NOAA Commissioned Corps Commissioned Personnel Center

1. NOAA Commissioned Corps Commissioned Personnel Center CAPT Devin Brakob, NOAA Chief, Officer Career Management Division OER Webinar – October 2016

2. Commissioned Personnel Center RADM Score, Director NOAA Corps Commissioned Personnel Center (CPC) Policy Program ManagerSherrita Irby CPC DirectorCAPT Amilynn Adams SecretaryTrista Dunlap Deputy DirectorMonica Matthews Chief, Resource Management Division (RMD)Carolyn A. Harris Chief, Officer Career Management Division (OCMD)CAPT Devin Brakob Chief, Officer Personnel Management Division (OPMD)Katherine Raymond Assignment CoordinatorCDR Jeff Shoup HR Specialist Tracey Peterson IRM StaffKrupal ChukkaPraveen Kalva Commissioned Payroll UnitTopeka, KS Chief, Officer Recruiting BranchLT Jeffrey Pereira HR Specialist Charise Stewart Lead Military Pay TechnicianCarol Holley NOAA Corps Recruiting Officer Vacant Staff Officer LT Lindsay Morrison Financial Mgmt Specialist Yavonda Agbara Military Pay TechnicianRonald Cunningham Leadership CoordinatorLCDR Fionna Matheson HR Assistant Jerrard Baker HR AssistantVacant Financial Mgmt SpecialistKelly Jaison Chief, Medical Administration Branch LT Sharon Downey HR Assistant Gladys Faxio Officer Training Center, New London, CT CDR Keith Golden LTJG DeCastro / LTJG Gleichauf

3. OCMD Organization • Officer Career Management Division: • Recruiting: Outreach, career fairs, interviews, paperwork, guidance • Assignments: Routine, CAWG, details, emergency, the “chess board” • Training: BOTC, REFTRA, PSSO, Midgrade, Ad hoc • Evaluations (OERs): Administration, approvals, oversight, content, continuity • Billets: Descriptions, new, reviews, evolution, revision • OCMD is always available to answer questions. • Call Me • OPF Review • Career Discussion • Promotion Zone prep • Assistance with Rating Chain

4. OER Bottom Line Fitness Reports for commissioned officers (NOAA Form 56-6) are used as the primary indicator of a NOAA Corps officer's overall performance, progress, and development and are a significant factor in selecting NOAA Corps officers for promotion, assignment, and separation. Supervisors must devote proper care and attention to completing fitness reports to ensure fair, impartial, and complete evaluations.

5. OER Basics (Reporting Periods) To accommodate officer promotion and assignment processes, OER reporting periods are: • Exceptions (no waiver required) • Waivers

6. OER Basics (Exceptions) • A reporting period shall never extend beyond 18 months for annual reports or 12 months for semiannual reports. • Annual or semiannual OER submission is optional (waivers not required) if: • An OER was submitted within 182 days prior to the scheduled submission date for annual reports or 92 days for semiannual reports. • An OER will be submitted within the following 182 days of the scheduled due date for annual reports or 92 days for semiannual reports. • Officer recently PCSed and has been observed at the new unit for less than 120 days. • Detachment on PCS orders • Optional if the previous OER period ended within the last 92 days (semiannual reports) or 182 days (annual reports)

7. OER Basics (Exceptions) • Detachment or change of the Reporting Officer • Required if more than six months have elapsed since the ending date of the last regular OER or the date reported present unit, whichever is later (annual report) • Required if more than four months have elapsed since the ending date of the last regular OER or the date reported present unit, whichever is later (semiannual report) • Optional in other situations • Special OERs may be submitted for officers being considered by selection boards for promotion, extension or continuation if the period of report is at least six months and the OER will arrive at CPC not later than 45 days before the board convening date

8. OER Basics (Time Line) • Reported On Officer (ROO) • Input due 21 days before end of reporting period. ROO, do your homework – provide supervisor with all the information they need! • Supervisor • Input to RO 10 Days after the end of period. • Reporting Officer (RO) • Forward to Reviewer within 30 days of end of period. • Reviewer • Ensure properly completed OER received by CPC NLT 45 days after end of reporting period.

9. OER Basics (Input)

10. OER Basics (Input)

11. OER Basics (Input)

12. OERs - Things To Keep In Mind • The OER CAN NOT be the first time an officer is made aware of his/her good or poor performance. • Promotion board members have a lot of OERs to read. Do them a favor BE CONCISE. • Tie comments to metrics simply by using “3.a.”, “5.b.” etc., as lead-in to the comment. (e.g. “3.a., expertly planned high visibility international…. results; improved coordination of marine forecasts between…”) • Fluff is not taken kindly by board members

13. Officer Evaluation System (Principles) • Essential for giving officers feedback on performance and providing boards information for decisions on promotion, assignments, and career development. • Comments make more of an impact than scores. • Accomplishment + impacts are key • Do away with names, superfluous details, get to the point. • Potential section: Huge! • Rated Officer - Very important for promotion, special assignments, etc… • Reporting Officer - You are putting your reputation on the line that this officer can perform at the next level.

14. Examples of Documenting Performance • Not so good: • ENS Smith has always performed admirably as NAV officer aboard NOAA Ship Seagull. During this field season ENS Smith consistently ensured that all paperwork and electronic charts were corrected and track lines were set prior to departure. • Better: • Proactive completion of NAV Duties allowed additional time to research and reccomend more efficient tracks resulting in reduced transit times, addition of 4 critical sampling stations, $2K fuel savings, and improved customer service.

15. Examples of Documenting Performance • Not so good: • ENS Smith has consistently failed to perform NAV duties in a timely manner. • Better: • Time management challenges. Command provided feedback and strategies for improvement yet officer has not embraced these or improved efforts. NAV duties often late/incomplete resulting in delayed sailing on 2 separate occasions. Command initiated progress meetings to keep the officer on track, additional time management training has been scheduled.

16. Documenting Performance Differences • Sections 3-8: • Supervisor/Reporting Officer shall carefully read the standards and compare the Reported On Officer’s performance to the level of performance described by the standards. The Supervisor/Reporting Officer shall take care to compare the officer’s performance and qualities against the standards - not to other officers and not to the same officer in a previous reporting period. • In the “comments” block following each evaluation area, the Supervisor shall include comments citing specific aspects of the Reported On Officer’s performance and behavior for each mark that deviates from a four.

17. Documenting Performance Differences • Section 9: • Reporting Officer shall circle the number that most closely reflects the Reporting Officer’s ranking of the Reported On Officer relative to all other officers of the same grade the Reporting Officer has known. • This section represents a relative ranking of the Reported On Officer, not necessarily a trend of performance. Thus, from period to period, an officer could improve in performance but drop a category. • No specific comments are required to support the Reporting Officer’s judgment in this section.

18. Documenting Performance Differences • Section 10: The Reporting Officer shall comment on the Reported On Officer’s potential for greater leadership roles and responsibilities in the NOAA Corps. • Reported On Officer - Very important for promotion, assignments, etc. • Reporting Officer - You are putting your reputation on the line. • Comments in this section reflect the judgment of the Reporting Officer and may include, but are not limited to, the following: • Qualification to assume the duties of the next grade • Specialties or types of assignment, such as command, for which the Reported On Officer is qualified or shows aptitude • “LCDR Smith is ready to assume command of a NOAA Fisheries vessel in next sea assignment” • Recommendations for selection to a senior service school, LCDP, advanced training, etc. • Special talents or skills (or lack of) such as seamanship or airmanship, etc.

19. OER Basics (Checks and Restrictions)

20. OER Extras

21. OERs – Digital Signatures • Four parts of legal and valid digital signature: • Shows as VALID when clicked • Tied to a 10 digit DOD ID # (CAC card) • Date/Time Stamp • Printed name • Proper Form (CPC website) • Locks scores and comments above digital signature • Old form can be edited • 10 digit DOD ID # is PII • Non-sensitive by itself • Sensitive when tied to Ratings • ACCELLION or other secure means • Cyberflash dated 5 February 2016

22. OERs - Digital Signatures • Accellion required • Only legal form is on the CPC website • Looking to get the form rev updated • Signing issues (online, saved to desktop, etc)

23. One Page ENS-LTJG OERs

24. One Page ENS-LTJG OERs

25. OERs - Resources • The CPC Officer Evaluation System Webpage: • Officer Evaluation System Manual • NOAA Corps Leadership Development Framework • "Top Ten" Tips for Ensuring OERs will clear CPC Review • “Supervisors Guide to NOAA Corps Officers” • The Art and Science of OER Writing • Liaison Officer – Key assistance, use them! • Chief OCMD • Chief.CareerMgmt.CPC@noaa.gov • OCMD Staff Officer • OER.CPC@noaa.gov Review drafts, brainstorm comments, assess options, work w/liaisons and civilian supervisors, etc.

26. CPC Contacts • CPC Director • CAPT Amilynn Adams • director.cpc@noaa.gov 301-713-7711 • amilynn.adams@noaa.gov • Officer Personnel Management Division • Katherine Raymond • katherine.raymond@noaa.gov 301-713-7732 • Policy Program Manager • Sherrita Irby • noaacorps.policy@noaa.govOffice: 301-713-7729 • Career Management Division • CAPT Devin Brakob • chief.careermgmt.cpc@noaa.gov Office: 301-713-7748 • devin.r.brakob@noaa.gov Personal Cell: 240-751-8966 or Work Cell: 301-873-2743