You should always have a copy of your evaluations/fitness reports. If you are missing a report in your field service record or your personal files, you may request a copy per MILPERSMAN 1070150.
Below are Frequently Asked Questions (FAQs) related to the submission of Officer Fitness Reports and Enlisted Performance Evaluations.
1. What causes a performance evaluation report to be rejected?
2. What is a Letter-Supplement and who can submit it?
3. What is an Administrative Change?
4. What are some of the obvious administrative errors that PERS-311(Now
PERS 32) will attempt to correct?
5. Where does a command mail performance evaluation reports?
6. Who is authorized to be a Reporting Senior?
7. How do I get a copy of my report?
8. What is considered an adverse report?
9. When is it appropriate to submit an Extension Letter and who can submit it?
10. How do you correct a rejected report?
1. What causes a performance evaluation report to be rejected?
The Performance Evaluations Branch receives 500,000 to 600,000 reports annually and approximately 10% are rejected for fatal errors. Invalid reports are returned to Reporting Senior’s for corrections via letter, message traffic or email. Reporting Seniors can verify the status of reports on BUPERS Online (BOL). They do not have to wait on official reject notification from PERS-311. If a review of the Reporting Senior’s Submission report indicates a report has been rejected, contact PERS-311 for correction
procedures.
Listed below are the major reasons for rejected reports:
Forced Distribution Errors. Promotion recommendation quota exceeds maximum limit
– Report with a trait grade of 1.0 with a promotion recommendation higher than Progressing.
– Report with a trait grade of 2.0 with a promotion recommendation higher than Promotable.
– Report with a trait grade of 2.0 or less in Command or Organizational Climate/Equal
Opportunity with a promotion recommendation higher than Progressing.
– Enlisted members cannot receive a promotion recommendation of Progressing when the member last promotion recommendation in the same pay grade was Promotable or higher. In this case, the member must receive a Significant Problems promotion recommendation.
– Blank or invalid PRT entries for regular reports. Exempt is no longer an authorized entry for block 20. See OPNAVINST 1610.1G for details.
– Incomplete summary lines: block 43 for FITREP and block 46 for EVAL must have an entry in each block, even if, i.e., 0/0/0/0/1.
– Special report without justification for submission in the Comments on Performance block. Special reports for superior performance or recommendations are specifically prohibited for officers.
– Unsigned copies, unsigned advance copies, and reports not signed by the reporting senior.
– Missing report(s) from summary group will result in the rejection of the entire summary group.
– Improper summary group, i.e., grouping FROCKED reports with REGULAR reports (block 8) or grouping APPROVED reports with NA or BASIC reports (block 21).
– Reports that are not in compliance with the Officer and Enlisted Summary Group Tables in BUPERSINST 1610.10, annex A.
– Unauthorized reporting seniors per BUPERSINST 1610.10, annex B.
2. What is a Letter-Supplement and who can submit it?
A Letter-Supplement can only correct entries in blocks 20 and 28-43 for FITREP and blocks 20 and 28-47 for EVAL. Only the original reporting senior who signed the report can submit supplemental material to a fitness report or enlisted evaluation.
PERS-311 is not authorized to make changes or corrections to a report or summary group via telephonic request.
Do not submit a Letter-Supplement to correct a report that is in a REJECTED or UNPROCESSED status.
Supplemental material should only be submitted to correct a report that has already been filed to the official permanent record. To determine the status of a report, log on to BOL, click the FitRep/Eval Reports icon. Both the Individual Continuity Report and the Reporting Senior’s Submission Report will show the report status. Supplemental material can be submitted as a Letter-Supplement or as a Supplemental Report submitted under a cover letter.
Supplemental material should be submitted within 2 years of the end date of the report. If over 2 years old, refer to BUPERSINST 1610.10, annex P, paragraph P-4c.Please Note: Changes made via supplemental material will not be reflected on a member’s Performance Summary Record (PSR) per BUPERINST 1610.10, annex P, paragraph P-8b.
3. What is an Administrative Change?
An administrative change can only correct entries in blocks 1-19, 21-27 and block 44 for FITREP or block 48 for EVAL. PERS-311 is not authorized to make changes or corrections to a report or summary group via telephonic request.
Do not submit an administrative change to correct a report that is in a REJECTED or UNPROCESSED status.
Administrative changes should only be submitted to correct a report that has already been filed to the official permanent record. To determine the status of a report, log on to BOL, click the FitRep/Eval Reports icon. Both Individual Continuity Report and the Reporting Senior’s Submission Report will show the report status. The original reporting senior, the member or the member present command can submit administrative changes.
4. What are some of the obvious administrative errors that PERS-311 will attempt to correct?
Obvious administrative errors are errors that do not require returning the report to the Reporting Senior for correction. PERS-311 will attempt to correct a report if the following errors are discovered:
NAME/SSN errors: If the member’s name and SSN does not match the Naval Personnel System database, PERS-311 will automatically correct the report.
Periodic reports submitted on non-Periodic dates: If PERS-311 can determine the occasion for the report, the report(s) will be corrected.
AT/ADSW reports that are greater than 10 days but less than 90 days: PERS-311 will correct the report to NOB per NAVADMIN 049/97.
ENS/LTJG reports (excluding LDOs): If the promotion recommendation is higher than Promotable, PERS-311 will correct the report to Promotable per NAVADMIN 276/98. Block 39 is blank for non-warfare qualified officers: PERS-311 will add NOB to block 39.
5. Where does a command mail performance evaluation reports?
Mail summary letter with report(s) to:
COMMANDER NAVY PERSONNEL COMMAND
PERS-311
5720 INTEGRITY DRIVE
MILLINGTON TN 38055-3110
NAVFIT 98 will not print the information listed below. Ensure that the Summary Letter includes the following typed or handwritten entries:
Reporting Senior’s e-mail address Command telephone number
Ensure your admin personnel makes command file copies of reports prior to mailing them to PERS-311. PERS-311 is not authorized to mail or fax copies of reports back to the command. If the command fails to make required copies or the member misplaces their copy, a replacement report can be obtained per MILPERSMAN 1070150.
6. Who is authorized to be a Reporting Senior?
A commanding officer may submit properly authorized fitness and evaluation reports on any individual, regardless of rank, who has reported to that commanding officer for permanent, temporary, or additional duty under competent written orders. Officers in charge are reporting seniors in their own right only if in charge of commissioned units or established activities. For MCPOIC’s, see BUPERSINST 1610.10, annex B, paragraph B-4. Delegated reporting seniors for officer reports must be in the grade of commander (O5) or GS-14, or equivalent. Reports on members in the grade of E-5 through E-9, including members frocked to E-5, may not be delegated below the grade of lieutenant commander (O4) or GS-12 or equivalent. Training commands and replacement training squadrons may delegate to the lieutenant (O3) level. Other exceptions require prior approval from CHNAVPERS (PERS-311). Reports on members in the grade of E-4 and below may not be delegated below the grade of chief petty officer (E-7) or GS-11 or equivalent. Exceptions are not permitted.
7. How do I get a copy of my report?
Each member is responsible to ensure the continuity of his or her fitness or evaluation report record. Enlisted members should review their field service record and all members should review their OMPF and PSR to correct oversights. Once a performance evaluation report is debriefed, a copy should be given to the member at that time.
Ensure administrative personnel make command file copies of reports prior to mailing them to PERS-311.
PERS-311 is not authorized to mail or fax copies of reports back to the command or to an individual member. If the command fails to make required copies or the member misplaces their copy, a replacement report can be obtained per MILPERSMAN 1070150.
8. What is considered an adverse report?
While not an all-inclusive definition, NAVPERSCOM will consider a report adverse if it contains any of the following
– A trait grade of 1.0
– A promotion recommendation mark of “Significant Problems”
– Command or Organizational Climate/Equal Opportunity trait graded below 3.0
– More than two traits graded as 2.0
– Shows a strong decline in performance within the same pay grade under the same reporting
senior
– Contains comments indicating serious weakness, incapacity, or lack of qualifications for promotion or assignment A report will not be considered adverse solely because it may make the member less competitive than another for promotion or assignment.
9. When is it appropriate to submit an Extension Letter and who can submit it?
An extension letter may be submitted on a Periodic, Detachment of Individual, Detachment of Reporting Senior or a Frocking report. It may also be submitted on a Special report if the report was not submitted due to a reduction in rate. The extension letter can be submitted by the original reporting senior or by direction. An extension letter may not change or add to the pay grade, trait grades, comments or promotion recommendation on the original report, but may add to the duties performed and the qualifications attained.
An extension letter cannot exceed 3 months in duration and cannot extend the reporting period beyond 15 months.
An extension letter is not authorized for the following report types and occasions:
An extension letter is not authorized if the report being extended is in a different pay grade. Either submit a NOB report or a graded report as per reporting senior direction. An extension letter is not authorized to extend a previous Detachment of Individual report. To correct an error to block 15 (report ending date), submit an administrative change per
BUPERSINST 1610.10, annex P, paragraph P-3.
10. How do you correct a rejected report?
The original Reporting Senior may choose to correct a report in one of the following ways:
1. The original reporting senior may correct the rejected report(s) by retyping the report(s) in question and forward to PERS-311; or
2. The report may be corrected by pen/ink changes on a copy of the report, then initialed by the original Reporting Senior and forwarded to PERS-311; or
3. The report may also be corrected by whiting out or taping over the error, then initialed by the original Reporting Senior and forwarded to PERS-311.
If the correction changes the competitive grouping, corrections must be made to all reports in the summary group.
Ensure a copy of the corrected report(s) is provided to the member or forwarded to their new command.
If the report is rejected due to missing a member signature, the report is not adverse, and the report ends on or after 11 August 1998, the reporting senior can write, certified copy provided in the member signature block. See NAVADMIN 175/98 for details.