GUIDELINES FOR APPOINTMENTS, PROMOTION AND DISCIPLINE REVISED AUGUST, 2004 Issued By ‘THE FEDERAL CIVIL SERVICE COMMISSION ABUJAGuidelines For Aapentmens Promotions ard Disciine éuplicate, the orignal of which shall be retained in the Federal Civil Service Commission and the duplicate copy forwarded to the ministry for its comments (iv) The Permanent Secretary shall forward the ministry's ‘comments on the petition to the Federal Civil Service Commission within four weeks of the receipt. Federal Civil Service Commission, Abu. “a “Guidlines For Appointments, romans ond Dine Paragraph Subject Preface Preamble PARTI Institutional Arsangements/Framework $ (0 Junior Staff Commitee (Local) (i). Junio Staff Committee (Headquarters) (i) Serine Seat Commizee (@) PoolCades i (0). Metings of unio StatfSenor Staff Commitee PARTIL Appointment General core ee Appoinment in uno Posts Ppointinent to Seni posts - Arps baie’ 1 Advertisement > Interview ee ee Acceptance of offer of position - _ Confirmation of Appointment Temporary Appointment Acting Appointment : 1, Special Appointment, = 12. Conrace Appoinement é PARTI Secondment and Transfer 12. Genel 34, Procedure 2 5-8. Conditions for effecting Transfer'Secondinent 9.10 Secondment PageGuidlines Fo Aopointnents, Prometions ond Disiine PARTIV Promotion Promotion to Posts on Salary grade 02-06 , 15. Junior Staff Committee (HeadquarteryLocal) ~ ‘Composition ofthe Committee (616, Promotion to Posts on Salary Grade Level 07-14 17 Promotion to Posts on Salary Gade Levels 517 1 Vacancies : 19. Promotion Incerview 9 20. Completion of APER : 21 Efective Data of Promotion 22, Notional Promotion => 23, Conversions 34, Special promotion: reward for excellence 25, Appealson Promotion matters, ~~ PARTV 1.26, Disciplinary Procedures 27. Appropriate Authorities responsible fr disciplinary 28, Returns : PART VI 28. Rights of appeal and petitions . Appeals Hii Reba C2 ne 26 0 a 2 a Guidtnes For Appointments, Promotion ond Ose (W) A former officer who is dissatisfied or aggrieved as a result of any decision of the appropriate authority shall have the right of appeal to the Federal Civil Service Commission. (Wi) In extreme or rare cases, an officer ota person who was formerly an officer has a right of appeal to the head of State against the decision of the Federal Civil Service Commission. Such appeal, shall however be sent through the Federal Civil Service Commission for comments and ‘onward transmission tothe head of State and an advance py shall be submitted to the Head of State Petitions: (A petitioner who is still an officer shall submit to his ‘immediate superior the original of his petition and such umber of copes a wil in adtion, provide 3 copy for cach officer through whom it must pass, (i) A petition to the Federal Civil Service Commission shall, Tivwritten by a person who is stil an officer be forwarded through the permanent Secretary of the Ministry/Extra Ministerial Department and an advance copy of his petition shall be sent to the Federal Civil Service ‘Commission, The Director of Personnel Management shall forward the original of such petitions tothe Federal Givi Service Commission, together with the brief and minutes of che relevant Committee and its comments thereon within four weeks of receipt. (i) A person who was formerly an officer shall petition the Federal Civil Service Commission only if he falls to obtain satisfaction within a reasonable time, which failure he shall record in his petition. Such petition shall be in aGulines For Appointments, Promotions and Osipne PARTVI RIGHTS OF APPEAL AND PETITIONS Appeals Every officer has aright of appeal against the decisions of the appropriate authority: (0 Appeals against the decisions of the Junior Staff ‘Committee shall be forwarded to the Senior Stal (Committee for determination (i) Appeals against the decisions of the Senior Staff Committee shall be forwarded to the Federal Civil Service Commission. (i) Al appeals to the Federal Civil Service Commission shall be forwarded by the officer concerned through the Permanent Secretary ofthe Ministry or head of the Extra Ministerial Department as the case may be and an advance copy of his appeal shall be sent to the Federal Civil Service Commission. The Director of personne) ‘management shall forward the orginal of such appeals to the Federal Service Commission with the brief and ‘minutes of the relevant Committee and its comments thereon within four weeks of receipt (Gv) Where appropriate Committees of Ministries/Extra Ministerial Departments fall to consider the appeals of officers, and minutes of meeting with recoramendations are forwarded to the Commission, the Commission shall, consider and take decision on the appeal as it deems fit ‘based on the appeal forwarded to it by appellant. a Guidelines For Appointment, PrometiensanéDisine PREFACE ‘These Guidelines are issued by che Federal Civil Service Commission for the Guidance of Ministries and Extra ministerial Departments in the performance oftheir personnel ‘management duties. They should be read in conjunction with existing public service rules and regulations and commission's circulars. The Guidelines take effet from 2nd August, 2004, AMB, Ahmed Al-Gazali, OON, MNI Chairman, Federal Civil Service Commission Dated 2"! August, 2004Guidelines For Agpontments, Promotons ond Dsping PREAMBLE 1 INTRODUCTION, ‘The Federal Civil Service Commission is a constitutional body established by Section 153, part 1 (@), paragraph Il of the third schedule of the 1999 Constitution of the Federal Republic of Nigeria, “Mandate of the Federal Civil Service Commission ‘The commission is established: - (2) toappoint persons to offices in the Federal Civil Service; and (b) to dismiss and exercise disciplinary control over persons holding such offices, In doing this, it has the responsibility to ensure that proper personnel decisions are taken objectively, promptly and competently 3, Delegation of functions In exercising its powers, the constitution provides. in Section 170 that the Commission subject to the approval of ‘Mr. President can delegate any ofits functions to any of its members or to any officer in Civil Service ofthe Federation. Its for this purpose that the guidelines contained in this document are issued for wide circulation, Guile; or Appointments, Promotion ond Opine (il Senior Self Committee Officers on Grade Levels 07-1. (iv) Federal Civil Service Commission Officers on Grade Levels 1417 (Recommendations from SSC through Head of Service) Returns, 27, Ministries/Extra Ministerial Departments must process all, disciplinary matters within three (3) months and submit to the Federal Civil Service Commission within two weeks {rom the date ofthe last meeting ofthe relevant committee. ‘The returns must indicate names of officers; Grade levels, dates of first and present appointments, and nature of disciplinary action taken on the approved format. aGuieines or Appointments, Promotion ond Dine this paragraph shall prevent the appropriate authority from removing him fom Civil Service, on ground of inefficiency an officer who has been confirmed in a pensionable office, where the authority is ofthe opinion, thpon the completion of proceedings instituted for the dlismiseal ofthe officer chat the officer does not deserve to be dismissed but thatthe proceedings disclose grounds for removing him on account of general inefficiency, in which tvent, if shall be necessary to comply with the main provisions ofthese Guidelines, 25, (j) If the Director of Personnel, Management is of the pinion that there are grounds upon which the grant ‘olan annual inerement to an officer should be deferred for withheld, he shall, on the direction of the Permanent Secretary report the case with his recommendations tothe appropriate authority. (i) Where an inerement has been deferred, the Director of, Personnel Management, shall, upon the expiration of the period make a report to the appropriate authority with his recommendations as to whether the increment should be granted or further deferred or withbeld Appropriate Authorities responsible for Disciplinary matter 26. The following are the appropriate authorities responsible for Disiplinary Matters (@) Junior Staff Committee (Local) - Officers on Grade Levels 01-06 Gi). Junior Staff Committee (Headquarters) - Officers Grade Levels 01-06 0 Guidelines For hopoitments, Promotions ond Piscine PART. INSTITUTIONAL ARRANGEMENTS/FRAMEWORK, 1. There shall exist, in each Ministerial Department a Junior Staff Committee (Local and Headquarters) (JSC) and a Senior Staff Committee (SSC) Junior Staff Committee (Local/Headquarters) (Junior Staff Commietee (local) - In each Minisery/Extra Ministerial Department which has Zone/Local offices in the States, there shall bea junior Stalf Committee of not more than 9 and not less than 7 officers of the Ministry in the State/Zone. The Director of Personnel Management Department shall be the Chairman of the Committee and ‘other members shall nt be below grade Level 08, where there are no officers on these Levels or where the number of officers on these Levels is less than seven, more officers, Dut not exceeding 3 in number, shall be sent from the Headquarters. The Committee shall handle the appointment, promotion and discipline of officers on Grade Levels 01-06 at the State/Zonal levels. The composition of the Committee shall reflecr the Federal Character of the country as much as practicable. Quorum at any meeting of junior staff committee shall be 5 members, including the Chairman. A representative of the State Civil Service Commission shall attend ‘meetings of Junior Staff Committee (JSC). The absence fof the representative from the meetings of the ‘Committees shall render its proceedings null and void.udetnes For Appointments, Promtions ond Oisiline (i Junior Staff Committee (Headquarters) - In each “i wy “Ministry/Extra Ministerial Department, the Junior Staft Committee (Headquarters) shall consist of not more than and not les than 7, Senior Officers not below grade Level 12 and a Representative of the Federal Civil Service Commission. ‘The Director (Personnel Management Department) shall serve as Chairman. The Committee shall handle the appointment, Promotion and discipline in Headquarters, The composition of the Committee shall reflect Federal Character ofthe Country as much as practicable. Quorum at any mecting of Junior Staff Committee shall be 5 ‘members, including the Chairman, Senior Staff Committee - In cach Ministry/Estra Ministerial Department there shall be a Senior Stal ‘Committee which shall comprise all the Directors in the Ministry/Extra Ministerial Department and a Civil Service Commissioner. The Permanent Secretary shall be the Chairman of the Senior Staff Committee. The Director of the Personnel Management Department shall be a Member/Secretary of the Committee. The Committee shall handle the cases of Officers on Grade Levels 07-13, (except pool cadres) in conformity with these Guidelines. Recommendations in respect of officers on Grade Levels (07-13 shall be forwarded direct to the Commission. Pool Cadtes - (a) In the office of the Head of Civil Service, there shall be a Senior Staff Committee to handle cases of pooled olfcers controlled by that office, that is 2 Guidelines or Appiniments Promotion ond Ospine (js). The Director of Personnel Management shall forward to the appropriate Committee the report of any such investigation, and any representations submitted by the accused officer, together with his Director's recommendations as to the punishment, i any, other than dismissal which he considers should be inflicted upon the accused officer (8). The appropriate authority shall decide on the degree of guilt or responsibility ofthe accused officer on the allegations made against him and also on the punishment, if any. The decision on each allegation shall be communicated to him within two weeks. 23, (0) The appropriate authority may, by direction in writing confer on any public officer power to hold disciplinary inguiry and. investigations under these Guidelines, either generally or in any particular case, and to report thereon to the appropriate authority. (Gi) Such power of inquiry shall not include any power to reach final decision or award punishment. (The inquiry officer shall be senior in rank to the accused officer 24. Before recommending to the appropriate authority that an olficer should be removed from the Civil Service or otherwise dealt with on grounds of general inefficiency, the Director of Personnel Management shall prepare a starement as to the officer's general standaed of ellciency and shall afford him an opportunity of studying the statement and showing cause why he should not be ‘removed from the Civil Service or otherwise dealt with on grounds of general inefficiency. Provided that nothing inGuidelines Fr Appoinuments Promotions and Dsciine 22, Where the Permanent Secretary considers it necessary to institute disciplinary proceedings against an officer and is of the opinion that the misconduct alleged against the officer is not such as would, if proved, justify the officer's dismissal from the service, the following provisions shall apply () The Ditector of Personnel Management shall, on the direction of the Permanent Secretary, report the case together with a statement of his opinion and che reasons for it, to the appropriate Committee. (i) Ifthe appropriate Committee agrees withthe opinion ofthe Director of Personnel Management, it shall: (a) decide the issue in the case of olfcers on Grade Levels OF13; (©) forward its recommendations in respect of officers ‘on Grade Levels 14-17 to the Commission through the Offices ofthe Head of Service; or (6) direct the Director of Personnel Management to cause an investigation to be made into the matter by an officer holding powers of inquiry in such ‘manner as it shall think fit; oF (li) Hie considers. the circumstances to have been sufficiently established by other proceedings under these Guidelines or otherwise, che appropriate Committee shall direct the officer to submit fresh representations within 72 hours as to why he should rnot be punished provided that in cach case the accused officer shall be entitled to know the whole ‘ase against him and shall have adequate opportunity cof making his defenses; 38 © _uislines Fo Appointment, Promotion: ond Dine Administrative Officers, Exccutive Officers, Libearians, Library Officers ete.” nil Grade Levels 07-13 Recommendations ofthe committee shall be subject to the approval of the Federal Civil Service Commission, The composition of' the Committee, including a Commissioner in the Federal Civil Service Commission, shall be as follows: (@ Permanent Secretary, Public Service Office - Chairman @ Permanent Secretary, Federal Civil (Commission- Member ©) Director, office of Establishment and Management Services’- Member (Director, Ministry of Finance - Member (©) Director, Minisry of Education - Member (©) Director, Ministry of Works - Member © Director, Ministry of Housing and Urban Development - Member (Director, Public Service Officer - Secretary. Service Member and In each poo! office, like the Ministries of Information and Justice, the Office of the Auditor General for the Federation, the Officer of the Account General of the Federation etc, there shall be a Senior Staff Committee, which shall “comprise all the Directors in the Ministry/Extra Ministerial Department and a Civil Service ‘Commissioner, The Permanent Secretary, Auditor General fr the Accountant General, as the case may be, shall be the ‘Chairman of the Committee. The Committee shall handle 2Guidelines Fr Aopontment, Promotions an Dispne the eases of the Officers on Salary Grade Levels O7 -13. Quorum at the meeting of the Senior Staff Committee shall be a simple majority of the membership Recommendations in respect of Officers on Grade Levels (7-13 shal he forwarded direct to the Commission Mectings of Junior Staff'Senior Staff Committees relevant Staff Committees shall mandatorily meet at Teast once every quarter to deal with all matters and dispose of them regularly, (0) A Representative of the Federal Civil Service ‘Commission shall attend meetings of the Senior Staff and Junior Staff Committees, The absence of the ‘Comimissioner/Representative from the meetings of the Committees shall render its procceding null and void) 21. (0) No documentary es ides For Aapointment, rometons nd Discitne ‘examine any documentary evidence and/or witnesses involved GW) the appropriate Committee after considering the report and any other evidence before it, shall then ecide on the degree of guilt or responsibility of the olficer on the allegations made against him, and if the officer is not exonerated, shall decide on the punishment to be inflicted in the case of officers on Grade Levels 01-13, while recommendation in respect of officers on Grade Levels 14-17 shall be forwarded to the Federal Civil Service Commission through the Head of Service. The decision on each allegation made against the officer shall be communicated to him in writing by the appropriate authority, 20. On completion of proceedings instituted for the dismissal of an officer, the appropriate authority may, if its of the ‘opinion that the officer does not deserve to be dismissed but chat the proceedings diselosed grounds for removing him on account of general inefliciency in the performance ofhis duties, terminate his appointment by recommending tothe Federal Civil Service Commission. lence shall be used ator for the [purpose ofan inquiry under Rule 17 without the officer hhaving first received a copy thereof 72 hours before hand (W) After an inquiry has been closed, the accused officer may be given a copy of the record ofthe evidence led, including copies of documents tendered in evidence, con request. 7Guidelines Fr Aaponiment, Promotions and Dsine him will be investigated by it and that he will be allowed, or if the Committee shall so determine, be required, to appear before itto defend himself; (a) if witnesses againse the accused officer are being examined by the Committee, he shall be given the ‘opportunity of being present and of putting questions to such witnesses; he may also call ‘wirnesses in his own defence and such witnesses ‘may be examined by the Committee (i) during the course of the inquiry, new allegations are made, the Special Disciplinary Committee shall inform the appropriate Committee and, if the ‘Committee thinks i fit to proceed against the officer upon such new allegations, the same procedure shall be followed by the Director of Personnel ‘Management in dealing with the fresh allegation as ‘was adopted in the original statement; (9) the Special Disciplinary Committee, having inquired into the matter shall forward its report thereon the appropriate Committee accompanied by the record of the allegations, che evidence led, the defence given, land other proceedings relevant to the inquiry, and is findings on the allegations () the appropriate Committee, after consideration of of the Special Disciplinary Committee, is ofthe opinion that the report should be in any way or that further investigation is Gesirable reler the matter back to the Special Disciplinary Committee for further investigation and report. The appropriate Committee, may itself, 36 “Guides For Apoinmens, Promotions and Disitine PARTI APPOINTMENT General 1. To be eligible for permanent and pensionable appointment {nto the Federal Civil Service, the applicant must be a Nigerian as defined in the constitution of the Federal Republic of Nigeria. In addition, the applicant must: (possess a certificate signed by the Chairman or Secretary of his/her Local Government. indicating his/her State of origin-andl Local Government Arca; (G9 not be less than 15 years and not more than 50 years of age; (iW) possess such minimum qualifications as are specified inthe approved Scheme of Service from time to time; (iv) be certified by a Government Medical Officer as redicaly ft; (0) _ possess a testimonial of good conduct from his/her last ‘employer or if not previously employed, from the last school ot institution attended (i) state whether or not he/she has been convicted of a criminal offence (oi stare all employment he/she was engaged in and, if he/she left an employment, why he/she did so or if he/she i still in an employment whether or net he/she sunder any obligation to remain init (Git) state whether or not he/she is free from financial embarrassment;Guidelines For Aopointments, Prometions and Oseine (possess the NYSC discharge or exemption certificate where applicable Appointment to Junior Poses 2 () The Commission delegates the recruitment of junior Staff on salary Grade Level 01-06 to Ministries/Extra- Ministerial Department which shall be required to adhere strictly to the Federal Character Principle in the ‘employment of staff within these grade levels. To ensure compliance with this requirement and for the purpose of monitoring the exercise ofthis delegated power, quarterly returns of appointments made shall be forwarded to the federal Civil Service Commission not later than one month alter the end of the preceding quitter. (@ At the State/Zonal level, each Ministry/Extra “Ministerial Department shall have its own Junior Staff Committee which shall il vacancies with the indigenes of that State‘Zonal who possess the qualifications prescribed in the approved Scheme of Service (id) No holder of a degree, HIND, NCE or their equivalents shall be employed into a junior post. (9) The Chairman of the State Civil Service Commission or hhis Representative shall be invited co attend the Junior Staff Committee mesting at the Local level for appointment matters, Notice of all meetings together with the memoranda and agenda shall be forwarded to the Chairman of the State Civil Service Commission, ‘ten working days before the meeting (0) _Atthe beginning of each year, the Headquarters of each Ministry/Extra Ministerial Department shall work out Guidelines or Appointments, Promotion and Ope statement as the officer may have furnished oF report to the appropriate Committee the fact that the oflicer has failed to furnish an exculpatory statement. 18, The appropriate Committee on receiving the report of statement together with the comments and recommendations referred to in Paragraph 17(ji) above may: (Consider the issue, depending on the clarity of the facts disclosed (i. Seck further clarifications of any doubtful points or call on the officer to submit fresh. representations through the Directar of Personnel Management wha shall add his own comments and recommendations as. to punishments ifany, tobe imposed or (ii) Appoinea Special Disciplinary Committee comprising at least three persons to hold an inquiry into the matter provided that none of the accusers, including, all members of the relevant Committee and the Director of Personnel, shall be a member of such disciplinary Committee; or (®) Forward the reports or statement together with ‘comments and recommendations through the afice of the Head of Service to the Commission for officers on Grade Levels 14-17 19, In the events of the Committee being appointed as stated in paragraph IS(ii) above: The committee shall inform the accused officer in writing that on a specified day, the charge against 3516, W. Guiselnes Fr Appointments Promotion and Dicbne Nothing in Rule 15 shall be construed as limiting oF otherwise affecting any powers of the appropriate authority ( To-call upon an officer to retire or withdraw on the grounds of public interest, (i To terminate a contract officer's appointment prematurely or to terminate a temporary Appointment (Gi) To terminate or extend a probationary appointment, cr to order that an officer acting in a higher post should revert to his substantive appointment, or (9). To defer or withhold inerement, without proceedings under Rule 2, n pursuance of Rule 24 Where an offence is committed by an officer outside his department or not directly connected to his ficial duties and the Permanent Secretary considers necessary 10 institute disciplinary action against the officer, he shall, direct the Director of Personnel Management to commence disciplinary procedure as follows: (2) The Director of Personnel Management shall prepare and forward to the officer a brief statement of the facts of which che allegation against him is based and shal call on him co state in writing within a specified reasonable period, any grounds upon which he relies tocexculpate himself (i) The Director of Personnel Management shall immediately after the expiration of the specified Period, forward to the appropriate Committee with his comments or recommendations any sich, Po Guidelines Fr Appointments, rometions and Oiione the establishment for each State/Zonal Office and forward to the Federal Civil Service Commission for information and record purposes. (Recommendations of the Junior Staff Commitee of each Ministry/Extra Ministerial Department shall be submitted to the Permanent Secretary of the Ministry for approval and implementation and thereafter to the Federal Civil Service Commission for information and second purposes, (ei) Any Ministry operating on Zonal basis shall also involve the State Civil Service Commission of the State inthe Zone as in sub-section (iv) above, (i All recruitments shall reflect the geographical spread within the Sate(s) covered by the Zone Office, (@) The procedure for appointment shall be the same as in appointments to senior posts, Appointment to Senior Posts 3.(0) Appointment to posts on Salary Grade Levels 07 -10: directly by the Federal Civil Service Commission, (i) Appointment to posts on Salary Grade Level 12-17 directly by the Federal Civil Service Coramission after due advertisement as the need arises, Application Forms 4. All applicants for senior posts in the Civil Service must obtain. and return completed application forms to the Federal Civil Service Commission A_Gudeines For Appointments, Prametions ond Dine Advertisement 5.0) wo) All direct appointments including transfers t0 posts on Salary Grade Level 12 and above, shall be by open advertisement, Such advertisements shall be made by the Commission but with inputs provided by the relevant Ministry/Extra Ministerial Department with. regard to the relevant qualifications and experience required for the advertised post, vacancy position and nominal roll indicating the antecedents of serving. officers in the post immediately below the advertised post, Advertisements shall be published at least in three National dailies and response of applicants must reach ‘the time specified in the advertisement. Interview 6, Allclgible candidates for senior posts shall be interviewed. by by the Commission. Letters of appointment shal be signed the Permanent Secretary ofthe Commission or any Other COfficer(s) designated by him. Such letters will derive their authority from the approved minutes of the Commission oF as otherwise directed by the commission. 7. Where an applicant has accepted an offer ofa position that is lower ehan that for which he/she intially applied, he/she shall not ater assumption of duty, petition for upgrading or few on account of comparison with his/her erstwhile or other colleagues. Minutes of meeting of the Senior Staff Committee on the case and other relevant documents in respect of officers on SGL. 07-13 shall be forwarded to che Guidelines or Appiniments, Promotions and Oispine (b)_ Resigning or purporting to resign his appointment ‘without having first given due notice, and without serving for the period of the notice of such resignation, or paying in lieu thereof in accordance with the provisions applicable in the circumstance provided that if the officer concerned can later Satisfy the appropriate authority that the rcumstance of his having committed any of the acts oF omissions aforementioned do not justify his dismissal from the Civil Service, che appropriate authority may, without prejudice to the power to Insitute disciplinary proceedings in respect of such acts or omissions and with a view to a lesser punishment than dismissal being imposed, revoke the dismissal 15, The following are the disciplinary measures that may be taken under and in aceordance with these Guidelines: (@ Dismissal, termination or retirement; (9) Reduetionin rank; (i). Reduction in salary, (0) Withholding or deferment of inerement; 6) Loss of payinon-payment for the corresponding days an officer is not at his duty post/station without authority (9 Surchay (i). Reprimand (ai) Writeen warning: (9). Verbal warning 2Guidlines Fr Appointments, Promotions and Dcisine disciplinary proceedings can properly be instituted or ‘continued under these Guidelines. In the event of a discharge, which does not amount to an acquittal, the Director of Personnel Management shall ascertain from the ‘Attorney General of the Federation that further criminal proceedings against the officer are not proposed, 12. An officer adjudged by 2 court of law to be guilty of a criminal offence (other than a minor traffic oF sanitary olfence or the ik) shall not receive any emoluments from the date of such judgment, pending the decision of the appropriate authority 1B. If an officer is convicted, discharged and acquitted of a criminal offence, the Director, or Personnel Management shall inform the appropriate authority in writing of the Aecision of the court. Copies of the charges and the court ruling shall be made available to all members of the authority, 14. (2) Without prejudice to the power to institute disciplinary proceedings in respect of any absence from duty without leave or reasonable cause, the appropriate authority may dismiss him without following the procedure prescribed in Rules Land I7 (i) An officer shall be considered and treated for all ‘puuposes as having been dismissed from service by the ‘ery act, and from the very date of his having committed any ofthe following ats or omission: (@ Absenting himself from duty without leave ot reasonable cause; 2 Guietnes Fr Appointments, rometine and Osaine Commission for consideration within 2 weeks of sitting of the Committee Confirmation of Appointments 8, Confirmation of all probationary appointments shall be carried out by the Commission. The Director of personnel Management of a Ministry/Extra Ministerial Department shall, as a matter of policy, present to the Senior Staff Committee the names of all officers who are due for confirmation and who in addition to serving for 2 years ust have passed the prescribed Civil Service examinations, Where necessary, and shall have earned good reports during the period, for recommendation to the Federal Civil Service (Commission for approval and gazetting, Temporary Appointment 9. The recruitment of persons into temporary positions by: Ministry/Extra Ministerial Department is hereby abolished, ‘The Commission shall not accept any request for regularization of such appointments. A breach of this rule shall be an offence which may attract appropriate disciplinary action including surcharge. Acting Appointment 10. Acting appointments, subject to vacancy, shall be approved by the Commission on the recommendation of the Senior Staff Committee provided officers so recommended have spent atleast one year on the substantive grades of Grade Levels 07-13 and two (2) years on the substantive grades of Grade Level 14-16, as the case may be, The Movement Forms shall be issued for gazette action by the Commission. °iden: For Appointments, Promerions ond Discisine Special Appointment Minsty/Extra Ministerial Deparment shall accept Appoincnets made bythe Comminson 9 National youth ‘Bice coms Psenal Nee Avard Wines won nployment is atomic eps of vacancy constrain Staay where there te cance che resicnaloder thick. grants disabled persons special concession in Ippoicents co posts in che publ service must be roreced Contract Appointment 12. @) Contract appointments shall be offered on merit by the Federal Civil Service Commission when necessary. i) Contract appointment may be offered to expatriates, ONLY when suitable Nigerians are not available. (Gi) Nigerians may be appointed on contract tems: (9 tee ae penne ot 0) hey a 30 yes faye or more a he in hey zag peice a (they spel rust co be employed on 0 nucle ad nec in she bat ret Tih Seve (For aon Niger he rovislonsf the Publ Serle ales epg cont apse shal 7) tenes (0) Now Nigian Women mao Nigerians hall oman oe contact unt nel Nin ctaesip ule Pham pormaer pine wo 1. Guidelines Fr Appointments Promotion and Ocilne permanent secretary to be absent from station, any Conditions imposed by the permanent secretary in respect of hie so leaving shall be complied with by him and failure ro do so may be regarded as misconduct for which disciplinary proceedings may be instituted under these Guidelines. (9) An Officer whois under interdiction shall, subject to the provisions of Rule 12, receive such salary, nt more than ‘one half his monthly remunerations as the appropriate authority shall think fi. (i) If disciplinary proceedings against such an olficer result cotherwise than in his dismissal, the whole of the remuneration withheld from him shall be restored 0 ‘him when the final decision i ken, ‘An Officer acquitted ofa criminal charge in any court of law ‘hall noe be dismissed or otherwise punished on any charge ‘upon which he has heen acquitted but nothing in this rule shall prevent his being dismissed or otherwise punished on any other charge arising, out of his conduct in the matter, unless such charge raises substantially the same issues as those on which he has been acquitted. In the event of the cquittal’or not the discharge, ‘whether amounting to an acquittal or not, of an officer who bas been charged with criminal offence, the Director of Personnel Management shall consider whether he should recommend the institution or continuance of disciplinary proceedings against such officer, but before recommending the institution or continuance of disciplinary proceedings in pursuance of this rule, he shall after consultation with the Permanent Secretary, refer the matter to the Attomey General ofthe Federation for an opinion as to whether or not aGuidetnes For Aopoinements, Promotions and Oszne (@) Where the permanent secretary is. satisfied, after considering the report and recommendation of the Director of Personnel Management that an eflicer should be interdicted under Rule 6 or suspended under Rule I hhe may order the officer to cease to exercise any powers and fictions and permanent Secretary shall cause the tase to be referred to the appropriate committee which ‘may confirm or deal with it otherwise (i) If an officer is interdicted or suspended, he shall be informed in writing and the interdiction or suspension shall take efct from the date he isso informed, (Gs) Ifthe criminal proceedings against a suspended officer result in his acquittal, or ifthe disciplinary proceedings against him (including any disciplinary proceeding with 4 view to dismissal instituted or continued in pursuance of Rules 11) result otherwise than in his dismissal, he shall be reinstated in his office by the disciplinary authority with effect from the date ofthe suspension or Interdiction, (8) Under no condition should interdiction or suspension be made to last more than 3 months in the first instance. ‘Where the need for extension arises the permission of the Federal Civil Service Commission shall be obtained 9, Any officer who is interdicted shall not leave his station without the permission of the permanent secretary and shall keep the Director of personnel Management informed of the address at which instructions to him can be delivered. If he fails to comply with instructions delivered at such address within nwenty- four hours without leave. Where an officer under interdiction has received permission from the » Guidelines For Appointments, Prometions and Dine PART IIL SECONDMENT AND TRANSFER General 1) A transfer is the permanent release of an officer from ‘one scherluled service to another or from one class ¢0 another within the same service (i Secondment is a temporary release ofan officer to the service of another Government agency or international organization of which Nigeria is a member for specified period. 2. The provisions governing transfer and secondment of officers are contained in Chapter 2, Section 6 ofthe public Service Rules and shal be strictly complied wich. Procedure 3. (Application for transfer/sccondment to posts on salary Grade level Levels 01-06 shall be determined by the Ministry/Ministerial Department of the applicant's choice provided the powers are not used to distort the Federal Character principle. The Junior Staff Committee shall be responsible for eransfer/secondment to posts on. salary Grade Levels 01-06. There shall be no anticipatory approval by the chairman of the committee G9 Application for transfer/secondment to posts on salary Grade levels 07-10 in any Minisery/Extra Ministerial Department shall be determined by the Federal Civil Service Commission, (ii) Applications for transfer/secondment to post on salary Grade level 12 and above shall be made in duplicate to aGuidlines For Appointments, Promtions ond Dine the Federal Civil Service Commission in response to advertisement, while those on Grade Levels 07-10 shall ‘bemade in the Commission's application forms, (») In considering applications for transfer in response to advertised post attracting Salary Grade levels 1217, 2 balance shall be maintained between the Federal Character principle and merit as long as it does not interfere with right of promotion of serving oficers () Advertisement forall posts on salary Grade level 12 and above shall be open to both serving officers as well as those outside the service. 4. All applications for transfer shal be supported by the following documents (@ Completed/application form for appointment to. the Federal Civil (FORM FSCS 2) duly countersigned by the applicant's employer, (9. Evidence of qualifications: (i) APER for the 2 years immediately preceding the date of the appointment; () Certified copy of officer's up to date Record of service showing clearly the career progression of the applicant 6) Evidence of confirmation of appointment; (i) Recommendation from the applicant's employer, including a Statement that the officer will be released if the application is successful. The recommendation ‘must be from the secretary, Civil service Commission of the state or secretary, Local Government Service Commission or Director-Genera/Head of a parastatal 2 \Guideines For Appeniments Promotions ond Diisine 5. Ifcriminal proceedings are instituted against an officer in any cout of law, disciplinary proceedings upon any grounds involved in the criminal charge may not be taken until after the conclusion of the criminal proceedings and the determination of any appeal there from. However, disciplinary action may be taken on the non-ceiminal aspects ofthe officers conduct, or on any other charges arising out of his conduct in the matter, provided thae such charges do not raise substantially the same issues as those of which he has been acquitted 6. disciplinary proceedings for an officer's dismissal are instituted or are about to be instituted, and the Permanent Secretary considers that the interest of the Civil Service required that such officer should ceased forthwith to exercise the powers and functions of his office, he may: ()._Interdict him if he holds a permanent appointment; ot (i) Terminate his appointment, payment of the appropiate remuneration, in lieu of notice, if the officer holds a temporary appointment. 7. tf criminal proceedings are instituted against an officer or are about to be instituted, the permanent Secretary may suspend him from service until the determination of the proceedings or any appeal there from, 8(0) Where the Director of Personnel Management considers that an officer should be interdicted under Riles 6 of suspended under Rules 7, he shall report the case with his recommendations tothe permanent secretary. 23Guidelines Fr Appointment, Promotions and Dine () The recommendations from the Federal Service Management Committee (FSMC) in respect of Directors and Permanent Secretaries shall be considered and disposed of by the Federal Civil Service Commission within 2 week of receipt; (9) Appropriate Committee on disciplinary matters shall convene meetings quarterly to consider all outstanding Disciplinary cases in the Ministries and Excza Ministerial Departments 2. Any case of misconduct for which adequate provision is not made under these guidelines shall be reported to the ‘Commission, and the Commission shall issue guidelines as to how the case shal be dealt with 3. Any disciplinary proceeding against a female officer, which ‘would otherwise have been taken during the time of her ‘matemity leave, shall be postponed until er maternity leave has expired, 4. fit appears, while the institution of disciplinary proceedings is being contemplated, or in the course of an inquiry or investigation that an offence against any Law may have been ‘committed by an officer, the institution or continuation of such disciplinary proceedings shall be postponed and the Director of personnel Management shall, on the direction of the appropriate authority, unless the Police have taken action, refer the matter to the Attomey-General of the Federation, If the Attomey General does not consider it desirable to institute eriminal proceedings, the Director of Personnel Management shall, on the Direction of the Permanent Secretary, prepare disciplinary charges against the officer. 2% Guiles For Appointments, Promotions ond Osi which is schedule under the pensions act as the case may be (if) Certificate of Local GovernmentState of origin. Conditions for effecting Transfer/Secondment 5.()No applicant shall be considered for tansfer on [promotion to any Ministry/Extra Ministerial Department except in response to an advertised post; (a) If he has been confirmed in his previous service and his qualifications, experience and career progression rein accordance with the scheme of service, (b) Provided the contemplated transfer would in no way jeopardize the promotion prospects of deserving serving olicers; (©) Where the Commission is satisfied that there are vacancies not only inthe relevant grade but also in the applicants discipline or specialty. (4) If he has served in his current grade for the stipulated minimum number of years prescribed for promotion to an advertised post (in respect of serving officers in the Federal, State or local Government services) (i), Where an applicant has accepted an affer ofa position that is lower chan that for which he initially applied, he shall not after assumption of duty, petition for upgrading or review on account of comparison with his erstwhile or other colleagues. (Gi) Serving officers accepted on transfer into the Federal Civil Service from State Governments and other Government agencies shall be placed on the post they aGuidelines For Appolnens, Promo: and Opie ‘would have attained by normal promotion, as provided in the schemes of their cadres, if they had joined the Federal Civil Service in the first instance. 6. Officers transferred or seconded to the Federal Civil Service shall assume duty within two months from the date of notification of approval of the transfer, ocherwise the offer shall be regarded as having lapsed, 7 @ Once approval has been granted for transferor secondment of an officer's service, the Federal Civil Service Commission shal simultaneously inform: (a) The officer; (b) The releasing office/service which should convey the date ofthe officer's release: (c) The receiving Oifice/Service which should convey the date of the olfcer's assumption of duty to the Commission. (Gi) When the officer's date of assumption of duty is known, ‘© movement for shall be raised by the Federal Civil Service Commission for records and gazette action, and copies sent to the Accountant General of the Federation and Auditor General for the Federation, 8. A Federal Officer who wishes to take up an appointment with another scheduled organization should submit his request to the Federal Civil Service Commission. If he succeeds in minimum of ene month notice after which he ‘can assume duty inthe new organization. However if timorously communicated so that he ean decide whether to return t0 his original service or resign his appointment. “ {uiielnes For Appointments, Promotions and Ospine (j) The personnel management shall present the ease to the appropriate Staff Committee within two (2) weeks of receipt ofthe directive of the permanent Secretary, (9. When the allegation against an officer does not warrant removal from the service, the Ministry's appropriate Committee shall dispose of the case and the decision conveyed to the affected officer within two weeks ofits sitting and the returns submitted to the Commission for {information and record purpos (0) When the allegation against an officer is such that justifies the officer's removal from service, query, representation, the minutes of meeting of the Senior Staff Committee on the case and other relevant documents in respect of officers on SGL 07 -13 shall be forwarded to the Commission for consideration within 2 weeks of the siting of the committee; (6). Query, representations of the erring olfcer, comments on. the officers representation, minutes of meeting of the appropriate committee and other relevant documents in respect of officers SGL. 14-16 shall be forwarded to the office of the Head of Civil Service of the Federation for comments and thereafter to the Commission within 2 ‘weeks for consideration, (ii) The Federal Civil Service Commission shall on the receipt ‘of comments from the office of the Feat of Civil Service of the Federation on the recommendation of the Senior Staff ‘Committe on officers on Salary Grade level 1 and above, take decision on them within 2 weeks; aGuidelines For Appenimers Promotions ond Ose PARTY DISCIPLINARY PROCEDURES 1. Any act of misconduct by an officer shall without delay be deale with undler these guidelines, (0 Where a shortcoming is observed in the conduct of an officer, the supervising officer shall discuss the issue ‘ith the Head nf Department (HOD) and ifthe HOD is convinced of the alleged offence, he shall cause « query to the ering officer. His response shall be demanded within 72 hours of the receipt ofthe query. (The query and the officer's representation with the superior officer's comments shall be forwarded to the head of Department within 48 hours of the receipe of the ollicers representation, The matter can be ended ‘within the Department if the Head of Department feels that the officer had exculpated himself. An aclvice or warning letter can be given by the Department depending on the gravity ofthe offence; (ii) Where the Department fels thatthe offence is serious or grievous it shall then forward the query, the officer's representation, comments of the Superior officer and departmental. recommendation(s) 0. the permanent Secretary within seven (7) working days of initiating the disciplinary action, Where the permanent secretary considers it necessary to continue with the disciplinary action against the office, he shall direct the personnel Department to place it, before appropriate Staff Committee within two (2) weeks of receipe of his aliretive, 26 Guidelines Fr Appointments, Prometons and Deine Secondment 9. () Secondment at an officer's request shall be for an initial luration of two yeats after which the officer must either apply for extension, seek for transfer or return to his ‘original post All requests for secondment andl extension shall be considered by the appropriate Committee and its recommendations thereon submitted to the Federal Civil Service Commission (i) Sccondment on grounds of public policy and its duration shall he at che discretion of the Federal Civil Service Commission. Ministries/Extra Ministerial Departments shall send iquasterly Returns on all officers who are on secondment to International organizations at the instance of Government tothe Commission, a5Guidelines For Appointments, Promotions and Osi PARTIV PROMOTION PROMOTION TO POSTS ON SALARY GRADE LEVELS 02-06 JUNIOR STAFF COMMITTEE (HEADQUARTERSILOCAL) 1. There shall be established in each Ministry/Extra Ministerial Department (asa delegated body) a Junior Staff Committee which shall be empowered to interview eligible olficers and recommend their promotion to posts on Salary Grade Levels 02:06 to the Permanent Secretary for approval and implementation, The Committee shall also recommend to the Permanent Secretary, for approval and implementation, the upgrading, advancement and conversation of eligible offices to these grades, ‘Composition of the Committee 2() Members shall ot be more than 9 and not less than 7. ‘The Chairman of the Junior Stall Committee (headquarters) shall be the Director (personnel Management), with other members not below Salary Grade Level 12 and a Representative ofthe Federal Ci Service Commission The Director (Personnel Management) shall also be the chairman of the Junior Staff Committee (Local). Other members shall not be below Grade Level 08 {i The Composition of the Committee shall reflect the Federal Character of che Country as much as practicable. () Quorum at any meeting of the Committee shall be 5 ‘members including the Chaieman, 6 Guiielnes or Appoinimens, Promotions and Opine ‘Special Promotion: A Reward for Excellence 24. Promotion in the Federal Civil Service shall be basedl on merit, However, in deserving cases, the Federal Civil Service Commission in consultation wich MinistriesExtra ‘Ministerial Departments shall identify and offer special promotion to officers who show commitment and exceptional brilliance in the discharge of their responsibilities and performance of duties in the Federal Civil Service, Appeals on Promotion Matters 25. Agarieved olficers may petition to Federal Civil Service Commission through appropriate channels within six. months after the promotion exercise, otherwise, it shall, pot be entertained. 28Guidlines Fr Aoponiments Promotion and Dine Completion of Aper 20.No reporting officer shall report on more than (5) subordinates. However, officers rated as_ performing exceptionally good/poor must be backed with proof of evidence Its mandatory that in offices APER should be processed to reach the Commission within three (3) ‘months ofthe New Yea alter the year ofthe report. Reporting officers would be held able for false reporting conan oficee Effective Date of Promotion 21 Effective date of all promotions shall be Ist January, following the promotion exercise. Notional Promotion 22.Olficers on approved leave of absence, secondment, approved study’ leave with pay, special assignment, ec. shall no longer be granted notional promotion interviews at designated centers nearest to them based on returns submitted by their MinistriesExtra-Ministerial Departments to Federal Civil Service Commission Conversion 23. All conversions from one cadre to another shall be based on the acquisition of the qualifications prescribed in the approved Scheme of Service for the cadre to which the officer secks to convert and the possession of cognate experience. The notional date of conversion shall be the date the officer acquired the qualification or when vacancies occurred, whichever is the Tater, while the actual effective date for remuneration shall e January 1 following, the date of conversion En Guiles Fer Appointments Prometions nd bicpine 3. The Ministry/Extra Ministerial Department shall forward returns on the prometion of the affected officers to the Federal Civil Service Commission within 3 weeks of the ‘completion of the exercise for purposes of information, ‘monitoring and statistics, 4. Movement Forms for gazetting action shall be signed by the Director of Personnel Management of the Ministry/Extra Ministerial Office 5, Promotion exercise shall be undertaken by the Junior Staff ‘Committee based on the following requirements () Number of avalable vacancies; (i Only officers who should have spent a minimum of 2 years on a grade on the date of promotion shall be considered for promotion to the next grade; (ii) Seniority list of all the officers showing such antecedents as State of origi, date of birth, dates of first and present appointment; (0) The APER for the last two years; (Where interview/examination is involved, marks shall beawanded as follows: (a) Innerview ae () APER =~ ps (©) Seniority 10% (a) Minimum Score (a+b +c) cee Eligibility for promotion shall depend on meeting the minimum score of 60% and satisfying all promotion criteria, including availability of vacancy. 7utdesivs For Avooinoments,Prometions ond Dsiing (08) Where the scheme of Service prescribes the passing of| an examination as a condition for promotion, such examination shall be regarded as a prerequisite for consideration; (si) Olficers who have pending disciplinary cases against them shall not be considered for promotion until they are cleared. An officer who is cleared from a disciplinary case_may be considered for notional promotion if his colleagues had been promoted during that period provided that other criteria for promotion are satisfied Promotion to Posts on Salary Grade Levels 07-14 6.The Senior staff Committee in each Ministry/Extra Ministerial Department shall be charged with the responsibility of recommending eligible officers for promotion/upgrading and conversion to post on Salary Grade Level 07-14 to the Federal Civil Service Commission An respect ofthe following pool cadres 7. There shall be one Senior Staff Committee to be charged ‘with the responsibilty of recommending eligible officers for promotion/tpgrading and conversion to posts on Salary Grade Levels 07-14 tothe Federal Civil Service Commission {in respect ofthe following pool cadres: (Administrative Office/Exccutive Officer cadres; (i) Library/Stores! Secretatial/Reportorial Cadres, 8. Ministries/Extra Ministerial Departments that house cadres of pooled officers, such as: 8 6uibtns For Aopontments rometons on Dsepne Officer of Establishments and management Services each year Promotion interview 19.() All officers due for the promotion shall take written ‘examinations. Officers on Grade Levels 07 -13 shall be interviewed/examined by the Senior Staff Committee while officers on Grade levels 14-16 shall be finterviewedexamined by the Federal Civil. Service Commission. A representative of the Head of Service shall be present atthe interview/ examination of olficers on Grade levels 1-16 a an observer. (4) In order to ensure fairness to all attending a promotion interview, they shall all be asked the same questions which must be set at the time and place of the Interview. Where it is not possible to complete the interview in one day, fresh questions of equal weight shall be drawn on subsequent days. (i Interview/Examination marks shall be awarded as follows (@) Interview = 70% (b) APER a 20% (©) Seniority 10% (@ Minimum Score Gb. 60% Eligibility for promotion shall depend on meeting the ‘minimum score of 60% and satisfying all promotion criteria, including availability of vacancy. aGuidelines For Aspontment Promotions end Oscine (i). Seniorty list of all the officers in the field of selection, showing such antecedents as State of origin, date of birth, dates of first appointment, confirmation and present appointments; (®) ‘The APER for the last four years with the average score for all officers within the field of selection, (6) Where the Scheme of Service prescribes the passing and of an examination and registration with a professional body as a condition for promotion, such examination and registration shall be regarded as a prerequisite for consideration; (0) Officers who have pending disciplinary cases, regularization and confimation of appointment against them shall not be considered for promotion until they are cleared, An officer who is cleared from a disciplinary cease may be considered for notional promotion if his colleagues had been promoted during that period provided that other criteria for promotion are satisfied. Any oflicer who attends promotion interview in breach of these provisions shall be disciplined by the Federal (Civil Service Commission Vacancies 18, Promotion shall be subject to availability of vacancies, accept where otherwise indicated inthe Scheme of service Ministries shall declare vacancies to the Commission ‘within two months of the approval of the annual budget Failure to do so may attract appropriate sanction against crring Ministries, As a meas of authenticating the vacancies, a master list of approved vacancies for the ‘current year shall be forwarded to the Cominission by the Guidlines For Appointments, Promotions and Disitne (Accountants and Executive Officer (Accounts) (Auditors (External) (i) Engineers! Architects/Surveyors/Technicians, ete (x) Information Officers; 6) Legal Officers; (09) Medical/Health and Auxiliary Officers, shall have Senior Stafi Committees asin (6) above which shall be charged with the responsibility of recommending cligible officers for promotion/upgrading and conversion to post on salary grade levels 07-14 to the Federal Civil Service Commission; 8.6) The Permanent seereary of the Ministry/Exta Ministerial Deparment, the Accountant General of the Federation, the Auditor General of the Federation ss the ese may be, alle the Charman of the Senter Stat Committee Other members shall be all the Director in the MinitryExtra Ministerial Department. The Director of Personne! Management Stall bea memberlSeeretay ofthe Committe: @ A Commissioner of the Federal Civil. Service Comision hl acted mecngs a the Sein Sal. ls absence from the mectng ender its proccedin ‘null and void. ad 2 e (i) Quorum shall bea simple majority of the membership. 10, In forwarding the recommendations for promotion to the Commission, the following information must be provided; (Number of available vacancies ~4. 2. Guidetns For Appointments, Promtios and Oscitne (i Seniority list ofall the officers in the fcld of selection showing such antecedents as State of Origin, date of ~ charth, date of first appointment and confirmation and [present appointments; i) The last three years APER scores together with the average forall the officers within the field of selection; Interview scores ofthe officers (&) Only olficers who should have spent a minimum of 2 ‘years on grade levels 06, a minimum on years on grade levels 07-14 and a minimum of 4 years on grade levels 15 and I6 on the date of promotion shall be considered for promotion to the next grade. ‘Promotion from grade levels 06-07 shall he preceded by an Interview examination except where a grade level 06 posts is a training post, in which case, advancement from grade level 06-07 shall be based on satisfactory report on the officer. ‘Where promotion from grade levels 08-09 is not subject t0| vacancy but subject to confirmation of appointment, there alfected officers shall not be promoted until they have been confirmed except in cadres where advancing is not subject to vacancy and confirmation of appointment. Promotion Criteria shal he weighted as follows (a) Interview 70% (D) APER 20% (0) Seniority low (2marks foreach year after maturity) Fd Guidelines For Appointments Promotion nd Oscisine Minimum Score (a + b + 6) ~~ 60% Eligibility for promotion shall depend on meeting the minimum score of 60% and satisfying all promotion criteria including availability of vacancy. 14, Officers on grate levels 07-13 shall be interviewed/examined by the Senior Staff Committee 15. Officers who have pending disciplinary cases, regularization and confirmation of appointment shall not be considered for promotion until they are cleared. Any officer who attends promotion interview in breach of these provisions shall be disciplined by the Federal Civil Service Commission 16, Recommendations from the Senior Stall Comimteece shall be submitted to the Federal Civil Service Commission not later than six weeks from che dae ofthe last meeting ofthe Commitee Promotion to Posts on Salary Grade Levels 15-17 17. The Senior Staff Committees of Ministries and pool Offices shall make recommendations for promotion £0 posts on salary Grade levels 15-17 to the Federal Civil Service ‘Commission. In forwarding the recommendations to the ‘Commission, the follawing information must be provided (0) Number of available vacancies; (W) Letter of last promotion of officers to confirm maturity fon post. Only officers who should have spent minimum on years on Grade levels I and 4 years on Grade levels 15 and 16 on the date of the promotion shall be considered for promotion tothe next grade a