Content

7.2 Physical verification of placement

Placement as defined in the guidelines is operationalized in SF 7.2A: Placement and related definitions. This will be the guiding basis to decide whether a candidate is placed or not. Using these definitions as basis, list of candidates for physical verification will be generated as SF 7.2C1: List of candidates from where samples for physical verification are to be drawn.

7.2.1     Generation of samples for physical verification

The sampling process and the decision rules for judging the payment to be released in all three instalments (other than 1st) are given in SF 7.2C: Procedure to draw samples for physical verification and confirmation of placement. The process will be used to draw samples every month and the process of the verification is described in the next Section.

Note: The sample once generated cannot be changed under any circumstance and they are stored in a secure place in the repository of the ERP system.

7.2.2     Monthly sample physical verification

Overview

Item	Description
Purpose	To physically verify a sample of candidates who meet the placement criteria at the end of previous month
Reference to guidelines	Section 4.8 page 51
Prerequisite/s	Submission of list of candidates deemed as placed after document verification
Time for completion	Continuous process
Resource/s	SF7.2D: Items to be checked during on-site visit for placement verification, SF 7.2E: Status of candidates after physical verification of placement, SF 7.2C: Procedure to draw samples for physical verification and confirmation of placement and SF 7.2C1: List of candidates from where samples for physical verification are to be drawn
Process owner	CTSA for YPS/SRLM for APS

 Activities

Actor	Action	Time for completion	Relevant Documents
Physical verification
PIA Q team	Physical verification of placed candidates	To be done between 16th to 20th of the month	SF 7.2C1: List of candidates from where samples for physical verification are to be drawn, SF7.2D: Items to be checked during on-site visit for placement verification
SRLM for APS and CTSA for YPS	Physical verification of placement: Primary and recheck	To be done between 21st to 26th of month – As per sampling process	SF 7.2C1: List of candidates from where samples for physical verification are to be drawn, SF7.2D: Items to be checked during on-site visit for placement verification
Finalisation of placement in the month
SRLM for APS and CTSA for YPS	Analyse document verification and physical verification records of that month and conclude number of candidates placed in that month	27th to last day of the month	SF 7.2E: Status of candidates after physical verification of placement
PIA OP team	To raise any objections or seek clarifications on the summary report of placement submitted by the SRLM for APS and CTSA for YPS.	1st to 5th of next month	SF 7.2E: Status of candidates after physical verification of placement
SRLM for APS and CTSA for YPS	To finally decide the status of candidate after considering the Ops team’s objections.	6th to 10th of next month	SF 7.2E: Status of candidates after physical verification of placement

7.2.2.1     Mechanism for resolving differences over sampling results

If any differences arise during placement verification, the process for resolving them is as follows:

• In case of any difference between two checks, the check which is on the lower side will be accepted. For example, if salary claim is Rs. 5000 from desk  verification and Rs. 6000 during physical verification, then Rs. 5000 (the lesser one among the two) will be accepted.
• Final decision about the sample will be taken based on this interpretation.
• However, an appeal can be made against the decision with valid proofs, and process of appeal is as follows:
  • After decision is communicated, the PIA should give an appeal within a week to SRLM for APS/CTSA for YPS.
  • SRLM for APS/CTSA for YPS will consider the appeal and give its decision within ten days of receipt of appeal
  • PIA has an option to file a review to MORD for YPS/ Principal Secretary/RD for APS within 10 days of receipt of decision on the appeal. This has to be decided by the review authority within 15 days. System will activate alert to the review authority and CTSA and SRLM for deciding the issue.
  • If no decision is taken in 20 days after the original review request, the PIAs objections are treated as valid and further actions in finalising the placement will be taken accordingly.

7.2.3     Finalising placement percentage and release of Instalments

To release an instalment, the following will be followed:

• The placement success rate as derived from the sampling process (see SF 7.2C: Procedure to draw samples for physical verification and confirmation of placement) will be the basis for releasing an instalment.
• No instalment (except the 4^th instalment) release will be held up, even when an appeal or review request of a PIA is pending until PIA gives a request to hold back the instalment till the review process is over.
• If an appeal/review decision favours a PIA and PIA becomes due for release of such additional money then this should be processed and released within a calendar month.

The process will be repeated for all instalments.