HANDBOOK UNDER RIGHT TO INFORMATION ACT 2005

DEPARTMENT OF SEED CERTIFICATION

 DIRECTORATE OF SEED CERTIFICATION

1424A, THADAGAM ROAD,

G.C.T. Post, COIMBATORE 641 013.

CHAPTER 1

Introduction

Background Of This Hand-Book

This handbook has been brought out that all citizens shall have the right to information under right to Information Act 2005.

Objective / Purpose of this handbook

The main objective of this handbook is to let people know about

i.                    The particulars of the organisation, its functions and duties

ii.                  The powers and duties of its Officers and employees and information about

1.     Public Information Officer

2.     Procedure to obtain information

3.     Fees for getting information

4.     Appellate Authority

5.     Details of available information

Who are intended users of this handbook?

This is intended for those who want information under the Right to Information Act, 2005 in respect of the Department of Seed Certification.

Organisation of this handbook

This handbook has been organised in the following manner:

1.     The particulars of this Department, functions and duties

2.     Powers and Duties of Officers and Employees

3.     Rules, Regulations, Instructions, Manual and Records for discharging Functions

4.     Particulars of any arrangements that exists for consultation with, or representation by the members of the public in relation to the formulation of its policy or implementation thereof

5.     A Statement of the categories of documents that are held by it or under its control

6.     A statement of boards, council, committees and other bodies constituted as its part

7.     The names, designations and other particulars of the Public Information Officers

8.     Procedure followed in decision making process

9.     Directory of Officers and Employee

10.The monthly remuneration received by each of its Officers and Employees, including the system of compensation as provided in regulations.

11.The Budget allocated to each agency

12. The manner of execution of subsidy programmes

13. Particulars of recipients or concessions, permits or authorisation granted by it.

14.Norms set by it for the discharge of its functions

15. Information available in an electronic form

16. Particulars of the facilities available to citizens for obtaining information

17.Other useful information 

Contact person in case somebody wants to get more information on topics covered in the handbook as well as other information also.

The Joint Director of Seed Certification (Training), Office of Director of Seed Certification, and Coimbatore.13 is the contact person in case any additional information on topics covered in the handbook as well as the other information also.                                  

Procedure and fee structure for getting information not available in the handbook

i.     A person who desires to obtain any information under this Act shall make a request in writing or through electronic means in English or Tamil to the Public Information Officer, Department of Seed Certification in respective of matters relating to Department of Seed Certification and to the respective Public Information Officers appointed in the Office of the Director of Seed Certification, Coimbatore.

ii.     Every application for obtaining information shall be accompanied by application fee of Rupees fifty by cash or by Demand Draft or Bankers cheque payable in the Government Head of Account.

0075 00 Miscellaneous General Services 800

Other receipts – BK. Collection of fees under

Tamilnadu Rights to Information (Fees) rules

2005 (DPC 0075-00-800-BK-0006)

iii.                Where a decision is taken to provide the information additional fees representing the cost of providing the information shall be charged by way of Cash or by Demand Draft or Bankers cheque as under

          a. rupees Two for each page (in A4 or A3 size page) created or copied

b. actual charge or cost price of a copy in larger size paper

c. actual cost or price for samples or models and

d. for inspection of records, no fee for the first hour and a fee of Rupees five for each fifteen minutes (or fraction thereof) thereafter.

iv. For providing information in the printed or in any electronic format the fee shall be charged at the following rates

a.      for information provided in diskette or floppy – Rupees Fifty per diskette or floppy

b.     for information provided in Compact Disk – Rupees Seventy five per compact Disk.

c.     for Information provided in printed form at the price fixed for publication

v. On receipt of a request as expeditiously as possible and in any case within thirty days, the information will be provided or rejection will be intimated.

          CHAPTER 2 

Particulars Of Department Of Seed Certification, Its Functions And Duties

Objective of Department of Seed Certification

 The Department of Seed Certification has four wings based on their functionalities viz.,

a.      Seed Certification

b.     Seed Inspection

c.     Seed Testing

d.     Training 

Seed Certification:

Seed certification is a regulatory process designed to secure, maintain and make available the prescribed levels of seed quality namely germination, physical purity, genetic purity and seed health. Seed Certification Department carries out the certification work in various seeds of crop varieties notified under Indian Seeds Act, 1966 in accordance with the provisions of the Seed Rules 1968.

Seed Quality Control:

The basic objective of the Seed legislation is to regulate the quality of seeds sold to farmers.  The Seed Inspection wing of the Department of Seed Certification implements The Seeds Act1966, The Seeds Rules 1968,The Seeds (Control) Order 1983 and thereby regulates the seed distribution in the State. Seed Quality control wing ensures distribution of quality seeds to farming community. For this purpose around 6200 Seed Selling Points located at various places in the state are inspected periodically and seed samples are drawn and sent for analysis to the notified Seed Testing Laboratory and based on the results legal actions are being initiated against the defaulters. Besides this the Seed Inspection wing also issue the licenses for Seed dealers under Seed (Control) Order 1983.

Quality control measures for the seeds that are distributed among the farming community through seed selling points are equally important for enhancing the agricultural production.

Seed Testing:

The Seed Testing is being carried out to analyse the quality of the seed lots. In Tamilnadu Eight notified Seed testing laboratories and one unnotified Seed Testing Laboratory are functioning with an annual capacity of testing 42000 seed samples. Besides certified seed samples from certification wing and official seed samples from Seed Inspection wing, the service samples sent by the farmers, seed dealers and Seed producers are also being tested in these laboratories.

The Seed Quality factors like Germination, Physical Purity, Moisture, Seed Health and admixture of Other Distinguishable Varieties are being analysed in the notified seed testing laboratories. Separate facilities to test seeds of transgenic crops like Bt. Cotton is also available in the notified lab attached to Directorate of Seed Certification. The Seed testing results are significantly important for the successful implementation of Seed Certification programmes and Seed Law Enforcement programmes.

Grow out test is conducted to determine the genetic purity of a given seed lot. The grow out test is conducted at Kannampalayam (Coimbatore) farm and at glass house attached to the Directorate of Seed certification. 

Training:

Human Resource development is one among the key factors for increasing productivity. An exclusive training wing functioning under Director of Seed Certification imparts following training Programmes. 

Orientation training:

Training is given to the newly joined technical Officers of this department on Seed Certification procedures, field inspections, identification of crop varieties, processing, sampling, tagging, procedures involved in Seed Testing, Seed Inspection Procedures and Seed Laws.

Refresher Training:

The already positioned technical officers of this department are trained on the latest techniques on seed production and on identification of newly released varieties.  

Training to Seed Producers:

The training is given on the seed production aspects to the seed producers. The training includes seed growers who are mostly small and marginal farmers below poverty line.

Quality control Training to Seed Dealers:

Training is also given to the seed dealers not only on the quality maintenance in storage and selling of seeds but also on the regulatory aspects of seed legislation.

CHAPTER 3

 Powers And Duties Of Officers And Employees

Director of Seed Certification:

Head of the Department of Seed Certification. He supervises the activities of Seed Certification, Seed Inspection, Seed Testing and training wing.  He is Appellate Authority specified by the State Government in accordance with Section 11 of The Seeds Act 1966 and clause 16 of The Seed (Control) Order 1983. Grievance of the Public with reference to quality of seed is also attended by Director of Seed Certification.

Joint Director of Seed Certification (Training):

Besides conducting regular training programmes for newly joined technical officers of this department, he also conducts refresher-training programmes for Technical Officer before the commencement of Khariff and Rabi season every year.  He also conducts educative training programmes for all other stakeholders in Department of Seed Certification namely Seed growers, Seed producers, Seed Dealers in various provisions of Seed laws, techniques in organising seed farms,. storage and distribution of seed to farming community. He also attends to deskwork related to Seed Certification, Seed Inspection and Seed Testing wing.

Deputy Director of Seed Certification:

1.Overall management and administration of certification activities within his jurisdiction and see that the seed certification procedures prescribed are strictly followed by the Seed Certification Officers and Assistant Directors of Seed Certification.  

2.Under taking supervisory inspections of certified seed production in general and foundation seed production in particular.

3.Issuing of confirmation of LFRs. 

4.Issuing of orders for re-inspection wherever applicable.   

5.Ensuring adequate feed back to the Director of Seed Certification.

6.Maintaining liaison with officials of the related department, institution etc. involved in certification programme.

7.Temporary deployment of Seed Certification Officers according to the exigencies of work with the knowledge of the Director of Seed Certification.   

8.Arranging and conducting seed Certification training to producer and seed certification staff.   

9.Preparing aids for crop identification.

10.Preparing of technical bulletin to Seed Certification Officers.  

11.Grant of permission for Certification in the name of grower after getting willingness letter from both.  

12.Issuing of permission for movement of field run produce to SPU using once used gunnies after examining the merit of individual cases.  

13.Inspecting the processing units. 

14.Conducting staff meeting of all Assistant Director of Seed Certification once in 2 months and conducting Regional review meeting of all SCOs and ADSCN once in 6 months. 

15.Conducting Producers meeting. 

16.Assessing tag requirements once in 3 months and maintaining buffer stocks (stocking, supplying etc.).  

17.Issuing permission for down grading of classes on the request of the producer.

18.Attending monitoring team inspection. 

19.Any other work assigned by Director of Seed Certification.

Assistant Director of Seed Certification:

1.Preparation of Annual Plan of work. 

2.Registering of application and accepting sowing report. 

3.Assigning S.C. Numbers and communicating the same to the concerned. 

4.Checking the accuracy of field inspections done by the Seed Certification Officers an supervision of re-inspections as ordered by the Deputy Director of Seed Certification. 

5.Issuing of Certificates. 

6.Issuing permission for re packing and bulking.  

7.Assessing the requirement of certification tags and other standard forms and arranging to get the supply through the Deputy Director of Seed Certification.  

8. Overall management, administration, supervision of Certification activities in his jurisdiction. 

9.Guiding the producer on seed Production techniques and arranging training.  

10.Receiving and communicating the seed testing result in time. 

11.Preparation and maintenance of Certification records and reports. 

12.Conducting staff meeting once in a month to assess and evaluate the work of Seed Certification Officers.   

13.Arranging training programs to Seed Certification Officers especially to the new comers, in certification work.  

14.Conducting supervisory inspections of certified seed production in general and foundation parental lines of Hybrid Production in particular.  

15.Inspecting Seed Processing Units.  

16.Granting permission for time barred parental seeds after conducting germination tests by Seed Certification Officer (Technical). 

17.Ensuring timely field inspections, processing and tagging by suitable reallocation.  

18.Feed back of important field level problems and observations to higher officials.

19.   Any special works assigned by the higher officials.  

Seed Certification Officers:

1.Under take timely field inspection of all the foundation / certified class seed productions allotted to him.

2.Under take processing of seed lots

3.Sampling the seed lot including resampling and sending to ADSCN.

4.Assigning lot Number and assessing the required number of tags for each lot.  

5Under take re-inspection in time.

6.Under take validation work in time.

7.Attending tagging, sealing etc., of seed lots. 

8. Prepare, maintain and furnish all the reports and registers expected to do. 

9.Guiding the seed producers on certified seed production. 

10.Conducting field level training, exhibitions, group contact, individual contact etc., to promote or increase area under certification and to inflict quality consciousness among producers.

11. Feed back of important field level problems and observations experienced by him to the higher officials.

12.Receiving, scrutinising and forwarding applications for the approval of ginning factories/processing plants. 

13. Maintain pocket notebook. 

14. Maintain reminder diary.

15. Fortnightly advance tour programme and monthly tour dairy shall be submitted to the Assistant director of seed certification.

16.Any other items of duties assigned to him by his higher officials.  

Assistant Director of Seed Inspection:

1. Assistant Director of Seed Inspection is also a notified Seed Inspector.

2. In addition to the duties of Seed Inspector given below, Assistant Director of Seed Inspection shall issue license to the Seed selling points in accordance with The Seeds (Control) Order 1983

3. Supervise the work of Seed Inspectors and take necessary steps to ensure quality seed distribution to the farming community.

4.Prepare and submit reports pertaining to Seed Quality control and distribution of seeds to the State and Central Government.

 Seed Inspectors:

1.a. The Seed Inspectors shall take samples from

i.                    any person selling such seed ; or

ii.                  any person who is in the course of conveying, delivering or preparing to deliver such seed to a purchaser or a consignee; or

iii.                a purchaser or a consignee after delivery of such seed to him;

b. send such sample for analysis to the Seed Analyst for the area within which such sample has been taken;

c.  enter and search at all reasonable times, with such assistance, if any, as he considers necessary, any place in which he has reason to believe that an offence under this Act has been or is being committed and order in writing the person in possession of any seed in respect of which the offence has been or is being committed, not to dispose of any stock of such seed for a specific period not exceeding thirty days or, unless the alleged offence is such that the defect may be removed by the possessor of the seed, seize the stock of such seed.

d. examine any record, register, document or any other material object found in any place mentioned in clause( c ) and seize the same if he     has reason to believe that it may furnish evidence of the commissionof an offence punishable under this Act; and

e. exercise such other powers as may be necessary for carrying out the purposes of this Act or any rule made there under,

2. The Seed Inspector shall inspect as frequently as may be required by Certification Agency all places used for growing, storage or sale of any seed of any notified kind or variety.

3.satisfy himself that the conditions of the certificates are being       observed;

4.send for analysis, if necessary, samples of any seeds, which he

has reason to suspect are being produced stocked or sold or exhibited for sale contravention of the Provisions of the Act or these rules:

5.investigate any complaint, which may be made to him in writing in respect of any contravention of the provisions of the  Act or these rules:

6.maintain a record of all inspections made and action taken by

him in the performance of his duties including the taking of samples and the seizure of stocks and submit copies of such record to the Director of Seed Certification or the Certification Agency as may be directed in this behalf;

7.when so authorised by the State Government  detain imported container which he has reason to suspect contain seeds, import of which is prohibited except and in accordance with the provisions of the Act and these rules;

8.institute prosecutions in respect of breaches of the Act and these rules; and

9.perform such other duties as may be entrusted to him by the State Government.

Seed Testing Officer:

1.On receipt of a sample for analysis the Seed Analyst shall first ascertain that the mark and the seal or fastening as provided in clause (b) of sub-section (1)of section 15 are intact and shall note the condition of the seals thereon.

2.The Seed Analyst shall analyse the samples in accordance with the procedures laid    down in the Seed Testing manual published by the Indian Council of Agricultural     Research as amended from time to time.

3.The Seed Analyst shall deliver in Form VII, a copy of the report of the result of    analysis to the persons specified in sub-section (1) of section 16,as soon as may be but not later than 30 days from the date of receipt of samples.

4.The Seed Analyst shall from time to time forward to the State government the reports giving the result of analytical work done by him.

5. To distribute the work among analysts (agricultural officers).

6. To make a final counting of germination test

7.To decide when retesting is necessary, using the tolerance tables

8.To make a final evaluation of physical purity, moisture, seed health and other   distinguishable tests.

9.The Seed analyst shall be responsible for checking that the work in the laboratory    moves properly and the quality of work is of very high order.

10.The Seed analyst would need to see that supplies are ordered in a timely manner; the equipments are being maintained properly and the seed samples and records are being kept satisfactorily.

11.The Seed Analyst is responsible for over all supervision of Seed testing work and the duties assigned to him under The Seeds Act. 

12.Perform any other duty assigned by the Director of Seed Certification time to time.

Agricultural officer (Seed Testing Laboratory):

1.To supervise work, equipment and supplies in the Purity section, Germination and Seed health section.

2.To ensure that samples are promptly prepared for and placed under analysis.

3.To do purity analysis.

4. To take reading of Germination test.

5.To ensure that samples for moisture determination are analysed immediately.

6.To make sure that samples are stored properly and maintained in good condition.

7.To maintain and develop a weed collection and crop-seed collection.

8.To make sure that proper methods are applied.

9.To check analysis report, forms before they are forwarded.

10.To ensure proper operation and functioning of equipment and maintaining relevant records related to equipments.

11. Guide laboratory assistant in their work.

12.To maintain records and registers pertaining to seed analysis.

13.Preparing reports for the purpose of sending to Government.

14.Perform any other duty assigned time to time.

Lab Assistants:

1.Mix and divide seed samples.

2.Prepare samples for germination.

3.Guide laboratory helper in their work.

4.Perform any other duty assigned time to time.

 Lab Helpers:

 1.Cleaning the laboratory equipments, furnishing, glass wares etc

2.Prepare the sand and paper media for germination test.

3.Help the laboratory assistants in the respective sections.

4. Perform any other duty assigned time to time.

 Administrative Officer:

Overall administration of office and drawing and disbursing officer.

Assistant Accounts Officer:

Guiding in matters related to finance and reconciliation of accounts and budget estimates. He is the internal auditor of the Department.

Superintendents, Assistants, Junior Assistants, Typist and Record clerk:

The main duties are to put up notes and drafts, maintain personal registers and also assist the technical officers in their section work. They are also expected to attend to routine items of work such as comparing, dispatching, indexing and docketing of closed papers. They shall also maintain prescribed periodical registers and put up reminders. Typists are expected to type notes and drafts and to fair copy all communications and to be dispatched.

CHAPTER 4

 Procedures Followed In Decision Making Process Including Channels Of Supervision And Accountability

 Generally, decisions are taken collectively during monthly meeting of Head of offices of this Department comprising of Joint director of seed certification (Training), Deputy director of seed certification, Assistant director of seed certification, Assistant director of seed inspection and Seed testing officers.

The functions of Deputy director of seed certification are supervised by Director of Seed certification. Deputy director of seed certification supervises the work of Assistant director of seed certification. Assistant director of seed certification in turn supervises the various activities of Seed certification officers.

Director of seed certification directly supervises work of Assistant director of seed inspection and Seed testing officers. In turn Assistant director of seed inspection and Seed testing officers supervise the activities of Seed inspector and Agricultural officer (STL) respectively.

Petitions and representations received from General public are also attended by Director himself and also through heads of offices concerned.

Such petitions are dealt according to merits and replies are sent to the petitioner either by Director of seed certification or by head of offices or by field officers concerned.

Individuals holding the posts in office are held responsible for delay as well as malpractices, if any. Tamil Nadu (Discipline and Appeal) Rules and Government Servants Conduct Rules serves as guide lines for fixing responsibilities on officers and employees.

CHAPTER 5

 The Norms Set By The Department

For The Discharge Of Its Functions

 The District Office Manual and Department Manual are two major guiding factors of Department and Service Manuals and financial codes are also used for matters related to service and financial procedures. The Manual on Seed Certification Procedure, Manual on Seed Inspection and Seed Testing Manual are guiding factors for technical matters. These guidelines ensure proactive response to the needs of the general public and in avoiding delays in disposal of public grievances and disposal of business. The functions of the Department are carried out in accordance with targets fixed by the State Government every year on various activities of the Department.

CHAPTER 6

 Rules, Regulations, Instructions, Manuals, Records Held By This Department Or Used By The Employees For Discharging Their Functions.

1. Manual on Seed Certification Procedures.

2. Manual on Seed Inspection.

3. Manual on Seed Testing.

4. District Office Manual.

5. Department Manual.

6. Tamilnadu State Subordinate Service Rules.

7. Tamilnadu Government Servants Conduct Rules.

8. Tamilnadu Government Pension rules.

9. Tamilnadu Government Financial Codes.

10. Special and Adhoc Rules.

 CHAPTER 7

 Categories Of Documents Held By The Department

 The Documents are maintained in accordance with the procedures narrated in the District Office Manual.

 CHAPTER 8

 Arrangements For Consultation With

The Public Regarding Policy Making

The feed back information from the various training programmes is considered in decision-making besides representations from the public directly to the head of the department, head of offices and field officers of this Department.

CHAPTER 9

 Boards, Council, Committees And Other Bodies Constituted By The Department.

 There are no statutory or standing committees have been constituted in the Department. To address the problems of various stakeholders of the department viz. Seed growers, Seed producers, Seed dealers etc.  Adhoc 

technical committees are constituted temporarily by Director of Seed certification as and when required.

CHAPTER 10

 Directory Of Officials Of

The Department Of Seed Certification

CHAPTER 12

 Budget Allocated To Each Of Its Agency, Indicating The Particulars Of All Plans, Proposed Expenditures And Reports On Disbursements Made.

                * Plan allocation relates to settlement of cost towards seed samples drawn for

                  quality check under Seed Quality Control.

 CHAPTER 13

 Manner Of Execution Of Subsidy Programmes, Including The Amounts Allocated And The Details Of Beneficiaries Of Such Programmes.

This department is operating no subsidy programmes.

CHAPTER 14

 Particulars Of Recipients Of Concessions, Permits Or Authorizations Granted By It.

 The particulars about the recipients of approval of Seed Processing Units and about recipients of Seed Selling Licenses are available with Head of office of Seed Certification and Seed Inspection wing concerned.

CHAPTER 15

 Details Available In Reduced Electronic Form.

 All details related to this Department of Seed Certification including this manual is available in CDs. There is also a website www.seedtamilnadu.com for any further details required by the general public.

CHAPTER 16

 Facilities Available To Citizen For Obtaining Information.

 One Public Information Officer (Joint Director of Seed Certification (Training)) is available at the head quarters to seek information. An Appellate Authority is also nominated to entertain appeals arising out of the information sought by the public.

CHAPTER 17

Name And Designation Of Public Information Officer

And Appellate Authority.

Public Information Officer:

Joint Director of Seed Certification (Training),

1424 A, Thadagam road,

G.C.T. Post,

Coimbatore - 641 013

Telephone: 0422 2432984

E mail id: jdscntraining@yahoo.co.in

Appellate Authority:

K. Ragunathan, B. Sc. (Ag.),

Director of Seed Certification,

1424 A, Thadagam road,

G.C.T. Post,

Coimbatore - 641 013

Telephone: 0422 2432984

Fax: 0422 2457554

E-mail id: dsctn@rediffmail.com