20. FITNESS REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79-00317A000100020045-9
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 3
• Document Creation Date: December 19, 2016
• Document Release Date: January 22, 1998
• Sequence Number: 45
• Content Type: REPORT

pproved For Release
20. FITNESS REPORT
a. POLICY
(1) The continuous evaluation of the performance of employees by their super-
visors is an essential element of the Agency's personnel management pro-
gram. The results of such evaluation for staff employees and staff agents
shall be recorded at least once each year.
(2) Supervisors shall show each report of evaluation to the employee con-
cerned except when operational circumstances, security considerations, or
other unusual conditions make it impractical or ill-advised to do so. If a
supervisor elects not to show the report to the employee, he shall explain
in the report the reasons for his action.
b. RESPONSIBILITIES
(1) The Director of Personnel is responsible for developing and monitoring
the Agency's program for producing timely and useful records of the
evaluations of employee performance.
when required by special circumstances.
e. NOTICE OF FITNESS REPORTS DUE AND DELINQUENT
(1) The Director of Personnel shall provide Operating officials with monthly
rosters of those employees whose Fitness Reports are due in 45 days.
(2) Annual Fitness Reports are considered delinquent if they are not com-
pleted properly and received in the Office of Personnel by the due dates
shown in the Schedule for Submission of Annual Reports in Form 451.
An employee's initial Fitness Report is considered delinquent if it is not
received ten months after his entrance on duty.
(2) Operating Officials and supervisors are responsible for recording and re-
porting evaluations of employee performance in accordance with this
paragraph.
c. RECORDING EVALUATIONS
(1) FORM 45, FITNESS REPORT. Form 45, Fitness Report, shall be used to
record evaluations and shall be prepared and submitted in accordance
with the instructions contained in Form 45i, Directions for Completing
Form 45, Fitness Report.
(2) MEMORANDUM IN LIEU OF FORM 45. An evaluation in memorandum
form may be substituted for Form 45 for employees in grades GS-14 and
above. When a memorandum is used, care should be taken to ensure that
the purposes of a Fitness Report are observed. The memorandum shall
be prepared and processed in accordance with the instructions contained
in Form 451.
d. SUBMISSION OF REPORTS
(1) INITIAL REPORT. Supervisors shall prepare a Fitness Report for each
employee nine months after his entrance on duty unless one has been
prepared for some other reason within the previous 90 days.
(2) ANNUAL REPORT. Supervisors shall prepare a Fitness Report for each
employee annually in accordance with the Schedule for Submission of
Annual Reports contained in Form 451, unless one has been prepared for
some other reason within 90 days.
(3) REASSIGNMENT REPORT. Supervisors shall prepare a Fitness Report
when the supervisor is changed by the reassignment of the employee or
of the supervisor.
(4) SPECIAL REPORTS. Supervisors shall prepare other Fitness Reports
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p oyee who, after discussions with his supervisor, believes
that his Fitness Report does not accurately reflect his performance may pro-
ceed in accordance with the provisions of HR 20-7, Grievance Procedure.
e epu Director concerned. The Deputy Director of Central Intelli-
gence shall be informed concerning Fitness Reports which are delinquent
more than 90 days.
f. APPEALS An
I
on
Director of Personnel shall report delinquencies of more than 60 days to
th D
(3) The Director of Personnel shall provide Operating Officials with monthly
rosters of individuals whose Fitness Reports are delinquent with an indi-
cation of the length of time each report is overdue In additi
th
21. PROMOTION. This paragraph provides for the promotion of staff employ-
ees and staff agents to grades up to and including GS-15. It does not apply to
the promotion of employees to grades GS-16, 17, and 18, or to the promotion of
employees who occupy positions compensated in accordance with Wage Adminis-
tration Schedules.
a. POLICY
(1) The promotion of employees is based on competitive evaluation of their
performance, qualifications, length of service, and value to the Agency.
(2) Each Career Service comprises a competitive area for promotion for mem-
bers of that service. The Head of a Career Service may establish separate
areas of competition within that service when necessary because of differ-
ences in occupational or functional lines of work performed by its per-
sonnel.
(3) Promotions are limited to one-grade advancements. Exceptions to this
policy shall be made only when the Director of Personnel determines, upon
recommendation of the Head of the Career Service concerned, that excep-
tion is justified.
(4) The Director of Personnel shall not process a recommendation for promo-
tion of an employee in the absence of the last Fitness Report scheduled in
accordance with HR 20-20 or a currently executed Fitness Report.
b. SCHEDULING OF EVALUATIONS
(1) The competitive evaluation of personnel In grades GS-9 through GS-14
shall be accomplished by the Heads of Career Services in accordance with
the following schedule:
DURING THE
GRADES QUARTER BEGINNING
GS-9 through GS-11 January
GS-12 through GS-13 April
GS-14 July
Recommendations for the promotion of individuals in each of these grade
groups should be forwarded to the Head of the appropriate Career Service
at the time Fitness Reports are submitted, that is, during the quarter im-
mediately preceding that designated above.
(2) Employees in grades GS-8 and below may be evaluated for the purpose of
promotion at any time that the Head of the Career Service considers it
appropriate. Although formal competitive evaluation is not required for
these personnel, the basic principle of competitive evaluation shall be fol-
lowed in selecting them for promotion.
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PJ PERSONNEL wr
c. PERSONAL RANK ASSIGNMENT. A personal rank assignment authorizes an
employee to occupy a position of lower grade than he holds. Personal rank
assignments may be approved by the Director of Personnel upon certification
by the Head of the employee's Career Service and the Operating Official con-
cerned that they are necessary for one or more of the following reasons:
(1) An employee is to be competitively promoted but must complete a specific
assignment in a position of a grade lower than his grade after promotion.
(2) An employee is the only qualified person available for assignment to a posi-
tion which must be filled immediately.
(3) The employee possesses such unusual background, contacts, or qualifica-
tions for a particular position that his assignment to that position is es-
sential to an Agency program.
(4) An employee's service record and qualifications demonstrate satisfactory
performance at his grade, and staffing plans provide for the filling of a
position of that grade in the near future, but no appropriate assignment
of proper grade is currently available.
(5) An employee is to obtain specific experience essential to the planned future
use of his services.
Under any of these circumstances, personal rank assignments shall be for a
specified maximum period of time, agreed by the Director of Personnel, the
Head of the Career Service, and the Operating Officials concerned.
d. RESPONSIBILITIES
(1) SUPERVISORS. Supervisors at all levels are responsible for evaluating
the merit for promotion of employees ,under their jurisdiction and for
making recommendations to the Heads of appropriate Career Services,
through command channels, concerning the promotion of such employees.
Revised: 20 June 1063,
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