Chapter 14 – Guidance For Signatures

14-1. Purpose.

This chapter provides procedures to follow when required signatures are difficult or impossible to obtain.

14-2. Rater and Senior Rater Signatures.

a. Rater or Senior Rater Unavailable to Sign.

Type the reason (e.g., DETACHED, DEPLOYED, LEAVE, or a similar phrase in the signature block). The report will be accepted without the signature.

b. No Rater or Senior Rater Available.

If no one is available to serve as rater or senior rater, type “NONE AVAILABLE” in place of a signature. When only one person is available, that person should sign as the rater rather than senior rater. The same person may not sign two or more blocks.

c. Rater or Senior Rater Fails to Sign.

The rater, senior rater, and reporting senior are expected to reach overall
agreement. In the unusual situation where a reporting senior does not agree with the trait grades or related comments assigned by either the rater or senior rater and consensus cannot be reached, the evaluation shall reflect the reporting senior’s decision. On the finished report, type “REFUSED TO SIGN” in the signature blocks for either the rater, senior rater, or both, whichever may be the case. Neither the rater nor senior rater may submit a report separate from the reporting senior. The rater and senior rater may not endorse a statement
submitted by the member.

14-3. Reporting Senior Signature.

Reporting seniors must personally sign each report on which their name appears. In addition, the reporting senior will include the Member Trait
Average (FITREP / CHIEFEVAL only) and Summary Group Average next to the line identifier in block 50 (EVAL) and block 45 (FITREP / CHIEFEVAL). This information is provided to the members so they are aware of their standing within the group being evaluated at that time. The reporting senior whose name appears in block 22 must sign all reports. By direction, For, Acting, ghosted, stamped, or facsimile signatures are not allowed. If a
reporting senior becomes incapacitated, the CO or ISIC, as appropriate, will designate a new reporting senior. Guidelines are in chapter 2.

14-4. Member Signature.

A member’s signature is desired on all reports and is required on most Regular reports. For exceptions, see the chapters devoted to specific reporting situations. Use the following guidance when a signature is required, but is difficult or impossible to obtain.

a. Member on Leave, Assigned TEMADD, or Remotely Assigned.

If the member is not expected to return to or visit the command within 15 days (active duty) or 30 days (inactive duty) and the report is not adverse, the reporting senior should enter “Certified Copy Provided” in the member’s signature block and submit the report to NAVPERSCOM (PERS-32). Forward a copy to the member’s current address. This copy becomes the official copy filed in the member’s OMPF. A signed copy from the member is not required and NAVPERSCOM (PERS-32) will not remove the certified copy from the member’s OMPF and replace it with a signed copy.

b. Member Transferred Before Report is Signed.

A reporting senior should complete the report and obtain the signature before the member leaves the command. This is a courtesy due to the member and saves time for all concerned. If the member has left the command, use the following procedures:

(1) E1 to E4.

The reporting senior shall sign and date all copies. Retain the command copy and send all other copies to the member’s new command under a cover letter (see exhibit 14-2). If the member submits a statement, the receiving command will forward the statement to the reporting senior to be
endorsed and returned. The option to use “Certified Copy Provided” in the signature block is authorized by the detaching command as long as the report is not adverse.

(2) E5 to E9.

(a) Report Not Adverse.

The reporting senior shall sign and date all copies and write “Certified Copy Provided” in the member’s signature block and submit the report to NAVPERSCOM (PERS-32). Send the member’s copy to the member’s new command under a cover letter (see exhibit 14-2).

(b) Report Adverse.

The reporting senior shall sign and date all copies. Mail an advance copy to NAVPERSCOM (PERS-32) with its summary group (see chapter 1). Retain the
command copy and send all other copies to the member’s new command under a cover letter (see exhibit 14-2). The receiving command will obtain the signature and return the reporting senior and NAVPERSCOM copies to the originating command. If the member submits a statement, also return the statement to the reporting senior for endorsement and forwarding to NAVPERSCOM (PERS-32).

(3) Officers.

(a) Report Not Adverse.

The reporting senior shall sign and date all copies and enter “Certified Copy Provided” in the member’s signature block and submit the report to NAVPERSCOM (PERS-32). Send the member’s copy to the member’s new address.

(b) Report Adverse.

The reporting senior shall sign and date the member’s copy only. Make three extra copies, retain two, and mail the other as an advance copy to NAVPERSCOM (PERS-32) with its summary group (see chapter 1). Mail the
NAVPERSCOM’s copy, the member’s copy, and reporting senior’s copy to the officer with a stamped return envelope. Direct the officer to sign and return NAVPERSCOM’s copy and the reporting senior’s copy within 10 calendar days. Explain the procedures for preparing a statement, and enclose a copy of the instructions concerning statements in chapter 17. Upon return of NAVPERSCOM’s copy and the reporting senior’s copy, the reporting senior will sign and date the NAVPERSCOM copy (using the original signature date), and forward the report to NAVPERSCOM (PERS-32).

c. Member Separated.

(1) Report Not Adverse.

Do not attempt to obtain the signature of a separated member who has already departed the area. Enter “SEPARATED” and the date separated. Send a copy to the member’s home address.

(2) Report Adverse. Attempt to obtain the signature by mail. The reporting senior will sign the member’s copy and a reproduced record copy. Mail these copies to the member’s home address. Explain the adverse matter, the right to make a statement, and direct the member to sign and return the reproduced record copy with a statement, if desired. (See exhibit 14-3 for the cover letter.) When the member returns the report, mail the original copy to NAVPERSCOM (PERS-32).

d. Procedures when Member Signature Not Obtained.

If actions to obtain the member’s signature have been unsuccessful, close out the report as follows:

(1) Report was Forwarded for Signature and Not Returned.

Initiate tracer action after 15 days. If no response has been received after an additional 15 days, forward a copy of the report to NAVPERSCOM (PERS-32) noting that no reply was received. Enter in the signature block “TRANSFERRED – NO RESPONSE TO TRACER.”

(2) Member Fails or Refuses to Sign.

If member is missing, deployed on a strategic deterrent patrol, unauthorized absence, in deserter status, etc., and cannot sign or refuses to sign, enter an explanatory phrase in the signature block. Forward the report to NAVPERSCOM (PERS-32). Provide a copy of the letter to the member. If an enlisted member has refused to sign, complete a NAVPERS 1070/613 Administrative Remarks (using electronic service record) entry witnessed by the reporting senior and submit to the member’s OMPF.