.4.1. Promote the foreign policy objectives of the Kingdom.

17.4.2. Represent the country both in performance of his official

duties and conduct himself as a responsible citizen of the
country.

17.4.3. Respect the laws of the host country.

17.4.4. Use Government property and personnel only for official

duties.

17.4.5. Protect the confidentiality of official information.

17.4.6. Ensure that the conduct of his family is not contrary to the
image of the country.

17.4.7. Act with integrity in relation to any privileges he may have as

a diplomatic or consular representative.

17.5. Category of Positions

Position Title and Position Level shall be in compliance with the Position
Directory.
17.5.1. An attaché shall be transferred from the Agency other than the
Ministry of Foreign Affairs to the Embassy/Mission/Consulate as
per Section 14.4.9 of Chapter 14 on Transfer.

17.5.2. A member shall be posted to an Embassy/Mission/Consulate for

a term of three years. The term of posting may be extended or

352
 reduced by the Ministry of Foreign Affairs in the national
interest.

17.5.3. A member shall function as per his position approved by the

Ministry in accordance with Position Directory, and his current
Position Level.

17.6. Remuneration and Allowance

17.6.1. A member shall be entitled to remuneration and other
allowances as per the Foreign Service Entitlement Rules.

17.6.2. A member shall be required to complete and submit the Foreign

Posting Form given at Annexure 17/1 to be eligible for Foreign
Service Benefits.

17.6.3. A member shall cease to draw any remuneration and allowances

specifically granted under this Rule from the date of transfer to
Bhutan.

17.6.4. Foreign Allowance (FA)

A member shall be entitled to FA during the period of posting as
per the Foreign Service Entitlement Rules.

17.6.5. Representational Grant (RG)

[Link]. A member shall be entitled to RG as per the Foreign
Service Entitlement Rules.

[Link]. A member appointed as a Charge d’ Affaires (CDA)

for period exceeding one month shall be entitled to
Representational Grant at the rate admissible to the
Head of Embassy/Mission/ Consulate.

353
17.6.6. Children's Education Allowance (CEA)
A member shall be entitled to CEA as per the Foreign Service
Entitlement Rules.

17.6.7. Home Leave Passage

A member and his family shall be eligible for home leave passage
as per the Foreign Service Entitlement Rules.

17.6.8. Bereavement
[Link]. Bereavement Leave shall be accorded as per Section
10.2.3 of this Rule.
[Link]. In the event of death of a member, remuneration
and other entitlements shall be as admissible under
the Foreign Service Entitlement Rules.

17.6.9. Emergency Evacuation and Loss

Evacuation of a member and his family during emergency and
compensation for loss of personal/household effects shall be as
per the Foreign Service Entitlement Rules.

17.6.10. Medical Treatment

A member and his family shall be provided medical and basic
dental treatment as per the existing rules of the Government.

17.6.11. Accommodation and Furnishing

An appropriate accommodation and furnishing shall be provided
to enable a member to effectively carry out his duties and
responsibilities. The scale of accommodation/house rent shall
be as per the Foreign Service Entitlement Rules.

354
17.6.12. Utilities
Utilities and service charges shall be as per the Foreign Service
Entitlement Rules.

17.6.13. Domestic Help

Domestic help entitlements shall be as per the Foreign Service
Entitlement Rules.

17.6.14. Travel & Joining Time

A member shall be entitled to travel benefits and joining time as
per the Foreign Service Entitlement Rules on transfer.

17.6.15. Travel Allowance and Daily Subsistence Allowance

Travel Allowance and DSA shall be applicable as per the existing
Government rules.

17.6.16. Transfer Grant

[Link]. A member shall be entitled to the transfer grant
equivalent to one month’s basic pay.

[Link]. No transfer grant shall be admissible during the

temporary transfers when DSA is admissible as on
tour.

17.6.17. Transport of Personal Effects

A member shall be entitled to the cost of transport charge of
personal effects as per the Foreign Service Entitlement Rules.

17.6.18. Vehicle Hire and Mileage Claim

[Link]. A member shall be entitled to reimbursement of
charges for vehicle hires and mileage claims to
perform his official duties.

355
 [Link]. Vehicle hire and mileage claim shall be as per the
Foreign Service Entitlement Rules.

17.7. Review of the Foreign Service Rules & Regulations and Foreign
Service Entitlement Rules
17.7.1. The Ministry of Foreign Affairs in consultation with the Ministry
of Finance and the RCSC shall carry out a periodic review of the
Foreign Service Rules & Regulations and Entitlement Rules
every three years.

356
 ANNEXURE 17/1
Foreign Posting Form
Submission of family members and domestic help form of a member of the Foreign
Service on transfer from Headquarters to a Mission.
Note: Two copies to be submitted

1. Name:
2. Position Title:
3. Position Level:
4. EID No.:
5. CID No. :
6. Transferred to:
7. Transfer w.e.f.:
8. Details of family Members:

(a) Name of spouse:

CID No:
(b) Children: (i) CID No:
(ii) CID No:
(iii) CID No:
(iv) CID No:
(v) CID No: (Note: copies of
children’s birth certificate/legal adoption papers are to be attached)

Photograph of:
Spouse 1st Child 2nd Child 3rd Child

357
Domestic help

9. If accompanied by domestic help:

(a) Name of domestic help:

(b) Date of birth
(c) CID No:
(d) Village & Thram No:

Signature of Applicant

Signature
Head, AFD
Ministry of Foreign Affairs

358
 CHAPTER 18: PRIVATE TRADE AND EMPLOYMENT

18.1. Policy
18.1.1. Ensure a civil servant carries out the responsibilities in the service
of the Tsa-Wa-Sum in the most efficient and effective manner.

18.1.2. Ensure a civil servant does not engage in private trade and
employment, and commercial activities, which have Conflict of
Interests and may otherwise, affect his official duties.

18.1.3. Check corruption in the Civil Service by ensuring that a civil

servant does not acquire wealth through unfair and illegal means.

18.2. Extent and Jurisdiction

The rule shall apply to all civil servants including the contract employees.

18.3. Authority to Enforce the Rule

The Head of Agency and Supervisor concerned shall be responsible to
enforce the rule in respect of the employees.

18.4. General Rule

18.4.1. A civil servant shall declare the business/trade of his

spouse/dependants to the Agency where the civil servant is
employed. The Agency shall maintain a list of spouses and
dependants of their employees engaged in formal or non-formal
business.

18.4.2. No spouse or dependant of a civil servant shall be allowed to

participate in supply of goods and services to the Agency where
the civil servant is employed or where the civil servant has an
authority over it.

359
18.4.3. A civil servant shall refrain from participation in the Tender
Committee if there is a Conflict of Interest by way of
participation of his spouse/dependant(s) or close
relative/associates in the bid or the civil servant concerned has
a direct interest in any of the parties competing in the bid.

18.4.4. A civil servant participating as a member of a Tender Committee

shall not communicate any information to the bidders, except
those officially required.

18.4.5. A civil servant shall not become a member of the Board of

Directors of a private company.

18.4.6. A civil servant shall not become a Board member/Director of the

public companies, firms, Institutes, NGOs, etc. without a prior
approval of the RCSC/Royal Government.

18.4.7. A civil servant shall not become a member of Editorial Board of

any newspaper and other media.

18.4.8. A civil servant shall not carry out consultancy services.

18.4.9. A civil servant may be allowed to participate as a resource

person/guest lecturer with the approval of the HR Committee
provided such engagement does not hamper his official duties.

18.4.10. A civil servant shall not act/produce movies and engage in other
commercial entertainments.

18.4.11. A civil servant shall not carry out any private trade/employment
and other commercial activities that may have Conflict of

360
 Interest and may otherwise compromise Sections 3.2.23 and
3.2.28 of this Rule.

18.4.12. Special privileges and entitlements shall not be misused.

18.4.13. A civil servant shall not hold majority shares of any company and
shall not engage in trading of shares or bonds, except those
owned by him.

18.4.14. Utilisation of office time and resources for private purposes shall
not be permitted.

18.5. Accountability
18.5.1. Submission of false information in relation to this Rule or
suppression/withholding of any relevant information by a civil
servant shall be treated as an offence and shall be liable for
administrative action.

18.5.2. A civil servant engaged in activities in violation of this Rule shall

be liable for:
[Link]. Compulsory retirement, termination or any other
appropriate administrative penalty; and/or

[Link]. Prosecution before the Court of Law.

18.5.3. The Supervisor concerned shall be liable for administrative action

for failing to enforce this Rule.

361
362
 CHAPTER 19: ADMINISTRATIVE DISCIPLINE

19.1. Policy
19.1.1. Ensure that a civil servant observes a standard of behaviour in
accordance with the Civil Service Code of Conduct and Ethics,
Rules & Regulations and Laws of the Country.

19.1.2. Promote Transparency, Efficiency, Professionalism,

Accountability, and Leadership in the Civil Service to enhance
good governance and eradicate corruption.

19.1.3. Provide speedy and just process in the conduct of disciplinary

actions against an erring civil servant so that discipline within
the Civil Service is promoted.

19.1.4. Promote high morale and create confidence among the civil
servants by ensuring justice, fairness and equity in protecting
the innocent and punishing the guilty.

19.1.5. Enable an authority vested with the power to enforce discipline

to lawfully exercise such power against an erring civil servant.

19.1.6. Ensure a civil servant is not falsely accused, which would

unjustly injure his reputation or cause unjustified and
unreasonable worries.

19.1.7. Protect a civil servant against intimidation and/or legal action or

personal liabilities resulting from discharge of official duties in
accordance with the rules and procedures.

19.1.8. Create a conducive work environment to enable a civil servant to

properly and efficiently perform his duties and responsibilities.

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 19.1.9. Ensure a civil servant is not administratively penalised without
due administrative process.

19.2. Jurisdiction and Power

19.2.1. All administrative and disciplinary issues and grievances
concerning a civil servant shall be acted upon by the RCSC or
when being approached by individual civil servants as per the
provisions of this Rule, except criminal proceedings, which shall
be under the jurisdiction of Courts.

19.2.2. Completion of a criminal trial or civil suit against a civil servant

in a Court of Law shall not preclude the Disciplinary Committee
from exercising jurisdiction under this Rule.

19.2.3. The RCSC/Agency shall:

[Link]. Enforce all the provisions of the CSAB 2010, BCSR
and other laws governing the discipline of a civil
servant;

[Link]. Exercise appellate authority in required cases;

[Link]. Summon witnesses and/or the parties concerned

with administrative complaints, issue subpoena and
subpoena duces tecum, and take testimony in an
investigation or delegate such power to a proper
committee or office of the Government or an
appropriate and competent civil servant of the
Government;

[Link]. Punish or recommend punishment of the witness or

the party concerned who fails to comply with a
summons, subpoena duces tecum, duly issued

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 according to the subpoena or procedures herein
prescribed, and with the same penalties provided in
the law; and

[Link]. Enforce decisions on disciplinary actions involving a

civil servant.

19.2.4. The HR Committee of an Agency, which shall function as the

Disciplinary Committee, shall initiate disciplinary action against
an erring civil servant.

19.2.5. A person related to or prejudicial against a respondent civil

servant shall not be a member of Disciplinary Committee, the
Investigating Committee or as an Appellate Authority.

19.2.6. The powers to impose a penalty on a civil servant shall be

exercised by the respective authority as under:

Position Level Minor Penalty Major Penalty

[Link]. EX1-EX3/ES1-ES3 Agency RCSC

[Link]. P1 – O4 Agency Agency

19.2.7. Notwithstanding [Link], the powers to impose both minor and

major penalty on a Secretary to the Government, other officers of
Secretary’s rank, and Head of the Autonomous Agency shall be
exercised by the RCSC.

19.2.8. The Disciplinary Committee may designate, from within the

Agency, a responsible and competent civil servant as an
investigator or constitute an Investigation Committee to conduct

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 formal investigation of an administrative case against a civil
servant and submit investigation reports.

19.2.9. Appellate Authority to review the decisions taken by the

Disciplinary Committee shall be:
Position Level Minor Penalty Major Penalty

[Link]. EX1-EX3/ES1-ES3 RCSC RCSC

[Link]. P1-P5 RCSC RCSC

[Link]. S1-S5 to O1-O4 Agency RCSC

19.2.10. Appellate Authority means Administrative Tribunal established

in accordance with Section 6, Article 26 of the Constitution, for
appeal cases from the RCSC, the RCSC for appeal cases from
Ministries/Agencies, and the Ministry for appeal cases from
Departments and Dzongkhags.

19.2.11. The Appellate Authority, on receipt of an appeal from the

defendant, shall review the decision taken by the Disciplinary
Committee to confirm that the prescribed provisions and
procedures have been adhered to and action taken is reasonable
and lawful. The authority shall adopt or modify such a decision
if warranted under the circumstances. The reasons thereof and
the circumstances shall be fully stated in each case.

19.2.12. The Appellate Authority may constitute an Administrative

Review Committee if necessary in order to review the decision
taken by the Disciplinary Committee and to submit its findings
and recommendations thereof for decision-making.

19.2.13. The reports/recommendations of the committee designated

herein (Investigation Committee, Committee on Administrative
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 Cases, or Administrative Review Committee) shall be jointly
signed by the committee chairperson and the members. Any
qualifying statement or dissenting views shall be reflected in the
committee report/recommendations, or indicated above the
signature of the chairperson or the member concerned.

19.3. Fiscal Responsibility, Accountability and Liability

19.3.1. A civil servant whose official duties and responsibilities require
possession or custody of Government funds and accounts, or
properties shall be liable for their safekeeping.

19.3.2. The Head of Agency shall be primarily responsible for all

Government funds and properties, or any lapse of fiscal
responsibility and duties pertaining to his jurisdiction.

19.3.3. A civil servant shall be held responsible and liable for

expenditure of Government funds, use of Government
properties, or any decision or action thereon in violation of the
provisions of the CSAB 2010, BCSR and other laws.

19.3.4. A civil servant responsible for Government vehicles, machineries

or any other forms of property shall be liable for the value
thereof in case of improper or unauthorised use or
misapplication by him or any person for whose acts he may be
responsible. Similarly, the individual concerned shall be held
responsible and liable to make good of all loss, damage, or
deterioration of such properties caused by negligence or misuse.

19.3.5. Every civil servant accountable for Government funds shall be

liable for all losses resulting from unlawful deposit, use, or
application thereof and for all losses attributable to negligence in
keeping of the funds.

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 19.3.6. An accountable civil servant shall not be relieved from liability
by reason of his having acted under the direction of a superior if
he fails to notify the superior in writing on the illegality of such
an act. The superior directing any illegal action shall be
primarily responsible for any loss incurred thereby, while the
accountable officer or civil servant who fails to serve the required
notice shall be secondarily responsible.

19.3.7. A civil servant shall not have any personal or pecuniary interest
in any contract or transaction of the respective Agency. The
individual shall be held primarily responsible for any violation of
this Rule, unless it is evident beyond reasonable doubt that:

[Link]. It was for the best interest and exigencies of the

service;

[Link]. It was due to force majeure or fortuitous event; or

[Link]. It was inevitable to prevent further losses and to

ensure continuity of Government operation.

19.3.8. A supervisor shall be liable for administrative actions, including

compulsory retirement and termination, for any major
corruption or grave official misconduct of his subordinates even
if the supervisor concerned is not directly involved in such
misdeeds.

19.4. Causes for Disciplinary Action

19.4.1. Disciplinary action against a civil servant shall be taken for
offences related to:

[Link]. Conduct or behaviour;

[Link]. Performance of official duties; and

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 [Link]. Fiscal responsibility, accountability and liability.

19.4.2. Offences related to conduct or behaviour in violation of Code of

Conduct and Ethics shall be as reflected in Chapter 3 of this
Rule.

19.4.3. Offences Related to Performance of Official Duties shall be:

[Link]. Neglect of duty, inter-alia, non-compliance with or
non-enforcement/non-implementation of the
provisions of the Civil Service Act, BCSR, lawful and
proper orders, directives, appropriate
recommendations, sanctions, etc. without justifiable
reasons;

[Link]. Abuse of official authority and position;

[Link]. Refusal to perform official duty;

[Link]. Insubordination; and/or

[Link]. Disobedience to superior/lawful authority in the

execution of legal activities/responsibilities.

19.4.4. Offences related to fiscal responsibility, accountability and

liability shall be:
[Link]. Misuse of Government funds and properties;

[Link]. Non-remittance/non-deposit of collections;

[Link]. Incurring of illegal and unauthorised expenditures,

including unjustified, irregular, excessive,
unnecessary and extravagant expenditures;

369
[Link]. Malversation, embezzlement, malfeasance and
misappropriation of Government funds and
properties;

[Link]. Failure of a civil servant to produce or render

accounts of Government funds and properties
entrusted to him upon demand by an appropriate
authority;

[Link]. Failure on the part of a civil servant concerned to

submit records, documents and reports required by
rules & regulations and laws within the prescribed
period, without justifiable reason;

[Link]. Failure of a responsible officer or any civil servant to

render or settle the accounts and make good his
fiscal responsibility/accountability. This shall
include unlawful departure or attempt to leave
Bhutan without securing a certificate from the
authority concerned showing that the accounts have
been finally settled;

[Link]. Flagrant or willful violation of rules & regulations

and laws on financial management and control;

[Link]. Failure to settle liability for losses, damages, etc. as

hereinafter prescribed; and

[Link]. Refunding of the misappropriated funds or deposit

of the cost of misused materials, properties or
equipment shall not relieve a civil servant from the

370
 liability of having committed the offence. The civil
servant involved in such irregularities shall be liable
for administrative and legal actions even after such
refunds are made.

19.5. Filing of Administrative Charge(s)

19.5.1. An administrative charge against a civil servant may be filed by:
[Link]. The Disciplinary Committee on its own initiative; or

[Link]. Any person other than the Disciplinary Committee

in the form of a written complaint, supported with
sufficient documentary evidence.

19.5.2. A complaint, including anonymous letters, not filed properly as

prescribed hereinabove, shall not be admitted.

19.6. Notification to the Respondent Civil Servant

19.6.1. The Disciplinary Committee, when convinced that a prima facie
case exists, shall notify the respondent civil servant in writing of
the administrative charge(s) and direct him to submit
explanation on the charge within 30 days from receipt of the
notification.

19.6.2. The respondent civil servant shall explain the charge(s),

supported with evidence, if any.

19.6.3. The Disciplinary Committee may dismiss the case when the
respondent civil servant’s explanation proves beyond doubt that
the administrative charge(s) is/are without basis.

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19.7. Investigation and Adjudication
19.7.1. Investigation and adjudication of administrative charges or
complaints against a civil servant shall be in conformity with the
Constitution, provisions of the CSAB 2010, BCSR and other
laws of the Kingdom.

19.7.2. The Disciplinary Committee shall direct the conduct of a formal

investigation to establish the truth and the validity of the
respondent’s answer and to determine the other parties involved
in the case when the respondent civil servant pleads not guilty of
the administrative charge(s) and the plea is not corroborated.

19.7.3. Formal investigation shall be conducted by an investigator or an

Investigating Committee duly designated by the Disciplinary
Committee. Where two or more civil servants are respondents in
the same case, common or simultaneous proceedings may be
conducted.

19.7.4. The Investigator or Investigating Committee shall commence

formal investigation within 30 days from receipt of the
explanation from the respondent civil servant.

19.7.5. The Disciplinary Committee may order the conduct of an

investigation even if the respondent civil servant does not
request a formal investigation or when the authority is
convinced that no decision can be judiciously taken without
such an investigation.

19.7.6. The Evidence Act of the Kingdom of Bhutan shall govern

evidence of the case.

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19.7.7. A person who is either related or prejudiced against a
respondent civil servant shall not be eligible to serve as a
witness.

19.7.8. The Investigator or an Investigating Committee appointed by a

Disciplinary Committee may order testimony to be taken by
deposition at any stage of a proceeding or investigation.
Depositions may be taken before an individual designated by the
Investigator/Investigating Committee under the direction and
shall be subscribed by the deponent. Any person connected with
the case may be compelled to appear, depose and produce
documentary evidence before the committee.

19.7.9. The investigation shall be completed within 30 days from its

commencement. The period for investigation may be extended
for a maximum of 30 days by the Disciplinary Committee.

19.7.10. The Investigator or Investigating Committee shall submit to the

Disciplinary Committee a written report on the investigation
within 30 days after the completion of the investigation.

19.7.11. Where a committee on administrative cases has been

constituted as deemed necessary in accordance with this Rule,
an investigation report shall be submitted through the said
committee. The committee shall commence its function within
10 days upon receipt of the investigation report.

19.7.12. The complainant and the respondent civil servant shall have the
right to counsel and be represented by a Bhutanese Jabmi, in
accordance with Section 19.11.2 of this Rule, at any stage of
proceedings and require appearance of witnesses and/or

373
 presentation of evidence in his favour through the process of
written summons.

19.7.13. The Disciplinary Committee shall take into consideration the

nature of the offence, circumstances leading to the commission
of the offence and the past service record of the respondent
before imposing a penalty of removal from the service with
retirement benefits or termination.

19.7.14. Administrative cases shall be determined by a preponderance of

evidence, which must clearly and convincingly outweigh
opposing evidence in the judgment of the proper authority
rendering the final decision.

19.7.15. A decision shall be rendered by the Disciplinary Committee

within 30 days from the receipt of the investigation report, if no
committee on administrative cases had been constituted for the
particular case. However, where a committee on administrative
cases has been duly constituted for a particular case, the
decision shall be rendered within 30 days from the receipt of the
committee’s report and recommendations.

19.7.16. The HR Committee shall review and endorse the decision of the
Disciplinary Committee.

19.7.17. The decision rendered by the HR Committee shall be furnished

to the RCSC.

19.7.18. The decision shall be executed and enforced by the Agency after
remedies are available to the respondent.

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19.8. Summary Proceedings
19.8.1. The RCSC, upon recommendation of the HR Committee of the
Agency require a civil servant to retire compulsorily with post
service benefits without formal investigation when a civil
servant:
[Link]. Habitually exhibits bad behaviour and poor
performance as may be indicated in the Performance
Appraisal; or

[Link]. Is charged with a very grave or serious offence and

the guilt is proven with evidence beyond reasonable
doubt including self admittance.

19.9. Penalty
19.9.1. In the imposition of penalties, the Disciplinary Committee shall
take into consideration the nature and seriousness of the
offence, as well as the circumstances, which either mitigate or
aggravate the intention of the respondent civil servant and the
offence.

19.9.2. For the purpose of administrative disciplinary action, one

penalty per charge shall be imposed. However, this shall not
include different administrative processes that may be required
in determining as well as implementing the penalty. Further, if
convicted by the Court of Law for criminal offences, Sections
19.9.9 and 19.9.10 shall apply.

19.9.3. The same penalties shall be imposed for similar offences under
similar circumstances.

19.9.4. A minor penalty shall consist of actions such as:

[Link]. Reprimand, which shall be generally issued for:

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 a. Irregular Attendance;

b. Lack of Driglam Namzhag;

c. Unbecoming etiquettes and manners;

d. Poor performance reflected in the performance

appraisal; and

e. Carelessness and/or negligence of duties.

[Link]. Fine of an amount not exceeding one month’s

salary;

[Link]. Withholding of short-term training;

[Link]. Withholding of one/two annual increments; and

[Link]. Three or more reprimands or minor penalties would

lead to a major penalty.

19.9.5. A major penalty shall consist of :

[Link]. Withholding of annual increment for a period of

three to five years;

[Link]. Reduction of salary below the existing pay level but

with entitlement to normal increments on due dates;

[Link]. Reassignment;

[Link]. Withholding of promotion;

[Link]. Demotion to a lower Position Level/Position;

[Link]. Withholding of long-term training;

[Link]. Compulsory retirement from service with post

retirement benefits; and

376
 [Link]. Dismissal or termination of service without post
retirement and other benefits, except one’s own
contribution.

19.9.6. In no case shall imprisonment be imposed as a penalty in an

Administrative Case. It shall be pronounced only by a Court of
Law. If warranted under the circumstances, the RCSC or any
other Disciplinary Committee shall file appropriate criminal
charges against a respondent civil servant in a Court of Law in
Bhutan.

19.9.7. All disciplinary cases involving civil servants, contract

employees, after establishing, beyond reasonable doubt by the
Commission/Agencies, the need for criminal prosecution in the
Court of Law shall be forwarded to the Court of Law through the
Office of Attorney General.

19.9.8. A civil servant shall be terminated from service as per Section

19.2.6 of this Rule if he is convicted by the Court of Law for an
offence of misdemeanour and above, related to official functions;

19.9.9. A civil servant shall be compulsorily retired from service with post
service benefit if he or she is convicted by the Court of Law for a
criminal offence of misdemeanour and above for offences not
related to official functions;

19.9.10. A civil servant convicted of any petty misdemeanour may be

retired from service with or without post service benefits based on
the nature and gravity of the offence.

19.9.11. Any minor or major penalty imposed on a civil servant shall be

entered in his service record.

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19.10. Suspension
19.10.1. The Agency may, except Secretaries to the Government, other
officers of Secretary rank and Heads of Autonomous Agencies,
place a civil servant under suspension pending an investigation
when:
[Link]. The civil servant is charged with dishonesty, grave
misconduct, neglect of duty, or abuse of official
authority and power;

[Link]. There are justifiable reasons and the evidence of

strong guilt; and

[Link]. The civil servant faces criminal charges in a Court of

Law.

19.10.2. The RCSC shall be the authority to suspend Secretaries to the

Government, other officers of Secretary rank and Heads of
Autonomous Agencies.

19.10.3. Suspension shall be effected through a formal Office Order, which

shall be notified to the RCSC and the civil servant concerned, and
respective Agency and the civil servant concerned if the Order is
issued by the RCSC.

19.10.4. A civil servant under suspension shall receive a subsistence

allowance of an amount equal to half the basic pay he is entitled
to immediately before being placed under suspension.

19.10.5. The subsistence allowance at 50% of the last basic pay shall be
paid until the completion of Court/disciplinary proceedings.
However, on finalization of the Court/disciplinary proceedings if
the civil servant is found innocent and acquitted of all charges

378
 and accordingly reinstated in service, he shall be entitled to
receive the remaining 50% of his basic salary and other benefits
as applicable for the entire period of suspension.

19.10.6. The period of suspension shall be considered as part of active

service for the purpose of gratuity, annual increment and
promotion only if the respondent civil servant is found innocent
and acquitted accordingly.

19.10.7. Where an order of suspension is issued or deemed to have been

made, or extended by the Disciplinary Committee, a copy of the
order and the detailed report of the case shall be furnished to the
Head of the Agency concerned and the RCSC, within a period of
10 working days from the date of suspension.

19.10.8. An order of suspension shall remain in force as herein provided,

unless it is modified or revoked by the appropriate authority.

19.10.9. Where a civil servant is suspended, whether in connection with a

disciplinary proceeding or otherwise, and another disciplinary
proceeding is commenced against him during suspension, the
authority competent to place him under suspension may, for
justifiable reasons, order the continued suspension of the civil
servant until the completion of all the proceedings against him.

19.10.10. In the event a respondent civil servant expires during his

suspension, the administrative case against him shall be
immediately decided, so that whatever benefits decided in his
favour may be availed of by his family or legal nominees.

19.10.11. The Agency concerned shall not recruit new employees in place of
incumbent when the incumbent is under suspension till all the

379
 administrative and/court proceedings are completed and the final
decision against the incumbent is taken.

19.10.12. RCSC/Agency concerned shall request authorities concerned to

expedite dispensing a case involving civil servant.

19.11. Administrative and Legal Support

19.11.1. No party shall prosecute or suspend a civil servant without
notifying the RCSC. Also, the civil servant concerned shall be
responsible to notifying the RCSC;

19.11.2. RCSC/Agency shall provide administrative and legal support to

a civil servant in the event he is accused and prosecuted for
actions and decisions taken in good faith in the interest of
Agency’s mandates, laws, rules and regulations, and overall
national vision as follows:
[Link]. If prosecuted by Government/Government Agency,
all expenses related to defense of charge(s) shall be
reimbursed by the Government/Agency in the event
he is acquitted. However, he shall be represented
by a Bhutanese law firm/lawyer only; and

[Link]. If prosecuted by others, Agency concerned shall

depute its Legal Officer or request the Office of
Attorney General to represent him in the Court.

[Link]. Such administrative and legal support shall not

cover corrupt acts committed by a civil servant in
connection with the discharge of their duties or
cover other valuables in consideration to act in a
particular manner.

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 19.11.3. The Agency concerned shall through proper media coverage
properly establish facts for a civil servant acquitted by the Court
of Law on the charges lodged against him.

19.11.4. In the event, a civil servant charged for corruption case is proven
innocent in a Court of Law, he shall be eligible for refund of
expenses for legal process, if any.

19.12. Appeal
19.12.1. In the event an aggrieved civil servant or oversight agency has
observed inconsistencies in the disciplinary action, the case may
be appealed to the Appellate Authority.

19.12.2. A respondent civil servant may appeal against the decision of the
Disciplinary Committee within 10 working days from the receipt
of the decision. Such an appeal shall be submitted to the
relevant Appellate Authority for the reasons that:
[Link]. There is evident injustice due to grave abuse of
discretion;

[Link]. The decision is not supported by the evidence on

record;

[Link]. Evidence was not considered when imposing the

penalty;

[Link]. Newly discovered or additional evidence which

materially affects the decision is presented; or

[Link]. There is patent error in the interpretation of rules &

regulations and laws, prejudicial to the interest of
the respondent civil servant.

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 19.12.3. The Appellate Authority, while reviewing the appeal shall
examine whether the disciplinary authority has complied with
the due process.

19.12.4. Decision on the appeal shall be rendered within 30 days from

receipt of the appeal.

19.12.5. The decision of the Appellate Authority shall be enforced by the

Agency.

19.12.6. An aggrieved civil servant, if not satisfied with the decision of the
ultimate Appellate Authority, namely, Administrative Tribunal,
may appeal against such decision to the High Court or Supreme
Court.

19.12.7. In the event the High Court or Supreme Court acquits the
respondent civil servant of all charges on reviewing the appeal
against the decision of the Administrative Tribunal, the penalty
shall stand revoked. However, if the Court finds him guilty in
some charges he shall be imposed such administrative penalty
as deemed appropriate.

19.13. The RCSC shall maintain the Negative List of Civil Servants as
follows:
19.13.1. Definition
The Negative List is a register or list of civil servants who have
been punished as guilty by the Court of Law through conviction
for breaching the law of the nation and/or who have been
punished by Agencies concerned through administrative actions
for breaching the provisions of the CSAB 2010 and/or the
provisions of the BCSR.

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 19.13.2. Objective
[Link]. To have a clean and sincere Civil Service run by
people of strong moral and character;

[Link]. To guide future HR actions, especially appointment

to senior and important positions; and

[Link]. To keep vigil on erring civil servants.

19.13.3. Criteria
If a civil servant has:
[Link]. been convicted by the Court of Law, he/she shall
automatically be included in the Negative List;

[Link]. been sanctioned major and repeated minor

administrative actions by the Agency concerned,
he/she shall automatically be included in the
Negative List; and

[Link]. Committed single minor offence.

19.13.4. Responsibility of Agencies

Agencies shall maintain record of civil servants falling under the
Section 19.13 above, in the CSIS.

19.14. Implication
A civil servant whose name has featured in the Negative List once will be
subject to special scrutiny for promotion to a higher Position Level or
appointment to another Position.

383
384
 CHAPTER 20: SEPARATION

20.1. Policy
20.1.1. Retire a civil servant with full grace, respect and mutual
appreciation upon reaching superannuation age.

20.1.2. Promote dignity and financial security to a civil servant during his
post separation period so that he is content while in service
enabling him to contribute his best.

20.1.3. Ensure appropriate separation schemes.

20.2. Strategy
The RCSC shall adopt the following strategies:
20.2.1. Superannuation
[Link]. A civil servant shall retire from service on attaining
the following superannuation age:
Sl. Age of
No. Position Category Superannuation
i. Executive and Specialist 60 years
Position Category
ii. Professional and 58 years
Management Position
Category
iii. Supervisory & Support and 56 years
Operational Categories

[Link]. The Agency shall have the authority to issue

separation orders for civil servants of P1 and below
upon attaining superannuation age.

385
 [Link]. The date of birth recorded in the service record at the
time of the initial appointment of a civil servant shall
be the basis for deciding the date of retirement.

[Link]. Unless otherwise specifically provided by this Rule,

the actual retirement on superannuation shall be
effective on the first day of the month following the
actual date of retirement. The gratuity and other
post retirement benefits shall be computed as on the
effective day of retirement.

[Link]. No civil servant shall be retained in regular or

contract service beyond the age of superannuation.

[Link]. An Agency shall issue the Office Order of

superannuation for personnel as per the delegation
of authority to accept resignation.

20.2.2. Resignation
[Link]. The powers to accept voluntary resignation submitted
by a civil servant shall be vested with the following
authorities respectively, based on the Position
Category of the civil servant:

[Link] Position Category Authority

i. Executive & Specialist RCSC
ii. Professional & HR Committee of the
Management Agency
iii. Supervisory & HR Committee of the
Support and Agency
Operational

386
[Link]. A civil servant, subject to other rules, on his own may
seek voluntary resignation from service after giving
notice of at least one month in advance.

[Link]. A civil servant who fails to give the prescribed period

of notice of resignation shall be liable to pay an
amount equal to the basic pay for the prescribed
period of notice.

[Link]. A civil servant shall resign from service prior to

standing as a candidate for any election conducted
under the electoral laws of the Kingdom or holding
any paid or unpaid post in any political party. He
shall not be entitled to re-employment in the regular
Civil Service.

[Link]. The authority that recommends and accepts the

resignation shall ensure that the resigning civil
servant has complied with the conditions of service
laid down in the training, secondment and other
rules.

[Link]. A civil servant shall submit resignation to a

competent authority, as per the delegation of
authority, through the respective Supervisor and/or
Head of the Agency for approval.

[Link]. In interest of the Government, HR Committee may

withhold a voluntary resignation up to a maximum
period of three months from the notified date.

387
 [Link]. A civil servant who dies while on duty or suffers
from prolonged illness and unable to perform
regular duties for three years or more, shall be
compulsorily retired from the service with full
retirement benefits.

[Link]. An ex-civil servant who exited from the Civil Service

on superannuation, compulsory retirement or
termination shall not be eligible to apply for any
form of re-employment in the Civil Service.

20.2.3. Early Retirement Scheme (ERS)

[Link]. The objective of the ERS is to facilitate and encourage
civil servants to retire early.

[Link]. Eligibility:
A civil servant shall be eligible for ERS, if he:
a) Is 51 years and above.

b) Is below 51 years of age fulfilling the following

conditions:

i. A civil servant has served for a minimum

of 20 years;

ii. A civil servant does not possess a

minimum of Bachelor Degree; and

iii. A civil servant has no obligations to the

Government.

c) Is on the ‘Waiting List’ for whom the RCSC has

not been able to find appropriate position.

388
 d) Has served a minimum of eight years at the
highest Position Level within the broad-band
as specified in the Position Directory.

[Link]. Disqualification
A civil shall not be eligible for ERS, if:
a) He has impending disciplinary or corruption
case (s); and

b) His service is determined to be required by the

Government based on scarcity of such skills
and expertise.

[Link]. The working Agency shall process and provide the

ERS benefits, less other adjustment with the Agency,
to the employee.

[Link]. The HR Committee/Council of the Agency concerned

shall accept, scrutinize and accord approval for the
decentralised positions for availing ERS benefits.

[Link]. The ERS benefits to be granted shall be a one-time

lump sum compensation based on the following
calculation:

a. For a civil servant 51 years and above shall be

entitled to three months’ basic salary for every
remaining year of service to superannuation
subject to a maximum of 15 months’ basic
salary.

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 b. For a civil servant below 51 years of age shall
be entitled to one month’s basic salary for every
remaining year of service to superannuation
subject to a maximum of 12 months’ basic
salary.

[Link]. Besides the ERS, both the above categories will be

eligible for other regular retirement benefits as per
the Civil Service Rule in force.

[Link]. Six months or more shall be considered a full year of

service for the purpose of calculating the total
number of ‘years’ to be credited.

20.2.4. Special Retirement Scheme

The Commission in consultation with the Government may
implement periodic Special Retirement Scheme to right-size and
address redundancy in order to enhance efficiency and
performance in the Civil Service.

20.2.5. Compulsory Retirement

RCSC/Agency may compulsorily retire a civil servant:
[Link]. On disciplinary grounds in accordance with Section
19.2.6 under Administrative Discipline; and

[Link]. Upon conviction by Court of Law for criminal offences

of misdemeanor and above not related to discharge of
his official functions.

20.2.6. Termination
RCSC/Agency may terminate a civil servant:

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 [Link]. Upon conviction by Court of Law for criminal offences
of misdemeanor and above related to discharge of
official functions; and

[Link]. On disciplinary grounds in accordance with Section

19.2.6 under Administrative Discipline.

20.2.7. Agency Severance

The services of a civil servant shall be separated from the Civil
Service upon corporatisation/privatisation of his Agency, unless
his service is required in the Civil Service.

20.2.8. Procedures for resignation/retirements for civil servants

holding positions listed in the Constitution:
[Link]. Cabinet Secretary – Resignation submitted to the
Prime Minister who submits to His Majesty the King
for final acceptance.

[Link]. Secretary Generals of the two Houses of the

Parliament – Resignations submitted to the Speaker
of the National Assembly and Chairperson of
National Council respectively, who forwards them to
the Chairperson of RCSC, who in turn submits to
His Majesty the King for final acceptance.

[Link]. Ambassadors and Consuls (civil servants only) –

Resignations submitted to the Foreign Minister, who
forwards them to the RCSC Chairperson, who in
turn submits to the Prime Minister who submits to
His Majesty the King for final acceptance.

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 [Link]. Secretaries to Government – Resignations submitted
to the Minister concerned, who forwards to the
RCSC Chairperson, who submits to the Prime
Minister, who in turn submits to His Majesty the
King for final acceptance.

[Link]. Dzongdags – Resignations submitted addressed to

the Ministry of Home and Cultural Affairs, who
forwards to the RCSC Chairperson, who submits to
the Prime Minister and who in turn submits to His
Majesty the King for final acceptance.

20.3. Retirement Benefits

20.3.1. Gratuity
[Link]. Eligibility
a. A civil servant who is separated from service
shall be entitled to receive gratuity after
rendering a minimum of 10 years of service,
except, those on contract and death cases
while in service.

b. A civil servant terminated from service shall

not be eligible for gratuity.

[Link]. Amount
The amount of Gratuity payable under this Rule shall
be computed based on the last basic pay drawn times
the number of completed years of service.
However, service of six months and above shall be
considered as a complete year for the purpose of
calculating gratuity.

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[Link]. Ceiling
The ceiling on quantum of Gratuity shall be revised
by the Royal Government from time to time.

[Link]. Conditions
Gratuity shall be paid to a civil servant by the Agency
only upon production of an Audit and Tax Clearance
Certificates and upon confirming that the retiree has
no outstanding advances or loans from financial
institution to which the Agency was the guarantor.

[Link]. Recovery
a. The amount due from a civil servant, if any, at
the time of retirement or demise and not
recoverable other-wise, shall be recovered from
the Gratuity payable to the incumbent, his
nominees or other legal heir to whom such
payments may be released.

b. In case of demise of a civil servant, the recovery

or penalty against the service obligation shall
be treated null and void.

c. Any outstanding in terms of training obligation

as defined at Section 97.36 of the CSAB 2010
and as per Section [Link] of this Rule shall
be recovered from the candidate’s gratuity and
other retirement benefits payable to him.

[Link]. Authority
Gratuity shall be sanctioned to a civil servant by a
competent authority to which such powers are

393
 delegated in the financial manual after completing the
required formalities and the sanction shall be
accorded in the prescribed form.

20.3.2. Pension
[Link]. A civil servant who has served a minimum of 10
years in the service and made 120 monthly
contributions to the pension account or retires from
service on attaining Civil Service retirement age,
shall be entitled to monthly pension benefits, as per
the National Pension and Provident Fund Rules and
Regulations.

[Link]. If a civil servant is terminated, he shall not be

eligible for the pension benefits but entitled to
refund of his contributions made to the pension
account.

20.3.3. Provident Fund

[Link]. A civil servant who has served for a minimum of one
year and retired from service, shall be entitled to the
provident fund benefits, both the employee and
employer contributions together with returns thereon
credited to pension account as per the National
Pension and Provident Fund Rules and Regulations.

[Link]. A civil servant whose services are terminated shall be

entitled only to his contribution together with returns
credited thereon to provident fund account.

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[Link]. Monthly Pension and Provident Fund
The amount of monthly pension benefits and the
Provident Fund payable to retired civil servants under
the National Pension and the Provident Fund benefits
shall be subject to the provisions in the National
Pension and Provident Fund Rules and Regulations.

[Link]. Conditions
A copy of the order relieving a civil servant on
separation from Civil Service shall be endorsed to the
National Pension and Provident Fund, which shall
form the basis for the National Pension and Provident
Fund to sanction the pension and provident fund
benefits.

[Link]. Recovery
The amount accumulated to a member under the
National Pension and Provident Fund shall not be
liable to attachments, garnishments, levy or seizure,
except to pay any dues of the member payable to the
National Pension and Provident Fund or to the
employer.

[Link]. Authority
Pension and Provident Fund Benefits shall be
sanctioned to a retired civil servant by the National
Pension and Provident Fund in accordance with the
National Pension and Provident Fund Rules and
Regulations.

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20.3.4. Verification of Service
The services of a civil servant claiming the gratuity, the pension
and provident fund benefits under this Rule shall be verified with
respect to the service book of the civil servant and certified in the
prescribed respective form by a designated authority.

20.3.5. Travel Allowance

A civil servant who leaves the service for any reason, other than
termination, shall be entitled to Travel Allowance of an amount
equal to one month's last basic pay of the civil servant.

20.3.6. Transfer Grant

A civil servant who leaves service for a reason other than
termination shall be entitled to the transfer grant of one-month
basic pay.

20.3.7. Transport Charge of Personal Effects

A civil servant, who leaves service for a reason other than
termination, shall be entitled to receive transport of personal
effects as per the rules in force subject to Section 16.6 of Chapter
16 on Travel.

20.3.8. Group Insurance Scheme

A civil servant who leaves service shall be entitled to the benefit of
Employees Group Insurance Scheme.

20.3.9. Benefits Payable to the Family

[Link]. If a civil servant expires while in service including
probation period, his family/legal nominee shall be
entitled to all retirement benefits.

396
 [Link]. If a civil servant is required to resign due to illness or
disability incurred while in service, he/his
family/legal nominee shall be entitled to all
retirement benefits.

20.3.10. Personal Pay

The personal pay, if any as per Section [Link], shall be clubbed
with the basic pay for calculation of retirement benefits.

20.4. Incidence of Payment

Gratuity and other retirement benefits shall be paid to the retired civil
servant.
20.4.1. Gratuity and other terminal benefits shall be claimed by a civil
servant from the Agency from which he received his last pay.

20.4.2. For a civil servant who has served both in a Government Agency
and public sector corporation, the gratuity shall be paid for the
entire service period.

20.4.3. In the event the annual increment is due for a civil servant on the
day following the date of retirement, the annual increment shall
be released and it shall be considered for the purpose of
calculating all retirement benefits.

20.4.4. Gratuity and other benefits shall also be payable to the nominee(s)
of a civil servant who expires while in Civil Service.

20.4.5. Gratuity and other benefits payable to a civil servant who expires
without filing the nomination shall be disbursed in accordance
with the law of the country.

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 20.4.6. Travel allowance, transfer grant and transport charges of personal
effects shall be payable to a civil servant only upon fulfillment of
service obligation under Section 4.11.1 of Chapter 4 or Section
7.14.1 of Chapter 7, unless specified otherwise.

20.4.7. A retired civil servant or his survivor or nominee shall not be paid
gratuity and other benefits if he:
[Link]. Is under indictment or has charges outstanding
against him referred under the rules of the
Government for offences related to official functions;

[Link]. Willfully remains outside the Kingdom of Bhutan with

the knowledge of the indictment or charges, as the
case may be; or

[Link]. Fails to appear, testify, or produce a book, paper,

record, or other document, relating to the service as
an employee, before a Government-appointed
authority or a Court of Law concerning the past or
present relationship with a foreign
Government/Agency or a matter involving or relating
to an interference with or endangerment of, or
involving or relating to a plan or attempt to interfere
with or endanger the national security or sovereignty
of the Kingdom of Bhutan.

20.5. Nomination
20.5.1. A civil servant shall submit to the Agency concerned a nomination
in the prescribed Form conferring on one or more persons the
right to receive the retirement benefits that may be due to him in
the event of his demise.

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 20.5.2. A civil servant who desires to nominate more than one person
under Section 20.5.1 above, shall specify the amount payable to
each of the nominees.

20.5.3. A civil servant may, at any time, cancel a nomination and submit
a fresh one in its place.

20.5.4. A civil servant may state in a nomination that in the event of the
pre-decease of the nominee, the right conferred upon the nominee
shall automatically change to another person or persons, as may
be specified in the nomination.

20.5.5. A civil servant not having a family at the time of nomination shall
file a fresh nomination on acquiring a family and if one fails to
comply with this requirement, the benefits shall be paid to the
nominees nominated earlier or disbursed in accordance with the
law of inheritance, as the case may be.

20.5.6. Every nomination made and every notice of cancellation by a civil

servant shall, to the extent it is valid, take effect on the date on
which it is received by the Agency concerned.

20.6. Formality
20.6.1. There shall be a proper handing/taking over of the charge before a
civil servant is relieved on retirement, including the Government
property, files and records.

20.6.2. Agency concerned shall take the responsibility to immediately

process his post retirement benefits upon superannuation or
retirement and settle all payments within one month.

399
 20.6.3. A civil servant with clean service record shall be relieved with
appreciation and dignity.

20.7. Accountability
20.7.1. A separation not carried out in conformity to the provisions of this
Rule shall be regarded as illegal. HR Committee shall be held
accountable for such separation.

20.7.2. A civil servant who dishonours the Office Order issued by the
competent authority shall be accountable and liable for
disciplinary actions.

20.8. Commendation
20.8.1. A civil servant retiring after minimum of 20 years of clean service
record shall be awarded an “Expression of Commendation” in
appreciation of his service in accordance with delegation of
authority (Annexure 20/1 and Annexure 20/2).

400
 Certificate of Appreciation

On behalf of the Royal Government of Bhutan, the Royal Civil Service

Commission awards this certificate of appreciation to
…………………………………………..
in recognition and gratitude of his significant contribution made
during…………………………………………..of dedicated service
to the Tsa-Wa-Sum.

ANNEXURE 20 / 1
Chairperson
Date: Royal Civil Service Commission

401
 Certificate of Appreciation

On behalf of the Royal Government of Bhutan, the (Agency Name)

awards this certificate of appreciation to …………………………………………..
in recognition and gratitude of his significant contribution made
during…………………………………………..of dedicated service
to the Tsa-Wa- Sum.

ANNEXURE 20 / 2
Head of the Agency
Date: (Agency Name)

402
 CHAPTER 21: CIVIL SERVICE INFORMATION AND RECORDS

21.1. Policy
21.1.1. Maintain accurate and up-to-date Civil Service information and
records.

21.1.2. Ensure RCSC as the institute of records for the Civil Service.

21.1.3. Secure and uphold confidentiality of information in accordance

with the Constitution and the CSAB 2010.

21.1.4. Promote e-governance to enhance efficiency and transparency in

the Civil Service.

21.2. Strategy
21.2.1. Adapt and enhance online Civil Service Information System (CSIS)
and other supporting systems.

21.2.2. Adopt standard operational guidelines/manual on management of

HR information.

21.2.3. Provide role-based access to all Agencies to the CSIS.

21.2.4. Archive Civil Service records at the RCSC and respective Agencies.

21.2.5. Ensure adequate information security.

21.3. General Rule

21.3.1. Access to CSIS shall be given based on roles and responsibilities.

21.3.2. Information maintained in the CSIS shall be the basis for HR

actions.

403
21.3.3. The Service Book shall be in format prescribed and approved by
the RCSC.

21.3.4. Information contained in the Employment Application Form

(Annexure 4/1) and the Service Book which have been duly
signed by the civil servant and verified at the time of his entry into
the Civil Service shall be legally binding.

21.3.5. Data in CSIS and changes shall be classified and effected as

follows:

Data Authority to
Details
Classification Change
Sensitive 1. Employee ID RCSC upon
Data 2. Date of birth receipt from
3. Appointment details respective
4. Promotion details Agencies as per
5. Position Level and Position Annexure 21/1
Title
6. Major Occupational Group
and Sub-group
7. Training and qualification
details
Non- 1. Contact number Individual civil
Sensitive 2. Address details (permanent servant
Data address)
1. Working Agency HR Officer
2. Transfers history Concerned
3. Family details

404
 21.3.6. Maintain personal files and service books of all separated civil
servants, for a period as prescribed below:
[Link]. EX1/ES1 to EX3/ES3 15 Years
[Link]. P1 to S5 10 Years
[Link]. O1 to O4 5 Years

21.4. Responsibilities of RCSC

The RCSC shall:
21.4.1. Be the repository of Civil Service information and records;

21.4.2. Maintain accurate and up-to-date HR information;

21.4.3. Ensure adequate information security;

21.4.4. Take periodic back-up of all HR information maintained in the

CSIS;

21.4.5. Maintain audit trail of the “system access” by users;

21.4.6. Maintain active personal files ensuring easy access and effective
tracking system;

21.4.7. Compile and publish Civil Service Bi-annual Statistics; and

21.4.8. Provide technical support and training on CSIS and record

keeping.

21.5. Responsibilities of a civil servant

A civil servant shall upon viewing his Curriculum Vitae (CV) in the CSIS,
bring to the notice of the HROs for effecting correction, if any, with valid
supporting documents.

405
21.6. Responsibilities of Agencies
21.6.1. Be accountable for accurate and up-to-date data entry into the
system within 21 days of the effective date.

21.6.2. Make effective use of CSIS and remain accountable for accuracy
and integrity of information on all HR matters.

21.6.3. Maintain up-to-date Personal Files and Service Books of the

existing civil servants.

21.6.4. Ensure that the civil servant at the time of joining the Civil
Service truthfully declares his bio-data in Sections 1 & 2 of the
Service Book which will remain a legal declaration.

21.6.5. Effect the correction of non-sensitive data and forward to the

RCSC in case of sensitive data with valid supporting documents.

21.6.6. Identify personnel to whom access shall be granted based on roles

and responsibilities and inform RCSC immediately on any change.

21.6.7. Submit all personnel information to the RCSC including hard

copy wherever necessary within the specified time.

21.6.8. All HR decisions effected online shall be printed, initialed and filed
in the Personal File for record.

21.7. Accountability
The RCSC, Agencies and the civil servant concerned shall be liable for
ensuring up-to-date and accurate HR information and records.

406
 ANNEXURE 21/1
Dated:………………..
…………………………………..
…………………………………..
Royal Civil Service Commission,
Thimphu.

Subject: Change in Sensitive information in CSIS

I, ………………(Name), holding Employee ID………………………..presently working in

…..………………………(Working Agency) request change in the following
information:

Sn. Change Currently Request Supporting

Requested in: reflected in CSIS Change to: documents/
as: Evidences*
1
2
3
*Checklist:

1. Mandatory: Copy of Service Book Record and Employment Application Form

(attested with Sign and Seal of HR Officer)

2. Other Supporting Documents:

a. For Correction in Date of Birth: Documents that reflect Date of Birth
such as Academic transcripts, Birth Certificate and Citizenship ID
Card.

b. For Correction in Name Spelling: Documents that reflect Name such as

Academic transcripts, Citizenship ID Card and Original Court Affidavit
in cases where the evidences do not support the Name change.

407
 c. For Correction in Appointment/Promotion/Position Levels or Titles/
Major Occupation Groups: Appointment/ Promotion/ or Relevant
Office Orders

d. For Correction in Training and Qualification details: RCSC Award

letter and relevant Training Certificates.

(Signature of Applicant/HR Officer on behalf of the civil servant)

To be filled by the Employer

I certify that the information hereby furnished in respect of
…………………………………………… is correct, verified and attested from the
original copies of his/her record maintained in this office.

Signature and Seal

HR Officer

To be filled by RCSC
MIS Committee Meeting No. and Date: ………………..……………………………………

Decision: Approved Not Approved

Remarks: …………………………………………………………………………………………….

408
 CHAPTER 22: CIVIL SERVICE AWARD

22.1. Policy
22.1.1. Recognise and reward civil servants with outstanding
achievements.

22.1.2. Recognise and reward civil servants for dedicated service to the
Tsa-Wa-Sum.

22.1.3. Develop service models for others to emulate.

22.1.4. Motivate civil servants to promote innovation, professionalism

and service excellence.

22.1.5. Set high performance culture at work.

22.1.6. Attract and retain high performers.

22.1.7. Develop a sense of achievement and pride of being a civil

servant.

22.2. Strategy
22.2.1. Civil servants shall be rewarded for their dedication and
outstanding contribution to the Tsa-Wa-Sum;

22.2.2. The RCSC shall institute a merit-based, transparent and

accountable reward system; and

22.2.3. The Awards may be given with incentives.

409
22.3. Categories of Award
The Civil Service Awards shall be given in the following three categories:

22.3.1. Civil Service Award for Dedicated Service

[Link]. This Award shall be given to civil servants with
clean service records who have served the Tsa-Wa-
Sum with full dedication and loyalty.

[Link]. The Award shall be based primarily on the duration

served in the Civil Service as follows:
Years of
Active Particulars of Award
Service
10 years Certificate with a Pin (Bronze)

20 years Certificate with a Pin (Silver)

30 years Certificate with a Pin (Gold)

22.3.2. Civil Service Award for Lifetime Service

[Link]. This Award for Lifetime Service shall be given to
those superannuating civil servants with clean
service records upon completion of the retirement
age prescribed in the BCSR in recognition of having
served the Tsa-Wa-Sum till superannuation age.

[Link]. The Award shall be a Certificate along with a Badge.

22.3.3. Civil Service Award for Excellent Service

[Link]. This Award shall be conferred in recognition of
meritorious and outstanding performance by a civil
servant on a theme(s) chosen annually.

410
 [Link]. 10 to 15 outstanding civil servants shall be awarded
annually.

[Link]. The following themes shall be considered for

conferring the Civil Service Award for Excellent
Service:
a. Dignity of labour;

b. Excellence for quality of education;

c. Culture and value system;

d. Leadership;

e. Innovation;

f. Professional excellence;

g. Exemplary Conduct and Ethical behavior;

h. Bravery;

i. Academic excellence;

j. Services in rural areas; and

k. Any other as per the Royal Command or decided

by the RCSC

[Link]. This Award shall be given as follows with benefits:

Category
Service Benefits Remarks
of Medal
Bronze One This amount shall be granted to the
Increment civil servant monthly till
superannuation, which shall be over
and above normal increments.

411
 Silver Two Increments This amount shall be granted to the
civil servant monthly till
superannuation, which shall be over
and above normal increments.
Gold Promotion to next This Award may be combined with
higher Position the Meritorious Promotions granted
Level if within the by the RCSC.
broadband or In case of increments, the amount
Three Increments shall be granted to the civil servant
monthly till superannuation, which
shall be over and above normal
increments.

22.4. Nomination Procedure

22.4.1 Civil Service Award for Dedicated Service

[Link]. The Agencies in July of each year shall submit a list
of civil servants eligible for the Award as on 30th
June of the same year; and

[Link]. Upon receipt of the nominations, the RCSC shall

verify and finalise the list of awardees.

22.4.2 Civil Service Award for Lifetime Service

[Link]. The Agencies shall submit a list of civil servants due
for superannuation in the next six months in
January and July of each year to the RCSC; and

[Link]. The RCSC shall verify and finalise the list of

awardees.

412
 22.4.3 Civil Service Award for Excellent Service
[Link]. The RCSC shall provide a guideline for the
nomination of civil servants;

[Link]. All the Agencies, through their respective HR

Committees, shall submit a list of truly deserving
and outstanding civil servants in their Agencies to
the RCSC by July on annual basis;

[Link]. In August and September, the RCSC shall conduct

research and verification on each of the nominees
from the Agencies;

[Link]. The RCSC shall further review and endorse the list
of nominees in order of priority;

[Link]. The RCSC would then submit the final proposal by

the end of October, to the Royal Secretariat for
perusal and kind consideration; and

[Link]. The Civil Service Award for Excellent Service shall

be granted during the National Day on 17 December
every year.

22.5. Accountability
22.5.1 The HR Committee shall be responsible for ensuring effective
implementation of the Civil Service Award System.

22.5.2 The HR Office of the Agency shall be responsible for timely

initiation and submission of the nominations as per the
schedule outlined.

413
22.5.3 The RCSC/Agency shall be responsible for the
nomination/selection of the most deserving civil servants that
would fulfill Noble Wishes of the Druk Gyalpo.

414
 CHAPTER 23: HUMAN RESOURCE AUDIT

23.1. Policy
23.1.1. Enhance good governance.

23.1.2. Ensure compliance and uniform application of provisions of the

CSAB 2010, BCSR and other relevant laws across the Civil
Service.

23.1.3. Ensure effective and efficient utilisation of civil servants.

23.2. Strategy
23.2.1. Institute HR Audit system in the Civil Service.

23.2.2. Adopt best standards and practices of HR Auditing.

23.2.3. Carry out periodic HR Audit across all Civil Service Agencies.

23.2.4. Identify gaps and limitations, and recommend appropriate

interventions.

23.2.5. Implement necessary interventions and follow up.

23.3. Area of HR Audit

HR Audit shall focus on:
23.3.1. Staffing plans and implementation;

23.3.2. Human resource development plans & programmes, and

implementation;

23.3.3. Utilisation of human resources;

23.3.4. Recruitment, Selection and Appointment process;

23.3.5. Job assignments;

415
 23.3.6. Training and travel;

23.3.7. Performance evaluation system;

23.3.8. Promotion;

23.3.9. Awards, incentives and welfare;

23.3.10. Transfer;

23.3.11. Leave;

23.3.12. Administrative disciplinary procedures, decisions and

implementation;

23.3.13. Separation;

23.3.14. Work conditions/environment;

23.3.15. Civil Service information and records; and

23.3.16. Any other HR related matters.

23.4. Responsibilities
23.4.1. The RCSC shall:
[Link]. Conduct regular HR Audit in the Civil Service
Agencies;

[Link]. Conduct special HR Audit as and when required;

[Link]. Develop HR Auditing Standards, HR Audit Manual,

and Strategic HR Audit Plan; and

[Link]. Establish HR Audit Team for each audit

engagements.

23.4.2. The Agency shall:

[Link]. Provide free access to all information and records of
agencies that relate to HR management and to

416
 inspect and inquire into and call for any information
arising from those accounts and records;

[Link]. Be required to provide with such facilities,

assistance, information and access to their
respective offices as the Commission may require for
the performance of its duties;

[Link]. Provide full cooperation and support to the auditing

team while conducting HR audit; and

[Link]. Provide feedback to the management and the RCSC

on the conduct of HR Audit.

23.4.3. The HR Audit Team shall:

[Link]. Conduct HR Audit without fear, favour or prejudice

[Link]. Be professional and observe code of conduct and

ethics

[Link]. Prepare HR Audit report with recommendations for

submission to the Commission; and

[Link]. Follow-up HR Audit reports to ensure that audit

recommendations are complied with and
implemented.

23.5. Accountability
23.5.1. The RCSC/Agency shall be accountable for proper implementation
of this Rule.

417
 DEFINITIONS

1. Adhoc Offer - any bilateral or multilateral training offer, either partially

or fully funded by donors.

2. Administrative Offence - an offence from the breach of the Civil Service

Act of Bhutan 2010 and BCSR 2012.

3. Agency – “the Legislature, Judiciary, Ministry, Constitutional Office,

Autonomous Agency, Dzongkhag, Gewog, Thromde or a statutory body of
the Royal Government”.

4. Apolitical – “not linked with political parties or engaged in any political

activities”.

5. Appellate Authority – “the Administrative Tribunal for appeal cases from

the Royal Civil Service Commission, the Royal Civil Service Commission
for appeal cases from Ministries and Agencies, and the Ministry for appeal
cases from Departments and Dzongkhags”.

6. Appraisal Cycle is the time frame of one year during which an employee’s
performance is either directly observed or verified for the purpose of
providing a formal appraisal rating.

7. Approved Route - the most direct and economical route.

8. Armed Forces - the Royal Bhutan Army and Royal Body Guard.

9. Asset - an item of value including land, property, shares, bonds,

copyright, bank deposits or goodwill worth Nu. 50,000 or more.

418
10. Autonomous Agency – “an Agency under the Executive, established and
mandated to function with autonomy by Royal Charters, Royal Kashos,
Executive Orders or Acts of the Parliament”.

11. Basic Pay - the remuneration fixed on a time scale.

12. Bhutan Civil Service Rules and Regulations – “those rules and
regulations prescribed by the Commission in accordance with the Civil
Service Act 2010”.

13. Broad-Banded Position - a position that is linked to one or two higher or

lower Position Levels in the same occupational group that require the
same minimum qualifications and are very similar in purpose, roles and
responsibilities.

14. Civil Servant – “a person registered with the Commission and employed
in the services of the Judiciary, the Legislature, the Executive,
Constitutional Offices and Autonomous Agencies of the Royal
Government, unless otherwise specified”.

15. Civil Service – “the services within the jurisdiction of the Civil Service Act
2010”.

16. Classified data are static data that cannot be edited by Agencies.

17. Code of Conduct – “the code of conduct and values set out in the Civil
Service Act 2010 and BCSR”.

18. Commission – “the Royal Civil Service Commission established under the
Constitution of the Kingdom of Bhutan”.

419
19. Competitive Selection Process - that anyone is free to apply and
compete for a vacant position as long as he fulfills the eligibility criteria,
which shall be advertised to ensure a fair and transparent process.

20. Compulsory Retirement - the involuntary retirement from Civil Service

with post service benefits.

21. Conflict of Interest – “a conflict between the official duties and the
private interests of a civil servant, including not only his vested interest
but also those of his family”.

22. Constitution - the Constitution of the Kingdom of Bhutan.

23. Contract Extension - the process of extending a contract period without

changing any of the terms and conditions.

24. Contract Renewal - the process of revising the terms and conditions of a
contract based on the merit of the contract personnel and need of his
service.

25. Conviction - when a civil servant is found guilty of a criminal offence.

26. Cooling-off Period - the length of time a politician must complete before
he becomes eligible for any form of employment in the Civil Service.

27. Core Competencies - the essential abilities that are required to perform
the duties of a particular position to a satisfactory performance level
which may be expressed through skills, knowledge, attitude and aptitude.

28. Corruption – “as defined in the Anti-Corruption Act of Bhutan”.

29. Criminal Offence – any offence as defined by the Penal Code of Bhutan.

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30. Cross Sector - occupations when the positions are more generic and exist
in more than a sector such as lawyers, engineers, accounts personnel,
HR, IT professionals, etc.

31. Daily Allowance (DA) - the allowance payable per day to a civil servant
during in-country official tour/travel.

32. Daily Subsistence Allowance (DSA) - the allowance per day payable to a
civil servant during short-term training and ex-country official
tour/travel.

33. Diplomat - a civil servant in Position Level P5 and above working in

Embassies and Missions abroad.

34. Domestic Help - a personal servant of Bhutanese nationality maintained

by the Head of a Mission/Embassy for whom the air passage, home leave
passage and medical expenses are provided by the Government.

35. Driglam Namzhag – “values of Tha Damtsi, Ley Jumdrey, etiquettes and
conscious pursuit of harmonious living”.

36. Elected Representatives – “members of the Parliament and local

governments”.

37. Elementary or General Service Personnel (ESP/GSP) - a person

employed to perform basic and manual work in Government Agencies on
a consolidated salary without being a regular civil servant.

38. Embezzlement - fraudulently taking Government property/fund for

personal gain.

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39. Employee - a civil servant.

40. Enforced Halt - a halt, which a civil servant or his family, in the course
of a journey, is obliged to make at an intermediate station for a reason
beyond his control.

41. Equal Pay for Work of Equal Value - that employees with the required
qualifications and experience and performing comparable jobs as
determined through the job evaluation process, should be compensated
similarly; that is, within the same salary range.

42. Excellent Performance – “an outstanding rating done in the performance

evaluation form or an outstanding contribution made in the service”.

43. Executive - Head of Agency, Educational Institute, Regional Office,

Dzongdags, Dungpas and Drangpons of Dzongkhags and Dungkhags the
purpose of the Performance Appraisal System.

44. Family – “members consisting of a spouse and children”.

45. Felony - a serious crime as defined in the Penal Code of Bhutan.

46. Force Majeure - an event or effect that can be neither anticipated nor
controlled.

47. Foreign Allowance - an allowance given to an employee of a

Mission/Embassy to cover the cost of living at the place of posting.

48. Gross pay - basic salary plus allowances.

49. Head - Secretary of Ministry, CEO of Autonomous Agency, Dzongdag.

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50. Head of Mission - a member who is accredited to a foreign
country/International Organisation to represent the Government of
Bhutan in that capacity.

51. Holder of Constitutional Office has the same meaning as in the

Constitution.

52. Home based Staff - the support level personnel deputed to a mission
abroad.

53. HR Actions – Any action taken on a civil servant pertaining to

recruitment, appointment, staffing, training, transfers, promotion,
secondment, separation, administrative discipline, etc.

54. HR Audit – “assessment of the implementation of all HR actions by the

Agencies as per the provisions of the Constitution, the Civil Service Act,
the BCSR and the other relevant rules with the view to ensure fairness
and objectivity in the Civil Service”.

55. HR Committee includes Judicial Council of the Judiciary.

56. Incompatible Activities - those activities, performance of which is

inconsistent with the civil servant’s official functions.

57. Indirect Evidence - the evidence that is based on inference and not
personal knowledge of observation.

58. In-service - serving in the Civil Service.

59. Job Description - the official description of the position including such
information as its title, Position Level, location, purpose, duties and
responsibilities, minimum qualifications and experience and various other
factors describing the position fully.
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60. Leave Travel Passage - the provision of travel fares to a member and the
family including domestic help for visiting homes in Bhutan or any other
country/place.

61. Ley Jumdey - the cause and effect relationships.

62. Local Recruit - a person directly recruited by the Mission/Embassy to a

non-diplomatic post as per the terms and conditions approved by the
Government.

63. Major Occupational Group - a major division of the Occupational

Structure which embraces a group of associated occupations such as the
Audit & Finance Group, the Architecture and Engineering Group, etc.

64. Major Penalty - the withholding of annual increments, reduction of

salary, withholding of promotion/demotion, compulsory retirement or
termination from the service.

65. Malfeasance - a wrongful or unlawful act.

66. Malversation - official corruption.

67. Manager – a civil servant above the supervisor in the chain of command
in the Agency.

68. Member of Foreign Service - both diplomats and non-diplomatic home-

based staff.

69. Merit Based or Based on Merit - a personnel decision taken based on a

set of eligibility criteria prescribed in the BCSR and in compliance with
the provisions of the Civil Service Act 2010.

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70. Minimum Experience Requirement - the specific number of years of
experience required in one’s current position before becoming eligible to
apply for notified vacancies or movement through broad-banded
positions.

71. Minimum Qualifications Requirement - the specific minimum level of

qualification and training required to function effectively within a
position.

72. Minor Penalty includes reprimand, fine of an amount not exceeding one
month's salary or withholding of trainings/studies.

73. Misappropriation - the application of another's property or money

dishonestly to one's own use.

74. Misdemeanour has the same meaning as defined in the Penal Code of
Bhutan.

75. Non-classified data are static data that can be edited by Agencies.

76. Non-partisan - non-supportive and neutral to any political parties.

77. Oath of Allegiance and Confidentiality - the execution of a pledge of

service and adherence to the Code of Conduct & Ethics.

78. Open Scholarship - a scholarship that has no implication to the RGoB

either in terms of number or funding.

79. Organisational Development - an Agency’s efforts to regularly review its

mandates and capacities, for taking the right decisions and measures to
improve performance and assure delivery of high quality services to the
Royal Government and public.

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80. Orientation Programme - the familiarization of a civil servant in terms of
the organisation policies, values, mandates, work culture, plans,
programmes, positions, duties & responsibilities, job descriptions, BCSR,
Financial Rules and other expectations of organisation.

81. Performance Appraisal - the process of documenting performance

accomplishments, determining whether and how well performance
outputs were accomplished, and assigning appropriate ratings based
upon the assessment.

82. Performance Evaluation - both appraisal of performance and

assessment of individual capacity/potential.

83. Person includes an individual, partnership, corporation, organisation,

enterprise, agency, department, subdivision, or other legal entity whether
public or private and successor, representative, or agent thereof.

84. Personnel Actions - processes stipulated under the policies and rules &
regulations of the Royal Civil Service Commission.

85. Personnel Policy - actions or statement of aims and ideals pertaining to

Civil Service employees under the Government.

86. Petty Misdemeanour has the same meaning as defined in the Penal Code
of Bhutan.

87. Position Levels - Civil Service positions shall be placed in specific

Position Levels based on the approved job evaluation of each position and
each Position Level will have a corresponding salary range.

88. Prima Facie - clear case at first sight.

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89. Professional - Civil Service personnel belonging to scientific & technical
in nature or legal field.

90. Promotion - “vertical movement in a civil servant’s career to fill in a

higher-position vacancy with a new position title and corresponding pay”.

91. Proselytisation - deliberately persuading or influencing others to accept

one's own belief, religion, faith, etc.

92. ‘RCSC-Select Graduate’ – a university graduate selected through

National Level Graduate Recruitment Examination or a graduate recruited
into the Civil Service prior to the introduction of such examinations.

93. Representational Grant (RG) - a grant given to a diplomat to meet the

expenditure of entertaining his counterparts as required by virtue of his
position.

94. Resident Rate Stipend Rate - for the subsequent months of the
scholarship spent in one location as approved by the Government.

95. Restrictive Advertisement - announcement of training opportunities for

which only civil servants of the Agency concerned are eligible to apply.

96. RGoB Scholarship – a scholarship that is given to the RGoB in the form
of slots/quota or funding/project.

97. Royal Government - “includes the Legislature, the Executive and the
Judiciary”.

98. Rule - the Bhutan Civil Service Rules & Regulations 2010.

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99. Rural Posting - the placements to places including Dzongkhag/
Dungkhag Headquarters, Gewogs and Villages.

100. Scholarship - the funds provided by both the RGoB and donors.

101. Secondment – “a transfer of personnel both within and outside the Civil
Service on a temporary basis to develop human resource capacity, in a
way that does not affect the employment status in the Royal
Government”.

102. Secretariat – “the Secretariat of the Royal Civil Service Commission”.

103. Secretary to the Government – “refers to the head of the Cabinet

Secretariat or the head of a Secretariat of a Ministry appointed by the
Druk Gyalpo as per the provisions of the Constitution”.

104. Sector Specific - occupation specific to a particular sector such as

teachers, doctors, etc.

105. Skill - refers to an employee’s ability to carry out the tasks, duties and
responsibilities of a given position.

106. Society – “has the same meaning as in the Civil Society Organisation
Act”.

107. Staffing Pattern/Strength - the posts approved for an Agency including

relations, responsibilities and accountabilities.

108. Static data – are information entered and stored in the database of the
RCSC, which can be viewed by different users.

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109. Subpoena Duces Tecum - a subpoena ordering the witness to appear
and to bring specified documents, records or things.

110. Subpoena - a written order commanding a person to appear before a

court or other tribunal, subject to a penalty for failing to comply.

111. Supervisor - a civil servant who is above the employee in the chain of
command in the Agency from whom the employee receives the majority of
instructions regarding his work and to whom the employee directly
reports.

112. Termination - separation from Civil Service without any post service
benefits but with entitlement of his own personal contribution such as
Provident Fund (PF) & Group Insurance Scheme (GIS) with interest and
cost of travel home.

113. Tha Damtsi - the duties one owes to another derived from good faith,
trust, confidence, candour and moral obligations.

114. Thrimthue - the financial penalty/fine in lieu of imprisonment.

115. Training Obligation - legal responsibilities of a candidate to contribute or

serve in the same Organisation or Profession, after completion of his or
her training for a minimum period prescribed in the BCSR, failing which
he/she shall be liable to pay penalty as compensation to the Royal
Government an amount specified in the BCSR for loss in investment
made for his or her training.

116. Transactional data – are information entered and submitted online by

Agencies, which once submitted cannot be changed.

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117. Transfer – “a lateral movement of a civil servant from one place to
another or from one Agency to another or from one profession to another,
in the same Position Level”.

118. Transit Halt - a halt in a place/airport for less than eight hours while on
official tour/training ex-country.

119. Travel Rate - the stipend rate for the first month of the scholarship spent
in one location as approved by the Government.

120. Travelling Allowance - the allowance payable to a civil servant to

compensate for the cost of travelling during an in-country official tour.

121. Tsa-Wa-Sum - the King, Country and People.

122. Vacancy – “an approved position that is currently vacant”.

123. Voluntary Resignation - the resignation as per one's own free will and
desire with post service benefits.

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 Promoting
Good Governance
In pursuit of
Gross national happiness

ROYAL CIVIL SERVICE COMMISSION

Post Box # 163
Thimphu, Bhutan
Phones: +975-2-322491, 322956,322954
Fax : +975-2-323086, 325980
Website : [Link]
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