Online COER's
CONTENTS

Top Introduction Top

The 2003 COER will be entered entirely on the web. It is a paperless process. Each Officer will initiate his/her COER process flow by completing Attachment 1 and assigning their Rater (supervisor). The Rater, if not already a registered user or has not been set up as a guest user, will be assigned a guest account for the COER process. The Rater scores the COER and completes Attachment II. Then the Rater and the Officer will meet to review the scored COER before the Reviewer is assigned. Next the Officer will give his/her concurrence or non-concurrence. The COER flow then moves to the Reviewer for concurrence or non-concurrence. The final stage, the COER is archived to the Officer’s OPF.

Top Initiating Online COER Process Top

Signing On:

Update Personal Information:

  • After successful login, Officer Select COER Activity screen is displayed.
  • If you are an Officer or a registered user, your contact information is displayed on the top.


  • Note: Your Email Address plays a vital role in the entire COER process. Your valid email address ensures proper notifications are sent to all the persons involved in the entire processing cycle. Please take care while entering your valid email address (Check for spelling mistakes).


  • After updating your contact information, click to save the changes.


  • Click, to exit.

Taking Action:

  • If you are an Officer, the status of your COER is displayed below your personal information. Whether you are a Rating or Reviewing Official , your status is always displayed in this area. If your are an Officer, you can initiate your own COER while rating or reviewing other Officers COER.
  • Bottom section of the screen displays a list and status of all the COER's for which you are designated as a Rating or Reviewing Official. If your are not designated as a Rating or Reviewing Official, you can only initiate your COER by selecting your rater and completing Attachment I.
  • You can work on any of the listed COER's by clicking Initiate to start a new COER or by click Continue with save to work on an existing COER.
  • Always remember to SAVE your changes before proceeding to other activities

  • Click to save and exit the application.


  • Click to save and proceed to the next step.


  • Click to work on another COER.

Assigning a Rater:

  • Enter PHS Serial No.(if the official is an Officer) or partial Last Name and/or First Name.


  • Click for a list of potenial Rating Officials and their contact information.


  • Please take care in selecting the right person. An incorrect selection might result in unnecessary delays in processing your COER.
  • Click on User Name to select as your Rater.
  • If the Rater is a registered user (an Officer or a civilian who has an account in the Commissioned Corps database) or has already been given a guest account, you can assign that person as your Rater.
  • If not an user, you may need to create a new guest account for your Rater.


  • Click to go to the previous screen.


  • Click to create a guest account.

Creating Guest User:

  • To create a Guest user enter the following information:
    1. Enter Rating Officials last name,midde name and first name.
    2. Enter Federal Government Agency or organization name.
    3. Enter valid email address and work phone number.


    4. Note: Your Email Address plays a vital role in the entire COER process. Your valid email address ensures proper notifications are sent to all the persons involved in the entire processing cycle. Please take care while entering your valid email address (Check for spelling mistakes).
    5. Click to clear the form.


    6. Click to trigger an email for guest enrollment request. An email with all guest enrollment details is delivered to the Rater you selected.


  • If the selected Rating Official is a registered user, he or she will receive an email identifying him or her as the Rating Official for the Officer, along with rating instructions.
  • If the selected Rating Official is a guest user, he or she will receive an email with guest enrollment instructions.
  • Note:Officer cannot access their COER until the Rater has released it for review.
    •

    Completing Attachment I:

    • Complete Attachment I by entering your duties and accomplishments. (maximum of 3600 characters)
        Hint: Use Notepad or a word processor to enter information. Use cut & copy feature of the word processor and then paste it into the Attachment I.

    • Note: You must complete Attachment I before assigning a Rater.


    • Click to exit the application.


    • Click to assign a Rater.
    Top Rater Scoring Process Top

    Selecting an Officer:

    • Note: Your Email Address plays a vital role in the entire COER process. Your valid email address ensures proper notifications are sent to all the persons involved in the entire processing cycle. Please take care while entering your valid email address (Check for spelling mistakes).


    • Raters should login under either a registered user account or a guest account.
    • A list of Officers COER for which he or she is a Rater will be displayed.
    • Select an Officer by clicking the link Initiate next to Officer's name or click on Continue with saved.
    • Indicate how long the Rater has supervised the Officer.
      1. If greater than 6 months, he must complete a full COER.
      2. If less than or equal to 6 months, he or she may choose to enter a Narrative or a full COER.
      3. A regular/full COER will require the Rater to enter scores on all 18 question and a comment on each question that has been scored A (Unsatisfactory).
      4. A regular/full COER will also require the Rater complete Attachment II to enter comments on an Officer's performance.

    • If Narrative COER option is selected , the Rater will enter a performance score by selecting one of the following:
      Satisfactory Unsatisfactory


    • Click to exit the application.

    Entering Scores:

    • Enter a score for each of the 18 questions, by selecting one of the four or more options.


    • Click to discard the changes.


    • Click to save the information entered so far and work on it at a later time.


    • Clicking will take you either to enter comments for one or more unsatisfactory scores (A) or to Attachment II.

    Completing Attachment II:

    • Based on your scores you will be forced to enter one or more comments.
    • Enter comment in the boxes listed below under each question (maximum of 3600 characters).


    • Click to save the information entered so far and work on it at a later time.


    • Click will prompt you for additional confirmation.

      1. Click to confirm.

      2. Click if you have decided not to release the document.


    • The option will be available, only if the Officer has looked at the review at least once.


    • Clicking will direct you to document lock page.

      1. Confirmation at this stage will lock the scores and attachments from further changes.

      2. Click to confirm and continue to select a Reviewing Official. The assignment is made in the same manner as the Rating Official was assigned. An email is automatically sent to the Reviewing Official informing he or she is the Reviewing Officer for the Officer.


      3. Click if you have decided not to release the document.


    Assigning a Reviewer:

    • Enter PHS Serial No.(if the official is an Officer) or partial Last Name and/or First Name.


    • Click for a list of potenial Reviewing Officials and their contact information.


    • Please take care in selecting the right person. Incorrect selection might result in unnecessary delays in processing your COER on time.
    • Click on User Name to select as your Reviewer.
    • If the Reviewer is a registered user (an Officer or a civilian who has an account in the Commissioned Corps database) or has already been given a guest account, you can assign that person as your Reviewer.
    • If not an user, you may need to create a new guest account for your Reviewer.


    • Click to go to the previous screen.


    • Click to create a guest account.

    Creating Guest User:

  • To create a Guest user enter the following information:
    1. Enter Reviewing Officials last name,midde name and first name.
    2. Enter Federal Government Agency or organization name.
    3. Enter valid email address and work phone number.


    4. Note: Your Email Address plays a vital role in the entire COER process. Your valid email address ensures proper notifications are sent to all the persons involved in the entire processing cycle. Please take care while entering your valid email address (Check for spelling mistakes).

    5. Click to clear the form.


    6. Click to trigger an email for guest enrollment request. An email with all guest enrollment details is delivered to the Reviewer you selected.


  • If the selected Reviewing Official is a registered user, he or she will receive an email identifying him or her as the Reviewing Official for the Officer, along with rating instructions.
  • If the selected Reviewing Official is a guest user, he or she will receive an email with guest enrollment instructions.
    •

    Completing Attachment II:

    • Based on your scores you will be forced to enter one or more comments.
    • Enter comment in the boxes listed below under each question (maximum of 3600 characters).


    • Click to save the information entered so far and work on it at a later time.


    • Click will prompt you for additional confirmation.

      1. Click to confirm.

      2. Click if you have decided not to release the document.


    • The option will be available, only if the Officer has looked at the review at least once.


    • Clicking will direct you to document lock page.

      1. Confirmation at this stage will lock the scores and attachments from further changes.

      2. Click to confirm and continue to select a Reviewing Official. The assignment is made in the same manner as the Rating Official was assigned. An email is automatically sent to the Reviewing Official informing he or she is the Reviewing Officer for the Officer.


      3. Click if you have decided not to release the document.



    Top Officer Concurrence Top

    Officer Concurrence:

    • Select your concurrence or non-concurrence by clicking on one of the following options.
      I concur with this evaluation
      I disagree with this evaluation. I do not intend to submit a rebuttal.
      I disagree with this evaluation. A rebuttal will follow under seperate cover.

    • A rebuttal for a non-concurrence should be mailed to the following address:

        COER Coordinator
        Officer Support Branch Room:4-36
        5600, Fishers Lane
        Rockville, MD 20857-0001


    • Note:The scores and attachments 1 & 2 cannot be modified.


    • Click on to save the changes without submitting it to the Reviewing Official.


    • Click to save and forward the COER to the assigned Reviewing Official. An email is automatically sent to the Reviewing Official informing him or her that the COER is ready for his or her concurrence.



    Top Reviewer Process Top

    Accessing Document:

    • If the Reviewing Official is a registered user, the email received from the Rater will clearly inform him or her on how and where to log on.
    • If the Reviewing Official is a guest user, the email from the Rater will include all necessary instructions to enroll and create a guest account.
    • The registration process is similar to the process used by Rater.
    • The Reviewing Official logs on using his user name and password.
    • The Reviewing Official can now review one or more Officer's COER's.
    • The scores and attachments are not modifiable by the Rating Official.
    • Click to exit without saving the changes.


    • Click to save and forward the COER to the assigned Reviewing Official. An email is automatically sent to the Reviewing Official informing him or her that the COER is ready for his or her concurrence.

    Review Concurrence and Comments:

    • After Reviewing the document, the Reviewing Official concurs by selecting one of the following.
    • The scores and attachments are not modifiable by the Rating Official.
      I concur with this evaluation.
      The Rater is somewhat more demanding than most.
      The Rater is somewhat less demanding than most.
      I disagree with this evaluation.

    • The Reviewing Official may enter comments for the first 3 choices. If choice 4 is selected, the Reviewing Officer is forced to enter a comment.
    • Click to print the document.


    • Click to transmit the document to DCP.


    • If the document is transmitted to DCP, an email is automatically sent to both the Officer and the Rating Official informing them of Reviewing Officials actions.
    Top Guest Enrollment Process Top

    Step 1: Enter Enrollment Details:

    Step 2: Update Personal Information:

    • If a valid Guest ID and Last Name is entered, you are directed to a page where your personal information is displayed.
    • At this stage you may make changes.


    • All items marked with * are required. Also either an Agency or an organization name is required.


    • Click to proceed to Step 3 .


    • Click to clear entered values or click to exit registration.


    • If you do not have a Guest ID or you lost it, contact DCP or the Officer/Person who emailed you the registration details.
    • If you forget your user name, Please call the COER's Coordinator at (301) 594-0961, to get your lost Guest ID.
    • If you forget your password, please click the link forgot your password.

    Step 3: Create User ID & Password:

    • Select a User Name & Password. Click on Username and Password tips for guidelines.
    • Reenter your password for confirmation.
    • Select a Secret Question from the listed items and an answer to the selected question. These are used to confirm your identity if you lose your password.


    • Enter either your social security number or your date of birth and a digital pin. These are used to confirm your identity if you lose your password. Remember the digital pin is for use, only for the account you are about to create.
    • Click to generate your User Name and Password. If either the User Name or the SSN is already registered in our database you will be prompted to make appropriate changes. Click again.


    • Click to clear entered values or click to exit registration.

    Update your Personal Information:

    Forgot Your Password:

    • If you forget your password, please click the link forgot your password in the initial registration screen.
    • You will be asked to enter the user name/id for the account for which you lost the password.


    • Click to exit this step.


    • Click to authenticate yourself in the next step.


    • Enter the secret answer for the secret question you have selected during the initial registration process.
    • Enter either your social security number or your date of birth and a digital pin that you have provided during initial registration.
    • Select a new password and confirm it again. Click on Username and Password tips for guidelines.


    • Click to reset your password. If the secret answer or S.S.N. and digital pin does not match our records, an appropriate error message will be displayed. Change your information and click again.


    • If the update was successful, an appropriate success message will be displayed.
    Top Archiving Top

    After the COER has completed all steps in the process flow, the COER scores will be filed to the database and the COER form is created in an image file under the OPF. Once this stage is completed Officers can view their COER via the Web.

    Top Contacting DCP Top

    You may contact DCP with any questions or comments that you have regarding the Online COER Apllication. DCP can be reached by phone at the following numbers:

    (301) 594.0961 or (800) INFO DCP: Follow the prompts for the DCP Help Desk.

    You may also contact DCP via email: DCPHELPDESK@PSC.GOV

    Top Frequently Asked Questions Top
    1. Why is my Rater / Reviewer not listed ?
      The person you are looking for may be not be a registered user or not registed as a guest user. You may have to create a New Guest User for your rater/reviewer. Also the rater/reviewer must complete the Guest Enrollment Process to be listed.

    2. What to do if I forget my User ID and Password ?
      If you are a registered DCP user, please contact DCP at (301) 594.0961 to reset your password.
      If you are a Guest User, please click forgot password on the main COER Sign on screen.

    3. How do I select the type of COER to use ?
      If you have supervised the Officer more than 6 months, you have no other choice but to must complete a full / Detailed COER.
      If you have supervised the Officer less than or equal to 6 months, you may elect to use either a Narrative or a full / Detailed COER.

    4. Do I need create seperate user account for processing Online COERs?
      If you are a registered user, you can use the same User Name and Password you use to access the secure area. No new registration is required.
      If you not a registered user, you must complete the guest enrollment process to use the system, provided you received an email informing you to register. If you already registered as a guest user (for the purpose of Online COER) you can use the User Name and Password you created during guest enrollment process.

    5. Can a person be both a Rater & Reviewing Offical for an Officer ?
      No. The system will not allow this. A person cannot be designtated to be both a Rating & Reviewing Official for the same Officer. Also an Officer cannot be a Rating or Reviewing Official or both for their own COERs.

    6. How do I know the status my COER ?
      After you signon to the COERs, the initial screen displays the current status of your COER (just below the contact information).

    7. When I cut & paste details into Attachments, the formatting seems to be lost ?
      You probably used Word Processing Software like Microsoft ® Word , Corel ® Word Perfect, etc. to cut & paste. These types of software usually store data in a variety of different formats with different control characters. These characters are recongnized when you paste information into a web page. Please use a text processing software like Microsoft ® NotePad etc. or save as an ASCII text file before cutting and paste it.

    8. Why is there is no activity with my COER even though I have selected my Rating Official?
      It might be due to several reasons. Either your Rating /Reviewing Official is on leave or the email address of the Rating/ Reviewing Official you have provided us is incorrect. Please make sure you have correct email address or contact your Rater to process your COER. In all other cases you might have to contact your Agency Liaison or DCP for further action.

    9. When can I look for my COER in OPF ?
      The appropriate time to check in your OPF is when you receive an Email from the Reviewing Official informing you about the completion of the COER.

    10. Why is that I do not have a link to initiate my COER ?
      It might be due to the fact that, you do not have enough service time to have a COER. Contact your immediate supervisor for further assistance.

    11. What needs to be done if my Rater/Reviewing Official is going to be same for next year?
      If your Rating/Reviewing Official is a registered user, you do not have to do anything for next year. If the official is a Guest User you probably might have to reactivate his account.

    12. How do I initiate/Rate/Review a COER, if I do not have computer facilities at my work place?
      Using the Internet is our preferred method of processing COER's. In extreme cases, please contact your Agency Liaison to arrange for an alternate method.

    13. Do we continue to use Probationary COER's?
      Starting, year 2003, Probationary COER's are no longer used. You will have to use either a Narrative or a Detailed COER. Please contact your supervisor or COER Coordinator for further assistance.

    14. How do I know what the scores A through E mean?
      A lower score A means the worst and a higher score E means the best.

    15. Are Paper COER's completely eliminated?
      Starting year 2003, we are gradually eliminating paper COER's. Until we streamline the entire COER process the paper form may continue to exist. But we prefer doing it online to avoid human errors and also to save time.

    16. How do guest users update their phone number and email address?
      To update your contact information , you need to remember the guest id that was emailed to you during guest registration. Use that id and your last name to access and update your contact information. Click here to update. If you do not remember your guest id, please call the COER's Coordinator at (301) 594-0961, to get your lost Guest ID.

    17. Why is that, the right portion of COER scores gets cut off, while printing?
      Printing document in internet browsers is dependent on how the print options are set for the printer. If you are using Internet Explorer, click on File and Print Preview... on the menu located usually on the top left corner of your internet browser window. Once you are in the Print Preview window, click on the icon which displays 'Page Setup (ALT + U) as a toolbar help. Once your are in the page setup window increasing your right margin value should solve your problem. If not, you might also try changing the values of left,top and bottom margins. Switch back to Print Preview window by clicking close. You might have to keep changing values, by switching back and forth between page setup and preview windows.

      If you are using the most recent versions of Netscape click on File and PageSetup... on the menu located usually on the top left corner of your internet browser window. Once you are in page setup window, click on Margin & Header/Footer tab. Change the margin values and click ok. After changing margin values, click on File and Print Preview... on the menu located usually on the top left corner of your internet browser window and view your document. Repeat the above steps until all the sections of the documents show up in the print preview window.

    18. What do I do if I have had multiple supervisors during the rating period?
      Your current supervisor should complete the COER. However, if this supervisor has only rated you a short time (less than 6 months), he/she may seek input from the previous supervisor(s) when completing the COER. If your current supervisor has supervised you less than 6 months, he/she may choose to do a narrative COER rather than a Detailed COER. This is at his/her discretion.

    Top Error Messages Top

    Top Last revised on 06/23/2003 Top