Eval & FitRep Training

Eval & FitRep Training CINCPACDet111 NMCRC Tulsa, OK OCT 2002

Get off to a good start! - Plan ahead. - Allow yourself plenty of time. - Organize your thoughts - Make notes of things you’ve done (AT, ADT, IDT, special training, major project, awards received…) - Download the software ...

http://www.persnet.navy.mil/pers311/nf98a.htm Click here & read these first!!

After reading the Instructions Click the red ball. This is what you’ll see pop up (or something similar)

At the bottom of the NAVFIT 98A download page is the link to NAVADMIN 213/02. READ THIS prior to starting your Eval or FITREP. The rules have changed!!

http://www.bupers.navy.mil/navadmin/ Or you can search for all NAVADMINS @ BUPERS.NAVY.MIL

This is what the program should look like...

Highlight “Root” and select “Create Folder”. This will give you a Master Document filler to fill in those blocks which will remain the same on all Evals or FitReps within the folder.

Like all computer programs, nothing is perfect! Keep an eye on these blocks as you fill out the reports...

* Highlight “Root”, then select “FILE”, “NEW”, “FOLDER” and use a naming convention that is easy for you to remember. i.e.. “Rate_DateDue” * By highlighting any folder, you can make subfolders to that one

Highlight the folder in which you want to work and select either “Create FitRep” or “Create Eval” You’ll get a nearly filled in blank to start adding your information.

To work back page: - “EDIT” - “Back Page” or “Ctrl B”

Back page: You are limited to 18 lines; Plan Well!! Start with “10pt”

When you’re done with the narrative, don’t forget “TOOLS”, “Spell Check”!! (F7)

After double checking all your blocks and write ups; “TOOLS”, “VALIDATE REPORT” (F9) Keep an eye on Report Average as well as the Folder Average

After VALIDATING each report, VALIDATE the whole folder. This is the “easiest way” to spot and fix problems

To save to a disk, select “Export Folder”, save to “A” drive and name it so you and others will understand it. It saves as an “.MDB” file Each report can be printed individually or you can print the whole folder at once.

Need a copy of the basic Eval/FitRep Instruction? You’ve got it… Need some of the NAVADMIN changes?? You’ve got them…

These are the fundamentals of the NavFit98A program. With practice, and a few mistakes, you can master the program within about 2 hours. Actually writing the Eval or FitRep takes longer… or at least it should….

Eval and FitRep Writing Tips

ADMINISTRATIVE MESSAGE ROUTINE R 301820Z JUN 00 ZYB MIN PSN 413831J20 FM CNO WASHINGTON DC//N1// TO NAVADMIN UNCLAS //N01610// NAVADMIN 167/00 SUBJ/COMMENTS IN PERFORMANCE EVALUATIONS ON RETENTION EFFORTS// REF/A/DOC/BUPERS/02AUG95// AMPN/REF A IS BUPERSINST 1610.10, NAVY PERFORMANCE EVALUATION AND COUNSELING MANUAL// RMKS/1. ANNEX N, PARA N-11A OF REF A ADDRESSES THE REQUIREMENT FOR COMMENTS ON RETENTION EFFORTS, AND QUALITY OF RESULTS IN FITREPS ON COMMANDING OFFICERS AND OTHER OFFICERS WITH THE RESPONSIBILITY FOR ENLISTED PERSONNEL. RETENTION IS A CHAIN-OF-COMMAND EFFORT, AND COMMENTS ON THESE EFFORTS ALSO NEED TO BE MADE IN FITREPS/EVALS OF ENLISTED PERSONNEL IN POSITIONS OF RESPONSIBILITY. 2. EFFECTIVE IMMEDIATELY, CHANGE ANNEX N, PARA N-11A TO READ "IN REPORTS ON COMMANDING OFFICERS, OFFICERS, CHIEF PETTY OFFICERS, AND LEADING PETTY OFFICERS, WHO ARE RESPONSIBLE FOR OFFICER AND ENLISTED PERSONNEL, COMMENT ON EFFORTS AND QUALITY OF RESULTS IN FOSTERING A COMMAND AND WORKPLACE ENVIRONMENT CONDUCIVE TO THE IMPROVEMENT OF PERSONNEL RETENTION. CONSIDER CONTRIBUTION TO PERSONNEL ADVANCEMENT, INCREASED EDUCATIONAL OPPORTUNITIES, OVERALL CAREER DEVELOPMENT, AND RESULTS OF RETENTION EXCELLENCE AWARD PROGRAMS. WHERE APPROPRIATE, COMMENT SPECIFICALLY ON SUCCESSFUL EFFORTS IN THE RETENTION OF JUNIOR OFFICERS AND ENLISTED." http://www.bupers.navy.mil/navadmin/ Stay Current.. Keep your eyes open for the newest NAVADMINs

Review past Evaluation and FitRep problems

Remember the point of what you are doing: - Recognition of a job well done - Record of achievements and hard work - Rewarding those sailors who deserve it - End Result: PROMOTION! - Self Satisfaction - Self Esteem - More Pay - More Responsibility - Recognition

Words to Live By” • Become familiar with references the Eval/FitRep Instruction, NAVADMIN changes and NAVFIT98A. • Know your people and what they have done (at drill, on AT, and in civilian life). • Be concise, factual, specific, and objective. • Start writing your best sailor’s Eval or FitRep first. You may run out of steam before you get to it. • In the bullets, start with a past tense action verb to describe what the person did and then explain how it helped the Navy or why is was good. (i.e., “Established an in-depth training program in her department which has increased average training time 20% and brought unit promotion rates from 0% to 30%.”)

Keep bullets to two sentences or phrases whenever possible. • Served as National Fleet Anti Terrorist coordinator identifying and meeting 32 critical security requirements, which developed future warfare capabilities in overseas port defense, common operational picture, and knowledge management. • Stood Operations Center CDO watches during Bright Moment ‘01 for high tempo Oklahoma based multinational experiment responding to three national emergencies with no injury or intrusion incidents. • Identified a process improvement for how NMCRC Tulsa tracks and assigns contract rooms that decreased the frequency of grumpy Commanders berthing together and saved $100,000 per year. • Achieved full billet qualification in the shortest time ever recorded for either active duty or reserve components.

Paint a word picture of the person by noting inner characteristics such as imagination, organization, assertiveness or by mentioning behavioral traits such as fit and trim, good sense of humor, natural team builder,or a demeanor that promotes trust. • Allow yourself plenty of time so you can capitalize on the • limited space to best reflect the individual. White space in • the narrative doesn’t help a selection board choose the • right person to promote. • If you are going to mention negative traits in an EVAL/FitRep make sure that you have previously counseled the person about the issue. It must not be a surprise to them. • Try to mention performance in each of the primary and collateral duties mentioned in the previous block (show how the individual has done at all duties assigned). This may be difficult with the limited space afforded, in which case prioritize.

Prioritize the bullets. Keep in mind the briefer reading this FitRep may have never participated on a board before and may only scan the bullets. Make sure the first is the strongest and so on. • Individual's name should be written LAST, FIRST MI, use NMN if no middle name or initial and suffix such as JR/SR/III. Omit spaces and punctuation, which occur within a name. (OBRIEN, PATRICK J III, or SMYTH, ANN NMN). See Eval/FitRep Inst. for more examples. • Reporting senior's name is written as LAST, FIRST INITIAL space MIDDLE INITIAL. No periods are used after the initials. • Justification comments are required for any block with a 5.0 or 1.0 grade. • Make you point clearly and strongly!

If a sub-trait within a block (33-39) is graded as a 5.0 and the comments block doesn’t touch on it, consider if you missed an opportunity to comment or over graded the sub-trait. • Know and use Reference (a) and (b). The product you turn in • represents you to your commanding officer. The quality of the inputs will be used as part of the individuals’ evaluation process. • Pay attention to detail, review, and incorporate Performance Information Memorandum (PIMS). • NavFit98 has a maximum number of lines allowable for the narrative block. Initial indications are that all lines available are shown on the screen. Double check that your smooth printout has all the lines on it (in each of the memo blocks) and edit if required to shorten. The program may not tell you when you have exceeded the limit.

Be concise and to the point. Remember who the final user of your product is (a selection board member). Selection boards must get the information quickly and may only have time to scan and pick out the highlights... make sure they get what you intend them to. Always write to the intended audience. • 100% mobilization qualified • and drill attendance is assumed. • If you are short of space these are • good candidates to be omitted. • Use past tense, as EVAL/FitRep • will be submitted after the fact • regardless of when it is prepared and chopped.

Double check spelling of name, dates of marking period, and SSN everywhere they appear. • Ensure that physical readiness, date checked aboard, and • date of rank are filled in and correct. (Don't leave a note saying • it may not be correct; otherwise the message you send is that you • don't know how to find the information or you value your time • more than that of the next person who will chop/sign the • EVAL/FitRep.) • Make sure that the EVAL/FitRep period starts the day after the • previous EVAL/FitRep. Uncovered periods or overlaps reflect • poorly on you, the Commanding Officer, and the unit as well as • confuse selection boards.

Use upper and lower case letters in a narrative (NOT ALL CAPITALS), and no underlining, bold, italics, etc. • Last line of comments shall include AT/ADT/ Special IDT training • AT/ADT: Location; dates, waived, or None this period • A period at the end of a sentence is usually followed by two spaces but where space is limited one will suffice. • You will probably be asked to submit a draft Eval or FitRep on yourself. Reasons: • You know best what you have done • You need to practice writing them for when you are in a supervisory position • PAY ATTENTION TO DETAILS! Your Eval or FitRep inputs say a lot about you.

Pass in a package with: • New Evaluation (paper copy and a computer disk) • Last Evaluation (ensures continuity of grading) • AT/ADT PIMs • Copy of any award citations / LOCs, etc. • Exam results; PFA results • Any civilian recognition or education achievements • Can’t figure out NavFit 98A??? Do your narrative in any word processor and save as a “.txt” file. • Don’t have a computer? Try the library, neighbor, ResCen, work…. Come on, it’s the new Millennium!

Suggested Schedule to Stay Ahead of the Gane

Eval & FitRep Training