OUT-OF-CYCLE PROMOTIONS, ROUND II

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87M00539R002003070004-3
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 10
• Document Creation Date: December 22, 2016
• Document Release Date: November 27, 2009
• Sequence Number: 4
• Publication Date: October 11, 1985
• Content Type: MEMO

STAT
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AnMTNTCTRATTVF_TNTVRNAI IICF nN1 v
11 OCT 1985
FROM: Richard J. Kerr
Associate Deputy Director for Intelligence
SUBJECT: Out-of-Cycle Promotions, Round II
1. As Attachment A will remind you, we sought your approval of a change
of policy on out-of-cycle promotions a few weeks ago. You disagreed but
invited us to try to change your mind. So here goes.
2. We have tried to locate a document in which the DCI laid out his
rationale for permitting out-of-cycle promotions but have not succeeded. We
believe, however, that the move was made in the context of reducing
bureaucratic rigidity and delegating authority to lower levels. It was
certainly in that spirit that Bob Gates put out a newsletter on 1 June 1984
with a subsection on "Reducing Bureaucracy/Delegating Downward" that stated:
Analysts and analyst support officers may be promoted up to
GS-11 at any time during the year.... Panels will continue to
evaluate and rank all analysts at each grade level at least
semiannually.
Bob's delegation of authority was not conditioned on superior performance; it
was distributed without knowledge of a phone call between Bob Magee and Chuck
Briggs that same day which led to subsequent adoption of a more restrictive
policy (Attachment B).
3. We continue to believe that the policy approved by Chuck Briggs on
14 June 1984, and now on the verge of being incorporated formally into Agency
regulations, is unduly restrictive. In order to demonstrate the various
occasions on which office-level panels in the DI have believed out-of-cycle,
promotions were justified, we asked our three largest offices to give us the
details of their 13 most recent cases (Attachment C). All but one involved
promotions of individuals who were at grades GS-06 to GS-10.
5 involved superior performance.
3 corrected administrative oversights that stemmed
from such factors as reorganizations and
reassignments.
5 were considered at the normal semiannual reviews,
but actual promotions were deferred in order to
maintain consistency with other panel actions or
to see the results of a particular assignment.
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SUBJECT: Out-of-Cycle Promotions, Round II
4. We continue to believe that Career Panels should have the managerial
flexibility to fine-tune promotions to management needs. Particularly at the
lower grade levels, the six-month cycle is simply too lumpy. We use a six-
month minimum TIG for GS-04, 5, and 6 secretaries and GS-08 and 9 professional/
technicals; the requirement to promote "on-cycle" means that the alternatives
to the minimum are double or triple. The introduction of the GSB-07 level for
secretaries has introduced another anomaly. The TIG minimum promulgated by OP
is 9 months but the "on-cycle" criterion gives a panel a choice of 5 or 11
months for an outstanding candidate.
5. Because you saw the issue as one of validity and fairness, I have
addressed it above in those terms. But it seems to me that a decision in
favor of promoting individuals out of cycle at the lower and middle leve Ts can
and should be left to the panels we invest with power to promote them "on-
cycle." I think the issue is whether or not all individuals are considered at
the same time, not whether they are promoted at the same time. Other
Directorates may, however, feel differently. I repeat, therefore, my earlier
proposal that you approve a new policy--including, this time, an explicit
requirement on panel consideration:
On the recommendation of the Career Service Panel, Heads of
Career Services may approve out-of-cycle promotions. Panels
will continue to evaluate and rank all personnel at each
grade level at least annually.
The provision for annual evaluation and ranking is intended to allow for
procedures in other parts of the Agency; in the DI we would continue to
require semiannual evaluation and ranking.
6. When all is said and done, it seems to us that there is something
askew in saying that promotion of a GS-08 in July, rather than April or
October, requires the approval of a Deputy Director and the Director of
Personnel. Bob Magee may, however, have a different view; I am sending him a
STAT
Attachments:
A - Memo to Ex Di r dtd 30 Aug 85
B - 14 June 84 policy approval
C - Most recent out-of-cycle promotions
cc: D/Pers
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STAT
SUBJECT: Out-of-Cycle Promotions, Round II
Distribution:
Original - Addressee
1 - Exec Reg w/o att
1 - D/Pers
1 - ADDI
1 - DDI Reg w/o att
1 - MPS/Personnel
1 - MPS Sub j File
1-MPSC ile
DI/MPS/HLBoatner:b(9 Oct 85)
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DDI-04371-85
3 0 AUG 1985
TO: Executive Director
FROM: Richard J. Kerr
Acting Deputy Director for Intelligence
SUBJECT: Out-of-Cycle Promotions
A little over a year a o, your predecessor as ExDir agreed to the
following policy statement ?see attachment):
On the recommendation of the Career
Service Panel and in recognition of
superior achievement, Heads of Career
Services may approve out-of-cycle promotions.
Implementing revisions in Headquarters and Field regulations are currently
being circulated for coordination.
2. We in the DI believe that limiting use of out-of-cycle promotions to
circumstances involving superior achievement is unduly restrictive and
deprives the heads of Career Services of desirable flexibility. We use the
out-of-cycle option sparingly--some 50 of 1200 promotions in the past year and
a half. When we do, we are as likely to delay a promotion a few months,
because of some concern over performance, as to promote faster than the
norm. This is, we believe, an appropriate exercise of management judgment and
prerogative.
3. We, therefore, recommend that you approve a new policy, so that it
can be incorporated in the revision of the regulation:
On the recommendation of the Career
Service Panel, Heads of Career Services
may approve out-of-cycle promotions.
c r
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4 -/o
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STAT
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STAT
SUBJECT: Out-of-Cycle Promotions
APPROVED:
Executive Director Date
DISAPPROVED:
cc : D/Personnel
3
Date
A-0 - C-Y /7
STAT
Dick - it seems to me that the more out of cycle
promotions there are, the less valid (and -
ultimately - fair) our panel process is. If
you can convince me otherwise, I'll change my
mind.
-STAT
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Distribution:
Original-Addressee
1-ADDI
1-DI Registry
1-Ex. Registry
1-Subject
1-Chrono
DI/MPS(H.Boatner:isa-29 August 1985)
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~`++~C11J VJL VL\L1 ~`_/ /J_/
DD A Revi.stry
T7/A
.!U?' 1 1 1984
MEMORANtU4 MR: Executive Director
VIA: Deputy Director for Administration
FROM: Robert W. Magee
Director of Personnel
SUBJDCT: Out-of-Cycle Promotions
1. Per our telephone conversation of 1 June 1984, I believe the
authority to approve out-of-cycle promotions under specific circumstances can
be delegated to the Heads of Career Services. It is recommended, therefore,
that you approve the following policy:
Cn the recommendation of the Career Service
Panel and in recognition of superior achieve-
ment, Heads of Career Services may approve
out-of-cycle promotions, up to and including
GS-11.
STAT
2. The Headquarters Regulation on PromotionsI has been revised
and is ready for publication. If you approve this new policy, it will be
incorporated immediately into the regulation.
Robert W. Magee
Tle- putt' Director for Administration
APPROVED:
/a/Charles A. Briggs
UN 1934
14 JUN 1.984
ILLEGIB
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 EXTENSION
FROM: Robert W. Magee
NO
DATE
TO: (Officer designation, room number, and
building)
DATE
OFFICER'S
COMMENTS (Number each comment to show from whom
RECEIVED
FORWARDED
INITIALS
to whom. Draw a line across column after each comment.)
t. Deputy Director for
Administration
1 3 J
'1 1j"d4
7D24, Headquarters
3. Deputy Director for
? t
7
Intelligence
7E44, Headquarters
oo, 't4
/>g
5.
Executive Registry
Coe
-STAT-
Executive Director
10. ----
11.
12. Director of Personnel
STAT
13.
14.
DCI
15. ----
E ; ~ C
PREVIOUS
)R
79m 610 USED PRE
79 1
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t]!A`r1LV1J11 11VL' - 1LV1L'1VVtU- uJL vLVLl -?~_ i \
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ROUTING AND RECORD SHEET
---STAT
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1 - Executive Registry
2 - DDA
1 - DDI
1 - D/OP
1 - P&PS
1 - DD/PA&E
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