Posted on May 7, 2014
Some 638 forms not reflected in my iPerms prior to OCS Selection board; what are my options?
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I have been trying to check my iPerms since last week and I was just able to finally review it. I have been working with my S1 to update some 638 forms to my iPerms before the OCS board.
Unfortunately, they uploads are STILL not reflecting in my iPerms.
My question is, what are my options? I do not want the board to look at my packet unfavorably because of an issue with uploading my documents. I have reached out to the iPerms board support hotline, but other than that, I am not sure what my next steps should be.
I was pretty confident until I realized my iPerms was not 100%. Now, anxiety is setting in. I dont want THIS to be the reason I could get passed over...
Also, due to some confusion as to whether or not my MOVSM could even be uploaded due to the certificate not being a valid document, and the MOVSM not having a control number, that also was not uploaded. I've come to learn that the DA 638 for the MOVSM can still be uploaded.
I am furious at how I feel helpless to control the situation.
ANY experienced 42A's our there that can offer some advice? MSG Quick, I messaged you.
Unfortunately, they uploads are STILL not reflecting in my iPerms.
My question is, what are my options? I do not want the board to look at my packet unfavorably because of an issue with uploading my documents. I have reached out to the iPerms board support hotline, but other than that, I am not sure what my next steps should be.
I was pretty confident until I realized my iPerms was not 100%. Now, anxiety is setting in. I dont want THIS to be the reason I could get passed over...
Also, due to some confusion as to whether or not my MOVSM could even be uploaded due to the certificate not being a valid document, and the MOVSM not having a control number, that also was not uploaded. I've come to learn that the DA 638 for the MOVSM can still be uploaded.
I am furious at how I feel helpless to control the situation.
ANY experienced 42A's our there that can offer some advice? MSG Quick, I messaged you.
Posted in these groups: 
42A: Human Resources Specialist
Officer Candidate School (OCS) (Army)
42A: Human Resources Specialist Officer Candidate School (OCS) (Army)
Edited 10 y ago
Posted 10 y ago
Responses: 6
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SSG Tetreault,
I know for us our SOP for iPerms is probably different than yours, but I'll tell you anyway just in case some NG soldiers may read this. Any iPerms operator with scanning privileges can input your forms, however some offices (for us, its either BN, BDE, or the G1) reserve the right to scan certain forms so that they can update other systems simultaneously, such as SIDPERS. For example, if a SSG returns to my unit with a 1059 from ALC PH2 and has given me his DL cert for ALC PH1, I'll go ahead and scan them into iPerms, update his awards in SIDPERS to reflect the second award of the NOPDR, and then send the whole mess up the chain on a transmittal letter so higher can update the rest of the systems accordingly.
You said your ERB reflected your awards properly, so the 638s in this case are just substantiating docs in your record which should actually have the award cert in them as well. Having just sat on the E-5 board last month, I can tell you that the ERB and NCOERs were the first documents I viewed, and only when there were discrepancies did I root around for other substantiating docs. For example, if a soldier had deployed to Iraq or Afghanistan and yet had no awards for that period of time. Or there were inconsistencies with an NCOER having mentioned citations for achievement or accomplishments and none showing on the ERB for that rating period.
If there's a rush to make a cut-off I call one of the G1 iPerms "pucksters" in state (luckily right now that is one of my former soldiers) to review the docs and push the button so they'll show up ricky-tick. Being a small state we usually have a pretty quick turnaround.
I'm not a 42A so that's probably not the most official explanation, but that's how I get it done in a pinch.
Also, keep your eyes open for the iPerms "Review" tab. NGB just rolled it out, and the Reserves and AD will do so shortly. It allows your S-1 and the soldier to go through your record, recognize errors or short-comings, and make corrections. That said, keep chipping away at squaring away your OMPF. Your unit admin and S-1 personnel should do everything they can to help, but ownership has been pushed to the soldier. You're doing a good job being proactive, keep it up, and share that knowledge with your peers and subordinates.
I know for us our SOP for iPerms is probably different than yours, but I'll tell you anyway just in case some NG soldiers may read this. Any iPerms operator with scanning privileges can input your forms, however some offices (for us, its either BN, BDE, or the G1) reserve the right to scan certain forms so that they can update other systems simultaneously, such as SIDPERS. For example, if a SSG returns to my unit with a 1059 from ALC PH2 and has given me his DL cert for ALC PH1, I'll go ahead and scan them into iPerms, update his awards in SIDPERS to reflect the second award of the NOPDR, and then send the whole mess up the chain on a transmittal letter so higher can update the rest of the systems accordingly.
You said your ERB reflected your awards properly, so the 638s in this case are just substantiating docs in your record which should actually have the award cert in them as well. Having just sat on the E-5 board last month, I can tell you that the ERB and NCOERs were the first documents I viewed, and only when there were discrepancies did I root around for other substantiating docs. For example, if a soldier had deployed to Iraq or Afghanistan and yet had no awards for that period of time. Or there were inconsistencies with an NCOER having mentioned citations for achievement or accomplishments and none showing on the ERB for that rating period.
If there's a rush to make a cut-off I call one of the G1 iPerms "pucksters" in state (luckily right now that is one of my former soldiers) to review the docs and push the button so they'll show up ricky-tick. Being a small state we usually have a pretty quick turnaround.
I'm not a 42A so that's probably not the most official explanation, but that's how I get it done in a pinch.
Also, keep your eyes open for the iPerms "Review" tab. NGB just rolled it out, and the Reserves and AD will do so shortly. It allows your S-1 and the soldier to go through your record, recognize errors or short-comings, and make corrections. That said, keep chipping away at squaring away your OMPF. Your unit admin and S-1 personnel should do everything they can to help, but ownership has been pushed to the soldier. You're doing a good job being proactive, keep it up, and share that knowledge with your peers and subordinates.
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CPT (Join to see)
Excellent response. Thank you for the advice. The items in question are now uploaded and were done through the board support office. You mentioned specific discrepancies, the only one I have that comes to mind is that the one ARCOM is a deployment award that was not uploaded, however it was on my erb.
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SFC (Join to see)
If the ARCOM shows on the ERB then it was at one point input in SIDPERS, which means someone was looking at the award or the 638 when they pushed the button. It may or may not have been lost or otherwise circular filed before making it into iPerms. Not cool. The good news is as long as the approved 638 is in there or the award citation itself at least you have proof in iPerms of the award to substantiate the ERB.
I forgot to mention DD 214s. While by reg they are not a substantiating document for awards, generally they are a good guide for what awards the soldier has received at the time the 214 was generated. I use that to help me search out what awards a soldier is due. For example, my gunner has a ton of stuff from his time on Active that I can see from his 214, which hasn't made it into iPerms. So I constantly bug him to go dig up the docs so I can square him away.
I know I might sound like a broken record, but good job keeping on top of your file. If we can instill that kind of ownership in our soldiers we'll see them better succeed in promotion and selection boards.
I forgot to mention DD 214s. While by reg they are not a substantiating document for awards, generally they are a good guide for what awards the soldier has received at the time the 214 was generated. I use that to help me search out what awards a soldier is due. For example, my gunner has a ton of stuff from his time on Active that I can see from his 214, which hasn't made it into iPerms. So I constantly bug him to go dig up the docs so I can square him away.
I know I might sound like a broken record, but good job keeping on top of your file. If we can instill that kind of ownership in our soldiers we'll see them better succeed in promotion and selection boards.
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CPT (Join to see)
Not for this board. The OCS board doesnt accept letters. The packet itself is dictated by a milper message and letters to the board are removed during the pre-screening process.
Good advice though, I considered it until I look at the milper message again.
Good advice though, I considered it until I look at the milper message again.
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Are we talking only the 638 for the MOVSM? If not what all 638s are you referring to?
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CPT (Join to see)
Of course, thanks for the correction. Yes, the MEMO for the 638 was submitted. Sorry for the confusion.
My ERB matched my photo.
I got an email back from the program manager saying
"this is not a deal breaker"...I've never been so happy to have my concerns quickly dismissed.
So I guess this is a good thing.
My DA Photo matches my ERB, and my ERB is squared away. Sadly, the iPerms does not fully reflect my ERB.
My Bachelor degree is uploaded along with teh degree certificate, but my AA is not uploaded ( I never got a certificate from CTC, and the HRC guidance says it must accompany the transcript, so I thought it best to just leave it off), but copies of all my transcripts were included in hard copy to the board.
My ERB matched my photo.
I got an email back from the program manager saying
"this is not a deal breaker"...I've never been so happy to have my concerns quickly dismissed.
So I guess this is a good thing.
My DA Photo matches my ERB, and my ERB is squared away. Sadly, the iPerms does not fully reflect my ERB.
My Bachelor degree is uploaded along with teh degree certificate, but my AA is not uploaded ( I never got a certificate from CTC, and the HRC guidance says it must accompany the transcript, so I thought it best to just leave it off), but copies of all my transcripts were included in hard copy to the board.
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1SG (Join to see)
they are not "required" but as of recent you are allowed to have both put on your file. It is especially good in the cases where you were submitted for (for instance) a BSM and it was downgraded to an ARCOM.
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SFC John Hatton
Only downgraded awards have the 638s uploaded to perms, most are certificates only unless you have a Joint award or LOM the Citation will be a completly seperate page for iperms upload.
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