USNA Evaluation/Fitness Report

Training
 Creating folders
Click on “Root” followed by the “Create Folder”
Button to open the “Folder Template”.

The Folder Template can be used to input information

into multiple reports of the same summary group. For
our purposes here, giving the folder a name will
suffice. Folders will be listed alphabetically on the
menu screen unless subdirectories are created.
Subdirectories are created in the same way, by clicking
the file you want to subdivide such as:
-Enlisted
-E5
-Regular
-Frocked
-E6
-Regular
-Approved
-NOB
Once the name has been input, click “save” and your
directory is complete.
 Transferring reports to another user

From the menu, clicking “Export

Report(s)” will open the save as menu.

-Under the drop down menu “Save in:” select

the location that you want to save the file to.
-In “File name” type the name that you want
to use and click “save”.
 FITREP/CHIEFEVAL/EVAL COUNSELING Planning Calendar
(FITREP/EVAL ending dates are the last day of the month for officers and the 15th of the month for enlisted)

A Periodic report may be omitted if the member received an Observed Regular report within the past 3 months.
The omitted period is then included in the next Regular report. Otherwise, the Periodic report must be submitted
on the due date, but may then be extended by letter for up to 3 months in place of a Promotion/Frocking or
Detachment report. Mid-term counseling should normally be performed in the month scheduled, and may not be
omitted or unduly delayed, but may be performed in an earlier or later month if necessary or more appropriate to
the needs of the member.
 Instructions for specific blocks
Block #3 - DESIG
 Enlisted: Warfare Specialty
Block #1 – LAST NAME, FIRST NAME MI  AW, SS, SW, etc. (limit of two)
 No period after MI.  Officer: Designator
 One space between each name.  1525, 1140, etc.
 Proofread for accuracy!

Block #2 – GRADE/RATE Block #4 – SSN

MA1  Automatically inserts hyphens.
LCDR Verify for accuracy!
 Instructions for specific blocks

Block #5 - PUT AN “X” IN ONE BLOCK ONLY

Block determines who is ranked against whom for advancement.
 ACT: USN ONLY.
 FTS: Full Time Support of Reserves ONLY.
 INACT: Inactive duty, drilling Reserves ONLY.
 AT/ADSW/265/OYR
 USNR temporarily on active duty.
 Includes all mobilized Reserves.
 Competes as inactive Reserve, even while under orders.
 Instructions for specific blocks

Block #6 – UIC Block #7 – SHIP/STATION

 USNA – 00161  USNA ANNAPOLIS MD
 Band – 64377 ACADEMY BAND ANNAP
 Instructions for specific blocks

Block #8 – PROMOTION STATUS Block #9 – DATE REPORTED

Block determines who is ranked against whom.  Format
 Regular: Regularly promoted to the grade or rate in block 2;  YYMMMDD (10NOV21)
not currently frocked; not currently selected to higher grade.  Date reported to command
 Frocked: Frocked to the rate in block 2; not actually according to EDVR/ODCR.
advanced/paid for the rate in block 2.  Do not confuse with date of
 Selected: Selected to a grade or rate higher than shown in report (block 14).
block 2; not yet frocked or regularly promoted or advanced.
 Spot: Spot-promoted to the grade entered in block 2; currently
applies only to certain LTs spot promoted to LCDR.
Instructions for specific blocks

Blocks #10-13 – OCCASION FOR REPORT

 Blocks 10 and 11 are self explanatory.
 Block 12, Promotion/Frocking, is used only on the occasion that a reporting period
will go beyond 15 months, i.e., if a member is frocked from E4 to E5, a frocking eval is
not necessary because the report cycle will be less than 15 months.
 Block 13, Special, is for special occasions for Regular reports and must maintain
regular report continuity. Provide justification statement. A report without this
statement will be returned for correction.
 Instructions for specific blocks

Blocks #14-15 – PERIOD OF REPORT

 Block 14, From, YYMMMDD format, should indicate the day after the ending date of the last report – regardless of
reporting date.
 It can be earlier than block 9 if en route leave, travel, or TEMDU are included.
 The From Date on enlisted member’s first eval is the date detached from Initial Entry Training (IET). IET is defined as
recruit training; NAVET/OSVET indoc; and schools following in direct sequence prior to reporting to first permanent
duty station.
 Block 15, To, YYMMMDD format, should indicate the ending date of the reporting period.
 Typically the 15th of the month for periodic evals/last day of the month for periodic FITREPS.
 Occasionally an odd day, such as detachment, RIR, etc.
 Instructions for specific blocks

Block #16 – NOT OBSERVED REPORT

 Enter an “X” in block 16 if this is an entirely not observed report.
 Trait grades left blank.
 Used for short periods of duty or temporary duty of generally no more than three months (90 days).
 No career recommendation permitted.
 Promotion recommendation must be NOB.
 Promotion recommendation summary must be left blank.
 Cross reference to block 43: Comments are limited primarily to administrative and training information.

* Refer to Chapter 6 of BUPERINST 1610.10B for more information.

 Instructions for specific blocks

Block #16 – NOT OBSERVED REPORT

 Instructions for specific block entries on Not Observed Reports
Must have entries May have entries May not have entries
1, 2, 4-16, 20-29, 45 3, 17-19, 30-32, 40 33-39, 41, 46, 47
(must be NOB), 48, 50 (blank or 0.00), 42-44,
NOB EVAL 49, 51, 52

1, 2, 4-16, 20-29, 42 3, 17-19, 30-32, 41, 46, 33-40, 43

NOB FITREP/ (must be NOB), 44, 45 47
CHIEFEVAL
 Instructions for specific blocks

Blocks #17-19 – TYPE OF REPORT

 Place an “X” in the box that applies.
 Concurrent reports: Use only if a member is assigned TAD for a significant amount of time, usually three months or
more.
 Place an “X” in blocks 17 and 18 if submitting as regular and concurrent (must maintain report continuity).
 The regular reporting senior puts an “X” in block 17.
 The Concurrent reporting senior is the person listed in block 22, the member’s regular (parent command)
reporting senior is listed in block 47/52.
 Instructions for specific blocks

Block #20 – PHYSICAL READINESS

 P (or PP): Passed both Physical Readiness Test (PRT) and Body
Block #21 – BILLET SUBCATEGORY
Composition Assessment (BCA).
 NA: Should appear on most reports
 F: Overall PFA failure (Failed BCA or PRT).
 BASIC: Used for members of the basic
 M: Medically waived from entire PFA (BCA and PRT).
 W: Passed BCA but medically waived from one or more PRT group if sub-categories are used, i.e.,
Approved.
event(s).
 APPROVED: Used for members that are
 B: Passed the BCA but was authorized non-participation in the
approved for retirement/resignation.
PRT for other than medical reasons (A comment will be made in
 See BUPERINST 1610.10B for more
block 41/43 with reason for non-participation).
 See NAVADMIN 193/10 for more information. information.
 Instructions for specific blocks

Blocks #22-27 – REPORTING SENIOR INFORMATION

 The Superintendent is the reporting senior for all O5-O6 officers.
 The Commandant of Midshipmen is the reporting senior for O4 and below personnel within his
cost center.
 The Director, Division of Professional Development is delegated reporting senior for O3 and below
personnel within his division.
All Division Directors and Department Heads within the cost center (O4 and above) are delegated
reporting senior authority for E5 and below reports.
 The Commandant of Midshipmen is the reporting senior for any adverse reports within the cost
center (the Chief of Staff will review all adverse reports).
 The following are delegated reporting senior authority for TAD Ensigns under their cognizance:
• Deputy Commandant of Midshipmen
• Battalion Officers
• Director, Character Development and Training
• Director, Leadership Education and Development
• Director, Seamanship and Navigation
• Director, Naval Academy Sailing
• Director, Waterfront Readiness
• Midshipmen Supply Officer
 See USNAINST 1610.5A and CMDTMIDNINST 1610.1 for additional information.
 Instructions for specific blocks

Block #28 – COMMAND EMPLOYMENT AND COMMAND ACHIEVEMENTS

 Should read:
EDUCATION AND TRAINING OF MIDSHIPMEN. To develop Midshipmen morally,
mentally, and physically and to imbue them with the highest ideals of duty,
honor, and loyalty in order to graduate leaders who are dedicated to a career of
Naval service.
Instructions for specific blocks

Block #29 – PRIMARY DUTY

 Most significant duty abbreviated.
• 14 or fewer characters and spaces, all caps.
• Example: ASST PROFESSOR; COMPANY OFCR; COMPANY SEL
 Instructions for specific blocks

Blocks #29 – PRIMARY/COLLATERAL /WATCHSTANDING DUTIES

 Remainder of block 29 consists of the following elements:
• Duty titles: Enter duty titles and number of months each duty is assigned during this reporting period. e.g., XO Admin LPO-12.
 Order of duty titles: 1) Most significant primary duty (corresponds to the small box abbreviation); 2) other primary
duties; 3) collateral duties; and 4) watchingstanding duties. e.g. COLL: CFC-10; UPC-12. WATCH: OOW-12.
• Periods Not Available for Duty: Such periods may include en route time prior to reporting, e.g., LV/TT/TEMDU: 10JAN03-
09FEB15; TEMADD: 09APR18-09MAY30.
• LV/TT/TEMDU is leave/travel time/and Temporary Duty Under Instruction (only during PCS) abbreviated, used when
member is transferring commands and also taking leave en route. This is the link between the ending date of the
member’s detaching eval and the date prior to reporting onboard – it justifies the gap.
• Job Scope Statement: Briefly state the scope of primary duty responsibility.
• Example: Leads and counsels 146 Midshipmen in their professional, ethical, and physical development.
• Per NAVADMIN 093/10 PFA cycles will be documented. (Example: PFA: 10-1/10-2.) If “PP” was typed into block 20 previously
this tells the reader that the member passed the first and second cycle PFAs for 2010.
 Instructions for specific blocks

Block #30 – DATE COUNSELED Block #31 – COUNSELOR Block #32

 Input date mid-term counseling  Input name of person who  Member signs
was received during the report conducted the counseling. Use here.
period. Use YYYMMMDD format: LAST, FIRST MI only. Do not use
10MAY15. Rank/Rate or Job Title.
 If block 30 was NOT PERF, input
 If mid-term counseling was not
brief explanation, e.g., TEMADD or
required in this period input: NOT
ILLNESS.
REQ.  If longer explanation is needed,
 If mid-term counseling was not input SEE COMMENT and provide in
performed input: NOT PERF. Make a block 41/43.
brief explanation in block 31.
 Instructions for specific blocks

Blocks #33-39
• 3.0 = an average Sailor
that meets all required
standards. This is the
standardized average to
base your grading on.
Do not over-inflate your
marks!
 Instructions for specific blocks

Block #40 Block #41 Block #40/41 Block #42

 No action (40 CHIEFEVAL/FITREP)  Recommendation  TYPE: LAST, FIRST MI
necessary; this  Use ALL CAPS. should be the next  RATE/RANK
average is  Do not leave blank, if significant  Rater signs in black or
automatically none enter NONE or NA. milestone. blue ink.
calculated.  Enter a maximum of  Do not enter very  If signature is
 Block 45 two recommendations. long-range goal; unobtainable, see
CHIEFEVAL,  Use “Assignment in e.g., do not BUPERINST 1610.10B,
automatically Rating” if you cannot recommend an ENS Chapter 14.
calculated. recommend for anything for command
else. screening or CWO
for E6 and below.
 Instructions for specific blocks

Block #43 (41 – CHIEFEVAL/FITREP)

 See BUPERSINST 1610.10B, Chapter 13 for specific guidance on
preparation, organization, style, reporting on misconduct,
prohibited comments, and special interest items that must be
mentioned when applicable.
 Evaluation/FITREP block 41/43 template
One-line Top Banner (reserved for EPs/top MPs) - centered/all caps – cite hard/soft breakouts and recommendations
**MY #1 OF 34 HAND-SELECTED LIEUTENANTS -- READY NOW FOR O4!**
Two-line introduction describing member (sentence-case/not centered).
Innovative thinker and inspirational leader. A community superstar who has my absolute trust and confidence.
Already performs like a seasoned LCDR. Makes tough decisions every day and every one of them is perfect!
WHITE SPACE
Provide three bullets of three lines each that support the grades and overall promotion recommendations. Start
bullets with strong, dynamic action verbs that are all capitalized. Provide tangible data to include retention,
advancement, qualifications, and Sailorization stats.
- MOTIVATIONAL LEADER. Superbly stepped into department head role following incumbent’s short-fused transfer…
- REMARKABLE LOGISTICIAN. Saved over $1.5 million by…
- SAILORIZATION EXPERT. Led his division to a 95% advancement rate, 97% retention rate…

WHITE SPACE
Two-line summary (sentence-case/not centered).
This superstar has CO Afloat in his future. Already thinks, acts, and communicates like a seasoned Commanding
Officer. A leader among leaders!
WHITE SPACE
One-line Bottom Banner (EPs/top MPs) - centered/all caps – promotion and career recommendations
**HAS MY STRONGEST POSSIBLE RECOMMENDATION FOR PROMOTION TO LCDR. SCREEN FOR CO AFLOAT!**

NOTE: For lower MP and P evals/fitreps that do not receive the top and bottom banners, the extra space can be used to add another bullet.
 Blocks 41/43 (cont’d)
 Justification Remarks
• Establish the flow of the write-up based on the performance blocks.
• 1-3 word catch phrase at the beginning of each justification.
• Justification of catch phrase to include numbers, descriptive details, results of
performance.
• Cross-reference the performance mark blocks with the comment block. Do not
repeat the performance block words to justify comments. Use the words in the
performance mark blocks to help guide you through the write-up.
 Proofread your draft:
• Look for run-on sentences.
• Verify usage of present tense and past tense word usage.
• Spell check (Tools menu).
• Don’t rely solely on Spell Check. Read the comments, looking for words that may
be spelled correctly but are not the words you intended to use, e.g., “form”
instead of “from”.
 Block #41/43 (cont’d)
• For E5s, ask “Do the comments show increasing leadership?”
• For E6s, ask “Do the comments show leadership accomplishments?”
• For E7s, ask “Do the comments show how the Sailor’s leadership impacted
the command? How did his/her leadership benefit E6 and below working
for him? How did his leadership affect command climate and retention?
Did his leadership promote his Sailors and contribute to their
advancement?”
• Above average marks should equal above average comments, e.g., “He is
my #1 Petty Officer First Class.”
• Average marks should equal average comments, e.g., “He is relied on to
perform [duties].”
• 3.0 = an average Sailor. A 3.0 grade should not be viewed as adverse.
 Common Catch Phrases for block #41/43

EXEMPLARY LEADER STRIVES FOR EXCELLENCE

RESULTS DRIVEN DEVELOPS JUNIOR PERSONNEL
RESIDENT EXPERT EMULATES CORE VALUES
TEAM BUILDER LEADS BY EXAMPLE
FOCUSED MAXIMIZES RESOURCES
CIVIC-MINDED NATURAL LEADER
ENTHUSIASTIC SETS THE STANDARD
INSPIRING MENTOR POSITIVE ROLE MODEL
SEEKS ADDITIONAL RESPONSIBILITY DEDICATED
DECISIVE LEADER EXPERT TRAINER
HIGHLY MOTIVATED MENTOR
ORGANIZED UNSURPASSED PROFESSIONAL
EXCEPTIONAL VOLUNTEER VISIONARY LEADER
INNOVATIVE INFLUENTIAL MOTIVATOR
Instructions for specific blocks

Block #44 (not on CHIEFEVAL/FITREP)

 Courses and/or credit hours completed.
 Reserved for completed, not anticipated achievements, do not enter
courses in progress, etc.
 Degrees or certificates awarded.
 Special Navy or other qualifications attained or renewed.
 Personal awards or LOCs received, not recommended.
 Other special honors or recognition received.
 Instructions for specific blocks

Block #45 (42 – CHIEFEVAL/FITREP)

 Promotable, Must Promote, and Early Promote are recommendations for promotion.
 Progressing means that the member is making progress but is not ready to be recommended for promotion.
Progressing may not be marked if an advancement recommendation is already in effect in the current grade.
 Significant Problems is a recommendation against promotion and must be justified in the comments. This
withdraws an advancement recommendation previously in effect. For E7 and above this is a recommendation
against retention unless comments specifically recommend retention.
 ENS/LTJG FITREPS for designators other than LDOs cannot receive a promotion recommendation higher than
Promotable.
 A Promotable recommendation allows up to two traits, excluding Character or Equal Opportunity to be assessed
as Progressing (2.0), and still maintain an overall evaluation and promotion recommendation of Promotable.
 A member who receives a 2.0 trait grade cannot receive a promotion recommendation higher than Promotable.
 Command or Organizational Climate/Equal Opportunity (FITREP/EVAL) and Character (CHIEFEVAL) must be
evaluated as 3.0 or higher to maintain eligibility for advancement and receive a recommendation of Promotable.
 A Promotable or higher recommendation may not be assigned with any trait graded 1.0.
 NOTE: An enlisted member who receives a 1.0 trait grade loses eligibility for their Good Conduct Medal and must
reestablish a new 3-year period following the end date of the report.
Maximum limits on “Early Promote” and “Must Promote” recommendations
Must Promote
Early Promote (May be increased by one for each Early Promote recommendation not Promotable
used)
Summary Group
Size E1-E5
E1-E9 E7-E9
W2 O1-O2
LDO O1/O2 E6 W3-W5 O5-O6
LDO O1-O2 (ALL EXCEPT LDO)
O3-O6 O4
O3

1 1
2 1 1 1 1
3 1 1 1 1
4 1 No Limit 2 1 1 No Limit
5 1 2 2 1

6 2 2 1 1
7 2 3 2 1
8 2 3 2 2
Summary 9
10
2
2
4
4
3
3
2
2

Groups of
11 3 4 3 2
30 or less 12
13
14
3
3
3
5
5
6
3
4
4
2
3
3
15 3 6 5 3

16 4 6 4 3
17 4 7 5 3
18 4 7 5 4
19 4 8 6 4
20 4 8 6 4

21 5 8 6 4
22 5 9 6 4
23 5 9 7 5
24 5 10 7 5
25 5 10 8 5

26 6 10 7 5
27 6 11 8 5
28 6 11 8 6
29 6 12 9 6
30 6 12 9 6
 Instructions for specific blocks

Block #47 (Not on FITREP)

Block #46 (43 – CHIEFEVAL/FITREP)  Place an X in “Not Recommended” or
 Summarizes total number of promotion “Recommended.”
recommendations for each category of  For officers and chief petty officers, a
competing evaluations. retention recommendation will be assumed
 Place total number in the specific blocks unless the report is adverse.
for each evaluation.
 Summary Groups - Enlisted
SUMMARY GROUP ENLISTED (E1 TO E9)

REMARKS
BLOCK BLOCK LABEL
(Group enlisted reports that share all the following characteristics)
2 Rate Group by current pay grade, regardless of rating.
5 Duty/Competitive Status For enlisted, group ACT and FTS together, group INACT, AT/ADSW separately.

6 UIC If the reporting senior has more than one UIC but desires to group all enlisted personnel
together, they may do so. Block 6 should match the primary UIC of the reporting senior in
block 26.

8 Promotion Status Group by promotion status.

15 To Group by ending date of the report.
17-18 Type of Report Group by type of report.
21 Billet Subcategory Group by entry in this block.

22 Reporting Senior Group by reporting senior.

45EV Promotion Must have Observed promotion recommendation. Do not include NOB promotion
Recommendation recommendations in a summary group.
42CE
 Summary Groups - Officers
SUMMARY GROUP OFFICERS (W2 TO O6)
REMARKS
BLOCK BLOCK LABEL (Group officer reports that share all the following characteristics)
2 Grade/Rate Group by grade worn on report ending date.
3 Designator Group by competitive designator category.
5 Duty/Competitive Status Group by box marked in Block 5.

8 Promotion Status Group by promotion status.

15 To Group by ending date of the report.
17-18 Type of Report Group by type of report.
21 Billet Subcategory Group by entry in this block.

22 Reporting Senior Group by reporting senior. (“Dual-hatted” commanders may group by command, if Block 26
displays a separate UIC for each command.) (Dual-hatted is defined as a flag officer with two or
more separate organizations as opposed to having only one command with multiple UICs).

42 Promotion Must have Observed promotion recommendation. Do not include NOB promotion
Recommendation recommendations in a summary group.
 Instructions for specific blocks

Block #48 (44 – CHIEFEVAL/FITREP)

Block #49 (Not on CHIEFEVAL/FITREP)  Enter reporting senior’s address:
LAST NAME, FIRST INITIAL MI, GRADE OR RATE
 Obtain signature. (If signature is unobtainable, SUPERINTENDENT
see BUPERINST 1610.10B, Chapter 14. UNITED STATES NAVAL ACADEMY
 If no senior rate, enter “NONE AVAILABLE.” 121 BLAKE ROAD
ANNAPOLIS, MD 21402-1300
-------------------------------------------------------------------------------------
COMMANDANT OF MIDSHIPMEN
UNITED STATES NAVAL ACADEMY
101 BUCHANAN ROAD
ANNAPOLIS, MD 21402-5101
 For active duty reporting seniors with transfer or
retirement orders enter address of next command or home
address, as appropriate.
 Instructions for specific blocks

Block #51 (46 – CHIEFEVAL/FITREP) Block #52 (47 – CHIEFEVAL/FITREP) Block #50 (45- CHIEFEVAL/FITREP)
 Obtain signature and date.  Must be forwarded to member’s  Obtain signature.
 Ensure member marks whether regular reporting senior for  Must be signed by reporting
he/she intends to make a statement. signature. senior, no exceptions.
 If member cannot or does not sign,  To convert report to  Write in summary group
refer to BUPERINST 1610.10B, Concurrent/Regular place an X in average from Summary Letter.
Chapter 14. block 17. Report must maintain
 If member desires to submit a continuity.
statement, refer to BUPERSINST  See BUPERINST 1610.10B, Chapter
1610.10B, Chapter 18. 14 for additional information.
 Also ensure member signs block
32.
 ! VALIDATE THE REPORT!

Use the Validation Feature built into NAVFIT!

 Validate both individual reports and Summary

Groups.
 The Validation Feature will catch most common
errors and prevent most errors associated with
reports rejected by Navy Personnel Command.
 Performance Evaluation resources/references
Resources
Navy Personnel Command Performance Evaluation Assistance
– FITNESS/EVALUATION REPORT POLICY ASSISTANCE
– (901) 874-4881 DSN: 882-4881
(901) 874-4882 DSN: 882-4882
(901) 874-3313 DSN: 882-3313

– TECHNICAL SUPPORT NAVFIT98A PROGRAM

– (901) 874-3319 DSN: 882-3319
email:  [email protected]
References
Navy Personnel Command Reference Library
• OPNAVINST 6110.1H (Physical Readiness Program)
• MILPERSMAN (Military Personnel Manual)
• BUPERINST 1610.10C (EVAL/FITREP Manual)
• SECNAVINST 1650.1G (Awards Manual)
Recent NAVADMINS
• 215/10 (Performance Evaluation and Advancement Guidance for Individual Augmentee Sailors)
• 193/10 (Change to Physical Fitness Assessment Documentation on Fitness Reports)
• 083/10 (Revised Performance Evaluation and Advancement Policy)