officer evaluation system

Unclassified Information Brief

Officer Evaluation System

PSC-opm-3


• OPM-3 Staff / Responsibilities

• OES / OER Review

• Writing Hints

• Special and Derogatory OERs

• Reported-On Officer Options

• Board Feedback / Tips

• Resources

OVERVIEW


OFFICER EVALUATIONS BRANCH PSC-opm-3

CDR A. KOVAC

EVALUATIONS

BRANCH CHIEF

LT B. WALSH

QUALITY REVIEWER

LT E. SAMMS

QUALITY REVIEWER

CWO3 D. LIBERTY

QUALITY REVIEWER

MR. L. NEDD

QUALITY REVIEWER

MR. R. STOKES

OFFICER SPECIALTY

MANAGEMENT

SUPPORT

YN1 C. POLLACK

ADMIN SUPPORT

L. MOORE

DIRECT ACCESS

DATA ENTRY


OPM-3 RESPONSIBILTIES

• Provide OER Consultation

• Provide OES Training

• Review All Special OERs

• Provide Second Level OER Quality Review

• Compile OERs for Selection Boards & Post-Graduate Panels

• Provide Input for BCMR/PRRB applications


OFFICER EVALUATION SYSTEM• Provides Criteria for Personnel Management Decisions

– Promotions / Assignments / Career Development

• Establishes Performance and Character StandardsMarks Deviating from “4” (Including N/O) Must be Justified

– Above Standard (5, 6, & 7)– Standard (4) “High Level of Performance Expected of All CG Officers”

– Below Standard (3, 2, & 1)

• Prescribes Organizational Core Values

• Provides Performance Feedback

O E R - The Most Important Document in an Officer’s Career !


THE RATING CHAIN

R EVIEW ERR O 'S S upe rv isor

F o rw a rd to O E R A dm in istra to r to ensure O E R a rrives a t C G P C w ith in 45 days o f the "End o f P e riod"

R EPO R TIN G O FFIC ERS upe rv iso r's S upe rv isor

F o rw a rd to R ev iewe r w ith in 30 days o f "E nd of P e riod"

SU PER VISO RIn te rfaces w ith R O O F requen tly

P rov ides M a jority o f D irec tionInpu t to R O 10 days afte r the "E nd o f P e riod"

R EPO R TED O N O FFIC ERS ub ject o f the O ER

Inpu t due 21 days be fo re the "E nd of P e riod"

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RATING CHAIN RESPONSIBILITIESREPORTED-ON OFFICER

• Read PERSMAN – 10.A.

• Request Meetings with Supervisor

• Use Officer Support Form (CG 5308)

• Required for O1/O2

• Provide OER Input (21 days prior to end of period)

• Seek Performance Feedback

• After Reviewer Signs OER, W2 to O4

Must Review and Sign OER Prior to

Submission

• Obtain & Review Original OER

SUPERVISOR

• Provide Direction/Feedback

• Prepare Description of Duties(Primary Duty = Billet Title = PAL)

• Evaluate Performance

• Completes page 1 and 2

• Provide Input to New Supervisor

• Initiate OER if Required


RATING CHAIN RESPONSIBILITIES (cont’d.)REPORTING OFFICER

• Evaluate Performance

• Hold Supervisor Accountable for

OERs

• Complete Page 3 of OER

• Provide Comparison Scale

• Address Leadership Potential

• Provide Performance Feedback

REVIEWER • Ensure OER Reflects Reasonably

Consistent Picture of Performance

• Add Comments/ Comparison Scale Where Required

• Provide Optional Comments

• Conduct Administrative Review

• After Signing, Returns OER to ROO For Review and Signature in Section 1.b (W2 to O4 only)

• Forward to OER Administrator to Arrive at PSC within 45 Days


TIMELINESS OF OERS FOR 2007/2008 BY ATU

2008 AVG: 71% 2007 AVG: 69%


GOOD LEADERSHIP AND TIMELY OERS

“Timely and accurate performance feedback is a core leadership responsibility that must remain a unit priority..…Reported-on Officers should not be

surprised with the content of their OER…”

(CG-1)


ADPL OER SUBMISSION SCHEDULE

• 31 JAN – LTJG• 31 MAR – CDR, ENS• 30 APR – CAPT, LCDR, CWO4• 31 MAY – LT• 30 JUN – LTJG (IN ZONE), CWO2• 31 JUL – LTJG, CWO3• 30 SEP – ENS


IDPL OER SUBMISSION SCHEDULE

ANNUAL31 MAR – ENS

30 APR – CAPT

31 JUL – LTJG(LTJG In-Zone, 30 JUN,

marked as Special)

BIENNIAL (On Even Numbered Years)

31 MAR – CDR

30 APR – LCDR and CWO4

31 MAY – LT

30 JUN – CWO2

31 JUL – CWO3(If In-Zone, OER may be

required on odd years)


OCCASION OF REPORT• Annual/Semi-Annual

• Detachment of ROO (Transfer)

• Change of RO

• Promotion (CAPT / CWO–LT / >18 mos.)

• Concurrent (TAD >60 days)

• Special (Performance Change / NJP)

• Continuity Purposes Only (Retirement)

• Duty Under Instruction (DUINS)

Regular OERs

Exception OERs


WRITING THE OER(SECTION 1)

COMPLETED BY ROO USE CORRECT DATES

NO CAPSShould Include: Scope of Duty, Resources Responsible for, Money Managed, People Supervised, and Collateral Duties (No need to type “Collateral Duties”)Reserve include: Attendance (IDT Scheduled/Attended: 48/40; ADT: 13 days; ADSW: 5 days)

COMMANDING OFFICER

LIST ONLY AUTHORIZED ATTACHMENTS HERE


DESCRIPTION OF DUTIES(SECTION 2)


ATTACHMENTS

• Personal Awards Only (LOC and higher)

– USCG and Other Armed Services

– For Period in Which Received Even if the Award Cites Performance Outside of Period

– Certificate and Citation (with seal) Required

• Punitive Letters of Censure

• Court Memoranda


A WELL-CONSTRUCTED OER COMMENT

Extremely vigilant bridge watch-stander; detected small intermittent contact on radar & maneuvered ship to intercept prior to sunset; resulted in interdiction of rustic sailboat w/ 6

undocumented migrants on board & prevented high potential for their loss of life due to

deteriorating weather conditions.

How well it was done/ Concise accomplishment/ Demonstrated Impact


A WELL-CONSTRUCTED OER COMMENT

How well it was done/ Concise accomplishment/ Demonstrated Impact

Always 2 steps ahead, meticulous planning for Tailored Annual Cutter Trng (TACT) drills; led training team to achieve effective rating in just 1 wk, flawlessly executed 3 GUNEXs in 1 day; ship

earned “E” award in navigation/seamanship during ship’s first TACT in 4+ yrs.


• Vague Comments: “Planned for Tailored Annual Cutter Trng (TACT) drills.” Lacks impact & specificity.

• Excessive Abbreviations: “Spb plg/prp res 4 mtg all op msn reqmts; thrly plnd 2 FL sts, 1 WWP, 1 GANTSEC, & 1 JIATF-S ptl & dpt cmptly prp’d for C4I mgtn.” Confuses the reader.

• Community-Specific Acronyms: “JHSV, EMS, ACOE” – Use only widely known acronyms; if unsure define thoroughly.

• Prohibited Comments: References to Medical/Psychological issues, Gender, Ethnicity, Religion, Race or Family Status are restricted.

• Use of Personal Pronouns: He, she, his, her- are not universally restricted, but place undue emphasis on gender. The best written OERs limit the use of pronouns.

OER CONCERNS


COMPARISON SCALE (SECTION 9)


POTENTIAL (SECTION 10)

MANDATORY COMMENTS

• Ability to Assume Greater Leadership Roles and Responsibilities

OPTIONAL COMMENTS(HIGHLY ENCOURAGED)

• Assignments

• Promotion Recommendation

• PG and Senior Service Schools

• Special Skills


Admin (Section 1 & Attachments)

Restricted Comments

Potential & Rating Chain

Marks Not Supported By Comments

Reviewer Comments

2008 OER CORRECTIONS

OER ERROR RATE

2008 : 8.1%2007 : 16.3% 2006 : 16.0%2005 : 15.7%


SPECIAL OERS(PERSMAN 10.A.3.c.) Call OPM-3 before drafting

Counts for Continuity

Does Not Count for Continuity

Performance of >6 Months for Officers Being Considered for Promotion Boards/ Advanced Education Panels/ Extensions

Performance Notably Different

NJP, Court-Martial, or Criminal Conviction

Significant Performance/ Behavior Previously Unknown

When Specifically Directed (i.e., Relief for Cause)

Counts for Continuity




DEROGATORY OERS(PERSMAN 10.A.4.h.) Call OPM-3 before drafting

• Defined As:– “1” in Any Performance Dimension, or

– “UNSAT” Comparison Scale Mark, or

– Removal from Primary Duty

• Addendum Process– Supervisor/RO Signs OER and provides copy to ROO

– ROO has 14 days to prepare addendum/statement

– Supervisor/RO endorse addendum/statement and forward entire package to Reviewer for signature (OER + Addendum/ Statement + Endorsements)


REPORTED-ON OFFICER OPTIONS

• Prepare a Reply (Submit within 21 days of receipt of a validated OER)

• Prepare a Communication to the Board

• Submit a Personnel Record Review Board (PRRB) Application

• Submit a Board for Correction of Military Records (BCMR) Application


WHAT BOARDS CONSIDER(PERSMAN 14.A.3.a)

• Performance

• Professionalism

• Leadership

• Education

• Commandant’s Guidance

• Board Precept

OER

CG-4082 and Official Transcripts

COMDT’s Guidance for Promotion Year

CG PSC Memo to Board President


SELECTION BOARD/ PANEL FEEDBACK• Comprehensive Description of Duties critical • Watch acronym use and clichés (“Hit the deck running.”)

• Don’t write “Concur with Supervisor” & fill in bubble

• Review COMDT’s Guidance prior to drafting an OER

• Reviewer Comments

– Optional/Mandatory comments provide value and validity when documenting observed performance and/or conduct.


• Ensure follow through with projects and PG programs

• Do not be vague with recommendation

• Comparison scale not consistent with “Potential” section

• Emphasize attainment of qualifications

• Specifics are better than superlatives

SELECTION BOARD/ PANEL FEEDBACK


OER STATUS IN CG CENTRAL

Check Individual OER StatusClick on “My Workspace” TabLook in the “My Readiness”

WindowClick on “Regular Evals”


Check Unit

OER StatusClick on “Units” TabLook in “Unit Measures” WindowUnder the “People” category, scroll down and select “View More People Measures” Scroll down again and next to “Regular Evals”, select “Detail”

OER STATUS IN CG CENTRAL


RESOURCESPERSMAN CH.10.A. PERSMAN CH.14

COMDT’S GUIDANCE TO BOARDS/PANELS

OER ADMINISTRATORS

ALCGOFF 024/09ALCGOFF 036/09ALCGOFF 008/09ALCGOFF 037/08ALCGOFF 001/08ALCOAST 092/08ALCOAST 199/08

OER Digital Signature Instructions: http://www.uscg.mil/opm/Opm3/Digital-Signatures.asp

(Change 41)

CG Central (My Workspace > Career Management > Officer > Promotions)

NEW OER FORMS & DIGITAL SIGNATURES 2008 OES REVIEW 2009 OER SUBMISSIONS PRIMARY DUTY ALIGNMENT & OERS OER STATUS IN CG CENTRAL W4 CONTINUITY OERS EMAILING OERS AS A PDF (2/3 of all OERs are now emailed)


IMPORTANT TIPS• Maintain a personal OER file

• Update Record of Professional Development (CG-4082) before Promotion Boards. Advanced education at the top!

• When writing an OER, save an “unlocked” version before digitally signing

• Don’t delay submission

• Verify validated OERs: Direct Access: Home> Self Service> Employee> View > My Employee Review

• Review HQ PDR or request a scanned copy: http://www.uscg.mil/cgpc/adm/adm3/

Commander, Personnel Service CenterPSC (ADM-3) - MS 7200

US Coast Guard4200 Wilson Blvd, Suite 1100

Arlington, VA 20598-7200


OER EXCERPTS“Showed disrespect and contempt toward senior in front of all hands by refusing to salute CO & storming off upon receiving award that was lower than what SNO expected.”

“Inexplicably disappeared for long periods of time…”

“OES responsibilities were not met, turned in 6 positive bullets of performance for 6 month period, readily recognized lack of performance when addressed.”

“Good appearance in/out of uniform.”

“…planned unit tour for local schools, included dressing in Antarctic penguin costume…”

“…blatant disrespect for uniform standards by not having rank insignia on garrison cover and wearing ODU belt with trops uniform.”

“On more than one occasion was found asleep by EO in various locations about unit.”


OPM-3 CONTACT INFORMATION

http://www.uscg.mil/opm/

Email OER Questions: [email protected]

Email OERS as a PDF: [email protected]

(202) 493-1652 / 1653 / 1654 / 1655/ 1656

Reserve OER’s (rpm): (202) 493-1706

officer evaluation system

Documents

atu2008 avg

sign oer

oer administrator

o1o2provide oer input

reviewer signs oer

new supervisorinitiate

high level of performance

cg officersbelow standard