FITNESS REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82-00357R000700030010-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 3
• Document Creation Date: December 14, 2016
• Document Release Date: July 17, 1998
• Sequence Number: 10
• Publication Date: March 7, 1958
• Content Type: REGULATION

Approved For Release 2003/04/17 : CIA-RDP82-00357R000700030010-5
"Of 14~
Reg
DRAFT
7 ) r 58
Rescission:
dated 21 January 1956
1. POLICY
a. In order to provide a continuous record of supervisory opinion re-
garding its employees, as a management and planning aid, the Agency
will evaluate the work performance and effectiveness of each staff
employee and staff agent at least once each year.
b. Heads of career services will direct the preparation, review, and for-
warding of fitness reports concerning personnel under their supervision.
c. Initial, reassignment, annual, and special fitness reports will be
made on Form 45, of which a copy is attached. However, an evaluation
in memorandum form may be substituted for Form 45 for employees in
grades GS-14 and above.
d. It is Agenc policy that employees be informed concerning the effective-
ness 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 following conditions prevails:
(1) When, because of unusual circumstances at a field station, showing
the report at a particular time would in the opinion of the Chief
of Station adversely affect the interests of the Organization;
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(2) When, for medical or psychological reasons, it would be ill-advised
to show the individual the report;
(3) When security considerations preclude showing the report;
(4) When the supervisor and the employee are so physically separated
that it is impracticable to show the report.
e. When the report is not shown to the employee, the supervisor will state
his reason on the report. Final determination regarding the showing of
the report will be made by the head of the career service concerned.
2. TYPES OF REPORTS
a. Initigl Report
A fitness report will be prepared for each employee 9 months after his
entrance on duty. This report is of particular importance in providing
a record of the supervisor's evaluation of the employee before the com-
pletion of his 12-month trial period. The Office of Personnel will
furnish to the administrative or personnel officer of each major com-
ponent, on or before the 15th day of each month, a list of the head-
quarters employees for whom an initial report will be due within the
next 30 days. An initial report may be deferred for a period not to
exceed 30 days beyond the due date to provide the supervisor with ad-
ditional time to evaluate an employee who has been under his jurisdic-
tion less than 90 days.
b. When an employee is to be reassigned, or is to have a significant change
of duties not regarded as merely temporary, a fitness report concerning
him will be prepared unless such a report has been prepared for some
other purpose with?.n 90 days. In the latter event, the new report may
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be a memorandum confirming the previous evaluation.
c. Whenever both the immediate supervisor and the reviewing official are
reassigned, the last to depart will ensure, before departing, that
fitness reports are prepared on all individuals immediately subordinate
to that supervsor. When the interval since an employee's last report
has been less than 90 days, the new report may be a memorandum confirming
the previous evaluation.
d. Annual Repo
A fitness report will be prepared annually for each employee, except
when an initial, reassignment, or special fitness report has been made
within 90 days of the annual report due date. An annual report may be
deferred until the employee has been under the jurisdiction of the
supervisor 90 days.
Schedule for Submission of Annual Reports
Grades For Period Ending Due in Office of Personnel
GS-13 and Above. 30 ) y 30 June
GS-11 through GS-12 31 August 30 September
GS-07 through GS-10 30 November 31 December
GS-01 through GS-06 28 February 31 March
e. ftecial Ree orts
A fitness report will be prepared whenever necessitated by a particular
circumstance, such as a proposed action based on extra= Binary merit,
or completion of a short detail, a special assignment, or a probationary
period.
3. ROUTII 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.
Approved For Release 2003/04/17 : CIA-RDP82-00357R000700030010-5