You are on page 1of 16

CONFIDENTIAL REPORTS

Purpose Of Session

Define uniform system of reporting


Fair appraisal of the officers efficiency
and conduct
Basic outline of writing reports
Inform participants about applicable
guidelines/ instructions

1
CONFIDENTIAL REPORTS

Basic Rules of CR writing, reporting


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

2
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

3
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

4
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.

5
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

6
CONFIDENTIAL REPORTS

Contents - reporting on officials


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

7
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

8
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

9
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
10
GUIDELINES FOR
REPORTING OFFICER
All columns to be filled
Grading to be chosen from the
four prescribed terms
Comment on officials integrity
should invariably be made
to review the performance at
regular intervals and take
necessary corrective steps by
way of advice
11
GUIDELINES FOR
REPORTING OFFICER
Grading

Outstanding
Very Good

Good

average

12
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

13
TIME SCHEDULE
Distribution of blank CR forms to 31st March
all concerned
Submission of self-appraisal to 15th April
reporting officer by officer to be
reported upon
Submission of report by
reporting officer to reviewing
officer
-where self appraisal by officer
7th May
reported upon is prescribed
-where self appraisal by officer
21st April
reported upon is not prescribed
-where officer reported upon 22nd May
is himself a reporting
officer for subordinates
under him
Report to be completed by 23rd May (for 7th May above), 7th
Reviewing Officer and sent to May (21st April) & 5th June (22nd
Administration Cell May)

14
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

15
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

16

You might also like