1. Define confirmation.

Answer:
Confirmation is approval that an officer has satisfactorily completed probation.

2. Obligations of an officer during probation.

Answer:
Good conduct, punctuality, performance of duties, and passing required exams.

3. Procedure/authority for termination during probation.

Answer:
Officer receives query, poor performance documented, recommendation by HOD, PSC approves termination.

4. Records each department must keep.

Answer:
Personal file, posting records, leave records, training history, and discipline records.

5. How a Query is raised + officer’s rights.

Answer:
Written allegation is issued; officer must reply within stipulated time and is entitled to fair hearing.

6. Process for withholding salaries under investigation.

Answer:
Officer placed on suspension; salary reduced or stopped depending on rule.

7. Concept of stop remarks.

Answer:
A note placed on officer’s record preventing promotion until issue is cleared.

8. Obligations when accepting outside appointment.

Answer:
Must seek approval; must not accept employment conflicting with official duties.

9. Requirement for declaration of assets.

Answer:
Officers at specified grades must declare assets on assumption and exit of office.

10. Updating address and next-of-kin.

Answer:
Officer submits written notification; HR updates official records immediately.

11. Five offences for summary dismissal.

Answer:
Fraud, theft, falsification of records, gross insubordination, and embezzlement.

12. Differentiate reprimand, stoppage of increment, reduction in rank.

Answer:
Reprimand: verbal/written warning.
Stoppage: salary increment halted for a period.
Reduction: demotion to lower grade.

13. Procedure for internal misconduct inquiry.

Answer:
Panel is set → officer notified → evidence reviewed → findings submitted.

14. Terms of reference for investigative panel.

Answer:
To investigate allegations, gather evidence, determine culpability, and recommend actions.

15. Rights of accused officer.

Answer:
Fair hearing, call witnesses, cross-examine, and access to evidence.

16. Use of mitigation evidence.

Answer:
Officer may present evidence to reduce punishment based on character, service record etc.

17. Composition of appeals panel.

Answer:
Senior officers appointed by PSC or HOS, including legal adviser.

18. Implementation of disciplinary recommendations.

Answer:
PSC approves → Establishments issues letter → department enforces.

19. Role of legal counsel.

Answer:
Advises panel, ensures compliance with legal standards.

20. Preserving confidentiality in inquiries.

Answer:
Restricted access, closed sessions, sealed documents.

21. Transfer-on-promotion administration.

Answer:
Officer is posted to new duty station and takes up higher responsibilities immediately.

22. Redeployment between ministries.

Answer:
Initiated by HOS; officer reports with release letter.

23. Redundancy and retrenchment management.

Answer:
Carried out when positions become unnecessary; affected staff notified and compensated.

24. Compensation for redundancy.

Answer:
Severance pay, gratuity, and sometimes training support.

25. Rules for secondment to international bodies.

Answer:
Must be approved by HOS/PSC; officer signs bond.

26. Obligations on return from secondment.

Answer:
Submit report, resume duty immediately, update records.

27. Conditions for medical termination.

Answer:
Medical board certifies incapacity; PSC approves.

28. Steps in medical retirement.

Answer:
Medical exam → board recommendation → PSC approval → processing of benefits.

29. Role of medical boards.

Answer:
Assess fitness and certify medical conditions.

30. Documents for sick leave beyond one month.

Answer:
Medical board report, specialist certificate, hospital records.

31. Procedure for professional study leave with pay.

Answer:
Submit application → relevance confirmed → HOS/PSC approval → bond signed.

32. How research leave differs from study leave.

Answer:
Research leave supports approved research; study leave is for academic programmes.

33. State Government’s role in overseas training.

Answer:
Approves funding, issues clearance, and ensures national relevance.

34. Financial undertakings for study leave without pay.

Answer:
Officer bears full cost and signs undertaking not to demand salary.

35. Recovering training costs.

Answer:
Service deducts owed amount from salary or benefits if officer fails to complete programme.

36. Rules on gifts.

Answer:
Officers cannot accept gifts that may influence duties; only token gifts allowed with declaration.

37. Reporting for court witness duty.

Answer:
Officer notifies HOD, attends court with official permission, and submits report afterward.

38. Temporary appointments—creation and termination.

Answer:
Created for short-term needs; terminated when no longer required or at expiry date.

39. Rules on private practice.

Answer:
Officer must get approval; cannot engage in work conflicting with official duties.

40. Updating next-of-kin after marriage.

Answer:
Submit marriage certificate and request to HR for record update.

41. Applying for permission to travel abroad on leave.

Answer:
Submit written request with itinerary and contact details; approval from HOS/PSC required.

42. When may leave be refused?

Answer:
During emergencies, understaffing, or when officer’s presence is essential.

43. Records needed when applying for study leave with pay.

Answer:
Admission letter, programme details, relevance memo, performance records.

44. Requirements for terminal benefits.

Answer:
Final record of service, clearance certificate, bank details, retirement letter.

45. Computing service length with breaks.

Answer:
Only periods of active service count; breaks officially deducted unless reinstated.

46. Role of Accountant-General.

Answer:
Processes payment of salaries, pensions, and verifies financial documentation.

47. Handling lost or destroyed records.

Answer:
Officer submits affidavit; reconstructed using backups; verified by HR.

48. Policy on re-employment of retirees.

Answer:
Allowed only on contract basis for special skills and with PSC approval.

49. Handling gross incompetence.

Answer:
Officer is warned, trained, monitored; if no improvement, disciplinary action follows.

50. Checklist for submitting promotion dossier.

Answer:
– Updated personal records
– Last 3 years appraisal
– Exam results
– Discipline clearance
– Attendance record
– Training certificates
– Vacancy availability
– HOD recommendation