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MEDICAL DEPARTMENT OFFICER DISTRIBUTION BRANCH (PERS 4415). CAPT Leigh Wickes, MSC, USN CAPT Clarence Thomas, MSC, USN CDR Ray Stiff, MSC, USN LCDR Chris Morrison, MSC, USN. OVERVIEW. NPC Mission Assignment process Fitness Reports Selection Boards Preparation/Selection Boards.

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Medical department officer distribution branch pers 4415

MEDICAL DEPARTMENT OFFICER DISTRIBUTION BRANCH (PERS 4415)

CAPT Leigh Wickes, MSC, USN

CAPT Clarence Thomas, MSC, USN

CDR Ray Stiff, MSC, USN

LCDR Chris Morrison, MSC, USN


Overview
OVERVIEW

  • NPC Mission

  • Assignment process

  • Fitness Reports

  • Selection Boards Preparation/Selection Boards


To support the needs of the Navy by providing the Fleet with the right person in the right place at the right time. 

We strive to satisfy our Sailors’ personal goals and improve their quality of life; we will provide them with meaningful and rewarding career opportunities, promote and retain the best, and ensure fair and equitable treatment of all hands, by all hands, at all times.  


Assignment process
ASSIGNMENT PROCESS with the right person in the right place at the right time. 

Key Players:

Detailer - Officer’s advocate; ensure career and personal concerns are balanced with the needs of the Navy; advocate for all subspecialties; career counseling/career management/assignments.

Specialty Leader - SG’s advocate for community-specific concerns including: billet distribution, training, accessions, professional and career development. Specialty Leader advises Detailer on requirements and Officers within their community – does not detail!

Placement Officer - Command’s advocate; single POC for manning concerns; work collaboratively with BUMED, Regions, Commands, Detailers and Community Managers to properly distribute personnel resources across the enterprise.


Assignment process1
ASSIGNMENT PROCESS with the right person in the right place at the right time. 

Duties of the Detailer:

  • Negotiate and propose orders

  • Provide career counseling to service members

  • Detailing Triad (needs of the Navy, career needs, personal needs)

  • Communicate with the Specialty Leaders

  • Nominate members and recorders for Boards

  • Visit commands to speak with service members


Assignment process2
ASSIGNMENT PROCESS with the right person in the right place at the right time. 

  • Talk with SL about Specialty needs/options

  • Contact detailer early…12 months from PRD

    • Be honest – lay out all cards, family, school

      • Remember diversity of assignments

      • Consider promotion timelines

      • Have facts correct

      • Detailers take notes and network constantly

  • Emails > 1/4 page…indicative of phone call

  • Military bearing will show in an email/phone call

  • “Hiding out” will lead to disaster

  • Don’t use “retirement trump card” – difficult to reverse


Fitness reports

FITNESS REPORTS with the right person in the right place at the right time. 


Fitness reports1
FITNESS REPORTS with the right person in the right place at the right time. 

  • Single most important personnel management tool - impacts all personnel decisions.

  • Performance documentation from entry to separation - continuity.

  • Performance is everything! Make the best of every situation.

  • Boards select based on the written record - the written record IS the individual.


Fitness report narratives
FITNESS REPORT NARRATIVES with the right person in the right place at the right time. 

  • Do not write a job description in block 41- already in block 29.

    • State performance with outcomes and metrics.

    • Does the narrative match the grades?

    • Is there a written promotion recommendation?

  • If you have questions/concerns regarding your FITREP, discuss with reporting senior before signing.


Fitness report narratives1
FITNESS REPORT NARRATIVES with the right person in the right place at the right time. 

  • Reporting Seniors must clarify marks/also break out MP and P officers if large groups.

    • Forced distribution. “My #1 MP, would have been EP but ranked against highly competitive senior officers”.

    • “My #1 LCDR out of 25 of all designators”

    • Headquarters commands—large pool of “stars”—comments especially important.

  • Reporting Seniors should clarify any “blanket command policies regarding ranking” in the narrative (i.e. newly promoted officers do not receive “EP” rankings).


Sample narrative format
SAMPLE NARRATIVE FORMAT with the right person in the right place at the right time. 

  • Short opening statement – Breakout!

    • #3 of 15 LCDRs regardless of designator (esp. if 1/1 billet)

    • “If not for forced distribution and being junior LT…”

      White space

  • Several bullets with most important listed first

    • Cause and effect (impact) bullets

      White space

  • Closing statement with promotion recommendation.

    • Command recommendation if up for CAPT.

    • Statement is critical when serving in 1/1 assignment. EP marking is not a stand alone if the narrative is weak/marginal.


Other important fitness report blocks
OTHER IMPORTANT with the right person in the right place at the right time.  FITNESS REPORT BLOCKS

  • Block 29: 14 character/space primary job abbreviation—use your leadership role, e.g., Director, DH, etc. rather than specialty.

    • Include job scope - # of people supervised, budget oversight if applicable (optional for operational billets).

  • Block 40: Don’t leave blank! Milestones should be consistent with rank and specialty. Be realistic—don’t recommend a brand new O-4 for MTF CO.


Fitness reports2
FITNESS REPORTS with the right person in the right place at the right time. 

  • Don’t repeat bullets from previous fitness reports—each FITREP should present new material. If each FITREP sounds the same during a tour, it doesn’t show growth and development—can be a negative factor.

  • Be smart and know the BUPERSINST 1610.10A—don’t depend on others to know it. It is your career, manage it.


Fitness report issues impact on promotion
FITNESS REPORT ISSUES with the right person in the right place at the right time.  IMPACT ON PROMOTION

Detailer perspective when reviewing Failure to Select (FOS) Fitness Reports:

  • Narratives - not written for impact, too technical, job descriptions rather than performance, no demonstrated growth or increasing responsibility, no further job/promotion recommendations, stock comments or phases—not meaningful comments, and too much repetition from report to report.

  • Did not break out from the pack either in EP or MP ratings or in the narrative.

  • Accomplishments/contributions as a Naval officer, MSC officer, and a professional--must be addressed in the narrative.


Fitness reports3
FITNESS REPORTS with the right person in the right place at the right time. 

SUMMARY

  • Performance, performance, performance!

  • Diversity of assignments and responsibilities.

  • Remember – no specialty-specific jargon…write so ALL board members will understand

  • Write cause and effect bullets

    • Not just a list of what you did; emphasize IMPORTANCE of accomplishments

  • Lastly, do spell check—sounds like a no-brainer but it happens and it reflects poorly on both the command and the officer………


Selection board process

SELECTION BOARD PROCESS with the right person in the right place at the right time. 


Selection board preparation
SELECTION BOARD with the right person in the right place at the right time.  PREPARATION

  • Start about 1 year before in zone

  • Request record review with detailer (optional)

  • Order your record on CD https://www.bol.navy.mil/

  • Check OSR/PSR/ODC online - https://www.bol.navy.mil/

    • Regular FITREP Continuity

    • Personal Awards

    • Education information-- degrees & service schools

    • AQDs


Record preparation
RECORD PREPARATION with the right person in the right place at the right time. 

  • The week before the board convenes, Head Recorder & Assistant Recorders review each eligible record for completeness.

    • Manual Reviews - Done as a courtesy to eligible

      • FITREPS for last 5 years

      • Verify Awards/Education

      • Check that OSR/PSR accurately reflects FITREP grades & awards

    • Missing FITREPS are identified and posted on BOL; “missing FITREP” messages are NOT sent from PERS – Officers in zone should check BOL periodically for this information

    • Records NOT up to date reflect on the eligible officer being considered!


Board convenes
BOARD CONVENES with the right person in the right place at the right time. 

  • Voting members arrive and are sworn in

  • Records are randomly assigned to a primary reviewer - members review & grade records in boardrooms

    • Reviewers go through your record and make notes to brief your record before the full board

  • Members brief & vote records in tank

    • Some board presidents will allow members with personal knowledge of the member to voice positive comments. No negative information is ever permitted, unless it is documented in the fitness report!

  • Review, grade, brief & vote until number of tentative selects equal the number authorized


Record reviews
RECORD REVIEWS with the right person in the right place at the right time. 

  • The Selection Board reviews your digital service record through the use of EMPRS, the Electronic Military Personnel Record System

  • Contains Fitness Reports and information from your microfiche/CD


In the tank
IN THE TANK with the right person in the right place at the right time. 

  • Reviewed records (OSR/PSR with member annotations) are electronically forwarded to the voting area (“The Tank”)

  • Head Recorder calls your name and number, and your primary reviewer begins to talk about your record

  • Other members listen and vote when they’ve heard enough

Simulated tank session with fictitious training record


Promotion observations
PROMOTION OBSERVATIONS with the right person in the right place at the right time. 

  • Performance is the Number ONE indicator

  • OSR cover page complete/up-to-date

    • Additional Qualifications

    • Other Degrees (outside of specialty)

    • Subspecialties

  • Avoid “NOT Observed” FITREPs for long periods (if possible)


  • Questions
    QUESTIONS? with the right person in the right place at the right time. 

    CAPT Leigh Wickes (901) 874-3756 [email protected]

    CAPT Clarence Thomas (901) 874-4120 [email protected]

    CDR Raymond Stiff (901) 874-4115 [email protected]

    LCDR Chris Morrison (901) 874-4050 [email protected]

    Web Site: http://www.npc.navy.mil/Officer/Pers44/

    Address: Detailer Name

    Navy Personnel Command (PERS 4415)

    5720 Integrity Drive

    Millington, TN 38055


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