INTRODUCTION:

Recruitment and Selection Process is one of the most important and complicated function which contributes toward the smooth and efficient functioning of the organization. Productive utilization of all the resources is the need of the hour. As is well known the various resources, i.e. men, money, machines, materials and management are all important in achieving the goals of the institution/organization, which convert various resources into productive resource through manpower. Human resource adds to value, whereas all other resources are additions in the cost.

Recruitment and Selection is part of the function of personnel management, but it is an important one because recruiting adequate and appropriate personnel is one of the most crucial, complex and continuing managerial function. If left unattended and unplanned for too long, it may produce drastic results. The progress and future of an organization depends significantly on the nature of manpower recruited.

In this study, an attempt has been made to examine the Recruitment and Selection Process in the University, particular in A.P.S. University Rewa. This research article covers the recruitment methods, rules and procedures of the non-teaching staff, particularly administrative, ministerial and secretarial cadres. . The hypothesis of this research works the prevailing policies and practices of recruitment and selection of the University are congenial

Recruitment is a process to discover the sources of manpower to meet the requirements of the staffing schedule and to employ effective measures to attract that manpower in adequate numbers to facilitate effective selection of an efficient working force"(Robbins,1978 ).

Recruitment and Selection Process in the A.P.S. University, Rewa:

The sources of an institution largely depend upon the efficiency, effectiveness. skills, abilities and commitment of the employees who constitute the most important asset of the institution. Therefore, an institution of such a national importance provides a framework of policies which enables the institution to attract the right talent for the jobs and make it available at the right time and in right number with the ultimate objectives of ensuring optimum and effective utilization of human resources in a climate of satisfaction, development and growth. In pursuance of the above objectives and in conformity with the social and national obligations, in the institution, there is the policy statement to be called "Recruitment Policy and Procedures" to govern, to regulate, and to facilitate recruitment of non-teaching posts according to the requirements of the institution.

The Awadhesh Pratap Singh University, Rewa recruits two categories of non-teaching staff in its establishment as detailed below:

Table -1: Different Categories of Non- teaching Staff of the University.

S.No.	Category of Service	Group	Designation
1.	State University Services	A	Registrar, Deputy Registrar, Finance Officer, Assistant Registrar, and Secretary to Vice Chancellor
2.	University Services	B	Section officer, Personal Assistant, Confidential Assistant, and Superintendent
		C	Assistant Superintendent, Stenographer, Senior Assistant, and Assistant

The rules / by-laws recorded below are applicable for the recruitment, selection and promotion of employees belonging to the different cadres of both the services.

1. Madhya Pradesh State University Services:

These services belong to Govt. of Madhya Pradesh (Higher Education). The officers working on these posts can be appointed and transferred by the State Govt. to any University. The recruitment and selection for these posts is made by three procedures (M.P. State University Services Rules, 1983).

A- Open Selection:

The State Govt. with the concurrence of Madhya Pradesh State Public Service Commission, appoints the Registrar and Assistant Registrar against the vacant posts on the basis of percentage indicated in the by-laws. The selection is made on All India basis by advertising the posts in leading News papers including the Employment News with clear indication of all terms and conditions including the reservation for different categories earmarked by the State Govt. The applications so received are enlisted and the following details are carefully checked by the P.S.C. Office that whether:

(a) The application has been received within the stipulated time and are complete;

(b) The age of applicant is within the prescribed limit;

(d) The applications have been routed through proper of channel, wherever required; and

(e) The applications of candidates requiring special consideration under reserved categories arc accompanied with certificates of competent authorities.

The applications fulfilling the prescribed requirements, after screening, are considered suitable in terms of nature and quality of technical/professional knowledge and experience required for a particular post.

For the post of Assistant Registrar, as per the terms and conditions of the advertisement, the suitable candidates are subjected to written tests; those candidates who succeed are interviewed. However, the candidates for the post of Registrar arc only interviewed. The PSC office provides following documents to the interviewing board:

1. Curriculum vitae of the candidate; and

2. Special information, if any, relevant to the selection pertaining to any candidate.

Keeping in view the performance of the interview/written tests, in addition to the qualifications and experience, the PSC recommends the panel of suitable candidates in order of merit for the post. The list is accordingly published for general information, and a copy of the same is submitted to the Govt.; the latter approves the list after enquiring and ensuring that the candidates are suitable for the posts in all respects. In turn, the appointment orders are issued.

On receipt of appointment order, the candidate reports to the particular university where, for the post, he has been appointed. Along with the joining letter, he submits all the documents pertaining to him including the medical fitness certificate issued by the authorized medical officer. All such documents / letters are filled in candidates personal file.

B. Through Promotion:

The promotion on the posts through selection within the state university services is effected by the departmental promotion committee on the directives of the state Govt. as per the rules and bye-laws prescribed. Normally, the departmental promotion committee meets only once a year and the cases of all those candidates are considered for promotion that have completed required service period in the month of January of the concerned year. However, the selection scope is limited.

The candidature of the applicants for the one post of Registrar is considered in the ratio of 7: 1 (merit-cum-seniority) while that for the posts of Deputy and Assistant Registrar (seniority-cum-merit) in the ratio of 5: 1 on the basis of seniority.

The selection committee prepares the list of suitable officers on the basis of merit giving due consideration to the eligibility and suitability. The list remains valid for one year for filling the posts falling vacant due to promotion and retirement. In addition, reserve list of 25% suitable and eligible candidates is also prepared. The list of eligible candidates is submitted to the state Govt. for approval who issues appointment orders after needful. The selection committee is empowered to:

1. Recommend any junior officer over his senior on the basis of exceptional merit and suitability of the former, but a specific remark on this regard is essential;

2. In the event of non-availability of suitable and eligible candidates the ratio may be increased beyond 7 or 5 as the case be, but specific and critical reasoning for the same will have to be recorded; and

3. The rules of reservation as recommended by the state Govt. have to be strictly followed if the candidate of reserve category completes required service period. The specific instructions of the state Govt. for the filling of reserved posts, issued from time to time, have to be strictly followed.

The promotion list so prepared stands valid for 18 months to the maximum.

C. Deputation:

The posts of finance officers in the state universities are filled in exclusively on deputation basis. The universities request the state Govt. to depute the suitable officers on the post of Finance officer. Conceding the requests of the universities the state Govt. appoints the Finance Officer out of the Treasury Officers (State Finance Services).

The State Govt. reserves all rights to depute any eligible and suitable officer to any university of the state against the posts of Registrar, Deputy Registrar or Assistant Registrar.

2-University Services:

The recruitment and selection of Non-teaching staff of A.P. S. University services in made by the following methods (A.P .S. University, Rewa, Regulations, 2002):

(a) Open Selection:

The recruitment of Non-teaching staff against the posts of Stenographer, Assistant or any new created post in made on open selection basis. The desirous, candidates submit their applications on the basis of eligibility terms and conditions as advertised. The establishment department of the university scrutinizes the applications received till last date of application and prepares the list of eligible candidates. As per the bye-laws of the university, the Vice-chancellor constitutes the selection committee.

The selection committee is provided with the list of eligible candidates who selects the suitable candidates after test/interview with due consideration to the qualifications and experience. The merit list is prepared and submitted to the Vice-Chancellor for approval. On the basis of approved list the Registrar issues the appointment orders. At the time of joining, the candidate has to submit all the documents, testimonials and medical fitness certificate which are filed in the individual's personal file maintained in the establishment section of the university.

(b) Promotion:

Majority of the posts of the university are filled on the basis of promotion based on seniority-cum-merit. The employee who completes three years of service on 1⁵¹ January, becomes eligible for promotion, but the extent of promotion is five times that of the total vacant posts till September month. The selection committee generally meets once a year in the month of October. The University publishes/notifies the seniority list as on 31 March, in the month of July every year.

The selection committee establishes the merit as under on the basis of annual character role of the cases of candidates eligible for promotion.

Grade

Excellent

Very good

Good

Normal

Poor

Points

Value

Those candidates scoring less than 12 points are not considered eligible for promotion. The remaining candidates scoring 12and more points arc listed selected on the basis of seniority. If the junior employee is specially found suitable for promotion, such employee can be placed over the senior one, but in that case the specific critical remarks and recommendation of the selection committee has to be recorded. The selection committee submits such list to the Vice-Chancellor Executive council for approval. The Vice-Chancellor reviews such list keeping in view the recommended /prescribed procedure of selection and approves the list to facilitate the issue of appointment order after needful. The reservation and roster system, as directed by the state Govt., is observed and its records maintained during the process of promotion. Three years service is essential even for the promotion of the reserved categories. Such promotion list is considered valid for one year. In the event of any objection in respect of promotion, the employee can appeal to the Vice Chancellor within a period of 15 days after the issue of orders. The decision of the Vice-Chancellor is final and binding (A.P.S. University Regulation (25), 2002).

(c) Deputation:

The powers have been bestowed upon the Vice-Chancellor to depute any officer of lower cadre against any vacant post in university services. Such employee will be paid allowance in addition to his pay. However, such deputation is done on the basis of seniority in his lower cadre. As soon as the post is filled in, the deputation automatically stands cancelled.

(d) Fixed Pay Scale:

The university appoints against the post of Assistant (LDC) on fixed pay scale. Such appointment is made by the Registrar on the recommendation of the Vice-Chancellor. The services of the employees are regularised as Assistant according to the bye-laws.

(e) Compassionate appointment:

In the event of death of a teacher / officer or III Class employee, one member of the family of the decreased is appointed as Assistant (LDC) on regular basis on compassionate grounds provided the individual possess minimum qualification (matriculation).

Probation:

The employees recruited against both types of posts, and services either by selection or promotion, are kept under probation for two years. This period can be extended to the extent of one year further to its maximum. During the period of probation if it is found that the candidate is not suitable for the post, he can be terminated from the services if appointed directly. However, if the candidate is promoted under selection, he is demoted to his original post.

Confirmation:

In both the types of services, if the work and conduct of the candidate is found satisfactory, as reported by his officer in writing, the individual is declared confirm against the post.

Lien:

In both the types of services, the confirmed candidate is allowed the lien against the post. In the event of promotion and confirmation of the individual against the higher post, similar lien is kept against the promoted post while the lien against the lower post is terminated (A.P.S. University Calendar, 1985).

Reservation for SCs, STs, OBCs and Others:

The percentage of reservation for SCs, STs and OBCs in the university is 16,20 and 14, respectively. Further, related classified reservation exists @ 30% for Women 3% for Handicaps and 9% for Ex-army personnel as prescribed by the state of M.P.

CONCLUSION:

As specified earlier, the staff of A.P .S. university, Rewa, includes both the state university and university services employees against different posts of establishment. The state govt. recruits the employees against the posts of State University Services (Group A) through Public Service Commission for which the state govt. has already documented the clear cut bye-laws, composition of selection committee / DPC and procedures etc. as per the fixed norms of University Grants Commission regarding required qualification eligibility, experience etc.

Under the category of State University Services, the posts of Registrar and Assistant Registrar are filled though open selection or promotion. While the posts of Deputy Registrars are filled through promotion the posts of Finance Officer of the University is filled through deputation. The state govt. is empowered to depute any qualified person against any posts under the category of state university services as and when required.

The A.P.S. University, Rewa has developed its own selection policies and procedures for the recruitment of employees under the category of University Services (Group B and Group C). The majority of the posts under University services are filled though promotion except the post of Stenographer which is filled though open selection. The appointment against the post of Assistant (LDC) is made through open selection or promotion or regularization procedures.

When the two bye-laws are compared, the one formulated by the State University Services sounds better than that of University Services. The composition of the departmental promotion committee / selection committee is also better in the former than the latter. As evinced from the study, the promotion procedure is adopted as established in the bye-laws for the university services, but for the recruitment against the post of Assistant (LDC) the employees of groups B and C have occasionally expressed that the norms as established in the bye-laws are not fully maintained.

SUGGESTIONS:

The present procedure reads that all the posts under University selection procedure are filled though internal promotion which needs to be modified. During the internal promotion, the confidential reports of the employees for the past three years are considered having scored minimum of 12 points during the period. If it is critically analyzed it appears that even the employee with normal score are promoted. The author is of the view that atleast 15 points must be earned during the period of consideration. This will inculcate the sense of responsibility, dedication, and promptness to the job assigned.

The promotion policy framed by the State Govt. for stagnated employees on the same scale has also been adopted also by the University which is a positive approach and is commendable. However, if several more avenues are opened, the employees will exert more to prove their worth for the new and better assignments.

The most important methods of recruiting the staff of University establishment are advertising externally and through search/selection consultants (Budhwar, 1996). In A.P.S. University Rewa the study conducted revealed that two sets of staff constitute the hierarchy of the University establishment. One set is recruited for and deployed in the University by the State Govt. while the other is through the recruitment by the University itself. These employees recruited/deputed by the State Govt. include the Registrar, and the Asstt. Registrar. But it is presumed that if, atleast, 25% posts at every level are filled in by direct recruitment through open advertisement, the efficiency of the staff in existence and desirous of early promotion will certainly be positively affected. These not only cut down the lead time also improve the quality of intake.

REFERENCE:

A.P.S. University Rewa (M.P.) Ordinances 2001(Ordinances 1 To 128).

A.P.S. University Rewa (M.P.) Calendar 1985 Pp. 1 To 509.

A.P.S. University Rewa (M.P.) Regulations 2002, Pp.-1-189.

A.P.S. University Rewa (M.P.) Statutes -2001 Pp.1-203.

A.P.S. University Rewa (M.P.) Annual Reports (Year 1997-98) To (2004-05).

Budhwar P.S.(1998): HRM in six manufacturing Industries: An Empirical Study. Indian Jour. of Training and Development.26 (1) pp.67-78.

Robbins S.P. (1993): Organisational Behaviours: Concept, Controversies and Applications. Prentice Hall of India, New Delhi.

Tiwari Usha and Sunil Tiwari (2012): Human Resource Development Climate In A Service Organisation. H.R. Jour. of Management. Vol. 4(2) Pp.41-46.

Tiwari Usha (2014): Job satisfaction among the non-teaching staff of University organization of Madhya Pradesh. Abhinav International Res. Jour. in Management & Technology, Vol. 3(9), Sept. 2014PP. 23-27.

Received on 05.09.2014 Modified on 12.09.2014

Asian J. Management 5(4): Oct.- Dec., 2014 page 406-410