FITNESS REPORTING SYSTEM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82-00357R000700030031-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 3
• Document Creation Date: December 14, 2016
• Document Release Date: July 17, 1998
• Sequence Number: 31
• Publication Date: October 21, 1958
• Content Type: MF

Approved For Rele4W 2003/04/17 : CIA-RDP82-00357R00 7 030031-2
21 0c ober 1958
MEMORANDUM FOR: Chiefs of Support, DD/P Staffs and Divisions
Administrative Officers, DD/I and DD/S
SUBJECT: Fitness Reporting System
1. The new fitness reporting system approved by the Career Council is
scheduled to be put into effect throughout the Agency beginning on
3 November 1958. In view of this, I thought it advisable to bring to your
attention certain features of this system as it relates to our total per-
sonnel program. I want also to give you advance information on actions
that will be taken in order to effect an orderly transition to this new
system.
2. Under the new system Annual Fitness Reports will be submitted on the
basis of due dates in accordance with GS grade level rather than the anniver-
sary of entrance on duty presently used. Beginning 1 January 1959 Annual
Fitness Reports will be submitted in accordance with the following schedule:
Due in Office of Personnel
25X1
Grades
For Period Ending
From Headquarters From
Field
GS-1 thru G8-5
31 March
30 April 31 May
w-6 thru G$-8
430 June
31 July 31 August
GS-9 thru GS-11
30 September
31 October 30 November
GS-12 and GC-13
31 December
31 January 28 February
GS-i4 and above
31 March
30 April 31 May
This scheduling is planned to be complementary to the Agency's competitive
evaluation and promotion program. The due date for the submission of reports
is arranged so that competitive promotion consideration can be geared to the
availability of current Fitness Reports.
3. Sixty days prior to the end of the reporting period we will forward
to Operating Officials machine rosters of all individuals within each grade
grouping set forth in the preceding paragraph. The first list to be trans-
mitted will be that for personnel in grades GS-12 and G8-13. We plan to
forward this list on 3 November 1958. Individuals in grades GS-12 and GS-13
whose entrance on duty date is in November or December 1958 will have their
report deferred until 31 January 1959 for headquarters personnel and
28 February 1959 for field personnel.
Approved For Release 2003/04/17 : CIA-RDP82-00357R000700030031-2
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Approved For Release 2003/Q4/17 CIA-FDP82-00357R000700030031-2
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SUBJECT; Fitness Reporting System
4. A Fitness Report will be prepared annually for each employee except
when a report has been made for some other purpose within a 90 day period
prior to the due date of the annual report. This, of course, means that
some individuals who because of the proximity of their entrance on duty anni-
versary date to the period when they will be rated in accordance with their
grade will have two annual reports completed on them within a year. In other
instances more than twelve months will elapse between annual reports. For
example a person promoted from grade G8-5 to G$-6 would go one year and
three months without a report. These situations can * so occur when the
first annual report after the initial report for an individual is being
completed. I will look to you to exercise common sense when questions are
raised in this regard.
5. Machine rosters of individuals for whom initial reports are due
will be forwarded on or before the 15th calendar day of the month preceding
the month during which the employee completes nine months service. The
first roster for initial reports will be sent out on or before the 15th of
November. This of course. is for the first nine months an individual is
employed with the Agency, the same as it has been in the past and is without
regard to grade.
6. Attached for your advance information is a copy of Form 45 (8-58)
Fitness Report, Form 45a, Field Transmittal. - Fitness Re rt and Directions
for Completion of Form 45, Fitness Report. (Attachment A) This report is
shorter and more simple than the previous form. The Instruction Sheet obviates
the necessity for a handbook. Seetons "B", "C", and "D" of the new form
contain rating scales of seven, six and five degrees respectively. This
variance of degrees in rating scales is related to the type of evaluation
requested in each of these sections and in addition is of significant value
statistically.
7. The new report form when issued will make obsolete all previous
editions. It is planned to have the new form available in Supply Rooms on
or about 3 November 1958. It is also planned to have published an ALL
EH?LOYEE notice on or about this same date notifying the Agency of this new
system. (Attachment B) The new form is to be used as soon as it is available
in supply rooms. After the new form is available fitness reports which have
been completed on the old form should not be redone and will be acceptld
through 31 December 1958.
8. The same number of copies of the new form are required as have
been required in the past. The report is packaged with one Instruction Sheet
for five copies of the form. The Head of the Career Service will retain one
copy of the form and will forward the original and one copy to the Office of
Personnel. One of the other two copies is for the component personnel officer
and the other a work copy for the supervisor.
Approved For Release 2003/04/17 : CIA-RDP82-00357R000700030031-2
 S-E-C-R-E-T
Approved For Rele 2003/04/17 : CIA-RDP82-00357R00Q70p030031-2
SUBJECT: Fitness Reporting system
9. With regard to the announcement of the new system to the overseas
field we plan to have this accomplished through use of a book dispatch.
(Attachment C) Steps are being taken to effect field distribution, as soon
as possible.
10. Regulation 0 Fitness Report, will be revised as necessary
and published-as soon as possible.
25X1
OWWON M. STEWART
Director of Personnel
Attachments
As stated
Approved For Release 2003/04/17 : CIA-RDP82-00357R000700030031-2