SERVICE BOOK

 Learning objectives

The learning outcome of maintaining a service book can vary depending on the context, but here are some potential benefits:

Benefits for Individuals

1. Improved record-keeping skills: Maintaining a service book helps individuals develop organizational skills and attention to detail.

2. Better time management: Regularly updating the service book can help individuals prioritize tasks and manage their time more effectively.

3. Enhanced accountability: A service book provides a clear record of work done, which can promote accountability and transparency.

Benefits for Organizations

1. Accurate tracking of work history: A service book provides a comprehensive record of work done, which can help organizations track employee performance and identify areas for improvement.

2. Improved maintenance planning: By analyzing the service book, organizations can identify patterns and trends, enabling them to plan maintenance more effectively.

3. Enhanced customer satisfaction: A well-maintained service book can help organizations demonstrate their commitment to quality and customer satisfaction.

Other Benefits

1. Knowledge retention: A service book can serve as a knowledge repository, capturing the experiences and insights of individuals and teams.

2. Quality control: Regularly reviewing the service book can help organizations identify areas for quality improvement and implement corrective actions.

3. Compliance: In some industries, maintaining a service book is a regulatory requirement. By doing so, organizations can ensure compliance and avoid potential penalties.

SERVICE BOOK

Service book is for the teacher and non-teaching Staff including Librarian. It should be opened and maintained for every employee of a government Sponsored Aided junior High / High/ H S school immediately after his / her joining in Service. It is a document to record all the events of an employee in his / her entire Service period and career, recording each and every administrative actions concerning the employee right from the stages of his recruitment till his retirement to reflect the history of service of an employee. Retirement benefits like pension and gratuity would not be delayed, if the records in the service books of Teachers / Non teaching staff are kept accurately  from the beginning to the end of their Service .

Service book is mandatory :

According to Government Memorandum 1980 EDN (S) dated 15.12.1971 it is record the mandatory to record the service details of Teacher / Non. teaching staff, working in all the recognised aided schools in their service books. 

Addition/Alteration in service book :

Entries Should be made in the service book at the end of every year and all entries in the service book should be signed / attested by the Head master, but if the employee is the HM /Teacher in charge entries signed by President of Managing Committee (MC) / Administrator. If any addition or alteration is also made and attested same as above 

Certificate of verification :

It shall be the duty of the Head master to initiate action to show the service Book to the teaches every year and to obtain their signature there in after having inspected the Service Books. 

The HM / President / Administrator, as the case may be, will record a Certificate in a service book in a year. A certificate should be entered once on completing every page of history of service portion in following manner with Signature and seal of Head of the Institution (HOI). 

New school new service book :

In case HM/Assistant Teacher (AT) /any non- teaching Staff including Librarian Serving more than one school he/she should have a seperate service book for each school he/she had served with up to date entries transferred to the school he joins for further entries.

Maintain regularly :

Most augmenting position of performance area of an Head the Institution (Hol) from his staff numbers probably depends upon regular maintaining of service Book. Confidence level of your teachers and non-teaching  staff over you goes remarkably high it you are a little bit keen to their service book affairs. More you do it, less you experience discontent from their end 

Keep Service Book Neat and Clean :

• No unnecessary, extra entry

• Put only relevant, pertinent matters point wise in precise and lucid manner 

• Keep writing neatly as much as you can.

• Avoid using white ink.

• Make a habit of pen-through following by countersigning if errors detected 

Format of Service book :

It is a very Crucial document of a employee. For each government employee a register is opened which is called service book. This service book as appears in the name has all important information of employee beginning his carrier in government including documents which a candidate submit while applying post. 

It's first page contain employee full personal details viz name, date of birth, father name, educational qualification home town, photo, Identification mark etc. It contain family details, nomination form for gratuity, GPF fund, insurance etc. 

It contain all information relating to employment viz, Initial appointment, promotion, increment, pay fixation, leave LTC records, transfer, Joining, any punishment, rewards and most important is service verification entry which is necessary to count Service for pension purpose. Copies of all promotion, pay fixation, transfer also attached In this book. 

It is very important document and it goes office to office with employee with their posting and can not be prepared again as it is very difficult to gather all information for past service records which may be more then 30 years. Now it has been decided to make two copy of the service book i.e one of the keep with employee and other with employer. 

E Service book / Digitalise service book :

In order to ensure the accuracy & precision of service records government have given approval in principle for launching e-Service Book for Gazetted and Non Gazetted employee of State Government instead of physical Service

Book using the web portal, Government employees can view his/her service Book entries on their devices. The entries once viewed are also stored offline on the device and can be viewed lates on without internet connectivity. In  case of transfer of an employee from one office to other, service book will transferred online and all data related with employee will be instantly available to new organisation. 

The roll out of e-Service Book is a vital Step towards establishing a fully automated Human Resource Management System (HRMS) with an employee portal covering all employees of Government of India so that all processes of personal management from "hiring to retiring" on digital platform dispensing the Manual system of handling personnel  management.

 

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