Schedule-15 (352)
(Relating to Sub-rule (1) of the Rule 78)
Work performance evaluation form of non-gazetted and classless civil
employees
Guidelines for filling the work performance evaluation form:
1. This form shall have to be filled every fiscal year (on the basis of work carried out from the 1st day of the month of Shrawan to the last day of the month of Ashadh (July 15 to July 14)).
2. The work performance evaluation form has been divided into the following three sections:
Section a: Details and achievements of the work performed.
Section b: Evaluation of the level of work performance.
Section c: Evaluation of the review committee.
3. The concerned civil employee shall fill all subjects, goals and achievements in the columns specified as to be filled by the employee, under the details of work as prescribed in Section (a). In so filling the work performed by the employee, he or she shall fill from the works specified in his or her job description and included in the annual action
plan. The employee shall also attach copies of his or her job description and approved annual action plan. A maximum five works covering, to the extend possible, all works carried out by him or her within the Seventh day of Shrwan each year shall have to be mentioned in brief. The annual work performance evaluation form filled in pursuant to Rule 78B., also putting name, signature and date thereon, shall have to be registered and . submitted to the supervisor within the specified time or where it has to be sent by post, it has to be sent to the supervisor for evaluation by a registered post within the specified time.
4. After receiving the form filled in by the concerned civil employee, the supervisor shall make comments taking into account the achievements filled in by the employee, in the columns specified as to be filled and commented by the supervisor as set forth in Section (a). On the basis of achievements of works as filled in by the civil employee and comments, the supervisor shall fill the portion “Evaluation of Supervisor” of Section .
(b). In so making evaluation, the supervisor shall examine whether the employee has presented the description of the achievements of works specified in his her job description and included in the annual action plan and make evaluation on that basis. Upon so making evaluation, the supervisor shall so submit the work performance evaluation form, also putting his or her name, post, signature and date on it, to the reviewer that the reviewer can receive it within the last day of the month of Shrwan.
5. The reviewer shall fill the portion “Evaluation of Reviewer” of Section (b) on the basis of Section (a) of the form received from the supervisor, within the Fifteen day of the month of Bhadra each year. The reviewer shall so submit the work performance evaluation form so filled, also putting his or her name, post, signature and date on it, as the review committee can receive it.
6. If, in relation to the work performance evaluation forms submitted to the review committee, the review committee is not satisfied with the evaluation of the supervisor or reviewer or both, it may seek clarification from the reviewer or supervisor or send it back for reconsideration, along with the grounds for re-evaluation. In relation to the work performance evaluation forms so sent, the supervisor and the reviewer shall make re- evaluation or set out rationale, reason, if is not necessary to amend the evaluation made before, and submit the same to the review committee within Three days after the receipt of the forms by the supervisor and the reviewer. If the work performance valuation forms so submitted again do not contain reasonable reason or marks are not also amended, the review committee shall make comments on this matter and write to the concerned body to record such supervisor and reviewer and reconsider their work performance evaluation.
7. The review committee shall evaluate the work performance evaluation forms submitted also on the basis of the evaluation made by the reviewer and the supervisor and forward them to the Public Service Commission and the secretariat of the promotion committee within the last day of the month of Bhadra each year.
8. In respect of a civil employee who has worked under the supervision of more than one supervisor for one period, one who is the supervisor at the end of that person shall fill this form for the whole period.
9. In registering the work performance evaluation form after the period as referred to in Sub-section (6a) of Section 24A. of the Act, it has to be registered within the current financial year. The review committee shall reduce one mark in the work performance evaluation form so registered.
10. Where any civil employee has filled in the work performance evaluation form in time as required to be submitted within the specified time, and the work performance evaluation form already registered with the office is destroyed due to fire or similar other divine calamity or natural disaster, the incumbent evaluator shall, with the approval of the pertinent Ministry, send the work performance evaluation form filled in by such a civil employee, accompanied also by the cause of its destroy and evidence thereof, back to the employee to again fill in the work performance
evaluation form. The evaluator shall mention the reason for re-evaluation in, and also attach the evidence with, the work performance evaluation form so evaluated.
11. In the course of evaluating the work performance of civil employees, the supervisor shall make evaluation on the following basis:
(a) To give a maximum of excellent grade marks, without giving most excellent grade marks, for one appropriate segment out of the four segments (cost, time, quantity and quality), to a civil employee who remains absent for more that Thirty consecutive days without getting a leave approved or without making an application for leave,
(b) To give a maximum of excellent grade marks, without giving most excellent grade marks, on the ground relating to the overall quality of work, to a civil employee who has been awarded the punishment of censure or withholding of grade or promotion in respect of the year in which he or she has been awarded that punishment,
(c) In cases, except where a civil employee has obtained certification by the Funds and Accounts Controller Office
that a circumstance beyond his or her control has arisen in relation to any advance obtained by him or her, where the
civil employee has not been able to settle the advance within Six months, subject to the laws in force relating for
financial administration and settlement of advances, to give a maximum of excellent grade marks, without giving most excellent grade marks, on the ground relating to the overall quality of work, to such an employee.
(d) Where a civil employee holding the post of Chief of Office or Head of Department or chief of project has not been able to achieve Fifty percent goal or result throughout the year despite the sanction of funds and approval of programs during the first four monthly period of a fiscal year, to give a maximum of excellent grade marks, without giving most excellent grade marks, on the ground relating to the overall quality of work, to such an employee,
(e) The goal of business to be performed by a civil employee holding a post other than the post of Chief of Office shall
be determined by a collective meeting of employees within the first four monthly period of each year. In making
evaluation of a civil employee who fails to achieve Fifty percent goal so determined, to give a maximum of excellent
grade marks, without giving most excellent grade marks, on the ground relating to the overall quantity of work as
referred to in Clause (d), to such an employee, Provided that, if the goal specified in Clauses (d) and (e) could not be achieved due to other reason than that of the concerned employee, the marks shall not be decreased.
(f) If there is any evidence that any civil employee has done an undisciplined act, to give a maximum of excellent grade marks, without giving most excellent grade marks, on the ground relating to the overall quantity of work,
(g) To give a maximum of excellent grade marks, without giving most excellent grade marks, on any one of the two grounds relating to the overall quantity and quality of work to a civil employee who does not fill up the half-yearly work performance evaluation form within the time-limit as referred to in Sub-rule (2) of Rule 78B. and a civil
employee who does not evaluate the yearly and half yearly work performance.
12. Where, in reducing marks on the grounds as referred to in serial number 11, marks are to be reduced in relation to the same civil employee on more than One ground, it shall not be required to reduce marks on more than Two grounds out of the Four grounds in One year.
13. If it appears that marks have not been reduced accordingly despite the existence of the reasons as referred to in serial number 11, One mark shall be reduced in the evaluation of the work performance
of such an evaluator.
14. Even if marks are to be reduced pursuant to serial number 11, there shall be attached documents accompanied by clear reasons for the same.
15. In making work performance evaluation, the work performance evaluator shall make such evaluation by clearly writing marks in such column of the work performance form as specified for the purpose of giving marks
Format of Work performance evaluation form of non-gazetted and classless civil employees
Office where details are submitted to:
Registration No.:
Date:
Name of employee: Code of employee:
Period of evaluation: From….. To…….
1. Post 2. Class: 3. Service:
4. Group: 5. Sub-group:
6. Name of the Office:
7. Date of appointment to the current post:
8. Offices transferred to during this period of evaluation:
Serially:
9. Date of submission to the supervisor:
Part-A
Details of Work Performed
Works of which
targets specified
and not
specified
Details to
be filled by
employee
Quantity Cost Time Quality
(a)
(b)
(c)
(d)
(e)
Other works
done at one’s
own initiative
(a)
(b)
If any work could not be performed, the reason thereof:
Works
(a)
(b)
(c)
(d)
Signature of
employee:
Reasons
(a)
(b)
(c)
(d)
Attempted to
resolve
(a)
(b)
(c)
(d)
Date:
Comment of
supervisor:
(a) Rationale of
reason:
Correct
Incorrect
(b) Attempt made
to resolve reason:
Correct
Incorrect
Signature of
Supervisor:
Date:
Note: (1) Possible attempt shall be made to fill the grounds specified for the works of which targets are specified, namely quantity, cost, time and quality).
(2) While filling the details of works of which targets are not specified, the civil employee shall point out the quantity, cost and time, to the extent possible.
Part-B
Evaluation of supervisor and reviewer
Date of submission to the supervisor:
Date of submission to the reviewer:
Evaluation of supervisor Evaluation of Reviewer
Standard Most
excellent
Excellent Normal Low Most
excellent
Excellent Normal Low
Standard of work
performance
(on the basis of job
description)
Marks 6.25 5.25 4.25 3.25 2.5 2 1.5 1
1. Overall quantity
of work
performed.
2. Overall cost of
work
performed.
3. Overall time of
work
performed
4. Overall quality
of work
performed
Total:
Marks obtained
Full marks
Marks obtained
Full marks
Reason to be set
out for giving
more than 95
percent and
less than 75
percent marks.
Name of Suprevisor:
Employee code:
Signature:
Date:
Name of Reviewer:
Employee code:
Signature:
Date:
If it is not possible to evaluate the cost, the marks set aside for this may be distributed to the rest three grounds proportionately. If description cannot be accommodated in any column, it shall be set forth in a separate sheet an
certified and attached. The supervisor and the reviewer shall make evaluation, on the grounds specified in Section 24A. of the Civil Service Act and the Civil Service Regulation and submit the forms to the reviewer or review committee within the period as referred to in Rule 78B. of the Civil Service Regulation. Reason is to be set out clearly for giving more than 95 percent and less than 75 percent marks pursuant to Sub-rule (7) of Section 24A. of the Civil Service Act, and less than 75 marks are given, information thereof shall be given to the concerned civil employee, and if the employee makes any comments, the form shall be accompanied also by such comments and submitted to the review committee. The Competent Authority shall take departmental action against the evaluator who uses tipex over the marks obtained.
Part-C
Evaluation by the review committee
Name of employee: Post: Class:
Date of submission to the review committee:
Standard Most
excellent
Excellent
Normal Low
Personal quality and conduct
Marks 1 0.75 0.50 0.25
(a) For non-gazetted
employees
(1) Knowledge of subject
matter and skills
(2) Ability to maintain
secrecy.
(3) Ability to act as per
direction
(4) Attendance, time and
discipline
(5) Honesty and morality
Full marks
Total marks obtained
Marks
Standard Most
excellent
Excellent
Normal Low
(b) For classless employees Marks 1 0.75 0.50 0.25
(1) Knowledge of subject
matter and skills
(2) Ability to act as per
direction
(3) Interest in work, and
enthusiasm
(4) Obedience and discipline
(5) Vigilance and promptness
Full marks
Total marks obtained
Marks
Review committee officials’:
Name Post Employee code Signature Total marks secured
1. In figure:
2. In words:
Date:
Note: If the review committee is to give more than 95 percent and less than 75 percent marks pursuant to Sub-section (7) of Section 24A. of the Civil Service Act, clear reason shall be assigned for the same.