2008 Promotion Cycle
Promotion Year 2008 (PY08) is progressing as scheduled. This year's promotion cycle will run from July 1, 2008 through June 30, 2009. Officers eligible for competitive promotion review have been identified by the Office of Commissioned Corps Operations (OCCO). Please continue to monitor the 'Officer's Main Page' in the 'Secure Area' of the CCMIS website for competitive promotion notification. All officers will receive a listserv message regarding the current promotion year. Officers are encouraged to periodically review promotion requirements and be proactive with their preparation for promotion consideration.
OCCO has posted the Notification of Promotion Eligibility on the officer's main page in the Secure Area of the CCMIS website (http://dcp.psc.gov).
Competitive promotions include officers eligible for temporary and/or permanent O4 through O6 grades (excluding medical officers eligible for Temporary O4), and regular corps officers eligible for permanent O2 or O3 grades. Officers eligible for non-competitive promotions will not be identified on the website as they are excluded from the competitive promotion review process.
In addition, OCCO has posted information pertaining to PY08 on the website at http://dcp.psc.gov/promotion_pages_08/promo_info_main.aspx . The promotion information page has links to documents including the Promotion Information memo (instructions for promotion eligible officers), category benchmarks, the 2008 Officer Statement (OS) form and
instructions, the 2008 Reviewing Official Statement (ROS) form and instructions, and a promotion checklist. Officers who anticipate being eligible for competitive promotion review in PY08 are encouraged to familiarize themselves with all of the documents on the promotion information page.
ElectronicOfficial Personnel Folder (eOPF)
Your electronic Official Personnel Folder (eOPF) will be available to the Promotion Boards for review during the Spring of 2008. The eOPF includes documents such as your Commissioned Officers' Effectiveness Reports (COERs), Promotion Information Report (PIR), Curriculum Vitae (CV), licenses/certifications/registrations, and educational information. Upon receipt of this correspondence, you are required to review your eOPF. To ensure documents are included in your eOPF for promotion board review, you must fax materials to OCCO to either one of the following fax numbers no later than December 31, 2007: Fax: 301-480-1436 or 301-480-1407
Officers must follow OCCO instructions for faxing items to their eOPF. Please remember to include your name, PHS serial number, and category on the upper right-hand corner of all sheets.
Do not fax your documents mixed with documents from another officer. Mixed documents are very difficult for OCCO file technicians to identify and index in the correct eOPF.
Officers are strongly encouraged to review their eOPF to ensure that their documents submitted were received and that their eOPF is in proper order for promotion review. Officers are highly encouraged to print out a copy of the fax confirmation sheet to verify documents were successfully faxed to OCCO. NOTE: Please allow 2-4 weeks for documents to appear in your eOPF. OCCO will NOT accept photographs, publication reprints, program agendas, and general promotion recommendations other than the Reviewing Official's Statement for inclusion in the eOPF.
Promotion Information Report (PIR)
The PIR is an internal document from OCCO, which reflects specific "real-time" information as documented in OCCO's data system and is a succinct summary of verified data about an officer. Information on the PIR includes general dates, current billet title and equivalent grade, creditable service toward retirement (including military and creditable civil service in the PHS), PHS/military awards authorized for wear on the PHS uniform, COER ratings for the last 5 years, and PHS assignment history.
Officers should review their eOPF, including their PIR, to ensure that their file is up to date. Officers had until November 1, 2007, to submit documents to OCCO to request corrections to their PIR. All requests should have been sent to: Office of Commissioned Corps Operations; 1101 Wootton Parkway; Plaza Level, Suite 100; Rockville, MD 20852.
Commissioned Officers’ Effectiveness Report (COER)
All officers (regardless of the date of entry on to active duty) who are eligible for promotion are required to have either an Annual or a manual COER in their eOPF. The manual COER is ONLY completed if the officer was called to duty after July 1, 2007, so the Promotion Boards will have a means of assessing the officer's recent performance. Based on the new policy that officers may not have missing COERs in their files, all officers must have a minimum of one COER in their file and must have a COER for every year that they were on active duty prior to July 1 of each year. (Note: A manual COER will NOT be accepted if an Annual COER is required). To complete a manual COER, go to the CCMIS web site, select "Services," then "Official Forms," and then scroll down to "Performance." Print out and complete Form PHS-838, Generic COER, as well as Attachment I and Attachment II. All manual COERs (such as the Interim COER) must be processed through your Agency channels, Commissioned Corps Liaisons, and be received in OCCO no later than December 31, 2007 to ensure availability for the 2008 Promotion Boards. OCCO will NOT accept COERs that have been sent directly from the officer.
Officers are encouraged to access their latest COER in the eOPF and review each page to ensure that the document has been satisfactorily archived. Officers should also ensure that the last 5 years (as applicable) of COERs are on file in their eOPF. Missing COERs within the last 5 years may result in adverse actions. Failure to have required Annual COERs on file will result in removal from the promotion pool at the end of boards.
Officer’s Statement (OS)
The OS is a one-page document which provides the officer with an opportunity to address activities that demonstrate:
A. Support of PHS Commissioned Corps activities;The official OS form and instructions for completing the form are available through the "Promotion Information Page" link provided on the CCMIS web site (http://dcp.psc.gov/) or under the "Services" tab and select the "Official Forms" section, under the Promotion heading. Officers will be responsible for faxing their OS into the eOPF fax line no later than December 31, 2007 at: 301-480-1407 or 301-480-1436. (NOTE: Only the official OCCO VERSION of the 2008 OS form will be accepted for promotion consideration and for inclusion in the eOPF. NO OTHER VERSION WILL BE ACCEPTED).
B. Commitment to visibility as an officer (including the frequency and occasion of wearing the uniform);
C. Support of the vision and expectations of a career in the PHS Commissioned Corps, including commitment to the USPHS mission.
Officers are encouraged to print a copy of the fax verification that the document was faxed by the deadline.
Please note the Promotion Board will only have access to the 2008 OS; they will not see any other OS submitted from previous years.
Reviewing Official Statement (ROS)
The ROS is a one-page document used by the Promotion Boards to assist in evaluating the officer's performance and career progression/potential. This document is completed by the Reviewing Official who served as the officer's 2007 COER Reviewing Official that address the following factors:
A. Promotion Readiness: Is the officer ready for promotion and to serve at the next higher rank? [Yes/No]. Explain;The official ROS form and instructions for completing the form are available through the "Promotion Information Page" link provided on the CCMIS web site (http://dcp.psc.gov/) or under the "Services" tab and select the "Official Forms" section, under the Promotion heading. Officers will be responsible for faxing their OS into the eOPF fax line no later than December 31, 2007 at: 301-480-1407 or 301-480-1436.
B. Leadership: How does the officer take a leadership role in the Agency/OPDIV?
C. Mission: How does the officer contribute to the mission of the Agency/OPDIV?
The Reviewing Official may solicit outside letters of recommendation for his/her use in evaluating the officer's collateral duties and/or outside activities.
The Reviewing official will be responsible for submitting the ROS to the appropriate Agency Liaison Officer who shall provide the form to OCCO by December 31, 2007, after ensuring its completeness. Officers are highly encouraged to monitor the status of their ROS to ensure timely submission. OCCO will NOT accept ROSs sent directly from officers. (NOTE: Only the official OCCO VERSION of the 2008 ROS form will be accepted for promotion consideration and for inclusion in the eOPF. NO OTHER VERSION WILL BE ACCEPTED).
Basic Readiness/Office of Force Readiness & Deployment (OFRD)
Per the directive from the Surgeon General's Office, all Commissioned officers shall maintain Basic Force Readiness standards per Manual Circular PHS No. 377. OFRD will review officer's readiness status on December 31, 2007, to determine who will receive 5 points for (basic) Precept 5 and who will receive 0 points (not basic). Officers who meet the basic level of readiness, on December 31, 2007, will receive the maximum number of 5 points. Officers who do NOT meet the basic level of readiness, on December 31, 2007, will receive zero ( 0 points) and receive an automatic "Not Recommend". Failure to maintain basic level of readiness during the post promotion board administrative file review utilizing 1st quarter 2008 OFRD data (scheduled on or about March 31, 2008) will result in removal from the final promotion list after the boards meet, regardless of where they fall on the promotion rank order lists, and will NOT be promoted.
Officer should direct all questions, comments, inquiries and concerns on response readiness-related matters directly to the OFRD office:
General Questions: ofrd@hhs.gov
Response Questions: ofrd-response@hhs.gov
Training Questions: ofrd-training@hhs.gov
Licenses/Certifications
Officers are required to have a valid, unrestricted license on file in OCCO. Officers should review the information listed on the screen after logging into the CCMIS web site "Secure Area" and ensure that a copy of their most recent license is in their eOPF. Officers must update their license/certification prior to or immediately upon the expiration of their previous license by faxing their documents to 240-453-6142, ATTN: Betsy Darracott. (NOTE: Officers who successfully compete in PY08, but do not have a valid license (if required) in their eOPF will NOT be promoted).
Curriculum Vitae (CV)
The CV is the best place to present a concise picture of the officer's career, as well as information not reflected in the PIR or COER. The importance of the CV cannot be over emphasized. An absent or outdated CV will put the officer at a disadvantage and make him/her less competitive.
Officers submitting CVs should note that if a summary page (informative cover sheet) is used, it must be included as Page 1 of the CV as only the MOST RECENTLY SUBMITTED CV document is retained in the officer's eOPF. (i.e. DO NOT fax the summary page separate from the CV). Officers should contact their category Chief Professional Officer (CPO), Professional Advisory Committee (PAC) Chairperson and/or refer to their PAC web site for recommended CV formats. Officers should also refer to category benchmarks when developing their CVs.
Links to the web sites of these resources are available through the CCMIS web site under the "Links" tab. Additionally, contact information can be found through the CCMIS web site under the "About Us" tab.
CVs considered by the 2008 Promotion Boards must be faxed to OCCO at 301-480-1436 or 301-480-1407 no later than December 31, 2007.
OCCO will NOT accept photographs, publication reprints, program agendas for inclusion in the eOPF.
National Agency Check and Inquiries (NACI) Requirements
OCCO will perform an administrative security review for officers eligible in PY08. Officers must have a NACI, or higher level of security clearance or documentation of a pending investigation in their eOPF. (NOTE: Officers who successfully compete in PY08, but do not have a NACI or higher level security clearance or pending investigation in their eOPF will NOT be promoted).
Medical Requirements
All officers are required to have a physical examination within the last 5 years. Additionally, officers eligible for competitive or noncompetitive permanent grade promotions must also have a completed form DD-2807-1, “Report of Medical History” (accompanied by the signed “Disclosure Statement”) within one (1) year prior to the expected permanent grade promotion effective date. The DD-2807-1 must be submitted to the Medical Affairs Branch and current as of April 30, 2008.
Officers may view the date of their last physical examination and medical history in the "Secure Area" of the CCMIS web site. Promotion board members do not consider medical confidential information as a part of their promotion review of the officer's record and board members do not have access to the officer's medical information. The requirement for updated medical information will be applied after the 2008 promotion boards meet and prior to permanent promotion orders being issued.
The Report of Medical History can be completed entirely by the officer and does not require a physician's signature, if a completed Disclosure Statement is attached.
(NOTE: All medical forms and disclosure statements must be sent to the Chief, Medical Affairs branch; Room 4c-06, Parklawn Building; 5600 Fishers Lane; Rockville, MD 20857. DO NOT FAX! Failure to meet these requirements during the post promotion board administrative file review will result in removal from the promotion pool at the end of the boards).
Career Counseling/Category Benchmarks
Official Corps Policy is that promotion counseling should be provided by the officer's category Chief Professional Officer (CPO) and/or Professional Advisory Committee (PAC) Chairperson. The link for the CPO/PAC representatives can be accessed through the CCMIS Website under "About Us." You may grant your CPO temporary access to your eOPF to provide consultation. To access this eOPF feature, login to the "Secure Area" off the CCMIS web site and select the "Access New OPF Activity Menu" link and follow the guidelines on granting limited access to your eOPF.
Category benchmarks will be will be used by the Promotion Boards to identify the "best qualified" officers. The 2008 category benchmarks are available through the CCMIS we site, as well as on the Promotion Information Page. All questions, comments, inquiries, concerns, and explanations related to career recommendations in relation to benchmarks must be addressed through the officer's category CPO and/or PAC Chairperson.
The CDC, Commissioned Personnel Team (CCPT) encourages officers to please continue to monitor the CCMIS website and the listserv for updated news on Promotion Year 2008. Please remember that the Reviewing Official is responsible for submitting a completed ROS to the CDC/ATSDR Agency Liaison no later than December 21, 2007. NOTE: OCCO will not accept a ROS via fax. If you have questions about preparing for promotions, please feel free to contact; CDR Kim Walker, CCPT Promotion Coordinator at (770) 488-1093 or CAPT Dan Cline, CDC/ATSDR Liaison Officer at (770) 488-1883 or CCPT Staff Members at (770) 488-1743.
All the best to our officers who are eligible for promotion this cycle!