DCIPS Performance Evaluation Administrative Reconsideration Guidance These slides should be used in conjunction with the “Army DCIPS Performance Evaluation Administrative Reconsideration Guide”. October 2012

A technical guide and sample templates supplements this information Guidance Purpose This brief provides guidance pertaining to the performance evaluation administrative reconsideration process and the related activities completed by: Army or Command Performance Management Performance Review Authorities (PM PRA’s) Reviewing/Rating Officials Employees A technical guide and sample templates supplements this information This guidance is only a supplement to AP-V 2011 and Performance Management Handbook and relevant policies published by the Army.

Administrative Reconsideration Process The administrative reconsideration process is the exclusive process by which DCIPS employees may challenge their Evaluation of Record The administrative reconsideration process may not be used to challenge a midpoint review, an interim assignment report of performance, or individual ratings for objectives or elements

Administrative Reconsideration Guidance Informal Administrative Reconsideration Optional Formal Administrative Reconsideration Avenues of Redress Command PM PRA Army PM PRA All timelines are in calendar days and must be enforced accordingly Organizations should establish a tracking mechanism to ensure compliance with policy Notes: 1) EEO complaints shall be processed using standard EEO complaint process 2) Whistle blower reprisals shall be addressed via the DoD Administrative Grievance System or Army Inspector General process There are two separate processes for an administrative reconsideration – the informal and formal processes. In accordance with APV 2011 Enclosure 2, para 8, allegations that a performance rating was based on prohibited considerations such as race, color, religion, sex, national origin, age, physical or mental disability, or reprisal; on prohibited personnel practices; may not be processed through the reconsideration process they should instead be processed through the EEO discrimination complaint procedure. Employee must choose which forum to use to raise the issue. This issue may not be raised in both forums. Protection on whistle blower reprisal may not be processed through the reconsideration process either and shall be processed through the Administrative Grievance System (DoD Instruction 1400.25, SC 771), the Army Inspector General, etc.

Informal Reconsideration Process Rating/Reviewing Official coordinates update of rating and evaluation in the PAA with Data Administrator Approved Reviewer renders a decision in coordination with the lowest level PM PRA and Rater Employee challenges performance evaluation Employee’s rating remains unchanged Within 5 calendar days after receipt of informal reconsideration request [Extensions NOT Authorized] Within 5 calendar days of receipt of Performance Evaluation [Extensions NOT authorized] Commands may establish procedures and an administrative tracking mechanism to ensure compliance with established timelines as stated in DoDI 1400.25, Volume 2011 para 9c. Disapproved Employee may request formal reconsideration through Command PM PRA Within 10 calendar days of informal reconsideration decision [Extensions NOT Authorized]

Formal Reconsideration Process – Command PM PRA Informal reconsideration request denied Or Upon employee’s initial receipt of the Performance Evaluation Employee can request opportunity to personally address the Command PM PRA Rating/Reviewing Official coordinates update of rating and evaluation in the PAA with Data Administrator Employee submits written request to Command PM PRA with copy to: Rating Official Reviewing Officials Organizational PM PRA Servicing CPAC Advisor Approved Command PM PRA confers with Rating/Reviewing Official and Organizational PM PRA during formal process and renders written decision Command PM PRA reviews reconsideration Command PM PRA reconsideration authorities cannot be delegated to the organizational PM PRA level. Reviewing Officials are responsible for ensuring the organizational PM PRA is apprised of any informal/formal reconsideration requests and must be kept informed through out the process. Commands may establish procedures and an administrative tracking mechanism to ensure compliance with established timelines. Within 15 calendar days of receipt of request May extend deadline another 15 calendar days if necessary Employee may request formal reconsideration from Army PM PRA Within 10 calendar days of receipt of Performance Evaluation Disapproved Requests for reconsideration may be rejected for noncompliance with requirements and/or timelines

Formal Reconsideration Process – Army PM PRA Formal Command PM PRA reconsideration request not supported Rating/Reviewing Official coordinates update of rating and evaluation in the PAA with Data Administrator Employee submits written request to Army PM PRA through Command PM PRA Army PM PRA reviews reconsideration Army PM PRA renders written decision through Command PM PRA Employee rating remains unchanged Approved Within 7 calendar days of receipt of Command PM PRA Decision Commands may establish procedures and an administrative tracking mechanism to ensure compliance with established timelines. Refer to DCIPS Reconsideration and Clerical Corrections User Guide on Army DCIPS Website at http://www.dami.army.pentagon.mil/site/dcips/docs/Lifecycle/ER/DCIPS%20Reconsideration%20and%20Clerical%20Corrections%20User%20Guide%20[March%202010].pdf Within 15 calendar days of receipt of request May extend deadline another 15 calendar days if necessary Army PM PRA decision is final Disapproved Requests for reconsideration may be rejected for noncompliance with requirements and/or timelines

References DoDI 1400.25-V2011, Performance Management, August 14, 2009 (incorporating change 1, January 15, 2010) DoDI 1400.25-V771, Administrative Grievance System, December 1996 AP-V 2011, Performance Management, July 2011