SHAPE Personnel The SHAPE Update The Use of

SHAPE Personnel The SHAPE Update & The Use of the English Language at SHAPE Michael Adubato SHAPE Language Testing Centre Supreme Headquarters Allied Powers Europe 1

SHAPE Personnel The latest from Albania’s and Croatia’s flags were raised on SHAPE in April as they became the newest NATO nations 2

SHAPE Personnel Testing at SHAPE Tests conducted at the SLTC from Jan to May 2009: Overall: 102 (including volunteer tests and French tests) Entry tests: 29 Passed: 13 Failed: 16 Re-tests: 34 Passed: Failed: 26 * 8 *Of the 26 re-test failures, one division has asked that an individual be replaced (action pending) In the past 5 years, only 4 military personnel have been replaced 3

SHAPE Personnel Out-sourcing L & R STANAG test development - Our Statement of Requirements “draft” was sent to ACT last month - As with the BAT, companies/organizations will be required to bid on the contract in order to develop both the tests and also the software to deliver the tests. 4

SHAPE Personnel The Use of the English Language at SHAPE -Data was collected from 31 military personnel who are assigned to a SHAPE PE (Peacetime Establishment) post -Survey participants were 14 officers and 17 NCOs -The nations that voluntarily participated in the survey were: -Belgium, Czech Republic, Denmark, France, Germany, Greece, Italy, Latvia, Netherlands, Poland, Slovakia, Spain & Turkey - The nations that were forced at gun-point to participate were: 5

SHAPE Personnel None! We’re not permitted to do that at SHAPE anymore! 6

SHAPE Personnel -The questionnaire was made up of 32 tasks -Each task was one that the military member either was or was not required to perform as part of their duties -Each task was assessed by myself and a few colleagues to determine what would be the necessary STANAG 6001 level required in order to successfully perform it -Of course there was not always complete agreement on assigning levels to these tasks 7

SHAPE Personnel -For each task the military member was asked a 4 part question (unless they checked “not applicable): 1. How difficult is the task for you to perform: a – Not difficult at all b – Not very difficult c – Quite difficult d – Very difficult 8

SHAPE Personnel 2. How frequently do you perform the task: a – Not at all frequently b – Not very frequently c – Quite frequently d – Very frequently 3. How important is the task: a – Not at all important b – Not very important c – Important d – Very important 9

SHAPE Personnel 4. English language level necessary (self-assessment): a – Not necessary b – Elementary c – Good d – Very good/fluent 10

SHAPE Personnel Some of the tasks were: -Understand short informational presentations, situation reports, briefings, etc. (assessed as Level 2) -Make telephone calls (assessed as Level 2) -Make comments/ask questions during briefings on specialized military matters (assessed as Level 3) -Read and prepare summaries and analysis from reports (assessed as Level 3) -Write presentations and briefings (assessed as Level 2/3) -Write office correspondence – notes, memos, e-mails, letters (assessed as Level 2/1) 11

SHAPE Personnel PART I: The Non-Commissioned Officer - 17 NCOs took part in the study*: OR 9 (3), OR 8 (5), OR 7 (3), OR 6 (3), OR 5 (1), OR 4 (2) - Job/Duties: (1) Admin/Clerk – 10 (2) Admin/Security – 3 (3) Travel Clerk - 1 (4) Photographer – 1 (5) Accountant – 2 -SLP Required: (1) 3333 for 1, 3322 for 9 (2) 3322 (3) 2222 (4) 2222 (5) 3322 * 12 PE positions are often filled with higher ranks than stated in the JD

SHAPE Personnel Case study #1: -An OR 5 clerk who requires SLP 3322: “I must collect and sort the branch’s mail according to topic. The subject tells me which officer receives the document. I must also provide admin support – burn CDs, make photocopies, order supplies and I am the ADP point of contact for the branch. ” Questionnaire responses: Of eight (8) tasks defined as needing L 3, the OR 5 says that she does not have to do 5 of them, while the other 3 are questionable. (OR 5 sitting in on discussions and debates on specialized military & political matters and reading, and preparing summaries and analysis from reports is not in the JD) 13

SHAPE Personnel Case study #2: An OR 7 clerk who requires SLP 3322: “My main job is taking care of the branch’s budget, including the travel budget. I am also responsible for all travel requests from the staff officers and the branch chief – filling out travel request forms, processing them, then printing the travel orders. I can also be asked to book flights for the branch chief. Sometimes I assist the admin staff with routine admin duties. ” Questionnaire responses: Of eight (8) tasks defined as needing L 3, the OR 7 says that she does not have to do 6 of them, while one, “making comments During briefings on specialized military matters is quite difficult” 14

SHAPE Personnel Case study #3: An OR 6 accountant in J 8/BUDFIN who requires SLP 3322: Principal duties (from the JD): responsible for performance of tasks Associated with day-to-day accounting, including: Processes payment transactions; performs calculations and prepares documentation supporting calls of cash for NATO Member Nations; administers bank accounts held in every NATO nation; validating transactions and performing reconciliations as required; maintains treasury accounts and producing a variety of financial reports; processes payments through commercial banks, etc. Questionnaire responses: Of eight (8) tasks defined as needing L 3, the OR 7 says that she does not have to do 6 of them, while one, “reading ‘between the lines’” is “not at all difficult” 15

SHAPE Personnel Case study #4: An OR 6 photographer who requires SLP 2222: Principal duties (from the JD): take still photographs…; takes digital photographs using digital cameras; selects camera, film and accessory equipment such as lenses…; uses practical application for metering systems; prints both colour and b&w…; prepares caption information; prepares technical and administrative reports; prepares digital images; controls and accounts for all assigned equipment and supplies. He claims however that he must perform all the L 3 tasks in the questionnaire – read and prepare summaries and analysis from reports; read “between the lines”; develop supportive argumentation; make comments during briefings on specialized military matters, etc. 16

SHAPE Personnel Case study #5: An OR 4 courier in Courier Section, HSG who requires SLP 3322: Principal duties (from the JD): maintains files and distributes Correspondence; furnishes photocopy support to Command Group; Maintains DOS Case Control system; controls and distributes the Mail to and from Command Group. THE END!! That is ALL the job consists of! He is NOT required to perform any of the L 3 tasks. 17

SHAPE Personnel Recommendations based on data and comments provided by the military member and analyzing the JD: Case Study #1 and #2 – SLP 2221 (or SLP 2211) L: sufficient comprehension to understand conversations and job related topics. (STANAG 6001, Level 2) S: able to communicate in everyday social and routine workplace situations. (STANAG 6001, Level 2) R: sufficient comprehension to read simple authentic written material on familiar subjects. (STANAG 6001, Level 2) can read very simple connected written material… that are directly related to everyday survival or workplace situations (STANAG 6001, Level 1) W: Can write to meet immediate personal needs. Can convey basic intention… 18

SHAPE Personnel Recommendations based on data and comments provided by the military member and analyzing the JD: Case Study #3– SLP 2211 L: sufficient comprehension to understand conversations and job related topics. (STANAG 6001, Level 2) S: able to communicate in everyday social and routine workplace situations. (STANAG 6001, Level 2) R: sufficient comprehension to read simple authentic written material on familiar subjects. (STANAG 6001, Level 2) can read very simple connected written material… that are directly related to everyday survival or workplace situations (STANAG 6001, Level 1) W: Can write to meet immediate personal needs. Can convey basic intention… (STANAG 6001, Level 1) 19

SHAPE Personnel Case Study #4 – SLP 2222 How much English does a guy with a camera really need? Suggest SLP 2211 but could I be so bold as to say… SLP 1111 ? !? !? ! Rationale (STANAG 6001, L 1 descriptors): L: can understand short simple sentences… such as… workplace requirements; can understand concrete utterances… S: able to maintain simple face-to-face communication in typical everyday situations. Can begin, maintain and close short conversations… Can speak at the sentence level… R: can read simple… material… unambiguous texts that are directly related to… workplace situations W: Can write… short notes, short personal letters, phone messages. can convey basic intention 20

SHAPE Personnel For all you doubters out there that a photographer cannot function in a NATO assignment with SLP 1111… Don’t be like Thomas!! 21

SHAPE Personnel Is this crazier than asking a courier, who picks up mail and throws it into the proper distribution boxes several times a day, to have SLP 3322? 22

SHAPE Personnel PART II: The Staff Officer - 14 officers took part in the study: COL (1), LTC/CDR (6), MAJ (5), CPT (2) - Job/Duties: Either Staff Officer or Branch Head -SLP Required: (1) 4343 (COL) (2) 3333 (others) 23

SHAPE Personnel Case study #1: -A LTC in J 4 Logistics who requires SLP 3333: - Job description: Acts as staff officer. Supports development of … policy and guidance, and acts as a consultant to SHAPE operational staff. Based on qualifications and on seniority in post, acts as Consultant Team Leader, or Deputy Section Chief. Question: Although the job description is pretty vague, can anybody argue that the LTC needs a 3333 profile based on duty requirements? 24

SHAPE Personnel Case study #3: -A LTC in Headquarters Support Group who requires SLP 3333: - Job description: Responsible to the commander for the dissemination of orders and related information; develops and implements admin plans, policies, and procedures; update and publish applicable admin directives; acts as a liaison with other branch administrative personnel, schedule workload and establish performance standards and procedures; evaluate individual performance, executes and manages budget. Question: Is SLP 3333 really needed? Nice to have, but needed? !? ! 25

SHAPE Personnel Since I am sure that there a lot of officer posts at SHAPE that do Require SLP 3333, I am not going to make a blanket statement in line With blanket SLP profiles assigned. Recommendations: MATCH THE LANGUAGE REQUIREMENTS WITH THE DUTIES OUTLINED IN THE JOB DESCRIPTIONS!!! 26

SHAPE Personnel A possible solution…. . SHAPE should adopt the PLUS Levels as outlined in the latest version of STANAG 6001 27

SHAPE Personnel What are some of the problems or, Why is it the way it is or, Why the problems are problems according to Mike… -Misleading labels for the different levels (which have now been fixed!) - Lack of understanding or lack of actually reading the STANAG descriptors in order to see what one should be able to accomplish at the different levels (by those assigning SLP requirements for JDs) -Nations sending personnel with dubious language profiles! Ex: if a nation sends an officer to SHAPE with SLP 3333 and he clearly isn’t according to the STANAG, it can be assumed that a L 3 in writing isn’t sufficient because the individual cannot fulfill his writing requirements. Branch Chief’s solution? Ask for a L 4 next time! 28

SHAPE Personnel - SHAPE setting the profiles so high that some nations are “forced” to inflate the SLP, otherwise they would have nobody to send to fill the post -Nations KNOWINGLY not testing properly due to lack of resources or for any other reason! Ex: Out-sourcing your testing to civilian companies do not, or perhaps cannot testing IAW STANAG 6001 29

SHAPE Personnel -The SHAPE Division Heads! Ex: If someone fails their test and then their re-test 4 months later, the division must fill out an impact statement stating if a replacement is requested due to a lack of language skills. The form asks – is the lack of language skills as stated in the JD negligible, causes some problems, or causes serious problems Then – would you like a replacement Then – comments Although 99% never say that it causes serious problems and they do not want a replacement, none ever comment on the SLP being too high for the job, which seems obvious since the individual can do it! 30

SHAPE Personnel FACT: There is a misconception not only at SHAPE but NATO-wide that all staff officers should have a minimum SLP of 3333 and the majority of NCOs should have SLP 3322 RATIONALE: I’ve yet to see or hear any good reasons for these profiles. The SHAPE PE has been through several revisions but the language requirements for these positions are not scrutinized and compared to what type of language is required to be able to successful work in the post. 31

SHAPE Personnel REMEMBER: There are no dumb questions… But let’s see if we can change that today!!! 32