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Annual Performance Appraisal Report – DOPT instructions

APAR – Frequently Asked Questions
(i) Since when the entire remarks in the APAR is being conveyed to the officer reported upon for representation, if any ?
Answer — From the report for 2008-09 onwards. 
(ii) On the basis of representation submitted for upgrading the grading in the ACR/APAR under OM dated 13.4.2010, can a review DPC be convened if the Competent Authority upgrades the grading to the benchmark level ?
Answer — The O.M. No. 21011/1/2010-Estt.A dated 13.4.2010 does not envisage any review DPC and it is concerned with future DPCs only to be held after the date of issue of the O.M.
(iii) What are the time schedule for completion of various processes in the APAR ?
Answer— Annexure—III to O.M. No. 21011/1/2005-Estt. (A) (Pt-II) dated 23rd July, 2009 refers. This O.M. is available in this Department’s website.[see below]

Introduction of APAR – DOPT instructions in O.M. No. 21011/1/2005-Estt. (A) (Pt-II) dated 23rd July, 2009

No. 21011/1/2005-Estt (A) (Pt-II)
Government of India
Ministry of Personnel, Public Grievances and Pensions
(Department of Personnel and Training)
North Block, New Delhi, 23rd July, 2009
Subject:- Preparation and maintenance of Annual Performance Assessment Reports (APAR).
The undersigned is directed to invite the attention of the Ministries/Departments to the instructions contained in this Department’s O.M. No. No. 21011/02/2009-Estt.(A) 16/02/2009 and O.M. of even umber dated 14.05.2009 on the subjects of timely preparation and proper maintenance of APAR and making the APAR transparent for representation for upgradation, if any, by the officer reported upon. The matter of preparation and maintenance of APAR has been further reviewed in this Department keeping in view the system in this regard in respect of All India Services (AIS) and the undersigned is directed to convey the following decisions:-
(i) All cadre authorities shall include a box in the APAR for reflecting by the reporting officer the pen picture of the officer reported upon where the reporting officer will be required to indicate his comments on the overall qualities of the officer including areas of strengths and lesser strength and his attitude towards the weaker sections. A column will also be added in the section relating to the reviewing authority for giving the reviewing authority’s remarks on the pen picture reflected by the reporting officer. There will be no other separate column in the APAR for overall assessment apart from the pen picture.
(ii) A provision may be made in the APAR in the relevant section for remarks by the reviewing officer to indicate specifically the differences, if any, with the assessment made by the reporting officer, and the reasons therefor.
(iii)Numerical grading are to be awarded by reporting and reviewing authorities for the quality of work output, personal attributes and functional competence of the officer reported upon. These should be on a scale of 1-10, where 1 refers to the lowest grade and 10 to the highest. The guidelines given in Annexure-I shall be kept in mind while awarding numerical gradings.
(iv)The format for the purpose of numerical grading in the three areas of work output, assessment of personal attributes and assessment of functional competency is in Annexure-II. For Group ‘B’ and ‘C’ officials however, suitable changes may be made by the concerned cadre authorities in the items of assessment as per functional requirements of the job and the next promotional post for them. The overall grade on a score of 1-10 will be based on 40% weightage on assessment of work output, and 30% each for assessment of personal attributes and functional competency. The overall grading will be based on addition of the mean value of each group of indicators in proportion to weightage assigned.
(v) Wherever ‘accepting authority’ has been prescribed in the existing system in the cadre, columns may also be provided for such authority to give his comments on the remarks of the reporting/reviewing authority and details of difference of opinion, if any, with reasons for the same. In such cases, the accepting authority will also give overall grade on a score of 1-10.
(vi) A schedule for completion of all activities relating to the APAR is given in Annexure-III.
2. The above provisions would be applicable for the APAR from the reporting year 2009-10 onwards. The concerned authorities may accordingly make necessary changes in the APAR format for numerical grading to be given by reporting and reviewing officer. This O.M. does not in any way affect the part to be filled in by the officer reported upon and other existing columns in the APAR format like attitude towards SC/ST/OBC, relations with public (wherever applicable), integrity, training requirement etc. for descriptive remarks.
3. All Ministries/Departments are requested to bring to the notice of all the offices under them for strict implementation of the above instructions.
(C.A. Subramanian)


Guidelines regarding filling up of APAR with numerical grading
(i) The columns in the APAR should be filled with due care and attention and after devoting adequate time.
(ii) It is expected that any grading of 1 or 2 (against work output or attributes or overall grade) would be adequately justified in the pen-picture by way of specific failures and similarly, any grade of 9 or 10 would be justified with respect to specific accomplishments. Grades of 1-2 or 9-10 are expected to be rare occurrences and hence the need to justify them. In awarding a numerical grade the reporting and reviewing authorities should rate the officer against a larger population of his/her peers that may be currently working under them.
(iii) APARs graded between 8 and 10 will be rated as ‘outstanding’ and will be given a score of 9 for the purpose of calculating average scores for empanelment/promotion.
(iv) APARs graded between 6 and short of 8 will be rated as ‘very good’ and will be given a score of 7.
(v) APARs graded between 4 and 6 short of 6 will be rated as ‘good’ and given a score of 5.
(vi) APARs graded below 4 will be given a score of zero.
Annexure II

Assessment of work output (weightage to this Section would be 40%)

Initial of
i)Accomplishment of planned work/work allotted as per subjects allotted
ii) Quality of output
iii) Analytical ability
(iv)Accomplishment of exceptional work / unforeseen tasks performed
Overall Grading on ‘Work Output’


Assessment of personal attributes (weightage to this Section would be 30%)



Initial of

i) Attitude to work
ii) Sense of responsibility
iii) Maintenance of Discipline
iv) Communication skills
v) Leadership qualities
vi) Capacity to work in team spirit
vii) Capacity to work in time limit
viii) Inter-personal relations
Overall Grading on personal attributes

Assessment of functional competency (weightage to this Section would be 30%)



Initial of

i) Knowledge of Rules / Regulations

/Procedures in the area of function and
ability to apply them correctly.
ii) Strategic planning ability
iii) Decision making ability
iv) Coordination ability
v) Ability to motivate and develop
Overall Grading on functional


 Time schedule for preparation/completion of APAR

(Reporting year- Financial year)
S.No.ActivityDate by which to be completed
1.Distribution of blank APAR

forms to all concerned (i.e., to
officer to be reported upon where
self-appraisal has to be given and
to reporting officers where self-
appraisal is not to be given)
31st March.

(This may be completed even a week earlier).
2.Submission of self-appraisal to

reporting officer by officer to be
reported upon (where applicable).
156 April.
3.Submission of report by reporting

officer to reviewing officer
30th June
4.Report to be completed by

‘Reviewing Officer and to be sent
to Administration or CR
Section/Cell or accepting
authority, wherever provided.
31st July

5.Appraisal by accepting authority,

wherever provided
31st August
6.(a) Disclosure to the officer

reported upon where there is no
accepting authority
(b) Disclosure to the officer
reported upon where there is
accepting authority
(a) 01st September

(b) 15th September
7.Receipt of representation, if any,

15 days from the date of receipt of

8.Forwarding of representations to

the competent authority
(a) where there is no accepting
authority for APAR
(a) where there is accepting
authority for APAR
(a) 21st September

(b) 06th October
9.Disposal of representation by the

competent authority
Within one month from the date of receipt of

10.Communication of the decision of

the competent authority on the
representation by the APAR Cell
15th November
11.End of entire APAR process, after

which the APAR will be finally
taken on record
30th November

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