Content
7.5 Foreign placements: Counselling and verification
Foreign placements, as defined in the guidelines are operationalized in SF 7.5A: Foreign placements and their tracking. This will be the basis to reckon a PIA’s entitlement to incentives on account of foreign placements.
7.5.1 Counselling for the candidates to be placed in foreign countries
Overview
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Item |
Description |
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Purpose |
To provide basic information to ease their transition into countries of destination |
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Reference to Guidelines |
Section 3.2.2.12, page 34 |
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Prerequisite/s |
Furnishing of SF 7.5B1: List of candidates who were offered and accepted the offers for foreign placement |
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Time for completion |
All counselling sessions to be completed before 10 days of scheduled departure from India. |
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Resource/s |
SF7.5F: Counselling schedule for candidates who accepted foreign postings in the month of _______________ |
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Process owner |
PIA OP team |
Activities
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Actor |
Action |
Time for completion |
Relevant Documents |
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PIA OP team |
Counsel the candidates and provide transition assistance
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OP team can make a schedule and inform Q team, SRLM and CTSA as per schedule. |
SF7.5F: Counselling schedule for candidates who accepted foreign placement in the month of _______________ |
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PIA Q team |
Monitor physical (at least 25 % of randomly selected sessions) and rest video recorded sessions of counselling sessions |
Not later than 5 days of completion of sessions but all should be completed 7 days before departure date. |
SF7.5F: Counselling schedule for candidates who accepted foreign placement in the month of _______________ |
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CTSA (for YPS) / SRLM (for APS) |
1. Monitor 25 % of the sessions either through a physical visit or by viewing video scripts. 2. Counsel the candidates through a physical visit or through a video chat |
At least 5 days before departure |
SF7.5F: Counselling schedule for candidates who accepted foreign placement in the month of _______________ |
7.5.2 Desk verification of candidate’s documents
Overview
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Item |
Description |
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Purpose |
To verify the documents of the candidates who are placed in foreign countries |
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Reference to guidelines |
No specific provision |
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Prerequisite/s |
All candidates who are tracked as per SF 7.1B1 |
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Time for completion |
Continuous process |
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Resource/s |
SF 7.1B1: Tracking form for candidates in group ‘A’, SF7.5C: List of documents and items to be verified from different sources to confirm foreign placements , SF 7.5B1: List of candidates who were offered and accepted the offers for foreign employment SF 7.5B2: List of people who joined the foreign employment |
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Process owner |
PIA OP team |
Activities
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Actor |
Action |
Time for completion |
Relevant Documents |
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Document verification |
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PIA OP team |
To finalise and upload the list of candidates who were offered and accepted foreign placement, and those who joined foreign placement |
To be submitted by 10th of every month |
SF 7.5B1: List of candidates who were offered and accepted the offer for foreign placement SF 7.5B2: List of people who joined the foreign placement |
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PIA Q team |
Verify documents of placed candidates – 100 % verification |
To be done between 11th to 15th of month |
SF7.5C: List of items to be verified from different documents to confirm foreign placements |
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SRLM for APS and CTSA for YPS |
Verify documents of placed candidates - 100 % verification |
To be done between 16th to 20th of month |
SF7.5C: List of items to be verified from different documents to confirm foreign placements |
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Salary payment |
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SRLM for APS and CTSA for YPS (finance teams) |
Verify take home pay credited to candidate’s bank a/c uploaded in ERP system |
To be done between 14th to 18th of month |
SF 8.6A: Amount transferred to candidate bank a/c as take home pay |
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Combining document verification data and salary verification data |
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SRLM for APS and CTSA for YPS |
Combine both data. If there are differences in salary, system should be programmed to take the lower figure and prepare a list of eligible candidates.
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To be submitted by 20th of every month |
SF 7.1G: List of candidates who are in Group ‘A’ |
7.5.3 Generation of samples for physical verification
The sampling process and the decision rules for judging the incentive to be paid in all three instalments (other than 1st) are given in SF 7.5B: Process to draw samples for verifying incentives on foreign 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.
7.5.4 Sample Verification
Overview
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Item |
Description |
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Purpose |
To verify a sample of candidates reckoned to be considered as placed for foreign placements at the end of previous month |
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Reference to guidelines |
Section 4.1.1 page 37 |
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Prerequisite/s |
SF 7.5B1: List of candidates who were offered and accepted the offers for foreign employment SF 7.5B2: List of people who joined the foreign employment |
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Time for completion |
Continuous process |
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Resource/s |
SF7.5C: List of items to be verified from different documents to confirm foreign placements SF7.5D: Items to be checked during on-site visit to confirm foreign placements SF 7.5E: Post verification summary of candidates eligible for foreign placements |
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Process owner |
CTSA for YPS/SRLM for APS |
Activities
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Actor |
Action |
Time for completion |
Relevant Documents |
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Physical verification |
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PIA Q team |
Physical verification of placement |
To be done as per procedure prescribed for drawing samples. |
SF7.5D: Items to be checked during on-site visit to confirm foreign placements |
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SRLM for APS and CTSA for YPS |
Physical verification of placement |
To be done as per procedure prescribed for drawing samples. |
SF7.5D: Items to be checked during on-site visit to confirm foreign placements |
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Finalisation of placement in the month |
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SRLM for APS and CTSA for YPS |
Analyse document verification to conclude number of candidates placed. To be corroborated later with physical verification. |
27th to last day of the month |
SF 7.5E: Post verification summary of candidates eligible for foreign placements |
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PIA op team |
To raise any objections or seek clarifications on the summary |
5th of next month |
SF 7.5E: Post verification summary of candidates eligible for foreign placements |
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SRLM for APS and CTSA for YPS |
To finally decide after considering the op team’s objections. |
10th of next month |
SF 7.5E: Post verification summary of candidates eligible for foreign placements |
7.1.4.1 Mechanism for resolving differences over sampling results
The procedure followed will be same as provided for placement verification.
7.1.5 Finalising eligibility for incentives for foreign placement and its release with instalments
To release of instalment, the following will be followed:
- Data for each month will be collated till the samples for incentive claim are completed
- Based on the actual number for whom incentive was claimed and actual eligible for incentive payment, CTSA for YPS /SRLM for APS will decide the total number of candidates eligible for incentive payment.
- The amount will be released with the instalment.
- 2nd and 3rdinstalment release will not 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 a PIA becomes due for release of such additional money, it should be processed and released in 15 days. If PIA has to return money owing to an unfavourable decision it should be paid back in 15 days.
The process will be repeated for all instalments.