RESTRICTED.
File No.4302/47.
Colonial Secretariat,
Hong Kong•
25th November, 1948.
SECRETARIAT ADMINISTRATIVE CIRCULAR NO. W.
Statistical Leave Return
97
It has been decided, with effect from 1.1.49, to discontinue the monthly returns of Leave of Absence (Short G.0. 154) and Leave of Absence (Sick) and the Annual return of Sick, Invaliding and Death Rates of European officials hitherto rendered by Heads of Departments to the Colonial Secretary and Director of Medical Services respectively under G.0.222 and Appendix I to General Orders, and to introduce in their place a new system for the registration and compilation of statistics in respect of leave so as to determine its relation to sickness in various occupation groups.
2.
For
In order to make the procedure as simple as possible two special forms have been printed: G.F.113 "Leave Return" " and G.F.112 "Officer's Permanent Leave Record". ease of reference, a copy of each is attached. forms may be obtained by Departments from the Controller of Stores on indent in the usual way.
3.
Additional
Procedure to be adopted is as follows:
(a) Action by Departments.
(i) In the first instance it will be necessary for depart- ments to insert (in block letters) the particulars required in the top portion of form G.F.112 two of which will be made out for every officer in the department with the exception of purely casually employed daily labour. The squares along the top edge of the form and the spaces provided in the columns for details of leave should be left blank and no entry should be made against the item Statistical Office Code No." which will be notified to departments later. Details of all leave taken by each officer with effect from 1st January, 1949, will be entered in G.F.113 which will be completed in duplicate. Care must be taken to ensure that the dates are correct and that in the case of sick leave the nature of the diseases or sickness has been correctly expressed in the manner recorded by the Medical Officer who signed the sick leave certificate at the time. The original of both forms will then be forwarded to the Director of Medical Services and the duplicates retained in the officer's personal departmental file. Neither form is required until the officer concerned has actually taken leave.
(ii) On all subsequent occasions on which leave of any kind is taken the department will record the details on G.F.113 and forward it without delay to the Director of Medical Services. Normally the form will not be forwarded until the officer has completed the period of leave which has been grant ed to him but in any case of prolonged leave, details will be forwarded at the end of every three months Nil returns are not required. The fact that details of leave have been reported by other means, e.g. by letter, or that such details are already known in the Medical Department
will
To: Heads of Departments.