How Should HR Handle Requests to Remove Negative Remarks from Annual Appraisals?

Handling Adverse Remarks in Annual Appraisal System

I work for a PSU, and we are following the old Annual Appraisal System, where the Controlling Officer, Reviewing Officer, and the Accepting Officer rate the employees for their performance every year. Recently, one of the employees' performances has been rated as "bad," and at the same time, there are certain adverse comments against her performance. As per the process, the Personnel Department needs to convey the "adverse remarks" to the employee, and it has been done. The employee has now submitted a representation requesting to expunge the adverse remarks from her ACR.

Please let me know what should be my next step as an HR Professional. Can the negative remarks be changed? If yes, by whom, and what should be the process to follow?

Regards,
PRIYA

Understanding the Annual Confidential Report (ACR)

The Annual Confidential Report (ACR) is a vital document in any performance appraisal system. Any adverse remarks can affect the career growth of the employee concerned. You can find detailed guidelines and instructions in this regard in your service manual.

The Reporting Officer, who is the controlling officer of the employee, should not write vague adverse remarks like "inefficient," "lacks civility," etc., in the ACR. His adverse remarks should be specific and substantiated with connected instances of lapses or shortcomings on record.

You have to see whether the Reviewing Officer mechanically concurred with the assessment of the Reporting Officer. If the adverse remark lacks specificity and substantiation, HR can recommend its expungement from the ACR to the Head of Department (HOD) as appealed by the employee.