ALCGPSC 058/18 - 2018 OER SUBMISSION AND PROMOTION YEAR (PY) 2019 OFFICER SELECTION BOARDS

R 06 APR 18

ALCGPSC 058/18
SUBJ: 2018 OER SUBMISSION AND PROMOTION YEAR (PY) 2019 OFFICER
SELECTION BOARDS
A. Officer Evaluation System Procedures Manual, PSCINST M1611.1D
B. Officer Accessions, Evaluations, and Promotions Manual, COMDTINST M1000.3A
C. Coast Guard Officer Specialty Management System Manual, COMDTINST M5300.3
D. Reserve Policy Manual, COMDTINST M1001.28C, Section 7.A
E. ALCGPSC 129/16
1. Per Ref A, most Officer Evaluation Reports (OERs) are scheduled to arrive at CG PSC
between May and September. Submission schedules are outlined in Article 8.C.1 of Ref A.
Officers indicated in this message and officers above zone for selection shall not delay
submission of their biennial/annual/semiannual OER past the scheduled due date, unless the
Reported-on Officer has an approved retirement letter or separation on file for this year and has
reviewed Article 5.E.9. of Ref B.
2. In preparation for PY19 Selection Board season, the following information is provided for
planning purposes only. Many personnel management decisions are still being finalized
including PY19 zone sizes, numbers to select, opportunities of selection, controlled grade
authorizations, etc. Actual zone sizes will be published once all personnel decisions have been
made. Signal Numbers (SIGNO) noted below are from the 2018 Register of Officers available on
the OPM Portal website and internet at https://www.dcms.uscg.mil/Our-Organization/Assistant-
Commandant-for-Human-Resources-CG-1/Personnel-Service-Center-PSC/Officer-Personnel-
Management-PSC-OPM/.
3. For planning purposes, the following Active Duty Promotion List (ADPL) officers may be
considered by a Selection Board and may not delay their regularly scheduled OER:
   a. RDML Sel: Captains with a date of rank (DOR) of 01JUL16 or earlier.
   b. CAPT Continuation: Captains with a DOR of 01JUL15 or earlier, not previously considered.
   c. CAPT Sel: Commanders with SIGNO less than/equal to 692.
   d. CDR Sel: Lieutenant Commanders with SIGNO less than/equal to 1835.
   e. LCDR Sel: Lieutenants with SIGNO less than/equal to 3480.
   f. LT Sel: Lieutenants (junior grade) with a DOR of 01JUL17 or earlier.
   g. LTJG Sel: Jun 2018 Board: Ensigns with a DOR of 31JUL17 or earlier. (See Note 1)
   h. LTJG Sel: Nov 2018 Board: Ensigns with a DOR of 31JAN18 or earlier.
   i. CWO4 Sel: CWO3 with a DOR of 15DEC15 or earlier. (See Note 2)
   j: CWO3 Sel: CWO2 with a DOR of 15DEC15 or earlier. (See Note 2)
4. Per Ref B, the following Inactive Duty Promotion List (IDPL) officers/PCTS are also
considered for selection if their ADPL running mate is considered for selection. For planning
purposes, the following IDPL officers may not delay their regularly scheduled OER:
   a. CAPT Retention: Captains with 18 or more years of service towards retirement.
   b. CAPT Sel: Commanders with SIGNO less than/equal to 693A.
   c. CDR Retention: Commanders with 18 or more years of service towards retirement.
   d. CDR Sel: Lieutenant Commanders with SIGNO less than/equal to 1839A.
   e. LCDR Sel: Lieutenants with SIGNO less than/equal to 3540A.
   f. LT Sel: Lieutenants (junior grade) with a DOR of 31JUL17 or earlier.
   g. LTJG Sel: Jun 2018 Board: Ensigns with a DOR of 31JUL17 or earlier. (See Note 1)
   h. LTJG Sel: Nov 2018 Board: Ensigns with a DOR of 31JAN18 or earlier.
   i. CWO4 Sel: CWO3 with a DOR of 15DEC15 or earlier.
   j. CWO3 Sel: CWO2 with a DOR of 15DEC15 or earlier.
   Note 1: The Jun 2018 Lieutenant (junior grade) Selection Board is a PY18 Board.
   Note 2: Temporary lieutenants competing for promotion to CWO3 and CWO4 cannot delay
their annual 31MAY18 OER (applies to CWO to LT only).
5. OERs for all officers should arrive at CG PSC NLT 45 days after the end of period (EOP) date
to provide ample opportunity for review, corrections (when required), validation and entry into
an officer’s official record. Rating chain members are reminded to ensure that the correct forms
(CG-Form 5310 A/B/C/D/E/F/G/H Revision 01/18; CG-Form 5315, Revision 01/17) are used.
Current forms and revisions are found via CG Portal at https://cg.portal.uscg.mil/units/psc/psc-
opm/opm-3/SitePages/Home.aspx. Use of the OER forms from the forms library is imperative as
certain features inherent to the form background are critical for proper processing. Overtyping
previous forms may cause delay in validation due to technical errors.  ADPL OER submissions
route to OPM-3 at arl-pf-cgpsc-opmoer@uscg.mil and IDPL OER submissions route to RPM-1
at arl-pf-cgpsc-rpmoer@uscg.mil. OERs for board or panel candidates should be marked
“URGENT: BOARD/PANEL CANDIDATE” and include the ROO’s last name in the subject
line to ensure priority review.
6. Those officers listed above may not delay an OER when it would normally be required.
However, if an officer's OER is optional (e.g., they recently completed an OER for change in
Reporting Officer), then they should consider submitting an OER if the next required report
(e.g., detachment of officer, etc.), cannot be delivered to CG PSC-RPM-1 or CG PSC-OPM-3
45-days before the Selection Board or Panel meets. This ensures enough time for CG PSC to get
the OER into the record prior to the Selection Board or Panel.
7. Two important items to remember:
   a. Ensigns going before the Nov18 ADPL LTJG Board have a 30SEP18 end of period and
rating chains shall ensure OER submissions reach PSC no later than 31OCT18. This is less than
the normal 45-day timeframe the rating chain has for other OERs.
   b. Lieutenants (junior grade) above and in zone (ADPL and IDPL) must have a current OER
ending on or before 30JUN18 vice 31JUL18 to ensure enough time to complete the validation
process and enter the OER into officer records.
8. As outlined in Article 5.E.6 of Ref B, regular OERs may be submitted for officers being
considered by Selection Panels or Selection Boards for promotion, extension, retention, or
continuation. The period of report must be at least 92 days for a semiannual submission, 184
days for an annual submission, and 184 days for biennial submission. The OER must arrive at
CG PSC no later than 45 days before the Board or Panel convening date. Other OER
occasion of reports shall not be delayed past the normal submission months to complete a Non-
regular OER. Extensions will not be granted.
9. Reserve Officers on Active Duty for Operational Support (ADOS) or Involuntary Active Duty
must follow procedures outlined in Ref A.
10. Officers assigned to Duty Under Instruction (DUINS) who are in or above zone for
promotion shall follow the regular DUINS submission schedule. All DUINS OER submissions,
regardless of pay grade, are annual and end on 30 June (exception: detachment of officer). The
period of report shall not exceed 18 months, this includes ensign and lieutenant (junior grade)
submissions.
11. An OER period of report cannot exceed 18 months for annual reports, 12 months for
semiannual reports (except ensign and lieutenant (junior grade) DUINS OERs), or 30 months for
IDPL biennial reports. Waivers from this requirement will not be granted.
12. Officers eligible for consideration by Boards and Panels should review their Electronically
Imaged - Personnel Data Record (EI-PDR), for accuracy:
   a. Employee Summary Sheet (ESS): The ESS is routinely used by Boards and Panels and
draws information from Direct Access. Officers should ensure correctness and completeness by
updating Direct Access well before the convening date of the applicable Board or Panel.
   b. Officer Specialty Management System (OSMS): Officer Specialty Codes (OSC) appear on
an officer's ESS and Ref C details the application process for assigning/deleting specialty codes.
Local Servicing Personnel Offices are not authorized to assign OSCs to an officer's record. As
per Ref’s B and E, Specialty Considered Selections may be used, so it is important candidates
ensure their OSC’s are accurate and updated. While PSC-OPM-3 works to process applications
as quickly as possible, as per policy, it could take up to 60 days, so members are advised to
submit their applications early to ensure a timely completion in advance of their board.  For more
information on OSMS visit PSC-OPM-3 portal page below.  Additionally, all candidates
applications should be marked “URGENT: BOARD/PANEL CANDIDATE” to ensure priority
review.
   c. Electronically Imaged – Personal Data Record (EI-PDR) Copies: Requests for copies of a
member's EI-PDR must be in writing via standard CG memo to PSC Military Records. OPM-3
and RPM-1 ensure OERs are validated and sent off for imaging into an officer’s record, but do
not verify the record is imaged. We highly recommend candidates confirm their record is
complete. Verbal and e-mail requests will not be accepted. Please visit
http://www.uscg.mil/psd/mr for further information on how to receive a copy of your EI-PDR.
Recommend requests for copies of EI-PDRs be made at least 3 months in advance of a Selection
Board or Panel convening date. It is the member’s responsibility to ensure their record is
complete. All missing documents sent to Military Records should indicate “URGENT: BOARD
CANDIDATE” in the email subject line.
13. The Record of Professional Development (CG-4082), while optional, is an extremely helpful
tool for communicating accomplishments. The emphasis should be on quality, not quantity, of
information. Each officer should review their current CG-4082 with the following
considerations:
   a. The form should not be used to capture information already found on the CGBI Employee
Summary Sheet (ESS).   This includes but is not limited to educational degrees, officer specialty
codes, and CG qualifications, etc.
   b. The form is a living document; only one copy should be maintained in a member’s EI-PDR.
If a member submits a new CG-4082, previous CG-4082 forms will be removed from the
member’s EI-PDR. Members are advised to request a copy of their EI-PDR to review previous
CG-4082’s prior to submitting an updated form to ensure all applicable items are carried
forward.
   c. When documenting education accomplishments and/or certifications not already on the ESS,
use the CG-4082 to provide basic information such as the name of the course, the institution
attended and, if applicable, the grade or GPA.  It is strongly recommended officers document all
significant education, training and professional certifications/licenses on a CG-4082 that are not
captured on the member’s ESS.
  d. For additional information or questions regarding the CG-4082 contact CG PSC-OPM-4
at  ARL-PF-CGPSC-OPM-4@uscg.mil.
14. For additional information regarding OER submission requirements, contact CG PSC-OPM-
3 (ADPL officers) or CG PSC-RPM-1 (IDPL officers) or visit
https://cg.portal.uscg.mil/units/psc/SitePages/Home.aspx for links to OPM-3 and RPM-1.
15. Released: RDML M. T. Bell Jr., Commander, Personnel Service Center.  The Service Center
for our most important resource – Our People.
16. Internet release authorized.