Represent yourself
So you received a poor PAR?
Corporal Simone Liebelt looks at your options

The first step before making a representation is to talk with your supervisor before going any further.

Photo by CPL Simone Liebelt

WE ALL know how important a good Performance Appraisal Report (PAR) is to promotion. So what happens if you feel you haven’t received a fair report?

The first step is to talk things over with your supervisor, says Flight Sergeant Mark Garbutt from the Directorate of Personnel-Air Force Airmen Promotion cell.

“The PAR is a performance-based system, so if you believe that your PAR is not an accurate reflection of your performance, you should begin by discussing this with your assessor,” he says.

“A simple question like, ‘Geez Sarge, what about when I did this?’ is all part of the first step in the process. If the assessor agrees to amend the report accordingly then no further action is necessary.

“If you and your assessor cannot agree, you should then start thinking about representing. You have two days to decide whether to represent.

“It is too late to represent against a report later on when it has already been presented to a promotion board.”

He says you should be honest about your performance when deciding whether you think you deserve higher scores or a stronger, more comprehensive narrative.

“You should take both praise and criticism within the context it is given, and should not expect a high report if you are not performing at a high standard.

“It is always easier to blame an assessor for ‘trying to do me over’, but it could just be a fair assessment of your performance.”

He says it is also important to understand what defines a “bad” PAR.

“To me, a bad PAR is one where the narrative does not justify the scores awarded and does not provide examples,” he says.

A PAR reflecting a poor performance may be a bad PAR for the member, but it is still a valid (good) report in the context of the member’s performance in their peer group.

Once you have decided to represent, he says you should stick to the facts and not be emotive when presenting your case.

Members may represent against assessments made by both the assessor and senior assessor but may not represent against the senior assessor for matters raised by the initial assessor.

If, after your PAR is completed, you are still dissatisfied, you may pursue the matter further using the Redress of Grievance process.

“Naturally, a case for redress is more difficult to substantiate where you have already signed your PAR as agreeing with the content, and/or you have not represented against, the report.”

His best advice is to be prepared for your PAR long before you receive it.

“It is imperative that you take a good look at your performance and take any constructive criticism as feedback.

“If you are receiving Preliminary Review of Performance reports throughout the year, there should be no surprises when it comes to your PAR.

“Be proactive in this area and ask your assessor what you have to do to get the report, both scores and narrative, you think you deserve.”

For information on the representation process, look under Promotions on the People Central website, or refer to DI (AF) PERS 4-21 or DI (AF) PERS 4-22.

 

The steps to representation

• Discuss the PAR with your assessor, addressing the specific areas of discontent. If you believe higher marks are warranted, provide examples of performance and achievements throughout the reporting period to support your claims.
  
• If the assessor does not agree with your views, you have two working days to decide whether to make formal written representation against the report.
  
• Once you have indicated your intention to represent on the PAR, you have five working days to present your written case to the assessor.
  
• There is no set format for a representation, it simply needs to address the facts. Don’t be emotive, just focus on the areas of performance that you believe deserve more favourable consideration. Provide evidence of higher performance by listing specific examples against each assessment.
  
• The assessor is generally expected to respond to your representation in writing within two working days. Where additional adverse comment is introduced, the assessed member may provide further comment. This process continues until no further additional material is introduced.
  
• Both the written representation and the responses then go to the reviewing officer (generally the senior assessor), who will deliberate on the material presented by both parties and ideally make a decision within five working days.
  
• The senior assessor may change assessments and narrative comments as a result of their deliberations, which are detailed on the PAR.
  
• Once the senior assessor has made a decision, you cannot continue your representation against the same complaint. You may, however, represent against the Part 3 assessor’s comments on your performance as opposed to their ruling on a Part 2 representation. The representation process is the same with the senior assessor’s supervisor generally acting as the reviewing officer.
  
• If you are dissatisfied with the outcome once all aspects of the PAR are finalised, you may take further action through the Redress of Grievance system, as detailed in DI (AF) PERS 34-1.
  

Source: DP-AF, People Central website

.