CONSULTATION WITH THE OTHER DEPARTMENTS AND PROCEDURE FOR CONSULTATION, REQUIRED GUIDELINES TO BE KEPT IN VIEW:-

Consultation with other departments and procedure for consultation:-- The following guidelines are required to be kept in view while consulting different departments:- (1) The file /self -contained reference should be complete in all respect;(2) The referred papers should contain all connected and relevant papers, Acts, Rules Manuals and instructions properly arranged and referred;(3) The Notes on the file or the self contained reference must contain the following:- (a) Brief history and sequence of events;(b) Points at issue requiring advice, concurrence or opinion;and how the issues arise ;(c) Factual position and the position with reference to the statutory provisions/instructions;(d) Clear views or options of the Department on the issues/points with detailed justification for the proposed view/option and reasons for not suggesting the other alternatives for acceptance;(e) What effects the proposed action /view will have in the Department Itself and, to the extent possible to visualise, in other Departments; (f) In cases involving financial implications, the total expenditure involved with itemwise and yearwise breakup and actual position as to the budget provision. In case budget provision don't exist, how the expenditure will be met ;(g) In case of personnel matters it has to be stated whether the proposed action will or will not involve any change in the existing policy and if so to what extent and its effect;(h) In legal /court matters, the Department must state its views whether it proposes filing an appeal /review and if so on what considerations; and how it is likely to effect existing/pending cases of a similar nature; (i) In cases where consultation with other Departments is also involved it should be stated whether the other concerned Departments have been consulted and if so their opinion should be indicated;(4) Draft orders/sanctions are to be put up with the cases /references appropriate to the suggested course of action ;(5) In date bound -cases, the note on the file /self-contained reference should clearly indicate the date by which the action is to be finalised and the date by which the advice/opinion/concurrence should be conveyed back to the Department;and (6) In all important matters the case should receive prior approval of the Secretary of the Department before being referred to the advisory Department.