Chapter 1 – General Administration

12030.4 Administrative Reports

• Employees who assign an administrative report shall:

  • Explain the project in detail to the designated employee, giving all available information.

  • Suggest any known references.

  • Carefully outline the scope of the project.

• The employee to whom the report is assigned shall:

  • Perform necessary research.

  • Formulate a tentative plan or solution.

  • Check the tentative plan or solution with the affected person and report their concurrences and disagreements in the recommendations section of the report.

• The Report.

• The report shall:

  • Be prepared on a CDC Form 1617, State of California Memorandum, if a short report. If a lengthy report, the report shall be prepared on plain, white paper and transmitted with a CDC Form 1617 as a cover sheet.

  • Be addressed to the employee who gave the assignment.

  • Contain date and subject lines.

  • Contain an introductory paragraph including a brief statement about the assignment.

  • Contain a brief statement of recommendation(s), each followed by a justification.

  • Fiscal or legislative implications shall appear in the recommendation and shall be elaborated on in the reasons for the recommendation.

  • Documents needed to support the recommendation(s) shall be attached as appendices or exhibits.

  • Any forms or directives needed to implement the recommendation(s) shall be attached.

• The employee shall submit the completed project to their immediate supervisor for forwarding through administrative channels.

• The employee who assigned the report shall notify the employee completing the report of the results.