1. CONFIDENTIAL REPORTS Purpose Of Session
Define uniform system of reporting
Fair appraisal of the officer’s efficiency and conduct
Basic outline of writing reports
Inform participants about applicable guidelines/ instructions

2. CONFIDENTIAL REPORTS
Basic Rules of CR writing, reporting and reviewing
minimizing the operation of the subjective human element and of conscious or unconscious bias.

3. ANNUAL CONFIDENTIAL REPORTS
Authority
Maintenance of character rolls is not enjoined by any statute or rules framed under Article 309 of the Constitution
Principles regarding record of CR as per administrative instructions

4. CONFIDENTIAL REPORTS Purpose and Importance
basic inputs on the basis of which assessment about the efficiency and conduct of a Government servant is made
Assessment of CRs is the main criteria for Confirmation, Promotion

5. CONFIDENTIAL REPORTS Objectives
to improve the performance of the subordinate in his present job
to assess his potentialities and provide him appropriate feed back and guidance for correcting his deficiencies and improve his performance.

6. CONFIDENTIAL REPORTS Applicability to be written for
all categories of Group ‘A’, ‘B’ and ‘C’ employees & Group ‘D’ posts of sensitive nature
not to be written for
other categories of Group ‘D’
honorary and part time officers
those who had worked for less than three months during the year

7. CONFIDENTIAL REPORTS Contents - reporting on official’s
work and conduct
qualities of general importance such as integrity, intelligence, keenness, industry tact, attitude to superiors and subordinates, relations with fellow-employees
appreciation of the character, conduct, aptitudes and shortcomings
full particulars name, designation, office
record of any penalty

8. REPORTING AND REVIEWING OFFICER
Definitions
first authority who reports on the CR is termed as Reporting Officer
superior, who reviews his report, is called Reviewing Officer
Limitations
Reporting Officer and the Reviewing Officer should have supervised the work of the employee for not less than three months.
reviewing officer cannot review the CR after the retirement

9. PERIODICITY, GAPSHEETS/ PART REPORTS
Confidential Reports are written annually according to financial year
When more than one report is written for a given financial or calendar year, it is referred as Part Report
Gap sheets necessary
Government servant is transferred to the control of another Reporting Officer
Reporting Officer / Reviewing Officer is transferred during the year

10. GUIDELINES FOR REPORTING OFFICER
observe work and conduct and provide training and guidance to the officer reported upon
avoid vague comments
Remarks like ‘doubtful character’ not permissible
Assessment for the period of the report

11. GUIDELINES FOR REPORTING OFFICER
All columns to be filled
Grading to be chosen from the four prescribed terms
Comment on official’s integrity should invariably be made
to review the performance at regular intervals and take necessary corrective steps by way of advice

12. GUIDELINES FOR REPORTING OFFICER
Grading
Outstanding
Very Good
Good
average

13. GUIDELINES FOR REVIEWING OFFICER
keep a watch over the work and conduct of the official at least for three months
verify the correctness of the remarks of the Reporting Officer after making necessary enquiries
to carefully see that Reporting has been done as per instructions/ guidelines
Disagreement with the report may be stated specifically
Reviewing Remarks ‘Final’

14. TIME SCHEDULE Distribution of blank CR forms to all concerned
Submission of self-appraisal to reporting officer by officer to be reported upon
Submission of report by reporting officer to reviewing officer
-where self appraisal by officer reported upon is prescribed
-where self appraisal by officer reported upon is not prescribed
-where officer reported upon is himself a reporting officer for subordinates under him
Report to be completed by Reviewing Officer and sent to Administration Cell
31st March
15th April
7th May
21st April
22nd May
23rd May (for 7th May above), 7th May (21st April) & 5th June (22nd May)

15. TIME SCHEDULE -compliance guidelines
Reporting/ Reviewing Officers to comply with the time-schedule
Reporting Officer should not wait till the expiry of the time-limit for self-appraisal of the officer
If no self-appraisal received -Reporting officer can proceed to write the report on the basis of his experience of the work and conduct of the officer

16. TIME SCHEDULE -compliance guidelines
Administration to keep in touch with the Reviewing Officer to secure the timely completion of the CR
duty of the reviewing officer to forward the complete CR to the Administration so as to reach them on or before the stipulated date
duty of the Administration Section to keep a regular watch on the progress in the completion of CRs at different stages