DEPARTMENTAL

PROMOTION
COMMITTEE
 STATUTORY RULES AND ORDER (SRO)

1. FRAMED BY THE PRESIDENT IN EXERCISE OF THE

POWERS CONFERRED BY THE PROVISO.
2. CONTAIN THE RECRUITMENT RULES FOR A
CATEGORY OF EMPLOYEES CONSISTING OF :
 NAME OF THE POST
 NUMBER OF POSTS
 GROUP CLASSIFICATION
 SCALE OF PAY
 WHETHER SELECTION OR NON-SELECTION
 AGE LIMIT
Contd.
 STATUTORY RULES AND ORDER (SRO)

 EDUCATIONAL QUALIFICATION
 PERIOD OF PROBATION
 METHOD OF RECRUITMENT
 POSTS FROM WHICH PROMOTION TO BE MADE
 CONSTITUTION OF D.P.C.
 DEPARTMENTAL PROMOTION
COMMITTEE (DPC)

FUNCTIONS :
1. PROMOTION
2. CONFIRMATION
3. COMPLETION OF PROBATIONARY PERIOD
 COMPOSITION OF DPC
1. FOR ALL GROUP ‘A’ AND GROUP ‘B’ OFFICERS.
UPSC SHOULD BE ASSOCIATED FOR
PROMOTION THROUGH SELECTION.
2. FOR NON-SELECTION POSTS, UPSC MEMBERS
NEED NOT BE ASSOCIATED
3. FOR CONFIRMATION, UPSC NEED NOT BE
ASSOCIATED
4. SC/ST REPRESENTATIVE MUST BE A MEMBER OF
DPC
5. WHERE UPSC REPRESENTATIVE IS
ASSOCIATED; HE SHALL BE THE CHAIRMAN OF
DPC
 COMPOSITION OF DPC
6. FOR GROUP ‘A’ AND GROUP ‘B’, DPC ARE
CONDUCTED AT OFB LEVEL OR MINISTRY OF
DEFENCE
7. FOR GROUP ‘C’ AND GROUP ‘D’ (EXCEPT AF) DPC
ARE CONDUCTED AT THE FACTORY LEVEL.
8. THE FREQUENCY OF DPC MEETING MUST BE
ONCE IN A YEAR
9. DPC CAN BE HELD FOR PROMOTION ONLY
AFTER CLEAR VACANCIES EXIST IN THE GRADE
INCLUDING RETIREMENT
10.THE OFFICER ON DEPUTATION SHOULD ALSO
BE CONSIDERED BY THE DPC – PROFORMA
PROMOTION - NBR
 PROCEDURE
PROCEDURE TO BE OBSERVED BY DPC

1. NO PERSONAL INTERVIEW UNLESS SPECIFICALLY

PROVIDED IN THE RECRUITMENT RULES.
2. ZONE OF CONSIDERATION
A) SELECTION METHOD – 2x + 4
B) NON-SELECTION METHOD – EQUAL TO NO.
OF VACANCY
 3. THE ZONE OF CONSIDERATION CAN BE EXTENDED
FOR SC/ST CANDIDATES TO 05 TIMES OF
VACANCIES AS UNDER :
NO.OF VACANCIES NORMAL ZONE ZONE FOR
CONSIDERATION
FOR SC/ST
1 5 5

2 8 10

3 10 15

4 12 20

5 & ABOVE TWICE THE NO.OF 5 TIMES THE

VACANCIES + 4 NO.OF
VACANCIES
4 DPC HAS FULL DISCRETION TO DEVISE ITS OWN
METHODS BASED ON OBJECTIVE ASSESSMENT
5 DPC SHOULD CONSIDER ACRs ONLY FOR THE
PRECEDING 05 YEARS
6 THE DPC SHOULD NOT BE GUIDED MERELY BY OVER
ALL GRADING BUT SHOULD GO INTO DETAILS OF
VARIOUS ENTRIES
7 THE REVIEWING AUTHORITY AND THE ACCEPTING
AUTHORITY HAVE THE FINAL SAY.
8 YEARWISE PANELS SHOULD BE PREPARED BY THE
DPC
BENCMARK, GRADING AND PREPARATION OF
SELECT LIST : PRE-REVISED SYSTEM
CATEGORY BENCHMARK GRADING OF SELECT LIST
DPC
Group ‘C’, ‘B’ Good Good, All with good
& Group ‘A’ Average, grading
upto WM Unfit
Group ‘B’ to Good OS, VG, Outstanding,
Group ‘A’ Good, Very Good,
Average, Good
Unfit
DGM and Very Good OS, VG, Outstanding,
above Good, Very Good
Average,
Unfit
BENCMARK, GRADING AND PREPARATION OF
SELECT LIST :
CATEGORY BENCHMARK GRADING OF SELECT LIST
DPC
Group ‘C’, ‘B’ Good Fit, Unfit All with Fit
& Group ‘A’ grading
upto WM
Group ‘B’ to Good Fit, Unfit All with Fit
Group ‘A’ Grading
DGM and Very Good Fit, Unfit All with Fit
above Grading
 PROCEDURE TO BE FOLLOWED BY DPC IN CASE
EMPLOYEES INVOLVED IN DISCIPLINARY CASES
THIS INVOLVES :
A. 1. EMPLOYEES UNDER SUSPENSION
2. WHERE DISCIPLINARY ACTION IS PENDING
3. CRIMINAL CASES
B. SEALED OVER PROCEDURE
SEALED COVER TO BE OPENED AND OPERATED
ONLY IF EMPLOYEE IS EXONERATED IN
DISCIPLINARY PROCEEDINGS
C. WHERE DISCIPLINARY ACTION ENDS IN
IMPOSITION OF PENALTY, THE SEALED COVER
SHOULD NOT BE OPERATED
VALIDITY OF DPC PROEEDINGS
D. VALID FOR ONE YEAR UNDER NORMAL
CONDITIONS AND COULD BE EXTENDED UPTO 18
MONTHS UNDER SPECIAL CIRCUMSTANCES
E. APPOINTING AUTHORITY HAS RIGHT TO DISAGREE
WITH THE RECOMMENDATIONS OF DPC
F. APPOINTING AUTHORITY HAS TO TAKE DECISION
WITHIN A PERIOD OF 03 MONTHS OF THE DATE OF
HOLDING DPC
 ASSURED CAREER PROGRESSION SCHEME
(ACP)
1. ACP IS INTRODUCED BASED ON THE
RECOMMENDATIONS OF THE 5TH PAY COMMISSION.
2. NOT APPLICABLE FOR GROUP ‘A’ OFFICERS
3. GOVT. ORDER ISSUED WITH EFFECT FROM
09.08.1999.
4. APPLICABLE TO ALL CENTRAL GOVT. EMPLOYEES
WHO HAVE COMPLETED 12/24 YEARS OF SERVICE
IN THEIR ENTRY GRADE
5. THE SCHEME ASSURES MINIMUM 02 FINANCIAL
UPGRADATIONS IN THE SERVICE CAREER OF AN
INDIVIDUAL
 ASSURED CAREER PROGRESSION SCHEME
(ACP)
6. THE SCHEME IS NOT BASED ON THE VACANCIES,
HOWEVER PRESCRIBED PROCEDURES FOR
PROMOTIONS ETC SHALL BE FOLLOWED
7. THE SCREEING COMMITTEE (DPC) SHALL MEET
TWICE IN A YEAR ON 1st OF JANUARY AND 1st OF
JULY
8. RESERVATION ORDERS FOR SC/ST DO NOT APPLY
IN ACP
9. AN EMPLOYEE WHO HAS NOT RECEIVED ANY
PROMOTION IN 24 YEARS COULD BE GRANTED 02
FINANCIAL UPGRADATION DIRECTLY AFTER
COMPLETING 24 YEARS OF SERVICE AS ON
09.08.1999
 ASSURED CAREER PROGRESSION SCHEME
(ACP)
10. TRADE TEST IS REQUIRED FOR ACP UPGRADATION
11. THE DESIGNATION OF THE EMPLOYEE SHALL BE
BRACKETTED WITH APC-I AND APC-II
12. REDESIGNATION AND COMPASSIONATE GROUND,
TRANSFER ETC. THE EARLIER SERVICES
RENDERED SHALL BE COUNTED FOR FINANCIAL
UPGRADATION.
13. FITMENT OF INDUSTRIAL EMPLOYEES ON
ACCOUNT OF ECC ORDERS WILL NOT COUNT AS
FINANCIAL UPGRADATION UNDER ACPs
 ASSURED CAREER PROGRESSION SCHEME
(ACP)
14. HS-I EMPLOYEES SHALL BE DIRECTLY PLACED IN
THE CH-II PAY SCALE IF COVERED UNDER ACP
SCHEME
15. GROUP ‘D’ EMPLOYEES APPOINTED TO LDC/SK,
SHALL BE ELIGIBLE FOR ACP-I/ACP-II FROM DATE
OF APPOINTMENT AS LDC/SK
PERFORMANCE
APPRAISAL
 HISTORY
221-265 AD - IMPERIAL RATER FOR OFFICIAL
FAMILY MEMBERS.
1800s ROBERT OWEN COTTON MILLS –
SCOTLAND
1940s – UNION CARDRIDE IN INDIA
 PURPOSES
1. ADMINISTRATIVE
DECISION ON PROMOTION, TRANSFER,
PLACEMENTS, ORG. PLANNING
DISCHARGE
2. MOTIVATIONAL
COUNSELLING, SELF APPRAISAL,
PARTICIPATIVE GOAL SETTING
3. DEVELOPMENT
COUNSELLING, TRAINING
4. PERFORMANCE IMPROVEMENT
5. LEGAL
DECISION SUPPORTING RATIONALE
CRITERIA
PERSONALITY TRAITS
AGAINST OBJECTIVES
 ANNUAL CONFIDENTIAL REPORT
OBJECTIVE AND GENERAL PRINCIPLES
1. VITAL FOR MAINTENANCE OF EFFICIENCY
ANDMORALE OF THE GOVERNMENT SERVANT.
2. IT JUDGES THE COMPETENCY OF A PERSON
REPORTED UPON AND PERSON REPORTING
3. CONFIDENTIAL REPORTS ARE INVARIABLY
ANNUAL IN NATURE
4. CONFIDENTIAL REPORTS ACT AS IMPORTANT
TOOL IN HUMAN RESOURCE DEVELOPMENT
5. THE OBJECTIVE IS TO DEVELOP AN OFFICER SO
THAT HIS TRUE POTENTIAL IS REALISED
6. ACR IS NOT A FAULT FINDING PROCESS BUT A
DEVELOPMENTAL ONE.
7. ALL REPORTING OFFICERS SHOULD BE FIRM AND
PRECISE WHILE EVALUATING THE PERFORMANCE
OF OFFICERS
8. THE ASSESSMENTAND PERFORMANCE IS TO BE
DONE THROUGHOUT THE YEAR AND NOT ON THE
TIME OF WRITING OF REPORTING.
9. EVERY ANSWER SHOULD BE IN A NARATIVE FORM
10. ACRs HELP IN PROPER PLACEMENT AND TRANSFER
OF OFFICERS
11. ACR IS USED FOR THE PURPOSE OF CONFIRMATION
PROMOTION AND EFFICIENCY BAR CROSSING.
12. TO MINIMISE THE OPERATION OF SUBJECTIVE
HUMAN ELEMENT AND OF CONSCIOUS OR
UNCONSCIOUS BIAS, ACR SHOULD BE WRITTEN BY
MORE THAN ONE OFFICER
13. POSITIVE AND INDEPENDENT JUDGEMENT SHOULD
BE EXERCISED ON THE REMARKS OF REPORTING
OFFICER BY REVIEWING AND ACCEPTING
AUTHORITY
14. IF REQUIRED MORE THAN ONE ACR SHOULD BE
WRITTEN DURING ONE REPORTING YEAR ,ONCE
THERE IS A CHANGE IN REPORTING/REVIEWING
OFFICER, BUT MINIMUM 90 DAYS SERVICE IS
ESSENTIAL
15. REPORTING OFFICER AND REVIEWING OFFICER
UNDER SUSPENSION CANNOT WRITE THE ACR
16. RELATIVE OF A GOVT. EMPLOYEE CAN NOT WRITE
THE ACR
17. THE ACR CAN BE WRITTEN WITHIN ONE MONTH OF
THE RETIREMENT OF THE REPORTING OFFICER
BUT NOT BY REVIEWING OFFICER
AREAS OF CONCERN -
A) OBJECTIVITY & ACCURACY
B) DEGREE OF OPENESS IN APPRAISAL
PROCESS
 FOR AGAINST
a) Should know Appraiser tends to be
generous
b) Motivate & guide him Discussion more on letter
to improve, develop than spirit
c) Strengthen superior – Relationship may be
subordinate damaged
relationship
Favourable rating may be
seen as promise for future
 RATEE
• FAIRNESS
• KNOWLEDGE OF REQUIREMENTS &
CONTRAINTS OF A JOB
• RECALL ACHIEVEMENTS
• DOES HE KNOW ME?
• WHAT DOES HE EXPECT
• HIS STANDARDS
• ATTEMPT TO PLEASE/NOT WORK PROPERLY
• BEST BEHAVIOUR AT ACR TIME
• HIDE MISTAKES
• ANGER
 RATER
• DESIRE FOR ACCEPTANCE
• SELF PROTECTION/JOB SECURITY
• PAROCHIAL
• SELF LIMITATIONS
• HALO EFFECT
ONE GOOD TRAIT – ANOTHER GOOD – ILLOGICAL
• HORN EFFET
ONE BAD TRAIT – ANOTHER BAD – ILLOGICAL
• INITIAL IMPRESSION
• LATEST BEHAVIOUR
• PAST PERFORMANCE/BEHVIOUR
 RATER
• LOW/HIGH PROFILE
• STEREO TYPING
• PLAY SAFE - NO OUTSTANDING
- NO AVERAGE OR POOR
 CONTENTS AND MANNER OF WRITING ACR :
IT SHOULD BE BASED ON OBSERVATION &
PERIODICAL INSPECTION
REFERENCE TO SPECIFIC INCIDENTS MAY BE
MADE, IF AT ALL ONLY BY WAY OF GENERAL
NATURE
AN ENTRY RELATING TO PENALTY SHOULD BE
ENDORSED IN THE YEAR IN WHICH PENALTY IS
IMPOSED WITH DESCRIPTION OF THE PERIOD IN
WHICH OFFENCE COMMITTED
WARNINGS SHOULD BE MENTIONED IN THE ACR
THE OFFICER ISSUING WARNING SHOULD NOT
BE LOWER THAN THE REPORTING OFFICER
 CONTENTS AND MANNER OF WRITING ACR :
SUITABLE ENTRIES SHOULD ALSO BE MADE
REGARDING – TRAINING REPORT OF HEAD OF
INSTITUTION WHERE TRAINING ATTENDED,
COMMENT ON TRAINING REPORT, OS
PERFORMANCE IN SPORTS, ART ETC.
SUGGESTIONS ACCEPTED FOR
IMPLEMENTATION, AWARDS, PHYSICAL DEFECTS
PARTICULARLY AFFECTING PERFORMANCE
INSTRUCTIONS RELATING TO OFB’s ORG.
1. ALL POSTS OF CH-I ARE FACTORY BASED POSTS
HENCE ONLY 01 COPY OF ACR UPTO CH-II BE
MAINTAINED AT FACTORY LEVEL.
2. ACR GRADINGS OF FM(NT), SH, AF, CH-I AND ALL
GROUP ‘B’ OFFICERS (JWM, HO, SRPS) ARE TO BE
FORWARDED TO OFB
3. 02 COPIES OF ACR DOCCISERS OF CATEGORIES
MENTIONED AT 02 ABOVE TO BE MAINTAINED IN THE
FACTORY AND ONE TO BE FORWARDED TO OFB
WHEN REQUIRED.
4. A CERTIFICATE TO BE FORWARDED TO OFB FOR
CONFIRMATION THAT ALL ACRs OF NGOs AND JWMs
HAVE BEEN COMPLETED.
INSTRUCTIONS RELATING TO OFB’s ORG.

5. AS SAG LEVEL OFFICER HOLDING INDEPENDENT

CHARGE OF UNIT, HAVE BECOME ACCEPTING
AUTHORITY, OUTSTANDING AND ADVERSE ACRs OF
NGOs AND GROUP ‘B’ OFFICERS NEED NOT BE
FORWARDED TO OFB
6. PROBATIONARY PERIOD OF GROUP ‘B’ OFFICER CAN
BE COMPLETED BY GM EXCEPT EXTENSION WHICH
HAS TO BE FORWARDED TO OFB
7. A MINIMUM STS LEVEL OFFICER SHOULD INITIATE
THE ACR OF ALL GROUP ‘B’.
 TIME SCHEDULE FOR PREPARTION OF ACRs

NATURE OF ACTION DATE BY WHICH

TO BE
COMPLETED
Distribution of blank forms to officers 31st March
Self appraisal to Rep Off 15th April
Submission of ACR by Rep to Rev. Off
 where self appraisal prescribed 7th May
 where not prescribed 21st April
 where officer reported upon is 22nd May
himself a reporting officer for
subordinates under him
Report to be completed by Rev Off & 23rd May if 7th May
sent to CR cell 7th May if 21st April
5th June if 22nd May
GRADE REPORTING REVIEWING SRO ACCEPTING
OFFICER OFFICER AUTHORITY

Hindi Officer GO/JAG or AGM - GM

minimum
WM
Sr.PS JT.GM/AGM AGM - GM

PS DGM/JGM AGM - GM

FM(NT)/SH WM/DGM AGM - GM

ASTT.FM AWM/WM DGM/JGM - AGM(SAG)

ALL HOS/JWM AWM/WM DGM/JGM AGM(SAG)

NGOs/NIEs
 AUTHORITIES FOR REVIEW/ACCEPTANCE OF ACRs

GRADE REPORTING REVIEWING SRO ACCEPTING

OFFICER OFFICER AUTHORITY
SR.GM/ Addl.DG/ - - DGOF/
GM (SAG) Member CHAIRMAN
ADDL.GM GM Member - DGOF /
(SAG) CHAIRMAN
JAG AGM/DDG GM/DDG - Addl.DG/
(including Member
JAG/SG)
Time Scale DGM/Jt.DIR AGM(SAG)/ - GM/DDG
(i) JTS DDG
(ii) STS

JWM GO/JAG or AGM - GM/DDG

minimum WM
ACR REPORT OF IDAS AND ACCOUNTS OFFICERS
SERVING IN OFs
Officers reported Reporting Reviewing Acceptin
upon Officer Officer g Officer
AO I/c of Accounts JCFA I/c 1st GM PCA(Fys)
Offices where JCFA 2nd CF &A,
I/c Group is in Main Office
position
IDAS Officers I/c of JCFA 1st review CCA
Account Offices viz. Group GM (Fys)
ACFA/DCFA where 2nd review
(viz. Ambajhari) CFA, Main
JCFA Group is in Office
position
ACR REPORT OF IDAS AND ACCOUNTS OFFICERS
SERVING IN OFs
Officers reported Reporting Reviewing Accepting
upon Officer Officer Officer
IDAS Officers I/c of CF&A 1st review Member/
Accounts Offices Group GM Finance
viz. 2nd review (OFB)
ACFA/DCFA/JCFA PCA (Fys)
where CF&A Group
is in position
CF & A Group PCA (Fys) Member/ DGOF &
Finance CGDA
Joint
acceptanc
e
 INTEGRITY :
IF BEYOND DOUBT IT SHOULD BE SO STATED
IF THERE IS DOUBT, THE COLUMN SHOULD BE
LEFT BLANK & FOLLOWING PROCEDURE FOLLOWED
A SEPARATE SECRET NOTE WITH CR TO REV
OFF WHO WILL TAKE FOLLOW UP ACTION
IF AS A RESULT OF FOLLOW UP DOUBT
CLEARED THEN IT SHOULD BE SO RECORDED
IF DOUBT CONFIRMED, RECORD &
COMMUNICATE
IF DOUBT NOT CLEARED OR CONFIRMED –
WATCH FURTHER
 INTEGRITY :
IMPORTANT – IF SUSPICION EXISTS, AN ENTRY IN
INTEGRITY COLUMN CAN BE MADE ONLY AFTER
DEFINITE & DISTINCT ARTICLES OF CHARGES
HAVE BEEN FRAMED.
IN SUM FORGET ABOUT ANY ENTRY IN
INTEGRITY COLUMN
MENTION OF WARNING, REPRIMAND,
ADMONITION IN ACR
WHEN ISSUED, PLACE IN PERSONAL FILE

AT THE END OF YEAR REVIEW IF IMPROVED. IF

YES, NO MENTION, OTHERWISE IT SHOULD BE
PLACED IN ACR

WE NORMALLY ENDORSE A COPY OF WARNING

TO ACR – IT IS TECHNICALLY NOT CORRECT
 COMMUNICATION OF ADVERSE ENTIRES
– HOW TO BE DONE
All adverse entries, both on performance as well as basic
qualities & potential should be communicated along with
mention of good points within one month of writing of
ACR. In writing & record to that effect should be
maintained.
Only accepted adverse entries to be communicated; Rev.
Off should specifically comment whether he agrees with
Rep Off or not & also additional remarks; Improvements in
respect of defects communicated should also be informed to
the officer;
The communication memo should be so couched so as not to
produce sense of resentment (Though it would be a miracle
if some one can achieve this) & that it makes it clear, that
the intention is to afford him an opportunity to improve
 COMMUNICATION OF ADVERSE ENTIRES
– HOW TO BE DONE
Remarks about physical defects not to be communicated
Disclosure of identity of superior officer who made adverse
entry not necessary
Only one representation against adverse remarks permitted
that too within one month and it should be specifically
mentioned while communicating. However, delay can be
condoned by competent authority
Representation lies to next higher authority above the
reviewing authority
 COMMUNICATION OF ADVERSE ENTIRES
– HOW TO BE DONE
Representations should be disposed off within 3 months
Adverse entry deemed not to be operative if rep filed within
time limit is pending
If no rep filed or disposed off ,then no bar to take into
consideration.
IDENTITY OF SUPERIOR OFFICER WRITING
ADVERSE REMARKS SHOULD NOT BE DISCLOSED
 MANNER OF DISPOSAL OF REP
EXAMINED IN CONSULTATION WITH REP & REV
OFF
IF FRIVOLOUS – NOTE IN ACR THAT HE DID NOT
TAKE IT IN PROPER SPIRIT
IF FOUND NO SUFFICIENT GROUND TO
INTERFERE, REJECT & COMMUNICATE
IF SHOULD BE TONED DOWN, MAKE SEPARATE
NECESSARY ENTRIES
IF CONCLUDED MALICE, ENTIRELY INCORRECT
OR UNFOUNDED – EXPUNGE
 MANNER OF DISPOSAL OF REP
THE EXPUNGED REMARKS SHOULD BE
EFFECTIVELY OBLITERATED IN ORIGINAL AS WELL
AS COPY
WHERE PENALTY SET ASIDE IT SHOULD BE
REMOVED FROM ACR & COMMENTS MADE ON THE
BASIS OF PENALTY ALSO SHOULD BE MODIFIED.
THANK YOU