SERVICE REPORT PROCEDURE

The following instructions and suggestions are intended to help you in completing
the service reports for the employees under your supervision, Please read these
instructions over carefully before you begin the rating of your employees.

WHO IS TO BE RATED? A service report is to be prepared for each employee in the
state classified service including employees on probation, part-time, and pro-
visional employees as well as those who have permanent status. The present plan
is to complete a service report for each employee every six months. As the serv-
ice rating program develops, it may be found necessary to change to an annual
rating or to a quarterly rating but at present, the semi-annual plan seems prefer-
avdle..

WHO WILL DO THZ RATING? Each employee will be rated by his immediate supervisor,
the person who is closest to his work and in the best position to observe him,
The rating of the suvervisor will be reviewed by the head of the unit or division
and then by the appointing authority, the head of that particular state agency.

THE USE OF THE DIFFEP2NT BLANKS: When you begin rating your employees, you may
find that there are several different types of rating blanks provided. A separate —
rating form has been prepared for each of thirteen different groups of classes.
Obviously an accurate rating could not be made for a stenographer, a carpenter,

a laborer, and a physician, all on the same type of blank, These service report
blanks are numbered from 1 to 13 and there is an additional short rating sheet
for those employees having supervisory responsibility. Any employee whose duties
include actual direct supervision of more than two others, is to be rated on the
supervision blank in addition to the regular blank for his class.

OUTLINE OF THE PROCEDURE

1, <A service report blank will be sent to you for each classified employee with
the name, class title, and agency of the employee already shown in the ap-
propriate spaces. If a report blank for an employee, who has left your
devartment is sent, it will, of course, not be necessary to complete this
rating. In that case, indicate on the blank the reason that it is not com-
pleted and return it to the Civil Service Department with the others. A few
additional blanks will be included so that if you should spoil a sheet, you
will have another to replace it. In this case, be very careful to see that
the blank used is the same number blank as the one originally sent for this
employee. When the completed ratings are returned, please return the unused
copies also.

2. There is a space in the upper left-hand corner of the report form for the
number of days that this employee has been absent. These absent figures
should be filled in in the central office of the agency before the ratings
are completed for the employee.

3. Hach employee's rating is to be completed by his or her immediate supervisor.

4, Ms completed rating should then be submitted to the chief of the division
for review and signature.