OPRs PRFs & Feedback For Directors Lt Col Shannon Yenchesky Advisory Panel Member

1. OPRs PRFs & Feedback For Directors Lt Col Shannon Yenchesky Advisory Panel Member

2. Overview Evaluations – AF Form 707 Feedback – AF Form 724 PRF – AF Form 709 Resources

3. Evaluations • Single most important document in an ALO’s career • Expectation for LODs: • Well-written • On time • No redundant errors

4. Evaluations • Your friendly RR Admin is busier than LAX! • 600+ OPRs per year • 250+ PRFs per year • 150+ decorations per year • Do the Math… • 11.5 OPRs per week • 2.4 OPRs per work day

5. OPRAF Form 707

6. How often do you write an OPR? Annually or CRO with more than 120 days supervision Note: ALO needs at least 12 points for OPR Use OPR tracker on ALOWeb Evaluations

7. Evaluations • Are LODs the rater? • Depends on LOD’s rank compared to the ratee’s • Who writes the OPR? • Ultimate responsibility lies on the LOD • Must the ALO walk on water? • Each report must be the best representation of that person.

8. Evaluations • How do you fill out Section III, Performance Factors? • Select “Meets,” “Does Not Meet,” or “Exempt” • Meets: score of 75 or greater • Does Not Meet: score <75 or failure of any one category • Exempt: Exempt from ALL four components of the test

9. Evaluations • Can LODs highlight great fitness test scores? • NO! Individual fitness scores are not allowed • Exception: if they do not meet standards when OPR closes out. Comments can mention score, behavior, and FIT program progress

10. Evaluations • When must the LOD submit the OPR? • No later than 60 days prior to close out • Where do you send the OPR? • Send to RREA.Admin@usafa.edu and cc your RD • Include OPR checklist • Who reviews the OPR? • Generic OPRs screened by Lt Col Clementz and signed by Col B • Stratified OPRs will be reviewed by Col B

11. Evaluations • How do I sign the OPRs? • Use your CAC to digitally sign section IV • Can I digitally sign for the member in Section VIII? • Yes! Except try to get member to do it… • Digital Signature exceptions • Use “pen and ink” signatures and dates: • Referral reports • At least one evaluator does not have access to CAC or access to CAC enabled computer • Correction directed or approved by Evaluation Reports Appeals Board or Board for Correction of Military Records after evaluators have retired or separated

12. Evaluations • Ratee Acknowledgment • Three options: • Ratee signs evaluation • Ratee unable to sign • Ratee refuses to sign • Digital signature locks entire form

13. Evaluations Ratee Acknowledgment • Rater will conduct face-to-face feedback before ratee signs • Evaluation serves as follow-on feedback • Ratee’s signature acknowledges: • Feedback was conducted in conjunction with the evaluation close out • Identifying information on the form is accurate • Ratee can address significant discrepancies and administrative errors • Rater does not have to make requested changes • NOTE: The date of the feedback session conducted in conjunction • with the closeout of the evaluation is not to be used as the date • feedback was last accomplished for the feedback block • (OPR section IV)

14. Evaluations • What is a referral report? • When a member does not meet standards. • Note: The OPR process changes to allow the ratee an opportunity to explain their side of the story. Contact your RD as soon as you recognize the need for a referral OPR! • What are some examples of situations that require a referral report? • Ratee has an expired fitness test when OPR closes out • Ratee’sfitness score is 74 or less* when OPR closes out • Ratee is marked “does not meet standards” on any one section IX *or failure of any one category

15. Evaluations OPR Best Practices • Fill up the white space! Include #s, hrs, %s, miles etc. • Term “Recruit” no longer used • Preferred: Outreach, Mentor, Advisor

16. Evaluations • Formulas of success: • Number of qualified candidates (Year over year or YOY—to include identified, offers, and accepts) • Number of qualified diversity candidates (YOY—to include identified, offers, and accepts) • Summer Seminar candidates (YOY—offers and accepts) • Summer Seminar diversity (YOY—offers and accepts) • Compare both against unit numbers (YOY) and regional numbers (YOY) • Include individual ALO gains and unit gains (for high performing ALOs)

17. Evaluations • Examples: -- #1 in REGION X with a 71% increase in Summer Seminar acceptance rate in the last five years -- #1 (tie) in REGION X in appointment offers to qualified candidates (19 total, 24% annual increase) -- Outreach success! 400% increase in the "accept rate" of diversity candidates during the last five years

18. Evaluations • Stratification is important • Can group by rank/primary duty/area, etc • Keep it in the top 3-5%; no more top x% in the nation unless a national award winner • Comment in OPR checklist for need/absence for stratification • Examples: - Region III ALO of the Yr, #1/139; dedicated professional; always prepared; gets the job done--groom for Director - My #1/3 Dep Directors--the absolute best! Outstanding motivator, leader, mentor & program expert--Director next

19. Evaluations Best Practices(continued) • Include a push statement…if deserving • If individual has no desire for promotion, let RD know “no intention of completing PME, no expectation of promotion or increased responsibility” • Feedback date:  ensure it falls within the reporting period • Points:  use reporting feature in ALOWeb • Job description: bullets match checklist • DLOD assignments: Let your RD know when you swap out DLODs so duty titles can be updated • (Technique) Schedule Fit Test 6 mo from OPR closeout • Fit test expires after 365 days -- Not 12 months!

20. Evaluations Common Errors: • AFSC is 95A0 not 9fAO.  • Rater Signature Blk:  should be the 9001st • # of ALOs in Job Description = # of ALOs in Blk IV or V • Using obsolete version: should use 20080618 version • 2012 is a leap year! 366 days supervision • New Chief of ALO Program: Chad W. Clementz, Lt Col, USAF Chief, Liaison and Outreach Division 8281 • USE THE CHECKLIST!

21. Performance Feedback • Accomplished on Form 724 • Required • Within 60 days of start of supervision period • Mid course – half way between start of supervision and projected OPR closeout • Face to face in conjunction with OPR • Can’t be reviewed by anyone but rater and ratee • Can’t be introduced into personnel actions unless initiated by ratee, or ratee claims feedback was not accomplished / inadequate

22. AF Form 724 Front Back

23. Example AF Form 724 AF Form 724 • Forms can still be either handwritten or typed • No digital signature capability • Supervisor required to give specific indication of performance

24. PRFAF Form 709 Edison, Thomas A

25. AF Form 709 • PRF • Cumulative history of one’s career • Documented history from OPRs • Stress those things which make the rater stand-out: • “…first to upgrade” • “…youngest evaluator in the wing” • Local and AF-wide awards/distinctions • Recent ALO local/national awards • Emphasize leadership roles • Include ordinal comment (“top X%” or “my #X of XX ALO’s”) • Due to RRA 120 days prior to board • Area rack-n-stacks will help RR with rank ordering • START TODAY! Only last two or three bullets will be ALO related—most of the book is already written

26. Resources • Resources • AFI 36-2406 Officer and Enlisted Evaluation Systems • ALOWEB • Toolboxes-OPR/DECS/PRF • ALO Writing Guide (2011) • OPR Checklist (28 Mar 2012) • Link to Forms and Viewer • Toolboxes-OPR Tracking Tool • Activity Log (Fitness Status)

27. Questions?