Estd: Circa 1863

Sub Collector Office Manual

Cheranmahadevi Division
Tirunelveli District

Aims and objectives of the Organization

 (GO Ms 581 – Revenue Department 03.04.1987)

Core Functions
1. Issue of ST Certificate

Primarily three Scheduled Tribes are seen in this division

 Kanikkaran: Karaiyar and Servalar belts in Mundanthurai range. First and
second generation certificates have been issued. Third generation underway.
Records are more or less clean in the office.
 Kaniyan: Christian Kaniyans in Vadakkankulam village of Radhapuram Taluk
and Hindu Kaniyans in Cheranmahadevi and Ambasamudram taluks. Performs
koothu. First generation certificates issued. Records available in the office.
 Kattunayakan: Spread across the division. Similarities between Kuluvan which is
not listed as a ST. Decision pending with Government. Thorough field
verification needed

Detailed literature and characteristic features of each tribe are available with the concerned
seat along with relevant GOs in Stock File. The book Castes and Tribes of South India by
Edgar Thurston and the District Gazetteer are available in the Sub Collector Office Library.

Issues: Cases where wards of inter caste marriage request for ST certificate and migration
to urban centers. Conduct enquiries in a time bound manner. Detailed field enquiry
necessary. Refer GOs in stock file.

2. Issue of Destitute Widow Certificate

GO available in Stock file. Field inspection is mandatory to identify right cases. Keep a
tight deadline of 7 days for Tahsildar/RI report. Review strictly during Taluk review
meetings.

Issues: Wherever the educational qualification/age of the applicant do not meet

employment criterion for government jobs this certificate is useless. Issue Widow pension
on the spot

3. Cases under 174 (3) CrPC

Standard formats available in stock file. Routine procedure.

4. Exercise powers vested under 107-110 CrPC

Standard formats available in stock file. On receipt of FIR, proceed under section 111
CrPC. Detailed guidelines available in stock file. Keep a good rapport with DSP to identify
cantankerous cases and use Sec 122 to be “be committed to prison” (Yes you can send
him/her to Jail. Separate format available for letter to Jail Superintendent)

5. Exercise powers vested under 133

Standard formats available in stock file. Follow procedure scrupulously. Conduct
detailed enquiry before making orders absolute. Follow up on High Court stay petitions.
6. Exercise powers vested under 145-146 CrPC
Standard formats available in stock file. Follow procedure scrupulously. Conduct
detailed enquiry before making final orders. Follow up on High Court stay petitions.

7. Tribunal under Maintenance and Welfare of Parents and Senior Citizens Act, 2007
Standard formats available. Read sections 123 – 125 of CrPC to get a preliminary
idea.
Issues: In cases where reconciliation is possible refer to District Social Welfare Officer
(DSWO) for the same (Refer the Act and Rules)

8. Functions as ERO
Summary revision cycle from July – Jan every year. National Electoral Roll Purification
(NERP). Refer ERO Hand book for clarifications. Special camp inspection to be carried
out. Ensure all BLOs are alive!

9. Functions as Returning Officer for Assembly elections and ARO for parliament
Refer RO Handbook and ECI circulars

10. Conduct of Jamabandhi

Refer detailed guidelines issued by CRA. Available in stock file. Redundant activity if
Taluk office is reviewed regularly.

11. Appointment and establishment matters of VAO and Village Assistants

 Sub Collector is the appointing authority. For annual transfers counseling to be

conducted every July based on A village and B village postings. Issue posting
orders the very same day. GO available in stock file.
 Ensure prompt Service Regularisation & Probation Declaration. Pension
proposals to AG to be streamlines
 Training and e Governance kit for new VAOs
 (Read relevant rules). Pass final orders in all 17(a) and 17 (b) cases in a time
bound manner.
 For Village Assistants keep a tab on selection process by Tahsildars. GO available
in stock file

Issues: Any disciplinary action on VAOs leads to a strike by VAO Association. Collector’s
support critical in this aspect.

12. Appellate authority under Tamil Nadu Patta Pass Book Act, 1983
Proper court timing necessary. Pass speaking orders. Patta Transfer Appeal
Management Software (PTAMS) to streamline the process.

13. Authorizing and assigning officer under Land Reforms Act (Refer Handbook)
 Updation of Master Registers (MR) I to IV
  Proposals under rule 37(A) and 37(B). Maximum cases in Radhapuram Taluk
 Regarding Bhoodan Land various stages involved are declaration,
confirmation, registration and Patta Transfer. Get pendency in all 4 stages
and review.

14. Competent authority in TN Irrigation Works (Construction of Field Bothies) Act,

1959
Relevant for irrigation channel disputes in Radhapuram and Nanguneri Taluks.
Ambasamudram and Cheranmahadevi irrigation systems are well defined.

15. Grant of Accident Relief Scheme

Sub Collector is the sanctioning authority. Update the sanction registers. Check for
previous audit objections if any.
Issues: Proposals from DSP not as per seniority. Demand based allotment of funds
not followed. Keep writing to Collector for sufficient funds. Scrutinize Forms I to VI
scrupulously.

16. Role as Collector under the Indian Stamp Act and work relating to Court Fees Act
Orders to be passed in pending proposals.

17. Renewal of Form 24 under Explosives Act

One time inspection of all shops. Recommend for cancellation to DRO if violations
noticed.

18. Land Acquisition if appointed as LAO

Land Acquisition Manual and GOs available in sub Collector office library.
 Tamil Nadu Highways Act, 2001
 Tamil Nadu Acquisition of Land for Industrial Purposes Act, 1997
 Tamil Nadu Acquisition of Land for Harijan Welfare Scheme Act, 1978
 Land Acquisition Act, 1894
Refer back files to understand the procedure. Master register will give a fair idea of the
entire process. Field inspection to be undertaken after a detailed appraisal by Land
requisition authority about the detailed project report and Keyline sketches of the
alignment, eg. AE Highways to brief about the layout sketch of the proposed road.

Issues: Long pending post award cases and Execution Petition (EP) cases. Be careful
when preparing Joint Cost Statement and fixation of Land Value. Plenty of fraud happens
to escalate land value.

19. Mining and Powers under Rule 36 – TN Minor Mineral Concession Rules, 1959

Mining manual and detailed write up on Major minerals available in the Library. Beach
sand mining of Garnet, Illuminite and Rutile by the following companies in 7 villages of
Radhapuram Taluk
 VV Mineral
 IOGS
  BMC
 IMC
 Transworld Garnet

Effective enforcement by filing FIR under IPC 379, Section 21 MMDR Act and Section 4 of
Tamil Nadu Public Property (Prevention of Damage and Loss) Act, 1992. Imposition of
penalty under Rule 36 not an effective method.

20. Powers under Scheduled Tribes and Other Traditional Forest Dwellers
(Recognition of Forest Rights) Act, 2006
Refer relevant provisions under the act. Case is pending in Madras High Court with
respect to issue of Patta to Kani settlement in Mundanthurai. Survey work completed

21. Appellate Authority for Encroachment Evictions as per GO(Ms) 540, Revenue
Department
Refer GOs and stock file circulars.

Monitoring and Recommending Functions

1. General supervision of work of Tahsildar, Deputy Tahsildars, Revenue Inspectors,
VAOs and other revenue staff
Standard review formats available for each review. Head Quarter Deputy Tahsildar
(HQDT) critical for the effective functioning of Taluk office – Establishment and
certificates. Generate pendency from Taluk Petition Monitoring System software.
Additional DT to be reviewed for all land related files. Certificate pendency to be kept
less than 40 in all Taluks. Inspections of Common Service Centres (CSC) by RI and Zonal
Deputy Tahsildar (ZDT) for which formats are available.

2. Quarterly inspection of SSS section of Taluk office

Check out https://oap.tn.gov.in/index.php with Sub Collector login to get
statistics of the following schemes in division and review the performance.
 Indira Gandhi National Old Age Pension.
 Indira Gandhi National Widow Pension.
 Indira Gandhi National Disabled Pension.
 Destitute Widow Pension.
 Destitute / Deserted Wives Pension.
 Differently Abled Pension Scheme.
 Un-married Women Pension.
 Chief Minister's Uzhavar Pathukappu Thittam Old Age Pension

Any Deserving OAP case during field inspections to be sanctioned immediately. The
usual excuse given by SSS (Tahsildar) is the necessity for BPL number. This can be
obtained by placing a call to BDO. Liaison with Lead Bank Manager to sort out issues
with Banking Correspondences

3. Supervision of Mass Contact Programs and grievance days

 Effective conduct of Mass Contact Programs will increase the reputation and good will.
Tahsildar to carry laptop and printer with net connection. Online certificates/Patta to
be sanctioned on the spot.

4. Works relating to rehabilitation of Sri Lanka repatriates

Three Sri Lankan refugee camps are there in the division. Inspection once a month.
Liaison with Q Branch inspector and Refugee Tahsildar.

5. Disaster management and relief measures

Koodankulam Nuclear Power Plant Offsite Emergency Drill preparedness plan available
in library. Cyclone shelters in Koothankuly to be inspected. CBDR team at Collectorate to
brief regarding the preparedness status and past history of disasters. Write up on 1992
floods useful to under the Karaiyar and Servalar dam management. Six dams in the
division. PWD (WRO) , AEE to be contacted to understand the basin jurisdiction of
Tamirabharani and Chittar. All maps and Compendiums available.

6. Inspection of Land Transfer, Assignment, Land Alienation and Exchange of Land

cases

Detailed formats and checklists available. Specifically assign targets to Additional DT

and not the Tahsildar. Sub Collector office to follow up with forest and PWD
departments for trees and building value to speed up the process

7. Inspection of special Irrigation works

River linking project project to be reviewed through Special Tahsildars appointed in
Ambasamudram and Nanguneri taluks.

8. Civil Supplies

9. Inspection of permanent and touring cinema theatres

10. Inspection of Survey stones
11. Periodical inspection of village accounts and Azmoish
12. Exercise of powers under Explosive Act, Arms Act and Petroleum Act
13. Administration of Pawn Brokers Act
14. Various powers under RSO
15. Drought/Flood Damage report to Government
16. Mines Lease report
17. Inspection of bonafide claims in Natham Poramboke vacant site
be better explained within the administrative hierarchy of Revenue Dept – CRA, CLA, COSS
and CLR. Jurisdiction: Usually 2 – 4 Taluks but in some places 1 taluk is also there and in
some places 5-6 are also there.

I. Commissioner of Revenue Administration:

6. eDistrict – Certificates. Sub Collector is the issuing authority for ST certificate – Visit
homes and confirm with all background check.

7. School Certificates – Data entry by Nodal schools – Documents collection in respective

schools.

9. Law and Order – Ensure that it is handled by Tahsildars. If it comes to your level, it’s a
failure of the system or it must be too extreme a task. Keep a list of troublesome villages and
try to know history – some villages are historically troublesome for some temple festival or
other rivalries. Don’t rush to spot unnecessarily – 95% -98% Tahsildar should manage.

10. NPR – Aadhar enumeration – have a look at coverage

11. Adangal – crop stats.

12. Certificates – Legal heirship and other misc.

13. Licenses at Tahsildar level – Public building license, Pawn brokers license etc.

14. GO Ms 29 dated 13.01.2016 Grievance redressal monitoring system – TOPMS –

acknowledge all petitions received in all Revenue dept offices through this system. It has
facility to give application at CSC also. You can encourage it.

II. Commissioner of Land Administration

1. Get basic rules of Land Transfer/Alienation/Lease – Watch out for all pending cases and
prepare plan of action for clearing – these delays hamper projects implementation. Check
uncollected leases and collect.

4. Patta Transfer – Deal with Natham patta manually – Check RSO15.

5. Online Patta Transfer – mentioned under COSS.

6. Free House site Patta distribution – check out your division target – As far as possible, try
for genuine implementation.

8. Encroachment – Act and 540 G.O. – Appeal and Revision committees are there – check –
Steering Committee at district level formed in 2001 and still functioning – part of DRA
meeting mostly.

9. Government Land Register – It is there online for every village, corrections are needed in
some entries – check out.

2. Land Reforms Act –

IV. Commissioner of Survey and Settlement:

1. Online Patta Transfer – All provisions are there but system is yet to show results to
masses.
2. Town survey – Few Towns modern survey with GPS is going on – Learn and monitor. 3.
Town Settlement – Around 78 Towns under progress – Check if one such exists in your
subdivision and monitor.

4. Collabland – It’s a mapping software. FMBs can be drawn. Going on since 2005. Meet MT
in AD survey office and learn basics. Work is going on at district level. Check for your
subdivision and complete. If it is done, map can be printed on the back of Chitta.

5. Natham and Town OPT pilot Taluks are selected – check progress.

6. In few Taluks, agricultural land settlement is also under process. Check out.

7. Monitor progress of digitization of Natham, FMS and Town records. Survey officers will
tell it is 100% completed – Pls check the details – learn work flow – data entry, verification
by comparing with manual records – Approval.

V. Other Departments work but nodal department is Revenue at field level:

1. Civil Supplies: new system is introduced, entitlements are changed – look from Godowns
to public home reaching supply chain. Wherever it can be corrected, try. Mere inspections
won’t give results. Challenges in implanting NFSA – POS – Aadhar seeding. New cards –
mutations like deletion, addition, migration etc.

VI. CrPC:

Schedule 1 hr per week to hear magisterial cases related to 107, 109, 110, 145/146 sec
depending on the case load.

1. 107, 109 and 110 – FIR will be sent by police for trail. Check out – Tahsildar also can try –
Delegate to Tahsildar if not already done by predecessors.

2. 145, 146 - FIR will be sent by police for trail.

3. 174(3) – Takes at least half a day. Beginning one day also may take. Clear reports to DSP-
preferably one week after the date of enquiry so that memory will be fresh about case.

VII. Other Acts:

1. Goondas Act – report needs to be sent – Check carefully – if any motivated case – w/o
any hearing it detains people – highly careful – trouble mongers no hesitation recommend.
2. Explosives Act – Sulphur transportation permit NOC for Sugar mills etc. Crackers –
manufacture, storage and selling.

3. Arms Act

4. Mines and Minerals: Check out the major and minor profile of subdivision – get approved
mines list from AD Mines office – Make a visit to comprehend the scope of mining activities
–watch out for any irregularities – Establish proper information network – plan and execute
enforcement activities. Geo-fencing is mandated by GoI for Major minerals – check it.
5. Bonded Labour System Abolition Act 1976 – Assess the occupations prone to bonded
labour and make a visit to such places. 6. Prohibition of Child Marriage Act 2006 – Look out
for places with high incidence of child marriage – create awareness for prevention – enforce
act with DSWO/Police help – More the auspicious muhurthams and more chances of child
marriages – No need to pity if a marriage is stopped. Ensure education of Girl after stopping
the marriage – Follow up till she completes 10/+2. You can try for vocational courses also.

VIII. Building maintenance fund:

Get sanction copy from PAG – demand for proportionate quota for your subdivision and do
useful repairs in RI/Taluk/Divisional offices. There is separate 50000/- sanctioned for VAO
office special repairs. Prepare the list of priority items for VAO office like electricity,
flooring, water, toilet etc and get it done. RD department can be preferred for VAO office
repairs than PWD – Needs special permission from CRA. Most likely that your district
might have opted for it. Pls chk.

IX. Other work:

1. Patient Welfare Society – Visit PHCs and find out status. A visit to BMO in Block PHC
will make things reasonably clear.

2. Try to solve developmental issues – Just with persuasion since there is no administrative
control.

3. TNPSC/Bank coaching may be organized for unemployed youth. Job fairs with help of
PO(Mathi/NRLM) or PO(Pudhu Vazhvu).

4. Many things can be done with persuasion with other departments and Collector. Try you
innovative skills and luck in all other branches of Government.

First 100 Days:

1. Explore Geographical Territory.

2. Get a full picture of administrative units, Survey and Settlement history.

3. Pendency reports of all above items of work and plan for completion with reasonable
timelines. Fix priorities and execute – it may not be possible to reduce all pendency
simultaneously since same set of subordinates have to all works.

4. Try to establish standard protocol and timing for visitors, enquiries and meetings. Better
not to call for ad hoc meetings and inspections unless there is urgency. Half day inspection
and half day office enquiries may be a good strategy.

5. Fix up schedule of inspections per week and share with all concerned.

6. Try to understand statistics – ration card numbers, SSS pension beneficiaries, Voter
details, Land records, socio-economic composition of division & district.

7. Mark out trouble making or frequent disturbance creating villages and try to understand
dynamics. Every issue may have long drawn history.
8. Locate vulnerable sections of population – plan for service delivery to them – Revenue
service to them first.

9. Streamline School certificates, edistrict, Accident relief scheme – Better not to change
existing practices immediately – Understand issues, gaps and then re-organise.

10. Look for IT applications and OPT, Land Proposal Monitoring System, GLR database,
PDS- TFMS software, GDP, edistrict – Certificates, SSS, PTAMS etc
 Establishment
Organization Chart

Sub Collector

PA to Sub Collector Head Assistant

A1 A3 A4 B1 A2 B2 B3
Assistant
Assistant Assistant Assistant Assistant Assistant Assistant

Allocation of Business: Officer Order

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Patta Transfer: Who s land is it anyway?

From the day you land up in the division the word patta will give you enough sleepless nights.
UDR, Natham, 2C, Kanini patta, RI patta, 2 acre patta, Ilavasa patta, Inam patta and even
Maharaja Patta the varieties are many. All that you can do for the first few weeks receiving these
patta petitions is give the public a resounding reassurance “Kandippa paniduvom”. Rest assured
80 percent of these petitions have a catch – either planted by the land brokers or our own staff
to measure the naivety of the young officer.

You fall for the trap, which invariably all of us will is the beginning of a series of revelations.

Revelation No: 1

A patta costs anywhere from Rs 1,000 to Rs 2, 00,000. The “invisible hands” that set the market price
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17. epYit jd;gjpNtL
18. fhyKiw gjpNtL
19. epidt+l;L gjpNtL

m3- guhkhpf;Fk; gjpNtLfs;

20. jd;gjpNtL
21. epYit jd;gjpNtL
22. jd;gjpNtl;bd; njhlh;Fwpg;NgL
23. fhyKiw gjpNtL
24. epidt+l;L ;gjpNtL
25. epykhw;wk;/epychpikkhw;wk; ,Ug;G Nfhg;G
 26. epyvLg;G ,Ug;G Nfhg;G
27. Fj;jif/topj;jPh;it gjpNtL
28. FNlhd; chpkk; GJg;gpf;Fk; gjpNtL
29. jPh;g;G gjpNtL
30. rhiytpgj;J epthuzk; toq;Fk; gjpNtL

m4- guhkhpf;Fk; gjpNtLfs;

31. Fw;wtpay; tof;Ffs; njhlh;ghd gjpNtLfs;

107 Register
110 Register
145 Register
174 Register.
32. fdpktpjpapd;fPo; ifg;gw;wg;gl;L tpLtpf;fg;gLk; thfdk; njhlh;ghd Gfhh;.
33. gl;lhR rpy;yiw tpw;gid nra;a gbtk;-24y; cs;s chpkq;fs; GJg;gpj;jy; njhlh;ghd gjpNtL
34. jd;gjpNtL njhFg;Gfs;.

M1- guhkhpf;Fk; gjpNtLfs;

35. jd;gjpNtL
36. epYit jd; gjpNtL
37. jd;gjpNtL-njhlh;Fwpg;NgL
38. epidt+l;L ehl;Fwpg;G
39. Kf;fpa Mtzj; njhFg;G
40. fhyKiw mwpf;if gjpNtL
41. nuhf;f gjpNtL
42. nfhLglh rk;gs gjpNtL
43. Salary-70 gjpNtL
44. Non-Salary-70 gjpNtL
45. Pay Bill Register (All staff)
46. Pay Bill Register (Sub Collector)
47. T.A. Bill Register
48. Increment Register
49. Other Contingency Register
50. Election Bill Register
51. Reconciliation (xg;gha;T) gjpNtL
52. Log Book Register
53. tUif gjpNtL
54. tUif gjpNtL njhlh;Fwpg;NgL
55. Kiwg;gzp gjpNtL

M2- guhkhpf;Fk; gjpNtLfs;

56. jd;gjpNtL
57. epYit jd;gjpNtL
58. jd;gjpNtl;bd; njhlh; Fwpg;NgL
59. epidt+l;L ehl;Fwpg;G
60. Kf;fpa Mizj; njhFg;G
 61. tof;Ffs; jdpg;gjpNtL
62. Mf;fpukpg;G njhlh;ghd Nky;KiwaPl;Lg; gjpNtL
63. fhyKiw mwpf;if gjpNtL

M3- guhkhpf;Fk; gjpNtLfs;

64. jd;gjpNtL
65. epYit jd;gjpNtL
66. epidt+l;L gjpNtL
67. jd;gjpNtl;bd; njhlh; Fwpg;NgL
68. Kf;fpa Mizj; njhFg;G
69. kiof;fhy gjpNtL

,1-jghy; gphpT vOj;jh; guhkhpf;Fk; gjpNtLfs;

70. gfph;khd gjpNtL kw;Wk; mjd; njhlh; Fwpg;NgL

71. gjpTj;jghy; gjpNtL kw;Wk; mjd; njhlh; Fwpg;NgL
72. khtl;l Ml;rpj;jiythpd; kf;fs; Fiwj Ph;f;Fk; ehs; kDf;fs; gjpNtL kw;Wk; njhlh;
Fwpg;NgL
73. khz;GkpF Kjyikr;rh; jdpg;gphpT kDf;fs; gjpNtL kw;Wk; njhlh; Fwpg;NgL
74. rhh; Ml;rpah; kf;fs; Fiw jPh;f;Fk; ehs; kDf;fs; ;gjpNtL
75. kWftdpg;G gjpNtL
76. jfty; mwpAk; chpikr; rl;lk; gjpNtL kw;Wk; njhlh; Fwpg;NgL
77. jfty; mwpAk; chpikr; rl;lk; Nky;KiwaPL gjpNtL kw;Wk; ;njhlh; Fwpg;NgL
78. Neh;Kf fbj gjpNtL kw;Wk; njhlh; Fwpg;NgL
79. rpwg;G jghy; gjpNtL kw;Wk; njhlh; Fwpg;NgL
80. tptrhapfs;;;;;;;;; Fiw jPh;T kDf;fs; gjpNtL
81. epYit gfph;khd gjpNtL
82. fhNrhiy toq;Fk; gjpNtL

,2-gjptiw vOj;jh; guhkhpf;Fk; gjpNtLfs;

83. cs;Sh; kw;Wk; ntspa+h; jghy;fs; mDg;Gif gjpNtL

84. khtl;l Ml;rpah; kw;Wk; tl;lhl;rpah; jghy;fs; mDg;Gif gjpNtL
85. mQ;ry;top cs;Sh; kw;Wk; ntspa+h; jghy;fs; gjpNtL
86. jpdrhp gjpTjghy;> tpiuTjghy; gjpNtL
87. xUq;fpize;j cs;Sh;> ntspa+h; kw;Wk; gjpTj;jghy;fs; mDg;Gif gjpNtl;bd; njhlh;
Ma;Tf;Fwpg;NgL.
88. mQ;ry; tpy;iy ,Ug;G gjpNtL
89. gjptiwapy; cs;s Nfhg;Gfis guhkhpj;jy;.

RUf;nfOj;;;jh;/jl;lr;rh; guhkhpf;Fk; gjpNtLfs;

90. jkpo; nrt;itg;gb gjpNtL

91. Mq;fpy nrt;itg;gb gjpNtL
92. jkpo;> Mq;fpy nrt;itg;gb gjpNtl;bd; njhlh; Fwpg;NgL