DIRECTIONS FOR COMPLETING FORM 45, FITNESS REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP67-00134R000200050009-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 10
• Document Creation Date: December 15, 2016
• Document Release Date: August 6, 2004
• Sequence Number: 9
• Content Type: REGULATION

Approved For Release 2004/08/17: CIA-RDP67-00 R000200050009-4
DIRECTIONS FOR COMPLETING FORM 45, FITNESS REPORT
GENERAL
1. POLICY
It is Organization policy to inform employees of the effective-
ness of their work performance. Organization policy also re-
quires that supervisors record at least once each year their
opinions and evaluations of the work performance of em-
ployees under their jurisdiction. Evaluations will also be
25X1 made whenever it is necessary or desirable to provide Organi-
zation management with information which may be perti-
nent to future personnel actions affecting these individuals.
I I outlines policies concerning the require-
ments tor su mi ing initial, annual, reassignment and special
reports, showing the report to the employee and appeals
procedure. The Fitness Report, Form 45, is used to record
evaluations. However, an evaluation in memorandum form
may be substituted for Form 45 for employees in Grades
GS-14 and above.
2. SUBMISSION
The Fitness Report will be submitted in duplicate to the Head
of the Career Service concerned. The Head of the Career
Service will retain one copy and will forward the original
to the Office of Personnel.
3. INITIAL REPORT
A Fitness Report will be prepared for each employee as of
nine months after his entrance on duty with the Organization.
An initial report need not be made when a Fitness Report has
already been made for some other purpose within 90 days
prior to the due date of the initial report. The initial report
is of particular importance in providing a record of the su-
pervisor's evaluation of the employee before the employee
has completed his twelve-month trial period. An initial re-
port may be deferred for a period not to exceed 30 days be-
yond the due date to provide the supervisor with additional
time to evaluate an employee who has been under his jurisdic-
tion for less than 90 days.
4. ANNUAL REPORT
A Fitness Report will be prepared annually for each employee,
except when a Fitness Report has been made for some other
purpose within 90 days prior to the due date of the annual
report. An annual report may be deferred until the employee
has been under the jurisdiction of the supervisor for 90 days.
SCHEDULE FOR SUBMISSION OF ANNUAL REPORTS
DUE IN OFFICE OF PERSONNEL
FOR PERIOD ENDING
FROM HEADQUARTERS
FROM FIELD
GRADES
GS-1 through GS-5
31 March
30 April
31 May
GS-6 through GS-8
30 June
31 July
31 August
GS-9 through GS-11
30 September
31 October
30 November
GS-12 and GS-13
31 December
31 January
28 February
GS-14 and above
31 March
30 April
31 May
5. REASSIGNMENT REPORT
Supervisors will prepare a Fitness Report when the supervisor
is changed by the reassignment of the employee or the super-
visor. When the supervisor is reassigned and has numerous
reassignment reports to prepare he needs to complete only
Section B of the report.
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 Approved For Release 2004/08/17 : CIA-RDP67-00134R000200050009-4
DIRECTIONS FOR COMPLETING FORM 45, FITNESS REPORT
SECTION A - GENERAL
The items of this section should be completed by the appro-
priate administrative or personnel officer. Special instructions
for completing or omitting items of this part of the report
should be carefully observed on Field Transmittal - Fitness
Report, Form 45a.
SECTION B - EVALUATION OF PERFORMANCE OF SPECIFIC
DUTIES AND OF OVERALL PERFORMANCE
ratings in Section B should be exp:ained or amplified by sup-
porting statements. In addition, the supervisor may com-
ment here on any extenuating circumstances which affect the
productivity and effectiveness of the employee. Comment
should be made on the relative performance of the person
being rated with other people known to the rater doing com-
parable work. In commenting on the manner of performance
of managerial or supervisory responsibilities, abilities and skills
in such as the following should be considered:
Rating Scale
The rating scale as set forth in this section in Form 45, Fitness
Report, is to be used to reflect evaluation of Specific Duties
and of Overall Performance. In making your selection of the
adjective evaluation for Section B and in completion of the
narrative in Section C the following factors should be con-
sidered as appropriate:
Cost Consciousness Mobility
Security Consciousness Initiative
Ability to Think Clearly Versatility
Supervisory Effectiveness Productivity
Acceptance of Responsibility Decisiveness
Foreign Language Competence Resourcefulness
Effectiveness of Oral Expression Cooperativeness
Effectiveness of Written Expression Records Discipline
Rating of Performance of Specific Duties
In this section the supervisor will list in order of importance
the most significant duties the employee has performed dur-
ing the rating period. Each duty shall be described in suf-
ficient detail to provide information which may be useful later
in considering individuals for other assignments. Your evalua-
tion should be recorded by entering the appropriate letter in
the box provided for your evaluation of each duty.
Rating of Overall Performance in Current Position
In making this rating the supervisor should take into account
the employee's conduct on the job as well as his performance
on all specific duties. Each supervisor will weigh these factors
in his own mind so as to arrive at a rating which will reflect
an employee's overall value on the job.
SECTION C - NARRATIVE COMMENTS
In this section the supervisor describes the employee's demon-
strated abilities or deficiences in the performance of his pres-
ent job. This may include comments regarding a specific duty
by direct reference to that duty. Any relatively high or low
Delegation of responsibility
Establishment and maintenance of clear lines of authority
Use of personnel, space, equipment, funds, etc.
Formulation and coordination of programs
Developing teamwork
In completing the ratings on Career-Provisional employees
comment should be made on the intent, capability and desire
of the individual to fulfill the service obligations of the Career
Service to which he is assigned.
SECTION D - CERTIFICATION AND COMMENTS
The person being rated may attach to his fitness report a
memorandum concerning any part of the report. The mem-
orandum will be attached to the original for inclusion in the
Official Personnel Folder.
Reviewing officials are responsible for assuring that all re-
ports made by rating officials under their jurisdiction are con-
sistent and reflect uniform standards of reporting. Through
the counseling and supervision of rating officials, reviewing
officials can play a major role in improving the operation of
the Fitness Report program.
In addition, reviewing officials should as a matter of practice
submit a brief narrative evaluation of the performance and
potential of the individual being rated, noting the degree to
which he is personally familiar with the individual and his
work. Even though the reviewing official may not be able to
evaluate the individual from firsthand experience with him, it
is likely that the reviewing official may be able to contribute
useful information concerning future utilization or training of
the individual based on the review of his record of perform-
ance and assignments.
If the reviewing official is in substantial disagreement with the
rating official he should state whether or not he has discussed
the evaluation with the rating official and the employee.
When a person departs an overseas station without having
been shown his Fitness Report, it is incumbent upon the Career
Service to have the report shown to the individual.
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 Approved F
EMPLOYEE SERIAL NUMBER
FITNESS REPORT
SECTION A GENERAL
1. NAME (Last) (First) (Middie)
2. DATE OF BIRTH
3. SEX
4. GRADE
5. SD
6. OFFICIAL POSITION TITLE
7. OFF/DIV/BR OF ASSIGNMENT
8. CURRENT STATION
9. CHECK (X) TYPE OF APPOINTMENT
10. CHECK (X) TYPE OF REPORT
CAREER RESERVE TEMPORARY
INITIAL
REASSIGNMENT SUPERVISOR
CAREER-PROVISIONAL (See instructions -Section C)
ANNUAL
REASSIGNMENT EMPLOYEE
SPECIAL (Specify):
SPECIAL (Specify):
11. DATE REPORT DUE IN O.P.
12. REPORTING PERIOD (From- to-)
SECTION B PERFORMANCE EVALUATION
W - Weak Performance ranges from wholly inadequate to slightly less than satisfactory. A rating in this category requires
positive remedial action. The nature of the action could range from counseling, to further training, to placing on
probation, to reassignment or to separation. Describe action taken or proposed in Section C.
A - Adequate Performance meets all requirements. It is entirely satisfactory and is characterized neither by deficiency nor
excellence.
P - Proficient Performance is more than satisfactory. Desired results are being produced in a proficient manner.
S - Strong Performance is characterized by exceptional proficiency.
0 - Outstanding Performance Is so exceptional in relation to requirements of the work and in comparison to the performance of
others doing similar work as to warrant special recognition.
SPECIFIC DUTIES
List up to six of the most important specific duties performed during the rating period. Insert rating letter which best describes the
manner in which employee performs EACH specific duty. Consider ONLY effectiveness in performance of that duty. All employees
with supervisory responsibilities MUST be rated on their ability to supervise (indicate number of employees supervised).
SPECIFIC DUTY NO. 1
RATING
LETTER
SPECIFIC DUTY NO. 2
RATING
LETTER
SPECIFIC DUTY NO. 3
RATING
LETTER
SPECIFIC DUTY NO. 4
RATING
LETTER
SPECIFIC DUTY NO. S
RATING
LETTER
SPECIFIC DUTY NO. 8
RATING
LETTER
OVERALL PERFORMANCE IN CURRENT POSITION
RATING
Take into account everything about the employee which influences his effectiveness in his current position such as per-
LETTER
formance of specific duties, productivity, conduct on job, cooperativeness, pertinent personal traits or habits, and
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Approved For Release 2004/08/17 : CIA-RDP67-00134R000200050009-4
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FORM 45 OBSOLETE PREVIOUS EDITIONS.
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