1

PROCEDURE FOR REGULARISATION OF OFFICE ASSISTANT GRADE-III

TRAINEE AS OFFICE ASSISTANT GRADE-III

OPTCL has recruitedOffice Assistant Gr-III Trainee for the first time during November 2016.

The trainees are undergoing on-the-job training for a period of one year which includes 15 days

Induction-cum-Orientation Trainingand balance period as on-the-job Training at their respective

places of posting.

1.0 OBJECTIVE: To determine the knowledge assimilated by the trainees during the on-the-job

training in relation to jobs for which they were trained and to identify specific training needs /

performance gap. The evaluation process is instrumental inassessment prior to regularizing them

as Office Assistant Gr-III. This will also motivate the Trainees for attending desired level of

performance during the training period.

2.0 EVALUATION METHODOLOGY:

The evaluation process would be spread over a period of one year. Evaluation shall be done in

two stages.

i. Stage-I

Period;The evaluation will be done at the end of the Induction-cum-Orientation Training

Programme.

Examination Venue: PTC, Chandaka

Marks: 100

Test: Written Test based on the topics covered during the Induction Training.

Evaluation Process: In-Charge, PTC, Chandaka shall submit the Written Test Score

Sheet of the Trainees to the Convenor of the Committee constituted for the purpose.

ii. Stage-II

Period:The final evaluation will be done during the last month of one year training

Examination Venue: PTC, Chandaka

Marks: 100

Test for Evaluation: The final evaluation test shall comprisetopics covered during the

On-the-Job Training in the following manner:

Written Test -60 marks

Skill Test on Computer Operations -20 marks

Personal Interview - 20 marks.

2

Evaluation Process: In-Charge, PTC, Chandaka shall facilitate to conduct the Written

Test and Skill Test and submit the Score Sheet of Written Test and Skill Test to the

Convenor of the Committee constituted for the purpose.

ACommittee comprising the following members shall conduct the Personal Interview of

the trainees:

Committee for Regularisation:

General Manager (HRD)

General Manager (Electrical) / DGM(El) - From O&M Area

Sr.G.M(Fin) / General Manager (Fin)

DGM(HRD)/AGM(HRD) Non Executive Establishment - Convenor

On completion of the Personal Interview, the Convenor of the Committee shall prepare

the final Score Sheet of the Trainees comprising Written Test, Skill Test and Personal

Interview.

3.0 CRITERIAFORREGULARISATION&ABSORPTIONASOFFICE

ASSISTANT GRADE-III

i. In order to get absorbed in the regular post, the trainee would be required to score

at least 50% marks in Stage-II of the Training Evaluation.

ii. In addition,the Trainee shall have no adverse remarks in the Performance Report

and his / her Overall Grading must be at least “Good”. In case his/her Overall

Grading in Performance Report is found to be Average / Below Average, the

training period shall be further extended by six months after which his/her

performance will again be evaluated. If the Performance Report contains Adverse

Remarks, the training of the Trainee shall be terminated forthwith.

iii. In case of unsuccessful candidates, the training period may be extended for a

further period of six months after which they will be again evaluated as per the

above procedure mentioned at Stage-II. If found again unsuccessful, the training

3

period can be further extended for another period of six months after which they

will be again evaluated as per the above procedure at Stage-II.

4.0 SENIORITY:

The seniority of the candidates joining the post on same batch will be on the basis of their

position in the merit list (panel) of successful candidates for that particular position and

fulfilling thecriteria mentioned at 3.0 (i) and (ii).

Such direct recruits shall be placed below the promoted employees if direct recruitment and

appointment by promotion is done simultaneously in the same year.

In the event the training is extended, his/her seniority will be just below the list of employees

recruited / appointed in same batch and confirmed to the post.

5.0 PROBATION:

On absorption in the regular cadre after training, the employee shall be on probation for

minimum period of twelve months from the date of absorption as Office Assistant Grade-III.

5.1 CONFIRMATION:

After successful completion of the probation period, he/she shall be confirmed as Office

Assistant Grade-III.

CONFIDENTIAL REPORT

FOR

OFFICE ASSISTANT GR-III TRAINEE

PERSONAL DATA

Appraisal From___________________________ to________________________________

Name: ____________________________________________________________________

Date of Joining as Office Assistant Gr-III Trainee: _________________________________

Date of Joining in the Office Unit: ______________________________________________

Name of the Reporting Officer: ________________________________________________

Name of the Countersigning Officer: ____________________________________________

1/4

ODISHA POWER TRANSMISSION CORPORATION LTD. APPRAISAL REPORT FOR OA GR-III TRAINEE

CONFIDENTIAL Part-I

(To be filled up by the Reporting Officer) Rate the Appraisee against each attribute listed below on a 5 point scale.

Below Average : 0 to 1 Average : more than 1 & up to 2 Good : more than 2 & up to 3 Very good : more than 3 & up to 4 Outstanding : more than 4 & up to 5

1. Attributes :

SL.NO Attributes Point Rating (Min:0 and Max:5 for each

attribute)

(a) Punctuality

(b) Discipline at work place

(c) Ability to take up challenges & shoulder responsibility

(d) Ability to work in a team

(e) Job Knowledge (Rules, Regulations, Computer Operations etc.)

(f) Co-ordination with various units

(g) Empathy towards employees

(h) Learning Orientation

(i) Ability to adapt in the new environment

(j) Attitude towards supervisors and subordinates

TOTAL

Weighted Average (Total/10)

2. Whether the appraisee has remained on unauthorised absence (Yes/No) : _______________

(a) If yes, From_____________ to_____________ (b) Action taken______________________________________________________________

3. Suggestion for job Rotation :

4. Overall Evaluation of the OA Gr-III Trainee by the Reporting Officer :__________________

(Outstanding / Very Good / Good / Average / Below Average)

(Overall evaluation to be based on Weighted Average. In case the overall evaluation is Outstanding / Average / Below Average,

the Reporting Officer shall record the reasons thereof)

________________________________________________________________________________________________________

________________________________________________________________________________________________________

________________________________________________________________________________________________________

DATE: SIGNATURE_________________________________

Name & Designation of the Reporting Officer____________________________ (Full Name in Block Capitals) Official Seal: _________________________________________

2/4

CONFIDENTIAL

Part-II

(To be filled up by the Countersigning Officer)

Views of the Countersigning Officer:

Overall Evaluation of the Appraisee: (Outstanding / Very Good / Good / Average / Below Average)

(In case the overall evaluation is different from that of Reporting Officer, the reasons thereof may be

recorded)__________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

____________________________________________________________________________________________________.

DATE: SIGNATURE_________________________________

Name & Designation of

the Countersigning Officer__________________________ (Full Name in Block Capitals)

Official Seal: ___________________________________________

NOTE:

i. In case of field offices, the Divisional Head / Circle Head shall act as the Reporting Officer and the concerned Circle Head / Zonal Head shall act as Countersigning Officer depending on the place of posting of the OA Grade-III Trainee at Division / Circle Office.

ii. In case of Hqrs. Office, the Branch Officer shall act as Reporting Officer and the concerned GM/Sr.G.M/CGM shall act as Countersigning Officer.

3/4

Statement of Training Needs of Office Assistant Gr-III Trainee (To be filled up by the Reporting Officer)

Period of Training as OA Gr-III Trainee: ____________________ to ____________________________

NAME: EMPLOYEE NO.:

DESIGNATION: PLACE OF POSTING:

Mention the areas of improvement needed to enhance his/her job knowledge and functional skills.

Please tick (√) any three trainings each from Technical and Behavioural Areas.

(A) Technical Area

Sl. No. Name of Training Programme for OA Gr-III Trainee

1. 2. 3. 4.

Gender Sensitisation & Conduct at Work Place Service Rules and Regulation Pension Rules eShakti-HR Module

B) Behavioural Area

Sl. No. Name of Training Programme

1. 2. 3. 4.

Employees Development & Building Effective Work Culture General Etiquette Team Building Motivation for Performance Excellence

(Signature of the Reporting Officer)

DATE: NAME & DESIGNATION: __________________________________

(With seal)

Recommendations of the Countersigning Officer:

DATE: SIGNATURE: _____________________________________________

NAME & DESIGNATION: ___________________________________

(With seal)

4/4