Canadian Armed Forces Military Personnel Instruction 01/23 – Performance and Competency Evaluation (PaCE)

1. Identification

Date of Issue: 2023-03-10

Date of Modification: 2025-03-03

Application: This instruction applies to Canadian Armed Forces (CAF) Regular Force (Reg F) and Reserve Force (Res F) officers and non-commissioned members, hereinafter referred to as CAF members, unless specifically identified by rank groups, and DND public servants who are immediate supervisors or reviewing officers for CAF members.

Approval Authority: Chief of Military Personnel (CMP)

Enquiries: Administrative Response Centre (ARC)

2. Definitions

Author/Supervisor (Auteur/superviseur)

The Author/Supervisor is responsible for completing the CAF member’s PAR. This should be the direct supervisor except under exceptional circumstances where the direct supervisor is unavailable. The Author/Supervisor must be at least one rank higher than the CAF member being appraised, or the civilian supervisor who the CAF member reports to unless the CO approves an exception.

Canadian Forces Personnel Appraisal System (CFPAS) (Système d’évaluation du personnel des Forces canadiennes (SEPFC))

The CFPAS was the last CAF performance appraisal tool before the introduction of PaCE. Launched in 1997, the aim of the CFPAS was to develop CAF personnel through constructive feedback and to assess the level of demonstrated performance and potential for career administration purposes. It was replaced by PaCE as of 01 April 2022.

Debriefing Authority (Responsable de compte rendu)

The Debriefing Authority is responsible for debriefing the CAF member on the content of the PAR. This is usually the author or a designated Debriefing Authority when the author is unavailable.

Debriefing Session (Séance de compte rendu)

Debriefing Session refers to the PAR debrief on performance appraisal before the Potential Evaluation Board (PEB) and a second PAR debrief on potential appraisal after the PEB or Higher Level Review Ranking (HLRR) board, if applicable.

Feedback Notes (FN) (Notes de rétroaction (NR))

Feedback notes are the collection of observations or facts, about a CAF member’s performance and work. The goal is to document the full spectrum of the CAF member’s behaviours, either positive or negative. The resulting data is used to complete the writing of the PAR.

Feedback Sessions (Séances de rétroaction)

Feedback sessions are held periodically throughout the reporting period to enable CAF members to review the FNs with their Supervisor to understand their performance and receive developmental coaching to provide opportunity for growth and improvement.

Higher Level Review Ranking (HLRR) Board (Conseil de révision du classement au niveau supérieur (RCNS))

The HLRR board is a ranking process aimed at identifying the top PARs at various levels from all those that were rated on the five meta-competencies at the PEB. The ranking result forms part of the scoring criteria at National Selection Boards (NSB).

Higher Level Review Ranking (HLRR) Manager (Gestionnaire de révision du classement au niveau supérieur (RCNS))

The HLRR Manager is responsible for administering the PaCE system during the HLRR Boards. The HLRR Manager must be someone who has PaCE Manager privileges for the unit.

Intermediary Reviewer (Réviseur intermédiaire)

The Intermediary Reviewer is someone in the chain of command (CoC) between the Author and Reviewing Officer (RO) tasked to ensure the PAR is properly completed prior to staffing to the Reviewing Officer. This role is optional and will vary depending on the unit’s size and organizational structure.

Job Description (JD) (Description de travail (DT))

The Job Description sets out the duties, tasks, and responsibilities of the position that a CAF member is assigned to or employed in. It should be written in a way that a subordinate can understand what they are expected to do and what they will be appraised on. The JD is developed in a collaborative manner by the supervisor with the CAF member but must be finalized by the supervisor. JDs can be standardized for similar positions in a unit.

Leader Development Framework (LDF) (Cadre de perfectionnement des leaders (CPL))

The LDF consists of five meta-competencies that are addressed as a CAF member progresses through four levels – Junior, Intermediate, Advanced and Senior. Viewed through the current structure of the professional development (PD) system, therefore, Junior equates to developmental period one (DP-1) and DP-2, Intermediate DP-3, Advanced DP-4, and Senior DP-5. The 19 "cells" resulting from this framework are populated by the specific competencies that must be developed throughout a CAF member’s career using the four pillars of the CAFPD Framework – education, training, employment experience, and self-development.

Leader Development Model (LDM) (Modèle de perfectionnement des leaders (MPL))

The LDM has been created with the LDF as the foundation. The LDM aligns professional development, personnel appraisal, and career management/succession planning in a logical, coherent HR management system to generate institutional leaders in a progressive manner across all DPs for CAF members.

Member Aspiration Profile (MAP) (Profil d’ambition du militaire (PAM))

The MAP allows CAF members to provide information on their desired career and professional development goals. CAF members will prepare their MAP and have it reviewed by their supervisors at the beginning of each year and after any change of circumstances, or when there is a change of unit.

Occupational Functional Point (OFP) (Niveau opérationnel de compétence (NOC))

The point at which a CAF member completes all developmental period one (DP1) individual training and education, which permits first employment in an assigned military occupation. Note: At OFP, a CAF member is posted off the basic training list (BTL) or subsidized university training list (SUTL) into a trained effective establishment (TEE) position and counted as trained effective strength (TES).

PaCE Informal Resolution (PaCE IR) (Résolution informelle de l’ÉPC (ÉPC RI))

The PaCE IR process provides CAF members the ability to request justified changes to their PAR without going through the formal grievance process.

PaCE Manager (Gestionnaire ÉPC)

The PaCE Manager oversees and administers the PaCE system in MonitorMASS (MM) for their organization. Their rights allow them to control the PaCE system, as necessary.

PAR Monitor (PARMON) (Vérificateur des RER)

The PARMON assures the quality control of PAR completion in the unit.

Performance and Competency Evaluation (PaCE) (Évaluation de la performance et des compétences (ÉPC))

Grounded in the LDF, the PaCE system is a modern information technology tool that replaced CFPAS for performance appraisal and feedback purposes. It supports the cyclical nature of performance appraisal in the CAF through its four main components: job description (JD), member aspiration profile (MAP), feedback note (FN) and the performance appraisal report (PAR).

Performance Appraisal (Évaluation du rendement)

Performance appraisal rates a CAF member’s rank specific competencies based on behavioural indicators. FNs are used to substantiate the rating and the accompanying performance appraisal narrative.

Performance Appraisal Report (PAR) (Rapport d’évaluation du rendement (RER))

The PAR is the final report completed at the end of the annual assessment period that rates performance, and if applicable, potential of CAF members. The minimum observation period on a CAF member to produce a PAR is 120 days (four months). Primary Reserve members who have only served on Class A Reserve Service during the reporting period must have been on duty or have participated regularly in unit training and activities to ensure that their competencies are sufficiently observed.

Performance Appraisal Report Exemption (PARX) (Rapport d’évaluation de rendement - exemption (RERX))

When a CAF member’s performance cannot be observed for 120 days (four months) in a reporting period, a PARX will be completed. A PARX will be completed for Primary Reserve members who have served only on Class A Reserve Service during the reporting period if their performance during duty, training, or unit activities has not been sufficiently observed.

Potential Appraisal (Évaluation du potentiel)

CAF members who receive an overall rating of “Meets Leadership Expectations” or higher in the performance appraisal section are subject to a potential evaluation by the Potential Evaluation Board (PEB) unless released from the CAF before 31 March. The potential rating is based on the sum of all five meta-competency ratings. See paragraph 507 in the PaCE User Guide for details on the process and outcomes.

Potential Evaluation Board (PEB) (Conseil d’évaluation du potentiel (CEP))

PARs receiving an overall rating of “Meets Leadership Expectations” or higher are evaluated for potential to be promoted to the next rank using the five meta-competencies: social capacities, professional ideology, expertise, change capacities, and cognitive capacities.

Reviewing Officer (RO) (Officier réviseur (OR))

As a representative of the organization, the RO signs concurrence with the PAR as written by the Author. Depending on the rank of the CAF member and the rating of the PAR, a Second RO (2^nd RO) may be required to sign concurrence with the PAR as written by the Author and reviewed by the RO. The 2^nd RO will be the CO, unless there are special circumstances as stated in paragraph 6.1.

3. Policy Direction

Context

3.1 Pursuant to DAOD 5059-0, Performance Appraisal of Canadian Forces Members the CAF is committed to using performance appraisals to evaluate CAF members in respect of:

1. performance and the meeting of performance expectations;
2. potential; and
3. professional development.

3.2 Performance appraisal is normally based on a CAF member's substantive rank and includes performance in any higher rank that the CAF member held during the reporting period. Performance appraisal is done within a CAF member’s component; Regular and Reserve Force CAF members are not rated against one another. Furthermore, Reserve Force members are to be rated within their sub-component. Ultimately, performance appraisal allows a CAF member to identify areas of strength they can leverage, as well as areas that require further development to progress during their career.

3.3 PaCE fundamentally modernizes the CAF approach to performance appraisal through a scientifically founded, competency-based appraisal system and leverages digital technology by digitizing the administration and transmittal of performance appraisals. The system evaluates the competencies that are required to develop successful CAF leaders, who epitomize the CAF Ethos and embrace CAF objectives and strategies. See Annex A for the CAF Competency Model and the LDF.

Purpose of Instruction

3.4 The purpose of this instruction is to amplify DAOD 5059-0 by providing direction on the use of PaCE for CAF performance appraisal. For the technical aspects of using the PaCE system software consult the PaCE User Guide and the instructional material associated with the PaCE courses available on the Defence Learning Network (DLN).

4. Operating Principles

4.1 The CAF performance appraisal cycle covers a full year from the 01 April and to 31 March. The four stages in the cycle are: define CAF member’s responsibilities, review career aspirations, document performance, and prepare an annual PAR. Only events and performance that have occurred during the reporting period may be assessed in the PAR. Events from previous performance years must not be included except where specific permission from DMCSS 2 for Regular Force CAF members, or the applicable L1 authority for Reserve Force CAF members has been obtained.

4.2 CAF members will normally be assessed in their substantive rank even if they held an Acting While So Employed (AWSE) rank on the last day of the reporting period. If they hold an Acting Lacking (AL) rank the PAR will be written in their AL rank. See Sections 6.8 to 6.11 for details.

4.3 A CAF member cannot opt out of receiving a PAR. It is the responsibility of the parent unit to ensure PARs are completed and that related documents from other units, detachments, or locations where their CAF members are or have been employed are incorporated into the PAR. When CAF members are employed somewhere other than their parent unit for most of the reporting period, the parent unit and employing unit will negotiate which unit completes the CAF member’s PAR by using the PAR Transfer of Responsibility process described in Section 7.

Reporting Period

4.4 The annual reporting period for all CAF members is 01 April to 31 March inclusive. The PAR must cover the complete twelve-month reporting period. Regular Force COs will ensure that a PAR is submitted annually on CAF members who, at the end of the reporting period, are on the unit effective strength as defined by the most current Unit Manning Report. CAF members in the ranks of Pte/S2-S3/Avr, OCdt/NCdt, 2Lt/ASLt, and Lt/SLt are exempt from receiving a PAR. Reserve Force COs will use effective strength nominal rolls, plus CAF members placed on Non-effective Strength (NES), unless otherwise directed by an appropriate Environmental Command order or equivalent direction.

4.5 PARs will be completed directly in the PaCE system if access to the Defence-Wide Area Network (DWAN) and MM is available. Only in cases where DWAN and MM are not available, will PARs be completed using the appropriate PaCE Smart Forms available in the Defence Forms Catalogue.

5. The Performance and Competency Evaluation System

General

5.1 The cornerstone of PaCE is the management of CAF members’ expectations via continuous feedback and development throughout the reporting period. The importance of regular feedback is explained in the PaCE User Guide. To complement the daily feedback that supervisors should routinely give to CAF members, a process of maintaining FNs and conducting formal feedback sessions has been built into the PaCE System. Their purpose is to summarize performance-related information and document performance throughout the year. Feedback Sessions are held periodically, at least every quarter, throughout the reporting period to enable CAF members to review the FNs with their supervisor to understand their performance and receive developmental coaching to provide opportunity for growth and improvement.

5.2 The performance appraisal cycle begins each year with reviews of the CAF member’s responsibilities via a JD and their career aspirations via the MAP. Occupational and rank specifications and position requirements are set by the supervisor during the Initial Review of the JD and MAP session. FNs then document performance throughout the year. Feedback Sessions allow supervisors to discuss ongoing performance and behaviour aspects with their subordinates. A PAR is produced at the end of the reporting period. The PAR rates a CAF member’s performance during the year and, in some cases, potential for advancement. 

Performance and Competency Evaluation System Components

5.3 The components of the PaCE system are:

1. Job Description (JD);
2. Member Aspiration Profile (MAP);
3. Feedback Note (FN); and
4. Performance Appraisal Report (PAR).

Job Description

5.4 The JD is a clear list of tasks, duties, and responsibilities that a CAF member is required to do as part of the position to which they are assigned. Any CAF member or supervisor can draft a JD, but it must be finalized by the supervisor. Before drafting the JD, the Supervisor role must first be assigned in MM by the direct supervisor or the unit PaCE Manager. Referring to the appropriate JD included in the CAF member’s occupational specification, the supervisor must describe the main or “critical” tasks the CAF member will be required to perform to permit assessment of competencies when the PAR is completed. The JD is an indication of what the supervisor will focus on when evaluating the CAF member’s performance competencies for PAR purposes.

Member Aspiration Profile

5.5 The purpose of the MAP is to allow CAF members to provide information to the CoC on what career goals they would like to achieve, future employment or professional development preferences, and personal considerations for assignment. It is a CAF member’s own near-term career plan. All CAF members eligible to receive a PAR will prepare a MAP. The MAP is reviewed by the supervisor at the beginning of each year, after a change of career aspirations, after a change in personal circumstances, or when there is a change of unit.

Note – An approved MAP does not represent an obligation or commitment from the CAF to fulfill a particular career goal. However, the CoC must take into consideration the goals of the CAF member and try to achieve a balance with organizational needs.

Feedback Note

5.6 FNs form the backbone of the PaCE System. They are the collection of observations or facts about a CAF member’s performance and work. Their goal is to document the full spectrum of the CAF member’s behaviours, either positive or negative. FNs must be recorded throughout the reporting period and their use is mandatory for all ranks. They do not need to be lengthy or cumbersome, but they do need to contain specific information because they are used for developmental coaching.

5.7 The feedback should be behaviorally based (observed) and within the ability of the CAF member to address through behavior change and/or skill development. They must be accurate, constructive and developmental.

5.8 FNs can also be used to document job expectations for a JD, completion of a course or training (attaching a scan of a supporting document like a course report, email or letter of commendation), or other pertinent work-related information.

5.9 All supervisors are to ensure that FNs are accurate and fair. Accurate FNs support a fair and transparent appraisal process and developmental coaching. More details on the types of FNs, with examples, can be found in the PaCE User Guide.

Performance Appraisal Report

5.10 The purpose of the PAR is to annually assess a CAF member’s performance and, if applicable, potential for advancement. The PAR should provide an accurate appraisal of the CAF member’s performance and potential to serve at the next rank. CAF members will receive their performance appraisal in the official language of their choice. See Annex B for PaCE Performance and Potential bracket definitions.

Minimum Observation Period

5.11 The minimum observation period for a supervisor to complete a PAR is 120 days (four months) of observed performance. This will ensure sufficient time for a CAF member to acclimatize to their new position or work environment on posting if applicable and the supervisor to assess the CAF member more accurately.

5.12 Completion of a PAR requires an understanding of the CAF Competency Dictionary and the Performance Ratings found in the PAR module of MM. The competencies are comprised of BIs, each of which is rated by the Supervisor using the 5-point scale from Ineffective to Extremely Effective. The combined rating of the BIs in each competency will automatically generate a rating for that competency. The ratings of all competencies are then automatically calculated to generate an overall descriptor for the performance bracket of the PAR. The assigned performance bracket will determine if the PAR will be assessed for potential.

5.13 The PAR may be used for selection purposes such as:

1. promotion;
2. career courses;
3. further Terms of Service (TOS);
4. administrative review purposes;
5. postings or special assignments;
6. In or Out Service training and education;
7. commissioning programs;
8. military occupation transfer; or
9. honours and awards.

Note – PARs are a key component of NSBs and certain personnel appointment boards (i.e., for command). NSBs and appointment boards are governed by other orders, directives and manuals and are not discussed further in this instruction.

5.14 To receive a PAR, CAF members must:

1. be Cpl/S1 or higher for NCMs and Capt/Lt(N) or higher for officers;
2. have reached the OFP in their current military occupation, except for Medical and Dental officers enrolled under the Direct Entry Officer (DEO) plan who may receive a PAR prior to having reached OFP if they can be immediately employed in their military occupation prior to OFP; and
3. be in a position on the TEE except as noted for DEO medical and dental officers.

Note – CAF members at the ranks of Pte/S3/S2/Avr, OCdt/NCdt, 2Lt/ASLt, and Lt/SLt at OFP and in the TEE will receive FNs vice a PAR. CAF members not in the TEE and/or not at OFP are not included in PaCE processes. See sections 6.15 to 6.19 PARX for exceptions to this.

5.15 The PAR has three major components:

1. identification and general information including courses completed, qualifications completed both inside and outside of the CAF for professional development and continuous learning, key secondary duties and volunteer activities that benefit the CAF;
2. appraisal of performance and if warranted potential; and
3. supporting narratives.

6. Performance Appraisal Report (PAR) Completion Directives

Levels of Review

6.1 There must be at least two levels of review on every PAR and normally, each section is signed by a different CAF member of increasing rank or a civilian supervisor or manager. The immediate supervisor of the CAF member, who must be at least one rank higher than the CAF member being assessed, or a civilian supervisor or manager, and normally referred to as the Author/Supervisor in the PaCE System writes the PAR. The RO endorses the accuracy of the Author/Supervisor’s performance appraisal and provides additional comments if the PAR qualifies for additional justification. The CO or Second RO (2^nd RO) endorses the RO’s performance rating justification comments and provides additional comments such as appointment, employment or training recommendations when warranted by the rating. There are, however, rare cases where the CoC for an individual does not fit the normal pattern and it is not possible or appropriate for a different CAF member or one of increasing rank to sign each section. In such cases where the environmental commander has not designated signing authorities for these unique situations, the CO should seek the advice of either DMCSS 2 for Regular Force CAF members or the applicable L1 authority for Reserve Force CAF members in determining an appropriate course of action.

6.2 The Author/Supervisor must be at least one rank higher than the CAF member being assessed unless special permission is granted for them to be the same rank. The minimum rank for an RO is Capt/Lt(N) except for small units where this is not possible then the applicable L1 authority can designate the RO rank. They must be at least one rank higher than the CAF member being assessed or if a civilian, the CAF member’s manager. An officer of at least Capt/Lt(N) rank must still be a signatory to the PAR.

Levels of Review – Specialist Officer Occupations

6.3 Specialist officer occupations are listed in annex C. Specialist officer occupations (except those noted in the paragraphs below), are normally treated the same as General Service Officer occupations in PaCE, but the technical supervisor who is of the same specialist officer occupation as the CAF member may act as the RO, if required. The Unit PaCE Manager who will initiate the PAR administration must assign the appropriate RO to the CAF member being assessed, regardless of their current unit. The 2nd RO, if applicable, will be someone in the CAF member’s unit CoC. The PAR will be finalized within the CAF member’s own unit identification code (UIC) (now known as department identification (Dept ID) pursuant to CFP 219, Canadian Forces Organization and Establishment Policy and Procedures). The process is amplified in the PaCE User Guide and the technical/administrative aspects are covered in the PaCE Manager Technical Manual).

6.4 PARs for MOSID 00349 Royal Canadian Chaplain Services will be completed within their own specialist branch but the RO comments will be completed by the employing unit CoC. The Unit PaCE Manager who will initiate the PAR administration must assign the appropriate RO to the CAF member being assessed, regardless of their current unit. The 2^nd RO, if applicable, will be someone from the Chaplain Branch. Consequently, the PAR must be finalized in the CAF member’s specialist branch designated UIC as they will conduct the PEB and HLRR board.

6.5 PARs for the Legal Officer (MOSID 0204) occupation will be completed entirely within the Legal Branch. Likewise, PARs for Military Police (MP) Branch members (MOSIDs 00214 MP Officer and 00161 MP) who conduct policing duties and functions will be completed entirely within the Legal Officer and MP Branches to preserve the trust, integrity and independence from the CoC required to avoid conflicts of interest.

Due Dates

6.6 All Regular Force PARs must be completed and signed no later than 15 June to allow sufficient time for electronic selection board (ESB) preparations. Missing PARs compromise the integrity of the NSB for promotion and can be to the detriment of the CAF member concerned. Reserve Force PARs are due at the CAF member’s home unit, unless an environmental command order or equivalent direction indicates another destination, no later than 01 July.

Note – See A-PD-229-001/AG-001 CAF Selection Boards Administrative Instructions, (link provided in Section 7 References) for more information on selection boards.

6.7 The table below lists timeframes in which to complete various aspects of the PaCE cycle to meet the 15 June due date to NDHQ for Regular Force PARs and the 01 July due date to home units for Reserve Force PARs. L1s can set dates depending on their operational and training schedule within these dates.

Performance and Competency Evaluation Annual Cycle Key Dates

Note – NLT 01 March, all CAF members who have been detached/deployed from their parent unit for at least 30 days will receive an FN/Ops Summary FN that will be provided to the CAF member’s parent unit to allow the parent Unit to complete the PAR. Where a significant event occurs between 01 March to 31 March that should be reported on in the PAR, or for CAF members who have been deployed for less than 30 days, an FN/Ops Summary FN will be provided to the CAF member and forwarded immediately to the parent unit.

Performance Appraisal Reports Rank and Rank Changes

6.8 The PAR will normally (see exceptions below) be completed in the substantive rank held by the CAF member at the end of the reporting period, 31 March. Changes in rank during the reporting period such as promotion, grants of acting rank, reduction, reversion or relinquishment of rank will be indicated, noting the effective date, in the “Other Appointments/Information” section of the PAR. CAF members promoted between 01 January and 31 March will receive a PARX as they lack the minimum period of observation to receive a PAR. If a rank change instruction is issued for a CAF member after 1 Apr with an effective date of promotion prior to 31 March, the CAF member will receive PARX in the substantive rank held on 31 March. In cases where the effective date of promotion is 01 April but the CAF member is presented the rank to wear on a parade in March, they will still receive a PAR or PARX, as applicable, in the rank they held on 31 March.

6.9 In cases where Reserve Force CAF members relinquish their rank as a condition for Class B or C Reserve service, the PAR will be completed in whichever substantive rank (lower or higher) is held by the Reserve Force CAF member at the end of the reporting period. The relinquishment of rank for Class B or C Reserve service must be indicated, noting the effective date, in the “Other Appointments” section of the PAR as well as in the PAR Notes (available in the PAR Module only).

Acting Rank

6.10 When CAF members are granted acting rank in an Acting While So Employed (AWSE) capacity for filling a position one rank higher than their substantive rank, this must be clearly indicated with the effective date and length of time listed in the “Other Appointments/Information” section of the PAR. The PAR will be rated and written in the CAF member’s substantive rank, even if the CAF member holds AWSE rank at the end of the reporting period.

6.11 When CAF members are granted acting rank in an Acting/Lacks Qualification (AL) capacity, the PAR will be rated and written in the acting rank since these CAF members have been selected for promotion on merit but they are pending completion of a qualification or lack a promotion criteria that they are prevented from achieving due to medical employment limitations (MELs) respectively. This must be indicated with the effective date of AL rank in the “Other Appointments/Information” section of the PAR.

Reporting of Other Factors on Performance Appraisal Reports

6.12 The reporting of other factors in the PAR will be done as follows:

1. the status in terms of “ongoing” or “completed” of any compassionate, administrative, and or disciplinary circumstances are to be commented on when they result in restricted employment and/or affect the individual's performance, deportment, behaviour and/or bearing. Personal information, however, is not to be disclosed;
2. comments shall be made on CAF members, who during the reporting period, are subject to remedial measures under DAOD 5019-4, Remedial Measures for performance deficiency or conduct;
3. comments shall be made on CAF members, who during the reporting period, are subject to administrative or disciplinary action if they have been convicted of a civilian offence:
   1. administrative action includes remedial measures under DAOD 5019-4 (for conduct), removal from command, reversion in rank. It also includes similar action, as just mentioned, taken by the chain of command as the result of a founded harassment complaint,
   2. disciplinary action includes conviction by a court martial, or a summary hearing finding that a person has committed one or more service infractions. Disciplinary action does not include any conviction which, in accordance with DAOD 7006-1, Preparation and Maintenance of Conduct Sheets, may not be entered on a CAF member’s conduct sheet, or any conviction or finding which, in accordance with DAOD 7006-1, must be removed from their conduct sheet,
   3. civilian offence includes conviction under the Criminal Code or any other federal law, or a conviction under a provincial law or local ordinance when the sentence is a term of imprisonment. Civilian offence does not include any conviction which, in accordance with DAOD 7006-1, may not be entered on, or must be removed from, a CAF member’s conduct sheet, or an offence for which a pardon has been granted or in respect of which a record suspension has been ordered, and
   4. to ensure procedural fairness and to avoid a parallel decision-making process, untested allegations and ongoing investigations will not be commented on. Only conduct deficiencies where there is an adverse determination in the form of administrative action, disciplinary action and/or civilian offence conviction will be commented on in the reporting period the allegations are founded and/or outcome actioned;
4. an incident may be dealt with only once and should not be mentioned when administrative or disciplinary action spans more than one reporting period is completed. In exceptional circumstances, prior counselling and probation of the CAF member under DAOD 5019-4 spanning two reporting periods may be included when it is relevant in reporting restricted employment and/or the assessment of the CAF member’s performance or conduct; and
5. comments will not be made on the prohibited grounds of discrimination under the Canadian Human Rights Act as they can adversely impact appraisals. For clarity, the prohibited grounds of discrimination are race, national or ethnic origin, colour, religion, age, sex, sexual orientation, gender identity or expression, marital status, family status, genetic characteristics, disability, and conviction for an offence for which a criminal record suspension has been ordered. Where the ground of discrimination is pregnancy or childbirth, the discrimination will be deemed on the grounds of sex.

6.13 Any changes to a situation outlined in a PAR regarding a punishment previously reported because of commutation, mitigation, or remission of punishment, or by quashing of conviction or punishment, must be reported immediately to DMCSS 2 for the Regular Force and to the appropriate Environmental Commander or equivalent for the Reserve Force for annotation on the individual's archive file.

Note – PARs are not to contain any fitness evaluation comments; however, an Author/Supervisor can consider a CAF member’s fitness when rating BIs in relation to job performance and CAF Military Values. Fitness evaluation results cannot induce any level of influence at selection boards and evaluation results are not scored for promotion.

Interim Reconstitution Employment Measure (IREM) and Service Beyond Compulsory Retirement Age (CRA) PARs

6.14 A PAR that rates performance, not potential, only will be completed for CAF members who are on an IREM in accordance with CAFMPI 03/24, Interim Reconstitution Employment Measure or whose retirement age has been extended in accordance with QR&O 15, Release since these members are ineligible for promotion to substantive rank therefore do not go to a selection board. The PAR will not go to PEB or HLRR.

Performance Appraisal Report Exemption (PARX)

6.15 A PARX will be completed for the reporting period during which a CAF member could not be observed for at least 120 days (four months), or the CAF member’s circumstances are such that it is impossible to accurately report upon a CAF member’s performance and, when applicable, potential. Where uncertainty exists, DMCSS 2 should be consulted.

6.16 A PARX will not advantage or disadvantage a CAF member. CAF members receiving a PARX should consult with their CoC and or CM to understand its implications.

6.17 PARX descriptions will not report on any performance or potential in the narrative area but must provide the circumstances that precluded observation for at least 120 days (four months).

Performance Appraisal Report Exemption for Training/Holding/Miscellaneous Lists

6.18 The CAF maintains a series of establishments that are not units in the normal sense but reflect career restrictions or career status. These establishments are:

1. Basic Training List (BTL);
2. Advance Training List (ATL - includes OUTCAN ATL);
3. Subsidized University Training List (SUTL);
4. Leave without pay (LWOP) (includes maternity/parental leave, MATA/PATA);
5. Canadian Armed Forces Transition Group/Service Personnel Holding List (CAF TG/SPHL);
6. Absent without authority (AWOA);
7. Non-Effective Strength (NES); and
8. Missing.

6.19 Except for BTL and military occupation transfer (MOT) as noted in the next paragraph, a PARX must be completed when a CAF member who is OFP is assigned to any of the above establishments and their performance has not been observed for at least 120 days (four months) and they will not be returning prior to the end of the reporting period. The PARX must be completed by the losing unit or last employing unit prior to the CAF member’s departure. If the CAF member is eligible for a PAR, the performance assessment section must be completed by the losing unit or last employing unit prior to the CAF member’s departure. The PAR will then be assessed on potential, if eligible, when the unit that completed the PAR conducts their PEB for that rank. In both cases, the losing unit must be assigned as the Writing UIC and the gaining unit will be the Parent UIC to ensure that both units have access to the PAR or PARX. FNs will be completed in cases where CAF members are being employed in their occupation before reaching OFP.

Basic Training List and Military Occupation Transfer

6.20 Recruits on the BTL as Pte/S2/Avr until OFP are not eligible for a PAR nor PARX. CAF members placed on the BTL after an MOT will receive a PARX as they have received PARs in the past for being OFP in a previous occupation but now no longer meet the conditions to receive a PAR. They should have the full suite of FNs, MAP and JD from their previous military occupation retained on their record.

Canadian Armed Forces Transition Group

6.21 CAF members who are posted out of units of the TEE into CAFTG for release or with MELs that preclude them from a Return to Duty (RTD) program in a TEE Unit, will receive a PAR if they have at least 120 days (four months) of observed performance. Otherwise, a PARX will be completed. The PAR or PARX must be completed by the losing unit prior to the CAF member’s departure.

Non-Effective Strength

6.22 Periods where Reserve Force CAF members are declared NES or placed on Exempt Drill and Training (ED&T) will be indicated on the PAR. CAF members will be rated on their performance and potential, if appropriate, during a regular reporting period prior to and/or following periods of NES or ED&T, unless otherwise directed by appropriate Environmental Command order or equivalent direction. Where the entire reporting period has been spent on NES or ED&T, a PARX must be completed to account for the absence of a PAR on the CAF member’s file.

Component Transfer

6.23 CAF members who transfer from the Primary Reserve to the Regular Force or from the Regular Force to the Primary Reserve are treated as if they were posted for PaCE purposes. Where the CAF member remains qualified and employed (i.e., not on the BTL), the losing unit will provide FNs and the gaining unit must write the PAR covering the entire reporting period using the FN(s) provided from the losing unit or in consultation with the previous supervisor. If the CAF member was not observed for a at least 120 days (four months), they must receive a PARX. Where the CAF member either simultaneously conducts an occupational transfer or requires training to become occupation or rank qualified, the CAF member is to be given a PAR, PARX, or FN as applicable. In all cases, the aim is to provide an accurate appraisal of the CAF member’s performance and potential to serve at the next rank, if appropriate, rather than in a particular component.

Release

6.24 A CAF member who releases, commences retirement leave or commences Vocational Rehabilitation training prior to 31 March and who has been observed for at least 120 days (four months) will receive a PAR that rates performance only, not potential. The PAR will not go to PEB or HLRR. If the member has not been observed for at least 120 days (four months), they will receive a PARX. The PAR or PARX will cover the period from 01 April to the date of release.

6.25 CAF members who are posted from TEE units into CAF TG for release will receive a PAR if they have at least 120 days (four months) of observed performance.

6.26 PAR Authors and ROs are reminded that the CAF members are not to be penalized based on their anticipated change in status. The completion of these PARs ensures continuity of assessment and continued development for those who, if having joined the Supplementary Reserve, may choose to serve in the Primary Reserve later.

Commissioning from the Ranks

6.27 When a CAF member is appointed OCdt/NCdt or commissioned and transferred to the BTL and will not join a unit prior to the end of the reporting period, the PARX or FN, as applicable, will be completed in the NCM rank held on the day prior to appointment or commissioning.

6.28 When a CAF member is commissioned and simultaneously promoted to the rank of Capt/Lt(N) or higher and is anticipated to be occupation qualified prior to the end of the reporting period, a FN will be completed in the NCM rank held on the day prior to the commissioning and a PAR will be completed at the end of the reporting period in the new officer rank. The PAR narrative will mention performance in both ranks held but potential, if applicable, is to be assessed only toward the next highest officer rank.

Canadian Armed Forces Members Outside of Canada (OUTCAN) and Deployed Operations

6.29 This section applies to CAF members eligible to receive a PAR who are assigned to an OUTCAN position; whether through a posting, attach posting, or temporary duty, regardless of the programme or activity, and regardless of the Level 1 (L1) these positions benefit. This section also applies to CAF members who are outside of Canada as part of a Deployed Operation under CJOC command. This section does not apply to CAF members performing other duties outside of Canada, of short duration, under the authority of their own L1/Command.

Canadian Joint Operations Command Deployed Operations

6.30 CAF members posted to a Named Operation or CJOC sponsored OUTCAN position will have their PAR completed by CJOC. The exception for specialist officers still applies. For CAF members attach posted to a deployed operation the PAR completion responsibility remains with the home unit.

6.31 In order to provide the home unit substantiation for completion of the PAR, CJOC will ensure that deployed CAF members attached posted to a deployed operation and who have been in theatre for at least 30 days, receive an Ops Summary FN no later than 01 March of the reporting period. Both the deployed supervisor and the CAF member will acknowledge the Ops Summary FN. Between 01 March and 31 March another supplementary Ops Summary FN will be completed and sent to the home unit PAR Author/Supervisor if there is additional performance feedback to be included in the PAR.

Vice Chief of Defence Staff Outside of Canada Programme

6.32 The overall OUTCAN Programme under VCDS direction consists of several subset programs such as NATO, NORAD, Canadian Defence Liaison Staffs (CDLS) and Canadian Defence Attachés (CDAs), Military Police Security Service (MPSS), CAF Support Units, some CAF Operational Units, Canadian Defence Academy (for OUTCAN ATL – Post-Graduate), Liaison Officers, Exchange Officers, and various others. CAF members OUTCAN, when not directly under CAF Leadership, are performing their duties under various Memorandums of Understanding (MoUs) and administrative arrangements with our Allies which can be classified as exchange, liaison, attachment, detachment, or secondment.

6.33 The VCDS charges the L1s with the responsibility for the establishment of an appropriate and clearly identifiable CoC for each of the OUTCAN CAF members they employ or sponsor. This CoC is reflected in GUARDIAN for every established OUTCAN position and must be followed for PaCE purposes. The exception for specialist officers still applies.

Performance Appraisal Report Monitoring

6.34 Monitoring for quality control is not performed at NDHQ for Regular Force CAF members nor at Parent Commands for Reserve Force CAF members. Neither Component has resources to ensure PAR accuracy beyond gross errors. Unit COs must ensure that all PARs are properly completed IAW the PAR Writing Guidelines, and are free of errors as follows:

1. the reporting period is valid;
2. the rank of the CAF member in the PAR is correct;
3. a standard format is used
4. letter capitalization is employed according to standard grammatical usage or to conform to common military usage. (e.g. official abbreviations, ship or exercise names);
5. Arabic numerals (e.g. 1, 6, 22) are used throughout the PAR unless in another form as part of a recognized title (e.g. V Corps). Numbers less that ten do not have to be written out;
6. only standard authorized abbreviations and acronyms are used;
7. PAR narratives are gender neutral;
8. PAR Smart Forms, if used, have each section dated and signed and that only the individuals identified in Sections 2, 3 and 4 inclusive have signed the form. A CAF member cannot sign a blank form or if other signatures are missing; and
9. a common standard of reporting is maintained.

6.35 The PaCE Manager or PARMON performs these functions as both have higher level permissions in PaCE. DMCSS 2 and DMCSS 7 are authorized direct liaison with Regular Force units on PAR matters including discussion of returned PARs, pursuit of unaccounted PARs and the explanation of PaCE. Similar authority is exercised by the designated Environmental Command order or equivalent direction for Reserve Force PARs.

6.36 Accuracy in PARs is essential. Unit CoCs must monitor the PAR process to guard against inflation/deflation by ensuring that all ratings are justified, particularly the “Extremely Effective” rating and conversely, the “Ineffective” and “Partially Effective” ratings. The narrative must support the assigned ratings which must be based on FNs and other documents like course reports, emails or letters of commendation. Failure to do so may be detrimental to CAF members as the PAR is used in various selection processes that can affect a CAF member’s career.

Digital Analytics

6.37 While the PAR Monitoring function is a responsibility of the CoC, the new digital platform allows near real time analysis of unit ratings and will identify trends in inflation and deflation. Individual, unit and formation consequences related to unsubstantiated inflationary/deflationary practice are yet to be determined and will be tracked on a continuous basis through yearly reviews and at the NSBs. Furthermore, units and formations must not compare or rank CAF members to try to force or bias score distributions.

6.38 In-year reporting from L4 to L1 on a variety of metrics associated with all four elements of PaCE are available both on the DWAN MCS Personnel Dashboard and through the MM analytics module. Note that MM tracks all activity in relation to when data is modified including any changes made after a “finalized” PEB/HLRR result

7. Performance Appraisal Report Transfer of Responsibility

7.1 Where it is in the best interest of the CAF member for a PAR to be written by a unit that is not the parent unit, a PAR Transfer of Responsibility must be requested. In addition to PARs for the Legal and Chaplain Branches, a PAR Transfer of Responsibility may be required:

1. when a CAF member is posted late in the reporting period (i.e., COS date of 01 Jan to 31 Mar). In this case it may be in the best interest for all involved for the PAR to be written by the losing unit who would have employed the individual for the longest portion of the reporting period. The parent unit will then provide FNs to the losing unit covering the period from COS date to 31 Mar;
2. when a CAF member is attach posted to a unit that is not deployed and is employed by that unit for six months or greater. In this case, it may be in the best interest for all involved for the PAR to be written by the unit where the longest portion of the reporting period occurred. The parent unit will then provide FNs to the employing unit; and
3. when the CAF member’s supervisor is in another UIC (usually a higher-level organization) and the PAR would need to be transferred so the PEB can be conducted, usually at the author’s UIC. This is the case for COs of Detachments or when small units would like to merge their PEBs into a higher-level organization, for example, a Recruiting Centre conducting a PEB for their three Detachments each of which have a distinct UIC. This also applies to unit COs themselves who report to someone else outside their own UIC.

7.2 A CAF member cannot receive two annual PARs; therefore, a PAR Transfer of Responsibility must have concurrence from both unit COs. In all cases where the units cannot agree, the parent unit as of 31 March is responsible for and must write the PAR with the employing / losing / deployed unit providing FNs/Ops Summary FN to the parent unit. Once both unit COs agree to the PAR Transfer of Responsibility, units will complete the process by transferring the CAF member in PaCE using the PAR View Transfer buttons. The unit responsible for writing the PAR will use their own UIC in section one of the PAR in the “UIC and Unit” fields and assess the CAF member’s potential, if eligible. Furthermore, the “Time in Position” (number of months) field is to indicate time in position at the unit responsible to write the PAR. Any Job Title/Position during the remainder of the reporting period will be reported in the “Other Appointments/Information” field, including the number of months (x months in brackets), ensuring the entire reporting period is covered. Primary duties for each assignment during the reporting period must be documented using the JD (responsible unit only) and FN by responsible supervisors.

8. Performance and Competency Evaluation Informal Resolution

8.1 PaCE IR allows CAF members to request justified changes to their PAR without going through the grievance process, hence the term “informal resolution”. CAF members will receive a copy of their PAR for review prior to the PAR Debriefing Session. If they disagree with some ratings or have specific examples of performance that they consider have been overlooked in the PAR, they can submit a request and include evidence to support changes to individual BI ratings. The request will then be reviewed by the CO or a 2^nd RO but can be someone designated by the CO who is not a signatory on the PAR of the CAF member being appraised. If the evidence submitted for any BI is considered sufficient based on a balance of probabilities to warrant a change, then this fact will be documented, and the approving authority will approve the request which initiates a replacement PAR where the Author/Supervisor can make the approved change(s). Note, however, that any changes, may or may not automatically result in the PaCE system changing the performance bracket. If any requested changes are not substantiated, this is also documented, and no change is made to the existing PAR. If a CAF member is still dissatisfied, they may submit a formal grievance.

8.2 The opportunity for PaCE IR will occur after the performance debrief once the PAR has been acknowledged and before the PEB commences. The benefit of engaging in PaCE IR vice the formal grievance process is self-evident, as are the challenges of having to arrange supplementary PEB and HLRR boards if informal resolution is not commenced as early as practicable during the PAR process. Units should engage in the PAR writing process as early as possible to allow for all the steps of PaCE IR and subsequent writing and review of a replacement PAR to be completed prior to commencement of PEBs and HLRR.

8.3 PaCE IR is no longer practical after the PEB and HLRR. If a CAF member is dissatisfied with the rating assigned at the PEB, they must use the formal grievance process. A PaCE IR request can also be initiated by the Debriefing Authority through the unit PaCE Manager on behalf of the CAF member. The PAR will need to be signed by the CAF member or by the PaCE Manager if the CAF member is unable or refuses to sign before the PaCE IR request can be initiated. Once initiated, the PaCE Manager and the unit CO or 2^nd RO, who is the approving authority for PaCE IR requests, is notified.

8.4 PaCE IR is not to be used if a CAF member disagrees with an FN. The supervisor should discuss the FN with the CAF member in an attempt to resolve any issues. If a CAF member is still dissatisfied with the FN, they must use the formal grievance process.

Performance and Competency Evaluation Informal Resolution Process

8.5 The unit PaCE Manager reviews the request and ensures that the supporting documents are complete before informing the CO/2^nd RO that the file is ready for review. The CO/2^nd RO or designate will then review the request and decide based on the supporting evidence provided and in consultation with the Author/Supervisor and/or RO of the PAR. The CAF member, Author/Supervisor and PaCE Manager will receive a notification that a decision has been made after the CO/2^nd RO or designate enters and electronically signs the decision.

8.6 If the request is approved or partially approved, a Replacement PAR will be initiated. The Author/Supervisor will then be notified to implement the approved requested changes to the Replacement PAR. Once the changes have been made, the Author/Supervisor will send the Replacement PAR to the RO and follow the usual PAR process.

8.7 If the request is denied, the CAF member will be informed of the decision. The CAF member can either accept the decision or initiate a grievance request.

8.8 COs are strongly encouraged to resolve PaCE IR requests and administrative errors early and informally, rather than through a grievance. Since a Replacement PAR’s late arrival greatly complicates the NSB process, COs should ensure that PaCE IR requests are processed promptly. The NSB preparation process begins annually in early August. In cases where a CO is not able to facilitate resolution, then the CAF member should be notified as soon as possible so that any grievance they wish to raise can be formalized and submitted within the mandated time limit pursuant to QR&O 7.06. Note that a Notice of Intent (NOI) to grieve does not extend the time limit under QR&O paragraph 7.06(1). Therefore, COs should act early upon receipt of a NOI to grieve.

Note – The Initial Authority (IA) for a PAR grievance will be the CO of the unit who completed the PAR. The CO’s involvement in the unit PAR process does not preclude the CO from acting as the IA. If, however, the CO is a signatory on the PAR, QR&O 7.14(2) applies, and the grievance must be referred to the next superior officer.

Replacement Performance Appraisal Report

8.9 A replacement PAR can be used to resolve a CAF member’s request for PaCE IR or grievance request at the Unit level. Every effort is to be made to resolve PAR disputes early, locally, and informally. With the intent of mitigating and expediting resolution to disputes when they occur, the CAF member must be given time to review the PAR for 24 to 48 hours and be encouraged to point out errors and omissions in the PAR prior to signing.

Note – The subordinate’s signature date or date refusing to sign the PAR becomes the reference date for time limits set out in the PaCE Cycle Due Dates at Section 6.6.

8.10 When adjudicating as CO for PaCE IR or Initial Authority for grievances, the following should be considered:

1. the absence of an accurate JD or terms of reference, FN, or the perception of “less than cordial” workplace interactions where the subordinate expects an unfair evaluation, or the perception of a strained workplace relationship with a supervisor or other poor treatment alleged or substantiated, is not, in and of itself, justification for higher ratings or a better ranking;
2. the requirement for any change in performance or potential ratings, if appropriate, must be properly substantiated by the CAF member with supporting evidence for the disputed rating or narrative;
3. the ratings or ranking a CAF member received the previous year are not connected in assessing the current year PAR; and
4. the fact that the CAF member’s file was not assessed for potential or did not achieve a rating necessary to be sent to a HLRR board is not justification for a higher rating or ranking.

9. Responsibilities

Responsibility Table

9.1 The following table identifies the authorities associated with this instruction:

10. References

Acts, Regulations, Central Agency Policies and Associated DAOD

• Canadian Charter of Rights and Freedoms
• Canadian Human Rights Act
• Employment Equity Act
• National Defence Act
• Privacy Act
• QR&O article 4.02, General Responsibilities of Officers
• QR&O article 5.01, General Responsibilities of Non-Commissioned CAF members
• QR&O Chapter 7, Grievances
• QR&O Chapter 17, Dress and Appearance
• QR&O Chapter 19, Conduct and Discipline
• DAOD 5059-0, Performance Appraisal of Canadian Force Members

Other References

• DAOD 1002-0, Administration of the Privacy Act
• DAOD 2017-1, Military Grievance Process
• DAOD 5018-4, Return to Duty Program for Canadian Armed Forces Members
• DAOD 5019-0, Conduct and Performance Deficiencies
• DAOD 5019-2, Administrative Review
• DAOD 5019-4, Remedial Measures
• DAOD 5031-8, Canadian Armed Forces Professional Development
• DAOD 5039-0, Official Languages
• DAOD 5039-7, Second Official Language Education and Training for CAF members
• DAOD 5070-1, Military Employment Structure Framework
• DAOD 5516-0, Human Rights
• DAOD 5516-4, Restrictions of Duty
• DAOD 5516-5, Learning Disability Accommodation during Recruiting, Training and Education
• DAOD 7023-1, Defence Ethics Programme
• CFAO 11-6, Commissioning and Promotion Officers Regular Force (this document can only be accessed on the DWAN)
• CFAO 49-4, Career Policy Non-Commissioned Members Regular Force (this document can only be accessed on the DWAN)
• CFAO 49-5, Career Policy Non-Commissioned Members Primary Reserve (this document can only be accessed on the DWAN)
• CFAO 49-12, Promotion Policy Officers Primary Reserve (this document can only be accessed on the DWAN)
• CANFORGEN 016/18 CMP 008/18, CDS Direction on Military Conduct (this document can only be accessed on the DWAN)
• CDS Guidance to Commanding Officers and their Leadership Teams (this document can only be accessed on the DWAN)
• CDS/DM Joint Directive for the Implementation of the Performance and Competency Evaluation (PaCE) System dated 27 April 2021 (this document can only be accessed on the DWAN)
• A-PD-229-001/AG-001, Canadian Armed Forces Selection Board Guidance Manual (this document can only be accessed on the DWAN)
• CAFMPI 03/21, Inclusion and Performance Appraisal Process
• National Defence Security Orders and Directives
• DND and CF Code of Value and Ethics
• Duty with Honour: The Profession of Arms in Canada
• Canadian Forces Dress Instructions
• Canadian Armed Forces professional development framework
• 1243-1 (DGPMC) 28 September 2021 – CPCC Initiating Directive on the Integration of the Measurement of Inclusive Behaviours on the Defence Team (for CAF members and DND employees) (this document can only be accessed on the DWAN)
• Evaluation of Diversity and Inclusion
• Defence Terminology Bank Web site (this document can only be accessed on the DWAN)

11. Annexes

1. Annex A – CAF Competency Model and the Leader Development Framework (LDF)
2. Annex B – PaCE Performance and Potential Bracket Definitions
3. Annex C – List of CAF Specialist Officer Occupations