EXECUTIVE COMITTEE MEETING NO 2. MONDAY, 30 APRIL 1962 - 1600 HOURS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80B01676R002400030015-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 13
• Document Creation Date: December 15, 2016
• Document Release Date: August 19, 2003
• Sequence Number: 15
• Publication Date: April 30, 1962
• Content Type: MIN

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Monday, 30 April 1962 -1600 Hours
General Carter, :Presiding
Col. White
Mr. Cline
Mr. Karamessines
Mr. Kirkpatrick
Mr. Houston
Mr. Bross
1. Briefing on Cuba by Bill Harvey who described policy
guidelines. approved by the Special Group concerning action in Cuba.
(55 minutes)
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3. Approval was given to proceed with the Language
Development Program as proposed, and also with the new Fitness
Report form.
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Executive Secretary
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Director's Staff Meeting, 24 April 1962
ACTION MEMORANDUM #2
Executive Registry 1
After the discussion at the Director's Staff Meeting this
morning concerning the language development program., you stated
that the final decision on the proposed changes in the program.
will be made in the Office of the DCI,
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Director's Staff Meeting, 2 April 1962
AC TICK M OB #1
i:7ceCutive PLO istr4
To. Mr. Kir ;patrick, Moir. Kar seines, Mr. C11 Dr. Scoville,
Col. White, Mr. Sheldon, W. Kent, Mr. lhoas,
Mr. Eouston, Col. Grogan wia
Attaches is one. copy each of tyre cur ut Fitness art
in use by the Agency and the proposed nev Fitness rt under
consideration for future use.
After so discussion at the Director's Staff Mating, the
D/DCI requested that each a ressee study the new Fitness Report
and suit to Col White as soon. as practicable any substantive
changes they eight feel desim'ble in the proposed. new z epz rt fin.
In giving sideration to this tter, the D,/DCI ff tally
requested that all addressees give careful thought to the gerstion
of 'tether or not the individuals being rated should see the fitness
report at the tin of preparation. This subject will come up
again for discussion at an early meting.
t Fitness Report
2. Proposed Fitness Report
cc: Mr. McCune
,fin. Carter
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DIRECTIONS FOR COMPLETING FORM 45, FITNESS REPORT
GENERAL
1. POLICY
It is Organization policy to inform employees of the effective-
ness of their work performance. Organization policy also re-
quires that supervisors record at least once each year their
opinions and evaluations of the work performance of em-
ployees under their jurisdiction. Evaluations will also be
25X1 made whenever it is necessary or desirable to provide Organi-
zation management with information which may be perti-
nent to future ersonnel actions affecting these individuals.
I outlines policies concerning the require-
ments for submitting initial, annual, reassignment and special
reports, showing the report to the employee and appeals
procedure. The Fitness Report, Form 45, is used to record
evaluations. However, an evaluation in memorandum form
may be substituted for Form 45 for employees in Grades
GS-14 and above.
2. SUBMISSION
The Fitness Report will be submitted in duplicate to the Head
of the Career Service concerned. The Head of the Career
Service will retain one copy and will forward the original
to the Office of Personnel.
3. INITIAL REPORT
A Fitness Report will be prepared for each employee as of
nine months after his entrance on duty with the Organization.
An initial report need not be made when a Fitness Report has
already been made for some other purpose within 90 days
prior to the due date of the initial report. The initial report
is of particular importance in providing a record of the su-
pervisor's evaluation of the employee before the employee
has completed his twelve-month trial period. An initial re-
port may be deferred for a period not to exceed 30 days be-
yond the due date to provide the supervisor with additional
time to evaluate an employee who has been under his jurisdic-
tion for less than 90 days.
4. ANNUAL REPORT
A Fitness Report will be prepared annually for each employee,
except when a Fitness Report has been made for some other
purpose within 90 days prior to the due date of the annual
report. An annual report may be deferred until the employee
has been under the jurisdiction of the supervisor for 90 days.
DUE IN OFFICE OF PERSONNEL
FOR PERIOD ENDING
FROM HEADQUARTERS
FROM FIELD
GS-1 through GS-5
31 March
30 April
31 May
GS-6 through GS-8
30 June
31 July
31 August
GS-9 through GS-1 1
30 September
31 October
30 November
GS-12 and GS-13
31 December
31 January
28 February
GS-14 and above
31 March
30 April
31 May
5. REASSIGNMENT REPORT
Supervisors will prepare a Fitness Report when the supervisor
is changed by the reassignment of the employee or the super-
visor. When the supervisor is reassigned and has numerous
reassignment reports to prepare he needs to complete only
Section B of the report.
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DIRECTIONS FOR COMPLETING FORM 45, FITNESS REPORT
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SECTION A -GENERAL
The items of this section should be completed by the appro-
priate administrative or personnel officer. Special instructions
for completing or omitting items of this part of the report
ratings in Section B should be explained or amplified by sup-
porting statements. In addition, the supervisor may com-
ment here on any extenuating circumstances which affect the
productivity and effectiveness of the employee. Comment
should be made on the relative performance of the person
being rated with other people known to the rater doing com-
parable work. In commenting on the manner of performance
of managerial or supervisory responsibilities, abilities and skills
in such as the following should be considered:
SECTION B - EVALUATION OF PERFORMANCE OF SPECIFIC
DUTIES AND OF OVERALL PERFORMANCE
Rating Scale
The rating scale as set forth in this section in Form 45, Fitness
Report, is to be used to reflect evaluation of Specific Duties
and of Overall Performance. In making your selection of the
adjective evaluation for Section B and in completion of the
narrative in Section C the following factors should be con-
sidered as appropriate:
Cost Consciousness Mobility
Security Consciousness Initiative
Ability to Think Clearly Versatility
Supervisory Effectiveness Productivity
Acceptance of Responsibility Decisiveness
Foreign Language Competence Resourcefulness
Effectiveness of Oral Expression Cooperativeness
Effectiveness of Written Expression Records Discipline
Rating of Performance of Specific Duties
In this section the supervisor will list in order of importance
the most significant duties the employee has performed dur-
ing the rating period. Each duty shall be described in suf-
ficient detail to provide information which may be useful later
in considering. individuals for other assignments. Your evalua-
tion should be recorded by entering the appropriate letter in
the box provided for your evaluation of each duty.
Rating of Overall Performance in Current Position
In making this rating the supervisor should take into account
the employee's conduct on the job as well as his performance
on all specific duties. Each supervisor will weigh these factors
in his own mind so as to arrive at a rating which will reflect
an employee's overall value on the job.
SECTION C - NARRATIVE COMMENTS
In this section the supervisor describes the employee's demon-
strated abilities or deficiences in the performance of his pres-
ent job. This may include comments regarding a specific duty
by direct reference to that duty. Any relatively high or low
Delegation of responsibility
Establishment and maintenance of clear lines of authority
Use of personnel, space, equipment, funds, etc.
Formulation and coordination of programs
Developing teamwork
In completing the ratings on Career-Provisional employees
comment should be made on the intent, capability and desire
of the individual to fulfill the service obligations of the Career
Service to which he is assigned.
SECTION D - CERTIFICATION AND COMMENTS
The person being rated may attach to his fitness report a
memorandum concerning any part of the report. The mem-
orandum will be attached to the original for inclusion in the
Official Personnel Folder.
Reviewing officials are responsible for assuring that all re-
ports made by rating officials under their jurisdiction are con-
sistent and reflect uniform standards of reporting. Through
the counseling and supervision of rating officials, reviewing
officials can play a major role in improving the operation of
the Fitness Report program.
In addition, reviewing officials should as a matter of practice
submit a brief narrative evaluation of the performance and
potential of the individual being rated, noting the degree to
which he is personally familiar with the individual and his
work. Even though the reviewing official may not be able to
evaluate the individual from firsthand experience with him, it
is likely that the reviewing official may be able to contribute
useful information concerning future utilization or training of
the individual based on the review of his record of perform-
ance and assignments.
If the reviewing official is in substantial disagreement with the
rating official he should state whether or not he has discussed
the evaluation with the rating official and the employee.
When a person departs an overseas station without having
been shown his Fitness Report, it is incumbent upon the Career
Service to have the report shown to the individual.
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 EMPLOYEE SERIAL NUMBER
FITNESS REPORT
SECTION A GEN
ERAL
I. NAME (Last) (First) (Middle)
2. DATE OF BIRTH
S. SEX
4. GRADE 5. SD
8. OFFICIAL POSITION TITLE
7. OFF/DIV/BR OF ASSIGNMENT
8. CURRENT STATION
9. CHECK (X) TYPE OF APPOINTMENT
10. CHECK (X) TYPE OF REPORT
CAREER RESERVE TEMPORARY
INITIAL REASSIGNMENT SUPERVISOR
CAREER-PROVISIONAL (See instructions -Section C)
ANNUAL REASSIGNMENT EMPLOYEE
SPECIAL (Specify):
SPECIAL (Specify):
11. DATE REPORT DUE IN O.P.
12. REPORTING PERIOD (From- to-)
SECTION B PERFORMANC
E EVALUATION
W - Weak Performance ranges from wholly Inadequate to slightly less than satisfactory. A rating in this category requires
positive remedial action. The nature of the action could range from counseling, to further training, to placing on
probation, to reassignment or to separation. Describe action taken or proposed in Section C.
A - Adequate Performance meets all requirements. It is entirely satisfactory and is characterized neither by deficiency nor
excellence.
P - Proficient Performance is more than satisfactory. Desired results are being produced in a proficient manner.
S - Strong Performance is characterized by exceptional proficiency.
0 - Outstanding Performance is so exceptional in relation to requirements of the work and in comparison to the performance of
others doing similar work as to warrant special recognition.
SPECIFIC DUTIES
List up to six of the most important specific duties performed during the rating period. Insert rating letter which best describes the
manner in which employee performs EACH specific duty. Consider ONLY effectiveness in performance of that duty. All employees
with supervisory responsibilities MUST be rated on their ability to supervise (indicate number of employees supervised).
SPECIFIC DUTY NO. I RATING
LETTER
SPECIFIC DUTY NO. 2 RATING
LETTER
SPECIFIC DUTY NO. S RATING
LETTER
SPECIFIC DUTY NO. 4 RATING
LETTER
SPECIFIC DUTY NO. 5 RATING
LETTER
SPECIFIC DUTY NO. 8 RATING
LETTER
OVERALL PERFORMANCE IIN CURRENT POSITION
RATING
Take into account everything about the employee which influences his effectiveness in his current position such as per-
LETTER
formance of specific duties, productivity, conduct on job, cooperativeness, pertinent personal traits or habits, and
'
particular limitations or talents. Based on your knowledge of employee
s overall performance during the rating period,
place the letter in the rating box corresponding to the statement which most accurately reflects his level of performance.
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FORM 45 OBSOLETE PREVIOUS EDITIONS. SECRET
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Indicate significant strengths or weaknesses demonstrated in current position keeping in proper perspective their relationship to
overall performance. State suggestions made for improvement of work performance. Give recommendations for training. Comment
on foreign language competence, if required for current position. Amplify or explain ratings given in Section B to provide best
basis for determining future personnel action. Manner of performance of managerial or supervisory duties must be described, if
applicable.
SECTION D CERTIFICATION AND COMMENTS
1. BY EMPLOYEE
I CERTIFY THAT I HAVE SEEN SECTIONS A, B, AND C OF THIS REPORT
DATE
SIGNATURE OF EMPLOYEE
2. BY SUPERVISOR
MONTHS EMPLOYEE HAS BEEN
UNDER MY SUPERVISION
IF THIS REPORT HAS NOT BEEN SHOWN TO EMPLOYEE, GIVE EXPLANATION
DATE
OFFICIAL TITLE OF SUPERVISOR
TYPED OR PRINTED NAME AND SIGNATURE
3. BY REVIEWING OFFICIAL
COMMENTS OF REVIEWING OFFICIAL
DATE
OFFICIAL TITLE OF REVIEWING OFFICIAL
TYPED OR PRINTED NAME AND SIGNATURE
SECRET
When Filled In)
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24 April 1962
SUBJECT: Agency Policy on Surplus Personnel
1. The Executive Committee, in reviewing
the program for releasing surplus personnel, recom-
mended on 23 April, and the Chairman approved, a
policy that the program will continue in accordance
with established procedures of I Iwithout
exceptions.
2. Personnel declared surplus by a Career
Service must be separated from that Career Service.
They are, of course, eligible for transfer to other
Career Services but must become bona fide members
of the Career Service to which transferred.
Distribution:
Orig - File
1 - DD/S
1 - D/Pers
1 - Gen Counsel
1 - Acting IG
1 - Exec. Dir.
Executive Secretary
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MONDAY 30 APRIL 1962 - 4:00 P. M.
1. Briefing on Cuba
3. Language Development Program ..... (Kirkpatrick)
wail "w
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26 April 1962
MEMORANDUM FOR: Executive Director
SUBJECT DD/ A Comment on 0Th Proposal for
Revising the Language Development
Program
1. With the exception of some specialists in Headquarters
elements who constantly deal with foreign language publications,
the Language Development Program of the Agency is directed
primarily toward the development of proficiency in CS employees.
Since this is the case, the following comments are in the nature
of observations for whatever relevance they may have to the major
problem facing the Agency in this field.
2. Having said this, let me record my belief that voluntary
part-time language study will seldom, if ever, develop really
usable fluency in foreign languages in those individuals where
competence is needed. Our experience with the present program
has indicated quite clearly that cash awards for voluntary study
often accomplish little more than enriching professional linguists
and persons to whom such learning comes easily, many of whom
have no intention (or indeed, ability) to use it operationally.
3. If this observation is accurate, it then follows that the
only effective way to increase language competence is through
directed, duty hours study, usually full-time, to be engaged in
by selected individuals. The question then arising is whether
simply being on the payroll during such study is sufficient compen-
sation. I would argue that it is, in the case of Modern European
languages whose utility is quite broad and the learning of which
does not require either a long investment in time or a tentative
commitment to a relatively narrow field of endeavor. On the
other hand, learning the very difficult and increasingly more
important languages of the less developed world (including China)
does entail arduous study and an implied commitment to a some-
what narrow specialization. The Russian language is a special
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case, being both difficult and of enormous importance. I do not
think we would be amiss in sweetening these situations by granting
substantial cash awards for the acquisition of usable fluency in
such languages. (Cf, the KGB rate.) The number of awards
would not be great in any case, and the prospect of such awards
could be considered an incentive toward intensive application to
the task of learning. For those who do not achieve the desired
proficiency, the fact that they had been on the payroll during the
process would be considered adequate compensation. It is
probably worth repeating that the Agency should not invest the
time and money in providing such training unless it is in reason-
able anticipation of a specific assignment requiring the use of
the language.
3. With this background, the following are my comments on
the specific recommendations of the Office of Training:
a. Eliminate awards for directed (i.e., duty hours)
training.
Comment: Concur in the case of Modern European
languages; non-concur in the case of others.
b. Eliminate awards for FRENCH, GERMAN, SPANISH
and ITALIAN.
Comment: Concur
c. Eliminate awards for maintenance of proficiency.
Comment: Concur in the case of Modern European
languages; non-concur in the case of others.
d. Require certification by Heads of Career Services,
prior to granting awards, in each case, that persons receiving
awards will have reasonable possibilities of using the language
for the Agency.
Comment: Concur
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e. Pay achievement awards for voluntary training as follows :
PROFICIENCY (type) SPECIALIZED COMPREHENSIVE
PROFICIENCY (level) INTER HIGH INTER HIGH
$200 $400 $300 $600
Comment: Concur (though I doubt there will be many
awards).
f. If it is desirable to continue some Incentive to maintain
proficiency, "use awards" could be established. Use awards
would either be calculated on a percentage of base pay, or be a
fixed lump sum, paid annually in either case, throughout the
duration of an overseas tour, to all persons serving overseas who
qualified at designated levels of proficiency in the use of the
official foreign language, or a designated important secondary
language. Suggested values for use awards are:
PROFICIENCY (type) SPECIALIZED
COMPREHENSIVE
PROFICIENCY (level) HIGH
INTER
HIGH
Percent of Base Pay
3%
3%
5%
Lump Sum
$400
$400
$800
Comment: Concur
siGNED
HERBERT SCOVILLE, Jr.
Deputy Director
(Research)
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