INSTRUCTIONS TO DEPARTMENT H#ADS

All service reports prepared by supervisors in your division will be submitted

to you for review and signature. These reports should be carefully checked for
extreme ratings, either high or low, and if the rating of an employee seems out
of line with the rest of the group, the supervisor should be called upon for an
explanation, :

DO NOT CHANCE THE CHECKS MADE BY THE SUPERVISOR. If you do not agree with his
rating of a particular item, indicate what your rating would be with a colored
pencil, and in the space provided for your comments, show that checks in that
color are yours, Any comments which you may care to make, either about the em-
ployee or about his rating, should be entered in the space provided on the back
of the form, The blanks should then be referred to the chief officer of your
particular agency for final review and signature.

INSTRUCTIONS TO THE APPOINTING AUTHORITY

Please review carefully the ratings and comments submitted to you, add any
comments which you may care to make, sign the blanks and return them to the
Department of Civil Service on or before the date jadicated on the blank, The
ratings for all the employees in your department and blanks which have been
spoiled or which have not been used should all be returned in one package. 3e-
fore returning the reports, they should be checked against your department records
to be sure that a service report has been completed for each of your classified
employees.

As soon as the reports are received at the Department of Civil Service, they will
be scored, letter grades will be assigned, and a notice will be sent to each em-
ployee telling him of his grade. Then for a period of thirty days, the employees
may call at the Civil Service office or write to the office for a copy of their
service report, the front side of the blank only, To avoid confusion in this
office,.only one copy can be given to any employee. Copies will not be available
except for a period of thirty days after the grade notices are mailed out. Hm-
ployees who wish to call at this office may go over their reports with a member
of the Civil Service staff who will answer any questions they may have.

A summary of the service report grades of all the employees in your department
will te sent to you at the time that the employee notices are mailed out,