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ARMY ORDER

BY

GENERAL MANOJ MUKUND NARAVANE

PVSM, AVSM, SM, VSM, ADC

CHIEF OF THE ARMY STAFF

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New Delhi 01 Oct 2021

CONTENTS
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AO No Pages
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ADJUTANT GENERAL’S BRANCH

06/2021/AG/MP 1-37
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CONFIDENTIAL REPORTS (CRs) : JCOs AND NCOs

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ARMY ORDER

ADJUTANT GENERAL’S BRANCH

AO :06/2021/AG/MP

CONFIDENTIAL REPORTS (CRs) : JCOs AND NCOs

Introduction

1. This Army Order supersedes all previous Army Orders and policies on the subject
issued from time to time and will take effect from the CRs due for initiation on 01 Jan 2022
and thereafter.

2. CRs rendered on JCOs/NCOs reflect their overall performance throughout the year.

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It is one of the most important and vital documents for career management of the
JCOs/NCOs. The figurative assessment and grading contained therein become main

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consideration for promotion, posting, grant of extension of service, award of honorary
commissions/ranks and selection for various sensitive and important assignments, and so
on. It is, therefore, of paramount importance on the part of Reporting Officers to render
objective assessment on professional competence, personal qualities, employability and
potential for higher ranks, as observed during the period covered by the report. The
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existing ACR form has been switched over to an OMR based assessment form for ease of
handling and automatic capturing of data by the system software. Instructions on OMR
based ACR form are given in Appendix ‘A’ to this AO.
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Aim of CR
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3. The aim of reporting system of JCOs/NCOs, through CRs, is to ensure and achieve
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greater cohesiveness, professional competence and efficiency throughout their service. It

is, therefore, very essential that performance of the JCOs/NCOs based on Demonstrated
Performance and Professional/Personal Qualities are observed diligently throughout the
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year and reflected objectively in the CR. Officers initiating/reviewing the CRs are expected
to be absolutely fair, impartial and totally objective in their assessment.
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Forms to be used
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4. The OMR based CR Forms for JCOs and NCOs will be rendered on the forms
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mentioned below. The unit of the JCO/NCO will complete Part I of the CR Form from the
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records available with them. The concerned JCO/NCO will authenticate the information
contained therein, sign the form at the space provided and hand over the same to the IO. In
case the JCO/NCO does not submit the CR Form to the IO in time, deliberately, necessary
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endorsement will be made by the IO on ‘Movement of CR given at Appendix ‘E’.

(a) IAFI - 1153 (Revised 2020) - JCOs/Havs (Appendix ‘B’)

(b) IAFI - 1154 (Revised 2020)*- Nks (Appendix ‘C’)
(c) IAFI - 1155 (Revised) - NIR for JCOs/NCOs (Appendix ‘D’)

Note : *CRs in respect of Nks will be initiated by superior JCOs on IAFI-1154. Policy
has been issued as test bed for two years. Permanent provision will be included in AO
on final promulgation of policy.
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Types of CRs

5. The following types of CRs will be rendered on the JCOs/NCOs:-

(a) Annual Confidential Report.
(b) Early Confidential Report.
(c) Delayed Confidential Report.
(d) Adverse Confidential Report.
(e) Review Report.

Rendition of the CRs

6. CRs of the JCOs/NCOs, belonging to the Regiments/Corps, where promotions and

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postings are unit based will be initiated in duplicate. Original copy of the CRs will be
forwarded to the Record Offices while duplicate will be maintained by the parent units.

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7. CRs of the JCOs/NCOs, belonging to the Regiments/Corps where promotions and
postings are centrally controlled by the Record Offices, will be initiated in original and
submitted to the Record Offices.

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CRs of JCOs/NCOs will be despatched to the Record Office concerned through

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registered letter either by SDS or by post depending upon the availability of such service.
Since, it is single sheet assessment form with OMR facility, it will not be folded and
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despatched as it is for accurate scanning and auto importing of data by Record Office into
the system. Receipt of CRs by obtaining acknowledgement from the Record Offices will be
ensured by the initiating Units/Establishments/Formations.
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Periodicity of CRs
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9. CRs of JCOs and NCOs (except those granted time scale rank of Nk) duly initiated
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on the prescribed forms by their immediate superior officer and reviewed by the RO/SRO
must reach the Record Office within 60 days from the due date of initiation, as under:-
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(a) Annual Confidential Report. This will be a yearly report covering a period
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of 12 months preceding the due date of initiation, provided physical service of the
Ratee under the IO for minimum 90 days is completed:-
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Category Period of Due date of To reach Record

CR Initiation Office By
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(i) JCOs. 01 Jun to 01 Jun 31 Jul

31 May

(ii) NCOs.

(aa) Havs 01 Oct to 01 Oct 30 Nov

30 Sep

(ab) Nks 01 Jan to 01 Jan 01 Mar

31 Dec

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(b) Early Confidential Report. May be initiated up to 60 days in advance of the

due date of initiation due to vacation of appointment either by the IO or the Ratee,
provided the condition of physical service of 90 days under the IO is met:-

(i) JCOs - 02 Apr or thereafter (ie 60 days earlier than due

date of 01 Jun)

(ii) Havs - 02 Aug or thereafter (ie 60 days earlier than due

date of 01 Oct)

(iii) Nks - 02 Nov or thereafter (ie 60 days earlier than due

date of 01 Jan)

(c) Delayed Confidential Report. If a normal or early CR cannot be initiated

as per the conditions explained in Para 9 (a) and (b) above, the initiation of CRs may

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be delayed up to 60 days from the due date of initiation, provided the physical
service of the Ratee for 90 days under the IO is met.

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(d) Adverse Confidential Report. Can be initiated at any time by the
immediate superior officer of the JCO/NCO on observing/noticing adverse
attributes/traits of the Ratee as below, provided the JCO/NCO on whom adverse
report is being initiated has served physically for minimum 90 days under the officer
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who initiates an adverse report :-

(i) Ratee’s service and performance are observed to be unsatisfactory

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commensurate to his rank, length of service and professional qualifications.
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(ii) If removal of the Ratee from an appointment or employment is

contemplated on account of professional incompetence/inefficiency or
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inherent traits of character which make his utility detrimental to the job,
service or organization.
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(e) Review Report. A Review Report will be initiated on a Ratee placed on

Adverse Report under the provisions of Para 9 (d) above, after a minimum period of
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90 days. Such report will be initiated by the IO who should be different to the one
who has initiated the Adverse Report, after completion of 90 days physical service
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under the new IO. For this purpose, the Ratee will be placed under a different IO by
his CO immediately on initiation of Adverse Report on him (Ratee). Review Report,
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duly initiated and reviewed, must reach the Record Office within 30 days of its date
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of initiation. Also, initiation of Adverse Report will be intimated to the Record Office
by the fastest means of communication available.
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Channel of Initiation/Review of CRs

10. The channel of reporting of JCOs/NCOs, in their CRs, will be the chain of command
as explained below:-

(a) Initiating Officer (IO). CR of JCOs/NCOs by the IO will be initiated as per

following steps:-

(i) Step I. Immediate superior officer on due date of initiation of CR,

under whom Ratee has completed minimum 90 days physical service will

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initiate the CR. CR of DSC pers will be initiated by Security Officer nominated
by the unit/est.

(ii) Step II. In case Ratee does not complete 90 days physical
service under immediate superior officer on due date of initiation of CR, it will
be delayed upto 60 days from due date of initiation of CR to explore the
possibility if Ratee completes 90 days physical service under him.

(iii) Step III. Any other officer of the same unit under whom he has
physically served for minimum 90 days during the reporting year.

(iv) Step IV. CR will be sent to previous unit of the Ratee for initiation
by IO under whom he had served physically for minimum 90 days during the
reporting year.

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(v) Step V. In case the Ratee does not complete 90 days of physical
service under any IO covered in Step I to IV during the reporting year, CR will

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be initiated by the Reviewing Officer (RO) as IO in the chain of command,
provided the Ratee has completed 90 days physical service under him.

(vi) Step VI. If all possibilities explained in Step I to V does not lead to
initiation of CR of a Ratee, the same will be dispensed with under Para 41
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below. NIR form on IAFI-1155 will be forwarded along with details of physical
service of present/previous IO and RO to the Record Office.
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(b) Reviewing Officer (RO). Next Superior Officer in the chain of command (IO
of IO), except for JCOs/NCOs of DSC where the RO will be Dir DSC, provided the
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Ratee has served under him for a minimum period of 75 days. This period need not
be physical service ie, temporary absence of either the Ratee or the RO is not to be
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taken into account for deciding entitlement of endorsement of the CR. However, it
will be incumbent on the part of the Reviewing Officer to keep interacting with the
Ratee during the period to ensure objective assessment. In case the RO expresses
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his inability to review the report on ground of ill-health or any valid reason like
inadequate knowledge about the Ratee, the CR will be reviewed by the SRO.
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(c) Senior Reviewing Officer (SRO). The next superior officer to the RO in the
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chain of command except for JCOs/NCOs of DSC where IO of IO will be SRO. No

time limit will be applicable in this case. In case the SRO does not wish to endorse
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mandatory CR in the circumstances mentioned in Para 26 below, the movement of

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CR will be restricted upto RO and remarks of RO will be treated as final. In case

SRO insists to endorse CR of a JCO/NCO in circumstances other than mentioned at
Para 26 below, CR will be accepted as technically valid and final grading of CR will
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be assessed accordingly.

(d) A retired Officer will not initiate/review/endorse CR of a serving JCO/NCO as

IO/RO/SRO as the case may be.

Minimum Qualifying Service

11. Present Initiating Officer. The JCO/NCO must have physically served under the
Initiating Officer for a minimum period of 90 days during the period covered by the report.
The physical service of 90 days need not be continuous. Any temporary absence such as

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leave, course, hospitalisation, temporary duty or attachment of more than 10 days at a time,
either of the Initiating Officer or of the Ratee will not reckon towards the physical service.

12. Previous Initiating Officer (IO). Where a JCO/NCO does not become entitled to
a Normal, Early or Delayed CR, as explained in Para 9 (a), (b) and (c) above, but had
physically served for 90 days or more under the previous IO, during the reporting year, the
CR will be initiated by such previous IO. Thus, in case the present IO is not entitled to
initiate the CR on a JCO/NCO, he will forward the CR form to the previous IO for initiation
and further disposal under intimation to the present unit of the Ratee. It will be the
responsibility of the Ratee to indicate correct details of the IO and the RO in the CR Form,
under whom he had served in previous unit.

Initiation of CR by Reviewing Officer as IO

13. In case where a JCO/NCO does not complete 90 days physical service under any

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Initiating Officer (IO) during the reporting year, the CR will be initiated by the Reviewing
Officer (RO) in the chain of command. CR of an NCO initiated by the Commanding Officer

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of the rank of Lieutenant Colonel/Colonel will be treated as “One Man Report”. In such
eventuality, the condition of 90 days physical service under CO is mandatory.

Initiation/Review of CR by an Officer of the Rank of Brigadier and Above

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14. Where a CR of a JCO/NCO has been initiated or reviewed by an officer of the rank
of Brigadier or above, there will be no requirement of its further endorsement. However, all
PN, NPN and box grading 9 assessments in respect of JCOs by any of the reporting officer
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will invariably be reviewed by SRO irrespective of the rank of RO except in the case of one
man report as envisaged in Para 38 below.
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Initiation of CR by Civilian Gazetted Officers

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15. CRs may be initiated by a Civilian Gazetted Officer, superior in status and command
and control, under whom the JCO/NCO has served directly and physically for a minimum
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period of 90 days.
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Initiation of CRs by JCOs under Special Circumstances

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16. A JCO commanding a sub unit/detachment can initiate CRs of all NCOs serving
under his command provided such sub unit/detachment has been specifically placed under
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his command by specific orders of immediate formation HQ. Such CRs will be reviewed by
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the next superior officer(s) as per the channel given in Para 10 above. Such JCOs will,
however, not initiate CRs of other JCO(s) of the said Unit/Det. In that case, RO in the chain
as para 10 above will initiate the CR of the JCOs.
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Initiation of CRs on Deputation in India and Foreign Countries/Missions

17. CRs of JCOs and NCOs on deputation will be initiated as under:-

(a) In India. By Army officer, if any, under whom the JCO/NCO has served
physically for a minimum period of 90 days. Alternatively, by a Civilian Gazetted
Officer, superior in status under whom the JCO/NCO has served physically for a
minimum period of 90 days and will be reviewed further by the superior officer of the
IO.

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(b) Foreign Countries/Missions Abroad. CR of a JCO/NCO on deputation/

posting to a foreign country/mission abroad will be initiated on due date by the officer
under whom the Ratee has been placed, irrespective of his nationality, on the same
form prescribed in this Army Order and will be reviewed by an officer superior to the
IO. CR initiated by the Head of the mission abroad/Deputation will be treated as one
man report.

CR of JCOs/NCOs : Disciplinary Cases

18. Involvement of the Ratee. When a JCO/NCO is involved in a disciplinary case, his
CR will be initiated on finalisation of the case. If disciplinary case has not been finalised for
more than one year and the Ratee has been performing regular normal duties of his rank, a
CR will be initiated. It must, however, be ensured that the report in such cases is objective.
Sanction of the SRO will be obtained by the IO before initiation of CR in respect of
JCO/NCO involved in a disciplinary case and the same will be attached with the CR.

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19. A JCO/NCO will be considered to be the subject of disciplinary case from the date on
which a formal cognizance of an offence has been taken. In summary trial, the formal

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cognizance will commence from the date on which the CO completes hearing of the charge
and directs to deal the case summarily.

20. CR for the previous year(s) may be initiated even after institution of disciplinary
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proceedings provided the due date of initiation of CR is before the date on which the
JCO/NCO, becomes the subject of the disciplinary case. For example, if initiation of CR of
a JCO due on 01 Jun could not be initiated due to any reason till 25 Jun and the JCO
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became subject of a disciplinary case on 12 Jun, CR due on 01 Jun will be initiated, without
being prejudiced by the disciplinary case. CRs in respect of NCOs (Hav/Nk) will also be
initiated on the similar lines.
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21. Initiation/Review of CR Where Either Initiating Officer and/or Reviewing Officer

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is/are Subject of Disciplinary Case(s). When the IO and/or RO is/are themselves

involved in disciplinary case(s), he/they will not initiate CR on any JCO/NCO on or after the
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date from which formal cognizance of the offence against him/them is taken, irrespective of
the period of service rendered by the Ratee under him/them. For example, if an IO/RO or
both have to initiate/review a CR on a JCO on 01 Jun, a formal cognizance of the offence
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against him/them has been taken on 10 Jun, the IO/RO will not initiate/review CR on such
JCO/NCO, on or after 10 Jun (ie, the date on which formal cognizance of offence has been
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taken). The CR in such cases will be processed as under:-

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(a) When an IO is involved in disciplinary case and formal cognizance of offence

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has been taken, the RO (who is not a subject of disciplinary case) will initiate the CR
as IO. Such CR will be endorsed further in normal manner.
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(b) When the RO is a subject of disciplinary case, CR in respect of any JCO/NCO

will not be reviewed by him on or after the date from which formal cognizance of the
offence has been taken. In such case, the CR initiated by the IO will be sent to the
SRO for endorsement.

(c) In case both the IO and RO are involved in disciplinary case(s), they will
neither initiate nor review the CR after the date from which formal cognizance of
offence has been taken against them. In such cases, the SRO may dispose off the
case as under:-

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(i) Initiate the CR of affected JCO or NCO which will be treated as one
man report provided the SRO is of the rank of Colonel or above.

OR

(ii) Grant dispensation for initiation and review.

OR

(iii) May authorise an officer of the same sub unit/detachment, under whom
the Ratee has served physically for not less than 90 days, to initiate the CR.
Such CRs will be reviewed by the SRO.

(iv) Where the IO is involved in a disciplinary case and the JCO/NCO, on

whom the CR is to be initiated, is an essential witness, CR will not be initiated

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by that officer (IO).In such contingencies, the CR can be initiated by the RO.
Similarly, if the RO is also involved in a disciplinary case and the subject

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JCO/NCO, is an essential witness, such RO will not review the report. The
next superior officer in the chain will review the report.

Confidential Report on JCOs/NCOs Attending Long Course

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22. Confidential Report of JCOs/NCOs attending long course will be dealt as below:-

(a) If the Ratee proceeds on long course of nine months duration or more and a
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Normal, Early or Delayed CR cannot be initiated on him, initiation of the CR on him
will be dispensed with as per Para 41 below. The examples are illustrated as
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under:-
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(i) If Ratee proceeds on long course on or after 03 Apr (JCO), 03 Aug

(Hav) and 03 Nov (Nk), he will be entitled to an Early CR as on 02 Apr, 02
Aug and 02 Nov respectively.
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(ii) If the Ratee rejoins after termination of the course on or after 02 May
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(JCO), 01 Sep (Hav) and 02 Dec (Nk), he will be entitled to a Delayed CR.
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(iii) If a JCO proceeds on a long course on or after 30 Aug, after rendering

90 days physical service under an IO, he will be entitled to a Normal CR on
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01 Jun of the following year.

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(b) Potential Band Master Course. This course is run at AEC Centre at
Pachmarhi for Bandsmen. The duration of this course is of three years and it is one
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of the pre-requisites for promotion to the rank of Nb Sub. Since this course is not on
voluntary basis and also the duration is of three years with routine rigorous of unit
duties and training, the CR during the said course will be initiated by the OIC PBM
course as the IO and endorsed further in the chain at AEC Centre.

Initiation of CRs JCOs/NCOs on Attachment

23. CRs on JCOs/NCOs who are on attachment with any unit/establishment, will be
initiated by the unit/establishment to which they are attached for 90 days or more as on the

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due date of initiation of the CRs, provided they have rendered 90 days physical service
under the IO during the reporting year.

Initiation/Review of CRs by the Officers Placed in Medical Category S2, S3 or S4

24. Officers placed in Low Medical Category as S2, S3 and S4 factors will neither initiate
nor review the CRs of JCOs/NCOs as IO or RO. In such cases, the CR will be initiated on
similar policy given in Para 21 above, wherever applicable.

Review of CR by Officiating CO/OC

25. In case a permanent incumbent (CO/OC) is away from unit for 180 days or more, on
due date of initiation of CR for any reason, including having not been posted, the CR will be
reviewed by the officiating CO/OC provided the Ratee has served under him for 75 days.

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Endorsement by SRO

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26. Endorsement of CR of a JCO/NCO by SRO in the channel of reporting will be made
in the following exceptional circumstances:-

(a) Where a JCO/NCO, is graded outstanding (9 points) both by the IO and the
RO.
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(b) Where a JCO has been given PN/NPN/Outstanding report by any of the
reporting officer.
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(c) Where a JCO/NCO is graded lower than “Average” either or both by the IO
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and the RO.

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(d) Difference of more than three points in any figurative assessment or in the
box grading or difference of more than two steps in the overall grading by the IO or
the RO.
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(e) When the SRO carries an appointment of the Commanding Officer of a unit or
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the Centre Commandant and he desires to endorse the CR of any JCO/NCO of his
command.
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(f) Where the RO expresses his inability to review the report on grounds of
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ill-health or for any other valid reason like inadequate knowledge, a note in this
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regard, signed by the IO, will be kept in the CR dossiers. CRs in such contingency
will be reviewed by the SRO.
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(g) Drop in performance in respect of Subedars/Risaldars placed on approved

select panel for Subedar Majors/Risaldar Majors during the currency of the panel.

Classification of CRs

27. It has generally been observed that while considering a JCO/NCO, for next
promotion or selection for various assignments, his CR does not clearly indicate whether it
is a Regimental, Instructional or ERE CRs. With a view to avoid any ambiguity in this
regard, IO will clearly indicate the same in the space provided under the top heading of the
CR form by scoring out the inapplicable classification.

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Regimental Reports

28. Besides, units of the own Corps/Regiment, the CRs earned by JCOs/NCOs, while
serving the following organisations, will be treated as Regimental Reports:-

(a) Regimental Centres/Record Offices.

(b) Training Centre of National Security Guard (NSG), Air Operational

Flights/R&D Flights, GREF units, GREF Centre/Records, Border Road Project HQ,
IMTRAT Bhutan, HQ DGBR, HQ DGAR and Instructional Reports earned in
Category ‘A’ training establishments.

(c) Deputation with UN missions, Record Office Indian Embassy, Kathmandu

(Nepal).

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(d) RR battalions and RR training Centres.

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(e) Animal holding units (for Ferrier& Dresser Categories only), NCC (RV) (for
RVC personnel), Intelligence personnel posted in RR units, employed with embodied
TA units, attached with Armed Forces Sports College and Army Marksmanship Unit,
Establishment No 22 (SFF Records), Special Group and WEU units functioning on
WE.
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(f) NCC units (for Nursing Assistants of AMC).
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(g) HRDC (for AEC personnel).
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(h) CRs initiated on JCOs/NCOs while on attachment with such units or

organizations where CRs earned by personnel of the particular unit/organization are
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considered as Regimental reports.

(j) Army Aviation Base at Corps/Command.

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(k) Any Regimental, Instructional or ERE formation/unit for clerks ASC(SD),

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PAs(ASC), Catering personnel of ASC, Clerk SD(AEC) and instructors of AEC and
APTC.
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(l) Field formations (up to Corps HQs including Defence & Employment
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Company/Platoon) and CI Force/Sector HQ RR.

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ERE Reports
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29. CRs earned by the JCOs/NCOs while serving in organisations other than those
mentioned in Para 28 above, and also those earned in the following organisations will be
treated as ERE reports :-

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(a) Integrated HQ of Ministry of Defence (Army) including DGRR, DG NCC,

Directorate General of Resettlement, Provost Marshal Office at Army HQ& other
Formation HQs, Establishments, NCC units, Indian mission abroad.

(b) Tankodrome units.

(c) College/School of Armoured Corps, Artillery, AD Artillery, Engineers, Signals,

AMC, AOC, EME, RVC and RV JCOs/NCOs posted in ASC Centre (AT).

(d) Any project offices located in Delhi/New Delhi.

(e) Snow and Avalanche Study Establishments.

30. Personnel Line Directorate at Integrated HQ of MoD (Army) will disseminate any
change occurring (viz deletions, additions, re-organisations and change to ERE or vice

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versa) in the status of above mentioned organisations, to all Commands, Record Offices
and AG/MP 8 (I of R).

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Adverse Confidential Report

31. Adverse Confidential Report on a JCO/Hav/Nk may be initiated by the IO at any time
on the CR forms given at Appendix ‘B/C’ as the case may be to this AO, under the
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circumstances mentioned in Para9 (d) above. However, before initiation of adverse report it
must be ensured that the Ratee has served physically for minimum 90 days under the IO.
The officer initiating the Adverse Confidential Report will mention in the report the date(s)
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on which warning(s)/counselling(s) were administered to concerned JCO/NCO on the
space provided in the OMR Sheet and also the steps taken by him to help the JCO/NCO to
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improve his performance by IO/RO/SRO in a brief descriptive manner as applicable. The

CR will be marked as ‘ADVERSE REPORT’ on the top of the form in RED INK and will be
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sent to the Record Office within 30 days of its initiation, duly reviewed by the RO.

32. Before an “Adverse Confidential Report” on a JCO/NCO, is initiated, he will be

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suitably informed in writing of his shortcomings well in advance and will be counselled
appropriately. The counselling letter(s) will clearly mention that the same is being issued to
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him with the intention of initiating an Adverse Report on him. Copy of this letter will be
endorsed to the concerned OIC Records for keeping the same with CR dossier of the
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concerned Ratee. A period of minimum 60 days will be given to such Ratee to show
improvement. He will be given fair opportunity and due guidance to show the desired
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improvement.
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33. The following points will be kept in mind while placing a JCO/NCO on Adverse
Report :-
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(a) Justice and fair play are ensured in all cases and at all times including change
of environment, ie placing the Ratee under another IO. A clear period of 90 days will
be given to the individual (Ratee) which will exclude the date of placement of the
Ratee under another IO and the due date of initiation of such CR after 90 days.

(b) Action whether to place a JCO/NCO on an Adverse Confidential Report or not

is taken only after administering suitable warning and giving him due guidance and
adequate opportunity and time (minimum 60 days) to show desired improvement.

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(c) The performance of such JCO/NCO is watched closely.

34. A Ratee placed on Adverse Confidential Report will not be sent on leave (except on
extreme compassionate grounds with the approval of the RO), temporary duty, attachment
or a course of instructions. The period of 60 days warning to show improvement will be
extended by the period of leave, if granted, to the Ratee. If the JCO/NCO shows desired
improvement, he will not be placed on Adverse Report. However, if he does not show
improvement, he may be placed on Adverse Report on expiry of a clear and minimum
period of 60 days (excluding the date on which he was administered the warning and the
date on which he is finally placed on Adverse Report).

35. It must be very clearly understood that the Adverse Report is a very important
document with far reaching consequences on the career of a JCO/NCO and does also have
legal implications. It requires utmost care on part of the Reporting Officer(s) to ensure that
the assessment is objective in context, realistic to the context and free from bias and

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subjectivity while rendering such reports. With a view to give a fair opportunity to the
individual, he will be posted under another IO, for review report, immediately on receipt of

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Adverse Report by the RO.

Review Report

36. A Review Report will be initiated after a Ratee has been on the Adverse Report for a
:0 0
47
period of 90 days or more. It will be initiated by the IO, other than the IO who had put the
Ratee on Adverse Report, after completion of 90 days physical service under him (new IO).
8
37. When a Ratee is placed on an Adverse Report, his environment and the IO should
be changed to give him a fair opportunity to show the desired improvement. On completion
22 .

of 90 days physical service under the new IO, a Review Report will be rendered on the
Ratee by the new IO. Any CR due within the warning period of 60 days and period of
20 1
20

adverse report, will not be initiated.

Special Provisions
5

38. CR on a JCO/NCO when initiated under the following circumstances will be

/0 .

considered and accepted as “one man report” for all purposes:-

3

(a) Where a CR has been initiated by an officer of the rank of Brigadier and
above except in the circumstances cited at Para 14 for JCOs.
5/
13

(b) CRs in respect of following JCOs, if initiated by the officers holding

appointments as shown against them, will be accepted as “One Man Report”:-
08

(i) Regimental/Battalion Subedar - Commanding Officer of the rank

Major / Risaldar Major and also Record of Lt Col or above.
Office Subedar Major when functioning
as a unit Subedar Major of the Record
Office (applicable when holding the
said appointment as permanent
incumbent).

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12

(ii) Subedar Major /Risaldar Major - Commandant of that

of Category ‘A’ and ‘B’ establishment (Colonel or
establishment (applicable when above).
holding the said appointment as a
permanent incumbent).

Note : CRs in respect of Subedar Majors, other than those mentioned above,
will be initiated/reviewed in normal manner viz IO, RO and SRO as the case
may be, in the chain of CR.

CR on Promotion to Higher Ranks

39. A JCO/NCO promoted to higher rank(s) on or before the following dates will be

3
entitled to the CRs in the rank to which promoted:-

(a) JCO - If promoted on or before 03 Mar.

9: .5
(b) Hav - If promoted on or before 03 Jul.

(c) Nk - If promoted on or before 03 Oct.

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40. The effective date of promotion for the purpose of entitlement of CR will be the date
of actual assumption of higher rank. The date of assumption of higher rank will be the
8
BENCHMARK to decide whether a JCO or NCO is entitled to the CR in the present or
previous rank.
22 .

Non Initiation Report (NIR)

20 1
20

41. In case a CR, which is due but cannot be initiated on a JCO/NCO even after
exploring all possibilities, a Non Initiation Report (NIR) will be rendered on him in the Form
5

given at Appendix ‘D’ and will be sent to the concerned Record Office through the
Reviewing Officer. NIR once accepted by the OIC Records will be treated as dispensation
for initiation of CR for that reporting period. Full details of physical service under the
/0 .

present IO up to delayed period, previous IO and also physical service under the RO will be
3

attached with the NIR report to ascertain correctness of the NIR.

5/

Communication of Weak Points/Adverse Remarks/Advisory Remarks and “Low

13

Average/Below Average” Assessment to the Ratee

42. The following aspects, whether endorsed in the figurative assessment or overall
08

grading, will be communicated to the Ratee by the IO :-

(a) Weak points.

(b) Adverse remarks.

(c) Advisory remarks.

(d) “Average, “Low Average” or “Below Average” assessment whether in

figurative assessment or overall grading.

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13

43. Assessment in the CRs, as explained in Para 42 above, will be communicated to the
Ratee in writing by the IO/RO as the case may be and signature obtained. Communication
slip duly signed and dated by the Ratee will be enclosed alongwith the CR before
forwarding to the Record Office. In case the Ratee is not present in the unit, the
assessment will be communicated to him through a registered letter, his signature obtained
and then enclosed along with the CR. If such affected JCO/NCO has been posted out
before communicating by the IO/RO, the same will be communicated through the new CO
of the Ratee. The new CO will communicate the assessment to the Ratee, obtain his
signature on the extract and return the same to the IO/RO as the case may be, who will
then forward the same to the Record Office for keeping in the CR dossier. All CRs received
in Record Office will be checked thoroughly from technical validity perspective. In case
weak points or adverse remarks or Average grading with ‘NR’ for promotion are not found
to be communicated to the Ratee by reporting officer, Record office will forward extract of
the same to the reporting officer to communicate it to the Ratee. Extract duly signed by the
Ratee will be forwarded by the reporting officer to the Record Office. In case the Ratee is

3
posted out, extract will be forwarded by the Record Office to the CO new unit for similar
action. Till such time, the report will be kept under observation.

9: .5
Communication of “Average” Grading

44. “Average” assessment in any personal/professional qualities or demonstrated

performance or in overall grading is not an adverse grading, thus, needs no written
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47
justification. However, since “Average” grading adversely affects promotion prospects of a
JCO/NCO including grant of honorary commission/rank, it will be communicated in writing.
Where a Ratee has though been graded “Average” but “Not Recommended” for promotion,
8
the same will be justified in the CR Form by the Reporting Officers(s) and communicated to
the Ratee, as the report is adverse to his career.
22 .

Variation in the Assessment of IO and RO

20 1
20

45. In case assessment of the RO is widely at variance with the assessment of the IO ie
difference of more than three points in the figurative assessment and more than two steps
5

in overall grading, the RO will elaborate the variation and endorse full justification for his
assessment in the space provided in OMR based CR Form. If the assessment is
/0 .

‘Average/NR or lower’, full justification supported by periodical warning(s)/performance

counselling(s) given to the JCO/NCO will be recorded in the CR.
3

Record of Warning/Counselling
5/
13

46. Record of all warnings/counsellings administered to the JCOs/NCOs will be

meticulously maintained in the unit. Letter No and date of the warning(s)/counselling(s) will
be mentioned in the CRs (in column Adverse/Weak/Advisory Remarks). No cognizance of
08

verbal warning/verbal counseling will be taken into account for justification, hence, not to be
mentioned in the CR. Written counseling served to the Ratee after due date of initiation of
a report will not be applicable to a current CR but can be reflected in the subsequent report,
if so desired.

Refusal to Sign Extracts of CRs

47. JCOs/NCOs are not permitted to write any remark on the extracts of CRs
communicated to them. Refusal on part of a JCO/NCO to sign on the extracts or endorsing
remarks thereon will render him liable to disciplinary action. However, on such occasion, it

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will be made clear to the JCO/NCO that the act of signing on the extract will not debar him
from submitting appeal, representation or complaint under Para 364 of Regulations for the
Army-1987 read in conjunction with the provisions contained in AO 13/2006/PS, if he so
desires. If the JCO/NCO still refuses to sign, the reporting officer or the officer
communicating the remarks will make an endorsement to this effect in the extract and
enclose/attach the same with the CR.

Representation against Confidential Report

48. Representations and complaints, against Adverse Remarks, Weak Points, Average
& Low Average and Below Average assessment, communicated to a JCO/NCO, will be
submitted within 60 days of communication to the Ratee. The representation/complaint will
be routed through the same channel as given in Para 364 of the Regulations for the
Army - 1987 and AO 13/2006/PS. While processing the complaint, the unit/establishment
will ensure that comments of IO/RO and the SRO, as the case may be, are invariably

3
obtained and attached with the complaint. The responsibility for getting the comments from
IO/RO and SRO will be that of the present CO to whom the Ratee puts up the

9: .5
complaint/representation. However, in case the IO/RO/SRO has retired or has been
released, comments will not be obtained. The comments and recommendation of the OIC
Records will be obtained by the CO to whom the Ratee puts up the complaints. For this
purpose, advance copy of the complaint will be forwarded to Record Office concerned. The
intermediary authorities will not withhold the representation/complaint merely on account of
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47
delay in submission but process the same as per instructions contained in AO 13/2006/PS.
They may, however, ascertain from the unit of the JCO/NCO the reasons for the delay in
submission of the representation/complaint separately.
8
Marking System
22 .

49. To make the system more objective, analytical and fair, each Personal/Professional
20 1
20

Qualities and Demonstrated Performance will be assessed as under and as per the
guidelines illustrated in Annexure-I to Appendix ‘A’ :-
5

Assessment Marks Remarks

/0 .

(a) Outstanding 9* *If graded as such by both IO and RO,

CR will be endorsed by the SRO.
3

(b) Above Average 8 or 7

5/
13

(c) High Average 6 or 5

(d) Average 4
08

(e) Low Average 3* or 2*

(f) Below Average 1*

Evaluation System

50. Evaluation system for JCOs/NCOs will be as under:-

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(a) JCOs. The CR grading awarded by the IO and RO will be given equal
weightage. The final CR grading will be calculated based on average assessment of
box gradings of IO, RO and SRO (where applicable). For this purpose only over all
box grading will be taken into account. When average grading awarded by
IO/RO/SRO works out in fraction other than ½, it will be rounded off to the nearest
whole number. Where the fraction is exactly ½, it will be moved to the whole number
grading given by the highest assessing authority. Where CR has been reviewed by
RO or SRO, but not by both, final recommendation for promotion will be taken as
that given by the higher authority rendering the report ie, RO or SRO, as case may
be. Where both RO and SRO have reviewed the report, final recommendation for
promotion will be taken as that given by the majority among IO, RO and SRO. A few
examples to illustrate evaluation of CRs are as below:-

Ser Item Final Grading

No

3
(i) Final grading in Overall Box Grading
case of difference

9: .5
of grading IO RO SRO TOTAL AVERAGE FINAL
awarded by GRADING
IO/RO/SRO 5 7 - 12 6 6
7 5 - 12 6 6
5 8 - 13 6.5 7
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47
8 5 - 13 6.5 6
9 9 7 25 8.33 8
8
9 9 8 26 8.67 9
8 4 4 16 5.33 5
8 4 5 17 5.67 6
22 .

(ii) Final Final Recommendations

recommendations
20 1
20

in case of IO RO SRO Final

variation in Recommendation
5

recommendations R(6) NR(4) - NR(5)

of IO/RO/SRO NR(4) R(4) - R(4)
R(4) NR(4) - NR(4)
/0 .

NR(3) NR(4) R(4) NR(4)

3

NR(3) R(4) NR(4) NR(4)

R(4) NR(3) R(4) R(4)
5/
13

(b) NCOs. Procedure given in Para 50 (a) above will be applied for NCOs
also, for the reports falling due for initiation on or after 01Jan 2022.
08

(c) The final grading of CR of NCOs falling due for initiation prior to 01 Jan 2022
will be based on the grading awarded in the CR by the highest assessing authority
as hither-to-fore.

Grading

51. Reporting Officers must be fair and objective in arriving at the final grading. The
gradings should generally conform to the overall grading, figurative assessment in
Personal/ Professional Qualities and Demonstrated Performance and should be consistent
and supportive to each other.

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16

Award of Outstanding Grading

52. In case where the IO has intention or decides to grade a particular JCO/NCO as
“Outstanding”, he should inform the RO in writing of such intention/decision at least three
clear months in advance of due date to enable the RO to observe the JCO/NCO very
closely and to determine his assessment. CRs of such JCO/NCO graded ‘Outstanding” by
both IO and RO will invariably be reviewed by SRO.

Medical Examination: JCOs

53. JCOs will be medically examined every year as per prevalent instructions on the
subject well in time and before due dates of initiation of their Confidential Reports, as
under:-

(a) JCOs serving with units/establishments by a service Medical Officer.

3
(b) JCOs serving with non-service units such as Ordnance Factory etc, by

9: .5
Service Medical Officer/Civil Surgeon of a Government Hospital/Civil Medical
Officers attached to such establishments.

(c) JCOs serving in Embassies will be medically examined only where such
facilities are available free of charge or by a serving Medical Officer, if available,
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47
otherwise medical examination in such cases will be dispensed with and the CR will
be processed by leaving the column blank.
8
(d) In case, it is not possible for the medical authorities to decide the medical
category of a JCO even 15 days prior to due date of initiation of the report, the
22 .

column will be left blank and under no circumstances, CR on this account will be
delayed.
20 1
20

(e) Medical category with date will be endorsed in the OMR ACR Sheet by the
Initiating Officer.
5

Inflationary Reporting : JCOs

/0 .

54. Cases of over assessed or under assessed CRs can be taken care by the SRO
3

under the provisions of Para 26 above. Nevertheless, in order to arrest increasing trend of
inflationary reporting of JCOs, guidelines as enumerated below will be adhered to:-
5/
13

(a) Appraisal Norms. Reporting norms of appraisal will be as under:-

(i) Perfect Nine (PN). Award of 9s in all fifteen qualities by any reporting
08

officer will be counted as PN assessment.

(ii) Near Perfect Nine (NPN). Award of 13s or more qualities but less than
15 qualities as 9s will be considered as NPN assessment.

(iii) Box Grading.

(aa) PN and NPN assessment will be deemed to have box grading

of 9.

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(ab) The box grading should commensurate to the figurative

assessment in CRs which are not PN or NPN.

(b) Pen Picture. In order to ensure fair and just reporting, pen picture will
be endorsed by the reporting officer when the assessment is PN or NPN or where
box grading is 9. Each reporting officer will highlight Personality & Leadership,
Employment & Performance and specific achievements in the pen picture. The
format for pen picture (applicable only for such CRs) is attached at Annexure I to
Appendix ‘B’ as addendum.

(c) Role of RO and SRO. The RO as ‘moderator’ and the SRO as ‘balancer’
have greater responsibility in making the appraisal system of JCOs objective and
meaningful.

(d) PN assessment can only be awarded as an absolute exception for

3
extraordinary achievement. All PN assessments will be reported to the respective
DGs/HoA/Col of the Regt by OsIC Records for perusal and necessary instructions to

9: .5
keep an effective check on this trend within the respective Regt/Corps.

(e) All PN, NPN and box grading 9 assessments by any of the reporting officer
will invariably be reviewed by SRO irrespective of the rank of RO except in the case
of ‘One Man Report’ as defined at Para 38 above.
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47
(f) All reporting officers, particularly RO and SRO must, therefore, be just and
conscious while endorsing CRs and fulfill this obligation in most fair manner.
8
Security of Confidential Report
22 .

55. Confidential Reports of JCOs/NCOs are privileged documents and will be treated as
20 1
20

confidential and handled as per the instructions contained in the Pamphlet on “Handling of
Classified Documents” and “Military Security Instructions”. Completed CRs will be disposed
off as below:-
5

(a) Original copy of the CRs will be fwd to the concerned Records Office. These
/0 .

will be maintained and kept under custody of an officer nominated by the OIC
Records.
3

(b) Duplicate copy of the CRs (where applicable) will be maintained by the
5/

parents unit under the custody of an officer nominated by CO unit.

13

(c) Record Office will follow a foolproof method of registration of incoming CRs
showing receipt of each CR with particulars of Ratee. Mere recording of covering
08

letter will not serve the purpose. All CRs will be opened by an officer nominated by
the Colonel Record/CRO, as the case may be. From the nominated officer till it
reaches the task clerk, proper record of movement of CRs will be maintained. All
CRs will be captured in the system at Record Office and date of
acceptance/capturing of data will be endorsed in the OMR Sheet by the dealing
Staff. Where a CR is under observation by the Record Office, data in the existing
forms will be captured in the system, subsequently rectified/amended portion of CR
will be updated and authorised manually in the system by the dealing officer, on the
basis of extract received from IO/RO/SRO, as applicable.

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Progress on Monitoring on Initiation of CRs : JCOs/NCOs.

56. Commanding Officers will submit a monthly report of Confidential Reports of

JCOs/NCOs commencing from one month after the due date of their receipt in the Record
Offices, on the following format till all CRs due are cleared:-

Category Due date of Date of No of CRs Due Pending with

Initiation of Initiation of Reason
Report Progress (Attach
Report Nominal Roll)
JCOs 01 Jun 31 Aug (To be submitted
Havs 01 Oct 31 Dec every 30 days after
NK 01 Jan 31 Mar the due date till all
CRs are cleared)

3
57. The points with regard to initiation and despatch of CRs to the Record Offices will be
checked by the formation commanders during the Administrative Inspections of the units

9: .5
and reflected appropriately in the Inspection Report. Delayed initiation of CRs will be
viewed seriously and suitable directions will be given to the units for early clearance of the
pending CRs.

58. The cases of JCOs/NCOs whose CRs are not received in the Record Offices within
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47
the stipulated period will be reported to the higher authorities by Record Offices, as under:-
8
(a) Immediate formation HQ - 90 days after due date of initiation.

(b) Corps, Command and Line Directorate - 120 days after the due date of
22 .

at Integrated Headquarters of Ministry initiation.

20 1

of Defence (Army)
20

CRs of TA JCOs/NCOs
5

59. Confidential Reports (CRs) of the JCOs/NCOs of Territorial Army will be initiated and
completed on the same OMR Sheet , as applicable to JCOs/NCOs of the Regular Army, as
/0 .

under:-
3

(a) JCOs.
5/

(i) Embodied for service vide - 01 Jun

13

Rules 21A & 23 of TA Rules 1948.

(ii) Others (on part time). - On completion of Annual

08

Training

(b) NCOs.
Hav Nk

(i) Embodied for service under 01 Oct 01 Jan

Rules 21A and 33 of TA Rules 1948.

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18

(ii) Others (on part time). - On completion of minimum

30 days training or attending
minimum 30 days voluntary
training attachment.

60. Confidential Reports in respect of JCOs and NCOs who are exempted from
attending or fail to attend the annual training or who attend annual training for less than the
minimum specified period, will not be initiated for that year. Names of such JCOs and
NCOs will be informed to the Record Offices concerned.

61. When the CR of a TA JCO/NCO is of an adverse nature, it will invariably be brought

to the notice of the Additional Director General, Territorial Army, through the channels
prescribed by the respective Directorate at Integrated Headquarters of Ministry of Defence
(Army) before it is forwarded to the Record Office concerned. Low and Below Average
reports will be treated as Adverse Report. JCOs and NCOs so graded will be warned of

3
their shortcomings in writing and given necessary and appropriate help and facilities to
show improvement. They will also be advised that failure to show improvement will render

9: .5
them liable to be removed from service. JCOs/NCOs who obtain Low/Below Average
grading in the second successive year may be removed from service after obtaining
sanction of the competent authority in the prescribed manner.

62. Instructions regarding completion of CRs forms in respect of TA JCOs/NCOs, will be

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47
the same as applicable to the JCOs/NCOs of the Regular Army.

CRs not to be Revised or Returned

8
63. CRs once received in the Record Office and accepted as technically correct will not
22 .

be allowed to be revised and returned to the IO, RO or SRO, as the case may be, for
review or revision under any circumstances. There will be no amendments, cuttings, use
20 1
20

of ink remover or overwriting made on the CRs after they have been received in the Record
Offices, except where extracts of CR, signed by the Ratee(s), are received and then
attached in the CRs. A CR will deem to be technically correct from the time all observations
5

are settled. CR received with cuttings, amendments without full signatures of the concerned
Reporting Officer or ink remover having been used, will not be accepted by Record Office.
/0 .

The responsibility of scrutiny of CRs to ascertain whether these are technically valid or not,
rests on concerned Record Office. Where an observation can be rectified through an
3

extract the same will be enclosed as separate page along with the CR. Where a technically
invalid report cannot be rectified through extract, the same will not be accepted by Record
5/

Office. In such a case, Record Office should issue necessary advice to unit concerned for
13

fresh initiation of CR, on technical ground. Such initiation is not meant to improve the
quality/grading of CR but to dispose off a technically invalid CR which cannot be rectified by
enclosing an extract on it. Once fresh CR is received duly rectified and is found to be
08

technically valid, the same will be accepted. The earlier received technically invalid CR will
be scored in red ink and endorsed with remarks “Cancelled on Technically Invalid Ground”.
It will be kept with Ratee’s dossier duly signed by the Record Officer under his stamp. The
dossier will have all correspondence of the case. This will be done only on getting a
technically valid CR and accepted by the Record Office. A Ratee will not be deprived of an
entitled CR. Under no circumstances, a valid CR received in the Record Office will be
allowed to be revised.

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Disposal and Maintenance of CRs

64. The CRs duly completed, initiated and reviewed will be disposed off and maintained
as under:-

(a) (i) Where promotions or postings are centrally controlled by the Record
Offices, CRs will be initiated in original only and will be forwarded to the
concerned Record Office.

(ii) Where the promotions and the postings are units based, the CR will be
initiated in duplicate. Original copy of CR will be forwarded to the concerned
Record Office and duplicate copy will be retained with the parent unit.

(b) On Promotion to JCO Rank.

3
(i) Regiment/Corps where postings and promotions are centrally
controlled by the Record Offices, original CRs will be retained by the

9: .5
concerned Record Office.

(ii) Regiment/Corps where postings and promotions are controlled by

units, duplicate CRs will be retained by them for five years from the date of
promotion and, thereafter, destroyed by burning after obtaining clearance
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47
from the Record Offices. Original copies of CR will be maintained by the
Record Offices.
8
(c) On becoming Non-Effective. Duplicate copy of CRs will be destroyed by
the units three months after the date of SOS of the individuals after obtaining
22 .

clearance from the Records Offices that original copy of all CRs are held by them. A
destruction certificate indicating period of reports which are destroyed, will be
20 1
20

forwarded to Record Office for filing with the CR dossier. Duplicate copy of CRs in
respect of personnel dismissed/discharged on disciplinary or administrative grounds
or whose cases are subjudice, will not be destroyed. The same will be forwarded to
5

Record Office for filing with the original copies so that in case of reinstatement of the
individual(s), if ordered, the CR can be returned to the unit(s).
/0 .

(d) CRs in respect of the following categories of JCOs and NCOs will be retained
3

by the Record Offices for so long as their service documents are retained and will be
destroyed thereafter :-
5/
13

(i) Decorated JCOs and NCOs.

(ii) Outstanding sportsmen of Services/National and International level.

08

(iii) Dismissed by Court Martial.

(iv) JCOs/NCOs commissioned as officers.

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20

(e) Confidential Reports of JCOs and NCOs, other than those specified above,
will be retained for a period of five years from the date of SOS and destroyed
thereafter.

A/20178/MP-8(I of R) (a)

(Harsha Gupta)
Lt Gen
Adjutant General

3
9: .5
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47
22 .
8
20 1
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5
3
5/
13
08

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21

Appendix ‘A’
(Refer to Para 2 to AO 06/2021/AG/MP)

INSTRUCTIONS FOR RENDITION OF CONFIDENTIAL REPORTS ON JCOs AND NCOs

General

1. Confidential Report of a JCO/NCO is one of the most important and vital documents
affecting documentation, promotion, postings, extension of service, grant of honorary
commission/ranks, selection for commission as an officer, detailment on courses, selection
for deputation abroad and many other factors concerning his career. Therefore, it is of
paramount importance that the assessment of a JCO/NCO by his reporting officer(s) is
objective, impartial and timely.

2. It is incumbent on the part of Ratee and reporting officers to adhere to these

3
instructions in letter and spirit. Non-compliance or negligence on the part of Ratee or
reporting officers may render the report technically invalid inter alia affecting service career

9: .5
of the Ratee, adversely. Therefore, reporting officers will take due care to ensure correct
filling, completion and submission of the reports besides being fair, just, impartial and
objective in their assessment. It will also be ensured by the reporting officers that the pen
picture in the CRs is in consonance with the overall grading.

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47
Aim

3. The aim of these instructions is to provide guidance to the COs units and to the
8
reporting officers on various aspects of initiation and rendition of the CRs. The CRs will be
of the following types :-
22 .

(a) Normal/Annual Confidential Reports.

20 1
20

(b) Early Confidential Reports.

5

(c) Delayed Confidential Reports.

/0 .

(d) Adverse Confidential Reports.

3

(e) Review Reports.

5/

Filling, Handling and Custody of CRs

13

4. Confidential Report of a JCO/NCO is a privileged document. The report is to be

treated as ‘Confidential’. The ACR Form is revised in the form of Optical Mark Reader
08

(OMR) containing two pages in a single sheet of good quality paper. Part I of the CR form
will be completed by the unit from the available records held with them. Figurative
assessment, alongwith recommendations for promotion etc, will be shaded in respective
circle/bubble by using black ball point pen by the Reporting Officer(s) in hand written form.

5. The Ratee will be responsible to ensure that his completed CR form is submitted to
the IO by due date. In case the Ratee is likely to be away from the unit due to any reason,
he will ensure submission of his CR form to the IO prior to leaving the unit.

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22

6. CRs of the JCOs/NCOs will be initiated by the immediate superior officer under
whom the Ratee has served for a minimum of 90 days physical service before due date of
initiation of CRs.

7. Adverse/Weak Points/Advisory Remarks, if any, reflected in the CR, will be

communicated to the Ratee immediately before its submission to the Reviewing Officer.
This point will be checked at each step of endorsement before dispatching the CR to the
Record Offices duly completed in all respects. OMR based CR form will not be folded since
it will be scanned by the machine for recording/updating data in the system Sheet Roll of
JCOs/NCOs. It will also not be kept with service documents but will be kept separately in
ACR dossiers in numerical order under the custody of an officer. CRs of newly promoted
Nks will be forwarded to Record Office in the new dossiers/files duly recorded with No,
Rank, Name and date of promotion of the NCO on the outer-face of the dossier/file.

Responsibility of Ratee

3
8. Every JCO and NCO Ratee will be reported upon through a Confidential Report

9: .5
annually. It is responsibility of the Ratee to ensure that his CR form, Part I duly completed,
is submitted to his IO by due date of initiation of the report.

Responsibility of Initiating Officer

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47
9. The immediate superior officer (IO) under whom the Ratee has rendered a minimum
of 90 days physical service will ensure that the JCOs/NCOs use the correct OMR based CR
form and submit to the IO by due date duly completed Part I of the same.
8
10. In case the Ratee does not submit the CR form to the IO despite verbal and written
22 .

instructions, his CR may be initiated without the Ratee’s signature and medical category.
An endorsement to this effect will be made on the top sheet (movement of CR) and bottom
20 1
20

of the first page of the OMR CR form in red ink on the column ‘signature of Ratee with date’
as under:-
5

“INITIATED UNDER THE PROVISIONS OF PARA 4 OF AO 06/2021/AG/MP. THE

RATEE FAILED TO SUBMIT THE FORM”.
/0 .

11. However, before initiating and reviewing such CRs, the reporting officer(s) must
3

ensure that sufficient evidence exists to prove mala-fide intention of the Ratee. Copy of
instructions given to the Ratee to submit the ACR form to the IO will be attached with such
5/

CRs.
13

Design and Layout of ACR Form

08

12. With a view to meet the changed environment, the ACR forms have been designed
as under:-

(a) Top Sheet - Movement of CRs.

(b) Confidential Report form for JCOs and NCOs have been divided in three parts
as given below:-

(i) Part I - Personal Data and service record.

(ii) Part II - Personal/Demonstrated and Professional Qualities.
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(iii) Part III - Recommendations for promotion & honorary

commission etc and Adverse/Weak/Advisory remarks.

Completion of IAFI -1153/1154 (Revised) CR Form for JCOs/Havs/Nks

13. Since the OMR based CR form is automated, typing thereof will not be resorted to,
instead, printing from original PDF or photocopying on good quality paper and quality
printing will be done. Black ball point pen will be used to shade the circles. Out of multi
choices only one input will be shaded. Details like ‘Operational Report’, trade, date of
present rank, date of Taken on Strength, medical category, obesity, decorations, courses,
height, weight etc will be filled in for information of Reporting Officer only as additional
inputs and will not be imported into service records, as these details are already available
in the service record. The OMR based CR forms will not be folded at any stage. Since,
technically no cutting/erasing can be done on OMR Sheet, endorsement will be done with

3
utmost care and adequate forethought. Rest all columns (except specific fields) are to be
completed by shading respective circle/bubble.

9: .5
Part – I : Personal Data and Service Record

14. Mostly contains personal data and service record of the Ratee. The Ratee and the
IO will ensure that the information in this part is factual in nature and conforms to the official
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47
record. Columns are explained as under :-

(a) Type of Report will be completed by shading respective circle.

8
(b) The report of Operational Area will be completed by shading the circle “Yes”
22 .

or “No”. If “Yes”, period should be completed “from date” to “to date” in eight boxes
in DDMMYYYY format.
20 1
20

(c) Full name of the unit will be hand written in the column specified.
5

(d) Name of the individual will be hand written in separate column.

/0 .

(e) Classification of Report as Regimental/ERE/Instructional will be completed by

shading respective circle/bubble.
3

(f) Army No will be filled by shading the circle of respective numerical number
5/

followed by suffix letter.

13

(g) Present rank and trade will be written in appropriate space provided in the
OMR Sheet.
08

(h) Date of present rank and TOS, period of report, period served under IO and
RO will be completed in respective columns as under:-

(i) First two columns for the date.

(ii) Second two columns for the month.

(iii) Last two columns for the year (except period of Report which contains
four columns for the year).

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(j) Unit SUS No will be completed by using numerical number and Rank, Type of
Report & Physical Service will be completed by shading respective circle.

(k) Height and weight will be written in cms and Kg respectively.

(l) Medical category with date will be written in respective column by the IO.

(m) BPET, PPT and state of obesity will be completed by shading respective
circle and initialed by Initiating Officer.

(n) Decoration, if any, will be recorded in appropriate column as per order of

seniority.

(o) Employment during the period will be completed by the IO in appropriate

3
column.

9: .5
(p) Details of Army courses attended by the Ratee during the reporting year will
be completed in appropriate column.

(q) Signature of Ratee with date will be completed in the extreme bottom on the
space provided in the OMR Sheet.
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Part-II : Personal/Demonstrated and Professional Qualities
8
15. Personal/demonstrated and professional qualities as per Annexure-I to Appendix
‘A’ to this Army Order will be completed by shading respective circle using points 1 to 9 for
22 .

each qualities by both IO and RO.

20 1
20

Part-III : Overall Grading and Recommendations

16. Overall grading by IO, RO and SRO will be completed by shading respective circle
5

using point 1 to 9.
/0 .

17. Inadequate knowledge will be completed by shading the circle YES by the SRO, if
applicable only.
3

18. Recommendations for promotion, grant of commission as an officer, grant of

5/

honorary commission/rank, foreign assignments and staff appointments will be completed

13

by shading respective circle as ‘R’ or ‘NR’ by the IO, RO and SRO respectively.

19. Special aptitude, if any, will be completed by the IO in respective column.

08

20. Adverse/Weak/Advisory Remarks/Justification for non recommendation for

promotion, if any, will be endorsed by the IO, RO and SRO in respective space provided in
the OMR Sheet. Signature of Ratee will be obtained in case of any remarks on above
aspects by the concerned IO/RO/SRO as applicable.

21. Status of Communication to Ratee. Weak/Adverse/Advisory remarks and award

of Average or lower grading will be completed by shading respective circle as ‘Yes’, ‘No’ or
‘NA’ by the IO, RO and SRO, as applicable.

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22. Particulars of reporting officers (IO, RO and SRO) with full signature and date will be
obtained/written in extreme bottom of page 2 of OMR based CR form.

23. Black dot pen will be used for completing OMR based CR form and no pencil/ink pen
is permissible. As far as possible, the CRs will be processed in bulk. Since, technically no
cutting/erasing can be done on OMR Sheet, endorsement has to be done with utmost care
and adequate forethought. OMR CR form will not be folded in any circumstances and it will
be dispatched to the Record Office intact as the same will be scanned by the machine for
exporting data into the system software.

24. Overall Grading (JCOs and NCOs). Final grading of the reporting officer(s)
should commensurate to the grading reflected in the figurative assessments and should
support each other. However, the overall grading awarded by the IO/RO is independent of
assessment done for various qualities and should never be resorted to equalize to the
average grading of all the qualities irrespective on higher/lower side except PN/NPN CRs of

3
JCOs.

9: .5
25. Endorsement by SRO. CRs will be sent to the SRO in the chain of command as
explained in Para 10 (c) above for his endorsement in the circumstances mentioned in Para
26 of this AO.

26. Pen picture is not mandatory. However, Pen picture will be mandatory in the case of
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JCOs who have been awarded PN/NPN/Outstanding CRs by any of the reporting officers.
Similarly, if grading given by the RO is lower than the grading given by the IO or grading of
the SRO is lower than the IO/RO, justification for lowering the grading will be given in the
8
CR form by concerned Reporting Officer who has lowered the grading. This is applicable if
the grading awarded is Average or lower than that by the RO/SRO or the conditions
22 .

specified at Para 26(c) of this AO.

20 1
20

27. Recommendation. Recommendation for promotion to next rank, will be made,

strictly as guided in the OMR form. Ratee graded Outstanding, Above Average or High
Average will invariably be recommended for promotion.
5

28. A JCO or NCO graded “High Average” (6 or 5) or above, should invariably be

/0 .

recommended for next promotion/honorary commission/rank. In case an IO/RO/SRO does

not recommend a Ratee for further promotion/honorary commission after awarding ‘High
3

Average’ (6 & 5) or above, even after advising to correct it through amendment slip,
approval of OIC Records will be obtained to correct it so as to recommend the JCO / NCO
5/

for further promotion/honorary commission.

13

29. Recommendations for Grant of Commission as an Officer, Foreign

Assignment, UN Missions, IMTRAT and Staff Appointments. It is different from the
08

recommendations for promotion. Granting commission is not a promotion. The

recommendation should be made after due assessment of a Ratee as to whether he has
officer like qualities or not, and whether he can be a potential candidate for selection as an
officer. It should be judged thoroughly by Reporting Officer. ‘NR’ for grant of commission
as an officer after ascertaining the qualities and eligibility does not make a CR adverse.
This endorsement is not taken cognizance of, for the next regular promotion of the Ratee in
JCO/NCO rank. It is one of the criteria for applying for commission as an officer. The
recommendation should be either ‘R’ or ‘NR’. IO/RO/SRO will also recommend/not
recommend for foreign assignment, UN Mission, IMTRAT, and staff appointments, as
applicable, depending upon qualities and performance of Ratee during the reporting year.

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26

Communication of “Average” Grading and Adverse Remarks/Weak points

30. As explained in Para 42 to 46 of this AO, Adverse remarks/weak points, irrespective

of grading awarded will be recorded in the OMR based CR form and communicated to the
Ratee and his signature with date of such communication will be obtained. The status of
communication of Adverse Remarks/Weak Points/Adverse or Low Average assessment to
the Ratee will be completed as YES/NO/NA by shading respective circle. In case the same
is not found communicated at the time of scrutiny of CRs in Record Office, extract will be
forwarded to the reporting officer(s) to communicate the same to the Ratee. Extract duly
signed by the Ratee will be forwarded to Record Office to paste with CR form. Endorsement
of RO/SRO, where applicable, will be communicated through the Initiating Officer.

Communication of Advisory Remarks

3
31. A reporting officer intending to communicate any remark of advisory nature to the
Ratee, may do so by apprising the Ratee separately. The intention differentiating between

9: .5
the advisory and adverse remarks will thoroughly be explained to the Ratee to avoid
misconception and avoidable representation from him.

32. The status of communication of Adverse Remarks/Weak Points/Adverse or Low

Average assessment to the Ratee will be completed as YES/NO/NA by shading respective
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circle. The copies of communication(s) will be attached along with the OMR Sheet when
forwarded to the Record Office.
8
33. Under no circumstances the recommendations/non recommendations for promotions
will be shown or communicated to the Ratee.
22 .

Performance Counseling
20 1
20

34. Reporting Officers are expected to understand and know the potentials and
demonstrated performance of their JCOs/NCOs. They must also maintain constant watch
5

on their performance and keep guiding them towards greater achievement in performance.
Whenever the reporting officer observe any JCO/NCO lacking in any respect expected of
/0 .

his rank and service, performance counseling must be administered in the unit. Such
record will be shown to the formation commanders during their inspection of the units.
3

Monitoring Movement of Confidential Reports

5/
13

35. It has been experienced in the past that despite laying down the schedule of
initiation/submission of ACRs of JCOs/NCOs, a large number of ACRs are considerably
delayed thereby causing numerous career management problems to the JCOs/NCOs and
08

to the Record Offices. With a view to overcome the problem, the following will be strictly
adhered to:-

(a) Form ‘Movement of CR’ sheet will be placed on the top of each OMR based
CR Form.

(b) The IO will immediately forward the CR to the RO for endorsement. The RO,
after endorsement, will forward the CR to concerned Record Office before due date.
Reports requiring endorsed by the SRO in terms of Para 26 of the AO, will be
forwarded to the SRO by the RO. SRO will return the CRs to the RO for dispatching

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them to the Record Offices. Units will update their details regarding submission of
CRs to the Record Offices.

(c) Record Offices will ensure that the CRs, after receipt, are thoroughly checked
and discrepancies, if any, observed and rectified as early as possible in consultation
with the reporting officer(s).

(d) CRs still outstanding from the units will be reported by Record Office to the
higher formations as per Para 58 of this AO.

Non-Initiation Report (NIR)

36. When a Normal/Early/Delayed CR cannot be initiated for any reason, a non initiation
of CR as per format given in Appendix ‘D’ to this AO will be initiated as per Para 41 of the
AO. The same will be forwarded to the Record Office and kept on record along with other

3
CRs. Once an NIR has been initiated and accepted in Records as correct, no CR for the
same period will be initiated.

9: .5
Instructions for Filling of OMR Based NIR Form

37. Name of individual will be hand written in respective column.

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38. Full name of the unit will be hand written in the column specified.

39. Army No will be written in numeric followed by suffix letter and also filled by shading
8
the circle of respective numerical number and suffix letter.
22 .

40. Present rank and trade will be written in appropriate space provided in the OMR
based NIR.
20 1
20

41. Date of present rank and Taken on Strength (TOS) will be completed in respective
columns. Period of report will be completed in respective column and also shaded the
5

circle of respective numerical number. Period of report will be completed as under:-

/0 .

(a) First two columns for the date.

3

(b) Second two columns for the month.

5/

(c) Last four columns for the year.

13

42. Unit SUS No will be written in the respective column and also respective circle will be
shaded.
08

43. Absence details of Ratee, IO and RO will be completed in days and also shaded the
respective circle.

44. Reason for initiation of NIR will be written in respective box in the NIR form.

45. Rank, name and signature of the Ratee with date will be filled up in the space
provided.

46. OMR based NIR form should be printed and scanned on A4 size good quality paper.

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47. Black ball point pen will be used to shade the circles.

48. OMR based NIR form will not be folded at any stage. All columns except specific
fields are to be completed by shading respective circle/bubble.

49 Particulars of IO and RO with signature and date will be written on the extreme
bottom of OMR based NIR form.

3
9: .5
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29
Annexure I to Para 15 of Appendix ‘A’
to AO06/2021/AG/MP
PERSONAL/DEMONSTRATED AND PROFESSIONAL QUALITIES
1. Professional Competence - 9. Exceptionally sound.
8. Extremely good.
7. Very good.
6. Performance is extremely adequate.
5. Performance is adequate.
4. Barely adequate.
3. Inadequate.
2. Unreasonable.
1. Below standard.
2. Appearance and Bearing - 9. Outstanding.

3
8. Smartly turn out.
7. Appealing.
6. Very good.

9: .5
5. Good.
4. Satisfactory.
3. Poor.
2. Unsatisfactory.
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1. Negative attitude.

3. Physical Fitness - 9. Outstanding.

8
8. Robust.
7. Survival.
6. Very Good.
22 .

5. Can withstand stress and strain.

20 1

4. Good stamina.
20

3. Lethargy.
2. Dull.
5

1 Careless.

4. Integrity - 9. Spartan.
/0 .

8. Unquestionable.
7. Upright.
3

6. Honest.
5. Well intentioned.
5/

4. Satisfactory.
13

3. Questionable.
2. Doubtful.
1. Unscrupulous.
08

5. Loyalty - 9. Totally devoted.

8. Totally Reliable.
7. Reliable.
6. Dependable.
5. Reasonable.
4. Dubious.
3. Unfaithful.
2. Disloyal.
1. Discourteous.

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6. Self Discipline and - 9. Spartan.

Personal Example 8. Scrupulous.
7. Strict.
6. Orderly.
5. Careful.
4. Easy going.
3. Untidy.
2. Sluggish.

7. Maturity - 9. Mellifluous.
8. Commensurate.
7. Mellow.
6. Judicious.
5. Sober.
4. Sensible.

3
3. Shallow.
2. Immature.

9: .5
1. Incoherent.

8. Courage of Conviction - 9. Indomitable.

8. Perfect.
7. Forth-right.
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6. Resolute.
5. Cordial.
4. Reasonable.
8
3. Timorous.
2. Coward.
22 .

1. Dubious.
20 1
20

9. Initiative and Drive - 9. Enterprising.

8. Inceptive.
7. Praise Worthy.
5

6. Venturesome.
5. Endeavoring.
/0 .

4. Hesitant.
3. Incertitude.
3

2. Reluctant.
1. Defiant.
5/
13

10. Dependability - 9. Trust – Worthy.

8. Solid.
7. Reliable.
08

6. Dutiful.
5. Reasonable.
4. Casual.
3. Hypocrite.
2. Evasive.
1. Unreliable.

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31

11. Command, Control and Supervision 9. Commendable.

8. Praise worthy.
7. Effective.
6. Very Commensurate.
5. Commensurate.
4. Satisfactory.
3. Unsatisfactory.
2. No control over subordinate.
1. Misleading to the subordinate.

12. Ability to train Subordinates - 9. Outstanding instructor.

8. Commendable instructor.
7. Very Good instructor.
6. Good instructor.

3
5. Reasonable instructor.
4. Satisfactory performance.

9: .5
3. Has difficult in putting things.
2. Poor professional knowledge.
1. Professional incompetence.

13. Administrative Ability - 9. Excellent.

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and Interior Economy 8. Exceptionally Good.
7. Very Good.
6. Good.
8
5. Satisfactory.
4. Adequate.
22 .

3. Barely adequate.
2. Inadequate.
20 1
20

1. Lacks inclination.

14. Man Management - 9. Excellent.

5

8. Exceptionally Good.
7. Very Good.
/0 .

6. Good.
5. Reasonable.
3

4. Satisfactory.
3. Barely adequate.
5/

2. Ineffective.
13

1. Inefficient.

15. Sports and Games - 9. Outstanding.

08

8. Very Good.
7. Good.
6. Satisfactory.
5. Barely adequate.
4. Adequate.
3. Inadequate.
2. Lacks inclination.
1. Inefficient.

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08 3
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22 .

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3
Appendix ‘B’
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22 .

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3
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22 .

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3
Appendix ‘C’
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22 .

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3
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3
Appendix ‘D’
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37
Appendix ‘E’

CONFIDENTIAL

MOVEMENT OF CONFIDENTIAL REPORT

Army No ___________ Rank _____________ Name ______________________________

1. CR handed over/dispatched to __________________________________________

(Rank, Name and Appt)

2. Period covered by the Report ___________________ to _________________

(From date) (To date)

(Signature of Ratee)

3
No_____________
Rank___________

9: .5
Name___________
Unit ___________
Date___________

3. JCO/NCO has not submitted his CR from Till______________________

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47
OR
8
4. Report initiated in terms of Para 9 (a) of AO 6/2021/MP.
22 .

(Signature of IO)
20 1
20

Rank_________
Appt _________
Name ________
/0 .
5

Reporting Officer Date of Date of Signature For use by Records office

Received Dispatched Delay in Action taken
3

days
5/

IO Present
13

Previous
RO Present
Previous
08

SRO

CR sent to Record office by RO/SRO on __________________

Received at Records (Signature of Records Officer)

(Date Stamp of Records) Date ____________________

CONFIDENTIAL

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