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INSTRUCTIONS

ON
PERFORMANCE EVALUATION REPORT
OBJECTIVE OF THE MODULE
 At the end of this module the participants would be able to know:-
a) How, when & who should write Report.
b) Adverse remarks,&
c) Quantification of P.E.Rs

IMPORTANCE OF P.E.RS
 Plays a pivotal role in career planning
 Aid to selection-training-appointment-transfer-promotion-confirmation-screening
 Evaluate performance in most objective & realistic manner

THREE PARTIES
 Reporting officer,
 Countersigning officer
 Officer/Official reported upon

EXTENT OF APPLICATION
 Apply to all Government Servants
 except judges of high court & member of Public Service Commission

CHARACTERISTICS
 Personal qualities
 Standards of performance
 Dealing with others
 Potential growth
 Individual aptitude for promotion

INSTRUCTIONS FOR REPORTING OFFICER


 Be as objective as possible
 Be as circumspect as possible
 Be clear & direct, not ambiguous or evasive in remarks.
 Avoid exaggeration & gross understatement.
 Notify defects & remedial action taken or not.
 Fill PER in duplicate, initial relevant boxes. Views under “pen picture”.
 Write name & designation in block letters & date of signing report
 Mention in “pen picture” dealing with public & attitude towards Govt; socio-economic reforms
 Maintain “Katcha Register” for rough notes as to outstanding/good/poor work & comment on
representation against adverse remark to quote instances of poor work.
 Judicious opinion about work of subordinate as 3 months.
 Avoid undue generosity/harshness.
 Too generous reporting places equally good officers of the same group working elsewhere at a
disadvantage.
 The special entry regarding fitness of a Gazetted Govt; Servant for continued retention in service
commences 3 years before due to complete 25 years.
 Ensure proper counseling before recording adverse remarks.
INSTRUCTIONS FOR COUNTERSIGNING OFFICER
 Weigh remarks of the R.O against his personal knowledge
 Compare with other officers working under different R.Os but under the same countersigning
officer.
 Give overall assessment.
 Clear, direct, objective & unambiguous in his remarks.
 Avoid vague impressions based on inadequate knowledge or isolated incidents.
 If differs with R.O, score it out & give own grading in red ink.
 Underline adverse remarks & communicate to officer reported upon.
 Reports consistent with pen picture & overall grading.
 An unbiased evaluation of quality.
 After countersignature, return to officer responsible for custody of the character role.
 Confine to the grading in P.E.R.
 Avoid meaningless assessment as “Satisfactory”
 Avoid recording adverse remarks in vague terms.
 Avoid award intermediate grading in e.g “between very good & good” .
 Avoid personal remarks.
 C.O will report adversely if R.O failed to record remarks in objective manner.
PLACING GOVERNMENT SERVANT ON SPECIAL REPORT
 If convinced, that work is unsatisfactory, head of Deptt; may place on special report on expiry of
6 months.
 Irrespective of the fact whether annual report becomes due.
 If no improvement, the competent authority may take prescribed action.
TIME FRAME FOR PER
 Initiate in 1st week of January.
 Complete up-to 15th January.
 Remarks of C.O by 15th February.
 Should reach controlling officer by 28th February of succeeding year.
 Endorse copy of covering letter to the officer reported upon.
 Completion Certificate to E& AD in 1st week of February.
 Delay in submission liable to strict disciplinary action.
 No acceptance by controlling officer by hand from officer concerned.
 Dispatch in confidential envelope. completion
 No inclusion of leave in 3 months.
 Do not combine P.E.Rs of 2 calendar years to form a single report.
 If more than 1 P.E.R, during calendar year, average of such reports
MORE THAN ONE P.E.R, DURING A CALENDAR YEAR
Period of report Overall assessment Marks
1-1-2010 to 4-4-2010 Good 7
2-6-2010 to 10-9-2010 Average 5
1/10/2010 to 31/12/2010 Very good 8
Average (Mean/ 20/3=7
PART PERIODS P.E.Rs
 If served under R.O in 2 calendar years for a period aggregating to reports one each for
the period of 3 months or more, report be written for such period.
 If 3 months or more in one calendar year and less than 3 months in another, report for the
former.
 If continuous period under R.O is spread in 2 years but each period 3 months or more----
--2 reports
 If each of part periods of the report falling in 2 calendar years is 3 months or more, the report will
be treated as 2 part reports instead of one.
 Ignore the period of report in each calendar year if less than 3 months.
OVERALL GRADING OF P.E.RS
Overall grading Marks
Outstanding 10
Very good 8
Good 7
Average 5
Below average 1
Poor 0
WHO SHOULD WRITE AND/OR COUNTERSIGN
 Initiate by next higher officer and countersign by an officer higher than reporting officer.
 Ignore P.E.R for a period of less than 3 months, if major period of calendar year is covered by a
regular report.
 If more than one C.Os , the one who has seen performance for major part of the year
 No PER for suspension or absent from duty.
 Not to write/countersign by officer under suspension, retired compulsorily/invalided.
 The retiring officer should write/countersign PER of officer who worked under them for more
than 3 months before his retirement.
PROCEDURE IF RETIRED FAILS TO WRITE/COUNTERSIGN
 The officer who would have countersigned, had the report been initiated by the retired officer,
provided he has seen the work of the officer, for a minimum period of 3 months,
 The next higher officer, if any should countersign it.
 If report already written, but C.O has retired next higher officer to countersign.
 If both R.O & C.O have retired, the next higher officers if any should write & countersign the
report.
 Record reason in C.R Dossier. if PER initiated but cannot be countersigned,
 The instructions (1-4) shall also apply in case the R.Os & C.Os have expired.
OFFICER HOLDING CHARGE OF TWO POSTS
 When performed 2 different jobs for same period under 2 ROs, reference to C.O which report to
accept.
 In case of 2 C.Os, Head of Deptt; may decide which report to accept.
ADVERSE REMARKS
 Communicate whether remedial or irremediable & place in the dossier before end of June each
year failing which disciplinary action against defaulter.
 Underline in red ink the adverse remarks & communicate by C.O.
 Not to communicate if controlling officer suspends judgment.
 Only a copy of the whole report within one month from the date of countersignature.
 Communicate by head of Deptt; in case of B-17 & above. In case of others by senior officer of
Estab;
 No consideration unless communicated & decided his representation.
 An officer superseded/differed, need not be informed of average report unless the Controlling
officer considers otherwise.
 Advisory remarks are not adverse unless he has failed improvement.
 No alteration of remarks once recorded.
 Incorporate changed views in next year’s report.
 Communicate even, if not underlined or remarks “below average” or poor or other unfavorable
impression.
 “Not yet for promotion but likely to become fit in course of time” & “unfit for continued
retention in service” are adverse remarks.
 No mention of un-finalized departmental proceedings. Place a copy of final order in Character
roll.
 The borrowing Deptt; should communicate with copy to lending Deptt; & also of expunction.
 No request for expunction unless communicated within prescribed period & action against
defaulter initiated.
 A certificate to the Deptt; regarding communication upto 30th April.
 Ignore if not communicated within prescribed or out of time.
 Accept opinions of highest R.Os in case of different departmental superiors ,

 If R.O does not comment on any remarks, it will be presumed as accepted.
 Communicate in personal letter. Bring out good points also if any.
 Keep duplicate copy with acknowledge of the officer on record. Not to disclose identity of the
R.O.
 Average integrity is not adverse.
 No communication in case of retired Govt; Servant, if pension sanctioned.
 Communicate If of serious nature pertaining to integrity likely to result reduction in pension if not
sanctioned.
 Place under another reporting officer in case adverse remarks by same R.O for 2 successive years,
to avoid personal likes & dislikes.
REPRESENTATION FOR EXPUNCTION OF ADVERSE REMARKS.
 Apply not later than by 1 month from the date of receipt.
 Must be in temperate & dignified language
 No allegations of personal nature.
 Disciplinary action if irresponsible allegations.
 Personal remarks against R.O, is misconduct, & be summarily rejected.
 Only one representation.
 Comments of R.O/C.O only means for competent authority.
 Not to disclose to the officer before or after representation to avoid controversy.
COMMENTS ON REPRESENTATIONS
 Reasonable time to R.O/C.O for reply.
 If no reply within given time, presumed that the officer has nothing to say against the points.
 Dispose of by the authority on merit.
 No reference to R.O/C.O regarding retired or on L.P.R after one year.
PROCEDURE FOR EXPUNCTION OF ADVERSE REMARKS
 Score through the adverse remarks in such a way to make it legible.
 Marginal note showing No & date of expunction order.
 In no circumstances make an entry illegible or remove physically any paper.
 All decisions by competent authority i.e next higher than the C.O