Presentation on theme: "Commissioned Corps Promotion Process"— Presentation transcript:
1 Commissioned Corps Promotion Process References – electronic COMMISSIONED CORPS ISSUANCE SYSTEM (eCCIS):Book: 1, Chapter: 2, Section 2, Instruction: 01Book: 3, Chapter: 3, Sections 1 and 2
2 Promotion ProcessDisclaimerThese slides intended to assist in the promotion presentation and are not intended for distribution as a primary source of promotion informationThese slides can become outdated very quickly and are not intended as reference materialPlease reference the Promotion Information website for the most current and accurate informationAlways verify information with the promotion information website.
3 Classification of Competitive Promotions Promotion ProcessClassification of Competitive PromotionsTemporary (*O-4 and Above)PermanentExceptional 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 ProcessEligibility RequirementsTraining and Experience CreditTime in ServiceTime in GradeThe 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 ProcessTemporary Promotion EligibilityEligibleGradeT&E CreditRequiredTime in service requirementTime in grade requirement during current PHS tourO-24 yearsNoneO-38 yearsO-412 years6 months on current tour as officer in the PHS Commissioned Corps (as of March 1st of the year reviewed by prom board)O-517 years5 years (2 years must be as officer in the PHS Commissioned Corps)2 years as O-4O-624 years9 years (3 years must be as officer in the PHS Commissioned Corps)3 years as O-5Review 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 ProcessPermanent Promotion EligibilityEligibleGradeCredit Required forRegular Corps OfficersReserve Corps OfficersO-27 years T&EO-33 years Promotion Credit10 years T&EO-410 years Promotion Credit17 years T&EO-5 Restricted7 years Seniority Credit(7 years as Permanent O4)O-5 Non-Restricted17 years Promotion Credit24 years T&EO-64 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 ProcessExceptional Proficiency Promotion EligibilityEligibleGradeTED CreditRequiredTime in service requirementTime in grade requirement during current PHS tourO-24 yearsNone1 year as O-1 (as of 3/1)O-38 years1 year as O-2 (as of 3/1)O-412 years6 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-517 years5 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 of2 years asO-4 (during PY cycle)O-624 years9 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 presentationHave 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 ProcessPromotion Boards Meet AnnuallyThe 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 ProcessPromotion BoardsFourteen boards- one for each of 12 category- 2 for nurse and 2 for medical5 board members (and 2 alternates)A total of 100 O-6 officers required each yearNurses 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 ProcessFive Promotion Board MembersAppointed by the Surgeon GeneralAll O-6 officers and as practical, all or at least three will be from your CategoryCan only serve once every three yearsBound by an oath to hold in confidence all officer information being reviewedThe 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 Process5 Members Providing a Cross-SectionGenderEthnic DiversityReserve/Regular Corps (Majority)Field AssignmentsAgencyThey 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 ProcessWhat do they see?COERsPIRCVOS/ROSLetters of appreciationAwardsLicenses/Certifications/CredentialsAll 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 ProcessWhat don’t they see?Medical informationCompensation informationPersonal information, e.g., marriage/divorce, birth certificates, insurancePrevious board scoresPrevious OS/ROSReadiness StatusThe 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 ProcessPromotion Precepts (Applicable to All Classifications of Promotion) 2008Performance (40%)- COER, awards, ROSProfessional Qualifications (15%)Career Progression / Potential (25%)Career Officer Characteristics (15%)- PAC, JOAG, recruitment, mentoring, BOTC, professional involvement, wearing of uniformResponse Readiness/OFRD Basic Deployment Standards Met (5%)- Board doesn’t score thisEach 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 ProcessCategory BenchmarksYour professional category (i.e. Pharmacy, Veterinary, Engineer, etc.) have established specific category benchmarks and expectations that they recommend in order to attain maximum promotion considerationEach 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 ProcessBest Qualified OfficerA 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 specificBenchmarks 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 ProcessThe Official Personnel Folder and Officer’s StatementYour 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 ProcessOfficer’s StatementOne page document which allows you to summarize:Your support of PHS activitiesYour commitment to visibility as an officerYour vision and expectations of a career in the PHS Commissioned Corps and the USPHS missionSubmitted through the eOPF fax lineThis 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 ProcessReviewing Official StatementROS allows the Agency to provide inputOne page written by your Reviewing Official to be reviewed by the Promotion BoardAddresses promotion readiness, leadership attributes and contributions to the mission, this year is attached to the COER as Attachment 3Must be submitted through your liaisonThe “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, and3) Mission contribution.It is not uncommon for the reviewing official to ask the supervisor and/or officer to assist in drafting this statementIf 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.
21 Promotion Board Scoring System Promotion ProcessPromotion Board Scoring SystemSCORES DETERMINED BY EACH BOARD MEMBER (5)For each officerFor 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) = POINTSPoints awarded by promotion board will determine Rank OrderSCORES (0 to 100)
22 Recommended or Not Recommended Promotion ProcessRecommended or Not RecommendedEach 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 yearsP 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 officerBoard 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 ProcessEach rater scores divided by the number of raters, to get the average per precept.
25 PROMOTION BOARD CALCULATION EXAMPLE Promotion ProcessTEMPORARY O-5PROMOTION BOARD CALCULATION EXAMPLE95%76.2576.25After 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 boardEach rankP gradeT grade
28 Promotion ProcessReview of ScoresOnce all board members have scored all the officers they review the findings…Compare rank orders among the board membersDiscuss any obvious outliersEnsure accuracy and consistency of scoringDiscuss all “Not recommends” and “Defers”This process is to ensure there is transparency in the system. It assists in maintaining integrity in the systemAncedotal 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 ProcessSuccess RatesThe 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 ProcessSuccess RatesTwo restrictions: Grade and CategoryThe success rates are determined by the number of available positions in those restrictionsOnce the rank order is completed the success rate is calculated for each restriction# of officers eligible x success rate = # of officers promotedPermanent grade is determined by the number of Regular Corps officers onlyThere 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-535 medical officers eligible for T5Success rate of 25%35 x .25 = 8.75Rounded to 9Take the rank order list and draw a line under the officer ranked 9 and their promotion score becomes the cutoff score.
33 Medical Officer for Permanent O-5 Permanent GradeMedical Officer for Permanent O-515 Regular Corps medical officers eligible for P5Success rate of 70%15 x .70 = 10.5Rounded to 11Take 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 ProcessIdentical Scores (Tie Breakers)Regular Corps Officer has standing over Reserve Corps officerHigher permanent grade has relative standing over lower permanent gradeSeniority Credit DateYears of active duty PHS Commissioned Corps ServiceYears of active duty service in any Uniformed Service and at any rank1-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 ProcessAmendment to the “Three and Freeze” Policy Proposed by the ASH to the Current Temporary Promotion PolicyAll 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 ProcessTo Receive any PromotionMust Meet Basic Readiness Standards andMust Maintain Basic Readiness StatusOCCO performs a pre board and a post board Readiness checkOne 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 ProcessExceptional Proficiency PromotionNominations are based on the possession of unusual levels of training and/or professional experience, or, unique qualificationsOfficer can only be nominated once per gradeAgencies receive quotas (5% of total eligible for EPP)Board is unaware of which officers are EPP nominees and which are eligible in their own rightPlease see CC23.4 dated12/18/03 instructions for more in depth detail.
39 Criteria for Exceptional Proficiency Promotion Nominations Promotion ProcessCriteria for Exceptional Proficiency Promotion NominationsCannot be eligible in their own rightOfficer has held his/her temporary grade for at least 1 year as of 1 MarchOfficer must meet the time in grade requirementsOfficer is in compliance with Standards of Conduct, licensure, COER and readiness requirementsThe nomination for EPP can be made only if the officer meets all of the aboveSame 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 ProcessExceptional Proficiency PromotionGo 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 ProcessExceptional Proficiency PromotionOCCO will only recognize nominations from STAFFDIV Heads, Agency/OPDIV Heads, and Directors of non-DHHS agencies to which officers may be detailedIn other words….Officers cannot nominate themselvesNominations from lower level officials will not be processed.
42 Exceptional Proficiency Promotion Promotion ProcessExceptional Proficiency PromotionAn officer will be advised by the agency of the EPP nomination effort so they can prepare their Official Personnel FolderSimilar to Temporary Promotion consideration, Officer and Reviewing Official Statements must be submitted on the officer’s behalf
43 Exceptional Proficiency Promotion Promotion ProcessExceptional Proficiency PromotionOfficers who were not successful in earning an EPP will have a memo placed in their file indicating outcomeOfficers transferring from a nominating agency will be removed from consideration unless supported by the receiving agencyIf 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 ProcessWhat’s going to help YOU get promoted?Take responsibility for your promotionEnsure your eOPF and PIR are accurateBe aware of visual presentation of documents – appealing to the eye and not overwhelming- beware of small font- more isn’t necessarily betterCompare the benchmarks and preceptsSeek mentoring/career counseling from a senior officer in your categoryThis is not a process you should start 3 months before your promotion, takes career planningTry 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 ProcessIn Summary: Promotion Preparation IS YOUR RESPONSIBILITY!Officers should review the following:Electronic Official Personnel File (eOPF)Fax: orPromotion Information Report (PIR)PIR is located in the green section of the eOPFCurriculum Vitae (CV)Commissioned Officers’ Effectiveness Report (COER)Officer’s Statement (OS)DO NOT WAIT UNTIL DECEMBER!Changes to the PIR must be submitted in writingCV – 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 programagendas for inclusion in the eOPF as this information is more effectively documented in writing through the CVBE SUCCINCT AND HONESTCOER – 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 activities2. Your commitment to visibility as an officer (includingthe 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 ProcessPromotion Preparation con’t.Officers should review the following:Reviewing Official Statement (ROS)Promotion, Readiness, Leadership, MissionCareer Counseling/Category BenchmarksPhysical Examination Requirements for Permanent PromotionLicensure/CertificationsROS-( one page) Promotion Readiness: Is the officer ready for promotion and to serve at the next higher rank [Yes/No]. ExplainLeadership: How does the officer take on a leadership role in the Agency/OPDIVMission: How does the officer contribute to the mission of the Agency/OPDIVCompleted ROS forms must be submitted to respective Agency Liaison by Reviewing OfficialsCareer or promotion counseling- consult your supervisor, a senior member, of your category, your CPO, and/or your PAC ChairpersonPhysical 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 ProcessTaking 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 DisclaimerThese slides intended to assist in the promotion presentation and are not intended for distribution as a primary source of promotion informationThese slides can become outdated very quickly and are not intended as reference materialPlease reference the Promotion Information website for the most current and accurate information