Joel Schofer’s Fitrep Prep...2019/02/10 · Joel Schofer’s Fitrep Prep Joel Schofer, MD, MBA,...
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Joel Schofer’s Fitrep Prep Joel Schofer, MD, MBA, CPE, FAAEM [email protected] MCCareer.org This document is designed to help you efficiently write an excellent fitness report (fitrep). Your fitrep is the most important tool for documenting your achievements and potential for promotion. Currently, physicians get very little education on how to write them, but not anymore. Enjoy! WHAT DO YOU NEED TO START? Before you begin writing your fitrep, you’ll need to gather a few things. They include: • Your last fitrep, preferably your last 2-3 fitreps. • If you have previously received a fitrep from this reporting senior and it was in your current rank, you’ll need your Performance Summary Report (PSR) so that you know his/her approximate reporting senior’s average. The instructions for downloading this are in Joel Schofer’s Promo Prep. • A list of your accomplishments and collateral duties you’ve held since your last fitrep. This could be on a “brag sheet” (a document some commands require you to submit when doing your fitrep) or somewhere else you’ve chosen to track these items. For example, I use my CV for this. In reality, you can use whatever you want, but you need to find an efficient way to track this information that works for you. • Dates for any significant periods of leave, transit time, temporary additional duty (TAD), deployments, or anything else that took you away from your command for a significant period of time. • A Windows computer loaded with NAVFIT98A, which is the program the Navy uses to write fitreps. It can be downloaded multiple places if you just Google “NAVFIT98A.” • The file “FITREP Word Template to Optimize NAVFIT98 Block 41 Spacing,” which can be downloaded here: https://mccareer.org/useful-documents/ Let’s get started… BLOCK 1 - Enter your last name, first name, middle initial, and suffix, if any, separated by spaces. Place a comma after your last name. Omit spaces and punctuation within a name. The full middle name is acceptable, but not required. Examples:
Transcript of Joel Schofer’s Fitrep Prep...2019/02/10 · Joel Schofer’s Fitrep Prep Joel Schofer, MD, MBA,...
JoelSchofer’sFitrepPrepJoelSchofer,MD,MBA,CPE,FAAEM
Thisdocumentisdesignedtohelpyouefficientlywriteanexcellentfitnessreport(fitrep).Yourfitrepisthemostimportanttoolfordocumentingyourachievementsandpotentialforpromotion.Currently,physiciansgetverylittleeducationonhowtowritethem,butnotanymore.Enjoy!
WHATDOYOUNEEDTOSTART?
Beforeyoubeginwritingyourfitrep,you’llneedtogatherafewthings.Theyinclude:
• Yourlastfitrep,preferablyyourlast2-3fitreps.• Ifyouhavepreviouslyreceivedafitrepfromthisreportingsenioranditwasin
yourcurrentrank,you’llneedyourPerformanceSummaryReport(PSR)sothatyouknowhis/herapproximatereportingsenior’saverage.TheinstructionsfordownloadingthisareinJoelSchofer’sPromoPrep.
• Alistofyouraccomplishmentsandcollateraldutiesyou’veheldsinceyourlastfitrep.Thiscouldbeona“bragsheet”(adocumentsomecommandsrequireyoutosubmitwhendoingyourfitrep)orsomewhereelseyou’vechosentotracktheseitems.Forexample,IusemyCVforthis.Inreality,youcanusewhateveryouwant,butyouneedtofindanefficientwaytotrackthisinformationthatworksforyou.
• Datesforanysignificantperiodsofleave,transittime,temporaryadditionalduty(TAD),deployments,oranythingelsethattookyouawayfromyourcommandforasignificantperiodoftime.
• AWindowscomputerloadedwithNAVFIT98A,whichistheprogramtheNavyusestowritefitreps.ItcanbedownloadedmultipleplacesifyoujustGoogle“NAVFIT98A.”
• Thefile“FITREPWordTemplatetoOptimizeNAVFIT98Block41Spacing,”whichcanbedownloadedhere:
https://mccareer.org/useful-documents/
Let’sgetstarted…
BLOCK1-Enteryourlastname,firstname,middleinitial,andsuffix,ifany,separatedbyspaces.Placeacommaafteryourlastname.Omitspacesandpunctuationwithinaname.Thefullmiddlenameisacceptable,butnotrequired.
Examples:
DENNEY,JOHNASTJOHN,MELVINJIIWALTERS,JARTHUROBRIEN,MARYSMARTIN,PAULTJRSMITHJONES,ANNLikeinthelastexampleabove,youdon’tneedtoputamiddleinitial/nameifyoudon’thaveone,nordoyouhavetoput“NMN”likesomepeopledo.
BLOCK2-Entertherankthatyouwillbewearingontheendingdateofthereport.Usethestandardgradeabbreviations(CAPT,CDR,LCDR,LT,ENS).IfyouareaLTJGintheMedicalCorps,youhaveaproblem.
BLOCK3-Enteryourfour-digitofficerdesignator,whichis2100.
BLOCK4–Enteryoursocialsecuritynumberandmakesureitisaccurate.
BLOCK5–AllActiveDutywillcheck“ACT”.
BLOCK6–EnteryourUnitIdentificationCode(UIC),whichyoucangetfromblock98onyourOfficerDataCard(ODC)oryourorders.TheinstructionstodownloadyourODCareinJoelSchofer’sPromoPrep.ForactivitiestowhichnoUICisassigned,enterfivezeros.ThefirstfourcharactersofaUICmustbenumbers.
BLOCK7-Gettheabbreviatednameofyourcommandfromanoldfitrep.Makesureyouputthenameofthecommandwhereyouareassigned,notyourreportingsenior’scommand(ifitisdifferent).Ifyouareassignedtoacivilianorforeigncommand,enterthecivilianorforeigncommand,notyouradministrativereportingsenior’scommand.Donotspelloutlettersandnumbers(e.g.,use“A”andnot“ALFA”,use“1”andnot“ONE”).
BLOCK8–Put“SELECTED”ifyou’vealreadybeenselectedforpromotiontoyournextrank,otherwiseput“REGULAR”.“FROCKED”or“SPOT”areusuallynotapplicabletoMedicalCorpsofficers,butiftheyareyouwillprobablyknowit.
BLOCK9-InYYMMMDDformat,enterthedateyoureportedtoyourcommand.ExampleforOctober17,1996:96OCT17(Thefollowingformatsareincorrect:17OCT96,961017,101796.)
BLOCKS10-13-Placean“X”ineachblockthatappliestothisfitrep:
• “Periodic”–Itistimeforyourregularlyscheduledfitrep.• “DetachmentofIndividual”–Youaregettingafitrepbecauseyouaredetaching
fromacommand.• “DetachmentofReportingSenior”–Youaregettingafitrepbecauseyour
reportingseniorisdetaching.• “Special”–Youaregettingafitrepforaspecialreason/circumstance.
Note:Morethanoneoccasionmayapply,exceptthat“Special”cannotbecombinedwithanotheroccasion.DonotsubmitaSpecialfitrepifanotheroccasionapplies.
BLOCKS14-15-InYYMMMDDformat,enterthebeginning(FROM)andending(TO)datesofthereportingperiod.
Example:96OCT17.(Thefollowingareincorrect:17OCT96,961017,101796.)
Forregularreports,theFROMdatemustbethedayfollowingtheTOdateofthelastRegularreport.Itcanbeearlierthanblock9(yourreportingdate)iftherewasenrouteleave,travel,orTAD.
Forthefirstfitreponanewlycommissionedofficer,theFROMdateisthecommissioningdate.
BLOCK16-IfthisisawhollyNotObserved(NOB)report,enteran“X”inblock16.
Thetraitgradesmustbeleftblank,nocareerrecommendationispermitted,thepromotionrecommendationmustbeNOB,andthepromotionrecommendationsummarymustbeleftblank.Inaddition,theMemberTraitAverageandSummaryGroupAverageblocksmustbeleftblank.Commentsarelimitedprimarilytoadministrativeandtraininginformation.
BLOCKS17-19-Placean“X”intheblockthatapplies.Mostofthetimeit’llbeaRegularfitrepunlessyouaredeployedandthenit'llbeConcurrent.
BLOCK20-Entertheone-lettercodefortheresultofeachofficialphysicalfitnessassessment(PFA)conductedduringthereportingperiod.Donotusephysicalreadinesstests(PRTs)andbodycompositionassessments(BCAs)thatarenotpartofanofficialPFA.Thecodesyouuseare:
NOTE–IfyouwereexemptfromthePRTbecauseyouscoredatleastanExcellentLowonthepreviousone,youusecodeB.
Donotenterspacesorslashesbetweenthecharacters.Forexample,“PPP”wouldbeappropriateandwouldindicatethatyoupassedthreeofficialPFAsduringthereportingperiod.
EnterspecificPFAcycleidentificationinformationinblock29.Forexample,“PFA:15-1/15-2/16-1.”
Theformatforblock20shallbefromoldesttomostrecentPFAperformedduringthereportingperiod.Forexample,“PBF”inblock20and“PFA:15-1/15-2/16-1”inblock29indicatesthatthememberpassed2015cycle1,didnotparticipateinthePRTportionof2015cycle2,andfailed2016cycle1.
Thereareafewthingstonoteregardingblock20andtheimpactitcanhaveontherestofyourfitrep:
• Ifyouusethecode“B”inblock20,youmustexplainwhyinblock41.Noothercodesinblock20requireanexplanationinblock41.
• ForareportingperiodinwhichyoufailyourfirstorsecondPFAina4-yearperiod,thereisnomandatedorprohibitedtraitmarkrequiredinblock35(MilitaryBearing/Character).Inotherwords,justbecauseyoufailedaPFAdoesn’tmeanyouhavetogeta1.0or2.0.Unless…
• ForareportingperiodinwhichyoufailedthreeormorePFAsinthemostrecent4-yearperiod,youmustreceive:
o Agradenogreaterthan1.0inblock35(MilitaryBearing/Character).
o Anindividualpromotionrecommendationinblock42of“SignificantProblems.”
• IfyouhavethreePFAfailuresinthemostrecent4-yearperiodbuthaveanapprovedwaiver,accordingtothefitrepinstructionyourreportingseniorissupposedto:
…usetheirdiscretionwhendetermining‘MilitaryBearing’or‘Professionalism’marksforareportingperiodinwhichthememberpassestwoconsecutivePFAs.However,themembermuststillreceiveanotrecommendedfor…retentionforthatevaluationperiod…Inthosesituations,insertabulletintheevaluationstatingwhythememberisnotrecommendedduetohavingthreeormorePFAfailuresinthemostrecent4-yearperiod.
• Anoverallscoreof"outstanding"or"excellent"onyourPFAisnotrequiredtoreceivea5.0inblock35(MilitaryBearing/Character).
BLOCK21–Welcometowhatisprobablythemostconfusingblockonafitrep.Donotleavethisblockblank.Ifyouareanintern,put“INTERN”.Ifyouarearesident,put“RESIDENT”.Ifyouhavereleasedresignationorretirementorders(meaningyouactuallycangetacopyoftheordersonNSIPS),put“APPROVED”.Ifyouhavebeendeployedinthelastyearorarecurrentlydeployed,lookatthetablebelowtoseeifyoumeetthecriteriatoenter“INDIVAUG”.(Thewebsitehttp://www.timeanddate.com/date/duration.htmlcanhelpcalculatethedurationindaysbetweentwodates.)IfyouareanOICorCO,youmayhavetouseoneofthecodesdetailedinthetablebelow(OIC,COAFLOAT,COASHORE).
Ifyoudon’tfitanyofthesecategories,youarelikelygoingtobecorrectifyouput“BASIC”.
Ifnoneofthisseemstofitoryouarejustplainconfused,put“NA”andletyourleadershipdecidewhatcategoryyoushouldbe.
BLOCK22-Enterthelastname,initials,andsuffix,ifany,ofyourreportingsenior.Placeacommaafterthelastname.Example:STJOHN,OF
BLOCK23-Enterthereportingsenior'sgrade.Theentrymustbefivecharactersorless.Donotusehyphens.Donotleavethisblockblank.
NavyandotherSeaServiceofficers:UseADM,VADM,RADM,RDML,CAPT,CDR,LCDR,LT,LTJG,ENS,CWO5,CWO4,CWO3,orCWO2.
Army(USA),AirForce(USAF),orMarineCorps(USMC)officers:UseGEN,LGEN,MGEN,BGEN,COL,LTC,MAJ,CPT,1LT,2LT,CWO5,CWO4,CWO3,CWO2,orCWO1.
Civilianreportingseniors:UseU.S.FederalGovernmentciviliangrade(e.g.,GS15,SES4).Ifthereportingseniordoesnothaveagradedesignation,enter“CIV.”
Note:Reservistswhosubmitreportsasciviliansmustusetheircivilian,notmilitarygrade.
BLOCK24-Enterreportingsenior'sfour-digitofficerdesignator.Exceptions:IfthereportingseniorisamemberofanotherService,enterabbreviationforbranchofService(e.g.,USAF,USA,USMC,USCG,USPH,NOAA).Ifthereportingsenioriscivilian,leaveblank.
BLOCK25-Enteryourreportingsenior’stitle(abbreviatedifnecessary).Theentrymaybeupto14charactersandspaces.Alwaysuse“CO”forcommandingofficerand“OIC”forofficerincharge.Forothertitles,usethecompletetitleoracommonabbreviation.Examples:COMMANDER,XO,DEPTHEAD.
BLOCK26-EntertheUICofyourreportingsenior'scommand.Note:Thereportingsenior’sUICmaybedifferentfromyourUICinblock6.Forexample,whenyouareintrainingyouoftenhaveadifferentUICinblock6thanwhatwillbelistedinblock26.
BLOCK27-Enteryourreportingsenior’sfullsocialsecuritynumberifyouknowit.Usehyphensafterthethirdandfifthdigits.Example:000-00-0000.Ifyoudon’tknowit,justleavethisblankandthey’llfillitinlater.
BLOCK28–Thisiswhereyouputabriefstatementofcommandemploymentandsignificantcommandawardsorachievementsduringtheperiodofthereport.Yourcommandshouldprovidethetextforthisblock.
BLOCK29PRIMARYDUTYBOX-THISISANIMPORTANTBOX!WhatyouputhereisdisplayedonyourPSRandatthepromotionboard.HereyoucanseeanexamplefromoneofmyfitrepsandmyPSRwhenIwastheSeniorMedicalOfficer(SMO)intheEmergencyDepartmentatNMCPortsmouth:
Inthesmallboxenteranabbreviationof14orfewercharactersandspacesforthemostsignificantdutyfortheperiodreportedon.Refertoblock21becausesometimeswhatyouputinthisboxshouldexactlymatchwhatisinblock21(RESIDENT,INTERN,OIC,etc.).
BLOCK29-Theremainderofblock29consistsofonetofourelements,asfollows:
• DutyTitles:Beginningtotherightoftheabbreviationbox,enterdutytitlesandthenumberofmonthseachdutywasassignedduringthisreportingperiod.Enterdutytitlesinthefollowingorder:mostsignificantprimaryduty(correspondstotheabbreviationintheblock29primarydutybox),otherprimaryduties,collateralduties,andthenwatchstandingduties.Example:“DEPARTMENTHEAD,PEDIATRICS-7;GENERALPEDIATRICIAN-7;CHAIR,CREDENTIALSCOMMITTEE-3;ONCALLWARDPEDIATRICIAN-7.”
• JobScopeStatement:Brieflystatethescopeofyourprimarydutyresponsibilities.Includesuchitemsastechnicalorprofessionalduties,personnelsupervised,andbudgetadministered.Jobscopestatementsareoptionalforoperationalbillets.Example:“AcademicChairofadepartmentofover100militaryandcivilianpersonnelprovidingcomprehensiveprimaryandpediatricspecialtycarewithanannualbudgetofapproximately$600,000.”
• PeriodsNotAvailableforDuty:Identifyanyperiodsduringwhichyouhadnodutiesassigned.Suchperiodsmayincludeenroutetimepriortoreporting,TAD,unusuallylongleave,deployments,etc.Ifitisnecessarytoincludematernityleave,identifyitonlyas"Leave."Example:“TAD14OCT18-14NOV30;LEAVE/TRANSIT:14JUN18-14JUL30.”
• PFA:DocumentspecificPFAcycle(s)reportedinblock20utilizingthefollowingformat:“PFA:14-1/14-2/15-1.”ThisindicatesthePFAresultslistedinblock20wereattainedduringthe2014cycle1,2014cycle2,andthe2015cycle1officialPFAs.NoentryisrequiredifnoofficialPFAwasconductedduringtheperiod.
• Insummary,whenaddedalltogether,theentireblock29wouldlooklikethis:
DEPARTMENTHEAD,PEDIATRICS-7;GENERALPEDIATRICIAN-7;CHAIR,CREDENTIALSCOMMITTEE-3;ONCALLWARDPEDIATRICIAN-7.AcademicChairofadepartmentofover100militaryandcivilianpersonnelprovidingcomprehensiveprimaryandpediatricspecialtycarewithanannualbudgetofapproximately$600,000.TAD14OCT18-14NOV30;LEAVE/TRANSIT:14JUN18-14JUL30.PFA:14-1/14-2/15-1.
BLOCK30-Ifmid-termcounselingwasreceivedduringthereportingperiod,enterthedateyouwerecounseled.UsetheYYMMMDDformat.Example:14FEB20.
Ifcounselingwasnotperformedbecausethecounselingdatedidnotfallwithinthereportingperiod,enter"NOTREQ"inblock30.
Ifcounselingwasnotperformedforanyotherreason,enter“NOTPERF,”andprovideabriefexplanationinblock31.
BLOCK31-Enterthelastname,initials,andsuffix,ifany,ofwhoeverdidyourmid-termcounseling.Placeacommaafterthelastname.Example:STJOHN,OF.
Iftheentryinblock30is“NOTPERF,”enterabriefexplanationinblock31(e.g.,TADorILLNESS).Ifalongerexplanationisneeded,enter“SEECOMMENT”andprovideanexplanationinblock41.
BLOCK32–Youwillsignthisblockonceyourfitrepisdone.Yoursignatureverifiesthatblocks30and31areaccurate,butdoesnotnecessarilymeanthatyouconsideredthecounselingadequate.Ifyoubelievethatthecounselingwasinadequate,youmaysubmitastatementtotherecord,whichisdiscussedtowardtheendofthisdocument.
BLOCKS33-39–Beforeyoustartworkingontheseblocks,tryandfindoutwhatyourreportingsenior’straitaverageisforyourrank.Oneofthemostimportantmarkersofagoodfitrepisthatyourtraitaverageisaboveyourreportingsenior’straitaverage.Hereareafewwaystofindoutwhatitis.
First,inordertohaveatraitaverage,yourreportingseniorhastohaveservedasthereportingseniorforofficersofyoursamerankfromanycorps.Iftheyhavenotdonethis,they’llhavenopre-existingaverage.Forexample,ifyouareaLCDR,yourreportingseniordoesnothavetohaverankedLCDRphysicians.Ifhe/shehaseverrankedaLCDRofanykind(NurseCorps,MedicalServiceCorps,etc.),thentheywillhaveanaverage.
Iftheyhaveanaverage,herearethewaysIknowoftofindit:
• Ifyou’vealreadyreceivedafitrepfromtheminyourcurrentrank,thenyoucanlookatyourPSR,whichyoudownloadfromBUPERSOn-Line.Thenumberinthelowerrightinthe“AVERAGES”column(explainedinbluetextbelow)istheiraverageforthatrank.
• Ifyouhaven’treceivedafitrepfromthem,maybeyouhaveafriendinthesamerankwhohasreceivedarecentfitrepfromthem.YoucanlookattheirPSRifthey’llletyou.
• Youcanaskyourchainofcommandorcommandfitrepcoordinator.Theyoftenknowbecausetheyaretryingtomakesurethatallofthefitrepsbeingdonedon’tchangethereportingsenior’saverageinwayshe/shedoesn’twant.
• Youcanaskthereportingsenior.Theyjustmaytellyou.
Thebottomlineisthatwhenyouaredraftingyourfitrep,youwanttotryandfindouttheaverageandgradeyourselfaboveit.Intheend,therankingprocessmaymoveyoubelowit,butbysubmittingthedraftwithanaboveaveragegradeyoumayincreasethechancesyoustayaboveit.
Onceyouobtainyourreportingsenior’straitaverage(orifyoucan’t),foreachtraitinblocks33-39youmustplacean“X”inonebox.Eachblockwillbeexplainedindividuallybelow.
BLOCK33–Ingeneral,yougeta4.0ifyouareboard-eligibleand5.0ifyouareboard-certified.Ifthatdoesn’tapplytoyoubecauseyouarenotresidencytrainedyet,whatyougetwillbedeterminedbyyourreportingsenior’saverageandpreferences.
BLOCKS34-37–Usetheseblockstobalanceyourscoreandgiveyourselftheoveralltraitaverageyouarelookingfor.Donotgiveyourselflessthana3.0inanyoftheseblocks.
BLOCK38–Atpromotionboards,theNavyislookingforleaders,soifthereisanyblockyoushouldgiveyourselfa5.0thisisit!
BLOCK39–MarkthisblockNOB.
BLOCKS33-38–THEFINALREVIEW-Makesureyoudonotdecreaseinanyoftheseblockswhencomparedtoyourlastfitrepunless:
• Youwereselectedforpromotion.• Youwerepromoted.• Yourreportingseniororcommandchanged.
Youshouldstilltrynottodecreaseinany,butiftheabovesituationsareapplicabletoyouadecreasemaybeunavoidableandisgenerallyacceptable.
Expectthatyourchainofcommandwillalterwhateveryougiveyourself,somyadviceistoroundupforanyblocksyouareunsureof.
BLOCK40-Enteroneortwocareerrecommendationsthatareconsistentwithyourrankanddesiredcareerpath.Inotherwords,enterthenextoneortwopositionsyouwanttogetthatwouldadvanceyourcareer.Donotleavethisblankaspromotionboardswilllookatwhatisinthisblock.Ifforsomereasonyoudonotdesireanentryinthisblock,perhapsbecauseyouareretiringorresigning,enter“NA”or“NONE”inthefirstblock.Donotenterverylong-rangegoals(e.g.,donotrecommendyourselfforXOwhenyouareaLT).
BLOCK41–Thisiswhereyouexpresswhyyoushouldberatedhighlyonthisfitrep,andwhyyoushouldbepromotedatthepromotionboard.Sometipsonstyleinclude:
• Beconciseasspaceisverylimited.• Becausespaceislimited,don’trepeatwhatyoualreadysaidinblock29.• Bulletstyleispreferred,asdetailedbelow.• Youdon’thavetomentionyourname.Theyknowthisblockisaboutyou.Itison
yourfitrep!Forexample:
NO–“CDRSchoferisastellarofficerwho…
YES–“Astellarofficerwho…”
• Alwayswriteinthepasttense.• Ifoneofthelettersinblock20is“B,”makesurethatsomewhereinthisblock
youenterthereasonfornon-participationintheofficialPRT.• Donotuseabbreviationsoracronymswithoutexplainingthem.Every
promotionboardhasalineofficeronit,andhe/sheneedstounderstandwhatyouaredoingsotheycanbriefyourrecord.Theywon’tknowwhataSTEMI,CVA,andothermedicalabbreviationsmean.
• Quantifywhereverpossibleinordertogivecredibilitytothestatements.• Makesureyoudon’trepeatbulletsfromyourlastfitrep.Yournarrativesneedto
readlikeabookthatdescribesagrowingleader,notthesamestuffoveragain.• Ifyouarelookingforlanguagetouseinyournarrative,gettheconveningorder
forthemostrecentpromotionboardforyournextrank.Inityou’llfindallthequalitiesandskillstheyarelookingforwhendecidingwhotopromote.Youcanfindthemhere:
http://www.public.navy.mil/bupers-npc/boards/activedutyofficer/Pages/default.aspx
Youjustclickonthepromotionboardyouarelookingfor,andyou’llfindalinktotheboardconveningorder.Remember,youhavetogotothelastboardtohavebeencompleted,whichmaybetheyearprior.
ThisistheBUMEDagreeduponformatforblock41:
CDRSmithismy#XCDRamong5hand-selectedCDRsandisrisingNavalleader.(onelineofwhitespace)
-Bullet-Bullet-Bullet-Bullet-Bullet-Bullet-Bullet
(onelineofwhitespace)CDRSmithhasmystrongestrecommendationforpromotiontoCaptain.Hereiswhatyoushouldnotdo:CDRSmithismy#XCDRamong5hand-selectedCDRsandisrisingNavalleader.Bullet.Bullet.Bullet.Bullet.Bullet.Bullet.Bullet.CDRSmithhasmystrongestrecommendationforpromotiontoCaptain.Run-onslikethisaretoohardforboardmemberstoread.WritingtheOpeningLineofYourFitrepYouropeninglineshouldgetsomeone’sattentionandpaintthepictureofadevelopingleaderreadytopromotetothenextrank.Thefollowingaregoodexamples,butyoumayhavetoputsomethinggenericassomeofthesespecificexampleswillbewrittenbyyourcommandafterallthefitrepsareranked.(Inotherwords,youcan’tsayyou'rethe#2of5CDRsuntilallofthefitrepshavebeentieredandranked.)Ifyouarewritingforanoperationalcommanderwhodoesn’tknowalotaboutNavyfitreps,youmaybeabletorankyourself.Gettingwhatiscalledasoftbreakout-especiallyifyouaregettinga1of1fitrep(youarenotgettingrankedagainstanyone)–isoptimal.Asoftbreakoutiswhereyougetrankedagainstallcorps/designatorsoracrossservicesbythereportingsenior.Herearesomeexamples:• Mynumber#1LCDRoutof25ofalldesignators.• #3of15LCDRsregardlessofdesignator.• Inthetop10%ofover200LCDRsI’veratedacrossalldesignators.• #1of17hand-pickedofficersonmystaff.• FutureExecutiveMedicineleader.#2of5CDRsonmystaff.Forceddistributionstatementscanalsobegood.Theyarewhenthereportingseniorexplainswhytheycouldn’trankyouhigherdespiteyourexcellentperformance.Herearesomeexamples:• My#1MP,wouldhavebeenEPbutrankedagainsthighlycompetitivesenior
officers.• WouldhavebeenanEPbutrankedagainsttheDirectorforMedicalServices.• Ifnotforforceddistribution…Ifnoneofthesesituationsapply,thenjustwritethebestopeninglineyoucanaboutyourself.Herearesomefrommylastfewfitreps:• ExemplaryperformanceasCommandingOfficerofajointunit!
• ExemplaryleaderandacademicianwhoperformedatthelevelofaseniorCommander.
• NavyMedicinerisingstarwithexpandingleadershipandacademicexcellence!• NationalleaderandsuperstarinEmergencyMedicinewithunparalleled
academicproduction!• Top-tier,first-rateclinicianwhoisanationalleaderinEmergencyMedicine.Yougettheidea…WritingYourBulletsHerearesometipsforwritingfitrepbullets:• Asmentionedabove,alwayswriteinthepasttense.• Also,asmentionedabove,youcanborrowlanguagefromthepromotionboard
conveningorder.• Clinicians–focusonhowyoucontributedtoMTFoptimization,increased
enrollment,improvedaccesstocare,improvedcustomersatisfaction,etc.• Researchers–focusontheimpactofyourworkonDoDandtheNavy,notthe
science.• Putyourleadershipinyourprofessionintocontextthatthepromotionboard
willunderstand,includingthelineofficerontheboard.• Tellhowyoucontributetoyourcommand,theNavy,andtheDoD.Mention
command/Navy/DoD-wideimpactyoumadeandcollateralduties.• Discussmentorshipandhowyouimpactothers.• Makesureyourbulletsshowgrowthandincreasedresponsibility.Asmentioned
above,don’trecyclefitrepbulletsfrompreviousfitreps.• Mentionawards,likeMedicalOfficeroftheQuarter,awardsfromprevious
commandsthatwerenotonyourlastfitrep,etc.Herearesomeexamplebullets:• AchieveddiplomatestatusintheAmericanCollegeofHealthcareExecutives.
IncreasedpreparationforExecutiveMedicinepositions.• CertifiedbyAmericanBoardofXXXXXX.Only10%ofNavy_____haveearnedthis
elitedesignation.• Increasedclinicvisitsbyover200perquarteranddecreasedreferralstothe
networkbyX%.• DevelopedXXXXXXclinicalpathwayandsaved$Xdollarsannually.• AttendedtraininginXXXXXandenhancedheralreadystrongskillsinXXXXX.• AmemberoftheXXXXcommitteeandachieved…• Createda70%costsavingstotaling$750K/yearcomparedtooutsourcing.Block41ClosingStatement
Alwaysendwitharecommendationforthenextpromotionandassignment/position.Ifyouarein-zoneforO6,youshouldtrytoincludeanExecutiveMedicinerecommendation.Yourreportingseniormayhaveastandardwayhe/shelikestodothelastline.Forexample,EPsgetthe“strongestrecommendation”forpromotion,MPsgeta“strongrecommendation,”andPsgeta“recommendation”forpromotion.Herearesomeexamplesfrommyrecentfitreps:• Flagofficerpotential!!!Myhighestrecommendationforearlypromotion!!!• CDRSchofershouldbepromotedearlytofillseniorleadershippositionsinNavy
Medicine!• DestinedforExecutiveMedicine.Mystrongestrecommendationforpromotion
toCaptain.• AfutureseniorleaderinNavy/ExecutiveMedicine.Recommendedfor
promotion.• AdynamicNavyleaderwithpotentialforExecutiveMedicine.Promoteaheadof
peers.• AfutureseniorleaderofNavyMedicine.Aneasychoiceforassignmentsleading
toXO/CO/ExecutiveMedicine.PromotetoCDRNOW!Block41–FinalThoughtsHereareafewfinalthingstokeepinmindbeforeyouwrapupyourblock41:• RememberthatifthereisaBinblock20youneedtoenterareasonfornon-
participationintheofficialPRT.Yes,youlosealineforthisbutthereisnowayaroundit.
• Ifyouaredetachingfromyourcommand,trytoidentifyyournextassignmentinblock41somewheretoassistthoselookingatyourfitrepduringapromotionboardinfollowingthecontinuityoftherecordandshowingthemthatyouareabouttoassumeincreasedresponsibility.This,ofcourse,assumesthatyouare…
• IfyouareinFull-TimeOutserviceTraining(FTOS),makesureyouhaveyourprogram/fellowshipdirectorcreateanarrativetocut/pasteintoyourNOBfitrepasblock41.ItishardenoughtopromotewhileinGME,somakesureyoufillblock41andgiveyourselfallthehelpyoucanget.
Block42Placean“X”intheboxforthepromotionrecommendationyouthinkyoudeserve.Ingeneral,youwillbemarkedNOBifyouhavebeenatthecommandlessthan90days,althoughthespecificpolicyisuptothereportingsenior.IfyouareamedicalstudentandanEnsign,youareprohibitedfromreceivingapromotionrecommendationhigherthanaPorPromotable.
Yourpromotionrecommendationmaygetchangedbyyourchainofcommand,butifIwasyouI’dgiveyourselfatleastonehighergradethanyouthinkyoudeserve!GiveyourselfanEPifyouaretheonlyofficergettingafitrepinyourcompetitivecategory.Makesureyoudonotdowngradeyourselffromyourlastfitrepandtrytomakesureyou“breakouttotheright”anddon’t“movetotheleft”onyourPSR.Thisiswhat“breakingouttotheright”ormovingfromaPtoanMPandthenanEPlookslikeonyourPerformanceSummaryReport(PSR)thatisshownatpromotionboards:
Thisiswhat“movingtotheleft”lookslike,whichyouwanttoavoidunlessitisexplainable:
Themostcommonreasonsthiswouldhappentoyouthatareexpectedbypromotionboardsandgenerallyacceptableare:• Youareselectedforpromotionorpromotetothenextrank.• Youchangecompetitivecategories,likewhenyougraduatefromresidency,stay
atyourtraininginstitution,andarenowcompetingwithstaffphysiciansonyourfitrep.
• Youmovetoanewcommandorgetanewreportingsenior.Block43Thiswillbeaddedupbyyourcommandonceallthefitrepsaredone.
Block44Getthisaddressfromyourlastfitrep,someoneelse’slastfitrep,oryourchainofcommand.Block45Yourtraitaveragewillbehere,butyouwon’tknowthesummarygroupaverage(andwhetheryouareaboveorbelowit)untilallthefitrepsinyourcompetitivegrouparedone.Ifyouaregettinga1/1fitrep,thenthisaveragewillbethesameasyourtraitaverage.Block46–SigningYourFitrepThisblockisfilledoutwhenyourfitrepisreturnedtoyouforreviewbeforeyousignit.Verifyyourname,socialsecuritynumber,andotheradministrativeentriesandmakesuretheyareallcorrect.Mystrongadviceisthatifyouhavequestionsaboutyourfitrep,discussthosewithyourchainofcommandbeforeyousignit.Accordingtothefitrepinstruction,thecommandissupposedtoverballydiscussyourperformanceduringtheperiodofthereportandexplainanyadversematters.Onceyouhavedecidedtosignthefitrep,checktheboxindicatingyourintentiontosubmitornottosubmitastatement(seebelowforthediscussiononstatements),andsignanddateallcopieswithblackorblue-blackink.Yoursignaturedoesnotimplyagreementwiththereport,butmerelycertifiesyouhaveseenthereportandunderstandyourrighttosubmitastatement.SubmittingaStatementYoumaysubmitastatementonanyfitrep,whetherornotthereportingseniorconsidersitadverse.Ihaveneverseenanygoodortangiblebenefitcomefromsubmittingastatementbuttoeachhisown.Thestatementmust:• Besubmittedwithintwoyearsafterthereportendingdateorprovide
acceptablejustificationforthedelay.• Benomorethantwopages.• Nothaveenclosures.• Betemperateintoneandconfinedtopertinentfacts.• Notincludeaccusationsorcountercharges.• Notquestionorimpugnthemotivesofthereportingseniororotherindividuals.
• Notcontainarequesttomodify,remove,replace,orinvestigateareport.Suchrequestsmaybemadeonlyaspartofoneoftheappealprocessesthatexist.
Ifyouwanttosubmitastatement,youshouldrefertochapter17ofthefitrepinstruction,BUPERSINST1610.10D.Thereportingseniorwillwriteaone-pageendorsementthatwillbefiledwiththefitrepandyourstatement,andyou’llgetacopy.Block47Ifyouaregettingaconcurrentfitrep,likewhenyouaredeployed,yourregularreportingseniorwillsignhere.TheFinalCheck–TheTop5CriticalFitrepMistakesWhenIwasaDetailer,Iwouldreviewalotofrecordsforpeoplewhofailedtopromote.OverandoveragainIwouldseefitrepsthatreflectedpoorlyontheofficer.Alotofthetimetheydidn’trealizeitwasevenanissue,andsometimestheydidittothemselves.Herearethetopfivefitrepmistakes,solet’stakethetimetodoonefinalcheckandmakesureyouaresettingyourselfupforfailure:
1.Gettinganythingotherthananearlypromote(EP)whenyouaregettinga1/1fitrep.
Ifyouaretheonlyofficerinyourcompetitivecategory(meaningthatyouaren’tcompetingagainstanyoneonthatfitrep),makesureyougetanearlypromote(EP).Ifyoudon’tgetanEPandgetapromotable(P)ormustpromote(MP),itreflectspoorlyonyouunlessitisclearlyexplainedinthenarrativewhyyouaregettingaPorMP.
Forexample,ifyourreportingseniordoesn’tgivenewlypromotedofficersanEP,yournarrativeshouldsaysomethinglike,“NewlypromotedofficersdonotreceiveEPrankings.”Sometimesthishappensbecauseyourreportingseniorisanofficerfromanotherserviceandhe/shedoesn'tunderstandthe“Navyrules”forfitreps.SometimesithappensbecauseeitheryouoryourreportingseniorwantstogiveyouaPorMPsoyoucan“showprogression”andgetanEP.Ifyouwanttoshowprogression,doitontheoverallmarks,notthefinalpromotionrecommendation.Forexample,giveyourselfa4.0EP,thena4.17EP,andfinallya4.33EP.DONOTgiveyourselfaPorMPifyouaregettinga1/1fitrep.DonotsignaPorMPfitrepifyouare1/1withouttalkingtoyourchainofcommandaboutit.Thisisahugeredflagtoapromotionboardandcanbedifficulttoovercome.
2.BothofficersinacompetitivegroupoftwogettinganMPfitrep.
Ifyouareinacompetitivegroupoftwo,yourreportingseniorshouldgiveoneofyouanEPandtheotheranMP.Ifhe/shegivesyoubothanMP,itreflectspoorlyon
bothofyou.Mostoftenthiswillhappenatanoperationalcommandand/orwhentherearetwoofficerswhoarecompetingbutareinthesamepromotionyeargroup.Makesureyourreportingseniordoesn’ttaketheeasyroadandgiveyoubothanMP.OneofyoushouldgettheEP,andtheothercangetanMPwithastrongnarrativeexplainingwhy,likeaforceddistributionstatement.
3.DecliningfromanEPtoanMPwithoutchangingcompetitivegroups(or“movingtotheleft”).
MostoftenIwouldseethiswhenaresidentwhowasinalargecompetitivegroupwasgivenanEPfitrep.Thenwhentheygraduatefromresidency,theircompetitivegroupshrinksandtheydon’tgetanEPbutareleftwithanMP.
IfIwasyou,I'dfightthislikeadog.Iftheycan'tkeepyouatanEPandyoudidn'tdoanythingwrongtodeservethis,makesurethereasonforyourdropfromanEPtoanMPisclearlyexplainedinthefitrepnarrative.
Ifthishappenstoyoubecauseyouarechangingcompetitivegroups,likewhenyougetpromotedormovefromresidency/fellowshiptoastaffphysicianatthesameinstitution,itisnotablackmarkinanywayandisexpected.
4.Notgettinga5.0inLeadership.
Ifyouarewritingyourownfitrep,youcan’tgiveyourselfa5.0ineverycategory,butofallthecategoriesLeadershipisprobablythemostimportantone.Makesureyougiveyourselfa5.0inLeadershipbecausethatiswhatthepromotionboardislookingtopromote,futureleaders.Havinglessthana5.0cansendabadmessagetotheboard.
Sometimesyouhavenocontroloverthis,andsometimesyoumaydeservelessthana5.0inLeadership,butdoyourbesttogeta5.0thereifatallpossible.
5.Givingyourselfanoveralltraitaveragelessthanyourreportingsenior’saverage.
Everyreportingseniorhasanoveralltraitaverageforeachrankthatincludesallofthefitrepsthatthey’vedoneforthatrank.Youwanttotryandfindoutwhatitis.
WhileareportingseniorcanlookuptheiraverageonBUPERSOn-Line,youcan’t.Youcan,though,seeitonyourPSRifyou’vereceivedafitrepfromthematyourcurrentrank.Althoughitchangeseverytimetheydomorefitreps,theiraveragethelasttimetheydidaroundoffitrepscanbefoundonyourPSRinthecolumnnamed“AVERAGER/SCUM.”Therewillbeawholenumber,whichisthenumberoffitrepsthey’verankedinthatrank,like3intheexamplebelow,andbelowthatwillbeanumbertothehundredth,like3.30intheexamplebelow,whichistheirreportingsenioraverageforthatrank.Thatisthenumberyouwanttobeabove.Inotherwords,thisreportingseniorhasonlyranked3officersinthatrank,andtheyoverallaverageis3.30.Youwanttobeabovethat.
Ifyouhaveneverreceivedafitrepfromyourreportingsenioratyourcurrentrank,maybeoneofyourfriendshas.Theotherwaytofindouttheiraverageistoaskyourchain-of-command.Someone,usuallythecommand’sfitrepcoordinator,willknowhisorheraverageforyourrank.
Itisprobablyobviousthatonceyoufindouttheiraverage,you’dliketomakesureyouareaboveit.SometimesthereisnothingyoucandotobeaboveitbecauseyouaregettingaPand/oryoudeservetobebelowit,butmakesureyoudon’trankyourselfbelowitifgiventhechancetowriteyourownfitrep.
TheFinalCheck-WhatisanAdverseFitrep?Accordingtothefitrepinstruction(BUPERSINST1610.10D),anadversefitrephasanyofthefollowing:• Atraitgradeof1.0• ApromotionrecommendationmarkofSignificantProblems(SP)• CommandorOrganizationalClimate/EqualOpportunitytraitgradedbelow3.0• Morethantwotraitsgradedas2.0• “Containscommentsindicatingseriousweakness,incapacity,orlackof
qualificationsforpromotionorassignment”Italsosays,“Areportshallnotbeconsideredadversesolelybecauseitmaymakethememberlesscompetitivethananotherforpromotionorassignment.”TranslationofYourFitreptoYourPSRAnotherfinalchecktomakeonyourfitrepistolookatitfromtheperspectiveofapromotionboard.Inotherwords,youneedtorealizethatonlycertainpartsofyourfitreparedisplayedatapromotionboard,andthosepartsareexplainedinthisdiagram.PromotionboardRecorderswillbedoublecheckingthelastfiveyearsofyourfitreps,butboardsmaygobackfurtherthanthat,soyou’llwanttocheckeverything.
Themostcriticalthingstocheckareyourprimarydutyinblock29.Makesureitistrulyyourmostimpressivecollateralduty/position/jobthatislistedthere.Andmakesureyourpromotionrecommendation(P,MP,orEP)isbreakingyououttotheright,notmovingyoutotheleft.
