Chapter 3 – Regular Reports

3-1. Purpose.

This chapter provides the information needed to determine when to submit Regular FITREPs, CHIEFEVALs, and EVALs. Specific block instructions are in the Basic Guide (chapter 1).

(Note: Special reports are normally considered Regular reports for both officers and enlisted (exception: Concurrent reports). Special regular reports must maintain regular report continuity).

3-2. Continuity and Frequency of Regular Reports.

The Regular report is the only report that provides continuity.

The Regular report must be continuous for all active and drilling Reserve service, except for initial entry training (see chapter 8), and other contingencies stated in this chapter. Retired personnel (retired/retained) serving on active duty will not receive performance evaluation reports. Begin each Regular report on the day following the ending date of the previous report.

Regular reports, including letter-extensions, may not cover more than 15 months without NAVPERSCOM (PERS-32) approval.

3-3. Letter-Extension of Reports.

Commands may extend previously submitted reports by letter for up to 3 months in place of another report occasion (e.g. Periodic, Detachment of
Individual, Detachment of Reporting Senior, or a Promotion / Frocking report). Exception: Commands may not extend a previously submitted Promotion/Frocking or Detachment of Individual report in place of another report occasion.Letter-Extensions may not change or add to the performance traits or grade/rate, comments, or promotion recommendation on the original report, but may add to the duties performed and qualifications attained (block 29). More than one extension may be submitted, but a report may not be extended for a cumulative period of more than 3 months (including terminal leave), or if it will result in a total report period exceeding 15 months. Submit letter-extensions to NAVPERSCOM (PERS-32) and provide a
copy of the letter extension to the member. PERS-32 will reject and return for correction any letter-extension that does not meet the criteria as discussed in this chapter. See exhibit 3-1 for a sample letter-extension.

3-4. Periodic Reports.

A Periodic report may not be delayed and combined with another report in your current pay grade.Periodic reports are scheduled to allow necessary processing time prior to statutory selection boards. It is incumbent upon the reporting senior to submit Periodic reports on time so they may be processed in time to reach the selection board. Submit Periodic reports per table 1 of enclosure (1). A Periodic report may be extended in place of a Detachment of Individual, Detachment of Reporting Senior, or a Frocking report. Letter- Extensions for Periodic reports on officers may only be signed by the original reporting senior, or the new reporting senior from the originating command. Letter-Extensions for Periodic reports on enlisted personnel may be signed by the original reporting senior, new reporting senior, or by direction from an authorized representative from the originating command.

3-5. Omission of Periodic Report.

If the member received an ObservedRegular report ending no more than 3 months prior to the Periodic report date, the Periodic report may be omitted. If omitted, include the period in the next Regular report. The frequency between regular reports shall not exceed 15 months without NAVPERSCOM (PERS-32) approval.

3-6. Detachment of Individual Reports.

a. Transfer.

Submit a report when a member is permanently detached with orders to report to another command. Do not submit a report if the member transfers from one UIC or command to another and does not change reporting seniors. Also, do not submit a report if an activity is merely reconstituted with a different name/UIC and the member has the same reporting senior.
Note the change of name/UIC in the next Regular report.

b. Reassignment of an Officer to another Reporting Senior.

Submit a Detachment of Individual report if an officer is
reassigned to another reporting senior within the command. This
report is optional for enlisted personnel.

c. Separation.

Submit a report when a member is discharged, released to inactive duty, or resigns. If transferred for separation processing (i.e., from overseas to a Continental U.S. shore activity) and the exact date of separation is unknown, the transferring command shall submit the report with an ending date of the member’s expected expiration of active obligated service.

d. Retirement or Death.

Only submit a report upon retirement, transfer to the Fleet Reserve, or transfer to the Temporary Disability Retired List if the reporting senior wishes to make the performance a matter of record. Do not submit reports upon a member’s death or for personnel in a retired / retained status.

e. Missing or Prisoner of War Status.

Submit a report when a member is declared to be in a missing or prisoner of war status. Additional reports are not desired for members in
either of these statuses.

f. Incarceration, Unauthorized Absence, and Deserter Status.

Maintain Regular report continuity while the member remains on board the command or until the member is moved from the command’s UIC and transferred to the deserter UIC. Submit a Detachment of Individual report on transfer to a place of confinement or when a member who is declared a deserter has been transferred from the command to the deserter UIC. Reports are not required while at a place of confinement, on release, or
during appellate leave following confinement.

(Note: Block 15, report end date, on deserter reports should be the date the member is moved from the command’s UIC to Navy Absentee Collection and Information Center. If an officer is returned to duty following confinement, contact NAVPERSCOM (PERS-32) for guidance).

g. Relief from Command without Detachment.

When a CO is permanently relieved of command, but is not detached, submit a Detachment of Individual report as of the date relieved. Note
circumstances in the comments.

h. Detachment for Cause.

Detachment for cause is a formal action that must be approved by NAVPERSCOM, Conduct and Separations Division (PERS-83). Detachment for cause is described in reference (b), MILPERSMAN 1611-020 (officers) and MILPERSMAN 1616-010 (enlisted). Use the following FITREP and EVAL procedures while NAVPERSCOM (PERS-83) is adjudicating the detachment for cause request:

(1) Do not submit a Special report solely to support a detachment for cause request.

(2) If the individual is assigned TEMADD to another command, do not submit a Detachment of Individual Regular report. Maintain Regular report continuity until the member receives permanent change of station (PCS) or temporary duty (TEMDU) orders. The member may receive Concurrent or
Concurrent/Regular reports from the TEMADD command.

(3) If the individual is ordered PCS or TEMDU to another command, submit a Detachment of Individual Regular report.

(4) Do not mention the detachment for cause request in a FITREP, CHIEFEVAL, or EVAL unless NAVPERSCOM (PERS-83) has approved it. The underlying performance may be reflected and discussed in the report, and the detachment for cause may be mentioned in a supplement to the report after it has been approved.

i. Reorganization and Submission of Reports.

Contact NAVPERSCOM (PERS-32) for assistance when it is not clear whether
to submit a Detachment of Individual or Detachment of Reporting Senior report when a command has been decommissioned or reorganized.

3-7. Detachment of Reporting Senior Reports.

a. Officers.

Submit Detachment of Reporting Senior reports upon detachment of a regular reporting senior, or in the case of a delegated reporting senior, reassignment of the reporting senior within the command. (Note: Detachment of Reporting Senior reports are not required from an interim reporting senior who has been on board for 3 months or less if the reporting senior’s permanent relief agrees to cover the period in the next Regular report. The interim reporting senior must submit Periodic and Detachment of Individual reports when due.) Detachment of Reporting Senior reports may be extended.

b. Enlisted.

Detachment of Reporting Senior reports are optional for E1-E9. If Detachment of Reporting Senior reports are submitted, the reporting senior must submit reports on all personnel in the same pay grade who are normally evaluated by that reporting senior. Detachment of Reporting Senior reports for E1-E6 are discussed in this chapter under paragraph 3-9.

c. Officers and Enlisted.

If Detachment of Reporting Senior reports were submitted for a particular pay grade, and, if the next report is the Periodic report but is less than 90 days from the previous Detachment of Reporting Senior report, the Periodic report may be omitted and added to the next period. However, if the new reporting senior submits a Periodic report, he or she must do so for all personnel in the same pay grade who are normally evaluated by that reporting senior. Detachment of Reporting Senior reports may be extended in place of a Periodic or Detachment of Individual report. Letter-Extensions for Detachment of Reporting Senior reports on officers may only be signed by the new reporting senior from the originating command. Letter-Extensions for Detachment of Reporting Senior reports on enlisted personnel may be signed by the new reporting senior or by direction from an authorized representative from the originating command.

3-8. Promotion/Frocking Reports.

a. Enlisted (E6 only).

Normally, a promotion frocking report is not required except as noted in this paragraph. Always submit a Promotion/Frocking EVAL upon promotion or frocking to E7. The Promotion/Frocking report closes out the EVAL record in the lower pay grade. Enter the old rate in block 2, enter “SELECTED” in block 8, and show the ending date as the date prior to frocking (or promotion if not previously frocked). Do not submit a report when a frocked member is permanently promoted. The report may be Not Observed if it covers only a relatively short period.

b. Officers and Enlisted.

Do not submit a promotion/frocking report for an officer or enlisted member who has been promoted unless the change will result in more than 15 months between Regular reports (e.g. Periodic, Detachment of
Individual, or Detachment of Reporting Senior).

Example of needing a Promotion/Advancement report:

A LCDR is promoted to CDR on 01 September 2012. The LCDR received a periodic report on 31 October 2011 and would not receive another Periodic report until 30 April 2013 (periodic CDR report). This situation would cause a period of performance from 11NOV01-13APR30 that would exceed the 15-month limit. Instead, submit a Promotion/Frocking report with an ending date of 31 August 2012. Enter the grade as “LCDR,” enter “SELECTED” in block 8, mark the report SPECIAL, and enter “PROMOTION REPORT” at the top of block 41.

Example of needing a Promotion/Advancement report:

An active duty E8 is frocked to E9 on 01 June 2012. The E8 received a periodic report on 15 September 2011 and would not receive another Periodic report until 15 April 2013 (periodic E9 report). This situation would cause a period of performance from 11SEP16-13APR15 that would exceed the 15-month limit. Instead, submit a Promotion/Frocking report with an ending date of 31 May 2012. Enter the old rate in block 2, enter “SELECTED”
in block 8, and show the ending date as the date prior to frocking. Mark the report SPECIAL, and enter “FROCKING REPORT” at the top of block 41.

Example of not needing a Promotion/Advancement report:

A LT receives a Periodic report on 31 January 2013. The LT is promoted to a new pay grade (LCDR) on 01 July 2013. The officer will receive a Periodic LCDR fitrep on 31 October 2013. This situation does not require a Promotion/Frocking report because the period of report would be 13FEB01-13OCT31. This report would not exceed 15 months between Regular reports.

Example of not needing a Promotion/Advancement report:

An E5 is promoted to E6 on 15 June 2013. The E5 received a periodic E5 report on 15 March 2013. The member will receive a Periodic report in the new paygrade of E6 on 15 November 2013. This situation does not require a Promotion/Frocking report because the period would be 13MAR16-13NOV15. This report would not exceed 15 months between Regular reports.

Exception:

For ensigns promoting to LTJG enter “REGULAR” in block 8, mark the report SPECIAL, and enter “PROMOTING TO LTJG” at the top of block 41.
Note: Promotion / Frocking reports may not be extended.

3-9. Special Reports.

Special reports are considered to be special occasions for submission of Regular and Concurrent reports. Regular reports must maintain Regular report continuity. State the justification for the Special report as the opening sentence of the comments. A report without this statement will be returned for correction.

Circumstances under which Special reports may be submitted are:

a. Member Eligible for Promotion Selection Board.

(1) Officers and CPOs.

A new reporting senior who has not written an ”Observed” report on a member may submit a Special report on an officer or CPO who is eligible before a promotion selection board if the individual has performed significant duties under that reporting senior for at least 3 months.

A CO may not assign the member to a new reporting senior for this purpose. Do not submit a Special report for any other board (e.g., command screening, transfer / re designation, continuation, etc.). In the case of a Navy Reserve member who is beginning or resuming drill participation, the 3-month minimum report period may be waived, but grades should be limited to those traits the reporting senior could realistically observe. Not Observed reports are permitted if the purpose is merely to inform the board of the renewed participation status.

(2) Enlisted (E6 only).

An E6 who has performed duty at a new command for at least 3 months and has not yet received an Observed report at that command, may receive a Special report for a promotion selection board. This report may not be used to recompute a Performance Mark Average score or to establish board eligibility.

b. Elimination of Physical Readiness Deficiency.

A Special report may be submitted once satisfactory physical readiness is achieved on the most recent official PFA. See reference (a) for the requirements to achieve satisfactory physical readiness.

c. Appointment to Officer Status (enlisted only).

Submit a special report ending the day prior to appointment to officer status. This report closes out the member’s enlisted status. Additionally, an officer FITREP is required to be submitted when the member transfers from the command where commissioned.

d. Submission or Withdrawal of an Enlisted Promotion (Advancement) Recommendation or Establishment of a Performance Mark Average (enlisted only).

Submit a Special report if needed for an enlisted advancement cycle to recommend a member for advancement who is not already in a recommended status, withdraw an advancement recommendation, or to establish a Performance Mark Average when no report that can be used for this purpose has been submitted in the member’s current rate. A Special report may not be submitted for the sole purpose of raising a Performance Mark Average (see chapter 16 for enlisted advancement system issues).

e. Misconduct.

Misconduct should normally be reported when the next FITREP, CHIEFEVAL, or EVAL comes due; however, a Special report may be submitted if the reporting senior believes that facts should be placed on the record before the next occasion for a report. Do not submit an adverse Special report for any of the following reasons:

(1) Solely to support a detachment for cause request or other administrative or judicial action. Document the deficiencies in correspondence specific to that action;

(2) As punishment, as an alternative to corrective action, or in lieu UCMJ proceedings; or

(3) To document a civil conviction or non-judicial punishment (NJP) unless necessary to place facts on the record in a timely manner.

Note: If it is desired to limit an adverse report to a specific period that began after the ending date of the last Regular report, submit two Special reports, one maintaining continuity to the beginning of the period of concern and the second covering the period itself.

f. Fleet-up Certification.

A member who does not receive a fleet-up certification for command as required by reference (e). Do not submit the Special report until the type command has made the final determination on the officer’s fleet-up status.

g. Reduction in Rate (enlisted only).

Submit a Special report in the old rate, ending on the date of conviction or
award of punishment. If the reduction resulted from a courts-martial
or NJP, the signature date(as opposed to ending date) must be on or after the date the proceedings were concluded (see paragraph 13-12). Reduction in Rate reports may NOT be extended.

h. Detachment of Reporting Senior (E1-E6).

Detachment of Reporting Senior reports are optional for E1-E6 and are submitted as Special reports. Reports must be submitted on all personnel in the same pay grade who are normally evaluated by that reporting senior. Ensure the first sentence states the reason for the Special report. Detachment of Reporting Senior reports for E7-E9 are discussed in paragraph 3-7.

i. Special FITREPs on Officers (Superior Performance).

Special fitness reports for superior performance or recommendations are specifically prohibited for officers.

j. Superior Performance or Recommendation for Special Program (enlisted only).

A Special report may be submitted onan enlisted member to document particularly superior performance or to recommend the enlisted member for a commissioning program or other special program.

k. NAVPERSCOM (PERS-32) Request.

NAVPERSCOM (PERS-32) may request a Special FITREP, CHIEFEVAL, or EVAL.

l. Completion of Medical Postgraduate Internship Program or Medical Resident/Fellow Graduate Program.

A Special report may be submitted for those officers who are assigned PCS orders to the same medical facility upon graduation.

m. Extension of Special Report.

A Special report may be extended for up to 3 months unless it was submitted for the reduction-in-rate of an enlisted member or upon the promotion of an officer or CPO.

3-10. Reporting on TEMDU.

Regular report continuity must be maintained during all periods of TEMDU, which are short periods of duty between permanent duty assignments. The following rules apply to TEMDU other than for training. See chapter 8 for TEMDU under instruction.

a. TEMDU Lasting 3 Months or Less.

ubmit a Detachment of Individual Regular report if the TEMDU involved significant performance and was not for administrative or orientation purposes only. Ensure continuity with the previous Regular report. A Not Observed report (see chapter 6) may be appropriate if the purpose is merely to describe the TEMDU, but not evaluate it. Periodic and Detachment of Reporting Senior reports are not required during TEMDU. If a FITREP, CHIEFEVAL, or EVAL is not submitted, prepare a Performance Information
Memorandum (PIM) (see chapter 12) for transmittal to the member’s next command. Commands receiving a member from TEMDU must determine whether the TEMDU period was covered by a FITREP, CHIEFEVAL, or EVAL.If not, include the period in the next Regular report.

b. TEMDU Exceeding 3 Months.

Submit all Regular reports that would be due if the member was permanently assigned, except that Detachment of Reporting Senior reports are optional for both officers and enlisted.