What you Need to Know to Help you Get Promoted!

CDR Linda West, MSPH, RS/REHS

Preparation for the Promotion and Review Processes

Your eOPFA Road Map of Your Career

What does your eOPF say about your career and your potential?

Let’s dive a little deeper. How do you put all this into action?

Section by Section-your eOPFWhat they see

Documents Relating to Your PerformanceCOER DocumentsReviewing Official StatementsOfficer’s StatementLetters of Reprimand

Personnel orders, assimilation documents, documents associated with CAD

Your eOPFPromotion Information Report (PIR)Curriculum Vitae (CV)Licenses, Credentials & CertificatesPHS Awards & Non-PHS AwardsContinuing Education DocumentsSpecial Skills DocumentsOutside Activities DocumentsPHS Support Activities

Category Benchmarks5 Promotion Precepts that describe the “Best

Qualified” officer for a specific category at a specific grade

Promotion Precepts identical for all categoriesNo officer is expected to meet all the standards for

all preceptsNot a checklist of activities, quality and impact

more important than quantity of activitiesGo review the benchmarks for your category!http://dcp.psc.gov/Category_Benchmarks.aspx

Promotion Precepts and weighted scoring

Performance- Performance Rating 40% and Reviewing Official’s Statement

Education, training, and 15% professional development

Career progression and potential 25%Officership-professional 15%

contributions and services to the PHS Commissioned Corps

Basic Readiness 5%

Promotion BenchmarksThe Precepts are composed of factorsBenchmarks are given for each factor at

various grade levelsIdentical Benchmarks for all categories

for precepts 1, 4 and 5Benchmarks for precepts 2 and 3 are

category specific

Example Promotion CounselingReview the overall appearance of your eOPF

Are scanned items clear and easy to read, not grainy?

Items scanned in upside down will be corrected, however, marred or faded copies will appear to the board as you see them.

Make sure all required documents are in the correct section.

Overview of Your eOPFOutside activity section- should contain a 520 form,

report of outside activities if you are serving in an outside activity whether for financial gain or volunteering. When in doubt, consult the ethics section of your program

PHS Support Activities- thank you letters, letters of appreciation go in this section. If you receive an email or a phone call about a great job you’ve done, don’t hesitate to ask for a letter that can be permanently placed in your file

Overview of your eOPFMake sure your PIR is in sync with your eOPF.Special Skills Documents- examples are

certifications in scuba diving, private pilot’s license, commercial vehicle license.

Continuing Education Section- What did you do to broaden your scope of knowledge in addition to the 75 hours you needed to maintain your RD certification?

Overview of your eOPFDo your eOPF documents read like “Alphabet

Soup”?In other words, are so many abbreviations used

that board members from other agencies will not understand?

Remember in general:The promotion board is made up of multiple agencies

that may not recognize the acronyms.Don’t describe in so much detail that those not

familiar with your job are lost in the minutia, stick to measurable impact!

Overview of your eOPFCurriculum Vitae

Don’t use small font sizes, harder to read.Describe your job duties so that others can

understand; use Action Verbs at beginning of bullets.More is not necessarily better here, include key

pieces of information in as few pages as possible.Use benchmark words when possible i.e. “collateral”,

so easily spotted by the board.Have a “seasoned” colleague look over your CV,

preferably an 0-6 in your category; ask at least 2 people to review, and do promotion counseling.

Overview of your eOPFEven if nothing has changed in your CV, make

sure you review it and title it with a current date, not a previous year’s date.

Make it easy on the Promotion Board to see your best accomplishments and qualities

Keep in mind they have an average of 10 minutes to spend on each candidate’s file

Precept 1, weighted 40%Performance

Focus is on the narrative of the last 3-5 COERS, therefore rater’s comments should not be the same year after year.

Should occupy a billet at their current grade or preferably the grade they seek to attain. Billet increases should also reflect an increase in level of responsibilities, independence and leadership.

Main thing is to show INCREASED responsibilities over time.

Secondary assessment is COER scores.

Precept 1Performance

The COER is a good place to sell yourself, what have your accomplishments been over the past year?

Remember the Board sees all your COERs, for the last 3-5 years, so avoid listing the same accomplishments every COER.

Supply your rater with bullets for each of the 8 factors; that can lend itself to a more remarkable COER.

The New COER Instrument• A New “Performance Evaluation

Tool/Instrument”

• New COER Instrument will be launched 6 October 2010

• The change is about obtaining a more objective measure of assessment of officer performance (e.g. assessing how well an officer performs his/her duties & responsibilities)

The New COER – Structural Changes• There are now 8 officer evaluation factors:1. Leadership2. Initiative and Growth3. Communication Skills4. Interpersonal Skills5. Planning and Organization6. Professional Competencies7. Analysis, Judgment, and Decision-Making8. Overall Effectiveness

Reviewing Official’s StatementROS

ROS- Reviewing Official’s Statement- strong statement of endorsement for the officer’s promotion to the next higher rank.

Assessment includes: Leadership potential,Contribution to agency mission, andOverall promotion readiness.

ROS

If possible, provide your RO with bullets of information to assist him/her in writing your ROS.

ROS/OS can contain any significant accomplishments since your last promotion.

ROS should address information that supports (by providing different examples) that which is found in OS, CV and COER.

ROS is NOT automatically electronically generated.“Extra space” to potentially highlight things not in

COER or OS.

Officer’s Statement (OS) orWhat have you done for me lately?

Opportunity to present why YOU should be promoted.

Describe all significant accomplishments since last promotion with respect to support of Corps activities, commitment to visibility as an officer; and vision and expectations of a career in the Corps and Corps Mission.

OS should not be identical to ROS. Use examples different from those in the OS.

OSOnly current year’s OS and ROS are available for

promotion board to review.

When OS is missing, that may be perceived as lack of interest on the officer’s part.

Between OS, ROS, CV, and COER the officer has 4 opportunities to sell themselves for promotion!

AwardsThere should be a record of awards across the

officer’s career with increasing impacts at the regional, national or international level which may result in progressively higher awards or recognition

Other AwardsProfessional organizationsAgency and non-agency awards and

recognition

Precept 1Can be reflected in:

COERS, OS, ROSPHS Awards & Non-PHS Awards, PIR, CV Personnel orders

Precept 2, weighted 15%Education, Training & Professional Development

Is it evident that the officer is committed throughout their career to increasing their knowledge and therefore their impact on public health?Additional certificationsGraduate degreesAdvanced coursework

Can be reflected in: OS, ROS, COERs, CV Continuing Education, Licenses, Credentials &

Certifications

Precept 3, weighted 25%Career Progression & Potential

Board is instructed to look at whole picture.Factors are:

Billet level, progressively higher billetsMobility, geographic and/or programmatic, includes

extended TDY assignmentsCollateral Duties, actively engaged in duties/activities

at the local/institutional, regional, national level, noting responsibilities and impact

Assimilation

Precept 3Reflected in:

OS, ROS, COERs

PIR, CV

Personnel orders

Precept 4Benchmark Factors

Officer Contribution, demonstration of involvement :in PAC and Advisory Groups Local Branches of Commissioned Officers AssociationRecruitment activities MentoringMembership/Involvement in Professional ,

Uniformed Service and Specialty OrganizationsCommitment to VisibilityAcknowledgement of the Corps, presentations, etc

Precept 4, weighted 15%Professional contributions and services to the

PHS Commissioned Corps (Officership)Honor/Integrity/Duty- summed up by officer

seen as a role model by peers/agency leadership

3 pages of factors with benchmarks, however only weighted 15%, thus a balancing act

Precept 4Reflected in:

OS, ROS, COERs

PIR, CV, PHS Awards & Non-Awards, PHS Support Activities Documents (letters of appreciation)

Personnel orders (if deployed or sent to certain types of training)

Precept 5 weighted 5%Basic Readiness (Check)

These points are not awarded by Promotion Board

5 points awarded if found Basic Ready at Dec 31st basic readiness check, if found “not Basic Ready”, do not receive 5 points and receive automatic “board not recommend”

Automatically referred to a Retention BoardIf found “not basic ready” at Mar 31st check,

even if they were to be promoted, they will be removed from the promotion list

CCMIS Promotion Information Website

CCMIS Website, Under “Services”Select “Promotion Information” from drop down

menu.

The Promotion Information Web site has links to documents including, Category Benchmarks, Officer Statement (OS) and Reviewing Official (ROS) forms and instructions, and a description of the promotion process.

It contains important guidance to assist officers in preparing for promotion.

What’s going to help YOU get promoted?

Take responsibility for your promotion

Ensure your eOPF and PIR are accurateBe aware of visual presentation of documents –

appealing to the eye and not overwhelming- beware of small font- more isn’t necessarily better

Compare the benchmarks and preceptsSeek mentoring/career counseling from a

senior officer in your categoryThis is not a process you should start 3 months

before your promotion; it takes career planning

A Few Points About Leadership, Career and Promotion

Always do what you love (in other words, don’t sacrifice what you love doing for promotion unless it’s part of your strategic plan).

Strategic plan- it is okay to transfer into a position that appears to be less responsibility or a lower billet, if you can justify the reason. Changing agencies, stepping stone in learning a new

fieldJustify in your CV, and OS, and ROS if allowed to draft

it.

A Few Points About Leadership, Career and Promotion

Leadership can be across many domains.Higher billets, assume more responsibility and

independence in assignments or collateral duties. Taking on leadership roles in professional

organizations.Serving in leadership role on PAC subcommittees.Mentoring.

Leadership needs to be demonstrated throughout the officer’s career not just when approaching higher promotion grades.

In Summary:Promotion Preparation

IS YOUR RESPONSIBILITY! Officers should do the following:

Start preparing now!Review the CCMIS Promotion information and Category

Benchmarks.Reach out to 2 senior officers in your category to review

your COER (before you turn it in) and CV.Meet with them to get career counseling.Put Curriculum Vitae (CV) in format recommended by

your Category (CCMIS/PAC Links).

In Summary:Promotion Preparation

IS YOUR RESPONSIBILITY! Officers should do the following:

Review your Electronic Official Personnel File (eOPF)Fax: 301-480-1436 or 301-480-1407Send in Licenses. Fax: 240-453-6142, ATTN:

Licensure Technician.Review your Promotion Information Report (PIR)Make time to show impact on your Commissioned

Officers’ Effectiveness Report (COER)Put time into the Officer’s Statement (OS)Reviewing Official Statement (ROS)

Promotion, Readiness, Leadership, Mission

SummaryPlease make sure when submitting documents they are

submitted to the proper areaMedical forms must go to MAB whether for readiness

or physical exam requirements Make sure to read instructions when

sending/faxing/mailing documents, if sent to the wrong place they may be lost

Basically, follow the instructions on the CCMIS website (CCMIS/Services/Promotion Information)

Get a mentor and utilize his/her advice

Commissioned Corps Personnel OfficeCommissioned Corps Personnel OfficeMain Number: Main Number: 404-498-1800404-498-1800 Director: Director:

CAPT Doris Ravenell-BrownCAPT Doris Ravenell-Brown 404-498-1805404-498-1805 Deputy Director:Deputy Director: CDR Amanda DunnickCDR Amanda Dunnick 404-498-1809404-498-1809 CAPT April ShawCAPT April Shaw 404-498-1813404-498-1813 CDR Linda West CDR Linda West 404-498-6664404-498-6664 LCDR Joe Laco LCDR Joe Laco 404-498-1826404-498-1826 CDR Leslie LeonardCDR Leslie Leonard 404-498-1818404-498-1818 LCDR Matthew WeinburkeLCDR Matthew Weinburke 404-498-1803404-498-1803 Mr. Aaron ArnoldMr. Aaron Arnold 404-498-1802404-498-1802 Ms. Janette ChaneyMs. Janette Chaney 404-498-1804404-498-1804

Commissioned Corps Personnel OfficeCommissioned Corps Personnel OfficeStaff Specialists Assignments – If you work at CDC/ATSDR, you

can call us for promotion counseling (or your OPDIV Liaison):

NIOSH - CDR Amanda Dunnick NCEZID - LCDR Matthew Weinburke NCCDPHP / NCIRD - CAPT April ShawNCEH/ ATSDR/ NCIPC - Mrs. Janette ChaneyOSELS /OSEILS / NCHS - CDR Linda WestNCHHSTP/ CGH/ NCBDDD - LCDR Joe LacoOD / OPHPR - CDR Leslie Leonard

Thank you!

CDR Linda K. West(EHO)Staff SpecialistCDC/ATSDR Commissioned Corps Personnel OfficeCDC/OCOO/HCMO/HCPB/CCPOAtlanta, GAPhone: (404) 498-6664Lwest@cdc.gov