EMPLOYEMENT OFFICE - PROFILE
HISTORICAL DEVELOPMENT The Employment Service came into existence in India under the stress of post war demobilization. Towards the end of II world war, the need for machinery, which could handle orderly re-absorption in civil life, of a large number of service personnel who were about to be released, was keenly felt. In order to ensure uniformity considered necessary that the proposed machinery be directed and controlled by the Central Government. In accordance with the scheme that was agreed upon by the central and state Governments the Directorate General of Resettlement and Employment were gradually opened in several parts of the country. Till 1946 the employment exchange service facility was made available only to the demobilized service personnel and discharged was workers. In response to the popular demands, the scope of the was gradually extended and by early 1948 Employment Exchanges were thrown open to all categories of applicants.
REGISTRATION OF EMPLOYMENT SEEKERS All citizens of India resident in the country are eligible for registrations. Applicants calling at the Employment Exchange for registration in the forenoon will be registered on the same day. The applicant’s particulars will be entered on the Index (X.1) All relevant information regarding the applicants is carefully recorded in the index card. Since registration is first stage of placing the applicants are advised to bring all the certificates relates to his qualification and previous experience. An identity card will be issued to all the registrants as the token of their names have been registered.
An attested copy of Family card, Educational Qualification Certificates and Community Certificate should be produced at the time of Registration. The Index card, which is used to register the relevant particular of the registrants if given below: -
i) Index Card.
ii) Reverse side of the index card.
REGISTRATION OF AN APPLICANT WHOSE REGISTRATION IS TRANSFERRED FROM ANOTHER EXCHANGE When an applicant informs the Exchange that he is moving to another Exchange area his index card will be transferred to the Exchange serving his new place of residence under intimation to him. For this he has to produce 2 copies migration certificate issued by the Thasildar of the new place of residence and he has also to surrender his registration Identity card to the Exchange where he has registered his name originally. On receipt of the transfer the Index card of the individual to the exchange the applicant desired on the 2-nd Friday of every quarter through the clearing house at the District Employment Office, Trichy.
The individual will get the identity card with old seniority from the Employment concerned.
Whenever a registrant is appointed in a vacancy sponsored by the Employment Exchange his registration card will be taken to the Dead Register. Similarly whenever a registrant fails to renew his registration once in 3 years at that time also his index card will be transferred to the Dead Register. Suppose if the registrant applied within 18 months from the month mentioned in the identity card for condensation of renewal his renewal will be condoned and his index card will become live.
When a placed registrant is ousted from service for want of vacancy he has to report to the Employment Exchange with the relieving order within 12 months for re-registration his index card will become live.
COLLECTION OF EMPLOYMENT MARKET INFORMATION Employment Exchange is responsible for collecting regularly information about employment Private Sector as well as in Public Sector. Under this system all establishments in the Public Sector and selected establishments in the private sector engaged in Non-Agricultural activities are required to furnish regularly the details about the number of persons they are employing, Vacancies that have occurred during the period and the type of persons they find to be in short supply. The information is collected from all public sector establishments and those employing 25 or more persons in the private sector under the provisions of the Employment Exchanges (Compulsory Notification of Vacancies) Rules 1960. Information from smaller establishments employing 10-24 persons in the private sector is however collected on voluntary basis.The purpose of obtaining the information form the employers is : -
  1. To give employment officers more facts to enable them to decide more accurately the type of personnel who are in short supply. This is essential in order to decide what types of Vocational Training courses are to be provided.
  2. To provide information which is needed to improve and add to the services offered by the Employment Service (such as giving advice about employment prospect to those leaving schools and colleges and details about employment opportunities the persons seeking work) Employers too will be able to call on the Employment service for more reliable information about the employment market in an area.
  3. To provide a method by which to measure continuously changes in the of employment in an Employment Exchange area or other areas constituting a specific employment market. The data are also needed to watch the progress of the five-year plans increasing more employment. The information is also required for other planning and administration purpose both at state and national levels.
SUBMISSION OF APPLICANT Whenever the employer notifies a vacancy the Employment Officer will scrutinize it. If all the relevant particulars are available in the notification form than that vacancy will be considered for nomination applicants. The Employment Officer will sponsor suitable and senior most candidates in the ratio 1: _ to the employer. For Town panchayat vacancies the ratio is 1: _. For Teacher vacancies notified by the Chief Educational Office the ratio is 1:2. After getting the list from the Employment Exchange the employer who notified the vacancy will interview the candidates sponsored by the Employment Exchange and select the required number of persons. After appointment the employer will send the list of appointed persons to the Employment Exchange. The Employment Officer will send the index card of the appointed persons to the Dead Register after accounting the placement.
Suppose if no applicant is available in the Live Register to sponsor against a vacancy the Employment office will circulate the vacancy to all the Employment Exchanges in Tamilnadu. By the method applicants so have registered in various Employment Exchange in Tamilnadu will be sponsored to the vacancy notified by the employer. Even after circulation suitable then the employment officer will issue Non Availability certificate to the employer. The employer may fill the vacancy from other sources.
Year Registration Placement
Male Female Male Female
1995 11371 8653 215 353
1996 10985 8527 172 315
1997 10866 8415 159 301
1998 10761 8396 169 295
1999 10677 8102 121 249
2000 9253 7098 209 88
The E.R.II return is collected from private and public sector establishments in alternative years (for example in the E.R.II return is collected from private sector establishments for the quarter ending September 2000 then the same E.R.II return is collected for the quarter ending September 2001 from the Public Sector establishments and so on).
This information if used by Employment Exchanges, S.E.M.I. units in the Directorate of Employment and Training Department. Chennai and Director General of Employment and Training. New Delhi for appraising the employment situation in the periodical reports.
DOCUMENTS USED IN COLLECTING INFORMATION The following documents are in use in the collection of employment and occupational information from the employers in the private sectors.1.E.R.I – Quarterly Employment Return.2.E.R.II – Biennial Occupational Return.The E.R.I form is used for collection of Employment information from Public and Private Sector establishments at quarterly intervals. It seeks information about:
  1. About no. Of persons (Men and Women Separately) on the pay rolls of the establishment on the last working day or two consecutive quarters.
  2. The total number of vacancies occurred during the quarter number notified to the employment exchange. Number filled through Employment Exchange and other Sources and number not notified to the Exchange with reasons.
  3. The number of vacancies remaining unfilled due to shortage of suitable applicant.
The form E.R.II is used for collection of occupational and educational detail of employees from both public and private establishments. This occupational return seeks information about the total number of persons employed at the end of the quarter and collection of employees by occupational (Men and Women Separately) and a forecast of vacancies in each occupation during the next calendar year due to retirement expansion or reorganization. It also seeks information about educational/ technical and professional qualifications of
    1. Professional and Technical
    2. Administrative executive and managerial and
    3. Craftsman and production process workers.
IV) VOCATIONAL GUIDENCE PROGRAMME The concept of Vocational Guidance is inherent in the placement services. Guidance is considered beneficial for the individual as well as to the society. It helps an individual by providing assistance in solving problems relating to choice of career occupational change and adjustments. From the stand point of the society it is one of the means of Achieving proper utilization of manpower. Indirectly it helps in raising productivity and in minimizing Unemployment/under employment. OBJECTIVES:- Objectives of the Vocational Guidance Programme basically serve the overall objectives of the N.E.S. since guidance is integrated with the placement functions as a whole. The following are some of the specific objectives of Vocational Guidance in the employment service: -
    1. Suggest measures with a view to enhancing the employ-ability of an individual or groups of individual.
    2. To offer assistance to an individual or groups of individuals in preparing to choose, change and adjust to occupational life.
    3. Generate awareness and appreciation of the realities of employment market in the community.
    4. Collaborate or Co-operate with the agencies in the field of guidance to stimulate and promote joint efforts.
FUNCTIONS: - The functions of the N.E.S with regard to Vocational Guidance are: -
    1. To collect and compile occupation information and to disseminate it to individuals and groups of individual.
    2. To provide individual assistance to those who require such assistance.
    3. To maintain liaison employers and heads of Training Institutions to develop and promote placement.
    4. To participate in the guidance programme conducted by other government or voluntary agencies.
    5. To educate the public by undertaking suitable publicity measures to arouse community consciousness and encourage maximum utilization of guidance services.
    6. To develop tools & techniques for improving the efficiency of Vocational Guidance Programme.
    7. To impart necessary skills to personnel operating the programme.
ACTIVITIES WITHIN THE PREMISES:- "Group discussion" means a discussion with a homogeneous group of applicant or students involving detailed information on job opportunities, training facilities and such other matters, pertaining to career planning or choosing appropriate to the group.

REGISTRATION GUIDANCE:- It means brief counseling given to an applicant at the time of Registration. It is given daily to the applicants.

Individual Information:- Enquires about training facilities, job opportunities or other aspects of career planning etc are immediately answered by the Employment Officer.

CAREER STUDY CIRCLE:- CAREER TALKS:- Talks are delivered to students of schools / colleges by the Employment Officer in order to disseminate pertinent occupational information.CAREER EXHIBITION:- Employment officer organizes exhibition of career information and literature particularly in different schools with the help of the schools authorities and voluntary organizations. Career talks also given at the time of career Exhibition.COACHING CLASSES FOR SC/ST APPLICANTS:- Coaching classes for the SC/ST applicants who have applied for Banking Service Commission, T.N.P.S.C., R.S.C., S.S.C., and Professional courses Entrance Examination are conducted. So SC/ST applicants are advised to utilize coaching classes for their uplift.

REGISTRATION OF PROFESSIONAL AND EXECUTIVE STANDARD OF APPLICANTS:- There is one Employment office at Chennai in the following address for Professional and Executive standard of applicants." ASSISTANT DIRECTOR,PROFESSIONAL AND EXECUTIVE EMPLOYMENT OFFICE,212,R.K.MUTT ROAD, MANADIVELI, CHENNAI-4."All Professional and Executive standard of applicants whose qualification is such as M.A ., M.SC., M.COM., M.B.B.S., B.E., B.L., B.V.S.C., P.G.Teachers, M.B.S., M.C.A., etc are registered for Employment Assistance.The employers who required to fill the vacancies of Professional and Executive Standard in nature have to send the vacancy notification form to the above mentioned address and get the list of eligible candidates to fill the vacancy in their establishment.  PRIORITY APPLICANTS:- (STATE GOVERNMENT)The following types of applicants are coming under priority category. Group –1., Group –2., Group –3., group –4. SPECIAL EMPLOYMENT OFFICE FOR PHYSICALLY HANDICAPPED:- There is one employment office at Chennai exclusively for Physically Handicapped. The address of the above office is"THE DISTRICT EMPLOYMENT OFFICER,SPECIAL EMPLOYMENT OFFICE FOR PHYSICALLY HANDICAPPED,CHENNAI." All totally Blind and Deaf Mutes are registered here. The above office handles the vacancies relating to the totally blind and deaf mute persons.Other handicapped persons such as Orthopaedically Handicapped are: -  UNEMPLOYMENT RELIEF TO THE BLIND REGISTRATION:- Totally Blind applicants who are below 45 years are eligible for the receipt of Unemployment Relief. A blind applicant has to wait one year from date of Registration. Then only they are eligible to get the Unemployment Relief amount.Those who have studied upto S.S.L.C. will receive Rs.200/-pm., those who have passed, H.S.C. they will be eligible for Rs.250/-pm., and those who have passed Degree will be eligible for Rs.300/-pm., This amount will be Credited into their Bank account for every quarter. This amount will be sanctioned to the blind applicants only for 5 years.Total beneficiaries as onUpto S.S.L.CH.S.C.DegreeFURTHER DETAILS MAY BE CONTACTED THE DISTRICT EMPLOYMENT OFFICER, DINDIGUL. THERE IS NO MODEL FORMS.
RENEWALS A Registrant of this office has to renew his/her registration once in three years. There is two months grace period also available for renewal. For example if a registrant has to renew during November 2001 he/she can renew the registration in November 2001, December 2001 and January 2002. He/she has to come in person to the Employment Office for renewal or in his absence he may depute somebody to renew the registration.One can renew the registration by post also. For that he has to send the application by registered post during the renewal period.
CONDONATION OF RENEWAL If an applicant fails to renew his/her registration during the renewal period he can apply for condonation of renewal with 18 months from the original month of renewal. 5112 persons were renewed during 1999 and in this year upto 31.12.2000 3054 registrants and upto 31.12.2001 2755 registrants and upto 19.12.2002 2149 registrants were renewed. One can avail this facility only once. Suppose if he fails to renew next time also he has to forgo his old seniority.
LIVE REGISTER Live Register means a systematic arrangement of index cards pertaining to applicants who are in need of employment assistance.The index card of applicants requiring employment assistance will be filled in cabinets according to the N.C.O. division groups. Families and occupations. Within each occupation cards will be filled according to the registration number of applicants. Index cards in respect of SC and ST applicants will be filled first followed by the next in each occupation.
DEAD REGISTER The Live Register will be purged before the close of every month of index cards due for lapsing i.e. cards in respect of which the period of renewal including the grace period of 2 months has expired. Such cards will be transferred to the Dead Register. An index card may be transferred to the Dead Register due to non-renewal, placing, found work etc. Hence the index cards are filled according to the registration number. The lapsed index cards are arranged according to month wise.
ADMINISTRATIVE SETUP (I)DISTRICT EMPLYMENT OFFICER (General) :- His incharge of office Administration and he also sends lists of eligible Candidates who are waiting for job to the Vacancies notified by the employers. II) DISTRICT EMPLOYMENT OFFICER (Youth Employment Service):- Activities within the premises: -
He is incharge of Group Guidance activities regarding job opportunities and Training facilities. He conducts Group discussions and career talks. He is incharge of study circle for the unemployed Youth who are preparing for the competitive examinations. He is also guiding applicants who are willing to work in abroad for which he is distributing application forms received from the Overseas Manpower Corporation, Chennai. OUTSIDE ACTIVITIES:-
He delivers career talks, career seminar/exhibitions in the educational institutions. As he is a member in Task Force Committee he is guiding unemployed Youths against self-employment ventures. PRIVATE EMPLOYMENT:-
He is organizing job seekers – private employers meet at regular intervals and supply eligible manpower to the needy private employers. III JUNIOR EMPLOYMENT OFFICER (One Post):-
He is incharge of Employment Market Information Unit in the Employment Office. The Employment Market Information Unit collects information at quarterly intervals regarding the no.of employees working in the private and public sector in Dindigul District and the same is being forwarded to State Employment Market unit the Commissionarate of Employment and Training, Chennai. The Employment Market collects both Occupational and Educational Information’s in the form E.R.II at biennial intervals. He also verifies the lists of the candidates being sent to the employers against the vacancies notified by them. In the absence of the District Employment Officer he maintains the Office.IV) SUPPORTING STAFF:-
The following staffs are performing various types of work such as Establishment. Preparation lists, Registration, Renewals, Vacancy and other types of work in employment activities.
1. Assistants - Four posts
2. Up Graded Assistants - One post
3. Junior Assistants - Five posts
4. Typist - Two posts
5. Steno – typist - One post
6. Record Clerk - One post
7. Office Assistant - Two posts
8. Watchman - One post
OFFICE ADDRESS DISTRICT EMPLOYMENT OFFICER,
DISTRICT EMPLOYMENT OFFICE,
83,MANGALAPURAM, R.S.ROAD,
DINDIGUL - 624 003.PHONE NUMBER : -91-451- 2427498.
More at http://www.tn.gov.in/citizen/employeedept-e-2002.htm
http://www.employment.tn.gov.in