EPR References, Rules and Techniques

1
UNCLASSIFIED
PERFORMANCE REPORTS

Supt, Board Secretariat
UNCLASSIFIED
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OVERVIEW

• Enlisted Performance Report (EPR) Rules
• Officer Performance Report (OPR) Rules
• Promotion Recommendation Form (PRF) Rules
• AFI36-2406 eff 1 Jul 2000

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OES/EES REFERENCES

• AFI 36-2406, Officer and Enlisted Evaluation
  Systems
• www.afpc.randolph.af.mil/evaluations
• www.afpc.randolph.af.mil/offprom
• www.afpc.randolph.af.mil/eprom
• AFPam 36-2404, Guide to the USAF OES

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OPR / EPR RULES

• When Accomplished
• Annually/Initial
• CRO (supv chgs as results of PCS/A, etc)
• Directed By
• Norms
• 120 Days Supervision,
• Within 1 yr of promotion board, or
• None since last promotion board
• On / Off Control Roster

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OPR / EPR RULES

• Referral Reports
• Must serve member
• Member has 10 calendar days to reply to next
  evaluator in chain of command
• Members reply -- limited to 10 pages
• Must state I have carefully considered _____s
  comments to the referral memo of (date) and
• If next evaluator marks down moremust 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)

• Hard-hitting, fact-filled statements
• Clearly communicated scope of responsibility
• Specifics
• Examples of leadership
• Strong active statements

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OPR / EPR TECHNIQUES(STRENGTHS)

• Clear mission impact
• Quantifyshow results, facts, value, savings
• Next job resident PME
• Enlisted only clear promotion recommendation
• Nowthis board..1999.First time eligible
• Bottom line how did the person make a
  difference or have an impact???

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OPR TECHNIQUESFactors to Consider--Job
Title/Duty Description

• Job Titles / Duty Descriptions very important
• Convey progression in career field
• Convey scope/level of responsibility
• 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)

• Mechanicsbullets, emphasis on results / impact
• Put strongest on back--make it stand out!
• Negative perception with lots of white space
• Assess and stratifybe judicious, consistent
• Support with appropriate push--be consistent!
• Review job title/descriptions
• Show progression, scope/level of responsibility

INSIGHT limited board time places premium on
making the important points easy to see!
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OPR TECHNIQUESBack of the Form

• Front sections--limited value as a discriminator
• Back of form carries the most weight
• Opportunity to speak to the board
• Emphasis on stratification, pushes
• Make the officer come alive
• It is critical to differentiate--distinctions are
  becoming finer

Objective Not to make every record promotable
but to give you tools to ensure the right
officers get promoted!
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OPR TECHNIQUESFactors to Consider--Recommendation
s

• Consistency
• Review previous recommendations
• Another form of stratificationCC vs Ops
• Deputy Gp/CC vs Group Commander!
• Now can recommend two jobs in sequence
• Squadron Command next, SSS, then OSD!
• Appropriate to members grade

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THE PRF/ROP RELATIONSHIP

• PRF a temporary part of Record of
  Performancecaptures career highlights
• Adds SRs personal knowledge / assessment
• Will not generally stand on its own
• ROP is complete record of impact, stratification,
  and support from day 1!
• Will normally stand on its own

INSIGHT should be some ROP/PRF congruency
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PRF WRITING TIPSMechanics

• Same as OPRbullets, emphasize results/impact
• One line, hard-hitting bullets are best
• Balance2-3 bullets should be in current job
• Chronological PRFs easiest to follow
• Ensure PRF word picture is accurate

The PRF your 30-second briefing to the board on
your officers promotion potential!
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PRF WRITING TIPSMechanics

• Assess and stratifybe judicious, consistent
• Support with appropriate job and PME pushes
• Conversational DP--for records with notable
  weakness, explain why promotion is still a must
• Work Ps harder than the DPs
• Stratify Promotes clearly
• Word changes after MLR OK--even necessary!

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DP PRFsFactors to Consider

• DP is a clear discriminator to board
• Integrity of DP is paramount
• ROP should justify award of DP or...
• Address obvious detractors in narrative
• Award Small Group Size DPs judiciouslyboards
  recognize these as non-competitive

INSIGHT DP is NOT Automatic Promotion!
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WHAT THE BOARD SEESProfessional Development

• PME / AAD can significantly impact board
  decisions
• SECAF MOI tries to keep AAD in perspective
• But so many quality records have it.
• Remarkable when missing
• OPTEMPO argument lacks weight
• Majority in high OPTEMPO environment have
  completed AAD

INSIGHT lack of PME/AAD can negate a DP
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WHAT THE BOARD SEES

• Obvious detractors No PME/AAD, weak OPRs, DOS
• Strong, clear trends of rater stratification /
  support
• Most recent trend of stratification
• Trend of job / school recommendations
• SR ownership / enthusiasm for ratee
• Duty titles / job descriptions that convey
  progression, scope of responsibility
• Often differentiate impact

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WHAT THE BOARD SEESBoard Insights

• DPs should only go to DP quality records
• Indicate awareness of unique situations
• DNP PRFs Explain exactly Why Not
• Stratify rankingsbut do so consciously
• Highlight significant achievementsprevious BPZ
• Chronological PRFs are easiest to follow
• Officers can prevent many record errors
• Letters to the board--be concise, appropriate
  tone

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WHAT THE BOARD SEESBoard Insights

• Senior Raters Credibility is on the Line
• Dont stretch the truth
• Ensure PRF word picture is accurate
• Be careful about having multiple 1s
• Enthusiasm of PRF should match recent OPRs
  (especially if SR signs both)
• 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...unles
  s 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

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Positive Indicators

• EPRs closest to top weighted greatestSMSgt 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
• 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

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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 dont promoteand 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
• 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 whats 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 choiceor 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
  systempaperwork simplified, automation
  maximizedaccountability rates now over 90

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OPR EXAMPLES

• (W) - Great job handling several unit
  change-of-command ceremoniesattention to detail
  evident
• (S) - Protocol ace--orchestrated four squadron
  change-of-command ceremoniesall 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--wings largest to date. Pax flow,
  beddown flawless, training effectiveness up 15

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OPR EXAMPLESLast Lines

• (W) - Among my best, professional and
  dedicatedready for MAJCOM staff and resident PME
• (S) - Top 2 of all officers Ive
  known--extraordinary leader--no job too
  toughjoint 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 EXAMPLESOpening Lines

• (S) - Pure Platinum! Mikes proven he can star
  in any job / master any challenge--most dedicated
  Ive ever seen
• -- Shines in competition--ROTC DG SOS DG and
  Outstanding Contributor top-third graduate at
  ACSC
• (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
• (W) - Joe has risen to the top in every
  assignmentpraise abounds for this outstanding
  officer and chaplain

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PRF EXAMPLESLast Lines

• (S) - None better, period. Destined for top
  command and technical duties--Definitely Promote,
  pick for NWC!
• (S) - My 1 choice for Lt Col, 150
  ready--definitely promote now! Must be a flying
  Sq/CC--then NWC
• (W) - Superb capable leadership coupled with
  precious breadth of experience--promote
• (W) - Accelerated Protestant program and worship
  service increased chapel attendance in time of
  downsizing

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THOUGHTS

• You must teach Flt/CCs and SNCOs how to write
  EPRs / OPRs / PRFs effectively
• Focus on impact / results
• Efficiency, savings, time, money
• Final lines of EPRs / OPRs / PRFs crucial
• Include all relevant recommendations

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THOUGHTS

• Specify
• Resident PME vs actual school
• Special programs.AFIT/intern
• Commandif 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

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THOUGHTS

• Assess your officersindependent of boards
• Know the top, 2nd, 3rd level rankings
• Review entire record when doing OPRs, PRFs
• At least, know what you said last year!
• Know Professional Development requirements

Dont be among the hundreds of I didnt know /
realize appeals we review every year!
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TIME FOR A 10 MINUTE BREAK!(if required)
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THE OFFICER EVALUATION SYSTEM(OES)

• FEEDBACK
• 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

• Private and Informal Feedback
• AF Requirement and foundation of OES
• Provides officer with hows it going
• Form is NOT retained in records
• Only date of feedback is placed on OPR
• Provides performance expectations and results

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OFFICER PERFORMANCE REPORT

• Tool to document performance / achievement
• Comments only from rater/additional rater
• Review by Senior Rater
• Permanent part--Record of Performance (ROP)
• Some early confusion--resolved over time
• Veiled promotion statements
• PME, next job recommendations

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PROMOTION RECOMMENDATION FORM

• New tool--highlights career achievements
• Sr Rater opportunity to communicate to board
• Prepared only before promotion board
• Not a permanent part of ROP
• All important DP, P, DNP recommendations
• DP a powerful indicator, but not a sure bet
• P select rate controlled...ensure acceptability

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PROMOTION OUTLOOKThe 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

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PROMOTION TIMELINESOfficer 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
COL
2yrs 4yrs
11.33yrs 16.25yrs
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 OPPORTUNITYPromote

• PROMOTION TO IPZ LIKELIHOOD
• OF
  PROMOTION
• 40
• 35
• 25

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MLR VS CENTRAL BOARD

• MLR
• REVIEW ALL I/APZ PRFs FOR QUALITY REVIEW AWARD
  AGGREGATE AND CARRY OVER DPs
• USAFE SENIOR RATERS NON-LINE INCLUDES A CORPS
  REP
• CURRENT PRF ALL OPRs/TRs DUTY HISTORY BRIEF
  (AAD NOT MASKED)

FUNCTION COMPOSITION WHAT THEY SEE

• 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)

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MLR VS CENTRAL BOARD
ROES

• 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

• 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

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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
unintentionalrating chain not reviewing
officers records!
After that DIFFERENTIATION becomes increasingly
difficult!
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Factors to ConsiderAchievement/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/Stratificatio
n

- Stratification Relative Rating of Officers -
Levels of Stratification Emerging -- Top - My
1 of 12Finest officer ever known -- 2d
Leveltop 10er! -- 3d Levelone of my best
-- Lowest levelOutstanding, Superior, etc
INSIGHT stratification, used full
spectrum very useful message to promotion boards
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Factors to ConsiderRecommendations

- 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) --
Jims finest officer Ive seen in 25 yrs1 or
-- Jims an effective officer (Least Push)
INSIGHT while ownership/enthusiasm enhance the
report, PME and job pushes add differentiation!
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HELPFUL HINTSExamples of Inappropriate PRF
Comments

• "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 raters
  role to inform board of members desires
• Attended AFIT and ISS in residencecannot
  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