Acr instructions

INSTRUCTIONS ABOUT WRITING ACR/PER

By

TARIQ MAHMOODD.D(F)

Policy & Strategic Planning Unit

2

TO ENABLE THE PARTICIPANTS TO UNDERSTAND:-

1. WHY A PERFORMANCE EVALUATION REPORT (PER) IS ESSENTIAL2. HOW TO FILL UP ONES OWN PER FORM3. HOW TO WRITE PER AS REPORTING OFFICER4. ACTING AS THE C/S AUTHORITY FOR PER 5. THE TIME LINES FOR PER WRITING 6. KNOW THE RELEVANT RULES

OBJECTIVES OF THE SESSION

3

THERE ARE TWO MAIN OBJECTIVES OF PER WRITING:-1. TO IMPROVE PERFORMANCE OF THE SUBORDINATES IN THE PRESENT JOB2. TO ASSESS THEIR POTENTIALITIES AND PREPARE THEM FOR THE JOBS SUITABLE TO THEIR PERSONALITIES.

OBJECTIVES OF WRITING A ‘PER’

THE INSTRUCTIONS WILL APPLY TO ALL GOVERNMENT SERVANTS SERVING IN CONNECTION WITH THE AFFAIRS OF THE PROVINCE OF THE PUNJAB, EXCEPT THE FOLLOWING:-

(I) JUDGES OF THE PUNJAB HIGH COURT

(II) MEMBERS OF THE PPSC

WHOSE ‘PER’ IS ESSENTIAL

TIME LINES FOR COMPLETION OF ACRS

Sr. No Activity Timeline

1 Submission of Part-1 of ACR form duly filled by the officer/official

1st day of January

2 Recording of remarks by the RO and its submission to C/S Officer

By 8th January

3 Recording of remarks by the C/S officer and forwarding it to 2nd C/S Officer

By 16th January

4 Recording of remarks by the final C/SOfficer

Within one week

5 Report writing should be completed Within the month of January

6 Prompt writing of confidential reports To be ensured by the authority

7 Required for promotion For all cases presented forconsideration of promotion after 31st

March

6

WHEN WILL A REPORT BE DUE

Three months include the actual periods, spenton duty (From the date of joining)

No ACR is required for the period theofficial/officer remained under suspension

Instead a certificate in the Character Roll (CR)Dossier will be placed

No ACR for the whole year if the stretch of theperiod spent in various positions or under variousofficers is less than 3 months

7

If a Government servant is placed on Special Reportfor any reason, it should be placed on the CharacterRoll

Reports of persons on deputation

The organizations will decide about the initiatingauthority and the channel of submission.

No ACR need be written if the government servantswork in private firm.

No reports on officers on deputation to foreignorganizations.

8

SPECIAL REPORT

CHARACTER ROLLS a) Name and qualification

b) Father's name

c) Date of birth

d) Place of domicile

e) Place where immovable property, if any, is held

9

Report on Integrity

Integrity is the most important trait of character of a Government servant

If any official dabbles in politics

It should be specifically brought out in the general remarks

Action where more than one reporting officer is eligible to record report

A separate report shall be recorded by each officer provided the condition about minimum period prescribed for writing a report is fulfilled

10

More than one countersigning officer

If there were more than one C/S officers, the PER/ACR will be C/S by the officer who has seen the performance of his subordinate for the major part of the year.

Action in case of inquiry, warning or communication of displeasure

It should be reflected in the report

The result of representation, if filed, should also be reflected in the report.

11

Communication of adverse remarks

The Heads of Attached Departments, Secretaries toGovernment and other authorities dealing finally with thereports ensure that the defects pointed out in theconfidential reports/evaluation reports recorded by Headsof Training Institutes have been communicated.

The timely communication of the report containing

adverse remarks

It needs to be communicated to the civil servant concernedwithin one month from the date of completion of report.

OR as and when it comes to the notice. 12

If the highest officer, C/S officer does not comment on any remark

of a lower authority, it will be presumed that he has accepted it.

If the report containing the adverse remarks isnot communicated, or

If communicated with no record of its having beencommunicated and acknowledged by the civil servantconcerned,

the adverse remarks contained therein should be ignored forpurposes of promotion and premature retirement. 13

The integrity rated “average” shall not be construed adverse &

needs not to be communicated to the civil servant

In case of retired Government servants,

Communication of adverse remarks is notnecessary if the pension has been sanctioned

In case, the pension has not been sanctioned andthe remarks are of serious nature which pertain tointegrity and are likely to result in reduction inpension then they should be communicated withinthe prescribed time limit and not otherwise 14

If the same reporting officer records adverseremarks for two successive years

The officer reported upon should be placed under another

reporting officer.

Expunction of adverse remarks

The civil servant can apply for expunction of such remarks

within one month of communication.

The decision on his application should be taken within 90 daysof the making of representation.

The orders will not be reviewed by the successorauthorities.

The Expunging Authority will also give his own assessment.15

Maintenance of Character Rolls

These are required to be maintained in duplicate except wherespecified otherwise.

In case an officer has received Honor / Award

Suitable entry should be made in the Character Roll and copy ofcitation be placed in it.

Letters of commendation which may be issuedto the officers

Placed on the C.R. Dossier of the officers concerned, and a copyshould be endorsed to the officer concerned.

16

The reports of officers detailed for training atvarious institutions, e.g.,

Administrative Staff College, N.I.P.A., Pakistan Academy forRural Development etc., will be placed on the CharacterRolls of the officers. Similarly the assessment reports on theofficers attending training courses abroad shall also formpart of their CRs.

A note may be recorded in respect of the periods for which reports do not exist

In the Character Rolls due to long leave or other causeswhich should be stated in proper sequence of the filling ofthe reports. 17

Preservation of Character Rolls

For retired Government servants ten years or up to the ageof 65 years whichever is later.

Relieved from Government service otherwise than byretirement, at least for ten years.

Character Roll will be destroyed by burning.

Writing or C/S of ACRs by retired officers

Asked to write/countersign reports, on the officers and staffwho have worked under them for more than threemonths.

18

Instructions For Filling Up ThePerformance Evaluation Report Forms

1. (i) The quality of PER is a measure of the competence of theRO and C/S Officer.

(ii) The Reporting and C/S Officers should be

(a) as objective as possible;

(b) clear & direct

& not ambiguous or evasive in their remarks.

2. The forms are to be filled in duplicate. Part-I will be filledby the officer being reported upon and should be typewritten. 19

3. Part-II to III and IV will be filled by the Reporting Officer

&

Part-IV. Part-V will be filled by both the reporting officer and Countersigning Officer.

4. Assessment in the PER should be confined to the work done by the officer reported upon during the period covered by the report.

20

Instructions continued……

5. Reporting Officer is expected to counsel the officerbeing reported upon about his weak points and advisehim how to improve. Adverse remarks should normallybe recorded when the officer fails to improve despitecounselling.

6. The PER form should be filled in a neat and tidymanner. Cuttings/erasures should be avoided and mustbe initialled, where made.

21


8. For uniform interpretation of qualities, etc., listed inPart-III, the two extreme shades are mentioned againsteach item. For example, a very courteous official willbe rated ‘A’ in Part-III. A haughty and ill-behavedOfficial will merit a 'C' rating.

9. The Countersigning Officer should weigh the remarksof the Reporting Officer, compare him with otherofficials of the same grade working under differentReporting Officers but under the same CountersigningOfficer, and then give his overall assessment in Part-V.

22


In certain categories of cases remarks of a SecondCountersigning Officer may also be required to be recorded.

In cases where the work of the official reported upon issupervised also by an officer outside the normal chain ofsupervisory command in respect of some technical aspects,such officer may send his remarks in respect of such specificaspects to the Second Countersigning Officer by the thirdweek of January through a separate sealed cover.

23


10. If the Countersigning Officer differs with the grading orremarks given (in parts other than Part-III) by the ReportingOfficer, he should score it out and give his own grading in redink. In Part-V he is required to give his own assessment inaddition to that of the Reporting Officer.

11. The Countersigning Officer should underline, in red ink,remarks which in his opinion are adverse and should becommunicated to the officer reported upon.

24


25

QUESTIONS, IF ANY.

26

THANKS

Acr instructions

Education

Transcript of Acr instructions