LETTERS OF INSTRUCTION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05399A000200040048-9
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 16
• Document Creation Date: December 12, 2016
• Document Release Date: November 9, 2001
• Sequence Number: 48
• Publication Date: December 28, 1973
• Content Type: REGULATION

Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
STATINTL
INSTRUCTION NO. LI 20-23
LI 20-23 PERSONNEL
28 December 1973
REFERENCES: (a) HR -
(b) DD/M&S Administrative Instruction No. 73-21
1. A copy of referent (b) is attached, which amplifies the
guidance in referent (a) on preparation of letters of instruction
(LOI's) for all employees in the M&S Directorate.
2. Please note that preparation of the LOI is intended to be
a participatory exercise between the supervisor and the employee.
This emphasis on participation does not convey that the individual
employee can determine the content of his or her LOI. On the con-
trary, the
LOI
is a statement by the supervisor to the employee
outlining
the
nature and scope of work to be accomplished. The prime
importance
of
joint participation is to ensure that the employee and
supervisor
have
a mutual understanding on the content of the LOI,
since this
will
serve as the standard against which performance
evaluation
will
be recorded by the supervisor.
3. There is no mandatory format for an LOI, although it is
usually completed in a memorandum format and records the nature of
the job to be performed, skills required or to be developed, and
specific work tasks to be accomplished. The LOI is a formalized
document outlining in as precise terms as possible what the super-
visor expects the employee to accomplish. The LOI is a management
tool and should be tailored to the strengths and weaknesses of the
employee rather than just a position description, In each instance,
the supervisor (usually the immediate supervisor) will sign the LOI
and the employee will acknowledge that he has read and understood
the LOI. Staff and division chiefs may designate a second officer in
the chain of command to review and concur in the LOI, if appropriate.
Attached are two samples of an LOI, one on an individual on indefinite
detailed assignment of indefinite duration and a second on an individ-
ual incumbent in a regular T/0 position. Please note that these
attached samples are for general guidance only and not necessarily
held forth for their excellence of content.
ADMINISTRATIVE - INTERNAL USE ONLY
Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
 Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
ADMINISTRATIVE - INTERNAL USE ONLY
ATTACHMENT
to
LI 20-23
28 December 1973
PERSONNEL
6 December 1973
STATINTL
Reference: HR
LETTERS OF INSTRUCTION
DD/M&S ADMINISTRATIVE
INSTRUCTION NO. 73-21
1. The recently revised Headquarters Regulation pertaining
to employee fitness reports (FR's) requires each supervisor to
provide his or her employees with an individual letter of instruc-
tion (LOI). To the maximum extent practicable, each letter should
contain concise statements that include the annual performance
objectives, action plans and desired timing of results (milestones
or goals to be achieved at specific times during the year) expected
of the employee. Letters should be brief, clear in meaning and
written in a style that facilitates their use in the later prepara-
tion of FR's. Letters should be revised when significant changes
occur in an employee's performance objectives, action plans or
goals.
2. Initial LOI's should evolve downward from senior manage=
ment. That is, an Office Director should initiate action in his
office by preparing LOI!s for the employees under his direct super-
vision, and they in turn for their employees, and so forth down the
chain of command.
3. A vital part of the LOI procedure is the mutual participa-
tion of an employee and his supervisor in defining the employee's
objectives and related details. This is necessary so the employee
understands clearly what is expected of him and the basis on which
his FR will be prepared.
4. Initial LOI's on all Directorate employees should be
completed by 31 January 1974. Subsequently, an LOI should be pre-
pared within 45 days following the assignment of an employee to a
position in the M&S Directorate.
FOR THE DEPUTY DIRECTOR FOR MANAGEMENT AND SERVICES:
/s/
xecutive Officer
ADMINISTRATIVE - INTERNAL USE ONLY
STATINTL
Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
 Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
ATTACHMENT
to
LI 20-23
28 December 1973
LETTER OF INSTRUCTION
Staff Personnel Division, Professional Placement Branch,
Position No. 0942 -- GS-13 -- Personnel Officer
1. The purpose of this memorandum is to provide you, the
incumbent of the above position, with a clear understanding of the
functions of your Branch, the specific duties of your position, and
what will be expected of you as well as what you may expect from
your Branch and Division.
2. The Professional Placement Branch acts on behalf of the
Director of Personnel serving as his representative to all Agency
components on personnel management matters. You are an advisor,
a controller, a monitor, an implementer, an information collector
and transmitter, and an initiator. The objective of PPB is to provide
the best possible professional personnel management advice and
operation in those areas of the Agency for which you are responsible.
The Branch is concerned with the proper handling and management
of Agency employees within the regulatory guidelines and organiza-
tional structure as it now exists.
3. You are the Office of Personnel representative to the DDI
and DCI career services. As such, you are expected tolie fully
acquainted with the structure, the activities and the staffing of those
career services. You need to know where they are, who they are
and what they are doing. You will be expected to have frequent,
direct, face-to-face contact with the representatives of your career
services. You will be expected to be aware of their staffing plans
and staffing problems. You will be expected to recommend solutions
to their staffing problems.
4. As one of PPB's placement officers, you will periodically
be responsible for conducting entrance on duty orientation programs
for new professional and technical employees. This function will
necessitate your being knowledgeable of Agency benefits, practices,
policies, regulations and procedures relative to personnel. This
function will necessitate your speaking before groups which may
range from 10 to 40 in size.
Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
 Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
ADMINISTRATIVE - INTERNAL USE ONLY
ATTACHMENT
to
LI 20-23
28 December 1973
5. You will conduct follow-up, pre-exit and placement
interviews, all of which will be documented in accordance with
existing Branch practices. You are the Equal Employment Oppor-
tunity counselor for the DCI and DDI career services. To perform
this function you must be thoroughly acquainted with the Civil Service
Equal Employment Opportunity Program and its requirements and
procedures. At an appropriate time you will be enrolled in the Civil
Service Commission's EEO training course.
6. You will review and approve for the Director of Personnel
personnel actions and Quality Step Increase recommendations sub-
mitted by the DCI and DDI career services. You will monitor the
Career Service Grade Authorization of each career service and be
aware of the strength versus ceiling status of each career service.
You will monitor and follow-up on time limited actions and delinquent
fitness reports.
7. It is possible in ygur role as placement officer to over-
emphasize police and monitor functions and under-emphasize advisory
and problem solving responsibilities. Ideally, the placement officer
is one who is considered by his career services to be a friend in court
to whom the career service willingly turns for advice and counsel.
Your ability to satisfy the needs of your career services, to continue
to.make improvements in personnel management in those career
services while at the same time satisfy the needs of the Director of
Personnel for adherence to Agency personnel management regulations
and requirements, will determine whether or not your performance is
average, better than average or below average.
8. It is important that you make every effort to keep abreast
of your daily work load, that deadlines be considered seriously and met.
9. You are free at any time to consult with your co-workers,
Branch Chief, or Division Chief to obtain assistance whenever you
need it. It is your responsibility to keep your Branch Chief informed
of any problems or activities which in your judgment are unusual.
10.. You will be expected to make suggestions for change, to
generate ideas to improve your function, and to show initiative in
problem solving.
ADMINISTRATIVE - INTERNAL USE ONLY
Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
 Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
ADMINISTRATIVE - INTERNAL USE ONLY
ATTACHMENT
to
LI 20-23
28 December 1973
11. Your Branch Chief will discuss your functions and your
performance with you periodically -- not less than at six-month
intervals.
12. Your performance as reflected in your fitness report will
be measured against those functions specified in this Letter of
Instruction.
/s/
AC/PPB/SPD
Chief, Staff Personnel Div. Date
ADMINISTRATIVE - INTERNAL USE ONLY
Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
 Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
ADMINISTRATIVE - INTERNAL USE ONLY
ATTACHMENT
to
LI 20-23
28 December 1973
LETTER OF INSTRUCTION
1. This letter constitutes your welcome to the Staff Personnel
Division and a formal/informal statement of the activities which will
be assigned to you and for which you will be responsible.
2. As you know, your detail to the Staff Personnel Division
is for an indefinite period of time. As a result of your detail status
rather than your being permanently assigned to the Division, we
will not make any attempt to consciously steer your development
toward any particular function in the Division nor is it anticipated at
this time that your detail will result in a permanent assignment.
Generally your activities will consist of assisting me and the branch
chiefs of the Division to accomplish our work.
3. You are assigned to the Professional Staffing Branch and
responsible for supervision and guidance to , the
Chief, of that branch. Your base function will be to screen incoming
professional and technical applicant files and prepare them for Skills
Bank listing. may assign you other duties in addition
to this base function. From time to time you will be asked to assist
the Professional Placement Branch by conducting exit and follow-up
interviews and prepare written reports of those interviews. From
time to time you will be asked to work on special information collec-
tion analysis kinds of projects for the Chief, SPD. Some of these
projects are as follows:
Collect data and prepare written documents to assist the
Division in meeting its objective milestones.
Collect manpower staffing and utilization data to be used
by the Chief, SPD in discussion with Agency recruiters during
the 10 through 14 September Recruiters Conference.
ADMINISTRATIVE - INTERNAL USE ONLY
Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
 Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
ADMINISTRATIVE - INTERNAL USE ONLY
ATTACHMENT
to
LI 20-23
28 December 1973
Review and analyze staffing performance in relation to
Advance Staffing Plan goals.
Review and analyze component performance in enrolling
new employees in the Intelligence and World Affairs training
course.
Establish training profile for SPD employees.
Review and analyze PRA assignments Agency-wide.
Review and analyze development complement assignments
Agency-wide.
Conduct space and equipment surveys relative to certain
space modifications which are planned for SPD.
4. Assignments will be given to you by
questions which you have concerning relative and the
these assignments should be referred to priorities regarding
5. It is our intention and aspiration that you will be a full
fledged equal partner sharing in the work of the Division. We will
expect as much from you in the way of commitment, effort and
dependability as we do of any other SPD employee. You may expect
from us the same concern, cooperation, guidance and help as that
given to any other SPD employee. If you have any questions or
suggestions concerning this letter or its contents or your forth-
coming employment in SPD, please do not hesitate to ask.
/s/
Chief, Staff Personnel Division
Approved ~$Y iil T:'(Y2/f)1W CIATRUW8 99A000200040048-9
 Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
INSTRUCTION NO LI 2O -,2 3
L I LGGI &T+eS
STATINTL
REFERENCES (a) HR
(b) DD/MFS Administrative Instruction No. 73-21
1. A copy of referent(b) is attached, which amplifies
the guidance in referent(s) on preparation of,etters of
/nstruction (LOIs) for all employees in the M&S Directorate.
2. Please note that preparation of the LOI is
intended to be a participatory exercise between the supervisor
and the employee. This emphasis on participation does not
convey that the individual employee can determine the content
of his or her LOI. On the contrary, the LOI is a statement
by the supervisor to the employee outlining the nature and
scope of work to be accomplished. The prime importance of
joint participation is to ensure that the employee and super-
visor have a mutual understanding on the content of the LOI,
since this will serve as the standard against which perforM -
,ance evaluation will be recorded by the supervisor.
3. There is no mandatory format for an LOI, although
it is usually completed in a memorandum format and records
the nature of the job to be performed, skills required or to
be developed, and specific work tasks to be accomplished. The
Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
 Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
LOI is a formalized document outlining in as precise terms
as possible what the supervisor expects the employee to
accomplish. The LOI is a management tool and should be
tailored to the strengths and weaknesses of the employee
rather than just a position description. In each instance,
the supervisor (usually the immediate supervisor) will sign
the LOI and the employee will acknowledege that he has read
and understood the LOI. Staff and division chiefs may
designate a second officer in the chain of command to review
and concur in the LOI, if appropriate. Attached are two
samples of an LOI, one on an individual on indefinite detailed
assignment of indefinite durationX and a second on an
individual incumbent on a regular T/O position. Please note
that these attached samples are for general guidance only and
not necessarily held forth for their excellence content. -kA 4. Initial LOI's for each employee in the Office of
Logistics will be finalized by 31 January 1974. Subsequently,
new LOI's will be prepared, or previous LOI's for a specific
position will be updated, within 45 days following the assign-
ment/reassignment of an employee to a position within the
Office of Logistics. In those instances where there are no
substantive changes in an LOI upon change in incumbency, up-
dating of an LOI can be kffected by simple acknowledgement of
an existing LOI by the new incumbent.
Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
 Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
5. Two copies of each LOI will be forwarded to the
Personnel and Training Staff, OL, upon completion. One
copy will be filed in the OL individual personnel file and
one copy will be filed by organizational element for
referent purposes.
FRANCIS J. VAN DAMM
Director of Logistics
3 Atts
Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
 Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
ADMINISTRATIVE - INTERNAL USE ONLY
PERSONNEL DD/M&S ADMINISTRATIVE
6 December 1973 INSTRUCTION NO. 73-21
STATINTL
1. The recently revised Headquarters Regulation pertaining
to employee fitness reports (FR's) requires each supervisor to
provide his or her employees with an individual letter of instruc-
tion (LOI). To the maximum extent practicable, each letter should
contain concise statements that include the annual performance
objectives, action plans and desired timing of results (milestones
or goals to be achieved at specific times during the year) expected
of the employee. Letters should be brief, clear in meaning and
written in a style that facilitates their use in the later prepara-
tion of FR's. Letters should be revised when significant changes
occur in an employee's performance objectives, action plans or
goals.
2. Initial LOI's should evolve downward from senior manage-
ment. That is, an Office Director should initiate action in his
office by preparing LOI's for the employees under his direct super-
vision, and they in turn for their employees, and so forth down the
chain of command.
3. A vital part of the.LOI procedure is the mutual participa-
tion of an employee and his supervisor in defining the employee's
objectives and related details. This is necessary so the employee
understands clearly what is expected of him and the basis on which
his FR will be prepared,
4. Initial LOI's on all Directorate employees should be
completed by 31 January 1974. Subsequently, an LOI should be pre-
pared within 45 days following the assignment of an employee to a
position in the MES Directorate.
FOR THE DEPUTY DIRECTOR FOR MANAGEMENT AND SERVICES:
STATINTL
ADMINISTRATIVE - INTERNAL USE ONLY
Approved For Release 2002/01/07 : CIA-RDP78-05399A000200040048-9
 Approved FoPRelease 2602104Y07~4 ib1A-Th 78-05399A000200040048-9
LETTER OF INSTRUCTION
Staff Personnel Division, Professional Placement Branch,
Position No. 0942 -- GS-13 -- Personnel Officer
1. The purpose of this memorandum is to provide you, the
incumbent of the above position, with a clear understanding of the
functions of your Branch, the specific duties of your position, and
what will be expected of you as well as what you may expect from
your Branch and Division.
2. The Professional Placement Branch acts on behalf of the
Director of Personnel serving as his representative to all Agency
components on personnel management matters. You are an advisor,
a controller, a monitor, an implementor, an information collector
and transmitter, and an initiator. The objective of PPB is to provide
the best possible professional personnel management advice and
operation in those areas of the Agency for which you are responsible.
The Branch is concerned with the proper handling and management
of Agency employees within the regulatory guidelines and organiza-
tional structure as it now exists.
3. You are the Office of Personnel representative to the DDI
and DCI career services. As such, you are expected to be fully
acquainted with the structure, the activities and the staffing of those
career services. You need to know where they are, who they are
and what they are doing. You will be expected to have frequent,
direct, face-to-face contact with the representatives of your career
services. You will be expected to be aware of their staffing plans
and staffing problems. You will be expected to recommend solutions
to their staffing problems.
4. As one of PP]3's placement officers, you will periodically
be responsible for conducting entrance on duty orientation programs
for now professional and technical employees. This function will
necessitate your being knowledgeable of Agency benefits, practices,
policies, regulations and procedures relative to personnel. This
function will necessitate your speaking before groups which may
range from 10 to 40 in size.
Approved For Reuse Wab2%01'/OTr'CTA-RDP78-05399A000200040048-9
 .~::+ie.A ~i i~i,: )1 iYtS (I ~ r i.?e
Approved Fo elease AMI
OJIQ~ : ;.PqP~ ,5399A000200040048-9
5. You will conduct follow-up, pro-exit and placement
interviews, all of which will be documented in accordance with
existing Branch practices. You are the Equal Employment Oppor-
tunity counselor for the DCI and DDI career services. To perform
this function you must be thoroughly acquainted with the Civil Service
Equal Employment Opportunity Program and its requirements and
procedures. At an appropriate time you will be enrolled in the Civil
Service Commission's EEO training course.
6. You will review and approve for the Director of Personnel
personnel actions and Quality Step Increase recommendations sub-
mitted by the DCI and DDI career services. You will monitor the
Career Service Grade Authorization of each career service and be
aware of the strength versus ceiling status of each career service.
You will monitor and follow-up on time limited actions and delinquent
fitness reports.
7. It is possible in your role as placement officer to over-
emphasize police and monitor functions and under-emphasize advisory
and problem solving responsibilities. Ideally, the placement officer
Is one who is considered by his career services to be a friend in court
to whom the career service willingly turns for advice and counsel.
Your ability to satisfy the needs of your career services, to continue
to make improvements in personnel management in those career
services while at the same time satisfy the needs of the Director of
Personnel for adherence to Agency personnel management regulations
and requirements, will determine whether or not your performance is
average, better than average or below average.
8. It is important that you make every effort to keep abreast
of your daily work load, that deadlines be considered seriously and met.
9. You are free at any time to consult with your co-workers,
Branch Chief, or Division Chief to obtain assistance whenever you
need it. It is your responsibility to keep your Branch Chief informed
of any problems or activities which in your judgment are unusual.
Approved For ReI 20,Q2/01/07: OIA- bP78-05399A000200040048-9
 Approved Fo Rele se 200 af iA Q9)7,4-05399A000200040048-9
10. You will be expected to make suggestions for change, to
generate ideas to improve your function, and to show initiative in
problem solving.
11. Your Branch Chief will discuss your functions and your
performance with you periodically -- not less than at six-month
intervals.
12. Your performance as reflected in your fitness report will
be measured against those functions specified in this Letter of
Instruction.
AC /PPB /SPD
STATINTL
ACKNOWLEDGED:
CONCUR:
Chief. Staff Personnel Division
ti
-~ ,rdwnflu~tu ~ .:ra k ~ 1~.
Approved For Releaser@9~fql-107
C.ANk; tDP 78A 399A000200040048-9
STATINT
 Approved For Release 2002/O1'/OV: CiA'-F dP78-05399A000200040048-9
STATINTL
LETTER OF INSTRUCTION
1. This letter constitutes your welcome to the Staff Personnel
Division and a formal/informal statement of the activities which will
be assigned to you and for which you will be responsible.
2. As you know, your detail to the Staff Personnel Division
is for an indefinite period of time. As a result of your detail status
rather than your being permanently assigned to the Division, we
will not make any attempt to consciously, steer your development
toward any particular function in the Division nor is it anticipated at
this time that your detail will result in a permanent assignment.
Generally your activities will consist of assisting me and the branch
chiefs of the Division to accomplish our work.
3. You are assigned to the Professional Staffin Branch and STATINTL
responsible for supervision and guidance t the
Chief of that branch. Your base function will be to screen incoming
STATINTL professional and technical applicant files and prepare them for Skills
Bank listing. may assign you other duties in addition
to this base function. From time to time you will be asked to assist
the Professional Placement Branch by conducting exit and follow-up
interviews and prepare written reports of those interviews. From
time to time you will be asked to work on special information collec-
tion analysis kinds of projects for the Chief, SPD. Some of these
projects are as follows:
Collect data and prepare written documents to assist the
Division in meeting its objective milestones.
Collect manpower staffing and utilization data to be used
by the Chief, SPD in discussion with Agency recruiters during
the 10 through 14 September Recruiters Conference.
Approved For Release 20021QJ/p7 ;,C.,IA-RDP78L05399A000200040048-9
1
 Approved For Release 2002101./07 : CIA-RDP78-05399A000200040048-9
Review and analyze staffing performance in relation to
Advance Staffing Plan goals.
Review and analyze component performance in enrolling
new employees in the Intelligence and World Affairs training
course.
Establish training profile for SPD employees.
Review and analyze PRA assignments Agency-wide.
Review and analyze development complement assignments
Agency-wide.
STATINTL
Conduct space and equipment surveys relative to certain
space modifications which are planned for SPD.
4. Assignments will be given to you by and the
questions which you have concerning relative priorities regarding
these assignments should be referred to
5. It is our intention and aspiration that you will be a full
fledged equal partner sharing in the work of the Division. We will
expect as much from you in the way of commitment, effort and
dependability as we do of any other SPD employee. You may expect
from us the same concern, cooperation, guidance and help as that
given to any other SPD employee. If you have any questions or
suggestions concerning this letter or its contents or your forth-
coming employment in SPD, please do not hesitate to ask.
Chief, Staff Personnel Division
ACKNOWLEDGED:
STATINTL
STATINTL
STATINTL
Dat
1..r... ..,T.;~
Approved For Release 200241167'11 CIA-RDQ S-0i399A000200040048-9