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GENERAL SECTION

Certificate of Identification

  • The CA shall be the first point of contact for Issue of Certificate of Identification
  • The applicant shall fill up the prescribed format in triplicate and submit to the CA with the following enclosures:
              Attested copy of SSC (If applying on the basis of SSC)
              Attested copy of Parcha (If applying on the basis of Landed Property)
              Attested copy of ICC (If applying on the basis of ICC)
              Attested copy of Appointment Order/Pension Book (If applying on the basis of Regular Government Employment)
              Proof of Relationship (COI/Birth Certificate/Transfer Certificate/Any other Official Document)
              Proof of Age (Birth Certificate/Transfer Certificate/Any Other Official Document)
              Proof of Nationality (In case of married women) (Voter Card of applicant’s father)
              Ward Panchayat Verification Report
              Bank Receipt
  • On receipt of the application in triplicate along with three sets of above mentioned Enclosures, the CA shall thoroughly scrutinize the documents submitted and if found in order shall enter the data in the COI Software under the Category for which the COI has been applied for. If he finds that any supporting document hasn’t been enclosed, he shall immediately inform the applicant to enclose the said document, and shall not enter the data in the system unless the required documents are submitted.
  • The Acknowledgement for the receipt of application generated by the computer shall be handed over to the applicant, with one copy of the acknowledgement kept in record.
  • Upon entering the basic data, the system generates a Covering Letter for forwarding the application to SP/East and SP/Special Branch. The CA shall print the Covering Letters, attach a set of application and enclosures with each of the Covering Letter and forward the same immediately to SP/East and SP/Special Branch for verification. The third set of application and enclosures shall be kept in the office along with the acknowledgement, serially and under safe custody.
  • When the verification report from SP/East and SP/Special Branch is received by the office, the relevant application and enclosures shall be retrieved from the file by referring to the application number. The contents of the Verification Report shall be entered in the computer. If the report is Positive, the system generates and prints a Process Sheet. If the report is Negative, the CA may reject the application and forward the case to the ADC for confirmation of the rejection. The ADC may scrutinize the Verification Report and if satisfied with the rejection, shall confirm the rejection and send it back to the CA.
  • Where the Verification Report is Positive and Process Sheet is printed, the CA shall forward the Process Sheet along with relevant papers to the Revenue Officer for verification of the land ownership, if the COI is applied on the basis of agricultural land in rural area. The RO shall verify the ownership details from the land records and send the file back to the CA along with his comments. He shall also mention in his comments as to whether the land in question is an inherited property or purchased property.
  • Upon receipt of the Report from RO, the CA shall then forward the case to the ADC for approval for the issue of COI. Where the COI is applied on the basis other than agricultural land in rural area, the file need not be sent to the RO for verification of land ownership and instead can be directly sent to the ADC for approval.
  • Upon receipt of the file from the CA, the ADC shall thoroughly verify all the papers and if he is satisfied that all the formalities have been completed, shall approve the issue of COI, both in the file and in the System and shall send back the file to the CA. If the ADC observes any defect, without correction of which, the COI cannot be issued, he may send back the case to CA with a remark regarding the defect, both in the file and in the System. Similarly, if the ADC finds that the application is liable to be rejected on any gross deficiency, he may send it back to the CA directing him to reject the case, for the reasons mentioned in the file and the system.
  • After receiving the file from the ADC, the CA shall see whether the case has been approved or not. If it has not been approved and sent back with remarks, the CA shall carry out the necessary corrections and send it back to the ADC for approval. If the case has been rejected and sent back by the ADC, the CA shall reject the case and send it to ADC for confirmation.
  • If the ADC has approved the issue of COI, the CA shall print the COI and put up to the ADC for signature. Only the printed COI can be sent to the ADC for signature and the entire file need not be sent. The ADC shall sign the COI and send it back to the CA.
  • The CA shall hand over the Certificate to the applicant and take proper receipts of the applicant in the Receipt Register.
  • The CA shall then compile all the papers and the Office Copy of the COI, staple them and maintain them in a file serially, in the sequence of the dispatch number.
    The Certificates issued shall be reconciled daily with the Receipt Register. The Receipt Register along with a summary of Total Certificates issued for the week shall be put up to the ADC for countersignature at the end of the week.
  • At the end of the month, the Receipt Register shall be placed before the DC along with a summary of Total Certificates issued for the month, for his counter-signature. All such Certificates shall then be bundled together and kept in the Store Room with proper labeling. The CA shall be fully responsible for the safe upkeep of the Receipt Register and the process papers for future reference.  

OBC/MBC Certificates

  • The LDC shall be the first point contact for the issue of OBC/MBC Certificates
  • The applicant shall fill up the prescribed format and submit to the LDC with the following enclosures:
           Attested copy of COI/SSC/ICC of self or father (The LDC shall keep in mind that OBC/MBC Certificate cannot be issued to a married women on the basis of COI/SSC/ICC of her                         husband)
           Birth Certificate/Transfer Certificate/School Certificate or any other official proof of relationship (In case the applicant applies on the basis of his/her father’s COI/SSC/ICC)
          Panchayat/Councilor Recommendation
         Bank Receipt
        Affidavit in the prescribed format (To determine whether the applicant falls under Creamy Layer)
  •  On receipt of all the above documents, the LDC shall verify the papers and determine as to whether the applicant falls under OBC/MBC Category or not. The Government Notifications declaring which communities fall under OBC/MBC Category shall be referred to for this purpose.
  • The LDC shall also determine on the basis of the Affidavit whether the applicant falls under Creamy Layer or not. The Government of India and the Government of Sikkim Notifications on Creamy Layer along with latest amendments shall be referred to for this purpose. Then the LDC shall fill up the particulars of the application in the Receipt Register serially and mark the serial no upon date on the application form. Separate Registers shall be maintained for OBC and MBC Certificates.
  • Upon verifying that the applicant falls under the OBC/MBC Category and does not falls under Creamy Layer, and all other papers and supporting documents are in order, the LDC shall then proceed to fill up the OBC/MBC certificate as the case may be and stamp the affidavit.
  • The filled up OBC/MBC Certificate along with the stamped affidavit shall then be put up to the SDM along with the application and all the supporting documents.
  • The SDM shall thoroughly check the documents submitted and after satisfying that all the papers are in order shall sign the Affidavit and then the Certificate, and send them back to the LDC. The requirements prescribed for filing Affidavits shall be followed in this case also.
  • The LDC shall hand over the OBC/MBC Certificate to the applicant and take proper receipts of the applicant in the Receipt Register.
  • The LDC shall then compile all the papers along with the affidavit and the Office Copy of the OBC/MBC Certificate, staple them and maintain them in a file serially.
    The Certificates issued shall be reconciled daily and the Receipt Register along with a summary of Total Certificates issued for the day shall be put up to the SDM for countersignature at the end of the week.
  • At the end of the month, the Receipt Register shall be placed before the DC along with a summary of Total Certificates issued for the month, for his counter-signature. All such Certificates shall then be bundled together and kept in the Store Room with proper labeling. The dealing LDC shall be fully responsible for the safe upkeep of the Receipt Register and the process papers for future reference.
  • In the case of applicants who have migrated from other States and applying for OBC/MBC Certificate, the LDC shall immediately report to the SDM for issuing OBC/MBC Certificate with required modifications.

Scheduled Caste/Scheduled Tribe Certificates

  • The LDC shall be the first point contact for the issue of SC/ST Certificates.
  • The applicant shall fill up the prescribed format and submit to the LDC with the following enclosures:
             Attested copy of COI/SSC/ICC of self or father (The LDC shall keep in mind that SC/ST Certificate cannot be issued to a married women on the basis of COI/SSC/ICC of her husband).
             BirthCertificate/Transfer Certificate/School Certificate or any other official proof of relationship (In case the applicant applies on the basis of his/her father’s COI/SSC/ICC).
            Panchayat/Councilor Recommendation.
           Bank Receipt.
  • On receipt of all the above documents, the LDC shall verify the papers and determine as to whether the applicant falls under SC/ST Category or not. The Government Notifications declaring which communities fall under SC/ST Category shall be referred to for this purpose. Then the LDC shall fill up the particulars of the application in the Receipt Register serially and mark the serial no upon date on the application form. Separate Registers shall be maintained for SC and ST Certificates.
  • Upon verifying that the applicant falls under the SC/ST Category and all other papers and supporting documents are in order, the LDC shall then proceed to fill up the SC/ST certificate as the case may be.
  • The filled up SC/ST Certificate shall then be put up to the SDM along with all the supporting documents.
  • The SDM shall thoroughly check the documents submitted and after satisfying that all the papers are in order shall sign the Certificate and send them back to the LDC.
  • The LDC shall hand over the SC/ST Certificate to the applicant and take proper receipts of the applicant in the Receipt Register.
  • The LDC shall then compile all the papers along with the affidavit and the Office Copy of the SC/ST Certificate, staple them and maintain them in a file serially.
  • The Certificates issued shall be reconciled daily and the Receipt Register along with a summary of Total Certificates issued for the day shall be put up to the SDM for countersignature at the end of the week.
  • At the end of the month, the Receipt Register shall be placed before the DC along with a summary of Total Certificates issued for the month, for his counter-signature. All such Certificates shall then be bundled together and kept in the Store Room with proper labeling. The dealing LDC shall be fully responsible for the safe upkeep of the Receipt Register and the process papers for future reference.
  • In the case of applicants who have migrated from other States and applying for SC/ST Certificate, the LDC shall immediately report to the SDM for issuing SC/ST Certificate with required modifications.

Unmarried Certificates

  • The LDC shall be the first point of contact for the issue of Unmarried Certificates.
  • The applicant shall fill up the prescribed format and submit to the LDC with the following enclosures:
             Attested copy of COI/SSC/ICC/Voter ID Card of applicant or father.
             Birth Certificate/Transfer Certificate/School Certificate or any other official proof of relationship (In case the applicant applies on the basis of his/her father’s COI/SSC/ICC/Voter ID                Card).
             Panchayat/Councilor Recommendation.
             Affidavit by the Applicant or by the Parent of the Applicant, as the case may be.
             Bank Receipt.
  • On receipt of all the above documents, the LDC shall verify the papers. Then the LDC shall fill up the particulars of the application in the Receipt Register serially and mark the serial no upon date on the application form.
  • The LDC shall then proceed to fill up the Unmarried Certificate and stamp the Affidavit. It shall be put up to the SDM along with all the supporting documents.
  • The SDM shall thoroughly check the documents submitted and after satisfying that all the papers are in order shall sign the Affidavit and then the Certificate, and send them back to the LDC.
  • The requirements prescribed for filing Affidavits shall be followed in this case also.
  • The LDC shall hand over the Unmarried Certificate to the applicant and take proper receipts of the applicant in the Receipt Register.
  • The LDC shall then compile all the papers along with the affidavit and the Office Copy of the Unmarried Certificate, staple them and maintain them in a file serially.
  • The Certificates issued shall be reconciled daily with the Receipt Register. The Receipt Register along with a summary of Total Certificates issued for the week shall be put up to the SDM for countersignature at the end of the week.
  • At the end of the month, the Receipt Register shall be placed before the DC along with a summary of Total Certificates issued for the month, for his counter-signature. All such Certificates shall then be bundled together and kept in the Store Room with proper labeling. The dealing LDC shall be fully responsible for the safe upkeep of the Receipt Register and the process papers for future reference.

Employment Card

  • The LDC shall be the first point of contact for the issue of Employment Cards
  • The applicant shall fill up the prescribed format and submit to the LDC with the following enclosures:
                Attested copy of COI/SSC/ICC/Voter ID Card of applicant or father.
                Birth Certificate/Transfer Certificate/School Certificate or any other official proof of relationship (In case the applicant applies on the basis of his/her father’s COI/SSC/ICC/Voter ID                Card).
                Proof of highest Educational Qualification.
                Attested copy of OBC/MBC Certificate. For SC/ST applicants, COI/SSC/ICC is sufficient.
                Disability Certificate (In case the applicant is disabled).
                Bank Receipt).
  • On receipt of all the above documents, the LDC shall verify the papers. Then the LDC shall fill up the particulars of the application in the Receipt Register serially and mark the serial no upon date on the application form.
  • The LDC shall then proceed to fill up the Employment Card and put up to the SDM along with all the supporting documents.
  • In the case of OBC/MBC applicants, the attested copy of OBC/MBC Certificate should be submitted by the applicant. In the case of SC/ST applicants, attested copy of COI/SSC/ICC is sufficient. In case an applicant submits neither of these Certificates, he/she will be treated as ‘General’ Category.
  • The SDM shall thoroughly check the documents submitted and after satisfying that all the papers are in order shall sign the Employment Card, and send them back to the LDC.
  • The LDC shall hand over the Employment Card to the applicant and take proper receipts of the applicant in the Receipt Register.
  • The LDC shall then compile all the papers and the Office Copy of the Employment Card, staple them and maintain them in a file serially.
  • The Cards issued shall be reconciled daily with the Receipt Register. The Receipt Register along with a summary of Total Certificates issued for the week shall be put up to the SDM for countersignature at the end of the week.
  • At the end of the month, the Receipt Register shall be placed before the DC along with a summary of Total Certificates issued for the month, for his counter-signature. All such Certificates shall then be bundled together and kept in the Store Room with proper labeling. The dealing LDC shall be fully responsible for the safe upkeep of the Receipt Register and the process papers for future reference.

Income Certificate

  • The LDC shall be the first point of contact for Issue of Income Certificate.
  • The applicant shall fill up the prescribed Application Form and submit to the LDC with the following enclosures:
    • Attested copy of COI/SSC/ICC/Voters ID Card of self or father.
    • Bank Receipt.
    • Affidavit in the prescribed format.
  • On receipt of all the above documents, the LDC shall verify the papers and examine the supporting documents submitted by the applicant in proof of the source and amount of his Family Income.
  • Where Salary is shown as a source of Income, attested copy of Salary Certificate should be submitted by the applicant. Similarly, where Agriculture Income has been declared, attested copy of the Parcha should be enclosed by the applicant. For other sources of income, it is not compulsory to submit a proof of income, since the applicant would anyway swear an affidavit before the Magistrate declaring the income.
  • Then the LDC shall fill up the particulars of the application in the Receipt Register serially and mark the serial no upon date on the application form.
  • The LDC shall then proceed to fill up the Income Certificate and stamp the affidavit.
  • The filled up Income Certificate along with the stamped affidavit shall then be put up to the ADC along with the application and all the supporting documents.
  • The ADC shall thoroughly check the documents submitted and after satisfying that all the papers are in order shall sign the Affidavit and then the Certificate, and send them back to the LDC. The requirements prescribed for filing Affidavits shall be followed in this case also.
  • The LDC shall hand over the Income Certificate to the applicant and take proper receipts of the applicant in the Receipt Register.
  • The LDC shall then compile all the papers along with the affidavit and the Office Copy of the Income Certificate, staple them and maintain them in a file serially.
  • The Certificates issued shall be reconciled daily and the Receipt Register along with a summary of Total Certificates issued for the week shall be put up to the ADC for countersignature at the end of every week.
  • At the end of the month, the Receipt Register shall be placed before the DC along with a summary of Total Certificates issued for the month, for his counter-signature. All such Certificates shall then be bundled together and kept in the Store Room with proper labeling. The dealing LDC shall be fully responsible for the safe upkeep of the Receipt Register and the process papers for future reference.

Senior Citizen Certificate

  • The LDC shall be the first point of contact for the issue of Sr. Citizenship Certificate.
  • The applicant shall fill up the prescribed format and submit to the LDC with the following enclosures:
               Attested copy of SSC/COI/ICC/Voters ID Card of the applicant
               Proof of residence of the applicant
               Recommendation from the Ward Panchayat/Councilor/Area MLA
               NOC of the biological parents of the child being adopted (If they are alive)
               Affidavit of the applicant (in case the child is an orphan)
               Citizenship Proof of the child being adopted
               Bank Receipt
  • On receipt of the above documents, the RC shall scrutinize the papers thoroughly and if everything is found in order shall enter the particulars in the Computer. He shall then forward the case to the Police for Character and Antecedent Verification of the applicant. On receipt of the clearance from the Police, the case shall be forwarded to the SDM for approval. Wherever the child adopted is a girl child, a male cannot adopt the child unless he is married and his wife is also a signatory to the Adoption Deed
  • The SDM shall also scrutinize the documents and if everything is found to be in order shall forward the file to the District Collector, who shall then verify and forward the file to the Secretary, Land Revenue, for obtaining the approval of the Government.
  • On receipt of the approval from the Government, the SDM shall approve the case in the computer, after which the RC shall print the registration particulars on the reverse of the Adoption Deed, obtain the signature of the applicant along with witness and put up to the SDM for signature. The RC shall then hand over one copy to the applicant after obtaining his signature in the Receipt Register.
  • The Receipt Register shall be closed by the RC on a daily basis and shall be put up to the SDM for countersignature at the end of the week and to the DC at the end of the month, with a Summary of Total No. of Adoption Deeds registered for the week and month respectively. At the month end, all the Registered Adoption Deeds and related papers shall be compiled and bundled together and kept in the Store Room with proper labeling.
  • The same procedure shall be followed for registration of Trusts. Police Verification shall be done for all the Trustees.
  • The Certificates issued shall be reconciled daily with the Receipt Register. The Receipt Register along with a summary of Total Certificates issued for the week shall be put up to the SDM for countersignature at the end of the week.
  • At the end of the month, the Receipt Register shall be placed before the DC along with a summary of Total Certificates issued for the month, for his counter-signature. All such Certificates shall then be bundled together and kept in the Store Room with proper labeling. The dealing LDC shall be fully responsible for the safe upkeep of the Receipt Register and the process papers for future reference.

Verification for Issue of Birth Certificates

  • The LDC shall be the first point of contact for verification for Issue of Birth Certificates
  • The applicant shall fill up the prescribed format in duplicate and submit to the LDC with the following enclosures:
              Proof of Nationality (Attested copy of COI/SSC/ICC/Voter ID Card of applicant or father)
              Proof of date of birth & relationship (Attested copy of Immunisation Card / Hospital Discharge Slip)
             Panchayat/Councilor Recommendation
            Bank Receipt
  • On receipt of all the above documents, the LDC shall verify the papers. Then the LDC shall fill up the particulars of the application in the Receipt Register serially and mark the serial no upon date on the application form.
  • Where the applicant is unable to produce the attested copy of Immunisation Card / Hospital Discharge Slip, such cases should be forwarded to the Police for verification of the date of birth and parent details. Where there are overwriting on the Immunisation Card / Hospital Discharge Slip, leading to doubts on the authenticity of the details given in the card, the LDC shall insist upon getting the document attested by the Issuing Authority.
  • If the case requires Police Verification, the LDC shall put up the forwarding letter to the ADC for signature and forward the case to the Police. If all the documents are in order, not requiring for a Police Verification, then the LDC shall put up the forwarding letter to the ADC for his signature, for forwarding the case with recommendation to the Registrar of Births & Deaths
    The ADC shall thoroughly check the documents submitted and after satisfying that all the papers are in order shall sign the Forwarding Letter and send them back to the LDC.
  • The LDC shall hand over the Forwarding Letter along with necessary enclosure to the applicant and take proper receipts of the applicant in the Receipt Register.
  • The LDC shall then compile all the papers and the Office Copy of the application, enclosures & forwarding letter, staple them and maintain them in a file serially.
  • The recommendations forwarded shall be reconciled daily with the Receipt Register. The Receipt Register along with a summary of Total Recommendations forwarded for the week shall be put up to the ADC for countersignature at the end of the week.
  • At the end of the month, the Receipt Register shall be placed before the DC along with a summary of Total Recommendations forwarded for the month, for his counter-signature. All such papers shall then be bundled together and kept in the Store Room with proper labeling. The dealing LDC shall be fully responsible for the safe upkeep of the Receipt Register and the process papers for future reference.

Verification for Issue of Death Certificates

  • The LDC shall be the first point of contact for the verification for Issue of Death Certificates
  • The applicant shall fill up the prescribed format in duplicate and submit to the LDC with the following enclosures:
    • Proof of date of Death (Attested copy of Hospital Discharge Slip) (Not Mandatory)
    • Panchayat/Councilor Recommendation
    • Bank Receipt
  • On receipt of all the above documents, the LDC shall verify the papers. Then the LDC shall fill up the particulars of the application in the Receipt Register serially and mark the serial no upon date on the application form.
  • Where the applicant is unable to produce the attested copy of Hospital Discharge Slip, such cases should be forwarded to the Police for verification of the date of birth and parent details. Where there are overwriting on the Hospital Discharge Slip, leading to doubts on the authenticity of the details given in the card, the LDC shall insist upon getting the document attested by the Issuing Authority.
  • If the case requires Police Verification, the LDC shall put up the forwarding letter to the ADC for signature and forward the case to the Police. If all the documents are in order, not requiring for a Police Verification, then the LDC shall put up the forwarding letter to the ADC for his signature, for forwarding the case with recommendation to the Registrar of Births & Deaths
  • The ADC shall thoroughly check the documents submitted and after satisfying that all the papers are in order shall sign the Forwarding Letter and send them back to the LDC.
  • The LDC shall hand over the Forwarding Letter along with necessary enclosure to the applicant and take proper receipts of the applicant in the Receipt Register.
  • The LDC shall then compile all the papers and the Office Copy of the application, enclosures & forwarding letter, staple them and maintain them in a file serially.
  • The recommendations forwarded shall be reconciled daily with the Receipt Register. The Receipt Register along with a summary of Total Recommendations forwarded for the week shall be put up to the ADC for countersignature at the end of the week.
  • At the end of the month, the Receipt Register shall be placed before the DC along with a summary of Total Recommendations forwarded for the month, for his counter-signature. All such papers shall then be bundled together and kept in the Store Room with proper labeling. The dealing LDC shall be fully responsible for the safe upkeep of the Receipt Register and the process papers for future reference.