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 2

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 3

RECOGNITION Rewards Extraordinary Performance Fuels Motivation Promotes Strong Morale 4

–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 5

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” 6

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 …” 7

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 8

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 9

Awards Administrative Details –References Awards Manual (SECNAV INST G) NAVADMIN 251/02 –Lead Time & Timeliness –Types (Specific action vs. Period) –Confidentiality of process –Follow up 10

EVAL/FITREP Purpose –Communicate Performance Assessment –Provide Guidance –Receive Feed-back –Performance Planning –Brief Selection Boards Reference –BUPERSINST

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 12

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 13

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 14

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 15

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 16

FITREP Guidance on Trait Grades –Meanings and Examples on Form –Reporting Seniors Trait Average is Reference –Most should be in the range 1.0 and 5.0 are extremes –Available Data - Exam Performance Sheets 17

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 18

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 19

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 20

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 21

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…” 22

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 24

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 Memorandums 25

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, …