CDR Linda West, MSPH, RS

1. What you Need to Know to Help you Get Promoted! CDR Linda West, MSPH, RS/REHSPreparation for the Promotion and Review Processes

2. 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?

3. Section by Section-your eOPFWhat they see Documents Relating to Your Performance COER Documents Reviewing Official Statements Officer’s Statement Letters of Reprimand Personnel orders, assimilation documents, documents associated with CAD Check to make sure copies appearing in your eOPF are clear, not marred or streaked. The promotion board sees what you see. They will only be able to see your most recent ROS, OS. It also contains Assimilation Documents, T&E Worksheets, Security/Sensitivity Clearance Papers, and Application Documents, the board is able to also see these documents. Check to make sure copies appearing in your eOPF are clear, not marred or streaked. The promotion board sees what you see. They will only be able to see your most recent ROS, OS. It also contains Assimilation Documents, T&E Worksheets, Security/Sensitivity Clearance Papers, and Application Documents, the board is able to also see these documents.

4. Your eOPF Promotion Information Report (PIR) Curriculum Vitae (CV) Licenses, Credentials & Certificates PHS Awards & Non-PHS Awards Continuing Education Documents Special Skills Documents Outside Activities Documents PHS Support Activities Your PIR reflects your assignments, duty stations, mobility, awards, assimilation status.Your PIR reflects your assignments, duty stations, mobility, awards, assimilation status.

5. Category Benchmarks 5 Promotion Precepts that describe the “Best Qualified” officer for a specific category at a specific grade Promotion Precepts identical for all categories No officer is expected to meet all the standards for all precepts Not a checklist of activities, quality and impact more important than quantity of activities Go review the benchmarks for your category! http://dcp.psc.gov/Category_Benchmarks.aspx

6. 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%

7. Promotion Benchmarks The Precepts are composed of factors Benchmarks are given for each factor at various grade levels Identical Benchmarks for all categories for precepts 1, 4 and 5 Benchmarks for precepts 2 and 3 are category specific The promotion board decides how much weight each factor is given, within each benchmark.The promotion board decides how much weight each factor is given, within each benchmark.

8. Example Promotion Counseling Review 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.

9. Overview of Your eOPF Outside 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 Letters of appreciation are for work outside your job, awards should reflect a job well done in your workplaceLetters of appreciation are for work outside your job, awards should reflect a job well done in your workplace

10. Overview of your eOPF Make 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?

11. Overview of your eOPF Do 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!

12. Overview of your eOPF Curriculum 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. Use the prescribed format for your categoryUse the prescribed format for your category

13. Overview of your eOPF Even 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

14. 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. i.e., some billets at the 0-4 level can have as much responsibility as those at the 0-6 level, but it’s important to show that/your Public Health Impacts in the CV, COER, OS, and ROS if possible. i.e., some billets at the 0-4 level can have as much responsibility as those at the 0-6 level, but it’s important to show that/your Public Health Impacts in the CV, COER, OS, and ROS if possible.

15. 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.

16. 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) COER Scale ? Old ? 18 questions, A-E/F ? New, revised ? 8 elements, 1-7COER Scale ? Old ? 18 questions, A-E/F ? New, revised ? 8 elements, 1-7

17. The New COER – Structural Changes • There are now 8 officer evaluation factors: 1. Leadership 2. Initiative and Growth 3. Communication Skills 4. Interpersonal Skills 5. Planning and Organization 6. Professional Competencies 7. Analysis, Judgment, and Decision-Making 8. Overall Effectiveness It’s been condensed from 18 elements to 8. Read each one, and provide your supervisor when you do this year’s COER. Under each heading, provide bullets that speak to your accomplishments/impacts in each of these areas. No supervisor can be aware of everything you do! Help your supervisor out (and yourself!) by writing these. Give details. each one (read differences in 4-7, use those words), and provide a narrative to your supervisor when you do this year’s COER. You should provide bullets for each of the 8 factors; length might be somewhere between 1- 2.5 pages, depending on your rank and job responsibilities. It’s been condensed from 18 elements to 8. Read each one, and provide your supervisor when you do this year’s COER. Under each heading, provide bullets that speak to your accomplishments/impacts in each of these areas. No supervisor can be aware of everything you do! Help your supervisor out (and yourself!) by writing these. Give details. each one (read differences in 4-7, use those words), and provide a narrative to your supervisor when you do this year’s COER. You should provide bullets for each of the 8 factors; length might be somewhere between 1- 2.5 pages, depending on your rank and job responsibilities.

18. 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, and Overall promotion readiness.

19. 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.

20. 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.

21. OS Only 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!

22. Awards There 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 Awards Professional organizations Agency and non-agency awards and recognition

23. Precept 1 Can be reflected in: COERS, OS, ROS PHS Awards & Non-PHS Awards, PIR, CV Personnel orders

24. 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 certifications Graduate degrees Advanced coursework Can be reflected in: OS, ROS, COERs, CV Continuing Education, Licenses, Credentials & Certifications

25. Precept 3, weighted 25%Career Progression & Potential Board is instructed to look at whole picture. Factors are: Billet level, progressively higher billets Mobility, geographic and/or programmatic, includes extended TDY assignments Collateral Duties, actively engaged in duties/activities at the local/institutional, regional, national level, noting responsibilities and impact Assimilation

26. Precept 3 Reflected in: OS, ROS, COERs PIR, CV Personnel orders

27. Precept 4Benchmark Factors Officer Contribution, demonstration of involvement : in PAC and Advisory Groups Local Branches of Commissioned Officers Association Recruitment activities Mentoring Membership/Involvement in Professional , Uniformed Service and Specialty Organizations Commitment to Visibility Acknowledgement of the Corps, presentations, etc Participation in subcommittee activities, serve as chair or co-chair Recruitment activity can be documented in CV or through letters of appreciation Do you serve in specialty organizations like ADA professional groups and subcommittees, or for a specialty group like diabetes or enteral nutrition support, can be job related too. When I was in FDA, I served on subcommittees for the Conference for Food Protection, it was not mandatory for my position, I chose to serve. Wearing your uniform when presenting, and requests made for your to present because of your work with PHS (for example Katrina work)Participation in subcommittee activities, serve as chair or co-chair Recruitment activity can be documented in CV or through letters of appreciation Do you serve in specialty organizations like ADA professional groups and subcommittees, or for a specialty group like diabetes or enteral nutrition support, can be job related too. When I was in FDA, I served on subcommittees for the Conference for Food Protection, it was not mandatory for my position, I chose to serve. Wearing your uniform when presenting, and requests made for your to present because of your work with PHS (for example Katrina work)

28. 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

29. Precept 4 Reflected 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)

30. 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 Board If found “not basic ready” at Mar 31st check, even if they were to be promoted, they will be removed from the promotion list

31. 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. Can’t say this enough…..read the CCMIS Website Promotion Information! So many things have changed over the years; senior officers can be well meaning, but the CCMIS is what you should refer to, if in doubt about something. Each Category or Discipline has developed benchmarks that a particular Category feels depicts the qualities of a well balanced officer who they consider would be the best qualified. Benchmarks are recommendations not requirements. It is not essential that “all” of the benchmarks are met but you should determine those that are critical for your discipline and career pathway and ensure that you are striving to meet them. Can’t say this enough…..read the CCMIS Website Promotion Information! So many things have changed over the years; senior officers can be well meaning, but the CCMIS is what you should refer to, if in doubt about something. Each Category or Discipline has developed benchmarks that a particular Category feels depicts the qualities of a well balanced officer who they consider would be the best qualified. Benchmarks are recommendations not requirements. It is not essential that “all” of the benchmarks are met but you should determine those that are critical for your discipline and career pathway and ensure that you are striving to meet them.

32. What’s going to help YOU get promoted? Take responsibility for your promotion Ensure your eOPF and PIR are accurate Be 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 precepts Seek mentoring/career counseling from a senior officer in your category This is not a process you should start 3 months before your promotion; it takes career planning

33. 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 field Justify in your CV, and OS, and ROS if allowed to draft it.

34. 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.

35. In Summary:Promotion PreparationIS 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). DO NOT WAIT UNTIL DECEMBER! Changes to the PIR must be submitted in writing CV – The most recently submitted CV document is retained in the officer’s eOPF OCCO will NOT accept photographs, publication reprints, and program agendas for inclusion in the eOPF as this information is more effectively documented in writing through the CV BE SUCCINCT AND HONEST COER – is located in your eOPF. ALL OFFICERS (regardless of date of entry on to active duty) who are eligible for promotion ARE REQUIRED to have either an Annual or an Interim COER in the eOPF. Officer’s Statement – The OS is a 1 page document which provides you the opportunity to summarize: 1. Your support of PHS Commissioned Corps activities 2. Your commitment to visibility as an officer (including the frequency and occasion of wearing the PHS uniform) 3. Your vision and expectations of a career in the PHS Commissioned Corps, including commitment to the PHS mission ROS-( one page) Promotion Readiness: Is the officer ready for promotion and to serve at the next higher rank [Yes/No]. Explain Leadership: How does the officer take on a leadership role in the Agency/OPDIV Mission: How does the officer contribute to the mission of the Agency/OPDIV Completed ROS forms must be submitted to respective Agency Liaison by Reviewing Officials DO NOT WAIT UNTIL DECEMBER! Changes to the PIR must be submitted in writing CV – The most recently submitted CV document is retained in the officer’s eOPF OCCO will NOT accept photographs, publication reprints, and program agendas for inclusion in the eOPF as this information is more effectively documented in writing through the CV BE SUCCINCT AND HONEST COER – is located in your eOPF. ALL OFFICERS (regardless of date of entry on to active duty) who are eligible for promotion ARE REQUIRED to have either an Annual or an Interim COER in the eOPF. Officer’s Statement – The OS is a 1 page document which provides you the opportunity to summarize: 1. Your support of PHS Commissioned Corps activities 2. Your commitment to visibility as an officer (including the frequency and occasion of wearing the PHS uniform) 3. Your vision and expectations of a career in the PHS Commissioned Corps, including commitment to the PHS mission ROS-( one page) Promotion Readiness: Is the officer ready for promotion and to serve at the next higher rank [Yes/No]. Explain Leadership: How does the officer take on a leadership role in the Agency/OPDIV Mission: How does the officer contribute to the mission of the Agency/OPDIV Completed ROS forms must be submitted to respective Agency Liaison by Reviewing Officials

36. In Summary:Promotion PreparationIS YOUR RESPONSIBILITY! Officers should do the following: Review your Electronic Official Personnel File (eOPF) Fax: 301-480-1436 or 301-480-1407 Send 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 DO NOT WAIT UNTIL DECEMBER! Changes to the PIR must be submitted in writing CV – The most recently submitted CV document is retained in the officer’s eOPF OCCO will NOT accept photographs, publication reprints, and program agendas for inclusion in the eOPF as this information is more effectively documented in writing through the CV BE SUCCINCT AND HONEST COER – is located in the blue section of your eOPF ALL OFFICERS (regardless of date of entry on to active duty) who are eligible for promotion ARE REQUIRED to have either an Annual or an Interim COER in the eOPF. Officer’s Statement – The OS is a 1 page document which provides you the opportunity to summarize: 1. Your support of PHS Commissioned Corps activities 2. Your commitment to visibility as an officer (including the frequency and occasion of wearing the PHS uniform), 3. Your vision and expectations of a career in the PHS Commissioned Corps, including commitment to the PHS missionDO NOT WAIT UNTIL DECEMBER! Changes to the PIR must be submitted in writing CV – The most recently submitted CV document is retained in the officer’s eOPF OCCO will NOT accept photographs, publication reprints, and program agendas for inclusion in the eOPF as this information is more effectively documented in writing through the CV BE SUCCINCT AND HONEST COER – is located in the blue section of your eOPF ALL OFFICERS (regardless of date of entry on to active duty) who are eligible for promotion ARE REQUIRED to have either an Annual or an Interim COER in the eOPF. Officer’s Statement – The OS is a 1 page document which provides you the opportunity to summarize: 1. Your support of PHS Commissioned Corps activities 2. Your commitment to visibility as an officer (including the frequency and occasion of wearing the PHS uniform), 3. Your vision and expectations of a career in the PHS Commissioned Corps, including commitment to the PHS mission

37. Summary Please make sure when submitting documents they are submitted to the proper area Medical 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

38. Commissioned Corps Personnel Office Main Number: 404-498-1800 Director: CAPT Doris Ravenell-Brown 404-498-1805 Deputy Director: CDR Amanda Dunnick 404-498-1809 CAPT April Shaw 404-498-1813 CDR Linda West 404-498-6664 LCDR Joe Laco 404-498-1826 CDR Leslie Leonard 404-498-1818 LCDR Matthew Weinburke 404-498-1803 Mr. Aaron Arnold 404-498-1802 Ms. Janette Chaney 404-498-1804

39. Commissioned Corps Personnel Office Staff 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 Shaw NCEH/ ATSDR/ NCIPC - Mrs. Janette Chaney OSELS /OSEILS / NCHS - CDR Linda West NCHHSTP/ CGH/ NCBDDD - LCDR Joe Laco OD / OPHPR - CDR Leslie Leonard i.e., each PHS agency has a Liasion you can call.i.e., each PHS agency has a Liasion you can call.

40. Thank you! CDR Linda K. West (EHO) Staff Specialist CDC/ATSDR Commissioned Corps Personnel Office CDC/OCOO/HCMO/HCPB/CCPO Atlanta, GA Phone: (404) 498-6664 Lwest@cdc.gov