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2011 Promotion Cycle

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Introduction

Promotion Year 2011 (PY2011) has arrived. This year’s promotion cycle will run from July 1, 2011 through June 30, 2012.

Officers eligible for competitive promotion review have been identified by the Office of Commissioned Corps Operations (OCCO). Please monitor the Officer's Main Page in the Secure Area of the CCMIS website external 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 promotion consideration preparation.

OCCO has posted the Notification of Promotion Eligibility on the Officer's Main Page in the Secure Area of the CCMIS website external website.

Competitive versus Non-Competitive Promotions

Competitive promotions include the following:

Officers eligible for non-competitive promotions will NOT be identified on the website as they are excluded from the competitive promotion review process.

All officers who meet Training and Experience (T & E) requirements become eligible for noncompetitive temporary promotion consideration to the (O-3) grade based on an administrative review process. Additionally, medical and dental officers who meet T & E requirements (and minimum 6-month current tour Time-in-Service (TIS) requirement) become eligible for noncompetitive temporary promotion consideration to the (O-4) grade. Note: In each instance, certain administrative requirements must be met and they are:

Career Counseling/Category Benchmarks

Career counseling or mentoring can play an integral role in promotion preparation, as well as career planning. If an officer desires career or promotion counseling, he/she should consult his/her supervisor, a senior member of the officer’s category, the CPO, and/or the PAC Chairperson. The link for the CPO/PAC representatives can be accessed through the CCMIS website external website under About Us. There is also a Promotion Coordinator available to assist officers at the CDC Office of Commissioned Corps Personnel. An officer may grant any of these individuals temporary access to his/her eOPF (or parts of it) to provide an officer consultation.

Granting Access to your electronic Official Personnel Folder (eOPF)

To access this eOPF feature, login to the Secure Area external website and select the "Access New OPF Activity Menu" link and follow the guidelines on granting limited access to your eOPF.

Category Benchmarks

Category benchmarks will be used by the various promotion boards to identify the best qualified officers. The 2010 category benchmarks are available through the CCMIS website external website, as well as on the Promotion Information external website page. All questions, comments, inquiries, concerns, and explanations related to career recommendations in relation to the benchmarks must be addressed through the officer’s category CPO PDF and/or PAC Chairperson PDF. The link for the CPO/PAC representatives and other information can be accessed through the CCMIS website external website under About Us.

Reviewing your Electronic Official Personnel Folder (eOPF)

Your eOPF will be available to the promotion board of your respective professional category for review during the spring of 2010. The eOPF includes documents, such as

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 the Office of Commissioned Corps Operations (OCCO) to either one of the following FAX numbers no later than December 31, 2009. (Note: If everyone waits until the last day to FAX, the lines may be busy!)

Where to FAX your materials

Officers must follow OCCO FAX instructions to FAX their eOPF. Please remember to include in 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. Once documents are received to be placed in your eOPF, an auto-generated e-mail notification is sent.

Office of Commissioned Corps Operations (OCCO)
FAX: 301-480-1436
or
FAX: 301-480-1407

Officers are strongly encouraged to review their eOPF to ensure their documents submitted were received and 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 received by OCCO.

The images received are only as good as the FAX machine used to submit the documents (streaks, crooked pages, etc., originate with the officer’s machine). Documents with various shades of contrast, highlighter marking, etc., do not FAX well and cannot be read. OCCO relies on each officer to serve as the "quality assurance" check for his/her own eOPF.

Please allow 2 to 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.

Basic Readiness Checks and Promotions

Per the directive from the surgeon general's office, all Commissioned Corps officers shall maintain Basic Force Readiness standards per Manual Circular PHS No. 377 . Visit the OFRD Website external website for more information.

Officers should be aware of the criteria evaluated by OFRD to determine readiness status. It is vital that officers know when each criterion expires to ensure they maintain compliance (APFT, flu shot, PPD, BLS, etc.). OFRD does not routinely notify officers if they are about to, or have fallen out, of compliance. This information is only reported in conjunction with the quarterly checks.

Awarding of points

For promotion purposes, the Office of Commissioned Corps Operations (OCCO) conducts a pre- and post-promotion readiness check. Officers will be awarded five (5) points for Precept 5 if the basic readiness requirements are met as of the December quarterly check, as reported by OFRD. If these basic requirements are NOT met at this time, zero (0) points will be awarded and the officer will be given a not recommend based on force-readiness standards.

Removal from promotion pool

All officers, who do NOT meet basic readiness requirements when the post-board administrative review is performed (using March OFRD reported data), the officer will be REMOVED from the promotion pool, regardless of where they fall on the promotion rank order lists.

Waivers

Officer's with a previously approved waiver will be exempt only from the portions of the OFRD requirements as annotated on their waiver. It is essential that if an officer has a medical condition that prohibits them from completing certain aspects of the OFRD requirements, the officer MUST contact the Medical Affairs Branch (MAB) and request a waiver. It is NOT automatic even if MAB is aware of the medical condition.

Contact

Officers should direct all questions, comments, inquiries, and concerns on response readiness-related matters directly to the OFRD office:

LCDR Joe Laco is the Readiness Coordinator at the CDC Office of Commissioned Corps Personnel and may be able to assist officers with basic questions on meeting readiness standards. Contact information for LCDR Laco: 404-498-1826.

Commissioned Officers' Effectiveness Reports (COERs)

Requirements

All officers (regardless of the date of entry on to active duty) who are eligible for competitive promotion are required to have either an annual or a manual COER in their eOPF. The manual interim COER is completed ONLY if the officer was called to duty after July 1, 2009, so the promotion board 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.

A manual COER will NOT be accepted if an annual COER is required.

Completing a Manual COER

To complete a manual COER, go to the 2009 Annual COER on the CCMIS website. (The 2010 Annual COER will be available on or about October 6, 2010). Print out and complete the form.

Submitting your COER

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 the due date listed on the “Promotion checklist” to ensure availability for the 2010 promotion boards. To access the “Promotion Checklist,” go to the CCMIS website, under “Services” and Access Promotion Information. OCCO will NOT accept COERs that have been sent directly from the officer.

Checking your COER

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 the board review.

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 Promotion Information Report (PIR). 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.

Submitting your CV

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 separately from the CV).

It is essential that officers use the category specific CV format, as it will assist board members in quickly locating the information they are looking for to score specific precepts. Officers should contact their category Chief Professional Officer (CPO), Professional Advisory Committee (PAC) Chairperson and/or refer to their PAC website external website for guidance. Officers should also refer to category benchmarks when developing their CVs.

Links to the websites of these resources are available through the CCMIS Promotion Information external website page.

Where to FAX your CV

To have a CV considered by the 2010 promotion board, FAX it to one of the following numbers no later than December 31, 2010.

OCCO will NOT accept the following for inclusion in the eOPF:

Office of Commissioned Corps Operations (OCCO)
FAX: 301-480-1436
or
FAX: 301-480-1407

Licenses/Certifications

In order to be promoted, officers must be in compliance with the licensure/certification policy as set forth in eCCIS Inst 251.01.

Please note: Simply possessing a current license/certification does not meet these requirements. OCCO must have a copy of the current license or the officer is considered out of compliance with this requirement and will not be promoted.

Reviewing your Licenses/Certifications

Officers who are required to have a valid license/certification should review the information listed on the screen after logging into the Secure Area on the CCMIS website and ensure that a copy of their most recent license/certification is in their eOPF.

Updating your Licenses/Certifications

FAX copies of current, valid licenses/certifications prior to, or immediately upon, the expiration of the previous licenses.

Betsy Darracott
Licensure Technician
FAX: (240) 453-6142

Medical Requirements

All officers are required to have a physical examination signed by a medical provider within the last 5 years. Additionally, officers eligible for competitive or noncompetitive permanent grade promotions must also have completed form DD-2807-1 Report of Medical History PDF(accompanied by a signed Disclosure Statement) submitted to the Medical Affairs Branch. The form must be dated within one year prior to the due date on the Promotion Checklist.

Completing your Report of Medical History

The DD-2807-1 Report of Medical History form can be completed entirely by the officer and does NOT require a physician's signature—this is self-reported information only. Ensure the “Disclosure Statement” is completed, signed, dated, and sent in accompanying the DD Form 2807-1.

Submitting your Medical Forms and Disclosure Statements

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 board reviews.

All medical forms and disclosure statements must be sent to:

Medical Affairs Branch
Attention: Medical Evaluations Section
Room 4C-06, Parklawn Building
5600 Fishers Lane
Rockville, MD 20857-0001

Reviewing your Medical History

Officers may view the date of their last physical examination and medical history in the Secure Area of the CCMIS website external website. If forms are missing or outdated, current forms may be downloaded from the CCMIS website under Services and then under Forms.

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 their 2010 promotion board meets and prior to permanent promotion orders being issued.

National Agency Check and Inquiries (NACI) Requirements

The Office of Commissioned Corps Operations (OCCO) will perform an administrative security review for officers eligible in Promotion Year (PY2010). Officers must have a NACI, or higher level of security clearance or documentation of a pending investigation in their eOPF.

Officers who successfully compete in PY2010, but do NOT have a NACI or higher level security clearance or pending investigation in their eOPF will NOT be promoted.

Officer's Statement (OS)

The OS is a one-page document which provides the officer with an opportunity to address activities that demonstrate the following:

  1. Support of PHS Commissioned Corps activities,
  2. Commitment to visibility as an officer (including the frequency and occasion of wearing the uniform), and
  3. Support of the vision and expectations of a career in the PHS Commissioned Corps, including commitment to the USPHS mission.

Please refer to the Officer's Statement on the CCMIS website external website for more information.

Only the 2010 Officer Statement (OS) form will be accepted for promotion consideration and for inclusion in the eOPF. NO OTHER VERSIONS WILL BE ACCEPTED. After completing the OS form, officers should print, sign, and FAX the OS form to OCCO using the eOPF FAX lines NO later than December 31, 2010:

301-480-1407
or
301-480-1436

The promotion board will only have access to the 2010 OS form; they will NOT see any other OS submitted from previous years. Therefore, an officer MUST submit a new OS every year the officer is eligible for permanent or temporary grade promotion. It is highly recommended that officers keep a copy of the FAX confirmation sheet and check to be sure that their OS appears in the COER documents section of their eOPF within 2 to 3 weeks of submitting.

Promotion Information Report (PIR)

The PIR is an internal document from the Office of Commissioned Corps Operations (OCCO), reflecting 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

Officers should review their electronic Official Personnel Folder (eOPF), including their PIR, to ensure that their file is correct. If an officer finds an error on the PIR, he/she must submit a copy of the current PIR to OCCO, no later than the deadline on the Promotion Checklist, with the requested changes in writing and the appropriate substantiating documentation (e.g., copy of personnel orders, award certificates). To access the “Promotion Checklist,” go to the CCMIS website, under “Services” and Access Promotion Information.

All requests should be sent to:

Office of Commissioned Corps Operations (OCCO)
ATTN: PIR Coordinator/DCCOS
1101 Wootton Parkway
Plaza Level, Suite 100
Rockville, MD 20852

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 2009 Commissioned Officers' Effectiveness Report (COER) reviewing official. The ROS addresses the following:

  1. Promotion Readiness—Is the officer ready for promotion and to serve at the next higher rank? [Yes/No]. Explain.
  2. Leadership—How does the officer take a leadership role in the Agency/OPDIV organization?
  3. Mission—How does the officer contribute to the mission of the Agency/OPDIV organization?

Checking your ROS

It is the officer's responsibility to verify the ROS was submitted to OCCO by logging onto the Secure Area of the CCMIS website external website. If it doesn't appear in your eOPF following the COER deadline, follow your chain of command to check the ROS status.

Reviewing Officials

2010 Reviewing Official Statement

Reviewing officials MUST use the Current Reviewing Official Form Link PDF when completing this form. No other version will be accepted. Please note that the board will only have access to the current year ROS; they will NOT see any ROS submitted from previous years. Therefore, an officer must have a new ROS submitted every year the officer is eligible for permanent or temporary grade promotion.

Outside Letters of Recommendation

The reviewing official may solicit outside letters of recommendation for his/her use in evaluating the officer's collateral duties and/or outside activities.

Where to send the COER and ROS

The ROS must be received by the CDC Commissioned Corps Liaison's office No later than close of business on December 09, 2010. OCCO will NOT accept any ROS sent directly from officers; it must be submitted through the CDC Commissioned Corps liaison's office.

Please note there are two addresses for the CDC Commissioned Corps Liaison's Office depending on the method selected for sending your documents.

Inter-Office Mail
Mail Stop E-50

Address for documents sent bt Postal Mail
1600 Clifton Road
MS E-50
Atlanta, GA 30333

address for documents sent by Overnight or Express Mail
2400 Century Center Parkway
Atlanta, GA 30345

2011 Promotion Resources

In addition, OCCO has posted information pertaining to PY2010 on the CCMIS website. The CCMIS Promotion Information external website Page has links to documents including:

Officers who are eligible for competitive promotion review in PY2011 are encouraged to familiarize themselves with all of the documents on the promotion information page.

Contact

The CDC's Commissioned Corps Personnel Branch encourages officers to please continue to monitor the CCMIS website and the listserv for updated news on PY2010. If you have questions about preparing for promotions, please feel free to contact:

Your Staff Specialist at the Commissioned Corps Personnel Branch (404) 498-1800 or

CAPT April Shaw
CCPB Promotions Coordinator

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Last Reviewed: March 1, 2012