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Navy Personnel Command Enlisted Selection Boards (PERS-803)

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1 Navy Personnel Command Enlisted Selection Boards (PERS-803)
Enlisted Advancement Selection Boards Navy Personnel Command Enlisted Selection Boards (PERS-803) March 2014

2 Topics of Discussion Eligibility Communicating with the board
Pre-Board Membership Quotas Tools of the Board Board process Special boards Common Issues/ FAQs/Myths

3 Eligibility Eligibility questions? First read the advancement cycle NAVADMIN and Chapter Two of the Advancement Manual View your board eligibility profile sheet via NKO CPO, SCPO, and MCPO candidates No profile sheet? You will not be considered by the board. Check monthly to ensure your profile sheet has not changed your eligibility status If a "BUPERS Invalid", contact PERS-802 to verify reason Except STA-21, MECP, and MSCISPP, selects for commissioning programs are ineligible, i.e. LDO/CWO selects Fleet Reserve/Retirement Requests Voluntary (Prior to mandated) -vs- Involuntary (At HYT) Must be in an eligible status on 1 July (E8/E9) or 1 Sep (E7) Chapter 2 of the advancement manual provides advancement eligibility criteria. Every enlisted advancement board is announced via a NAVADMIN which details the board’s convening date, provides amplifying advancement board eligibility criteria, and guidance on communicating with the board. These NAVADMINs are available on NPC’s enlisted board web pages. The ONLY authoritative source in determining CPO, SCPO, and MCPO board eligibility for enlisted advancement boards is the NETPDTC Examination Profile Sheet available on the Navy Advancement Center’s (NAC) website via your NKO account. The link to the NAC section on NKO is under the Career Management tab. Do not rely on BOL or social media sites to verify your board eligibility. If you do not have a NETPDTC profile sheet indicating “SELBD ELIGIBLE”, you WILL NOT be considered by the selection board. If your profile sheet indicates “BUPERS Invalid”, you may contact PERS-802 to determine the reason. PERS-802 POC info is contained in the cycle NAVADMIN. Additional considerations for board eligibility include: - Whether a member was selected for commissioning programs (MSCISPP stands for Medical Service Corps In-Service Procurement Program). - Whether a member submitted a voluntary or involuntary fleet reserve request. The effective date of an involuntary fleet reserve request aligns with a member’s HYT date whereas the effective date of a voluntary request is prior to a member’s HYT date.

4 Eligibility HYT Waiver Security Clearances
Cannot exceed HYT for next paygrade Must go to or beyond 1 July (E8/E9) and 1 Sep (E7) Security Clearances Early Promote TIR Waiver (CPO Candidates) Latest Periodic eval must be EP and maintain EP’s (can be 1 of 1) In-Theater CPO board waiver Not automatic; command must send validation to NETPDTC Must be Boots On Ground in specific locations. Refer to NAVADMIN 336/07 paragraphs 3 and 8. Recent Change in Rating? Must be approved 1 month prior to board convening Must maintain CO’s recommendation for advancement Continuing with additional advancement board eligibility considerations: - Whether a member has reached HYT. Sailors reaching HYT must be in an eligible status on or after the dates listed the year the board convenes. - Whether a member who is in a rating which requires a security clearance has a clearance. - Whether a member complies with the “Early Promote” waiver requirements - Whether a member is eligible for an “In-Theater Selection Board Eligible” waiver, was “validated” by their command and has a SELBD ELIGIBLE profile sheet - Whether a member recently was approved for change in rating - And most importantly, whether a member maintains their CO’s recommendation for advancement Refer to Chapter 2 of the advancement manual and the advancement cycle NAVADMIN for questions regarding advancement board eligibility.

5 Communicating With The Board
Your Letter to the Board (LTB) Only method to communicate with the board! Must be **RECEIVED** by the cut-off date in cycle NAVADMIN Read the cycle NAVADMIN before you begin! Consider having an experienced board member review your OMPF with you Per the cycle NAVADMIN, submit items you want considered that are missing from your OMPF NSIPS Electronic Service Record (ESR) data not available to the board unless it is in your OMPF, otherwise submit it with your LTB if you want the board to consider it No Third Party Correspondence; must come directly from the candidate Do not send originals, they will not be returned Do not send duplicates of items already in your OMPF Do not highlight items on your documents mailed Include your FULL SSN on each page submitted Documents forwarded to selection boards do not update your OMPF, except for awards reflecting in the Navy Department Awards Web Services tool per NAVADMIN 016/13 Can be ed or snail-mailed to the address in the cycle NAVADMIN All of these notes concerning submission of your Letter to the Board are discussed on the Selection Board website under General Information.

Pre-Board PERS-8 Actions Scrub eligibility Multiple adds and deletes No immediate notification of adds or deletes. Candidates should periodically review Navy Advancement Center web site for profile sheet changes 100% accountability and verification of LTBs. Reasons LTB not presented to board: Candidate not board eligible LTB received after “received by” date published in the cycle NAVADMIN Some reasons for adding a candidate to the board after the initial eligibility file is loaded: Command validates a candidate as eligible because their fleet reserve request was cancelled, an exam discrepancy was corrected through the Navy Advancement Center now making the member eligible, or a candidate was validated by their command who is eligible for an in-theater waiver. Some reasons for deleting a candidate to the board after the initial eligibility file is loaded: A member is not eligible for “Early Promote” TIR waiver A member does not meet the eligibility requirements based on HYT A member submits a voluntary Fleet Reserve or Retirement request A member is invalidated by the command because of loss of advancement recommendation A member is an LDO/CWO selectee and has not declined their selection to LDO/CWO A member is in a rating which requires a security clearance and either does not hold a clearance or their security clearance is revoked Every LTB received by NPC’s Customer Service Center is accounted for. Those LTB’s complying with the policy of the cycle NAVADMIN are presented to the board for consideration. Each enlisted board season NAVPERSCOM receives approximately 200 letters to the board received after the “received by” date published in the board NAVADMIN and cannot be presented to the board. Candidates must play close attention to the received by date for their letter to the board and comply with that receive by date to ensure their letter to the board is presented to the board. Candidates should encrypt their letters to the board. address is CANDIDATES: CLOSELY MONITOR YOUR ELIGIBILITY

7 Membership Membership demographics: Up to 20 panels for record review:
Source Rating Race Gender Geographic Location Community Special Qualifications Component Prior Board Experience Number of reviews Up to 20 panels for record review: 1 CAPT (President who is independent of all panels) 1 CDR and 3-10 (MCPOs/SCPOs) Related Ratings and Special Qualifications Where Possible (Examples) Admin Panel Surf Hull/Eng Panel Aviation Panel Information Dominance Panel Seabee Panel Avionics Panel Spec War Panel Airframes Panel Supply Panel Surf Deck/Ops Panel Corpsman Panel Weapons Panel NUC Panel Forward Sub Panel Senior Chief Petty Officers may serve as board members for the Active and Reserve CPO boards. PERS-805 receives board member and board recorder applications then builds the board membership to closely reflect the demographics of the eligibles. Members and recorders are notified of their selection as board members and recorders approximately a month prior to the board convening. Membership MUST NOT be compromised. Only those in the board member’s or recorder’s immediate chain of command with a need to know should be award of their pending board assignment. Membership is made public only after the board convenes.

Membership Sample items board members cannot discuss Recommended selectees prior to results being made public Why a candidate was or was not selected Items they saw in a candidate’s record Score sheet categories or point values Panel they were assigned to during the board Period of review, i.e. last XX years or entire career Tolerance in scoring differences How a crunch is established Which selects and non-selects are briefed in the tank The items briefed in the tank Methodology used in determining their selections Percentage required to pass a slate The safest way to preserve the integrity of the board process in providing career guidance to candidates on selection board matters is via career development boards after the results are made public, not one on one discussions between board members and candidates. When board members are providing selection board briefs, refrain from using the term “we” as in what they and their panel or the board did, considered, etc. MAY NEVER DISCLOSE THE PROCEEDINGS AND DELIBERATIONS

9 Quotas Vacancy driven Recommended by Enlisted Community Managers
Approved by Chief of Naval Personnel for AC/FTS and Chief of Navy Reserve for SELRES Made public when board convenes May go unfilled when insufficient number of candidates meet “fully qualified” standard Quotas are vacancy driven, approved by the Chief of Naval Personnel, and are made public after the board convenes. Regarding unfilled quotas also known as returning quotas, candidates must first meet the board’s precept “fully qualified” standard to be selected for advancement. When an insufficient number of candidates in a competitive group meet the fully qualified standard to fill that competitive groups advancement quotas, then quotas go unfilled.

10 Tools of the Board The convening order from the Chief of Naval Personnel to the Board President provides: Date board shall convene Direction to conduct board per the precept The Selection Standard Guidance on quota use and restrictions Guidance on secrecy of board deliberation The membership and quotas Direction to gather feedback to improve future boards The Convening Order which provides the board’s membership and quotas is made public after the board convenes and is posted on NPC’s enlisted boards webpages. The Senior Enlisted Boards Precept which is used for all enlisted advancement board conducted that year is made public on NPC’s enlisted boards webpages once the first enlisted advancement board is convened. Traditionally this is the Reserve SCPO/MCPO advancement selection board.

11 General guidance, fully qualified and best qualified considerations
Tools of the Board The board’s precept provides the board guidance on items to consider when selecting the Navy’s future leaders such as: General guidance, fully qualified and best qualified considerations Leadership Education / Professional Development Competency and Skill Teaching, Mentoring, Enforce Standards Collateral Duties Communication Skills Comprehending Naval heritage Knowledge of Rate Leadership in Diverse Orgs Language, Regional Expertise, Culture Overseas and Arduous Duty Navy Special Warfare Experience IA / OSA Performance Naval Expeditionary Force Experience Special Programs and Duties Command Senior Enlisted Leader ARE YOU EXHIBITING THESE LEADERSHIP TRAITS AND ARE THEY DOCUMENTED IN YOUR EVALUATIONS?

Tools of the Board Area Tours Multiple tours in same homeport not viewed negatively if billet progression shows growth of responsibility and leadership Documented Adverse Information If event occurred within the last five years it must be briefed to the board if member is recommended for selection NAVY DOES NOT EMBRACE BLIND ADHERENCE TO A ZERO-DEFECT MENTALITY

13 Tools of the Board Official Military Personnel File (OMPF) field codes
30-38 Available via BOL menu item “OMPF-My Record” Performance Summary Record (PSR) Available via BOL menu item “ODC, OSR, PSR” Part I (Personnel Data Summary) Part II (Pre-1996 evaluation summary) Part III (1996 to present evaluation summary) Candidate’s Letter to the Board To help alleviate confusion in terminology between the Enlisted Summary Record (ESR) and the Electronic Service Record (ESR), the Enlisted Summary Record was renamed the "Personnel Data Summary" or commonly known as the Performance Summary Record Part 1. On BOL, the menu item was changed to "ODC/OSR/PSR" removing ESR. The PSR Part I contains the Personnel Data Summary; PSR Part II is the Evaluation Summary (Pre-1996 Form); and PSR Part III is the Evaluation Summary (1996 to Present). ACCURACY OF THESE THREE ITEMS MAY BE THE DIFFERENCE BETWEEN SELECT AND NON-SELECT

14 Items Not Presented to Board Members
Tools of the Board Items Not Presented to Board Members NSIPS ESR data not in the OMPF Should have been forwarded to the OMPF at time of reenlistment/record close-out Items sent to the board other than by the candidate Letters to the board received after the “received by” date ESR, NTMPS, FLTMPS, ETJ – unless submitted by the candidate PRIMS information IF YOU WANT THE BOARD TO CONSIDER ITEMS NOT IN YOUR OMPF, YOU MUST SUBMIT THEM IN YOUR LTB.

15 Tools of the Board Evaluations
Trait average vs summary group and reporting senior’s cumulative average Break out among peers Promotion recommendation Consistent? Improving? Declining? One of one versus competitive peer group Description of duties Job scope, leadership and level of responsibility Impact of position on command mission Difficult/Arduous Duty? Increased responsibilities? Professional Maturity and Experience History of assignments (normal sea/shore rotation) Diversity of duty Out of rate assignments

16 Tools of the Board Common strengths
Proven, sustained superior performance in difficult and challenging joint and in-service leadership positions is the number one factor for selection. Leadership at sea or in challenging assignments Documented mentoring Increasing scope of responsibility Qualifications and Collateral Duties Command impact Successful performance in challenging assignments (Sea/Shore) NECC, SPECWAR, Overseas Productive Individual Augmentee (IA)/Mobilization

17 Tools of the Board Common strengths Performance and Recommendations
Strong recommendations for promotion to CPO, SCPO, MCPO Sustained Superior Performance Strong Breakout among peers in large groups Recommendations and write-ups should match FCPOA, CPOA, CPO 365 /Mess involvement. *Leads Peers* Sailorization Positively impacting retention and Sailors’ growth Quantifiable results of your mentoring Successful performance on deployments/IA/Mobilization clearly stated in narrative Diverse Sea/Shore Rotation

18 Tools of the Board Common evaluation weaknesses
Adverse matter that is poorly explained or buried in the write-up Promotion recommendation and write-up contradict Decline in promotion recommendation or trait marks without explanation in write-up. Creative comments which do not describe potential for advancement; “fluff” without substance Eval concentrates too much on technical aspects; Do’er vice leader Overall what does the board consider? The candidate’s potential to serve in the next higher paygrade

19 Board Process Board is sworn in and convened
Members receive board process in-briefs and training Members read convening order and precept Recorders randomly assign records within panels Members conduct two independent reviews of each record Place candidates in order by score (highest to lowest) Establish the “crunch zone” Deliberate those within the “crunch” for selection “Slate Brief” – Brief sampling of selects/non-selects to President Present all slates to board members in the tank for voting Conduct debrief on security of board deliberation & adjourn board Conduct Post-board adverse review of recommended selects Board President’s Call-out with CNP Results approved and public release authorized via NAVADMIN / BOL Notify those placed on “hold” resulting from the post-board scrub Profile sheets generated reflecting the results of the board What can be made public of the enlisted advancement board process reflects on this slide.

Board Process Tanking Process Final stage of the selection process for rating Panel presents the slate to the Board President for approval Final selections are voted and approved by board membership in the tank If not approved, the slate goes back to the panel for a second deliberation and then brought back to the tank Unlike officer boards where candidates’ records are individually briefed and voted by the membership in the tank, for enlisted advancement boards the majority of the record briefs and deliberations take place by the individual panels in the panel rooms. Their recommended selects and non-selects by competitive category, know as the “slate” is then presented to the board president for review and precept compliance and then briefed to the membership in the tank for an approval/non-approval vote. If not approved, the slate goes back to the panel for redeliberation. Once all slates are accepted by a board majority and following the board security brief, the board may adjourn. The number of quota groups enclosed with the board’s convening order (minus the zero quotas) equals the number of competitive group slates which are voted in the tank. SLATES VOTED VICE INDIVIDUAL RECORDS

21 Board Process Conduct post-board review of selects to identify adjudicated or pending substandard or adverse information. Items discovered: Security clearance issues Misconduct PFA failures or missing PRIMS data These selects are placed on hold, notified of their selection and hold status, who then provide additional information to CNP to decide whether to release the hold or permanently remove their selection. Holds take six weeks to one year to resolve The board’s results are generally made public 3-4 weeks following the board’s adjournment. Date of Call-out is not public information. Ensure command BOL access is current. This is the immediate way to identify those placed on hold. Holds receive a CNPC letter via providing “hold” resolution guidance. Profile sheets produced by NETPDTC reflect select/non-select status. Rate Change Authorizations are published as pay dates are determined. IS YOUR PRIMS UP TO DATE?

22 Special Boards Special Selection Boards
Eligible, but not properly considered due to circumstances beyond their control Normally held in conjunction with regular boards CNPC adjudicates requests Eligibility terminates nine months after the regular board convened Selects date of rate computed from missed board Member shares equal responsibility with their parent command in ensuring their name appears on the eligibility list prior to the board convening Special selection boards are conducted for members who were not properly considered by the regular board due to circumstances beyond their control. Chapter 1 of the advancement manual provides guidance on requesting approval for consideration by a special selection board. Do not rely on the option to be considered by a special selection board if you did not verify your board eligibility prior to the board convening. Every candidate and command must exercise reasonable diligence to ensure an eligible candidate’s name appears on the board eligibility list prior to the board convening.

23 Common Issues/FAQs/Myths
Sailors not knowing how to verify their board eligibility. Board profile sheet is the official source No profile sheet = not being considered by the board Command leadership without BOL access when results are published Post-board scrub Missing PRIMS data, PFA failures, security clearance issues, NJPs, DFC, pending investigations Results in missing sequence numbers on NAVADMIN Adverse event occurs, command documents locally, but fails to report that info to PERS/OMPF. Result: Candidate gets advanced. Record Maintenance and Communicating With Boards Command and candidate’s responsibility Know who is and is not eligible Know how to verify and correct eligibility (withdrawing recommendation for advancement) Board results (BOL) Post-board matters PRIMS Page 13 for PFA Failure and loss of security clearance not being sent to the OMPF

24 Common Issues/FAQs/Myths
A member of the board who knows you increases your chances for advancement. FALSE 2. The selection board only considered items in my OMPF, PSR, and items in my Letter to the Board (LTB). TRUE 3. Should a career summary be included with my LTB? By policy, only items missing from the candidate’s OMPF should be included in their LTB. 4. The selection board accepts items from both me and my command up to the convening of the board. FALSE (only from candidate and only from the LTB deadline) 5. Advancement board eligibility is posted on BOL. FALSE (Only results) Advancement board eligibility profile sheets are available for CPO, SCPO, and MCPO candidates. TRUE When will the board’s results be released? The scheduled date of the call-out and release of the results are not made public.

25 Common Issues/FAQs/Myths
8. CPO candidates are automatically board eligible if on an IA in theater. FALSE. Must be validated as board eligible by their command. NAVADMIN 336/07 paragraphs 3 and 8 refer. 9. I am mobilized which makes me eligible regardless of my HYT. FALSE 10. Only adverse information contained in my OMPF can be considered by the board. TRUE, unless submitted in the candidate’s LTB. 11. CMCs/SELs maintaining their BOL for advancement results is important. TRUE. Without BOL access, “holds” cannot be readily identified. 12. How is PRIMS used in the selection board process? It is used in the post- board process but not during the selection process. 13. How is NSIPS ESR data used in the selection board process? Only if contained in the OMPF or in the candidate’s LTB. 14. Is security clearance information made available to selection boards? No, except where documented in narrative of an eval or on a revocation Page 13.

26 Common Issues/FAQs/Myths
A change in rating must be effective how long before the advancement board convenes to be considered in the correct competitive category? 30 days. 16. When must your letter to the board be received by NPC's customer service center to be considered by the board? By the “received by” date published in the cycle NAVADMIN. 17. Which reference should you refer to for amplifying policy guidance for each selection board? The cycle NAVADMIN. 18. Once you verify that you have a board eligible profile sheet, is there any reason either before or during the board to re-verify your profile sheet that you are still board eligible? Yes. You may receive a BUPERS INVAL profile sheet without notification if you lose board eligibility. 19. Is it still necessary to submit an LTB even if my OMPF and PSR are up to date? It is recommended that candidates submit information they deem important, but doesn’t appear in their OMPF and PSR. It is unnecessary to submit an LTB stating that your record is up to date.

27 Common Issues/FAQs/Myths
20. How far back in the record does the board consider? The entire record may be considered. 21. When was use of the Page 4 discontinued? When your servicing personnel office began using NSIPS ESR. 22. When and where can I read the current fiscal year Active-Duty and Reserve Senior Enlisted Advancement Selection Board precept? It is made public after CNP signs it and is posted on NPC selection board website. 23. Why are items which reflect in NSIPS ESR not reflecting in my OMPF? Your ESR requires close-out either upon reenlistment or separation by your servicing personnel office for items to be submitted to your OMPF. 24. What is the number one factor for selection and where would you find it written? Proven, sustained superior performance in difficult and challenging joint and in-service leadership positions found in the Senior Enlisted Advancement Board precept.

28 Common Issues/FAQs/Myths
25. The precept refers to enlisted career paths. These are updated prior to each FY's enlisted boards. Where can I view my rating's career path? Enlisted Community Manager’s webpage on NPC’s website. 26. A FCPO selection board eligible for CPO fails the Spring 2012 PFA. Their command’s PFA cycle is 23 APR - 25 MAY. How is this information made available to the board? After the member signed the PFA failure Page 13, that Page 13 must be electronically submitted by the servicing personnel office to PERS-313 and it must be accepted into the candidate’s OMPF prior to the board convening. 27. A Chief eligible for SCPO gets a DUI and receives NJP and is awarded punishment while the SCPO board is in session. How is this information made available to the board? It cannot. However, the CO does have the option to withdraw the Chief’s recommendation for advancement per article 721 of the Advancement Manual. Ensure mandatory reporting of E6-E9 misconduct is reported to PERS-832 immediately per MPM If the recommendation is not withdrawn and if the Chief is selected for advancement, the NJP may be identified via the post-board scrub.

29 Common Issues/FAQs/Myths
28. On the NAVADMIN which announced the board’s results, what does the sequence number indicate? It ranks the candidates selected for advancement by seniority within each competitive category. 29. What if a sequence number or numbers are missing on the NAVADMIN which announces the board’s results? Either selects were placed on hold or quotas were unfilled. 30. I (CO) awarded a SCPO NJP four months ago, I did not pull his recommendation for advancement and I did not do a special eval documenting the NJP because I intend to report the NJP in his next periodic eval. However, the MCPO board results were just released and he was selected for MCPO. What should my command have done to ensure the board was aware of the recent NJP? Via “OMPF - Command View” on BOL, selected command leadership or authorized users should have verified the SCPO’s OMPF prior to the board to ensure the NJP documents reflected in the SCPO’s OMPF.

30 Enlisted Advancement Boards

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