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The Special Performance Appraisal Report

1. What are the current policies or regulations that can be refererred pertaining to the completion of the Special Performance Appraisal Report Form?

Service Circular Letter No. 3 Tahun 2009

2. Who is required to complete the Special Performance Appraisal Report?

According to the Service Circular Letter No. 3 Year 2009, the officers that are required to complete the Special Performance Appraisal Report Form are as follows:

Any officer being considered for promotion after acting for at least six (6) months. The Special Performance Appraisal Report is needed when the Annual Performance Appraisal Report for the previous year did not evaluate their performance in the current post; and
Any officer who has been acting for more than six (6) months in the current year and will be considered for promotion before the Annual Performance Appraisal Report exercise for that particular year is carried out at the end of the year.

3. Who can be an appraiser of the Special Performance Appraisal Report?

According to the Service Circular Letter No. 3 Year 2009, the appraiser is determined as follows:

The appraiser must have a work relationship with, and directly supervise, the appraisee;
The supervision period is not less than six (6) months; and
The evaluation is only carried out by the first appraiser.

4. What mark is required in the Special Performance Appraisal Report for promotion if it is combined with the mark of the Annual Performance Appraisal Report?

The required mark for the Special Performance Appraisal Report is 20% if it is used collectively with the Annual Performance Appraisal Report. The required mark for the Annual Performance Appraisal Report is 80% of the overall marks for three consecutive years, of which the percentage is 20% for the first year, 35% for the second year and 45% for the third year.

5. What is the purpose of the Special Performance Appraisal Report?

The purpose of the Special Performance Appraisal Report is to evaluate the current performance of an officer. It is needed when the Annual Performance Appraisal Report has not assessed an officer in their current post.

6. What are the other purposes of the Special Performance Appraisal Report besides its use for assessing promotion and acting?

According to the Service Circular Letter No. 3 Year 2009, the other purposes of the Special Performance Appraisal Report are as follows:

Training;
Appointment to another service;
Contract appointment;
Secondment; and
Temporary transfer.

The Annual Performance Appraisal Report

1. Are contract officers required to complete the Annual Performance Appraisal Report?

Yes, the Annual Performance Appraisal Report is compulsory for all public servants, whether they are permanent, temporary or under contract.

2. How to manage the Annual Performance Appraisal Report of an officer who are being appointed at the end of the year?

Officer who are appointed at the end of the year are required to fill up the Annual Performance Appraisal Report after six (6) months’ service.

3. Do officers that are on vacation without pay or suspended from work have to complete the Annual Performance Appraisal Report?

There is no need because the particular officer did not carry out any work which can be assessed for that year.

4. Can the first appraiser evaluate the performance of an officer of the same grade?

They can, provided that a working and supervisory relationship exists where the officer being assessed is directly responsible to the first assessor.

5. Can the Human Resource Development Panel adjust the mark of an officer?

The Panel can modify and re-allocate marks if there is good cause to do so.

Performance Assessment

1. What are the purposes of the implementation of the performance appraisal system?

According to the Service Circular No. 4 Year 2002, the purposes of the implementation of the performance appraisal system are as follows:

To find the most suitable placement and career path according to the officer’s potential, competencies and career development; and
To decide on the suitability and qualification for promotion, acting, temporary transfer and secondment.

2. What are the main principles in the implementation of the performance appraisal?

According to the Service Circular No. 4 Year 2002, the main principles in implementing performance appraisal are as follows:

The objective, fair and transparent implementation of performance assessment;
That appraisal is based on the quality of work and the personal characteristic of the assessed officer in terms of the achievement of the organization’s objective; and
To encourage positive competition to increase quality and productivity.

The Excellent Service Award

1. What are the conditions under which the Excellent Service Award is given?

Policies referred to are as follows:

Service Circular No. 13 of 2012 - Penganugerahan Pingat Perkhidmatan Cemerlang Dan Pemberian Anugerah Perkhidmatan Cemerlang; and
Development Administrative Circular (DAC) No. 2 of 2002 - Pekeliling Kemajuan Pentadbiran Awam (PKPA) Bilangan 2 Tahun 2002. The conditions under which an APC is given are as follows:
1. has completed one year of service on the last day of the assessment year;
2. achieved 85% or above for the Annual Performance Appraisal Report; and
3. contributions and activities are taken into account.

Salary Progression

1. What is the impact of disciplinary action on salary movement?

If an officer has had the disciplinary action imposed of a deferment of salary movement or a reduction of salary, the officer does not qualify for movement of salary during the duration of the penalty.

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The Special Performance Appraisal Report

The Annual Performance Appraisal Report

Performance Assessment

The Excellent Service Award

Salary Progression

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Performance Article Count: 1

Covering of Duty Article Count: 2

Acting of Post Article Count: 1

Promotion Article Count: 1

Determination of Promotional Salary Article Count: 1

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