Awards and Performance Evaluation

PersMgmt Part 1

Awds/Eval MAR 2004

Introduction

• Personnel Leadership – Part 1:

• Awards• EVAL/FITREP

– Part 2:• Selection Boards• Your Career

– Part 3: • Personnel Development • Mentoring

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Introduction

“It is about leaders who have made the promise to invest themselves in their subordinates and it is about leaders who are doing something to ensure their subordinates prosper ….”

- ADM Vern Clark, CNO

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RECOGNITION

• Rewards Extraordinary Performance

• Fuels Motivation

• Promotes Strong Morale

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– Get your people recognized• Personal Awards• SOY/SOQ (Big Bullet for CPOs at

SCPO Board)• CNRF Enlisted Leadership Award• Junior Officer of the Year (NRA &

ROA)

– Distinguish Your Unit - Stand Out!• CAPT Leo V. Bilger Award• Press Releases and Newsletters• Support Command and REDCOM

SITREPs

2002 Sailor of the Year Winners

Awards & Recognition

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Awards

• Letter of Appreciation (LOA)– Good EVAL/FITREP input– Anyone can originate

• Letter of Commendation (LOC)– CO LOC is a no-point “Atta Boy”– FLAG LOC is a one-point “Atta Boy”

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Awards

• Navy & Marine Corps Achievement (NAM)– Performance beyond what can be appropriately addressed in

the EVAL/FITREP– Awarded by CO of Commissioned Units

• RESCEN

• Support Command

– For LCDR and junior– “For professional achievement in the superior performance

of his/her duties while serving as …”

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Awards

• Navy & Marine Corps Commendation– Like a NAM for CDR and senior - junior decoration available

– Awarded by First O-6 in COC• REDCOM/RESCEN• Support Command

– Summary of Action; Introductory and concluding paragraph with 8-10 bullets

– “For meritorious service while serving as …”

– Seven and one-half line limit

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Awardsmanship

– Quantifiable and Measurable• Hours of Operational Support

valued at $##,###.##• Attrition below ##%, exceeding

goal of ##%

– Meaningful and Valuable• Enabled SC to meet operational

commitment• Improved productivity of shipyard

workers

– Substantially Exceeds Expectations• Better than others before Awards

Board

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Awards

• Administrative Details– References

• Awards Manual (SECNAV INST 1650.1G)• NAVADMIN 251/02

– Lead Time & Timeliness– Types (Specific action vs. Period)– Confidentiality of process– Follow up

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EVAL/FITREP

• Purpose– Communicate Performance Assessment– Provide Guidance– Receive Feed-back– Performance Planning– Brief Selection Boards

• Reference– BUPERSINST 1610.10

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EVAL/FITREP

• How to Administer the System– Commanding Officer’s Program– Local Procedures

• member input forms• counseling schedules and procedures• maintaining uniform grading and promotion

recommendation standards• problem resolution• identify three good and three not so good traits to

discuss

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EVAL/FITREP

• Who is Reporting Senior?– Commanding Officers (CO)

• whether junior or senior in grade

– Officers in Charge if activity is on SNDL– Civilian Equivalents– Delegated Reporting Seniors

• can report on E-4 and junior (n < 250)

– ISIC

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EVAL/FITREP

• Rater and Senior Rater– Rater should be Chief Petty

Officer– Senior Rater is division

officer, department head, or executive officer• not needed when Rater

is direct report to Reporting Senior

– Team Effort to establish methodology

– Input from member and supervisors

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EVAL/FITREP

• How do we perform counseling?– Commanding Officer’s Program– Objective is to provide feedback to the member

and to motivate and assist improvement– Done by a supervisor who participated in

EVAL/FITREP preparation– Avoid Personality, Concentrate on Performance– Don’t make promises about future reports

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EVAL/FITREP

• Types of Reports– Regular (Periodic IAW Schedule)– Concurrent (ADDU, TEMADD)

• Optional• Countersigned by Regular Reporting Senior, who may

make it the Regular report for period.

– Operational Commander• Commanding Officers should seek FITREP from Support

Command CO

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FITREP• Guidance on Trait Grades– Meanings and

Examples on Form– Reporting Seniors Trait

Average is Reference– Most should be in the

2.0 - 4.0 range• 1.0 and 5.0 are

extremes– Available Data - Exam

Performance Sheets

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FITREP

• Comments on Performance– No highlighting– No handwritten comments

(E-5 and senior)– No continuation sheets and

enclosures• Except endorsed

statement by member, flag endorsement, letter-extension, classified-letter supplement, etc..

– Substantiate all 1.0 or Significant Problems

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FITREP

• Comments on Performance (cont.)– Be aware of required and

prohibited comments, and special interest items

– Little space - don’t waste it!– Talk to the Board BRIEFER!– Define any Acronyms!– Qualify Rankings / Promotion

Recommendations

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EVAL/FITREP

• Reporting Misconduct– Adverse or downgraded reports may not be

used as punishment or in lieu of UCMJ adjudication

– Nonpunitive censure, in-process investigations or judicial proceedings may not be mentioned

– Misconduct established through reliable evidence satisfactory to reporting senior can be reported

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EVAL/FITREP

• Promotion Recommendation Summary Groups– Same pay grade on ending date– Same competitive category designator– Same promotion status– Same type of report– Same reporting senior– Same ending date

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EVAL/FITREP

• Promotion Recommendations– Forced Distribution

– Early Promote (EP)

– Must Promote (MP)

– Promotable (P)

• Mitigating Techniques• “Would be EP in any other

group, however…”• “Forced distribution unfairly

restricts accurate recommendation….”

• “EP in larger group of all _____ I have worked with…”

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EVALs

• Forced Distribution - Enlisted Advancement– Final Multiple Score Computation

• Early Promote = 4 points

• Must Promote = 3 points

• Promotable = 2 points

– Disadvantage to sailors in large units• one of one gets 4 points

• seven of thirty E-6 gets 4 points

EVAL/FITREP

• Members Rights– Shall sign regular reports unless impossible• Certified Copy Provided

– Receive copy of report when signed– May submit statement within two years• endorsed by reporting senior, cannot be

rejected– Review their records– Communicate the Selection Board– Various avenues of appeal for change or

removal of their reports

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EVAL/FITREP

• Record Retention (including Summary Page)– Officer FITREPs for five years– Enlisted EVAL/FITREPs for two years– Counseling worksheets held in Privacy Act

records system until member detaches, then destroyed.

• Annual Training– Officer AT FITREPS (10+ days, must be NOB)– Enlisted Performance Information

Memorandums25

Eval/Fitrep Summary

• Know who writes your Eval/Fitrep• What are his/her priorities?• Strive to be number one among peers• Performance is Key• Record tells a story, feeds the OSR/PSR• Summit inputs on time• Include only significant civilian

employment

Eval/Fitrep Summary

• Give briefer “sound bites”• Lead & end with strong key statements• Breakouts for the best• Show enthusiasm in report “Best officer…”• Bullet format: what was done, quality of

work, what was benefit to the navy• Retain all Fitreps in chronological order with

no missing time• Recognize awards, continuing education, …