1385465617HandBook For POs (2013) - 291-300

manner indicated above.
Where the vigilance work forms only a small part of the

work of the part-time Chief Vigilance Officer and he is mostly engaged on other
work, the Reporting Officer in respect of the major items of work would record his
assessment in respect of non-vigilance work and submit the same to the Head of
the Department, who will not only review the Report but also add his remarks
about vigilance work. The work of the Chief Vigilance Officer will also be assessed
by the Central Vigilance Commissioner as provided in the Government Resolution
setting up the Central Vigilance Commission.
(DoPT O.M. No. 122/2/85-AVD.I dated the 28th January, 1986).
30.6.7 In the case of Central Government servants who are deputed to other
Departments, State Governments or are on Foreign Service, the Annual
Performance Assessment Report should be maintained by their parent
Departments and the periodicity of such confidential reports should be the same
as in the parent Departments. It will be the responsibility of the parent
Departments to obtain the reports of their officers on deputation and maintain
them.
(Department of Personnel O.M. No. 51/5/72-Estt. À’ dated the 20th May, 1972
30.7 MISCELLANEOUS MATTERS
30.7.1 The maintenance and custody of the Annual Performance Assessment
Reports will be regulated as follows:-
The Annual Performance Assessment Reports on Government servants
of the organized services should be kept by the Ministry/Department/Office,
which controls the service.
The Annual Performance Assessment Reports of the Heads of
Departments and their deputies, other than those in the IAAS where such
Annual Performance Assessment Reports are kept by the Comptroller and
Auditor General should be kept by the administrative Ministry concerned.
The Annual Performance Assessment Reports on other Group À and
Group `B” Government servants should be kept by the Head of the
Department or any other authority specified by him.
The Annual Performance Assessment Reports on Group `C and `D
Government servants (whenever maintained) should be kept by the
authority specified by the Head of the Department.
The Annual Performance Assessment Reports should not in any case
be kept by an authority higher than the appointing authority.
(Department of Personnel O.M. No. 51/5/72-Estt.À’ dated the 20th May, 1972)
30.7.2 In order to give at one place, information regarding the qualifications
acquired by a Government servant from time to time, various training courses
attended by him etc. a History Sheet in the prescribed form should be added at
the beginning of the Annual Performance Assessment Reports dossier. This
History Sheet should be kept up-to-date by adding additional material as and
279
when it becomes necessary. In History Sheet of Group À Government servants,
a passport size photograph of the Government servant concerned should also be
affixed at the right hand top corner.
(DP& A.R. O.M. No. 21011/2/76-Estt. À’ dated the 31st May, 1976; DoP&T O.M.
No. 21011/9/85-Estt. À’ dated the 18th September, 1985.)
30.7.3 Whenever it becomes necessary to send the Annual Performance
Assessment Reports dossier to an outside authority for purpose of selection,
promotion, appointment etc., it would be advisable to keep the original Annual
Performance Assessment Reports dossier with the cadre authorities and send out
only a photocopy. If the Character Roll is required simultaneously at more than
one place, the requisite number of photocopies may be prepared and sent. Care
should also be taken to ensure that the photocopies are destroyed immediately
after the purpose for which they were made has been accomplished.
(DoP&T O.M. No. 21011/1/85-Estt.À’ dated the 23rd August, 1985.)
30.7.4 Copies of Annual Performance Assessment Report dossiers or the
substance of the Reports contained in the dossier should not be sent to private
bodies in connection with any purpose whatsoever. However, where a request is
received from a public undertaking or an autonomous body controlled by
Government, a gist of the relevant Annual Performance Assessment Reports may
be supplied, unless Government’s own interest requires that the management of
the public undertaking or autonomous body should see the Annual Performance
Assessment Reports in full. In such cases, the full dossier may be furnished to the
offices concerned after taking the orders of administrative Ministry/Department in
the case of Group À or Group `B Government servant.
(Department of Personnel O.M. No. 51/5/72-Estt. À’ dated the 20th May, 1972.)
30.7.5 Annual Performance Assessment Reports relating to deceased

Government servants may be destroyed after a period of two years from the date
of death. In the case of retired Government servants, the Annual Performance
Assessment Reports dossiers may be retained for a period of five years after the
date of retirement.
(Department of Personnel O.M. No. 51/5/72-Estt.À’ dated the 20th May, 1972.)
30.7.6 The practice of granting letter of appreciation or notes of commendation to

Government servants and placing them in Annual Performance Assessment
Reports Dossier should be discouraged except in the following cases:
Letters of appreciation issued by the Government or a Secretary or Head
of Department in respect of any outstanding work.
Letters of appreciation issued by special bodies or commissions or
committees, etc. or excerpts of their Reports expressing appreciation for a
Government servant by name.
Letters of appreciation from individual non-officials or from individual
officials (other than a Secretary or Head of Department) may go into the
Confidential Report if confined to expressing appreciation for services
280
rendered far beyond the normal call of duty and provided the Secretary or
the Head of the Department so directs.
Appreciation of work should be recorded in Annual Performance
Assessment Report rather than in letters of appreciation which do not give
complete perspective of the Government servant’s good and bad points.
(Department of Personnel O.M. No. 51/5/72-Estt. À’ dated the 20th May, 1972)
281
ANNEXURE‐I
GUIDELINES REGARDING FILLING UP OF APAR WITH NUMERICAL

GRADING
The columns in the APAR should be filled with due care and attention and after
devoting adequate time.
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 officer against a larger
population of his/her peers that may be currently working under them.
(iii)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.
(iv)APARs graded between 6 and short of 8 will be rated as „very good and will
be given a score of 7.
APARs graded between 4 and 6 short of 6 will be rated as „good and given a
score of 5.
(vi)APARs graded below 4 will be given a score of zero.
282
ANNEXURE II
Assessment of work output (weightage to this Section would be 40%)
Reporting Reviewing Initial of

Authority Authority Reviewing
Authority
i)Accomplishment of planned work/work

allotted as per subjects allotted
ii) Quality of output
iii) Analytical ability
(iv)Accomplishment of exceptional work

/ unforeseen tasks performed
Overall Grading on “Work Output
Assessment of personal attributes (weightage to this Section would be 30%)

Authority
i)Attitude to work
ii)Sense of responsibility
iii)Maintenance of Discipline
vi)Communication skills
v) Leadership qualities
vi) Capacity to work in team spirit
vii) Capacity to work in time limit
viii) Inter-personal relations
Overall Grading on personal attributes
283
Assessment of functional competency (weightage would be 30%)

Authority
i) Knowledge of Rules / Regulations

/Procedures in the area of function and
ability to apply them correctly.
ii) Strategic planning ability
iii) Decision making ability
iv) Coordination ability
v) Ability to motivate and develop

subordinates
Overall Grading on functional

competency
284
Annexure-III
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 31st March.

forms to all concerned (i.e., to (This may be completed even a week
officer to be reported upon earlier).
where self-appraisal has to be
given and to reporting officers
where self-appraisal is not to
be given)
2. Submission of self-appraisal to 15th April.

reporting officer by officer to be
reported upon (where
applicable).
3. Submission of report by 30th June
reporting officer to reviewing
officer
4. Report to be completed by 31st July

Reviewing Officer and to be
sent to Administration or CR
Section/Cell or accepting
authority, wherever provided
5. Appraisal by accepting 31st August
authority, wherever provided
6. (a)Disclosure to the officer 01st September
reported upon where there is
no accepting authority
(b) Disclosure to the officer 15th September

reported upon where there is
accepting authority
7. 7. Receipt of representation, if 15 days from the date of receipt of

any, on APAR communication
8. Forwarding of representations
to the competent authority
(a) where there is no accepting 21st September 21

authority for APAR
285
(a) where there is accepting 06th October
authority for APAR
9. Disposal of representation by
the competent authority within
one month from the date of
receipt of
Representation.
10. Communication of the decision 15th November

of the competent authority on
the representation by the
APAR Cell
11. End of entire APAR process, 30th November

after which the APAR will be
finally taken on record
286
Chapter 31
TRANSFER AND POSTING
1 Some Departments are having own guidelines for transfer/ posting of

their employees depending upon the specific requirements of that
Department. The Department of Personnel and Training (DoPT) has
however issued guidelines on certain cases of transfer and postings which
are as under:-
31.1.1 Posting of Physically Handicapped Candidates
“It may not be possible or desirable to lay down that physically

handicapped employees belonging to Group-A or Group-B who have All
India Transfer liability should be posted near their native places. However,
in the case of holders of Group-C or Group-D posts who have been
recruited on regional basis and who are physically handicapped, such
persons may be given posting, as far as possible, subject to administrative
constraints, near their native places within the region. Requests from
physically handicapped employees for transfer to or near their native
places may also be given preference”.
DoP&T O.M. No. AB 14017/41/90-Estt (RR) dated 10th May, 1990

31.1.2 Posting of Government Employees who have mentally
retarded children
“Considering that the facilities for medical help and education of

mentally retarded children may not be available at all stations, a choice in
the place of posting is likely to be of some help to the parent in taking care
of such a child. While administratively it may not be possible in all cases to
ensure posting of such an employee at a place of his / her choice,
Ministries / Departments are requested to take sympathetic view on the
merits of each case and accommodate such requests for posting to the
extent possible”.
DoP&T O.M. .AB 14017/41/90-Estt (R) dated 15th February, 1991
31.1.3 Posting of Husband and Wife at the same Station
When both spouses are in same Central Service or working in

same Department and if posts are available, they may mandatorily be
posted at the same Station.
Where the spouses belong to the same All India Service or two of
the All India Services, namely IAS, IPS and Indian Forest Service
(Group ‘A’).
Where one spouse belongs to one of the All India Services and the
other spouse belongs to one of the Central Services.
Where the spouses belong to the same Central Service.
287
Where the spouse belongs to one Central Service and the other
spouse belongs to another Central Service.
Where one spouse belongs to an All India Service and the other
spouse belongs to a Public Sector Undertaking.
Where one spouse belongs to a Central Service and the other
spouse belongs to a PSU. Where one spouse is employed under
the Central Government and the other spouse is employed under
the State Government.
Complaints are sometimes received that even if posts are available

in the station of posting of the spouse, the administrative authorities do not
accommodate the employees citing administrative reasons. In all such
cases, the cadre controlling authority should strive to post the employee at
the station of the spouse and in case of inability to do so, specific reasons
therefor, may be communicated to the employee.
DoP&T O.M.No.28034/9/2009-Estt (A) dated 30th September, 2009
288

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manner indicated above.

Where the vigilance work forms only a small part of the

30.7.5 Annual Performance Assessment Reports relating to deceased

30.7.6 The practice of granting letter of appreciation or notes of commendation to

GUIDELINES REGARDING FILLING UP OF APAR WITH NUMERICAL

It is expected that any grading of 1 or 2 (against work output or attributes or

(iii)APARs graded between 8 and 10 will be rated as „outstanding and will be

(vi)APARs graded below 4 will be given a score of zero.

Assessment of work output (weightage to this Section would be 40%)

Reporting Reviewing Initial of

i)Accomplishment of planned work/work

ii) Quality of output

iii) Analytical ability

(iv)Accomplishment of exceptional work

Overall Grading on “Work Output

Assessment of personal attributes (weightage to this Section would be 30%)

vi) Capacity to work in team spirit

vii) Capacity to work in time limit

viii) Inter-personal relations

Overall Grading on personal attributes

Reporting Reviewing Initial of

i) Knowledge of Rules / Regulations

ii) Strategic planning ability

iii) Decision making ability

iv) Coordination ability

v) Ability to motivate and develop

Overall Grading on functional

Time schedule for preparation/completion of APAR

S.No . Activity Date by which to be completed

1. Distribution of blank APAR 31st March.

2. Submission of self-appraisal to 15th April.

4. Report to be completed by 31st July

(b) Disclosure to the officer 15th September

7. 7. Receipt of representation, if 15 days from the date of receipt of

(a) where there is no accepting 21st September 21

10. Communication of the decision 15th November

11. End of entire APAR process, 30th November

TRANSFER AND POSTING

1 Some Departments are having own guidelines for transfer/ posting of

31.1.1 Posting of Physically Handicapped Candidates

“It may not be possible or desirable to lay down that physically

DoP&T O.M. No. AB 14017/41/90-Estt (RR) dated 10th May, 1990

“Considering that the facilities for medical help and education of

DoP&T O.M. .AB 14017/41/90-Estt (R) dated 15th February, 1991

31.1.3 Posting of Husband and Wife at the same Station

When both spouses are in same Central Service or working in

Complaints are sometimes received that even if posts are available

DoP&T O.M.No.28034/9/2009-Estt (A) dated 30th September, 2009

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