Utilizing retired postman/mailguard/MTS as substitutes for vacant GDS posts : Guidelines and Best Practices

Utilizing retired postman/mailguard/MTS as substitutes for vacant GDS posts

On July 1, 2024, the Government of India, Ministry of Communications, Department of Posts (GDS Section), issued a directive to all Chief Postmasters General regarding the utilization of retired postman/mailguard/MTS as substitutes for vacant posts of Gramin Dak Sevaks (GDS). This directive is intended to address issues related to leave vacancies and ensure the smooth functioning of postal services.

Key Highlights of the Directive:

1. Short-Term Vacancies:
   • These arise due to leave, medical conditions of GDS, and similar reasons.
   • Substitutes should not be engaged against short-term vacancies in any GDS posts in routine manner.
   • As far as possible, work may be managed by combining duties.
2. Long-Term Vacancies:
   • Vacancies of more than 45 days caused due to death, deputation, discharge, termination, etc.
   • Responsibility of filling these vacancies lies with the Head of the Region as well as the Head of the Division.
   • Efforts should be made to manage these vacancies by engaging substitutes on a temporary basis.
   • Substitutes should not be engaged beyond 45 days without specific approval of the authority next higher to the appointing authority.

Instructions for Substitute Arrangements:

1. Approval and Risk:
   • Substitute should be provided under the risk and responsibility of the regular incumbent, if any.
   • Substitute should possess the qualifications prescribed for engagement as GDS.
2. Monitoring and Compliance:
   • Substitutes should not be engaged routinely or for an indefinite period.
   • The responsibility of compliance with these guidelines lies with the head of the region/division.

Addressing Substitute Issues:

• The department has observed that substitutes are often not engaged in a proper manner, leading to issues in service delivery and legal challenges.
• Heads of regions are instructed to strictly adhere to the prescribed guidelines to ensure proper management and utilization of substitute services.

Additional Instructions

1. Qualifications: Substitutes should meet the same qualifications as GDS to ensure service quality.
2. Monitoring: Regular monitoring is required to ensure compliance with these guidelines.
3. Outsourcing: The department emphasizes that outsourcing or engaging outsiders is strictly prohibited.

By adhering to these guidelines, the Department of Posts aims to maintain the integrity of postal services and ensure that the gaps in staffing due to leave or long-term vacancies do not disrupt service delivery.

Conclusion:

For more details on the guidelines for substitute services for vacant GDS posts, please refer to the official circular issued by the Department of Posts.