DIRECTIONS FOR COMPLETING FORM 45, FITNESS REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00780R000900120003-9
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 2
• Document Creation Date: December 12, 2016
• Document Release Date: June 20, 2002
• Sequence Number: 3
• Content Type: REQ

?} ~ ~rpr~,~ STAT
Approved For Release 20 /0>~1~: IA-RDP84-007808000900120 3-9 ilk
STAT
1. POLICY
It is Organization policy to inform employees of the effective-
ness of their work performance. Organization policy also re-
quires that supervisors record at least once each year their
opinions and evaluations of the work performance of em-
ployees under their jurisdiction. Evaluations will also be
STATE N~rr~de whenever it is necessary or desirable to provide Organi-
zation management with information which may be perti-
nent to future ersonnel actions affecting these individuals.
utlines policies concerning the require-
ments or su mittrng initial, annual, reassignment and special
reports, showing the report to the employee and appeals
procedure. Ttip FFitness Resort
ma~ substituted for Form 45 for employees in Grades
GS-14 and above. Care must be taken to insure that the
memorandum observes the basic purposes of a Fitness Report.
It must contain the identifying information required in Section
A of Form 45, a general description of the duties performed,
and ONE rating, from among those defined in Section B of
his current position. It must also bear the signature of the
supervisor and the reviewing ofl5cial and must either be signed
by the employee or contain an explanation for the absence o
his signature.
2. SUBMISSION
The Fitness Report will be submitted in duF.licate to the Hr ad
of the Career Service concerned. The H4ad of the Career
Service will retain one copy and will forward the orig nal
to the Office of Personnel.
3. INITIAL REPORT
A Fitness Report will be prepared for each employee as of
nine months after his entrance on duty witk~ the Organizat on.
An initial report need not be made when a Fitness Report gas
already been made for some other purpc+se within 90 drys
prior to the due date of the initial report. The initial rel ort
is of particular importance in providing a record of the su-
pervisor's evaluation of the employee before the emplo fee
has completed his twelve-month trial period. An initial re-
port may be deferred for a period not to exceed 30 days be-
yond the due date to provide the supervi:Por with additic nal
time to evaluate an employee who has beer-r under his juris fic-
tion for less than 90 days.
4. ANNUAL REPORT
A Fitness Report will be prepared annually for each employ ae,
except when a Fitness Report has been made for some of her
purpose within 90 days prior to the due date of the am ual
report. An annual report may be deferred until the employee
has been under the jurisdiction of the supervisor for 90 d~ iys.
GRADES
GS-1 through GS-5
GS-6 through GS-8
GS-9 through GS-11
GS-12 and GS-13
GS-14 and above
FOR PERIOD ENDING
31 March
30 June
30 September
31 December
31 March
5. REASSIGNMENT REPORT
Supervisors will prepare a Fitness Report when the supervisor
is changed by the reassignment of the employee or the super-
F~ 45i
DUE IN OFFICE OF PERSONNEL
FROM HEADQUARTERS
30 April
31 July
31 October
31 January
30 April
visor. When the supervisor is reassigned and has numerous
reassignment reports to prepare he needs. to complete only
Sections B and D of the report.
Approved For Release 2002/08/15 :CIA-RDP84-007808000900120003-9
 Approved For Release 2002/08/15 :CIA-RDP84-007808000900120003-9
DIRECTIONS FOR COMPLETING FORM 45, FITNESS REPORT
SECTION A -GENERAL
The items of this section should be completed by the appro-
priate administrative or personnel officer. Special instructions
for completing or omitting items of this part of the report
should be carefully observed on Field Transmittal -Fitness
Report, Form 45a.
SECTION B -EVALUATION OF PERFORMANCE OF SPECIFIC
DUTIES AND OF OVERALL PERFORMANCE
Rating Scale
The rating scale as set forth in t#~is section in Form 45, Fitness
Report, is to be used to reflect evaluation of Specific Duties
and of Overall Performance. Use a single rating letter with-
out the addition of decimals, plus or minus signs, or other
modifications. In making your selection of the adjective
evaluation far Section B and in completion of the narrative in
Section C the following factors should be considered as ap-
propriate:
C~o~t Consciousness ~ Mobility
Security onscrousness Initiative
Ability to Think Clearly Versatility
Su erviso Effectiveness Productivity
cceptance o esponsibility Decisiveness
Foreign Language Competence Resourcefulness
Effectiveness of Oral Expression Cooperativeness
Effectiveness of Written Expression Records Discipline
Rating of Performance of Specific Duties
In this section the supervisor will list in order of importance
the most significant duties the employee has performed dur-
ing the rating period. Each duty shall be described in suf-
ficient detail to provide information which may be useful later
in considering individuals for other assignments. Your evalua-
tion should be recorded by entering the appropriate letter in
the box provided for your evaluation of each duty.
Rating of Overall Performance in Current Position
In making this rating the supervisor should take into account
the employee's conduct on the job as well as his performance
on all specific 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. When an employee's
overall performance is rated "Outstanding," the supervisor
shall indicate in an attachment to Form 45 whether additional
special recognition is warranted and, if so, the form of recog-
nition being accorded or contemplated.
SECTION C -NARRATIVE COMMENTS
In this section the supervisor describes the employee's demon-
stra#ed abilities or deficiences in the performance of his pres-
ent job. Full narrative comments should be made on each c p-
propriate element. The narrative comments may include ref >r-
ence to a specific duty. Statements such as "no change frc,m
previous report" will not be used. Any relatively high or l~.w
ratings in Section B should be explained or amplified by st p-
porting statements. In addition, the supE~rvisor may co n-
nrent here on any extenuating circumstances which affect t~~te
productivity and effectiveness of the employee. Comment
should be made on the relative performance of the pens ~n
being rated with other people known to. the rater doing com-
parable work. In commenting on the mann~,r of performer ce
of managerial or supervisory responsibilities, abilities and sk Its
in such as the following should be eonside>red:
Delegation of responsibility
Establishment and maintenance of clear lines of authority
Use of personnel, space, equipment, funds, wtc.
formulation and coordination of programs
Developing teamwork
In completing the ratings on Career-Provisional employe es
comment should be made on'the intent, capability and des re
of the individual to fulfill the service obligations of the Career
Service to which he is assigned.
SECTION D -CERTIFICATION AND CONU~iENTS
The person being rated may attach to his Fitness Report a
memorandum concerning any part of the r~:~port. The me n-
orandum will be attached to the original fc3r inclusion in tie
Official Personnel Folder.
Reviewing officials are responsible for assn=ring that all E s-
ports made by rating officials under their jurisdiction are cc n-
sistent and reflect uniform standards of rei~orting. Throu. Mh
the counseling and supervision of rating officials, reviewi sg
officials can play a major role in improving the operation ~f
the Fitness Report program.
In addition, reviewing officials should as a matter of practi e
submit a brief narrative evaluation of the performance a;.d
potential of the individual being rated, notiig the degree ro
which he is personally familiar with the individual and i pis
work. Even though the reviewing official m:~y not be able ro
evaluate the individual from firsthand experience with him, it
is likely that the reviewing official may be able to contribute
useful information concerning future utilization or training if
the individual based on the review of his record of perfor ~-
ance and assignments.
If the reviewing official is in substantial disagreement with t ae
rating official he should state whether or not he has discuss, d
the evaluation with the rating official and the employe e.
When a person departs an overseas station without havir g
been shown his Fitness Report, it is incumbenh upon the Care ~r
Service to have the report shown to the individual.
Approved For Release 2002/08/15 :CIA-RDP84-007808000900120003-9