Joel Schofer’s Fitrep Prep · PDF file1/29/2017 · Joel Schofer’s...
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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, which can be downloaded at: https://mccareer.org/cdr-schofers-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 this information. • 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.
Transcript of Joel Schofer’s Fitrep Prep · PDF file1/29/2017 · Joel Schofer’s...
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,whichcanbedownloadedat:
https://mccareer.org/cdr-schofers-promo-prep/
• Alistofyouraccomplishmentsandcollateraldutiesyou’veheldsinceyourlastfitrep.Thiscouldbeona“bragsheet”(adocumentsomecommandsrequireyoutosubmitwhendoingyourfitrep)orsomewhereelseyou’vechosentotracktheseitems.Forexample,IusemyCVforthis.Inreality,youcanusewhateveryouwant,butyouneedthisinformation.
• 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).
BLOCK3-Enteryourfour-digitofficerdesignator,whichis2100.
BLOCK4–Enteryoursocialsecuritynumberandmakesureitisaccurate.
BLOCK5–AllActiveDutywillcheck“ACT.”
BLOCK6–EnteryourUnitIdentificationCode(UIC),whichyoucangetfromblock98onyourOfficerDataCard(ODC)oryourorders.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”arenotapplicabletoMedicalCorpsofficers.
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:
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“Significant
Problems.”
• 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(nurse,MedicalServiceCorps,lineofficer,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.Donotleavethisblank.Ifforsomereasonyoudonotdesireanentryinthisblock,perhapsbecauseyouare
retiringorresigning,enter“NA”or“NONE”inthefirstblock.Donotenterverylong-rangegoals(e.g.,donotrecommendyourselfforXOwhenyouareaLT).
BLOCK41–Thisiswhereyouexpresswhyyoushouldberatedhighlyonthisfitrep,andwhyyoushouldbepromotedatthepromotionboard.Sometipsonstyleinclude:
• Beconciseasspaceisverylimited.• Becausespaceislimited,don’trepeatwhatyoualreadysaidinblock29.• Bulletstyleispreferred,asdetailedbelow.• Youdon’thavetomentionyourname.Theyknowthisblockisaboutyou.Itis
onyourfitrep!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.• IfnotforforceddistributionandbeingjuniorLT…CommentslikethisareespeciallyimportantatheadquarterscommandslikeBUMEDorBUPERSwherethereisalargepoolof“stars.”
Ifnoneofthesesituationsapply,thenjustwritethebestopeninglineyoucanaboutyourself.Herearesomefrommylastfewfitreps:• ExemplaryperformanceasCommandingOfficerofajointunit!• Exemplaryleaderandacademicianwhoperformedatthelevelofasenior
Commander.• NavyMedicinerisingstarwithexpandingleadershipandacademicexcellence!• NationalleaderandsuperstarinEmergencyMedicinewithunparalleled
academicproduction!• Top-tier,first-rateclinicianwhoisanationalleaderinEmergencyMedicine.Yougettheidea…WritingYourBulletsHerearesometipsforwritingfitrepbullets:• Asmentionedabove,alwayswriteinthepasttense.• Alsoasmentionedabove,youcanborrowlanguagefromthepromotionboard
conveningorder.• Clinicians–focusonhowyoucontributedtoMTFoptimization,increased
enrollment,improvedaccesstocare,improvedcustomersatisfaction,etc.• Researchers–focusontheimpactofyourworkonDoDandtheNavy,notthe
science.• Putyourleadershipinyourprofessionintocontextthattheboardwill
understand.• Tellhowyoucontributetoyourcommand.Mentioncommand-wideimpactyou
madeandcollateralduties.• 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.• AdynamicNavyleaderwithunlimitedpotentialforExecutiveMedicine.
Promoteaheadofpeers.• AfutureleaderofNavyMedicinewithunlimitedpotential.Aneasychoicefor
assignmentsleadingtoXO/CO/ExecutiveMedicine.PromotetoCDRNOW!Block41–FinalThoughtsHereareafewfinalthingstokeepinmindbeforeyouwrapupyourblock41:• RememberthatifthereisaBinblock20youneedtoenterareasonfornon-
participationintheofficialPRTsomewhereinblock41.Yes,youlosealineforthisbutthereisnowayaroundit.
• Ifyouaredetachingfromyourcommand,trytoidentifyyournextassignmentinblock41somewheretoassistthoselookingatyourfitrepduringapromotionboardinfollowingthecontinuityoftherecord.
• 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:• Youpromotetothenextrank.• Youchangecompetitivecategories,likewhenyougraduatefromresidency,stay
atyourtraininginstitution,andarenowcompetingwithstaffphysiciansonyourfitrep.
• Youmovetoanewcommandorgetanewreportingsenior.Block43Thiswillbeaddedupbyyourcommandonceallthefitrepsaredone.Block44
Getthisaddressfromyourlastfitrep,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.Such
requestsmaybemadeonlyaspartofoneoftheappealprocessesthatexist.
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,itreflectspoorlyonbothofyou.Mostoftenthiswillhappenatanoperationalcommandand/orwhentherearetwoofficerswhoarecompetingbutareinthesamepromotionyeargroup.Makesureyourreportingseniordoesn’ttaketheeasyroadandgiveyoubothanMP.
OneofyoushouldgettheEP,andtheothercangetanMPwithastrongnarrativeexplainingwhy.
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.
Themostcriticalthingstocheckareyourprimarydutyinblock29.Makesureitistrulyyourmostimpressivecollateralduty/position/jobthatislistedthere.Andmakesureyourpromotionrecommendation(P,MP,orEP)isbreakingyououttotheright,notmovingyoutotheleft.
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