Instructions for Filling the APARs for All Post: Guidelines regarding filling up of APR with numerical grading


APAR of top management incumbents of CPSE and revised benchmarking of the grade from the year 2017-18
Change in criteria for benchmarking of ACR as per 7th CPC recommendations
Writing and Maintenance of APAR: PCDA(CC) Instructions

regarding filling up of APAR with numerical grading
i) The APAR is an
important document. It provides the basic and vital inputs for assessing the performance
of an officer and for his/her further advancement in his/her career. The
officer reported upon, the Reporting Authority, the Reviewing Authority and the
Accepting Authority should, therefore, undertake the duty of filling out the
form with a high sense of responsibility. 
The columns in the APAR should be filled with due care and attention and
after devoting adequate time. Also please refer DoPT O.M.
No.21011/1/2005-Estt(A)(Pt.II) dt. 23.07.2009 and 14.05.2009. For further
details, DoPT website at www.performance.gov.in can be viewed.
ii) (a) Please also refer
the Website of DoPT and the instructions contained in on preparation and maintenance
of APAR for Central Civil Services. Section 2.11 and 5.2, 5.3 wherein the importance
of writing/reviewing of the APAR within time frame which is also herewith attached.
The right to write the APAR will lapse after that time frame.
(b) If any APAR, duly
completed in all respects, of the previous financial year is not received in
the concerned Custodian Office upto 31st December of the next financial year or
received thereafter, that APAR will not be kept in the APAR Dossier of the
concerned officer and the period of such missing APARs will be treated as NO
APAR YEAR for that officer and in this regard necessary Certificate will be
recorded by the concerned Custodian Office of APAR after 31st December of the
next financial year without waiting the receipt of APAR of the previous
financial year and that Certificate will be kept in the APAR Dossier of the
concerned officer.

iii) Performance appraisal
through APAR should be used as a tool for human resource development.  Reporting Officer should realise that the
objective is to develop an officer so that he/she realizes his/her true
potential. It is not meant to be a fault-finding process but the developmental
one. The Reporting Officer and the Reviewing Officer should not shy away from
reporting shortcomings in performance, attitudes or
overall personality of the officer reported upon.
iv) Pen Picture of the
official in about 70 words should include any special characteristics or any
exceptional merits or capability justify his/her selection for special
assignments or out of turn promotion. It may include comments on the overall
qualities of the officer including areas of strengths and lesser strength or
v) 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 I refers to the lowest grade
and 10 to the highest. The guidelines given in Annexure-I shall be kept in mind
while awarding numerical gradings. It is expected that any grading of 1 or 2
(against work output or attributes or overall grade) would be adequately
justified in the pen-picture by way of specific failures and similarly, any
grade of 9 or 10 would be justified with respect to specific accomplishments.
Grades of 1-2 or 9-10 are expected to be rare occurrences and hence the need to
justify them. In awarding a numerical grade the reporting and reviewing
authorities should rate the official against a larger population of his/her
peers that may be currently working under them.
vi) APARs graded between 8
and 10 will be rated as ‘outstanding’ and will be given a score of 9 for the
purpose of calculating average scores for empanelment/ promotion.
vii) APARs graded between
6 and short of 8 will be rated as ‘very good’ and will be given a score of 7.
viii) APARs graded between
4 and 6 short of 6 will be rated as ‘good’ and given a score of 5.
ix) APARs graded below 4
will be given a score of zero.
x) All attributes under
Section 3.1, 3.2, 3.3 carry equal weightage in their respective sections.
Cutting and over writing to be
avoided, if unavoidable to be initiated.
xi) In case of any
aptitude not applicable in 3.1, 3.2, 3.3, a remarks to this effect may be given
and no numbering be assessed.
xii) Reporting Officer
shall prior to the commencement of the reporting year i.e. April, fix assignments
and tasks with targets and objectives for the reported officer in consultation
with each of the officers with respect to whom he is required to report upon.
Performance appraisal should be a joint exercise between the officer reported
upon and the Reporting Officer.
xiii) Although performance
appraisal is a year-end exercise, in order that it may be a tool for human resource
development, the Reporting Officer and the officer reported upon should meet
during the course of the year at regular intervals to review the performance
and take necessary corrective steps, as warranted.
xiv) Some posts of the
same rank may be more exerting than others. The degree of stress and strain in any
post may also vary from time to time. These facts should be borne in mind
during appraisal and should be commented upon appropriately.
xv) From the financial year
2012-2013, Annual Medical Examination in the prescribed proforma as given in
Annexure-III should be got conducted from the approved Medical
Centres/Hospitals as given in Annexure-II by Group ‘A’ officers, who have
attained the age of 40 years and above, and the summary 
report of medical examination
in the prescribed proforma as given in Annexure-III should be attached with the
APAR Form. The cost of the medical examination will be got reimbursed by the
officer from his concerned office as per CGHS Rules and the latest circulars in
this regard.
xvi) NOTE : The following
procedure should be followed in filling up the column relating to Integrity :
  1. If the
    Official’s integrity is beyond doubt, it may be so stated.
  2. If
    there is any doubt or suspicion, the column should be left blank and
    action taken as under :
a)      A separate secret note should be recorded and
followed up. A copy of the note should also be sent together with the
Performance Assessment Report to the next superior officer who will ensure that
the follow up action is taken expeditiously. Where it is not possible either to
certify the integrity or to record the secret note, the Reporting Officer should
state either that he had not watched the officer’s work for sufficient time to form
a definite judgment or that he has heard nothing against the officer, as the
case may be.
b)      If,
as a result of the follow up action, the doubt or suspicions are cleared, the
officer’s integrity should be certified and an entry made accordingly in the
Performance Assessment Report.
c)       If
the doubts or suspicions are confirmed the fact should also be recorded and
duly communicated to the officer concerned.
d)      If
as a result of the follow up action, the doubts or suspicions are neither
cleared nor confirmed, the officer’s conduct should be watched for a further
period and thereafter action taken as indicated at (b) and (c) above.
xvii) Where a Reporting
officer/Reviewing officer retires, he may be allowed to give the report on his
subordinates within one month of retirement.
xviii) Atleast 3 months
experience of Supervising the work and conduct of Govt. servant reported upon
should be there before assessing APAR.
xix) If the
Reporting/Review officer is under suspension when the annual APAR has become due
to be written/reviewed, it may be written/reviewed within 2 months from the
date of his having placed on suspension or one month from the date on which the
report was due, whichever is later.
xx) 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.
xxi) After the expiry of
the first week of the time-schedule (15th April), if the self appraisal is not received
by that time, Reporting Officer should take it upon himself to remind the
officer to be reported upon in writing, asking him to submit his
self-appraisal. If no self-appraisal is received by the stipulated date, the
reporting officer can obtain another blank APAR form and proceed to write the
report on the basis of his experience of the work and conduct of the officer
reported upon. While doing so, he can also point out the failure of the officer
reported upon to submit his self-appraisal within the stipulated time.
xxii) If the APAR is not
initiated by the Reporting Officer for any reason beyond 30th June of the year in
which financial year ended, he shall forfeit his right to enter any remarks in
the APAR of the officer reported upon and he shall submit all APAR held by him
for reporting to the reviewing officer on the next working day.
xxiii) The controlling
officer has been directed to call for explanation of the concerned officers for
not having perform the public duty of not writing the APAR within due date and
his absence of justification direct that a written warning for delay in
completing the APAR be placed in the APAR folder of the defaulting officer
xxiv) The full APAR
including the overall grades 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 a system is in
xxv) The assessment in
Part-IV is descriptive only and no grading is to be provided.
Time schedule for
preparation/completion of APAR
(Reporting year-
Financial year)

Date by which to be completed
Distribution of blank APAR forms to all
concerned (i.e., to officer to be reported upon
where self-appraisal has to be given and to
reporting officers where self-appraisal is not to be
31st March.
(This may be completed even a
week earlier).
Submission of self-appraisal to reporting officer
by officer to be reported upon (where applicable).
15th April.
Submission of report by reporting officer to
reviewing officer
30th June
Report to be completed by Reviewing Officer
and to be sent to Administration or CR
Section/Cell or accepting authority, wherever
31st July
Appraisal by accepting authority, wherever
31st August
(a) Disclosure to the officer reported upon where
there is no accepting authority
01st September
(b) Disclosure to the officer reported upon where
there is accepting authority
15th September
Receipt of representation, if any, on APAR
15 days from the date of receipt of
Forwarding of representations to the competent
(a) where there is no accepting authority for
21st September
(b) where there is accepting authority for
06th October
Disposal of representation by the competent
Within one month from the date of
receipt of representation.
Communication of the decision of the competent
authority on the representation by the APAR Cell
15th November
End of entire APAR process, after which the
APAR will be finally taken on record
30th November

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