FITNESS REPORTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82-00357R000700030018-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 6
• Document Creation Date: December 14, 2016
• Document Release Date: July 17, 1998
• Sequence Number: 18
• Content Type: REGULATION

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Fitness Reports
1. POLICY
In order to provide a record of the apinians of supervisors regarding
the employees, as a management aid and as a basis for effecting the
best possible utilization of manpower, the Agency will evaluate the work
performance and effectiveness of each staff employee and staff agent at
least once ~:ach year,
2. GENERAL
a. Heads of career services are responsible for the application of the
Agency's evaluation system as it pertains to members of their services.
Initial, reassignment, annual, and special reports will be made on Form
45. However, an evaluation in memorandum form may be substituted for
Form ~+5 for employees in grades GS-l~+ and above.
b. It is Agency policy that employees be informed concerning the effec-
tiveness of their work. The annual fitness report will be shown to
the employee concerned at the time it is completed except that the
supervisor may elect not to show the report, other than a report sup-
porting an adverse action when:
(1) because of unusual circumstances at afield station, showing the
report at a particular time would in the opinion of the Chief of
Station adversely affect the interests of the Organization;
(2) for medical or psychological reasons, it would be i11-advised to
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shopw the individual the report;
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(3)'~ security considerations preclude showing the report;
(~+}~ the supervisor and the employee are so physicaLty separated that
it is impracticable to show the report.
c. 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,
in collaboration with the appropriate Operating Officials.
3? INITIAL 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 co?n-
pletion of his 12-month trial period. The Office of Personnel will fur-
Wish to the administrative or personnel officer of each major component,
on or before the 15th day of each month, a list of the headquarters em-
ployees 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 be-
yond the due date to provide the supervisor with additional time to
evaluate an employee who has been under his jurisdiction less than 90 days.
~. REASSIGNMENT REPORT
A fitness report or memorandum of evaluation is required when there is a
change of supervision of the employee, except when a report has been made
less than g0 days previously.
5. ANNUAL REPORT
A fitness report wi1.l be prepared annually for each employee, except when
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an initial, reassignment, or special fitness report has been made within
q0 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 Personn
l
e
From Headquarters
From Field
GS-13 and above
30 June
31 July
31 August
GS-11 through GS-12
30 September
31 October
30 November
GS-07 through GS-10
31 December
31 January
28 February
GS-O1 through GS-06
31 March
30 April
31 May
6. SPECIAL REPORT
A fitness report may be prepared whenever necessitated by a special cir-
cumstance, such as a proposed action based on extraordinary merit, dis-
ciplinary action, competitive promotion, consideration for membership in
the career staff, or completion of a special assignment or detail.
7. ROUTING 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.
8. APPEALS
An employee who is not satisfied with his Fitness Report or evaluation
may appeal in writing to the Head of his Career Service, who shall deter-
mine whether the evaluation wi11 be amended, withdrawn, or becoane apart of
the individual"s official record.
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4:.~' ~ Fora No, i~5
17 January 1958
SUBJECT; PREPAt~ATI"ON OF FITNESS REPORTS FCR OR.Gt~ATI7,ATTON II"f~'LOY.EES
GE1VrERA.L
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It is Organization policy that an evaluation be prepared for each staff employee
and staff agent at least once each year and that employees be f ed concerning
the effectiveness of their work performance. Regulation utlines the
requirements and procedures for the preparation of the ini ra , annual, reassign-
ment, and special reports. The Fitness Report, Fora No, ~-5, is used to record
evaluations. However, an evaluation in memorandum form may be substituted for
Form Ido, 1~5 for employees in grades 'GS-lI~ and above.
~tNITIAL REPQRT
A fitness report will be prepared for each employee as of nine months after his
entrance on duty with the Organization. This report is of particular importance
in providing a record of the supervisors evaluation of the employee before the
completion of his twelve-month trial period. ~n initial report nay be deferred
for a period not to exceed 30 days beyond the due date to provide the supervisor
with additional time to evaluate an erriployee who has been under his jurisdiction
for less than 90 days.
A fitness rer~ort will be prepared annually for each. employee, except when a
fitness report has been made for some other purpose within 9O days of the annual
report due date. An annual report may be deferred until the employee has been
under the jurisdiction of the supervisor for 90 days.
SCI"iEI?ULE FOR THE SUR~IISSION OF ANNiJAL REPORTS
GI?.ADI+;S TO BE CO~iPLETEL3 BY
GS- 1 through GS- 6 30 JUNE
GS- 7 through GS-10 3O SEPTE!~TBE~t
GS-ll through GS-12 31 DECENCBER
GS-13 and above 31 MARCH
INSTRUCT IONS
FOR TNI!; All`~IINIST'.~ATIVE OF~+'ICER: The fitness report will be prepared in accordance
wi an e su mi~~e3 in triplicate to the head of the career service
concerned. The head of t~Ye career service will retain ape copy and will forward
the original and one other copy to the Office of Personnel.
SECTIt3N A GENL'RA.L -- self-explanatory
SECTION B EVALtJATION OF' PERFO.R~;ANCE OF SPECIFIC TJUTIES
In t~iis section the supervisor will list the most important duties the employee
has performed during the rating period and will rate each duty separately, Duties
should be listed in order of importance, Compare when possible the individual
being rated with others performing the same duty at a similar level of responsibil-
ity. Twa individuals with the same job title may be performing different functions
and. should. be rated on different duties. Very careful consideration should be
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17 January 1958
SECTIOTd B (Continued)
given to the lysting of duties and the rating given each duty because this section is
an important basis for the evaluation of the employee for future assignments. If the
job requires maintaining files, say what kind; if it requires preparing contributions
to NIS chapters, say what chapters; if it requires interviewing job applicants, say
what level or what kind of jobs; if it requires conduct3.n. investigations, tell what
kind and for what purpose; if it requires liaison activities, tell what kind and
with whom; if it requires analyzing reports or preparing reports, tell what kind,
what subjects, and for what purpose.
Examplest M(yperates 1250 multilith presst' -- not rtoperates press,Ek
'Types research reports having many tables' -- not Ntypes."
~FServes as senior case officer for 7 important current operations using
knowledge of French and Polish languages -- not senior case officer."
"Supervises second-line supervisors who direct a conom~c research" --
not "directs research."
'~R.esponsible for processing fiscal, financial, and budget reports fvr an
operating branch of 50 people" -- not "financial support."
SEC'rI'JT~T G EVALU~TINC Oj~ERALL PERT'OT?MAI~TCE IPI CURRENT POS"I'I'ION
In ma~zng this rating the supervisor should take into account tk~e employee's conduct
on the job as well as his performance on all specific job duties. Each supervisor
will weigh these factors in his own mind so as to arrive at a rating which will
reflect an employee's value on the job. It is quite possible for an individual to
be rated high on a number of specific duties and yet rated average or below on over-
all performance because his conduct on the job interferes with getting the work done.
Conversely, a person with relatively low ratings on certain specific duties may be
rated high on overall job performance because his conduct on the job facilitates the
work of the office or because of other personal qualities that he brings to the job.
SECTION D DESCRIPTION OF' THE E1IPLOYEE
In~iis section the supervisor considers the employee from a succession of different
angles and makes a number of close judgments about him. These judgments should. be
based on the characteristics demonstrated by the individual ir. his current position.
The statements in this series apply in some degree to most people, but should be
checked only when such ratings assist in the description of the individual. This
section is a good test of the supervisor's ability to observe his subordinates.
SECTION E NART_~ATIVE pESCR.LPTIOP? OF TA?`JNER OF JOB PERFORT~ANCE
In this section the supervisor describes the employee's demonstrated abilities or
d_ef iciencies in the performance of his present job. any relatively high or very
low ratings in SECTIONS B, C, anc3 D should be justified by supporting statements.
In addition, the supervisor may comment here on any extenuating circumstances
which affect the productivity and effectiveness of the employee.
SECTIOi~? F CE_RTIFTCATION -- Self-explanatory
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REiTISION ~` FORM N0. 45
SECTION Bs
Descriptive Rating Nt~ber
1. Performs this duty in an unsatisfactory manner.
2. Performs this duty in a barely adequate manner,
3. Performs this duty acceptably.
4. Performs this duty in a competent and satisfactory manner.
5. Performs this duty in an excellent manner superior to moat persons
holding similar jobs.
6. P?rforms this duty in an outstanding manner found in very few per-
sons holding si~aila,r jobs.
7. Performs this duty in an outstanding manner superior to all others
sown to the rater.
SECTION E: DATIVE DESCRIPTION f~F MANNER (E' JOB PERFORMANCE
Stress strengths and wealrnesses demonstrated in current position. Iadi-
cate suggestions made to employee for improvement of his work. Describe,
if appropriate, his potential for career development and for assuming
greater responsibilities, Atuplify or explain, if appropriate, ratings
gives in Section B, C and D to provide the best basis for determining
future personnel actions.
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