Annual Performance Assessment Report (APAR) - Key Guidelines

📋 Annual Performance Assessment Report - Key Guidelines

🎯 Purpose & Importance of APAR

1. Essential for Personnel Administration

• Government performance depends on individual employee performance
• Helps government track how its constituents function
• Critical for personnel management and administration

2. Career Development Tool

• Employees need to know their performance level
• Identifying defects helps career advancement
• Timely feedback allows improvement

👥 Roles & Responsibilities

3. Reporting Officer

• Immediate superior officer
• Must write APAR objectively and impartially
• Responsible for counseling and guiding subordinates
• Gets credit for subordinates' good work

4. Principal Objectives

• Improve current job performance
• Assess potential and prepare for future opportunities

⏰ Assessment Process & Timelines

5. Two-Level Assessment

• Reporting Officer → Reviewing Officer
• Both need minimum 3 months supervision experience

6. Key Timeframes

• Retired officers: 1 month after retirement to submit APAR
• Suspended officers: 2 months from suspension or 1 month from due date (whichever later)
• Employee representation: 15 days to respond
• Competent authority decision: 30 days on representations

7. APAR Completion Schedule

Activity	Deadline
Distribution of blank forms	31st March
Self-appraisal submission	15th April
Reporting Officer to Reviewing Officer	30th June
Reviewing Officer completion	31st July
Accepting authority	31st August
Entire process ends	30th November

📊 Grading & Scoring System

8. Numerical Grading (1-10 scale)

• Quality of work output
• Personal attributes
• Functional competence

9. Weightage Distribution

40%

Work output

30%

Personal attributes

30%

Functional competency

10. Grading Categories

8-10 "Outstanding" → Score 9

6-8 "Very Good" → Score 7

4-6 "Good" → Score 5

Below 4 - → Score 0

📝 Assessment Components

11. Work Output (4 activities)

• Accomplishment of planned work
• Quality of output
• Analytical ability
• Accomplishment of exceptional work

12. Personal Attributes (8 activities)

• Various behavioral and attitude factors

13. Functional Competence (5 activities)

• Job-specific skills and knowledge

🔒 Integrity & Special Provisions

14. Integrity Assessment

• "Beyond doubt"
• "Doubtful - secret note attached"
• "Not watched sufficiently but nothing adverse reported"

15. Special Considerations

• SC/ST officers: Reviewing Officer must assess fairness of Reporting Officer
• Reporting Officer comments on attitude toward SC/ST/weaker sections
• Supervisory officers maintain confidential integrity diary

📁 Maintenance & Custody

16. APAR Preservation

• Group A & B: Head of Department or specified authority
• Group C & D: Authority specified by Head of Department
• Deceased employees: 2 years from date of death
• Retired employees: 5 years from retirement date

17. Custodians for Postal Department

Designation	Custodian
Inspector Posts, ASPOs	DPS (HQ) of Circle Office
PS Group B in Circle	Senior Private Secretary/Private Secretary of CPMG
PS Group B in Training Centers	Reporting Officer of respective center
PS Group B in Directorate	CS to Member (P)

⚠️ Important Notes

18. Justification Requirements

• Grades 1-2: Must justify with specific failures
• Grades 9-10: Must justify with specific accomplishments

19. Missing Self-Appraisal

• Reporting Officer reminds after first week
• If still not received, writes report noting the failure

20. Document Handling

• Send photocopies for selection processes
• Destroy photocopies after purpose served
• Limit commendation letters to exceptional cases only

Note: Accepting Authority concept applies only to HAG rank officers of IPoS Group A