ALCGOFF 042/21 - OFFICER EVALUATION SYSTEM (OES) ADMINISTRATION

R 281447Z APR 21

ALCGOFF 042/21
SUBJ: OFFICER EVALUATION SYSTEM (OES) ADMINISTRATION
A. CG OFFICER EVALUATION SYSTEM PROCEDURES MANUAL, PSCINST M1611.1D
1.  OVERVIEW. As we reach the conclusion of the 2020 Officer Evaluation
Report (OER) 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 3.b below).  Late or missing OERs, or OERs with errors, may jeopardize
an officers competitiveness at boards or panels.
2. OER VALIDATION DELAYS. 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 HQS-SMB-PSC-OPM@USCG.MIL. Similarly, the
Officer Assignments Branch (OPM-2) requests expedited validation of OERs as
needed for the assignment process. OPM-3 requires up to six to nine months to
validate a full season of OERs. Candidates for boards and panels shall not
delay their OER submission; their OERs should arrive at 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 HQS-SMB-PSC-OPM-OER@uscg.mil.
3. BEST PRACTICES AND GUIDANCE.
   a. OER procedures. Reference A outlines detailed procedures for completing
the CG Officer Support Form and OER.
   b. Unit-level quality review check. Approximately 50% of OERs submitted to
OPM require administrative correction which delays the OER validation
process. Units that have a system in place to perform a quality review check
on outgoing OERs have significantly fewer errors 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 Sections 1 (Administrative
Information) and 2b (PAL title/Position Description) to ensure it matches
exactly.
   d. Prohibited comments. The fleet has done a remarkable job avoiding
prohibited comments (e.g. gender, medical status or other PII, names, etc.)
outlined in para 4.B.1-14 of Ref A.
   e. Affinity Group membership. Comments on Affinity group memberships are
allowed in the OER as long as the Reported on Officer is not identified as a
specific demographic.
   f. 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.
   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. 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 ROOs
EMPLID, rank, last name, first and middle initials, and end of period date of
the OER, e.g., 1234567 LCDR Jones AB 30APR2021 OER. If the ROO is a candidate
for an upcoming board or panel, include URGENT and the term board or
panel in the subject line, e.g., URGENT: 1234567 LCDR Jones AB 30APR2021
OER  Board/Panel Candidate. If the OER is overdue, then note that as well in
the subject line, e.g., 1234567 LCDR Jones AB 30APR2021 OER  Overdue OER.
   i. Duplicate OERs. Submission of duplicate OERs to multiple 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-3 through the question inbox (HQS-SMB-
PSC-OPM@uscg.mil) stating the OER was submitted twice due to non-receipt of
the auto-reply.
   j. OER attachments. Title the files to be attached to the OER with ROOs
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., 1234567 LCDR
Jones AB 30APR2021 OER Letter of Reprimand.  Do not send attachments not
authorized by para 4.G.1.g of Ref A.
   k. OER status. Members can check the status of their OERs through Direct
Access. Please visit the OPM-3 portal site at
https://cg.portal.uscg.mil/units/psc/psc-opm/opm-3/SitePages/Home.aspx for
step by step instructions on how to check your OER status.
   l. Data records. OPM-3 is not authorized to release copies of OERs or any
documents contained in a members Coast Guard Official Military Personnel
File (OMPF), formerly known as the EI-PDR. Members should contact Military
Records (PSC-BOPS-C-MR) at HQS-SMB-CGPSC-MR-CustomerService@uscg.mil to view
or retrieve any documents contained in their OMPF.
   m. More information. The OPM-3 CG Portal page contains a new OER recorded
webinar for unit use. It is highly encouraged that units perform annual OER
training. OPM-3 is available for remote OER training upon unit request.
4. OER Change Action Team. OPM-3 is chartered to make mandatory change
recommendations to the Officer Evaluation System. We would like to thank
everyone who took the time to complete our surveys in 2019-2020. Your
feedback is being used to ensure the new Officer Evaluation System meets the
needs of our service and best supports our most important asset, our people.
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
https://cg.portal.uscg.mil/units/psc/psc-rpm/RPM1/SitePages/RPM-1.aspx.
7. CAPT Jennifer Sinclair, PSC-OPM (acting) sends.
8. Internet release authorized.