University Grants Commission - Sri Lanka

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Commission Circular No: 668

13th February 1996

Vice-Chancellors of Universities
Directors of Institutes.
Directors of Affliated University Colleges


The University Grants Commission, at its 456th meeting, has approved the annexed Schemes of Recruitment for appointment to the posts of Senior Assistant Secretary/Senior Assistant Registrar/Senior Assistant Accountant/Senior Assistant Bursar/Senior Assistant Treasurer/Senior Assistant Internal Auditor.

The annexed Schemes of Recruitent (Annex I) will be applicable only to the internal applicants who possess the qualifications stipulated therein. The eligibility for appointment will be considered by the University Grants Commission on the basis of an evaluation of the performance of the employee concerned for a continuous period of 08 years in that post, done annually by an Evaluation Committee appointed in terms of para 3 below.

The Annual Performance Evaluation Report (APER), which will be used for this purpose by the Higher Educational Institution concerned, is annexed to the schemes of Recruitment (Annex II). This APER consists of 03 parts of which part I will be filled by the candidate and Parts II & III of the APER will be filled by an Evaluation Committee. This Committee will consist of

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

(b) 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).

Only candidates who have scored at least 50% of the total marks in each year during the 08 year period will be eligible for consideration for appointment on this basis. All Higher Educational Institutions are accordingly requested to conduct a performance evaluation annually for this purpose.

However, in the case of persons who have completed 08 years or more in the relevant categories without being appointed to next senior grades in view of the lack of cadre provisions, they 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 preceding 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.

In the case of persons who have 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. 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 yeaf of service already completed as at 1st February 1996.

The above candidates should apply for appointment to the next senior grade in the normal application form used for appointments in the University Service to the Vice-chancellor of University/Director, University College/Director of Institute through the respective Heads of Divisions/Departments along with a duly filled Annual Performance Evaluation Report (APER) for the latest year immediately before forwarding the application. The Evaluation Committee as stipulated in para 3 above is required to conduct the performance evaluation and forward the recommendation to the Head of the Institution to enable him to forward the same to the Chairman /UGC along with the personal file of the applicant with his recommendation for promotion.

The University Grants Commission (UGC) will conduct an interview by a properly continued Selection Committee, in terms of the procedure for appointment will issue letters of appointment to suitable candidates. The UGC reserves the right to transfer officers so appointed on promotion in terms of the provision of the Act.

The UGC will also take following steps once the appointments 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 this scheme will be considered as a vacancy in the A - 04 post and steps will be taken to fill such vacancy on the basis of prevailing Scheme of Recruitment.

The UGC/University/University College/Institute should take steps to allocate extra responsibilities to an employee so promoted.

The existing Schemes of Recruitment for the posts of Senior Assistant Registrar/Senior Assistant Secretary/Senior Assistant Accountant/Senior Assistant Bursar / Senior Assistant Treasurer / Senior Assistant Internal Auditor will continue to apply in filling of vacancies of the approved cadre.

The provisions of this Circular will be effective from 1st February 1996 and appointments will not be backdated.

( prof.s.thilakaratna - 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/E/6/3/6


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