MANPOWER CONTROL PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP62-00631R000300150008-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 25
• Document Creation Date: December 14, 2016
• Document Release Date: January 13, 2003
• Sequence Number: 8
• Publication Date: November 6, 1959
• Content Type: MF

Approved For Release 2003/0712f` E#A-RDP62-00631 R000300150008-6
?wr _ .r-
R
25X1A
0
0
F
Is" If M. Stewart
1 r**M.
ztro~ at
OG Has Reviewed Approved or eRelease 2003/02/27: CIA-RDP62-00631 R000300150008-6
25X
25X1A
 Approved For Re ease 2003/02/27 : CIA-RDP62-00631 J0300150008-6
C O N F I D E N T I A L
D R A F T
4 Nov 59
SUBJECT: A Manpower Control Program for the Clandestine Services
Career Service
INTRODUCTION
1. Our statistical studies of Agency manpower have led us to the
conclusion that the Clandestine Services Career Service will not be able
to maintain its present level of operational activity unless steps are
taken to provide for the recruitment into it annually of a substantial
number of capable young officers and for their advancement at a reasonable
pace. To be able to recruit these young officers, the service must separate
an equal number annually. To be able to promote them, a means must be found
to effect such separations among personnel occupying medium and higher grades.
Attrition does not at present accomplish this nor will it in the future.
2. In addition to this basic and long-range problem, the Clandestine
Services are confronted with problems arising from the present distribution
of male officers by age and grade. Forecasts based on the present recruitment
rates, the effect of ceiling, the distribution of male officers in grade GS-9
and above (not including TSS personnel), present attrition rates, and on the
effect of the operation of the Civil Service retirement program show that
C O N F I D E N T I A L
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 ? Approved For Rase 2003/02/27 : CIA-RDP62-00631 RQQA300150008-6
C O N F I D E N T I A L
the Clandestine Services will be staffed by a predominantly old group of
employees by 1974. (Tab A)
3. Faced with this prospect, it is clear that the Clandestine Services
must take steps to achieve an acceptable distribution of personnel by age
groups and must also be equipped with the legal and administrative authority
needed to maintain such a distribution. As a first step, we have drawn up
what would appear to be a reasonable distribution of Clandestine Services
personnel by age groups and also a distribution of positions or spaces by
grades. As will be seen in Tab B, these two distributions are markedly dif-
ferent from those that obtain at present. The age distribution table provides
for the introduction into the service of approximately
it 25X1
accounts for natural attrition, it provides for selection out of persons ill-
adapted to clandestine work up to age 35 and for the annual forced separation
of a percentage of those past age 50. The grade distribution is arranged to
permit the progressive advancement of officers in the service. Its operation
is dependent on the intake and separation rates described above and on
adherence to preestablished promotion rates. Rates of promotion as given in
Tab 3 are standard rates. Exceptions will be necessary in order to place the
most capable men in positions of leadership at reasonably early stages in their
careers.
4. These distributions must be restudied and amended from time to time.
The size of the Clandestine Services and the direction of its operational
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 Approved For lease 2003/02/27 : CIA-RDP62-00631 W0300150008-6
C O N F I D E N T I A L
interests may be expected to change. The grade structure proposed may, after
further study, be regarded as unworkable. However, the principles that
underlie these distributions will not change and any effort to provide the
Clandestine Services with a stable work force will have to be aimed in this
general direction. For the sake of the argument in this paper, it is proposed
that the distribution goals be accepted tentatively. They will be referred to
as "controlled staffing."
S?
Having agreed to "controlled staffing" as a decirabye goal, the
question of converting to and then being in a position to maintain it must be
considered. The answer to this question must encompass:
a. the legal authorities required to separate personnel
involuntarily and to grant separation pay or annuities to those who
qualify for such consideration;
b. the procedures to be followed in identifying personnel to
be separated and those to be granted benefits;
c. a time table for accomplishing the conversion;
d. ern estimate of the effect of conversion on morale and on
the Agency's efforts to recruit personnel; and,
e. the way in which the manpower control program will be related
to existing personnel procedures.
LEGAL AUTHORITY
C O N F I D E N T I A L
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 FOIAB5 Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 OGC.
FOIAB5 *1r+
Approved For FiJprase 2003/02/27: CIA-RDP62-00631 300150008-6
PROCIDURES
11. Before describing the procedures to be followed in identifying per-
sonnel to be separated and those to be granted benefits, a word about the
relationship that exists between these two actions. The selection out pro-
cedures followed by the military serVices and the Foreign Service as well as
those foreseen in the "hump" legislation granted to the Navy tie together into
one action, the identification of the individual to be separated and the
authorization of benefits. One follows the other automatically. CIA cannot
do this because within CIA there is no pre-established group to which benefits
can be automatically granted. CIA does not have a commissioned service. The
Career Staff of CIA is too broad, the Clandestine Services Career Service too
1
C O N F I D E N T I A L
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 Approved For Ral~tase 2003/02/27 : CIA-RDP62-00631 FiQpb300150008-6
C 0 N F I D E N T I A L
informal to qualify in this sense. It is for this reason that proposals relating
to early retirement in CIA have, up to the present, included qualifying standards.
The one currently under consideration calls for 20 years of Government service,
10 years overseas, and 50 years of age., It follows, therefore, that in the
process of converting the Clandestine Services to controlled staffing the
identification of individuals to be separated and those to be granted benefits
will have to be accomplished in two distinct actions. Not all of those separ-
ated will qualify for benefits.
12. Since the procedures followed in identifying personnel to be separated
IIr-' will be distinct from those having to do with the granting of benefits, there
is no reason to attempt to distinguish between personnel being separated for the
purpose of converting to controlled staffing on the one hand and those who may
be separated in consequence of a general reduction in strength or change in
mission or function on the other. In fact, any attempt to make such distinctions
and to provide benefits in one case and not in the other would involve the Agency
in gross inequities. Benefits can be justified in terms of the length; nature,
and circumstances of a man's service and not in terms of the administrative
need off' the Agency that caused his separation.
25X1A
13. Thus, it is proposed that the procedures proposed in Reduction
of Surplus Personnel (Tab C), be used in identifying personnel for separation.
Categories to be reduced by grade, age group, and, if need be, by field of
CONFIDENT IAL
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 Approved For f{Wase 2003/02/27 : CIA-RDP62-00631 8300150008-6
C O N F I D E N T I A L
specialization can be established annually, The procedures established in
this regulation can be applied to any defined category of personnel.
25X1A
*AW
1#.
provides standards and procedures to be used in identifying
those individuals to whom benefits may appropriately be granted from among
the total number being separated as "surplus" to the Agency's needs. We
regard this regulation as a most important step forward in our system of
personnel management in that it provides certain basic minimum guarantees to
the man who makes intelligence and covert operations his profession, and it
does not tie these to the nature of the action that might result in his separ-
ation (except insofar as he may be separated involuntarily under
D
It is a logical and thoroughly warranted extension of our employment contract.
TIMING
15. A close look at the distribution of Clandestine Services men by age
and grade suggests that a single effort to convert to controlled staffing, i.e.,
one based on temporary hump legislation, would create an awkward situation. It
would appear, for example, that a number of men in their thirties should be
separated as soon as possible; for their sake (for if they must go, the sooner
the better) and for the sake of sound administration, for they occupy the grades
(GS-12 and 13) that most badly need to be reduced in number. On the other hand,
it is evident that beginning three years from now and during the subsequent
C O N F I D E N T I A L
25X1A
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 Approved For F ase 2003/02/27 : CIA-RDP62-00631 RW300150008-6
period,of five years or so, a very considerable percentage of the men who
occupy'the middle and higher grade in the service will have completed twenty
years of service and have reached age fifty. It seems only right to postpone
any large scale thinning out of this group until its members have reached the
age at`which the granting of an annuity would be appropriate. Then, finally,
although the long-term needs of the service require conversion to "controlled
staffing" the operational needs of the next five to ten years may very well
dictate that the conversion be undertaken gradually, that useful men (including
those in their thirties, forties, and fifties) be retained after the day they
enter the statistical "surplus" zones.
E'ECT ON MORALE AND ON RECRUITING
16.. The traditional approach to a large scale reduction or staffing change
is to do it as quickly as possible, and then start afresh. Take your public
beating, and expect that the incident will soon be forgotten. This approach
has merit and should be followed in solving part of the problem of the clandestine
service o. There should, in other words, be one "reduction of surplus personnel"
and every effort should be made to include in it all persons who can be spared
at that time. This would then be followed by a lively selection-out and early
retirement program which would meet the further requirements of the service.
a. It is our opinion that the initial sizeable separation action
have a profound effect on morale. The Clandestine Services Career
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 Approved For Fase 2003/02/27: CIA-RDP62-00631 R00J300150008-6
C O N F I D E N T I A L
Service is a tightly knit group. Popular officers will of necessity be
included among those to be separated. At the same time there is a
strong feeling of frustration widespread among the best Clandestine
Services officers which has its origin in the Agency's apparent inability
to solve the manpower problem. In balance, it is our estimate that no
permanent harm will be done to the Clandestine Services by undertaking
a broad separation action.
b. Annual selection out will never be popular. It is not popular
among those services that practice it. It will be an obstacle to recru.it-
ment, but one that can be met. Over a period of time, we will be able to
develop and expand information programs and services that will help
employees adjust their thinking to selection out.
n fall,, 1958, General Counsel discussed this precise point with
25X1 C
the effect of this program on recruiting and from the start made it a practice
to inform prospective employees precisely how the program worked and its possible
effect on their careers. His conclusion was that those who were bothered by such
a program were probably the type he did not want and the good men accepted it as
being a necessary part of good personnel management.
MANPOWEE CONTROL PROGRAM AS RELATED TO EXISTING PERSONNEL PROCEDURES
C O N F I D E N T I A L
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 Approved Forlease 2003/02/27 : CIA-RDP62-00631W60300150008-6
25X1A
C O N F I D E N T I A L
MANPOM CONTROL PROGRAM AS RELATED TO EXISTING PFMNNEL PROCEDURES
17. The manpower control program required by the Clandestine Services
c &n be fitted into existing and proposed procedures. An outline of the steps
to be followed annually will illustrate how it is proposed that this be done:
a. Determination of number of persons to be separated annually
by the Clandestine Services Career Service.
It is proposed that this be done at the time that the Career
Service Staffing Authorization is reviewed. The following factors
will be taken into consideration:
(1)
(2) Extent to which the Clandestine Services can accept
overall reduction in interests of manpower adjustment (elimination
of age and grade humps).
(3) Extent to which the Clandestine Services must reduce for
budgetary, etc., reasons.
(4) Elimination of positions and categories of positions in
the interests of efficiency.
b. Forecast of anticipated attrition by grade and category and
determination of net reduction goals for each.
c. Approval of categories and goals by the Director of Central
Intelligence.
d. Application of Agency reduction in staff procedures for
C O N F I D E N T I A L
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 Approved For Fialease 2003/02/27 : CIA-RDP62-00631 RV0300150008-6
C 0 N F I D E N T I A L
purpose of establishing liets of personnel to be separated (Tab D).
e. Review of all candidates for separation by the Director of
Pet'sonnel to determine benefits to be paid (Tab E)?
f. $eparaticn and payment of benefit? in cases justified.
C O N F I D E N T I A L
Approved .For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 Next 7 Page(s) In Document Exempt
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 Approved fo -Release 2003/02/27 : CIA-RDP62-006331 8000300150008-6
4MW
D RAF T
4 Nov 59
25X1A N0
II
0
PERSONNEL
Date
OGC
1. GENERAL
In the event it becomes necessary to reduce administratively the number of
employees in the Agency, or in any component part of it, or among any defined
category of personnel, this Regulation will apply to the exclusion of all other
regulations pertaining to involuntary separation of personnel. However, whether
the separation of surplus personnel is contemplated or in process. there is no
suspension of the Agency's responsibility and authority to remove, demote, or
reassign any employee whose conduct or capacity is such that such action will
promote the efficiency of the service. A program or programs involving separatir)n
of surplus personnel will be promulgated in accordance with the provisions of
this Regulation set forth below.
FOIAB5
2. POLICY
25X1A
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 FOIAB5 Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
Next 1 Page(s) In Document Exempt
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 Approved For Release 2003/02/27 : CIA-RDP62-006311RR000300150008-6
NOW'
1%W CONFIDENTIAL
c. The record of past performance, accomplishments, and contribution to the
mission of the Agency of each individual being considered for separation shall
be thoughtfully weighed along with the assessment of current performance and
potential.
d. Personnel shall be separated from employment as a result of manpower
adjustments only after all possibilities have been exhausted for their
reassignment to other positions commensurate with their skills and ability.
e. The employment of personnel shall not be jeopardized by reason of the
circumstances or accident of the location of their assignments at the time
personnel reductions are made.
TAB C
C O N F I D E N T I A L P. 3
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 Approved For Release 2003/02/27: CIA-RDP62-0U6 1 R000300150008-6
Iftow
25X1 A NO
D RAF T
4 Nov 59
I
PERSONNEL
Date
1. APPLICABILITY OF PROCEDURES
a. The procedures given herewith shall apply to a Career Service if the
personnel assigned to that Career Service exceed the number of spaces as given
in the Career Service Staffing Authorization (CSSA) on the ninety-first day
after the CSSA is approved or revised
the Career Service, in consultation with the Deputy Director concerned and the
Deputy Director (Support), shall designate the grade levels and, if need be,
the categories of specialization of personnel to be regarded as surplus.
b. These procedures shall also apply when, at the request of the Head of the
Career Service and the Deputy Director concerned, the Director of Central
Intelligence authorizes the reduction in number of a defined category of
personnel in the interest of the long-range needs of the Service.
c. Civilian employees not assigned to Career Services shall be administered
by the responsible operating official and shall be subject to the application
of these procedures whenever it is determined that such personnel are excess
to Agency requirements.
25X1A
25X1A
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 Approved For RIease 2003/02/27 : CIA-RDP62-00631 00300150008-6
C ONFI D E N T I A L
2. ESTABLISHMENT OF RETENTION REGISTER
a. Definition. A retention register is a rank order listing of personnel
in any category affected by a planned reduction. The ranking determines the
order of precedence for retention by the Career Service, or, in the case of
non-Career Service personnel, by the organization concerned.
b. Initial Ranking by Board or Panel. Rankings in order to establisn
registers may be initiated by existent Career Service Boards or Panels or by
Boards specifically established by the Deputy Director concerned. These
rankings shall be completed within forty-five days after the decision is taken
to reduce the number of personnel in a given category. The Board or Panel
shall assign each individual on the register to a specific position, going
from highest to lowest except that the Board or Panel may employ the procedures
outlined below whenever the register comprises twenty-one or more individuals:
Such registers shall be divided into ten sections. The Career Service
shall assign individuals to each section, the first section containing
those ranking highest, then downward to the last section which shall
contain the names of those ranking lowest on the register, the sections
to be as nearly equal in size as possible. Those sections at the lowest
part of the register which comprise ten individuals or twice the number
of individuals to be separated if this number be larger than ten will
be consolidated into one group and a specific rank order of all individuals
in this group from highest to lowest shall be established.
TAB D
p. 2
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 Approved For Rele 2003/02/27 : CIA-RDP62-00631 R000300150008-6
r.
c. Factors to be Considered. The Head of the Career Service, or operating
official, shall ensure that the following factors are carefully weighed in
establishing the ranking of personnel: (1) position performance; (2) quali-
fications; and (3) potential for future usefulness. To this end he shall
provide to the Board or Panel specific, written instructions concerning the
application of these factors.
a. After the retention registers are complete, a committee of three dis-
interested senior officials appointed by the Director of Central Intelligence
shall review the official personnel and other pertinent files of those indi-
viduals who have been placed in specific rank order in accordance with the
provisions of paragraph 2, above. The committee shall give careful attention
to the complete record of Federal employment and military service, as well as
to the factors as prescribed by the Career Service Head or operating official
concerned. The committee, by majority vote, shall revise the rank order of
this group, if it deems such revision warranted, duly noting such chances as
are made.
b. The Head of the Career Service, or operating official, shall then review
the specific rankings as revised and noted and shall make and record suc-q
changes as he shall deem warranted.
TAB D
p. 3
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 Approved Forase 2003/02/27: CIA-RDP62-00631 F(0 0300150008-6
c. The Director of Personnel shall then review the Career Service retention
registers as revioed and noted by the committee and Head of the Career
Service or operating official. In accordance with paragraphs 2 c; d, and
e of basic regulation he shall ensure that every reasonable effort has been
made to protect the interests of individuals being considered for separation
and to retain in Agency employment those who qualify for positions in components
or Career Services other than the one which has nominated them for separation.
He shall recommend to the Director of Central Intelligence the separation o#'
individuals who are deemed to be surplus to the Agency as being advisable in
the interests of the United States.
CONFIDE N T I A L
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
TAB D
p. 4
 ApprovectZpr Release 2003/02/27: CIA-RDP62-OQ 1 R000300150008-6
D R A F T
4 Nov 59
25X1ANo.
SEPARATION COMPENSATION
0
PERSON,
Date
Among the personnel who are nominated for separation in accordance with the
25X1 Aprovisions of Regulation
are individuals who, because of the nature
and circumstances of their service with the Agency are at a disadvantage in
making occupational transfers and may therefore be unable to command reasonable
levels of earned income for an extended period of time following termination of
OGC Agency employment. Separation compensation, as authorized herein, is granted
`'' for the purpose of assisting such individuals during the process of their
FOIAB,cational reorientation.
a. The decision to grant separation compensation in any given case will be
based solely upon a review of the nature and circumstances of the individual's
employment in the light of the standards set forth herewith. The determination
25X1A
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 Approved Fcelease 2003/02/27 : CIA-RDP62-00618000300150008-6
of the applicability of these s"l-andarda in any given case is the sole preroga-
ILLEGIB
tive of the Director of Central Intelligence or his appointed repress
however, an individual who is denied separation compensation may appeal such
decision by submitting further evidence concerning the nature and circwistances
of his ernploy_ient.
b. Separation compensation will be granted to those personnel thirty years
of age or more who have completed five or more years of satisfactory Agency
civilian service and who, during the predominant period of their service, have
been trained for or assigned to positions which are part of the overseas Litel-
ligence, operations and comiunications structure of the Agency's organizatioii
and who are to be separated for the purpose of achieving a balanced distriuution
of age and grade groups within that structure.
C. Separation compensation may be granted to other individuals thirty years
of age or more who are separated as excess to Agency needs, it being established
that for a period of five years or more preceding separation they were assigned
to duties which required the acquisition and application of skills for which
requirements in other Government or commercial fields of employment are either
rare or nonexistent and which effectively prevented them from studying,
practicing, or otherwise developing; or retaining proficiency in an established
occupation or profession.
~A3 E
p. 2
ILLEGIB
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 - Approved Forlease 2003/02/27 : CIA-RDP62-00631 R000300150008-6
C O N F I D E N T I A L
1. RESPONSIBILITIES
In consultation with the Read of the Career Service concerned, the Director
of Personnel will review the nature and circumstances of the assignment of
each individual scheduled for involuntary separation in accordance with the
provision of RegulationI and, in appropriate cases, will recommend
to the Director of Central Intelligence that separation compensation be
granted.
5. COMPUTATION OF SEPARATION COMPENSATION
Separation compensation shall be at the rate of one-twelfth current annual
salary for each year of continuous Agency service iimnediately preceding the
separation excepting that:
a. Separation compensation shall not exceed one year's salary.
b. The Director of Personnel may recommend to the Director a lesser
amount of separation compensation than that provided above when
circumstances so warrant.
c. Separation compensation to persons who, by reason of involuntary
separation, are eligible for an immediate retirement annuity
under the Federal Civil Service Retirement Act shall not exceed
the difference between their terminal annual11salary and the
amount of annuity payable during the twelve months following
separation.
TAB E
P. 3
C O N F I D E N T I A L
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
 ? ? Approved For a ease 2003/02/27: CIA-RDP62-00631 R0(0300150008-6
6. PAYTT
Separation compensation shall be payable at the option of the individual as
a si ,le si or as two variable installments thereof provided only that fin,9.1
payment shall be made no later than the month of January following; separation.
TAB E
p. 4
Approved For Release 2003/02/27 : CIA-RDP62-00631 R000300150008-6
C O N F I D E N T I A L
 UNCLASSI F
TOL,,(Officer designation, room number, and
building) -. _ 11
USE PREVIO
EDITIONS
d14
ASK 4a ism, iI
^ CONFIDENTIAL
OFFICER'S
INITIALS
1 - _
SEC RET
COMMENTS (Number each comment to show from whom
to whom. Draw a line across column after each co iinenF.)
CLASSIFIED
GIB