Punjab State Human Rights Commission

Chandigarh

RIGHT TO INFORMATION ACT

INDEX

1.	MANUAL I - The particulars of the organization, its functions and duties
	a.	Function of the Commission
	b.	Secretary PSHRC
2.	MANUAL II - The powers and duties of the officers of the Commission and its employees
	a.	Administration Wing
	b.	Accounts Wing
	c.	Judicial Wing
	d.	Investigation Wing
3.	MANUAL III - Procedure followed in the decision making process, including channels of supervision and accountability.
	a.	Judicial Wing
	b.	Investigation Wing
	c.	Accounts Wing
4.	MANUAL IV - The norms set by PSHRC for the discharge of its functions.
5.	NORMS OF FUNCTIONS
	a.	Administration Wing
	b.	Accounts Wing
	c.	Investigation Wing
	d.	Computer Wing
6.	MANUAL V - The rules, regulations, instructions, manuals and record, held by it or under its control or used by its employees for discharging its functions
7.	MANUAL VI - Categories of the documents that are held by the Commission under its control.
8.	MANUAL VII - The particulars of any arrangement that exists for consultation with or representation by the members of the public in relation to the formation of its policy or administration thereof.
9.	Punjab State Human Rights Commission Guidelines for Sponsoring Research, Project Studies, Seminars, Conferences, Workshops, Literacy Programmes And Campaigns Etc.
10.	Annexure R
11.	Manual VIII- Statement of the boards, councils, committees and other bodies of two or more persons constituted as its part or for the purpose of its advice, and as to whether meetings of those boards councils committees and other bodies are open to the public or the minutes of such meetings are accessible for public
12.	Manual IX- Directory of officers and employees
13.	Manual X – The monthly remuneration received by each of its officers and employees, including the system of compensation as provided in its regulation
14.	Manual XI - The budget allocated to each of its agency, indicating the particulars of all plans, proposed expenditures and reports on disbursements made
15.	Manual XII - The manner of execution of subsidy programmes, including the amounts allocated and the details of beneficiaries of such programmes.
16.	Manual XIII - The particulars of recipients of concessions, permits or authorization granted by it
16.	Manual XIV - Details in respect of information available / reduced in electronic format
17.	Manual XV - The particulars of facilities available to citizens for obtaining information, including the working hours of a library or reading room, if maintained for public use
18.	Manual XVI - The names, designations and other particulars of the Public Information Officers
19.	Annexure 1
20.	Annexure 2
21.	Annexure 3
22.	Annexure 4
23.	Annexure 5
24.	Annexure 6
25.	Annexure 7
26.	Annexure 8

Information as required under

Section 4(b) of the

Right to Information Act 2005

Punjab State Human Rights Commission

MANUAL I The particulars of the organization, its functions and duties

The Punjab State Human Rights Commission was constituted on 17th March, 1997 under the Protection of Human Rights Act, 1993 and it became functional in July 1997, when Chairperson and Members of the Commission took over office. The Commission has four wings: Administrative Wing, Accounts Wing, Judicial Wing and Investigation Wing.

The Commission consists of:

a) A Chairperson who has the status of the Chief Justice of Punjab & Haryana High Court, and

b) Four Members who have the status of the Judge of the Punjab & Haryana High Court.

Secretary of the Commission who is an officer of All India Service, is Chief Executive Officer of the Commission and exercises such powers and discharges such functions of the Commission as delegated to him.

The functions and duties of the Commission are enumerated in Chapter-III of the Protection of Human Rights Act, 1993 which are as under:

Functions and Duties Powers of the Commission

Function of the Commission

Section 12 read with Section 29 of the Act lays down the functions of the Commission which are enumerated below:

The Commission shall perform all or any of the following functions, namely:-

1. Inquire suo moto or on a petition presented to it by a victim or any person on his behalf, into complaints of:

i. Violation of human rights or abetment thereof or

ii. Negligence in the prevention of such violation, by a public servant;

2. Intervene in any proceeding involving any allegation of violation of human rights pending before a court with the approval of such court;

3. Visit under intimation to the State Government, any jail or any other institution under the control of the State Government, where persons are detained or lodged for purposes of treatment, reformation or protection to study the living conditions of the inmates and make recommendations thereon;

4. Review the safeguards provided by or under the Constitution or any law for the time being in force for the protection of human rights and recommend effective measures for their implementation;

5. Review the factors, including acts of terrorism that inhibit the enjoyment of human rights and recommend appropriate remedial measures;

6. This clause has been repealed in the case of State Human Rights Commissions

7. Undertake research and promote research in the field of human rights

8. Spread human rights literacy among various sections of society and promote awareness of the safeguards available for the protection of these rights through publications, the media, seminars and other available means;

9. Encourage the efforts of non-government organisations and institutions working in the field of human rights

10. Such other functions as it may consider for the promotion of human rights

MANUAL II The powers and duties of the officers of the Commission and its employees

SECRETARY PSHRC

Following powers are delegated to the Secretary PSHRC:-

1. He has all the powers as Chief Executive Officer to implement the decisions of the Commission.

2. Following specific powers are also exercised by him as Secretary of the Commission:-

i. To maintain and manage the properties and funds of the Punjab State Human Rights Commission.

ii. To maintain records and cause their checking and auditing periodically by the Comptroller and Auditor General.

iii. To direct the Accounts Officer of the Commission to prepare annual income and expenditure statements and balance sheets.

iv. To liaise and interact with the NGOs to organize seminars; symposia and other such programmes.

v. To incur expenditure without monetary limit where sanction has been accorded by the Government.

vi. To sanction expenditure for the purchase of computers and fax and providing Internet facilities etc subject to approval of the Commission.

vii. To accord sanction for the purchase of furniture and equipment and providing infrastructure facilities for the office upto Rs. two lac only at a time, as per rules subject to a maximum of Rs. five lac only in a year.

viii. To sanction fuel advance up to Rs. five thousand only.

ix. To sanction leave of the kind due to the officers and employees of the Commission except the Head of the Investigation Wing and the Head of the Judicial Wing in whose case leave will be sanctioned by the Chairperson.

x. To disburse fees, remuneration and other payments as directed by the Commission.

xi. To execute all contracts and agreements on behalf of the Commission under its direction.

xii. To sanction all cases of temporary withdrawals from the provident fund of the officers and employees of the Commission as per rules and subject to eligibility.

xiii. To sanction purchase of books, journals and periodicals for the office and library of the Commission subject to budget provisions;

xiv. To sanction purchase of stationery articles locally in urgent circumstances upto a limit of Rs. 10,000/- at a time but not exceeding Rs. 50,000/- in a year;

xv. To sanction tours of the officers and employees of the Commission and to countersign their T.A. bills;

xvi. To engage daily – wage hands against all categories of Class IV / Group D posts and drivers as and when it is felt necessary, subject to prior approval of the Commission;

xvii. To sanction repair and replacement of spare parts and maintenance of motor vehicles of the Commission upto a limit of Rs. fifteen thousand only in each case, as per rules in a year;

xviii. To sanction all cases of medical reimbursement in respect of the officers and employees of the Commission and also to disburse medical claims to the Chairperson and Members on the basis of the essentiality certificates and vouchers;

xix. To sanction payment of telephone charges, electricity charges, water charges etc, without monetary limits, as per rules;

xx. To incur refreshment charges up to Rs. two thousand only at a time subject to an annual limit of Rs. twenty five thousand, for meetings / seminars etc;

xxi. To sanction purchase of bicycles for office use;

xxii. To sanction uniforms and liveries as and where admissible to eligible employees;

xxiii. To incur non-recurring contingent expenditure upto Rs. twenty thousand only in a year subject to budget provisions;

xxiv. To sanction expenditure upto Rs. fifty thousand only per annum for publicity / advertisement;

xxv. To incur expenditure upto Rs one lac only towards printing charges in a year;

xxvi. To hire buildings for office and residential accommodation for the Chairperson and Members of the Commission, as per rules.

ADMINISTRATIVE WING

Name and Designation

Duties being performed

Deputy Secretary

1. All Supervisory functions of the Commission.

2. Preparing agenda items and proceedings of meetings.

3. Preparing material for speeches of Hon’ble Chairperson and Members.

4. Disposal of files of Admn. and Stores.

5. Checking of Annual Administrative Reports.

6. Preparing material and other correspondences in connection with the visits of Hon’ble Chairperson / Members and officers of the Commission.

7. Liaison with Secretariat and All Punjab Government offices / departments.

8. Surprise checking of staff of the Commission.

9. Disposal of cases of Establishment / Admn.

10. Signing of cheques along with DC(F&A).

11. Overall management of house of office.

12. All co-ordination work.

13. All misc. works of the Commission.

14. All meetings with Chairperson, Members, Secretary, NHRC and Deputy Commissioners etc.

15. Any other duty / work as assigned by the Commission.

Steno / Deputy Secretary

1. Dictation, typing work (English and Punjabi) of Deputy Secretary.

2. English and Punjabi typing work of Store Section.

3. Attending office phones.

4. Sending letters through fax / e-mail.

5. Internet browsing for information from NHRC and other relevant sources ascertaining the rates, timings etc of the tickets of airlines, railways and any other information as and when required.

6. Helping in preparing, flagging etc. of the agenda items of the meetings of the Commission.

7. Assisting Deputy Secretary in all day-to-day functioning in connection with all urgent and other affairs of the office.

8. Other important work like Norms, Rules, Regulations and Manual etc.

9. Complaints for Web Site and Annual Reports.

10. Pamphlets in Punjabi for the preparation of books.

11. Information / e-mails for seminars.

Superintendent / ADO

1. Supervising / dealing with the files of establishment and stores.

2. To help the Deputy Secretary in preparing agenda items and proceedings of the meeting of the Commission.

3. All other misc. work including that of housekeeping, stores and establishment.

4. To get accommodation reserved in the Punjab Bhawan and Circuit Houses for Chairperson and Members at personal level.

5. To correspond with the DCs, SSPs and Heads of the departments / offices etc. regarding visits of Chairperson and Members.

6. To supervise the purchase of store articles.

7. Liaison with Sectt. for receiving grant-in-aid, and all other matters.

8. To maintain all important record in personal custody.

9. Checking of cases regarding all Estt. Matters.

10. Supervision / checking of cases regarding payment of electric bills, water bills, telephone bills etc.

11. Purchase / maintenance of vehicles of the Commission.

12. To help Deputy Secretary in organizing the meetings and all day to day affairs.

13. Obtaining quotations from the market on the behalf of the purchase order.

14. Supervision of all class IV employees.

15. Supervision of purchase of furniture.

16. Supervision of all furnishing articles.

17. Attending to all personal works of Chairperson / Members and officers and work pertaining to chairman etc.

Steno-cum-Clerk-cum Recordkeeper / Estt. Wing

1. Dictation, typing work of Superintendent.

2. Typing work of Administrative / Estt. Wing.

3. Attending office phones.

4. Maintaining leave record of all employees of the Commission.

5. Helping in photocopying, preparing agenda, flagging etc. of the agenda items of the meetings of the Commission.

6. Assisting Superintendent in all day-to-day functioning in connection with urgent and other affairs of the office.

7. Maintaining all important record of the important record of the Superintendent HRC and Estt. Wing.

Senior Assistant (Admn. / Estt.)

1. Dealing with all establishment matters of PSHRC.

2. Sending leave reserve drivers / peons for duty when drivers / peons of Chairperson and Members / officers, other wings are on leave.

3. Assigning duties of chowkidar to the peons by rotation, whenever so required.

4. Processing of all proposals regarding appointments, postings, transfers, deputation / repatriation of staff.

5. Handling cases of printing of annual reports, pamphlets, booklets, brouchers etc. for spreading Human Rights literacy / awareness and Protection of Human Rights Act, 1993.

6. LTC cases of officers and staff of the Commission.

7. Distribution of pamphlets / material relating to Human Rights Awareness.

8. Audit paras.

9. Purchase of library books.

10. Preparing material for agenda items.

11. Subscribing to newspapers and magazines for officers / Members.

12. Preparation of new files.

13. Marking attendance of employees working in the Admn. Wing.

14. Preparation of attendance sheets of out-sourced employees.

15. Maintaining all records / files of the Estt. Wing.

Storekeeper (Senior Assistant Stores)

1. Purchase of stationery.

2. Purchase of furniture.

3. Purchase of all finishing articles.

4. Processing of medical bills of Chairperson / Members.

5. Processing of electricity and water charges bills of office, Chairperson, Members and keeping of record and payment etc.

6. Processing of telephone bills and keeping their record.

7. Processing of all advances to drivers and to keep their record.

8. Maintenance of vehicles etc.

9. To arrange snacks etc. for meetings of Commission and officers.

10. Maintenance of ACs, electronic articles, electrical articles including water coolers, air coolers etc.

11. Maintenance of bathrooms, office building etc.

12. Attending to the personal works of Chairperson, Members and officers.

13. To look after the work of caretaker / electricians and sweepers / chowkidars.

14. All working housekeeping / office maintenance.

Translator

1. Translation of documents in English from vernacular and vice-versa.

2. Performing the duties of librarian.

3. Assisting research scholars and trainees in locating material from the Commissions library regarding human rights.

DEO, Despatch Section

1. Performing duties of data entry operator in the Despatch section which comprise of assigning despatch number to the letters and then entering the same in the computer worksheet, alongwith, complete address of the person authority, office, whom the letter is addressed. The mode of despatching the letters etc. is also entered in the worksheet.

2. Making computerized lists of UPC & URP letters.

3. Taking print-outs of the worksheets.

4. Date-wise arrangement of print-outs in a file cover.

Clerk-I, Despatch Section

1. Sorting out the dak, department-wise and district-wise and local.

2. Distributing the local dak to the peons and unregistered parcels and UPCs to the other official for further action by him except registered letters and registered parcels.

3. Weighing the registered letters / parcels and entering them manually in the register.

4. Stamping of registered parcels / letters, speed post letters.

5. Sending telegrams and letters through courier, whenever so ordered.

6. To check the files received from the Judicial Branch and return them under signatures.

7. Repair of franking machine when it goes out of order.

8. To procure stationery for the Despatch Section.

9. Maintaining record of stamps for audit.

10. Checking the peon books of the dak-runners after the delivery of local dak for undelivered letters.

Clerk-II, Despatch Section

1. Weighing unregistered and UPC letters.

2. Stamping unregistered parcels, UPC envelops and ordinary mail through franking machine.

3. Putting all letters in the envelops.

4. Maintain record of the dak sent through the post office.

5. Obtain advance and its adjustment, whenever so required.

Farash-cum-Electricians-cum-Lift 0perators

1. Looking after the functioning of lift and work as lift operator.

2. Looking after the electronic / electrical items / articles, refrigerator, generator, ACs, air coolers and all other electrical appliances / gadgets.

3. Repair and maintenance of all electrical works at the office and residence of Members / Chairperson where possible.

Peons

1. Attending to all duties as ordered by the concerned Member / officer / official / authority / branch with whom attached.

2. Dusting the work space.

3. Carrying office files to and from.

4. Serving water to the staff of the branch concerned.

5. Filling desert cooler with water during summer.

6. Getting files letters, papers / documents photocopied.

7. Shifting of office furniture etc.

8. All other miscellaneous work.

Sweepers

1. Cleaning / sweeping of office toilets, bathroom and sewerage pipes etc.

Caretaker

1. Ensuring cleanliness / sweeping through sweepers.

2. Looking after and repair of plumber work in the bathroom.

3. Looking after the work of electricians.

4. Looking after the work of elevator and its maintenance.

5. Maintenance of photostat machines.

6. Ensuring timely payment of all electricity / water charges, telephone bills and obtaining duplicate bills for payment, whenever so required.

7. Reconnection of a telephone in case of disconnection.

8. Looking after the repair / maintenance work of residences of Hon’ble Members.

9. Maintenance record and repair work of vehicles.

10. Assisting S.K. in all matters regarding house keeping and all allied miscellaneous matters.

Receptionist

1. Working as receptionist / telephone operator.

2. Attending to visitors at the reception counter and guiding them properly.

3. Apprising them of the status of their complaints with the help of computer.

4. Attending to receipt of letters etc. addressed to the office of Commission.

5. Opening all the letters and tagging all documents together found in the envelope.

6. Diarising the same by entering them in the computer.

7. Sorting out the letters and sending them to the concerned branches after diarising.

8. Attending to all external calls at the Reception Counter.

9. Connecting incoming calls with the help of EPBX.

10. Attending to telephonic queries / enquiries regarding status of the complaints as available in the computer.

11. Written communication / instructions, telephone messages to the concerned employees.

12. Attending to all the internal calls.

13. Passing on instructions to the lift operator to take position on the floor as and when required and conveying instructions to electrician to attend to the complaints.

14. Connecting calls of officers as and when so ordered by them.

15. Calling drivers for re the car for Members / officers etc.

16. Faxing documents as ordered.

17. Distribution / delivery of letters addressed by name.

18. Delivering telegrams, faxes etc. immediately to the concerned officers / dealing assistants after diarising.

19. Sending reports to the judicial wing for locating old letters regarding previous references.

Drivers

1. Attached for duty with Hon’ble Chairperson, Members, Officers, Investigation Wing and general pool duty.

Daftris

1. Performing miscellaneous duties including clerical / class – III.

Chowkidar

1. Performing the duty of guarding the officer premises after office hours and on holidays.

ACCOUNTS WING

Deputy Controller (Finance & Accounts)

1. Checking / approval of salary bills of all employees of the Commission.

2. Checking of T.A. bills of the staff.

3. To sign all the cheques for payment like salary, T.A. medical re-imbursement, leave salary and pension contribution and other payments regarding the purchase of stationery articles and other articles like purchase of computers, payment of rent of building etc.

4. Checking of annual accounts, income and expenditure statements and balance sheets etc.

5. To sign the cash book.

6. To sign all the vouchers of payments / receipts.

7. To get the grant of the Commission released from the Government.

8. Supervision of preparation of budget estimates / revised estimates of the Commission for sending the same to the Government and getting them approved from the screening committee.

Section Officer

1. To supervise / check the work of Auditor-I, Auditor-II and Cashier of the Accounts Branch.

2. Checking vouchers and cheques for payment, reconciliation with AG / bank, income tax evaluation / returns / Form 16, checking of audit reports, checking of T.A. bills, medical reimbursement, claims etc. of officers / officials, pension / leave salary, contribution deposits, payment of water, electricity and telephone bills etc. Checking of balance sheets, expenditure statements, budget / revised budgets, correspondence regarding quarterly grants with the Government. Salary bills, arrear of pay, LTC, salary statements and all other account matters of the employees of the Commission.

3. Checking the accounts ledger, of all employees of the Commission for accounts of rent, income tax and PF etc.

Auditor-I

1. Voucher posting on ledgers / Adv. Ledgers etc.

2. Budget.

3. Balance Sheets.

4. Preparation of T.A. bills.

5. Leave Salary / and Pension Contribution cases and other related work to accounts.

Auditor-II

1. Cashier.

2. Preparation of cheques.

3. Preparation of vouchers.

4. Writing of cash books.

5. Preparation of income tax, challans and depositing in the bank.

Accounts Clerk

1. All work relating to with pay and allowance.

2. Monthly individual posting register income tax.

3. Form No. 16, 16-A, 24, 26 TDS return.

4. Challan income tax GPF and GIS other deduction.

5. File dictation.

6. Increment files.

Steno / Deputy Controller (F&A)

1. Dictation work and other work assigned by Deputy Controller (F&A).

2. Preparation and maintenance of Leave Accounts of staff of Accounts branch.

3. Letters prepared by Accounts Branch.

4. To assist Secretary / Pvt. Secretary attached with the Members when some one is on leave.

JUDICIAL WING

Registrar

1. He heads the Judicial Wing and is responsible in all matters relating to the Wing.

2. Places all policies and other important matters relating to the Judicial Wing before the Commission for orders after due examination.

3. Places before the Hon’ble Chairperson all matters relating to the constitution of Benches and allotment of complaints for hearings every day.

4. Looks after the daily listing of complaints for hearing and ensures timely preparation of the causelists.

5. Handles all correspondence of the Judicial Wing with the Government / National Human Rights Commission and other State Commissions, including exchange of tally sheets in custodial death cases and getting information regarding the date/s of taking cognizance.

6. Supervises all functioning of the Judicial Wing.

7. Functions as Public Information Officer the Rights to Information Act 2005 in respect of the PSHRC.

Joint Registrar

1. Deals with court cases in which the Commission is a party (all types of references connected with such cases), including engagement of counsel, determination of their fee etc.

2. Deals with all references of multifarious nature in pending as well as disposed of cases including supply of copies and other documents to different quarters and matters pertaining to Procedural Regulation. All such files are directly placed before the Joint Registrar.

3. Ensures compliance of the orders passed by the Commission in the cases.

4. Ensures compliance of orders passed by the Commission in the listed cases, viz. show-cause notices, summons.

5. Preparation of paper books for Full Bench and Full Commission cases.

6. Allowing inspection of the files / record in undisputed cases.

7. Deals with miscellaneous and general types of references e.g. Police Act, Child Marriage Act etc., and other references from the Government.

Steno / Registrar and Joint Registrar

Dictation work of the officers and helping Registrar and Joint Registrar in their day-to-day functioning.

Superintendent (Judicial)

1. Checks and approves the files of the Judicial Wing. Approves and signs all the letters to be issued in compliance with orders of the Commission on judicial side.

2. Settles disputed references, which do not pertain to any Bench, e.g. custodial death cases and references in this connection from NHRC and other quarters.

3. Maintenance of record of tally sheets pertaining to the custodial death cases addressed to the NHRC.

4. Entrusts cases to the translator in which orders for translation of documents are passed.

5. General supervision of the entire work of Judicial Wing, Account Section, Madad Counter.

6. Marking attendance of the officials of the Judicial Wing, Record Section, Senior Assistants (Legal) and personal staff of Joint Registrar and Registrar besides Madad Counter.

Assistant in-charge (Judicial)

1. Arranging letters and attaching, annexing and stapple photostat copies of orders and enclosures, documents etc. received from the Photostat Section.

2. Checking the enclosures which are to be sent with the letters.

3. Returning the incomplete files to the Photostat Section for doing the needful.

4. Sends the completed files to the Superintendent (Judicial) for signatures.

5. Collects the list of cases from the Dealing Assistants which are to be listed on the next date for submission to Registrar to facilitate the finalization of the causelist.

6. Sends photocopies of the daily causelist to the personal staff of the Chairperson, Members and officers.

7. Displaying causelist on the notice boards everyday.

Senior Assistants (Legal)

1. Scrutinizing fresh complaints and filling up Form No. I and Form No. II.

2. Preparing gist of the complaints.

3. Tracing out old cases in case there is a reference of earlier complaint.

4. After comparative scrutinising, Clubbing, de-linking or generating a fresh number of the complaint, if so required after scrutinising.

Senior Assistants (Judicial)

1. After the receipt of references / replies / reports from the Miscellaneous Assistant, these are thoroughly checked so that no receipt remains unattended for the fixed date of hearing.

2. Preparing Peshi for the following day. This would include updating of the page marking of both parts of the file, i.e. order sheets part and the correspondence part, putting up the reports, applications, replies and other references relating to each case, making reports regarding compliance of the last order and the receipt or non receipt of required information / replies from the quarters concerned.

3. Going through the orders passed by the concerned Bench in each case after its receipt from the Peshi and make compliance of the same by preparing drafts for sending copies of orders to the quarters concerned, calling for reports, issuing summons / notices to the individuals, conveying orders on fax, issuing dasti copies of the orders, other papers etc. as per directions in the order.

4. Maintaining an up-to-date diary (i.e. noting down the next date of hearing).

5. Sending files to Photostat Section for photocopying the letters / orders and documents to be sent in compliance.

6. Receiving the cases back from the Despatch Section after the letters are sent / dispatched to the quarters concerned.

7. Sending the cases to the Computer Section thereafter for making entries of the next dates and orders passed by the Commission.

8. Putting up the cases received back from the Computer Section in the bundles for the cases fixed for a particular date of hearing.

9. Preparing daily cause-list of regular cases of the concerned Bench and submit the same to the officer in-charge for finalization consolidated cause-list of the Commission for the following day after obtaining orders of the Hon’ble Chairperson.

10. Dealing with all letters received from different quarters.

11. Sending the cases to the Computer Section after decision for consignment in the Record Room after ensuring that no order remains uncompiled with.

12. Dealing with correspondence received in the decided / disposed of cases.

13. Sending and receiving back the cases from translators after translation work.

14. Preparing extra paper books for Full Bench and Full Commission cases.

Madad (Help) Counter

1. Receiving the entire, outside dak relating to the Judicial Wing from the Central Diarist. The reports, complaints and other references are then sorted out.

2. Reports received are tallied with the daily cause-list for that date, since most of the reports are received from the IG (litigation) mostly on the same date. The reports relating to the cases fixed on the day are personally handed over to the concerned Secretary of the Bench (Chairperson and Members) after noting the same in the acknowledgment diary, so that the same can be considered by the concerned Bench at the time of hearing.

3. Other reports which relate to the cases fixed on later dates are then passed on to the concerned Dealing Assistants after making necessary entries in the separate acknowledgement diary.

4. Reports from different quarters relating to cases fixed on different dates from Central Diarist are also received. These are then checked from the computer or register for connecting references as, sometimes, complaint number / date of hearing are not indicated. After obtaining information from these sources it is noted down in the acknowledgment diary and handed over to the concerned Dealing Assistants attached with the Chairperson / Members against receipt. In the like manner, other references are also linked with the complaints by checking from the computer / register and passed on to the concerned Dealing Assistants.

5. About 70-80 complaints received every day from the Central Diarist are gone into thoroughly and handed over personally to Computer Section after preparing file covers and writing name and other particulars of the complainant.

6. The complainants / litigants / public are attended to by the Madad Counter and their queries are replied. They are provided required information after checking the computer as well as other record.

7. The complainants are guided as to how complaint is to be filed.

8. Old complainants are apprised of the status of their complaints after verifying the position from the Dealing Assistants / computer.

INVESTIGATION WING

1. To allocate and conduct inquiries entrusted to the Investigation Wing.

2. To conduct on the spot inquiries on issues relating to violation of Human Rights assigned by the Commission.

3. To render advice to the Commission relating to investigation of criminal offences by the State police as and when required by Commission.

4. To assist the Commission on issues relating to State Police and its conduct viz-a-viz Protection of Human Rights.

5. To interact with the State police officers for expeditious disposal of inquiries entrusted to them by the Commission.

6. Any other specific task assigned by the Commission.

The Investigation Wing is headed by ADGP. He carries out the work of investigation and enquiries entrusted to the Investigation Wing by the Commission. He is assisted by a Superintendent of Police who controls and carries out all investigations / enquiries with the help of the following staff :-

DESIGNATION	DUTIES BEING PERFORMED
PA	PA.
Sub-Inspector	Reader.
Head Constable	Telephone Attendant.
Constable	Computer Operator-cum-Diary / Despatcher
Office Orderly	Office Orderly
Constable	Office orderly
Inspectors	They conduct inquiries by adopting normal procedure i.e. 1. Recording statements of the complainant and his / her witnesses. 2. Recording statements of opposite parties and their witnesses. 3. Recording statements of Police Officers / officials and their witnesses. 4. Some times spot visit inspection is undertaken to ascertain further details. 5. Final report is prepared under the supervision of ADGP / IGP HRC. The inquiry report is sent to Commission by ADGP/IGP, PSHRC through Principal Secretary, PSHRC. 6. Comments are given on the rejoinders filed by the complainants. 7. Clarifications are given before the Commission / concerned Bench if required, before final disposal by the Commission. 8. Any other duty assigned by the Commission / Bench or the ADGP / IGP for special task relating to violation / protection of human rights.
Head Constable, Reader to Inspector	1. Maintenance of files. 2. Sending messages to complainants, opposite parties, police officers/ officials to come to the Commission to get their statement recorded. 3. The statements of the complainants, opposite parties, police and their witnesses are recorded under the supervision of the Inspector in Punjabi. 4. To accompany the Inquiry Officer on spot visit for an inquiry. 5. Any other duty assigned by the Inquiry Officer or by the senior Officer.
Sub-Inspector / Head Constable	They all are Readers to the Inquiry officers and perform above mentioned duties.
Computer Operator of Investigation Wing	To work as Computer Operator.
Constable	As a day care taker in the Child Protection Unit at Mohali.

COMPUTER WING

DESIGNATION

DUTIES BEING PERFORMED

SYSTEM MANAGER

1. All supervisory functions of the Computer Wing including LAN, WAN, and Website of the Commission.

2. System Administration, Network Management and Database Administration for the Commission.

3. Ensure integrity of all network data through backups and scheduled systems maintenance.

4. Ensure compliance to established procedures with regard to operational and application documentation and disaster recovery plan.

5. Administration and security configuration of proxy/ISA server.

6. Configuration of security policy for the network users and servers.

7. Configuration of all system applications and client /server operating systems.

8. Maintain user profiles and security standards.

9. Perform network development and evaluation on various software applications for Windows.

10. Upgrading client/ server software and hardware.

11. Troubleshooting and analyzing of hardware, network and internet leased line problems.

12. Evaluation of all hardware and software solution provided by vendors/internal team.

13. Supervision of all the data input by data entry operators in software of the Commission.

14. Ensuring all work by different team members is done as per ISO 9001-2008 specifications.

15. Plan, track, estimate development and testing activities.

16. Monitor, anticipate and advise on network and system capacity issues to ensure maximum system uptime.

17. Maintain and update the website of the Commission including website registration and rank maintatince with major search engine’s.

18. Manage team to ensure that software systems are operating at optimum level and speed.

19. All technical liaisons with difference agencies/vendors.

20. Training users and technical team on new upcoming technologies.

21. Motivating the team and ensuring all targets are met on time.

COMPUTER PROGRAMMER

1. Maintenance of all computer hardware of the commission.

2. Maintenance of all operating system software of the commission.

3. Maintenance of all computer networks of the commission

4. Maintenance of all client side backup of the commission

5. Format preparation for any kind of data.

6. Supervising checking duplicacy of complaints.

7. Supervising any kind of computer component replacement done by vendors.

8. To help system manager in any kind of statistical job.

9. Assisting system manager in all kind of designing and deployment of computer networks, hardware and softwares.

10. Creation and deletion of any record from the backend of the database.

11. Helping DEO in classifying complaints in various action taken steps.

IPRO

Carrying out functions pertaining to issuing press notes regarding the orders of the Commission and all other multifarious duties regarding information and public relations.

DATA ENTRY OPERATORS

1. Data entry of all the fresh complaints received from Miscellaneous Assistant of Madad Counter to note down the Diary No. and then it is to be equally distributed amongst the Legal Assistant.

2. Keeping record of all the complaints s received back and pending with legal assistant for scrutiny.

3. Data entry of all the fresh complaint and checking for duplicacy of any previous complaints in CMS software before generating a fresh complaint no.

4. All the files received from the Judicial Branch have to be checked whether a notice is issued and any other information is called either from the complainant or from the office and if the case is a disposed of case then it is entered in the closed category.

5. Compliance of all the closed cases is generated and printed and all the authorities have to be marked and the same to be send to judicial department.

6. Tallying the Cases with Cause List by cross checking to ensure that all the cases are received from Judicial Wing or not and if not then a Regular List is to be made of those files which have not yet been received from them on daily basis.

7. Assisting system manager in any kind of computerized work.

8. Any other duty / work as assigned by the system manager.

MANUAL III Procedure followed in the decision making process, including channels of supervision and accountability.

1. JUDICIAL WING

Complaints

1. Complaints are received in the Commission by post or through the complainants personally at the Receipt Counter. Thereafter Receipt Clerk diaries the same through computer and sends to the MADAD (Help) Counter for preparing the files.

2. The MADAD (Help) Counter prepares the files, sends the same to the Computer Section, for scrutiny / registration.

3. The Computer Section allocates the files to the Senior Assistants (Legal) for scrutiny of each complaint.

4. After scrutiny, the files are sent back to the Computer Section for data entry and registration.

5. Thereafter, Computer Section enters the data of each complaint in the computer which also generates the registration number. After doing the needful, sends the files to the Institution Clerk of Judicial Wing for preparing the list of the cases.

6. The Institution Clerk prepares duplicate copies of each complaint for placing them before the Division Benches. The Institution Clerk then prepares a list of fresh cases and submits the same to Registrar for obtaining orders from Hon’ble Chairperson for allocation / placement before different Benches of the Commission.

7. The causelist is then prepared / printed in accordance with the list of regular cases already fixed for hearing by the respective Benches along with the fresh cases as allocated by the Hon’ble Chairperson.

8. Regular cases already fixed for hearing are submitted by the respective dealing hands to the respective Benches a day in advance after up-dating compliance of the last orders, while the fresh cases are sent to the respective Benches by the Institution Clerk as soon as the causelist is prepared.

9. All the cases / files are sent to the Judicial Branch for compliance by the Secretary / Private Secretary of the Chairperson / Members after orders are passed by them.

References relating to the Judicial Branch

1. All references in which complaint number is given for seeking any information / relief of any kind, are entrusted to the concerned dealing hand attached with the respective Benches for disposal.

2. The dealing hand requisitions the decided / disposed of cases from the Record Room whenever required and puts up on the relevant file with a note to the Joint Registrar.

3. The Joint Registrar after going through the record and the reference places the files with appropriate proposal to the Registrar.

4. The Registrar obtains orders from the Chairperson / Members, as the case may be.

5. Officers / Officials at all levels dealing with such references are accountable to the Chairperson / Members and learned Secretary of the commission.

6. Channels of supervision comprises of Superintendent, Joint Registrar, Registrar, Secretary, Members and Chairperson.

2. INVESTIGATION WING

The Chairperson / Member of the Commission on receiving the complaint, decide about the department / agency or a person through whom the inquiry is to be got conducted. At present, inquiries of about 5% of total complaints received in the Commission, are being conducted by the Investigation Wing of the Chairperson. The State Government deputes a police officer of the rank of IGP or above to head the Investigation Wing of the PSHRC. The complaints, which are assigned for inquiry to ADGP / IGP HRC who heads the Investigation Wing, and supervises the conduct of the inquiries in the Investigation Wing. During the process of an inquiry, normal procedure is followed i.e. recording of the statements of the persons connected with the complaint and providing opportunities to the complainant, opposite party and police officer/s to produce witnesses in support of their version. Although the IGP / PSHRC supervises the conduct of the enquiry, the main task of conducting an inquiry is being undertaken by the Inspectorate staff. As such they are responsible for the enquiry reports submitted by them.

3. ACCOUNTS WING

Procedure followed in the decision making process including channel of supervision and accountability:

Sr.No.	Subject	Process including channel of supervision	Remarks
1.	Payment of T.A. bills of Chairperson, Members, officers and employees.	Accounts Assistant / Auditor put up the cases before the Section Officer who forwards them to the DC(F&A). Dy. Cont. places them before the Secretary / Chairperson for decision / appeal.
2.	Payment of T.A. bills of other staff	-do-
3.	Payment of Rent of building	Secretary HRC DC(F&A) Section Officer Cashier Concerned Dealing Hand for entering the voucher in the concerned accounts in the Ledger.	No decision making process involved.
4.	Deposit of deductions made from salary of employees regarding license fee, GPF, GIS, income tax, recovery of HBA, computer and conveyance / Scooter advance etc.	Dealing Hand Section Officer DC(F&A) Cashier Dealing Hand for entering the vouchers in the relevant accounts of the Ledger.	-do-
5.	Payment of arrears of pay, proficiency set up etc., annual increment, DA arrear etc.	Dealing Hand Section Officer DC(F&A) Secretary HRC Cashier Dealing Hand for entering the vouchers in the relevant accounts of the Ledger.	-do-
6.	Payment of salary	-do-	-do-
7.	Preparation and submission of challans regarding the deposit of deductions to parent departments.	Dealing Hand Section Officer DC(F&A)
8	Preparation and submission of form 24, 26, 27 of Income Tax.	-do-	-do-
9	Depositing leave salary and pension contribution by 15th of April (as per Government instructions) or within 15 days after return of employee to parent department.	Dealing Hand Section Officer DC(F&A) Secretary HRC	-do-
10	Payment of telephone, water charges, electricity and mobile bills of Chairperson, Members and officers of the Commission	Secretary HRC DC(F&A) Section Officer Cashier Concerned Dealing Hand for entering the vouchers in the concerned accounts of the Ledger.	-do-
11	Payment of other telephone, water charges and electricity bills.	-do-	-do-
12	Payment of other miscellaneous bills regarding purchases etc.	-do-	-do-

Accountability

Every official / officer is accountable for the duties assigned to him / her as per distribution of work / responsibilities.

4. Administrative Wing

1. All establishment cases.

2. House Keeping, printing & stationary cases.

3. Correspondence with NHRC, Department of Home Affairs and Justice and other departments & State commission, organs.

4. References in respect of the Commission’s Library.

5. Maintenance of building of PSHRC and payment of rent etc. and residences of Hon’ble Chairperson / Members and others.

6. Installation / disconnection, and payment of telephone bills.

7. Meetings of the Commission.

Channel of Disposal

1. Letters are received from the central diarist and from officers and officials through Chairperson / Secretary / Deputy Secretary / Superintendent.

2. Receipts are dealt with and put up to Superintendent.

3. Processing of cases and submission to Deputy Secretary.

4. Deputy Secretary to Secretary PSHRC / Chairperson of the Commission / Full Commission.

Level of Disposal

1.	Establishment cases	Secretary HRC / Chairperson / Full Commission
2.	Housekeeping, printing and stationary etc.	DSHRC / Secretary HRC as per delegation
3.	Correspondence with NHRC, Department of Home Affairs and Justice and other departments.	Secretary HRC / Chairperson
4.	References in respect of Library	Deputy Secretary / Secretary HRC / Chairperson / Commission
5.	Maintenance of building of PSHRC, payment of rent etc. of residence of Hon’ble Chairperson / Members and others.	Secretary HRC / Chairperson
6.	Installation of telephones.	Secretary HRC / DSHRC
7.	Meetings of the Commission	Chairperson / Full Commission

MANUAL IV The norms set by PSHRC for the discharge of its functions.

Judicial WING

1.	Completion of the process of preparation of files of fresh complaints.	½ day
2.	Their legal scrutiny by Senior Assistants (Legal).	½ day
3.	Data Entry, computerized registration and making duplicate copies.	½ day
4.	Submission of lists of fresh cases to the Hon’ble Chairperson for allocation to different Benches, including issuance of cause list of the cases so allocated and submission of relevant files to the concerned Benches.	1 day
5.	Compliance of orders passed by the Commission in all types of cases by the concerned Dealing Assistants including updating the diaries, preparation of drafts and sending the files to Photostat Section for photo-coping.	1 ½ days
6.	The Photostat Section to prepare photostat copies	½ day
7.	The Assistant in-charge for stitching / stapling / tagging the letters as per order of the Commission.	½ day
8.	The Superintendent (Judicial) appends signatures after going through the order as well as drafts and sends the files to the Despatch Branch.	½ day
9.	Wherever any letter / receipt is received by the Dealing Assistant in disposed of cases, he put up the same to Record Room for getting files added.	1 day
10.	Record Keeper of Record Room (Judicial) returns the receipts / letters to the Dealing Assistants after adding files.	1 day
11.	Dealing Assistant puts up the letter / receipt along with the file to Joint Registrar.	1 day
12.	The Joint Registrar after going through the paper sends the same to Registrar.	1 day
13.	The Registrar puts up the paper / file to Hon’ble Chairperson / Hon’ble Members for appropriate orders.	1 Day
14.	Compliance of the orders passed in the disposed off cases	1 day
15.	After restoring papers and sorting out the files after Despatch, sending the disposed off files to the Computer Cell.	1 day
16.	Keeping pending files in bundles for next date.	1 day

SENIOR ASSISTANTS (LEGAL)

1. Scrutinize the complaints / cases and fill up requisite performas.

2. Registrar checks the progress after a week.

3. The Secretary / PSHRC checks the progress after one month or so.

4. Progress is monitored after three months by the Commission.

NORMS OF FUNCTIONS

Norms of functions in respect of different Wings / Sections:

ADMINISTRATIVE WING

The norms in respect of the Administration, Translation, Receipt, Despatch and Madad Counter are as under:

S.No.		No. of Days	Channels
1.	Preparing of agenda items for convening the meetings of the Commission.	7	1. Dealing Assistant 2. Superintendent 3. Deputy Secretary 4. Secretary 5. Chairperson 6. Commission
2.	Preparing of proceedings of the meeting	1	1. Dealing Assistant 2. Superintendent 3. Deputy Secretary 4. Secretary 5. Commission
3.	Action on the proceeding of the meeting	7
4.	Processing of proposal regarding appointments	3	1. Dealing Assistant 2. Superintendent 3. Deputy Secretary 4. Secretary 5. Commission
5.	Posting and transfer	1	1. Dealing Assistant 2. Superintendent 3. Deputy Secretary 4. Secretary and then down marking
6.	Getting the annual report printed	45	1. Dealing Assistant 2. Superintendent 3. Deputy Secretary 4. Secretary and then down marking 5. Printer
7.	Getting the pamphlets / material related to the human rights printed	7	-do-
8.	Leave travel concession	2	1. Dealing Assistant 2. Superintendent 3. Deputy Secretary 4. Secretary and then down marking
9.	Reply of audit books	7	1. Dealing Assistant 2. Superintendent 3. Deputy Secretary 4. Secretary and then down marking
10.	Selection of library books	15-20 days. Firm order is placed on the same day.	1. Dealing Assistant 2. Superintendent 3. Deputy Secretary 4. Secretary 5. Chairperson/Members then down marking
11.	Emergent work	Same day
12.	Purchase of stationary	7	1. Dealing Assistant 2. Superintendent 3. Deputy Secretary 4. Secretary 5. Common 6. Purchase Committee 7. Call of quotations / Tender
13.	Purchase of furniture/ furnishing article	10	1. Dealing Assistant 2. Superintendent 3. Deputy Secretary 4. Secretary 5. Chairperson (where needed)
14.	Processing of medical bills	2	1. Dealing Assistant 2. Superintendent 3. Deputy Secretary 4. Secretary
15.	Processing of electricity / water / telephone bills etc.	1	-do-
16.	Processing of proposal for maintenance of vehicles etc.	1	-do-
17.	Processing of proposal for house keeping	1	-do-

Despatch Section

S.No.		No. of Days	Channels
1.	Assigning the despatch number and entry of at least 300 letter in the computer & arranging of print-outs etc.	1	1. Despatcher 2. Post Officer
2.	Scrutiny of letters, preparing of envelops and stamping the envelopes with postage stamps for registered letters, unregistered letters etc. near about at least 130 letters and maintenance of accounts of stamps per person.	1
3.	Scrutiny of letters, preparing the envelops with postage stamp for UPC, book post and entering in the peon book for at least 170 letters per person.

Translator

Norms of translation work is 6 pages per day.Average will be calculated after one month.

1. Translator

2. Dealing Assistant / Supdt. Judicial Branch

Receptionist

Receipt of at least 150 letters / telegrams / petition etc. per person per day along with entry in the computer and distribution.

Same day

1. Reception

2. Concerned

Branch

Attending EPABX / telephone calls / fax

message etc.

Instantaneously

Madad (Help) Counter

Receipt of letters / reports and distribution of reports to the Judicial Wing. At least 160 letters per person per day.

Same day

1. Letters received from Reception

2. Concerned Branch

ACCOUNTS WING

The norms of Accounts Wing are as under:

S.No.		No. of Days	Level
1.	Payment of T.A. bills of Chairperson & other Members. a. Dealing Hand – 1 day b. Section Incharge – 1 day c. Branch Officer – 1 day d. Secretary – same day	3	Secretary
2.	Payment of T.A. bills of other Staff. a. Dealing Hand – 1 day b. Section Incharge – 1 day c. Branch Officer – 1 day	3	DCFA
3.	Payment of telephone bills, water and electricity bills, bills of mobile of Chairperson & other Members. Telephone bills of Secretary, Pvt. Secretaries to Chairperson & other Members and Deputy Secretary. a. Dealing Hand – 1 day b. Section Incharge – 1 day c. Branch Officer – 1 day	3	DCFA
4.	Payment of other telephone bills, water & electricity bills. a. Dealing Hand – 1 day b. Section Incharge – 1 day c. Branch Officer – 1 day	3	DCFA
5.	Payment of other misc. bills regarding purchases etc. a. Dealing Hand – 1 day b. Section Incharge – 1 day c. Branch Officer – 1 day	3	DCFA
6.	Payment of rent of building	7th of succeeding Month	DCFA
7.	Deposit of deductions made from salary of respective heads of Accounts regarding Licence fees, GPF, GIS, Income Tax, recovery of HBA, Computer and Scooter advances etc. a. Dealing Hand – 1 day b. Section Incharge – 1 day c. Branch Officer – 1 day	6	DCFA
8.	Payment of Arrears of proficiency, annual increment, DA arrears etc. a. Dealing Hand – 10 day b. Section Incharge – 2 day c. Branch Officer – 1 day	13	DCFA
9.	Payment of salary	1st of every month	DCFA
10.	Preparation and submission of the Challans regarding the deposit of deductions to Parent Departments. a. Dealing Hand – 4 days b. Section Incharge – 3 days	7	SO
11.	Preparation and submission of Form 24, 26, 27 of Income Tax. a. Dealing Hand – 15 days before the provision of Income Tax Act specific date b. Section Incharge – 7 days c. Branch Officer – 3 days	25	DDO
12.	Leave Salary and Pension Contribution by 15th April (as per Govt. Instructions) or written 15 days after return of employee to parent department. a. Dealing Hand – 5 days b. Section Incharge – 2 days c. Branch Officer – 1 day	8	DDO

Note:

1. All bills passed by competent authorities shall be paid by the cashier on the same day or the next working day.

2. All vouchers passed and paid shall be posted by the concerned dealing hand within 5 days of the dat

Receptionist

SYSTEM MANAGER

Remarks