DIRECTIONS FOR COMPLETING FORM 45, FITNESS REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82-00357R000700030055-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 14, 2016
• Document Release Date: July 17, 1998
• Sequence Number: 55
• Content Type: REGULATION

Approved For Release 2003/04/17 : CIA-RDP82-00357R00070003005
DIRECTIONS FOR COMPLETING FORM 45, FITNESS REPORT
1. POLICY
It is Organization policy to inform employees of the effec-
tiveness of their work performance. Organization policy
also requires that supervisors record at least once each
year their opinions and evaluations of the work per-
formance of employees under their jurisdiction. Evalua-
tions will also be made whenever it is necessary or desira-
ble to provide Organization management with information
which may be pertinent to future personnel actions affect-
ing these individuals. Regulation Q outlines
policies concerning the requirements for submitting initial,
annual, reassignment and special reports, showing the re-
port to the employee and appeals procedure. The Fitness
Report, Form 45, is used to record evaluations. However,
an evaluation in memorandum form may be substituted for
Form 45 for employees in Grades GS-14 and above.
2. SUBMISSION
The Fitness Report will be submitted in triplicate to the
Head of the Career Service concerned. The Head of the
Career Service will retain one copy and will forward the
original and other copy to the Office of Personnel.
25X1
3. INITIAL REPORT
A Fitness Report will be prepared for each employee as
of nine months after his entrance on duty with the Organi-
zation. An initial report need not be made when a Fitness
Report has already been made for some other purpose
within 90 days prior to the due date of the initial report.
The initial report is of particular importance in providing
a record of the supervisor's evaluation of the employee
before the employee has completed his twelve-month trial
period. An initial report may be deferred for a period
not to exceed 30 days beyond the due date to provide
the supervisor with additional time to evaluate an em-
ployee who has been under his jurisdiction for less than
90 days.
4. ANNUAL REPORT
A Fitness Report will be prepared annually for each em-
ployee, except when a Fitness Report has been made for
some other purpose within 90 days prior to the due date
of the annual report. An annual report may be deferred
until the employee has been under the jurisdiction of the
supervisor for 90 days.
DUE IN OFFICE OF PERSONNEL
FOR PERIOD ENDING
FROM HEADQUARTERS
FROM FIELD
GS-1 through GS-5
31 March
30 April
31 May
GS-6 through GS-8
30 June
31 July
31 August
GS-9 through GS-11
30 September
31 October
30 November
GS-12 and GS-13
31 December
31 January
28 February
GS-14 and above
31 March
30 April
31 May
5. REASSIGNMENT REPORT
A Fitness Report will be prepared whenever both the
Immediate Supervisor of the employee and the Reviewing
Official are changed by the reassignment of the employee.
For the purpose of fitness reporting "Immediate Supervisor"
refers to the official who prepares and signs the Fitness
Report of the employee concerned. When the supervisor
is reassigned and has numerous reassignment reports to
prepare he need complete only SECTIONS B, C, and D
of the Fitness Report.
Figure 2
Approved For Release 2003/04/17 : CIA-RDP82-00357R000700030055-6
 Approved For Release 2003/04/17 : CIA-RDP82-00357R000700030055-6
DIRECTIONS FOR COMPLETING FORM 45, FITNESS REPORT
INSTRUCTIONS
SECTION A GENERAL
The items of this section should be completed by the ap-
propriate administrative or personnel officer. Special in-
structions for completing or omitting items of this part of
the report should be carefully observed on Field Trans-
mittal - Fitness Report, Form 45a.
SECTION B EVALUATION OF PERFORMANCE OF
SPECIFIC DUTIES
In this 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 responsibility. Very care-
ful consideration should be given to the listing of duties
and the rating given each duty because this information is
important in the evaluation of the employee for future
assignments. If the job requires maintaining files, say what
kind; if it requires preparing contributions to chapters of a
publication, say what chapters; if it requires conducting in-
vestigations, tell what kind and for what purpose; if it re-
quires 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. In rating em-
ployees with supervisory responsibilities, tell how many
employees supervised and their grade levels.
EXAMPLES:
"Operates 1250 multilith press" - not "operates
press."
"Types research reports having many tables" - not
"types."
"Serves as senior supervisor for 7 important activities
using knowledge of the French language" - not
"senior supervisor."
"Supervises 3 second-line supervisors (GS-13 through
GS-15 who direct economic research"-not
"directs research."
"Responsible for processing fiscal, financial, and
budget reports for an operating branch of 50
people" - not "financial support."
SECTION C EVALUATION OF OVERALL PERFORMANCE
IN CURRENT POSITION
In making this rating the supervisor should take into ac-
count the 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 overall value on
the job.
SECTION D DESCRIPTION OF THE EMPLOYEE
This section is a good test of the supervisor's ability to
observe his subordinates. In this section the supervisor
considers the employee from different points of view and
makes a number of close judgments about him. These
judgments should be based on the characteristics demon-
strated by the individual in his current position. This series
of statements applies in some degree to most people, but
should be checked only when such ratings assist in the de-
scription of the individual. "Writes effectively" and "Dis-
cipline in originating, maintaining and disposing of rec-
ords" may be qualifications which are not required in the
employee's current position but, if observed, they should be
rated in order to help describe the employee's capabilities
and potential. "Discipline in originating, maintaining and
disposing of records" refers to the awareness and applica-
tion of procedures involved in the creation, maintenance
and disposition of written materials.
SECTION E NARRATIVE DESCRIPTION OF MANNER OF
JOB PERFORMANCE
In this section the supervisor describes the employee's
demonstrated abilities or deficiencies in the performance
of his present job. Any relatively high or very low ratings
in SECTIONS B, C, and D should be explained or amplified
by supporting statements. In addition, the supervisor may
comment here on any extenuating circumstance which
affects the productivity and effectiveness of the employee.
SECTION F CERTIFICATION AND COMMENTS
The reviewing official has the responsibility of deciding
whether the supervisor is either underrating or overrating
the employee concerned. A reviewing official should rec-
ognize that his frame of reference concerning an employee
with whom he may have contact only occasionally is dif-
ferent from that of the supervisor who normally is in con-
stant association with the individual. At the same time,
the reviewing official should take the opportunity to eval-
uate the ability of the supervisor to rate subordinates.
Some disagreement between the supervisor and the review-
ing official when preparing evaluations is not unusual. In
a situation where there are significant discrepancies be-
tween the ratings of the supervisor and the reviewing offi-
cial, the Director of Personnel will discuss the report with
the Head of the employee's Career Service and the em-
ployee will be informed of his standing and prospects by
the Head of his Career Service.
Approved For Release 2003/04/17 : CIA-RDP82-00357R000700030055-6
 25X1
Approved For Release 2003/04/17SEQRH DP82-00357R000700030055-6
... (When Filled In)
EMPLOYEE SERIAL NUMBER
FITNESS REPORT
SECTION A GENERAL
1. NAME (Last) (First) (Middle) 2. DATE OF BIRTH 3. SEX 4. GRADE
5. SERVICE DESIGNATION
6. OFFICIAL POSITION TITLE
7. OFF/DIV/BR OF ASSIGNMENT
8. CAREER STAFF STATUS
9. TYPE OF REPORT
T ELIGIBLE
NO
MEMBER
DEFERRED
INITIAL
REASSIGNMENT/SUPERVISOR
EASSIGNMENT/EMPLOYEE
PENDING
DECLINED
DENIED
ANNUAL
R
10. DATE REPORT DUE IN O.P.
11. REPORTING PERIOD To
SPECIAL (Specify)
From
ATION OF PERFORM
ANCE OF SPECIFIC DUTIES
SECT EVALU
ION B
List up to six of the most important specific duties erformed during the rating period. Insert rating number which best describes the
performed during
duty. All employees
e
d
anner in which emloyee performs
of employees supervised).
to supervise (indicate number
blities MUST EACH
ability
ratedf
s
w
ith superv sory re
w
pons
1 - Unsatisfactory 2 - Barely adequate 3 - Acceptable
4 - Competent 5 - Excellent 6 - Superior 7 - Outstanding
SPECIFIC DUTY NO. 1
RATING
NO.
SPECIFIC DUTY NO. 4
RATING
NO.
SPECIFIC DUTY NO. 2
RATING
NO.
SPECIFIC DUTY NO. 5
RATING
NO.
SPECIFIC DUTY NO.3
RATING
NO.
SPECIFIC DUTY NO. 6
RATING
NO.
ATION OF OVERALL PERFORMANCE IN CURRENT POSITION
A
LU
SECTION C EV
Take into account everything about the employee which influences his effectiveness in his current position - performance of specific
itations or talents. Based on
li
i
l
m
ar
cu
duties, productivity, conduct on job, cooperativeness, pertinent personal traits or habits, part
erformance during the rating period, place the rating number in the box corresponding to the
rall
'
l
p
s ove
oyee
your knowledge of emp
statement which most accurately reflects his level of performance.
RA
TI
NG
1 - Performance in many important respects fails to meet requirements.
N
o.
2 - Performance meets most requirements but is deficient in one or more important respects.
3 - Performance clearly meets basic requirements.
4 - Performance clearly exceeds basic requirements.
5 - Performance in every important respect is superior.
6 - Performance in every respect is outstanding.
SECTION D DESCRIPTION OF THE EMPLOYEE
In the rating boxes below, check (X) the degree to which each characteristic applies to the employee
I - Least possible degree 2 -Limited degree 3 Normal degree 4 - Above average degree 5 - Outstanding degree
ING
NOT
NOT
R
AT
CHARACTERISTICS
APPLI-
CABLE
OB-
SERVED
1
2
3
4
5
GETS THINGS DONE
RESOURCEFUL
ACCEPTS RESPONSIBILITIES
CAN MAKE DECISIONS ON HIS OWN WHEN NEED ARISES
DOES HIS JOB WITHOUT STRONG SUPPORT
FACILITATES SMOOTH OPERATION OF HIS OFFICE
WRITES EFFECTIVELY
SECURITY CONSCIOUS
THINKS CLEARLY
DISCIPLINE IN ORIGINATING, MAINTAINING AND DISPOSING OF RECORDS
OTHER (Specify):
SEE SECTION 'E' ON RE VERS_D?
_
FORM
8-58
45 OBSOLETE PREVIOUS EDITIONS. SECRET
Approved For Release 2003/04/17 : CIA-RDP82-00357R000700030055-6
 SECRET
(When Filled In)
SECTION E pre1R~~Q~QEI,~I
Stress strengths an weaknesses demonstrated in current position. In Icate suggestions made to employee for improvement of his
work. Give recommendations for his training. Describe, if appropriate, his potential for development and for assuming greater re-
sponsibilities. Amplify or explain, if appropriate, ratings given in SECTIONS B, C, and D to provide the best basis for determining
future personnel actions.
SECTION F CERTIFICATION AND COMMENTS
1. BY EMPLOYEE
I certify that I have seen Sections A, B, C, D and E of this Report.
DATE
SIGNATURE OF EMPLOYEE
2. BY SUPERVISOR
MONTHS EMPLOYEE HAS BEEN
UNDER MY SUPERVISION
IF THIS REPORT HAS NOT BEEN SHOWN TO EMPLOYEE, GIVE EXPLANATION
IF REPORT IS NOT BEING MADE AT THIS TIME, GIVE REASON.
EMPLOYEE UNDER MY SUPERVISION LESS THAN 90 DAYS REPORT MADE WITHIN LAST 90 DAYS
OTHER (Specify):
DATE
OFFICIAL TITLE OF SUPERVISOR
TYPED OR PRINTED NAME AND SIGNATURE
3. BY REVIEWING OFFICIAL
WOULD HAVE GIVEN THIS EMPLOYEE ABOUT THE SAME EVALUATION.
WOULD HAVE GIVEN THIS EMPLOYEE A HIGHER EVALUATION.
WOULD HAVE GIVEN THIS EMPLOYEE A LOWER EVALUATION.
I CANNOT JUDGE THESE EVALUATIONS. I AM NOT SUFFICIENTLY FAMILIAR WITH THE EMPLOYEE'S PERFORMANCE.
COMMENTS OF REVIEWING OFFICIAL
DATE
OFFICIAL TITLE OF REVIEWING OFFICIAL
TYPED OR PRINTED NAME AND SIGNATURE
SECRET
Approved For Release 2003/04/17 : CIA-RDP82-00357R000700030055-6