The undersigned is directed to refer to this Ministry’s O.M. of even number dated the 13^th March, 1989 through which the Cadre Training Plan inter-alia for the officers of CSSS was evolved and circulated. In recent years, a steady restructuring of the CSSS has taken place. In addition, computerisation, automation and an overall environment of liberalisation is coming up. With every upswing in the career of the members of CSSS, both quantitative and qualitative changes take place in respect of possession of in-depth knowledge of rules and procedures and advanced professional skills to effectively perform their role, in the context of higher expectations from officers and public. Accordingly, there is a need for enrichment of existing knowledge and skills at every new stage in their career and to focus training/development effort consciously in this direction.

2. Keeping in view the above and the professional needs of the each grade of CSSS, a new Cadre Training Plan has been evolved. A copy of the said Cadre Training Plan is enclosed.

3. The salient features of the new Cadre Training Plan for officers of CSSS are as under:

1. For Stenographers

1. For Personal Assistants

   All Direct Recruit Personal Assistants shall undergo the induction training programme of two weeks duration (as given in Annexure-II) conducted by the Institute of Secretariat Training & Management (ISTM) after allocation and before joining the Ministry/Department/Office.

2. For promotee Personal Assistants

   All promotee Personnel Assistants shall undergo the same training programme as prescribed for Direct Recruit Personal Assistants, within one year of their regular promotion, failing which, there next increment will be withheld.

3. For Private Secretaries

   All Private Secretaries (both seniority quota and Limited Departmental Competitive Examination quota) shall participate in the Workshop as prescribed in Annexure-III to this O.M. within one year of their promotion, failing which their next increment will be withheld.

4. For Principal Private Secretaries

Objectives:

At the end of the course the trainees will be able to-

• identify and perform the basic skills of assisting the officer in the discharge of his duties and functions;
• develop the job related attitudes in the work situation;
• use personal computer on Word Processing software.

Duration - Two weeks

Computer - 4 working days

Study tour - (Two intervening holidays + 1 working day)

Number of sessions - 25 sessions

Technology Based

1. Operating FAX
2. Operating Telex
3. Use of Photocopier
4. Use of Cyclostyling Machine
5. Use of electronic Typewriter
6. Use of Multi-functional Telephones
7. Use of Paper Shredding Machine

Course Administration

Introduction, Course Overview, Sharing of expectations - 1

Experience Sharing (During Study Tour)

Valediction - 1

Clean Working Environment Health and safety at work - 1

Film on : ‘Effective Secretary’.

* For details please see attached session plan

Since the induction training for Stenographers has been decentralised vide CS Division’s O.M.No.20/21/94-CS.II dated 2^nd January, 1995, this proposal can be incorporated as revised decentralised induction training programme.

KNOWLEDGE OF RULES AND PROCEDURES (8 sessions)

1. Machinery of Government of India
2. Office Procedure
3. Parliamentary Procedure/Work
4. Leave Rules
5. Leave Travel Concession
6. Conduct Rules
7. Official Language Policy of the Union

BEHAVIOURAL SKILLS (4 sessions)

Such as-

1. Motivation;
2. Communication;
3. Inter-personal relations; etc.

PROFESSION SKILLS (9 sessions)

1. The Personal Section
2. Files maintained in the Personal Section
3. Stenographers’ Personality
4. Selecting Day’s Priorities
5. Time Management/Engagement Diary
6. Handling of Dak/Files
7. Management of Information
8. Official Meetings
9. Handling Visitors
10. Handling Telephone Calls
11. Tour programme & Travel Arrangements
12. Managing Office while officer is on tour
13. Shorthand/Transcription skills
14. Quality Typing/Documentation
15. Personal Section and Emerging Technologies
16. Getting alongwith the officers; (during study tour)

Objectives:

At the end of the course the trainees will be able to-

• Identify his/her role in assisting the officer at and above middle management level;
• Relate his/her role to the duties and responsibilities of the officer;
• Perform basic skills to help the officer in the discharge of his functions;
• develop the job related attitudes in the work situation;
• use personal computer on Word Processing software.

Duration - Two weeks

Computer - 4 working days

Study tour - (Two intervening holidays + 1 working day)

Number of sessions - 25 sessions

Technology Based

1. Operating FAX
2. Operating Telex
3. Use of Photocopier
4. Use of Cyclostyling Machine
5. Use of electronic Typewriter
6. Use of Multi-functional Telephones
7. Use of Paper Shredding Machine

Course Administration

Introduction, Course Overview, Sharing of expectations - 1

Experience Sharing (During Study Tour)

Valediction - 1

Clean Working Environment Health and safety at work - 1

Film on : ‘Effective Secretary’.

* For details please see attached session plan

KNOWLEDGE OF RULES AND PROCEDURES (10 sessions)

1. Machinery of Government of India
2. Office Procedure
3. Parliamentary Procedure
4. Conduct Rules
5. Leave Rules
6. Leave Travel Concession
7. Official Language Policy of the Union
8. Income Tax
9. Pension Rules
10. Noting/Drafting

BEHAVIOURAL SKILLS (7 sessions)

Such as-

1. Self Motivation;
2. Communication;
3. Inter-personal relations; and
4. Management of Conflict; etc.
5. Stress Management

PROFESSION SKILLS (5 sessions)

1. Time Management/Maintenance of Engagement Diary
2. Handling visitors/telephone calls
3. Official Meetings
4. Tour programme/Programme Travel Arrangements
5. Managing Office while officer is on tour
6. Management of Information
7. Personal Section and Emerging Technologies(during study tour)
8. Getting alongwith the officers/knowing the boss (during study tour)

Aim

The workshop will enable the participants to enrich their skills of assisting the officer in the discharge of his duties and functions.

Duration - 5 working days

Areas covered

• knowledge of Rules and Procedures
• Behavioural Skills
• Professional Skills
• Management Skills

Benefits of Workshop approach

• Flexible timings/inputs
• Participants can choose and give thrust to areas beneficial to them
• Full utilization of their existing knowledge & skills
• Update Behavioural skills
• Team work/spirit enhanced

Methodology

• Syndicate;
• Group Exercises;
• Role Play;
• Lesson;
• Lecture;
• Quiz;
• Film;
• Audio exercises;
• Field trip; etc.

Adequate time would be given to the participants to share their knowledge and experience. The role of the faculty would be only that a FACILITATOR.

Participants’ learning needs would be assessed while inviting applications and at the start of the Workshop.

KNOWLEDGE OF RULES AND PROCEDURES

1. Income Tax
2. Staff Car Rules
3. Official Language Policy of the Union
4. Pension Rules
5. Administrative Vigilance

BEHAVIOURAL/MANAGEMENT SKILLS

Such as-

1. Management by Human Values;
2. Self development;
3. Motivating self and others;
4. Communication;
5. Inter-personal relations;
6. Management of Conflict; etc.
7. Stress Management

PROFESSION SKILLS

1. The Personal Section
2. Personality of PS
3. Management of Information
4. Security
5. Selecting Day’s Priorities
6. Time Management/Engagement Diary
7. Handling Visitors
8. Handling Telephone Calls
9. Tour/Travel Arrangements
10. Managing Office while officer is on tour
11. Role of PS in Official Meetings
12. Role of PS in Parliamentary Work
13. Files maintained in the Personal Section
14. Getting alongwith the officer

IN ADDITON

1. Positive thinking
2. Clean/Orderly Working Environment
3. Health & Safety at work
4. Study Trip
5. * Film on ‘Effective Secretary’

* (New films to be screened on availability from time to time)

3^rd Day Forenoon - BEHAVIOURAL SKILLS *

• Pension Rules

- Role of PS in - official meetings

- handling parliamentary work - Files maintained in the Personal Section

Afternoon - Study Trip

4^th Day Forenoon - BEHAVIOURAL SKILLS *

• Health & Safety at Work
• Stress Management

Afternoon - Stress Management

5^th Day Forenoon - BEHAVIOURAL SKILLS *

Afternoon - Getting along with the officer

- ** Film – ‘Effective Secretary’

- Valediction

* Inputs such as - Management by Human Values - Self-development; - Motivating self and others; - Communication; - Inter-personal relations; - Management of Conflicts; etc. ** (New films to be screened on availability from time to time)

Duration - 5 working days

Areas covered - Knowledge of Rules and Procedures - Behavioural Skills - Professional Skills - Management Skills

1^ST Day Forenoon - Introduction and Overview of Workshop

- Sharing of Expectations - ‘Positive Thinking’

Afternoon - Selecting Day’s Priorities

2^nd Day Forenoon - BEHAVIOURAL SKILLS *

- Staff Car Rules - Official Language Policy of the Union

Afternoon - Handling Visitors - Handling Telephone Calls - Tour/Travel Arrangements - Managing office while officer is on tour

IN ADDITION

1. Positive thinking
2. Clean/Orderly Working Environment
3. Health & Safety at work
4. Study Trip
5. * Film on ‘Effective Secretary’

* (New films to be screened on availability from time to time)

Aim

The workshop will enable the participants to attain clarity in their role of assisting the officer in his duties and functions.

Duration - 5 working days

Areas covered

• knowledge of Rules and Procedures
• Behavioural Skills
• Professional Skills
• Management Skills

Benefits of Workshop approach

• Flexible timings/inputs
• Participants can choose and give thrust to areas beneficial to them
• Full utilization of their existing knowledge & skills
• Update Behavioural skills
• Team work/spirit enhanced

Methodology (participatory approach)

• Syndicate;
• Group Exercises;
• Role Play;
• Lesson;
• Lecture;
• Quiz;
• Film;
• Audio exercises;
• Field trip; etc.

Adequate time would be given to the participants to share their knowledge and experience. The role of the faculty would be only that a FACILITATOR.

Participants’ learning needs would be assessed while inviting applications and at the start of the Workshop.

KNOWLEDGE OF RULES AND PROCEDURES

1. Income Tax
2. Staff Car Rules
3. Pension Rules
4. Administrative Vigilance
5. Noting/Drafting

BEHAVIOURAL/MANAGEMENT SKILLS

Such as-

1. Management by Human Values;
2. Self development;
3. Motivating self and others;
4. Communication;
5. Inter-personal relations;
6. Management of Conflict; etc.
7. Stress Management

PROFESSION SKILLS

1. The Personal Section
2. Personality of PPS
3. Management of Information
4. Security
5. Selecting Day’s Priorities
6. Time Management/Engagement Diary
7. Handling Visitors
8. Handling Telephone Calls
9. Role of PPS in Official Meetings
10. Role of PPS in Parliamentary Work
11. Files maintained in the Personal Section
12. Getting alongwith the officer

IN ADDITON

1. Positive thinking
2. Clean/Orderly Working Environment
3. Health & Safety at work
4. Study Trip
5. * Film on ‘Effective Secretary’

* (New films to be screened on availability from time to time)

Duration - 5 working days

Areas covered

• knowledge of Rules and Procedures
• Behavioural Skills
• Professional Skills
• Management Skills

1^ST Day Forenoon - Introduction and Overview of Workshop

- Sharing of Expectations - ‘Positive Thinking’

Afternoon - Selecting Day’s Priorities

2^nd Day Forenoon - BEHAVIOURAL SKILLS *

- Staff Car Rules - Handling Visitors - Handling Telephone Calls

Afternoon - Noting/Drafting

3^rd Day Forenoon - BEHAVIOURAL SKILLS *

• Pension Rules

- Role of PPS in - official meetings

- handling parliamentary work - Files maintained in the Personal Section

Afternoon - Study Trip

4^th Day Forenoon - BEHAVIOURAL SKILLS *

Afternoon - Stress Management

5^th Day Forenoon - BEHAVIOURAL SKILLS *

Afternoon - Getting along with the officer

- ** Film – ‘Effective Secretary’

- Valediction

* Inputs such as - Management by Human Values - Self-development; - Motivating self and others; - Communication; - Inter-personal relations; - Management of Conflicts; etc.

** (New films to be screened on availability from time to time)