AGENDA FOR THE CIA CAREER COUNCIL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-01826R000400060002-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 26
• Document Creation Date: December 9, 2016
• Document Release Date: December 21, 2000
• Sequence Number: 2
• Publication Date: February 9, 1956
• Content Type: AG

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AGENDA
FOR THE
CIA CAREER COUNCIL
OW6R000400060002-4
18th Meeting, Thursday, 9 February 1956, at 4:00 p,m.
DCI Conference Room, Administration Building
1. Minutes of the 17th Meeting; (attached) for approval,
2. "Foreign Language Development Program", memorandum to DD/S from
ad hoc Committee, dated 31 January 1956; (attached) for discusaion
and approval.
3, Assignment and Promotion; implementation of policy recommended by
the Council to the DCI and approved by him; (attached) for approval.
a, "Identification of Tb O Positions with a Career Service and
Board or Panel", proposed memorandum to DD/I and DD/P from
DD/S, dated 30 January 1956.
b. "Assignment", proposed revision of dated 30 January
1956.
c? "Promotion", proposed revision of dated 30 January
1956,,
New business.
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CONFIDENTIAL
2 February 1956
BRIEF
On 10 November 1955 the Council recommended to the Director new
and more flexible promotion and assignment policies together with a
mechauiam for their control. These he has approved. In order to
Implement these policies it is necessary to identify all positions on
T/000 with Career Servicea ao that the control - the Career Service
Grade Authorization (CS0A) - may be xeloulated.
Attachment 3a, "Identification of Positions' will achieve this
first step and should receive priority action.
Attachments 3b "Assignment" and 3c "Promotion" show how the CBGA
will be used, These regulations will not be issued until the CSGA can
be calculated and issued. Howevers, it is requested that the Council
approve the regulations at this time in order to provide a firm base
for the required action during the ensuing three months.
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CONFIDENTIAL
DRAFT
30 January 1956
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RESCISSION:
ASSIGNMENT
dated 9 October 1954
COMNTS
GENERAL
POLICY
DEFINITION
RESPONSM rums
PROCEDURES
Page
PERSONNEL
1. GENERAL
This regulation establishes policy, responsibilities and procedures for the
assignment of staff employees, staff agents, and detailed military personnel
within the Agency. It does not apply to assignments involving grades GS-16,
17, or 18 or to assignments of employees compensated in accordance with Wage
Board or Negotiated Wage Schedules,
2. POLICY
a. According to the needs of the Agency, personnel will be assigned to posi-
tions Involving duties and responsibilities which are commensurate with
their abilities and which win, whenever possible, offer them opportunity
for growth and development.
b. All detailed military personnel will be Assigned to a regularly established
position.
c. Normally an individual's grade will correspond to the grate of the positien
to which he is assigned. However, he may be assigned to a higher or lower
graded position within the limitations prescribed by this regulation, when
it is in the best interests of the Agency due to such circumstances as:
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(1) The individual is the only qualified person available for a position
which must be filled immediately because of operational needs.
(2) A particular assignment is desirable to provide an individual with
certain experience to qualify him for future assignments in which he
would be of greater value to the Agency.
(3) The individual possesses qualifications of evident value to the Agency
in positions of his own grade, and although no immediate assignment
at that grade is available, staffing elans indicate the availability
of an appropriate position in the foreseeable future.
d. Assignment of a person to a lower graded position will be preceded by an
explanation to him of the reasor(s) for the action and a notation or this /
explanation will be made a matter of record in the Official Personnel Felder.
3. CAREER SERVICE GRADE AUTHORIZATION (CSGA)
The Career Service Grade Authorization (CSGA) is a tabulation by grade of all
authorized General Schedule positions which have been identified with each
25X1A Career Service, in accordance with The CSGA represents the basis for
planning and controlling the grade level distribution of the members of each
Career Service and provides a guide for maintaining personnel assets in balance
with personnel requirements. The grade distribution of all members of each.
Career Service together with the assimilated GS ranks of those military personnel
who are assigned to General Schedule positions designated to the Career Service,
may equal but not exceed the Career Service Grade Authorization.
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4. rtESPONSIBILITIES
PERSONNEL
a. OPERATING OFFICIALS
Operating Officials are responsible for:
(1) Providing jOb data and information concerning the duties, responsi-
bilities and qualifications requirements of positions within their
organizations;
(2) Making recommendations to the Heads of appropriate Career Services
concerning the assignment of personnel to such positions; and
(3) Evaluating the performance and potential of employees who are assigned
to their organizations).
b. HEAPS OF CAREER SERVICES
Heads of Career Services are responsible for:
(1) Recommending assignment actions which affect either employees or
positions identified with their Career Services. The assignment of
an employee in one Career Service to a position identified wi.h
an-
other Career Service will be for a stated minimum period of time as
agreed to by the Heads of both Career Services. In the case of such
assignments, action to reassign an individual before he has completed
the stated mirimum period of time in the assignment will also require
approval by the Heads of both Career Services.
(2) Ensuring that the Career Service Grade Authorization is not exceeded.
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PERSONNEL
c. DIRECTOR OF PEISONNEL
The Director c Personnel is responsible for:
(I) Providing assistance to Operating Officials and Heads of Career
Services in connection with the definition of the duties, reeponsi-
bilities, and qualifications requirements of positions and the
evaluation of personnel qualifications;
(2) Providing assistance to (berating Officials and the Heads of the
Career Services in connection with the evaluation of qualifications
and the selection of individuals for assignment;
(3) Approving those actions which conform to the provisions of this
regulation;
(4) Periodically determining and reporting the status of Career Service
Grade Authorization for each career service.
5. PROCEDURES
Requests for assignment action will be submitted to the Director of Personnel
on Standard Form 52, Request for Personnel Action, in accordance with the
instructions in Handbook
FOR THE DIRECTOR OF CENTRAL INTELLIGENDE:
DISTRIBUTION: AB
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L. K. WHITE
Deputy Director
(Support)
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DRAFT
30 January 1956
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PROMOTION
Rescission: CIA Regul-tion dated 30 April 1954
CONTENTS
GENERAL.... ....... ................
POLICY...... ..... ..... 40000PO.00410Mili.e
DEFINITION
RESPONSIBmmEs
AGENCY LENGTH OF SERVICE R-QUIREMENTS
PROCEDURES.. ...... ........
FYOEPTIONS..... ...... ......
Page
PERSONNEL
1. GENERAL
This regulation states Policy and procedures applicable to the promotion of
employees (staff employees and ataff agents) up to and including grade GS-15.
It does not apply to promotions involving grades GS-16, 17, and 18, or to the
promotion of employees compensated in accordance with Wage Board, or Negotiated
Wage Schedules.
2. POLICY
The promotion of Agency employees will be based on a comnetitive evaluation of
their vccomplishments? qualifications end demonstrated abilities in relation
to Agency needs. Every effort will be made to fill newly created or vacant
positions by the promotion or reassignment of qualified Agency employees before
external recruitment is undertaken.
a. Employees who have completed the minimum Agency requirements specified
herein, will enter the zone of consideration for promotion and be
considered for promotion at least once each year thereafter.
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PERSONNEL
b. Normally, an employees grade will correspond to the grade authorized for
the position to which assigned. However, when the Head of a Career Service
has selected an employee for promotion on a campetitive basis and it is in
the best interests of the Agency not to reassign him at that time to a
position which will accommodate his promotion, he may be promoted in his
current position above the grade of that position subject to the controls
prescribed by this regulation. If an employee is in a Position of a grade
lower than his current grade, he must be reassigned to a position
appropriate to accommodate a proposed promotion action.
c. Promotions will be limited to one grade except where promotions of two
grades within the grade range GS-5 through GS-11 have been specifically
recommended by the Head of the Career Service concerned.
3. CAREER SERVICE GRADE AUTHORIZATION (CSGA)
The Career Service Grade Authorization (CSGA) is a tabulation by grade of all
authorized General Schedule positions which have been identified with each
Career Service in accordance with The CSGA represents the basis for
planning and controlling the grade level distribution of the members of each
Career Service and provides a guide for maintaining personnel assets in balance
with personnel requirements. The grade distribution of all members of each
Career Service together with the assimilated GS ranks of those military personnel
who are assigned to General Schedule positions designated *be the Career Service,
may equal but not exceed the Career Service Grade Authorization.
2
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PERSONNEL
4. RESPONSIBILMIES
a. SUPERVISORS
Supervisors at all levels are responsible for evaluating the performance
of employees under their jurisdiction and for making recommendations to
the heads of appropriate Career Services, through normal command channels,
concerning the promotion of such employees, according to the provisions
of this regulation.
b. HEADS OF CAREER SERVICES
(1)
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Heads of Career Services are responsible for the consideration of
all personnel in their Career Services for promotions on a competitive
basis and for requesting the Director of Personnel to effect promotions.
The fact that promotion actions are recommended constitutes a certi-
fication by the head of the Career Service that the individuals have
been found through competitive evaluations to be the best qualified
of those within the zone of consideration. Competitive evaluations
will be based on comparison of the qualifications of each employee
within the zone of consideration against all. others in his grade with
due consideration given to such factors as:
(a) Experience
CEO Skills and abilities
(c) Performance and other elements as reflected in his Fitness Report
(d) Training
(e) Education
(0 Length of service
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(g) Career Staff mentership
(h) Any other factors which might be pertinent to the individual's
future relationship with the Agency.
(2) Heads of Career Services will ensure that the grade distributions of
employees in their Career Services and military personnel assigned to
positions designated to their Career Service does not exceed the Career
Service Grade Authorization for their service.
c. DIRECTOR OF PERSONNEL
The Director of Personnel is responsible for:
Ensuring compliance with the regulation by continuous evaluation of
the Agency's promotion program.
Assisting officials at all levels in carrying out their respon-
sibilities in accordance with this regulation.
Reviewing all promotion requests and finally approving those promotion
actions which conform to the. provisions of this regulation.
Assisting Operating Officials and Heads of Career Services in the
reassignment to appropriate positions and at appropriate times of
personnel who have been promoted under this regulation to a grade
higher than the grade of the position they hold.
Periodically determining and issuing a tabulation of the status of
Career Service Grade Authorizations,
Recording and disseminating the qualification requirements of all
Agency positions to be used as a basis for reviewing promotion requests.
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5. AGENCY LENGTH OF SERVICE RrQUIRErfENTS
An employee will enter the zone of consideration for promotion when he has
served in his current grade for the appropriate period as indicated below:
%MIMI kadt nalut of cIA ENRIE1022
GS-1 through 6 6
GS-7 through 11 12
GS-12 and 13 18
GS-14 24
6. AGENCY QUALIFICATION REQUIREV1ENTS
An employee must be qualified to perform the duties of a higher graded position
to which his promotion is recommended. If an employee is being promoted and
retained for the time being, in the best interests of the Agency, in a lower
graded position) he must be qualified to perform work in the occupational
category and grade level to which he is promoted. When an employee is being
considered for Promotion to a position for which qualification requirements
are prescribed in Handbook these requirements will be used as the
basis for evaluating his qualifications.
7. PROCEDURES
Requests for promotion will be suhlitted to the Director of Personnel on
Standard Form 52, Request for Personnel Action, in accordance with the
instructions in Handbook No.
8. EXCEPTIONS
a. Recommendations for promotions Which involve exceptions to the policies,
requirements, or procedures in this regulation will be forwarded to the
5
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-PERSONNEL
Director of Personnel by the Head of the Career Service concerned in a
memorandum of justification attached to Standard Form 52, Request for
Personnel Action. The Director of Personnel will finally approve or
disapprove recommendations for exceptions, subject to review only by the
Director of Central Intelligence. Exceptions will be made only when it is
clearly established that the promotion is warranted on the basis of circum-
stances such as:
(1) An employee was initially employed at a grade below that for which he
was qualified; or
(2) An individual is qualified for promotion based partly on his experience
prior to his entry on duty; or
(3) Such exception is necessary to recognize and utilize an employee's
outstanding ability.
b. Exception to the policies of requirements or procedures of this regu-
lation will not be, approved, on any basis, when such exception would cause
the Career Service Grade Authorization (CSGA) to be exceeded.
FOR THE DIRECTOR OF CENTRAL INTELLIGENCE:
L. K. WHITE
Deputy Director
(Support)
DISTRIBUTION: AB
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Rescissions CIA Regul tion?
momorIoN
dated 30 April 3.954
CONTENTS
Page
GENERAL.... ******** OOOOOOOOO 0000404.0,4k0O0
POLICY.... a.,. 50.5 Sta0 S...... 1,00000v
DEFINITION OOOOOOO ............ OOOOOO .......
RESPONSIBILITIES
AGENCY LENGTH OF SERVICE R7QUIREMENTS
PROCEDURES
OOOOOOOOO OOOOOOOO a
DRAFT
30 January 3956
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PERSONIEL
I. GENERAL
This regulation states policy and procedures applicable to the promotion of
employees (staff employees and staff agents) up to and including grade GS 15.
It does not apply to promotions involving grades 05-16, 17, and 180 or to the
promotion of employees compensated in accordance with Wage Board, or Negotiated
Wage Schedules,
2, POLICY
The promotion of Agency employees will be based on a comeetitive evaluation of
their &acomulistiments, qualifications and demonstrated abilities in relation
to Agency needs. Every effort will be made to fill newly created or vacant
positions by the promotion or reassignment of qualified Agency employees before
external recruitment is undertaken.
a. Employees who have completed the minimum Agency requirements specified
herein, will enter the zone of consideration for promotion and be
considered for oromotion at least once each year thereafter.
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b. Normally, an employee's grade will correspond to the grade authorized for
the position to which assigned. However, when the Head of a Career Service
has selected an employee for promotion on a campetitive basis and it is in
the best interests of the Agency not to reassign him at that time to a
position which will accommodate his promotion, he may be promoted in his
current position above the grade of that position subject to the controls
prescribed by this regulation. If an employee is it a position of a grade
lower than his current grade, he must be reassigned to a position
appropriate to accommodate a proposed promotion action.
c. Promotions will be limited to one grade except where promotions of two
grades within the grade range GS-5 through G3-11 have been specifically
recommended by the Head of the Career Service concerned.
3. CAR ECR SERVICE GRADE AUTHORIZATION (CSGA)
The Career Service Grade Authorization (CSGA) is a tabulation by grade of all
authorized General Schedule positions which have been identified with each
25X1A Career Service in accordance with The CSGA represents the basis for
planning and controlling the grade level distribution of the members of each
Career Service and provides a guide for maintaining personnel assets in balance
with personnel requirements. The grade distribution of all mentors of each
Career Service together with the assimilated GS ranks of those military personnel
who are assigned to General Schedule positions designatee te the Career Service,
may equal but not exceed the Career Service Grade Authorization.
2
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PERSONNEL
4. RESPONSIBILITIES
.a. SUPERVISORS
Supervisors at all levels are responsible for evaluating the performance
of employees under their jurisdiction and for making recommendations to
the heads of anpropriate Career Services, through normal command channels,
concerning the promotion of such employees, according to the provisions
of this regulation.
b. HEADS OF CAREER SERVICES
(1)
Heads of Career Services are responsible for the consideration of
all personnel in their Career Services for eromotions on a competitive
basis and for requesting the Director of Personnel to effect nromotions.
The fact that promotion actions are recommended constitutes a certi-
fication by the head of the Career Service that the individuals have
been found through competitive evaluations to be the best qualified
of those within the zone of consideration. Competitive evaluations
will be based on comparison of the qualifications of each employee
within the zone of consideration against all others in his grade with
due consideration given to such factors as:
(a) Experience
(b) Skills and abilities
(c) Performance and other elements as reflected in his Fitness Report
(a) Training
(e) Education
(f) Length of service
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(g) Career Staff membership
(h) Any other factors which might be pertinent to the individual's
future relationship with the Agency.
(2) Heads of Career Services will ensure that the grade distributions of
employees in their Career Services and military personnel assigned to
positions designated to their Career Service does not exceed the Career
Service Grade Authorization for their service.
co DIRECTOR OF PERSONNEL
The Director of Personnel is responsible for:
(1) Ensuring compliance with the regulation by continuous evaluation of
the Agency's promotion program.
(2) Assisting officials at all levels in carrying out their respon-
sibilities in accordance with this regulation.
(3) Reviewing all promotion requests and finally approving those promotion.
actions which conform to the provisions of this regulation.
(4) Assisting Operating Officials and Heads of Career Services in the
reassignment to appropriate positions and at appropriate tines of
personnel who have been promoted under this regulation to a grade
higher than the grade of the position they hold.
(5) Periodically determining and issuing a tabulation of the status of
Career Service Grade Authorizations.
(6) Recording and disseminating the qualification requirements of all
Agency positions to be used as a basis for reviewing promotion requests.
4
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5. AGENCY LENGTH OF SERVICE RFQUIREIENTS
An employee will enter the sone of conside ation for promotion when he has
served in his current grade for the approlplate period as indicated below:
Liga..21 gr. C111. 5.3DITIAD92,
GS-I through 6
6
03-7 through 11
12
GS-12 and 13
18
GS-14
24
6. AGENCY QUALIFICATION REQUIREMENTS
An employee must be qualified to perform he duties of a higher graded position
to which his promotion is recommended. If an employee is being promoted and
retained for the time being, in the "Jest interests of the Agency, in a lower
graded position, he must be qualified to perform work in the occupational
category and grade level to which he is promoted. When an employee is being
considered for Promotion to .a position for which qualification requirements
are prescribed in HandbookIIIIIIIIIIIthese requirements will be used as the
basis for evaluating his qualifications.
7. PROCEDURES
Requests for promotion will be submitted to the Director of Personne/ on
Standard Form 52, Request for Personnel Action, in accordance with the
instructions in Handbook No.
8. EXCEPTIONS
a. Recommendations for promotions which involve exceptions to the policies,
requirements, or procedures in this regulation will be forwarded to the
5
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Director of Personnel by the Head of the Career Service concerned in a
memorandum of justification attached to Standard Form 52, Request for
Personnel Action. The Director of Personnel will finally approve or
disapprove recommendations for exceptions, subject to review only by the
Director of Central Intelligence. Exceptions will be made only when it is
clearly established that the promotion is warranted on the basis of circum-
stances such as:
(1) An employee was initially employed at a grade below that for which he
was qualified; or
(2) An individual is qualified for promotion based partly on his experience
prior to his entry on duty; or
(3) Such exception is necessary to recognize and utilize an employee's
outstanding ability.
b. Exception to the policies of requirements or procedures of this regu-
lation will not bet approved, on any basis, when such exception would cause
the Career Service Grade Authorization (CSGA) to be exceeded.
FOR THE DIRECTOR OF CENTRAL INTELLIGENCE:
L. K. WHITE
Deputy Director
(Support)
DISTRIBUTION: AB
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DRAFT
30 January 1956
VEMORANDUMFOR: Deputy Director (Intelligence)
Deputy Director (Plans)
SUBJECT: Identification of TiO Positions With a Career
Service and Board or Panel
1. RegulationM the CIA Career Council and Career Services, as
revised on 15 December 1955, provides in paragraph 4, d? (2) that Deputy
Directors will designate positions on their Tables of Organization according
to the functional and organizational relationship of each position to a Service
and Board or Panel. The purpose of this memorandum is to outline procedures
and responsibilities for the assignment of position designations.
2. Th 6 primary purpose of the Service, and Board or Panel designations,
25X1A listed in is to identify each staff employee and staff agent with
the Career Service and Board or Panel to which he is assigned. In most instances,
these same iymbole will serve equally well to identify nagAILana'by Career
Servide and Board or Panel. However, Deputy Directors are not restricted to
the use of these specific syMbols in identifying positions if they find that
other symbols will be more useful in distinguishing between different types of
positions under. the Jurisdiction of a given Service, and Board or Panel. In
any case, paSition designations must be limited as at present, to two letters,
the first of which will identify the Service. Upon submission of Tables of
Organization indidating position designations, Deputy DireCtOrp will attach
definitions of all designations used, which will become official when published
in an appropriate regulation. The Director of Personnel will provide staff
assistance to Deputy Directors in defining position designations and in
designating positions.
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3. Deputy Directors, in their capacity as Members of the Career Council,
have agreed that the following procedures, together with the assignment of
responsibilities indicated below, are required to implement this policy.
a. __________________
(1) The Director of Personnel will furnish Deputy Directors
with a current copy of their Tables of Organization.
(2) Deputy Directors will review the positions on their T/Ois
and record an appropriate position designation for each position.
(3) Deputy Directors and Operating Officials will coordinate
with Heads of Career Services to ensure appropriateness of position
designations as to Service and Board or Panel.
CO Within 90 days after receipt of T/Ots? Deputy Directors
and Operating Officials Will forward to the Director of Personnel
the completed TiOis showing the position designation assigned to
each position together with a definition of the various position
designations used.
(5) The Director of Personnel will authenticate the definitions
of position designations and the assignment of pesition designations
to T/0 positions, will maintain the official records of the designations
assigned to T/0 positions and provide periodic reports of positions
designated to each Service and Board or Panel.
b. CIAM.aM1-2f P2111.1931.19..)81Mtit2118
Action to change a position designation may be desirable from
time-to-time due to functional changes in the job, chatges in organ-
zational responsibility or by agreement between the Operating
Officials and Career Services concerned.
CON1qAINITALI L. K. WHITE
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OF THE
CIA CAREhR COUNCIL
. . . . _ _ ? _ ? .
18th Meeting, Thursdays 9 February 1956, 4:00 polo,
Room 1159 Administration Building
Present:
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Lyman B. Kirkpatrikd IGd Acting Chairman
111 C/OC-A, Alt0 for p/oo er
, Memb
DD/P, Alt. for DD/Pd Member
9 A/DDIAD, Alt. for DD/Id Member
AO/TR, Alt. for DTR? Member
, /Fors, Alto for D/Persd Member
Lawrence Ko Whited DD/Sd Member
Mecutive 3ecretary IMI: Reporter
Guests
Members and Consultants of the ad hoc Committee on
Foreign Language Development
OTR
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DD/S
OTR
lo The minutes of the 17th Meeting of the CIA Career Council were
approved as distributed. It was confirmed that the DDCI had established
the policy that no numerical or adjectival rating be computed from Fitness
Reports, It was also confirmed that in the event of a Reduction in Forced
which was extremely unlikely, it was the intent of the presentation at the
previous meeting that all personnel woUld compete an a World-wide basis and
that there would not be separate competitive areas for the LID/Id DD/1? and
DD/So
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sure-Emir-Mgr? Z.
2. The "Foreign Language Development Program" was discussed in detail.
It was recognized that a) it would take some time to get the program under-
way with respect to enlarging the training facilities and qualifying prone
to receive the incentive ewarda, and b) the legality of paying a monetary
bonus or award had not yet been established with finality. There waa ?
disouesion of the'difficUlty that woad be encountered in establishing world-
wide requirements for language eompetences. It IOW agreed that this wee the
final responsibility of the Director of Pereonnel along with his .responsibility
for job qualifications, but that he could only do it with the assistance of
the Heads of Operating Components and of the Language Training Staff. The
scale of awards Nes discussed And tentatively.approved. It was agreed that
unless language was made part of a duty assignmenta no great results from the
program should be expected since it ham been demonetrated that most persons
can not learn a language adequately in their spare time. It was agreed that
the Staff Study-be accepted and forwarded to the Director for his approvals,
and that the Regelation be referred back to Regulations Control Staff Tor
editorial and technical revision and that it be published after coordination
with the Office of Personnel the Office of Training and the Language Teak
Force.
3. It was agreed that the problem of eleetion of category or status
by Agenoyemilitary reserviets would be nontioned at the Director's Senior
Staff meeting on the following Monday.
4. The question of "Identification of Positions on T/O's" and the
proposed new Assignment and Promotion regulations were discussed. The Council
eeeerved judgment on these matters until it could reconsider. the Career
Service Grade Authorization mechanism which had been contained in: the Staff
Study "Revised Personnel Promotion and Assignment Policies". Thie.Staff
Study had been approved by the Council on 10 November and subsequently by the
Director on 27 NoveMber. The Coencil urged that a ainpler mechanism to
achieve the same ends be found if poasible. The propoaed Regulations were
withdrawn and the DD/S agreed to have the matter restudied and preeented to
the Council again at a future meeting.
5. The Council adjourned at 4:50 to meet again on I March 1956.
2
Excuivo Secretary
CIA Career Council
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