i) The APAR is an important document. It
provides the basic and vital inputs for assessing the performance of an
officer and for his/her further advancement in his/her career. The officer
reported upon, the Reporting Authority, the Reviewing Authority and the
Accepting Authority should, therefore, undertake the duty of filling out the
form with a high sense of responsibility. The columns in the APAR should be
filled with due care and attention and after devoting adequate time. Also
please refer DoPT O.M. No.21011/1/2005-Estt(A)(Pt.II) dt. 23.07.2009 and
14.05.2009. For further details, DoPT website at www.performance.gov.in
can be viewed.
ii) (a) Please also refer the Website
of DoPT and the instructions contained in on preparation and maintenance of
APAR for Central Civil Services. Section 2.11 and 5.2, 5.3 wherein the
importance of writing/reviewing of the APAR within time frame which is also
herewith attached. The right to write the APAR will lapse after that time
frame.
(b) If any APAR, duly completed in all
respects, of the previous financial year is not received in the concerned
Custodian Office upto 31st December of the next financial year or received
thereafter, that APAR will not be kept in the APAR Dossier of the concerned
officer and the period of such missing APARs will be treated as NO APAR YEAR
for that officer and in this regard necessary Certificate will be
recorded by the concerned Custodian Office of APAR after 31st December of the
next financial year without waiting the receipt of APAR of the previous financial
year and that Certificate will be kept in the APAR Dossier of the
concerned officer.
iii) Performance
appraisal through APAR should be used as a tool for human resource
development.Reporting Officer should realise 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 the developmental one. TheReporting
Officer and the Reviewing Officer should not shy away from reporting
shortcomings in performance, attitudes or overall personality of the officer
reported upon.
iv) Pen Picture of the official in
about 70 words should include any special characteristics or any exceptional
merits or capability justify his/her selection for special assignments or out
of turn promotion. It may include comments on the overall qualities of the
officer including areas of strengths and lesser strength or weaknesses.
v) Numerical grading are to be awarded
by reporting and reviewing authorities for the quality of work output, personal
attributes and functional competence of the officer reported upon. These should
be on a scale of 1-10, where I refers to the lowest grade and 10 to the
highest. The guidelines given in Annexure-I shall be kept in mind while
awarding numerical gradings. It is expected that any grading of 1 or 2 (against
work output or attributes or overall grade) would be adequately justified in
the pen-picture by way of specific failures and similarly, any grade of 9 or 10
would be justified with respect to specific accomplishments. Grades of 1-2 or
9-10 are expected to be rare occurrences and hence the need to justify them. In
awarding a numerical grade the reporting and reviewing authorities should rate
the official against a larger population of his/her peers that may be currently
working under them.
vi) APARs graded between 8 and 10 will
be rated as ‘outstanding’ and will be given a score of 9 for the purpose
of calculating average scores for empanelment/ promotion.
vii) APARs graded between 6 and short
of 8 will be rated as ‘very good’ and will be given a score of 7.
viii) APARs graded between 4 and 6
short of 6 will be rated as ‘good’ and given a score of 5.
ix) APARs graded below 4 will be given
a score of zero.
x) All attributes under Section 3.1,
3.2, 3.3 carry equal weightage in their respective sections.Cutting and over
writing to be avoided, if unavoidable to be initiated.
xi) In case of any aptitude not
applicable in 3.1, 3.2, 3.3, a remarks to this effect may be given and no
numbering be assessed.
xii) Reporting Officer shall
prior to the commencement of the reporting year i.e. April, fix assignments and
tasks with targets and objectives for the reported officer in consultation with
each of the officers with respect to whom he is required to report
upon. Performance appraisal should be a joint exercise between the
officer reported upon and the Reporting Officer.
xiii) Although performance
appraisal is a year-end exercise, in order that it may be a tool for human
resource development, the Reporting Officer and the officer reported
upon should meet during the course of the year at regular intervals to review
the performance and take necessary corrective steps, as warranted.
xiv) Some posts of the same rank may
be more exerting than others. The degree of stress and strain in any post may also
vary from time to time. These facts should be borne in mind during appraisal
and should be commented upon appropriately.
xv) From the financial year 2012-2013,
Annual Medical Examination in the prescribed proforma as given in Annexure-III
should be got conducted from the approved Medical Centres/Hospitals as given in
Annexure-II by Group ‘A’ officers, who have attained the age of 40 years and
above, and the summary report of medical examination in the prescribed proforma
as given in Annexure-III should be attached with the APAR Form. The cost of the
medical examination will be got reimbursed by the officer from his concerned
office as per CGHS Rules and the latest circulars in this regard.
xvi) NOTE : The following procedure
should be followed in filling up the column relating to Integrity :
1. If the
Official’s integrity is beyond doubt, it may be so stated.
2. If there is any
doubt or suspicion, the column should be left blank and action taken as under :
a) A separate secret note should be
recorded and followed up. A copy of the note should also be sent together with
the Performance Assessment Report to the next superior officer who will ensure
that the follow up action is taken expeditiously. Where it is not possible
either to certify the integrity or to record the secret note,
the Reporting Officer should state either that he had not watched the
officer’s work for sufficient time to form a definite judgment or that he has
heard nothing against the officer, as the case may be.
b) If, as a result of the follow up action,
the doubt or suspicions are cleared, the officer’s integrity should be
certified and an entry made accordingly in the Performance Assessment Report.
c) If the doubts or suspicions are
confirmed the fact should also be recorded and duly communicated to the officer
concerned.
d) If as a result of the follow up action,
the doubts or suspicions are neither cleared nor confirmed, the officer’s
conduct should be watched for a further period and thereafter action taken as
indicated at (b) and (c) above.
xvii) Where a Reporting
officer/Reviewing officer retires, he may be allowed to give the report on his
subordinates within one month of retirement.
xviii) Atleast 3 months experience of
Supervising the work and conduct of Govt. servant reported upon should be there
before assessing APAR.
xix) If the Reporting/Review officer
is under suspension when the annual APAR has become due to be written/reviewed,
it may be written/reviewed within 2 months from the date of his having placed
on suspension or one month from the date on which the report was due, whichever
is later.
xx) Where an officer has taken Earned
Leave for a period of more than 15 days, the total period spent on leave can be
deducted from the total period spent on any post, for the purposes of computing
the period of 3 months which is relevant for writing of entries in the APAR.
Leave taken for short term duration need not be treated as relevant for the
purpose.
xxi)After the expiry of the first week of
the time-schedule (15th April), if the self appraisal is not received by that
time, Reporting Officer should take it upon himself to remind the officer to be
reported upon in writing, asking him to submit his self-appraisal. If no
self-appraisal is received by the stipulated date, the reporting officer can
obtain another blank APAR form and proceed to write the report on the basis of
his experience of the work and conduct of the officer reported upon. While
doing so, he can also point out the failure of the officer reported upon to
submit his self-appraisal within the stipulated time.
xxii) If the APAR is not initiated by
the Reporting Officer for any reason beyond 30th June of the year in which
financial year ended, he shall forfeit his right to enter any remarks in the
APAR of the officer reported upon and he shall submit all APAR held by him for
reporting to the reviewing officer on the next working day.
xxiii) The controlling officer has
been directed to call for explanation of the concerned officers for not having
perform the public duty of not writing the APAR within due date and his absence
of justification direct that a written warning for delay in completing the APAR
be placed in the APAR folder of the defaulting officer concerned.
xxiv) The full APAR including the
overall grades and assessment of integrity shall be communicated to the
concerned officer after the report is complete with the remarks of the
reviewing officer and the accepting authority, wherever such a system is in
vogue.
xxv) The assessment in Part-IV is
descriptive only and no grading is to be provided.
TIME
SCHEDULE FOR PREPARATION/COMPLETION OF APAR
(Reporting
year- Financial year)
|
S.No.
|
Activity
|
Date by which to be
completed
|
|
1
|
Distribution of blank
APAR forms to allconcerned (i.e., to officer to be reported uponwhere
self-appraisal has to be given and toreporting officers where self-appraisal
is not to begiven)
|
31st March.(This may be
completed even aweek earlier).
|
|
2.
|
Submission of
self-appraisal to reporting officer by officer to be reported upon (where
applicable).
|
15th April.
|
|
3.
|
Submission of report by
reporting officer to reviewing officer
|
30th June
|
|
4.
|
Report to be completed
by Reviewing Officer and to be sent to Administration or CR Section/Cell or
accepting authority, wherever provided.
|
31st July
|
|
5.
|
Appraisal by accepting
authority, wherever provided
|
31st August
|
|
6.
|
(a) Disclosure to the
officer reported upon where there is no accepting authority
|
01st September
|
|
(b) Disclosure to the
officer reported upon where there is accepting authority
|
15th September
|
|
7.
|
Receipt of
representation, if any, on APAR
|
15 days from the date of
receipt of communication
|
|
8.
|
Forwarding of
representations to the competent authority
|
|
|
(a) where there is no
accepting authority for APAR
|
21st September
|
|
(b) where there is
accepting authority for APAR
|
06th October
|
|
9.
|
Disposal of
representation by the competent authority
|
Within one month from the
date of receipt of representation.
|
|
10.
|
Communication of the
decision of the competent authority on the representation by the APAR Cell
|
15th November
|
|
11.
|
End of entire APAR
process, after which the APAR will be finally taken on record
|
|
