Transparent Recruitment Process (TRP) of UP Police Recruitment and Promotion Board. Kamal Saksena Member Secretary UPPR&P Board Lucknow

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1 Transparent Process (TRP) of UP Police and Promotion Board Kamal Saksena Member Secretary UPPR&P Board Lucknow

2 Transparent Process (TRP) of UP Police and Promotion Board UP Police and Promotion Board is committed to being a leader in recruitment, through impartial and objective methodology, adopting transparent processes, innovative technological applications, continuous evolution and growth. The UP Government formed separate rules for recruitment and promotion. Since these rules emerged as an effort to plug the loop holes of earlier recruitment process, they had many cross checks, which made the process tedious and very elaborative. UP Police and Promotion Board is committed to providing services which are appropriate to the needs of the police force based on its requirements to meet the challenges of the millennium. UP Police and Promotion Board envisaged a Transparent Process (TRP) which had:- Least human intervention and hence discretions. Maximum possible transparency. A prompt grievance redressal system. Board's strategy to implement Transparent Process (TRP) involved :- Innovative use of technology. Information dissipation to all. Use of technology in UP police recruitment was so planned that it finally led to absolute transparency building up to empowerment of the applicant. 1. VARIOUS STAGES OF RECRUITMENT AND THE TECHNOLOGICAL INNOVATIONS APPLIED 1.1 At UPPR&PB, we have the following stages: Kamal Saksena, saksenak@gmail.com Page 2

3 1.2 At each of the stages the innovations applied are as follows - Stage : Application form & Database Generation OMR Application Form Scanning- At UPPRPB, we use hybrid OMR / Imaging scanners to capture the data from the OMR Application Forms. The main motive is to lessen the time frame in the database generation - keeping in mind the massive amount of applications received. Two types of data is captured during the scanning process : OMR data filled by the candidate and the images for future archival and grievance redressal purposes. The scanners scan the data, capture the photograph, address, signature, thumb impression, front and back images of the Application form in a single pass. Database generation- After the data has been scanned, the errors if any are rectified using a Quality Control (QC) process. The QC process evaluates the data and brings out discrepancies by analyzing the data. The Data is then rectified by going through the images. The various parameters are then applied to the database to filter out the not eligible and eligible candidates. The list of rejected candidates along with their reasons of rejections and images of their application form is then uploaded on to the Board's website. This reduced the number of complaints and associated legal issues. The eligible candidates are issued dates for their PST process. Their admit card is also displayed online on the website for downloading and also sent by Post. Kamal Saksena, saksenak@gmail.com Page 3

4 Stage : Physical Standard Test This is done simultaneously in all the 75 districts of UP in batches of 200 candidates daily. There are two sequential stages in PST : - 1) Document Verification 2) Height / Chest / Weight measurement of the candidates whose documents were verified and were found correct. The data is made available to the PST centers on a daily basis containing information about the candidates who are allocated PST on the particular day. At the end of the day, the data is uploaded from the PST Centre to the servers where it is compiled and analyzed daily. PST Process (Document Verification):- There are 3 gazetted officers who check documents of the candidates according to the information furnished in the application form. For the document verification purpose, a PST software has been developed to make changes and to ensure the veracity of the database. Changes if any, during the verification are documented using the sample memo slip shown below. The previous and post changes are noted and signed by the officers and counter signed by the candidate so that it cannot be challenged later on. The memo slip is also in triplicate, original and 2 nd copy being sent to the Board, the 3 rd copy to be attached to the PST register at the PST Centre. Kamal Saksena, saksenak@gmail.com Page 4

5 Biometric Identification: Biometric Data of the applicant is recorded during the PST process. During the PST the candidate has to register his / her thumb impressions which are stored in the database and tagged with the information of the concerned candidate. The same process is also conducted randomly during the written examination process to maintain the sanctity of the examination and authenticate the applicant. The registered thumb impression is matched at the time of registration for PET. PST (Height / Chest / Weight Measurement):- Only the candidates, who are successful in the Document Verification, advance to the next step of PST. In this stage the female candidates have to undergo a Height and Weight measurement and male candidates have to undergo a Height and Chest measurement. Data after Verification Height Measurement on PST Machine Chest Measurement Values captured by PST Machine Applicant's Print Slip containing Height, Weight and Chest Measurements A PST register is also maintained at the PST Centre which is a legal document signed by the candidates. Kamal Saksena, saksenak@gmail.com Page 5

6 Stage: The Physical Efficiency Test The PET is the one which relies on the usage of the advanced technologies like RFID. RFID ( Radio Frequency Identification) is a technology, which includes wireless data capture and transaction processing. The most common usage of RFID is asset tracking, at airports for Baggage handling, access control, supply chain management, race timing etc. At UPPRPB, we use the race timing aspect of RFID. Race timer s system handles high densities of runners and provides instant results in real time. Benefits of RFID: RFID system provides accurate reads up to 20 meters, allowing administrators to identify runners in seconds and providing real time information about the runners including their lap timing and laps already run by the runner. o Technologies made use of: MAT technology : In this process, the runners are issued chips which have to worn by them on their ankles. The data is captured by RFID mats which are laid down on the race track and the runners pass over them thereby capturing the data Overhead RFID Antennas In this process, the runners are issued chips which can be worn by them anywhere on their body. It can be concealed in a bib or worn on the shoulder. The runners pass through the RFID gate to register their time. This is a more weather proof, robust and a cost effective technology. Kamal Saksena, saksenak@gmail.com Page 6

7 OMR Answer Sheets for Written Examinations The OMR response sheet provided by the Board is in triplicate to ensure utmost transparency and to prevent any foul play. It consists of : Original Response Sheet which is sealed at the examination centre and sent for scanning. Carbonless copy of the response sheet for the Board known as Board Copy. The Board Copy is sealed separately and sent directly to the Board via Postal Department. Carbonless copy of the response sheet for the candidates known as the Candidates Copy which is given to the candidates. Original Response Sheet has two parts which are separated at the examination center to conceal the identity of the applicant This separate scanning ensures that the identity of the candidate is not disclosed at any stage. The data is scanned separately for both the parts at the designated decentralized 18 locations (Divisional Head Quarters) and sent to the Board. Images are also scanned for both the parts. Kamal Saksena, saksenak@gmail.com Page 7

8 The Process at the Board Once the data is received at the Board, the images scanned are uploaded on the Boards Website, for display to the candidates along with the answer key to the question paper. Once the key has been published online, objections to the Answer key are invited. If any objections are received, the key is moderated and the result is prepared keeping in mind the various vertical and horizontal reservation rules applicable in the state. After the result has been compiled and checked, it is made available to the candidates on the website of the Board and via SMS Services. Barcodes: Barcodes play a vital role in the whole pre-examination and post examination process. During pre-examinations, barcodes are used to identify the form and archival purposes. They are the form identifying for the applicants. They form the key element in the e-retrieval of the forms in case the need arises. During the examination process, barcodes play the most vital part of concealing the identity of the candidate. They are the link that join the perforated sheets and help in collating the data of an applicant. CCTV Recording CCTV recording is done at every stage to keep a track of the events. They are used in the PST, PET, Written Examination Answer sheets scanning and GD process. Kamal Saksena, saksenak@gmail.com Page 8

9 Biometric Process Biometric Data of the applicant is recorded during the PST process. During the PST the candidate has to register his / her thumb impressions which are stored in the database and tagged with the information of the concerned candidate. The same process is also conducted randomly during the written examination process to maintain the sanctity of the examination and authenticate the applicant. The registered thumb impression is matched at the time of registration for PET. 1. EXTENT OF IMPLEMENTATION : The process had been successfully implemented during the direct recruitment of constable in 2009 and Based on the experience of its success, the process has been further refined, improved upon and made more efficient. As a result of which two direct recruitment processes have been undertaken by the U P Police and Promotion Board in Apart from this the innovative technology been used in the recruitment process has been successfully adopted for departmental promotional examinations. 2. SCALABILITY OF TECHNOLOGY Sr.No Description Const S.I Const Forms given to Postal Dept Filled forms recd. from Postal Dept Admit Cards issued for PST Admit Cards issued for Preliminary Examination 5 Admit Cards issued for Mains Examination Selected Candidates Under Process Under Process Kamal Saksena, saksenak@gmail.com Page 9

10 3. SUSTAINABILITY OF THE INITIATIVE Government of India is making efforts that Transparent Process(TRP) be adopted in the Police department of all states of the country and Para-military forces. A national level symposium for TRP had been organised by BPR&D at National Police Academy Hyderabad on February 2 & 3, A presentation on the use of Presentation at NPA Hyderabad technology in TRP was made by UP Police and Promotion Board, which drew attention in the symposium. 4. OUTCOME & IMPACT OF THE INITIATIVE The innovative use of technology ensured impartial, fully transparent and fare recruitment, there has been wide level appreciation by the recruiting agencies, media and public at large. Various other department of UP Government, several police states department have shown keen interest in adopting and using the technology for their process of recruitment. Kamal Saksena, saksenak@gmail.com Page 10

11 5. CONTACT DETAILS 1) Team Leader Name: Designation: Department: Contact address: City: State: Kamal Saksena Member Secretary U.P. Police & Promotion Board Tulsi Ganga Complex, 19-C, Vidhan Sabha Road, Lucknow Uttar Pradesh Telephone No.: FAX No.: ID.: 2) Details of Team Members Sl. No. Name Designation Organization Id. 1. Shri Abhimanyu Tripathi 2. 3 Shri Ayodhya Prasad Verma Shri Prakash Swaroop Pandey 4. Shri Raghvendra Singh Additional Secretary, Deputy Secretary, Deputy Deputy SP, SP, U.P.Police & Promotion Board U.P.Police & Promotion Board U.P.Police & Promotion Board U.P.Police & Promotion Board info@uppolrecpro.gov.in info@uppolrecpro.gov.in info@uppolrecpro.gov.in info@uppolrecpro.gov.in Kamal Saksena, saksenak@gmail.com Page 11