3–34. Preparation and submission requirements

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This is the Army Evaluation Report Preparation and Submission

DA Pam 623–3 is the primary reference for procedural guidance on preparing evaluation reports.

Army evaluation reports document a Soldier’s performance, potential, professionalism, and rating history throughout their military career. The Army Evaluation Reporting System includes Officer Evaluation Reports (OERs), Noncommissioned Officer Evaluation Reports (NCOERs), and Academic Evaluation Reports (AERs), each governed by specific preparation, authentication, and submission requirements.

This guide provides an overview of the Army evaluation report preparation and submission process, including:

DA Pam 623–3 serves as the primary procedural reference for preparing evaluation reports.

Evaluation Report Forms

The forms listed below will be prepared according to procedures enumerated in DA Pam 623–3:

DA Form 67–10 series (OER).
DA Form 2166–9 series (NCOER).
DA Form 1059 series (AER).

Authorized Forms

Electronic applications producing OER, NCOER, or AER forms use form templates and form programs authorized by the Army Publishing Directorate.

The most recent version of evaluation report forms found in EES will be used.

This will guarantee that the completed forms will be compatible with HQDA-level processing and document storage system requirements.

Continuous Evaluation Report History

Generally, Soldiers will have a continuous rating history of sequential OERs and NCOERs documenting both rated and nonrated time.

The periods covered on OERs or NCOERs will not overlap.

Rated Time

Rated time encompasses the time a rated Soldier has been assigned under a valid rating chain for the purposes of counseling, guidance, and evaluation of their performance and potential.

Nonrated Time

Nonrated time encompasses periods of time when a rated Soldier cannot be evaluated.

These periods include a wide variety of circumstances when a Soldier is not performing duty in an assigned position under a valid rating chain.

Qualifying periods of nonrated time are documented on OERs and NCOERs using nonrated codes and they become part of a Soldier’s rating history.

Gaps in Evaluation History

Gaps in a Soldier’s evaluation history may occur for various reasons.

A majority of these gaps are acceptable, while others are unacceptable.

Acceptable Gaps

Acceptable gaps between OERs or NCOERs include periods when a Soldier was in a nonratable status when no OER or NCOER was warranted, such as a break in service.

Unacceptable Gaps

Unacceptable gaps are periods when the rated Soldier was in a status that warranted the preparation of an OER or NCOER but rating officials failed to render an OER or NCOER.

https://www.armyprt.com/evaluations/missing-required-evaluation-statements/

Nonrated Time Corrections

If a rated Soldier has nonrated time that has not been accounted for on an OER or NCOER, administrative corrections may be requested through HQDA procedures.

Extended Annual Evaluation Reports

Extended evaluations reports that include any nonrated time periods since the “Thru” date of the previous OER or NCOER and prior to the establishment of a new rating relationship between the rated Soldier and the rater require the preparation of a code 10, “Extended Annual” OER or NCOER.

https://www.armyprt.com/evaluations/extended-evaluations-reports/

Periods of Nonrated Time and Nonrated Codes

OERs or NCOERs will indicate the appropriate nonrated codes for periods such as schooling, leave of 30 days or more, a patient status, and so forth.

https://www.armyprt.com/evaluations/periods-of-nonrated-time-and-nonrated-codes/

Missing Required Evaluation Statements

Requests for the issuance of a missing evaluation statement will be submitted only for periods when an evaluation report should have been rendered but was not, and all efforts by the rated Soldier and his or her unit to obtain a report have been exhausted.

https://www.armyprt.com/evaluations/missing-required-evaluation-statements/

Submission of Evaluation Reports (Evaluation Entry System)

The Armywide standard for submitting evaluation reports to HQDA is electronic submission of completed, digitally signed evaluation reports on current versions of authorized electronic forms with authorized enclosures using EES.

https://www.armyprt.com/evaluations/submission-of-evaluation-reports/

Submission of Evaluation Reports (Alternate)

The alternative submission method is to mail evaluation reports in paper format with full 10-digit DoDID number for the rated Soldier, the rater, and the senior rater.

https://www.armyprt.com/evaluations/submission-of-evaluation-reports/

Printing Reports

The following are basic requirements for printing evaluation reports for mailing:

Single document, double-sided.
Full 10-digit DoDID number.
Without extraneous black lines or marks.
Full-sized document.
Aligned straight on the page.
Framed on the page with all lines, edges, box checks, and numerical entries visible.
Balanced contrast between light background and dark fonts.

https://www.armyprt.com/evaluations/printing-evalution-reports/

Signatures

Digital signatures are the standard for evaluation reports; however, manual, handwritten, or ink signatures are authorized under extreme circumstances.

https://www.armyprt.com/evaluations/signatures-on-evalution-reports/

Authentication of Evaluation Reports

Proper sequencing of evaluation report authentication provides credibility in the evaluation process.

Members of the Rating Chain

Members of the rating chain and the rated Soldier are the only persons authorized to sign an evaluation report.

Rated Soldier Signature

The rated Soldier will always be the individual to sign the evaluation report last after rating officials.

Supplementary Reviews

Supplementary reviews, when required, will occur after reports have been authenticated by the rated Soldier and all rating officials.

Timeliness of Submission

Evaluation reports will be forwarded error-free to reach HQDA no later than 90 days after the “Thru” date of the evaluation report.

https://www.armyprt.com/evaluations/timeliness-of-submission/

Monitoring Submitted Evaluations

EES and ERS will be used as the primary tool to determine the processing status and other administrative information for all OERs, NCOERs, and AERs received at HQDA.

Evaluation Report Copies

Copies of evaluation reports will be handled in the following manner:

The responsible senior rater or reviewing officials’ designated representative will provide each rated Soldier a copy of the evaluation report when it is completed locally and before the rated Soldier departs the organization.
Rated Soldiers who fail to receive a copy of their evaluation report after the close of the reporting period will request a copy from their senior rater.