University Grants Commission - Sri Lanka

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Commission Circular No: 847

03rd August  2004.


Vice-Chancellors of Universities,
Rectors of Campuses,
Directors of Institutes.



(1) Your kind attention is invited to the Scheme of Recruitment for the Posts of Personal Secretary to Chief/Principal Executive Officer and Confidential Secretary to Commission/ niversity Council as stipulated in Commission Circular No.671 dated 23 rd February 1996.

(2) The Commission at its 659th meeting held on 03.06.2004 has approved the annexed (Annex I) Scheme of Recruitment of the posts of Senior Personal Secretary to Chief Principal Executive Officer and Senior Confidential Secretary to Commission / University Council. The requirements indicated as Category - I under the qualifications of Scheme of Recruitment will be applicable to the applicants who possess qualifications stipulated therein.

(3) In the case of employees who fall under the requirements indicated as category - II of the same the eligibility for promotion will be considered by the Higher Educational Institutions/Institutes on the basis of an evaluation of the performance of employee concerned for a continuous period of 08 years in that post done annually by an evaluation Committee appointed in terms of para 04 below.

(4) The Annual Performance Evaluation Report (APER) which will be used for this purpose by the Higher Educational Institutions concerned is annexed to the Scheme of Recruitment. (Annex II) This APER consists of three (03) parts of which part I will be filled by the candidate. Part II and III of the APER will be filled by an Evaluation Committee which will consist of :

(a) Chairman, UGC/Vice - Chancellor of the University as the case may be who shall be the Chairman.

(b) One member of the Governing Authority / Dean of a Faculty / Rector of the Campus/Director of the Institute as the case may be.

(c) Secretary, UGC/Registrar of the University as the case may be

(d) Financial Controller, UGC/Bursar of the University as the case may be

(e) An immediate Supervising Officer of the Division Department to which the employee is attached as the case may be.
NOTE : The Evaluation Committee of an Institute should consist of members indicated at (a), (c) and (d) above of the University to which the Institute is affiliated in addition to members at (b) and (e).

4.1 The candidates in category II who have scored at least 50% of total marks in each year during the 08 year period will be eligible for consideration for promotion on this basis.

4.2 In the case of persons who have already completed 08 years or more in the relevant category/catagories will be considered on the basis of a composite report submitted by the Head of the Institution with regard to the overall performance of the employee concerned during the immediately preceeding 08 year period. The report should include -
(a) Work performance

(b) Contribution to institutional development

(c) Attendance

(d) Conduct

(e) Qualifications and skills obtained during the 08 year period of service.
4.3 Any person who has served more than one institution during the period of 08 years, the report should be prepared based on the information obtained from Heads of such Institutions. ^

4.4 Persons who will be completing eight years of service at subsequent points of time will also require a composite report on the overall performance for the number of years of service already completed as at 31st December 2003.

(5) The candidates in both categories should apply for promotion to the senior grade in the normal application form used for promotion in the University Service to the Chairman/UGC, Vice-Chancellor of University / Rector of Campus / Director of Institute as the case may be through the respective Heads of Divisions / Departments, for the latest year immediately before forwarding the application. In the case of candidates, under category II should also include the duly filled Annual Performance Evaluation Report (APER) with their applications. The Evaluation Committee as stipulated in para 4 above is required to conduct the performance evaluation and forward the recommendation to the Head of the Institution / Institute to enable him to conduct an interview by a properly constituted Selection Committee in terms of the procedure for appointment. The recommendation of the selection committee approved by the Governing Authority along with the relevant document ( including APER applications etc. as the case may be) should be forwarded to the Chairman / UGC to issue the letter of appointment after obtaining approval of the UGC

(6) The UGC/University should take following steps once the such promotions are made:-
(a) Suppress the existing post (A-04) as the case may be and indicate such post by a special note in the approved cadre.

(b) Any vacancy occurring as a result of promotion, termination, retirement or resignation of a person appointed under both schemes will be considered as a vacancy in the A-04 post and steps will be taken to fill such vacancy on the basis of existing Scheme of Recruitment.
(7) The provisions of this circular are effective from 01.01.2004.

Please take action accordingly.


(Prof. B.R.R.N Mendis- Chairman)


  • Chairman/UGC
  • Vice-Chairman/UGC
  • Members of the UGC
  • Secretary/UGC
  • Deans of Faculties
  • Registrars of Universites
  • Financial Controller/UGC
  • Bursars of Universities
  • Librarians/SAL/AL of the Higher Educational Institutions/Institutes;
  • Snr. Asst.Registrars/Asst.Registrars of HEIs/Campuses
  • Snr. Asst.Bursars/Asst.Bursars of HEIs/Campuses
  • Chief Internal Auditor/UGC
  • Govt. Audit Superintendents of Universities
  • Snr. Asst.Int. Auditors/Asst.Int.Auditors of HEIs
  • Secretaries of Trade Unions
  • Auditor-General

File No. UGC/HR/2/3/186


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