Senior Chief Miller, what are the most common mistakes that you see when Sailors are put into PTS?

Here is a list of the most common mistakes made when a Sailor is submitted in PTS:

(1)   If a Sailor’s PRD is prior to their EAOS and they are being submitted in PTS based on PRD, the block that asks “Is member within 12 months of PRD” must be marked “yes.”  PTS automatically looks at personnel within 12 months of their EAOS.  The only way they can get looked at early is if they are within 12 months of PRD and the block must be marked or they are reenlisting “Star” and that block must also be marked.

(2)   Make sure all information is correct when submitting a PTS applications.  Too many times counselors overlook whether or not a Sailor has PNA’d the most recent exam, whether the Sailor is frocked or whether the evaluations are updated.  All of this information is used in the rack and stack process.  The difference in a Sailor PNAing the exam or having an MP vice P on their evaluation could mean the difference in whether or not they get approved.  Additionally, the PTS application should be looked at on a monthly basis to make sure all information is correct.  Especially during the months when exam results and evaluations come out.

(3)   If your Sailors are being submitted for conversions, make sure they are completely qualified for the new rating.  Utilize Fleet Ride to make sure your Sailors are qualified.  If you submit a Sailor for a rating they are not qualified for, you are hurting your Sailor and possibly another Sailor that may have been qualified for that rating but did not stack high enough because the quota was taken by someone who didn’t qualify.  Also, check the monthly conversion quotas list (notes section) to see if there are any special requirements for conversion into a rating. 

Is there any advice you would give to CCC's that would make their PTS program go a little smoother?

Some recommendations I can give to career counselors are to track and monitor your PTS program monthly.  There are several different tools available to track personnel who should be submitted in PTS (ie: CIMS, NSIPS, EDVR, Fleet Ride).  Along with a good tracking system is making sure Sailors are contacted early through career development boards.  Make sure Sailors are aware of their options and you are aware of your Sailors needs.  If they are going to need to retake the ASVAB, do it early, prior to them hitting their PTS window. 

We all know Sailors need to be submitted into PTS 15 months prior to PRD/EAOS and get their first look 12 months out, but what happens to a Sailor that falls through the cracks? What can we do for him? What can you do?

We do not want to fault the Sailor if, due to no fault of their own, they fall through the cracks and do not get submitted on time.  If this does happen and they are told to separate, we will go back through PTS during the months they missed.  If they would have received a quota during one of those months, we normally will be able to give them an approval. 

The bottom line is that if you have a Sailor that falls through the cracks, please contact the PTS desk.  We will do what we can to help the Sailor.  Sometimes we are able to use left over conversion quotas to help out also.  Obviously we are not able to help everyone but we will try.

Are their any lessons learned that we as Career Counselors can take to heart and make sure the above situation will not happen to our Sailors?

Here are some of the PTS lessons learned:

•         Commands are failing to put Sailors into PTS because they are planning to separate.  Sailors must be put into PTS regardless of their intentions.

•         When submitting a PTS based on Sailor’s PRD, CCC must  check “Within 12 mos of PRD” on PTS application.

•         All CCC’s must have access to PTS.  CCC’s must also contact PTS desk when they transfer to a new command to ensure their UIC is updated.

•         If a Non Designated Sailor doesn’t qualify for any rates listed on conversions list, member must retake the ASVAB.  Identify these Sailors prior to them hitting the PTS window.

•         Ensure Sailors understand that once they are selected for conversion to a rate through PTS the decision is final…..don’t ask for a rate you don’t want. Quotas are limited and this could cause other Sailors to miss out on an opportunity to convert and be separated.

•         Ensure that Sailors are fully qualified for conversion rates they are requesting.  If a Sailor is disqualified due to ASVAB, that Sailor has missed out on a look in PTS and taken away a billet for someone else.

•         When a Sailor takes a new ASVAB Test it is vital that the new scores be updated on the Sailor’s application.  These are the scores that the ECM will use to qualify the Sailor, if you are not utilizing Fleet Ride.

•         You cannot submit a 1306/7 for converting any member currently in PTS.  Additionally, if a designated Sailor is trying to convert to a rating that is not on the PTS conversion list, they must get an inrate approval first and then submit a normal conversion package.

•         Sailors may only obliserve for 30 days beyond class grad date when attending “A” School via PTS.  Reenlistment is not authorized for any reason.

    Again, I cannot stress enough how important it is to review and update your PTS application on a monthly basis.  The slightest difference in information can make a difference between someone getting an approval or being told to separate.