CHAPTER IX

 

SPECIFIC PROCEDURES IN COUNCIL SECTIONS

 

9.1                Introduction -The first five offices/Sections mentioned in para 2.7 constitute what may be called 'Council Sections' since they provide primary support to the functioning of the Council Chamber.  These offices are:

i)                     Notice Office

ii)                   Table Office

iii)                  Legislative Section

iv)                 Bill Office

v)                   Lobby Office

 

The detailed procedure adopted in these offices to discharge their responsibilities is given below:

 

                                PART A: NOTICE OFFICE

 

9.2                Responsibilities of Notice Office - The following items of work are dealt with in the Notice Office:

 

i)                     Issue of cards for Rajya Sabha Galleries;

ii)                   Issue of Central Hall Card on daily basis and Central Hall Gallery cards for witnessing President’s Address Function;

iii)                  Entry pass for PA/PS to Members of Rajya Sabha and Library Pass;

iv)                 Parking Labels (For M. Ps., Ex-M. Ps, officials, media etc.);

v)                   Photo identity cards to Officials/Staff of the Secretariat and Allied staff deputed in Rajya Sabha Sector;

vi)                 Members’ Temporary Identity Card and Entry Pass for Members’ Spouse;

vii)                Cable Television (CATV);

viii)              Supply of forms for Notices to the Members and receipt of forms;

ix)                  Dealing with Members queries on various matters as a single window;

x)                    Receipts of TA/DA Bills forms and Distribution of Cheques to the Members;

xi)                   Exchange Order Requisitions;

xii)                 Photographs of Members (Group Photograph as well as individual photographs); and

xiii)               UNI Teleprinter News Items.

 

The procedure in respect of each of these items is given below. The format of the various cards are given in Annexure 9.1.

 

9.3                Issue of Cards for Rajya Sabha Galleries-Visitors cards are issued for the following Galleries of Rajya Sabha:    

No. of seats available                                

a)       Press Gallery                                                                                 76

b)       Distinguished Visitors Gallery                                                   80

c)       Public Gallery and                                                                        160

d)       Official Gallery                                                                              47

e)       Lok Sabha MPs Gallery                                                               79

 

On special occasions such as the first sitting after a biennial election or any important debate, issue of passes is restricted on the basis of general or special instructions issued in coordination with Watch and Ward and Reception Office.

 

9.3.1           Press Gallery- Press Gallery is meant only for the representatives and correspondents of the Press and the News Media like Radio, Television, News Agencies etc.  Admission Cards to the Press Gallery are of two types:

 

i)                     Permanent Laminated Photo Identity Card (form RS No.11); and

ii)                   Temporary Photo Identity Cards (without Lamination) (Form RS No 12).

 

Permanent Cards to the Press Gallery are issued to the Press Correspondents and Representatives of Media on yearly basis and entry is made in the Register as given in the following Format:-

 

Sl.No.

Date

Card No.

Name

Organisation

Duration

Photograph

Signature

 

 

 

 

 

 

 

 

 

Such cards are issued only to those correspondents representing the Newspaper/Agency who fulfil certain criteria of circulation, adherence to the norms of journalism, faithful reporting and percentage of coverage given by these papers to Parliamentary Proceedings etc.  Such correspondents should however be accredited by the Press Information Bureau of the Government of India. Correspondents belonging to ‘Long and Distinguished Service’ category are issued permanent Press Gallery Cards for duration of two years.

 

Temporary Press Gallery Cards are issued on Sessional as well as on day-to-day basis to  Press Correspondents and entry is made in the Temporary Cards register.  The register format is the same as given above. To be eligible, a correspondent should be sponsored by at least two accredited correspondents already covering the proceedings of the Rajya Sabha on Permanent Cards.  Before issuing the temporary Press Gallery Card, the credentials of such correspondents who are not accredited with PIB, are got verified from the Watch and Ward Office.

 

9.3.2       Distinguished Visitors Gallery-Distinguished Visitors Gallery (DVG) is intended for use of Members of any Legislature in India, Ex- Members of Parliament, Spouses of sitting Members of Parliament, high officials of Government of India and State Governments, men of standing in public life, Members of Diplomatic Corps and distinguished visitors from foreign countries. The Card for admission to this gallery is obtained by Members on application in the prescribed form available in the Notice Office one day in advance. Persons other than Members can also get cards for this gallery on the approval of the Secretary-General. The form of the card is as in Form RS No.13 and RS No.13-A.

 

Heads of Foreign Missions and other diplomats are issued annual photo diplomatic cards for entry into the Distinguished Visitors Gallery in form RS No. 14.  The names of the Heads of Missions are sponsored by the Ministry of External Affairs and the cards so prepared are issued to that Ministry for onward transmission to the Mission concerned and the entry is made in the register as per format given below.  

 

Sl.

No.

Card No.

Name of Diplomat and designation

Name of the Country

Date of

Issue

Valid for

Photo-

graph

 Remarks

 

 

 

 

 

 

 

 

 

Members of Diplomatic Corps are also issued cards (on form RS No. 14-A) on day-to-day basis for entry into Distinguished Visitors Gallery on the recommendation of the Ministry of External Affairs.  No direct requisitions from the Embassies are entertained for such cards.

 

9.3.3           Public Gallery- The Public Gallery is intended for use of general public to view proceedings.  Applications, in the prescribed forms available in the Notice Office, for admission to this gallery are required to be filled up by a Member and given in at least one clear day before the date of the sitting for which the admission card is desired. The card is issued on Form RS No. 15 and the entry is made in the register as per format given below:

 

Card No.

Name of the Visitor and age

Father’s/ Husband’s name

Occupation

Permanent

Address

Delhi Address

Issued through

(Member or other details)

 

 

 

 

 

 

 

 

                In order to accommodate personal friends and relatives of Members who happen to visit Delhi for a very short period and in whose case it is not possible to apply one day in advance, Same Day Visitors Cards are arranged in exceptional cases. The form of the card is in Form RS No. 15-A. These cards are valid for admission to the gallery after two hours from the time of receipt of requisition thereto from Members in the Notice Office. Members are however requested to avoid making requests for same day visitors' cards in view of the present security environment in the country.

 

After an application for Visitor Gallery Card is received, it is checked to ensure that the particulars, given therein are full and legible.  If there are any shortcomings, it is brought to the notice of the applicant and is got corrected before the issue of the card.  Application forms are received in the Notice Office not later than 15.00 hours on a day proceeding the date of the sitting for which the visitors’ cards have been applied for. Children below the age of 10 years are not allowed in the Gallery.

 

Public Gallery cards are also issued on request from Officers of this Secretariat. Union Ministers, Head of Schools, Colleges and other Government Institutions, and Bureau of Parliamentary Studies and Training, Lok Sabha Secretariat, also sponsors delegates of India and foreign countries for galleries of the House provided all details of the intending visitors are made available at least two clear days in advance.

 

Visitors' cards are prepared one day in advance of the sitting for which the cards are valid.  As soon as the cards are prepared, 5 copies of the list of visitors to whom cards have been issued for each gallery is typed separately.  The list contains columns such as name of the Visitor, Parentage, Age, Occupation, Nationality, Address (local and permanent), sponsoring agency etc.  A copy each of such lists is sent to CID-I, CID-II and Foreign Regional Registration Office for verification of character and antecedents of the visitors one day before the date for which the cards are issued.  Two copies of the list are also sent to Watch and Ward Office in the morning of the day for which cards have been issued.

 

Visitors’ Cards are handed over either to the Members applying for them or sent to their residential addresses among with other Parliamentary Papers if so requested.  Cards are however not handed over to the visitors direct.

 

 The request of the applicant for change in timings of the card is entertained subject to availability of space in the gallery.

 

9.3.4           Official Gallery- Official Gallery is meant for the Officers of Ministries/Departments and Officers of Government of India whose presence is necessary in connection with the Business under discussion in the House. Prior to the commencement of every Session a circular is issued to all the Ministries/Departments of the Government of India requesting them to send their requisitions for the Official Gallery Cards in writing to the Notice Office on prescribed form available in Notice Office.

 

                Normally, not more than 6 official Gallery Cards (in form RS No. 16), valid for the Session are issued to each Ministry/Department, to the following categories of Officers:-

 

i)                     Officers of the rank of Additional Secretary and above.

ii)                   One Officer of the rank of Under Secretary and above dealing with Parliamentary works.

iii)                  Private Secretary to the Minister.

iv)                 General Passes with endorsement for the official gallery cards with or ‘Outer Lobby’ endorsement are issued to the following:

 

a)                   Section Officer or the Parliamentary Assistant of the Ministry/Department.

b)                   O.S.D./Additional P.S./ 1st P. A. /P.A. to the Minister (restricted to one).

c)                   Peon or Jamadar attached to the Minister.

 

Provision has also been made for day-to-day official gallery cards (on Form RS No. 16-A) to the officials of the Ministries/Departments when a subject concerning that Ministry/department is under consideration of the House. The request for such cards is required to be given on a form available in the Notice Office and signed by an Officer not below the rank of Deputy Secretary of the Ministry/Department concerned and the Business of the House in connection with which such card is required has to be clearly spelt out in the request.

 

The Officers to whom official gallery cards are issued, are required to put their signature on cards in the space provided for the purpose and bring these cards with them along with their Identity Cards and produce the same when asked to do so for the purpose of identification before entering the gallery.

 

9.4     Central Hall Card Issued on Daily Basis- When there is no function in the Central Hall, a Card valid for a day is issued for entry into Central Hall to the following categories of persons on the request of Members in the prescribed form available in the Notice Office.

 

i)                     Sitting Members of State Legislatures of State (MLA/MLC);

ii)                   Chief Ministers/Ministers of States;

iii)                  Ex-Ministers;

iv)                 Sons and daughters of sitting Members of Rajya Sabha; and

v)                   Spouse of sitting MPs.

 

The Card is issued on Form RS No. 17.

9.5     Central Hall Gallery Cards for witnessing President’s Address or other functions- Central Hall Cards for President’s Address or other functions are issued to the guests of the Members on application in prescribed form kept in the Notice Office. The application should contain all particulars of the visitor as required in the case of other galleries of the House.  A total of 80 seats are available for guests of Rajya Sabha Members in two Galleries of the Central Hall.  In view of the limited seats, Members are informed in advance through a para in the Parliamentary Bulletin that cards will be issued on ‘first come first served’ basis.

 

9.6     Entry Pass for PA/PS to Members of Rajya Sabha- Notice Office issues general photo pass for one PA/PS of a Member of Rajya Sabha at a time for entry into Parliament House Complex to enable such PA/PS to assist the Member in his parliamentary work. The pass allows entry into Parliament House/Annexe, and he is also allowed to visit the Indian Airlines Office, Library counter, Post Office counter, Bank and Pay Office at the times specified in the card. For this purpose the Member has to submit the application, in the prescribed proforma available in the Notice Office, containing complete details of the persons alongwith two photographs in whose respect the Pass is required.  The Member has to take full responsibility for the conduct and character of his PA/PS.

 

After receiving the application, a photo pass is prepared by the Notice Office (on form RS NO 18) and given to the PA/PS concerned and his signature obtained in the register meant for the purpose the format of which is as follows:-

 

Name of the Member_____________

                                                                (Separate Page for Each Member)

 

Sl.No.

Card No. and date of  Issue

Name and Photograph of PS/PA

Valid upto

Signature

 

 

 

 

This pass is initially issued for one month and is subsequently revalidated on monthly basis on the request of the Member in a separate proforma.  Antecedents of the PA/PS are sent to Watch and Ward Office for verification.  On verification, if a negative reply is received from the Watch & Ward Office, the pass issued to the said person is withdrawn and the concerned Members are informed. A Member can change his PA/PS at his discretion. In such a case the previous pass is required to be surrendered before the issuance of a pass to a new PA/PS.

 

9.7     Library Pass- A Library Pass (with photo) can be issued to a person for 14 days during the inter-session period on the recommendation of a Member to enable interested persons to visit the Parliamentary Library.  There is a prescribed proforma, which requires complete particulars of a person so sponsored along with a declaration taking full responsibility of the person concerned by the sponsoring Member. The antecedents of the said person are sent to Watch and Ward Office for verification. Library passes are also issued on orders of Secretary-General, Rajya Sabha. The pass is issued on form RS No 19.

 

9.8     Parking Labels- Notice Office handles the work relating to printing and issuance of car parking labels.  Labels are issued to the Members, Ex-MPs, Officers and Staff of Rajya Sabha Secretariat, Journalists and allied agencies for their unhindered entry to the Parliament House Complex.  There are three types of parking labels, viz. (i) ‘MP’, (ii) ‘P’ and (iii) ‘Sessional Labels’. 'MP' Labels are given to sitting Members while  'P’ Labels are issued to Ex-MPs’, Officers & Staff of Rajya Sabha Secretariat and the permanent employees of allied agencies holding permanent photo cards issued by this Secretariat. Sessional labels are issued to Journalists and Press correspondents.  The ‘MP’ and ‘P’ labels are valid for a calendar year and the third one is valid for a given Session. Session labels will be valid till the end of the succeeding inter-session, if used along with photo pass. Ex-MPs of Rajya Sabha who are ex-MPs of Lok Sabha also may refer this request to Lok Sabha Secretariat. These labels are issued on the request in a prescribed proforma available in the Notice Office. A copy of the Registration Certificate of the vehicle is to be attached with the application, and entry is made in the counterfoil and in the register as per given format (name wise in alphabetic order):-

 

Name_______(A separate half page for each Member/Official)

 

Label Type

Label No.

Vehicle

Type

Name of owner

 

Vehicle No.

Date of Issue

 

 

 

 

 

 

 

The vehicle for which label is required must be registered in the name of the applicant or in the name of her/his spouse and will be used for attending Parliament/Office. An individual is eligible for as many labels as is prescribed from time to time. In case of loss of label, the matter has to be reported to the nearest Police Station, Notice Office and Watch and Ward Office immediately. In case the vehicle for which the label was issued is transferred to another person, the label must be removed and returned to Notice Office, failing which new label in replacement shall not be issued.

 

In case of a biennial election year ‘MP’ labels of Members whose term are due to expire will be allowed to remain valid by till end of term by carrying over the previous years label. New MP labels will be issued to the newly elected Members.

 

In the beginning of the year a communication along with the samples of annual parking labels is sent to the Deputy Commissioner of Police (Traffic) New Delhi specifying that the label, issued by the Secretariat entitles the holder to enter the Parliament House complex in connection with official business and the vehicles displaying such labels be permitted to have unhindered approach in the Parliament House complex.  The samples of Sessional labels are also sent to the DCP (Traffic) before each session. Samples of the labels are also forwarded to Watch & Ward Office of both Rajya Sabha and Lok Sabha Secretariats.

 

All labels will be issued after entering the vehicle number and the name and status/designation of the label holder on the label, using a stencil. All labels will be signed by the Notice Officer and security mark affixed before issue.

 

No labels in excess of the prescribed limit or to eligible persons shall be issued and all such requests will be put upto the Secretary-General on the file for orders.

 

9.9     Issue of photo Identity Cards to Officers and Staff - Identity Cards are issued on the basis of posting orders issued by the Personnel Section. Photo Identity Cards are issued separately for the Gazetted and non-gazetted regular employees of the Secretariat.  The registers meant for the purpose are maintained separately and have the following format:

 

Card No.

with Date of Issue

Name

Designation

Identity Code No.

Photograph

Endorsement, if any

Signature of employee at time of receipt of card

 

 

 

 

 

 

 

 

                The identity code no. is the one given to the official by Personnel Section.

 

                 Identity Cards meant for Non-Gazetted staff have photograph in a different background colour (blue) to Identity Cards for Gazetted Officers (red).  Identity Card containing ‘Without Restriction’ endorsement is issued to following categories of Officers/Staff:

 

i)                     Officers of the rank of Under Secretary and above.

ii)                   Private Secretaries Grade I.

iii)                  Watch & Ward Office staff except Security Guards; and

iv)                 All Interpreters and Reporters.

 

Identity card with ‘Endorsed’ inscribed is issued to Notice Office, Lobby Office staff, chamber attendants etc. whose work requires their presence in the Lobbies, Galleries, Chamber or Central Hall.

 

On the Identity cards, Security grading of one star is given to Officers of Level of Under Secretary, 2 stars for Deputy Secretary/Director, 3 stars for Joint Secretary/Addl. Secretary and 4 stars for the Secretary-General.

 

Photo Identity Cards valid for three years of a similar type are also issued to Officers/Officials of the Vice-President's Secretariat who need to come to Rajya Sabha regularly and to permanent employees of allied agencies like CPWD, NIC, Indian Oil etc. deputed in Rajya Sabha precincts. A separate register on the same format is maintained for the purpose. Cards may be ‘endorsed’ according to requirement. On transfer, these cards are required to be surrendered and replaced by non-endorsed Identity Cards.

 

On fresh appointment or promotion of an Officer/Official of the Secretariat, a Temporary General pass (RS NO-20) without photograph is provided for a limited period if required, till the official/officer is issued a regular photo Identity Card. Entry is made in the register meant for the purpose as per following format:

 

TEMPORARY GENERAL PASS REGISTER

 

Date

Pass No.

Name

Designation

Duration

Endorsement, if any

Signature

     1.

     2.

    3.

      4.

       5.

      6.

       7.

 

                In case of loss of photo Identity Card the following penalties have been provides:

 

i)                     In case of first loss-Rs. 50

ii)                   In case of Second loss-Rs. 75

iii)                  In case of third loss-Rs. 100 and disciplinary action against the employee.

 

Loss of Identity Card is a serious matter has to be reported the same day in writing to the Notice Office and Watch & Ward and an FIR has to be registered by the employee and a copy furnished to Notice Office. As soon as this Section receives written intimation about loss of Identity Card along with a copy of FIR from an employee, it is forwarded to Watch & Ward for report. If nothing is received within a week, a duplicate Identity Card is issued on the strength of the FIR. The employee is however required to deposit the penalty amount with the cashier of the Secretariat. Repeated loss will invite disciplinary action.

               

Apart from the permanent Identity Cards, the Notice Office also issues Temporary Identity Cards to two categories of employees viz (i) Messenger and (ii) Casual Labour working in this Secretariat. Both these cards carry the expiry date prominently on the obverse. The Messengers, are issued blue colour sessional photo identity cards RS NO-20-A while the casual labour is issued pink identity card RS NO 20-B and the entry is made in the register as per format given below:

 

Casual Labour Register

 

Sl. No.

Card No.

Name

Photo & Signature

 

 

 

 

 

These cards are issued on the recommendation of Personnel Section. In case of loss of these identity Cards, the same procedure is followed as in the case of other Identity Cards.

 

                On retirement or transfer out of the Secretariat Identity Cards are required to be returned to the Notice Office and the Officer/Official is issued a 'Photo Retirement Certificate' indicating the last post/rank held. A copy of order of Retirement/Transfer out of Secretariat is to be endorsed to the Notice Officer by the Personnel Section.

 

9.10            Members’ Temporary Identity Card- Identity Cards for Members are issued by the MS&A Section. However the Notice Office issues Temporary Identity Card (on form RS No 21) to newly elected Members of Rajya Sabha, to facilitate their entry in Parliament House Complex, till the Permanent Identity Card is issued by the MS&A Section. For this purpose, 4 copies of photographs are to be supplied by the Member, of which 2 copies are sent to Research & Library for inclusion in the Who’s Who. Entry is made in the Register as follows:-

 

Name of New Member

State

Date of Issue

Card No.

Photograph

Signature

 

 

 

 

 

 

 

9.10.1     Entry Pass for Member’s Spouse-On the request of a sitting Member on proforma available in the Notice Office, entry pass in favour of his/her spouse is issued on form RS No. 22. Such a pass is valid for entry into Central Hall, Distinguished Visitors Gallery and Parliament Library during session period.

 

9.11            Photo Identity Cards to Allied Agencies- Govt. agencies such as CPWD, NDMC, Fire Brigade, NIC, etc. from Govt. Departments, who have regular work or produce a service in Rajya Sabha Sector on a regular basis are issued a separate photo identity card (RS No. 23), valid for upto 1 year at a time.

 

9.12            Photo Identity Cards for Secretariat Staff- Secretariat Officers/officials are issued laminated photo identity cards valid for upto 6 years. (RS No. 24). Endorsements ‘with restriction’ is included in respect of officers of the rank of Under Secretary and above, enabling access to both Rajya Sabha and Lok Sabha Sectors. Executive Officer (and equivalent) and one Assistant and one Messenger from each Section are provided a card with ‘endorsed’ stamped, to enable access to Rajya Sabha Lobbies and Central Hall. All Assistants of Question Branch and one messenger from each Question Group, and all officials from Table, Notice, Lobby, Bill and Legislative Section and Stenographers’ Pool are also provided with endorsed cards.

 

The cards are issued with identity no. and entry is made in a register maintained as follows:

 

Designation

Name

Id. No.

Card No.

Date of Issue

Type of Endorsement

Photo

Signature