INSTRUCTIONS FOR FILLING THE APARS FOR ALL
POST: GUIDE LINES REGARDING FILLING UP OF APR WITH NUMERICAL GRADING
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. The Reporting 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
|
30th November
|
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