ALCGPSC 045/19 - 2019 OER SUBMISSION AND PROMOTION YEAR (PY) 2020 OFFICER SELECTION BOARDS

united states coast guard

23 APR 19

ALCGPSC 045/19
SUBJ: 2019 OER SUBMISSION AND PROMOTION YEAR (PY) 2020 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, Specialty Considered Selections (SCS)
F. ALCGOFF 004/19, Officer Evaluation System (OES) Administration and Updates
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 plans to submit a continuity OER IAW Article 5.E.9. of Ref B.
2. In preparation for the PY20 Selection Board season, the following information is provided for planning purposes only. Many personnel management decisions are still being finalized including PY20 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. Since the 2019 Register of Officers has not been published yet, Signal Numbers (SIGNO) noted below are from the 2018 Register of Officers available at http://cglink.uscg.mil/f3f93911.
3. For planning purposes, the following Active Duty Promotion List (ADPL) officers may be considered by a Selection Board and shall not delay their regularly scheduled OER (except those submitting a continuity OER per para 1):
   a. RDML Sel: Captains with a date of rank (DOR) of 01JUL17 or earlier.
   b. CAPT Continuation: Captains with a DOR of 01JAN16 or earlier, not previously considered.
   c. CAPT Sel: Commanders with SIGNO less than/equal to 849.
   d. CDR Sel: Lieutenant Commanders with SIGNO less than/equal to 2068.
   e. LCDR Sel: Lieutenants with SIGNO less than/equal to 3794.
   f. LT Sel: Lieutenants (junior grade) with a DOR of 01JUL18 or earlier.
   g. LTJG Sel: Jun 2019 Board: Ensigns with a DOR of 31JUL18 or earlier.   (See Note 1)
   h. LTJG Sel: Nov 2019 Board: Ensigns with a DOR of 31JAN19 or earlier.
   i. CWO4 Sel: CWO3 with a DOR of 15DEC16 or earlier. (See Note 2)
   j: CWO3 Sel: CWO2 with a DOR of 15DEC16 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 shall 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 865A.
   c. CDR Retention: Commanders with 18 or more years of service towards retirement.
   d. CDR Sel: Lieutenant Commanders with SIGNO less than/equal to 2073A.
   e. LCDR Sel: Lieutenants with SIGNO less than/equal to 3845A.
   f. LT Sel: Lieutenants (junior grade) with a DOR of 01JUL18 or earlier.
   g. LTJG Sel: Jun 2019 Board: Ensigns with a DOR of 31JUL18 or earlier. (See Note 1)
   h. LTJG Sel: Nov 2019 Board: Ensigns with a DOR of 31JAN19 or earlier.
   i. CWO4 Sel: CWO3 with a DOR of 15DEC16 or earlier.
   j. CWO3 Sel: CWO2 with a DOR of 15DEC16 or earlier.
   Note 1: The Jun 2019 Lieutenant (junior grade) Selection Board is a PY19 Board.
   Note 2: Temporary lieutenants competing for promotion to CWO3 and CWO4 cannot delay their annual 31MAY19 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 02/19; CG-Form 5315, Revision 02/19) are used. Current forms and revisions are found via CG Portal at http://cglink.uscg.mil/1f5cc19b. 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.  Send ADPL OER submissions to OPM-3 at arl-pf-cgpsc-opmoer@uscg.mil and IDPL OER submissions 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.  See Ref F for all OER best practices.
6. Two important items to remember:
   a. Ensigns going before the NOV19 ADPL LTJG Board have a 30SEP19 end of period and rating chains shall ensure OER submissions reach PSC no later than 31OCT19. 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 30JUN19 vice 31JUL19 to ensure enough time to complete the validation process and enter the OER into officer records.
7. 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.
8. Reserve Officers on Active Duty for Operational Support (ADOS) or Involuntary Active Duty must follow procedures outlined in Ref A.
9. 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.
10. 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.
11. 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. Per Refs B and E, Specialty Considered Selections may be used, so it is important that candidates ensure their OSCs are accurate and updated. While PSC-OPM-3 works to process applications as quickly as possible, per policy, it could take up to 60 days.  Members are advised to submit their applications early to ensure a timely completion in advance of their board.  For more information on OSMS visit the PSC-OPM-3 portal page at http://cglink.uscg.mil/35ae2f3b.  Additionally, mark applications “URGENT: BOARD/PANEL CANDIDATE” to ensure priority review.
   c. Electronically Imaged – Personal Data Record (EI-PDR): Requests for member's EI-PDR (copy) may be submitted via a digitally signed e-mail with EMPLID from the member’s uscg.mil email account to PSC Military Records (MR). OPM-3 and RPM-1 ensure OERs are validated and sent to MR 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://cglink.uscg.mil/67ec2eac for further information on how to request a copy of your EI-PDR. MR 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.
12. 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.
13. For additional information regarding OER submission requirements, contact CG PSC-OPM-3 (ADPL officers) or CG PSC-RPM-1 (IDPL officers) or visit
http://cglink.uscg.mil/a74b65b8 for links to OPM-3 and RPM-1.
14. Released: CAPT T. Prestidge, Commander, Personnel Service Center.  The Service Center for our most important resource – Our People.
15. Internet release authorized.