INSTRUCTIONS., . FOR WRITING' UP

OF CONFIDENTIAL

.-

LOK SABHANEW

REPORTS

:-,-

lObject of '¢ti.ng Confidential Reperts 1

- Period and frequency of repcets L.,.Genera l AlI!.essment of an officer bythe Reporting Officer . 2

Instructions fa Repating Officers "'~.3

InstructiOns (0: Reviewing Officers s

General Review of ConfideD£ial Reports .1-."by J.S. /Divislorral{Brancb Officer incharge of Administration 6

.."Communication of adverse remarksI " 7r ~. Representation agalrst Adverse Remarks 9

CtBtody of ~onfidential Reports 11

Confidential Reports on retired anddeceased oflicer~ and. their disiQal 11

.! .

Confidential Repats on Honorary andPart-time officers 12

Forwarding of Confidential Reports ofofficeri:cif::.tl'lii Secretariat to Private!Semi-Government/ A1!:aromous bodies 12

.' ... . .

//

/

CONTENTS

,)

f .. '

SUBJECT: Irstructlons regarding writing up and maUItenance ofConfidential Reports.

The following instructions will·be borne in mind while writing

the Confidential Reperts of me various categories of officers and staff

in this Secret~t.

2. Confidential Reports are intended to build up a systematic re-

'. coed of an officer's q~lities, performance and fl"ogres5 from time to

.time. They should, therefore, be written in.such· a way as to make

them a really rellable record of the assessment of the character and

capactty of the officer concerned, Care should also be taken to

write the Repats as objectively as possible a!1d to see that they are

n<Xcoloured by any bias Cl'personal prejtxlice.

I'--

3. The reports of OfIic&s and. Staft of this Secretariat shall be

obtained annually for the period ending 30th june. However, when- .. ;.•..~~:-;.~:.->:,-.;;.: •.." . ···f ," .. ,J_. ;', ••.•.. ?.-.r~::;-~,-;;::.::.< .: :-,:: "{'.,;::.. . . • ):"':.r;:.~ .•:,>~·::.~ .. - "everyany reporttng officer or the officer reported upon is 'transferred to '.'

anotherpost In the-Secretariat. or to ·another·Department during the ..

interval between the two annual repons, . action shaU betaken by

AdmillistratiotlBranch to obtain interinirep0rt$ in such cas~, Interim-. ,.

reports shall be obtained only when' the RepCl'ting Officer or. the

officei; reported upon has at least 3 months experience on which to

base the report;

4. , There is no objection to two Cl'more independent reports be-

ing written for. the sane year. by ~fferent tepCl'tiilg officers in the• < : ;~.; )

LVNI'IDENTIAL .

. .., , ~"

Object of wnr-i~ Confldeu-tial Repcets.

Period and fre~. quency ofrepCl'ts •

,--

2

, .event of a change in reporting officer during the course of the year:

In such cases' each report shall indicate precisely the period to which

it re ~ es and the re ports of the ear lier part or parts of the year shall ;

be written at the time of transfer or immediately thereafter ,

5. The general policy shall be to discourage the practice of

granting Ietters of appreciation or' notes of commendation or giving

expressions to them orally andpIaci'ng them in the Confidential

Reports.

,6. The Reports, should be based art;;'careful observarion and not on

mere off-hand impressions and should be written in plain language,

free from ambiguity and should neither be to long nor so brief and"

. casual as to convey little real meaning.

These reports. are Important documents on which the future,

officrak careerof the pesors dependsto alarge extent. it is esseatia l; .',. . __. r.. . :', ~. .

::~.!~l'

".,,-.-.

)li~t~~~y~li9.uldbe as objeciive and 'ilc¢urai:~ as, possible and give a.~

well ba.lanced opinionon the work of the persons;

8. ,Ordinarily, Confidential Repcrts should ''':'_ not ";:-';;:';> be,- ~

'. - -- ~- .

'.- .-: --"

':.-- . -,.-~~it'ten. by-Reporting OffiC~i '~n.-!~,~ctof those Officers who, had

-" .;-: -~. ,... -

\I'

\

\

\

1

'E;('pl:iil:,:tion:{"JThc teiltl,'~,~d;)1inlstr:\tive ability" would :i'ri·.-':elude c;p:~-;;iZ;~;;;:-orgJnis;!tiOI1, controlovcr staff by disci plinary.rnears or .otherwisc, capacity to train staff, attitude towards staff and-fellow officers etc.

"'!'

(b) The ter m "technical' abi lity" would' include know--ledgc of rules and procedure, ability to do the work 'assigncd syste-mari ca lly and promptly. drafting, abP~ty as wen .as jmelligen'ce~

'.' .kc.cnness and industry,

An opinion should be expressed clearly whenever asked for,

such as,' fit~ess to cross the efficiency bar, arrienabillty to discipline,--

Cotc.' Any outst.mdl ng 'dark, special qualities OJ defectswcirthy~i"

mention as w ell ,',5 aptitude, if <'.Oy. should also find a place in~he'

, report, ......

The Reporting Officer should check up the entries in Part I of Instructions forReportingOfficers,

lL

the Report (Persona 1 data) a rid more especi~l1y the colLUm'!;-relati:ng

present scale and total service in, this Secretariat to see that these

have beencorrectly filled in. '. ~..~. '... ." ,

~.:

"

12. ',The Reporting Officer must know theworkand c'onduct ofjn e. .: :".",

pers onreporred ori'-a-ndshould put down his personal .observati ons in

the rc.lev.un co lurnns prccise ly , The recommendattons vmade should

be consistent with.the remarksgiven in the vari ous columrs ,

4

"14. ,The Reporting Officer will not make, a recomrl1endatiOI};

whether or not the officer reported upon is fit, for promotion to the next... . . - .' .

higher grade but will leave this to be done by. the Reviewi~g Officer ..

15. ...• The Confidential Report should conclude with a general.' '.' " . .

, assessment which should contain an overall assessment of the officer's. . .' .

performance, his good qualities and shortcomings and should in parti-

cular touch on the points specifically mentioned in this column. If:

the officer has been' reprimanded for indifferent work or for .other

causes or for defects in character, indebtedness etc. during the period

~under revi ew, brief particulars thereof :hould be given. If the officer ,-'

has done any notable work, brief mention of it should be made.

Adverse remarks in the Confidential Reports should be made'

with care and responsibility. The Reporting Officer should ,make

"every effort to bnng to the notice of the officers arid staff working ,,'..

under him, their defects, .as and when noticed, with a view t'o re-

medy them. ,prdiriiuily., it is only when efforts' so made proveof

little ~vail, that adverse remarks should be recorded in the Confi den-

rial Report, Whi-ledo{ng so. the Reporting Officer should also indi-

.catethe efforts made by him to remedy the defects noticed by him

'17. The, Reporting Officer should invariably indicate the date.- 'I ,,'

, , .below hi,s signat ures, He should pass on, ~e completed Reports to the

'~-~- - =---,-, -- -=---~-..:-:---:;---.--.- ...

--,. '---", -r -,- -,:~~,' ::::':-::,:Reviewing_Officer,or to the LS .jDeptJl:y_ §~~etii~YL'Under ~ecr~tary

'--'-;--.-~;-"-

.1

i'

v

their receipt., ...•

18. The Officer superior to the Reporti,fIg Officer shall consider it - ..~ ~mstrucnons ror

hi§ duty toforrn his_own judgement of the work and conduct of theReviewingOfficers.

officer reported upon. The Reviewing Officer should carefully co rsi -

der the Confidenti a lReport written up by me Reporting Offi cer with a

view to satisfyinghtmself that the Report has been written obje crively ,

He should also consider the assessrre nt recorded by the Reporting

Officer and state whether, he accepts it in all respects and if not, 'he

should indicate the points on which he does not agree. He shall e xer- ::; :~J ;" ;I, I

I: i'cise positive and independent judgment on the remarks as well as on

..-:.-.-.:---

------:--:-

1-

G

20. The Reviewing Officer should also indicate whether or not any

adverse remarks made by the Reporting Officer as well as by himself

should be communicated to the officer reported upon, It is to be

borne in mind that th~ main intention in communicating adverse re-

marks is to enable the officer reported upon to known that certain

defects of his have been taken note of as well as to enable him to

strive to remedy them.

21. 'rhe Revi ewing Offi cersshould not on their own communicate

the adverse remarks to the officer concerned; 1'·1'

22. The Reviewing Officer should invariably irni~cate the date

below his sig~tures.

23. The Reviewing Officers should ensure that C onfideutial Reports

received by. them are passed on, duly written up, to the == Superior

Officer or to the appropriate Officer in charge of Administration,'

within three. days of the receipt of the Reports, It is. also the respcnsi-

bility of the Reviewing Off cers to ensure that Reporting Officers do

. not hold up t!:Jerep6rts beyond a perlod of seven days. Every effort

would be made to ensure that the Confidential Reports rea ch Under

Secretary IDeputy Secretary IJoint Secretary in charge of 'Adininis - . _ .

. _trati on by the 15th July, at the latest.

. - -, --:.-: '.-

-~---..-.-..----.'.

,Ir-I

j.'i!Ij.;L\!.i -I1-"1..,."l:a.

fi

1

7

On th~b'asis oftbe recommendations ofth_~ Reviewi ng Officer

rega,'dirrg communication of adverse remark; to the Officer concerned,

the 'review shall be undertaken by the J. S. jDeputy Secretary/Under

Secretary in charge of Admirjstrationdepending upon the status of the

officer reported upon to see In what cases th e remarks are to ibe

communicated to the officers reported upon. The review in respect

of all officers and staff, except Class N staff, shall be put up for

Secy. 's approval. After the review has been approved by Secretary,

the J. S. jDivisiona.l/Bra!lch Officer in" diarge of Administration shall '

writing under th e signanre of '':f;-,: RevieV{i:J.~ ~~cer. When there is

n o reviewing officer. the adverse entries snail be communicated over

the signatur es of tD. e reporting offi cer. '

. This wi Il be GO~e as iss as posslb le withlu one month of the

completion of-me review anda record to that effect kept in the

Confidential Report file of me cfficer.'

26. ' Inc~:HTIgmni.q,t,illg the remarks to the offi cer re ported upon the

, '

foEowing procedure shall crdinari ly be fo llowedr-

(a) -where no adverse entry is made In·t.l}'eConfidential"

"'.,

,I

~,'Communication ,l:

il,"11of adverse

remarks,

--- -,'

,---,-=~'~-~,-:,-'':..__":,_.:_:_.-:::~_.__.::,::__-...1

I .j, c--

i \',I !I '

-j ,-

'\! !! I

.~ J •

I I '- j f,~-- .~-:-~(;

-;:.--.0iI'-· ..•...:::~~.-

':....:.

:'

i1"""!.I,,'ll·i I! i,! i.!', ,, ,; i

!:, Ii :.;: :

; l.,,

I ~I I 11 .,,1 i• i_I (L .~

1\ ~I' .....••

i iI :.

i I! '

! !

~. _.-... -

~----~--~--

. --------" -- .._------ -- ---. -

8

- -.-:'- __..·J_h~entire report inc1udingwhat may have been stated

in praise of the office.r sha Il' be com'muni cared,

. (c) Where the report of an offi,cer says that he had

in-adeefforts to remedy or overcome defects mentioned

in the report of me preceding Peiiod, the fact shalt be

.COmmunic;ated to th e. officer in a .suitable form and a

-copj otsuCh commUnication added to the Confidential

.R:!O~tfile; a rid

. (d)-Wher ..e the remarks. are 'not adverse'in the strict Or. . .

. narrow sense bur the effect of those rema~"ks cllmulati ~

vely on the service prospects of the officei'is'adverse,

e.g. _th~re Wasa fall in the standards6f an officer's

·-the: at!:e.fiA<;JD.oithe officer Shall:bespecifically d!awn,--

."' . :,-:_.~_:~.,,~~.:.~:.~ __._t~·!!:E.-~f:fe.!X_(Qrall/.:orin~"ti~ng~.·s~: ~at he h~. ~n .':::....:-.~:--,......,..-~~....•."":"... \.\.:..•.... . ..,"

:,oPPGrrU!lity oLpullib.g himself up . 3.p..d . impro'/ing his

•~; ..: 7" - - :-. ----.:- •.•petformance ..:. ~~ ....;:::-.>:....:.---. -_ .. - .

...:._----,

~3~ •.........-~---~" ---- - -.. " ----,. '. Tbeobject oIthesecoriqP.artof.(b) and.{c)is to let the. officer... ... :.. ..

.-.~-~-:-:. _ ..-: : "..... --: ..-.' ::-. _._- ---.'- ~.

know'~~~_t.Qi~9od -qualitie$-we-ll'-as-aefe'cts ilave:-be~'n' ;e~;gnis';d--.•-...:::~--.----i-;~......:...--. .': ... . . . ..11~~~~~============:=:'a:Il(l=1l0nce'CJ:i"ii:'Fi-P;;:lntt~akenof the impro".ement niade. by him.c::...c·=·::':"'='=-=--=.-=-:,;:-_ .._._~ ,_... . . .: .... _.. -:. _..

-:-;'.;~ -r ~,:~- -,

i.,'

....~-..;:-- .. -./

.'~

..........:

:-=.:=.::.-:.:.::::.:~-...-_.__ .,

...:.....;- ;

.;::.:::::~:..:.=-....::~.:.:... - .

.' .. ' 'I -, ' ••". .... ", ....

office/Department, he shall verify whether these had already been

communicated, If such adverse entry was found to have not been

communicated to the d>ucer ned officer, the report shall be returned

to the Hea dof that Office/Department with the request for the early

rctllrnedof the report after due compliance,

,.. .. .... . ~

.28, .The L S. /Divisional/Branch Officer incharge of Administration

shall particularly scrutinise the Confide.nti a l Reports of officers who

are working in theLok Sabha Secretariat on depuration from-other

Goverrunent 'departmerz/ organisa~n,:: Where the concerned Qf~cer

has bee n given adverse remarks, r;heBranch/Di:ibonalOfficer shall

ensure that the same are communicated to the officer concerned by

the reviewing officer and entry to 'that eff~ct .is made in the confr-

dential reportoftheofficer. A copy of such commuracation shatl be

added to the Confidential Reports file·.

. Betcieseii.CiliJg--a~opYof the Confici~tial Report Or the dcssier

containing the Confidetmal Report of the offi cer to the par~n!depart-

ment./orga msauco from which the officer has. come all depurarton.the. ., . •...•.... , -.' .. '., :.. , .' .... ~

Bran dr/Divisi onal Officer shall ensure that.the Instructions about com-

i, ..

Ii!,!,

fi, .

i ,..1 .•

:.~-.I·····I

''1'

i ,.! .1

j ~U}

f'- .Ii!

----t:;----r-. -----r

(vtln the; rare.eveat-of the-cornpetenrainlioritycom-

=: :=-ing"'-td ili~C<iricluSion that the adverse remark(s.)W"as7- ---:- . -. - .-:---~-~-~:.::-:.:.:=~--

-:~;;';~eim~ed ~by-:~~_~~~~~~~~n~~~~iIJcarrea.-.<2~~ --.zz:~~--_-:~:.-:--::--y----=----------:- •• 0"0 _._.

J

for the delay.

The [oHm-fing procedure shall be adopted in dealing with

representations received against adverse re~arks :~

-.. (I) All representations against adverse remarks shall

be considered by an aurhoriry superior to the Review-

ing Officer, in consultation, if necessary, with the

Reviewing and the Reporting Officers. The superior

authority referred to sha II be regarded as the cornpe-

tem authority to deal with such representations ;

_(ii) If it is fou-ndthat the remarks were justified and

the represeatariors was frivolous, a note shall be-,- :' ... :'~ :. . ':,. ":

. made in the ConfidentialRe port of there presentationist. r~ . ~.

that he did not take correction in good spirit.

(iii)lf"the competent authority feels that there is not

sufficient ground for Interference, the representation

shall be rejected and the officer informed accordingly.

(iv) If the compete.."lt authority, however, feels that

the remarks may be toned down, it shall make the

necessary entry separately with· proper attestation at

tile appropriate place in the repcrt, the correction , -I._ _ ~ ---. _.~ ~_.....-----.--i-~~-

__shall Dot-be-made' nCttle earlier elltiies themselves;- ,'., - .- --_.,'-- . -'-

arid"

ii.

t-I-Il.li1-

_J.- ...,.-.-

.,"

\

I

\\

f,I.

~.~jff, ,IIII!!I11

, "j I'J!l

Ii

"

unfounded and therefore deserves expunction, it sha ll

score through the remark, paste it over or obliterate it

otherwise and shall make an entry .with its signature

and date stating that it hac! done so, But before taking

such action it shall bring it to the notice of the

Secretary, if' the cornpetern authority is a lower

Officer,

Representations or explanations against adverse eritri es shall

not be added to the Confidential Reports. If the representati.on was

well founded itwould hav e r esulted i'll th a competent authority tom og

down or expunging the adverse remarks; if the representation was with-

out substance it must have been rejected. In either case' IW tseful

purpcse.shallbe cserved . by. .adding the representation itself to the

Confidential Report.

3D, .The Confidential Reports of officers of this secrerarrat shall Custody '0 f "Confiden-rial Reports.be in the custody of me Offi cers indicated below

(a) Under Secretary and above. J .S, !Secretary.

(b) All .otheT. Offl cers, ),~ ..rD,S. jU.S, In- ,charge of AdniioiStra~tion as may bedecidedby secretary from time'to time.

- _ .._-- -"--,.'---.-.-----. _.__ .• -·..··..,-'-,-,-""1--·of'· -.... -~.- ..-.,•.......-- •.•.....-----., ......-.-~...•....••.--.,......-.- ..-::-~.. -. ~:.,.. _.•...... - •. --__.-.,. ..••. r=:»

:'=-=-.:;'. -;:-:'.-" .

z:..;.' .•

~rr~~T~~~?~::::-,c~'''';-::::=·~---,·,·,'''-~-,-,-,;,~, ~-"?,:,, ...' --, :-~ .. - ',-

.. _----=_. -: - .." ...

.. ---:.:. ... '._'. ,-,. _.. -" - . -. - .. '.,.~

mirelt.9ff.{c..er. .or,a"petSuP.. whQ.reti.Rqi.Jj.sh.~LGOYernm~Ii§.~y!g.e._ll!lJ'. -'---' ..... '-. "'. " ..".': .•... '"- '... .... ' ..... -_ .._. '. .._---.- .. -_. ,--

Con:fiden:~,o"tial, ~e~",~tsall-retired,"_." ..' ..... -a rid 'de ceased

,Jr~~~~~~~-i~I~~~~f:,~~~~~··Lio9bj~{iiQn£9·ghTng~t~:::~~~~~~'. ._~.~~~~~a~; .:C.~.. --. '.' - .~':-:-;

'.-'.~

•12

s

1deceased officer sha]

j32. TIle Confidential Reports relating to a

be 'destroyed after a period of "wo years from the date of his deat]

and that of a retired officer after five yeaI.s of the date of reziremem

33. Confidential Reports Oil honorary or part-time officers needGo nfid enti a 1Reports' onHonorary andPart-time .'officers. '

t.. ;. , ., .

uCit be l,t;ritten. Reports on sessmna 1staff shall, however, ccnnnue to

be written as hifhertofore ,

34. Copies of Confidential Repcrts on officers of this secretanatForwarding OfConfidentialReports ofofficers cf thisSecretariat toPrivate/Semi-Government/ .Autonomousbodies.

. '. i '..,.or even the substance oi sudi Reports shaIl , not be sent to ~v~_t~.

bodies i,-Tt connection ":ith the aPPointment rcpcsts advertised by the:'i,

cr fot other PTllP<f;?S. Btli if,a request is. received from a ?ubll c or a

Semi-autonomous body corsrolled by Gaver!llIl.e.<:lt, only a gist cf the

wbicb. it is. in the officers interest mat the management of a Corpora-

tiClilJPublic E':!te7pise shoUld see the Confidential Repcrzs in full J:l

such C3Zes. the reperts. may be shewn after obtairang arden of the~ .. .. ..

Secretary'. where the repcrts relatetc Class r at Class II Officers; in

other cases me reports maybe. shown under Gldexs .ofJoint Secretary ~ r,.\,

~.~-- -;,_.----r--

_ ... ----------- ..

----.-~-:-::-: _.-------

. - - 7. : ..::...;:::.:::-::---.-