SERVICES BRANCH EMPLOYEE SERVICES DIVISION OFFICE OF PERSONNEL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05941A000100020004-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 63
• Document Creation Date: December 9, 2016
• Document Release Date: February 15, 2001
• Sequence Number: 4
• Content Type: REPORT

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I T
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SERVICES BRANCH
Employee Services Division
Office of Personnel
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Sl DR1TIGES BRANCH
Table of Contents
and
Summary of Activities, January through June 1954
Individual Activities
1. HOUSING ........................................ Tab A
Housing requests = 361
Housing listings = 312
2. RECREATION AND HEALTH ..........................Tab 3
"Do You Know" pamphlets distributed. = 616
3. ETPLOYEE WELFARE ............................... Tab C
L.. FEDUCATICN ...................................... Tab D
K. ?LC)D DONOR PROGRA?.i~ ............................ Tab E
Agency donors scheduled = 978
6. FU!D-RAISING CATMPAION S ......................... Tab F
Total contributions = $20,350.65
7. ENTPANCE-MI-DUTY OR ?TATIM PROGRAM ........... Tab G
8. INT)~; TEDNE SS ASSISTANCE AND GUIDAYCE ........... Tab H
New cases = 67
Internal Revenue cases = 25
Cases interviewed = 39
9. IE;_TJE APPR0VAIS ................................ Tab I
Dave requests = 596
10. INSPECTION OF CAFETERIAS AND RESTR.OC RS ......... Tab J
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11. DISCIPLINARY ACTIONS AND SEPARATIONS ........... Tab K
Cases handled = 28
12. E1!?PLOYEE APPEALS ............................... Tab L
Cases = 1
13. ALIEN SPC)NSORSHIP CASES ........................ Tab M
11;. CITSTODIANSHIP OF BULIEETIN BOARDS ............... Tab N
15. AGENCY REPRESENTATIVE AT OUTSIDE 1 TINGS ...... Tab 0
Meetings attended = 28
16. INFORMATICH SERVICE ............................ Tab P
Inquiries (estimate) = 240
17. CLERICAL WORKLOAD .............................. Tab Q
Individual service items = 819
18. INCENTIVE AWARDS PROGRAM ....................... Tab R
(See Incentive Awards write-up)
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CONFIDENTIAL
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Plans and administers programs of employee services and activities
including housing; recreation and health; employee welfare; information
concerning education outside CIA; blood donor work; fund-raising cam-
paigns; entrance on duty orientation program; indebtedness assistance
and guidance; approving leave requests; inspecting cafeterias aril rest-
rooms; reviewing and recommending appropriate action in employee disci-
plinary cases, assisting operating officials in preparing letters of
charges, participating as the Executive Secretary to employee appeal
hearings; processing of alien sponsorship cases; supervising bulletin
board custodians; affording such other services as dictated by Agency
needs and requirements, Also, included under the Services Branch is
the Agency Incentive Awards Program.
INDIVIDUAL ACTIVITIES
1. HOUSING
The Agency provides a housing service to meet employees' immediate
and long-range needs. Advance registrations are made upon request at
local hotels, usually the Meridian Hill Hotel for Women and the Cairo
Hotel.
For more permanent housing accommodations, the Agency restricts
its services to that of referral. Housing listings are obtained from
landlords of former and present employees, local realtors, and present
employees.
Recently, liaison has been established with the Armed Forces
Housing Service, thereby obtaining many new listings of inspected
housing accommodations.
A Services Branch representative is available at the conclusion
of each Entrance-On-Duty Orientation session to provide on-the-spot
housing information and guidance to all new employees.
By providing housing assistance and guidance to new employees at
the conclusion of the Entrance-on-Duty Orientation, the requests for
housing assistance have increased from 169 for the period July through
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December 1953 to 361 for the period January through June 1954. Also,
a housing notice released to all employees in February 19$4, increased
tremendously the number of housing listings obtained by telephone.
A major project has been the establishment of a visible card
fi]e, with separate cards for (a) rooms, (b) apartments, and (c)
unsatisfied requests. Periodically, the housing data files are
reviewed and brought up to date.
Housing requests, January through June 1954 =
361
Housing listings, January through June 1954 :
312
The Services Branch provides staff assistance and guidance to
organized Agency recreation groups, obtains athletic equipment for
Agency-wide use, takes necessary action to acquire recreation areas
and facilities, distributes health literature, and takes other ap-
propriate action to net the recreation and health needs of employees.
The District of Columbia Recreation Department pamphlet "Do You
Know," has been distributed to all new employees at the Entrance-On-
Duty Orientation. Trophies have been purchased and presented to
winning bowling and soft ball teams. Athletic equipment purchased
for Agency-wide use includes: (a) soft ball equipment for two teams,
(b) volley ball and net, (c) two horse shoe sets, and (d) one croquet
set.
This equipment is used for week-end picnics as well as regular
events.
A survey has been made of some twenty Agency areas to determine
suitable locations for volley ball courts, horse shoe pits, and
similar installations. Based on the survey, a proposal recommending
nine such installations is being prepared.
34 EMPLOYEE WELFARE
The agency maintains an Employee Welfare Fund for use in promoting
the general welfare of its personnel, Generally, the fund is used to
provide emergency aid and assistance to personnel for whom no other
practicable recourse is available.
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25X1A Proposed Regulation No. - Employee Welfare Fund, has been
formulated and is presently undergoing coordination. This Regulation
prescribes policy and procedure governing the administration of the
CIA Employee Welfare Fund.
Proposed Regulation establishes the CIA Welfare Assistance Board
with the Assistant Director for Personnel as permanent Board Chairman.
The Board Chairman is empowered to designate an Executive Secretary to
provide administrative and clerical support to the Board. Presumably,
the Chief, Services Branch, will be designated as Executive Secretary.
b. EDUCATION
Local Universities and Colleges, as well as the Department of
Agriculture, supply the Services Branch with catalogues, class
schedules and other educational information. This material is
displayed for Agency personnel by the Services Branch. Inquiries
concerning available Agency training courses and the educational
opportunities in and around the nation's Capital are usually re-
ferred to this Branch. In addition, advice and assistance is
afforded veterans attempting to enroll for training under auspices
of the Veterans Administration or obtain reinstatement of GI
training entitlement.
As a result of co nferences with representatives of the Veterans
Administration and CIA, the VA has agreed to receive requests from
Agency employees for reinstatement of training under P.I,. 346 pro-
vided the interruption does not exceed four months. This special
concession was granted to Agency members because of the uniqueness
of their employment.
Justifiable requests of Agency employees for preferential
consideration by the Veterans Administration concerning government-
sponsored training will be handled on an individual basis.
Number of inquiries (estimate), January through June 1954 = 40
5. BLOOD DONOR PROGRAM
The Agency sponsors a continuing blood donor program. Once
each month a large group of Agency employees donates blood at the
Red Cross Regional Headquarters, 2025 E Street, N.W.
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Services Branch representatives organize groups of blood donor
solicitors in each Office, prepare rosters of volunteers, schedule
Red Cross Buses to transport donors, notify donors concerning time
and place of donations, supervise signing of the donor roster at
Red Cross Headquarters, and perform other related administrative
duties. In addition, liaison is maintained with the Red Cross to
assist in meeting emergency calls for rare type blood and obtain
replacement of blood used by Agency employees and members of their
families.
Plans are underway to conduct the regular program during the
summer months, thereby establishing a year-round program of donations.
Number of Agency donors scheduled by Services Branch, January through
June 19511 = 978
6. FUND-RAISING CAMPAIGNS
The Services Branch organizes and conducts fund-raising
campaigns for the entire Agency. Agency regulations limit active,
organized fund-raising drives within CIA to the Community Chest
and Red Cross campaigns. For each of the remaining seven drives,
however, the Services Branch (1) prepares a.CIA notice, (2) plans
for the dissemination of publicity material and collection of con-
tributions., (3) distributes the publicity material through the
Administrative Offices, (4) receives contributions from Agency
Offices, (5) accounts for and delivers the contributions to the
appropriate headquarters.
For the Community Chest and. Red Cross campaigns, the planning
and execution entail the following:
a. Corresponding with campaign headquarters;
b. Pro curing supplies and publicity material;
c. Preparing notices and other material for
distribution;
d. Organizing keyman groups;
e. Supervising the campaign;
f. Receiving and accounting for collections;
g. Auditing and transmitting total collections
to the campaign headquarters;
h. Keeping permanent records and correspondence
files;
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i. Attending city-wide campaign meetings;
j. Follow-up and collections, including Community
Chest pledges.
Following are campaign figures showing total Agency contributions
from January through June 1954:
Campaigns
Total Contributions
Red Cross
$15,581.57
Cancer Crusade
1,599.19
March of Dimes
1,1.56.147
Heart Fund
8141.26
Cripple d Children
585.30
Metropolitan Policy Boys
Club
1214.11
G. A. R.
111.75
Navy Relief Society
14.8.00
Total Contributions, January
through June 1954
$20,350.65
The sizable increase in total contributions to all fund-raising
campaigns in 1954 over the previous year may be attributed to better
over-all planning and administration of each campaign. Organizational
meetings were held with Office keymen for the Community Chest and Red
Cross campaigns. For the remaining campaigns, memoranda outlining
campaign procedures were prepared and delivered to All Administrative
Officers together with campaign supplies.
For the Red Cross campaign, a quota was determined for each
employee based on his Agency salary. The quotas were released
through special anenoranda to the Deputy Directors, Assistant Direc-
tors, Staff Chiefs, and DD/P Area Division Chiefs. Also included
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in these memoranda were suggestions for increasing campaign con-
tributions, such as the dissemination within each Office of a
notice over the Office Head's signature.
Plans were completed whereby the personal checks of ~ contributors
are released to a cleared person at the campaign headquarters or
released to our Security Office for appropriate handling.
7. ENTRANCE-ON-DUTY ORIENTATION PROGRAM
An entrance-on-duty orientation is conducted by the Services
Branch for all new employees joining the Agency. The orientation
is conducted once each week. This orientation is designed to
acquaint new employees with certain basic Civil Service and Agency
Regulations that pertain to their employment, familiarize them
with the available benefits and employee services, and meet their
immediate needs--housing, transporation, etc.
Following is an outline of the instructional material:
PERSONNEL ENTRANCE-ON-DUTY ORIENTATION
I PERSONNEL AND YOU
II REGUTATIONS WHICH AFFECT YOU
A) YOUR PAY
B) YOUR LEAVE
C) YOUR SALARY
D) YOUR RETIREMENT
A) CREDIT UNION
B) CREDIT REFERENCES
C) OPPORTUNITIES FOR TRAINING
D) MISCELLANEOUS SERVICES
E) EMPLOYEE SERVICES DIVISION RESPONSIBILITIES
1) EOD Orientation
2) Counseling
3) Hospitalization
4) Insurance
5) Compensation
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6) Retirement
7) Incentive Awards
8) Personnel Evaluation
9) Housing Assistance
10) Recreational and Health Information
11) Fund-rai sing Campaigns
12) Blood Donor Program
13) Maintenance of Bulletin Boards
14) Miscellaneous Inquiries
Preliminary to the EOD Orientation, a representative of the
Security Office describes to the group the polygraph ("Building 13")
interview and briefly outlines the purposes of this interview. It
is presumed that accurate information of this nature will allay ap-
prehensions concerning this security interview. This additional
discussion was added during 1954.
Orientees, January through June 1951 25X
8. INDEBTEDNESS ASSISTANCE AND GUIDANCE
Indebtedness complaints from local stores and credit agencies
are referred to the Services Branch. Often it becomes necessary to
interview employees with bad debt records. In certain instances,
several interviews with the same individual have been conducted.
In addition, each case entails liaison with the creditor and the
employee's office as well as correspondence and record keeping,
Each original indebtedness complaint involves the following
correspondence :
a. Letter to the creditor acknowledging receipt of
the indebtedness complaint.
b. Letter to the alleged debtor, apprising him of
the complaint and directing that he take appro-
priate action*
c. Memorandum to the alleged debtor's Administrative
Officer, requesting delivery of the Agency's letter
to the debtor.
The CIA is especially interested that employees pay their lust
debts for moral reasons and to maintain maximum security standar s.
This means, therefore, that a great effort is made to have the em-
ployee pay their debts. It also means that contacts between creditors
and employee debtors must be made through the Office of Personnel.
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New indebtedness cases, January through June 1954 67
Cases requiring interview by Services Branch representative, January
through June 1951 = 39
Cases of employee indebtedness to United States (handled in coopera-
tion with the Bureau of Internal Revenue) January through June 19511 = 25
9. LEAVE APPROVALS
Requests for Advance Annual Leave, Advance Sick Leave, Military
Leave, Leave Without Pay, and Court Leave are referred to the Services
Branch by the Administrative Officers for approval.
For each such leave request, the Services Branch must take the
following action:
a. Insure that the re uest comes within the purview
of CIA Regulation (Fiscal),
b. Contact the requesting office if additional informa-
tion is needed, _
c. Contact the Fiscal and/or Finance Division to
determine whether requester is on vouchered or
unvouchered funds,
d, In addition, requests for Advance Sick Leave must
be forwarded to our Medical Office for medical
approval,
e. Prepare a 3 15 card showing: name, office, type of
leave, amount of leave, date requested and date
approved,
f. Three copies of the leave approval memorandum are
typed and distributed to (a) requesting office,
(b) Fiscal or Finance Division, and (c) to Transactions
and Records for inclusion in the requester's personnel
folder.
Leave requests, January through June 1954 = 596
10, INSPECTION OF CAFETERIAS AND RESTROOI45
Suggestions for improvement of service are explored and appro-
priate action taken. Coca Cola and Candy-Cookie vending machines
have been obtained in collaboration with the Chief, Space, Mainten-
ance and Facilities Branch, LO. Liaison is maintained with the
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Office of General Services to assure that optimum desirable condi-
tions are maintained, and that employees are provided the best
obtainable service. General inspections are made.
11. DISCIPLINARY ACTIONS AND SEPARATIONS
Prompt and effective disciplinary action in the cases of
employees who willfully violate laws, regulations, or instructions,
who otherwise become involved in delinquency or misconduct, or who
25X1A fail to meet the minimum performance standards, is a necessary and
important phase of sound personnel management. Agency Regulation
provides that "separating those individuals who do not
perform effectively" is one of six major objectives of the Agency's
personnel program.
The responsibility of carrying out the, above rests with the
Services Branch. The complete case record is developed by the
Services Branch and proper guidance is given to the operating
offices as well as to the components of the Personnel Office during
each step of the operational procedure by staff members of the
Services Branch..
A significant change in this program has been the increasing
effort on the part of the operating offices to assume more and more
25X1A of the details connected with the cases leaving the staff guidance
to this Branch, It is also felt that with the publication of Regu-
lation and the many conferences with the various operating
offices, more of the offices are becoming better acquainted with
the procedures connected with handling these special cases.
Many CIA employees are involved in work assignments which are
of a highly confidential nature. It is necessary, therefore, that
cases of unsatisfactory performance and conduct involving employees
with rights under the Veterans Preference Act, be handled in such
a way that the employee involved feels that further appeal to the
Civil Service Commission is unnecessary. This necessitates more
careful individual attention to each case than is required in most
other Federal Agencies. In each case, every effort is made to
effect a resolution of the situation through reassignment, counseling
or other means satisfactory to all parties involved,
Cases handled, January through June 1954 = 28
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NFIDEN T IA L
29 July 1954
As appointed, a representative of. this Branch serves as
Executive Secretary to Boards which conduct appeal hearings
25X1A arising under Central Intelligence Regulations Nos. M and
Personnel Director Memorandum No. 15-53, and appeals
in accordance with Veterans Preference Act. The Executive
Secretary's duties include (a) arranging for hearing room,
(b) obtaining the recorder for the hearing, (c) getting inter-
ested parties together, (d) arranging for reproduction and dis-
tribution of record of proceedings, (e) in a propriate instances,
representing the Agency at such hearings, (f) and performing such
other duties as exigencies of the particular situation dictate.
25X1A
Since all non-veteran CIA employees have no further separa-
tion and suspension appeals outside of the Agency, appeals under
the grievance and separation procedures take on special importance.
It is most necessary that appeal hearings be expeditious and fair.
Special effort is being made to acquaint all members and
prospective members of hearing panels as to proper hearing pro-
cedures. This is being done by oral instructions of the Chairman
and Executive Secretary as well as informal handouts being pre-
pared by the Services Branch.
Cases, January through June 1954 s 1
13. PROCESSING OF ALIEN SPONSORSHIP CASES
Any Agency member desiring to sponsor the admission of an alien
into this country must submit a written request, with attendant data,
to the Employee Services Division, Thereafter, the Services Branch
processes the request as follows:
as Checks with the Department of State concerning
the appropriate Consul,
b. Assembles supporting data,
c. Prepares certificate of employment,
d. Types transmittal memorandum,
e. Forwards all material to Security for clearance,
f. Following security approval, handcarries material
to the Office of Personnel for signature,
go arranges for handcarrying of material to the
Department of State.
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For background information concerning this activity, the staff
member responsible has conferred with of our Security
Office and with representatives of the Visa Division, Department of
State. Based on this information and our experience in performing
this duty, a set of instructions in step??by-step form has been
developed as a guide in processing alien sponsorship cases.
14. CUSTODIANSHIP OF BULLETIN BOARDS
Agency Regulation No. - Employee Services, (now in
process) contains the following provisions relative to the main-
tenance of Agency bulletin boards by the Office of Personnels
(a) "Bulletin Boards located in Agency buildings
are available for use by Agency organizations
and employees. Security considerations require
extreme care in the administration and exercise
of this privilege.
(b) "The Office of Personnel will develop standards
governing the utilization and maintenance of
Agency Bulletin boards, periodically inspect
posted material, remove material which is out-
dated or which is inappropriately posted, and
establish such procedures as may be required
to insure full compliance with applicable
Agency regulations."
25X1A
25X1A
In fulfilling the delegated responsibility with respect to
Agency bulletin boards, the Chief, Services Branch, ESD, and Mr.
Logistics Office, made a survey last spring of
Agency bulletin boards with a view toward making recommendations
for increasing the effectiveness of this medium of communication
as well as improving the appearance of the bulletin boards. Based
on this survey, they suggested that two types of boards labeled
(a) Official Notices, and (b) Employee Board, be maintained. Use
of the official boards will be restricted to the posting of Agency-
sponsored material such as security notices, safety posters, fund
campaign posters, etc., while the employee boards will be reserved
for employee notices pertaining to housing, transportation, items
for sale, etc,
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In addition, it was recommended that the employee boards be
divided into four vertical sections and that each section be labeled
in conformance with employee suggestion no. 414 as follows: (a)
housing, (b) transportation, (c) sale/pur., and (d) miscellaneous.
Also recommended was the relocation of certain bulletin boards
throughout the Agency so that all buildings would be equipped with
at least one official and one employee board and that all boards
would be utilized most effectively.
The above recommendations have been approved, and the necessary
work concerning the relocation and sectioning of Agency bulletin
boards has been requested from the Chief, Space, Maintenance and
Facilities Branch, Logistics Office, by a memorandum from the Chief,
Employee Services Division, dated 28 May 1954.
In conformance with aiother employee suggestion, a standard
form has been adopted for use by all employees in posting personal
notices. This is Standard Form 37-199.
It is planned that these forms will be available in special
holders to be attached to each employee board. The Logistics Office
has been requested to make available a sufficient supply of these
holders. An employee notice entitled "Use of Agency Bulletin Boards"
has been prepared and forwarded through channels to the Chief, Regu
lations Control Staff. This notice announces the use of Standard
Form No. 37-199 by employees and sets forth the regulations per-
taining to the use of Agency bulletin boards by employees.
In collaboration with the Chief, Supply Division, Logistics
Office, permission was obtained for the Building Supply Officers to
be responsible for posting notices on official bulletin boards that
are forwarded to them from the Employee Services Division. Also, it
was agreed that the Building Supply Officers would assume active cus-
todianship of all bulletin boards. In exercising this responsibility,
the Building Supply Officers would inspect periodically all bulletin
boards, remove outdated or inappropriately posted material, and assure
that all posted material conforms with Agency security requirements.
The Services Branch will conduct a monthly inspection of all
bulletin boards and will maintain overall supervision of this activity.
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15. AGENCY REPRESENTATIVE AT OUTSIDE MEETINGS
As Agency representative, the Branch Chief participates in
deliberations and activities of the Federal Recreation Committee
and the Federal Conference on Employee Relations and Counseling.
Also, he represents the Assistant Director for Personnel at govern-
ment wide fund-raising campaign meetings and other outside functions
and serves on the Executive Committee of the Federal Conference on
Employee Relations and Counseling.
Meetings attended, January through June 1954 = 28
16. INFORMATION SERVICE
Non-routine inquiries concerning Federal laws, Agency Regula-
tions, and CIA policy and procedures pertaining to leave, pay,
Veterans Preference, Appeal rights, suspensions, etc. are received
daily. Most inquiries are verbal and can be answered immediately.
However, certain questions entail considerable research, such as
the restoration of a veteran under a Section Fourteen appeal.
Often Comptroller General decisions as well as Agency regulations
notices, etc, must be reviewed. Referral, through proper channels,
to the Civil Service Commission or to the Office of the Comptroller
General is necessary in certain cases.
Inquiries (estimate) January through June 19516 : 240
17. CLERICAL WORKLOAD
The clerical workload of this Branch entails the typing of
miscellaneous letters, memoranda, notices, forms and reports.
Individual items, exclusive of Incentive Awards workload data?
January through June 1951 : 819
le. INCENTIVE AWARDS PROGRAM
See next page
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INCENTIVE AWARDS PROGRAM
Progress Report - - 1 January - 30 June 1954
Functional Statement of Incentive Awards Program
The Incentive Awards Program in the Central Intelligence Agency is
under the direction of the Agency Incentive Awards Committee, whose
chairman is the Assistant Director for Personnel. The objectives
are as follows:
(1) Greater participation by employees in management through the
submission of their ideas for economy of operations and improve-
ments in the mission of CIA.
(2) Improvement of management-employee relationships as the result
of recognition of contributions by employees to more effective and
efficient administration.
(3) Identification and recognition of outstanding units, supervisors,
and employees for the granting of Incentive Awards.
Statistical Summary of Activities
No. of Employee Suggestions Received. . . . . . . . . . . . . 379
No. of Suggestion Briefings Prepared for Committee . . . . . 228
(Includes suggestions received prior to 1 January)
No. of Cash Awards Approved by Committee. . . . . . . . . . . 18
Amount of Cash Awards . . . . . . . . . . . . . . . . . . .8770.00
Estimated First-year Savings of Adopted Suggestions. . . $14,174.00
No. of Adopted Suggestions Awaiting Committee Approval for Award 17
No. of Superior Accomplishment Recommendations Approved by the
Committee, . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
No. of Efficiency Awards Approved by Committee . . . . . . . . . 1
Narrative Summary of Activities
(1) The base of the CIA Incentive Awards Committee was broadened
in January 1954 to include membership from the Offices of Communica-
tions and Training, thus resulting in representation from all major
Offices of the Agency.
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(2) Issuance of Incentive Awards Review - In March, 1954, the first
quarterly issuance of the "Incentive Awards Review" was published and
distributed to all Agency employees as a medium of disseminating in-
formation. This Review was designed principally to disseminate in-
formation to all Offices as a means of realizing fuller utilization
of adopted meritorious suggestions, as well as to provide recogni-
tion to employees who have received awards for the improvement of
Agency operations.
Regulation draft was changed to include recommendations received
from major components. In this connection, liaison was effected
with DD/P, RI Division relative to implementing procedures for the
field program in regard to dispatching of correspondence, etc. With
work completed on the draft, further action was suspended pending
the outcome of new legislation during the present session of Cong-
ress,
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PROGRAM PLANS FOR THE PERIOD
JULY THROUGH DECEMBER 1954
29 July 1954
A major objective of the Services Branch for the second half
of 1954 is to increase the scope and effectiveness of the services
presently offered by this Branch. Also, a concerted attempt will
be made to determine with the aid of a questionnaire what additional
personal services and facilities would tend to improve employee
morale and increase individual and group productivity. Thereafter,
ways and means of providing these services will be explored.
Program plans include the followings
?
Since housing accommodations are becoming more plentiful, future
plans call for more careful inspection of listings, eliminating the
least desirable. In addition, an exchange service will be maintained
whereby employees departing this area may be referred to employees
returning to this area to effect mutual exchange of housing accommoda-
tions. As a part of the exchange service, the listings of departed
employees will be made available to returnees. Furthermore, the
Services Branch will maintain a "duplicate copy" file of all housing
notices posted on Agency bulletin boards, thereby making available
a central reservoir of housing information.
This program has recently been assigned as the major responsibility
of a new staff member. In the near future, his clerical assistant
should come aboard. With two staff members devoting more than half
of their time to the Recreation and Health program, tremendous progress
is expected.
Initial emphasis will be placed on existing recreation groups in
the hope of increasing their memberships and possibly expanding their
activities. In addition, every effort will be made to meet the recrea-
tion and health needs of the maximum. number of employees through group
and individual activities. As the program expands, it is hoped that
several areas of interest--athletics, dramatics, arts, crafts, etc.--
will constitute the core of the total program.
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CONFIDENTIAL
29 July 19511.
With the issuance of proposed Regulation No. - it is
anticipated that emergency loans will be made to certain deserving
employees, others may receive outright grants, and portions of the
fund may be used to promote the general welfare of employees
through augmentation of the recreation program and other desirable
programs.
As problems arise with veterans entitled to training under the
Korean Bill, negotiations with the Veterans Administration will be
resumed to obtain a policy decision applicable to Korean veterans.
Plans are underway to increase the Agency's participation at
least one-sixth by scheduling twelve donation days each year to
replace the former schedule of ten donation days per year.
The feasibility of establishing a consolidated fund drive for
the Agency is under study. In this connection, the consolidated
fund program of the Federal Bureau of Investigation will be reviewed
and any available material on the subject will be perused before a
formal recommendation is submitted, However, a tentative one-fund
proposal has been formulated and is presently undergoing review.
By utilizing a question sheet to supplement personal. interviews
with orientees following the orientation, a reasonably valid evalua-
tion of the orientation should be achieved, It is planned that this
evaluation will be based on a wide sampling of employees with varying
lengths of service.
After analyzing the results of this evaluation, the entire EOD
orientation program will be reviewed in the light of this information
and desirable changes made. As additional employee needs become evi-
dent, the orientation may be enlarged. For instance, plans are :73:r-
way to add for the females a short talk by an Agency nurse to prepare
the ladies for the medical examination.
CONFIDENTIAL
25X1A
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29 July 1954
To achieve more direct participation of operating offices in
the resolution of indebtedness cases, the Services Branch plans to
draft an Agency regulation providing for the following:
a. Receipt of indebtedness letter by the Services Branch
b. Transmittal of indebtedness letter by form memorandum,
in duplicate, to the debtor's Personnel Officer, re-
questing the Personnel Oficer to have:
(1) debtor's supervisor interview employee to deter-
mine the validity of complaint, and, if indebted-
ness is acknowledged,
(2) debtor, with the assistance of his supervisor,
make a mutual arrangement (possibly by telephone)
with the creditor for payment of the indebtedness,
(3) debtor state in writing on the duplicate copy of
the memorandum from the Services Branch the
arrangement made by the debtor with the creditor
for liquidating the indebtedness. This statement
to be signed by debtor and concurred in (prefer-
ably in writing thereon) by the supervisor.
(IL) supervisor return duplicate copy of memorandum,
with agreement written thereon, to the Services
Branch (through the debtor's Personnel Officer)
for filing and future reference.
Subsequent complaints, either oral or written, concerning the
same indebtedness would be forwarded by the Services Branch to the
debtor's Personnel Office requesting that the Services Branch be
notified of the course of action contemplated by the operating office
and the assistance desired from the Office of Personnel.
The initial memorandum transmitting the original indebtedness
letter to the Personnel Officer of the operating office would cite
the Agency's debt policy and call attention to the staff assistance
available in the Office of Personnel. This memorandum also would
request that in case the employee denied the alleged indebtedness,
that all the material with proper notation thereon be returned to
the Services Branch.
GON E TIAL
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INSPECTION OF CAFETERIAS AND RESTROOMS
L
T
29 July 1954
An employee questionnaire covering the entire services field is
being prepared. If this proposal is adopted, this questionnaire will
be circulated to all employees to determine their needs. The service
needs revealed by the survey will be studied and appropriate action
will be taken to increase the scope of the program including the
"inspection" responsibility.
DISCIPLINARY ACTIONS AND SEPARATIONS
A continuing effort will be made to thoroughly acquaint all
operating offices concerning disciplinary procedures.
A regulation setting forth procedures in the cases of repri?
riands, admonishments, and suspensions is in the planning stages,
a rough draft having been submitted to the Planning and Analysis
Staff by this Branch. Publication of this regulation should
increase our staff responsibility with respect to this expanding
function,
CUSTODIANSHIP OF BULLETIN BOARDS
As a result of the 6 July 1954 meeting with Building Supply
Officers, definite plans for periodic inspections of bulletin
boards and the removal of outdated and inappropriate material have
been completed. Consequently, much improvement in the appearance
and effectiveness of all bulletin boards can be expected.
Within a few weeks, Form No. 37-199., Bulletin Board Notice,
will be utilized by all employees in posting personal notices,
This will assure uniformity of posted material and will reduce
the likelihood of security breaches to a bare minimum, Further-
more, the maintenance of a copy of each posted Form 37-199 in
the Services Branch will increase our referral resources as
to housing, transportation, and other service needs of employees.
Periodically,-the Chief, Services Branch, plans to confer with
the Building Supply Officers to formulate plans for increasing the
effectiveness of this medium of communication.
PROCESSING OF ALIEN SPONSORSHIP CASES
Inasmuch as the workload is increasing, and, as a consequence,
there is an increase in the number of problems connected with the
-19?
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CONFIDENTIAL 29 July 1954
processing of these cases, more thorough training of our staff is
needed. To accomplish this, several informational meetings will
be held with- of our Security Office and representatives
of the Visa Division, Department of State,
A concerted effort will be made to foster the organization
of car pools in response to employee needs. It is planned to post
a permanent notice on each employee bulletin board directing em-
ployees interested in forming car pools to call the Services Branch
extension, Other plans are also under consideration,
See next page.
25X1A
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ma`ti x. Q'x &'. v+
Incentive Awards Program Plans
1 July - 31 December 1954
New Congressional Legislation - With the possible passage of Congress-
ional legislation which, if enacted, will expand the Government-wide
Program and provide for great increase in award payments, it is anti-
cipated that participation by employees in the Program will be stimu-
lated. Such legislation will necessitate Agency Regulation changes,
25X1A revision of forms, development of informational material, and other
work-load increases.
Incentive Awards Review - Two quarterly issuances of the "Incentive
Awards Review" are planned for this period. Continuing emphasis will
be placed upon utilization of adopted suggestions for the improvment
of Agency operations.
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30 July 1954
ME ?RANDUM FOR: Assistant Director for Personnel
THRU: Chief, Plans and Analysis Staff, OP
SUBJECT: Six Month Report of Progress and Program Plans
1. The attached report reflects the activities of the Processing
and Records Division.(PRD), Office of Personnel during the period
1 January through 30 June 1954 and outlines the program plans for the
period 1 July through 31 December 195h.
2, In accordance with past procedure, the three Branches under
PRD are reported separately, inasmuch as the operations of each Branch
differ from the others.
25X1A
Chief, Processing and Records Division
Attachments:
A - Transactions & Records Branch
B - Correspondence Branch
C - Central Processing Branch
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Page
Progress Report ........................... 1
Program Plans ..................... . ....... 5
"dorkloa.d Statistics ....................... 4 & 5
Progress '.teport ........................... 6
Program Plans ............................. 7
Workload Statistics ...................... 0 8
Progress Report ........................... 9
Program Plans ............................. 10
Workload Statistics ....................... 11
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TAB
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TRANSACTIONS AND RECORDS BRANCH
1. REPORT OF PROGRESS FOR PERIOD 1 JANUARY THROUGH 30 JUNE 1954
a, When personnel ceilings were established forajl components of the
Agency,, the Position Control Section of the Transactions & Records
Branch (TRB) established a method of control of these ceilings for
each element of the Agency, so that at any time an actual count of
personnel versus ceiling can be obtained. TRB does not take final
action on requests for personnel actions if the component has
reached or exceeded its ceiling.
In addition to the tabbing of Service Record Cards for periodic step
increases, personnel evaluation reports, etc., a method was estab-
lished for tabbing and flagging other cases as may be necessary;
e.g., all emergency cases are flagged in accordance with OPM 20-655-5.,
and to doubly insure that no reassignment to Headquarters of a draft
deferred person is processed, these cases are also flagged and brought
to the attention of the Chief, PRD.
co In accordance with OP{ 20-802-2 which established the procedure for
the maintenance of "in- and out-casual" records, the Position Control
Section established the basic lists of both types of casuals so that
the records, under current record procedures, would be complete and
up-to-date. The Position Control Section is responsible for main-
taining these rosters and forwarding the information to the Machine
Records Division.
d. During the past three months, this Division, with some assistance
from other Divisions of the Office of Personnel, screened every
official personnel folder of currently employed personnel in order
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TRB Cont.
to establish certain basic data which are urgently required in
connection with the new promotion policy and by the Career Boards.
This basic data consists of the date of present grade, the last
date of employment with CIA in a staff employee status, and an
artificial date of longevity of service with CIA. This project
was very time consuming as it was difficult to locate many of
the personnel folders which had left the File Room. This problem
is discussed in Paragraph 1, e., below.
25X1A
e. A system of charge-out and control of Official Personnel Folders
was established in accordance with CIA Regulation _ This
was effected within the Office of Personnel only on a trial basis.
It is now felt that this system could well be revised as it has
not aided the Files Section in exercising firmer control of files
than the system previously used.
f. A Retirement Roster of all staff employees who have reached the age
of sixty-five has been established in the Position Control Section.
This roster is checked monthly for mandatory retirement dates falling
within the next sixty days. This information is provided the Employee
Services Division so that they may notify the employees concerned
at least sixty days in advance of their mandatory retirement date.
g. Early this year, the Machine Records Division established the pro-
cedure of preparing Agency T/O listings with respective incumbents.
In order to insure the accuracy of all basic records, it is now the
practice to conduct a cross-check of the Position Control and
Machine Records Division records,
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TRB (Cont.)
h. In conjunction with the issuance of OPM 20-801-11, "touting and
Control of In-Service Actions," dated 8 April 1954, the Position
Control Section, TRB became responsible for the location of
personnel actions and their respective official personnel folders
during the processing of in-service actions. This is being ef-
fected through the use of Form No. 37-132-A., "In-Service Action
Control Card," which is maintained in the Position Control Section
and Form No. 37-132, "In-Service Action Routing Sheet." which is
initiated in the File Room and attached with the action to t1
official folder for processing.
i. Since the beginning of the second quarter of 1951, a concerted effort
has been made to standardize the Official Personnel Folders. Up to
the present time, 4,300 folders have been screened and converted.
This involved transferring material from hard-back to soft-back
folders, placing the material in the folder according to new stand-
ardized arrangement, and destroying all duplicate material and
that which is of no permanent value.
j. The extension of Consultant Contracts for the Fiscal Year 1955 was
accomplished, and a listing of those consultants whose contracts
are to be extended was furnished the DCI. The list was prepared
on the basis of justification received from the requiring office
and approval from the Security Office.
k. The Applicant Files Section is currently forwarding all applicant
files dated prior to January 1952 to the CIA records Storage Center.
Uncoded files are first routed to Placement and Utilization Division
for coding prior to sending them to Records Storage. In addition,
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TRB Cont.
all incomplete applicant files are being destroyed after a card
index record is made of the applicant's name and last known address.
1. The Applicant File card roster is currently being screened to destroy
cards for those individuals who are currently employed or who have
previously been employed by the Agency, since this information is
already available in the Position Control Section. Of the
cards maintained at the start of the project, 10,000 have been
removed and destroyed.
m. The active employee file cabinets have recently been checked for
accuracy of alphabetizing and even distribution within the cabinets,
This necessitated the re-labeling of all cabinets.
no A cross-index card file was established in the Files Section reflecting
name changes of Agency personnel. This eliminates searching through
personnel folders to determine such information when it is requested.
o. A revision of certain procedures in processing IAB cases now permits
Security Initiation and the release of the uinprocess" letter to
the applicant three to five days earlier than was previously possible.
It is believed this will aid considerably in decreasing the number
of applicant cancellations due to lengthy processing,
p. Below are indicated the pertinent basic workload statistics of TRB
for the period 1 January through 30 June 1954, and, for comparison
purposes, the available statistics for the period 1 July through
31 December 1953 are included,
25X1A
First Half Second Half
195L 1953 25X1 A
Security Initiations
Cancellations of S c
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TRB Cont.
First Half Second Half
19,54 - 1953
a) Separations
775
1,282
b) All others
17,193
11,Ii39
Total
17,968
12,721
Total number of T/0 Changes
737
No Record
set up in Position Control
Section (Forms 30--25)
Volume of Material Filed (ap
prox.) 100,000 pcs.
No Record
by File Room
2. PROGRAM PLANS FOR PERIOD 1 JULY THROUGH 31 DECE`SER 1954
a. TRB will continue the project of reviewing and revising all Official
Personnel Folders in accordance with established procedures, as
outlined in Item l.,i. of this report.
b. Upon receipt of the first complete machine run of service dates as
outlined in Item l.,d. in this Division, these dates will be posted
to the service record card in the Position Control Section. In
addition,, TRB plans to furnish the Machine Records Division and
post to the service record cards the longevity computation date
of Federal Service of all staff employees.
c. At the time the Fitness Reports procedure is established, it will
be necessary to tab the service record cards of overseas personnel
in the same manner as has been done for Headquarters personnel when
the Personnel Evaluation Report program was inaugurated.
d. It is planned to establish a procedure within TRB for a periodic
inventory of Official Personnel Folders in order to insure that
these folders are not lost or charged out for extended periods of
time.
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TAB
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CORRESPONDENCE BRANCH
1. REPORT OF PROGRESS FOR P IOD 1 JANUARY TI ROUGH 30 JUNE 195
a. During the past six months, the Correspondence Branch has prepared
and dispatched 21,280 letters (breakdown attached*), an increase of
3,559 over the previous six-month period. This indicates that
more persons have utilized the services of the Branch,
b. The program planned last January to establish a letter-drop to
backstop covert recruitment is operating satisfactorily? An OPM
was prepared and subsequently published which generally outlines
the procedures to be f of owed.
c. Through the continued co-ordination with the Secretary, Incentive
Awards Committee, the Correspondence Branch is now preparing all
of the letters for the Committee to employees relative to suggestions.
d. The Branch is continuing to work on special projects for the Personnel
Career Service Board, as well as for the CIA Career Service Council.
4
e. The coding system for the Correspondence sample book has been com-
pletely reorganized. A total of 117 form letters are now utilized,
of which 62 are on tapes for automatic machine use. With the aid
of the Management Staff, certain letters have been revised and new
form letters established to meet current-day needs.
f. Since February of this year, the Branch has been preparing and dis-
patching correspondence for the Chief, Employee Services Division.,
pertaining to letters received from creditors on unpaid bills ac-
cumulated by employees of the Agency.
g. In conjunction with OPM 20-615-2, "Civil Service Retirement," dated
12 February 19514, the Branch is dispatching the necessary letters
and applications to those employees resigning in the field.
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Corres. Br. (Cant.)
h. A preliminary discussion has been held with members of the
Personnel Staffs of the Security Office and TSS to work out a
plan for this Branch to handle the covert correspondence on
applicants in process for those offices. Currently this is
being done by the offices concerned. Further discussions are
being held in abeyance pending the final outcome of the proposed
OPM relative to the handling of Office of Conaunications applicants.
2. PROGRAM PLANS FOR PERIOD 1 JULY THROUGH 31 DECEMBER 1954
a. Continued review of the sample letters to keep them consistent with
current-day requirements and on a personalized basis.
b. Recently the Director of Central Intelligence indicated that the
consultant letters should be revised to reflect a warmer sense
of appreciation for services rendered during the past year. Plans
are being continued to rewrite these letters in conformance with
the DCI's request.
c. Implementing the proposed OPM on the handling of covert recruitment
of Office of Communications applicants, when it is approved. Also,
arranging to tie in other offices which work under similar conditions
in the recruitment of applicants.
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Corres Br.
Breakdown of Correspondence for Period 1 January through 30 June 1954
CATEGORIES
Contacts
Notification of Review
Interim Letters
Requests for Further Information
Rejects
Individual Handling
Special Handling
Credit Letters
Notification of Processing
Interims (Processing Cases)
EOD Letters
Request Additional Information (Processing)
Cancellation after Processing
Rejects after Processing
Special Processing
TOTAL NUMBER OF LETTERS SENT
Time lost due to Machine Breakdowns 213 hours
Time spent on Special Projects 147 hours
NLWER Or, LETTERS
25X1A
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TAB
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CENTRAL PROCESSING BRANCH
1. REPORT OF PROGRESS FOR PERIOD 1 JANUARY THROUGH 30 JUNE
a. Considerable progress has been made in on-the-job training of personnel
and establishing and revising internal procedures to insure a more
efficient organization. Much effort has been made in this respect
since Central Processing Branch (CFB) has been in existence in its
present expanded form less than a year. Extensive orientation
tours have been conducted through the Branch for most of the top
administrative people in DD/P and some elements of DD/I to insure
that our main customers are aware of the problems entailed in
providing travel services.
b. New and more efficient procedures have been established -with respect
to the following:
1) Method of insuring that a traveler is properly slotted.
2) Method of verifying that a traveler is physically qualified.
3) Method of arranging for the transporting of automobile on
the same ship with the traveler.
4) Method of insuring that all eligible travelers are afforded
an opportunity to participate in Agency sponsored insurance
programs.
5) More efficient physical movement of travelers through the
processing routine.
c. Various questionnaires completed in the Branch by travelers and by
Branch personnel have been revised and expanded to afford greater
assurance that travelers are well prepared for their journey before
they leave Washington and that the requirements of the Agency have
been met.
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CPB Cont.
d. During this reporting period some of the record-keeping and filing
systems have been overhauled, and in one instance a new record-
keeping system was established which eliminated three existing
systems in making record of the various documents issued to
travelers; e.g., passport numbers, AGO cards, etc,
e. A Post Report questionnaire was developed during this period and
preliminary coordination with Divisions of DD/P was obtained. The
matter is now with the Plans and Analysis Staff for preparation of
an Agency Regulation to govern the preparation and handling of
the form.
f. Greater interest in the Branch by DD/P personnel is reflected in
a request by the students in an Administrative Support Course/QTR
that more lecture time be devoted to the functions of this Branch.
The Branch has complied with their wishes.
g. During this reporting period the policy of staffing the Branch with,
overseas returnees was established and this has been done in a
few instances. It is expected that the program will continue until
every position which involves briefing travelers on any phase of
activity abroad will be filled by a person who can draw on
actual experience.
2. PROGRAM PLANS FOR PERIOD l: JULY THROUGH 31 DECEMBER 1954
a. One very worthwhile program expected to be undertaken in the near
future is orientation tours of the nature outlined in the preceeding
section for Ill?/P administrative personnel at the working level.
-10..
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CPB (Cont.)
2.,b. The program of staffing the Branch with overseas returnees mentioned
in the preceeding section will continue.
c. Further study of internal procedures and methods is planned, and it
is expected that a new procedure for filing inactive materials will
be inaugurated in the very near future.
d. Improvement of services rendered continues to be the outstanding
program for this Branch.
Basic Workload Statistics as Compared to Workload over Last Half of
First Half
__ 19,54 _
No. of Travel Orders Received
No. of Interviews Conducted
No, of Foreign Travelers Processed
(Includes Dependents)
No. of Domestic Travelers Processed
(Includes Dependents)
195,
Second Half
1953
25X1A
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TAB
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 SECRET
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Classification & Wage Division
PROGRESS REPORT - FIRST SIX MONTHS 1954
AND
PROGRAM OBJECTIVES - LAST SIX MONTHS 1954
1. Introduction
2. Classification Surveys
3, Position Standards
4, Individual Classification Actions
5. Table of Organization Review and Distribution
6. Special Studies and Staff Services
7. Program Objectives
1 August 1954
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25X1A
25X1A
25X1A
Progress Report and Program Objectives
Classification and Wage Division
1. Introduction
An objective appraisal of the salary and wage administration program in
this Agency during any particular period of time, such as the six months covered
by this report, must be in the perspective of ascertaining progress toward
mastery of an atypical situation. The major factors and considerations may be
identified as:
(a.) The statutory exemption of CIA from the Classification Act of 1949.
(b) The CIA Table of Organization system for authorizing the staffing of
organizational components;
(c) The highly sensitive security status of CIA programs and positions;
(d) The volatility of CIA organizational structure and position require-
ments;
(e) The large number of kinds of positions unique to CIA.
These factors and considerations create a complex of uncommon problems
above and beyond those faced by analogous classification programs in most
other Government agencies.
A principal problem is that of developing a body of regulatory issuances
covering matters of policy and practice that, under the Classification Act,
would be divided between the Civil Service Commission and the particular agencies
subject to that act. Encouraging progress was made in the fulfillment of this
obligation as the log-jam that has previously prevented the publication of
significant regulatory issuances was evidently broken. Two vital Regulations;
Tables of Organization; and one major
Position Standards were published. Another major Handbook
nal Handbook of Classification Tables and Codes was brought
to the stage of final refinement; and other Regulations were brought closer to
the point of publication. While it cannot yet be accurately said that a complete
scheme of written guidelines in the Classification and Wage Administration field
is now available to the Agency, it can be accurately observed that "daylight can
be seen".
A continuing problem is that of classifying rapidly large numbers of posi-
tions presented via Table of Organization proposals. R should facilitate
the resolution of this problem as its provisions place upon the originating
office the duty of including in their presentations statements of the duties and
responsibilities of all positions involved. The large number of TAO proposals
acted upon during the period illustrates the facility that the Division has
developed in accommodating classification practices to the situation; however,
there invariably remains in each case a large amount of followup to be done.
Another problem is the difficulty of documenting positions and keeping des-
criptions in line with both one another and current facts. Classification surveys,
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25X1A
the best means of dealing with this problem, received significant backing during
the period covered by this report; and a major component of the DD/A complex,
Logistics Office, was completely surveyed.
Another of these problems is that of providing a realistic occupational
stricture for Agency positions. The period reported on witnessed great progress
in the refinement and coding of occupational categories and the establi
standard job titles. The imminent publication of the resulting manual,
a high degree of uniformity in titling and coding of positions and will facilitate
the establishment of competitive levels for reassignment purposes.
Occupational Handbook of Classification Titles and Codes is expected to proo ice
The concurrent obligations of the Division caused the distribution of
professional staff time to be as shown on the following page. Succeeding parts
of this report furnish details on the categories of activity identified.
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Category Characteristics
1. Classification Collection, recording, and analysis of
Surveys. duties and qualification requirements
information about all positions in arts
Time Percentage
26%
cular organizational components or occupa-
tional categories. Presentation of classifi-
cations determined upon for the positions and
coordination of results with Office concerned.
Preparation of survey reports.
2. Position Stand- Intensive analysis of positions in particular 15%
ards, occupational categories. Preparation there-
from of summary statements of the essential
characteristics of the categories and of the
levels of work therein, qualifications re-
quited therefor, and the. lines of progres-
sion in and out of them.. Coordination of
these products.
39 Individual Review of selected individual personnel actions 22%
Classification in terms of the classification propriety thereof.
Actions. Such actions are those in which there are un-
t.
5.
Table of Or-
ganization Re-
view and Dis-
tribution.
Special Studies
and Staff Ser..
vices.
resolved questions concerning the classification
of the positions concerned, and their resolution
frequently requires desk audits and the prepar-
ation of descriptions. Category includes super-
grade position review and recommendations.
Classification review of T/O proposals and 10%
preparation of OP recommendations to DD/A.
Distribution of approved T10's and control
of all T/O records.
Preparation and coordination of regulations, 20%
handbooks, and other guides on classification
and wage administration matters. Prepara-
tion of comments on applicability to CWD
ro-
p
gram of legislative and other proposals.
Analytical studies on current problems of con-
cern to CWD activities. Extension of machine
tabulation methods in the presentation of
information about occupational structure of
Agency Components. Staff assistance to oper-
ating offices on classification problems.
(The remaining 7% of staff time was divided approximately equally
between formal training within the Agency and leave)
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2. Classification Surveys - 26% Workload Factor
A. The largest survey conducted during this reporting period was that of
the Logistics Office. The factors leading to its selection included (a) the
existence of an unusually large number of classification problems compli-
cating the transaction of daily business, (b) an unusually large difference
between the number of its T/O positions and the number of employees permitted
by its employment ceiling, and (c) the stated desire of Logistics Office to
obtain official position descriptions and qualification requirements for their
positions. For these reasons, the AD/P supported a combined management and
classification survey which was participated in by specially constituted teams
from both OP and LO. By the end of the reporting period the survey had pro-
gressed to the point of resolving differences over the classifications of
particular positions. A complete classification survey report is now being
prepared to record the history, results, required follow-up and other character-
istics of this survey.
B. Other surveys undertaken or carried forward illustrate both concentration
upon particular components and particular kinds of positions. They were selected
for the same general reasons set forth as considerations in the report for the
preceding half year. It was a continuing objective of all surveys to produce
integrated position information for personnel administration and management pur-
poses. Experimentation was engaged in to the end that the survey process would
be less burdensome upon the employees and supervisors of the components concerned.
C. The number of positions covered by completed surveys was nearly 85%
larger than that for the preceding period.- Survey accomplishments when evaluated
against survey objectives for the six month period also indicate substantial
fulfillment of our plans.
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25X1A
D. Classification Surveys Completed, 1 January - 30 June 1954
Organization
DD /A Area
Logistics Office Survey completed except for
Number of Positions Covered
25X1A
Office of General Services
Special Duplicating Section
DDIArea
Office of Scientific Intelligence
Nuclear Energy Division
Chemical Division
Administrative Staff
Office of Collection and Dissemination
Machine occupation positions in various Divisions
Office of Research and Rep its
Information Control Staff
Project Control Staff Survey completed except for
concurrence by operating Office.
DD Area
WE - ivision
Personnel occupation positions in Area Survey com-
pleted except for concurrences by.operating Office.
Office of Communications
ommu ca ions ec nician occupation positions
Office of Personnel
Entire Office less Planning & Analysis Staff,
Office of AD/P, and Testing & Evaluation Branch
of Placement & Utilization Division
25X1A
Office of Training
Survey completed except for concurrences
by operating Office - Support Division
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3. Position Standards - 15% Workload Factor
A. Projects for the production of position standards were carried on both
in the Surveys and Standards Staff and by designated personnel of the two oper-
ating Branches of the Division. Various fractions of the time of 20 professional
members of the Division staff were devoted to this category of activity,
B. Approval was obtained during the reporting period for the publication of
standards as periodically issued contents of Agency The
initial issuance occurra& during the period and co
Occupational Code Positions Covered
25X1A
GS-0230.01 Employee Relations Officer
and Assistant
GS-0301.35 Courier -
GS-0358.00 Tabulating Machine Operation Series
GS-0359.03 Tabulation Project Planner
0. In addition, standards for the following occupational categories were com-
pleted during the period and were pending publication approval on 30 June:
Occupational Code Positions Covered
GS-0308,03
GS-0388.03
GS-0136,62
GS-0150,01
GS-0150.02
GS-0816.01
D. Further standards for
of work during the period and
on 30 June :
Communications Technician (Crypto-
graphy)
Commsnic ations Technician (Radio)
Documentation Officer and Analyst
Geographer
Geographer (Cartography)
Cartographic Draftsman
the following occupational categories were the subjects
were brought to the indicated percentages of completion
Occupational Code
Positions Covered
% Completed
GS-0221,00
Pos. Class & Wage Series
95%
GS-0211,03
Position Inventory Clerk
90%
GS-0560.00
Budget Adm. Series
90%
GS-0132.44
Reports Officer
90%
Gs-05t ,00
Time., Leave and Payroll Series
90%
GS-0132.43
Current Affairs Officer
85%
GS -1410, 00 & Gs-14i 1, 00
Librarian & Library Assistant Series
85%
GS-2131, 00
Freight Traffic Series
80%
GS-0306.00
Records Mgt. Series
75%
GS-0132.48
Foreign Documents Off,
75%
GS-0132.1.6
Requirements Officer
75%
GS-0100,00
Intelligence & Social Science Group
75%
GS-2030,00
Storage Series
70%
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Occupational Code
Positions Covered %Completed
GS-0033.02 &
.03
Broadcast Monitor
70%
GS-0510.14
Finance Officer
60%
GS-0301.28
Intelligence Assistant
50%
GS-0322.00
Clerk Typist Series
50%
GS-0305.00
Mail & File Series
50%
GS-1121.00
Communications Series
50%
GS-0318.00
Secretary Series
25%
GS-0312.00
Clerk Stenographer Series
25%
GS-0132.31 to
.36
Intelligence Processing Sub-Series
20%
GS-0201.01
Personnel Officer
15%
GS-0113.02
Financial Economist
15%
GS-0132.23
Information Control Officer
10%
GS-0136.01
Area Operations Officer
5%
GS-0305.13
Information Control Clerk & Asst.
5%
E. The standards to which paragraphs A. through D. have reference are necessarily
quite time-consuming in preparation inasmuch as they derive from intensive analysis
of many individual positions and are designed to serve many purposes of personnel
administration. Accordingly, it was a natural consequence that the rate of their
production was not sufficiently rapid to permit the prompt coverage of all the kinds
of positions for which there was an immediate need of qualification requirements.
In order to meet this latter particular need more swiftly, Interim Qualification
Requirements were introduced. These consist of statements, derived in the main from
those previously developed by the Civil Service Commission and other agencies, of
the typos of knowledges, skills, abilities, and personal characteristics and of both
the types and amounts of experience and education required for particular occupation-
al categories and of the grade levels of positions therein, 38 such Interim Stan-
dards were developed and are currently being reviewed by Agency components prior to
publication. Their approval for use pending development and issuance of complete
Position Standards for the respective occupational categories will provide an interim
basis for reviewing and evaluating the qualifications of candidates for positions.
Interim Qualification Standards Developed
Occupational
Code Title
Occupational
Code
GS-0010.01
Editorial Clerk
GS-0211.06
Personnel Transaction Clerk
GS-0132.00
Intelligence Production Series
GS-0211.07
Personnel Transaction
GS-0180.01
Psychologist (Clinical)
Clerk (Typing)
GS-0180.02
Psychologist (Agent Assessment)
GS-0301.03
Administrative Officer
GS-0180.03
Psychologist (Personnel Selection GS-0301.09
and Evaluation)
Administrative Services
Officer
GS-0160.01
Psychometrist
GS-0301.26
Clerk
CS-0201.01
Personnel Officer and Ass't
GS-0301.28
Intelligence Assistant
GS-0202.01
Personnel PLesearch Officer
GS-0303.00
Organization and Methods
and Analyst
Examining Series
GS-0203.00
Personnel Clerical Series
GS-Q312.01
Clerk Stenographer
GS-0211.01
Appointment Clerk
(35-0212,00
Placement Series
GS-0211.05
Appointment Clerk (Typing)
GS-0301.02
Administrative Assistant
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Occupational
Occupational
Code
Title
GS-0318,01
Secretary (Stenography)
GS-2001.01
Supply Officer and Assistant
GS-0318.02
Secretary (Typing)
GS-2001.02
Supply Clerk
GS-0318.03
Secretary
GS-2010.01
Logistics Officer and Asst.
GS-0322.01
Clerk Typist
GS-2110.03
Logistics Clerk
GS-0500.00
Accounting, Fiscal and Budget
GS-2020.01
Procurement Officer and Asst.
Clerical Positions
GS-2020.02
Purchasing Agent
GS-0510.00
Accounting Series
GS-2020.03
Procurement Clerk
GS-0855.04
Electronic Engr. (Radio)
GS-20110.01
Property and Supply Officer
GS-0855.06
Electronic Engr. (Wire
and Assistant
Communications)
GS-2040.02
Property and Supply Clerk
GS-o855.i1
Electronic Engr.(Commo. Devices GS-2050.01
Supply Cataloging Officer
GS-0855.16
Electronic Engr. (Microwave)
GS-2050.02
Supply Cataloging Clerk
GS-1152.09
Printing Production Specialist
GS-2101.01
Transportation Officer
GS-1671.03
Electronic Technician
GS-2101.02
Transportation Clerk
GS-1800.00
Security Officers, Analysts
GS-2131.01
Freight Traffic Officer
and Assistants
GS-2131.02
Freight Traffic Clerk
GS-1810.06
Security Clerk
4. Individual Classification Actions - 22% Workload Factor
Although the percentage of time devoted to this category increased over
that for the preceding six months, such percentage continues to be significantly
smaller than for previous years wherein it represented approximately 50% of
total activity. The Division continued to examine personnel actions affecting
the incumbency of particular positions that have been "flagged" because there
is some definite problem concerning classification. In addition, it examined
personnel actions affecting positions about which the originating office
specifically requested a classification review as in the case of career service
and promotion actions. The larger percentage of time devoted to the activity
reflects increases in the number of both flagged positions and specific requests
for review.
During the period, 1301 individual personnel actions were processed, a
substantial portion of which involved the making of individual desk audits and
the preparation and certification of position descriptions. Statistics indicate
that a significant proportion of the total number of position descriptions
produced result from this category of activity. Consequently, despite the
emphasis upon surveys, it continued to be a fruitful means of securing the
documentation of Agency position, 109 descriptions being produced in this
manner.
5. Table of Organization Review and Distribution - 10`% Workload Factor
The period of the last six months reflects both a very large increase in
the number of new T/0's and changes to established ones and a decrease in the
coordinating responsibility of this Division for their processing. 1000 new
T/O's or changes thereto covering positions were acted upon. These
25X1A
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very large figures are atypical in that many T/O changes were for the purpose
of reducing authorized numbers of positions to authorized numbers of employees,
of effecting minor organizational changes, and of converting positions to the
titles and codes in accordance with the new Agency occupational structure.
Nevertheless, a substantial portion of the T/O changes required individual 25X1A
consultation with the o erating offices and the audit and analysis of positions.
Agency Regulation No. of 16 April 1954 transferred from the OP to the
Management Staff the responsibility for coordinating T/O proposals involving
organizational or functional changes; after that date, the Division accordingly
performed the functions for the AD/P that were assigned to the latter by the
cited Regulation. These functions continued to include the classification of
approved positions, the issuance of T/O change authorization documents, and
the control of T/0 records.
Major significance is attached to the following accomplishments in this
category of Division activity:
a. Review and initial machine recording of all DD/P field T/0's.
b. Review, modification, and in many cases, the reduction or elimination
of excess Project T/0's. Machine listing for the first time of all
Project T/O's.
c. Conversion to the six digit CIA Occupational Code of the bulk of the
Agency Table of Organization.
6. Special Studies and Staff Services - 20% Workload Factor
This category may be divided, for purposes of this report, into three sub-
categories of A. Staff studies and reports, B. Regulatory issuances, and C. Staff
Services. However, the sub-categories are frequently intertwined; for example,
a staff study to produce an improved work method may eventuate in the formulation
of a regulatory issuance and create the need for explanation and advice thereon
to the operating offices concerned.
A. Staff Studies and Reports
Included among projects in this sub-category were the following ones
of major significance:
(1) Tables of Work Experience Requirements and Allowable Substitutions
Three such tables were developed and issued, one for Admin-
istrative Officer and Social Science position categories, one for
Clerical, Stenographic, and Secretarial position categories, and one
for Professional Engineering and Scientific Position Categories. 25X1A
These tables were worked up as a means of implementing- the responsi-
bility imposed upon the Division by Agency Regulation of
31 March 1954 for the development of minimum qualification require-
ments. They provide, for each grade within the cited categories,
(a) general requirements as to the length of experience required
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25X1A
and (b) alternate requirements as to the length of Agency experience
at the next lower grades, and for the respective categories as a
whole patterns of the amounts of required experience for which
various kinds and amounts of education and training and various
kinds of tests may be substituted. The tables have been and are
being used in tn.e formulation of the parts of minimum qualification
requirements in position descriptions, interim qualification
standards, and position standards to which they apply. They are
also used by other components of OP in the review and evaluation
of the qualifications of candidates for positions not currently
covered by any of the other qualification statements. The alternate
requirements portions of the tables were modified, upon issuance
of Agency Regulation No. of 30 April 1954, to coincide with
the promotion requirements established therein.
(2) Instructions for Preparation of Position Descriptions 25X1A
In connection with the development of Position
Analysis, revised instructions for preparing Position Descriptions
to operating officials and employees were developed and issued as
an overprint on official Agency Position Description form (Form 37-178),
thereby eliminating the necessity of consulting both this form and a
separate document in writing descriptions. Additional copies of the
instructions are now distributed to operating off ices upon request
and in connection with classification surveys.
(3) Distribution of Personnel Functions between Office of Personnel
and Logistics Office
The Division contributed one of the three members, who served as
leader, of a three-member task force from the Office of Personnel
which conducted a study to determine the proper functional relation-
ships between the Office of Personnel and the Logistics Office in
discharging their respective responsibilities in the field of
personn:-1 services. This study was concurrent with the classifi-
cation survey of Logistics Office, and on June 30 partial findings
and recommendations are in and undergoing review and coordination.
The study included the preparation of functional statements setting
forth the respective responsibilities of each Division of the Office
of Personnel for each type of personnel function and activity,
contrasted with the parallel responsibility of the Chief, Logistics
Office, Personnel Officer of Logistics, and Operating Division and
Staff Chief of Logistics Office for each personnel function. In
addition, flow charts were developed to clarify the origination,
processing, distribution, and disposition of each personnel document
required to effect necessary personnel and career service actions.
Finally, based on proposed functional responsibilities, a staffing
authorization for the Logistics Office Personnel Branch was
recomrrended. It is anticipated that the results of this study
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will significantly inprove the operation of the Logistics Office
personnel component and will serve as a pattern for clarifying
similar relationships between the Office of Personnel and other
25X1 A operating personnel units throughout the Agency.
(5) Studies of Average Grades, Grade Distributions and
Grade Utilization
Several studies in the form of machine listings of these types
were made, both as special projects and as fulfiller =nt of arrangements
for quarterly presentations. One such study compared the grades of
incumbents with those of positions in an entire Division of DD/P
and furnished the basis for refuting allegations that approved
position grades were too restrictive. Other machine listings developed
and distributed to appropriate of_ficials,(a) compared the average T/0
grades and average grade trends within and between operating com-
ponents, (b) listed the number of personnel slotted against T/O
positions at each grade who were one, two, and three or more grades
below the T/0 positions, and (c) listed the T/O positions within DD/P
by Career Service Designation and organizational location. Each
Career Service (e.g. Lo-istics, Comptroller, Personnel, Administration)
was provided with a listing from the latter report of DD/P positions
designated to their Career Service. One aim in providing this factual
information is to make key officials aware of current classification
status of their components, significant trends, and degree of
utilization of existing classification authorizations so that a
basis for their review of subsequent T/O proposals will exist.
(6) Review and Comments on Significant Documents
A large number of publications and documents were reviewed
and comments thereon prepared in respect to the a'rrplicability to the
work of the Division. Among them were H.R. 8093; H.R. 8990; H.R. 8638;
S. 2665; portion of Congressional Record of 25 February 195; C.S.C.
Departmental Circulars Nos. 718 and 752; and proposed CIA Regulations.
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(7) Clarification of the Legal Status of a Table of Organization
opinion of the Office of the General Counsel sustaining the con-
clusion reached by the Division after its analysis of the request
of an employee that he be paid at the rate accruing to a T/O
position against which he was not officially assigned rather than
at the rate applicable to his position of official record, when
the latter was not listed on the authorized T/O. The decision
stated that a position occupied pursuant to a properly executed
personnel action is an authorized Agency position even though it
does not appear on the approved Table of Organization at the time.
This doctrine of significance to Agency personnel administration
would probably not have become known except for the occasion
provided for its declaration by the Division analysis of the
specific case.
B. Regulatory Issuances
Included among projects in this category were the following ones
of major interest:
25X1A (1) Agency Regulation No. - Position Analysis
25X1A
25X1A
25X1A
This Regulation was published on 31 March 1954, incorporating
the revised instructions for preparation of position descriptions
and authorizing the issuance of Position Standards.
(2) Agency Regulation No. - Table of Organization
This Regulation was published on 16 April 1954, incorporating
significant parts of a draft originated within the Division and
realigning the responsibilities of OP in respect to the review of
T/O proposals.
(3) Agency Handbook No. Position Standards
This Handbook, along with the initial issuance of contents,
was published on 31 March 19514. The publication of it paves the way
for issuing additional standards as they are completed and coordinated,
without the necessity for separate publication approval in each case.
(I4) Agency Handbook No. - Occupational Handbook of
Classification Titles and Codes
A second preliminary draft of this Handbook was issued for
review and coordination purposes; and based on experience in its
use and on coordination comments, final refinements were being made 25X1A
on 30 June 1954 to permit formal publication. Publication will be
authorized by Agency Regulation No. Position Classification,
which is periling with Planning and Analysis Staff.
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(5) Employee Handbook, How Your Position is Classified in CIA
Although this handbook was developed nearly a year ago and has
been pending publication in PAS since then, the need for dispensing
its information concerning our program to the Logistics Office
employees was evident during the planning for this Survey. Accordingly-,
the Division published the Manual in interim form for that purpose.
ieports from Logistics Office indicate it was well received and will
be a useful tool to familiarize all Agency employees with our pro-
cedures, purposes, and methods. Early official publication of this
Handbook should result in a better understanding on the part of
employees on the basis for their pay.
C. Staff Services
This category embraced a wide variety of activities of service to
operating components of the Agency, to Career Service Boards, and to
other components of the Office of Personnel. Continuing consultations
were held with representatives of offices serviced to answer questions
and give information concerning the classification and wage program
and to resolve individual classification problems. These varied from
informal desk audits and recommendations to supervisors of the level of
performance of individual employees to the preparation of the Annual
Report for the National Security Council to justify the NSC Staffing
Pattern to Congress. Job information and recommendations based on
desk audits were provided various Career Service Boards upon their request.
Recommendations were given to Placement and Utilization Division concern-
ing items such as proper salary and wage rates applicable to personnel
actions, normal promotion progression for various types of positions,
and informal qualification requirements for positions not yet covered by
official issuances. During the period a large number of personnel from
outside the Division were given orientation and briefing with respect
to our program.
These staff services do not lend themselves to glamorous report,
but they occupied significant amounts of staff time and must be con-
sidered an integral part of our program.
Program Plans and Objectives for the Six-Month Period ending 31 January 1954.
A, General
Although we are in a better position to provide the Agency units with
comprehensive occupational information than heretofore, the requirements
continue to increase for our products for use in Career Service, T/O
development, qualifications review, and general personnel administration
purposes. Therefore our program plans are conditioned by the requirement
that we complete coverage on the many positions, particularly in the DD/P
area, which have been newly established or for which it has not previously
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been practicable to analyze thoroughly. The necessity for accelerating
the Position Standards Program is believed evident, and the listing of
Standards currently under development illustrates the emphasis we are
placing on this program. Recent developments in the Career Service Program
will require additional occupational information on our part, particularly
in the designation of "Career" positions. These requirements will be
incorporated in our survey program. Additional efforts will be directed
to complete and then to maintain the competitive level listing for all
Agency positions. T/O review responsibility and activity will probably
not diminish and must be planned for. Finally, the coming period should
see official publication of CIA Occupational Handbook of 25X1A
Classification Titles and. Codes, as well as Position Classifi-
cation. The volume of activity envisaged dictates increased use of
classification "shortcuts" such as standard position descriptions,
annotation of previously prepared descriptions to bring them to a current
status, and the use of the "statement of differences" to designate positions
similar to an officially described position.
B. Classification Survey Objectives
(1) Covert
Durin; the coming period a primary objective will be to enter
into formal survey procedures with respect to DD/P and Office of
Communications organizations, with effort initially concentrated on
the FI, PPNIOS, and Administrative Staffs of DDP and technical
communications elements of Commo. A second objective is to survey
functional type positions across Area Division or Staff lines to
establish standard evaluation criteria and position descriptions
for positions such as Area Operations Officer, Reports Officer,
Intelligence Officer, etc.Logistics Office survey findings will be
applied to the evaluation of Logistics positions in this area, and
the results of the Personnel,.Branch, Logistics Office, functional
and staffing study will be applied to alpropriate DDP and Communica-
tions personnel components.
(2) Overt
25X1A
Surveys in progress in DDI, DDA, and Training, encompassing
Logistics Office) will be brought to
completion. The comprehensive survey procedure used in the
Logistics Office will be applied during the period to Office of
the Comptroller and Security Office. The now T/4 proposal for OCI
may well require a subsequent classification survey.
C. Position Standards Objectives
To complete the position standards underway as listed rreviously in
this report presents a formidable challenge for the coming period, particular-
ly since classification survey requirements may dictate the assignment of
Standards personnel to participate. However, it is a primary objective to
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Iftw,
complete a realistic, usable, acceptable, and equitable standard for the
evaluation of clerical and secretarial positions. This will be assigned
a high priority and will introduce a point rating system.
D. Individual Classification Actions
Staff members will be made available to handle the day-to-day flow
of individual actions and individual problems which require prompt
action. Extension of the survey program will be aimed at keeping both
the individual actions and the individual problems to a minimum.
E, Table of Organization Review and Distribution
This major work category will undoubtedly decrease only a small 25X1A
amount, if at all, in volume. Although requires the submission
of job information with each T/0 submission, the compliance to date has
not been encouraging. Accordingly, we shall strive to attain increased
cooperation by operating offices and to work with them in preparing T/O
submissions which well enable more accurate initial classification
determinations and minimize slash grades and follow-up problems. In
this respect, a major problem which we have always faced is that of "pre-
selection" of personnel to fill a proposed T/O submission. This boils
down to the fact that an individual of a designated grade is detailed
to and performs the work of a proposed position unofficially for some
length of time. Then, a T/0 submission is received proposing the
position at his (or more frequently a higher) grade. At this stage, we
may be accused of "sabotaging" a going operation if we do not approve
a grade level that will accommodate the "incumbent" of the proposed
position. The solution would seem to consist of the operating office
obtaining classification advice on a proposed position prior to identify-
ing it irrevocably with a specified person.
Encouraging progress has been obtained in revising major T/0's to
reconcile the number of T/0 positions with the component ceiling. The
completion of this program is anticipated prior to the end of the year.
F. Special Studies and Staff Services
Among anticipated special studies, the proposed review of all Agency
Super-grade positions looms on the horizon. In preparation for this
analysis, efforts are being made to obtain descriptions of each position
in this category together with information concerning counterpart
positions elsewhere in the Federal Service. Our principal "gray area"
with respect to Super-grade classification is the lack of definitive
criteria for allocating these positions. Existing super-grade approvals,
in many cases, date back a number of years, and the conditions under which
they were approved have greatly changed. Complicating the problem is
the imposition of a ceiling on the number of super-grade personnel with
paradoxically no ceiling on the number of super-grade positions. Inasmuch
as in the area of super-grade position classification, the complete
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statutory authority rests in the DCI (with some control by Bureaaz of
the Budget), the preparation of a staff study to define criteria and
characteristics of each super-grade level for his approval may be in
order.
A second significant special study will comprise the bringing of
the previously distributed Five-Year Study on Average T/O Grades of
Agency Components, up to date by the inclusion of figures for the end of
Fiscal Year 1954.
The Career Designation listing of DD/P positions is being increased
in utility by the inclusion of the nacre of the occupant of each position.
Further efforts will be directed to include in text rather than in code
the organizational location of each position on the listing. Other
25X1A listings such as a comparison of employees grades with T/O grades will
be continued. As previously mentioned, publications pending publication
will be expedited for publication, Among these, most important are
Position Classification, and Pay Administration 25X1A
(Salary and Wage Determination Section). The absence of a clear cut
policy and procedure for determining salary and wage adjustments upon
appointment, promotion, reassignment, or change to lower .grades, has"
resulted in a number of individual problem cases requiring corrective
action.
Staff support and advice to operating components and other units
of the Office of Personnel will be continued. In particular, we shall
try to get in on the ground floor on major T/O proposals of operating
components to resolve problems and differences whenever possible before
the official T/O document enters official channels. This type of
activity is considered desirable but requires the Classifier to have
regular contact with the offices and requires stable and accurate staff-
ing of the Division.
G. Staffing Requirements
Program requirements continue to be expanded as heretofore outlined.
The comprehensive classification survey of the Logistics Office completed
during the period pointed out the necessity for additional staff members
if this type of activity is to continue. It was necessary in the survey
to pull classifiers from their regular assignments with the result that
the progress achieved in those offices was not very satisfactory. Also
four typists on detail were required for several months. Informal
inventories indicate we have scarcely more than half of the Agency
positions described, and many descriptions undoubtedly are of dubious
currency. With full realization of the rigid ceiling controls in effect,
we feel that an increase of three Position Classifiers and one Clerk-Typist
would permit the continuation of the survey program without a discontinuance
of the other essential activities of the division, including the Position
Standards and Qualification Requirements programs.
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means of more accurate assignment procedures and full consideration of
military qualifications.
c. To improve the validity and comprehensiveness of efficiency
reports and to ensure military details of fair treatment and equal con-
sideration with their contemporaries with regard to promotions and other
personnel actions,
d. To improve military administration of all types for military
personnel assigned or detailed to the Agency and to effect the most ec-
onomical and complete utilization of military resources that is possible.
This is intended to enhance the value of the military to the Agency.
Deputy Chie j Military Pers nnel Division
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