H39 The concssions listed at (a) and (b) in Rule H38 above are subject to the following conditions :- (a) Each Staff Association or Union should submit annually to the Permanent Secretary or Head of Department concerned , a list of names of the Department's empoyees who are office bearers in the Organisation's Executive body as well as a list of these employees who are holders of the offices of the Branch President, Branch Secretary and Shop Steward to whom special leave or time off should be granted for the purposes stated at H38(a) and (b) above ; any changes in the lists should be notified as soon as possible after such changes occur ; (b) All applications for grant 0f special leave (or time off ) on behalf of the employees involved should be made to the Permanent Secretary or Head of Department concerned by the Secretary of the particular Staff Association or Union ; such applications to be made well in advance (normally not less than three days) of the date for which special leave ( or time off ) is required ; (c) Public Servants should not leave their posts before the approval of the Permanent Secretary or head of Department concerned, or in his absence that of a dulyauthorised public servant is obtained , but in emergencies such as Executive meetings summoned in an emergency , or the occurence of disputes requiring urgent investigation by union officials, applications granted by the Supervisor of the Public Servant concerned ; such approval in respect of monthly paid empoyees only , to be reported immediately to the Permanent Secretary or Head of Department . (d) The grant of applications for special leave (or time off ) must be always subject to the exigencies of the Service.