NOTE TO (SANITIZED) FROM(SANITIZED)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81-00314R000300070016-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 4
• Document Creation Date: December 22, 2016
• Document Release Date: March 19, 2002
• Sequence Number: 16
• Publication Date: May 4, 1999
• Content Type: NOTES

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%ILLMLI 49
28 April 1971
I think I can best respond to your request for comments on your
proposed provisional employee fitness report control system if we
stand back for a moment and look at the problem from the standpoint
of exactly what it is we are trying to accomplish.
(a) Goal. To provide a review system which will insure that
career provisional employees are given ample time to improve their
performance, if necessary, in order to qualify for career appointment
and to provide for meaningful deliberation on the part of the sponsoring
component before a recommendation for conversion from career pro-
visional to career status is made.
(b) Current System. The system, as I understand it generally,
now operates in the following fashion. SRB periodically sends machine
listings with expiration dates to OP/SAS. OP/SAS sends memoranda
to the components of the employees on the list announcing the fact that
a career conversion decision is necessary. The component responds in
the affirmative and OP/SAS advises TRB to cut a personnel action.
Concurrently, fitness report requirements now provide for an
initial report at the 9 month point and annual reports thereafter. There-
fore, at the 33 month point, if the system is efficient, three fitness
reports would be on file for review by the component to assist in its
career conversion determination.
(c) Proposed Changes in the System. SPD now reviews all fitness
reports on all employees. While we are commencing on 1 May a three
year follow-up interview concept, first in the DDS&T followed by other
areas, I do not see this as automatically or necessarily involving us in
the career provisional to career appointment conversion judgment. If
tt Director of Personnel wanted to transfer responsibility for monitoring
this element of an employee's development from OP/SAS to SPD we could
very easily absorb the function_ That however, is a question which has
not been asked or raised to my knowledge. It seems to me that the current
fitness report system is adequate to provide an indication of the employee's
performance during and before the completion of his first three years. It
seems to me that the OP/SAS monitoring of the conversion factor is
adequate. It seems to me that if SRB could insure accurate and timely
transmittal of the machine listings to OP/SAS, the current major weakness
in the system could be resolved.
C SPD
c EI
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20 April 1971
Provisional Employee Fitness Report Control
System
The following steps should be taken by the offices concerned
to ensure proper control and monitoring of the provisional employee
Fitness Reporting system:
1. Using the current Fitness Report control roster
(184), SRB will re-program to incorporate two additions.
(1) The inclusion of two more reporting periods of 24
and 33 months and (2) a master control roster of only those
employees in provisional status on whom Fitness Reports
are due to be used by SPD and SAS in monitoring the system.
2. The monthly TRB distribution of the Fitness Report
control roster (184)'will remain the same. Each office will
receive a roster notifying them of the Fitness Report due
dates, type of report (Initial, 24 month, 33 month,, or ~r.n a:
on assigned staff employees. Advance notice of 3 months wiles.
be .given to ensure timely preparation of these reports.
3. The Fitness Report form 45 will be a different color
for each reporting category: Initial (9 months) - blue;
24 months and 33 months - pink; and, annual - white. This
is to aid in deciding the correct channels of distributior.
and to emphasize the distinction between the trial period and
career provisional and career employee status.
4. All prepared Fitness Reports will be sent to TRB's
Fitness Report Control Unit as is the current practice.
5. TRB will log them in and through this exercise up-date
and purge the 184 data base.
6. At this point, instead of sending all Fitness Reports
to OP File Room for filing in the Official file, the coloreci
form 45's - blue and pink - will be forwarded to SPD.
7. The SPD placement officer will review the Fitness
Reports of all provisional employees assigned to his Directorate
to ensure that the employee is making satisfactory progress.
He will also interview those employees who are available in
Headquarters and discuss with them their performance and career
interests.
-? ~_ x
Z. 10
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8. Should the Fitness Report contain information that
would suggest to the reviewing placement officer that the
provisional employee's performance is below the desired level,
SPD will discuss the report with appropriate operating and
career service officials to determine appropriate action.
9. This lead time and periodic monitoring of the
provisional employee performance should ensure that the
interested officials have sufficient time to counsel or take
remedial action while the employee is in the provisional
status period.
10. The 33 month, or final provisional Fitness Report,
will contain specific recommendations by the employee's
supervisor and appropriate Career Service officials as to
whether the employee' should be converted to Career Employee
status. If the Career Service recommendation is favorable,
the FR will be accompanied. by an appropriate SF 1152.
.11. After completing the proper review channels the
provisional Fitness Reports are filed in chronological order
in the employee's Official OP file and remain part of his
permanent record of service.
Review Staff
cc: SRB/OP
TRB/OP
SAS/OP
SPD/OP
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