CHAPTER XV
MISCELLANEOUS
1. When the peons to come in the office?
(A) Forty five minutes earlier
(B) One hour earlier
(C) Fifteen minutes earlier
(D) Half an hour earlier
Correct Answer- Option: (D) Half an hour earlier
2. In whose custody the attendance register will be
kept in each sections:
(A) Superintendent
(B) Section clerk
(C) Head office
(D) Asst Director
Correct Answer- Option: (A) Superintendent
3. When
telephone messages are received it is treated as:
(A) Demi-official
(B) Endorsement
(C) Letter
(D) Memorandum
Correct Answer- Option: (A) Demi-official
4. If an oral instruction is received from the Hon.
minister. What is to be done?
(A) Brough to the notice of Administrative officer
(B) Brought to the notice of Finance officer
(C) Brought to the notice of Head of the Department
(D) In the notice of manager
Correct Answer- Option: (C) Brought to the notice
of Head of the Department
5. Muslim officers will be granted 2 hours from
12.30 to 2.30p.m. on this day for Jumma prayers:
(A) Monday
(B) Tuesday
(C) Saturday
(D) Friday
Correct Answer- Option: (D) Friday
6. An interval of 45 minutes is allowed to Govt
Employees from:
(A) 1.15 to 2 p.m.
(B) 1.00 to 1.45 p.m.
(C) 12.45 to 1.30p.m.
(D) 12.30 to 1.15 pm
Correct Answer- Option: (A) 1.15 to 2 p.m.
7. Each superintendent should maintain a' register
to record the staff going out at office ----------- hours
(A) Security register
(B) Personal register
(C) Movement register
(D)
Distribution register
Correct Answer- Option: (C) Movement register
8. The attendance register will be laid by its
custodian before the superior officer together with the:
(A) Distribution register
(B) Day book
(C) Daily attendance abstract register
(D) Tappal book
Correct Answer- Option: (C) Daily attendance
abstract register
9. All the members of the establishment are
expected to attend office from:
(A) 9 AM to 4 PM
(B) 9.30 AM to 5 PM
(C) 10 AM to 4 PM
(D) 10 AM to 5 PM
Correct Answer- Option: (D) 10 AM to 5 PM
10. Name the register in which a member of the
staff wishing to leave the section should note the time of department before
leaving the section:
(A) Movement register
(B) Tappal registers
(C) Personal register
(D) Record Register
Correct Answer- Option: (A) Movement register
11. The movement register should be putup for
perusal to the head of the office on the working day of each month
(A) first
(B) Second
(C) tenth
(D) seventh
Correct Answer- Option: (A) first
12. Grace time allowed to an employee to mark his
attendance in the concerned section attendance register
(A) five minutes
(B) fifteen minutes
(C) 20 minutes
(D) 10 minutes
Correct Answer- Option: (D) 10 minutes
13. Who is the custodian of the attendance register
in a section?
(A) Head of the Office
(B) Office Supt.
(C) Section Supt.
(D) Section Clerk
Correct Answer- Option: (C) Section Supt.
14. A member of the office establishment shall not
leave the office premises during working hours without the previous permission
of the :
(A) Superintendent of the section
(B) Manager
(C) Head of the office
(D) Office Superintendent
Correct Answer- Option: (A) Superintendent of the
section
15. Forefeiture of a day's casual leave will
ordinarily be the penalty for every
late attendance without permission :
(A) Three
(B) four (C) TWO
(D) Five
Correct Answer- Option: (A) Three
16. Who should set an example to others by
themselves attending office punctually?
(A) Superintendent
(B) Head of office
(C) Head Ministerial Officer
(D) Office Superintendent
Correct Answer- Option: (A) Superintendent
17. As a general rule the should be used only for
messages which are short and really urgent:
(A) Telegram
(B) Telephone
(C) Special
messenger
(D) Teleprinter
Correct Answer- Option: (B) Telephone
18. Grace time allowed to an employee to mark his
attendance in the concerned section attendance register:
(A) Five minutes
(B) Ten minutes
(C) Fifteen minutes
(C) Thirty minutes
Correct Answer- Option: (B) Ten minutes
19. The movement register should, be put up for
perusal to the head of office on the ------------- working day of each month.
(A) Tenth
(B) Fifth
(C) Seventh
(D) First
Correct Answer- Option: (D) First
20. Confidential papers will be registered either
in a separate register or in the personal register under C.C. serial number
where C.C denotes :
(A) Confidential with care
(B) Current communication
(C) Confidential content
(D) Confidential current
Correct Answer- Option: (D) Confidential current
21. A member of the office establishment shall not
leave the rice premises during working hours without the previous permission of
the :
(A) Section
Supt.
(B) Office Supt.
(C) Head of
office
(D) Manager
Correct Answer- Option: (A) Section Supt.
22. The attendance reg the superior officer
together with the
(A) Day book
(B) Tappal book
(C) Daily attendance abstract register
(D) Distribution register
Correct Answer- Option: (C) Daily attendance
abstract register
23. All the members of the establishment are
expected to attend office from :
(A) 10 AM-5 PM
(B) 10 AM-4 PM
(C) 9 AM-4 PM
(D) 9.30 AM -5.30 PM
Correct Answer- Option: (A) 10 AM-5 PM
24. Whose permission is required to attend the
office later?
(A) Manager
(B) Superintendent
(C) Unit officer
(D) Head of the office
Correct Answer- Option: (D) Head of the office
25. Late attendance less than how many days at the
end of a year will not be reckoned for leave?
(A) 3 days
(B) 2 days
(C) 1 day
(D) 4 days
Correct Answer- Option: (A) 3 days
26. As a general rule ----------- should be used
only for messages which are short and really urgent.
(A) Telegram
(B) Special messenger
(C) Telephone Telephone
(D) Teleprinter
Correct Answer- Option: (C) Telephone Telephone
27. Who among the following officers should set an example
to others by themselves attending office punctually?
(A) Section supt.
(B) Head of the office
(C) Office supt.
(D) Head ministerial officer
Correct Answer- Option: (A) Section supt.
28. A member of the staff wishing to leave the
section should note the time of departure, the time of expected return and the
purpose before leaving the section in the :
(A) Movement resister
(B) Tappal register
(C) Personal register
(D) Record register
Correct Answer- Option: (A) Movement resister
29. An interval for 45 minutes is allowed to staff
members for tiffin in between:
(A) 1 to 2 p.m.
(B) 2 to 2.45 p.m.
(C) 1.15 to 2 p.m.
(D) 12 to 12.45 p.m.
Correct
Answer- Option: (C) 1.15 to 2 p.m.
30. Muslim officers will be granted 2 hours on
Fridays for Jumma prayers as provided in the rule in between:
(A) 12 to 2 p.m.
(B) 12.30 to 2.30 p.m.
(C) 1 to 3 p.m.
(D) 12.15 to 2.15 p.m.
Correct Answer- Option: (B) 12.30 to 2.30 p.m.
31. Who is the Is the custodian of the attendance
register
(A) Section Clerk
(B) Section Supt.
(C) Office Supt.
(D) Head of
office
Correct Answer- Option: (B) Section Supt.
32. Forfeiture of a days casual leave will
ordinarily be the penalty for every ------------ days late attendance without
permission.
(A) Two
(B) Five
(C) Three
(D) Four
Correct Answer- Option: (C) Three
33.How many late attendance will forefiet one
casual leave?
(A) One day
(B) Two days
(C) Three days
(D) Four days
Correct Answer- Option: (C) Three days
34. What is to be handed over when a clerk goes on
casual leave?
(A) Of the properties in possession
(B) Registers
(C)Office key
(D) Files
Correct Answer- Option: (C)Office key
35. In whose hand he will handover the office key
when a clerk goes on leave?
(A) Another clerk
(B) Attendar
(C) Superintendent
(D) Security
36. Confidential papers which the head of the
office does not think it necessary to retain his own custody will be kept by :
(A) The Supt.
(B) The confidential assistant
(C) The manager
(D) The storekeeper
Correct Answer- Option: (C) The manager
37. Agreements or contracts got executed in various
accounts on behalf of the office should be kept in the custody of the:
(A) Manager
(B) Supt.
(C) Fair copy Supt.
(D) Head of the office
Correct Answer- Option: (A) Manager
38. Confidential papers which the head of the
office does not think it necessary to retain in his own custody will be kept by
the
(A) The manager
(B) The superintendent
(C) The confidential Assistant
(D) The personal Assistant
Correct Answer- Option: (A) The manager
39. Confidential papers will be registered either
in a separate register or in the personal register under C.C serial number
where C.C denotes:
(A) Confidential with care
(B) Current with care
(C) Confidential current
(D) Confidential contents
Correct Answer- Option: (C) Confidential current
40. Who among the following officials shall make
arrangements for the maintenance, accounting and security of registers?
(A) Office Supt.
(B) Record keeper
(C) Head of the office
(D) Supt.
Correct Answer- Option: (C) Head of the office
*************************
155. All papers are confidential to outsiders and the public.
--Every communication received in the office and registers and papers, notes,
correspondence and disposals showing the steps taken in connection therewith
are confidential so far as the public including the Government employees of
outside offices are concerned, unless their communication to the latter is
authorised by the head of the office. Notes or correspondence started in the
office as arising papers are no exceptions to this principle.
156. Telephone messages.—Written messages by telephone should be
resorted to only when absolutely necessary. As a general rule, the telephone
should be used only for messages which are short and really urgent.
Superintendents of the sections may use the telephone for clearing doubtful
points in direct communication with ministerial heads of outside offices. In
the absence of special orders to the contrary, telephone messages shall be
dealt with as demi-official communications. Orders should not be communicated by
telephone except in cases of real emergency and in such cases the messages
should be confirmed by formal official communications. All important messages
should similarly be followed by formal official or demi official
communications.
Orders or instructions communicated over the phone should be copied
out on the note file.
157. House of attendance:- All members of the establishment are
expected to attend office form 10 a.m to 5 p.m daily. Office should on no
account be changed to suit the
convenience of individuals officers. Superintendents must set an example to
others by themselves attending office punctually. An interval of 45 minutes
from 1.15 pm to 2 pm will be allowed for Tiffin. Peons should, however attend
the office at 9.30 am. Muslim officers, who wish to offer jumma prayers will be
granted an interval of 2 hours from 12.30 to 2.30 p. m. on Fridays, provided
the time so spent is made up, if necessary, outside office hours on the same or
other days of the week.
A member of the office establishment shall not leave the office
premises during working hours without the previous permission of the
Superintendent of the section.
Each Superintendent should maintain a Movement Register in which a
member of the staff wishing to leave the Section should note the time of departure,
the time of expected return and the purpose, before leaving the Section. The
Superintendent should scrutinise the entries and initial the Register at the
close of every day. The Movement Register should be put up for perusal to the
Head of Office on the first working day of each month. The middle level
officers should make surprise inspections to the Sections under their control
and check the Movement Register.
158. Earlier hours on certain special occasions.-On certain special
occasions such as during days of sittings of the Legislature, or when certain
particularly urgent work has to be transacted, the persons concerned should
attend office even at earlier hours, if necessary.
159. Attendance Register.--An Attendance Register in the prescribed
form will be kept in the custody of the Superintendent of each Section and all the employees of the
Section should mark their attendance in
the Attendance Register as soon as they come to office. It will be closed by
the Superintendent, 10 minutes after the office opens, The and will be laid
before his immediate Superior Officer, together with the “Daily Attendance
Abstract Register".
All Non-Gazetted staff should mark their daily attendance (in the
Forenoon and after noon) in their regular attendance register. Gazetted
Officers in all Government offices except middle level and senior officers
shall mark their attendance in the section attendance register as a token of
having checked the attendance. Middle level and senior officers who have personal
staff attached to their offices shall maintain attendance registers for them
and sign those registers as a token of having checked their attendance. Field
Officers (both Gazetted and Non-Gazetted) should mark their attendance in
office attendance register, while at the headquarters and should mark “duty',
'tour' or leave' before they proceed on tour/leave/duty as the case may be
wherever possible. In other cases, they may do so on return to headquarters.
160. Late attendance.—If any member of the office establishment does
not attend office punctually, the word “late' will be entered against his name
in the column for that date. If he comes latter on, the hour at which he
arrives should be entered by the immediate
superior. Forfeiture of a day's casual leave will ordinarily be the
penalty for every 3 days' late attendance without permission. Members of the
establishment requiring permission to attend office late must apply for it
beforehand whenever possible. Such permission will be granted only by the head
of office concerned.
Note.—Late attendance without permission for less than three days at
the end of the calendar year need not be reckoned.
161. Urgent work during holidays.—Proper arrangements should be made
for the disposal of work during holidays. The Superintendents may make their
own arrangements in regard to this, but care should be taken to distribute the
work fairly and if possible, no clerk should be required to attend office on
more than one or two days during the holidays. On the last working day previous
to a vacation or to two or more consecutive holidays, no clerk shall leave the
office without the permission of the Superintendent of the section concerned.
162. Casual leave.-Casual leave will be granted under such rules and
conditions as are laid down by government from time to time. It will not be
granted on vague and general grounds. The purpose for which leave is required
must be stated definitely. Application for leave including extensions of leave
must be made and orders on them obtained before the leave is taken or the
applicant is due to rejoin duty. Absence in anticipation of sanction will only
be condoned if the necessity for the leave or extension could not have been
foreseen. When a clerk goes on leave, he must invariably hand over any office
key in his custody to the Superintendent of his section.
163. Prohibition against seeing outsiders in the office. Members of
the establishment are prohibited from seeing outsiders in the office rooms.
They must of course, not expect any presents or remuneration from any visitor,
party or other person resorting to the office nor lay themselves under
obligations to such persons in any other way.
164. Maintenance of reference books in sections.-Reference books and
other publications supplied to a section shall be preserved with care. A list
of such books should be maintained and each book shall be given a serial
number. The books shall be arranged in the serial order and any book taken out
for reference should be replaced in its proper place immediately after use. All
corrections to the reference books should be embodied in them up-to-date and a
note book showing the list of correction slips pasted should be maintained in
the section.
165. Confidential papers.-Confidential papers which the head of the
office does not think it necessary to retain in his own custody will be kept by
the Manager in an almarah in which case he will be keeping the key.
Confidential papers will be registered either by the *stenographer in a
separate register under C. C.(Confidential Current) serial numbers or by
subject-clerks in thier Personal Registers. In the latter case, no title will
be entered in the Personal *Since re-designated as Confidential Assistant.
Register but only the word "Confidential”. When such papers are
disposed of, they will be handed over to the Manager, or the head of the office
himself may keep such of them as he considers necessary Confidential records of
the staff shall be kept in the custody of the head of the office or the Manager
according as the rules governing their custody require. Agreements or contracts
got executed on various accounts should be kept in the custody of the Manager
only.
166. Maintenance, accounting and security of registers.-- The head
of the office shall make arrangements for the maintenance, accounting and
security of registers. The procedure outlined below will be adopted for this
purpose.
(1) A "List of registers
to be maintained” shall be prepared and issued under a formal standing order or
office order. This list will be drawn up with reference to the relevant
instructions in codes and rules like Financial Code, Treasury Code, Kerala
Service Rules, Departmental Manuals, Manual of Office Procedure etc., and of
Government orders, and Departmental orders issued from time to time. The
individual responsible to maintain each register will also be designated in the
order.
(2) Additions or deletions from this list will be similarly notified
in formal orders, with reference to the original order.
(3) The Chief Ministerial Officer, or in small offices, the head of
the office himself shall maintain for ready reference a copy of the order, as
amended up-to-date.
(4) At each change of the custodian of the registers, a formal
charge report certifying to the correct receipt (or otherwise) of the registers
shall be prepared and submitted, with the joint signature of the relieving and
relieved custodian to the head of the office or where the head of the office
himselfis the custodian of a particular register, to the next superior
authority. A list of registers handed over shall also be attached to the
report.
(5) All registers completed or otherwise closed shall be transferred
on formal acknowledgement to the Record Keeper, or to a person to be designed
for this purpose by the head of the office in any office where there is no
Record Keeper, or in a small office to the head of the office himself.
\167. Peons.—Peons will be under the immediate control of the section
heads who are responsible for the transaction of work in the sections and
officers. They are expected to do the duties allotted to them by section heads
and clerks and also by the officers to whom they are attached. The ministerial
staff should not use peons for their private work.
168. Watch and Ward staff.—The Watch and Ward staff shall attend
duty as arranged by the competent authority.
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