ALL INDIA SERVICES (CONFIDENTIAL ROLLS) RULES, 1970

In exercise of the powers conferred by sub-section (1) of section 3 of the All India Services Act, 1951 (61 of 1951), the Central Government, after consultation with the Governments of the States concerned, hereby makes the following rules, namely-

1. Short title, commencement and application.-

(1)     These rules may be called the All India Services (Confidential Rolls) Rules, 1970.[1]

 

(2)     They shall come into force on the date of their publication in the Official Gazette.

 

(3)     They shall apply to the writing and the maintenance of the confidential reports on the members of the Service.

2. Definitions.-

In these rules, unless the context otherwise requires:-

(i)       ?accepting authority? means such authority or authorities supervising the performance of the reviewing authority as may be specifically empowered in this behalf by the Government;

(aa) `confidential report' means the confidential report referred to in rule 5;

(ii)      `confidential roll' means the compilation of the confidential reports written on a member of the Service and includes such other documents as may be specified by the Central Government by general or special order, in this behalf;

 

(iii)    `Government' means-

 

(i)       in the case of a member of the Service Serving in connection with the affairs of the Union or of a Union Territory, or serving under a company, association or body of individuals, whether incorporated or not, which is wholly or substantially owned or controlled by the Central Government, or serving under a local body set up by an Act of Parliament, or serving under an international organisation, an autonomous body not controlled by the Central Government or a State Government, or a private body, the Central Government;

 

(ii)      in the case of a member of the Service serving in connection with the affairs of a State, or serving under a company, association or body of individuals, whether incorporated or not, which is wholly or substantially owned or controlled by the Government of a State, or serving under a local body set up by an Act of the Legislature of a state, the Government of that State;

 

(iv)    `member of the Service' means a member of an All India Service as defined in section 2 of the All India Service Act, 1951 (61 of 1951);

 

(v)     ??reporting authority? means such authority or authorities supervising the performance of the member of the Service reported upon as may be specifically empowered in this behalf by the Government;

 

(vi)    ??reviewing authority? means such authority or authorities supervising the performance of the reporting authority as may be specifically empowered in this behalf by the Government; and

 

(vii)   `State' means a State specified in the First Schedule to the Constitution and includes a Union Territory;

 

(viii)  `State Government' means the Government of the State on whose cadre the member of the Service is borne and in relation to a member of an All India Services born on a Joint Cadre, the Joint Cadre Authority.

Explanation- ?The authority or authorities supervising the performances? referred to in clauses (a), (e) and (f) shall not necessarily means an authority or authorities belonging to the same Service to which the reviewing authority, the member of the service reported upon or the reporting authority as the case may be, belongs".

3. Maintenance and custody of confidential rolls.-

(1)     A confidential roll shall be maintained in respect of every member of the Service by the State Government as well as by the Central Government.

 

(2)     The State Government as well as the Central Government may specify the manner in which the aforesaid confidential rolls shall be maintained and kept by it.

4. Form of the Confidential report.-

The confidential report shall be written by the reporting authority in such form as may be specified by the Central Government and the officer reported upon as well as the reporting, reviewing and accepting authorities shall ensure that the portions of the forms which are to be filled in by them are completed by them within the time limit as specified in this behalf by the Central Government:

Provided that the Government may make such additions in the form so specified as may be considered necessary or desirable by it to suit local conditions or requirements.

5. Confidential reports.-

(1)     A confidential report assessing the performances, character, conduct and qualities of every member of the Service shall be written for each financial year, or calendar year, as may be specified by the Government, ordinarily within two months of the close of the said year:

Provided that where a member of the Service is on deputation to an international organisation, confidential reports in respect of such member may be written-

(i)       for the entire period of his tenure with the said organisation even in a case where the period of such tenure exceeds one year; or

 

(ii)      for such shorter period as may be considered convenient or necessary by the reporting authority having regard to the circumstances of each case, ordinarily within three months of the close of the said period:

Provided further that a confidential report may not be written in such cases as may be specified by the Central Government, by general or special order.

(2)     A confidential report shall also be written when either the reporting authority or the member of the Service reported upon relinquishes charge of the post, and, in such a case, it shall be written at the time of the relinquishment of his charge of the post or ordinarily within one month thereafter:

Provided that a confidential report may not be written in such cases as may be specified by the Central Government, by general or special order.

(3)     Where more than one confidential reports are written on a member of the Service during the course of a financial year or a calendar year, as the case may be, each such report shall indicate the period to which it pertains.

 

(4)     Where the reporting authority has not seen, and the reviewing authority has seen, the performance of a member of the Service for at least three months during the period for which the confidential report is to be written, the Confidential report of any such member for any such period shall be written by the reviewing authority, and where, both the reporting authority and the reviewing authority have not seen, and the accepting authority has seen, the performance as aforesaid of any such member during any such period, the confidential report shall be written by the accepting authority.

 

(5)     Where the authority writing the confidential report under sub-rule (2) or sub-rule (4) is a Government Servant, such report shall be written before he retires from service.

 

(6)     Where the reporting authority, the reviewing authority and the accepting authority have not seen the performance of a member of the Service for at least three months during the period for which the report is to be written, an entry to that effect shall be made in the confidential report for any such period by the Government.

 

(7)     Notwithstanding anything contained in sub-rules (1), (2) and (4), it shall not be competent for the reporting authority, the reviewing authority or the accepting authority, as the case may be, where the authority writing the confidential report is not a government servant, to write a confidential report after he demits office.

Explanation: For the purpose of this rule, a Minister shall not be treated as having demitted office if he continues to be a Minister in the Council of Ministers with a different portfolio or in the Council of Ministers immediately reconstituted after the previous Council of Ministers of which he was a Minister with the same or a different portfolio.

6. Review of the confidential report-

(1)     The reviewing authority shall, within one month of the receipt of the Confidential Report, record his remarks on the said report.

 

(2)     Where the report is written by the reviewing authority under sub-rule (4) of rule 5, or where the reviewing authority has not seen, and the accepting authority has seen, the performance of a member of the Service for at least three months during the period for which the confidential report is written, the confidential report of any such member for any such period shall be reviewed by the accepting authority ordinarily within one month of its being written.

 

(3)     It shall not be competent for the reviewing authority, or the accepting authority, as the case may be, to review any such confidential report unless it has seen the performance of the member of the Service for at least three months during the period for which the report has been written, and in every such case an entry to that effect shall be made in the confidential report.

 

(4)     Notwithstanding anything contained in sub-rules (1) and (2), it shall not be competent for the reviewing authority or the accepting authority or the accepting authority, as the case may be, to review any such confidential report-

 

(a)     where the authority reviewing the confidential report is a Government servant after one month of the retirement from service, and

 

(b)     in other cases after one month of date on which he demits office.

Explanation: For the purpose of this rule, a Minister shall not be treated as having demitted office if he continues to be a Minister in the council of Ministers with a different portfolio or in the Council of Ministers immediately reconstituted after the previous Council of Ministers of which he was a Minister with the same or a different portfolio.

6-A. Acceptance of the confidential report.-

(1)     The accepting authority shall within one month of its review, record his remarks on the confidential report and may accept it, with such modifications as may be considered necessary, and countersign the report.

NOTE.-An entry to this effect shall be made in the confidential report.

(2)     Notwithstanding anything contained in sub-rule (1), it shall not be competent for the accepting authority to accept and countersign any such confidential report,-

 

(a)     where the accepting authority is a Government servant, after one month of his retirement from service, and

 

(b)     in other cases, one month after the date of which he demits office.

Explanation: For the purpose of this rule a minister shall not be treated as having demitted office if he continues to be Minister in the Council of Ministers with a different portfolio or in the Council of Ministers immediately reconstituted after the previous Council of Ministers of which he was a Minister with the same or a different portfolio.

6-B. Cases in which the accepting authority writes or reviews the confidential report.-

Notwithstanding anything contained in rule 5 or rule 6, where the accepting authority writes or reviews the confidential report of any member of the Service, it shall not be further necessary to review or accept any such report.

7. Communication of the confidential report to the Central Government and the State Government.-

A certified true copy of the confidential report shall be sent to the Central Government or the State Government or both to the Central Government and the State Government, according as the member of the Service is serving in connection with the affairs of the State, on whose cadre he is borne, or the Union, or a State to which he has been deputed:

Provided that, if the confidential report is written in a language other than Hindi or English, it shall be accompanied by an authentic certified translation in Hindi or English.

8 Communication of Adverse remarks.-

(1)     Where the Confidential report of a member of the service contains an adverse remark, it shall be communicated to him in writing together with a substance of the entire Confidential report by the Government or such other authority as may be specified by the Government ordinarily within two months of the receipt of the confidential report and a certificate to this effect shall be recorded in the Confidential report.

 

(2)     Where the reporting authority or the reviewing authority or the accepting authority records an adverse remark, he shall also record a note to the effect that the remark is an adverse remark:

Provided that the question whether a particular remark recorded in the Confidential report of a member of the service is an adverse remark or not shall be decided by the Government.

Provided further that in the event of any difference of opinion between the Central Government and the Government of a State whether a particular remark is to be deemed an adverse remark or not, the opinion of the Central Government shall prevail.

Explanation: For the purpose of these rules, an adverse remark means a remark which indicates the defects or deficiencies in the quality of work or performance or conduct of an officer, but does not include any word or words in the nature of council or advice to the officer.

9. Representation against adverse remarks.-

A member of the Service may represent to the Government against the remark communicated to him under rule 8 within 45 days of the date of its receipt by him:

Provided that the Government may entertain a representation within three months of the expiry of the said period if it is satisfied that the member of the service had sufficient cause for not submitting the representation in time.

10. Consideration of representation against adverse remarks.-

(1)     The Government shall, and if it considers necessary, in consultation with the reporting authority, [the reviewing authority or the accepting authority], consider the representation made under rule 9 by a member of the Service and pass orders as far as possible within three months of the date of submission of the representation-

(a)     rejecting the representation, or

(b)     toning down the remark, or

(c)      expunging the remark:

Provided that where an order toning down or expunging the remark is passed, a copy of such order, and if the order is passed beyond twelve months after the close of the financial year calendar, as the case may be, to which the remark pertains, the reasons therefore together with the certified true copies of the representation made and the remarks of the reporting authority and the reviewing authority, shall be endorsed to the Central Government or the State Government or both to the Central Government and State Government according as the member of the Service is serving in connection with the affairs of a State on whose cadre he is borne or the Union or a State to which he has been deputed.

(2)     The order so passed on the representation shall be final and the member of the Service concerned shall be informed suitably.

10-A. General.-

The Central Government may issue such instructions, not inconsistent with the provisions of these rules, as it may consider necessary, with regard to the writing of the confidential reports the maintenance of the confidential rolls and the effect of the confidential reports on the conditions of service of a member of the Service.

11. Interpretation.-

Where any doubt arises as to the interpretation of any of the provisions of these rules, the matter shall be referred to the Central Government who shall decide the same.

Government of India?s Order (1) in pursuance of Rule of Rule 48 the All India Services (Confidential Rolls) Rules, 1970 the Central Government hereby specifies the form appended hereto as the Form in which the confidential Report in respect of every members of the All India Service shall be written.

EXECUTIVE INSTRUCTION

FORM OF CONFIDENTIAL REPORT

FORM I

CONFIDENTIAL REPORT FOR INDIAN ADMINISTRATIVE SERVICE OFFICERS

Junior Time Scale

Senior Time Scale

Selection Grade

 

Name of Officer ????????????????????????.

Report for the year/period ending ?????????????????..

Confidential Report for Indian Administrative Service Officers

(Junior Time Scale, Senior Time Scale and Selection Grade)

Report for the year/period ending ????????????..

PART I

PERSONAL DATA

To be filed by the Administrative Section concerned of the Ministry/Department/Office

1.       Name of Officer

 

2.       Cadre and Year of allotment

 

3.       Date of Birth

 

4.       Date of continuous appointment to present grade???????????? ?? Date???????????? Grade

 

5.       Present post and date of appointment thereto.???????????????? ?? Date???????????? Grade

 

6.       Period of absence from duty (on leave, training etc., during the year, If he has undergone training, please specify.)

PART II

To be filled in by the Officer Reported upon

(Please read carefully the instructions given at the end of the form before filling the entries)

1.       Brief description of duties.

 

2.       Please specify the quantitative/physical/financial targets/objectives set for yourself or that were set for you in respect of eight to ten items of work, in order of priority and your achievement against each target.

Targets???????????????????????????????????????????????? Achievements

3.       ?(a) Please state briefly the shortfalls with reference to the targets/objectives referred to in column 2. Please specify constraints, if any in achieving the targets.

(b)?? ?Please also indicate items in which there have been significantly higher achievements and your contribution thereto.

PART III

To be filled in by the Reporting Authority

(Please read carefully the instructions given at the end of the form before filling the entries)

A. NATURE AND QUALITY OF WORK

1.       Please comment on Part II as filled out by the officer and specifically state whether you agree with the answers relating to targets and objectives, achievements and shortfalls. Also specify constraints, if any, in achieving the objectives.

 

2.       Quality of output-

Please comment on the officer's quality of performance having regard to standard of work and programme objectives, and constraints, if any.

3.       Knowledge of sphere of work -

Please comment specifically on each of these : level of knowledge of functions, related instructions and their application.

B. ATTRIBUTES

1.       Attitude to work -

Please comment on the extent to which the officer is dedicated and motivated and on his/her willingness and initiative to learn and systematise his/her work.

2.       Decision-making ability -

Please comment on the quality of decision making and an ability to weigh pros and cons of alternatives.

3.       Initiative -

Please comment on the capacity and resourcefulness of the officer in handling unforeseen situations on his/her own and willingness to take additional responsibility and new areas of work.

4.       Ability to inspire and motivate -

Please comment on the capacity of the officer to motivate, to obtain willing support by own conduct and capacity to inspire confidence.

5.       Communication skill (written and oral) -

Please comment on the ability of the officer to communicate and on his/her ability to present arguments.

6.       Inter-personal relations and team work -

Please comment on the quality of relationship with superiors, colleagues and subordinates, and on the ability to appreciate others point of view and take advice in the proper spirit. Please also comment on his/her capacity to work as a member of a team and to promote team spirit and optimise the output of the team.

7.       Relations with the public -

Please comment on the officer's accessibility to the public and responsiveness to their needs.

8.       Attitude towards Scheduled Castes/Scheduled Tribes/Weaker Sections of Society -

Please comment on his/her understanding of the problems of Scheduled Castes and Scheduled Tribes/Weaker Sections and willingness to deal with them.

C. ADDITIONAL ATTRIBUTES

(for officers of 12 years of service and above only)

1.       Planning ability -

Please comment whether the officer anticipates problems, work needs, and plans accordingly and is able to provide for contingencies.

2.       Supervisory ability -

Please comment on the officer's ability relating to:

(i)       proper assignment of tasks;

 

(ii)      identification of proper personnel for performing the tasks;

 

(iii)    guidance in the performance of tasks; and

 

(iv)    review of performance

 

3.       Coordination ability -

Please comment on the extent to which the office is able to achieve co-ordination in formulation and implementation of tasks and programmes by different functionaries involved.

4.       Aptitude and Potential -

Please indicate three fields of work from amongst the following for possible specialisation and career development of the officer. Please mark 1, 2, 3 in three appropriate boxes.

1.       Personnel Administration.

 

2.       Law and Order and Internal Security.

 

3.       Financial Administration.

 

4.       Agricultural and Rural Development.

 

5.       Social Services and Educational Administration.

 

6.       Planning.

 

7.       Economic and Commercial Administration.

 

8.       Industrial Administration.

 

9.       Any other field (Please specify).

 

5.       Training -

Please give recommendations for training with a view to further improving the effectiveness and capabilities of the officer. (While specifying the areas of the training, it is not necessary to confine to the fields referred to in column 4).

PART IV

GENERAL

1.       State of health ?

 

2.       Integrity -

(Please See Note below the instructions)

3.       General assessment -

Please give an overall assessment of the officer with reference to his/her strength and shortcomings and also by drawing attention to the qualities if any not covered by the entries above.

4.       Grading -

(Outstanding/Very Good/Good/Average/Below Average)

(An officer should not be graded outstanding unless exceptional qualities and performance have been noticed; grounds for giving such a grading should be clearly brought out).

Place:

Date:????????????????????????????????????????????????????????????? Signature

 

Name in block letters

Designation

(During the period of Report)

PART - V

Remarks of the Reviewing Authority

1.       Length of service under the Reviewing Authority.

 

2.       Is the Reviewing Authority satisfied that the Reporting Authority has made his/her report with due care and attention and after taking into account all the relevant material?

 

3.       Do you agree with the assessment of the officer given by the reporting authority?

(In case of disagreement, please specify the reasons;

Is there anything you wish to modify or add?)

4.       General remarks with specific comments about the general remarks given by the reporting authority and remarks about meritorious work of the officer including the grading.

 

5.       Has the officer any special characteristics, and/or any abilities which would justify his/her selection for a special assignment or/out of turn promotion? If so, specify.

Place:

Date:????????????????????????????????????????????????????????????????????????????????? ????????? Signature

 

Name in block letters

Designation

(During the period of Report)

PART VI

Remarks of the Accepting Authority

(i.e., next superior authority)

Place:

Date:????????????????????????????????????????????????????????????? Signature of the Accepting Authority

Name in block letters

Designation

(During the period of Report)

 

INSTRUCTIONS

1.       The Confidential Report is an important document. It provide 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 up the form with a high sense of responsibility.

2.       Performance appraisal through Confidential Reports should be used as a tool for HUman resource development. Reporting Officers should realise that the objective is to develop an officer so that his/her true potential. It is not mean to be a fault-finding process but a developmental one. The Reporting Officer and the Reviewing Officer should not any away from reporting shortcomings in performance, attitudes or overall personality of the officer reported upon.

 

3.       The columns should be filled with due care and attention and after devoting adequate time. Any attempt to fill the report in a casual or superficial manner will be easily discernible to the high authorities.

 

4.       If the Reviewing Authority is satisfied that the Reporting Authority had made the report without due care and attention he shall record a remark to that effect in Part V Column 2. The Government shall enter the remarks in the Confidential Roll of the Reporting Authority.

 

5.       Every answer shall be given in a narrative form. The space provided indicates the desired length of the answer. Words and phrases should be chosen carefully and should accurately reflect the intention of the authority recording the answer. Please use unambiguous and simple language. Please do not use omnibus expressions like `outstanding', `very good', `Good', `Average', `below average' while giving your comments against any of the attributes.

 

6.       The Reporting Officer shall, in the beginning of the year set quantitative/physical/financial targets 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. The targets/goals shall be set at the commencement of the reporting year i.e., April, in the case of All India Service Officers. In the case of an officer taking up a new assignment in the course of the reporting year, such targets/goals shall be set at the time of assumption of the new assignment.

 

7.       The targets should be clearly known and understood by both the officers concerned. While fixing the targets, priority should be assigned item-wise, taking into consideration the nature and the area of work and any special features that may be specific to the nature or the area of the work of the officer to be reported upon.

 

8.       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 to take necessary corrective steps.

 

9.       It should be the endeavour of each appraiser to present the truest possible picture of the appraise in regard to his/her performance, conduct, behaviour and potential.

 

10.     Assessment should be confined to the appraisee's performance during the period of the report only.

 

11.     Some posts of the same rank may be more exacting 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.

 

12.     Aspects on which an appraisee is to be evaluated on different attributes are delineated below each column. The appraiser should deal with these and other aspects relevant to the attributes.

NOTE:

The following procedure should be followed in filling up the column relating to integrity:

(i)       If the Officer's integrity is beyond doubt, it may be so stated.

 

(ii)      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 Confidential 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 doubts or suspicious are cleared, the officer's integrity should be certified and an entry made accordingly in the Confidential Report.

 

(c)      If the doubts or suspiciouns are confirmed, this 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 (a) and (c) above.

Confidential Report for Indian Administrative Service Officers

Super Time Scale

Name of Officer ??????????????????????????

Report for the year/period ending ???????????????????.

Confidential Report for Indian Administrative Service Officers

(Super Time Scale)

Report for the year/period ending ??????????????????.

PART I

Personal Data

(To be filled by the Administrative Section concerned of the Ministry/Department/Office)

1.       Name of Officer

 

2.       Cadre and Year of Allotment

 

3.       Date of Birth

 

4.       Date of continuous appointment to present grade ????????????????????? ?? Date???????????? Grade

 

5.       Present Post and date of appointment thereto.?????????????????????????? ?? Date ???????????? Grade

 

6.       Period of absence from duty (on leave, training etc., during the year. If he has undergone training, please specify.)

PART II

To be filed in by the Officer Reported Upon

(Please read carefully the instructions given at the end of the form before filling the entries)

1.       Brief description of duties.

 

2.       Please specify the quantitative/physical/financial/targets/objectives (8 to 10 items priority wise/in order of importance) set for yourself or that were set for you and your achievements against each target.

Targets???????????????????????????????????????????????????????????????????? ????????? Achievements

3.       Please state briefly your achievements with reference to targets/objectives referred to in column 2. Please also indicate significantly higher achievements in relation to the targets and your contribution thereto.

 

4.       Please state briefly the shortfalls with reference to the targets/objectives referred to in column 2. Please specify the constraints, if any, in achieving the targets.

PART III

To be filled in by the Reporting Authority

(Please read carefully the instructions given at the end of the form before filling the entries)

A. NATURE AND QUALITY OF WORK

1.       Please comment on Part II as filled out by the officer and specifically state whether you agree with the answers relating to targets and objectives, achievements and shortfalls. Also specify constraints, if any, in achieving the objectives.

 

2.       Quality of output-

Please comment on officer's quality of performance having regard to standard of work and programme objectives, and constraints, if any.

3.       Knowledge of sphere of work-

Please comment specifically on each of these, level of knowledge of functions, related instructions and their application.

B. ATTRIBUTES

1.       Leadership qualities-

Please comment on the capacity of the officer to set targets and objectives, understand the environment, anticipate change and contribute new ideas and new methods of work towards achieving the targets and objectives.

2.       Management qualities-

Please comment on the officer's willingness to assume responsibility, organising capacity ability to motivate, ability to provide timely and proper guidance and regard for training and development of sub-ordinates.

3.       Initiative and planning ability-

Please comment on the capacity and resourcefulness of the officer to anticipate problems and to plan, in advance, action to meet such situations. Also comment on the capacity and resourcefulness of officer in handling unforeseen situations on his/her own and willingness to take additional and new areas of work.

4.       Decision-making ability-

Please comment on his/her ability to take decisions and to weigh pros and cons of alternatives.

5.       Communication skill (written and oral)-

Please comment on the ability of the officer to communicate and on his/her ability to present arguments.

6.       Appraising ability-

Please comment on the officer's skill and capacity in evaluating and recording performance of subordinates in an impartial and objective manner.

7.       Inter-personal relations and team work-

Please comment on the quality of relationship with superiors, colleagues and subordinates on his/her capacity to work as a member of a team and to promote team spirit and optimise the output of the team.

8.       Relations with the public-

Please comment on the officer's accessibility to the public and responsiveness to their needs.

9.       Attitude towards Scheduled Castes/Scheduled Tribes/Weaker Sections of society-

Please comment on the officer's understanding of the problems of Scheduled Castes and Scheduled Tribes and his/her efforts to deal with them.

10.     Attitude and Potential-

Please indicate three fields of work from amongst the following for possible specialisation and career development of the officer. Please mark 1, 2, 3 in three appropriate boxes.

1.       Personnel Administration.

 

2.       Law and Order and Internal Security.

 

3.       Financial Administration.

 

4.       Agricultural and Rural development Administration.

 

5.       Social Services and Educational Administration.

 

6.       Planning.

 

7.       Economic and Commercial Administration.

 

8.       Industrial Administration.

 

9.       Any other field (Please specify).

PART IV

GENERAL

1.       State of Health-

 

2.       Integrity-

(Please see Note below the instructions)

3.       General assessment-

Please give an overall assessment of the officer with reference to his/her strength and shortcomings and also by drawing attention to the qualities, if any, not covered by the entries above.

4.       Grading-

(Outstanding/Very Good/Good/Average/Below Average).

(An officer should not be graded outstanding unless exceptional qualities and performance have been noticed; grounds for giving such a grading should be clearly brought out).

Place:

Date: ???????????????????????????????????????????????????????????????????????????????? Signature

Name of the Reporting Authority

Designation

(During the period of Report)

 

PART V

Remarks of the Reviewing Authority

1.       Length of service under the Reviewing Authority.

 

2.       Is the Reviewing Authority satisfied that the Reporting Authority has made his/her report with due care and attention and after taking into account all the relevant material?

 

3.       Do you agree with the assessment of the officer given by the reporting authority?

(In case of disagreement, please specify the reasons. Is there anything you wish to modify or add?)

4.       General remarks with specific comments about the general remarks given by the reporting authority and remarks about the meritorious work of the officer including the grading.

 

5.       Has the officer any special characteristics, and/or any exceptional merits or abilities which would justify his/her selection for special assignment or out of turn promotion? If so, specify.

Place:?????????????????????????????????????????????????????????????????????? Signature of the Reviewing Authority.

Date: ?????????????????????????????????????????????????????????????????????? Name in block letters

Designation

(During the period of Report)

PART VI

Remarks of the Accepting Authority

(i.e. next superior authority)

Place: ???????????????????????????????????????????????????????????????????????????????? Signature of the Accepting Authority

Date:????????????????????????????????????????????????????????????????????????????????? Name in block letters

Designation

(During the period of Report)

INSTRUCTIONS

1.       The Confidential Report is an important document. It provide 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 duty of filling out the form with a high sense of responsibility.

 

2.       Performance appraisal through Confidential Reports should be used as a tool for human resource development. Reporting Officers should realise that the objective is to develop an officer so that he/she realises his/her true potential. It is not meant to be a fault-finding process but a 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.

 

3.       The columns should be filled with due care and attention and after devoting adequate time. Any attempt to fill the report in a casual or superficial manner will be easily discernible to higher authorities.

 

4.       If the Reviewing Authority is satisfied that the Reporting Authority had made the report without due care and attention he shall record a remark to that effect in Part V column 2. The Government shall enter the remarks in the Confidential Roll of the Reporting Authority.

 

5.       Every answer shall be given in narrative form. The space provided indicates the desired length of the answer. Words and phrases should be chosen carefully and should accurately reflect the intention of the authority recording the answer. Please use unambiguous and simple language. Please do not use omnibus expressions like `outstanding', `very good', `good', `average', `below average' while giving your comments against any of the attributes.

 

6.       The Reporting Officer shall, in the beginning of the year set quantitative/physical/financial targets 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. The targets/goals shall be set at the commencement of the reporting year i.e. April, in the case of the All India Service Officers. In the case of an officer taking up a new assignment in the course of the reporting year, such targets/Goals shall be set at the time of assumption of the new assignment.

 

7.       The targets should be clearly known and understood by both the officers concerned. While fixing the targets, priority should be assigned item-wise, taking into consideration the nature and the area of work and any special features that may be specific to the nature or the area of the work of the officer to be reported upon.

 

8.       Although performance appraisal is 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 to take necessary corrective steps.

 

9.       It should be the endeavour of each appraiser to present the trust possible picture of the appraise in regard to his/her performance, conduct, behaviour and potential.

 

10.     Assessment should be confined to the appraisee's performance during the period of report only.

 

11.     Some posts of the same rank may be more exacting 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.

 

12.     Aspects on which an appraisee is to be evaluated on different attributes are delineated below each column. The appraiser should deal with these and other aspects relevant to the attributes.

NOTE

The following procedure should be followed in filling up the column relating to integrity-

(i)       If the officer's integrity is beyond doubt, it may be so stated.

 

(ii)      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 Confidential 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 doubts or suspicions are cleared, the officer's integrity should be certified and an entry made accordingly in the Confidential Report.

 

(c)      If the doubts or suspicioun are confirmed, this 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 (a) and (c) above.

FORM III

Confidential Report for Indian Administrative Service Officers

Fixed Pay levels

Above Supertime Scale

Name of Officer ???????????????????????????.

Report for the year/period ending ????????????????????.

 

Confidential Report for Indian Administrative Service Officers

(Fixed Pay levels, above Supertime Scale)

Report for the year/period ending ????????????

PART I

(To be filled by the Administrative Section concerned of the Ministry/Department/Office)

1.       Name of Officer

 

2.       Cadre and Year of allotment

 

3.       Date of Birth

 

4.       Date of continuous appointment to present grade ??????????? ?? Date ?????????????????????? Grade

 

5.       Present post and date of appointment thereto. ??????????????? ?? Date ?????????????????????? Post

 

6.       Period of absence from duty (on leave, training etc., during the year. If he has undergone training, please specify.)

Part II

To be filed in by the Reporting Authority

(Please read carefully the instructions given at the end of the form before filling the entries)

1.       State of Health-

 

2.       General assessment-

(This should contain in a narrative form an overall assessment of the officer's personality, his/her good qualities and shortcomings and should in particular touch on the following points viz., quality of mind, conceptual ability, communication skill (written and oral), analytical and planning ability, leadership qualities and initiative, attention to detail, industry and conscientiousness, judgment, speed of disposal, willingness to accept responsibility and take decisions, relations with subordinates and colleagues, public relations, interest in training and development of subordinates and in the development of scheduled castes/scheduled tribes and weaker sections of society.)

3.       Integrity-

(Please see note below the instructions)

4.       Grading-

(Outstanding/Very Good/Average/Below Average)

(An officer should not be graded outstanding unless exceptional qualities and performance have been noted; grounds for giving such a grading should be clearly brought out).

Place: ?????????????????????????????????????????????????????????????????????? Signature of the Reporting Authority.

Date: ?????????????????????????????????????????????????????????????????????? Name in block letters

Designation

(During the period of Report)

PART III

Remarks of the Reviewing Authority

( ??????? )

1.       Length of service under the Reviewing Authority.

 

2.       Is the Reviewing Authority satisfied that the Reporting Authority has made his/her report with due care and attention and after taking into account all the relevant material?

 

3.       Do you agree or disagree with the assessment of the officer given by the Reporting Authority? Is there anything you wish to modify or add?

 

4.       General remarks with specific comments about the general remarks given by the Reporting Authority and Remarks about the meritorious work of the officer.

 

5.       Has the officer any special characteristics, and/or any exceptional merits or abilities which would justify his/her advancement and special selection for higher appointments? If yes, please mention these characteristics briefly.

Place: ?????????????????????????????????????????????????????????????????????? Signature of the Reviewing Authority

Date: ?????????????????????????????????????????????????????????????????????? Name in block letters

Designation

(During the period of Report)

INSTRUCTIONS

1.       The confidential report is an important document. It provide 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 filing out the form with a high sense of responsibility.

 

2.       Performance appraisal through Confidential Reports should be used as a tool for human resource development. Reporting Officers should realise that the objective is to develop an officer so that he/she realises his/her true potential. It is not meant to be a fault-finding process but a 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.

 

3.       The columns should be filled with due care and attention and after devoting adequate time. Any attempt to fill the report in a casual or superficial manner will be easily discernible to the higher authorities.

 

4.       If the Reviewing Authority is satisfied that the Reporting Authority had made the report without due care and attention he shall record a remark to that effect in Part V column 2. The Government shall enter the remarks in the Confidential Roll of the Reporting Authority.

 

5.       Every answer shall be given in a narrative form. The space provided indicates the desired length of the answer. Words and phrases should be chosen carefully and should accurately reflect the intention of the authority recording the answer. Please use unambiguous and simple language. Please do not use omnibus expressions like `outstanding', `very good', `good', `average', `below average' while giving your comments against any of the attributes.

 

6.       The Reporting Officer shall, in the beginning of the year set quantitative/physical/financial targets 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. The targets/Goals shall be set at the commencement of the reporting year i.e., April, in the case of the All India Service Officers. In the case of an officer taking up a new assignment in the course of the reporting year, such targets/Goals shall be set at the time of assumption of the new assignment.

 

7.       The targets should be clearly known and understood by both the officers concerned. While fixing the targets, priority should be assigned item-wise, taking into consideration the nature and the area of work and any special features that may be specific to nature or the area of the work of the officer to be reported upon.

 

8.       Although performance appraisal is 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 to take necessary corrective steps.

 

9.       It should be the endeavour of each appraiser to present the trust possible picture of the appraisee in regard to his/her performance, conduct, behaviour and potential.

 

10.     Assessment should be confined to the appraisee's performance during the period of report only.

 

11.     Some posts of the same rank may be more exacting 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.

 

12.     Aspects on which an appraisee is to be evaluated on different attributes are delineated below each column. The appraiser should deal with these and other aspects relevant to the attributes.

NOTE

The following procedure should be followed in filling up the column relating to integrity-

(i)       If the officer's integrity is beyond doubt, it may be so stated.

 

(ii)      If there is any doubt or suspicion, the column should be left blank and actions 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 Confidential 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 doubts or suspicions are cleared, the officer's integrity should be certified and an entry made accordingly in the Confidential Report.

 

(c)      If the doubts or suspicions are confirmed, this 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 (a) and (c) above.

Form I

Confidential Report for Indian Police Service Officers

Junior Time Scale

Senior Time Scale

Selection Grade

Name of the Officer ?????????????????????????????

Report for the year/period ending ???????????????????????..

Form I

Confidential Reports for Indian Police Service Officers

(Junior Time Scale, Senior Time Scale and Selection Grade)

Report for the year/period ending????????????..

PART I

PERSONAL DATA

(To be filled by the Officer Reported Upon)

1.       Name of officer

 

2.       Cadre and Year of allotment

 

3.       Date of Birth

 

4.       Height: ?????????????????????????????? Weight:

Chest: ????????????????????????????????????????????????? Waist:

5.       Date of continuous appointment to present grade ??????????? ?? Date ???????????? Grade

 

6.       Present Post and date of appointment thereto.???????????????? ?? Date ???????????? Grade

 

7.       Period of absence from duty (on leave, training etc., during the year).

PART II

To be filed in by the Officer Reported Upon

(Please read carefully the instructions given at the beginning of the form before filling the entries)

1.       Brief description of duties.

 

2.       Particulars of Training courses undergone during the year.

 

3.       Medals or commendations received during the year.

 

4.       (a) Please specify 8 to 10 targets/goals/objectives that were set for you and/or you set for yourself in order of priority.

(b) ?Wherever targets have been fixed how far have they been achieved particularly in respect of inspections, visits to scenes of crime/sensitive sports, tours and supervision of crime work. [You can also highlight any major law & order problems attended to, any improvements/innovation introduced in your area of work and any special work done relating to policemen's welfare.]

5.       ?(a) Please state briefly the shortfalls with reference to the targets/goals/objectives referred to in column 4. Specify constrains, if any.

(b) ??Please indicate items under which there have been significantly ?better/higher achievements compared to targets and your contribution thereto.

PART III

To be Filled By Reporting Authority-Kindly read carefully the instructions given at the beginning of the form before the entries are filled.

A. NATURE AND QUALITY OF WORK

1.       Please comment on Part II as filled out by the officer and specifically state whether you agree with the answers relating to targets/goals/objectives, achievements and shortfalls. Also specify constraints, if any, in achieving the objectives.

 

2.       Knowledge of sphere of work.

Please comment specifically on the following.

Knowledge of Law.

Knowledge of Police Rules/Procedures.

Knowledge of Area or Terrain.

B. ATTRIBUTES

3.       Attitude to work.

Please comment on the extent to which the officer is dedicated and motivated and on his/her willingness and initiative to learn and systematise his/her work.

4.       Decision-making ability.

Please comment on the quality of decision-making and on ability to weigh pros and cons of alternatives.

5.       Initiative.

(Please comment on the capacity and resourcefulness of the officer in handling unforeseen situations on his/her own and willingness to take additional responsibility and new areas of work).

6.       Ability to inspire and motivate.

Please comment on the capacity of the officer to motivate, to obtain willing support by own conduct and capacity to inspire confidence

7.       Communication skill (written and oral).

Please comment on the ability of the officer to communicate and on his/her ability to present arguments.

8.       Inter-personal relations and team work.

(Please comment on the quality of relationship with superiors, colleagues and subordinates, and on the ability to appreciate others point of view and take advice in the proper spirit. Please also comment on his/her capacity to work as a member of a team and to promote team spirit and optimise the output of the team).

9.       Relations with the public.

Please comment on the officer?s accessibility to the public and responsiveness to their needs.

10.     Attitude towards Scheduled Castes/Scheduled Tribes/Weaker Sections of Society.

(Please comment on his/her understanding of the problems of Scheduled Castes and Scheduled Tribes/Weaker Sections and willingness to deal with them).

11.     Personnel Management.

(Please comment on the officer's willingness to assume responsibility, organising capacity, quality of leadership, ability to provide timely and proper guidance and regard for training and development of subordinates).

12.     Effectiveness in supervising Investigation.

 

13.     Effectiveness in maintaining communal harmony

.

14.     Interest in Policemen's welfare & their families.

Please comment on any tangible work done in this regard.

15.     Aptitude and Potential.

(Please indicate three fields of work from amongst the following for possible specialisation and career development of the officer).

(i)       General Administration.

 

(ii)      Personnel Administration.

 

(iii)    Training.

 

(iv)    Planning Research and Development.

 

(v)     Staff duties.

 

(vi)    Secretariat work.

 

(vii)   Law & Order.

 

(viii)  Intelligence.

 

(ix)    Vigilance-Anti-corruption work.

 

(x)     Investigation of Crime.

 

(xi)    Metropolitan Policing.

 

(xii)   Traffic Management.

 

(xiii)  Anti-dacoity/counter insurgency operation.

 

(xiv)  Para Military/Armed Police.

 

(xv)   Security (including V.I.P., Airport and Industrial Security).

 

(xvi)  Special units/Tech. Services like wireless, Scientific Aids, Computer services etc.

 

(xvii) Any other field of work (Please specify).

 

16.     Traits/Special Abilities.

 

(i)       General bearing and personality.

 

(ii)      Sociability.

 

(iii)    Dedication to duty.

 

(iv)    Appreciation of situations and quickness of response.

 

(v)     Attention to detail.

 

(vi)    Ability to withstand pressure/stress.

 

(vii)   Ability to take a principled stand.

 

(viii)  Any other traits/special abilities of the officer other than those mentioned above.

PART IV

GENERAL

1.       State of Health.

Please mention whether the officer is over weight or under weight and whether he is fit for field duties.

2.       Integrity.

(Please see the note below the Instructions)

3.       General Assessment.

Any action/aspect needing special mention.

4.       Grading-

(Outstanding/Very good/Good Average/Below Average)

(An officer should not be graded outstanding unless exceptional qualities and performance have been noticed grounds for giving such a grading should be clearly brought out).

Signature

Date

Name

Designation

PART V

Remarks of the Reviewing Authority

1.       Length of service under you.

 

2.       Are you satisfied that the Reporting Authority has made his/her report with due care and attention and after taking into account all the relevant material?

 

3.       Do you agree with the assessment of the officer given by the reporting authority?

(In case of disagreement, please specify the reasons: Is there anything you wish to modify or add?)

4.       General remarks with specific comments about the general remarks given by the reporting authority remarks about meritorious work of the officer.

 

5.       Has the officer any special characteristics and/or any abilities which would justify his/her selection for special assignment or/out of turn promotion? If so, please specify.

 

6.       Grading.

(Outstanding/Very-Good/Good/Average/Below Average)

(An officer should not be graded outstanding unless exceptional qualities and performance have been noticed grounds for giving such a grading should be clearly brought out).

Signature of the Reporting Authority

Date :

Name in block letters

Designation

(During the period of report)

 

PART VI

Remarks of the Accepting Authority

Signature of the Accepting Authority

Date :

Name in Capital letters

Designation

(During the period of report)

INSTRUCTIONS

1.       The Confidential Report 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 filing out the form with a high sense of responsibility.

 

2.       Performance appraisal through Confidential Reports should be used as a tool for human resource development. Reporting Officers should realise that the objective is to develop an officer so that he/she realises his/her true potential. It is not meant to be a fault-finding process but a 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.

 

3.       The columns should be filled with due care and attention and after devoting adequate time. Any attempt to fill the report in a casual or superficial manner will be easily discernible to higher authorities.

 

4.       Performance evaluation by the reporting officer must not be done without having conducted at least one detailed inspection of the work of the subordinate unless the subordinate is one with whom his senior is inter-acting almost daily.

 

5.       If the Reviewing Authority is satisfied that the Reporting Authority had made the report without due care and attention he shall record a remark to that effect in Part V column 2. The Government shall enter the remarks in the Confidential Roll of the Reporting Authority.

 

6.       Every answer shall be given in narrative form. The space provided indicates the desired length of the answer. Words and phrases should be chosen carefully and should accurately reflect the intention of the authority recording the answer. Please use unambiguous and simple language. Please do not use omnibus expressions like `outstanding', `very good', `good', `average', `below average' while giving your comments against any of the attributes.

 

7.       The Reporting Officer shall, in the beginning of the year set quantitative/physical/financial targets 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. The targets/Goals/Objectives be set at the commencement of the reporting year i.e., April, in the case of the All India Service Officers. In the case of an officer taking up a new assignment in the course of the reporting year, such targets/Goals/objectives shall be set at the time of assumption of the new assignment.

 

8.       The targets/objectives/goals should be clearly known and understood by both the officers concerned. While fixing the targets for achievement, priority should be assigned item-wise, taking into consideration the nature and the area of work and any special features that may be specific to nature or the work of the officer to be reported upon.

 

9.       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 to take necessary corrective steps.

 

10.     It should be the endeavour of each appraiser to present the trust possible picture of the appraise in regard to his/her performance, conduct, behaviour and potential.

 

11.     Some posts of the same rank may be more exacting than others. The degree of stress and strain in any post may also very from time to time. These facts should be borne in mind during appraisal and should be commented upon appropriately.

 

12.     Aspects on which an appraisee is to be evaluated on different attributes are delineated below each column. The appraiser should deal with these and other aspects relevant to the attributes.

NOTE

The following procedure should be followed in filing up the column relating to INTEGRITY-

(i)       If the officer's integrity is beyond doubt, it may be so stated.

 

(ii)      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 Confidential 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 doubts or suspicious are cleared, the officer?s integrity should be certified and an entry made accordingly in the Confidential Report.

 

(c)      If the doubts or suspicions are confirmed, this 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.

FORM II

Confidential Report for Indian Police Service Officers

(Super Time Scale)

Report for the year/period ending ???????????????????

PART I

PERSONAL DATA

(To be filed by the officer Reported Upon)

1.       Name of officer

 

2.       Cadre and Year of allotment

 

3.       Date of Birth

 

4.       Height: ?????????????????????????????????????????????????? Weight:

Chest: ????????????????????????????????????????????????????????????????????? Waist:

5.       Date of continuous appointment to present grade???????????? Date ?? ???????????? Grade

 

6.       Present Post and date of appointment thereto.???????????????? Date ?? ???????????? Post

 

7.       Period of absence from duty (on leave, training etc., during the year)

PART II

To be filed in by the Officer Reported Upon

(Please read carefully the instructions given at the beginning of the form before filling the entries)

1.       Brief description of duties.

 

2.       Particulars of Training courses undergone during the year.

 

3.       Medals or commendations received during the year.

 

4.       (a) Please specify major targets/goals/objectives that were set for you and/or you set for yourself in order of priority.

(b) ?Wherever targets have been fixed how far have they been achieved particularly in respect of inspections, tours and supervision of crime work in general.

5.       ?(a) Please state briefly the shortfalls with reference to the targets/goals/objectives referred to in column 4(a). Also Specify the constraints, if any.

(b) ?Please also indicate items in which there have been significantly better/higher achievements compared to targets and your contribution thereto.

PART III

To be filled in by the Reporting Authority

(Please read carefully the instructions given at the beginning of the form before filling the entries)

A. NATURE AND QUALITY OF WORK

1.       Please comment on Part II as filled out by the officer and specifically state whether you agree with the answers relating to targets/goals/objectives, achievements and shortfalls. Also specify constraints, if any, in achieving the objectives.

 

2.       Quality of output-

Please comment on officer's quality of performance having regard to standard of work and programme objectives and constraints, if any.

3.       Knowledge of sphere of work-

(Please comment specifically on each of these: level of knowledge of functions, related instructions and their application).

B. ATTRIBUTES

4.       Leadership qualities-

(Please comment on the capacity of the officer to set targets and objectives, understand the environment, anticipate change and contribute new ideas and new methods of work towards achieving the targets and objectives).

5.       Management qualities-

(Please comment on the officer's willingness to assume responsibility, organising capacity, ability to motivate, ability to provide timely and proper guidance and regard for training and development of subordinates).

6.       Initiative and planning ability-

(Please comment on the capacity and resourcefulness of the officer to anticipate problems and to plan in advance, action to meet such situations. Also comment on the capacity and resourcefulness of officer in handling unforeseen situations on his/her own and willingness to take additional and new areas of works).

7.       Decision making ability-

(Please comment on his/her ability to take decisions and to weigh pros and cons of alternatives).

8.       Communication skill (written and oral)-

(Please comment on the ability of the officer to communicate and on his/her ability to present arguments).

9.       Appraising ability-

(Please comment on the officer's skill and capacity in evaluating and recording performance of subordinates in an impartial and objective manner).

10.     Inter-personal relations and team work-

(Please comment on the quality of relationship with superiors, colleagues and subordinates on his/her capacity to work as a member of team and to promote team spirit and optimise the output of the team).

11.     Relations with the public-

(Please comment on the officer's accessibility to the public and responsiveness to their needs).

12.     Attitude towards Scheduled Castes/Scheduled Tribes/Weaker Sections of society-

(Please comment on the officer's understanding of the problems of Scheduled Castes and Scheduled Tribes and his/her efforts to deal with them).

13.     Supervision of investigation-

(Please comment on the officer's ability to guide and to monitor he investigation work).

14.     Effectiveness in maintaining communal harmony.

 

15.     Interest in policemen's welfare and their families (Please comment on the attitude of the officer toward Policemen?s welfare and their families).

 

16.     Aptitude and Potential-

(Please indicate three fields of work from amongst the following for possible specialisation and career development of the officer).

(i)       General Administration.

 

(ii)      Personnel Administration.

 

(iii)    Training.

 

(iv)    Planning and Research and Development.

 

(v)     Staff duties.

 

(vi)    Secretariat work.

 

(vii)   Law & Order.

 

(viii)  Intelligence.

 

(ix)    Vigilance-Anti-corruption work.

 

(x)     Investigation of Crime.

 

(xi)    Metropolitan Policing.

 

(xii)   Traffic Management.

 

(xiii)  Anti-dacoity/counter insurgency operations.

 

(xiv)  Para-Military/Armed Police.

 

(xv)   Security (including V.I.P., Airport and Industrial Security).

 

(xvi)  Special Units/Tech. Services like wireless, Scientific Aids, computer services etc.

 

(xvii) Any other field of work (Please specify).

 

17.     Traits/Special Abilities:

 

(i)       General bearing and personality.

 

(ii)      Sociability.

 

(iii)    Dedication to duty.

 

(iv)    Appreciation of situations and quickness of response.

 

(v)     Attention to detail.

 

(vi)    Ability to withstand pressure/stress.

 

(vii)   Ability to take a principled stand.

 

(viii)  Any other traits/special abilities of the officer other than those mentioned above.

PART IV

General

18.     State of Health-

Please mention whether the officer is over weight or under weight and whether he is fit for field duties.

19.     Integrity-

(Please see the note below the instructions)

20.     General Assessment-

Any action/aspect needing special mention (Please give an overall assessment of the officer with reference to his/her strength and shortcomings and also by drawing attention to qualities if any not covered by the entries above).

21.     Grading-

(Outstanding/Very good/Good/Average/Below Average)

(An officer should not be graded outstanding unless exceptional qualities and performance have been noticed; grounds for giving such a grading should be clearly brought out).

Signature

Date:

Name in block letters

Designation

(During the period of report)

PART V

Remarks of the Reviewing Authority

22.     Length of service under you.

 

23.     Are you satisfied that the Reporting Authority has made his/her report with due care and attention and after taking into account all he relevant material?

 

24.     Do you agree with the assessment of the officer given by the reporting authority?

(In case of disagreement, please specify the reasons: Is there anything your wish to modify or add).

25.     General remarks with specific comments about the general remarks given by the reporting authority and remarks about meritorious work of he officer.

 

26.     Has the officer any special characteristics, and/or any abilities which would justify his/her selection for a special assignment or/our of turn promotion? If so, please specify.

 

27.     Grading

(Outstanding/Very Good/Good/Average/Below Average)

(An officer should not be graded outstanding unless exceptional qualities and performance have been noticed; grounds for giving such a grading should be clearly brought out).

Signature

Date:

Name in block letters

Designation

(During the period of report)

PART VI

Remarks of the Accepting Authority

Signature of the Accepting Authority

Date:

Name in Capital letters

Designation

(During the period of report)

INSTRUCTIONS

1.       The Confidential Report is an important document. It provide the basic and vital inputs for assessing the performance of an officer and for 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.

 

2.       Performance appraisal through Confidential Reports should be used as a tool for human resource development. Reporting Officers would realise that the objective is to develop an officer so that he/she realises his/her true potential. It is not meant to be a fault-finding process but a 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.

 

3.       The columns should be filled with due care and attention and after devoting adequate time. Any attempt to fill the report in a casual or superficial manner will be easily discernible to higher authorities.

 

4.       Performance evaluation by the reporting officer must not be done without having conducted at least one detailed inspection of the work of the subordinate unless the subordinate is one with whom his senior is inter acting almost daily.

 

5.       If the Reviewing Authority is satisfied that the Reporting Authority had made the report without due care and attention he shall record a remark to that effect in Part V column 2. The Government shall enter the remarks in the Confidential Roll of the Reporting Authority.

 

6.       Every answer shall be given in a narrative form. The space provided indicates the desired length of the answer. Words and phrases should be chosen carefully and should accurately reflect the intention of the authority recording the answer. Please use unambiguous and simple language. Please do not use omnibus expressions like `outstanding', `very good', `good', `average', `below average' while giving your comments against any of the attributes.

 

7.       The Reporting Officer shall, in the beginning of the year set quantitative/physical/financial targets 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. The targets/Goals/Objectives be set at the commencement of the reporting year i.e., April, in the case of the All India Service Officers. In the case of an officer taking up a new assignment in the course of the reporting year, such targets/Goals/objectives shall be set at the time of assumption of the new assignment.

 

8.       The targets/objectives/goals should be clearly known and understood by both the officers concerned. While fixing the targets for achievement, priority should be assigned item-wise, taking into consideration the nature and the area of work and any special features that may be specific to nature of the work of the officer to be reported upon.

 

9.       Although performance appraisal is 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 to take necessary corrective steps.

 

10.     It should be the endeavour of each appraiser to present the trust possible picture of the appraise in regard to his/her performance, conduct, behaviour and potential.

 

11.     Some posts of the same rank may be more exacting 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.

 

12.     Aspects on which an appraisee is to be evaluated on different attributes are delineated below each column. The appraiser should deal with these and other aspects relevant to the attributes.

NOTE

The following procedure should be followed in filling up the column relating to INTEGRITY.

(i)       If the officer's integrity is beyond doubt, it may be so stated.

 

(ii)      If there is any doubt or suspicion, the column should be left blank and action taken as under:

 

(a)     Separate secret note should be recorded and followed up. A copy of the note should also be sent together with the Confidential 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 doubts or suspicious are cleared, the officer?s integrity should be certified and an entry made accordingly in the Confidential Report.

 

(c)      If the doubts or suspicions are confirmed, this 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.

FORM III

Confidential Report for Indian Police Service Officers

Above Supertime Scale

Name of Officer ??????????????????????????????

Report for the year/period ending ???????????????????????.

INSTRUCTIONS

1.       The Confidential Report 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 filing out the form with a high sense of responsibility.

 

2.       Performance appraisal through Confidential Reports 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 realises his/her true potential. It is not meant to be a fault-finding process but a 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.

 

3.       The columns should be filled with due care and attention and after devoting adequate time. Any attempt to fill the report in a casual or superficial manner will be easily discernible to higher authorities.

 

4.       Performance evaluation by the reporting officer must not be done without having conducted at least one detailed inspection of the subordinate unless the subordinate is one with whom his senior is inter-acting almost daily.

 

5.       If the Reviewing Authority is satisfied that the Reporting Authority had made the report without due.

FORM III

Confidential Report for Indian Police Service Officers

(Above supertime scale)

Report for the year/period ending ??????????

PART I

Personal Data

(To be filled by the Officer Reported Upon)

1.       Name of Officer

 

2.       Cadre and Year of allotment

 

3.       Date of Birth

 

4.       Height : ????????????????????????????????????????????????? Weight :

Chest : ???????????????????????????????????????????????????????????????????? Waist :

5.       Date of continuous appointment to present grade???????????? Date ?? ?? Grade

 

6.       Present post and date of appointment thereto.???????????????? Date ?? ?? Post

 

7.       Period of absence from duty (on leave, training etc., during the year).

PART II

To be filled in by the Reporting Authority

(Please read carefully the instructions given at the beginning of the form before filling the entries)

1.    State of Health ?

 

2.    General assessment -

This should contain in a narrative form an overall assessment of the officer's personality, his/her good qualities and shortcomings and should in particular touch on the following points viz., quality of mind, conceptual ability, communication skill (written and oral) analytical and planning ability, leadership qualities and initiative, attention to detail, industry and conscientiousness, judgment, speed of disposal willingness to accept responsibility and take decisions relations with subordinates and colleagues public relations, interest in training and development of subordinates and in the development of scheduled castes/scheduled tribes and weaker sections of society.

3.    Integrity -

(Please see note below the Instructions)

4.    Grading -

(Outstanding/Very good/Good/Average/Below Average)

5.    Care and attention he shall record a remark to that effect in Part V column 2. The Government shall enter the remarks in the Confidential Roll of the Reporting Authority.

 

6.    Every answer shall be given in narrative form. The space provided indicates the desired length of the answer. Words and phrases should be chosen carefully and should accurately reflect the intention of the authority recording the answer. Please use unambiguous and simple language. Please do not use omnibus expressions like `outstanding' `very good', `good', `?average?, ?below average' while giving your comments against any of the attributes.

 

7.    The Reporting Officer shall, in the beginning of the year set quantitative/physical/financial targets 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. The targets/Goals/objectives be set at the commencement of the reporting year i.e., April, in the case of the All India Service Officers. In the case of an officer taking up a new assignment in the course of the reporting year, such targets/Goals/objective shall be set at the time of assumption of the new assignment.

 

8.    The targets/objectives/goals should be clearly known and understood by both the officers concerned. While fixing the targets for achievement, priority should be assigned item-wise, taking into consideration the nature and the area of work and any special features that may be specific to nature of the work of the officer to be reported upon.

 

9.    Although performance appraisal is 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 to take necessary corrective steps.

 

10. It should be the endeavour of each appraiser to present the trust possible picture of the appraise in regard to his/her performance, conduct, behaviour and potential.

 

11. Some posts of the same rank may be more exacting 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.

 

12. Aspects on which an appraisee is to be evaluated on different attributes are delineated below each column. The appraiser should deal with these and other aspects relevant to the attributes.

NOTE

The following procedure should be followed in filling up the column relating to INTEGRITY

(i)       If the officer's integrity is beyond doubt, it may be so stated.

 

(ii)      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 Confidential 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 doubts or suspicion are cleared, the officer's integrity should be certified and an entry made accordingly in the Confidential Report.

 

(c)      If the doubts or suspicions are confirmed, this 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 suspicious 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.

(An Officer should not be graded outstanding unless exceptional qualities and performance have been noted : grounds for giving such a grading should be clearly brought out).

Signature of the Reporting Authority

Date:

Name in block letters

Designation

(During the period of report)

PART? III

Remarks of the Reviewing Authority

1.       Length of service under the Reviewing Authority.

 

2.       Is the Reviewing Authority satisfied that the Reporting Authority has made his/her report with due care and attention and after taking into account all the relevant material?

 

3.       Do you agree or disagree with the assessment of the officer given by the Reporting Authority? Is there anything you wish to modify or add?

 

4.       General remarks with specific comments about the general remarks given by the Reporting Authority and Remarks about the meritorious work of the officer.

 

5.       Has the officer any special characteristics, and/or any exceptional merits or abilities which would justify his/her advancement and special selection for higher appointments? If yes, please mention these characteristics briefly.

 

6.       Grading-

(Outstanding/Very good/Good/Average/Below Average)

(An officer should not be graded outstanding unless exceptional qualities and performance have been noted : grounds for giving such a grading should be clearly brought out).

Signature of the Reviewing Authority

Date:

Name in block letters

Designation

(During the period of report)

PART IV

Remarks of the Accepting Authority

Signature of the Accepting Authority

Date:

Name in block letters

Designation

(During the period of report)