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Promotion Information
Reviewing Officials Statement (ROS)
The Reviewing Official Statement (ROS):
- Is a one-page document 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, typically the same as your COER Reviewing Official (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. 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 NOT connected to the electronic annual COER process, but is filed in the COER section of the eOPF.
- MUST be downloaded from the CCMIS website
- MUST be on the current year’s form. No other version will be accepted.
- MUST be signed and submitted 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? (Highly Recommend/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?
- Pillar (To be entered by the CC Liaison only): Does the officer occupy a position that meets one of the five (5) pillars?
- Serving the needs of vulnerable or medically underserved populations. This includes both clinical and public health practice;
- Serving in hardship locations, hazardous duty, or difficult to recruit positions;
- Being available for rapid deployment by your Agency/OPDIV;
- Requiring regular engagement with other uniformed services;
- Addresses an important public health need but can only be filled with a Commissioned Corps officer.
Your Responsibilities, Instructions and Other Important Information:
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Notify your RO via email that you are eligible for promotion as early as possible. This will allow him/her ample time to prepare a thoughtful, quality product before the deadline to submit the ROS to your CC Liaison.
- 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.
- In the email request, include your full name, the rank for which you are eligible, your PHS number, and category. 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 and instructions on how to forward the ROS. Include your CC Liaison’s ROS due date (not the same date as on the Promotion Checklist).
- Ensure that your ROS form 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. To verify:
- Log into the Secure Area of the CCMIS website. Access your eOPF and review the COER Documents section. If this year’s 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 ROS forms with the Liaison’s original signature are required by DCCPR and will only be accepted from the CC Liaison. To verify by: 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 which are sent directly from officer or Reviewing Official.
- Once the ROS is submitted, it will be indexed, dated and filed 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.
- Please note that the Board will only have access to the current promotion year’s ROS; boards will not see any ROS from previous years. Therefore, an you must submit a new ROS every year the you are eligible for any competitive promotion.
The Reviewing Official’s Responsibilities, Instructions and Other Important Information:
- The ROS must be on the current promotion year’s form. No other version will be accepted.
- Promotion Readiness:
- Select “Highly recommend” only if the officer currently occupies a billet that is higher than their current rank and is performing well, or if the officer currently occupies a billet that is equal to their current rank and is completing additional duties beyond what would normally be expected. A justification should be given for this level of recommendation.
- Select “Recommend” only if the officer currently occupies a billet that is at least equal to their current rank and is performing well. This option would most likely be selected for the majority of officers.
- Select “Not recommend” 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.
- • 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 to the CC Liaison before the deadline established by the CC Liaison. DO NOT RETURN THE ORIGINAL TO THE OFFICER.
DCCPR will NOT accept ROS forms sent directly from officers or Reviewing Officials. ROS forms must be signed and submitted by your Commissioned Corps Liaison (PDF, 266kb).
2018 ROS Form (PDF, 1.15mb)