PERFORMANCE RATINGS AND AWARDS FOR SUBORDINATES STAFF
General Schedule (Includes employees covered by the DoD Performance Management and Appraisal Program (DPMAP) under DoD Instruction 1400.25, vol. 431 and by AI 63))
A rating of record is required when an employee has performed under an approved performance plan for 90 calendar days and the employee or supervisor leaves the organization with fewer than 90 calendar days remaining in the appraisal cycle. The rating official will rate each critical element and complete a narrative description of the employee’s performance, accomplishments, and contributions during the current evaluation period and document the appraisal in the MyPerformance Appraisal Tool (for DPMAP) or on a DD Form 2799 (for AI 63).
If an employee has performed under an approved performance plan for 90 calendar days and there are more than 90 calendar days left in the appraisal cycle, the departing supervisor will complete a performance narrative statement (for DPMAP employees) or a special closeout rating (for AI 63 employees). The performance narrative statement (DPMAP) or the special rating (AI 63) will be provided to the incoming supervisor for consideration in completing the annual appraisal.
Defense Civilian Intelligence Personnel System (DCIPS) Employees covered under DoD Instruction 1400.25 vol. 2011
A closeout performance evaluation is required only when the rating official and employee relationship has existed with an approved performance plan for a period of at least 90 calendar days. The rating official will complete a brief narrative description of the employee’s performance, accomplishments, and contributions during the current evaluation period and assign numerical evaluations to the performance elements, objectives, and an overall rating in accordance with the end-of-year performance evaluation process. Closeout performance evaluations will be approved by the reviewing official and the Performance Management Performance Review Authority as with the performance evaluation of record.
DoD Civilian Acquisition Workforce Personnel Demonstration Project
A closeout performance evaluation is required when the rating official and employee relationship has existed with an approved performance plan for a period of at least 90 calendar days. Departing rating official (or pay pool panel designee) must prepare closeout assessment for use by the new rating official to determine recommended overall contribution score.
Senior Executive Service (SES) members, Senior Level (SL), and Scientific or Professional (ST)
Prior to leaving an official position, it is important that a departing rating official issue interim ratings for all SES officials, and SL and ST employees who have been under approved performance plans for at least 90 days. Additionally, prior to leaving the position, the departing rating official must issue an Initial Summary Rating for those employees who have 90 days or fewer remaining in their current rating periods.
Military Evaluation Reports
Requirements vary among the Military Departments. Therefore, if you are a departing rating official for one of the Military Departments, please check with your organization or component Administrative Officer for specific requirements bearing on military members under your supervisio
For additional guidance on military evaluation reports and awards, you may also contact the WHS HRD Military Personnel Division at firstname.lastname@example.org.
Monetary awards and time-off awards may not be granted to employees on noncareer SES appointments, or to employees in excepted service positions of a confidential or policy determining character (Schedule C appointees) during a Presidential election period. The Presidential election period began on June 1 of this year and will end on January 20, 2017. Non-monetary awards, which includes honorary awards, may be granted to these employees at any time, provided the form of the non-monetary award avoids the appearance of replacing a bonus.
Individuals typically should not receive an award based solely on the departure of the rating official. Each Military Department and the OSD level have analogous honorary awards that recognize superior accomplishments and contribution of Political officials employed by their component. Among these, the Secretary of Defense and the service Secretaries have distinctive public service awards that recognize performance characterized as extraordinary, notable, or prestigious with contributions that impact the Department as a whole or, are of major significance to the Department.
For information on Service specific honorary and public service awards, eligibility requirements, or the awards nomination process, please contact the respective Transition Coordinator listed under Transition Support in Appendix C. of this Handbook.
SECRETARY OF DEFENSE/OSD HONORARY AWARDS
Timelines for Submission: Timelines begin when the completed award package is accepted by WHS HRD Performance Management and Awards Division (PM&AD) from an organizational Honorary Award point of contact. Expedited requirements and processes may be authorized at a change in administration. The following timelines apply for Secretary of Defense Honorary Awards:
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HONORARY NONCAREER AWARDS
Secretary of Defense Noncareer Honorary Awards:
OSD Noncareer Honorary Awards:
HONORARY AWARDS FOR CAREER EMPLOYEES
Secretary of Defense Career Honorary Awards:
DoD Distinguished Civilian Service Award: Highest civilian service award of the Secretary of Defense for contributions reflecting efficiency, economy, or other improvements in DoD as a whole. OSD Component Head nomination with final SECDEF approval.
OSD-LEVEL CAREER HONORARY AWARDS
OSD Component Head as defined in Administrative Instruction 29.
Delegations, Acting Memorandum, and Order of Succession Memoranda are required to be on file and validated by the WHS PM&AD prior to use.
For more information on performance management and awards please contact the appropriate subject matter point of contact listed at Appendix C., or visit the websites listed at Appendix D.
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