OFFICE PERFORMANCE RATING AND DEVELOPMENT APPRAISAL REPORTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82-00357R000600140036-6
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 7
• Document Creation Date: December 9, 2016
• Document Release Date: April 11, 2001
• Sequence Number: 36
• Publication Date: June 2, 1967
• Content Type: REGULATION

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31 Foreign Affairs Manual Circular
FUNIFORM STATE/USIA ISSUANCE
SUBJECT: Officer Performance Rating and
Development Appraisal Reports
State FAMC No. 481
USIA Circ. 317D and 327F
June 2, 1967
1. Purpose
a. Calls for submission of 1967 annual Performance Rating and
Development Appraisal Reports for all American Foreign Service
officer personnel of the Department of State and USIA, and for
Performance Rating Reports on Civil Service officer personnel
of the. Department of State. I
Evaluation procedures for USIA Civil Service officer personnel
are published in MOA V*A 450, and updated by an Agency announce-
ment is sued April 14, 1967.
b. Eliminates the Development Appraisal Report for Civil Service
officer personnel of the Department of State.
c. Establishes a new policy on disclosure of the Development Appraisal
Report for Foreign Service officer personnel of both agencies.
d. Transmits information on training procedures and cites requirements
for carefully prepared reports.
e. Explains action to be taken on delinquent reports.
f. Emphasizes the need for a careful review of 3 FAM 570 through
578. 3(1).
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USIA Circ. 317D and 327F
2. 1 Submission of 1967 Reports
a. Foreign Service Officer Personnel
(1) Annual Performance Rating (Form FS-315) and Development
Appraisal (Form FS-315A) Reports on all officers in the
Foreign Service of the Department and USIA are due in the
Department and the Agency on July 15, 1967, for the rating
year ending June 15, 1967, with the exception of probationary
officers (see 3 FAM 573. 8) and officers serving as Chiefs of
Mission or Assistant Secretaries of State.
(2) The Performance Rating Report is to be prepared in quadrupli-
cate; the Development Appraisal Report in duplicate only.
The original and one copy of both forms for each Foreign
Service officer of the Department are to be forwarded to the
Performance Evaluation Program (O/PE), and for each USIA
officer to the Foreign Service Personnel Division (IPT/F) in
a sealed envelope marked "Limited Official Use - Personnel
Evaluation Report:. " One of the two remaining copies of the
FS-315 is to be given to the rated officer and the other maintained
at the post or office.
IiI
b. Civil Service Officer Personnel of the Department of State
Performance Rating Reports for Civil Service officers of the
Department will be prepared and distributed following the same
procedures as those applicable to Foreign Service personnel,
except that ratings for Civil Service officers are due August 15,
1967. Development Appraisal Reports are not required for Civil
Service officers.
ATTENTION IS INVITED TO ERRORS WHICH REMAIN IN THE
FORM
(1) Page 1, Form FS-315, Part II instruction should refer to
25 instead of 26 performance factors,
(2) Page 4, Form FS-315, Part IIIC. should read: "Describe
the depth and breadth of the officer's strengths and
weaknesses.... "
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 FAMC-481
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3. Development Appraisal Reports
After a trial period of approximately 3 years in the use of the
Development Appraisal Report, a step is now being taken to further
improve the effectiveness of the over-all evaluation procedure. Officers
will be given the opportunity to review the appraisal of their potential
and the evaluation given by their supervisors for future growth and
development.
Each Development Appraisal Report prepared on or after June 1:,; 1967,
maybe reviewed by the rated officer, upon his written request, when
he is in Washington. A State Department officer should direct his
request to the Senior, Mid-Career, or Junior Officer Program, as
appropriate, and a USIA officer should direct his request to the Foreign
Service Personnel Division. Rating officers should discuss the contents
of the DAR as fully as possible at the time of preparation, but actual
disclosure to the rated officer will be made only when he is in
Washington, where the complete personnel record is maintained.
Each rating officer should complete. a comprehensive Development
Appraisal Report for this next rating period. A comprehensive report
may have been completed previously by the same rating officer for a
past rating period and a certain amount of repetition can be expected.
Statements such as "no change from previous reports" or cryptic reports
referring to past reports must be avoided so that a meaningful report
can be made available upon request to the rated officer. The Develop-
ment Appraisal Report is an evaluation of the rated officer's potential
or "future"; the Performance Rating Report is an evaluation of the
officer's performance or "past. " Both reports must be consistent and
the Development Appraisal Report should not repeat performance
material or include performance material which is not in the Performance
Rating Report. The Personnel Evaluation Program of the Department
and Personnel Officers of USIA, as well as Selection Boards, will review
reports for inconsistencies. Officers departing post before June 1967
should insure that they have completed the reports required of them,
and all other rating officers should complete their reports on time so
that the large number of officers normally on consultation. in the summer
months may, if desired, see these reports.
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 :F'AMC -481
USIA ',G'~RPc ovF~aR~leasg001/05/01 :CIA-RDP82-00357ROO110140036-6
4. Development Appraisal Reports on Civil Service Officer Personnel
the requirement that a Development Appraisal Report be completed on
Civil Service officers of the Department of State has been eliminated.
This decision was reached after an evaluation of the differences between
the Foreign Service and Civil Service personnel systems and the
conclu:;ion that the DAR was less meaningful for Civil Service officers
than for Foreign Service personnel. The DAR, however, will be
completed on all FSO's, FSSO's, and FSR's.
5. TrainizI
al
Posts, bureaus, and offices should insure that the appropriate
regulations, as well as the Guide for Rating Officers attached to
FAMC-404, May 20, 19'66, are duplicated or otherwise made
available to all rating and reviewing officers to assist them in
preparing their reports.
For the Department of State, principal officers in the field and
bureau heads in the Department are responsible for insuring that
rating and reviewing officers are trained in the principles and
operations of the personnel evaluation program. For USIA, heads
of overseas establishments in the field and heads of offices and
services in Washington carry out this responsibility.
The importance of carefully prepared reports and the role they
play in the future of every officer in our Service cannot be stressed
too strongly. The carelessly prepared report, the repetitious
report, or the too brief report can only do a disservice to the
interests of our officers who will be in competition with their
colleagues for promotion. It is imperative that reports be
prepared carefully, and, whether they be laudatory or critical,
contain concrete examples and illustrations supporting the over-
all evaluation. Considerable time and effort is spent in providing
an effective promotion system. Members on Selection Boards are
chosen from the best available personnel in public life, other
agencies, and our own Service, but the most important factor in
insuring successful operation of the Boards and the continued high
caliber of our Service is the quality of reports submitted for
review.
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 1'AMC -481
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d. The part played by reviewing officers is an important one and each
reviewing officer must fully understand his responsibilities as
listed under 3 FAM 572.4. It is expected that wherever possible
the reviewing officer, through his own personal knowledge, will
add another dimension to the appraisal prepared by the rating
officer. Reviewing officers must be particularly careful to insure
that there is a consistency between the Performance Rating Report
and the Development Appraisal Report, and that no bias or prejudice
enters into these appraisals. Review Panels, where they are used,
will not review the Development Appraisal Reports, but should
insure that the Performance Rating Report is complete, comprehen-
sive, and free of bias, prejudice, or personality conflict.
6. Action on Delinquent Reports
a. In order to insure prompt submission of personnel evaluation
reports, each field post and each bureau in the Department shall
transmit to the Performance Evaluation Program on July 15 for
Foreign Service personnel, and August 15 for Civil Service
personnel, a certification as of that date stating that all required
reports have been despatched or, if this is not the case, identifying
those officers on whom reports have not been submitted. Each
office and service or field post in USIA shall transmit a similar
certification on July 15 to the Foreign Service Personnel Division.
These certifications, which may be transmitted by office memorandum,
operations memorandum or airgram, should be in accordance with
the following format:
"SUBJECT: SUBMISSION OF OFFICER PERSONNEL EVALUATION
REPORTS
This is to certify that as of July 15, 1967 (August 15, 1967, for
Civil Service officers in State), all required personnel evaluation
reports have been transmitted to the Performance Evaluation
Program, State, or Foreign Service Personnel Division, USIA,
except as may be noted below:
Name of Name of Name of Reason for
Rated Officer Rating Officer Reviewing Officer Non-Submission"
In the case of field posts of State, a copy of this certification should
be forwarded' concurrently to the executive director of the appropriate
regional bureau.
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FAMC' 481
USIA (irc. 317D and 327F
The executive directors of all bureaus in State and the Foreign
Service Personnel Division in USIA will take appropriate action
to expedite the receipt of delinquent reports. By not later than
July 31 for Foreign Service personnel and August 31 for Civil
Service personnel of the Department, the Performance Evaluation
Program of State will inform the respective executive directors
of :reports still delinquent.
c.l, Raging and reviewing officers who are delinquent in preparing
and forwarding to the Department and the Agency reports by the
dates specified shall have their files annotated to show this
delinquency. In the case of Foreign Service personnel this
delinquency will be brought to the attention of the Selection Boards.
Inspectors will also be informed of those posts and individuals
who are delinquent in submitting rating reports on time and will
make special inquiries into the circumstances surrounding this
delinquency during their next visit to the post, This year's
precepts will direct the Selection Boards not to include an officer
in the promotable group unless or until at least 9 months of the
rating period are documented. This documentation may be
indication of training, leave without pay, or situations where
change of assignment, supervisors, etc. , have precluded an
effective evaluation. Otherwise the period will be documented
by a Performance Rating Report.
7. Rei move the "Guide for Rating Officers" attached to FAMC-404,
ay 20, 1966, for use with this circular, and cancel balance of
MC-404 as noted below.
8? This circular will be canceled 6 months from date of issuance unless
previously canceled by codification in the Foreign Affairs Manual.
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C-481
Circ. 317D and 327F
CANCELLATIONS
FAMC-404 dated May 20, 1966, after
removal of Enclosure "Guide for Rating
Officers" (see item 7 above).
FAMC-214, June 12, 1964 (Also by
TL:PER- 163).
FAMC-307, May 5, 1965 (Also by
TL:GS:H-30).
FAMC-382, February 24, 1966 (Also by
TL:PER-163).
FAMC-411, June 3, 1966 (Also by
TL:PER-163).
(O/ PE)
(NOTE: Number of last circular issued: FAMC-480.)
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