Chapter One
Amended 1954 1
CHAPTER 1.
APPOINTMENTS AND THEIR TERMINATION. AGREEMENTS. PROMOTION. TRANSFER. RESIGNATION AND RETIREMENT.
(a) APPOINTMENTS: GENERAL.
1. (a) The Civil Service is divided for the purpose of appointments into three classes— Classes of appointments
(i) Class I—The Unified Services ;
(ii) Class II—Other offices the initial emoluments
of which are not less than £1,000 a year ;
(iii) Class III—Other offices the initial emoluments
of which are less than £1,000 a year.
(b) Officers holding posts in Class I and Class II will be regarded as being in Division I of the Service ; officers holding posts in Class III will be regarded as being in Division II of the Service.
2. (i) Appointments to vacant posts in Class I are Appointments : by whom made
normally made by the Secretary of State.
(ii) Appointments to vacant posts in Class II are normally made by the Secretary of State or the Crown Agents for Oversea Governments and Administrations.
(iii) An appointment to a vacant post in Class III may be made by the Governor when the candidate is resident in Northern or Southern Rhodesia, Nyasaland, the East African
Dependencies or the Union of South Africa. When the candi-
date is resident elsewhere, the appointment is made by the Crown Agents.
3. Every application for appointment which may be Local
received by a Head of Department will be referred to the Chief Establishment Officer if the post concerned is in Class I or Class II, and to the Civil Service Commission if the post is applications
in Class III. An applicant resident in Southern Africa should for appoint-
in no case be advised to apply direct to the Secretary of State or to the Crown Agents. When forwarding any such application, the Head of Department should state whether he wishes to offer the applicant employment. Every application should be accompanied by a completed P/1 Form (Appendix I) and the original and one copy each of testimonials ; applicants for posts which are filled by the Secretary of State should complete the P/1 Form in triplicate and send three copies ment
of each testimonial. Original testimonials will be returned
after examination.
Amended 1958 (Series I) {CHAPTER 1] 2
4. When a vacancy occurs in a department the Head Head of Department
of the Department will inform the Chief Establishment Officer, at the same time making any recommendation as to the filling thereof that he may desire to make. to report
vacancies
5. When submitting requests for the Secretary of Particulars
State or the Crown Agents to be addressed with regard to the selection of a candidate to fill a vacancy or a newly created post, the Head of Department concerned will submit to the Chief Establishment Officer one copy of a form of Particulars of Vacancy (Appendix II). This form will be accompanied by a statement as to how and when the vacancy occurred and, in the case of a vacancy other than one in the lowest grade, why no officer already in the Service is recommended for promotion. of vacancy
6. No appointments, whether temporary or otherwise, Appoint-ments
for which there is no provision in the Estimates may be made without the sanction of the Governor and, in some cases, of the Secretary of State, nor may an officer be paid salary at a higher rate, nor may the number of the staff be increased to a larger number than is sanctioned in the Estimates without the authority of the Governor or of the Secretary of State. Similarly, promotions and transfers are limited by the approved Estimates. The authorised establishment of departments as shown in the Estimates is expected to be sufficient to cover all their requirements, including the absence on leave of a proportion of the staff. limited by the
Estimates
7. Prior authority to make a local appointment must Prior authority
be obtained from the Chief Establishment Officer, and no appointment may be made before authority has been given tobtained
and the rate of salary approved. In very exceptional
circumstances, authority may be requested and approval given by telephone or telegram.
8. Heads of Departments will report to the Chief Termination of appoint-ments to be
Establishment Officer the termination of any temporary appointment, stating the date of cessation of duty and the rme pe no r ts e do e
reasons for such termination. Heads of Departments should
notify the Accountant-General and the Director of Audit of the date of termination of all appointments.
9. (a) All candidates for employment must undergo Medical . exammatio n
an examination by a medical officer, and a certificate of medical fitness must be forwarded to the Head of the Department in which the candidate is applying for employment. Where the examination is carried out by a Government Medical Officer the form prescribed in Appendix III will be used. A copy of the medical certificate must be sent to the Chief Establishment Officer when authority is requested for the appointment of the candidate. ..
(b) No fee will be charged by a Government Medical Officer, but any fee charged by a private practitioner will be paid by the candidate himself.
Amended 1954 [CHAPTER I] 3
10. Heads of Department are responsible for seeing Vital Statistics
that every newly appointed officer submits a Vital Statistics Form (Appendix IV) to the Chief Establishment Officer as As amended by
soon as possible after taking up his appointment. A copy C.M.No
of the form should also be sent to the Accountant-General. Officers are themselves responsible for notifying the Chief TS pr1213 (E) of 1/6/50).
Establishment Officer (through the Head of Department
concerned), with a copy to the Accountant-General, if any addition or amendment to the Vital Statistics Form becomes necessary.
11. Appointments will date from the day on which Date of appointment
the officer first draws salary, whether such salary is full or half salary.
12. Every officer on the permanent and pensionable Termination of appointment
establishment, other than an officer appointed under letters patent, holds office subject to the pleasure of the Crown, and the pleasure of the Crown that an officer should no longer hold his appointment may be signified through the Secretary of State, in which event no special formalities are required
for the termination of such appointment.
13. Before a recommendation is made for the removal Termination of appoint-ment on
of an officer on the grounds of general inefficiency, as provided for in Colonial Regulation 76, it is necessary that due warning shall have been conveyed to him more than once, plainly intimating that his work has been unsatisfactory, or that his increment shall have been stopped, or that he shall have been otherwise warned, so as to allow ample opportunity for improvement. grounds of general inefficiency
14. In every case in which it is necessary to warn an Warning
officer that his work is unsatisfactory, such warning will invariably be recorded by the officer conveying it. to be recorded
15. The procedure to be adopted when it is desired to Suspension
suspend an officer holding a pensionable appointment with a view to his punishment or removal from the Service is set out in Colonial Regulations 65 to 76 and must be strictly followed.
16. When a Head of Department considers it necessary Head of Department recommend.
to recommend the suspension of one of his subordinate officers he will submit a report to the Chief Establishment Officer, whowill consult the Secretary or Member responsible for that suspension
department. Pending the decision of the Governor the officer Re-engagement of dismissed officer
may, if desirable, be prohibited from carrying out his duties, but he may not be deprived of any portion of his emoluments.
17. No officer who has been dismissed from the Public
Service may be re-employed without the previous sanction of the Governor.
Amended 1957 (Series III) [CHAPTER I]
18. No candidate for employment who is in receipt of Engagement Pensioner
a pension from another Government may be engaged without the previous sanction of the Governor.
19. (a) Any officer on leaving the Service should, when practicable, be asked by his Head of Department before he leaves if he wishes to be furnished with a Certificate of Service. A copy of the form is shown in Appendix V and no other form of testimonial or commendatory letter shall be issued to him. Certificate of Service
(b) Efficiency and general conduct will be summarised as "Very Good ", "Good ", " Fair " or "Indifferent ", but Heads of Departments will also give, where applicable, detailed information as in paragraph (c) below. As Amended by C.M.No. TS. 5/3/6 of 18/4/57)
(c) The main purpose of such certificates is that they may be used as references covering the officer's period of service in the Territory when the time comes for him to seek employment elsewhere. Heads of Departments who complete certificates should give in them information which they, were they in the position of a prospective employer, might fairly expect to obtain from the person who had previously employed the
officer. It is not desired that the certificates should be so
worded as to suppress information which prospectiye employers are entitled to expect, but there may be officers whose failure in the Territory was due to circumstances which would not necessarily obtain elsewhere, or who, though not successful in the service of the Territory, have, nevertheless, qualities which fit them for employment in the United Kingdom or
abroad. Due weight should be given to these factors by the
officer who completes the Certificate of Service and it is important that care should be taken to ensure that the certificate issued in any such case is carefully worded so as to give the officer credit for any good qualities which he may have shown and so that it does not, through a lack of precision, or by the bare expression of a general adverse opinion, have the
effect of prejudicing the holder's chances of obtaining
subsequent employment of a kind for which he might in fact be qualified.
(d) In the case of artisans, mechanics and generally of officers on agreement, who are specially dependent for further employment on testimonials as to their conduct and efficiency in previous situations, certificates in the nature of those detailed in sub-paragraph (c) above should always be given.
(e) One copy of every Certificate of Service will be filed
on the officer's personal record. In addition, when an officer
to whom a Certificate of Service has been furnished is proceeding to the United Kingdom, a triplicate copy will be transmitted to the Crown Agents with the officer's leave papers.
(f) When any officer appointed by the Secretary of State (whether on agreement or probation) leaves the Service other- wise than on retirement or transfer a brief report on his conduct
Amended 1957 (Series III) [CHAPTER I] 4A
and efficiency should be forwarded to the Chief Establishment
Officer for transmission to the Secretary of State. The report
should be forwarded at the same time as the Chief Establishment Officer is notified of the date of the officer's departure from the Territory in accordance with General Order No. 121
(c).
20. An officer who fails to take up the post to which he Liability for refunds
is appointed, or who leaves or resigns before completing a first or subsequent minimum tour of twenty-four months' by officer
resigning, etc.
Amended 1954 [CHAPTER I] 5
service, or is dismissed before completing a first or subsequent minimum tour of twenty-four months' service, will be required to refund to the Government the whole or such part as may be directed of:
(i) the cost of his own and his family's passages (including travelling expenses and rail fares) to Northern Rhodesia, or from and to Northern Rhodesia, as the case may be, and
(ii) in the case of officers who have served for less than one complete tour of service, outfit and excess baggage allowances.
21. When an officer resigns or is dismissed prior to Refunds to be paid prior to
the completion of a minimum tour of service, the Head of Department will- be responsible for seeing that all refunds that may be due from such officer are recovered before his departure. departure
(b) APPOINTMENT ON PROBATION.
22. Appointments other than those on agreement are Probationary period
subject to two years' probation from the date of the commence- ment of the officer's first tour of service.
23. Formal notice of such appointment will be conveyed Letter of appointment
to the person appointed through the Head of his department
by letter from the Chief Establishment Officer. This letter
will contain or refer to the specific terms of the appointment.
24. After the completion of two years' residential Confirmation
service an officer appointed on probation who has been thoroughly satisfactory in all respects and who has passed the prescribed examinations may be confirmed in his appointment and admitted to the permanent and pensionable establishment. The officer then ceases to be on probation and becomes eligible for pension or gratuity on retirement in accordance with the law. of officer appointed on
probation
25. The pensionable service of an officer who has been Pensionable service : how
confirmed in his appointment will date from the day on which he first drew salary in respect of the pensionable office, whether such salary was full or half salary. reckoned
26. It is the duty of the senior officers concerned to opportuni-
see that every officer on probation is given adequate oppor- tunities to qualify for confirmation. ty to qualify for
confirmation
27. (a) Application for confirmation should be made by the officer to the Chief Establishment Officer, through the Head of his department or his Provincial Commissioner as the case may be, at least three months before the expiration of the probationary period, and if that period is due to expire during vacation leave, at least one month before his application to proceed on leave is submitted. Application
(b) Although application for confirmation should be made by an officer himself, it is the duty of the Head of Department or Provincial Commissioner to see that the application is submitted at the proper time. for
confirmation
[CHAPTER I] 6
28. When forwarding an application for confirmation, Recom-
the Head of Department or Provincial Commissioner concerned will state specifically whether the applicant has fulfilled the requirements of General Order 24, and whether he considers that the applicant is in every way suitable for confirmation. mendation by Head of Depart- ment
• 29. (a) The Governor, subject to the approval of the Termination
Secretary of State, may give notice of termination of engagement at any time during the period of probation, without assigning any reason, on giving the officer a free passage back to the United Kingdom or to the country of engagement and leave of absence with full salary for the time necessarily spent on the voyage and for a further period which shall be reckoned at the rate of five days-for each completed month of residential service. of pro-bationary
(b) Notice without assignment of reason may also be given to an officer on leave of absence, in which event he will be allowed to complete the leave of absence granted to him ; but in no case shall such notice be less than four weeks. appoint-ment
(c) During the period of probation the Governor may further, subject to confirmation by the Secretary of State, cancel an appointment at any time if the officer has been guilty of any misconduct, or if the Governor is satisfied that he is inefficient, and that his inefficiency is due to his own negligence or default ; and in that case the officer will not be entitled to a free passage back to the United Kingdom or elsewhere, or to any leave of absence or pay after the date of the letter by which the cancellation is notified to him.
30. Whenever a Head of Department wishes to recom- for termination of probationary appoint-
mend that the probationary appointment of an officer should be terminated, other than summarily on grounds of misconduct, he will submit to the Chief Establishment Officer a report giving specific reasons therefor. This report must be received in sufficient time to permit of the Governor's decision not to confirm the officer in his appointment being conveyed to the latter before his departure from the Territory, and of his receiving at least three months' notice. ment to be
submitted early
31. An officer whose probationary appointment is Refunds by officer whose
terminated in accordance with General Order 29 (a) or 29 (b) will not be called upon to make any of the refunds referred to in General Order 20. An officer whose probationary appoint- ment is terminated in accordance with General Order 29 (c) will be liable for such refunds. probationary appointment is terminated
(c) APPOINTMENT ON AGREEMENT.
32. Every officer, other than one appointed on probation, Officers
will be required to sign a form of agreement. not on probation to be on agreement
33. (a) There are two types of agreement, namely— Types ot agreement
(i) Agreement for a tour of service of approximately
thirty-six months. (That for Division II officers
is shown in Appendix VI.) This agreement may
be terminated by Government at any time on giving the officer three months' notice in writing, or on
paying him one month's salary. It may be termin-
ated by the officer, at any time after the expiration of three months from the commencement of a tour of residential service, on giving Government three months' notice in writing or on paying to Government one month's salary.
(ii) Temporary agreement (Appendix VII) which may be terminated by either party by giving thirty
days' notice or such lesser period as may be
stated in the agreement, or by payment of the equivalent salary.
(b) The following additional clause will be added to the temporary agreement form in the case of married female officers :
"In the event of your marriage interfering in any way with the performance of your duties the right is
reserved to terminate your appointment without
notice ".
34. If, after three years' service on agreement, or at the confirma-
end of his first tour of service, whichever first occurs, the officer is occupying a post that has been declared pensionable, has passed the prescribed examinations, and has been satis- factory in all respects (and in the case of a female officer is unmarried) he may be admitted to the permanent and tion (As amended by
pensionable establishment. He will then be eligible on retire- C.M.No.
ment for pension or gratuity in accordance with the law. 510(E) of
9/4/52)
35. Application for further employment must be made Officer on agreement to apply for re-engage-ment
by the officer himself through the Head of his Department, as provided for in his agreement. It is the duty of the Head of Department concerned to see that such application is submitted at the proper time.
36. When forwarding an officer's application for re- Head of Department to state whether re-engagement is desirable
engagement the Head of Department will invariably state whether or not he wishes to retain the officer's services.
37. If the Head of Department does not wish to retain Officer to be notified of intention not to
the services of an officer serving on agreement, he will submit a recommendation to that effect in time to allow of the officer being informed of the decision not to re-engage him at least one month prior to his departure on leave and not less than six months before his service (including approved leave) is due to be completed. reaengage him
Amended 1954 [CHAPTER 1] 8
(d) PROMOTION AND TRANSFER. Promotion: by whom made
38. Promotions of officers to posts which are in Class I
and II (vide General Order 1) are made by the Secretary of State. Promotions of officers to posts which are in Class III are made by the Governor.
39. Promotions within the Service will be made by Promotion within the Service
selection as vacancies occur. The fact that a vacancy exists in a higher grade does not in itself entitle any officer in a lower grade to succeed to it.
40. The practice of seeking the influence of Members Irregular means of
of Parliament and others in the United Kingdom, or of seeking promotion
Unofficial Members of Legislative Council in Northern
Rhodesia, as a means of bringing forward an officer's name with a view to his being considered for promotion is regarded with disapproval, and any attempt to obtain promotion by irregular means will not be of advantage to the officer concerned.
41. Colonial Regulation 41 applies to promotion within Date from
a department but not to promotion which involves transfer to another department, in which event the date of promotion is fixed as follows: which promotion takes effect
(i) if the officer is in the Territory at the time of promotion, it will be the date on which he assumes the duties of the new post ;
(ii) if the officer is on vacation leave at the time, it will be the date on which he embarks in the United Kingdom (or commences his return journey if his leave is not spent in the United Kingdom) in order to assume those duties.
42. An officer who is in receipt of a personal allowance Personal allowance to cease on promotion
will cease to draw such allowance upon promotion ; but he will draw, in his new appointment, salary not less than the 3ombined salary and personal allowance previously drawn. promotion
43. Applications for transfer (with or without promotion) Application
to another Dependency, or for promotion within the Service to a vacancy which the Governor is not empowered to fill without prior reference to the Secretary of State, will be ;ubmitted through the Head of Department concerned to the Dhief Establishment Officer and should be accompanied by three copies of Form P/2 together with three copies of one of the following : Form B.91, B.92, B.93, or B.94 as the case may )e. for transfer to another Dependency or for promotion
to posts in Class I and Class II
44. (a) When a post in Class III falls vacant, and officers are invited to submit applications to be considered for )romotion to the post in question, such applications will be submitted as may be directed. Application
for promotion within the Service : Class III posts
[CHAPTER I] 9
(b) Applications other than those which have been
specifically called for will be submitted through the Head of the officer's department to the Chief Establishment Officer.
(c) In either case, the Head of Department will state, when forwarding the application, whether he is able to recommend the promotion of the applicant and also whether there is any other officer in his department senior to the applicant who should receive prior consideration for the vacancy in
question.
45. An officer who wishes to be considered for transfer Application tfoorantroatnhsefrer
(without promotion) to another department should apply to the Head of his department stating the reasons for his desire for a transfer and his qualifications for the work he wishes to undertake. The Head of the officer's department will forward the application to the Head of the department to which transfer is desired together with his recommendations in duplicate, and the latter will forward copies of the correspondence to the Chief Establishment Officer together with his own recommendations and comments as to the suitability of the applicant and the desirability of the transfer being effected. department
46. (a) Offers of inter-colonial transfer are to be treated as confidential until at least a week after their acceptance and, whenever possible, the Chief Secretary's prior approval should be obtained before they are divulged. Offer of transfer
(b) Only for the most exceptional reasons would the simple refusal of an offer of transfer (with or without promotion) prejudice an officer's prospects of further offers. An officer who receives an offer of transfer or promotion is at liberty to determine his acceptance or refusal entirely in the light of his own interests, though it would be desirable that he should follow up a refusal with an explanation (confidential or otherwise) of his reasons, which would offer some guidance in determining whether any, or what kind of, further offer should be made at a later date. treated as confidentia
(e) RESIGNATION AND RETIREMENT.
47. An officer of the permanent establishment or holding Resignation subject to Governor's
a probationary appointment may not resign except with the approval
permission of the Governor. Such permission will normally
be granted in the case of an officer of the permanent establishment only if not less than six months' notice (exclusive of leave) is given, so that the vacant post can be satisfactorily filled ; in the case of an officer holding a probationary appointment, not less than three months' notice (exclusive of leave) will normally be required.
48. An officer who is eligible to retire on pension and Officer to give notice of desire
wishes to do so should notify the Chief Establishment Officer, through the Head of his department, not less than six months before the date upon which he wishes to proceed on leave to retire
Amended 1957 (Series III) [CHAPTER I] 10
pending retirement, so as to afford Government adequate time to make arrangements for filling the vacancy so caused.
49. (a) An officer on the permanent establishment who gives notice of his desire to resign or retire •in accordance with the two preceding General Orders, or an officer serving on agreement for a tour of service who gives the proper notice in accordance with the terms of his agreement, will be granted normal leave privileges. Grant of
accummulated vacation
leave to officer retiring
(b) The case of an officer who notifies his intention to resign or retire other than in accordance with the two preceding General Orders will be decided on its merits.
50. The normal retiring age for an officer on the Age of
permanent and pensionable establishment is fifty-five years. retirement
51. Not later than the 15th January each year, Heads Return of \officers
of Departments and Provincial Commissioners will submit to the Chief Establishment Officer a return of all officers in their departments and provinces who at the date of the return approaching age of
have reached the age of fifty years. This return will show retirement
against the name of each officer the date on which he reached the age of fifty, the number of months served during the current tour, and the amount of deferred leave (if any) due to him in respect of previous tours. The name of any serving officer whose retirement has already been approved will be included in the return with a note to that effect.
(f) MARRIED FEMALE OFFICERS.
53. A single woman on the permanent and pensionable Resignation maybe required on marriage
establishment, or serving on agreement for a tour of service, may be required to resign her appointment in the event of her marriage, and a widow may similarly be required to resign in the event of her re-marriage.
54. A married woman who is serving on a full-time basis Conditions
will be eligible for the same conditions of service in respect of leave, passage privileges and medical attention in respect of herself only as a male officer. A married woman who is the wife of a civil servant will not in any circumstances be eligible for double passage privileges. of service of married female
officers
55. When a married female officer who has been em- Married woman accompany-
ployed continuously for twenty-four months, and who is the wife of a civil servant, accompanies her husband on vacation leave she will be granted the leave earned by her tour, and consideration may be given to regarding any period of absence in excess of the leave which she has earned as leave without pay. ing her husband on leave
56. An officer employed on a part-time basis is eligible Leave privileges of Part-time officers
for local leave but not for vacation leave.
