RECORDKEEPING AND EVALUATING
Good supervisors use a system for recording
performance on a continuous basis. If you are a
supervisor, you should consistently use some type
of system for logging good and poor performance
or conduct. Such a system will be a help to you
in meeting a variety of responsibilities, including
writing performance evaluations.
Another benefit of recordkeeping is that it
helps you notice when a subordinates actions or
behavior patterns change, either negatively or
positively. You can then intervene in the early
stages of personal problems to reduce their
negative effects by providing help.
The methods for recordkeeping vary with each
supervisor, but you should include the following
basic elements if your records are to be useful:
1. Subordinates name
2. Date of the observation
3. Behavior observed
4. Action taken or planned
When you maintain personal records on your
personnel, you should take several actions to be
sure of compliance with the Federal Privacy Act
of 1974 and the Freedom of Information Act.
First you must inform subordinates that you are
maintaining a log on their performance and
conduct. You should explain that this is a means
of helping you carry out your responsibilities and
develop their required evaluations. You should
also inform subordinates that they have the
They may examine and make copies of all
entries and notations that apply to them.
They may review the log with you and
discuss any differences of opinion they
may have with your entries.
They may request an amendment or a
change, by following set procedures, if we
cannot settle differences. You may refer
them to the legal officer for aid in follow-
ing the correct procedures.
PETTY OFFICER QUALITY
CONTROL REVIEW BOARD
The Navy established the petty officer quality
control review board to help develop and main-
tain a highly professional enlisted career force.
This board, in the Bureau of Naval Personnel
(BUPERS), automatically reviews the records of
petty officers E-5 and above whose performance
is not in keeping with the traditionally high
standards of the Navy.
The following general categories of per-
formance are considered by the board in their
evaluations and recommendations:
Performance of duty
Willful racism, sexism, or acts that deny
equal opportunity to others
Appearance and compliance with Navy
FUNCTION OF THE REVIEW BOARD
If the board determines that the performance
of a petty officer is below standard in one of the
above groups, it will take one or more of the
1. Advise the petty officer that it would be
to his or her personal benefit to request either a
transfer to the Fleet Reserve or the U.S. Navy
retired list or Naval Reserve retired list.
2. Process the petty officer for administrative
3. Issue a letter of warning into the perma-
nent service record of the petty officer (the
member would then require approval from the
Chief of Naval Personnel before reenlistment or
extension of current service or before other
appropriate administrative action).
4. Reduce the petty officer to the next inferior
The function of the board is to assure that
there is recognition throughout the Navy of the
high professional standards and competence of