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(4) A report in Section 5 is an Adverse Report and on each occasion the officer should be given by the countersigning officer notice in writing, in duplicate, with particulars signed and dated. He should return one copy, signed and dated by him as evidence of receipt. He should have the right to make written observations within
seven days of receipt of the notice, and if he does so they should be attached, with the written notice given him, to the Report. If he prefers to be interviewed, he should be given the opportunity by the countersigning officer and a record of the interview should be attached to the Report.
Reports Confidential.
171. All Annual Reports should be confidential documents to be completed with care and on completion forwarded to the Establishment Branch. Markings should not be disclosed to unauthorized persons. No copies should be kept by signing or counter- signing officers, and such officers should not have access to any previous reports. This is recommended to exclude even the possibility of unconscious bias in the markings and to secure, so far as may be possible, a fresh assessment on each occasion.
Promotions.
172. Promotion Boards where appointed should have before them each candidate's Annual Reports going back not more than three years and other documents which may be required.
Engagement of temporary clerks and women confidential assistants.
173. At present the Chief Clerk recruits, tests and posts such staff, but before appointment the papers are sent to the Establishment Branch for approval "by com- mand".
174. It is recommended that authority be given to the Chief Clerk to appoint all such staff without the nominal approval of Establishment Branch, always providing that the filling of the posts have first been approved by the respective Secretariat Branches.
Staff reduction.
175. If the recommendations made above for simplifying procedures are adopted, the posts of 1 of the 3 Assistant Establishment Officers and 4 Clerks should be abolished. When the work of the Branch is confined to administrative functions, fur- ther reductions in staff may be made.
176. Summary of recommendations made in this Chapter:
(1) The Branch should be responsible for policy, promotions, discipline and for general establishment matters of Cadet Officers, Heads of Depart- ments and their immediate assistants. (111)
(2) General Orders should provide for a simplified procedure for dealing
with authorized claims for leave, pensions and passages. (113).
(3) Cases referred to the Colonial Secretary by this Branch should only be done with the knowledge or permission of the Establishment Officer. (114)
(4) The Establishment Officer should be in overall control of his Branch.
(114)
(5) Abolish the use of Register G.F. 99. (116)
(6) Use of comprehensive application form for short leave. (118)
(7) Proposed re-organization of the clerical staff. (122)
(8) The registry should be separately housed from other clerical staff. (124)
(9) Secret and confidential cases should be directed to the appropriate Assis-
tant Secretary. (126)