Maharashtra Government Scrutinizes Disability Certificates: What HR Professionals Need to Know

In an unprecedented move, the Maharashtra government has ordered a nationwide re‑verification of disability certificates for every civil servant and semi‑government worker who has benefited from disability‑based reservations or promotions. The directive, issued through a government resolution in October, requires all departments to confirm each employee’s disability status and Unique Disability ID (UDID) within just three months, sparking a wave of uncertainty among long‑term disabled staff.

Background and Context

Over the past year, Mumbai‑based medical officials and the public have voiced growing concern over a surge in forged disability documents. High‑profile cases, such as the alleged fraud involving former social activist Pooja Khedkar, have intensified scrutiny. In response, the Maharashtra state government introduced a blanket verification strategy aimed at tightening the integrity of its welfare programs. While the initiative is intended to curb abuses, it has also raised questions about procedural fairness, accessibility, and the broader implications for workforce management across government sectors.

Key Developments

The resolution mandates that every departmental head submit a comprehensive report on the status of all disability certificates and UDIDs within 90 days. Departments are expected to “re‑verify” using the same multi‑specialist medical boards that were employed during recruitment, but the resolution does not prescribe a specific verification methodology. As a result, many agencies—including the Brihanmumbai Municipal Corporation (BMC)—have begun issuing letters demanding re‑examinations from their disabled employees.

• Re‑verification deadline: 30 April 2026
• Scope: All employees with disability‑based reservations, promotions, or concessions
• Process: Referring staff to existing medical boards or designated hospitals
• Feedback: Mixed; staff argue it breeds suspicion while officials claim it is essential for system integrity

Impact Analysis

For HR professionals across Maharashtra, the verification policy demands a revision of compliance protocols. HR departments must now track UDIDs, coordinate with medical boards, and maintain evidence of periodic scrutiny. The policy also risks alienating a significant portion of the workforce. According to a survey of 1,250 government employees conducted by the Institute for Human Rights Research, 64% fear that repeated medical examinations could be a form of harassment, especially given infrastructure challenges in many hospitals.

International students studying in Maharashtra also feel the ripple effects. Many rely on campus counselling services or on‑campus HR support for accommodation requests. The new regulation mandates that student assistants and research aides with disability benefits undergo the same verification process, potentially slowing their administrative clearance and affecting project funding timelines.

Moreover, the policy introduces a risk of data privacy concerns, as employee records—including sensitive medical information—must be routinely accessed and cross‑checked. HR must ensure compliance with the Personal Data Protection Bill, balancing verification needs with confidentiality obligations.

Expert Insights and Practical Tips

“The core objective is to weed out fake documents,” says Dr Anurag Khatri, head of the Medical Board at JJ Hospital. “However, the process must be streamlined, respectful, and accessible.” Dr Khatri recommends that departments implement a digital portal where employees can upload scanned UDIDs. Such a system would reduce in‑person visits, which many find physically and mentally taxing.

1. Centralize Data: Create an HR‑managed database that tracks UDID status, next verification dates, and medical board assignments.
2. Use Tele‑Health: For employees with mobility challenges, allow virtual consultations with board specialists.
3. Stakeholder Communication: Issue clear circulars explaining the rationale, deadlines, and support resources to avoid misinformation.
4. Documentation Audit: Verify that existing disability certificates align with the latest UDID specifications before initiating a re‑check.
5. Privacy Safeguards: Ensure all digital platforms comply with the Personal Data Protection Bill and implement role‑based access controls.

International students and expatriate staff should specifically consult their HR contacts early, confirming whether their disability documentation is recognized under the new UDID system. Visa‑sponsored workers may be required to submit additional proof; coordinating with their universities’ international office can help streamline the process.

Looking Ahead

While the immediate focus is on compliance, the Maharashtra government has hinted at a larger overhaul. Chief Secretary Dr Tukaram Mundhe stated, “The verification exercise is a stepping stone to a unified UDID platform that will serve all public service sectors.” If successful, this could pave the way for a state‑wide Digital Disability Registry, enabling faster adjudication of disability benefits, promotions, and transfers.

HR professionals should anticipate further mandates regarding data collection, as the government plans to roll out a real‑time reporting system by early 2027. This will require departments to integrate existing HRIS solutions with the central registry, ensuring seamless data flow and audit trails.

For those managing diverse workforces—including international students—early adaptation will be critical. Investing in robust digital infrastructure, staff training, and clear communication plans will not only aid compliance but also uphold the dignity and rights of employees with disabilities.

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