Guidelines for Initiation & Assessment of "Fit for Promotion / Unfit for Promotion" for Group-C Employees | GA & PG Dept Odisha Letter No.400 Dated 25.02.2025
Guidelines for Initiation & Assessment of "Fit for Promotion / Unfit for Promotion" for Group-C Employees
Department: General Administration & Public Grievance Department, Government of Odisha
Letter No: 400 | Date: 25.02.2025
Published: 25 February 2025 (as per official letter date) Applicable to: All Group-C employees of Odisha State Government
The GA & PG Department has replaced the old system of Confidential Character Rolls (CCRs) with a simplified online assessment called “Fit for Promotion / Unfit for Promotion” for Group-C employees in the HRMS portal.
The objective is to make performance appraisal more user-friendly, efficient, and capacity-building for better administrative machinery.
Key Highlights of the Guidelines
- Nomenclature Change: From Confidential Character Roll (CCR) to “Fit for Promotion / Unfit for Promotion” – remains a confidential document.
- Custody: Maintained by Administrative Department / Head of Department (who is the appointing authority) under a responsible officer.
- Report Period: Recorded for each financial year (or part thereof). Minimum assessment period: 4 months.
- Assessment Levels: Two-tier system – Reporting Authority + Reviewing/Accepting Authority.
- Initiation & Closure: Initiated online by Reporting Authority in HRMS “Group-C Assessment module”. Forwarded to Reviewing/Accepting Authority for finalization.
- Notification & Adverse Remarks: Employee gets notified in HRMS profile. Adverse remarks (“Unfit”) must be justified with records and communicated directly.
- Representation: Against adverse remarks – submit within 45 days (max 6 months). Second representation not allowed. Competent authority: One step higher than Reviewing/Accepting Authority.
- Preservation: CCRs preserved for 1 year from death/retirement/resignation/dismissal (longer if disciplinary/vigilance/court case pending).
- Rescinded: All previous instructions in Book Circular-46 are rescinded.
Important for Group-C Employees & Reporting Authorities:
- Minimum 4 months assessment required; otherwise, NRC (No Remarks Certificate) issued.
- “Unfit for Promotion” requires detailed justification, records of warnings/reprimands.
- Adverse remarks must be communicated; representation disposal within 6 months.
- No stigma attached; used only for promotion/selection by DPC/SB.
- Policy interpretation right reserved with GA & PG (S.E.) Department.
📄 Official Letter (PDF): View / Download
WhatsApp Telegram Facebook PDFFrequently Asked Questions (FAQ)
1. What replaced the old Confidential Character Rolls (CCRs) for Group-C employees?
The old CCR system has been replaced with online “Fit for Promotion / Unfit for Promotion” assessment in the HRMS portal.
2. Who maintains custody of these Fit/Unfit assessment records?
The Administrative Department / Head of Department (as appointing authority) maintains custody under a responsible officer.
3. What is the minimum assessment period for Fit/Unfit promotion remark?
Minimum 4 months in a financial year. For shorter periods, No Remarks Certificate (NRC) is issued (not a bar for promotion).
4. What happens if adverse remark (“Unfit for Promotion”) is recorded?
Adverse remark must be justified with records. It is communicated directly to the employee. Representation can be submitted within 45 days (max 6 months).
5. How long are these Fit/Unfit records preserved?
Preserved for 1 year from death/retirement/resignation/dismissal (longer if disciplinary/vigilance/court case pending).