ANNUAL REPORTS FROM PERSONNEL OFFICE DIVISIONS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05941A000100010001-1
• Release Decision: RIPPUB
• Original Classification: T
• Document Page Count: 16
• Document Creation Date: November 17, 2016
• Document Release Date: June 29, 2000
• Sequence Number: 1
• Publication Date: August 7, 1953
• Content Type: MF

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I ORAMDUM FOR: Acting Personnel Director
SUBJECT: Annual Reports from Personnel Office Divisions
1, In connection with the preparation of the special report on
the Personnel Office for the Inspector General and the development
of the FY 1955 budget submission, this Office requested reports from
each division of the Personnel Office concerning their workload and
accomplishments during Fiscal Year 1953.
2. Although this information was requested in more or less in-
formal submissions, it is apparent that considerable effort went
into the preparation of some of these reports. All of the material
reported was not pertinent to either of the purposes stated above.
For example: the report on the Placement Branch, PDC, contains de-
tailed information as to the activities of the Placement Officers,
and the report on the Interim Assignment Branch, PDO, provides a
listing of work projects performed.
3. It is believed that your Office would be interested in re-
viewing this material. Reports received from Personnel Procurement
Division, Personnel Division (Overt), Personnel Division-(Covert),
Testing and Evaluation Division, and Military Personnel Division are
attached. The report received from the Classification and Wage Divi-
sion was still in rough draft form. We have returned this material
to so that it may be prepared in final form for submission
to your Office.
REY Wtsu O By QL 17
TYPE
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GRlti CLASS P#GES REV CL .SS
JUST A~ NEXT REV AUTHi HR 70.2
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El'i' IRT'i''VIBWINCF AND F L CLEARA1 E PRf RAM
The Exit Interviewing program has the following objectives:
1. To determine the factors .ch, in the interviewer's
opinion, have influenced the individual to make the
decision to leave.
2. To record suggestions and criticism about the Agency.
3? To insure that the individual leaves with the best
possible attitude toward the Agency.
4. To retain the services of desirable personnel whenever
possible.
Full? is a record of the exit interviews conducted each
month by PRB tv) during the fiscal year 1953:
July 1952
August "
September October "
November
December "
January 1953
February ft
March "
April ~r
May rv
June
Total 584
Monthly Average 48.66 Exit Interviews
The magnitude of this program cannot be accurately gauged unless
the attendant clerical and wiministrative workload is considered in con-
junction with the skill and experience required in conducting this type
of interview. In addition to conducting the interview and recording the
reasons for resignation, it is necessary to review the supervisor's
Special Evaluation Report in conjunction with the resignation. A report
of separation (Form 37-154) is prepared for each resignee, including
a narrative of the employee's reasons for resigning along with the
relevant supervisory comments. The Report is submitted to the Placement
Branch for its recommendation on the re-employability of the resignee
and returned to PRB (o) for final approval. These Reports are then
compiled and submitted as part of the monthly report. In addition, a
Summary of Separations is completed showing the analyses of reasons for
resignations according to each office serviced by PD (0).
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When an employee resigns voluntarily, is separated by the Agency,
goes on LWOP, or maternity leave, PRB (0) must secure a clearance from
14 offices by telephone, including Security and Payroll, before the
individual finally departs. This requires time consuming liaison with
the Administrative Officers of each Office and other representatives of
the clearing offices. In addition, Form No. 34-30, Final Payment
Clearance Sheet, is prepared for the employee, who is directed to Other
offices for additional interviews or defriefings. For each resignee
from the Interim Assignment Branch the PRB (0) also prepares the SF-52,
Request for Personnel Action.
In sunmiary, the PRB (o) interviewed 584 Agency members who
resigned or were separated during the fiscal year 1953, and accomplished
the clearance for each in terms of Agency property and debriefing.
Monthly Reports of Separations and Summaries were prepared and submitted
through channels to R & P Staff for review and distribution. A copy
of the Report of Separation was placed in each individual's Official
Personnel Folder.
PER-MaT II~RVI PROGRAM
In cases ot-employees who are job adjustment cases or are not
satisfied with their assignments, this program has been instrumental
in coordinating effort within Personnel in locating other positions
and thereby reducing personnel turnover. Approximately ten cases
each month are referred to Personnel Relations Branch. Considerable
time is consumed in listening to the employees$ problems and in dis-
cussing the cases with Placement and other Agency officials.
DIS JALIFICATION IBTMVIWB
In addition to the other types of interviews, this Branch
interviews employees who, for security or medical reasons, are dis-
qualified for Agency eaployment. These cases require much time and
special attention.
In keeping with current Agency policy, workload figures have
been omitted.
Cow
Counseling services offer an opportunity for the employee or
supervisor to discuss his problems in confidence without reprise,,.
lloyees frequently need assistance in dealing with problems which
prevent them from doing their best work. In effective counseling
the employee is encouraged (1) to give expression to his feelings
and to understand them, (2) to understand his situation better,
(3) to face his problem realistically, (4) to reach a workable con-
clusion, and (5) to take constructive action. Supervisors need
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assistance in developing skill in applying counseling techniques in
their day - to - day dealings with other employees.
During the fiscal year 1953, the Personnel Relations Branch (0)
rendered counseling assistance in more than 100 cases, exclusive of
counseling in conjunction with pre-exit and exit interviewing. The
problems generally tended to affect morale and productivity. Areas of
difficulty included supervisor-employee relationships, job adjustment
problems, complaints concerning management, personal finances, and
other employee problems which arose on or off the job. Some of these
cases necessitated referral to other CIA Offices or outside sources.
Most of the cases required more than one interview.
In some instances, supervisors sought advice and assistance
with interpersonal relationship and kindred problems from FEB (0)
staff members. Increased assistance to supervisors in dealing with
their personnel relations problems is a major objective of this Branch.
ORIENTATION PROGRAM
A major project during the past fiscal year has been the
inauguration and improvement of the E. 0. D. (Personnel) Orientation.
One method used in accomplishing this goal was the rearranging and
rewriting of the material used in the Orientation discussion.. FEB (o)
staff members alternated at listening to the Orientation and after-
wards making a critical evaluation of it. Interviews with employees
at the close of each session during the coming months are expected
to produce ideas that will improve the Orientation even more.
Another method for improvement has been the development of
training aids which permit the audience to view the development of
the talk in outline form as well as observe graphic presentations of
regulations concerning pay, leave, salaries, and retirement.
Following is the outline which comprises the Orientation talk:
PENBOM EL E 1AME ON DUTY O ATION
II R TIONS WEICH AFFECT YOU
A YOUR PAY
B YOUR LEAVE
C YOUR SALARY
D YOUR RETIREMM
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III BENEFITS AND SERVICES FOR YOU
A CO) ISATION
B HOSPITALIZATION or GROUP PLANS
C 33LIIQT VE AWARDS
D CREDIT UNION
$ OPPORTUNITIES FOR TRAINING
F CREDIT R ICES
G MISCELLANEOUS SERVICES
H PERSONNEL RELATIONS SERVICES
1 Counseling
2 Complaints
3 Housing
4 Recreational Information
5 Campaigns
6 Bulletin Boards
7 Blood Donations
8 Inquiries
Since 4 November 1952 the Orien program has been conducted
by two members of the PRB (05 staff for new employees, according to
the following schedule:
Dates Conducted
November 4
32
18
January
27
February 3
10
17
25
March 2
10
17
24
31
April 4
14
21
Number of New Employees Attending
STATOTHR
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Dates Conducted Number of New Employees Attending
may 5
12
19
26
June 2
9
16
23
30
July 7
STATOTHR
Approximately two and a half hours are spent preparing for and
conducting each orientation session. In addition, some follow-up
time is necessary to answer the questions and problems presented by
the orientees.
B ZHW COUNSELING
PRB (0) is charged with the function of informing all employees
of their rights, benefits, and obligations under the Civil Service
Retirement Act. It also Must provide facilities for the answering of
questions presented by employees.
At present the number of Retirement cases handled by PRB (0)
averages 5 per month, with the number expected to increase markedly
each year as the Agency matures.
Each retirement case necessitates an interview with the
employee at which time various questions are answered such as types
of annuities available, death benefits, and methods of making voluntary
contributions. Before such an interview can be held, the employee's
personnel folder must be thoroughly reviewed and an estimate made of
the yearly annuity to which the employee may be entitled.
Ten to 15 employees per month contact FEB (o) for retirement
information. Questions involve financing of retirement fund, crediting
of civilian and military service, making voluntary contributions,
retirement eligibility, annuity computations, death benefits, and
refunds.
Three cases of disability retirement were handled by PRB (0)
during the past three months. They necessitated the securing of
statements from the medical office as well as the employees' super-
visors.
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STATINTL
A lasting impression of the CIA as a good Agency is made by
the service a retiring employee receives from. PRB (0). It is necessary,
therefore, to have available well-trained, competent retirement
counselors.
DISCIPLINARY CASES
Prompt and effective disciplinary action in the cases of
employees who willfully violate laws, regulations, or instructions,
or who otherwise become involved in delinquency or misconduct, is a
necessary rtant phase of sound personnel management. Agency
regulation provides that "separating those individuals who
do not perform effectively" is one of six major objectives of the
Agency's personnel program.
The responsibility of carrying-out the above rests with the
Personnel Relations Branch. To do its job more effectively, two
projects were started during the last half of the past fiscal year
and will be continued during the present fiscal year. The first is
the development of a handy guidebook of disciplinary actions for use
by members of the Personnel Relations Branch as well as other members
of the Personnel Division.
The guidebook brings together the Agency's policies and the
Civil Service Regulations for each of the disciplinary actions which
can be initiated. Under each disciplinary action there are listed
references to the regulations, Agency policy, and a detailed analysis
of the procedure to be followed. Whenever a disciplinary action is
referred to the Personnel Relations Branch, there must be prompt
action taken and accuracy in the procedures. Without promptness the
disciplinary action loses its effect and Agency morale may suffer.
Without accuracy in the procedures followed., the Agency can waste
many thousands of dollars in lost man hours. The development of the
guide is expected to bring about the necessary speed and accuracy.
The second project has been the contacting of administrative
officers on a periodic basis in an effort to acquaint them with avail-
able disciplinary actions and the procedures which must be followed.
Mach time and effort can be lost by supervisors not knowing bow to
begin a disciplinary action.
Approximately 10 administrative officers have been contacted
one or more times during the past four months, and the program will
be intensified during the canning months.
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RESEARCH AHD INFORMATION SERVICE
The ever changing laws concerning leave, pay, appointments,
etc., make it necessary for the PRB (0) to become the focal point
for questions from all parts of the Agency. Approximately 30
inquiries are handled monthly. The questions can often be answered
on the spot. Many times, however, extensive research into current
laws and regulations has to be made, involving several days of work.
An example of this would be a request for the latest information
concerning the restoration of a veteran under a Section 14 appeal.
Agency regulations,- notices, and memoranda would be reviewed, followed
by a review of the Civil Service Regulations. Next, Comptroller
General's decisions touching upon the subject would have to be read
and analyzed. Any points still in doubt would be referred to the
Civil Service Ccmmission or to the Office of the Comptroller General.
FUND RAISING CAMPAIGNS
During the fiscal year 1953, this Agency participated in 11
fund-raising campaigns for various charitable agencies. Agency
regulations limit active, organized fund-raising drives within CIA
to the Community Chest and Red Cross campaigns. For each of the
remaining 9 drives, however, PRB (0) (1) prepared a CIA notice,
(2) planned for the dissemination of publicity material and collecticA of
contributions, (3) distributed the publicity material through the
Administrative Offices, (4) received contribution frown the entire
Agency, (5) accounted for and delivered the contribution to the
appropriate headquarters.
DRIVE TOTALS FOR FISCAL YEAR 1953
Cmnity Chest $25,623.49
Cancer 1,119.48
Red Cross 9,401.88
Crippled Children 48.75
March of Dimes 894.17
Heart 419.12
Navy Relief 46.00
Junior Police and Citizens' Corps 82.39
Metropolitan Police Boys' Club 15.00
National Symphony 13.60
Foundling Home
(Contributions were turned in directly
to the Foundling Home by the individual
employees.)
Total $37,663.88
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The Personnel Relations Branch (0) has been solely respon-
sible for organizing and conducting the aforesaid fund-raising
campaigns or drives for the entire Agency.
These campaigns entail considerable planning and a multi-
plicity of details, including the following:
a. Correspondence with campaign headquarters;
b. Procuring supplies and publicity material;
c. Preparing notices and other material for distribution;
d. Organizing keymen groups;
e. Supervising the campaign;
f. Receiving and accounting for collections;
g. Auditing and transmitting total collections to the
campaign headquarters;
h. Keeping permanent records and correspondence files;
i. Attending City-wide campaign meetings;
J. Follow-up and collections, including Community Chest
pledges.
BLOOD DONOR PROGRAM
Since the inception of the Blood Donor Program, the PRB (0)
has organized all Red Cross Bloodmobile visits to the Agency as
well as employee donations at the Red Cross Regional Headquarters.
During the past fiscal year, Agency employees participated
in the Blood Donor Program according to the following schedule:
DATE NUNUR OF AGENCY DONORS
23 June 1952 115
31 October 1952 124
21 November 1952 97
13 February 1953 123
9 March 1953 101
16 March 1953 124
24+ April 1953 153
18 May 1953 137
26 June 1953 39
Total 1,013
To spell out the responsibilities of FRB (0) in the Bloodmobile
Program some of the functions involved in the planning and execution
of the program are outlined below:
(a), The Director of the Red Cross Blood Donor Program is
contacted and the Bloodmobile is scheduled for a visit
to the Agency.
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(b) Appropriate space for the Bloodmobile is arranged with
the Administrative Service.
(c) Promotional materials are obtained from the Red Cross and
distributed to the appropriate Agency officials for
dissemination.
(d) Administrative Officers are asked to publicize the Program
and appoint Blood Donor Representatives for their respective
Offices.
(e)
(f)
(g)
(h)
(i)
(j)
From the lists of volunteers submitted by the Blood Donor
Representative, the donors are scheduled by name, six
every fifteen minutes, starting at 10 a.m. and concluding
at 4 p.m.
An individual schedule slip is prepared for each donor
and released to the appropriate Blood Donor Representative
for delivery to the donor.
Names and birthplaces of the Bloodmobile attendants are
obtained from the Red Cross Director and forwarded to the
Inspection and Security Office.
Arrangements are made for necessary extra equipment through
the Administrative Service.
A roster of donors is prepared.
Arrangements are made for laborers to assist in unloading
and arranging Bloodmobile equipment.
(k) Bloodmobile attendants are met and final plans cleared.
(1)
(m)
(n)
Special luncheon arrangements for Bloodmobile attendants
are made at the most convenient cafeteria to insure
continuity of the operation.
Signing of the roster of each donor is supervised by a
representative of the Personnel Relations Branch.
Blood donation arrangements for individuals or groups who
cannot or who do not desire to avail themselves of the
Bloodmobile facilities are made with the local Red Cross
Headquarters by the Personnel Relations Branch.
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In collaboration with our Medical and Security Offices, the
Personnel Relations Branch (o) obtained Agency approval of a plan
whereby blood donors make their donations at the Red Cross Regional
Headquarters, located on E Street, R.W. near Virginia Avenue. This
does not constitute a breach of security regulations inasmuch as the
roster of donors is maintained by FEB (0) and only the donor's number
appears on the Red Cross Donor Card. Also, a member of this Branch
supervises the signing of the roster at Red Cross Regional Head-
quarters, and assigns each donor a serial number rich is placed
opposite his name and on the Donor Card maintained by the Red Cross.
Thus, no employees of the Red Cross (either lay or professional)
see the Agency Donor Roster or have any records bearing the names
of any Agency donors.
IIBIEBTEDNESS CASES
In the past fiscal year, at least 85 indebtedness cases have
been referred to this Branch for appropriate action. Often it becomes
necessary to interview employees with bad debt records. In certain
instances, several interviews with the same individual have been
conducted. In addition, each case entails liaison with the creditor
and the employee's office as well as correspondence and record keeping.
Each original indebtedness complaint involves the following
correspondence:
a. Letter to the creditor acknowledging receipt of the
indebtedness complaint.
b. Memorandum to the alleged debtor, apprising him of
the complaint and directing that he take appropriate
action.
c. Memorandum to the alleged debtor's Administrative Officer,
requesting delivery of the Agency's memorandum to the
debtor.
On several occasions, this Branch has arranged for representa-
tives of the Bureau of Internal Revenue to interview delinquent
employees in the presence of a Personnel Relations Officer.
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DISCOUNT PURCHASE PLAN
This Branch, in collaboration with the Federal Recreation
Committee Chairman, established a discount purchase plan for Agency
employees. Consequently, the Federal Recreation Committee issued
800 discount purchase tickets, labeled "Federal Recreation Committee
Members", to the Agency. These tickets, to ether with Merchandise
Discount Purchase Catalogs compiled by PRB t0) were issued in
December 1952 to all members of the Potomac Recreation Association.
Every Agency employee is given the option of buying a
"discount purchase ticket" for $1.00 or ,jo;nin the Potomac Recrea-
tion Committee for $1.00 and receiving a "discount purchase ticket"
as part of his membership privilege.
EQJSIIa
The Personnel Relations Branch receives approximately 60
requests for housing per month. Of this number, 1/3 to 1/2 of the
people requesting housing are directly assisted by this Branch in
finding living accommodations--usual y roams or apartments.
Most applicants for housing request advice concerning the
most desirable location with respect to their place of employment.
Consequently, this service involves some counseling.
Listings of housing accommodations are obtained from several
sources. Among these are landlords of former employees and present
employees who desire to sublet a room or share an apartment. In
addition, a number of~individuals call the Agency from time to time
and list available roosts and apartments.
Requests for housing for new employees just entering on duty
are forwarded to PRB by T&R. For girls, reservations are made at
the Meridian Hill Otel for women at 2601-16th Street, R.W. These
rooms are $3.50 per day for a single room, no private bath. For
men, reservations are made at the Cairo Hotel, 1615 Q Street, N.W.
These room=s are $4.00. Reservations are made for three days unless
otherwise specified by the applicant.
During the fiscal year 1953, PRB (0) made 114 hotel reserva-
tions for incoming employees. Each reservation entailed one or
more telephone calls to the respective hotel or hotels and a letter
to the requester confirming the reservation.
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HOSPrZkUYA' ION PROGRAM
Approximately 300 Group Hospitalizatio
made their premium payments each month to
The premium payments for the last fiscal year J
audited, and submitted are listed below:
s
lacy holders
of this Branch.
received,
STATINTL
1952
Total Monthly Collections
July
$ 648.80
August
488.20
September
886.30
October
2,288.95
November
1,940.90
December
2,724.15
l
January
2,500.80
~
2'
March
858.Oo
April
1,093.40
May
803.40
June
1,033.20
17,
Total go
-6.90
This program entails approximately 8 work hours per week for
one employee.
DAVE APPROVALS
During the fiscal year 1953, this Branch approved
requests, as follows:
leave
TYPE OF LEA.'VE
NWB= OF APPROVAL
Advance Annual Leave
88
Advance Sick Leave
111
Military Leave
210
Leave Without Pay
99
Maternity Leave
48
Court Leave
2l
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This Branch prepared and forwarded 1,391 pieces of.correspond-
ence, including infra-Agency memoranda during the last fiscal year.
FFoo 4llowing is a quantitative report on the correspondence workload of
antra-Agency Memos., 337
Hotel Reservations 314
Drives 37
Condolence Letters 10
Transmittal of Forms 4+9
Alien Sponsorship 21
Miscellaneous Inquiries 65
Other 25
DUTIES
The Personnel Relations Branch performs a myriad of miscellaneous
duties which are quite time consuming. This Branch serves as a "clear-
ing house" for inquiries of many kind. Following is a representative
check list of these multifarious duties:
a. Sponsoring of an alien
b. Checking on overdue salary checks and retirmnent benefits
of employees who have resigned*
c. Arranging for temporary housing
d. Arranging for and preparing letters of release for employees
who wish to transfer to other agencies.
e. Checking with other interested offices in the Agency regarding
personnel in whom there is mutual concern.
outside employment and outside training requests
g. Writing letters of condolence
h. Requesting appointment of notaries public
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SPECIAL PROJECT
RECREATION AND KEAIWH ACTIVITIES
From time to time, PRB (0) carries out health and recreational
projects in behalf of CIA employees. An example of such a project
was the American Cancer Society film shown in June 1953 to 1,575 female
employees of CIA. A Personnel Relations Branch (0) staff member made
all arrangements for this Agency-wide project and supervised all film
presentations.
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ce Memorandum ? UNITED STATES GOVERNMENT
:Chief, Personnel Division (0)
DATE: 35 July 1953
FROM : Acting Chief, Personnel Relations Branch (o)
SUBJEM Workload Information
1, in accordance with your recent verbal request, following
is a rep6rt on typical activities of the Personnel Relations
Branch 0). Where feasible, workload figures have been included.
2. If it is deemed necessary to amplify items in this
report or add other items, please let me know. STATINTL
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