PERSONNEL OFFICE SURVEY REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-01826R001000030002-0
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 10
• Document Creation Date: November 17, 2016
• Document Release Date: May 24, 2000
• Sequence Number: 2
• Content Type: REPORT

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SIS_CURITY INFORMATION
Approved For Release 2000/06/19: CIA-ROP80-01826R001000030002-0
PERSON= OFFICE BUR= REPORT
I. ORGANIZATIONAL =FOMENT
A, Office of Communications
B. Career Service Board
BRIEF FUNCTIONAL MAME=
A. Philosophy
The Office of Communications has a carefully conceived
program for developing the fullest potentialities of tts =power.
Thisprogram has three basic aspects:
1. Appointment . Selecting the best qualified, available
person far a specific job.
2. Rotation and Transfer - NOving persons to new jobs
in accordance with their most valuable qualifications and. the
organization's veeds.
3. Promation . Setting standards for prenotion and defintaS
or administering promotion policies mhich will encourage qualified
employeeo to make their career with the organizetion.
B. Function
It is the function of the Career Service Board in the
Office of Communications to act as an advisory body to the Assistant
Mdrector? Office of Communications, on this program. The Board is
specifically responeible for 0/C personnel below the grade GS42
level. (Personnel ia grades GS-12 and above the responsibility
of an ad hoc committee Whose chairman is the ADCO.) In order to
effect the review of the potential of each employee on a continuing
bocia, the CM hue been assigned the following specific tasks:
1. Amxinttent
a. Reviewing the qualifications-end the growth
potential of all camdidates for positions in grades from GS-7 to GS42.
b. Recoumending "vestibule training" on the basis of an
examination of theeandidate's pre.entry training, experience, and the
job requiremeeta.
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2. Rotation and Transfer
a. Reviewing the performance and qualifications of
each eMPleYee (00=7 through OS-11) inorder to plan work assignments
consistent with his potential and the needs of the office.
b. Reeonteeroling specific training programs and reviewing
requests for training designed to stimalate the enployee to improve his
efficiency and further his development.
3. Promotion
a. Reviewing the grade ststus of each employee periodically
to assure that certain standards are maintained.
b. Reviewing the performance and qualifications or each
employee periodically to insure that be receives warranted promotions.
C. Recommending swine training for those individuals
who have demonstratea potential for promotion.
C. Personnel
The Career Service Beare is compoeed of the following individualist
ADCO - Chairman, ex officio
DADCO E. ex officio
Special Assistant to the
ADCO, Chairman
Division Chiefs Menbers
Ass 't. Chief, Personnel Branch -
Executive Secretary
Chief, Training Brandh -
Training Advisor
Recording Secretary
In addition, the PDC Placement Officer ed=000. meets with the
Board as an advisor on Agency placement policies and procedures.
D. Meetings
The Career Service Board =smelly meets twice each week at
2:00 p.n. Monday and Thursday. The Moeday meeting is usually devoted
to the consideration of individuals who are due for rotation to a new
assignment. The Thursday meeting is usually devoted to the consideration
of those eligible for promotion. This schedule is kept sufficiently
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flexible for consideration of any perponnel problem calling for
Board action.
III. DETAILED FUNCTIONAL STAMM=
IL Appoinements
1. The file and all stmeerteng papers for each candidate
for a position in grades 08-7 through G8-12 are reviewed by the CSB
after all interviews have been ccmpleted. The Board examines the
record of the individual's background and experience, education
(formal and technical), military experience, stability, character,
and general suitability, Thew :setters are evaluated in terms of
the issediate job requirements and the long range requirements of the
office. The Board makes a raw:emendation to the ALCO, including the
reasons, as to Whether the candidate should or should not be employed.
2. When the Board hale recammendedthat an individual be aired,
it considers the in4ividual'd toot:nisei strengths and weaknesses; it
then proposes a program of traeuing designed to assist the individual
to improve his qualifications. The Training Officer, eh? sits as an
advisory member of the Board, narticieates in developing the program
and becomes responsible, with the Chief, Personnel Branch, for the
execution of the approved program.
B. Rotations and Transfees
1. Rotations
Rotation is the marmmaut of personnel between Head-
quarters and the Foreign Field. Thefolloving is a chronology of
steps taken in the Rotation process::
a Foreign Field Employee
Ezp1oyee - Prepares HOW Leave and Reassignment
Request and formrde toHeadquartere through immediate supervisor and
Area Chief six months prior to completion of tour of duty.
Immediate S?visor - Prepares an efficiency report
and completes his port on of =m-e Leave and Reassignment Request
form.
Area Chief - Review the Request and Efficiency Report;
-completes his porrimaraTath forms; forwards to Headquarters.
-3.
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PierocnniD.*Lr_lo_BrtinBeetion -Receives Request
from Field. i obtains informa-
tion from Field; forwards to Wecutilte Secretary.
Executive Seleetary - Reviews for completeness;
instructs clerk iring-77Maii w eame on forthcoming CSS agenda
and forwards to aceratingMvivion Chief.
92=L411_2115010: chief Reviews Request and
pre:pare reconnenfttion? ef4e-if with recommendatiaa to
Executive Sec:rata-Ivo
Executive SeeretjErz - Reviews recommendations for
indications of oiiit[; instructs clerk on supporting
paperN to be prepared. .
.Clerk - Asseables 0/C persoonel folder, official
lersonnel folder?lWr require& data; prepares CBS Data Sheet; holds
case for action by Board; preptres draft agenda and forwards to
Recording Secretary.
ordii - Prepares and distributes final
agesda to Board.
Executive BeartE5E - Presents the case to Board
*airman for Boerae7;47
Career Service Board . Reviews all data and prepares
recommendation tO7135571g0WaYaliake Board's readmmendation to
Recording Secretary; Board's recommendation specifies training required.
Be etarj. Prepares Board Action Memorandum
for approval of #4,s; ?iendi to each Board member for
sigsature; hand carries signed.anexmeedue to DADCO.
Assistant DireAosi_gfice or Commonloations 0
Reviews the case or c neariarfiTliFiEWrecammiGlation for
adequacy snd donformance with office policy; presents to ADCO.
DADCO disagrees, case is returnyi to Board for further coneideration.)
Assistant Director of Communications Approves
recommended actiorBTWEEEN'to 15FrSi7-'rif ADCO dii.
egress, the case is returned to the Board for further action.)
...:".41.1mirliecor-ecratary f. Pulls one cop for Board file;
forwards remaining cop es ve Secretary.
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Esmoutive Sae - Notifies. soerceriateftreign
Secticn toiamilMlatlinalalE71Seia statement on Foreign Section.)
Rote; Eeployee baja option of appearing before Board
for discussion onsarslenment when be returns to Headquarters.
b. Headquertrers tad
Employee
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Procedure is same as that of Field except that men
dui from appropriate Headquarters Diviaion rep/aces MAR Request FOTM.
initial essigneents. below (184 grade are not required to be sObmitted
to the Board.
2. Transfers
a? Foreign Field. Employee
which is forwarded ? ough
Personnel
for completeness; torwarcle
?
Ueperee memorandum of request for transfer
channels to appropriate Foreign Section,
Branch Peretan ;Secti Review? Request
to\nopropr-a s Dion.
H 8 )1y/sits - Reviews Request and all
supervisory Con itB?eterst:ne merits; employee is usually asked to
bald Request until his return to Headquarters to diseuse future with
0/b; if employee agrees, file t'l.s forwarded to appropriate Foreign
Section until his returnirif eeployee does not agree, file is presented
to Board for review.
Career ServionBoez4. Reviews case and gives tents-
tive apProvall tarY on mane.
Executive Seavi!!EE Shops file in 0/C; re-submits
far finalisation by Boara..
Career &nevi
if no suitable ass
in desire for transfer; ins
or
-Recommends employee's release
found in 0/C and he persists
Executive Secretary to complete action.
Eeecutive sesEtEr . Requests PDC to Shop file OP
advises appropriag-Vincy contaiiiiiof employees availability;
=Aries employee that upon transfer his career in 0/c is terminated.
_ b.Head -quarters and
Employee
1 - Preares keworandum of Request for *tester
_
vhich is f., chaneels to Division Chief.
Division Ch - Foreards Recast with comments (if
he cannot dissuade oyee) to Personel Breath.
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DLL2f4211P2E1,4nIREI EhoPe file within OC;
ao acceptable assWT4176-TeigPg-iRT15:76-1taleeet to mcara for final actica.
slnozraing case.
Car? to.122_3rard :fnotructs Tagacutive (,,Aulrot4-767'
Zrecitim Beez. itca epprorcil zff,* Rome,: revof.:tt
T.'40 to ohopZiiT5 rate :_,zeney 66m=mttt thnt emplay
kitiZahle; notigios ali4ployen Board's decision ana intarMS bIr
'upon transfer-0 Um career in 0/c Is terminate&
Fromotionz
1. Fraction of norm liriAnge
The Office of Oosmuncetloia his developed, e systom
r;,12117.ing its employcea vithin GS gz:ade gSoups for the puTpose a2 Maur-
Utit that each indiviOnal..es perforeemce rzcord end -9:N:station 011.gr,!,71.
ay.* werialicaLly rarleixd. This l',Tatams creanize,a aromi a thata
.ritins or index. gamirl Tatiag is en .arithmetical expresallon 62 thz'.,!
follouing factors;
'a. Taves of ezperieroe (years since 41gh 80?61 artglun,-
' tiOn)
b. YeaIrs of formal cducatiml (am* :af.ea fthaal)
c. TEA, and related esperienav
d. YeeTS in 9resent trade
Te values assigred to each of these items are tlf-!.eZ4
end Ite total Is the no score.. An swan-Igo norm scare is ocsapute46-T,
etteh 08 rade Voup., itxt.et. is lase. to =ammo the relattve stgnifait!le
Individual's norm ocore to tet of the GS Eraup an a 7.4Icle:
2. Cases of Gg.7 througl a6..11
The Cora= Service Ward rez.T.cvs the p-crfamenco and
qralatians of each imaival of this group in the Oars of tIto
aorm listing. The Ensr0 tchelnler these milieus so that ovary indivl.
duel's case (in t[Ao Areie cro* OWES ',rzeordre tbe Board pev1o1ice117.
Ts Aseatent Ch1e2: P*1!,xmnel Eiranch: la his calmicity as Eliwutilm
3ocrobal:70 is respantible for maikttaining the norm lieti-g aad for
.glacius an indiAduells name on lite Bos*a's agenft-eutfiLieatly in
advance of tti.w. rerleu date to allot' for,obning recOsrazdations and
eenom'reners tram tha approuriate Area *al Headquarters S.vision
The fallowing is a eLron010137 of steps telua in the Pweeo-
t1 VCCOOSt
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Clerk - Notes by inspection of norm listing that employee's
case is arra- CSB review; notifies) Executive Secretary of name,
grade and station; places name on forthcoming agenda.
Executive Secretary- Advises immediate supervisor that
employee's ease is achedulea for CSB review requests reeocznendations
on basis of employee's recent performanee and qualifications for higher
grade. (If Foreign Field, requests "Efficiency Report".)
Immediate Servisor - Prepares retcommndation and Personnel
Evaluation sport i ue or Efficiency Report; fOrwards to Area t..r
Diviston Chief.
Area or Division Chief - Review; recommendations and PER or
Efficiener65NFEriiiig;irWammeedation and completes his portion
of PER or Efficiency Report; forwards to Executive Secretary.
Executive Secretamt - Reviews recommendaticns and Reports for
coaripletetiess?anon of additional coordination; instructs Clerk
on supporting papers to be prepared.
Clerk - Assembles official personnel folder, 0/C personnel
folder, aia-aher required data; prepares "CSB Data Sheets"; bolds
case for action by Board.
Career Service Board Chairman - Presents case to Board by
semmarizgligWyeerec-17---17---7A?recossiiiviations of supervisors, and
other significant information.
Career Service Board - Considers employee's pattern of
developmen-17-?0 and eignificance of promotion as related
to his future use within 016 metbees reach agreement on action to be
taken; members dictate Board's recoMmendation to Recording Secretary.
(If employee requires training, or edditional experience to qualify
far promotion, Board specifies training or experience required and
tables case pending development of qualifications.)
Rec carr Prepares Board Action Memorandum for
approval as Memorandum to each Board member for
signature, band carries signed Memotandum to DADCO.
pputy Assistant Director for Office of Communications
Reviews the case for c ass; 1iii
and conformance with Office policy; presents to ADCO. (If DADCO
disagrees, case is returned to Board for further consideration.)
Assistant Director for Office of Communications - Approves
recommendacanre.--Rercng -Be-EFiWi.--(IfADCO
disagrees, the case is returned to the Board for further action.)
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orinWaSsare fUlls copy of Memorandum for Board's
files; ftur onnelTBRUdh for action.
persconel Branch 400ifies appropriate Area or Division
Chief of Board action anriRpares SF.52 'which is forwarded to PD(C).
3. Cases taken out of Nam listing order.
Tbe use of a nominating insures that the performance
and valificatitens of each individual are periodically reviewed and
that, an the basis of this review, each individual is periodically
considerei for pronetione this system is kept sufficiently flexible
to encourage the recognition of autstanding performance and qualifica-
tions. An Area or Headquarters Division Chief, may, at any time, recom-
mend the promotica of an taiiridnel. This recommendation Is received
by the Personnel Brandb. The Assistant Chief reviews the request for
completeness and holds it fele the text meeting of the Board. The recome
xendation is considered by the Board and a determination is nada as to
'tether it *head be placed on the agenda for formal Board action. If
the case is accepted as proper for Board action, it is developed and
handled in the same nanner SA the routine oases.
4. cases below OSe7
An individual Whose grade is b0101,0807 is considered for
promotion on the basis of a recomatudation of an Area or Headquarters
Division Chiefeken the basis of time in grade. The normal time in
grade regairement is six months for all grades up to 0S-5 and nine
months for grades.5 and. 6. When at individual's name comes up on this
basis, the Assistant Chief, Personnel Branch, obtains concurrence from
the appropriate Area or Headquarters Division Chief and. then places the
individuate name on the list of these cases maintained for presenta-
tion to the CSB. The Board reviews these cases on a weekly basis.
After the Board has made its reemsendatiam the case is forwarded to
the ADCO through the DADCO for approval. SI:ton such approval, the Per.
sonnel Branch takes the necessary action.
D. Miscellaneous Activities
1. Marriage of Eap3.oyees to Foreign Nationals
At the request of a Division Chief, the Board will review
the case of an outstanding epployea 'who has married a foreign national.
The Board accepts the ease far review If the employee is qualified for
an available position 'which does net require cryptographic clearance
and if the Security Office does not object to the employee's retention
in the Office of Communications.
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2. Disciplimey Cases
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ln unusual disciplinary cases, the Boardimay be asked,
to review the facts developed and to present a reoommendation for the
ADCO's consideration.
3. Office of Coamunications Training Activities
a. The Board. has sponsored an external training program
for Scientific and Engineering personnel of oid. The purpose of this
program is to enhance the attractiveness of a career in Oied far pro..
feast:cal personnel by providing an avenue to continued. professional
development.
b. The Board conducts follow...up reviews of supervisory
and administrative trataftprograms ouch as Human Resources Training
Program.
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SaCUBVY INSUMNEDNN
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var,
SECPb"g
Jocurity 'information
;Ictivities of 0/C Career Service Board for the
Period 16 flay through. 15 tugust 1953
Toe of Case Processed
7.
Nmiber of
Oases Processep;
0 0 48
6 1
72
0 0 0 e 32
0 0 0 0 21
? 0 6 . 1
0
0 0 0 * 0
8
* 00 6 14
. ? 0 . 4
0 ? ? . 6
*0 . 3
0 4 50
Processed 274
-4 _
Rotation
Intra-Office 0 0 0 0 00Q0-0,?000
Inter-Office 0 0er 04,000.*????6
Promotion
In
Approved 0 0000000? 000000
.flisapproved 00.000. ,000
Priort'sy Requests Retained in Norm :Listing
Inten.Office
Approved 0 . 0 0 0 0 . 0 6 ? ?
Disapproved 0 0 0 . ? * 0 ?. ? 0000V
Priority Requests Retained in Norm. Listing
a a * * 0 -.i,
Applicant Reviews0 0
.?.
0 0 ? 6 6.6
Employee gearings0
Tours Extended0 ? 0 ? 640 4 ee
0
Released for "shopping"0 . 0 ? 0 ? *
Training ? ? . 0 ? 6 e Q*-6*6
Requests to Ilarry Foreign Nationals 0 ?,6*6
Cases Tabled .
Total Ca.ses
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