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Relief from duty in the Officers' Reserve Corps does not operate to restore automatically the civilian position held by such member when ordered to active military duty, but such restoration must be consummated by formal reinstatement. . (24 Comp. Dec., 692.)
Employees transferred to the Treasury Department for service in the Office of the Comptroller of the Treasury or the Auditor for the War Department abroad under the provisions of section 12 of the act of September 24, 1917 (40 Stat., 288), shall be restored to the positions held by them upon the termination of their services thereunder.
Employees who leave the classified civil service to enter the military or naval service during the war with Germany and who have been honorably discharged may be reinstated at any time within five years after their discharge, provided at the time of reinstatement they have the required fitness to perform the duties of the position to which reinstatement is sought. (Executive order of July 18, 1918.)
Recommendations as to change of status of employees due to entering the military service should contain a statement showing the branch of the service which the employee has entered, such, for example, as the Officers' Reserve Corps, the National Army by draft, or the Army or the Navy or the Marine Corps by voluntary enlistment. If an employee has entered the service in a quasi-military capacity, such as military clerk, that fact should also be stated. This information will be compiled and indexed in the office of the appointment clerk.
32. Committee on Efficiency.—There shall be in each bureau a committee on efficiency, appointed by the Secretary, consisting of not more than five mem
bers, to consider the semiannual efficiency reports and other pertinent facts and determine the relative standing of all clerks and employees below the grade of clerk,
The term of service of the chairman of each committee shall be indeterminate, but the other members shall serve for a term of one year. No person shall be eligible for reappointment on any committee within one year from the termination of his (or her) last period of service. On or before June 30 and December 31 the chief of each bureau shall submit to the Secretary the names of representatives to take the places of the members whose terms expire, together with a full statement regarding the qualifications of each such representative nominated for service on the committee.
33. Efficiency Reports.—The chief of each bureau will require the preparation of efficiency reports semiannually, on forms provided for the purpose, concerning all clerks and employees below the grade of clerk serving in such bureau. These reports will be made by persons having immediate supervision of each employee and shall be fair, conservative, and impartial in every particular, representing the unbiased judgment of the supervising employee making them; and the chief of each bureau shall see that the ratings are made after due consideration of all the factors applicable to each individual case. (See pars. 3 and 35 of these regulations.!
34. Efficiency Ratings. The basis of marking will be " Excellent,” “Good,” “Fair,” and “Poor," excellent being equivalent to a percentage of 96 to 100, inclusive; good 85 to 95; fair, 70 to 84; and poor, below 70. Employees in the grade of minor clerk or other grades eligible under the civil-service rules for exami.
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nation for promotion to the minor or major clerical grade should be given a percentage grade in addition to the regular rating.
35. Efficiency Ratings That Must Be Obtained.-“Good” shall be the minimum rating of efficiency which must be attained by an employee in order to be promoted; "Fair” shall be the minimum rating which must be attained by an employee in order to continue in his present grade. An employee receiving the rating of “ Poor" shall receive due notice thereof in writing from the chief of bureau at the time the rating is given, with suggestions as to possible means of improving his efficiency. He shall also be advised that unless his service shows improvement within six months the question of his demotion or dismissal will be considered.
36. Efficiency Ratings of Members of District Militia.—The efficiency rating of such employees of the Department of Agriculture as are members of the organized militia of the District of Columbia will not be adversely affected by the absence of such employees upon duty or field service with their respective organizations for instruction.
37. Efficiency Register.-A tabulation of the information contained in the semiannual efficiency reports. will be prepared in each bureau by the bureau committee and submitted to the chief of bureau for approval. These registers shall be retained in the bureau, but copies shall be filed in the Office of the Secretary not later than June 1 and December 1, respectively; and they shall remain in force and effect for a period of six months from these dates. These registers shall not be open to the scrutiny of employees whose names appear thereon.
Clerical and subclerical employees shall be grouped on the semiannual efficiency registers, as far as possible, in the following classes : $3601 $960
1,800 38. Efficiency Register Governs Promotions.—The efficiency ratings on the registers shall govern all promotions, preference being given the employee who stands at the head of his grade, who shall be recommended for promotion to any vacancy occurring in the next higher grade unless he shall have forfeited his right to preference by some breach of discipline, neglect of duty, or falling off in efficiency, or unless other circumstances which did not exist when the register was prepared make it necessary, in the interest of efficiency, to depart therefrom. In the event of a recommendation for the promotion of an employee who does not stand at the head of his grade, a full statement, concurred in by the bureau efficiency committee, must be given, setting forth in detail convincing reasons for the action recommended.
39. Vacancies in Clerical Positions.-As a rule, vacancies in clerical positions will be filled by the promotion of clerks of lower grade; they will be filled by original appointment, transfer, or reinstatement only when the requisite qualifications are not to be found in clerks eligible for promotion.
40. Promotion of Clerical and Subclerical Employees.—Recommendations for the promotion of clerical and subclerical employees in the classified service will be considered by a chief of bureau only when made by the official under whose supervision or control such employee is serving. No employee shall be promoted during probation unless the approval of the Civil Service Commission therefor shall have been previously obtained. Messenger boys appointed subsequent to September 18, 1909, on which date this position was taken out of the apportioned service, are not eligible for promotion to the clerical grades. Any civil-service examination which they may pass for the “apportioned” service, therefore, will not be considered as a promotion examination but as an examination for original appointment.
41. Promotion of Scientific Employees.—A committee shall be established in each scientific bureau to consider, at the beginning of each fiscal and calendar year, and at other intervals in exceptional and urgent cases, all recommendations for the promotion of scientific employees made by heads of subordinate offices, and also to consider the cases of all other scientific employees. Each bureau will maintain such records as will enable the committee to act intelligently.
A separate recommendation to the Secretary should be made in the case of each scientific employee suggested for promotion, using the form provided for that purpose, known as Promotion-Scientific." This form calls for the following information: