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155. It is recommended that a Staff Survey Section be established. That Section should receive their assignments from the Establishment Officer and should report to him.
156. Staff surveys should not be made until the Organization and Methods Branch have completed their present systematic surveys of all Departments and as this work is likely to take a considerable time, the estimated staff for that new Section has not been recorded on the organization charts attached.
ANNUAL CONFIDENTIAL REPORTS.
157. There appeared to be no uniformity in the presentation of annual confidential reports on staff. Some Departments failed to make their reports and many reports lacked essential information.
158. Requests have been received from Departments to recommend a scheme of reporting and the following recommendations are based on the procedure followed by a large Government Department in the United Kingdom.
159. This procedure was seen to work successfully and is now recommended for use by this Government.
Report forms.
160. In order to provide a fair picture of the different categories of staff, with the general intention of calling for more information in the case of those officers whose responsibilities are heavier, and less information about those mainly engaged on routine duties, five different report forms have been designed as follows:
Appendix G-for supervisory and executive grades, not professional, tech-
nical or scientific.
H-for the basic clerical grades.
I-for professional and technical grades.
J-for Women Confidential Assistants and typists.
K-for minor, manipulative, etc., grades.
Plan for annual reports.
161. A plan for completing Annual Report forms should be prepared by the Establishment Branch. All officers in the respective categories should be reported on at the same time.
Call for annual reports.
162. As the completion date for the respective categories approaches, the Estab- lishment Branch should send out an appropriate number of blank forms to the report- ing officer, with a covering minute as Appendix L.
Responsibility.
163. The onus should be on the Head of Department and the Chief Clerk for their respective categories to see that a report form is completed for all officers actually in post, and for the completed forms to be returned to the Establishment Branch by the due date.
Short Service.
164. An Annual Report should not be required in respect of an officer with less than two months' service in the category and in the period covered by the report.