Professional Documents
Culture Documents
TO DELIBERATE ON:
WHY? WHEN? WHAT?
&
HOW?
SEMINAR ON APAR
WRITING
PREFACE
ACR / APAR are important documents.
These are necessary inputs for taking
decisions in the matter of promotion,
placement, training, premature retirement
etc.
They are supposed to serve the interest of
both organization as well as its members.
They have a very important bearing on
the efficiency of the public service and
motivation of its members.
BACKGROUND
Prior to reporting period 2008-2009, Annual
Confidential Report (ACR) was being
maintained in the Indian Railways.
Only the adverse remarks in the ACR
needed to be communicated to the
concerned officer for representation, if any.
Identity of the officer commenting
adversely in the ACR was not disclosed
while making such adverse communication.
BACKGROUND (Contd)
In a case filed by Dev Dutt vs Union of
India, (Civil Appeal No. 7631 of 2002), the
Supreme Court of India held in their
judgement dated 12.5.2008, that the
object of writing confidential report and
making entries is to give an opportunity to
the public servant to improve his
performance.
This judgement signalled the beginning of
a new era.
BACKGROUND (Contd)
The 2nd Administrative Reforms Commission in
their 10th Report also recommended that the
performance appraisal system for all services
be made more consultative and transparent on
the lines of the PAR of the All India Services.
The basic aim was to ensure fairness and
transparency in public administration.
Hence, the existing nomenclature of the Annual
Confidential Report (ACR) was modified as
Annual Performance Appraisal Report (APAR)
and introduced in the Indian Railways from the
reporting period 2008-2009.
Now, the complete APAR is communicated to
the officer.
WHY ? (Contd.)
Success of the reporting system depends
on the following principles:
(i) Absolute objectivity of the assessors.
(ii) Setting of quantitative/physical/
financial targets in the beginning of the
year in consultation with officer to be
reported upon.
(iii) The indices used while setting targets
should be relevant and measurable.
WHY ? (Contd.)
(iv)
When To Write An
APAR ?
PRESCRIBED FORMS GC 16
(NON-GAZETTED STAFF)
ANNEXURE-V (REVD.2003) : FOR STAFF IN
RS.1200-2040 ( i.e. GP-RS.2400/2800)
ANNEXURE-IV(REVD.1987) : FOR
TEACHERS/NSTRUCTORS
ANNEXURE-III (REVD.1987) : FOR PWIs,
APWIs, SIGNAL INSPECTORS & ASSTT.
SIGNAL INSPECTORS
ANNEXURE-II(REVD.1987) : FOR IOWs &
AIOWs
ANNEXURE-I(REVD.2003) : FOR REST OF THE
STAFF.
PRESCRIBED FORMS
(GAZETTED OFFICER)
WHEN? (Contd)
Similar report shall also be written and
submitted on transfer of an officer from
one railway to another during mid year, if
the officer has worked in a post for a
period of not less than 90 days.
While calculating the period of 90 days,
period spent on leave, training etc.,
should be debited from working
period.
WHEN? (Contd)
When a reporting officer vacates his post
on account of transfer, retirement etc.,
he should, before making over charge of
his post, or immediately thereafter, record
APARs of all employees who have served
under him for a period of not less than
90 days.
It should not be deferred till the end
of the year.
WHEN? (Contd)
Normally for each year there should be only
one APAR.
However, there is no objection to two or more
reports being written during a year by
different Reporting Authorities subject to the
condition that the officer reported upon has
worked at least 90 days under each Reporting
Officer on which he can base his Report.
Where more than one Report is written in the
course of a year, each Report should
indicate precisely the period covered by
it.
Supply of Forms
: 25th of March
Self Appraisal by
: 15th of April
Reporting by
: 15th of May
Review by
: 25th of May
Acceptance by
: 30th of May
Communication by
: Next Working
Day
This schedule is expected to be
followed while preparing non
gazetted APAR also.
1.
2.
3.
4.
5.
6.
WHAT ? (Contd)
It is the responsibility of the Reporting
Officer that no delay in writing APAR
occurs.
Maintain the time schedule at all levels of
writing.
If self - appraisal is delayed, APAR may
be written without self appraisal.
The Columns should be filled with due care
and attention and after devoting adequate
time.
WHAT ? (Contd)
Words and phrases should be carefully
chosen and should accurately reflect the
intention of the authority recording
answers.
Please use unambiguous and simple
language. Omnibus expressions like
Outstanding, Very Good, Good,
Average, Below Average while giving
comments should be avoided.
Remember that a casually written report
will be easily discernible to the higher
authorities.
WHAT ? (Contd)
WHAT? (Contd)
Where for a period of report, there is no
Reporting Officer with the requisite work
period of 90 days, to initiate the report, the
Reviewing Officer himself may initiate the
report provided the Reviewing Officer has
been the same for the requisite period of
report and he is in a position to fill in columns
meant for Reporting Officer.
Where a report is thus initiated by the
Reviewing Officer, it will have to be submitted
by him to his own superior for Review.
WHAT? (Contd)
The Reporting and Reviewing Officers
should not be the same. The Accepting
Authority should act as Reviewing Officer
too, if required.
In any other eventuality, where an APAR
could not be written, the same may be
reported by Reviewing/Counter signing
authority.
Where the Reviewing authority/Accepting
authority disagrees with the assessment
given by the Reporting Officer/Reviewing
Officer as the case may be, he should
clearly mention the reasons thereof.
WHAT? (Contd)
Maintain consistency while writing APARs at all
levels. Do not forget to maintain parity
between remarks recorded against
ATTRIBUTES columns of the APAR (PT.III (b) of
the gazetted APAR and SECTION-II of the nongazetted APAR) and the OVERALL GRADING
recorded for a particular year.
Where the Confidential Report in respect of an
officer/official could not be written, a
certificate explaining such circumstances
should be issued by the competent authority
and placed in the APAR dossier.
SEMINAR ON APARS
CONCLUDED
THANKS AND REGARDS