As you know counseling is an important developmental tool. It is frequently overlooked or done in a minimal way. The situation you are describing can be viewed from several perspectives.
Different Perspectives
From a Leader’s perspective you may see it as a waste of time. The Soldier may see it as the chain of command covering their bases to make sure a policy is being complied with. The chain of command most likely sees it as serving several purposes. It reinforces the unit’s counseling policy, ensures compliance, but more importantly if the counseling is done correctly it ensures the Soldier is provided key information and communicates to the Soldier that the Leader and chain of command genuinely care about the Soldier, their well being, and their professional development.
Preparing the Document
How you execute this counseling session will determine how the Soldier receives/interprets your efforts but more importantly your execution will also determine (in part) how the Soldier executes the plan of action. In my experience the best way to conduct these type of counseling sessions is write the counseling statement as if the Soldier had been present for the majority of the month.
I might start the counseling session with a statement something like: SPC Smith I realize you were on leave for a majority of the month but I want to use this as an opportunity to bring you up to date with the mission and other key information upon your return.
Then I would follow the standard counseling format. Our standard monthly counseling covered the following areas: Areas to sustain, Areas requiring improvement, promotion status/potential, upcoming events, the Soldiers responsibilities associated with the upcoming tasks, education status or recommendation, personal or family issues, and any other categories you see as important. This methodology ensures the Soldier is brought up to date upon their return from leave.
Execution
Now that we have a document we need to determine how we execute the document. This can be done in a couple of ways.
When this occurred during my time as a leader. I simply typed up a counseling statement that stated Soldier was on leave with the to and from dates. Then I included items that I would discuss with them upon their return.
If your leader does not like this idea then complete the counseling just as if the Soldier was present for the counseling session. Then in the Plan of Action block type. Soldier on leave. Will review this counseling with the Soldier during next monthly counseling session or upon return from leave.
In the session closing block I would write Soldier unavailable for signature.
