Submission Requirements and Occasion Codes - S-1 Procedural Page

Role and responsibility

The S-1 chief identifies reporting occasions per MCO 1610.7BMCO 1610.7B Chapter 3 paragraph 3 and tracks suspense against the submission schedule. The RS writes the report. The RO reviews. The PES clerk processes the electronic submission. The S-1 officer signs by direction on PES register updates.

Source documents flow from transfer orders, EAS records, CRS events, annual reporting cycle dates, and special occasion triggers. PES actions land as fitness reports in MMSB through PES. Outputs include the certified fitness report, the PES register entry per occasion, the suspense tracking, and the OMPF posting on acceptance.

Per MCO 1610.7BMCO 1610.7B Chapter 3 paragraph 1 (General), the PES provides a continuous chain of fitness reports. Per paragraph 2 (Submission Schedule), normal reports arrive at HQMC within 30 days of the end of the reporting period. Adverse reports submit within 60 days per Chapter 5 paragraph 5. Per paragraph 3 (Reporting Occasions), the order lists each reporting occasion. Per paragraph 5 (Minimum Observation Requirements), reports covering 90 days or longer require observation. Per paragraph 6 (N/O Reports), Not Observed reports apply when minimums are not met. Per paragraph 7 (Extended Reports), reports extend when the period exceeds standard length.

Key timing thresholds from Chapter 3:

• 30-day submission. Normal reports arrive at HQMC within 30 days of the end of the reporting period per paragraph 2.
• 60-day submission. Adverse reports arrive at HQMC within 60 days per paragraph 2 and Chapter 5 paragraph 5.
• 31-day temporary duty. Temporary duty lasting 31 days or longer triggers an FD report per paragraph 4.
• 89-day rule. Reports covering 89 days or less follow an exception to policy. RSs do not write reports under specific circumstances at this threshold per paragraph 5.
• 90-day observation. Standard reports require 90 days or longer of observation per paragraph 5.
• 30-day non-availability. Periods of 30 or more consecutive days of non-availability follow the non-availability rules per paragraph 5.

Trigger events

• Transfer occasion (PCS departure or arrival).
• EAS approaching triggering EAS report.
• Change of Reporting Senior (CRS).
• Annual reporting occasion per grade and billet.
• Special occasion (deployment, training event, command change).
• Minimum observation period reached.
• N/O determination required.
• UA or Deserter case requiring fitness report per Chapter 3 paragraph 9.

Processing workflow

1. Identify the reporting occasion. Per MCO 1610.7BMCO 1610.7B Chapter 3 paragraph 3 (Reporting Occasions), match the trigger event to the right occasion.
2. Apply occasion details. Per Chapter 3 paragraph 4 (Details for Reporting Occasions), follow the specific occasion rules.
3. Validate minimum observation. Per Chapter 3 paragraph 5 (Minimum Observation Requirements), confirm the RS observed the Marine for the required minimum.
4. Determine N/O applicability. Per MCO 1610.7BMCO 1610.7B Chapter 3 paragraph 6 (Not Observed (N/O) Reports), apply N/O when minimums are not met.
5. Process extended report. Per Chapter 3 paragraph 7 (Extended Reports), apply when the occasion warrants extension.
6. Confirm report allowed. Per MCO 1610.7BMCO 1610.7B Chapter 3 paragraph 8 (When Fitness Reports Are Not Allowed), confirm the situation permits a report.
7. Process UA or Deserter report. Per MCO 1610.7BMCO 1610.7B Chapter 3 paragraph 9 (Fitness Reports for Marines in UA or Deserter), follow the order rules.
8. Schedule report writing. The RS writes within the submission window.
9. Track suspense. The S-1 chief tracks against the submission schedule per Chapter 3 paragraph 2.
10. Document the occasion. Update the PES register with EDIPI, occasion code, dates, and status.

Systems of record and forms

Systems

• PES (HQMC Performance Evaluation System). Cuts and tracks fitness reports.
• MMSB Performance Evaluation Branch. Approves reports and posts to OMPF.
• MCTFS. Holds PES status flags.
• Unit PES register. Local tracking of occasions and suspenses.

Forms

• NAVMC 10835 Marine Fitness Report. Standard format.
• PES Submission Worksheet. Local format documenting the occasion.
• N/O Determination Memorandum. Per Chapter 3 paragraph 6 when applicable.

Common pitfalls

• Wrong occasion code applied. Per MCO 1610.7BMCO 1610.7B Chapter 3 paragraph 3, occasion codes are specific. Validate at write.
• Minimum observation not met but N/O determination skipped. Per paragraph 6, N/O applies when minimums fail.
• UA or Deserter fitness report skipped. Per Chapter 3 paragraph 9, UA/Deserter cases follow specific rules.
• Submission past 30-day window. Per Chapter 3 paragraph 2, normal reports arrive at HQMC within 30 days of the end of the reporting period. Track tickler from day 0 of submission window.
• Adverse submission past 60-day window. Per Chapter 5 paragraph 5, adverse reports submit within 60 days. Track on a separate adverse tickler.
• Temporary duty 31-day FD report skipped. Per Chapter 3 paragraph 4, temporary duty lasting 31 days or longer requires an FD report. Validate against the duty roster monthly.
• N/O misapplied when observation met. Per paragraph 6, N/O is only for cases where the minimum is not met. Validate.

Decision points

• Occasion code selection. Multiple events overlap. Per MCO 1610.7BMCO 1610.7B Chapter 3 paragraph 3, the S-1 chief selects per the priority order.
• N/O versus observed. The RS observed the Marine for less than minimum. Per Chapter 3 paragraph 6, route to N/O.
• Extended report. The reporting period exceeds standard length. Per Chapter 3 paragraph 7, apply extended report.

Authority

This sub-page sits under MCO 1610.7BMCO 1610.7B Chapter 3 (Submission Requirements). Paragraph 1 covers General. Paragraph 2 covers Submission Schedule. Paragraph 3 covers Reporting Occasions. Paragraph 4 covers Details for Reporting Occasions. Paragraph 5 covers Minimum Observation Requirements. Paragraph 6 covers N/O Reports. Paragraph 7 covers Extended Reports. Paragraph 8 covers When Fitness Reports Are Not Allowed. Paragraph 9 covers UA or Deserter cases. S-1 responsibilities sit at MCO 5000.14DMCO 5000.14D MCAP enclosure 4. The processing workflow maps to NAVMC 3500.3E T-R event 0102-GENA-1008.

Related references

• MCO 1610.7B Chapter 3. Authoritative submission requirements.
• MCO 5000.14D Marine Corps Administrative Procedures. S-1 PES responsibilities.
• MCO P1070.12K Individual Records Administration Manual. Records documentation.
• MCTFSPRIUM. PES transaction format.
• NAVMC 3500.3E Manpower and Administration T-R Manual. Event 0102-GENA-1008.