Evaluation-By-Email Attachment Program
STANDARD OPERATING PROCEDURES
AS OF: 2 FEB 09
1. Overview: This program is designed to provide deployed units an alternate method
of submitting evaluations to HQDA when they are unable to use AKO Forms or do not
have access to digital signatures. This is not designed as a means of sending OER or
NCOER between locations to obtain pen & ink signatures before submitting HQDA (see
paragraphs below) or anyone other than deployed units.
2. Reasons behind these rules: HRC (POC) is responsible for making sure a legible
copy of a legitimate evaluation gets placed in a Soldier’s OMPF. Scanning and emailing
documents is high-risk when it comes down to good quality and accountability.
Scanning documents degrades the quality of the document. We have to print and
rescan all OER or NCOER received by email in tif/pdf format to get information into the
HRC level processing system. We want evaluations in the OMPF that are legible so
selection boards and career managers can read them.
3. Eligibility:
a. Eligible. Units deployed to contingency theater of operations (examples: Iraq,
Kuwait or Afghanistan, Sinai.) through redeployment/reconstitution phase (not to exceed
90 days.) Deployed units retain options for submission when the rest of the Army
must submit electronically via AKO Forms. Deployed units may submit
electronically via AKO Forms but if not available or if digital signatures are not
possible they can use email or regular mail. Note: AKO Forms is the best (fastest
and most reliable) method and should be used whenever possible.
b. Not Eligible. Units or rating officials not deployed into a contingency theater of
operations are not eligible to send evaluations by email.
4. General Rules for this Program.
a. Only deployed units and authorized senders can use this program. Read this
SOP for instructions on how and where to send evaluations. Once emailed, the unit
copy original does not come to HQDA. That original hard copy evaluation will remain in
the unit as a copy. If that original does come to HQDA after email attachment receipt, it
gets rejected as a duplicate.
b. This SOP applies to OER (on officers in any component) and NCOER (on NCO
in Regular Army and USAR). ARNG NCOER will be sent to State & Territory POCs.
5. Sender Rules:
a. Mailbox (email addresses):
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