No. A.P.A./G.T.D./403 to 407, dated 25-4-1977.Annual Performance Appraisal in respect of Gazetted/Non Gazetted staff are to be prepared as per Government instructions issued under No. F. 14(29)/Karmik/ACR/73 dated 30-3-76. Copies sent to all concerned under this office letter No. PA/75-76/GTD/GS/30-384, dated 8-4-76. All performance appraisals are required to be prepared well in time and necessary action at appropriate levels has to be taken as per instructions with regard to communication of adverse remarks etc. It has, however, been observed that the Annual Performance Appraisals are not initiated timely as many reports for 1975-76 are being received from various quarter even now at this late stage when the period of reporting year 76-77 is also over. It is enjoined upon all concerned that the reports may please be prepared in respect of each of the employee in the Circle/Organisation by the prescribed period. In the reports so far received, the points which have been observed to be lacking are enumerated below special attention to which is invited for keeping the same in view while recording the Performance Appraisal:(1)To write the name of the Officer reported upon, the service to which he belongs and the year to which the assessment relates on the top of each sheet of the Annual Performance Appraisal form.(2)Annexure A & to the Annual Performance Appraisal is invariably attached duly filed in by the Officer/Official reported upon.(3)In case of A.P.A. containing adverse entries, action with regard to communication there of to the concerned office/official be taken by the appropriate authority as per Government instruction on the subject.(4)Before sending the Annual Performance Appraisal to the higher authorities for review/onward transmission, it may be checked thoroughly and if found incomplete in any respect, may be got completed prior to despatch.(5)Annual Performance Appraisals be prepared well in time according to the schedule given in Annexure 'A' attached to the Government instructions. As any delay in their despatch to the next concerned quarter disturbs the whole time schedule. It is, therefore, necessary on the part of the next higher authority to ensure that the reports are initiated and submitted by the reporting officers subordinate to them.(6)In case the Annual performance appraisal is prepared for a part of the year, the same for the next or earlier part (as the case may be) be also perused with authority concerned and made available to the office of deposit through the channel prescribed.(7)Specific reference is invited to item (15) of the Government instructions according to which the officer superior to the ReportingOfficer should, consider it his duty to personally know and form his own judgment of the work & conduct of the officer reported upon. He should accordingly exercise positive and independent judgment on the remarks of the reporting officer under the various detailed headings in the form of the report as on the over all assessment and express clearly his agreement or disagreement with those remarks. This is particularly necessary in regard to adverse remarks if any, where the opinion of the higher officer shall be construed as the correct assessment.(ii)Where the reporting officer has recorded adverse entries, the reviewing officer may discuss with the reporting officer such entries and (a) may countersign the report including the adverse entries or (b) modify or expunge the adverse entries after observing all formalities as specified in the State Government in instructions on the subject.Annual performance appraisal for non-gazetted staff may also be prepared by the scheduled time and kept in respective concerned office by placing latest Annual Performance Appraisal of each employee. Necessary action with regard to conveying adverse entries if any and deciding representations may be completed in all such cases.
