GUIDELINES FOR ASSESSORS

1. This Performance appraisal form be forwarded to the assessee by the Reporting Officer for filling Part-1 (Self appraisal part) and the same be returned by 15th April to the Reporting Officer. In case there is delay in submission of the form, the Reporting officer should make the assessment in the new form along with the note that self appraisal part has not been received.
2. The report should be written with due consideration, judging qualities with fairness and not rushed through at the last minute.
3. The Judgement should be based largely on the performance during the entire period under review and not on any isolated instances.
4. The assessment should be based on the personal knowledge of the performance about the employee. Do not allow personal likes and dislikes to colour your judgement.
5. Only one item should be considered at a time and rated only in relation to the requirement of employee’s job level. While assessing, it may be considered if the assessee was given an opportunity to demonstrate the potential for a given attribute.
6. The appropriate box against each attribute need be used for endorsing marks. The remarks column at the end of each attribute be used for amplification/ additional/ explanation and special mentions, if any.
7. In the event of 9-10, 3-4 or 1-2 rating on any attribute, please substantiate such rating in brief in the space provided for remarks.
8. Adverse remarks, if any, should be recorded preferable in “Red Ink” only.
9. The assessment of integrity of official should be made as “Above Board” or “Nothing Known against his/her integrity. In case nothing adverse is in the knowledge of Reporting Officer or Reviewing officer and as “Questionable", in case something adverse is in the knowledge.
10. There-should be reasonable correlation between the grading under each attribute and the assessment of overall performance.
11. In Case of giving (3-4) or (1-2) marks by Reporting Officer, the concerned employee must be informed in this regard at least once or twice during the year.

Important:

Since the unfavourable/ adverse remarks, if any contained in the report are communicated to the assessee alongwith the substance of the complete report to enable the assesses to know his weakness and strengths and give him chance to improve upon his performance, it is extremely important that the employee concerned was made aware of such short comings and an effort was made by the controlling officer to improve his performance in this regard by tactful counseling in an healthy environment so that the criticism is taken by the employee without resentment for self-improvement, (for detail see instruction given hereinafter).

COUNSELLING

One of the main functions of each Reporting/ Controlling officer is to develop the employee to his full potential, the context of organisation's objective. Counseling plays an important role in achieving this objective. Following points below be kept in mind in this regard.

1. Reporting Officer should keep the work and conduct of their subordinates under constant review and point out weaknesses, deficiencies, whenever noticed and encourage and appreciate good points of their subordinates from time to time.
2. Reporting Officer should identify gaps in the knowledge and skills of the subordinates and develop the subordinates to fill the gaps through counseling.
3. Counseling should be done on day to basis to improve individual's performance and not just at the end of the year at the time of writing the report.
4. Reporting Officer should communicate with the appraisee in tactful manner so as to promote trust and confidence between the superiors and the subordinates.
5. Ample opportunities should be given to the employee to correct his weaknesses, if these affect the efficient performance of the job assigned before these are adversely reported in the APAR.

In order to review the performance of the individual during the year, it is desirable that the Reporting officer should have a sitting with the appraise, after receipt self appraisal and discuss his strong and weak points, before the final assessment is recorded.

COMMUNICATION OF ADVERSE REMARKS

So as to give an opportunity to the employee to improve upon the weaknesses reflected in the APAR, therefore report containing adverse remarks should be communicated to the employee in writing.

FOLLOWING, GUIDELINES BE FOLLOWED IN THlS REGARD:

1. The adverse remarks shall be communicated by the Admin Department.
2. While communicating the adverse remarks, the substance of the whole Report should also be given enable the employee to have a balanced impression of the Report on his work and conduct. The ·final· grading will, however, not be communicated except where it is 3-4 or 1-2.
3. Timely completion of Annual Performance Appraisal Form is mandatory thus, Assessee. Reporting officer, Reviewing officer are requested to ensure the following time schedule while filling/ assessing the APAF.

CONFIDENTIAL REPORT FOR OFFICERS

PERSONAL DATA

Part – 1

(To be filled in by the Officer Reported upon)

APPRAISAL OF ATTENDANCE:

(To be filled in by the Officer Reported upon)

Signature of Officer in Charge of
Establishment / Attendance or
Head of Office or Reporting Officer

DESCRIPTION OF DUTIES

(To be filled in by the Officer Reported upon)

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

1. Brief Description of Duties in substantive post (objective of the position you hold and the tasks you are to perform, within 150 words)

Did you hold any additional charge during the tenure?

Yes

No

Serial no.	Description of Additional Charge	Period
		From	To
1
2

1. 2. Please specify your achievements as per perception:

Serial no.	For substantive charge	For Additional charge
1
2
3
4
5
6

1. 3. During the period under report, do you believe that you have made any exceptional contribution, e.g. successful completion of an extraordinary challenging task or major systematic improvement (resulting in significant benefits to the public and/or reduction in time and cost):

1. 4. Award / Honors received during the period of reporting:

Serial no.	Name of Award / Honor	Conferred by
1
2

1. 5. Please State briefly the shortfalls in respect of your achievements. Please specify constraints or handicaps that you faced

1. 6. Details of the training programme(s), if any attended during the year under review

1. 7. Indicate the specific areas in which you feel the need to upgrade your skills through training programmes: