- (i) In order to ensure that promotion shall be made with the utmost fairness to officers on the one hand and with due regard to the interest of the Public Service on the other, it is essential that close and continuous attention should be paid to the work, character and capacity of all officers. Therefore, a continuous record of the services of all officers should be maintained. Every officer who has been on duty during the year should be reported on even though he is on leave on otherwise absent from the division or circle at the time of report. One report only on each officer is required. The record should be written up in a concise and descriptive mariner indicating clearly and with sufficient completeness the manner in which an officer has performed his duties during the year under report, his qualifications, abilities and anything also that may be of help to the authority with whom the power of making promotions rests informing an opinion of the usefulness and capacity of the officer. Each report should be complete in itself without reference to previous rolls or reports and, in particular, should contain a definite expression of opinion whether or not an officer is considered to it for advancement to the next higher rank.(ii)Extracts from documents in which an officer has been praised, censured or adversely commented upon should be filed with his annual reports. When an officer is permanently transferred to another province, these reports having been brought up to date should be forwarded to the local Government concerned. When an officer is only temporarily transferred his name remaining on his own provincial list for promotion, the local Government to which he is transferred should forward duplicate of the report recorded on him to the local Government of the province to which he is permanently attached.(iii)(a)A complete report for the year on each officer is required. Office copies are not to be retained. Every officer who is transferred or proceeds on leave shall, prior to his departure hand over to his successor sealed covers containing his reports on all officers subordinate to him. The report on each officer shall be placed in a separate sealed cover on which is .recorded the name of the officer and the period to which the report refers. If the period is less than three months, no report need be made unless the officer is employed on work of an exceptionally arduous nature on his conduct deserves censure.(b)When an officer, after serving three or more in a division, is transferred to another division in the same circle, a report up to the date of his transfer, in a sealed cover on which is recorded the name of the officer and the period to which the report refers, shall be forwarded to the Executive engineer of the Division to which the Officer is transferred.(c)When an officer after serving three months or more in a division, is transferred to a division in another circle, a report up to the date of his transfer shall be submitted to the Superintending Engineer concerned who will add his remarks in the report and forward it in a sealed cover on which is recorded the name of the officer and the period to which the report refers, to the Executive Engineer of the division to which the officer is transferred.(d)The Executive Engineer of the division in which the officer is serving at the time the submission of the report for the year is due, shall be personally responsible for the collection of the sealed covers containing previous reports in the manner stated above and shall submit them along with his own report, if any, to the Superintending Engineer concerned on the prescribed date. The Executive Engineer shall at the same time submit a statement showing the periods during which the officer has served in each division and the periods, if any, spent by him on leave during the year under report.(e)The Superintending Engineer shall submit the complete report, after adding his own remarks, if any, to the Chief Engineer.(iv)Communication to officer of unfavourable remarks that may be made in regard to them in the annual reports or on other occasions should be regulated according to the principles detailed below:-(a)When a report is built up on the individual opinions of different departmental superiors in gradation, it is only, the opinion as accepted by the highest authority that need be considered from the point of view of communication to the officer reported on.(b)As a general rule an officer should never be kept in total ignorance for any length of time of the fact that his superiors, after sufficient experience of his work, are dissatisfied with him. In cases where a warning might eradicate or help to eradicate a particular fault, the advantages of a prompt communication of their dissatisfaction are obvious; where criticism is to be withheld the final authority to consider the report should record his orders with reasons according to the nature of the defect discussed, as to the period for which communication to the officer is to be kept back.(c)Only those defects need be pointed out that can be remedied.(d)The reporting officer should specially state whether the defects reported have already been brought in any other connection to the notice of the officer concerned.(e)Remarks in cases in which the State Government or the head of the department or other officer suspends judgment should not be communicated.(f)The substance of any adverse remarks should be communicated and not necessarily the actual wording used by the reporting officer.(g)The communication of adverse comments to an Engineer Officer should be made by means of a personal letter marked "Confidential" and addressed direct to him, a copy of each such letter being attached to the annual report in question. Reporting officers will be at liberty, however, to call up any official in whom they have reported adversely and to inform him of the adverse remarks, if they consider that he is likely to benefit thereby.The personal letters should be drafted by the Personal Assistant to the Chief Engineer, and should be seen and approved by the Chief Engineer before issue.(h)Great attention should be paid to the manner and method of communication in order to ensure that the advice given and the warning or censure administered, whether orally or in writing, shall having regard to the temperament of the officer concerned, be most beneficial to him.(i)Strict attention should also be paid to the wording of the communication, the primary intention being:-to endeavor in the most considerate and practical manner to correct defects which are capable of corrections; and to give timely warning to officers whose defects are likely to deprive them of promotion.(j)Any reply or representation which the officer communicated with has to make should be sent by him direct to the Chief Engineer in a cover marked "Confidential". No discussion or controversy can be permitted, however, and no officer can claim a reply to any comment he may be thus permitted to make. The Chief Engineer, if he considers it desirable, will communicate with the reporting officer. In any case, the whole correspondence including the Chief Engineer's letter conveying the adverse remarks and subsequent correspondence, if any, the representation of the officer concerned and any final comments or orders of the Chief Engineer concerned and any final comments or order, of the Chief engineer or Government should be placed along with the annual report in question in order to form a complete record for future reference.(k)In no circumstances can an officer be permitted to address the reporting officer on the subject of an unfavourable report.Special Reports
