Preparation and Maintenance of APAR for 2014-15

OFFICEoFTHEPRINCIPALCONTRoLLERoFACCoUNTS(FYS)
OO1
1O-A, S. K. BOSE ROAD, KOLKATA - 7OO
Dated: 18.03.2015
No. AN-l/O/l S/Vol.- XVII
To
I.
All Controlters of Fin ance & Accounts (Fys')'
Group, Bolangir, Dehradun, Kanpur &Medak,
Jabalpur, Ambajhari. Kirkee, Avadi, eengut
2. The Director, RTC (ER), Kolkata'
Rajgir' Nalanda - 803121'
3. The Officer in Charge, AO OF,
Kolkata'
4. A.C.As / S.A.Os / A'Os in Main Office'
DetailedinstructionsregardingfinalizationofAPARsandthetimeschedule
to time for information and guidance of all
have been issued by this office from time
It is, however' seen that the time schedule is not
Reportinq/Reviewins/Acceptins officers.
promotion/confirmation'
strictly and as a result convening of DPCs for
being observed
for deputation get delayed and the
MACP, Review cases under FR 56 (J) and empanelment
for no fault of them'
affected employees are being penalized
PT OM
Pt.II) dated
23
of
APAR-As per the schedule the due date for finalization
In view of the position stated above it is
ApARs has been fixed as 31't August' 2015.
requestedtoensurethatallAPARsfortheyear2Ol4-15arefind.izedandsubmittedtotlris
office/section by 30.09.15 positively'
T h e fol
torY.!4-g-Pqi4.!ry
2014-15.
l.
forms have been devised with a view to
APARs should be written in a clear way. The
ensuringmaximunrobjectivityinthepreparationofthereport.Infillineupthe
Both the Reporting and the
forms. tick marks and dashes should not be used'
Reviewingofficersshouldindicatetheiropinionbywritingoutinfullthe
the officers/officials qualities' No
appropriate alternatives which best describe
2.
avoided' Sometimes entries may'
cryptic. vague or non-committal remarks are to be
be returned to the Reporting
not be sufficiently meaningful. Such reports should
Officer for reconsideration, amplification or explanation'
J.
Annraisal
officer concerned within stipulated
ln case of non-receipt of APAR Forms from the
Self-Appraisal and a note to this effect
period. the same should be initiated without
rnay be kePt in the APAR'
).
6.
.[u
many cases
it
has been found that the period under repoft shown by the Reporling
Officers differs from that of written in the first page of the APAR, leaving scope fbr
MTPAR or 'No MTPAR' certificate in respect of the concerned
individual. Hence, it is enjoined that the Part - III & IV, Col. I should be identical
initiation
of
u,ith that of written on the cover page & first page of the APAR
7.
The qrades should be assiqned on a scale of 1-10 in whole numbers not in
8
fraction like '6.5 or 8.5' etc. which is not as per extant order.
'Integrity' Column should be specifically written as 'Beyond doubt'.
9.
work for sufficient time to form a definite iudgement, the same may be recorded
clearly. The word like 'may be certified' or 'can be certified' may be avoidecl.
In the event of Disciplinary Case for the period under repoft the 'Integrity' column
shoLrld
If
the
left blank and a separate sheet indicating the details of the case rlay
bc
attached.
10. Where an
officer has taken Earned Leave for a period of more than l5 days. the total
period spent on leave can be deducted frorn the total period spent on arry post. fbr
purposes of computing the period of 3 months which is relevant for writing of entries
in the APAR.
II.
It
is to be ensured that wherever a level is missing. the system is rendered into
t,ur,o
(2) tiers in place of three (3) tiers and under no circumstances it is convefted into
rnulti-tier system. In general terms when a level is missing in the systenr. the
irnrnediate superior officer above the official reporled upon shall initiate the APAR
and next superior officer shall review and accept the APAR.
12.
APAR of SAS Apprentice may be initiated in case he/she has served fora mininrun-r
period of three months and SAS Apprentice may initiate APAR of his subordinate in
case he has supervised them for a minimum period of three months.
13.
APAR tbrrnats of SAOsiAOs/AAOs may be used for writing APARs of SO(A)/SAS
Apprentice.
14. Supervisor (Accounts) may initiate
APAR of his subordinate and reviewed by next
higher authority.
15.
The repofi of an individual will be written by the Repofting Officer under whorn the
individual has served for three months or more during the year under repoft
lrowever:-
-------7
uPvr
over thg worK oT tne olltulal NtrPurLvu
as Reporting
Review and Accept
otflcer and the Accepting officer witl simultaneously
Re
the
ln
f
no
wrrtt
d
least th
o
h reoort
which it re
s
be written at the
rts for the earlier Pafi
immediately thereafter and not deferred
till
ti
and
of transfer
the end of the year'
iii.)lntheeventofRetirement/TransferofReviewingofficerwhilethereisno
have 3
the subsequent Reviewing officer does not
change of the Reporting officer and
Revieiving
conduct of the official Reported upon, the
months experience of the work and
This can be recorded
blank" with a suitable note recorded therein'
portion shoutd be "left
bynewReviewingofficerwhocouldnotreviewthereportbecausehedidnothaveS
months exPerience.
OR
officer does not have 3 months supervision on
officer
no Reviewing officer posted the Accepting
the official Reported upon or there is
If in any pafticular
case (s) Reviewing
Accept the APAR'
rnay himself simultaneously Review and
.iv.)IftheAcceptingofficeralsodoesnothave3monthssupervisionoverther'l,ork
officer) merely see the Report and a note to
of the officer Reported upon he (Accepting
under Reviewing and Accepting Officer
the effect that "The individual did not serve
3
monthsasthecasemaybeandtheAPARtobefinalizedaccordingly,,.
certifl'
official Reportedupon, there is atendencyto
16. Regarding state of health of the
Good' in spite of the fact
the state of the health in general by recording'Good/Very
number of post sanctioned leave on
that the concerned official has availed excess
have availed of post sanctioned leave on
medical ground. In case, where individuals
medicalground(ifitisconsideredexcess)thestateofheatthshouldhavebeen
may be unless the poor state of health has
reviewed as 'Average'/'Poor' as the case
of the individual adversely'
continued to effect the work and conduct
17.
free from bias' malice
The assessment should be an objective assessment
prejudice.
18.
the Self-Appraisal
It is reiterated for the guidance of all concerned that
and
should be
areas of the responsibility and should be
precise. to the point and refer only to the
and no additional sheet is allowed to be
strictly within the prescribed 250 words
attached.
Jvvv'irr- -*--in the pen-plcturc u) w4) vr
justified
adequately
be
grade) would
andsimilarly.anygradeofgorl0wouldbejustifiedwithrespecttospecitic
accomplishments.Gradesofl-2or9-l0areexpectedtoberareoccurrencesand
and
a numerical grade, the Reporting
awarding
tn
them.
justifu
to
hence the need
of his/her
against a larger population
authorities should rate the officer
Reviewing
peersthatmaybecurrentlyworkingunderthem.APARsgradedbetweenStol0will
beratedas.outstanding,unowillbegivenascoreofgforthepurposeofcalculating
averagescoresforempanelment/promotion.APARsgradedbetween6andshortofB
lvillberatedas.verygood,andwillbegivenaScoreofTAPARsgadedbetween4
APARs graded below 4
and shorl of 6
willu"
,ur"o as
.good' andgiven a score of
5'
wiltbegivenascoreofzero.oflateitisseenthatReviewing/Acceptingofficersare
,,
the sam
gradation is absolutely necessary;
over cop ies or
;
ilffi;;,d;-;
;;;;
"
rDApc r^ rhe concerne.
a, APAR'Y':-1,:
::l::":::"
,-nwlprloeftrent of every
officers/staffmembersundertheircontrolandSeparateacKnowtcugcr.'o...",-'-.'
aDArl rncv to he forwafdpL F this
-^r AP
with orieinal
top right
TPAR an
o
"ndorstT:::.::.*t
office. Before forwarding
a stamp as under'
affixing
by
made
be
kindly
page may
"r*i.r,
="r*,
@hePeriodfrom
rtunitY to make anl'
21
ApAR, within fifteen ( 1 5) days
snrries and final grading in
representation against ths
^ -^^.ocantqti.,n
representation shall be
The
;fft"#;"
"tr
l.l.,rt
of the entries in the AeAR.
restrictedtothespecificctualobservationscontainedinthereportleadingto
assessmentoftheofficerintermsofattributes.workoutputetc'While
communicatingtheentries,itshallbemadeclearthatincasenorepresentationis
receivedwithinthefifteendays,itshallbedeemedthathe/shehasnorepresentation
tomake.IftheconcernedPARSectiondoesnotreceiveanyinformationfrornthe
concernedofflceronorbeforefifteendaysfromthedateofdisclosure.theAPAR
will
be treated as
final'
.
r--- +L^ ^..ic
22.Thecompetentauthorityforconsideringadverseremarksundertheexisting
instructionsmayconsidertherepresentation,ifnecessary,inconsultationwiththe
ReporlingandReviewingofficer,iftheyarestillinserviceandshalldecidethe
matterobjectivelybasedonthematerialplacedbeforehimwithinaperiodofthirtl,
ofthe representation'
days from the date ofreceipt
the APAK auuurutrrbrr-atsd
accept and modify
upon rvithin
to the officer reported
l,l.::',Hf:::ffi'f[:Hffi"]ff;;";^.authoritvbvtheconcerned
APAR section'
24.
2
H:::;
ompletion "', "u
5 A sch du e for c
:::::::
is also pertlnsrtt
it
connection
ltn:": r-t^-r. in their respective,e portions
-_ I.l. ln this
e
:tffi?:"J[.il:Hffi:i
I
:,;;';f
::*'U:;lllff#'J,'iilJ':['**'"'
manv'-::;l
the
nnarisation of
ApAR rn
ffi::l:'J1:::t,:i:TJ.:T"-.;
tnu:
is enjoined
tt.ri.
otfi.. and it
SDjlcE
t]-=.-
"o:
ino whichj
.,
tc
teading to
ini'lia'1i'n and
in
Authoritf
::::H:iff:ffi:::','ff1^"JlJi:
,..iou,rv bv the competent
APAR har
r-o roken that the concerned
^--ir-v of t
Reportthe responsibititl'
AsdesiredbytheCompetentAuthority,theantionedt.meschedulemal
rendition of the
t.^iirr,ion/
taken against the
a uno any deray,,
strictly be adhered
* n.."rrur, "o*r"i"ttve
should be pinpoin,"o
action should be
delinquent officer(s)'
IS
under vour control'
seen'
C ofA (FYs) has
receiPt'
P Iease acknowledge
\ (Autu Ghosh)
Accounts (t'Y s.)
Addl. Controller of,
V
7;
Sl.No.
1.
2.
3.
4
5.
6,
7.
Activity
Distribution of blank APAR forms to all
concerned (i.e., to officer to be reported
upon where self-appraisal has be given
and to Reporting Officers where selfaDoraisal is not be oiven).
Submission of self-appraisal to Reporting
Officer by officer to be reported upon
(where applicable).
Submission of report by Reporting
Officer to Reviewinq Officer.
Repoft to be completed by Reviewing
Officer and to be sent to Administration
or CR Section/Cell or Accepting
authoritv, wherever orovided.
Appraisal by Accepting Authority,
wherever provided.
(i) Disclosure to the officer reported
upon where there is no accepting
authority.
(ii) Disclosure to the officer reported
upon where there is acceptinq authoriW.
Receipt of representation, if any, on
APAR.
8.
9.
10.
11.
Forwarding of representations to the
competent authority:
(i) Where there is no accepting authority
for APAR.
(ii) Where there is accepting authority
for APAR.
Disposal of representation by the
competent authoritv,
Communication of the decision of the
competent authority on the
representation by the APAR Cell.
End of entire APAR process, after which
the APAR will be finally taken on record.
Date by which to be completed
31't March. (This may be completed
even a week earlier).
15th April.
30th June.
31st July.
31't August.
(i) l't September.
(ii)
15th September.
15 days from the date of receipt of
communication.
21't September.
06th October.
Within one month from the date of
receipt of representation,
15th November.
3Oth November.
Authority: - DoPT OM No. 21UA1,/2005-Estt.(A) (Pt-II) dated
2g.O7.ZOO9.