Promotion Process Frequently Asked Questions
How do I determine when I’m eligible for promotion consideration?
Eligibility for consideration for temporary promotion
is based on the officer's number of years of training and experience credit,
the amount of time in grade during the current tour, and the amount of time in
active duty service during the year (as of March 1st of that year for O-4) in
which their Official Personnel Folder (OPF) is to be reviewed by a Promotion
Board. For competitive promotions, OCCO will notify you via the web site of
your eligibility for promotion and will post an informative memorandum for
promotion eligible officers prior to the time in which the Promotion Boards
convene for that promotion year (PY). For Promotion Year 2008 (PY08), you
should logon to the "Officer and Liaison Activities" screen under the
"Secure Area" of the Commissioned Corps Management Information System
(CCMIS) Web site — http://dcp.psc.gov to determine if you are eligible for
competitive temporary and/or permanent grade promotion consideration. The
Commissioned Corps Promotion policy information (effective PY04) is contained
in the Electronic Commissioned Corps Issuance System (eCCIS)
Book 3, Chapters 1
& 2, Section 1, Instruction 01 (old CCPM 23.4, INST 1 & 2). These
INSTRUCTIONS are available on the CCMIS Web site. Select the "Publications”tab,
then click "Commissioned Corps Issuance System," then click on "Table
of Contents,” then click on the “+” next to “Book 3: Personnel Management”, then
click the “+” next to “Chapter 3:--Promotions and Reductions.” For Permanent
Grade Promotions, click on the “+” for Section 1:--Permanent Grade Promotions
and then click on the link “Inst 331.01:--Permanent Promotions (old CCPM:
CC23.4.1).” For Temporary Grade Promotions, click on the “+” for Section
2:--Temporary Grade Promotions and then click on the link “Inst 332.01:--Temporary
Promotions (old CCPM: CC23.4.2).”
do I know what my Training & Experience (T&E) date is?
The T&E date is the date constructed to
reflect the total professional qualifying collegiate education, postgraduate
training, and work experience (established in the applicable appointment
standard) as determined by that category's appointment board for each officer
in that category determined upon call to extended active duty or appointment to
that category; it also reflects limitations in the amount of time to be
credited as set forth in the applicable appointment standards.
Section II (Pink Section) of the
Electronic Official Personnel Folder (OPF) has the T&E document (or
worksheet) used to compute your T&E date. Your T&E date is also
available in the "Secure Area" of the CCMIS Web site under the
heading "Access Commissioned Corps Seniority Roster (Blue Book)." The information is also located on an officer's PIR.
do I know how much time in grade (TIG) I have?
Your TIG is the amount of time served in your current
temporary grade during the tour you are currently serving on active duty and is
calculated from the most recent of either the "Latest Entry on Duty"
date located under "General Information" on the PIR or the effective
date of your last temporary grade promotion (found on your last temporary
promotion personnel order in the pink section of your OPF).
do I know how much time in service (TIS) I have?
TIS is comprised of your total Public Health Service (PHS)
active duty time plus prior active duty military time (if applicable). Both can
be found under "Creditable Service" on the PIR. Prior military
service time is capped at 3 years if you are eligible for temporary O5 and 6
years if you are eligible for temporary O6. Prior military service time is not
counted towards promotions to the temporary O4 and below. Note: Only PHS
Commissioned Corps time and Prior Military Service time are credited towards
the "Time in service" component. Civil service, military reserve, and
inactive reserve service time are not applicable to this calculation.
To Whom does the "time in service" requirement
The time in service requirement applies to all commissioned
corps (CC) officers, including both Inactive Reserve Corps (IRC) officers
recalled to extended active duty and inter-service transfers from other
Uniformed Services. Time in service can be a combination of current and
previous tours in the PHS (or may include portions of service on active duty in
another Uniformed Service as noted in eCCIS, Book 2, Chapter 2 & 3, Section
1, 2, 3, Instruction 01 on the CCMIS website.
To Whom does the "time in grade" requirement apply?
The time in grade requirement applies to all Commissioned
Corps officers, including both Inactive Reserve Corps (IRC) officers recalled
to extended active duty and inter- service transfers from other Uniformed
Services and is computed based solely on the current tour of active duty in the
Who can be eligible for "Non-competitive"
All officers who meet T&E requirements (and minimum 6
month PHS TIS requirement for interservice transfers) become eligible for
noncompetitive temporary promotion consideration to the Assistant (O-2) and the
Senior Assistant (O-3) based on an administrative review process. Additionally,
Medical officers who meet T&E requirements (and minimum 6 month current
tour TIS requirements) become eligible for noncompetitive temporary promotion
consideration to the Full grade (O-4). Note: In each instance, certain
administrative requirements must be met and all necessary documentation must be
received in OCCO (for the requirements see eCCIS Book 3, Chapter 3, Sections 1
& 2, (old CCPM CC23.4, INST 1 & 2, Section E). Officers eligible for
non-competitive promotion are reviewed administratively and are then promoted
if all criteria are met. Officers eligible for non-competitive promotion are
not reviewed by a promotion board.
When are "Non-competitive" temporary promotions
Non-competitive temporary promotions may be effective on
the first day of the month following the date upon which the officer attains
eligibility for promotion provided that all requirements are met and all
necessary documentation is received by OCCO. In each instance, when
requirements are met and all necessary documentation is received in OCCO,
officers will be notified of the promotion via a personnel order (P.O.) mailed
to them (a copy will also be scanned and indexed into the Pink Section of the
does the "competitive" promotion review consist of?
Officers eligible for competitive promotion (all
Regular Corps Permanent grades, all Reserve Corps Permanent grades O-4 and
above, all Temporary grades O-4 and above (except Medical: Temporary O-4 is
non-competitive for the Medical category only) are reviewed by a Promotion
Board. The Promotion Board review includes careful consideration of the
officer's career as it relates to the five precepts upon which promotion
recommendations are based. These five precepts are: 1) Performance, 2) Education,
Training, & Professional Development, 3) Career Progression &
Potential, 4) Characteristics of Career Officer and Service to the Corps, and
5) Response Readiness.
Who reviews the records of officers eligible for consideration for
The records of officers eligible for consideration
for promotion are reviewed by categorical/group boards. (e.g., Medical Board
reviews only physicians, Pharmacist Board reviews only pharmacists, etc.) Each
promotion board consists of five members who are as representative as possible
of the category or group in terms of Agency Operating Division (OPDIV)/Program,
specialty, and are at the Director (O-6) grade.
When do Promotion Boards meet?
Promotion boards meet each Spring to review records of
officers eligible for promotion consideration from July 1st of that year
through June 30th of the following year.
Is there an Agency Recommendation?
Yes. The "Reviewing Official Statement" or ROS is
used as an item for consideration by the Promotion Board under the
"Performance" Precept. The ROS is provided by each Agency for each promotion-eligible
officer. The ROS is a 1-page summary of the Agency's promotion recommendation
for the officer. The ROS addresses three conditions: 1) Promotion Readiness, 2)
Leadership, and 3) Mission contribution.
officers in a category are reviewed, do officers compete against each other?
No. In evaluating an officer for promotion, the Board
references the benchmarks for each category of the "best qualified"
officer. The Board compares the officer, as reflected in the OPF, against the
theoretical "best qualified" officer. This "best qualified"
officer is the only competition for any one officer being reviewed by a
Promotion Board. Each professional category has established benchmarks which
address that qualifications determined to reflect the "best
do the members of a Promotion Board score an officer who is eligible for both a
temporary and permanent grade (or why does it look like I have duplicate
If an officer is considered for a temporary and
permanent promotion, there will be a score sheet and a Promotion Information
Report (PIR) for both grades in the confidential document section of the eOPF.
some cases, the scores the officer receives will be the same, but they may not
be the same since Board members may review the officer’s eOPF and score each
type of promotion independently.
documents in the OPF are considered important for review by a promotion board?
Although the Blue, Green, and Pink Sections are available for
review, Board members find that Section I of form PHS-838, the
"Commissioned Officers' Effectiveness Report" (COER) gives an officer
the opportunity to provide specific information about the previous year's
duties, accomplishments, and goals. An up-to-date Curriculum Vitae (CV) is
essential for outlining major duties and outcomes demonstrating progressive
growth in an officer's career and a continued increase in professional value to
the PHS as well as a composite list of significant advanced training and/or
continuing education in reverse chronological order. Also, the
Reviewing Official Statement (ROS) and Officer Statement (OS) are
integral parts of the board review.
How often may
an officer serve as a member of an Annual Temporary Promotion Board (ATPB)?
No officer may serve as a Promotion Board member for the
same category or group more frequently than one time every 3 years.
How many times may an officer be nominated for an
Exceptional Proficiency Promotion (EPP)?
For each temporary grade, an officer may be nominated one
time for an EPP based on the possession of unusual levels of training and/or
professional experience or unique qualifications required by the PHS
Commissioned Corps. Nominations prior to PY04 will not be counted as an
My supervisor wants to nominate me for an EPP. What should
Each agency has an EPP quota. Commissioned Corps (CC) Liaisons
must submit all EPP nomination lists to OCCO by a specified date (for PY08,
Agencies are instructed to have nominations to OCCO by November 1, 2007).
Officers should contact CC Liaisons for necessary information. Select the "About
Us" link on the CCMIS Web site for CC Liaison contact information. Also for
more information on EPP eligibility and nomination procedures, review
Book 3, Chapter 3, Section 2, Instruction 01 (old CCPM CC23.4, INST 2).
Does examination for an EPP count against an officer's 3
opportunities for promotion?
No, an officer who is reviewed for an EPP will NOT be
considered as having been passed over for temporary promotion (see
3, Chapter 3, Section 2, Instruction 01 (old CCPM CC23.4, INST 2, Section L.7)).
How can I obtain more information about the Response
Readiness Precept and the subsequent requirements?
Visit the OFRD Web site located at the following link: http://ccrf.hhs.gov/ccrf/. Questions and comments
regarding OFRD matters can be directed to them by email to
Does failure to be promoted to the temporary grade work
against an officer when reviewed by subsequent Boards?
Promotion Boards are charged to review the complete eOPF and
score according to its total contents. There are no scoring procedures which
establish lower rates for officers previously considered for promotion.Officers who score/rank in the bottom decile (10%) three consecutive years are
removed from Temporary Grade promotion eligibility and will be referred to a
Retention Board. The Retention Board may reinstate the officer’s Temporary Grade eligibility or recommend the involuntary
separation of the officer or other measure(s).
If not promoted, is there a limit after which an officer
cannot be considered for promotion?
If Promotion Boards recommend that an officer be promoted
and there is an absence of any adverse actions, an officer may be considered
for promotion until successful unless the officer scores/ranks in the bottom
decile (10%) three consecutive years.Officers who score/rank in the bottom
decile (10%) three consecutive years are removed from Temporary Grade promotion
eligibility and will be referred to a Retention Board. The Retention Board may
reinstate the officer’s Temporary Grade eligibility or recommend the
involuntary separation of the officer or other measure(s).
What action, if any, should an officer take who is not
It is highly recommended that an officer who is not
- Review the comments and recommendations
provided by the members of the Promotion Board in the score sheet found in
the Confidential Document section of their online eOPF;
- Compare their ranking and precept
scores with those officers promoted (available under "Officer &
Liaison Activities"- temporary promotion statistics only);
- Schedule meeting with supervisor to
discuss work plans, expectations, and performance;
- Contact OPDIV/Agency Commissioned Corps
Liaison to discuss Agency Reviewing Official Statement;
- Arrange for discussion with Chief
Professional Officer (CPO), Professional Advisory Committee (PAC)
Chairperson and/or a mentor to discuss issues specific to officer's
category, and which demonstrate a sustained level of performance to be as
competitive as possible in the next promotion board.