FITNESS REPORTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82-00357R000700030007-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 8
• Document Creation Date: December 14, 2016
• Document Release Date: July 17, 1998
• Sequence Number: 7
• Publication Date: February 28, 1958
• Content Type: MF

Approved For Release 2003/ A-RDP82-003578000700030007-9
28 February 1958
MEMORANDUM FOR: Chief, Projects and Procedures Staff
SUBJ"EC Z : Fitness Reports
1. Attached is headquarters Section 5, Fitness Report, of
Chapter III, Assignment and Development, of the proposed per-
sonnel manual.
2. In accordance with your instructions, the tear-sheet
attached to the fitness report form is regarded as taking the
place of the procedural hrandbook.
3. This draft has received working-level coord th tion with
the office of DD/Pers PD which expressed interest in obtaining
a draft revision of or a "pilot run" next month or
the proposed new fatness resorting schedule. For this reason,
such a draft revision is also .attached.
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28 Februe ry 1958
5. FITNESS Rr-3'C)R.T
The Agency will evaluate the work performance are effectiveness of
each staff employee and staff agent at lsact once each freer. Initial,
annual, reassignment, are special fitness reports will be made on Form
45, of which a sample is attached. However, an evaluation in jriemoraneiun
form may be substituted for Form 45 for employees in grades rS-14 and
above.
It is Agency policy that employees be informed concerning the ef-
fectiveness of their work. The annual fitness report will be shown to
the employee concerned at the time it is completed except that the super-
visor may elect not to show the report, other than a report supporting an
adverse action, when one or more of the follow'.ng conditions prevails:
- When there exist unusual operational circlmstrnces such as
those at a small station where the employee and the suprr-
visor evaluating his performance are working and living in
very close proximity and constant social interchange between
them is necessary;
- I?Jhen, for medical or psychological reasons, it would be
ill.-edvised to sho'r the individual the report;
then security considerations preclude showing the repor
- When the supervisor qnd the employee are so physical];
separated that it is impracticable to show the report.
:then the report is not shown to the employee, the supervisor will tnto
his reason on the report. Final determination recu,srdinr the showing of
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the report will be made by the head of the career service concerned.
Operating Officials will direct the preparation, review f .nd for-
warding of fitness retorts concerning personnel under their jurisdiction.
Heads of career services will review fitness reports as they rertain to
career management of members of their respective services. The Director
of Personnel will r:eriodically review the effectiveness of this evolua.tion
program and will control and maintain centr.-dl fitness report records.
Initial Report
A fitness retort will. be prepared for each employee 9 months a.{ ter
his entrance on duty. This report is of rnnrticular importance in 'ro-
v.iding a record of the supervisor's evaluation of the employee before
the completion of his 12-month trial period. The Office of Personnel
will furnish to the administrative or rersonnel officer of each major
component, on or before the 15th day of each month, a list of the h
quarters employees for whom an initial report will be due within the
next 30 days. An initial. report may be deferred for a , eriod not to ex-
ceed 30 days beyond the due date to provide the supervisor with adcitional
time to evaluate an employee who has been under his jurisdiction less than
90 days.
Annual Retort
A fitness rerort will be nrena.red annually for each employee, except
when an initial, refs-ignment, or special fitness report has been rnd.e
within 90 days of the annual report due drite. An annual report may be
deferred until the employee has been Under the jurisdic,'Lon of the super-
visor 90 days.
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Schedule for the Submission of Annual Reports
Grades_.________ To Be Received in Office o Persap-ipel By
GS-O1 through GS-06 30 June
GS-07 through GS-10 30 September
GS-11 and GS-12 31 December
GS-13 and above 31 P larch
Reassignment Reports
A supervisor who is to be reassigned or who is leaving the Agency will,
before his departure, prepare fitness reports on the individuals under his
immediate supervision. ',then the interval since an employee's last fitness
report has been less than 90 days, the new report may be a memorandum con-
firming the previous evaluation,
When an employee is to be reassigned, a fitness report concerning him
will be prepared unless such a report has been rrepred for some other
purpose within 9^ days. In the Tatter event, the new retort may be a
memorandum confirming the previous evaluation.
Special Reports
A fitness reTort will be prepared whenever necessitated by a particular
circumstance, such as a proposed action based on extraordinary merit., or
completion of a short detail, a special assi7nnent, or a nrob,'.tiona.ry period.
Rout of Reports
Fitness reports will be forwarded by the supervisor and the reviewing
official through the head of the career service in time to reach the Office
of Personnel in triplicate before the due date.
Reports of iJnsatisfeetor_~ Service
A fitness report expressing the opinion th^t an employee should be
separated or judging him to be incompetent will be accompanied by a
warning memorandum notifying him of his deficiencies in performance.
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PERSONNEL
28 February 1958
1, POLICY
a. The Agency w-111. eva?vate, the work performance and effectiveness of
each staff employer, Fn,' s+?.f_: vent et least once each ye r.
b. Initial, annual, rea.c',i rnnent, and fitness rero,ts will be
~.ch ea an Fva
mace on Form 45, of j hict, a car.zr is r1.-.t '. Fo~Tever, l:^tion
in memr, rsfl(1Un form may be substituted for Form 45 for el7plo`;%ees in
.,rases 0S-14 and ebove..
c. It is Agency policy that erT'.o~-ees be informed concerning the
r1; The annual fitness report .!ill be sPown
f their
effectiveness of w..*o.
to the employee concerned at the time it
s con )leteo except the
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supervisor may elect not to z how the report, other than report Sul-
--porting an adverse action, when one or Trore of the Poll owin cnr. _t?ons
prevails:
(1) ':hen there exist unusual o-era.tion?=1 circumstenoe.s ^ucl- - those
2t Pa s'.,11- s+etl.on i.-here, the employee and the -suT`erv soh ov u
his perform#'.nce ere rock nsr and livin' in very close "?roxT_nity
cons+oFnt social '_rtereh'?n' e between there is necessary
(2) *.Then,, for medical or psvcl,clog;ical re,?.sons, it w0]-l? be t'_?.-edv-'..sed
to show the individ 1 the report;
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RTC'. LATTC J
POSORKM
28 February 1958
(3) When security considerations preclude showing the report;
(4) :,hen the supervisor arid the employee are so rhysicelly
separated that it is imnractic^ble to show the report.
d. when the report is not shown to the emr.loyee, the suservi_sor nil l
stFte his reason on the report. Pirai determ_nntion regarding the
showing of the report will be :made by the head of the career iervice
concerned.
2. Ra,,cYOr ..- TPTLT"T' ;.S
a.. Crerrtip{
Of{:ic ni
Operating Officirlc are re' onsibie for directini? the prep^retion,
review and forwarding*, in accordence with this reaula`i.on, of
fitness reports concernin7 personnel under their urisdiction.
b. Reeds of Career Services
Heads of career service- rre responsible for review of fitness
reports as they pertain to career management of members of their
respective servicos.
c. Director of l ersonnel
The Director of Personnel in re'norsible for 7eriodically reviFa PF
the efr'eotiveness of this ev irpt-?on rrogr