COMPETITIVE PROMOTIONS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-01826R000300090001-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 53
• Document Creation Date: December 14, 2016
• Document Release Date: October 15, 2002
• Sequence Number: 1
• Publication Date: December 1, 1962
• Content Type: REGULATION

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CAREER MANAGERENT STUDY
PROMOTIONS
rea
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CONFIDENTIAL 083%
DD/I NOTICE
No. 20-580-2/1
25X1 References:
25X1
lostoft*Bow
COMPETITIVI4I)
15 September 1961
DD/I N 20-580-2/1
1 December 1962
1. Each Career Service in the DD/I area (I, 00, and OCR) will
comprise the basic competitive promotion area for promotion for members
of that service. However, separate areas of competition within the
00 and I Service are hereby established as follows:
a. 00 Career Service:
0/AD/0
Contacts,
b. I Career Service:
ORR
OCI
OSI
OBI
ONE
BPIC
0/DD/I
2. The Heads of the 00 and OCR Career Services and the Heads of
offices listed in Para. lb. are authorized to establish further sub-
areas of competition with the approval of the DD/I.
3. Responsibilities set forth in Headquarters Regulatioi
are hereby delegated by the Head of the I Career Service to the Office
Heads listed in para. lb. above.
CONFIDENTIAL
I Ado?
otiax'
-
25X1A
GROUP 1
Excluded from automatic
downgrading and
declassification
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CONF1DENTIAC
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4. Office Heads in para. lb. above are furtr uthqrized to
propose Personal Rank Assignment per para. C. of I I It will 25X1A
be the policy of the DD/I area to keep Personal Rank Assignments to
a minimum.
5. Each competitive area will make its annual evaluation review
.of each grade level, in accordance with the schedule set forth in
25X1A I I. This will not prevent any competitive area from
conducting more than one review a year.
6. Individuals assigned to one area of competition but possessing,
career designations of another area will be evaluated by the Career
Service or Panel to which they belong although this Career Service
should, of course, seek evaluation from the area to which the individual
is currently assigned.
7. Individuals assigned overseas oron detail or training assign-
ment away from headquarters will be reviewed in the area of competition
which their Service designation would normally place them at Headquarters.
8. DD/I Notice 20-110-3, dated 17 November 1954 (reissued
1 December 1962 as DD/I Notice 20-110-3/1) setting forth procedures for
the approval of personnel actions willremain in. effect.
25X1A9A
. RAY'S. CLINE
Deputy Director (Intelligence)
CONFIDENTIAL
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'DD/I N 20-5130(-2
Vay 14
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Rescission% PWI N 20-580-101& FebruarY 1957
'oefe'rences; CIA Rev)otion
1,, Each Career Servtce in tho alAcia (4 00, and OCR) l',171:1
comprise the baaic c6mplatiti.ve, promotion arta for protion foro
thalt;service. Howeva..2%, scpacate areas of c=petition withAn t'fa
CO and I Cervice ere hereby established es foll.cms:
00 Career Service:
0/a/0
Contacts
b. I Career ryic? e:
013.0
OCI
OSI
? OBI
? ONE
PIC
,Ileada of the 00 and OCR Career Sprviees and.tho Hol
offices listed in Para-,',. 1 b.. 3C authorized to estallah .furthei,r
Areas of cemnetition vith tha"approval of
, .
0 risponsibilities set forth in CIiReguiefAenl I
i)s, (3)e (11), (5); (:.:e and 'am. hereby cleiegotod by' the ,.,
the'I\0aree4.7 Zeice to tho'Office Heads itsted
; a) t4 RDENTIMI
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de level?, in a ccorda nco 1r4th :the soliedlile ?set forth , ,i.rt
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4'' .0 f r )r, f....ondlictine, Iloro than one iriVriew a ye r9 '' ? ; - , : ,
? ,
.: 6, ? Inc/ ividua ls ass I.gned to one -area of dot:petition but por,se 42, in.,i; ?
, cziroor cies) gna tions of -:)nothe)- -area will, be' evalhated ,by the ,C,:aro,(er
zgervice or Pane.). to which t'ney belong altheUg,11'. this , Career :..er--./ic s holAld,
...? , , .
, of course4. se.k evaItiation frora, the area ,to which: the individ11,41,
. , - ? .
' cnIr.nt.,.1Y..,r's,,tigried=, ' ' .. ? . ;....' ': r; ; --,'?'.- , ' ,- .-,:'? ? ,,- ''' , - ,
?,'?',',7-.- ..11'iiivicii.ta1s assigned .dverseas. or , on, detail, or training a es
..`;rient 'aiiiny.frolii headqklarters 1,i2,1 1)e reviewed, in the area of competi tion
?w!lich . their ,t5ervite designation 'would nerai,114 place them' at Hee dqua rtAre.
Diyx Notice, 20--11.0-5,0, da ti-.d, 1;7 tiovemlier 19511-, settini?, forth
rocedtties'-fOri.the approval of rprcsonnel :actions ? '411 reein
,. ill",, effect!,
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E T
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4 June 1959
PHOTOGRAPHIC INTRMLIGELICE CENTER
PROCEDURES OF
THE PHOTOGRAPHIC INTELLIGENCE CAREER SERVICE BOARD
e4
PERSONNEL
1Y/
25X1
FOREWORD
1. PIC Regulation 20-110, dated 26 November 1958, established the organization,
responsibilities and functions of the Photographic Intelligence Career Service
Board.
.2. It is the responsibility, of the Board to advise the Director, PIC, on personnel
management matters and to monitor the application and functioning of the CIA
Personnel Program at it applies to the members of the Photographic Intelligence
Career Service.
3. This Handbook seta forth the procedures by which the Board will carry out its
responsibilities and accomplish its functions.
DISTRIBUTION:
25X1
A..C. LUNDAHL
Director
Photographic Intelligence Center
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PHOTOGRAPHIC INTMLIGENCE CENTER
4 June 1959'
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PERSONNEL
PROCEDURES OF
THE phofOGRAPHIC INTELLIGENCE CAREER SERVICE BOARD
1. Career Staff Membership
a. Applications for membership in the CIA Career Staff will be received in PIC
by the Administrative Staff and forwarded to the individual concerned via
normal supervisory channels.
b. Signed applications will be returned via the Division or Staff Chief who will
prepare a memorandum to the Chairman, PICSB, recommending the individual forT
Category A (accepted), Category B (deferred) or Category C (not accepted).
c. The application and the memorandum will be forwarded to the Secretary, PICSB,
who will place it on the Agenda of the next meeting of the Board.
d. The Board will further review the application and recommend that he be placed
in Category A, B, or C.
e. The Secretary, PICSB, will forward the recommendation of the Board through
the Chairman to the DIR/PIC for approval or disapproval.
f. Individuals approved for Career Staff status will be advised by a Notification
of Membership. This document will be received in PIC by the Administrative
Staff, which will forward it to the Chairman, PICSB, and. will notify the
Division or Staff Chief that it has been received. The Chairman will present
the Notification to the individual who will acknowledge receipt by endorse-
ment. The document will be returned to the Administrative Staff where it
will be forwarded to the Office of Personnel for filing in the individual's
official Personnel File.
2. Reassignments
a. APIC employee who wishes to be reassigned within PIC will forward his
request through normal supervisory channels to the Secretary, PICSB. The
Division or Staff Chief concerned will prepare an accompanying recommendation
to the Board and the Board will act upon the request. After approval by the
DIR/PIC of the Board action, the employee will be notified by his Division or
Staff Chief of the action taken. An employee has the option of forwarding a
confidential request directly to the Chairman or DIR/PIC if he so desires.
b. A PIC employee who wishes to seek reassignment outside of the DD/I area will
forward his request by memorandum to the Secretary, PICSB. The memorandum
should be addressed to the Chairman, PICSB, and _should state the reason for
requesting a transfer and the type of position desired. The Secretary will
notify the Chairmanand the employee's supervisor of the request and take the
necessary action to have the employee's personnel file reviewed within the
Agency. The Board will be notified of this action at its next regular meeting
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3. PIC Vacancies
a. When a vacancy exists in a PIC component, grade GS-13 and below, the
supervisor concerned will prepare a draft Vacancy Notice and forward
it to the Administrative Staff through supervisory channels. The
Administrative Staff will prepare the Notice in the appropriate
form, send it to the Chairman for approval, reproduce it, and distribute
it to all PIC and DD/I components. Professional vacancies, GS-9 and
below, and clerical vacancies, GS-6 and below, are not required to be
circulated outside of PIC, but may be circulated at the discretion of
the Chairman, PICSB.
b. As applications are received from outside PIC, the Administrative Staff
will forward them to the supervisor concerned and will procure
personnel files. The Administrative Staff will request necessary
clearances from the Security Staff and will arrange applicant interviews.
c. PIC employees who wish to apply for PIC vacancies will forward their
applications through supervisory channels to the Administrative Staff.
The Administrative Staff will forward the application together with
the personnel file to the component haying the vacancy. An employee
may have the option of forwarding an application directly to the
Secretary of the Board if he so desires. In this event, the Secretary
will notify the Division or Staff Chief concerned of the receipt of
the application and will forward it to the component having the vacancy.
All applications for PIC vacancies from PIC Employees will be acted
upon by the Board.
d. After each interview or review of the persornel file, the supervisor
will prepare comments on the application forms and return them to the
Administrative Staff. The interview comments should include an
evaluation of the applicant's qualifications in relation to the
qualifications required for the vacant position and a recommendation
as to who should fill the position.
e. When all applicants have been considered, the Secretary will place the
case on the Agenda of the next meeting of PICSB.
f. The Board will review the applications and the recommendation of the
supervisor and will recommend the nominee for the position.
The Secretary will forward the recommendation of the Board through
the Chairman to the DIR/PIC for final approval.
h. If the supervisor determines that non_l. of the applicants are qualified
for the position, he may recommend that recruitment action be initiated
to hire a person outside of the Agency.
g.
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i. If recruitment action is approved, the Administrative Staff will obtain
applicant files for the Division or Staff concerned, who will recommend
to the Board a person to be placed in process.
j. After approval by the Board and DIR/PIC, the Administrative Staff will
take the necessary action to initiate processing.
4. Nominations for other DD/I Notices
a. A PIC employee who wishes to be considered for a vacancy outside of PIC,
advertised through the DD/I Vacancy Notice Procedure, will fill out a
Nomination for Vacancy form and forward it to the Secretary, PICSB, through
normal supervisory channels.
b. The Secretary will review the application to determine whether or not
the employee has the requisite qualifications and will forward to the
Chairman for approval or disapproval.
.c. If the nomination is approved, the Administrative Staff will forward
the application to the DD/I component concerned and will make available
to that component the employee's personnel file.
If the nomination is disapproved, the Secretary will notify the
Division or Staff Chief concerned of this action and the reason it was
taken. No applications will be disapproved for any reason other than
lack of qpalifications- In cases of doubt, judgment will be weighted
in favor of the employee.
e. The Secretary will notify the Board of all actions taken on nominations
for DD/I vacancies at its next regular meeting.
Promotions
a. ,All members of the Photographic Intelligence Career Service in grade
GS-9 and above will be competitively evaluated at least once a year.
Employees in grades GS-8 and below maybe competitively evaluated at
the discretion of the Board.
b. .Competitive evaluation of employees in grades GS-9 and above will be
accomplished in accordance with the following schedules:
GRADES DATE
(Quarters Beginning)
GS-9 through GS-11 January
GS-12 through GS-13 April
GS-14 and above July
All individuals eligible for consideration for promotion in terms of
time in grade at the time of evaluation and those who will became
eligible for consideration during the subsequent year will be considered
competitikely. Promotion actions will be initiated immediately. or may
be deferred at the discretion of the employee's supervisor.
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d. Division and Staff Chiefs who propose to submit promotion recommenda-
tions to the Board will notify the Secretary of the names of the
Individuals concerned for inclusion on the agenda of the next meeting.
e. These names will be listed under a separate agenda item entitled
."Proposed Promotions."
f. .At the next meeting of the Board, copies of the memorandum recommending
promotion will be distributed to each member.
.At the following meeting the Board will the recommendation and
recommend that it be approved, disapproved, or deferred.
h. The recommendation will be recorded in the Minutes of the meeting
and forwarded to the DIR/PIC0 for approval, disapproval, or other
action as he deems necessary.
25X1
g.
1. Promotion memoranda in an original and1 six copies will be addressed
to the DIR/FIC, through the Secretary, PICSB, and should contain:
Ok/rm,7/Cre
(1) Name of individual
(2) Position title and present assignment
(3) Present grade, time in grade, and time in Agency
1.i Brief statement of education and training
53 Brief statement of experience
(6) Justification for promotion, including ,substantive
competence, development potential, comparative
achievement, maturity, judgment, etc.
6. Awards
a. Nominations for Honor Awards may be initiatekby any PIC employee by
the submission of Form No, 600, Recommendation for Honor Awards. Copies
of Form No. 600 may be obtained from the Administrative Staff.
b. Nominations will be transmitted through supervisory channels to the
Secretary, PICSB? who will place it on the Agenda of the next meeting
of the Boarth
c. The Board -will review the Nomination and recommend to the DIR/PIC that
the nomination be either forwarded Or disapproved.
d. The action of the Board will be recorded in the Minutes of the Meeting
and forwarded to the DIR/PIC together with the nomination for approval
or disapproval.
e. If the DIR/PIC approved the Nomination, it will be forwarded with endorse-
ment to the Chairman, Honor Awards Board, through the .DD/I, for further
consideration.
f. If the Nomination is not favorably considered, a report will be forwarded
to the Division or Staff chief concerned, who will notify the individuals
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7. Training
a. Requests for training, internal and eternal, will be initiated by the
Division or Staffs concerned and forwarded to the Chief, Administrative
Staff.
b. Requests for internal training involving after-hours training, part-time
training and full-time training not exceeding one month will be acted
upon by the Chief, Administrative Staff.
If the number of PIC applicants for training exceeds an assigned quota,
the Administrative Staff will forward the list of candidates to the
Executive Officer for selection of the individuals to attend.
d. Requests for internal training for periods exceeding one month will be
referred to the Executive Officer for approval or disapproval.
e..All requests for external training will be forwarded through the
Executive Officer for approval or disapproval by the DIR/PIC.
f. .At each meeting of the Board the Secretary will make an announcement
of trainingrequests approved since the last meeting of the Board.
5
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2 5 JUL l'JO1/4,1
EEMORANDMX FOR; Assistant for Operations, NFIC
SUJ3JECT: Establishmnt of Promotion Standards
1. At a special meeting of the Photographic intelligence Career
Service Board on 2 May 1963, Board meMbers considered the matter of es-
tablishing minimum standards of "time in grade" and "time in position"
for promotions at all gade levels. Unanimous agreement vas reached on
the following minimum standards with the proviso that exceptions could
be processed if satisfactorily justified by the sponsor to the Career
Service Board:
Grades
.....4?1????????????
Time, in Grade Time in Position
GS-03 through 03-10 6 months 6 raanthz
GS-11 and 013-12 .12 Tronths 6 months
03-13 18.months. 6 months
GS-14 24 months. 6 mentis
2. The recommended standards have been apDroved by the nead of
the Photographic Intelligence Career Service and are now in effect.
You are encouraged to -enelme that appropriate supervisory personnel
in your components use them as guidelines.
Chairman
Photographic Intelligence Career Service Board
Distribution:
Original & 1 - Addressee
2 - 0/Dir/NPIC
2 - PB/AS/NPIC
2 6X1A9A pB/As/Npic/
(24 July 1963) ,
\' \;\
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IsZo`k
1DENTIAL
19 June 1964
4. Recommendations for Promotion:
The promotion recommendations on the following employees were
distributed earlier and after consideration by Board members, approval
was recommended:
5. Proposed External Training--
CSD/Ref GS-11 to GS-12 TAB D
PD/GAB GS-07 to GS-08 . TAB E
CSD/RB GS-07 to GS-08 ' TAB F
PSD/ICB GS-06 to GS-07 TAB G
CSD/Ref GS-06 to GS-07 TAB H
PSD/ICB GS-06 to GS-07 TAB I
25X1A9A
Board membes cornurrrd in the recommendation for external training
as proposed for The formal papers regarding this proposal were
turned over to t e airman. The Chairman requested a short paper listing
details involved in Agency-sponsored external training.
6. Discussion of Replacement for Chief, Publications Division:
The Chairman explained to Board members that he felt it desirable to
get their opinion on a successor for Mr. c7-71who has been reassigned 25X1A9A
from the position of Chief, Publications ivision to that of Chief,
Management Services Staff. He pointed out that while the selection of
senior-supervisor personnel in the Center was clearly the right of the
Director, NPIC, that views and opinions of Career Board members could be
most helpful and would be taken into consideration. Mr. Iwas 25X1A9A
requested to give his views on the appropriate selection ior sehior posi-
tions in PD and Board members then discussed these nominations and considered
25X1A9A other possibilities as well. advised the Board that their views
would be considered and passed to Mr. Lundahl along with his own.
7. Discussion:
The Chairman expressed real concern about the problem of making use
of the opinions and judgments surfaced on personnel at Career Board
meetings to convince individual employees of the necessity to adjust and
remedy habits and attitudes in order to insure their continued progress.
He emphasized that this was the responsibility of the senior supervisors
in the Center. The Chairman proposes at an early meeting to discuss
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19 June 1964
methods for applying such information as a correction measure. He made
it clear he believes the initiative in these matters should come from the
supervisor of the employee in question.
Executiv cretary
The recommendations as outlined in the foregoing Minutes are hereby
approved.
Chairman
Photographic Intelligence
Career Service Board
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1 August 1960 PHOTOGRAPHIC INTELLIGENCE CENTER
5. Promotions
A.U. recommendations for promotions to grades GS-14 and below will
be reviewed by the Board. Recommendations for promotions to grades
GS-14 and GS-15 will be forwarded to the Intelligence Career Service
Board for final approval.
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CENTRAL INTELLIGENCE AGENCY
OFFICE OF CENTRAL REFERENCE
CAREER SEL VICE GUIDELINES
CONTENTS
1.
2,
3.
General
Fitness Reports
A. Preparation
B. Rating and Reviewing Officers
Promotions and In-Grade Raises
Page
1
. 1
1
3
4
A.
Promotion Zones
I/
B.
C.
Promotion Qualifications
In-Grade Raises
4
5
D.
Quality Step Increases
5
E.
Promotion Actions
5
4.
Recruitment and Selection
5
A.
Entrance-on-Duty Grades
5
B.
Probationary Period
6
C.
Vacancies, Application and Selection
6
D.
OCR Career Service Board
7
5.
Levels of Supervision
8
22 June 1964
40).e0
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CENTRAL INTELLIGENCE AGENCY
OFFICE OF CENTRAL REFERENCE
CAREER SERVICE GUIDELINES
REFERENCES: A. Form 43 4-62), Fitness Report and Directions for
orm 45, pp. 1 & 2
B. ness Report, Revised 20 June 1963
C. Fitness Report Guide, and DDCI's
emoran um attached thereto. 10 ()tober 1963
D. CR 20-580-4, Promotion Guidelines, 15 March 1963
1. General
The purpose of these guidelines is to provide assistance in the uniform
and objective application of the foregoing references within OCR and to clarify
the procedures to be followed in preparing and reviewing Fitness Reports,
recommending promotions, and in handling a variety of personnel actions.
2. F'itt_ ae_si...R.sarts
A. Preparation
a. Each Fitness Report should be prepared with great care and
objectivity to make sure that the evaluations are as meaningful as possible in
support of career planning or other actions affecting the employee being rated.
The rater should have frequent discussions throughout the year with those
employees he rates, in order to acquaint them frankly and forthrightly with his
evaluation of how they are doing and what they should do to improve. He should
not confine himself to the annual Fitness Report for this purpose. He should not
shirk from acquainting them throughout the year with both their strengths and
weaknesses ? commending them for the former and guiding and assisting them
to improve the latter. The Fitness Report should not record deficiencies not
previously identified to the employee. In this way the employee is given ample
opportunity to take any corrective action that may be indicated.
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b. The definition of each adjectival rating is given in Section B
of the Fitness Report and explained further in the directions attached thereto.
states that "in practice 'Proficient'has come to represent the
'average' on our rating scale; it is therefore appropriate to adopt it as such
in order to promote uniformity..." A review of OCR practice through 1963
reveals that this Office has in fact been using the rating in this way, applying
it to almost 60% of the persons rated. In general, therefore, no change from
present practice is required. Division Chiefs should examine their records to
insure continued compliance with this established norm. The following additional
guidance is provided for the other four ratings:
(1) "Weak" should be reserved for cases of a sufficiently
critical nature as to require administrative :teflon such as probation, reassignment,
or separation. Early diagnosis of the employee's deficiencies should be made
and corrective action taken and made a matter of record. The reviewing
official should be consulted in advance when a supervisor plans to assign this
rating.
(2) "Adequate" should describe performance which deserves
closer supervisory attention In the form of encouragement, on-the-job
instruction. adjustment ,of duties, further training and like. An "adequate"
rating would usually preclude in-grade raises, promotion, travel, external
training or similar recognition. Each case, however, should be considered on
its merits.
(3) The fridividual receiving a "strong" rating demonstrates
a thorough command of his job, contributes in an imaginative manner to the
development of the programs of his office, and exhibits a variety of superior
strengths of intellect, personality, and performance that clearly distinguish him
from "proficient" performers.
(4) A rating of "outstanding" indicates that an individual is
truly exceptional in the breadth and strenght of his talents, the consistently
high quality of their application, the ability to think constructively about the
system in which he operates and to implement modifications that stand up under
practical test, and, finally, in his demonstration of a concrete commitment
to his assigneeent and of leadership its his day-to-day relations with the other
members of his operating team. An over-all rating of "outstanding" should
take into account not only performance of specific duties but everything about
an employee which influences his effectiveness on the job. The intention to
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award such an over-ail rating shall be discussed with the reviewing official
before the fhial preparation of the Fitneee Reportein the case of GS-12's and
above the proposed rating shall be referred in advance to the AD/CR.
Outstanding einployees should be consideredfor special recognition such as
quality step increases, accelerated promotions, meritorious awards and the like.
c. Raters should give stasecial attention to the narrative section of
the report and paint a picture of the important characteristics of the employee
. and of the manner in which he goes about accomplishing his Joh. In this section,
they should refrain from elaborating on what his job is, but rather emphasize
how he does it.
d. Reviewers should refrain from altering a Fitne.ss Report or
getting a rater to alter one. They should endeavor through their comments to
provide, as necessary, a counterbalance to ratings by "strict" or "easy" raters.
Raters should be encouraged to discuss reports in draft form with the reviewer.
especially 5.n problem cases. They are required to do so, as stated above, where
they plan to award over-all "outstanding" or "weak" ratings. Although it is not
intended that, as a general practice, a Fitness,'Reportne SILOWIl to the employee
after it .has been reviewed, there are certain situations in which a reviewing ?
official may. elect to convey the substance of his continents to the person being
evaluated and also to the rating official. For example, in cases of substantial
clieagreement between the rater and the reviewer, the latter may discuss the
evaluation with the employee and rater and .should state on the report form
whether or not he has done .so. Reviewing officials may also wish to discuss
their remarks in cases of special commendation or warning. When in doubt,
it is suggested that the matter be taken up in advance with the reviewer's
supervisor.
e. A rater should not confuse, by comparative evaluation, people
doing a similar job who have different grades. Thus a trainee at grade 6 should be
rated as .a 6 in coMparison with all other 6's known to the rater and against -
what is expected of a 6 and not of a grade 7 or hi?gher grade.
B. inatija and Review-1hr Officers
a. In general; Fitness Reports in OCE.esill not be prepared by
parsons below the Section Chief 'level, nor reviewed by persons below Branch
Chief level. Reports on Section Chl.efs will be prepared by Branch Chiefs and
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be reviewed by Division Chiefs. Reports on Branch Chiefs will be prepared by
the Division Chief s. Any proposed exceptions to this pattern shall be submitted
to the Career Board for approval.
b. The Ausistant Director will review and sign Fitness Reports
prepared by Division and Staff Chiefs on Deputy Division Chiefs. Branch. Chiefs,
and other GS-14's or GS-15's. Completed reports on GS-13's or others selected
for special career planning will alscpbe routed to him for noting.
c. The Deputy Assistant Director will review and sign all other
reports prepared by Division and Staff Chiefs on GS-13's and below.
d. All completed reports for GS-12's and higher, not otherwise
specified above, will be routed to the DAD and AD for noting.
3. Promotions and In-Grade Raises
A. Promotion Zones
All promotions will be made on the basis of individual merit as
reflected in sustained performance on the job. Wpervisors should avoid automatic
action to promote at specified interv&s. The following time-in-grade minimums
are, therefore, provided only as general guidelines; they merely represent the
normal time at which an employee may enter the zone of consideration for promotion.
Grade
1 thru 7
7 Ciro 11
11 to 12
12 to 13
13 to 14
14 to 15
B. Promotion Qualifications
_Months
6
12
18
24
30
36
Since evaluations of performance vary in their degree of
objectivity and are reflections of the standards of the rater as well as the
rated, it is important that each case be considered on its merits. For general
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guidance, ,it, is proposed that only employees with over-all ratirzs of "Proficient"'
or h?:?,,gber be Considered for promotion to grades through GS-9 td those with
".5:rong" or liTgher fo?r prOmotiou to GS-10 or above. "&roalg" sand "Outaiaocling"
employees May ,be considered for ar,weleration to grades through GS-9; only
"Outstandiv" eroployeas, to grade GS-10 :Tad iger0 ustification should -
fp:yea for all accelerated promgicas and for tho promotion of "Proficient"
eraployeeS to Grades 10 and tbove. I,Tonally, an employee must Lave
formed the duties of a 11,3W position for 'a lea v; six months before ho may be
constdered for S.1romotion. Under no cirenzast:tneesi shall a recomracmdatlon
.for promotion be ensconced by the superviaorOs) with the individual so ?
reconinsencled.
C. la-Grade /131ms
In-grade rais.bs should be withhel:d from all employees who ka,vo:-.
recoyive-A 'fl,kiefy.'Y," ratings, and usually from those who have recelvecl "AdertuaC:c"
rat:-4e, until such, time as the deficiencies have been rectified.
D. litcreaeo
Quality stop increases sherald be considered as special recognition
and some "Strong" emplo5reen who have maintained a censhitently
!high standard of performance over an extended period. Nornineen should usually be
pFfriiona who have not been recently promoted gnel who are not likely to be promoted
in t:1-.;* rear future.
E, Promotion.
An recommendation5 l'or promotion, quality step increases and
sturaifiant pereonnel actions will be presented to the OCR Career
Sore 'Board, through the.: Mier. Aduilnistrative
?
4.
rt,?orpilaten.t. and F/s.lcopon
A ? EnSralRe-on-poly CraAet
a. Although the assIg,ament of EO D grades must be related to the
eirCUraztanoes of each ce atd coasiderable flexibility must be nl,aintained,
the RA/owing are suggeaed as a normal pattern: '
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Bachelor's degree
Master's degree
Doctor's degree
b. IL in addition, the applicant possesses exceptional qualificatiohs
such as proficiency in an Asiatic, Slavic, or other rare language, advanced
library or geographic training, or sizniticant area or writing specializa.tfee ,
one grade higher than the basic scaleeray be allowed. If an individual ha e 4c.her
important experience which is clearly related to the job for which he is beg -
hired, he may be given one grade higher than normal for each 9 months of such
experience. Thus, for example:
,
BA
4-
9
months pertinent experience -
GS-8
BA
-I
18
n et ,,
05-9
BA
4-
27
n ,,
GS-10
MA
+
9
e If It
GS-9
MA
+ 18
n e
GS-10
Grade 10 should be the maximum EGO grade except in unusual circumstances.
B. Probationasiod
It is the responsibility of the Division Chiefs to follow the development
of new employees during the probationary year and to require periodic repeets
on the quality of their work and their adjustment to the job. Incipient problems should
be identified and reported 4s early as possible and the Chief, Administrative
aaff, Should be informed. iPostoenement of such matters until the preparation of
e..lethtiaI iiitness ltport after nine months on duty may preclude the application
oi timely corrective measures. A potentially useful employee may thus Soiree
times be lost together with the considerable investment that hasalready been
Made in his recruitment and training.
C. Vacancielt_Application and Selection
a. VacanaIptices
(1) In accordance with DIX policy, vacancy notices will be
issued for any professional vacancy in grades GS-11 or above and for any clerical
vacancies in grades GS-7 and above. Such notices will be distributed to other
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CONINIVOMMUNNIIIIMPL
-7 -
DWI offices as well as within OCR. In special cases where an acceptable CCR
candidate is not available, Division Chiefs may elect to circulate notices of
professional vacancies below grade GS-11 outside OCR. Vacancies in clerical
positions below GS-'7 will be advertised only within OCR.
(2) Vacancy notices will usually carry a deadline date for
applications three weeks from the date of issuance when distributed outside
OCR, two weeks when distributed only within OCR.
b. "Application
(I) OCR applicants for :vacancies in other offices will forward
their applications through their supervisors to the OCR Administrative Staff for
noting, forwarding and follow-up.
(2) Applicants for vacancies within OCR should notify the OCR ?
Administrative Staff through their supervisors that they wish to be considered.
C. Selection
(I) The basic aim of the foregoing announcement and application
plrocedure is to select the best-qualified available and interested candidate for
each job.
(2) The Division having a vacancy will be responsible for the
initial review of the applications, and for interviewing the candidates, where
eeplieable. The Chief, Administrative Staff will provide any necessary support
.1?. el advice to the Division Chief during the application period, including the
errposal of possible candidates. The Division will present its findings and
reeommendations, through the Chief, Administrative Staff, to the OCR Career
Service Board.
D. OCR Career Service Board
The OCR Career Service Board will consist of the following:
Assistant Director, Chairman
Deputy Assistant Director
Executive Assistant
Two Division Chief s (for one-year terms)
Chief, Administrative Staff, SecreIlm
000111111111114110iimikikop
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The Board will serve in an advisory capacity and make recommendations to
the Assistant Director. Divisions having cases before the Board may be invited
to provide eprt sentatives as needed.
5. Levels oifilittem./121on
A. It is essential for good management that lines of responsibility
be clearly established and maintained and that communication between all
levels be facilitated. Excessive proliferation of supervisory responeibEities
should be avoided; fragmentation may lead to cumbersome administrative
arrangemeeis and costly duplication of effort. An employee must not feel that
he is so ler removed from contact with responsible senior supervisors that his
performate? is not observed and evaluated and his career interests are i2Ot being
carefully considered.
B. Although it is necessary to set up many operations on a unit basis
for the accomplishment of certain well-defined tasks, it is not the policy of this
office to delegate certain responsibilities of supervision and guidance beyond
the Section Chief level. These include the preparation of Fitness Reports, the
approval of leave, initiation of promotion actions, reprimands for unauthorized
absence, assignment of overtime, interviews on deficient performance, and the
like. The Section Chief may wish to consult the Unit Chiefs on these and similar
matters but may not delegate these responsibilities. The Unit Chief's functions
are limited to the guidance of his unit in its day-to-day operations, completing
scheduled assignments, and providing technical advice and direction. He is
expected te be a full working member of his unit with a minimum of time allocated
to supervieeay activities. Any exceptions to this policy must be approved by the
Assistant Director.
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t43X! .
STAT
ENTRAL II1T2,LLIGEITC AGEITC,/
03PPICEcP01723:11at 3im,
irsamrt woratounerronn*ranorlann
.:c1T..oma:yscear):DEL.t5IIls
Ct 20-''
12
1.Iowin3 gc,:fislej.ines ohc.nla cli.olOyed by Divioi;11
"St afe.0 'ken enbmitt,Ing2C. .4O2G gov :o .o: ?Llac.-.
OCR Caz:oer
)OL.
.1.Recorio.m. 0.ono prozletion. will be onteriTaInclfi
:t:ho Stsf..? otins hela on the filIat 'pay cl,ny cach
. .
tho 11,7.71aons3 Ora Stafgs
recoil:ea iri-thE:4"1Zi7d71:1CtratiVe Otake by close oi
. , ?
. : . . ?
iatb. 123:04.-..oa.2.528
DIUtbraxar61:me,-In-i7:aac 'oggivenents to clx:alify Ocv
-
ept$54mutI0n promcs on 0as follows:
ra's 6 6 months
th
03-12 era 13
? b o thetatte-In,- ....x.^ecip,-.1..'eme-sy%
cast be a"; connaniz.-I).. by a Tirj:VOCri justt. trati011 -:1:r0T.Zt
thp Div-if:don or C-24.-,o;C:f tLo r
romotl.ola not, accoy,-0.2nI0it by a 'mitten Su> tifill.df,tion
nab be plocca on the 41.00ket.
nellort mut 11a-Te. been ilreparc.xl on atbi1t
.conald.cre0. :,11;:enntion 2pixith.,7,.
Aciri:LatTalt iretor
Central Ileffer,41,itce
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C, /T: ("Yi
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OCR NOTION:
Rescinds CD 20-530 dtd a Eay 514
PEUMOTIONTOLICY
o'
c`..s1-20-563-2
Y
Selec of an individual for a G3-5 throw)). C2-15 pos:T.t:7.en
made by the 00 Cal. - Svice Pco.rd the of
noticea- individuals .1.,ectea for a positq.on? the grade of .wl:Ch Is ILI.Lr
than the'grade of the .ina idml, 7.1.11 not be eli.able for yr=t-!.on
they hcxe proven their to afo?=1 at the hiGher level innd ha7J
otheraise copplied with .Agency -egulatIonG on ir.cor2ot1on. Hav:th thes
valifications,.- they may be Dromod to the uatle of the I:coil:loci for
they wore .seletedat the discret. of the Mvislon-nief
referral to. the. Board. Am individlml '110 frcils:to.Triorm
will be reassisned by the Carer ioerL
? Assis TLt Di:vector
Ceatre1e'Pe-renc(1
r\110_,M (0-4
,-57/1.b12
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25X
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Next 2 Page(s) In Document Exempt
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5 April 1963
OFFICE OF RESEARCH AND REPORTS
Office Regulation 20-58
ORR PROMOTION POLICIES AND PROCEDURES
PERSONNEL
REFERENCES: (1) Headquarters Regulation dated
15 September 1961
(2) DD/I Notice 20-580-2/1, dated 1 December 1962
RESCISSION: ORP. Regulation 20-58, dated 17 March 1959----
I. PURPOSE
This regulation prescribes ORB policies, assigns responsi-
bilities, and outlines procedures for promotions up to grade
GS-15, and for within-grade increases for personnel at all grades.
II. POLICY
A. The promotion of employees within the IR Career
Cervice will be based essentially upon their performance, demon-
strated abilities, and potential, which will be evaluated
periodically in competition with other ORB employees of equivalent
grade within certain areas of competition. All ORB personnel will
be considered periodically for promotion, normally annually, but
in any event no less frequently than at the time of eligibility
for their within-grade increases.
B. The evaluation of employee performance, demonstrated
abilities, and potential for promotion purposes will involve
consideration and analysis of the following:
1. Performance
The individual must have demonstrated conspicuously
better than satisfactory work performance on a sustained
basis in his present grade and the ability to perform
satisfactorily at the level of responsibility for the grade
to which promotion is being considered. This normally would
include a period of assignment to duties of a higher grade
1- 6'3 GROUP 1
Excluded from automatic down,,
radin and declassification
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Office Regulation 20-58
PERSO7rEL
B. Competitive Evaluation Panels will be established, each
consisting of at least three senior supervisory members of the
CIA Career Staff, from the organizational units comprising the
Competitive Area. The Panel members will be nominated by the
cenior Competitive Area supervisor and appointed by the Head of
the IR Career Service for one-year terms on a calendar year basis
(January 1 - December 31).
C. A chairman for each Competitive Evaluation Panel will
be appointed by the senior Competitive Area supervisor. The
Chairman will call meetings of the Panel as often as may be
necessary to develop and maintain promotion lists on a current
basis.
IV. RESPONSIBILITIES AND FUNCTIONS
A. Supervisor (Branch Chief or higher as ampropriate)
1. Periodically considers and evaluates employees
under his supervision for promotion it conformance with
Paragraph II above.
2. Approves or disapproves within..grade increases
for employees under his supervision, and returns the
Form 560 through the command channel to the Chief,
Administrative Staff.,
3. Initiates promotion actions on'employees under
his supervision, if judged appropriate, in conformance
with Paragraph V below.
B. Division Chief
1. Submits through channels, at the request of the
Head of the IR Career Service a list of anticipated
promotion actions within his division for the coming
fiscal year.
2. Endorses or disapProves promotion actions initiated
within his division.
3. Notes action taken by supervisors under his
jurisdiction on-within-grade increases for eligible
employees.
3
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300090001-3
Office Regulation 20-58
21T,SONNEL
than those of the individual's current grade. Other pertinent
evidence pertaining to performance of assigned duties and
responsibilities will also be considered. (Solely satisfactory
performance at an acceptable level of competence by the individual
at his current grade level is recognized through the granting of
a within-grade increase upon completion of a prescribed waiting
period, and not through promotion to a higher grade.)
-2& Personal Qualifications
a, Maturity and judgment.
b. Substantive competence.
c. Development potential.
d. Evidence of effort to increase competency
by additional training.
e, Leadership, in terms of effective management,
direction, and supervision, when appropriate to the
position,
C. Except as provided under Paragraph c of Headquarters
Regulation a. prerequisite to any recommendation for
promotion ii 4 the availability, on the proposed effective
date of the promotion, of a suitable vacancy at the higher
grade,
III. COMPETITIVE EVALUATION AREAS AND PANELS
A, Competitive Areas for purposes of competitive evalu-
ation of individual Qualifications for promotion of employees in
the grades GS-9 through GS-14 are established as follows:*
Competitive Area No, I: OAD and OAD Staffs
Com-..)etitive Area No, 2: Economic Research Area
Competitive Area No. 3: Geographic Research Area
Individuals in overseas assignments, full-time training status,
or rotation-loan or detail status normally will remain within
the Competitive Promotion Area to which they were assigned
immediately prior to such assignment.
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4111111111.111111111111101W'
5 April 1963
C. Cotitive P-Taluation Panel
Office Regulation 20-58
PT=NEL
I. Performs comparative evaluation by !grade of all
emnloyees in grades GS-9 through-GS-14 within its
Competitive Area.
2. In accordance with established Agency competitive
evaluation schedules, prepares and revises as necessary
lists of eligibles for promotion by grade, ranked in
order of priority. (Promotion lists and related
irformation will be treated as privileged personnel
information and will be handled on an EYES ONLY basin
as directed by the Competitive Area supervisor.)
3. Forwards the original of CEP priority lists of
eligibles for promotion to the Assistant Director, OP,
through the senior Competitive Area supervisor with a
copy to the Chief, Administrative Staff. ,
D. Area Chief
1. Reviews listings of personnel arranged in relative
order of priority for promotion as prepared by the
Competitive Evaluation Panel for his area.
2. Consults with the CEP when appropriate.
3. Forwards favorably endorsed promotion recommenda-
tions to the Head of the IR Career Service (AD/RR),
explaining the reasons for any significant divergence -
from the pertinent CEP listing.
4. Notes action taken by supervisors under his
jurisdiction on within-grade increases for eligible
employees.
E. ORR Personnel Officer -- Administrative Staff
1. Provides to the Competitive Evaluation Panels,
in accordance with competitive evaluation schedules,
listings by grade of individuals in each Comnetitive Area.
2. Forwards to'the employee's supervisor- (Branch Chief
level or equivalent) Form 560 for each employee at least
six weeks before the employee becomes eligible for a
within-grade increase.
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5 April 1963 Office Regulation 20-58
F-7.7707:71,
3. Reviews promotion recreemendations and action taken
on within-grade increases for conformance with CIA, DD/I
and OPR policies, procedures, and instructions,
4. Processes promotion and within-grade increase
actions for Office record purposes,
F. Chief Administrative Staff
1. In his dual capacity as Secretary of the TR Career
Service Board and Chief, Administrative Staff, naintains
a record of appointments to Area Comnetitive Evaluation
Panel and copies of current CEP priority lists of
eligibles for promotion by Comretitive'Area fcr use by
the AD/RR and the ORR Career Service Board as necessary,
2. Reviews and approves for the AD/RR, or recommends
disapproval to AD/RR of proposed personnel actions involving
promotion to all grades up to GS-11.
3. Reviews and makes recommendations, as appropriate,
to the AD/RR for proposed personnel actions involving
promotion to grades GS-12 through GS-15.
4. Assures that disapproved within-grade increase
actions are handled in strict compliance with egency
regulations and are reviewed in accordance with the
suspense date established in each case,
G, Assistant Director. Research an4 Reports
1. In his dual capacity as Head of the TR Career
Service and Assistant Director for Research and Reports,
reviews and approves proposed personnel promotion actions
involving grades GS-12 and higher or disapproves line
recommendations, as necessary, at any grade,
2. Approves for forwarding to the DD/I and the
Director of Personnel, or disanproves? line recommendations
involving Personal Rank Assignment,
3. Appoints members of Competitive Evaluation Panels,
5
4110.1111101.121111Miallfills
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5 April 1963 Office Regulation 2058
rE7.sc?:-ETEL
V. PTIOCEDURES
A. Promotion recommendations will be initiated by super-
visors (Branch Chief level or higher). The promotion recom-
mendation memorandum and a completed Form 1152a shall be forwarded
to the AD/RR through St/A so as to be received in St/A not more
than five or less than two weeks in advance of the desired effective
"date.
B. Actions for promotion up to and including GS-6 will be
roared on Form 1152 and will be accompanied by a brief memorandum
deseribing the individual's assigned duties, work performance
(including the length of time performance has been observed by the
f.nf.tictor) in duties of the grade to which promotion is recommended,
and total length of time in present grade. In addition, the memo-
raelem will include the certification of performance prescribed in
subearagraph C.4. below and endorsements, if appropriate, by
uneervisors in the chain of command.
C. Actions for promotion to grades GS-7 and above will be
prepared on Form 1152 and will be accompanied by a memorandum of
reconmendation and justification from the initiator, with coropriate
celerscients by supervisors in the chain of command. The memorandum
will include the following:
1. The and present grade of employee being recommended
for promotion.
2. Time in rrade - Give date of last promotion and
number of months in grade.
3. Reasons for recommendedepromotion - Comment briefly
on each of the following topics:
a. Current performance.
b. Comearative achievement.
c. Improved capabilities.
d. Potential for further development,
e. natunity, judgement, and leadership qualities.
6
101.01111101MIMML
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5 April 1963 Office Regulation 20-58
n7P,CONN"r,
4. Certification of Performance ?-, The follouing
certification shall be included verbatim:
"1 certify that (name of individual) has
e.emenstrated better than satisfactory perfOrm-
ance in present grade on a sustained basis and
that he (she) has demonstrated the ability to
perform satisfactorily at the average level of
responsibilities for the grade to which pro-
motion is recommended."
5, llecessary signatures and endorsements.
Distribution No, 3B
7
Lo Utlny
Ar-iistant Director
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Approved Filo- Release 2003/0i/29 : CIA-RDP80-01
17 March 1959
REFERENCES: (1) CIA Regulation
(2) DD/I Notice 20-580-1
(1 CIA Handb
(4 CIA Notic
(5 DD/I Notice 20-1-p,-,
RESCISSIONS: (1) ORR Regulation 20-59,
(2) ORR Regulation 20-58,
AfeTwogre
00030009000
OFFICE OF RESEARCH AND REPORTS
Office Regulation 20-58
PERSONNEL
ORR PROMOTION POLICIES AND PROCEDURES
dated 29 November 1956
dated 18 February 1957
dated 29 November 1957
ated 24 February 1959
dated 17 November 1954
dated 23 May 1956 10(
dated 9 May 1956 15r,
I. PURPOSE
The purpose of this regulation is to prescribe and establish
ORR policies and procedures which apply to staff employee -promotions
up to grade GS-15 within the provisions of Reference (1) and
Reference (2) above. Promotion to grades above GS-15 are not
covered by this Regulation.
II. POLICY
A. The promotion of ORR employees within th7..! ORR Career
Service will be based essentially upon their performance,
demonstrated abilities and potential which will be evaluated
periodically in competition with other ORR employees of equivalent
grade within certain established are-; of competition. ORR
personnel within the Zone of Consideration will be considered
for promotion at least .cmoe each year.
B. Within the provisions of CIA Regulation and.
DD/I Notice 20-580-1, the evaluation of employee performance,
demonstrated abilities and potential for promotion purposes
will inVolve an analysis of the following:
1. Performance
a. The individual must have demonstrated
conspicuously better than satisfactory work perform-
ance on a sustained basis in the present grade and
the ability to perform satisfactorily at the level
of responsibility for the grade to which promotion
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17 March 1959 Office Regulation 20-58
is being considered. This implies a period of
assignment to duties of a higher grade than those
normal to the individual's current grade. Other
pertinent evidence pertaining to performance of
assigned duties and responsibilities will also be
considered.
b. Solely satisfactory or adequate performance
at the grade level held by the individual is recognized
through the awarding of step-grade increases after the
specified time in grade requirements have been met and
not through the promoting of that individual to a
higher base grade.
2. Personal Qualifications
a. Maturity and judgment.
b. Substantive competence.
c. Development potential.
d. Evidence of effort to increase competency by
additional training,,.
e. Leadership, in terms of effective management,
direction, and. supervision, when appropriate to the -
position.'
C. Time of entrance into the zone of consideration and .
exceptions thereto will be governed by the provisions of CIA
25X.1A Regulation
25X1A
D. Except as provided under Paragraph 3. a. of CIA
Regulation I L a prerequisite to any recommendation for
promotion will be the availability, on the effective date of
the promotion, of a suitable vacancy at the higher grade.
III. COMPETITIVE EVALUATION AREAS AND PANELS
A. Competitive Areas for purposes' of competitive
evaluation of individual qualifications for promotion of
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Office Regulation 20-58
17 March 1959
employees in the grades GS-7 through GS-14 are established
as follows:*
Competitive Area No. 1: OAD/RR and OAD/RR Staffs
Competitive Area No. 2: Economic Research Area
' Competitive Area No. 3: Geographic Research Area
B. Competitive Evaluation Panels (C.E.P.'s) will be
established, each consisting of at least three senior super-
visory members of the CIA Career Staff from the organizational
units comprising the Competitive Area. The Panel members will
be nominated by the senior Competitive Area supervisor and
appointed by the Head of the IR Career Service 'for one-year
terms on a calendar year basis (January 1 - December 31).
C. A chairman for each Competitive Evaluation Panel
will be appointed by the Senior Competitive Area supervisor
and will call meetings of the Panel as often as may be
necessary to maintain promotion lists and recommendations on
a current basis.
IV. RESPONSIBILITIES AND FUNCTIONS
A; Supervisor (Branch Chief or higher as appropriate)
1. Receives and endorses Zone of Consideration
Memorandum with comments through the command line to
Chiefl.Administrative Staff.
2. Initiates promotion action: if judged appropriate,
in conformance with Section II.
B. Division Chief
1. Submits through channels, at the request of
the Head of the IR Career Service, a report of
anticipated promotion actious within his division for
the coming fiscal year.
Individuals in an overseas assignment status, full-time train-
ing status, or rotation-loan or detail status will normally
remain within the Competitive Promotion Area to which they
were assigned I:immediately prior to such transfer or assignment.
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17 March 1959
orommile
Office Regulation 20-58
2. Approves or disapproves promotion actions initiated
within his Division.
C. Competitive Evaluation Panel
_
1. Performs comparative evaluation by grade of those
eligible for promotion (CIA Handbook "Guide for
Competitive Evaluation Panels" will be used as necessary
or appropriate.) .
2. In accordance with established Agency Competitive
Evaluation Schedules, prepares and revises as necessary
lists of eligibles for promotion by grade, ranked in
_order of priority. (Promotion lists and related
information will be treated as restricted personnel
information and will be handled on an EYES ONLY basis as
directed specifically by the Competitive. Area supervisor.)
D. Area Chief.
1. Reviews priority listings of eligibles as prepared
by Competitive Evaluation Panel.
2. Consults with the CEP when appropriate.
3. Forwards approved recommendations for prodmotion
to the Head of the ORR Career Service: explaining the
reasons for divergence from the pertinent CEP listing of
eligibles.
E. ORR Personnel Officer -- Administrative Staff
1. Provides:in accordance with competitive evaluation
schedules:listings of those individuals in the Zone of
Consideration at each grade to the CEP's: together with
those of the same grade who will enter the Zone during
the following year.
2. Maintains record of appointments of members to
Area Competitive Evaluation Panels and copies of current
-CEP priority lists of eligibles-for promotion by
Competitive Area for use by the AD/RR and the ORB Career
Service Board as necessary.
3. Prepares and forwards to the employee's supervisor
(Branch Chief level or equivalent) a Zone of Consideration
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17 March 1959 Office Regulation 20-58
Memorandum containing the name, grade, and date of grade
for each employee entering the Zone of Consideration
and for each employee who has been in the Zone of
Consideration for one year (a memorandum will be forwarded
in the case of each such employee at one year intervals
thereafter).
4. Reviews proposed actions for conformance with CIA,
DD/I0 and ORR policies and instructions.
5. Processes approved actions for record purposes.
F. Chief, Administrative Staff
1. Reviews and approves for the AD/RR or .t.-ummends
disapproval to AD/RR of proposed personnel actions
involving promotion to all grades up to G$-U.
2. Reviews and thkes appropriate recommendations to
AD for personnel actions involving promotion to grades
GS-12 through GS-15.
G. Assistant Director, Research and Reports
1. In his dual capaoity as Head of the IR Career
Service and Assistant Director for Research and Reports,
reviews and approves the forwarding of promotion
recommendations involving grades GS-12 and higher or
disapproves line recommendations, as necessary, at any
grade.
2. Approves or disapproves line recommendations
involving Personnel Rank Assignment.
3. Appoints members of Competitive Evaluation Panels.
V. .PROCEDURES
A. Promotion recommendations will be initiated by the
Branch Chief level supervisor in the chain of command and will
be consistent with the provisions of Section II above.
(Promotion recommendation memorandum and the completed
Form No. 1152a shall be forwarded to the AD/RR through St/A
so as to be received in St/A not more than five or less than
three weeks in advance of the desired effective date.) ?
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Office Regulation 20-58
B. Actions for promotion up to and including GS-6, will
:include a brief statement (to be entered under "Remarks" on
Standard Form 1152a), regarding individual's assigned duties,
work performance (including the length of time performance has
been observed by the initiator) in duties of the grade to which
promotion is recommended and total length of time in present
grade. In addition, the certification of performance prescribed
in Paragraph C. 4. below will be entered on the Form 1152a.
?
C. Actions for promotion to grades GS-7 and above 'will
include, in addition to the completed Form 1152a, a memorandum
of recommendation from the initiator, with appropriate
endorsements by chiefs of intermediate echelons: Each
memorandum will include the following:
1. Name and present grade
2. Time in grade - Give date of last promotion and
number of months in grade.
3. Reasons for recommended promotion .; Comment
briefly on each of the following topics:
a. Current performance.
b. Comparative achievement.
c. Evidence of improved capabilities.
d. Statement of development potential.
e. Maturity, judgment and leadership qualities.
4. Certification of performance - The follmff.-,,
certificate shall be included verbatim:
"I certify that the individual has demonstrated
conspicuously better than satisfactory performance
in present grade on a sustained basis and that
the individual has demonstrated the ability to
perform satisfactorily at the average level of
responsibilities for the grade to which promotion
is recommended."
5. Necessary signatures and endorsements of approval
or disrova1.
Distribution No. 3B
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Assistant Direedor
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volvoirgapPrIPPRIFt-L
23 May 1956
SUBJECT : ORE Zone of Consideration Policy and Procedures
NCES: (1) CIA Regulation 30 April 1954
(2) ORE Regulation R20-5/1, 9 May 1956
OFFICE OF RESEARCH AND REPORTS
90922-40p.11
065-\!CI
Office Regulation R2er=9--
'DI Or
I. PURPOSE
The purpose of this regulation is to set forth ORE procedures for
compliance with the intent of paragraph 2 a, CIA Regulation and to
assign approptiate responsibilities.
25X1A
II. POLICY
ORE personnel will be considered for promotion by their supervisors
within thirty days after entering the zone of consideratIon, and at least
once each year thereafter.
III. RESPONSIBILITIES
1. The Administrative Staff is assigned responsibility for implement-
ation of the procedures set fort t herein.
2. Supervisors (branch chief level or higher) are responsible for
considering employees under their supervision for promotion and for
maXing recommendations as appropriate, within the provisions of ORB
Regulation R20-5/1.
IV. PROCEDURES
1. The Administrative Staff will prepare a memorandum (see sample
attached) containing the name, grade, and date of grade for:
a. Each employee entering the zone of consideration, and
b. Each employee who has been in the -zone of consideration for
one year. A memorandum will be prepared for eachsuch
employee at one year intervals thereafter.
2. This memorandum will be forwarded to the employee's supervisor
(branch chief level or higher) and will constitute formal notification
that Ye employee has completed minimum time-in-grade requirements and is
eligible for promotion consideration in adcordance With CIA Regulation
and ORB Regulation R20-5/1.
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.3. -The supervisor will complete and sign the record of action and
will return the memorandum through nurmal channels to the AD/RR, Attn:
Chief, St/A, within fifteen days. Chiefs of intermediate echelons in the
chain of command will indicate concurrence of the supervisor's action by
initialing the record of action.
4. Upon receipt in the Administrative Staff, this memorandum will
be recorded and filed in the employee's ORR personnel folder as evidence
of consideration.
V. MISCELLANEOUS
All questions concerning employees within the zone of consideration, or
the procedures set forth herein, should be directed to St/A, Ext.
RR Distribution No. 3
Assistant Di wctor
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Office Memorandum. UNITED STATES GOVERNMENT
TO : Chief,
FROM : Assistant Director, Research and Reports
&owner: Employee in Zone of Consideration
25X1A
DATE
1. This is to advise you that the employee indicated below
is in the zone of consideration for promotion.
Name of Employee
Grade Date of Grade
2. Agency Regulatiod IsPecifies that employees in the
zone of consideration will be considered for promotion at least
once each year. Accordingly, it is requested that you complete
and sign the record of action below and return it to this office.
FOR TEE ASSISTANT DIRECTOR:
Chief, Administrative Staff
Record of Action
TO Assistant Director, Research and Reports DATE:
ATTN : Chief, Administrative Staff
25X1A9A
This employee has been considered for promotion and recommendation
is made as follows:
a Promotion action being initiated
Promotion action not being initiated, for the following reasons:
Signature of Supervisor
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9 May 1956
SUBJECT
REFERENCES.:
RESCISSIONS:
OFFICE OF RESEARCH AND REPORTS
.ERSONNELi')
Office Regulation R20-5/1
g --5.e
25X1A
ORE Promotion Policy and Procedures
CIA Regulation dated 30 April 1954
DD/I Notice 20-110-3, dated 17 November 1954
Office Regulation 20-5, dated 21 October 1953V
Office Regulation 20-6, dated 17 December 1953 ,/
I. POLICY
1. The promotion of ORB employees will be based on consideration
of their qualifications and demonstrated abilities in relation to Office
needs as follows: ?
A.
B.
Performance
(1) The individual must have demonstrated conspicisly
better than satisfactory work in present grade,
resulting in significant accomplishments, superior
performance on a sustained basis, completed work of
recognized quality, and any other pertinent evidence.
(2) The individual must nave demonstrated also the ability
to perform satisfactorily at the average level of
responsibilities for the grade to which promotion is
considered, This implies a period of assignment to
duties of a higher grade than those normal to the
grade from which the individual is to be promoted.
Satisfactory or adequate performance at the grade
level held by the individual is recognized through
the awarding of step-grade increases after the
specified time in grade requirements have been met
and not through the promoting of that individual to
a higher base grade.
Personal Qualifications to be considered:
(1) Maturity and judgement.
(2) Substantive competence, including educational
background.
(3)
Development potential.
(4) Evidence of effort to increase competency by addition
training.
Leadership, in terms of effective management, direction,
guidance, and supervision, when appropriate to the
position.
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C. Service
Time of entrance into the zone of consideration and
.exceptions thereto will be governed by the provisions
of CIA Regulation
D. Table of Organization
Prerequisite to any recommendation for promotion will
be the availability, on the effective date of the
promotion, of a suitable vacancy at the higher grade.
II. PROCEDURE
1. Promotion actions will be initiated by the first supervisor
of branch-chief level or higher in the chain of command. Recommendations
will be consistent with the provisions of Section I, par. 1 above.
Supervisors shall discuss promotion possibilities with the chief of the
next higher echelon prior to actual submission of forms; the completed
Form No. 52 shall be forwarded to St/A not more than five or less than
three weeks in advance of the desired effective date.
2. Actions for promotion up to and including GS-6 will include
a brief statement, which will be entered under "A. Remarks" on Standard
,Form 52, as to assigned duties, work performancz (particularly during
trial period) in duties of the grade to which promotion is recommended,
length of trial period, and total length of time in present grade'.
3. Actions for promotion to grades GS-7 and above will include
in addition to the completed Form 52, a memorandum of recormendation
from the initiator, with appropriate endorsements by chiefs of
intermediate echelons,
4. The memorandum will be addressed to AD/RR through the appropriate
division and area chief and Chief, St/A. Each memorandum willinclude
a separate paragraph dealing with each of the following topics:
A. Previous Work Experience - Comment if pertinent, on
previous positions and experience which is considered part
of the individual's qualifications for the recommended
promotion, stressing degree of responsibility and results
obtained. If previous work experience is not pertinent,
this sho.Ald be stated.
B. Current Performance -,A concise statement by the initiator
on the quality of performance of the individual since last
promoted.' (Ref. Section I, par. I A), It is recognized
that much of the work of ORE personnel does not result in
a single measurable product, and that many complex projects,
staff studies, and other reports and memoranda reflect
the combined effort of several individuals. However,
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any specific items that illustrate the quality of the
work performed by the individual should be referenced
in the memorandum.
C. General Qualifications - A brief evaluation of the
general qualifications of the individual. This evaluation
should include any special skills :possessed by the
individual, pertinent to the position, such as unusual
language qualifications.
D. Comparative Achievement - In order properly to present
the status of the individual in comparison with other
individuals of his grade level, he shall be compared with
these others, by name, within the zone and area of
consideration in such of the following as are applicable:
research ability, supervisory ability, judgement, writing
ability, oral-presentation abiliLy, special skills;
security consciousness, attitude, time in grade, and
time with the component.
NOTE: It should be remembered that the excessive use of
superlatives weakens rather than strengthens a supervisor's
recommendations.
5. Component chiefs through whom the Form 52 and
submitted will either disapprove and return or forward
Endorsements shpuld contain useful comments in support
Negative action will not be taken without consultation
component from whom the action was received.
6. The Assistant Director has responsibility for
recommendation for promotion prior to its submittal to
Personnel for action. St/A is charged with completing
on the actions prior to Office approval.
RR Distribution No. 3
attachments are
with endorsement.
of the recommendation.
with the chief of the
approving the
the Office of
all procesiag
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rector
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