Transcript EPR References, Rules and Techniques
UNCLASSIFIED
PERFORMANCE REPORTS
Supt, Board Secretariat
UNCLASSIFIED
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OVERVIEW
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Enlisted Performance Report (EPR) Rules
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Officer Performance Report (OPR) Rules
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Promotion Recommendation Form (PRF) Rules AFI36-2406 eff 1 Jul 2000
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OES/EES REFERENCES
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AFI 36-2406, Officer and Enlisted Evaluation Systems
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www.afpc.randolph.af.mil/evaluations
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www.afpc.randolph.af.mil/offprom www.afpc.randolph.af.mil/eprom
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AFPam 36-2404, Guide to the USAF OES
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OPR / EPR RULES
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When Accomplished
• • •
Annually/Initial CRO (supv chgs as results of PCS/A, etc) Directed By
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Norms
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120 Days Supervision, Within 1 yr of promotion board, or
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None since last promotion board On / Off Control Roster
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OPR / EPR RULES
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Referral Reports
• • • •
Must serve member Member has 10 calendar days to reply to next evaluator in chain of command Member’s reply -- limited to 10 pages
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Must state “I have carefully considered _____’s comments to the referral memo of (date) and…” If next evaluator marks down more…must refer again to member
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OPR / EPR TECHNIQUES
(WEAKNESSES)
• • • • • •
Vague job description Generalities Jargon, techno-babble, unknown acronyms(when in doubt, spell it out) Text reiterates job description Absence of quantification, results, impact Lack of stratification
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OPR / EPR TECHNIQUES
(STRENGTHS)
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Hard-hitting, fact-filled statements
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Clearly communicated scope of responsibility
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Specifics
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Examples of leadership
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Strong active statements
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OPR / EPR TECHNIQUES
(STRENGTHS)
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Clear mission impact
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Quantify…show results, facts, value, savings
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Next job & resident PME
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Enlisted only: clear promotion recommendation
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Now……this board…..1999….First time eligible
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Bottom line: how did the person make a difference or have an impact???
OPR TECHNIQUES
Factors to Consider--Job Title/Duty Description 9
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Job Titles / Duty Descriptions very important
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Convey progression in career field
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Convey scope/level of responsibility
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Show evidence of successful leadership test
INSIGHT: absent distinctive achievement, job title/duty description can be effective impact discriminator
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OPR TECHNIQUES
(Writing Tips)
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Mechanics…bullets, emphasis on results / impact
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Put strongest on back--make it stand out!
Negative perception with lots of white space
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Assess and stratify…be judicious, consistent
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Support with appropriate push--be consistent!
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Review job title/descriptions
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Show progression, scope/level of responsibility
INSIGHT: limited board time places premium on making the important points easy to see!
OPR TECHNIQUES
Back of the Form
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Front sections--limited value as a discriminator
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Back of form carries the most weight
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Opportunity to “speak to the board” Emphasis on stratification, pushes
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Make the officer come alive
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It is critical to differentiate--distinctions are becoming finer
Objective: Not to make every record promotable but to
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give you tools to ensure the right officers get promoted!
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OPR TECHNIQUES
Factors to Consider--Recommendations
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Consistency
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Review previous recommendations
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Another form of stratification…CC vs Ops
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Deputy Gp/CC vs Group Commander!
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Now can recommend two jobs in sequence
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Squadron Command next, SSS, then OSD!
Appropriate to member’s grade
THE PRF/ROP RELATIONSHIP
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PRF a temporary part of Record of Performance…captures career highlights
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Adds SR’s personal knowledge / assessment Will not generally stand on its own
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ROP is complete record of impact, stratification, and support from day 1!
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Will normally stand on its own 13
INSIGHT: should be some ROP/PRF congruency
PRF WRITING TIPS
Mechanics 14
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Same as OPR…bullets, emphasize results/impact
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One line, hard-hitting bullets are best
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Balance…2-3 bullets should be in current job
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Chronological PRFs easiest to follow
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Ensure PRF word picture is accurate
The PRF: your 30-second briefing to the board on your officer’s promotion potential!
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PRF WRITING TIPS
Mechanics
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Assess and stratify…be judicious, consistent
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Support with appropriate job and PME pushes
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Conversational DP--for records with notable weakness, explain why promotion is still a must
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Work Ps harder than the DPs
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Stratify “Promotes” clearly
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Word changes after MLR OK--even necessary!
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DP PRFs
Factors to Consider
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DP is a clear discriminator to board
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Integrity of DP is paramount
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ROP should justify award of “DP” or...
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Address obvious detractors in narrative
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Award Small Group Size “DPs” judiciously…boards recognize these as “non-competitive”
INSIGHT: DP is NOT Automatic Promotion!
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WHAT THE BOARD SEES
Professional Development
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PME / AAD can significantly impact board decisions
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SECAF MOI tries to keep AAD in perspective
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But so many quality records have it….
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Remarkable when missing
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OPTEMPO argument lacks weight
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Majority in high OPTEMPO environment have completed AAD
INSIGHT: lack of PME/AAD can negate a DP
WHAT THE BOARD SEES
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Obvious detractors: No PME/AAD, weak OPRs, DOS
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Strong, clear trends of rater stratification / support
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Most recent trend of stratification
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Trend of job / school recommendations
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SR ownership / enthusiasm for ratee
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Duty titles / job descriptions that convey progression, scope of responsibility
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Often differentiate impact
WHAT THE BOARD SEES
Board Insights 19
• • •
“DPs” should only go to “DP quality” records
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Indicate awareness of unique situations “DNP” PRFs: Explain exactly “Why Not” Stratify rankings…but do so consciously
• • •
Highlight significant achievements…previous BPZ Chronological PRFs are easiest to follow Officers can prevent many record errors
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Letters to the board--be concise, appropriate tone
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WHAT THE BOARD SEES
Board Insights Senior Rater’s Credibility is on the Line
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Don’t stretch the truth
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Ensure PRF word picture is accurate
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Be careful about having multiple “#1s”
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Enthusiasm of PRF should match recent OPRs (especially if SR signs both)
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Few can say “best in AF”
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Positive Indicators
• • Consistent “Firewall” 5s; solid senior rater promote statements Reporting chain quantification or stratification • My #1,2, or 3 of XXX” were most impressive • Numbers beyond #3 were not as significant...unless at a large unit • Top 1% bullets firmly said Chief potential • Top 5% - 10% for those serving in grades limited to top 2% and competing for top 1% of enlisted force sent mixed signal • “One of my best” viewed as not very strong...nor very weak • It told me to look deeper • Bullets that emphasized impact to the largest of groups made the largest promotion board impact
Positive Indicators
• EPRs closest to top weighted greatest…SMSgt EPRs, so on • SSgt/TSgt EPRs showed record of sustained excellence (or not) • Comments with large group and scope of responsibility • The bigger or more diverse the better with “measurable” achievements • Leading teams outside normal chain of command • Tiger teams, etc….involvement outside normal area of AFSC expertise • “Outstanding” inspection ratings/team comments praising programs and team leadership sent a very strong message
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• Supervision over diverse personnel population • AMN/NCOs/SNCOs/civilians/volunteers/contractors
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Positive Indicators
• Decorations of MSM at regular PCS or extended tours; expected • Excellence at PME, especially if repeat winner (SNCOA/NCOA) • Education; most had CCAF/AA degree • Higher degree OK, but only strengthened an already strong record • Community
leadership
….not just participation or involvement • Top 3 organization officers, AFSA/NCOA elected officers, booster or morale club officials, community leadership positions • History of leadership positions throughout a career was a big plus • Awards served as discriminators between outstanding people • Pointed to or quantified the “best of the best” • SSgt/TSgt awards says person dedicated to excellence early in career • Annual career field awards at MAJCOM/AF viewed very favorably
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Positive Indicators
• Consistent job and career progression across a wing…. across MAJCOMs...and across the Air Force (other bases) • Serving in jobs normally filled by Chiefs • Special duty assignments or jobs also served as delineators • As long as time spent in these duties was not excessive • Different jobs helped expand abilities and contributions to the Air Force • First sergeant, recruiters, MTIs, MTAs, PME instructors/commandants
Not So Positive Indicators
• Obvious 4 or lower EPR or 5 EPR with front side mark downs • EPRs
without
Senior Rater Indorsement • Board being told “don’t promote”…and none were • Further back from top the “not so good” EPR...better the score • If EPRs closer to top showed an appropriate turnaround • Senior raters (SRs) with multiple #1s • We could understand perhaps two #1s over a year with different report close out dates….but actually saw some SRs with half a dozen #1s • Those with many years at same base • Did not show much desire to broaden career perspective
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• Too much time at jobs with little or no supervision/leadership • Those that choose to remain in one-deep slots beyond normal tours
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Not So Positive Indicators
• No decoration after tour or lower than “normal” decoration • Levels of decorations beyond (or below) norm throughout career • EPRs with lackluster duty achievements or accomplishments • No CCAF Degree; indicated lack of self-improvement desire • Innovatively worded job titles, job descriptions, decoration citations • Flowery titles meant little...its what’s done on the job that really counts • AFSC or profession specific terms caused some difficulty • There can not be someone from every AFSC on every panel
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Other Personal Tidbit
• I very much disliked “witty” writing styles • “My top draft choice…or my quarterback” • “Gets touchdown, home-run every time...MVP” • “My pinch-hitter in the clutch” • Comments like these did not set the professional tone I would expect in the official records of individuals competing for the top enlisted grade of our nation
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EPR EXAMPLES
(W) - Aggressively ensure applications are submitted within Air Force guidelines and time (S) - Aggressive management of maintenance inspection resulted in 99% up-time rates - USAFE ORI “outstanding” in equipment reliability
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EPR EXAMPLES
(W) - Led subordinates to improve leave processing by establishing a system whereby leaves can be processed via telephone (S) Turned around “broken” leave processing system…paperwork simplified, automation maximized…accountability rates now over 90%
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OPR EXAMPLES
(W) - Great job handling several unit change-of command ceremonies…attention to detail evident (S) - Protocol ace--orchestrated four squadron change-of command ceremonies…all picture perfect, wing/cc said “best seen”
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OPR EXAMPLES
(W) - Great job planning largest deployment exercise to date. Passenger flow, beddown and training maximized (S) - Crucial planner in 600 person deployment exercise- wing’s largest to date. Pax flow, beddown flawless, training effectiveness up 15%
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OPR EXAMPLES
Last Lines (W) - Among my best, professional and dedicated…ready for MAJCOM staff and resident PME (S) Top 2% of all officers I’ve known- extraordinary leader- no job too tough…joint duty now then ACSC (S) - #1 major in this wing--mature, visionary, natural leader. ACSC now then tough joint job!
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PRF EXAMPLES
Opening Lines
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(S) Pure Platinum! Mike’s proven he can star in any job / master any challenge--most dedicated I’ve ever seen -- Shines in competition--ROTC DG; SOS DG and Outstanding Contributor; top-third graduate at ACSC
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(S) - Jane is my top major, my #1 support SQ/CC; a franchise player even better than her awesome record -- DG top 2% ACSC, DG Adv Comm Officer Trng; ‘94 PACAF CGOY, Honors/4.0 GPA AFIT MA
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(W) - Joe has risen to the top in every assignment…praise abounds for this outstanding officer and chaplain
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PRF EXAMPLES
Last Lines
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(S) - None better, period. Destined for top command and technical duties--Definitely Promote, pick for NWC!
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(S) - My #1 choice for Lt Col, 150% ready- definitely promote now! Must be a flying Sq/CC--then NWC
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(W) - Superb capable leadership coupled with precious breadth of experience--promote
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(W) - Accelerated Protestant program and worship service; increased chapel attendance in time of downsizing
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THOUGHTS
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You must teach Flt/CCs and SNCOs how to write EPRs / OPRs / PRFs effectively
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Focus on impact / results
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Efficiency, savings, time, money
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Final lines of EPRs / OPRs / PRFs crucial
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Include all relevant recommendations
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THOUGHTS
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Specify:
• • •
Resident PME vs actual school Special programs….AFIT/intern Command…if appropriate Stratify
• • •
ID relative standing if significant My #1...My best...Top 1%...Best seen… #1 of 24 IPZ elig, #2 of my 270 Majors…
THOUGHTS
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Assess your officers…independent of boards
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Know the top, 2nd, 3rd level rankings
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Review entire record when doing OPRs, PRFs
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At least, know what you said last year!
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Know Professional Development requirements
Don’t be among the hundreds of “I didn’t know / realize” appeals we review every year!
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TIME FOR A 10 MINUTE BREAK!
(if required)
THE OFFICER EVALUATION SYSTEM
(OES)
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FEEDBACK
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PERFORMANCE PROMOTION
• • •
OUTLOOK OPORTUNITY / SELECTION MLR AND BOARD PROCESS
Not everyone is your #1 Major How to tell the Selection Board and the officer
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OFFICER PERFORMANCE FEEDBACK
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Private and Informal Feedback
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AF Requirement and foundation of OES
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Provides officer with “how’s it going”
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Form is NOT retained in records
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Only date of feedback is placed on OPR
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Provides performance expectations and results
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OFFICER PERFORMANCE REPORT
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Tool to document performance / achievement
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Comments only from rater/additional rater
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Review by Senior Rater
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Permanent part--Record of Performance (ROP)
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Some early confusion--resolved over time
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Veiled promotion statements
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PME, next job recommendations
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PROMOTION RECOMMENDATION FORM
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New tool--highlights career achievements
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Sr Rater opportunity to communicate to board
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Prepared only before promotion board
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Not a permanent part of ROP
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All important: DP, P, DNP recommendations
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DP a powerful indicator, but not a sure bet
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P select rate “controlled”...ensure acceptability
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PROMOTION OUTLOOK
The Reality of the “Promotion Pyramid” 10 Cols 28 Lt Cols 45 Majors 86 Captains 97 1st Lieutenants 100 2nd Lieutenants
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PROMOTION OPPORTUNITY
“Definitely Promote” IPZ/APZ Allocations PROMOTION TO: DEFINITELY PROMOTE ALLOCATIONS 65%
40%
45% 25%
PROMOTION TIMELINES
Officer vs Enlisted 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 2LT 1LT CAPT MAJ LT COL 2yrs 4yrs 11.33yrs 16.25yrs COL 21.5yrs AB Amn A1C SrA SSgt TSgt MSgt SMSgt CMSgt 5yrs 1.25yrs 3yrs 6.8 yrs 14.1yrs 16.5yrs 19.8yrs 21.9yrs
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PROMOTION OPPORTUNITY
“Promote” PROMOTION TO: IPZ LIKELIHOOD OF PROMOTION 40% 35% 25%
MLR VS CENTRAL BOARD
FUNCTION: COMPOSITION:
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WHAT THEY 47 SEE:
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MLR REVIEW ALL I/APZ PRFs FOR QUALITY REVIEW; AWARD AGGREGATE AND CARRY OVER DPs
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USAFE SENIOR RATERS; NON-LINE INCLUDES A CORPS REP
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CURRENT PRF; ALL OPRs/TRs; DUTY HISTORY BRIEF (AAD NOT MASKED)
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CENTRAL BOARD SELECT OFFICERS FOR PROMOTION BROAD SPECTRUM OF LINE OFFICERS, MIRRORS ELIGIBLES; NON-LINE INCLUDES A CORPS REP CURRENT PRF; ALL OPRs/TRs; DEC CITATIONS; ART 15/COURTS MARTIAL; LETTERS TO BOARD; DUTY HISTORY BRIEF (AAD MASKED FOR MAJ)
48 ROES:
MLR VS CENTRAL BOARD
MLR
• • •
DISCUSS PRFs AND RECORDS OPENLY CAN DISCUSS OFFICER IF PERSONAL KNOWLEDGE CAN MAKE PHONE CALLS TO GATHER INFO
• •
CAN MARK/PLACE STICKERS IN RECORD CAN REMOVE RECORD FROM TABLE FOR CHANGE CENTRAL BOARD
• • • • •
NO DISCUSSION, UNLESS RESOLVING SPLITS OR TIES NO PHONE CALLS CANNOT MARK/ PLACE STICKER ON RECORD RECORDS CANNOT LEAVE THE TABLE NO PERSONAL KNOWLEDGE OF OFFICER PROVIDED TO MEMBERS
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Promotion Board Anomalies
- Every board has seemingly inexplicable results - “DP” Non-Selects - “P” Selects Below or Above the zone - Outcome is puzzling to many -- 600 officers/yr solicit Non-Select Counseling -- Senior Raters have questions, too Insights from Promotion Boards/Non-Select Counseling Can Provide Some Answers
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On Closer Look
Obvious “DP”/ROP disconnects - “DP” PRF on clearly inferior record - “DP” PRF on average record lacking PME/AAD - Notable drops in stratification, support - May be unintentional…rating chain not reviewing officers’ records!
After that: DIFFERENTIATION becomes increasingly difficult!
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Factors to Consider Achievement/Impact
Fact: few officers’ achievements truly stand out - Exceptions: -- Combat...significant contingency participation -- Functional or unit awards and recognition -- Distinguished graduate distinction -- Competitive selection for CC opportunity INSIGHT: most often, the best that can be said about impact: “good, but not distinctive.”
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Factors to Consider Rater Ownership/Stratification
- Stratification: Relative Rating of Officers - Levels of Stratification Emerging -- Top My #1 of 12…Finest officer ever known - 2d Level…top 10%er!
- 3d Level…one of my best - Lowest level…Outstanding, Superior, etc INSIGHT: stratification, used full spectrum; very useful message to promotion boards
Factors to Consider Recommendations
PME/Job “pushes” reinforce stratification -- CC vs Ops Officer - Ownership/enthusiasm convey rater conviction -- My #1 pick for command! or...
-- Ready for Command (Less push) - Jim’s finest officer I’ve seen in 25 yrs…#1 or - Jim’s an effective officer (Least Push)
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INSIGHT: while ownership/enthusiasm enhance the report, PME and job pushes add differentiation!
HELPFUL HINTS
Examples of Inappropriate PRF Comments 54
• • • • • • •
"My #1 squadron commander”...another Lt Col had received a "DP" "My best Logistics Group Commander”...senior rater only has one
LG commander
"Has the experience and ability to be a regional CINC"...veiled
promotion recommendation to a grade higher than which he's being considered
"Received a "DP" BPZ two consecutive years”...cannot make
reference to previous PRF ratings
Top 1% of all my Majors -- senior rater gave out 2 DPs
already….must have 300 Majors in wing to make this statement!
“Member respectfully requests non-consideration for promotion”...it
is not the senior rater’s role to inform board of member’s desires
“Attended AFIT and ISS in residence”…cannot mention attendance
to/completion of ADD or PME, unless significant accomplishment
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SUMMARY OF OES/EES CHANGES
• • • • •
PROMOTION OPPORTUNITY RISING / BOARDS ACCELERATED MORE DEFERRED CAPTS CONTINUED NO SEP PAY FOR OFFICERS TWICE NON-SELECTED BECAUSE THEY COMMUNICATED TO BOARD BG (S)/(SEL) FOR SIGNATURE BLOCK ON PRFs / OPRs / EPRs GRADE APPROPRIATE, MULTIPLE ASSIGNMENT RECOMMENDATIONS
NOW ALLOWED
ON OPRs