UNIFORM PROMOTION SYSTEM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP92-00455R000300090024-8
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 11
• Document Creation Date: December 12, 2016
• Document Release Date: February 8, 2002
• Sequence Number: 24
• Publication Date: May 25, 1978
• Content Type: FORM

Approved Foa 'sjer
t S1;:; ~=`T( ~~~ionol(
niFo. Promotion System
F. W. M. Janney
Director of Personnel 5 E 53
COMMENTS (Number each comment to show from whom
a whom. Dra?.' a hne across column Drew each comment.)
Tab A is a combination of
two drafts you gave us with no
real changes made by us.
Tab B is a rewrite that makes
some technical corrective changes
and other revisions we believe
will help,. In the second tab ,-
!have omitted a complete quote of
;the Headquarters Notice and merely
`
thtl
urgea empoyees read that
Notice. This will result in a
shorter Director's Note.
Dist:
Oriy FT 2 - Addressee
2 - D/Pers/Chrono STATINTL
2 - DD/ Pers/K{C
us;: P2F1/!OUS
E?it'?ti4ppFniecGeleas, 2]DO)b~WjtJl';dDP9-00 RR00
Dl~Pers -} (25 May 73)
 ApproFor Release 2002/05/07: CIA-RDP94p455R000300090024-8
Approved For Release 2002/05/07 : CIA-RDP92-00455R000300090024-8
 Approved FoSease 2002/05/07: CIA-RDP92-00450300090024-8
DRAFT
"Notes from the Director"
UNIFORM PROMOTION SYSTEM
1. One area which we are giving a great deal of attention
today is our personnel. management system. For the past 31 years,
the Agency has had a fine and highly personalized management
system. It could not be otherwise for we simply could. not carry
out our mission without good people. This more than any other
factor has been the secret of success of our Agency since its
birth.
2. Times change, the mores of our country change, and the
attitudes and aspirations of our youth change. In addition,
our Agency is in a sense just reaching its maturity. Personnel
policies appropriate to a new and growing organization need
review for an established organization. No earthshaking
changes are contemplated, but we are endeavoring to ensure
that our personnel policies and our personnel management
procedures are attuned to looking after the interests of all
of our employees under conditions which surround us today and
will surround us in the years just ahead.
Approved For Release 2002/05/07 : CIA-RDP92-00455R000300090024-8
 Approved Foleease 2002/05/07: CIA-RDP92-00450300090024-8
3. On the 18th day of May we published a. notice on an
approach to a uniform promotion system. I believe this
notice is of sufficient import to all employees to include
it in a Director's Note so that it will receive maximum
distribution. Here it is:
PERSONNEL
IZ5 May 1-9173
UNIFORM PROMOTION SYSTEM
STATINTL
1. Many of the personnel policies of the Agency have
been and are being carefully reexamined. One of the
conclusions is that employees and the Agency will benefit
from the adoption of a more uniform promotion system throughout
the Agency. The adoption of such a system will increase
employee awareness of promotion opportunities and will ensure
more promotion headroom by implementing existing Agency
regulations concerning marginal performers. It is recognized
that each Career Service has unique characteristics and problems
which require consideration. Modifications of the Agency's
promotion system will allow recognition of that uniqueness
by the use of more expanded statements of promotion criteria
for each Career Service.
2. The establishment of uniform promotion schedules
by grade will be keyed to the scheduling of fitness reports
followed by panel evaluations and by recommendations for
Approved For Release 2002/05/07: dARDP92-00455R000300090024-8
 Approved For,ease 2002/05/07: CIA-RDP92-00450300090024-8
promotions. The intention is to have the whole system ready
for implementation beginning 1 October 1978. Meanwhile,
actions are already being taken to incorporate each new feature
as it is developed into the Agency's promotion system. These
will include the following:
a. A minimum annual target for promotion of
qualified people for each grade will be established
by appropriate Career Services or Sub-Groups and
published. This action will be completed in June.
b. Promotion rates will be sustained for the
most part through normal attrition, but additionally
it will be necessary to adhere more strictly to the
current separation regulation
subsequent
STATINTL
to identifying the bottom three percent of employees
competitively ranked each year. As a protection
to the employees identified in this process, the
Career Service will establish independent panels
to review each case on its merit. The panels will
assess the employee's value and potential. Their
findings will be furnished to the Head of the Career
Service.
c. The common criteria for promotion in all
Specific
STATINTL
Career Service criteria will be published and made
- 3 -
Approved For Release 2002/05/07 : CIA-RDP92-00455R000300090024-8
 Approved Forwase 2002/05/07 : CIA-RDP92-00455.0300090024-8
available to further the employee's understanding
of how selection for promotion is achieved and how
to become qualified for promotion.
d. All Career Services will use an evaluation
panel system to determine promotion eligibility.
Rankings and recommendations for promotion made
by an evaluation panel can only be changed by the
Director.
e. A uniform promotion schedule for all Career
Services (i.e., all GS-09's will be promoted in the
same month, etc.) will be established and published.
The Office of Personnel will work with the Heads
of the Career Services in establishing a schedule
for each grade. Promotion lists will be published.
Frank C. Carlucci
Deputy Director of Central Intelligence
4. Of equal importance to promotion policy in any
personnel management system is retention policy or the rights
of individuals to job security. Our Agency rules on job
security are quite clear and longstanding. I will list them
below and in italics note any changes of emphasis or procedure
which I am directing:
- 4 -
Approved For Release 2002/05/07 : CIA-RDP92-00455R000300090024-8
 Approved FoOlease 2002/05/07: CIA-RDP92-00450300090024-8
a. Probationary period: Headquarters Notice
ATINTL I Iestablishes a three-year probationary period
upon initial employment. It is important to the
employee, as well as to the Agency, that this be
carefully administered. It is the period in which
the Agency has the opportunity and the responsibility
to identify employees who are unlikely to satis-
factorily adapt to Agency life. It is in their
interest and the Agency's not to let what is
likely to be an unfruitful relationship continue.
It is my observation that the move from probationary
to career status has been too perfunctory. We are
going to establish a more formal approach to the
crossing of the probationary threshold.
b. Unsuitability: The National Security Act
of 1947/49 provides that the Director may "in his
discretion, terminate the employment of any officer
or employee of the Agency whenever he shall deem
such termination necessary or advisable in the
interests of the United States, but such termination
shall not affect the right of such officer or
employee to seek or accept employment in any other
department or agency of the Government if declared
eligible by the United States Civil Service
Approved For Release 2002/05/07 : Cl -PDP92-00455R000300090024-8
 Approved Foriease 2002/05/07 : CIA-RDP92-00450300090024-8
Commission." Each Director interprets this authority
individually. It has been my practice to exercise
it for reasons of unreliability. When it is deter-
mined that an employee has performed in a manner
that indicates lack of willingness or ability to
perform his or her duties in a manner consistent
with authorized directives, oral or written, I must
exercise this authority to dismiss from employment.
Not to do so would be to jeopardize the reputation
and the future of our Agency for the sake of an
individual not willing to play on our Agency team.
c. Poor performance:
tipulates that
STATINTL
an individual ranked in the bottom three percent for
two successive years may be considered for dismissal.
We have recently instituted procedures whereby such
cases will be reviewed by special panels to ensure
objectivity. The panels will look for two situations
(1) Incompetence: When an individual is
performing below an acceptable level of competence,
we have no other recourse than dismissal, as is the
case in any Government agency.
(2) Poorer performers: When the needs of
our service dictate reductions in force for reasons
Approved For Release 2002/05107 CIA-RDP92-00455R000300090024-8
 Approved Forwase 2002/05/07 : CIA-RDP92-004550300090024-8
such as Congressionally mandated cuts in strength,
abolishment of Agency functions, or excess strength
in particular areas such that promotion opportunities
are blocked, the panels will identify the least
contributory personnel up to whatever percentage is
required.
Note #1: Employees who reach a point
three years from eligibility for retirement will
not be dismissed as poorer performers.
Note #2: There are no sizeable externally
or internally generated reductions foreseeable at
this time.
d. Visibility: I Iprovides that
employees may inquire of their supervisor as to
their performance standing. It is my observation
that this procedure has not been well carried out
in the past. I believe that each employee is
entitled to a frank and specific description of
how his performance is being judged. Directives
will be issued to ensure that employees can
determine their performance rating. Equipped
with knowledge of where he stands relative to his
peers, no career employee need be concerned about
dismissal as a result of a poor performance panel
evaluation unless he or she is in the very lowest
STATINTL
Approved For Release 2002/05/07 : 61A-RDP92-00455R000300090024-8
 w p
TINTL
Approved Forwase 2002/05/07: CIA-RDP92-00455.0300090024-8
percentile. In short, there can be no concern at
"arbitrary" dismissals -- the individual is entitled
to know where he stands; and he is vulnerable to
dismissal only if at the bottom of the list.
system based on written fitness reports. There is
considerable skepticism within the Agency that
fitness reports are filled out conscientiously.
We have a group studying ways in which to improve
fitness report quality. In addition, instructions
to panels will stress that single fitness reports
are not of great import; judgments must be. made on
an entire career and what it tells about potential
for the future.
5. It is my intent within a few months to bring together
in a booklet form a full statement of personnel. policies of
the Agency. I believe this is something that all employees
are entitled to know, particularly on entering into employ-
ment with us. We will try to lay out what a new employee
can expect as he looks ahead to a full career opportunity
in our Agency, including the opportunities he will have and
the rights he will accrue. Most of all, I am anxious that
our personnel system be as uniform, as simple, and as
thoroughly publicized as possible. Each of us deserves to
know the rules and the opportunities within which to serve.
- 8
Approved For Release 2002/05/07 : CIA-RDP92-00455R000300090024-8
 ApproviWor Release 2002/05/07: CIA-RDP92 55R000300090024-8
Approved For Release 2002/05/07 : CIA-RDP92-00455R000300090024-8