RBE No. 14/1997: Suspension – Written Orders

No.E(D&A)95 RG6-72, dated 22.01.1997

Sub: Passing of written orders on suspension cases and the imposition of punishments in cases of misconduct/ negligence of repeated nature as well as timely recording of punishments in service records.

1. An instance has come to the notice of the Board where the orders of suspension were conveyed to an employee telephonically and the written orders served a few days afterwards, as a result of which he continued to work on his post since none of these stations in his jurisdiction had any intimation about his suspension. In the case of the same employee, several punishments awarded to him were not recorded in his service records, thereby enabling him to possibly secure undue benefits in terms of promotions etc. Further, the punishments imposed on him were of minor nature, which did not act as effective deterrents.

2. This matter has been carefully considered. It is advised that the Railway servants should be placed under suspension through written orders only. Standard forms for this purpose have also been prescribed under Board’s letter No.E(D&A)66 RG6-7, dated 05.09.1970.

3. Also, in terms of Rule 4 of RS (D&A) Rules, while the authorities who may place different classes of Railway servants under suspension have been specified in Schedules I, II and III, in exceptional circumstances; any authority specified in any of the schedules may place any subordinate Railway servant therein, under suspension provided the authority concerned shall forthwith report to the authority competent to place such Railway servant under suspension, the circumstances in which the order was made and obtain his approval. The above provisions enable prompt issuance of orders of suspension and should be availed of to avoid recurrence of the type of situation under reference. Similarly, utmost care should be taken to ensure that the punishments awarded are promptly recorded in the service records of the employee concerned and the subsequent revision of penalty, if any, may be likewise recorded at the appropriate time, giving reference to the earlier entry.

4. As far as the question of awarding deterrent punishment in cases of repeated failure is concerned, instructions circulated under Board’s letter No.E(D&A)68 RG6-37, dated 23.09.1968 state that the disciplinary authority may take the past bad record of the service of the delinquent official into account while determining the penalty to be imposed provided this past record is made the subject matter of a specific charge in the charge sheet itself. These instructions are reiterated for observance.