CHAPTER I - COUNSELING

 

References:  The Counseling Process ATP 6-22.1

                                         Army Leadership ADP 6-22

                     Army Leadership ADRP 6-22

                     AR 623-3

                               AR 600-8-19

                     DA-PAM 623-3

                               FM 6-22

 

Forms:  DA Form 4856 Developmental Counseling Form (most current form)

                       DA Form 2166-9-1A NCO Evaluation Report Support Form (EES)

                       DA Form 2166-9-1 SGT (Direct Level) NCOER (EES)

                       DA Form 2166-9-2 SSG-1SG/MSG (Organizational Level) NCOER (EES)

             DA Form 2166-9-3 CSM/SGM (Strategic Level) NCOER (EES)

 

 

The Leader Development process starts first with an understanding of Army Leadership Doctrine and Mission Command.  Application of doctrinal elements is required during initial and periodic counseling sessions which culminate with the completion of evaluations. The purpose of conducting counseling is to contribute to Army-wide improved performance and professional development. 

The rater must conduct an initial counseling within the first thirty days of a rated NCO reporting to a new Unit, the beginning of a new rating period, or upon an individual being selected for promotion or another position. Additionally, Junior Soldiers should be counseled at the same rate.  If there is an IDT scheduling gap, i.e. Soldier assigned after drill in August, no drill in scheduled in Sep, the Rater should strive to conduct a counseling session via telephone.  If not feasible, the NCO will receive the initial counseling as soon as possible.  Raters should document the reason for the gap.

For NCOs, raters will use the NCO Evaluation Support Form Format to prepare for, conduct and record results of performance.  Additionally, the rated NCO will actively manage the counseling process and provide feedback on the Support Form in EES.  The purpose of this form is to improve counseling and provide structure and discipline to the process.  

Counseling sessions will be conducted at least semiannually for M-DAY ARNG Members.  Raters will conduct quarterly counseling sessions with AGR Soldiers.

Rated NCOs are equally responsible to the counseling process.  Rated NCOs should collaborate with their raters to ensure there is a shared understanding of the expectations and performance assessment.  Additionally, the rated NCO should maintain the EES support form to document specific accomplishments in preparation of the NCOER creation.

In support of all counseling sessions (Professional and Performance Development and Event Oriented), raters will use the four phases to the counseling process:

1.   Identify a need for counseling.
2.   Prepare for Counseling.
3.   Conduct Counseling.
4.   Follow Up.

 

The preparation steps for counseling sessions are:

1.   Select a suitable place.
2.   Schedule the right time.
3.   Notify the junior Soldier well in advance.
4.   Organize Information.
5.   Outline the counseling session components.
6.   Plan your counseling strategy.
7.   Establish the right atmosphere.
    

What does a rater discuss with the rated NCO during the Initial Counseling Session?

1.   The rating scheme.
2.   Job description, special emphasis and appointed duties.
3.   Goals for the NCO to promote/support a healthy workplace environment conducive to the growth and development of personnel.
4.   Discuss and establish goals for supporting EO and EEO programs, fostering a climate of dignity and respect, adhering to the SHARP program, and eliminating sexual harassment and assault in their Unit. 

 

What does a rater discuss during subsequent counseling session?

1.   If it is a scheduled performance evaluation the following items will be discussed?
    

1. Describe how the rated Soldier has performed based on observations and interactions. Let the Soldier know specifics of what was observed and the assessment.
2. Update the job description if necessary
3. Advise the rated NCO what he/she can do better and what the rated NCO is doing well.
4. Discuss how well the rated NCO has done in promoting a healthy command climate to include EO/EEO and SHARP.

 

1.   If the counseling is an event oriented counseling, i.e. the NCO failed to do something or if he/she exceeded the standard, then the specific item is discussed.  Specifics should be annotated on a DA Form 4856 and referenced in the Support Form.

 

How does the rater document the counseling session?

The rater should use both the Support Form and DA Form 4856 to their advantage. The Support Form provides ample space to document bullets for future reference.  A DA Form 4856 provides ample space to document additional requirements, comments, suggestions and observations. 

BLUF:  Initial and subsequent counseling which uses the mandatory NCO Evaluations Report Support Form, coupled with a “working copy” of the NCOER is an effective method for rating officials to manage the process.  It will preclude rating officials from scrambling for bullet/narrative comments at the end of a rating period if counseling sessions are conducted properly and raters are capturing bullets/narratives throughout the rating period. Additionally, the process is enhanced when the rated NCO is actively engaged in the process and managing the support form. Therefore, when it is time to complete the evaluation, it's a more efficient process. The other advantage is that it diminishes the possibility of generating an unjust, unfair, incomplete or administratively incorrect evaluation and enhances the final NCOER quality.

 

 

 

 

 

 

 

 

 

 

 

 

SPECIFIC COUNSELING EVENTS

There is an infinite number of specific counseling events which will enhance the leadership development process.  Some counseling sessions are informal and simply involve conversations.  Informal counseling sessions are typically not documented.  Leaders are encouraged to keep some type of record of the sessions.  Additionally, the Soldier and the Leader should have a shared understanding that not all mentoring and counseling sessions involve a counseling statement.

Formal counseling is required in many instances and is critical in sustaining attributes and competencies which will make the organization successful.  Additionally, formal counseling is critical in the identification of additional development needs and developing a plan of action.  Some of the reasons for counseling are listed below.  Please note this list is by no means all inclusive.  Leaders should take into consideration regulatory requirements for counseling.

1) Initial Counseling. 

2) APFT Performance/Failure.

3) Army Body Composition Program.

4) Professional Military Education (PME) to include SSD, NCOES, MOSQ and appointed duties training.

5) School Attendance Counseling.

6) Sponsorship Counseling.

 

In some instances, the organization may have a standard counseling format, i.e. APFT Failure.  When using standardized forms, counselors must fully understand the counseling requirement for the specific event and ensure the applicable portions in the standard format are used and delete/line through the non-applicable portions.

 

 

 

 

 

 

 

 

COUNSELING FORMATS

NOTE:  Counselors should always use the most recent format of counseling forms.  Changes are periodically published.  Currently the DA Form 4856 is available on a PDF-F format.  See Attachment 3g. Additionally, counselors should also review the regulatory guidance outlined in standard counseling forms to ensure the information referenced is the most current.

Counseling Process using the APFT Failure as an example:

First the counselor should complete the header information of the DA Form 4856.

Second the counselor should gather the specific information regarding the Soldier being counseled to include DA Form 705 and the standards for the Soldier.  Then the counselor should complete the background information on the DA Form 4856.

The counselor should then complete the Summary of Counseling.

The counselor should complete the Plan of Action.

 

Upon competing all portions of the form, the counselor should schedule time to counsel the Soldier and ensure the Soldier understands what is documented.  The counseling should assist in identifying barriers to meeting the standards and development of an agreed upon improvement plan. Signature of the form doesn’t necessarily mean the Soldier agrees or disagrees.  The Soldier has the opportunity to identify concerns on the counseling form.

Finally, the counselor should plan to follow up on the action plan outlined and use the Part IV Assessment of the Plan of Action portion of the counseling document.

Included as attachments in support of this guide are several standard counseling formats:

1)  APFT Failure.  Attachment 3a

2)  APFT Administering Personnel Counseling. Attachment 3b

3)  ABCP Failure including USAPHC TG 358 (Army Weight Management Guide). Attachment 3c and 3c(1)

4)  Professional Military Education Counseling. Attachment 3d

5)  Counseling in preparation for school attendance. Attachment 3e

6)  NCO Support Channel Duties and Responsibilities. Attachment 3f

CHAPTER 7

ATTACHMENTS