### **Comprehensive Guide on Divisional Level Provisions** #### **1. Definition of Divisional Level** In the context of government departments, particularly in the postal and railway systems, the **Divisional Level** refers to the administrative unit under the jurisdiction of a **Divisional Head**. These units manage several **Sub-Divisions** and ensure smooth communication between the higher regional levels and lower operational levels. At the **Divisional Level**, decisions on leave applications, union facilities, and employee representations are handled by the **Divisional Head** (typically an officer in the rank of an Assistant Superintendent or Supervisor). --- ### **2. Role of the Divisional Head in Union Matters** #### **2.1 Recognition of Unions and Associations** - **Union Recognition**: At the divisional level, unions representing employees are recognized based on their compliance with **CCS (RSA) Rules, 1993**. The divisional head plays a crucial role in ensuring that recognized unions are provided the necessary facilities, including the ability to conduct meetings and request leave. - **Union Representation**: Unions are entitled to send representatives to **Divisional Meetings** with the **Divisional Head** to discuss concerns and grievances related to their employees. These meetings typically occur on a **bi-monthly** basis. #### **2.2 Trade Union Facilities at Divisional Level** - **Special Casual Leave (SCL)**: Union representatives are granted SCL for attending conferences, meetings, or seminars. The Divisional Head is responsible for evaluating the legitimacy of the leave request and ensuring that it complies with the limits set by the **DoPT** (Department of Personnel and Training). - **Documentation**: The divisional head ensures that proper documentation (like the conference notice, union certification, etc.) is submitted before granting SCL. --- ### **3. Handling SCL Requests at the Divisional Level** #### **3.1 Granting SCL for Conferences and Union Activities** - **Eligibility**: Employees who are **recognized representatives** of the union are eligible for SCL to attend trade union conferences (Circle, Regional, or All India Conferences). - **Calculation**: SCL is **calculated on a calendar year basis** (from January 1st to December 31st). The Divisional Head must ensure that the total number of SCL days does not exceed the **20-day limit** (inclusive of journey time). #### **3.2 Journey Time and SCL Calculation** The Divisional Head must evaluate the journey time based on the **shortest route** by **rail or road** (not air travel). - **For distances up to 100 km**, no journey time is granted as same-day travel is expected. - **For distances exceeding 100 km**, the journey time is added to the SCL based on the distance. **Example**: An employee traveling from **Hubballi to Bengaluru** (approximately **400 km**) for a **Regional Conference** would be eligible for **1.5 days of journey time** (0.75 day each way) in addition to the **conference day(s)**. --- ### **4. Representation of Employees at Divisional Level** #### **4.1 Union Representations** - **Acknowledgment**: The Divisional Head must acknowledge union representations within **7 working days**. - **Action**: If the issue pertains to union matters at the divisional level, the **Divisional Head** is responsible for addressing it. If the issue escalates, it should be forwarded to the **Regional Head**. #### **4.2 Handling Grievances and Disciplinary Matters** - **Grievance Redressal**: The **Divisional Head** must ensure that all grievances raised by union members are addressed in a timely and transparent manner. A fair inquiry process is followed if required. - **Disciplinary Proceedings**: If a complaint involves disciplinary action (such as a grievance involving the violation of service rules), the **Divisional Head** is responsible for conducting a preliminary inquiry before escalating the matter. --- ### **5. Union Meetings and Communication at Divisional Level** #### **5.1 Bi-Monthly Meetings** - The **Divisional Head** meets with union representatives every **two months** to discuss operational issues, grievances, and trade union matters. These meetings are a vital communication channel between unions and management. #### **5.2 Internal Communications** - **Notice Boards**: Union representatives are allowed to post union-related notices on **designated notice boards** within divisional offices. - **Office Accommodation**: Unions are given office space within divisional offices (based on availability) to facilitate their activities. --- ### **6. Rules and Orders for SCL at Divisional Level** #### **6.1 Rules for Granting Special Casual Leave** - **DoPT OM No. 54-1/71-SPB-II dated 15.03.1971**: This OM outlines the maximum number of days (20 days) of SCL that a union representative can avail within a calendar year for attending conferences, with journey time included. - **DoPT OM No. 6/1/85-Estt. (Pay-II) dated 28.08.1987**: Specifies the calculation of SCL and confirms that it is to be applied on a **calendar-year basis**. #### **6.2 Journey Time and Eligibility** - **DoPT OM No. 27012/3/82-Estt (A) dated 07.10.1982**: Conferences should be scheduled, ideally, on non-working days (holidays/Sundays) to avoid disruption to regular work. This ensures that SCL granted for union activities doesn’t interfere with the employee's regular work schedule. #### **6.3 Restrictions on Union Facilities** - **DoPT OM No. 24/10/62-Estt (B) dated 22.09.1962**: Associations cannot be based on caste, tribe, or religion. Any divisional union must adhere to this rule to maintain a professional, unbiased structure. - **DoPT OM No. 31-3/79-SR dated 16.03.1981**: This OM emphasizes that only recognized unions are entitled to the facilities and privileges such as leave and meeting space at the divisional level. --- ### **7. Best Practices for Divisional Head** #### **7.1 Streamlining SCL Requests** - Review requests early in the calendar year to ensure that SCL days are distributed appropriately across eligible union representatives. - Maintain records and cross-check SCL usage to avoid exceeding the annual limit. #### **7.2 Encouraging Positive Union-Management Relations** - Encourage open dialogue between union representatives and divisional management to foster a healthy, transparent work environment. - Ensure all grievances are addressed promptly and escalate to higher authorities when necessary. #### **7.3 Monitoring and Compliance** - Regularly monitor union activities to ensure that all SCL requests comply with DoPT guidelines. - Establish a compliance checklist to ensure that all documentation is provided before approving SCL. --- ### **8. Conclusion and Final Thoughts** The role of the **Divisional Head** is crucial in ensuring that union facilities, including **Special Casual Leave** and **journey time**, are managed in a fair and transparent manner. By adhering to the outlined rules, Divisional Heads can make informed decisions while balancing the needs of the employees and operational requirements. ### **Additional Recommendations**: 1. **Training and Awareness**: Conduct training sessions for divisional staff on handling union-related matters and SCL applications to ensure uniformity in decision-making. 2. **Regular Audits**: Implement regular audits of SCL usage and union activities to prevent misuse and maintain transparency.