Subject: Annual Performance Report of the officers furnishing of requisite information thereof. Circular No.06-GAD of 2015, Dated:

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1 Fax No (S) (J) Government of Jammu and Kashmir, General Administration Department, (Services), Civil Secretariat, Jammu. Subject: Annual Performance Report of the officers furnishing of requisite information thereof. Circular No.06-GAD of 2015, Dated: Attention of all concerned is invited to the Government Order No GAD of 2001 dated , detailing the procedure for writing up, custody and maintenance of the Annual Performance Reports of all the gazetted officers. The Government Order, inter-alia, mentions that the Secretaries to the Government shall obtain statements from the Heads of the Departments on the prescribed proforma, forming annexure to this circular, showing names of officers in respect of whom the reports have been initiated/reviewed/accepted. It is also mentioned that the process should be monitored from time to time so as to ensure that the APRs in respect of all the officers in a department are written, reviewed and accepted within the prescribed timelines. The instructions, inter alia, contained in the aforesaid Government Order stand conveyed to all the concerned through various circular instructions, issued from time to time, the latest being Circular No. 34-GAD of 2014 dated , which is available on the official website of the General Administration Department. As per the stipulated timelines, every officer, to be reported upon, has to record his self assessment for the preceding year and submit the same, by or before the 30 th of April, to the

2 Initiating Officer, who after filling in the appraisal column on his performance and recording comments about the self assessment of the officer is to submit the same on or before the end of June, to the Reviewing authority. After recording his remarks, the Reviewing authority has to submit the APRs to the Accepting authority, by or before the 15 th of July. The whole process has to be compulsorily completed, as far as possible, by the end of July. Some officer has to be assigned the responsibility to ensure timely completion and the safe custody of the APRs. It has, however, been observed that these instructions are not being followed in letter and spirit. Besides, due diligence is not being shown while initiating /reviewing /accepting the Annual Performance Reports, so important for deciding the cases of the officers regarding their promotion, deputation, as also for disposing of the cases under Article 226 of J&K CSRs. It has also been observed that the manner in which the work and conduct of the officers is assessed/graded by the designated officers makes it entirely difficult to arrive at a final assessment about the performance of the officers, for the period reported upon. The lackadaisical approach exhibited in this regard acts as a serious impediment in: (i) assessing the suitability of the officers for their promotion to the higher scales, thereby severely affecting their career progression prospects. (ii) making appropriate recommendations for premature retirements of the officers/officials, in terms of Article 226(2) and 226(3) of J&K Civil Services Regulations, by the Committee constituted vide Government Order No. 32-GAD(Vig) of 2011 dated , with a view to weeding out the inefficient and corrupt officers /officials from the administration so as to promote the good governance and improve the public delivery system.

3 While considering the proposals of the different departments for promotion of the officers, the Departmental Promotion Committees have to compulsorily scrutinize the entries recorded in the APR dossiers of such officers falling in the consideration zone. In the absence of the complete APRs, the Committees have been reported to be relying on the work and conduct certificates issued by the Administrative Departments as an alternative to the APRs, which is not a correct practice and is required to be discouraged. On review of all these issues relating to the writing up and custody of the APRs by the Hon ble Governor in a meeting held on the 19 th of January, 2015, it has been decided that all the subordinate officers should be imparted trainings, to be organized by the Administrative Secretaries concerned, so as to ensure that the APRs are written by all the concerned in accordance with the laid down procedure. The Hon ble Governor has further desired to be apprised about the latest status in regard to the completion of the APRs (as on ), by the 5 th of February, Secretaries to: It is, accordingly, enjoined upon all the Administrative (i) organize training sessions in which all the subordinate officers are imparted trainings enabling them to get acquainted with the procedure relating to the writing of the Annual Performance Reports. (ii) review the position of the filing up of the Annual Performance Reports, as on , in respect of all the officers/officials under their control and furnish a status report by or before the 3 rd of February, 2015 showing names of the officers in respect of whom the Annual Performance Reports have been Initiated/

4 Reviewed/Accepted as also the names of the defaulting officers, be it the officer himself who has failed to submit the Self Assessment Reports within time or the officer(s) charged with the responsibility of recording his/their remarks in different capacities. (iii) to make all efforts for ensuring strict adherence of the prescribed timelines in respect of the completion of the APRs for the year (Khalid Majeed) Additional Secretary to Government General Administration Department GAD(Ser)Genl/APRs/22/2014 Dated: Copy to the: 1. All Financial Commissioners. 2. Chairman, J&K Special Tribunal. 3. Director General of Police, J&K. 4. All Principal Secretaries to Government. 5. Principal Secretary to Hon ble Governor. 6. Principal Resident Commissioner, J&K Government, New Delhi. 7. Divisional Commissioner, Kashmir/ Jammu. 8. All Commissioners/Secretaries to Government. 9. Director General, J&K Institute of Management, Public Administration and Rural Development. 10. All Heads of Departments/Managing Directors. 11. All Deputy Commissioners. 12. Director Estates. 13. Director Information. 14. Director Archives, Archaeology and Museums. 15. Secretary, J&K Public Service Commission. 16. Secretary, J&K Legislative Assembly/Council. 17. Secretary, J&K Services Selection Board. 18. General Manager, Government Press, Srinagar/ Jammu. 19. Principal Private Secretary to Chief Secretary. 20. PA to Secretary to Government, General Administration Department. 21. Incharge website, GAD. 22. Circular file.

5 Annexure Name of the officer in position in the department Annual Performance Reports Initiated Reviewed Accepted Year Remarks I II III IV V Signature of Head of Department