1. Commissioned Corps Promotion Process
References – electronic COMMISSIONED CORPS ISSUANCE SYSTEM (eCCIS):
Book: 1, Chapter: 2, Section 2, Instruction: 01
Book: 3, Chapter: 3, Sections 1 and 2

2. Promotion Process
Disclaimer
These slides intended to assist in the promotion presentation and are not intended for distribution as a primary source of promotion information
These slides can become outdated very quickly and are not intended as reference material
Please reference the Promotion Information website for the most current and accurate information
Always verify information with the promotion information website.

3. Classification of Competitive Promotions
Promotion Process
Classification of Competitive Promotions
Temporary (*O-4 and Above)
Permanent
Exceptional Proficiency Promotion
* (Medical and Dental Officers O-4 is non-competitive)
Generally, officers who are eligible for temporary promotion to 0-2 (LTJG) or 0-3 (LT) will be promoted without Promotion Board review as long as your file is updated and complete with items such as license and a current COER.
For Medical Officers, temporary promotion to 0-4 will be promoted non-competitively when they meet T&E requirements.
A (memo to LT Russell Graham) letter required from supervisor/liaison stating this is a good officer and should be promoted. Allows agency to have input (since it is automatic).
We have a 2 promotion grade system (T and P grades) because the perm grades are mandated by Title 42 and is more in line with the other uniformed services. The USPHS elected to implement a T grade system to recognize education and experience of our already trained officers. We are an all professional corps. This helps our retention and recruitement as well.

4. Eligibility Requirements
Promotion Process
Eligibility Requirements
Training and Experience Credit
Time in Service
Time in Grade
The training and experience credible for each category may differ.
The CPO and Category PACs have determined what types of training and experience will be considered in calculating the T & E date.
The Human Resource Specialist calculates the date based on what you have provided in you resume and completes the T&E worksheet that shows what items were and were not given credit.
The category appointment board reviews this worksheet and if they agree with it will validate it. They may also add or delete time based on their review.
You can find your T&E date on your call to active duty orders or PIR and last PO that promoted you. You can see the T&E calculation sheet in your OPF under the pink section

5. Temporary Promotion Eligibility
Promotion Process
Temporary Promotion Eligibility
Eligible
Grade
T&E Credit
Required
Time in service requirement
Time in grade requirement during current PHS tour
O-2
4 years
None
O-3
8 years
O-4
12 years
6 months on current tour as officer in the PHS Commissioned Corps (as of March 1st of the year reviewed by prom board)
O-5
17 years
5 years (2 years must be as officer in the PHS Commissioned Corps)
2 years as O-4
O-6
24 years
9 years (3 years must be as officer in the PHS Commissioned Corps)
3 years as O-5
Review a few (i.e.
an officer looking to be promoted to rank/grade 0-5 officer must have 17 years of T&E;
5 years of service (2 must be as a PHS officer, the other 3 could be prior military service;
and must have served at least 2 years in the current rank/grade of 0-4).
Dates are found in PIR and in your e-OPF, TED or training and experience date. Time in service will be entrance on AD.

6. Permanent Promotion Eligibility
Promotion Process
Permanent Promotion Eligibility
Eligible
Grade
Credit Required for
Regular Corps Officers
Reserve Corps Officers
O-2
7 years T&E
O-3
3 years Promotion Credit
10 years T&E
O-4
10 years Promotion Credit
17 years T&E
O-5 Restricted
7 years Seniority Credit
(7 years as Permanent O4)
O-5 Non-Restricted
17 years Promotion Credit
24 years T&E
O-6
4 years Seniority Credit
(4 years as Permanent O5)
Be sure to use the accurate column for Regular or Reserve corp as the requirements are different.
Promotion Credit date only applies to Regular Commissioned Corps officers. Some categories have restricted Permanent Promotion grades. Legislation under Title 42 decided which categories would be restricted. On the CCMIS website, go to the T/P grade eligibility, calculate eligibility, more explanation at the bottom of the grid tells which are and which are not restricted categories. If it’s a restricted category, use the Seniority Credit Date for calculating.

7. Exceptional Proficiency Promotion Eligibility
Promotion Process
Exceptional Proficiency Promotion Eligibility
Eligible
Grade
TED Credit
Required
Time in service requirement
Time in grade requirement during current PHS tour
O-2
4 years
None
1 year as O-1 (as of 3/1)
O-3
8 years
1 year as O-2 (as of 3/1)
O-4
12 years
6 months on current tour as officer in the PHS Commissioned Corps (as of March 1st of the year reviewed by prom board)
1 year as O-3 (as of 3/1)
O-5
17 years
5 years (2 years must be as officer in the PHS Commissioned Corps)
1 year as O-4 (as of 3/1) in addition to total of
2 years as
O-4 (during PY cycle)
O-6
24 years
9 years (3 years must be as officer in the PHS Commissioned Corps)
3 years as O-5 (during PY cycle)
This will be reviewed later in the presentation
Have to meet Time in Grade and can meet others but if you meet all 3 you would be eligible and must be serving in a billet in the proposed grade or higher.
Must meet TIG-can meet TED or TIS, but not BOTH

8. Promotion Boards Meet Annually
Promotion Process
Promotion Boards Meet Annually
The Annual Temporary Promotion Boards (ATPB) meet each spring for the cycle July 1 of that year through June 30th of the following year (i.e. the next promotion boards will meet early 2008 (Feb through June) for those eligible for promotion between July 1, 2008 through June 30, 2009)
Always look ahead and be prepared, many times officers are caught off guard, sneaks up on you faster than you think.

9. Promotion Boards Fourteen boards - one for each of 12 category
Promotion Process
Promotion Boards
Fourteen boards
- one for each of 12 category
- 2 for nurse and 2 for medical
5 board members (and 2 alternates)
A total of 100 O-6 officers required each year
Nurses because category is so large.
Medical because the files are large.
11 categories plus ROGs are their own category. ROGS are research officer group, not compared to the medical officers.
Try to get at least 3 from the Category. If other officers are used, get orientation about that category.
Can only use them once every 3 years. Officers get a clean slate look each year.
Bound by an oath to hold in confidence.

10. Five Promotion Board Members
Promotion Process
Five Promotion Board Members
Appointed by the Surgeon General
All O-6 officers and as practical, all or at least three will be from your Category
Can only serve once every three years
Bound by an oath to hold in confidence all officer information being reviewed
The ATPB in each category is assembled by the Director of OCCO for a period of 1 year.

11. 5 Members Providing a Cross-Section
Promotion Process
5 Members Providing a Cross-Section
Gender
Ethnic Diversity
Reserve/Regular Corps (Majority)
Field Assignments
Agency
They try to have at least one person form outside the DC area

12. What do they see? COERs PIR CV OS/ROS Letters of appreciation Awards
Promotion Process
What do they see?
COERs
PIR CV
OS/ROS
Letters of appreciation
Awards
Licenses/Certifications/Credentials
All these forms are downloaded into a computer system that allows the board members to rapidly scan through and find what they are looking for.
Extrapolate the data they are allowed to see from the eOPF, they do not have access to the eOPF.
Only see current year’s OS, ROS. If you don’t submit one, they see nothing. Have to resubmit a new one every year.

13. What don’t they see? Medical information Compensation information
Promotion Process
What don’t they see?
Medical information
Compensation information
Personal information, e.g., marriage/divorce, birth certificates, insurance
Previous board scores
Previous OS/ROS
Readiness Status
The Promotion Boards only review the complete OPF. They do not have access to prior board scoring or comments. Nor do they have access to non pertinent personal data.
Readiness is an administration check. There have been errors in the reporting from OFRD. It might influence overall scores. 5 or 0 points are added later at the Readiness Check

14. Promotion Process
Promotion Precepts (Applicable to All Classifications of Promotion) 2008
Performance (40%)- COER, awards, ROS
Professional Qualifications (15%)
Career Progression / Potential (25%)
Career Officer Characteristics (15%)- PAC, JOAG, recruitment, mentoring, BOTC, professional involvement, wearing of uniform
Response Readiness/OFRD Basic Deployment Standards Met (5%)
- Board doesn’t score this
Each precept is weighted. Performance (40%) = COER is the heaviest. OFRD/Readiness is either (+5) or (0).
**** Therefore your performance, which you control, can greatly help or hinder your chances of promotion.

15. Promotion Process
Category Benchmarks
Your professional category (i.e. Pharmacy, Veterinary, Engineer, etc.) have established specific category benchmarks and expectations that they recommend in order to attain maximum promotion consideration
Each board is given the category specific benchmarks and precepts to determine the “best qualified officer”
Each Category or Discipline has developed benchmarks that a particular Category feels depicts the qualities of a well balanced officer who they consider would be the best qualified.
Benchmarks are recommendations not requirements.
It is not essential that “all” of the benchmarks are met but you should determine those that are critical for your discipline and career pathway and ensure that you are striving to meet them.
Promotion Board will look at impact that the officer has in each of these benchmarks.

16. Best Qualified Officer
Promotion Process
Best Qualified Officer
A level of professional expectation met by officers as defined by your category’s benchmarks wherein an officer is determined to be the “best qualified” for promotion to the next higher rank.
Benchmarks 1 and 4 are the same for each category, numbers 2 and 3 are category specific
Benchmarks are Guidelines, not requirements, an officer can’t do it all.
The Board references the benchmarks for each category of the “best qualified” officer.
The Board compares the officer, as reflected in the OPF, against the theoretical “best qualified” officer.
This “best qualified” officer is the only competition for any one officer being reviewed by a Promotion Board.
10 minutes to review each file.

17. The Official Personnel Folder and Officer’s Statement
Promotion Process
The Official Personnel Folder and Officer’s Statement
Your only opportunity to place items before the Promotion Board.
You are responsible to make sure appropriate items are in.
Contact your Category Person to assure that you have the required items in.
Communicate with the PAC – be involved.

18. Officer’s Statement One page document which allows you to summarize:
Promotion Process
Officer’s Statement
One page document which allows you to summarize:
Your support of PHS activities
Your commitment to visibility as an officer
Your vision and expectations of a career in the PHS Commissioned Corps and the USPHS mission
Submitted through the eOPF fax line
This one page document is your space to shine.
Remember, the board members have 6-10 minutes to review your record.
So be succinct and honest.
Have someone review before it goes into your eOPF. Succinct bullets, rather than a diatribe. Easy to read, write to the benchmarks. They are looking for examples of how they have met the benchmarks. If they are having to filter through, they might not find what you would like them to see. CV needs to follow the category specific format.
Can go back as far as your last temporary/permanent grade promotion, while attachment I and II are just that year.

19. Reviewing Official Statement
Promotion Process
Reviewing Official Statement
ROS allows the Agency to provide input
One page written by your Reviewing Official to be reviewed by the Promotion Board
Addresses promotion readiness, leadership attributes and contributions to the mission, this year is attached to the COER as Attachment 3
Must be submitted through your liaison
The “Reviewing Official Statement” (ROS) is used for consideration under the “Performance” Precept. Typically your supervisor’s supervisor.
It should address 3 conditions:
1) Promotion Readiness,
2) Leadership attributes, and
3) Mission contribution.
It is not uncommon for the reviewing official to ask the supervisor and/or officer to assist in drafting this statement
If you are not going to concur, defend yourself, tell them why in the rebuttal. The board will consider this.
Officers that are nominated for EPP, transfer or interim coers might potentially need a manual ROS.

20. Promotion Board Score Sheets
Promotion Process
Promotion Board Score Sheets

21. Promotion Board Scoring System
Promotion Process
Promotion Board Scoring System
SCORES DETERMINED BY EACH BOARD MEMBER (5)
For each officer
For each precept (Readiness is not determined by Board Members)
Following review of Official Personnel Folder, Officer’s Statement, and Reviewing Official’s Statement
(SCORE) X (PRECEPT WEIGHT) = POINTS
Points awarded by promotion board will determine Rank Order
SCORES (0 to 100)

22. Recommended or Not Recommended
Promotion Process
Recommended or Not Recommended
Each board will provide an overall rating of recommended or not recommended for promotion in addition to the overall score.
Current policy refers officers to retention board for:
T Grade = one non-recommend or lowest decile 3 consecutive years
P Grade = 2 consecutive years non-rec.
For Temporary grade ONLY - New option of “Defer”
3 of 5 board members must make non-rec./defer before an overall non-rec./defer is given to officer
Board may not have enough info to determine whether they should be promoted (like 04) or they may be a good officer but just need more time, not quite ready to serve in the next higher grade. No negative consequences but aren’t ready to be promoted. They are put in the pool to be re-reviewed the following year. Reason for implementing the defer.

23. Promotion Process
Each rater scores divided by the number of raters, to get the average per precept.

24. Promotion Process

25. PROMOTION BOARD CALCULATION EXAMPLE
Promotion Process
TEMPORARY O-5
PROMOTION BOARD CALCULATION EXAMPLE
95%
76.25
76.25
After the Board combines all factors to yield an overall assessment of the officer’s qualifications for promotion,
the results in are placed in a rank order list for each grade in each category.
76.25

26. Creation of Rank Order Lists
Compile list of officer in sequential order of their final point scores.
Separate list for:
Each board
Each rank
P grade
T grade

27. Copy of Rank Order List

28. Promotion Process
Review of Scores
Once all board members have scored all the officers they review the findings…
Compare rank orders among the board members
Discuss any obvious outliers
Ensure accuracy and consistency of scoring
Discuss all “Not recommends” and “Defers”
This process is to ensure there is transparency in the system. It assists in maintaining integrity in the system
Ancedotal information is not allowed in the board room. If they feel it would be hard to be impartial, they can ask to recuse themselves, they are also excluded from the discussion. They can rescore if they feel it is needed.

29. Promotion Process
Success Rates
The ASH determines the percentage of officers in each category and grade to be promoted.
OCCO takes this percentage and applies it to the rank order list developed by the promotion boards.
Those within the percentage are promoted.
Those below are not.
The number of officers promoted depends on the requirements of the PHS Commissioned Corps in each grade as determined by the Assistant Secretary for Health in consultation with the Surgeon General

30. Success Rates Two restrictions: Grade and Category
Promotion Process
Success Rates
Two restrictions: Grade and Category
The success rates are determined by the number of available positions in those restrictions
Once the rank order is completed the success rate is calculated for each restriction
# of officers eligible x success rate = # of officers promoted
Permanent grade is determined by the number of Regular Corps officers only
There are a few categories that have a high attrition rate and therefore promote more officers as there are more positions open.

31. Example of Rank Order List
Medical Officer for temporary O-5
35 medical officers eligible for T5
Success rate of 25%
35 x .25 = 8.75
Rounded to 9
Take the rank order list and draw a line under the officer ranked 9 and their promotion score becomes the cutoff score.

32. Copy of Rank Order List

33. Medical Officer for Permanent O-5
Permanent Grade
Medical Officer for Permanent O-5
15 Regular Corps medical officers eligible for P5
Success rate of 70%
15 x .70 = 10.5
Rounded to 11
Take the rank order list and draw a line under the officer ranked 11 and their promotion score becomes the cutoff score. All Regular and Reserve Corps officers are promoted

34. Copy of Rank Order List Promotion Process
15 are being promoted but only 11 are regular corps. So it’s determined by regular corps, however all officers above the cut off are promoted.
Tie breakers are seen at the end of the % score.

35. Identical Scores (Tie Breakers)
Promotion Process
Identical Scores (Tie Breakers)
Regular Corps Officer has standing over Reserve Corps officer
Higher permanent grade has relative standing over lower permanent grade
Seniority Credit Date
Years of active duty PHS Commissioned Corps Service
Years of active duty service in any Uniformed Service and at any rank
1-Regular Corps Officers have a standing over Reserve Corps Officers, and this is one reason that assimilation is important.
2-Higher permanent grade has relative standing over lower permanent grade so an Officer with a permanent 0-4 and temporary 0-4, has a greater chance than an Officer with a permanent 0-3 and a temporary0-4.
3-Seniority Credit Date-
4-Years of active duty PHS Commissioned Corps Service-
5-Years of active duty service in any Uniformed Service and at any rank-

36. Promotion Process
Amendment to the “Three and Freeze” Policy Proposed by the ASH to the Current Temporary Promotion Policy
All officers who score in the bottom quartile and are not selected for promotion will be required to engage in career counseling as arranged by their CPO.
All officers who are “recommended” by the Promotion Board, but not selected, will continue to be eligible for review in future years.
Except for those officers who scored in the bottom decile for their category and grade for 3 consecutive years will be referred to a Retention Board.
All officers who fail to meet the basic readiness standards (excluding officers who have a previously approved waiver in place) will receive a “not recommended” by the Promotion Board and will be referred to a Retention Board.
Need to have a waiver in place. Officer has to contact MAB and say, I need a waiver in place. It will be forwarded to OFRD.

37. To Receive any Promotion
Promotion Process
To Receive any Promotion
Must Meet Basic Readiness Standards and
Must Maintain Basic Readiness Status
OCCO performs a pre board and a post board Readiness check
One of the added Benchmarks within categories is Basic Level of Readiness. Officers should maintain Basic Level of Readiness.
Last quarter calendar year’s data (usually December 31), if not basic ready will not get an overall recommend.
Post board check, usually end of March. If you are successful and not basic ready in March, you’ll get the 5 points and board recommendation, the March check decides if you get to stay on the list or not.
The Office of Force Readiness and Deployment will review officers’ readiness status on 23 January 2006 to determine who will receive 5 points for (Basic) Precept 5 and who will receive 0 points (not Basic).
Failure to maintain Basic level of readiness during the post promotion board administrative file review (normally conducted in May – June) will result in removal from the final promotion list after the boards meet.

38. Exceptional Proficiency Promotion
Promotion Process
Exceptional Proficiency Promotion
Nominations are based on the possession of unusual levels of training and/or professional experience, or, unique qualifications
Officer can only be nominated once per grade
Agencies receive quotas (5% of total eligible for EPP)
Board is unaware of which officers are EPP nominees and which are eligible in their own right
Please see CC23.4 dated12/18/03 instructions for more in depth detail.

39. Criteria for Exceptional Proficiency Promotion Nominations
Promotion Process
Criteria for Exceptional Proficiency Promotion Nominations
Cannot be eligible in their own right
Officer has held his/her temporary grade for at least 1 year as of 1 March
Officer must meet the time in grade requirements
Officer is in compliance with Standards of Conduct, licensure, COER and readiness requirements
The nomination for EPP can be made only if the officer meets all of the above
Same post board checks as anyones else. Current license on file, no missing COER, basic ready- if not they receive a not recommended and can be sent to a retention review board.

40. Exceptional Proficiency Promotion
Promotion Process
Exceptional Proficiency Promotion
Go over slide.
These are so few and far between that I will just briefly touch on them.
Regular promotions are based on performance and length-of-service.

41. Exceptional Proficiency Promotion
Promotion Process
Exceptional Proficiency Promotion
OCCO will only recognize nominations from STAFFDIV Heads, Agency/OPDIV Heads, and Directors of non-DHHS agencies to which officers may be detailed
In other words….Officers cannot nominate themselves
Nominations from lower level officials will not be processed.

42. Exceptional Proficiency Promotion
Promotion Process
Exceptional Proficiency Promotion
An officer will be advised by the agency of the EPP nomination effort so they can prepare their Official Personnel Folder
Similar to Temporary Promotion consideration, Officer and Reviewing Official Statements must be submitted on the officer’s behalf

43. Exceptional Proficiency Promotion
Promotion Process
Exceptional Proficiency Promotion
Officers who were not successful in earning an EPP will have a memo placed in their file indicating outcome
Officers transferring from a nominating agency will be removed from consideration unless supported by the receiving agency
If not OFRD ready will receive a Not Recommend and be referred to a retention board
(usually the gaining agency doesn’t have an open nomination slot.

44. What’s going to help YOU get promoted?
Promotion Process
What’s going to help YOU get promoted?
Take responsibility for your promotion
Ensure your eOPF and PIR are accurate
Be aware of visual presentation of documents – appealing to the eye and not overwhelming- beware of small font- more isn’t necessarily better
Compare the benchmarks and precepts
Seek mentoring/career counseling from a senior officer in your category
This is not a process you should start 3 months before your promotion, takes career planning
Try to put in the support documentation for example if you have a Master’s Degree, make sure it’s in your file. Try to be as accurate as possible. If you are getting an award but have not seen it come through, put “I was put in for an award”, they understand that things can change from fall to spring when the board meets. Intentional misleading information is acted upon and referred to CAPT Birney (Administrative Actions).

45. In Summary: Promotion Preparation IS YOUR RESPONSIBILITY!
Promotion Process
In Summary: Promotion Preparation IS YOUR RESPONSIBILITY!
Officers should review the following:
Electronic Official Personnel File (eOPF)
Fax: or
Promotion Information Report (PIR)
PIR is located in the green section of the eOPF
Curriculum Vitae (CV)
Commissioned Officers’ Effectiveness Report (COER)
Officer’s Statement (OS)
DO NOT WAIT UNTIL DECEMBER!
Changes to the PIR must be submitted in writing
CV – The most recently submitted CV document is retained in the officer’s eOPF, category specific (some require a cover letter)
OCCO will NOT accept photographs, publication reprints, and program
agendas for inclusion in the eOPF as this information is more effectively documented in writing through the CV
BE SUCCINCT AND HONEST
COER – is located in the blue section of your eOPF ALL OFFICERS (regardless of date of entry on to active duty) who are eligible for promotion ARE REQUIRED to have either an Annual or an Interim COER in the eOPF. Can’t have any missing COER, you will be scored but will be thrown out when the administrative checks are done.
Officer’s Statement – The OS is a 1 page document which provides you the opportunity to summarize:
1. Your support of PHS Commissioned Corps activities
2. Your commitment to visibility as an officer (including
the frequency and occasion of wearing the PHS uniform)
3. Your vision and expectations of a career in the PHS Commissioned Corps, including commitment to the PHS mission

46. Promotion Preparation con’t.
Promotion Process
Promotion Preparation con’t.
Officers should review the following:
Reviewing Official Statement (ROS)
Promotion, Readiness, Leadership, Mission
Career Counseling/Category Benchmarks
Physical Examination Requirements for Permanent Promotion
Licensure/Certifications
ROS-( one page) Promotion Readiness: Is the officer ready for promotion and to serve at the next higher rank [Yes/No]. Explain
Leadership: How does the officer take on a leadership role in the Agency/OPDIV
Mission: How does the officer contribute to the mission of the Agency/OPDIV
Completed ROS forms must be submitted to respective Agency Liaison by Reviewing Officials
Career or promotion counseling- consult your supervisor, a senior member, of your category, your CPO, and/or your PAC Chairperson
Physical Examination requirements for Permanent Promotion- within five (5) years, and complete a “Report of Medical History” (DD2807-1) (RMH)
Licensure/Certifications-Secure Area- valid licenses should be faxed to must inform OCCO, must have a current copy of their license. Send in their renewal as soon as possible.
Report of Medical History 1 year prior to 30 April 2009.

48. Promotion Process
Taking off promotion coordinator hat and stepping into officer role, as a fellow officer, This is the information that we used in a Board for Correction Case, this is the primary and sole source for information. Information is archived.

49. Disclaimer
These slides intended to assist in the promotion presentation and are not intended for distribution as a primary source of promotion information
These slides can become outdated very quickly and are not intended as reference material
Please reference the Promotion Information website for the most current and accurate information

50. Promotion Process