department of animal husbandry

GOVERNMENT OF MADHYA PRADESH

DDEEPPAARRTTMMEENNTT OOFF AANNIIMMAALL HHUUSSBBAANNDDRRYY

DRAFT DEPARTMENT MANUAL

VOLUME - I

Prepared by

Atal Bihari Vajpayee Institute of Good Governance & Policy Analysis

(An Autonomous Institute of Government of Madhya Pradesh) An ISO 9001: 2008 Organisation

Office: Sushasan Bhawan, Bhadbhada Square, T.T. Nagar, Bhopal (M.P) -462003 Tel: +91-755-2777316, 2777317, 2777308, 2770765, Fax: +91-755-2777316

E-mail: [email protected], Website: www.aiggpa.mp.gov.in

Tel:=91-755-2777316,2777317,2777308,2770765,2770695,2770538,2770761

mailto:[email protected]

Manual of the Animal Husbandry Department

Volume - I Page i

DEPARTMENT OF ANIMAL HUSBANDRY

DEPARTMENT MANUAL

INDEX

S. No.

SECTION DETAILS PAGE No.

CHAPTER-I (INTRODUCTION)

01

Preface 1

02

Section-1 HISTORICAL BACKGROUND 2

03

Section-2 ALLOCATION OF BUSINESS 5

04

Section-3 IMPORTANT ACTIVITIES OF THE DEPARTMENT 7

05

Section-4 ADMINISTRATIVE SET UP AND ORGANISATION OF THE DEPARTMENT

13

06

Section-5 GENERAL CONDITION OF SERVICE AND RECRUITMENT RULES

16

07

Section-6 DEPARTMENTAL SET UP AND DISTRIBUTION OF POSTS

16

CHAPTER-II (GENERAL INSTRUCTIONS TO CARRY OUT DEPARTMENTAL WORK)

01

Section-1 GENERAL INSTRUCTIONS TO CARRY OUT DEPARTMENTAL WORK

18

02

Section-2 WORKING OF THE ADMINISTRATIVE UNITS OF THE DEPARTMENT.

34

CHAPTER-III (VETERINARY AID AND DISEASE CONTROL)

01

Section-1 VETERINARY AID AND DISEASE CONTROL 64

02

Section-2 PRINCIPLES GOVERNING FUNCTIONING OF VETERINARY HOSPITALS AND DISPENSARIES.

64

03 Section-3 FUNCTIONS AND DUTIES OF VETERINARIANS POSTED IN VETERINARY HOSPITALS.

71

04 Section-4

DISEASE CONTROL 81

05 Section-5

ANIMAL DISEASE INVESTIGATION LABORATORIES. 85


Volume - I Page ii

S. No.


06 Section-6 ANIMAL DISEASE CONTROL PROGRAMME (RINDERPEST ERADICATION SCHEME).

91

07 Section-7

ANIMAL DISEASE SURVEILLANCE UNIT. 95

08 Section-8 ALL INDIA COORDINATED RESEARCH PROJECT FOR EPIDEMIOLOGICAL STUDIES ON FOOT AND MOUTH DISEASE.

97

09 Section-9 SLAUGHTER HOUSES.

100

10 Section-10 INSTITUTE OF ANIMAL HEALTH AND VETERINARY BIOLOGICALS.

107

CHAPTER-IV (ANIMAL HUSBANDRY DEVELOPMENT)

01

Section-1 ANIMAL HUSBANDRY DEVELOPMENT 129

02

Section-2 INSTITUTIONS ENGAGED WITH ANIMAL HUSBANDRY DEVELOPMENT

141

03 Section-3 KEY VILLAGE SCHEME.

141

04 Section-4

INTENSIVE CATTLE DEVELOPMENT PROJECT. 149

05 Section-5

CONTROL CATTLE BREEDING PROGRAMME.

152

06

Section-6 CATTLE BREEDING FARMS. 152

07 Section-7

BULL REARING FARMS

158

08 Section-8 SHEEP BREEDING FARM.

159

09 Section-9 GOAT DEVELOPMENT.

164

10 Section-10 FEED ANALYTICAL LABORATORY

166

11 Section-11 FROZEN SEMEN BULL STATION AND FROZEN SEMEN BANK.

167

12 Section-12 EMBRYO TRANSFER TECHNOLOGY PROJECT

170

CHAPTER-V (POULTRY DEVELOPMENT)

01

Section-1 POULTRY FARMS AND POULTRY DEVELOPMENT SCHEMES.

171

02

Section-2 GOVERNMENT POULTRY FARMS. 171

03

Section-3 FUNCTIONS AND DUTIES OF OFFICERS ENGAGED WITH POULTRY FARMS.

172


Volume - I Page iii

S. No.


04

Section-4 ORGANIZATION OF POULTRY DEVELOPMENT SCHEMES / PROGRAMME.

181

05

Section-5 RANIKHET ERADICATION SCHEME. 181

06 Section-5 FUNCTIONS AND DUTIES OFFICERS WORKING IN RANIKHET ERADICATION SCHEME.

181

CHAPTER-VI (EDUCATION AND TRAINING IN ANIMAL SCIENCE)

01

Section-1 AIMS AND OBJECTIVES. 183

02

Section-2 RESEARCH PROGRAMMES 184

03

Section-3 DEGREE IN VETERINARY SCIENCE COURSE. 185

04

Section-4 DIPLOMA IN VETERINARY SCIENCE COURSE. 185

05

Section-5 POST GRADUATE DIPLOMA COURSE 186

06

Section-6 REFRESHER COURSES 186

07

Section-7 DEPARTMENTAL TRAINING COURSES 187

08 Section-8 ARTIFICIAL INSEMINATION TRAINING INSTITUTE

189

09 Section-9 POULTRY TRAINING SCHOOL.

190

10 Section-10 SHEEP TRAINING CENTRE.

191

CHAPTER-VII (OFFICE PROCEDURE)

01

Section-1 RECEIPT OF DAK. 193

02

Section-2 ACTION ON RECEIPTS, NOTES AND ORDERS. 194

03

Section-3 DRAFTING 197

04

Section-4 TYPING 199

05

Section-5 ISSUE OF COMMUNICATIONS AND ACTION THEREAFTER.

200

06

Section-6 FORMS AND RULES OF CORRESPONDENCE. 203

07

Section-7 FILING SYSTEM. 206

08 Section-8 RECORDING.

211

09 Section-9 CHECKS ON DELAYS

214


Volume - I Page iv

S. No.


10 Section-10

ASSEMBLY AND PARLIAMENT QUESTIONS 217

11 Section-11 INSPECTIONS

218

12 Section-12 FUNCTIONS AND DUTIES OF OFFICERS AND SUBORDINATE STAFF UNDER MINISTERIAL CATEGORY WORKING IN THE DEPARTMENT

219

CHAPTER-VIII (ACCOUNT)

01

Section-1 GENERAL

238

02

Section-2 DUTIES AS REGARDS ACCOUNT, ESSENTIAL CONDITIONS OF EXPENDITURE AND STANDARDS OF FINANCIAL PROPRIETY.

238

03

Section-3 DUTIES OF CONTROLLING OFFICER AS REGARDS EXPENDITURE.

239

04

Section-4 ACCOUNT RECORDS 241

05 Section-5 SECURITY DEPOSITS

243

06

Section-6 BUDGET ESTIMATES 244

07

Section-7 MAINTENANCE OF ACCOUNTS AT THE QUARANTINE STATIONS

244

08 Section-8 DUTIES AS REGARDS RECEIPTS

245

09 Section-9 DESTRUCTION OF ACCOUNT RECORDS

246

10 Section-10 ACCOUNT OF STORES

246


Volume - I Page 1

PREFACE

The existing Manual of the Veterinary Department was last published in the year

1927 by Major Robert Ferguson Stirling (1886-1935), I.V.S. the then Director of

Veterinary Services, Central Provinces (See Appendix-1).

The independence of the country, re-organization of states and the subsequent

five-year plans resulted in multifold changes in the Departmental activities viz.

organization, setup, plans, programmes, schemes and allied activities. Besides this,

being a multidiscipline science, the job of a Veterinarian is an ever changing process. To

encompass its activity in all details within the frame work of rules and regulations is a

formidable task. Under such circumstances the need for a revised manual conversant

with the present situation was long felt. Although several efforts were made from time to

time to revise it but for some reasons could not be materialized. However with such

limitations, this working manual is proposed to be drafted which will basically serve to

regulate professional, administrative, financial, and technical and general matters of the

Department.

The manual will mainly deal with the rules / provisions / procedures etc issued by

the Government from time to time through various statutory rules viz. Fundamental

Rules (F.R.), Madhya Pradesh Financial Code (M.P.F.C.), Madhya Pradesh Treasury

Code (M.P.T.C), General Book Circulars (G.B.C.) and subsequent orders, directive

principles, memos, circulars, communiqués etc. An effort has also been made to specify

the „Modus operandi‟ or code of conduct for the employees of Department.

With such strategy this draft manual is proposed to be finalized and adopted

to fulfill the long felt need of the Animal Husbandry Department.


Volume - I Page 2

CHAPTER-I

INTRODUCTION

SECTION–I

HISTORICAL BACKGROUND

History of Veterinary Science is very old and can be traced back to the Rig Vedic

age about three millenniums ago. The Vedic Aryans created in their poetic fancy such

divine cows like Kamdhenu, which would fulfill all their wish. Animal Husbandry was

considered as worthy even for the Kings and Queens. Maharaja Dilip (Raghu vansh) of

the Solar Dynasty personally grazed the cow Nandini, the description of which as given

by Adikavi Kalidas surprisingly resembles with the Red Sindhi Cow of today. Lord

Krishna and Jesus Christ, both had great love for the animals. Lord Shiva

(Pashupatinath) is said to have transplanted the head of a baby elephant on his own son

Shri Ganesh, popularly revered as God of wisdom in Hindu Mythology.

However, epics of different religions specially "The Vedas", "The Bible" and "The

Quran" all unanimously give message, to be kind to the animals. Lord Buddha offered

his life for Mangy Goat and Chakravarti Samrat Ashoka founded Veterinary Hospitals

through out the land and herbariums for medicinal plants. “Duhita” (Sanskrit-Daughter)

means a milk maid, since it was customary for the daughters to milk the cows. The art of

Animal Husbandry get into the wrap and woof of the texture of the life of the people so

much so that the Hindu traces his pedigree to an ancient keeper of the cow as evident

from the root of the word „Gotra‟ which is derived from „Gow‟ that is cow.

The zodiac signs under astronomy are mostly after the animals indicating the

extent of importance given to the animals. However, Domestication of animals started in

stone age as depicted in many of the famous primitive wall paintings found in almost

every part of the world. More than 60 varieties of cattle were domesticated during the

period 6000-4000 B.C. It is understood that the well characterized breeds of animals

appeared some time 2500 B.C.

Disease is as old as life itself. As a corollary man developed Human Ayurveda

and Veterinary Ayurveda. In ancient India both the systems were much developed and

practiced. The exponents of Veterinary Ayurveda were knows as „Shalihotra‟ (Ghoda

Doctor). During legendry Mahabharat war, which was fought some time 5000 years

B.C., thousands of wounded and diseased animals were treated daily under the able

guidance of „Nakul‟ who was one of the 5 pandavs is known as the oldest Veterinarian of

Indian history. He wrote „Nakul Samhita‟ for treating the animals. Vishampayan and

Palkapya also left a large number of Sanskrit treatises on Animal Husbandry and

Veterinary Science.

Animal Husbandry was also practiced by the ancient Assyrians, Babylonians and

Egyptions etc. The Jews practiced a rigid system of meat inspection. Aristotle, the great

Greek philosopher practiced veterinary medicine and wrote Historia Animalium and

Degeneration Animalium, where he described the mules, a result of cross breeding


Volume - I Page 3

between male donkey and mare scientifically some time 350 B.C. Similarly, Cato,

Hippocrates, Galen also practiced the Veterinary art. Galen organized the first

pharmaceutical concern in the world in Rome (Italy). (R. Somvanshi-Asian Agri-History

Vol. 10, No. 2, 2006 (133–146)

MODERN VETERINARY MEDICINE: PRE-INDEPENDENCE PICTURE

So far as the status of modern Veterinary Science in our country is concerned, it

is obvious that India was divided into numerous states ruled by different emperors and

Kings. The different rulers had their own ways of administration, but India, being an

Agricultural Country since very beginning, the relationship of its public with the animals

had always been indispensable.

However Ashok, Akbar, Shivaji, Rani Durgawati, Rani Ahilya Bai, Maharaja Ranjit

Singh, Scindias, Holkars and many others contributed a lot for the preservation and well

being of the live-stock, though much emphasis was given for care and management of

animals, useful for fighting purposes.

In spite of the vast ancient empirical knowledge, the healing art of animals on

scientific basis started only with the modern Veterinary education. However it is

considered necessary to document the mile stones in the history of Veterinary and

Animal Husbandry Science. Bourgelot founded the first Veterinary School in the town of

Lyons (France) in 1763, since then number of Veterinary Schools were started all over

the world and scientifically trained personnel took over the responsibility of Veterinary

and Animal Husbandry package of practices on methodical and scientific lines. It is not

exactly known under what circumstances the sapling of veterinary education was

planted in India. However it was Professor John. F. Steel who initiated the first

Veterinary School in the year 1886 in the composite Bombay province. Thus Bombay

Veterinary College is the first and pioneer institute in India & Asia. Later other Veterinary

Colleges were started at different places in the country viz Lahore 1887, Calcutta 1892

Madras 1903 and Patna 1930. The present position of the Veterinary Colleges running

in India is given in the Veterinary Council Act 1984, schedule-I.

It is understood that in the State of Madhya Pradesh (Former C.P. and Berar),

Veterinary Inspectors and Veterinary Assistant Surgeons were appointed some time in

the year 1892 under the Agriculture department. However independent civil veterinary

department was formed in 1906 having a superintendent as its Head of the Department.

Shri Jethaji ICVS (Indian Civil Veterinary Services) is said to be the first head of

department. The ICVS were the Veterinarians selected through the IVS (Indian

Veterinary Services) which was stopped in 1924 and recruitment through provincial

services was started. After Shri Jethaji, Britishers were posted as Heads of the

Department among which Major Robert Ferguson Stirling (1886-1935) was quite

eminent personality under whose guidance and supervision the existing civil veterinary

department Manual (1927) was published. After ward, due to extension of veterinary

activities a post of second Superintendent civil Veterinary Department (IVS Cadre) and


Volume - I Page 4

then Deputy Superintendent Civil Veterinary Department (Provincial Services) were

created.

The Indian council of Agriculture Research appointed a Veterinary Disease

investigation Officer in the year 1932 and subsequently Veterinary Inspectors and

Veterinary Assistant Surgeons. Veterinary Compounders were also posted in the

Veterinary Hospitals to assist the Veterinary Assistant Surgeons.

The cattle breeding farms were originally under the Agriculture department run by

Agriculture Graduates. In 1933 these farms were handed over to the Animal Husbandry

section of the Agriculture Department. Later, from time to time, with extensive expansion

of the department number of officers increased and suitable designations were adopted.

During Second World War many of the posts were discontinued under „Economic cut`

and thus Local Self Government, District Council and Municipal Committees started

Veterinary Dispensaries which were ultimately merged with the civil Veterinary

Department of the States. (Through Curtsy of Late Dr. N.C. Kaushas, Rtd. Director

Veterinary Services 05-10-1965 - 31-08-1976)

POST INDEPENDENCE PICTURE:

In modern age the Britishers however, organised the Civil Veterinary Department in

a systematic and methodical order in India, primarily with the purpose to serve the army

and later with the view to increase the milk production through livestock. The new State

of M.P. come into existence on 01-11-56 by merging erstwhile states namely

Mahakaushal, Vindhya Pradesh, Madhya Bharat, Bhopal and Seronj sub division of

Rajasthan. Prior to the reorganization of States there were different pay scales, cadres,

and designations in the different erstwhile states having no uniformity. The Directorate of

Veterinary Services started functioning at Bhopal w.e.f. 20th May 1962. Shri R.C. Murab,

I.A.S. was the 1st head of Veterinary Department of M.P. Initially the Directorate was

under the Agriculture Department, later on, in 1981 separate Veterinary Department was

created. To create uniformity in the new State of Madhya Pradesh in different

designations, cadres and pay scales of posts merged from the erstwhile states, a set up

was sanctioned vide the G.A.D. no. 4421-3245/I/Int which was implemented vide D.V.S.

Order No. 11238/Estt./02-07-62. However, vide Government of Madhya Pradesh,

Pashupalan Vibhag order No. F-23/38-2007-35 Bhopal Dated 16-10-2010

Rationalization of post was done which is presently effective. (See Appendix-2).


Volume - I Page 5

SECTION–II

ALLOCATION OF BUSINESS

The Departmental activities shall be carried out in accordance with The M.P.

Government Business (Allocation) Rules issued by Government of Madhya Pradesh and

amendments made therein from time to time.

(A) Matters of policy dealt within the Department.

1. Animal Husbandry including preservation, protection and

improvement of stock.

2. Veterinary Services including prevention of animal diseases and their treatment.

3. Veterinary research.

4. Improved breeding.

5. Fodder development.

6. Biological institute.

7. Departmental Technical Training.

8. Registration of all types of Slaughter Houses.

9. Supervision of Slaughter and Quality control in respect of meat.

10. Poultry, including breeding and promotion.

11. Checking and quality control in respect of milk, milk products, eggs and meat.

12. Survey, extension, development and statistics pertaining to dairy activities.

13. Development and administration of Government dairies.

14. Registration under milk and milk products order 1992.

15. Production, distribution and sale of milk and milk products.

15-A. Coordination for Cows Protection and Promotion.

16. All matters relating to the service with which the Department is concerned (other

than matters allotted to the finance Department and the General Administration

Department) e.g. appointments, postings, transfers, pay, leave, pensions,

promotions, provident fund, deputations, punishments and memorials.

(B) Acts and rules administered by the Department:-

1. The central Provinces Cattle Disease Act, 1934.

2. M.P. Horse sickness act, 1960.

3. The Glanders and Farcy act, 1899.

4. The Madhya Pradesh Agriculture Cattle Preservation Act, 1959.

5. C.P. Livestock Improvement Act, 1950.

6. The Central Provinces Slaughter of Animals Act, 1915.

7. The prevention of Cruelty to Animals Act, 1960.

8. M.P. Cattle (Control) Act, 1976.

9. The Cattle Tress pass Act, 1871.

10. The Dourine Act, 1910.

11. The Indian Veterinary Council Act, 1984.


Volume - I Page 6

12. M.P. Rajya Pashudhan Evem Kukkut Vikas Adhiniyam, 1982.

13. M.P. Goseva Ayog Adhiniyam, 1995.

(C) Directorates and Offices under the Department:-

1. Directorate of Veterinary Services.

(D) Boards and Corporations set-up under Acts:-

1. M.P. Rajya Pashudhan Evem Kukkut Vikas Nigam.

2. Madhya Pradesh Rajya Goseva Ayog.

3. Madhya Pradesh State Co-operative Dairy federation.

(E) Other Institutions and bodies not covered under (D) above:-

1. M.P. Rajya Pashu chikitsa Parishad.

(F) Name of service, if any, coming under the department and special service

matter if any:-

01. M.P. Veterinary Service-

1. Gazetted class-I and II.

2. Non-Gazetted class-III (Executive and Ministerial)

3. Class-IV and Contingency paid.

02. M.P. Dairy Services-

1. Gazetted class-I and II.

2. Non-Gazetted class-III (Executive and Ministerial)

3. Class-IV and Contingency paid.


Volume - I Page 7

SECTION-III

IMPORTANT ACTIVITIES OF THE DEPARTMENT

Basically, Department of Animal Husbandry is a Service Department. In order to

implement and execute the Business allocated to the Department vide section-II of this

chapter, the following important institutions have been established and are functioning to

extend animal husbandry, veterinary aid and disease control facilities to public.

01. Animal health:

Facilities for treatment of livestock and poultry, mass vaccination, supply of

medicines and disease investigation, etc, are provided free of cost. The important

institutions of the Department engaged with such job are as follows:-

S.

No.

Name of the Unit Place No.

01 State Level Veterinary Hospital Bhopal. 1

02 Veterinary Hospitals Division, District, Block H.Q &

Villages.

993

03 Veterinary Dispensaries Urban and Rural level. 1608

04 Mobile Units 38 District H.Q. 38

05 Ambulatory Clinics District and Block H.Q. 27

06 Disease Investigation Laboratories State, Division and District H.Q. 32

07 Foot & Mouth Disease

Surveillance Unit

Bhopal. 1

08 Institute of Animal Health &

Veterinary Biologicals

Mhow. 1

09 Serum Institute Gwalior. 1

10 Rinderpest Eradication Scheme

(State Level)

Bhopal. 1

11 Check Posts Inter State Border Village. 19

12 Follow-up Units Inter State Border Village. 10

13 Vigilant Units Divisional H.Q. 7

14 Mass Vaccination Squad Divisional H.Q. 7

15 Rog Shaman Dal (Containment

Vaccination Team)

Bhopal, Indore. 2

16 Quarantine Station - 1

17 Asra Bhopal 1

Besides these institutions number of State and Centrally sponsored schemes are

also run by the Department for the benefit of the people.


Volume - I Page 8

No. Name of the Scheme

01 Up gradation of Veterinary Dispensaries to Veterinary Hospitals.

02 Opening of new Veterinary Dispensaries.

03 Strengthening of Veterinary Institutions.

04 Supply of Vehicles to Mobile Units and Ambulatory Clinics.

05 Implementation of Mobile Units in 89 Tribal blocks on contractual basis.

06 Pashu Ashray Sthal.

07 E-Vet Scheme.

08 Gosevak Training Scheme.

09 Control of diseases among productive animals and poultry.

10 Livestock Insurance Scheme.

11 National Animal Disease Reporting System.

12 Up gradation of District Veterinary Hospitals to Polyclinics.

13 Organisation of Fertility Camps.

14 Supply of Travis and Sheds at Pashu Upchar Sthal

15 Modernisation of State Veterinary Hospital.

02. Animal Husbandry:

Animal Husbandry is a state subject and the State Government is primarily

responsible for the growth of the sector. The Department of Animal Husbandry is

running institutions and schemes for production and distribution of superior germ plasm

for achieving the accelerated growth of animal husbandry sector.

Improved breeding facilities are provided by natural, artificial and frozen semen

technology, as per breeding programme of the Department. Good quality bulls are also

produced and reared at different Departmental farms and are distributed for

improvement of livestock. Mass castration and Demonstration of feed and fodder

production and its utilization are also undertaken. The following institutions of the

Department extend such facilities.

S. No. Name of the Institute Place No.

01 Frozen Semen Bull Station. Bhopal. 1

02 Frozen Semen Bank. Bhopal, Gwalior, Indore, Jabalpur,

Sagar.

5

03 Liquid Nitrogen Production

Plant.

Bhopal. 1

04 Control Cattle Breeding

Programme.

Khargone, Shajapur and Rajgarh,

Bhind, Panna.

4

05 State Pattern Artificial

Insemination Centre.

Bhopal 16


Volume - I Page 9


06 Government Cattle Breeding

Farms.

Bhopal, Tikamgarh, Shajapur,

Khargone, Sagar, Chhindwara,

Balaghat, Panna, Shivpuri,

Mandsaur.

10

07 Feed Analytical Laboratory. Bhopal. 1

08 Embryo Transfer Technology

Institute

Bhopal. 1

The different Animal Husbandry Schemes run by the Veterinary Department are

as follows:-


01 Nandishala Yojna.

02 Samunnat Yojna.

03 Supply of Dairy Units on Loan and Subsidy Basis.

04 Vats Palan Protsahan Yojna.

05 Gopal Puraskar Yojna.

06 Navachar Protsahan Yojna.

07 Rearing of Male Murrah Buffalos Calves.

08 Strengthening and up-gradation of Centre Semen Station Bhopal.

09 Key Village Scheme.

10 Control Cattle Breeding Programme.

11 Intensive Cattle Development Projects.

12 Livestock Insurance Scheme

13 Live Stock Census

03. Sheep Development:-

The main objectives of Sheep Development are:-

(i) to bring about progressive improvement in local sheep for superior wool

production and high mutton yield

(ii) to improve the economic condition of sheep breeders through scientific

breeding, to strive for organisation of marketing of wool on cooperative lines,

(iii) to promote grading of wool

(iv) to educate and encourage sheep farmers to take up improved sheep

husbandry practices

(v) to bring about speedy improvement in the sheep population of the state,

(vi) to induce sheep farmers to use the improved equipments for improving the

working efficiency and

(vii) to educate and train sheep farmers and local artisans in the production of

improved wool production on cottage industries basis and its utilization. The

Departmental Institutions engaged to perform these activities are as follows:-


Volume - I Page 10

S.No. Name of the Institute Place No

01 Sheep Breeding Farms. Tikamgarh,

Shivpuri,

Mandsaur.

3

02 Sheep & Wool extension centre. Mandsaur. 1

03 Wool research laboratory. Mandsaur. 1

04 Wool utilization centre. Mandsaur. 1

05 Wool analysis, Shearing and marketing centre. Mandsaur. 1

06 Sheep & Wool extension centre. Mandsaur. 1

04. Goat Development:-

In order to produce improved goats for goat breeders having improved economic

characters like, twining, higher birth weight, increased growth rate, early maturity and

mothering ability etc and to improve the yield of meat, milk and goat hair to improve the

economic condition of goat farmers. To educate and encourage the goat farmers to take

up improved goat husbandry package of practices the following institutions of the

Department have been established:-

S.No. Name of the Institute Place No.

01 Goat Breeding Farms. Gwalior, Tikamgarh and Badwani 3

The following schemes are run by the Department for the development of goat in

the State of Madhya Pradesh:-


01 Supply of Goat Unit on Loan and Subsidy Basis.

02 Supply of Buck on Subsidy.

05. Pig Development:-

For Pig Development, improved pigs are to be distributed among pig farmers of

the area, to improve the economic characters such as litter size at birth and weaning,

birth weight, weaning weight, growth rate, early maturity, and feed conversion efficiency.

The aims and objectives of pig development are:-

(i) To bring about progressive improvement in local pigs for higher production of pork.

(ii) To improve the economic condition of the pig farmers through scientific breeding.

(iii) To strive for the organisation of marketing of pork and bristles on cooperative lines.


Volume - I Page 11

The schemes run to fulfill these objectives are as follows:-


01 Supply of Boar on Subsidy.

02 Supply of Pig trios on Subsidy.

06. Poultry Developments:-

Production and development of high egg yielding poultry birds, improvement of

local breeds, immunization against poultry diseases are the main activities taken up

under the poultry development programmes of the Department through the following

institutions:-

S. No. Name of the Institute Place No

01 Government Poultry

Breeding Farms

Bhopal, Indore, Gwalior, Guna,

Sagar, Rewa, Chhindwara, Shahdol

and Jhabua.

9

The following schemes are run by the Department for development of Poultry:-


01 Establishment Backyard Poultry Unit on Subsidy.

02 Supply of Kadaknath Chicks on Subsidy.

07. Dairy Development:-

Dairying has become an important secondary source of income for millions of

rural families and has assumed the most important role in providing employment and

income generating opportunities particularly for marginal and women farmers. The

following schemes are being run by the Department in order to improve the dairy

activities in the State:-


01 Acharya Vidyasagar Gau Samvardhan Yojna.

02 Intensive Dairy Development Project.

03 Special Package for Bundelkhand.

08. Feed and Fodder Development:-

The aims and objects of fodder development is to produce seed material required

for propagation of nutritious and high yielding fodder and fodder development schemes

of the department, to study the growth and yield of various fodder crops and grasses in

the agro climatic conditions of the region in which it is situated, to conduct nutritional

trials on animals maintained at the different farms for dissemination of results and to

educate and guide farmers and field workers for undertaking fodder and forage

cultivation and grass land management on economic basis.


Volume - I Page 12

The following schemes of feed and fodder development are running in the State:-


01 Feed and Fodder Development Scheme.

02 Accelerated Fodder Development Programme (A.F.D.P.)

03 Prajanak Chara Beej Utpadan Evam Pradarshan.

04 Fodder Production Programme.

05 Supply of Hand Driven Chaff Cutter Machine.

09. Education and Training:-

Scientific knowledge and improved animal husbandry practices and their

judicious application can afford great opportunities for improvement of livestock and

poultry industry. With this fact in view, practical as well as theoretical training is being

imparted to the veterinary, para veterinary personnel, farmers and livestock farmers in

different disciplines of Veterinary science through the following Departmental training

institutes:-

S.

No.

Name of the Institute Place No.

01 Nanaji Deshmukh Pashu Chikitsa Vigyan Vishwa

vidyalaya

Jabalpur. 1

02 Pashu Chikitsa Vigyan Mahavidyalaya Jabalpur, Mhow and

Rewa.

3

03 Animal Husbandry Diploma Mahavidyalaya Bhopal, Morena, Jabalpur,

Mhow And Rewa.

5

04 Artificial Insemination Training Centre Bhopal Mandla. 2

05 Assistant Veterinary Field Officers Training

Centre

Shivpuri. 1

06 Poultry Training School Rewa 1

07 Sheep Training Centre Mandsaur 1

08 State Animal Husbandry Training Institute

(S.A.H.T.I.)

Bhopal 1

10. Feed Analysis:-

The objective of livestock feed analysis is to analyze nutrient profile,

contaminants, adulterants and mycotoxins in feed / feed ingredients. To carry out

such activity one Feed Analytical Laboratory is functioning at Bhopal.


01 Feed Analytical Laboratory. Bhopal 1


Volume - I Page 13

SECTION – IV

ADMINISTRATIVE SET UP AND ORGANISATION OF THE DEPARTMENT

The Government of Madhya Pradesh have set up the Directorate of Animal

Husbandry under the administrative control of Pashu Palan Vibhag, Government of

M.P., Mantralaya Bhopal for protection, preservation and production of livestock and

poultry. To carry out the allocated business, the Department has the following

organisational structure.

(1) State Level (Directorate)

(2) Division level.

(3) District level.

(4) Institute of Animal Health & Veterinary Biologicals.

State Level:-

All the Departmental activities shall be planned, organised, supervised,

controlled, monitored, assessed and evaluated at the State Level Departmental Head

quarter based at the Capital city Bhopal, headed by the Director Animal Husbandry.

Director, being the Head of the Department, shall be responsible for

implementation and execution of the Veterinary & Animal Husbandry policies and

programmes of the State government. He shall issue directions in this regard to his

subordinates from time to time, when ever required aiming at the all-round development

and shall extract work from his subordinates. He shall ensure perfect co-ordination

among various units, branches, sections, wings, disciplines and institutions of the

Veterinary Department. The administration and control of the Department shall be

vested in him. His area of jurisdictions shall be the whole state of Madhya Pradesh and

shall be assisted by the class-I, class-II, Class-III and Class-IV Staff posted under him.

In order to carry out the work smoothly and efficiently, following Sections / Wings

have been formed at the Directorate level.

(01). Establishment - A

(02). Establishment - B

(03). Departmental Enquiries

(04). Budget

(05). Audit

(06). Accounts

(07). General including store

(08). Monitoring and plan

(09). Animal Health including disease control, disease investigation,

epidemiology, surveillance and institute of Animal health and Veterinary

Biologicals.

(10). Animal Husbandry including livestock development schemes and livestock

breeding farms.

(11). Poultry Husbandry including poultry farms and poultry schemes.


Volume - I Page 14

(12). Fodder development.

(13). Statistics and evaluations.

(14). Education and training.

(15). Marketing of livestock & livestock products slaughter houses etc.

(16). Medicine purchase.

(17). Publicity and propaganda.

(18). Computer section.

(19). Legal Cell.

(20). Key Village Scheme Section.

This office is named as “Directorate of Animal Husbandry, Madhya Pradesh,

Bhopal.‟‟ w.e.f. 04-02-2011. (Appendix-160)

The details of various posts sanctioned for the Department are given in

Appendix-8.

The Schematic chart of the technical staff for Directorate of Animal Husbandry is

appended at Appendix-4.

Similarly the schematic chart of State Level Institutions Working Directly Under

Directorate Of Animal Husbandry is appended as Appendix-5, 145, 146, 147, 148, 149

and 150.

Division Level:-

The Joint Director of Veterinary Services shall be the in charge of division and

shall be responsible for the proper administration, discipline, co-ordination,

implementation, evaluation and execution of departmental activities. His area of

Jurisdiction shall be a division or group of districts as fixed by the Government. His head

quarter shall be Divisional Head Quarter. He shall be assisted by class-I, class-II, para

veterinary, non Ministerial and Ministerial staff posted under him.

His office shall be based at divisional head quarter having the following wings /

branches.

(01). Establishment.

(02). Budget.

(03). Audit and Accounts.

(04). Animal Health.

(05). Animal Husbandry.

(06). Poultry Husbandry.

(07). Monitoring and Plan.

(08). Statistics and evaluation.

(09). Extension including training programme.

(10). Publicity and propaganda.

(11). Computer section.

(12). Store and Account.

The name of his office shall be “Office of the Joint Director of Veterinary Services,

Division…………..”


Volume - I Page 15

The Schematic chart showing organisational set up of Divisional Offices is


District Level:-

A Deputy Director of Veterinary Services I/C District shall be responsible for the

proper administration, discipline, co-ordination, implementation, execution and

evaluation of the policies and programme of the Department in the district. He shall work

under the guidance and supervision of the Joint Director of Veterinary Services I/C

division and shall assist him in performing his duties. His head quarter shall be at District

Head Quarter. He shall be assisted by Class-II, Class-III and other subordinate staff

posted under him. His jurisdiction shall be the whole district. His office shall have the

following sections.

(01). Establishment.

(02). Budget, Audit and Accounts.

(03). Animal Health.

(04). Animal Husbandry.

(05). Poultry Husbandry.

(06). Plan.

(07). Extension.

(08). Computer Section.

(09). Store and Account.

His office is being named as “Office of the Deputy Director of Veterinary Services

District………….(Name of the district).

The schematic chart Showing Organisational Set Up of District Offices is


Institute of Animal Health & Veterinary Biologicals:-

A. The institute of Animal Health and Veterinary Biologicals shall work under the

administrative control of the Director of Animal Husbandry M.P.

B. One Joint Director of Veterinary Services redesignated under the factories act as

“Director” shall be the head of this institution and shall be responsible for

administration, planning and Management of the institute.

C. He shall be assisted by various categories of officers, technical, non technical,

Ministerial and other contingent staff for smooth and efficient working of the

institute. The function, duties and responsibilities of the staff have been specified in

the section - IV of Chapter - III

D. The seniority of the technical staff working in the institute shall be maintained

separately as per instructions of the state Government. Promotion shall be made

as per the recruitment rules in vogue and amendments made there in from time to

time.


Volume - I Page 16

E. The technical staff posted at the institute is not transferable to the field post and

vice-versa The Veterinary Assistant Surgeons, however, may join the institute by

forgoing their claims of seniority of the field post.

F. All matters concerning appointment leave, transfer punishment, revision of pay

scales, allowance, house rent, medical facility, traveling allowance, city

compensatory allowance, deputation and training etc, shall be governed as per

provisions applicable to the Animal Husbandry Department.

G. The schematic diagram of the staff posted Institute of Animal Health and Veterinary

Biological is appended at Appendix-166

SECTION - V

GENERAL CONDITION OF SERVICE & RECRUITMENT RULES

General conditions of services of the persons appointed in the Department of

Animal Husbandry, Madhya Pradesh shall be governed by the Madhya Pradesh civil

services (General condition of services) rules 1961 and amendments made there in from

time to time.

The recruitment of the gazetted officers in the Animal Husbandry Department

shall be governed by the Madhya Pradesh Veterinary Services gazetted recruitment

rules 1966 and the amendments made there in from time to time.

The recruitment of Veterinary Services Class-III (Non-Ministerial) shall be

governed by the Madhya Pradesh Veterinary Class-III (Non-Ministerial) Service

Recruitment Rules, 2006 and the amendments made there in from time to time.

The recruitment of contingency paid employees shall be governed by the Madhya

Pradesh Veterinary Department Contingency Paid Employees Recruitment and

Conditions of Service Rules, 1979 and the amendments made there in from time to time.

The recruitment of Class-III (Ministerial) staff in the Animal Husbandry

Department shall be governed by the Madhya Pradesh Veterinary Services, class- III.

(Ministerial) recruitment rules, 1971 and the amendments made there in from time to

time.

Although the office of The Milk Commissioner Madhya Pradesh and its

subordinate offices have been abolished Vide Government of Madhya Pradesh order

No. F-12/99/37 dated 14-06-2000, the employees have been merged in the Animal

Husbandry Department. However all the posts have been declared as dying cadre and

no new recruitment shall be made onwards.

SECTION – VI

Departmental Set-Up and Distribution of Posts

The new State of Madhya Pradesh was reorganised and came into existence on

01-11-1956 having Bhopal as its new Capital. In order to create uniformity in the

different designations, cadres, pay scales and distribution of posts merged from the


Volume - I Page 17

erstwhile states namely Mahakaushal, Vindhya Pradesh, Madhya Bharat, Bhopal and

Seronj Sub Division of Rajasthan, a new set-up was sanctioned for the newly formed

State vide G.A.D. No. 4421-3245 / I / INT which was implemented vide D.V.S. order No.

11238 / Estt. / 02-07-1962.

Recently, Government of Madhya Pradesh have rationalized all the technical

posts of Department of Animal Husbandry Madhya Pradesh vide Order Number F-

23/38/2007/35 Bhopal Dated 16-12-2010 as appended at Appendix-2.

Similarly, a new set-up applicable only to the Assistant Veterinary Field Officer

cadre has been issued vide Government of Madhya Pradesh, Pashupalan Vibhag order

No. F-23-38/2007/35 Dated 20-02-2015. as appended at Appendix-3.


Volume - I Page 18

CHAPTER-II

GENERAL INSTRUCTIONS TO CARRY OUT DEPARTMENTAL WORK

SECTION-I

General Instructions-

01. All the Veterinary Graduates holding Degree in Veterinary Science and Animal

Husbandry as specified in The Indian Veterinary Council Act, 1984 irrespective of

position held and places of their posting, shall follow the instructions contained in the

following paras of sub-headings A, B, C, D and E in order to discharge their duties

efficiently.

02. All the Heads of Offices, Class-I, Class-II and Gazetted officers of the Veterinary

Department excluding Veterinary Graduates irrespective of their designations and

places of posting shall follow the instructions contained in the following paras of

subheadings C, D and E in order to discharge their duties efficiently.

03. All the controlling Officers / In-charge of institutions / Head of Offices, established

under plan, non-plan, programme, project or scheme of the Department shall keeping in

view the nature of work and need of the institution be fully empowered to allocate,

reallocate, change or entrust work to any employee of the institute taking into

consideration the qualification, efficiency or specialization of the employee so as to run

the activities of the institute efficiently. He shall also fix the working hours, split in

different periods of the day or reallocate the duties either individually or in group and

shall call any body at any time to assist him or his subordinate in order to discharge the

duties promptly and within time limit.

04. The Administrative Officer, Accounts Officer, Audit Officer (All Class-II, Gazetted)

and other Class-III Ministerial staff working in the Veterinary Department at any of the

administrative unit shall carry out their duties as specified in the Chapter-VII (Office

Procedure) / Section-XII of this Manual under respective designations. The schematic

diagram showing sanctioned strength of Ministerial, Non Ministerial, Drivers and Class-

IV staff of the Animal Husbandry Department is appended at Appendix-162.

05. The posts declared as supernumerary or as dying cadre by the State

Government / Department have not been included in this Manual as no new recruitment

is to be made on such posts.

06. Some of the appendages annexed are very old and may appear outdated. It is

imperative that over the time manifold changes have taken place in the Department

specially in terms of activities, designations, administrative and financial powers

delegated to officers, different units, market rates of different commodities, account

heads and arrival of computers etc. The figures mentioned as parameters at some of the

places should not be treated as actual logistic arithmetical, but are liable for variations.

With such limitations the appendages are being appended and should be referred for

reference purpose only. Therefore, it is emphasized that it would be relevant to refer the

latest amendments issued by competent authorities from time to time.


Volume - I Page 19

07. It is the legitimate duty of all the employees including officers and subordinate

staff, holding any position in the Department, to submit the prescribed monthly /

quarterly or annual progress reports and returns as the case may be, to the superiors in

due date and time. Any negligence, delay, failure or putting wrong information to the

superiors shall make him liable for disciplinary action.

08. Looking to the large number and variety of reports and returns prescribed,

adopted and in vogue for different institutions, offices, plans, programmes, projects,

schemes, farms and workers of the Department, it does not appear feasible to

reproduce all of them here in this manual. Similarly, introduction of new plans,

programmes, schemes, computers and information technology also necessitate to adopt

newer proformae of reports and returns particularly increasing use of computers and

introduction of information technology need huge data but in different formats. However,

whatever formats used by the Department at various levels, must be submitted by all the

concerned in due date and time according to the instructions of competent authorities.

09. All Government Servants are required to reside at the head quarter stations

prescribed for them and whenever such Government servants, in exceptional cases, find

it necessary to live outside, they shall obtain the specific permission of the controlling

officer who will permit only on merits of each case and in accordance with administrative

convenience.

10. There is no objection to officer‟s issuing conduct certificates to any of their

subordinates, but where certificates are to be given in regard to the work of any

subordinate, it may lead to serious discrepancies, if a certificate issued to a Government

servant, without any reference being made to what is contained in his personal file.

Hence work certificate should not be issued by any one below the rank of an officer who

holds custody of the personal file of that employee.

11. The Government of Madhya Pradesh vide their order No. F-10-3/ 2006/ 1/ 9

dated 06-02-2006 have made it compulsory for all the officers and class-III staff of the

department to under go computer training and pass the certificate examination from

institutions enlisted. One advance increment shall be granted to all the successful

employees. The directives in this regard are appended at Appendix-161.

12. A subject matter specialist or highly qualified persons like Post Graduates or

Ph.D in Veterinary Science provides the knowledge and expertise in a specific subject

for a project. He has proficiency in his subject and guides other professionals on the

project to ensure the content is accurate. Hence it is desirable that the Post Graduates

and Ph.D. should be posted at specific institutions where their knowledge and

experience can be utilized to the maximum. Thus a poultry expert should be posted in

poultry farms and a pathologist should be posted in Disease Investigation and the like.

However, Government of Madhya Pradesh, Pashupalan Vibhag, has accorded

permission to categorize veterinary hospitals into A, B and C categories as per orders



Volume - I Page 20

General Instructions to carry out departmental work with regard to professional,

technical, administrative, financial and general matters

(A) PROFESSIONAL

Preamble

Veterinarian‟s job is a noble profession. The honor and dignity of profession lies

in obeying to a just and reasonable code of ethics set forth as a guide to the members.

The purpose of this code is far reaching because exemplary professional conduct not

only upholds honor and dignity, but also enlarges sphere of use-fullness, exalts social

standards and promote the science we cultivated, briefly stated code of ethics is the

foundation of individual and collective efforts. It is based on the Golden Rules.

Veterinarians Oath

“BEING ADMITTED TO THE PROFESSION OF VETERINARY MEDICINE, I

SOLEMNLY SWEAR TO USE MY SCIENTIFIC KNOWLEDGE AND SKILL FOR THE

BENEFIT OF SOCIETY, THROUGH THE PROTECTION OF ANIMAL HEALTH, THE

RELIEF OF ANIMAL SUFFERING, THE CONSERVATION OF LIVESTOCK

RESOURCES THE PROMOTION OF PUBLIC HEALTH AND THE ADVANCEMENT OF

MEDICAL KNOWLEDGE.

I WILL PRACTICE MY PROFESSION CONSCIENTIONSLY, WITH DIGNITY

AND IN KEEPING WITH THE PRINCIPLES OF VETERINARY MEDICAL ETHICS.

I ACCEPT AS A LIFE LONG OBLIGATION THE CONTINUAL IMPROVEMENT

OF MY PROFESSIONAL KNOWLEDGE AND COMPETENCE.

Prayer

“For the building of a progressive India, Let me put my strength and mind

together I will do my best to maintain the “Animal Health” ultimately leading to the

“Human Wealth”. Render my sincere services, endlessly and continuously, working hard

like a honey bee, growing the power of mightiest Animal Science distribution reaching

the tower of highest human contribution.

Code of Ethics

As regards Code of Ethics all the qualified veterinary graduates working in any

capacity in the Department are supposed to follow the regulations mentioned in `The

Veterinary Council Of India` (Standard of Professional Conduct, Etiquette and Code of

Ethics for Veterinary Practitioners) Regulations, 1992.

(B) TECHNICAL

Title for Veterinary Graduates

All Veterinary Graduates possessing degree in Veterinary Science and Animal

Husbandry are entitled to use the courtesy title “DOCTOR” with their names vide

Government of Madhya Pradesh Agriculture (Veterinary) Department order number C-

23 /165 /73 /14 Vety/ Bhopal dated 11.09.1973. (Appendix-12) Similarly the post of


Volume - I Page 21

Veterinary Assistant Surgeon was declared as Class-II, Gazzetted post vide Appendix-

39.

Departmental Acts / Rules

The Government of Madhya Pradesh have enacted legislation to provide for the

prevention of spread and control of contagious diseases, preservation of animals

suitable for milch, draught, breeding and agricultural purposes, to provide live-stock

development and proper functioning for Goshalas. An act to regulate Veterinary practice

and to provide for that purpose the establishment of Veterinary Council has been

extended in this state as Indian Veterinary Council Act 1984, (52 of 1984). All the

Veterinarians of the department are expected to be well versed and conversant with the

Acts / Rules described in Chapter-I / Section-I of this Manual and act according to the

instructions / procedures / provisions laid down in such Acts / Rules and subsequent

amendments, as per authorization. The Departmental Acts and Rules can be seen on

Departmental website www.mpdah.gov.in.

Private practice

All the Veterinary Graduates as defined under the Madhya Pradesh Indian

Veterinary Council Act 1984 working in any capacity in department and / or other

Veterinary institutions including specialists / experts, are permitted to engage in private

practice and to charge fees as per norms appended in Appendix-9, provided that such

work is undertaken in the spare time and does not interfere with their attendance at the

place of posting / routine institutional work. They shall however have no interest in any

private dispensary or druggist‟s shop nor shall engage in any private trade or business.

Post Mortem of Animals

(A) The post mortem of the animals party concerned by the veterinarians working in

any capacity in the department provided holding Bachelor‟s degree in Veterinary

Science and or as defined under the Madhya Pradesh Veterinary Council Act 1984, and

shall be entitled to charge fee as described under Appendix-9, The post mortem should

be conducted as per the rules and technique appended at Appendix-30 and Appendix-

The post mortem report should be prepared in the proforma as appended at

Appendix-29 which should be made available to the party concerned within 7 days

positively from the date of conducting the post mortem in all cases, It shall be personnel

responsibility of the officer conducting the post mortem for the findings/commitments

made in the P.M. report, if challenged.

(B) The post mortem in case of medico legal cases, Government animals and

referred by Government agencies shall be performed only by the Veterinarian working in

a Government Veterinary Hospital, Mobile unit/ Ambulatory Clinic or Disease

Investigation Laboratory or a Development Block of the respective jurisdiction. No fees

shall be charged in such cases. The instructions given in Appendix-164 shall be


Volume - I Page 22

followed while handling a medico legal case. It is imperative to maintain complete record

including the correspondence while dealing with a medico legal case in the office.

Issuing Health / Soundness Certificate

(A) Veterinary Graduates possessing Bachelor‟s degree in Veterinary science and

A.H. and or as defined under the Madhya Pradesh Veterinary Council Act 1984, working

in any capacity in the department are authorized to issue health / soundness certificates

in the prescribed proforma as appended at Appendix-34 at the request of the party

concerned and shall be entitled to charge fee as provided in Appendix-9. It shall be

personal responsibility of the officer issuing the health / soundness certificate for the

findings / commitments made in certificate, if challenged.

(B) Health/ Soundness Certificates in case of Medico legal Cases, Government

animals and cases referred by Government agencies shall be issued only by Graduate

Veterinary Surgeons working in a Government Veterinary Hospital Mobile unit or a

Disease Investigation Laboratory of the respective jurisdiction. No fees shall be charged

in any Government sponsored scheme.

Veterinary Jurisprudence

The application of the principles of human law with reference to veterinary

medicine has assumed great importance. In the matter of administration of justice for the

protection of the claims and interest of individuals and group in an organized society vis-

a- vis criminal practices affecting the health and life of animals, the veterinarian is very

often called on in evidence as a skilled witness. When ever he is required to appear in

court by subpoena regularly served for such a person, it becomes his bounden duty to

accept the summons and appear in court for the purpose of giving professional

evidence. In the contact on in other he is expected to possess reasonable skill and

knowledge of veterinary science and to contribute all authentic information available with

him from his personal experience or from authoritative published literature on the

subject. In addition we should be fully familiar with all the acts and rules in force with

reference to live-stock improvement, animal diseases, aspects of veterinary public

health and other veterinary acts and rules which may be in force from time to time. In the

discharge of his duties as a member of civilized profession his conduct at all times and

in all event has to be above suspicion. The guide lines as regards Veterinary

Jurisprudence is appended at Appendix-164 for reference.

(C) ADMINISTRATIVE

Administrative Powers

All the Head Of Offices / Head Of Institutions of the Department shall exercise the

administrative powers, applicable to the respective posts, as delegated by Government

and subsequent amendments made therein from time to time by the Government or by

the Director Animal Husbandry as the case may be. However all such officers dealing

with administrative matters are expected to be conversant and act in accordance with


Volume - I Page 23

the rules/ procedures/ provisions laid down in the following Government publications and

the subsequent amendments made therein from time to time.

(01). The M. P. Civil Services (General Condition of services) Rules 1961.

(02). The Madhya Pradesh Classification, Control and Appeal Rules 1966.

(03). The Madhya Pradesh Fundamental Rules (Volume-I and Volume -II).

(04). The Madhya Pradesh Government Servant Conduct Rules.

(05). The Madhya Pradesh General Book Circulars.

(06). Instructions for scrutiny of information and papers.

(07). Rules for purchase and supply of computers and accessories and other

machines and amendments and Madhya Pradesh Store Purchase Rules.

(08). The Madhya Pradesh Form Rules 1959.

(09). Rules Governing the issue of Priced Publication.

(10). Rules for the supply of liveries to Class IV Governments Servants as per

Home Department memo no. 2198-CR-116/ II A (3) Dated 18.08.84.

(11). Acts and Rules regarding Family Benefit Fund/ Employee Insurance Cum

Saving Scheme 2003.

(12). Rules and Acts published for giving benefit to green card holders.

(13). Right to Information Act, 2005.

Office Procedure

All the heads of offices / In-charge Institutions shall ensure routine office working

in accordance with the instructions / procedures / provisions laid down in the following

Chapter-VII. However, looking to the need of hour, use of modern equipments and

gadgets must be encouraged in the offices specially the computers, fax machines,

printers, resograph, duplicators, computer networking etc as these equipments make a

huge difference in the productivity. Some of the benefits are:-

1. Time saving: The functionality of these gadgets is just excellent and they help in

completing the work at a rapid pace.

2. Efficiency: These devices are more efficient and less time consuming which help

to a great extent in reducing human effort.

3. Email functions: Most (if not all) government offices have an email system that

is used to read, send, and compose emails.

4. Payroll systems: To make payments electronically.

5. Keeping and managing records: To maintain records of employees. These

records are crucial to government operations.

6. Analyzing information: To analyze informations and to make various decisions.

It is imperative to mention here that the State Government have also made it

compulsory for all the categories of officers and other employees to have training in

computers. The details of computer training and incentive given by State Government

are given In Appendix-161


Volume - I Page 24

Office Order Book

All the heads of offices / heads of institutions, shall issue standing instructions for

the staff for guidance, smooth and efficient working. Such instructions may be reviewed

from time to time regarding applicability and efficiency. He shall however ensure that the

staff concerned has seen, noted and signed such instructions with date for having

acknowledged the orders for compliance.

Channel of Correspondence

All the heads of offices / heads of institutes shall be the usual channel for

transmission of correspondence / communication addressed to superior officers / offices

submitted by the subordinate staff except in emergency when a subordinate office or

official may correspond directly, but a copy of such correspondence must be submitted

to him.

Duty Hours

All the employees of the department working in any capacity in any of the

Departmental institution, shall present themselves on the place of posting during the

working hours as fixed by the Competent Authority / State Government, Keeping in view

the nature of work and need of the institutions from time to time. All Technical staff

working in a laboratory, plant, machinery, farms, hospitals and dispensaries shall be

required to work on holidays for smooth and uninterrupted working of the institute. The

working of such institutes is not in line with the working of other offices where scheduled

holidays are observed. However each employee shall be personally responsible to

present himself, whenever called for by the superiors for legitimate Government work or

for such emergencies / natural calamities as dictated by the situation. Non compliance /

disobedience in this respect shall be liable for disciplinary action as covered under

service conduct rules.

Confidential Reports

Government attaches highest importance to the proper and up-to-date writing of

confidential reports. These confidential reports constitute an important record of work,

conduct and integrity of the Government Servant concerned and are the main basis for

assessing the suitability or other wise of the official for continuing him on his present

post for his promotion. All the Controlling Officers authorized to write the confidential

reports of the subordinates are expected to follow the procedure/ provisions/ instructions

laid down in the General Book Circular Part-I, S. No. 7 and the subsequent

amendments made there in from time to time and shall write CR in formats prescribed

by Government of Madhya Pradesh, General Administrative Department from time to

time. However the following items should be taken into consideration for judging the

work of a Government Servant in the Department.

a) Integrity and Reliability.

b) Capacity to take responsibility and initiative.


Volume - I Page 25

c) Capacity to carry out the work expected of him.

d) Control over subordinate staff and ability of judgment. It is imperative that

nasty, malicious/ malafied and injudicious character roll entries be

discouraged to avoid embarrassment to the Government Servant and in-

convenience to the Government.

Maintenance of service books and personnel file

The controlling officers shall be responsible to maintain the service books of the

staff borne on his office establishment except for those whose appointments are in

purely temporary or officiating vacancies not likely to last for more than a year and who

are not eligible for permanent appointment, in accordance with the rules laid down in the

supplementary rules under F-R. 74 (a) and General Book Circulars Part-I S. No. 8 in the

prescribed form. The Service Books should be maintained in duplicate. One copy shall

be given to the employee. The entries should be made completely and correctly under

proper attestation. Every event in the officers / employees service life viz. examinations

passed, temporary or officiating, promotions, reduction, probation, increments, transfer

and leave etc should be recorded regularly and correctly duly verified with reference to

the departmental orders, pay bills etc attested by the head of office. Periodical

verification of the services must be done and entered in the service book in conformity

with the instructions issued by the Government. It is the responsibility of the head of the

office to maintain the Service books of the employee‟s safely, neatly, correctly and up to

date, under his custody, to avoid difficulties which may arise as to the verification of

services for pension. The head of office should permit the employee to examine his

service book should he at any time desire to do so. In case of transfer of any staff to

other place, he shall pass on the service book under registered and confidential cover to

the concerned controlling officer by name and obtain his acknowledgement.

Personnel File

The controlling officer or head of the office shall also maintain a personnel file of

the staff borne on his establishment which should be treated as a confidential document

in accordance with the instructions contained in the General Book Circulars Part-I S.No.

8 and amendments made there in from time to time.

Indent of forms and stationary

All the controlling officers working at different administrative units / head of the

offices of the different institutions of the department, shall submit their indent of forms

and stationary on scheduled dates and in the proforma prescribed by the controller

Government Printing Press through proper channel subject to their budgetary ceiling

after scrutinizing the other indents received by him from his subordinate office.


Volume - I Page 26

Deputation to other Departments

Officers/ Employees of the department to be deputed to work in other

Government offices, shall abide by the terms and conditions, as per circulars and

guidelines of General Administrative Department.

Maintenance of Records

All the head of offices / controlling officers shall maintain and cause to maintain

the records and registers pertaining to administrative, financial, technical and general

work under their charge neatly, correctly and up to date in the prescribed proforma.

(D) FINANCIAL

Delegation of Financial Powers

The departmental drawing and disbursing officers and others dealing with

financial matters shall exercise the powers according to the delegation of financial

powers contained in Government of Madhya Pradesh, Finance Department, Book of

Financial powers 1983, Volume-I, powers common to all departments w.e.f. 01.10.1983

circulated vide F.D.No. 846/R-V/IV/83 dated 19.09.1983 and subsequent amendments

and the Volume-II for Animal Husbandry and Veterinary services with effect from

01.05.1984. circulated vide F.D. No. E-17/ 2/ 83/ R-V/IV/ 84 dated 09.04.1984 and the

subsequent amendments made there in from time to time. However all such officers

dealing with financial transaction are supposed to be conversant and act in accordance

with the rules/ procedure/ provisions laid down in the following Government publications

and their subsequent amendments made there in from time to time.

(01). Chapter VIII of this manual.

(02). The Madhya Pradesh Financial Code Volume-I and Volume-II.

(03). The Madhya Pradesh Treasury Code Volume-I and Volume-II.

(04). The Madhya Pradesh Contingent Fund Rules 1957.

(05). The Madhya Pradesh Store Purchase Rules.

(06). The Madhya Pradesh Accounts code, Volume-I, and II and III.

(07). Elementary commercial book keeping.

(08). The Madhya Pradesh stamp manual.

(09). Compilation of orders regarding expeditious disposal of pension rules.

(10). The Madhya Pradesh New pension rules 1961 and Madhya Pradesh

Class-IV, services gratuity pension and appeal rules 1965.

(11). The Madhya Pradesh sales tax Act.

(12). Introduction to the Indian Government audit and accounts.

(13). The Madhya Pradesh Government provident fund rules 1955.

(14). The Income Tax Act 1961 and rules made there under the finance Act

every year.

(15). The Madhya Pradesh State Life Insurance Rules 1949.

(16). The Madhya Pradesh Finance Act 1938, the Finance amendment Act 1942

(IV of 1942) and the amendment Act 1949 (XI of 1949).


Volume - I Page 27

(17). The Madhya Pradesh taxation laws extension Act 1947 and Madhya

Pradesh Finance Act 1960 (XIII of 1960) which relates to recovery of

professional tax besides other matters and amendments.

Maintenance of Vehicles

The departmental vehicles of various horse powers, shall be cared for by the in-

charge officers / allottee officers in accordance with the instructions contained in various

circulars / memos / orders issued by the State Government from time to time in this

respect and subsequent amendments made there in from time to time.

Medicine Purchase Policy and Submission of Budget Estimates

The Medicine Purchase Policy of the Department approved by the Government of

Madhya Pradesh, Pashupalan Vibhag from time to time should be followed. A copy of

policy for the year 2012 is appended at Appendix-157 for reference. All the Head of

Offices and Head of Institutions shall follow and act according to provisions made in this

policy subject to the requirement and availability of budget. Similarly all the heads of

offices / controlling officers shall submit the budget estimates and shall be responsible

for timely submission of control over expenditure statement to the superiors.

[E] GENERAL

Participation in meeting / conference

The departmental officers when attending any meeting / conference discussion,

on behalf of the head of office / head of institute, either under his directives or otherwise

shall immediately after his participation, put up a note to the in-charge officer covering

details of discussions held, commitments made and the decisions taken for his appraisal

and further action. Similarly the technical class-I and class-II officers of the department

working in any capacity when required to participate in any of the conferences/

executive development programmes/ workshops/ seminars / short term trainings /

summer courses and the like at the state / National / international level, shall submit the

details / project reports regarding his representation / participation covering in details the

discussions held, commitments made and the decisions taken along with all the

literature / circulations / publications received by him, to his controlling officer, with a

copy to the head of the department for appraisal, necessary action, record and future

guidance.

Inspection. The objective behind inspection is:-

(a) To find out the state of affairs existing in each unit.

(b) To see whether the prescribed procedure and instructions are understood

properly and are being followed intelligently.

(c) To find out whether proper attention is being paid to quality of performance by

officer and staff during discharge of their duties.


Volume - I Page 28

(d) To test the intrinsic soundness and utility of the procedures and to get reliable

data for planning improvements.

Roster of inspection:-

(a) All the controlling officers, particularly the inspecting officers of the

department shall prepare annual roster of their programme of work and

inspection of the different subordinate institutions in the prescribed proforma

as appended at Appendix-13 and Appendix-170, and shall submit it on 20

th of April every year for approval to their controlling officers.

(b) All the inspecting officers shall follow the instructions regarding tour and

inspections as contained in Appendix-14 and Appendix-16 and the General

Book Circular Part-III, serial No. 6 as appended at Appendix-40.

(c) The inspection of the different institutions / offices shall be carried out as per

guide lines appended at Appendix-32, 33, 151, 152, 153, 154, 155 and

Appendix-156. The inspecting officer shall record his inspection notes in

these proforma. However he shall be at liberty to add any additional points,

which he thinks, are important and appropriate enough to be included in the

note.

Recording of inspection note and compliance:-

(d) Every inspecting officer shall record and send copies of inspection notes

to:-

(i) The office inspected.

(ii) His controlling officer, within a fortnight from the date of inspection.

(iii) Each point dealt with in inspection note should be given a separate

para number to facilitate indication or compliance.

(iv) Every inspection note should be fully complied with, within a period of

three months from the date of inspection and the officer who

conducts the inspection should ensure this.

(v) The compliance should be recorded in the margin of the inspection

note.

Surprise Visits

(vi) In addition to regular inspections as the roster of inspections, the

controlling officer shall also conduct surprise inspections for checking

delays and irregularities and for improving efficiency.

Tour Programs / Tour Diaries / T.A. Bills

The sectional Class-I and Class-II officers of the Directorate shall undertake

touring for the Guidance, Monitoring. Assessment, analysis, Evaluation and

Interpretation of the field work carried out by the implementing agencies as per

requirement and directives of the superiors. The other departmental technical Class-I


Volume - I Page 29

and Class-II officers, working at the divisional / district level or working in different

schemes /programmes / projects engaged with the field work, shall spend at least 150

days planned touring in accordance with their annual roster. However a minimum of

40% night halts out of the total number of days on tour shall be made by them. They

shall be responsible to submit their monthly advance tour programmes according to the

roster, to their controlling officers by 20th of each month for approval on the prescribed

proforma as appended at Appendix-17. After completion of the tour they shall submit

the dairy of work done by them during the preceding month along with the traveling

allowance bills to the superiors for appraisal and necessary action in the prescribed

proforma as appended at Appendix-18. It is essential that the diaries contain an exact

and complete account of work done in course of the tour, inspection notes of the

institution visited and inspected during the month, to keep the superior officers fully

appraised.

However the other non technical / ministerial staff / employees of the department,

shall undertake touring as and when directed by the superiors from time to time and

shall submit the tour programmes, tour diaries etc. to their controlling officers in the

prescribed proforma and manner mentioned above.

Visitors Book

The head of office / head of institution shall be responsible to maintain a “Visitors

Book” at the institution as per the proforma appended at Appendix-28, for recording

remarks made by unofficial visitors / Dignitaries / officers of other departments, from

time to time. A copy of such remark / note by the distinguished visitor shall immediately

be forwarded to the controlling officer for his appraisal / information and necessary

action if required to draw his attention. However, Departmental officers shall take care

not to enter their opinion / remark in such“ Visitors Book”

Relation with the Public

The relations of the departmental employee with the public should be so

regulated as to reflect their duty to „serve‟ in the best interest of the people and the

country, While indifference or discourtesy towards the members of the public coming to

them for relief or guidance is positively bad. Government servants should do much to

bring home to public that the old bureaucratic order of things has gone and that there is

nothing now separating the rules from the ruled. This new spirit of the time should be

apparent on all occasions when officials come into personnel contact with the people as

well as in the official communication. However the official of this Department are

required to take every opportunity of advising cattle owners as to the methods by which

their cattle can be improved, prevention of diseases by vaccination and the treatment of

epizootic and other diseases of common occurrence.


Volume - I Page 30

Coordination with other department

It is very necessary for the departmental officers to keep themselves in close

touch with officers of other departments viz. Revenue, Agriculture, Cooperative,

Industries, Forest, Home, Panchayat and Rural Development, Tribal Welfare, Telecom,

Information and Technology, General Administration, Law, Local Self Government,

Health and Meteorological departments etc. Personal contact helps a great deal and will

be found very beneficial in pushing on the various departmental activities. Some

subjects relating to this department in which joint action with other departments is

needed are given below:-

i) Correct statistics of mortality of live stock.

ii) Cattle and poultry breeding societies.

iii) Milk recording societies.

iv) Forest grazing areas.

v) Diseases of animals communicable to man (Zoonotic Diseases)

vi) Fodder crops and Manure

vii) Trade in live-stock and live-stock products.

viii) Publicity and Propaganda.

The revenue officers viz. collectors and commissioners are being instructed by

Government to take personal interest in the working of the other Departments also, and

assert their responsibility to see that not only their own Departments but also all the

other Departments in the district, administer their charges efficiently. In light of this the

concerned Departmental officers shall freely consult and advise them on all professional

and technical matters and shall keep them fully apprised of the progress of various

Departmental activities that are being carried out in the area of their jurisdiction and

submit such reports and furnish such information as are required from time to time.

Relation with Sister Institution

All the officers of the Department shall maintain cordial relations with the sister

institutions of the Department and shall extend fullest cooperation wherever desired

particularly at the time of exhibitions, functions and adversities both.

Publicity and Propaganda

The departmental officers engaged in the well being of live-stock are supposed to

undertake propaganda and publicity of the various activities of the Department, specially

in rural areas with the object to disseminate information on modern scientific methods of

breeding live-stock, prevention of cattle and poultry diseases, economical feed, care and

management of live-stock and poultry and the importance of grading up of the livestock

for better production. The officers, may seek help of the officers of Department of Public

Relation as and when required. The officers are expected to contribute articles of the

professional interest for publication in the different News Papers, Magazines, Souvenirs,

Journals etc. for the use of common mass and other professional colleagues. They shall


Volume - I Page 31

also arrange distribution of the pamphlets, leaflets, charts, posters, maps, graphs,

brochures, hand bills etc published by the Department from time to time. Similarly, The

officers are supposed to cooperate and assist the all India Radio/ Doordarshan

technicians in spot recording of the different departmental activities/ projects /

programmes / schemes etc implemented by the Department whenever such recording is

arranged. They are also expected to deliver Radio Talks on matters which are of

practical use of interest to the rural population in consultation with All India Radio /

Doordarshan authorities. No permission is necessary for a Government servant either to

undertake a broadcast / telecast on All India Radio / Doordarshan or to receive fee

provided that the broadcast / telecast are purely literary, artistic, or scientific or such

character entirely rests with the Government Servant concerned and is in the public

interest.

Exhibitions / Shows

The officers should extend fullest cooperation to the sister institutions / other

Departments whenever desired particularly when functions like exhibitions, camps,

rallies etc are organized in the area. They shall follow the delegation of powers in

respect of financial matters and the budget provision, when required to organize such

functions at their own. However, advantage should be taken of such functions where the

departmental publications, posters., charts, photographs, instruments, appliances

should be exhibited/ distributed and interesting instructive lectures on Veterinary and

Animal Husbandry matters should be delivered.

Departmental Sign Boards

The Head of the office or in-charge Institution shall be responsible to display/

hang the sign boards depicting the details about the institution and shall also see that

the subordinate offices/ institutions also do the same after getting approval of design,

layout and pattern from the competent authority. Similarly a separate sign boards

depicting Working Hours, Right to Information Act, Citizen Charter and to Control Sexual

Harassment should also be hung.

Protection against fire

The in-charge of all the departmental institutions / head of offices, sub offices,

shall take every care to make efficient arrangements for protection of the buildings,

human life, live-stock, store and stock etc, against fire and shall follow the instructions in

this regard as appended at Appendix-41. All such officers shall ensure that the rules

and regulations of the electricity board, explosives, fire prevention etc. are followed and

being implemented.

Clothing during work

The Veterinarians / Para Veterinarian staff of the Department working at the

hospital / Artificial Insemination Centre / Dispensary / Laboratories and Farms etc are


Volume - I Page 32

supposed to put on an apron during working hours. However, the other departmental

employees particularly engaged with the field work / other technical activities shall put

on such clothing which in any way do not affect the working capacity and or as

prescribed by the head of institution / competent authority.

Collection and submission of reports and returns

All the heads of offices / in-charge institutions shall be responsible for submission

of prescribed Monthly / Quarterly / Annual progress reports and returns in scheduled

proforma to their superiors / controlling officers / State Government / Government of

India / AGMP and the like as the case may be in due date and time. They will properly

scrutinize, analyze, evaluate and interpret the same before forwarding to the superior

officers. He shall also be responsible for the collection of the reports and returns from

the subordinate offices / Institutions in the scheduled proforma in due date and time.

Apprising superiors with progress

All the heads of offices/ controlling officers / in-charge institutions shall be

responsible to keep close contacts with the subordinate staff regarding progress of work

and shall apprise the superiors regularly with the progress made. However, they shall

keep all such information ready with them which may be needed and shall assist the

superiors in all matters concerning with the day to day departmental working as and

when needed to do so.

Depiction of Progress

All the heads of offices / in-charge institutions shall be responsible to project the

progress of work done under them through Maps, Charts, Graphs, Pictures,

Photographs, Histograms etc in their offices with the view to depict the progress at a

glance.

Control over individual efficiency

All the heads of offices and in-charge institutions shall exercise effective control

for administrative and technical efficiency over his subordinates and asses them in

respect of working / technical knowledge from time to time and shall guide them to

improve.

Plantation of Trees

All the heads of offices / in-charge institutions shall see that sufficient number of

trees are planted at suitable sites in the premises of the institution under supervision and

guidance of the superiors / horticulture department.

Routine office work

All the heads of the offices and in-charge institutions shall be responsible for

smooth and efficient working of the routine office work. However they should ensure that


Volume - I Page 33

the routine office work is performed in accordance with instructions in chapter VII of this

volume.

Maintenance of records and registers

All the heads of offices/ In-charge institutions shall maintain and cause to

maintain the files, records and registers pertaining to administrative, financial, technical

store and stock and general matters under his charge neatly correctly and up to date.

Safety and up keep of store articles

All the employees of the department shall be responsible for the proper care,

maintenance, safety and upkeep of the store / stationary / other articles / equipments /

machines / tools / devices / instruments / stock etc issued to them to carry out the

routine work.

Reporting of loss / damages of store articles

All the heads of offices / in-charge institutions / custodian of store articles / store

keepers shall at once bring to the notice of the superiors, the damages losses of any

kind noticed by him or brought to his notice for further action and shall take all necessary

actions on his own for prevention of such losses / damages any more.

Maintenance of General Cleanliness

All the head of offices / in-charge institutions shall cause to maintain general

cleanliness in and around the premises of the institution.

Annual technical plan

All the in-charge institutions / organizations / schemes / programmes and projects

shall prepare the annual technical programme for the scheme concerned and shall

submit it to the Director Animal Husbandry by 15th of April every year for approval and

shall be responsible for the execution and implementation of the approved technical

working plan in order to achieve the targets thereby fulfilling the aims and objects of the

organization.

Watch and Ward of the Institution

All the in-charge institutions / Head of offices shall ensure solid means for watch

and ward of the institute / office premises in order to avoid any loss or damage to

Government property.

Submission of Write Off proposals

All the in-charge institutions / Head of Offices must submit the write off proposals

in due date and time to the controlling officers in scheduled proforma for each item, for

further action.


Volume - I Page 34

SECTION-II

WORKING OF THE ADMINISTRATIVE UNITS OF THE DEPARTMENT

The Department has the following administrative units:-

(A) State Level (Directorate)

(B) Division level.

(C) District level.

(D) Block level.

(E) Village level.

(A) AT STATE LEVEL

Former Directorate of Veterinary Services has been redesignated vide

Government of Madhya Pradesh, Pashupalan Vibhag memo no. F-23-38/2007/35

Bhopal Dated 08-08-2011 as Directorate of Animal Husbandry (Appendix-160).

The Directorate of Animal Husbandry is the State Head Quarter of the

Department headed by Director, Animal Husbandry. The jurisdiction of the Director

Animal Husbandry shall be the whole state of Madhya Pradesh with his head quarter at

the State Capital Bhopal. The details about the activities of the Department viz.

business, organization, institutions, ongoing plans, programmes, schemes, projects etc

and different activities carried out under the Department can be seen and downloaded

from the Departmental website “www.mpdah.gov.in”.

Basically the department is a service department. The new state of M.P. came

into existence on 01-11-1956. Initially the Directorate of Animal Husbandry was

functioning at Rewa (Capital place of former Vindhya Pradesh State) and started

functioning at the Bhopal w.e.f. 20-05-1962. Shri R.C. Murab, I.A.S. was the 1st head of

Veterinary Department of M.P. Initially the Directorate was under the Agriculture

Department, later on, from the year 1981 separate Veterinary Department was created

at the Secretariat level, since then a separate Minister for Animal Husbandry is also

taken into the State Cabinet.

The main objective of the State Head Quarter is to-

(i) Improve professionalism through training, counseling, encouragement of

private sector to adopt scientific farming by applying latest package of

practices and technology.

(ii) Improve potential of local breeds, better animal management, nutrition and

health, increase productivity through genetic up-gradation scientific

management and proper nutritional level and expansion of other, livestock

sector activities.

(iii) Strengthening of institute of Animal Health and Veterinary Biologicals.

(iv) Strengthening disease control mechanism.

(v) Expand and strengthen infrastructure for artificial insemination.


Volume - I Page 35

(vi) Create seed stock of qualitatively superior bulls, bring about genetic

improvement of important livestock breeds through selective breeding and

crossbreeding of low producing non-descript stock / poultry.

(vii) Develop adequate animal health services for protection of livestock with

special emphasis on eradication of most prevalent diseases in the State.

(viii). Explore the marketing avenues for sale of livestock products like milk, meat,

wool and eggs.

(ix). To supervise and give direction to subordinate and issue instruction for

various institutions.

In order to carry out and dispose off the departmental work at different levels,

Ministerial, Non Ministerial, and Class-IV staff has been sanctioned to assist the officers.

The schematic diagram showing the strength of such staff is appended at

Appendix-162.

DUTIES OF OFFICERS AND OTHER STAFF POSTED AT DIRECTORATE

Director Animal Husbandry

Besides, following instructions contained in para A, B, C and D the Director

Animal Husbandry (A Qualified Veterinary Graduate) being head of department shall

work under the administrative control of the Government of Madhya Pradesh. He shall

be assisted by various class-I, Class-II and Class-III officers / employees at the

directorate to discharge his duties efficiently. keeping in view the nature of work and

need of hour he shall be fully empowered to allocate, reallocate, change or entrust work

to any officer / employee of his office taking into consideration the qualification,

efficiency or specialization of the officer or employee so as to discharge his duties

efficiently.

Shall submit new item proposals to the State Government.

Shall exercise control over the tour programmes of the class-I Officers of the

department.

Shall submit the Annual Confidential Reports of all the Class-I Gazetted Officers

of the Department to the Government in prescribed manner.

Shall deal with the appeals from officers and other staff against the departmental

officers in accordance with classification, control and appeal rules 1966.

Shall advise the Public Service Commission, Madhya Pradesh as a Government

nominee for selecting candidates for such Departmental posts that are to be filled in

through the Public Service Commission Madhya Pradesh or as described in the different

recruitment rules.

Being chief controlling officer shall submit the budget estimates of the department

to the Finance / Administrative department and shall see that the budget grants are

properly distributed and utilized.

Shall sign such contracts on behalf of the Governor of Madhya Pradesh where

under the terms of Agreement the Governor of Madhya Pradesh acts


Volume - I Page 36

through the Director Animal Husbandry Madhya Pradesh and shall perform the functions

of the Director and such other duties as provided in the Acts related to the Department.

Shall exercise effective control over the department and shall ensure that the

policies and programmes of the department are implemented successfully and that there

is co-ordination of the work at all levels.

Shall deal with all the important correspondence including demi-official

correspondence from the State/ Central/ Other State Governments, Accountant General,

Judiciary, Heads of other Departments and Public and Private sector organizations as

the case may be.

. Shall deal with the cases of plan, schemes, annual plan, progress of Veterinary

and Animal Husbandry activities, live stock improvement, livestock and poultry farms,

institute of Animal Health and Veterinary Biological, disease control work etc running in

the whole State.

Shall see matters related to training of departmental officers in India and Abroad.

Formulation of sound animal health policies that will provide congenial animal

health environment for increase in livestock production and quality germplasm.

To provide an efficient and reliable animal health technical service.

To strengthen institutional capacity for improved animal health management and

services delivery.

Shall be responsible for enforcement of various Acts/ Rules/ Orders required with

respect to animal movement, transportation and animal disease surveillance breeding

and control.

Formulation, Implementation and Monitoring of all the Plan and Non Plan

activities of the Department.

Shall deal with the cases of audit notes, draft paras, cases involving financial

sanctions, write off proposals, loss, defalcation, financial irregularities, appropriation,

misappropriation, re-appropriation etc not covered under financial powers delegated to

the subordinate staff.

Shall, being head of the department deal with all the cases pertaining to policy

matters concerned with the Department.

Additional Director Veterinary Services (Human Resources, Plan and Statistics)

Shall assist and apprise the Director Animal Husbandry in matters related to

human resources, planning, implementation, execution, monitoring and evaluation of

different departmental plan, programmes, schemes and statistical work of the

department.

Shall deal with any other matter assigned by the Director Animal Husbandry.

Shall supervise the work done by the subordinate staff dealing with statistics on

matters pertaining to all the statistical schemes of the department and compilation of

various prescribed reports and returns of different sections including returns required for

annual reports and annual administrative reports on the working of the department and


Volume - I Page 37

shall arrange to submit the compiled reports and returns to state Government /

Government of India in due date and time.

Shall deal with the Lok Sabha, Rajya Sabha and Vidhan Sabha questions.

. Shall extend technical guidance to the statistical staff and field workers engaged

with the sample survey scheme regarding collection, checking, compilation and analysis

of data collected from the field regarding milk, meat, egg and wool production and other

animal husbandry activities.

Shall supervise and guide in the e–governance scheme.

Shall guide in formulating five year plan / annual plan / tribal sub plan and special

component plan matters related to Niti Ayog reports.

Shall keep all such information ready which may be needed every now and then.

Additional Director of Veterinary Services (Veterinary & Animal Husbandry)

Shall assist and apprise the Director Animal Husbandry in formulating plans and

schemes of Veterinary health and Disease control and shall suggest ways and means to

improve the work.

Shall supervise the work done by the subordinate staff dealing with Veterinary

Section and shall guide the subordinate staff to compile prescribed reports and returns

and shall see that all reports and returns are submitted to State Government /


Shall keep close contact with the field officers and staff in respect of progress

made in Veterinary Health, Disease Control, Surveillance Scheme, Foot and Mouth

Disease etc work.

Shall take immediate action to fight with any out break of any livestock / poultry

disease reported.

Shall deal with matters related to planning, implementation, execution, monitoring

and evaluation of different schemes.

Shall make every effort to improve the working and progress of cattle breeding

farms, bull rearing farms, sheep, goat, pig and other livestock farms, poultry farms,

livestock development institutions, fodder and grass development work, programme and

matter related with preservation and improvement of proven indigenous germ plasm as

well exotic germplasm of livestock and poultry.

Shall deal with the matters related to Veterinary University, Veterinary Colleges,

Institute of Animal Health and Veterinary Biologicals, Publicity and Propaganda of

Departmental activities. Matters related to Asra and Departmental Training Institute.

Shall direct the subordinate to improve the progress of Intensive cattle

development project, key village scheme, dairy cattle production projects, control cattle

breeding programme, artificial insemination centers, marketing of livestock and livestock

products, regulation of cattle markets and fairs, sterlity camps, grading and

standardization of livestock and livestock products, market intelligence, quality control of

feeds and fodders and programme and matter related to balanced nutrition ration.



Volume - I Page 38

Joint Director of Veterinary Services (Human Resources)

Shall assist and apprise the Additional Director of Veterinary Services / Director

Animal Husbandry in solving all the matters related to welfare of employees of the

Department and shall suggest them the ways and means to improve efficiency of the

workers.

Shall deal with all the matters related to establishment A and establishment B

sections of the directorate including departmental enquiry section, sub-judice cases,

matters related to law, right to information act, public grievances etc.

Shall deal with the house keeping section including vehicles, telephone, allotment

of residential staff quarters, store etc.

Shall deal with the cases of training and training programmes of the departmental

staff.

Shall deal with any other matters assigned by the Director Animal Husbandry /

Additional Director Veterinary Services.

Shall supervise the work done by the subordinate staff and shall guide them to

compile prescribed reports and returns and shall see that all reports and returns are

submitted to State Government / Government of India in due date and time.

Shall deal with the tour programmes of subordinate staff.

Joint Director of Veterinary Services (Plan and Statistics)


Animal Husbandry in formulating plans and schemes related to planning,

implementation, execution, monitoring and evaluation of different departmental plan,

programmes, schemes and statistical work of the department. Shall also deal with the

matters concerning accounts and audit sections.

Shall deal with any other matter assigned by the Director, Animal Husbandry.


matters pertaining to all the statistical schemes of the Department and compilation of


annual reports and annual administrative reports on the working of the Department and



Shall extend technical guidance to the statistical staff and field workers engaged

with the Sample Survey Scheme regarding collection, checking, compilation and

analysis of data collected from the field regarding milk, meat, egg and wool production

and other animal husbandry activities / Additional Director Animal Husbandry.

Joint Director of Veterinary Services (Veterinary)


Animal Husbandry in formulating plans and schemes of Veterinary Health and Disease

Control and shall suggest him ways and means to improve the work.


Volume - I Page 39

Shall keep close contact with the field officers, staff in respect of progress made

in Veterinary Health and Disease Control work.

Shall take immediate action to fight with any out break of any livestock / poultry

disease reported.

Shall deal with matters related to planning, implementation, execution, monitoring

and evaluation of different schemes. Shall dispose off all the matters concerned with

Rinderpest and Foot and Mouth disease.






Joint Director of Veterinary Services (Animal Husbandry)


Animal Husbandry in formulating plans and schemes of animal husbandry, breeding,

feeding, balanced nutritional level care and management of the livestock and shall

suggest him ways and means to improve the work.

Shall keep close contact with the field officers, staff regarding progress made in

Animal Husbandry activities.

Shall deal with all the cases pertaining to Departmental livestock farms.

Shall deal with all matters related to planning, implementation, execution,

monitoring and evaluation of different Animal Husbandry Schemes / Additional Director

Veterinary Services.






Deputy Director of Veterinary Services (Human Resources)

Shall work under the administrative Control, guidance and supervision of the

concerned Additional Director Veterinary Services / Joint Director Veterinary Services

and shall be responsible for his work to them.

Shall carry out all the work assigned to him and shall assist his superiors in

planning, implementation, monitoring and evaluation of activities running under his

section.

Shall see that all the prescribed reports and returns are submitted to State

Government / Government of India in due date and time.

Shall carry out all the work related to establishment and welfare of officers and

employees of the Department and shall deal with all the cases concerned with human

resources and training and training institutes.


Volume - I Page 40

Shall deal with the tour programmes and approval of tour dairies of the officers /

staff.

Shall deal with all the cases concerned with human resources and training and

training institutes.

Deputy Director of Veterinary Services (General)

Shall work under the administrative control, guidance and supervision of the

concerned Additional Director Veterinary Services / Joint Director of Veterinary Services

and shall be responsible for his work to him.

Shall carry out all the work assigned to him and shall assist his superiors in the

disposal of the work concerned to his section.



Shall deal and control all the cases related with vehicles, telephones and house

allotment under the Directorate.

Shall control and carry out the work of store and stock of the Directorate.

Deputy Director of Veterinary Services (Plan)

Shall work under the Administrative Control, guidance and supervision of the





Shall see that all the prescribed reports and returns are submitted to state


Shall prepare and assist the superiors in planning, implementation, execution,

monitoring and evaluation of departmental plans, programmes, schemes and projects.

Shall be responsible for execution of all the ongoing departmental and centrally

sponsored schemes.

Shall be responsible to prepare new schemes.

Shall deal with all the correspondence and matters concerned with review

meetings of Chief Minister and Chief Secretary.


matters pertaining to all the statistical schemes of the Department. and compilation of


annual reports and annual administrative reports on the working of the Department and




Volume - I Page 41

Deputy Director of Veterinary Services (Statistics)

Shall work under the administrative control and Supervision of the Additional

Director of Veterinary Services / Joint Director of Veterinary Services dealing with

statistics and shall be responsible for his work to him.

Shall assist the superiors on matters pertaining to all the Statistical Schemes of

the Department and compilation of various prescribed reports and returns of different

sections including returns required for annual reports and annual administrative report

on the working of the department and shall arrange to submit the compiled reports and

returns to State Government / Government of India in due date and time.

He shall extend statistical guidance to the staff under his section and field

workers engaged with the sample survey scheme regarding collection, checking,

compilation and analysis of data collected from the field regarding milk, meat, egg and

wool production and other animal husbandry activities.

He shall also plan and chalk out the programme for supervision of field work to be

conducted by the enumerators and inspectors.

He shall arrange training of the newly recruited staff for sample survey work.

He shall be responsible to get the sample survey work expedited by the

subordinate staff. He shall analyze and evaluate the data and arrange for its submission

along with his comments to the superiors for further action.



Shall be responsible to collect, maintain and analyze all the data regarding

livestock census and shall be responsible to collect, collate and analyze the different

Departmental reports and returns and shall suggest ways and means to superiors and

other staff to improve the work.

Shall supervise the work done by the subordinate staff.

Shall deal with all the cases related with Management Information System and E-

Governance.

Shall manage to prepare the answers of all the Lok Sabha, Rajya Sabha and

Vidhan Sabha questions pertaining to his sections and shall arrange to submit them in

due date and time.

Deputy Director of Veterinary Services (Accounts)








Shall be responsible for drawing and disbursing work related to finance of

Directorate.


Volume - I Page 42

Shall be responsible for disposal of Departmental Audit reports and disposal of

Public Accounts Committee paras.

Deputy Director of Veterinary Services (Veterinary)


concerned Additional Director Animal Husbandry / Joint Director of Veterinary Services

and shall be responsible for his work to them. Shall also carry out all the work assigned

to him and shall assist his superiors in the disposal of the work concerned to his section.



Shall deal with all the cases concerned with University and Departmental Training

Institutions, Disease Investigation Laboratories, Veterinary Hospitals, Veterinary

Dispensaries and Asra.

Shall deal with all the cases concerned with Institute of Animal Health and

Veterinary Biologicals.

Shall be responsible for the publicity and propaganda of departmental activities.

Shall control and execute all the activities concerned with ASRA.

Shall deal with all the matters of Disease Investigation Laboratories.

Shall deal with tenders of medicines, instruments and equipments and their

purchases and shall be responsible for their storage, protection and distribution and

timely supply of store and stock to the concerned.

Deputy Director of Veterinary Services (Animal Husbandry)







Shall deal with the disposal of all the cases concerned with Madhya Pradesh

State Cooperative Dairy Federation.

Shall deal with supply of livestock and all the matters related to Madhya Pradesh

State Livestock and Poultry Development Corporation.

Shall deal with breed improvement preservation of germ plasm indigenous /

exotic work and matters related to Madhya Pradesh Gopalan Evam Pashudhan

Samvardhan Board.

Shall deal with all the matters related Non Government Organisations.

Shall deal with all the matters related with National Project for Cattle and Buffalow

breeding preservation of germ plasm indigenous / exotic.

Shall deal with all the matters related with Key Village Scheme, Intensive Cattle

Development Project and Artificial and Natural insemination work.


Volume - I Page 43

Deputy Director of Veterinary Services (Farms)







Shall deal with the disposal of all the cases concerned with all the Departmental

Cattle, Goat and Sheep Breeding Farms.


Poultry Farms.

Deputy Director of Veterinary Services (Departmental Enquiries)







Shall be responsible to dispose off all the cases of Departmental Enquiries and

complaints.

Shall be responsible to monitor and dispose off all the court cases.

Shall deal with the disposal of all the cases related with Right to Information.

Shall be responsible to deal with and disposal of cases related with public

grievances.

Administrative / Audit / Account Officer

Shall follow the instructions and carry out the work as described in Section-XII of

Chapter-VII (Office Procedure) of this Manual.

Class-III (Ministerial) Staff

All the Class-III (Ministerial) staff shall follow the instructions as described in

section-XII of Chapter-VII (Office Procedure) of this Manual.

CLASS-III (Non Ministerial) STAFF

Research Assistance / Assistant Statistical officer / Research Investigator / Senior

Technician- Shall be responsible to scrutinize the schedules and returns systematically.

Analyze, evaluate and interpret the data under the guidance and supervision of the

superiors. Shall prepare the schedules, questionnaire for the experimental studies of

various Veterinary and Animal Husbandry Practices. Guide and supervise the work of

the computers and other field staff. Scrutinize various schedules, reports and returns


Volume - I Page 44

and shall spot out the anomalies. Compilation of data received from the field and to

carry out calculations connected with the sectional work such as, percentage, mean,

variance, standard variations etc.

Head Drafts Man / Sub Engineer Civil, Electrical and Mechanical / Senior Plant

Operator– Shall work under the administrative control, guidance and supervision of the

Deputy Director of Veterinary Services (Plan). Shall supervise the departmental

construction work at the site and shall submit the report to the superiors for necessary

action. Prepare the plan and estimates of the different departmental construction work.

Shall maintain all the prescribed records and registers pertaining to his work neatly,

correctly and up to date. Shall be responsible for the maintenance and up-keep of the

Liquid Nitrogen Plant / other Plants, machines, equipments, accessories, instruments,

tools, appliances, automobiles etc and shall see that all such equipments work efficiently

and smoothly. Verify the work regarding installation, repair, maintenance, etc. carried

out by out side parties at the station / institute. Shall suggest ways and means to

improve the working of the plants / machineries etc. He shall be responsible for the

maintenance and upkeep of the machines, equipments, accessories, instruments, tools,

appliances, automobiles etc and shall see that all such equipments work efficiently and

smoothly.

Live Stock Field Officer (Pashudhan Kshetra Adhikari)– Co-ordination with the

subordinate offices and institutions. Collection of success stories and their verification.

To assist in the Veterinary and Technical activities carried out at the divisional offices.

To carry out technical work and maintenance of records at the Departmental farms.

Survey and monitoring at the Foot and Mouth Disease unit. To assist in the training

programmes at the State Artificial Insemination Training Institute / State Training

Institute and maintenance of records.

Senior Veterinary Field Officer (Varishtha Pashu Chikitsa Kshetra Adhikari)-

Verification of plans and programmes at the Divisional and District level offices.

Collection of success stories and their verification. To provide Veterinary Aid and assist

in the treatment of Live Stock / Poultry. To maintain the genetic, feeds and feeding,

production and breeding records of the farm animals at the farm. Sample Survey and

collection of Foot and Mouth Disease samples and documentation and communication

of the Data.

Veterinary Field Officer (Pashu Chikitsa Kshetra Adhikari) – To assist in treatment

of livestock/ Poultry and implementation of programmes and their monitoring at the

places of posting. To carry out work at the poultry farm, artificial insemination work and

monitoring, mass vaccination, castration. Survey and evaluation of the rinderpest

eradication F.M.D. scheme. Technical work in the laboratories and documentation and

communication of the Data.


Volume - I Page 45

Assistant Veterinary Field Officer– Implementation of Departmental schemes,

vaccination, castration, provide primary Veterinary aid, extension work, survey, works

related to farm activities, collection of samples, artificial insemination, manage training

programmes and documentation and communication of the Data, keeping of records.

Assistant Statistical officer / Research Assistance / Computers

He shall be responsible to maintain schedules and returns systematically and shall

prepare, scrutinize, analyze, evaluate, and interpret the data. Shall prepare the

schedules, questionnaire for the experimental studies of various Veterinary and Animal

Husbandry practices under the guidance and supervision of the superiors. Shall exhibit

the progress through maps, charts, graphs the results of the experiments conducted

taking different parameters for Animal Husbandry activities. Shall compile data received

from the field, carry out simple calculations connected with the sectional work such as

percentage, mean, variance, standard variations etc.

Enumerator / Verifier - He shall be responsible to collect data concerning milk, meat,

wool and egg production from the villages and house holds selected for the purpose on

random basis. Shall maintain various statistical registers pertaining to his work and

salient activities of the scheme. Shall undertake the other surveys as per instructions

and guidance of the superiors.

Projector Operator - Shall maintain film library and shall procure films from the

Directorate as and when required for arranging film shows in the project area. Shall

manage film shows successfully. Shall maintain the log book of the shows organized

from time to time. Shall be responsible for maintenance and up keep of film projector,

speakers and other allied equipments and instruments etc. Shall maintain all the

prescribed records and registers, neatly, correctly, and up to date pertaining to his duties

and work allotted to him. Shall prepare monthly / quarterly and annual progress returns

and reports and shall arrange to submit them to his controlling officer in time. Shall

follow the rules for exhibition of films as described in Appendix-11.

Electrician/ Mechanic – Shall be responsible for the maintenance and upkeep of all the

electrical appliance, fittings, connections, instruments, machines, devices, etc. and shall

see that these articles work efficiently and smoothly. Shall follow the rules and

implementing rules and regulations of electricity board, explosives, prevention as far as

safety of personnel, equipments, fittings, appliances etc, is concerned. Shall verify all

such work regarding installation, repair and maintenance of appliances and equipments.

Shall suggest ways and means to improve the working of the machines, equipments,

instruments, fittings etc. and shall be responsible for the safety and upkeep of the

instruments and tools and other stock issued to him. Shall maintain records, registers,

stock and stock etc.


Volume - I Page 46

Driver/ Tractor Driver– Shall ensure the smooth operation and running of vehicle, its

proper maintenance and upkeep during the hours as may be fixed or split in different

periods of the day by the officer in-charge, keeping in view the nature of work and need

of the institute, irrespective of working hours / holidays. Shall be responsible for the

proper consumption of the fuel / P.O.L. etc. Any disorder or abnormality noticed by him

or brought to his notice, shall immediately be reported to the in-charge vehicle / other

superiors for further action and shall ensure that the vehicle so repaired is up to the

mark and shall take back the vehicle only after taking due trials to his satisfaction. Shall

immediately bring to the notice of the superior officer any loss / damage of Government

property or any other abnormal incidence / situation noticed by him and shall be

responsible for the safety of the vehicle / trolley / instruments / tools / stepney / other

accessories etc. He shall present himself whenever called for at the hour of need

irrespective of working hours. Shall upkeep driving license. Shall present himself at the

time of repair / servicing etc of the vehicle when in workshop / service station / garage

for repairs and shall collect all the replaced spares / tires / batteries / accessories etc for

submitting to store.

Milk Recorder– Shall take up recording of the milk production of selected cows and the

buffalos as per programme on the fixed days on the prescribed proforma and shall

compile the data. Shall prepare charts and graphs showing the progress made in this

direction. Shall point out the names of owners having high yielder animals to the

Veterinary Assistant Surgeon or any other superior officer in-charge for registration

under the Herd Registration Scheme. Shall educate the cattle owners and breeders on

the importance of milk recording and shall induce them to maintain up-to-date record of

milk production of their individual animals and shall also suggest the elimination of un-

economical yielder. Shall impart with the producers value and importance of balanced

ration and nutritional requirements.

Class-IV and Contingency Paid Employees-

Supervisor- Shall be responsible to supervise and check the work of the peons,

Jamadar, Daftari, Mali, Farrash, Chowkidar, Sweeper, other Class-IV employees and

class-IV contingent staff. Shall immediately bring to the notice of the superiors officer

any loss / damage of government property or any other abnormal incidence / situation,

noticed by him or brought to his notice for further action.

Jamadar / Daftari / Peon– Shall be responsible for smooth running of the routine office

work and proper working of the institute during the hours as may be fixed or spilt in

different periods of the day by the in-charge officer keeping in view the nature of work

and need of the institute including the work in which the manual labour is involved

irrespective of working hours / holidays. He shall while handling the files/

communications / papers etc from one office counter to another, maintain strict secrecy


Volume - I Page 47

and shall not allow any body other than the concerned staff to go through it and shall

also not try to read / take notes from the same himself. Shall deal with all the visitors

cordially and guide them properly without passing any information relating to office work

which the visitor is not supposed to know in order to maintain the secrecy and decorum

of the routine work of the institute. If posted at any of the technical / specialized institute

of the department viz. Livestock and Poultry farms / disease Investigation Lab / Intensive

Cattle Development Project / Key Village Schemes / Artificial Insemination Centre /

Veterinary Hospital / Semen Station / Liquid Nitrogen Plant / Dispensary etc and such

other institutes, perform his duties and carry out the work to assist in performing the

technical duties of the institutes as per the instruction of the head of officer / other

superiors. Shall present himself whenever called for at the hour of need irrespective of

working hours.

Chowkidar / Bull Attendant / Cattle Attendant / Sweeper / Waterman / Farash /

Cleaner / Shepherd / Grazier / Weaver / Bull Attendant / Sheep Attendant / Grazier

Cum Cleaner / Guard / Chowkidar- Shall be responsible for watch and ward of the

institute for which he has been appointed and work as directed by the superior officer.

Shall have to discharge the duties in which manual labour is involved during the hours

as may be fixed or split in different periods of the day by the in-charge officer keeping in

view the nature of work and need of the institute for its efficient and smooth working.

Shall be responsible during his duty hours for the safety of the live and dead stock of the

institute. Shall report about the general safety specially the position of the vulnerable

points every day to the in-charge officer / head of office. Shall immediately bring to the

notice of the superiors about damage / loss of any kind of dead or livestock poultry or

any other abnormal incidence / situation noticed by him or brought to his notice for

further action. He shall not make available any item / facility of any kind provided at the

institute to any person without the written permission of the competent authority. He will

not leave the institute / place of his duty during duty hours.

Sweeper– Shall be responsible for brooming / cleaning of the in and out sides of the

institute and office buildings, cleaning and washing of the toilets, lavatories, laboratories,

casting beds, Travis etc during the hours as may be fixed or split in different periods of

the day by the in-charge officer in which manual labour is involved irrespective of the

scheduled working hours / holidays. Shall remove the cow and poultry beds, dirt, dust,

cleaning of the dust beans and disposal of waste matter. Cleaning of the wash sheets,

sinks, basins, gullitraps etc. When posted at the institutes like farms / Disease

investigation Laboratories / Hospitals etc shall carry out the work as per instructions of

the superiors.

Waterman– Shall take care of the daily water requirement of the institute, during the

working hours. Shall maintain all the utensils / other item used for water storage and

drinking etc neatly and cleanly.


Volume - I Page 48

Farash- Shall perform his routine duties pertaining to dusting and cleaning of the office

furniture, instruments, equipments preferably during off hours, before the

commencement of the working hours of the institute However he shall take care not to

disturb the files, papers, instruments, machineries, computers, accessories and

equipments etc lying in the room.

Cleaner- Shall be responsible for his work to the Driver / section in-charge / other

superiors / Head of office. Shall perform his duties and obey the instructions of the

vehicle driver / section in-charge in respect of his routine duties pertaining to the

maintenance, cleanliness and upkeep of the vehicle / Tractor and shall assist the driver

in performing his duties. Shall have to discharge the duties / work in which manual

labour is involved.

Cattle Attendant, Shepherd, Grazier, Sheep Attendant, Grazier Cum Cleaner,

Poultry Attendant- Shall be responsible for care / general cleanliness of the livestock,

byres, paddock, feeding and watering troughs etc. He shall have to take the livestock for

grazing in the field / pasture land as directed by the section in-charge / in-charge of the

farm during the hours as may be fixed or split in different periods of the day by the in-

charge keeping in view the nature of work and need of the farm and shall have to

undertake manual labour involved in such operations. Shall have to be vigil and watchful

regarding the health and care of the livestock / poultry and shall see that the animals /

birds are not injured or do not meet any accident while they are out for grazing and shall

see that animals do not fight amongst them. Shall immediately report to the superiors

any ailment or disorder found among the livestock. Shall see that the female animals in

heat are not let lose and are not taken for grazing and shall report such cases to the

section in-charge / superiors for taking further action. Shall also see that the livestock

are not served by males in the field. Shall take extra precautions while handling the

pregnant animals / laying birds.

Weaver- Shall assist the in-charge wool utilization centre in performing his duties and

help in carding of wool, distribution of wool to the spinning laboratory, collection of yarn,

preparation of banks, dyeing of yarn, preparation of weft, and weaving work.

Bull Attendant / Carts Man / Plough Man / Bullock boy- Shall keep a strict eye

watch on the breeding bulls / Livestock and shall check if proper exercise is given to the

bulls / Livestock and their proper care and grooming is done regularly. Shall be

responsible for care, general cleanliness of the Bulls / Livestock, byres, paddock,

feeding and watering troughs etc. He shall have to take the livestock for grazing in the

field / pasture land as directed by the section in-charge / in-charge of the institute. Shall

have to undertake manual labour involved in such operations. Shall have to be vigil and

watchful regarding the health and care of the Bulls / Livestock and see that the animals


Volume - I Page 49

are not injured or do not meet any accident while they are out for grazing or in house.

Shall see that animals do not fight amongst them. Shall immediately report the superiors

about any ailment or disorder found among the Bulls / Livestock.

Carrier / Skinner / / Dung Cleaner / Bullock boy / Black Smith / Grazier Milker /

Plough Man / Dairy Boy / Distributor / Carts Man / Syes / Carpenter / Laboratory

Boy / Cobbler / Flayer / Labour- Shall have to discharge the duties in which manual

labour is involved during the hours as may be fixed or split in different periods of the day

by the in-charge officer keeping in view the nature of work and need of the institute for

its efficient and smooth working. Shall be responsible during his duty hours for the safety

of the live and dead stock of the institute. Shall immediately bring to the notice of the

superiors about damage / loss of any kind of dead or livestock or any other abnormal

incidence / situation noticed by him or brought to his notice for further action. He shall

not make available any item / facility of any kind provided at the institute to any person

without the written permission of the competent authority. He will not leave the institute /

place of his duty during duty hours.

Gardner- Shall be responsible for gardening / plantation in the institute premises in

which manual labour is involved irrespective of scheduled working hours / holidays.

Shall ensure protection of the garden and to maintain the soil texture. Shall design of the

garden as approved by the competent authority and shall follow the instructions of the

section in-charge in respect of procurement of manure, fertilizers, seeds, cuttings, plants

etc. Shall be responsible for the safety of the store / stock articles issued to him for

routine work pertaining to his duties.

(B) DIVISIONAL LEVEL

At present there are 10 Veterinary Divisions. The main idea to have this

administrative unit at the Divisional level is to improve the administrative and technical

efficiency of the department and the ease of communication within the department. To

achieve this, a Joint Director of Veterinary Services shall be the in-charge of a division

and responsible for the proper administration, discipline, co-ordination, implementation

and execution of departmental technical activities running in that Division. His area of

Jurisdiction shall be a division or a group of districts as fixed by the Government. He

shall be assisted by class-I, class-II, Para veterinary, No ministerial and Ministerial staff

posted under him in the Division. The name of his office shall be “Office of the Joint

Director of Veterinary Services, Division ................(Name of the Division)”. He shall

keep a strict eye watch over all the on going plans, programmes, projects, schemes etc

functioning at the different institutions in the division. Similarly to disseminate all the

benefits of the Department to the beneficiaries in order to improve economical status of

the public thorough the Veterinary and Animal husbandry activities. The list of divisions

is given below-


Volume - I Page 50

FUNCTIONS AND DUTIES OF OFFICERS POSTED AT DIVISION LEVEL

Joint Director of Veterinary Services (I/C Division)

Shall be overall in-charge of the Divisional Administrative Unit of the department.

His area of jurisdiction shall be the whole division or a group of districts as

specified by the State Government.

He shall see that the rules and regulations of electricity board, explosives, fire

prevention as far as safety of personnel, livestock, plants, machineries, equipments etc.

is concerned, are followed and being implemented.

Shall forward the annual confidential report of all the Deputy Directors Veterinary

Services (District) working under his division, to the collector after putting his comments

to the District Collector. Similarly shall forward the ACR of all the Civil Surgeons, Animal

Breeding Programme Officer and other class-I and class-II officers working under his

division to the Director Animal Husbandry after putting his comments.

Shall be the controlling officer in respect of traveling allowance of all Class-I and

Class-II Officers and his own office staff in accordance with the delegation of Financial

powers vide Government of Madhya Pradesh FD. order No. 846/ R-V/ 83/ 19.9.1983

(Volume-I) and No. E- 17/ 2/ 83/R-V/ IV / 84 dated 09.04.1984.

Shall maintain the personal files etc of the subordinate class-I officers working in

the division.

Shall visit at least one district office, one Veterinary Hospital, one A.I. Centre, one

Veterinary Dispensary and one A.I. Sub Centre.

Shall exercise effective control and general supervision over all the districts of the

division and shall see that the policies and programmes of the department are

implemented, executed and managed successfully and that there is coordination of the

work at all levels.

S. No. Division Districts Tehsils Blocks

01 Chambal 3 20 16

02 Gwalior 5 32 24

03 Ujjain 7 47 34

04 Indore 8 50 54

05 Bhopal 5 37 27

06 Narmadapuram 3 22 20

07 Sagar 5 49 37

08 Jabalpur 8 60 64

09 Rewa 4 33 25

10 Shahdol 3 15 12

Total 51 365 313


Volume - I Page 51

Being head of division and controlling officer shall see that the funds, grants

received by the Deputy Directors of the Division are properly and judiciously utilized.

Shall deal with the cases of Audit notes, draft paras, cases involving financial

sanctions, write off cases, loss, irregularities, appropriation, misappropriation and re

appropriation etc as per powers delegated to him. Shall deal with all the Lok Sabha and

Vidhan Sabha questions.

Shall be responsible to submit all the new item proposals to the Head of the

Department for necessary action.

Shall see that the routine office work of his office and subordinate offices is

performed efficiently in accordance with the instructions contained in Chapter-VII of this

Volume.

Shall arrange for training of newly appointed officers / staff, posted in his division

with a view to acquaint them with the working knowledge of their job, accounts, various

departmental schemes / programmes and institutions etc.

Shall ensure that the minimum targets fixed for each year for the various

schemes, programmes and institutions functioning in his jurisdiction are achieved

successfully within time limit.

Shall be responsible to arrange timely supply of the Biological products viz.

vaccines etc. to the field staff for prevention and control of contagious diseases in live-

stock and poultry in the division. Shall ensure that indents for Biological products for

every year are received from the district officers / other institutions, duly scrutinized and

consolidated on due dates for arranging supply cold chain should be maintained for the

preservation and safety of biological vaccines. After the scrutiny and consolidation of the

indents received from subordinate offices he shall submit it in the prescribed proforma

as appended at Appendix-19, 20, 21, 23 and Appendix-24 to the Director, Institute of

Animal Health and Veterinary Biologicals, Rasalpura, Mhow in advance who will then

arrange for the supplies.

Shall prepare blue print of all the recorded contagious diseases prevalent in his

jurisdiction & shall see that this work is given highest priority over all other routine work.

He shall arrange to submit quarterly review report of incidence of contagious disease

among live-stock and poultry in his division to the Director Animal Husbandry and take

such steps and render such assistance as considered necessary to expedite the work.

Shall see that the officers appointed as officer in-charge to deal with cases under

section 80 CPC and other law suits against the department, attend the cases in time

and adopt correct procedure in accordance with law department Manual. He shall

maintain close watch over these cases and see that these are attended to and dealt with

promptly and properly in accordance with the procedure laid down in the Madhya

Pradesh Law Department Manual.

Shall see that all the District Officers working under him keep a register as per

columns prescribed in Appendix-25, of all the Government Bulls kept at different farms

/ institutions. He shall also see that a similar register as per prescribed columns at

Appendix-26 of good breeders as well as of pedigreed livestock is maintained in the


Volume - I Page 52

DDVS office. Such consolidated registers shall be maintained in his office. The entries

should be verified if feasible every six moths and corrections or additions to the entries

be made as and when found necessary in order to keep the registers up to date.

Shall be the controlling officer for financial drawing and disbursing in respect of

pay and allowances of his staff and contingent expenditure of his office and shall held

permanent advance as sanctioned by the State Government from time to time to meet

the contingent expenditure. He shall submit an acknowledgement for the amount of

permanent advance on the Ist of April each year in the prescribed form No.1-10. to the

Accountant General Madhya Pradesh.

Shall approve and sanction the tour programmes, tour diaries, T.A. bills, medical

bills and other bills of the class-I officers working under his jurisdiction.

Shall sanction the annual increment of all the Gazetted Officers posted under his

jurisdiction.

Shall arrange to supply the medicines, instruments, furniture and stationary etc to

the Divisional Veterinary Hospitals and other offices / institutions as per rules.

Shall see that all the reports and returns are received from subordinate officers /

institutions on due date for scrutiny and consolidation, and shall arrange for the

submission of the consolidated reports and returns with his comments to the Director

Animal Husbandry on due date and time.

Deputy Director of Veterinary Services (Division)

Shall work under the administrative control, guidance and supervision of the Joint

Director of Veterinary Services (Division) and shall be responsible for his work to him.




Government / Government of India in due date and time, through proper channel.

Shall deal and control all the cases related with vehicles, telephones and house

allotment under the Division.

Shall control and carry out the work of store and stock of the division.

Shall deal with all the cases concerned with human resources and technical

training.

Shall be responsible to dispose off all the cases of Departmental Enquiries,

complaints, and matters related to public grievances and C.M.online and also scrutinize

and deal with matters of e.mail etc on priority.


planning, implementation, monitoring and evaluation of activities running under his

section.

Shall deal with the tour programmes and approval of tour dairies of the

subordinate officers / staff under him.

Shall prepare and assist the superiors in planning, implementation, execution,

monitoring and evaluation of Departmental plans, programmes, schemes and projects.


Volume - I Page 53

Shall be responsible for execution of all the ongoing Departmental and centrally

sponsored schemes.

Shall deal with all the cases related with Management Information System and E-

Governance.

Shall manage to prepare the answers of all the Lok Sabha, Rajya Sabha and

Vidhan Sabha questions, public account committee paras and shall arrange to submit

them in due date and time.

Shall be responsible for the publicity and propaganda of Departmental activities.

Shall deal with all the matters of Disease Investigation Laboratories.

Shall deal with all the matters related with Key Village Scheme, Intensive Cattle

Development Project and Artificial and Natural insemination work.


Farms.

Shall be responsible to monitor and dispose off all the court cases.

Shall deal with the disposal of all the cases related with Right to Information.

Additional Deputy Director of Veterinary Services / Assistant Director Veterinary

Services


Director of Veterinary Services in-charge division and shall be responsible for his work

to him.

Shall assist the Joint Director of Veterinary Services in-charge division and the

Deputy Director Veterinary Services (Division) in carrying out administrative, financial,

technical and general matters of the division and in planning, implementation, execution,

evaluation, analysis and monitoring of the different departmental activities running in the

division

Shall deal with all the technical correspondence / matters and any other work as

may be allotted to him by the Joint Director of Veterinary Services.

Shall see that all the prescribed reports and returns are submitted to the

superiors in due date and time.

Class-III (Ministerial) Staff-

All the Class-III (Ministerial) staff and drivers shall follow the instructions as

described in section-XII of Chapter-VII (Office Procedure) of this Manual.

CLASS-III (Non Ministerial), Class-IV and Contingency Paid Employees-

All the Class-III (Non Ministerial), class-IV and contingent paid staff shall follow

the instructions contained in the foregoing paras (A. State Level) under respective

designations.


Volume - I Page 54

(C) DISTRICT LEVEL

There are 51 revenue districts in Madhya Pradesh. Being geographically a bigger

State a District being the administrative unit plays an important role in the overall

development of the district area. The drastic improvement in the tele communication

facilities have resulted in making the district place as the most important administrative

unit of the State. Likewise a district unit acts as the main administrative unit of the

Veterinary Department also. A Deputy Director of Veterinary Services heads this unit

and is responsible for the proper administration, discipline, co-ordination,

implementation and execution of all the plans, programmes, schemes, projects and

institutions of department running in that district. The area of Jurisdiction is whole of the

districts or a group of development blocks as fixed by the Government. The Deputy

Director of Veterinary Services in-charge District is assisted by other class-I, class-II,

Para Veterinary, non Ministerial and Ministerial staff posted under him in the District.

The name of his office shall be “Office of the Deputy Director of Veterinary Services,

District ..................(Name of the District).” normally situated at the district head quarter.

FUNCTIONS AND DUTIES OF OFFICERS POSTED AT DISTRICT LEVEL

Deputy Director of Veterinary Services (I/C District)–

Shall be overall in-charge of the District Administrative Unit of the department and

shall work under the control, guidance and supervision of the Joint Director of Veterinary

Services of the division under whose jurisdiction the district comes.

His area of jurisdiction shall be the whole district or a group of development

blocks as specified by the State Government.

Shall exercise effective control and general supervision over all the departmental

activities running in that district and shall see that the policies and programmes of the

department are implemented, executed and managed successfully and that there is

coordination of the work at all levels.

Being head of district and controlling officer shall submit the budget estimates of

the district to the superiors and shall see that the grants are properly distributed and

judiciously utilized.

Shall ensure the regulation of the different Acts/ Rules in accordance with the

powers conferred, duties imposed and provisions made.

Shall maintain the personal files, service books, character rolls, confidential

reports of all the subordinate staff working in the district of whom he is the appointing

authority.

Shall see that all such documents mentioned in the above para are maintained

properly and up to date in accordance with the instructions contained in the GAD memo

No. 2788-205/1/(iii)/61 Bhopal Dated 29-10-1963.


Volume - I Page 55

Shall forward the annual confidential report of all the Class-II officers working

under his district to the Joint Director of Veterinary Services (I/C Division) after putting

his comments.

Shall be the controlling officer in respect of traveling allowance of all Class-II

Officers and his own office staff in accordance with the delegation of Financial powers

vide Government of Madhya Pradesh FD. order No. 846/R-V/83/ dated 19.9.1983

(Volume-I) and No. E-17/2/83R-V/IV/84 dated 09.04.1984.

Shall approve and sanction the Tour Programmes, Tour Diaries, T.A. Bills,

Medical Bills and other claims of the officers and other staff working under his

jurisdiction.

Shall sanction the annual increment of the subordinate staff of the district.

Shall deal with the cases of Audit notes, draft paras, cases involving financial

sanctions, write off cases, loss, damages, irregularities, appropriation, misappropriation

and re appropriation etc as per powers delegated to him.

Shall be responsible to submit all the new item proposals to the Head of the

Department through the Joint Director of Veterinary Services (I/C Division) for necessary

action.

He shall see that the rules and regulations of electricity board, explosives, fire


are concerned, are followed and being implemented.

Shall see that the routine office work of his office and subordinate offices is

performed efficiently in accordance with the instructions contained in Chapter VII of this

Volume.

Shall arrange for training of newly appointed officers / staff, posted in his district

with a view to acquaint them with the working knowledge of their job, accounts, various

departmental schemes / programmes and institutions etc as per the instructions of the

superiors.

Shall ensure that the minimum targets fixed for each year for the various plans,

schemes, programmes, projects and institutions functioning under his jurisdiction are

achieved successfully. If any shortfall / hindrance; be resolved and overcome within time

limit in order to get the targets achieved within specified time limits,

Shall be responsible to arrange timely supply of the Biological products viz.

vaccines etc. to the field staff for prevention and control of contagious diseases in live-

stock and poultry in the division. Shall ensure that indents for Biological products for

every year are received from the subordinate institutions duly scrutinized and

consolidated on due dates for arranging supply. After the scrutiny and consolidation of

the indents received from subordinate offices he shall submit it in the prescribed

proforma as appended at Appendix-19 to Appendix-24 to the Director, Institute of

Animal Health and Veterinary Biologicals, Mhow through proper channel in advance who

will in turn arrange for the supplies. He should ensure for the proper storage of the

Biological products and maintain cold chain to the remotest area of operation.


Volume - I Page 56




among live-stock and poultry in his district to the Joint Director of Veterinary Services

and take such steps and render such assistance as considered necessary to expedite

the work.

Shall see that the officers appointed as officer in-charge to deal with cases under

section 80 CPC and other law suits against the department attend the ceases in time

and adopt correct procedure in accordance with law department Manual. He shall

maintain close watch over these cases and see that these are attended to and dealt with

promptly and properly in accordance with the procedure laid down in the Madhya

Pradesh Law Department Manual.


pay and allowances of his staff and contingent expenditure of his office and shall held

permanent advance as sanctioned by the State Government from time to time to meet

the contingent expenditure. He shall submit an acknowledgement for the amount of

permanent advance on the Ist of April each year to the Accountant General Madhya

Pradesh.

Shall be the controlling officer in respect of traveling allowance of all Class-II,

ministerial, non ministerial Officers / employees and his own office staff in accordance

with the delegation of Financial powers vide Government of Madhya Pradesh FD. order

No. 846/ R-V/ 83/ 19.9.1983 (Volume-I) and No. E- 17/ 2/ 83R-V/ IV/ 84 dated

09.04.1984 and amendments made therein from time to time.

Shall be responsible to submit the budget estimates and submission of control

over expenditure statement in time.

Shall see that all the reports and returns are received from subordinate officers /

institutions on due date for scrutiny and consolidation, and shall arrange for the

submission of the consolidated reports and returns with his comments to the Director

Animal Husbandry through the Joint Director of Veterinary Services (I/C Division) on due

date and time.

Shall visit all aided Goshalas in his jurisdiction and see that the terms and

conditions of the aid are fulfilled and shall submit the prescribed reports and returns

there of to the management concerned with a copy to the superiors.

Shall be responsible for arranging prompt attendance of all out breaks of

contagious diseases of livestock and poultry in his jurisdiction with the help of the Mobile

unit, Ambulatory clinic and other institutional staff and take necessary measures for their

prevention and control. Procurement of Veterinary Biologicals / Vaccines. Their supply

to the remotest area of operation. Care to maintain cold chain should also be in the

priority list.In emergency he may utilize the services of other staff in his jurisdiction to

expedite the work under intimation to and approval of Joint Director of Veterinary

services in-charge division. In the event of an epidemic prevailing in the border area of

his jurisdiction, information immediately be given to the departmental and District


Volume - I Page 57

Magistrate and district officer of the adjoining area or areas ( as well as out of state) for

necessary action. In the event of a heavy out break of a new disease or any hazardous

disease of unknown origin, other extra ordinary out breaks of disease with heavy

mortality in any livestock and poultry shall inform to superior and concerned other

officers by the quickest mode of communication. Shall pay particular attention to the

proper reporting of the contagious diseases in livestock and poultry as per prescribed

procedure. Any laxity of reporting shall immediately be brought to the notice of the

collector of the district by him for such action as per need demand necessary help at the

hour and a copy of which shall be submitted to Joint Director of Veterinary Services of

the division and other superiors for information. Further, for details he shall follow the

instructions contained in Section-IV, Chapter-III.

Shall also see that in the absence of out breaks the mobile unit officer / in-charge

ambulatory clinic prepares and organizes his tours in such a way so that the villages and

cattle markets situated in remote areas which are ordinarily difficult to approach are

covered and necessary veterinary aids is rendered.

When at head quarters attend the departmental institutions located at the head

quarter regularly to extend his help in the disposal of important technical / Administrative

matters and other routine work.

He shall scrutinize and examine carefully all proposals from local bodies, Chief

Executive Officer Block, other departments and agencies in respect of opening of

Veterinary and Animal Husbandry Institutions in consultation with the District Advisory

Committee and submit such proposals to the superiors for further necessary action.

Shall effect the purchases of medicines and instruments required for institutions

running in the district and shall observe the store purchase rules in force.

He shall scrutinize the indents received from his subordinate staff in respect of

drugs containing spirituous and morphine preparations and shall forward them for

counter signature of divisional Joint Director of Veterinary Services on due dates and

submit to MSD or such other public enterprises prescribed, notified by Director Animal

Husbandry from time to time on due dates in prescribed proforma.

He shall prepare and submit the indent of forms and stationary to the Divisional

Joint Director of Veterinary Services, on due dates in the prescribed proforma.

He shall exercise a strict check and supervision in regard to the proper and timely

utilization of all the biological products and see that they are properly preserved, stored

and used before the expiry date and cold chain is maintained to avoid spoilage.

He shall see that all medico legal cases are attended to promptly. In the absence

of the concerned Veterinary Officer of the area when on tour on leave or if his service

cannot be made available, shall, on written requisition from the local police authority,

arrange holding of postmortem & medico legal cases examination by any of the nearby

Veterinary Officers available. In need of hour even Civil Surgeon has to perform the Post

Mortem Examination to help the Police / Forest officials.


Volume - I Page 58

Shall ensure that the breeding policy approved by the department for the area is

strictly being followed and the breeding programmes are prepared and executed in

accordance with the approved policy and programme.

Shall inspect, all the breeding bulls belonging to the Government / Local bodies

and others for their health condition and suitability for the purpose of breeding and shall

the report to the superiors for necessary action.

Shall, as far as possible, visit or inspect livestock fairs, markets, sterility camps,

livestock concentration camps in grazing area and shall take suitable measures for

prevention, and control of contagious diseases there in.

Shall organize cattle shows and rallies, sterility camps in his area and arrange

such propaganda and publicity as may be necessary to ensure maximum public

participation and fullest cooperation to make the show a success for creating awareness

in the community to improve livestock / poultry of the area.

Shall visit and inspect all slaughter house which are open to inspection of a

Veterinary Assistant Surgeons within the limit of the local bodies in his jurisdiction as

and when possible and send a report as to the adequacy or otherwise of the existing

conditions and arrangements along with his suggestions for improvement.

Shall attend all the District level seminars, block level seminars, District advisory

committee meetings, district level consultative committee meetings and such other

meetings called by other department and district administration.

Shall regularly, under the guidance of his superior officers organize sterility

camps in different villages under his jurisdiction and extend necessary Veterinary aid to

the participants.

Shall arrange to display through charts, maps, graphs, figures photographs,

videos, etc the up to date progress pertaining to the departmental activities of the district

as whole.


pay and allowances, T.A. Bills, Medical Bills and other claims of his subordinate staff

and contingent expenditure of his office and shall held permanent advance as

sanctioned by the State Government from time to time to meet the contingent

expenditure. Shall also exercise financial drawing and disbursing powers i.e. drawl of

pay and allowances, T.A., medical claims etc in respect to the posts of Civil Surgeon,

Animal Breeding Programme Officer and other staff working under these establishment.

Shall submit an acknowledgement for the amount of permanent advance on the Ist of

April each year in the prescribed form No.1-10. to the Accountant General Madhya

Pradesh.

Shall also visit Veterinary Hospitals, Veterinary Dispensaries, A.I. Centres, Sub

Centers in a month under his jurisdiction. He shall apprise regarding his visit to Civil

Surgeon and Animal Breeding Programme Officer accordingly and bring to their notice

any discrepancy noticed by him.

Shall arrange to supply the medicines, instruments, furniture and stationary etc to

the Veterinary Hospitals, A.I. Centers and functionary units under his jurisdiction.


Volume - I Page 59

Additional Deputy Director / Assistant Director Veterinary Services (District)-


Deputy Director of Veterinary Services in-charge district and shall be responsible for his

work to him.

Shall assist the Deputy Director of Veterinary Services in-charge district in

carrying out administrative, financial, technical and general matters of the district and in

planning, implementation, execution, evaluation, analysis and monitoring of the different

departmental activities running in the district.

Shall deal with all the technical correspondence / matters pertaining to Disease

Control, livestock development work etc running in the district.

Shall coordinate and assist in the working of different plans, programmes,

schemes, project etc running in the district jurisdiction.

Shall see that all the prescribed reports and returns are submitted to the

superiors in due date and time.


planning, implementation, monitoring and evaluation of schemes running under the

district jurisdiction.

Veterinary Assistant Surgeon (I/C Mobile Unit / Ambulatory Clinic)


Deputy Director of Veterinary services I/C and shall be responsible for his work to him.

He shall work as an in-charge of the Mobile Unit / Ambulatory Clinic section and

shall be responsible for proper maintenance of technical records Store and stock

pertaining to his section.

Shall deal with all the technical correspondence/ matters pertaining to the disease

control work, vaccination programmes, Disease Investigation work, Veterinary Aid,

Maintenance of vehicles etc. cattle fairs, cattle ponds, cattle markets, marketing

investigation and marketing intelligence etc.

Shall attend the hospitals / Dispensaries whenever required to do so.

Shall attend all out breaks as par procedure laid down in Section-IV, Chapter-III

for the contagious diseases immediately on receipt of information and shall adopt

control measures, such as isolation of all sick or suspected animals, inspect healthy

cattle in order to detect suspicious cases, cause all droppings and litter of sick animals

to be removed and burnt and that all carcasses of all animals dying of infectious or

contagious disease are properly disposed off with the help of the local body / district

authorities and village officials as the case may be.

Shall immediately on return from the site of out break, report to the district officer

the action taken by him with regard to the control of the out breaks and report in detail

with symptoms, number of attacks and deaths and the measures adopted.

Shall seek the cooperation of the District and village officials, while taking care to

avoid inconvenience to cattle owners unnecessarily.


Volume - I Page 60

Shall advise livestock owners regarding the nature of the disease its treatment

and the precautionary measures necessary to over come it and induce them to

cooperate in extirpating the disease.

Shall inform the inhabitants of the neighboring villages through village officials of

the existence and prevalence of disease and advise them to keep the cattle belonging to

their villages away from the infected areas.

In case of any contagious disease affecting villages near the boundary of another

tehsil of the adjoining district or even district of other state, he shall request the district

officer to warn the concerned authorities of that area to adopt precautionary measures.

In the event of village officials not rendering necessary assistance he shall report

the fact, with least possible delay, to the tehsildar, with a copy for necessary action to

the district officer.

In the absence of the outbreaks he shall prepare and organize his tours under the

guidance of the superiors in such away so that the villages situated in remote areas,

ordinarily difficult to be approached are covered and necessary Veterinary Aid is

rendered periodically. He shall however never travel without the touring medicine chest.

When he is not engaged in control of out breaks of the contagious disease on

tour Shall attend to ordinary cases, collect and submit to the district officer, information

regarding grazing ground, water supply, the different breeds of cattle found and

available and information on other Miscellaneous subjects connected with Veterinary

and Animal husbandry.

Shall Endeavour to take up castration of scrub bulls while on tour and discourage

the practice of mulling.

Whenever required to conduct post mortem of carcasses in his jurisdiction shall

perform in accordance with the rules and technique as shown in Appendix- 29, 30, 31

and 164.


All the Class-III (Ministerial) staff and Drivers shall follow the instructions as




the instructions contained in the foregoing paras (A. State Level) under respective

designations.

(C) BLOCK LEVEL

At present no rational administrative unit of the Department is functional at the

block level although institutions like Veterinary Extension Officer, Veterinary Hospitals,

Veterinary Dispensaries, Artificial Insemination Centers Artificial Insemination Sub

Centers, other departmental institutions etc are functioning under the control of different

plans, programmes, schemes, projects etc of the department.


Volume - I Page 61

However, in all the 313 Development Blocks, Veterinary Extension Officers are

posted to extend Veterinary aid, disease control, animal husbandry and extension

activities of the department for the benefit of the livestock owners and to extend fullest

co-operations & benefits to the public.

FUNCTIONS AND DUTIES OF OFFICERS POSTED AT BLOCK LEVEL

Veterinary Extension Officer (Block)–

He shall work under the technical control, guidance and supervision of the Deputy

Director of Veterinary Services in-charge district and shall be responsible for his

technical work to him. His pay and allowances shall be paid by the Deputy Director

Veterinary Services concerned district (Appendix-169). Shall perform his duties and

carry out the work as per instructions of the deputy director of Veterinary service in-

charge district and the chief executive officer (block) under whose administrative control

he is posted. His head quarter shall be Veterinary Hospital of the block. He shall be I/C

of all the Dispensaries under his block and shall regularly visit the dispensaries. Shall

organize the Veterinary Camps. Shall visit the Goshalas.

He shall be responsible, for planning, implementation, execution, evaluation and

monitoring or part of it of different departmental activities / schemes / programmes /

project etc running in the block.

He shall enlighten the village level workers about the objective content and

methods of the Animal Husbandry Extension programmes. Shall explain the duties

expected of them in the implementation of these activities and in the necessary follow up

action.

Shall supervise their work on the spot through planned and systematic tours, and

generally ensure their proficiency in formulating and executing the programmes,

especially at the village level.

Shall arrange the timely procurement of the requisite supplies of livestock,

equipments, feed, medicines and other materials, and for their judicious location and

proper distribution under various schemes etc.

Shall assist the service cooperatives in the preparation of individual plans

regarding credit facilities, in procuring the requisite supplies and in processing their

produce for disposal. Shall conduct post mortem examination of medico legal cases

whenever required to do so particularly at the request of police or forest department.

Similarly also issue health and soundness certificates for livestock insurance.

Shall enlist people‟s participation in the programmes, encourage and organize

group efforts and community endeavors, assist through self help programmes the

development of local resources and building up of community assets such as common

grazing grounds and community shearing centers.

Shall suggest programmes that can with advantage be entrusted to or worked in

collaboration with voluntary and associate organizations and shall assist in the formation

of livestock breeders associations, cooperative societies, mahila mandals and youth


Volume - I Page 62

club under takings, generally guide their day to day activities and help in procuring the

requirements and marketing their produce to their best advantage.

Shall assess the needs for training of Animal Husbandry workers and farmers,

organize training camps locally and arrange for visits to and training at the more

advanced Government or private farms and institutions within the block and out side.

Shall analyze and evaluate the results obtained by progressive animal

husbandry, adopting improved practices and take suitable steps to publicize and

disseminate these for the benefit of them.

Shall conduct will designed campaigns and take advantage of melas, fairs and

village congregations for undertaking educative propaganda and publicity meetings,

conferences, live-stock shows, exhibitions and demonstrations and use suitable

individual media for motivating the adoption of improved animal husbandry practices. He

shall also be attending sterility camps organized from time to time.

Shall maintain proper records of all extension activities undertaken, keep up to

date information and data on all matters pertaining to animal husbandry and submit

diaries, returns and reports in the proforma as prescribed from time to time.

Shall work in the closest collaboration with the Officer In-Charge of the block and

maintain effective liaison with the panchayats, cooperatives other agencies and officials

of the concerned technical departments and generally build up mutual collaboration and

team work with other extension and advisory agencies.

Shall attend the meetings, and conferences called by the panchayats, Panchayat

sameeties, officer in-charge of the block, departmental officers etc and shall suggest the

proper attention and adequate financial allocation for the animal husbandry

programmes.

Shall keep close touch with the current trends and latest researches and study

technical literature and instructions, seek the advise of senior technical officers and

experts and take advantage of in-service training facilities.

Shall undertake prophylactic vaccination against contagious cattle diseases and

shall attend out breaks for adopting suppressive measures to control the epidemics in

accordance with the instructions contained in Chapter - III of this manual, However he

may seek assistance / cooperation of the different institutions of the departments

functioning in his area.

Shall be responsible to maintain all the records and registers pertaining to his

work neatly, correctly and up to date and shall submit the prescribed report and returns

to the superior officer in due date and time.

(D) VILLAGE LEVEL

No rational administrative unit of the Department has been established at the

village level as about 55,000 villages are there in the State. However, looking to need,

feasibility, viability, suitability and the livestock population, departmental institutions like

Veterinary Hospitals, Veterinary Dispensaries, Artificial insemination unit, livestock


Volume - I Page 63

farms, Goshalas and other institutions have been established with the view to extend

Veterinary and animal husbandry facilitates to the public. Normally Assistant Veterinary

Field Officers are posted at the village level institution particularly in the Veterinary

Dispensaries and Artificial Insemination units who look after all the routine Veterinary

and Animal Husbandry Activities running in that particular village. Broadly he provides

primary Veterinary aid, preventive vaccination, mass castrations, and available breeding

facilities to the livestock owners of the area under his jurisdiction, under the guidance

and supervision of the superior officer under whose control he is working. The function,

duties and responsibilities of Assistant Veterinary Field Officers have been described in

the concerned Chapters.


Volume - I Page 64

CHAPTER-III

SECTION-I

VETERINARY AID AND DISEASE CONTROL

Veterinary Medicine is the branch of medicine that deals with the prevention,

diagnosis and treatment of disease, disorder and injury in animals. The scope of

Veterinary Medicine is wide, covering all animal species, both domesticated and wild,

with a wide range of conditions which can affect different species. Veterinary Medicine is

widely practiced. Professional care is usually led by a Veterinary Physician (also known

as a Vet, Veterinary Surgeon or Veterinarian), but also by Para Veterinary workers or

technicians. Veterinary Science helps human health through the monitoring and control

of Zoonotic Disease (infectious disease transmitted from animals to humans), food

safety, and indirectly through human applications from basic medical research.

To extend Veterinary Aid to the Livestock / Poultry of the State as a sincere effort

to maintain their good health for getting better yield in terms of milk, meat, wool, eggs

and better drought ability. In order to provide Veterinary Aid to livestock and poultry of

the state about 2600 institutions specifically meant for treatment of animals are

functioning spread all over the state even in the remotest areas. However, specialized

Veterinary Aid is provided through different Veterinary Hospitals, Foot and Mouth

Disease Scheme, Rinderpest Eradication Scheme, Veterinary Dispensaries, Disease

Investigation Laboratories and Institute of Animal Health and Veterinary Biologicals

where qualified Veterinary graduates are posted.

SECTION-II

PRINCIPLES GOVERNING FUNCTIONING OF VETERINARY HOSPITALS AND

DISPENSARIES

Veterinary Hospital: Definition:

The term Veterinary Hospital is broadly applied to an institution where adequate

facilities for treatment of out door and indoor cases of primarily domesticated animals

are provided and for which there is sanctioned post of Veterinary Assistant Surgeon

(Possessing degree in Veterinary science). The Veterinary hospitals are mainly located

at the division / district / Block and few at village level. Veterinary Hospitals situated at

places other then divisional and district head quarters have only Veterinary clinic facility.

Classification:

Veterinary Hospitals and Dispensaries are classified mainly into two categories

i.e. (I) Government and (II) Private.

Government Veterinary Hospitals and Veterinary Dispensaries are maintained by

state funds and are under Government of Madhya Pradesh management. A

Government Veterinary Hospital or Dispensary may possess endowment or received

http://en.wikipedia.org/wiki/Medicine

http://en.wikipedia.org/wiki/Animal

http://en.wikipedia.org/wiki/List_of_domesticated_animals

http://en.wikipedia.org/wiki/Wildlife

http://en.wikipedia.org/wiki/Veterinary_physician

http://en.wikipedia.org/wiki/Paraveterinary_workers

http://en.wikipedia.org/wiki/Zoonosis

http://en.wikipedia.org/wiki/Infectious_disease


Volume - I Page 65

contribution from local bodies, gram panchayats or private individual but such hospital or

dispensary should not be regarded otherwise then Government so long the ultimate

responsibility of maintaining such hospital or dispensary lies with the Government.

Private Veterinary Hospitals and Dispensaries on the other hand may be aided by

Government, local bodies, or private individuals or may be non-aided. They are

managed by private individuals or associations.

Veterinary Dispensaries:

Veterinary Dispensary is an institution where primary facilities for treatment and

dispensing for only out door primarily domesticated animal cases are provided and for

which there is sanctioned post of Assistant Veterinary Field Officer. They are generally

established in rural areas primarily with the object of rendering Veterinary first aid within

the easy reach of the rural public. These institutions provide facilities for primary

treatment of outdoor patient only.

Establishment and Displacement of Veterinary Hospitals and Dispensaries:

The proposal of opening new Veterinary hospital / Veterinary dispensary received

form local body / gram panchayat shall be initiated by Deputy Director of Veterinary

services (District) who shall get it approved by the District planning committee of the

district concerned and shall sent it to Director Animal Husbandry through Joint Director

of Veterinary Services (Division) who shall submit it along with recommendations to

state Government: as new items for sanction.

No new Government Veterinary Hospital and or Dispensaries of any grade shall

be opened or shifted without the approval of the state Government. Applications for

sanction to close or remove or shift a Veterinary Hospital or dispensary should be

submitted to the state Government through the Deputy Director of Veterinary services,

the collector and the Director Animal Husbandry Madhya Pradesh. The staffing pattern

required for Veterinary hospitals, dispensaries is given in the Appendix-42.

Requirement of Land:

The minimum requirement of land for establishment of different grades of

Veterinary Hospitals and Dispensaries are specified below:-

(i) Veterinary Hospitals 0.5 acres.

(ii) Veterinary Dispensaries 0.25 acres.

Location and site:

The site for the location of a hospital or dispensary so selected as to afford equal

advantage to all concerned and, as far as possible on or near a road. While selecting a

site, a few more essential points which require to be considered are mentioned in the

Appendix-43.


Volume - I Page 66

Selection Committee:

The site for establishing a Veterinary Hospital or dispensary should be selected

by a Committee consisting of-

(i) Member of legislative assembly of the constituency.

(ii) The collector.

(iii) The Divisional Joint Director Veterinary services.

(iv) The Executive Engineer P.W.D. (B&R)

(v) A representative of the concerned local body

The recommendation of this committee together with site plan duly signed by the

members of the said committee should be submitted to the competent authority i.e. the

Director Animal Husbandry with consent of public representative and availability of land

in the village, in case of Government institutions or the concerned local bodies as the

case may be, for approval.

Construction & repairs of Government, Hospitals & dispensaries:

All hospital and dispensary buildings shall be constructed in accordance with the

standard plan approved by the Director Animal Husbandry as appended at Appendix.

All plans of buildings, alterations or additions to existing buildings, where by the original

plan will be altered in case of Government institutions shall be submitted to the Director

of Animal Husbandry, for his sanction before the work is commenced.

The Veterinary Hospital and dispensary buildings shall be constructed in

accordance with the current standard plan, and their cast shall be borne by the

Veterinary Department or the local bodies concerned to which the institutions belong.

The Engineer of the concerned local bodies shall be responsible for keeping the

dispensary building in a reasonable state of repairs whether such buildings are

constructed according to the standard plan or are taken on rent. In case of any

alterations or additions to the existing buildings technical / professional opinion upon

such work may be called for from the Director Animal Husbandry before an estimate of

the proposed work is sanctioned.

Non-residential buildings:

All buildings constructed for the purpose of locating a Veterinary Hospital or

Dispensary either of Government or local bodies funds should not be used for other

purposes either whole or in part without the previous consent of the Director Animal

Husbandry.

Residential buildings:

All buildings constructed for residential use for different categories of hospital and

dispensary staff should not ordinarily be used by or allotted to any other person or

tenant except the holder of an appointment to the institution without the prior approval of

the Director Animal Husbandry.


Volume - I Page 67

Maintenance of Buildings:

All buildings in use should be kept in proper state of repairs by the authority to

which they belong.

Water pipe connection & Electric fitting:

Water pipe connection and electric fitting must be provided, to all Veterinary

Hospitals and Dispensary buildings for both residential and non-residential, where such

facilities exist.

Furniture:

The list of furniture to be provided for Veterinary Hospital / Dispensary has been

appended in the Appendix-44.

Books & journals:

Scientific books and journals shall be kept at the hospitals keeping in view their

requirement at the institution for ready reference and keeping the technical knowledge of

the staff up to date.

Protection against fire:

All arrangements for protection of the hospital and other buildings, human life,

livestock and stores etc. against fire should be made at the Hospital / Dispensary by the

authority managing it as per rules given in the Appendix-41.

Management & control of Government Hospitals Dispensaries:

Subject to the overall control and supervision of the divisional Joint Director

Veterinary Services, the management and control of all Government public Veterinary

Hospitals and dispensaries rested with the Deputy Director Veterinary Services I/C of

the district in which they are situated. All categories of Hospitals and Dispensaries

whether Government or managed by local bodies or private institutions, shall function

under the technical supervision of the Deputy Director Veterinary Services I/C district /

Civil Surgeon and the Joint Director of Veterinary Services I/C Division. These officers

shall inspect the institutions periodically as prescribed, and shall submit their inspection

note on the proforma prescribed as given in Appendix-14.

Working Hours:

The hours during which a Veterinary Hospital or Dispensary shall be opened for

the treatment of patients will be as follows as per instructions contained in Appendix-

123. However, in order to provide round the clock Veterinary Services to the public, the

State Veterinary Hospital shall remain open as per instructions contained in the

Appendix-143.


Volume - I Page 68

A. All Veterinary Hospitals except State Veterinary Hospital

(01). From 1st March to 31st October:

Morning – 7 a.m. to 11 a.m. Evening – 5 p.m. to 6 p.m.

(02). From 1st November to End of February:

Morning – 8.00 a.m. to 12.00 a.m. Evening – 4 p.m. to 5 p.m.

(03). Sundays and other holidays.

Morning only 2 hours.

B. State Veterinary Hospital

(01). First Shift (O.P.D.) Morning – 7 a.m. to 11 a.m.

Second Shift (Casual) Noon - 12.00 p.m. to 7.00 p.m.

Third Shift (Casual) Evening - 7.00 p.m. to 10.00 p.m.

Fourth Shift (Emergency) Night - 10.00 p.m. to 7.00 a.m.

These services will be available round the week.

Emergency cases shall be attended at any hour on any day. Civil Surgeon in-

charge of the hospitals should depute some of the staff working in the institution

including one Veterinary Assistant Surgeon for attending emergency cases brought to

the Veterinary Hospital during night hours. The staff working during night hours may

refer the emergency cases, whenever necessary to the in-charge of the institution or in

his absence to the Resident Veterinary Officers or Civil Surgeon in-charge of the

concerned hospital. The working hours of the hospital and dispensary as may be fixed

by the competent authority by an order shall be attached to a board for display and shall

be hung up at a prominent place on the wall of the Hospital / dispensary / verandah. All

animals brought to the Hospital / dispensary for treatment shall be brought by the owner

duly chained or tied with a rope and well secured. The in-charge of the hospital will have

the freedom to refuse treatment for animals brought to the hospital / dispensary

unsecured by the owner/ caretakers. All notices of caution especially regarding

treatment of raftered dogs, days of vaccinations and other important notice etc. shall be

attached to a board and hung on the wall of the hospital / dispensary verandah at a

prominent place. Free treatment shall be given at the Government Veterinary Hospital /

Dispensary to all species of animals with the stock of medicines available at the Hospital

/ Dispensary, if brought to the Hospital / Dispensary. However, the registration fees

should be levied from the animal owners as prescribed by the Pashu Kalyan Samiti and

competent authority.

Destroying (Euthanasia) of livestock:

Destroying of animals does not form part of the legitimate duty of the Veterinary

Department and is not permitted within the hospital / dispensary premises except with

the previous orders of the Joint Director of Veterinary services I/C Division or the Deputy

Director of Veterinary services I/C District. But there is no objection to a Veterinary

Assistant Surgeon undertaking the work as a private arrangement and charging fee as

prescribed in Appendix-9.


Volume - I Page 69

The Prescription:

Prescriptions by persons other than a Veterinary graduate (degree holders) shall

not be dispensed with In the temporary absence of the in-charge of a hospital the

Assistant Veterinary Field Officer may render first aid for the immediate relief of a patient

or repeat medicines which have already been prescribed by the in-charge.

Private Practice during hospital hours:

No body shall force the in-charge of a hospital / dispensary for treatment of his

animal or animals at his residence during the working hours. The in-charge may

however visit, at such request when he has reason to believe that the condition of the

animal requires his personal attendance. However, the Veterinary Assistant Surgeon/

Civil Surgeon on duty when ever served with a call for attending any Government

livestock / poultry shall immediately be visited and cared personally and shall prescribe

and issue necessary medicines for nursing and follow up of treatment. He shall make

necessary entries in the call book and shall also keep the record of such calls in his

office record.

Indoor Patient:

Persons, leaving animals for treatment at the hospital as in-patients, are bound to

take care of feeding and watering the animals as per directions of the (in-charge)

Veterinary Surgeon attending on the case and shall keep his own attendant when so

instructed by the in-charge Veterinary Officer. The in-charge of the hospital or the

Veterinary Hospital Staff shall not be responsible for any loss of the animal kept as in

patient either for due to theft or otherwise and no claim for compensation or damages

etc. shall be entertained. Cases of contagious diseases should not be admitted to a

Veterinary institution either as indoor patient. Such animals may be treated taking care

that they do not become the source of infection. However, instances of such contagious

of epidemic nature should in variably be reported to the superior officers immediately.

Display of charts and graphs:

Endemic charts indicating incidences of all contagious diseases for last 5 years

should be maintained to serve as a ready reckoner for undertaking a planned disease

control measure. The guide lines for use of different vaccines are appended at

Appendix-124 to 142 for reference. The Veterinary Hospital and dispensary records will

consist of the registers and other records as applicable and shown in Appendix-45 and

shall be preserved for the period specified against each.

Poisonous Drugs:

Poisonous drugs should only be handled by a qualified Veterinary Graduate

excepting those mentioned in group “B” which can be handled and accounted for by

Assistant Veterinary Field Officers. The list of Medicines of Group “A” and group “B” are



Volume - I Page 70

Care and Maintenance of Veterinary Equipments-

With the advancement of technology variety of newer Veterinary Equipments as

appended at Appendix-15 have become common in Veterinary use. However, care and

maintenance of such delicate and expensive equipments is necessary to achieve:-

(i) Maximum availability and reliability of equipments.

(ii) Minimum downtime and Maximum Uptime.

(iii) Maximum return on investment.

(iv) Prevention of wastage of consumables and spares.

(v) Extended useful life of equipments.

(vi) Readiness of the equipment for emergency use whenever required.

The maintenance and care of these equipments may be carried out as per

instructions laid down in the manufacturers manual / hand book and the Medical

Equipment Maintenance Manual, published by the Ministry of Health and Family

Welfare, Government of India, New Delhi. Similarly due care should also be taken

according to the Operation Manual of those equipments which generate radiation. Such

equipments particularly the Ultrasound Sonography Machine has to be registered and a

license to be obtained under PC-PNDT Act as per instructions and procedure laid down

by the Government of Madhya Pradesh before use.

Application of Ultra Sound Technique-

It should be born in mind that sex determination with the help of ultra sonography

in human medical practice is an punishable offence and banned while sex determination

in cows and buffalows in Veterinary Practice is of great help to the livestock owners in

terms of breed improvement and production. It is important to note that the use of Ultra

Sound machine and such other diagnostic tools have simplified the work of Veterinarian

to a great extent. Since no Act or Rule regulating use of Ultra Sound machine or such

other radiation emitting equipments in Veterinary Practice is available in the State.

However, the Ultrasound (Sonography) and such other radiation emitting equipments

installed in the different Veterinary Institution must got registered according to the

existing PC & PNDT Act from the competent authority as per instructions contained in

Appendix-171.

It is strongly emphasized that these tools are for betterment of the Veterinary

Profession. Veterinarians should not indulge in Malpractice which may be harmful to the

society affecting the nobility of the Veterinary Profession.

Disposal of Biomedical Waste:-

All Veterinary Institutes are supposed to be registered with Pollution Control

Board following order by M.P. High Court in an order to ensure proper disposal of Bio-

Medical Waste. They should also follows the guidelines of National Green Tribunal and

Pollution Control Board in this regard.

Biomedical waste must be properly managed and disposed off hazards to protect

the environment, general public and workers, especially healthcare and sanitation


Volume - I Page 71

workers and even all categories of animals / poultry birds who are at risk of exposure to

biomedical waste as an occupational hazard. Steps in the management of biomedical

waste include generation, accumulation, handling, storage, treatment, transport and

disposal. Biomedical waste should preferably be incinerated. Efficient incinerator will

destroy pathogens and sharps. Source materials are not recognizable in the resulting

ash. An autoclave also be used to treat biomedical waste. An autoclave uses steam and

pressure to sterilize waste or reduce its microbiological load to a level at which it may be

safely disposed off. For liquids and small quantities, a 1-10% solution of bleach can be

used to disinfect biomedical waste. Solutions of sodium hydroxide and other chemical

disinfectants may also be used, depending on the waste's characteristics.

SECTION-III

FUNCTIONS AND DUTIES OF VETERINARIANS POSTED IN VETERINARY

HOSPITALS

State Veterinary Hospital

Joint Director of Veterinary Services (State Veterinary Hospital)-

Shall be overall in-charge of the State Veterinary Hospital located at State Capital

Bhopal. He shall also function as in-charge of the Divisional Veterinary Hospital as no

such unit has been established at Bhopal.

Shall exercise effective control and general supervision over all the activities of

the State Veterinary hospital and shall see that the policies and programmes of the



All the Administrative and Financial Powers of the State Veterinary Hospital shall

be vested in him. Being head of institution and controlling officer shall submit the budget

estimates of the institute to the head of the department and shall see that the grants are

properly distributed and judiciously utilized. Shall be responsible to submit all the new

item proposals to the Head of the Department for necessary action.

Shall deal with the cases of Audit notes, draft paras, Public Acount Committee

cases involving financial sanctions, write off cases, loss, irregularities, appropriation,

misappropriation and re appropriation etc as per powers delegated to him.

Shall see that the routine office work of his office is performed efficiently in

accordance with the instructions contained in Chapter VII of this manual.

Shall forward the annual confidential report of all the Class-I officers working

under him to the Director Animal Husbandry. Similarly shall forward the ACRs of all the

Class-II officers to the Director after putting his comments and other subordinate staff be

maintained and kept in his office.

Shall be the controlling officer in respect of traveling allowance of all Class-I and

Class-II Officers and his own office staff in accordance with the delegation of Financial

powers vide Government of Madhya Pradesh F.D. order No. 846/ R-V/ 83/ 19.9.1983

(Volume-I) and No. E- 17/ 2/ 83R-V/ IV / 84 dated 09.04.1984. Shall effect the purchase


Volume - I Page 72

of medicines, instruments, equipments, laboratory machineries, spare parts etc under

non recurring expenditure in accordance to the financial power Volume-II. Similarly,

medicines, chemical colors, chemicals etc and equipment, surgical instruments etc shall

also be purchased as per the provisions made in the delegation in the book of financial

powers volume-II.

Shall not leave the hospital during working hours except on tour or on leave or

called by superiors or any emergency of which he shall leave a note stating the time of

his departure and probable time of return.

Shall see that the institution is fully equipped with the furniture, equipments,

instruments, apparatus, glass wares, sundries, medicines, chemicals etc. as per

provisions and shall see that these are maintained / used properly and are repaired /

replaced / replenished in time whenever necessary, by submitting proposals / indents to

the superiors for suitable action.

Shall see that the rules and regulations of electricity board, explosives, fire


is concerned, are followed adhered to and being implemented.

Shall arrange for training of newly appointed officers / staff, posted in the Institute

with a view to acquaint them with the working knowledge of their job.



Shall arrange to submit quarterly review report of incidence of contagious disease

among live-stock and poultry in his jurisdiction to the Director Animal Husbandry and

take such steps and render such assistance as considered necessary to expedite the

work.

Shall be the controlling officer for drawing and disbursing in respect of pay and

allowances of his staff and contingent expenditure of his office and shall held permanent

advance as sanctioned by the State Government from time to time to meet the

contingent expenditure.

Shall arrange for the submission of the consolidated reports and returns with his

comments to the Director Animal Husbandry on due date and time.

Shall follow the instructions given in Chapter-II, Section-I.

Shall take regular round to visit the indoor patients under his charge every

morning / evening and guide the subordinate staff on the line of treatment. He shall

personally attend to all the precious animals and guide the staff working in the hospital

for proper treatment.

Shall control and supervise the Radiological section, X-Ray plant, Sonography

Machine, operation theater and other important machineries and devises supplied and

shall see that all these work properly and uninterruptedly. Shall keep close watch for

their regular maintenance and upkeep. Shall cause to maintain the detail record of the

use of such machines and equipments in a register.

Shall immediately report to the superiors about outbreak of epizootic disease

which may occur among animals in the town and in the area of institutions under his


Volume - I Page 73

control noticed by him or brought to his notice. Shall maintain and cause to maintain the

account of Veterinary Biologicals received by him in a separate register provided for the

purpose and shall be responsible for their proper preservation and judicious use before

their expiry date. In case any of the biological is likely to remain unutilized before its

expiry date, he shall bring it to the notice of the superiors in writing at least one month

prior to the expiry date for necessary action. However he shall submit the indent of the

different Veterinary Biological according to his requirement and technical programme /

action plan to the controlling officer well in advance in the prescribed proforma as

appended at Appendix-19 to Appendix-24 and 83 for arranging supply. Shall also

maintain cold chain for the preservation of Biological Products in stock.

No patient shall be admitted without his permission, provided that, if he is absent

when an animal is brought it may be admitted provisionally.

Shall cause to maintain the stock registers for medicines instruments and

appliances, stationary etc neatly, correctly, and up to date and shall ensure that the

entry against each item that may have been damaged, lost, destroyed, consumed,

issued or written off from the stock book and new ones which may have been supplied,

are entered properly without delay.

Shall ensure that no instruments, apparatus, appliances, accessories and the like

are lent out from the hospital / dispensary.

Shall ensure that the poisonous drugs are kept under lock apart from other drugs

and that are not dispensed except by an authorized person and that each such drug /

bottle is labeled properly with „Poison‟ label.

Shall ensure that all important circulars, notices ordered in the public interest are

hung up on the hospital notice board and are clear, legible and up to date.

Shall be responsible for planning, execution, implementation, analyze, evaluation,

and monitoring of all the different departmental schemes / programmes / Projects etc

and shall extend his full cooperation to the officers / employees engaged with such job.

Shall see that the samples / specimen / smears biopsies etc. collected from the

ailing cases are properly recorded and are being sent to the State Disease Investigation

Laboratory for diagnosis with the view to arrive at an correct diagnosis.

Civil Surgeon State Veterinary Hospital-1

Shall follow the instructions given above and contained in Section-I.

Shall examine all the outdoor and referred cases brought to the hospital and shall

manage their proper treatment.

Shall look after the complete management of the Sate Veterinary Hospital and

shall be responsible to deal with the Annual Confidential Reports of all the officers and

subordinate staff posted in the State Veterinary Hospital.

Shall deal with all the matters related with Animal Welfare Society.


morning/ evening and guide the subordinate staff on the line of treatment. He shall


Volume - I Page 74



Shall deal with all the major surgical cases and shall perform operations with the

assistance of other colleagues and the staff working under him.

Shall supervise the Radiological section, X-Ray plant, Sonography Machine,

operation theater and other important machineries and devises supplied and given

under his charge and shall see that all these work properly and uninterruptedly. Shall

keep close watch for their regular maintenance and upkeep. Shall maintain the detail

record of the use of such machines and equipments in a register prescribed by the

superiors.

Shall strictly cause to maintain cleanliness and disinfection all the time in and

around Indoor ward / kennel ward / Isolation ward / casting shed and whole hospital

premises

Shall be responsible for the pre and post operation cleanliness and disinfection of

the operation theater (small animals) / casting shed (Operation theater for large animals)

and shall see that the emergency kit is always available in addition to other drugs /

equipments instruments at these sites.

Shall be responsible for maintaining records and registers pertaining to his work

correctly and up to date and shall arrange to submit to the superiors in time.

The proforma for the out patient ticket is appended at Appendix-27.

Shall immediately report to the superiors about out break of epizootic disease

which may occur among animals in the town and villages in his jurisdiction and in the

area of institutions under his control noticed by him or brought to his notice.

Shall immediately adopt preventive / control measures such as inoculations of

sick or suspected animals, inspect healthy cattle in order to detect suspicious cases and

advise regarding disposal of carcasses of animals dying of infections or contagious

disease by local body/district authority/village officials as the case may be.

Whenever required to do so under conditions mentioned below, shall see that

post mortem is conducted in accordance with Appendix-29, 30, 31 and 59 and post

mortem report and / or findings / conclusions are communicated to officers concerned

for further urgent action.

(i) In case of medico-legal cases expert opinion is required by prosecution.

(ii) Unusual mortality of livestock / poultry, livestock at Government farms.

(iii) Out break either on government farms or villages.

Shall see that the carcass of any animal which may die in the hospital premises is

removed without delay and if such death is due to contagious or infections disease shall

arrange for its disposal suitably.

He is required to be present in the hospital during working hours and shall

prescribe for all cases. He shall be responsible for all medicines dispensed in the

dispensary. He shall take every precaution in sending out poisonous drugs and see that

they are properly labeled.


Volume - I Page 75







are lent out from the hospital / dispensary without his permission or of the controlling

officer.





ailing cases are properly recorded and are being sent to the nearest disease

investigation laboratory for diagnosis with the view to arrive at an correct diagnosis.

Shall whenever directed to perform the duties and carry out the work in a

particular section viz. clinical, surgical or gynecological section shall be responsible for

the smooth and efficient working of that particular section.

Civil Surgeon State Veterinary Hospital-2-

Shall follow the instructions given above and contained in Section-I.

Shall examine all the outdoor and referred cases brought to the hospital and shall

manage their proper treatment.

Shall follow the instructions as mentioned in foregoing paras for Civil Surgeon

State Veterinary Hospital-1.

Shall be responsible to manage the complete work of store of the Sate Veterinary

Hospital.

Shall be responsible to deal with all the cases pertaining to Right to Information.

Shall deal with all the matters related with departmental enquiries, complaints and

court cases and Public Account Committee.

Senior Veterinary Surgeon / Veterinary Surgeon / Veterinary Assistant Surgeon:

Shall work under control and supervision of the Joint Director of Veterinary

Services I/C State Veterinary Hospital and other superiors and shall be responsible for

his work to him.

Shall follow the instructions contained in para Section-I.

Shall carry out the work as per the instructions of the superiors.

Civil Surgeon Divisional And District Veterinary Hospitals:-

Shall follow the instructions given above and contained in para A,B,C,D and E of

Chapter-II Section-I.

Shall be overall in-charge of the Divisional / District Veterinary Hospital.


Volume - I Page 76

Shall exercise effective control and general supervision over all the activities of

the Veterinary hospital and shall see that the policies and programmes of the



Shall forward the annual confidential report of the subordinate staff working under

him to the Joint Director / Deputy Director Veterinary Services Division / District for

further action.

Shall see that the rules and regulations of electricity board, explosives, fire


is concerned, are followed and being implemented.

Shall see that the routine office work of his office is performed efficiently in

accordance with the instructions contained in Chapter VII of this manual.

Shall arrange for training of newly appointed officers / staff, posted in the Institute

with a view to acquaint them with the working knowledge of their job.




among live-stock and poultry in his division / District to the Director Animal Husbandry

and take such steps and render such assistance as considered necessary to expedite

the work.




for further urgent action.


(ii) Unusual mortality of livestock / poultry of livestock at Government farms.


Shall arrange for the submission of the consolidated reports and returns with his

comments to the Director Animal Husbandry on due date and time.

Shall follow the instructions given in paras Section-I.


morning / evening and guide the subordinate staff on the line of treatment. He shall



Shall deal with all the major surgical cases and shall perform operations with the

assistance of other colleagues and the staff working under him.

Shall control and supervise the Radiological section, X-Ray plant, Sonography

Machine, operation theater and other important machineries and devises supplied and

given under his charge and shall see that all these work properly and uninterruptedly.

Shall keep close watch for their regular maintenance and upkeep. Shall maintain the

detail record of the use of such machines and equipments in a register prescribed by the

superiors.


Volume - I Page 77

Shall strictly cause to maintain cleanliness and disinfection all the time in and

around Indoor ward / kennel ward / Isolation ward / casting shed and other hospital

premises

Shall be responsible for the pre and post operation cleanliness and disinfection of

the operation theater (small animals) / casting shed (Operation theater for large animals)

and shall see that the emergency kit is always available in addition to other drugs /

equipments instruments at these sites.

When in-charge of a institution shall fix up suitable centers and days of the week

for visiting for extending necessary Veterinary aid to the persons in need under his

jurisdiction.

Shall be responsible for maintaining records and registers pertaining to his work

correctly and up to date and shall arrange to submit to the superiors in time.

The proforma for the out patient ticket is appended at Appendix-27.

Shall immediately report to the superiors about out break of epizootic disease

which may occur among animals in the town and villages in his jurisdiction and in the

area of institutions under his control noticed by him or brought to his notice.

Shall immediately adopt preventive / control measures such as inoculations of all

sick or suspected animals, inspect healthy cattle in order to detect suspicious cases and

advise regarding disposal of carcasses of animals dying of infections or contagious

disease by district authority or village officials as the case may be.

Shall follow the instructions regarding reporting of out breaks, procedure to be

adopted in attending out breaks etc as contained in section-IV of this chapter and shall

see that the out breaks of the contagious disease among live-stock and poultry are

attended promptly by him / his subordinates and that the timely prophylactic

vaccinations are carried out in a planned manner under intimation / approval of the

superiors. In case the village officials do not render necessary assistance he shall report

the fact with least possible delay to the tehsildar/ other superiors and to the District

/Divisional Officer for necessary action.

Shall see that the carcass of any animal which may die in the hospital premises is

removed without delay and if such death is due to contagious or infections disease shall

arrange for its disposal suitably.

Shall reside near the hospital premises and shall make himself available at short

notice and shall not absent himself for more than a few hours when at head quarters.

He is required to be present in the hospital during working hours and shall

prescribe for all cases. He shall be responsible for all medicines dispensed in the

dispensary. He shall take every precaution in sending out poisonous drugs and see that

they are properly labeled.







Volume - I Page 78

Shall be responsible to maintain and cause to maintain the stock registers for

medicines instruments and appliances, stationary etc neatly, correctly, and up to date

and shall ensure that the entry against each item that may have been damaged, lost,

destroyed, consumed, issued or written off from the stock book and new ones which

may have been supplied, are entered properly without delay.


are lent out from the hospital / dispensary without his permission or of the controlling

officer.

Shall maintain and cause to maintain the account of Veterinary Biologicals

received by him in a separate register provided for the purpose and shall be responsible

for their proper preservation and judicious use before their expiry date , cold chain to

preserve the Biologicals / Vaccines should be strictly adhered to in case any of the

biological is likely to remain unutilized before its expiry date, he shall bring it to the

notice of the superiors in writing at least one month prior to the expiry date for necessary

action. However he shall submit the indent of the different Veterinary biological

according to his requirement and technical programme / action plan to the controlling

officer well in advance in the prescribed proforma as appended at Appendix-19 to

Appendix-24 and 83 of Chapter-V for arranging supply.

Shall be responsible to submit the repot of vaccination done by him / subordinate

staff against R.P., H.S., B.O., Anthrax , R.D. etc to the superiors in the prescribed

proformae.




Shall ensure that all important circulars, notices ordered in the public interest are

hung up on the hospital notice board and are clear, legible and up to date.

Shall be responsible for planning, execution, implementation, analyze, evaluation,

and monitoring of all the different departmental schemes / programmes / Projects etc

and shall extend his full cooperation to the officers / employees engaged with such job.

Shall be responsible to follow the call sent to him in the call book by the officers

handling the Government livestock under his jurisdiction viz. at a livestock farm, poultry

farm, Artificial Insemination Centre, sub centre, Key village unit etc immediately or shall

arrange for attending such call immediately by officer not below the rank of Veterinary

Assistant surgeon. He if directed / instructed by the superiors shall examine / check up

the Government livestock stationed under his jurisdiction at any of the departmental

institutions.


ailing cases are properly recorded and are being sent to the nearest disease

investigation laboratory for diagnosis with the view to arrive at an correct diagnosis.

He is not exempted from the duty of attending out breaks of disease in the

jurisdiction of his institutions. He is responsible for attending all out breaks within a

reasonable time or in the event when the mobile unit / ambulatory clinic is engaged in


Volume - I Page 79

attending outbreaks, else where, but when he goes out on tour to attend the out breaks

and expected to be out of the head quarters on this account for more than three

complete days, he shall leave a copy of his tour pgragramme at his head quarter.

Shall immediately on return from the site of out break report to the superiors

about the action taken by him with regard to the control of the out breaks and shall

report in detail the symptoms of the disease, number of attack and mortality and the

measures adopted for prevention and control.

Shall extend / seek cooperation of the colleagues or in-charge mobile unit /

ambulatory clinic other sister institutions, district and village officials at the incidence of

serious out breaks.

Shall be the overall I/C and custodian of all the store and stock under his charge.

Senior Veterinary Surgeon / Veterinary Surgeon / Veterinary Assistant Surgeon-

Whenever in-charge of a Veterinary Hospital shall follow the instruction as

described in the forgoing paras for Civil Surgeon Divisional And District Veterinary

Hospitals.

Shall perform his duties and carry out the work as per instructions of the

superiors.

Shall arrange the training of Gosevaks as per instructions of the superiors.

Shall organize sterility camps regularly under his jurisdiction.

Shall perform Post Mortem of animals in accordance with Appendix- 29, 30, 31

and 59 referred by Police or Forest Department.

Shall regularly visit the goshalas functioning under his jurisdiction.

Assistant Veterinary Field Officers I/C Veterinary Dispensaries-

Shall be the over all in-charge of the out lying Veterinary dispensary and shall be

the custodian of all the store and stock under his charge. Area of jurisdiction shall be

decided / fixed by the controlling officer.

Shall perform his duties and carry out the work as per instructions of the

superiors.


are lent out from the dispensary without the permission of the competent authority.

Shall see that the routine dispensary work is carried on as per the directives

deem be fitting given in Section-I of this Chapter.

Shall be responsible to provide Veterinary first aid to the animals brought to the

centre for treatment and while on tour shall provide Veterinary aid to the animals brought

to him. Shall also be responsible to carry out routine prophylactic vaccination against

contagious diseases under his jurisdiction under intimation to his superiors however, he

shall refer / consult about the complicated cases to the superiors for line of treatment /

action. He shall also visit the cattle markets, cattle fairs, cattle pounds in his area and

shall provide necessary Veterinary aid.


Volume - I Page 80

Shall at once report to the superiors about any out break of epizootic disease

which may occur among animals in the area and shall immediately adopt preventive /

control measures as per the instructions of the superiors on his own if need be

according to the situation and shall follow instructions contained in section II of this

chapter in this respect.

Shall be responsible for the proper maintenance in respect of health, breeding,

feeding, care and management of the Government: livestock if stationed at the

dispensary.

Shall be responsible for the general cleanliness / disinfection in and around the

dispensary premises.

Shall see that the carcass of any animal, which may die in the dispensary

premises are removed without delay and if such death is due to contagious or infections

disease shall arrange for its disposal suitably. In case of doubts as to the correct does /

in compatibility he shall see advise of superiors.

Shall be responsible to carry out the castration of the scrub bulls at the head

quarter as well as also when on tour.

Shall reside near the dispensary and shall make himself available at short notice

and shall not remain absent for more than few hours when at head quarters. Normally

he shall not leave the dispensary during working hours except on tour or on leave, or

called by superiors or any emergency, of which he shall leave a note stating his where

about.

Shall be responsible for all medicines disposed / dispensed in the dispensary and

take every care in sending out poisonous drugs and shall see that such drugs are

properly labeled “POISON”. He shall be responsible that the stock mixtures are carefully

dispensed. In case of doubts as to the correct does / in compatibility he shall seek

advise of the superiors. He shall not dispense any prescription other than those

prescribed and signed by a Veterinarian nor shall prescribe any treatment without

consulting the superiors.

Shall be responsible to maintain all the stock registers viz. medicine, instruments

and appliances, stationary etc, neatly, correctly and up to date and shall ensure that the

entry against each item, that may have been damaged, lost, destroyed consumed,

issued, or written off from the stock books, and new once which may have been

supplied are entered properly without delay.

Shall be responsible to maintain the account of Veterinary Biologicals received by

him in a separate register provided for the purpose and shall be responsible for their

proper preservation and judicious use before their expiry date. Cold chain to preserve

the Biologicals / Vaccines should be strictly adhered to. In case any of the biologicals is

likely to remain unutilized before its expiry date, he shall bring it to the notice of the

superior officer in writing at least one month prior to the expiry date for further necessary

action. However he shall submit the indent of the different Veterinary biologicals

according to his requirement and technical programme / action plan to the superiors well


Volume - I Page 81

in advance in the prescribed proforma as appended at Appendix- 19 to 24 and 83 of

Chapter-V for arranging supply.

Shall be responsible to submit the reports of vaccination done by him to the

superiors in the prescribed pfoforma.

Shall ensure that all important circulars, notices, orders in the public interest are

hung up on the dispensary notice board and are clear, legible and up to date.

Shall see that the institution is fully equipped with the furniture, equipments,

instruments, apparatus, glassware, sundries, medicines, chemicals etc as per provisions

made and shall see that these are maintained / used properly and are repaired /

replaced / replenished in time whenever necessary by submitting proposals / indents to

the superiors for suitable action.

Shall be responsible for the physical verification of the store and stock under his

charge periodically.

Shall submit all the prescribed reports and returns to his superior officer in due

date and time and shall be responsible for the correctness of the figures.

SECTION-IV

(DISEASE CONTROL)

Disease is an impairment of the normal state of an animal that interrupts or

modifies its vital functions. Diseases of animals remain a concern principally because of

the economic losses they cause and the possible transmission of the causative agents

to humans hence it appears necessary to focus on prevention, control, and eradication

of diseases of economically important animals / Birds.

PROCEDURE FOR REPORTING OUTBREAKS-

The occurrence of any epidemic cattle disease and also contagious diseases in

cattle, sheep and goats such as Rinderpest (Mata, Devi), Hemorrhagic Septicemia

(Galghotu, Ghatsarp, Gals Jan), black quarter (Ektangia, Churra, Pharsujan), Anthrax

(Chhar, Chhai), Foot and mouth (Chhoti Mata Devi), Pluro pneumonia, (Phephde ki

bimari, Dabba, Ghatras), Foot-Rot (Khursade Paysada, Khurra), scabies (Khujli, Khaj,

Khaoda), Ranikhet, fowl Pox Avian Influenza and rabies will in every instance, be

reported by the kotwar to the village patel, to the Panchayat office (where existing in the

same village) and to the Patwari of the village if present. If the village is the head quarter

of the Patwari and the Patwari is out of station the incidence of the out break must be

reported to him by the village kotwar on his return to the headquarters.

These village officials Viz. the village Patel or Sarpanch of the Gram panchayat or

the Patwari shall send the report of the incidence of the disease giving details in the

prescribed proforma to the nearest Veterinary Assistant Surgeon whether he is in-

charge of a Hospital or is the Veterinary Assistant Surgeon working in a Development

Block directly on receipt of the information from the village kotwar or that has come to

their personal knowledge, independently of the Kotwar‟s reports.

http://www.britannica.com/EBchecked/topic/25501/animal


Volume - I Page 82

On receipt of a report of any contagious disease in cattle, sheep, goats, poultry,

equines etc from a kotwar or patel or independently of either of them, the Patwari shall

prepare the report in triplicate on plain paper or in printed form as appended at

Appendix- 48 and send one copy of it direct to the nearest Veterinary Assistant

Surgeon (or Veterinary Asst Surgeon of the area) immediately by post bearing and the

duplicate copy to the Collector of the District through the Tehsildar and the 3rd copy is

retained for his office records. Slackness on the part of village official in reporting

incidences of epidemics amongst livestock to the officials of the Veterinary Department

should be brought to the notice of the superiors of the Veterinary Department by the field

staff who will take further action.

When neither village Patel nor the Patwari is present or available in the village

and the head quarter of the Gram Panchayat is elsewhere, the village Kotwar should

either get the report written by some body else and post it to the nearest Veterinary

Assistant Surgeon at once or failing that, report the outbreak to the station House officer

of the circle who should report to the nearest Veterinary Assistant Surgeon.

When the village Patel is not literate the report should be got written by him

through somebody else and post it to the nearest Veterinary Assistant Surgeon or failing

that, report the outbreak through the kotwar to the officer in-charge police station who

should report to the nearest Veterinary Assistant Surgeon.

Furthermore, the latest means of communication like use of mobile phones,

telephone, SMS, whatsapp, e-mail, wireless messaging, etc should also be used where

ever applicable.

The Patwari will also report in the ordinary way on plain paper or printed form the

action taken on cattle disease reports and brought to the knowledge of the Collector of

the District through the Tehsildar. In every instance he will keep a record of such report

in the cattle disease register with dates for subsequent check. The officials of the

Veterinary Department and Tehsildar should in their usual round check the register

maintained by the Patwari. Out breaks of epidemic among livestock in forest villages

shall also be reported by the village Kotwar or village Patel to the Forest Ranger who in

turn will report to the nearest Veterinary Assistant Surgeon.

Reports of outbreaks of disease among herds encamped in forest areas outside

the limit of a village will be made by the forest guards to the Range Officer who will in

turn report to the nearest Veterinary Assistant Surgeon.

Besides village kotwar, Patel, Patwari and gram panchayat the Gram Sewaks

and gram sahayaks staff and officers of the Forest, Water Resources, PWD, Health and

Local Self Government Department are also authorized to report the incidence of

outbreak of any epidemic or contagious disease among livestock which has come to

their knowledge to the nearest Veterinary Assistant Surgeon working in Development

block as the case may be and shall send the copy of his report to the Patwari and Gram

Panchayat.

No person other than the village officials named in foregoing paragraphs from

villages are authorized to send any report about the incidence of any epidemic among


Volume - I Page 83

cattle or of any contagious disease among livestock direct to any Veterinary Assistant

Surgeon.

Note:- The above laid down procedure for receiving outbreak report only from

authorized village agencies is necessary to avoid any possible, misutilisation of technical

personal for personal benefits at state expenditure.

If any contagious disease in cattle occurs in a herd brought for sale or show at a

fair, the officer in-charge of the mela / fair should report the fact at once to the Veterinary

Assistant Surgeon in whose jurisdiction the mela / fair is held. He should take immediate

steps to segregate the sick animal or animals brought to the fair either for sale or show

& protect the in contact animals against the disease.

Cooperation between the civil and military authorities in dealing with outbreaks of

epidemics of cattle disease is essential and for this following orders of the Government

of India shall be followed:-

(i) When any contagious or infections disease appears among animals at a horse

or cattle fair, or in the neighborhood of a cantonment, or on a line of military

communication, the District or sub-divisional officer shall immediately report the

fact and the nature of the disease to the nearest military authority, who will be

responsible for communicating the information to any other military authorities

whom it may concern.

(ii) When such disease appears in a camp or cantonment or among animals under

military authority on a line of communication, the facts shall be immediately

reported by the military authorities to the District or sub-divisional officer within

whose charge the disease has appeared.

(iii) The principal local authority, whether civil or military, within whose jurisdiction

the disease has appeared should keep the local military or civil authority (as

the case may be ) informed of the preventive or repressive measures that he

has adopted so that the action taken by the one may be, as far as possible

continued by the other, Any suggestions that either authority may have to

make for action on the part of the other, with a view to checking the spread, of

the disease, should be made to him direct, the letter on receiving them should

give them his best attention and should inform the authority who made them

how for he feels himself able to accept and act upon the situation.

PROCEDURE TO BE ADOPTED IN ATTENDING OUTBREAK REPORTS-

On the receipt of a report of epidemic among livestock from the authorized village

agency the Veterinary Assistant Surgeon shall immediately proceed to the spot for

attending it and follow action.

It should be borne in mind by the Veterinary Assistant Surgeon that his absence

on a prolonged visit to a distant and perhaps unimportant outbreak may often prevent

him from attending more important outbreaks near headquarters, especially at a season

when epidemic disease is in a state of rife. He shall therefore use his own discretion in

attending outbreaks.


Volume - I Page 84

Primary importance shall be attached to the outbreak reports of Rinderpest,

Anthrax, Hemorrhagic septicemia, Black quarter, Ranikhet, Fowl pox, Avian Influenza,

Horse sickness and swine fever by al the Veterinary Staff and they shall be attended to

promptly.

The Veterinary Assistant Surgeon shall attend outbreak reports outside his

jurisdiction only under specific orders of his superior or controlling officer.

The subordinate Hospital staff should send the important outbreak reports viz.

Rinderpest, Anthrax, H.S., B.Q., Ranikhet, Fowl Pox, Avian Influenza, Horse sickness,

swine fever etc. to the District officer / Civil Surgeon immediately on its receipt when the

Veterinary Assistant Surgeon is on long leave or on long tour which may cause delay in

the attendance of the report.

The Veterinarian working in any capacity when proceeds to attend any outbreak

report shall carry with him adequate doses of vaccines, curative medicine etc for the

control of the disease from further spread.

He shall make complete enquiry about the disease position, mortality and ailing

cases from the village patel and other prominent persons in the village and thereafter

shall personally visit affected animals and decide the line of action.

The staff of the veterinary, revenue and other development departments present

in the village at the time of the prevalence of the disease should use their influence to

induce livestock owners to comply with the directions of the Veterinary Officer when

dealing with such outbreaks and should do their best to enable the Veterinary Officer to

perform their duties efficiently.

The Veterinary Officer shall perform his duties actually keeping due regard to the

prejudices of the people.

The Veterinary officer attending the reported epidemic shall collect proper

samples and / or take blood smears from the ailing or that has died due to the suspected

disease and shall send them under proper packing to the diagnostic Veterinary

Laboratory for confirmation.

After attending the outbreak report the attending Veterinary Officer shall take-up

vaccination work against the suspected disease with the assistance of his subordinate

staff viz. Assistant Veterinary Field Officers etc. and organize the work so as to complete

the work in a short time.

If the Veterinary Officer feels that the vaccination work may last for two to three

days he may entrust the work to his next senior assistant and may return to his

headquarter to attend to other important cases or epidemic reports.

In case of an outbreak of Rinderpest/ Ranikhet/ Avian Influenza etc, all

unprotected inoculable cattle / poultry in a radius of 8 km shall be protected to create an

immune belt. In view of seriousness of such diseases particularly in Poultry industry

where heavy losses are caused due to Avian Influenza (Bird Flue), Government of India

have circulated measures to all the District Authorities to combat such situation vide

Appendix-167.


Volume - I Page 85

The control of outbreaks of H.S., B.Q., and Anthrax should be effected by the

field staff through a planned vaccination programme in the following manner.

(i) Prophylactic vaccinations should be carried out from April to July according

to the calendar of operations for disease control as appended at Appendix-

49.

(ii) Priority for vaccination work should be given to those villages which were

affected during the last year, the year before and so on, till all the villages

are covered which were affected during the previous five years.

(iii) In no case should any village be left unprotected which has been affected

during the past five years.

The Veterinary staff shall undertake prophylactic inoculation of poultry against

ranikhet and Fowl pox for promotion of Poultry keeping and for this, advance indent shall

be placed by every Veterinary Assistant Surgeon to his District officer.

For control of horse sickness, prophylactic inoculations should be taken up by the

Veterinary Assistant Surgeon as per instructions issued by the Department from time to

time and as per calendar of operation for Disease control. To ensure check on the

ingress of contagious cattle disease through cattle imported from outside the sate or

country the in-charge quarantine station and check stations situated on the borders of

the sate at the entrance of cattle trade route shall function effectively and shall perform

their duties as specified in this section.

INSTITUTIONS ENGAGED WITH DISEASE CONTROL WORK-

The following institutions of Department are working for Animal Disease control work-

(i) Disease Investigation Laboratories.

(ii) Rinderpest Eradication Scheme.

(iii) Animal Disease Surveillance Unit.

(iv) All India Coordinated Research Project for Epidemiological Studies on

Foot and Mouth Disease.

(v) Institute of Animal Health and Veterinary Biologicals.

SECTION-V

ANIMAL DISEASE INVESTIGATION LABORATORIES

AIMS AND OBJECTS-

The Disease Investigation activities of the State aim at reducing the economic

losses due to mortality among various categories of Livestock by undertaking prompt

disease investigation to act as epizootiological bureau for supplying information to

Ministry of Food and Agriculture in various Livestock diseases besides carrying out

routine different Pathological / Bacteriological examination of blood, sera, urine, faecal

samples etc and to take up spot investigation of the disease and giving guidance for

their control to field officers.


Volume - I Page 86

The main object is to carry out Pathological / Bacteriological examination of

blood, urine and faecal samples etc. received in the diagnostic laboratory from the

various departmental laboratories, institutions and veterinarians working in the State.

To take up spot investigation of the disease and giving guidance for their control

work at village or regions where heavy mortality could not be controlled by the local

veterinarian and his staff for want of correct diagnosis.

To take up planned survey work in Helminths including cestodes, trematodes and

nematods, Protozoa, and other Bacterial and Viral infections in different species of

livestock / poultry housed at different institutions like Key Villages, Intensive Cattle

Development blocks, Poultry and Cattle breeding farms, Sheep farms, Goat farms etc

and adopting necessary control measures in a systematic manner.

To take up investigation work under the direction of Indian Council of Agricultural

Research (Animal Disease and Pest Committee.).

To maintain statistics of all contagious and infections diseases in the state and

study epidemiology of each disease on the data so maintained.

To function as an agency for co-coordinating the work of disease investigation

and contact among all types of livestock in the state and also as epizootiological bureau

for supplying information to Ministry of Food and Agriculture on various livestock

diseases.

To function as effective liaison agency between the field staff and the research

institutions.

To function as an agency to help and guide the field workers in effectively

reducing the economic losses due to mortality among various categories of livestock /

poultry by undertaking prompt disease investigation and providing suitable control

measures.

INSTRUCTIONS FOR COLLECTION, PRESERVATION, PACKING AND DISPATCH

OF MATERIAL FOR INVESTIGATION

The diagnostic activities to be taken up at various levels in the disease

investigation organization are appended in Appendix-50.

The pathological material for disease investigation work shall be preserved in

accordance with the directions contained in Appendix-51.

The collection of samples/ material required for bacterio-pathological examination

for some important diseases should be in accordance with the instructions contained in

Appendix-52.

The removal of brain of a suspected Rabid animal for laboratory examination

shall be done in accordance with the instructions contained in Appendix-53.

The pathological material for disease investigation work shall be collected and

packed in accordance with the directions contained in Appendix-54.


Volume - I Page 87

Each specimen/ sample/ material to be sent to the disease investigation

laboratory for investigation purposes shall accompany the information slip as appended

in Appendix-55.

During the course of out break of a disease the specimen/sample/material should

be sent to the disease investigation laboratory along with the statistics of animals like

cattle and Poultry etc. in the proforma as appended in Appendix-56.

FUNCTIONS AND DUTIES OF VARIOUS CATEGORIES OF OFFICERS WORKING IN

DISEASE INVESTIGATION LABORATORIES

Joint Director of Veterinary Services (Disease Investigation, State Animal D.I.

Laboratory, Bhopal)

Shall be over all I/C of the administrative unit of State Animal Disease

Investigation Laboratory, Bhopal, shall be the custodian of all the store and dead stock

under his charge.

Shall work under the administrative control of the Director Animal Husbandry and

shall be responsible for his job to him.

His area of jurisdiction shall be whole State of Madhya Pradesh.

Shall maintain a liaison with various institutes to keep in touch with recent

scientific developments in respect to animal disease investigation and preventive

measures.

Shall prepare the annual technical / working plan of the Disease investigation

Institutions as per instructions appended in Appendix-50 in addition to the survey,

diagnostic work and control measures in a systematic manner on various Parasitic,

Bacteriological and Viral diseases of animals and poultry and shall submit the same to

superiors in the month of April each year for approval and shall be responsible for the

execution and implementation of the approved technical / working plan for the smooth

and efficient working and to achieve the targets, there by fulfilling the aims and objects

of the organization.

Shall guide the disease investigation and other staff to procure biologicals from

abroad for protection of exotic animals.

Shall see that the diagnostic laboratory is fully equipped and that the required

equipments, instruments, apparatus, glass wares, chemicals, stains and media etc are

maintained properly and replace / replenished or repaired in time whenever necessary.

Shall also exercise financial powers vested in him in accordance with the delegation of

financial powers vide Government of Madhya Pradesh Finance Department instructions

and circulars.

If experimental animals are housed, shall see that the feeding, watering and care

of laboratory animals or birds kept or brought for diagnostic purposes is done properly.

Shall see that proper follow up of experimental animals / birds when used for

diagnostic work, is taken up by the staff and necessary experiments / examinations are


Volume - I Page 88

conducted on them and their required records of various investigation / diagnostic

procedures are being maintained for correct diagnosis.

Shall see that animals / birds so utilized for diagnostic work are disposed off /

buried properly to avoid remote chances of spread of any kind of infection.

Shall see that all the tests either in vivo or vitro at the spot or in the laboratory are

conducted immediately after collecting necessary material from the field.

Shall see that the sample / specimen / smears etc. received or collected from

field are recorded properly, processed and the results are sent to field workers along

with guidance / remedial measures where required in time in the prescribed proforma

appended in Appendix-57.

Shall see that testing of Livestock and Poultry at Government farms or other

Government Institutions is undertaken periodically for Brucellosis, Tuberculosis, John‟s

disease, Pulloram, Avian Leucosis Complex and other diseases. These services could

be extended to private livestock and poultry keepers with due permission and sanction

of the superiors.

Shall from time to time intimate his observations on the disease investigation

work and make suggestions to the concerned co-workers and staff for bringing

improvement accordingly.

Shall immediately proceed on receipt of information or as directed by the

superiors with suitable laboratory equipments to the spot of epidemic for its diagnosis

and control / remedial measures. It is imperative that the local and district veterinary

staff shall extend fullest cooperation and assistance to achieve best possible results.

Shall after satisfying himself about the diagnosis with regard to the presence of

any contagious or infections disease, issue instructions in writing to the officer or official

in charge to take preventive as well as other measures which in his opinion are essential

to prevent further spread and reduce economic loss.

Shall, on the basis of reports of his own institute regarding incidence of

contagious diseases in livestock and poultry and control measures adopted, review the

same and shall prepare a report every quarter and send it to the superiors.

Shall collect, compile the epidemiological data for the state and shall study to

draw out the inferences and appraise the superiors with the conclusion and suggest

remedies.




for further urgent action-


(ii) Unusual mortality of livestock / poultry at Government farms.


Shall be responsible for the submission of the prescribed periodicals, reports and

returns on due dates and in time to the controlling officer on the prescribed proformae


Volume - I Page 89

and shall be responsible for the correctness of the information incorporated in the

reports.

Shall see that the organization functions as an epizootiological bureau for

supplying information to Ministry of Food and Agriculture on various livestock / poultry

diseases.

Deputy Director Central plan / scheme, Deputy Director State plan / scheme

(State Animal D.I. Laboratory, Bhopal)

Shall be responsible for his work to the Joint Director of Veterinary Services

(Disease Investigation) and shall work under his guidance and supervision.

Shall perform his duties and carry out the instructions in respect of routine

working of the State Animal Disease Investigation laboratory as fixed by Joint Director of

Veterinary Services (Disease investigation) and shall assist him in performing his duties

as per instruction contained in foregoing paras and appendices.

Additional Deputy Director of Veterinary Services, Assistant Director of

Veterinary Services (State Animal D.I. Laboratory, Bhopal)-

Shall be responsible for his work to the Joint/ Deputy Director of Veterinary

Services (Disease Investigation) and shall work under his guidance and supervision.

Shall perform his duties and carry out the instructions in respect to routine

working of the State Animal Disease Investigation laboratory as fixed by Joint / Deputy

Director of Veterinary Services (Disease investigation) and shall assist him in performing

his duties as per instructions contained in foregoing paras of this section.

Shall be responsible for the proper functioning of the laboratory.

Shall visit to the field and guide the staff in collection and submission of proper

sample / specimens and other materials and undertake laboratory examinations for

elucidating the various animal/ poultry disease communicable to human being and

livestock to help control the spread of disease and will act as a liaison between the

animal health hygiene and Veterinary Public Health.

Deputy Director of Veterinary Services (Divisional Disease Investigation

Laboratory)-

Shall be over all in charge of the Divisional Diagnostic Laboratory and shall be

custodian of all the store and dead stock under his charge.

Shall be responsible in respect to his technical work to the Joint Director of

Veterinary Services (Disease Investigation) of the State Animal Disease Investigation

laboratory and shall work under the administrative control of the Joint Director of

Veterinary Services in charge of the Division and technical control of Joint Director of

Veterinary Services (Disease Investigation).

Shall follow the instruction in respect of the technical routine working of the

divisional diagnostic laboratory as fixed by the Joint Director of Veterinary Services

(Disease Investigation).


Volume - I Page 90

Being I/C of the Divisional D.I. Laboratory, shall follow the instructions contained

in the foregoing paras described for State Animal Disease Investigation Laboratory.

Assistant Director Veterinary Services / Veterinary Assistant Surgeon (Divisional

Disease Investigation Laboratory)-

Shall be responsible for his work to Deputy Director of Veterinary Services

(Disease Investigation) divisional laboratory and shall work under his guidance and

supervision.

Shall perform his duties and carry out the instructions in respect to routine

working of divisional diagnostic laboratory as fixed by Deputy Director of Veterinary

Services (Disease Investigation) and shall assist him in performing his duties as per

instructions contained in the foregoing paras.

Additional Deputy Director of Veterinary Services/ Asst. Director Veterinary

Services/ Veterinary Assistant Surgeon (District Disease Investigation

Laboratory)-

Shall be over all in charge of the district diagnostic laboratory and shall be

custodian of all the store and stock under his charge.

Shall be responsible in respect of his technical work to the Deputy Director of

Veterinary Services (Disease Investigation) divisions laboratory and Joint Director of

Veterinary Services (Disease Investigation) of the State Animal Disease Investigation

laboratory Bhopal and shall work under his guidance and supervision.

He shall work under the administrative control of the Deputy Director of

Veterinary Services In charge of the District and technical control of Joint Director of

Veterinary Services (Disease Investigation).


working of district diagnostic laboratory as fixed by Joint / Deputy Director of Veterinary

Services (Disease Investigation) and shall assist him in performing his duties as per

instructions contained in the foregoing paras.

Laboratory Technician / Assistant Veterinary field Officer-

Shall be responsible for his work to the section in-charge/ superiors of the

institute and shall work under his guidance and supervision and shall carry out the their

instructions in respect of routine working of the laboratory.

Shall be responsible for sterilization of equipments, instruments, glassware,

chemical media and other fluids etc. as and when required.

Shall perform any other specialized job such as glass blowing, necking, sealing of

ampoules freeze drying, preparation of complicated solutions etc.

Shall be responsible for the general cleanliness, upkeep and periodical

maintenance of all the machines used in the laboratory.


Volume - I Page 91

Shall be responsible for the store and stock articles/ equipments/ instruments /

stains/ media/ chemicals / sundries etc. issued to the section in which he is working and

shall see that they are maintained, labeled properly, neatly, cleanly and safely.

Shall be responsible for the daily routine work of the laboratory viz. Preparation of

various extenders/ stains/ buffers/ solutions/ fluids/ reagents etc., preparation and

staining of slides, recording of temperature of experimental animals etc and handling of

animals.

Shall see that the laboratory dresses are laundered properly.

Shall present himself on duty in prescribed and clean dress.






the instructions contained in Chapter-II para-190 to 214 under respective designations.

SECTION-VI

ANIMAL DISEASE CONTROL PROGRAMME

(RINDERPEST ERADICATION SCHEME)

AIMS AND OBJECTS-

Rinderpest is a highly infectious viral disease of cloven footed animals inflicting

heavy mortality in bovine population as well as in small ruminants.

Rinderpest Control Programme in India was initiated during 1954 as a part of the second

Five Year Plan. Since then, the programme has been under execution adopting various

strategies. The present National Project for Rinderpest Eradication (NPRE) was

launched with effect from May, 1992. The main objective of the project is to

eradicate Rinderpest and Contagious Bovine Pleuro Pneumonia (CBPP) by

strengthening the veterinary services across the Country. The successful

implementation of this project will yield major economic benefits to owners of livestock,

particularly small, marginal farmers and landless labourers. Besides, the project is

expected to give a boost to export of meat and other livestock products and expenditure

on livestock health care programmes would substantially cut down, by way of

eradication of rinderpest and CBPP from the country. The main object of scheme is to

cover cattle population of the state to root out the foothold of the infection of rinderpest,

planned follow up work and to carryout surveillance and containment programme.


Volume - I Page 92

FUNCTIONS AND DUTIES OF OFFICERS ENGAGED WITH ANIMAL DISEASE

CONTROL PROGRAM (RINDERPEST ERADICATION SCHEME)

Joint Director Veterinary Services (Animal Disease Control)-

Shall be the over all in-charge of the administrative unit viz: rinderpest

eradication scheme and surveillance and containment programme and power in

accordance with the delegation of all the administrative and financial power shall be

vested in him. He shall exercise the Financial Powers vide Government of Madhya

Pradesh Finance Department volume-I and Volume-II.

His area of jurisdiction shall be the entire state of Madhya Pradesh.

Shall advice and keep the Director Animal Husbandry appraised with the latest

techniques, ways and means for surveillance of rinderpest.

Shall be responsible for the execution and implementation of the approved

technical programme through the concerned divisional / district level officers and other

subordinate staff.

Shall undertake extensive touring in a planned manner in the area of operation of

the scheme / programme.

Shall attend all the outbreaks reported, gather data on the epidemiology of

disease regarding forward and backward linkages of the disease.

Shall prepare plan schedule and frequency of operations in the state from time to

time regarding the surveillance techniques and shall also suggest the necessary

modification according to the situation.

He shall collect the data in the prescribed proforma regarding the occurrence of

disease considering the factors viz. area, season, species, age, sex and breed etc. and

analyze such data in order to anticipate and forecast future trends of the disease and its

possible effects on above mentioned factors.

Shall caution the authorities in vulnerable area and chalk out advance plans to

cover susceptible population likely to be exposed to risk of acquiring infection.

Shall record origin and destination of all migration herds at state level and shall

correlate incidence of the disease with state herd movements.

Shall follow the instructions contained in the “Guide Lines of NPRE

Shall prepare an annual technical programme, for the surveillance and submit the

same to the Director of Animal Husbandry in the month of April each year for approval

and shall submit all periodical statistical reports in the prescribed proforma to the

Director Animal Husbandry. A copy of the proforma “A” shall be sent directly to the

Statistical Advisor to the Government of India.

The Scheme is likely to leave a certain percentage of susceptible incalculable

cattle population uncovered. To achieve the original aims and object of rooting out the

foot hold of the infection of Rinderpest the Government of India have stressed the

necessity of taking up planned follow up work by the normal staff of the Department in

all district which have been covered under the scheme.


Volume - I Page 93

Shall initiate the ACRs of all the subordinate Class-I officers working under him

and arrange to forward them to the Director Animal Husbandry. Shall put final comments

on the ACRs of other Class-II officers and Class-III employees. He shall also exercise

financial powers vested on him in accordance with delegation of Financial Power vide

Government, Finance Department Volume-I and II.

Deputy Director of Veterinary Services (Animal Disease Control Programme,

Division)-

Shall work under the supervision of the Joint Director Veterinary Services (Animal

Disease Control Programme, State Unit) and shall be responsible for his work to him.

Shall carry out the work as described in the foregoing paras and shall work under the

supervision of the Joint Director of Veterinary Services (Animal Disease Control

Programme, State Unit).

Shall be executive and organisation officer for follow-up work and shall function

as the coordinating officer.

Shall issue instructions to the subordinate staff engaged with the animal disease

control programme and rinderpest eradiation scheme of his area for efficient working of

the scheme.

Shall initiate the ACRs of subordinate Class-II officer and shall forward them to

the Joint Director for further action.

Shall be the officer in-charge of the vehicles of the scheme operating in the

programme and operational under jurisdiction and shall see that the vehicles are

maintained properly.

Shall submit all the periodical statistical reports in the prescribed proforma

through Joint Director of Veterinary Services of the Division.

Shall organize Veterinary Camps and arrange mass vaccination programme for

PPR and other contagious diseases in his jurisdiction.

Senior Veterinary Surgeon / Veterinary Surgeon and Veterinary Assistant Surgeon

working in the Animal Disease Control Programme-

When posted in the Animal Disease Control Programme shall be the custodian of

all the store and stock under his charge.

Shall maintain a liaison with various Institutes to keep in touch with recent

incidence and action taken in respect of Rinderpest and other diseases.

Shall prepare the annual technical / working plan for surveillance of the Disease.

Shall from time to time intimate his observations on the disease investigation

work and make suggestions to the concerned officers of the area for bringing

improvement accordingly.

Shall immediately proceed on receipt of information or as directed by the

superiors with suitable laboratory equipments to the spot of epidemic for its diagnosis

and control / remedial measures. It is imperative that the local and District Veterinary

Staff shall extend fullest cooperation and assistance to achieve best possible results.


Volume - I Page 94

Shall collect, compile the epidemiological data for the state and shall study to

draw out the inferences and apprise the superiors with the conclusion and suggest

remedies.

Shall be responsible for the submission of the prescribed periodicals, reports and

returns on due dates and in time to the controlling officer.

Senior Veterinary Surgeon / Veterinary Surgeon and Veterinary Assistant Surgeon

Posted at quarantine station and check post-


Director of Veterinary. Services (Rinderpest) / Assistant Director of Veterinary Services

(Rinderpest) and shall be responsible for his work to him and Shall perform his duties

and carry out the work as per their instructions.

Shall follow and act in accordance with the rules / provision made under the

Madhya Pradesh Cattle Disease Act (XVI of 1934) and Madhya Pradesh Cattle Disease

Rules, 1961 and amendments made there in from time to time.

His jurisdiction shall be a radius of 8 kms from the head quarter.

Shall be responsible for proper maintenance of account of the amount realized as

vaccination charges and marking fee and shall follow the instructions contained in

chapter - VIII of this volume pertaining to accounts.

Shall see that no person tries to evade his herd from the quarantine station check

post and shall cause the herd to pass through the appointed route and quarantine

station check post as for as feasible with the cooperation of revenue authorities and

local authority or police as the case may be.

Shall undertake regular patrolling of the border of his jurisdiction from where

evasion apprehended.

Shall also render Veterinary aid with the stock of medicines provided at the

quarantine station / check post.

He is forbidden from engaging in private practice but shall be entitled to such

allowances as prescribed in Appendix-9 or as fixed by the Government from time to

time.

Shall not leave his headquarter beyond 24 hours without the express permission

of the controlling officer and shall leave his head quarter on leave or otherwise only after

being relieved by another Veterinary Assistant Surgeon.

Shall be entitled for a rent free quarter as in liue there of the house rent allowance

prescribed by the Government from time to time.

Shall see that all the subordinate staff posted at the quarantine station / check

post perform their duties properly and maintain discipline and shall be the usual channel

of correspondence for them.

Shall be responsible to undertake the prophylactic vaccinations against

contagious diseases in slack season viz from June to September and shall maintain the

up to date record of vaccine and vaccination. He shall submit the indent and obtain the


Volume - I Page 95

vaccines as per his requirement from the controlling officer and shall maintain cold

chain.

Shall be responsible to submit the prescribed reports and reports as prescribed to

the controlling officer on due dates and time and shall be responsible for the correctness

of the figures incorporated.






the instructions

SECTION-VII

ANIMAL DISEASE SURVEILLANCE UNIT

Aims and Objectives-

The aims and objectives of Animal Disease Surveillance Unit are-

(i) To collect data on prevalence of various epidemiological diseases of live-

stock.

(ii) To work out the crude mortality rate and morbidity keeping in view the age,

sex and breed of the live stock in order to provide future forecast in respect

of major animal diseases.

(iii) Plan to study the pattern of various epidemics in different whether conditions

/ natural calamities.

(iv) Plan to study the pattern of spread of disease.

(v) Identification of the areas of deficiencies and toxicity predisposing the

occurrence of disease.

(vi) Plan to analyze the factors responsible in livestock for large scale

reproductive disorders and calf mortality due to various disease.

(vii) Scheme to work out the economic losses due to various diseases on cost

benefit ratio involved in treating the animals.

FUNCTIONS AND DUTIES OF OFFICERS WORKING IN ANIMAL DISEASE

SURVEILLANCE UNIT

Assistant Director Veterinary Services (Animal Disease Surveillance Unit)-


technical / working plan in order to achieve the targets thereby fulfilling the aims and

objects of the organization.


Volume - I Page 96

Shall advise and keep the Director / Joint Director of Veterinary services apprised

with the latest techniques, ways and means in respect of the working of the animal

Disease surveillance units.

He shall keep liaison with various national institutes to keep in touch with the

recent development and approach with regard to animal disease surveillance work

through out the country.

Shall collect, compile, analyze and evaluate the monthly / quarterly / annual

progress reports and returns connected with the scheme / programme under his charge

and shall arrange to submit them to the head of the department / State Government /

Government of India as the case may be on due dates and time as per the proforma

prescribed.

Research Investigator (statistics)-


Assistant Director of Veterinary Services (Animal Disease Surveillance Unit) and shall

be responsible for his work to him.

Shall perform his duties and carry out the work as per instructions of the I/C

Animal Disease Surveillance unit / other superiors and shall assist him in performing his

duties.

Shall be responsible to scrutinize the schedules, return and reports and shall

analyze, evaluate and interpret the data under the guidance and supervision of the

superiors.

Shall prepare the schedules and questionnaire for the experimental studies to be

undertaken under Animal Disease Surveillance work under the guidance and

supervision of the superiors.

Shall be responsible for compilation, classification, tabulation and presentation of

various data received from the field and shall maintain them properly.

Shall be responsible to carry out the simple calculations connected with the

surveillance work viz. percentage, mean, variance, standard deviation etc under the

guidance and supervision of the superiors.

Shall be responsible to enter the data in the computers regularly or if required to

undertake job of key programming and data processing. He shall however take care to

verify the data collected from the filled before feeding it to the computers.






the instructions


Volume - I Page 97

SECTION-VIII

ALL INDIA COORDINATED RESEARCH PROJECT FOR EPIDEMIOLOGICAL

STUDIES ON FOOT AND MOUTH DISEASE

Introduction-

Free, frequent and easy movement of the animals from one place to another

gathers great risk of spread of many of the contagious diseases among animals

including Foot And Mouth Disease. This disease though having less mortality but is very

common with very high percentage of morbidity leading to heavy economic losses. In

view of this, the all India coordinated research project for epidemiological studies on foot

and mouth disease was established in the state of Madhya Pradesh with the head

quarter at Bhopal with the intention to carry out systematic studies on its prevalence in

order to find out suitable measures for its prevention and control. Foot-And Mouth

Disease (FMD) is a highly infectious viral disease of cloven-hoofed species

characterized by fever and vesicles in the mouth and on the muzzle, teats, and feet. In a

susceptible population, morbidity approaches 100%. The disease is rarely fatal except in

young animals. Cattle are the most susceptible. Domestic pigs are important hosts and

are very effective in propagating the disease. In sheep and goats, the clinical

manifestations of infection are usually less severe than in cattle and pigs. FMD is

caused by an aphthovirus of the family Picornaviridae. There are 7 immunologically

distinct serotypes: A, O, C, Asia 1, and SAT (Southern African Territories) 1, 2, and 3.

Within each serotype, there are a large number of strains that exhibit a spectrum of

antigenic characteristics; therefore, more than one vaccine strain for each serotype,

particularly O and A, is required to cover the antigenic diversity. Strains are

characterized by their genomic relationships and their antigenic similarities with

established vaccine strains.

Aims and Objects-

The main objectives of The All India Coordinated Research Project for

Epidemiological Studies on Foot and Mouth Disease are-

(i) To conduct systematic epidemiological studies on Foot and Mouth Disease to

assess the geographical distribution and seasonal occurrence of the different types

and sub type of the virus causing the disease in the region.

(ii) To assess the role of various factors associated with the origin, course and

development of the disease and losses caused by disease and impact and

monitoring of vaccination.

FUNCTIONS AND DUTIES OF OFFICERS ENGAGED WITH ALL INDIA

COORDINATED RESEARCH PROJECT FOR EPIDEMIOLOGICAL STUDIES ON

FOOT AND MOUTH DISEASE UNIT BHOPAL-


Volume - I Page 98

Deputy Director of Veterinary Services (Epidemiology)-


Director of Veterinary Services Bhopal Division and shall be responsible for his work to

him.

Shall be the over all in-charge of the administrative unit viz. all India coordinated

research project for epidemiological studies on foot and mouth disease and shall be the

custodian of all the store and dead stock under his charge. His jurisdiction shall be the

entire State of Madhya Pradesh.

Shall keep liaison with various national institutes to keep in touch with the recent

scientific developments particularly in respect of investigation, prevention and control of

Foot and Mouth Disease.

Shall prepare the annual technical programme for epidemiological studies on the

following lines and shall submit it to the Director Animal Husbandry by 15th November

every year for approval.

(i) Incidence of foot and Mouth disease in the area allotted to the

epidemiological unit with special reference to the periodicity, geographical

distribution and seasonal occurrence.

(ii) Collection of information regarding distribution of Cattle, Buffaloes, Sheep,

Goats and Pigs, seasonal and market movement of the animals of different

species, routes of migration of cattle, co-relation of the epidemics of Foot and

Mouth disease with contagious routes of migration that may play a role in the

dissemination of the disease and systematic epidemiological studies on

outbreaks of the Foot and Mouth disease in the following order of priority-

(a) Organized farms.

(b) Villages.

(c) Role of gowaries.

(d) Wild Animals and other sources.

(iv) Intensive epidemiological studies on the disease in the tribal areas.

(v) Effect of vaccination in highly susceptible as well as indigenous cattle and

other species in order to study the nature and duration of immunity with reference

to actual out breaks.

(vi) Collection of suitable material from maximum possible number of out

breaks of foot and mouth disease for transmission to the concerned typing centre

with history of the out break in the prescribed proformae.

(vii) Intensive disease surveillance programme in the selected organized farms

and villages.

(viii) Intensive efforts to attend the out breaks of FMD on the State Borders and

the State Cattle routes and strict vigilance.

(ix) Mode of spread of disease in order to decide the best methods for its

prevention and control.

(x) Measures to be adopted for prevention and control of FMD in actual out

breaks.


Volume - I Page 99

(xi) Preparation of Vials of glycerin phosphate Buffer solution (50%) and

supply to the field staff for collection and submission of samples for typing.

(xii) Communication of results received from typing centre to the field staff.


technical / working plan in order to achieve the targets thereby fulfilling the aims and

objects of the organization.

Shall see that the laboratory is fully equipped and that the required equipments,

instruments, apparatus, chemicals, media etc are maintained properly and replaced /

repairs / replenished in time.

Shall, from time to time intimate his observations / findings / results of typing to

the field officers and suggest them to take suitable measures for the prevention and

control of FMD.

Shall immediately proceed on receipt of information to the spot of epidemic for its

epidemiological studies and remedial measures etc. It is imperative that the local and

district Veterinary staff shall extend fullest cooperation and assistance to achieve best

possible results.

Shall after satisfying himself about the diagnosis of the FMD prevalent in an area,

intimate in writing to the concerned officers of the area to take suitable steps for the

prevention and control of FMD.

Shall on the basis of reports of his own and other institutions of the department

shall submit a quarterly review report about the prevalence, diagnosis, and control

measures adopted for this disease to the Director Animal Husbandry for his appraisal

with copy to the divisional officers concerned for adopting remedial measures.

Shall see that he organization functions as an epizootiological bureau for

supplying information to the Director Animal Husbandry / State Governments /

Government of India / ICAR / IVRI etc.

Shall manage the collection of suitable material from maximum possible number

of out breaks of FMD, for onward transmission to the concerned typing centers with a

brief history of the out break in the prescribed proformae, the material should be

collected as per instructions given at Appendix-10.

Shall collect, compile, analyze and evaluate the monthly / quarterly / annual

progress reports and returns connected with the scheme / programme under his charge

and shall arrange to submit them to the state Government / Government of India as the

case may be on due dates and time as per the proforma prescribed and shall be

responsible for the correctness of the information incorporated in the same.

Senior Veterinary Surgeon (Epidemiology)-

He shall work under the administrative control, guidance and supervision

of the Deputy Director of Veterinary Services (Epidemiology) and shall carry out the

work as per his instructions and shall assist the epidemiologist in performing his duties

as per instructions contained in foregoing paras.


Volume - I Page 100






the instructions

SECTION-IX

SLAUGHTER HOUSES

PRINCIPLES GOVERNING FUNCTIONING OF SLAUGHTER HOUSES-

In Madhya Pradesh all the slaughter houses are established, maintained and run

by local authority.viz, Nagar Nigam/ Nagar palika / Nagar parishad / or Gram Panchayat.

Local government authority delegate the power to follow and act according to the

instructions contained in different acts and amendments made therein from time to time,

and exercise such powers, as delegated-

Madhya Pradesh Nagar Nigam Adhiniyam, 1956,

Madhya Pradesh Nagar Palika Act, 1961,

The slaughter of animals act (the central provinces Act IV of 1915) 1915, and

meat, food products order, 1973,

Madhya Pradesh agricultural cattle preservation Act, 1950,

Madhya Pradesh Govansh Vadh Pratishedh Adhiniyam, 2004,

Prevention of Cruelty to Animals Act, 1960 (59 of 1960)

Personal Hygiene- Persons who come into direct or indirect contact with edible parts of

animals or meat in the course of their work should maintain appropriate personal

cleanliness and behavior, and should not be clinically affected by communicable agents

likely to be transmitted by meat. Persons who come into direct or indirect contact with

edible parts of animals or meat should maintain an appropriate standard of personal

cleanliness and wear protective clothing appropriate to the circumstances.

Healthy and Clean Animals- Contamination of meat with bacteria takes place during

slaughter and dressing and continues right through until the time it is eaten. Moreover,

many chemicals compounds are used in animal production process and some of these

have potential to end up as a residue in meat. Presence of microbial and chemical

agents in meat may result in illness. It is therefore best to proceed with extreme care

along the route from shed to shackle. In wholesome meat production, healthy and clean

animals are the primary requirement. The livestock marketing process involves sorting,

loading on to trucks, transportation, weighing, driving etc. During this process animals

are exposed to various kinds of stress and in severe conditions results in higher weight

loss, bruising and hemorrhage, skin blemish, broken bone and conditions like Pale soft

exudative (PSE) and Dark firm dry (DFD) Meat. Duration and frequency of handling,


Volume - I Page 101

condition of the vehicle, stocking density and care during transport are important factors

determining the level of stress on animals and quality of the meat. After arriving to

slaughterhouse, animals should be given sufficient period to recover from stress. The

lairages should be designed to facilitate adequate watering, washing and disinfections of

animals. Water should be provided at all times and food when necessary. Holding

animals in lairages without adequate litter and / or drainage can result in faecal soiling of

the skin.

Hygienic Meat Harvesting- Hygienic and scientific meat harvesting involves pre-

slaughter care of food animals, stunning, careful slaughter and dressing ,

decontamination of carcass with pressurized potable water followed by chlorinated water

spray, cooling carcasses as soon as possible after weighing, cutting / deboning of

carcass after 24 hours chilling in climatized rooms (12-15°C), packing, etc. Only

refrigerated transport can be considered adequate. Freezing (–22°C) retains the natural

quality of meat for longer time.

Zoonosis- It should be kept in mind that more than 300 diseases of diverse etiology

have been recognized which can be transmitted to human beings. Zoonosis is common

and the diseases they cause can be serious. Caring for the health of animals is the first

important step in preventing zoonosis. Practicing good personal hygiene, wearing

protective clothing and undertaking vaccination where appropriate, can minimize the risk

of some animal-borne diseases affecting people. Some people are more susceptible to

disease than others. Most can overcome exposure to diseases provided they are

healthy and their immune system is functional. Higher risk groups include people on

Immuno-suppressive treatments, diabetics, alcoholics, HIV-infected people and

pregnant women. Specific occupational groups may also be at higher risk of zoonotic

infections. Meat workers, farmers, wildlife workers and Veterinarians, who have close

contact with animals, may have increased exposure to diseases like Q-fever and

Leptospirosis. Anyone working with or handling animals should take precautions to

minimize the risk of infection. Because different zoonotic diseases behave differently,

avoiding specific infections requires an individual approach. A few straight forward

practices can provide a high level of general protection.

Vaccination for people- Vaccines are available for some zoonotic diseases and they

should be made use of. Abattoir workers, farmers and Veterinarians should seek advice

on Q fever vaccination.

Personal protection- Gloves, boots and aprons or overalls should be worn when

handling animals. Cover cuts and scratches with waterproof plasters.

Maintenance of Animal Health- Farm biosecurity and animal health programmes,

including the use of vaccines, plays an important role in reducing the risk of some


Volume - I Page 102

zoonotic diseases. Pet owners should make sure their animals are healthy and regularly

dewormed private Veterinarians can provide advice on treatments. The details regarding

biosecurity is appended at Appendix-36.

Care when immuno-suppressed- People with depressed immunity whether due to

illness or medical treatments, should avoid all exposure to zoonotic diseases.

Control of pest animals- Animals such as rats or feral pigs can carry zoonotic diseases

and control programs will reduce the likelihood of transmission to people.

Abattoir Waste Management- During the process of slaughter and dressing lot of

waste is generated in slaughterhouses. Efficient management of waste management will

protect public health and will also improve the acceptability of the meat production

activities among the adjacent residential population.

Waste management plan- Each abattoir should have a waste management plan which

stipulates the procedures for collection, treatment and disposal of solid and liquid waste.

Such waste management plans must have the approval of Pollution Control Board.

Collection and utilization of blood- Blood is the single major component contributing

to pollution if allowed to flow down the drain. Hence, blood should not be mixed with

wastewater. It should be collected separately and treated by cooking, sun drying or dry

rendering depending upon volume of blood, as it has the highest level of BOD.

Effluent handling- Every service abattoir should have an effluent treatment plant of

appropriate capacity for treatment of liquid waste. For small and medium sized abattoirs,

land based effluent treatment may serve the purpose. Whereas, for larger capacity

slaughterhouses, effluent treatment plants are obligatory.

Collection & disposal of type I waste (Vegetable matter)- Meat handlers have to be

trained in proper method of emptying of rumen and collection of paunch manure under

solid waste management programmes. Solid waste derived from lairages (left over feed

and fodder material and sweepings of dung and faecal material) and paunch manure

from slaughter hall is ideally disposed by composting and vermi- composting. This

should be carried out by local bodies.

Collection and disposal of type II waste (Animal matter)- Processing of small

quantities of type II waste will be difficult. Hence, a proper system for organized

collection of solid waste originating from animal tissues such as dead animals,

condemned carcasses and meat, inedible byproducts from the service abattoir and

waste from retail stalls need to be put in place. Collected animal matter needs to be

collectively processed in a dry rendering plant of appropriate size. Appropriately


Volume - I Page 103

designed four/three wheeler van must be used for collecting solid waste from retail stalls

daily. The operating cost of the van may be recovered by charging monthly fees from

the retail stalls.

Transportation of Meat Animals- Having produced healthy livestock in good conditions

and as clean as possible, it is necessary to keep them free from contamination during

the subsequent movement to the point of slaughter. It is of equal importance that they

be kept free from injury, stress, loss of weight and disease during the journey. For all

these reasons it is essential that livestock be slaughtered as close as possible to the

point of production in order to avoid long journeys.

Loading and unloading- Loading and unloading are often the most stressful parts of

the transport process, for both animals and handlers. A proper loading ramp, especially

if a lorry is being used, is essential. However, very steep ramps are undesirable

because they distress the animals may lead to injuries through falling. The time can be

adjusted in early morning during summer and later morning during winter season. It

allows them to browse on indigenous grass or shrubs and have access to water en

route. So the animals suffer minimum weight loss or shrinkage due to travel. Transport

by trucks is no doubt comfortable but the vehicles should be suitably constructed for

carrying different species of animals and must permit careful loading and unloading of

animals. Distance up to 500 Kms or 12-15 hours journey may be negotiated by road

truck. If the journey requires to be continued for more than 12 hrs, the animals should be

unloaded and offered sufficient feed and water.

Meat Inspection- All food animals (Buffaloes, Sheep, Goats, Pigs, etc.) are to be

slaughtered for production of meat at slaughterhouses authorized by Corporations,

Municipalities, Panchayats etc. As per the direction of Supreme Court of India, all the

slaughterhouses are to be modernized scientifically following norms of Pollution Control

Boards, Animal Welfare Board, Food Safety and Standards Authority of India etc. It is

mandatory that all the food animals are inspected by a qualified Veterinary Doctor who

is registered by Veterinary Council of India with the assistance of some trained Meat

Inspectors for the production of hygienic and wholesome meat. The main objectives of

meat inspection are-1) to protect the consumers from zoonotic diseases through

consumption or handling of meat-2) to protect slaughter personnel and 3) to protect

animal health. It includes Ante mortem Inspection and Postmortem inspection.

Ante mortem examination- is the examination of the live food animals (Buffaloes,

Sheep, Goats, Pigs, Poultry, etc.) before slaughter so that only healthy and

physiologically sound animals are slaughtered for human consumption. It is done in

pens where proper lighting and ventilation are available. All animals are rested for 24

hours only allowed for slaughter. Animals should not be fed for at least 12 hours before

slaughter. However abundant water should be provided. It is done on the day of arrival


Volume - I Page 104

and also before slaughter. Identification of animals is very important which is done

through traceability. It is done while the animals are in rest and motion. During ante

mortem examination, the abnormalities like physical exhaustion, changes in posture,

behavior, gait, abnormal structure in abdomen, abnormal discharges from nose, mouth,

rectum, protrusions, high body temperature, abnormal pulse rate, respiration etc are

recorded. All the fit animals are passed for slaughter. All the unfit animals are

categorized as

(a) Dead animals.

(b) Diseased animals.

(c) Slaughter authorized under special conditions.

(d) Delayed slaughter.

(e) Casualty slaughter and

(f) Emergency slaughter.

Postmortem examination- The examination of dressed carcasses and their organs

(heart, liver, lungs, kidneys, spleen, intestines etc.) immediately after slaughter for

providing wholesome meat to consumers. It is done by visual examination, palpation,

incision and use of laboratory tests. The carcass is examined for nutritional status,

bruising, discolouration, edema, swelling and other deformities, abnormalities of bone

and musculature, abnormal odour, deformities in pleura and peritoneum etc. The

carcass is also examined for satisfactory bleeding and setting of the carcass. After

thorough postmortem examination, the carcass is passed for human consumption or

condemned. All the passed carcasses are stamped indicating the consumers about its

validity.

Pre Slaughter Care and Handling of Meat Animals- Pre-slaughter care, handling and

transport of meat animals are very important for production of wholesome meat. The

process of production of wholesome meat starts from farm and continues till the meat

reaches the consumer‟s kitchen (farm to fork approach). The production of carcasses of

high hygienic standards demands sound husbandry methods, which pay close attention

to animal health as well as cleanliness in the final stages of fattening in the farm.

Livestock receiving area- It is the area where animals are received. Receiving area

must have watering, feeding and animal inspection facilities. Animals are to be

inspected by a Veterinarian. Healthy animals are sent to lairage while sick and injured

animals are to be sent to isolation pen.

Lairage- Place where animals are provided rest before slaughter. Rest is to be provided

up to 24 hours to overcome the physiological stress involved in transportation of

animals. Sheep have to be kept off feed up to 12 hours before slaughter in lairage to

reduce the gut contents thereby reducing the chances of contamination during dressing

of carcasses. Space requirement for lairaging of sheep is 0.6 m2 per animal.


Volume - I Page 105

Slaughter hall- Premises where stunning, bleeding and dressing of carcasses takes

place in the abattoir. Animal need to be stunned before slaughter for painless killing. To

ensure proper and safe stunning a restrainer has to be provided which will hold the

animals firmly while stunning. Stunning will be followed by bleeding which has to be

done on a bleeding trough of 1.1 to 1.2 m width for small ruminants. Dressing of the

animals has to be done on rail for ensuring hygiene. Height of the overhead rails has to

be about 2.7 m at bleeding area and 2.3 m at dressing area.

FUNCTIONS AND DUTIES OF VETERINARY OFFICER WORKING IN SLAUGHTER

HOUSE-

Shall be responsible for his work to the Deputy Director of Veterinary services in

charge district and shall work under his technical guidance and supervision.

Shall work under the administrative control of the concerned city corporation /

municipality and shall follow the instructions given from time to time.

When posted/ engaged as a fulltime Veterinary officer in a slaughter house run by

city corporations/ municipalities / other government or semi Government organisations,

shall be the in charge of the slaughter house.

Shall undertake the ante mortem examination of animals to be slaughtered at the

instance of a written directive from competent authority as per provisions of Madhya

Pradesh Agricultural Cattle Preservation Act, 1959 and amendments made there to from

time to time and shall conduct the ante mortem examination as per instructions

contained in Appendix-58.

Shall also conduct the post mortem examination of the animals as per the

instructions contained in Appendix-59 and in accordance with Appendix-29, 30 and

31.

Shall with the assistance of the corporation / municipal / organisation authorities,

inspect the meat shops, twice a week regularly to avoid the sale of inedible and infected

meat and shall also advise and guide the meat traders to maintain proper hygienic and

sanitary conditions in the meat shops. Shall be paid remuneration by concerned Nagar

Nigam as per Appendix-63.

Shall follow and act according to the instructions contained in different Acts viz.

Madhya Pradesh Nagar Nigam Adhiniyam 1956, Madhya Pradesh Nagar Palika Act

1961, the slaughter of animals act (the central provinces Act IV of 1915) 1915, and

meat, food products order 1973, Madhya Pradesh agricultural cattle preservation Act

1950 and Madhya Pradesh Govansh Vadh Pratishedh Adhiniyam 2004 and

amendments made therein from time to time, and exercise such powers, as delegated.

In case of anthrax infected carcasses, shall follow the instructions as appended at

Appendix-60.

Shall regularly arrange / advise for disinfection of slaughter house / abattoir as

per procedure appended at Appendix-61.


Volume - I Page 106

Shall keep a record of the number and kind of animals slaughtered along with the

number and kind of carcass and parts or organs condemned on account of different

diseases.

Shall see / advise that at the close of each day‟s work the abattoir under him are

thoroughly cleaned and disinfected according to the procedure specified and the

condemned parts or organs duly destroyed and the offals removed to such places as

may be fixed by the local authorities.

Shall ensure hygienic procedure regarding handling and transportation of meat to

avoid contamination.

Shall see that light, ventilation, drainage, water supply, fly proofing, general

cleanliness of floor and walls of the slaughter house are maintained.

Shall examine the carcass and viscera of all animals slaughtered, methodically

and completely in all the cases. All carcasses inspected and passed as fit for human

consumption should be clearly stamped at several places giving the date of inspection

with his signature. The details of stamping ink are appended at Appendix-62.

Shall see that the instruments likes knives, wipes etc are properly cleaned/

disinfected at the end of each working day, used for cutting or examination of any

diseased organs, tissue and shall not be used for any purpose until they are disinfected

in boiling water or other suitable disinfectants.

The carcass of animal found well nourished and free from any disease, should

only be passed as fit for human consumption.

He, if finds any abnormality in any part or organ of the carcass, the whole carcass

and the organs should be examined thoroughly for the evidence of any repetition of such

abnormality in other parts / organ of the carcass. However the organs with abnormality

should be discarded.

Shall with the help of the health officer of the city corporations/ Municipality/

organization prosecute the illicit slaughter and sale of such meat.

Shall follow the instructions/ regarding working of slaughter houses and slaughter

of animals given by Director Local Self Government/ Municipal Commissioner / Deputy

Director of Veterinary Services (In charge District).

He, unless and until called for to do shall not perform any other departmental

work except the slaughter house duties.

Shall be responsible for the submission of prescribed reports and returns on due

date and time to the superiors as per proforma prescribed.

A Veterinarian when required to look after the duties of a slaughter house as a

part time job in addition to his own duties, under the orders of a competent authorities

shall follow the instructions contained in the foregoing paras however, he shall be

entitled to claim special allowance for such additional work as per the Govt. of Madhya

Pradesh, local self Government Order No. 89471/18-16/City -X/ Dated 28.08.76 as



Volume - I Page 107

MEAT MARKING

Application of Health Mark –

The carcass/ meat of every animal, which is slaughtered at the Municipal

Slaughter House, will bear a health mark/ stamp after the veterinary doctor has declared

the same fit for human consumption after the examination, A person shall not sell or

supply meat for human consumption, or for incorporation in a food for human

consumption, unless the meat bears a health mark.

Restriction on sale, supply etc. of meat

The Municipal Corporation authorizes to use abbreviations of Marks of inspection,

and such abbreviations shall have the force and effect as the respective marks for which

they are authorize to be used. This marking shall be made on the spine and the thigh of

the animals.

The ink used for the purpose of meat marking shall be indelible and non-

poisonous, and all the instruments and marking articles shall be used only by the

Veterinary Surgeon/ under his/ her supervision and when not in use shall be kept

in safe custody of Veterinary Surgeon under the lock and key.

Carcasses or parts and organs thereof found by the veterinary surgeon on

examination to be fit for human consumption shall be marked “Passed” along with an

identifying mark for the kind of meat such as:

“G” for Goat flesh

“M” for mutton.

“F” for Buffalo and

Any carcass or part or organ thereof found by the veterinary surgeon on

examination diseased or otherwise unfit for human consumption shall be condemned.

All condemned carcasses, part of organs shall be seized by the veterinary

surgeon and destroyed with crude carbolic acid or other prescribed agent, or destroyed

by incineration.

If the veterinary surgeon deems it necessary to hold up any carcass or part

thereof for further examination, he shall mark the same “Held”.

SECTION- X

INSTITUTE OF ANIMAL HEALTH AND VETERINARY BIOLOGICALS, RASALPURA,

MHOW (M.P.)

General-

Large scale manufacture and standardization of Veterinary Biologicals (Vaccines,

Antisera, etc.) is a highly specialized branch. The technology is based on the

development carried out in the fields of microbiology, immunology, bio-physics,

biochemistry, pharmacy and other branches of engineering such as mechanical,

electrical, refrigeration, electronics, high vacuum and environmental control. The

production of biologicals is governed by the Drug and Cosmetic Act and the security and


Volume - I Page 108

the interests of workers by the provisions of fundamental rules and such other rules

prescribed Government of Madhya Pradesh from time to time.

Technical personnel engaged in this branch are basically graduates in Veterinary

Science from a recognized university or institution in India or abroad. At least 4 to 6

months training in the techniques of manufacture of biological products from the IVRI

and about 2 years experience of production of biological products or post graduate

degree in bacteriology/ virology (Madhya Pradesh Gazette 27th July 1973). Besides

further specialization is achieved by deputing some officers to short term pin pointed

courses for particular product or technique. Temperamentally, the job needs composed,

and devoted workers who should have research aptitude and a craze for constant

learning. The establishment of the institute of animal health and Veterinary Biologicals

has therefore been separated from the Civil Veterinary department, for the purpose of

seniority. The institute coordinates the activities of the field officers and the institute.

History:

An institute was set-up in April 1949 at Gwalior as Madhya Bharat Vaccine and

serum Institute, Gwalior to fulfill the needs of Veterinary Biologicals of the then Madhya

Bharat state. A Major portion of it was shifted in the buildings of college of Veterinary

Science And Animal Husbandry Cum Livestock Research Institute, Mhow with the

objectives of undertaking production of all the required biologicals for the entire re-

organised Madhya pradesh and to coordinate research activities with the college. The

Institute was named as Biological Production Division, Mhow during this phase.

Consequent upon the establishment of Jawaharlal Nehru krishi Vishwavidyalaya,

Jabalpur in Dec 1964, the college of Veterinary Science along with the livestock

research activities was transferred to the Vishva Vidhyalaya and the Biological Products

Division was retained by the Veterinary And Animal Husbandry Department. It was

decided in a meeting of all the officers I/c of Biological products in the country held at

Delhi, that all the Institutes preparing Veterinary Biologicals in this country should be

uniformly named as institute of Animal Health and Veterinary Biologicals. It was

envisaged that in addition to its role of production it should be useful in the area of

product development research and imparting short courses for the research of field

workers.

Aims & objects:

To attain self sufficiency in production, standardization and supply of various

vaccines, sera, diagnostics as may he needed for control, eradication, diagnosis and

treatment of major infections of livestock and poultry in the state.

To supply biologicals to any other state or foreign countries in state of

emergencies in consultations with the Director, Animal Husbandry (Madhya Pradesh),

State Government and the Ministry of Agriculture, Government of India.


Volume - I Page 109

To constantly improve upon the existing products and to undertake manufacture

of additional products in accordance with the advancements in the relevant fields of

science technology.

To keep aware of recommendations of the ministry of Agriculture Research,

about their national policies of livestock and poultry disease control programme and by

implementing their recommendations concerning production and standardization of

Biological products.

To participate in the technical programmes of schemes financed fully or partly by

Govt. of India, Indian Council of Agriculture research, Indian Council of Medical research

or any other National/international agencies like, Food and Agriculture Organisation or

world Health Organisation or such other learned bodies with the approval of Govt. of

Madhya pradesh to expedite the livestock and poultry diseases control programmes.

To undertake applied Research programmes for solving local problems regarding

infectious diseases and to study strains involved and their relation to vaccine strains.

To actively participate in various national/International conferences, meetings,

seminars, expert panels to gain the knowledge and to discuss related problems.

To conduct short tern training courses for field officers so as to make them

familiar with recent techniques for diagnosis and control of diseases.

To conduct applied research for product development and promote the officers

and staff to be engaged in such pursuit.

FUNCTIONS OF THE INSTITUTE:

To collect information of the requirement of various Bacterial and viral vaccines,

antesera, diagnostics and diluents from the field officers for assessing the total annual

requirement of each product on the prescribed proforma.

To undertake manufacture of the required total quantity of each product by

phasing out programmes to effect timely supply of biological.

To standardize all the batches of biologicals as per approved procedures.

To procure such products from other biological product institutions which are not

manufactured by the institute or which may be out of stock or in short supply at the time

of demand.

To supply surplus biologicals to other states or to under-take manufacture of

additional biologicals if requests are received from other states duly approved by states/

central Government.

To undertake manufacture of experimental biologicals with the ultimate objective

of including these in the schedule of large scale production.

To undertake applied research projects related to solving local problems of

manufacture and standardization and improvement of products for development of new

products.

To submit proper schemes/plans to the Govt. of M.P./Govt. of India for

strengthening, expansion or for implementing recommendation of the various disease

control programmes laid by National/International authorities.


Volume - I Page 110

To store the biologicals at desired temperature in the institute until despatch.

To undertake dispatch of the biologicals by suitable modes and routes in properly

packed condition and to keep proper records.

To cooperate with the State/Central livestock Health authorities in investigation in

the incidences of adverse reactions, break down of immunity, if any, following use of a

biological manufactured by this institute, if advised by the Director, Animal Husbandry.

To advise field officers in all the matters of storage, use, adverse reactions, if any,

in respect of all the biologicals.

To submit proposals for deputing the staff of the institute to participate in training

programmes, technical forums organised by ICAR/ IVRI/ ICMR /Universities/ foreign

agencies etc. to improve the efficiency of the staff.

To encourage staff to develop research aptitude and to undertake higher training

courses leading to M.V.Sc. and Ph.D.

To impart short term training to field Veterinarians and Technicians as and when

needed, at State level.

FUNCTIONS AND RESPONSIBILITIES OF VARIOUS CATAGORIES OF OFFICERS

AND SUBORDINATE STAFF UNDER INSTITUTE OF ANIMAL HEALTH AND

VETERINARY BIOLOGICALS ORGANISATION:

Directorate Level:-

At the Directorate, the Joint-Director of Veterinary Services, Deputy Director of

Veterinary Services, Veterinary Surgeons and other staff shall advice and assist the

Director for the formulation, implementation, evaluation and monitoring of various

activities of Institute of Animal Health and Veterinary Biologicals in the state who in tern

shall guide the officers and staff engaged therein for proper execution and

implementation of the Veterinary Biologicals work.

Director:

He shall be over all in charge of the Institute of Animals Health and Veterinary

Biologicals and shall be the custodian of all the store and stock under this charge.

He shall work under the administrative control of the Director, Animal Husbandry,

Madhya Pradesh and shall be responsible for his work to him.

He shall be responsible for obtaining/ renewing the manufacturing license under

drug act for various Biological products.

He shall submit the necessary development plans and organise the training of

staff in different specialties in various national/international laboratories.

He shall follow the provisions made in the Drug and Cosmetic Act, Factory Act,

Pollution Control Board and other similar legislation with the assistance of the

subordinate officers.


Volume - I Page 111

He shall maintain a liaison with various national/international institutes to keep in

touch with recent scientific development in respect of Animal Health and Veterinary

Biologicals.

He shall see that information of the requirement of various Bacterial and Viral

Vaccines, Antisera, Diagnostics and Diluents from the field officers are collected for

assessing total annual requirement of each product on the prescribed proforma as

appended at Appendix 19 to 24.

He shall prepare the annual technical/ working plan of all the section in the

Institute for the production and supply of various Bacterial and Viral vaccines including

production of Diluents and Diagnostic material at Gwalior on the basis of demand from

the field and shall submit the same to the Director, Animal Husbandry, Madhya Pradesh

in the month of April each year for approval and shall be responsible for the execution

and implementation of the approved technical/ working plan of the institute through the

subordinate officers and other staff for the smooth and efficient working to achieve the

targets thereby fulfilling the aims and objects of the institute.

He shall be responsible to procure and arrange to supply such products, from

other Biological production Institutions, which are not manufacture by the institute at the

time of demand.

He shall so plan that the institute is fully equipped and the required plants,

equipments accessories, instruments accessories, instrument, apparatus, chemicals,

stains, dyes, media, packing material for dispatch / supply of finished products and raw

materials etc. are maintained properly and replaced or repaired or procured in time for

smooth and efficient functioning of the institute according to the annual targets.

He shall see the secondary seed lots for production, to examine the purity and to

propagate the culture in prescribed system is followed by the officers/ staff concerned.

He shall enforce necessary checks so that the examination of propogated culture

for purity and its process into vaccine as per prescribed procedure is conducted

properly.

He shall periodically review the schedules of the laboratory animals and other

experimental animals and may reform/modify the schedules with reference to either

availability of ingredients or any new addition of knowledge in this area.

He shall see that proper record of animals either bred in the institute or utilized in

experiments is properly maintained with reference to the experiment conducted along

with normal manage mental records.

He shall see that animals so utilized are disposed off properly as per approved

procedure, to avoid remote chances of spread of any kind of infection.

He shall carry out periodical inspection of the sections/unit of the institution to

ascertain the production and/ or standardization of vaccines and other products is

carried out as per approved procedures.

He shall see that the quality of all the Veterinary Biologicals, diluents, diagnostic

materials produced/ standardized, is maintained as per drugs and cosmetics Act

schedule F and/ or such other standards prescribed by national laboratories.


Volume - I Page 112

He shall ensure that bottling vial/ ampoule filling and sealing is accurately carried

out and the finished containers are checked for extraneous matter and shall also ensure

correctness of labels as regards contents and expiry date.

He shall see that the vaccine diluents, diagnostic material etc so prepared are

properly stored at prescribed temperature in cold storage till dispatch to the indenting

officers and shall be final authority to release the vaccine for field use.

He shall ensure that tangible records pertaining to preparation/ standardization

and supply of vaccines and such other products manufacture by the institute are

maintained brew-wise/batch-wise. He shall ensure that all the articles such as

chemicals, glassware, sundries, equipments, feed and fodder, machineries, spares,

purchased for the work of institute are brought on records of central store and their

subsequent issues and utilization by various Laboratories.

He shall ensure proper disposal of by - products or waste products, and shall also

see that the write - off proposals of store articles are submitted regularly to him.

He shall see that the routine maintenance and upkeep of plant / cold storage /

freez dryer / Boiler / Generator / Automobiles etc for operational and production activity

is carried out properly by the staff concerned for uninterrupted function.

He shall ensure that the pressure vessels used in production or standardization

are tested by prescribed authorities periodically so as to meet the requirements of

Factory Act.

He shall be responsible for the submission of the prescribed periodical reports

and returns and the annual reports and returns and the annual report on due-dates and

in time to the controlling officer / to Government of India on the prescribed proforma and

shall be responsible for the correctness of information incorporated in the returns and

reports.

BACTERIAL-VACCINES SECTION

Deputy Director (Bacterial vaccines)

He shall be responsible for his work to the Director (A.H.& V.B.) and shall work

under his guidance and supervision.

He shall be in charge of the Bacterial Vaccine section and if needed, shall create

suitable subsections for proper execution of work of the section with over all control of

Director (A.H.& V.B.).

He shall be responsible for the execution and implementation of the approved

technical/ working plan of the section through the subordinate officers and other staff.

He shall keep the Director of the Institute apprised of the demand and supply

position of various vaccines etc from time to time.

He shall see that the production of Bacterial Vaccine is phased out, with an

allowance of at least 20% extra as emergency stock, on the basis of demand received

from field officers by him, keeping in view the:

(i) Time required for testing.

(ii) Storage capacities of cold storage.


Volume - I Page 113

(iii) out flow of vaccines commensurate with field demand.

He shall be responsible for the manufacture of following vaccines or other

vaccines as per requirement when asked to do so, as per provisions of Drug and

Cosmetic Act schedule F1/ such other protocols prescribed by national laboratories/

learned bodies from time to time.

(I) H.S. Alum Precipitated vaccine.

(II) B.Q.Vaccine.

(III) Anthrax spore vaccine.

(IV) Enterotoxaemia vaccine.

He shall see that central generalized facility of Media production and supply of

Bacteriological media is provided to all the laboratories of the institute, as per their

requirement, in time and shall also provide expert facility for special occasions for typing

of bacterial pathogen. Similarly he shall see that the facility of central sterilization,

supply of distilled water, physiological saline, glycerin saline buffers of various kinds to

all the laboratories of the institute is provided and suitable record of sterilization,

efficiency of sterilization, Maintenance/ operation and annual inspection of boiler, testing

of pressure vessels, procurement of coal are maintained upto date.

He shall take note of the common difficulties encountered in production and

promote applied research in the light of available knowledge with the ultimate aim of

giving out a better product.

He shall also initiate pilot productions of such products that may be needed in

future with the aim of creating confidence in workers to handle a particular product

needing a large scale manufacture.

He shall be responsible for the routine maintenance of boiler and keeping it in

running condition for general sterilization work of the institute and shall take timely

suitable action for procurement of coal and keeping enough stocks for uninterrupted

working of boiler.

He shall be responsible for the submission of the prescribed periodical reports

and returns on due dates and in time to the controlling officer/ to Govt. of India on the

prescribed proforma and shall be responsible for the correctness of the information

incorporated in the returns and reports.

Senior Veterinary Surgeon

He shall be responsible for his work to the Deputy Director Biological products/

Director (A.H. & V.B) and shall work under his guidance and supervision.

He, whenever directed to work in a particular sub section, shall be in charge of

that sub section.

He shall be responsible to sign all the protocols connected with vaccine

production, standardization, packing and dispatch to the field officers.

He shall follow the instruction of his superiors as regard the working of his section

is concerned.


Volume - I Page 114

He, whenever required, shall conduct postmortem on the animals of the institute

and shall collect material for further examination, investigation etc. in accordance with

procedure laid down.

He shall submit the post mortem report in the prescribed proforma as appended

at Appendix-65 to the Deputy Director/ Director (A.H.& V.B) as the case may be, at his

earliest.

Veterinary Surgeon

He shall be responsible for his work to the Senior Veterinary Surgeon/ Deputy

Director/ Director Animal Health & Veterinary Biologicals and shall work under their

guidance and supervision.

He, whenever directed to perform the duties and carry out the work in a particular

section / sub-section shall follow the instructions, as fixed by the section or sub-section

in charge or other superiors, for smooth and efficient working.

He, whenever required, shall conduct postmortem on the animals of the institute

and shall collect material for further examination, investigation etc. in accordance with

procedure laid down.

He shall submit the post-mortem report, in the prescribed proforma as appended

at Appendix-65, to the Senior Veterinary Surgeon / Deputy Director/ Director, A.H. &

V.B. as the case may be, at his earliest.

Veterinary Assistant Surgeon

He shall be responsible for his work to the Veterinary Surgeon/ Senior Veterinary

Surgeon/ Deputy Director/ Director Animal Health & Veterinary Biologicals and shall

work under their guidance and supervision.


section/sub-section shall follow the instructions, as fixed by the section or sub-section in

charge or other superiors, for smooth and efficient working.

Senior Laboratory Technician

He shall be responsible for his work to the section sub-section in charge/other

superiors of the institute and shall work under his guidance and supervision and he shall

perform his duties and carry out the instructions in respect of routine working of the

laboratory as fixed by the section/sub-section in charge or other superiors.

Shall be responsible for his work to the section in charge / superiors of the

institute and shall work under his guidance and supervision and shall carry out the their

instructions in respect of routine working of the laboratory and shall also be responsible

for sterilization of equipments, instruments, glassware, chemical media and other fluids

etc. as and when required. Shall perform any other specialized job such as glass

blowing, necking, sealing of ampoules freeze drying, preparation of complicated

solutions etc. Shall see that the cleanliness, upkeep and periodical maintenance of all

the machines used in the laboratory. Shall be responsible for the store and stock articles


Volume - I Page 115

/ equipments / instruments / stains / media / chemicals / sundries etc. issued to the

section in which he is working and shall see that they are maintained, labeled properly,

neatly, cleanly and safely. Shall be responsible for the daily routine work of the

laboratory viz. Preparation of various extenders / stains / buffers / solutions / fluids/

reagents etc., preparation and staining of slides, recording of temperature of

experimental animals etc and handling of animals.

Laboratory Technician / Glass Technician

He shall be responsible for his work to the section in charge/other superiors of the

institute and shall work under his guidance and supervisions.

He shall perform his duties and carry out the instructions in respect of routine

working of the laboratory as fixed by the section in charge or other superiors and shall

assist the section/ sub-section in charge and other superiors in various production/

standardization work.

He shall be responsible for sterilization of equipments, instruments, glassware,

chemical media and other fluids etc. as and when required.

He shall perform any other specialized job such as glass blowing, sealing of vials/

ampoules, freeze drying, preparation of complicated solutions etc.

He shall be responsible for the general cleanliness, upkeep and periodical

maintenance of all the machines used in the laboratory.

He shall be responsible for his work to the sub-section/ section in charge.

Glass Blower :


institute and shall work under his guidance and supervision.

Laboratory Attendant Class IV / contingent Staff

He shall be responsible for his work to the sub section/section in charge or other

superiors of the institute and shall work under his guidance and supervision.

He shall present himself on duty in authorized & clean prescribed dress.

He shall work with carcasses in respect of various functions of the laboratory and

the disposal of the dead bodies their remnants, bones hides, excreta etc.

He shall have to clean, sweep, disinfect such areas where animals are

maintained, slaughtered or otherwise killed or died, and their surroundings shall have to

clean, sweep and disinfect.

He shall have to clean, sweep, and disinfect the laboratory and laboratory

accessories frequently as directed by the superiors.

He shall work as per instructions in pre-filling and post filling operations as well as

graining of animals and feeding and watering of the animals.


Volume - I Page 116

VIRAL-VACCINES SECTION:

Deputy Director (A.H. & V. B) Viral Vaccines

He shall be responsible for his work to Director (A.H. & V.B) and shall work under

his guidance and supervision.

He shall be in charge of viral vaccine section and, if needed, shall create suitable

sub section for proper execution of work of the section with over all control of Director

(A.H. & V.B)

Shall also provide expert facilities for diagnosis of viral diseases as and when

required to do so.

He shall see that washing and sterilization facility is upto date and is always in

perfect order and shall make the same available, if feasible to other laboratories of

institute as per their requirement.

He shall be responsible for the manufacture of following vaccines as per drug and

Cosmetics Act schedule F1 or such other protocols provided by other agencies/

institutions/ international laboratories or other vaccines as per requirement as and when

asked to do so, after obtaining license for such manufacture.

i) New castle disease mesogenic (R2B strain)

ii) New Cattle disease lentogenic (“F” strain)

iii) Fowl pox CEVL

iv) Antirabic Vaccine Prophylactic Type sheep brain vaccine.

v) Antirabic Vaccine Post Bite sheep brain Vaccine.

vi) Swine Fever Vaccine.

He shall see that central generalised facility of deionised water, triple glass

distilled water and soft water is provided to all the laboratories of the institute, as per

their requirement, in time.

He shall be responsible for an even supply of the manufactured viral vaccines all

over the State, as per their requirement and, other States too.

He shall be responsible for proper storage of FMD vaccine and supply of the

same, all over the State of M.P.

He shall be responsible to maintain a small unit of Poultry to cator the

requirement of embryonated eggs and birds for production and standardization of

vaccines.

He shall perform any other work assigned to him by his superiors from time to

time.


He shall be responsible for his work to the Deputy Director of Veterinary Services/

Director (Biological Products) and shall work under his guidance and supervision.

He whenever directed to work in a particular section/ sub-section, shall be in

charge of that sub-section.

He shall assist his superiors for smooth and efficient working of the institute.


Volume - I Page 117

Veterinary Surgeon

He shall be responsible for his work to the Senior Veterinary Surgeon / Deputy

Director /Director (A.H.&V.B) and shall work under his guidance and supervision.

He whenever directed to perform the duties and carry out the work in a particular

section /sub-section shall follow the instructions, as fixed by the section or subsection in



time.

He shall be responsible for timely procurement of animals/ chicks embryos/ such

other subtracts prescribed for viral multiplication, their timely infection with prescribed

schedules and harvest at optimal periods.










time.

Laboratory Technician/Glass Technician


institute and shall work under his guidance and supervision and shall perform his duties

and carry out the instructions in respect of routine working of the laboratory as fixed by

the section in charge or other superiors.

He shall assist the section /sub-section in charge and other superiors in various

production/standardization work.

Glass Blower:



Laboratory Attendant/ Class IV/ Contingent Staff

They Shall perform their duties and carry out the instructions in respect of their

routine work as fixed by the section, sub-section in charge / other superiors and shall

follow the instructions contained in Chapter-II.


Volume - I Page 118

TISSUE CULTURE RINDERPEST VACCINE SECTION

Deputy Director (Rinderpest Vaccine)

He shall be responsible for his work to the Director (A.H. & V.B) and shall work


He shall be in charge of the Rinderpest Vaccine Section and, if needed, shall

creat suitable subsections for proper execution of work of the section with over all

control of Director (A.H. & V.B).


time.

He shall be responsible for the manufacture of following vaccines as per drug and

cosmetics Act schedule F1 or such other protocols prescribed by other institution or

such other vaccines as per requirement as and when asked to do so, after obtaining

license for such manufacture.

i) Marek‟s Disease Vaccine

ii) Tissue Culture Sheep Pox Vaccine.

iii) PPR Vaccine.

He shall be responsible to conduct various short term training programmes of the

students from various Institutes, all over the country.

He shall see that tissue culture media and cells to other laboratories is made

available as per their requirement.

Senior Veterinary Surgeon:

He shall be responsible for his work to the Deputy Director of Veterinary Services

/ Director, A.H. & V.B. and shall work under his guidance and supervision, and shall

whenever directed to work in a particular section/sub-section and shall be in charge of

that sub-section.


time.

He shall be responsible to sign all the protocols connected with vaccine

production, standardization, packing and dispatch to the field officers.

Veterinary Surgeon:

He shall be responsible for his work to the Deputy Director/ Director, A.H. & V.B.

and shall work under his guidance and supervision. He, whenever directed to perform

the duties and carry out the work in a particular section/ subsection shall follow the

instructions, as fixed by the section or sub section in charge or other superiors, for

smooth and efficient working.


time.


Volume - I Page 119









He shall perform any work assigned to him by his superiors from time to time.

Laboratory Technician

He shall be responsible for his work to the section in charge/ other superiors of

the institute and shall work under his guidance and supervision and shall perform his

duties and carry out the instructions in respect of routine working of the laboratory as

fixed by the section in charge or other superiors.

He shall perform any work assigned to him by his superiors from time to time.

Laboratory Attendant/Class IV contingent

They shall perform their duties and carry out the instructions in respect of their

routine work as fixed by the section, sub-section in charge/other superiors and shall

follow the instructions contained in chapter-II.

STANDARDIZATION SECTION:

Deputy Director (A.H. & V.B) (Standardization Section)

He shall be responsible for his work to the Director (A.H. & V.B) and shall work


He shall be in charge of the standardization section and if needed, shall create

suitable subsection for proper execution of work of the section with over all control of

Director (A.H. & V.B.)


time.

He shall be responsible for timely testing of vaccines in coordination with different

production laboratories of the institute.

He shall see that all the relevant Bacterial and Viral virulent strains are procured,

maintained and suitably stored so that they are always available for challenge tests.

He shall be responsible to maintain small animals breeding unit of

rabbits/mice/guinea pigs and such other species of experimental/ laboratory animals

needed by the institute and shall also be responsible for the proper managerial care etc

of these units.


Volume - I Page 120

He, keeping in view the demand of various laboratories of the institute, shall be

responsible to plan and phase out the, breeding programme of the aforesaid animals in

such a fashion so as to supply the animals of prescribed age, weight and number to the

concerned production/testing sections as and when required.

He shall be responsible for testing of all the vaccines, diluents and any other type

of product manufactured by the institute in accordance with the provisions of Drugs and

cosmetic Act Schedule F1 or those prescribed by national laboratory or any learned

body and shall see that, the testing of vaccines is carried out in such a manner that the

supply is not affected in any way and vaccine is supplied to the field only after testing.

He shall see that post mortem examinations on all such animals dead during

experiments or in routine in all the production/testing laboratories of the institute is timely

conducted and the relevant report/records are submitted to the concerned section.

He shall be responsible for the production of fodder crops, management of grass

lands, conservation of fodder and grass, procurement of Hay etc and related agricultural

operations to meet the requirement of the institute.

He shall be responsible for regular supply of water to different laboratories and

institute as a whole.

He shall be responsible for proper disposal of Bio-Medical Waste of the Institute

and procure NOC from Pollution Control Board as & when required.

He shall be responsible to maintain the norms required for CPCSEA Certification

of the Small Animal House.

He shall be responsible to maintain security of different buildings of the Institute

during night.


He shall be responsible for his work to the Deputy Director of A.H. & V.B./

Director, A.H. & V.B. and shall work under his guidance and supervision.

He whenever directed to work in a particular section/sub-section, shall be in

charge of that section/sub section.


time.

Veterinary Surgeon

He shall be responsible for his work to the Senior Veterinary Surgeon/ Deputy

Director/ Director, A.H. & V.B. and shall work under his guidance and supervision.


time.






Volume - I Page 121





He shall follow the instructions contained in the foregoing para 447 and 448 of

this section.

Laboratory Technician/Glass Technician




time.

Glass Blower



Laboratory Attendant / Class IV Contingent Staff

They shall perform their duties and carry out the instructions in respect of their

routine work as fixed by the section, sub section in charge/ other superiors and shall

follow the instructions contained in chapter-II.

GENTRAL STORES/ PACKING AND DESPATCH OF VACCINES

Senior Veterinary Surgeon :

The Senior Veterinary Surgeon when directed to head the working of central

store/ packing and dispatch of vaccine section in addition to his duties together or

separately shall perform his duties together or separately as fixed by the superior

officers.

He shall be assisted in performing his duties/works by the laboratory technician,

Veterinary Surgeon, as the case may and other supporting staff or carpenter, packer or

other class IV staff employee etc.


time.

He keeping in view the availability of store articles/stationary /liveries/sundry

items etc and demand of the various sections, sub-sections of the institute, shall arrange

purchase, procurement and issue of such store articles, items etc. to the concerned, as

per approved procedure.

He shall see that the goods received by the institute either by rail, road transport,

by air or sea etc. is received timely to avoid damage and entries are made in proper

ledgers.


Volume - I Page 122

He shall be responsible, to obtain permits from competent authorities for

purchase of controlled items.

He shall undertake the duties/works of packing and dispatch of vaccines through

a Veterinary Surgeon and other subordinate staff who shall perform their duties/ work as

fixed by the superior officers.

He shall see that the demand of various vaccines from the field is obtained,

compiled and shall submitted to the Director A.H. & V.B. for preparing annual technical

programme and fixing targets of production.

He shall see that vaccines received from various sections are suitably stored in

cold storage unit and dispatched as per approved procedure.

He shall see that indents for packing boxes/ material etc are placed well in

advance to arrange proper supplies.

He shall see that the demand of various vaccines is recorded properly to facilitate

timely quantitative supply of vaccines as per demand of officers concerned.

He shall apprise the Director (A.H. and V.B.) on the position of supply and

demand of vaccines to get instructions from him to suitable dispose off the excess

vaccine or to get more vaccine produced in case of extra demand.

He shall see that statistics on out breaks prevailing in the state is maintained from

the reports so received from the field in the institute.

He shall see that empties and unserviceable items from sections are received

and recorded for their auction/ disposal as per approved procedure and shall submit the

write - off proposals to the competent authority.

ELECTRICAL AND MECHANICAL ENGINNERING SECTION

Refrigeration Engineer

He shall be responsible for his work to the Deputy Director (A.H. and V.B)/

Director, (A.H. and V.B.) and shall work under his guidance and supervision.

He shall be responsible to procure freeze driers and other ancillaries by making

special provision in new items/ infrastructures/ bi-lateral aid programmes and arrange to

complete the import formalities connected with it.

He shall be responsible for minor urgent repairs of civil nature, minor construction

and regular supply of water to different laboratories and institute as a whole.

He shall be in charge of the Engineering section and, if needed shall create

suitable sub sections for proper execution of work and shall be the administrative and

technical head of the section, with over all control of Director (A.H. and V.B).


working of the Engineering section under his charge, as fixed by Deputy Director (A.H.

and V.B.)/ Director, (A.H. and V.B.) and shall be the custodian of all plants/

equipment/machinery/ accessories etc.


time.


Volume - I Page 123

He shall be responsible for smooth and efficient operation and functioning of all

the plants/ Generator, Machinery/ electrical instruments equipments/ automobile etc.

and shall undertake periodical servicing overhauling/ maintenance/ repair either through

the staff of section or out side agencies, whenever required, as per approved procedure.

He shall be responsible to give opinion regarding repairs and maintenance, in

case he finds that a particular work can not be completed with the help of sub ordinates.

He shall suggest get the work, partially or fully carried out by outside agencies, may be

on the basis of annual service contract from the manufacturers.

He shall be responsible to arrange for the various machines to be leaded and

emptied as per the requirement of the sectional technical staff and shall also provide

supervisory duties over all the machines for all the 3 shifts of the day when the

machines, cold storages plants and incubators etc are working.

He shall be responsible for getting the fitness certificate of all the vehicles of the

institute and get them registered if required.

He shall be responsible to get boiler and Pressure vessels tested and inspected

by competent authorities and to obtain certificates and shall also be responsible for the

safety of persons working at such sites.

He shall arrange for the spare parts of every machine in the prescribed manner

and shall see that the machine is not ideal for want of spares and shall also arrange

purchases of electrical and mechanical goods required during the year for functioning of

the machines and vehicles of the institute.

He shall see that records of complaints received from various sectional officers

regarding repair of equipments etc. are maintained and the action taken there upon is

also noted.

He shall ensure verification of all such works regarding installation, repair,

maintenance carried out by outside parties for which Director may instruct him.

He shall be responsible for testing and certifying all the equipments/ plants/

machinery purchased by the institute before the final payment.

He shall ensure that adequate lights in the campus during night time are provided

and essential material for this purpose is purchased/ procured and shall also furnish

plan for strengthening whenever necessary the light fittings, heavy power supply or

additions/ alteration in the present fittings of electrification.

He shall undertake periodical inspections of the sub sections/ plant machinery

etc. under his charge and shall suggest ways and workshop facilities and shall submit

proposal, from time to time.

He shall implement the maintenance manual issued by the office of Director (A.H.

& V.B).

He shall be responsible for keeping the records of log books of all the vehicles/

plants etc. neatly, correctly and upto date and shall also maintain records and registers

of stores, utilization, transfer record of all the receipt of store articles upto date

purchased, procured for EME.


Volume - I Page 124

He shall see the routine maintenance of freeze driers, repair, replacement of

accessories if required is taken up at the earliest, for it‟s proper functioning.

He shall see that cold storage and freeze drying facility is provided to all the

laboratories of the Institute, as per their requirements.

Electrical Mechanical Engineer

He shall be responsible for his work to the section/ sub-section in charge/ other


He shall work under the administrative & Technical supervision of Refrigeration

Engineer & Deputy Director with over all control of Director (A.H & V.B).

He shall perform his duties and carry out the instructions in respect of fixed

working of the engineering section as fixed by the section in charge or other superiors

and shall be custodian of all store articles / machinery etc. under his charge.


time.

Refrigeration Mechanic

He shall be responsible for his work to the section, sub section in charge/ other


He shall be responsible for operation, maintenance of freeze driers, deep

freezers, refrigerators, air conditioning plants, room air conditioners, cold storages and

refrigerated centrifuge machines etc.

He shall remain present at the time of loading/un - landing and operation of

freeze driers, if required by the concerned Deputy Director.


time.

Transformer Attendant

He shall be responsible for his work to the section, sub section in charge/other


He shall be responsible for maintenance, repairs and efficient functioning of 500

KVA and other transformers, if any and, shall also be responsible for efficient

maintenance of panel boards and their various controls.

He shall be responsible for repairs and maintenance of electric supply through-

out the institute.


time.

Cold storage Mechanic




Volume - I Page 125

He shall be responsible for operation, maintenance, smooth and efficient

functioning and repair of freeze driers, deep freezes, refrigerators, air conditioning

plants, room air conditioners, cold storages and refrigerated centrifuge machines etc.

He shall remain present at the time of loading/ unloading and operation of freeze

driers, if required by the concerned Deputy Director.


time.

Gas Mechanic



He shall be responsible for general maintenance and repairs of gas water and

steam pipeline.

He shall maintain pressure vassals, distilled water plants, autoclaves and shall

undertake whenever required servicing and repair of these apparatus.


time.

Boiler Attendant

He shall be responsible for his work to the section, sub - section in charge/ other


He shall be responsible to operate boiler as per requirement of the section and

shall keep it clean free from scales and undertake periodical complete maintenance

from within in accordance with the instructions of boiler inspector.

He shall keep the boiler in a satisfactory condition especially at the time of

inspection by the boiler inspector.


time.

Boiler Man



He shall be responsible to operate boiler as per requirement of the section and

shall keep it clean free from scales and undertake periodical complete maintenance

from within in accordance with the instructions of boiler inspector.

He shall keep the boiler in a satisfactory condition especially at the time of

inspection by the boiler inspector.

Generator Operator

He shall be responsible for his work to the section, sub-section in charge/ other



Volume - I Page 126


time.

He shall be responsible to operate the generator as per need and necessity of the

institute and shall keep the generator well maintained and shall also undertake

preventive maintenance, repair of generator (including alternate only in diesel generator)

panel board of generator distribution line and their control etc.

He shall maintain the generator in satisfactory condition at all the times and shall

get it inspected by electrical inspector.

Shift Mechanic



He shall be responsible for smooth running of machines and shall attend the

machines (Idle and working both) during his duty hours.

He shall be responsible for up to date regular recording of all the parameters of

the machines in various charts and shall be responsible for their correctness.

He shall be responsible for completing minor repairs of machines to continue

uninterrupted production work and shall be responsible for operating generator during

his duty hours.


time.

Electrical Mechanic



He shall be responsible for maintenance and repair of all the electrical

instruments, equipments, apparatus electrical distribution panel board etc. and shall also

maintain general electrical wiring, fitting and illuminations.


time.

Ministerial Staff/ Driver/ Peon/ Chowkidar/ other Class IV and Contingent staff

As described under Section-I, of Chapter-VII under respective headings.



described in Section-XII of Chapter-VII (Office Procedure) of this Manual.



the instructions contained in Section-XII of Chapter-VII.


Volume - I Page 127

SERUM INSTITUTE GWALIOR

It is peripheral laboratory unit of the institute of Animal Health and Veterinary

Biologicals, Mhow (M.P) located at Gwalior with the aim to produce, testing and supply

of vaccine diluents, buffered glycerin saline, ready made stains, diluents, diagnostic

materials, antisera etc. for the use in various diagnostic laboratories and Veterinary

Institute of the State.

At Division Level :

The joint Director of veterinary Services, In charge of the Gwalior Division shall

function as administrative controlling officer and Director (A.H. & V.B) as technical head

of the Serum Institute and shall be responsible to get the various product ional activities

carried out by the concerned staff of the unit as per approved technical programme.

Senior Veterinary Surgeon of Biological products (Serum Institute):

He shall be responsible for his technical work to the Director of Biological

Products and shall work under his technical guidance and supervision and shall work

under the administrative control of Joint Director of Veterinary Services, In charge

Gwalior division.

He shall be over all In charge of the Serum Institute Unit and shall be the

custodian of all the store and stock under his charge, Working hours split in different

periods of the day or re-allocate the duties/ work for the subordinate staff/ sections either

individually or in group and shall call any body at any time to assist him or his

representative for smooth and efficient working.

He shall be responsible for production of Vaccine diluents, buffered Glycerin

saline, ready made stains, other requisites of diagnostic laboratories, its standardization

and testing as per prescribed procedures.


time.

Veterinary Surgeon:

He shall be responsible for his work to the Senior Veterinary Surgeon, Biological

Products/ Joint Director of Veterinary Services/ Director (A.H. & V.B) and shall work



time.

He shall if required to do so, maintain records of central stores, central supply etc.

of unit.

Ministerial Staff/ Drivers/ Peons/ Chowkidar/ Class IV and other Contingent staff

As described under Section -I of chapter VII, under respective headings.


Volume - I Page 128

SECTION-XI

Pashu Ashraya Sthal `Aasra`

Pashu Ashraya Sthal or Aasra was established in the year 2004 under the

Society Act. by Department of Animal Husbandry, Government of Madhya Pradesh at

Bhopal to provide temporary shelter home for stressed, stray animals like Cows,

Buffaloes, Dogs, Cats, Horses, Mules, Rabbits, Birds and Others. This institution is

recognized by the Animal Welfare Board of India and Madhya Pradesh Goapalan Evam

Pashudhan Samvardhan Board.

It is a unique institution working towards welfare of Animals and their rights to

protect biological harmony and creation better living environment. It is dedicated to

prevent suffering, neglect, abuse and cruelty towards animals and providing information,

raising public awareness of animal issues, promoting responsible pet ownership and

kindness towards all living things. It provides shelter, rescue and treatment to ownerless,

injured and neglected abandoned animals and birds. After recovery animals are shifted

to permanent shelter homes like Government registered Goshalas and likewise

organizations.

The institution work In joint operation with Municipal Corporation Bhopal

and ARV programme is conducted for control of stray dog population by performing

Vasectomy in male dogs. Free ARV camps are also organized in different parts of city to

prevent rabies in dogs. Aasra also conduct awareness campaign regarding street animal

adoption scheme and educate people for proper handling of animals so as to minimize

suffering to the animals and to degenerate awareness against cruelty to animals. The

institution provide effective 24 hour emergency service. Rural Extension Camps are

organized for working animals along with free distribution of medicine in rural areas.

Villagers are given education about animal welfare activities and how they can avoid

cruelty to animals. Free Anti-Rabies Vaccination Camp are regularly organized where

dogs are vaccinated by organization‟s veterinary doctors. Dog owners are also given

dog care tips.

The institution is having a well-equipped Clinic pets as well as stray animals get

the treatment and vaccination there.


Volume - I Page 129

CHAPTER-IV

SECTION-I

ANIMAL HUSBANDRY DEVELOPMENT

Animal husbandry is a major component of agriculture supporting majority of the

rural population. It plays an important role in the rural economy by providing gainful

employment to a large number of rural masses thereby helping to raise their economical

condition. Thus Animal husbandry as a whole and livestock in particular has a vital role

in rural economy. It is practiced as subsidiary occupation to agriculture. It also plays an

important role with reference to land and water management. It provides partial addition

to food basket of man in terms of milk, meat, wool and eggs. Our State has good

population of indigenous livestock, but of low productivity.

The department aims at the development of Cattle wealth of the State in order to

bring about progressive improvement in the milk production and motive power for

agricultural operations. Cattle breeding farms/ Sheep and goat breeding farm/ Key

village Scheme/ Intensified key village blocks/ intensive cattle development projects/

improved dairy cattle production programme/ controlled cattle breeding programme/

special live-stock production programme (Calf rearing) etc. are the major Schemes/

Programmers functioning for dealing with the problems of cattle improvement covering

all the aspects viz. breeding, management, feeding, fodder, pasture development, its

preservation and conservation, sexual health control, disease control and marketing.

STATE LIVESTOCK BREEDING POLICY-

The proposed breeding policy is focused on the following main points-

1. Existing breeding policy of the state.

2. Broad outlines of National Cattle Breeding Policy.

3. Agro climate conditions based breeding zones.

4. Utility of cattle - buffalo and small animals.

5. Marketing facilities, existing.

6. Animal bio-diversity conservation strategy (For preservation of pure

indigenous breeds).

7. A.I. through frozen semen in remote areas where A.I. facility is not available

natural service through selected breeding bulls.

(A) Breeding Policy in general - cattle and buffalo

1. Selective breeding in their home tract of pure indigenous draught breeds as

Malvi in home land of Malva tract, Nimari in western Nimar region and

Kenkatha in Ken Valley of district Panna. Thus Malvi is to be preserved and

bred in Shajapur, Ujjain and Rajgarh districts.

2. Up gradation of local non- descript cattle by known indigenous breed like

Hariana, Tharparkar and Sahiwal in selected pockets of rural area of


Volume - I Page 130

respective breeding zones.

3. Cross breeding of local non- descript breeds with exotic breeds with like

Jersey in urban, sub urban, milk shed area in general and Holstein Frisian in

urban area for commercial breeding purpose. Crossbreeding in rural areas

may be taken up if pashupalak desires.

4. Exotic blood level should be maintained at the level of 50% in general.

However, if progressive pashupalak of organized farms desire for 62.5%,

facility should be provided.

5. Buffalo breeding with Murrah in general but in selected area of western M.P.

adjoining to south Gujarat, Jafarabadi may be introduced if pashupalak

desire.

6. Breeding with Bhadavari in Bhind and adjoining of Bhind district in north

Madhya Pradesh.

GOAT-

1. Selective breeding with Jamunapari breed in northern part of the state.

2. Up gradation with Jamunapari in rest of the M.P., except western part of the

state.

3. Breeding with Barbari breed in western part of the state may be introduced.

4. Cross breeding of goat with exotic Boer goat breed to be undertaken to

improve the productivity of Goat breeds.

SHEEP-

Sheep breeding is concentrated in few districts of M.P. In existing policy cross

bred Corroidale and there after crossbred Rambulate were used to up-grade the local

breed of sheep. Therefore, it is being proposed to continue same breeding policy of

sheep in the state.

PIG-

In the state breeding with Middle White Yorkshire and Large White Yorkshire are

being practiced. In the present policy it is being proposed to continue the existing policy.

Apart from that colored pigs may be used if pig keeper desire.

STATE LIVESTOCK BREEDING POLICY IN DETAIL- CATTLE & BUFFALO-

(Breeding zone - wise Cattle Buffalo Breeding policy of the state)

The state has been divided in to seven breeding zones and each zone further

subdivided to

(1) Urban.

(2) Plain areas.

(3) Plateau areas with pastoral type of farming.


Volume - I Page 131

ZONE- I NORTH RIVER VALLEY

The area extends over the districts of Bhind, Morena, Gwalior and part of Datia.

The soil is fertile, alluvial and rich in minerals suitable for growing wheat, rice,

sugarcane, mustered etc.

Cattle found in this area are mostly of Hariana type, dual-purpose breed. They are

maintained mostly under semi stall fed conditions. The area has more or less the same

agro climatic conditions as that of the home land of Hariana breed. In past, up gradation

with Hariana were practiced in this zone. Therefore breeding policy for this zone is

proposed as up gradation with Hariana followed by selective breeding with Hariana,

crossbreeding in urban, sub-urban area may be done if pashupalak desire.

ZONE-II THE LATERITIC BELT OF SHIVPURI

The area covers the whole of Shivpuri and part of Guna district. Soil is mostly

mixed red and black showing deficiency of minerals. Cattle are generally red in colour,

compact bodied, square built moderate in size, good for tillage operation but poor

yielder. This zone was further sub-divided in three sub zones viz urban and sub-urban

area, rural plain area and high lands. Shivpuri district comes under milk shed area

hence cross breeding with exotic breed like Jersey was taken up in this district. No

change in breeding policy for this zone is proposed. However according to general

breeding policy type of exotic breed and stabilization of exotic blood may be maintained

in Urban pockets.

ZONE-III MALVA PLATEAU-

The area includes the district of Guna, Vidisha, Raisen, Sehore, Rajgarh,

Shajapur, Ujjain, Ratlam, Indore, Dewas, North Jhabua and Dhar district. Soil is mostly

medium black cattle are mostly Mavi, reputed draught breed in the country. This zone

can be divided in to two sub zone as:

(1) Home land of Malvi comprising Mahidpur tehsil of Ujjain district and

Khilchipur, Jeerapur of Rajgarh district, Agar and Shajapur tehsil of Shajapur

district.

(2) Sub zone with Malvi and their sheds in the rest of the tract.

In the past selective breeding in home tract with Malvi and cross breeding with

jersey and Holstein Frisien in urban and semi urban areas were practiced. Now it is

proposed to continue selective breeding with Malvi in entire sub zone -I (i.e home land

of Malvi) including remaining tehsil of these districts. This breed should be preserved

area in district. Shajapur Ujjain and Rajgarh, whereas in milk shed and urban area of

sub zone-II cross breeding with exotic breed like jersey, Holstein Frisien should be

continued and up gradation with Malvi / Tharparkar in rural and suburban areas should

be continued as of existing breeding policy in this zone, since Thari breed is close to

Malvi in color and confirmation and is a reputed dual purpose breed.

Mandsaur district is now in the milk shed area. In past, cross breeding was done

in this district except in Malahargarh, Neemuch, Jawad, Garoth, Bhanpura and Manasa


Volume - I Page 132

where up gradation with Gir breed was practiced. Hence, It should be continued in

foresaid blocks of district. Mandsaur and in part of Jhabua and Sheopur district.

Zone-IV NIMARI TRACT-

This zone cover Alirajpur tehsil of Jhabua district., Kukshi and Manavar of Dhar

district, whole of Khargone and Khandwa district, Harda tehsil of Hoshangabad district,

Bhensdehi and Betul tehsil, of Betul district, soil is mostly medium black in the valley to

light black on higher altitudes. Gravelly soil on the mountain tops. The cattle of this Tract

are Nimari draught breed.

Part of this zone is under milk shed area hence cross breeding in urban, sub

urban areas. Selective breeding with Nimari in the western Nimar and up-gradation with

Tharparkar in rest of the area were recommended in past. Therefore, it is proposed to

continue same policy in this tract under proposed breeding policy in general as

mentioned earlier. However Nimari breed should also be preserved & bred in district

Khandwa (East Nimar).

Zone-V Western Vindhya plateau and Narmda valley-

This zone cover Narsingpur district, Hoshangabad district except Harda tehsil,

and whole of Sagar district. Damoh tehsil of Damoh district, Jabalpur district, Amarwara

tehsil of Chhindwara district and whole of Seoni district except Korai block. The soil

ranges from clayae loam to clayae and deep black soil. Cattle in this area are of non-

descript type.

As these area are covered under milk shed area, hence cross breeding in urban,

sub urban; roadside area and up-gradation with Thari breed were practiced in rural area.

No change in existing breeding policy is proposed; hence existing policy should be

continued under proposed breeding policy in general along with up gradation with

Sahiwal may also be performed in rural area adjoining to Jabalpur district.

Zone–VI Eastern Vindhya Plateau-

This area extends to the Hata tehsil of Damoh district, Murwara tehsil of Jabalpur

district, whole district of Rewa, Satna, Panna, Chhatarpur & Tikamgarh districts and

northern part of Sidhi district. In the Ken Valley Kenkatha breed of cattle reputed for its

draught qualities especially to the rocky and hilly area in northern region. However,

sheds of this breed extend to most of the tract area.

In the present policy selective breeding with Kenkatha in river ken valley (Ajaigarh

tehsil of district. Panna) should be continued. Kenkatha breed should be preserved

breed in whole district of Panna. Apart from that cross breeding in the urban, sub-urban

area and up gradation with Haryana is recommended for rural areas of this Zone,

proposed breeding policy in general should also be pursued in this zone area.


Volume - I Page 133

Zone–VII Eastern Satpura Plateau-

This area extended from Balaghat and Lakhnadon tehsil to the east and continues

up to Shadol, Umaria district. Cattle breeds in area are non-descript and comparatively

poorer. Cross breeding in urban/ sub urban area and up gradation with Thari continues

in rural area of this zone. It is proposed to continue cross breeding in urban, sub urban

area and in addition to that Thari, Sahiwal male may be used for up gradation especially

in area adjoining to western part of Chhattisgarh state.

Buffalo-

(I) Buffalo breeding with Murrah in entire state except in few pockets should be

continued for up gradation of local buffaloes.

(ii) Bhadvari buffalo are found in district. Bhind These buffalo are mostly

maintained by production of ghee due to high fat percent of milk (12-14%)

this breed is in verge of extinction, thus from bio-diversity conservation

viewpoint it should be preserved. Therefore, in the district Bhind and

adjoining area breeding with Bhadavari is being proposed in the present

policy.

(iii) There is demand of Jafrabadi buffalow in western part of the state.

Therefore, in selected area adjoining to south Gujarat up gradation of local

buffalo with Jafrabadi may be introduced if pashupalaks desire.

STATE BREEDING POLICY FOR SMALL ANIMALS

Goat-

The goats are concentrated mostly in Tikamgarh, Chhattarpur, Shivpuri, Bhind,

Gwalior, Mandsaur, Dhar, Jhabua, Sidhi, Chhindwara and Balaghat districts. The goats

of northern parts of the state are bigger in size. The goats found in south west area of

the state are medium in size and smaller size goats are found in eastern part of the

state.

In existing breeding policy breeding Jamunapari in general is practiced almost in

the state, the following goat breeding policy is proposed for the state.

i. selective breeding with Jamunapari breed in northern part of the state.

ii. Up gradation with Jamunapari in rest of the M.P. except in western part of the

State.

iii. In western part of M.P. comparatively smaller size of goats are found hence

breeding with Barbari breed in western part of the state may be introduced

as goat keeper desire. Cross breeding of local goat with the Boer breed (goat

of south Africa) is proposed to be undertaken to improve the quality of local

goat population.

Sheep-

Sheep is concentrated mostly in Mandsaur, Ratlam, Shivpuri, Datia, Bhind and

Chhattarpur district. In existing policy cross bred Corroidale and thereafter crossbred


Volume - I Page 134

Rambulate were used to upgrade the local breed of sheep. Therefore it is proposed to

continue same breeding policy of Sheep in the State. One sheep farm would be

continuing and remaining two farms will be converted into goat farms. A departmental

committee will review the classification of the farms.

Pig-

The pigs are concentrated mostly in Balaghat, Jabalpur, Rewa, Satna, Chhattarpur,

Tikamgarh, Bhind, Gwalior and Datia Districts.

In the state breeding with Middle White Yorkshire and Large White Yorkshire is

practiced. In the present policy it is proposed to continue the existing policy. Colured

pigs like Jabalpur black and Chamukha may be introduced, as desired by the keepers.

STATE LIVESTOCK DEVELOPMENT POLICY-

VISION-

To make the state self-reliant in livestock and livestock products, distributing the

benefit equitably to all segments of the society cutting across caste, creed and class to

promote sustainable livelihoods for the livestock and thereby help in poverty reduction.

OBJECTIVES-

(1) To involve farmers in the livestock production system in order to enhance

livestock productivity, thereby, enhancing livestock production towards self

reliant in livestock and livestock products.

(2) To increase livestock farmers income by reducing input cost through use of

latest technology as well as distributing the benefits equitably at different

levels.

(3) To be self reliant in provision of all inputs and services in order to reduce

production cost and divert this investment toward quality livestock production

by focusing on extension and farmer skill development in livestock domain.

(4) To create equal opportunity for all livestock farmers to access input services

and market facilities cutting across all caste, class and creed.

(5) To promote environment of secured livelihood in livestock sector providing

timely services.

(6) To empower regulatory bodies to implement Acts and Rules framed to control

environmental hazards due to livestock production system.

(7) To ensure in situ conservation of gene pools of livestock for rectifying related

measures through molecular research and to propagate superior indigenous

livestock germ plasm involving community.

(8) To organize livestock farmers into, farmers groups, producer companies, and

other similar institutional arrangements to help them engage with the markets

on an even playing fields.

(9) To mitigate adverse impact of growth and modernization of livestock sector

on local ecology through appropriate policy intervention.


Volume - I Page 135

APPROACH-

(1) Livestock development strategies programmes will be based on “situation

specific” and “need based” approaches taking into account variable Argo

climatic and socio-economic conditions. Efforts will be made to avoid

adoption of a uniform approach for the whole state and all types of livestock.

(2) Keeping in view India‟s commitment to „Millennium development goals‟ and

the fact that majority of livestock owners are smallholder, resource poor

families, special attention will be paid to help them overcome constraints

faced in improving productivity of livestock and take advantage of the

increasing demand for livestock products.

(3) Livestock development programmes will give due cognizance to critical

development issues like impact on environment, equity, direct benefit to

women and sustainability. Care will be taken that the overall impact on

enjoinment is positive.

(4) Livestock developments programmes will be comprehensive in nature and it

will be ensured that they cover related components like:

Backward and forward linkages-

(1) Feed-fodder resource development, extension activities, farmer training, besides

breeding, feeding, animal health etc.

(2) Credit facility, institution development (cooperative producer groups and other

such institution)

(3) Encouragement to public/ private/ NGO (Non government organization)

partnership

(4) Post-productions aspects like collection, processing and marketing of desired

type, quality and at reasonable cost.

(5) Assuring satisfaction of consumers by making available product of desired type

quality at and reasonable cost.

(6) Link with other development, watershed, crop improvement etc.

(7) Development of alternate approaches to improve effectiveness/ efficiency and

accessibility of livestock services so that these cover all the state in a defined

time frame.

(8) Attention will be paid on organizational structure and processes to impact

relevant skills to departmental personal to the emerging needs of the livestock

sector.

Policy Segments-

(1) livestock health policy: the following measures will be taken up for

implementation.

(2) Exploit the production potential (food and non food outputs) of livestock and

get desired benefit of developmental interventions. Efforts will be made to


Volume - I Page 136

check losses and maintain livestock in healthy state and to create awareness

amongst owners about animal health related aspects.

(3) Making available disease diagnostic, prophylactic and curative services to

combat diseases to livestock owners in all the parts of the state on an

expanding scale and by strengthening the existing infrastructure and through

new initiatives like developing an eVET network.

(4) Special attention will be paid to diagnose cause of losses and to monitor

emerging diseases especially those of zoonotic importance.

(5) Surveillance and monitoring of commonly occurring diseases will be

organized to forecast occurrence of diseases, plan control measures, monitor

result and prepare a status report on livestock health.

(6) For control of diseases know to be endemic in some pockets e.g. H.S, B.Q.,

Anthrax universal vaccination of animals will be attempted in an ever-growing

scale.

(7) Regulatory mechanism will be developed to control and contain new

emerging infectious diseases.

(8) Introduction and supply of animals for breeding purpose (male or female for

natural service or for semen production) without health checkup according to

prescribed practice will be discouraged.

(9) To ensure quality a system of random checking of the quality of vaccines,

biologicals and diagnostic agents will be introduce at point of production till

point of use.

(10) Provision of animal health coverage and disease investigation facilities will be

made mobile and later would give way to professional practices delivering the

inputs at the farmer door-step.

(11) Development and maintenance of cold chain for vaccines and biological

products for delivery to the farmers‟ door-step will be strengthened.

(12) Efforts will be made for crating a disease on the basis of severity of the

impact on livestock productivity and human health.

(13) Animals health coverage will be provide by using ICT (information and

communication technology)

Livestock breed improvement policy: The following measures will be

strengthened-

(1) Breeding interventions for livestock aimed at producing and making available

livestock / poultry “that have potential for higher outputs compared to existing

ones (depending on preferred function in an area ), niche will with prevailing

agro-climate conditions, farming systems , market and resource conditions in

an area and will not be risk prone.

(2) A uniform approach will not be followed. Due consideration to guidelines of

national and existing state policy, local preferences and practice.

(3) Livestock breeding policy will be so formulated as to maintain bio-diversity,


Volume - I Page 137

beside improving productivity. Biodiversity here will not only cannot livestock

of identified local breeds but also those referred to as non-descript, since in

some case their breed is not formally named. The functions performed and

net output of these non-descript livestock and poultry will be assessed before

deciding cross breeding or upgrading with other breeds (Exotic or Indigenous

). Any change in the type of livestock/poultry will be decided with due care.

(4) Selection of animals for breeding purpose (For frozen semen production or

natural service) will be after due scrutiny of their pedigree so as to select

animals will also confine to prescribed health standards.

(5) All the breeding farms of the animal husbandry department will strive to follow

a planned breeding programme for producing animals for breeding purposes

as per prescribe selection and health standards. Sincere effort will be made

to ensure that average level of productivity of the animals at farms is better

than existing field standards. Quality standards specified for frozen semen

and embryo producing units will be strictly applied.

(6) Productivity of the local livestock / poultry of descript or undefined breeds and

the crossbreds (dairy, eggs or meat ) will be assessed, using recommended

methodology, to form the base for deciding breeding intervention for

improvement, selection of breeding material and to identify characters to be

improved.

(7) Progeny testing programmes will be initiated for selection of breeding bulls

(Crossbred cattle and buffalos) to ensure sustained progress (the characters

to be tested will be decided with due care giving due regard to producer‟s

preferences).

(8) Productivity and not the production of improved progeny born out of various

development programmes will be the basis to assess the impact.

(9) Breed improvement programmes will be taken up in such a way that

genotype of any livestock/poultry will be identifiable in order to assess genetic

performance and identifying necessary corrective measure.

(10) The NGOs involve in artificial insemination of cattle/ buffalo in the state will be

required to follow the prescribed breeding policy. A mechanism will be

evolved by the animal husbandry department to monitor the work of these

agencies from time to time.

(11) Exotic germ plasm will be used in organized farm conditions, if found

necessary provision of superior germ plasm bull will be made for natural

service in areas where access to artificial insemination is difficult and mass

castration of scrub bulls will be ensured.

Extension and capacity building: the following measures will be taken up for

implementation-

(1) Strategically planned extension and farmer training programmes will be

integral components of the all livestock development prograammes.


Volume - I Page 138

Extension strategy will be planned considering nature of the area and type of

the farmer through farmers' participation.

(2) An extension and advisory system will be developed within the directorate of

animal husbandry to improve productivity as well as quality of livestock

/poultry and its products.

(3) Regular training of the extension personnel will be organized at training

institutions as well as through ICT interventions.

(4) A mechanism for communicating information skill and technology to the

producer will be developed to sustain the process of updation and

managment of knowledge.

(5) Convergence with other departments' schemes and flow of the credit from

financing institution will be encouraged to increase investment in the livestock

sector.

(6) Government functionaries and farmers' associations involved in planning and

execution of these programmes will be oriented and trained to ensure their

appropriateness and effectiveness, particularly for resource poor/

underprivileged families.

(7) The recommendations, massages (for improving awareness, animals

management, technology adoption, skills) conveyed through extensions and

training programmers will be pre-tested to ensure appropriateness and

situation and need specificity.

(8) Considering crucial role of women in livestock production efforts will be made

to plan and implement extension and training according to their needs,

perceptions and suitability. A programme of gender sensitization will be

arranged for the staff of the department.

(9) Risk coverage through livestock insurance will be promoted against disease

and natural calamity.

Marketing: Measures will be initiated /strengthened as follows-

(1) Livestock farmers will be organized at different levels to develop access to

markets at different levels to meet consumer a shift from subsistence to

commercial production.

(2) Market Infrastructure will be strengthened for livestock sale providing shelter,

drinking water, health care services etc.

(3) Measure to reach market intelligence and information to the producers will be

implemented.

(4) Efforts will be made to ensure that producer gets fair share of price paid by

consumer for livestock products.

(5) Looking to the market globalization public, private partnership will also be

promoted for vertical linkages for small producers.


Volume - I Page 139

Fodder Development: Efforts will be made to ensure-

(1) Proper utilization of available grazing land.

(2) Better coordination with forest department for procurement and utilization of

forest produce.

(3) Development of fallow land for either fodder production or as grazing land.

(4) Promotion of utilization of crop residues in a sufficient manner.

(5) Establishment of fodder banks for each district.

(6) Promotion of public private partnership to manufacture cattle and poultry

feed.

RESEARCH AND DEVELOPMENT: Following initiative will be taken up-

(1) Research policy nexus will be strengthened in order to attain objectives of the

policies and accordingly capacitate the producers as well as departmental

machinery for an efficient and effective execution of interventions.

(2) Development supporting and problem solving research in livestock related

aspects will be organized through the university of veterinary science by

extending funding support and setting a system for planned feedback about

problems.

(3) Research to generate basic information on livestock related aspects will also

be promoted and gaps in information identified.

REGULATION AND STANDARDIZATION: Efforts will be made to ensure-

(1) Implement milk legalization by effectively administering food safety and

standards Act 2006 and also relevant Acts/ Provision.

(2) Evolve a dynamic price mechanism for benefiting milk producers.

(3) Educate farmers by short course and trainings with the latest know how to

produce acceptable quality of milks.

(4) Modernizing slaughter houses and carcass management centers, so that all

the waste can be utilized effectively and efficiently.

(5) Establishing regulatory mechanism to ensure the quality of product.

(6) Formulating special schemes for value addition of livestock products.

(7) Facilating development of system for analyzing milk and milk products, feed

supplement and nutritional supplements to ensure quality.

DAIRY DEVELOPMENT: The following measures will be taken up/ strengthened

for implementation-

(1) Development of market for primary milk producers for their marketable surplus

milk.

(2) Development of market for regional cooperative milk union for liquid pasteurized

milk, indigenous milk products and balance cattle feed.

(3) Strengthen and expansion of existing marketing network.


Volume - I Page 140

(4) Tapping of uncovered markets within and outside the state for all the above

products in order to ensure equitable share to primary milk producers.

(5) Public private partnership in order to expend coverage of organized market for

milk and milk product.

(6) Production & supply for mineral mixture to rural areas for enhancement of milk

production and better health for animals.

(7) Encouraging practices of clean milk production with an objective to achieve

quality improvement.

POULTRY DEVELOPMENT: The following measures will be taken up/

strengthened for implementation-

(1) Capacity building of technical persons to deal with traditional systems before

undertaking advance training programes.

(2) To check heavy losses faced by resource poor in rural areas through

continuous monitoring of the backyard poultry and capacity building of this

poultry keepers.

(3) Conservation of "Kadaknath" through not only by its rearing in and distribution

from government popularity firms but also by promotion private partners to

enhance its production.

(4) Identification & introduction of more promising strength of indigenous origin,

suitable germs-plasm developed for rural poultry production based upon

existing information of performance and for future needs with the help of

veterinary science university.

(5) Alternate approach of improving prevailing production system without

breeding intervention to control loss.

(6) Awareness among farmers for nutrient requirement for free range birds and

scavenging system with locally available low-cost/ alternates feeds

ingradients in order to insure better growth and production of birds.

(7) Other input like vaccination, extension support, disease awareness, bio-

security and skilled training with the help of department, NGOs, and self help

group in the villages.

(8) Framing necessary regulation and programs at government level in view of

newly emerging diseases so as to have a control on the commercial poultry

activities.

MONITORING AND EVALUATION: Measure will be initiated/ strengthened as

follows-

(1) Establishing a management information system to continuously monitor the

programmers at every level.

(2) Evaluating the impact of different development programmes as well as

interventions conducted through outside agencies also.

(3) Developing a community based information system in order to involve


Volume - I Page 141

community, too, to monitor and assess the impact of the interventions being

made by the department.

(4) Establishing a monitoring and evaluation cell at the directorate of animal

husbandry.

SECTION-II

INSTITUTIONS ENGAGED WITH ANIMAL HUSBANDRY DEVELOPMENT

The following institutions are engaged with Livestock and Poultry development

work in the Department-

(01) Key Village Scheme.

(02) Intensive Cattle Development Project.

(03) Controlled Cattle Breeding Programme.

(04) Government Cattle Breeding Farms.

(05) Government Bull Rearing Farm.

(06) Government Sheep Breeding Farm.

(07) Government Goat Breeding Farm.

(08) Government Pig Breeding Farm.

(09) Fodder Demonstration and Experimental Farm.

(10) Central Semen Station.

(11) Frozen Semen Bull Station.

(12) Frozen Semen Bank.

(13) Feed Analytical Laboratory.

(14) Embryo Transfer Technology Laboratory.

(15) Government Poultry Farm.

SECTION-III

Key Village Scheme

Livestock farms an integral part of our agricultural economy. After Independence,

during the First Five Year Plan (1951-56) Key Village Scheme programme was launched

by Governemnt of India. This was initially to cover a population of 10,000 breedable

cows and buffaloes at National level. Initially natural service was practised but later

Artificial Insemination (A.I.) was introduced at most of these Key Village Centres.

The cattle development activities in the beginning constituted with the distribution

of breeding bulls to interested cattle breeders to upgrade the quality of cattle. The

primary object of the scheme is to bring forth good pedigree type of cattle wealth and

that too within a short span. Therefore, it is a scheme for the development of cattle in

selected compact areas and provides for a multifaced approach to the problem by

simultaneous attention to breeding, feeding, disease control etc. The basic objective of

the scheme is the rapid multiplication of crossbred cattle for meeting the acute shortage

of high quality animals by grading up of the indigenous cattle population. The term Key


Volume - I Page 142

village is expressively means that the village holds the key to the successful cattle

improvement & can be achieved only by large scale work in villages where most of the

cattle breeding is carried on. The key village is an intensive cattle improvement unit

working in a compact area of the village or a group of contiguous villages having a total

population of about 1000 breedable cows and / or she buffaloes. All aspects of cattle

improvement, namely breeding, feeding etc. are attended to by the staff at the village.

Services offered by this scheme to the public through Key Village Units-

(i) Artificial Insemination.

(ii) Pregnancy diagnosis & Calf verifications.

(iii) Conduct calf rallies.

(iv) Livestock Insurance.

(v) Provide subsidy to the landless agricultural labours to rear female calves.

(vi) To identify and register elite females of the covered area.

(vii) To identify and register elite bulls of the covered area.

Artificial Insemination in cattle is carried out in all the Key Village Units (Sub

Centers). The animal brought is first examined for detection of heat. If proper heat is

detected the Artificial Insemination is done with appropriate semen straw. The details of

Artificial Insemination like type of semen, bull No., date & other relevant details are

recorded in the Artificial Insemination Hand book supplied to the farmers, by the

Department. A separate page is maintained for each and every animal maintained by

the farmers.

After 60 days from the date of last A.I., the animal can be examined per-rectum

for pregnancy diagnosis, and if found positive for pregnancy then it is recorded in the

A.I. hand book of the farmer and the tentative date of calving is also given and the same

is also recorded in the A.I. register of the Key Village Units. If the animal is not pregnant

then the animal is treated wherever necessary to bring the animal back to heat for doing

A.I. and the owner is advised accordingly as per case is concerned. When the calf is

born it is again recorded both in the hand book and the Key Village Unit‟s calf born

register. The female calves born will be inducted for the calf rally and into other schemes

like the Calf Rearing Scheme etc.

Calf ralies are also organised regularly. The objective behind to conduct the calf

rallies in every Key Village Unit annually is that today‟s calves make up tomorrow‟s

breeding stock. The farmers are encouraged to care for their young stock which results

in the building up of a good future producing stock. A Calf Rally is conducted at key

Village Unit of each commune. The cross bred female calves born out of Artificial

Insemination done by the department is brought to the Rally for selection. A

simultaneous de-worming campaign conducted on the same day by the department also

helps in improving the health of calves.

To control the problem of cattle Infertility, this scheme is being implemented.

Infertility in cattle occurs due to various reasons like reproductive diseases, hormonal

imbalance, malnutrition and deficiency of certain vitamins / minerals etc. The farmers, in

spite of repeated inseminations, find that their cattle remain infertile thus resulting in loss


Volume - I Page 143

of production. The farmers find it difficult to maintain these unproductive cattle, incurring

heavy loss in feeding them.

Calving Index for Cows-

Date of Service

1 1 1 1 1 1 1 1 1 1 1 1

Jan. Feb. Mar. Apr. May Jun. Jul. Aug. Sep. Oct. Nov. Dec.

Date of delivery

7 7 5 5 4 4 6 7 7 7 7 6

Oct. Nov. Dec. Jan. Feb. Mar. Apr. May Jun. Jul. Aug. Sep.

Note:- The number of days added to both dates will give the expected delivery date

e.g. date of service is 10th January, expected delivery date would be 17th October.

FUNCTIONS AND DUTIES OF OFFICERS-

Animal Breeding Programme Officer-

Shall be overall in charge of district level Artificial Insemination Centre and Key

Village Scheme. His head quarter shall be Key Village Scheme / Artificial Insemination

Centre situated at the district head quarter.

All the officers and other staff posted in district level Artificial Insemination Centre,

Key Village Scheme and their sub centers shall work under his supervision and control.

Shall be the drawing and disbursing officers for the Key Village Block if exist at his head

quarter. If the Key Village Block does not exist at the district head quarter, drawing and

disbursing shall be done by the Deputy Director Veterinary Services In charge district.

Shall supervise the work of the key village block and shall guide the staff posted

under him in the technical matters and shall be responsible for his work to his controlling

officer.


Volume - I Page 144

Shall prepare an annual technical programme and action plan of the area under

his charge covering all aspects viz. Breeding, Management feeding, fodder

development, sexual health control, disease control, marketing etc. and shall submit it to

his controlling officer.

Shall prepare the programmes of semen production and supply in consultation

with the Artificial Insemination officer in charge of the Central Semen Station or, if

facilities exist, he will manage his own.

Shall see that the artificial Insemination Centre / Key village unit / sub centers

are timely supplied with sufficient feed and fodder of desired quality.

Shall keep a strict watch over the condition and health of breeding bulls of

centers / key village units/ sub centers in accordance with Appendix-26.

Shall submit the proposals for replacements of unserviceable and old bulls to his

controlling officer for further action.

Shall see that the sanctioned strength of breeding bulls is maintained at the

centre / key village unit / sub center / other Institutions as the case may be and shall

take such steps as may be necessary.

Shall see that the bulls stationed at the centre, Key village unit / sub centers / or

any Institutions as the case may be, are fed according to the Appendix-66. He shall

also submit the quarterly indents of feed and fodder required, to his controlling officer for

further action.

Shall see that the “Libido” and serviceability of each bull is maintained and any

defect in this regard shall be reported by him to the superiors for further action.

Shall see that the bulls are not put to excessive use for collection or natural

services under any circumstances.

Shall see that the breeding bulls are tested for brucellosis (twice a year),

tuberculosis and John‟s and are timely protected against all types of Ecto/ endo

parasites and other contagious diseases.

Shall see that the Artificial Insemination Laboratory of the Key village block /

centre / other institution, as the case may be, is fully equipped and that the required

equipments, instruments and apparatus supplied to the institutions are maintained

properly and replaced or repaired in time when necessary.

Shall ensure proper sterilization of equipments and instruments, apparatus, vials,

chemicals, solutions and semen extenders etc at the centre / key village unit / sub

centre and other institute as the case may be and shall guide to rectify the same

wherever necessary.

Shall check once in a month the semen of each bull at the centers where bulls

are stationed for purpose of semen collection or supplied from other source for quality

control and record is findings in a register having columns as prescribed in the

Appendix-67 and give guidance to the concerned subordinate staff in writing for

measures to be adopted, if any, for bringing about improvement in the condition of the

findings along with his comments shall be submitted by him to his superiors and the


Volume - I Page 145

officers where from that batch of semen has been received for information and proper

action.

Shall personally collect and preserve the semen more often and shall see that a

regular supply and proper utilization is done.

Shall be responsible for efficient use of frozen semen technology in artificial

insemination work. Wherever such facilities are provided.

Shall see that the staff working under him is trained and acquainted to perform

artificial insemination with frozen semen.

Shall see that the liquid nitrogen containers provided for the frozen semen

storage are handled and cared for properly by the staff working under him and shall

follow the instructions regarding case, transportation etc of such containers, as


Shall be responsible to maintain the optimum level of liquid nitrogen always in the

container / containers at the centers / key village units/ sub centers or any other

institutions as the case may be to protect the semen straws preserved there in.

Shall see that the centers daily diary of the adopted breedable cows / buffalos is

maintained by his subordinate staff in the prescribed proforma.

He shall examine every animal brought for insemination, for the stage of estrus,

physiological defects and pathological conditions if any, and shall see that the animals

are in proper health and estrus and are inseminated with potent semen.

Shall advise treatment for psychopathological conditions with special reference to

reproductive disorders and sub fertile cases that may be detected by him / reported to

him.

Shall issue a breeding card to the owner of the animal inseminated / or served

naturally and shall direct the owner to get the animal examined for pregnancy on due

dates as specified in the breeding card as appended at Appendix-75.

Shall record the insemination/ natural service in a prescribed register as

appended at Appendix-76 and 77.

Shall seek advise of his superior officer for complicated and doubtful

Gynecological cases.

Shall take up regular checking of the cases followed up by the staff, of both

artificial insemination and natural services and shall verify the calves born and that they

are ear-tagged.

Shall be responsible to see that the breeding policy, approved by the department

for the area is strictly followed and breeding programmes are prepared and executed in

accordance with the approved policy of the area.

Shall extend full cooperation to other officers concerned, for implementation of

different livestock and other subsidy oriented schemes of the department.

Shall arrange for supervision of calves subsidized for their growth, health and

shall advise the owner for their better rearing maintenance and upkeep.

Shall see that the programmes of fodder cultivation and its conservation and

pasture development programmes are properly implemented. and shall see that the


Volume - I Page 146

arrangements for the supply of seed and root cuttings of various fodder crops are made

available in time.

Shall take up detailed survey for selection of new key village blocks / units / sub

centers, whenever directed.

Shall get the survey done about the production and disposal of various live stock

products in his jurisdiction.

Shall help the cattle breeders to get their cattle registered in the herd-book of the

breed if they are of desired standard.

Shall see that the authentic data about the availability of breeding bulls is

collected and arrangements for their disposal as far as possible are made.

Shall maintain registers of Government bulls and government breeders /

pedigreed livestock available with private breeders.

Shall regularly, under the guidance of his superior officers, organize sterility

camps in different villages under his jurisdiction and extend necessary treatment to the

cases. In addition he shall also review the results of previous such camps at the same

place. In such camps officers of sister institutions in the district / division should also be

involved. However in such camps experts from different disciplines of the veterinary

science from the state may also be invited if need be.

Shall arrange for veterinary first aid facility to the animals through the centers /

key village units / sub centers and treatment of Government bulls.

Shall organize timely prophylactic vaccinations among cattle against contagious

diseases in his jurisdiction and shall submit the annual indent of biological products in

the prescribed proforma as appended at Appendix-19 to Appendix-24, to his

controlling officer. Cold chain be maintained for the preservation of vaccine / Biologicals.

Any epidemic in live stock / poultry in key village / any other project area is to be

attended by staff of nearest veterinary hospital under the control of District officer.

Shall manage calf rallies in his area and shall help in the organization of district

cattle shows.

Shall see that the uneconomic old and the nondescript animals are sent to

Goshala.

Shall see that the castration of scrub bulls is done in accordance with the

approved programme.

Shall help in the organization of cattle breeders association in his jurisdiction and

suggest ways for their proper functioning.

Shall keep a close supervision on the utilization of funds allotted in kind or cash

for the implementation of various schemes.

Shall visit all the key village unit / centers / sub centers/ or any other institution as

the case may be under his jurisdiction at least once in a fortnight and shall provide

necessary guidance to the in charge of the institute/ field staff, in charge of the key

village unit / sub centers / artificial insemination centre or any other institute as the case

may be and shall also undertake examination of animals for pregnancy and on causes

of sterility and sub fertility and advise them for further treatment. A call book shall be


Volume - I Page 147

maintained at the Artificial Insemination centers / sub centers as per proforma given in

Appendix-74 and entries should be made accordingly.

Shall guide and educate cattle owners, on better animals husbandry package of

practices viz Breeding, package of practices for feed and fodder and management and

importance and essentiality of calf rearing at the time of his visits to the centers sub

centers / units / institutions.

Shall advise his controlling officer for the enforcement of the cattle improvement

act in his jurisdiction, wherever necessary. Shall also follow and cause to follow the

Standard Operating Procedure for Artificial Insemination Services circulated vide

Director Animal Husbandry No. 3021/ K.V.S./ 25-A/ 2009-10 Dated 19-03-2010.

I/C Artificial Insemination Sub Center

Shall be responsible for his work to the officer I/C key village block/ artificial

insemination centre as the case may be and shall work under his guidance and

supervision.

He shall undertake survey of cattle and buffaloes of his jurisdiction, at the

beginning of each year according to the prescribed proforma.

Shall be responsible for the health and care of breeding bulls kept in his charge.

So far as treatment of the Government bull is concerned he shall take action as per the

directives of superiors.

Shall issue ration for the bulls as per prescribed schedule and shall supervise

over the feeding of the bulls.

Shall see that the bull attendant grooms and give proper exercise to the bulls

every day and maintains cleanliness in and round the shed.

Shall see that the faecal matter and waste fodder from the shed are put in the

compost pits.

Shall assist the Veterinarian I/C in the following work as and when required:

(I) In collection, preservation and proper storage of semen and its timely supply

to various key village units / sub Centres / other institutions.

(II) In handling of animals while examination and insemination.

(III) In the organisation of Cattle breeders Association and co-operative societies

of Livestock products, calf rallies and shows etc.

(IV) In preparation of cases for grant of subsidies and loans under various items

of the key village schemes / other schemes.

(V) In collection and compilation of various data, routine correspondence, timely

submission of reports and returns and preparation of charts, maps and

graphs showing the progress of the scheme.

Shall carryout Artificial Insemination work and periodical follow up in animals

inseminated or naturally Served as a matter of routine as per schedule programme

draws out by superior officer.

Shall ear tag the calves born out of key village, other project bulls and also

female cattle when directed.


Volume - I Page 148

Shall educate and induce cattle owners / breeders to adopt improved animal

husbandry package of practices and shall advocate the practice as per instructions and

guidance of the superior officer.

Shall educate and induce cattle owners / breeders to adopt improved animal

husbandry package of practices and shall advocate the practices as per instructions and

guidance of superior officer.

Shall keep the animals and calves ready at the key village Unit / sub centre /

other institution at the time of visit Veterinary Officer in charge or other superior officer

for pregnancy diagnosis, examination of sterile, sub fertile clinical cases and new calves

for selection for subsidy scheme and checking of growth and health of calves already

subsidized. He shall also present the problem cases for examination to superior officer.

Shall arrange meeting of cattle owners and breeders for solving their problems as

regards cattle development on the due date of the visit of the superior officer.

Shall undertake castration of scrub bulls in his jurisdiction according to the

programme drawn out by the superior officer.

Shall timely protect the Government bulls and other cattle of his jurisdiction

against contagious diseases as a prophylactic measure and shall also undertake

vaccination work in actual out-breaks, elimination of endo / ecto parasites periodically as

per directions of the superior officer.

Shall collect the demands of seed, and root cutting, chaff cutters etc. form cattle

owners and breeders of his jurisdiction and shall induce them for undertaking fodder

cultivation and fodder conservation.

Shall guide the farmers and shall see that pasture development programme

undertaken in his jurisdiction is properly implemented as per directions.

Shall undertake periodical survey of the production and disposal of livestock and

livestock products of his jurisdiction.

Shall educate cattle owners and breeders on the importance of the elimination of

their old uneconomic and nondescript cattle and shall collect them at a central place for

being sent to Goshalas.

Shall collect the information on the availability of breeding bulls according to the

prescribed proforma and communicate the same to superior officer in charge key village

Block or other scheme for inclusion in the good Breeder‟s register as appended at

Appendix-26 of the availability of bulls.

Shall induce cattle owners and breeders for getting their cattle of fixed standard

registered under the herd Registration sachems.

Shall arrange for the registration of progressive cattle breeders with the

department.

Shall submit all his correspondence through proper channel except in emergency

when he may correspond directly with superior authority but in that case a copy of the

carrespondence shall be submitted to the officer I/C for information.

Shall be responsible to get the work done with respect to the general care,

feeding, watering, washing, cleanliness, grooming and exercise of the Bull stationed at


Volume - I Page 149

his institution with the help of the bull/cattle attendants. Shall also follow the Standard

Operating Procedure for Artificial Insemination Services circulated vide Director Animal

Husbandry No. 3021/K.V.S./25-A/2009-10 dated 19-03-2010.

SECTION-IV

Intensive Cattle Development Project

The first systematic attempt in India to improve the quality of cattle was the `Key

Village Scheme' initiated during the First Five Year Plan. The programme was

invigorated with the introduction of the Intensive Cattle Development Projects (ICDPs) in

1965. Intensive Cattle Development Projects were designed to provide cattle owners a

package of improved practices and envisaged intensive coverage of 1 lakh cows and

buffaloes of breedable-age for achieving marked impact on milk production. The ICDPs

were located in selected areas which had good potential and conditions to respond to

cattle development programmes. The main objectives of this programme are:-

(i) Developing milch cattle.

(ii) Increasing milk production by providing technical input services.

(iii) Creating infrastructure to improve procurement, processing and marketing

of milk in a cost effective manner.

(iv) Ensuring remunerative prices to the milk producers, by strengthening dairy

cooperative societies at village level.

(v) Generate additional employment opportunities.

(vi) Improving social, nutritional and economic status of residents of

comparatively disadvantaged areas.

Thus larger inputs are provided for the attainment of cattle development work on

mass scale for the better socio-economic status of cattle breeders through prosperous

and more milk producing cattle and by cultivating nutritious fodder, its conservation and

preservation.

FUNCTIONS AND DUTIES OF OFFICERS WORKING IN INTENSIVE CATTLE

DEVELOPMENT PROJECT-

Deputy Director Veterinary Services (I/C) Intensive Cattle Development Project

Shall be over all in charge of the administrative unit viz Intensive cattle

development Project and shall be responsible for the execution and management of all

the activities in his jurisdiction subject to the over all control of the Director Animal

Husbandry.

He shall make the purchase of medicines, chemicals, stains, dyes, instruments,

feed, additives etc. as per powers delegated to him, required for the treatment /

maintenance of health of livestock (with special reference to Government owned

livestock), however for purchases beyond his power he shall take action after obtaining

due sanction from the competent authority and shall keep the stock of medicines,


Volume - I Page 150

equipments, instruments etc. replenished for use. Shall also exercise financial powers

vested on him in accordance with the delegation of Financial Powers vide Government

of Madhya Pradesh, Finance Department Volume-I and Volume-II.

Shall be responsible to carry out immediate supervision and control over all the

departmental activities pertaining to the Intensive Cattle Development Project and

Successful implementation of the working plan of Intensive Cattle Development Project

in accordance with the rules / powers and instructions specified.

Shall take action in respect of cattle development schemes / programmes and

frozen semen utilization (where ever applicable, or where frozen semen bank) as per

instructions contained in the forgoing paras covering Key Village Scheme and shall see

that subordinate staff working under him follows these instructions as well, for the

successful implementation of the scheme / programme.

Shall see that the Central semen station / artificial insemination centers / key

village units / sub centers are timely supplied with sufficient feed and fodder of desired

quality.

Shall, while on tour, also under take examination of animals for pregnancy

diagnosis and on causes of sterility and sub fertility and advise the staff for further

treatment.

Shall get the agreement bonds of different subsidy oriented schemes /

programmes executed by the beneficiary and shall sign on behalf of state Government

whenever authorized to do so and shall be responsible for maintenance and upkeep of

the subsidized units.

Shall, in case of breech of agreement by the beneficiary, in form the superiors for

suitable action.

Shall immediately attend to any ailment among the bulls of the Central Semen

Station detected or brought to his notice during the course of handling and shall manage

treatment of such bulls.

Shall compile, analyze the monthly / quarterly and annul progress reports and

returns received from subordinates institutions pertaining to his work and shall arrange

to submit to his controlling officer in time as per proforma appended at Appendix-73.

Shall exercise general supervision over all the activities connected with fodder /

pasture development work in the project area.

Shall prepare an annual technical programme and action plan of the area under

his charge, covering all aspects viz; fodder / pasture development, fodder

demonstration, preservation, conservation etc, and shall submit it to his controlling

officer.

Shall arrange fodder demonstration to educate the farmers to adopt cultivation of

improved fodder crops.

Shall educate and persuade cattle breeders for fodder preservation, conservation

methods such as silage, hay-making, chaffing of fodder materials rotational farming of

grazing land, soil conservation etc.


Volume - I Page 151

Shall help and arrange to prepare the cases of subsidy to the farmers for

augmenting fodder development work under various schemes and shall submit them to

the controlling officer in time for further action.

Statistical Officer

Shall plan, design and conduct large scale sample surveys to estimate annual

production of livestock product and study animal husbandry/ poultry husbandry

practices.

Shall assist and guide the staff in planning and designing experimental

investigations and sample serves based on modern statistical principles and train them

in analysing and drawing proper interpretation of statistical data.

Shall ensure planning and designing the surveys for estimating livestock and

poultry development and assess livestock and poultry products in the state and study

various feeding, breeding and rearing practices at regular intervals.

Shall ensure collection, compilation and systematic examination of all the

periodical progress reports and returns.

Shall evaluate, analyse and interpreter the reports and returns and submit them

to the controlling officer in time.

Shall evaluate the progress of various activities of the projects from time to time

and study the impact of various programmes.

Shall guide and supervise the work of subordinate statistical staff for efficient

working.

Assistant Registrar Co-operative societies

Wherever posted in the intensive cattle development Projects, shall be

responsible to the in charge of the project.

Shall survey the area of his jurisdiction and record necessary information

pertaining to milk producers, milk, and by products of the milk and other allied

information and shall submit it to the controlling officer.

Shall be responsible to organise milk producers co-operative societies in the

project area and shall help in their registration.

Shall see that the accounts of the societies are maintained properly, neatly,

correctly and unto-date.

Shall see that the loan cases for purchase of milch cattle from commercial Banks

and co-operative Banks of the members of the societies are prepared in time and shall

help the members in getting such loan cases finalised from the concerned banks well in

time.

Shall organize meeting of the societies regularly to stream line the working of the

societies.

Shall organise film shows etc and adopt such other ways and means to educate

the members of the society and shall guide them to adopt better animal husbandry

practices for the benefit of the members.


Volume - I Page 152

Shall extend full co-operation to the other officers concerned, for implementation

of different live-stock and other subsidy oriented schemes.

SECTION-V

Controlled Cattle Breeding Programme

The Controlled cattle breeding programme has been started in the state with the

aims and objects to preserve and develop recognised Indian and native local breeds of

cattle in their home tract and to upgrade simultaneously the non descript cattle

population of the remote area with the help of pedigreed bulls of indigenous local breed

through natural services for better milk production and draught ability.

Improved Dairy Cattle production project has been started in the state with the

object to improve milk capacity of the non-descript animals to make cattle (dairy)

development a success and to make sufficient quantity of milk available for the masses

at reasonable rates and to provide employment to the educated rural youth.


Officer I/C Control Cattle Breeding Programme-

Shall be over all in charge of the administrative unit viz Improved dairy cattle

production project and shall be responsible to the Deputy Director Veterinary Services in

charge district / Joint Director of Veterinary Services in charge division for execution and

management of all the activities concerned with this project and running in his

jurisdiction.

Shall take action in respect of cattle development schemes / programmes and

frozen semen utilization (where ever applicable, or where frozen semen Bank is

established) as per instructions and shall see that the subordinate staff working under

him follows these instructions for the successful implementations of the scheme /

programme.

Shall follow the instructions contained in Section-III.

SECTION-VI

CATTLE BREEDING FARMS

The main aims and objectives of the Cattle breeding farms running in the State by

the Department are:-

(1) To build up foundation stock exhibiting optimum breed characters and breed

potentialities.

(2) Production of maximum possible pedigreed male progeny required for

breeding programmes.

(3) To take up progeny testing and make available proven bulls for artificial

inseminations work.


Volume - I Page 153

(4) To take up studies connected with various problems of animal management

under field conditions.

(5) To study the effect of agro-climatic conditions on cross breds.

(6) To impart practical training to veterinarians and farmers in better Animal

Husbandry. Package of practices and farm management.

(7) The efficiency of any cattle breeding farm is to be judged on the basis of-

(i) Quality Production of breeding bulls.

(ii) Over all increase in breed average of milk yield of indigenous cows, cross

breds and buffaloes.

(iii) Optimum productions of fodder and grass per acre of land.


Manager, Cattle Breeding Farm-

Shall be the in charge of the farm and overall responsible for the economic farm

management and its progress and shall be the custodian of live and dead stock of the

farm.

He shall work under the administrative control of the Joint Director of Veterinary

Services / Director of Animal Husbandry as the case may be.

Shall keeping in view the nature of work and needs of farm, fix the working hours

split in different periods of the day for subordinate staff / employees either individually or

in group and shall call any of the staff member at the hour of need irrespective of

working hours to assist him or his representative for efficient working smooth functioning

of the farm.

Shall be responsible to maintain the labour strength as per standards laid down

as applicable to him in Appendix-144. However, variable labour for seasonal operations

pertaining to Agricultural / Livestock activities, with due permission and sanction of the

controlling officer, may be engaged keeping in view the farm economy.

He shall prepare the annual technical working plan of the farm on following items.

(a) Production and supply of breeding males.

(b) production and requirements of feeds and fodder, conservation and

preservation of fodder.

(c) Land utilisation and pasture improvement.

(d) Farm economy.

(e) New item for the progress and achievements of objectives of farm.

Shall see that daily attendance of the labours is marked and duties are allotted to

them keeping in view the requirement of various farm operations.

The Government Staff attached or working at all the departmental farms shall be

permitted to reside in the Government quarters, if available free of rent.

Shall extend conveyance facilities where ever provided, at nominal cost for

sending small children of staff to school.

Shall, at the farms which are situated beyond 8 kms from Government civil

hospitals or medical aid facilities, stock, common medicines viz. Mogul, tincture iodine,


Volume - I Page 154

eye drops, eardrops, potassium per magnate and some other patent medical products

as recommended by the civil surgeon or assistant surgeon in charge of the nearest

Government civil Hospital and shall maintain the account of such medicines so

purchased and stocked in order to extend first aid facilities to the farm staff and their

families.

Shall arrange conveyance through the means of transportation if provided at the

farms, for the ailing farm staff or his family members for attending hospital, free of cost in

befitting cases.

Shall make the purchase of medicines / chemical and dyes / stains / instruments /

feed additives / equipments etc. as per powers delegated to him, required for the

treatment and maintenance of health of livestock, however for purchases beyond his

powers he shall take action after obtaining due sanction of his indent from the

competent authority. Shall also exercise financial powers vested on him in accordance

with the delegation of Financial Powers vide Government of Madhya Pradesh, Finance

Department Volume-I and Volume-II.

Shall evaluate the value of the individual animals and similarly shall evaluate the

value of dead stock of the farm in the month of march every year.

Shall be responsible for feeding, Breeding, care and management of the livestock

at the farm / centre / institute and maintenance of their health in prime conditions and

optimum level of production and shall also see that subordinate staff and laborer

engaged, are utilized in the best interest of the farm / centre institute.

Shall be responsible for the general cleanliness and sanitation of the farm and

see that all waste matter like dung and urine are properly conserved for manurial

purposes.

Shall arrange cleanliness and disinfection in and around the sheds and paddock

at all times and shall see that they are free from infestation of ecto parasites.

Shall see that the animals kept at the farm are fed according to the standard

feeding schedule as appended at Appendix-66 and 78.

The manager of livestock farms shall prepare all estimate of the productions of

fodder at the farm and also about the requirements in the month of April, month wise for

the whole year and shall submit it by the 30th April each year to the Director Animal

Husbandry, through the controlling officer who in turn shall forward the same, after

proper scrutiny with his comments and opinion.

The manager shall arrange purchase of feeds and fodder that may be required

quarterly or six monthly as the case may be with the permission and sanction of the

controlling officer.

Shall take the round of the livestock sheds every morning and evening, detect

ailing cases and shall arrange for their treatment immediately.

Shall see that proper record of ailing animals in the prescribed patient register is

maintained and shall see that the livestock of the farm are protected against ecto / endo

parasites periodically.


Volume - I Page 155

Shall see that all the farm animals timely protected against contagious diseases

and shall immediately report about the occurrence of any contagious disease at the farm

to the controlling officer. Shall see that all the animals kept at the farm are tested for

brucellosis (twice a year) Tuberculosis and Jones Disease. Shall also undertake tests

for detection of mastitis. In case any positive case is detected, suitable action should be

taken immediately.

The manager shall maintain the livestock strength as per targets fixed with a

latitude of 10% variation on both the sides. The targeted strength of the farm shall not

include other livestock such as bullock pair and allied livestock used for routine

agricultural operations etc.

Shall see that all the farm animals are ear tagged.

Shall keep the animals separately according to different age group and sex and

shall see that the sires stationed at farm are cared for besides other points especially in

respect of General cleanliness / exercise / grooming / housing / feeding and sexual

performance etc.

Shall see that the breeding bulls maintained are not allowed to go for grazing with

female herd to avoid repeated services and sexual exhaustion and shall arrange for

service in a controlled manner under the supervision of a responsible farm staff and

shall see that young male stock are not taken out with the female herd for grazing and

are allowed to graze only in the area allotted for them separately. It is his responsibility

to see that the timely and successful matting progremme of the female stock, within 60-

90 days interval after calving either by natural service or through artificial insemination is

done.

Shall be responsible for matting of the females to a sire of the breed or artificially

inseminated on the same lines as per approved breeding policy.

Shall be responsible for mating of a definite group/ groups of females with

specific sire of a specific breed only or artificially inseminated on the same lines if a

definite breeding programme is being implemented on the farm, as per programmes laid

down.

Shall take up pregnancy diagnosis of each female and shall record the findings in

the service record register and in history sheet and shall submit his report in this regard

at the end of each quarter to his controlling officer for further action and shall take steps

and measures that may be necessary to reduce the intercalving period.

Shall see that down calvers dried off 60 days prior to calving compulsorily and are

given additional ration prior to 3 months of her calving for better development of the

foetus and to get maximum milk in the ensuring lactation.

Shall arrange for the proper exercise and grooming of down calves and shall

provide them comfortable accommodation, bedding etc. Shall see that the calves are

allowed to suckle the milk as per norms and shall be responsible for the attainment of

their optimum periodical growth.

Shall make proper entries in the history and pedigree sheets of all the individual

animals on the basis of the actual performance of each animals in respect of intercalving


Volume - I Page 156

period, calvings milk production, persistency of lactation, birth weight of off springs or

such other parameters.

Shall select and ear mark female and male progeny of one year age on the basis

of their history sheet for building of required farm replacement stock and for the

production of bulls for breeding purposes.

Shall prepare catalogue of availability of breeding males and male progeny above

one year of age for sale at the farm in the prescribed proforma and shall submit the

same to the Joint Director of Veterinary Services through proper channel, who in turn

shall forward the same, after proper scrutiny with his comments and opinion to the

Director of Animal Husbandry so as to reach the directorate by the 30th of September

and 31st January each year.

Shall pay special attention to the feeding, management and of stock so selected

for their optimum growth / exhibition of breed characteristics and attainment of maturity.

Shall get the farm herd registered in the herd book under herd registration

scheme and shall furnish information to breeders society as and when required.

Shall inspect each animal and review its performance every months and suitable

endorsement will be made accordingly in the history sheet of the animal this will also

enable him is selection of animals to be retained.

Shall be responsible for submitting culling proposals every quarter as per

instructions.

Shall arrange for hygienic production of milk, fat testing and their disposal as per

the manner in vogue.

Shall get the entries regarding farm area surveyed and get a contour map drawn.

Shall draw out a long term plan for land development which will include contour,

bunding, fencing, improvement of irrigation potentialities etc. and shall correlate the

programme with the annual cropping programme.

Shall get the physical and chemical analysis of the soil done once in every 3

years and shall ascertain the trend of fertility of the soil and shall prepare the manurial

programme to be taken up on the farm.

Shall classify and demarcate the entire farm area into three groups viz.

(a) Arable area.

(b) Ley farming area.

(c) Permanent pasture land.

Shall prepare the farms annual cropping programme distinctly for each of the

above classified area giving primary importance to herbage production and pasture

improvement.

Shall arrange for seed, fertilizer, P.O.L. etc. according to the cropping programme

well in advance so that the requirements are met well in time and the seasonal

agricultural operations are completed at the most appropriate time.

Shall see that the green fodder is cut at proper and succulent stage.

Shall see that the programme for rotational grazing is followed and as a general

rule shall permit restricted grazing in the months of July and August.


Volume - I Page 157

Shall see that plantation of trees on boundaries etc. is taken up which can

provide green forage till summer.

Shall see that grass is harvested before flowering stage, prepare hay and arrange

for its proper storage protection against fire and also collect seeds of better variety of

grasses for further propagation and shall take steps to conserve fodder by way of

chaffing and silage making.

Shall see that goat breeding units, wherever established under tribal couple

training programme functions in smooth, efficient and economic way and shall see that

staff provided for the execution of the work discharge their duties efficiently.

He shall see that the tribal couple joining for the training under tribal training

programme are being imparted training (mostly practical aspects) in most efficient way

as per instructions and guidance laid down in the scheme, by the subordinate staff

provided for the purpose.

Shall assign to additional duties to the subordinate staff working for farm

operations and farm activities, as and when required to do so, in the interest of smooth

and efficient farm working.

Shall get the postmortem conducted of animals by the nearest Veterinary Asstt.

Surgeon I/C hospital and shall take steps and measures that may be necessary,

suggested by the attending Veterinary Doctor to reduce the mortality among all classes

of animals.

Shall give, free of cost, the hide and skin of animals dying of non contagious

diseases to chamars or mehars in terms of Wajib-Ul-Arz where applicable or where

Wajib-Ul-Arz, does not exist, carcass may be handed over for skinning and disposal to

the highest bidder in the annual auction which may be held in April each year.

Shall see that the copies of postmortem reports are procured in due time and

treatment chart given to the animals that have died of illness at the farm are maintained

to incorporate in write off cases proposed.

Shall prepare cases of write off of animals of the farm in the prescribed proforma

as appended at Appendix-79 and submit it to the controlling officer for necessary

action.

Shall personally check all the registers every day pertaining to farm products and

their disposal and shall put his initials with date after checking.

Officer In charge cattle yard sections-

Shall work under the guidance and supervision of the in charge cattle breeding

farm and shall be responsible for his work to him and shall follow the instructions in

respect of routine working of the farm as fixed by the in charge of the farm from time to

time.

He shall remain present or invariably check and keep watch over the labours at

work for their presence and shall see that they are fully utilized in the best interest of the

farm.


Volume - I Page 158

Shall be responsible to forecast the daily requirement of feed and fodder (Green/

dry) and shall intimate to the in charge of forage section for regular supplies.

Shall be responsible for the special feeding and managerial care of the down

calves and the new born.

Shall be responsible for the pre and post partum cleanliness, disinfection of the

parturition box and shall see that the emergency kit is readily available as near as

possible to the parturition box.

Officer In charge forage production section-

Shall work under the guidance and supervision of the in charge cattle breeding

farm and shall be responsible for his work to him. Shall be responsible to supply the

feed and fodder as per daily requirement of the in charge livestock yard.

He, when assigned the duties and directed to work in a particular section shall

assist the section in charge and shall perform the duties and work as per instructions of

the in charge of the farm and section in charge for smooth and efficient working of farm.

When posted under Tribal couple training programmes shall perform the duties

and carryout the work as directed by the In charge of farm to impart better training to

tribal coupes for the smooth and efficient running of the training programme and shall

also perform such duties pertaining to Farm operations and farm activities and to

carryout the work, as and when instructed to do so, in the interest of smooth, efficient

and economic farm working.

Shall take instructions with regard to livestock Management, their breeding,

feeding, treatment and field operations from the section in charge under whose

supervision he is working and shall carryout the instructions with the help of the farm

staff and labours.

Shall take attendance of labours and shall allot duties to them keeping in view the

requirements of various field operations undertaken as per instructions of the farm

manager.

SECTION-VII

Bull Rearing Farms

The main aims and objectives of the bull rearing farm are:

(1) To rear selected young bull calves purchased or surplus young bull calves

supplied from cattle breeding farms of the state, in the best of conditions and

make them available to breeders, Government institutions and agencies

engaged in cattle improvement work.

(2) To study the growth of bull calves and develop methods to rear them

economically.

(3) To educate and demonstrates breeders / farmers and students of Veterinary

Science, the animal husbandry practices of rearing bulls economically.


Volume - I Page 159


Manager Bull Rearing Farm-

Shall be overall in charge of the farm and shall be responsible for the economic

rearing of bull calves / bulls and management of farm, its progress and shall also be

custodian of live and dead stock of the farm and shall work under the administrative

control of the Joint Director of Veterinary Services (Division)/ Director Animal Husbandry

as the case may be.

Shall prepare the annual technical working plan of the farm on following items

and shall submit the same by 30th April each year to the controlling officer for approval.

(a) Pasture improvement.

(b) Productions and requirement of fodder and fodder conservation.

(c) Supply of breeding bulls.

Shall keep bull calves according to different age groups separately.

Shall adopt such feeding and management practices so that the bulls may attain

normal rate of growth and maturity.

Shall pay special attention over exercise, grooming and cleanliness and feeding

of the bull calves to keep them in prime health.

Shall arrange for special feeding and care for bull calves or bulls of high pedigree

and outstanding breed characters.

Shall follow the instructions contained in the foregoing paras concerned with

Officer I/C Cattle Breeding Farm.

Shall arrange for the prompt Veterinary Aid for the ailing animals.

Shall be responsible for the submission of the prescribed periodical reports and

returns on due date and time to the controlling officer on the prescribed proformae.

SECTION-VIII

Sheep Breeding Farm

The aims and objectives of Government Sheep Breeding Farm are:-

(1) To bring about progressive improvement in local sheep for superior wool

production and highest mutton yield.

(2) To improve to economic condition of shepherds through scientific breeding.

(3) To strive for organization of marketing of wool on cooperative lines.

(4) To promote grading of wool.

(5) To educate and encourage sheep farmers to take up improved sheep

husbandry practices.

(6) To bring about speedy improvement in the sheep population of the state as

regards wool and mutton.

(7). To induce sheep farmers to use the improved equipments for improving the

working efficiency.

(8) To educate and train sheep farmers and local artisans in the production of

improved wool production on cottage industries basis and its utilization.


Volume - I Page 160


Manager, Sheep Breeding Farm-

Shall be the in charge of the sheep breeding farm and shall be over all

responsible for the economic farm management, its progress and shall be the custodian

of live and dead stock of the farm.

Shall work under the administrative control of Joint Director of Veterinary

Services in charge division / Director Animal Husbandry as the case may be and shall

be responsible for his work to them.

Shall implement the approved technical working programme at the farm to

achieve the objects of the sheep breeding farms namely:-

(a). To build up foundation flock of sheep exhibiting optimum breed characters

and potentialities capable of improving the local sheep for higher yields of

better wool and mutton.

(b) To rear maximum possible male progeny so that they attain good growth,

early maturity to make them available for upgrading the local stock.

(c) To take up progeny testing and make available the proven breeding stock to

farmers.

(d) To impart practical training, whenever necessary to the Veterinary

Graduates, departmental workers and farmers in better sheep husbandry

package of farm management.

Shall prepare an annual working plan of the farm on following items and submit

the same for approval to the controlling officer in the month of April by 15th each year.

(i) Supply of breeding rams.

(ii) Progeny testing.

(iii) Production of feed and fodder.

(iv) Land utilization.

(v) Farm economy.

Shall engage variable labour for the management of sheep keeping in view the

economy of the farm and shall see that it does not exceed the limit of one attendant per

50 sheep and one attendant for breeding rams.

Shall arrange the housing of sheep stock wise viz adult and young separately.

Shall make necessary arrangements for protection of the flock against cold and

rains.

Shall allow the lambs / kids to remain till 3 months of age and then shall wean

them out and transfer their mothers in general adult lot.

Shall isolate the sheep in advanced stage of pregnancy after the 4th month and

house them separately.

Shall personally inspect the houses and see that they are maintained in sanitary

condition and are free from infestation of the ectoparasites.

Shall see that concentrate ration is provided to each sheep as per prescribed

feeding rate and schedule as appended at Appendix-80.


Volume - I Page 161

Shall keep a close watch that the attendants graze the sheep properly in the field

allotted to him as per rotational / deferred grazing programme.

Shall periodically deworm the entire flock and shall arrange for the dip / dust for

control of ectoparasites as a matter of routine operation for sheep / goat farms.

Shall get the breeding rams/ bucks tested against brucellosis once every year.

Shall take all steps and measures that may be necessary to reduce the mortality

among lambs / kinds / bucks / rams / and adult sheep / goat.

Shall follow the approved breeding programmes with regard to selective and

cross-breeding and shall follow the instructions issued in this regard by the Director

Animal Husbandry from time to time.

Shall prepare the programme for the supply of breeding rams to the sheep

farmers in consultation with in charge sheep extension centers and shall see that the

programme is effectively implemented.

Shall see that the breeding rams / bucks are not taken out with the flock for

grazing and are allowed to graze only in the area allotted for them separately.

Shall see that the feeding and care of breeding rams / bucks are being given

special attention.

Shall get the breeding ewes properly flushed before the commencement of the

breeding season.

Shall keep the breeding rams / bucks in the lot of ewes / does as specified in the

approved breeding programme at night time during tupping season.

Shall record the services performed by rams / bucks by identifying ewes / does

from colour impressions given by ram‟s proviesly coloured brisket on the ewes / does

and shall record the ear tag numbers for entries.

Shall undertake pregnancy diagnosis test in all the ewes that are covered and

record his findings once every month.

Shall personally check and see that the progeny testing records for individual

sheep selected for the purpose are properly and accurately maintained.

Shall hang service record sheet in each mating shed and shall maintain the

pedigree sheet of each ewe / doe maintained at the farm.

Shall maintain the records of progeny testing programme in the prescribed

proformae as appended at Appendix-81.

Shall work out the production cost of each breeding ram / buck in the month of

September and March every year and shall submit it to the Director Animal Husbandry

through the proper channel so as to reach the directorate by 20th of October and April

each year.

Shall prepare catalogue of availability of marketable surplus males and female

stock incorporating the details of the pedigree records of each and shall submit copies of

the same to the controlling officer for further action.

Shall select the sheep / goat of all ages for culling before the commencement of

breeding season / at least twice a year and shall submit proposals complete in all

respects in the prescribed proforma to his controlling officer for further action.


Volume - I Page 162

Shall take action for disposal or auction of the animals sanctioned for culling

expeditiously in the manner directed by the controlling officer.

Shall collect wool samples from different parts of body viz shoulder, sides of

neck, wither, britches and back separately of each ram and ewes after shearing and

send it for analysis at the wool analysis laboratory of the state for analysis for different

attributes.

Shall personally record the wool analysis results in the history sheet of the

individual sheep.

Shall store the wool obtained from each clipping after drying and treating it with

insectcides properly and shall preserve the stock in accordance with the instructions

issued by the Director Animal Husbandry from time to time.

Shall take action for the early disposal of the wool at the highest price in

consultation with the controlling officer after obtaining sanction from the Director Animal

Husbandry.


returns on due date and time to the controlling officer in the prescribed proformae and

shall be responsible for the correctness of the information incorporated in these parts.

Functions and Duties of other officers working in the farm-

Shall work under the guidance and supervision of the in charge sheep breeding

farm and shall be responsible for his work to him and shall follow the instructions in

respect of routine working of the farm as fixed by the in charge of the farm and shall

assist him in performing his duties and shall supervise and assist in getting all the sheep

sheared and collect samples of wool to be sent for analysis under the guidance of the

section in charge sheep breeding farm and shall keep the detail record.

Shall assist the in charge of the farm in the disease control work at the farm and

carry out the instructions contained in a prescription for nursing of the sick and wounded

sheep under the guidance and as advised by the in charge farm.

Shall see that deworming of all the sheep of the farm in batches is carried as per

calendar of operation prescribed for the farm as a matter of routine, under the guidance

of in charge sheep breeding farm.

Shall undertake timely vaccination of all livestock against contagious diseases

under the guidance of in charge sheep breeding farm and shall periodically collect faecal

samples and take blood smears for sending them to the veterinary diagnostic laboratory

for examinations and shall record the laboratory findings and take action as directed by

the in charge sheep breeding farm.

Shall remain present at the time of shearing for assistance and giving prompt

Veterinary Aid to sheep whenever required.

Shall see that crutching is done before the onset of monsoon.

Shall be responsible that all the sheep are ear tagged under the guidance and

supervision of the in charge sheep breeding farm.


Volume - I Page 163

Shall arrange to conduct or assist the veterinarian conducting Post Mortem on

dead animals.

Shall prepare the write off cases and put up to the in charge sheep breeding

farm.

Shall assist in preparation of all the technical data in the prescribed proforma

neatly, correctly and upto date.

OTHER INSTITUTIONS ENGAGED WITH SHEEP DEVELOPMENT WORK-

SHEEP AND WOOL EXTENSION CENTRE

Functions and duties of officers working at sheep and wool extension centre-

Assistant Veterinary Field Officer I/CSheep and wool extension centre-

Shall be in charge of the sheep and wool extension centre and shall be the

custodian of all the live and dead stock under his charge and shall work under the

guidance and supervision of the superiors.

His jurisdiction shall be fixed by the Director Animal Husbandry, from time to time,

which may comprise of a breedable sheep population in a contiguous area.

Shall undertake survey of sheep population available in his jurisdiction.

Shall be responsible for the general cleanliness and sanitation of the centre and

shall get all waste matter, dung etc conserved properly for manurial purpose.

Shall see that all the breeding rams at the centre are ear tagged.

Shall submit the quarterly indent of feed and fodder to his controlling officer in

time.

Shall feed the breeding rams as per sanctioned feeding schedule and rate.

Shall personally supervise over the feeding of breeding rams at the centre.

Shall protect the breeding rams and the sheep population within his jurisdiction

against contagious sheep diseases timely and shall guide the sheep farmers on

methods of checking losses due to other common diseases, worms and ectoparasites

and shall give prompt veterinary first aid.

Shall, in the event of any serious illness or death of any breeding ram of the

centre shall assist the attending doctor in the treatment or for conducting post mortem

as the case may be.

Shall submit the proposals for write off of the dead rams complete in all respects

within seven days from the date of death.

Shall castrate all scrub rams of his jurisdiction especially where breeding rams

are supplied from the centre.

Shall select sheep farmers for supply of breeding rams at the rate of one ram for

every 40 to 50 breedable ewes from the centre and arrange their supply as per

programme approved by the controlling officer for tupping during breeding season after

execution of the agreement bond and shall maintain close contact regularly with them.

Shall organise collective breeding during the mating season.


Volume - I Page 164

Shall maintain the breeding records of each ram and wool yield of sheep in the

registers prescribed for the purposes.

Shall take back the breeding rams from the farmers after breeding season and

maintain them at the centre.

Shall assist superior officers in sheep shearing and grading centre in pregnancy

diagnosis of the ewes reported to have covered and conceived by breeding rams, once

a month and record findings in a register.

Shall collect samples of wool from different parts of body from the progeny of the

breeding ram viz: F1, F2, F3 etc as the case may be and also from their respective

dams and send the samples for analysis of different attributes, to the wool analysis

laboratory after every shearing.

Shall record the wool analysis results in the register prescribed for the purpose.

Shall, educate the sheep farmers regarding the importance of improved breeding,

management, cultivation of fodder crops and maintenance of superior sheep by holding

shows and rallies and also in the use of sheep dip if provided at the centre.

Shall strive for the formation of sheep breeders associations co-operative

marketing societies for organizing breeding and marketing of wool and products.

Shall train the flock owners in proper shearing, classing of wool and marketing of

sheep by-products.

Shall induce the sheep farmers to bring their flock for shearing in the shed at the

centre.


returns on due dates and time to the controlling officer on the prescribed proformae.

SECTION-IX

GOAT DEVELOPMENT

The aims and objects of Goat breeding farm are:-

(i) To produce improved goats for goat breeders of the field.

(ii) To improve the economic characters of goat like, twining, birth weight, growth

rate, early maturity and mothering ability.

(iii) To improve the yield of meat, milk and goat hair.

(iv) To improve the economic condition of goat farmers.

(v) To educate and encourage the goat farmers to take up improved goat

husbandry package of practices.

Functions and duties of officers-

Manager, Goat breeding farm

Shall be the in charge of the goat breeding farm and shall be over all responsible

for the economic farm management, its progress and shall be the custodian of live and


Volume - I Page 165

dead stock of the farm and shall work under the administrative control of the Joint

Director of Veterinary Services in charge Division.

Shall prepare the annual technical working plan of the farm on following items

and submit the same for approval to the controlling officer in the month of April by 15th

each year.

(a) Supply breeding Bucks.

(b) Progeny testing.

(c) Production of feeds and fodder.

(d) Waste Land utilisation for plantation of fodder and shady trees.

(e) Farm economy.

Shall implement, the approved technical programme, at the farm to achieve the

objects of the goat breeding farm viz.

(1) To build up foundation stock of goat exhibiting optimum breed characters and

potentialities capable of improving the local goat for higher yields of better

goat, milk and meat.

(2) To rear maximum possible progeny, bring them up to attain good growth

early maturity and make them available for upgrading the local stock.

(3) To take up progeny testing and make available the proven breeding stock to

farmers.

(4) To impart practical training, when necessary to the Veterinary Graduates,

departmental staff and the farmers in better goat husbandry package of

practices and farm management.

Shall be responsible to maintain the labour strength as per sanction. However

variable labours for seasonal operations pertaining to agricultural / livestock activities,

with the permission and sanction of the controlling officer, may be engaged keeping in

view the farm economy.

Shall see that the twins and the triplets are fed according to the feeding schedule

and are given special care in respect of management / feeding and health coverage.

Shall personally supervise over the rearing, feeding and care of the breeding

bucks growing stock and pregnant / lactating does.

Shall see that the shrub propagation is given special importance at the farm since

goat is a preferential browser.

Shall see that special care is taken of the goats in respect of rearing, feeding,

management and health cover as the goats are very fast producing animals, their

nutritional requirement is 6 to 8% of the body weight, hence production of fodder

specially the thorny shrub plants should be given special attention and importance in the

cropping programme.

Shall follow the approved breeding programme with regard to selective and cross

breeding / intense mating and shall follow the instructions issued in this regard by the

Director of Animal Husbandry from time to time.

Shall prepare the programmes for supply of breeding bucks to the farmers /

departmental institutions in consultation with the controlling officer.


Volume - I Page 166

Shall keep the breeding bucks in the lot of does as specified in the approved

breeding programme at night time / random mating by detaching does in heat by using

teaser for breeding.

Shall maintain the records of progeny testing programme in the prescribed

proforma as appended at Appendix-81.


returns in time to the controlling officer on the prescribed proformae and shall be

responsible for the correctness of the information incorporated in these reports.

Shall be responsible that all the goats are ear tagged in both sides of each goat.

Shall see that all the livestock kept at the farm are regularly examined for any

ailment and shall arrange immediate treatment of the sick animals.

Shall periodically arrange to collect focal samples, blood smears for examination

by the Veterinary Diagnostic laboratory and shall keep record of the laboratory findings

and take such action as directed by the diagnostic laboratory to control diseases at the

farm. Shall also arrange deworming of all the goats of the farm in batches as per

calendar of operation prescribed for the farm as a matter of routine. Shall arrange the

dosing and dipping operations of the goats at the farm.

Shall be responsible for the issue of the daily feed and shall supervise over

feeding of the goat every day.

Shall see that timely prophylactic vaccination of all the farm goats against

contagious goat diseases is carried out regularly.

Field Asstt. / Fodder attendant

Shall be responsible for the execution of day to day field operations pertaining to

agricultural work of the farm or any other work assigned by farm manager.

SECTION-X

FEED ANALYTICAL LABORATORY

Functions and duties of officers

In charge Feed Analytical Laboratory-

Shall be the over all in charge of the feed Analytical Laboratory and shall be the

custodian of all the store and stock under his charge. He shall work under the

administrative control of the Director Animal Husbandry and shall be responsible for his

work to him.

Shall exercise effective control for administrative efficiency over his subordinate

staff and test them in respect of working / technical know how from time to time to

improve their working / technical skill.

Shall effect the purchase of books and journals keeping in view the requirement

at the laboratory for ready reference and to keep the technical knowledge of the staff up

to date.


Volume - I Page 167

Shall be responsible for timely and proper analysis of the samples and shall

check the readings as and when required.

However, he shall be responsible for the correctness of the findings of the

samples submitted to him for analysis and shall be answerable if challenged.

Shall charge fees in advance, in case of samples received from private parties,

as per provisions made

Shall bring to the notice of the Director Animal Husbandry any substandard

samples received for analysis, in the prescribed proformae for further action.

Shall see that the general cleanliness of the laboratory and its premises is

maintained properly.

Shall see that the analytical laboratory is fully equipped with the required

equipments, instruments, apparatus, chemicals etc and shall see that these are

maintained properly, replaced or repaired in time.

Shall see that proper sterilization of equipments, instruments, apparatus,

chemicals, solutions, diluters, media etc. is done properly.

Shall be responsible that the samples / specimen received or collected for

analysis are recorded properly and the results of analysis are sent to the concerned

parties at the earliest with his findings / guidance and remedial measures about any

short coming.

Shall be responsible for the submission of the prescribed reports and returns on

due date and time to the controlling officer on the prescribed proformae and shall be

responsible for the correctness of the information incorporated in the returns and

reports.

SECTION-XI

FROZEN SEMEN BULL STATION AND FROZEN SEMEN BANK.

FUNCTION AND DUTIES OF OFFICERS

Artificial Insemination Officer-

Frozen semen bull station, unit Bhopal, has been established with the objective to

produce frozen semen doses from the pedigreed bulls of different breeds for maximal

utilization. The Frozen Semen doses produced at this station are to be supplied to field

units under Improved Cattle Breeding Programmes through Artificial Insemination.

Shall be in charge of the administrative unit of the central semen station, frozen

semen bank and frozen semen bull station.

Shall be responsible for the health, care and maintenance of livestock stationed

at Frozen semen Bull station / Central Semen Station as the case may be.

Shall keep a strict watch on breeding bulls and shall check if proper exercise is

given to the bulls and their proper feeding, care and grooming is done regularly by the

bull attendants.

Shall submit the proposal for replacement of unserviceable and old bulls to the

his controlling officer in advance.


Volume - I Page 168

Shall see that sanctioned strength of breeding bulls is maintained at the station

under charge and shall take such steps as may be necessary to maintain the strength.

Shall see that the bulls stationed at station are fed according to the standard

feeding schedule as appended at Appendix-66. He shall also submit the quarterly /

annual indent of feed and fodder required to his controlling officer.

Shall see that breeding bulls are tested for Brucellosis, Tuberculosis, Johne‟s

disease regularly and shall also see that the bulls are timely protected against

contagious diseases and also shall see that protection of livestock against ecto-

endoparasites is carried out periodically and judiciously

Shall advise treatment for psychopathological condition with special reference to

reproductive disorders and sub fertile cases detected at the station.

Shall seek advise and guidance from his superiors for complicated and doubtful

cases.

Shall check the methods of handling of semen by the messenger in transit and at

destination and advise / guide to rectify them.

Shall frequently check the quality of semen at any of the institutions where ever

liquid as well as frozen semen is supplied and record his findings in a register as

appended at Appendix-67, in order to give guidance to the concerned subordinate staff

in writing for measures to be adopted, if any, for bringing about improvement there in .

A copy of his comments shall be submitted to his superiors for information and proper

action.

Shall make following studies for increasing the efficiency of the working of the

station:-

(i) Seasonal variation in the sexual behavior of the bulls at the station.

(ii) Seasonal variation in the quality of semen of each bull kept at the station.

(iii) Analysis of the seasonal variance on the conception rate.

(iv) Analysis of conception rate of semen of each bull kept at the station.

(v) Evolve suitable semen diluter keeping in view the climatic condition.

(vi) Causes of sterility among cattle.

Veterinary Officer I/C Frozen Semen

Shall follow all the instructions contained in foregoing paras.

Shall see that the sex libido and serviceability of each bull is maintained and if

any defect is found shall be treated promptly in consultation with other superiors and the

matter should be reported to the controlling officer for further action.

Shall see that the bulls are not put to excessive use for collection or natural

services under any circumstances.

Shall communicate any ailment among the bulls of frozen semen bull station to

the superiors immediately. However he shall take care of the ailing bulls and arrange for

proper treatment.


Volume - I Page 169

Shall see that Artificial Insemination Laboratory of the station is fully equipped

and that the required equipments, instruments and apparatus supplied are maintained

properly and replaced or repaired in time when ever necessary.

Shall ensure proper sterilization of equipments, instruments, apparatus vials,

chemicals, solutions and dilutors etc at the station.

Shall train all young untrained bulls for purpose of collection of semen by artificial

procedure.

Shall plan out the collection and supply programme in consultation and with the

help of the superiors from time to time for smooth running of the scheme.

Shall supervise over collection of sterilized and hygienic semen and shall take up

the collection himself more often.

Shall be responsible for evaluation and preservation of semen.

Shall keep control samples of diluted / frozen semen from every batch and shall

conduct tests for its quality.

Shall supervise filling of semen in vials, proper labeling, packing and forwarding

to various key village units / Sub centers / Artificial Insemination centers or any other

institutions as the case may be under optimum hygienic and sterilized conditions along

with the dispatch card as appended at Appendix-68.

Shall be responsible for timely supply to meet the requirement of liquid semen if

demanded or as and when ordered.

Shall be responsible to collect, handle and process the semen for proper filling

and storage.

Shall see that the bull wise record of collection of semen and results of various

examination / tests and its disposal for use etc are recorded in a register as appended at

Appendix-69.

Shall see that the liquid Nitrogen containers provided for Frozen semen storage

are handled and cared for properly by the staff working under him and shall follow the

instructions regarding safe transportation etc of such containers as appended at

Appendix-70.

Shall be responsible to maintain the optimum level of liquid nitrogen always in the

containers at the station / centers / key village units / sub centers or any other institution

as the case may be, to protect the semen straws preserved there in.

Shall collect, collate, compile and analyze the reports and returns received from

various institutions and shall arrange to submit them to his controlling officer in the

prescribed proformae as appended at Appendix-71 to Appendix-72.

Veterinary Officer I/C Frozen semen Bank

He shall follow the instructions contained in the forgoing paras.

Shall look after the complete / scheduled operational and production activities of

the liquid nitrogen plant.

Shall supervise the work of staff engaged in liquid nitrogen production or for its

operation.


Volume - I Page 170

Shall be responsible for the proper storage of Liquid Nitrogen its utilization and

supply.

Shall be responsible for the proper storage of Frozen semen doses, their supply

and their utilization.

Shall collect, collate, compile and analyze the reports and returns received from

various institutions and shall arrange to submit them to his controlling officer in the

prescribed preformae as appended at Appendix-73.

SECTION-XII

EMBRYO TRANSFER TECHNOLOGY PROJECT

MP is a state where huge no of nondescript cattle are present whose production

potential is very low there by animals are not able to give proper economic return to the

farmers. To improve the economic return rate form the cattle the nondescript female is

bred through artificial insemination to a proven male of high milk producing genetic

capacity thus the progeny shows high milk production quality. The success of this

process depends on the availability of good pedigreed bulls of exotic breeds i.e. jersey

and HF and high milk producing capacity indigenous cattle breed like Sahiwal and Gir.

Current status of the bull availability is very poor and in other states at the same time

such high pedigreed bulls are very costly. Thus a huge amount of state‟s money is

drained out in other states.

Embryo transfer technology is the scientific method of increasing the productivity

of the female. In this method the female with production capacity of producing one off

spring in a year is considered to have the best reproductive performance but through

this technology the production capacity of the female reproduction is increased 10 times,

i.e. from a cow having good production capacity genes more no of embryos are

collected and transferred in local animals thereby we get calf of good genetic potential

from the foster mother of local breed. Male calf produced will be used in central semen

station for production of frozen semen, also that the selection pressure on the bulls for

production of frozen semen will be increased many folds helping to improve the

breeding genetics of the state animals.

The females produced will be used to develop the nucleus herd for production of

male and female calf in increased number through this technology. The females

produced further will be used to develop the nucleus herds in the state.

Embryo transfer technology will be used to conserve the native breeds of cattle

of the state which are pride of Madhya Pradesh, they are Malvi, Nimari and Kenkatha

cattle. Thus through this technique we will be able to produce high pedigreed bulls for

frozen semen production and develop the nucleus herd of high producing females.

Recently the Department has established an Institute to perform Embryo Transfer

at Bhopal. The work is in progress and the setting up of the infrastructure is going on.


Volume - I Page 171

CHAPTER–V

(POULTRY DEVELOPMENT)

SECTION-I

POULTRY FARMS AND POULTRY DEVELOPMENT SCHEMES

General

The development of poultry in the State aims at bringing about progressive

improvement in the availability of better egg-laying birds for private poultry keepers,

table eggs and poultry meat to help solve the supply of animal protein and to provide

subsidiary occupation to rural masses and help develop poultry farming for large scale

farmers to serve as a whole time occupation.

Poultry breeding as the policy of state also aims at preservation of indigenous

germplasm to exploit the potentially for further development of poultry as a whole.

Mass poultry production / Poultry Estates / Establishment of Hatcheries / poultry

farms / duck farm / Rural Backyard Poultry Development / Small Holder Backyard

Poultry (For details see Appendix-37) are the major scheme and programmes

functioning under poultry development, covering all its aspects viz.: Management,

feeding, breeding, Disease control and marketing as well.

SECTION-II

GOVERNMENT POULTRY FARMS

The main aims and objectives of the Government Poultry Farms are:-

(i) To build up foundation stock of Kadaknath including low input technology

birds viz. Kalinga Brown, Giriraja, Grampriya, Vanaraja, Chabro, Rainbow

Rooster, RIR, kuroiler etc. exhibiting optimum breeds characters and breed

potentialities.

(ii) To produce economically bred birds for higher egg and meat productions

and disease resistant birds for supply under various departmental

schemes.

(iii) To formulate and evolve economic (low cost) balanced poultry feed

through feeding trials and supply feed under different schemes.

(iv) To study and demonstrate different types of economic (low cost) poultry

houses and equipments made from indigenous material for propagation in

the rural area.

(v) To conserve and propagate flock of kadaknath birds as per directions /

instructions of the superiors. Also maintain flock of Japanese Quail for

meat purpose and also reproduce for supply chicks to local market as per

demand.

(vi) To take up studies connected with various problems of poultry

management under field conditions.


Volume - I Page 172

(vii) To study the effect of agro climatic conditions and adaptability on cross

bred birds.

(viii) To cater the needs of high quality birds and hatching eggs of poultry

farmers and breeders for boosting up of poultry production on economic

lines.

(ix) To study the different methods of egg preservation and to educate farmers

/ breeders and veterinarians in this direction.

(x) To impart practical training to veterinarians and farmers in better poultry

husbandry package of practices and farm management

SECTION-III

FUNCTIONS AND DUTIES OF OFFICERS ENGAGED WITH POULTRY FARMS.

(A) Officer I/C Government Poultry Farm-

Administrative Duties-

Shall be in charge of the farm and shall be over all responsible for the economic

farm management and its progress and shall be custodian of all the live and dead stock

of the farm.

Shall work under the administrative control of the divisional Joint Director of

Veterinary Services except Poultry Research Farm, Hathaikheda, Bhopal which is under

the administrative control of Director, Animal Husbandry, Bhopal.

Shall invariably check and keep watch over the labour at work for their presence

and shall see that they are utilized in the best interest of the farm.

Shall ensure that constant electric supply either through Madhya Pradesh

Electricity Board or local generator of the farm for the delicate machineries viz incubator,

Hatcher, brooders etc is maintained.

Shall ensure that all the articles such as sundries, equipments, instruments,

machineries, spares, accessories, feed and feed-additives etc. are purchased / procured

as per powers delegated to him required for the running the farm smoothly. However for

purchases beyond his powers, he shall take action after obtaining due sanction of his

indent from the competent authority and shall keep the stock of medicines / feed /

instruments / equipments / machineries / accessories litter / feed-additives etc properly

replenished / replaced / repaired, for efficient working of the institute.

Shall see that no birds / eggs / manure / other farm produce etc either in cash or

on credit is sold to any of the individuals or institutions (Government/ private) without the

written permission of the controlling officer. If sold under the orders of the competent

authority, the transaction should be properly and timely adjusted and accounted for.

Shall ensure that all the articles such as sundries, equipments, instruments,

machineries, spares, accessories, feed and feed additives etc as per requirement are

purchased / procured for use at the farm are brought on records of the Central store and

their subsequent issues and utilization by various section / sub sections of the farm /

projects.


Volume - I Page 173

Shall evaluate the value of the Government property viz. individual birds and

similarly shall evaluate the value of dead stock of the farm in the end of March every

year as per instruction, and shall submit such statements to his controlling officer.

Shall see that each poultry house or pen is having a board indicating.

(A) (i) Breed and strain of birds

(ii) No. of birds housed

(iii) Date of hatch

(iv) Date of vaccination with name of vaccine.

(v) Due date of deworming.

(B) (i) Daily production of eggs.

(ii) No. of birds culled and sold.

Shall arrange procurement of suitable and sufficient quantity of litter material well

in advance for use at the hour of need.

Shall be responsible for maintaining minimum buffer stock of feed and send the

indent of feed ingredients and additives well in advance to the suppliers and shall

arrange for regular supplies.

Shall ensure that verification and counting of chicks / growers / adults / other

birds is done once in a month and such operation is carried out in the cool hours of the

day. However, the birds should be handled to a minimum possible extent.

Shall see that special manage mental care is provided to the birds housed in the

cages. Sufficient quantity of feed, fresh, clean, cool water, chaffed greens, oyster shell /

stone grit etc. are provided to fulfill the requirements as per standards to combat the

stress exerted thereby and for better production. However, the feeding record should be

maintained neatly, correctly and up to date.

Shall take round of each poultry shed every morning and evening to detect ailing

cases and shall guide the subordinate officers/ staff on the line of preventive measures.

Shall see that preventive measures are carried out well in time, before change in

season against viral / bacterial / protozoan / fungal and other contagious / non

contagious infections by proper vaccination and or other suitable measures, in all the

birds viz chicks growers / adults, as per calendar of operations and approved procedure.

Shall ensure that prompt action for treatment is provided to the ailing birds

detected by him or brought to notice by subordinate officer/staff/ on the diagnostic report

received from the laboratory. If need be, to prevent any unprecedented loss.

Shall be responsible to maintain sufficient stock of essential medicines ready at

hand to combat any emergency.

Shall seek timely expert services, of the subject matter specialist, if situation

warrants, from the diagnostic laboratories / Veterinary Colleges / other learned body,

regarding complicated matters of the birds stationed at the farm with the consent of the

controlling officer / competent authority.

Shall ensure that post mortem is conducted only in a post mortem room

constructed at the farm and the post mortem room is equipped completely in order to get

prompt and accurate diagnosis of the disease and shall see that the post mortem is


Volume - I Page 174

conducted by the veterinary Assistant Surgeon of a veterinary Hospital and or of a

diagnostic laboratory whichever is nearest to the farm or the institute as per instructions

of the controlling officer. It should not be done by farm staff in any case without

prejudices to the para of this section.

Shall see that the cases of write off of birds of the farm are prepared and

submitted in the prescribed proforma / form to the superiors for further action.

Shall see that the indent of biological products is submitted in time through proper

channel, to the Director of Animal Health and Veterinary Biologicals in the prescribed

proforma as appended at Appendix-83, and the vaccine is procured well in advance,

prior to scheduled vaccination programme and the vaccine thus received shall be stored

as per instructions of the manufacturer and shall see that the vaccine is utilized within

the specified time limit and shall see that proper record of vaccine received, vaccination

done is maintained neatly, correctly and up to date.

Shall ensure that the chicks / growers / adult birds housed at the farm, are

protected from the extreme seasonal variations / diversities of climatic conditions viz

extreme cold, excessive temperature, rains etc. by adopting suitable measures to avoid

unprecedented mortality, steep fall in production and such other factors which many

hamper the farm economy.

Shall see that daily performance records of the different category of birds /

equipments / plant / machinery etc. are maintained properly on the prescribed registers /

charts / logbooks etc.

Shall ensure immediate disposal of the dead birds in suitable manner so that

such dead birds do not become a source of infection and threat to healthy flock of the

farm / breeding programme / project Units, scheme units etc.

Duties regarding Chick Management-

Shall be responsible for providing necessary temperature / warmth, ventilation

and protection to the chicks, so as to keep them healthy.

Shall be responsible for providing round the clock clean water and quality feed to

the chicks.

Shall be responsible for cleaning and disinfection of sheds from time to time and

especially before placing new flock.

Shall see that chicks are active and should give response to the surrounding

sound and clapping. Must isolate the weak and infected chicks.

Shall see that chicks are free from Mycoplasma and Salmonella pullorum. Shall

see that necessary medication and vaccination is provided to the chicks as per schedule

to avoid various infections and to maintain the performance of birds

Shall see that necessary brooding equipments viz. brooders, drinkers, feeders,

thermometers etc. should be available.

Shall be responsible for uniform growth with mortality within range and provide

necessary required space to the chicks. Mixing flocks at any age should not be allowed,

only birds of same age should be reared in one flock.


Volume - I Page 175

Shall be responsible for maintaining good litter condition with moisture contents

25-30% by regular racking of litter and addition of lime powder if litter is too wet.

Shall be responsible for providing sufficient light (24 hrs.) for better performance.

Shall be responsible for providing required floor space depending upon the

age, body weight and climatic conditions.

Shall be responsible for providing good quality feed with balance of energy and

crude protein.

Shall be responsible for providing adequate feeding space to get easy access to

all the birds and even growth.

Shall be responsible to maintain height and distance of feeders so as to make

easy available to the birds.

Shall ensure that parent male and female chicks are reared separately from the

day they are segregated on the basis of sex.

Shall be responsible for providing sufficient number of feeders i.e. one chick plate

for 60-65 chicks (1st week) or one feeder for 60-80 chicks (0-3 weeks).

Shall be responsible for providing sufficient number of drinkers so as to provide

adequate fresh water to avoid dehydration.

Shall be responsible for providing immediate safe and effective water medication

on the basis of disease diagnosis by him or brought to his notice by the subordinate

officers/staff.

Shall be responsible for vaccination of chicks on due dates as per schedule using

proper vaccination procedure.

Shall be responsible for proper cleaning and disinfection of shed as per

procedure and cleanliness, sterilization of equipments, instruments, glassware and other

items etc. as and when required.

Shall ensure that pecking and cannibalism problems do not arise at the farm and

shall take timely suitable action in respect of poultry feed and debeaking operations to

prevent such vices.

Shall see that sick chicks are isolated from the rest of the flock to prevent the

spread of disease among the entire flock.

Duties regarding Grower Management-

Shall be responsible for providing required floor space i.e 1.5 - 2.0 sq.ft. /bird and

providing sufficient number of drinkers & feeders.

Shall see that phased out programme for control of endoparasites is carried out

with suitable dewormers. Similarly, spraying and blow lamping of the house with proper

concentration of insecticide should be carried out.

Shall be responsible for providing necessary medication & vaccination as per

schedule and made all efforts to control disease, if occurs by providing proper

medication with proper dose and route.

Shall be responsible for properly debeak the birds with debeaker to avoid

cannibalism, selective feeding, reduce egg breakage and to maintain uniformity in the


Volume - I Page 176

flock. Under weight and stressed birds are not debeaked. Give antistress medicines

before and after debeaking to relieve stress. If there is bleeding, Vitamin K in drinking

water should be given.

Shall see that vaccination and debeaking are not carried out together.

Shall see that sulpha drugs particularly sulphonomides are not given before

debeaking as they are known to prolong bleeding.

Shall see that feed and water level in the feeders and drinkers be increased after

debeaking of birds so that scoping the water and feed is easy.

Shall be responsible for touching at 10th day of age where touch the tip of the

beak to hot blade and cauterize to stop bleeding. At the age of 12-15 weeks debeak the

beak by giving V-shape.

Shall be responsible for grading of birds on the basis of body weights is done

periodically from 10th week to ensure optimum egg production, fertility & hatchability.

Besides, birds are individually weighed, handled and closely inspected for other

deformities and ailments. Shall see that restricted feeding for male parents is done.

Feeding schedule and programme is changed after random weighing of birds.

Shall be responsible for taking body weights of birds on random basis for large

flocks on weekly basis. Weigh the birds from several locations. Shall weigh the birds on

same day, same time each week preferably in the afternoon as the crop may be empty

or contain approx. 70 gm. of feed variation in weight plus or minus 10% then the

standard weight is acceptable.

Shall be responsible for adjust the feed and feeding & schedule as per the

existing body weight and body weight standards.

Shall shift the birds in layer shed at the age of 16-18 weeks before laying starts.

Shall ensure that birds are not disturbed once laying started.

Duties regarding Adult Parent Management-

Shall be responsible for providing required space i.e. 2-2.5 sq.ft./ bird in deep

litter system.

Shall be responsible for providing sufficient number of drinkers & feeders.

Shall be responsible for providing necessary medication & vaccination as per

schedule and made all efforts to control disease, if occurs by providing proper

medication with proper dose and route.

Shall be responsible for providing layer feed offered to the laying birds formulated

according to the age of birds and egg production.

Shall be responsible for providing extra light as per schedule to obtain optimum

production from layers. Egg production is directly related to the light. It is important to

place bulbs in such a way so as to achieve equal distribution of light of the intensity

throughout the poultry shed. The period of light made available to the flocks affects the

time of first egg laid.


Volume - I Page 177

Sexual maturity is controlled by the lighting programme during the rearing

period. The length of the day i.e number of hours of light per day and the intensity of

light are both the factors that need to be considered. Decreasing day length during

growing increases their growing period or helps in delaying sexual maturity.

Standard lighting & schedule is as follows-

Age

(weeks)

Natural day in

light (hrs.)

Artificial light

(hrs.)

Total light

(hrs.)

21 12 ½ 12½

22 12 1 13

23 12 1½ 13½

24 12 2 14

25 12 2½ 14½

26 12 3 15

From 26th - 40th week- give 15 hr light, 41th - 72th week - give 16 hr light

Shall induct the required number of healthy males i.e. 8-10% in the female pens

at right time for good fertility of hatching eggs. It is advised to keep the equal number of

males for replacement cycle every month. Males are replaced with this standby stock of

males and former males will be given rest and managed properly for better fertility and

hatchability. Males are withdrawn from the pens no sooner the requirement of fertile

eggs is achieved.

Shall be responsible for maintaining uniform egg production by providing good

management, feed and water.

Shall be responsible for culling of undesirable unproductive birds from the flock

irrespective of whether the flock is beginning to lay egg or is completing the laying cycle.

Thus reducing the risk of disease transmission and save cost of medication and

vaccination.

Shall be responsible for keeping litter in good condition by regular racking of litter

and adding lime.

Shall be responsible for collection of hatching eggs seven (7) days after males

are inducted in the female pens. Eggs are collected at least 4 times a day and then store

in cold room at 67oF after thorough cleaning and grading the eggs for better hatchability

and chick quality.

Shall be responsible for inoculation of ND and IBD killed vaccines at the age of

19th, 40th and 60th week for maintaining optimum antibody titer.

Shall be responsible for salmonella testing from time to time for avoiding vertical

transmission of disease and should cull all the positive birds.

Shall be responsible for collecting faecal sample of birds for Avian influenza

detection.


Volume - I Page 178

Shall be responsible for providing sufficient number of laying nests (1 for 4-5

birds) with adequate ventilation in the layer shed with good quality bedding material

before the laying starts for adaptability.

Shall see that during moulting period, the birds are managed and cared properly

so as the stage of stress is passed off at an earliest.

Duties regarding Hatchery Management-Pre- incubation care of hatching eggs-

In deep litter, hatching eggs received are dirty. So chances of bacterial

contamination are more, when the egg comes in contact with floor litter material and

intestinal filth. So hatching eggs shall be cleaned and disinfected before use.

Shall be responsible for cleaning of dirty eggs with the help of five quality send

paper and then washed with warm water containing suitable sanitizer.

Shall be responsible for selecting hatching eggs of suitable shape (medium) with

strong shell as extremely large or very small eggs and weak shell eggs do not hatch

well.

Shall be responsible for rejecting thin or rough shelled, misshapen eggs, double

yolk eggs, blood and meat spots, floating air cell eggs.

Shall be responsible for disinfecting eggs and hatching equipments with

potassium permagnent and formation in the ratio of 1:2 i.e. 20 gm. potassium per

magnet & 40 ml formalin for 100 cu.ft.

Shall be responsible for storing the eggs at 60-67oF (16 -18.3 oC) and R.H of

room temperature should be above 75%. If eggs are to be stored for larger period

reduce the temperature and humidity warm the eggs prior to incubation at room

temperature.

Incubation and hatching-

Shall be responsible for maintaining the machines as per the production capacity.

Hatching should have interrupted three phase good quality power supply and stand by

appropriate capacity generator set.

Shall see that hatchery should have ample water facility for cleaning and dispose

hatching waste.

Shall be responsible for maintaining 99oF temperature and 86-87% humidity in

setter (1-18 days) and 97 -98oF temperature and 90 - 92 % & humidity in hatcher (19-21

days). Shall also be responsible for providing good ventilation in setter / hatcher for good

hatchability and quality chicks.

Should see that turning of eggs in the setter is done every hour to prevent

sticking of embryo to the side of the shell. Turning also ensures even heating of the egg

contents. Tilting the eggs trays at 45o angles in the both direction from perpendicular

gives the best result with frequent turning.

Setting of eggs in setter and transfer of eggs from setter to hatcher should be

done carefully and quickly to avoid cooling of the eggs as this will delay hatching.


Volume - I Page 179

Shall be responsible for taken off the chicks when 95% chicks are dried off.

Excessive drying may lead to dehydration of chicks. Chicks have to be separated from

debris, graded and vaccinated against Mareks disease. 70-80oF temperature and 70-

75% R.H is maintained in the chicks room.

Shall be responsible for proper washing and drying of egg trays before eggs are

transferred and thorough cleaning of all the equipments i. e. hatcher, trays, trolleys etc.

after each hatch with pump for proper disinfection.

Chicks transport-

Shall be responsible for transporting chicks in chicks transporting boxes carefully.

Boxes should be properly stacked and spaced to allow free air movement around them.

Transport is generally done in cool hours to avoid unexpected mortality. During summer

season pieces of water melon are added in the boxes to prevent dehydration of chicks.

Number of chicks per box depends upon seasonal condition.

Record keeping-

Shall be responsible for maintaining the proper record of the hatchery to assist in

daily or weekly management decision, to monitor and control egg and chicks flow

through the hatchery.

Shall be responsible for maintaining the individual flock and incubator

performance data on fertility, hatchability, number of culls etc.

Duties regarding Feed Management-

Poultry nutrition is the process of providing nourishment to the body for

maintenance, growth and production which is provided by balanced poultry feed. Feed

cost alone constitutes about 65-70% of total production cost of poultry meat and eggs.

So providing quality feed to the birds is very important. Various external factors like

stress, health status etc. and internal factors like breed type, body size and weight,

growth; production etc. affects the nutrient requirement of a bird.

Shall be responsible for minimal feed wastage by avoiding more feed level.

Shall be responsible for providing clean, cold fresh, wholesome and potable

water regular uninterruptedly, as it is an essential liquid which helps in digestion,

absorption, excretion and thermoregulation of body.

Shall be responsible for effective sanitation of water to reduce or control the

microbial load.

Shall see that sufficient quantity of prepared poultry feed required for all the

categories of birds viz. Chicks, growers, adults etc is always available at the keeping in

view the go down facility and budget estimates.

Shall be responsible for providing necessary amount of carbohydrates, fats and

proteins as per standards given. Also ensure inclusion of essential amino acids, vitamins

and minerals in feed and exploit the genetic potential of birds by providing quality diet.


Volume - I Page 180

Shall be responsible for taking strict quality control measures at every steps

starting from the procurement of raw material to the feeding of compounded feed to the

birds. The ingredients should be purchased as per the specifications. Physical quantity

of ingredients such as color, moisture, taste, smell, texture etc. must be examined

carefully.

Shall be responsible for proximate analysis of feed sample and then adjust feed

formula accordingly. The proximate analysis contains moisture, crude protein extract,

crude fibre, total ash and nitrogen free extract.

Shall be responsible for maintenance of grinder and mixture of appropriate

capacity in good running condition. Vehicles used for transportation of feed or

ingredients should be cleaned and disinfected periodically.

Shall be responsible for preparing premix, when micro-ingredients (vitamins,

mineral supplements and amino acids etc.) which composes less than 0.5% of total

quantity of raw material are added to the feed .Premixing is the process of ensuring right

blend of all the micro-ingredients required for making a complete feed in the right form.

Shall be responsible for checking finished feed physically for its texture, color and

odour and chemically analyzed for its proximate principles by correct feed sampling.

Shall be responsible for adding appropriate feed additives (antioxidants,

coccidiostats, antifungal probiotics etc.) as per requirement.

Shall be responsible for proper storage of feed ingredients and finished feed to

prevent fungal infection.

Shall be responsible for proper record keeping of feed ingredients and finished

feed for feed consumption assessment as well as quality of feed.

Duties regarding Bio-security-

Shall ensure good sanitation and shall see that hygienic conditions prevail in and

around poultry sheds and surrounding is kept neat and clean.

Shall see that no contaminated equipment comes in contact with the birds, all the

necessary additional equipments for the flock should be disinfected and shall also see

that shipping crates etc must be disinfected / fumigated when returned to the farm.

Shall see that labours working in brooders and grower houses are not allowed to

work in layer houses and vice-versa.

Shall ensure that visitors should be restricted and disinfectant foot bath pans are

provided at the entrance of each shed and shall also see that a basin for washing hands

is provided with disinfectant solution. The details regarding biosecurity is appended at

Appendix-36.


Volume - I Page 181

SECTION-IV

ORGANIZATION OF POULTRY DEVELOPMENT SCHEMES / PROGRAMME

At state level-

At the Directorate level the Joint Director of Veterinary Services in charge poultry

development and specialist officers viz Deputy Director of Veterinary Services (Poultry

Development), and other officers and staff shall be stationed who shall advise and assist

the Director for the formulation, implementation, evaluation and monitoring of different

poultry development schemes / programmes and give guidance to the officers and staff

engaged with such work at various levels for proper execution and implementation.

SECTION-V

RANIKHET ERADICATION SCHEME

General-

Ranikhet, being a wide spread and enzootic disease in India, causes heavy

mortality among the poultry leaving great impediment on the poultry industry causing

heavy economic loss. In order to minimize the losses on account of heavy mortality,

ensuring a steady egg production and to give a boost to the poultry industry especially in

the tribal areas of the state, this scheme has been taken up. The modus operandi of the

Ranikhet Eradication Scheme is given in the Appendix-84.

SECTION-VI

FUNCTIONS AND DUTIES OF OFFICERS WORKING IN RANIKHET ERADICATION

SCHEME

Officer I/C Ranikhet Eradication Scheme

Shall be the in charge of the Ranikhet eradication scheme and shall be the

custodian of the live and dead stock of the scheme.

He shall work under the administrative control of the Joint Director of Veterinary

Services in charge division other superiors as the case may be.

Shall prepare the annual technical working plan of the scheme as per the

programme appended at Appendix-84, and shall submit it to the Director Animal

Husbandry for approval through proper channel in the month of April every year.

He being in charge of the scheme shall be responsible for execution and

implementation of all the phases of the approved technical working plan, and shall see

that the subordinate staff and labour engaged are utilized in the best interest of the

scheme and that they perform their duties as per instructions described in subsequent

paras under respective category.

Shall maintain a register of poultry farmers in his area, and shall undertake

annual survey of poultry for further planning.

Shall see that random collection of serum from vaccinated birds for conducting

H.A. and H.I. test to ascertain the immunogenic status of the birds against ranikhet


Volume - I Page 182

disease and shall see that the test is carried out periodically and shall take suitable

action if required.

Shall be responsible to maintain sufficient stock of essential medicines viz.

Dewormers, Vitamins, minerals, antibiotics etc to carry out the treatment and vaccination

programme efficiently and smoothly.

Shall seek timely expert advise/ services of the subject matter specialist if

situation warrants, from the diagnostic laboratories, Veterinary Colleges, other learned

body regarding complicated cases under the scheme with due permission of the



Volume - I Page 183

CHAPTER-VI

(EDUCATION AND TRAINING IN ANIMAL SCIENCE)

SECTION-I

AIMS AND OBJECTIVES

The aims and objectives of education and training in Animal Science are-

(1) To improve the livestock and poultry by the application of latest technology is the

essential pre requisite for the creation of a sound and efficient system of education in

animal sciences. The animal science denotes the composite discipline having three

broad visions viz.

i. Veterinary Science.

ii. Animal Production.

iii. Animal Products technology.

(2) Scientific knowledge of improved animal husbandry practices and their judicious

application can provide great opportunities for improvement of live-stock and poultry

industry.

(3) Higher education by way of specialization, may it be a post graduate diploma,

degree and Ph.D. for extending vision in any one of the above three disciplines for

scientific approach to the field problems is a basic requirement. Considering the

importance of such specialized higher education in the state for better utilization in the

interest of Veterinary Science and Animal Husbandry.

The services of such specially trained / educated personnel, complete bio data of

all such persons shall be maintained for future use and optimum utilization of the

services of such personnel in the respective disciplines. The task mentioned in the

foregoing paras, need, other than the technical specialized personnel, a team of para

veterinarians (field assistants) for its proper and successful implementation.

(4) The owner of live-stock and poultry follow the conventional practices of animal

husbandry and therefore are unable to draw the maximum possible benefits out of it. It

will be hard to achieve success without their being fully conversant with the latest

scientific know how and its application and implementation accordingly.

(5) The characteristic feature of the growth of science is its continuing fragmentation

into specialized disciplines. The capabilities to carry out and attain aims involved in multi

disciplinary projects depend on quality and not merely the quantity of trained personnel.

Factors essential for attainment of objectives of multi-disciplinary projects are

excellence, relevance, participation and organization, where persons of adequate and

appropriate qualifications are not available, the first and foremost thing would be to

organize their training by way of specialized education.

(6) keeping in view these realities following degree/ diploma course, research

programmes, training courses and refresher courses enlisted as follows are also

available for interested departmental employees.


Volume - I Page 184

(a) Research programmes.

(b) Ph.D. programme.

(c) Post graduate degree courses.

(d) Degree courses.

(e) Post Graduate Diploma courses.

(f) Refresher courses.

(i) Short term trainings including Training/courses abroad.

(ii) Summer institutes.

(iii) Work shops / seminars.

(g) Departmental training courses.

(i) Assistant veterinary field Officer Training centre.

(ii) Artificial Insemination training centers.

(iii) Sheep Training centre.

(iv) Poultry Training school.

SECTION-II

RESEARCH PROGRAMMES

The Government of Madhya Pradesh extends facility to the in service candidates

for undergoing such specialization by way of sanctioning two years study leave on full

pay once in service tenure, or other kind of leave admissible after completion of

minimum of 5 years of service in the department to the desirable candidates as per the

Madhya Pradesh Government leave rules.

The Veterinary Colleges functioning, are at Mhow in district Indore, Jabalpur and

Rewa under The Nanaji Deshmukh Veterinary Science University, Jabalpur, where the

research programmes are conducted. Besides this the candidates may seek admission

in any of the Veterinary Colleges in the country where such programmes are conducted.

The desirable candidates fulfilling all the prerequisites for grant of study leave and

requirement for admission to such courses as per the prospectus of the concerned

colleges, may seek admission in any of the colleges for completion of the progammes.

The lien of such candidates undergoing higher education on study leave is not

disturbed in the department. However, he has to execute a bond with the state

Government to provide his services to the department as per terms and conditions and

rules laid down by the Government in this connection and amendments made there in

from to time to time.

Higher Education/ Training programmes are also sponsored occasionally by

different countries, Government of India. Indian council of Agricultural Research etc. for

which suitable candidates fulfilling the requirements of host countries / institutions are

also deputed by the department / State Government in accordance with the rules, terms

and conditions fixed by the Government.


Volume - I Page 185

Scholarship to meritorious candidates for undergoing higher education on the

basis of competitive examinations is also awarded by Indian council of Agriculture

Research, council of scientific and Industrial research etc.

SECTION-III

DEGREE IN VETERINARY SCIENCE COURSE

The state of Madhya Pradesh is having three Veterinary Colleges, under The

Nanaji Deshmukh Veterinary Science University, Jabalpur, situated at Mhow in district

Indore, Jabalpur and Rewa where the degree of B.V.SC. & A.H. (Bachelor of Veterinary

Science and Animal Husbandry) is awarded to successful candidates.

The candidates are admitted to this course on the basis of competitive

examination conducted by the Veterinary Council of India.

The curriculum and the subjects of study for completion of the degree course are

per the syllabus of the Vishwa Vidyalaya. However the students are given adequate

training opportunities in the theory and practice of animal sciences during their course of

study.

The candidates who are awarded degree in Veterinary Science and Animal

Husbandry are eligible for appointment as Veterinary Assistant surgeon Class II, in the

state Animal Husbandry Department through Madhya Pradesh public service

commission.

The Assistant Veterinary Field Officers, working in the Department, fulfilling the

requirements as per terms and conditions approved by the Director Animal Husbandry,

are also deputed for undergoing Bachelor of Veterinary Science and Animal Husbandry

course in the State Veterinary Colleges every year.

SECTION-IV

DIPLOMA IN VETERINARY SCIENCE COURSE

The State of Madhya Pradesh is having five Assistant Veterinary Field Officer

Training Colleges under The Nanaji Deshmukh Veterinary Science University, Jabalpur,

situated at Bhopal, Mhow, Jabalpur, Rewa and Morena where the diploma in Veterinary

Science is awarded to successful candidates.

The candidates are admitted to this course on the basis of competitive

examinations conducted by the Madhya Pradesh Professional Examination Board.

The curriculum and the subjects of study for completion of the diploma course are

as per the syllabus of the Vishwa Vidyalaya. However the students are given adequate

training opportunities in the theory and practice of animal sciences during their course of

study.

The candidates who are awarded diploma in Veterinary Science and Animal

Husbandry are eligible for appointment as Assistant Veterinary Field Officers in the state

Animal Husbandry Department.


Volume - I Page 186

SECTION-V

POST GRADUATE DIPLOMA COURSE

The Veterinary Department extends facility to the in service veterinarians for

undergoing specialization / National diploma in various disciplines of animal sciences

viz. Animal Reproduction, Preventive Veterinary Medicines, Dairy Cattle Production,

Poultry Production, Fodder Production and Grassland Development etc at the various

institutes in the country.

The officers of the department are selected for completing such courses in each

discipline on the basis of

(a) Seniority.

(b) Experience in the discipline.

(c) Number of seats available at the institute.

However, the candidates deputed for such courses are entitled to claim the allowances

etc admissible as per the rules / instructions / orders issued by the state Government

from time to time.

The courses running and the number of seats available for the state quota for

different post graduate diploma courses at various institutes, where candidates are

deputed by the department, according to availability of seats.

SECTION-VI

REFRESHER COURSES

(a) Short term training-

These courses are conducted from time to time in the country and are also

offered by other countries. Necessary action for deputation of officers as per directives/

instructions of the institute/ Government of India, is taken by the department. The

departmental officers fulfilling the requirements as per terms and conditions are deputed

for such courses on the basis of merit cum seniority, after completion of due formalities.

(b) Summer Institutes-

The different Agriculture universities, Veterinary Colleges and other organisations

like ICAR, CSIR, IVRI, NDRI, different academics, corporations, and other learned

bodies from time to time, organise summer institutes to impart latest advancement and

techniques in a particular discipline to the officers / scientist engaged in the particular

field for further extension of the knowledge to the field units.

The field officers fulfilling the requirements and work in the particular branches in

the department are deputed / nominated on the basis of merit and seniority to attend

such institutes / courses.


Volume - I Page 187

(c) Workshops / seminars-

The departmental officers engaged with the particular discipline are nominated to

participate in the different work shops / seminars organised by different Government

semi Government departments, corporations, agencies, organisations, where

discussions are held on the subject to find out solutions for the existing problems and to

simplify the ways and means for easy implementation of certain scheme / programmes

in the field.

SECTION-VII

DEPARTMENTAL TRAINING COURSES

(a) Assistant Veterinary Field Officers Training Centre-

The state Government have discontinued the Assistant Veterinary Field Officers

Training Course for fresh candidates from open market. However, a definite quota from

in service class-IV employees of the Department is selected from the districts, as per

requirements. The candidates are preliminarily selected accordingly by a committee

constituted at the district level and then finally by the Director Animal Husbandry. Thus

the department extends facility by deputing 10% of the suitable class iv employees of

the department fulfilling the basic requirements for undergoing this course as per terms

and conditions of the department.

FUNCTIONS OF OFFICERS WORKING AT THE ASSISTANT VETERINARY FIELD

OFFICERS TRAINING CENTRE

Officer I/C Training Institute-

Shall work under the administrative control of the joint Director of Veterinary

services in charge of training and shall be responsible for his work to him.


technical / working plan of the institute through the subordinate officers and other staff

for smooth and efficient working to achieve the targets thereby fulfilling the aims and

objects of the institute.

Shall be responsible to prepare the annual technical / working plan, time table in

respect of teaching, visit to various institutions, extension activities, practical training to

the students etc according to the syllabus as approved by the Director of Veterinary

Service keeping in view the number of students and facilities available.

Shall be responsible to maintain discipline in the institute and shall take suitable

action as and when required.

Shall from time to time suggest the Director Animal Husbandry to arrange training

of the staff posted at the institute regarding latest advancements, developments, know

how, technology etc in the various disciplines for further extending the up to date and

practical knowledge to students.


Volume - I Page 188

Shall keep a close watch over the training of candidates in the practical as well

as theory classes and shall suggest ways and means to the teaching staff for further

improvements.

Shall ensure that the instructions are given to the students sincerely as per the

syllabus by the teaching staff so that the time available is best utilized.

Shall ensure smooth and efficient conduction of annual and other examinations

as per directives of the Director Animal Husbandry and shall strictly maintain and cause

to be maintained the secrecy regarding question papers, answer books and the like and

shall act for dispatch of examination material as per directives of the Directorate.

Shall follow the instructions in respect of routine working of the institute as fixed

by the superiors and shall assist him in performing his duties.

Shall take the theory classes of the subjects according to the time table and shall

be responsible to complete the course within the specified time limit.

Shall also impart practical training according to the syllabus to the students and

shall ensure that the students take active participation in theory as well as practical

classes and follow the deliberations / demonstrations whole heartedly.

Shall be responsible to keep the students always engaged with the job and shall

see that the students utilize their time in the best possible manner.

Shall effect the purchase of books and journals keeping in view their

requirements at the institute for ready reference and to keep the technical knowledge of

the staff up to date.

Shall be responsible to maintain discipline of the students as and when required.

Shall maintain daily record of the instructions given to the students in the theory/

practical classes.

Demonstrator-

Besides taking theory and practical classes in the college he shall whenever

entrusted the duty of warden of the hostel in addition to his duties, shall ensure that the

instructions / rules issued for the in mates of the hostel are strictly followed shall see that

the general discipline of the hostel is maintained.

Shall undertake periodical inspection of each room occupied by the hosteller and

take necessary action to check any outward activity in the hostel.

He shall take suitable action for arranging treatment / medical aid to the ailing

inmates as per the advise of the medical authority.

Shall take suitable action against the hostel inmates violating the rules or found

guilty of misconduct.

Shall be responsible for the proper management of hostel and shall see that the

inmates are comfortable.

Shall try to solve the problems raised by the inmates or shall seek guidance from

superiors if necessary to do so.

Shall see that as per provisions made, all the standard facilities like

accommodation, light and water etc are provided to the inmates.


Volume - I Page 189

Shall be responsible to extend facilities for recreation, sports, games, cultural

programmes and other extracurricular activities to the inmates as per provision made for

the purpose.

Shall be responsible to maintain cleanliness in and around hostel campus.

Shall immediately bring to the notice of the superiors about damage / loss of any

kind noticed by him or brought to his notice and shall take action as directed by the

superiors. He shall however himself take such steps and measures as may be

necessary to avoid any accident or loss.

Shall see that a library having news papers, common magazines etc is

maintained properly in the hostel as per the provision

Shall arrange to display maps, charts, graphs etc depicting the hostel activities.

Shall see that sufficient number of trees are planted at suitable sites in the hostel

premises to keep the environment pleasant.

SECTION-VIII

ARTIFICIAL INSEMINATION TRAINING INSTITUTIONS

General-

Cross-breeding programme has been taken up in the state on large scale through

Intensive cattle Development Projects, Key Village Schemes and such other

programmes which envisage breeding of a large number of cattle in selected pockets.

The need for extending Artificial insemination services to cover a large number of cattle

population in different villages is becoming more and more important. The departmental

artificial insemination training institutes were established in order to cope up with the

requirement of trained personnel for the entire job of cattle development through artificial

insemination with latest techniques viz frozen semen technology etc. The departmental

Assistant Veterinary Field Officers and Veterinary Assistant surgeons engaged with the

artificial insemination work are being imparted 15 days training in theory as well as

practical in batches of 12 candidates at a time, round the year, in the two departmental

institutions situated at Bhopal and Mandla. The main objective of the institute is to impart

a brief theoretical as well as practical insemination techniques, problems of obstetrics

and gynecology, sterilization procedures, pregnancy diagnosis, calf rearing, treatment of

sub fertile cases, procedure for collection, evaluation and dilution of a semen, the frozen

semen technology and extension activities. The Principal artificial Insemination training

Institute invites the nominations of the suitable candidates, from the Joint Director of

Veterinary services in charge divisions of the state according to the availability of seats

and scheduled programme for undergoing this training.

Recently a State Animal Husbandry Training Institute has been established at

Bhopal with the objective to provide training to the Veterinary Officers of different cadre,

Assistant Veterinary Field Officers, Go-sewaks, A.I. workers and farmers on different

aspects of animal husbandry and Veterinary Science. The details about set-up of the

institute, courses offered and syllabus etc are annexed at Appendix-163.


Volume - I Page 190

SECTION-IX

POULTRY TRAINING SCHOOL

General- Poultry farming is possible in widely differing agro climatic environment as the

fowl possesses marked physiological adoptability. Requirement of small space, low

capital investment, quick returns from outlay and well distributed turnover throughout the

year, makes poultry farming remunerative in both rural and urban areas. The rearing of

poultry provides an excellent opportunity for gainful employment to idle or under

employed members of rural families because of the case with which poultry can be

handled even by women and children. Amongst farm animals, poultry is one of the

quickest and most efficient converters of plant products into food of high biological

value. Poultry litter also has a high manurial value. In view of this, the Government of

Madhya Pradesh through the veterinary department have implemented number of

poultry development schemes, where the farmers are given sufficient assistance both in

cash and kind to improve their income by poultry farming on scientific lines. Subsequent

to introduction of such schemes, it was felt necessary to train such farmers in poultry

husbandry practices so that they can draw maximum benefit out of the help so extended

to them in this regard. Similarly, for successful implementation of poultry development

schemes, it is essential to train the departmental workers / officers with the latest

developments and technology of poultry farming for further extension of knowledge,

technical guidance and help to the poultry farmers. With this background in view, the

poultry training school was established in the state by the department.

The main aims and objectives of poultry training are-

(1) To train the departmental officers / other staff engaged with the poultry

development schemes.

(2) To train the poultry farmers of the state in latest poultry husbandry

package of practices.

(3) To fulfill the above requirements three types of courses have been taken

up at these school.

(i) Three months, post graduate poultry husbandry course for

Veterinary Graduates.

(ii) One year poultry husbandry course for the Assistant Veterinary

Field Officer.

(iii) One month poultry husbandry course for poultry farmers of the

state.

(4) The prospectus, rules for admission, duration of course, facilities provided,

admissible stipend, syllabus of course, a brief curriculum general terms and

conditions, and the form of agreement bond, security bond for the farmers only

etc are appended at Appendix-85.

(5) A certificate to the candidates successfully completing the course is

awarded by the school.


Volume - I Page 191

FUNCTIONS AND DUTIES OF OFFICERS ENGAGED WITH POULTRY TRAINING

SCHOOL

Officer I/C and other staff of poultry training school-

Shall be overall in charge of the poultry training school and shall be custodian of

all the store and stock under his charge.

Shall work under the administrative control of the Joint Director of Veterinary

service in charge division and shall be responsible for his work to him.

Shall follow the instructions contained in the foregoing paras 26 to 52.

SECTION-X

SHEEP TRAINING CENTRE

General- Sheep farming provides employment opportunities to a large section of the

population, particularly of the weaker sections of the community. Sheep rearing can be

introduced as a subsidiary occupation on a mixed farming basis in all agro climatic

regions excepting the heavy rainfall areas. Sheep can utilize sparse and low set

vegetation and their droppings improve the fertility of soil considerably. Penning of

sheep in harvested fields (sheep foldings) brings in additional income to the flock

owners. Since sheep rearing does not require any large investment in buildings and

equipments, it offers good scope for exploitation by the weaker section and thus the

basic contribution comprising of wool, mutton and organic for the soil forms a good

source of income for the weaker sections of society. In view of this the Government of

Madhya Pradesh through the Veterinary Department have implemented number of

sheep development schemes where the shepherd are given sufficient Assistance both in

cash and kind to improve their income by sheep farming on scientific lines. Subsequent

to introduction of such schemes it was felt necessary to train such shepherds in sheep

husbandry practices so that they can draw maximum benefit out of the help so extended

to them in this regard. Similarly for successful implementation of sheep development

schemes it is essential to train the departmental workers/ officers with the latest

development and technology of sheep farming for further extension of knowledge,

technical guidance and help to the sheep farmers. With this background in view, the

sheep training centre was established in the state by the Department.

The aims and objectives of sheep training school are-

(1) To train the departmental officers / workers in sheep husbandry practices.

(2) To train the shepherds in sheep husbandry package of practices.

(3) To fulfill the above requirements three types of courses have been taken up at the

centre.

(i) Three months course for Veterinary Assistant surgeons.

(ii) Six months course for Assistant Veterinary Field Officers.


Volume - I Page 192

(iii) One month course for shepherds.

(4) The prospects, rules for admission, duration of course, facilities provided

admissible stipend, syllabus of course brief curriculum, general terms and

conditions etc are appended at Appendix-86.

(5) A certificate to the candidates successfully completing the course is awarded by

the school.

FUNCTIONS AND DUTIES OF OFFICERS ENGAGED WITH SHEEP TRAINING

SCHOOL

Officer I/C and other staff of the Sheep training school-

He shall be over all in charge of the sheep training centre and shall be custodian

of all the store and stock under his charge.

Shall work under the administrative control of the Joint Director of Veterinary

service in charge division and shall be responsible for his work to him.

Shall follow the instructions contained in the foregoing paras.

SECTION-XI

STATE ANIMAL HUSBANDRY TRAINING INSTITUTE, BHOPAL

The continuous up-gradation of professional knowledge and sharpening of

skills in the wake of fast emerging technological developments are essential to provide

better, efficient and competent professional services to animal breeders. Realizing the

importance of mid-career training and skill up gradation, and for reaching out to the

grass root level extension functionaries for implementation of schemes in the state the

department of Animal Husbandry, MP, initiated to establish a modern training institute

at Bhopal to meet training needs of its field functionaries with the assistance of GOI

under RKVY. State Animal Husbandry Training Institute Bhopal is an apex institute for

extension and training.

The institute will provide training to the Veterinary Officers of different cadre,

Assistant Veterinary Field Officers, Go-sewaks, A.I. workers and farmers on different

aspects of animal husbandry and Veterinary Science.

The detailed information regarding infrastucture, staff position, training and

courses conducted etc are given in Appendix-163.


Volume - I Page 193

CHAPTER-VII

OFFICE PROCEDURE

(Instructions for execution of office work, receipts, registration, distribution and perusal of dak.)

SECTION-I

RECEIPT OF DAK

A receipt clerk of the cadre of Assistant Grade-III working preferably in the

general section shall be entrusted the job of receipt of dak / communication in the

different offices.

All the dak/ papers/ addressed to the officers by designation shall be received by

the receipt clerk.

All the dak, local and postal, including registered and insured articles will be

received during office hours by the receipt clerk.

The communication and covers addressed to an officer by name and brought by

hand will be received by the officer concerned directly or by his personal assistant or

stenographer on his behalf, in his absence on leave and acknowledged by the receipt

clerk shall pass it on to the officer who is looking after his work.

Covers / communications marked „secret‟ or „top secret‟ which are not addressed

to an officer by name will be sent to the officer authorized to receive and open such

communications.

All the Covers / communications will be opened by the receipt clerk who will also

check the enclosures and make a notes on the paper if any enclosure is found missing.

All receipts shall be stamped with date and the information shall be filled in as

given below;-

Office…………………………………..M.P.

Received on………………………………

Section / cell / branch……………………….

Receipt / registration No…………………..

Submission of Dak-

As soon as the dak is opened by the receipt clerk, he shall send it to the

superintendent (General Section) in the head offices, The superintendent of the general

sections shall mark the section / branch / cell to which the communication belongs and

shall submit the dak pad to the Head of Office or his nominee for the purpose. When the

Head of Office or his nominee is away from the head quarter, the dak should be

submitted to the next senior Additional Director / Joint Director / Deputy Director / Other

Officer in the sub offices, the head of office will initial the dak in token of having seen it

and return the same to the receipt clerk. Dak received via e-mail or fax shall be

presented to D.A.H. or his nominee or to the in charge of the concerned section.


Volume - I Page 194

Distribution of Dak

As soon as dak is received back by the receipt clerk from Director / Head of

office, he shall register it and shall sort it out for distribution to the concerned section /

branch / cell and shall arrange to send it to the concerned section, where it will be

received by the section / branch / cell head /I n charge. In the subordinate offices the

dak shall be sent to the dealing assistants concerned after registration.

All the receipts shall be distributed to the sections/ branches/ cells/ dealing

assistants at regular intervals twice or thrice during the day, statements and other

receipts marked “Immediate” or “Priority” or “Urgent” shall however be sent immediately

to the sections / cells / branches / dealing assistants as and when received.

Perusal of dak by officers

As soon as the dak is received in the section/ cell/ branch at the head office, it

shall be submitted to the officer in charge for his perusal, who shall initial it and mark

with instructions in the name of the dealing assistant/ officer, who in turn shall take

suitable action for its disposal. The dak pad then shall be sent back to the section in

charge for sectional registration.

As soon as the dak is received in the section / cell / branch, it will be registered by

the assistant specified for the purpose in the receipt register as appended at Appendix-

92 and kept in the section/ cell/ branch. The registration number shall also be entered in

the receipt in the space provided in the stamp affixed.

In the subordinate office the receipt clerk will register the receipts.

The clerks receiving the dak shall initial with date in the register movement of

dak.

All officers/ other staff shall give highest priority for perusal of dak. All The section

/ branch / cell head shall keep a careful watch on any held up / delay in the movement of

dak. The clerk registering the dak in the section / branch / cell and shall bring it to the

notice any papers which are not received back from officers within 24 hours.

The officer in charge or the head of office as the case may be shall keep note in

his personal note book or desk calendar of important receipts requiring prompt action or

on which action is required to be completed by a specified date with a view to keep a

watch on the progress of action.

SECTION-II

ACTION ON RECEIPTS, NOTES AND ORDERS

As soon as the dak are received by the dealing asstt / clerk / other concerned

officer, he shall read them one by one and sort them out according to priority viz

“Immediately”, “Urgent” and “Top priority”. Care shall be taken at the same time that

ordinary receipts are not left un attended. He shall then ensure and check all the

enclosures, and if any is found short or missing, he shall bring the fact to the notice of


Volume - I Page 195

the section / branch cell head or the head of office and shall also suggest suitable action

for obtaining the missing papers. If any other section / branch / cell are concerned with

any part or aspect of a receipt, he shall send relevant extracts through the section /

branch/ cell head to the concerned section / branch / cell head for remarks, or for

necessary action. However, if he receives miss sent papers, he shall immediately bring

to the notice of the in charge officer and shall with the help of the section / branch cell

head arrange to send it back to the concerned section / back to general sections, as per

instructions of the in charge officer.

The receipt, then shall be brought as to a current file, if it is related to a subject for

which a file already exist. If not, it will be necessary to open a new file for initiation action

on the receipt. The receipt shall then be docketed and referred in the manner described

in the following section of this chapter.

Notes-

The Assistant or clerk shall then write his note on the note sheets and shall put

his initial with date on the left below his note.

The section / branch / cell head shall scrutinize the note of the assistant / clerk,

add his own remarks / suggestions or comments, where necessary and put his dated

initial below the note and shall than submit the case to the higher officer.

Scope and purpose of noting by office-

When the line of action on a receipt is obvious or is based on the clear precedent

or practice or has been indicated by the officer-in charge / head of office or any higher

officer at the dak stage, a draft reply, wherever necessary, shall be put-up for approval

without much noting. In other cases it shall be the duty of the office to put up a note

considering the following-

(i) To see whether all the facts, so far as they are open to check, are correct,

(ii) To point out any mistake or misstatement of facts,

(iii) To draw attention, where necessary, to the statutory or customary procedure

and to point out the law and rules and where they are to be found,

(iv) To supply other relevant facts and figures available in the office and put up

the standing guard file as the subject, if any or other papers containing

previous decisions of policy,

(v) To state the question or questions for consideration and to bring and clarify

the points requiring decisions and

(vi) To suggest a course of action, wherever possible.

Record of orders and instructions-

All points emerging form discussions between two or more officer and the

conclusions reached shall be recorded on the relevant file by the officer authorizing

action. Similarly all other verbal orders or instructions given by any officer and whenever

necessary, the circumstances leading to such orders / instructions should be recorded

on file.


Volume - I Page 196

General instructions regarding noting-

All notes should be concise and to the point. Excessive noting is an undesirable

activity hence it should be avoided. It is to be assumed that the paper under Disposal

and the previous notes, if any shall be read by the officer to whom a case is submitted.

The reproduction verbatim of extracts from, or paraphrasing of the P.U.D. should be

avoided.

If the officer in charge / head of office or higher officer has made any remark on a

receipt, these should first be copied out and then note should follow. No note should be

written on the receipt itself except in very routine matters.

Acknowledgements of interim replies-

All communications form members of parliament/ State legislature/ recognized

associations / public bodies and responsible members of the public, which can not be

answered promptly, should ordinarily be acknowledged suitably.

If delay is anticipated in sending out a final answer, interim reply may be sent to

the party concerned.

A suitable interim reply should immediately be sent to all demi-official letters

which can not be answered promptly.

Correspondence with M.Ps / M.L.As-

Communications received from M.Ps/ M.L.As should be given priority and replies

to such communications should ordinarily be issued with due approval of the Director /

Head of Office. Instructions issued by the State Government in the General

Administration Department vide memo no. 525-1254/GAD/1-81, dated 12 Oct, 1981,

should also be followed in this respect. See APPENDIX-35.

Communication to State Government / Central Government-

All communication to State Government except those of purely routine nature,

should ordinarily be issued under the orders of the Director Animal Husbandry,

communication of purely routine nature such as acknowledgments / routine reminders

and forwarding memorandum may be signed by the officer in charge in their own

designation or for Director. The subordinate officer should not correspond directly with

the State Government unless specifically required to do so. The “Government of

Madhya Pradesh” or the State Government” as the case may be, should be referred to

in plural in all correspondence. A department of Government should be referred to in the

singular.

Departments of the Government of India are designated and referred to as

ministries and all correspondence should be addressed accordingly. Communications to

Government of India or the other State Governments should always be addressed to the

secretary of the ministry or department concerned, not withstanding the fact that

references or replies from the other and may have been received from lower levels i.e.


Volume - I Page 197

Deputy Secretary or under secretary etc. Communications addressed by one

department of Government to another should all be addressed to the secretary to the

Government in that department, they should not be addressed either to the Deputy

Secretary or to the under secretary etc.

Correspondence with High-Court-

When a communication of general nature is to be issued to the high court

registrar, the registrar should be specifically addressed by designation.

Correspondence with sub offices-

Normally, no letter should be addressed directly to a district level or any other

Assistant Director of Veterinary Services, all correspondence should be addressed to

the Joint Director of Veterinary Services in charge division or the in charge of different

schemes, programmes or farms, however, if necessary a copy of the letter may be

endorsed to the subordinate staff concerned or the Assistant Director of Veterinary

Services.

The Assistant Director of Veterinary Services / other subordinate staff should also

not address correspondence directly to the officers at the head offices and should not

also enclose indiscriminately, copies of the correspondence addressed by them to their

superiors except in cases where it has been specifically asked for.

SECTION-III

DRAFTING

When to prepare draft-

Except when the line of action on a case is obvious, a draft of communication

proposed to be sent, will be prepared after orders have been passed by the competent

officer, indicating the term of the reply to be sent.

Officer in charge / head of office or other superior officer who has formulated his

ideas on a case may himself prepare a draft and authorise its issue or submit to the next

higher officer for approval, as the case may be. In other cases, a draft shall be prepared

by office.

Language of draft-

A draft should convey the exact intention of the orders passed. The language

used should be clear, concise and incapable of misconstruction, lengthy sentences,

abruptness, redundancy, circumlocution, superlatives and repetitions whether of words,

expression or ideas, should be avoided.

Communications of some length or complexity should generally be concluded

with a summery.


Volume - I Page 198

General instructions for drafting-

A draft should be written or typed in half margin and on both side of the paper.

Sufficient space should be left between successive lines so as to admit a word or

phrase, if necessary.

A slip bearing the words Draft For Approval should be attached to the draft. If we

are two or more draft as well as the D.F.A. slips will be numbered D.F.A.-1, D.F.A.-2,

D.F.A.-3, and so on.

The number and date of communication replied to or of the last communications

in a series of correspondence on the same subject should always be referred to.

The endorsement on a communication should also refer to the last

communication on the subject received from, or sent to the office to which the

endorsement is addressed. Where it is necessary to refer to more than one

communication or a series of communications, this should be done in the margin of the

draft. The subject should be mentioned invariably in all communications including

reminders.

A draft should clearly show the enclosures which are to accompany the fair

copies. The number of enclosures should also be indicated at the end of the draft the left

bottom of the page eg. Encl. No. . . . .” . . . . .”

If copies of the enclosure referred to in draft are available and have not therefore

to be typed, the fact should be clearly stated in the margin of the draft for the guidance

of the typist.

All drafts put up on a file should bear the number of the file.

The name, designation and telephone nos. of the officer, on whose signature the

communication is to be issued, should invariable be indicated on the draft in token of his

approval.

Addressing communication to officers by name-

No communications, other than a demi official letter should be addressed or

marked to an officer by name unless it is intended that the matter raised therein should

receive the personnel attention of the officer concerned either because of its secret

nature of special urgency/ importance or because some ground have already been

covered by personnel discussion and the officer to whom the paper is being marked

would be in a position to record his views or decision straight way.

When a paper is so marked to the officer by name, reminders pertaining there to

should also be sent to the same officer (and if he has since been transferred to another

charge to his successor) by name.

Priority marking on drafts-

The drafts of all letters which are to be issued as “Immediate” or Urgent” or

“Priority” should be so marked under the orders of the officer approving the draft.


Volume - I Page 199

Stereo typed Drafts-

In all simple cases where it is obvious that a simple routine draft has to be issued

office must put up fair copies also with the necessary draft. For communication of

stereotyped nature, approved standard forms should be drawn up and resograph or

printed copies stocked in quantities sufficient to meet quarterly requirements.

Indiscriminate stocking shall lead to waste and should be avoided.

Communication with the public-

All letters or petitions from private persons and societies not under Government

should be replied to unless they are in a reply to communications from the department

and call for no further action. If there is likely to be delay of more than a month in

disposing of such letters or petitions, an interim acknowledgement of receipt should be

sent stating that the matter referred to is under consideration. Communications from

business firms which requires reply should be acknowledged on receipt. Objections

received from private persons or unofficial bodies to proposed rules under acts of the

legislature should be answered at once to the effect that “They will be duly considered”.

Communications addressed to members of the public should be coached in polite

language and marked by dignity and restraint.

Express letter use of-

When it is not desirable to issue orders, etc by fax, but it is still necessary for the

recipient of a letter to treat it with same urgency as a fax, the stereotyped form of

express letter should be used.

SECTION-IV

TYPING

Typing Diary-

All the typist shall maintain a diary, in which all drafts / files received shall be

entered serially, in the preformae as appended at Appendix-91.

Every draft received for typing should be stamped with rubber stamp as per

facsimile given below-

(i) Received on . . . . .

(ii) Typed on . . . . . . .

(iii) Typed by . . . . . . .

(iv) T. Diary No. . . . .

At the end of the day, the person in charge of the typing will submit the diary to

the section head who will submit the diary to the section head who will insect it with a

view to find out the extent of arrears in the typing work. He will then arrange to expedite

action on the outstanding cases.


Volume - I Page 200

Distribution of typing Work-

The person in charge of the typing / section head shall distribute the work among

typist as evenly as possible. He shall maintain a work sheet in the form given in the

Appendix-93.

General instructions regarding typing-

Drafts marked “Immediate” or “priority” or “Urgent” shall be typed first.

Fair copies of all communication shall be typed in the appropriate prescribed form

of suitable size. Printed forms, if available, should be used as far as possible. If plane

paper is used, whether for the original communication or for an endorsement the name

of the issuing officer should he typed at the appropriate place.

A margin should be left on the left hand side of the front page and on the right on

the reverse.

Fair copies should be typed in double spacing.

The name of the officer, who is to sign the fair copies, should be typed in bracket

above his designations. His telephone No. should also be typed below the designation.

In the demi official letters, however, the designation and telephone no. shall not be given

below the name,

The number of enclosures should be typed at the bottom on the left side of the

fair copy like “Encl. Nos. . . . .”

When more copies are required resograph may be used to make the copies

available depending on the volume of work involved.

The typist should type his initials with date at the left hand bottom of the fair copy,

eg, xyz/25-7-76.

Submission of fair copies for signature-

The assistant / clerk will send the fair copies complete with enclosures and the

duplicate office copy, together with the approved draft to the officer concerned for his

signature. Officers shall give the fair copies the highest priority, so that they can be

dispatched expeditiously.

As soon as the fair copies are received from the officer concerned after his

signature, the assistant / clerk will send them immediately to the dispatch clerk for

dispatch.

SECTION - V

ISSUE OF COMMUNICATIONS AND ACTION THEREAFTER

Marking of files for issue-

The term issue is used to signify various stages of action after approval of a draft

viz typing of fair copy, examination of typed material, submission of the fair copy for

signature and finally the dispatch of the communication to the addressee.

After, a draft has been approved it will be marked for issue by the section /

branch / cell head except when it is necessary to send the whole file for preparing


Volume - I Page 201

copies of the enclosures etc. the draft will be removed and sent for typing to the clerk,

who has signed this work without the file but secured in a file board or a flap the file itself

remaining in the custody of the concerned assistant / clerk till the return of the draft after

issue.

Before making a draft for issue the section / branch / cell head shall see that it is

“letter perfect” ie. all corrections, etc have been properly carried out. He will also indicate

the number of spare copies required, if any.

If any papers are to be dispatched by the special messenger or issued under

register post or insured cover or under postal certificate or as express delivery,

necessary instructions should be given on the draft while marking for issue.

Legal documents negotiable instruments, other original documents, cheques, bills

agreements service books, notices, orders, delay in the receipt of which is likely to

cause embarrassment or loss to Government or any other valuable documents, should

always be sent under registered post acknowledgement due and where necessary,

under an insured cover.

Dispatch Clerk-

The following shall work as the dispatch clerk in different offices.

(i) Head office– one Assistant Grade-III in general section.

(ii) Divisional office– one Assistant Grade-III in general section

(iii) Other subordinate offices- one Assistant Grade-III working as receipt clerk.

General instructions regarding dispatch-

The dispatch clerk shall make sure that the fair copies have duly signed. He shall

put date on both the fair copies and the draft / office copy on the day on which they are

actually issued, the date should be corrected to accord with the date of its actual

dispatch.

The dispatch number should contain the file number and the serial number of the

dispatch register eg. dispatch No. ……./ section/ File No. or name/ Place/ Year/ Dated…

The dispatch clerk shall be responsible to send out the fair copies to the

addressees on the same day, as for as possible.

Entry in the dispatch register-

All communications to be sent out shall be entered in the dispatch register having

columns as prescribed at Appendix-94.

In case of communications sent by registered post, “acknowledgement” due, the

number and date of the communication should be written on the acknowledgement card

so that the card when received back can be sent to the section / branch / assistant

concerned / head for being kept on the relevant file.

The peon attached to the dispatch clerk shall close the addressed envelops and

packets. He shall also weigh them and affix the minimum number of stamps of

appropriate denominations to make up the required value.


Volume - I Page 202

The number of stamps to be affixed should be restricted to the minimum by using

stamps of the appropriate higher denominations.

The value of stamps shall be entered by dispatcher in column 5 of the dispatch

register and also in the stamp account register.

The expenditure incurred each day on service postage stamps will be total up at

the end of the day by the dispatcher who shall record the daily total in the dispatch

register and the stamp account register.

Dispatch and Distribution of local dak by hand-

To facilitate quick delivery of papers and tracing the entries relating there to in the

event of their alleged non receipt, peon books should be numbered serially.

The local dak, after duly entered in the peon book, shall be sent to the concerned

addresses through the peons / messengers.

In respect of “Immediate” communications the dispatch clerk shall also note the

time of dispatch in the peon book against the relevant entry.

After the dak has been delivered the dispatch clerk shall examine the peon book

to see that all communications entered therein have been duly acknowledged by the

addressee with their dated signature in ink.

Dispatch of Immediate dak-

Papers marked “Immediate” and received by the dispatch clerk during office

hours, shall be sent to the addressee at once.

If a file or a communication is of such urgency, that it should reach the addressee

on that day itself, even after office hours, the officer last dealing with the file or

authorising the issue of the communication shall record specific instructions to that

effect.

Return of drafts / Files after issue-

The dispatch clerk shall make over the office copy together with the relevant file

to the concerned section / branch / cell head or dealing assistant after issue of the fair

communication to the addressees.

Indent of service Postage stamps-

The dispatch clerk shall submit the indent of service postage stamps to the

cashier of the office through the section head in the form as appended. The stamps

actually issued by the cashier shall be detailed by him on the reverse of the form and

acknowledged by the section head. Appendix-96 and 95

Account of postage stamps-

The dispatch clerk shall maintain the account of the postage stamps, received

and expended in a register having columes as appended at Appendix-97. The stamps

received from the cashier shall be brought on the this register as soon as they are


Volume - I Page 203

received and the total value of postage stamps expended every day shall also be

brought on the this register and the balance stock every day. The section head shall

check the entries made in the register every day and appended his dated signature in

token of his having done so.

Surprise checks-

The section head during the course of the day, shall make surprise checks of any

envelop ready for dispatch by post and verify that not only the stamp affixed therein tally

with the entries in the dispatch register, but also, that the required value has been

secured by using the minimum number of stamps of appropriate higher denominations.

So for as the offices other than the head office or divisional offices, are concerned the

surprise check shall be made by a senior member of the staff specified for this purpose

by the head of office.

Verification of stamp account-

The stamp account register shall be inspected once a month by the officer in

charge of the section / head of office, who shall verify the balance of stamps by physical

count and put a note on the register regarding his findings during his inspections.

SECTION-VI

FORMS AND RULES OF CORRESPONDENCE

Form of Correspondence-

All the written communications/ correspondence shall be conducted in one or the

other of the following forms-

(i) Letter.

(ii) Memorandum.

(iii) Endorsement.

(iv) Circular.

(v) Resolution.

(vi) Notification.

(vii) Demi official letter.

(viii) Un official letter.

(ix) Fax.

(x) Email

Each one of above forms of communication correspondence has use and in

some instances a phaseology of its own. The specimen of these forms of

communication / correspondence are appended at Appendix-98 to 103.

Letter-

A letter is the form of communication used for all formal correspondence with

authorities like the Government of India, other State Governments and the Public


Volume - I Page 204

Service Commission. It is also used for communication to members of the Public Bodies

or associations of the Public or of Government Services. It is not used for

correspondence between different departments of the Government. The name and

address of the authority issuing the letter should be set out at the head of each such

letter.

Letters addressed to official authorities should begin with the salutation “sir” and

those addressed to non official individuals or groups of individuals with “Dear Sir / Sirs”.

Those addressed to firms should begin with the salutation “Dear Sir” or “Gentle Man”. All

official letters terminate with the superscription “Yours Faithfully‟ followed by the

signature and designation of the person signing the letter.

Memorandum-

This form is used for correspondence with offices of the State Government,

district authorities, subordinate officers and the Accountant General. The absence of

formalities distinguishes a memorandum from a letter. This is written in the same way as

“notes” in the first person. The use of third person being unnecessary It should not

contain salutation or superscription except signature.

Endorsement-

The object of the endorsement is to economize the time and labour that would be

required to convey accurately and fully by any other means the purport of a document ,

and it should be used as freely as possible.

However this from is made use of when a paper is returned in original to the

sender or is referred to another department or to a subordinate officer / office (either in

original or by sending a copy there off). For information remarks or disposal or where a

copy of a communications is to be forwarded to other in addition to the original

addressee. In the last case the endorsement may take one or other forms of

communication as stated below-

“A copy (with a copy of the letter to which it is reply) is forwarded to………..”.

(i) for information.

(ii) for information & guidance.

(iii) for information and necessary action.

(iv) for favour of consideration.

(v) for early disposal.

(vi) for favour of reply.

(vii) for early compliance.

(viii) for sending a report.

(ix) for remarks, opinion or report.

(x) for approval.


Volume - I Page 205

Circular-

This form of communication is adopted in addressing several persons or

departments in communicating decisions or orders of general application on question of

policy or on other important matters which have been the subject of discussion or

enquiry, and when general enquiries are made and general orders on subjects of minor

importance are issued.

Resolution-

This form is used in reviewing annual administration reports in notifying decisions

and policies of the Government in the Gazette.

Notification-

This is used in publishing in the gazette, orders of Government concerning

appointments, promotions, transfers, grant of leave, conferment of powers on officers

and in promulgating rules and orders.

Demi official letter

This mode of correspondence should not be resorted to unless there are good

reasons for using it in preference to the ordinary official form of communication. Demi

official correspondence may properly be used to supplement and explain, with regard to

subsidiary points, personal opinions wishes or with regard to confidential matters which

may be neither expedient nor necessary to notice officially. This form of correspondence

may also be usefully employed in cases of great urgency to save time because the

officers addressed get seized of the matter directly without loss of time. Similarly, this

can be used in correspondence between Government officers for an interchange or

communication of opinion or information without the formality of the prescribed

procedure and also when it is desired that a matter should receive the personal attention

of an individual addressed or when it is intended to bring to the personal notice of an

officer a case on which action has been delayed and official reminders have failed to

elicit a suitable reply.

A demi official communication is addressed personally to an officer by name. It is

written in the first person, singular in a personal and friendly tone with the salutation „My

dear‟ or „Dear‟ and terminating with „Yours sincerely‟. It is signed by the officer generally

with out mentioning his designation.

Un official letters-

Correspondence in this from which is always in the third person has only a

restricted usage to obtain leave reports from the Accountant General or to ask for

routine information from subordinate authorities.


Volume - I Page 206

E-mail-

Electronic communication allows the combination of several media, such as data,

graphics, video and sound, into one message. Some of the advantages of electronic

communication include fast transmission, wider coverage, low cost, convenience,

feedback exchange and general management operation. It involves other new tools of

communication and new ways of communicating. It adds a powerful platform capable of

significantly changing how a mix of options can be used, as well as creating new

channels of interaction. Email is useful for communication, marketing, promotion,

mobility, filtering and follow-up. Email is a tool that delivers messages instantaneously

and is accessible from nearly anywhere around the world.

Fax-

Fax (short for facsimile), sometimes called telecopying or telefax (the latter short

for tele-facsimile), is the telephonic transmission of scanned printed material (both text

and images), normally to a telephone number connected to a printer or other output

device. The advantage of a fax machine over email is that it sends a physical document

to the receiver.

SECTION-VII

FILING SYSTEM

Types of file-

There should be the following three types of files-

(i) Case file.

(ii) Bundle file.

(iii) Monthly Bundle.

Constituent of a file-

The two main parts of a file are-

(i) The notes.

(ii) Correspondence.

Each above mentioned part shall be placed in separate file covers having title

page as appended at Appendix-90. The former (Notes) contain notes, recorded

regarding the paper under disposal while the correspondence contain all

communications received and office copies of out going communications.

When the „notes or the correspondence portion of a file becomes bulky (say

exceeds about 100 pages on any side) it should be bound by stitching together in the

middle the notes and correspondence in one cover and marked. Further action on the

subject is to be continued on a new volume of the same file both the covers of which

will be marked volume-II and so on. However for files in which the number of papers is

not likely to exceed 50 including both the notes and the correspondence a single cover

instead of the two covers should be used for the two portions i.e. „notes‟ and

„correspondence‟ should be tagged separately to the two flaps of the cover.


Volume - I Page 207

Numbering of pages-

Every page in each part of the file should be consecutively numbered in separate

series. Blank intervening pages if any should not be numbered.

Punching of papers-

Every paper should be punched at the left margin keeping appropriate distance to

lace it preferably in the middle. The punch hole should tally with the original punch holes

of the file and paper should then be tagged / laced to the file.

Serial Number of the communication-

Every communication whether receipt or issue together with its enclosures kept in

the correspondence will be given a serial number in red ink on its first page preferably

on the right top corner. The first communication shall be marked serial no I and the

subsequent once shall bear consecutive serial number in a single series.

Docketing-

Docketing is the process of making entries in the „notes‟ portion of a file about

each serial number (Receipt and issue) in the „correspondence‟ for its identification. A

communication shall be docketed by writing in red ink across the page, its serial number

and other details eg.

S.No. 4 pp 10.12/C

Letter no.45/III/ID/1985 dated 21.8.85 from ADVS, Indore

S.No. 5(1) pp 13/C

Letter no. 35/III/1985 dated 21.8.85

The name of the office, section / branch / cell and the subject of the file shall be

given on the top of the first page of the „Notes‟ portion before docketing the first serial.

Opening and numbering of a case file-

When it is necessary to open a new case file the assistant shall first ascertain the

minor heads and major heads under which it should be opened. He shall then prepare a

suitable subject and give it a serial number under the „minor Head‟ in the file register.

Bundle file-

Bundle file is that in which only returns and other papers received from time to

time on a particular subject are collected but no problem have to be registered minor

head wise in the file register.

A separate list of such bundle files should be made at the end of the file register.

The bundle file is to be opened year wise eg. the returns on one subject shall be kept in

one bundle file to be opened on the first day of the year and to be closed on the last day

of the year.


Volume - I Page 208

The file number to be given to a bundle file should be as follows “4/BF/II/1985”,

Where “4” is the S.No. of the bundle file in file register, “B.F.” is the abbreviation for

bundle file, “II” is the Major Head and “1985” is the year.

Monthly Bundle

No regular case file or bundle file should be instituted for a receipt which is of

ephemeral nature. Such miscellaneous papers should be placed in a “Monthly Bundle”

to be maintained each dealing assistant for each month. These monthly bundles shall

not be registered in the file register. However, minor head no, Major head no. and the

year should be indicated on the cover at the proper place preceded by the alphabets

M.B. as follows:- “MB/2/II/1985”.

Standing guard file-

In order that the Government instructions, circulars, notifications etc are easily

available for purposes of references, standing guard files, containing copies of such

instructions, notifications, circulars etc. on important subjects should be maintained in all

offices. The following instructions should be followed in this regard-

(i) The standing guard files shall be maintained subject wise in the head office

as well as in the sub offices for keeping at one place the copies of important

orders, instructions, circulars, notification etc. which are often required for

reference.

(ii) The Subjects on which standing guard files should be maintained in the

sections and cells of the head office and in the divisional and district / other

offices have been appended at Appendix-105.

(iii) The standing guard file will not be given any case file number, it will only be

given a serial number.

(iv) It should contain in chronological order, the copies of orders, instructions,

circulars notifications etc on a particular subject. No correspondence shall

be kept in such files.

(v) As soon as a copy of certain orders etc is filed in the concerned standing

guard file necessary entries should be made in the index provided at the

beginning of the file and referencing is done.

(vi) Once a copy of orders etc is filed in the standing guard file, it should not be

removed for any purpose what so ever, and the file should be used only for

reference purpose. In case of necessity the reference circular, notification

can be copied form the standing guard file.

The volume of a standing guard file should not contain more than 200 pages and

as soon as this number is reached a second volume of the file should be maintained.

Important orders, instructions etc. from the head office, copies of which have to

be kept in the standing guard file in the subordinate offices, should be sent in duplicate

to the sub offices so that copies can be kept in these files without retyping.


Volume - I Page 209

The standing guard files shall be kept in the personal custody of the section head

of the concerned section/ branch/ cell at the head office, the branch head of the

concerned branch at the divisional office and the head of the sub offices. The officials

shall be responsible for the up to date and proper maintenance of the files.

During the office inspections conducted according to the roster of inspections, the

inspecting officer shall carefully check the standing guard files and record comments on

the maintenance of these files in the inspection notes.

Separate file for each district subject-

There should be a separate file for each district subject. If the subject of the file is

too wide or too general, there shall be a tendency to place it in receipt, dealing with

different aspects of the matters which apart from making the file unveildy shall impede

business. If the issues raised in a receipt or in the notes or in the orders passed thereon

go beyond be the original subject relevant extracts should be taken and dealt with

separately on new files.

File register-

A record of files opened during the calendar year shall be kept in a file register in

the form as appended at Appendix-106. Each file shall bear a number given to it in

accordance with the procedure mentioned in the foregoing sub heads viz. opening and

mentioned in the foregoing sub heads viz. opening and numbering of new file, bundle,

file, monthly bundle etc.

The file register shall be sub divided according to the minor heads allotted to a

separate section / branch / cell / office, sufficient pages being kept for each minor head

during the year.

Referencing and use of slips (flags)-

Referencing is the process of putting up and referring to connected records,

precedence, rules, regulations, books, or any other paper having a bearing on the case,

such papers shall be flagged with alphabetical slips to facilitate their identification.

The slips shall be pinned on the inside of the page, when a number of files or

papers on the same case are to be flagged, the slips should be pinned in such a manner

to appear as spread over the whole width of the file so that every slip is easily visible.

The slip PUD (Put Up Under Disposal) shall be attached to the papers, the

consideration of which is the subject matter of the file.

No slip shall be attached to any other paper except PUD in the current file.

However, any previous reference, if required to be mentioned, the S.No. of the

concerned page (reference) in the file and the note sheet no. of the relevant notes shall

be quoted in the margin in pencil eg. “page 6/H, page 20 .c.”. Not more than one

alphabetical slip should be attached to a record file or paper for reference.

It should be remembered that the slips are merely a temporary convenience for

the quick identification of papers and should be removed as soon as they have served


Volume - I Page 210

their purpose. To facilitate the identification of reference after the removal of slips, it is

necessary that the number of the files referred to should be quoted on the body of the

note and the number of the relevant page together with the letter of the slip attached

thereto indicated in the margin as In the body of notes (F.No. 120/ 10/ II/ 85) and in the

margin of the note (Flag A.P.-3/ Notes).

Linking of Files-

Linking of files on which the action is in progress shall, as far as possible be

avoided. As a general rule this shall be resorted to only when the files are inter-

connected and order have to be passed on them simultaneously. If any paper on a

current file is required for reference only in that case, relevant extract should be taken

from the former and placed on the later.

When files are linked, strings of the file board of the lower but not its flaps, shall

be tied around the upper file. The strings of the file board of flap of the upper file shall

be tied underneath it in a bow, out of the way. Each file thus shall be intact with all its

papers properly arranged on its file board.

Priority marking on files-

The three prescribed priority marking to be used on the files and papers are

„Urgent‟, „Immediate” and “Top priority” in the ascending order of priority.

The urgent is to be used for files and letters requiring attention without delay.

Files marked urgent should not be detained longer than 48 hrs by anybody.

Immediate slip is to be used only in cases of extreme urgency requiring instant

attention. Letters and files so marked at once be attended to by the person from whom

they are intended. Such files must be dealt with at once and in any case cannot be

detained longer than a day by any person.

Top priority slip should be used on files / papers calling for most immediate

attention / action.

Priority slip should be used with discrimination. A file may at one stage call for

immediate attention, but later it may cease to be of such importance. When that

happened the “immediate” “top priority“ should be removed and it should be considered

as it should have an urgent slip.

The use of any other distinctive slip (For nothing urgency of files / Papers) is

prohibited. The use of assembly slips regarding matters before the “Vidhan Sabha” shall

of course, continue.

Arrangement of paper as a case-

A case consist of a current file and any other file or paper put up for reference.

The papers as a current page shall be placed in the following order from top

downwards-

(i) “Notes” ending with the note for consideration.

(ii) Drafts for approval.


Volume - I Page 211

(iii) Correspondence containing the PUD.

(iv) Other papers referred to i.e. extracts from notes or correspondence of other

file, the Gazettes etc.

(v) Recorded files arranged in chronological order, the latest being place on the

top.

(vi) Routine notes or paper placed in a cover in chronological order.

SECTION-VIII

RECORDING

Recording is the process of closing a file after action on all the issues under

consideration there on has been completed.

When the assistant is satisfied that no further action is required to be taken on a

file, he shall put up to officer in charge, head of office, for his approval to the file being

recorded under one of the following classes-

(i) Class-„A‟- Files which are required to be kept permanently.

(ii) Class-„B‟- Files which are required to be kept for a number of years

prescribed.

(iii) Class-„C‟- Papers of purely ephemeral and routine nature and are to be

eliminated after the period of one year.

Every file which is to be recorded shall indicate the period of review and the

classification approved by the section / branch / cell head or head of office for record

Destruction of Class „C‟ files-

The files which are of purely ephemeral and routine nature are not to be actually

recorded, but will be destroyed in the section/ branch/ cell office as soon as they

become one year old.

Preparing a file for record-

After a file has been marked for record, it should be arranged properly for

recording .The date of recording and classification shall be noted in the file register

indicating year of elimination, before recording the file, the alphabetical slips, routine

notes and papers should be removed. The remaining papers should than be stitched

together in the cover, notes first and then “correspondence”. The date of opening and

closing of the file classification, period of review and the year of elimination should be

indicated at the proper place provided on the file cover. As soon as this process is over,

the file shall be sent to the section / branch / cell head who shall after satisfying himself

that the file is complete in every respect, place his initials on the file cover at the place

provided. He shall then return the file to the assistant concerned. The recorded files

shall be kept in the section / branch / cell for a period of one year and then transferred to

the record keeper.


Volume - I Page 212

Custody of Record-

Files transferred by a section / branch / cell to the record room shall be

accompanied by a list of files in duplicate in the prescribed form as appended at

Appendix-107. The record keeper shall verify that all the files mentioned in the list have

been received, retain one copy of the list and return the other, duly signed as token of

receipt to the section / branch / cell concerned. The list thus retained by the record

keeper from time to time shall be filed section/ branch/ cell wise in separate file.

The record keeper shall also maintain a simple register in the form or reminder

diary in which a few pages shall be allotted to each future year. Files marked for review

in a particular year shall be entered in the portion of the register ear marked for that year

and shall be taken out for review in the appropriate years by referring the register.

Issue of record from record room-

To get a record from record room a requisition in the form as appended at

Appendix-108 shall be sent to the record keeper in duplicate. Both copies of the

requisition slip shall be forwarded to the record keeper through the section / branch / cell

head. The section / branch / head of record section shall order the issue of the record in

question, after he is satisfied that the record has not been in discriminately requisitioned,

a separate slip shall be used for each file required, when the file called for has been

traced, the original requisition slip shall be put up on the rack in place of the file removed

and the duplicate shall be sent with the file to the section / branch / cell, the receipt of

the file being returned to the record keeper, who shall place it in a rack provided for the

purpose. When the file is returned to the record keeper he shall put it to its proper place

in the rack and remove the original requisition slip and return the duplicate

(acknowledging the receipt of file returned by the section / branch / cell to the concerned

by the section branch / cell. The original requisition slip should then be filed in the

monthly bundle for the month and kept in the record room. The record keeper shall

submit a statement to the section head / branch head of the record section on the 15th of

every month showing the number of files outstanding against each section / branch /

cell for six months who shall see that the file are returned to the record room by the

section / branch / cell concerned.

Review and weeding of record-

No file, other than belonging to class „C‟ shall be weeded out, without first

reviewing its contents.

Files, which according to retention schedule are to be preserved for less than five

years shall be reviewed on the expiry of the period indicated on such files.

Class „A‟ files shall be reviewed every 25 years.

In January each year, the record keeper shall send to the section / branch / cell

concerned, the files marked for review in that year.

The files received in each section / branch / cell for review, shall be examined by

or under the direct supervision of the section head / branch head. Files which on


Volume - I Page 213

review, are found still to be in use, shall be returned to the record room for retention until

next review. Files, which can be destroyed, shall be returned separately to the record

room for elimination. Before destroying such file, the record keeper shall complete the

list of files and the register maintained by him.

The period prescribed for review of retention of a file or record should confirm the

year of its closing and not from the year of its commencement.

Preservation of Record and registers-

It is not possible to lay down any hard and fast rule as to the number of years

which a file should be retained before its elimination. The period depends on the nature

and contents of the file while Appendix-109 shows the periods for which various

registers should be preserved. Appendix-109 is not an exhaustive one and there might

be papers which may be required to be preserved for different periods. Under the

circumstances a file should not be marked mechanically for elimination. In marking

cases for record the object is to ensure that for the cases are retained a minimum period

of years necessary marking the year of elimination should, therefore bear relation to the

period during which later reference of the file is likely, due regard being given to the

need of avoiding the collection of unnecessary and useless files in the record room. The

section / branch head in consultation with the officer in charge / head of office should

periodically suggest period of retention for other types of cases which have not been

included in it. There is every likely hood that correspondence on new subjects might

take place, from time to time, and this will necessitate determination of period of

retention for such types of cases.

Maintenance and destruction of spare copies-

Each section / branch / cell shall keep in separate bundles, the spare copies of

important communications issued by it. These bundles should be examined every year

and all spare copies which are not likely to be required any longer should be destroyed

under the orders of the officer in charge/ head of office. Any papers which are still of use

should be marked for retention till the next annual examination.

Responsibilities of record keeper-

The record keeper shall be personally responsible for the safe custody of all the

files under his charge. He shall see that all the records are in order and elimination is

carried out regularly according to the entries in the list of files. While eliminating a file, he

shall take out the file covers and send them to the stationary clerk for reissue.

He shall see that the records are arranged on the racks in proper order and that

soiled and torn out labels and covers of the files and boards at the top of the file packets

are replaced by fresh ones.

Shall see that the files are properly dusted regularly and proper precautions are

taken for their preservation from attacks of insects etc and decay.


Volume - I Page 214

Shall see that the record room is locked up securely and retain the keys under his

possession. However the duplicate keys under his possession.

He shall comply with the requisition for the files and shall see that they are

retuned back to the record room without undue delay.

He shall not allow any person to enter the record room, except the persons on

duty.

Manner of destruction of papers-

The papers to be eliminated should normally be burnt before the officer in charge

of the record room/ head of office. In case the officer in charge/ head of office, considers

that certain papers are not of any importance or of a confidential nature, such papers

should be torn out and soaked in water, dried, and then sold as waste paper subject to

the observance of the procedure prescribed therefore.

SECTION-IX

CHECKS ON DELAYS

Dealing assistant‟s diary-

Every dealing assistant shall maintain a running record of the papers including

the files received and dealt with by him in a register having columns as appended at

Appendix-89. The first three column shall be filled as soon as the receipt / cases are

received by the dealing assistant. The column 4 shall be filled when a receipt or case

under disposal is dealt with and submitted. Neither the movements of the file nor its

further handling in the course of its disposal shall be recorded in the dairy.

On the last working day of every week, an abstract as below, should be added to

the diary in continuation of the entries, enclosed between separating lines eg.-

(i) Total No. of receipts / case B.F. form previous week………

(ii) Total No. of receipts / case received during the week… .

(iii) Total ……..

(iv) Total No. of receipts / case dealt with during the week….

(v) Balance . . . . . . . . . . . . . . . . .

Besides facilitating the preparation of the weekly arrears statement, this diary is

meant to help assessment of the work load and the time taken in submission and

disposal. It is incumbent therefore on every dealing assistant to maintain this diary

correctly and up to date without any insertions as an after thought.

All dealing assistants should submit their diaries to their section heads / branch /

cell heads, officer in charge on the last working day of every week. The section / branch

/ cell head, officer in charge shall scrutinize, put initials and return the diaries back to the

dealing assistants concerned on the next working day.


Volume - I Page 215

Spot lighting delays-

All dealing assistances are expected to submit all ordinary receipts and cases,

received by them within five days of the receipt of the same by them, all urgent receipts

and cases should be submitted within two days and all immediate receipts and cases

within day. To spot light delay in submission of papers, all dealing assistants shall put

initials in red ink, their notes etc on all cases delayed by them beyond the above

specified time limits.

Weekly arrears statement-

A weekly arrears statement shall be prepared in respect of each section / branch

/ cell / office in the proforma as appended at Appendix-110. A consolidated statement

of weekly arrears in the sections / branch / cell office for week ending shall be prepared

by the general section as per Appendix-87 and submitted to Director Animal Husbandry

/ head of office for information.

Monthly statement of cases pending for over 2 months-

This statement is intended to bring to the notice of the officers that cases have

been pending disposal for over a month and where and why. It shall be prepared in the

form appended at Appendix-88 and shall show particulars of all live cases with

reference to the file register pending disposal for over a month in the section / branch /

cell / office, on the last day of each calendar month. A case shall be treated as live case

until it has been finally disposed and closed.

The dealing assistant shall include all cases opened up to the end of the month

preceding that, to which the return relates, which have not been closed and marked for

record.

The cases shall be entered in the statement in the order of the date of their

commencement, the oldest being on the top. The statements shall be brought up to date

every month by making additional entries in the end and crossing out neatly entries of

cases which have since been finally disposed off. The statement once prepared shall be

used for a period of six months by appropriate amendments.

The bundle files should not be included in the statement It should be included in

suspense cases i.e. cases for disposal of which no action is called for in the section /

branch / cell / office. The word suspense should be recorded in remarks in the statement

against that case. The total number of such suspense cases should also be mentioned

at the end of the statement every month.

The statement shall be submitted to the officer in charge / head of office by the 5th

of every month. Entries shall be scrutinized by the section / branch / head to ensure that

column-6 shows the latest position of each case as known to him. The officer in charge /

head of office shall give his remarks where necessary in column 8. In the head office

the statement shall be submitted to the Director Animal Husbandry, Madhya Pradesh by

the 7th of every month with a covering note through officer in charge of the general

section.


Volume - I Page 216

Monthly arrear statement in respect of work relating to recording-

The work relating to recording of files is generally found to fall in arrears. To keep

a watch on the progress of the work, every section / branch / cell / office, shall prepare a

monthly statement as appended at Appendix–88, showing the position as on the last

working day of each month and submit it to officer in charge / head of office by the 7th of

the following month.

Reminder Diary-

Every Assistant shall maintain a reminder diary in which he shall enter date wise

cases on which reminders are to be issued on the specified dates.

Every dealing Assistant shall examine the reminder diary every morning and shall

take necessary action.

Periodical returns-

To ensure punctual receipt preparation and dispatch of periodical reports, return

etc. each section / branch / cell / office shall maintain two check lists, one for outward

returns and the other for incoming returns. The forms in which the two check lists shall

be maintained as appended at Appendix-112.

Returns to be submitted by sub-offices-

The returns to be submitted by the sub-offices to the head office in respect of

establishment, accounts, other technical matters shall, be as prescribed by the Director

Animal Husbandry, from time to time.

Registers to be maintained on certain subjects-

The list of basic registers with period of their preservation in respect of

establishment, accounts, coordination and other technical matters to be kept at the head

office and sub office are appended at Appendix-109.

Submission of Periodical returns-

The primary responsibility for the expeditious disposal of works and timely

submission of periodical statements etc rests with the section head / branch / cell head.

The officer in charge / head of office shall keep a watch to see that the statements are

submitted punctually and regularly. No paper as case shall be kept pending action in a

section / branch / cell beyond ten days without the knowledge and permission of the

officer in charge / head of office. The section / branch head shall regularly inspect the

racks and tables of every dealing and such inspections being not less frequent than

once in a fortnight and satisfy himself that no paper or files has been over locked. He

shall also ensure that no receipts actually pending with the dealing hand are excluded

from the weekly arrears statement.


Volume - I Page 217

SECTION-X

ASSEMBLY AND PARLIAMENT QUESTIONS

Types of questions-

The questions are of three types:

(i) Questions for oral answers or “starred question”.

(ii) Questions for written answers or “Un starred Questions”.

(iii) “Short-notice questions.

The distinction among these three kinds of questions of their admissibility are

described in the rules of procedure and conduct of business in the Madhya Pradesh

Vidhan Sabha.

Questions to be asked in the Parliament are also of these three types, though the

conditions of admissibility differ to some extent.

Section / branch / cell head and every dealing assistant shall make themselves

familiar with the provisions contained in the rules of procedure and conduct of business

in the Madhya Pradesh Vidhan Sabha in regard to asking and answering of questions.

Handling of question-

As soon as a question is received it shall be marked to the coordination section

and shall be entered in the register kept for the purposes as appended at Appendix-

113.

In sub offices also a register in the form given at Appendix-113 shall be kept.

The head of office shall see that all relevant information connected with the questions is

sent promptly to the head office.

After the question has been entered into the register, it shall be sent to the

section / branch / cell concerned for taking further necessary action. Dispute, if any in

the matter of assigning the questions to section/ branch/ cell should be resolved by

personnel reference to the officer in charge/ head of office. If it is found that any

question which pertains to any other organization has been wrongly received, it should

immediately be retuned to the Veterinary Department / other department.

On receipt of the question in the section / branch / cell, the section / branch / cell

head shall mark on the question the time of its receipt with his initials and date, and then

mark the question to the dealing assistant concerned.

Attention to such questions shall always be on “top priority” basis having regard

to the time factor. No excuse of either urgent or immediate work shall be acceptable as

explanation on delays.

If the department has already sent a question directly to the concerned sub office

information from such sub offices should be awaited. If, however there is delay in

receiving the information, telephonic / telegraphic, fax and e-mail reminders should be

sent.


Volume - I Page 218

If the department has been not sent a copy directly to the sub office, the dealing

assistant, should go through the questions marked to him the same day and where

information has to be obtained from other sections, he should immediately submit the

file for necessary orders. In asking for reports or for information, the office should specify

on what part of the question a report is required and if a question is a starred one, also

ask for adequate material/ information to enable supplementary questions to be

answered. Vague requests for information and discoveries at a later stage of partial

report should be avoided. Particular care should also be taken to see that copies are not

sent needlessly to sections not concerned.

The dealing Assistants after obtaining orders for securing information / reports

from sub offices, shall prepare endorsement and get signed by the officer in charge /

head of office and arrange to dispatch it.

Preparing draft reply-

As soon as information / reports is received from the sub offices or where there is

no necessity of obtaining any such information the dealing assistant shall prepare a draft

of the replies giving sufficient information for supplementary.

Every dealing assistant should verify carefully whether there have been earlier

questions on the subject and, if so, put them up and refer to the replies. If the earlier

question was starred one, it shall be verified whether there were any supplementary.

Numerical information (other than dates) given in the body of replies should

invariably be given in words in brackets in addition to figures. Numerical information in

words need not be given in respect of statistical information given in the sub- joined

statement or in separate appendices, but where totals are given, the totals must be

expressed both in figures and words.

Draft replies to questions should invariably be got approved by the Director

Animal Husbandry and in his absence by the concerned Joint Director of Veterinary

Services at the Directorate level.

A copy of the reply should be sent to the coordination section for being kept in the

appropriate file, the fact of a reply having been sent shall be entered in the appropriate

column of the register as appended at Appendix-113.

SECTION-XI

INSPECTIONS

Purpose-

To find out the state of affairs existing in each unit.

To see whether the prescribed procedure and instructions are understood

properly and followed intelligently.

To find out whether proper attention is being paid to quality of performance by

officer and staff during discharge of their duties.

To test the intrinsic soundness and utility of the procedures and to get reliable

data for planning improvements.


Volume - I Page 219

Roster of inspection-

All the controlling officers shall prepare a roster of inspection of the subordinate

offices and shall get it approved by the superiors, regular inspections of the subordinate

offices shall be made in accordance with the approved roster in details.

In addition to regular inspections as the roster of inspections, the controlling

officer shall also conduct surprise inspections for checking delays and irregularities and

for improving efficiency.

The inspecting officer shall record his inspection notes. However he shall be at

liberty to add any additional points, which he thinks, are important enough to be included

in the note.

Recording of inspection note and compliance-

Every inspecting officer shall record and send copies of his inspection note to-

(i) The office inspected.

(ii) His controlling officer, within a fortnight from the date of inspection.

Each point dealt with in inspection note should be given a separate para number

to facilitate indication for compliance.

Every inspection note should be fully complied with, within a period of three

months from the date of inspection and the officer who conducts the inspection should

ensure this.

The compliance should be recorded on the margin of the inspection note.

All the inspecting officers shall follow the instructions contained in the general

book circulars Part–III, serial No-6.

SECTION-XII

FUNCTIONS AND DUTIES OF OFFICERS AND SUBORDINATE STAFF UNDER

MINISTERIAL CATEGORY WORKING IN THE DEPARTMENT

Administrative officer-

Shall work under the administrative control of the head of office and shall be

responsible for his work to him.


working of the office as fixed by the Head of the office/Head of the Department.

Shall exercise effective control and general supervision over the sections under

him both in regard to the dispatch of business and in regard to discipline.

Shall keep in touch with the work in all the seats under his section and make

himself conversant with all important files pending in each seat and shall see that they

are not delayed.

Shall periodically inspect the registers maintained by the staff working under his

sections and shall see that these are maintained neatly, correctly and up to date.

Shall check any tendency to delay matters on the part of the clerks / workers etc

and bring to the notice of the head of office any serious delay or other irregularity and


Volume - I Page 220

shall suggest action to be taken against the defaulters while himself at once attending to

the particular work.

Shall also advise the ministerial staff on different or intricate questions should

they seek his advise.

Shall see that unless otherwise, notes correspondence etc pertaining to his

sections, are routed through him.

Shall before forwarding a case file to the superiors, ensure and ascertain that the

proposal is in accordance with the relevant rules and shall see that such rules are

quoted on the files.

Shall be responsible to conduct periodical inspections of all the counters under

him and ensure speedy disposal of communications and shall bring salient features to

the notice of the superior officer requiring his attention at his end.

Shall himself deal with all the confidential matters as per the instructions of the

superior officers and shall keep all such papers under his own custody.

Shall be responsible for preparation and publication of the gradation list of the

class III and class IV employees, technical and ministerial both from time to time and

shall deal with all the representation arising out of such publications and shall take

suitable action.

Shall be responsible to undertake the work of confirmation of the class-III and

class-IV employees of the department periodically as per instructions of the

Government and shall arrange for its publication. He shall also deal with all the

representations arising out of such publications and shall take suitable action.

Shall be responsible to prepare, submit and get approval of the recruitment rules

of class-III and class-Iv employees of the department from the Government from time to

time or as and when required and shall deal with such rules.

Shall deal with all the administrative matters pertaining to class-III and class-Iv

employees of the department regarding leave, postings, transfers, appointments,

promotions etc.

Shall be responsible to deal with all the representation from the class-III and

class-IV departmental employees regarding service conditions and allied matters.

Shall be responsible to deal with all the 80 CPC notice / court cases filed / served

by the departmental employees/ officers and shall take suitable action for their disposal.

He shall however follow the instructions in this regard.

Shall deal with all the cases of complaints and departmental enquiries.

Shall also deal with all the departmental cases of loss and defalcation.

Shall deal with all the cases and maintenance of up to date record of the

property, immovable property and returns submitted by the employees of the

department and shall follow and act according to the instructions issued by the

Government in this connection from time to time.

Shall be in charge of the store and stock of the directorate and shall undertake

the verification of store and stock from time to time. He shall take suitable action if any

loss / damage is noticed by him or brought to his notice.


Volume - I Page 221

Shall be responsible for the maintenance of the old records, elimination of papers

etc and shall follow the instructions contained in section-VIII of this chapter.

Shall be responsible for the watch and ward of the Directorate and shall so

arrange the duties of the chowkidars that they are available in the Directorate round the

clock.

Shall be the authority to receive all the applications of employees working in the

directorate regarding casual leave and shall be responsible to submit the daily position

of the staff to the head of the office an hour after the scheduled time of opening of the

office and shall suggest the arrangement of workers in place of the persons on leave.

Shall be responsible for the maintenance and up keep in respect of furnishing,

decorating, and arranging audiovisual facilities in the meeting hall with the help of the

audiovisual and publicity officer at the time of state level meetings / conferences,

seminars / workshops, invited or organised by the Director Animal Husbandry and shall

be responsible whenever required to make arrangements regarding lodging, boarding,

transportation etc for the delegates / participants attending such forums with the help of

local officers / other staff assigned such job.

Account Officer (Finance)-

Shall work under the administrative control of the head of office / head of the

department and shall be responsible for his work to him.


working of the office as fixed by the head of the department.

Shall be responsible to supervise the working of all the other ministerial staff

working under him in the section.

Shall also advise the ministerial staff on different or intricate questions should

they seek his advise.

Shall see that unless otherwise, notes correspondence etc pertaining to his

sections, are routed through him.

Shall be responsible to deal with pay fixation and pension cases whenever

referred to, by the competent authority.

Shall be responsible to deal with sanctions pertaining to loans / final payments of

departmental provident fund / general provident fund etc.

Shall be responsible for scrutiny and preparation of budget estimates, revised

estimates, supplementary grants, its appropriation and reapportion.

Shall be responsible to maintain the record of departmental expenditure and

receipt.

Shall be responsible for the reconciliation of the departmental expenditure

statement with A.G.M.P.

Shall before forwarding a case file to the superiors, ensure and ascertain that the

proposal is in accordance with the relevant rules and shall see that such rules are

quoted on the files.


Volume - I Page 222

Shall deal with the cases pertaining to sanction of permanent advance for

different drawing and disbursing officers of the department.

Shall be responsible to deal with all the cases of loss, theft, defalcation etc.

Shall be responsible to maintain and cause to maintain the prescribed records

and registers pertaining to his work pertaining to his subordinate staff neatly, correctly

and up to date.

Accounts Officer (Department)-

Shall work under the administrative control of the head of the office and shall be



working of the office as fixed by the head of the office.



Shall follow the instructions contained in the foregoing paras described for

Accounts Officer Finance.

Shall be responsible to maintain the up to date account of family benefit Funds

scheme of the state and shall issue sanctions of competent authorities for release of

payment without delay and shall keep watch on the progress.

Shall deal with cases of gracia grants and maintain their accounts.

Shall put up the traveling allowance bills, medical reimbursement bills of all the

class-I officers of the department to the head of the Department for counter signature

and shall issue the same to the concerned officers.

Shall be responsible to examine the pre audit cases in respect of all items viz

FVC, TA bills, arrear bills, etc and issue sanctions of the competent authority.

Shall scrutinize the proposals of grant in aid to be paid to JNKVV, Janpad

Panchayat, Goshala, M.P.D.D.C, and M.P.L.D.C, etc and shall arrange counter

signature of bills.

Shall be responsible to procure the utilization certificates of the grant in aid

sanctioned to different institutions and shall arrange for their timely submission to A.G.

M.P.

Shall scrutinize and deal with cases of tenders, purchase and repairs and shall be

responsible to maintain the accounts involved there in.

Shall be responsible to submit the cases, complete in every respect, of public

accounts committee, to the superiors for finalization and further action.

Audit Officer-

Shall work under the administrative control of the head of office and shall be



working of the office as fixed by the head of office.


Volume - I Page 223

Shall responsible to supervise the working of all other ministerial staff working

under him in the section.

Shall follow the instructions contained in the foregoing paras of this section.

Shall be responsible to prepare the annual roster of audit inspection of the offices

/ sub offices of the department and shall submit it to head of department for approval by

15th April every year, and shall undertake the audit inspections of the drawing and

disbursing officers of the department according to the approved programme.

Shall be responsible to prepare the audit inspection reports and send it to the

concerned officers for reply within a month from the date of inspection with a copy to the

concerned section of the Directorate.

Shall undertake audit inspections of the institutions on the basis of request /

complaints when directed to do so by the Head of the department.

Shall be responsible to suggest suitable measures to the drawing and disbursing

officers for rectification / regularization of the discrepancies of the account noticed during

audit.

Shall be responsible to guide the drawing and disbursing officers to maintain all

the records pertaining to accounts as per rules and for further audit by the A.G.M.P. /

treasury and accounts.

Shall be responsible to bring to the notice of the Head of the department

immediately, any serious irregularity found during the course of audit for suitable action.

Shall be responsible to advise and assist the head of the department in dealing

expeditiously and competently with the observations and objections of a statutory nature

(whether from A.G.M.P., treasury and accounts or internal audit) so that they are settled

promptly.

Shall be responsible to scrutinize and finalization of the reply of the Audit

inspection report of the A.G.M.P. / Director of treasury and Accounts or internal audit in

specified time limit.

Shall be responsible for the follow up of the pending reports of A.G.M.P./ Director

treasury and accounts or internal accounts and shall see that the replies are submitted

in time.

Superintendent-

Shall work under the administrative control of the head of the office and shall be


Shall work as an in charge of any of the section / office where he is posted.



Shall be responsible to mark attendance of the staff working under him in the

section and shall be responsible to keep watch on the presence of the staff under him

during the working hours of office.

Shall exercise effective control and general supervision over the section both in

regard to the dispatch of business and in regard to discipline.


Volume - I Page 224

Shall be responsible to conduct fortnightly inspections of all the counters under

him and to ensure speedy disposal of communications and shall bring salient features to

the notice of the superior officer requiring his attention at his end.

Shall be responsible to ensure that points raised on the counters by him are

disposed off by the concerned clerks holding the counter.

Shall be held responsible and liable for disciplinary action according to the nature

and gravity of incidence regarding wrong and faulty representation of the facts on the

files, wrong and incorrect drafting, wrong communications, improper maintenance of

files and records of the section, delay in communication in the specified time.

Shall arrange for distribution/ allocation of work/ duties to the subordinate staff in

case any clerks remains absent or on leave.

Shall himself deal with all the confidential matters as per the instructions of the

superior officer and shall keep all such papers under his own custody.

Shall see that the instructions given by the superior officer are followed by the

subordinate staff promptly and early action is taken.

Shall keep in touch with the work in all the seats under his section and make

himself conversant with all important files pending in each seat and shall see that they

are not delayed.

Shall periodically inspect the registers and see that they are punctually, neatly

and properly maintained.

Shall check any tendency to delay matters on the part of the clerks etc and bring

to the notice of the head of the office any serious delay or other irregularity and suggest

action to be taken against the defaulters while himself at once attending to the particular

work.

Shall advise and guide the ministerial staff on difficult or intricate questions

should they seek his advice.

Shall see that the fair copying work and the sectional dispatch / receipt is done

promptly.

Shall examine / check the fair copying and sectional dispatch / receipt registers at

frequent intervals and shall see that they are regularly and properly written up and that

there are no delays in this regard.

Shall see that the references received in the office are properly acknowledged by

the clerks concerned and for this purpose he shall check the distribution register once in

a week.

Shall see that unless otherwise directed by the section in charge head of office,

all the files, notes etc pertaining to his section are routed through him.

Shall be responsible for the correctness of the notices / drafts etc put up to the

superiors through him.

Shall before forwarding a case file to the superiors, shall ensure and ascertain

that the proposal is in accordance with the relevant rules and shall see that such rules

are quoted on the file.


Volume - I Page 225

Shall be responsible to see the dak, mark it to proper counter and ensure prompt

disposal of communication within the specified time pertaining to the section.

Shall invariably at the end of each week check, the diaries submitted to him by

the staff working under him in the section and submit the same along with his comments

to the superior officer for perusal, necessary action and orders if any.

Shall prepare a weekly statement of the pending work in the section and put it to

the superior officer with his comments in the prescribed proforma to the superior officer

with his comments in the prescribed proforma as appended at Appendix-87.

Shall keep all such up to date information ready with him which may be needed

every now and then.

Shall, when posted as in charge of any of the technical sections, follow the

instructions and carry out the work as directed by the section in charge / superior

officers.

Shall be responsible for the store / stationary articles issued to him and shall

arrange further distribution of such articles to the subordinate staff and shall see that

proper entries of receipt / issues of these articles are recorded in the registers.

Shall see that all the records and registers pertaining to his and his subordinates

work are maintained neatly, correctly and up to date.


returns of his section on due date and time to the controlling officer and shall be

responsible for the correctness of the information incorporated in these reports.

Assistant superintendent-

Shall work under the administrative control of the section in charge / head of

office and shall be responsible for his work to him.

Shall assist the section in charge in performing his duties and shall carry out the

work as per his instructions.

Shall be responsible to examine the files / notes / drafts etc before it is submitted

to the section in charge / officer in charge and shall see that all the references and

communication with regard to the case are in order and no relevant reference of

communication has been omitted.

Shall be responsible to record factual position of the case correctly on the file and

shall put the drafts for approval, if required.

Shall, when posted as in charge of any of the technical sections of the office,

follow the instructions and carry out the work as directed by the officer in charge /

superior officer.

Shall be responsible for prompt and speedy disposal of communications with

regard to his counter.

Shall maintain a daily diary having the colums as appended at Appendix-89 and

shall submit the same to the section in charge / officer in charge, at the end of every

week for perusal.


Volume - I Page 226

Shall keep all such information pertaining to his counter ready, which may be

needed every now and then.

Shall be responsible for the store / stationary articles issued to him and shall

ensure that proper entries of receipts / issues of these articles are recorded in a register.


and gravity of incidence regarding wrong and faulty presentation of the facts on the files,

wrong and incorrect drafting, wrong communications, improper maintenance of files and

records of this counter and any delay in communication in the specified time.

Shall see that all the records and registers pertaining to his work are maintained

neatly correctly and up to date.


returns of his counter on due date and time to the section in charge / officer in charge


reports.

Auditors-

Shall work under the a administrative control of the Audit officer and shall be


Shall assist the Audit officer in performing his duties and shall carry out the work

as per his instructions.

Shall be responsible for the proper maintenance of files and records of the work

allocated to him.

Shall be responsible to examine the inspection reports and relevant papers / files

/ notes drafts etc before it is submitted to the Audit officer and shall see that the

references and communication with regard to the case / inspection report are in order

and no relevant papers / references / communication has been omitted.

Shall be responsible to record factual position of the case / inspection report

correctly on the file and shall put the drafts for approval if required.

Shall keep all such information pertaining to his work ready which may be needed

every now and then.

Shall be responsible for the store / stationery articles issued to him and shall



and gravity of incidence regarding wrong and faulty representations of the facts on the

files wrong and incorrect drafting ,wrong communications improper maintenance of files

and records of his counter and any delay in communication in the specified time.

Shall when posted as in charge of any of the technical sections of the office follow

the instructions and carry out the work as directed by the officer in charge / superior

officer.

Shall be responsible for persuasion of the cases by issuing reminders fortnightly.

Shall be responsible to present and put up, if required the concerned circulars

and orders to enable the officer in charge to take correct decision.


Volume - I Page 227

Shall be responsible for preparation of the audit inspection reports of the Audit

conducted as per directives of the audit officer.


work neatly correctly and up to date.

Shall be responsible for preparation and submission of all the prescribed

periodical reports and returns of his counter on due date and time to the superiors and

shall be responsible for the correctness of the information incorporated in the reports.

Assistant Grade-I-






allotted to him.

Shall be responsible to put up the summery or comments of each case on the

files to be submitted to Assistant Superintendent / Head Clerk / superintendent / other

superior officer along with the draft, and shall be responsible for the correctness and

accuracy of information given by him.

Shall be responsible to examine and flag all the concerned references pertaining

to the case before submitting to the superiors.

Shall be responsible for persuasion of the case by issuing reminders fortnightly.

Shall maintain a daily diary having the columns as prescribed in Appendix-89

and shall submit the same to the Assistant superintendent / Head Clerk / Superintendent

/ section in charge at the end of every week for perusal.

Shall be responsible to examine all the previous references connected with the

paper under disposal.

Shall be responsible to put up the factual position correctly and clearly while

submitting a case.

Shall be responsible to put up the drafts for approval and shall see that the fair

copies of the approved drafts are typed at the earliest and disposed off without loss of

time .

Shall be responsible for speedy disposal of the communications within the

specified time.

Shall be responsible to present and put up if required the concerned circulars and

orders to enable the officer in charge to take correct decision.

Shall keep all such information pertaining to his counter ready which may be

needed every now and then.

Shall be responsible for the store / stationery articles issued to him and shall



Volume - I Page 228

Shall when posted in any of the technical sections if the office, follow the

instructions and carry out the work as directed by the section in charge / officer in

charge / superior officer.






reports.

Accountant-

Shall work under the administrative control of the drawing and disbursing

officer/other superiors and shall be responsible for his work to him. Shall assist the

drawing and disbursing officer / other superiors in performing his duties and shall carry

out the work as per his instructions.

Shall be responsible to examine the vouchers, sanction orders and relevant

papers / rules for preparation of bills.

Shall see that all the references communication with regard to drawl of bills are in

order before it is submitted to drawing officer / other superiors.

Shall be responsible to prepare all sorts of bills as per rules and orders and shall

submit to the drawing and disbursing / other superiors after due verification.

Shall be responsible for maintenance of all the records pertaining to these bills as

per rules and orders in vogue.

Shall be responsible to maintain the cash book in accordance with the provisions

and rules described in M.P.T.C.-I and II.

Shall be responsible to examine and prepare the contingent bills as per rules and

shall see that the formalities as per rules are complete in every respect.

Shall be responsible to deal with correspondence with A.G., M.P., relating to the

duties of drawing and disbursing officer.

Shall be responsible to assist and cooperate in audit inspections of the drawing

and disbursing officers as and when required.

Shall be responsible for timely preparation of budget, revised estimates, re-

appropriation etc and its submission to the superiors for necessary action.

Shall be responsible to maintain the payee‟s stamped receipts and its submission

to A.G, M.P.

Shall be responsible to take immediate action in respect of correspondence

relating to returns of security deposits, earnest money, other security delayed payments,

non payments, irregular payments etc.


work neatly, correctly and up to date.

Shall be responsible to submit the expenditure statement and other prescribed

periodical reports and returns pertaining to his work on due dates and time to the


Volume - I Page 229

superiors and shall be responsible for the correctness of the information incorporated in

the reports.

Assistant Grade-II-


office and shall be responsible for his work to wav.

Shall be responsible for maintenance of all the prescribed records and registers

pertaining to his work neatly, correctly and up to date.




reports.

Assistant Grade-III-

Shall work under the administrative control of the section in charge and shall be





allotted to him.

Shall be responsible to receive the dak and shall maintain a disposal diary.

Shall arrange all the dak / papers received by him in the concerned files and

shall, if need be, open new file with the consent of the superiors.

Shall be responsible to examine and flag all the concerned references pertaining

to the case before submitting to the superiors.

Shall maintain the files properly as per instructions given in Appendix-90 and by

marking page nos. on each page, contained in the file.

Shall be responsible to maintain a register of file and record as his counter,

neatly, correctly and up to date.

Shall ensure that all the papers received are properly linked to the concerned files

with relevant references and shall make proper noting, paging etc before it is submitted

to the superiors for further action.

Shall be responsible for safety and custody of all the files of his counter according

to the register maintained by him.

Shall maintain a daily diary having the columns as prescribed in Appendix-88

and shall submit the same to the section in charge / other superiors, at the end of every

week for perusal.

Shall be responsible to present and put up the concerned circulars / orders as per

demand, to enable the officer in charge to take correct decisions.

Shall when posted in any of the technical section of the office, follow the

instructions and carry out the work as directed by the section in charge / officer in

charge / other superiors.


Volume - I Page 230

Shall be responsible to type minimum 700, lines in English or 500 lines in Hindi

per day.

Shall be responsible to type the papers as per priority or as directed by the

superiors viz at once / top priority / urgent / first.

Shall be responsible to type the drafts neatly, cleanly and correctly with proper

margins and approved procedure, in time.

Steno typist-

Shall work under the administrative control of the section in charge / other

superiors and shall be responsible for his work to him.

Shall be responsible to maintain all the files safely given to him for typing work.

Shall be responsible for the safety and proper maintenance of the computer / type

writer machines issued to him or on which he is asked to work.

Shall be responsible to type minimum 700, lines in English or 500 lines in Hindi

per day.

Shall be responsible to type the papers as per priority or as directed by the

superiors viz at once / top priority / urgent / first.

Shall be responsible to type the drafts neatly, cleanly and correctly with proper

margins and approved procedure, in time.

Shall maintain a diary as prescribed in the Appendix-91 and submit it daily to the

section in charge / superior officer for perusal.

Store Keeper-

Shall work under the administrative control of the section in charge / head of the



working of the store as fixed by the section in charge / head of the officer.

Shall be responsible to receive the ordered goods from the suppliers, railway

station or other transport agencies.

Shall be responsible to verify all the bills of the articles received in the store and

shall submit the bill after due verification to the accounts section through the in charge of

section for arranging payment.

Shall take due care regarding storage of the goods specially of the expiry date

bound, pharmaceuticals, drugs, volatile and explosives, other chemicals, perishable

feed constituents and other perishable items and shall arrange to keep the store pest

/rodent free and moisture proof.

Shall store the items according to the instructions if given on the labels and shall

follow such instructions strictly.

Shall maintain the fire extinguishers and other fire fighting equipments and

accessories in ready to use state. He shall also follow the instructions regarding

protection against fire.


Volume - I Page 231

Shall maintain separate account of licensed commodities eg. wax, gum and other

items etc and accord facilities for their inspection.

Shall submit the compiled indents of the items required or falling short, to the

superior officers for arranging purchase.

Shall physically check all the articles periodically and shall immediately bring to

the notice of the superior officers about damage / loss due to faulty storage, defective

packing, pilferage, accidents or other wise noticed by him or brought to his notice for

further action.

Shall issue articles to the indenters only after verifying the issue orders of the

competent authority on the prescribed indent book / note.

Shall be responsible to obtain the acknowledgement in prescribed manner for

each supply.

Shall submit the monthly balance sheet of the items to the superior officers for

appraisal.

Shall not allow any body to enter the store room without permission of the





returns of his section on due dates and time to the controlling officer and shall be

responsible for the correctness of the information incorporated in the reports.

Stenographer-

Shall be responsible for his work to the officer, to whom he is attached and shall

work under his guidance and supervision.

When ever directed to perform the duties and carry out the work in a particular

section, shall follow the instructions as fixed by the head of the office / other superior

officer.

Shall work under the administrative control of the head of the office.

Shall take dictations from the officer under whom he is working and shall translate

the dictation correctly. He shall try to increase his efficiency of taking dictation to the

maximum possible.

Shall prepare the tour programmes of the officer and shall get it approved. He

shall also arrange to send the copies of the tour programme of the officer to all

concerned for necessary action.

Shall prepare a list of the meetings conferences etc to be held shall put up to the

officer for his approval.

Shall assist the officer under whom he is working in maintaining the records, files,

papers, confidential and information about engagements / meetings etc.

Shall present himself in the office in right time preferable before the arrival of the

officer. Similarly, he shall not remain absent from the office without pre intimation to his

officer.


Volume - I Page 232

Shall plan / chalk out the day‟s working keeping in view the meetings, visitors,

engagements and other important matters and shall act according to the plan.

Shall dispatch the business / work according to priority.

Shall ensure that material / articles / stationary etc for disposal or routine

work/particular job, is always available with him.

Shall have a look on the pending before leaving the office so that it can be

disposed off next day.

He is supposed to meet with the visitors cordially he shall however take the detail

information about the visitor, telephone numbers etc, covey and brief to the officer if

asked to do so, and shall arrange the meeting of the visitor with the officer as per

directives of the officer.

Shall attend the telephone calls promptly and after introducing himself or his

office, shall talk in a pleasant and attractive manner. He shall however talk less but with

manners and shall keep the record of the telephone calls, their purpose and bring it to

the knowledge of the officer. He shall not discuss any confidential matter on the

telephone.

Shall receive all the papers / communications addressed to his officer and shall

see that all the enclosures etc are there and nothing remains in the envelop. However

he shall not open the confidential letters and put up all the papers to the officer for his

perusal.

Shall, in the absence of his officer submit / put up papers to the next responsible

officer authorized to look after the work.

Shall keep watch on the movement of his officer particularly when he goes out so

that contact may be made in emergency.

Shall see that all the important matters are disposed off as early as possible.

Shall be responsible to submit the files to the officer received from different

sections and vice-versa and shall keep the record of movement of such files.

Shall take special care to deal with the confidential matters and if need be, send

such matters in properly sealed packets / envelops.

Shall before sending replies of letters ensure that the draft, language etc are

appropriate, it is duly signed by the officer, enclosures are there and the address given

is correct.

Shall be responsible to maintain all the files / papers / communications with him

properly.

Shall be responsible to submit the files / papers / communications on the dates

marked for, by the officer, and shall examine it before submission.

Shall not keep with him the spare copies of the confidential letters / papers /

communications, and shall keep such papers in lock and key if required to do so.

Shall see that all the irrelevant papers, rough notes, extra copies, spare copies,

carbons and stencils having confidential matter, notes books etc are destroyed in his

presence, if are of no use.


Volume - I Page 233

Shall as far as possible keep stock of reference books viz, city directory, who‟s

who other directories, fundamental rules, telephone directory, railway / air / bus timings,

and different rules / memos, circulars etc issued by the Government; from the time to

time required community for smooth and efficient working.

Shall be responsible to maintain the records and registers pertaining to his work


Shall perform any other work assigned to him by his superiors from time to time.

Driver-

Shall be responsible for his work to the section in charge / superior officer / head

of office and shall work under his guidance and supervision.

Shall perform his routine duties pertaining to the smooth operation and running of

vehicle, its proper maintenance and upkeep during the hours as may be fixed or split in

different periods of the day by the officer in charge, keeping in view the nature of work

and need of the institute, irrespective of working hours / holidays.

Shall be responsible for the proper consumption of the fuel / P.O.L. etc Any

disorder or abnormality noticed by him or brought to his notice, shall immediately be

reported to the in charge vehicle other superiors for further action.

Shall be responsible to present himself at the time of repair / servicing etc of the

vehicle when in workshop / service station / garage for repairs and shall collect the

replaced spares / tyres / batteries / accessories / other empties etc for submitting to

store and shall ensure that the vehicle so repaired is up to the mark and shall take back

the vehicles only after taking due trials to his satisfaction.

Shall immediately bring to the notice of the superior officer any loss / damage of

Government property or any other abnormal incidence / situation, noticed by him or

brought to his notice for further action.

Shall be responsible for the safety of the vehicle / trolley / instruments / tools /

stepney / other accessories etc.

Shall present himself whenever called for at the hour of need irrespective of

working hours.


Supervisor-



Shall perform his routine duties pertaining to the smooth running of the office and

proper working of the institute during the hours as may be fixed or split in different

periods of the day by the in charge officer keeping in view the nature of work and need

for the institute including the work in which the manual labour is involved irrespective of

working hours / holidays.

Shall be responsible to supervise and check the work of the peons, Jamadar,

Daftari, mali, Farrash, Chowkidar, Safai Karmi, other Class-IV employees and class- IV


Volume - I Page 234

contingent staff while at work for efficient and smooth working or else he shall report the

matter to the superiors for suitable action.

Shall immediately bring to the notice of the superiors officer any loss / damage of

Government property or any other abnormal incidence / situation, noticed by him or


Shall be responsible for the safety of the store / stock articles issued to him for



working hours.

Shall perform any other work assigned to him by his superiors from time to him.

Jamadar / Daftari / Peon-


of the officer and shall work under his guidance and supervision.

Shall perform his routine duties pertaining to the smooth running of the office

work and proper working of the institute during the hours as may be fixed or spilt in

different periods of the day by the in charge officer keeping in view the nature of work

and need of the institute including the work in which the manual labour is involved

irrespective of working hours/holidays.

Shall if posted at any of the technical / specialized institute of the department viz.

Livestock and poultry farms / disease Investigation Lab / intensive Cattle Development

Project / Key Village Schemes /Artificial Insemination Centre / Veterinary Hospital /

Dispensary etc and such other institutions, perform his duties and carry out the work to

assist in performing the technical duties of the institutes as per the instruction of the

head of officer / other superiors.

Shall while handling the files / communications / Papers etc from one office

counter to another, maintain strict secrecy and shall not allow any body other than the

concerned staff to go through it and shall also not try to read / take notes from the same

himself.

Shall deal with all the visitors cordially and guide them properly without passing

any information relating to office work which the visitors are not supposed to know in

order to maintain the secrecy and decorum of the routine work of the institute He shall

immediately bring to the notice of the superiors officers, if comes across any person with

doubt integrity in the institute premises.

Shall immediately bring to the notice of the superiors regarding loss of property,

or any other abnormal incidence / situation, noticed by him or brought to his notice for

further action.

Shall be responsible for the safety of the store/stock articles issued to him for

routine office work pertaining to his duties.


working hours.



Volume - I Page 235

Chowkidar-

Shall be responsible for his work to the section in charge / other superiors / head


Shall be responsible for watch and ward of the institute for which he has been

appointed and work as directed by the section in charge / head of office and shall work


Shall perform his routine duties pertaining to the watch and ward of the live / dead

stock of the institute and shall have to discharge the duties in which manual labor is

involved during the hours as may be fixed or split in different periods of the day by the in

charge officer keeping in view the nature of work and need of the institute for its efficient

and smooth working.

Shall be responsible during his duty hours for the safety of the live and dead

stock of the institute.

Shall report about the general safety specially the position of the vulnerable

points every day to the in charge officer / head of office.

Shall immediately bring to the notice of the superiors about damage / loss of any

kind of dead or livestock or any other abnormal incidence / situation, noticed by him or


Shall not make available any item/facility of any kind provided at the institute, to

any person without the written permission of the competent authority.



Shall not leave the institute / place of his duty, during duty hours.


working hours.


Waterman-

Shall be responsible for his work to the section in charge / other superiors / head


Shall perform his routine duties and take care of the daily water requirement of

the institute, during the hours as may be fixed or split in different periods of the day by

the officer in charge in view the nature of work and requirement of the institute including

the work in which manual labour is involved.

Shall be responsible to maintain all the utensils / other item used for water

storage etc neatly and cleanly.



Shall immediately bring to the notice of the superior officer any loss / damage of

Government property or any other abnormal incidence / situation noticed by him or



Volume - I Page 236


working hours.


Mali-

Shall be responsible for his work to the section in charge / other superiors / Head


Shall perform his routine duties pertaining to gardening / plantation / grass lawns

in the institute premises during the hours as may be fixed or split in different periods of

the day by the in charge officer, in which manual labour is involved irrespective of

scheduled working hours / holidays.

Shall ensure protection of the garden / plantation / grass lawns.

Shall be responsible to maintain the soil texture and design of the garden as

approved by the competent authority and shall follow the instructions of the section in

charge in respect of procurement of manure, fertilizer, seeds, cuttings, plants etc.



Shall immediately bring to the notice of the superiors any loss / damage of

Government property or any other abnormal incidence / situation noticed by him or



working hours.

Shall perform any other work assigned to him by his superiors from time to time .

Farrash / Duster-



Shall perform his routine duties pertaining to dusting and cleaning of the office

furniture, instruments, equipments etc during the hours as may be fixed or split in

different periods of the day by the in charge officer in which manual labour is involved

irrespective of schedules working hours / holidays.

Shall be responsible to carry out and finish his work during off hours, before the

commencement of the scheduled working hours of the institute. However he shall take

care not to disturb the location and site of the files papers, instruments, equipments etc

lying in the room.

Vehicle Cleaner-

Shall be responsible for his work to the Driver / section in charge / other superiors

/ Head of office, and shall work under his guidance and supervision.

Shall perform his duties and obey the instructions of the vehicle driver / section in

charge in respect of his routine duties pertaining to the maintenance cleanliness and

upkeep of the vehicle and shall assist the driver to perform his duties.

Shall have to discharge the duties / work in which manual labour is involved.


Volume - I Page 237

Safai Karmi / Part Time Safai Karmi-



Shall perform his routine duties pertaining to brooming / cleaning of the in and out

sides of the institute and office buildings cleaning and washing of the toilets, lavatories,

laboratories, casting beds, travis etc during the hours as may be fixed or split in different

periods of the day by the in charge officer in which manual labour is involved

irrespective of the scheduled working hours / holidays.

Shall be responsible to remove the cobwebs, dirt, dust and cleaning of the dust

beans and disposal of waste matter and to wash and clean the wash sheets, sinks,

basins, gulli traps etc.

Shall when posted at the institutes like farms / Disease investigation Lab /

Hospital etc shall carry out the work as per instructions of the superiors.


Volume - I Page 238

CHAPTER-VIII

ACCOUNT

SECTION-I

General

The general rules regarding maintenance of account records and financial

procedure are contained in M.P. Treasury codes Vol. I and II and M.P. Financial codes

Vol. I and II. The provision relating to Budget contained in M.P. Financial Rules are

applicable to Budget matters till the M.P. Budget Manual comes into effect. The rules

regarding service conditions which deal with pay, allowances, leave, joining time and the

like are contained in M.P. Fundamental Rules Vol. I and II. All the officers / officials are

expected to be conversant with the provisions contained therein. The rules hereunder

should be read in conjunction with these codes.

All officers of the M.P. Veterinary Services are required to pass the Departmental

Examination in accounts within two years from the date of joining their appointments

vide Appendix-115. Similarly, Class–I officers are to pass the Departmental

Examination in Hindi within two years from the date of their joining the department.

Officers who have attained the age of 45 years are exempted from passing the

departmental examinations in accounts and Hindi. A copy of the syllabus in given at

Appendix-116.

The Accounts Training classes and examination are also held for class-III

servants, full particulars there of along with the financial advantage according to training

are given at Appendix-117.

SECTION–II

DUTIES AS REGARDS ACCOUNT, ESSENTIAL CONDITIONS OF EXPENDITURE

AND STANDARDS OF FINANCIAL PROPRIETY

Every Government servant whose duty is to prepare and render and accounts or

returns in respect of public money or stores is personally responsible for their complete

and strict accuracy and their dispatch within the prescribed dates.

A Government servant who signs or counter signs a certificate is personally

responsible for the facts certified to, so far as it is his duty to know or to the extent to

which he may reasonably be expected to be aware of them. The fact that certificate is

printed is no justification for his signing it unless it represents the facts of the case. If in

its printed form it does not represent the facts, it is his duty to make any necessary

amendments which will call attention to the deviation and to give the authority concerned

the opportunity of deciding whether the amendments cover requirements.


Volume - I Page 239

Essential Conditions Governing Expenditure-

As general rules, no Government servant may incur any item of expenditure from

public funds unless the following two conditions are satisfied:-

(a) The expenditure must have been sanctioned by the general or special order

of the authority competent to sanction such expenditure and;

(b) Sufficient funds must have been provided for the expenditure in the

authorized grants appropriations for the year or by reappropriations for the

year or by re appropriation of funds sanctioned by the authority competent to

sanction such reappropriation.

The two conditions are independent and it is not sufficient for only one of

them to be satisfied. A Government Servant must always be sure that both

the conditions are satisfied before he incur any expenditure from public funds.

(c) Standards of Financial Propriety:-

Every Government servant who incur or authorizes the incurring of any

expenditure from public funds should see that it does not contravene the

following principles, which are known as the standards of financial propriety.

(i) Every Government servant is expected to exercise the same vigilance in

respect of expenditure incurred from public fund as a person of ordinary

prudence would exercise in respect of expenditure of his own money.

(ii) The expenditure should not be “prima facie” more than the occasion

demands.

(iii) No authority should exercise its power of sanctioning expenditure to

pass an order which will be directly or indirectly to its own advantage.

(iv) Public moneys should not be utilized for the benefit of a particular

person or section of the community unless-

(a) The amount of expenditure involved is insignificant or

(b) A claim for the amount could be enforced in a court of Law, or

(c) The expenditure in pursuance of a recognized policy or customs.

(v) The amount of allowances granted to meet expenditure of a particular

type should be so regulated that the allowances are not on the whole a

source of profit to the recipients.

SECTION–III

DUTIES OF CONTROLLING OFFICER AS REGARDS EXPENDITURE

A controlling Officer must see not only that the total expenditure is kept within the

limits of the authorized budget appropriation but also that the funds allotted to spending

units are expended in the public interest and upon objects for which the money was

provided. In order to maintain a proper control, he should arrange to be kept informed

not only of what has actually been spent from an appropriation but also what

commitments and liabilities have been and will be incurred against it. He must be in a

position to assume before Government and the Public accounts committees, if


Volume - I Page 240

necessary, complete responsibility for departmental expenditure and to explain and

justify any instance of excess of financial irregularity that may be brought to notices as

result of audit scrutiny or otherwise.

In the discharge of his ultimate responsibilities for the administration of an

appropriation placed at his disposal, every controlling officer must satisfy himself not

only that adequate provisions exist within the departmental organization for systematic

internal checks calculated to prevent and detect errors and irregularities in the financial

proceeding of his subordinate officers and to guard against waste and loss of public

money and stores, but also that the prescribed checks are effectively applied.

Responsibilities as regards contingent expenditure

Drawing Officer-

Every Public officer shall exercise the same vigilance in respect of contingent

expenditure, as a person of ordinary prudence would exercise in spending his own

money. The drawing officer is further responsible for seeing:-

(i). That bills are prepared according to rules.

(ii). That the money is either required for immediate disbursement or has

already been paid from the permanent advance.

(iii) That the expenditure is within the available budget appropriation.

(iv) That all steps have been taken with a view to obtain an additional

appropriation, if the original appropriation has either been exceeded or is

likely to be exceeded and

(v) That in the case of contract contingencies the proposed expenditure does

not cause any excess over the contract grant.

Every disbursing officer should make at least one detailed inspection once in a

month of his office and particularly examine the accounts with a view to see that the

accounts have been maintained in the prescribed manner and in the prescribed

registers and should go into the reasons for fluctuations in receipts and expenditure and

for possible excesses over budget allotments. A report should be submitted each

quarter to the controlling officer after each inspection stating the irregularities noticed

and action taken to regularize them.

Duties of a controlling officer-

It is the duty of countersigning officer to see

(i) That the charges made in a contingent bill are of obvious necessity, and are

at fair and reasonable cases

(ii) That previous sanctions for any item requiring it is attached.

(iii) That the requisite vouchers are all received and in order.

(iv) That the calculations are correct specially.

(v) That the appropriations have not been exceeded or are not likely to be

exceeded and


Volume - I Page 241

(vi) That the Accountant General is informed either by a note on the bill or

otherwise of the reason for any excess over the monthly proportion of the

appropriation. If expenditure be progressing too rapidly, he should

communicate with the disbursing officer and insist on its being checked. He

should also see that his subordinate officers regularly send to him a monthly

statement of expenditure under each class of contingencies so as to enable

him to exercise a check on the total expenditure against the total

appropriation under his control.

Every controlling officer should make a thorough inspection once a year or as

suitable in each case of officer of each of the disbursing officers under him and his own

office and in cases where the number of such disbursing officers in large and it is not

practicable to make an annual inspection of the whole office, the controlling officers

should make at least an inspection of accounts side of the office of the disbursing

officers with a special reference to the points mentioned under the duties of the drawing

officer above. To facilitate the inspection the controlling officer should take with him the

monthly statements of expenditure submitted by the disbursing officers for a period of at

least twelve months up to the date of the inspections and also the periodical reports

received from disbursing officers referred to under the duties of drawing officer above.

A consolidated report on the inspection of the offices of all disbursing officers

under each controlling officer should be submitted by him every year before 30th June to

the Director Animal Husbandry M.P. along with his comments as to whether the

accounts are being properly maintained in all the offices subordinate to him.

Information to audit-

It is the duty of every departmental and controlling officer to see that the

Accountant General is afforded all reasonable facilities in the fullest possible information

which he may ask for the preparation of any account or report which it is his duty to

prepare. No such information or books or other documents to which the Auditor General

has a statutory right of access may be with hold from Accountant General.

Every head of the office should be present during the local audit of his office so

that the fullest information is given to audit. Should the presence be not possible in any

circumstances for the whole period of audit, the head of the office should be present at

least at the concluding days. It is the duty of the head of the office to arrange for the

production of records before audit. This duty includes the records of his subordinate

institution. Every Deputy Director of Veterinary Services I/C District should arrange for

the production of records of hospitals, dispensaries and other centers under his control

before audit.

SECTION–IV

ACCOUNT RECORDS

There are varied and many types of transactions and account records, They have

been dealt with fully in the codes referred to in general para given in beginning of this


Volume - I Page 242

chapter and it is not possible to refer all such cases in this chapter as that would make it

too bulky and would be a repetition of the provisions of the codes. However, reference to

the relevant provisions of rules which are of more frequent occurrence is given below for

the sake of facility. All other cases should be seen and dealt with in accordance of the

provisions of relevant codes. The abbreviations M.P. T.C. and M.P.F.C. used hereunder

mean M.P. treasury code and M.P. Financial code respectively.

S.No. Bills Reference to Relevant rules

01 General Instructions regarding

preparation and form of bills

S.R.121 of M.P.T.C.Vol. I

02 Bill register S.R.197 of M.P.T.C. Vol. I

03 Pay Bills S.R. 209 of M.P.T.C Vol. I.

04 Payment of death of a payee S.R. 222, 223 M.P.T.C. Vol. I.

05 Arrear claims Rule 90 of M.P.F.C. Vol. I. & S.R.

115,120 of M.P.T.C. Vol. I

06 Arrear pay bills S.R. 268 of M.P.T.C. Vol. I

07 Drawl of bills of those members of

establishment which have been

transferred to other Offices.

Note 2 belong S.R. 268 of M.P.T.C.

Vol. I

08 Disbursement of pay Allowances

Acquaintance Rolls. Services Books

S.R. 276, 277 of M.P.T.C. Vol. I.

Supplementary Rule Below F.R. 74

of M.P. Fundamental Rule Vol. I

Contingencies


09 Permanent advance S.R. 282 of M.P.T.C. Vol. I and

section III chapter of M.P.F.C. Vol.

I.

10 Contingent register S.R. 297 to 300 of M.P.T.C. Vol. I.

11 Maintenance of sub Vouchers S.R. 294 to 296 of M.P.T.C. Vol. I.

12 Contingent charges classification of

contingent charges into contract,

countersigned etc.

Appendix 7 of M.P.T.C. Vol. II and

S.R. 281 of M.P.T.C. Vol. I.

13 Abstract contingent charges S.R. 313 to 321 of M.P.T.C. Vol. I.

14 Detailed contingent bills S.R. 322 to 323 of M.P.T.C. Vol. I.

15 Countersignature of D.C. bill allowances S.R. 330 of M.P.T.C. Vol . I

16 Fully vouched contingent charges S.R. 208 to 210 of M.P.T.C. Vol. I.

17 Contract contingent charges

miscellaneous rules relating

S.R. 304 to 307 of M.P.T.C. Vol. I.

18 Contingent charges Appendix 6 of M.P.T.C. Vol. II.

CASH

19 Cash book and general instructions S.R. 52,53 of M.P.T.C. Vol. I.


Volume - I Page 243

regarding handling of cash

20 Cash Chest S.R. 84 to 86 and 47 and 48 of

M.P.T.C. Vol. I.

21 Responsibility for money with S.R. 190 to 196 of M.P.T.C. Vol. I.

Receipt of Money on behalf of Government-


22 Grant of receipt to the person giving

money.

S.R. 58 of M.P.T.C. Vol. I.

23 Form and custody of receipt books S.R. 59 to 61 of M.P.T.C. Vol. I.

24 Prompt remittance of revenue receipts in

the Treasury.

T.R. 7 of M.P.T.C. Vol. I.

CHALANS-


25 Department revenue return S.R. 69, 74 of M.P.T.C.Vol. I. rule

29, 30 and 32 of M.P.T.C. Vol. I.

26 Personal Deposits S.R. 584-590 of M.P.T.C. Vol. I.

27 Loans Chapter 9 and 13 of M.P.T.C. Vol.

I. and M.P.F.C. Vol. I. respectively.

27 Inter departmental transfer

Sub-section V of Chapter IV of

M.P.T.C. Vol. I.

SECTION–V

SECURITY DEPOSITS

The following amounts should be furnished as security deposits as per circular of

Department of Finance issued from time to time, by the officials handling cash or stores.

The person furnishing the security should also execute a security bond in the

form M.P.F.C. 21 of the M.P. Financial code Vol. II.

The amount of security should ordinarily be furnished in lump sum in the form of

post office savings bank pass book, provided the deposit has signed and delivered to

the Master a letter in the prescribed form as required by the post office saving bank

rules. The security may also be accepted in other forms prescribed in rule 283 of M.P.

Financial code Vol.– I. All securities should be pledged in favour of the Director Animal

Husbandry Madhya Pradesh.

In case, the Government servant is not able to furnish the amount of security in

lump, should be deposited by Government servant as per orders of Finance Department

issued from time to time.

The deductions should be credited in the post office savings bank account

opened for the purpose. Until the full amount of required security is made up the

Government servant should bind himself personally and furnish a solvent surety in the

form M.P.F.C. 23 of M.P. Financial Code Vol. II.


Volume - I Page 244

The solvency should be verified before the same is accepted and the solvency

should again be verified every year to ensure that the persons continue to be solvent.

The security bonds and post office saving bank pass books should be kept in the

personnel custody of the head of the office.

SECTION-VI

BUDGET ESTIMATES

Separate estimate are to be prepared on the form prescribed from time to time for

non-plan and plan estimates. The estimates should give sufficient details in support. In

case of pay and other fixed allowances, they should be supported by pay schedules.

Provision should only be made for sanctioned posts and provision for contingencies

should be supported by statements showing details of provisions. Estimates shall only

be for continuation and maintenance of services of already existing. Provision for new

items i.e. in respect of services not already existing should be proposed separately and

not included in the regular estimates.

Estimates for receipts as also recoveries of loans should also be furnished

separately in the prescribed form.

SECTION–VII

MAINTENANCE OF ACCOUNTS AT THE QUARANTINE STATIONS

Before registers maintained at quarantine stations are brought into use, their

pages shall be machine numbered and a certificate recorded under the signature of the

Veterinary Assistant Surgeon in charge of the station on the first blank page to the effect

that this register (name . . . ) contains . . . .pages.

The following periods are prescribed in respect of the preservation of registers at

the quarantine stations:-

Period of preservation:-

(i) Cash book 20 years

(ii) Livestock entry register 20 years

(iii) Counterfoils of receipt Books. 6 years

(iv) Treasury chalan 5 years

(v) Permit book 5 years

(vi) Stock register 10 years

On arrival of the herds at the quarantine stations, necessary entries shall be

made in the livestock entry register. (Schedule-XXV– 60/ V.D.) for each cattle dealer

separately.

After vaccinating the animals, the prescribed fee should be levied in accordance

with the provisions made in Prevention of Infectious and Contagious Diseases Act 2009

and Rules. shall be realised from the cattle owner and a receipt (schedule XXV-54/ V.D.)


Volume - I Page 245

for the amount collected and a permit (schedule XXV-145/ V.D.) shall be issued

separately for the animals of each owner. As appended at Appendix-118 to 119

respectively.

The amount so realised shall be entered in the cash book against the date

realization of fees, mentioning clearly the book and receipt numbers of.

All money transactions of receipts shall be recorded in the cash book, which shall

be enclosed and balanced daily by the Veterinary Assistant Surgeon in charge of the

quarantine station.

The amount of vaccination fee and other collections shall be credited or remitted

each day (or with the least possible delay in the case of outlaying places) into the

nearest treasury or sub-treasury and the duplicate copies of chalans acknowledgements

received from the treasury officer shall be filed properly, furnishing details of the amount

so credited or remitted.

A stock of bound books in counterfoil, each containing 100 pages of the printed

prescribed receipts from bearing printed consecutive numbers shall be kept by the

Veterinary Assistant Surgeon in charge of the quarantine station in his own custody and

accounted for in a separate register or stock book maintained for this purpose. No fresh

book shall be issued unless the old book is used up. No fresh permit book or register

shall be started unless the old one is completely used up.

At the close of every month a statement showing the amount of vaccination fees

and other realizations credited or remitted in to the treasury shall be submitted to the

Deputy Director Veterinary Services (District) through the Treasury officer concerned as

laid down in rule 30 of M.P. financial code.

New Para

The Deputy Director Veterinary Services (District) should ensure that monthly

statement of realization is received duly verified by the treasury officer. He should

prepare consolidated revenue returns on the basis of this statement.

At the time of inspection, inspecting offices shall tally the amount of realised

credited or remitted, expenditure incurred with the cash book, receipt book livestock

entry register, permit book, contingent register and acquaintance register. A certificate in

this effect shall be recorded by the inspecting officer.

SECTION–VIII

DUTIES AS REGARDS RECEIPTS

It is the duty of the head of the office to ensure that all sums realizable by him or

officials subordinate to him are realized, receipts issued for the realization, and

realization credited, receipts issued with the least possible delay in to the treasury. In

respect of the centre which are not located in the district place, the head of the office

should ensure that the Government revenue is being promptly remitted by calling such

information and verifying such records as is necessary.


Volume - I Page 246

At the end of the month, the head of the office should prepare a revenue

statement in respect of amounts credited by him or his subordinate and get it reconciled

from the Treasury office.

Ordinarily the money receipts for the realization should be signed by the head of

the office himself and where ever this is signed by a subordinate authorized for the

purpose in the absence of the head of the office, the counterfoil should be verified by the

head of the office himself.

SECTION-IX

DESTRUCTION OF ACCOUNT RECORDS

The rules regarding the destruction of office records and minimum period of

preservations connected with accounts shall be the same prescribed in Appendix-12 of

M.P. financial code vol.-II. The minimum period of preservation of the records is also

given therein.

The destruction of other account records shall be sanctioned by the Director of

Animal Husbandry. Services if they are considered useless, but a list of such records

shall be forwarded to the Accountant General M.P. for his concurrence for their

destruction before the destruction is ordered by the Director Animal Husbandry.

SECTION–X

ACCOUNT OF STORES

The term stores applies generally to all articles and materials purchased or

otherwise acquired for use of Government including not only expendable and

nonexpendable articles in use or which may be accumulated for specific purpose, but

articles of dead stock also.

Stock register shall be maintained for fodder, medicines and furniture furnishing

voucher no. and date of purchase and utilization.

Purchase of Stores-

All purchases of stores should be regulated in conformity with the store purchase

rules as in vogue, appended at Appendix-96. The following brief particulars there of are

given for guidance of all. They should however be read and followed by the purchasing

officer in conjunction with the Store. Purchase Rules and amendments made there to

from to time to time.

(i) Purchases exceeding in value of Rs. 2000/ and Rs. 4,000/- in case of plan

schemes should be effected through the agency of Director General Supplies

and Disposal, M.P. Agro, LUN etc unless it can be shown that the purchases

can be made more cheaply or in case of urgency more expeditiously.

Payment for purchases made through Director General, supplies and


Volume - I Page 247

Disposal is not required to be made in cash and consequently drawn from

treasury. The charges are adjusted by book adjustment.

(ii) All purchases exceeding Rs. 5,000/- should ordinarily be made by open

tender i.e. by advertisement and amendments made there to from time to

time.

(iii) All other types of purchase not referred to above should be made by limited

tender i.e. by direct invitation to a limited number of firms.

For the purpose of limited tender, the purchasing officers should maintain a list of

firms of known reliability who have been able to satisfy them that possess the necessary

equipment and facilities for the supply of stores which they offer. The list should be

subjected periodically to examination and revision and any application from a firm for

inclusion in the list should be considered on its receipt. Before the name of the firm is

added to the list such enquiries as may be necessary should be made. The invitation to

the firms for limited tenders should be made from this list.

All purchases must be made in most economical manner and in definite

requirements of public service. Requirements of the year should be estimated as for as

they can be foreseen and as far as possible sufficient stock should be purchased during

the cheapest season, unless the articles are such that they are likely to depreciate or

deteriorate during storage. Care should however be taken not purchase stores much in

advance of actual requirements if such purchase is likely to prove unprofitable to

Government.

Purchase of Feed, Medicines, Equipments and Livestock-

The form of tender notice terms and conditions and agreement bond should be

followed as prescribed by the competent authority.

They should be followed for effecting purchase of feed, medicines, equipment

and livestock, In respect of purchase of livestock. Now a days livestock are supplied by

M.P.L.D.C. in different departmental schemes.

Custody of stores-

The head of an office or any other Government servant whom he may entrust

with the stores of any kind should take special care for arranging for their safe custody,

for keeping them in good and efficient condition and for protecting them from loss,

damage, or deterioration. Each Veterinary Assistant Surgeon / Assistant Veterinary Field

Officer in charge Hospital or dispensaries, I/C Artificial Insemination centre or unit etc. is

ipso-facto (By the fact itself) responsible for proper custody of stores of the hospital,

dispensary, Artificial Insemination Centers, Unit etc, of which he is in charge. He is

responsible for the stores taken over by him from his predecessor.

Transfer of charge of stores-

The official in charge of stores on his transfer should see that stores in his

custody are made over correctly to his successor. The stores for the purpose should be


Volume - I Page 248

physically verified by both the relieved and relieving officer. For this purpose, they

should examine the store accounts, inspect the stores by counting, weighting and

measuring the articles.

The cases of discrepancy between the physical balance and balances as per

account records should immediately be reported to the head of the office for orders. The

head of the office should in case of loss take action as per Section-V of Chapter-2 of

M.P. Financial Code Vol.-I.

The fact of handing and taking over and result of physical verification indicating

whether stores handed over were as per the account records or were short or excess

than that recorded in the account books should be recorded in stock books over

signature of both relieved and relieving officer.

The senior most departmental Government servant is bound to take over charge

of the departmental stores which from the departure or death of the person lately in

charge or from other cause may be left at or near his station without adequate

protection. The relieving Government servant should take action as in the proceeding

para, In such cases the full report should be sent to the head of the office.

Accounts receipt and Issue of head of the office-

All materials received should be examined, counted, measured or weighed as the

case may be when delivery is taken and should be taken in charge by a responsible

Government servant entrusted with this work who should see that the quantities are

correct, and the quality good, and as per specifications and records a certificate to that

effect. The Government servant receiving the stores should enter them in prescribed

stock register and should also give the page No. of stock register in which the goods are

entered in the bill of the supplier.

The following stock registers should be maintained:-

(i) Register of dead stock.

(ii) Register of instruments.

(iii) Register of livestock.

(iv) Register of medicines.

(v) Register of consumable stores other than medicines.

(vi) Register stationary and forms.

(vii) Register of Feed and fodder.

(viii) Register of sera and Vaccine.

Articles of dead stock comprise plant, machinery furniture equipment, fixtures etc.

The nomenclature of other registers is self explanatory as to the items which have to be

entered therein. The registers of dead stock and instruments shall be maintained as per

the form prescribed in form XV-CR-118, a specimen of which is given as Appendix-120.

The registers of medicines, consumable stores, stationary and forms, the register of

feed, fodder, sera and vaccine shall be kept as per forms appended in appendix-45. The

register of livestock have been laid down separately for poultry key village, sheep

scheme etc. in their respective chapters. Where ever special forms have been


Volume - I Page 249

prescribed for specific, units, centers, farms etc. they shall be adhered to in preference

to the farms mentioned above. All stores and stock registers should invariably indicate

the cost of acquisition so that proper store accounts are maintained.

Each and every item of stores of similar description, measurement, make and

manufacture should be allotted a separate page in the register where in the entries of

receipt and issue of the articles should be recorded as per the columns of the respective

registers. Two or more articles where transactions are not many may be recorded on a

single page on separate spaces.

The issue to hospitals, dispensaries, A.I. Centers etc. should be made with due

regard to the requirement and the scale fixed if any. The issue should be noted at the

time to issue on issue slips as per form given in Appendix-121. The issue slip should be

prepared in triplicate. Two copies should be handed over to the in charge hospital etc.

and is acknowledgement obtained on third copy. All such third copies should be given

serial number and kept in the record of the office in separate bundles. Separate bundle

should be kept for each year. The column of issue in the stock registers should be

posted from these slips.

The in charge hospital etc. will enter all the articles as per the issue slips in the

stock register maintained by him and give page number of his stock register on which

articles received by him are tendered. One copy should be retained by him for office

record while duplicate copy indicating the page number on which the articles have been

entered by him should be returned to the head of his office. The duplicate copy on

receipt should be checked to ensure that it is complete. It should then be filed along with

the third copy already kept in his office, as mentioned in the preceding para.

From the issue slips the issue column of the consumable registers (S.No. IV to

VIII of para) should be posted.

The issues of consumable articles for use in the office should be supported by an

indent by the head of office. As an alternative he should attest the entries of issue in

token of proper and the issue.

The balances of non-consumable articles of register No. (i) to (iii) of para above

should be worked out yearly. The registers themselves can serve for five years. The

items written off during the year should only be reduced from balances. All other articles

inclusive of articles where write off is contemplated or the non consumable articles

issued to hospitals, dispensaries or other subordinate institutions or sections of the

office for use should continue to form part of the balance. In such cases a note to the

effect that so much number of the articles are with a particular hospital etc. should kept

in the stock books without reducing their number from the balances. When the balances

are brought forwarded into next year. The opening balances should state the articles

lying in stock as unused, and those with various institutions and sections of the office.

The balance of the consumable articles should be workout at intervals which may

be convenient. The balance must however be workout at the end of the year.


Volume - I Page 250

The balance of the consumable goods at the end of the year should be carried

out to the new register which should be attested by the end of the year should be carried

out to the new register which should be attested by the head of the office.

Stocks books of Hospitals/ dispensaries other centers and other institute

subordinate to the head of the office:-

All articles received from the head of the office should be entered in one of the

stock books referred to in Appendix-45 or other prescribed registers.

The page number thereof should be quoted in the issue slips referred to paras.

The balances should be worked out at convenient intervals but in any case at the and of

the year.

The registers includes columns for issue. The columns of issue in respect of

medicine register should be filled from various prescriptions. For this purpose, the

quantity of medicines prescribed for issue from the hospital from time to time should be

totaled; sheets should be carefully preserved and produced for check when desired.

The issued of feed and fodder should confirm to the scale fixed by the controlling

officer all cases of deviation from the scale should be got approved from the controlling

officer

The other instruction are applicable mutatis mutandis to the accounts of

subordinate institution.

Check of store accounts and physical verification of stock-

It is the duty of the head of the office and other official entrusted with the custody

of the stores to keep the account record properly and conduct physical verification at

such intervals as may be necessary to ensure that balances are hold correctly.

All records relating to stores and stock should in addition be checked by the

official other than the one who maintains it to ensure that they are complete, the receipts

and issued are properly accounted for, and the entries there of are supported by the

relevant records and where ever a rate for consumption has been laid down the issue

are in conformity with the prescribed rate. Besides this it is also essential that the

balances are physically verified and result recorded.

There are two aspects of these check-

(i) The first, is the records and balances of the institutions subordinate to head of

the office e.g. hospitals / dispensaries whose head of the office is Deputy

Director Veterinary Services (District). In cases of such institution the

verification and checks should be done by the head of the office himself at

convenient intervals but it should be done at least every year. The head of the

office may entrust this work to a senior subordinate who is conversant with

stores like a Veterinary Assistant Surgeon subject to the condition that the

official so entrusted should not verify the stock of which he himself is in


Volume - I Page 251

charge. The verification of stock held in charge by said official should be done

by the head of the office himself.

The head of the office should subject the work of such official to check by

himself to ensure and satisfy himself that proper checking has been done.

(ii) The records relating to store and stock of the head of the office should be

checked by the controlling officer himself.

The balance held by the office of the head of the office in contradistinction to

these held by the institutions subordinate to it should also be subjected to physical

verification by the controlling officer. The controlling officer under his control subject to

the condition that such gazetted officer should not check the records nor physically

verify the balances of which himself is in charge or who is not conversant with the kind

of stores to be checked. The verification of the stock held by such gazetted officer

should be done by the controlling officer himself or he should nominate another gazetted

officer for this work.

The work of such officers should be subjected by the controlling officer to check

by himself to ensure and satisfy himself that proper checking has been done.

The controlling officer should also ensure that the heads of offices subordinate to

him conduct the requisite verification referred to in sub para (i) above.

Result of Physical Verification-

The official conducting physical verification should first prepare a list of articles

found on physical verification. This should then be compared with the balances as per

stores and stock books and result recorded. These report should be prepared in the

following form in duplicate:-

Name

of

Articles

Date of

physical

Verification

Quantity

found on

physical

verification

Balance in the

stores and stock

book on the date

of physical

verification

Excess Shortage Remarks

1 2 3 4 5 6 7

One copy should be handed over to the official in charge whose balances have

been verified while the second copy should be retained by him or of the verification has

been done on behalf of the head of the office or controlling officer, it should be sent to

the head of the office or the controlling officer as the case may be.

The physical verification must always be made in the presence of the officer

responsible for the custody of stores or of a responsible person deputed by him.

The head of the officer or the controlling officer on receipt of the report should call

the explanation of the officer in charge where necessary and take further action in case

of shortages.

Shortages should be treated as loss cases and dealt with accordingly.


Volume - I Page 252

All cases of stores found in excess should be brought to account as receipts with

the remarks excess found to account as receipts with the remarks excess found on

stock verification. Shortages should be removed from the balances only when they are

written off under proper sanction. In such case a note should be kept shortage found on

stock verification in the issue column but no entry should be made in the quantity

column, so that the articles found short may continue to be borne on stock account. Until

the loss is adjusted either by a recovery or a sanctioned write off.

Annual Consolidated Account of Stores and Stock-

At end of every year head of the office should prepare a consolidated store and

stock account of his stores in the form given in Appendix-122. The forms of the Account

should be studied carefully and the figures from the various stores and stock register

transcribed therein.

The following further clarification are given in regard to filling in the form of annual

store and stock accounts.

(i) Under the column dead stock should be included Plant Machinery,

Fixtures, Vehicles, Instruments and articles of similar nature except

Furniture.

The column expendable and issuable articles should include medicines,

vaccine, sera, stationary forms and other consumable articles.

(ii) Receipt during the year include purchase affected whether paid or not

during the year as also stores and stock received on transfer from other

offices. The purchase price includes acquisition charges in bringing the

goods to the office or godown.

The column receipt of the various stores and stock register

including the value of livestock born during the year should be totaled and

the grand total transcribed in the annual store account.

(iii) The column excess as a result of valuation is primarily intended for animals

reared at Government farms whose value appreciates as a result of their

maintenance and feed at Government expense. The criterion to be applied

for such increase in value are laid down in the circulars of the Directorate

from time to time. The converse case is the Shortage as a result of

valuation which should also be worked out on the basis of instruction of

Directorate from time to time. Under these columns will appear the

livestock born in the previous year.

It may be noted that the value of livestock born during the year is

included under column receipt as explained in sub-para (ii) above.

(iv) As a result of physical verification some of the articles may be found

excess than the balances recorded in the accounts records. The value of

such articles should be entered in col- 4 of the form of consolidated

accounts.


Volume - I Page 253

(v) The column issue includes, sales, transfer under proper orders issue for

consumption under proper orders. The entries of issue in the stock register

should be totaled and their grand total transcribed in the consolidated

account.

(vi) The expendable and consumable articles of feed, fodder, medicines,

vaccine, stationery etc. issued to a subordinate institutions may not

necessarily be consumed by 31st March. Thus medicines etc. issued to

hospital by the Deputy Director Veterinary Services (District) might not be

consumed by 31st March. In order that the closing balances shown in the

annual store and stock account is correct, the head of the office should

obtain a list of expendable and issuable articles from all the subordinate

institution and deduct their value from the issue shown in his books so that

their value may appear in the closing balance.

(vii) The columns shortages as a result of physical verification, value of

unserviceable and obsolete articles and losses are self explanatory. The

value of such articles should only be reduced from the stock accounts

when orders of competent authority for the write off or disposal are

obtained. Till such orders are obtained, such cases should not be reduced

from balance and consequently entered in col. 7 to 9 and 11 of the

consolidated stock account, col-7 to 9 and 11 should only he filled in

respect of the articles for which orders of competent authority have been

received during the year.

(viii) The column depreciation is meant for the institutions which have been

declared as commercial or quasi commercial. Such institutions should work

out the depreciation at the prescribed rates and enter the same in col. 12.

(ix) The closing balances should be worked out: as opening balances plus total

of column 1 to 4 less total of column 6 to 12.

Submission of consolidate stores Account-

The consolidated store account should be submitted before 1st May of every year

to the controlling officer. The controlling officer should consolidate the store accounts of

all the heads of offices subordinate to him and include in the consolidated account, the

store and stock account, held by his own office, the consolidated store account so

compiled should be sent to the Director of Animal Husbandry, M.P. before 15th May of

every year.

The Director Animal Husbandry M.P. will consolidate the store account of the

whole state and submit the same to Accountant General, M.P.

Reviews of the store Accounts surplus unserviceable and obsolete stores-

Every head of the office while preparing the consolidated annual store account

should conduct review of the stores and stock hold to satisfy himself that stores are not

held in excess of the requirements of reasonable period and steps are taken for the


Volume - I Page 254

disposal of surplus, obsolete or unserviceable store. Consumable stores remaining in

stock for over a year should be considered surplus unless, there is any good reason to

treat them otherwise.

In order to ensure the observance of the above rule he should make periodical

inspection. In the alterative he may ask the official entrusted with the physical

verification under para above to submit in addition to physical verification report, a report

about the stores which are surplus, unserviceable or obsolete, such report should be

critically reviewed by him and the head of the office must report such stores to the

authority competent to issue orders for their disposal.

The controlling officer should also while conducting physical verification or

arranging physical verification by gazetted officer prepare under para above a list of

surplus, unserviceable and obsoletes stores. A report of the such case should be made

to the authority competent to issue orders for their disposal.

Write off & disposal of stores-

The previous sanction of competent authority should be obtained to the write off

of all losses, deficiencies.

Whenever stores become unserviceable, obsoletes or surplus, they should be

declared as such and disposed of under the orders of an authority competent to

sanction the write off of a loss caused by deficiencies and depreciation equivalent to

their value. This procedure should be followed both in cases of normal wear and tear as

well as in cases wear and tear may be held to be abnormal. The authority competent to

order disposal should take into account the circumstances in which stores have become

unserviceable, obsolete or surplus.

Where the competent authority holds that stores have become unserviceable,

obsolete or surplus owing to normal wear and tear, no question of loss arises. Where

the competent authority holds that stores have become unserviceable obsolete or

surplus owing to negligence fraud etc. on the part of individual Government : servant, it

will be necessary to fix the responsibility for the loss and to devise remedial measures to

prevent recurrence of such cases. In either case, the order of the component authority

declaring the stores in question as unserviceable, obsolete, or surplus and directing the

mode in which they should be disposed of would be sufficient to cover the loss to

Government if any, and not separate sanction for the write off of the loss will be

necessary.

Each order declaring stores as unserviceable obsolete or surplus should indicate

the causes leading to the stores having become unserviceable obsolete or surplus. A

copy of each such order should be endorsed by the competent authority to the

Accountant General in accordance with the procedure prescribed in rule 60 of the M.P.

Financial Code, Vol. I.

It will be seen from para above that a sanction for write off of loss would not be

necessary where the stores are bodily present. It is only in such cases where the stores


Volume - I Page 255

are missing (as in cases of fire, theft etc.) that formal sanction for write off of losses will

be necessary.

The term “Value of Stores” for the purpose of issue of sanction for disposal of

unserviceable obsoletes or surplus stores/ write off of losses of stores should be taken

as-

(A) The book value where priced accounts are maintained and

(B) The replacement value i.e. market value (at the time of issue of sanction

for disposal / write off) of new articles or an article of similar nature. Where

no priced accounts are maintained. The sale proceeds of unserviceable,

obsoletes or surplus stores should not be taken into account for

determining the value of stores for the purposes of a issue of sanction for

disposal of stores as this amount is to be treated as a miscellaneous

receipt of the department.

Sale of Unserviceable Articles-

All unserviceable or surplus articles including waste paper should be sold as per

store purchase rules and M.P.F.C. and circulars issued from time to time by the

Government.

In special cases for the reason to be recorded in writing by the controlling officer,

the sales may be made by appointing a committee of senior departmental officers of the

area.

department of animal husbandry

Documents

Transcript of department of animal husbandry