ANNUAL PERFORMANCE EVALUATION REPORTS AND CERTIFICATES OF SERVICE

SECTION 1 - GENERAL

SECTION 2 – PROGRESS REPORTS ON OFFICERS

SECTION 3 - ANNUAL PERFORMANCE EVALUATION REPORTS ON SENIOR OFFICERS

SECTION 4 - ANNUAL PERFORMANCE EVALUATION REPORTS ON JUNIOR OFFICERS

SECTION 5 - CERTIFICATES OF SERVICE

SECTION 1 - GENERAL

Reporting Offices

06101 - A Reporting Officer must not only be at least one substantive grade above the officer being reported on, but also be the immediate superior officer under whom the officer being reported on directly works. Where an officer has served more than one Department before his report is rendered, the Reporting Officer shall be the immediate Superior Officer under whom he worked for the substantial part of the normal period a report shall cover. It is necessary that a countersigning officer should assess every report judiciously before countersigning.

Reports to be Full and Candid

06102 - It is essential for the general efficiency of the service that Annual Reports on officers shall be detailed and candid. Reporting officers must realize that their own capabilities are discernible from the reports they write on their subordinates, bearing in mind that they hold their offices as much by virtue of their administrative ability as well as their professional ability.

Communication of Reports to officer

06103 - The substance of any adverse comment on an officer's work or conduct included in a report shall be conveyed to him in writing by the reporting Permanent Secretary/Head of Extra-Ministerial Department in sympathetic terms and with the object of enabling and encouraging him to overcome his short-comings. The fact that this action has been taken shall be stated in the report itself, A copy of the letter addressed to the officer as well as a copy of his acknowledgement should be attached to the Report. Attention is however drawn to the provisions of Chapter 4 of these Rules.

REPORTS ON SECONDED OFFICERS

Secondment to Ministry/ Department

06104 - When an officer is seconded to another Ministry/Extra- Ministerial Department, the Permanent Secretary/Head of the Extra- Ministerial Department to which he is seconded is responsible for furnishing the reports on the officer as required by this Chapter.

Secondment to Corporations, State- or State-Owned Companies

06105 - Arrangements shall be made with Corporations, or State- owned Companies to which officers are seconded to furnish the reports on the officers so seconded as required by this chapter as though such bodies were Government Departments. It shall be the responsibility of the Permanent Secretary/Head of Extra-Ministerial Department from which an officer has been seconded to request the Corporation, or State-owned company concerned, two months before the due date, to furnish the required report, on appropriate annual Report Forms which shall be supplied to the establishment for this purpose.

SECTION 2 - PROGRESS REPORTS ON OFFICERS

Object

06201 – Progress reports are meant to provide in respect of officers on probation or initial contract, a full record of each officer's work, conduct and capabilities on which to judge his suitability for 659 confirmation or reengagement (whichever is appropriate) and to ensure that in cases where an officer's suitability for continued employment is in doubt he is given timely warning of his faults and reasonable opportunity to correct them.

TIMING

Normal

06202 – Permanent Secretaries/Heads of Extra-Ministerial Departments are responsible for rendering progress Reports at intervals of six months with effect from the date of first appointment. The final progress Report shall be rendered not later than two months before an officer's probationary period or second tour of the contract is due to expire.

In Special Cases

06203 - If for any reason an officer's probationary period is due to expire at a time when he will be on leave, the final Progress Report should be rendered not later than two months before he proceeds on such leave, in order that a decision as to the confirmation, deferment of confirmation or termination of his appointment may be taken and hotels communicated to him before his departure. In the case of an officer de -boon contract, if an adverse opinion as to his suitability has been formed 200 before he proceeds on leave during his second tour, a special progress Report shall be rendered not later than two months before he so proceeds, in order that Government's decision as to whether he should be allowed to return for a further tour may be taken and communicated to him before he departs, and that the officer himself may have the opportunity of deciding before he departs whether, in the light of the adverse opinion already formed, it is in his own Interest to return.

Proceed

06204 – Permanent Secretaries/ Heads of Extra-Ministerial Departments should address progress reports to the Permanent Secretary, Abia State Civil Service Commission or the Permanent Secretary, Bureau of Administration, as appropriate under PERSONAL AND CONFIDENTIAL cover. The final progress Report rendered after 21 months' service shall include a definite recommendation as to whether the officer's appointment should be confirmed or terminated or whether his contract should be renewed.

SECTION 3-ANNUAL PERFORMANCE EVALUATION REPORTS ON SENIOR OFFICERS

Object

06301 - The object of Annual Performance Evaluation Reports is to provide a full record of each officer's work, conduct and capabilities from which his suitability for promotion may be judged by the Abia State Civil Service Commission. In order that the Commission may be in a position to weigh, in connection with a particular vacancy, the merits of officers, it is important that it should know precisely what work the officer has been engaged upon and the judgment formed on that work. It is no less important that the Abia State Civil Service Commission should receive an indication of each officer's suitability for appointment to a senior grade in which he would have to perform administrative or supervisory duties; it may be that the officer's work in the appointment which he holds gives the fullest satisfaction but that he is unsuitable for more responsible duties, and the Abia State Civil Service Commission particularly desires to have a record or expression of opinion as to each officer's suitability for promotion chest when, by his seniority, he may be regarded as eligible to be considered for such advancement.

Period

06302 - Annual Performance Evaluation Reports should be rendered on all officers at the end of each Calendar Year.

06303 - Thirty days before the end of the year, every officer on whom Action by an Annual Performance Evaluation Reports is required (see Appendix to this Chapter) shall, subject to any departmental instructions which on may be issued to supplement this Rule, complete and sign the relevant pages of the appropriate number of copies of the Form and zin forward them, unfolded, through departmental channels to the ins? Permanent Secretary/Head of Extra-Ministerial Department. Officers who will be on leave on the due date should take this action before proceeding on leave.

06304 — The attention of all officers is invited to the necessity for including the fullest possible information in their replies to the questions on the relevant pages of the Annual Performance Evaluation Report Forms, so that the reports may be used for the object explained in Rule 06301 without reference to any other documents.

Departmental Routine

06305 - Every Permanent Secretary/Head of Extra Ministerial Department shall make such departmental arrangements as he considers necessary to ensure that thirty days before the due date an officer serving in his Ministry/Extra-Ministerial Department, one whom & Report is required, takes the action indicated in the preceding Rule and that the Forms, thus completed by individual officers are forwarded to the appropriate Reporting Officers who shall complete the appropriate sections of the report which shall then be transmitted to the Permanent Secretary/Head of Extra Ministerial Department.

Action by Permanent Secretary/Head of Extra-Ministerial Department

06306 - Not later than fourteen days after the due date, the Permanent Secretary/Head of Extra-Ministerial Department will receive from Reporting officer’s reports duly completed by them, add his own reports, comments and endorsements, if any, to all copies of each report and forward them in sufficient time to reach their respective destinations within thirty days of the due date.

SECTION 4 - ANNUAL PERFORMANCE EVALUATION REPORTS ON JUNIOR OFFICERS

Progress Reports on Unconfirmed Officers

06401 - In order to provide a full record of the work, conduct and capabilities on which to judge the suitability of an officer holding a junior post for confirmation, and to ensure that in cases where his suitability for confirmation is in doubt he is given timely warning of his faults and reasonable opportunity to correct them, the Permanent Secretary/Head of Extra-Ministerial Department shall arrange for progress reports on such officers to be rendered annually by responsible departmental officers.

Annual Performance

06402 - In order to provide a full record of the work, conduct and capabilities on which to judge the suitability for promotion of clerical or Technical Grade Officers holding junior posts, the Permanent Secretary/Head of Extra-Ministerial Department shall arrange for annual performance evaluation reports on such officers to be rendered to them by responsible departmental officers at the end of each calendar year. The Reports on all eligible candidates shall be made available when the Department Selection Board meets to select candidates for promotion from one junior post to another.

SECTION 5 - CERTIFICATES OF SERVICE

Application

06501 - All officers including those on non-pensionable appointments shall be issued on leaving the service with a Certificate of Service.

06502 - Certificates of service for issue to officers holding senior posts G.L. 07 and above require the countersignature of the Permanent Secretary, Abia State Civil Service Commission; those for issue to officers holding junior posts G.L. 01 - 06, require the countersignature of the Permanent Establishments, Training and Pensions.

Object

06503 - The main purpose of a Certificate of service is that it may be used as a reference covering the holder's Government service when seeking other employment. Accordingly, a Permanent Secretary/Head of Extra-Ministerial Department should, when completing a Certificate, give in it that information which he himself, were he in the position of a prospective employer, might fairly expect to obtain from the person who has previously employed the holder.

Forms

06504 - Certificate of service shall be rendered in triplicate on the approved Forms as follows:

For Officers on G.L.07 and above - Form Gen.58;

For Officers on G.L. 01-06 Form Gen. 58A.

PROCEDURE

06505 - Action to complete the issue of a Certificate of service should be taken in time for the Certificate to be handed to the recipient before he proceeds on leave prior to leaving the service. If it is necessary to include in the Certificate of service of any Officer any adverse comment on his work or conduct, the Certificate of service must be completed and handed to him in time to make, before leaving the service, any representation on the subject that he may desire to put forward for Government’s consideration.

APPENDIX 6

SUMMARY

The reports required on officers holding senior posts at various states of their service together with the number of copies of such reports and their destinations are summarized in the following table: