PERSONNEL POLICIES AND PROCEDURES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81-00728R000100010005-8
• Release Decision: RIPPUB
• Original Classification: R
• Document Page Count: 228
• Document Creation Date: December 9, 2016
• Document Release Date: October 3, 2000
• Sequence Number: 5
• Publication Date: August 17, 1948
• Content Type: REGULATION

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"CRET
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CONFIDENTIAL' -- //nINTIFTETT6
UNCLASSIr
WILL CIRCLE CLASSIhCATIO BOTTOM)
OFFICE OF SPECIAL OPERATIONS
ROUTING SLIP
FROM
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TO
INITIALS
DATE
ASST, DIRECTOR FOR SPECIAL OPERATIONS
DEPUTY ASST. DIRECTOR
EXECUTIVE OFFICER
EXECUTIVE SECRETARY
CHIEF. LIAISON CONTROL
PIEF. SECURITY BRANCH
CHIEF OF OPERATIONS
CHIEF, FOREIGN BRANCH
IEF, ADMINISTRATION AND SERVICES
4171-
; r
CHIEF, PERSONNEL DIVISION
CHIEF, SPECIAL FUNDS DIVISION //4c If
,..../--
CHIEF, REGISTRY DIVISION
CHIEF, COMMUNICATIONS DIVISION
CHIEF, TRANSPORTATION & SUPPLY DIVISION
REPLY
IAPPROVAL 1 IINFORHATION
I3IQNATURE
L.......J RETURN
rIDISPATCN
ACTION 1 IDIRECT REPLY
ICONHENT I !PREPARATION OF
CONCURRENCE I /RECOHHENDAYION
i IFILE
REMARKS:
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C:59(
SECRET CONFIDENTIAL--------s)E3TRICTED UNCLASSIFIED
FORM NO.30.2 REVISED
JUL 1947
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RESTRICTED
CEN TR.4',.L IN /.0 ENG(
Washington, D. C.
ADMINISTR,',TIVE INS fillUC EtON
..NUMBER .
17 Aiigust 1:948.
SUBJECT: Personnel Policies and Procedures
Recision :
Administ ative Instructions dated 31 ctober 1946;
rarl :..mendment No. 1, dated 13 Decembe 19'46 and 10
tober 1947 respectively;
ad :,mendment No. 1, dated 24 Aprl, 1947 and 2
p ember 1947 respectively;
d ted it December 1947;
da ed. 30 June 19148;
Memorandum dat d /4 February 1947, Subjec Policy Governing
Classif catiOn of Positions in CI, to the Assistant '
Director of all Offices and Oilier of Coordinating
and Plannig Staff. / ?
. Personnel Branch Re2lsonsibilities,
1,
/
a. The Personnel Bran, ASal, ill' resDonsible for petforming the
following functions with respect y pro9ilremen:b, processing, position
I
classification and termination ofIlersonnel:
,
(1) Maintaining a current record of authorized vacancies
arid approved requAktions.
,
.4. N
(2) Establishing .priorities for
wide basis. ."
STATINTlf
STATINTII.
STATINTLI
recruitment on
(3) Maintaining onstarit coact with potential recruit-
ment source.
(4). Contacting and negotiating\with individual applicants
for employment.
(5) Coordinating inth the Executare, for Inspection and
securi,ty in connection with iitiating and expediting
secu4ty clearances for prospective employees.
(6) Finally approving all personnel 'actions for grades
CAF-12 and below. Grades p-16, CAF-13 and above
require the approval of the Execuive Director or in
1-4s absence the Executive for ixdministration and
Management.
'
) /Classification and allocation of positions to appro-
' priate service irade and class, and for determining
rates of pft KT positions not subjt.ict to
the provisions o the assification l'..ct.
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(8)
0)
'Processing all personnel actions including appoint-
ments, illtra-agency transfers, promotions, demotions,
within-grade promotions, and separations.
Providing an employee relations program to protect,
and stimulate employee interest and to serve as a
medium for management-employee relationships.
(10) All disciplinary action will be considered and acted
' upon by the Personnel branch, based upon written
charges prepared by the opurating agency dnd signed
by the Assistant Director or Staff Chief concerned.
(11) Establishing and operating a testing and training
program to improve the selection and performance of
employees.
*
(12) Maintaining liaison With the Dept; of State and the
armed forces for the purpose of administratively
supporting detailed IAC personnel.
\
(13) Providing a comprehensive medical program to insure
the health and physical well-being ,0X all employees.
b. The personnel Branch, AO, performs constant liaison with
the Civil Service Commission on all matters requiring Civil Servine
approval, such as classification of positions, efficiency ratings,
certification of employees from Civil Service registers, etc.
2. Basis for Personnel I:.ctions
a. Assistant Directors and Staff Chiefs are responsible for
insuring against personnel actions affecting individuals under their_
supervision which are not based purely on relative merit. Emphasis
on relative merit extends throughout all personnel matters, including:
procurement, Assignment to duty, promotions, work allocations, leave
determinations, etc. Merit shall be considered as including; demonstrated
ability, personal industry, integrity, loyalty, comparative length of
service, and comparative general ef4ciency:
. b. Supervisory personnel must become so thoroughly familiar
with the personnel Under their' jurisdiction and their utilization
that they will recognize any contrary tendency and take appropriate
action immediately.,
3. Polici'es for_:,ppointment
a. ;All CE. positions are filled under "Schedule A" authority .
by direct recruitment rather than by certification from the Civil
Service Commission. However, all positions are filled in accordance with
established Civil Service procedures.
b. The, following policy is established for effecting appoint-
ments to fill .1facant positions: '
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(1) Individualg,without prior Government service will be
given an excepted appointment under "Schedule A" end
will be required to servo the first full year of
service in a trial period status.
(2) Individuals with prior Government service who have 'served
under war service or excepted aPpointments will be given.
en excepted appOintment under "Schedule A" and will be
required to servo the first six months of service in
a'trial period status.
Individuals with Civil Service status will be apnointed
by transfer or reinstetement to positions without my time
limitetion or trial period.
c. During the trial puriod the employee will receive the
special otbention end instruction reouired to rcouaint him with his
duties and to develop his ability to perform his work in the most
satisfactory manner. After a fair and full trial period, an employee
will be terminated if his services do not meet Agency standards.
Employees with veterans preference or Civil Service strtus will be
accorded all rights and privileges granted them under the Veterans
Preference Act of 1944, as amended, and Civil Service rules end regtda-,
ti ns.
4. Pr:orgotion.Policies
a. Civilian employees may be promoted to higher grades subject
(1) Existence of a suitable vacancy.
(2) Complete qualification of the individual for the vacancy.
(3) Proven and demonstrated ability to perform the duties
of the next higher grade for a minimum period of ninety
days in positions classified at grades C1F-7 or, P-2 .
and above. This does not constitute a barrier to promotion
of individuals whose positions have been reclassified to
higher grades.
In order that the employee may receive credit for the
demonstrntion period the office concerned will submit
Form 373 to the Personnel Branch indicating the date
the employee is detailed to a position classified at
a higher grade.
For a period of :..6 months*,precodi0g,, :the p7motiont:.,.n
A. Good or Better offecioncy rating for grades up to
CAF-4 and equivalent; Very Good or Excellent effecioncy
? rating fells%
t to 13 or equivalent. For
grades A
bove an Excellent effeciency
rating is required.
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b. Promotions are limited to one pride eXcent in bho,,e
where no intermedirte grode,has been established.
c. Lfter considering 411 the factors indicated above, the
recommendimr and annroving authorities will use the fol low table as
o guide in determininf,' annronriste tire in gn.ade forHlrorotion Purposes;
?
cases
??? ?????? *ono ???????????? ? ???????? ato????? ???????. ? ??? own.. ? ?????????. ???. 11?041,???????M??????????????? ?????????????????????????? PO ????ml...??? ???? ???????. ? ? ??????? ?? mow.. .???????? ????? 4.14 ?????????
SP OAF CPC Time in Grade....
1 1 1
2 2 2 .
3 3 3
?4? ' --A_
5H 4 5
6
7
8 7 8
9
ic
3 9
10 12 months
3 months
9 months.
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11 15 months '
5 - 12 months
6 1 21 ronths
7 14 24 ronths
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5. Intra.7.2121.1cy Itransfer ''olicy
a. Employees mry not seek reasT.ignment wit' in CIA without the
nrior written anproval of the Uhief, ;'ersonnel lranch, or his suthoriz&
reprPsenbaltive. -uch ap ,r-vo.1 will he b se unon recormendetion of
the appropriate Assistant -irector or ,Staff Chief.
b. Supervisory persOnne,I. may not interview or seek the transfer
of personnel wiAhout Written approval described in 5" above.
6. Lacintrent Processinp Procedures
a. he fonowinn. procedu-es ore estallished for the processing
of individwls for employment within CIA
(1) Issistant Directors and ot.,;ff ihicfs will transmit
Recruitment ,tequest Form J.o. 37-0 in duplicate to the
Personnel branch rs recuisitions :;o fill authorized vacancies
end forward Personnel iction Recuest Form 1,o. 37-3 in
ouadruplicate to the Personnel Branch as requisitions
for actual employment of sn individusl.selected. In
order to commence security clerrance, personnel sctions
may be submitted against positiona.dr,-ad7. filled,
nroviding the office concerned informs the Personnel 'french
on the 37-3 that the ,resent incumbent is vPcsting, the
nosition and the approximate date that the position will
becore yr:cant.
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RST,Ft(TED
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(2)m. Forms to. a :3 lersonn3 History Strtcrmnt Forms 70.
38-). vi31 iQ etained by the Personnel Tranch vill
bc forrarded to a nronrinte offices iiithin CIA. If
interested, the office ri"1 indicAte to the Personnel
Branch tho nosito- to Ilich to ir'ividued ii-1
ansigned. Finn2 sc2ectior or rejection, above grade
CAF-5, will rest wit the aopropriate Absistant Director
or S'aff Chief. However, the Chief, Personnel Drcinch
will refer to the Executive for A&M any rejection case
which he believes is not warranted.
. Fin1 authority for the sclection mci assicnrcnt of
emnloyccs in prtde CAF-5, ecuivn3ent grades ,,,nd mge rates
and Ile]ow, rests with Ale Chief, Personnel Er Inch Ind .
consequently such cases are rot referred to Assistant
Directors or Staff Chicfs for action.
(3)
( 4 )
c. A31 persornel assignMents arc subject to the Securit7
anproval of the Lxecutive for I.& S.
Unon the recc:rt of Form No.. 37-3, the 'ersonnel Branch
will malt? an offer of emnloyment to the individual
concerned, sul)ject to Satisfactory security c2carancc,
and unon indicated Race-twice vill initiate action for
security clearAnce. Undcr,no circumstmces will either
grade or sn3ary be siecifically included in the offer.
The r,crsorneD Drnch will notif;- the office concerned of
the failure of individuals to receive secl.rity cJ arancc and
will tal?fc an.oronriate actior to inform the in'ividual of
his rejection.
(5) The Lx(crtive for .dmi:-istr tier, ind Fan agement, or the
Chief, .Pcsonnel :ranch, Till cont .ct n21 individwas
(im:hiding dtiJed IAC personnel) reln.tivc to cntr-nce
on duty. Individuals assigned to -crsornel pools Ii31 be
instructcd to re ort for duty in the various offices by
the Chief, P(rsonnel Branch, follotdng security clearance.
Each individual, including assigned IAC personnel,
reporting for duty rill nresent to the aPproPriate Assistant
Director or Stc,ff Chief a written notice form the Chief,
Personnel Franch, stating that such individual hi.s been
fully cleared and is assigned for duty. A cony of this
notice will be furnished the Executive for Insncction
and Security. In extraordinary circumstances. the
Executive for Administration and Hanagonent may give
vorb?.1 authorization for entrance on duty after assuring
himself th.it all required nrocessing has been comnleted.
,o individua will 1-e accented for duty without such notice.
7 Proration Pro' ssnq nrocedures
a. Assistant Dircc got rchiefs nil forward Form 3773
to the Personnel Branch, co LLent_information to indicate com-
pliance with the policies defined 'in naragr.F.nh 4. above.
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,b. Itccuests from field stations for nromotion and nromotion
cases Ihich include reassignment must be accopnanied Isy an emnloyee-Pre-
Pared nositiOr description Ihich outlines the duties md resnonnibilities
of the Mite/ grade together the remarks Ind cextific-Aion of the
immediate sunervisor. The position descrintion should include:
(1) An orifOnal, objective, concrete and frctua7 word picture
of the job being nerformed.
(3)
The clogri:e of difficulty and resnonsibLlity.inhorent in
the position.
The nature '.nd extent of suneYvision and of indenendent
judgments and decisions exorcised 17 the incumbent.
o. After review of factors by the Personnel Dr Ilch, -Ironer
disposition of the case '70 me.do.
8. :alarv Administv'tion
RegulAr full-time cmployces temnorary employees of CIA with
a regylar tour of duty colvensated on P ncr annvm bnsis 1,111 Ile paid in
arcordance with the followinr noJicy:
a. rntrance on DIrly_fslul
(1) New anpointnents will be made at the base salary of the
undo. (Transfers, nroretions, derotions, reerployment,
and reinstatements are not new nnpointments within the
meaning of this rogul,Ation.)
(2) Lpuloyees appointed Isy transfer, reinstatement or
reemnloyment to P. nosition of the same gr,Lde 'ill 10n(rmit-
ted to retain ncriodic nay increases nreviously received.
(3) Employees anointed y t/ansfcr, reinstatement, or
reemployment to a positiw 'n a lower grade than 1.st
held will receive snlaries fixed to allow credit toward
within-grrde promotions for all service in ::pnointmentgrade
and hiaher grades.
b. DetermininE Salary fn Case of Promotion
(1) 1,4hcn an employee is promoted to a higher grade positi,Dn,
he must be comnens..tcd at the base of the :1,:rado if the
entrance ?talary exceeds nny he has previously cartod in
the Federal Service.
(2) I:hen an emlloyee rho has Previously received a change
to a lower gr de is promoted, his salary will be fixed
so as to all,v credit toward within-grade Promotion for
all -Ireviovs service in the grade to which he is being
promoted or for service in any hi:lier grades.
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RESTROKTEp
c. Detcrmining Srqaryin ase o _Chang to Lower Grade
(1) To determins snlary in case of v change to lower gr\de,
the employe? Ely be giver credit for all service previously
performed in the lover grade and in any higher grades
previously hold.
(2) Excentions: The policy outlined above does not npply in
thc folloving type of CRSCS:
(a) Emnlovees 'ho carnrd meritorious p.ny increases.
An employee who hns been given a Within-grade pay
increase because of esPedially meritorious service
or as a =wird for superior accomplishment will, at
the time ho is demoted, be permitted to retair one
stop for each such advancement.
224.2m_:to.j.eyer.ausle to neop:it probltional "Ipapit-
ment. If the change to a lower grade is due to employee's
desire to accent Probational appointment, he rill he
compcnsoted at the step in, the lower grade which is
nearest (but not in excess of) the present salary
in the high, r grade.
ChrIngc to lower rade for di.lelnlincry_reasons.
If thc employee is chnnged to a lower grade for
disciplinary reasons, his salary rate will be set at
the base of the grade to Phich he is demoted, in thc
absence of snecifie nrovision to thc contrary.
. Uithin-GrsIde Promotions
,
a. An einployee occupying a classified position may be advanced
to the next higher rte within his grodel Provided that he has twelve
months of service for grades P-3, CAF-10 and below or hPs eighteen months
service for grndes P-4, CAF-11 and above. In addtion, the employee must
have a current efficiency rating of "Good" or better.
b. The Chief, Personnel Branch, is resoonsible for keeping records
to determine Phen employees arc eligible for within-grade promotions.
Prior to the actual salary increase, the Chief, Personnel Branch, will send
rating Form No. 37-105 to the employee's immediate supervisor for certifi-
cation th.t the employee's conduct is satisfoztory. Determination will
also be madc that the efficiency rating is 1.ppropriate.
c. Provisions exist for the ,f.dvancoment by sten promotions for
personnel'occupyimg -ositions not subject to the provisions of the
Classification Act.
10. Ass4nmeni of IAC Detailed Personnel
--
a. It shall be the responsibility of the rceeiVing Office or Staff
' Section to initiate a complekt?trgebn all assigned IAC persennel
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prior to ontrmce on duty. The .377.3 (3 Copi6s) sh,q1 be accomomicd
Personal History StP,toment (2 copies).
b. The Personnel Dranch ill initiate request for security
clear:mce.
c. Scpr.r)tions and Intra-Agency transfers of IAC Personnel vill
be reported to Personnel Proneh by Form 37-3, initiated byAhe appropriate
office.
11. Termination
a. Offices Pnd Staff Sections complete Form No. 37-3 for
emplorecs under their jurisdiction 'ho have submitted resignations,
statinq the reition therefor, together with -.ny explanation or suggestion
which rvy hell.) to revent the loss of the cmoloyce, und forward the completed
form to the Chief, Personnel Pr ...Inch, at lest two weeks in advmce of the
separation date. ,Upon receipt of Form No. 37-3, the Personnel Dr-mch,
nftcr pre-exit interview, in instances in which the employce still wishes
to resign, will pronare Clcarrnec Form No. 34-30 indicating thereon the
routing to bc followed for clearance.
12. Special personnel policies and procedures for personnel pFaid
from unvouChcred funds are covered brbephratp instructions., Where
tiractibable. the polibiei stated in-this:lIns-truation, will govern.
NKOETTER .
Rear Admirals USN .
Director of Central Intel1irence
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CONFIDENTIAL
25X1A
CENTRAL INTELLIGENCE AGENCY
Washington, D. C.
ADMINISTI,L&TIVE INSTRUCTION
NO,
SUBJECT: Personnel Policies and Procedures
25X1A
RESCISSIONS: Administrative Instruction
Administrative instruction
Administrative Instruction
25X1A
REFERENCE
25X1A
General Order
14,-Goneral
a. Authority is delegated by approved statements of
functional responsibilities, separate specific dulegations
and this Instruction to the Agency officials listed below
to take implementing action on personnel actions recommended
by Assistant Directors and Staff Chiefs (appointment, employ-
ment, classification and reclassificatic,n of positiohs, pro-
motion, demotion, transfer, and suparation of individuals) for
the Director:
9 December 1949
dated 17 August 1948
dated 25 March 1947
dated 11 .August 1949
(Revised dated 5 actober 19)49
Executive
Deputy Executive
fersonnel Director
Chief, Aaainistrotive Staff
Chief, Personnel Division, Administrative Staff
Chief, Special Support Staff.
Chief, Employees Division, Special Support Staff'
7/1 Designated subordinates of the above listed officials
U.1
0 b. Officials and employees not listed above should not
k ------aiscuss personnel actions with individuals to whom such actions
tjcvall apply without prior clearance from the appropriate offi-
cial listed above. Such clearance will in no case include
authorization to make commitments of any nature for actual
r,I '
eaployment or salary level. Violation of this policy may result
F) in the inmodiate dismissal of the individual guilty of the
violation.
c.' No'.appointMen`in or. promotion to grades GS-16 and
above will b made without the prior approval of the Director
personally.
C ONFIDENTIAL
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e) 2. Prosolyting
a. Officials and omploypen of this 2,gencyj including those
listed in paragraph la abtve',..are prohibited from discusSing em-
ployment possibilities with any empi6:yee of any othur zovernment
agency or employees of the Congress without the presentation of a
written release for such distussi9n from the employing agency of
the individual concerned.
b. The policy stated in paragraph 2a abov6 will also apply, to
intra-agency transfers between Offices and Staff Sections, except
in connection with the application of Agency, careir management
policies by authorized oXficials listed in paragraph la above.
C. It is expected that other government agencies will observe
a reciprocal non-proselyting policy in dualing with CIA employees.
Such employees who obtain employment with other government agencies
without obtaining prior release may be required to resign in order
to accept such employment.
d. In connection with the above, there is no objection to the
officials listed in paragraph la above contacting any other agency.,
when desired by Assistant Directors or Staff Chiefs, to ascertain
whether a specific individual can be made available for employment
by CI 1 and, if no objpction is madd, to arrange for appropriate
interviews and security chucks within CIA prior to actual separa-
tion of such individual from his current employment.
3. DefinitiOns
a. The jurisdiction of each of the Personnel Staffs of au is
defined in published statements of functional responsibility. In
order to avoid dualication of instructions the term stersonnel
Divisions" as used herein will pertain to each of the following
activities to the extent of its published functions, Unless other-
25X1A wise stated:
Personnel Divislon, Administrative Staff
Employees Division, Special Support Staff
b. IAC personnel are those individuals detailed for duty with
CIA from the State Department or the Department of Dufenso.
c. Departmental .Service includes all'positions in thu head-
quarters or cdntral office of the Agency.
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. Trall.ries
All inquirius uithur written or vurbal, from LW Whitu Housu,
mJmbers of th.] Consross, or Co.amittuus of national politicnl pnrtius
recAvud by any individual or activity of this Agency will bu immedi-
ately rofurred to thJ tIonural Counsul for actioa and pruparation of
r.inly. The Creniral Couns'il is rusflonsible for adequatu coordination
in oach c41su prior to prenaraLion of ruply.
5. General Responsibilitius of Pursonnul Divisions
Undur thu policy zxidauc.; of thu Pursonnul Director and thu
diruct suporvision of the Chiufs of thu Administrativu and Spucial
Support Staffs, thu Pursonnul Divisions aru rusponsiblu for:
Procurumunt, placument, cu sing, appointment, promotion,
demotion, within-grade advancus, suspension, and turmination of
individual umployuus, to muut thu statud ruquirumunts or rucom-
mondations of :".ssistant Directors and Staff Chiefs' concurnud, or
mandatory provisions of law and ga:yernmunt regulations.
b. ..ssisting thu Pursonnul Diroctor /t,o ustablish qualifica-
tion standards for all positions.
c. Bucommending position classification for all positions
thu Personnel Director.
d. ..ssistina, thu 'Personnul Diructor to ustablish salary admin-
istration, ufficiuncy rating and caner management programs, and
for carryinc out such programs whon ustablishod.
u. Maintaining a currunt record of authorizod vacancius and
approvc.id procurement requests against such vacancius.
f. Es tabiishin7, personnel nrocuromont prioritius.
1111 , ',/ . g. Maintaining contiaual contacts with potuntial ?pursonnul
/. ?
r procurumunt sourcus.
> 4.
, ?....?_. h. Exclusivu liaison with the I&S Staff (uxcupt by tho Exucu-
) k " , ) tivo or Pursnnnul Director) rul.ative to pursonnul sucurity checks
and clearance.s. .All ruquusts for initiation of and information
c 5, ro la tive; to status' of tliir'S 0 niV31 sucurity chucks and cluara.ncus
r.
--1z-- will h.: channulud through thu Pursonnul Divisions.
?,-_____
i. Establishing personnel training programs within spocifi-
cally authorized limitations. ?
j. - Establishing and maintaining rutention registurs for
roduction-in-force procodures.
k. Taking. Laplomonting action on all disciplinary actions which
aro recommundud in writing by Assistant Directors and Staff Chiufs.
3-
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C C U ii i D 3,11 T I L
????????????????????III. 01???? ????-?? ???.??? ??????1.1.??? ??????????1 4141.1..00 ? 011?11????
1. (1) Taking impl,monting action on r,commndud porscnnur
action's involving gradus 35-12 aqbelo 07Ac..mt,whon thuru
-aro unrosolvod disagt'ooments .A.th,:..40istrint Directors or
Staff Chiofs concorned.
(2) Rucomounding throuch the Porsonnol Director to the
3.4ocutivu action on DC: rsonnul actions involving grades
0$.13 and above. (Sou paragraph lc ru actions involving
grades 05-16 and 5bovu. Thu 4xpOutivo will make rocommonda-
tions to thJ Director in oach such cam). )
(3) Referring all porSonnel actions through thu Personnul
Director to the Exocutivo where .thure is unrusolVod dioagruo-
munt with the .i.stistant DiruntOr or Staff Chia conc6rnod.
Mudical Standards
Initial appointment or roansignmunt to oll positions aro sub-
ject to ustablishud mudical standards. Inasmuch as thu signing of a
waiver by an individual does not reliovo thu p:ovurnmunt of its
liability under thu rogulations of the Employoos Componsation Commission,
no waivers of' physical ruquiruments will be granted.
7. ilorit and Qualifications of Individuals
a. The basis for all porsonnol. actions in thu :.goncy will bo
individual qualifications and relativo murit. Pursonal considur-
ations, family relationships, favoritism, and oxturnal prussuros
or considoratiens will not be purmittud to influoncu such actions.'
...ssistEnt Diroctors, Staff Chiufa, and oach of the officials
lintud in naragraph 1 abovu eru oursonally charged with insuring
that this nolicy is offectivily uxorcised throughout thu '.cency.
b. D)termination of relativu murit and qualifications .will bu
basud on d mo ns tr a tc: d ability, porsonal industry, integrity,
loyalty, length of sorvice, genural efficiency, and background .
of uxneriunco and oducation, in comparison with other applicants
and umployuos in similar fiolds and grados.
c. Sup urviso ry porsonnol. at all luvels must be co no thorouShi.Y
familiar with pursonnul under thuir jurisdiction to insuru thu
just and objuctive administration of this policy.
8. Initiation of Pursonnel ,Ictions
...ssistant Directors and Staff Chiefs aro rusponsiblu for
thu initiation of nursonnul actions on individuals undur thoir
jurisdiction and for thu routing of such actions to the
appropriate Pursonnol Division. Thuy may designatu such
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individuals within their organizations as may he considered
desirable to sign and forward Such actions. The names of
individuals so designated, and any changes in Such designa?
tions, will be communicated in writing to the appropriate
Personnel Division.
b. Each personnel action requiring action by the Executive
will be signed personally by the Assistant Director or Staff
Chief 'concerned.
9. Relations with the Civil Service Commission
a. The Classification Act of 1949 exempts the CIA from
its provisions. Our personnel program, including position
classification, appointment, promotion, etc., is carried out
within the Agency without prior Civil Service Commission
review. The Director has signed a written agreement with
the Civil Service COmmission to adhere strictly to the
provisions of the Classification Act in administering the
Agency personnel program. The Civil Service Commission also
has agreed to provide advice and guidance whenever called
upon to do so.
b. The supervisory and review functions previously
exorcised by the Civil Service Commission have been delegated
to the Personnel Director and his Staff fur all Agency personnel
matters, regardless of their security classification.
10. Amointment Policies and Procedures
a. Positions area filled by direct recruitment rather
than by certification from the Civil Service Commission, but
in accordance with established Civil Service procedure.
b. The following policy, is established for effecting
appointments to fill vacant positions:
(1) An individual without prior Government service
will be carried in a trial period status for the first
full year. .
(2) An individual with prior Government service
who has served under war, service or excepted appointments
will be required to servo the first six months in a trial
period status'
(3) An individual with Civil Service status will he
appointed by transfer or reinstatement without any time
limitation or trial period.
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c. During the trial,period.an .employeo will receive the
special attention and instruction-requird to acquaint him
with. his duties and to develop his ability to perform .his
work in the most satisfactory manner.. After a fair and full
trial period an eml,loyee will be terminated if his services'
do not meet Agency standards. An employee with vateransl prefer-
ence or Civil Service status .will 'bo accordedall rights and
privilegos granted him under the Veterans Preference Act of
1944, as amended, and Civil Service rules and regulations.
(Those privileges are subject to special final authority granted
Lo the Director by the, National Security' Act pf 1947.). Under
certain conditieQ, it is possible for employees to achieve
permanent Civil Service status while serving in this Agency.
Tho Standard Civil Service regulations will be followed in
each instance, after initial clearance has boon received from
the Personnel Relations Drench, Personnel Division.
d. The following procedures are established for processing
individuals for employment within CIA:
(1) Assistant Directors and Staff Chiefs shall transmit
Recruitment Requests in the original and three copies to
the Personnel Division as requisitions to fill authorized
vacancies. A Personnel Action Request (Form No. 37-3 or
37-1) in quadruplicate shall be forwarded to the Personnel
Division as a requisition for actual employment of an
individual. In order to initiate security clearance a
Personnel Action Request may be submitted against a position
currently filled, providing the office concerned informs
the Personnel Division on the form of the approximate date
that the present incumbent will vacate the position.
(2) An Application for Employment and a Personal History
Statement will be obtained by the Personnel Division and
forwarded with a Referral Shoot to'the' appropriate office,
After careful review, the file will be returned to tho
Personnel Office with request for personnel action or
reason for rejection.
(a) Final selection or rejection of applicants
for positions above grade GS-5 or equivalent shall
normally rest with'the appropriate Assistant Director
or Staff Chief, subject to, qualifications ,review by the
Personnel Divisions. The Personnel Chiefs may refer
to the Executive through the Personnel Director, acceptance
or rejection cases which they believe are not warranted.
.(b) Final authority-foietheselection'and,assignment
Of an employee in gra4e:G$7.5-or.oeuiva1entan&below,
shall rest with the Chiefs, Personnel Divisions.
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(c) All assignmonts aro subject to tho security
approval of the Inspection and Security Staff.
(3) Upon the receipt of a Porsonnol Action Roquost
tho Personnel Division will make an offer of employment
to tho individual concerned (subject to satisfactory
security cloaranco), and upon indicated acceptance will
initiate action for security cloaranco.
(4) The Porsonnol Division will notify tho office
concerned of the fniluro of an individual to receive
security clearance and will take appropriate action to
inform tho individual of his rejection.
(5) Tho Personnel Chiefs will contact each individual
(including dotailod IAC personnel) relative to entrance
on duty. An individual assigned to a personnel pool will
be instructed to report to duty by tho Personnel Division,
following socurity cloaranco. Each individual (including
detailed ILC porsonnol) reporting for duty will present
to tho appropriato Assistant Diroctor or Staff Chiof 'a
written notice from the Personnel Division stating that
he has boon fully cleared and assigned for duty. A copy
of this notice will be furnished tho Inspection and Security
Staff by tho Personnel Division. In extraordinary circum-
stances tho Exocutivo or tho Personnel Director may give
verbal authorization for ontranco on duty after assuring
that all required processing has beon complotod, No indi-
vidual will be accepted for duty unloss one of the above
provisions has boon mot.
U. Promotion Policies and Procedures
a. An employee may be promoted to a highor grade subject
to:
(1) Existence of a suitable vacancy.
(2) Complete qualifications of the individual for
tho vacancy.'
. (3) Completion of 90 day dotail_ period to position
GS-7, or above. Incumbents of positions lower than GS-7
must have assumed the duties of the position to which they
are being promoted. Prior to the time of detail they must
meet testing requirements and qualification standards for
the recommended position. No employee shall be detailed
to
a,, position allocated higher than one grade above the
position which he currently occupies. These stipulations
do not constitute a barrier to promotion of an individual
whose position has been reclassified to a higher grade.
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(4) Submission of a.PersonnelJiction Request to the
Personnel Division indicating the exact position and the
date the employee is detai1ed in order that ho may receive
credit for the detail period, The form must indicate the
allocated position that1d13:beeecupied.
(5) Evidence of an efficiency rating as follows.
(a) GS-4, equivalent, and below - Good or better
for six Months preceding promotion.',
(b) 05-5 through GS-13 or equivalent - Very
Good or Excellent fOr'Six 'months preceding promotion.
(c) 05-14 arid above Excei1ent for one year
,precodingproMotion.
15: Promotions. are limited to one grade except in cases
whore no intermediate grades have boon roCognized.'
a. After considering all the factor indicated above,
tho. recommending and ..approving authoritio6 will use tho'
following table as a guide in determining appropriate time
:in grade forpromotion purposes::
emeeeeameneass???????? *is .?????????????????1.1....???????
GS
CPC Time in Grade
??????????????rre reereareseereeremeamemernerm?
1 1
2 2
3 3
4
ealrepere
4
5
3 months
-------------------
5
6 6 months
6 7
7
8 9
. 10
9
10
9 months.
amoOMM.IIIMOOM?..MMIXemeeelwrimPeemempememmiliaprillMemmirmieMMIPSY!!!
rim????????
12 months
15months '
18 months
13
. 21 month's
14
I????????;????????MNIMIIM=1?10;01MIN/M.I.18/1?IN??????/MO
24 months.
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d. Assistant Directors and Starf Chiefs shall forward
to tho Personnel Division .a Porsonnol Action Roquost contain-
ing sufficient information to indicate compliance with tho
policies defined in paragraph 4 above.
o. A request from a field station for a promotion must
be accompanied by a Position Description prepared by tho
employee, which outlinos.tho duties and responsibilities being
performed, together with remarks and certification of tho
immodiato superior. In tho caso of a proposed position in
the field service tho description will be proparod by the indi-
vidual who is most familiar with tho duties and responsibilities
to bo porformod. Tho doscription muat include:
(1) Factual description of tho work 'being performed.
:(2) ,A statement of degree of difficulty and roSponsi-
bilitylnhoront in tho position
(3) An account of tho nature and extent of supervision,
indoponient judgment and decisions exercised by tho incum-
bent.
f. Upon receipt of a roquost for 'a promotion in tho depart-
mental service the Personnel Division will audit tho position
involved in order to determine tho lovol of difficulty, responsi-
bility, and grade at which tho individual is performing to
ascertain whether ho should receive a promotion.
g. An employee occupying a classified position will be
advanced to tho next higher stop within his grade, providing
that ho has 52 wooks of service without an oquivalont increase
in pay for grades GS-10 and below or 78 wooks service for
grades GS-11 and abovo. In addition tho employee must havo
a current efficiency rating of Good or bettor and a satisfactory
conduct report.
12. Intra-Lazioz_Transfor Policy
A Personnel Action Request for intra-agoncy transfer will
be prepared by tho office to which tho employee is boing transferred.
Tho Personnel Division will coordinate with the I&S Staff whore
appropriate.
13. Assi nmont of IAC Porsonnol
a. It shall be the responsibility of tho receiving office
to initiate a completed Porsonnol Action Request on all IAC
personnel (including citation of tho allocated position).
b. The Personnel Division will initiate a request for
sociality clearance.
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0. Upon rocoipt:ofsocurity clearance tho individual
will be palled to duty by the Porsonnol.DiVision and will'
be assigned to the roquosting office..
d. IAC porsonnol will not bo allowed to work in restricted
buildings. Until they are given a statomontiay the Personnel
Division certifying that al]. proyisions,for assignhont have
boon mot. '
cp Soparations and intraagency transfprs shall be reported
to tho Personnel. Division on :Porsonnol Action Request in tripli-
cate:, initiated by tho appropriate:offico. The Personnel Divi-
sion will coordinato with-tho I&S Staff whore appropriate.
14. ;5111ary.laalniptration
Regular full-time employees and temporary employees
of. the Agency with a regUlartour, of duty. compensated on 'a par
annum basis will be paid in accordance with tho following
, policy:
(1) Entranco on Duty Salary
(a) Now appointments will be made at the base
salary of tho grado. (Transfers, promotions, domotions,
ro-omployment, and reinstatomonts aro not now appoint-
monts within the moaning of tho roquiremont.)
(b) Employoos appointed by transfer, roinstato-
mont or re-employment to a position of tho samo grade
will be permitted to retain periodic pay incroasos
previously received.
(c) Employees appointed by transfer, reinstate-
mont, or ro-omploymont to a position in a lowor grado
than last hold will receive salaries fixod to allow
credit toward within-grade promotions for all sorvico
in appointmont grade and higher grados.
(2) Dotorminirm Salamin Caso of Promotion
(a) When an omployoo is promoted to a higher grade
position ho will be compensated at tho lowest rate of
such higher grado which oxceederhis existing Tato of
oomponsation by not loss than one-stop increase of tho
grade from which promotod?
(b) When an employee who has proviously received
a chango to a lowor grade is promoted, his salary will
bo fixed so as to allow credit toward within-grado
promotion for all previous service in the grade to
which he is being promoted or for service in any highor grades.
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(3) Detormininaililarmla_gasa_of Changp to Lower Grndo
(a) To dotormino salary in' case of a change to
lower gtade, tho omployoe may be givon crodit for all
service previously porformod in the' lower grade and
in any higher' grados previously hold. If tho omployoofs
salary in tho lowor grade is within a ono-stop range of
his former rate ho will be componsatod at the stop in
tho lower grado which is noarost his present salary.
(b) Exceptions: The policy .outlined abovo doos
not apply in tho following typos of cases:
1. Employees who have earned meritorious,
pay incroasos. An employee who has boon given
a within-grade pay increase bocauso of especially
meritorious sorvico or as a reward for suporior
accomplishment will be permitted at tho time he
is demoted to retain one stop for each, such advance-
ment.
2. Employoos who chango to lower grades to
accept probational appointment. If tho change
tO a .lower grade Is duo to employees desire to'
accept probational appointment, ho will bp compen-
sated at tho stop in the lower grade which is',
nearest (but not in excess of) the present salary
in tho higher grade.
Employees who wore changod to lower grades
for disciplinary roasons. If the employee is
changod to a lower grade for disciplinary masons,
his salary rate will bo sot at tho base of the
grade to which he is demoted in tho absence of
specific provision to tho contrary.
? b. The salary policy now in effect for classified employees
also will apply to ungradod employees with respect,to: (1)
entrance on duty, (2) promotion, (3) chango to lower, grade,
(4) probational appointment, and (5) disciplinary action. The
term "stop increase" will be used for ungraded positions in
lieu of "periodic pay incroaso" for classified positions.
(1) An employee transferring from a classifiod position
to an ungraded position will, do, so without loss in snlary
unless his classified salary was above tho top step of tho
ungraded job to which ho is being assigned.
. . .
.(2) An,ungraded:omployoe:Who receives a conduct and
efficiency report of Satisfactory or higher will roceive
a stop inoroaso aftor. the-fiist 'six months of ungraded
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service and annually:thotoaftor,until the top,stop has
boon reached. The salatYPOt'employoes transferring
between graded and ungradod positions Will :be determined
after considering the waiting period elapsed and whether
or not an oquiValont increase is, involved.
(3) An employee in, on ungraded position Will have
Opportunityto earn stop incroasos as a result of meri-
'totious .ServicOand?suporiOraccomplishmonts. '
15.. CorooIlloagement
a. Tho caroor management program of the Agency is designed
to provide from within:
(1) A source of woll qualified individuals to fill
vacancies as thoy occur.
(2) A systom whoroby individuals may qualify and be
promoted to more rosponsiblo positions through training and
development within the Agency.
b. It is Agency policy that vacancies will bo filled by
thc best qualifiod employee available within the Agency. Tho
basic considerations for promotion will bo provon ability and
merit.
16. personnel StAtug_Eaports
a. Assistant Directors and Staff Chiefs shall submit to
the Personnel Division a Personnel Information Roport (Form No.
37-6) with copy to I&S Staff when an omployoo:
(1) Changes his name, home or office address or home
or office telephone number.
(2) Is separated from the Agency by transfer, resigna-
tion, or ontors the military service from civilian employ-
mont.
b. In addition to the above a Personnel Status Report (Form
No. 38-7) shall be submitted following any change in an employools
marital status. The original of the form will be routed to the
Personnel Division and a copy to the Chief, 10 Staff.
17. Termination and Final Cloaranco
a. Each employoo will obtain blearanco prior to final pay-
ment. Clearance will be obtained on a Final Paymont Clearance
Shoot (Form No. 34-30) when an omployoe is boing torminatod,
loaving for overseas duty, granted leave without pay for a
period in oxcoss of 60 calendar days, or being transferred to
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or from confidential fund status.
b. The Personnel Division will be notified by Personnel
Action Request at least one weak prior to the offoctivo data
of the request. Upon receipt of tho Personnel Action Request
tho Personnel Divisions will mak? necessary arrangements for
an exit interview and for final cloaranoa, will direct tho
omployeo to the Inspection and Security Staff for security
clearance, and will than obtain tho additional required clearance
by telephone, obtain the opployoe's signature, and direct tho
employee to deadlier tho form to the applicable payroll office.
When tho omployoo is unavailable all action indioatod will be
taken oxcopt procurement of tho omployools signature...
c. Tho Chief of a field office will:
(1) Do-brief tho employee and secure all identifica-
tion or credentials issued by CIA.
(2) On the Final Paymont Clearance Shoot ce4loto
cortification blocks "Office to which assignod" and
"Security Branch".
(3) Obtain omployoe s signature and forwarding address.
(4) Forward the form to tho Personnel Division through
established channols.
18. Those rogulations will govern gonorally all personnel actions
of this Agency, both overt and covert, and will be applied to the
fullest possible oxtont in carrying out specific provisions of Confi-
dential Funds Regulations covoring covert personnel actions.
25X1A
DISTRIBUTION:
Roar Admiral, USN
Diroctor of Central Intelligence
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CENTRAL INTELLIGENCE AGENCY
71ashington? D. C.
AMINISTRATIVE INS' t tCPTC'
NO.
SUBJECT: Personnel Policies and Procedures
21 December 1949
AdMinistrative Instruction Elated 9 December 1949 is amended as
indicated below:
1. Generalialla
* * * *
b. There is no objection to officials of the Agency not listed
in paragraph 1.a discussing with prospective applicants the possi-
bility of their availability for employment by CIA. Such discussions
will in no case include commitments of any nature for actual employ-
ment or salary level. A violation of the policy relative to commit-
ments for employment or salary level may result in immediate dismis-
sal of the individual committing the violation.
?N? * *
2. Proselyting
a. Excent as indicated in paragraphs 1.b and 2.d, officials and
employees of this Agency, including those listed in paragraph 1.a
above, are aohibited from discussing employment possibilities with
any employee of any other government agency or employees of the
Congress without the presentation of a written release for such
discussion from the employing agency of the individual concerned.
5. General Responsibilities of Personnel Divisions
* * *
h. 2xclusive liaison with the I&S Staff (except by the Executive
or Personnel Director) relative to personnel security checks and
clearances in connection with initial employment by CIA. All re-
quests for initiation of and information relative to status of such
personnel security checks and clearances, will be channeled through
the Personnel Divisions.
FOR THE DIRECTOR OF CENTRAL INTELLIGENCE:
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adGEWC V
CENTRAL INTILLIGFITCE Wet. st
c
C. IL A. ADMINISTRATIVE bi
TRANSFER OF PERSONNI1 WITHIN CISA
31 October 1946
1. All personnel employed, by or assigned to CW are
advised that they are not permittedto seek a .position or assignment
in another Office of CLO without the prior written approval of the
Assistant Director, his Deputy, or his Executive Officer.
II. Similarly, Offices are requested not to interview nor
to seek the transfer of personnel assigned to other Offices within
OLD unless the individual presents such written permission to seek
a newposition or assignment.
III. In any case, all pequests should be cleared with the
Chief, Personnel Division, Personnel and Administrative Branch,
prior to the issuance of the approval required.
FOR TEM I1RECTOR OF CENTRAL INTELLIGENCE:
NI
.111111111I
Deputy e d
Ex
Administration
STATI NTL
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CENTRAL INTELLIGENCE /.GENCZ
Washington, D. C.
ADMINISTRATIVE INSTRUCTION
NUMBER
SUBJECT:
PersonnelTolicies and Procedures
Recisions:
ative Instructions dated 31 October 1946;>?,.
17 Arigust 1948,
dated 13 December 1946 and 10
(-Leber 1947 respectively;
and Amendment No. 1, dated 24 April 1947 and 2
September 1947 respectively;
dated 4 December 1947;L,----
dated 30 Juno 19480.--'
Memorandum dated 4 Feb&ary 1947, Su4ject: Policy Governing
Classification Of Positions in CI,e6 to the Assistant
Directors of all Offices and Chief of Coordinating )1t,
and Planning Staff.
1. Personnel Branch Res onsibilities
a. The Personnel Branch, A&M, is responsible for performing the
following functions with respect to procurement, processing, position
classification and termination of personnel:
(1) Maintaining a current record of authorized vacancies
and approved requisitions.
(2) Establishing priorities for redruitment on.an agency-
wide basis.
(3) Maintaining'constantcentact.with potential recruit-
ment.sourcs...
(4) Contacting and negotiating with individual applicants
for employment.
Coordinating with the Executive for Inspection and
security in connuction.with initiating and expediting
security clearances for prospective emp1o3;-rs.
(6) Finally approving all personnel actions for grades
P-j;, 'AF-12 and below. Grades 13-62 CAF-13 and above
ruq.1.1.(3 the approval of the Executive Director or in
his absence the Executive for Administration and
Management.
(5)
Classification and
priate ser
rates of P
the provisions o
allocation of positions to appro-
Lfld class, and for determining
positions not subject to
assification Act.
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(8)
(9)
Processing all,personnel,actions including appoint-
ments, intra-agency transfers, promotions, demotions,
within-grade promotions, and separations.
Providing an employee relations program to protect
and stimulate employee interest and to serve as a,
medium for management-employee relationships.
(10) All disciplinary action will be considered and acted
upon by the Personnel Branch, based upon Written
charges prepared by the operating agency .and signed
by the Assistant Director or Staff Chief concerned.
(11) Establishing and operating a testing and training
program to improve the selection and performance of
' employees.
(12) Maintaining liaison witl?the Dept. of State and the
armed forces for the purpose of administratively
supporting detailed fa personnel.
(13) Providing a comprehensive medical program to insure,
the health and physical well-being of all employees.
b. The Personnel Branch, A&M, performs constant liaison with
the Civil Service Commission on all matters requiring Civil Servine
approval, such as classification of positions, efficiency ratings,
certification of employees from Civil Service registers, etc.
2. Basis for Personnel Actions
a, Assistant Directors and Staff Chiefs are responsible for
insuring against personnel actions affecting individuals under their
supervision which are not based purely on relative merit. Emphasis
on relative merit extends throughout all personnel matters, including:
procurement, assignment to duty, promotions, work allocations, leave
determinations, etc. Merit shall be considered as including: demonstrated
ability, personal industry, integrity, loyalty, comparative length of
service, and comparative general efficiency.
b. Supervisory personnel must become so thoroughly familiar
with the personnel under their' jurisdiction and their utilization
that they will recoenize any contrary tendency and take appropriate
action immediately.
Policies for Ap 'ointment '
a. All CIA positions are filled under "Schedule A" authority
by direct recruitment rather than by certification from the Civil
Service Commission. 'However, all positions are filled in accordance with
established, Civil Service procedures.
b. lhe following policy is established for effecting appoint-
ments to fill vacant pesitions:
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Individuals without prior Government srvice will ho
given an excepted appointment under "Schedule Arend
will be required to serve the first full year .of
service in a trial period status.
(2) Individuals with prior Government Service who have served
under warservice or excepted appointments will be given
en excepted appointment under "Schedule A" end will be
required to serve the first six months of service in
a trial period status.
(3)
Individuals with Civil Service status will be apnointed
by transfer or reinstatement to positions without any time
limitation or trial period.
c. During the trial period the employee will receive the
special attention and instruction recuired to accuaint him with his
duties and to develop his ability to perform his work in the most
satisfactory manner. After a fair and full trial period, an employee
will be terminated if his services do not meet Agency standards.
Employees with voteranils preference or Civil Service status will be
accorded all rights and privileges granted them under the Veterans
Preference Act of 1944, as amended, $111:1 Civil Service rules end regula-,,
ti ns.
4. Promolion Policies
a. Civilian employees may be promote to higher gredes subject
to:
(1) Existence of a suitable vacancy.
(2) Complete qualification of tho individuel for the vacancy.
(3) Proven and demonstrated ability, to prform the duties
of the mxt higher grade for n minimum period of.ninety
days in positions classified at grades CAF-7 or P-2
and above. This does not constitute m barrier to promotion
of individuals whose positions have been reclassified to
higher grades.
(4)
In order thrt the employee may receive 'credit for the
demonstration period the office concerned will submit
Form 37-3 to the Personnel Branch indicating the date
the employee is detailed to a position classified at
a higher grade.
For a period of 6 months jirecoding.; the promOtiontn
A Good or Better effeciency rating for grades up to
CAF-4 and equivalent; Very Good. or Excellent effeciency
rating fteklA to 13 or equivalent. For
grades C
bove an Excellent effecieney
rating is required.
Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
b. Promotions are limited to one 'rade excent in those crses
where no intermedirte grade has been ostabilshed.
c. if' ter considerinp, all the faCtors indicated above, the
recommendinq and enProving al,thorities Will use the followinrY table as
Rilide in determininr, aPPropritte tire in glr'de for promotion purposes:
.??????????. ??? ??? ???????.... ? Gamma ??????? ?.? ?????..??????? am* ????????? dm. ??? ma ? a ? ???????????. ??? ????? ??????????????? ??????????.... 0.6.. ? ? ? '? ? ? ? ????????? ?
CAF CPC rime In Grade
1 1 1
2 2 2 3 months
3 3 3
...______ _.._-4_ .
5 4 5
1 6 _5 6 6 months
7 6 7
8 7 8
8 9 9 months.
10
3 9
10 12 months
h. 11
' ? 15 mon.tlls:
,
5 12. 18 months .
6 . 1 .
????. tame ......... ????? as ?????????? . ? ????????? ? ? ? a ??? ..... a.... ? ?. . .... ? ? ....? ? ? . ????? a .. a...a. amta.??????? ????.. mamma. ???????...????? a ? ???? ?? ...a . a ? ...... ??????. ........... ??? . 1 mo ff..nth..a. a...a ????? a ? ...... a.. ......? ??? .
2s
.m._ h ? ,
...._........._2_,.....___................................, ......_3-A...?.........__.,......_........................._..... 2.4 grit
. ..s...............? ... ????...? ? ,00.1
5. Intra-Agencz_Cransfer
a. Employees rny not seek reassimment wit' in CIA withont the
prior written aPproval of the Uhief, ''ersesnnel lranch,'or his Puthorizer''
reprosenbative. -uch ap,r,-val will b se unon the recommendation of
the appropriate Assistant -irector or ,Staff. Chief.
b. Supervisory personnel'moy.not interview or Seek the transfer
of personnel wi'4-lout written approval described in 5a above.
6. Lpointrent Processinv Procedures
a. ;le fo2lowin,-* procedunes aro esbal-lished for the processing
of individu-is for employment within CIA
(1) Issistant Directors and otaff Jhifs will transmit
Recruitment equest Form ia. 37- in duplicrte to the
Pe-rsonnel Errnch rs reovisitions '(:) fill authorized vacancies
and forward Personnel lotion Rec.uest Form 1s.o. 37-3 in
cuadruplicete to the Pers(nnel Branch as requisitions
for. actual employment of an individual selec%ed. In
order to commence security clepranCe, personnel actions
may be submitted against positions rlrcad:, filled,
providing the office concerned informs bhe Personnel l'ranch
on the 37-3 that the ,resent incuLbent is wcating the
position and the approximete date thPt the position will
become vr.cant.
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(2)1. ST,,R,ICTED
Forms Uo. ersonal History StTtement Forms
3C-1 will etained by the personnel ;ranch ?nd will
be forwarded to a 'nroprinte offices within CIA. If
interested, the office wi71 indicAtc to the Personnel
Branch the nostiew to 1 1-ioh the in'lividual 11'1 l'es
nosigned. Final selection or rejection, above grnde
OAF-5, win rest wit the appropriate Assistant Director
or S'aff Chief. However, the Chiefl,Personnel Dr,Anch
will refer to the Executive for A&M any rejection ease
which he believes is not warranted.
b. Fin71 authority for the.sclection ?And assi3nrent of
emnloyees in 17 tdo CAF-5, vulva:lent grades nnd wage rates
and below, rests with he Chief, Personnel 2r-nch nd
consequently such cases are rot referred to Assistant
Directors or Staff Chiefs for action.
c. All persornel azsignments lre subject to the Securit7
annroval of the Executive for I & S.
Unon the rece:nt of Form No. 37-3, the -'crsonnof Branch
will ma14:e an offer of omnloyment to the individual
concernud, subject to satisfactory security clearance,
and u-lon indicated accentance rill initiate action for
security clearAnce. Under no circumstAnces will oithcr
grade or salary be snecifically included in the offer;
The T'crsornel Dranch will notf the office concerned of
the failure of individuals to receive, secyrity clarance and
will -bah: annronriate octior to inform the in'ividual of
his rejection.
The Lx(cvtive for xhairistr tion and innagcment, or the
Chief, Pusonnel .7ranch, Ti71 cent .ct all individuals
(including IAC personnel) relative to cntr-nce
on duty. Individuals assigned to ersornel pools till be
instructod to rcnort for duty in the various offices by
the Chief, F(rsonnel Branch, follot,ing security clearance.
Each ,individual, including assigned IAC personnel,
reporting for duty v.ill -present to the anpronriate Assistant
Director or Staff Chief e written notice form the Chief,
Personnel Franch, stating that such individual hs been
fully cleared and .is ssigned for duty.- .A cony of this
notice will be furnished the 'Executive for Insncction
and Security. In extraordinary circumstanccs. the
Executive for AdministrAion.and Hanagorent may give
verbal authorization for entrance on duty after assuring
himself thlt all required nroccssing has been comnleted.
No individual will he accented for duty without such notice.
Prorotion ,Proc,ssina. Procedures
liNtbar
a. Assistant Direckowi..?EkChiefs rill forward Form 37-3
to the Personnel Brtmch, co 10
iilent information to indicate com-
pliance with the policies defined in naragr:-.nli 4 above.
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b. ,,ReOlcsts;froth field .statiens for nromotion,rnd.nromotion
CaSCS ?'.hich include roas$ignment:mrst be accoPnanied 1-y an emnloyee-nro7
nared nositior description vhich outlines the duties nd resnonoibilitios
of the higher grade together 1..ith the roMarks nd ccAification of the
immediate sunervisOr. Th b position doserintion sh,Duld include:
(3)
An original, objective, concrete and factua? word nicture
of; the job being nerforthed..
Tho dogma of difficulty And reslonsillility inherent in
the position.
The nature -.nd extent of'sunvision and of indenendert
judgments and decisions exercised by the incumbent.
c. After review of all factors by the Personnel Drllch -Ironer
disposition of the case ill c made.
8. .alar' AdMinistron
Regular full-tithe cmnloyces and toMnorary employcos of CIA with
.a regular tour of duty corrensRted on a rex annum basis will be 'aid in
arcordance with the follovin nolicY:
a. rntrance on DIAIISqlay
(1) Yew anpointments will bo made it the base salary of the
grnde. (Transfers, nrootions, denotions, reerployment,
.and reinstatements ore not now anpointments within the
meaning of this regulation.)
(2) 11).ployees appointed ,'y transfer, reinstatement or
rcomnloyment to a. nosition of the same grdo, ill bo ncrmit-
ted to retain neriodic nay increases nroviously received.
Employces anPointed by transfer, reinstatement, or
reemployment to a positior a lower grade tl-an Dist
held win receive s,aaries fixed to allow credit townrd
within-grpdo prorotions for all service in 3pnointmentgrado
and higher grades.
Dptcrminin S lr!rt Caso'of Promotion
(3,). ijhon.an employee is remoted to n hif7,her grade nositi.pn,
he must be comnons tcd at the base of the p-ado if the
entrance salary exceeds an7.he hs nroviously earned in
the Federal Service.
(3)
(2) 1JhGn an emn:loyco :ho has nreitiously, received a change
to a lower gr de is promoted, his salary will be fixed
so as to a1l.w credit toTT.rd_vithin-grade nromotion for
all 'TCVi01.1.9 service in the grade to which he is being
promoted or .for service in an7 hi her grades.
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kES.RicTEP
c. Dctcrmining....SA.a_y_t. Change to Lower Grade
(1) To detcrmins salary in case of n change to lower gindo,
the emnloyee my.be given credit for all servico previously
performed in the lower grade and in any higher grade's
previously' held.
W Excontionsi The policy outlined above does not apply in
the following typo of cases:
( a )
Emn12yoos who hlve earned meritorious 2gy inc.
An employee who has been given a 'within-grade pay
increase because of esnedially meritorious service
or as a,reuard for superior accomplishment will, at
the time he is demoted, bo permitted to retain one
step for each such advancement.
Change to ;over gro0c to apcsrt_21.2brltional point-
ment. If iriie change to a lower grade is due, to employee's
desire to accent probationai appointment, he Till be
compcnsated at the step in the lower grade which is
nearest (but not in excess of) the present salary
in the high,r grdo.
. ?
Chonge to loixr rade for disci Iin:iry_reqs2na
If the employee is changed to a lower grade for
disciplinary reasons, his salary rate will be set at
the base of the grade to Phich he is demoted, in the
absence of snocific nrovision to the contrary.
nthin-Grlde Promotions
a. An'employee'occupying a classified position nay be idvanced
to the next higher 'r to within his grade, provided that he has twelve
months of service for grades P-3, CAF-10 and below or hs eighteen months
service for grades P-4, CAF-11 and above. In addition, the employee must
have a current efficiency rating of "Good" or better.
b. The Chief, Personnel Branch, is responsible for keeping records
to determine rhon employees are elikible for within-grade promotions.
Prior to the actual salary increase, the Chief, Personnel Branch, will send
rating Form No. 37-105 to the employee's immedite svpervisor for certifi-
cation th.t the employee's conduct is satisfactory. Determination will
also be made that the efficiency rating is appropriate.
c. Provisions exist for the d.dvancemont by sten promotions for
personnel occupying -ositions not subject to the provisions of the
Classification Act.
10. Assignment of IAC Detailed Personnel
a. It shall be the responsibility of the receiving Office or Staff
Section to initiate ;:t complokWiwiy74,kn all assigned IAC personnel
nall(1%.113/
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prior to entrance on duty. The 37-3 (3 copies) sh.q1 be accompmied
Personal 4iStory St%teMent (2 copies).
b. The Pcxbonnol Dranch ;ill initiate request for security
c. Scarltions and Intra,Agoney transfers of IAC personnel '.'ill
be reported to Personnel Pronch by Form 37-3, initiated by the appropriate
office.
11. Termination
a. Offices and Staff Sections lin complete Form Do. 37-3 for
employees under their 3urisd3ction vho have submitted resignations,
stntipg the roa.son therefor, together with -my explanation or suggestion
which mry help to 'revent the loss of the omoloyco, vnd forward the completed
form to the Chief, Personnel DnInch, at lost two weeks in ndvmee of the
separation detc. Upon recoil-A of Form Mo. 37-3, the Personnel Dr-lich,
after pre-exit interview, in instances in which the employe still wishes
to resign, will pronaro Cloarcnce Form No. 34-30 indicting .thereon the
routing to be followed for clearance.
12. Special personnel policies and nrocedures for Personnel paid
from unvouchered funds are covered by,Sephrate ihstructions. Whore
loractrbable the policies stated in this Ihetruction.will govern.
STATINTL
R. H.' HILLENKCETTER
Rear Admiral, U3N
'Director of Central Intalimace
DISTRIBUTION:
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Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
0 ONFIDENTIAL
CENTRAL INTELLIGENCE AGENCY
Washington, D. C.
ADIINISTRATIVE INSTRUCTION
25X1A i NO.
25X1A
25X1A
SUBJECT:
Personnel Policies and Procedures
RESCISSIONS: Administrative
Administrative
Administrative
REFSRENCE1 General Order
. General Polia
2 December 190.
Ins tructio dated 17 August 1948-
Instructio sated 25 March 1947
dated 11 August 1949'.
Instructio:
(Revised
dated 5 October 19)49'
a. Authority is delegated by approved statements of
functional responsibilities, separate specific dJlegations,
and this Instruction to the Agency officials listed below
to take implementing action on personnel actions recommended
by Assistant Directors and Staff Cliicifs (appointment, employ-
ment, classification and reclassification of positions, pro-
motion, demotion, transfer, and separation of individuals) for
the Directors
Executive
Deputy Executive
Personnel Director
Chief, Administrative Staff
Chief, Personnel Division,
Chief, Special Support Sta
Chief, Employees Division,
Designated subordinates of
Administrative Staff
ff
Special Support Staff
the above listed officials
b. Officials and employees not listed above should not
discuss personnel potions with individuals to Whom such actions
will apply without prior clearance from the appropriate offi-
cial listed above. Such clearance will in no case include
authorization to make commitments of any nature for actual
employment or salary level. Violation of this policy may result
in the immediate dismissal of the individual guilty of the
violation.
c. No appointment in or promotion tn grades GS-16 and
above will be made without the prior approval of the Director.
personally.
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CONFIDENTIAL
2. Prosolyting
a. Officials and employees of this Agency, including thou
listed in paragraph la above, are prohibited from discussing em-
ployment possibilities with any emplOyee Of any other governmunt
agency or employees of the Congress without the presuntation of a
written release for such discussion from the employing agency of
the individual concerned.
b. The policy stated in paragraph 2a above will also apply to
intra-agency transfers between Officus and Staff Sections, except
in connection with the application of Agency career management
policies by authorized officials listed in paragraph la above.
C. It is expected that other government agencies will observe
a reciprocal non-proselyting policy in dealing with CIA employees.
Such employees who obtnin employment with other government agencies
without obtaining prior release may be required to resign in order
to accept such employment.
d. In connection with the above, there is no objection to the
officials listed in naragraph la above contacting any other agency,
when desired by Assistant Directors or Staff Chiefs, to ascertain
whether a specific individual can be made availabl.:.. for employment
by CI!, and, if no objection is made, to arrange for appropriate
interviews and security checks within CIA prior to actual separa-
tion of such individual from his current employment.
3. Definitions
a. Thu jurisdiction of each of the Personnel Staffs of CP. is
defined in published statements of functional responsibility. In
order to avoid duplication of instructions the term ",orsonnul
Divisions" as used herein will pertain to each of the following
activities to the extent of its published functions, unless other-
wise stated:
Personnel Division, Administrative Staff
Employees Division, Special Support Staff
b. IAC personnel arc those individuals detailed for duty with
CI:, from the State Department or the Department of Defense'.
c. Departmental Service includes all positions in the huad-
quarters or central, office of the AgenCy.
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219Arios
Ll inquirios uithur writtun or vorbal, from thu Whito Housu,
mmbors of thi Congress, or Committuus of national political nartios
rucuivcqi.by nny individual or activity of this Aguncy will buA.mmudi-
atuly ruforrod to thu Gunoral Counsul for action and pruparation of
roply. Tho GonJral Comm' is rosponSiblu for adoquato coordination
in (inch casu prior to pruparation of ruply.
5. Gunoral ttosponsibilitios of Porsonnul Divisions
- 0 up OM.. 0.0 a. ? I. ???????????? ??? maw.
Undur thu policy guidancu of thu Porsonhul DiroCtor and thu
diruct supurvisiOn of thu Chtufs Of the :.dministrativo.and Spucial
Support Staffs, thu Pursonnol Divisions aro rusponsiblo fort
a. Pro curumunt, placumont, procussing, appointmont, promotion,
dumotion, within-grad o advancos, susponsion, and tormination of
individual omployuos, to moot thu ,statod ruquiromonts or rucom7
mundations of /..ssistant DiructOrs and Staff Chiufs concornod, or
mandatory provisions nf law and govornmunt rugulations.
b. :.ssisting thu Pursonnol Diructor to ostablish qualifica-
tion standards for all positions.
c. nocommonding position classification for all positions to
thu Pursonnul Diroctor.
d. ssistin thu Porsonnul Diroctor to ustablish salary admin-
istration, officioncy rating and caroor managomunt programs, and
for carrying out such programs whon ustablishod.
o. Maintaining a currunt rocord of authorizud vacancios and
approvud nrocuromunt ruquosts against such vacancius.
f. Establiuhing pursonnul nrocurumont prioritios.
C, Maintaining continual contacts with potontial.pursonnol
nrocuromont sourcus.
h. Icclusivu liaison with thu I&S Staff (oxcupt by thu Exocu-
tivo or Pursonnol Diructor) rolatiro to pursonnul sucurity chocks
and cluarancos. il ruquosts for initiation of and information
rolative to status of pursonnol sucurity chucks and cluarancos
will bu channelud through thu Pursonnul Divisions.
i. Establishing pursonnol training nrograms within spucifi-
cally authorized limitations.
j. Establishing and maintaining rotontion rugistors for
roduction-in-forco procudurus.
k. Taking Laplumonting action on all disciplinary actions which
aro rocommundod in writing by ,lasistant Diroctors and Staff Chiufs.
0 ONPIDENTIL L
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?????????????????????????????????
1. (1) Taking impl.menting action on rocomindod pursonnol
actions involving (..;radus 38-12 and bc:loy', excipt whun tiler?
aro Unresolved disagru ements with .:,scistant Diructors or
Staff Chiufs concernu'd.
. (2) Rucomidending. throur:,h the Pursonnul :DiruCtor to the
ocutivu action on pursopnul actions involving gradus
38-13 and abova. (Sou Oragraph Ic re actions involving
L;rades GS-16 and above. Thu Exocutiva Will mako
MC0111111C.Inda-!
tions to thJ Director in uach such caso.)
(3) Referring allporsonnul actions through the Furs annul
Diructor to thu Exucutivu whero there is unroSolved disagruu-
meht with the ixsistant Diruntor or Staff Chiuf concernud.
Mudicn1 Standards
Initial appointment or roassignmant to n11 positions aro sub-
juct to established mudical standards. Inasmuch as thu signing of a
medical vaivur by an individual doas not relievu thu govurnment of its
liability unciar thu rogulations of the Employuus Compunsation Commission,
no waivers of physical raquiruments will ba granted.
7 Ilurit and Qualifications of Individurls
a. Thu basis for all nursonnel actions in thu _guncy will ba
individual qualifications and relativu merit. Porsonal considur-
ations, family relationshins, favoritism, and uxt2rnal prussurus
or considerations will not be nermitted to influuncu such actions.
-ssistant Directors, Staff Chiefs, and uach of the officials
listed in naragranh 1 abovu nru nursonally chargud with insuring
that this policy is uffectively uxurcisud throughout the ..gency.
b. DJ-termination of relative murit and qualifications will ba
basud on dJmonstratad ability, personal industry, intugrity;
loyalty, length of sorvice, general efficiency, and background
of experiencuand education, in comparison with other applicants
and employuus in similar fluids and grados.
c. Supervisory pursonnul at al lavels must becoxiu thoroughly
familiar with personnel under thuir jurisdiction to insuru the
just and objuctivo admtnistration of this policy.
8. Initiation of Personnel ,Ictions
a.:.ssistant Directors and StaffS Chiefs are rasponsible for
thu initiation of nursonnul actions on individuals under thuir
jurisdiction and for thu routing of such actions to the
apnropriatu Pursonnul Division. Thuy may dusignatu such
C L
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individuals within their organizations as may be considered
desirable to sign and forward such actions. The names of
individuals Se designated, and any changes in such designa?
tions, will be communicated in Writing to the appropriate
Personnel Division.
b. Each personnel action requiring action by the Executive
will be signed personally by the Assistant Director or Staff
Chief'conCerned.
9. Itplatione with the Civil Service Commission
a. The Classification Act of 1949 exempts the CIA from
Its provisions. Our personnel program, including position
classification, appointment, promotion, etc., is carried out
within the Agency without prior Civil Service Commission
review. The Director has signed a written agreement with
the Civil Service Commission to adhere strictly to the
provisions of the Classification Act in administering the
Agency personnel program. The Civil Service Commission also
has agreed to provide advice and guidance whenever called
upon to do so.
b. The supervisory and review functions previously
exercised by the Civil Service Commission have been delegated
to the Personnel Director and his Staff for all Agency personnel
matters, regardless of their security classification.
10. Appointment Policies and Procedures
a. Positions are filled by direct recruitment rather
than by certification from the Civil Service Commission, but
in accordance with established Civil Service procedure.
b. Tho following policy is established for effecting
appointments to fill vacant positions:
(1) An individual without prior Government service
will be carried in a trial period status for the first
full year.
(2) An individual with prior Government service
who has served under war service or excepted appointments
will bo required to serve the first six months in a trial
period status.
(3) An individual with Civil Service status will be
appointed by transfer or reinstatement without any time
limitation or trial period.
?57
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p .1,1 ILI DINT I,A L
c. During the trial period an employee will receive the
special attention and instruction required to acquaint him
with his duties and to develop his ability to perform his
work in the most satisfactory manner. After a fair and full
trial period an employee will be terminated if his services
do not meet Agency standards. An employee with veterans' prefer-
ence or Civil Service status will be accorded all rights and
privileges granted him under the Veterans Preference Act of
1944, as amended, and Civil Service rules and regulations..
(These privileges are subject to special final authority granted
to the Director by tho National Security Act of 1947.) Under
certain conditioizs, it is possible for employees to achieve
permanent Civil Service status while serving in this Agency.
The Standard Civil Service regulations will be followed in
each instance, after initial clearance has been received from
the Porsonnol,Relations Branch, Personnel Division.
d. The following procedures are established for processing
individuals for employment within CIA:
(1) Assistant Directors and Staff Chiefs shall transmit
Recruitment Requests in tho original and three copies to
tho Personnel Division as requisitions ?to fill authorized
vacancies. A Personnel Action Request (Form No. 37-3 or
37-1) in quadruplicate shall bo forwarded to the Personnel
Division as a requisition for actual omploymont of an
'individual. In order to initiate security clearance a
Personnel Action Request may be submitted against a position
currently filled,, providing the office concerned informs
tho Personnel Division on the form of the approximate date
? that the present incumbent will vacate the position.
(2) An Application for Employment and a Personal History
? Statement will be obtained by the Personnel Division and
forwarded with a Referral Shoot to the appropriate office.
After careful review, tho filo will be returned to the
Personnel Office with request for personnel action or
reason for rejection. ?
(a) Final selection or rejection of applicants
for positions above grade GS-5 ot equivalent shall
normally rest with, the appropriate Assistant Director
or Staff Chief, subject to qualifications review by tho
Personnel Divisions. The Personnel Chiefs may refer
to the Executive through tho Personnel Director, acceptance
or rejection cases which theY believe are not warranted.
(b) Final authority for the selection and assignment
Of an employee in grade GS-5 or equivalent and below,
shall rest with the Chiefs, Personnel Divisions.
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(c) All assignmonts aro subject to tho security
approval of tho Inspection and Security Staff.
(3) Upon tho rocoipt of a Porsonnol Action Bequest
tho Personnel Division will mako an offer of employment
to tho individual concornod (subject to satisfactory-
security eloaranee), and upon indicated acceptance will
initiato action for security clearance.
(4) The Personnel Division will notify the office
concerned of the flailuro of an individual to rocoivo
security clearance and will take appropriate action to
inform tho individual of his rejection.
(5) Tho Porsonnol Chiofs will contact each individual
(including detailed IAC personnel) rolativo to entrance
on duty. An individual assigned to a porsonnol pool will
be instructed to roport to duty by the Personnel Division,
following security clearance. Each individual (including
dotailod TLC porsonnol) roporting for duty will prosont
to the appropriato Assistant Director or Staff Chief ?a
written notico from the Personnol Division stating that
ho has boon fully cleared and assigned for duty. A copy
of this notice will bo furnished tho Inspection and Security
Staff by tho Personnel Division. In extraordinary circum-
stances the Executive or the Personnel Diroetor may give
verbal authorization for entrance on duty after assuring
that all required processing has boon eomplotod, No indi-
vidual will be accepted for duty unless one of the above
provisions has boon mot.
11. Promotion Policies and Procedures
a. An employee may bo promoted to a highor grade subject
to:
(1) Existence of a suitablo vacancy.
(2) Complete qualifications of tho individual for
the vacancy.
(3) Completion of 90 day detail period to position
GS-71 or, above. Incumbents of positions lower than GS-7
must have assumed the duties of the position to which they
are being promoted. Prior to the time of detail they must
meet testing requirements and qualification standards for
? the recommended position. No employee shall be detailed
to a position allocated higher than one grade above the
position which he currently occupies. These stipulations
do not constitute a barrier to promotion of an individual
whose position has been reclpssified to a higher grade.
-7-
C ONFIDENTIAL
, ,?.
j3ptthie#, fcfr- ,ReleAse 001'10/04 dA-RpP81-00728R000100010005-8
Approved For Relea6e0210110091/011 :EClifk-DIP8.111-01,0728R0901 00010005-8
..(4) Submission Of a Personnel Action Roquest to the
Personnel Division indicating .the' exact position and the
date the employee is detailed in order that ho may, reepive
credit for tho detail period. The form mus indicate the
allocated position that will bo, occupied.
(5) Evidence of an efficioncy rating as follows;
(a) GS-4, equivalent, and below Good or bettor
for six months preceding Promotion.
? (p) GS-5 through GS13 or equivalent - Very
Good or Excellent' for six months PrOceding promotion.
? (c). GS-14:and above Excellent for one year
preceding promotion.
b. Promotions aro limited to ono grado except in cases
whoro no intormediato grades have boon rocognizod.
ep lifter considoring all tho factors indicated above,
tho recommending and approving authorities will use tho
following table as a guide in determining appropriate time
in grade for promotion purposos:
IIMNIMIIMINIM???????????????????111.1?111???????????
GS
??????????????=
' ?
CPC Timo in Grade
1 ? 1
2 2
3 3
4
3 months
4 ?
5
5
6
6 months
6
7
8
9
. 10
7
9
10
9 Months
111.011=1.1.11IIIMIMMEMB
. 12 months
15 months-
18. months
. 21 months
Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
CONFIDENTIAL,
d. .Assistant Directors and Staff Chiefs shall forward
to tho Personnel Division a Porsonnol Action Request contain-
ing sufficient information to indicate compliance with tho
policies defined in paragraph Q above.
o. .A request from a field station for a promotion must
be accompanied by a Position Description prepared by tho
employee, which outlines tho duties and responsibilities being
performed, together with remarks and certification of tho
immodiato superior. In the case of a proposed position in
tho field sorvico the description will be pToparod by the indi-
vidual who is most familiar with tho duties and responsibilities
to be performed. Tho doscription must include:
(1) Factual description of the work being porformed.
(2) A statement of degree of difficulty and responsi-
bility inherent in the position.
(3) An account of tho nature and oxtont of supervision,
independent judgment and decisions exorcised by tho incum-
bont.
f. Upon receipt of a roquost for a promotion in tho depart-
mental service the Personnel Division will audit tho position
involved in order to dotormino tho lovol of difficulty, rosponsi-
bility, and grado at which tho individual is performing to
ascertain whether ho should rocoivo a promotion.
g. An omployoe occupying a classified position will be
advanced to tho noxt higher stop within his grado, providing
that ho has 52 wooks of service without an equivalent increase
in pay for grades GS-10 and below or 78 wooks service for
grafts GS-11 and above. In addition tho employee must havo
a current officioncy rating of Good or bettor and a satisfactory
conduct report.
12. Intra-Aaoncy_Transfor Policy
A Porsonnol Action Request for intra-agoncy transfer will
be prepared by the office to which tho omployoo is being transferred.
The Personnol Division will coordinate with the MS Staff whore
appropriate.
13. Assimment of IAC Personnel
a. It shall be tho rosponsibility of the receiving office
to initiate 4 complotod Personnel Action Requout on all IAC
personnel (including citation of tho allocated position).
b. Tho Personnel Division will initiate a reqUost for
socilaity cloarancoe:
CONFIDENTIAL
0,1ease .:2901.09/94 CIA-ROP41-09728R000100010005-8
? i
Approved For irri? F01119f41,f ,,l1t-Rplt31-0072-8R000100010005-8
????????????????????*.m.e.
c. Upon receipt of socurity clearance tho individual
will be called to duty by the., Porsonnol Division and ,Will
be assigned to the roquosting offico.
d. IAC personnel will not be allowed to work in restricted
buildings until they are given a statement by the Porsonnol
Division certifying that all provisions for assignMOnt have
boon mot.
o. Separations and intra-agoncy transfers shall be reported
to tho Personnel Division on Porsonnol Action Request in tripli-
cate, initiated:by tho apprOpriate_offico. The Personnel Divi-
sion will coordinato:with tho I&S Staff whore appropriato.
14. ?alarYAdMinistration
a. Regular full-time omployeos and temporary oMployOos
of tho AgOncy with a regular tour of duty compensated on a par
annum basis will bo paid in accordance with thO following
policy:
(1) Entranco on Duty Salary
(a) Now appointments will bo made at tho baso
salary of tho grade. (Transfors, promotions, &motions,
re-employment, and roinstatomonts are net now appoint-
ments within tho moaning of the requirement.)
(b) Employees appointed by transfer, reinstate-
ment or ro-employmont to a position of tho same grade
will be permitted to rotain periodic pay increases
proviously. roceivod.
(c) Employees appointed by transfor, roinstate-
mcnt, or ro-omploymont to a position in a lower grade
than last hold will receive salaries fixod to allow,
credit toward within-grade promotions for all service
in appointmont grade and higher grados.
(2) Determining Salar in Case of Promotion
(a) When an omployoo is promoted to a.highor grado
position he will be compensated at the lowost rato of
such higher grade which oxcoodshis existing rato.of
compensation by not loss than ono-stop increase of tho
grade from which promoted.
(b) When an employee who has previously rocoivod
a change to a lower grade is promoted, his salary will
be fixed so as to allow credit toward within-grade
promotion for all previous servico in the grade to
which ho is being promoted or for service in any higher grades.
-10-
C ONFIDENTIAL
elease 200,1109/04.: c1AlliP81-0,0728R000100010005-8
Approved For Release ipp/019/84 TANTL-007281i000100010005-8
(3) Dotormining Salarl in Caso of Chanoto Lower Grade
(a) To determine salary in case of a change to
lowor grade, tho employee may be given credit for all
service previously performed in the lower grado and
in any higher grades previously hold. If tho employee's
salary in tho lower grado is within a ono-stop range of
his former rate ho will be compensated at tho stop in
the lower grade which is nearest his present salary.
(b) Exceptions: Tho policy outlinod above docs
not apply in tho following typos of cases:
1. Employees who have earned meritorious
pay increases. An employee who has boon given
a within-grade pay increase because of especially
meritorious sorvico or as a reward for suporior
accomplishment will bo pormittod at tho time ho
is demoted to retain one stop for each such advance-
moat,
2. Employoos who chango to lowor grades to
accept probational appointment. If the change
to a lower grade is duo to employee's desire to
accept probational appointment, he will bo compen-
sated at tho stop in tho lowor grade which is
nearest (but not in excess of) tho present salary
in the higher grade.
2. Employoos who wore changed to lower grados
for disciplinary reasons. If the employee is
changed to a lowor grade for disciplinary roasono,
his salary rate will be sot at tho base of tho
grade to which ho is demoted in the absence of
specific provision to the contrary.
b. Tho salary policy now in effect for classified employees
also will apply to ungraded employees with respect to: (1)
entrance on duty, (2) promotion, (3) change to lower grade,
(4) probational appointment, and (5) disciplinary action. Tho
term "stop increase" will be usod for ungraded positions in
lieu of "periodic pay incrcaso" for classified positions.
(1) An omployoo transferring from a classified position
to an ungraded position will do so without loss in salary
unless his classified salary was above the top stop of tho
ungraded job to which ho is being assignod.
(2) An ungraded omployee who receives a conduct and
efficiency report of Satisfactory or higher will rocoive
a stop increase after the first six months of ungraded
-11-
CONFIDENTIAL
? t. ,
oVpdfOri4eleeee .9,01/6,*9,047;pt ,RDP8,1790728R000100019005-8
Approved ForReleasei 200j/00494i IALR971T-00,72A81?00100010005-q
LJ-u - ?11?WII*01?11NOS
.Sorvice and,annually thereafter until the top stop has
boon roachod. Tho salary for employees transferring
botwoOn graded and ungraded positions will be determined
after considering tho. Waiting period olapsod and Whether
or not an oquivalont increase is involVod.
(3) An employee in an ungradod position will have
an opportunity to oarn.stop,incroasOs as a result of marl-
torious sorvico and Suporior accompliahmonts.
15. CLE2941anagomont
a. The caroor managomont program of the Agency is designed
to provide from within:
(1) A source of woll qualified individuals to fill
vacancies as they occur.
(2) A system whereby individuals may qualify and bo
promoted to more responsible positions through training and
dovolopmont within the Agency.
b. It is Agency policy that vacancios will bo filled by
the best qualified employee available within the Agency. Tho
basic considorations for promotion will bo provon ability and
morito
16. Porsonnol Status.18D2LIE
a. AssiStant Diroctors and Staff Chief's shall submit to
the Personnel Division a Porsonnol Information Report (Form No.
.37-6) With copy to.I&S Staff When an omploydo:
(1) Changes hi S namo, home or office address, or home
or office telephone number,.
? (2) Is separated from the Agency by transfer, resigna-
tion, or ontors the military service from civilian employ-
mont.
b. In addition to the above a Personnel Status Report (Form
No. 38-7) shall be submitted following any change in an employools
marital status. Tho original of the form will bo routed to tho
Porsonnol Division and a copy to tho Ohiof, I&S Staff.
17, Termination and Final Clearance'
a. Each employee will obtain zloaran,,, prior to final pay-
ment. Clearance will be obtained on a Final Payment Cloaranco
Shoot (Form No. 34-30) whon an employoo is being terminatod,
leaving for overseas duty, granted loavo without pay for a
poriod in excess of 60 calendar days, or being transferred to
-12-
C ONFIDENTIAL
ase 20O1I09I04:::.91A-141DP8l -09728R000i1 0001 0005-8
Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
CONFIDENTIAL
or from confidential fund status.
b. Tho Personnel Division will be notifiod by Porsonnol
Action Request at loast one wook prior to tho offoctivo date
of tho roquest. Upon rOcoipt of tho Personnel Action Request
tho Personnel Divisions will make necessary arrangomonts for
an exit interview and for final clearance, will direct tho
employee to tho Inspection and Socurity Staff for security
clearance,. and will than obtain tho additional required cloarancO
by tolophono, obtain tho employee's signature, and diroct the
omployoo to deliver tho form to tho applicable payro:1 off ice,
When tho employed is unavailable all action indicated will be
taken except procurement of tho omployoots signaturo.
25X1A
c. Tho Chiof of a field office will:
(1) Do-brief tho employee and secure all identifica-
tion or credentials issued by CIA.
(2) On the Final Payment Clearance Shoot conploto
cortification blocks "offico to which assigned" and
"Security Branch".
.(3) Obtain onployoe! s signature and forwarding address.
(4) Forward the form to the Personnel Division through
ostablishod channels,
18. Those rogulations will govern generally all porsonnol actions
of this Agoncy, both overt and covert, and will be applied to the
fullest possible extent in carrying out specific provisions of Confi-
dential Funds Regulations covering covert porsonnol actions.
. HILLENKOETTER
Roar Admiral, USN
Director of Central Intelligence
DISTRIBUTION:
TO
PROM
k41
m mo
ron
'Approve4 For ?ke163e2001
tilial
1-00728R000190010005-8 STATI NTL
? UNITED STATES GOVERNMENT
ce Mernorandu
Exeoutive
: Management Officer
SUBJECT:
DATE:
20 October 1949
1. This Administrative Instruction is a rewrite of present
instructions by the Personnel Director. Major additions ares
a Inclusion of paragraph on career management.
(Page 9)
b. Tightening of instructions regarding assignment
of IAC personnel. (Page 7)
c. Change in grade level from CAF-5 to CAF-7 for ..,---lit
direct assignment by Personnel without reference to office
concerned. (Page 4)
2. This Office concurs with the above changes. Authorization
for Personnel to make assignment to include grade CAF-7 without
reference to the office concerned is sound in principle. All assign-
ments are made on the basis of specific requisitions and are based
on position descriptions which have been mutually agreed on. In
(practice, however, it has been found that offices are not thoroughly
satisfied with the present direct assignment of CAF-5 and below.
These facts are brought to your attention as it is not felt the
Management Officer has authority to make final decision in the matter.
t4-1".
3. At the suggestion of this Office, the Instruction has been
rearranged to group like subjects such as Promotion Policies and Pro-
cedurea, Appointment Policies and Procedures, etc. The previous
Instruction contained these related subjects in widely scattered
paragraphs.
Se .206109101 ipoRDPi -00728R000100010005-8
Approved For Release 2001/09/04 : CIA-RDP81-00728R000100010005-8
signature and direct the employee to deliver the form to
the applicable payroll Office of the Budget Office. When
the employee is unavailable all action indicated will be
taken except procurement of the employee's signature.
c. The CIA Headquarters and Headquarters Detachment and
the Naval Administrative OomMeind will take similar action in
the case of military personnel.
e. The Chief of a field office will:
(1) De-brief the employee..
(2) Complete certification blocks "office to 'which
assigned" and "Security Branch",
(3) Obtain employee's signature and forwarding address.
(4) Forward the form to the Personnel Office through
943-tabli-siled?chalmfal-s
ADMINISTRATIVE INSTRUCTION NO. 111111subl; Personnel Policies and Procedures.
ATI NTL
a. a
STATINTL
ST TINT!:
S1IATINTL
i,
S ATINTL
S ATINTL
S ATINTL
f
Approve
ADMINISTRATIVE INSTRUCTIONS
NO.
SUBJECT: Personnel Policies and Procedures.
RESCISSION Mini
1948
1. Responsibilities and Functions of the Personnel Officer.
ive Instructioa datOd 17 August
'Xr ri 4sta 47'41%
7.
a. The Personnel Officer only shall be directly responsible for
performing the principal functions of the Agency with respect
to procurement, placement, processing, position classification,
salary administration, personnel relations and termination of
employees. These personnel activities shall be performed by
other offices only upon specific delegation by proper authority.
b. The Personnel Office is responsible for:
(1) Maintaining a current record of authorized vacancies
and approved requisitions.
(2) Establishing qualifications standards for all posi-
tions in CIA.
(3) Establishing priorities for recruitment on an agency-
wide basis.
(4) Maintaining constant contact with potential recruit-
ment sources.
( 5 )
Contacting and negotiating with individual applicants
for employment. However, no person employed within the
Department of National Defense, Department of State, Atomic
Energy Commission or other executive department or agency,
"
"CIA-j4DP81-00728R000100010005-8
Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
or on a Congressional staff shall be interviewed or consid-
ered for employment within tho Agency without a written
notice of availability signed personally by the chief of
the branch currently employing the person. No commitments
relative to employment or salary will be made by other than
the authorized personnel representative. There will be no
discussion concerning, employment with this agency without
prior clearance of the contact with the Personnel Office;
-4-rkQ ' a
.4b
tt,
IitrA-.4? 1 co Ast,
(6) Requesting all personnel security clearances$761-t
quests for information relative to personnel security
clearances as well as the initiation of requests for person-
nel security clearance will be6through the Personnel Office.
thade
(7) Approving finally all personnel actions for grades
_sr
F-;B,1 CAF-12 and below. Grades P=7, CAF-14 and above require
the approval of the Executive or, in his absence, the Deputy
Executive.
(8) Determining and approving for the/kgency, service,
series, grade and salary for all positions including classi-
fied, ungraded, and consultant positions/,assuring uniform-
ity of classification allocations throughout the agency.
(CV.
(9)
Processing all personnel actions including appointments,
intra-agency transfers promotions demotions, within-grade
promotions and separations. The Personnel Officer only
will terminate or suspend employees whenever, such acti is
proved For ip,4se.*potiopiatv:,CIA-RpP81-097,28R000100010005-8
41 1
Approved Fr Release 2001/09/04 : CIA-RDP81-00728R000100010005-8
- 3
ILLEGIB
necessary and appropriate.
(10) Establishing and operating a testing and training
program to improve the selection and performance of employ-
ees.
(11) Establishing and maintaining retention registers for
reduction in force procedures.
(12) Providing a personnel relations program to protect
and stimulate employee interest and to serve as a medium
for management employee relationships,.
1AA-4,a(
(13) .41guamiug-ae '--Isrofer ac
knc rovisl/s trat.iv
Su ject: Time, (Leave.
(14)
Reviewing and acting upon all disciplinary actionZ
based upon written charges prepared by the operating office
and signed by the Assistant Director or Staff Chief con-
cerned.
(11) Maintaining liaison with the Department of State and
the imfiled-Forees fth- the purpose of administratively sup-
porting detailed IA0 personnel.
I hq
(16) Provid$1 a comprehensive medical program to promote the
health and physical well-being of employees.
(17) MaintaiNconatant liaison with the Civil Service Com-
mission on all matters requiring Civil Service approval.
...sur.11-940-eiterstrion-o.f?pciaLt?ions-p-efvf-ieleney-rwUlagsl-Arreve
/1)
-r-
??????(.104
Approved For Release 2001/09/04 : CIA-RDP81-00728R000100010005-8
-4-
2. Basis for P3rsonne1 Actions.
a. Assistant Directors and Staff Chiefs are responsible for
p=a;;entinrpersonnel actions affecting individuals under their
M.& 6114;t4- 4-
supervision, luazz-ar-e-rvut... u ti:sr.amy
ev-k-Z.C.:"rt, ANN-LA:Xio
Emphasis on relative mon oxtends hroughout all personnel
matters, inclu curement, assignment to duty, promotions,
X1.0,..y...n l.A..4,-.
Itteve-cleteP* , witw. Merit shall be
. assi gnments
considered as including demonstrated ability, personal indus-
try, integrity,. loyalty, comparative length of service, and
comparative general efficiency.
b. Supervisory personnel must become thoroughly familiar with
the personnel under their jurisdiction and their utilization
+ID t..,14 (,...ve 0..,---,...Q. /W?,1,..., ',...'07.70,..4.1-1,e'N. rite".-4_, AA's
,
in order tiker67-44acy-44.11.1-reeergrri-ra-any-corrbrary--4endency-and
3. 2Q2em.L.4243 ,.....adair41 jazlisat_to ? . 1,,,, \l,"..rtiv.....c.....,.....,3 '
----____________?........................--..........?..
CIA positions are filled under "Schedule A" authority by
direct recruitment rather than by certification from the Civil
Service Commission, However, positions are filled in accord-
ance with established Civil Service procedure.
b. The following policy is established for effecting appoint-
ments to fill vacant positions:
(1) An individual without prior Government service will be
Approved For Release 2001/09/04 : CIA-RDP81-00728R000100010005-8
given an excepted appointment under "Schedule .416' and will
be carried in a trial period status for the first full year.
(2) An individual with prior Government service who has
served under war service or excepted appointments will be
given an excepted appointment under 'Schedule A" and will
be required to serve the first six months in a trial period
status.
(3) An individual with Civil Service status will be ap-
pointed by transfer or reinstatement without any time limita-
tion or trial perile"
During the trial period an employee will receive the special
attention and instruction required to acquaint him with his
duties and to develop his ability to perform his work in the
most satisfactory manner. After a fair and full trial period/
an employee will be terminated if his services do not meet
Agency standards. An employee with veterans preference or
Civil Service status will be accorded all rights and privileges
granted them under the Veterans Preference Act of 1944, as
amended, and Civil Service rules and regulations. (These
privileges are subject to special final authority granted to
the Director by the National Security Act of 1947) gere-trioa-144,
r-A-.4.,?4.Z:V1-.12iZdt.'2,3Z.,9.*::,4,-LA:in.',Z4A,60...*:.,4:;:::.:VZ
Approved for Release 2001/09/04 : CIA-RDP181)-001728R000100010005-8
"Y
l'rautgasairatrouwailuoes.
4. The following procedures are established for processing A
yeindividuals for employment within CIA:
(1) Assistant Directors and Staff Chiefs shall transmit
rm No. 37-8 in the original and six copies to the Person-
nel Office as a requ sition to fill an authorized vacancy.
cLtiCtiy41 tttl,L,kc
Fix,..4-110?,--1100.?6- quadr plicate shall be forwarded to the
A
Personnel Office as a requisition for actual employment of
an individual. In order to initiate security clearance, a
31?ay bo ti.,!:r7L":;:la:.st a position currently filled,
providing the office concerned informs the Personnel Office
?
on the Egii7ihe approximate date that the present incumbent y.10
-ir& vacate% the position.
(2) Standard Form 57 and Form No. 38-1 will be obtained
by the Personnel Office and forwarded with Form No. 37-9 to
the appropriate office. If the office is interested, it
will indicate to the Personnel Office the position to which
the individual will be assigned.
(a) Final selection or rejection of applicants for
kr4
positions above grade CAF-5 matt equivalent maadec shall
rest with the appropriate Assistant Director or Staff
Chief. However, the Personnel Officermay refer to the
Executive any rejection case which he believes is not
warranted.
CilY.Pt1
!? :*
?
eteas?/041 4413081j00728k0001 00019005-8
11,
Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
(b) Final authority for the selection and assignment
of an employee in grade CAF-5 or equivalent and below',
shall rest with the Personnel Officeffteul?za4meftttoMpay
suWk-fterser-are'llG-t-4144404344-440,...A.as.tea.r.oe,tor,or
St-eX-P?ctriti-efs?foi"-Exetion,.
) All4Personnel assignments are subject to the
seourity approval of inspection and Security. ,
eLt1.'44
(3) Upon the receipt of I tr?Nov--647.?&, the Personnel Offico?
will make an offer of employment to the individual concerned,
(subject to satisfactoryeocurity clearance) and upon indi-
,
cated acceptance will initiate action for security clearance.
(4) The Personnel Office will notify the office concerned
of the failure of an individual to receive security clear-
ance and will take appropriate action to inform the indi-
vidual of his rejection.
(5) The Executive or the Personnel Officer will contact
each individual (including detailed IAC personnel) relative
to entrance on duty. An individual assigned to a personnel
pool will be instructed to report to duty by the Personnel
Officer, following security clearance. Each individual
(including IAC personnel) reporting for duty will present
to the appropriate Assistant Director or Staff Chief a
wiit-
ton notice from the Personnel Officer, stating that he has
been fully, cleared and assigned for duty. A copy of this
ase 2001/09/04: IA-RpP81-007,28R000100010905-8
Approved For Release 2001/09/04 ? CIA-RDP81-00728R000100010005-8
notice will be furnished Inspection and Security by the
Personnel Office. In oxtraordiZary circumstances, the
Executive may give verbal authorization for entrance on
duty after assuring himself that all required processing
has been completed. No individual will be accepted for duty
unless one of the above provisions hasP been met.
(6) The Personnel Office only shall request information
directly from Inspection and Security concerning the status
of the security clearance of a prospective employee. In-
spection and Security shall not provide this information to
any other office. All inquiries of this nature shall b
directed to the Personnel Office.
4. Promotion Pc
An employee may be prompted to a higher grade subject to:
?_
(1) Existence of a suitable vacancy.
(2) Complete qualifications of the individual for the
vacancy.
(3) Completion of 90 day detail period to position CAF-7,
P-2 or above. On lower grade position/employee must have
assumed duties of position to which he is being promoted.
Prior to the time of detail he must meet testing require-
ments and qualification standards for the recommended posi-
tion. No employee shall be detailed to a position
allocated higher than one grade above the position which he
pertoci
currently occupies, and in no event shall the detail, exceed
180 days. These stiptkations do not constitute a barrier
to promotion of an individual whose position has been re-
classified to a higher grade. lrs)
194,401.4-rw,,At (4.12
(4) Submission of F7rnr-i967-.6*-& by the office concerned to
the Personnel Office indicating the exact position and the
date the employee is detailed in order that he may receive
credit for the detail period. The must indicate the
allocated position that will be occupied.
600d
Evidence of a4opti-oi better, efficiency rAting for six
A
pprbbedirtoycReekunit 219iedigiNA4A.clitsime411-9974R2BotiOiraL5
..equilralentliabrv_ Good, or r11 1i. 0110-m4l 4.rwbonA....^
Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
b. Promotions are limited to one grade except in a case where
no intermediate grade has been recognized.
0. After considering all the factors indicated above, the
recommending and approving authorities will use the foRowing
table as a guide in determining appropriate time in grade for
promotion purposes:
75? SP CAF
1 1
2 2
3
4
5 4 5
1 6 5
3
4
8
6
7
8
9
10
fEETTa Grade
T.hi4e months
S414 months
Aliat months
3 10
4 ? 11
5 12
6 13
7 14
1.Ne
..atumve months
____Lcisiktsteen months
18 months
21 months
.24 months
'..-24"'42121242222221:22:111.4-2010X,0143-,eg.
, . Assistant Directors and Stuff Chiefs shall forward to the
"
Personnel Officel,ilar.aa-Na Z.-Za. containing sUfficient informa-
tion to indicate compliance with the policies defined in para-
graph 4 above.
at. A request from a field station for promotion must be ac-
companied by a position description on Standard Form
prepared by the employee, which outlines the duties and responsi-
bilities being performed together with remarks and certifica-
tionfl of the immediate superior. In case of a proposed position
in the field service, the description will be prepared by the
individual who
is most familiar with the duties and
v.k,a
Approved For Release 2001/09164 : 411Aallrfil-00728R000100010005-8
-411P-
responsibilities to be performed. The position description
should include:
(1) An objective, concrete and factual description of the
work being performed.
(2) A statement of degree of difficulty and responsibility '
inherenb in the position.
(3) An account of the nature and extent of supervision,
independent judgment and decisions exercised by the incum-
bent.
ti Upon receipt of a request for promotion in the departmental
service, a job audit will be made in order to determine the
level of difficulty, responsibility, and, thereby, the grade at
which the individual is performing.
_ .
1 . . An employee occupying a classified position will be advanced
to the next higher step within his grade, provided that he has
twelve months of service for grades P-3, CAF-10 and below or
has eighteen months service for grades P-4, CAF-11 and above.
L6-'' CArv"k wtet,' "A".'.----11. ""0-4.---4* "100.04?4t-??-e?A. A'
J )
iLkr Ct h
44,14 0-.1
Intra-Agency Transfer Policy.
An *employee shall not seek reassignment within CIA without
the prior written approval of the Personnel Officer, or his
authorized representative. Such approval will be based upon
the recommendation of the appropriate Assistant Director or
Staff Chief.
b. Supervisory personnel shall not interview or seek the trans-
fer of personnel without the written approval described in 5a
Approved .For Release 2001/09164: C argr00728R000100610005-8
responsibilities to be performed. The position description
hould include:
(1) An objective, concrete and factual description of the
work being 'perftrmed.
(2) A statement of degree of difficulty and responsibility
inherent in the position.
(3) An account of the nature and extent of supervision,
independent judgment and decisions exercised by the incum-
bent.
Upon receipt of a request for promotion in the departmental
service, a job audit will be made in 01.1er to determine the
level of difficulty, responsibility, and, thereby, the grade at
which the individual is performing.
?. An employee occupying a classified position will be advanced
to the next higher step within his grade, provided that he has
twelve months of service for grades P-3, CAF-10 and below or
has eighteen months service for grades P-4, CAF-11 and above.
L0-44`-4-4-C:1"(4. tti-A- -4-'1"---rL'o-4-4.-- -\41\A".`"--
1 J
1 4
IL'Ae"'f"A 1 /\1441.' 6'31'1? r3 ,, o-.1.4).
4-o-Z1-0-1--0,---07-6-A--) Q.--4-4-4-LI" Axt- 71
Intra-Agency Transfer Policy.
?
a. An employee shall not seek reassignment within CIA without
the prior written approval of the Personnel Officer, or his
authorized representative. Such approval will be based upon
the recommendation of the appropriate Assistant Director or
Staff Chief.
b. Supervisory personnel shall not interview or seek the trans-
fer of personnel. without the written approval described in 5a
above.
, 7
-1"L'Lft
0: 1 ??:;"
,
te904-4"
- - '. ? i.- ' , ? ? ? , 'I. ? ? . :'t? ? ? ,?? ?: ? ? ?-, - ?
S,',.:.!,.:!!4, ?.,?' ? .?? - ,,,,
t,7,,j)1,,,..,.,-,?,:".. i:,',..'; l'4;,?,'?[,',7, ?'",-? ,-4.,..--,-?,.'??,,,r,?,-- - - ,.. , ?
-.?,..1,..? ',.1. ..,??":",-? 4 :. ! ; ?-,`-.' ,...?...,.. (..'., ,--;!?-',14iy, ,-..4," ? - ? . ,
' ' ? ?".1-,'' ?:,.'?-'4'..''? - -', ' ''.4??*???;?;'[.4 '''"?,.'? ? ''''' ????',': t 4, -- - ,
';'? '''',4?:,?, ? .",4",;''''.'''4, ..---,4-- '''', ?? - - ,
...-0...:',.g(k. I. 41,..i..ttARE$Fal 00.72,8.R000.1.0001 00058......- . ...
-
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?
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?
\(: I 1\(11111'11'1.1(*('14:jolli,iiieieaseizOototida.).1.1:81.tfzakojiooiioto)-I''' 't
(,()Ni 11)1 NI i1\I
4 )
,
Approved For Release,2001/09/0t.:. A RDP81430728R000140010005-8
!alarzIclainistration.
Regular full-time employees and temporary employees of CIA
With a regular tour of duty compensated On a per annum basis ,
will be paid in accordance with the following policy:
(1) Entrance on Duty Salary
Naw appointments Will be made at the base salary
of the grade. (Transfers, promotions, demotions, re-
employment,and reinstatements are not new appointments
within the meaning of this requitement.)
(b) Employees appointed by transfer, reinstatement or
reomployment to a position of the same grade will be
permitted to retain periodic pay increases previously
reoeiyed.
(e) Employees appointed by transfer, reinstatement
or reemployment to a position in a lower grade than
last hold will receive salaries fixed to allow credit
toward within-grade promotions for all service in ap-
pointment grade and higher grades.
(2) Determining Salary in Case of Promotion
(a) Vhen an employee is promoted to a higher grade
position, he must be compensated at the base of the
grade if the entrance salary exceeds any he has prev-
iously earned in the Federal Service.
(b) When an employee who has previously received a
change to a dower grade is promoted, his salary will
be fixed so as to allow credit toward within-grade
promotion for all previous service in the grade to
which he is being promoted or for service in any
higher grades.
(3) Determining Salary in Case of Change to Lower Grade
(a) To determine salary in case of a change to lower
grade, the employee tay be given credit for all ser-
vice previously performed in the lower grade and in
any higher grades previously held.
(b) Exceptions: The policy outlined above does not
:
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.?
Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
I ftbu
0.00,011e
apply in the fdaowing typos of capes:
(i) EnAgees who lave earned moritoriou
increases.
An employee who has boon given a within-grade pay
increase because of especially meritorious service
or as a reward for superior accomplishment will,
( at tho time he is demoted)lc-e permitted to -vq..4...retain
one step for each such advancement.
'
(ii) e to lower_givoidAkto accept pubationa1
appoinipent.
If the chance to a lower grade is due to employee's
desire to accept probational/appointment, he will
be compensated at the step in the lower grade which
is nearest (but not in excess of) the present
salary in the higher grade.
(iii) Change to loa?r trade for displiDlinary
reasons.
If the employee is changed to a lower grade for
disciplinary reasons, his salary rate will be set
at the base of the grade to which he is demoted,
in the absence of specific provision to the con-
trary.
. The salary policy now in effect for classified employees,
will also apply to ungraded with respect to: (1) trance on
7
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,
Approved For Release 2001/09/04 : CIA-RDP81-00728R00010001-0005-8
duty, (2)' promotions, (3) change to lower grade, (4) probational
appointment and (5) disciplinary actions. The term stop in-
?reason will be used far ungraded positions in lieu of 'periodic
pay increase' for classified positions.
(1) An employee transferring from a classified position to
an ungraded position will do so without loss in salary un-
less his classified salary was above the top step of the
ungraded Job to which he is being assigned.
AN
(2) ,Ungraded employee# who receivea conduct and efficiency
report of satisfactory or higher, will receive a step in-
crease after the first six months of ungraded service and
annually thereafter until the top stop has been reached.
On transfers between graded and ungraded positions the
salary will be determined after considering the waiting
period elapsed and whether or not an equivalent increase is
involved.
A 1,
(3) Amployeed in,an ungraded status will have an opportun-
ity to earn step increases as a result of meritorious ser-
vice and superior accomplishments.
Assignment of IAO Detailed Personnel.
It shall be the responsibility of the receiving office or
staff section to initiate a completed Petem-440,-.6*...4 on all as-
signed IAO personnel (including citation of the allocated posi-
KA)f
tion which the IAC member will encumber) prior to entrance
The (3 copies) must be accompanied by Form No. 38-1
(2 copies).
initiate request
ILLEGIB
clearance.
Separations and intra-agency transfers of IAC personnel
"
shall be reported to the Personnel Office on Perfirld
initiated by the appropriate office'
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41.1.
_ _
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00*
r64,1
,
STATINTL
% tL4-1Lt.41.1 (477-71.-7-T
Sit0:11
"Mte""
Ii
)
6'1
'cLt.
,c4pt., 3,g-0
?-'91
zz
)
ILLEGIB
AZ=Cit,,,a-) 4
tA.A-Le A-4-t^:rwit.,
*iv tect.
_
APproyed For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
Approved For Release 2001/09/04: CIA-RDF'81-00728R000100010005-8
f
g TATI
1. Each employee will obtain clearance prior to final payment.
Clearance will be obtained on "Final Payment Clearance Sheet")Form
No. 34.-30)when an employee is being terminated, leaving for over-
seas duty, granted leave without pay for a period in excess of 60
calendar days, or when being transferred to or from an unvouchered,
fund status.
2. The Personnel Office will be notified by "Personnel Action
Request, at least one week prior to the effective date of the request.
Upon receipt of "Personnel Action Request", the Personnel Office
will mike necessary arrangements for .an exit interview and for final
Clearance. The Personnel Office,will direct the employee to
Inspection and Security for security clearance and will then obtain
/7 additional required clearances by telephone, obtain the employee's
?ignature.and direct the employee to deliver the form to the applicable
payroll office of the Budget Office. When the employee is unavailable
alI action indicated will be taken except procurement of the employee's
signature.
3. The CIA Headquarters and Headquarters Detachment and the Naval
Administrative Command will take similar action in the case of military
personnel.
4. The Chief of a field office will:
De-brief the employee.
b. Complete certification blocks "office to which assigned"
and "Security Branch".
Obtain employee's Signature and forwarding address.
d. Forward the form to the Personnel Offle6..through eptablished
channels.
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Approved For Release 2001/09104 CIA-RDP81-00728R000100010005-8
ADMINI8TRA2IVE IUSTROCTIiiiiiii
NO.
SUBJEWN Personnel Policies and Procedures.
RESCISSION* Administrative Instruction No. 111111dated 17 August
1048.
naibilities and Functions of the Personnel Officer.
Dates
STATINTL
STATINTL
The Personnel Officer only Mail be directlyrosponsible for
performing the principal functions of the Agency with respect
to procurement placement, processing, position classification,
salary administration, personnel relations and termination of
employees. Tbese personnel activities ahall be performed by
other offices only upon specific delegation by proper authority.
b. The Personnel Office is responsible for:
(1) Maintaining a current record of authorized vacancies
and approved requisitions.
(2) Establishing qualificatioas standards for all posi-
tions in. CIA
(3)
Establishing priorities for recruitment on an agency
-
vide basis.
(4) Maintaining constant contact with potential recruit-
nentziouroes.
(5) Contacting end negotiating with individual applicants
for employment
Department of National Defense, Department of State, Atomic
Energy Commission, or other eseeutivo department or agency,
/09104 : CIA-RDP81-00728R0001000
Approved For Release 2001 10005-8
Approved For Release 2001109104 : CIA-RDP81-00728R000100010005-8
or on, a Congressional staff shall be interviewed or oonsid.
ared for employment within the Agency without a written
notice of availability signed personally by the Chief of
the branch currently employing the person. No commitments
relative to employment or salary will be made by other than
ths authorised personnel representative. There will be no
discussion concerning employment with this agency without
prior clearance of the contact with the Personnel Office.
(6) Requesting all personnel security clearances, all re-
quests for information relative to personnel security
clearances as well as the initiation of requests for person-
nel security clearance will be through the Personnel Office.
(7) Approving finally all personnel actions for grades
CAR.42 and below. Grades P.7? CA'-l4 and above require
the approval of the Executive or in his absence, the Deputy
Executive,
(8) Dectermiing and approving for the agency, service,
series, grad. and salary for all positions including ?lama.
tied, ungraded, and consultant positions, assuring uniform-
ity of olasgification allocations throughout the agency.
(a) Processing all personnel actions including appointments,
intra.agenoy transfarsolromotions, demotions, within-grade
promotions, and separations. Thew Personnel Officer only
will terminate or suspend employees whenever such action is
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?
Approved For Release 2001/09/04 : CIA-RDP81-00728R000100010005-8
necessary and appropriate.
(10) Establishing and operating a testing and training
program to improve the selection and performance
of employ-
ees.
(11) Establishing and maintaining retention registers for
reduction in force procedures.
(12) Providing a personnel relations program ?Lo protect
and stimulate employee interest and to serve as a medium
for management employee relationships.
(1$) Approving certain typos or leave requests in accord-
/1=e with provisions of Administrative Instruction
Subjectt Time, Leave and Pay.
(14) Reviewing I.Lnd acting upon all disciplinary action
based upon 'written charges prepared by the operating office
and signed by the Assistant Director or Staff Chief con-
earned.
(15) Maintaining liaison with the Department of State and
the Armed Foroos for the purpose of administratively sup-
porting detailed IAC persoruiel
(16) Provide a oomprehensive medical program to promote the
health and 'physical wellosbeing of employees.
(17) Maintain **natant liaison with the Civil Service Com.
mission On all matters requiring Civil Service approval,
such as classification of positions, efficiency ratings,
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Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
certification of employees from Civil Service Register/.
oto.
Basis for Personnel Actions.
a. Assistant Directors and Staff Chiefs are responsible for
preventing personnel actions affecting individuals under their
supervision, which are not based purely on relative merit.
Emphasis on relative merit extends throughout all personnel
matters, including procurement, assignment to duty, promotions,
work assignments, leave determinations. etc. Merit shall be
considered as including demonstrated ability, personal indus-
try. integrity, loyalty, comparative lenghh of service, and
comparative general efficiency.
b Supervisory personnel must become thoroughly familiar with
the personnel under their jurisdiction and their utilisation
in order that they will recognise any contrary tendency and
take appropriate action immediately.
Policies for Appointment.
CIA positions are filled under rliehotOW,11" authority by
direct recruitment rather than by certification from the Civil
Service Commission. Remover, popittone are filled iu'aceord.,.
moo with established Civil Service prooedure.
The following policy is eatsatIOMPitfor effecting appoint-
ments to fill vacant positions:
(1) An individual without prior government service will be
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Approved For Release 2001/09/04 : CIA-RDP81-00728R000100010005-8
given an excepted appointment under "Schedule A" and will
be carried in. a trial period etatus for the first full year.
(2) An individual with prior Government service who has
served under war service or excepted appainixttents will be
given an excepted appointment under "Schedule A" and will
be required to servo the first six months in a trial period
status.
(3) An individual with Civil Service otatue will be ap-
pointed by transfer or reinstatement without any time limita.
tion or trial period.
During the trial period an employee will receive the opecial
attention and instruction required to acquaint him with his
duties and to dievelop his ability to perform his work in. the
most satisfactory manner. After a fair and full trial period,
an employ*, will be terminated if his services do not meet
Agency standards. An employee with veterans* preference or
Civil Service status will be accorded all rights and privileges
granted them under the Veterans Preference Act of 19440 as
emended and Civil Service rule a and regulations (These
privilegeS are subject to special, final authority vented to
the Director by the National Security Act of 1947. Section 101,
subioparagraph o. 52falle.
Promotion Policies.
a. An isployea may be promoted to a higher grade subject tot
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. ,
Approved For Release 2001/09/04 : CIA-RDP81-00728R000100010005-8
(2)
Existence of a Imitable vacancy.
Complete qualifications of the individual for the
Tammy
(3) completion of 90 day detail period to pooition CO.7.
P.2 or above. On lower grade position, asployee must have
assumed duties of position to which he is being promoted.
Prior to the time of detail he must meet testing require-
ments and qualification standards for the recommended post.
tion. No employes shall be detailed to a position
allocated higher than one grade above the position which he
currently occupies, and in no event shall the detail exceed
100 days. These stipulations do not constitute abarrier
to promotion or an individual whose position has been re.
classified to a higher grade.
(4) Submission. of Form No. 37.3 by office concerned to
the Personnel Office indicating the exact position and the
date the employee is detailed in order that he nay reoeire
credit for the detail period. The 37.3 must indicate the
allocated position that will be occupied.
(5) Evidence of a good or better efficiency rating for six
months proceeding promotion for wades up to CA264 and
.squivalantijory Good or Excellent for six months for grades
CA765 through 0A1613 or equivalent; and Excellent for pro.
Gelding year for CAP-14 and above or equivalent.
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Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
b. Promotions are limited to one grade except in a ease where
no intermediate grade has been recognised.
o? After considering all the tactors indicated above, the
recommending and approving authorities will the following
table as a guide in determining appropriate timo n grads for
promotion purposes:
2 2 2 Throe months
3 3 3
4 4
.11100?11001.00...110.111710.1..11.04Ma4
.???11?60mo.00.6TINIMON?NO...01-
1 6 5 6 Six raon.ths
0.??????10.06.01.101???????0040...11m071?11.1.0.16.40..0.1.7??????????????????????"???????????????????101011?1?11.111?111?MIrm
7 7 8
2 8 8 9 Nine months
10
3 10 Twelve months
5
4 months
IntramAkenci Transfer Policy.
a. An employee shall not seek reassipment within CIA without
the prior written approval of the Personnel Officers or his
authorized representative. Such approval will be based upon
the recommendation of the appropriate Assistant Director or
Staff Chief
b.. Supervisory personnel shall not interview or seek the trans
for of personnel without the written approval described in 5a
above.
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Approved For Release 2001/09/04 : CIA-RDP81-00728R000100010005-8
A inthent 1"..ppunoP....rboedures.
a. The following procedures are established for the Processing
of individuals for employment within CIAt
(l) Assistant Director's and Staff Chiefs shall transhit
form No. 37-8 in the original and siX copies to the Person,
nel Office as a requie.tion to fill an authorised vacancy.
Form No. 37-3 in quadruplicate shall :be forwarded to the
Personnel Office as a requisition for actual employment of
an individual. In order to initiate scourity,clearance, a
37-3 may be submitted against a position eurrently tilled,
providing the office concerned intorms the Personnel Office
on the 37-3 the approximate date that the present incumbent
is vacating the position.
(2) Standard ForralTo 57 and Irorm VO. 38-1 will be Obtained
by the Personnel Office and forwarded with Form No. 37-9 to
the appropriate office. If the office is interested, it
will indicate to the Personnel Office the position to which
the individual will be assigned.
(m) Final selection Or rejection of applicants for
positions above grade CAF-5 and equivalent grades shall
rest with tho appropriate Assistant Director or Staff
however, the Personnel Irtios PI/ refer:to:the
Executive Or rejection case which he believes is not
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Approved For Release 2001/09/04 : CIA-RDP81-00728R000100010005-8
(b) Final authority for the selection and assignment
of an employee in grade 0065 or equivalent and below,
shall rest with the Personnel Office and consequent/my
such cases are not referred to Ansietant Directors or
Staff Chiefs for action.
(0)
All Personnel aasignments are subject to the
security approval of Inspection and Security,
(3) Upon the receipt of Fora Mo. 37-3, the Personnel Offioe
will make =offer of employment to the individual concerned,
subject to satisfactory security clearance, and upon indi-
cated acceptance will initiate action for seaurity clearance.
(4) The Personnel Office will notify the office concerned
of the failure of an individual to receive security clear-
ance and will take appropriate action to inform the indi-
vidual of his rejection.
(5) The Eleoutive or the Personnel Officer will contact
each individual (including detailed IAO personnel) relative
to entrance on duty. An individual assigned to a personnel
pool will be instructed to report to duty by the Personnel
Officer, following security clearance. Bach individual
(including IA0 personnel) reporting for duty will present
to the appropriate Assistant Director or Staff Chief a wilt.
ten notice free the Personnel Officer, stating that be has
cleared and assigned for duty. A oopy of this
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Approved For Release 2001/09/04 : CIA-RDP81-00728R000100010005-8
10
notice, will be furnished Inspection and Seourity by the
Personnel Office. In extraordinary circumstances, the
Executive may give verbal authorization for entranom on
duty after assuring himeelf that all required processing
has been completed. no individual will be accepted for duty
unless one of the above provisions has been it.
(6) The Personnel Office only shall request information
directly from Inspection and Security concerning the status
of the security clearance of a prospective employee In.
speotion and Security- shall not provide this information to
any other office. All inquiries of this nature shall be
directed to the Personnel Office. ?'_ 7
Proaotion Pros eeUin& l'roce esdur
a. Assistant Directors and Staff Chiefs shall forward to the
Personnel Office Form No 37.3 conteinine sufficient informa-
tion to indicate compliance with the policies defined in para.
graph 4 above.
b A request from a field station for promotion must be ao-
oompanied by a position description on Standard Form No 75,
prepared by the employee, which outlines the duties and responsi.
bilities being performed, together with remarks and oertifioa.
time of the immediate superior. In ease of a proposed position
In the field sarvioi, the description will he prepared by the
individual who is most familiAtr with the duties and
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Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
-
responsibilities to be performed The pocition description
should includes
(1) An objective1 concrete and factual description of the
work being performed.
(2)
A statement of degree of diffioulty and responsibility
inherent in the position.
(3) An account of the nature and extent of supervision,
independent judgment and decisions exercised by the indum.
bent.
Upon receipt of a request for promotion in the departmental
service, a job audit will be made in order to determine the
level of difficulty, responsibility, and thereby, the grade at
which the individual is performing.
Salary Administration.
a.. Reader full-time employees and temporary employees of CIA
with a regular tour of duty compensated on a per annum basis
will be paid in accordance with the following polioys
(1) Entrance on Duty Salary
(a) New appointments will be made at the base salary
of the grade. (Transfers, promotions, demotions, re.
employment, and reinstatements are not new appointments
within the meaning of this requirement.)
(b) Employees appointed by transfer, reinstatement or
reemployment to a position of the same grade will be
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4. 12
permitted to retain periodic
received.
(o) Employees appointed by transfer, reinstatement,
or reemployment to a position in a lower made than
last held will receive salaries fixed to allow credit
toward within-grade promotions for all service in ap-
pointment grade and higher grades.
(2) Determinin Salary in Case of Promotion
(a) then WI employee is promoted to a higher grade
position, he must be compensated at the base of the
Grads if the entrance salary exceeds any he has prev.
iously earned in the Federal Service.
(b) then on employee who has previously received a
change to a lower grade is promoted, his salary will
be fixed so as to allow credit toward within.-grade
promotion for all previous service in the grade to
which he is being pramoted or for service in any
higher grades.
(S) Determiniv Salary in Case of,Chanse to Lower Grade
(a) To dmterMine salary incase of a change to lower
grade, the omplaseag: be given credit for all sir-
vies
previmudyperformed in the lower grade and in
any higher grades previously held
(b) Exceptions. The policy outlined above does not
-
increases previously
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13 ?
apply in the following types of COMES $
(1) ley..svoho hopae earned meritorious
inoreases.
An employee who has beau given a within-grade pay
increase because of espeoiall,y meritorious service
or as a reward for superior accomplishment will,
at the time he is demoted, be permitted to retain
one step for each such tuivanoement.
(11) Change...A2.lower jrade to accept obational
appointment.
If the change to a lower grade is due to employee's
desire to accept probational appointment, he will
be compensated at the step in, the lower grade which
is nearest (but not in excess of) the present
salary in the higher grade.
(iii)tinz.t.c lower grade e dieoipLirza
reasons*
If the employee la changed to a lower grade for
disciplinary reasons, his salaz7 rate will be set
at the base of the grade to which he is denoted,
in the absence of specific provision to the con-
trary.
be The salary pulley now in effect for classified employees
will also apply to ungraded with respect tot (1) Entrance on
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duty, (2) promotions* (3) change to lower ryades (4) probational
appointment and (5) disciplinary actions. The term "step in.
woes." will be used fcr tuvradad positions in lieu of "periodic
pe$ inorease" for classified positions.
(1) An employee transferring from a classified position to
an unvaded position will do so without loss in salary un.
less hie classified salary was above the top step of the
ungraded job to which he in being aseigned.
(2) Ungraded employees who receive a conduct and efficiency
report of satisfactory or higher, will receive a step in.
crease after the first six months of ungraded service mid
annually thereafter until the top step has been reached.
On transfers between tryaded and ungraded peal:tient! the
salary will be determined after considering the waiting
period elapsed and whether or not an equivalent increase is
involved.
(3) Rraployees in an ungraded status will have an opportuns-
ity to earn step increases as a result of meritorious sir-
vies and superior acearaplisbuents.
Within?Orade Promotions
An employee occupying a classified position will be advanced
to the next higher step within his grades provided that he has
tvarlife months of service for grades 14.3, CA1/610 and below or
Jam eighteen Zionths *orrice for grades P.4. CAN.11 and above.
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In addition1 the employee mast have a current effioieney rating
of Good or better and a satisfactory conduct report
10. Assignment
It shall be the responsibility of the receiving office or
staff section to initiate a completed Form No. 37.3 on all as-
signed LAO personnel (including citation of the allocated posi-
tion which the IA0 member will encumber) prior to entrance an
duty. The 37-3 (3 copies) must be accompanied by Form No.. 384
(2 copies).
b The Personnel Office will initiate request for security
clearance.
Separations and intra-agenoy transfers of IAC personnel
shall be reported to the Personnel Office on Form No. 37-3.
initiated by the appropriate office.
Termination
a. Offices and Staff Sections will complete Form No. 37.3 for
an employee under their jurisdiction who has samitted a
resignation1 stating the reason therafor1 together with any
explanation or suggestion which ay help to prevent the loss
of the employee, and forward the completed form to the Person-
nel Officer at least two weeks in advance of the separation
date. Upon receipt of the 37.3 the Personnel Office, after
pre-exit interview, in instances where the employee still
-wishes to resign. mill prepare Form No. 34.30 indicating there.
on the routing to be followed for clearance.
DISTRIBUTIONt A
STATINTL
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STATI NTL
ADMINISTRATIVE ISTRUCTIONS
NO. (REVISED)
STATINTL
SUBJECT: Personnel Policies and Procedures.
RESCISSIONS s
dministrati
Administrati
assel Adminksti
'l'. GeneralOrder No.
Personnei,:,Staff with the following functions:
(1) Provides Staff advice to the Agency on al1,mgcters of
lL,Iiai,s?ic with the Civil Service
,4n connection with personnel matters.
Ageney a4 personnel position des.
fo eatablishing duties and grades
poliOy,
(2) Establighes andeOntrols a
CoMMiSsiori'apOther ageno
(3) Reviews and ogrtifies for
oriptions Usied as'a,baer
:for such pOdition?.and,pondubts alOiaisOn With the Civil
Service cO,osicen in ooTaeo,tion tybrawith.
1 -.,
.-... 1
Coxiducti r search in connecti4om,p1th ary1 prepares Ageney
,,,-
propTaot for:
a. Career Managemefit
b. ImprevemOnt of efficiency rating system.
c. ClasS ficatOn anOialary administration.
di Other persAnel matters requiring poilcy,deteri.
pinationt(
d94 elrt
ytw, 4U4 /
Thlazder also eitablishe Personnel
upport St triA;Ph-A neIVIIIty for providing-vemselee-personnel
adounoedPolio
services in acoordance-
--
lose pOlicieb and the
procedures-through which thr will be carried out are sot forttr-belqw.
a. The
.\ls responsible for performing the principal functions of the Agency with
A . :
of -es6441,-P-apeerstel- DivisionSonly shall
)speat to procurement, plaoement, processing position classification,
Lary ado*nistration;pescennel relations and termination of emplt,eea.
sse personnel activities shall be performed by other offices only upon
\ifie'delegatio by proper authority.
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?"e:AA 1.17.767,
b. The Personnel Division, 0vert?iklOpe414 Stuff, has responsibility
providing 'central personnel scrviees as followet,
1. Procurement, assignmenti)admihistration and disposition
of military personnel detailed from the military departments
of the Department of Defense.
Er-VRRERRannnT43Nit-
3.. Employee relations service.
4. Personnel testing service.
5 Receipt and appropriate dispostion of applicants for post
-
tions with the Agency who apply either in parson. or by nail
without specific prior contact or arrangoment with the
1.?*raelitral Division of thoQey.ert,,Suppert Staff,
Svutkc!..te
Maintains a central record of applicants vho have potential
fUture value to the Agency for whom no immediate positions
are available.
Is responsible .or the preparation and dispatch of all letters
of rlection for employment..
o. The Personnel Division of each *tripe:41 Staff will be responsible
for providing the following personnel'servicesoftwW*WawmFgWOMPRIONIft
1.
An adequate personnel position control system.
Procurement, Placement, and disposition service, imidollAwe
.44-4epfifttenterk-11eeP4atbria
3. Internal personnel classification and job audit activities,
exclusive or final review and certification or positions.
4. An overseas rotation/ program.teirmemesslossmidook*ee-.
5. Maintaining a current record of authorized vacancies and
approved requisitions.
6. Establishing qualifications standards for all positions.
7. Establishing priorities for 'recruitment.
8. Maintaining constant contact with potential recruitment
'sources.
9. Contacting and negotiating with individual applicr.'ts for
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,
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employmont. Howover, no person employed within the Department
of National Deform, Department of State, Atomic l'nergy
Commiosion, or other executive department or agoncY, or on a
Congrossional Staff' shall be interviewed or oonsidorod for
employment within the Agency without a written notice of
availability signed personally by the chief of the division
currently omployInc the person. 141,Gcmmatmontsrolative to
employment or salary will be malcAtWmmi-4Ammrthe authorizod
PQrsonnoI roprosontativo. Thorowill he no discussion cons
corning omploymont with this A.,,;anoy without prior clearance
anS
of the contact with the Persortnolr19. oxdopt that Con.
grossiOnal inquiries will be directed initially to the office
of the Genoral Counsel.
Requesting all porsonnel security ole.aranoon. Roquosts for
information relative to personnel boourity oloaranoos an well
as the initiation of raquesto for portIonnel security clearanoe
will be made through the Personnel-WC-kes.
11. Approving finally all personnel actions for grades p.s. GAe..22
and below. Grades P4.2., CAF0.13, and above require the approval
10.
12
of the Executive, or, in hio abeenoe, the Deputy Executive.
Processing all personnel actions including appointments,
promotions, demotions, withinsgrade promotions, and separations;
intramagency transfers would be processed by the receiving
office. 4INIPPersOnnel-A.Aiesoionly will terminate or suspend
employees whenever such action ie
necessary and appropriate. .
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13. Establishing and operating a training program to improve the
performance of emPleyeeco
141. Establishing and maintaining retention regiotors for reduction
in force procedures.
15. Maintaining the efficsiency rating program...
16. Reviewing and acting upon all disciplinary actions based
upon written oharges prepared by the operating office and
signed by the Assistant Direptortaff Chief concerned.
17. Maintaining liaison with the Department of State and the
Department of Defense for the purpose of administratively
Supporting detailed IAC personnel.
18. Maintaining adequate records of employee qualifioations
o,perMit sound career management.
Basis for Personnel Aotione.
? Assistant Directors and Staff Chifqt roc:mm=1*g
personnel actions affecting individuals under their supervicion.
The basis
of such recoommendations will be relative merit. Emphasis on relative merit
extends throughout all personnel matters, including procurement, assignment
to duty, promotions, duty assignments, and transfers. Merit shall be
considered as including demonstrated ability, personal tndustry, integrity,
loyalty, comparative length of service and conparative general efficiency.
b. Supervisory personnel must become thoroughly familiar with the
personnel under their jurisdictionired.-ithetrimarittes**** in order to develop
and maintain the highest possible degree of efficiency.
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3:04 APpointment Policies and Procedures
a. CIA positions aro filled under "Schedule A" authority by
direct recruitment rather than by certification from the Civil
'Service Commission. However, positions are filled in accordance
with established Civil Service procedure.
b. The following policy is established for effecting appoint-
ments to fill vacant positional
(1) An individual without prior Government service will be
given an excepted appointment under "Schedule A! and will be
carried in a trial period status for the first full year.
(2) An individual with prior Government service who has
served under war service or excepted appointments will be
given an excepted appointment under "Schedule A" and will be
required to serve the first six Months in a trial period status.
(3) An individual with Civil Service status will be
appointed by transfer or reinstatement without any time limita-
tion or trial period
c. Miring the trial period an employee will receive the special
attention and ineti.?..;t1m. required to acquaint him with hia duties
and to develop his ability to perform his work in the most Batter
factory manner.
After a fair
and full trial period an employee
will be terminated if his services do not meet Agency
standards. An
employee with veteransf perforenoe ,or Civil Service status will be accorded
all rights and privileges granted
under the Veterans Preference
Act of 1944, as amended, and ivil Service rules and regulations.
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.2.4
?p,
W
Tti
zst
pprove
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(These privileges are subject to special final authority granted to
the Director by the National Security Act of 18474)
d. The following procedures are established for processing
individuals for employment Within CIAs'
(1) Assistant Directors and Staff Chiefs shall transmit.
Form No.'34b in the original and e4x copies to '.Personnel
OSSAkee-as a requisition to fill an authorized vacancy. 'Personnel
Action Request" in quadruplicate shall be forwarded to 1511.
Personnel-314II,Was a requisition for aotual:pmploymentef an
individual. In, order to initiate security clearance, a "Personnel
Action Request" may be submitted against a position currently filled,
providing the office Ooncorned informs-406 personnel on
the forAhe approximate date that the prepont incumbent will
vacate the position.
(a)
Standard Form 57 and Form No. 38.1 will be obtained
vri4
by lOve-rerponnel 0144u,randlorwarded with Form No 37-9 to the
appropriate office. If '*le office is interested, it will
Persennel position to which the
' individual will=beAssigned.
(a)
Final selection or rffeetion of applicants
for positions above grade 44er:equivalent shall rest
with the appropriate Assistant Director or Staff Chief,
Q-ItiefN
however. the Personnel 41eflaer:blay refer to the Executive
any refection ease which he believes is not warranted.
?
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, .
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(b) Final authority for the selection and assignment of an
ample eq in grade CAF4or equivalent and below shall rest
with th orsonne1444*~.
(o) All peecamaid assignMento are subject to the security
approval of Inspeetion and Security.
(3) Upon the receipt of "Personnel Aetion RequesesaMIPPersonnel
will Mak, an offer of employment to the individual con..
corned, (subject to latisfaotory security elearance) and upon
indicated acceptance will initiate action for security clearance.
44:?te4;440,..v1/4.,
(4) 4NsoPersonnel 0414078 till notify tle office oonoerned of the
failure of an individual to receive security clearance and will take
appropriate action to inform the ind&vival of his rejoetion.
(5) The Executive or'a Personnel - 'ce ill contact each.
individual (including detailed IAC personnel) relative:to entrance on
duty. An individual assigned to a personnel pool Will be instructed
sAxi;emmismisL,
to report to duty by .- personnel Offieen following seourity
clearance. Each individual (ineludinedetailed LAC personnel)
reporting for duty will present to the appropriate Assistant
Direotor or Staff Chief a written notice from74iss ersonnel?Oefteer
stating that he has been fully oleared and assigned for duty. A
copy of this notioe will be furnished Inspection and Security by
-illhaPersonnel*Plitee In extraordinary circumstances, the Executive
May give verbal authorization for entrance on duty after assuring
himself that All required processing has been completed. No indivi?
dual will be accepted for duty unless one of the above provisions has
been met.
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?
&V.,A
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?
(0) /49NLPertionnel only hall request information
direetly from Inspection and Security concerning the status
Of the security clearance of a prospective employee. Inspec.-
tion and Security shall not provide this information to anyiew
offiee. *."444,40iskapoetipinwAliretokieNweNsIalitittoitem
efflitottrillveSSIMPI
Promotion Policies and Procedures.
An employee may be promoted to a higher grade subject tos
(1)
Existence or a suitable vacancy.
(2) Complete qualifioations of the individual for the vacancy.
(3) Completion of 90 day detail period to positionCAF.77,
N.2, or above. On lower grade positio mployee mudt have
assmmednduties ofoosition to which he is being promoted. Prior
to the time of detail he must meet testing requirements and
qualification standard's for the reCommended position. No
employee shall be detailed to a position allocated higher than
one grade above the position which he 'currently Occupies and
in no event shall the detail period exceed 180 days. These
stIpulations do not constitute a barrier to promotion of an
individual whoa? position has been reclassified to a higher
grade.
(4) SubMission'ef "Personnel. Action Request te1.0e11"
PersonnelOrfteePindieating the exact position and the date
the employee is detailed in Order that he may receive credit '
for the detail period. The form must indicate the allocated
position that wil1 be :occupied.
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(6) Evidence of a officionoy rating of good or better for
six months proo:eding promotion for grades up toCAF.4 and equiv-
alent; Very Good or Excellent for six Months for grades CAF-6 through'
:OAF 13 or equivalent; and Excellent for proceeding year for CAF-14
and above or equivalent.
b Promotions are limited to One grade except in caseSWhere no
Vote4,0,
intermediato graddiliorbeen recognized.
Arter considering all the factors indicated above, the reoonuaond?
ing and approving authorities will use the following table as a
guide in determining appropriate time in grade for promotion
pruposess
'SP
OAF
CPC:
Time in Grade
1:
2
2
2
3 months
3
3
3
4
4 ?
6
0
6
6
6 months
6
7
7
8
810
0
9 Months
3 12 months
4 1Smonths
18 months
?????????armorassrermarmair.ffamosmosesm?frra.mr.
0. months
24 months
d. Assistant Directors and Staff Chiefs. shall forward to w040
Personnel 41141myer "Personnel Action Request" containing suffioent
:information to indicate compliancielith the policies defined in
'paragraph 4 above.
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Approved Fo
10
28R000100010005-8
t. A request from a field station for a promotion mat
,be a000mpanied by a position description on Btandard Form
75, prepared by the eMployee, Which outlines the duties and
responsibilities being performed together With remarks and
oertification of the immediate superior. In ease of a proposed
position in the field service, the description will be prepared
by tho individual who is most fmailiar with the duties and
responsibilities to be performed. The Position description Agd"
(1) An objective, eonorete and faetual description of
the work being performed.
(2) A statement of degree of difficulty arid respon.
sibility inherent in the position.
(3)
An account of the nature and extent of supervision,
inderondent judgMent and decisions exorcised by ,the ineun.
bent,
f. Upon reoeipt of a request for promotion in the depart.,
mental serviee, a job audit will be made in order to determine
the level of difficulty, responsibility, and,4.10erety, the
grade at which the individUal is performing,
G. An employee Ocaupying a classified potation Will be
advanced to the next higher step within his grade provided that
he has twelve months of serviiwwithout an equivilent increase in
pay for grades P.3 00.10, and .below or has eighteen :months service
:4Nir,grndos:,.P..4 CAP.'', and above. In addition, the employee must
jialre _a current efficiency rating of Good or Better and aJtatisfaotcrY
Approved ForRelea,
7-f
44e-
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A C-
ay It shall be the responsibility of the reoeiving office to
'
initiate ,a completed "Personnel Action Request" on all
454441/4,4,4 6111):4: t at" olidtalea.-
Personne *-411--thelow?lieWbente.
4 . ? ? ? ? .3
3 ? ? , ? . . ? . ? Id .
22ivadaca4iem*...F.axm..W.4-imtlpotttTVff'nTertrttmmnttt,wteftNferwft'ded
t "A`2r751571----""
selection of a candtiontrobasems.41441-1,17trits"oariarrirrt1177.
Statements.
Jo. a Upon
ance the individual will be called to duty
and will be assigned to the requesting
buildings until they are given a statemwat by .iieerettrarcers
4a.44,4r4- '4,4,-4 ---
certifying that all rovisions for etApos.., -At have been met,
receipt o
by
office,
:4-
curity ?lea
.51'Ad..r 401
? 1
.../.1;i4-1-tmer3r Personnel will not be allowed to
tit
icted
reques
,L0 Transf_tr_ae.
-414.44-4YirlittraTtrtr"Atr-ttrITEdte?
manner as classifieLos,,,spnnal-except-that.an.....ariati.Q.441,...q,psy....,,pf,...,_.-,
?
37-3 will bp_preparegi,and-routedAxy-the----IteaciqueEtters-Detaehmenti?,-----?
? ?,4
This appliss
?
feEp....betwe.n.t.effiesgr-'4
???????,3?11%...
.._
-go
,-.....-- ,..402
Za-P-Z.e,ts-ve,e Q 1,"e4a-P,C4,44,40 i,
A
tev
4.40-1V:',4741&?
?ce,,,
if
leatfilv.11,,g1.-40
-Le74e 711') 4104,0,,,f/
,t4.10,*201X
4.1 eit40 ,
aot,..,1,?,70,44,.?674e
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:
Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
11
conduct report.
7,g. Intra-AgencyTrandfor Policy.
a. An employee shall not seek reausignimaet.within (IA without
the prior written approval of the ersonneI4OPPIcer. or*Fe
authorized reprosentatiVed, Such approval will be based upon .the
recommendation of the appropriate Assistant Director or Staff Chief.
b. Supervisory personnel shall not interview or seok the
transfer of personnel without the written approval described
in tia above..
c (
0. A transfer involving exigencies of the will be
'
effected by tho ersonneleWleer in eoordination with the offiees.
:oonoergd
9P,X. Salary Administration.
a. Regular full-time employees and temporary eMployees of CIA
with a regular tour of duty cempensated on a per annum basis will
be paid in accordance with the folloting policy:
.(1) Entrance'on'Duty,Salary
(a)
New appointments will be made at the base salary
of the grade. (Transfers, promotions, demotions, re-
employment, and reinstattidentO aro not now 'appointments
within the meaning of the requirement.)
(b) Smployeet appointed by transfer, reinstatement
or re-employment to 4 position of the saMe grade will be?
permitted to retain periodic pay increases previously received.
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AlielFit
'I%
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12
(o) Employees appointed by tmlefer? reinstate..
tient, or re.employment to a position in a lower grade
than last held will receive salaries fixed to allow
credit toward Within-grade promotions for all service
in appointment grade and higher grades..
(2)
Dotermtning Salary in Case of Promotion
(a) When an employee is promoted to a higher
grade position, he must be compensated at the base
of the grade if the entrance salary exceeds any he
has previously earned in the Federal Service.
(b) When an employee who has previously received
a ohunge to a lower grade is promoted, his salary will
be fixed so as to allow credit toward within.grade
promotion for all previous service in the grade to
which hp is being promoted or for service in any
higher grades.
(3) Determining Salary in Case or Change. to Lower Gra&
.(a) To determine salary in case of a ohangeto
lower grade, the employee : may be given credit for al/
servioe previously performed in the lower grade and
in any higher grades previously ' hold.
(b) Except/ones The policy outlined above does
not apply in the following types of Cases*
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ta:t.tka46
2iittg
? ?Zia
Approved For Release 2001/09/04 : CIA-RDP81-00728R000100010005-8
13
1. 5Mployeen who have earned meritorious
pay inereases.An employee who has been given
a within?grade pay inerease because of especially
mei.iterious service or as a reward for superior
accomplishment wili, be permitted at the time
he is deMoted to retain one step for each such
advanoement.
2. Change to lower grade to aceept probational
appointment. If the change to a lower grade i
due to employee's desire to accept probational
appointment, he will be compensated at the step
in the lower grade which is nearest (but not in
excess of) the present salary in the higher. grade,
3. Change to lower grade for disciplinary
reasons, If the employee is changed to 4 lower
grade for disciplinary reasons, his 40.4ry rate
will be set at t!,e base of the grade to which
he is demoted
in the absence of specific pro-
vision
to the contrary.
b. 'rho salary policy now in effept for classified employees,
will also apply to ungraded with, respect tol: (1) entrance on
duty.. (2) promotions, (3) change to lower grade, (4) probational
appointment, and (5) disciplinary (Lotions. The -term "step increase"
will be used for ungraded positions in lieu of periodic pay
Anoreaiew for, classified
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,
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ILLEGIB
ILLEGIB
ii'
4.?
14
(1) An employee transferring from via:mined posim
tion to an ungraded position will 4o so without loss in
salary unless his classified salary was above the top
step or the ungraded job to which he is Oeing assigned.
(2) An ungraded employee Who receives a conduct
and efficiency report of satisfaetory or higher, will
receive a step increase aftor the first six months of.
ungraded service and annually thereafter until the top
step has been reached. On transfers between graded and
upgraded positions the salary will be determined after
considering the waiting period elapsed and whether or
not an equivalent increase is involved.
(3) An employee in an ungraded status 'will have an
opportunity to earn stop increases as a result of men.
torious servins
and au
or
of :IAC Porsonne .
,....04...44
it hall e the responsibilit or therebeiiingsoffiee
, , ?
,7 a e a clomp,e e, eisknne,Action
fli iti t r lf, t d "P'' - .:1 t3.
or staf setion t
OA, ?._.f.....i I [
F , i
Requeatf on all a eign 0, perso e iinoludingoait 'ton, of
t ; t ,V
P '4
allooa el pi,sit n whi h t ;AC Mem r*illenetesper prior
?.
entra1Lson out ? Tile fo (3 ?epic, )Aaust 1ae aocomp2ited byj
11 I
pi 1.
/
8.1 oo
,
FOrA pie A
el i411 ini late a reqUent ?se uri '? l
,momplishmenta.
ole Os
13epar tions et traagzon9Y t Wiger.81
shall be portsioask Pe o el liCtillor-Cn Pereonnel.
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Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
N.A, Career re
ropriate of,f,pe,
a. The career management program of CIA is designed to provide
:from Within the Agony:
(1) A source of well qualified individuals to fill
vacancies
as they occur.
tr4,2x,00. -molt
(2)A system whereby individuals May qualif .gool..4466.er
4 /.4 positions through training and development within CIA.
b. It is Agency policy. that vacancies will be filled by
ILLEGIB the best qualified employee available within the Agency:
ILLEGIB The basic considerations for promotion
Will be proven ability And merit.
11.0c Personnel
a. Assistant Directors and Staff Chiefs shall submit to
401WisisegC.,
.410.! PersonnelwOOftegt Form No. 37-6,
when an employees
(1) Changes his name home or office address or home
or ()Moe telephone number.
(2) Is separated from the Agency by tranefer, resignations
or enters the Military service from civilianemployment.
1). In addition to the above. Form No 36.74 !Personnel
'Personnel Information",
Status Report
shell be submitted
marital status ' The original of the form will be routed to
40541;awrot,
Personnel itallisor-and a copy to the Chiefs Inspection and Security
Staff.
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16
a.A4r: Termination and Final Clearance
a. &Loh employee will obtain olearance prior to final
payment. Clearance will be obtained on "Final Payment Clear.
ance Sheet", Form No 34.30 when an employee is being ter.
minuted, leaving for overseas duty, granted leave without
pay for a period in excess of. 60 calendar days, or when
being transferred to or from an unvouwAlred fund status.
b. Zive-Personnellte will be notified by "Personnel
Aotion Request", at least one week prior to the effeotive
date or the request. Upon reoeint or "Personnel Aotion
Request iymrPersonnel .44=3 will make necessary arrangements
for an exit interview and for final clearano
----trag will direct the employee to Inspection and Security
for security clearance and will then obtain the additional
required clearance by telephone, obtain the employee ft
signature and direct the employee to deliver the form to
the applicable payroll offiee401016,64ft101041111r6ee. When
the employee is unavailable all action indicated will be
taken except procurement of the employee's signature.
cf, The CIAIdeadqUarters and Readquarters Detachment .&
?therifirsill take similar action in
the case of Military personnel.
d. The Chief ore. field office will'
(1) Dc-brief the employee.
(2) Complete certification blocks "office to which
assigned"and "Security Branch
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(3) Obtain employee's signature and forwarding addreSse
(4) Forward the form to tivaPereonne146.ftee through
established channels.
?VW; Personnel Records
Personnel record; will be maintained by maohine records
insefar as is'praoticablo and necessary personnel reports will be ob.
tained through these maohine records. These records will be ade-
quate for furnishing necessary information for the career management
program dosoribed in 9 above.
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Appro d For geIeasr2001/09/04 0005-8
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STATI NTL
?
/ ? '
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UNCLASSIFIED
RESTRICTED CONFIDENTIALSECRET
NwtLRCU ICATIOTOPANDBOTTOM)
CENTRAL INTELLIGENCE AGENCY
OFFICIAL ROUTING SLIP
-
TO
INITIALS
DATE
I
ik ki (164_0 6,40'41
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4
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MIL
DAT L.....
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SIGNATURE
RETURN
DISPATCH
c .-r c(4
(APPROVAL 1 1 INFORMATION L 1
I.---JACTION
=COMMENT
1 1 DIRECT REPLY 1 IIJ
PREPARATION I
OF REPLY
LICONCURRENCE L 1 RECOMMENDATION
I 1 FILE
c 4c
UNCLASSIFIED
REMARKS: /, /14 (ocec.c. (
z' t. J
. ft/ofe c4.cfCCI2 ( e t-ror-
2 c (
SECRET - CONFIDENTIAL RESTR I CTED
----- ---
30.4
919 1947
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Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
CENTRAL INTELLIGENCE AGENCY
Washington, D. C.
ADMINISTRATIVE INSTRUCTION
25X1A NO.
25X1A
25X1A
I Exoeutivo nogintry
18 November 2949
SUBJECT: Personnel Policies and Procedures
IIIIII
RESCISSIO sated Administrative Instruction No. ted 17 August 1948,
Administrattve Instruction No. dated 25 March 1947, and
Administrative Instruction NO. dated 11 August 1949.
General Order (Revised) dated 5 October 1949.
1E NCE s
Genera
a. Authority is delegated by Approved statements of
functional responsibilities, separate specific delegations,
and this Instruction to Ella the Agency officials listed
below to act on personnel actions (appointment, employment, classification and reclassification of positions,
promotion, demotion, transfer, and separation of individuals)
for the Directors
Executive
Deputy Executive
Personnel Director
Chiefs Administrative Staff
Chief, Personnel Division, Administrative Staff
Chiefs Special Support Staff
Chief, Employees Division, Special Support Staff
Designated subordinates of the above listed officials.
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CONFIDENTIM
b. Otficials and employees not listed above are
mgmbilli from discussing personnel actions with
Individuals to whom such actions will apply, without the
prior knowledge and approval of the appropriate official
listed above. Such approval will in no came include author.
isation to make commitments of any nature for actual employ..
wont or salary level. Vioaation of this policy may result
in the immediate dismissal of the individual guilty of the
violation.
2.11289121116C
a. Officials and employees of this Agency, including
those listed in paragraph la above, are aghlklIgi from
discussing employment possibilities with any employee of
any other government agency or employees of the Congress
without the presentation of a written release for such
discussion from the employing agency of the individual
concerned.
b. The policy stated in paragraph 2a above will Lao
apply to intrap.agency transfere'between Offioes and
Staff Sections, exoept in connection with the application
of Agency career management policies by anthorioxad officials
listed in paragraph la above.
It is expected that other government agencies will
observe a reciprocal non-proselyting policy in dealing with
CIA employees. Such employees Who obtain employment with
other government agencies without obtaining prior release
may be required to resign in order to accept such employment.
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25X1A
,M1r!rirJ.41!TI
? ca" ? t
21111=221
a. The Jurisdiction of each of the Personnel Staffs
of CIA is defined in published statements of functional
responsibility. In order to avoid duplication of Inetruc.
tions the term uPereonnel Diviaions" as dilerein will
pertain to each of the following aotivitios to the extent
of its published functions, unless otherwise atated:;
Personnel Division, Administrative Staff
Employees Divieion, Special Support Staff
b. /AO personnel are those individuals detailed for
duty with CIA from the State Department or the Department
of Defense.
0. Departmental Service includes all positions in the
headquarters or central office of the Agency,
4.ralftrinej.stpal Aouiree All inquires, either written or
verbal, free members of the Congress received by any individual
or activity of this Agenvedll be immediately referred to the
General Counsel for action and preparations of may. The
General Counsel is responsible for adequate coordination in
each case prior to preparation of reply.
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4
iA
5. general Rosnoneibilitiee o( Personnel pavilion' Under
the polietguidanoe of the Personnel Director and the direst
supervision of the Chiefs of the .Administrative and Special
/*port Staffs, the Personnel Divisions are responsible for:
a. Proacement, placement, processing, appointment,
promotion, demotion, within.grade advances susperiton,
and termination of individual employees.
b. Assisting the Personnel Director to este:bd.:LC qualifi?
cation standardo for all positions.
a. Recommending position classification for all positions
to the Personnel Director'.
d. Assisting the Personnel Director to establish Salary
administration, efficiency rating and career management
program, and for parrying out such programa when established.
e. Maintaining a current record of authorized vacancies
and approved procurement requests against such vacancies.
f. Establishing personnel procurement priorities.
ft. Maintaining continual contacts with potential personnel
procurement sources.
h. Exclusive liaison with the
ISO Staff relative to
personnel security clocks and clearances. All requests for
Initiation of and information relative to status of personnel
security checks and clearances will be channeled through the
Personnel Divisions.
ii Establishing personnel training programs within
specifically Xathorimod liatatione?
"09
-4-
Trp rf 113 if.
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r- ? - ? rq. 44
4.ati
J. Establishing and maintaining retention registers
for reduotion.inotorce procedures. '
k. Reviewing And acting on All disciplinary anti*
whichmOs eigned and presented by Assistant Directors and
Staff Chiefs
1. (1) Taking final action on personnel actions
involving grades 08?12 and below, eXcept when there
Sre unresolved disagreements with. Assistant Directors
of Staff Chiefs 'concerned.
(2) Recommending through the Personnel Director
to the Executive action an personnel actions involving
grades 0S-13 and above.
(3) Referring all personnel actions through the
Personnel Director to the Executive where there is
unresolved diesgreement with the Assistant Director
or Staff Chief concerned.
6. Merit And onalifications of Individuals
s. The basis for all personnel potions in the Agency
will be Individual qualifications and relative merit.
Personal coneiderations, family relationships, favoritism,
and external pressures or oonsiderationevill not be
permitted to inflUenOe such adtions. Assistant Directors,
Stiff Chiefs and each afthe officials listed in paragraph
1 above axe personally ("barged with insuring that this
policy is effectively exercised throughout the. Agency.:
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b. Determination of relative merit and qualifications
will be based on demonstrated ability, personal industry.,
integrity, loyalty, length of service, general efficiency,
and background of experience and education, in comparison
with other employees in similar fields and grades.
a. Supervisory personnel at all levels must become
throughly familiar with personnel under their jurisdiction
to insure the just and objective administrative of this
policy.
7. Ipittication of Personpel Actipps
Assistant Directors and Staff Chiefs are responsible
for the initiation of personnel actions an individUals under
their jurisdiction and for the routing of such actions to
the appropriate Personnel Division. They maydeSigilate
such individuals within their organizations as may be
considered desirable to sign and forward such actions.
The names Of individuals so designated, and any changes
in such designation's, will be communicated in Writing
to the appropriate Personnel Division.
b.Eadh personnel action requiring action by the
executive will be signed personally by the Assistant
Director or Staff Chief concerned.
8 pala$ions With the Civillogrice CemplOstop
a.
The Classification Act of 1949 exemete the CIA
from its provisions. As a result, our personnel pregraps
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including position Olasaification, appointment, promotion,
etc., is carried out within the Agency without Civil Service
Commisidon review.
b. However, the Director has signed a written agreement
with the Civil Service Commiesion to adhere stridt17 to the
provisions of the Classification Act in administering the
Agency personnel program. The Civil Service ComMission
also has agreed to provide advioe and guidance whenever
called upon to do sp.
The supervisory and review functions previously
exercised by the Civil Service Commission have been
delegated to the Personnel Director and. his Staff for all
Agency personnel matters, regardless of their security
Classification.
9. Apnointtent flAcies and Procedures
a. Positions are filled by. direct recruitment rather
than by certification from the Civil Service Commission.
However, positions are filled in accordance with established
Civil Serviee procedure.
b The following pont is established for effecting
appointments to fill vacant pesitionS:.
(1) An individual without prior Government service
will be. carried in a trial period status for the first
year.
(4: An Individual with prior Government service
:who has served under war service or excepted Appointments
will be required to serve the first six months in a
trial period 040484
UN
G NTIfif
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(3)
An individual with Civil Service status mill
be appointed by transfer or reinstatement without any
time limitation or trial period.
c. During the trial period an employee will receive
the specie/ attention and instruction required to acquaint
kin with his duties and to develop his ability- to perform
his work in the moat satleactory manner. After a fair
and full trial period an employee will be terminated if
his services de net meet Agency standards. An employee
with veterans' preference or Civil Service status Will
be accorded n)1 rights and privileges granted him under
the Veterans Preference Apt, of 1944 as amended, and
Civil Service rules and regulations. (Those privileges
are subject tO special final authority granted L,o the
Director by the National Security Act of 1947.)
d4 The following procedures are established for
processing individuals for emp1orm4nt within CIA*
-(1) Assistant Directors and Staff Chiefs shall
transtit a Recruitment ReqUest (Form No 37-8) it
the original and three copies to the Personnel
Division as afrequisition to fill an authorized
vacancy. :A Personnel Action Request (rend No 374
Or 37r1) in quadruplicate shall be forwarded to the
f!ersonnelDiVision as trequisitien for actual employ-
ment of an individual. In order to initiate security
clearance kTersonne.?0-494 Request may be sUbmitted
agRient a position
currently filled, providing the
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r.
ik Li L. bi
office concerned informs the Personnel Division on the
form of the approximate date that the present incumbent
will vacate the position.
(2) An Application for Federal Employment (Standard
Form 57) and a Personal History Statement (Form No. 38-l)
will be obtained by the Personnel Division and forwarded
with a Referral Sheet (Form No. 37..9) to the appropriate
office. If the office is interested, it will indicate the
position to which the individual will be assigned.
(a) Final selection or rejection of applicants
for positions above grade GS-5 or equivalent shall
rest with the appropriate Assistant Director or
Staff Chief. However, the Personnel Chiefs may
refer to the Executive rejection cases which they
believe are not warranted.
(b) Final authority for the selection and
assignment of an employee in grade GS-5 or equivalent
and below, shall rest with the Chiefs Personnel
Divisions.
(c) All assignments are subject to the security
approval of the Inspection and Security, Staff.
(3) Upon the receipt of a Personnel Action Request
the Personnel Division will make an offer of employment
to the individual concerned (subject to satisfactory
security clearance) and upon indicated acceptance will
initiate action for sevrity clearance.
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CONFIDENTIAL
(4) The Personnel Division will notify the office
concerned of the failure of an individual to receive
security clearance and will take appropriate action
to inform the individual of his rejection.
(5) The Executive or the Personnel Chiefs will
contact each individual (including detailed IAC
personnel) relative to entrance on duty. An individual
assigned to a personnel pool will be instructed
to
report to duty by the Personnel Division, following
security clearance. Each individual (including
detailed rAc personnel) reporting for duty will
present to the appropriate Assistant Director or
Staff Chief a written notice from the Personnel
Division stating that he has been fully cleared and
assigned for duty. A copy of this notice will be furnished
the Inspection and Security Staff by the Personnel -
Division. In extraordinary circumstances the Executive.
may give verbal authorization for entrance on duty
after assuring hinself that all required processing
has been completed. No individual will be accepted
for duty miless one of the above provisions has been
mgt.
(6) Status or security clearance of prospective
employees will be obtained from the ,Inspection and
Security Staff only by the Personnel Division.
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10. Promise Policiee and ProcgdUres
An employee may be promoted to a higher grade subject
Existence of a suitable vacancy.
(2) Complete qualifications of the individual
for the vacancy.
(3) Completion of 90 day detail period to position
GS-7, or above. ncimbet
of positions lower
than GS-7 must have assumed the duties of the position
to which they are being promoted. Prior to the time
of detail they must meet tee ting requirements and
qualification standards for the redommended position.
No employee shall be detailed to a position allocated
higher than one grade above the position which he
currently occupies, These stipulations do not constitute
a barrier to promotion of an individual whose position
has been reclassified to a higher grade.
(4) Submission of a Personnel Action Request tit
the Personnel Division indicating the exact position
and the date the employee is detailed in order that
he may receive credit for the detail period. The
form must indicate the allocated position that will
be occupied.
(5) Evidence of an efficiency rating as follows
GS-4., equivalent, and below.. Good or better for
012: months preceding promotion
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CEIFIEITIL
?GS 5 through GS-13 or equivalent - Very Good or
Exoellent for six:months preceding promotion
O8...14 and above -.Excellent for one year preoeding
promotion
b. Promotions are limited to one grade exgept in cases
where no intermediate grades have been recognised.
c After considering all the factors indicated above, the
recommending and approving authorities will use the following
table as a guide in determining appropriate time in grade for
promotion purposes:
GS
- CPC
Time ir Grade -
1
2
3
1
2
3 months
5
5
6
6 months
6
7
8
7
8
9
10
months
I,
10
12 months
21
15 months
18 =litho
21 months
0 7
G NiiiRF
i!
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d. Assistant Directors and Staff Chiefs shall forward
to the Personnel Division a Personnel Action Request containing
sufficient information to indicate eompliance with the policies
dafined in paragraph 6 above
e. A request from a field station for a promotion meat
be accompanied by a Poeition Description (Standard Form 75)
prepared by the employee, which outlines the duties and
responsibilities being performed, together with remarks
and certification of the immediate superior. In 6ho case
of a proposed position in the field service the description
will be prepared by the individual who is most familiar with
the duties and responsibilities to be performed. The
description must include:
(1)
Factual description of the work being preformed
(2) A statement of degree of difficulty and responsi-
bility inherent in the position.
(3) An account of the nature and extent of Supervision,
independent Judgment and decisions exercised by the incumbent.
f upon receipt of a request for a promotion in the
departmental service the Personnel Division will 'audit the
position involved In order to deternine the level of difficulty,
responsibility, and grade at which the individual is perform-
ing to ascertain whether he should receive a promotion.
g. An employee oceugping.a-classified position will be
advanced to the next higher step within his grade, providing
that he has twelve menthe of-service'without.an equivalent
.increase in pay for &Wen C7.1.40 Land below or eighteen =jos
lierodoe for grades gg:.,7db:ce. In addition Oe.
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employee must have a current efficiency rating of Good or
better and a satisfactory conduct report.
Istra*Unemy Transfer Policy
A Personnel Action Request for intra-agency transfer
will be prepared by the office to which the employee is
being transferred.
12. AseiRnment of IAG Personnel
It shall be the responsibility of the receiving office
to initiate a Completed Personnel Action Request on all IAC
personnel (including citation of the allocated position).
b. The Personnel Division will initiate a request for
security clearance.
Upon receipt of security clearance the individual will
be called to duty by the Personnel Division and will be assigned
to the requesting office
d. 'AC personnel will not be al/awed to work in restricted
buildinp until they are given a statement by the Personnel
Division certifying that all provisions for assignment have
been net.
Separations and intramegency transfers shall be reported
to the Personnel Division on Personnel Action Request in tripli-
cate* initiated by the appropriate office.
23. alartr Administrat3o4
Regular tan.tline employees and temporaz7 employees
of the Agency with a regular tour of duty compensated on a
per annum bowie will be paid in accordance with the following policy*
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(a)
New appointments will be made at the base
salary of the grade. (Transfers, promotions, demotions,
re.em2loymont, and reinstatements ape not new appoint-
ments within the meaning of the requirement.)
(b). Employees appointed by transfer, reinstate-
ment or r
I
loyment to a position of the same grade
will be permitted to retain periodic pay increases
preyiously received.
(0)
Employees appointed by tranefer, reinstate..
ment, or re-employraent to a position in a lower grade
than last held will receive salaries fixed to allow
credit toward within-grade promo bions for all service
in appointment grade and higher grades.
(2) Drattalkalakali e of tic
(a) When an employee is promoted to a:higher grade
position, be must be compensated at the base of the
grade if the entrance salary-exceeds any he has previously
earned in the Federal Service.
(b) When an employee who has previously received
a change to a lower grade is promoted, his salary will
be fixed so as to allow credit toward within-grade
promotion for all previous service in the grade to whioh
he Is being promoted or for service in any higher grades.
(3) Deterin1yiin Ss'iarv In ase of Chan to Lo?Grade
To determine salary in case of a change to
(a)
lower grade the anployee maybe given credit for
all service previously rformed in the lower
v
w
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1111ENTI
grade and in any higher grades previously held.
(b) Exceptionas The policy outlined above
does not apply in the following types of cases:
1. Employees who have earned meritorious
pay increasos. An employee who has been given
a within-grade pay increase because of especially
meritorious sorvice or as a reward for superix?.
accomplishment will be permitted at the time he
is demoted to retain one step for each such
advancement.
2. Employees who change to lower gradea
to accept probational appointment. If the change
to a lower grade is due to Employee's desire to
accept probational appointment he will be
compensated at the step in the lower grade whibh
is nearest (but not in excess of) the present
salary in the higher grade
Etnployees who were changed to lower
grades for disciplinary reasons. If the employee
is changed to a lower grade for disciplinary reasons,
his salary rate will be set at the base of the grade
to which he is demoted in the absence of specific
provision to the contrary.
b. The salary policy now in effect for classified employees
also will apply to ungraded with respect tot (1) entrance on
duty, "(2) promotion, (3) change to lower grade, (4) probational
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1
Int i ,Apirovilw,Reieas
( ()NI 1)1 11 I /\,1
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tIMMENTIAL...
appointment, and (5) disciplinary action. The term "step
inoreaae" will be used, for ungraded positions in lieu of
"periodic pay increase" for classified positions.
(1) An employee transferring from a classified pogtion
to an ungraded position will do so without loss in salary
unless his classified salary was above the top step of
the ungraded job to which he is being assigned.
(2) An ungraded employee who receives a conduct and
afficieney report of Patisfactory:or higher will receive
a step increase after the first six months of ungraded
service and annually thereafter until the top step has been
reached. The salary for employees transferring between
graded and ungraded Positions Will be determined after
considering the waiting period elapsed and whether or not
an equivalent increase isinvelved.
(5) An employee in an ungraded position will have
an opportunity to earn step increases as a result of meritor.
ious service and superior accomplishments
14. Wear:Mtaiappat
The career management program of the Agency is designed
to provide from within'
(1) Itsource of vell qualified Individuals to fill
vacancies as: they occur.
(2) A system whereby individuals may quplify and be
promoted to more responsible positions through training and:
development Within the Agency.
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? .CONFRIENTIA1
It le Agency policy that vacaUcies will be filled
by the best qualified employee available within the .Ageney.
The basic considerations for promotion will be proven ability
and merit.
15. tageonnel Status Reeertre
a. Assistarlt Directors and Staff Chiefs shall submit; to
the Personnel Division a Personnel Information (Form No.
37-6) when an employee:
(1) Changes his name, home or office address
home or office telephone number.
(2) Is separated frem the Agency .by transfer, resignation,
or entera the military service from civilian employment.
b. In addition to the above a Perwonnel Status Report Cram
NO. 38-7) shall be submitted following any change in an:
employee's Marital statUs. The original of the form will
be routed to the Personnel Division and :a copy to the Chief,
Inspection end Security'
16. ,Amtai d.Fliallagatga.
a.: Each employee will obtain clearance prior to final
Clearance will be obtained on a Final
Sheet (Form No. 34-30) when an employee is
leaving for overseas duty, granted leave without pay for a
period in excerm of 60 calendar days, or being transferred
to or from an unvoudhered fund status.
b. The Personnel Division will be no if led by
&Aim Request at least one week prior to the effective date
.GONFib
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of the request. Upon receipt of the Personnel Action Request
ion
the the Personnellwill-make necessary arrangements for an exit inter?
view and for final clearance, will direct the employee to the
Inspection and Security Staff for security clearance, and will
then obtain the additional required clearance by telaplione,
obtain the employee's signature, and direct the employee
to deliver the form to the applicable payroll office. Uhen
the employee is unavailable all action indicated will be
taken except procurement of the employee b signature.
c. The Chief of afield office will:
(1) De?brief the employee.
(2) On the Final Paynent Clearance Sheet complete
certification blocks "office to which assigned" and
"Security Branch".
(3) Obtain employee's signature and forwarding
address.
(4.) Forward the form to the Personnel Division
through established channels.
17. These regulations will govern generally all personnel
actions of this Agency, both overt and covert, and will be
applied to the fullest possible extent in carrying out specific
provisions of Confidential Funds Regulations covering covert
personnel actions.
R. H. HILLENXOETTIM
Rear Admiral, USN
Director of Central Intelligence
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Approved For Release 2001/09/04 : CIA-RDP81-00728R000100010005-8
CHM PERSO4ICL0 SSS
()anat.
DATE;
DATE
DATZ fr
STATINTL
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Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
STATI NTL
MOUS* F I ED C _IlifTR I Cr' 7.7 CONFIDENTIAL
SENDER 'W Tt4.?C.I.RCLE?GLA, .iF I CAT ION TOP
CENTRAL INTELLIGENCE
i
uFFICI AL ROUTING
?
, SECRET
AND BOTTOM)
AGENC
Ez_cufive P_ogle!,It_'
SLIP?
d 7 9 y
-
IN I T I ALS
DATE
-It
I
id) '
661.X. wtAidei

? . -...--
tibr134--
/7014A;
5
FROM
INITIALS
DATE
I
_-__ .Y.44A
//tr.
4
AI
nj1
1
SI IN ATURE
RETURN
DISPATCH
FILE
44/9
y---
L4JACTION
fR, VAL I NFORMATJAN
I --tDTRETTIEPLY I I
1COMMENT I LPREPARATION OF REPLY
=CONCURRENCE
REMARKS:
SECRET
I I RECOMMENDATION
TA, 44Z -44,-;144 4.4.0
adAet.-- t4?,,,,,,, ....24....., ,
CONFIDENTIA RESTRICTED UNCLASSIFIED
FORM NO.
30.4
SEP 1947
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Approved For Release 2001/09/04 : CIA-RDP81-00728R000100010005-8
STATINTL
STATINTL
STATINTL
,TATINTL
STATINTL
STATINTL
RESTfKTED
ADMINISTRATITE INSTRUCTION
SUBJECT:
1.
Personnel Policies and Procedures
_
(This rescinds Administrative Instructions 11111111 dated
31 October 19146;iMMMind Amendment No. 1, dated 13
December 1946 and 10 October 1947 respectively
and Amendment No. 1L2L1t2T:L211 April 1947 and 2 September
1947 respectively; MMMJI dated it. December 1947Land:
? dated 30 June 19415. Thifka?lee-reattindlOfenlo-
tan um dated 4 February 1947, Subject: Policy Governing
Classification of Position's in CIG, to the Assistant .
Directors of all Offices and Chief of Coordinating and
Planning Staff).
Personnel Branch Responsibilities
a. The Personnel Branch, A&M, is responsible for performing
the folloming functions 'with respect to procurementoprocessing, position
classification and termination of personnel:
c..44" A.d.t.44
(1) Maintaining a.,11764r. of authorized vacancies and ap-
proved requisitions.
%.47
(2) Establishing prioritrArecruitment on an agency-
wide basis.
Maintaining constant contact with potential recruit-
ment sources. -the-Persalmme1-Branc44jN3 -ffill.
-establish-such-contacts lor.procurement.purposes.)-
(4) Contacting and negotiating with individual applicants
for employment.
Coordinating with the Executive for Inspection and
cett-stl-Zoi
Security Zor-411e-aptoppeee-etAlinitiating aad expediting
security clearances for prospective employees.
(6) FinallraPpraving all personnel actions for grades
P-5: CAF-12 and below. Grades P-6 OAF-13 and above
(3)
RESTRICTED -
7777:77,
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?i4ik
pproved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
(7)
(8)
(9)
RESIRICTED
cippecAlivi
require the eenverrenee of the Executive Director
or in his absence the Executive for Administration
and Management.
Classification and allocation of positions to appro-
priate service, grade and class, and for determining
rates of pay applicable to positions not subject to
the provisions of the Classification Act.
Processing all personnel actions including appoint-
ments, intra-agency transfers, promotions, demotions,
within-grade promotions, and separations.
Providing an employee relations program to protect
and stimulate employee interest and to serve as a
medium for management-employee relationships.
(10) All disciplinary action will be considered and acted
upon by the Personnel Branch, based upon written
charges prepared by the operating agency and signed
anaci
by the Assistant Director or Staff Med concerned.
Establishing and operating a testing and training
program to improve the selection and performance of
employees.
12) Maintaining liaison with the Dept. of State and the
armed forces for the purpose ofsupportings4Pailve
At?:eiedi
-4aMd4gOpposstsmoodcAC personnel.
-releivive=inv-estirperatiffiiirialrifiemadetAhron_
Providing a comprehensive medical program to insure
the #ealth and physical well-being of all employees.
RESTRLCIED
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Approved For Release 2001/09104 : CIA-RDP81-00728R000100010005-8
RESWICTED
b. The Personnel Branch, A&M, performs constant liaison with
the Civil Service Commission on all matters requiring Civil Service
approval, such as classification of positions, efficiency ratings, certi-
fication of enployees from Civil Service registers, etc.
2. Basis for Personnel Actions
a. Assistant Directors and Staff Chiefs are responsible for
insuring against personnel actions affecting individuals under their
supervision which are not based purely on relative merit. Emphasis on
relative merit extends throughout all personnel matters including: pro-
curement, assignment to duty, promotions, work allocations, leave deter-
minations, etc. Merit shall be considered as including: demonstrated
ability, personal industry, integrity, loyalty, comparative length of
service, -premptaese-ef-aetriew-and comparative general efficiency.
VOtf
Pei-S 44 e/
b. --Baek--keristent-Divsetor-and-Staff-elitef must became so
...atsk-x1.44,;
thoroughly familiar with the personnel ofi,bie-ediputFsation and their
utilisation thab 4:e3gAsArecognize any contrary tendency and take appro-
priate action immediately.
3. Policies for Appointment
a. All CIA positions are filled undergSchedule Aflauthority
ma4r4e-euelt-ere-f441,4 by direct recruitment rather than by certification
from the Civil Service Commission. However, all positions are filled in
accordance with established. Civil Service procedures.
14 The following policy is established for effecting appoint-
ments to fill vacant positions:
(1) Individuals without prior Government service will be
given an excepted appointment under Schedule
will be required to serve the first full year of ser-
vice in a trial
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07.14.1.)
ApprovetikiFor RelgAIROPCIA-RDP81-00Z2 R000100010005-8
(2) Individuals with prior government service who have
served under War service or excepted appointments
will be given an excepted appointment under?Schedu1e
and will be required to serve the first six months of
service in a trial period status.
(3) Individuals with Civil Service status Will be
appointed by transfer or reinstatement to positions
without any time limitation or trial period.
c. miring the trial period the employee will receive the special
attention and instruction required to acquaint him with his duties and to
develop his ability to perform his work in the most satisfactory manner.
After a fair and full trial period, an employee mill be terminated if his
d0 -it
servicesAape-immrbtelectiory. Employees with veteran's preference or
Civil Service status will be accorded all rights and privileges granted
them under the Veterans Preference Act of 1944, as amended') and Civil
Servide rules and regulations.
4. Promotion Policies
Civilian employees may be promoted to higher grades subject
(1) Existence of. a suitable vacancy.
(2) Complete qualification of the individual for the vacancy.
(3) Proven and demonstrated ability to .perform the duties
ILLEGIB
of the higher grAde for a minimum
hisialid4006.does not consti-
tute a barrier too4ndividuals whose positions have been
)
classified. to higher gradesl nod )
--.....
,
/CA r 1.114'LLt
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RESIRICIED
outlined here b dad be covei ?y a memorandum
of detail ? ced 'n the em oyeels file at the
beg of such period.
)4294e
A mforye Good,' or *Ex9elientirefficiency rating for
the preceding -month period, wit the exception
of prcmotipIto grades P-7 14 and above,
which uire an II:Excellent efficiency rating for
the receding twelve-4no7 period
454.:=Icpreatioue:zreeertk-ofthancemtent.--
b. Promotions are limited to one grads except in those cases
where no intermediate grade has been established.
Each Assistant D ect d Staff Chief00611d, in acc.code
ance with this
'employees under
capabil es of hi employees
ap,'After considering all the factors indicated abve, the
recommending and approving authorities will use the following table as
a guide in determining appropriate time in grade for promotion purposes:
OAF
1
1
2
2
3
3
4
5
4
6
5
7
a
6
7
a
ditr Time in grade
1
2
3
4
5
6
f
8
9
10
3 months
6 months
9 months
9
10
12 months
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ra:slckslarri
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Intra-Agency Transfer Policy
a. Employees may not seek reassignment within CIA without the
prior written approval of the Chief, Personnel Branch, Milk or his
authorised representative. Such approval will be based upon the recom-
mendation of the appropriate Assistant Director or Staff Chief.
,S10,06'rvis'ofry PQ/-51044
b. -Msiatant.,Direetors-and-Staff-Chiefs may not interview or
,,,,T44444?
seek the transfer of personnel aum4.11-esail-asaste-thet,written
approval described in,g above
6. Appointment Processing Procedures
a. The following procedures are established for the processing
of air individualS for employment within CIA:
(1) Assistait Directors and Staff Chiefs will transmit Reciviip)ent
7?c,vesi Form No 37-8 in duplicate to the Personnel Branch
as * requisitionSto fill authorised vacancies and
Per-sonne/ *lion 86780es.'4
forwardAForm No.. 37-3 in quadruplicate to the
Personnel Branch as It requisitions for actual employ-
mentv.? of tkei.ndividual selected.
50h41 Aks4-or,./ ,S*71-t7Ame.474- 'Car WO,
(2)(4Forms No. 57 anr8-1 will be obtained by the Personnel
Branch and will be forwarded to appropriate offices
within CIA If interested, the office will indicate
to the Personnel Branch the position to which the
individual w3/1 be assigned. Final selection or
rejection, above grade CAF-5, will rest with the
appropriate Assistant Director or staff Chief.
il.te4.0d4tti /44.41 rt A44 liar 44- H
4...-0.44:44 4.44:14.44 .44.41.44,44.4.14ard.
RESTRICTED
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Approved For Release 20
P81-00728R000100010005-8
gaz?
63,4 f 4/ a.,4
4_ eei-ievt?
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Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
RESI RIMP
()Final authority for the selection and assignment of
and wage rates
employees;figrade CAF-5 ad equivalent grades/and below,
rests with theliPersonnel Branch and consequently such
cases are not referred to Assistant Directors or Staff
Chiefs for action. --Tike.-Beaseftuieipapenelb-44411-debeismEne
thwowl,babi414,-ef.qualligaisatmiaiss.(4All personnel
Se y lopr' vi
assignments are subject to the oiaimeineitcepof the
Executive for I & S.
Upon the receipt of Form No. 37-3, the Personnel
Branch will make an offer of employment to the individ-
4-t44tb C44? 4.1.4A,vzi
ual concernedsond'ipon indicated acceptance will
initiate action for security clearance. LIAA41!4'14' wt61"1"2-44"4".
..P.W,t4 r-ittall A.4./404/4 4ujt, L4dJ .0 Wtonz
The Personnel Branch will notify the office concerned
of the failure of individuals to receive security
clearance and will take appropriate action to inform
the individual of his rejection.
The Executive for Administration and Management, or
the Chief, Personnel Branch, will contact all individ-
uals (including earlawd IAC personnel) relative to
entrance on duty. Individuals assigned to personnel
pools will be instructed to report for duty in the
various offices by the Chief Personnel Branch,
following security clearance. Each individual, includ.
ing assigned IAC personnel, reporting for duty will
present to the appropriate Assistant Director or Staff
Chief a written notice from the Chief, Personnel Branch,
( 3 )
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Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
RESIRICTED
stating that such individual has been fully cleared
and is assigned 4.o4zint for duty. A copy of this
4,.;%1.1 14- ?
notice loprurnished the Executive for Inspection and
Security In extraordinary circumstances, the Execu-
tive for Administration and Management may verbal
authorization for entrance on duty after assuring him-
self that all required processing has been completed.
"ko 0-4.e4old fr 01.4X1 _Uta
Promotion Processing Procedures
a. Assistant Directors and staff Chiefs will forward Form LC
37-3 to the Personnel Branch liti-s-reettkeet-foar-yeeme4fixert-seirk.en-meeir-.
contailislufficient information to indicate compliance with the policies
defined in paragraph 14 above.4kteit-reeommendatiowfor-promotion.3-
be-subjest-to,,,desk=audit-Fand- .otrlsheetzof:Yifoaofcca-lnibt' :7be-usettr-1*.- -
-the--inountbent#W347tif.444tion.....,_ .
AN> PRaMorioN c.a.14t
b. Requests from field stations for promotion.airemstriettu-R-
i,t,Chat iNclude. 74e...ALcisNmatir
AaanstAmust be accompanied by an employee-prepared position description:,
ilifbr grade
which outlines pmemmmt duties and responsibilitiesr\:together with the
-
remarks and certification of the immediate supervisor. The position
description should include:
(1) An original, objective, concrete and factual word
picture of the job being performed.
(2) The degree of difficulty and responsibility inherent
in the position.
(3) The nature and extent of supervision and of independent
judgments and decisions exercised by the incumbent.
(14) ca7411k, their and Xgreil(of
ities.
RESTRICTE4
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Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
RESTRICTED
After review of all factors by the Personnel Branch, proper
disposition of the case will be made.
Salary Administration
Regular full-time employees and temporary employees of CIA with
a regular tour of duty compensated on a per arum basis will be paid in
accordance with the following policy,
Entrance on Duty Salary.
(1) New appointments will be made at the base salary of
the grade. (Transfers, promotions, demotions, reemploy-
ment, reappointments and reinstatements are not new
appointments within the meaning of this regulation.)
(2) Employees appointed by transfer, reinstatement or
reemployment to a position of the same grade will be
permitted to retain periodic pay increases previously
received.
Employees appointed by transfer, reinstatement, or
reemployment to a position in a lower grade, than last
held will receive salaries fixed to allow credit toward
within-grade promotions for all service in 4hebAgrade
pi higher grades.
b. Determining Salary in Case of Promotion
(1) When an employee is promoted to a higher grade position,
he must be compensated at the base of the grade if the
entrance salary exceeds any he has previously earned
in the Federal Service.
(3)
- 9 -
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ease 09/04: CIA-RDP81-00728R000100010005-8
RESTRICTED
When an employee who has previously received a change
to a lower grade is promoted, his salary will be fixed
so as to allow credit toward within-grade promotion
for all previous service in the grade to which he is
being promoted or for service in any higher grades.
Determining Salary in_Case of Change to Lower Grade.
(1) To determine salary in case of a change to lower
grade, the employee taz be given credit for all
service previously performed in the lower grade and
in any higher grades previously held.
(2) Exceptions: The policy outlined above does not
apply in the following type of cases:
(a) EmEloyees who have earned meritorious az
increases. An employee who has been given a
within-grade pay increase because of especially
meritorious service or as a reward for superior
accomplishment will, at the time he is demoted,
be permitted to retain one step for each such
advancement.
(b) Change to lower grade to accept mbational
appointment. If the change to a lower grade is
due to employee's desire to accept probational
appointment, he will be compensated at the step
in the lover grade which is nearest (but not in
excess of) the present salary in the higher grade.
RESTRICTED
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Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
"IIESTRICIF.D
Change to lower grade for disciplinary reasons.
If the employee is changed to a lower grade for
disciplinary reasons, his salary rate will be
set at the base of the grade to which he is
demoted, in the absence of specific provision.
to the contrary.
Within-Grade Promotions
a. An employee occupying a classified position may be advanced
the next higher rate within his grade, provided that he has twelve
months of service for grades P-3, CAF-10 anci below or has eighteen
months service for grades P-14, CAF-11 and above. In additions the
employee must have a current efficiency rating of "good" or better.
b. The Chief, Personnel Pranch, is responsible for keeping
records to determine when employees are eligible for within-grade promo-
tion. Prior to the actual salary increases the Chief, Personnel Branch,
will . ed/Inj,
senforn No. 37-105 to the employee's Immediate supervisor for
certification that the employee's conduct is satisfactory. Determination
will also be made that the efficiency rating is appropriate.
c. Provisions exist for the advancement by step promotions
for personnel occupying positions not subject to the provisions of the
Classification Act.
10,..6.E.011 hien t 7.1,//e
61,It slil eponeibiiity of .the receiving Aislamelb-er Of-
S/dif c //en
ficeilto initiate a completed Form 37-3 on all assigned IAC personnel
prior to entrance on duty. The 37-3 (3 copies) shall be accompanied
by Personal History Statement (2 copies).
,.RE?TiltICTED
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Approved For Release 2001/09/04 : CIA-RDP81-00728R000100010005-8
ance.
-RESUMED
The Personnel Branch will initiate request for security clear-
Separations and Intra4gency transfers of IAC personnel will
be reported to Personnel Branch by Form 37-3, initiated by the appro-
priate office.
U. Termination
a.c. and Staff rair4All ?caplet. Form
No. 37-3 for employees under their jurisdiction who have submitted resig-
Oe S e"tref /Ion
nations, stating the reason therefor, together with any explanationpihich
may help to prevent the loss of the employee, and forward the completed
form to the Chief, Personnel Branch, at least two weeks in advance of
the separation date. Upon receipt of Form No. 37-3,
the Personnel Branch,
after pre-exit interview, in instances imimhich the employee still wishes
eka , 41.6
to resign, will preparrorm No. 34-30 indicating thereon the routing to
be followed for clearance.
utes and,k
and Assistant/
Brandh/to the
Cases involv
Dir! ors/
63Clitill for Aanli n Strati= and lianageatent
disa
/I(
or Staff C
/
between the Personnel Branch
/
referred/i'yy the P
A
"24-rt9e)?iifl1
'a'-1/te41/1
,e:P?erf?-?&?"10
X4' it'4t2e4i*- 71eJZW444-041 44Q,
RESTIZRIED
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Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
STAT I NT L
5
4-4.? ( e%",.
d r-
,
,
? d
..e-,
:
1,2-e/X - ?
A, CT erg-A
e,`"")14 C.:1 et-ea
.???????????
2901/0 /04 PArROP81-00729R0001 00 ,t000t
Approved For Release 2001/09/04 : CIA-RDP81-00728R000100010005-8
CONFIDENTIAL
CENTRAL INTELLIGENCE AGENCY
Washington, D. C.
25X1A
25X1A
-25X1A
ADMINISTRATIVE INSTRUCTION
NO.
SUBJECT: Personnel Policies and Procedures
RESCISSIONS: Administrative Instruction
Administrative Instruction
Administrative Instruction
REFERENCE:
General Order (Revised), dated
ated 17 August 1948
dated 25 March 1947
dated 11 August 1949
5 October 1949
General PolicE
a. Authority is delegated by approved statements of
functional responsibilities, separate specific delegations,
and this Instruction to the Agency officials listed below
to take implementing action on personnel actions recommended
by Assistant Directors and Staff Chiefs (appointment, employ-
ment, classification and reclassification of positions, pro-
motion, demotion, transfer, and separation of individuals) for
the Director:
Executive
Deputy Executive
Personnel Director
Chief, Administrative Staff
Chief, Personnel Division, Administrative Staff
Chief, Special Support Staff
Chief, Employees Division, Special Support Staff
Designated subordinates Of the above listed official;
b. Officials and employees not listed above should iiibt
.discuss personnel Actions with individuals to litom such actions
will apply without prior clearance from the appropriate Oft-
Pial listed above. Such clearance will in no. case include
authorization to make commitments of any nature for actual
employment or salary level. Violation of this policy may result
in the immediate dismissal of the individual guilty of the
violation.
c. No appointment in or promotion to grades GS-16 and
above will be made without the prior approval of the Director
personally.
CONFIDENTIAL
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ease 2001/09/04: CIA-RDP81-00728R000100010005-8
CONFIDENTIAL
trpselpting
a. Officials and employees of this Agency, including those
listed in paragraph la above, are prohibited from discussing em-
ployment possibilities with any employee of any other government
agency or employees of the Congress without the presentation of a
written release for such discussion from the employing agency of
the individual concerned.
b. The policy stated in paragraph 2a above will also apply to
intra-agency transfers between Offices and Staff Sections, except
in connection with the application of Agency career management
policies by authorized officials listed in paragraph la above.
c. It is expected that other government agencies will observe
a reciprocal non-proselyting policy in dealing with CIA employees.
Such employees who obtain employment with other government agencies
without obtaining prior release may be required to resign in order
to accept such employment.
d. In connection with the above, there is no objection to the
officials listed in paragraph la above contacting any other agency,
when desired by Assistant Directors or Staff Chiefs, to ascertain
whether a specific individual can be made available for employment
by CIA and, if no objection is made, to arrange for appropriate
interviews and security checks within CIA prior to actual separa-
tion of such individual from his current employment.
3 Definitions
a. The jurisdiction of each of the Personnel Staffs of CIA it
defined in published statements of functional responsibility.. In
order to avoid duplication of instructions the term "Personnel
Divisions" as used hurein will pertain to each of the following
activities to the extent of its published functions, =less other-
wise stated:
Personnel Division, Administrative Staff
EmploYees Division, Special Support Staff
b. IAC personnel are those individuals detailed for duty with
C/A from the State Department or the Department of Defense..
o. Departmental erVice includes. all positions in the heed-
25X1A quarters or central office of the Agency.
-2-
CONFI.DENTIAL
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Approved For Release 2001/09/04: CIA-RDP81-00728R000100010005-8
CONFIDESTIAL
Inquiries
All inquiries either written or verbal, from the White House
members of the Congress, or Committees of national political parties
received by eviandividuil or activity of this Agency will be immedi-
ately referred to the General Counsel for action and preparation of
reply. The General Counsel is responsible for adequate coordination
in each case prior to preparation of reply.
5. General Resnsmsibilities of Personnel Divisions
Under the policy guidance of the Personnel Director ard the
dirt wIpervidion of the Chiefs of the Administrative and Special
Support Staffs, the Personnel Divisions are responsible for:
a. Procurement, placement, processing, appointment, promotion,
demotion, within-grade advances, suspension, and termination of
individual employees, to meet the stated requirements oilrecom-
mendations of Assistant Directors and Staff Chiefs concerned, or
mandatory provisions of law and government regulations.
b. Assisting the Personnel Director to establish qualifica-
tion standards for all positions.
c. Recommending position classifi :ation for all positions to
the Personnel Director.
d. Assisting the Personnel Director to establish salary admin-
istration, efficiency rating and career management programs, and
for carrying out such programs when established.
e. Maintaining a current record of authorized vacancies and
approved procurement requests against such vacancies.
f. Establishing personnel procurement priorities.
g. Maintaining continual contacts with potential personnel
procurement sources.
h. Exclusive liaison with the I&S Staff (except by the Execu-
tive or Personnel Director) relative to personnel security checks
and clearances. All requests for initiation of and information
relative to status of personnel security checks and clearances
will be channeled through the Personnel Divisions.
i. Establishing personnel training: programs within specifi-
cally .authorized limitations.
j. Establishing and maintaining retention registers for
reduction-in-force procedures.
k. Taking implementing action on all disciplinary Actions whic# I
recommended in writing by Assistant Directors and Staff Chiefs.
-3-
CONFIDENTIAL
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Approved For Release 2001/09/04 : CIA-RDP81-00728R000100010005-8
CONFIDENTIAL
1. .(1) Taking implementing action on recommended personnel
actions involving grades GS-12 and below., except when there
are unresolved disagreements with Assistant Directors or
Staff Chiefs concerned.
(2) Recommending through the Personnel Director to the
Executive action pn personnel actions involving grad*.
GS-13 and above. (See paragraph lc re actions involving
grades GS-16 and above. The Executive will make recommenda-
tions to: th3 Director in each such caSe.).
(3) Referring all personne] actions through the Personnel
Director to the Executive where there is unresolved disagree-
ment with the Assistant Director or Staff Chief concerned.
Medical Standards
Initial appointnent or reassignment to all positions are sub-
ject to establiShed medical standards. Inasmuch as the signing of a
medical waiver by an individual does not relieve the government of its
liability under the regulations of the Employees Compensation Commission,
no waivers of physical recuirements will be granted.
7. Merit and Qualifications of Individuals
a. The basis for all personnel actions in the Agency will be
individual qualifications and relative merit. Personal consider-
ationso.family relationships, favoritism, and external pressures
or considerations will not be permitted to influence such actions.
Assistant Directors, Staff Mies, and each of the officials
listed in paragraph 1 above are personally charged with insuring
that this policy is effectively exercised throughout the Agency.
b. Determination of relative merit and qualifications will be
based on demonstrated ability, personal industry, integrity,
loyalty, length 9f Service, general efficiency, and background
of experiencetreducation, in comparison with other applicants
and employees in similar fields and grades.
c. Supervisory personnel at all levels must become thoroughly
familiar with personnel under their jurisdiction to insure the
just and objective administration of this policy.
8. Initiation of Personnel Actions
As Assistant Directors and Staff Chiefs are responsible for
the initiation of personnel actions on individuals under their
jurisdiction and for the routing of such actions to the
appropriate Personnel Division. They may designate such
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25X1A
ArMIN/STRATIVE
NO.
Exudative liegin(ry
CONF/DENTIAI
CENTRAL INTELL/GENCE AGENCY
Washington, D. C.
TRUiiiiii, 6 December 1949
SUBJECT: Personn
1 Politiemand Procedures
RESCISSIONS: AcIginistr.
Administrat
Administrati
lye Instruction No.
ve instruction No.
Instruction No.
REFERENCE: General Orde
Genep4P4icar
a. Authority is delegated W. appro d statements of
functional responsibilities, separate pecific delegations,
and
--b61-671-4actoBn
and this Instruction to e officials listed
personnel /lotions 'ointment, employment, a4g.:ot.?..?,4
etAlt-444,44,t^lielor.
LI
classification and reclassification.'?. positions, promotion, ,
demotion, transfer, and separation bt,individuals) for the
Director:
ted 17 August 1948,
dated 25 March. 1947,
dated 11 August 1949
(Revised), dated 5 October 1949.
Executive
Deputy Executive
Personnel Director
#
/ \\
#
I \
i \
Chief, Administrative Adder
Chief, Personnel Division,Administ ative Staff
Chief, Special Suppo Staff )I
Chief, Employees Di sion, Special S port Staff
Designated subo ? tea of the above sted officials.
kt II) 414-1-
b. Officials and eragoyees not listed abo
-free discussing personnel( actions with individu
actions will apply, without th? prior
Ni the appropriate official listed above. Such
in no case include authorization to make commitmen
for actual employment or salary level. Vio
policy may result in the immediate dismissal
guilty of the violation,
to wham such
will
c,..644,44tei
sot any
tion of
the indivIOU.
0. no appointment in or promotion to grades GS.
above will be made without the prior approval of the
personally,
CONFIDENy;A
6 and
Director
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2.Lysalleding
a. Officials and employees of this Agency, including
those listed in paragraph la above, are prohibited from
discussing employment possibilities with any employee of
any other gavernment agency or employees of the Congress
without the presentation of a written release for such
discussion from the employing agency of the individual
concerned.
b. The policy stated in paragraph 2a above will also
apply to intrat-agency tranf ere between Offices and Staff
Sections, except in connect on with the application of
Agency career management poiicie3 by authorized officials
listed in paragraph la above
e. It is expected that o her government agencies will
observe a reciprocal non-.proslyting policy in dealing with
CIA employees. Such employees who obtain employme th
other government agencies with ut obtaining prio release
may-04.4101*MM to resign in o er to accept ;,ch employment
3. Definitions
a. The jurisdiction of each t Personnel Staffs of
CIA is defined in published statemen, of functional responsi-
bility. In order to avoid duplicat on of Instructions the
(Aar* "Personnel Divisions" as use erein will pertain to each
of the following activities to t e ent of its published
functions, unless otherwise eta ed:
Personnel Division, istr,tive Staff
Employees Division,,Special S iport Staff
b. IAC personnel areiihcse individ s detailed for
duty-with CIA from the S Department 4 the Department
of Defense.
c. Departmental Service includes all positions in the
headquarters or central office of the Age ey.
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4. lnouiries
All inquires, either written or verbal, from the White
House, members of the Congress, or Committees of National Political
Parties received by any individual or activity of this Agency will
be immediately referred to the General Counsel for action and
4arParation of reply, The General Counsel is responsible for
adequate coordination in each case priQ2 to preparation of reply.
5. General Responsibilities of,Peroonnelidviolons
Under the policy guidance of the Personnel Director and
the direct supervision of the Chiefs of the Administrative and
Special Support Staffs, the Personnel Divisions are responsible fors
a. Procurement, placement, processing, appointment,
promotion, demotion, within-grade advances', suspension, and
termination of individual employees. ?Tii .axo4/AfriN...gc.a
144.44i,4 614.. A'A.1.4.11.: ec..4A .;?.. 4:// tdelx 41$4,14.44,4
14.4.
b. Aasisttnjie ersonnel Dire or to establish crippfi.
cation standard for all poOitions.
c. Recommend position claification for all positions
to the Personnel Di ctor.
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d. Assisting the eraonnef Director to establish salary
administration, efficie ay rai1.ng and career management
programs, and for carryi o t such programs when established.
e. Maintaining a curr t record of authoriged vacancies
and approved procurement r eats against such vacancies.
f. Establishing pews
g. Maintaining con
procurement sources,
procurement priorities.
ual cokk,acts with potential personnel
h. Exclusive on with the cS Staff (except by the
Executive or Personne Director) relktive to personnel security
checks and clearance All requests pr initiation of and
information relative to status of persCnnel security checks
and clearances will channeled througli, the Personnel Divisions.
I. Establishifig personnel training programs within
specifically authciized limitations.
J. Establishing and maintaining retention registers
for reduction-in-force prodedures.
k.-ReviewM1g-iuld_acting ,on all disciplinary actions
which are aigned-and-preeetrbekby Assistant Directors and
Staff Chiefs. -a-es-vi-i-tikcite&I-44,-..,;4tif:?4
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1. (1) Takinge;finai abtion,onApersonnel actions
involving grades GS42 and below, except when there
are unresolved disagreements with Assistant Directors
or Staff Chiefs concerned.
(2) Recommending through the Personnel Director
to the Executive action on personnel actions involving
grades GS-13 and above. (See paragraph lc re actions
involving grades GS-16 and above. The Executive will
make recommendations to the Director in each such case.)
(3) Referring all personnel actions through the
Personnel Director to the Executive where there is
unresolved disagre ment with the Assistant Director or
Staff Chief conce ed.
6. Medical Standard
Initial appointment o reassignment to all p itions are
subject to established medical tandards. Txsunuch,s the signing
of a medical waiver by an indivi ual does not reli e the government
of its liability under the regula ons of the Eno./ oyees Compensation
Camedasion, no waivers of physical equirements 11 be granted.
7. Me ci icatio
a. The basis for all personnel tions in the Agency
will be individual qualifications relative merit. Personal
considerations, family relationshi avoritism, and external
presiires or considerations will ?t permitted to influence
auch'Actions. Assistant Direct? so St Chiefs, and each of
the officials listed in paragr / above are personally
charged with insuring that thi policy is fectively exercised,
throughout the Agency.
b. Determination of re tive merit and q ificationa will
be based on demonatratedility, personal ind try, integrity,
loyalty, length of servi general efficiency, background
of experience and education, in comparison with ? er applicants
and employees in similar fields and grades.
c. Supervisory personnel at all levels must bedome tHboughly
familiar with personnel under their jurisdiction to insure the
just and objective administration of this policy.
8. tratiatton of Personnel Actions
a. Assistant Directors and Staff Chiefs are responsible
for the initiation of personnel actions on individuals under
their jurisdiction and for the routing of such actions to the
appropriate Personnel Division. They may designate such
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individuals within their organizations as may be considered
desirable to sign and forward such actions. The names
individuals so designated, and any changes in such designa-
tions, will be communicated in writing to the appropriate
Personnel Division.
b. Each personnel action requiring action by the Executive
Will be signed personally by the Assistant Director or Staff
Chief concerned.
9
a. The Classification Act of 194cempts the CIA from
its provisions. Our personnel programi*acluding position
classification, appointment, promotion, etc., is carried out
within the Agency without prior Civil Service Commission
review. The Director has signed a written agreement with
the Civil Service Commission to adhere strictly to the:
provisions of the Classification Act in administering the
Agency personnel program. The Civil Service Commission also.
has agreed to provide advice and guidance whenever called
upon to do so.
b. The supervisory and review functions previously
exercised by the Civil Service Commission have been delegated
to the Personnel Director and his Staff for all Agency personnel
matters, regardless of their security classification.
10 Amointment Policies and Procedures
a. Positions are filled by direct rechuitment rather
than by certiflication from the Civil Service Commission, but
in accordance with established Civil Service procedure.
b. The following policy is established for effecting
appointments to fill vacant positions:
(1) An individual without priorj Government service
will be carried in a trial period status for the first
full year.
A (2) An individual with prior Government service
11Mo has served under war service or excepted appointments
will be required to serve the first six:months in a trial
period status.
(3) An individual with Civil Service status will be
appointed by transfer or reinstatement without any time
limitation or trial period.
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C. During the trial period an employee will receive the
special attention and instruction required to acquaint him
with his duties and to develop his ability to perform his
work in the most satisfactory manner. After a fair and full
trial period an employee will be tsTminated if his services
do not meet Agency standards. An employee with veterans' prefer-
ence or Civil Service status will be accorded all rights and
privileges granted him under the Veterans Preference Act of
1944, as amended, and Civil Service rules and regulations.
(These privileges are subjeclvto special final authority granted
to the Director by the National Security Act of 1947.) Under
certain conditions, it is possible for employees to achieve
permanent Civil Service status while serving in this Agency.
The Standard Civil Service regulations will be followed in
each instance, after initial clearance has been received from
the Personnel Relations Branch, Personnel Division.
d. The following procedures are established for processing
individuals for employment within CIA:
(1) Assistant Directors and Staff Chiefs shall transmit
Recruitment Requests in the original and three copies to
the Personnel Division as requisitions to fill authorized
vacancies. A Personnel Action Request (Form No. 37-3 or
37-1) in quadruplicate shall be forwarded to the Personnel
Division as a requisition for actual employment of an
individual. In order to initiate security clearance a
Personnel Action Request may be submitted against a position
currently filled, providing the office concerned informs
the Personneal Division on the form of the approximate date
that the prebent incumbent will vacate the position.
(2) An 4pplication for Employment and a Personal History
Statement will be obtained by the Personnel Division and
forwarded with a Referral Sheet to the appropriate office.
After careful review, the file will be returned to the
Personnel Office with request for personnel action or
reason for rejection.
(a) Final selection or rejection of applicants
for positions above grade GS-5 or equivalent shall
normally rest with the appropriate Assistant Director
or Staff Chief, subject to qualifications review by the
Personnel Divisions. The Personnel Chiefs may refer
to the Executive through the Personnel Director, acceptance
or rejection cases which they telieve are not warranted.
(b) Final authority for the selection and assignment
of an employee in grade 05-5 or equivalent and below,
shall rest with the Chiefs, Personnel Divisions.
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(c) All assignments are subject to the security
approval of the Inspection and Security Staff.
(3) upon the receipt of a Personnel Action Request
the Personnel Division will make an offer of employment
to the individual 'concerned (subject to satisfactory
security clearance), and upon indicated aceeptance will
initiate action for security clearance.
(4) The Personnel Division will notify the office
concerned of the failure of an individual to receive
Security clearance and will take appropriate action to
inform the individual of his rejection.
(5) The Personnel Chiefs will contact each individual
(including detailed IAC personnel) relative to entrance
on duty. An individual assigned to a personnel Pool will
be instructed to report to duty by the Personnel Division,
following security clearance:. Each individual (including
detailed IAC personnel) reporting for duty will present
to the appropriate Assistant Director or Staff Chief a
written notice from the Personnel Division stating that .
he has been fully cleared and assigned for duty. A .copy
of this notice will be furnished the Inspection and Security
Staff by the Personnel Division. In extraordinary circum-
stances the Executive or the Personnel Director may give
verbal authorization for entrance on duty after assuring
that all required processing has been completed. No India.
vidual Will be accepted for = duty unless one of the above
provisions has been met.
11. ZazsalisaLIA1)1,2111 and 97exinuaks.
a. An eMployee may be promoted to a higher grade subject
to:
(1) Existence of a suitable vacancy.
(2) Complete qualifications of the individual for
the vacancy.
(3) Completion of 90 day detail period to position
GS.7, or above. Incumbents of positions lower than 054
mot have assumed the duties of the position to which they
are being promoted: Prior to the time of detail they nmst
meet testing requirements and qualification standards for
the recommended position. No employee shall be detailed
to a position allocated higher than one grade above the
position which he currently occupies. These stipulations
do not constitute a barrier to promotion of an individual
whose position has been reclassified to a higher grade.
.7.
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(4) Submission of a Personnel Action Request to the
Personnel Division indicating the exact position and the
datethacmployee is detailed in order that he may receive
credit for the detail period. The form must indicate the
allocated position that will be occupied.
(5) Evidence of an efficiency rating 82 follows:
(a) GS-4, equivalent, and below - Good or better
for six: months preceding promotion.
(21) GS-5 through GS-13 or equivalent - Very
Good or Excellent for six months preceding promotion.
(0) G5-14 and above - Excellent for one year
preceding promotion.
b. Promotions are limited to one grade except in cases
where no intermediate grades have been recogniged.
e. After considering all the factors indicated above,
the recommending and Approving authorities will use the
following table as a guide in determining appropriate time
in grade for promotion purposes:
GS
1 1
2 2
3 3
4
CPC Time in Grade
3 months
4
5
5
6 6 months
6 7
7 8
8 9
10
months
9
10 32 months
11 15 months
12 18 months
13 21 months
14 24 months
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d. Assistant Directors and Staff Chiefs shall forward
to the Personnel Division a Personnel Action Request contain-
ing sufficient information to indicate compliance with the
policies defined in paragraph40-bove.
e. A request from a field station for a promotion must
be accompatied by a Position Description *epared by the
employee, which outlines the duties and responsibilities being
performed, together with remarks and certification of the
immediate superior. In the case of a proposed position in
the field service the description will be prepared by the indi-
vidual who is most familiar with the duties and responsibilities
to be performed. The description must include:
(1) Factual deOcription of the work being performed.
(2) A statement of degree of difficulty and responsi-
bility inherent in the position.
(3) An account of the nature and extent of supervision,
independent judgment and decisions exercised by the incum-
bent.
f, on receipt of a request for a promotion in the depart-.
mental service the Personnel Division will audit the position
involved in order to determine the level of difficulty, responsi-
bility, and grade at which the individual is performing t'..)
ascertain whether he should receive a promotion.
g. An employee occupying a classified position will be
advanced to the next higher step within his grade, providing
that he has 52 weeks of service without an equivalent increase
in pay for grades GS-1O and below or 78 weeks service for
grades 0541 and above. In addition the employee must have
a current efficiency rating of Good or better and a satisfactory
conduct report.
12. diatak*AvistImagr...agjay
A Personnel Action Request for intramegency transfer will
be prepared by the office to which the ,m.:oyee is being transferred.
The Personnel Division will coordinate wi .the 184.9 Staff where
appropriate.
Asesianment of *0 Persozipel
a. It shall be the responsibility of the receiving office
to initiate a, completed Personnel Action Request on all IAC
personnel (including citation of the allocated position).
b. The Personnel Division will initiate a request for
sectoitity clearance.
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a. ,on receipt of security clearance the individual
will be called to duty by the Personnel Division and will
be assigned to the requesting otfice.
d. IAC personnel will not be allowed to work in restricted
buildings until they are given a statement by the Personnel
Division certifying that all provisions for assignment have
been net.
e. Separations and intra-agency transfers shall be repolOvi
to the Personnel Division on Personnel Action Request in tripli-
cate, initiated by the appropriate office. The Personnel Divi-
sion will coordinate with the I&S Staff where appropriate.
14. Salarv Adminlotrgtion
a. Regular full-time employees and temporary employees
of the Agency with a regular tour of duty compensated on a per
annum basis will be paid in accordance with the following
policy:
(1) Entrance on Duty Sgeaux
(a) New appointments will be made at the base
salary of the grade. (Transfers, promotions, demotions,
re-employment, and reinstatements are not new appoint-
ments within the meaning of the requirement.)
(110 Employees appointed by transfer, reinstate-
ment or re-employment to a position of the same grade
will be permitted to retain periodic pay increases
previously received.
(0) Employeee appointed by transfer, reinstate-
ment, or re-employment to a position in a lower grade
than last held will receive salaries fixed to allow
credit toward within-grade promotions for all service
in appointment grade and higher grades.
(2) Determining Salary in Case of fromotio4
(a) When an employee ie
position he will be compensat
such higher grade which exec,
eompensation by not less than
grade from which promoted.
promoted to a higher grade
etkpat the lowest rate of
edrhis existing rate of
one-step increase of the
(b) When an employee who has previously received
a change to a lower grade is promoted, his salary will
be fixed so as to allow credit toward within-grade
promotion for all previous service ki the grade to
which he is being promoted or for service in any higher grades.
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(3) Determining Salgry in Case of Chang., tcz Lower grade
(a) To determine salary in caae Of g change to
lower grade, the employee maybe given credit for all
service previously performed in the lower grade and
in any higher grades previously had. If the employee's
salmy in the lower grade is within a one-step range of
his former rate he will be compensated at the step in:
the lower grade which is nearest his present salary.
(b) Exceptions: The policy outlined above does
not apply in the following types of cases:
J. Employees who have earned meritorious
pay increases. An employee who has been given
:a within-grade pay increase because of especially
meritorious service or as evreierd for superior
:accomplishment will be permitted at the time he
is demoted to retain one step for each such advance
meet.
. Employees who change to lower grades to
accept probational appointment. If the change
to a lower grade is due to employee's desire to
accept probational appointment, he will be compen.
sated at the step in the lower grade which is
nearest (but not in excess of) the present salary
:in the higher grade.
v/
2. Employees who were changed to lower grades
for disciplinary reasons. If the employee is
changed to a lower grade for disciplinary: ream*,
his salary rate will be set at the base of the
grade to which he is demoted in the absence of
specific provision to the contrary.
b. The salary policy now in effect for classified employees
also will applyto ungraded employees with respect to: (1)
entrance on duty., (2) promotion, (3) change to lower grade,
(4) probational appointment, and (5) disciplinary action. The
term "step increase" will be used for ungraded positions in
lieu of "periodic pay increase" for classified positions.
(/) An employee transferring from a classified position
to an ungraded position will do so without loss in salary
unless his classified salary was above the top step of the
ungraded Job to which he is being assigned
(2) An ungraded employee who receives a conduct and
efficiencorreprt of Satisfactory or higher will receive
a step increase after the first six months of ungraded
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? service and annually thereafter until the top step has
been reached. The salary for employees transferring
between graded and ungraded positions will be determined
after considering the waiting period elapsed and whether
or not an equivalent increase is involved.
(3) An employee in an ungraded position will have
an opportunity to earn step increases as a result of meri-
torious service and superior accomplishments.
15. Career Nenattemeld
a. The career management program of the Agency is designed
to provide from within:
(1) A source of well qualified individuals to fill
vasencies as they occur.
(2) A system whereby individuals may qualify and be
promoted to more responsible positions through training and
development within the Agency.
b. It is Agency policy that vacancies will be filled by
the best qualified employee available within the Agency. The
basic considerations for promotion will be proven ability and
merit.
16. Personnel Status Reports
a. Assistant Directors and Staff Chiefs shall submit to
the Personnel Division a Personnel Information Report (Form No.
376.6) with copy to I&S Staff when an employee:
(1) Changes his name, homeior office address or home
or office telephone number. "
(2) Is separated from the Agency by transfer, resigna-
tion, or enters the military service from oivilian employs
merit.
b. In addition to the above a Personnel Status Report (Form
No. 38-7) shall be submitted following INRY change in an employee's
marital status. The original of the form will be routed to the
Personnel Division and a copy to the Chief, IgeS Staff.
17. termination and FinalCloarance
a. Each employee will obtain dlearance prior to final pays
merit. Clearance will be obtained on a Final Payment Clearance
Sheet (Form No. 34s30) when an employs. is being terminated,
leaving for overseas duty, granted leave withautplayftw a
period in excess of 60 oalendardays, or being transferred to
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or from confidential fund status.
b. The Personnel Division will be notified by Personnel
Action Request at least one week prior to the effective date
of the request. on. receipt of the Personnel Action Request
the Personnel Divisions will make necessary arrangements for
an exit interview and for final clearance, will direct the
employee to the Inspection and Security Staff for security
clearance, and will then obtain the additional required clearance
by telephone, obtain the employee's signature, and direct-the
employee to deliver the form to the applicable payroolv6ffice.
When the employee is unavailable all action indicated will be
taken except procurement of the employee's eignature.
The Chief of a field office will:
? (1) De-brief the employee and secure all identifies...
tion or credentials issued by CIA.
(2) On the Final Payment Clearance Sheet complete
certification blocks "office to which assigned" and
"Security Branch".
(3) Obtain employee1 s signature and forwarding address.
(4) Forward the form to the Personnel Division through
established channels
18. These regulations will govern generally all personnel actions
of this Agency, both overt and covert, and will be applied to the
fullest possible extent in carrying out specific provisions of Confi?
dentialftnds Regulations covering covert personnel actions.
DISTRIBUTION: A.
R. H. HILLENKOETTER
Rear Admiral, USN
Director of Central Intelligence
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Office Memorandum ? UNITED S
Deputy Executive
William J. Kelly
Personnel Officer
It has oome to the attention Of this office. that various members
of the administrative offices of some of our operating branohes have been con-
tacting Security directly, relative to the status of individuals who are in
process for their office.
It has been our understanding that any contacts with the Security
Office relative to security clearances would be made through an authOrized
representative in this office.
It has also been the understanding of this office that such information
would not be passed out to the administrative offices of the branches by Secur-
ity. In SOMB cases of late, the operating branch has received word of full clea-
rance by phone prior to receipt of the written clearance in this office. Inasmuch
as necessary procedure sometimes requires two or three days before the person
actually enters on duty in the branch, the above mentioned practice has resul-
ted in the administrative offices calling this office and questioning the delay
in arrival of the individual concerned.
To avoid both the unnecessary phone calls to this office and to the
Security Office, it is requested that a policy statement on this matter be
published for the!edificationXof the administrative offices as well as the
'Security Office. Me esiiiiiiehment of this practice will also preclude the
STATINTL possibility of an unauthorized individual working on classified assignments.
The matter was discussed with of I&S, who indicated that he knew of
no written authority by which he could refuse to give this information direct..
STATINTL
ly to the branches. However, he felt that it would be definitely advantageous
to handle such business only through the Personnel Office since this procedure
would avoid many unnecessary phone calls to the Security Office.
was advised that steps would be taken to clarify the situation.
STATINTL
STATIIiirL
TED
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2:5X1A
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To: Chief, MS Staff
Personnel Director
From: Executive
Nt.b "TlAt
Subject: Personnel Security Clearance
References kdministrativo Instruction
12 De Comber 1949
1. roliciea covtrinz tarn...agency personnel transfero requite
coordination beteen the re., ftaff and the rersonntl aviSions in
connection with security considerations and requirements
2. It, is requested thst you arrange, through the Chiefs of the
Administretivz and :7411:It:la' nupport puiszs, for the preparation of a
Written agmamont c:)Irstinr
a. npoolfic catories of transfer nctienno under policies
referred to above, which vill requiro clearance from the VA
Staff e.vior to effectinc actual transfer of individunls con-
b. Mc tzurnic L:00e ii-OTOnt in rilltermining Ittnther
nS Staffcluarans,,, is ss.:.7ntiAl in connoction vith tny
individualltransfer action not apecificslly colmrod
aLow.
3. A cOsi of the agreemont arrivod ;4t is desire 47 the
ExecUtive.
25X1A
IOR LU:.DIR,ZCTOR 0.1" G11111L, -INTFILIGENGE;:
GpOice
Chief, Adminle.:Staff
Chief, Special Support ?teff .
Management Officer -
Capt2in4 USN
nFacutivt
Crv 4
CON9/7"711AL
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25X1A
25X1A
Personnel Direotor
Chief, Inspection and Smutty Staff
Executive
Administrative Instruction
6 Deoember 2949
1, Paragraphe 12 and 13e of Administrative Instruction No.
have been approved as followes
"12. ItIrepvteenov TragefetPoligy
A Personnel Action Request for intra.agency tranafer
will be prepared by the office to which the employee is
being tranaferred. The Personnel Division will coordinate
with the 180S Staff where appropriate.
"13. Assiapent of IAO Pnreonng,
e. Separations and intra-agency transfers shall be
reported to the Personnel Division on Personnel Action
Request in triplicate, initiated by the appropriate
office. The Personnel Division will coordinate with the
MS Staff where appropriate."
2. It is desired that your offices coordinate to assure that
proper clearance is requested and furnished in all cases requiring
such action.
FOR THE DIRECTOR OF CENTaAL INTELLIGENCEs
ptains USN
Executive
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OTANDARD 110111.1 NO. (44
25XlA
HFIDENTIAI
Office Memorandum
UNITED STATES GOVERNMENT
TO Management Officer DATE: 29 November 1949
FROM Acting Budget Officer
SUBJECT: Attached Draft of Administrative Instruction Entitled,
"Personnel Policies and Procedures", dated 18 November, 1949.
1. After careful review the subject draft is returned with
but one recommendation, viz, that provision be made to require ,
documenting of details of personnel from one T/O location to
another.
2. The Budget Staff controls personal services funds and
prepares financial requirements to be included within the agency
budget request for this object on the basis of issued Tables of
Organization. To assure validity and accuracy of such control
and presentation, records are maintained of the manner in which
various position slots within issued Tables of Organization are
being utilized. Recent review by analysts with Administrative
Officers of actual position occupancy has reflected many instances
in which the actual position occupancy was at considerable
variance with the issued Table of Organization. It would appear
that unless details of personnel are properly documented the
advantage of the T/O procedure as a control of personal services
expense can be seriously affected.
3. Accordingly, it is recommended that the subject Instruc-
tion require that details of personnel for periods of over five
(5) working days to activities other than appropriate to the
T/O position slots to which they are charged be documented by
the origination of a personnel action and that such details be
limited to 90 days. Appropriate personnel officers may be given
the authority to issue extensions upon the basis of justification
as submitted by the operating unit.
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25X1A
25X1A
CENTRAL INTELLIGENCE ACP14,07
Washing,tono D. C.
ArminsmATiv /14STRUCTION
NO.
SUBJECT: Personnel Policies and Procedures
NESCISS/ONS, Admixaistrative Inetruction
Adadizistrative Instruction
Administrative Instruction
1/3 Noveaer 2.949
dated 17 August 19480
dated 25 March 1947, and
dated U Augunt 1949
RIZEREICEs General. Order (Revised) dated 5 Ooto'ber 1949.
2621113aulaia
a. Authority is delegated by epproved Eta to of
funotional responsibilitioo, separate special-Ito delegations,
and this Instruction to staz the Agency aft 4 listed
beiott :to act on personnel notions toppointnent employ!..-
stint, olassitiontion old reoUseiriontion or positions,
promotion, demotion transterr end separation of individuals
fOr the Directors
&motive
Deputy Executive
Pommel Director
able, Administrative Staff
Chiefs ?manna Adninistrative Staft
web Speolal thApport Staff
Chief, l'tvloyeres Division, Special SUpport Staff
Deoliew4144 friacbilliktiti of the above listed officials*
IA:LAW
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CONF
b. Orris:gale and enoloyeee not listed above are
jagagalgil front diacueaing personnel aotiona with
individual? to tkom ouch actions will appy, without the
prior knowledge wld approval of the appropriate official
listed above. Such approval will in no ease include author.
leation to tilek0 eCtildizento of any nature for actual eoployo
meet or salary 3ove1. Violation at tau policy via restat
In the immeatate diaded of the individual guilt,: of the
violation.
2.
202412/4411a
a. Officiaa aC ettolo;-Tees or 'We Agenc;7$ intlluding
those listed in paragraph la a'bovo. are ,px9=figa from
discuesim erployment potteibilities with any employee or
any other government agency or ertplorm of the Cmgrese
without the preaentation of a written release for ouch
discuseion frcei the employing agency of the Individual
concerned.
be The Polley stated :14 Pal'earaPh 23 above win alai)
applyt to intrawagaccy trsnefers tetwoon ailloes and
Staff Sections. oucept In oonneotion with the application
of Money oareer 1114121101111012t policies by authorised atilt:1104s
lieted in paragraph la shove.
c. ia evected that other government agencies will
c4"1" a rgiCIPM41 31COA,PrVektoble PolieV in defiling with
CIA emilloyeosa, Such emploree who obtain employment with
other governmani?ncis WAhent obtaining prior release
may be required' to maga in order to acoept arch emloyment,
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inLtic
A. no juriectiotion of each at the Personnel Staffs
of CIA is derimd in published statements of functional
reeponsibility, Za order to avoid duplication of Inutrucw
tione the tom "Personnel Divisions" as rifled herein will /
pertain to each or tho followinc aotivitios to the extent
of its published rune tiona, unless othervise toted:
Personnel Divis.to, Adnintetrative Staff
Miploynos Divm, Special Support Staff
IAC personnel aro thc viu1 detailed for
dut with OZA from the State Department or the Department
of Defense.
oi Departmontal Service includett all positions in the
hotadquartors or control office at the iittoncy.
144 anaglaglogUALIWAME All inquirespeither I/kitten or
verbal, frec ranters of the Congress received aky. individual
or activity or this Agency Val be imediately raffsirred to the
General Gomel for cotton end preparations at reply.. The
COWItita t? responsible for adequate coordination In
WO VOA Si iS
ea/3h 00e prior to preparation of re: be,
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:the p011Oy-gnidanoc at the Personnel Director and the diroot
superOision of thsChiefs.af the Manistrahive and Special.
Support Starts, the Personnel Division:4 are responsible ftml
a. Procurments pleat:ento pavoessing, appoin t
prometioni,dern within.grade advaa060, to Lou,
and termirxation of individua1 enployeos.
b. Assisting tha Personnel Dixectorto establish qunlifi-
nation chtuut.lrds ?o a13 pc4,tiona,
a. rioaorgootaing potation dia1 /o14.011 ror sfl oaitiona
the Pokoonnel Diroa.tiar.
Asoiating the Persona:al Dirootor to establish oalary
aandnista,ation, otTicienoy Al =ad (=OM' 27.16r4V1.11.1nt
plIaZI:211.0 and ror awry-11v o44 audh programo ..411en establiphtxl.
ci Maintain:1m 4 OUrrellt record or Authorised vaaallaie*
and approved procurement requests against such vaCancies.
f. ,shablichiug personnel procurement priorities.
Os
Maintaining coatinual contacts with potential personnel
procurement sources.
h. Lxclusivo liaison With U110 Z tatr relative to
personnel security clocks and 'slow's:noes. A quests for
Initiation oe and information relative to status of personnel
security chocks aad clearances will be channeled throush the
Personnel Divisions.
1. tote34.1040tf:sirsiiivia;Asinizvprograncwithic
specificalZy authinised
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j. 'Establishing and tuintaining retention registers
for reduetionrinoforae procedures.
k? Reviewing and acting on au disciplinary actions,
utticher signed and presented by Assietatit Directors and
Staff Chiefs.
1. (1) *acing final action on pareonnel actions
involving fsrades CS42 and below, exempt when there
are unresolved disagreements 'with Assistant Directors
or
or Staff Chiefs concerned.
(2) Recomonding through the Personnel Duvet?,
to the Executive action on personnel actions involving
grades G$?13 end above
(3) Referring all personnel actions through the
Personnel Director to the Executive rdlere there is
unresolved disagreement with the Assistant Director
or Staff Chief aonserned.
6* ad.t414.$111114rialaiiii.Sitati1i4aidali1li
The basis for all pereonnel motions in the Ageney
will be imlividual qualifications and relative merit.
Perilable? consideratiane, family relationships, favoritism,
and external pressures or oonsideratione will not be
permitted to intim/lee such action*. Assistant Direetcore,
Stet Chiefs end each at the officials listed in parser.*
1 above are personally charged with insuring that this
,
policy is offeotive.06\wieressea ttirougnout the Altemoy.:
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b. Deteraination a relative writ and qualificatione
will be based on demonstrated ability, personal industry,
integrity, loyalty, length a ezvicop general affialenoy,
and background at overlent:0 told education, in comparison
vrith other employees in similar rioado end grades
Supervisory persaanel at all levels runt become
throughly- familiar with personnel under their jurisdiction
to insure the just and objective administrative at Olio
policy.
7.
Assistant Direotors and Staff Chies ex responsible
for the initiation of personnel actions on Individttols under
their jurisdiction and for the routing ctf: such actions to
the appropriate Personnel They may deeiznate
ettch inclividuals within their orrnizations aa may be
considered desirable to sign and forward such esations.
The nacos of individuals so designated, aud any changes
in such deeimEtions, will be c orsonicated in vriting
to tho appropriate Personnel Division,
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oluding position olnanificeUep, appointmori4i prome4icao
etc.* # carried out within the Agency ?Jithout Civil Serviee
Cemndsaion miaow.
b. RoweVar. the Director hew signed a 1,seitten agreement
ath the Civil Service Cc4soispion t10iOnero tricitlzr to the
prrvisions or the ClassificaUon L?t in: adminiaterInc the
Agency pertionnel pregram. The Civil Semite Caziesion
alOo hes agreed to provide advice and guidance whenever
;called von to do so.
c. Ze supervisory and rovieufnnetions pmviou4y
exercised by the Civil Service Comassion have boon
delegated e the PtTsennoI Director and his Staff for all
Agencyporsonnel batters, rogardlosa of their soerity
Classifications
9.:4212saratuaLlItsralasst
a. Positions are filled bc,7. diroot recruitment rather
than by certification from the Civil Service Oceans:Lon.
However, position's am filled in aceordance tit h oatabli
Civil Service pavoodure.
b. The following poliey is eatablidied for effecting
appointmlts to I'M vacant posit:Um:
(2) km individual Without prior Getverlucent service
Ittal be carried In 4 trial period status for the first
04k#7154,2- V:12.2r3'
(2) An inavidua1 with prior- Clitirment
serveo"under war service or easepted appointment'
Val be required to serve the first sixmaths In a
trial period
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'I MA/.
(3) An Individual with Civil Service status will
be appointed by transf&r or reinstatement without any
time limitation or trial period.
0. During the trial period nn enployoe will receive
the special attention and instruction required
to acquaint
himwith his duties and to develop his abilit,y to perfcam
hiv work in the vost vatinfalotor manner. After a rair
and full tria1 period an employee will bu twamainatediF
his serviees do not most Agency standards. Anovloyee
with votera3e1 preference or Civil Servicie status will
be accorded all rishts and i?rivileges grauted him under
the Veterans Preference 441; or 1944 cs amnde?: -n4
Civil Service rules and regulations. (Thevo PrIvilogc
are subject to special final authority grente !..o the
Director by the, National Setarity Act of 1947.)
d. The follotrbag procedures are vietalished for
law-swing individuals tor exployr,Lent within ClAs
(1) Assistant Directors and ster ChiaCs shell
transmit a Recruitment o 4u.et (Torn No 37-8) in
the original and three (topics to tho Yersasnel
Division as a requisition to fill an authorized
vscancy. Personnel Actios noquest (Porn No. 37.4
or y7.3.) In quadruplicate Ae1l bo foiniarded to the
Personnel Vivi:don as a recinisition tor actual iivioy-
1M3 VOA 51 .1A 5 ae
matt of an individual. In order to initiate security
ciJ?.Peiiinel Action Request may be an it be d
against a position currently tilled,. providing the
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P-9NFIDENTIla
office oonoorned inform the Pomona Division
form Of the appro.:4=U date that the present incwebent
will vacate the position
(2) An Application for 'Federal Employment (Standgrd
Form 57) and a Personal fatitery Statement (Form NO. 384)
will be obtained by the Personnel Division and forwarded
with a Referral Sheet (Form No. 'WO) to the eRsreprinte
?Moe. It the office is Interested* it will indicate the
position to which the individual will be assigned.
(a) Final selection or rejection of ekalconts
for ponitions above grade GS.5 or equivalent than
reef:, with the appropriate Assistant Director cr
Staff Chief. II0wevers the Personnel Chian 'may
refer to the Esecutive rejection cases which they
believe Ore not warranted.
(b) Final entherity tor the selection and
aesigrnent of en enpltiyee in grade .C4,5 or equivalen
er4 below, shall root with the Chiefs, Personnel
Divisions.
(0) All ansiennents are =WO to the security
approv4 of the inspection and Security stet.
(3) Upon the receipt of a Personnel Action Requoist
the Persona* Diviatatt 411 inike An *Mt atamplajwmt
.,(1..Alltclfaikl#,,k4covekigerneoci (ilubjeet.,to Wrintgetory
somakitor aeitratcee)40101 von **Med actaiii6tarilimwill
lliegar4:kr oleareaseit
.4,nrrirr!
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(4) The Personnel Division will netity the office
conceraed of the failure of an individual to receive
000110.4Y clearance and will take appropriate action
to inform the individual of his rejection.
(5)
The Ifbzeutive or the Personnel Chiefs will
contact each individual (including detailed LAC
personnel) relative to entrance on duty. An individual
seemed tea personnel pool will be instructed to
report to chAy by the Personnel Division, following
security elearance. Fach individunl (including
?detailed /AC personnel) reporting for du t7 will
preeent to the Appropriate Assistrart Director or
Staff Chief a, written notice from the Personnel
Divinien stating that he has been fully cleared and
assigned?for duty. A oopy of this notice will be furnished
the /nspeotion and Seeurity Staff by the Permxmnel
Division. In extraordinary oircumetances the Executive
=waive withal enthorisation for entrance on duty
after assuring hinself that all rerivired processing
hats been oompleted. No individual will be accepted
for dutrumless ono of the above provisions hao.boon
mot*
(6) Status of aaourikrolsaranoo of proopootivo
Er.stPlcrrr4e44ibetAb'ftoytaod frau the DIPPoeticku
SocmnbitySteff cnly by the Paroonnal
-Vz...LiCE
401..
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10. zrzattzuteisidituisuzymit.
a. An employee my be promoted to a higher grade stihject
(1) Existence of a suitable tracency.
(2) Gorvloto qualifications of the bldividual
for the vracatuly.
(3) Corpletioa of 90 act,v detail period to positica
GC 7s or above. tnounhirt, of positions or
than 0S.7 mat have seemed the duties or tho position
o which they are being prorated. Prior to the tine
e detail they mot meet tontine refzulatanarits and
(mate/cation standards for the r000rteended position.
No employee shall be dotallod to a position allocated
highcr than one grade above the position which he
current-Ty 0004440. These stipulations do not oceotitutbe
a barrier to promotion of an individual tthose position
has been reclassified ?to a highzr grade?
(4) ftbriission of a Forums]. Action :bequest ti
the Par60311301. Dtria011 indicating the mot position
end the date the 0110.0,700 is detailed in order that
he nay reoeive credit for the detail period. The
form must indicate the allocated pooition that All
he oempleci
DinA tefflettmc"/ 1446141 az f?1111:4831
Ju'eAlfuivalent. and below Good or better for
h4 math&1oeding proration
4410.
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03.5 through 0.5.33 or equivalent . Very Good or
ibicellent for six months rxrooeding promotion
0.9.14 and above to. Excellent for ono year preceding
prtootion
b? Promotione em i1ited to ono grade o*kpt 1
Mc*
0,
whore no intermediate grade,iav? been recognised)
c? After considering all the factors indicated above, the
recomending and approving authorities will. use the following
tabl.e as a guide in dateredning tqapropriate time in grade tor
promotion purposes:
3. 2.
2
3 3
4
3 months
5
6
7
a
IIIIMONONSFARK.011.11110040101111000?1110111111?4111,
10
8
9
10
MIN111101.1.00.011'00011408?????????*.wero
months
9 mouths
?????,.
12 months
11
12
13
31. blA
15 months
.16 nootha
mafirissaraisaramsawassiarassarmarars
21 months
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UL flti!t.
? ft
do Assistant Direetore and Atatt.....414#0 shall tortiall
to the Pommel DivIsion a Personnel Action Request containing
suffisierrt bee:vett= to indicate comlience with the policies
defined in pereeraph 6 above.
e. A rerpent from a field ste.tion for a prczotion at
be accompanied by a Position Description (Standard Fcmn 75)
prepared by the employee) which outlines the duties and
res.ponsibilition being performed, teeethi-sr with rosarke
and certification or the imediate stgaeriore In the case
of a proposed position in the field service the description
will be prepared by, the individual tho Ia mat familiar with
the &AVIS and responsibiLiti.es to be performed. The
desoription must Juana'
,;R
(1) Factual desoription of the work heineApreformed.
(2) A statement a. degree of difficulty and responsi?
bility inherent in the potation.
(3) An4acoount of the nature end extent or sworvisiono
independent judgment and decisions exorcised by the incumbent*
f. Up cal receipt of a request for a prmotion in the
departmental service the Personnel Division will audit the
position involved in order to deterrilm the level of difficulty,
responsibility, and grade at Wet the individual is perform?
ing to aseertain tobether he should recel.ve a promotion*
M\ oecuplting a c3assified position viii be
\cs140I Si htl e
advanciad to the next higher atop within his grade* providing
(5-',,,/tveems
thitt. he haiMaiiiir03,040of service without an equivalent
5e11ed4fr, e;,//f1 wetec
increase In pay for grades 0$40 and below or E)ighteen solithi)
0+4440,44.401, f v ;41 e ler;
pordoo tor grads(' osoi, and *4 In addition the
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employee must have a ourvaub efficiow rating of Good or
better end a satisfactory conduot raport.
44;34gen0=601011:24.14Z
a. A Poreaunel Aotiee Request for intraftegenoy transfer
will be prepared by the office to which the lou in
being trannforred.
12. 4rm,nt o4ZAD one
a. It shall be the responsibility a the receiving office
to initiate a completed Personnel Action Request en all IAC
Personnel (including citation a the uncoated position)
b. Me Pernonrkel Division will initiate a roi,uont for
security clee.ranco.
0. Upon receipt of security clearance the individual will
be called to duty by the Persormel Divisiom and, will Z:.e assigned
to the requesting offioe.
d. IAC personnel will not to allowed to u?ork restrioted
tstildines until tley aro givm a. statemnt Iv? the ?Gramma
Division certifylxig that au provisions for assignment have
been, met.
e. Separations and Intrat.agency transfers shall be reported
to the Personnel Divielon on Personnol Action Request In
este, initiated by the appropriate office
13. iiiiiiiZAAlkikariaigg
a. Regular;!,:,/ilh,f Trr. and terVert=7 atoployeaa
of the AgencyCvith araga:tar t04r or dutY cets:Peesated on a
per atIZIUM basis ifl be paid4iiseaoralanee with the tolloving pallor
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P.;datacca,zaiNtatagtv
(a) Ciewjappointeents ?41.3. be merle at the Irse,
vvh ye. qAtoeye.i!,41,7n ,
salary of the grade..' '61'er-steps, pm:acetic:me, demotions,
ro.onnloymento and reinstatemonte ave not new cppoint.
'setts within the meaning of the requirement.
(b). lilvloyose appointed by transfer, reinstate.
rent or re-employment to a positim or the same grade
4*,
1
w:1.1.1 be permitted to retain oriodle pcitcresecp]
rxroviounly reocived.
?
(e) rap:terns apprInted by transfer, reinstate.
meat, or re.employment to a position in a lower grade
t. 4
t
N
(16
\ xt)
? "
) (4?
than last held rLU rOetZliVoeakAin_445. itX1(' to allow
wed toward within.grade promotions for all service
in appointment crade and highor grades.
(2)
(a) Men an txrployee is pr,moted to a hit.er grade
position, he not be covensated at tIte base of the
grade if the entrance salary exceeds any he has previously
earned in the Federal Service.
(b) &Wien employee who has previouilY received
a change to a lower ipi*e_prper,c)rtcdp his seamy will
be flied ;se as to onoredit bard within.grade
peg fr-v
promotion for allrevions service in the grade to iihioh
OcrilM! 1:rtingilgrn4 or for service in aw higher grades.
(3) atalgalarialagifziaLZWegajtjaimaaa ?
1j111:4)1 OiNiliiiiermize salary in ease of a change to
lower grade, the employee, Inv? be given credit for
all sande* pro ?xd lit the lover
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ILLEGIB
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CONFM:71
6
grade cod in 4uoy :liglr grades previously hittaalo
(b) EumptionatIho polloy outlined above
cloee not extly in the $'ollowing types of oases'
$11p2oyes4 Istio bora owned writer:Low
pay looresoos.IUI ettpapyte who bus boon given
witlilinrgrode PAW.2XIIVettae baentOtit att eapeeiaLly
neritattous so2vIoe ce. au 0, mood for superizr
elookamplielsmat bo per/anted at the time be
iu denoted to retain cm atm Pr.. 000h such
sal/allotment*
sa? Emu ohtzge too lower pulse
suoopt pmbut.itocatel sprioinsterinta If the *tango
to a lover crude is drao to evickpeets dears to
suovt probetimal Amvkintoentiti3.1 e
ocrap4mtatad at ?1,',1,1sv otolp, in tl'z' lower male ibb
nettmeti (tmt 1...ot in omen a) the present
salaryb the higher tree*,
nevloyeee uho uora otateed low
gra,oit tor diseiplitory reasonos Ittbo ensAgyes
is shoved to a laser grade for disciplizary rftecciesk
1iiealary rate adll bcsot at the Limo of the grade
utbieb be le danoted in the tibeenee of speolete
provision U2 the contrary.
b. Thit:t Iniri-lbfr nein et7644 t?*
clImit1
f3d "Pl""
also Ucooly. untv..onkded with respeet tot (1) outmost' on
duty* (2) Melange
to =de, (4) Plvimittama
404161w
? tvo
????
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oppointnotto sad (3) disixtpliniaz; siotioa Me tort "step
increase" 1411 bo toad for vagradiul positions in lieu of
?Porto:1U PAY inoreason tor olassiriod positions,
(1) An or:ploys* tqaatrforring trot olossified pottiticel
to ea .oggroded, positimit1 o sa ttithout lona sallw
unless his olastlitied, wauts 492.)ovv the '!.op stop or,
the ilogratkid ,;ob thie.k. 140 'IA NA:4; as:',,,ignsdo
(2) An ,zugroAkr0 at;11.4.47iN3 -who riu*ives 12.,tnxIno1, and
sibtiolortay Import a Zatiofaotory b,igher 411 r000lvo
step inarakuls sMr th.c3 eira .writ,14,7o ?;,..tiEvated
se''to c2 azraxi11,7 Vis:-.?:.,c1fstin. untilaka "az.:1 step 1= boors
ro4L&1, Tha, salary for Ey ;$0....z, tiattoot
rt,raile,1.1 and zavradoil poottlato tiet!.-Andnite ester
oxmciarcratig tpt* caLttingzio uptiod ikother
cr,lzaivittlottt. incovaao trealved.
or not
it),li ot4plorto In art aturiolatt rgaisitial 'um barill,
comortalik to earn atop inorwoos az a roaralt, of toritor.
;LOW tVaNflatt and otvedor aoavnaisti=ts.
4.raarwipiliorlialMat
roo otroor oraucatent, progrm a the itsonq dastsntoit
to prorldo fro& %Walla
(I) Asiot*ce at win uaatfled Inabridumart .
e.toto s hey ootrar4
tery- ctgatif7 tozd be
pronotod to mom rospoteiblo positions ttwotr,121 tattling arid
416
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c.;
b. It le An polixtr that vacate/44 411 be tilled
17,7 the hoot .v.alified employee to/7111010 within the itecom.
The besie otoneideretiete for preroUcrit will be preyee eAbiltty
rerit ?
15* itaisuelittaZiajat.VoTtve
Assiettr,t Directors col Staff Micro stual mi to
the Porttorrizel Div! icn c Personnel Wormation (Pc m4 go.
37.4) -ohm an emplt,13,most
(1) ahancos lutn*$ horo ?or orrice addroaoi
h ealog Waophorice
(2) Is ceprciauxl, :rem the Pzency btranage resignations
cirlt.e.::rri the ..ritlitcry sowl.00 from eupleytlest.
oaklitiot. tlx etavo roruonntl Stc-tts (Porn
NO* 3:7)7','4110,1 LO. subrdtted folk/vim an:r clacago r.=
enploytmits raritml stattut Tho erigba f tho rona '4,1111
routod to
th otiDiv:L.314n ane.. ct. copy to %ID .Chiers,
Inspection tImei SeOcrity
444, raLgt ervameo vat awn olearesee prIer t,rizza
pvvorit. Ciscrantoo vIll obtattsel on a ritte Pqraaat Clearance
Sheet (rent Ito. 3440) ultasn savior* le 'beiriz tevancted.
leaving :or ovemensitut,exsaWil :Wave toitholut pay ter
period ist 02"08414
at 60 oalonder dayei or beinz trousterred
to er frozt uunnutorod :Nrld atttpuo?
1M6 110A 51WI 15,22
The Pernoltera rtivislon tsui be notiriod by Peroonnel
ihablost Ilevent gAsAtiAntliastkprior izo the et:eel:Five date
445*
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/\(1111 I?Vvet Re,e1s. ioli,(09;0416,1,:dpilit0;281,00.10.(411
)11 I
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of the request. Upon receipt of the Personnel Action Request
rteceeeor: armaments for an exit inter.
the Pere
vice and for final clearenoe, will direct the employee to tho
Inspeotion and Seourity Staff for security clearanoc, and ;till
then obtnin the additieeel reeeired olearanee it telephone,
obtain the eepleyee's signature, mei; direct the omployee
to deliver the form to the applleable payroll office. Uhan
the meployee is unavailable all action indicated will be
takon eecept proeuremet of the eeployeeb signature.
The Chief of a field eft** ell:II
(1) Deehrict the =ploys?.
(2) Cn thet Final Payment Clearance Sheet coeplete
certification blocks "office to which aseigned aud
*Security Brennh?.
(3) Obtainetpleeee's eignature and forearding
addreen.
(4) Forward the formi to the Pommel Division
through eetataiabed thennels.
27. Them regulations 'will govern generally all personnel
actions of this Agency, both overt and covert, and will be
applied to the fullest poseible extent in carrying out, specific
provisiono of Confidential Funds aegulattone oeverina cowrt
personnel actions.
i(sTla 140A Si b11,1 IS
()LUCE
:.-PIS.111,11TUTIO1 ? -A. .? ?
R. a. nammonrern
Renr,edoirall USN
Director of Central latelligenore
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FERSOKNEL
I Demur
mon
I do not oonour
C Ma, SPAM rIPPORT STAPP
1:144.ftwonsiorwmailimais
x not
MEP Art4lla3T1LAME STAPF DA=
TIAo"Woji7;17--?
Ckirt-To PEMONNEL atiSt
X do (not) conour
DATE,
CHIEF, PriMiriEt, Wail STITT DATE
??-18" Tyro t7 ooncur
GBJ
NAL
I do (iotJ oonour
4,W)
MO, 31 bPi IS Q
1911.1)(3ELE.).EL.ICE.
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ce Memorandum . UNITED STATES GOVERNMENT
DATE:
j 41241 I'Vri 7:
P ? ' AlVi."?J
V /
)1 FFP0 Ar.
4 t:ric-,
d?e-lid
i 6 Cg-Yigitii b7-14,-e-hilidR4 41-1Temags td4
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MEM'
CENTRAL INTELLIGENCE AGENCY
Washington, D. C.
25X1A ADMINISTRATIVE INSTMatmobr 18 November 1949
No.
SUBJECTI Personnel Policies and Procedures
25X1A REsOisaorzt Administrative Inatruction 1atod 17 August 1948,
Adminietrative Instruction dated 25 March 1947, and
Adminietrative Instruction dated 11 August 1949.
25X1A RalTi NCEI General Order IIIII(FaTised), dated 5 October 1949.
gelloral roliV
a. Authority is delegated by approved statements of
functional responsibilities, separate specific delegations,
and this Instruction to salythe Agency officials listed
below to act on personnel actions (appointment, employ-.
ment, classification and reclassification of positions,
promotion, demotion, transfer, and sepsation of individuals)
for the Directors
Executive
Deputy Executive
Personnel Director
Chief, Administrative Staff
Chief, Personnel Division, Administrative Staff
Chief, Special Support age
Chief, Employees Division, Special Support Staff
Designated
subordinates of the above listed offieials.
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b. Officials and employees not listed above are prohibited from
discussing personnel actions with individuals to whom such actions
will apply, without the prior knowledge and approval of the appropriate
officiarlisted above Suchspproval will in no case include authorisation
to make oommitmente of any nature for actual employment or salary level.
Violation of this policy may rehult in the immediate dismissal of the
individual guilty of the violation*
00 No appointment in or promotion to grades 05?16 and above will
be made without the prior personal approval of the Director.
2. Proselyting
a. Officials and employees of this Agency, including those listed
in paragraph la above, are prohibited from discussing employment
possibilities with any civilian employee of any other government &gene'',
employees of the Congress, or members of the armed forces without the
presentation of a letter of availability for such discussion from the
employing agency of the individual concerned.
b. The policy stated in paragraph 2a above will also apply to
intrawageney transfers between Offices and Staff Sections, except in
connectionwik the applisatioa of Agency career management policies by
authorised officials listed in paragraph 1 a above.
o.' It is expeeted that other goverment agencies will observe a
reeprocal non.proselyting poliqr in dealing with OIA employees. Such
employees who obtain employment with other government agencies without
obtaining prior release may be required to resign in order to aceept
suoh employment.
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25X1A
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.C.0.11F BENT
3. Definitiou
a. The jurisdiction of each of the Pereonnel Staffs
of CIA is defined in published statements of functional
responsibility. In order to avoid duplication of Inetruoi.
tions the term RPersonuel Divisions" as 41fehereirt vill
pertain to each of the following aotivitios to the extent
of it published functions unless othervine txtatedi-
Personnel Divisions Administrative Staff
Employees Divielon, Special Support Staff
b. 1.40 personnel are thoee individuals detailed for
duty with 0/A from the State Department or the Department
of Defense.
o. Departmental Service includes all positions in the
headquarters or central office or the Agency.
44 gaisclarlana1 Igagai6j, All inquiresseither written or
verbal, from members of the Cangreas received 1Y.7 any' individual
or activity of this Agency gill be immediately referred to the.
General Counsel for action and preperatiemilef rear. The
General Counsel is responsible for adequate coordination in
each case Prior to preparation of reply,
ez,ci
k
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CHFIBERTIA
.risaitaLliemaitlalitiaLataltamalltiaidlan
tinder
the polletguidanoe of the Peraennel Director and the direct
aoPeritisien Of the Chiefs of the Administrative and Special
Support Stiffs, the Persennel Divisions :are rospoteibleZors
a. Produrement placement, processing, appointment,
promotion, demotion, withinograde advances, enapenolon,
and termination of individual erployeea..
b. Abbieting the Personnel Director to establish
oation atandards for all positions.
a. Recommending position classification for all positions.
to the Personnel Direetor.
d. Abasting the Personnel Director to establish salary
adminiatration? efficiency rating and career management
progragis, and for carrying out ouch programa When ostabliehed.
o. Maints4ling a current record of authorized vacauoies
and approved procurement requests against such Vacancies.
f. Zstabliahing peraonnel proouremant priorities.
g. Maintaining continual contacts with potential peraonnal
procurement sources.
(14,44(),44.44,a;:(,)
114. Exclusive liaison 4riih the 1.86 ShaffiAralative to
personnel security clocks and clearances. All requeats for
initiation of and information relative to status of personnel
aeourity checks and clearances will. be channeled through the
Personnel Divisions.
Eatabliehing personnel training programs within
speafically authorised limitations.
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j. Establishing and maintaining retention registers for reduct-
ion in-force procedures.
k. Reviewing and acting on all disciplinary actions which are
signed and presented by Assistant Direotors and Staff Chiefs.
1. (1) Taking final action on personnel actions involving
grades GS-12 and below, except when there are unresolved 4istigseements
with Assistant Directors or Staff Chiefs concerned.
(2) Recommending through the Persbnael Director to the
Executive action on personnel actions involving grades GS-13 and above.
(See paragraph lc re actions involving grades GS-16 and above. The
Executive will make recommendations to the Director in each such case.)
(3) Referring all Personnel actions through the Personnel
Director to the Executive where there is unresolved disagreement with
the Assistant Director or Staff Chief concerned.
6. Medical Standards
Initial appointment or reassignment to all positions are subjeot to
established medical standards.
Inasmuch as the signing of a medical waiver
by an individual does not relieve the government of its liability under the
regulations of the Employees Compensation Commission, no waivers of physical
requirements will be granted.
7. Merit and qualifications of Individuals
a. The basis for all personnel actions in the Agency will be indiv-
idual qualifications and relative merit. Personal considerations, family
relationships, favoritism, and external pressures or considerations will
not be permitted to influence such actions. Assistant Directors, Staff
Chiefs and each of the
officials listed in paragraph 1 above are personally
charged with insuring that this policy is effectively exercised throughout
the Agency .1.
.16ar
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QV,
,
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b. Determination or relative merit and qualifications
will be based on demonstrated ability, personal industry,
integrity, loyalty, length of service, general efficiency,
and background of experience and education, in eamparison
-
with cfre41'47iemkployees in similar fields and grades.
C. Supervisory pereopnel at all levels must bosoms
throughly familiar with personnel under theil;. jurisdiction
to incurs the just and objective administrOW of this
policy.
1;7: lattataters.,21,2
a. Assistant Directors and Staff Chiefs are responsible
for the initiation of personnel actions on Individuals under
their jurisdiction and for the routing oS such actions to
the appropriate Personnel Division. They may designate
such Individuals within their organizations 88 may
considered desirable to sign and forward such actions.
The names of individuals so designated, and agy dhanges
in mush dosignntiona, will be communicated in writing
to the appropriate Personal/ Division.
b. Eadh personnel motion requiring action by the
Executive will be signed personally by the Assistant
Director or Staff Older concerned.
)1/*alithialli With tair CiVia Panicle 2.9111daid94
The Classification Act of 1949 exsuPts the Gil
from its provisions., limmOMMNP41r Personnel progrop,
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ILLEGIB
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CONFIDENTIA M.
including position cls.asification? appointment, promopion,'
etc., is carried out within the Ageney Withoutp, l Service
Conmiission review.
Director has signed a. Written agreement
_........._t
with the Civil Servioe Ccamission to adhere strictly to the
provisions of the Claasification Act in administaring the
Agency personnel program. The Civil Service Commission
also has agreed to provide advioe and guidance whenever
called upon to do so.
b)4, The supervisory and review functions previously.
exercised by the Civil Service Commission have been
delogapiid to the Personnel Director and his Staff for all
Agency personnel matters, regardless of their security
classification.
/,S.K: AnueiRpment Policies and Procedures
a Positions are filled bf).' direct reoruitment rather
than by certification from the Civil Service CoamissionAYKAt.,
I'
in accordant* with established
Civil Service procedure*
b. The following policy is established for effecting
1:L3point:tent: to fill vacant positions:
(1) An individual without prior Government service
will be carried in a trial period status for the first
Lull. year.
(2) An individual with prior Government service
who has served under .war service or excepted appointments
will be required to serve the first six months in a
trial period status.
Co t
I 6
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(3) An individual with Civil Service status will be
appointed by transfer or reinstatement without any time
limitation or trial period.
During the trial period an employee will receive the
special attention and instruction required to acquaint him with
his duties and to develop his ability to perform his work in the
most satisfactory manner. After a fair and full trial period
an employee will be terminated it his services do not meet
Agency standards. An employee with veterans' preference or
Civil Service status will be accorded all rights and privileges
granted him under the Veteran bt Preference Act of 1944, as amended,
and Civil Service rules and regulations. (These privileges are
subject to special final authority granted tothe Director by the
National Security Act of L 1947.) Under certain conditions it is :
possible for employees to achieve permanent Civil Service status
while serving in this Agency. The Stoindard Civil Service regul-
ations will be folliebd in each instance after initial clearance
has been received from the Personnel Relations Branch, Personnel
Division.)
d. The folleang procedures are established for processing
individuals for employment within CIA:
(1) Assistant Directors and Staff Chiefs shall transmit
Recruitment Requests in the original and three copies to the
Personnel Division as requisitions to fill authorized vacan-
cies. A Personnel Actien Request in quadruplicate shall be
forwarded to Personnel Division as a requisition for actual
employment of an individual. In order to initiate security
clearance a Personnel Action Requst may be submitted
against a position currently filled providing the
...8-
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office concerned informs the Personnel Division on the form of
the approximate date that the present incumbent will vacate
the position.
(2) An Application for Employment and a Personal History
Statement with passport size photographs will be obtained by
the Personnel Division and forwarded with a Referral Sheet to
the appropriate office. after careful review, the file will be
returned to the Personnel Office with request for personnel
action or reason for rejection
(a) Final selection or rejection of applicants for
positions above grade GS-5 or equivalent shall normally
rest with the appropriate Assistant Director or Staff
Chief, subject to qualifications review by the Personnel
Division, The Personnel Chiefs may refer to the Executive,
thru the Personnel Director, acceptance or rejection cases
which they believe are not warranted.
(b) Final authority for the selection and assignment
of an employee in grade GS -5 or equivalent and below,
shall rest with the Chiefs Personnel Divisions.
(c) All assignments are subject to the security approv-
al of the Inspection and Security Staff.
(3)
Upon the receipt of a Personnel Action Request the Pers..
.onnel Division will Make an offer of employment to the individual
concerned (subject to satidfactory security clearance) and upon
indicated acoeptance will initiate action for security clearance.
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ILLEGIB
CONFFIENTIAL
(4) The Personnel Dteibion will notify the office
concerned of the failure of an individual -to receive
security clearance and will take appropriate action
to inform the individual of his rejection.
(5) vo Pored:m.1a Chiefs will
contact each individual (including detailed IAC
personnel) relative to entrance on duty. An individual
aseigned to a, personnel pool will be instructed to
report to duty by the Perbonnel Division, following
security clearance. Each individual (including
detailed: IAC personnel) reporting for ditty will
present to the eppropriate Aesistant Director or
Staff Chief a written notice from the Personnel
Division stating that he has been fully cleared and
assigned for duty. A eopy of this notice will be furnished
the Xnspectien and Security Staff by the Personnel
Division. In extraordinary circumstances the btecutive
(3,12.4441,1,10
aay give verbal authorization for entrance an duty
after'asstring that all required proceasing
has been completed. No individual will be accepted
for duty Unless one of the above provisions has been
met.
(6) tat of security\c ? of, ro +active
employees 1 be obtained the /nape? on and
Security adlybythe Pers0004. Div sion.
..CONFTEN
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gromotion Poliqiec and ?racklures
tos
An employee maybe promoted to a higher grade eUbject
(1) Existence of a Imitable vacancy.
(2) Complete qualifications of the individual
for the vacancy'
(3) Completion of 90 day detail period to position
06-7, or above. Incumbont,s of positions lower.
torelk9
than GS-7=A have assumed the duties of th4g. tion
to which they are being promoted. Prior to the tie
of detail they must meet testing requirements and
qualification standards for the rodonsanded position.
BC employee shall be detailed to a position allocated
higher than one grade above the position which he
currently ?occupies. These stipulations do not constitUtt
a barrier to promotion of an individual whose position
has been reclassified to a higher grade,
(4) Submission of a Personnel Action Request to
the Personnel Division indicating the exact position
and the date the employee is detailed in order that
homey receive credit for the detail period. The
form mat indicate the allocated position that will
be occupied.
(5) Evidence of an efficiency rating as followss
(.4(.05.4 equivalents and telew. Good or better for
MX MMUS PrOCeding promotion
4.1.0.
GEL
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(8) OS-5 through G$-33 or equivalent - Very Good or
ihccollent for Mx months preceding promotion
0844 end above - Fzosellent for one year preoeding
promotion
b. Promotione are limited to one grade elitlept 1noases
where no intermediate grades have been recognised.
c. After considering all the factors indicated above* the
recommending and approving authoritiee will use the following
table as a guide in detemining appropriate time in gregle for
promotion purposes:
3.
2
3
3.
2
3
4
3 months
6
months
11~11111111110610111111.10?11111611111100101MMOWNIMIIMIIIIIIPOINIIIIIIIIMOONMEOMMINIIIIININIIIIIIIIIIIIIMMIll MUM=
11 3.5 montlis
12 :
la MUM'
13
21 zoontha
Mentbe
40,
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? 6.01\1PDEE"
d. Aesistent Directors and Statf Chiefs shall forward
to the Personnel Division a Personnel Action Request containing
sufficient information to indicate compliance with the policies
defined in paragraph 6 above.
e. A request from afield station for a, promotion must
be accompanied by a Position Description (111111111111111111
prepared by the employee, Which outlines the duties and
responsibilities being performed, tegethar with remarks
and certification of the immediate superior. In the case
or e proposed position in the field eervice the deeeription
will be prepared by the individual who is most familiar with
the duties and responsibilities to be performed. The
description must includes
(1) Factual description of the work beim figeTermed.
(2) A statement of degree or difficulty and responsi-
bility inherent in the position.
(3) An account of the nature and extent of supervision,
independent judgment and decisions exercised by the incubbent.
f Upon receipt of a request for a promotion in the
departmental service the Personnel Division will audit the
position involved in order to deternine the level of difficulty,
responsibility, and grade at which the individual is perform-
ing to ascertain whether he should receive a promotion.,
An employee ootapjling a classified position 411 be
advanced to the next higher step within his grade, providing
that lichen tweive.eseihe or service without an esuiraleet
7?-4-4fr-c,t4,