ALCGOFF 042/21 - OFFICER EVALUATION SYSTEM (OES) ADMINISTRATION
U.S. Coast Guard sent this bulletin at 05/07/2021 02:24 PM EDT 
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
[email protected]. 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
[email protected]. 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-
[email protected]) 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
[email protected] 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.
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