(Sanitized)-REINSTATEMENT OF GRADE AND SALARY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81-00142R000400050010-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 14
• Document Creation Date: December 9, 2016
• Document Release Date: June 28, 2001
• Sequence Number: 10
• Publication Date: July 14, 1978
• Content Type: MF

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htEMOBANDUM FOR: Deputy Director of Central Intelligence
. Deputy Director for Administration
FROM : F. W. M. Janney
Director of Personnel
SUBJECT - Reinstatement
of Grade and Salary
14 JUL 1978
D31A Registry
File
1. memorandum addressed to you and her
suggestions to the Suggestion Awards Committee concerning the hiring
of Clerk-Stenographers have been reviewed by the Office of Personnel.
She has some interesting thoughts on our hiring procedures; however,
some of the facts that she presents are not entirely correct.
2. When recruiting clerical personnel for the Agency, every
applicant is required to sign a form entitled, "Employment Information
Agreement" (see attached). This sheet clearly states that failure STATINTL
to meet skill requirements in shorthand will result in a reduction in
grade and salary. It also informs applicants that their grade and
salary will be restored if they qualif u on retesting within three
months of their entrance on duty. is in this three-month h
period, having entered on duty 15 May 1978. She has been retested one
time since her entrance on duty and to date has failed to qualify on
our shorthand exam. She is scheduled again on 18 July.
3. We do not accept certificates of proficiency from high schools,
colleges or employment offices. Experience has shown that applicants
who have passed shorthand tests at 80 words per minute administered on
the outside do not meet the standards we have established for hiring
Clerk-Stenographers for the Agency. We have purposely set our standards STATINTL
high in response to the Agency's desire to obtain employees who are
superior to those acceptable by other government agencies or parts of
private industry. It would not be equitable to other Agency employees
if we were to honor request that her Northern Virginia
Community College test scores be used to restore her grade and salary.
4. Our applicants are not hired without knowledge of a possible STATINTL
downgrade. They are also afforded opportunities to take our shorthand
test prior to their actual EOD. In the case of , our
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Ld)MINISTRATIVE - INTERNAL USE ONLY
 4
tiKINISTP.ATIVE -- INTERNAL USE 0'-
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records indicate she took the shorthand test three times before her
entrance on duty 15 May 1978. In fact, we recall that she delayed
establishing an entrance on duty date in hopes of passing the test
prior to LOD.
5. The shorthand. test we use was selected after a complete
survey of available te-.sts. It was chosen because its syllabic
content reflected the level of difficulty of dictation in the Agency.
Several weeks ago we sere approached by two senior DDO secretaries
who expressed their concern about the test on behalf of their
directorate employees who had failed it. We suggested that they
take the test themselves. They did, and passed it. They concluded
that the test was fair, equitable, related to the work of the Agency
and that any well-qualified stenographer should have no difficulty
in passing it.
6. memorandum addressed to the Suggestion
Awards Co-raittee has been forwarded to them for comments. We will
look into' the feasibility of incorporating any of her suggestions
that might lead. to better hiring procedures.
Distribution:
Orig - Adse.
1-ER
2 DDA
2 - D/Pers (1 w/held)
1 - DD/Pers/RAP
1 - C/SPD
2 - CSB (1 w/held)
OP/SPD/CSB
(13 July 1978)
JD1INISTRATIVE -- INTERNAL USE ONLY
2.
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STATINTL
 "MPEOYMENT INFORMATION AGREEMEW
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After my discussion with the personnel rep,^e sentative. I acknowledge the existence
of the following conditions of employment:
(1) I understand that, because of the time lapse between my applicant tests
and my entrance on duty, I will be retested to determine (a) my typing
skill if I am being considered for a position requiring typing, for which
the minimum standard is 40 wpm with not more than two errors; (b) my
stenographic skill, if I am being considered for a position requiring
.shorthand, for which the minimum standard is 80 wpm with not more than
eight errors.
(2) If, having been employed as a stenographer, I fail to meet the skill
requirements in shorthand, I understand that I will be reclassified as
a typist, at a reduction in grade and salary; if, having been employed
as a stenographer or typist, I fail to meet the skill requirements in
typing, I understand that I will be assigned to a clerical position
probably with a reduction in grade and salary. I further understand
that my original classification and salary will be restored if I qualify
upon retesting of my skill(s) within 3 months of my entrance on duty,
provided that my general performance is satisfactory.
B. Initial Placement:
I have had explained to me the operations_of the Temporary Assignment
Section of the Personnel Office where I will be administered the testing
mentioned above; will be scheduled for medical examinations, security
interviews, assignment interviews, and orientation lectures pending my
specific job assignment.
I understand that if I am interested in overseas assignment and meet age
(21), medical, and skill requirements, the location of any such assign-
ment will be determined by the needs of the organization.
D. General:
I understand that any eventual assignment to a position of a professional
nature, if I am qualified for such by specific education, training or
experience, will depend upon the existence of a suitable vacancy and no
promises to the contrary have been made to me.
Date`4
FORM 894 OQSOLfTE P ~ous22 }Q77
1.75 eo1vaows (04-34)
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rL~.1x+'~?jl+iNllj<
0ifye Registry
29 June 1978
MEMORANDUM TO: Mr. Frank C. Carlucci
Deputy Director for Central Intelligence
FROM: 3E05 Headquarters
SUBJECT: Suggestions Relating to Hiring of Clerk
Stenographers for Central Intelligence
Agency
1. The attached memorandum is respectfully submitted
for your consideration. The suggestions contained therein
are, I firmly believe, ones that can be of assistance both
to the Central Intelligence Agency and to new employees.
2. I have taken the liberty of sending to you a copy
of this memorandum in the hope that through your office, my
personal rating and salary structure can be adjusted to
overcome the adverse results of what I believe to be a mis-
leading method of hiring clerk-stenographers for the CIA.
I was hired as a clerk-stenographer, GS-05 at $9,959 per
annum. On the first day I reported for work, my salary was
reduced by approximately $1,000 per year because I failed
to pass a three minute shorthand test which was stated to be
at 80 words per minute.
3. In recent testing at Northern Virginia Community
College, I passed a shorthand test of 90 words per minute
and a typing test of 76 words per minute. The CIA's short-
hand tests have a syllabic content far in excess of that
being taught in high schools and colleges in this area,
and the speed of 80 words per minute given at CIA with this
syllabic content is equivalent to 100 - 120 words per minute
tests given elsewhere. With this knowledge, I would not have
had the Agency expend approximately $2,000 for a security
check and perhaps in excess of $200 for a physical examination
before I discovered the unreasonable type of shorthand test
I was committed to pass before I could, in fact, retain my
grade and salary.
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4. I respectfully suggest that my credentials to
perform the duties of a clerk-stenographer for the CIA,
based upon my recent experience and academic accomplish-
ments are above average. I request that Northern Virginia
Community College test scores be accepted as qualifying
me for the clerk-stenographer rating of GS-05 and that my
salary be adjusted retroactively to that level from the
date of my first employment with the CIA.
5. Thank you for any assistance which you might be
able to render to me and to others who feel that those
who hired us have been less than candid about requirements
for clerk-stenographer positions and, upon reporting for
work, have suffered immediate salary reductions.
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MEMORANDUM TO: Suggestion Awards Committee
FROM: 3E05 - Headquarters
SUBJECT: Hiring of Clerk-Stenographers and Typists
PROBLEM: The current policies and practices of the Central
Intelligence Agency in hiring Clerk-Stenographers
and Typists appears to be unduly expensive for
the Agency and in some instances has created
financial hardship and very low morale for new
employees entering on duty.
BACKGROUND: The following information is based on my personal
experience as a recently hired Clerk-Stenographer,
but also includes experiences of others in the
Agency with whom I have come in contact.
I have recently been hired as a Clerk-Stenographer
ostensibly with a grade GS-05 - salary $9,959 per
annum. Before hiring me, the Agency made an
extensive check of my background, gave me a
thorough physical examination, and assigned an
EOD date of 15 May 1978. Only then, after a
considerable expenditure of funds was I given a
shorthand test, reportedly 3 minutes of dictation
at 80 words per minute with a given time limit
of 15 minutes in which to transcribe it. I failed,
despite the fact that I am an experienced stenog-
rapher and had recently completed a shorthand test
at 90 words per minute, 3 minute duration with
3 errors at Northern Virginia Community College.
To my chagrin, the representative in the Personnel
Office pushed a paper to me for signature stating
that I would accept a Grade GS-04 rating which
carried a salary decrease of approximately $1000
less than I had originally agreed to work for.
I at first declined to sign the statement, explain-
ing that it was my understanding that I had 90
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days in which to pass the shorthand examination.
I asked if I had any alternative to signing this
paper, and she shook her head no. With great
reluctance and angered at such a policy, I signed
the paper and seriously considered an immediate
resignation.
At the time I was recruited for a position as
Clerk-Stenographer at Northern Virginia Community
College, I understood that it was imperative that
my skills would have to measure up to "Agency"
standards in order to qualify for the grade and
salary which I was seeking. I had recently
completed 30 credits at this Community College
and had passed a shorthand test at 90 words per
minute, 3 minutes duration with 3 errors and a
typing test at 76 words per minute, 5 minutes
duration with 5 errors. Both of these tests are
higher than required by the Civil Service Commission,
and in most cases, higher than is required for
most positions in private industry. The Civil
Service Commission accepts the College testing as
do most private businesses. Since my grades and
skills were above normal requirements, it never
entered my mind that I would not qualify for a
GS-05 which I had held in the past as a Civil
Service employee.
Although I was confident that I. would pass the
CIA 80 word per minute shorthand test when I
first took it, I discovered during testing that
the examination I was taking had a speed in excess
of any 80 word per minute dictation I had ever
encountered. I spoke to my college shorthand
instructor, as well as the Director of the Depart-
ment noting that I was shocked at the speed of
the CIA shorthand test. It seemed more like 100
words per minute. I was informed that the syllabic
content of the examinations given at CIA are
greater than the colleges or high schools use and
it was therefore necessary to be capable of taking
100 - 120 words per minute before being able to
pass this test. To date, I have taken the short-
hand examination at Ames Building 5 times without
success.
In speaking with other recently hired CIA employees
(Typists and Clerk-Stenographers) as well
as others who have been working for the Agency
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for some time, the stenographic test has been
a continuous "bone of contention," with
relatively few persons to my knowledge passing
it.
Several young persons whom I have met have been
hired from areas other than the local Washington
D. C. suburbs. Some, just out of high school
have arrived in the area expecting a GS-04 rating
and salary, only to discover on their first day
of employment that they cannot pass the shorthand
test and their salary is immediately decreased
by approximately $1,000. With the high cost of
living in this area, you can well imagine the
consternation of a young person accepting their
first job in a strange city, not qualifying
financially for living accommodations in the
immediate area, needing to purchase a car to
get to an out of the way location of CIA and
having their salary reduced on their first day
of employment. What sort of new employee does
this supply the Agency, especially when transpor-
tation for this employee has been paid and they
are committed to repayment of this fee if they
should decide to leave the Agency within the year.
You now have an unhappy employee who is locked
into a job for a year.
At my Security Indoctrination Briefing, I was
told that Agency has a Self Study Center where
tapes are available to those who have not passed
the stenographic examination. I immediately
contacted the Self Study Center. I have brought
home a tape labeled 80 words per minute. Upon
using this tape, I discovered I could almost
write it in long hand. Why??? In checking this
tape that is to assist me in passing my shorthand
test, the tape marked 80 words per minute is
actually 49.7 words per minute; the test which
is supposedly 90 words a minute is actually 52.3
words per minute and the test listed as 100
words per minute is actually 74.6 words per
minute. Now you no longer have an unhappy
employee - you have an ANGRY employee.
My first assignment, fitting well within the
realm of the testing situation happened to be
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in Security Training. One of my early dis-
coveries was clerk-stenographers calling in
to request outside training for improving
shorthand skills, training being paid for by
the Agency to the same schools and colleges
from which the Agency will not accept testing.
These schools and colleges are not teaching
shorthand with the syllabic content required
by the Agency and quite often the student returns
to testing to discover she is still unable to
pass the CIA shorthand test - in spite of the
fact that she may have attended classes during
working hours and been paid by the Agency to
do so. It can also be further stated that some
persons have apparently been attempting to pass
this shorthand examination for a year or more
simply because progress as a secretary is generally
curtailed or slowed down considerably until the
employee "qualifies."
SUGGESTIONS: 1. Testing new employees.
a. Accept a passing grade for shorthand
tests (and typing tests) administered
by accredited (approved) schools as
qualifying for the particular GS grade
a person is applying for, or
b. administer appropriate tests to persons
applying for a position prior to con-
ducting background checks nd physical
examinations.
2. Re-examine present tests and testing procedures.
a. Present shorthand tests appear to be more
difficult than dictation tests administered
by schools. If, in fact, the CIA's dic-
tation tests at 80 words per minute are
judged by qualified persons to be roughly
equivalent to 100 words per minute dicta-
tion tests given at approved schools,
then such CIA tests should be changed or
prospective employees be given ample
warning that passing a CIA test will be
very difficult for anyone not passing 100
to 120 words per minute tests administered
elsewhere. This information should readily
be relayed to a prospective employee before
he/she is asked to sign a letter that will
reduce a grade and salary on EOD day.
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b. more time should also be allotted
for transcription.
3. Eliminate salary decreases for new
employees.
New employees should be given 90 days in
which to pass qualifying examinations,
and upon satisfactory completion be
advanced to the next GS grade and salary.
In essence, if you hire a clerk-stenographer,
in lieu of promising her a GS-05 if she
can pass the CIA shorthand test, hire her
at a GS-04 grade with the possibility of
a GS-O5 if she can pass the qualifying
examination in 90 days. Morale will be
much higher. The person being hired will
know exactly what salary and grade they
can expect with the added advantage of
an immediate advancement upon passing a
qualifying test. Instead of a decrease
in salary, there is a possibility an
immediate increase with less tension and
higher mora -possibility.
PROJECTED BENEFITS: The adoption of some combination of the
preceding recommendations may permit early elimi-
nation of those persons not meeting the CIA's
technical skill requirements and avoid the following:
1. Background checks - including related delays
and expenses.
2. Physical examinations - a considerable
savings to CIA.
3. The traumatic experiences of new employees
having their salaries reduced considerably
immediately upon starting a new job.
4. CIA supported training expenses for employees,
saving both tuition costs as well as salary
expenses of employees attending class during
normal working hours. Quite often, clerk-
stenographers are acquiring a skill to pass
a test only to return to an office that rarely
demands that they take dictation at that
speed or any speed.
5
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 -'~ ? TI T TT
App UNCLASSIFIED Ib IA
OFF rCIA G SL
1.
~ ya J
TO
'
NAME AND ADDRESS
DATE
ib
INITIALS
Z
D ec or of ersonneil
3
e,
o
S
/ /I 1 r
"The attached involves OTR as well as OP. Please
take the responsibility for a total reply to DDCI.
'Thnx. /s/Jack Blake"
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
At : DDA 78-2609
Remarks:
FOLD HERET O RETURN TO SENDER
FROM: NAME. ADDRESS AND PHONE NO.
DATE
Deputy Dire or Administration
5 Jul 7
UNCLASSI _I
ram
50010-5
FORM NO. 237 Use previous editions
t-67 L.7
 OFFICIAL ROUTING SLIP
CO MENT ~tlE
RETURN
SIGNATURE
F"C'31. D HERE T) RETURN TO SENDER
Fl1f-e16 7' 237 u. ,~3 7 iJse previous editions
FROM NAME. ADIIFM~S AND PHONE NO.
Ectd N:"r
 s
Io 0
UNCLASSIFIED C NFIDENTIAL SECRET
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
DATE
INITIALS
I
C/SPD 806 Ames
/ I-) P
*
2
DD/Pens/RIP
3
Exec Asst/D-Pers 5E-58 HQS
4
DD/Pers
/
D/Pers
6
R
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Remarks :
This memorandum has not been coordinated with
OTR as the information provided is completely
personnel in nature. Copies of
memorandum to the DDCI and to the Suggestion
Awards Committee will be forwarded to D/OTR
for their information and action.
FOLD HERE TO RETURN TO SENDER
DDRESS AND PHONE NO. DATE
_
' Ur
7/13/78
FORM NO. 237 Use previous editions
1-A7 G I
 4UNCLASSIFIED f 'FIDENTIAL SECRET
!.EXECUTIVIr SECRETARIAT
Routing Slip
ACTION
INFO
DATE
INITIAL
DCI
2
DDCI
3
D/DCI/IC
4
DDS&T
5_
DDI
DDA
DDO
8
D/DCI/NI
GC
10
LC
11
IG
12
Compt
13
D/Pers
14
D/S
15
DTR
16
A/DCI/PA
17
AO/DCI
18
C/IPS
19
DCI/SS
20
21
22
Remarks:
SUSPENSE -5 i7j7W
Date
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