ALCGOFF 013/23 - OFFICER EVALUATION SYSTEM (OES) ADMINISTRATION

ALCGOFF 013/23
SUBJ: OFFICER EVALUATION SYSTEM (OES) ADMINISTRATION
A. Coast Guard Officer Evaluation System Procedures Manual, PSCINST M1611.1D
B. ALCGOFF 006/23
1. OVERVIEW. As we conclude the 2022 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. To ensure timely OER validation, candidates for boards and panels
shall not delay their OER and should 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.
To expedite OER processing and validation, the OER file name and email
subject line should include the ROO's EMPLID, rank, last name, first and middle
initials, and the end of period of the OER (ie 1234567 LCDR Jones AB 30APR2023 OER).
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 have elapsed since the day after the last
regular OER, the semi-annual OER becomes a requirement (e.g. LTJG who promoted
on 11Nov2022 with a last OER of 30Sep2022 is required to complete the 31Jan2023
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. A general test for prohibited third party demographic
comments is; if you can identify the specific person, it is probably
prohibited.
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 70% 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 highlight
the most common errors and are postedon the OPM-3 SharePoint Page: OPM-3
(sharepoint-mil.us)
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. DA OER Status Guide can be found on the OPM-3 SharePoint
page: OPM-3 - DA OER Status Guide.pdf - All Documents (sharepoint-mil.us)
g. iPERMS. 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).
Members can check their record in iPERMS https://iperms.mymilrecord.uscg.mil
/login/ or contact Military Records (PSC-BOPS-C-MR) at HQS-SMB-CGPSC-MR
-CustomerService@uscg.mil with any record specific questions.
4. The OPM-3 SharePoint page contains an OES virtual presentation for unit
use. Units are highly encouraged to conduct annual OER training. OPM-3 is
holding a virtual roadshow on 02Mar2023 (ref B). OPM-3 is available for remote
OER training upon unit request.
5. Additional information and OER forms, guides, etc. can be found on the OPM3
SharePoint page. If you encounter the "Please wait..." Adobe message, opening
in an internet browser may not work. You should download and locally save the
form to your One Drive, then open the form using the Adobe program.
6. For Reserve specific OER related questions, refer to the RPM-1 SharePoint
page Reserve Personnel Management (RPM) (sharepoint-mil.us)
7. CAPT Patrick Dougan, PSC-OPM sends.
8. Internet release authorized.