liT Kanpur Recruitment and Promotion Rules

Object and Purpose

Earlier, there was no promotion policy in operation for the non-teaching employees
of liT Kanpur, though the employees of the Institute were eligible for three financial
up-gradations under MACP Scheme after completion of 10, 20 and 30 years of
service,respectively. However, pursuant to the direction issued by the Board of
Governors of the Institute in keeping with the decision of MHRD vide letter No. F.
No. 32-14/2013-TS.I dated 10.6.2013, Recruitment and Promotion Rules were
framed and circulated vide 00 no. DIR/IITK/2018/00-104 dated 27th November
2018, providing amongst other things at least four promotion avenues to each
cadre of employees within the possible extents.

In exercise of the powers conferred by Section 13(1) & (2) of the Institutes of
Technology Act, 1961 , the Board of Governors of liT Kanpur in its meeting 238th
(2021j2nd) held on 09.04.2021 has modified the rules to the extent marked in
italics;

1. Short title and commencement

(a) These Rules may be called the liT Kanpur Recruitment and Promotion
Rules, 2018.
(b) They shall come into force on the date of approval accorded by the
Board.

2. Applicability
These Rules shall apply to all cadres of "Non-Teaching Posts" I "Non
academic posts" only, except medical officers who are covered under DACP.

3. Definitions
In these Rules, unless the context otherwise requires-
(a) "Act" means the Institutes ofTechnology Act, 1961;
(b) "Cadre" means a hierarchy of posts with the same or similar job
responsibilities;
(c) "Committee" means the PromotionCommittee constituted under these
Rules;
(d) "Group" means set of different posts identified as such by the Board of
Governors from time to time;
(e) "Ladder" means a career development path, pay-scale wise and
designation-wise, applicable to each cadre;
(f) "Post" means the post(s) as mentioned in these Rules;
(g) "Recruitment" means recruitment against substantive vacancies at
the entry point of each ladder or at any other level, as the case may
be, under a Group by following the open advertisement process;
(h) "Statutes" means the Indian Institute of Technology Kanpur Statutes;
(i) All other words and expressions used in these Rules and not defmed
but defined in the Act or Statutes shall have the meanings
respectively assigned to them in the Act or Statutes;
UJ "He/His" occurring in these Rules shall also imply she/her.
4. Categorization of Posts
For the purpose of these Rules, all Non-Teaching 1 Non - Academic Posts
shall be categorized as follows: -
Contd ....
 -2-

(a) Administrative posts, which shall include the posts of Registrar,

Joint Registrar, Deputy Registrar, Assistant Registrar, Assistant
Registrar (SG) , Senior Superintendent (SG) , Senior Superintendent,
Superintendent, Junior Superintendent, Senior Assistant, Junior
Assistant , Junior Attendant, Attendant, Attendant Gr-I, Senior
Attendant, Helper, Aya, Mali, Cleaner, peon and such other posts as
may be decided by the Board.

(b) Technical posts, which shall include the posts of Instrumentation

Engineer, Technical Officer , Technical Officer (SG) , Senior Technical
Superintendent (SG) , Senior Technical Superintendent, Technical
Superintendent, Technical Superintendent (Translation), Senior
Driver (SG), Junior Technical Superintendent, Junior Technical
Superintendent (Translation),Conductor Gr - II , Conductor Gr- I,
Senior Conductor, Senior Conductor (SG), Bus Conductor (SG), Senior
Technician, Junior Technician, Driver Grade-11, Driver Gr-I, Senior
Driver, Senior Driver (SG), Lab Assistant and such other posts as may
be decided by the Board.

(c) Medical posts, which shall include the posts of Chief Medical Officer
(NFSG), SMO, Medical Officer, Senior Pharmacist (SG), Senior
Pharmacist, Pharmacist Gradel, Pharmacist, Senior Staff Nurse (SG),
Senior Staff Nurse, Staff Nurse Gr.l , Staff Nurse and Dresser.

(d) Works, which shall include the posts of Superintending Engineer,

Executive Engineer, Assistant Executive Engineer, Senior Assistant
Engineer(SG), Senior Assistant Engineer, Assistant Engineer, Junior
Engineer, Senior Sanitary Inspector (SG), Senior Sanitary Inspector,
Sanitary Inspector Gr-1 and Sanitary Inspector.

(e) Sports, which shall include the posts of Senior Physical Training
Instructor(SG), Senior Physical Training Instructor, Physical Training
Instructor Grade I, Physical Training Instructor, Senior Coach(SG),
Senior Coach, Coach Gr.I, Coach, Assistant Coach Gr.I, Assistant
Coach and Assistant Physical Education Officer , Assistant Physical
Educa tion Officer Gr-1.

(f) Library, which shall include the posts of Senior Library Information
Officer, Library Information Officer, Assistant Library Information
Officer, Senior Library Information Assistant, Junior Assistant (Lib.)
and Senior Assistant (Lib.).

(g) Security, which shall include the posts of Security Officer, Additional
Security Officer, Deputy Security Officer (SG), Deputy Security Officer,
Assistant Security Officer and Security Guard (S-S).

(h) Primary Teachers, which shall include the posts of Senior Teacher
(SG)/ Principal (SG). Senior Teacher I Principal, Teacher Gr.l and
Teacher.
(i) Isolated Posts, which shall include the posts of Administrative
Officer, Senior Catering Manager, Catering Manager, Catering
Manager Gr-I, Students' Counselor, Physiotherapist and Draftsman.

Contd ....
 -3-

5. Sanctioned Posts
Based on the requirements of the Institute, the number of posts across
various categories will be decided by the Board from time to time.

6. Vacancies
All the non-teaching I non-academic posts in the institute are categorized
into three groups (Group A, Group B and Group C). Categorization of various
posts into different groups is as given in Schedule-1. Under each group
there will be a number of cadres, each cadre having a ladder with multiple
levels of posts. The lowest post in a ladder will be called the entry post and
the remaining posts within a ladder will be called selection posts. The direct
recruitment will normally be done at the entry post in a ladder. However, in
the interest of Institute work, lateral entry of external candidates may
sometimes be permitted by Board for special needs under Groups A and B
posts. Promotions of institute employees can be done to both entry and
selection posts. However, promotions of institute employees to entry level
posts will be vacancy based.

7. Filling up of vacancies
(a) All vacancies determined by the Board shall be fllled by promotion or
direct recruitment in accordance with the provisions contained in
these rules.
(b) The sanctioned number of posts in a Department/Centre/Section will
be counted cadre-wise and group-wise. When a post falls vacant due
to promotion to a higher group, retirement, resignation etc, the post
will be fllled up at the entry point of the ladder in that group.
(c) A complete list of all the cadres I groups and ladders in each group is
given in Schedule-!.
(d) Every year, a certain percentage of vacancies in entry posts of Group
A & Bin every cadre will be earmarked for promotion of the institute
staff coming from the immediate lower cadre (from the highest level of
the lower cadre). This percentage will be decided by the Board from
time to time.
8. Appointing Authority
For the purposes of these Rules, the appointing authority in respect of
allemployees will be as prescribed in the Act & Statutes of liT Kanpur.
9. Direct Recruitment
(a ) The advertisement ofvacancies earmarked for direct recruitment shall
be published at least in two newspapers (one of Hindi language and
one of English language) having national circulation, besides the
Employment News.In addition, the advertisement may also be put on
the webpage of the institute and given wide publicity through various
social media pla tforms.
(b) The requirement of qualification and experience for directrecruitment
at the entry post of each ladder for all the groups are given in
Schedule-2, which is to be strictly adhered to.

Contd ....
 -4-

(c) The entire process for direct recruitment is to be followed as provided

in the Statutes and the norms approved/adopted by the Board.

10. Promotion
(a) Promotion is earned by dint of hard work, good conduct, and result-
oriented performance as reflected in ACRs I APARs. The suitability of
the employees for promotion will be assessed on the basis of their
ACRs I APARs, Service Records, Domain Specific Examination and
Interview, wherever applicable. The performance of every employee is
recorded in Annual Confidential Report (ACR) I Annual Performance
Appraisal Report (APAR) every year which maps the performance of
the employees into various numerical points.

For the purpose of promotions under these rules, the subjective

gradings of erstwhile Annual Confidential Report (ACR) and current
Annual Performance Appraisal Report (APAR) grading shall be mapped,
as follows:-

Annual Per:formance Appraisal Report (APAR)/

Annual Confidential Report (ACR)
Under APAR/ ACR (Final Score). To be
Marking
Grading mappedfor promotion under these
range
rules
Outstanding 8 to 10 9
Very Good 6to<8 7

(b) For the purpose of promotion only grading of Very Good or

Outstanding will be counted towards accumulation of requisite ACR I
APAR points for promotion. Further details are given in Sections 13
and 14later.

(c) Efforts should be made to sensitise Reporting and Reviewing Officers

to give objective assessment of employee in their control, as to avoid
over rating and dilution of assessment.
(d) The APAR point for a year in which the employee has been awarded
any penalty shall not be countedfor the purpose of promotion under
these rules.
11. Promotion Committees
To shortlist the e ligible candidates for promotions within one or more
cadres in a group and/ or promotions across groups and to make a
recommendation to a selection committee, the following "Institute Staff
Promotion Implementation Committee (ISPIC) " may be constituted:
(i) Deputy Director (Chairman)
(ii) Dean of Administration
(iii) Concerned H ead of the concerned department/ section
(iv) Registrar (Member Secretary)
The Selection/ Promotion Committee, constituted as per the statutes
of IIT Kanpur, will consider the recommendations of the ISPIC.
Contd . ...
 -5-

12. Meetings of the Committee

The above Committee will meet at least once in a year to assess a list of
e ligible employees, prepared as per the policy. Actual number of vacancies
which arises in each of the previous year(s) and those arising in the current
year will be determined separately. Select panel for each year will be
prepared separately with reference to the eligible candidates in the
respective years and with reference to service records up to the relevant
period. The ISPIC may seek further objective recommendations on each
eligible candidate from the reporting I reviewing o.fficers of the concerned
department/ section/ unit, with detailed reasons andjustification against
the recommendations given in the APAR. The ISPIC will prepare a
consolidated list for recommended candidates. Here, candidates
recommended in earlier years but NOT promoted will be placed at the top
of the list

13. Promotion within a group

In order to be eligible for promotion within a cadre in a group (Le. from one
level to the next level within a ladder in a group}, a candidate must fulfil
following criterion:-

i) Points threshold - Must have accumulated at least 50 ACR/APAR

points in the present leveL However, only ratings of 'Very Good' and
'Outstanding' wiU be counted towards accumulating these points (for
ACRs earlier than 25.07.2016, rating of 'Good' will be treated as
'Very Good').

ii) Consistent perfonnance - The ACR/ APAR points earned at the

current year should be at least as high as the average APAR points
earned in preceding two years in the current level.

iii) Vigilance clearance - Vigilance clearance is necessary before

actual promotion, to ensure that no disciplinary case is pending.
The Promotion Committee will assess suitability of employees
without regard to the disciplinary aspect. For the employees not
given vigilance clearance, Promotion Committee's findings and
gradings will be kept in a sealed cover and the fact recorded in
promotion committee proceedings. Same procedure will be followed
by subsequent promotion committee's till the disciplinary case is
concluded. On the conclusion of the case sealed cover will be
opened. In case the employee is completely exonerated he/she will
be promoted from the date of promotion of other employees that
year. If not exonerated, the findings of the sealed cover shall be
acted upon.

The suitability of the employees for Group B and C will be based on (i)
Absolute APAR scores (50% weightage) (ii) Assessment based on the
outstanding contributions of the employee (50% weightage) as per the
justifications provided for the outstanding performance give n in the
APARforms. No extra weightagewill be given to employee already
o.fficiating in the higher grade. The consolidated feedback of ISPIC, along
with thedetails of the APAR/ACR scores, will then be shared with the
Selection/
Contd ....
 -6-

Promotion Committee, constituted for the purpose of promotions as per the

statutory provisions of the Institute (Statute 12, liT Kanpur Statutes).

The Selection Committee will assess each candidate based on the

recommendations of the ISPIC and declare every candidate as 'fit' or 'unfit'
as per the prescribed criteria for the promotion. The Selection Committee
may invite candidates for test/ personal interview if deemed appropriate
(for Group B and C).

For all non-academic Group A officers (except Medical Officers}, the eligible
employee (as determined above, based on Points threshold) will be
assessed by the Selection/ Promotion Committee for promotion through a
personal interview. No weightage to the APAR score will then be given in
the assessment A list of those declared 'fit' will be prepared according to
their seniority. if two employees have the same seniority, the employee
who joined the Institute earlier will be put on top of the list The Committee
will recommend the names for promotion from the aforesaid list,
maintaining the seniority and will submit this list to the Director for
necessary approval for promotion to the next leveL Based on the approval
accorded, recommended candidates may be promoted with effect from the
date of approvaL A list of employees who have been promoted shall be
placed before the Boardfor its ratification.

14. Promotion across the group

(a ) Vacancies for promotion from one group to the next group (i.e. from
Group C to B and from Group B to A) shall be determined in
accordance with the manner prescribed in rule 7(d) and declared vide
a Notification.

(b) The minimum educational qualification and experience requirement

for direct entry will not apply in case of promotion. A staff member of
the Institute shall be eligible to apply for promotion against the
declared vacancies provided he satisfies the following four conditions
for promotion:-

(i) Minimum residency period - Unless otherwise provided in

these rules, a person applying for the post in the next group
must have completed minimum five years of residency period at
the apex level of his present group. The residency period shall
be determined in only one level of pay and not in combination
of different levels of pay.

(ii) Points threshold - Must have accumulated at leastl OOACR

I APAR points in his present group and at least 50 in the apex
level of his present group.

(iii) Consistent peifonnance: Only ratings of 'Very Good' and

'Outstanding' will be counted towards accumulating these
points. The employee shouldhave obtained atleast 4
(four)'Outstanding' and remaining grades must be at least
'Very Good' in the last eight years under consideration.

Contd .. ..
 -7-

(iv) Vigilance Clearance: Vigilance clearance is necessary before

actual promotion, to ensure that no disciplinary caseis
pending. The promotion committee will assess suitability of
employees without regard to the disciplinary aspect. For the
employees not given vigilance clearance, promotion committee
fmdings and gradings will be kept in a sealed cover and the fact
recorded in promotion committee proceedings. Same procedure
will be followed by subsequent promotion committees till the
disciplinary case is concluded. On the conclusion of the case
sealed cover will be opened. In case the employee is completely
exonerated he will be promoted from the date of promotionof
other employees that year. If not exonerated, the findings of the
sealed cover shall not be acted upon.

(c) The suitability of the employees for promotion will be assessed on the
basis of their ACRs I APARs, domain specific examination and
interview, wherever applicable. The domain specific examination and
interview, wherever applicable, will be qualifying in nature. No extra
weightage will be given to employee already officiating in the higher
grade. The promotion committee shall determine the merit of those
being assessed for promotion with reference to the prescribed
benchmark,qualifyingin the domain specific examination and
interview (if applicable), and accordingly grade the candidates as "fit"
or "unfit" only. A list of those assessed fit will be prepared according
to their seniority in relevant grade (with senior most person appearing
on the top of the list and so on). In case of two employees declared fit
and having the same seniority in the relevant grade the employee who
joined the institute before will be put on top of the list. Depending
upon the number of vacancies earmarked through promotions in each
cadre, the committee will prepare the list of candidates recommended
for promotion from the candidates appearing on the top of aforesaid
list of fit candidates maintaining the seniority. The committee will
submit this list to the Director for approval. Based on the a pproval
accorded by the Director, recommended candidates may be promoted
with effect from the date of approval accorded by the Director.

A list of employees who have been promoted shall be placed before the
Board for its ratification or information as required.

15. Probation period

(a) The employees promoted from one Group to another will be placed on
probation for a period one year and will maintain lien on hisprevious
post for the period of probation.

(b) On completion of the probation peiiod if the candidate is found

suitable, will be confirmed on the post.

(c) In case an employee is found not suitable for confirmation after

completion of one year of probation, he will revert back to the
previous post held by him on which lien was granted.

Contd ....
 -8-

(d) During the probation period if leave availed is for a period of more
than one month, the probation period will be extended by the period
of the leave which was availed. However, casual leave and
hospitalisation period shall not be considered for purpose of the
extending the probation.

(e) Except for the condition mentioned in point (d) above, the probation
period will not be extended under any circumstances.

16. Miscellaneous

(a) An employee, who has been promoted under these rules to the next
leveland then continues in the same levelfor further 10 years without
any promotion, will be eligible for grant of the financial up-gradation
under MACP Scheme after completion of 10 years in the
promotedlevel.

(b) There will be no promotion to unitary positions at apex of a cadre.

Selection to the apex position of a cadre shall be made only through
open advertisement.

(c) As promotion/up-gradation of Medical Officers are dealt under the

Dynamic Assured Career Progression (DACP) Scheme introduced by
the Govt of India, their promotion shall not be conducted under these
rules.

(d) Notwithstanding anything mentioned in these rules, the

decisions/guidelines issued by the Board, shall prevail.