1 DCIPS Performance Evaluation Administrative Reconsideration Guidance These slides should be used in conjunction with the “Army DCIPS Performance Evaluation Administrative Reconsideration Guide”.October 2012
2 A technical guide and sample templates supplements this information Guidance PurposeThis brief provides guidance pertaining to the performance evaluation administrative reconsideration process and the related activities completed by:Army or Command Performance Management Performance Review Authorities (PM PRA’s)Reviewing/Rating OfficialsEmployeesA technical guide and sample templates supplements this informationThis guidance is only a supplement to AP-V 2011 and Performance Management Handbook and relevant policies published by the Army.
3 Administrative Reconsideration Process The administrative reconsideration process is the exclusive process by which DCIPS employees may challenge their Evaluation of RecordThe administrative reconsideration process may not be used to challenge a midpoint review, an interim assignment report of performance, or individual ratings for objectives or elements
4 Administrative Reconsideration Guidance Informal Administrative ReconsiderationOptionalFormal Administrative ReconsiderationAvenues of RedressCommand PM PRAArmy PM PRAAll timelines are in calendar days and must be enforced accordinglyOrganizations should establish a tracking mechanism to ensure compliance with policyNotes:1) EEO complaints shall be processed using standard EEO complaint process2) Whistle blower reprisals shall be addressed via the DoD Administrative Grievance System or Army Inspector General processThere are two separate processes for an administrative reconsideration – the informal and formal processes.In accordance with APV 2011 Enclosure 2, para 8, allegations that a performance rating was based on prohibited considerations such as race, color, religion, sex, national origin, age, physical or mental disability, or reprisal; on prohibited personnel practices; may not be processed through the reconsideration process they should instead be processed through the EEO discrimination complaint procedure. Employee must choose which forum to use to raise the issue. This issue may not be raised in both forums.Protection on whistle blower reprisal may not be processed through the reconsideration process either and shall be processed through the Administrative Grievance System (DoD Instruction , SC 771), the Army Inspector General, etc.
5 Informal Reconsideration Process Rating/Reviewing Official coordinates update of rating and evaluation in the PAA with Data AdministratorApprovedReviewer renders a decision in coordination with the lowest level PM PRA and RaterEmployee challenges performance evaluationEmployee’s rating remains unchangedWithin 5 calendar days after receipt of informal reconsideration request[Extensions NOT Authorized]Within 5 calendar days of receipt of Performance Evaluation[Extensions NOT authorized]Commands may establish procedures and an administrative tracking mechanism to ensure compliance with established timelines as stated in DoDI , Volume 2011 para 9c.DisapprovedEmployee may request formal reconsideration through Command PM PRAWithin 10 calendar days of informal reconsideration decision[Extensions NOT Authorized]
6 Formal Reconsideration Process – Command PM PRA Informal reconsideration request deniedOrUpon employee’s initial receipt of the Performance EvaluationEmployee can request opportunity to personally address the Command PM PRARating/Reviewing Official coordinates update of rating and evaluation in the PAA with Data AdministratorEmployee submits written request to CommandPM PRA with copy to:Rating OfficialReviewing OfficialsOrganizational PMPRAServicing CPACAdvisorApprovedCommand PM PRA confers with Rating/Reviewing Official and Organizational PM PRA during formal process and renders written decisionCommand PM PRA reviewsreconsiderationCommand PM PRA reconsideration authorities cannot be delegated to the organizational PM PRA level. Reviewing Officials are responsible for ensuring the organizational PM PRA is apprised of any informal/formal reconsideration requests and must be kept informed through out the process.Commands may establish procedures and an administrative tracking mechanism to ensure compliance with established timelines.Within 15 calendar days of receipt of requestMay extend deadline another 15 calendar days if necessaryEmployee may request formal reconsideration from Army PM PRAWithin 10 calendar days of receipt of Performance EvaluationDisapprovedRequests for reconsideration may be rejected for noncompliance with requirements and/or timelines
7 Formal Reconsideration Process – Army PM PRA Formal Command PM PRA reconsideration request not supportedRating/Reviewing Official coordinates update of rating and evaluation in the PAA with Data AdministratorEmployee submits written request to Army PM PRA through Command PM PRAArmy PM PRA reviewsreconsiderationArmy PM PRArenders written decision through Command PM PRAEmployee ratingremains unchangedApprovedWithin 7 calendar days of receipt of Command PM PRA DecisionCommands may establish procedures and an administrative tracking mechanism to ensure compliance with established timelines.Refer to DCIPS Reconsideration and Clerical Corrections User Guide on Army DCIPS Website atWithin 15 calendar days of receipt of requestMay extend deadline another 15 calendar days if necessaryArmy PM PRAdecision is finalDisapprovedRequests for reconsideration may be rejected for noncompliance with requirements and/or timelines
8 ReferencesDoDI V2011, Performance Management, August 14, 2009 (incorporating change 1, January 15, 2010)DoDI V771, Administrative Grievance System, December 1996AP-V 2011, Performance Management, July 2011