Chapter 2 – Qualifications of Reporting Seniors


2-1. Purpose.

This chapter provides information needed to determine the qualifications of reporting seniors and raters, and the extent and limits of their reporting authority.

2-2. Reporting Senior.

U.S. Armed Forces or civilian official of the U.S. Federal government who are authorized under this instruction to submit FITREPs / CHIEFEVALs / EVALs on authorized occasions may evaluate performance only for the period during which the member is subject to the reporting senior’s authority, unless otherwise provided in this instruction.

2-3. Reporting Senior Authority of COs.

A CO may submit properly authorized FITREPs, CHIEFEVALs, and EVALs on any individual, regardless of rank, who has reported to that CO for permanent, temporary, or ADDU under competent written orders. For purposes of this manual, a CO is any person, military or civilian, who exercises command or direction of a commissioned or established Navy or Marine Corps unit or activity; an administrative or task organization of such units or activities, which has been established by competent authority; or an equivalent unit, activity, or organization in another department or agency of the U.S. Federal government. Normally, a Navy or Marine Corps unit/activity has been commissioned or established if it is listed in the Standard Navy Distribution List. A Navy Reserve unit has been commissioned or established if it has a Chief of Naval Operations approved Reserve Unit Activity Document (RUAD).

2-4. Authority of OICs.

OICs and persons with equivalent titles are reporting seniors in their own right only if in charge of commissioned units or established activities as defined above. Otherwise, they may submit reports only if appointed as a delegated reporting senior. COs having subordinate OICs shall ensure that their reporting authority is clearly and correctly defined.

2-5. Authority of Enlisted OICs and Federal Civilian Employees in Command Positions.

An enlisted OIC in the grade of E9 and civilians in command positions who hold the grade of GS-9 through GS-12 may sign reports on E5 and below. A CPO or SCPO may sign reports on personnel E4 and below only. GS-13 or equivalent may sign reports for E1 to E9. Reporting senior authority for enlisted OICs in the grade of E7 and E8 may be delegated to sign E5 reports with the prior written approval of NAVPERSCOM (PERS-32). All other reports will be signed by a senior in the chain of command having authority to report on the member concerned.

2-6. Raters.

EVALs on enlisted personnel E6 and below should contain the signatures of a rater and senior rater. The signature of the reporting senior is required. This ensures Navy’s senior enlisted and junior officer supervisors are properly included in the enlisted evaluation process. Raters and senior raters are designated by the command using the guidelines in table 2-1. The rater should be a Navy CPO for E5 and E6 personnel whenever possible. If none is available within the command, the rater will be a military or civilian supervisor who is an E7 equivalent or higher. The senior rater may be omitted where the reporting senior is the rater’s immediate supervisor. Typically, the senior rater is the division officer or department head. Raters do not sign FITREPs or CHIEF EVALs on officers and CPOs, but a similar system may be used for drafting FITREPs and CHIEF EVALs. For E4 and below personnel, the rater can be an E6.

2-7. Delegated Reporting Seniors.

A delegated reporting senior is a person designated in writing by a CO to submit FITREPs, CHIEF EVALs, or EVALs for which that CO would otherwise be responsible. This delegation of authority must not be solely for the purpose of reducing the summary group size or increasing the promotion quotas. Delegation of reporting senior authority constitutes a transfer of that authority with the CO retaining certain oversight responsibilities as set forth below:

a. Delegation of Reports on Officers.

Generally, FITREPs on officers are held to the CO level with delegation permitted. Delegated reporting seniors for officer reports must be in the grade of commander (O5), GS-14, or equivalent. Delegation of officer reports is normally limited to the following commands:

(1) Shore Commands headed by Flag Officers or equivalent.

In shore commands (or non-Navy equivalents) having a flag officer-level command billet, reporting senior authority for officers may be delegated to the chief of staff-level or equivalent without prior NAVPERSCOM (PERS-32) approval. This authority continues if the flag officer billet is temporarily occupied by an O6, but ends if the billet grade is permanently downgraded.

(2) Shore Commands with Remote Components.

In shore commands having components that are permanently located more than 50 miles from the headquarters, reporting senior authority for officers may be delegated to heads of those components without prior NAVPERSCOM (PERS-32)approval.

(3) Training Commands.

In training commands and replacement training squadrons, reporting senior authority for student officers may be delegated to the department head level without prior NAVPERSCOM (PERS-32) approval. In these commands, reporting seniors may be in the grade of lieutenant commander (O4). Only the CO may submit adverse reports on student officers. Adverse reports submitted by the CO must be in a separate summary group.

(4) Other Commands.

In all other commands, reporting senior authority for officers may be delegated only

with the prior written approval of NAVPERSCOM (PERS-32).

Request this approval by letter explaining the details of the proposed delegation plan, the number of officers to be reported on by each delegated reporting senior, and the benefits to be derived from the delegation.

b. Delegation of Reports on Enlisted Personnel (E1 to E9).


Reports on enlisted personnel may be delegated to that level of the command that can best observe and report on performance subject to the following limitations:

(1) Reports on E5 through E9.

Reports on members in the grades of E5 through E9, including members frocked to E5, may not be delegated below the grade of O4, GS-12, or equivalent. Training commands and replacement training squadrons may delegate to the O3 level. Other exceptions require prior NAVPERSCOM (PERS-32) approval.

(2) Reports on E4 and below.

Reports on members in the grade of E4 and below may not be delegated below the grade of E7, GS-11, or equivalent. Exceptions are not permitted.

(3) Reports on individuals assigned to a command in a transient status.

The officer exercising control over the transient account may be delegated reporting senior authority.

c. Method of Delegation.

Delegation should not be ad hoc,but should instead be accomplished by a command instruction that designates delegated reporting seniors by billet and defines the scope of their authority. Delegation shall follow the normal chain of command. If the incumbent of a designated billet is not senior enough in pay grade or is unable to sign reports, or the CO withdraws an incumbent’s reporting authority, the reports shall be signed by the next senior in the chain of command or by the CO.

d. Scope of Delegated Reporting Senior Authority.

COs shall define the scope of delegated authority within their commands subject to the following requirements:

(1) Delegated reporting seniors may report only on members who are junior to them in grade or seniority. Members must also be directly subordinate to the delegated reporting senior except as designated by the CO.

(2) Delegated reporting senior authority shall include the CO’s authority to recommend for or against promotion and advancement.

(3) A delegated reporting senior’s authority may be limited to certain pay grades but must include all subordinate members in those pay grades. Except for special situations defined in the following paragraph, the CO may not sign selected reports in a delegated group.

e. Responsibilities of the CO for Delegated Reports.

A delegated reporting senior is solely responsible for the content of reports submitted over their signature. The CO may not change or add comments to a delegated report or submit a report that covers any part of the same period. COs retain the
following responsibilities:

(1) COs shall ensure that all reports are promptly and properly submitted and that equitable standards are used throughout the command.

(2) The CO must sign any report that withdraws an enlisted member’s advancement recommendation after notification of selection has been made. A flag officer may delegate this authority to an O6 or above.

(3) The CO shall review the following reports and may sign any or all of these reports, delegate that authority separately, or return the reports to the original delegated reporting senior for signature:

(a) Adverse reports (trait mark of 1.0, promotion recommendation of Significant Problems, etc.).

(b) Reports on enlisted personnel marked Progressing (i.e., do not recommend for advancement) that are submitted after all other prerequisites to compete for advancement have been met.

(c) Special

reports on enlisted personnel submitted for meritorious performance or that contain a recommendation for an officer commissioning program.

(d) Reports or supplements that have been directed as redress under U.S. Navy Regulations, 1990, article 1150, or UCMJ, article 138.

f. Promotion Recommendation Summary in Delegated Reports.

Summarize members in the Promotion Recommendation Summary block only with other members reported on by the same reporting senior.

g. Suspension or Withdrawal of Delegated Reporting Senior Authority.

A CO may, for good cause, suspend or withdraw a delegated reporting senior’s authority either entirely or with respect to individual members. If suspended for an individual member, authority to report on that member may not be restored to the same delegated reporting senior. COs may not otherwise endorse, change, add to, or replace a report signed by a delegated reporting senior except to afford redress under U.S. Navy Regulations, 1990, article 1150, or UCMJ, article 138.

2-8. Assigned Reporting Senior.

A reporting senior other than the official to whom a member reports for duty may be assigned in the member’s orders or by other NAVPERSCOM correspondence. When a member reports for duty to a non-U.S. government activity with a foreign reporting senior (in the case of a joint
U.S./Foreign command), the member’s U.S. administrative commander is the assigned reporting senior unless otherwise stated in the orders.

2-9. Non-Government and Foreign Reporting Officials.

Non government and foreign reporting seniors may submit letter reports only. The U.S. assigned reporting senior shall submit reports per this instruction with the foreign reporting senior’s letter report. When a member receives a letter report from a civilian (non-U.S. Federal government) or foreign activity, the official submitting the report will be selected by the activity concerned; however, that official should be the person who would normally be the reporting senior in a comparable Navy command.

2-10. Assumption of Reporting Senior Authority by the Immediate Superior in Command (ISIC).

The ISIC shall assume the reporting senior responsibility and authority of a subordinate commanding officer that dies, becomes incapacitated, is summarily relieved or detached for cause, or becomes seriously delinquent in submitting reports. The ISIC shall also assume reporting authority in circumstances (such as decommissioning) where FITREPs, CHIEFEVALs, and EVALs performance reporting responsibility may be unclear. In addition, the ISIC may assume the reporting senior authority of a CO that is involved in an investigation, inquiry, or disciplinary proceedings if the CO’s capacity to submit impartial reports may be in question. This may be done either at the ISIC’s initiative or at the request of the CO concerned. An ISIC may not assume reporting senior authority after a FITREP / CHIEFEVAL / EVALs performance report has been filed in the official record, unless directed to do so by the Secretary of the Navy or a general courts-martial convening
authority that has directed the removal of the original report from the record.

a. Designation of Reporting Senior by the ISIC.

The ISIC may personally submit the affected reports or designate another
officer to do so. The ISIC may not designate the original reporting senior, but may take the original reporting senior’s judgment into account in preparing the reports. The ISIC or designee may submit reports without having continuously observed the member reported on throughout the period, but the basis for observation must be clearly explained in the report.

b. Notification.

When assuming reporting senior authority, the ISIC shall give written notice to the reporting senior and seniors in the chain of command with a copy to the members concerned and NAVPERSCOM (PERS-32). Include the name and title of the ISIC’s designated reporting senior, if any. A reporting senior shall not submit FITREPs, CHIEFEVALs, or EVALs after verbal or written notification that the ISIC has assumed authority.

c. Reports to be Submitted.

The ISIC or designee shall submit all reports not yet submitted and all reports that subsequently become due, including Detachment of Reporting
Senior reports.

(Exceptions:

In cases of delinquency in submitting reports, the ISIC will assume authority only for the overdue reports. In cases of inquiry or investigation, the assumption of authority may be limited to reports on the member or members involved.) Once filed in the official record, a report properly submitted by the ISIC or designee may not be withdrawn and may not be supplemented by anyone other than the officer who submitted it, except as the result of an appeal procedure.

d. Status of Delegated Reporting Seniors.

Upon assuming reporting senior authority, the ISIC shall review delegations of authority currently in effect and may continue or suspend such authority as circumstances require.

e. Missing Reports.

NAVPERSCOM (PERS-32) may direct an ISIC to submit a missing report when the original reporting senior is unable to do so.

2-11. Assumption of Reporting Senior Authority by a General Courts-Martial Convening Authority.

If a general courts-martial convening authority grants FITREP, CHIEFEVAL, or EVAL relief under UCMJ, article 138, or U. S. Navy Regulations, 1990, article 1150, the convening authority granting the relief may assume authority for the affected report including administrative changes and supplements to the report.

2-12. Navy Evaluation Adviser in Non-Navy Commands.

U.S. commands and agencies other than Navy are encouraged to appoint a Navy personnel evaluation adviser who will monitor evaluation practices with regard to Navy personnel and provide assistance and advice. If necessary, the nearest Navy command shall provide this service. Informal review of rough reports by the Navy personnel evaluation adviser is encouraged to ensure conformity to this instruction and to accepted Navy practices. Reviewer endorsements, comments, and signatures on the completed report are not authorized. Problems that cannot be resolved informally should be reported to NAVPERSCOM (PERS-32).

2-13. Joint Duty.

Joint commands present unique challenges in determining reporting responsibilities because Services use different terminology to describe roles and responsibilities. Definitions, roles and responsibilities of rater, senior rater, or reporting senior are applicable to officers of other branches of the armed Services and civilians in positions of authority under whom the member serves. Normally the supervisory chain will serve in these roles and evaluate the member. Joint commands need to clearly define reporting responsibility in command guidance. Grade restrictions specified in this chapter for reporting responsibility will still apply for Navy personnel
assigned to a joint command.

The rater should be a Navy E7 for E5 and E6 personnel whenever possible. If none is available within the command, the rater will be a military or civilian supervisor who is an E7 equivalent or higher. The senior rater may be omitted where the reporting senior is the rater’s immediate supervisor. Typically, the senior rater is the division officer or department head. Raters do not sign FITREPs on officers and CHIEFEVALs on CPOs, but a similar system may be used for the drafting of FITREPs and CHIEFEVALs. For E4 and below personnel, the rater can be an E6.