Unclassified Information Brief Officer Evaluation System PSC-opm-3.

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 (opm-3)


Opm-3 Responsibilities

• OES training• Consultation (e.g., Special OERs) • Review/process all active duty OERs• Expedite OERs for Selection Boards / Post-Graduate

Panel candidates• 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 w/ comments– 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

OER - most important document in an Officer’s record!


Rating Chain

R eview erR O 's S upe rv isor

F w d to O E R A dm in is tra tor; ensu res a rr iv al a t P S C-opm -3 w ith in 45 days of "E nd of P e riod"

R eporting O fficer (R O )S upe rv iso r's S uperv isor

F w d to Rev iew e r w ith in 30 days of "E nd of P e riod"

SupervisorIn te rfaces w ith R O O frequen tlyP rov ides m a jority o f direc tion

F w d to R O 10 days a fte r "E nd o f P e riod"

R eported-O n O fficer (R O O )S ub ject o f the O E R

Inpu t due 21 days be fo re "E nd o f P e riod"


Rating Chain Responsibilities

Reported-On Officer

• Read PERSMAN – 10.A.

• Seeks guidance/feedback from Supervisor

• Use Officer Support Form (CG-5308)

• Required for O1 & O2

• Prepares Sections 1 & 13; provides OER

input to Supervisor (21 days prior to end of period)

• Seek Performance Feedback

• Reviews/signs prior to submission to

OPM-3

• Obtains copy of OER for personal files

Supervisor

• Provides direction/expectations/feedback

• Evaluates performance

• Prepares Sections 2 through 6

• Forwards OER to RO

• Initiates OER, if required


Rating Chain Responsibilities (cont’d.)

Reporting Officer

• Evaluates overall performance

• Ensures Supervisor fulfilled role

• Completes page 3

• Provides “Comparison Scale” mark

• Addresses “Leadership Potential”

• Provides performance feedback

Reviewer

• Ensures OER reflects reasonably consistent picture of performance

• Adds Comments and/or Comparison Scale, when req’d

• Conducts admin review

• Returns OER to ROO for review and signature.

• Forwards to OER Administrator; OER arrives at OPM-3 within 45 days of end of period.


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)

Timeliness of OERs

2010 58.6%

2009 60.8%


Submission Schedule

• 31Jan & 31Jul – LTJG*• 31Mar – CDR• 30Apr – CAPT, LCDR, CWO4• 31May – LT• 30Jun – CWO2• 31Jul – CWO3• 31Mar & 30Sep – ENS

*LTJG’s in-zone for next Selection Board shall use 30Jun vice 31Jul


Occasion of Report

• Annual/Semi-Annual• Detachment of ROO (Transfer)

• Change of RO

• Promotion (usually for CAPTs and CWO to LT)

• Concurrent (TDY for 60+ days)

• Special (Performance Change / NJP)

• Continuity Purposes Only (Retirement or W4s w/ one OER on file)

• Duty Under Instruction (DUINS)

Promotion OERs are rare for O5 and below; seek guidance from OPM-3

Regular OERs

Exception OERs


Forms OER• CG-5310A (W2 – O2)• CG-5310B (O3 – O4)• CG-5310C (O5)• CG-5310D (O6)

Reviewer Comments• CG-5315A (W2 – O2)• CG-5315B (O3 – O4)• CG-5315C (O5)• CG-5315D (O6)

Authorized versions of forms

(Rev. 02/09)

(Rev. 02/09)


Writing the OER(Section 1 and 2)

NO WORDING IN FULL CAPITAL LETTERSExplain scope of duties & responsibility for resources (equipment, $$, personnel, etc.)

List collateral duties (do not type “Collateral Duties”)

As listed in Direct Access or PAL

List personal awards (i.e., CG Commendation Medal dtd 17Jul10)


Description of Duties (Section 2)


Attachments

• Personal awards only (COMDT’s Letter of Commendation or higher)

– USCG and other armed services

– Certificate and Citation (with seal) are required

– Signature date must be within OER period

• Punitive Letters of Censure

• Court Memoranda


Sample OER Comment

Extremely vigilant bridge watch-stander; detected small, intermittent radar contact maneuvered ship to intercept posn prior to sunset;

resulted in interdiction of 60 migrants onboard wooden sailboat & prevented potential of loss of life due to deteriorating weather

conditions.

How well it’s done / Concise accomplishment/ Demonstrated Impact


Sample Comment (Cont’d)

How well it’s done/ Concise accomplishment/ Demonstrated Impact

Meticulously planned for Tailored Annual Cutter Trng (TACT) drills; led training team in achieving rating of “Excellent” while executing three flawless GUNEXs; played integral part in unit earning CG “E”

ribbon in navigation/seamanship for first time in 4+ yrs.


• 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.” Confuses the reader.

• Community-Specific Acronyms: “ “SCC, WWM, PSC, CFVS” – Will the Board members know what you’re trying to say?

• Restricted Comments: Ongoing investigative proceedings; non-selection by Board/Panel; PRRB/BCMR applications; medical or psychological conditions; religion; gender; color; race; ethnicity; first name; marital or family status. OER will be returned for corrections.

• Use of Personal Pronouns: He, she,...- Places unnecessary emphasis on gender. As a rule of thumb no more then 4-5 within entire OER.

• Repetitive use of same information

• White space

Avoid ...


Comparison Scale (Section 9)


Potential (Section 10 )

Mandatory Comments

• Ability to assume greater leadership roles and responsibilities

Optional Comments (Highly Encouraged)

• Assignments

• Promotion recommendation

• Graduate & Senior Service Schools

• Special Skills

RO comments

2010 OER Corrections

Error Rates2010: 36.4%2009: 17.98% 2008 : 8.1%2007 : 16.3%

2006 : 16.0%

2005 : 15.7%

Common admin errors - Date Reported: 22%

- Not Observed/Other: 10%

- Missing attachments: 8%

- Period of Rpt: 7%


Special OERs CG Persman 10-A-3(c)

Counts for Continuity

Does Not Count for Continuity

Performance of 6+ months for Officers considered for Selection Boards/Panels, extensions or continuation

Performance Notably Different

NJP, Court-Martial, or Criminal Conviction

Performance significantly different or previously unknown

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

Counts for Continuity



Contact OPM-3 before drafting


Derogatory OERsCG Persman 10-A-4(h)

• Defined As:

– “1” in any Performance Dimension, or

– “UNSAT” Comparison Scale Mark, or

– Removal from Primary Duty

• Addendum Process

– Supervisor/RO Signs OER; provides copy to ROO

– ROO has 14 days to prepare addendum (statement)

– Supervisor/RO endorse addendum; forward entire package to Reviewer for signature/processing.


ROO Options

• Prepare a “Reply”• Express your view of performance which differs from rating chain;• comments are performance–oriented;• restricted comments policy remains in effect;• submit to Supervisor within 21 days of receipt of validated OER;(Format in Chapter 10-A of CG Personnel Manual)

• Correction of Military Record• Submit application to Personnel Record Review Board (PRRB)

or Board for Correction of Military Records (BCMR) (Procedures in Chapter 14-B of CG Personnel Manual)

The “Reply” is placed in permanent record w/ OER


What Boards/Panels Consider(CG PERSMAN 14.A.3.a)

• Performance

• Professionalism

• Leadership

• Education

• Commandant’s Guidance

• Board Precept

OER

CG-4082 w/ Official Transcripts

Promotion Year

CG PSC Memo to Board President


Selection Board/ Panel Feedback

• Comprehensive description of duties is 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.


• Follow through with projects and PG programs

• Do not be vague with recommendation

• “Comparison Scale” not consistent with “Potential”

• Emphasize attainment of qualifications and licences

• Specifics are better than superlatives

Selection Board / Panel Feedback


OER Status in CG Portal

Check Individual OER Status

Goto “Business

Intelligence”


Check Personal

OER StatusClick on “Personal View” Tab




Look under“compliance tab”

OER Status (shows which OER is due)


Resources

CG Persman Chapter 10.A. CG Persman Chapter 14

COMDT’S Guidance to Boards & Panels

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

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

Change 41

http://www.uscg.mil/psc/opm/Opm1/opm-1Boards.asp

New OER forms & Digital Signatures 2008 OES Review 2009 OER Submissions Primary Duty Alignment & OERs W4 Continuity OERs Emailing OERs as .PDF fiels


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 in Direct Access: Home> Self Service> Employee> View > My Employee Review

• Review or request copy of permanent record: http://www.uscg.mil/cgpc/adm/adm3/


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 Info

Website: http://www.uscg.mil/psc/opm/Opm3/opm-3.asp

Email OER Questions: [email protected]

Email OERs (as PDF file): [email protected]

(202) 493-1652 / 1653 / 1654 / 1655/ 1621

Unclassified Information Brief Officer Evaluation System PSC-opm-3.

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