163. Character Roll: - Every non Gazetted Officer should also have (i) a Permanent Character Roll containing entries on which an opinion of the value of an Officers' work can be properly judged, and (ii) Ephemeral Character Roll in which instances of good or bad work can be jotted down as they occur. The entries in the Permanent Roll should ordinarily be made at the end of each calendar year. In addition entries should continue to be made whenever the head of the office or the officer empowered to make such entries is changed or when a non-gazetted officer does good or bad work of such a nature that it ought to be placed on permanent record. No subsequent entries need however, be made in case when the head of the office or the officer who has made such entries at the end of the calendar year proceeds on leave or transfer before the end of the following April. Each entry in the Ephemeral Character Roll, as soon as it is made, should be initialled by the officer who ordered it to be made and by the clerk concerned who would thus have an opportunity of knowing what is entered against him. These entries will give the reporting officer materials on which to base a considered report; it will prevent instances of good or bad work from being forgotten; and it will keep the Permanent Roll free from instance of good or bad work which do not deserve permanent record. On the other hand it will furnish the officers making entries in the Permanent Roll with date for estimating the work of those clerks who do not personally come before him. It will check favouritism, and do away with the need of relying entirely as to the merits of clerks on the opinions of others-opinions which are often not supported by facts. This ill should be destroyed when the reporting officer has made his entry in the Permanent Character Poll at end of the year or at the time of his transfer, as the case may be.
5.7A record of Service of all Gazetted Officers will be kept by the Accountant General, Bihar.5.8A Service Book in the prescribed Form shall be maintained for every non-gazetted employee of the Department excepting the Inferior service.5.9In all cases in which a service book is necessary under Rule 288 of the Bihar Service Code such a book shall be maintained for a Government servant from the date of his first appointment to Government service. It must be kept in the custody of the head of the office in which he is serving and transferred with him from office to office.Note. - The Service Book shall not be returned to the Government servant on retirement, resignation or discharge from service even in cases where he might have paid for it already.5.10Every step in a Government servants's official life must be recorded in his Service Book and each entry must be attested by the head of his office or any Senior Gazetted Officer under him to see that all entries are duty made and attested and that the book contains no erasure or over-writing, all corrections being neatly made and properly attested.Every period of suspension from employment and every other interruption of service must be noted with full details of its duration in an entry made across the page of the Service Book and must be attested by the attesting officer. It is the duty of attesting officer to see that such entries are promptly made.(c)All punishment and rewards should be recorded in the Service Book under Proper attestation.The reason for the punishment or reward should be mentioned in brief in the Service Book.5.11Service Book of the Government servant can be examined by him (Government servant), at any time to see the Service Book is properly maintained as provided in Rule 5.8.5.12When a non-Gazetted Government servant is officiating in a Gazetted post, his Service Book should be kept by the head of the office to which he permanently belongs, but when he is confirmed in such a post his Service Book should be forwarded to the Accountant General, Bihar.5.13Service Rolls (Notification No. CDR-1204/56/3308-F., dated 13th March, 1956 and No. CDR-12020/57/13343-F. dated 26th September).- For every non-Gazetted Servant for whom no Service-Book is necessary a Service Roll is maintained in the prescribed Form in which the following particulars shall be recorded:-(a)The date of his appointment.(b)His full name, parentage, permanent address, date of birth, height and marks of identification, caste or tribe in case of Scheduled Caste and Scheduled Tribes.(c)The rank which he from time to time holds, his promotion and his reductions or other punishments.(d)His absence from duty with or without leave.(e)Interruptions in his service; and(f)Every other incident in his service which may involve forfeiture of a portion of it or may affect the amount of his pension.Every entry in the Service Roll must be attested by the head of the office or any Gazetted Officer under him.5.14A note regarding the educational and technical qualification of the Government servant should be kept in the Service Book or Service Roll.5.15The Service Book in each office should be taken up for verification in April of every year by the head of the office or any Gazetted Officer under him who after satisfying himself that the services of the Government servant during the preceding financial year are correctly recorded in his Service Book should certify that the verification have been done the verification should be in respect of all service qualifying for pension, whether permanent, provisional, temporary or officiating.5.16Every head of office will maintain separate registers for Service Books and Service Rolls in the prescribed Form. The Service Books and the Service Rolls shall be serially numbered and noted in the registers. The serial number thus assigned shall be prominently noted on the cover of the relevant document. The register shall also contain brief particulars of each of those documents and its disposal on transfer, resignation, discharge, retirement, etc., of the Government servant concerned. The Service Books and the Service Rolls shall be periodically verified with the registers by some responsible officer in order to see that none of the documents is missing and the entries in the registers are up to date. A certificate to that effect shall be recorded by the officer concerned on each occasion the Service Book is examined.
