CHAPTER 5

HUMAN RESOURCE MANAGEMENT

Preamble

Human Resource functions of Academic and Non-Academic staff of the University of Peradeniya are handled by the Academic Establishments Division and the Non-Academic Establishments Division respectively with the objective to lead the human resource to achieve the Mission and the Vision of the University. Being a pioneer higher educational institution in the country, the University has an objective to fulfill the societal requirements by delivering quality education, conducting quality research and disseminating knowledge. Therefore, managing human resource in an effective and efficient manner is essential and important in achieving above objectives.

Above two divisions in the central administration are placed at the main senate building and handles recruitments, confirmations, promotions, leave, awards, retirements, disciplinary processes etc. of academic and non-academic staff. These two divisions are headed by two Senior Assistant Registrars under the supervision of the Deputy Registrar/ Central Administration and the Registrar of the University.

In this Chapter, a brief description of human resource functions handled by the two divisions are provided, with relevant legal provisions and Standard Operational Procedures (SOP’S) as reference to cover operational part of the HR process. Relevant legal provisions include

Universities Act No.16 of 1978 and its later amendments, Establishments Code of the University Grant Commission and the Higher Educational Institutions, Circulars, Circular Letters and Establishment Circular Letters of the University Grants Commission, Public Administration Circulars, Treasury Circulars, University by- laws, and HR Policy of the University etc.

Further, temporary academic staff appointments are also handled by the Academic Establishments Division under the limited circular provisions available. The Corporate Management Division of the University handles temporary administrative and non-academic staff appointments which comes under the University Grant Commission Circular No. 04/2016 apart from the above mentioned two main divisions.

Contents of the Chapter

Cadre 1590

Categories of Staff

5.1 Academic Staff

5.1.1 Recruitments & Promotions 161

5.1.1(a) Recruitments & Promotions of Medical/Dental and Non-Medical/Dental 5.1.1(a) (1) Recruitments – Medical/Dental and Non-medical Dental

i) Lecturer (Probationary) Medical/Dental (U-AC-3-IV) 162 ii) Lecturer (Probationary) Non-Medical/Dental (U-AC-3-IV) 164 iii) Lecturer (Unconfirmed) Medical/Dental (U-AC-3-III) 165 iv) Lecturer (Unconfirmed) Non-Medical/Dental – (U-AC-3-III) 166 v) Senior Lecturer Grade II – Medical/Dental (U-AC-3-II) 167 vi) Senior Lecturer Grade II – Non-Medical/Dental (U-AC-3-II) 168 vii) Senior Lecturer Grade I – Medical/Dental (U-AC-3-I) 169 viii) Senior Lecturer Grade I – Non-Medical/Dental (U-AC-3-I) 170

5.1.1(a) (2) Normal Promotions – Medical/Dental and Non-Medical/Dental

i) Normal Promotion to the post of Senior Lecturer Gr.II – Medical/Dental (U-AC-3-II) 172 ii) Normal Promotion to the post of Senior Lecturer Gr.II – Non-Medical/Dental (U-AC-3-II) 173 iii) Normal Promotion to the post of Senior Lecturer Gr.I – Medical/Dental (U-AC-3-I) 175 iv) Normal Promotion to the post of Senior Lecturer Gr.I – Non-Medical/Dental (U-AC-3-I) 175

5.1.1(a) (3) Recruitment of Associate Professor/Professor/Senior Professor

i) Recruitment to the post of Associate Professor (External applicants) – (U-AC-4) 176 ii) Merit promotion to the post of Associate Professor (Internal applicants) – (U-AC-4) 177 iii) Advertised post of Professor (External / Internal) – Chair Professor – (U-AC-5-II) 178 iv) Merit promotion to the post of Professor (Internal applicants) – (U-AC-5-II) 179 v) Advertised post of Senior Professor (Recruitment) and Normal promotion to the post of Senior 180 Professor (U-AC-5-1)

5.1.1(b) Recruitments and Promotions of Library Staff 5.1.1(b) (1) Recruitment of Library Staff

i) Assistant Librarian – U-AC-3(IV) 181 ii) Senior Assistant Librarian Gr.II - U-AC-3(II) 181 iii) Senior Assistant Librarian Gr.I - U-AC-3(I) 182

5.1.1(b) (2) Promotion of Library Staff

i) Assistant Librarian (Transitional Provision) – U-AC-3(III) 182 ii) Normal Promotion to the post of Senior Assistant Librarian Gr.II – U-AC-3(II) 183 iii) Normal Promotion to the post of Senior Assistant Librarian Gr.I – U-AC-3(I) 183 5.1.1(b)(3) iv) Merit Promotion to the post of Deputy Librarian – U-AC-4 184

5.1.2 Confirmation 185

5.1.2(1) Academic and Library Staff

5.1.3 Leave 186

5.1.3(1) Academic and Library Staff

i) Casual Leave 186 ii) Medical Leave 186 iii) Duty Leave – within the island 187 iv) Duty Leave - abroad 187 v) Vacation Leave 187 vi) Leave to attend Seminars, Conferences, Workshops and Training Programme 189 vii) Three months leave for the Vice-Chancellor who complete a full term of office 189 viii) Special Leave 190 ix) Sabbatical Leave 190 x) Study Leave 193 xi) Bond calculation and obligatory period for study leave 195 xii) Leave for Teachers (Medical/Dental) to complete MD Training & Board Certification by the 197 PGIM

1. Release from the university service on temporary basis outside the Commission or Higher 197

Education Institution to serve in the state sector or in a governmental cooperation or statutory body

1. Political Rights to the academic staff 198

5.1.4 Financial Assistant for academic purposes 199

5.1.4(i) Payments from Bond Violation Fund 199 5.1.4(ii) Subscription fees 200 5.1.4(iii) Payments made from generated income 201

5.1.5 Annual Increments 201

5.1.6 Resignation 201

5.1.6(1) Academic & Library Staff 201

5.1.7 Vacation of Post 202

5.1.7(1) Academic & Library Staff 202

5.1.8 Termination 202

5.1.9 Retirements 203

5.1.9(1) Academic & Library Staff 5.1.1(c ) Recruitment of Temporary Academic Staff 203

5.1.1(c )(1) Temporary /Assistant Lecturer/Temporary Demonstrator/Temporary Tutor/ Temporary Instructor/ Temporary Research Assistant

5.1.1(d)(1) Recruitments and Promotions of Academic Support Staff 206

• Assistant Network Manager Gr.II (By Open Advertisement, selection by aptitude test and interview)
• Instructor (Computer Technology) Gr.II (By aptitude test and interview)
• Promotion to the post of Instructor (Computer Technology) Gr.I
• Engineer (Computer Maintenance) Gr.III (By Open Advertisement & Selection by interview
• Promotion to the post of Engineer (Computer Maintenance ) Gr.II
• Programmer Cum System Analyst Gr.II (By Open Advertisement and Selection by aptitude test and interviews)
• Promotion to the post of Programmer Cum System Analyst Gr.I
• Speech & Language Therapist, Dept. of Oral Surgery, Faculty of Dental Sciences
• Scientific Assistant (By Advertisement & Selection by interview)
• Computer Programmer (By aptitude test and interview)
• System Engineer (By aptitude test and interview)

Recruitments and Promotions of Instructor in English

i) Instructor in English Gr.III (By Open Advertisement, Selection by aptitude test and interview) ii) Promotion to the post of Instructor in English Gr.II iii) Promotion to the post of Instructor in English Gr.I iv) Promotion to the post of Senior Instructor in English

Recruitments and Promotions of Instructors in Physical Education i) Instructor in Physical Education Gr.III (By Open Advertisement, selection by interview) ii) Instructor in Physical Education Gr.II (By Open Advertisement, selection by interview) iii) Promotion to the post of Instructor in Physical Education Gr.II iv) Promotion to the post of Instructor in Physical Education Gr.I v) Promotion to the post of Senior Instructor in Physical Education

Recruitments and Promotions of Career Guidance Counselor

i) Career Guidance Counselor Gr.II ((By Open Advertisement, selection by interview) ii) Promotion to the post of Career Guidance Counselor Gr.I iii) Assistant Network Manager Gr.III iv) Promotion to the post of Assistant Network Manger Gr.I

v)

5.1.3 (2) Leave for Academic Support Staff 209

i) Study Leave

5.2 Non-Academic Staff

5.2.1 Recruitments and Promotions 210 5.2.1(a)  Unskilled Grades 210

5.2.1(b)  Semi skilled Grades 213

5.2.1(c)  Skilled Grades 216

5.2.1(d)  Clerical and Allied Grades 219

5.2.1(e)  Technical and Allied Grades 222

5.2.1(f)  Other Executives 227

5.2.1(g)  Administrative Staff 230

5.2.2 Confirmation 230

5.2.3 Leave

i. Annual Leave 231 ii. Casual Leave 232 iii. Sick Leave 232 iv. Study Leave 232 v. Sabbatical Leave 233 vi. Special Leave 234 vii. Duty Leave 236 viii. Accident Leave 236 ix. Maternity Leave 237 x. Paternal Leave 237 xi. Half pay Leave 237 xii. No-pay Leave 238 xiii. Compulsory Leave 239 xiv. Leave preparatory to retirement 239 xv. Lapsed Leave 239 xvi. Lieu Leave 239

5.2.4 Attendance 240

5.2.4.1 Working hours of different grades of permanent employees other than that of teachers 240 5.2.4.2 Maintenance of attendance management system 241

5.2.5 Transfers 241

5.2.6 Retirements 242

5.2.7 Salaries and Wages 243

5.2.8 Pension Scheme 244

5.2.9 Training and Development 244

5.2.10 Long Service Allowance and Long Service Award 245

5.2.11 Issuing of railway warrants 246

5.2.12 Issuing of university identity cards 246

5.2.13 Welfare Benefits 247

5.2.14 Disciplinary Procedures 248

5.3 Other temporary non-academic appointments made by the Corporate Management Division 251

Cadre Procedures

 Creation of Academic Cadre Positions

1. The authority of approving posts for recruitment to the state institutions is vested with the Department of Management Services (DMS) of the Ministry of Finance.

1. The DMS approves posts for recruitment to a state institution are referred to as cadre posts and those coming under the academic category are referred to as academic cadre posts, whether they are permanent or temporary. (3) Academic cadre posts are as follows;
   • Senior Professor
   • Professor
   • Associate Professor
   • Senior lecturer Grade I/II
   • Lecturer (Unconfirmed)
   • Lecturer (Probationary)
2. In addition to above posts, academic departments have professor chair post.
3. Temporary appointments can be made to cadre vacancies until vacancies are filled.
4. Availability of cadre vacancies in higher grade are not considered for promotion of the academic staff

 Procedure for Obtaining New Cadre Posts

Requests to create new cadre posts or to increase the number of existing cadre posts should be made by the Governing Authority of a University/ HEI to the UGC for its scrutiny and recommendation to the DMS of the Ministry of Finance through the line Ministry, based on the cadre norms issued by the UGC from time to time.

 HEI level actions in making requests

The UGC entertains requests for new cadre provisions once a year. Requests for new posts of teachers or to increase in existing cadre of teachers should be made by the Head of the Academic Department to the Dean of the Faculty who will then forward it to the Vice-Chancellor for council approval.

Requests approved by the Governing Authority should then be forwarded to the University Grants Commission.

 UGC level action in making requests

Upon receipt of requests from Universities/ HEIs by the Commission, it will be referred to the Cadre Committee of the UGC for scrutiny.

Scrutiny will be done based on the following criteria

1. Student number,
2. Approved norms for staff-student ratios for different streams of study programmes, (UGC Circular No. 4/2019)
3. Type of study programme and subjects,
4. Location and extent of dispersion of central administration, faculties/ departments,
5. Need and existing teaching support units and service units, etc. in recommending cadre requests to the Commission.

The Norms used by the UGC for academic staff: student ratio is given below for permanent academic staff

Commission approved cadre will then be forwarded to the DMS through the Secretary of the Line Ministry for its approval.

 Allocation of cadre at the HEI level

Cadre is usually allocated to faculty level and the Dean of the relevant faculty in consultation with Heads of the Departments should distribute the allocated cadre among its departments on the basis of original requests submitted by the respective departments.

 Maintenance of a Registry of cadre

Each university should maintain a registry and number of cadre and all new additions and changes should be entered into the registry and notified to UGC accordingly. The UGC updates its cadre registry/ data-base once a year.

5.1 Academic Staff

5.1.1 Recruitment and Promotions

All faculties will be notified by the Academic Establishments Division to send their existing vacancies for the Open

Advertisement. Upon receipt of the necessary information the vacancies are advertised in the newspaper and the University Web after obtaining the approval of the University Council. The newspaper advertisement is prepared according to the guidelines given in section 17.3 of Chapter III of the Establishments Code. Based on the UGC Circular No. 846 dated 14.07.2004, Departmental requirements, discipline and special preferences can be included in the advertisement. The advertisement should be submitted to the Council for its approval.

Lecturer (Probationary), Lecturer (Unconfirmed), Professor (Chair) and Senior Lecturer Grade I/II are advertised simultaneously according to Commission Circular No.59 dated 21.01.1980. Professor (Chair) also can be included if the vacancy there. Application deadline for the post of Professor (Chair) is given as 1 1/2 months from the date of the advertisement while other posts are given only a 01 month period to submit application. The validity period of the Advertisement is one year for all posts except for Professor (Chair) for which the validity period is one and half years (Commission Circular No.846 dated 14.07.2004).

While the members of the Selection Committee are being identified and appointed in terms of Commission Circular No. 166 dated 06.04.1982, the applications are processed for shortlisting the candidates who are eligible to be called for interviews. The DR/SAR/AR at the Academic Establishments Division should prepare the short-list of applicants eligible for interviewing in consultation with the Head of the relevant Department and the Dean of the relevant Faculty and submit the schedule of short listed candidates for the approval of the University Council.

The function of the Selection Committee is to interview and select applicants suitable for the advertised vacancies according to the scheme of recruitment and the advertisement published in the newspapers. Considering the departmental requirements, academic qualifications, experience, publications and performance at the interview, the Selection

Committee should recommend the selected applicants as per a council approved marking scheme with justification for the approval of the council.

DR/SAR/AR at the Academic Establishments Division should make arrangements to place the Selection Committee recommendation before the Council for approval and the letter of appointment to the selected applicant/s should be issued only after the confirmation of the minutes of the Council is received. The appointee should be required to assume duties as early as possible within two weeks of receiving the letter of appointment. Failure to comply with this requirement should be treated as non-acceptance of the appointment by the selected appointee unless an appeal is made for extension of time for assuming duties by giving reasons acceptable to the university council.

5.1.1(a)(1) Recruitment - Medical/Dental and Non-Medical/Dental

(i) Lecturer (Probationary) Medical/Dental (U-AC-3-IV) - Eligibility Criteria

(1). MBBS/BDS Degree with first or second class (upper division) honors. A candidate who has Commission Circular obtained a first or second class (upper division) in the second or the third MBBS/BDS No.721 of 21.11.1997 examination may also be considered where recruitment is for pre-clinical or Para-clinical subjects Establishments

in Medical/ Dental Faculties. Circular No. 08/2005 of 11.08.2005

(2) MBBS/BDS Degree with second class (lower division). A candidate who has obtained a second

class (lower division) honors in the Second or the Third MBBS/BDS examination as the case may Commission Circular No.935 of 25.10.2010 be, and has passed the Final MBBS/BDS examination may also be considered where recruitment

is for pre-clinical or para-clinical subjects in Medical/ Dental faculties. Commission Circular

Or No. 08/2016 of

14.06.2016

(3). MBBS/BDS Degree and a postgraduate degree of at least two academic years duration in the relevant subject with a research component by way of thesis/ dissertation.

Or

(4). Such academic or professional qualification or professional experience as may be approved by the University Grants Commission upon the recommendation of the Higher Educational Institution concerned.

All candidates as specified in the scheme of recruitment i.e. Category (1) first and then Category (2) and so on, be summoned for the interview and that they are required to make a presentation before the Selection Committee in order to prove their teaching ability.

If the Selection Committee is satisfied with performance of the candidate/ candidates interviewed, they may be appointed as Lecturers (Probationary) depending on the availability of cadre vacancies. If the Selection Committee is not satisfied with the performance of candidate/candidates, but otherwise well qualified, such candidate/ candidates may be appointed as Temporary Lecturer/ Lecturers for a period of one year and at the end of such period they may be appointed as Lecturer (Probationary) having subjected them for another interview and presentation.

Such Temporary Lecturers be paid the initial salary step of U-AC 3(IV) Salary Scale having included the cost of living allowance payable at present as a fixed salary per month. Temporary Lecturers are not entitled to receive the academic allowance.

However, all new appointments to the post of Lecturer (Probationary) be made at the initial of salary scale concerned, until further notice.

Commission Circular

No. 08/2016 (i) of

17.11.2016

Commission Circular

No. 08/2016 (ii) of

04.09.2017

Establishments Circular letter No.

03/2018 dated

20.02.2018 &

03/2018 (i) dated

26.10.2018

(ii) Lecturer (Probationary) Non-Medical/Dental (U-AC-3-IV) - Eligibility Criteria

1). A Degree with specialization in the relevant subject with first or second class (upper division) Honors.

Or

(2) A Degree with specialization in the relevant subject with second class (lower division) honors.

Or

(3) A Degree with specialization in the relevant subject without honors or any other degree with at least second-class honors

And

A postgraduate Degree of at least 02 academic years duration in the relevant subject with a research component by way of thesis/ dissertation. In the case of Faculties of Science/ Applied Science/ Engineering & Agriculture, a Masters Degree in the relevant field with full time research of at least 24 months duration.

Or

(4) Such academic or professional qualification or professional experience as may be approved by the University Grants Commission upon the recommendation of the Higher Educational Institution concerned.

All candidates as specified in the scheme of recruitment i.e. Category (1) first and then Category (2) and so on, be summoned for the interview and that they are required to make a presentation before the Selection Committee in order to prove their teaching ability as Lecturer (Probationary).

If the Selection Committee is satisfied with performance of the candidate/ candidates interviewed, they be appointed as Lecturer (Probationary) depending on the availability of cadre vacancies. If the Selection Committee is not satisfied with the performance of candidate/ candidates, but otherwise well qualified, such candidate/ candidates may be appointed as Temporary Lecturer/ Lecturers for a

Commission Circular

No.721 of 21.11.1997

Establishments Circular No. 08/2005 of 11.08.2005

Commission Circular

No.935 of 25.10.2010

Commission Circular

No. 08/2016 of

14.06.2016

Commission Circular

No. 08/2016 (i) of

17.11.2016

Commission Circular

No. 08/2016 (ii) of

04.09.2017

Establishments Circular letter No.

03/2018 dated

20.02.2018 &

03/2018 (i) dated

26.10.2018

period of one year and at the end of such period they may be appointed as Lecturer (Probationary) having subjected them for another interview and presentation.

Such Temporary Lecturers be paid the initial salary step of U-AC 3(IV) Salary Scale having included the cost of living allowance payable at present as a fixed salary per month. Temporary Lecturers are not entitled to receive academic allowance .

However, all new appointments to the post of Lecturer (Probationary) be made at the initial of salary scale concerned, until further notice.

(iii) Lecturer (Unconfirmed) Medical/Dental (U-AC-3-III) - Eligibility Criteria

Notes:

1. A applicant who qualifies for Lecturer (Probationary) (Medical/Dental) as per category (03) of Post No. 01 of Commission Circular No. 721 as amended, may be exempted from (2) above if he/ she has a MD/MS & Board Certification of the PGIM or a Doctoral Degree, in the relevant field.

1. An applicant who qualifies for Lecturer (Probationary) (Medical/Dental) as per category (03) of Post No. 01 of Commission Circular No. 721 as amended, and has a MD/MS & awaiting Board Certification of the PGIM or a Masters Degree (as defined in 3(b) (ii) of Commission Circular No. 08/2016 in the relevant field, may be exempted from (2) above if he/ she has evaluated research and dissemination of knowledge for a minimum total of 15 marks. The section 2 (Research & Creative Work) and sub-section 3.1 (Dissemination of Knowledge) of

the Marking Scheme for the posts of Associate Professor/Professor should be used for this purpose.

(iv) Lecturer (Unconfirmed) Non-Medical/Dental (U-AC-3-III) - Eligibility Criteria

1) Candidates shall possess the academic qualifications required for Lecturer (probationary) [Non-(Medical/Dental)] as per category (1) or (2 of Post No. 01 of Commission Circular No. 721 as amended.

And (2). A Master’s Degree (As specified in Para.3 of Commission Circular No.08/2016 or Doctoral

Degree, in the relevant field (but, less than 06 years of experience as specified in the Scheme of

Recruitment for Senior Lecturer Grade II, by open advertisement, given in post No.6 of Commission Circular No.721 as amended).

Notes:

(a) An applicant who qualifies for Lecturer (Probationary) [Non-(Medical/Dental)] as per category (03) of Post No. 02 of Commission Circular No. 721 as amended, but less than 06 years of experience as specified in the Scheme of Recruitment for Senior Lecturer Grade II, by open

advertisement, given in Post No. 06 of Commission Circular No. 721, may be exempted from (2)

above if he/ she has a Doctoral Degree, in the relevant field.

Commission Circular

No. 07/2018 of

02.08.2018

Establishments

Circular Letter

No.11/2018 dated

11.09.2018

(v) Senior Lecturer Grade II -Medical/Dental (U-AC-3-II) - Eligibility Criteria

(1) Candidates shall possess the academic qualifications required for Lecturer (Probationary) (Medical/Dental)

And

(2). (i) A Masters Degree in the relevant field obtained after a full-time course of study of at least 02 academic years (or an equivalent part-time course of study) with a research component by way of thesis/ dissertation or a Doctoral Degree or MD/MS and Board Certification by the postgraduate Institute of Medicine where required or its equivalent.

Or

(ii)Such professional qualifications and experience as may be approved by the UGC upon the recommendation of the Higher Educational Institution concerned And

(3). At least six (06) years of experience in one or more of the following;

1. Teaching at University Level
2. Professional Experience
3. Research in a recognized Institution
4. Postgraduate Studies to acquire the qualifications stipulated at (2) above

Notes:

(a) An applicant who qualifies only under (3) of the qualifications for Lecturer (Probationary) (Medical/Dental) as specified under Post No. 01 of Commission Circular No. 721 may be exempted from 2 (1) above if he/ she has a Doctoral Degree /MD/MS in the relevant field.

An applicant who qualifies only under (3) of the qualifications for Lecturer (Probationary)

(Medical/Dental) as specified under Post No. 01 of Commission Circular No. 721 and has a Master’s Degree as specified under 2 (1) above may be exempted from 2 (1) if he/ she has evaluated research and dissemination of knowledge for a minimum total of 15 marks. The marking scheme used for this purpose is section 2 (Research & Creative Work) and section 3.1 (Dissemination of Knowledge) of the Marking Scheme for the posts of Associate Professor/Professor.

Commission Circular

No.721 of 21.11.1997

Establishments Circular No. 08/2005 of 11.08.2005

Commission Circular

No.935 of 25.10.2010

Commission Circular

No. 08/2016 of

14.06.2016

Commission Circular

No. 08/2016 (i) of

17.11.2016

Commission Circular

No. 08/2016 (ii) of

04.09.2017

Establishments Circular letter No.

03/2018 dated

20.02.2018 &

03/2018 (i) dated

26.10.2018

Establishments Circular Letter

No.11/2018 dated

11.09.2018

(vi) Senior Lecturer Grade II –Non-Medical/Dental (U-AC-3-II) - Eligibility Criteria

(1) Candidates shall possess the academic qualifications required for Lecturer (Probationary) [Non(Medical/Dental)]

And

(2) A Doctoral Degree in the relevant field

Or (i) A Master’s Degree in the relevant field obtained after a full-time course of study of at least 24 months duration (or an equivalent part-time course of study) with a research component by way of thesis/ dissertation

Or

(ii) A full time Master’s Degree in the relevant field of a minimum of 18 months duration with at least 60 credits of which not less than 15 credits of research by way of thesis/ dissertation

(3) In the case of Faculties of Science/ Applied Science/ Engineering/ Agriculture

1. A Doctoral Degree in the relevant field

Or

1. A Master’s Degree in the relevant field with full time research of at least 24 months duration.

And

3. At least six (06) years of experience in one or more of the following;

i. Teaching at University Level ii. Professional Experience iii. Research in a recognized Institution

iv. Postgraduate Studies to acquire the qualifications stipulated at (2) above

Notes:

(a) An applicant who qualifies only under (3) of the qualifications for Lecturer (Probationary) [Non(Medical/Dental)] as specified under the Post No. 02 of Commission Circular No. 721 may be exempted from (2) (i) above if he/ she has a Doctoral Degree, in the relevant field.

Commission Circular

No.721 of 21.11.1997

Establishments Circular No. 08/2005 of 11.08.2005

Commission Circular

No.935 of 25.10.2010

Commission Circular

No. 08/2016 of

14.06.2016

Commission Circular

No. 08/2016 (i) of

17.11.2016

Commission Circular

No. 08/2016 (ii) of

04.09.2017

Establishments Circular letter No.

03/2018 dated

20.02.2018 &

03/2018 (i) dated

26.10.2018

Establishments Circular Letter

No.11/2018 dated

11.09.2018

(b) An applicant who qualifies only under (3) of the qualifications for Lecturer (Probationary) [Non(Medical/Dental)] as specified under the Post No. 02 of Commission Circular No. 721and has a Master’s Degree as specified under 2 (i) above may be exempted from 2 (i) if he/she has evaluated research and dissemination of knowledge for a minimum total of 15 marks. The marking scheme used for this purpose is section 2 (Research & Creative Work) and section 3.1 (Dissemination of Knowledge) of the Marking Scheme for the posts of Associate Professor/Professor.

(vii) Senior Lecturer Grade I Medical/Dental (U-AC-3-I) - Eligibility Criteria

(1). Candidates should possess the academic qualifications required for Lecturer (Probationary) (Medical/Dental) as stipulated under post No. 01 of Commission Circular No. 721

And

(2). (i) A Master’s Degree in the relevant field obtained after a full-time course of study of at least 02 academic years (or an equivalent part-time course of study) with a research component by way of thesis/dissertation or a Doctoral Degree or MD/MS and Board Certification by the postgraduate Institute of Medicine where required or its equivalent.

Or

(ii) Such professional qualifications and experience as may be approved by the UGC upon the recommendation of the Higher Educational Institution concerned And

(3) At least eleven (11) years of experience (of which not less than six (06) years should have been after obtaining the qualifications stipulated in 2 above) in one or more of the following;

1. Teaching at University Level
2. Professional Experience
3. Research in a recognized Institution
4. Postgraduate Studies

Commission Circular

No.721 of 21.11.1997

Establishments Circular No. 08/2005 of 11.08.2005

Commission Circular

No.935 of 25.10.2010

Commission Circular

No. 08/2016 of

14.06.2016

Commission Circular

No. 08/2016 (i) of

17.11.2016

Commission Circular

No. 08/2016 (ii) of

04.09.2017

Establishments Circular letter No.

03/2018 dated

20.02.2018 &

03/2018 (i) dated

26.10.2018

Notes:

1. An applicant who is recruited under (3) of the qualifications for Lecturer (Probationary) (Medical/Dental) (given in post No. 1 of Commission Circular No. 721 may be exempted from 2 (i) above if he/she has a Doctoral Degree /MD/MS in the relevant field.

1. An applicant who is recruited under (3) of the qualifications for Lecturer (Probationary)

(Medical/Dental) with a Master’s Degree as specified under 2 (i) above may be exempted from 2 (i) if he/she has evaluated research and dissemination of knowledge for a minimum total of 15 marks. The marking scheme used for this purpose is section 2 (Research & Creative Work) and section 3.1 (Dissemination of Knowledge) of the Marking Scheme for the posts of Associate Professor/ Professor.

(viii) Senior Lecturer Grade I Non-Medical/Dental (U-AC-3-I) - Eligibility Criteria

(1) Candidate should possess the academic qualifications required for Lecturer (Probationary) [Non(Medical/Dental)] as stipulated under the post No. 02 of Commission Circular No. 721

And

(2) A Doctoral Degree in the relevant field

Or (i) A Masters Degree in the relevant field obtained after a full-time course of study of at least 24 months duration (or an equivalent part-time course of study) with a research component by

way of thesis/dissertation

Or

(ii) A full time Masters Degree in the relevant field of a minimum of 18 months duration with at least 60 credits of which not less than 15 credits of research by way of thesis/dissertation

(3) In the case of Faculties of Science/Applied Science/Engineering/Agriculture (i) A Doctoral Degree in the relevant field

Commission Circular

No.721 of 21.11.1997

Establishments Circular No. 08/2005 of 11.08.2005

Commission Circular

No.935 of 25.10.2010

Commission Circular

No. 08/2016 of

14.06.2016

Commission Circular

No. 08/2016 (i) of

17.11.2016

Commission Circular

No. 08/2016 (ii) of

04.09.2017

And

(5) At least twelve (12) years of experience (of which not less than six (06) years should have been after obtaining the qualifications stipulated in 2 above) in one or more of the following;

i. Teaching at University Level ii. Professional Experience iii. Research in a recognized Institution iv. Postgraduate Studies

Notes:

1. An applicant who is recruited under (3) of the qualifications for Lecturer (Probationary) [Non- (Medical/Dental)] as given in post No. 2 of Commission Circular No. 721 may be exempted from 2 (i) above if he/she has a Doctoral Degree in the relevant field.

1. An applicant who is recruited under (3) of the qualifications for Lecturer (Probationary) [Non (Medical/Dental)] with a Masters Degree as specified under 2 (i) above may be exempted from 2 (i) if he/she has evaluated research and dissemination of knowledge for a minimum total of 15 marks. The marking scheme used for this purpose is section 2 (Research & Creative Work) and section 3.1 (Dissemination of Knowledge) of the Marking Scheme for the posts of Associate Professor/Professor.

5.1.1(a)(2) Normal Promotions – Medical/Dental and Non –Medical/Dental

(i) Normal Promotion to the Post of Senior Lecturer Grade II- Medical/Dental (U-AC-3-II) - Eligibility Criteria

Note:

The current guideline for 1 (ii) above is a minimum total of 15 marks for research, creative works and dissemination of knowledge. The Marking Scheme for this purpose is Sections 2 and 3.1 of the Marking Scheme for the posts of Associate Professor/Professor.

(ii) Normal Promotion to the Post of Senior Lecturer Grade II- Non-Medical/Dental (U-AC-3-II) - Eligibility Criteria

And

At least five (05) years experience as Lecturer (Probationary) and Lecturer [Including the time devoted to acquire the postgraduate qualifications specified at (1) above]

Note:

The current guideline in regard to evaluated research is that a candidate should obtain a minimum total of 15 marks for sections 2 and 3.1 of the Marking Scheme for the posts of Associate Professor/ Professor.

Note: Effective date of the Normal promotion to the post of Senior lecturer Grade II only those who

The effective date of the promotion to the post of Senior Lecturer Grade II only for those who have been appointed as Lecturer (Unconfirmed) [Non-(Medical/Dental)] based on a Doctoral Degree, may be backdated to the date on which they have completed 6 years of experience placing them on the relevant salary step, with no back wages being paid.

(iii) Normal Promotion to the post of Senior Lecturer Grade I- Medical/Dental (U-AC-3-I) - Eligibility Criteria

A Senior Lecturer Grade II who has completed one year on the maximum of the salary scale or five ^{Commission Circular}

(05) years in that grade may be considered for promotion. ^{No.721 dated} _21.11.1997

Procedure

The applicant must submit a self-assessment setting out the contribution he/she has made since he/ she became a Senior Lecturer Grade II in the following fields;

Teaching, Research, Dissemination of knowledge and other University activities.

(iv) Normal Promotion to the post of Senior Lecturer Grade I- Non-Medical/Dental (U-AC-3-I) - Eligibility Criteria

(1) A Senior Lecturer Grade II who has completed one year on the maximum of the salary scale or has ^{Commission Circular} completed six (06) years in that grade may be considered for promotion. ^{No.16/2018 dated} _11.12.2018

Or

(2) A Senior Lecturer Grade II who was completed 11 years of service from the date of appointment to the post of Lecturer (Probationary) [Non-(Medical/Dental)] and has obtained a Doctoral Degree in the relevant field may be considered for promotion.

Procedure:

The applicant must submit a self-assessment setting out the contribution he/ she has made since he/ she

became a Senior Lecturer Grade II in the following fields;

Teaching, Research, Dissemination of knowledge and other University activity.

And No. 04/2014 dated

01.04.2014,

Candidate should possess a Ph.D / Doctoral Degree in the relevant field. In Medical/Dental

disciplines, the qualification of MD and Board Certification by the PGIM shall also be accepted. Establishments Circular No.12/2019 dated 13.12.2019

Or

Establishments

Candidate should possess ten (10) publications in indexed journals Circular letter No.

08/2021 dated

28.04.2021

(ii) Merit Promotion to the Post of Associate Professor (Internal Applicants) (U-AC-4) - Eligibility Criteria

Commission

A Senior Lecturer Grade I/II in the relevant subject CircularNo.916 dated

30.09.2009,

^And Establishments

At least minimum marks laid in the Marking Scheme for Associate Professorship Circular letter

No.04/2010 dated

19.03.2010,

^And Commission

Candidate should possess a Ph.D / Doctoral Degree in the relevant field ^{Circular No. 04/2014}

In Medical/Dental disciplines, the qualification of MD and Board Certification by the PGIM shall also ^{dated 01.04.2014,} be accepted. Establishments

Circular No.12/2019 Or dated 13.12.2019

Establishments

Candidate should possess ten (10) publications in indexed journals Circular letter No.

08/2021 dated

28.04.2021

(iii) Advertised Post of Professor (External /Internal) Chair Professor (U-AC-5-II) - Eligibility Criteria

The cadre chairs (Professors appointed by advertisement) of all the Faculties shall be identified as Professor of (the name of the Department of Study) i.e. Professor of Physics, Professor of Sinhala etc.

Based on the provisions of Section 18.10 of the Chapter III of the Establishments Code of the UGC and Higher Educational Institutions, on appointment Chairs;

“As the academic development of any department of study largely depends on the person appointed to the Cadre Chair of that department, it should not be filled as a matter of course. Thus, the Cadre Chair of a department should be filled only if a person who is academically/Professionally qualified, sufficiently senior in experience and service, and who is qualified in all respects is available for selection”

(iv) Merit Promotion to the Professor (Internal Applicants) (U-AC-5-II) - Eligibility Criteria

A Senior Lecturer/Associate Professor may be considered for promotion to the post of Professor if he/ Commission she has obtained at least required minimum mark as specified in the Marking Scheme. CircularNo.916 dated 30.09.2009,

Effective date applicable for the post of Associate Professor/Professor by open Advertisement/ Merit Establishments

Promotion Circular letter

1. Effective date of Merit Promotion to the post of Associate Professor/ Professor shall be the No.04/2010 dated 19.03.2010, date on which the applicant’s successful application was received by the Vice-Chancellor.

Commission

1. Effective date of appointment to the advertised post of Professor (cadre chair) shall be a date Circular No. later than the date of approval of such appointment by the Council of the respective Higher 04/2014 dated

Educational Institution/ Institute. 01.04.2014Establishments ,

Circular

Identify professors (Associate Professors/Professors/Senior Professors) appointed by merit No.12/2019 dated promotion, is by the name of the discipline/branch of a discipline they are specialized, along with the 13.12.2019 name of the department of study that they are attached to.

Establishments

Circular letter No. Example: Professor in Economics in the Department of Economics, Professor in Econometrics in the 08/2021 dated

Department of Economics etc. 28.04.2021

Note

Please refer Establishments Circular letter No. 08/2021 dated 28.04.2021 for the procedure shall be followed to decide the area of specialization to be included in the title of the professorship.

(v) Advertised post of Senior Professor (Recruitment) and Normal Promotion to the post of Senior Professor (U-AC-5-I) - Eligibility

5.1.1 (b) Recruitments & Promotions of Library Staff

5.1.1(b)(1) Recruitments of Library Staff

(i) Assistant Librarian- U-AC-3(IV) - Eligibility Criteria

Method of Recruitment By Open Advertisement Commission

Qualifications: Circular No.921 of

1. A First or a Second Class (Upper Division) in a Special Degree; or 23.04.2010

1. A Second Class (Lower Division) in a Special Degree or a First or a Second Class (Upper

Division) in a General Degree; or

1. A pass in a Degree Examination and a Postgraduate Degree of at least 02 academic years duration in the field of Library and Information Sciences with a research component by way of thesis/ dissertation.

(ii) Senior Assistant Librarian Grade II- U-AC-3(II) - Eligibility Criteria

1. Candidate shall possess the academic qualifications required for Assistant Librarian by open Commission advertisement as stipulated under the post No. (1) of Commission Circular No. 921 Circular No.921 of

And 23.04.2010

1. A Master ‘s Degree in Library & Information Sciences obtained after a full-time course of study of at least two academic years duration (or an equivalent part-time course of study) with a

research component by way of thesis/dissertation or a Doctoral Degree.

And

3. At least six (6) years experience in one or more of the following including the time devoted to acquire the qualifications at (2) above

1. Experience in Librarianship in a recognized Library

1. Professional and academic competence & quality of service within the library

1. Research in Library & Information Sciences or any other related field in a recognized institution.

(iii) Senior Assistant Librarian, Grade I- U-AC-3(I) - Eligibility Criteria

Note: An Assistant Librarian shall remain on the U-AC 3(III) salary scale until fulfilling all requirements for promotion to Senior Assistant Librarian Grade II.

(ii) Normal Promotion to the Post of Senior Assistant Librarian, Grade II U-AC-3(II) - Eligibility Criteria

Commission

A confirmed Assistant Librarian may be considered for promotion if he/she possesses the Circular No.921 of

Qualifications as specified below: 23.04.2010

1. Candidate shall possess the academic qualification required for Assistant Librarian by open advertisement

1. A Master ‘s Degree in Library & Information Science obtained after a full-time course of study of at least two academic years duration (or an equivalent part-time course of study) with a research component by way of thesis/dissertation or a Doctoral Degree.

1. At least 05 years experience as Assistant Librarian including the time devoted to acquire the Qualifications specified at (2) above

(iii) Normal Promotion to the Post of Senior Assistant Librarian, Grade I- U-AC-3(I) - Eligibility Criteria

Commission

A Senior Assistant Librarian, Grade II who has completed one year on the maximum of the salary scale or has Circular No.921 of

served six (6) years in the post of Senior Assistant Librarian, Grade II may be considered for promotion. 23.04.2010

Procedure:

The applicant must submit a self-assessment setting out the contribution he/ she has made since he/she become a Senior Assistant Librarian, Grade II in the following fields.

 Teaching, Research, Dissemination of Knowledge, and other University activities

Note: Evidence of active participation in various aspects of University life will also be an important factor for promotion.

(iv) Merit Promotion to the post of Deputy Librarian- U-AC 4- Eligibility Criteria

iii A Pass in a Degree Examination and a postgraduate Degree of at least 02 academic years duration in the field of Library and Information Sciences with a research component by way of thesis/dissertation;

And

1. A Master ‘s Degree in Library & Information Science obtained after a full-time course of study of

at least two academic years duration (or an equivalent part-time course of study) with a research component by way of thesis/dissertation or a Doctoral Degree. And

1. Publications in the field of Library and Information Sciences And

1. At least fifteen (15) years experience after obtaining a first degree or at least ten (10) years after obtaining the qualification at (2) above in one or both of the following:

• 1. Experience in Librarianship in a recognized Library

• 1. Research in Library and Information Sciences

And

5. At least the minimum marks laid in the Marking Scheme for the post of Librarian

Note: No Credit will be given under (2) above to a postgraduate degree recognized under (1) (III) above for appointment as Assistant Librarian.

5.1.2 Confirmation

5.1.2(1) Academic and Library Staff

Every appointment to a post of teacher shall, in the first instance, be for a probationary period of three years, which period may be extended by the Governing Authority of the Higher Educational Institution to which such teacher is attached, by one year at a time for a further period not exceeding five years.

Provided that where the appointment is to a post of-

1. teacher, and the appointee has been previously confirmed in a post of teacher in another Higher Educational Institution or in another Department of the Higher Educational Institution to which the appointee is attached, such appointment shall, in the first instance be for a

probationary period of one year; or

1. teacher, and the appointee has been previously confirmed in any post equivalent to the post of teacher in another Higher Educational Institution or in another Department of the Higher Educational Institution to which the appointee is attached, such appointment shall in the first instance be for a probationary period of one year;

All Lecturers (Probationary) shall complete an induction training course (which includes Teaching/ Learning Methodologies) within a period of one year from the date of first appointment. This is a pre-requisite for Probationary study leave and confirmation in the post.

Section 72(1) of

University Act and,

7 of 1985 and 1 of

1995as amended

Section [72(1) (a),

(b), 57 of 2009]

Section 72(2), 7 of

1985as amended

UGC Circular No.

721 dated

21.11.1997

Establishments Circular Letter No.

12/2019 dated

13.12.2019

A Senior Lecturer Grade II and Grade I may be confirmed in the post on completion of 03 years satisfactory service in the permanent cadre and completion of an Induction Training Course (which includes Teaching/ Learning Methodologies) within a period of one year from the date of first appointment.

In case of Appointment to the Advertised post of Professor/Senior Professor (Cadre Chair), a teacher who has been confirmed in the previously held teacher post in the same or another Higher Education Institution/Institute, shall serve a probationary period of one year.

5.1.3 Categories of Leave

5.1.3(1) Academic and Library Staff

(i) Casual Leave

Any Teacher shall be eligible to receive twenty-one (21) days of Casual Leave per year to be spent within the Island, of which, not more than six days could be utilized at a stretch at a time. Casual

Leave cannot be accumulated.

Section 41(41:1 &

41:2) Division II,

Chapter X of UGC

EB Code

(ii) Medical Leave

Any Teacher shall be eligible to receive fourteen (14) days of Medical Leave per year. Medical

Leave in excess of fourteen days shall be granted by the Governing Authority and such Medical Leave shall be set off against the unutilized casual leave of the same year. If such casual leave is inadequate medical leave of any two previous consecutive years may be accumulated and utilized.

Any Medical Leave beyond that period which could be set off against the unutilized medical leave

under the preceding sub-para shall be without pay.

Any Medical Leave in excess of three consecutive days shall be supported by a medical certificate from a registered medical practitioner.

Section 42 (42:1 to

42:4), Division II,

Chapter X of UGC EB Code

(iii) Duty Leave - Within the Island

Duty leave within the Island may be granted, when the person is sent strictly on the business of the

Commission/ HEI to any place out of his station/ for duty with the Volunteer Forces/ for duty with

the Special Police Reserve/ attending disciplinary inquiries/ examinations and interviews for University posts etc.

Section 17,

Division I, Chapter

X of UGC EB Code

(iv) Duty Leave - Aboard

Duty leave may be granted subject to paragraph 26 to a teacher strictly for official business, such as

signing an agreements and similar purposes.

(v) Vacation Leave

Section 44,

Division II,

Chapter X of UGC

EB Code

Any teacher may avail him/her self of leave during the vacations of the HEI concerned so long as such leave will not adversely affect his/her services to the University; but where such leave is to be spent abroad, he/ she shall obtain the prior permission of the Governing Authority. Vacation Leave cannot be accumulated. The maximum period of vacation leave that can be granted is three (03) months per year.

The period of vacation leave cannot be split. Vacation leave is granted only after a continuous satisfactory service of nine (09) months prior to the requested vacation leave period. Each vacation

Leave application should be recommended by the Head of the Department & Dean of the Faculty. A

floating hypothetical vacation leave can be considered as per the decision taken by the Council at its 336^th meeting held on 06.08.2005(Minute no. 336.8.3)

Vacation Leave should only be granted for academic/ research or any other work which will benefit/ contribute to institutional or national development. A valid invitation letter/document with clear justification and objectives, should be obtained by an authorized officer of the external organization, and forwarded with the application. Applications citing personal reasons will not be considered.

Section 40,

Division II,

Chapter X of UGC

EB Code

Decision of the 448^th

Council held on

31.08.2019

After the Vacation Leave period, applicant should submit a report to the Vice-Chancellor through the Head and Dean, describing the work done during the period according to the objectives and fulfillment of contribution explained in section 02 above. Submitting the report will make a teacher eligible for his/her next Vacation Leave.

At a particular time only twenty (20) percent of the staff of a particular Department (excluding the members on study and sabbatical leave) should be granted vacation leave. However, this should comply with the regulations governed by the Establishments Code. When granting vacation leave, priority should be given to the members who have not taken vacation leave for the longest period.

Vacation leave cannot be combined with any other leave except sabbatical leave. It can be added either to the beginning of or to the end of a sabbatical leave. However, if a teacher spend a Sabbatical Leave without combining a Vacation Leave but wishes to apply for Vacation Leave, after resuming duties he/she can be considered for a Vacation Leave if he/she has a continuous satisfactory service of nine (09) months prior to the said Sabbatical Leave.

During the Vacation Leave period, Head of the Department could instruct the teacher who is granted leave to perform examination or any other task pertaining to the Department, the Faculty or the University as per the section 41.1(a) Division II of the Chapter X of the University Grants Commission and Higher Educational Institutions Establishments Code. The relevant section of the

Establishments Code is given below.

“The Principal Executive Officer of a Higher Educational Institution/ Institute shall have the power to require a teacher who is on leave during Vacation in the island to attend at the Higher Educational Institution/ Institute concerned, as the case may be during the period of Vacation Leave for the purpose of:

i. Attending to teaching duties ii. Any examination work iii. Maintenance work of library, laboratory, or any other such Institution of Higher Educational

Institutional, Institute

iv. Any meeting of an authority or any other body of which he/ she is a member v. Annual verification of stores

vi. Any other purpose for which specific authorization is given by the Principal Executive Officer.”

If a teacher wishes to obtain Vacation Leave after his/ her 64^th birthday, it may be allowed provided that;

The academic staff member is eligible to work for one full year after completion of such leave,

Establishments if he/ she is willing to serve up to the end of the actual academic year of the relevant faculty or Circular letter No. the end of the official academic year i.e. 30^th September based on Establishments Circular 12/2015 dated

letter No. 12/2015 dated 08.09.2015 08.09.2015)

(vi) Leave to attend Seminars, Conference, Workshops and Training Programmes

Teachers may be granted overseas leave with pay during term time to attend Seminars, Conference, Commission Circular Workshops and Training Programmes for periods specified below, provided that such attendance will No.710 dated benefit the Higher Educational Institution concern but will neither involve expenditure nor adversely 01.07.2010

affect such teacher’s services to the Institution;

(a) Up to 30 days in an Academic Year to attend Conference, Workshops, Seminars and similar meetings, irrespective of the number of visits made for such purposes

And

(b) Up to 30 days in an Academic Year to participate in Training Programmes irrespective of the number of visits made for each purpose;

Provided that the maximum period of overseas leave granted for (a) and (b) above does not exceed a total of 45 days during term time in the Academic Year concerned.

(vii) Three Months Leave for the Vice-Chancellors who complete a full term of Office

A Vice-Chancellor who completes a full term of office (i.e. Three Years) as Vice-Chancellor and

reverts to the substantive post, he/ she will be granted three months Special Leave on full pay, on General Circular request. Letter No. C/99/04

(viii) Special Leave

Special Leave of one year on no pay may be granted to any teacher who has an outstanding record Section 37 (37:1 to of publication and research in order to accept a prestigious fellowship or other award in a recognized 37:3), Division II, foreign University or research Institutions. A teacher should have served for a period of at least two Chapter X of EB Code UGC years after resuming duties his Study Leave or last period of Sabbatical Leave to consider this leave.

Commission Circular

No.74 dated

28.04.1980

Commission Circular

No.430 dated 03.03.1990

(ix) Sabbatical Leave

Commission Circular Following posts are eligible to obtain Sabbatical leave as per the table given below to be spent locally No.408 dated or abroad only for Employment or Professional Development purposes. 25.10.1989,

• Senior Professor

Commission Circular

• Professor No.464 of
• Associate Professor 11.02.1991,
• Senior lecturer Grade I

Commission Circular

• Senior Lecturer Grade II No.483 of
• Librarian 03.08.1992 ,
• Deputy Librarian Commission Circular
• Senior Assistant Librarian No.806 of

22.07.2002,

Commission Circular

No. 808 dated

23.09.2002

Commission

Circular No.896 of

08.07.2008,

Commission Circular

No.928 of

16.09.2010,

Commission Circular

No.938 of

15.11.2010,

Commission Circular

No.08/2013 of

14.05.2013,

Teachers should terminate sabbatical leave before the 64^th Birthday.

A member of the staff who has been granted sabbatical leave to be spent abroad shall be eligible to receive passage as per the following table. Further if the spouse of the member proceeding abroad on sabbatical leave shall also be paid air passage provided that such spouse shall not have received air passage from any other source for the same purpose.

Note

Postgraduate Institutes of the university are considered as Institute governed by the university of Peradeniya for this purpose.

(x) Study Leave

A teacher, who has received a scholarship or other award for a postgraduate degree in a ^{Commission Circular} University/Institute recognized by the Commission, may be granted Study Leave abroad or locally to ^{No.18/2016 dated} _15.12.2016 read for such degree with the approval of the Governing Authority, provided that it leads to

confirmation and/ or promotion to a higher grade. Commission Circular

The maximum permissible period of study leave on full pay/no pay are as follows; No.02/2017 of

23.01.2017-Airfare

Commission Circular

No.242 of

20.10.1983-Warm

Cloth

An additional period of six months study leave on full pay are entitled to obtain by a Teacher who goes to non-English speaking country for his/her Postgraduate degree, where it is a mandatory requirement to obtain proficiency in the language in that country before pursuing the studies on submission their documentary evidence through the supervisor.

Under no circumstances the study leave with or without pay shall be extended beyond the maximum permissible periods.

Any teacher holding the post of Associate Professor/Professor shall not be granted study leave after reaching the age of 50 years.

Study leave shall not be allowed to obtain post-doctoral qualification.

No period of leave without pay mentioned above shall be considered for the purpose of determining the incremental credits or earned sabbatical leave entitlement.

Each Teacher who avails study leave shall enter into an agreement and sign a bond with the

University that includes an obligatory period of service, as appropriate to his/her period of study leave, from the date of resumption of duties or the date of award of the Degree, whichever is later.

A Lecturer (Probationary) shall be in continuous service for a period of at least one year from the date of his/her appointment to avail study leave. However, the Council of the University shall use

their discretion to grant study leave prior to completion of one year from the date of appointment of a Lecturer (Probationary), if he/she receives a scholarship/other award to read for a postgraduate degree in a University/ Institute recognized by the Commission.

If the Awarding agency does not provide the Air fare and Warm Cloth Allowance, the applicant shall be paid the cost of Air fare and £75 as Warm Cloth Allowance by the University

Academic members who have not completed Postgraduate Degree within the specified time period but have resumed duties and request to complete Postgraduate Degree, can be granted permission to continue their studies as per the Council decision taken at its 493^rd meeting held on 30.05.2020. These guidelines are available in the Academic Establishments Division for reference.

(xi) Bond Calculation and Obligatory Period for Study Leave

Each Teacher who avails study leave shall enter into an agreement and sign a bond with the Commission Circular University that includes an obligatory period of service, as appropriate to his/ her period of study No. 907 dated 09.03.2009 leave, from the date of resumption of duties or the date of award of the Degree, whichever is later.

Computation of Monetary valu e of bonds Commission Circular No.377 dated

The value of the bond in each case should be computed according to the following formula:- 01.08.1988

• Value of the award or Scholarship if any
• Cost of Passage if any Commission Circular
• Salary paid or payable during the period of study leave No. 09/2010
• Warm Cloth Allowance (Current exchange value of £ 75) if any
• As per the Commission Circular No.09/2010, no pay study leave period also counts to calculate value of the bond

The Salary and all the allowances should be calculated on the basis that the teacher will earn all due increments during the period of leave.

1. If any teacher secures a Scholarship/ award on his/ her own to read for a Master’s Degree/ Ph. D in an overseas University, one third of the value of Scholarship/ Award should be included in computation of the monetary value of the Bond.

1. If any teacher obtains a teaching/research assistantship in addition to the Scholarship/award on his own merit and without the assistance of the Higher Educational Institution concerned, the monetary value of the teaching assistantship should not be considered in computation of monetary value of the Bond.

1. If any teacher follows a postgraduate course on his/her own and he/she bears the entire cost himself/herself, it should not be included in computation of the monetary value of the Bond.

1. If any teacher secures a Scholarship/Award through the Higher educational Institution to follow a Postgraduate Degree in an overseas University, the full value of the Scholarship should be included in computation of the monetary value of the Bond.

Obligatory Period

1. Where the University awards the Scholarship and grants leave with pay, three times the period of leave subject to maximum of seven years;

1. Where the University awards the Scholarship and grant leave, with no pay or where the University does not award the Scholarship but grants leave with pay, twice the period of leave subject to maximum of five years;

1. The obligatory period of service should be twice the period of no-pay leave taken by the teacher. However, the obligatory period of service should be reduced by one month in respect of each complete year of permanent service of the teacher as at the time of availing himself of the no-pay leave subject to;

The reduction being in respect of years of such service in which no-pay leave has not been taken; and There being a minimum period of one year of obligatory service.

1. No obligatory period of service where the period of leave is less than nine months.

Where a teacher has relinquished duties after having served at least one half of the period of his obligatory services, he will be eligible to discharge his obligation under the agreement /bond by making payment on pro-rata basis.

The Obligatory period of service of a staff member who resumes duties after completion of Postgraduate Degree will start running either from the date of completion of the Postgraduate Degree or from the date of resumption of duties whichever occurs later.

In the event of a Staff member who is serving the obligatory period of service opt to resign or reach the age of retirement or being terminated by the University before the completion of the obligatory period of service, the value of the bond has to be paid as the case may be.

(xii) Leave for Teachers (Medical/Dental) to complete MD Training and Board Certification by the PGIM

Commission Circular

It is mandatory for Lecturer (Probationary) in all clinical Departments and some Para-Clinical No.07/2015 dated Departments in the Faculties of Medicine and Dental Sciences to be Board certified in a relevant 22.07.2015 specialty by the PGIM in order to be promoted to the Post of Senior Lecturer Grade II.

They will be granted leave with pay without entering into a bond, for the period of training in Sri Lanka and shall contribute to the academic activities in their respective departments of study as specified by the Head of Departments whenever the Training Programme allows time to do so. The period of leave with pay that is granted shall not exceed the minimum period of training required in Sri Lanka for the purpose of PGIM Board Certification in his/her chosen specialty.

The period of training outside the Island is considered as part of the study leave entitlement and shall be bonded as per the existing rules and regulation.

(xiii) Release from the University service on Temporary basis outside the Commission or Higher Education Institution to serve in the state sector or in a government cooperation or statutory Body

A teacher may be released to serve in the State Sector or in a Government Cooperation or statutory Section 2, Chapter V Body for a period not exceeding 02 years, except where the National Interest demands on extension ^{of Universities EB} of such service for further specified period. At the end of this period he should revert to his post in ^Code the University unless the state, cooperation or Statutory body desires to retain his services permanently and the HEI has no objection.

If the temporary release is at the instance of the Government on the grounds of national interest he will be regarded as being on no-pay leave in the University for the period of release.

If the release is at the own request of the person concerned, he will be granted no-pay leave and he will not be considered for promotion to vacancies which may arise during the period of release.

(xiv) Political Rights to the Academic Staff

• The right to Membership in political parties or associations and to participate in the work of such Parties or associations.
• The right to express opinion on matters of a political nature (e.g. By writing letters to the press, issuing pamphlets, addressing meetings at which such subjects are discussed, giving broadcast etc.)
• The right to stand for elections to Local Government bodies or for election to Parliament subject to Article 91 (i) (d) (viii) of the Constitution of the Democratic Socialist Republic of Sri Lanka.

The exercise of these rights will be subject to the conditions in the following sub-paras:-

The rights to participate in the work of political parties or express opinions on matters of a political nature will be permitted only if they are exercised without prejudice to the work of the Higher Educational Institution which should at all times take precedence. Leave to participate in such activity will be granted in accordance with the provisions of Chapter X.

A person who intends to stand as a candidate for Local Government elections or for parliamentary elections subject to above article shall give written notice to the Vice-Chancellor at least 10 days prior to the date of nominations being received in respect of that election. He shall be placed on nopay leave for a period commencing from one week prior to the date of nomination up to the date of election.

If he is elected a member of Parliament, he will be required to resign his position from the University service from date of such election.

If he is elected as a member of a Local Government Body, he will not be required to resign, his post in the Higher Educational Institution, but will subject the needs of the Higher Educational Institution, be given special leave of absence on full pay to attend meetings of such local body.

A person not qualified to seek election to Parliament in terms of Article 91 (i)(d)(viii) of the Constitution intends to stand for such election and desires to make preparations for furthering his own candidature or for testing his chances at such election or intends to hand in his nomination papers for such election he should first resign his post in accordance with paragraph 4 of chapter V (03 months’ notice) of the Establishments Code before he takes any action or sanctions any such action to be taken on his behalf.

Such a person may later seek re-employment in the University if he so desires and the University may

re-employ him outside the scheme of recruitment if the vacancy created by his resignation still remains unfilled and the Vice-Chancellor of the University agree to such re-employment after obtaining prior approval of the Council.

Disciplinary action will be taken against any person who contravenes the provisions of Section 2.1of Chapter XVII of the Universities EB Code.

5.1.4 Financial Assistance for Academic Purposes

5.1.4(i) Payments from the Bond Violations Fund

Interest income from violated bonds and agreements can be utilized for the following purposes.

• Short term Training Programmes/ Workshops for University teachers Commission
• Provisions of assistance to teachers to present a paper at Conferences Circular No.737
• Provisions of assistance for research and publication dated 18.08.1998
• Provision of assistance for organizing conferences/Seminars/Workshops locally

This assistance should be partial support for the relevant purposes rather than full support.

• Short term training Proramme or workshop-Rs.100,000/-
• Presenting a paper at a Conference held in a foreign country-Rs.40,000/-
• Assistance for Publications-Rs.50,000/-
• Cost of conference/Workshop/Seminar organized locally-Rs,50,000/-

Any teacher is allowed to receive this assistance only once in five years.

Assistance for overseas Study/Training Programmes and to attend conferences/Seminars overseas would cover one or more of the followings

• Airfare
• Airport Taxes
• Visa Fess
• Living expenses
• Corse/Conference/Training/Workshop fees

This assistance should mainly be provided to teachers who are in the junior categories and to those who have had not opportunity for overseas study/training and when granting assistance to attend conferences priority should be given to teachers in the senior categories.

5.1.4(ii) Subscription Fees

5.1.4(iii) Payments made from generated Income

Payments for Staff Development and Human Resources Development can be obtained from

generated income as per the respective guidelines.

5.1.5 Annual Increments

When a Teacher who completes one year after his/ her appointment is eligible to get an increment. A Sections 26,27 person whose salary is on an incremental scale is not entitled to draw any increment as of right, he is Chapter VI of

required to earn that increment by the efficient and diligent discharge of his duties and by serving Universities EB Code incremental period in full.

5.1.6 Resignation

5.1.6(1) Academic & Library Staff

An Academic member may resign his post upon giving three months’ notice in writing to the Vice- Section 4, Chapter V Chancellor through the proper channel. If it is not possible to give the required three-month notice; of Universities EB he/she should pay the three months’ salary in lieu of such notice. Further, resignation will not be Code effective until he/ she receive letter of acceptance for resignation.

Note: - Following conditions will apply.

1. A person who gives his resignation will have no right to revert to his post thereafter.
2. He/ She will forfeit all claims for any benefits of his/her service in the Institution should he/ she be afterwards succeed in obtaining employment in the Institution.

If his/her resignation is accepted, any appeal to withdraw it will not be considered thereafter.

5.1.7 Vacation of Post

5.1.7(1) Academic & Library Staff

Vacation of post notice will be issued on following circumstances,

If an appointing authority refuses to accept a resignation for reasons which he may adduce but the teacher/other employee ceases to report for duty, he will be treated as having vacated his post from the date of such cessation and action will be taken in terms of paragraph 7 of Chapter V of EB Code.

A teacher who tenders his resignation while on study leave should be considered as having violated his bond and agreement with the HEI.

A person absent from duty without obtaining leave will be deemed to have vacated his/her post from such absence and he should be informed accordingly at once by registered post or by personal delivery to him.

A person does not return to the Island and resume duties of his/her office at the expiry of his/her study leave or when he/she leaves the service of the Commission/Higher Education Institution in circumstances where his resignation cannot be accepted he should deemed to have vacated his post, He should be immediately informed by the registered post.

A teacher on probation who tenders his resignation while on study leave should be considered as having violated his agreement and bond, and action should be taken in terms of paragraph 7 of Chapter V of EB Code.

Section 4.10, Chapter

V of Universities EB Code

Section 4.11 Chapter

V of Universities EB Code

Section 7.1 Chapter V of Universities EB

Code

Section 7.2 Chapter V of Universities EB

Code

Section 35, Division

II, Chapter X of

Universities EB Code

5.1.8 Terminations

Academic member on probation shall under normal circumstances be expected to obtain a Section 21.1.1, postgraduate degree, preferably with a research component, within the initial three-year period of Chapter III of probation referred to in Section 72 of the Act, His services will be terminated by the Governing Universities EB Code Authority if he fails to obtain such Degree within the maximum period of eight years.

5.1.9 Retirements -

5.1.9(1) Academic& Library Staff

The Official Academic Year for the purpose of retirement of University Teachers should start on 1^st Establishments October and end on 30^th September of the next year. Accordingly, the date of retirement of a teacher Circular letter shall be his/her 65^th birthday or the immediately following 30^th September. However, if academic No.12/2015 dated 08^th September, 2015

year which is in operation at the time of his /her 65^th birthday goes beyond the immediately following 30^th September, the teacher may continue to serve till the end of that academic year. However, in all circumstances, the teacher must be retired prior to his/ her 66^th birthday.

Teachers, who serve the Universities & Higher Educational Institutions/Institutes beyond the sixty- Establishments

fifth (65^th) year of age until the end of the Academic Year (Official/Actual), should relinquish all Circular No.23/2017 dated 29 academic administrative positions such as Head of a Department of Study or Dean of Faculty etc. upon completion of their sixty-fifth (65^th) birthday. However, they could continue their services as Teachers, until the end of the academic year relevant to their Faculties in terms of the provisions of the Establishments Circular Letter No.12/2015.

Persons who serving the posts of Librarian/ Deputy Librarian/ Senior Assistant Librarian/ Assistant Librarian could be permitted to continue their services until completion of the sixty-fifth year of age or until the last date of the Official Academic Year, i.e. 30^th September.

5.1.1(c) Recruitment of Temporary Academic Staff

Temporary/Assistant Lecturer/Temporary Demonstrator/

5.1.1(c)(1) Temporary Tutor /Temporary Instructor/Temporary Research Assistant

(i) A temporary appointment may be made in respect of; Section 24, Chapter

1. Approved cadre for temporary posts III of Universities EB
2. Permanent post which is not yet been filled Code
3. Permanent post which is temporarily vacant Commission Circular

No.373 dated

06.06.1988 and UGC

Three percent (3%) of their total earnings will be contributed by the University to the Employees Trust Fund (ETF) in terms of the provisions of the Employs Trust Fund Act No. 46 of 1980.

(iv) Responsibilities

1. Every temporary appointment holder should be responsible to the Head of the relevant Department and the Dean of the relevant faculty.

1. He/she expected to carry out the work entrusted by the Head of the Department and Dean of the

Faculty and should assist Head of the Department and Dean of the Faculty to maintain better Academic environment. Further, he/she should extend all assistance to the University authorities to maintain and promote student welfare services and discipline.

(vi) Attendance

1. Staff should work 21 days per month (Attendance required to be sent to the University Financial Administration in order to prepare salary.)

1. Working hours are from 8 a.m. to 5 p.m. (This can be changed on the Departmental requirements)

1. If the Department request to work during the weekends, the staff members be prepared to work

Leave

1. There are no written isntructions regarding leave for temporary staff members. However, they can obtain leave from the Head of the Department with prior approval. In this situation monthly allowance will be deducted proportionately if the staff member does not complete 21 days attendance per month.

Temporary staff is entitled for 84 working days of Maternity leave on full pay during the period of appointment.

Termination

The service will be terminated once they served the relevant period of service as mentioned in the letter of appointment.

Withdrawal of UPF, ETF

In order to claim the University Provident Fund and Employee Trust Fund, they are required to submit

applications along with certified copies of NIC and bank details to the Establishments Division through the proper channels. In addition to that, it is a requirement to place their thumb prints in the ETF Application.

5.1.1(d) Recruitments and Promotions of Academic Support Staff

5.1.1(d)(1) Recruitments and Promotions of Academic Support Staff

5.1.3 (2) Leave for Academic Support Staff

Study leave

All permanent members of the Academic support staff are entitled to obtain 02 years of full pay study Commission leave once in their career to obtain a Postgraduate Degree/ Professional Qualification which should be Circular

directly relevant to the area of work they have been recruited. ^{No.11/2013 dated}

10.10.2013

All the other leave applicable to the category of Non-Academic staff is applicable to the Academic support staff. (See 5.2.3 of Non-Academic Staff Leave)

5.2 NON-ACADEMIC STAFF

5.2.1 Recruitments and Promotions of Non-Academic Staff

All Non- Academic cadre posts should be included in the approved cadre of the University. Approval Cadre approval should be obtained to fill those from the Department of Management Services before proceeding with 2017 recruitments. Vacancies in the first instance be advertised internally when appropriate, in terms of the Schemes of Recruitment to give an opportunity to persons within the Commission or Higher

Educational Institutions with the requisite qualifications to be considered. However, the approved Schemes of Recruitment and later amendments indicate clearly the method of recruitment to be adopted in respect of each post and the Appointing Authority should adhere strictly to the approved schemes in recruiting the staff. There are 136 different designations which are listed below under recruitments and promotions, while a total of 2579 non-academic cadre has been approved to the University in the 2017 cadre.

5.2.1 (a) Un- Skilled Grades

This category of staff is assigned the salary code U-PL 1 as per Commission Circular No.985 dated 15.05.2012

Relevant Provisions Designation Recruitment Promotions

Works Aide (Grade III) Circular No:1/2019 dated 28.01.2019 Circular No:1/2019 dated 28.01.2019

Promotional Grades

• Works Aide (Gr II)Works Aide (Gr I)
• Works Aide (Special Gr)

Health Services Labourer (Lower Grade) Procedure for appointments approved

Promotional Grades Procedure for appointments approved by UGC on 20.09.1985 by UGC on 20.09.1985, Circular No. 883 dated 25.10.2006 and dated

• HS Labourer (Higher Gr) 26.10.2006 & UGC/HR/2/3/182 dated
• HS Labourer (Sp. Gr) 02.12.1998
• HS Labourer (SP. Gr I)

Post-mortem Labourer (Lower Grade)

Promotional Grades

• Post-mortem Labourer (Higher Gr)
• Post-mortem Labourer (Special Gr)
• Post mortem Labourer (Special Gr. I)

Procedure for appointments approved by

UGC on 20.09.1985

Circular Letter No. UGC/HR/2/3/182 dated 02.12.1998, Circular No. 883

dated 26.10.2006

Milker (Lower Grade)

 Promotional Grades

 Milker (Higher Gr)

Procedure for appointments approved by UGC on 20.09.1985

Circular Letter No. UGC/HR/2/3/182 dated 12.02.1998

Pest Control Labourer (Lower Grade)

Promotional Grades

• Pest Control Labourer (Higher Gr)
• Pest Control Labourer (Special Gr)
• Pest Control Labourer (Special Gr I)

Circular No:446 dated 08.08.1990 and Circular No.543 dated

12.11.1992

Circular No: 446 dated 08.08.1990 and Circular No.543 dated

12.11.1992

Storeman (Grade II)

Promotional Grades  Storeman (Gr I)

 Storeman (Sp. Gr)

Procedure for appointments approved by UGC on 20.09.1985

Circular Letter No. UGC/HR/2/3/182

dated 12.02.1998

Groundsman (Grade II)

Promotional Grades

• Groundsman (Gr I)
• Groundsman (Sp. Gr)

Procedure for appointments approved by UGC on 20.09.1985

Circular Letter No. UGC/HR/2/3/182

dated 12.02.1998

5.2.1 (b) Semi- Skilled Grades

This category of staff is assigned the salary code U-PL 2, as per the Commission Circular No. 985 dated 15.05.2012

 Meter Reader (Sp. Gr)

Laboratory Attendant (Lower Grade)

Promotional Grades

• Laboratory Attendant (Hr. Gr)
• Laboratory Attendant (Supra Gr)
• Laboratory Attendant (Sp. Gr)

Procedure for appointments approved by UGC on 20.09.1985

Circular No. 182 dated 12.02.1998 Circular Letter No. UGC/HR/2/3/182 dated 03.07.1998 & Circular No. 883

dated 26.10.2006

Attendant (Health Services) (Lower Grade)

Promotional Grades

• Attendant (H.S) (Higher Gr)
• Attendant (H.S) (Sp. Gr)
• Attendant (H.S.) (Sp. I Gr)

Procedure for appointments approved by UGC on 20.09.1985

Procedure for appointments approved by UGC on 20.09.1985, Circular Letter No.UGC/HR/2/3/182 dated 12.02.1998

& UGC/HR/2/3/182 dated 03.07.1998

Caretaker cum Cook (Grade III)

Promotional Grades

• Caretaker cum Cook (Gr II)
• Caretaker cum Cook (Gr I)
• Caretaker cum Cook (Sp. Gr)

Telephone Linesman (Grade II)

Promotional Grades

• Telephone Linesman (Gr I)
• Telephone Linesman (Sp. Gr)

Circular Letter No. UGC/HR/2/3/182 Circular Letters No. UGC/HR/2/3/227

dated 23.08.2005 dated 23.08.2005 & UGC/HR/2/3/227

dated 17.04.2019

• Tractor Operator (Sp. Gr)

5.2.1 (c) Skilled Grades

This category of staff is assigned the salary code U-PL3 as per Commission Circular No.985 dated 15.05.2012

Carpenter (Grade II)

Promotional Grades

• Carpenter (Gr I)
• Carpenter (Sp. Gr)

Procedure for appointments approved by

UGC on 20.09.1985

Circular Letter No. UGC/HR/2/3/182 dated 12.02.1998 & Circular No: 826 dated 27.05.2003

Electrician (Grade II)

Promotional Grades

• Electrician (Gr I)
• Electrician (Sp. Gr)

Procedure for appointments approved by

UGC on 20.09.1985

Circular Letter No. UGC/HR/2/3/182 dated 12.02.1998 & Circular No: 826

dated 27.05.2003

Machinist (Grade II)

Promotional Grades

• Machinist (Gr I)
• Machinist (Sp. Gr)

Procedure for appointments approved by

UGC on 20.09.1985

Circular Letter No. UGC/HR/2/3/182 dated 12.02.1998 & Circular No: 826

dated 27.05.2003

Mason (Grade II)

Promotional Grades

• Mason (Gr I)
• Mason (Sp. Gr)

Procedure for appointments approved by

UGC on 20.09.1985

Circular Letter No. UGC/HR/2/3/182 dated 12.02.1998 & Circular No: 826

dated 27.05.2003

5.2.1 (d) Clerical & Allied Grades

This category of staff is assigned the salary code U-MN as per Commission Circular No.879 dated 11.08.2006.

Management Assistant (Grade III) Circular No: 06/2018 dated 16.07.2018 Circular No: 06/2018 dated 16.07.2018

Promotional Grades

• Management Assistant (Gr II)
• Management Assistant (Gr I)
• Staff Management Assistant
• Senior Staff Management Assistant

Circular No: 12/2018 dated 17.10.2018 Circular No: 12/2018 dated 17.10.2018

Management Ass istant (Book-Keeping)(Grade III)

Promotional Grades

• Management Assistant (Book Keeper) (Gr II)
• Management Assistant (Book Keeper) (Gr I)
• Staff Management Assistant (Book Keeping)
• Senior Staff Management (Book Keeping)

Data Entry Operator (Grade III)

Promotional Grades

• Data Entry Operator (Gr II)
• Data Entry Operator (Gr I)
• Staff Assistant (Data Entry Operating)
• Senior Staff Assistant (Data Entry Operating)

Circulars No: 591 dated 10.12.1993 and No:873 dated 27.02.2006

Circulars No: 591 dated 10.12.1993

and No:873 dated 27.02.2006

Management Assistant (Shroff) (Grade III)

Promotional Grades

• Management Assistant (Shroff) (Gr II)

• Management Assistant (Shroff) (Gr I)
• Staff Management Assistant (Shroff)
• Senior Staff Management Assistant (Shroff)

Management Assistant (Store-Keeping) (Grade III)

Promotional Grades

• Management Assistant (S.K.) (Gr II)
• Management Assistant (S.K.) (Gr I)
• Staff Management Assistant (S.K.)
• Senior Staff Management Assistant (S.K.)

Circular No: 12/2018 dated

17.10.2018

Circular No: 12/2018 dated 17.10.2018

Marshal (Grade II)

Promotional Grades

• Marshal (Gr I)
• Deputy Chief Marshal
• Chief Marshal Circular No: 19/2018 dated

17.12.2018

Circular No: 18/2017 dated 12.09.2017

5.2.1 (e) Technical & Allied Grades

This category of staff is assigned the salary code U-MT as per the Commission Circular No. 879 dated 11.08.2006.

Technical Officer

a. Technical Officer (Trainee)

Promotional Grades

• Technical Officer Gr II Seg. B

Circular No: 763 dated 09.05.2000 Procedure for appointments approved

• Technical Officer Gr II Seg. A by UGC on 20.09.1985
• Technical Officer Gr I
• Staff Technical Officer Gr II

• Staff Technical Officer Gr I
• Senior Staff Technical Officer (Merit)
• Chief Technical Officer (Merit)

b. Technical Officer (ICT)

1. Technical Officer (Civil) Circular No: 21/2018 dated 26.12.2018
2. Technical Officer (Mechanical)

e. Technical Officer (Chemical) f. Technical Officer (Dental Workshop) (A newly created post)

Schemes of Promotions are yet to be issued by the UGC, as these posts are

newly approved to the Universities

Radio Pharmacist Scheme of Recruitment is yet to be issued

(a newly created post) by the UGC

Scheme of Promotion is yet to be issued by the UGC

Public Health Inspector (Grade III)

Promotional Grades

• Public Health Inspector (Gr II)
• Public Health Inspector (Gr I)

Procedure for appointments approved by

UGC on 20.09.1985

Circular No: 424 dated 21.01.1990

Lapidarist Grade II, Seg. ‘B’

Promotional Grade

Lapidarist Gr. II, Seg ‘A’

Circular No: 589 dated 01.11.1993 Circular Letter No. UGC/HR/2/3/182

dated 12.02.1998

Draughtsman (Lower Grade)

Promotional Grades

• Draughtsman (Higher Gr)
• Draughtsman (Sp. Gr)
• Senior Draughtsman

Procedure for appointments approved by UGC on 20.09.1985

Circular Letter No. UGC/HR/2/3/182 dated 12.02.1998 & Circular No.877

Works Superintendent (Electrical) (Grade II)

Promotional Grades

• Works Superintendent (Electrical) (Gr I)
• Works Superintendent (Electrical) (Sp. Gr)

Procedure for appointments approved by

UGC on 20.09.1985

Circular Letter No. UGC/HR/2/3/182

dated 12.02.1998

Works Superintendent (Workshop) (Grade II)

Promotional Grades

• Works Superintendent (Workshop) (Gr I)
• Works Superintendent (Workshop) (Sp. Gr)

Procedure for appointments approved by

UGC on 20.09.1985

Circular Letter No. UGC/HR/2/3/182

dated 12.02.1998

Supervisor (Civil) (Grade III)

Promotional Grades

• Supervisor (Civil) (Gr II)
• Supervisor (Civil) (Gr I)
• Supervisor (Civil) (Supra Gr)
• Senior Supervisor (Civil)

Procedure for appointments approved by

UGC on 20.09.1985

Circular Letter No. UGC/HR/2/3/182

dated 12.02.1998

Supervisor (Electrical) (Grade III) Procedure for appointments approved by Circular Letter No. UGC/HR/2/3/182

UGC on 20.09.1985 dated 12.02.1998

Promotional Grades

• Supervisor (Electrical) (Gr II)
• Supervisor (Electrical) (Gr I)
• Supervisor (Electrical) (Supra Gr)

Supervisor (Maintenance)(Grade III) Procedure for appointments approved by Procedure for appointments approved

UGC on 20.09.1985 by UGC on 20.09.1985

Promotional Grades

• Supervisor (Maintenance) (Gr II)
• Supervisor (Maintenance) (Gr I)
• Supervisor (Maintenance) (Sp. Gr)
• Senior Supervisor (Maintenance0

Supervisor (Swimming Pool) Circular No.953 dated 18.03.2011 Schemes of Promotion are yet to be issued by the UGC

Supervisor (Mechanical) Schemes of recruitments are yet to be Schemes of Promotion are yet to be

(Newly created post) issued by the UGC issued by the UGC

Supervisor (Land) Schemes of recruitments are yet to be Schemes of Promotion are yet to be

(Newly created post) issued by the UGC issued by the UGC

5.2.1 (f) Other Executives

This category of staff is assigned the salary code U-EX as per the Commission Circular No.879 dated 11.08.2006.

Works Engineer (Civil) (Grade III) Circular No. 922 dated 23.06.2010 Circular No. 922 dated 23.06.2010

Promotional Grades

• Works Engineer (Civil) (Gr II)
• Works Engineer (Civil) (Gr I)

Workshop Engineer (Grade III)

Promotional Grades

• Workshop Engineer (Gr II)
• Workshop Engineer (Gr I)

Farm Manager (Grade III)

Promotional Grades

• Farm Manager (Gr II)
• Farm Manager (Gr I)

Curator/ Landscape (Grade III)

Promotional Grades

• Curator (Landscape) (Gr II)
• Curator (Landscape) (Gr I)

Graduate Translator (Supra Grade)

Data Administrator

(a newly created post)

Scheme of Recruitment is yet to be issued by the UGC

Scheme of Promotion is yet to be issued by the UGC

5.2.1 (g) Administrative, Financial & Audit Officers

This category of staff is assigned salary code U-EX as per the Commission Circular No.879 dated 11.08.2006.

Administrative Officers

• Assistant Registrar Circular No.15/2017 dated 28.06.2017 Circular No.15/2017 dated 28.06.2017
• Senior Assistant Registrar Circular No.11/2017 dated 06.04.2017 Circular No.11/2017 dated 06.04.2017
• Deputy Registrar Circular No.11/2017 dated 06.04.2017 Circular No.11/2017 dated 06.04.2017
• Registrar Circular No.948 dated 10.03.2011 Circular No.948 dated 10.03.2011
• Assistant Registrar (Legal & Documentation) Circular No.922 dated 23.06.2010 Circular No. 922 dated 23.06.2010
• Senior Assistant Registrar (L & D) Circular No.22/2017 dated 29.11.2017 Circular No.22/2017 dated 29.11.2017
• Deputy Registrar (L & D) Circular No.948 dated 10.03.2011 Circular No.948 dated 10.03.2011
• Assistant Registrar (Library Services)
• Senior Assistant Registrar (L. S.) Circular No.922 dated 23.06.2010 Circular No. 922 dated 23.06.2010
• Deputy Registrar (L S.)

Finance Officers

• Assistant Bursar Circular No.15/2017 dated 28.06.2017 Circular No.15/2017 dated 28.06.2017
• Senior Assistant Bursar Circular No.11/2017 dated 06.04.2017 Circular No.11/2017 dated 06.04.2017
• Deputy Bursar Circular No.11/2017 dated 06.04.2017 Circular No.11/2017 dated 06.04.2017 _ Bursar Circular No.01/2017 dated 02.01.2017 Circular No.01/2017 dated 02.01.2017

Audit Officers Circular No.15/2017 dated 28.06.2017 Circular No.15/2017 dated 28.06.2017

• Assistant Internal Auditor Circular No.11/2017 dated 06.04.2017 Circular No.11/2017 dated 06.04.2017
• Senior Assistant Internal Auditor Circular No.11/2017 dated 06.04.2017 Circular No.11/2017 dated 06.04.2017

_{Deputy Internal Auditor} Circular No.11/2017 dated 06.04.2017 Circular No.11/2017 dated 06.04.2017



• Internal Auditor

5.2.2 Confirmation

Confirmation of appointment in the respective post can be considered on the satisfactory completion of the probationary period by an employee. For a new appointee to the system, the period of probation is three years, while an employee who has already served a 03-year probationary period in another post, should serve only one-year probationary period in the new post.

Section 74, Part X of the Universities Act & Section 21.4, Chapter

III of UGC EB Code

He / She should have earned the last two increments while respective Head of the Department / Division should recommend the confirmation, and a medical certificate to prove that he/ she is fit to work should also be submitted through the Chief Medical Officer of the University.

For Technical Officers – As per the service conditions stipulated in the Scheme of Recruitment (Circular

No.622 dated

Categories of leave

(i) Annual Leave Non-Academic Employees other than minor employees are entitled to 45 days annual leave (Casual 21+ Vacation 24)

.

Minor employees are entitled to 45 days of annual leave (Casual 21+ Sick

24)

Leave for newly recruited staff

In the case of first appointment, if a person has completed nine months of continuous service, he/she is entitled to forty-five days of leave (normal full entitlement); where service is less than nine months, leave may be granted to such members proportionately at the rate of 1/9 th of the annual leave for each month’s of service.

Minor employees, during the first nine months of the service, are eligible for only such proportion of his/her sick leave as his/her service bears to nine months that is to say, for every month of service during the first nine months of their service, be granted 1/9^th of 24 days as sick leave.

Section 45, 62 Chapter

X of UGC EB code

Section 62, Chapter X of UGC EB code

Section 45, Chapter X

UGC EB Code

1. Casual Leave Leave is granted purely for the causal purposes and employee could obtain Section 45.2.1 Chapter maximum of 6 days of casual leave on one occasion at a stretch. The total X of UGC EB Code

casual leave entitlement of one year is 21 days. Section 63 Chapter X of

UGC EB Code

1. Sick Leave Any employee may be granted 24 days of sick leave out of the annual leave Section 3 Division I of entitlement. Head of the Department/Division could approve the medical Chapter X of UGC EB leave for duration less than three days upon submission of a sick note. For Code medical leave exceeding a three-day period, the approval should be obtained from the Registrar with the recommendation the Chief Medical Division III Section 46. Officer by producing a medical certificate issued by a Registered Medical Chapter X of UGC EB Code Practitioner/University Medical Officer /Government Medical Officer.

Beyond the Annual leave entitlement accumulated leave can be utilized as PA Circular 367 dated

per stipulated provisions. 08.05.1987

1. Study Leave The employees who are eligible for study leave are required to submit the Commission Circular leave application to the Vice Chancellor through proper channel. The 920 dated 05.02.2010

Study-leave for requests will be tabled at the Leave and Awards Committee and on its

Executive Staff and recommendation the requests are approved by the Governing Council. Section 48, Chapter X Medical Officers Employees are also required to enter into a bond and agreement. of UGC EB Code

Commission Circular

Full-pay study leave is provided to obtain postgraduate qualifications as per 11/2013 dated the conditions stipulated in relevant circulars. 10.10.2013

Commission Circular

11/2013(i) dated

14.11.2019

Section 53, Chapter X of

Full pay leave within Two years full-pay study-leave may be granted by the Principle Executive UGC EB Code which was the Island to Officer of Higher Educational Institutions to Technical Officers attached to amended by UGC Est.

Technical Officers attached to the Faculty of Medicine,

Health Center and

Dental Nursing Officers attached to the Dept. of Oral Surgery, Faculty of Dental Sciences.

Full pay leave within the island for Trainee Technicians for a course of study Faculties of medicine and Health Centers who have been confirmed in their appointments to follow the Medical Laboratory Technicians Course conducted by the Medical Research Institute, Colombo provided they are recommended for such training by the Head of the Dept. and the Dean of the Faculty concerned. The leave shall be subject to the terms and conditions laid down by the Governing Authority.

Above two years full pay leave may also be granted to Dental Nursing Officers attached to the Dept. of Oral Surgery of the Dental Faculty to enble them to follow the Diploma Course in speech and Language Therapy conducted by the University of Kelaniya in view of the importance of this Diploma for the work of the Dept. of Oral Surgery on the same conditions

by the Principle Executive Officers of the Higher Educational Institutions

A trainee Technician in a clinical Department may be granted two years full pay leave by the Principle Executive Officer to follow a Medical Laboratory Technicians course at the Medical Research Institute, Colombo, subject to the terms and conditions laid down by the Governing Authority.

Circular letter No.24/

1992 of 10/071992

11/2000 of 01.08.2000

Section 54, Chapter X of

UGC EB Code

(vi) Special Leave (a) Special leave for contacts of quarantinable diseases

1. Special leave for persons suffering from certain

types of illnesses

1. Special leave for attending classes during office

hour

1. Special leave for

voting at elections 5½ years of service - 8 months on full-pay or 16 months on no-pay

7 years of service - 1-year on full-pay or 2 Years on no-pay

An officer who has been granted sabbatical leave to be spent abroad shall be eligible to receive air passage in respect of such leave.

Leave during the period of segregation shall be as determined by the Vice

Chancellor based on a certificate from the DMO or Medical Officer in

Charge of Local Govt. body

For employees who are suffering from tuberculosis/ leprosy/cancer/or any other similar illness recommended by the Medical Board, special leave can be granted as per the given provisions. However, this leave is allowable only after the person has exhausted all full pay leave entitlement and leave further to that as no pay and half pay can also be granted on the Medical

Board recommendations

Permission may be granted not exceeding one hour a day at the discretion of the Vice Chancellor to attend study classes during office hours which are conducted by recognized institutions / trade unions/ welfare societies for examinations connected with the promotions, efficiency bars, confirmations etc.

Vice Chancellor or an officer authorized by him on his behalf should grant leave with pay for the purpose of casting votes at elections held by the government.

Section 8, Chapter X of UGC EB Code

Chapter XIV of UGC

EB Code

Section 1, chapter

XXIII of Govt. EB

Code

PA Circular

No.23/2019 of

26.08.2019

Section 10, Chapter X of UGC EB Code

Section 10, Chapter

X of UGC EB Code

Section 11, Chapter X of UGC EB Code

1. Special leave to attend annual sessions of certain professional

bodies

1. Special leave for sports

1. Special leave to sit for

Examinations

1. Special leave for Religious

Observances

Vice Chancellor may allow employees who are members of certain associations, bodies, and institutions as approved by the UGC from time to time to attend the annual sessions of these bodies.

The Council may allow special leave on full-pay to an employee who is selected to represent Sri Lanka abroad while the same concession applies to managers and coaches provided such selection has the approval of the Ministry of Sports.

Vice Chancellor may at his discretion grant this leave to an employee who is taking part in a local competition organized or approved by the UGC/ HEI or who is representing the country played locally. Same shall get extended to umpires, referees and judges.

Members of Non-Academic staff including those of administrative staff may be granted leave to sit examinations up to two months (sixty days) in an employee’s career in six occasions.

Special leave, not exceeding two-hours on Fridays commencing from 12.15 p.m. is provided, at the discretion of the Vice Chancellor for the purpose of religious observances, subject to the exigencies of service and the condition that the person may if necessary be required to work outside his normal office hours to make up for the time spent on such special leave.

The Council may allow for observing ‘Iddah’ for Muslim women using the vacation leave entitlement of the year and all unused vacation leave of the

entire service. (Any leave beyond this would be on no-pay.)

Section 13, Chap. X of UGC EB Code

Section 12, Chap. X of UGC EB Code

UGC Estb. Circular letter No. 4/2002 of

31.01.2002

Section 9, Chapter X of UGC EB Code (vii) Duty Leave

1. Duty leave within

Sri Lanka

1. Duty leave Abroad

(c ) Duty leave for Trade Union work

Leave may be granted by the Vice Chancellor in following circumstances

1. Working out of his station strictly on the business of the University
2. Duty with the volunteer forces
3. Duty with the special police reserve
4. Attending disciplinary inquiries
5. Examinations and interviews for university posts etc.

The Council may grant duty leave out of the island in connection with the official business of the University.

For above (a) & (b), period of leave will be for the actual period of duty and minimum period required for travelling

One-day duty-leave and railway warrant is issued to attend an AGM of a Trade Union subject to exigencies of services.

The president, secretary and treasurer of a registered trade union may grant two-hour duty leave each day on two days per month.

Half-a-day leave to attend AGM of a Branch Union of the Trade Union.

Section 17, 44,

Chapter X of UGC EB

Code

Section 18, Chap XX of UGC EB Code

UGC Circular No.

789 of 24.09.2001

while on the return journey to his place or work, provided that where the officer

1. has met with the injury acting in violation of any law of departmental rule or regulation and/or
2. there is contributory negligence on the part of the officer a reduction should be made of the compensation otherwise payable,
3. if the officer is under the influence of liquor, he should not be paid any compensation.

Basis of compensation will be the loss of earning capacity in relation to the job of the officer or permanent disfiguration of the body following the injury.

1. Maternity Leave a) Maternity leave with full-pay for 84 working days for every live Commission Circular,

childbirth 10/2013dated

• 1. Nursing Intervals 02.09.2013 and
  2. Concession granted during the pregnancy period 09/2017 dated

10.03.2017

No pay maternity (special) leave is granted as per the conditions stipulated in the circular 10/2013.

1. Paternal Leave Three working days (should be made use of within a period three months PA Circular

from the date of the birth of the child) No.03/2006 of

02.03.2006 adopted by UGC Est. Circular letter No. 11/2006 of

09.10.2001

Section 19, Chapter X of UGC EB Code

_(xii) Leave without pay (No-pay Leave)

1. No-pay leave on grounds of illness / very urgent personal reasons

1. No-pay leave for the purpose of study or for taking up employment

aboard

1. No pay leave to candidates for Presidential/

Parliamentary /

Provincial

Council or Local

Government

Elections

to the Council. Leave under this provision may be allowed only when the person has exhausted normal leave entitlement.

Vice Chancellor may allow leave on no-pay to be spent in the island (or in exceptional circumstances out of the island with approval of the Council) for a period not exceeding three months on the grounds of illness medically certified or for very urgent personal reasons once the full-pay leave entitlement is fully exhausted.

The Council may grant up to five years no-pay leave for employees who had been confirmed in their posts and not eligible for sabbatical leave for the purpose of employment and or study abroad in his/her career. Out of the total period of five years, while this leave is for study should not exceed three years in any one continuous period, for employment only the continuous period may extend up to five years. Grant of leave is subject to exigencies of service and enter into bond and agreement.

For Presidential / Parliamentary or Provincial Council Elections No-pay leave for a period commencing from one-week prior to the date of submission of nomination and up to the date election.

Section 20, Chapter X of UGC EB Code

Section 21, Chapter X of UGC EB Code

UGC Circular No.

406 of 29.09.1989

Section 16:15

Chapter XII and

Section 5:2 and 5:2:1 Chapter 15 of Govt. EB Code

Chapter XVII of UGC

EB Code

UGC Estb. Circular

Letter No.07/2001 of

08.07.2001

PA Circular No. 1/89 (II) of 25.08.1991

1. Compulsory Leave Minimum of 14 days leave each year out of the normal leave entitlement Compulsory leave out of which seven days shall be continuous.

under the Shop and

Office Employees Act

1. Leave Preparatory Vacation leave available in any two preceding years and vacation leave Retirement in the current year can be granted

For daily paid employees

Medical leave available in the year of his retirement and the preceding year. If employee has served during the year of his retirement, the balance causal leave can be obtained.

1. Lapsed leave On medical grounds

Unused vacation leave of any two years (consecutive or not) could be obtained

Other than on medical grounds

Unused vacation leave of any consecutive period of two years

(xvi) Lieu leave If a person is called upon to work on a university holiday or weekly off day to which he is entitled, he will be allowed to obtain a leave in lieu of the

holiday which he has worked. Lieu leave should be obtained within a period of one year.

Section 15, Chapter X of

UGC EB Code

PA Circular No.

3/1997 of 10.01.1997 adopted by UGC letter No. UGC / HR/ 5/3/33 of 07.01.1998

PA Circular No. 367 dated 06.05.1987 adopted by UGC Estb. Circular Letter

No.14/1987 of

31.08.1987

Section 6, Chapter X of UGC EB Code

5.2.4 Attendance

General office hours during which all employees (including persons employed on roster work) Section 2, Chapter other than teachers must attend office on any working day are from 8.00 a.m. to 4.15 p.m. These XX of UGC EB Code hours include a period of 45 minutes as lunch interval. Provided however, that the Governing

Council of the University may alter these times to suit the requirements of the Institution, while Internal Circular

02/NAE/2013 April

ensuring that office employees work for 7 ½-hours a day and other employees 8-hours a day exclusive of the lunch interval.

Following table shows the Council approved working hours for all categories of staff other than

teachers

5.2.4.1 Working hours of different grades of permanent employees other than that of Teachers

Stipulated Time of Grace Period ⁰¹ for Late cover ⁰² Period for Departure

Designation _{Arrival Arrival Arrival} (grace period)if arrived within the

Administrative Officers & Financial 08.00 am 08.00 am - 08.17 am 08.18 am - 08.32 am 04.15 pm Other Executive Grades 08.00 am 08.00 am - 08.17 am 08.18 am - 08.32 am 04.15 pm

Medical Officers & Support Staff

Library Staff Work on roster basis

Security Staff ( Subject to complete the minimum working hours within a day Nursing Officers & Work-Aides as stipulated in the EB Code under each category of staff )

who work on diagnostic duties

Electrical Maintenance Staff

Academic Support Staff 08.00 am 04.00 pm

Technical & Allied Grades 07.45 am 07.45 am - 08.02 am 08.03 am - 08.17 am 04.30 pm

Clerical & Allied Grades 08.00 am 08.00 am - 08.17 am 08.18 am - 08.32 am 04.15 pm

Drivers 07.30 am 07.30 am - 07.47 am 07.48 am - 08.02 am 04.30 pm

Primary Grade Employees 07.30 am 07.30 am - 07.47 am 07.48 am - 08.02 am 04.30 pm

• Grace Period ⁰¹ : Up to 17 minutes duration from the arrival time
• Late cover² Period : Up to 15 minutes duration from grace period

5.2.4.2 Maintenance of Attendance Management System

A user login shall be created in the Electronic Attendance Management System for every staff member who are entitled to record attendance.

5.2.5 Transfers

All staff except the academic staff are subject to transfers (University Act 78 of 1978, 7 of 1985). The employee who refuses to comply with the transfer shall be deemed to have been terminated on the date of such refusal. An appeal against a transfer should be made within one week of the date on which the order was served. However, in case of transfers on disciplinary grounds or exigency of service, the employee should comply the order immediately and appeal against the order within one week of the compliance the order.

Category of transfer Authority Remarks

• Internal transfer within Vice Chancellor/Director on the - the university recommendation of Registrar – with one-month notice.
• Transfers on disciplinary Chairman of the UGC on the For mutual transfer, consent of grounds recommendation of the Vice both institutions is necessary.
• Necessitated by the Chancellor. With one-month exigency of service notice.
• Mutual transfers within the same grade
• Inter-university Transfer Transfer Board of the UGC. Proper channeling is necessary. Existing vacancies to be first filled by the employees of the university system before filling them by other ways (Commission Guideline 2008)

Chapter IV of UGC

EB Code

Reference

Outside of the purview of Transfer Board of the UGC; Section 3.4, Chapter IV of UGC

EB Code

Outside of the purview of Transfer Board of the UGC; Para 3.2, Chapter IV UGC EB

Code

Section 1.4, Chapter I of UGC EB Code

UGC Circular

UGC/HR/5/2/2008

5.2.6 Retirement

The retirement age of a public officer as may be determined by the Government, from time to time, shall apply with effect from the same date as applicable to a public officer in respect of the retirement age of the holder of any post, other than that of a teacher.

1. The Commission or the Governing Authority of any Higher Educational Institution to which the holder of such post is attached or in the case where such person is attached to a Higher Educational Institute, the Governing Authority of the Higher Educational Institution to which such Institute is affiliated may base on the recommendations of the Institute suspend the holder of such post pending an inquiry by the Commission or such Governing Authority or the Institute, as the case may be, for misconduct, inefficiency or dereliction of duty; or

1. Where such holder of post is found guilty after such inquiry, the Commission, the Governing Authority of the Higher Educational Institution to which such person is attached or in the case where such person is attached to a Higher Educational Institute, the Governing Authority of the Higher Educational Institution to which such Institute is affiliated, as the case may be, may on resolution adopted by the Commission or the Governing Authority of the relevant Higher Educational Institution, dismiss or compulsorily retire the holder of such post.”

Accordingly, all Higher Educational Institutions/ Institutes are requested to comply with the above along with the conditions given below:

The optional age of retirement of employee in the university system other than that of teacher is 55 years of age, however, if any officer intends to serve beyond this limit, he/she may continue to serve up to the compulsory age of retirement i.e. 60 years of age, without applying for an extension of service.

Section 75 Part X of the Universities Act as amended by Act No. 57 of 2009 and

Commission Circular

No. 16/2016 of

17.11.2016

. During the age of 55-60 years, the officer at his/ her discretion may retire from the service after giving 03 months prior notice to the Commission/ Governing Authority.

If the Commission/ Governing Authority decides that the extension of service beyond the age of 55 years, should not be granted to any officer, whose efficiency and the performance is not satisfactory, the Commission/ Governing Authority has the authority to retire him/ her from the service by giving 06 months prior notice, enabling the officer to appeal against the decision.

5.2.7 Salaries and Wages

The University Grants Commission has the power to determine and exercise salaries and wages or other remuneration and benefits of the staff from time to time

Section 15, Part IV of

Universities Act

No pay notification to Accounts Division by the Non-academic Division

A notification shall be sent to the Account Department not to pay salary when an employee is on nopay under various no-pay circumstances.

Please refer to 5.2.3

(xi)

Other notifications to Accounts Department by the non-academic division

Resumptions of duty, promotions, demotions, interdictions, inter-university transfers, resignations, events of death, events of passing the Efficiency Bar etc. shall be notified

Chapter VI of UGC EB Code

Payment of Gratuity as per the Payment of Gratuity Act No. 12 of 1983 Section 10, Chapter V of the UGC EB Code

5.2.8 Pension Scheme as per the Pension Fund Circular No. 747

Section 16, Chapter

Salaries for Acting Appointments VI of the UGC EB

Notification on the mode of payments to Accounts Department by the Non-Academic Division Code should be sent as per the nature of acting appointment as detailed out in the UGC EB Code.

Salary on interdiction to be determined based on the reason of interdiction Section 8, Chapter VI of the UGC EB

Code

A month salary should be recovered from a person who vacated the post in lieu of notice Section 8, Chapter VI

of the UGC EB Code

5.2.9 Training and Development

Payment of course fee on study leave should be based on the length of study/training program

Short Term – Any Study/Training program the duration of which is 9 months or less: A permanent Commission Circular employee after one year of service is eligible to obtain the course fee and study leave. The program No. 904 should be directly relevant to his duties and/or a requirement for promotion/confirmation. The employee should enter into a bond agreement as per the details given in the circular concerned.

Long Term – Registration to a course in a higher educational institute is necessary to apply for Commission Circular course fee. Employee should be confirmed in his post. The course of study should be directly No. 830 relevant to their duties and a requirement for promotion. Employee should enter into an agreement as per the details given in the circular concerned.

Special Leave for attending classes during office hours. (Please see section 5.2.3(xi-c )

Section 10, Chapter X of UGC EB Code

Special leave to sit for Examinations. (Please refer Section 5.2.3 (xi-g) UGC Est. Circular letter No. 4/2002 of

31.01.2002

5.2.10 Long Service Allowance & Long Service Award

Long Service Allowance

1. Employees who are holding the posts carrying the salary scales denoted by salary codes A – 14, _{Commission Circular} A – 13, A – 12 and completed 20 years of satisfactory service in the University System are No.678/ 26.04.1996

eligible to receive the payment of Long Service Allowance

1. The casual/temporary period of service of employees in the University System can be considered for the purpose of calculating the period of 20 years of service.
2. The Long Service Allowance payable is Rs. 100/- per month.
3. The allowance paid to the above employees can be continued as personal to the holder basis, when they are promoted to the grades carrying the salary scales of A – 11, A – 10 provided they were in receipt of this allowance prior to promotion to such grades.
4. The allowance payable to an employee should be suspended if his/her service ceased to be satisfactory.
5. When an employee in receipt of the allowance is under interdiction, he should be granted half the allowance if on half-pay, and no allowance at all if on no pay.
6. The periods on interdiction pending inquiry resulting in some disciplinary punishment being given and no-pay and half-pay, should be deducted in calculating the 20 years period of satisfactory service required for the payment of the allowance.
7. A proportionate reduction in the allowance should be made when a recipient avails himself of half-pay or no-pay leave.