ALCGOFF 015/24 - OFFICER EVALUATION SYSTEM (OES) ADMINISTRATION

ALCGOFF 015/24
SUBJ: OFFICER EVALUATION SYSTEM (OES) ADMINISTRATION
A. Coast Guard Officer Evaluation System Procedures Manual, PSCINST M1611.1D
1. OVERVIEW. As we conclude the 2023 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 30 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 30APR2024 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 31JAN or 31 JUL semi‐annual OER becomes a requirement (e.g. LTJG
who promoted on 11Nov2023 with a last OER of 30Sep2023 is required to complete the
31Jan2024 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. For example, Winner of Dorthy
Stratton Womens leadership award vs Winner of prestigious leadership award.
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, panels, or assignments. 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 posted on the OPM‐3 SharePoint Page: OPM‐3
(sharepoint‐mil.us)
e. Not Observed OERs. Not Observed performance dimensions within an OER or even
fully Not Observed OERs should be utilized if there is insufficient observed performance
for the rating chain to render a judgement. A Not Observed mark does not indicate
substandard performance nor does it cast a derogatory light on an officer’s record when
going before a board or panel. This feature best depicts the overall picture of a
Reported‐on Officer’s progression (such as why they may be at a different professional
growth point compared to their peers) and should be utilized vice requesting a waiver
for the entire OER period. Rating chains are encouraged to contact OPM‐3 for assistance
in completing a Not Observed OER.
f. RO Comments. ROs must be clear and direct when articulating whether an officer is
ready for promotion and positions of greater leadership and responsibility. The RO
comments must also align with their marks in block 5. This consistency provides a clear
picture of their intent to the reader.
g. Writing. It is of utmost importance for the rating chains to write in plain language to
document Performance, Professionalism, Leadership, and Education (PPLE). Rating
chains must remember that the OER will be read by members of all communities serving
on boards and panels when articulating the impact of a particular action.
h. OER procedures. Ref A outlines procedures for completing the CG Officer Support
Form and OER.
i. 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)
j. 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's virtual
roadshow from 28Feb2024 can be accessed via OPM‐4's SharePoint page OPM‐4
(sharepoint‐mil.us). OPM‐3 is also available for OER training upon unit request.
5. Additional information and OER forms, guides, etc. can be found on the OPM3
SharePoint page. Opening an OER in an internet browser may not work, if you
encounter the "Please wait..." Adobe message you should download and locally save the
form to your One Drive, then open the form using the Adobe program. Then click
“Enable All Features.”
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.