oe

5, The blanks should then go to the head of the agency for final review and
Signature.

6. Observe the return date.. It is very important that the return date, stamped
in the upper right-hand corner of the blank, be observed since all ratings
must be scored and notices must de sent to the employees within the month in
which they are rated. Over six thousand employees must be rated within each
six month period and the blanks must be returned to the oe Service Depart-
ment on schedule.to avoid embarrassing delay.

7, When the completed blanks have been received by the Department of Civil Serv-
ice, they will be scored and the notices will be sent to each employee telling
him his grade as compared to others in his department. Five letter grades are
to be used - B, G, A, F, and P for Excellent, Good, Average, Fair, and Poor.

8, Any employee who wishes to see a detailed copy of his service report, can do
so by calling in person or by writing to the Department of Civil Service.

9, A summary report of the letter grades of all the employees in the department
will be sent to the department as soon as the scoring is completed.

The rating procedure outlined above will necessarily have to be varied to suit
the organization of the individual department. In the departments with -only a
few classified employees, the department head will probably do the rating person-
ally so that any further review of the retings will not be necessary. The above
procedure, however, should be followed as closely as is practicable considering
the organization plan of the agency.

INSTRUCTIONS TO RATING SUPERVISORS

Before beginning the rating, please check with each employee and obtain his or

her present home address. It is important that we have the correct address for
the employee so that we can send him his service rating score by mail, -The rating
sheets consist of a list of twenty-five individual work habits upon which the em-
ployee is to be rated. Rate each employee on every item by marking an X or check
mark ( ) in one of the five squares following the item. Do not mark in more than
one square following any one item. The headings of the five columns are "Always",
"Frequently", "Average", "Seldom", and "Never", In order that your ratings shall
be based on the same standards as the ratings of other supervisors, it is necessaly
that you interpret these headings as nearly as possible according to our defini-
tions of the words as given below:

Always: A trait should be checked in this column if the statement is true
about the employee except in very rare and unusual circumstances.
For example, he completes his assignments promptly unless prevented
by sickness or some other emergency beyond his control. Raters
should be careful in marking traits in this column, "Always" is a
strong word. There will be very few employees who will merit many
checks in this column,

Frequently: A check mark in this column indicates that this statement is
true under ordinary circumstances. It is a rule rather than an
exception. For example, he completes his assignments promptly
unless distracted by some unusual social or other activity.