Proper sequencing of evaluation report authentication provides credibility in the evaluation process.
(1)
Members of the rating chain and the rated Soldier are the only persons authorized to sign an evaluation report.
Rating officials and rated Soldiers will not sign blank evaluation reports or have someone sign for them.
(2)
The rated Soldier will always be the individual to sign the evaluation report last after rating officials.
(3)
Supplementary reviews, when required, will occur after reports have been authenticated by the rated Soldier and all rating officials.
The rated Soldier’s signature will verify the accuracy of the administrative data in part I, confirming the name and DoDID number on the evaluation report, rank and date of rank, branch or MOS data, period covered and nonrated time, the rating officials, APFT, and height and weight entries.
This procedure ensures that the rated Soldier has seen the completed evaluation report.
It also increases the administrative accuracy of the evaluation report and will normally preclude an appeal by the rated Soldier based on inaccurate administrative data.
In the event the rated Soldier is not available or refuses to sign, senior raters will provide an explanation in their narrative or bullet comments.
If significant changes are made to a final evaluation report after the rated Soldier has signed it, the senior rater (or reviewing official on AERs) will ensure the rated Soldier has an opportunity to see the changed evaluation report as stated in paragraph 3–34k(5)(b).
(4)
To facilitate the rated Soldier signing the evaluation report after its completion and signature by the rating officials, the evaluation report may be signed and dated by each individual in the rating chain up to 14 days prior to the “Thru” date of the evaluation report.
However, the evaluation report cannot be forwarded to HQDA until the “Thru” date of the evaluation report.
Evaluation reports submitted prior to the “Thru” date will be rejected and returned; a new evaluation report with signatures that complies with submission date requirements must be resubmitted to HQDA.
(a)
For OERs and NCOERs, the senior rater’s signature and date will not be before the rater’s or intermediate rater’s signature.
The rated officer will not sign or date the OER or NCOER before the rater, intermediate rater (when applicable), or senior rater.
OERs and NCOERs which require a supplementary review are then forwarded to the reviewing official for the reviewer’s action and signature.
(b)
For AERs, the review official’s signature and date will not be before the academic rater’s or academic advisor’s signature.
The rated Soldier/student may not sign or date the AER before any other rating official.
(5)
Signature formats will appear as follows:
(a)
Rating officials and rated Soldiers will enter valid digital signatures on current versions of electronic forms, which allows highest level of identity assurance.
Evaluation reports with invalid signatures and omitted rating official’s signatures will not be processed.
(b)
Once an evaluation report has been completed and signed by the rated Soldier, any changes to content will invalidate the electronic signature approval of the rated Soldier and/or relevant rating official and will require the evaluation report to be revalidated (digitally signed with a verified or approved signature) by the individual whose content was changed.
Understanding that evaluation reports may be processed without the rated Soldier’s electronic signature, when this situation occurs, the senior rater or reviewing official (AER) will ensure the rated Soldier has an opportunity to see the evaluation report if significant changes are made.
(c)
For manually signed, paper copy evaluation reports, signatures will be in black or dark blue ink only.
(d)
Submitting paper copy evaluation reports with a combination of manual signatures and electronic approval will be authorized as long as all requirements of this paragraph are met.