143. American Council on Education, December 1932

I+J

U. S. DEPARTMENT OF AGRJCUL TURE BUREAU OF AGRICULTURAL EHGtNEERif<G

BOX 180. BERKELEY. CAUF. OFFICIAL BUSINESS

M.r.. 0.

,

b

~ Htt~l.

-t

t 1

Secy.

·to

the Di

l="tt'-·

tor

Ar.ueri\u.tn

~cruncil

on

~.clu.~etic:n.

AMERICAN COUNCIL ON EDUCATION

744 JACKSON PLACE WASHINGTON I D. c.

December 16, 1932.

Mr. Ralph

L.

Parshall,

Co lorado .Agricultural Experiment Station,

Fort Collins, Colorado.

Dear Mr. Parshall:

On

November

18

we wrote you

a~ing

your cooperation

in

the development of a description of

an

Agricultural Engineer

in the Division of Irrigation. In this letter we enclosed

several pamphlets explaining the study in which we are engaged,

and giving instructions to follow in writing your description.

Up to the present time we haven't heard from you.

As we are about to begin to write the composite description

of

this

position,

based

on the returns of those whom we asked to

cooperate with

us,

we would appreciate it if you could send in

your description so that we

can

use it in writing this composite.

CEH:J

We

trust that

we

may

hear

from you shortly.

Very

truly

yo~//

_ _

~

---0. E.

Hewitt,

Assistant to Director.

·I

AMERICAN COUNCIL ON EDUCATION

744 .JACKSON PL.,ACE WASHINGTON, O. C.

November 18, 1932.

Mr. Ralph

L.

Parshall,

Colorado Agricultural Experiment Station,

Fort Collins, Colorado.

My dear

Mr.

Parshall:

You have been selected by

Mr.

McCrory, Chief of the

Bureau of Agricultural Engineering of the Department of

Agri-culture, as one of eight agricultural engineers engaged in

Irrigation, to cooperate with the Council in the development \\

of a description of

the''~tivities

of

an

.Agricultltral Engineer

1

in the Division of

Irrigation~'

In order that you may better understand the study in

which

we

are engaged, you will find attached a brief statement

explaining the project entitled, "General Procedure for Recording

Essential Occupational Information.

11

_{For your further guidance}

we

are

including:

What Action

is

of Most Worth

The

U.S.

Attorney

The Prohibition Investigator

Selection of College Graduates for

Government Service

Your special attention is called to the enclosed copy

of Significant Actions and Desired Results for a

U.S.

Attorney.

We would like to have you follow this general form so far as

possible in order that your statement may be comparable with

those written by others.

CEH:J

Thank you for your cooperation.

Yours very truly,

C.

E.

Hewitt,

Assistant to Director.

~~erican

Council on Education,

744 Jackson Place,

Washington, D.C.

GENERAL PROCEDURE FOR RECORDING

ESSENTIAL OCCUPATIONAL INFORMATION

.

The American Council on Education is developing more

searCh-ing methods of helpsearCh-ing young people discover and get into the work

each can do best. Experience shows that the first things needed for

this purpose are clear and accurate descriptions of what people do in

eaCh occupation and what specific results are critical to success.

SUch descriptions can be written only by individuals who have

worked long at each occupation. We are therefore inviting 15 or 20

outstanding individuals, who have achieved notable success in a particular

calling, to help in the development of such a description of that

occupa-tion and of the desired results, by each writing an accurate descripoccupa-tion

of his own activities under the particular conditions where he works.

After all these descriptions are received a composite is made that is

more accurate and more comprehensive than any one individual statement.

In order to get the best results, it is necessary that eaCh

one selected to assist in this development should carefully follow the

same technique so that the different descriptions for each job may be

comparable.

The accompanying papers and reprints will give you the necessary

information concerning the way to arrange the material. Attention is called

to the reprint entitled,

11

_{W.hat Action is of Most Worth?"}

_{On pages 17-22}

you will find a well worked out description of the work of a County

AgTi-cultural Agent.

The Significant Actions and Desired Results or Criteria

of Achievement begin with B, on page 19.

It will be noted that there are

three major items, I, II, and III. Each of these major items is expanded

into several contributing items, 1,2,3,etc. Each major item and eaCh

contributing item contains two clauses, one describing the action and the

other defining the desired result or criterion of achievement.

It is generally better to develop first the items that describe

the major activities of the job.

Such items are usually given special

emphasis by having them written in capital letters. Next, expand each

major item by developing contributing items that describe minor but

distinguishable features of the action.

Taken together, these constitute

a comprehensive description of the most significant things that competent

workers do and what results they try to get.

i I

-~nerican

Council on Education,

744 Jackson Place,

Washington, D.C.

THE UNITED STATES .ATTORNEY

No. - 4214

Second Tentative Draft.

(Significant Actions and Desired Results)

I. REPRESENTS THE GOVERNMENT

OF

THE UNITED ST.ATES IN ALL CRIMINAL ACTIONS

ARISING WITHIN HIS DISTRICT, AND PROSECUTES VIOI_,ATORS OF FEDERAL STATUTES

IN A MANNER THAT RESULTS IN

.AN AJJEQ,U.ATE MTD

FAIR

ENFORCEMENT OF THE

PRO-VISIOl\fS OF THE STATUTES.

a. Examines and analyzes complaints, investigations, and reports; detects

the significant factors of evidence; and so determines whether or not

there has been a substantial infraction of federal statutes that

offenders are discovered and law-abiding citizens are protected

against improper charges.

b. Prepares written charges by information or indictment and examines

witnesses before grand juries so that offenders are held for trial.

c. Determines what laws are involved in each case, appraises the relative

value of particular witnesses and their testimony, and on this basis

develops cases for trial.

d. Forecasts probable and possible happenings in court, constructs

hy-potheses from somewhat fragmentary evidence and develops them with

the help of all investigating personnel available for the purpose,

and in the light of all the facts, selects the course that best

ensures enforcement of the statutes.

e. Observes minute details in manner and testimony of witnesses and in

their evidence, appraises the probable effect of their testimony

upon courts and juries, and thus secures valuable leads for

cross-examination and for the conduct of the case.

f.

Examines government witnesses and cross-examines defense witnesses in

a manner that leads them to reveal pertinent facts and to supply

missing

liru~s

of proof.

g. Anticipates tactics of the defense and is prepared for surprises and

unexpected circumstances from his own or opposing witnesses, or

from opposing counsel, or from court rulings.

h. Meets objections of opposing counsel with pertinent citation of

pre-cedents, of court rulings, and of law.

i. Presents oral argument of testimony and fact in a manner that holds

attention and interest of court and jury, and instructs and

con-vinces them.

j.

Persists, profits by successes and errors, and seeks always to bring

out the facts nhether it results in conviction or acquittal.

k. Makes recommendations

for pardons,

reprieves or paroles that give

due weight to considerations of humanity and to the

chanaB

that

the prisoner may reform.

THE UNITED STATES ATTOR1TEY, page 2.

1. Represents the Government of the United States upon appeal,

and so explains the correctness of form and procedure of

accusation, the methods of presentation of evidence, and the

regard exercised for the rights of defendants that in general

his contentions are accepted.

m. Defends federal officers charged with violating criminal laws

of the states in the performance of their duties.

II. REPRESENTS THE GOVERNMENT OF THE UNITED STATES IN ALL CIVIL ACTIONS ARISING

WITHIN HIS DI S'l

1

_{RI CT,}

_.ANTI

_{SECURES SETTLEMENrS OR COMPROMISES THAT AVOID}

UUFORTIDTATE

PRECEDE!~TS

.AND

U1~TECESSARY

GOVERNMENT EXPENSE.

a. Examines titles to property, conducts proceedings for

condemna-tion and determinacondemna-tion of price; collects income, custom, and

internal revenue taxes; and enforces rights accruing to the

United States by contract.

b. Conducts libel proceedings against vessels or vehicles and

other property subject to forfeiture for violating law, and

against producers or dealers where violation of pure food and

drug laws is claimed.

c. Initiates proceedings for the collection of forfeited bail bonds;

defends all actions against the United States and its officers;

and appears for the Government in all bankruptcy proceedings

and equity receiverships in which the Government has a claim.

d. Represents the Commissioner of Immigration in all suits of

habeas corpus or other matters relating to deportation or

exclusion of aliens or to cancellation of fraudulent

certifi-cates of naturalization.

e. Prosecutes removal proceedings against fugitives from other

districts, ru1d institutes action for the abatement of nuisances

which come nithin Federal jurisdiction.

f. Expedites forfeiture of property held by the Government for

forfeiture, and so arranges his trials as to avoid unnecessary

expense of witness fees, mileage, etc.

III. COOPERATES WITH ALL FEDERAL AGENCIES FUNCTIONING IN HIS DIS'IRICT

Al.\fD

.AIDS

THEM WITH LEGAL SERVICE

.AND

OPINION REGARDING

A WIDE

VARIETY OF OFFICIAL

YJ.ATTERS.

a. Encourages other officers to call upon him freely for advice,

and aids them in adjusting difficulties or averting later

complications.

b. Cooperates with judges of the court in the general administration

and in prompt disposition of business, and with bar

associa-tions and others in improving Federal law and procedure.

THE UNITED STATES KrTORNEY, page 3

.

IV. ORG.ANI ZES AND ADMINISTERS AN OFFICE THAT PROMPTLY HANDLES ALL GOVERNM:EThTT

BUSII

f

ESS COMMITTED TO HIS C.ARE .AND KEEPS HIS roCKETS

NDVI1~G

FORWARD WITH

DISPATCH.

a. Arranges convenient and proper working conditions for all his

assistants

and

clerks av

.

d trains them to perform their

legal and general duties well and to show due courtesy to

all citizens who come in contact with the office.

b. Administers the work of the office in such a way that

respon-sibility is fixed, that proper pride in accomplishment

prevails, and that a true professional spirit pervades the

entire organization.

c. Arranges efficient methods of recording every step taken in

the conduct of every case that its full history may be

easily reviewed.

d. Makes reports as required by the Department of Justice and

keeps records and statistical data that aid him and his

assistants and associates to improve their methods and their

practice.

V.

FORMUIJ.ATES IMPORT .ANT ISSUES T'".dAT COME BEFORE HIS OFFICE .AND GIVES

EXPRESSION TO THEM IN A WAY THAT WINS PUBLIC SUP:ffiRT BECAUSE OF THEIR

CLARITY AND FAIRNESS.

VI • CONFERS WITH TBE ATTORNEY GENERAL UFON CRITICAL 1iATTERS ..UTD Yi.AKES

CON~

STRUCTIVE SUGGESTIONS ON MATTERS THAT EXTEND BEYOND TBE LIMITS OF HIS

DI SrntiCT.

American Council on Education,

744 JaCkson Place,

Washington, D. C.

SIGNIFICANT ACTIONS .AND DESIRED RESULTS FEDERAL PROHIBITION INVESTIGA.TOR

No. 4221

Represents the U.S. Government in making investigations of violations of the

National Prohibition Act, and so institutes criminal proceedings against

violators that the public gets the degree and quality of protection specified

in the statute and its provisions are adequately enforced.

I.

EX.Al'v1INES

.AND

INVESTIGATES ALL COMPLAINTS CONCERUING VIOLATIONS OF TEE

NATION-AL

PROHIBI TI01~ ACT WHETHER RECEIVED FROM HEADQ,UARTERS, THROUGH IHFORM:ERS,

BY

P.lili:tSOl~AL OBSERVATIOU OR FROM TIEF.END.ANTS APPRE:HE1JDED, BUT KEEPS WITHIN TEE

LAW MID RESPECTS TEE RIGHTS OF CITIZENS N1 ALL TIMES.

a. Interviews

per~ons

Tiho may know of violators in a manner that

secures dependable information concerning them and the location

of violations.

b. Observes and shadows suspects, secures evidence that unequivocally

connects perpetrators with the crime,

~nd

makes arrest or seizure

before the violators anticipate action and escape.

c. Shadows vehicles hauling liquor or supplies and thus locates place

of violations.

d. Patrols highways to discover vehicles engaged in the unlawful

trans-portation of liquors: avoids promiscuous searches but makes searches

when possessed of sufficient evidence to warrant it; confiscates

automobiles or trucks found carrying liquor; arrests violators; and

makes proper disposition of them as required by law.

e. Checks records of Railway Companies for evidence of shipment of

illegal goods, records of telephone companies for evidence of

incriminating calls, and records of water, light and gas

companies for any incriminating evidence.

II .OPERATES AS .AN UNDERCOVER 1/lAN, RJRCHASES LI~UOR FROM VIOLATORS IN

A

~7.AY

THAT GIVES

HIM LEGAL

EVIDENCE OF SALE, .lillD KEEPS

A COMPLETE RECORD

OF SI GNIFI CA;NT EVENTS TRANSPIRING DURING SALE.

a • .Anticipates

.

shrewd tactics of violators and is prepared to act

appropriately in unexpected circumstances and emergencies.

b. Makes an affidavit before the

U.S.

Commissioner giving incriminating

evidence of illegal purchase and accurate descriptions of the

person or persons committing the violation, of the premises to

be searched, and of the contraband to be seized, and obtains an

adequate search warrant for the premises involved.

c. Takes photographs, makes actual land measurements and measurements

of important physical evidence as found in their original position:

draws sketches and diagrams, and forms a mental picture of the

scene of the crime.

THE PROHIBITION

I1~ESTIGATOR,

page 2.

d. Examines records in County Recorder's office to corroborate

statements of witnesses, to determine ownership and legal

despription of property for use in equity proceedings, and

to locate persons; checks ownership of confiscated property

such as automobiles, trucks, and boatsJ and notifies officers

when stolen property is found.

III. SEIZES ILLICIT DISTILLERIES, BREWERIES, CUTTI1TG AND S'IORAGE PLANTS, SEARCHES

THE PREMISES

AND PROCURES EV

I

DENCE

.AND

.

CLUES WHICH MAY LEAD TO IDEliTITY OF

VIOLA~DRS,

.AND LEGALLY A..'l:lRZS'rS

AND

SEARCHES THE VIOLATOB.S

WEEN FOIDID.

a

.

Leaves copy of search warrant listing articles or liquor seized

by virtue of warrant, and separate receipt for any other

contra-band seized not described in the warrant.

b. Returns to

U.S.

Cormnissioner who issued the search warrant, the

original copy of warrant with inventory of goods seized and

name of person on

~hom

the warrant r.as served$

c. Destroys all co

!

ltraband liquor and equipment upon order of Court .

.

IV.

~UESTIONS

ARR'ESTED Al:ID SUSPECTED PERSONS .AND WITNESSES

WHO

MAY HAVE KNOWLEDGE

O

F

SOME

PHASE

OF VIOLATION

.f\L\TD

REDUCES TIIEIR STATEMENTS

TO WRITING.

a. Makes notes of all essential information

concernin~

violations such

as confessions of guilt, names and addresses of alleged violators,

offense charged,

n~nber

of persons arrested, description of

person and premises, disposal of prisoners, evidence and seizures

for use in preparing reports.

V.

S~CURES

AND MAKES COPIES OF DOCUMENTARY EVIDENCE OF LEGAL VALUE, MARKS S.AMID

:F'OR

IDENTIFICATION, AND PRESERVES IT TO BE USED IN OOURT AS EVIDENCE.

a. Secures samples of suspected or arrested person

t

s handwriting for

examination by a hro1dwriting expert.

b. Checks and keeps record of serial numbers found on contraband

machinery and equipment to connect up the guilty parties with

the violation.

c. Transmits and labels all physical evidence, such as mash, alc.oholJ

whiskey, wine and beer.

d. Deciphers codes and keys mth the assistance of a code expert.

VI. su:Bl

•

HTS TO THE U.S. ATTORNEY AREFORT THAT COVERS THE ENTIRE INVESTIGATION

A:TD

C01~TAINS

ALL FACTS

AtTD

DET.AILS WHICH ARE PERTINENT AS EVIDENCE EITHER

OF GUILT OR OF INNOCENCE OF THE DEFEND.AHT$

VII

c APPEARS

AS

A

WITNESS AGAINST ALL VIOLATORS APPREHENDED THROUGH HIS

INVESTI-GA

T

IOlJS

IN .lr.EDER.A.L, ST.ATE, AlJD LOCAL COURTS, GIVING .AN HONEST, CONCISE,

.AliD

CONVIN"CING TESTIMONY.

a.

Rep~esents

the

U.S.

Government before the

u.s.

Commissioner by

giving an honest and competent testimony regarding the case under

advisement; arraisns violators before

U.S.

Con~issioner

on charges

of sale. possession, manufacture, transportation or nuisru1ce.

!]HE

ffioHIBITION

I1TVESTIGATOR, page 3.

b. Appears

as

a

witness

before

the

U.S. Grand Jury

in

cases where

indictments

are to be drawn,

giving

a true

and

detailed account

of

~1at

he actually knows regarding the case before them.

c.

Testifies before the District

Court

in abatement matters as to facts

concerning search and as to ownership of the premises to be abated.

d.

Acts

as witness

in

District Court upon motion to suppress evidence.

e. Cooperates

with

all officers of

the court

in the prompt dispatch

of

business.

VIII. REVIEWS RECENT COURT DECISION OH SEARCHES

~JD

SEIZURES, CONSULTS ST.AJ:JD.ARD

BOOKS

_4ND

PERIODICALS

ON CRL/J.E

DETECTION, l!,AMILI.A:liZES HIMSELF WITH

TilE

D'l3TI:t::S

.AND

FU1~CTIONS OF EXPERTS, LEARNING WHO THEY A.tE, WHAT THEY C.A}T DO,

AliD

~HERE

TO

FIND

THEM.

IX. COOPERATES WITH ALL STATE AND IDCAL

OFF!

CERS IN THE ENFORCElv!ENT OF TH:El

H ATIOJ:J.AL

ffiOHIBITIO!~

ACT,

At.~D

ASSISTS OTHER FEDEaAL AGENCIES IN IlTVESTI

GA-T IONS Il:VOLVIIGA-TG

PROHIBITION VIOLATIONS .AlJD OTHER CRIMES

AGAINST

THE

GOVEl1N-MEUT

OF THE Ul\fiTED STATES.

a. Confers with the U.S. District

Attorney

to receive his legal

advice in critical phases of investigation. and to adjust

difficulties, thus averting later complications.

b. Assists county officers in e4ecuting state

warra~ts by

searching

for contraband, questioning defendants, and appearing

as

a

witness in court.

c.

Interviews

state officers regarding violations of the

National

Pro!libi tion

Act

by

Jetting

evidence of viola tors

to be prosecuted

in State Courts; consults State officers

regarding cases to

"be

presented in

Federal

Court for prosecution

where no Federal

officer participated in the search.

d •

.Assists

the U.S.

Marshal

in apprehending fugitives by locating

ru1d

identifying

them.

e.

Seizes narcotics

when they

are illegally possessed and notifies

narcotic agents

giving

them information regarding violation.

f.

Obs~rves

persons on

probation,

interviews informers, and makes

recommendations to

local

officers regarding the

mer~ts

of tne

defendent and chance of reform.

g. Assists Special Agents in investigating cases involving conspiracy

and bribery and obtains witnesses who can

furnish

direct evidence

against one or

more

violators connected with a simple case through

having

conspired against the Government

of

the United States by

supplying sugar or other supplies,

illegally~

h.

Apprehends persons

impersonating

Government officers by investigating

their activ:i

ties and interviewing witnesses •

.

X. FORW.P.RDS ALL INFOTIMATIOU

OF

VIOLA'IO:as

IN OTHER DI ST'RI CTS TO

SUPERIOR

FOR

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(Reprinted from the .. Educational Record" for April, 1929)

Selection of College Graduates

for Government Service

M

ANY young men and young women are being chosen

each year, on the completion of their college studies. for service in different departments of the govern-ment of the United States. Obviously, it is most important

that both the government officials,. who are charged with the

responsibility of making the· selections, and the college

authorities, who make recommendations, understand what is wan ted and speak a common language. This can best be done on the basis of an accurate knowledge of the essential values and requirements of the positions in question.

In some other fields considerable progress in this direction already has been made. During the past ten years, busi-ness, industry and the professions have been evolving an effective method of describing expert jobs and superior or talented performance; and also of judging the quality of such performance.

The first step in this procedure consists in compiling detailed records of what men have done who have held suc-cessfully the position or positions in question. After analysis and comparison of the records thus obtained, there is worked out a summarized and simplified statement which accurately describes all of the essential activities of the occupation.

In

order to be complete, such statements must describe

not only what must be done, but, also, the conditions under which it is to be done, and the manner of the doing.

This procedure may be applied to a government position; for example, that of Foreign Service Officer. The first item

in the list of the activities of such a person naturally is:

"Protects American cit~ens."

Experience has shown that such statements are most useful when each one describes some activity that can be observed objectively by other persons. Also, they should contain and

usually begin with a verb that denotes action. This state-ment corn plies with these requirestate-ments; but, as it stands, it gives no indication of the manner or the conditions under which the work is done. It, therefore, will be worth while to take time to show in some detail how such a single statement may be developed into a form that is accurately descriptive.

The statement "Protects American citizens" does not state the fact that certain knowledge is required. It has been suggested that such deficiences could be supplied by providing a separate list of the prerequisites needed. For example, the Foreign Service Officer rnust know international law, he must understand American interests, American foreign policies, etc. It is clear that he must have this knowledge; but experience again has shown that it serves the purpose better if all such requirements are embodied in the statement of performance itself by including appropriate phrases. If the above statement is expanded by adding "in accordance with international law," it then defines simultaneously both the action, and a condition upon which success depends. The revised statement would be:

"Protects American citizens in accordance with international law."

Even in this form, the statement is not complete. For success in protecting Americans depends in large measure upon diplomatic skill, and also upon having a legitimate case. Therefore, the statement more nearly records actual condi-tions if, for the word "protects," the phrase "makes effective representations to the authorities of foreign governments concerning the protection of" is substituted. And further, the protection afforded must properly be limited to "rights and property." Hence a correct and adequate statement would be:

"Makes effective representations to the authorities of foreign govern-ments concerning the protection of American citizens, their rights and their property, in accordance with international law."

As a second illustration of the way in which a simple and incomplete statement may be expanded into a more compre

hensive description, consider the following, also for a Foreign Service Officer:

"Makes political and economic reports."

This is too large an order. Limitations must be set by denoting the purpose for which the reports are intended and by indicating that only "significant" facts are wanted. Both of these limitations are made clear by rewording the item to read:

"Analyzes and reports on political and economic conditions and trends that are of significance in formulating the policies of the United States."

By following this procedure, and in cooperation with the State Department, a full description of the work of the Foreign Service Officer was produced and printed in the EDUCATIONAL RECORD for October, 1928.

Yet, even in this expanded form, the record was not a complete and accurate picture of the calling of the Foreign Service Officer of the United States. The next step in the process was to send copies of what had been produced in Washington to a large number of Foreign Service Officers in the field, ·asking them to write to the American Council on Education stating whether or not the description referred to properly and fully describes their activities, and not only specifies what they do, but, also, the conditions under which they work and the manner of performance.

About two hundred and twenty-five replies were received containing several hundred suggestions. Many of these were duplicates, but all of them were carefully cJassified and tabulated, and the essential features of all the criticisms and suggestions were embodied in a more complete and accurate description, which then became a written "Record" of the current "Usage" of the calling of the Foreign Service Officer. In this form it is printed below:

FOREIGN SERVICE OFFICER OF THE UNITED STATES

Represents abroad the United States and its citizens.

Generally is stationed in a foreign country where he frequently has to act on his own responsibility and without immediate supervision of home authorities.

I. Creates good-will and common understanding, and, with restrained and critical leadership born of mature experience and profound knowledge of men and affairs, uses these as instruments for en-hancing international confidence and cooperation among govern-ments and people.

a. Adapts himself, his conduct, and his mode of living,

appropri-ately to climate and surroundings in the country to which he is assigned.

b. Learns to speak the language of the country in a manner that

reveals a background of intelligence and cultivation.

c. Comprehends his own country, and with unremitting

en-deavor comes to understand deeply the foreign country where he is stationed.

d. Furthers accurate knowledge and friendly understanding of the United States, in foreign countries; and, also, of the foreign countries, in the United States.

II. Promotes and protects the interests of the United States and of its citizens.

· a. Makes effective representations to the authorities of foreign

governments concerning the protection of American citi-zens, their rights and their property, in accordance with international law.

b. Advises and assists Americans traveling abroad for business or other purposes with wise counsel and accurate information. III. Negotiates, with tact, sound judgment, and intimate knowledge of conditions at home and abroad, protocols, conventions, and treaties, especially regarding international intercourse, tariffs, shipping, commerce, pre::;ervation of peace, et cetera, in strict conformity to government instructions.

Cooperates and counsels with superior officers and colleagues in

government service, on all matters relating to his official duties.

IV. Establishes and effectively utilizes personal contacts in far-sighted ways for the benefit of his government and of American citizens. V. Analyzes and reports on political and economic conditions and

trends of significance to the United States.

a. Analyzes and reports on market conditions; statistics of trade,

of finance, of production, of labor, et cetera, in foreign countries in so far as they are significant to the United States and to its people.

b. Analyzes and reports on crops and other agricultural, forest, fishing, and mining resources in so far as they may affect similar American interests.

c. Analyzes and reports on shipping practices, shipping

legisla-tion, freights, charters, pools,~etc., in so far as they vitally affect any American interests.

d. Reports on

all

legislation of interest to the United States.

e. Reports on· tariffs, both laws and practices.

f. Reports on vital statistics of Americans abroad.

g. Replies to individual trade and other inquiries from American

citizens in ways to promote good-will and help both present and future trade relations.

VI. Exercises skill in following prescribed form and routine procedure when possible; and displays discriminating judgment as may be necessary in more complicated situations requiring investiga-tions, careful accumulation of information, or professional under-standing of laws, customs, conditions, etc.

a. Issues passports to American citizens, registers citizens, and

advises on questions relating to citizenship generally.

b. Issues Bills of Health, makes sanitary reports, and supervises

disinfection of merchandise.

c. Certifies invoices of a11 goods shipped to the United States and

reports on undervaluations for protection of revenues.

d. Visas alien passports and issues immigration visas under

immigration laws.

e. Enters and clears American ships and air ships, administers

relief of seamen, signs on and discharges seamen, settles disputes between masters and seamen, and takes charge of shipwrecked vessels.

f. Assists in prevention of importation of prohibited articles.

g. Administers regulations relating to plant and animal

quaran-tine.

h. Takes custody of and with sagacity administers and settles

estates of American citizens and sailors who have died abroad.

i. Handles extradition cases.

j. Witnesses marriages, where at least one of the participants is

an American citizen, in accordance with American and local laws.

k. Performs notarial services in accordance with Federal, State

and localla ws.

VII. Administers an office in a business-like and efficient manner.

a. Gives helpful information to colleagues, and fundamental

instruction and guidance to subordinates in as.signing

prob-blems, investigations, duties, et cetera.

b. Apportions responsibility and work among personnel, reports

on personnel, and maintains morale.

c. Maintains records of business and files of correspondence

received and sent.

d. Estimates needs of office and plans budget expenditures for

present and future activities.

e. Receives, cares for, and accounts for public property in

accordance with government regulations.

f. Collects and properly accounts for fees for services rendered

under law.

g. Disburses funds received from the Treasury of the United States for salaries, wages, contingent expenses, makes ·up required returns and accounts, and remits surplus funds to Treasury.

Other government positions have been studied and the records of the essential activities that pertain to them have been compiled. Some of these are subordinate positions into which young men go immediately after being graduated from,;

college, and others are executive positions of wide responsi-bility. As an example of the latter, there follows a descrip-tion of what the President of the United States does. This statement was prepared in a way somewhat similar to that used for the Foreign Service Officer, and it has been subjected to the same kind of a process of criticism, expansion, and revision, in order to make it comprehensive and complete.

THE PRESIDENT OF THE UNITED STATES Located in White House at Washington, D. C.

Sees a vision of national achievement and develops practical policies for realizing it.

Analyzes social and economic conditions in the light of his vision and reports to Congress such facts and tendencies as seem to him sig-nificant both of the present state of the Union and of its future development.

Formulates, for consideration of Congress, measures that seem to him necessary and expedient for realizing his vision of national achieve-ment in ways that are socially, economically and constitutionally sound; presents them so that he secures support for his policies and gets things done.

Confers with members of Congress, representatives of organizations, public officials and private citizens; weighs the evidence and acts always in the interest of national achievement.

Signs bills that are passed by Congress and that seem to him to promote public welfare, sound relationships with the States, and his policies of national achievement.

Vetoes bills that are passed by Congress but that seem1to him socially, economically, or constitutionally unsound; submits his reasons therefor in writing to Congress.

Formulates international polkies consistent with national development and stimulating tp international good will; plans and initiates treaties that are mutually beneficial to all concerned and that also are accept-able to at least two-thirds of the Senate

Welcomes officially foreign diplomatic representatives and maintains cordial relations with them.

Selects and appoints, by and with the consent of the Senate, am-bassadors, ministers and consuls who will creditably represent the United States abroad and sympathetically interpret his international policy.

Selects and appoints, by and with the consent of the Senate, heads of Executive Departments, judges of the Supreme Court and of Federal Courts, members of six Federal Commissions and five Federal Boards, postmasters, marshals, delegates to international conferences, and other officers, as required by law, in a manner that insures national welfare. (About 40,000 appointments.)

Guides the Cabinet and other governmental officials in perfecting poli-cies and in devising ways and means of realizing them in practice. Uses centralized scientific control as an instrument for obtaining

co-operation and efficiency where responsibility is decentralized. Develops individual initiative and sense of personal responsibility to

stimulate wise and loyal action of subordinates under his remote control.

Appraises the work of the Executive Departments as to business effi-ciency and national service, and secures from Congress approval of an annual budget that distributes estimated income so as to insure team-play and constructive economy in performance of all legitimate and essential Federal functions.

Modifies administrative organization in the Executive order, as author-ized by law, so as to increase efficiency and harmonize Federal activi-ties with his policies.

Commands the armed forces, commissions all officers thereof, and directs military operations, as authorized by law, in accordance with his national and international policies.

Takes care that the laws be faithfully and intelligently executed. Grants reprieves and pardons for offenses against the laws of the United

States in cases where such action seems to promote justice.

Maintains personal touch with the people through formal and informal receptions.

Ponders public opinion, appraises the effect of government action on the citizens, and adjusts his policies to foster proper growth of the people. Delivers public addresses, confers with press representatives, and in

other ways interprets his vision and his policies to the people.

It will be noted that in many of the items in both of these records of usage the qualifying phrases indicate how to evaluate qualitatively the degree of excellence of the per-formance. For example:

The Foreign Service Officer:

Learns to speak the language in a manner that reveals "a background of intelligence and cultivation" to the people in the country to which he is assigned.

Also, he apportions responsibility and work among personnel (of his office) in a manner that "maintains morale."

To illustrate again from the record of usage of the President of the United States:

He plans and initiates treaties that are "mutually beneficial to all concerned" and that are "acceptable to at least two-thirds of the Senate."

He delivers addresses, etc., in ways that successfully "interpret his vision and his policies."

These qualifying phrases in quotation m~rks in each

instance direct attention to qualities of action that are sig-nificant in appraising the degree of excelience of performance. They supply a reliable basis on which to compare the success of one person who occupies the office with the success of some other.

Records of usage, properly drawn in the form herewith

pr~sented, contain all the information that is required for a sound basis of selecting men for work. When business and the professions write their records approximately in this form, the data from different occupations are comparable. By their use the record of experience that a given man has had can be compared with the requirements of a new position for which he is being considered; and the probability of his

success in the new position may be compan~d fairly with that

of other candidates. The element of guesswork in selecting men, therefore, is enormously reduced. ·

As another example, consider the first item in the record of usage of the Foreign Service Officer:

"Creates good-will and common understanding, and, with restrained and critical leadership born of mature experience and profound knowl-edge of men and affairs, uses these as instruments for enhancing interna-tional confidence and cooperation among governments and people."

With a statement of this sort as a guide, anyone can readily pick from among his acquaintances the men who would be likely to succeed in meeting these requirements. Anyone could arrange the men whom he knows well, in the order of their probable excellence of performance.

He would then consider the second item in this record of usage:

"Adapts himself, his conduct, and his mode of living, appropriately to climate and surroundings in the country to which he is assigned."

Anyone could pick from among his acquaintances the men who would be likely to succeed, also, in this regard.

And the third item:

"Learns to speak the language of the country in a manner that reveals

a background of intelligence and cultivation."

Anyone could pick from acquaintances the men for this. By the same process, item by item throughout the full record of usage, anyone can compare his knowledge of men with the requirements of a situation and choose the one who has the greatest probability of all-around fitness.

An example of a different type may make this idea still clearer.

A mechanical description of the activities of the ranger in the National Park system may be:

"Patrols park trails.

Watches for and reports forest fires, etc."

Compare this with:

"Gets aid without fail to wayfarers who have lost their way on rough mountain trails in a blizzard."

Very little is included in the first statement. A poor imitation would "get .by." A great deal is included in the second as to the kinds of knowledge, kinds of skill, kinds of experience, and kinds of habits that are essential to superior conduct. Without further information than is given in this one condition, any old resident in any western town could pick the young men of the town who could be depended on to make good. It is clear, therefore, from this last illustra-tion why records of usage must be more than a descripillustra-tion of duties which merely enumerate the mechanics of action with-out specifying the manner and quality of performance.

When college authorities-personnel officers or others-use records of usage as a basis for vocational guidance or for selection and recommendation of graduates for positions, a new factor enters into the situation. Colleges do not and should not as a rule aim to produce specialists. They do not