921. Entries in service books or rolls. [§ 12, Act V, 1861].
(a)Every step in the official life of a servant of the Crown must be recorded in his service book or roll and 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 or roll and must be attested by the attesting officer. It is the duty of the attesting officer to see that such entries are promptly made. If a servant of the Crown is reduced to a lower substantive post the reason of the reduction must be briefly shown. An officer's service book or roll should be consulted when any question of promotion, transfer or punishment arises.(b)At a fixed time early in the year the service books or rolls should be taken rip for verification by the head of the office, who after satisfying himself that the services of the servant of the Crown concerned are correctly recorded in each service book or roll, shall record in it a certificate in the following form over his signature:-"Service verified up to (date) from (the record from which the verification is made)."The head of the office in recording the annual certificate of verification should, in the case of any portion of service that cannot be verified from office records, distinctly state that for the excepted periods (naming them) a statement in writing by the servant of the Crown, as well as a record of the evidence of his contemporaries, is attached to the book.Note. - (i) The verification of service referred to above should be in respect of all service qualifying for pension, whether permanent, provisional, temporary or officiating.(ii)The periods of temporary and officiating service shall be verified by the head of the office from the district orders concerned and the fact of verification recorded under proper attestation in the service book or roll.(iii)When an officer is transferred from one district to another his service up to the date of his transfer shall be verified and a certificate to that effect recorded in the service book or roll.(iv)The head of the office shall also invariably give necessary particulars with reference to articles 370 and 371 of the Civil Service Regulations with a view to enable the Audit office to decide later on by reference merely to such particulars whether the temporary or officiating service will qualify for pension or not: for example, in the case of officiating service, the nature of the vacancy in which the servant of the Crown officiated and in the case of temporary service, whether the temporary post was subsequently made permanent, should be stated. For this purpose, copies of relevant district orders' concerning officiating and temporary appointments and promotions shall be attached to the service book or roll.(c)All rewards, all convictions in a Criminal Court and all major and minor punishments, shall be entered in the service book or roll. Brief details showing the reason for and the amount of punishment or reward, shall be noted, and a reference shall be made in appropriate columns to the number and year of the entry in the district order book. When service books or rolls are sent to other districts, they shall be accompanied by copies of all district orders relating to rewards and punishments.(d)No particulars are required as to the possession of landed property in the case of constables or the members of launch or boat crews. In the case of all other officers, the entry shall be brought up to date annually by the 15th of April of each year. It is incumbent on every police officer to give information of any property acquired either by himself or his wife, either in his own name or in the names of children, relatives, servants or dependents or otherwise benami. (See regulation 112.)(e)Details of adult male relatives in the district in which an officer is employed, shall be entered in the space provided for the purpose and shall be revised each year after enquiries from the officers concerned.(f)In the case of officers re-enlisted, or who have served in some other department prior to joining the police, details regarding their previous service shall be carefully ascertained and noted in the service book or roll. A reference shall also be made, when necessary, to any orders condoning any deficiency in height or chest measurement, or sanctioning reenlistment.(g)The nature of leave granted shall be specified in words and not merely by a reference to the leave rules. Leave granted need not be entered until it is actually taken.(h)In the case of Inspectors, Sergeants and Sub-Inspectors an entry shall be made in red ink whenever they draw travelling allowance for journeys to attend an examination in language or law and procedure.(i)In the case of recruits an entry shall be made in their service rolls to show whether they have been supplied with a durrie.(j)The entries in the service rolls of constables, head constables and Assistant Sub-Inspectors relating to their literary qualifications shall be made after careful enquiry. No officer shall be shown as literate in any language unless he can read and write short and simple sentences in it. The ability to write names only shall not be considered sufficient for the purpose.(k)It is the duty of every servant of the Crown to see that his service book or roll is properly maintained in order that there may be no difficulty in verifying his service for pension. The head of the office should, therefore, permit a servant of the Crown to examine his service book or roll should he at any time desire to do so.(l)Every entry made in a service book or roll shall be signed in full by the Superintendent, Assistant or Deputy Superintendent or the Office Inspector. The Superintendent must see that the book or roll contains no erasure or overwriting, all corrections being neatly made and properly attested.Note. - For procedure regarding the maintenance of service books of servants of the Crown transferred to foreign service, see S. R. 253 of the Fundamental Rules and Appendix 8(45) of the Bengal Service Rules.[See also S. Rs. 247-252, 254-255 of the Fundamental Rules and Appendix 8 (39-44 and 46-47) of the Bengal Service Rules.
