Office of Commissioned Corps Operations Commissioned Officer Effectiveness Report (COER) Reference Guide

Introduction to the 2009 COER

This section provides an overview of the 2009 Annual COER process and online application. It introduces the following concepts:

Overview of the 2009 COER process
Best Practices for using the 2009 COER online application

NOTE: The officer is responsible to ensure his/her Annual COER is transmitted by the prescribed deadlines. Failure to adhere to prescribed deadlines is disadvantageous to the officer and will affect promotions, assimilations, awards, details and special pays.

Overview of the 2009 COER Process

Step 1: Officer Initiates COER

Officer logs into COER application from the "Secure Area" on the Commissioned Corps Management Information System Web Site (CCMIS). If necessary, officer updates contact (email address and work phone) information.
Acknowledge and Adhere to "Instructions for Officers" posted in the policy guidance 2009 Annual COER

Officer enters and saves Attachment I, this system utilizes text boxes and tabs. The Attachment I will contain the officers duties, accomplishments and goals. Each section will contain 5 text boxes with a maximum of 240 characters per text box. There will also be an "Additional Comments Tab" where the officers can put up to 500 characters of additional information.

RECOMMEDATIONS:

Create COER text in Microsoft Word using 10 point Courier font and paste to Attachment I.

Make sure to Preview your Attachment I.
Please note that you must save all information before leaving a page. If you do not, then the information you entered will be lost and you will have to re-enter it.
Changes may be added to Attachment I anytime prior to assigning it to the rater. Once the COER has been sent to the rater for review the officer will be prohibited from making changes until the rater has finished the evaluation.
Officer assigns a rater to the COER. The officer may choose to use last year's rater or assign a new rater.

Step 2: Rater Opens Officer COER and Evaluates

Rater logs in to COER application. If necessary, rater updates contact (email address and work phone) information.
Rater enters time supervised. If time supervised is less than six months, the rater has the option of completing either a Narrative or Detailed Evaluation. If time supervised is greater than six months, the rater must complete a Detailed Evaluation.
Please note that you must save all information before leaving a page. If you do not, then the information you entered will be lost and you will have to re-enter it.

For Narrative Evaluation
- Rater enters rating
  
  (18 Performance Elements) "A" to "F" [A = Unsatisfactory (lowest rating), E= Satisfactory (highest rating)]; "F" indicates performance element is not rated or not apart of expected assigned duties.
- Rater enters and saves Attachment II.
  
  RECOMMEDATIONS:
  
  Create COER text in Microsoft Word using 10 point Courier font and paste to Attachment II.
  
  Make sure to Preview your Attachment II.
Follow remaining Steps in Detailed Evaluation.

For Detailed COER

Rater enters scores (A to F). "A" scores require additional comments.

(18 Performance Elements) "A" to "E" [A = Unsatisfactory (lowest rating), E= Satisfactory (highest rating)]; "F" indicates performance element is not rated or not apart of expected assigned duties.
Rater enters and saves Attachment II.

RECOMMEDATIONS:

Create COER text in Microsoft Word using 10 point Courier font and paste to Attachment II.

Make sure to Preview your Attachment II.
Rater assigns a reviewing official to the COER. The rater may choose to use last year's reviewing official or assign a new reviewing official.
Rater releases COER to Officer. DO NOT SKIP THIS STEP!

Step 3: Officer Reviews Rater's Scores and Attachment II

Officer logs into COER application.
Officer reviews rater's scores and Attachment II.
Officer meets with rater to discuss. If necessary, revisions may be made to the COER by the officer or the rater.
Officer responds to the rater's evaluation by either concurring or disagreeing.
When Officer responds, an email is sent to the Reviewing Official stating the COER is ready for the final response.

Step 4: Reviewing Official Responds to Scores and Attachments

Reviewing Official logs in to COER application.
Reviewing Official reviews officer's Attachment I and rater's scores and Attachment II.
Reviewing Official responds to the rater's evaluation by either concurring or disagreeing.
When Reviewing Official responds the COER is archived into the electronic Officer Personnel Folder (eOPF).
Officers who are eligible for competive promotion the following folders will appear "View Scores", "Review Att I", "Review Att II", "Enter ROS", "Preview OPF ROS", and "Final Concur/Disagree." Those eligible officers are required to have a Reviewing Official Statement (ROS) as a part of the promotion process.
Officers who are nominated for promotion through the Exceptional Proficiency Promotion (EPP) process will not have an ROS available and should have the ROS completed manually and submitted to OCCO by 31 December 2009 through the CDC/ATSDR Commissioned Corps Liaison. Reviewing Officials may refer to the 2010 Promotion Cycle page for more promotion information.

Best Practices for Using the 2009 COER Application

Key Dates:

COER available to officers 7 October 2009;

Rating period 1 October 2008 through 30 September 2009;

COER due to Rater by 21 October 2009;

COER due to Reviewing Official by 4 November 2009;

COER due to OCCO by 18 November 2009.

Here are a few tips and suggestions that will aid in successfully using the online 2009 COER application.

System Requirements

Internet Explorer 5.5 or greater.
It will not work on Netscape versions earlier than 7.1
If you have a POP-UP blocker on your computer, you must either turn it off or set it up so that the COER application web link is allowed.

To disable pop-up blocker: Hole CTRL-key and click Preview Attachment.

Helpful Hints

When creating attachments, you MUST click SAVE before moving to another link.
If you do not, your text will be lost.
Remember you are limited to 240 characters or less per text box; however, the "Additional/Comments" tab cannot exceed 400 characters. To ensure that you have not exceeded your limit Click "Preview OPF Att 1". If the full text is visible, you should be fine. If it is cut off, you know you have exceeded your limit.
Make sure your email address is correct, if it is not, you will not receive the necessary communications.
If you are an officer ensure your email address is correct before the COER is released:

Go to Commissioned Corps Management Information System Web Site (CCMIS). Click Secure Area, click Officer and Liaison Activities, log in, click Update Contact Information, make the changes, and click Update.
If you are an officer ensure your email address is correct after the COER is released:

Log into the COER application, click "Update phone/email", make the changes and save.
If you are an Officer or Rater assigning someone to work on the COER, MAKE SURE you get that person's email address correct.
Please be aware that passwords are only valid for about 6 months. It is imperative that you complete the task as soon as possible.
Forgot Login ID? Call 301-594-0961 or email cchelpdesk@psc.gov.
Forgot Password? Go to CCMIS login page, click Forgot Password.
If you are a Rater/Reviewer and you no longer have the original email, ask the officer to log in and resend it to you.
If you are an officer wondering what the status of your COER is, go to the COERs application, log in, click "MORE OPTIONS", "COER STATUS".
Communication between you, your Rater, and your Reviewing Official is very important. If you have questions about your COER (status, ratings, etc) speak with them first. If you still have questions your second contact should be your Agency Liaison, CAPT Dan Cline bqf6@cdc.gov
If Agency Liaison is unavailable, send your questions to phscoers@hhs.gov.
Please review "READ Before You Rate – 2009"

Last Reviewed: October 14, 2009