• Electronic Official Personnel Folder (eOPF) and Officer Promotion Package Verification System (OPPVS)

  General OPPVS (Promotion Folder) Information:

  • Only certain documents in your eOPF are made available to the Promotion Board for review via OPPVS. Below is the complete list of documents visible to promotion board members:

  Documents	Time Limits
  Promotion Information Report (PIR)* Curriculum Vitae Officer’s Statement	Most Recent
  License, Credential, and Certificate	From January 1to December 31 of Previous Year
  Commissioned Officers’ Effectiveness Report (COER) Reviewing Official’s Statement (ROS) Agency/Category Award Letter and Certificate of Appreciation Continuing Education Unofficial Transcript	Last 5 Years
  Individual and Unit Award** Personnel Order	Last 7 Years
  Official Transcript	Entire Career

   *The final update to the PIR occurs in mid-January after the final COER deadline; please see the promotion checklist for the exact date

  **Awards will be visible in your PIR from your entire career, but detailed award writeups will only be visible from the last 7 years within the eOPF.  At this time, the supporting documentation is only for USPHS individual and unit honor awards. 

  • Before removing the document from your OPPVS, remove the document from your eOPF by contacting phsopffix@hhs.gov with your SERNO and attributes of the document (eOPF Section, Doc Type, Doc Date, Creation date & time stamp, Archive date & time stamp). Once it is removed from the eOPF, contact phspromotions@hhs.gov with your SERNO and attributes of document. It is important to remove the document from your eOPF before removing it from OPPVS because OPPVS pulls documents from the eOPF daily.
  • Documents in the incorrect orientation do not need to be replaced. Boards members can rotate documents to the correct orientation, and officers will not be penalized for documents that need to be rotated.
  • New documents uploaded to your eOPF will trigger OPPVS to pull the new document within 24 hours, depending on the upload time. If you do not see the new document within your OPPVS within 48 hours of your upload time and date, please email PHSPromotions@hhs.gov with your SERNO, Upload Time & Date, and Document Type. Please make sure that the document is in your eOPF before emailing the Promotion Resource Box.
  • Required licenses and certifications must be always current. A copy of your renewed license and/or certification must be received by the Licensure Specialist before the current license or certification expires. If you need to renew your license between the final pull of the Promotion Information Report (PIR) for OPPVS and when the board views your license, you do not need to request a repull of your PIR from the promotions team. PIRs are not updated after final pull and significant time may have elapsed since then.

  eOPF and OPPVS

  The Electronic Official Personnel Folder (eOPF) is the official depository for the records and reports of personnel actions effected during an officer's service in the U.S. Public Health Service (USPHS) Commissioned Corps. The personnel action reports and other documents in the eOPF give legal force and effect to personnel transactions, help track an officer’s readiness for promotion, document official PHS awards, record the officer’s history, and establish an officer's rights and benefits.

  The eOPF is the USPHS Commissioned Corps’ system of record for official purposes and is maintained in accordance with regulations set forth by the National Archives Records Administration (NARA), Health and Human Services’ own records management and schedule for maintenance and disposal of records, and the USPHS Commissioned Corps. The eOPF contains documents that are required by the above regulations and policy and include, but are not limited to, official transcripts, application documents, promotion documents, security documents, adverse actions, oath of office, personnel orders, insurance forms, and most documents that must have an original signature.

  The Officer Promotion Package Verification System (OPPVS) is the official depository for promotion board documents. OPPVS pulls documents from the eOPF to make them visible to promotion board members. Board members only view documents in an officer’s OPPVS – they do not have access to an officer’s eOPF. When officers view their OPPVS, they see the exact documents presented to promotion board members. Once an officer verifies their OPPVS, documents can no longer be added or removed.

  Uploading Documents to your eOPF:

  eDOC-U User Guide

  • To ensure documents are included in your OPPVS for promotion board review, you must upload your documents no later than the deadline on the Promotion Checklist. Do not wait until the deadline to upload documents to your eOPF
  • Avoid uploading multiple copies of documents other than the curriculum vitae (CV) and officer’s statement (OS) as OPPVS will pull all uploads and display duplicates to board members. For the CV and OS, OPPVS only pulls the latest version from the eOPF if it was uploaded before the deadline. Consequently, officers can upload either of these documents multiple times without having to remove duplicates from their OPPVS
  • Submit the CV cover sheet and CV together as a single document. If the documents are uploaded separately, the most recently submitted document will replace the other. Only the most recent CV document is retained in the eOPF. If uploaded separately, you'll have only a CV cover sheet in your eOPF and no CV
  • Ensure you upload documents in the correct formatting, especially the CV and OS
  • Do not upload documents using the “PDF Portfolio” format; upload documents using the standard PDF format
  • Check documents after upload in both your eOPF and OPPVS to ensure the correct documents were uploaded and to confirm no errors are in the documents
  • Save the email confirming successful uploading of your document(s). This is your only proof your documents were submitted by the deadline. The blow documents should not be uploaded to your eOPF:
    • Photographs
    • Publication reprints (Publications may be listed on your CV)
    • Program agendas
    • Letters of recommendation (Letters of appreciation or outside activity statements that contain any recommendation or expression of support for promotion or position will not be included in the eOPF)
    • Medical documentation, except for immunizations
    • Annual Physical Fitness Test (APFT) form (Uploaded via RDB-self service)
    • PHS and prior service awards (Agency and category awards are allowed)

  The Purpose and Assignment of Document Dates:

  It is important to note that the process to upload a document requires you to select the document date. Some documents require an artificial date for the eOPF and OPPVS to display the document in the correct order. Most documents are indexed according to the date on the document. However, below are some of the exceptions along with the dates document date.

  • Personnel orders – date the orders were issued.
  • Officer’s Statement – January 31st of the current promotion year
  • CV – Date listed on the CV or December 31st of the current calendar year
  • Certificates and Letters of Appreciation - December 31st of the current calendar year (if uploading certificates and letters from previous years, use December 31st and the respective year)

  All remaining documents are archived under the date received, or the date on the document, depending on which of these dates is available. If neither date is apparent on the document, then the date the document is indexed is used as the date.

  If there is an error regarding documents in your eOPF, send a detailed email with your SERNO to: phsopffix@hhs.gov.

  Last Updated: 7/24/2024
• USER ASSISTANCE

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