Recording & Alteration of Date of Birth (Andhra Pradesh Government Employees)

1Recording of Date of Birth

At the time of entry into Government service, the employee's date of birth must be declared and supported by appropriate records/evidence.
The Head of Office / officer maintaining the Service Register shall examine the declaration and the available evidence.
The date of birth shall be determined and entered in the Service Register within the prescribed period.
If the date determined by the authority differs from the employee's declaration, the employee must be given an opportunity to make a representation before the final order is passed.
If the employee fails to submit the required declaration within the prescribed time, the authority shall determine the date of birth on the basis of available evidence, after giving an opportunity for representation.

Final & Binding

Once determined and entered in the Service Register, the date of birth is final and binding.

2Alteration of Date of Birth

Alteration Not Ordinarily Permitted

Alteration of the date of birth already recorded in the Service Register is not ordinarily permissible.

Important exception:

Alteration may be made only in cases of bona fide clerical error and under competent Government orders.

3Important Restriction — Subsequent Change in School Records

A subsequent change in the date of birth in School / College / University records does not automatically entitle a Government employee to change the date of birth recorded in the Service Register.
The date of birth recorded in the Service Register on the basis of the records/evidence available at the time of entry into service remains final.
A subsequent alteration in school records shall not, by itself, be a valid ground for alteration of the Service Register entry.

Important

The Service Register entry made at the time of entry into service prevails over later corrections in educational records.

4Civil Court / Tribunal Orders

Civil Court Decree and Service Record

Under the provision reproduced in the source material, a Civil Court decree relating to alteration of date of birth in School/University records is not, by itself, to be taken into consideration for altering the date of birth in the Government Service Record, where such alteration would be contrary to these Rules.

Reference: G.O.Ms.No.383, Finance & Planning (F.W.-F.R.I), dated 12-11-1993.

5Employees Appointed Before Commencement of the Rules

Where the Service Register had not yet been opened, the date of birth shall be recorded in accordance with the procedure prescribed under Rule 2.
Employees whose date of birth had already become final under the rules applicable before the commencement of these Rules are not entitled to claim alteration merely under the new Rules.

6Cases Pending When the Rules Commenced

Pending applications for alteration of date of birth were to be dealt with on the basis of the school/college records relating to the employee's age at the time of entry into service.

7Cases Involving Tribunal Stay Orders

Tribunal Stay Orders

Where an employee obtains a stay order concerning alteration of date of birth, the Government / departmental authorities should take appropriate legal action in accordance with the court/Tribunal proceedings.
If the request for alteration is ultimately rejected, retirement and pensionary consequences shall be dealt with according to the applicable rules and the orders/judgment.
If the employee succeeds, the consequential service benefits shall be regulated according to the final decision and applicable rules.

8Alteration in School Leaving Certificates

The Director of School Education is empowered to entertain corrections/alterations in completed certificates.
Applications for alteration in the specified completed certificates were not to be entertained after three years from completion of the course.

Reference: G.O.Ms.No.430, Education (E.E-I) Department, dated 31-12-1992.

Key Takeaways

Record the date of birth carefully at the time of entry into service.
Verify the supporting records before making the Service Register entry.
Once finally recorded, the date of birth is generally final and binding.
Subsequent changes in school records do not automatically change the Service Register entry.
Alteration is restricted to the circumstances permitted under the applicable Rules/Government orders.

Government Orders / References

G.O.Ms.No.165, Finance & Planning (F.W.-F.R.I), dated 21-04-1984
G.O.Ms.No.383, Finance & Planning (F.W.-F.R.I), dated 12-11-1993
G.O.Ms.No.94, Finance & Planning (F.W.-F.R.I), dated 15-03-1994
G.O.Ms.No.430, Education (E.E-I) Department, dated 31-12-1992
Govt. Memo No.30894/554/FRII/74-I, Finance & Planning, dated 10-02-1970
G.O.Ms.No.52, Finance & Planning (F.W.-F.R.I), dated 10-02-1976

This page is a simplified reference based on the Government Orders/rules cited above. In case of any doubt or conflict, the original Government Orders and applicable rules/orders shall prevail.