Commissioned Corps Promotion Process PY 2011

1. Commissioned Corps Promotion Process PY 2011 Angela Mtungwa, M.S. CDR, U.S. Public Health Service Promotion Coordinator Office of Commissioned Corps Operations Div. of Commissioned Corps Officer Support

2. Disclaimer These slides: • are intended to assist in the promotion presentation and are not intended for distribution as a primary source of promotion information. • are not intended as reference material. Please refer to the Promotion Information page of the CCMIS website for the most current and accurate information.

3. Agenda • Types of Promotion • Eligibility • The Promotion Board • The Promotion Process • Preparation • Where to find help • Questions

4. Classification of Competitive Promotions • Temporary (*O-4 and Above) • * Medical & Dental Officers: O-4 is non-competitive • Permanent • Exceptional Proficiency Promotion

5. Eligibility Requirements Temporary Grade and Exceptional Proficiency Promotions • Training and Experience Credit • Time in Service • Time in Grade

6. Temporary Promotion Eligibility

7. Calculating Temporary Grade Promotion Eligibility Officers meeting the criteria during these dates are eligible and should update their eOPF by Dec. 31, 2010.* Example – LCDR Ima Engineer • TED: January 1, 1995 + 17 years = Jan 1, 2012 • 7 years PHS service (5 years service w/2 in PHS?)  • 3 years as an O-4 (2 years as O-4?)  * Officers eligible for T04 must meet TIS by 3/1/2011. PY2011 runs from July 1, 2011 to June 1, 2012

8. Permanent Promotion Eligibility

9. Exceptional Proficiency Promotion • Nominations are based on the possession of unusual levels of training and/or professional experience, or unique qualifications • Officer can only be nominated once per grade • Agencies receive quotas • 5% of total eligible for EPP in the agency • Board is unaware of which officers are EPP nominees and which are eligible in their own right

10. Criteria for EPP Nominations • Officers cannot be eligible in their own right • Officer must meet time in grade requirement • 1 year in temporary grade as of March 1 • Additional TIG requirement for O-5 & O-6 • Officer is in compliance with all requirements • Standards of Conduct • Licensure • COERs • Basic Readiness

11. Exceptional Proficiency Promotion Eligibility Must meet TIG. Can meet TED or TIS, but not BOTH

12. Exceptional Proficiency Promotion • OCCO will only recognize nominations from HHS STAFFDIV & Agency/OPDIV Heads and Directors of non-HHS agencies to which officers are detailed • In other words….Officers cannot nominate themselves • An officer will be advised by the agency of the EPP nomination effort, so they can prepare their eOPF. • Officer and Reviewing Official Statements must be submitted to the officer’s eOPF by the deadline.

13. Exceptional Proficiency Promotion • Officers transferring from a nominating agency will be removed from consideration unless: • supported by the receiving agency and • the receiving agency has not reached it’s 5% quota • EPP candidates are subject to all consequences of low scoring or a Not Recommend/Deferral

14. Annual Promotion Board Process

15. Promotion Boards Fourteen (14) boards • Appointed by the Surgeon General • All O-6 officers • 5 board members (and 2 alternates) • Total 98 O-6 officers required each year • Can only serve once every three years • Bound by an oath to maintain confidentiality

16. COERs PIR CV Continuing Education Summary OS & ROS Letters of appreciation Awards Licenses/Certifications/Credentials Promotion Boards What do they see?

17. Medical information Compensation information Personal information: marriage/divorce, birth certificates, insurance Previous board scores Previous OS/ROS Readiness Status Documents that haven’t been submitted Promotion Boards What they do not see

18. Promotion Precepts(Applicable to All Classifications of Promotion)

19. The Official Personnel Folder andOfficer’s Statement Your only opportunity to place items before the Promotion Board.

20. Officer’s Statement • One page document allowing you to summarize: • Your support of PHS activities • Your commitment to visibility as an officer • Your vision and expectations of a career in the PHS Commissioned Corps, including commitment to the PHS mission • Submitted through the eOPF fax line • Indexed in the COER section of the eOPF

21. Reviewing Official Statement • The ROS allows the Agency to provide input: • Promotion Readiness • Leadership Attributes • Contributions to the Mission • Reviewing Official is typically the 2nd line supervisor (your supervisor’s supervisor) • Must be submitted through your liaison • Indexed in the COER section of the eOPF.

22. Promotion Board Scoring Promotion Board scoring has two parts: • An overall recommendation for promotion • Recommend • Not Recommend • Defer (Temporary grade only) • A numerical score for creating the rank order list • A Recommend alone does not ensure an officer is promoted. • A Not Recommend ensures an officer DOES NOT get promoted and faces further review.

23. Recommended or Not Recommended • Recommend – If the success rate was 100%, this officer should be promoted. • Not Recommend – This officer should not be promoted and should be reviewed for retention. • Defer (T grade only) – This officer is not ready for promotion to the next rank. • Majority rules – the overall recommendation is determined by the majority: 3 of 5 board members

24. Review of Scores Once all board members have scored all the officers, they review the findings to: • Compare rank orders among the board members • Discuss any obvious outliers • Ensure accuracy and consistency of scoring • Discuss all “Not recommends” and “Defers”

25. Identical Scores(Tie Breakers) • Higher permanent grade has relative standing over lower permanent grade • Seniority Credit Date (PIR) • Years of active duty PHS Commissioned Corps Service • Years of active duty service in any Uniformed Service and at any rank

26. Unsuccessful Promotion Attempts Amendment to the Three and Freeze Policy for Temporary Grade All officers who: • Are “recommended” by the Promotion Board, but not successful, will continue to be eligible for review in the future. • Except those who scored in the bottom 10%for 3 consecutive years will be referred to a Retention Review Board • Fail to meet basic readiness standards will receive a Not Recommend and will be referred to a Retention Review Board. • Excluding officers with a previously approved waiver in place • Receive a Not Recommend from the Promotion Board will be referred to a Retention Review Board. • Score in the bottom 25%and are not successful, will be required to engage in career counseling with their supervisor and CPO.

27. Unsuccessful Promotion Attempt

28. Administrative Requirements Regardless of score, these must be met in order to be promoted • Annual COERs on file (last 5 years) • A current satisfactory COER • Valid license, if required • No current or pending adverse actions • Meet & maintain basic level of readiness* Permanent Grade Only • Current 5 year physical exam in MAB • Report of Medical History (DD2807-1) and “Disclosure Statement” within 1 year in MAB

29. To Receive any Promotion • Officers Must Meetand Maintain Basic Readiness Status • OCCO performs a pre-board (Dec. 2010) and a post-board (March 2011) Readiness check • Officers not Basic Ready at the pre-board check will receive an automatic Not Recommend* for promotion. • Officers not Basic Ready at the post-board check will be removed from the promotion pool, regardless of score. • *Temporary grade – Also referred to a Retention Review Board

30. What’s going to help YOU get promoted? Take responsibility for your promotion • Ensure your eOPF and PIR are accurate • Corrections may be sent to phsopffix@hhs.gov • Be aware of visual presentation of documents • appealing to the eye • not overwhelming • beware of small font • more isn’t necessarily better • Review the precepts and benchmarks • Seek counseling from a senior officer in your category • Promotion preparation is a marathon, not a sprint

31. In Summary:Promotion PreparationIS YOUR RESPONSIBILITY! Officers should review the following: • Electronic Official Personnel File (eOPF) • Fax: 301-480-1436 or 301-480-1407 • Curriculum Vitae (CV) • Continuing Education Summary Sheet • Commissioned Officers Effectiveness Reports (COER) • Officer’s Statement (OS)

32. Promotion Preparation cont’d. Officers should review the following: • Reviewing Official Statement (ROS) • Career Counseling/Category Benchmarks • Licensure/Certifications • Basic Readiness Requirements • MAB Requirements for Permanent Promotion • Physical exam within 5 years • DD-2807-1 “Report of Medical History” • Signed “Disclosure Statement” • Promotion Information Report (PIR)

35. Reminder • These slides are intended to assist in the promotion presentation and are not intended for distribution as a primary source of promotion information • These slides are not intended as reference material • Please reference the Promotion Information website (http://dcp.psc.gov//promotions_table_of_contents.aspx ) for the most current and accurate information

36. References • Electronic COMMISSIONED CORPS ISSUANCE SYSTEM (eCCIS): • Book: 1, Chapter: 2, Section 2, Instruction: 01 • Book: 3, Chapter: 3, Sections 1, 2, and 3 • Promotion info page: http://dcp.psc.gov//promotions_table_of_contents.aspx • PHSPromotions@hhs.gov • include your PHS number for all non-generic questions

37. Questions?

38. Promotion Board Score Sheets

39. Promotion Board Numerical Scoring Each precept is scored 0 – 100 by each board member 0-5-10-15-20-25-30-35-40-45-50-55-60-65-70-75-80-85-95-100 • For each officer • Excluding Precept 5 (Basic Readiness) • Scores are averaged to obtain a Precept Score • (Precept Score) x (Precept Weight) = Points • Points are added to obtain a Total Score • The Total Score determines the rank order list

41. TEMPORARY O-5 PROMOTION BOARD CALCULATION EXAMPLE 76.25 95% 76.25 + 5 = 81.25 if basic qualified at the pre-board check

42. Copy of Rank Order List successful Not successful