Schedule I

CONFIDENTIAL REPORT
FOR
GROUP ‘A’ OFFICERS BELONGING TO
CADRE………………….,
GOVERNMENT OF WEST BENGAL

Name of Officer :

HRMS Unique ID :

Year of Allotment :

Report for the Year :

Period : DD/MM/YY to DD/MM/YY

 1

CONFIDENTIAL REPORT
FOR
GROUP ‘A’ OFFICERS BELONGING TO
CADRE……………….……….,
GOVERNMENT OF WEST BENGAL

Report for the year:

Period :

PART- IA

PERSONAL DATA

(To be filled in by the Officer Reported upon)

1. Name of Officer :

2. HRMS Unique ID :

3. Service Specific Code (if any) :

4. Date of Birth :

5. Year of allotment :

6. Date of joining in the service :

7. Post held by the officer during the :

period of report

8. Date of Joining to the post held by the :

officer during the period of report

9. Department /District in which the officer :

was posted during the period of report

10. Date of submission of Annual Declaration of Assets for the previous year (as on 01-
01-2 ) as per the provisions of West Bengal Services (Duties, Rights and
obligations) Rule, 1:
 2

PART-I B

Appraisal of Attendance:
APPRAISAL OF ATTENDANCE IN RESPECT OF GROUP-A EMPLOYEES AS INTRODUCED INTER ALIA,
IN FINANCE DEPARTMENT MEMO NO.-9135-F DATED 10.09.2002.

1. Total No. of working days during the period

under review :

2. No. of days the incumbent was on leave :

3. No. of days of late attendance and early

departure during the period under review :

4. No of days unauthorized absence without

leave :

5. No. of days deducted as leave due to late

attendance / early departure :

6. No. of days of effective attendance of the

incumbent during the period under review
(Item 1 minus Items 4 & 5 ) :

7. Percentage of late attendance or early

departure as against the total no. of working
days during the period under review (Item 3/
Item 1 ) % :

8. Percentage of effective attendance as against

the total no. of working days during the period
under review (Item 6/ Item 1) % :

Signature of Officer in Charge of

Establishment / Attendance
or Head of Office or Reporting Officer.
 3

PART - II
(To be filled in by the Officer Reported upon)

(Please read carefully the instructions given at the end of the form before filling up the entries)

1. Brief Description of Duties in substantive post (objective of the position you hold and the
tasks you are required to perform, within 150 words):

Did you hold any additional charge during the tenure? Yes No

Serial no. Description of Additional Charge Period

From To

2. Please specify your achievements as per perception:

Serial For substantive charge For Additional charge

No.
01.

02.

03.

04.

05.

06.

07.
 4

08.

09.

10.

11.

3.During the period under report, do you believe that you have made any exceptional
contribution, e.g. successful completion of an extraordinary challenging task or major
systematic improvement (resulting in significant benefits to the public and/or reduction in
time and cost):

4. Award / Honors received during the period of reporting:

Serial Name of Award / Honor Conferred

No. by

5. Please State briefly the shortfalls in respect of your achievements. Please specify
constraints or handicaps that you faced
 5

6. Details of the training programme (s), if any attended during the year under review

7. Indicate the specific areas in which you feel the need to upgrade your skills through
training programmes:

Place :

Date : Signature of the Officer Reported Upon

NAME IN BLOCK LETTERS

Designation
(During the period of Report)
 6

PART-III Annexure-I

(To be filled in by the Reporting Officer)

(Please read carefully the instructions given at the end of the form before filling up the
entries)

A) NATURE AND QUALITY OF WORK

1. Please state whether you agree with the answers relating to achievement and
shortfalls. If not, state the reasons.

2. Please comment on the claim (if made) of exceptional contribution by the officer
reported upon.

B) ATTRIBUTES:

Please record one of the following grades with the corresponding marks: Excellent
(8.01-10.00), Very Good (6.01-8.00), Good (4.01-6.00), Average (2.01-4.00),
Below Average (0-2.00).

Serial Item Assessment

No.
01 Personality
02 Capacity for sustained work
03 Tact and ability to work with others
04 Ability to control subordinates
05 Reliability in carrying out instructions
06 Ability to state a case
07 Initiative
08 Power of taking responsibility
09 Power to inspire confidence in general public
10 Attitude towards public at large
11 Devotion to duty
12 Knowledge of his work
 7

C) GENERAL:
1. State of health

2. Integrity
(Please see note below the instruction)

3. Pen picture of reporting authority on the overall qualities of the officer

including areas of strength and lesser strengths and his/her attitude
towards the weaker sections
(Statement of the Reporting Officer)

4. Do you agree with the “Appraisal on Attendance” as recorded

in Part – IB : ( Yes / No)

5. Overall Grading: [Outstanding / Very Good / Good / Average / Below Average]

………………………………………………………………….

Place :

Date : Signature of the Reporting Officer

NAME IN BLOCK LETTERS:

Designation:
(During the period of Report)
 8

PART –IV Annexure-II

REMARKS OF THE REVIEWING OFFICER

1. Do you agree with the assessment of the officer given by the Reporting Authority? (In
case of disagreement, please specify the reasons; Is there anything you wish to modify or
add in respect of item B of Part-III?)

2. Overall Grading (Please record one of the following grades with the corresponding
marks: Excellent (8.01-10.00), Very Good (6.01-8.00), Good (4.01-6.00),
Average (2.01-4.00), Below Average (0-2.00) :

Place :

Date : Signature of the Reviewing Officer

NAME IN BLOCK LETTERS:

Designation :
(During the period of Report)
 9

PART-V

1. REMARKS OF THE ACCEPTING OFFICER

2. Overall Grading (Please record one of the following grades with the
corresponding marks: Excellent (8.01-10.00), Very Good (6.01-8.00),
Good (4.01-6.00), Average (2.01-4.00), Below Average (0-2.00) :

Place :

Date : Signature of the Accepting Officer

NAME IN BLOCK LETTERS:

Designation :
(During the period of Report)
 Schedule-II

General instructions for filling up the Self Appraisal Report for Group A Officers
(appended to the form of Self Appraisal Report)
1. Introduction:

1.1 The Self Appraisal Report (SAR) provides the basic and vital inputs for assessing the
performance of an Officer as well as for further advancement in his/her career. Its objective
is to develop an Officer so that he/she realises his/her true potential. The appraisal
mechanism should, therefore, be used as a tool for human resource development rather than a
mere judgmental exercise or fault-finding process.
1.2 It should be the endeavour of each appraiser to present the truest possible picture of the
Officer Reported Upon in regard to his/her performance, conduct, behaviour and potential.
Also, they should not shy away from reporting shortcomings in performance, attitude or
overall personality of the Officer Reported Upon.
1.3 The Officer Reported Upon, the Reporting Authority, Reviewing Authority and the
Accepting Authority should, therefore, undertake the duty of filling up the form with a high
sense of responsibility. The columns should be filled up with due care and attention and after
devoting adequate time. Any attempt to fill the report in a casual or superficial manner will
be easily discernible to the higher authorities.
1.4 Assessment should be confined to the appraisee’s performance during the period of
report only.
1.5 Time-schedule for writing and communication of SAR shall be strictly maintained at
each level.
1.6 In many cases, Officers may hold additional charge(s) for a considerable period of time
on the basis of order issued by the administrative Departments or District administration. In
such cases Officers who hold additional charge(s) for more than 3 (three) months, there
should be a reflection of his/her achievement with respect to the posts held by him/her
additionally. But the Officer Reported Upon need not send his/her Self Appraisal Report for
the post held on additional charge separately. Instead he shall provide information relating to
his/her additional charge(s) in the appropriate portions of the SAR format and send the same
to the Reporting Authority corresponding to his/her substantive post. While making
assessment, the Reporting Authority and subsequent higher authorities for the substantive
post will take into consideration his/her performance related to the post held in additional
charge.
1.7 If any of the authorities (Reporting/Reviewing/Accepting) is not present in the online
System then he/she can fill up SAR offline and the immediate next authority will upload the
same in the System. At the time of uploading the SAR by such authorities, there would be
scope in the System to record the marks awarded to the officers by previous authorities.
1.8 The Group ‘A’ officers posted on deputation will submit their SAR to the Reporting
authority offline. In the same manner the Reporting Authority will submit the SAR to
Reviewing Authority offline and in turn Reviewing Authority will submit it to the Accepting
Authority offline. For deputation posts the Custodian will upload the SAR in the System after
the same is accepted by the competent authority. At the time of uploading the SAR by the
Custodian, the marks awarded to the Officer Reported Upon by different Authorities shall be
entered by the Custodian in the System on an equivalent scale from 1 to 10 as in the online
SAR System. If the grading system for the SAR at the post where the Officer Reported Upon
is on deputation is in a scale different from the scale followed by the State Government in
online system of Self Appraisal Report, the grades shall have to be converted into an
equivalent scale from 1 to 10 as in the online SAR system.
2. (A) Filing up of Self Appraisal Report (Online mode):

(i) PART-I A
2.1 In this Section some of the data will be populated from the System automatically and
rest will have to be entered in the System manually by the Officer Reported Upon.
2.2 Period of report may either be the entire reporting year, namely, from 1st. of April to 31st.
March or a part of the year. If any Officer remains posted in different assignments in a
particular reporting year, the relevant entry in Part-IA should be made for each assignment
and the SAR of that Officer shall be split up as per each assignment accordingly.

(ii) PART-I B
2.3 Point numbers 1 to 5 of this part will be filled up by the Officer Reported Upon.
2.4 Point numbers 6 to 8 will be automatically calculated by the System.

(ii) PART-II (Self Appraisal)

2.5 The Officer Reported Upon is first required to give brief description of his/her duties
and responsibilities in substantive post under Point no. 1, which would normally not exceed
about 150 words. Ideally, this should be in bullet form.
2.6 If there are additional charge(s) held by the Officer Reported Upon then the same should
be clearly mentioned in this Part. The description of the same should also be given in this
Part.
2.7 The achievements in the substantive as well as in the additional post should be mentioned
clearly in point no. 2 of this Part.
2.8 Part-II also provides an opportunity for the Officer to mention about any exceptional
contribution made by the Officer during the period of report even in activities otherwise
regarded as routine in nature.
2.9 The Officer Reported Upon should give the information of awards/honours received by
him/her during the period of appraisal.
2.10 The Officer shall mention the factors that hindered his/her performance in the relevant
portion of Part-II.
2.11 The Officer Reported Upon is required to indicate specific areas in which he/she feels
the need to upgrade skills and attend training programmes therefore.

(iii) PART-III (Appraisal)

2.12 Part-III requires the Reporting Authority to comment on Part-II as filled up by the
Officer Reported Upon and specifically state whether he/she agrees with the responses in
relation to the accomplishments. In case of disagreement, the Reporting Authority should
highlight the specific portions with which he/she is unable to agree and the reasons for such
disagreement.
2.13 This Part then requires the Reporting Authority to comment on the exceptional
contribution claimed by the Officer Reported Upon.
2.14 Thereafter, this Part requires the Reporting Authority to record his/her assessment
{Excellent (8.01-10.00), Very Good (6.01-8.00), Good (4.01-6.00), Average (2.01-4.00),
Below Average (0-2.00)} on different attributes in respect of the Officer Reported Upon.

2.15 The Reporting Authority is also required to comment on the general state of health of
the Officer Reported Upon.
2.16 Part-III requires the Reporting Authority to comment on the integrity of the Officer
Reported Upon.
2.17 The Reporting Authority is also required to record a descriptive pen-picture on the
overall qualities of the Officer Reported Upon including areas of strengths and lesser
strengths and his/her performance including his/her attitude towards Weaker Sections. The
pen-picture is also meant to be a qualitative supplement to the quantitative assessments made
about the Officer in this Part. It need not exceed about 100 words.
2.18 Finally, the Reporting Authority is required to record an overall grade with respect to
the Officer Reported Upon.

(iv) PART-IV (Review)

2.19 This Part is to be filled up by the Reviewing Authority. He/she is required to indicate if
he/she agrees with the assessment made by the Reporting Authority. In case of disagreement,
he /she shall record the reason thereof and make his/her own assessment against the attributes
in the column specifically provided for the purpose in Part-III.
2.20 Thereafter, this Part requires the Reviewing Authority to record his/her assessment
{Excellent (8.01-10.00), Very Good (6.01-8.00), Good (4.01-6.00), Average (2.01-4.00),
Below Average (0-2.00)} on different attributes in respect of the Officer Reported Upon.
2.21 The Reviewing Authority is also required to record an overall grade {Excellent (8.01-
10.00), Very Good (6.01-8.00), Good (4.01-6.00), Average (2.01-4.00), Below Average (0-
2.00)} in respect to the Officer Reported Upon.

(v) PART-V (Acceptance)

2.22 This Part is to be filled by Accepting Authority. He/she is required to give his/her
remarks in point no. 1.
2.23 Thereafter, this Part requires the Accepting Authority to record his/her assessment
{Excellent (8.01-10.00), Very Good (6.01-8.00), Good (4.01-6.00), Average (2.01-4.00),
Below Average (0-2.00)} on different attributes in respect of the Officer Reported Upon.
2.23 The Accepting Authority is also required to record an overall grade {Excellent (8.01-
10.00), Very Good (6.01-8.00), Good (4.01-6.00), Average (2.01-4.00), Below Average (0-
2.00)} in respect to the Officer Reported Upon.
2. (B) Filing up of Self Appraisal Report (Offline mode):
The above instructions will remain applicable for offline filing and transmission of Self
Appraisal Reports with the following exceptions:
(a) Offline version of the form shall be used.
(b) Part-IA, IB and II of the form will be filled up by the Officer reported upon.
(c) The Not Required Certificate, in appropriate case, shall be issued by the Reporting
Officer concerned and sent to the appropriate authority.
3. Disclosure & Re-assessment:

3.1 The Cadre Controlling Authority for the Cadre(s) under its control will decide whether
the SAR to be disclosed or not to the Officers Reported Upon.
3.2 If the Cadre Controlling Authority decides to disclose the SAR to the Officers Reported
Upon for the Cadre(s) under its control:
i. The Officer Reported Upon may agree with the assessment made in the Self
Appraisal Report or he/she may make a representation for re-assessment to his/her
Cadre Controlling Authority mentioning grounds for the same.
ii. On getting such a representation, the Cadre Controlling Authority will examine the
same and after considering the merit of the case, may allow for re-assessment by the
authority concerned. In that case, the Cadre Controlling Authority will send the Self
Appraisal Report to the Authority from whom re-assessment has been sought giving a
defined time-frame for such re-assessment. After re-assessment at one level,
subsequent steps will again follow and the process will be finally closed by the Cadre
Controlling Authority with disclosure to the Officer Reported Upon.
 Schedule-III

Guidelines for Custodian

1. Custodian is entrusted with the responsibility of safe keeping the SAR of the Group-
“A” Officer after the SAR of the Officers is accepted by the Accepting Authority.
2. In case the Accepting Authority is outside the scope of HRMS, the custodian would
scan the physical copy of SAR provided by Accepting Authority to the custodian and
upload it to the system. He/ She would also fill up the assessment portion (i.e.,
Marks given by the Accepting Authority etc.) in the system.
3. In case the employee is on deputation, the total flow of SAR would be offline. In that
case the custodian would scan the total SAR and upload the same to the system. He/
She would also fill up the assessment portion (i.e., Marks given by the Reporting,
Reviewing and Accepting Authority) in the system. At the time of uploading the SAR
by the Custodian, the marks awarded to the Officer Reported Upon by different
Authorities shall be entered by the Custodian in the System on an equivalent scale
from 1 to 10 as in the online SAR System. If the grading system for the SAR at the
post where the Officer Reported Upon is on deputation is in a scale different from
the scale followed by the State Government in online system of Self Appraisal
Report, the grades shall have to be converted into an equivalent scale from 1 to 10
as in the online SAR system.
4. If there is any requirement of opening any old SAR, a system generated OTP would
go to the Custodian’s registered Mobile Number and using it he/ she can open the
SAR.
5. If any request for disclosure of SAR of any officer is made to the custodian by the
appropriate authority, the custodian would send such SAR to the appropriate
authority as directed.
 Schedule - IV

Guidelines for nodal officer

1. The Nodal Officer shall be responsible to define in the system whether the flow of SAR
will be offline/ online.

2. The task of the Nodal Officer is to specify the Reporting, Reviewing and Accepting
Authorities for a relevant period of the concerned Group A officers.

3. For the posts for which the comments of Reviewing / Accepting Authorities have been
dispensed with, the reporting channel shall be accordingly specified by the Nodal Officer.

4. During an Appraisal Year, if the Officer Reported Upon functions in any post for a period
of less than 3 months, no Self Appraisal Report will be required to be submitted for that
period. In such a case, the Nodal Officer will generate a ‘Not-Required Certificate’ for that
period, as per format given in Schedule-V, and send it to the Custodian directly with an
intimation to the Officer Reported Upon.

5. In case of considerable delay in appraisal by any Reporting, Reviewing or Accepting

Authority or for any other suitable reason, the Nodal Officer may, at any time, take away the
Self Appraisal Report from that Authority and allot it to his successor or to his higher
authority in the channel to make assessment. However, in such case the Nodal Officer shall
give specific reasons for re-allotment of such SAR to any other Reporting, Reviewing or
Accepting Authority.

6. If any Officer remains on compulsory waiting, suspension, leave, during a period of report,
no Self Appraisal Report will be required for such period. In such case, after decision of
appropriate authority, a ‘Not-Required Certificate’ shall be generated by the Nodal Officer
for the relevant period.

7. In case of delays in submission of SAR by the Officer Reported Upon, the SAR may be
locked by the System. Locked SARs can only be unlocked by the concerned Nodal Officer.

8. During a particular posting of the Officer Reported Upon, if the post of Reporting
Authority is held by more than one person, the Self Appraisal Report may be split up, if
required by the Nodal Officer as per tenures of the respective Reporting Authorities.
 Schedule-V

Not Required Certificate

This is to certify that no Self Appraisal Report in respect of Mr./Ms./Dr.
........................................................ will be required for the period from
......................... to ........................ due to the following reason:

Reason: Compulsory Waiting / Leave / Suspension /Posting for not more than 3
months/Other.

Reason in detail (if ‘other’ above is chosen) --------------------------------------------------

--------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------
--------------------------------------------------- .

Nodal Officer