DA Form 7223-1 at a glance
What it is: DA Form 7223-1 is the Base System Civilian Performance Counseling Checklist/Record.
Who signs: Summarize key points of the counseling on the back of this form and initial in the block provided. You may attach additional pages. Give the Ratee the form to review/initial. Forward the checklist through the rating chain to the Senior Rater (if used) who should review and, when satisfied that requirements are in line with mission needs, initial and date the checklist and return it to you.
Face-to-face counseling is mandatory for all civilians in the Base System.
PURPOSE. The primary purpose of counseling is to define organizational mission and values, discuss individual job expectations and performance, reinforce good performance/work related behavior, correct problem performance/work related behavior, and enhance the Ratee's ability to set and reach career goals. The best counseling is forward looking, concentrating on the future and what needs to be done better. Counseling should be timely. Counseling only at the end of the rating is too late since misunderstandings that impact performance and work related behavior cannot be resolved in time for improvement before the next annual rating.
A filled-in DA Form 7223-1 example: a Rater starts the checklist
How to fill out DA Form 7223-1, box by box
Ratee, Rater, Organization/Installation, Pay Plan, Series/Grade, Rating Period and Senior Rater
Enter the Ratee, Rater, Organization/Installation, Intermediate Rater (Optional), Pay Plan, Series/Grade, Rating Period and Senior Rater.
Counseling Record/Individual Performance Standards
Under Ratee/Rater/Int. Rater/Senior Rater Initials, enter the initials; under Key Points Made, enter the key points.
More rules for DA Form 7223-1
Use this form along with a working copy of the Evaluation Form (DA Form 7223) and the Ratee's position description for conducting performance counseling and recording counseling content/dates.
Counseling at the beginning of the rating period, later counseling sessions and after counseling
Counseling at the beginning of the rating period
Conduct initial counseling within at least the first 30 days of each rating period and again at the midpoint of the rating period.
Schedule the counseling session and notify the Ratee; suggest the Ratee write down or be ready to discuss ideas about expectations and requirements.
Get a copy of the Ratee's position description, rating chain, the counseling checklist, and a blank evaluation form.
Think how each Value and each Responsibility in Part V of the evaluation form applies.
Decide what you consider necessary for success in each Value/Responsibility. Be specific.
Make notes to help you with counseling.
Explain the rating chain and the roles of each rater.
Discuss the position description. If the Ratee has worked in the job before, ask if he/she believes the description is accurate.
Discuss items that require top priority effort (areas of special emphasis)--realizing this may change later.
Discuss each Value/Responsibility in Part V of the evaluation form. Ask the Ratee for ideas about what Values mean and how he/she might perform assigned duties.
Review the Ratee's written input if he/she provides it.
Discuss what tasks and level of performance you expect for Success.
If you and the Ratee have different views, discuss them until you both are clear on requirements. Even if the Ratee disagrees, he/she must understand what you expect.
Using the DA-established performance standards and the tasks to be accomplished give examples of Excellence to give the Ratee specifics to aim for.
Ask the Ratee about career goals and training needs.
Later counseling sessions
Schedule the counseling session with the Ratee. Tell him/her to come prepared to discuss accomplishments and review requirements and effectiveness of any completed training.
Review notes from the last session.
Consider whether priorities or expectations have changed.
For each Value/Responsibility, answer these questions: What has the Ratee done? What was done well? Why? What could have been done better? Why?
Make notes to help focus when counseling.
Discuss job requirements and areas of special emphasis and priorities that have changed or that are new. Ask the Ratee if he/she is having problems and needs your help.
If the Ratee gives written input, review it.
Tell how the Ratee is doing. Talk specific examples of observed actions/results. Discuss differences in your views. Offer assistance if needed. The goal is to help the Ratee succeed.
Give examples of Excellence that occurred or could have occurred.
At least during the midpoint counseling session, discuss the Ratee's career goals, the effectiveness of training, and the Ratee's potential to perform higher level or different tasks.
Follow the same procedures for documenting, initialing, and dating as you did for the initial session.
After counseling
Give the Ratee the form to review/initial.
If the Ratee gave written input, attach it.
Give the Ratee a copy and keep the original to use for the next counseling session.
At the end of the rating period, use the checklist to prepare the Ratee's evaluation. Then attach the Counseling Checklist/Record to the performance evaluation for use by the rating chain. After the Senior Rater signs the performance evaluation, he/she returns it to the Rater to discuss with the Ratee, if a senior rater is used. After the Ratee signs, the Rater submits the evaluation with the checklist to the servicing personnel office for filing.
Sources
[1] DA Form 7223-1 (AUG 1998), Base System Civilian Performance Counseling Checklist/Record, U.S. Army (the Official source link on this page).
