ALCGOFF 004/19 - OFFICER EVALUATION SYSTEM (OES) ADMINISTRATION AND UPDATES

ALCGOFF 004/19
SUBJ: OFFICER EVALUATION SYSTEM (OES) ADMINISTRATION AND UPDATES
A. CG OFFICER EVALUATION SYSTEM PROCEDURES MANUAL, PSCINST M1611.1D
B. ALCOAST COMMANDANT NOTICE 125/18, PROHIBITION OF GENDER SPECIFIC PRONOUNS 
AND NAMES ON EVALUATION REPORTS AND ANNOUNCEMENT OF ONE-PAGE LTJG OER
C. ALCGOFF 120/18, OFFICER PERSONNEL MANAGEMENT FY19 VIRTUAL ROAD SHOWS
1.  OVERVIEW. As we reach the conclusion of the 2018 Officer Evaluation 
Report (OER), board, and panel season, this message outlines information, 
best practices, and guidance to assist units and officers with OER 
administration. Rating officials are encouraged to implement local measures 
to eliminate administrative errors and improve the timeliness and quality of 
OERs (see para 4.b below).  Late or missing OERs, or OERs with errors, may 
jeopardize an officer’s competitiveness at boards or panels.
2. OER VALIDATION DELAYS. Officer Evaluations Branch (OPM-3) requires up to 
six months to validate a full season of OERs. OERs are tracked and 
prioritized for board and panel candidates. Board or panel candidates whose 
CGBI indicator for the current OER is yellow or red 30 days prior to the 
board/panel convening should advise OPM-3 by email to ARL-PF-CGPSC-
OPM@USCG.MIL. Similarly, the Officer Assignments Branch (OPM-2) requests 
expedited validation of OERs as needed for the assignment process. 
3. SINGLE-PAGE LTJG OER. CG PSC is developing a single-page LTJG OER that 
will be effective for the June/July 2019 LTJG OER cycle. The new OER form is 
projected to be available for review OOA February 2019. Further details will 
be provided SEPCOR.
4. BEST PRACTICES AND GUIDANCE. 
   a. OER procedures. Ref A, PSCINST M1611.1D, outlines detailed procedures 
for completing the CG Officer Support Form and OER. 
   b. Unit-level quality review check. At least 50% of OERs submitted to OPM 
require administrative correction which delays and complicates the OER 
validation process. Units that have a system in place to perform a quality 
review check on outgoing OERs have significantly fewer errors, if any at all, 
and are timely. OER Quality Review Check Sheets for the CG-5310A, CG-5310B, 
and CG-5310C are posted on the CG PSC-OPM-3 portal page: 
http://cglink.uscg.mil/1f5cc19b. These check sheets highlight areas of most 
common errors.
   c. Administrative data. Use the CGBI employee summary sheet (ESS) to 
verify administrative information when preparing Section 1 (Administrative 
Info) and 2b (PAL title/Position Description) so that it matches exactly. 
   d. Prohibited comments. Avoid prohibited comments (e.g., medical info, 
pregnancy, etc) outlined in para 4.B.1-13 of Ref A. Gender specific pronouns 
and member names are prohibited as of 14 November 2018, per Ref B.  
   e. OER comments for forms CG-5310A and CG-5310C. Specific performance 
observations must be included when an officer is assigned a mark of 1, 2, 3, 
or 7. Those assigned the superlative mark of 7 should have specific comments 
demonstrating how they exceeded the 6 “above standard” block.
   f. OER comments for form CG-5310B only. After marking all performance 
dimensions the Supervisor selects the three performance dimensions that best 
characterize the Reported-on Officer (ROO) by selecting the appropriate 
circles on the form. The three selected performance dimensions shall be 
supported with comments in Section 3 of the OER. Comments are also required 
for marks of 1, 2, and 3. There is no requirement to comment on a mark of 7. 
Additionally, there is no requirement to comment on all 18 performance 
dimensions. Feedback indicates some supervisors are commenting on all 
performance dimensions, making it difficult to craft a clear bullet for the 
required dimensions in the limited allocated space. 
   g. Acronyms. Boards and panels are made up of diverse specialties, all 
OERs should be written for this general audience. Section 2 (Description of 
Duties) is an appropriate place to define acronyms and technical terms used 
throughout the OER.
   h. OER timeliness and submission. Late OERs delay the validation process 
and increase the risk of errors. The OPM-3 staff spends a significant amount 
of time seeking missing OERs when preparing for boards and panels. All OERs 
should arrive to CG PSC-OPM no later than 45 days after the end of the 
reporting period. Candidates for boards and panels shall not delay their OER 
submission; their OERs should arrive CG PSC-OPM at least 45 days prior to the 
board/panel convening to ensure time for review, correction if needed, 
validation, and entry into the military record. Submit all OERs to ARL-PF-
CGPSC-OPMOER@uscg.mil.
   i. Email subject line and OER naming convention. Properly label the OER 
email and attached OER form per para 4.I.5 of Ref A. Include the ROO’s rank, 
last name, first and middle initials, and end of period date of the OER, 
e.g., LCDR Jones AB 30APR2019 OER. If the ROO is a candidate for an upcoming 
board or panel, include the term “board” or “panel” in the subject line, 
e.g., LCDR Jones AB 30APR2019 OER – candidate for board/panel. If the OER is 
overdue, then note that as well in the subject line, e.g., LCDR Jones AB 
30APR2019 OER – overdue OER. 
   j. Duplicate OERs. Submission of duplicate OERs to multiple 
persons/inboxes at OPM may delay processing and increases the chance of 
errors. Submit the OER to the designated inbox one time. Do not carbon copy 
(Cc) specific personnel at OPM unless instructed by OPM-3. If an auto-reply 
is NOT received from the OER inbox, resend the OER and notify OPM through the 
question inbox (ARL-PF-CGPSC-OPM@uscg.mil) stating the OER was submitted 
twice due to non-receipt of the auto-reply. 
   k. OER attachments. Title the files to be attached to the OER with ROO’s 
rank, last name, first and middle initials, end of period date of the OER, 
and the acronym “OER” then the title of the document, e.g., LCDR Jones AB 
30APR2019 OER Letter of Reprimand.  Do not send attachments not authorized by 
para 4.G.1.g of Ref A.
   l. OER status. Send questions regarding the status of OERs to the OER 
question inbox at ARL-PF-CGPSC-OPM@uscg.mil. Due to OPM-3’s limited staff, it 
is impossible to field individual calls about the status of an OER. 
   m. Data records. OPM-3 is not authorized to release copies of OERs or any 
documents contained in a member’s Coast Guard electronically imaged personnel 
data record (EI-PDR). Members should contact PSC-BOPS-C-MR (ARL-PF-CGPSC-
MR_CustomerService@uscg.mil) for any documents contained in their EI-PDR. 
   n. OER briefs. The OPM-3 CG Portal page contains a PowerPoint Presentation 
and OER video for unit use. It is highly encouraged that units perform annual 
OER training. OPM-3 is available for OER training remotely upon unit request. 
Additionally, per Ref C, OPM holds a monthly virtual road show that includes 
OER training by OPM-3.  
5. Additional information and all OER forms, guides, etc can be found on the 
CG PSC-OPM-3 portal page at https://cg.portal.uscg.mil/units/psc/psc-opm/opm-
3/SitePages/Home.aspx.
6. For reserve specific OER related questions, refer to the RPM-1 website at 
http://www.dcms.uscg.mil/psc/rpm/rpm-1 or send correspondence to the RPM-1 
OER inbox at ARL-PF-CGPSC-RPMOER@uscg.mil.
7. CAPT Michael Day, PSC-OPM sends.
8. Internet release authorized.