Service Book for Teacher and Non-teaching staff
Service Book for Teacher and Non-teaching staff including Librarian. A clear concept regarding Service Book and related issues for all employees of the school introduced by Deputy Secretary, WBBSE on 23rd May 2021. Service Book should be opened and maintained for every employee of a Government Sponsored /Aided Junior High/High/H.S School immediately after his/ her joining in service. Details of preparation and entries step by step in a Service Book is prescribed here. You may download the pdf of Service Book as daft.
- Introduction of Workflow chain and Approval of e-Service Book in HRMS 2023.
Service Book and related issues
Service Book and related issues for Government Sponsored /Aided Junior High School, High School, Higher Secondary Schools of West Bengal.
Presented by Dr. Partha Karmakar, Deputy Secretary (Academic), WBBSE
Updated on 23rd May, 2021
Service book is the mirror of Service career of an employee
Service Book is Essential
Service Book should be opened and maintained for every whole-time permanent Teacher and Non-teaching staff including Librarian of a school immediately after his/ her joining in service.
Service Book is a Document to record
"Service Book" is a Document to record all the events of an employee in his/ her entire service period and career, recording each and every administrative action concerning the employee right from the stages of his recruitment till his retirement to reflect the history of service of an employee. Retirement benefits like pension and gratuity would not be delayed, if the records in the service books of Teachers/ Non-teaching staff are kept accurately from the beginning to the end of their services."
Service Book is mandatory
According to Government Memorandum 1980-EDN(S) dated 15.12.1971 it is mandatory to record the service details of Teacher/ Non-teaching staff, working in all the recognised aided schools in their service books.
A Service book in need is a service book indeed
Actually, a proverb, familiar enough may slightly be altered as
"A service book in need is a service book indeed"
Really speaking, a verified, updated and obviously signed service book is one and only requisite and indispensable information stock for a staff concerned if you think about his or her higher pay scale, arrear payments, fixation of pay as per different ROPA, sanction and disbursement of pension and gratuity.
Considering it as utmost importance one, the present appointing and regulating authority, as you know it is WBBSE, aptly placed service book matter in the frontier position of duties and responsibilities of Head of the Institution (HOI) specifying as "To maintain service book of approved teacher and non-teaching staff and update the same annually." which you can see in Para 4 (f) of G.O. No. 215-SE(S) dated 08.03.2018 for Government sponsored schools and G.O. No. 216-SE(S) dated 08.03.2018 for recognised non-government institutions (aided and unaided).
Addition/ Alteration in Service Book
- Entries should be made in the Service Book at the end of Every year and all entries in the Service Book should be signed/ attested by the Headmaster, but if the employee is the Headmaster/Teacher in Charge (in case of a school where there is no Headmaster) entries should be signed /attested by the President of Managing Committee (MC)/ Administrator, as the case may be.
- If any addition or alteration is made anywhere in the Service Book that is to be signed/ attested by the Headmaster/ Teacher in Charge, as the case may be, in case of a teacher, and by the president of Managing Committee (MC)/ Administrator, as the case may be, in case of a Headmaster/ Teacher in Charge, under his official seal.
Certificate of Verification
It shall be the duty of the Headmaster to initiate action to show the Service Book to the teachers every year and to obtain their signatures therein after having inspected the Service Books.
The Headmaster/President/Administrator, as the case may be, will record a certificate in a Service Book in a year. A certificate should be entered once on completing every page of history of service portion in following manner with signature and seal of Head of the Institution (HOI):
"Service verified from ................. to .......................... with the Acquittance Roll, Leave Register, School records and other relevant documents and found correct."
New School New Service Book
In case, Headmaster (HM) /Assistant Teacher (AT) any non-teaching staff including Librarian serving more than one school, he/she should have a separate Service Book for each school he/she had served with up-to-date entries transferred to the school he joins for further entries.
Maintain Regularly
- Taking care of pertinent and proper entry in service book while undertaking task of service book.
- Most augmenting position of performance area of an Head of the Institution (HOI) from his staff numbers probably depends upon regular maintaining of Service Book. Confidence level of your teachers and non-teaching staff over you goes remarkably high if you are a little bit keen to their service book affairs. More you do it, less you experience discontent from their end.
Keep Service Book Neat and Clean
- No unnecessary, extra entry. Put only relevant, pertinent matters point wise in precise and lucid manner.
- Keep writing neatly as much as you can, Avoid using white ink. Make a habit of pen-through following by countersigning if errors detected.
First Recognition Memo Number
Please don't forget to insert the followings:
First Recognition Memo of either Calcutta University (if established before 1950) or WBBSE, Permission of Co-education, if any Successive upgradation Memos, Conversation Memo from aided to Government Sponsored status, First Grant-in-Aid Memo, Memo of coming to Salary deficit scheme just below the 1st column of the place for school name and address.
You may write a common G.O. No. 343-Edn(S) for salary deficit scheme with effect from 01.05.1972, if your school is recognized within 1970 and use following Memo Nos for schools recognized time to time thereafter.
Orders regarding first coverage of Institutions under Salary Deficit Scheme/Grant-in-Aid corresponding to their Date of Recognition
Salary Deficit Scheme
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Sl No |
Memo
No |
Date |
Remarks |
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1.
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2.
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3.
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All High/ HS School & Madrasah recognised upto 01.01.1972 |
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4.
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All High/ HS School & Madrasah recognised upto 01.04.1979 |
Grant-in-Aid
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Sl No |
Memo
No |
Date |
Remarks |
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1.
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All Jr.High School/ Jr. High Madrasah recognised upto 1971 came under G.I.A Scheme w.e.f 01.01.1979
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2.
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All Jr.High School/ Jr. High Madrasah recognised upto 1971 and onwards came under G.I.A Scheme w.e.f 01.01.1979
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3.
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All High Schools and High Madrasahs recognised upto 01.01.1975 and onwards have come under G.I.A Scheme w.e.f 01.01.1980
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4.
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All Schools recognised on or after 01.01.1980 came under G.I.A Scheme w.e.f the date of their 1st Recognition as per Memo No. 197-Edn (s) dated 14.03.1980.
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General Features and common points to keep in mid
Appointment details like:
Order of appointing authority, SSC Memo No, Post sanctioning Memo, Vacant post against which appointed, name of the person for which the vacancy created due to retirement/resignation/death.
In case of Transfer:
Include nature of transfer (general, mutual or administrative), transfer order, last pay and allowances enjoyed in previous schools served, order No. of Last Pay Certificate (LPC).
In case of direct appointed by WBBSE:
PVR and Medical certificate of fitness as per Para 6 of G.O. No. 213-SE(S) dated 08.03.2018.
- Pay scale with stages of increment, Grade Pay and current level of pay and corresponding Cell.
- Approval of appointment Memo
- Confirmation by Managing Committee (MC)/WBBSE (if appointed by WBBSE)
- Retention of post, if applicable.
- Sanctioning orders of Managing Committee (MC)/Administrator/ Board with relevant G.O.s, as the cases may be, of all kinds of sanctioned Leave, including Study Leave, deputation corresponding to the year of service rendered.
- Every date of Non-promotional Increments i.e 10/18/20 years, approved revised pay in every ROPA and recast of pre-revised pay from the date of option with mode of fixation and proper order of competent authority.
- Stoppage of increments, if any, re-admissibility of the same, Break of service and condonation chronologically with respective order of Managing Committee (MC) or Board.
- Credit/Balance of Leave from previous schools in carried forward manner in the Leave account portion.
- Verification certification and signature at the end of each page.
Get a photocopy of Service Book attested by Head of the Institution (HOI) in expenses of the willing staff to receive the same and provide them with it after each annual updating.
These are some of the basic points about service book entry that I have tried to put forward in a nutshell in this brief span of discourse.
Model Resolution on Confirmation of Service under new Rule of Appointment
Agenda No. .......... To consider the application of Sri/ Smt ABC, dated....... Assistant Teacher for confirmation of service.
Sri/Smt ABC, Assistant Teacher in ................................ has applied for confirmation of his service w.e.f ................ on completing two years of satisfactory and continues service. He has joined this school in the said post on ............... being appointed by W.B. Board of Secondary Education and has completed two years of his satisfactory and continuous service on .............. afternoon.
Relevant papers/documents regarding his appointment, recommendation, joining, self declaration of PVR, Medical fitness report have property been verified, checked and found correct.
Resolved that the respected DIS(SE), .......................... be approached with all essential papers and documents for taking appropriate steps to get the service of Sri/Smt ................................... confirmed w.e.f ........................ from the end of the appointing authority as condition laid down in Memo No. ...................... dated ............ of Deputy Secretary (Academic), WBBSE.
Resolved further that the Head of the Institution (HOI) be entrusted to execute the entire job.
Model Resolution on Non-promotional Incremental benefit (18 Years) of Teaching and Non-teaching Staff
Agenda No. ..................
To consider sanction of financial benefit in favour of Sri/Smt XYZ, Group-D staff on upgradation to next higher Level of pay without promotion after completion of 18 years of service.
Sri/Smt XYZ, Group-D staff has joined this school and applied on ...................... for considering his financial benefit as per rule due to completion of 18 year of service. He would be completing 18 years of his continuous and satisfactory service on 05.08.2020 and hence entitled to get next higher Level of pay from that very day as per condition laid down in Para 11 (1) (i) of G.O. No. 437-SE(P&B) dated 13.12.2019 (ROPA 2019), refixation of his pay being as under:
(I) Basic Pay as on 04.08.2020..... Rs.28,800/- (Level-1, Cell-19)
(II) Pay after admissibility of one increment on 05.08.2020 in existing pay Level after completing of 18 years continuous service w.e.f 05.08.2020 as per Pay Matrix of ROPA 2019.... Rs. 29,700/- (Level-1, Cell-20).
(III) Pay fixed to next higher Level of pay i.e Level-2 on 05.08.2020.... Rs.29,900/- (Level-2, Cell-19)
Resolved that application along with necessary papers be submitted before respected DIS(SE), ............. seeking his approval of the said refixed pay of Sri/ Smt XYZ, Group-D staff.
Pdf of Service Book as Daft (Click here)
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E-Service Book (Click here)
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