Service Record Management (ODC/OSR/PSR)

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NOTE: The following instructions are listed below to allow for individuals to print and utilize from any internet access site at a later date or for personal files. While on this site you may find it easier to access sites by the page links listed below or from the Web-Links page from http://www.navypa.org/; information updated June, 2008

USN OFFICER RECORD MANAGEMENT INFORMATION

OFFICER DATA CARD/OFFICER SUMMARY RECORD/PERFORMANCE SUMMARY REPORT

If unable to access your ODC/OSR/PSR from the BUPERS online link on the Web-Links page. You can obtain access by going to http://www.npc.navy.mil/channels and click on the BUPERS On-Line tab and log in. From here you can view your Officer Data Card, Performance Summary Record and Officer Summary Record by clicking on the "ODC, OSR, PSR, ESR" tab. Navigation Hint: If you left click on the block name, a separate window will open explaining the block, this works for all 3 forms (ODC, OSR, PSR). If you experience problems accessing these items online contact the BUPERS help desk at (901) 874-4717 (DSN 882). Reserve officers not on active duty, must contact NRPC at (866) 250-4778 to update their information through completion/update of the Naval Reserve Qualifications Questionnaire (NRQQ).

REQUEST FOR RECORD ON CDROM

Your CDROM can be requested through BUPERS on-line. Log in as discussed above and click the "Request Record on CD Tab". You may also request your CD in writing from BUPERS (PERS 312). Either fax your request to (901) 874-2664 (DSN 882) or mail it to: Bureau of Naval Personnel, PERS 312 Records, 5720 Integrity Drive, Millington, TN 38055-3130.

To update your CD, send required updates (miscellaneous documention such as service schools, transcripts, etc.), to PERS-312 Records (address listed above). Importantly, information submitted to PERS-312 WILL NOT automatically be included on your ODC/OSR, but WILL ONLY update your permanent record (CD). Changes/updates to your ODC/OSR are handled as discussed below. Ensure that all documentation submitted to PERS 312 has your social security number written or typed in the upper right hand corner.

OFFICER DATA CARD & OFFICER SUMMARY REPORT UPDATES/CORRECTIONS

Updates or corrections to your ODC are done through the appropriate PERS code at Navy Personnel Command, or by the Navy Standard Integrated Pay/Personnel System (NSIPS), depending on the block of the ODC that requires update or change. Change requests to the OSR are done by requesting changes to the ODC (you cannot update the OSR, you must make change requests to the ODC; updates/corrections to your ODC will automatically reflect on your OSR). Most changes or additions to the ODC that need to be reflected on the OSR involve academic degrees, service schools, personnal decorations (awards) and special qualifications (AQDs). The following sections explain procedures to update or change this information. For questions regarding other blocks of the OSR, contact the Physician Assistant detailer; link http://www.navypa.org/custom2.html.

To make changes to your ODC, log on to BUPERS on-line and access your ODC (ODC, OSR, PSR, ESR link). Then, click on Officer Data Card (ODC) and be sure to verify that your email address and telephone numbers are correct; make any required changes on the page and they will be saved. Click on the "build and view ODC" button. To make necessary changes or updates, click on the block that needs to changed or updated, or click on "click here to add a new line". For the ODC, if you left click on the data in the block itself, you start the change procedure. Once the update/change has been entered, click "submit". The system will generate a screen titled "ODC Online". At the top of this screen, it says "save or print this screen as a file and follow the instructions in SECTION 2"; however, these instructions are currently incorrect - FOLLOW THE PROCEDURES BELOW FOR ADDITIONS OR CORRECTIONS.

SERVICE SCHOOLS

Only service schools (courses) listed in the "Navy Officer Manpower and Personnel Classifications, Volume II - The Officer Data Card" may be added to the ODC/OSR; service schools not listed cannot be added to your ODC. If you feel a service school should be added to the Officer Manual, you will need to contact your community manager. The community manager will determine if the school needs to be added and they will work with PERS-341 to make this addition.

To access the list of service schools click on link below

http://www.npc.navy.mil/NR/rdonlyres/C331E04-BD99-4810-B6A3-57B7303F5864/0/NOCVo1II.pdf

If this link does not work (due to browser settings, etc.), access the link by:

Log onto http://www.npc.navy.mil/Channels
On the top bar menu (right side), highlight "Reference Library" and select "BUPERS CD"
Scroll down and click on "NOC Manual Volume II - NAVPERS 15839I, Navy Officer Manpower & Personnel Classifications - VOL II - The Officer Data Card, April 2007" . This link will provide a pdf file that lists available service schools. Use the "bookmarks" menu on the left to scroll down to service schools, broken down by categories. There is also a page that lists service schools by service school code and another that list by abbreviation.

To enter the service school into the ODC, the correct service school code and course abbreviation is required. To add a service school to your ODC/OSR, log on to BUPERS on-line and access your ODC (ODC, OSR, PSR, ESR link). Then, click on Officer Data Card (ODC). Click on the "build and view ODC" button. Go to the "Education section, block 52 and select the button "click here to add a new line". Enter the course code, course name (correct abbreviation from the listing mentioned above), completion date (MM/YY) and duration (weeks, or "cc" if correspondence course). Once this information is entered, click "submit". The system will generate a screen titled "ODC Online". At the top of this screen, it says "save or print this screen as a file and follow the instructions in SECTION 2"; however, these instructions are currently incorrect - do not send the ODC Online form to the address listed in Section 2. Instead, print, sign and date the form. This form, along with the course completion certificate must be sent to NSIPS for the course to be entered on your ODC/OSR. Submit either by fax (Comm: (504) 697-0342 or DSN: 647-0342) or scan and email (WORD or PDF format) to NSIPSHELPDESK@navy.mil . NSIPS can also be reached through the 24-hour toll-free Help Line at (877) 589-5991. As a last resort, you can send the documents via regular mail through the U.S. Postal Service to: NSIPS CUSTOMER SUPPORT CENTER, CDM SECTION, 2251 LAKESHORE DR., NEW ORLEANS, LA. 70145.

In addition, course completion certificates should be sent to PERS-312 for addition to thee Officer's permanent record. Send documents to: Bureau of Naval Personnel, PERS 312 Records, 5270 Integrity Drive, Millington, TN 38055-3130.

ACADEMIC DEGREES

To add academic degrees to the ODC/OSR, refer to the "Navy Officer Manpower and Personnel Classifications, Volume II - The Officer Data Card" (see link below or per service schools instructions), Appendix D "Education Codes". This appendix shows a listing of Institution (College/University) abbreviations, major fields of study, etc.

http://buperscd.technology.navy.mil/bup_updt/508/OfficerClassification/ii/c.htm

To add an academic degree to the ODC/OSR: log on to BUPERS on-line and access your ODC (ODC, OSR, PSR, ESR link). Then, click on Officer Data Card (ODC). Click on the "build and view ODC" button. Go to the "Education section, formal education, blocks 54-60, 61 and select the button "click here to add a new line". Enter the appropriate information (codes/abbreviations can be obtained from the links mentioned above); once this information is entered, click "submit". The system will generate a screen titled "ODC Online". At the top of this screen, it says "save or print this screen as a file and follow the instructions in SECTION 2"; however, these instructions are currently incorrect - do not send the ODC Online form to the address listed in Section 2. Instead, print, sign and date the form. This form, along with legible transcripts (official transcripts from the institution are not needed - legible transcripts can be provided directly from the officer), are sent to PERS-45E: Navy Personnel Command, PERS-45E, 5720 Integrity Dr., Millington, TN 38055-3120. Documents may also be scanned and emailed to PERS-45E at MILL_PERS45E@navy.mil . If transcripts are not available, PERS-45E will also accept diplomas for degrees awarded, however transcripts are perferred.

In addition, degree information should be sent to PERS-312 for addition to the Officer's permanent record. Send documents to: Bureau of Naval Personnel, PERS 312 Records, 5720 Integrity Dr., Millington, TN 38055-3130.

FITNESS REPORTS

There is normally a two to three-month lag time for fitness reports to appear in your record. The reporting senior's cummulative average takes up to three months to appear on your PSR. Your fitness reports will appear on your PSR first and then on your microfiche. Reports for officers in zone for a selection board get priorty processing. If you are missing afitness report (more that 6 months old) on your PSR or on your CDROM, have an error on your PSR regarding a fitness report, or have any question about fitness reprots, contact PERS-311D customer service at (901) 874-4881/4882/3313 (DSN 882). Sending duplicate reports compounds the processing problem, so it is best to call and check on the report first. If a fitness report is missing from your record, you may have to send a copy signed by the member and the reporting senior to: Bureau of Naval Personnel, PERS 311, 5720 Integrity Drive Millington, TN 38055-3110, AFTER contacting PERS-311D to ensure that they have not already received the report.

Note: Requests for administrative changes to submitted fitness reports can be requested by letter to PERS-311 (address above); members can request corrections of obvious errors to blocks 1-19 and blocks 21 to 27 by submitting a letter requesting the corrections to PERS-311. Changes to other blocks on the fitrep MUST be requested by the reporting senior that signed thee orignal report.

PERSONAL AWARDS

The Navy Department Awards Web Service (NDAWS) database contains the primary data elements of personal and unit Navy Awards; https://awards.navy.mil . NDAWS Authorities enter the 1650 data into the system, and it is automatically transmitted on a weekly basis to BUPERS for posting. After uploading your 1650 information in the database, the NDAWS Authority will mail a copy of your certificate/citation to BUPERS for scanning into your official record. The only way to check to see if your award certificates/citations are in your record is to order your OMPF/CDROM from BUPERS. Awards information can be viewed in three methods:

From a personal awards search conducted on NDAWS
From your OSR available via BUPERS Online
From your OMPF/CDROM

Missing Awards:

1). If an award is missing from NDAWS and from your OSR, make a copy of the award certificate, write your SSN in the top right-hand corner of the copy (if the award is MSM or higher you must include the citation with the certificate). Submit copies of the certificate (and citation if applicable) to the NDAWS Authority/Administrator in your chain-of-command. A list of these commands, including mailing information, is available under the "NDAWS Authorities" link on the NDAWS website https://awards.navy.mil

2). If the award is listed on your OSR but is not in your official file (CDROM): Mail a legible, clean copy of the citation, with your SSN in the upper right corner, to Navy Personnel Command PERS-312C, 5720 Integrity Dr., Millington, TN 38055-3120. No cover letter is required.

3). If an award is listed in NDAWS but not on your OSR: Fax a copy of the citation and summary of action to (901) 874-2000, be sure to have your SSN written in the upper right hand corner of the certificate and write "In NDAWS not in OSR". For questions regarding this process, call PERS-312D at (901) 874-4871 (DSN 882).

4). If an award is listed on your OSR but not listed in NDAWS, send a copy of the certificate/citation to the NDAWS Authority/Administrator in your chain-of-command (see item#1 above).

Note: Awards are no longer submitted to the Navy Board of Decorations and Medals; NDAWS link is also located on the Web-Link page.

ADDITIONAL QUALIFICATION DESIGNATOR (AQD)

The respective detailer manages/assigns AQDs. To request an AQD, contact the Physician Assistant Detailer via email or phone (see contact page) for guidance on required documentation, qualifications and the overall process. AQDs will only be assigned/awarded after a record review, or after the appropriate documentation submitted, to determine that eligibility requirements have been met.

SUBSPECIALTY CHANGES/UPDATES

If you recently completed a Master's degree, PhD, board certification, or other advanced training, you may need to update your subspeciality code accordingly. Your detailer is unable to award or update your subspecialty code; it MUST be requested through your respective Corps Chief office at BUMED. Contact the detailer or respective Corps Personnel Plans Analyst (listed below) to determine procedures/requirements to update or change subspecialties.

Medical Service Corps: LT Erich Dietrich, MSC, USN, MSC Personnel Plans Analyst, Navy Medicine Manpower, Personnel, Training & Education Command, Directorate for Workforce Management. 8901 Wisconsin Avenue, Bethesda, MD 20889-5612. Comm: (301) 295-1781, DSN 295-1781, Fax: (301) 295-1817, email: erich.dietrich@med.navy.mil

OFFICER PHOTOGRAPHS

MILPERSMAN article 1070-180 (April 2007) re-established the requirements for Officer Photographs to be included in an Officer's permanent record. Photographs are required of all active duty and reserve officers, regardless of status, within three months of each promotion; photographs are now required in COLOR and are scanned and entered into the record in color. MILPERSMAN areticle 1070-180 outlines the uniform requirements for the photograph, and includes a link to NAVPERS form 1070/884 (04-07); this form is the correct form on which to submit photographs. Attach the photograph to this form, SIGN AND DATE, and mail to: Navy Personnel Command, PERS-312C, 5210 Integrity Dr., Millington, TN 38055-3120.

To check if the current COLOR photograph has been entered into the permanent record: Log on to BUPERS Online, go to the "Fitreps/Evals" reports link, click on the "Performance Evaluation Continuity Link", under "Individual Continuity". At the bottom right of the continuity report is a block that has "Photo Information" that will show "Y" if a color photo is in the Officer's record, and if the photo is in the Officer's current grade.

ADDITIONAL INFORMATION

Record information submitted by members for consideration by selection boards (submitted by letter to a selection board) WILL NOT automatically be forwarded to appropriate PERS codes or NSIPS to update personnel records (CD, ODC, OSR, PSR). All information submitted to boards is immediately destroyed following the board completion. Information submitted to selection boards that needs to be included in the member's record(s) must be submitted according to the directions contained above.