General Guidelines for Filling up the Performance Appraisal Report (PAR) – Annex 11
Introduction
The Performance
Appraisal Report (PAR) is a critical document used to assess and guide an
officer’s professional growth. It is the shared responsibility of the Appraisee,
the Reporting Officer, and the Reviewing Officer to complete this
report with sincerity and accuracy.
The
goal of this appraisal is not to criticize, but to be a developmental
tool. Reporting authorities should candidly highlight both strengths and
weaknesses in performance and conduct.
The
PAR must be filled with serious attention and time, not casually.
Regular performance reviews throughout the year—not just at year-end—help make
this tool effective for career development.
Structure
of the PAR Form
The
revised PAR consists of four sections, with responsibilities clearly
assigned:
|
Section
No. |
Content |
Responsible
Authority |
|
I |
Basic
Information |
Administration/Personnel
Department |
|
II |
Self-Appraisal |
Appraisee |
|
III |
Appraisal |
Reporting
Officer (and Reviewing Officer if needed) |
|
IV |
Review |
Reviewing
Officer |
It is
recommended that the appraisee downloads and fills the form online (from
persmin.nic.in), prints it, and submits it after completing all relevant
sections.
Section
I – Basic Information (By Administration/Personnel Dept.)
- Mention the reporting period: Full
year (e.g., 2023–2024) or partial year (e.g., 10th Sep 2023 to 31st Mar
2024).
- Include:
- Present grade (pay scale)
- Present post (designation and
organization)
- Date of posting
- Identify the Reporting and Reviewing
Officers by name and designation.
- Record periods of absence (leave,
training, etc.), with details under the "remarks" section.
Section
II – Self-Appraisal (By the Appraisee)
This
includes:
1.
Duties and Responsibilities
(about 100 words, preferably in bullet form).
2.
Annual Work Plan:
o Created
with the Reporting Officer within the first 15 days of the year.
o Mid-year
review around September/October.
o Final
appraisal assesses performance against this plan.
3.
Unexpected Tasks:
Include major tasks not planned (e.g., handling emergencies).
4.
Significant Contribution:
Mention any exceptional achievements (e.g., organizing a large-scale event or
crisis management).
5.
Reflections:
o What
helped/hindered performance?
o Key
learnings and suggestions for systemic improvement.
6.
Training Needs:
o Identify
areas where skill upgrading is needed.
o Mention
efforts taken or planned for improvement.
7.
Competency Building:
o Report
training/education attended and grades received.
o Provide
details of papers published (if applicable).
8.
Certificates:
o Property
returns submitted.
o Medical
check-up completed within the last two years.
o Work
plans discussed with subordinates.
o Performance
reports of all subordinates submitted (with reasons if not).
Section
III – Appraisal (By Reporting Officer)
1.
Period of Supervision:
Indicate the time the officer was under supervision.
2.
Assessment of Section II:
o Agree/disagree
with appraisee’s self-assessment.
o Justify
disagreements.
3.
Training Needs:
o Comment
on training needs suggested by the officer.
o Mention
steps taken or reasons for disagreement.
4.
Numerical Grades:
o Work
Output (planned and unplanned work)
o Quality
of Output (cost, time, compliance)
o Personal
Attributes and Functional Competencies
§ Grade
only relevant attributes for the role.
5.
Integrity:
o If
integrity is beyond doubt, state it.
o If
there is doubt, leave blank and follow the Ministry of Home Affairs’
1965 procedure (secret note, follow-up, review).
o Record
action taken and future monitoring if unresolved.
6.
Attitude toward SC/ST
communities.
7.
Pen-picture (100 words):
o Highlight
qualities not covered in earlier sections.
8.
Overall Grade (1–10):
o Justify
any extreme ratings (1–2 or 9–10) with specific details.
Section
IV – Review (By Reviewing Officer)
1.
Time of Supervision:
Duration officer served under the reviewer.
2.
Agreement/Disagreement:
o State
whether the review officer agrees with the reporting officer.
o If
not, record independent assessment.
3.
Pen-picture (100 words):
o Additional
remarks on the appraisee’s performance.
4.
Overall Grade (1–10).
Numerical
Grading Guidelines
- Grading is on a 1–10 scale:
- 1: Lowest
- 10: Highest
- Grades of 1–2 or 9–10 must be justified
with strong evidence.
- Compare with a larger peer group—current
or past subordinates—to ensure fairness.
Disclosure
and Communication
The
PAR is no longer confidential. The completed report must be shared
with the appraisee after review. Maintain a record of this communication.
Representation
by Appraisee
- Appraisee can represent against factual
errors—not subjective opinions.
- Representation should be sent via
Reporting and Reviewing Officers to the Cadre Controlling Authority.
- If Reporting/Review Officers agree, they
may revise their remarks.
- If not, their observations accompany the
representation to a Referral Board.
- Referral Board's decision is final—it
may revise grades if justified.
- In cases of alleged malafide, the
board will investigate and record findings in the officer’s or reviewer’s
PAR accordingly.