FITNESS REPORT FORM MEETING ON 11 AUGUST 1958

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82-00357R000700030025-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 3
• Document Creation Date: December 9, 2016
• Document Release Date: August 10, 2000
• Sequence Number: 25
• Publication Date: August 25, 1958
• Content Type: MFR

Approved For Release 2000%/16 : CIA-RDP82-00357R000700030025-9
2 5 AUG 1958
SUBJECT: Fitness Report Form Meeting on 11 August 1958
REFERENCE: Memo to Messrs. from
MEMORANDUM FOR TILE RECORD
rs/PD da y 1950
25X1A9a
25X1A9a
25X1A9a 1. Mr. stated that management Staff had sent the new form
25X1A9a to Mr. for review in accordance with new p rocedures regarding
distribution of forms to the field. Mr. will expedite the 25X1A9a
review, and see that it is returned to Management Staff who will send it
to the printer.
2. It was agreed that the new form should be put into use in the
Agency on 31 December 1958. Arrangements will be made to have ample stocks
in supply rooms prior to that date and to pick up all copies of old Fitness
Report forms from supply rooms.
3. The Chief, RSD will be responsible for establishing cut-off dates
for sending out requests for Fitness Reports in accordance with individual's
EOD anniversary date and all other procedures regarding the phasing from
the present system to the new schedule (grade basis).
L+. The Chief, RSD will continue to send out notices of due dates for
initial reports on the monthly basis, as at present, and will be responsible
for initiating annual reports.
5. On 1 November 1958 Chief, RSD will send to Operating Components
rosters of all persons on their T/O's GS-12 and 13. Fitness Reports will
be made for these persons for the period ending 31 December. (These reports
25X1 A6a are due back in the Office of Personnel (a) from Headquarters 31 January
(b) from - Foreign Field 28 February.) RSD will simultaneously send
to, Heads of Career Services rosters of all persons belonging to those
Career Services t. These two simultaneous rosters will be so arranged that
the Headquarters and Field follow-up can be separately handled. The 121s
and 13~ that would have become due in October and November, based on the
present cycle (EOD), will have been screened out of the lists that go out
1 September and. 1 October. These will automatically be included on the
1 November list which includes all GS-12's and GS-13's. In other words,
the last list based on EOD will be issued on l October and lists based on
grade will be henceforth issued on 1 November, 1 February, 1 May and 1 August.
PRESENT: Messrs.
and Mis
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vwo"Wr w
SUBJECT: Fitness Report Form Meeting on 11 August 1958
6. The question of follow up on delinquent initial and annual reports
was discussed.
a. Initial Reports
It was agreed that Chief, POD should be responsible for follow
up on initial reports since that office is responsible for determining
the quality of work of employees in their trial period and for such
following actions which are necessary. The mechanism for the follow
up would be through the medium of the monthly rosters. It was also
agreed that Chief, RSD would have no responsibility for follow up on
delinquent reports#
b. Annual Reports
It was agreed that Chief, POD and Assistant SSA (Personnel)
would be responsible for the follow up on annual reports. The Chief,
RSD will furnish copies of Fitness Report rosters (sent out each
quarter) to the Chief, POD and A/SSA (Personnel) for their use in
determining what annual reports are delinquent...
7. The Chief, POD will have the responsibility of establishing a
central point for passing on acceptability of Fitness Reports prior to
filling in the Official Personnel Folders. A senior officer in POD will
review all Fitness Reports in cases where a Placement Officer believes there
may be a question of the Fitness Report's acceptability or in cases where the
Director of Personnel will or may have to take action as called for in the
regulation and Instruction Sheet, specifically Section F.
8. The Chief, POD will also be responsible for revising criteria for
the Inferior Suitability Watch List.
9. The question of follow up on Reassignment Reports was discussed at
length. It was agreed that a requirement that the Fitness Report be prepared
before a personnel action is approved by the D/Pers cannot be enforced. It
was also stated that there is no way of determining in the Office of Personnel
when a reassignment report is due in cases where the immediate supervisor is
transferred,, since it is not known whether the immediate supervisor is in
fact the Rating Official. It was agreed to leave-Section 5 in the Instructions
and also specify the requirement in the regulation for reassignment reports.
At some later date after the new form is put into effect, a se-,evaluation of
the need for administrative measures to enforce the requirement for reassign-
ment reports can be made.
10. In reference to the regulatory issuances necessary prior to
31 December when the new form becomes effective it was agreed:
2
SECRET
Approved For Release 2000/08/16 : CIA-RDP82-00357R000700030025-9
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SUBJECT: Fitness Report Form Meeting on 11 August 1958
25X1A9a
25X1A9a
(a) An Al] Employee Notice will be prepared by Mr.
This-notice will be a brief announcement of the new Fitness Report
form, the transition problem and the system.
(b) Mr.-will be responsible for preparing the Fitness
Report-regulation. It was subsequently requested by the DD/P that a
copy of the Fitness Report and Instructions be attached to the
regulation in order to make the Instructions a matter of official
record since there is no handbook to outline procedures.
(c) The notice and regulation will be coordinated simultaneously
in accordance with procedures established by the Career Council.
25X1 A9a 11. Mr. will advise Mr. -as soon as 25X1 A9a
possible regarding the best techniques for assembling for overseas use the
Fitness Report Form, Instruction Sheet and Field Transmittal,, Form 15a.
Y- DD/Pers/PD
1 - C/RSD
1-C/POD
1 - C/P & P Staff
1 - A/SSA.
25X1A9a 1 - Mr.
1 - D/Pers chrono
25X1A9a
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