ANNUAL PERFORMANCE APPRAISAL REPORT

1. ANNUAL PERFORMANCE APPRAISAL REPORT Assessing performance of the Government servant The APAR provides the basic and vital inputs for: assessing the performance of an officer and his advancement in his career to serve the data for judging his comparative merits at the time of confirmation promotion continuance in service beyond certain age or completion of certain years’ service. Selection for assignments/ deputations Tools for guiding defects and shortcomings.

2. Objectives of APAR Writing To assess Government servant’s potentialities and provide him appropriate feedback and guidance for correcting his deficiencies and improve his performance. Main focus of the Reporting Officer should be developmental, rather than judgmental. Reporting Officers and Reviewing Officer should realize that the objective is to develop an officer so that he/she realizes his/her true potential. It is not meant to be a fault finding process but a developmental one. The Reporting Officer and Reviewing Officer should not shy away from reporting shortcomings in performance, attitudes or overall personality of the officer reported upon.

3. Assessment Period APARs are recorded for the period covered by the financial year. Normally there should be only one report covering the year. More than one report during a year may be written by different Reporting Officers, having supervised the official for a period of more than three months.

4. Contd. • Earned Leave for a period of more than 15 days availed at a time can be deducted from the total period spent on any post, for purposes of computing the period of 3 months. • Report should indicate precisely the period covered by it. • Reporting Officer should mention the period of gap indicating the reasons for which report could not be written.

5. The annual report should be reported within one month of the expiry of the report period. Any delay in this regard should be adversely commented upon. If submission of self-appraisal is delayed by the officer reported upon Reporting Officer should give the report without self-appraisal making a suitable note. If a Reporting/Reviewing Officer is under suspension at the time of writing /reviewing APAR , it may be written/reviewed by the officer concerned within two months from the date of his suspension or within one month from the date on which the report was due, whichever is later.

6. An officer under suspension shall not be asked to write/review Annual performance Appraisal Reports after the time limit specified above. • The Section entrusted with the maintenance of the APAR should take the necessary action to have such APAR completed.

7. Assignment of Annual Targets Performance appraisal is meant to be a joint exercise between the Government servant reported upon and the Reporting Officer. The Reporting Officer, has to set quantitative/physical targets for the year in consultation with each of the Government servants to be reported upon. While fixing the targets, priority should be assigned item-wise taking into consideration the nature and the area of the work.

8. Self-appraisal The APAR is initiated by the Government servant to be reported upon himself by giving- a brief description of his duties, targets, achievements against each targets shortfalls, if any, constraints encountered areas where the achievements have been greater. Self-appraisal to be confined in the space allotted and no additional sheet allowed. Reporting Officer may point out the inadequacies or exaggerations in the self-appraisal and ask the concerned officer to reconsider it or may disagree with it by backing it up with factual details and put them on record

9. Assessments By Reporting Officer APAR should necessarily be prepared scrupulously and carefully after following the procedure prescribed and personally assessing the performance of the public servant. The report should be based on an objective assessment of the work quality of the officer reported upon. While recording reason for disagreement with self-appraisal Reporting Officer may make it clear, whether or not his observations on the self-appraisal are to be taken as adverse remarks The APARs should not be written in a hurry, however, these are to be submitted within the period stipulated

10. Writing of APAR by Officer in Close Relations A close relative of an official should not be placed under the direct charge of that official. Should such situation become inescapable, it should not be allowed to continue beyond the barest minimum time possible. the officer should abstain from writing the APAR of the employee who is his close relative and instead, the Reviewing Officer should take on the role of the Reporting Officer. If a similar relationship exists between the Reviewing Officer the role of the Reviewing Officer would be transferred to the authority next higher up.

11. Report / Review on APARs after retirement When the Reporting Officer retires or otherwise demits office, he may be allowed to give the report on his subordinates within a month of his retirement or demission of office. Similar provision has been extended to a reviewing authority. There is no provision for any authority other than the Reporting Officer and the Reviewing Officer for recording his remarks/comments on the work and conduct of an officer, in his confidential record.

12. Identity of Reporting officer An APAR should give full particulars of the official such as his name, designation and the office in which he works. Names and designations of the Reporting Officer and Countersigning Officer should be written in capital letters or their rubber stamps affixed Below the signature.

13. Adverse Remarks Reporting Officer should not hesitate to record adverse remarks in justified cases. Adverse entries should be based on established facts and not on mere suspicion. Remarks like “doubtful character”, “complaints received about taking illegal gratification”, are not permissible.

14. Duties of Reviewing Officer To form his own judgment of the work and conduct of the officer reported upon. Should exercise positive and independent judgment on the remarks of the Reporting Officer under different detailed headings in APAR. Should be acquainted with the work of the official reported upon for at least three months during the period covered by the report. Reports with cryptic, vague or non-committal remarks should be returned to the Reporting Officer for amplification or explanation.

15. Integrity of the Government Servant The remarks against the integrity column shall be made by the reporting officer in one the three options mentioned below:- i) Beyond doubt ii) Since the integrity of the officer is doubtful, a secret note is attached. iii) Not watched the officer’s work for sufficient time to form a definite judgement but nothing adverse has been reported to me about the officer. Supervisory Officers should maintain a confidential diary to record instances creating suspicion about the integrity of a subordinate and action to verify the truth.

16. Report on Effectiveness in the Development and Protection of SCs/STs Reporting Officer to give his specific comments on the effectiveness of the officer concerned in the development and protection of SCs and/or STs. and officers attitude towards SC/STs.

17. Completion of APAR APAR including the overall grade and assessment of integrity are communicated to reported officer. Reported officer may represent against the entries and the final grading given in APAR within a period of 15 days on its receipt. Competent authority may consider and decide the representation in consultation with the reporting and/or reviewing officer within 30 days. The decision of the competent authority and the final grading shall be communicated to the officer reported upon within fifteen days of receipt of the decision of the competent authority Non receipt of information from the reported officer on or before fifteen days from the date of disclosure, the APAR will be treated as final.

18. Consideration for promotion Annual Performance Appraisal Reports are the basic input for each DPC. The evaluation of APARs should be fair, just and non-discriminatory, hence: DPC should consider CRs/APARs for equal number of years in respect of all officers considered for promotion If the Reviewing Authority or Accepting Authority overruled the Reporting officer, the remarks of the later authority may be taken as the final remarks for the purpose of assessment.

19. Entries of Punishment in APARsEntries of any of the punishment e.g., censure, reduction to a lower post, etc.), imposed on a Government servant as a result of disciplinary proceedings should invariably be made in the Annual Performance Appraisal Report.

20. Only Photocopy to Outside Authority Cadre authority should keep the original CR/APAR dossier and send out only a photocopy, if required by outside authority for the purpose of selection, promotion, appointment etc. Copies of CR/APAR dossiers or the substance of the Reports contained in the dossier should not be sent to private bodies in connection with any purpose whatsoever. Where a request is received from a public undertaking or an autonomous body controlled by Government, a gist of relevant Confidential/ Annual Performance Reports may be supplied.