ANNUAL CONFIDENTIAL REPORT ( NOW CALLED APAR )- SOME POINTS EXPLAINED

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February 12, 2019 | SERVICE RULES SIMPLIFIED, SERVICES | Post by: admin

ANNUAL CONFIDENTIAL REPORTS/ ANNUAL APPRAISEL

REPORTS EXPLAINED (POINTS EVERYONE SHOULD KNOW)

(1) There is two tyre system in recording ACRs. – Reporting officer and Reviewing officer.

(2) The period is FINANCIAL YEAR (FY) .

(3) IN a FY there can be two ACRs if there are two officers in a FY.

(4) For the 2nd officer, it us essential that he must have supervised the work of his subordinate employee for a minimum period of three months. If the employee has been on Earned Leave for more than 15 days, then total period spent on earned leave can be deducted from the total period spent on any post for computing three months.

(5 ) If Reviewing Authority retires while there is no change in Reporting officer and the subsequent reviewing authority has not completed three months, the reviewing authority column is left blank with a suitable note to be appended with ACR ( now also called self appraisal report).

(6) No authority other than Reviewing Authority’ or Accepting Authority can record any remarks on ACR.

( 7 ) If Reporting or Reviewing Authority’ is under suspension but ACRS have become due to be written then, it can be written/ reviewed by officer under suspension within two months from the date of suspension or within one month from the date it has become due whichever is later. After this time limit the officer can not be asked for to write/ evaluate report. Some offices however do not follow it on the ground that since the officer has not supervised the work he cannot write or review ACRS.

(7) If the Reporting officer retires or demit his office, he can write ACRs within one month from his retirement. Same provisions applicable for reviewing officer.

(8 ) Warning given in the Reporting period, though not a penalty, but reference can be given in the report, without narrating incident leading to warning. But the authority giving warning should not be below the authority of reporting officer. However it is not essential for Reporting officer to record such warnings given to employees in ACR . If Warning is issued with copy in ACR, it is considered adverse entry and employee can represent against such entry.

(9 ) Simple warning or note to remain cautious, are no hurdles in a matter of promotion.

(10 ) Only such of the adverse remarks can be conveyed within One month which stand accepted by reviewing authority.

(11) While communicating adverse remarks , language is required to be couched in a gentle way as it is not punishment but an opportunity to improve upon.

(12 ) However representation against adverse remarks can be filed within in one month from communication to the authority next to reviewing authority.

( 13 ) This representation is required to be decided within three months.

(14) If the ACR does not cover an earlier period of the year, a note is required to be written in one line mentioning the period of gap and reason.  Some offices consider such report as a special report.

(15)    When there is no Reporting officer during the year having minimum  period of three months to watch the work, then ACR can be initiated by the Reviewing officer provided he has also the requisite period of three months to watch the work.

(16 )  If  Reporting Officer/ Reviewing  Officer is under Suspension at the relevant time, he cannot Report/ Review the ACRs.

(17)  In case of relatives working under an officer  the principle is that the relative should not be posted under a relative.  If however exigencies arises, it should be for the barest minimum period.  But the officer is required to  abstain himself  from writing ACRS of his relative working under him.

(18 )  ACR should be recorded with remarks of general appreciations on the character, conduct and quality.  It should also contain if some special duty/training has been performed/ done by subordinate.  (19) Penality if any awarded  during the year  should also be Recorded ( not of  earlier years ).

( 20) If some misconduct of very minor nature is committed but no disciplinary proceedings have been initiated  the reporting Officer can record such very minor incident only if he has given an opportunity t0 the subordinate at the relevant time and the inference should be a reasonable one, not a caprice or malice one.

(21)  Sometimes warnings, displeasure etc are conveyed to employees by the higher officers in the year with copy in personal file ( Not  ACR FILE ), it is for the Reporting authority to see if he wants to ignore such warnings or to make mention in ACR  of official.

(22)  Warning letters with copy in personal file do not constitute Penality.  Therefore, cannot cause hindrances in promotion or other monetary benefits  ACP etc.

(23)  ONLY those adverse remarks can be communicated which are accepted by the  Reviewing authority /Accepting Authority.

(24)  While communicating adverse remarks it is not necessary to name the officer as to who has  recorded adverse remarks.

(25 ) Only one representation can be filed against adverse remarks within one month of their communication.

(26 )  While communicating adverse remarks it is essential for communicating authority to make mention of the remedy of representation  to be filed within a month.

(27)  If on a representation adverse remarks are expunged by the competent authority, it does not mean that adverse remarks will be expunged with  remover. A separate order is attached with ACR with entry in service book.  After these are expunged, then need not be acted upon to the disadvantage of employee

(28).  While recording self appraisal, only space allocated in proforma, is to be used.  No separate sheets are allowed to be attached.

(29)  Self Appraisal can be within limit of 300 words aporox or written in proforma usually.

(30)  Sometimes the employees make too much self appraisal and Reporting officer record certain remarks in space opposite, such remarks are not taken as adverse or otherwise.

(31) If however, RO  gives clear contrary observations with grounds and reasons, such remarks are taken as adverse.

(32)  ACRs in respect of Group D staff is not recorded, provided such staff member is not on any sensative duty/ work.

(33)  Special columns also exist showing as to whether official has taken interest to promote the cause of SC & ST, it is incumbent upon recording authority to comment upon.

(34)  As regards custody of ACRs ,For Group A,  B, the custodian is  HOD, for C Group custodian is authorised by HOD.

(35) In case the employees are on deputation, the custodian will be parent department.

(36) In Centre Govt/State Govt , there is a column if Group A ,B officer has filed PROPERTY RETURN in the  the preceeding year.

(37) The acrs of retired officials having some court case / displinary proceedings  can be retained up to five years.

(38) ACRs play a vital role at the time of promotion as it is the only tool with DPC( Departmental promotion committee ) for watching performance of an employee.

(39) DPC consider ACRs for equal number of years in respect of all those employees who fall under zone of consideration.

(40) ACRs for the last five years are ordinarily considered.

( 41 ) If one of ACR from last five years is not available, then ACRs for the last six years can be taken or DPC can take the lower grade of ACR of that year.

(41) However where the required qualifying service is more than five year say eight years then instead of five years, the ACRs will be considered for the last eight years.

(42 ) If any employee while getting the scale of lower post officiate in higher post, the DPC can consider the ACRs of officiating post while considering the case for regular promotion in higher scale.

(43 ) DPC can record its findings on the basis of remarks in ACRs. It is not essential for DPC to depend only on overall grading.

(44) It is very important that if some adverse remarks are on the basis of some incidence which actually happened or some actual instance, then DPC will have to see if before recording Such Adverse remarks, opportunity of being heard had been given to the employee or not.

(45) Columns like SC,ST,OBC etc. should not be there in the proforma.

(46) ACRs of Contract employees is also written.

(47)  Blank proformas  are to be given by 31st March to concerned employees for self appraisel report .

(48)  Self Appraisal is to be submitted to Reporting officer by 15th April.

(49) Submission of report by Reporting officer to Reviewing officer is 7th May .

(50) Report to be completed by Reviewing officer and to be sent to the administrative cell/ branch  23rd May.

(51) In some cadres reports are prepared in duplicate .  Whenever,the report is to be sent outside the department only duplicate ACR is to be supplied, original is to be kept.

(52)  Copies of ACRs are not required to be sent to private bodies.

(53) Sometime officials demand certified copy of ACR  under RTI Act.  It is made clear that the public authority is not under obligation to disclose the contents of ACR to employee or to any other person as he is protected by Clause (j) of sub section (1) of Section 8  of RTI Act  normally called (j)(1)8.

(54)  ACR being a confidential document its disclosure is also protected under Official Secrets Act 1923.

(55)  However if the authority is satisfied that no harm will be caused to the protected interest of employee,then its certified copy can be given to employee himself or to any other person but with the order of competent authority.   Who is the competent authority,it is decided by public authority.

 

                       By

               Kamal Jit Bhutta

Defence Assistant Departmental inquiries

Chd/ mohali M 9888711629.

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