• Promotion Information

  Reviewing Officials Statement (ROS)

  NOTICE: The ROS is now included in the annual online Commissioned Officer Effectiveness Report (COER). ONLY submit a separate ROS if you are not completing the online COER. An example would be if an interim or transfer COER covering a period starting on or before June 30, 2018 and ending on or after July 1, 2018 was submitted. The interim or transfer COER then becomes an annual COER and an online annual COER is not necessary. The Reviewing Official should then submit an ROS separately.

  The Reviewing Official Statement(ROS):

  • Is a one-page document at the end of the COER that allows the agency to provide input to the Promotion Board regarding your readiness for promotion.
  • Should address the period in the position or program, or longer if the Reviewing Official (RO) has knowledge of your prior performance and contributions.
  • Is completed by your Reviewing Official during the COER submission process (usually the second line supervisor—your supervisor’s supervisor).
  • Is the only official letter of recommendation allowable in the eOPF.

  The Reviewing Official may solicit input from you or other sources for his/her use in completing the ROS. Organizations are given discretion to solicit higher level concurrence of the Reviewing Official’s assessment. However, the Promotion Board will only review the official 1-page ROS as it appears with your COER. Letters of recommendation that address promotion potential in any other form will not be accepted for documentation in the eOPF.

  General Guidance:

  The ROS:

  • Is NOW connected to the electronic annual COER process. However, an ROS can and must be submitted separately if an electronic online annual COER is not required. For example, an interim or transfer COER covering a period starting on or before June 30, 2018 and ending on or after July 1, 2018 becomes an annual COER. In this case, the electronic online COER is not necessary.
  • If required to submit separately, it MUST be on the current year’s form. No other version will be accepted.
  • Separate submissions MUST be signed and submitted electronically by email to DCCPR by your Commissioned Corps Liaison.

  The following factors are addressed in the ROS:

  • Promotion Readiness: Do you recommend the officer for promotion to the next higher rank? (Recommend/Not Recommend). Provide detailed justification for your selection.
  • Leadership: How does the officer take on a leadership role in the OPDIV/STAFFDIV/organization?
  • Mission: How does the officer contribute to the mission of the OPDIV/STAFFDIV/organization?

  Your Responsibilities, Instructions and Other Important Information:

  • Notify your RO via email that you are eligible for promotion as early as possible and whether your RO will complete the ROS in the COER or on a separate form. This will allow him/her ample time to prepare a thoughtful, quality product before the deadline to submit the ROS to your CC Liaison.
  • For officers not completing the online electronic annual COER: The deadline listed on the Promotion Checklist is the date the ROS must be received by DCCPR. Your CC Liaison will have an EARLIER deadline. Follow up with him/her if you are unsure of your CC Liaison’s deadline.
  • For officers completing the online electronic COER: Your COER deadline on the Promotion checklist is your ROS deadline. Make sure your COER is meeting all the processing deadlines, to include separate deadlines set by your CC Liaison.
  • In the RO notification email request, include your full name, the rank for which you are eligible, your PHS number, and category. If not completing an online annual COER, also provide the link to this ROS page so the RO can locate the current year’s ROS form and instructions easily. The ROS must be on the current promotion year’s form. No other version will be accepted.
  • Provide your RO with your CC Liaison’s contact information. If completing an electronic PDF ROS separate from your COER, add your CC Liaison’s due date (usually not the same date as on the Promotion Checklist) and instructions on how to forward the ROS.
  • If the ROS is submitted on a separate form because you are not required to complete an electronic online annual COER: Ensure that your ROS form is included with your COER is in your eOPF no later than two weeks after the deadline listed on the Promotion Checklist (not the CC Liaison deadline). It is your responsibility to verify the ROS was completed on the correct year’s form, received by DCCPR, and placed in your eOPF with your COER as one document. To verify:
  • Log into the Secure Area of the CCMIS website. Access your eOPF and review the COER Documents section. If this year’s COER with ROS does not appear in this section of your eOPF two weeks after the deadline provided on the Promotion Checklist, follow up through your chain of command and CC Liaison to check the status of the ROS. Calling DCCPR for follow-up could potentially delay locating your ROS, as the document most likely has not reached us.
  • Please note that separate ROS forms with the Liaison’s original signature are required by DCCPR and will only be accepted from the CC Liaison. CC Liaisons are encouraged to submit ROS forms to DCCPR in periodic batches. Therefore, your ROS may take additional time to reach DCCPR after receipt by your CC Liaison.
  • DO NOT attempt to upload a copy of your ROS through the eOPF upload system. It will be rejected. DCCPR will NOT accept ROS forms sent directly from officers or Reviewing Officials.
  • Once the ROS is submitted, it will be indexed, dated and filed with the COER in the COER Documents section of your eOPF. The document will be given an arbitrary date, regardless of when it is submitted.
    • Do not be concerned with the document date in the eOPF; the date is for internal use only and will not be seen by the promotion board members.

  The Reviewing Official’s Responsibilities, Instructions and Other Important Information:

  • Only If NOT completing an electronic online annual COER, submit the ROS on the current promotion year’s form. No other version will be accepted.
  • If completing an electronic online annual COER, the ROS is the last page of the COER.
  • Promotion Readiness:
    1. A justification should be given for either level of recommendation.
    2. “Recommend for Promotion” only if the officer currently occupies a billet that is at equal to or above their current rank and is performing well. This option would most likely be selected for the majority of officers.
    3. “Not recommended for Promotion” when an officer currently occupies a billet that is below their current rank, if there are documented performance or conduct issues, and/or the officer has not demonstrated the technical and management skills needed at the next higher rank. Indicate what additional professional development is needed by the officer to correct this.
  • If desired, solicit feedback from the officer’s direct supervisor, the officer, and/or other sources regarding the officer’s promotion readiness, leadership attributes, and contribution to the agency’s mission.
  • If completing the ROS form separately and not completing the ROS in the online COER, complete the current year’s ROS form ensuring that the officer’s full name, PHS number, and category are correctly entered. Save the form and make a copy of the signed form. Wet or PIV/CAC verified signatures are acceptable. Stock signatures will not be accepted. Submit the ROS form separately to the CC Liaison before the deadline established by the CC Liaison. DO NOT RETURN THE ORIGINAL TO THE OFFICER.
  • If completing the ROS as part of the online COER, follow all COER instructions and deadlines. Nothing further is required.
  • DCCPR will NOT accept ROS forms sent directly from officers or Reviewing Officials. ROS forms must be signed and submitted by your Agency Commissioned Corps Liaison (PDF, 266kb).

  Only use if NOT completing a 2018 electronic online annual COER:
  2019 ROS Form (PDF, 1.15mb)

  If you do not find the answers to your questions on this website, please send an e-mail to: PHSPromotions@hhs.gov.

  Promotion Instructions are available on the Commissioned Corps Issuance System (CCIS).

  • Select "Commissioned Corps Issuance System" from the link bar at the top of this page.
  • Click on "Table of Contents."
  • Click on the "+" next to "Book 3: Personnel Management."
  • Click on Chapter 3: Promotions and Reductions.
  • Click the "+" next to the topic of interest related to promotions. The section title will turn blue.
  • Double click the blue section title and refer to the policy governing this process.
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