[8th December, 1987] In exercise of the powers conferred by sub-section (1) of Section 3 of the All India Services Act, 1951, (61 of 1951), the Central Government, after consultation with the Governments of the States concerned, hereby makes the following rules, namely:--

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S.1 Short title, commencement and application.--

(1) These rules may be called the All India Services (Confidential Rolls) Rules, 1970.

(2) They shall come into force on the date of their publication in the Official Gazette.

(3) They shall apply to the writing and the maintenance of the confidential reports on the members of the Service.

S.2 Definitions.--

In these rules, unless the context otherwise requires:--

¹[2(a) 'accepting authority' means such authority or authorities supervising the performance of the reviewing authority as may be specifically empowered in this behalf by the Government";]

2(aa) 'confidential report' means the confidential report referred to in Rule 5;

2(b) 'confidential roll' means the compilation of the confidential reports written on a member of the Service and includes such other documents as may be specified by the Central Government, by general or special order, in this behalf;

²[2(c) 'Government' means.--

(i) in the case of a member of the Service Serving in connection with the affairs of the Union or of a Union Territory, or serving under a company, association or body of individuals, whether incorporated or not, which is wholly or substantially owned or controlled by the Central Government, or serving under a local bo

S.3 Maintenance and custody of confidential rolls.--

(1) A confidential roll shall be maintained in respect of every member of the Service by the State Government as well as by the Central Government.

(2) The State Government as well as the Central Government may specify the manner in which the aforesaid confidential rolls shall be maintained and kept by it.

S.4 Form of the Confidential report.--

The confidential report shall be written by the reporting authority in such form as may be specified by the Central Government ¹[and the officer reported upon as well as the reporting, reviewing and accepting authorities shall ensure that the portions of the forms which are to be filled in by them are completed by them within the time limit as specified in this behalf by the Central Government.]

Provided that the Government may make such additions in the form so specified as may be considered necessary or desirable by it to suit local conditions or requirements.

S.5 Confidential reports.--

(1) A confidential report assessing the performances, character, conduct and qualities of every member of the Service shall be written for each financial year, or calendar year, as may be specified by the Government ordinarily within two months of the close of the said year.

¹[Provided that where a member of the Service is on deputation to an international organisation, confidential reports in respect of such member may be written--

(i) for the entire period of his tenure with the said organisation even in a case where the period of such tenure exceeds one year; or

(ii) for such shorter period as may be considered convenient or necessary by the reporting authority having regard to the circumstances of each case, ordinarily within three months of the close of the said period.]

Provided further that a confidential report may not be written in such cases as may be specified by the Central Government, by general or special order.

5(2) A con

S.6 Review of the confidential report.--

(1) The reviewing authority shall, ¹[within one month of the receipt of the Confidential Report, record his remarks on the said report].

Provided that this requirement may be dispensed with in such cases as may be specified by the Government, by general or special order.

6(2) Where the report is written by the reviewing authority under sub-rule (4) of Rule 5, or where the reviewing authority has not seen, and the accepting authority has seen, the performance of a member of the Service for at least three months during the period for which the confidential report is written, the confidential report of any such member for any such period shall be reviewed by the accepting authority, ordinarily within one month of its being written.

6(3) It shall not be competent for the reviewing authority, or the accepting authority, as the case may be, to review any such confidential report unless it has seen the performance of the member of the Service for at least th

S.7 Acceptance of the confidential report.--

¹[(1) The accepting authority shall within one month of the review, record his remarks on the confidential report and may accept it, with such modifications as may be considered necessary, and countersign the report.]

Provided that this requirement may be dispensed with in such cases as may be specified by the Government, by general or special order:

Provided further that where the accepting authority has not seen the performance of any member of the Service for at least three months during the period for which the confidential report has been written, it shall not be necessary for the accepting authority to accept any such report.

NOTE.--An entry to this effect shall be made in the confidential report.

²[6A(2) Notwithstanding anything contained in sub-rule (1), it shall not be competent for the accepting authority to accept and countersign any such confidential report

(a) where the accepting authority is a Government servant,

S.8 Cases in which the accepting authority writes or reviews the confidential report.--

Notwithstanding anything contained in Rule 5 or Rule 6, where the accepting authority writes or reviews the confidential report of any member of the Service, it shall not be further necessary to review or accept any such report.

S.9 Communication of the confidential report to the Central Government and the State Government.--

A certified true copy of the confidential report shall be sent to the Central Government or the State Government or both to the Central Government and the State Government, according as the member of the Service is serving in connection with the affairs of the State, on whose cadre he is borne, or the Union, or a State to which he has been deputed:

¹[Provided that, if the confidential report is written in a language other than Hindi or English, it shall be accompanied by an authentic certified translation in Hindi or English.]

S.10 Communication of Adverse remarks.--

(1) Where the Confidential report of a member of the Service contains an adverse remark, it shall be communicated to him in writing together with a substance of the entire Confidential report by the Government or such other authority as may be specified by the Government ordinarily within two months of the receipt of the confidential report and a certificate to this effect shall be recorded in the Confidential Report.

8(2) Where the reporting authority or the reviewing authority or the accepting authority records an adverse remark, he shall also record a note to the effect that the remark is an adverse remark:
Provided that the question whether a particular remark recorded in the Confidential report of a member of the Service is an adverse remark or not shall be decided by the Government.

Provided further that in the event of any difference of opinion between the Central Govt. and the Government of a State whether a particular remark is to be deemed an adverse remar

S.11 Representation against adverse remarks.--

A member of the Service may represent to the Government against the remark communicated to him under rule 8 within 45 days of the date of its receipt by him:

¹[Provided that the Government may entertain a representation within three months of the expiry of the said period if it is satisfied that the member of the Service had sufficient cause for not submitting the representation in time.]

S.12 Consideration of representation against adverse remarks.--

(1) The Government shall, and if it considers necessary, in consultation with the reporting authority, the reviewing authority or the accepting authority, consider the representation made under Rule 9 by a member of the Service and pass orders as far as possible within three months of the date of submission of the representation--

(a) rejecting the representation, or toning down the remark, or

(b) expunging the remark.

Provided that where an order toning down or expunging the remark is passed, a copy of such order, and if the order is passed beyond twelve months after the close of the financial year calendar year, as the case may, be to which the remark pertains, the reasons therefore, together with the certified true copies of the representation made and the remarks of the reporting authority and the reviewing authority, shall be endorsed to the Central Government or the State Government or both to the Central Government and the State Government according as th

S.13 General.--

The Central Government may issue such instructions, not inconsistent with the provisions of these rules, or as it may consider necessary, with regard to the writing of the confidential reports, the maintenance of the Confidential Rolls and the effect of the Confidential Reports on the conditions of service of a member of the Service.

S.14 Interpretation.--

Where any doubt arises as to the interpretation of any of the provisions of these rules, the matter shall be referred to the Central Government who shall decide the same.

S.CONFIDENTIAL REPORT FOR INDIAN ADMINISTRATIVE SERVICE OFFICERS

S.CONFIDENTIAL REPORT FOR INDIAN POLICE SERVICE OFFICERS

S.CONFIDENTIAL REPORT INDIAN FOREST SERVICE OFFICERS

S.15

GOVERNMENT OF INDIA'S DECISIONS GOVERNMENT OF INDIA'S ORDERS UNDER RULE 2 (I) DOCUMENTS TO BE KEPT IN THE ACR DOSSIERS 1. Placing letters of appreciation/commendation granted in ACR Dossiers I am directed to invite attention to item (i) of this Department's Order No. 11059/8/76-AIS(III), dated the 26th April, 1976 and to say that some State Governments have sought clarifications as to the nature of letters of appreciation which could be included in the Confidential reports of the members of All India Services. The matter has been considered and it is clarified that the general policy in this regard should be to discourage the practice of placing letters of appreciation or n