No. 28 Estt/66-67/GS/505, dated 28-10-67.Gazetted.-It has been observed that the matter of confidential reports is not being given due importance, urgency, attention for timely submission and proper application of rules in preparation and subsequent u.s-posal of formalities required under the rules. This dispite clear Rules on the subject and repeated Government instructions.Despite repeated instructions, incomplete reports are received resulting in unnecessary correspondence and delay. They are generally found incomplete with regard to period/date of birth/integrity certificate etc. As per Government instructions every officer who signs on the confidential reports has to give his name within bracket () in block letters. Under this office endt. No. 28 Estt/64-65/GS/1012, dated 12-10-65 (alongwith copy of letter from Chief Secretary No. F. 6(15)/Appt/K-2/63/5 Conf dated 1-9-65) all Superintending Engineers concerned were enjoined to mention specifically that which of the adverse remarks be communicated to the Officer. These instructions have not engaged the attention of the concerned officers.Similarly the importance attached by the Government, for submission of the confidential reports within the stipulated period as expressed in the various circulars issued from time to time have not been given due weight by the Official of the Department which is clear from the fact conficential reports are still awaited for the year 1966-67. Similarly all superintending Engineers are required to submit a list of the officers who worked in their circle during the year for which confidential reports are required. Such list is either not furnished at all submitted very late or submitted incomplete/inaccurate with the result that no proper check can be effected over the receipt of confidential reports. In the case of officers who came under transfer during the course of the year, their confidential reports should be passed on to quarter concerned after recording for the period they worked in the circle. In the event of rate cases of transfer to more than one place, the same procedure is to be repeated completing the circle till it covers the full period of the year.All confidential reports should be got completed by middle of April and sent to this office latest by the close of April. In the cases where confidential reports are to be routed through Collector, these may be got completed by the Executive Engineers concerned at their level in the 1st week of April. By the close of April, each circle office should check their lists and ensure that all confidential reports have been got prepared and. sent to the quarters concerned.Confidential reports of officers working in Panchayat samities/C.D. Blocks and other departments are also to be obtained by the Superintending Engineer concerned in whose jurisdiction any of the officer of the Irrig. Department is working. In the 1st week of May every year, each circle office should send the following certificate:-(duly signed by Superintending Engineer himself)."Certified that the Confidential reports of each Gazetted/Non-Gazetted Officers/official worked/working in this circle during the year have been got prepared and sent to the quarters concerned after due checking.In most of the cases it has been observed that annexures prescribed under this office latter No. 28-Estt/VJ/GS/1093, dated 20-7-64 are not filled in and attached with the confidential reports which in future should invariably be attached duly completed.Non-Gazetted.-The instructions meant for gazetted staff almost apply in the case of non-gazetted cadre and the same should be followed strictly. In the cases of non-gazetted staff, the adverse remarks should be conveyed by the authorities concerned for each cadre. In the case of the Engineering Subordinates it has been noticed that inspite of clear instructions the adverse remarks were conveyed only in few circles and that too hardly for 10% of the cadre. Annexures prescribed in respect of confidential reports of Engineering Subordinates Dy. Collectors and Zilledars as indicated in this office No 194-E/GS/1570-71 dated 22-9-64 should invariably be filled in and attached with the confidential report. Timely conveyance of adverse remarks is very necessary and the same should be conveyed each year before the end of June and the representations received there against decided after inviting comments from the concerned Officers.All reporting/ reviewing and counters/signing authorities should also ensure that, in the cases of both confidential reports gazetted/non-gazetted adverse remarks recorded are as far as possible supported with instances, cases warnings etc. and the last reviewing and countersign authority should mention as to which of the adverse remarks is to be conveyed.These instructions are to be gone through carefully and complied with immediate effect.
