MINUTES OF DECISIONS TAKEN IN THE PRINCIPALS’ CONFERENCE 2014
AADMINISTRATION:
ITEM NO.1WRITING OF ANNUAL PERFORMANCE ASSESSMENT REPORT
GENERAL PRINCIPLES
The performance of every Government servant is assessed annually (April-March) through his Annual Performance Assessment Report, which is an important document providing the basic and vital inputs for assessing the performance of the Government servant and for assessing his suitability for his further advancement in his career on occasions like confirmation, promotion, selection for deputation, selection for foreign assignment etc. Performance appraisal is a tool for human resource development in order to enable a Government servant to realize his true potential.
Performance appraisal is meant to be a joint exercise between the Government servant reported upon and the Reporting Officer. While fixing the targets, priority should be assigned item-wise taking into consideration the nature and the area of the work. The APAR is initiated by the Government servant to be reported upon himself, who gives a brief description of his duties, specifies the targets set for him wherever applicable, achievements against each targets, the shortfalls, if any, constraints encountered and areas where the achievements have been greater.
The APAR is initiated by the Government servant to be reported upon himself, who gives a brief description of his duties, specifies the targets set for him wherever applicable, achievements against each targets, the shortfalls, if any, constraints encountered and areas where the achievements have been greater.
The APAR is initiated by the Government servant to be reported upon himself, who gives a brief description of his duties, specifies the targets set for him wherever applicable, achievements against each targets, the shortfalls, if any, constraints encountered and areas where the achievements have been greater.
Where for a period of Report, there is no Reporting Officer with the requisite experience to initiate the Report, the Reviewing Officer himself may initiate the Report as a Reporting Officer provided the Reviewing Officer has been the same for the entire period of Report and he is in a position to fill in columns to be filled in by the 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 if there is a superior officer to him.
If a Reporting/Reviewing Officer is under suspension when the Annual Performance Assessment Report has become due to be written/reviewed, it may be written/reviewed by the officer concerned within two months from the date of his having been placed under suspension or within one month from the date on which the Report was due, whichever is later. An officer under suspension shall not be asked to write/review Annual performance Appraisal Reports after the time limit specified above.
Wherever there is any gap in the APAR during a particular reporting period, it is the responsibility of the officer in-charge for maintaining the APAR to place a no report certificate indicating the reasons, e.g. the officer has not worked for minimum 3 months under a reporting officer; he was on leave/training during the period; he was on unauthorized absence if it is a fact; the APAR could not be completed by lapse of the time limit for making remarks by the retired reporting/reviewing officer etc.
The full APAR including the overall grade and assessment of integrity shall be communicated to the concerned officer after the Report is complete with the remarks of the Reviewing Officer and the Accepting Authority wherever such system is in vogue. Where Government servant has only one supervisory level above him as in the case of personal staff attached to officers, such communication shall be made after the reporting officer has completed the performance assessment.
The Section/Office entrusted with the maintenance of APARs after its receipt shall disclose the same to the officer reported upon.
The concerned officer shall be given the opportunity to make any representation against the entries and the final grading given in the Report within a period of fifteen days from the date of receipt of the entries in the APAR. The representation shall be restricted to the specific factual observations contained in the report leading to assessment of the officer in terms of attributes, work output etc. While communicating the entries, it shall be made clear that in case no representation is received within the fifteen days, it shall be deemed that he/she has no representation to make. If the concerned APAR Section does not receive any information from the concerned officer on or before fifteen days from the date of disclosure, the APAR will be treated as final.
The competent authority may consider the representation, if necessary, in consultation with the reporting and/or reviewing officer and shall decide the matter objectively based on the material placed before him within a period of thirty days from the date of receipt of the representation.
The competent authority after due consideration may reject the representation or may accept and modify the APAR accordingly. The decision of the competent authority and the final grading shall be communicated to the officer reported upon within fifteen days of receipt of the decision of the competent authority by the concerned APAR Section.
CONTENTS OF ANNUAL PERFORMANCE ASSESSMENT REPORTS
Each Report should begin with the brief description of duties of the Government servant reported upon, the quantitative/physical targets/objectives set for him and his achievements against each target and shortfalls with reference to the targets and the constraints encountered if any and items where the achievements have been significantly higher. The special achievement at Part 2 against column 3(B) is different from the aforesaid description of duties assigned to the employee in normal course. Where the employee has failed to achieve the targeted objective/goals as mentioned against column 2 of Part-2, he/she will have to mention the constraints in achieving those targets in Column 3(A) of Part 2. Based on the evaluation of Column 3(A) and 3(B), the reporting officer will give points out of 1 at column 5 under Part-4. It is not a ritual requiring awarding of similar marks to all the employees under the control of the Reporting Officer. Performance of each individual should be assessed properly for awarding points under this column.
TIMELY COMPLETION OF ANNUAL PERFORMANCE ASSESSMENTREPORT-TheAPAR should be reported not later than 30th April and not beyond 30th June in any case after which the right to enter any remarks in the APAR of the officer to be reported upon shall stand forfeited
Where a Reporting officer/Reviewing officer retires, he may be allowed to give the report on his subordinates within one month of retirement.
Where an officer has taken Earned Leave for a period of more than 15 days, the total period spent on leave can be deducted from the total period spent on any post, for the purposes of computing the period of 3 months which is relevant for writing of entries in the APAR. Leave taken for short term duration need not be treated as relevant for the purpose.
GUIDELINES FOR FILING OF APARs
(i)The pen picture of the officer reported upon where the reporting officer will be required to indicate his comments on the overall qualities of the officer including areas of strengths and lesser strength and his attitude towards the weaker sections. In the case of teachers, extra responsibility handled, innovative method of teaching, special comments made by the Inspection team should be incorporated
(iii)Numerical grading are to be awarded by reporting and reviewing authorities for the quality of work output, personal attributes and functional competence of the officer reported upon. These should be on a scale of 1-10, where 1 refers to the lowest grade and 10 to the highest. 8-10 indicates outstanding; 6-8 stands for very good; 4-6 good. Below 4 is considered below satisfactory and the weitage comes to zero for all purposes.
Reporting Officer to give his specific comments on the attitude of the Government servant towards Scheduled Castes/Scheduled Tribes/Weaker Sections of the Society, his understanding and his willingness to deal with them
In column mentioned for training, recommendation with a view to improve the effectiveness/capabilities of the teacher should be mentioned
The following guidelines should be followed in the matter of making entries in the column relating to integrity:-
The remarks against the integrity column shall be made by the reporting officer in one the three options mentioned below:-
i)Beyond doubt
ii)Since the integrity of the officer is doubtful, a secret note is attached.
iii)Not watched the officer‟s work for sufficient time to form a definite judgment but nothing adverse has been reported to me about the officer
ITEM NO.2POINTS RAISED DURING RJCM MEETING
(1)Implementation of duties allotted to the sub-staff as per instructions of KVS and training provided to them- It was reported that Sub-Staff are continuing work of erstwhile Grp’D’. KVS(Hq.) has already allocated duties among sub-staff vide circular letter No. F.11029-21/2012-KVS(Hq)Admn-I dated15.01.2013 which clearly states that the Sub-Staff, as per the 6th PC recommendation will in addition to the work already being done by them will be required to do additional work as mentioned therein . They will also be given training, if required at appropriate time. The Principals are requested to take suitable steps for implementation of the instruction of KVS(Hq) as per their competence and expertise.They should be given adequate training to take up these tasks.
(2)It has been demanded that the Salary slip provided to the employee should be signed by the Principal affixing his stamp. Any computer generated pay slip does not need signature.The Principal may however affix his/her stamp only when the salary slip is required for mandatory purposes.
(3)It has been stated thata copy of Service book is either not being provided to the emoloyees or not being updated annually. Since this is a mandatory provision of GOI hence action should be taken accordingly by all Vidyalayas, preferably during summer vacation by collecting the copy of the Service Book from all employees and after updating to be returned to them on re-opening of the Vidyalaya.
(4)Circulation of circulars and letter of common interest- regarding-The copies of circulars dealing with policy matters and employees related may be displayed prominently on Notice Board of the Vidyalaya and also informed to the staff members during monthly staff meetings. One copy of circular should be kept in Guard file of concerned Vidyalaya and also in the Library . Now each Vidyalaya has a database of email ids of every employee. Inportant circulars can be forwarded to these ids as a group. The website address of KVS HQ and Regional Office may also be visited regularly to upgrade their knowledge about the circulars of common interest through internet.
(5) It has been reported that in some of the Vidyalaya , the Principals are holding staff meetings almost every day and detaining the staff after School hours. Principals make one or the other excuse to maketeachers stay back.
The implementation of the instruction issued by KVS(HQ.) in this regard has to be done in right spirit.The teaching staff cannot be detained compulsorily except when there is an impeding work under the charge of the said teacher.
(6).Staff rooms in all Vidyalayas to be maintained properly. There should be ample amount offurniture, computers with inter-net connection alongwith the arrangement do drinkingwater etc.
Teachers are responsible for proper up- keeping of the Staff room.The teachers have to co-ordinate with the office and the Principal to secure facility for the staff room. Furniture facility is given as per KVS norms. The Principals are requested to ensure that basic facility of seating, drinking water and computer should be provided in the staff room.. It has also been observed that the fans, light and electric points in the class rooms, staff rooms are either broken or not functional. Special attention of the Principal is requested in the matter.
(7).In all Kendriya Vidyalayas, it is seen that the representations given by teachers/employees is not received/acknowledged by the office/Principal(Medical bill,TA& DA bill,LTC bill or any other representations).
Whenever an employee submits his representation or personal claims to the Principal/ Office, some acknowledgement should be provided so that the employee can have a follow-up if required. Either a dated stamp should be provided on the copy or a diary no of the receipt should be provided.
(8).Escort duties to be exempted for the lady teachers having children of less than 3 years physically challenged employees as well. Other staff may be appointed for the escort duties on rotation basis.
Principals should keep a roster of staff for deputing them on escort duties or other outstation duties. However, while allocating escort duty, care should be taken of the inconvenience of the staff for a particular duty who may be replaced by a willing staff. However, no blanket exemption can be given to any employee other than the physically challenged employees The Principals are instructed to follow best practice suitable to Vidyalayas and teachers both in this regard.
(9).Examination department and admission department in all the school may be given to Seniorteachers (by Post) on rotation basis. As PGTs must be given such charges instead of TGTs or PRTs wherever the post of PGT is there.TGTs and PRTs may associate them in the working of the departments.
There is no harm in following the system unless there is an impediment where arrangements can be made as situation demands.
(10)Training for implementation of Note Sheet at Vidyalaya level to the Principal and Non-teaching Staff.
KVS HQ has directed that all officials in the Regional Office and Kendriya Vidyalayas has to follow the Note-sheet system in performing official work. ThePrincipals are requested to encourage their staff to follow the note-sheet system. Necessary training will be imparted to the Assistants/ UDCs and LDCs who are not aware of the system.
(12)Implementation of duties allotted to the sub-staff as per instructions of KVS and training provided to them.
KVS(Hq.) has already allocated duties among sub-staff vide circular letter No. F.11029-21/2012-KVS(Hq)Admn-I dated15.01.2013 . They will also be given training, if required at appropriate time. The Principals are requested to implement the instructions of KVS(Hq) as per their competence and expertise. They should also be given adequate training to take up these tasks.
ITEM NO.3GRANT OF CHILD CARE LEAVE AND OTHER REGULAR LEAVE TO TEACHERS
It is often observed that some teachers are proceeding on child care leave for long periods and thereafter over-staying the leave and later request for extension of leave. Since Child Care Leave cannot be availed without pre-sanction, hence post facto sanction of Child Care Leave is not allowed. Even in other kinds of regular leave (e.g Earned Leave, HPL, Commuted Leave, etc. it is imperitive to pre-sanction the leave from the Principal except in extreme emergent conditions where leave application cannot be submitted by the teacher in person. In such a case also information should be provided by the employee through electronic medium.
Further, when a teacher proceeds on leave without pre-sanction or over-stays the sanctioned leave and the Principal decides not to sanction the leave for bonafide reasons, then the Principal should intimate the employee immediately though office-order with the directions to the employee to join immediately, failing which the period of absence would be considered as ‘dies-non’
ITEM NO.4TIMELY SUBMISSION OF DATA FOR COMPILATION AND FORWARDING OF DATA TO KVS HQ.
It is observed that all the Vidyalayas do not respond to the emails sent by the Regional Office for collection of data as desired by KVS HQ. Since these data are required to be compiled at the RO and then sent to KVS HQ within a stipulated time frame sometimes on the same day, it is of paramount importance that the emails are to be responded immediately for which staff of the Vidyalaya should be made responsible. It should also be ensured that the data is submitted in the format called for and no deviation should be made at the Vidyalaya level. Non-Submission of correct data in the format called for, causes needless delay in compilation at RO level which causes serious embarrassment for this office when the desired information cannot be provided to KVS HQ in given time frame.
ITEM NO.5OPTIMUM USE OF EMAIL FOR CORRESPONDENCE
The instruction contained in KVS HQ notice vide F11029/2014/KVS(HQ)/JC(Acad)/Misc dated 12.6.2014 (Annexure-IIi) should be strictly adhered except for those documents which have high legal/financial/ administrative value, all other correspondence of general nature should be sent through email( e.g. statistical information, joining/relieving orders, endorsement copies of letters/RTI applications etc.All Vidyalayas are to take care about their e.mail addresses. Any change is to be informed to RO immediately. Also all Principals and Office staff to update their contact no.s to RO Officials