First let me be clear, I have limited experience in counseling DA civilians. In my career I did counsel DA Civilians but usually ran my counselings through my HR staff to ensure I was correct. This response is based on the information you provided.
Initial Phase:
Remain calm, remove your emotion from the situation, look at this from your supervisor’s perspective, and remember you cannot control your supervisor’s actions but you can control how you respond to his actions. The goal is to make sure you are always professional. Then if an external agency looks at the matter your actions are viewed as professional and reasonable. This puts you in a better position than if you are emotional and making decisions without thinking through them.
Resources that may help
You can probably obtain assistance from several agencies and may be able to do this on an anonymous basis. These agencies include:
1.
Your local Human Resource Department
2.
Inspector Generals’ Office
3.
Equal Employment Opportunity representative: Remember if you see an EEO rep the basis of the problem must be as a result of discrimination as a result of: Race, Creed, Nation Origin, Religion, Gender, etc. This avenue should not be used just because you have a problem with a supervisor
4.
A trusted Mentor or friend that has knowledge of you and Proper Procedures: If you are going to speak with a trusted friend make sure that the conversation remains between the 2 of you. This individual should be someone you look up to as a mentor and someone who has knowledge of proper counseling procedures within DOD and any local SOPs.
5.
Website: CPOL.army.mil (reference and tools section): This website contains information on counseling requirements. I would also encourage you to read the regulations and policies for counseling DA Civilians. Knowing this puts you in a good position.
Establish a Goal: I would encourage to set the following goal: Find a compromise that satisfies your supervisor and allows you to do your job and grow professionally. The goal should not be to win. The goal of winning in these conditions usually means you will win the battle but lose the war.
Initial Counseling: Should establish expectations, goals, and any observations the supervisor believes are relevant. While past behavior should not be addressed, the actions that led to that behavior may be relevant as an observation . For example the supervisor may have previously noticed you are typically late for work. In order to be proactive the supervisor might include a statement in the initial counseling statement like: Your duty hours are from 8 am until 5 pm. I expect you to be on time and at work during these hours unless there is a reasonable reason for your absence.
Developing a strategy
1. Do not argue with your supervisor. You may not agree with their assessment and that is okay
2. Determine how you will handle the problem.
3. Treat your supervisor with dignity and respect, he should also treat you with dignity and respect
4. Accept constructive criticism. If he brings up issues that require resolution ask him for possible solutions.
5. Remain calm and professional, your counseling and discussion should be professional. If your supervisor is argumentative he will have difficulty arguing with you if avoid arguing by sticking to the subject, looking for a solution, and remaining/unemotional and professional.
Refusing to Sign:
You stated you did not acknowledge the counseling statement. This may be to your detriment. Perhaps you could handle it in this manner:
Ask your supervisor what led him to this assessment. If it was previous conduct ask him if he believes that it is fair to address behavior when we was not a supervisor as an initial counseling implies the foundation is being set and should be focused on the future.
If he insist on putting information you object to in the counseling consider signing the document with a note that states something like: I disagree with certain aspects of this counseling and will submit a memo regarding my disagreement by____(Insert Date).Furthermoe I understand this memo will be filed with the counseling statement. By submitting the memo you allow both sides of the situation to be recorded on the counseling. This gives you time to sit down and gather your thoughts and remove your emotions before submitting a response. It also lets your supervisor know that in the future he should probably be prepared to discuss situations with you or he will most likely receive a rebuttal. Ensure you receive a copy of the counseling so you can write your rebuttal by referring to the counseling directly as a reference. Submitting a rebuttal also provides both sides of the story so should a higher level supervisor become involved they can read both sides of the story. If you refuse to sign a counseling a higher level supervisor or external agency may view this as unprofessional and you also deny them your side of the situation. If you choose to write the memo make sure it is free of emotion and is factual.
Summary:
Always remain calm and remove your emotions. Be professional. Document disagreements in writing. Respect your supervisor’s position. Look at things from his perspective. Temper your response and control your actions. Try making your boss look good and always working to the best of your ability as a team. Over time this method is usually very successful but it requires you to be humble. Sometimes being humble is the best possible road to success.
If the above methods are not working or you need guidance consider seeking help from a trusted mentor and or agency (HR,IG, EEO). Know the regulations and local policies. Once you involve an outside agency or higher level supervisor the situation tends to get a little tougher. Remember when you involve someone else you still have to work with your boss.
The best resolution is to solve the problem at the lowest possible level. If this is not possible make sure you have done your homework and have remained professional. This way if an outside person or agency becomes involved they will see you have handled the yourself in a professional manner and then they will start looking at the boss.
I truly hope this information has helped. I apologize for not knowing the exact procedures but this is not my area of expertise (DA Civilians), however I believe the information I have provided would assist you in being successful. Please let us know if this information has been useful. Best Wishes and Good Luck.
