Professional Documents
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FREQUENTLY ASKED QUESTIONS
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ON APAR
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5/4/2011
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Kalpana Singh, Director, NICF
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FREQUENTLY ASKED QUESTIONS ON APAR
Q3. When Reporting Officer is under transfer, when should the report be
written?
Ans. It should be written at the time of transfer or immediately thereafter
and not deferred till the end of the year.
The responsibility for obtaining the APAR from the Reporting officer
concerned in such cases will be that of the section handling the APAR.
Q4. Who will write the report if there is no Reporting officer with requisite
experience (3 months) to initiate the report?
Ans. In such cases, the Reviewing Officer may initiate the Report as a
Reporting Officer provided the Reviewing officer has been the same for
the entire period of Report and is in the position to fill in the column
to be filled by the Reporting officer. In these cases, it will have to be
submitted by him to his own superior if there is superior officer to
him.
Q11. What is the time frame prescribed for various stages of APAR?
Ans.
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7. Receipt of representation, if any, on APAR 15 days from the
date of receipt of
communication
8. Forwarding of representations to the
competent authority
(a) Where there is no accepting 21st September
authority for APAR
(b) Where there is accepting authority 06th October
for APAR
9. Disposal of representation by the Within one month
competent authority from the date of
receipt of
representation
10. Communication of the decision of the 15th November
competent authority on the representation
by the APAR Cell
11. End of entire APAR process, after which 30th November
the APAR will be finally taken on record
Q13. What if the Reporting Officer does not initiate the APAR beyond 30th
June?
Ans. He forfeits his right to enter any remark & he shall submit all APAR to
Reviewing Officer on the next working day.
A certificate to this effect i.e. forfeiting of the right will be placed in
APAR dossier.
Q14. What if Reviewing officer does not reviewed the APAR beyond 31st
August?
Ans. He forfeits his right to review.
A certificate to this effect will be placed in APAR dossier.
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Q15. What is the effect of modification/expunction of adverse remarks in
the ACRs and upgradation/down gradation of the overall grading in
the ACRs prior to the period 2008-2009?
Ans. Prior to 01.04.2008 only adverse remarks in the ACR were required to
be communicated. The overall grading in the ACR remained
unchanged even after modification or expunction of the entire adverse
remarks. It was left to the DPC to re-determine the overall grading.
As per DOPT new guidelines, where the reckonable ACRs prior to the
reporting period 2008-09 are to be considered in a future DPC on
which the adverse remarks of Reporting/Reviewing/Accepting
Authorities have been expunged or modified by the Competent
Authority, the “overall grading” in the ACR be kept blank for
appropriate re-grading by the DPCs. Where the authority has
upgraded/downgraded the overall grading without giving sufficient
reasons, the DPC shall treat such an exercise as non-est/invalid.
General terms, such as “I agree or disagree with the Reporting
Officer/Reviewing Officer” used by the Reviewing/Accepting Authority
shall not be construed as sufficient reason for
upgrading/downgrading the overall grading given by the Reporting
Authority/Reviewing Authority.
Grading Interpretation
8-10 Outstanding
(Avg. score 9)
6- (less than) 8 Very good
(Avg. score 7)
4 – (less than) 6 Good
(Avg. score 5)
Below 4 Avg. score 0
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Q18. What are the important guidelines related to disposal of
Representation against adverse remarks
Ans.
1. Only one representation against adverse remarks should be allowed
within fifteen days from the date of communication of such remarks.
2. Representation will lie to the authority immediately superior to the
countersigning authority, if any, or to the Reporting Officer. If the
immediate superior had already reviewed APAR in question and also
expressed his view, either agreeing or disagreeing with the adverse
remarks recorded and accepted by the countersigning authority, in
that event the representation lies to the next higher authority.
3. In a case where the Competent Authority comes to the conclusion that
the remarks deserve expunction and that after such expunction the
relevant column would be left blank, it should order modification of
the relevant remarks in a suitable manner so that the column is not
allowed to remain blank.
4. Adverse remarks should not be deemed to be operative if any
representation is filed within the time prescribed, or the one preferred
has been finally disposed of, there is no bar to take notice of the
adverse remarks.
5. A memorial or appeal against the rejection of the representation
against adverse remarks is to be allowed within six months of such
rejection. Pendency of any memorial or appeal would mean that the
adverse remarks are not final and cannot be acted upon.
6. Representations against adverse remarks should be examined by
Competent Authority in consultation, If necessary, with the Reporting
Officer and countersigning authority, if any.
7. If the Competent Authority feels that there is no sufficient ground for
interference, the representation should be rejected and the petitioner
informed accordingly.
8. If, however, it feels that the remarks should be toned down, it should
make necessary entry separately with proper attestation at the
appropriate place of the report; the correction should not be made in
the earlier entries themselves.
9. If the remarks are ordered to be expunged, they should be effectively
obliterated both in the confidential report as well as in the copy of the
letter communicating those remarks.
Q20. What are the guidelines related to APAR in the case of officers on
deputation?
Ans. In the case of Central Government Officers who are deputed to other
Departments/State Governments or are on foreign service, it will be
the responsibility of the parent department to obtain the reports of
their officers on deputation and maintain them.
Q22. What are the existing provisions regarding the effect of warning on
APAR?
Ans. Where a copy of the warning is kept on the Confidential Report
dossier, it will be taken to constitute an adverse entry and the officer
so warned will have the right to represent against the same in
accordance with the existing instructions relating to communication of
adverse remarks and consideration of representations against them.
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