Confidential reports
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CONFIDENTIAL REPORTS. Purpose Of Session Define uniform system of reporting Fair appraisal of the officer’s efficiency and conduct Basic outline of writing reports Inform participants about applicable guidelines/ instructions. CONFIDENTIAL REPORTS.

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CONFIDENTIAL REPORTS

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Confidential reports

CONFIDENTIAL REPORTS

Purpose Of Session

  • Define uniform system of reporting

  • Fair appraisal of the officer’s efficiency and conduct

  • Basic outline of writing reports

  • Inform participants about applicable guidelines/ instructions


Confidential reports1

CONFIDENTIAL REPORTS

  • Basic Rules of CR writing, reporting and reviewing

  • minimizing the operation of the subjective human element and of conscious or unconscious bias.


Annual confidential reports

ANNUAL CONFIDENTIAL REPORTS

Authority

  • Maintenance of character rolls is not enjoined by any statute or rules framed under Article 309 of the Constitution

  • Principles regarding record of CR as per administrative instructions


Confidential reports2

CONFIDENTIAL REPORTS

Purpose and Importance

  • basic inputs on the basis of which assessment about the efficiency and conduct of a Government servant is made

  • Assessment of CRs is the main criteria for Confirmation, Promotion


Confidential reports3

CONFIDENTIAL REPORTS

Objectives

  • to improve the performance of the subordinate in his present job

  • to assess his potentialities and provide him appropriate feed back and guidance for correcting his deficiencies and improve his performance.


Confidential reports4

CONFIDENTIAL REPORTS

Applicability

  • to be written for

    • all categories of Group ‘A’, ‘B’ and ‘C’ employees & Group ‘D’ posts of sensitive nature

  • not to be written for

    • other categories of Group ‘D’

    • honorary and part time officers

    • those who had worked for less than three months during the year


  • Confidential reports5

    CONFIDENTIAL REPORTS

    Contents - reporting on official’s

    • work and conduct

    • qualities of general importance such as integrity, intelligence, keenness, industry tact, attitude to superiors and subordinates, relations with fellow-employees

    • appreciation of the character, conduct, aptitudes and shortcomings

    • full particulars name, designation, office

    • record of any penalty


    Reporting and reviewing officer

    REPORTING AND REVIEWING OFFICER

    Definitions

    • first authority who reports on the CR is termed as Reporting Officer

    • superior, who reviews his report, is called Reviewing Officer

      Limitations

    • Reporting Officer and the Reviewing Officer should have supervised the work of the employee for not less than three months.

    • reviewing officer cannot review the CR after the retirement


    Periodicity gapsheets part reports

    PERIODICITY,GAPSHEETS/ PART REPORTS

    • Confidential Reports are written annually according to financial year

    • When more than one report is written for a given financial or calendar year, it is referred as Part Report

    • Gap sheets necessary

      • Government servant is transferred to the control of another Reporting Officer

      • Reporting Officer / Reviewing Officer is transferred during the year


    Guidelines for reporting officer

    GUIDELINES FOR REPORTING OFFICER

    • observe work and conduct and provide training and guidance to the officer reported upon

    • avoid vague comments

    • Remarks like ‘doubtful character’ not permissible

    • Assessment for the period of the report


    Guidelines for reporting officer1

    GUIDELINES FOR REPORTING OFFICER

    • All columns to be filled

    • Grading to be chosen from the four prescribed terms

    • Comment on official’s integrity should invariably be made

    • to review the performance at regular intervals and take necessary corrective steps by way of advice


    Guidelines for reporting officer2

    GUIDELINES FOR REPORTING OFFICER

    Grading

    • Outstanding

    • Very Good

    • Good

    • average


    Guidelines for reviewing officer

    GUIDELINES FOR REVIEWING OFFICER

    • keep a watch over the work and conduct of the official at least for three months

    • verify the correctness of the remarks of the Reporting Officer after making necessary enquiries

    • to carefully see that Reporting has been done as per instructions/ guidelines

    • Disagreement with the report may be stated specifically

    • Reviewing Remarks ‘Final’


    Time schedule

    Distribution of blank CR forms to all concerned

    Submission of self-appraisal to reporting officer by officer to be reported upon

    Submission of report by reporting officer to reviewing officer

    -where self appraisal by officer reported upon is prescribed

    -where self appraisal by officer reported upon is not prescribed

    -where officer reported upon is himself a reporting officer for subordinates under him

    Report to be completed by Reviewing Officer and sent to Administration Cell

    31st March

    15th April

    7th May

    21st April

    22nd May

    23rd May (for 7th May above), 7th May (21st April) & 5th June (22nd May)

    TIME SCHEDULE


    Time schedule compliance guidelines

    TIME SCHEDULE-compliance guidelines

    • Reporting/ Reviewing Officers to comply with the time-schedule

    • Reporting Officer should not wait till the expiry of the time-limit for self-appraisal of the officer

    • If no self-appraisal received -Reporting officer can proceed to write the report on the basis of his experience of the work and conduct of the officer


    Time schedule compliance guidelines1

    TIME SCHEDULE-compliance guidelines

    • Administration to keep in touch with the Reviewing Officer to secure the timely completion of the CR

    • duty of the reviewing officer to forward the complete CR to the Administration so as to reach them on or before the stipulated date

    • duty of the Administration Section to keep a regular watch on the progress in the completion of CRs at different stages


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