Performance Feedback

Overview Definition / Objective Types of Feedback Feedback Process Rater Errors Avoiding Rater Errors Requirements Feedback Forms

Definition of Performance Feedback Definition: Formal, private, written communication between the ratee and rater about the rater’s expectations and standards and the ratee’s responsibilities and performance. (AFI 36-2406)

Objective of Performance Feedback Objective: To direct or establish performance related communication - Face-to-face feedback - Learn strengths and weaknesses - Clarify confusion and set expectations

Objective of Performance Feedback Requires supervisor to: Discuss objectives, standards, behavior, and performance with the ratee Provide a written progress report before and after an official evaluation is due

Types of Feedback Day-to-Day

Types of Feedback cont’ Performance Feedback Session - Scheduled - Documented

Feedback Process Performance Feedback Notice (PFN) Tue Jan 7 11:55:09 CDT PERSONAL DATA -PRIVACY ACT OF 1974 To: 20 MISSION SUPPORT SQ/MSMA MADDUX AFB GA 31622 ATTN: 2LT J. DOE 987-65-4321 OFFICER TRAINING SCHOOL STUDENT WING SUBJ: RATER INITIAL/FOLLOW-UP PERFORMANCE FEEDBACK NOTIFICATION 1. RECORDS INDICATE YOU ARE THE SUPERVISOR/RATER FOR SSGT LAVINA J. UNION. IF THIS IS INCORRECT, PLEASE CONTACT YOUR ORDERLY ROOM. 2. IF YOU HAVEN'T ALREADY DONE SO, THIS IS A REMINDER TO DISCUSS DUTY PERFORMANCE AS SOON AS POSSIBLE WITH THE RATEE AND COMPLETE THE APPROPRIATE PERFORMANCE FEEDBACK WORKSHEET (PFW) AS PRESCRIBED IN AFI 36-2403. A NOTICE HAS BEEN SENT TO THE RATEE INFORMING HER TO CONTACT YOU AND REQUEST A SESSION IF THIS FEEDBACK SESSION HAS NOT BEEN COMPLETED. 3 . PERFORMANCE FEEDBACK IS PRIVATE BETWEEN YOU AND THE RATEE. ITS PURPOSE IS TO IMPROVE DUTY PERFORMANCE. AFTER THE SESSION IS FINISHED, GIVE THE ORIGINAL, COMPLETED PFW TO THE RATEE. THE PFW WILL NOT BE MAINTAINED AS AN OFFICIAL RECORD. THIS DOES NOT, HOWEVER, PREVENT YOU FROM KEEPING A COPY FOR PERSONAL REFERENCE . 4. ADDITIONAL INFORMATION CONCERNING WHEN FEEDBACK SESSIONS ARE REQUIRED AND INFORMATION TO HELP YOU PREPARE FOR AND CONDUCT AN EFFECTIVE PERFORMANCE FEEDBACK SESSION ARE IN AFI 36-2403, CHAP 2 (FORMERLY AFR 39-62, CHAP 3, OR AFP 39-15) AND PAGE 2 OF THIS NOTICE IF YOU HAVE ANY QUESTIONS OR NEED FURTHER ASSISTANCE, PLEASE CONTACT THE EVALUATIONS OR CAREER ENHANCEMENT SECTION AT YOUR MPF . 5. THE FOLLOWING INFORMATION IS PROVIDED TO ASSIST YOU: DATE SUPERVISION BEGAN: 1 JAN (current year) DATE OF LAST EPR: 31 DEC (previous year) PROJECTED EPR DATE: 31 DEC (current year) 6. UPON COMPLETION OF INDORSEMENTS BY THE RATEE AND RATER, RETURN THIS RIP TO THE UNIT ORDERLY ROOM FOR INCLUSION IN THE RATEE'S PIF. 7. A PERFORMANCE FEEDBACK SESSION WAS CONDUCTED ON ___________(DATE). ____________________________ __________________________ (SIGNATURE OF RATEE) (SIGNATURE OF RATER) Feedback Process Performance Feedback Notice (PFN)

Feedback Process Rater receives notification from the Commander Support Staff (CSS) Schedule feedback session Complete the feedback worksheet prior to the session using AF Form 931, 932, or 724 as appropriate Conduct feedback session; focus on performance Both sign and date worksheet Make a copy for your files (give original to ratee) There should be no surprises later on the performance report

Feedback Process Rater returns copy of notification to CSS Signed by both Filed in Ratee’s Personnel Information File (PIF) Ratee is notified by MPF to contact supervisor if feedback has not been accomplished

Feedback Worksheet Privacy Feedback worksheet is private between rater and ratee May only be viewed by: Squadron Commander (for SNCO’s) Squadron Commander and rater’s rater (TSgt/below)

Rater Errors when it is not Rating performance as “outstanding” Don’t want to hurt feelings More lenient when facing ratee Applying personal standards Don’t want to impact career Middle range is where several should be

Rater Errors Halo/Horns Effect Usually the strongest impression Well-liked people get favorable ratings Disliked people get unfavorable ratings General impression of ratee as a person (not his/her performance)

Rater Errors Stereotypes Overlook improvement on past performance Limited Observation and Poor Recall Stereotypes Overlook improvement on past performance Judged on most recent experiences rather than performance during the entire period

How to Avoid Rater Errors: Exhibit the right attitude; remember the goal is to develop the individual Learn and practice good observation skills Gather & report supporting information Discriminate between relevant and irrelevant information Doing selective work sampling when direct observation is infrequent

Requirements for Performance Feedback Who Receives Feedback and When? Initial Feedback: Within 60 days of being assigned a rater Sets “ground rules” Colonel and below All Enlisted

Requirements for Performance Feedback Midterm Feedback: Midway between the time supervision began and the projected performance report AB through SMSgt 2d Lt through Lt Col Airman Basic

Requirements for Performance Feedback Follow-up Feedback: Occurs in conjunction with the close out of a performance report AB through CMSgt 2d Lt through Col Airman Basic

Initial 60 days AB-CMSgt 2Lt-Col Feedback Cycle Initial 60 days AB-CMSgt 2Lt-Col Midterm mid-way AB-SMSgt 2Lt-LtCol OPR/EPR projected close-out date Follow-up in conjunction with close-out AB-CMSgt 2Lt-Col

Requirements for Performance Feedback Cont’ Any time the “ratee” requests feedback Within 30 days of request If at least 60 days have passed since last session Any time the “rater” determines a need Good or bad feedback

Individual Form Details Performance Feedback AF Form 931, AB through TSgt AF Form 932, MSgt through CMSgt AF Form 724, Lt through Col The performance feedback worksheets have also been redesigned and compliment changes to the performance reports. And as you can see, the officers now only have one worksheet for all grades through Colonel.

AF Form 931 AB thru TSgt Front Back Here is the AF Form 931 for AB thru TSgt Front Back

Here is the AF Form 931 for AB thru TSgt

AF Form 932 MSgt thru CMSgt Front Back The AF Form 932 for MSgt thru CMSgt. The standards are the same standards found on the evaluations. Front Back

The AF Form 932 for MSgt thru CMSgt The AF Form 932 for MSgt thru CMSgt. The standards are the same standards found on the evaluations.

AF Form 724 Lt thru Col Front Back And finally, the AF Form 724 for officers. Front Back

And finally, the AF Form 724 for officers.

AF Form 931--AB thru TSgt Section IV: Performance Factors Primary/Additional Duties Standards, Conduct, Character, Military Bearing Fitness Training Requirements Teamwork/Followership Other Comments

AF Form 932--MSgt thru CMSgt Section IV: Performance Factors Primary Duties Standards: Enforcement and Personal Adherence, Conduct, Character, Military Bearing, Customs and Courtesies Fitness Resource Management and Decision Making Training, Education, Off-Education, PME, Professional Enhancement and Communication Leadership/Teambuilding/Followership Other Comments

AF Form 724--Lt thru Col Section IV: Performance Factors Job Knowledge Leadership Skills Professionals Qualities Organizational Skills Judgment and Decisions Communications Physical Fitness

AF Forms 931, 932 and 724 Block to check type of feedback Space to provide feedback on each assessment area on front and goals on the reverse Assessment areas correlate with evaluation The rater will select “Initial” if it is the initial feedback session since the purpose of this feedback is to convey performance expectations. There is space available for the rater to make comments about each standard. This form can either be hand written or typed. However, the forms will be hand signed. Feedback continues to remain as private communication between the ratee and rater. Access to feedback forms is unchanged as addressed in AFI 36-2406, Officer and Enlisted Evaluation Systems.

AF Forms 931, 932 and 724 Forms can be either handwritten or typed Supervisor required to give specific indication of performance Example AF Form 932 724 The major change to all performance feedback worksheets is the elimination of the sliding scale to assess performance. In its place are check boxes that resemble the enlisted performance ratings. You’ll notice that the Officer Performance Feedback Worksheet ratings also resemble those of the enlisted force. Since the OPR only has a meets or does not meet standard, these ratings on the PFW will allow the officer to receive in-depth feedback. During midterm feedback, and subsequent sessions, the rater will have to select from “Does Not Meet,” “Meets,” “Above Average” or “Clearly Exceeds.” Fitness will be rated at “Does Not Meet,” “Meets” or “Exempt” with the same rules applying as for the evaluations. Feedback continues to be a privileged communication between the ratee and rater.

Summary Definition / Objective Types of Feedback Feedback Process Rater Errors Avoiding Rater Errors Requirements Feedback Forms

If you never tell your troops what’s expected you’ll frequently be disappointed with their performance Capt Tim Bazzle …and it’s your fault