FITREP Writing Tips for Writers and Reporting Seniors
CAPT Diana Novak, MSC,USN OIC, NEPMU-2 Norfolk
Why FITREPS
• Article 1129, U.S. Navy Regulations, 1990, requires that records be maintained on naval personnel “which reflect their fitness for the service and performance of duties.” • FITREPs on officers and chief petty officers, and Evaluation Reports (EVALS) on other enlisted personnel, are used for career actions (i.e. selection for promotion, advanced training, specialization or subspecialization, and responsible duty assignments.) • Timely, realistic, and accurate reports are essential for each of these tasks.
Teamwork in Developing FITREPS
• Input from member, primary and collateral duty supervisors, etc. • Rater reviews performance, assigns trait grades using performance standards, proposes career recommendations, prepares comments for Block 41. • Senior rater reviews rater's trait grades and career recommendations, expands comments, if necessary, and propose a promotion recommendation. • Reporting senior ensures FITREP standards have been respected, determines final distribution of promotion recommendations within member's summary group. • The smooth report is prepared and signed
Mid-Year Counseling
• • • • • Very important tool in the FITREP process. Provide feedback, motivate, and assist improvement Identify strengths and address important weaknesses Avoid personality and concentrate on PERFORMANCE – how does it support Unit mission? FITREP forms used as counseling worksheets; must be signed by the counselor and member Counselors may use the tick marks next to each performance standard, assign tentative trait grades, and write comments Under no circumstances should a future promotion recommendation be promised during counseling. Member should be given a copy of the counseling worksheet at the time of counseling.
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Write your FITREP with this in mind
• "If I had only a few seconds to read this report, what would it tell me about the member's (my) progress and promotion potential?“
• Write your FITREP for a promotion board member
PRIMARY/COLLATERAL WATCHSTANDING DUTIES ( Block 29)
• Most significant primary duty. Examples: DIRECTOR, DEPT HD, ENVHLTHOFF, INDHYGOFF, RADHLTHOFF, etc. • Be as clear as possible. This entry appears as duty assignment on your Performance Summary Report (PSR). • Duty Titles. Most significant primary duty; other duties; collateral duties; watchstanding duties. Example: RADHLTHOFF-7; MESS TREASURER-8; CHAIRMAN, SPACE UTILZATION COMM; CDO-3 • Periods Not Available for Duty. Identify periods during which no duties were assigned. Example: TEMADD 2001OCT182001NOV30 • Job Scope Statement. Briefly state scope of primary duty responsibilities. Include technical or professional duties, personnel supervised, budget administered. Example: Responsible for all Unit medical issues; managing 20 military.
Trait Grades (Blocks 33-39)
• Meaning of trait grades are printed on the form, along with representative performance standards • 5.0 grade reserved for performance which is far above standards, and is notable for its exemplary or leadership quality • The 1.0 grade means generally poor performance which is not improving, or unsatisfactory performance with respect to a single standard • For the majority of officers, most of the trait grades should be in the 2.0 to 4.0 range
Recommendation (Block 40)
• Reporting senior's recommendations, based on performance • Be realistic. Do not recommend for programs or assignments for which the member is not or cannot become qualified • Be specific. The instructions on the form give examples of areas to be considered, not necessarily the specific entries desired • First recommendation should be for next significant career milestone; should be useful to detailers and screening boards • Do not enter very long-range goals, regardless of the member's promise (e.g., do not recommend a LTJG for command screening)
Fitrep Observations
• Write your bullets for Block 41in this format:
Action verb …………. object of the action………….results/impact of the action
• Must answer the “so what?” question
Style and Content of Block 41
• Space is limited. Get directly to performance. Do not use puffed up adjectives. • Use direct, factual writing. Allow performance to speak for itself. Bullet style is preferred. • Give solid examples of performance and results. • Comparisons in general terms, supported by evidence, e.g., "Best (EHO, IHO, etc).. . . in the command, as demonstrated by (give solid examples). . . " • Comment on poor performance or misconduct, only where necessary. Report is a permanent official record. • Define acronyms. • Avoid recommendations. Use the sections of the report that have been set aside for them (Block 40)
FITREP Report Update
• For all officers – it is mandatory to comment on:
– Efforts and results in fostering a command and workplace environment conducive to the growth and development of personnel. – Advancement results, career development, retention efforts/results
FITREP Observations (Block 41)
• For the writer:
– Don’t use job specific language or acronyms – Remember, the board membership is more than just your designator or specialty
• For the Reporting Senior:
– Say what needs to be said…..board members struggle with “What message is the reporting senior trying to send?”
Written Comments (Block 41)
A recent Reporting Senior wrote: “Read this carefully…the rules force me to make him only a Must Promote. He is an Early Promote! He is rated against another 0-5 who has been my Acting Executive Officer for 7 months. He certainly would be an EP in any other setting.” (The Good!)
Written Comments (Block 41)
A recent Reporting Senior wrote this bullet: “Maintains a positive demeanor and strives for success in every challenge. Regrettably not equipped to handle the fast paced operational and watch standing environment specific to the SWO community. Highly recommended for staff or restricted line community transfer where his strength as an officer will allow him to excel.” (The Bad!)
Written Comments (Block 41)
A recent Reporting Senior wrote this bullet: “Lacking situational awareness, he failed to compartmentalize between personal and professional issues..…engaged in crude, socially unacceptable behavior and frequently spoke before thinking, compounding his poor oral communication skills.” (The Ugly!)
Written Comments (Block 41)
Opening:
“Ranked 1 of 10 hand-picked active duty officers.”
Closing:
“He has my strongest endorsement and
recommendation for major command and accelerated promotion to Captain – NOW.”
Promotion Recommendation
(Block 42)
• Promotion recommendation must be consistent with the performance trait grades • Do not make "Early Promote" and "Must Promote" recommendations merely because quotas are available • Do not recommend any member as "Promotable" who could not, if called on, currently perform the basic duties of the next higher grade • Do not automatically place individuals in the "Early Promote" category when they are evaluated singly (i.e. the “kiss” goodbye) • Use the same standards for trait grades and recommendations for all members of the command
Recommendation for Promotion
Reporting Seniors… Don’t send mixed signals!
Promotion Recommendation 42. INDIVIDUAL 43. SUMMARY NOB Significant Problems Progressing Promotable Must Promote Early Promote
0
0
0
0
X 2
0
OR??
Promotion Recommendation 42. INDIVIDUAL 43. SUMMARY NOB Significant Problems Progressing Promotable Must Promote Early Promote
0
0
0
0
1
X 1
Recommendation for Promotion
If you can get a job that allows you to be ranked…do so!
Promotion Recommenda tion
42. INDIVIDUAL 43. SUMMARY
NOB
Significant Problems
Progressing Promotable
Must Promote
Early Promote
X 0 0 1 23 15** 9
**This officer was the #1 MP at the Command – so the board knew he was 10 of 48!)
OR??
Promotion Recommend ation
42. INDIVIDUAL 43. SUMMARY
NOB
Significant Problems
Progressing Promotable
Must Promote
Early Promote
0
0
0
0
0
X 1
Promotion Observations
• Performance in competitive jobs is the number ONE indicator of success - past and future • Hard jobs are better • Filling in blocks of OSR is very good:
– Additional quals – Masters/Advanced Degrees – Subspecialties
• Avoid “Not Observed” FITREPS for long periods of time
Misconduct Reporting
• Adverse or downgraded FITREPS/EVALS may not be directed as punishment or used as an alternative to the proper disposition of misconduct under the UCMJ • Reports may not mention nonpunitive censure, or investigatory, judicial, or other proceedings which have not been concluded or which have exonerated the member. • FITREPS should take into account misconduct which has been established through reliable evidence to the reporting senior's satisfaction.
Member’s Rights and Responsibilities
• Sign all regular reports, unless impossible to do so • Receive a copy of every report from the reporting senior at the time it is signed. • The right to submit statements to the record, either at the time of the report or within 2 years thereafter. • Review records, and ensure records are complete. • The right to communicate directly with selection boards • There are various avenues to appeal for change or removal of their reports
Retaining Reports
• The reporting senior must retain copies of officer FITREPs for 5 years. • The command must retain copies of enlisted FITREPs and EVALs for 2 years. • Counseling worksheets must be held in a Privacy Act records system until the member detaches, then destroyed.
Sample FITREP Bullets
• Initiated program resulting in the training of embarked nursing staff for the continued application of hypnotheraputetic protocols in a clinical setting.
So what?
• Re-write: Set up first-ever clinical hypnosis credentialing program for nurses on board ships. Established protocols, and assisted in the credentialing of 4 nurses on USS KERSARGE. SURFLANT adopted this program for all ships.
Sample FITREP Bullets
• Spearheaded project to establish predetermined personnel casualty routing during combat drills, resulting in more expeditious casualty movement and treatment. •
So what?
Re-write: Recognized problem in patient movement during combat drills and fixed it! Rerouted patients without interfering with ship’s operations and saved both time and lives.
Sample FITREP Bullets
• Personally authored lesson training guides and instructed classes on Prevention and Control of Tuberculosis, Sexually Transmitted Diseases, Prevention and Investigation of Food-borne Illnesses, and CBRE Courses.
So what?
• Rewrite: Recognized Preventive Medicine expert by Navy and civilian public health communities. Authored case studies of diseases in operational settings, developed course curriculums, and published in peer-review journals. Educated over 1000 medical providers on identifing and treating Chemical, Biological, and Radiological injuries and illnesses.
Actual FITREP Bullets
• • • • • • • • • • • • • • His men would follow him anywhere, but only out of curiosity. This Officer is really not so much of a has-been, but more of a definitely won't-be. When she opens her mouth, it seems that this is only to change whichever foot was previously in there. He has carried out each and every one of his duties to his entire satisfaction. Technically sound, but socially impossible. This Officer reminds me very much of a gyroscope - always spinning around at a frantic pace, but not really going anywhere. This young lady has delusions of adequacy. When he joined my ship, this Officer was something of a granny; since then he has aged considerably. Since my last report he has reached rock bottom, and has started to dig. She sets low personal standards and then consistently fails to achieve them. He has the wisdom of youth, and the energy of old age. This Officer should go far - and the sooner he starts, the better. The only ship I would recommend this man for is citizenship. Works well when under constant supervision and cornered like a rat in a trap Note to readers: These are NOT sample bullets for your next FITREP!