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NCOER Evaluation Reporting System AR 623-3 (Publication Date 31 March 2014)
1. What does AR 623-3 Cover?
A: Evaluation Reporting System (NCOER’s)
2. What Publication covers Evaluation Reporting System (NCOER’s)?
A: AR 623-3
3. Para 1-1 What does AR 623-3 cover?
A: Evaluation standards for all ranks, Officer, Warrant Officers, and Enlisted
4. Para 1-1 What is DA form 2166-8?
A: NCO Evaluation Report
5. Para 1-1 What is DA form 2166-8-1?
A: NCOER Counseling and Support Form
6. Para 1-1 What form is used for the NCO Evaluation Report?
A: DA form 2166-8
7. Para 1-1 What form is used for the NCOER Counseling and Support Form?
A: DA form 2166-8-1
8. Para 1-1 What is the DA form 1059?
A: Service School Academic Evaluation Report
9. Para 1-1 What DA form is used for the Service School Academic Evaluation Report?
A: DA Form 1059
10. Para 1-1 Where are the Procedures, tasks, and steps pertaining to the completion of each evaluation report and support form are contained in?
A: DA Pamphlet (DA Pam) 623–3
11. Para 1-4 What do rating schemes show?
A: the rated Soldier’s name, indicate the effective date for each designated rating official
12. Para 1-4 How are rating schemes maintained and distributed?
A: published within the unit and made accessible, either manually or electronically, to each rated Soldier and each member of the rating chain. Any changes to rating schemes will also be published and distributed
13. Para 1-4 When must the NCOER reach HRC?
A: no later than 90 days after the “THRU” date of the evaluation report
14. Para 1-4 What should Rating chains correspond as nearly as practical to?
A: the chain of command or chain of supervision
15. Para 1-4 Who should give timely counseling to subordinates on professionalism and job performance, encouraging self-improvement, when needed?
A: Rating officials
16. Para 1-4 What kind of assessments should rating officials give to rated Soldiers?
A: Rating officials provide candid assessments of rated Soldiers
17. Para 1-4 When should the rated Soldier be provided a copy of his or her rater’s and senior rater’s support forms?
A: at the beginning of the rating period
18. Para 1-5 Who is responsible for the evaluation function?
A: The evaluation function is the responsibility of rating officials, rated Soldiers, battalion (BN) and brigade (BDE) adjutants (S1), or unit personnel administration office, and HQDA
19. Para 1-7 What will Evaluate the performance and potential of noncommissioned officers (NCOs), in the grades of sergeant (SGT) through command sergeant major (CSM), in peacetime and wartime?
A: The NCOER DA form 2166-8
20. Para 1-7 What does the NCOER identify for the Army?
A: identifies Soldiers who are best qualified for promotion and assignment to positions of greater responsibility. The ERS also identifies Soldiers who will be kept on active duty, retained in grade, or eliminated from military service
21. Para 1-7 What are the two categories of Evaluation Reports?
A: 1. Performance evaluations
2. School evaluations
22. Para 1-7 What do performance evaluations focus on?
A: Soldier’s duty performance, potential assessments and promotion potential
23. Para 1-7 What does a school evaluation focus on?
A: the Soldier’s performance and accomplishments while attending a school or course
24. Para 1-7 What is the primary function of the NCOER?
A: The primary function of the NCOER is to provide information to HQDA for use in making personnel management decisions
25. Para 1-7 What is the secondary function of the NCOER?
A: The secondary function of the NCOER is to encourage leader professional development, and enhance mission accomplishment, through sound senior and/or subordinate relationships that stress the importance of setting standards and giving direction to subordinate NCO leaders
26. Para 1-8 Do Corporals receive NCOER’s?
A: No; Corporals only receive the DA Form 2166-8-1 the Counseling Support Form
27. Para 1-8 When will initial counseling be completed by?
A: Initial counseling will be conducted within 30 days after the beginning of the rating period, and quarterly thereafter, for NCOs
28. Para 1-8 What is mandatory and required in conjunction with counseling?
A: Use of the DA Form 2166-8-1 The Counseling Support form
29. Para 1-9 What three things should be considered when preparing an Evaluation Report?
A: (1) The relative experience of the rated officer or NCO.
(2) The efforts made by the rated officer or NCO.
(3) The results that could be reasonably expected given the time and resources available.
30. Para 1-10 Who may require changes be made to an evaluation report?
A: Except to comply with this regulation and DA Pam 623–3, no person may require changes be made to an evaluation report
31. Para 1-10 Who will point out obvious inconsistencies or administrative errors to the appropriate rating officials?
A: Members of the rating chain, the BN/BDE S1 and/or servicing administrative office, or HQDA
32. Para 1-11 What must a CDR or commandant that discovers an evaluation report rendered by a subordinate or a subordinate command may be illegal, unjust, or otherwise in violation of regulation?
A: he or she will conduct a Commander’s inquiry into the matter
33. Para 1-11 What matters will a Commander’s inquiry be confined to?
A: matters related to the clarity of the evaluation report, the facts contained in the evaluation report, the compliance of the evaluation with policy and procedures established by HQDA, and the conduct of the rated Soldier and members of the rating chain
34. Para 1-11 Can the Commander direct that an evaluation report be changed?
A: No; command influence may not be used to alter the honest evaluation of a rated Soldier by a rating official
35. Para 1-12 Can you request the NCOER prepared by a previous unit on a Soldier?
A: No; Requests to access evaluation reports prepared by another unit or rating chain officials cannot be granted
36. Para 2-3 Who establishes a rating chain?
A: rating chain is established by the CDR
37. Para 2-3 Who approves the rating chain?
A: the next higher CDR, commandant, or leader of an organization
38. Para 2-3 What will the NCOER rating chain consist of?
A: will consist of the rated NCO, the rater, the senior rater, and the reviewer
39. Para 2-3 Who can be a Reviewer for NCOER’s?
A: Only a U.S. Army officer, CSM, or Sergeant Major (SGM) (or promotable (P)) Master Sergeant (MSG) working in an authorized CSM or SGM position) in the direct line of supervision and senior in pay grade or date of rank to the senior rater
40. Para 2-4 Who will normally be the Rater for an NCOER ?
A: Generally the immediate supervisor
41. Para 2-5 What are the requirements to be a Rater for a NCOER?
A: A rater will be an officer or NCO of the U.S. Armed Forces, U.S. Coast Guard, or an employee of a U.S. Government agency (including nonappropriated fund rating officials). Only in rare instances will members of allied armed forces be authorized to serve as raters. The rater will be the supervisor for a minimum period of 90 calendar days.
42. Para 2-7 What are the requirements to be a Senior Rater for a NCOER?
A: 1. A senior rater will be an officer or NCO of the U.S. Armed Forces, U.S Coast Guard, or a DOD civilian (or nonappropriated fund employee) who is senior to the rater either in pay grade or date of rank and in the direct line of supervision of the rated NCO. Members of allied armed forces are not authorized to be senior raters
2. The senior rater will be the immediate supervisor of the rater and designated as the rated NCO’s senior rater for a minimum period of 60 calendar days
3. Senior raters will be senior to the rater by either grade or date of rank
4. DOD civilian employees in the grade of GS–09 or equivalent and above, may serve as senior raters when there is no immediate military supervisor and when the civilian supervisor is responsible for directing and assessing the rater’s performance, as established on the rating scheme, and is in the best position to accurately evaluate the rated NCO
43. Para 2-8 What are the requirements to be a Reviewer for a NCOER?
A: The reviewer will be an Army officer, CSM, or SGM in the direct line of supervision and senior in pay grade or date of rank to the senior rater. A promotable MSG working in an authorized CSM or SGM position may serve as a reviewer.
44. Para 2-8 What personnel should review every NCOER?
A: The rated NCO’s 1SG, CSM, or SGM to ensure accountability of Soldiers’ NCOERs and to supervise performance of junior NCOs
45. Para 2-8 What is the minimum time period to be a review on a NCOER?
A: There is No minimum time period is required for reviewer qualification
46. Para 2-10 What is the minimum amount of time before a NCO can be rated?
A: to be eligible for an evaluation report, a Soldier will complete 90 calendar days in the same position under the same rater
47. Para 2-10 What are the responsibilities of the Rated Soldier when it comes to their Evaluation?
A: (1) Perform each assigned or implied duty to the best of their ability, always trying to improve on the accomplishment of the organization’s mission and periodically evaluate their own performance and, when in doubt, seek the advice of the rating officials in the rating chain
(2) Participate in counseling and provide and discuss with the rating chain the duty description, performance objectives with the rater, as appropriate. This counseling will occur within 30 days after the beginning of each new rating period and at least quarterly thereafter.
(3) Assess (with the rater) the validity of the objectives throughout the rating period. This may result in having to revise and update both objectives and duty description as the situation changes. The rated Soldier may also have to develop new objectives with the rater.
(4) Describe (with the rater) duties, objectives, and significant contributions (as applicable) on evaluation support forms. Assessment will be conducted with the rating chain throughout and at the end of the rating period. Rated Soldiers have the opportunity to express their own views during the assessment to ensure that they are clear, concise, and accurate. Changes to support form entries are allowed when the rated Soldier agrees with the changes.
(5) Review and sign the evaluation report after it has been completed by the senior rater before departing from a unit of assignment. The rated Soldier’s signature verifies that administrative data, including SSN, counseling dates, Army Physical Fitness Test (APFT), and height and weight entries, on the evaluation report are correct and confirms that the rated Soldier has seen the completed evaluation report.
48. Para 2-12 Who will provide a copy of their support form, along with the senior rater’s support form, to the rated Soldier at the beginning of the rating period?
A: The Rater
49. Para 2-12 Who will discuss the scope of the rated Soldier’s duty description with him or her?
A: The Rater
50. Para 2-12 When must the Rater discuss the scope of the rated Soldier’s duty description with him or her?
A: within 30 days after the beginning of the rating period
51. Para 2-12 What should the Rater discuss during the initial counseling If the rated Soldier is recently assigned to the organization?
A: The counseling should outline a duty description and performance objectives to guide the new NCO in achieving the standards
52. Para 2-12 Who is responsible for verifying the rated Soldier’s APFT results, height and weight data (including compliance with AR 600-9) for entry on the evaluation report?
A: The Rater
53. Para 2-12 Does the rater have to place comments on the NCOER for a failed PT test?
A: Yes; The rater must provide comments for an APFT failure
54. Para 2-12 What should be done if the Rated NCO does not meet height and weight requirements?
A: The Rater must annotate “No” and provide comments
55. Para 2-12 What areas should the Rater assess the rated Soldier’s performance in fostering a climate of dignity and respect and adhering to the requirements of the SHARP Program?
A: (1) Promoting the personal and professional development of subordinates
(2) Ensuring the fair, respectful treatment of unit personnel
(3) Establishing a workplace and overall command climate that fosters dignity and respect for all members of the unit.
(4) This assessment should also identify any failures by the rated Soldier to foster a climate of dignity and respect and adhere to the SHARP Program
56. Para 2-12 What section of the 2166-8 will information on SHARP be annotated?
A: part IV, block a.
57. Para 2-12 What are one the Four comments that will be placed on an NCOER for a substantiated finding during an investigation or inquiry of the Rated NCO?
A: (1) Committed an act of sexual harassment or sexual assault;
(2) Failed to report a sexual harassment or sexual assault;
(3) Failed to respond to a complaint or report of sexual harassment or sexual assault; or
(4) Retaliated against a person making a complaint or report of sexual harassment or sexual assault.
58. Para 2-14 Who is responsible for ensuring that the signed and completed NCOER is provided to HQDA and the Rated NCO?
A: The Senior Rater
59. Para 2-14 What are the Senior Raters when completing a NCOER ?
A: 1. perform a review of the NCOER before forwarding it to the reviewer
2. Review and initial the DA Form 2166–8–1 at the beginning of the rating period and sign the completed NCOER at the end of the rating when preparing their portion of the NCOER
60. Para 2-15 What is an Undocumented Review of a NCOER?
A: An additional, yet undocumented, review of completed NCOERs should be done by the senior NCO in the organization to ensure oversight of NCOs’ performance
66. Para 2-18 Why should Every NCOER be reviewed by the 1SG, SGM, or CSM?
A: to ensure accountability of Soldiers’ NCOERs and to oversee the performance of junior NCOs
67. Para 2-18 When will a Reviewer provide comments on a NCOER?
A: The reviewer will comment only when in disagreement with the rater and/or senior rater. The reviewer indicates concurrence or nonconcurrence with rater and/or senior rater by checking the appropriate box in part II and adding an enclosure, not to exceed one page
68. Para 2-18 Can the Reviewer direct that the Rater or Senior Rater Change an evaluation thought to be honest opinions?
A: No; The reviewer may not direct that the rater and/or senior rater change an evaluation.
69. Para 2-19 What happens if the Rater is no longer eligible to rate the NCO?
A: 1. If the rated period has not been met it will be considered non rated time and a new rater will be assigned. 2. If the rated period has been met then the Senior Rater will perform the rater’s functions, provided rater qualifications are met. The senior rater will serve as both the rater and senior rater
70. Para 2-19 What happens if a rater or senior rater is suspended?
A: The suspended time will be nonrated time
71. Para 2-19 Are comments during a nonrated time allowed on the NCOER (an example would be winning NCO of the Year)?
A: No; Comments about events that occurred during nonrated periods are prohibited
72. Para 2-19 How can a NCO that performed an outstanding act during a nonrated time ensure that it is known and understood by HQDA level selection board (example winning NCO of the Year)?
A: The NCO can request a nonrated time statement, which he or she can submit with a letter to the president of the board to explain an abnormal gap in his or her NCOER history
73. Para 3-2 What are the two types of evaluation reports?
A: mandatory and optional
74. Para 3-4 What does follow-up counseling with the Support form enhance?
A: The follow-up counseling enhances mission-related planning, assessment, and performance development
75. Para 3-4 What things are the Rated NCO better able to do if the Support form is used correctly?
A: (1) Direct and develop their subordinates.
(2) Plan for accomplishing the mission.
(3) Gain valuable information about the organization.
(4) Find better ways to accomplish the mission.
76. Para 3-4 What should accompany the rater’s evaluation of the rated Soldier when forwarded to the senior rater to provide information from the rated officer’s point of view to the entire rating chain?
A: the support form accompanies the rater’s evaluation
77. Para 3-4 Who will ensure that a completed support or counseling form is returned to the rated Soldier when the evaluation report is forwarded to HQDA?
A: The Senior Rater
78. Para 3-4 What are special interest items?
A: They are items and special programs that Department of the Army have designated as required to be documented on the Support form
79. Para 3-4 What are some of the Special Interest items that must be on the Support form?
A: 1. Safety
2. Individual and unit deployment readiness
3. Energy-informed actions
4. Support of behavioral health goals
5. Support of the EO and EEO programs, and goals for fostering a climate of dignity and respect and supporting the SHARP Program
80. Para 3-4 Are Special Interest items required to be on the NCOER?
A: No; Unless they have been defined as required
81. Para 3-6 What will the rated NCO will be provided copies of shortly after assuming duties?
A: the rater’s and senior rater’s DA Forms 2166-8-1along with the unit’s mission, valid rating chain, duty description, and specified goals and objectives
82. Para 3-7 Who will maintain the working copy of DA Form 2166–8–1 and will update the DA Form 2166-8-1 for mandatory counseling sessions?
A: The Rater
83. Para 3-7 What parts of the NCOER are the Rater responsible for completing?
A: The rater is responsible for completing parts I, II, III, IV, V, block a, and V, block b of the NCOER, including the APFT performance entry and date and the height and weight entry, including verification of compliance with AR 600-9 in part IV, block c (or an explanation of missing APFT and/or height and weight entries)
84. Para 3-7 Where must specific bullet comments support appropriate “Excellence,” “Success,” or “Needs Improvement” ratings?
A: in part IV, blocks a through f
85. Para 3-9 Is the Senior Rater required to initial the 2166-8-1 every quarter?
86. Para 3-17 Can Awards and/or special recognition received during the rating period be cited in evaluation comments (for example, “received the Humanitarian Service Medal” or “named the NCO of the Year”)?
A: Yes; unless they were achievements that were for scholastic achievements already annotated on a DA Form1059 which is nonrated time
87. Para 3-17 Are Abbreviations or Acronyms authorized on the NCOER without them being spelled out first?
A: Yes; Authorized abbreviations, brevity codes, and/or acronyms found in AR 25–52 may be used in rating officials’ comments
88. Para 3-17 What Abbreviations or Acronyms are not authorized on the NCOER without them being spelled out first?
A: Those that are located in AR 25-52 do Not have to be spelled out first; however other abbreviations, brevity codes, and/or acronyms must be spelled out the first time with the shortened form indicated within parentheses; thereafter, the abbreviation, brevity code, and/or acronym may be used alone
89. Para 3-18 What can a Rater or Senior Rater use or do to make a word, phrase, bullet or action stand out on an NCOER?
A: Nothing; Any technique aimed at making specific words, phrases, or sentences stand out from the rest of the narrative are prohibited
90. Para 3-19 Where on the NCOER will the Rater or Senior Rater comment on a NCOER if the NCO was arrested or charged with a crime?
A: No where; No reference will be made to an incomplete investigation (formal or informal) concerning a Soldier
91. Para 3-19 What is the reason Raters and Senior Raters should not put derogatory comments prior to the findings or finalization of an inquiry?
A: to prevent unjustly prejudicial information from being permanently included in a Soldier’s AMHRR since the charges may later be dropped or an inquiry may find nothing derogatory
92. Para 3-20 What are some examples of prohibited comments for a NCOER?
A:differences relating to race, color, religion, gender, age, sexual orientation, or national origin is prohibited
93. Para 3-20 Can Raters or Senior Raters comment on an accusation made to IG by the Rated NCO that is later found to be an untrue accusation?
A: No; comments cannot be made if the NCO was speaking to any agency that is considered protected communications for example, communications to an Inspector General, member of Congress, a court-martial, or a member of the chain of command designated to receive protected communications
94. Para 3-21 Can comments about marital status be on a NCOER?
A: Generally no; there are exceptions. Examples of when they would be allowed are: “SSG Doe continued his outstanding, selfless service, despite his wife’s severe illness” or “SSG Doe’s continued public confrontations at the unit parking lot with his wife were detrimental to his status as a NCO and professionalism of this unit.”
95. Para 3-25 What items are allowed by AR 600-20 to be mentioned on the NCOER if substantiated by a completed command or other official investigation (for example, CDR’s or commandant’s inquiry, AR 15–6 investigation, EO investigation, and/or investigations by official military or civil authorities)?
A: (1) Criminal acts.
(2) Conviction of a driving under the influence charge.
(3) Acts of sexual misconduct or physical or mental abuse.
(4) Inappropriate or unprofessional personal relationships.
(5) Involvement in extremist organizations and/or activities.
(6) Acts of reprisal.
(7) Behavior that is inconsistent or detrimental to good order, conduct, and discipline.
(8) Activities or behavior otherwise prohibited by AR 600–20
96. Para 3-25 What are the items that require comments on evaluation reports when substantiated by an Army or DOD investigation or inquiry IAW AR 600-20?
A: (1) Substantiated EO complaints.
(2) Substantiated findings of sexual harassment (SH) and/or sexual assault (SA).
(3) Substantiated failure to report a sexual harassment and/or sexual assault.
(4) Substantiated failure to respond to a complaint or report of sexual harassment and/or sexual assault.
(5) Substantiated retaliation against a person making a complaint or report of sexual harassment and/or sexual assault.
97. Para 3-33 What is the primary reference for procedural guidance on preparing evaluation reports?
A: DA Pam 623–3
98. Para 3-33 What are some examples of nonrated time for NCOER’s?
A: schooling, leave of 30 days or more, and hospital patient status
99. Para 3-33 If a Soldier PCS’s and goes TDY for schooling and then takes 60 days of leave and permissive TDY and signs into their new unit and their annual NCOER is due 1 month after signing in, what should be done?
A: The New Unit cannot complete a NCOER until the NCO has been in the unit at least 90 days. The last unit cannot complete a NCOER if the time limit was not met prior to the Soldiers departing the loosing unit either. The Soldier should be given an “Extended Annual” NCOER with multiple nonrated codes accounting for the full time explaining the extended annual.
100. Para 3-33 Who will always be the last individual to sign the evaluation report?
A: The rated Soldier
101. Para 3-33 What is the Rated NCO’s signature verifying on the NCOER?
A: The rated Soldier’s signature will verify the accuracy of the administrative data in part I, confirming the name and SSN on the evaluation report, rank and date of rank, branch or MOS data, period covered and nonrated time; the rating officials in part II; APFT and height and weight entries
102. Para 3-33 What must happen if the Rated NCO refuses to sign or is not available to sign the NCOER?
A: Senior Raters will provide an explanation in their narrative or bullet comments
103. Para 3-33 What is the earliest that an NCOER can be signed prior to the “THRU” date?
A: up to 14 days prior to the “THRU” date of the evaluation report
104. Para 3-33 What is the soonest that the NCOER can be sent to HQDA?
A: the evaluation report cannot be forwarded to HQDA until the “THRU” date of the evaluation report
105. Para 3-33 Can the Reviewer sign before the rater’s or senior rater’s signature?
A: the reviewer’s signature and date will not be before the rater’s or senior rater’s signature
106. Para 3-33 Can the Rated NCO sign the NCOER before the rater, senior rater, or reviewer?
A: The Rated Soldier may not sign or date the NCOER before the Rater, Senior Rater, or Reviewer
107. Para 3-33 What is the time limit for the NCOER to reach HQDA?
A: Evaluation reports will be forwarded error-free to reach HQDA no later than 90 days after the “THRU” date of the evaluation report
108. Para 3-33 Who is responsible for ensuring that the NCOER gets to HQDA on time?
A: The senior rater is responsible for ensuring the timely submission of NCOERs to HQDA
109. Para 3-33 How can a NCO monitor the status of their submitted NCOER?
A: The Evaluation Entry System portal will be used as the primary tool to determine the processing status. Once an evaluation report has processed to completion, it will be posted to a Soldier’s AMHRR
110. Para 3-36 What can a NCO do to have a NCOER that has already posted to the Soldier’s AMHRR?
A: Requests for modifications to evaluation reports already posted to a Soldier’s AMHRR require use of the Evaluation Report Redress Program (see chap 4 and DA Pam 623–3).
111. Para 3-39 What are the different types of NCOER’s?
A: 1. Change of Rater
3. Extended Annual
4. Change of Duty
5. Depart Temporary Duty, Special Duty, or Temporary Change of Station
6. Temporary Duty, Special Duty, or Temporary Change of Station
7. Relief for Cause
8. Complete the Record
9. Senior Rater Option
112. Para 3-40 When is a Change of Rater NCOER mandatory?
A: (1) The rated NCO ceases to serve under the immediate supervision of the rater and minimum rating qualifications have been met.
(2) A rated NCO is reduced to the rank of specialist or below, if minimum rating qualifications have been met. Part I, block c will contain the reduced rank and part I, block d will reflect the effective date of the reduction.
113. Para 3-41 When is an Annual NCOER mandatory?
A: for a rated Soldier upon completion of 1 calendar year of duty, without periods of nonrated time, following the “THRU” date of the last NCOER in the Soldier’s AMHRR
114. Para 3-42 When is an Extended Annual NCOER mandatory?
A: to cover any period of nonrated time since the previous evaluation report when 1 calendar year has elapsed
115. Para 3-43 When is a Change of Duty NCOER mandatory?
A: when a rated Soldier is reassigned to a different principal duty while still serving under the same rater or when he or she is separated from Army service
116. Para 3-55 When is a Relief for Cause NCOER mandatory?
A: when an NCO is relieved for cause
117. Para 3-56 What is a Complete the Record NCOER completed for?
A: may be submitted on a rated NCO who is about to be considered by an HQDA-level selection board, however The rated NCO must not have received a previous NCOER for the current duty position
118. Para 3-56 What is a Senior Rater Option NCOER completed for?
A: when a change in senior rater occurs
119. What should Senior Rater comments convey and in what order of precedence?
A: 1. Promote: when should NCO be promoted
2. Select: Select for school attendance and when should they be selected
3. Assign: What type of position would NCO best serve the Army