United States Air ForcePerformance Report

&Decoration

Writing Guide1

Table of Contents

Administrative Guide …………………………………………………..… 3

General Guidance ………………………………………………..…… 4

Bullet Writing ………………………………………………..…… 7

Job Descriptions ………………………………………………..…… 9

Decoration Writing Guide …………………………………………………..… 11

DMA Decoration Checklist …………………………………………………..… 14

How to Retrieve PT test score …………………………………………………..… 16

How to Retrieve SURFs ………………………………………………..…… 17

Additional Links/Resources …………………………………………………..… 18

Appendix A – Acronym List …………………………………………………..… 19

Appendix B – JSAM Guidance ………………………………………………...…… 20

Appendix C – JSCM Guidance ……………………………………………...……… 21

Appendix D – DMSM Guidance …………………………………………………… 22

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Administrative Guide for EPR/OPR WritingThe purpose of this admin guide is to provide general guidelines to assist in completing critical “people” products (e.g. evaluations and decorations). This guide is not intended to be a complete and/or exhaustive source nor is it a substitute for official service specific guides such as Tongue and Quill, applicable instructions or regulations, or Higher Headquarters (HHQ) guidance memorandums. This document was created as a way to establish an administrative “starting point.” When in doubt, or when you believe that your Airman has a special or non-standard circumstance, use a “push note,” or call to set up a meeting with the applicable member at HHQ.

We must all remember that there is no substitute for putting forth quality time and effort in order to properly recognize and document the selfless efforts and extraordinary accomplishments of our great AFN team members.

This guide is designed to assist the rater in writing EPRs, AF IMT 910, AB thru TSgt Enlisted Performance Report, and AF IMT 911, MSgt thru CMSgt Senior Enlisted Performance Report. While it is important to write glowing reports on deserving individuals, it is just as important to write reports describing poor performance on individuals that need improvement. It is an injustice to outstanding performers to write a glowing report on someone who does not deserve it. Remember, ratees earn the ratings given by raters; raters should not GIVE good ratings. Not everyone is a 5, just as not everyone is a 2.

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General EPR Guidance

Do not hide major accomplishment/award bullets between other bullets. Put them toward the end or the beginning of their appropriate comment blocks. Generally, promotion boards read EPRs from back to front, bottom to top. Place important bullets accordingly.

When an EPR rater qualifies as a single evaluator or as the reviewer enter the statement “This Section Not Used” in the comment area of sections VI (AF Forms 910 and 911) and VII (AF Form 911) of the EPR. Also enter “This Section Not Used” in section VII (AF Form 911) when the additional rater is also the senior rater/reviewer, or qualifies as a final evaluator and closes out the report.

As of 14 Oct 05, permissible PME comments in EPRs will be those referencing selections for an official PME award as described below. This policy change applies to total force using AF EPR Forms 910 and 911. It does not apply to the ANG Form 26, ANG Active Duty Performance Rating.

o The official PME Awards are:o JOHN LEVITOW AWARD, ACADEMIC ACHIEVEMENT AWARDo DISTINGUISHED GRADUATEo COMMANDANT (NCO ACADEMY AND SNCO ACADEMY)o LEADERSHIP (AIRMAN LEADERSHIP SCHOOL)

Comments referencing in-resident SNCO Academy selection for MSgts not selected for promotion to SMSgt are prohibited. Selection is based on both board and test scores, which change annually, and comments add no value in regards to performance or promotion potential. Also, 70% of students currently attending SNCO Academy are MSgts and future goal is 100% attendance opportunity.

For active duty Airmen, completion of SNCO Academy (correspondence or in residence) and a Community College of the Air Force (CCAF) degree (in any specialty) will be required for senior rater endorsement eligibility. This requirement is the minimum established criteria for endorsement consideration and does not guarantee automatic endorsement.

On MSgt and SMSgt EPRs, stratification statements will only be used for SNCOs who are Time-in-Grade eligible for senior rater endorsement (eligible for promotion to SMSgt or CMSgt during upcoming cycle). All evaluators in the rating chain may use stratification statements (from immediate rater through senior rater). However, if used, stratification statements must be written in quantitative terms (i.e. #1 of 178 MSgts). Stratification statements must only include number of peers (same grade as the ratee) assigned within the evaluator’s rating scheme (i.e., unit commander cannot state #1 MSgt of 89 MSgts in the group). (Stratification statements based on percentage, career field, or other subjective measures are now prohibited.)

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Avoid using technical terms, acronyms, or jargon; instead, use language anyone, regardless of position or specialty, can understand. Use standard/conventional understandable metrics (i.e., percentages, etc.).

Use comparisons to help the reader understand just how good or bad an individual’s accomplishment is. Saying “My #1 SNCO” means nothing. Saying “My #1 SNCO of 200” speaks volumes. Likewise, saying “Completed the task in 2 hours” means nothing unless coupled with a comparison. Does it normally take 10 minutes or 4 hours? It makes a huge difference.

When writing about community service, it is generally acceptable for an Airman to “help” raise money, build a house, care for the elderly, etc. As the individual gains rank, it is more important for the NCO/SNCO to lead, coordinate, and make things happen.

Ensure the word picture matches the ratings. Do not use words like “outstanding”, “superior” or “incredible” and then rate the individual as an overall 3. Conversely, do not use lukewarm language to describe an individual being rated as a firewall 5. Be consistent.

Ensure the bullets contain tangible RESULTS! Being the NCOIC of all things great and small sounds wonderful, but what were the results? There are many people in charge of important programs, but if they don’t produce results, it doesn’t matter!

Good job descriptions are important for everyone, but especially for SNCOs. It is important to paint a mental picture for the promotion board to impress them with the number of personnel supervised and/or what they are responsible for. How many aircraft, buildings, patients, personnel, square miles, or dollars, etc., does this person take care of? Show the reader just how big the job really is.

If the block one name entry includes a Jr. or Sr. there is no comma between the middle initial and suffix ex: DOE, JOHN R. JR.

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Officer and Enlisted Referral Reports (Reference AFI 36-2406), Officer and Enlisted Evaluation Systems

Before a referral report is produced review AFI 36-2406, para 3.9. If you need clarification or further guidance call your local MPS evaluations section. This will help ensure the referral report is in accordance with the AFI.

An EPR that contains one of the following is considered a referral report:

A rating in the far left block of any performance factor in Section III of the AF Form 910 or AF Form 911

An overall rating of “1” (POOR) in Section V of the AF Form 910 or AF Form 911

Comments that refer to behavior not meeting minimal acceptable standards of performance, personal conduct, character, or integrity

PT rating of “Does not meet standards”

An EPR referral report package must include the following:

1. EPR Shell2. Referral Memorandum3. Completed EPR4. Rebuttal comments (if applicable)

An OPR that contains one of the following is considered a referral report: A marking of “Does Not Meet Standards”

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Bullet WritingEvery Airman, Soldier, Sailor and Marine deserves as supervisor who can write well. The Air Force will have an evaluation program that ensures timely and accurate performance reporting and feedback so ratees know what is expected of them regarding duty performance.

Ensure your bullets are accurate, believable and clear!

- Quantify the performance of specific acts- Use single lines with little to no white space at the end- Ensure bullets are devoid of unnecessary words or jargon- Provide an HONEST report

Use the Action; result--impact flow of information

Writing tips:

- Practice, practice, practice- Start early, push away, re-attack- Words matter … use the thesaurus - Seek feedback and incorporate it- Apply lessons learned to your writing- Edit in groups- Put ego aside … this is not about you- Facts matter!

Common Pitfalls:

- Excessive reliance on jargon- Multiple actions with no result or impact- Adverbs, unnecessary words- Spelling errors- Using “led” too frequently- Buried action (past tense verb not up front)- Label instead of action statement- Assumptive metrics- Misuse of the “+” and “-“- Make sure you spell out the numbers that are less than 10

(Exception: do not spell out if you are referring to hours or percentages)

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Pitfall Examples:

Buried Action Actual Action

- Selected to train - Trained

- As a career counselor, chaired - Chaired

- Managed production of - Produced

- Handpicked to revamp - Revamped

Labels Actions

- Aviano Top 3 PA officer - Chaired Top III PA committee

- Proactive website manager - Revamped Wg website

- Mbr of AFSA chapter 1674 - Led AFSA recruiting drive

- Armed Forces Blood Drive vol - Donated 5 hrs to blood drive

Bullet Writing Shorthand:

- Bullets are not grammatically correct- Use telegraphic shorthand communication- Word abbreviations can be used (but not to the point of overkill)

o Examples: ops, mx, msn, ldr, jt, sr, Amno For more refer to common acronym/abbreviations list

Evaluate and Edit

- Are the bullets accurate, believable and clear?- Does the action; result--impact flow?- Are there any spelling or punctuation errors … use spell check!- Is there any use of jargon or labels? - Are there fluffy or unnecessary words?- Are there repeated words or repeated action verbs?

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Job DescriptionsAll Air Force members assigned to AFN stations will carry one of the following duty titles. There will be no other authorized duty titles.

Station Manager

AFN Station Managers exercise full responsibility and direct all operations of the station serving XXXXK viewing and listening audiences. They lead (XX) Airmen, Sailors, Marines, Soldiers and/or Civilians/Local Nationals in an overseas (sometimes joint) environment. Station Managers coordinate command themes, message and campaigns with Defense Media Activity, American Forces Network-Europe/Pacific as well as with host major command and host installation leadership. They liaise with local leadership and Public Affairs office(s) to determine installation command information priorities while synchronizing messaging to create relevant and influential campaigns. Station Managers oversee the stations’ coordination with outside agencies and other organizations. Additionally, they monitor planning and production assignments for command information, news, local events, sports coverage, remote broadcasts and interviews. They also monitor joint resources, personnel and training programs while implementing Defense Media Activity polices and guidance. They maintain accountability of $XM in radio and/or television broadcast equipment and are responsible for all unit programs and support agreements. They ensure proper use and maintenance of $XX worth of broadcast and maintenance equipment.

Operations Manager

Operations Managers guide broadcasters in developing communication strategies to support information objectives in an international joint service community of Army, Air Force, Navy, NATO military, DoD Civilians, and family members. Operations managers independently develop, design, produce and direct television, radio, and web communication programs which convey the various missions and activities of the military community and serviced commands. They coordinate with outside agencies and other organizations to facilitate planning and production assignments of command information, news, local events, sports coverage, remote broadcasts and interviews. They ensure strategies for command information treatment are in line with major command goals by working with Public Affairs officials and local command clients to achieve the desired behavior or participation in a timely manner. Operations managers monitor all facets of production from concept to broadcast by providing quality control and feedback. They determine communication objectives, identify potential issues, assign tasks and responsibilities to staff members and establish priorities and deadlines. Operations managers work with clients to identify and develop communication objectives, creative production approaches, production timelines, methods of execution, and target distribution for audiovisual products via radio, television and the worldwide web. They monitor radio signals to ensure quality and work with maintenance if issues arise. They oversee all social media and official websites for quantity and quality control while continuous improvement. The managers also directly supervise service members and DoD civilians to be the second line supervisor/rater for those who perform duties as journalists, producers, directors, editors, talent and studio/field broadcast equipment operators. In the absence of the station manager, operations managers exercise full responsibility and direct all operations of the station.

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Broadcast Maintenance Manager

The maintenance manager directs maintenance & engineering support of $XXM worth of pre and post-production studio, and television/radio broadcast systems at an American Forces Network affiliate. The maintenance manager supervises broadcast engineer NCOs/Airmen and ensures maintenance compliance and training in accordance with DoD and Air Force regulations. They serve as a liaison to the host communications squadron and cable contractor for base cable/television distribution systems and deliver AFN services for the purpose of disseminating command information to XXK military personnel, Department of Defense civilians and family members. The maintenance manager is the technical expert and is responsible for the training and career progression of all members of the maintenance team. The maintenance manager also serves as the unit’s additional duty First Sergeant. As such, they maintain the discipline, health, esprit de corps, morale, welfare and mentoring of their unit.

NCOIC of Maintenance

The NCOIC of Maintenance is responsible for day-to-day maintenance operations on television and radio equipment as well as the supervision of XX maintainers. NCOICs lead and train Airmen, civilians and local national employees to ensure radio and television broadcasts continue to flow to XX listeners. They monitor signal quality and promptly respond to any outage or signal degradation. They ensure any computer or system outage is repaired, and if needed will submit a request to the AFNE IT help desk for higher level support.

Maintainers/Broadcast Engineer

Broadcast engineers provide maintenance and engineering support for XXX worth of television and radio broadcast systems equipment for American Forces Network affiliates. Broadcast engineers employ specialized test equipment & technical data to troubleshoot and repair deficient equipment, to include satellite systems. Engineers complete equipment and software upgrades, and ensure compliance with Defense Media Activity standards. They are responsible for completing preventive maintenance inspections on AM and FM transmitter equipment and radio automation systems. Additionally, engineers serve as technical liaisons to various base agencies for cable television and radio distribution systems and for any projects related to AFN equipment.

Broadcast Producer

Broadcast Producers gather and disseminate command information to their respective audiences of military members, DoD civilians and families. They host radio entertainment programs while coordinating, producing and conducting live on-air and pre-recorded interviews. Broadcasters produce radio and television narrations and spot announcements generating products which enhance base readiness and morale. Producers coordinate with Public Affairs officials and local command clients to ensure accurate distribution of (command) information. They also research, gather, write, edit and produce stories for broadcast in local regional and global news programs for distribution.

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Decoration GuideThis decoration guide provides information and templates for all Joint Service medals, but does not replace or supersede the Department of Defense Manual of Military Decorations and Awards.

General Decoration/Narrative Guidance

The decoration package will consist of the AFN-Europe/Pacific Director’s Recommendation Letter, DMA Approval Letter, Citation, Narrative, PT score sheet, and SURF. Any previous Defense (Joint) awards will be included with package.

Narrative will be Times New Roman, 12 point font with 1 inch margins all around (Portrait)

In the opening and closing line of the Citation and Narrative you will spell out the member’s full rank and use their First M. Last name, for example: Staff Sergeant John B. Smith or Senior Airman John P. Doe

Do not use acronyms or abbreviations in the opening or closing sentences of the Narrative – this includes rank, months of the year, and operational terms. **Narrative only – acronyms can be used in the bullets (JSAM/JSCM) or body (DMSM) if spelled out first – example: television (TV).

The from and to dates will be in the DD Month YEAR format – “from” date will be Date Arrived Station and “to” date will be date member completed final outprocessing.

With the exception of the “from” and “to” dates, all other numbers under 10 will be spelled out

Do not use symbols such as >, <, $, %, & + in the Citation or Narrative -- all symbols need to be spelled out

Do not use the words “singularly,” “great,” or other similar terms in the closing sentence of JSAM Citation or Narrative

Awards given for meritorious service will cover the entire period of the tour; the entire tour must be evaluated for meritorious service; periods cannot be omitted because performance was subpar.

Do NOT include information already covered in another decoration

The acts and achievements written in the citation must be included in the narrative

JSAM & JSCM Narrative will be in bullet format – not to exceed 1 page, DMSM Narrative will be in paragraph format – not to exceed 2 pages

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Citation Format Guidance

Will be written in Times New Roman, 12 point font with 1 inch margins all around (Landscape)

Will not exceed 16 lines total – JSCM & DMSM citations that are less than 16 lines must be very STRONG

Do not capitalize duty title

Do not separate the Rank and Name in the citation – they must remain on the same line. To lock words together in Microsoft Word you can use the “Ctrl+Shift+Space” command –type the Rank, use that command and then type the last name

Inclusive Dates: The inclusive dates in the citation must match those in the narrative – do NOT separate dates – keep on same line (see immediately above for how to lock together)

In the body of the decoration you will use Rank Last name and alternate every other sentence with he/she. For example the line immediately following the opening would start: During this period, Sergeant Doe’s outstanding leadership skills resulted in XX. The next line would be: He/She, then Sergeant Doe, and so on.

When using “Jr” or “Sr” in the heading of the certificate, place a comma after the name and a period after the “Jr” or “Sr” (EXAMPLE: JOHN P. DOE, JR.). When using “Jr” or “Sr” in the body of the citation, place a comma after the name, a period after the “Jr” or “Sr” and a comma after the period. (EXAMPLE: John P. Doe, Jr.,).

When using II, III, etc., in the heading or body of the citation, do not place a comma after the name or after the “II” or “III.” (EXAMPLE: John P. Doe II distinguished himself….).

Do not use acronyms or abbreviations in the decoration citation – this includes rank, months of the year, and operational terms – everything must be spelled out. If an acronym is included it will be sent back for correction.

Use transition words such as Additionally, Furthermore, Moreover, and Finally to move between action/acts

Ensure proper pronoun is used: He/ She or Him/Her or Himself/Herself

Place two spaces between each sentence Spell Check!

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File Naming Convention

Files will all be named in this manner: Last Name Medal Type File Type Example: Doe JSAM Citation Example: Doe JSAM Narrative Example: Doe JSAM Recommendation Ltr

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DMA Decoration ChecklistFORMATTING – CITATION

☐ 1 Inch margins all the way around (Landscape format) Times New Roman, 12-point font

☐ Any numbers under ten in the awards citation must be spelled out with the exception of the start/end date. All other numbers will be in numerical format. The word dollars and percent will be spelled out, for example 400,000 dollars or 93 percent.

☐ Rank Name are on same line – inclusive dates have Day, Month, Year on same line

☐ NO ABBREVIATIONS OR ACRONYMS. (This includes months of the year, rank, and operational terms.) Commonly used acronyms that get sent back for changes: TV, DJ, AFN, AM/PM and DMA

☐ Not to exceed 16 lines (JSCM/DMSM citations less than 16 lines must be VERY strong). Remarks in citations match up to bullets on narrative

☐ Two spaces between each sentence

☐ Opening/ closing statement mirrors DMA JSAM/JSCM/DMSM example w/ individual’s correct information inserted – statements are from DoDM 1348.33-V1

☐ For compound titles such as Senior Airman and Lance Corporal, spell out the complete grade title in the opening sentence/closing and then use short title (Airman, Sergeant etc) in the remainder of the citation

☐ SPELL CHECK

FORMATTING – NARRATIVE

☐ 1 Inch margins all the way around (Portrait format) Times New Roman, 12-point font

☐ Any numbers under ten in the awards citation must be spelled out with the exception of the start/end date. All other numbers will be in numerical format. The word dollars and percent will be spelled out, for example 400,000 dollars or 93 percent.

☐ Abbreviations and Acronyms must be spelled out the first they are used. Example: MSgt Joe is part of the Department of Defense (DoD) community, as part of the DoD he ………

☐ JSAM/JSCM should be 1 full page. DMSM narrative cannot exceed 2 full pages.

☐ JSAM/JSCM - All statements are in bullet format. DMSM is written in paragraph format.

☐ Opening and closing statement mirrors DMA JSAM/JSCM/DMSM example w/ individual’s correct information inserted

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☐ Acts/achievements referred to in the citation are present in the narrative

☐ SPELL CHECK

PACKAGE SUBMISSION CHECKLIST

☐ JSAM/JSCM/DMSM Recommendation letter signed off by appropriate individuals:- JSAM letter signed by AFN-Europe/Pacific Director- JSCM/DMSM letter signed by HQ AFNE Commander/DMA Director AFRTS

☐ Approval letter filled out with proper information (should only need to fill in areas in YELLOW).

☐ Citation, not to exceed 16 lines per guidance listed above

☐ Narrative in bullet format per guidance listed above (JSAM/JSCM), or paragraph format for DMSM

☐ **Attach late letter (if award isn’t submitted w/in the suspense to HQ AFNE : DMSM-180 days; JSCM-120 days; JSAM-90 days prior to award date)

☐ **Attach any joint awards (include citation) the member has previously earned (this has been a major hold up in the past. If you know someone is being put in for an award, have them start tracking down the citation)

☐ DÉCOR 6 properly filled out (AF only)

☐ Service member’s PT score sheet

☐ Does the SM have any negative counseling’s on file (ie LOR, LOC, UIF) during their time assigned, if so please explain:

☐ Submit a copy of the SM’s record ( i.e. Surf, ERB/ ORB, ESR…etc)

☐ Supervisor’s Signature __________________________________

☐ Station Manager’s Signature __________________________________

Retrieve PT Score Sheet

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1. Login to AF Portal (https://www.my.af.mil) or access this link https://www.my.af.mil/affms/cfmx/fms/index.cfm?FuseAction=Fitness_Home

2. Scroll down to FITNESS & HEALTH header and click on AFFMS (Air Force Fitness Management System) – Fitness Test Scores

3. Once fitness screen open click on Print in upper right hand corner

4. A new window will open and you will choose Click here to print in the upper right hand corner

5. A print window will open and you will choose Adobe PDF from the list of choices then click on the Print button

6. A new window will open, allowing you to name the file and select the location to save it to. Naming convention is: Last Name PT Score Sheet

Retrieve SURF

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1. Login to AF Portal (https://www.my.af.mil)2. Choose AMS (Assignment Management System) from Quick Links menu 3. You will be directed to AFPC Secure Applications – choose AMS from the list

4. Click on Continue button5. Hover over Personnel Information and choose My Career Brief 6. Click Consolidated SURF (HTML) button7. SURF will open in a new screen8. Right click on screen and choose Convert to Adobe PDF, a new screen will open

allowing you to name the file and choose the location to save it to. Naming convention is: Last Name SURF

** If you don’t have this option Right click on screen and choose Print, find Adobe PDF from Select printer area and click on it, then click print – follow step 8 to save

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Additional Links Air ForceTongue and Quill: http://static.e-publishing.af.mil/production/1/saf_cio_a6/publication/afh33-337/afh33-337.pdf

Awards and Decorations Info: http://static.e-publishing.af.mil/production/1/af_a1/publication/afi36-2803/afi36-2803_.pdf

AFI 36-2803, The Air Force Awards and Decorations Program http://www.e-publishing.af.mil/shared/media/epubs/AFI36-2803.pdf

AFI 36-2406, Officer and Enlisted Evaluation Systems http://www.e-publishing.af.mil/shared/media/epubs/AFI36-2406.pdf

DoD Manual 1348.33V1 Manual of Military Decorations and Awards: General Information, Medal of Honor, and Defense/Joint Decorations and Awardswww.dtic.mil/whs/directives/corres/pdf/134833vol1 .pdf

Officer Evaluations and Feedbacks http://www.jber.af.mil/shared/media/document/AFD-110301-102.pdf

Instructions/Processing Procedures for new AF Form 910/911/931/932 http://www.jber.af.mil/shared/media/document/AFD-110301-103.pdf

Additional Links Navyhttp://www.public.navy.mil/bupers-npc/reference/instructions/BUPERSInstructions/Documents/1610.10C.pdf

Additional Links Armyhttp://www.apd.army.mil/pdffiles/p623_3.pdf

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Appendix A – Acronym List1. Approved Acronym / Abbreviation List

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Appendix B – JSAM Guidance1. JSAM Recommendation Letter

2. JSAM Approval Letter (PCS)

JSAM Approval Letter (Separation)

3. JSAM Narrative

4. JSAM Citation

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Appendix C – JSCM Guidance1. JSCM Recommendation Letter

2. JSCM Approval Letter (PCS)

JSCM Approval Letter (Retirement)

3. JSCM Narrative (PCS)

JSCM Narrative (Retirement)

4. JSCM Citation (PCS)

JSCM Citation (Retirement)

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Appendix D – DMSM Guidance1. DMSM Recommendation Letter

2. DMSM Approval Letter (PCS)

DMSM Approval Letter (Retirement)

3. DMSM Narrative (PCS)

DMSM Narrative (Retirement)

4. DMSM Citation (PCS)

DMSM Citation (Retirement)

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