for some reason the navy decided at some point in time that it would be a wonderful idea to keep divisional notes on it's personnel for the purpose of writing PDR's and PER's.
The Canadian Navy adopted this (and the Divisional System as a whole) from the Royal Navy. It was reinforced following the release of the Mainguy Report.
http://www.navalandmilitarymuseum.org/resource_pages/controversies/mainguy.pdf
I can't remember when the Guide to the Divisional System was created, but the latest version was signed in 2001, and states, in part:
The Divisional system, which is unique to the Navy, provides a framework for sound leadership for supervisors, be they Officers or Non-Commissioned Members (NCMs), of the Regular and Reserve Forces.
Here is the link, albeit to the DIN:
http://navy.dwan.dnd.ca/english/refs/pubs/divguide/intro.asp
I don't know how unique it actually is...perhaps it was a unique system at one time...I don't know if the army/air force use it or not. Perhaps a "mutiny" is not something that ever occurs in the army/air force, and "technically" (according the Report) we never had a "mutiny" either. I can understand why such a thing might happen on a ship, in crappy conditions, in the middle of the ocean with no other effective recourse if the Ship's Company should disagree with the Course Of Action decided on by the Captain. Regardless, the failure in leadership circa the Report is clear indication the Navy did not, historically, do a very good job looking out for the welfare and morale of our sailors. However, the use of divisional notes is a
mandatory practice in the Navy. I have probably had a half dozen PERs overturned/rewritten (on behalf of subordinates) owing to the lack of Divisional Notes - that is a no-brainer when it happens, which is far too often. I actually get a little giddy when I see that coming - serves the Divisional Officer right for doing such a disservice.
think I remember from some time way back at the beginning of my career someone saying that technically we are not supposed to do that but I'm not sure.
As for someone debating whether div notes are legal or not, here is another excerpt from the Guide to the Divisional System:
• The Divisional Officer’s Notes Sheets (DIVNOTES) (Annex B) allow for a continuous Record of Performance from which assessments may be compiled. They are used for recording personal concerns if they have had a detrimental effect on performance, or for recurring requests, all of which may have a bearing on the member’s performance or employment. Letters of appreciation or displeasure are to be noted. DO and DCPO are reminded that members can have their DIVNOTES in accordance with Access to Information regulations. It reduces staff work and hastens the provision of DIVNOTES if the members now access their DIVNOTES through an informal request to the Ship’s Office. Persons releasing the DIVNOTES must ensure that the intent of the Privacy Act is respected, checking that the DIVNOTES contain no names or reference to third parties (i.e. persons other than the member to whom the DIVNOTES pertain).
DIVNOTES are to be retained by the Divisional Officer. If the member (to whom the DIVNOTES pertain) is posted, the records are to be sealed, dated and sent with the UPR to the new unit. These records are to be opened only with the new Commanding Officers approval. If a member is posted outside CMS, the DIVNOTES will remain in the Formation. The responsibility to ensure that these records are removed from the member’s permanent file should fall within the authority of the individual’s Admin Officer.
Since DIVNOTES are considered a “temporary document”, the records in question are not placed on the PERMIS system. However, DIVNOTES are to be retained for five years after the last administrative action. If a member is released before the five years are up, the DIVNOTES are to be forwarded to the appropriate Release Section and shall be held for five years from the date of the last administrative action.
The Divisional System tradition of having personnel records updated and performance assessed every four months has been replaced by the CFPAS feedback every six months.
Personally, I (and everyone I know) issues PDR feedback sessions every quarter. Six months is a long time between formal feedback sessions.
Theres no need for a seperate system to keep track of these things when a part 5 PDR can be produced for these things
Agreed, Section 5 does include what is captured in Divisional Notes, however, when I write Section 5 I am summarizing from pages and pages of divisional notes. I write quantitative assessments every few days - weekly at most. So by the time it comes for the quarterly interview, I have 6 or 7 pages of notes to condense into a comprehensive and succinct review of the member’s performance to date.
/rant begins/
What does drive me nuts are supervisors who do not issue a Section 3/4 - they simply write from the div notes and issue Section 5. UNSAT. I see this too often - perhaps because we use div notes, I don't know. Section 3/4 is to be issued a minimum of 24 hours before the interview - the supervisor is supposed to check what the member has identified as having "accomplished" against the div notes - PRIOR to section 5 being written. Too often this is not done in my experience. I actually issue section 3/4 at the start of the reporting year and direct my subordinates to keep it up-to-date throughout.
/rant complete/
