Commissioned Corps Management Information System

Frequently Asked Questions

Documents should be uploaded to your eOPF by logging into the Officer Secure Area (OSA). For more information and location of user guides, visit the eOPF Status webpage.

For tips on eOPF Preparation for Promotion Boards and information about the eOPF process please visit the eOPF webpage under the Officer Support tab at:
https://dcp.psc.gov/ccmis/promotions/PROMOTIONS_eOPF_m.aspx

For eOPF processing status and important announcements please visit the eOPF status webpage under the Officer Support tab at:
https://dcp.psc.gov/ccmis/eOPF_fax_announcement_m.aspx

General Questions concerning the Electronic Official Personnel Folder

Questions concerning specific sections of the Electronic Official Personnel Folder

COER
PIR
CVs
Licenses
PHS Awards/Non-PHS Awards
Continuing Education
Special Skills
Outside Activities
PHS Support
ID Cards
Insurance Forms
Statement of Service
Miscellaneous Forms
Personnel Orders
Security Documents
Application Documents
Confidential Documents

Acronyms used in this FAQ

General Questions concerning the electronic Official Personnel Folder

1. How can I get a password if I lose or forget it?

Forgotten password management depends on the smartcard you are using to access the system. Please view the OSA and AMS Integration webpage at: https://dcp.psc.gov/ccmis/OSAandAMS.aspx

2. How do I get into my file?

Once you have the password, go to the CCMIS homepage at: https://dcp.psc.gov/ccmis/ and select the "Login" tab. Click the link labeled "Officer Secure Area".

3. How do I submit documentation to my file?

The preferred method for all documents that belong in the eOPF is to upload them using the eDOC-U feature located in your eOPF. Access this feature and user guides by logging into the Officer Secure Area of CCMIS and selecting “Access your Official Personnel Folder.” In the top right corner you should see a button titled “Upload Document".

A hard copy can also be sent. However, do not submit a hard copy if the document was submitted through eDOC-U. Do not email any documents to the OPF system or to the PHSOPFFIX address. To send a hard copy, Include your name and PHS Service Number (SERNO) on the upper right-hand corner of all pages and mail the documents to:

Commissioned Corps Headquarters
1101 Wootton Parkway, Suite 300
Rockville, MD 20852
ATTN: File Room

If you are mailing documents to be included in the promotion process, please make certain to allow enough time for the documents to reach this office no later than December 31st.

4. If I upload a document, how long will it take to get into my file?

The amount of time will vary in accordance with the time of year, and generally ranges from a day to a few weeks. At the busiest time of the year (September to December) this time can exceed a month.

It is important to check the eOPF Status webpage for indexing dates and announcements at: https://dcp.psc.gov/ccmis/eOPF_fax_announcement_m.aspx. It is important to note that due dates are the date the document must be received by CCHQ. This does not mean the document must be viewable in your eOPF. Keep the eDOC-U system generated email to confirm you sent necessary documents by the deadline. If you are eligible for promotion, all of the documentation must be submitted by December 31st of the prior year to ensure inclusion in the eOPF when the boards meet.

5. What is the CCMIS webpage?

The CCMIS webpage (https://dcp.psc.gov/ccmis/) is the primary information page for the Commissioned Corps. On this page, the officer can download necessary forms, read the latest news, check policies and procedures and find other information concerning the Corps. Announcements for changes in policies or problems in the system are reported on this website. If officers run into problems, they should check CCMIS first to see if there are any announcements concerning that matter.

6. Something is wrong with my file. How can I get it fixed?

It depends on the nature of the problem. If the problem falls into the following categories, please contact the individuals indicated:

Awards - Contact the COAP Team at phscorrections@hhs.gov. For deletion of awards/duplicate awards email phsopffix@hhs.gov.

Licenses - Contact the Commissioned Corps Officer Support Licensure Specialist at phsLicensure@hhs.gov . All category professional licenses should be uploaded through eDOC-U.

PIR-If an officer finds an error on the PIR, he/she must submit a copy of the current PIR to CCHQ with the requested changes and the appropriate substantiating documentation. Review and submit corrections to the appropriate resource email for PIR only.

Awards: phscorrections@hhs.gov

COERs: phscoers@hhs.gov

Licensure: phslicensure@hhs.gov

PIR: phspir@hhs.gov

Officer information and Assignments: PHSCCAssignments@hhs.gov

COERs - Contact the COER Coordinator at phscoers@hhs.gov

Security clearance documents - Contact the security office at phssecurity@hhs.gov

Computer problems (documents won't show, glitches in the system, etc.) - Contact the CC Help Desk at cchelpdesk@hhs.gov

Personnel Orders - If missing, contact phsopffix@hhs.gov. If incorrect, contact phsccassignments@hhs.gov. If the missing PO concerns pay issues, contact the Compensation Section at PHSCCHQCompensation@hhs.gov.

Promotion issues (missing OS or ROS/incorrect dates/failure to appear on list) - Contact the Promotion Coordinator at phspromotions@hhs.gov.

Medical information - Contact Medical Affairs (MA) at MACCHQ@hhs.gov. This is for all medical information, including inoculations and readiness physicals.

Readiness information - Contact the Readiness and Deployment Branch:
/ccmis/cchq/CCHQ_readiness_and_deployment_branch.aspx.

7. When should I contact PHSOPFFIX?

When contacting PHSOPFFIX, include your SERNO in either the subject line or the body of the email and use the name used on your personnel orders, not nicknames or shortened names. Do not include any attachments. Contact phsopffix@hhs.gov when:

The date of the document is wrong (unless it is a COER or Award - contact those Coordinators)
The document is in the wrong section. Be aware that the document may not be moved to the section the officer wishes it to be moved, but an explanation will be given as to why it won't be moved.
There are duplicates on file (unless it is a COER or Award).
The document is illegible and a better copy can be submitted.
Another officer's document is in the file.
The document seems to be taking too long to get to the folder. Please check the eOPF Status webpage before emailing the specific branch reference in question #6.

Emails that do not have any information in the subject line will be deleted as spam or malicious emails as per email protocols.

8. If I send a correction to be done to PHSOPFFIX, how long will it take to be completed?

It depends on the nature of the correction. Date corrections are easily done. Other corrections may require retrieval of the original document and checking or rescanning it. These corrections take more time. If the officer wants only a portion of the document removed (e.g., one page out of 6 in a continuing education document), the document needs to be printed out, deleted from the file, rescanned and reindexed before it returns to the folder. Please be patient.

If you need documents deleted, you will be sent instructions on what you need to do. The program used to delete documents does not follow the same system as the actual file, so certain key pieces of information must be provided by you in order to be certain the correct documents are being deleted. Please follow these instructions when received.

Please do not upload multiple copies of the same document. Check the eOPF Status webpage (located on the Officer Support tab) to see if there is an indexing backlog:
https://dcp.psc.gov/ccmis/eOPF_fax_announcement_m.aspx

9. When I look at my folder, the document is so small. How can I make it bigger?

Use the symbol of the page with the magnifying glass on the tool bar above the document. You will be given a list of percentages you may use to either enhance or shrink the image.

10. The document on my file is sideways or upside down. How can I put it upright so I can read it?

This might still be an issue for documents sent prior to eDOC-U submissions. There are two arrows on the tool bar above the document that allow you to turn the document left or right by 90 degrees. The pages appear in the internet version of your electronic OPF the way they were faxed (for older documents) or uploaded into the system (i.e. older documents faxed upside down, will appear upside down). However, the document is flipped by the CCHQ staff when indexed. The orientation is noted so that the board members will see an upright document.

11. Does the promotion board see my entire file?

No, the board only sees the documents visible within your Officer Promotion Package Verification System (OPPVS).

Document types eligible for upload into OPPVS include the Promotion Information Report, Curriculum Vitae, Officer’s Statement, License, Credential, Certificate, Commissioned Officers’ Effectiveness Report, Reviewing Official’s Statement, Letter of Appreciation, Certificate of Appreciation, Continuing Education, Award, Personnel Order, and Transcript. The remaining documents have been deemed as non-essential or inappropriate to the promotion process.

12. What happened to my old military file?

Any part of the military record that was not used by CCHQ should be in the packet of documents returned to the officer when the file was processed for conversion to the electronic format. CCHQ only uses those documents needed to calculate time, pay rate and DIEMS date (and Home of Record for all inter-service transfers). Any other documentation should have been returned to the officer. The only exception is the inclusion of OERs for all officers coming to the Commissioned Corps after May 17, 2001.

13. What happens to documentation that I send that is rejected?

It is destroyed. Since the documentation we culled from the folder was returned, it is assumed that any further documentation has been sent in error or the documents were not accepted for reasons made clearer later in this FAQ.

14. I have received notification that a document is in my file. Why can’t I see it?

You need to wait for 24 to 48 hours before trying to view the document. If you still do not see it after that time, it may be that the internet cache is full and, therefore, you may be looking at an old image. To clear the cache, get on the internet. Open the tab marked "Tools" at the top of the screen. Double click on "Internet Options". In the second box, hit the "Delete Files" button. When the pop-up box appears, put a check in the box next to "Delete all offline content", then hit "Ok". The cache will be cleared. Close, then reopen the folder.

If this does not help, please contact the CCHelpDesk at cchelpdesk@hhs.gov

15. How were the dates chosen for my documentation?

The dates used are for internal filing purposes only. The dates allow CCHQ to identify the correct documents for promotion boards. The dates are not reviewed by the Board.

16. Where are my readiness documents and medical information like vaccinations?

No medical information is kept in the eOPF. Those documents are maintained by Medical Affairs (MA). Contact MA at MACCHQ@hhs.gov for any information concerning medical matters. Contact RedDOG at PHSReadiness@hhs.gov concerning readiness information.

17. Are eDOC-U and the eOPF the same thing?

No, they are not. eDOC-U is a system that works in support of the eOPF. Uploading a document to eDOC-U does not automatically transfer the information to your eOPF. Please be specific when asking for help whether it is eDOC-U or the eOPF.

18. Are the PIR and the eOPF the same thing?

No, the Promotion Information Report (PIR) is a report contained in the eOPF consisting of information from multiple Commissioned Corps systems and your eOPF. You do not submit information directly to the PIR. If there are problems with the PIR, contact the PIR Coordinator (unless it is about awards, COERs, Licensure, or Readiness) at phspir@hhs.gov.

19. Why are there so many duplicates in my file?

Duplicates appear because you have uploaded a document more than once. The process for files going to your eOPF is not an automatic or instantaneous process. The file has to be opened in the indexing queue to determine if the document was submitted with the correct document type and information. It is then forwarded to the file. This process may involve several people, especially during the promotion process, which means that multiple submissions may be seen by different people. If you upload the same document the next day, the clerk, will send the document to your folder again. You should not upload the same document more than once unless you know for certain that the document has failed to upload. Check the eOPF Status webpage located on the CCMIS homepage under the Officer Support tab. Only if the document has been sent prior to the backlog date and failed to appear should you consider resubmitting your document again.

Questions concerning specific sections of the Electronic Official Personnel Folder

Commissioned Officer’s Effectiveness Report (COER)

New instructions are provided each year for the COER. Please go first to the COER webpage located on the main menu of the CCMIS website for information. If there are further questions concerning the COER, contact the COER Specialist at phscoers@hhs.gov.

1. What is the OS?

The Officer’s Statement (OS) is a document in which an officer who is up for promotion defines his or her strengths and gives reasons to support a promotion. Any officer who is eligible for competitive promotion should complete and submit the OS. Refer to the OS section under the Promotions tab on CCMIS for instructions and a link to the current form. You should complete it and upload via eDOC-U in your eOPF. The OS must be submitted by December 31st of the year preceding your promotion board.

2. I uploaded the OS, but why isn’t it in my file?

eOPF might be backlogged; or the OS may have been given to the Promotion Coordinator. If you failed to submit the OS on the current year’s form or to sign and date it, the OS is given to the Promotion Coordinator, who will contact you for a corrected copy. If your OS has not been uploaded to your eOPF a week after you uploaded it, please contact phsopffix@hhs.gov and the Commissioned Corps Help Desk (cchelpdesk@hhs.gov).

3. What is the ROS?

The Reviewing Official’s Statement (ROS) is a form completed by your Reviewing Official (RO) recommending you for promotion. Refer to the ROS section under the Promotions tab on CCMIS for instructions. The ROS must be submitted by the RO through the COER form within CCMIS. The RO is required to submit an ROS if the “Officer is up for Promotion” box is checked.

4. Do the promotion boards see all my previous OS/ROSs?

The board will see only the most recent OS and all ROSs (if any) attached to your COERs within the last 5 years.

PIR

If you do not agree with the information reflected in the PIR, please contact the PIR Coordinator at phspir@hhs.gov. Any questions concerning Awards, COERs, Licensure, and Readiness should be directed to the respective coordinator, not the PIR Coordinator.

Curriculum Vitae (CV)

1. How should I set up my CV?

In collaboration with our Chief Professional Officers, Commissioned Corps Headquarters (CCHQ) created a standardized CV format for use by all 11 categories. For Promotion Year (PY) 2023 and forward, use the standardized CV format. Follow the CV guidance located here.

2. Where do I submit my CV?

Upload the CV and CV coversheet as one PDF through eDOC-U in the Officer Secure Area of the Commissioned Corps Management Information System (CCMIS) website. Do not upload any documents in PDF Portfolio format.

3. Why is my new CV not showing up?

If your CV is not visible in your eOPF within 2 hours of uploading it, the upload was not successful, and you will need to be re-upload it. The CV should be visible in OPPVS within 7 days of it appearing in your eOPF.

4. How do I correct errors in my CV after I’ve submitted it?

Resubmit the CV; it will supersede the CV with errors as long as it was submitted before the deadline.

5. Why is my cover sheet the only thing on my CV or where is my cover sheet?

You uploaded the cover sheet as a separate PDF from the CV. You must submit the cover sheet and CV together as a single PDF in order for both to appear.

6. Doesn't my CV have to have a December 31st date?

No, it does not. We encourage you to upload the CV well before the deadline to ensure timely submission. There is no penalty for submitting a CV in November (with a November date) as opposed to December 31st.

Licenses

1. Where do I fax my Licensure renewal

Do NOT Fax License Renewals. Professional Licenses should be uploaded through eDOC-U. Please follow the eDOC-U Licensure Quick Reference Instructions or the guide provided on the “Help” link when in eDOC-U.

For more information on the Licensure certification process, please visit the Licensure webpage on the Officer Support tab at: https://dcp.psc.gov/ccmis/Licensure_m.aspx

2. The expiration date/state/organization/category is wrong on the license. Who should I contact?

For date, state, organization and category corrections, please contact PHSLicensure@hhs.gov.

3. I have a very specific specialty. Why is it not indicated in my licenses?

The license section is broken up into the following categories. These are the only categories available for use:

Administrative Practitioner - Advanced
Attorney
Clinical Psychology
Dental Hygienist
Dentistry
Dietitian
Drug Enforcement
Engineer
Environmental Health Officer
Health Records Administrator
HSO Voluntary License
Medical
Medical Residency
Medical Technologist
Nursing
Optometrist
Pharmacist
Physician Assistant
Podiatrist
Psychologist
Psychologist - Medical
Psychologist - Prescribing
Scientist Voluntary License
Social Worker
Teaching
Therapist
Therapist - Audiologist
Therapist - Occupational
Therapist - Physical
Therapist - Speech Pathologist
Veterinarian

4. Why is my NCLEX certificate behind my license?

The NCLEX is not a certification itself, but a necessary step in obtaining the state nurse license. It is placed behind the oldest license to show that you passed the necessary exams.

5. Why is my residency document not in this section?

If you received the internship/residency/fellowship training before you entered the Corps, these documents should be found under the Creditable Service Entry Date calculation sheet which was created prior to the call to active duty. These documents provide information to the payroll section for the initial disbursement of special pays. If you received this training after entering the Corps, the document is placed with the application documents so it may be retained permanently on the file. It, too, affects special pays, but a copy of the document should also be sent to the Compensation Section. Contact the Compensation Section at 240-276-8799 for instructions concerning the submission of these documents.

If you received post-graduate training (such as an internship or residency) before or after coming on active duty in a field that does not receive special pay, that certificate should be found in the application section of the file for permanent retention.

6. How is the date chosen for these documents?

For licenses, the expiration date is the date used when uploading to your eOPF. For documents (certifications/credentials) with no expiration date listed, the issuing date should be used when uploading the document to your eOPF.

PHS Awards/Non-PHS Awards

1. Who do I contact if I have a problem with awards in my eOPF?

Reach out to your Agency Awards Coordinator first to assist in troubleshooting the issue. Awards are processed electronically and will show on the PIR. If the award is missing from the PIR (data transfer issues may have occurred in the DA transition), then notify the COAP Team at phscoap@hhs.gov of the issue. Ensure you include your PHS SERNO with a detailed explanation of what award is missing.

Issues regarding incorrect support documentation in the Awards Section of the eOPF need to be directed to the COAP Team: phscorrections@hhs.gov. Please explain the problem in detail.

2. My prior service awards are not on file. How can I get authorization to wear them?

Email a secure copy of approved awards documentation as listed below to the Awards Team phspriorsawards@hhs.gov. Awards from prior military service must be documented on a Department of Defense (DoD) Form DD-214, “Certificate of Release or Discharge from Active Duty,” Form DD-215, “Correction to DD Form 214, Certificate of Release or Discharge from Active Duty,” or a National Guard Bureau (NGB) Form 22/22a. If the officer received non-uniform service decorations as a civilian prior to commissioning, he or she must submit corresponding documentation, i.e. certificate and memorandum, to the COAP Team.

Not all prior service awards are authorized for wear with the PHS uniform the awards must be worn only as designated in CCI.512.01 ‘Wear of Awards and Badges”.

3. I am missing awards documentation for a PHS honor award. How can I get the award in my file?

There are many steps in Awards processing. It is possible your award is not fully processed. Check your PIR first. If you know you’ve been nominated for an award, follow up with your Agency Awards Coordinator or Agency Liaison (or nominator in the case of deployment awards) to find out when it was submitted to the COAP Team. These individuals have the best information on the status of your award and will follow up with the COAP Team on your behalf.

4. Why are my agency awards or PAC Certificates of Appreciation not appearing in the awards section?

There are various types of awards. For non-PHS awards from agencies, categories, or SG appointed groups that are determined in a formal process please self-upload these documents to the eDOC-U system per the eDOC-U guidance documentation. This does not include the following:

Certificates of Achievement
Photographs of plaques or awards
Agency awards approved at the regional or center level

If the award does not follow the eDOC-U guidance documentation criteria, it will not be included in the awards section of the eOPF. Please self-upload these under letters/certificates of appreciation in eDOC-U which will be listed under the PHS Supporting Activities section.

5. Where is my Regular Corps ribbon write-up?

There are no write-ups for these ribbons. Check your PIR to make certain the ribbons are listed there. That is the only place they will appear in the record. Do not submit an image of these certificates to the eOPF.

6. I received an award from my prior DoD/CG duty assignment, but now I’m in another agency, how do I get it recorded?

Do NOT submit documents directly to the COAP Team. Submit all award documentation to your Agency Awards Coordinator or Commissioned Corps Agency Liaison for verification and administrative checks. They will forward the documentation to the COAP team for processing on your behalf.

7. Where’s my service award (ISOHAR, FDA, SAA, etc.), or FMRB write-up?

Due to several factors, there will be no supporting documentation uploaded to the eOPF for the majority of service awards. Please refer to your expanded PIR for all citation information entered on awards, including these.

8. How do I get my non-PHS honor award narratives into my eOPF?

For inclusion of non-PHS honor awards into officers’ electronic Official Personnel Folder (eOPF), the officer will be responsible for self-uploading the supporting documentation. The following criteria must be met:

The award is posted in the officer’s PIR
The award is no older than 7 years
The award is an honor award
Documentation must include:
- Officer’s name
- SERNO
- Award name
- Award citation
Acceptable forms for documentation include:
- Nomination form
- Certificate
- Official memo from the approving authority

If the above criteria are not met, the COAP team will reject the self-upload.

Continuing Education (CE)

1. Who do I contact if there is something wrong with my continuing education documents?

Contact phsopffix@hhs.gov.

2. Why are all my continuing education documents dated as 12/31/year?

In order for all continuing education to remain in place for the entirety of the promotion cycle, that date is entered for that documentation. The boards determined that they needed 5 years' worth of these documents to make a proper assessment of you. After 5 years time, these documents are not viewed by the boards.

3. Why is my BLS/PALS/ACLS document dated by the expiration date?

This document is used by the Readiness and Deployment Branch in the determination of an officer's readiness status. The expiration date makes sure that this document is always at the top of the most current CE documents. You should upload this document by itself as soon as you receive it. Your updated BLS/PALS/ACLS should display in your dashboard.

4. Why aren't expiration dates on other CE documents used?

This is to maintain uniformity in the file. Not all continuing education has expiration dates nor are these dates necessary for board procedures. All CE documents that are not the BLS/PALS/ACLS are dated by the year the class was completed.

5. Why are all my CE documents in one group?

We do not separate documents in order to keep the volume of the file down for the ease of the promotion boards (it is far easier to scroll pages in one document than to keep opening new documents). Officers should combine all continuing education documents into one PDF at the end of the year then upload the single PDF, rather than uploading them separately. If you wish a certain document to feature prominently, place it at the top of the group. Separation of documents may prevent board members from reviewing documents due to time limitations. CE documents and PHS support documents are one of the few documents you should wait until the end of the year to submit.

6. What are the kinds of documents included in this section?

The section is broken down into the following types of documents:

Certificate of Completion
Continuing Education Summary Sheet
Long Term Training Contract

7. Where are new transcripts placed in the eOPF?

New transcripts are stored permanently in your e-OPF. Your Graduate transcript should be sent to phslicensure@hhs.gov and your Undergraduate transcript should be sent to PHSCCAssignments@hhs.gov

8. I have a transcript which I wish to document in my eOPF.

What is acceptable: Transcript(s) that document a degree awarded as a Graduate/Postgraduate level.

What should NOT be submitted: Undergraduate transcripts or documents which record additional non-graduate level academic matriculation.

9. How do I submit a new degree transcript?

For an officer’s transcript to be considered OFFICIAL and to allow for its proper documentation, it MUST be received directly from the academic institution either electronically or in hardcopy form via postal mail/courier.

For postal mail/courier paper/hardcopy submissions: We are requesting that a sealed and untampered official Postgraduate transcripts be sent directly from the academic institution registrar to the Licensure Specialist at Commissioned Corps Headquarters.

Transcripts can be sent to:
Commissioned Corps Headquarters
Personnel and Career Management Branch,
ATTN: Licensure and Transcript Coordinator
1101 Wootton Parkway, Suite 300
Rockville, MD 20852

For electronic submissions: We request secured postgraduate transcripts be received directly from the academic institution (or verified electronic delivery provider) to the PHS Licensure Resource Box: PHSLicensure@hhs.gov.

To aid with the process of your electronic submission, please ensure that the academic institution/verified delivery provider uses a “Subject” line in the following format:

[YOUR NAME], [PHS SERNO], “OFFICIAL TRANSCRIPT”

For Example: JANE SMITH, 12345, OFFICIAL TRANSCRIPT

For both hardcopy submissions and electronic submissions please note that unfortunately we will not accept a transcript mailed or submitted electronically directly by the transcript holder/recipient

10. How can I know if CCHQ has received the transcripts?

You are encouraged to use the tracking tools available from your transcript service provider. This will greatly aid in the tracking of your submission and provide a point of reference should you need to contact the academic institution or CCHQ.

11. How long will it take for my transcript to be processed once it is received?

Submissions are processed daily. The document should appear in your eOPF in 7-10 business days. If you do not see it after 10 business days, please email the Licensure Resource Box: PHSLicensure@hhs.gov.

12. How will I know if the transcript has been added to my file?

Once your document is added to your e-OPF, a notification will be sent to the email address on file in the Commissioned Corps Management Information System (CCMIS).

13. I previously submitted my transcript, and it has not appeared in my eOPF. What should I do?

As a result of operational constraints during COVID restrictions, previous submissions not showing in the eOPF are strongly encouraged to be resubmitted according to the preceding guidance.

Additionally, we are accepting transcripts submitted electronically, should that be a preferred option by officers. During process improvement tests, this new methodology has proven to be reliable and efficient.

14. I have an Undergraduate degree I would like to submit, what should I do?

Undergraduate transcripts or documents that document additional non-graduate level academic matriculation should be uploaded via EDOC-U in the Continuing Education section of your file.

15. What documents are not accepted into the section?

No documents older than 5 years from the current promotion board year are accepted if you were on continuous active duty at the time. If your service was interrupted, only documents since your last call to duty will be included.

You should not upload a copy of any long-term training contracts to your eOPF. These will be forwarded to your file by the training office.

You should not submit documents announcing your entry into an educational program. Only the results of this training should be sent to the folder (transcripts or CE certificates).

16. What format should I use for the CE Summary Sheet?

Utilize the format located here. The summary sheet should be limited to a single year and no summary sheet should be submitted for training prior to 5 years or your call to active duty date.

17. Do I have to wait until December 31st to send my documents?

No, if you know that training is finished for the year, upload it as soon as possible. This way, you don’t have worry about the end of year rush and, if necessary, can adjust the documents before the promotion boards begin.

18. Should I send my CE summary sheet and CE documents separately?

Combine all documents as one PDF with the CE Summary Sheet as the first page; the certificates serve as proof of completion of the courses listed.

19. I've been accepted to a prestigious training program. Why can't my acceptance letter be put on the file?

The Continuing Education section is for training and education that has been completed. For that reason, documents without an indication the class has been completed and acceptance letters to training programs are not placed on the file. There is always the possibility that you may not be able to start or finish such training. You may indicate that you have been accepted into a training program on your CV.

Special Skills

1. I have a special skill. How do I get it documented?

The Special Skills section of the folder is for those skills not health related that may be useful in times of emergency, such as scuba diving or piloting. These skills are not necessary for your duties (but may be utilized). The only documentation accepted for this section are licenses or certificates showing that you are certified in these skills. A listing of skills is not acceptable for this section, but may be placed in your CV.

Health related skills can be placed on the file if you have received certification. If the "certification" is a training document, not an actual license or certificate from a governing body, it will be treated as a continuing education document. You may also list these skills in your CV.

2. How do I know if my skill fits this category?

The skill cannot be health related, including training to run certain medical equipment, EMS certification or specialties within the medical profession.

The skill is useful in an emergency situation. A swimming teacher is not useful in an emergency situation, but someone with a lifeguard's certificate is.

3. I don't have a certificate for this skill. Can I put it on a list?

No list is accepted for this section. However, it may be listed in your CV.

Outside Activities

1. What is considered an outside activity?

An outside activity is an activity that uses your skill in a setting outside of the government that a supervisor must approve. This can take place during or not during work hours. Typically, if the outside activity takes place during work hours, Annual Leave is required. This should be submitted to the supervisor on the HHS-520, Request for Approval of Outside Activities. Membership in professional, recreational or academic groups is not considered an outside activity for purposes of the file.

2. What if the HHS-520 is not used?

The authorization should be on the HHS-520. If not, then it is not included in this section, but in the PHS Support section. However, if a memo is sent concerning a previously submitted HHS-520 to show you have continued authorization for this activity, it will be placed in this section.

3. How do I submit an authorized HHS-520 to the file?

Upload through eDOC-U as a HHS-520 (Outside Activity) document.

PHS Support

1. Who do I contact if there are problems with my PHS Support documents?

Contact phsopffix@hhs.gov

2. Why are all my PHS support documents dated as 12/31/year?

In order for all of the PHS support documents to remain in place for the entirety of the promotion cycle, that date is entered for that documentation. The boards determined that they needed 5 years' worth of these documents to make a proper assessment of you.

3. Why are PHS support documents uploaded as one PDF?

PHS support documents are merged into one file in order to keep the volume of the file down for the ease of the promotion boards; it is far easier to scroll pages in one document than to keep opening new documents. You should upload your Letters of Appreciation as one PDF towards the end of the year (and do the same for Certificates of Appreciation), rather than uploading each document separately. If you wish a certain document to feature prominently, it should be the first page in the PDF. Separation of documents may prevent board members from reviewing documents due to time limitations. PHS support documents and CE documents are the ONLY documents you should wait until the end of the year to submit.

4. What documents are accepted into this section?

The section is broken down into the following categories:

Appointment
Certificate of Appreciation
Letter of Appreciation

An Appointment means an officer has been offered a professional or educational position that entitles them to a privilege or gives them some kind of responsibility as a member of a group. The words "appointment" or "selection/selected" must appear somewhere in the document.

Certificates are certificates for any kind of award or appreciation you might receive that is not considered an "award". It must appear in the format of a certificate, not a letter. Please see the section concerning awards for the definition of an award.

Letters of Appreciation are letters from any source concerning a service you performed on their behalf. Thank you letters and other letters (no letters recommending you for promotion in any way) expressing your extra efforts and service should be included in this section.

5. What documents are not accepted in this section?

The following documents are not accepted as PHS Support documents:

Newspaper articles
Meeting Brochures or materials
Letters recommending an officer for promotion
Emails that do not give a reason why an officer is being thanked/appreciated
Letters that do not give a reason why an officer is being thanked/appreciated.
Any document prior to your current call to active duty date
Any document prior to 5 years to the promotion cycle if you have been on duty the entire time.

6. What happens to the documents that are not accepted?

They are deleted as soon as it is determined they do not fit the criteria to be placed into your eOPF. No notification of this action will be given.

7. Do I have to wait until December 31st to send my documents?

No, sending it as soon as possible is preferable. This gives leeway to ensure documents are submitted before the deadline and to adjust documents before the promotion boards begin.

ID Cards

1. Who do I contact if there are problems with my ID Cards?

If a document in this section has the wrong date or is mislabeled as another document, contact phsopffix@hhs.gov

If you need a new ID Card, please go online to make an appointment at https://idco.dmdc.osd.mil/idco/ click on ID Card Office Locator and Appointments.

2. The date on the birth certificate section is not mine. Why?

The birth certificate section is for your dependents. The birth date is the date of the first birth certificate on the file (or, if it is illegible, the first clear certificate). If the officer was born overseas, the birth certificate should be behind the application as proof of US citizenship. If you were born in the US, a birth certificate is unnecessary.

3. Is it necessary for me to submit all my dependents' birth certificates to my file?

No, it is not necessary.

4. I just got married and want to change my name. What do I do?

If your name is changing due to marriage, you will need to submit a copy of the marriage certificate with a request to change the name. The name change will need to be submitted first to the Social Security Administration before it can be changed in the system. On the memo, you should specify what name you wish to use. These documents should be emailed to PHSCCHQCompensation@hhs.gov.

5. Does the promotion board see this information?

No, all documents in this section are considered immaterial to the board process and are not included in the documents the promotion boards view.

6. Where are my divorce papers?

Divorce papers are not made a part of the eOPF. They are submitted to your payroll folder.

Insurance Forms

All insurance forms need to be submitted to the Compensation Section. Contact the Compensation Section at PHSCCHQCompensation@hhs.gov for instructions. Any document that needs to be put on the eOPF will be submitted by the Compensation Section. The promotion board does not see these documents.

Statement of Service

This is for your final statement of service with the U.S. Public Health Service Commissioned Corps. Until you leave, this section remains empty. If you have had a prior tour in the Commissioned Corps (not including COSTEPs), you should have a copy of the prior tour's statement of service in your folder.

Any officer currently on active duty who needs a statement of service for their current tour should contact phsccassignments@hhs.gov

Miscellaneous Forms

1. What forms are in this section?

This section contains various administrative forms, to include GI Bill documents, prior military documents that are not used to obtain dates for service computations (such as OERs), leave information and service record cards.

2. What leave information should I submit to my file?

No leave information should be submitted by the officer to the file.

3. I am interested in transferring my education benefits to my dependents. Where can I go for information?

You may review the How to Transfer and Use Education Benefits.pdf (psc.gov) guidance for complete details located the CCMIS website.

For additional information, members of the PHS Commissioned Corps can contact the PHS Education Benefits Coordinator by email at phsdeersgibill@hhs.gov or by phone at 240-453-6130.

4. Does the Promotion Board see this information?

No, all documents in this section are considered immaterial to the board process and are not included in the documents the promotion boards view.

Personnel Orders

1. Who do I contact if a PO is missing from my folder?

Contact phsopffix@hhs.gov if the PO concerns pay matters (such as a special pay), contact the Compensation Section at 240-276-8799.

2. Who do I contact if there is incorrect information on my PO?

Contact your Commissioned Corps Liaison.

3. Who do I contact if my Training and Experience Dates, retirement calculations, base pay calculations or special pay calculations are incorrect?

Contact phsccassignments@hhs.gov.

Security Documents

Contact the Security office at phssecurity@hhs.gov for any matters concerning your clearance.

Application Documents

1. Who do I contact if my application documents are incorrect?

If you have problems with the application documents, please contact phsopffix@hhs.gov.

2. Why are my internship/residency documents in this section?

If you received these documents before coming on active duty and you receive special pays, these documents should be under the CSED sheet. If there is an error, please contact the Long-Term Training, PHSlongtermtraining@hhs.gov.

3. Why is my new degree/diploma in this section?

These documents are placed in this section for permanent retention. An official copy of your transcript should be submitted to:

Commissioned Corps Headquarters
Personnel and Career Management Branch,
ATTN: Licensure and Transcript Coordinator
1101 Wootton Parkway, Suite 300
Rockville, MD 20852

Confidential Documents

1. There is a Letter of Reprimand (LOR) on my file. How do I get it removed?

When the specific expiration date on the letter has passed, please contact the Administrative Actions officer at PHSAdverseActions@hhs.gov to have the letter removed.

2. Does the Promotion Board see the LOR?

If you have an active LOR, specifically a LOR with an effective date or end date that is on or after 1 October of the year preceding the Promotion Year through the end of the Promotion Year (e.g., 1 October 2022 through 30 June 2024 for Promotion Year 2023), you are not eligible for promotion.

3. Does the promotion board see all the previous promotion documents on my file?

No, information from previous boards (score sheets, Promotion Information Report, or counseling statements) is not provided to the members of the current board.

Acronyms used in this FAQ

ACLS - Advanced Cardiovascular Life Support
BLS - Basic Life Support
CCHelpDesk - Commissioned Corps Help Desk
CCHQ - Commissioned Corps Headquarters
CCMIS - Commissioned Corps Management Information Service
CE - Continuing Education
COER - Commissioned Officer’s Effectiveness Report
COSTEP - Commissioned Officer Student Training and Extern Program
CSED - Creditable Service Entry Date
CV - Curriculum Vitae
DEERS - Defense Eligibility Enrollment Reporting System
DIEMS - Date Initially Entered Military Service
eDOC-U - Electronic Document Upload
eOPF - Electronic Official Personnel Folder
EMS - Emergency Medical Services
HHS - Health and Human Services (short for Department of Health and Human Services)
LMC - Leave Management Clerk
LOR- Letter of Reprimand
MA - Medical Affairs
NCLEX - National Council Licensure Examination
OER - Officer Efficiency Report (military equivalent to the COER)
OS - Officer’s Statement
PAC - Professional Advisory Committee.
PALS - Pediatric Advanced Life Support
PHS - U.S. Public Health Service
PIR - Promotion Information Report
PO - Personnel Order
RO- Reviewing Official
ROS - Reviewing Official’s Statement
SERNO - Service Number (your PHS number)

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