FITREP BRIEF Fall 2014

YOU BETTER PAY ATTENTION!!!

Fitness Report (FITREP) Purpose

Why are FITREPs Important?

Goals FITREP Process

1) Maximize Training

2) Maximize Usefulness/Impact

3) Minimize Pain

Purpose

The purpose of Fitness Reports (FITREPs) is to provide a means of communication from a reporting senior to a Selection Board.

A FITREP is not a counseling tool, and it is important that both the reporting senior brief, and the member being evaluated understand, what his FITREPs are communicating to the board.

Purpose

This presentation provides reporting seniors and their subordinate officers the tools necessary to ensure that their intentions are properly communicated to the selection boards.

The goal of writing a FITREP is to sell your message to a selection board for statutory (rank) and administrative (Drydock CO/Drydock XO/SSBN Weps/Major Command) boards, as well as consideration for slating to high visibility positions (Major Command, Placement Officer, Community Manager, etc.).

Purpose

Remember to be clear in the FITREP and call it like you see it – but carefully consider the officer’s suitability for screening to the next milestone, and potential in the next pay grade.

You must handle those cases differently, and indiscriminately aiming for only one of the two objectives can have unintended consequences.

Purpose

If the officer is struggling or should NOT be screened to the next milestone, discuss your observations with the ISIC and make sure you have taken action to mentor the officer to improve his or her performance and then annotate the FITREP accordingly. DO NOT LEAVE THE DECISION TO THE BOARD!

Fitness Report (FITREP) Writing

A consolidated guide to completing a satisfactory AU/TU NROTC FITREP.

Objectives

Understand the FITREP process and your responsibilities within the submittal timeline.

Understand how to properly complete a FITREP.

Understand responsibilities of evaluators and those being evaluated.

Understand criteria for meaningful descriptive writing in comment section (Block 41).

Understand NAVFIT98A (v30) operation.

Suggestions

Download NAVFIT 98A (v30) to your personal computer. It is not compatible with MAC’s.

Do not use the word “FITREP” when saving your FITREP.(Ex: Johnson, D O) Why we write our own FITREP?

Training Nobody is a better advocate for you than you Ease your boss’ workload

When in doubt…ASK! No seriously, ASK!

Process and Timeline

Terminology and timeline for company/battalion Level FITREP for Fall 2014.

Identify your position within the company/battalion and note due dates.FITREPs due FROM youFITREPs due TO you

Billet AbbreviationsCompany Level Billets

MIR: Member in RanksFTL: Fire Team LeaderSL: Squad LeaderPC: Platoon Commander (A1, B2, etc.)MPO: Platoon Mustering Petty OfficerCTRN: Community/Company Training OfficerCPTI: Community/Company Physical Training InstructorCSUP: Charlie Company Supply OfficerCPO: Company Chief Petty OfficerCXO: Company XOCC: Company Commander (A, B, etc.)

Battalion Level BilletsBATCOM: Battalion CommanderBNXO: Battalion Executive OfficerBNMCPO/BNSgt Major: Bn Master Chief Petty Officer/ Sgt Major• Department Heads:

• BNADJ: Battalion Admin Officer N1• OPSO: Battalion Operations Officer N3• LOGO: Battalion Logistics Officer N4• COMM: Battalion Communications Officer N6

• Assistant Department Heads:• AADJ: Assistant Admin Officer• AOPS: Assistant Operations Officer• ALOG: Assistant Logistics Officer• ACOM: Assistant Communications Officer

• Division Officers:• PAO: Public Administration Officer• LIB: Librarian• TRNO: Training Officer• SPO: Special Projects Officer*

* Provide inputs to CCs on Special Projects members’ performance• ATH: Athletic Officer• CSO: Community Service Officer• FFLAGS: Freshmen Flags Coordinator (Fall Only)• SSO: Ship’s Store Officer• TUFF: TUFF Rep

• Branch Officers:• ATRN: Assistant Training Officer (Academics Officer)• AATH: Assistant Athletics Officer• ACSO: Assistant Community Service Officer

• Team Captains (Inputs provided to CC by N3):• SAILO: Sailing Officer• SHOOT: Shooting Officer• SWIMO: Swimming Officer • DRILL: Drill Team Commander

MiscellaneousAD: Active Duty (OCs and MECEPs)MROW: Marine Reported on WorksheetNAVFIT: Navy Fitness Reporting SoftwareFITREP: Fitness ReportSG: Summary GroupPES: USMC Performance Evaluation System

Use Bn CoC for FITREPsInputs provided to CC by N3

NROTC Rating vs. Ranking

Rating refers to checking blocks 33-39 This will be completed by whoever has the first look, unless

otherwise specified (See Timeline). Hint: Once Ratings are established, they’re done.

Ranking refers to summary group comparison This makes FITREPs more useful to advisors and forces

Battalion leadership to evaluate personnel. Evaluating is something you will do for your sailors, now is the

time to train.

NROTC Ranking Explained

Summary Groups (SG) are defined by class or billet. Examples: 1/C, 2/C, 3/C, 4/C, CC

Only rank top 50% of SG (round up). A SG of 9 will have 5 ranked personnel Unranked MIR receive a “P” (bottom 50%)

Summary Group Example

Example of Company breakdown• Alpha Company:

17 Total (3 Co. Staff = 3 Staff + 14 MIRs)

14 MIR ( 2 x 1/C; 6 x 2/C; 2 x 3/C; 4 x 4/C)• SL are considered MIR

Rank top 1-1/C; top 3-2/C; top 1-3/C; top 2-4/C

XO and CPO are both 1/1

BATCOM does not rank anyone in a Company except the CC!!

• Block 41 Example (lines 14 and 15):A1: 1/2 4/C MIDN (CCPO ranking: 1 of 2 Freshmen in Alpha I

squad)

A: P (CC ranking: didn’t crack top 2 of 4 Freshmen in Alpha Company)

Company Summary Groups

Company Level

All 1/C MIDN in ranks (incl. FTL/SL)

All 2/C MIDN in ranks (incl. FTL/SL)

All 3/C MIDN in ranks (incl. FTL/SL)

All 4/C MIDN in ranks (incl. FTL/SL)- Company XO and CPO are 1/1 and NOT included in any summary group

- All billets except XO and CPO are included with the rest of the Company, according to their class. This includes PTI, Squad Leaders, Fire team leaders.

Battalion Level Summary Groups

Company Commanders (A, B, C )• May assign to BNMCPO/Sgt Maj to rate/write; BATCOM Ranks

Department Heads (N1, N3, N4, N6)• May assign to BNXO to rate/write; BATCOM Ranks

Assistant Dept. Heads ( AOPS, etc.)

Division Officers• 6 DIVOs (PTI, Commo Service, PAO, Color Guard, Asst. PTI, Asst N3)• *DHs meet to Rate ADH and also recommend ADH and DIVO rankings;

BATCOM approves

BNXO/BNMCPO/Sgt Major are always 1/1 (BATCOM responsible).

Head Corpsman are always 1/1 (N4 responsible).

Big Picture Perspective - Timeline

Identify YOUR POSITION within the CoC and who reports to you and who you report to.

Company and BN Staff billet holders, pay attention to the timeline flow chart and assist others in the completion of each step.

Company Timeline

FITREP Skeleton FIRST LOOK SECOND LOOK

Everything but (Rate: Fill out 33-39)/Review 41 (Rate: A/R)/Review All Ranking (e.g. A1:) Ranking/Submit (e.g. A:)Blk 33-39; Create Blk 41 (Reporting senior) (Reviewing Officer)

BEGIN DUE Tue 28 Oct DUE Mon 3 Nov DUE Fri 7 NOV DUE Mon 10 NOV

Member in Ranks Fire Tm Ldr Squad Leader Company CPO

Fire Team Leader Squad Leader Company CPO Company CDR

Squad Leader Company CPO

Mustering PO Platoon CDR (MPO 1/1)

Company CPO* Company CDR

Company XO* Company CDR

Company CO BNXO BATCOM (1 ranking only)

*Company CPO ranking is 1/1 so Sgt Maj/BNMCPO does not have to touch the FITREP. Company CO does block 33-39/review 41. (same for Company XO Done by Company CO) .

Admin only

Battalion Timeline

FITREP Skeleton FITREP REVIEW/RATING FIRST LOOK SECOND LOOK

Do Everything but (Fill out 33-39)/Review (41) Ranking/Review Ranking (33-39) Create (41)

BEGIN DUE Mon 3 NOV DUE Mon 10 Nov DUE Fri 14 Nov

Head Corpsman N4 (HC 1/1)

DIVOs Assistant DH* * DH mtg* BATCOM (approve rankings)

Assistant DH DH mtg* BATCOM (approve rankings)

Department Heads BNXO BATCOM

BNMCPO/Sgt Maj BATCOM (1/1)

BNXO BATCOM (1/1)

(* Refer to slide 17 for DH meeting)

* *If Assistant DH is a Marine option that Assistant department head still does Rating regardless for their DIVO.

Notes For Timeline

FITREP is to be submitted to the next level by the BOLD SPECIFIED DATE. e.g. Fireteam Leader performs all steps under arrow (Writing/Rating/Reviewing) and

submits to Squad Leader NLT 04 Nov. Company XO and CPO ranked 1/1 by Company CO. BN Staff members will submit personal FITREPS through the Staff Chain of

Command. ALL FITREPS are to be submitted to N1, via the Chain of Command, NLT Friday,

21 Nov.

FITREP Writing

The Evaluator (Reporting Senior, etc.) should: Use the instruction/PowerPoint Review the previous evaluation, write for the

current semester only! Consider the “whole” individual

Community Service, Clubs, University Involvement, etc. Except grades and PFA scores

Indicate “not observed” (NOB), if appropriate. Study Abroad Non-punitive LOA Marking NOB because you “don’t feel you know them well

enough” is a no-go

FITREP Writing

Evaluated personnel should: Follow instructions! Not include grades or PFA Scores. Not copy previous evaluation. Write bullets effectively and efficiently. Include your contribution to command awards

(e.g. Captain’s Cup). Review entire evaluation for accuracy before

submitting it. Walk away, come back…

FITREP Blocks 1-13 Block 1: Last Name, First Name Middle Initial. There is no comma after the first name. If your

name is too long, type full last name and as much of your first name as possible leaving enough room for a space and your Middle Initial. If you do not have a middle name type NMN. YOU MUST ENTER A MIDDLE INITIAL. No Suffix

Block 2: BLANK (NON-STANDARD PRACTICE FOR NROTC ONLY! Normally, ENS/LTJG/LT etc. would be entered).

If NAVFIT will not allow you to advance because you clicked in this box by accident (or entered the wrong information), then save FITREP, close FITREP, reopen FITREP, continue (and don’t click in this or blocks 3 and 4).

Block 3: MIDN 1/C (as appropriate) or OC (do not use Active Duty Rates) (NON-STANDARD PRACTICE FOR NROTC ONLY! Normally, your designator such as 1390, 1160, 1160N, 1170, etc. goes here).

Block 4: BLANK Block 5: Active (don’t get hung up on the “R” in ROTC or anything else, technically, everyone

except OCs are civilians…again, training). Block 6: 44442 (both Auburn and Tuskegee student Unit Identification Code - UIC). Block 7: NROTCU TUSKEGEE. Block 8: REGULAR Block 9: YYMMMDD (Ex: 14AUG20) The 1st day of class from your freshman year (do not

use Freshman Orientation report date). Block 10: PERIODIC (we can get away with this because we’re leaving Block 2 BLANK,

which circumvents the checking function for dates). Block 11-13: BLANK

FITREP Blocks 14-28

Block 14: YYMMMDD First day of class for the current semester ( 14AUG20 for TU). Block 15: YYMMMDD Change of Command date for current semester (14AUG20). Block 16: BLANK. Very rare to check NOB (overseas study, non-punitive LOA, etc.). If the

member participated in drill, activities etc., then leave BLANK. Block 17: Check this block. Blocks 18-20: BLANK Block 21: STUDENT Block 22: ALWAYS THE CO! (BUT NON-STANDARD FOR NROTC ONLY….ADVISOR, I M

(GORUM, W A for juniors and seniors; RYSEVAS, M for Freshmen and Sophomores for TU.) Block 23: LT Use letter abbreviation for rank vice the grade (i.e. not ‘0-3’). Block 24: See slides toward the end of this powerpoint! Block 25: FR/SO/JR/SR ADVISOR Block 26: 63296 (staff UIC) Block 27: BLANK Block 28: Instructs, advises, and prepares the next generation of Naval Officers.

FITREP Blocks 29-43

Block 29: See examples Block 30:Not Required (because this FITREP is less than a year from

your last one). Blocks 31-32: BLANK Blocks 33-38: Leave BLANK. (This will be filled out by your immediate

supervisor – FTL for MIR, SL for FTL, CC for SL, etc.) Block 39: NOB Block 40: Left Section = Primary Requested Billet; Right Section =

Second Choice for Billet. Everyone needs to fill this in. Decide now what you want to do for the upcoming semester (Spring).

Block 41: Continue on to appropriate slides in this presentation. Blocks 42-43: BLANK

FITREP Blocks 44-47

Block 44: Reporting Senior Address: DO NOT COPY AND PASTE THIS!! WRITE IT DOWN THEN TYPE IT IN. IF YOU COPY AND PASTE, THE FORMAT WILL NOT BE CORRECT.

Commanding Officer

NROTCU Tuskegee University NROTC Building

1200 Old Montgomery Road

Tuskegee AL, 36088

Blocks 45-47:BLANK

Block 29 Examples

This block varies by billet. Yes, some MIDN will have the exact same wording, but for the most part everyone will have a unique block 29.

The box in the top left corner will contain the primary billet abbreviation. (e.g. MIDN IN RNKS, PLT CDR, CO CDR, ASST TRAIN OFF, etc.).

In the large box, the basic format should be standard for everyone. Start with PRI: (this stands for Primary billet, include the colon). Then spell out your primary billet, add a -4 (number of months you held that billet) and give a brief description (after description end with period).

Next, list your collateral billet(s). Collateral billet begins with COLL: (include colon) then list your collaterals in order of importance. After each collateral duty is listed, use a semicolon (;) to separate.

Include WATCH: Battalion Duty Officer-4. End with PFA: 14-2. 14 = year, 1 = Spring, 2 = Fall. (This signifies the command

held a PFA during the reporting period).

Block 29 Continued

Example 1

MIDN IN RANKS PRI: Midshipman in Ranks-4. Assigned to Alpha Company, First Squad, Tuskegee Naval ROTC and performed duties as assigned. COLL: Navy Ball PAO-2. WATCH: Battalion Duty Officer-4. PFA: 14-2.

Example 2

AOPS PRI: Assistant Operation Officer-4. aids BNOPS in all duties pertaining to the overall operation of Unit activities. COLL: Swim officer-4; Corpsman-4. WATCH: Battalion Duty Officer-4. PFA: 14-2.

Maximum of 14 Characters

Block 41 Format

10 pt. Font. (Theme Font: Courier New) DO NOT USE ALL CAPS!! Spell check! (via drop-downs inside NAVFIT 98a)

18 Lines: Lines 1-2: Opening Paragraph. Line 3: (Blank). Lines 4-9: Bullet description of your accomplishments. Line 10: (Blank). Line 11-12: Closing Paragraph. Line 13: (Blank) Line 14: First Look Ranking (if applicable) Line 15: Second Look Ranking. Line 16: (Blank). Line 17-18: Advisor comments.

Block 41 Opening/Closing

Opening Fleet: Starts with “breakout” (My number 1 of 6 highly

competitive LTs) General description/tone setter. NROTC: 2 lines, identify member’s dominant traits as

you see them. Closing

Fleet: Future recommendation regarding promotion, billet and command.

NROTC: 2 lines; same as fleet (no breakout). Recommended; highly recommended; strongly recommended;

strongest personal recommendation; accelerated.

Block 41

Bullets are…? Short, effective phrases that get the point across

without unnecessary verbiage. Try to use Power words. (Enhanced, Benefited,

Accelerated, Etc…) Be Specific

Tangible effect is highly recommended (i.e. numbers, improved morale or efficiency) also, you can compare previous scores.

Detailed specific accomplishments. Use Three-part method

Think “cause” and “effect”; “action” and “result”.

Bullet Three-part Method

What are the 3 parts? Trait – List the trait the bullet identifies. Use – Identify the action showing this trait. Effect – State how this trait has improved unit

operations and/or personnel. Ensure every bullet includes these three parts

as clearly and definitively as possible.

Example

- Inspirational Mentor. Volunteered to mentor two additional freshmen; both had no unauthorized absences and improved PRT scores from good to excellent.

Trait Use/Action

Effect

Detail Specific Accomplishments

Example (Bad):

- Served as Bravo CO for Fall 2012 semester without incident.

Example (Better):

- Inspirational Leader. Led her Company of 44 members to a 1% UA rate; the lowest in the Battalion.

Short, Effective, Efficient Example (Bad):

- Displayed effective leadership-by-example this semester by frequently volunteering for battalion and company events over a wide-range of activities and genres that were attended by student and staff alike.

Example (Better):

- Exceptional planner. Flawlessly researched, organized, and executed $4500 Navy Ball for 326 students/staff while remaining $500 under budget.

Block 41 NROTC Example

1) My hardest working fire team member. He leads by example, maintains a positive, can-do 2) attitude regardless of the situation and is quick to assist his teammates. 3) BLANK4) - Exceptional bearing. Leverages former JROTC experience to assist others in close order drill5) and received highest grade in 3rd squad during personnel inspection.6) - Enthusiastic volunteer. By far the most involved fire team member. Volunteered for 3 Platoon 7) events. Set-up/take-down at the Battalion picnic and 8 hours for Habitat for Humanity, thereby8) enhancing the Navy’s image in the local community and setting the example for peers to follow.9) - Consummate professional. No absences; read a ProDev book all while working 20 hrs/week.10) BLANK11) MIDN Moto had a significant positive impact on the unit in his first semester. His potential is 12) unlimited and he’s earned my highest recommendation for promotion to fire team/squad leader.13) BLANK14) A1: 3/9 MIDN 4/C (Done for squads by Company CPOs)15) A: 2/15 MIDN 4/C (Done for whole Company by Company Commanders)16) BLANK17) Advisor comments….18) continued.

REMEMBER: LEAVE GRADES AND PFA SCORES OUT OF IT! (but volunteering to tutor or lead FEP etc. is a good bullet).

Creating a FITREP

Blocks 22-24Adv Name / Designator

TU Sophomores/Freshmen:Rysevas, M / LT / 1110

TU Seniors/Juniors:Gorum, W A / LT / 1110

Blocks 28-29 Normal Caps/

lower case

Block 9 Date reported to

unit (YYMMMDD)

Do NOT try to “center” text

using space bar (NAVFIT does it automatically

when printing – not WYSIWYG)

Block 39: must be NOB if not

a warfare qualified

officer or if trait not

graded (shore tour?)

Block 41 has been discussed

in detail

10 pt. font

Saving a completed FITREP

After Saving, Select Your FITREP

Export The FITREP

Save to Desktop.

Zipping FITREP (So you, or others, can open at a different location). This must be done by everyone!

After you have saved your FITREP (Remember do not save it with the word FITREP), right click the icon, go to the send to tab, then select the Compressed (zipped) Folder tab.

ZIPPING Continued

After you ZIP it properly, the file should look like this. You may now save this anywhere you like.

Validating FITREPS

Leaders: Consolidate all FITREPs into 1 folder.

Select that folder and click “Validate Folder.”

Identify discrepancies and correct to standard. If you don’t know…ask!

FITREP routing chart

(Final Result) (Name: TU Battalion)

(Name: Battalion)

(Name: Departments)

(Name: Company( A,B,C))

(Name: Squad( A1, B1, etc.))

(Name: FT( 1,2,3))

Reference

BUPERSINST 1610.10B

Http://www.npc.navy.mil/careerinfo/performanceevaluation/

This brief will be posted on the TU Battalion website.

QUESTIONS?

Please ask now! If something comes up and you don’t know what to do, please ask. If you forget to ask, ask someone what you forgot to ask, have them remind you, then ask!

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