Joel Schofer’s Fitrep Prep...2019/02/10  · Joel Schofer’s Fitrep Prep Joel Schofer, MD, MBA,...

JoelSchofer’sFitrepPrepJoelSchofer,MD,MBA,CPE,FAAEM

jschofer@gmail.comMCCareer.org

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.