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APAR for Central Government Employees – Frequently Asked Questions

Annual Performance and Appraisal Report (APAR) for Central Government Employees has evalved from Annual Confidental report written by higher officials for their subordinates – Here are important APAR Frequently Asked Questions compilation for knowing the features of APAR in the correct perspective

1.What is the importance of APAR?

A. The importance of APAR is in the interest of service and also of the officer. His work, conduct, character and capabilities can be accurately judged from the recorded opinion.

2.What are the two principal objectives of the system of APAR writing?

A. (a) To improve the performance of subordinate in his present job.
(b) To assess his potentialities and provide him appropriate feedback for correcting his deficiencies and improve his performance.

3.What is the basic condition of the reporting officer for writing the APAR of his subordinate?

A. The Reporting officer has at least 3 months experience of having supervise the work on which he can base his report on the officer reported upon.

4.Can the Reporting Officer give the report of his subordinate without self appraisal?

A. Yes. If there is delay in submission of self-appraisal by the officer reported upon, the reporting officer should give the report without self appraisal making a suitable note.

5.What would be the grave effect of negligence on the part of the Reporting officer?

A. Slightest default or negligence on the part of Reporting Officer may lead to grave injustice to the officer reported upon by marring his future.

6.What type of remarks should be avoided in the APAR?

A. Cryptic, vague or non-committal remarks should be avoided in APAR.

7.Why three tier system of reporting has been provided in DAD?

A. A three tier system of reporting has been provided to minimise the operation of subjective human element and conscious/unconscious bias in reporting.

8.Can Accepting Officer record his comments regarding the work and conduct of an officer reported upon?

A. No. There is no provision for any authority other than the Reporting officer and the Reviewing Officer for recording his remarks on the work and conduct of an officer.

9.Shri X an Auditor was issued charge-sheet on 26.12.07. He was awarded punishment on 10.4.08. What would be the effect of punishment on the APAR for 2007-08 and 2008-09.

A. No entry in APAR 2007-08. Entry to be reflected in APAR 2008-09. An entry relating to penalty awarded should be recorded in the report for the year in which punishment order is issued duly noting therein the period when the offence was committed.

10.What is the objective of result oriented performance appraisal system?

A. To have quantitative and qualitative assessment of work performed by a Govt. Servant with the related rewards and punishments reflected in his confidential report.

11.What is the time limit for communicating adverse remarks?

A. Adverse remarks are to be communicated within a period of one month from the date they are recorded, which should be done within one month of the expiry of the report period.

12.What is the time limit for taking decision on representation against adverse remarks?

A. Within 1 month from the date of submission of representation.

13.What is the time limit for appeal against rejection of representation for adverse remarks?

A. Within 6 months of such rejection of representation against adverse remarks.

14.Shri ‘X’ a Sr Auditor worked under AAO ‘Y’ for the period from 1.4.07 to 31.7.07. Shri ‘X’ was on EL for 40 days from 1.6.07 to 10.7.07. Shri Y is transferred out to other office from 4.9.07. Whether Shri ‘Y’ AAO can write the APAR of Shri ‘X’, Sr. Auditor?

A. No. For computing period of 3 months leave availed more than 15 days is to be deducted.

15.Can Reviewing Officer review the ACRs after retirement? What is the course of action when a Reviewing Officer retires and new Reviewing Officer does not have 3 months experience of the work of the officer reported upon?

A. Yes. Reviewing Officer can review the report within one month of his retirement. If reviewing officer is not having three months experience of the work of the officer reported upon, reviewing portion will be left blank with suitable note. This note will be recorded by new reviewing officer.

16.What is the course of action when no Reporting Officer is having the requisite experience of 3 months or more during the period of Report?

A. In such a case Revewing Officer himself should initiate the report as Reporting Officer and the same will be reviewed by the next higher authority.

17.Whether Reporting/Reviewing officer placed under suspension can write /review the APAR of his sub-ordinantes?

A. To be got written /reviewed within two months from the date of his having been placed under suspension or within one month from the date on which the report was due. If for major portion of the report he is under suspension he should not be allowed to write/review the report of his subordinate.

18.Whether Reporting Officer can write the APAR of his near relative?

A. As far as possible near relative should not be posted under him for longer period. If in-escapable the APAR would be written by Reviewing Officer.

19.Can the Reporting Officer write the APAR of his subordinate after retirement?

A. Yes. Within one month of his retirement or demission of office.

20.Shri ‘X’ Senior Auditor was issued charge sheet in the month of August 2005. He was awarded punishment in the month of May 2006. In which annual APAR the entry relating to penalty will be recorded?

A. An entry will be recorded in the APAR of the year in which penalty is awarded i.e. 2006-07.

21.Reporting officer ‘X’ was suspicious about the ‘Integrity’ of the reportee employee while writing APAR for the period from 1.4.05 to 31.3.06 on 15.4.06. Inquiry was initiated and on receipt of Inquiry Report the employee was found guilty and punishment was issued on 15.10.06. How integrity column for the APAR of 2005-06 will be completed?

A. Integrity column for the APAR of 2005-06 will be left blank, a secret note will be attached.

22.Sr. Auditor ‘X’ was awarded punishment on 10.4.08 for the misconduct committed on 15.12.06. In which APAR the act will be reflected?

A. It will be reflected in the APAR of 2008-09.

23.What is the time limit for taking a decision by the competent authority on the representation made by the reportee against adverse remarks in APAR?

A. one month.

24.Shri ‘X’ an AAO was denied promotion to the post of AO on the grounds that there were adverse entries in his APAR which were not communicated to him. Please comment.

A. Action taken by the competent authority is not in order. Adverse entry in APAR cannot be acted upon to deny promotional opportunities unless it is communicated to the person concerned, so that he can exercise his right to make representation against the same.

25.Whether APAR can be written or reviewed by the officer placed under suspension?

A. If the Reporting/Reviewing officer is under suspension when the APAR has become due, it may be written/reviewed by the officer placed suspension within two months from the date of suspension or within one month from the date on which the report is due, whichever is later.

26.Whether Reporting Officer can write the remark as ‘Not Applicable’ against Integrity column?

A. No. He has to certify or leave it blank.

27.Reviewing officer has recorded the remark as ‘Over pitched Report’. Whether it can be treated as adverse remarks?

A. No, unless reviewing officer makes specific mention that it should be treated as adverse remarks.

28.Reporting Officer graded the senior auditor ‘X’ as outstanding. The reviewing officer also endorse it. But the accepting officer while recording his agreement with the assessment of reporting and reviewing officer graded the sr. auditor ‘x’ as very good. Comment on the remarks of Accepting Officer?

A. Action of Accepting Officer is not in order as he has already recorded his agreement with the assessment of Reporting/Reviewing Officer. He should not downgrade the report from ‘Outstanding’ to ‘Very Good’ without assigning justified reasons.

29.Why APAR is an extremely important and vital document?

A. (a) It provides the basic and critical inputs for assessing the performance of an officer/staff member for further advancement of his career.
(b) The officers/staff members career is either made or marred on the basis of his APAR.

30.Why three tier system of APAR Writing is introduced ?

A. In order to ensure a greater degree of objectivity and fairness in assessing the performance of Govt. servant.

31.What is the principal objective to be kept in view while writing APAR ?

A. (i) The report brings out distinctive merits and weakness of the reportee officer. (ii) The assessment should be objective, free from bias, malice and prejudice.

32.Whether Reviewing Officer can return the APAR to Reporting Officer if he notices inconsistencies/ irregularities in the remarks of Reporting Officer?

A. Yes. He is duty bound to return the reports to reporting officer for setting right such inconsistencies and irregularities.

33.Why performance of the officer is to be reviewed at regular intervals?

A. To take corrective steps by way of advice preferably in writing wherever performance level are below targets.

34.Whether advisory remarks without any specific mention in the APAR can be treated as adverse?

A. No. It should not be treated as adverse if no specific mention is made.

35.Whether Accepting Officer who has accepted the report as ‘adverse’ can consider the representation against adverse remarks?

A. No. It should be considered by an officer immediately superior to the Accepting Officer.

36.The reporting officer has recorded in part III that the reportee official is ‘amenable’ to discipline and while completing the column regarding his conduct with subordinates and superiors it is mentioned as ‘needs improvement’. Comment.

A. This is the best example of inconsistency /irregularity in reporting.

37.The reporting officer recorded the state of health as ‘very good’ in the APAR of his subordinate. Later on he changed and graded the health as ‘poor’ with the endorsement thereon that the same was done on the direction of AN Section. Comment on the action of Reporting Officer.

A. This is a clear case of lack of independent assessment.

38.The Accepting Officer accepted the report as ‘Very Good/Adverse’ and communicated the adverse remarks to the official.

A. Action of accepting officer is not in order. The remarks are ‘ambiguous’.

39.Shri ‘X’ Sr. Auditor submitted fraudulent LTC claim on 31.12.07. He was issued charge sheet on 18.1.08 and after completion of disciplinary proceeding, he was awarded punishment on 15.4.08. What would you write in the integrity column of APAR for the year 2007-08 and 2008-09.

A. (I) 2007-08 – column to be kept blank and secret note to be attached.(II) 2008-09 – Integrity to be certified.

40.Who will accept the report of officer on deputation, which is written by borrowing department?

A. Reports written by borrowing departments are not to be accepted but only to be seen by the competent authority..

41.What is the retention period of APAR of deceased employee?

A. Two years.

42.How long APAR of retired /dismissed/resigned Govt. servant can be retained.

A. Five Years.

43.Can request for transfers on medical ground be linked with health column in APAR?

A. Yes. PCsDA/CsDA can link the entries in health column of APAR and application for transfer on medical ground and lookout for the justification of the variation therein, if any.

44.Who will write CR of officers if on deputation to UN where there is no practice of writing of CR.

A. It is not necessary to get the report but entry to this effect is to be made in CR Dosier that he was on deputation to UN.

45.Whether additional sheets can be attached to the APAR form for writing self appraisal if the space allotted is not sufficient?

A. No. Only the space provided for in the form is to be used. No annexure is permissible.

46.Whether columns of APAR can be left blank after expunction of adverse remarks by the competent authority?

A. No. Competent authority should order suitable modification of the relevant remarks in a suitable manner so that the columns in question do not remain blank.

47.On receipt of representation against adverse remarks competent authority feels that the remarks should be toned down, whether correction can be made in the earlier entries?

A. No. Competent authority should make necessary entry separately with proper attestation at appropriate place of the report. Correction should not be made in the earlier entries.

48.What is the time limit for disposal of representation against adverse remarks? Whether the adverse remarks will be operative if representation is filed within prescribed time limit?

A. Within one month from the date of submission of representation. Adverse remarks should not be deemed to be operative if any representation filed within time limit is pending with competent authority.

49.How many times and within what period representation can be made against adverse remarks?

A. Once only. Within 30 days of the date of communication of such remarks.

50.Is it mandatory to contain assessment of two officers in an APAR?

A. Yes.

51.Whether other than R.O.s and Reviewing Officers can record their remarks/comments in APAR?

A. No. There is no such provision for any authority other than RO and Reviewing Officer for recording remarks/comments of the work and conduct of the officer.

52.Is disagreement of self appraisal by Reporting officer tantamount to Adverse entry in APAR ?

A. If the reporting officer desires and there is sufficient proof in support.

53.Is it mandatory to find a place in APAR all warnings /reprimands /displeasure issued to an official?

A. Only cases in which the officer has not shown any improvement despite issue of letters.

54.Who is competent to issue warning to an official?

A. Reporting Officer.

(i) Since when the entire remarks in the APAR is being conveyed to the officer reported upon for representation, if any ?

Answer — From the report for 2008-09 onwards.

(ii) On the basis of representation submitted for upgrading the grading in the ACR/APAR under OM dated 13.4.2010, can a review DPC be convened if the Competent Authority upgrades the grading to the benchmark level ?

Answer — The O.M. No. 21011/1/2010-Estt.A dated 13.4.2010 does not envisage any review DPC and it is concerned with future DPCs only to be held after the date of issue of the O.M.

(iii) What are the time schedule for completion of various processes in the APAR ?

Answer— Annexure—III to O.M. No. 21011/1/2005-Estt. (A) (Pt-II) dated 23rd July, 2009 refers. This O.M. is available in this Department’s website.

Commercial Employment after retirement for Group ‘A’ Officer

(i) What are the provisions in this regard?

Answer:— Rule 10 of the CCS(Pension) Rules, 1972 has the provisions in this regard. The latest amendment to the above rule in the CCS(Pension) Rules was notified on 23.11.2006. The procedure for grant of permission to the pensioners for commercial employment after retirement has been indicated in O.M. No. 27012/5/2010-Estt.(A) dated 5.12.2006, a copy of which is available in this Department’s website.

(ii) What is the procedure to grant permission to take up commercial employment after retirement in respect of officers retired at the level of JS/equivalent and above?

Answer: — The cadre authority/Ministry/Department from which the officer retired has to examine the proposal with reference to guidelines in this regard given in sub-rule(3) of Rule 10 of the CCS(Pension) Rules. After approval to the proposal by the Minister-in-charge of the cadre controlling Department of the Service to which such persons belongs to, and the Minister-in charge of the Department where such a person worked during last one year, the proposal has to be forwarded to for further processing.

(iii) What are the documents to be furnished to DOP&T when a proposal to grant permission to take up commercial employment after retirement in respect of officers retired at the level of JS/equivalent and above is to be considered by DOP&T ?

Answer:— The formal written request of the retired officer, notes examining the fulfillment of guidelines given in sub-rule(3) of Rule 10 of CCS(Pension) Rules, 1972, approval of the concerned Ministers to the proposal as explained in the previous question, the offer for commercial employment received by the retired officer, Form 25 appended to the CCS(Pension) Rules duly filled in and signed by the retired officer, an affidavit from retired officer as stated in the aforesaid O.M. dated 5.12.2006, integrity certificate for the retired officer and a check list appending the clauses (a) to (1) of sub-rule(3) of Rule 10 of CCS(Pension) Rules and the answer to such issues. The ACR APAR dossier of the retired officer should also be linked.

Get the APAR forms applicable for various cadres in Central Government Departments

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