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Personnel Service Center

Officer Personnel Management Division


Career Management Branch (PSC-opm-4)

OPM-4 Frequently Asked Questions

How do I schedule an appointment? 

Due to the heavy volume of appointment requests, the best way for us to dedicate enough time for your specific needs is to request an appointment by sending an email to  If you have an urgent request that cannot wait, please contact either of us directly (email preferred) and we will get to you as soon as we can.    

Why should I do a record review? 

The promotion system provides a competitive process whereby Coast Guard officers within each grade compete for promotion to the next grade. Your record is your personal representation at all selection boards for promotion, command and school, and is ultimately your responsibility to maintain.

The board does not see you. They only see your record. It is important that you fully understand all the parts of your record and know how to keep it updated. As we review records during counseling, we routinely come across poorly managed records. We find records not updated with important items such as PG education transcripts, CG-4082 forms, and personal awards. Failure to have all your information in your record may present a limited picture of your performance and potential. It is neither difficult nor time consuming to ensure you have a current and updated record.  We recommend you contact OPM-4 to review your official EI-PDR a minimum of 90 days prior to your promotion board or PG selection panel.

How do I update my record?

Adding Docs to Your Electronically-Imaged Personnel Data Record (EI-PDR)

If you need to document a completed education degree in your EI-PDR, that request needs to be run through the CG Institute.  Their website has instructions for how to complete this:

For all other documents that you need put in your EI-PDR, get with your YNs from your Personnel & Administration (P&A) office and have them scan the copy of that document and send it to the Records Branch. The YNs need to validate the documents and are the ones from whom the Records Branch accepts the documents.  The correct email for your YNs to send your documents to is:

***Time-Sensitive EI-PDR Entries***

If you need to get a document(s) in your record expeditiously, have your SPO put "URGENT - BOARD / PANEL ENTRY" as the subject line of the email.  The Military Records Branch looks for these subject headings twice a day and can usually get those updated in your record in 1-2 business days.  Without this subject line, it may take up to 2-3 months to get the document added to your record.

To see what documents a promotion board will view, please refer to COMDTINST 1410.2 – Documents Viewed By Coast Guard Officer Promotion And Special Boards

To see what documents can be placed in your EI-PDR, please refer to COMDTINST M1080.10I, Military Personnel Data Records (PDR) System

How to Update Your Employee Summary Sheet (ESS)

Your ESS pulls its information from Direct Access.  If something is off / missing / inaccurate in your ESS, please see your YNs to update. The exception is for updating completed education degrees.  If you need to document a completed education degree in Direct Access, that request needs to be run through the CG Institute.  Their website has instructions for how to complete this:

How to See Which Competencies Can Be Added to your ESS

The Competency Dictionary is a tool the YNs use for adding your competencies in DA.  It is highly recommended you review this spreadsheet yourself to ensure you are getting credit in your record for all of your qualifications and competencies.  Please use this link here to find the Competency Dictionary

Can you tell me why I was not selected for PG School, Flight School or Promotion?

It is important to note "up front" that OPM-4 is neither a member of selection panels nor promotion boards. Every panel/board takes an oath not to reveal the deliberations that went into the selection of candidates. OPM-4 does not know the exact reason for your non-selection.  OPM-4 can conduct a records review and point out to you derogatory information that may have limited your potential for selection.  OPM-4 will also discuss ways to increase your competitiveness for subsequent selection or promotion panels.

Where can I learn more about Temporary Separation?

Section 1.E. of the Military Separations Manual lays out the Coast Guard's policy for Temporary Separation.  In addition to the general requirements laid out in this section, please pay particular attention to section 1.E.5, which lays out specific "Officer Provisions" to the policy.  Additionally, OPM-1's Separations website (link on the top-left of this page) has a "Temporary Separations FAQ" section on it. For further questions, please reach out to us to schedule an appointment.

How do I request a copy of my official record?

See the following link from the Records Branch: EI-PDR Request

OER correction questions?

Contact the Officer Evaluations Branch.

Special Board questions?

Contact the Special Boards Section.

09/11/2014 14:59:13 -0400

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Last Modified 10/3/2014