CAREER SERVICE PANEL OFFICE OF RESEARCH AND DEVELOPMENT 6 February 1974

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79-00317A000200010030-5
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 9
• Document Creation Date: November 11, 2016
• Document Release Date: October 22, 1997
• Sequence Number: 30
• Publication Date: March 6, 1974
• Content Type: AG

Approved For Release 199 00317A000200010030-5
Mir[" ruvil-ninu-
CAREER SERVICE PANEL
OFFICE OF RESEARCH AND DEVELOPMENT
11 March 1974
0900 hours
607 - Conference Room
1. Review of agenda for 11 March 1974
2. Review of minutes for 6 February 1974
3. Report from Chief, Support Staff, PMS/ORD
4. Report from Chairman, CSP/ORD
5. Competitive Evaluation - GS-12's
6. Quality Step Increase Recommendations
7. CSP Semi-annual Report
8. New business
EYES ONLY
E2 IMPDET
CL BY 464869
Approved For Release 1999/09/01: CIA-RDP79-00317A000200010030-5
 Approved For Rele,;e 9-00317A000200010030-5
EYES ONLY
CAREER SERVICE PANEL
OFFICE OF RESEARCH AND DEVELOPMENT
6 February 1974
Attendees: 25X1A9a
Chairman 25X1A9a
25X1A9a , C/PAS/ORD 25X1A9a
C/TCR/ORD
C/PMS/ORD
C/LSR/ORD
C/OT/ORD
25X1A9a
Executive Secretary
Recording Secretary
1. The Chairman called the meeting to order at
0940 hours.
25X1A9a 2.
to the Agen a for 6 Februarye1974eunderonewgbusiness:added
Clarification of General Notice No. 66,
Annual Evaluation and Ranking of
25X1A9a Employees, issued by the D/ORD.
3. discussed Item 9, (1) and (2) of
the minutes, 3 December 1973. Discussion on and clarification
of these items f
ll
d
o
owe
25X1A9a
. No changes were requested by
25X1A9a 4. moved to approve the minutes for
3 December 1973
as written. - seconded the motion.
The Panel concurred. Motion carried.
25X1A9a
5. submitted his monthly report to the
Panel. opy attached) The following items were also
discussed: 25X1A9a
join the Naval Ordnance SystemsyCommand.11gDate of
resignation is not know at this time.
contract was terminated on 6 February
25X1A9a b. former ORD employee with
Special Projects Group/ORD, and now with ODE was
promoted from GS-14 to GS-15.
EYES-ONLY
C/DPR/ORD
E2 IMPDET
CL BY 464869
25X1A9a
25X1A9a
Approved For Relea CigJbP79-OO3l 7A00020001 0030-5
 Approved For Release
P79-00317A000200010030-5
WNW
TIC
L 25X1A9a
EYES
25X1A9a
c. The promotion of from
25X1A9a GS-5 to GS-6 and still listed as a Clerk Ty ist.
urged to counsel 25X1A9a
to become more proficient in stenography for better
career development. previous 25X1A9a
su
isors
p V
? 25X1A9a
noted that they had tried to help realize
the importance of improving her shorthand. 25X1A9a
6. The Chairman made the following report:
25X1A9a a. There will be a rotational assignment of
GS-5, Secretary Steno, TCR/ORD to 25X1A9a
Con ract taff/PMS/ORD while is
on maternity leave starting 11 March 1974. A
secretary from the Clerical Staffin ool will be 25X1A9a
supplied to TCR/ORD to replace , and it
was hopeful that this replacement would be able to
report to ORD on 19 February 1974. - stated 25X1A9a
that an overlap would not be possible.
25X1A9a b. Secretary Steno, DPR/ORD had
been recommended for promotion from GS-4 to GS-5
and the D/ORD had approved. The recommendation has
been sent to Office of Personnel.
c. DD/SfT has agreed to allocating the slots
for the Midcareer Executive Development Course for
the rest of calendar year 1974. ORD has been
allocated one nominee for the 25 August 1974 - 25X1A9a
27 September 1974 and for the 17 November 1974 -
20 December 1974 session. stated this does
not mean that ORD and other components of DD/SET
could not exchange their allocated dates if the need
arises. 25X1A9a
7. The CSP members agreed that would
25X1A9abe recommended as ORD's principal nominee for the Midcareer
Executive Development Course for the August session;
was selected as an alternate. 25X1A9a
25X1A9a 8. instructed to prepare a
brief semi-annual CSP report in draft form for review by the
CSP members.
EYES-ONLY
Approved For Release 4W2149 AWW79-00317A000200010030-5
 25X1A9a
Approved For Releggs
19 9-003'f'~0010030-5
9. The Panel then eard from Chairman
of the Ad Hoc Committee on Quality Step Increases.
I think the report is self-explanatory.
and I looked through the
25X1A9a Headquarters Regulations, and we talked
with 0SI people. It seemed to us that
the best idea was to schedule Quality
Step Increases on a regular basis;
the frequency of quarterly reviews
seemed to be a good compromise. We did
not feel that a review done twice a year was
often enough. The Committee therefore is
recommending a regularly scheduled quarter-
ly review of QSI's which should be made a
CSP agenda item. The recommendations for
QSI's from Division Chiefs should be
accompanied by a description of the reason
for the recommendation. We feel that the
reason should be limited very strictly to
a meritorious activity. The Hdgtrs.
Regulations state a QSI should be for a
"sustained meritorious performance," and
by quantifying what'-is sustained or not,
we felt that any achievement or project
accomplishment that would be large enough
to warrant a QSI would have taken many
months of input. There is one other case:
the type of individual who does not work
on specific projects, but who is part of
on-going activities perhaps.in the
administrative area. In this case the
guidelines would be "sustained exceptional
performance." We felt there shouldn't be
any place in the QSI system for these
increases to be used as an incentive to keep
an employee who has received another job
offer, or to reward an. employee who has
"topped-out" and was not going to get an
increase in grade. We feel the granting of
Quality Step Increases should be confined to
the real purpose - a good job. In a QSI
review, we don't think that the people
should be compared with each other; each
case should be looked at individually.
For example, in the case of some exceptional
project this would not necessarily mean
everybody working on the project should get
a QSI; i. e., people performing in an
average way on a very good project should not
get a QSI. In the review, it is a matter of
looking at the individual and how he has
performed. A Quality Step Increase is for a
special performance.
Approved For Release 1999/09/01 ~ f?V-00317A000200010030-5
 QQA rat1cnlTlAI
Approved For Release 1999/fffg - dAa-nDP7;-00317AO00200010030-5
10. The issues to be considered in order to complete
the guidelines on QSI policy and procedures were discussed
by the Panel and were as follows:
a. The D/ORD has determined that ORD
does not have an official QSI policy.
b. D/ORD has a view that there should be
a specified number of Quality Step Increases -
five or six - granted each year.
c. The mechanism to be used to put such a
policy into effect.
d. Awarding Quality Step Increases and
ORD Certificates of Commendation at the same
time.
e. Schedule for recommending Quality Step
Increases.
f. Wording and meaning of the QSI Policy
and Procedures for ORD as submitted by the
ORD Ad Hoc Committee on Quality Step Increases
versus the language and spirit of the Agency
25X1A9a regulations on QSI recommendations.
11. moved that review of Quality Step
Increase recommendations should be scheduled semi-annuall 25X1A9a
as a CSP agenda item rather than quarterly.
seconded the motion. Three members voted against the
motion; two members voted for the motion; one member abstained.
Motion lost.
25X1A9a 12. moved that a call be made by the CSP
for Quality Step Increases every three months (March, June,
September and December), acted on, and recommendation made
to the D/ORD. seconded the motion. The Panel
25X1A9a concurred. Motion carried.
13. wanted it made part of the record
25X1A9a that he voted against the motion in Item 12, because he
felt it was superfluous since this schedule has been
incorporated in the QSI policy and procedures submitted by
the ORD Ad Hoc Committee on Quality Step Increases.
14. moved that the CSP/ORD accept the
25X1A9Quality Step Increase Policy and Procedures as outlined
by the ORD Ad Hoc Committee on Quality Step Increases
with the following exceptions:
4
Approved For Release 1999/090
*(%C rpP79-00317A000200010030-5
 Approved For Release 1999 1 : I - -00317AA000200010030-5
EYES ONLY
a. Delete "specific" and substitute
"sustained" in l.c. line 2, page 1.
b. Delete "outstanding" in l.b. line 2 and
line 4, page 1; l.b. line 3, page 2, and substitute
"high quality."
c. Insert "solely" in l.c.(2) on page 2.
25X1A9a (solely as a reward......)
seconded the motion. The Panel concurred. Motion
carried. (Revised QSI procedure attached.)
25X1A9a 15. moved to recommend approval to the D/ORD
on the promotion recommendation for from GS-13 25X1A9a
25X1A9ato GS-14. seconded the motion. The Panel
concurred unanimously. Motion carried.
25X1A9a 16. stated the item on ORD Time and Attendance
recordkeeping was not an appropriate topic for the CSP, but
25X1A9 it offered an opportunity to address all the Division Chiefs.
explained that at the present time the 25X1A9a
responsibility for certifyin T&A's are true and accurate
25X1A9a has been placed on in Support Staff/ORD.
stated inconsistencies have been noted in 25X1A9a
reporting on TlA's, and he felt should not be asked
25X1A9a to bear the full res onsibility of certifying these attendance
records. felt the certification signature
responsibility for TFA's should be placed in the Divisions.
17. The Division Chiefs agreed to accept the redelegation
of authentication authority of TEA's and so instruct their
employees within the Division.
25X1A9a 18. was asked to prepare a memorandum
instructing each Division Chief on the certification procedure
for T&A's. The Division Chief, in turn, would notify
25X1A9a on how he plans to handle the certification within 25X1A9E
his Division and provide with the names of the
people designated certification authority in his Division.
The list of names of those certifying T&A's to be true and
accurate would then be sent to the D/ORD for approval.
25X1A9 19. informed the Panel members that a new
Agency regulation has been written concerning Letters of
Instruction (LOI), and a document has been sent to ORD from
DD/SFT concerning these LOI's. stated the following:
25X1A9a
Approved For Release I 99 1 : F 9-00317A000200010030-5
 Approved For Releas 1999/
25X1A9a
19. (Cont'd)
FS- ONLY
=00317,4p00200010030-5
I had a package ready to go out to the Division
Chiefs telling how to prepare the Letters of
Instruction. I showed this package to
Dr. Stevens, and he requested that I prepare a
sample LOI for each Division Chief so that they,
in turn, would know what they will have to do
for the people under their supervision. I
have not written these LOI's as yet. The due
date is 30 April 1974, so this gives ORD some
time to complete the task. I feel that the
LOI's should be fairly easy to prepare because
ORD people have worked hard on defining what
our objectives are and what our goals are. In
a sense, LOI's are based on historical
precedent in that Mr. Colby introduced them into
FE Division in 1968. Mr. Colby feels that the
LOI expresses what is expected from a "contract"
between the supervisor and the employee. This
is what the supervisor tells the employee as
to the accomplishments needed for the following
year. This document then is used in determining
during the year whether the employee is doing
what was discussed in the LOI's. I think it
is a very good mechanism. LOI's will be
written for all employees. Division Chiefs can
write them for Branch Chiefs. Branch Cheifs,
in turn, can write them for their people.
25X1A9a LOI's will give you grounds for discussion and
evaluation.
20. asked for clarification of Item 2 a. 25X1A9a
25X1A9a and b., General Notice No. 66, dated 28 January 1974. 25X1A9a
cited the case of who was
notified by on 21 November 1973 that he was 25X1A9a
sufficiently low in a ranking with his peers as to require
25X1A9a immediate remedial action be taken. stated that
wants a memorandum stating the reasons for his 25X1A9a
low ranking as designated in 2. a., General Notice No. 66.
25X1A9a stated he didn't feel should be at
the bottom of the list but had done this at the direction of
the CSP. 25X1A9a 25X1A9a
21. pointed out the following to
25X1A9a to
a. This notice does not apply rectroactively
situation.
EYES ONLY
['t
Approved For Release 1999", ~"r.lirl~~, A 1.,
,,317A000200010030-5
 Approved For Relea 199 0031 4D00200010030-5
21. (Cont'd) EYES ONLY 25X1A9a
b. Identification of as one of
the employees who needed to be notified that he
was ranking low on the GS-14 list was made during
discussion with the D/ORD.
22. Discussion followed on procedures to use on those
ranking low at the different grade levels, but no affirmative
conclusions were made. 25X1A9a
23. The career development of
was discussed.
25X1A9a
24. As a result of the request by the D/ORD for the
CSP to review the promotion recommendation for
CDAM/ORD, from GS-14 to GS-15, which had been postponed from
12 October 1973, the following motion was made:
25X1A9a moved that the promotion recommen- 25X1A9a
dation for , CDAM/ORD from
GS-14 to GS-15 be denied at this time. The 25X1A9a
motion was seconded by in order to
bring the matter to a decision. Two members
voted in favor of the motion; one member opposed
the motion; and there were three abstentions.
The Chairman ruled that the motion carried.
25X1A9a
25. stated that the promotion recommendation
25X1A9a for could be reviewed at another time
designated by the D/ORD.
26. Dr. Stevens joined the meeting for a few minutes
requesting clarification on a memorandum received by him
from DD/SFT Personnel on Placement of Senior Clericals.
The problem seemed to be an excess of secretary stenos
at the GS-07 level and above in DD/S&T and the difficulty 25X1A9a
25X1A9a in reassigning these secretaries. instructed
to find out more about this problem.
27. No definite date for the next CSP meeting was
scheduled.
25X1A9a
28. notified the Panel members that
the Federal Employees Almanac, 1974 was available in
the Support Staff/ORD office.
EYES ONLY,
Approved For Release 1999 0317A000200010030-5
 Approved For Release 1
79-0031A000200010030-5
sm ~p
t TEN 'A#,
29. Meeting adjourned at 12:00 noon.
25X1A9a
Executive Secretary, CSP
Office of Research and Development
Date
Attachments:
1. Report from C/SS/PMS/ORD
2. QSI Policy and Procedures
APPROVED :
25X1A9a
Chairman , Care ervice Panel/ORD
DRAFT COMPLETED: 14 Feb 74
FINAL COMPLETED
AFTER REVIEW : 1 March 74
Approved For Release 199
9-00317A000200010030-5