Roles of Various Officers of the District Administration

Work of the Deputy Commissioner-cum-Collector

As Collector of the Distt. :

Appellate Court under various Acts, Election Tribunal, custodian of Govt. Lands etc.

As Deputy Commissioner:

Representative of the Government in the Distt. Implementation of Govt. Policies and coordination with different departments.

As Distt. Magistrate:

Responsible for the protection of public and maintenance of law and order in the distt.

As Member Secretary of the Distt. Planning and Development Board.

As Member Secretary to plan schemes for the development of Rural & Urban areas and getting the funds allocated for all departments in the distt. and to ensure speedy implementation of Government schemes.

Miscellaneous :

Responsible to solve all kinds of problems/crises created from natural calamities such as storm/floods , procurement of food grains, public functions, protocol duties, etc.

Work of the Addl. Deputy Commissioner-Cum-Collector, Patiala.

As Distt. Collector:

To deal with the Appeal cases of Mutation, Revision Petitions & Rent Suits, Stamp Act U/s 47-A.

As Addl. Distt. Magistrate:

  • Responsible for the maintenance of law & order.

  • To deal with the cases of illegal weapons U/s 25/54/59

  • Releasing of the vehicles which are without owner.

  • To give the approval of Arms license issuance of new licenses & Renewal of licenses.

As Addl. Deputy Commissioner

  • Acts on behalf of the DC.

  • Listens to public grievances & complaints.

  • Works of PLA,EA,RRA & Dharam Arth Branch.

  • Appeals of House Tax.

As Registrar

  • Appeals under Stamps Act.

Court Work of Branch Officers

Court of the Assistant Commissioner (General)-Cum-Executive Magistrate, Patiala.

Location of office:    A.C. (General) Office of the Deputy Commissioner, Mini Secretariat, Jail Road Patiala

Court timings :          3:00 PM to 5:00 PM

Police Station :          Civil Line.

Sr. No. Jurisdiction Time Frame
1 Cases U/s 107/150 Cr. P.C. of the concerned Police Station 6 months
2 Cases U/s 107/109 Cr. P.C. of the concerned Police Station 6 months
3 Cases U/s 107/150 Cr. P.C. of the concerned Police Station 6 months
4 Revenue cases of the concerned circle 6 months

Court of the Assistant Commissioner (Grievances) - cum - Executive Magistrate, Patiala.

Location of office:    Office of the Deputy Commissioner, Mini Sectt. Jail Road.

Court timings:           3:00 PM to 5:00 PM

Police Station:           Kotwali.

Sr. No. Jurisdiction Time Frame
1 Cases U/s 107/150 Cr. P.C. of the concerned Police Station 6 months
2 Cases U/s 107/109 Cr. P.C. of the concerned Police Station 6 months
3 Cases U/s 107/150 Cr. P.C. of the concerned Police Station 6 months
4 Revenue cases of the concerned circle 6 months

Court of the Executive Magistrate, Patiala.

Location of office:    Office of the Deputy Commissioner, Mini Sectt. Jail Road.

Court timings:           3:00 PM to 5:00 PM

Police Station:           Julkan

Sr. No. Jurisdiction Time Frame
1 Cases U/s 107/150 Cr. P.C. of the concerned Police Station 6 months
2 Cases U/s 107/109 Cr. P.C. of the concerned Police Station 6 months
3 Cases U/s 107/150 Cr. P.C. of the concerned Police Station 6 months
4 Revenue cases of the concerned circle 6 months

Services offered by the office of the Deputy Commissioner-cum-Collector, Patiala.

The work in the Deputy Commissioner-cum-Collector Office is divided among different branches. Each branch is under an assistant, who, in turn, works under the supervision of a branch officer. The overall supervision is that of the Deputy Commissioner-cum-Collector, Patiala.

PLA Branch:

This branch mainly deals with issuance, renewal, addition, and deletion of licences.

As regards the procedure for issuance of new licences, Form 3-A is to be filled by the applicant in all aspects. After this, the application is forwarded to the SSP office for police verification.

If the police verification report is in favour of the applicant, it is considered in the office and after approval, the new licence is issued to the applicant.

The documents required are:-

  • Application form i.e. schedule 3-A

  • Receipt of deposited fee of 3-A.

  • 3 attested passport size photographs.

  • Medical Certificate issued by SMO/CMO.

  • Affidavit attested by the EM.

  • Attested copy of Voters-list.

  • Residential Proof.

  • Copy of Fard/Jamabandi.

  • Attested copy of Ration-Card.

  • Matric Certificate.

  • Arms licence needs to be renewed after every three years. For this, the procedure which needs to be followed is:-

  • Application in prescribed Performa.

  • Inspection of Arms is necessary by the officer-in-charge.

  • Original copy of 32-A as proof of submission of fee.

  • Residential proof.

M.A Branch:

This branch deals with the following kinds of works:-

  • Deals with the making of arrangements of different kinds related with organizing official functions.

  • Receiving of VIPs and arrangements for their accommodation and transportation.

  • Making arrangements for the functions of 26th January and 15th August every year.

  • Inspection of Cinemas of the city.

  • Character verification of Govt. employees.

  • Pension cases of freedom fighters and issuance of identity cards to them.

  • Appointment of Duty Magistrates on the visit of the VIPs.

  • Issuance of orders under section 144 for the smooth law and order situation of the district.

  • Providing bus passes to the handicapped persons on half-rates as per Punjab Govt. instructions issued from time to time.

  • Dependent certificates are issued to those members of the Govt. employees, who die while in service. For this, the request should come either from the department or from the family members.

RRA:

This branch deals with the following works:-

  • Issuing Red Cards for 1984 Riot victims within time period specified by the Government.

  • Receiving & scrutinizing job applications from terrorist effected families within the time frame specified by the Government.

  • Providing financial assistance & Ex-gratia payments to terrorist effected families as per the Govt. guidelines.

  • Issuing certificates on the basis of office record for admission to educational institutions.

Peshi branch:

This branch work is manifold. The different kinds of works are given below:-

  • This branch deals with all the work related to the release of prisoners on Parole and also with the complaints made by the prisoners.

  • It also deals with the appointment & dismissal of Nambardars .

  • The applications of marriage are also forwarded to this branch under the Special Marriage Act which are decided by the Deputy Commissioner as Marriage Officer.

  • To give order for providing police help to various Govt. functionaries in the performance of their duties.

  • Magisterial enquiries are also dealt with by this branch. If a prisoner dies in the jail or in Police custody or in any encounter, then the enquiry is conducted by the Executive Magistrate nominated by the Deputy Commissioner. These reports are then forwarded to the Human Rights Commission.

  • Inquiries against the Police personnel on the request of Sr. Supdt. of Police under section 16.38 P.P.Act are also dealt by this branches.

C.I.A:

This branch deals with the complaints received from the General Public. After receiving the complaints, they are forwarded to the concerned department for required action, which needs to be taken on the complaint within the specified time.

  • Once the report comes from the concerned department, then it is being put up for the orders of Asstt. Commissioner (Grievances) and final orders of the Deputy Commissioner.

  • All the complaints heard by the Deputy Commissioner in Sangat Darshan (held every Thursday in Red Cross) are also forwarded to the related department through CI A.

  • The main purpose of this branch is redressal of the grievances of General Public, to provide them the remedy and to ensure that necessary action is taken against those who are found guilty.

District Nazar:

  • This branch deals with the annual contract of Parking, Canteen, STD, Typing licenses etc.

  • This branch is also responsible for taking care of the property, furniture, vehicles, telephones etc. of D.C. Office.

  • Disposal of Govt. vehicles of the district.

  • Making of arrangements for meetings etc.

  • To prepare contingency bills regarding office expenses, recovery of court fee, etc.

Election Branch:

Election branch deals with all the work pertaining to Vidhan Sabha and Parliamentary Elections, SGPC elections and Bar Council elections. The Branch Officer is Asstt. Commissioner(General) and District Election Officer is the Deputy Commissioner. In Patiala, we have 8 Vidhan Sabha constituencies and 1 Parliamentary constituency.

It deals with the following works:-

  • Issuance of Photo-identity cards to voters.

  • Corrections pertaining to Identity cards.

  • Making of duplicate photo I.D cards.

  • Issuance of attested copies of Electoral Rolls on demand to public.

  • Maintain the record regarding elections.

  • Responsible for the up-keep and maintenance of Ballot Boxes, Electronic voting machines, steel trunks and previous record of Electoral Rolls.

  • Stationary depot where stationary pertaining to the elections is printed.

  • For every constituency of Vidhan Sabha, the Returning Officer is a PCS level officer, whereas for Parliamentary constituency & SGPC Elections, Returning Officer is the Deputy Commissioner.

Passport Cell:

All the work related to the making of passport is dealt with by this branch. Application forms completed in all aspects are received and are forwarded to the Regional Passport Office, Chandigarh after police verification. The required documents for the making of passport are:-

  • Application form

  • Passport size photographs.

  • Proof of the Date of Birth (Birth certificate, Matriculation)

  • Copy of the Ration-Card /Telephone bill/Bank Passbook/Votersí I-Card as proof of residence .

  • Passport fee amounting Rs.1000/- in the form of Demand Draft.

  • NOC for Govt. employees.

Record Room

  • Maintains the record of the court cases decided by different Revenue Officers of the district.

  • Cases decided by the court of Deputy Commissioner, Addl. Deputy Commissioner, Sub Divisional Magistrates, Distt. Development Panchayat Officer, Distt. Revenue Officer, Tehsildars, Naib Tehsildars.

  • This branch issues the copies of the judgments to the public on demand as per rules.

Sadar Kanungo

  • This branch is responsible for keeping record of land transactions of the farmers.

  • All the record from the time of consolidation to the present time is maintained by this branch.

  • Jamabandis which are prepared after every five years are also deposited in this branch.

  • Any person can check the record pertaining to his land in this branch after depositing the requisite fee along with the application.

  • Sadar Kanungo branch also deals with appointments, promotions, transfers, punishments etc. of Patwaries and Kanungos.

Development Branch

The Officer-in-charge of this branch is the District Development and Panchayat Officer. The main works with which the branch deals are:-

  • The various types of grants which come from the Govt. for development works are received by this branch.

  • From this branch, they are forwarded to the concerned department or authority through the DDPO after getting them passed from the treasury, along with the instructions issued by the Govt.

  • DDPOs have been given the powers of Collector under the 'Village Common Lands Act 1961'.

  • This branch also checks the illegal encroachments on the Panchayat land.

  • It is empowered to cancel the deed of auctioning of Panchayat land if it has not been done as per rules and regulations.

L.B.A Branch:

  • Inspection of Municipal Committees of District Patiala.

  • Work of Govt. Vacant lands under O.U.V.G.L. scheme.

  • Beautification of district Patiala.

  • Construction of Mini Secretariat & Judicial complex under O.U.V.G.L. scheme.

  • Development of Patiala city under Patiala Development Authority (P.D.A).

  • Constructions of Roads, Buildings, Bridges.

  • Control of traffic.

  • Sale deed of plots in the Model Town.

  • Removal of illegal encroachments on Govt. Lands.

  • Removal of garbage.

  • Maintenance of Rajindra Tank.

  • Issuance of N.O.C to the Marriage Palaces.

List of certificates/cards issued in the office of Deputy Commissioner, Patiala.

Sr.No Type of Certi/Cards Dealing Branch List of required documents Officer-in- charge Time Frame Remedial Measures
1 Legal Heir MA Application from concerned deptt.(For Govt. employees only) AC(Gen) With in one week of receipt of verification report In case any person faces any problem he/she can approach directly the officer in charge, then the ADC, but the final authority is the DC. It applies for all the works mentioned in this list.
2 Dependency MA Application from concerned deptt.(For Govt. employees only) AC(Gen) With in one week of receipt of verification report
3 Freedom Fighter MA
  1. Application
  2. Certified copy of pension
  3. Affidavit
AC(Gen) With in one week of receipt of verification report
4 Nationality MA On the basis of document produced by the applicants i.e.
  1. Birth Certificate
  2. Resident Certificate issued by the concerned Tehsildar/SDM
  3. Affidavit showing that the applicant does not belong to any other country
    AC(Gen) With in 3 days of receipt of verification report .
    5 Counter Attestation MA
    1. The documents produced by the applicant for counter signature
    2. The same may be got reverified from the concerned deptt, then is submitted for counter signature of ADC
    AC(Gen) With in 3 days of receipt of verification report from issuing authority.
    6 Solvency MA
    1. Application
    2. Documentary proof of property, to be verified by SDM
    3. Detailed reports from concerned SDMs then issue
    AC(Gen) With in 3 days of receipt of verification report .
    7 Permission for functions MA
    1. Application
    2. Report/NOC obtained from the SSP/AETC
    AC(Gen) With in 3 days of receipt of verification report .
    8 Bus Pass for Handicapped persons MA
    1. Application
    2. Handicapped certificate issued by Civil Surgeon
    3. Two Photographs
    AC(Gen) With in 4 days of receipt of verification report .  
    9 Bus pass for Freedom Fighter MA
    1. Application
    2. Copy of Pension
    AC(Gen) With in 4 days of receipt of verification report.
    10 OBC certificates for GOI Jobs MA
    1. Application
    2. Affidavit
    3. Copy of Ration Card
    4. Voter List
    5. Attested copy of the Caste certificate issued by Tehsildar
    6. Income report sent by the concerned SDM
    AC(Gen) With in one week of receipt of verification report.
    11 I. Cards for Elections Election Cell Voter list. AC(Gen)  
    12 Type Licence Nazir
    1. Application
    2. Matric Certificate+ Experience (if any)
      AC(Gen) With in one week after receipt of verification report subject to availability of space & felt need for the service.
      13 Arms Licences
      (Renewal)
      PLA
      1. Application
      2. hallan according to Weapons
      3. Weapon to be produced for inspection or inspection report by SDM
      AC(Gen) 15 days
      14 Entry & Deletion of weapons PLA For Deletion
      1. Application
      2. Certified copy of bill if sold to the Gun Dealer
      3. Affidavit if sold to licensee

      For Entry
      1. Certified copy of Bill if purchased from Gun Dealer
      2. Affidavit if purchased from licensee
      AC(Gen) 15 days
      15 Petrol Pump NOC PLA
      1. Letter from authorized Oil Company
      2. Site Plan
      3. Report from SSP, concerned SDM, XEN B&R, D.F.O, DTP, ACA PUDA, and Environment Engg. Pollution Control Board
      AC(Gen) With in one week of receipt of verification report.
      16 Explosive Licence PLA
      1. Application form
      2. Site Plan
      3. Affidavit
      4. Report from SSP, concerned SDM, XEN B&R, E.O. M.C., and Environment Engg. Pollution Control Board.
           
      17 Stamp Vendor HRC
      1. Application
      2. Matric Certificate
      3. Affidavit
      DRO Not time bound  
      18 Certificate for riots affected persons RRA
      1. Application
      2. Copy of Red Card
      AC(Gri) One week
      19 Passport App. Passport Cell
      1. Application
      2. Seven Front View Passport size Photos
      3. Proof of DOB with Matric. Certificate
      4. Copy of Ration card as proof of residence, or Telephone bill/Bank Passbook/Voter's I. Card
      5. Draft
      6. Passport fee only in the form of Demand Draft payable to the concerned Passport Office
      7. NOC for Govt. employees
      EM One month
      20 Registration of Marriages Peshi
      1. Notice in Performa
      2. Affidavit both by the boy and girl
      3. Proof of DOB
      4. Residence Proof
      5. Notice under Registration fee Rs. 119/-
      6. Publication fee in Newspaper
      7. Notice of one month
      DC 45 days (including one month Public notice)
      21 Copying Agency Record Room
      1. Form CD-1
      2. Copy of Old judgment upto 3 years Rs. 50/-
      3. Copy of Old Judgment 3 yrs to 5 yrs Rs.100/-
        4.Above 5 yrs Rs.100/-
      4. Application fee Rs. 1.25/-
      Inspection of File
      1. Application Rs.1.25/-
      2. Inspection fee Rs.5/- Per Hour
      AC(Gri) For getting a copy after application One week.

      WORK OF ADC (D), DRDA, PATIALA

      District Rural Development Agency (DRDA)has traditionally been the principal organ at the district level to oversee the implementation of different anti-poverty programme. The role and functions of ADC(D) ,DRDA, Patiala is to oversee and monitor the implementation of below mentioned programme:-

      1. Swaranjayanti Gram Swarozgar Yojna (SGSY)

        Swaranjayanti gram swarozgar Yojna (SGSY) is a centrally sponsored scheme introduced for poverty elevation. The funds are received from GOI and State Govt. in 75:25 ratio by ADC (D) for implementation of this scheme as per guidelines of the GOI.

        Under this scheme person of rural/village area belonging to only below poverty line (BPL) families can get benefit. Block-wise lists of BPL families has been prepared and kept in BDPOs and DRDA office. Swarozgaries (Beneficiaries) are selected from these lists fro providing benefits under this scheme. The benefits can be provided in below mentioned mode:

        1. Self-Help Group(SHG)

          As per SGSY guidelines stress has been made to organize rural people of a village belonging to BPL families in a group consisting of 10 to 20 members for getting benefits to generate the income. Such group called Self Help group(SHG). For maturity of the group to get loan from Bank SHG crosses from three stages. First stage to save money by each member and keep the money in a joint account of group in nearby bank. After the first gradation of SHG, DRDA release revolving funds to the SHG. The revolving funds and saving money of the SHG are used for purchase of raw materials to start any activities for generating income of the group. After second gradation loan are arranged from the bank and subsidy is released by the DRDA.

        2. Individual Swarozgar

          Individual person of BPL family can apply for loan to start any self-income generating activity. Loan is provided by the bank and subsidy upto a maximum amount of Rs.10, 000/- in case of SC and upto Rs.7500/- in case of other case release by DRDA.

      2. Special Component Plan for SC

        Under this scheme funds are provided to SC families to start any activity to increase his source of income. ADC (D) is the Nodal Officer for releasing the money. Amount of Rs.20.00 lacks is received every year under this scheme.

      3. 3. Election of Local Bodies & Panchayati Raj Institution

        ADC (D) is the Addl. District Electoral Officer for election of MC and Panchayat Samiti/Z.P. and work under the guidance of Deputy Commissioner-cum-District Electoral Officer, Patiala. The election is conducted with the instruction of State Election Commission, Chandigarh.

      4. 4. District Planning & Development Board

        ADC (D) is Addl. Secretary, District Planning & Development Board and work as per instruction of Deputy Commissioner and Punjab Govt.

      5. 5. District Road Committee (DRC) & Prime Minister Gram Sadak Yojna (PMGSY)

        ADC (D) work for construction of road in the district under the supervision of Deputy Commissioner as per instruction of Govt.

      6. 6. Punjab Scheduled Caste Land Development & Finance Corporation.

        ADC (D) is Chairman of the SC Corporation Distt. Level Screening Committee and work of the corporation approved by him in the meeting.

      7. 7. Punjab Backward Classes Land Development & Finance Corporation

        ADC (D) is the Chairman of the BACKFINCO District Level Screening Committee and work finalized by him in the meeting.

      8. 8. Repair/Maintenance of unsafe School/College Building under Education Cess

        ADC(D) is the Nodal officer for releasing of funds for repair/maintenance of unsafe school/college building and funds has been provided by Education Department, Punjab under Education cess.

      9. 9. Total Literacy Campaign(TLC)

        ADC (D) is the Secretary of Total Literacy Campaign (TLC) and works under the supervision of Deputy Commissioner, Patiala who is the Chairman of Total Literacy Campaign (TLC).

      10. 10. Chief Executive Officer Zila Parishad (CEO ZP)

        ADC (D) is the Chief Executive Officer, Zila Parishad and all the financial power enstrusted to him as per Panchayati Raj Institution Act, 1994. Below mentioned scheme are implementated through Zila Parishad :

        1. Sampoorna Grameen Rozgar Yojana (SGRY)

          This will be opened to all rural poor who are in need of wage employment and desire to do manual and unskilled work in and around his village/habitat. The programme is self-targeting in nature.

        2. Indira Awas Yojna(IAY)

          The objective of IAY is primarily to help construction/up gradation of dwelling units by members of scheduled castes/scheduled tribes, freed bonded labourers and below the poverty line non SC/ST rural household by providing them with grant-in-aid.

        3. Pradhan Mantri Gramodhya Yojana (Grameen Awaas)-PMGY(GA)

          This scheme for the provisioning of rural-shelter, with emphasis on extending maximum benefits to the rural poor.

        4. Consolidated Rural Development Programme(CRDP)

          Under this state Govt. Launched scheme the main thrust of the Govt. is to provide city-like amenities to rural habitants.

        5. Rajiv Gandhi Pendu Jan Sehat Kalyan Yojana(RGPJSY)

          This is also a state sponsored scheme, in which the construction of latrines is under taken in the house of persons belonging to SC/ST and living below poverty line.