[104-10224-10007.pdf — page 283]
1. The REPORTING OFFICER is in the INTERIATE SUPERVISOR IN HIERARCHICAL RELATIONSHIP, DEPENDING UPON CIRCUM-stances. In any case, the chief of station will ensure the immediate supervisor does his responsibilitywith the rating of the reporting officer when the rating of the reporting officer will change or modify the rating of thesuch changes or modifications are called for. The chief of station is ultimately responsible for theaccuracy of facts and statements which appear on the status and efficiency report. In many cases, es-pecially in a small unit, the chief of station may wish to fill out all the reports himself.2. IN ADDITION TO THE ANNUAL REPORT, the following special reports, utilizing the same form, will be rendered:A. UPON COMPLETION OF FIRST NINETY (90) DAYS OF SERVICE AT A STATION.B. UPON RELIEF OR REASSIGNMENT OF REPORTING SENIOR.C. UPON DETERMINATION OR RECOMMENDATION THAT AN EMPLOYEE IN A FIELD STATION SHOULD BE REASSIGNED TOOTHER STATION OR RETURNED TO U.S. FOR REASSIGNMENT OR OTHER DISPOSITION. SUCH REPORT WILL BE FORWARDEDSO AS TO REACH THE WASHINGTON HEADQUARTERS AT THE EARLIEST POSSIBLE DATE AFTER SUCH REASSIGNMENT DETER-MINATION IS MADE. IF POSSIBLE, THE REPORT SHOULD BE SENT IN AT LEAST THREE MONTHS PRIOR TO PROPOSED RE-ASSIGNMENT IN ORDER THAT ALL TIME POSSIBLE MAY BE DEVOTED TO APPRAISAL AND EVALUATION. IF CONSIDERATIONOF REASSIGNMENT IS BEING GIVEN WITHOUT EMPLOYEE'S KNOWLEDGE. ITEMS 1 TO 6 WILL BE FILLED IN AS FAR ASPOSSIBLE BY THE RATING OFFICER WITHOUT REFERRAL TO EMPLOYEE.3. IN FAIRNESS TO THE INDIVIDUAL BEING RATED AND IN THE INTEREST OF THE GOVERNMENT, THE IMPORTANCE OF CAREFUL-   LY PREPARED AND ACCURATE EFFICIENCY REPORTS CANNOT BE OVERSTRESSED. THE FOLLOWING BASIC PRINCIPLES OF RATING   SHOULD ALWAYS BE KEPT IN MIND:A. ALWAYS BASE YOUR JUDGMENT ON:(1) WHAT YOU HAVE OBSERVED THE INDIVIDUAL DO OR FAIL TO DO.(2) TYPICAL PERFORMANCE, NOT ON AN ISOLATED STRIKING INCIDENT.(3) EXAMPLES RELEVANT TO THE CHARACTERISTIC UNDER CONSIDERATION.(A) THE EFFICIENCY REPORT IS TO BE USED TO RATE ALL CIVILIAN EMPLOYEES. BUT REPORTING OFFICERSSHOULD BEAR IN MIND THAT DIFFERENT STANDARDS PREVAIL IN DIFFERENT ASSIGNMENTS WHEREAS IT ISNECESSARY, FOR EXAMPLE, THAT AN INTELLIGENCE OFFICER POSSESS INITIATIVE; THIS SAME TRAIT ISNOT ALWAYS DESIRABLE, EXCEPT IN A MINOR WAY. FOR A TYPIST, THE RATINGS AND EVALUATIONSSHOULD BE IN REFERENCE TO THE JOB - THE ACTUAL WORK ASSIGNMENT FOR WHICH THE PARTICULAR EM-PLOYEE IS BEING PAID. EVERY EFFORT SHOULD BE MADE TO ARRIVE AT A JUST ESTIMATE OF THE QUAL-ITIES OF THE PERSON REPORTED ON FOR THE PERIOD COVERED BY THE REPORT. AVOID EXAGGERATIONSAND SUPERLATIVES: THEY DETRACT FROM THE VALUE OF A REPORT AND ARE UNFAIR TO OTHERS.B. BIASED OPINIONS BASED ON PERSONAL LIKES AND DISLIKES MUST BE SCRUPULOUSLY AVOIDED. ITSHOULD BE BORNE IN MIND THAT THE PREPARATION OF EFFICIENCY REPORTS IS AN IMPORTANT FUNC-TION OF ALL SUPERVISORS OF EMPLOYEES, AND THE ACCURATE AND TRUE EVALUATIONS EXPRESSEDTHEREIN ARE A DIRECT REFLECTION UPON HIS OWN ABILITY AND QUALIFICATION FOR THE POSITIONHE HOLDS.C. NO REPORTS WILL BE RENDERED COVERING PERIODS OF LESS THAN 60 DAYS OBSERVED SERVICE.4. REPORTS WILL NORMALLY BE CLASSIFIED CONFIDENTIAL: HOWEVER, THE CLASSIFICATION MAY BE RAISED IF DEEMED AD-   VISABLE BY RATING OFFICER.5. REPORTS WILL NEVER BE SHOWN TO THE EMPLOYEE REPORTED ON.### DISPOSITION OF REPORTS1. REPORTS WILL BE FORWARDED TO THE APPROPRIATE BRANCH CHIEF IN WASHINGTON HEADQUARTERS WITHIN TEN (10)   DAYS AFTER THE CLOSE OF THE REPORTING PERIOD.2. IF THE REPORTING OFFICER IS THE CHIEF OF STATION, REPORTS WILL BE FORWARDED BY HIM TO THE APPROPRIATE   BRANCH CHIEF IN WASHINGTON HEADQUARTERS.3. IF THE REPORTING OFFICER IS NOT THE CHIEF OF STATION, THE REPORT WILL BE REFERRED TO THE NEXT IN COM-   MAND FOR REVIEW AND FINALLY TO THE CHIEF OF STATION FOR FORWARDING TO WASHINGTON HEADQUARTERS.4. UPON RECEIPT OF REPORT IN WASHINGTON HEADQUARTERS, THEY WILL BE REVIEWED BY THE BRANCH CHIEFS PROMPT-   LY AND THEN REFERRED TO THE ASSISTANT EXECUTIVE FOR PERSONNEL FOR RETENTION IN THE PERSONNEL FILE OF THE EMPLOY-   EE.A. IF A CHANGE OF PERSONAL STATUS IS REPORTED UNDER SECTION 6, ONE COPY OF SUCH REPORT WILL BE DE-TACHED AND SENT TO THE SECURITY OFFICE.ANY DESIRED REMARKS OF REVIEWING OFFICER AND/OR CHIEF OF STATIONsenior operations capacity. . .