Académique Documents
Professionnel Documents
Culture Documents
28
Government Of India
Ministry of Railways
Part I
S. N Particulars
1. Introduction
2. General
3. Annual Report
4. Forms Prescribed
4.1. Likely to be considered for Promotion Group 'B'
5. Self Appraisal
5.1. Reporting Authority and his duties
5.2. Below grades 1600-2660 (RPS) and working in grade 1600-2660
5.3. Teachers working in Schools
5.4. In case of dose relatives
Responsibility of Reporting Authority to mention warning/admonition/
5.5.
displeasure/ reprimand
5.6. Reporting Period and delay
5.7. Performance appraisal
5.8. Report written not with due care and attention
6. Reviewing Authority and his duties
6.1. Positive and Independent Judgment on the remarks
6.2. Reviewing Authority to verify to correctness of remarks
6.3. Reports containing vague and non-committal remarks
6.4. Reviewing Authority to countersign within one month
6.6. Delay, if any
6.5. Reviewing Authority retires or demits office
6.7. Review by Addl. Divisional Railway Manager
7. Section II of Confidential Report be initiated by Senior Scale Officer
8. Communication of Adverse Remarks
8.1. Remarks
(a) - Not Fit For Promotion
(b) - As 'Average'
8.2. Representation against adverse remarks
8.3. Rejection of representation
9. Remarks “Average”
10. Procedure to be followed while reporting on integrity
10.1 Railway servants in Grade Rs. 1600-2660 (RPS) and above
10.2 Unconfirmed doubt or suspicion
11. Other Provisions
11.1 Report, review of ACR of Non-gazetted Railway servants
The instructions issued by the Railway Board from time to time on the subject of
preparation and maintenance of Confidential Reports on non-Gazetted Railway servants are
contained in several letters. It has now been decided by the Railway Board to issue a
consolidated master circular, as below, incorporating all the instructions issued so far on the
subject for the information and guidance of all concerned.
General:
2. The Confidential Report is an important document, providing for the basic and vital
inputs necessary for assessing the performance of a Railway servant for his/her advancement
in official career. The Railway servant reported upon, the Reporting Authority and the Re-
viewing Officer should, therefore, fill in the form with a high sense of responsibility.
3. The report should be written annually on e very Railway servant, except those
mentioned below, in the form prescribed for the purpose, generally for the period ending with
the financial year, appraising the performance, character, conduct and qualities of the
concerned Railway servant:
(b) Group ‘C’ Railway servants in the initial recruitment grade of Rs. 950-1500
(RPS), except those working in the Ministry of Railway s;
[Ref: Board’s letter No. E (NG) 57/CR3/1 dated 14.06.1966]
(c) Group ‘C’ Railway servants whose initial grade is higher than the grade of Rs.
950-1500(RPS) provided the next higher grade for them is a non-selection grade,
except in the case of Skilled Gr. I & II. Artisans’ staff for whom Confidential Reports
shall be written for those in two grades below the selection grade.
[Ref: Board’s letters No. E (NG) 67/CR3/2 dated 23.10.1967 and
E (NG) I/81/CR/5 dated 26.09.1981}
Forms prescribed:
4. The forms prescribed for writing the Confidential Reports, since the reporting year
1986 are enclosed as Annexure-I to VI.
Annexure-I: - For all Group ‘C Railway servants, including Workshop Staff, but excluding
PWIs, APWIs, IOWs, AlOWs, SIs, ASIs, Teachers / lnstructors and those working in grade
Rs. 1200-2040 (RPS).
Annexure-V: - For Group ‘C’ Railway servants in Gr. Rs. 1200-2040 (RPS).
[Ref: Board’s letters No. E (NG) I/86/CR/5 dated 22.04.1987 and 23.06.1987]
4.1 In respect of Railway servants working in grade Rs. 1600-2660 (RPS) and in
grades above Rs. 1600-2600, likely to be considered for promotion to Group ‘B’
Gazetted service, an additional section called Section-II is required to be written in the
prescribed form as per Annexure-VI.
[Ref: Board’s letters No. E (NG) II/75/CR/9 dated 14.09.1976; E (NG) I/86/CR/5 dated
22.4.1987 and E (NG) I/86/CR/4 dated 23.02.1988]
Self appraisal:
5. Every Railway servant working in Gr. Rs. 1600-2660 and in grade(s) above Rs. 1600-
2660, should, before the CR is initiated, furnish a brief description of his duties and a resume
of the work done by him during the year/period for which CR on him/her is written, bringing
out the special achievements during the period and also shortfall in achievement, if any
together with reasons therefor. This should he done in part-II of the CR form.
5.1 The confidential report should be initiated by the Reporting Authority, who
was, during the period for which the CR is written, immediately superior to the
Railway servant on whom the report is written, or such other authority as may be
specifically empowered in this behalf by the General Manager or any other officer
authorised by him.
[Ref: Board’s letter No. E (NG) I/81/CR/5 date d 26/30.09.1981]
5.2 The confidential reports on Railway servants working in grades below Rs.
1600-2660 (RPS) should be initiated by Supervisors working in Gr. Rs. 2000-3200
(RPS) and above. For those working in Gr. Rs. 1600-2660 (RPS) and above, the
report should be initiated by a Gazetted officer.
[Ref: Board’s letters No. E (NG) II/75/CK/9 dated 14.09.1976 and E (NG) I/82/CR/I dated
20.03.1982]
5.3 The confidential reports on Teachers working in the schools may be initiated
by the Headmaster/Headmistress/Principal of the School concerned irrespective of
their grades. The report so written is subject to review and counter-signature by the
Gazetted executive officer concerned.
[Ref: Board’s letter No. E (NG) II/68/CR/1 dated 16.12.1970]
5.4 Where a close relative of a Reporting Authority functions under the latter
(which situation should be avoided to the extend possible and if it becomes
inescapable to be allowed for the barest minimum time possible), the Reporting
Authority should abstain from writing the annual Confidential Report on the Railway
servant who is his close relative. The Reviewing Officer will in such cases take on the
role of the Reporting Authority. If a similar relationship exists between the Reviewing
Officer and the officer reported upon, the same would apply in respect of the
Reviewing Officer and the role of the Reporting Officer will be transferred to the
authority next higher. In cases of this nature, should mere be any doubt, it would he
incumbent upon the Reporting Officer to consult the next higher authority before he
writes the report.
[Ref: Board’s letter No. E(NG) II/78/CR/3 dated 08.08.1978]
5.5 The Reporting Authority has also the responsibility to decide regarding
making a mention in the report about warning(s) / admonition / displeasure /
reprimand administered to a Railway servant for inefficient working / acts of omission
or commission depending upon the position while writing the Report, whether the
concerned Railway servant’s performance, after the warning / reprimand, has
improved and is satisfactory. If it has shown improvement, he may decide not to make
a reference in the Confidential Report to the warning(s) etc. given. Otherwise, he may
make an appropriate mention in the relevant column in Part-III of the report. In that
case, a copy of the warning/ reprimands / displeasure referred to in the Confidential
Report should be placed in the CR folder as an annexure to the relevant Confidential
report. The adverse remarks thus entered should also be conveyed to the Railway
servant concerned and his representation, if any disposed of as per the procedure
prescribed.
[Ref: Board’s letter N o. E (NG) I/81/CR/8 dated 31.08.1988 & 22.09.1981]
5.6 The Confidential Report should be recorded within one month of the expiry of
the reporting period and delay in this regard by the Reporting Authority will be
adversely viewed. If the Railway servant delays submission of self-appraisal, the
Reporting Authority should comment adversely on this aspect. If the Reporting
authority retires or demits office, he may give the Confidential Reports 6n his
subordinates within a month of his retirement/demission of office.
[Ref: Board’s letter No. E (NG) H/78/CR/2 dated 10.11.1978]
5.8 Where the higher authority is satisfied that the Reporting authority had not
written the report with due care and attention, the competent authority has the
discretion to make suitable remarks in the Confidential Report of the Reporting
Authority.
If the Reviewing Authority is satisfied that the Reporting Authority had not made the report
with due care and attention, he/she shall record a remark to that effect in Part-IV of the
Confidential Report.
6.2 Where the Reviewing Authority is not sufficiently familiar with the work of
the Railway servant reported upon, to arrive at a proper and independent judgment of
his own, the Reviewing Authority should verify the correctness of the remarks of the
Reporting Authority after making such enquiries as he may consider necessary. If
need be, he may also give a hearing to the Railway servant concerned before
recording his remarks.
[Ref: Board’s letter No. E (NG) II/75/CR/1 dated 06.01.1977]
6.3 Reports containing remarks, which are vague or non-committal and entries
which are not sufficiently meaningful, should be returned to the Reporting Officer for
amplification/explanation.
[Ref: Board’s letter No. E (NG) II/75/CR/1 dated 06.01.1977]
8.2 All representations against adverse remarks should be dealt with and decided
upon expeditiously by the competent authority i.e. normally the authority next above
the Reviewing authority and in any case within three months from the date of
submission of the representation. The competent authority in consultation with the
Reporting and/ or Reviewing Authority, if such consultation is necessary, should
consider the representation and pass orders on the representation, either.
Pending the final disposal of the representation, if submitted within the prescribed time limit,
the adverse remarks should not be treated as | operative, fm’ purposes of any consideration
including promotion. If no representation has been submitted or the representation submitted
has been finally disposed of, there is no bar to the adverse remarks being taken note of. The
orders passed on the representation shall be final and the Railway servant concerned should
be informed suitably of the decision, duly keeping a copy of the order in his CR folder.
9. The remarks “Average” recorded in the Confidential reports are not to be treated as
adverse.
[Ref: Board’s letter No. E (NG) II/76/CR/I dated. 15.10.1976]
10. If the Railway servant’s integrity is beyond doubt, it should be stated so against the
relevant item in Part-HI of the report.
10.1 In respect of Railway servant working in Gr. Rs. 1600-2660 (RPS) and in
above grade, for whom Section-II of the report, includes an item on Integrity to be
certified, it is not necessary to fill in the item in Part-DI.
(a) A separate secret note should be recorded and followed up. A copy of
the note should be sent together with the Confidential Report to the next
superior authority, 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 Authority should state either, that he has
not watched the Railway servant’s work for sufficient time to form a definite
judgment or that he heard nothing against the Railway servant, as the case may
be;
(b) If, on follow up action, the doubts or suspicions are cleared, the
Railway servant’s integrity should be certified and entry made accordingly in
the Confidential Report;
(c) On the other hand, if the doubts or suspicions are con-firmed either
initially or after the doubts are confirmed after investigation, the fact should be
recorded and communicated to the Railway servant; and
Other Provisions:
11. The General Manager may lay down detailed rules for the timely preparation,
submission and maintenance of Confidential Re-ports on non-Gazetted Railway servants on
his system, in general conformity with the principles laid down in Chapter-XVI of Indian
Railway Establishment Code-vol.1 1971.
11.l No authority should either report, review the Confidential Report on any non-
Gazetted Railway servant, unless he has been acquainted with the work of the
Railway servant reported upon, at least for three months during the period for which
the report is writ-ten.
[Ref: Board’s letter No. E (NG) II/75/CR/1 dated 06.01.1977 and E (NG) I/81/CR/5 dated
26/30.09.1981]
11.2 Delay should be avoided in writing the report. Promotion of a Railway servant
should not be held up merely because of non-availability of the latest Confidential
report for a particular period for which it has become due.
[Ref: Board’s letter No. E (NG) I/81/CR/4 dated 14.07.1981]
11.3 All instances of Railway servants held responsible for accidents /averted
accidents should be recorded in the Confidential Reports, on the proforma provided
for the purpose.
[Ref: Board’s letter No. E (NG) II/77/CR/5 dated 06/13.01.1981]
12. (i) White referring to the Master Circular, the original circulars mentioned herein
should be read for a proper appreciation. The master circular is only a consolidation
of the existing instructions and should not be treated as a substitution of the original
circulars. In case of doubt, the original circulars should be relied upon as authority;
(ii) The instructions contained in the original circulars referred to, have only
prospective effect unless indicated otherwise;
(iii) If any circular having a bearing on the subject, which has not been superseded,
has been lost sight of in the preparation of the master circular, the said circular which
has been missed through oversight, should not be ignored but should be treated as
valid and operative.
13. The letters on the basis of which, the Master Circular has been prepared are indicated
in the enclosure.
ANNEXURE-I
... Railway
Confidential Report for Group ‘C’ Staff including workshop staff (except PWIs,
APWIs, Signal Inspectors, Asstt. Signal Inspectors and Teachers/Instructors), for the
year ending.
1. Name in full:
2. Date of birth:
3. Designation*:
Part-II—Self-Appraisal
(To be filled by staff m grade Rs. 1600-2660 and above only)
2. Brief resume of the work done by you during the year / period from
...................…………......... to ......…........................... bringing out any special
achievements during the year/period. In the event of shortfall in achievement
furnish reasons. (The resume is to be furnished within the space provided
limited to 100 words and is required to be signed).
*In case of Territorial Army Personnel their T.A. rank should also be indicated.
1. Does reporting officer agree with the statement made in Part-II. If not the
extent of agreement and reasons therefor. (Wherever applicable).
(a) Integrity (to be filled only in those cases in which Section-II is not
required to be maintained)
(c) Conduct
(d) Attendance
6. Reliability
(c) The public (if his duties entail his coming into contact with
public/Railway users):
8. Power of Drafting:
10. Ability to conduct enquiries, sift evidence and prepare reports (for Inspectors
only):
(a) Accuracy
(b) Speed
(c) Does he/she maintain his/her rule Books, Codes, Diary and Reminder
Memo Book etc.?
14. In Case of Workshop Staff and Technical Field Staff like Chargemen / Shop
Supdt. / Dy. Shop Supdt. / Bridge Inspectors etc. only.
Technical Abilities.
15. Has his/her work been satisfactory? If not, in what respect he/she has failed.
16. Whether the employee was booked for the prescribed refresher course, if so —
(a) Whether he/she attended the refresher course on being re-leased, and
17. Has the employee been reprimanded for indifferent work or for other causes
during the period under report? If so, please give brief particulars.
18. Has the employee done any outstanding or notable work meriting
commendation? If so, please give brief particulars.
2. Is the Reviewing Officer satisfied that the Reporting Officer has made his/her
report with due care and attention and after taking into account all the relevant
material?
3. Do you agree with the assessment of the officer given by the reporting officer?
(In case of disagreement, please specify the reasons)
5. General remarks with specific comments about the general remarks given by
the reporting officer and remarks about the meritorious work of the officer
including the grading.
6. Has the officer any special characteristics, and/or any abilities, which would
justify his/her selection for special assignment or/out of turn promotion? If so,
specify.
ANNEXURE-II
... Railway
Confidential Report for Group ‘C’ Staff (IOWs & AlOWs) for The Year Ending ...
1. Name in full
2. Date of birth
3. Designation*
8. Whether permanent/temporary
Part-II—Self Appraisal
(To be filled by Staff in Grade Rs. 1600-2660 and above only)
2. Brief resume of the work done by you during the year/period from ...............
to............... bringing out any special achievements during the year/period. In
the event of shortfall in achievement furnish reasons. (The resume is to be
furnished within the space provided limited to 100 words and is required to be
signed).
l. Does the Reporting Officer agree with the statement made in Part-II ? If not,
the extent of disagreement and reasons therefor? (Wherever applicable).
*In case of Territorial Army personnel their T.A rank should also be indicated.
(a) Integrity
(c) Conduct
(d) Attendance
6. Is his / her work well and methodically done and close supervision exercised?
7. Does he/she level and survey accurately and his/her plans accurate and well
turned out?
8. Is he/she careful in seeing mat the existing buildings and their surroundings in
his/her charge are well maintained?
9. Does he/she bring defects to notice promptly and arrange at once for their
rectification?
10. (a) Does he/she control and supervise his/her labour and arrange it
properly:
11. Is he/she prompt and careful in (i) Correspondence, (ii) Submission of his/her
returns?
12. Are his/her measurement books properly entered and well kept?
14. Are his/her office and godown tidy and in good order?
15. (a) Does he/she arrange for the safe custody and proper storage of
materials against unnecessary deterioration from weather or any other cause ?
(b) Does he/she maintain proper accounts of issues, receipts released and
surplus stores?
16. Is his / her technical knowledge such as would be expected from one of his
rank?
17. Is his / her materials and tools and plant accountal and issues properly made?
20. Has he/she been ill during the year? If so, state in what way and for how long?
22. Remarks may be made as to his/her supervision of work. Is his/ her brickwork
carefully supervised and painting carefully done? Does he/she see mat fences
etc. are carefully aligned and leveled, doors and windows carefully fitted,
beams properly bedded, painting and white/washing carefully done and all
splashes of paint and whitewash removed? When works are completed, does
he/she see the surroundings are cleaned up and all surplus materials & tools
quickly disposed of?
23. Has his/her work been satisfactory? If not, in what respect he/ she has failed?
24. Whether the employee was booked for the prescribed refresher course? If so,
(a) Whether he/she attended the refresher course on being released, and
25. Has the employee been reprimanded for indifferent work or for other causes
during the period under report? If so, please give brief particulars.
26. Has the employee done any outstanding work meriting commendations? If so,
please give brief particulars.
27. Grading:
2. Is the Reviewing Officer satisfied that the Reporting Officer has made his/her
report with due care and attention and after taking into account all the relevant
materials?
3. Do you agree with the assessment of the officer given by the Reporting
Officer?
(In case of disagreement, please specify the reasons)
Is there anything you wish to modify or add?
5. General remarks with specific comments about the general re-marks given by
the reporting officer and remarks about the meritorious work of the officer
including the grading.
6. Has the officer any special characteristics, and/or any abilities, which would
justify his/her selection for special assignment or/ out of turn promotion? If so,
specify?
ANNEXURE-III
... Railway
Confidential Report for Group ‘C’ Staff (PWIs & APWIs. Signal Inspectors And Asstt.
Signal Inspectors) for the year ending ...............
1. Name in full
2. Date of birth
3. Designation*
8. Whether permanent/temporary
Part-II—Self Appraisal
(To be filled by Staff in grade Rs. 1600-2660 and above only)
2. Brief resume of the work done by you during the year/period from
........................ to ........................ bringing out any special achievements
during the year/period. In the event of shortfall in achievement furnish reasons
(The resume is to be furnished within the space provided, limited to 100 words
and is required to be signed).
* In case of Territorial Army Personnel, their T.A. rank should also he indicated.
l. Does the Reporting Officer agree with the statement made in Part-II? If not,
the extent of disagreement and reasons therefor? (Wherever applicable).
(a) Integrity
(c) Conduct
(d) Attendance
10. Are his/her tools and plant in good order and kept in repair?
11. Does he/she control and supervise his/her labour properly and is he/she
economical with it?
12. Has any relaying, re-sleepering or renewals been done, and if so, were they
carried out care/fully, satisfactorily and economically?
14. Does he / she return released and other surplus materials promptly to stores?
15. Does he/she arrange for the safe custody and proper storage of materials
against unnecessary deterioration from weather or any other cause?
16. What was the date of the last annual inspection of his/her beat and what was
the impression as a result of this inspection?
*17. When was his/her section last tested with the Hallade Recorder and what was
the general result as compared with the previous test?
*18. Are the bridges dean and tidy, and kept in good order, and free from weeds
and dirt?
*20. (a) Has he/she carefully renewed timbers and worn out fittings of bridges
during the year?
(b) Are his/her level crossings and their approaches maintained well?
21. Have any speed restrictions been imposed on his/her length on account of
defective maintenance of permanent way or other causes under his/her
control?
(b) Does he/she maintain creep and other registers regularly with the
requisite data and observations?
25. Are his/her office and godown tidy and in good order?
26. Are his/her muster rolls and gang charts properly entered and well kept?
*These items do not apply in case of Signal Inspectors / Asstt. Signal Inspectors.
29. Is his/her technical knowledge such as would be expected from one of his/her
rank?
31. Has his/her work been satisfactory? If not, in what respect he / she has failed?
32. Whether the employee was booked for the prescribed refresher course? If so,
(a) Whether he/she attended the refresher course on being released; and
33. His/her relation with the staff working under his/her supervision and other
fellow employees.
34. Has the employee been reprimanded for indifferent work or for other causes
during the period under review? If so, please give brief particulars.
35. Has the employee done any outstanding work meriting commendation? If so,
please give brief particulars.
36. Grading:
2. Is the Reviewing Officer satisfied mat the Reporting Officer has made his/her
report with due care and attention and after taking into account all the relevant
material?
3. Do you agree with the assessment of the officer given by the reporting officer?
(In case of disagreement, please specify the reasons? Is there anything you
wish to modify or add?)
5. General remarks with specific comments about the general re-marks given by
the reporting officer and remarks about the meritorious work of the officer
including the grading.
6. Has the officer any special characteristics, and/or any abilities, which would
justify his/her selection for special assignment or/ out of turn promotion? If so,
specify.
ANNEXURE-IV
... Railway
Name of School/Institution
Part-I—Personal Data
1. Name in full
2. Date of birth
3. Designation*
8. Whether permanent/temporary?
(a) Professional
Part-II—Self Appraisal
(To be filled by Staff in Grade Rs. 1400-2600 and above only)
2. Brief resume of the work done by you during the year / period from
....................... to ....................... bringing out any special achievements during
the year/period. In the event of short-fall in achievement furnish reasons (The
resume is to be furnished within the space provided, limited to 100 words and
is required to be signed).
*In the case of Territorial Army Personnel, their T.A. rank should also be indicated.
1. Does the Reporting Officer agree with the statement made in Part II? If not,
the extent of disagreement reasons therefor? (Wherever applicable)
(c) Integrity
(e) Health
(f) Whether he/she sets good example in (a) Neatness (b) Cleanliness and
(c) Obedience of orders.
3. Departmental Abilities:
(a) Initiative
(b) Intelligence
5. Aptitude for developing (i) character (ii) sportsmanship and developing extra
curricular activities such as (a) games and sports (b) music (c) debating
societies (d) managing clubs etc. amongst the students.
6. Whether the teacher was booked for the prescribed refresher course? If so,
7. Has he/she been reprimanded for indifferent work or for any other causes
during the period under report? If so, give brief particulars.
9. Grading:
(Outstanding, ‘Very Good’, ‘Good’, ‘Average’, Below Average’).
2. Is the Reviewing Officer satisfied that the Reporting Officer has made his/her
report with due care and attention and after taking into account all the relevant
material?
3. Do you agree with the assessment of the officer given by the Reporting
Officer?
(In case of disagreement please specify the reasons? Is there anything you
wish to modify or add?)
5. General remarks with specific comments about the general re-marks given by
the reporting officer and remarks about the meritorious work of the officer
including the grading.
6. Has the officer any special characteristics, and/or any abilities, which would
justify his/her selection for any special assignment or/out of turn promotion? If
so, specify.
ANNEXURE-V
Confidential Report Format for Staff in Rs. 330-560 (RS)/ Rs.1200-2040 (New Scale)
2. Date of birth
(a) Substantive
(b) Officiating
6. Amenability to discipline.
7. General remarks about his work and discharge of his duties with efficiency
and sincerity.
12. Integrity.
13. Overall classification i.e. Outstanding, Very Good, Good, Average, Below
Average.
ANNEXURE-VI
Section-II
(For Staff in grade Rs. 1600-2660 and above likely to be considered for promotion to
group ‘B’ service)
Name: *Designation
1. Integrity
2. Special Attributes:
Station .....................
Date ......................... (Designation)
*In case of Territorial Army Personnel, their T.A. rank should also be indicated.
Revision, as per slip pasted above made vide Board’s letter No. E (NG) I-86 CR/4 dated
23.02.1988.
1.
Subject: Confidential Reports—Preparation and Maintenance of.
[No. (E) 55CR3/3 dated 09.08.1955]
It has been observed that adequate attention is not being paid in the matter of writing,
maintenance, and etc., of annual confidential reports on the non-Gazetted Railway staff. The
question has been reviewed and the Board have decided that the following general principles
be laid down for the guidance of all concerned.
(i) Importance of Annual Confidential Reports — The Board have accepted the
principles that promotion to “Selection posts” should be based primarily on merit and
to “Non-Selection posts” on the basis of Seniority-Cum-suitability and the assessment
of relative merit turns to a great extent upon a comparison of confidential reports. To
safeguard the interest of the Government no less than of the individual concerned, it is
necessary to ensure that a confidential record of every employee is regularly and
consciously maintained.
Quite apart from the point of view of the employee himself, it is evidently in the interest of
the State that every employee should know what his defects are and how he can remove
them. Different solutions have been tried at different times to resolve this conflict. As a result
of experience it is considered that the best results will only be achieved if every reporting
officer is made conscious of the fact that it is his duty not only to make an objective
assessment of his subordinate’s work and qualities, but also to see that he gives to his
subordinates at all times the necessary advice, guidance and assistance to correct their faults
and deficiencies. If this part of the reporting Officers duty has been properly performed, mere
should be no difficulty about recording adverse entries, because they would only refer to
defects which persisted despite the reporting officer’s efforts to have them corrected.
Accordingly in mentioning only faults or defects in the report the reporting officer should
also give an indication of what effects he had made by way of guidance, admonition etc., to
get the defects removed and with what results. Every such entry after it is confirmed by the
superior officer should normally be communicated to the officer concerned either verbally or
in writing considering the nature of the remarks and the personality and the record of the
officer and the fact of such communication recorded in the report itself. It should, however,
be opened to the superior officer to whom the remarks of the reporting officer are put up for
acceptance to decide mat the report need not be so communicated. Where the superior officer
so desires, a specific order to this effect should be recorded by him.
The Board desire that the above instructions may be brought to the notice of all concerned for
their information and guidance.
2.
Subject: Confidential Reports—Preparation and Maintenance of.
Reference: Board’s letter of even number, dated the 9th August 1955 (See Appendix l)
[No. E 55/CR/3 dated 09.11.1956]
In accordance with the Provisions of Rule 1619-R.I the General Managers have
framed detailed rules for the preparation, sub-mission and disposal of Confidential Reports of
non-Gazetted Railway Servants and have also defined the classes to which such rules apply.
It is noticed from the replies to Board’s letter of even number, dated 28.01.1956 that no
Confidential Reports are being maintained by the Railway Administration for Class IV and
Artisan staff. Keeping in view of the volume of work involved the Board have, now decided
that there is no need for writing Confidential Reports on Class IV staff and also artisan staff
and to this extent para (i) of their letter of even number, dated 09.08.1955 may be treated as
amended.
These orders have immediate effect. Necessary correction to the Code Rules will
issue, in due course.
3
Not printed.
[E (D&A) 65/RG6/47 dated 24.11.1965]
4.
Subject: Confidential Reports on Non-Gazetted Staff —Standardisation of Forms.
[No. E (NG) 57/CR/3/1 dated 14.06.1966]
Reference Board’s letter No. E 55CR3/3 dated 09.08.1955 {See Appendix l) and
09.11.1956 (See Appendix 2). The question of prescribing a standard form for writing C. Rs.
on Class III staff on Indian Railways has been under consideration of the Board. They have
now drawn up four standard C. R. Forms for the folio wing categories of Class III staff,
copies of which are attached herewith. The Board desire that these should be adopted for
writing C.Rs. of staff in future: —
(i) C.R. Forms for Class III staff including workshop staff (except PWIs, IOWs,
AIOW, and Teachers/ l Instructors) (Annexure I)
(ii) C.R. forms for IOWs and AlOWs only. (Annexure II)
(iii) C.R. forms for PWIs and APWIs only (Annexure III)
A specimen form for Sec. II to the above forms, to be filled in only in respect of staff in
grades Rs. 335-425 (AS) and above likely to be considered for promotion to class II service is
also attached (Annexure V).
2. The Board have also decided that henceforth C.Rs need not be maintained on staff in
initial grade (Rs. 110-180(A). All C.Rs in staff in grades above Rs. 110-180(A) should be
initiated by gazetted officers only.
4. The C.Rs of Class III staff should be scruitinised at each higher level to see that they
have been prepared according the relevant instructions.
5. The next higher officer should be required to exercise a positive and independent
judgment on the remarks of the reporting officer and should clearly express his agreement or
disagreement with the remarks, particularly if they are adverse.
5.
Subject: Confidential Reports Class III Staff.
[No. E (NG) 67CR3/2 dated 23.10.1967]
With reference to the orders contained in Board’s letter No. E (NG) 57CR3/1 dated
14.06.1966 {See Appendix 4) doubts have been raised by Railways on certain points. These
have been considered by the Board and the following clarifications are issued: —
(1) Confidential reports need not be maintained in the case of staff whose initial
grade is higher than Rs. 110-180, provided the next higher grade for them is a non-
selection grade.
(3) In the case of artisan staff in highly skilled grades of Rs. 130-212 (AS) and
175 - 240(AS) Confidential Reports should be maintained in accordance with para 2
of Board’s letter No. E55CR3/3 dated 09.11.1956 (See Appendix 2).
(4) Confidential reports on all staff including artisan staff should not be written by
senior subordinates.
6.
Subject: Confidential Reports- Entry On Not Fit For Promotion
[No. E (NG) II/67/CR3/4 dated 17.02.1969]
In the Confidential Report forms prescribed for Class III staff on Railways, there is an
item regarding suitability of the employee for promotion to higher grades. Board have
decided that, when filling in this item, considerable care should be exercised and that if the
officer concerned does not consider the employee as fit for promotion to a higher grade and
makes an entry accordingly in the report, the reasons for such a view must be clearly
recorded. The whole entry i.e. including the reasons in the item should be communicated to
the employee concerned. If the employee wishes to make any representation, he may do so in
writing. The representation should be considered by an officer higher than the reporting
officer should and a suitable reply should be given by the higher officer to the employee
concerned. No further correspondence should, however, be entertained in this matter.
2. Board have also decided that, if the rules and/or the various orders that might have
been issued by the Board or locally by the Railway regarding the preparation of Confidential
Reports are violated in any particular case, the employee adversely affected may bring the
matter to the notice of the officer higher than the reporting officer. The latter should take
necessary action and rectify the position as warranted by the circumstances. He should also
give a reply to the employee concerned in regard to the action taken.
7.
Subject: Confidential Reports on School Teachers.
[No. E (NG) II-68/CR/1 dated 16.12.1970]
8.
The point raised in your letter, referred to above, has been gone into by the Ministry
of Railways. It is not considered necessary to enforce uniformity in this regard as the pattern
of supervision vanes from department to department. However, the basic criterion should be
that Confidential reports should be written by officers / staff who supervise the work of the
staff in the lower grades.
2. Assistant Officers are expected to be in direct touch with the staff in two highest
scales, which in the generality of cases are Rs. 550-750 and Rs. 700-900. Generally,
therefore, C. Rs. on staff in scale Rs. 550-750 and above should be initiated by an Assistant
Officer but there will be exceptions and staff in the lower scales of Rs. 470-750,455-700,425-
700 and 425-640/600 may also have to be covered and their C. Rs also written by the
Assistant Officers.
9.
Subject: Confidential Reports—Average Remarks.
[No. E (NG) II/76/CR/1 dated 15.10.1976]
It has been brought to the notice of this Ministry that the remark “Average” in the
Confidential reports of the Railway employees is sometimes treated as adverse. This subject
came up for discussion at a meeting of the National Council (JCM) where it was clarified that
the remark “Average” in the Confidential reports is not to be treated as adverse. AU
concerned may please be advised.
10.
Subject: Confidential Reports on Non-gazetted staff Standardisation of Forms.
[No. E (NG) II-75/CR/1 dated 06.01.1977]
Reference Board’s letter No. E (NG) II57CR/3/1 dated 14.06.1966 (See Appendix 4)
with which four standard Confidential Report Forms drawn up by the Boards for various
categories of Class III staff were sent to you. The Administrative Reforms Commission have
suggested certain improvements in the forms and the C. R. forms in use on the Railways have
been modified in the light of instructions received from Department of Personnel and
Administrative Reforms. The revised forms are sent herewith. These forms have been devised
with a view to ensuring maximum objectivity in the preparation of Confidential Reports. In
filling up the forms, tick-marks and dashes should be avoided. The reporting and reviewing
authorities should apply their mind carefully to the various alternatives suggested under the
different headings and indicate their opinion by writing out in full the appropriate
alternatives, which according to them would best describe the Officers, qualities. These new
forms may be adopted for preparing Confidential Reports in future.
(i) Reporting, reviewing and endorsing officers should have been acquainted with the
work of the official reported upon for atleast three months during the period covered
by the Confidential Report.
(ii) With a view to enabling the reviewing authority to discharge his responsibility in
ensuring the objectivity of the Confidential Reports, it has been decided that where he
is not sufficiently familiar with the work of the officer reported upon, so as to be able
to arrive at a proper and independent judgment of his own, it should be his respon-
sibility to verify the correctness of the remarks of the Reporting Officer after making
such enquiries he may consider necessary. Where necessary he may also give a
hearing to the person reported upon before recording his remarks.
(iii) It hardly needs any emphasis that recommendation for out of turn promotion
on the ground of outstanding work should be made sparingly and only inappropriate
cases. Such an assessment should be given only in rare and exceptional cases to those
who had done any specific work of an outstanding character, mention of which is
made in the Confidential Report itself.
(iv) It is reiterated that all adverse remarks should be communicated in writing
irrespective of whether they are considered remediable or not. While doing so, the
substance of the favourable entries may also be communicated. Care should, however,
be taken to ensure that the remarks are communicated in such a form that the identity
of the Officer making particular remarks is not disclosed. However, in case of
Officers in grade 550-750 (RS) who would come up for consideration for promotion
to Class II and for whom Section II of the C. R. form is also written, the remarks
regarding unsuitability for Class II post given in Section II need not be communicated
to him if he is unsuitable for promotion even to higher grade Class III post remarks
for which are given in Section I.
(v) Reports with vague or non-committal remarks where the entries are not
sufficiently meaningful, should be returned to the Reporting Officer for amplification
or explanation.
(vi) If the reporting officer feels that a prescribed course of training is required by
an official in order or equip him better for his duties or to develop his potentialities,
he may make separate recommendation to the appropriate authority on this matter.
The ‘Confidential Report would not be proper place for such a recommendation.
3. The Railway Ministry also desire that in case of categories of staff for whom
Confidential Reports are not maintained, the punishments including recordable warnings,
commendations etc. conveyed to them, should be entered in the Service Book.
11.
Subject: Confidential Reports—Question whether a relative of a Railway servant can
report on the latter.
[No. E (NG) II/78/CR/3 dated 08.08.1978]
The question whether a reporting officer could write Confidential Report on his close relative
who may happen to be his subordinate officially has been carefully examined and it has been
decided in consultation with the Department of Personnel and Administrative Reforms that:
(1) The administrative authority may take care that to the extent possible, a close
relative of an official is not placed under the direct charge of the official where the
latter has to write the C. R. of the former.
(3) In such a situation, the Railway official should abstain from writing the annual
C.R. of the employee who is his close relative and instead the reviewing officer
should take on the role of the reporting officer.
(4) If a similar relationship exists between the reviewing officer on one hand and
the officer reported upon on the other hand, the same would apply in respect of the
reviewing officer and the role of the reporting officer would be transferred to the
authority next higher up.
(5) In cases of this nature, where there is any doubt, it would be incumbent upon
the reporting officer to consult the next higher authority before he writes the
confidential report.
12.
Subject: Confidential Reports on non-gazetted staff preparation and maintenance of.
[No. E (NG) II/78/CR/2 dated 10.11.1978]
In this Ministry’s letters No. E (NG) 57CR3/1 dated 14.06.1966 (See Appendix 4) and
No. E (NG) IV75/CR/1 dated 06/10.01.1977 (See Appendix 10) instructions regarding
preparation and maintenance of CRs in respect of non-gazetted staff on Railways were
circulated along with the standard C.R. Forms. The existing system of writing CRs has been
reviewed by the Ministry of Railways in the light of instructions recently issued by the
Department of Personnel and Administrative Reforms and it has been decided as under:
(i) The Annual Report should be recorded within one month of the expiry of the
report period and delay in this regard on the part of the reporting officer should be
adversely commented upon. If the officer to be reported upon delays submission of
self-appraisal, this should be adversely commented upon by the reporting officer.
(ii) Where the reporting officer retires or otherwise demits office, he may be
allowed to give the report of his subordinates within a month of his retirement or
demission of office.
(iii) All adverse remarks in the Confidential Reports of Railway servants, both on
performance as well as on basic qualities and potential, should be communicated
along with a mention of good points, within one month of their being recorded. The
communication should be in writing and a record to mat effect should be kept in the
C.R. dossier of the Railway servants concerned.
2. These instructions should be brought to the notice of all concerned for strict
compliance.
13.
Subject: Entries to be made in the Confidential Reports of the staff held responsible for
accidents.
[No. E (NG) II-77/CR/5 dated 06.01.1981]
Instructions were issued by the Board vide their letter No. E (NG) D-77/CR/5 dated
10.0l.1978 desiring that the observations made by the Minister for Railways at the Chief
Safety Superintendents Conference held at New Delhi on 17.10.1977 should be strictly
complied with while writing the Confidential Reports of Officers and Staff.
2. Minister for Railways in course of his meeting with Board on 26.04.1978 further
observed that there were a number of cases where drivers disregarded signals and desired that
deterrent action should be taken against drivers at fault. He also desired that the safety aspect
of all staff including running staff, transportation and station staff, and maintenance staff of
engineering Signal, Mechanical and electrical departments should be checked and recorded in
proforma to be devised for this purpose. He also desired that entries should be made in
Confidential Reports of such staff, who are found to be lacking in their safety consciousness.
3. It has, therefore, been decided that all instances of the staff concerned being held
responsible for accidents/averted accidents should be recorded in a separate proforma.
Necessary proforma for the purpose has been designed and is enclosed herewith.
4. In the case of supervisory and inspectorial staff, who are not usually held responsible
in accidents cases e.g. Movement Traffic Inspectors, Loco Inspectors, Signal Inspectors,
Train Lighting Inspectors, Carriage & Wagon Inspectors, Supervisory SMs etc., it is desired
that rather than filling the enclosed proforma, a separate heading ‘Safety Consciousness’ with
sufficient space for recording remarks etc. may be provided in the Confidential Report Forms
so that the importance attached to this aspect is evident from the space allotted to this
particular item in the C.R. Form. The remarks against this item should be based on the
following criteria: —
(b) Whether the person disregards safety in train operation for short-term gains.
5. As far as Group A & B Officers are concerned, further instructions will follow on
finalisation of revised format of Confidential Report forms.
6. In the case of supervising officials against whom adverse remarks are proposed to be
given in the Confidential Reports, care should be taken to ensure that they do not suffer any
disadvantage in comparison with other supervisory officials working in the same discipline,
who at that particular moment might not have been in direct control of train operations. While
it is important to create safety consciousness amongst the supervisory staff, who are incharge
of train operator it is also important for their morale to ensure that no undue disadvantage
accrues to their career due to the fortuitous circumstances of having been appointed in a
particular posts at a time when accident occurred.
14.
Subject: Delay in finalisation of Confidential Reports and holding of orders of officiating
promotion in higher grades.
[No. E (NG) I-81/CR/4 dated 14.07.1981]
In connection with the PNM Meeting of N.F.I.R. to be held with Ministry of Railways
on 16.7 1981 {See Appendix 14), N.F.I.R. have tabled an item on the above subject stating
that inspite of repeated targets fixed, the Confidential Reports are not finalised in due time
which results in delay in issue of officiating orders both for regular vacancies and short term
leave vacancies.
Attention in this connection is invited to this Ministry’s confidential letter No. E (NG)
IL78/CR/2 dated 10.11.1978 (See Appendix 12), wherein it was desired that annual reports of
employees should be recorded within one month of the expiry of the report period and delay
in this regard on the part of the Reporting Officer should be adversely commented upon.
From the complaint made by N.F.I.R., it is seen that the above instructions of the Ministry of
Railways are not being followed on Railways leading to complaints all round. It is, therefore,
reiterated that the above instructions should be scrupulously followed and delay on the part of
the Reporting Officer in this respect should be taken up suitably. Ministry of Railways also
desires that promotion of the staff should not be held up merely because of the non-
availability of the latest Confidential Report for a particular period for which it has become
due.
15.
Subject: Writing of Confidential Reports-Mention of Warnings therein.
[No. E (NG) I-81/CR/8 dated 31.08.1981/22.09.1981]
A Copy of the Office Memorandum No. 21011/1/81 Estt, (A) dated 05.06.1981
received from Ministry of Home Affairs (Deptt. of Personnel and Administrative Reforms)
on the above subject is sent herewith. The instructions contained therein shall apply to all
concerned.
Copy of Ministry of Home Affair’s OM. No. 21011/1/81-Estt (A) dated 05.06.1981
The undersigned is directed to say that questions have been raised from time to time
regarding the stage at which a mention about warnings, admonitions, reprimands etc.
administered in the course of normal day-to-day work by supervisory officers should be
mentioned in the confidential report of the official to whom the warning, reprimand etc. has
been administered. As mere seems to be some doubt in this regard, the position is clarified in
the following paragraph.
2. There may be occasions when a supervisory officer may find it necessary to criticise
adversely the work of an officer working under him or he may call for an explanation for
some act of omission or commission and taking all circumstances into consideration, it may
be felt that while the matter is not serious enough to justify the imposition of the formal
punishment of censure, it calls for some formal action such as the communication of a written
warning, admonition or reprimand. Where such a warning / displeasure / reprimand is issued,
it should be placed in the personal file of the officer concerned. At the end of the year (or
period of report), the reporting authority, white writing the Confidential Report of the officer,
may decide not to make a reference in the Confidential Report to the warning/
writing/displeasure/reprimand, if, in the opinion of that authority the performance of the
officer reported on after the issue of the warning or displeasure or reprimand, as the case may
be, has improved and has been found satisfactory. If, however, the reporting authority comes
to the conclusion that despite the warning/displeasure/reprimand, the officer has not
improved, it may make appropriate mention of such warning/displeasure/reprimand, as the
case may be, in the relevant column in Part-in of the form of Confidential Report relating to
assessment by the Reporting Officer, and, in that case, a copy of the warning/displeasure/
reprimand referred to in the confidential report should be placed in the C. R. dossier as an
annexure to the confidential report for the relevant period. The adverse remarks should also
be conveyed to the officer and his representation, if any, against the same disposed off in
accordance with the procedure laid down in the instructions issued in this regard.
3. Ministry of Finance etc. is requested to bring the above clarifications to the notice of
all the administrative authorities under their control.
16.
Subject: Instructions for preparation and maintenance of Confidential Reports on Non-
gazetted Railway servants.
[No. E (NG) W/CR/5 dated 30.09.1981}
As you are aware para 1619 of the Indian Railway Establishment Code Volume-I
envisages mat General Managers may frame detailed rules for the preparation, submission
and disposal of confidential re-ports of non-gazetted Railway servants in general conformity
with the principles laid down in the rules preceding this para.
2. In the PNM meeting held with the NFIR on 16.07.1981, the representatives of the
Federation requested that general instructions should be issued to the Railways about
preparation, submission and disposal of confidential reports so that staff are in a position to
know that their cases are being dealt with in accordance with the extant instructions of the
Railway Board.
3. Various instructions have been issued by the Board from time to time on the
preparation and maintenance of confidential reports of non-gazetted Railway servants. Most
of these instructions were issued in confidential form, with the result that they may not have
been communicated to the generality of Railway servants. However, in view of the provision
contained the Establishment Code Volume-I that rules shall be framed for preparation,
submission and disposal of confidential reports on non-gazetted Railway servants, it is
necessary and also appropriate mat every Railway notifies certain general instructions for
regulating the preparation and maintenance of confidential reports on non-gazetted Railway
servants. A model for these instructions has been framed and is enclosed for your information
with the request that you may take action to circulate them either in the same form or with
such modifications, as you may consider necessary. These instructions should be notified for
the general information of all non-gazetted Railway servants working on your
Railway/organisation in the same manner in which other orders concerning the conditions of
Railway service on non-gazetted staff are notified.
Model Instructions For Preparation and Maintenance of Confidential Reports of Non-
gazetted Railway Servants.
In exercise of the powers vested in him under para 1619 of the Indian Railway
Establishment Code Volume-I, the General Manager frames and notifies for general
information the following instructions for the preparation and maintenance of the confidential
reports on non-gazetted Railway servants working on Railway.
2. Under these instructions, unless the context otherwise requires: —
(a) “Reporting Authority” means the authority who was during the period for
which the confidential report is written immediately superior to the Railway servant
whose confidential report is written or such other authority as may be specifically
empowered in this behalf by the General Manager or any other officer authorised by
him.
(b) “Reviewing Authority” means the authority who was during the period for
which the confidential report is written immediately superior to the reporting
authority or such other authority as may be specifically empowered in this behalf by
the General Manager or any other officer authorised by him.”
(c) “Accepting Authority” means the authority who was during the period for
which the confidential report is written immediately superior to the reviewing
authority or such other authority as may be specifically empowered in this behalf by
the General Manager or any other authorised by him.
(c) Railway servants whose initial grade is higher than Rs. 260 - 400, provided the
next higher grade is a non-selection grade, except in the case of Highly skilled Anti-
san staff for whom confidential reports shall be written for those in two grades below
the selection grade.
4. Confidential reports shall be written for each financial year or calendar year as may be
specified by the General Manager appraising the performance, character, conduct and
qualities of the concerned Railway servant, in the form prescribed for the purpose either by
the Railway Board or by the General Manager.
6. (a) The confidential report for each financial year or calendar year as the case
may be shall be written ordinarily within one month of the close of the said year.
(c) After review the confidential report shall be accepted with such modifications
as may be considered necessary and countersigned by the Accepting Authority
ordinarily within one month of its receipt by him.
(d) No authority shall either report, review, or accept the confidential report of
any non-gazetted Railway servant unless he has been acquainted with the work of
such Railway servant atleast for three months during the period for which the report is
written.
7. (a) Where the confidential report of any Railway servant contains an adverse or a
critical remark either on his performance or on his basic qualities or potential, it shall
be communicated to him together with the substance of the favourable remarks in the
confidential report either by the Accepting Authority or by the Reviewing Authority
as may be specified by the G.M. or any other officer by him in this behalf within one
month of the acceptance of the confidential report and a record to this effect shall be
kept in the file containing the confidential reports of the Railway servant concerned.
(b) For the purpose of clause (a) an entry in the confidential report that the
Railway servant concerned is not fit for promotion shall be deemed to be an adverse
remark and the whole entry including the reasons for the remark shall be
communicated to the Railway servant concerned.
(c) For the purpose of Clause (a), any remarks describing as “average” either the
performance or any other quality of the Railway servant shall not be treated as an
adverse remark.
8. The Railway servant who has received a communication of adverse or critical remarks
entered in his confidential report may represent to the Accepting Authority against the remark
communicated to him within one month of the receipt of the communication by him.
Provided that the Accepting Authority may entertain the representation received upto
a period of six months from the date of receipt of the communication by the Railway servant
if it is satisfied that the Railway servant had sufficient cause for not submitting the
representation in time.
(b) The orders so passed on the representation shall be final and the Railway
servant concerned shall be informed suit-ably and a copy of the order shall also be
kept in the file containing the confidential reports of the Railway servant.
10. No memorial or appeal against the rejection of the representation shall be allowed
after six months after such rejection.
17.
The Western Railway have suggested that with the recent upgradations in all
categories of non-gazetted staff, it is imperative that the levels of authorities to initiate and
accept Confidential Reports should be re-viewed as this work has increased beyond
proportion at the level of the DRMs. The suggestion has been considered and it has been
decided as under: —
2. So far as the staff below the grade Rs. 550-750 (RS) is concerned, the instructions
contained in Board’s letter No. E (NG) II/ 75/CR/9 dated 14.09.1976 (See Appendix 8)
already envisaged that the confidential reports on these staff may be initiated at the level of a
Senior Supervisor. The initiation of Confidential Reports on these staff should one by Senior
Supervisors of the grade of Rs. 700-900 (RS) and above.
3. In regard to staff in the grade of Rs. 550-750 and above the Confidential Reports
should as hithertofore be initiated only by an Assistant Officer. However, the countersigning
and acceptance of the confidential Reports of these staff after review by a senior scale or JA
grade officer may be done by the Addl. DRMs instead of the DRMs. Similarly, Section-II of
the Confidential Reports of the staff in grades Rs. 550-750 and above may also be reviewed
by the Addl. DRMs instead of the DRMs. For this purpose, as provided for in para 2(ii) of
Board’s letter No. E (NG) II/75/CR/1 dated 06.01.1977 (See Appendix 10), the Officer
concerned will have to verify the correctness of the re-marks of the reporting or reviewing
officers after making such enquiries as he may consider necessary. He may also give a
hearing to the person reported upon before recording his remarks, if need be.
18.
Subject: Entry in the Service Book—Employees who qualifies in the Diploma Course of
Rail Transport.
[No. E (NG) I/83/CR/1 dated 14.03.1983]
Ministry of Railways have decided that when a Railway employee qualifies in the
Diploma Course of Institute of Rail Transport a suitable entry in regard to the same should be
made in his service Records.
19.
Subject: Confidential Reports of Non-gazetted Staff.
[No. E (NG) I/85/CR/5 dated 09.12.1985; RBE 333/85]
Reference Board’s letter No. E (NG) I-82-CR-I, dated 20.03.1982 (See Appendix 17)
wherein it was laid down that Confidential Reports of staff in grade Rs. 550-750 and above
should be countersigned and accepted by the Additional DRMs instead of the Divisional
Railway Managers. Similarly Section II of the Confidential Reports of the staff in grades Rs.
550-750 and above may also be reviewed by the Additional Divisional Railway Manager
instead of the Divisional Railway Manager.
2. These instructions have since been reviewed in the light of observations made by one
of the Railways, that under these instructions, DRMs do not have any say in the performance
appraisal of the staff in question. After careful consideration, the Department of Railways
have since been decided that in regard to the staff in grade Rs. 700-900 and above the
General Managers may lay down whether their Confidential Reports will be seen and
countersigned by the DRM, General Managers may exercise discretion in this regard as
warranted on their respective systems.
20.
Subject: Introduction of performance oriented appraisal system-C.R. formats for non-
gazetted Railway employees.
Kindly refer to Board’s letter No. E (NG) II/75/CR/1 dated 06/10.01.1977 (See
Appendix 10) under which four standard Confidential Report Forms for non-gazetted
Railway employees were circulated to the Railways. These forms have since been reviewed
and revised in the light of model formats revised by the Department of Personnel & Training.
The revised formats are sent herewith as Annexure I, II, III & IV.
It has also been decided mat Confidential Reports for Railway employees in grade Rs.
330-560 (RS)/Rs. 1200-2040 (New Scale) should be written in a simplified proforma
enclosed as Annexure V.
These revised formats should be used for writing Confidential Reports of the staff for
the year 1986 and onwards.
ANNEXURE-I
... RAILWAY
Confidential Report for Group Staff including workshop staff (except) PWIs, APWIs,
Signal Inspectors, Asstt. Signal Inspectors and Teachers/Instructors, for the year
ending.
... Department ... Office
Part-I — Personal Data
*In case of Territorial Army Personnel, their T.A. rank should also be indicated.
Part-II — Self-Appraisal
(To be filled by Staff in Grade Rs. 1600-2660 and above only)
2. Brief resume of the work done by you during the year/period from ...
................................. to .......... ......................... bringing out any special
achievements during the year/period. In the event of shortfall in achievement
furnish reasons. (The resume is to be furnished within the space provided
limited to 100 words and is required to be signed).
1. Does Reporting officer agree with the statement made in Part II. If not the
extent of agreement and reasons therefor. (Wherever applicable).
(a) Integrity (To be filled only in those cases in which Section II is not
required to be maintained).
(c) Conduct
(d) Attendance
6. Reliability.
(c) The public (if his duties entail his coming into contact with
Public/Railway users):
8. Power of drafting:
10. Ability to conduct enquiries, sift evidence and prepare reports (for Inspectors
only).
(a) Accuracy:
(b) Speed:
(c) Does he/she maintain his/her Rule Books, Codes, Diary and
Reminder Memo Book etc.?
14. In Case of workshop staff and Technical Meld Staff like Chargemen/ Shop
Supdt. /Dy. Shop Supdt/Bridge Inspectors etc. only.
Technical Abilities.
15. Has his/her work been satisfactory? If not, in what respect he/she has failed.
16. Whether the employee was booked for the prescribed refresher course, if so.
(a) Whether he/she attended the refresher course on being released, and
17. Has the employee been reprimanded for indifferent work or for other causes
during the period under report? If so, please give brief particulars.
18. Has the employee done any outstanding or notable work meriting
commendation? If so, please give brief particulars.
2. Is the Reviewing officer satisfied that the Reporting Officer has made his/her
report with due care and attention and after taking into account all the relevant
material?
3. Do you agree with the assessment of the officer given by the reporting officer?
(In case of disagreement, please specify the reasons) Is there anything you
wish to modify or add?
5. General remarks with specific comments about the general re-marks given by
the reporting officer and remarks about the meritorious work of the officer
including the grading.
6. Has the officer any special characteristics, and/or any abilities, which would
justify his/her selection for special assignment or/ out of turn promotion? If so,
specify.
SECTION II
(For staff in Grade Rs. 1600-2660 and above likely to be considered for promotion to Group
‘B’ Service)
Name: .................................
Designation: .........................
3. Integrity.
4. General Assessment.
In case of Territorial Army personnel their T.A. rank should also be indicated.
INSTRUCTIONS
l. The Confidential Report 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 Officer and the Reviewing Officer
should, therefore, undertake the duty of filling out the form with a high sense of
responsibility.
3. The items should be filled with due came 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.
4. If the reviewing Officer is satisfied that the Reporting Officer had made the report
without due care and attention, he/she shall record a remark to that effect in item 2 of part IV.
The competent authority shall enter the remarks in the Confidential Roll of the Reporting
Officer.
5. Every answer shall be given in a narrative form. The space provided indicates the
desired length of the answer. Words and phrases should be chosen carefully and should
accurately reflect the intention of the officer recording the answer. Please use unambiguous
and simple language. Please do not use omnibus expressions like ‘outstanding’, ‘very good’,
‘good’, ‘average’, ‘below average’ while giving you comments against any of the attributes.
7. It should be the endeavour of each appraiser to present the truest possible picture of
the appraisee in regard to his/her performance, conduct, behaviour and potential.
9. Some posts of the same rank may be more exacting than others. The degree of stress
and strain in any post may also vary from time to time. These facts should be home in mind
during appraisal and should be commented upon appropriately.
Note: The following procedure should be followed in filling up the item relating to integrity:
(i) If the officer’s integrity is beyond doubt, it may be so stated.
(ii) If there is any doubt or suspicion, the item 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 Confidential 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 has not
watched the Officers 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 doubts or suspicions are
cleared, the officer’s integrity should be certified and an entry made
accordingly in the Confidential Report.
(c) If the doubts or suspicions are confirmed, this fact should also be
recorded and duly communicated to the officer concerned.
ANNEXURE-II
... Railway.
Confidential Report for Group ‘C’ Staff (IOWS & AIOWS) For the year Ending.
3. Designation* .........................................................................
2. Brief resume of the work done by you during the year/period from
............................to................... bringing out any special achievements during
the year/period. In the event of shortfall in achievement furnish reasons. (The
resume is to be furnished within the space provided limited to 100 words and
is required to be signed).
*In case of Territorial Army personnel, their T.A. rank should also be indicated.
l. Does the Reporting Officer agree with the statement made in Part II ? If not,
the extent of disagreement and reasons therefor? (Wherever applicable).
(a) Integrity.
(c) Conduct.
(d) Attendance.
6. Is his/her work well and methodically done and close supervision exercised?
7. Does he/she level and survey accurately and his/her plans accurate and well
turned out?
8. Is he/she careful in seeing mat the existing buildings and their surroundings in
his/her charge are well maintained?
9. Does he/she bring defects to notice promptly and arrange at once for their
rectification?
10. (a) Does he/she control and supervise his/her labour and arrange it
properly.
26. Has the employee done any outstanding work meriting commendations ? If so,
please give brief particulars.
27. Grading:
2. Is the Reviewing Officer satisfied that the Reporting Officer has made his/her
report with due care and attention and after taking into account all the relevant
materials?
3. Do you agree with the assessment of the officer given by the Reporting
Officer?
(In case of disagreement, please specify the reasons) Is there anything you
wish to modify or add?
5. General remarks with specific comments about the general re-marks given by
the reporting officer and remarks about the meritorious work of the officer
including the grading.
6. Has the officer any special characteristics, and/or any abilities, which would
justify his/her selection for special assignment or/ out of turn promotion? If so,
specify?
SECTION-II
(For Staff in grade Rs. 1600- 2600 and above likely to be considered for Promotion to Group
“B” Service)
Name
Designation*
(a) (i) Fit for promotion (ii) Not yet fit for promotion
3. Integrity.
4. General Assessment.
Station: (Designation)
Dated:
Station:
Dated:
*In case of Territorial Army Personnel their T.A. rank should also be indicated.
INSTRUCTIONS
1. The Confidential Report 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 Officer and the Reviewing Officer
should, therefore, undertake the duty of filling out the form with a high sense of
responsibility.
3. The items should be filled 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.
4. If the Reviewing Officer is satisfied mat the Reporting Officer had made the report
without due care and attention, he/she shall record a remark to that effect in item 2 of part IV.
The competent authority shall enter the- remarks in the Confidential Roll of the Reporting
Officer.
5. Every answer shall be given in a narrative form. The space provided indicates the
desired length of the answer. Words and phrases should be chosen carefully and should
accurately reflect the intention of the officer recording the answer. Please use unambiguous
and simple language. Please do not use omnibus expressions like “out-standing”, “very
good”, “good”, “average”, “below average” while giving your comments against any of the
attributes.
7. It should be endeavour of each appraiser to present the truest possible picture of the
appraisee in regard to his/her performance, conduct, behaviour and potential.
9. Some posts of the same rank may be more exacting than others. The degree of stress
and strain in any post also vary from time to time. These facts should be borne in mind during
appraisal and should be commented upon appropriately.
Note: The following procedure should be followed in filling up the item relating to integrity:
(ii) If there is any doubt or suspicion, the item should be left blank and
action taken as under:
(c) If the doubts or suspicions are confirmed, this fact should also
be recorded and duly communicated to the officer concerned.
ANNEXURE-III
... Railway.
Confidential Report for Group ‘C’ Staff (PWIs & APWIs Signal Inspectors and Asstt.
Signal Inspectors) for the year ending.
3. Designation* .........................................................................
2. Brief resume of the work done by you during the year/period from
............................to................... bringing out any special achievements during
the year/period. In the event of shortfall in achievement furnish reasons. (The
resume is to be furnished within the space provided limited to 100 words and
is required to be signed).
*In case of Territorial Army personnel their T. A. rank should also be indicated.
l. Does the Reporting Officer agree with the statement made in Part II ? If not,
the extent of disagreement and reasons therefor? (Wherever applicable).
(a) Integrity.
(c) Conduct.
(d) Attendance.
10. Are his/her tools and plant in good order and kept in repair?
11. Does he/she control and supervise his/her labour properly and is he/she
economical with it?
12. Has any relaying, re-sleepering or renewals been done, and if so, were they
carried out carefully, satisfactorily and economically?
14. Does he / she return released and other surplus materials promptly to stores?
15. Does he/she arrange for the safe custody and proper storage of materials
against unnecessary deterioration from weather or any other cause?
16. What was the date of the last annual inspection of his/her beat and what was
the impression as a result of this inspection?
*17. When was his/her section last tested with the Hallade Recorder and what was
the general result as compared with the previous test?
*18. Are the bridges dean and tidy, and kept in good order, and free from weeds
and dirt?
*20. (a) Has he/she carefully renewed timbers and worn out fittings of bridges
during the year?
(b) Are his/her level crossings and their approaches maintained well?
*21. Have any speed restrictions been imposed on his/her length on account of
defective maintenance of permanent way or other causes under his/her
control?
(b) Does he/she maintain creep and other registers regularly with the
requisite data and observations?
25. Are his/her office and godown tidy and in good order?
26. Are his/her muster rolls and gang charts properly entered and well kept?
29. Is his/her technical knowledge such as would be expected from one of his
rank?
31. Has his/her work been satisfactory? If not, in what respect he/she has failed?
32. Whether the employee was booked for the prescribed refresher course? If so,
(a) Whether he/she attended the refresher course on being released; and
33. His/her relation with the staff works under his/her supervision and other
fellow employees.
34. Has the employee been reprimanded for indifferent work or for other causes
during the period under review? If so, please give brief particulars.
35. Has the employee done any outstanding work meriting commendation? If so,
please give brief particulars.
2. Is the reviewing officer satisfied mat the Reporting officer has made his/her
report with due care and attention and, after taking into account all the relevant
material?
3. Do you agree with the assessment of the officer given by the reporting officer?
(In case of disagreement, please specify the reasons? Is mere anything you
wish to modify or add?)
5. General remarks with specific comments about the general re-marks given by
the reporting officer and remarks about the meritorious work of the officer
including the grading.
6. Has the officer any special characteristics, and/or any abilities, which would
justify his/her selection for special assignment or/ out of turn promotion? If so,
specify.
SECTION-II
(For Staff in Grade Rs. 1600-2660 and above likely to be considered for promotion to Group
“B” Service)
Confidential Report for the year ending
... Railway ... Department
Name: .................................
Designation*: .......................
3. Integrity.
4. General Assessment.
INSTRUCTIONS
1. The Confidential Report 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 Officer and the Reviewing Officer
should, therefore, undertake the duty of filling out the form with a high sense of
responsibility.
3. The items should be filled 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.
4. If the Reviewing Officer is satisfied that the Reporting Officer had made the report
without due care and attention, he/she shall record a remark to that effect in item 2 of part IV.
The competent authority shall enter the remarks in the Confidential Roll of the Re-porting
Officer.
5. Every answer shall be given in a narrative form. The space provided indicates the
desired length of the answer. Words and phrases should be chosen carefully and should
accurately reflect the intention of the officer recording the answer. Please use unambiguous
and simple language. Please do not use omnibus expressions like “out-standing”, “very
good”, “good”, “average”, “below average” while giving your comments against any of the
attributes.
7. It should be endeavour of each appraiser to present the trust possible picture of the
appraisee in regard to his/her performance, conduct, behaviour and potential.
9. Some posts of the same rank may be more exacting 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.
Note: The following procedure should be followed in filling up the item relating to integrity:
(ii) if there is any doubt or suspicion, the item should be left blank and
action taken as under :
(c) If the doubts or suspicions are confirmed, this fact should also
be recorded and duly communicated to the officer concerned.
ANNEXURE-IV
...Railway.
Name of School/Institution.
(a) Professional
(b) Technical, and
(c) Special (e.g. Drill, Scouting etc.)
Part-II — Self-Appraisal
(To be filled by Staff in Grade Rs. 1400-2660 and above only)
1. Brief description of duties.
2. Brief resume of the work done by you during the year/period from
.....................to......................... bringing out any special achievements during
the year/period. In the event of shortfall in achievement furnish reasons. (The
resume is to be furnished within the space provided limited to 100 words and
is required to be signed).
*In case of Territorial Army Personnel, their T.A. rank should also be indicated.
1. Does the Reporting Officer agree with the statement made in Part II? If not,
the extent of disagreement and reasons therefor? (Wherever applicable).
(c) Integrity
(e) Health.
(a) Neatness
3. Departmental Abilities:
(a) Initiative.
(b) Intelligence.
5. Aptitude for developing (i) character (ii) sportsmanship and developing extra
curricular activities such as (a) games and sports (b) music (c) debating
societies (d) managing clubs etc. amongst the students.
6. Whether the teacher was booked for the prescribed refresher course? If so,
7. Has he/she been reprimanded for indifferent work or for any other causes
during the period under report? If so, give brief particulars.
9. Grading:
“Outstanding”, “Very good”, “Good”, “Average”, “Below average”.
2. Is the Reviewing Officer satisfied that the Reporting Officer has made his/her
report with due care and attention and after taking into account all the relevant
material?
3. Do you agree with the assessment of the officer given by the reporting officer?
5. General remarks with specific comments about the general re-marks given by
the reporting officer and remarks about the meritorious work of the officer
including the grading.
6. Has the officer any special characteristics, and/or any abilities, which would
justify his/her selection for special assignment or/ out of turn promotion? If so,
specify.
SECTION II
(For Staff in Grade Rs. 1600-2660 and above likely to be Considered for promotion to Group
“B” Service)
Name: .................................
Designation*: .......................
3. Integrity.
4. General Assessment.
*In case of Territorial Army personnel their T.A. rank should also be indicated.
INSTRUCTIONS
1. The Confidential Report 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 Officer and the Reviewing Officer
should, therefore, undertake the duty of filling out the form with a high sense of
responsibility.
3. The items should be filled 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.
4. If the Reviewing Officer is satisfied mat the Reporting Officer had made the report
without due care and attention, he/she shall record a remark to that effect in item 2 of part IV.
The competent authority shall enter the remarks in the Confidential Roll of the Reporting
Officer.
5. Every answer shall be given in a narrative form. The space provided indicates the
desired length of the answer. Words and phrases should be chosen carefully and should
accurately reflect the intention of the officer recording the answer. Please use unambiguous
and simple language. Please do not use omnibus expressions like “out-standing”, “very
good”, “good”, “average”, “below average” while giving your comments against any of the
attributes.
7. It should be endeavour of each appraiser to present the trust possible picture of the
appraisee in regard to his/her performance, conduct, behaviour and potential.
9. Some posts of the same rank may be more exacting 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.
Note: The following procedure should be followed in filling up the item relating to integrity:
(ii) If mere is any doubt or suspicion, the item should be left blank and action
taken as under:
(c) If the doubts or suspicions are confirmed, this fact should also
be recorded and duly communicated to the officer concerned.
ANNEXURE-V
Confidential Report Format for Staff in Rs. 330-560 (RS)/ Rs. 1200-2040
(New Scale)
2. Date of birth
(a) Substantive
(b) Officiating
6. Amenability to discipline.
7. General remarks about his work and discharge of his duties with efficiency
and sincerity.
12. Integrity.
13. Overall classification i.e. Outstanding, Very Good, Good, Aver-age, Below
Average.
It has been decided by the Government that Confidential Reports for all Central
Government employees should be revised in the context of the introduction of performance
oriented appraisal system and the revised formats should be used for writing C.Rs for
reporting year 1986. Revision of the C.R. Formats for non-gazetted Railway employees is
accordingly under consideration of the Ministry of Railways. As it is likely to take sometime
to finalise the revised formats, you are requested to advise all concerned that pending revision
of formats, Confidential Reports for the reporting year 1986 should not be written in the old
forms unless in any particular case or cases it becomes unavoidable for any reason. Such
cases should indeed be rare particularity as CRs for non-gazetted staff on Railways are
generally written for the financial year.
21.
Please refer to C.R. Format for staff in grade Rs. 330-560/ Rs 1200-2040 (Revised
Scale) circulated as Annexure V of the Board’s letter of even number dated 22.4.1987 (See
Appendix 20). It is clarified that the report in this proforma should continue to be initiated by
the senior subordinate and accepted by the Reviewing Officer as usual. Accordingly, the
following additions may be made in the form below column 14.
22.
Subject: Section II of the Confidential Report Form for non-gazetted employees in grade
of Rs. 1600-2660 and above-deletion of column “fitness for promotion”
therefrom.
[No. E (NG) I-86-CR-4 dated 23.02.1988; RBE 32/88]
Please refer to Board’s letter No. E (NG) I-76-CR-3 dated 05.03.1986 wherein the
column regarding “fitness for promotion” was deleted from the Confidential Report Form for
Group “C” staff. However, this column was retained in Section II of the C. R. Form which is
maintained for Railway employees in grade Rs. 1600-2660 and above likely to be considered
for promotion to Group “B” service.
AIRF have raised a demand in the PNM mat the column regarding “fitness for
promotion” should be deleted from Section n of the C. R. Form also in terms of the decision
taken in the National Council (JCM) to delete this column from the C. R. Forms of all Group
“C” employees.
The matter has been carefully considered by the Ministry of Railways and it has been
decided mat the column regarding “ “fitness for promotion» should be deleted from Section II
of the C. R. Form for Group “C” staff and instead a column for «special attributes» should be
included as a sub-section. Accordingly, the format of Section II has been revised as per
Annexure “A, which may be substituted for the existing form of Section II as circulated under
Board’s letter No. E (NG) I-86-CR-5 dated 22.04.1987 (See Appendix 20).
ANNEXURE “A”
Section II of the C.R. Form for Railway Employees in Grade Rs. 1600-2660 and above
likely to be considered for Promotion to Group ‘B’ Service
...RAILWAY ...Department
Name: .....................
*Designation:.....................
1. Integrity
2. Special Attributes:
Station: ..........................
Date: .............................. (Designation)
Station: ..........................
Date: .............................. (Designation)
*In case of Territorial Army Personnel, their T.A. rank should also be indicated.
Subject: Confidential Reports on Group ‘C’ staff — Deletion of Column “Fitness for
promotion”
The Staff Side of the National Council (JCM) had represented that the column
relating to “Fitness for promotion” should not figure in the form of Confidential Report, as it
is for the Departmental Promotion Committee to assess the fitness of an officer for promo-
tion, on the basis of various other qualitative aspects of performance and taking into account
the remarks against all other columns of the Confidential Report. The matter was also
discussed in the meeting of the Committee, of the National Council (JCM) held on 12th May
1985. As a result of the discussion, it has since been decided that the column relating to
“Fitness for Promotion” may be deleted in the form of Confidential Report for Group “C”
staff. However, the column in Section II of the Confidential Report Form for senior
supervisors regarding “fitness for promotion to Group B” will be retained.
23.
Subject: Entry in the Service Records - Qualifications acquired in the field of Scouting.
Ministry of Railways have decided that when a Railway employee acquires any
qualification in the field of Scouting a suitable entry in regard to the same should be made in
his service records.
24.
Subject: Confidential Reports. (IREC Vol.1)
[Rule 1619 of IREC Vol. I]
Form R. 1619
25.
Subject: Qualifications acquired in the field of Scouts & Guides — Reflection of in the
CRs.
[No. E (NG) I/88/CR/4 dated 25.02.1991; RBE 36/91}
In terms of this Ministry’s letter of even number dated 12.5.89 {See Appendix 23) the
qualifications acquired in the field of Scouts & Guides are required to be entered suitably in
the service record of the concerned employees.
2. The question of such qualifications being reflected in the confidential Reports also has
been under consideration of the Board. As you are aware in respect of Teachers/Instructors in
Teaching/Training Schools there is already a provision regarding such qualifications being
mentioned vide column 9(c) of Annexure - IV attached with this Ministry’s letter No. E (NG)
V86/CR/5 dated 22.04.1987 {See Appendix 30). In respect of other staff it has now been
decided that the reporting officers may mention special achievements/qualifications in the
field of Scouts & Guides against column 4 in Part HI of Annexures I, H & III and column 11
of Annexure V containing Confidential Reports formats circulated under this Ministry letter
dated 22.04.1987, referred to above.
26.
Subject: Adverse comments in Confidential Reports - which have not been
communicated —Effect thereof on consideration for promotion.
[No. E (NG) I/91/CR/2 dated 10.06.1993; RBE 92/93]
As the Railways are aware, in terms of Board’s letter No, E (NG) II/78/CR/2 dated
10.11.1978 (See Appendix 12), adverse remarks in the Confidential Reports are to be
communicated to the Railway servants concerned within one month of their being recorded.
The Railway servant is allowed to represent against the adverse remarks within one month of
their communication. All representations against adverse remarks are to be decided
expeditiously by the competent authority, in any case within 3 months from the date of
submission of the representation. Adverse remarks are not deemed as operative if any
representation filed within the prescribed limit is pending. However, the existing orders as
brought out above do not cover a situation where adverse comments in the Confidential
Reports have not been communicated to the employee concerned.
2. In this connection, the Staff Side of National Council/JCM expressed view that
adverse remarks not communicated to a Government servant should not be operated upon and
they should be totally ignored. This view of the staff side was not found acceptable by the
Government. However, it was realised mat it may not be quite appropriate mat Government
Servant is passed over only on the basis of adverse remarks against which he had no
opportunity to represent as the same have not been communicated. The matter has therefore
been considered further and it has been decided as follows: —
(i) Where the Departmental Promotion Committee find that the adverse remarks
in the CRs have not been communicated but the adverse remarks are of sufficient
gravity to influence their assessment of the Railway servant concerned, men the
Committee shall defer consideration of defer case of the Railway Servant, provided
these remarks have been recorded in any of the CRs pertaining to three immediately
preceeding years prior to the year in which the DPC is held and direct the Cadre
Controlling Authority concerned to communicate the adverse remarks to the Railway
servant concerned so that he may have an opportunity to make a representation
against the same. Where the uncommunicated adverse remarks pertain to a period
earlier than the above or where the remarks are not considered of sufficient gravity to
influence the assessment of the Railway servant concerned, the DPC may proceed
with the consideration of the case but may ignore the remarks while making the
assessments.
(a) If the DPC find the Railway servant fit for promotion, it would place
him at the appropriate place in the relevant panel select list after taking into
account the toned down remarks or expunged remarks and his promotion will
be regulated in the manner indicated below.
(b) If the Railway servants placed junior to the Railway servant concerned
have been promoted, he would be promoted immediately and if there is no
vacancy, the junior most Railway servant officiating in higher grade should be
reverted to accommodate him. On promotion, his pay should be fixed under
Rule 13 21-R. II (FR-27) at the stage it would have reached had he been
promoted from the date the Railway servant immediately below him was
promoted but no arrears would be admissible. The seniority of the Railway
servant would be determined in the order in which his name, on review, has
keen placed in the panel/select list by DPC.
(iv) In both the cases referred to in paras 2(i) and 2(iii) above, where consideration
of the case is deferred on account of adverse remarks contained in the CRs, the
concerned authority should intimate the result of the representation of the Railway
servant against adverse remarks within a period of 3 months from the date of
submission of the said representation, if any.
27.
Subject: Confidential Reports on Non-gazetted Staff Standardisation of Forms.
[No. E57 CR3/1 dated 01.11.1966]
Reference Board’s letter of even No. dated 14.06.1966 (See Appendix 4). The present
heading of the Annuxure I forming an enclosure to the above letter may be changed to read as
under:
“Confidential Report for Class III including workshop Staff (except P.W.Is,
A.P.W.Is., I.O.Ws., A.I.O.Ws, Signal Inspectors, Assistant Signal Inspector and
teachers/instructors for the year ending 31st March, 1967.”
28.
Subject: Refresher courses for Non-gazetted Staff – Column in ACR Form.
[No. E (Trg.) 1-67 TR1/105 dated 31.10.1969]
In Board’ s letter number E55 TRI/64/3 dated 31.12.1955 (copy enclosed for ready
reference) refresher courses for various categories of staff have been prescribed.
Railway Administrations are already aware of the important of these refresher courses
to the non-gazetted staff, as these not only upgrade the technical skill of the staff in the
respective jobs, but also prepare them for higher responsibilities in due time, besides the more
important aspect of ensuring safety in Railway working.
2. In the case of staff connected with train passing and train operation duties, provision
exists in Rule 152-A-RI for disciplinary action to be taken when they fail to pass the
prescribed refresher courses.
3. The Board have considered that what action should be taken in respect of staff, other
than those connected with train passing and train operation duties, and have decided that as
most of the Railway Administrations have provided adequate facilities for conducting
refresher courses in the training establishment, they should now take suitable measures to
ensure that the staff are releases in time to attend the refresher courses.
In the case of these categories of staff, the confidential report form should include one
more column, which should provide for.
(a) Whether the employee was booked for the prescribed refresher course,
The remarks of the reporting officer in this column should be taken into consideration as one
of the criteria for adjudging the suitability of the employee concerned for higher grades in
selection or non-selection posts which are filled on the basis of suitability tests.
29.
Subject: Confidential Reports—Refresher courses for Non-gazetted staff.
[No. E (NG) H-70 CR-1 dated 30.09.1970]
(a) Whether the employee was booked for the prescribed re-fresher course;
2. The Board have now decided that in the Confidential Report Forms circulated under
Board’s letter No. E (NG) 57CR3/1 dated 14.04.1966 (See Appendix 4) a column covering
entries (a) to (c) above may be included as item No. 15 in Annuxure I, item No. 23 in
Annexure II item 32 in Annexure III and item No. 8 in Annexure IV, (renumbering other
items suitably) with the following “Note” at the foot of the respective items: —
Note: This column should be completed only in cases of those categories of staff who are
booked for refresher courses but are not connected with train passing and train operation
duties.
30.
Subject: Entry in A.C.R. regarding passing of Hindi Examinations under the Hindi
Teaching Scheme.
[No. Hindi/73/G-l/24 dated 11.03.1974]
It has been decided that whenever a Railway employee passes any of the Prabodh,
Praveen and Pragya Hindi Examination, a suitable entry to the effect should be made in the
C.R. of the employee concerned for the year.