ALCGOFF 013/22 - OFFICER EVALUATION SYSTEM (OES) ADMINISTRATION

ALCGOFF 013/22
SUBJ: OFFICER EVALUATION SYSTEM (OES) ADMINISTRATION
A. CG Officer Evaluation System Procedures Manual, PSCINST M1611.1D
B. ALCGOFF 007/22
1. OVERVIEW. As we conclude the 2021 Officer Evaluation Report (OER) season,
this message outlines information, best practices and guidance to assist units
and officers with OER administration.
2. OER VALIDATION. OERs are tracked and prioritized for board and panel
candidates. In order to ensure OER validation, candidates for boards and panels
shall not delay their OER and submit it to OPM-3 at least 45 days before the
applicable board or panel convenes. Submit OERs to HQS-SMB-PSC-OPM-OER
@uscg.mil.
3. BEST PRACTICES AND GUIDANCE.
a. Recently promoted LTJGs. New LTJGs assume the O2 semi-annual OER schedule the
day they promote. If more than 92 days elapsed since the day after the last
regular OER, the semi-annual OER becomes a requirement (e.g. LTJG who promoted
on 11Nov2021 with a last OER of 30Sep2021 is required to complete the 31Jan2022
OER).
b. Prohibited comments. Per para 4.B.1-14 of Ref A, prohibited comments (e.g.
gender pronouns, medical status, or emphasis on third party's demographic,
etc.) must be avoided.
c. Administrative data. Rating officials are encouraged to implement local
measures to eliminate administrative errors and improve the timeliness and
quality of OERs. Late or missing OERs, or OERs with errors, may jeopardize an
officer's competitiveness at boards or panels. 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. Unit-level quality review check. Approximately 50% of OERs submitted to OPM
require administrative correction, delaying the OER validation process. OER
Quality Review Check Sheets for the CG-5310A, CG-5310B, and CG-5310C are posted
on the CG PSC-OPM-3 portal resources page: http://cglink.uscg.mil/1f5cc19b.
These check sheets highlight most common errors.
e. OER procedures. Ref A outlines procedures for completing the CG Officer
Support Form and OER.
f. OER validation status. Members can check the status of their OER validation
through Direct
Access. Please visit the OPM-3 portal site at https://cg.portal.uscg.mil/units
/psc/psc-opm/opm-3/SiteAssets/SitePages/OPM-3%20OER%20Resources/DA%20OER
%20Status%20Guide.pdf for step by step instructions on how to check your OER
status.
g. OPM-3 is not authorized to release copies of OERs or any documents contained
in a member's 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 documents
contained in their OMPF.
h. More information. The OPM-3 CG Portal page contains an OER webinar for unit
use. Units are highly encouraged to conduct annual OER training. OPM-3 is
holding a webinar on 02Mar2022, per Ref b. OPM-3 is available for remote OER
training upon unit request.
4. Additional information and 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. If you encounter the "Please wait..." Adobe message;
download and locally save the form, then open the form using the Adobe program.
5. 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.
6. CAPT Jennifer Sinclair, PSC-OPM sends.
7. Internet release authorized.