MILPER Number: 17-210
FY 2018 Active Guard Reserve (AGR) Release from Active Duty (REFRAD) Board as a Force Alignment Tool
B. AR 600-8-24, 12 April 2006 with RAR 13 September 2011, Officer Transfers and Discharges.
C. AR 600-8-104, 7 April 2014, Army Military Human Resource Records Management.
D. AR 640-30, 18 September 2008, Photographs for Military Human Resource Records.
E. Memorandum, ASA (M&RA), 30 September 2015, Subject: Implementing Guidance for Active Guard Reserve (AGR) Lifecycle Management (LCM) Process.
F. AR 623-3, 4 November 2015, Evaluation Reporting System.
1. This MILPER message is effective upon release and expires NLT 31 May 2018.
2. This message provides procedural guidance for the FY 2018 AGR REFRAD board which convenes on or about 25 October 2017. The board will consider all AGR Army Nurse (AN) and Medical Service Corps (MS) colonels (COL) who meet the eligibility requirements outlined in paragraph 4 below. The AGR REFRAD board provides a fair and equitable force shaping process to help meet the needs of the Army, the United States Army Reserve, and the AGR program. It is based on the congressional end strength cap for AGR officers, projected AGR force structure, and AGR officer retirements/separations. Officers selected by the REFRAD board may elect to transfer to Retired Reserve status or request to revert to another ready reserve status such as Troop Program Unit (TPU), Individual Ready Reserve (IRR), or Individual Mobilization Augmentee (IMA), if otherwise eligible.
3. Timeline for the AGR REFRAD board:
a. 25 August 2017 – My Board File is open.
b. 18 October 2017 – My Board File is closed.
c. 25 October 2017 – Board convenes.
4. Eligibility. All AN and MS AGR COLs , to include those mobilized under the provisions of 10 U.S.C. § 12301, 12302, or 12304, who meet the following criteria on the date the board convenes will be considered:
a. All AN and MS AGR COLs who have a date of rank of 24 October 2016 or earlier, regardless of years of Active Federal Service (AFS).
b. All AN and MS AGR COLs with a mandatory removal date (MRD) of 1 October 2018 or later. Officers who are within 12 months of their MRD from the board convene date or have an approved retirement date prior to the convene date of the board with an effective date of 30 September 2018 or earlier, will not be considered.
c. Officers who meet the eligibility criteria indicated above with an Active Duty Service Obligation (ADSO), either statutory or non-statutory, will be considered by the board. If selected for REFRAD, the ADSO will be waived.
d. AGR COLs that were board selected and currently serving in command billets will be considered by the board, if they meet the eligibility criteria in paragraphs 4a – 4e. If selected, officers will be released in accordance with 6a below.
e. Officers selected for REFRAD who have a Selected Reserve (SELRES) obligation due to receipt of tuition assistance IAW title 10 U.S.C. § 2007 will either complete their SELRES obligation in a non-AGR status or shall be subject to recoupment of funds paid plus interest, if applicable.
f. Officers Not Considered: AN and MS AGR officers who will retire prior to the convene date of the board. Army Promotion List, Judge Advocate General’s Corps, and Chaplain Corps AGR COLs will not be considered by the board. AGR Army Medical Department (AMEDD) officers other than those listed in paragraph 4a above will not be considered by the board.
5. Retirement in Lieu of Consideration. Officers who elect to retire may do so by submitting a retirement application (with an effective date of 30 September 2018 or earlier) and applicable waiver request for statutory and non-statutory Active Duty Service Obligations through their Assignment Officer no later than 18 August 2017. Officers who have an approved retirement date prior to the convene date of the board will not be considered by the board. Once the request for retirement is submitted, approved, and order issued, the retirement application cannot be withdrawn. AGR officers may request voluntary retirement upon completion of 20 years Active Federal Service (AFS) per AR 600-8-24. Additional information can be found at: https://www.hrc.Army.mil/officer/personnel%20actions%20branch.
6. Additional Coordinating Instructions:
a. Personnel will normally be released from active duty no later than 1 September 2018. However, AGR COLs who are selected for release who have more than 18 years AFS, but less than 20 years AFS as of 30 September 2018 will be released from active duty on the last day of the month during which the officer attains 20 years AFS.
b. IAW AR 15-80, Army Grade Determination Boards, all retirements involving commissioned officers who have been the subject of any substantiated adverse action will be forwarded to ASA (M&RA) for a grade determination.
c. In order to properly manage the AGR force, officers selected for release by this board will not be eligible for consideration on future AGR policy boards. This includes, but is not limited to any AGR command board, Professional Military Education/Senior Service College Board, Additional Professional Military Education Boards, and the Professional Development Assignment Board. Additionally, officers selected by the REFRAD board will be administratively removed from all AGR policy board standing order of merit lists. Officers are eligible for consideration and are encouraged to apply for future non-AGR policy boards, if the officer elects to transfer to a non-AGR status upon their release from active duty.
7. Notification of appeals process/request for redress. Only appeals regarding ineligibility for consideration will be entertained. Officers selected by the board who are later found to have been ineligible for consideration may have their REFRAD selection nullified with the approval of the Chief of Army Reserve or his designated representative.
8. Instructions for officers being considered:
a. Review this MILPER message.
b. This board will utilize the my board file (MBF) application, which is comprised of the official photo as recorded in Department of the Army Photograph Management Information system (DAPMIS), Officer Record Brief (ORB), documents from the performance section of the Army Military Human Resource Records (AMHRR) and items in the officer’s restricted fiche as specified in paragraph 8d. The MBF for all officers will open on 25 August 2017 and will remain open/viewable until 18 October 2017.
c. Officers may review their AMHRR on-line before the MBF becomes available. Once MBF becomes available, all officers must review their file. Officers can review their AMHRR at https://iperms.hrc.army.mil/rms/. In order for MBF to be updated, officers must first correct those items in their AMHRR, ORB and DAPMIS, as applicable IAW paragraph 9a. To access MBF go to https://www.hrc.army.mil. Click on self-service and click on the My Board File icon. Log in using Army Knowledge On-line (AKO) user name and password or CAC. Follow the instructions on the page to review the MBF. Officers who do not have an AKO account, must go to: at https://www.us.army.mil to request one.
d. Officer’s Board File. The board will review an officer’s performance in the AMHRR which will include pre-screened limited portions of the Restricted – AMHRR (R-AMHRR) (if one exists), the ORB, the official photograph, and authorized communications from each officer in the considered population. The documents on the R-AMHRR (restricted folder) that will be seen by the board may include the following:
(1) Article 15 or other UCMJ actions received as an enlisted member or as an officer that have not been set aside by proper authority. However, punishment under article 15 or other UCMJ actions in a Soldier’s early career (specialist/corporal and below with fewer than 3 years of service) will not be considered in deliberation.
(2) DA Suitability and Evaluation Board (DASEB) filing of unfavorable information.
(3) Promotion list removal documents when the officer is removed from the list.
(4) Punitive or administrative letters of reprimand, admonition, or censure.
e. Officers must provide missing documents, or make a reasonable attempt to retrieve those missing documents. Failure to comply with this requirement may demonstrate a “lack of due diligence” on the officer’s part. Documents that are in the performance folder of the AMHRR will be pulled into the MBF. Visibility of the MBF will cease five working days prior to the convene date of the boards.
f. The critical documents in the MBF are Officer Evaluation Reports (OERs), Academic Evaluation Reports (AERs), education documents (military and civilian), and the DA official photograph.
9. Updating the AMHRR:
a. Officers assigned to an US Army Reserve Command (USARC) unit supported by a Unit Administrator (UA), S-1, Reserve Personnel Action Center (RPAC), or Human Resources Section must submit AMHRR documents for updates through that office or the supporting Regional Support Command (RSC). AGR officers assigned outside of the USARC, may submit AMHRR documents through the Army Reserve Senior Leader Development Office (SLDO).
b. UAs, S-1, RPAC, or Human Resources Section, assignment officers and authorized individuals will use the web upload feature in iPERMS to submit authorized AMHRR document updates, IAW AR-600-8. Use the link to access the authorized documents list: https://www.hrc.army.mil/Default.aspx?ID=14900. All documents must include the officer’s full name and complete 9 digit SSN.
c. All AMHRR update submissions must be received NLT 11 October 2017 to allow for sufficient processing time. Ensure S1/UA/military personnel division/director of human resources/military human resource officers and career managers type the word “board” in the container field of the batch for priority processing. Write down the batch number for future reference. All updates to the performance folder of the AMHRR will populate your MBF application but there is typically a delay involved. This is normal; plan accordingly.
d. Do not submit OERs or AERs (DA Form 1059) to iPERMS, they must go to the evaluations branch for processing. Follow the procedures in paragraph 10 of this message for all evaluation related documents and issues.
e. For resolution of masking, duplicate, inverted or misfiled documents submit requests to usarmy.knox.hrc.mbx.iperMSemail@example.com. Correctly filed authorized documents will not be masked or removed.
f. The rules for masking documents (moving documents from performance folder to restricted folder) are as follows:
(1) All OERs will be placed in the performance folder of the official AMHRR file IAW Army Directive 2015-11.
(2) Enlisted documents which do not cross over from enlisted to officer ranks are masked. Rule of thumb, if the document can be earned by both officer and enlisted ranks, the document will not be masked (i.e., airborne school, combat lifesaver course, etc.).
(3) Awards, decorations and certificate of achievements will not be masked and will be seen by the board.
10. Evaluation Reports.
a. In order to be considered by the board, all mandatory or optional OERs and AERs must be received, error free, by the HRC Evaluations Branch NLT 18 October 2017. To ensure reports are received at HRC by this date, commanders at all levels must ensure any applicable evaluation reports for considered officers are expeditiously processed.
b. OERs will be prepared on the appropriate DA form 67-10 series OER form within the Evaluation Entry System (EES) and submitted to HRC via EES. If unable access and submit evaluations within EES, hard copy DA Form 67-10 series OERs can be prepared and mailed to: CDR, USA HRC, ATTN: AHRC-PDV-ER, 1600 Spearhead Division Avenue, Dept. #470, Fort Knox, Kentucky 40122-5407. Access to the evaluation entry system is available at the following link: https://evaluations.hrc.army.mil/index. If unable to access the), DA Form 67-10 series OERs can be obtained from the Army Publishing Directorate webpage at the following link: http://www.apd.army.mil/.
(1) Sending OERs by email is only for deployed units or deployed rating officials and should only be used if for deployed units who created .pdf-f evaluations outside of EES. An SOP covering standards for scanned and emailed OERs from deployed units is available upon request.
(2) All non-deployed units or rating officials with ink-signed or older version forms not useable in EES must mail printed OERs to Cdr, USA HRC, ATTN: AHRC-PDV-ER, 1600 Spearhead Division Ave, Dept. #470, Fort Knox, KY 40122-5407.
c. Complete-the-record OERs are not authorized for this board. All other reports should have “thru dates” that reflect the date of the event that is the reason for the report.
d. OERs must be received by the HRC Evaluations Branch 18 October 2017. Reports which are received by HRC Evaluations Branch for processing after 18 October 2017 will be placed in the officer’s AMHRR and their MBF prior to board voting, assuming the evaluation is free of errors. This suspense date is for receipt of evaluations by HRC Evaluations Branch, not for submission to AMHRR. If an evaluation is seen as working in the evaluation reporting system (ERS) with a received by date of 18 October 2017 or earlier, and the evaluation is free of errors, it will be completed in time for the selection board. Officers may validate their board files even if an inbound evaluation is due to process.
e. Officers with missing OERs from their MBF or AMHRR should first check the online application at https://evals.hrc.army.mil. This will identify any evaluations not completed (either on hold or rejected) due to errors. Officers with questions about OER policy or procedural matters can contact an evaluations branch POC for resolution at firstname.lastname@example.org or commercial (502) 613-9019, DSN 983-9019.
f. For resolution of duplicate, inverted, or misfiled evaluation reports, including AERs, submit email request to: email@example.com.
g. Hard copy AERs will be mailed to Cdr, USA HRC, ATTN: AHRC-PDV-ER, 1600 Spearhead Division Ave, Dept. #470, Fort Knox, KY 40122-5407.
h. Assignment officers, board support personnel and iPERMS clerks are not authorized to place any evaluations directly in an officer’s AMHRR. All evaluations must process through the evaluations branch using normal processing channels into the AMHRR and then into the officer’s board file. OERs which are not labeled (and profiled) by the evaluation reports branch will not be seen by this board.
11. DA Official Photograph. This board will review the official photograph in digital format stored in Department of the Army Photo Management Information System (DAPMIS). In view of the emphasis on official photographs, officers are encouraged to review their official photograph IAW the guidelines in AR 640-30. If needed, go to http://www.vios.army.mil to find your nearest DAPMIS photographic facility location. If unable to see your da photo in DAPMIS within three duty days after the photo was taken, contact the installation photographic facility for assistance. Photographs must be accepted in DAPMIS NLT 18 October 2017 to allow for required processing time.
a. The minimum official photograph frequency for officers is every five years. However, a major change in physical and/or uniform appearance, such as a change in weight (gain or loss), awards (Army Commendation Medal and above), and/or rank, require an official photograph update.
b. Officers assigned to an area (including hostile fire areas) where photographic facilities are not available or conditions prevent them from being photographed, are temporarily exempt from submitting new photographs IAW the five year requirement. These officers will be photographed within 90 days from reassignment to an area where photographic facilities are available. Officers who are unable to update their photo due to pregnancy are exempt from the requirement until six months after their pregnancy. Any photograph that is older than five years will be deleted per AR 640-30.
c. The Army Service Uniform (ASU) is the only authorized uniform to wear IAW AR 640-30. Hardcopy photographs are no longer accepted.
12. On 1 January 2017, the USARC transitioned the management of DA Form 4037, Officer Record Brief for AGR Soldiers from the Active Guard Reserve Management Information System (AGRMIS) to Reserve Component Manpower System (RCMS). All AGR officers must now use RCMS to maintain and correct their ORB. All AN and MS AGR COLs in the zones of consideration must immediately take the steps detailed below:
a. Review their RCMS ORB by going to the US Army Reserve’s RCMS G-1 Soldier Support website at https://selfservice.rcms.usar.army.mil and selecting My Record Brief. In the My Record Brief page, follow the steps to view, update and validate the record brief.
b. Update or correct the RCMS ORB, AGR officers assigned to units within USARC must contact their UA, S-1, RPAC, or Human Resources Section. AGR officers assigned to units outside of the USARC must contact SLDO for help in updating their ORB. To allow sufficient time for corrections to be processed, requests must be submitted as soon as possible, but NLT 8 October 2017. Requests received after 08 October 2017 will be processed in the order received and may not appear on the board ORB. AR AGR ORBs are not authorized for submission for filing in the AMHRR.
c. On or about 25 August 2017, HRC will import the RCMS ORB into each officer’s MBF, and then again on 13 October 2017. The second import will allow officers to view the final version of the ORB that board members will review. After the ORB is imported a second time, no additional changes will be made.
13. Letter to the President of the Board:
a. Officers may write a memorandum to the President of the Board if there is information which would be deemed important in the consideration of their record. For example, if an officer is currently deployed and does not have a recent OER or is unable to update a photo. Do not write a memorandum to the president of the board which summarizes a military career or that is self-aggrandizing. Keep the memorandum short, to the point and relevant. E-mail signed memoranda to the president of the board to firstname.lastname@example.org in .pdf format NLT 18 October 2017.
b. Failure to comply with these instructions will be viewed as a “lack of due diligence” on the officer’s part. The DA Secretariat will only accept one memorandum to the president of the board. Subsequent memorandums will be destroyed without action. Ensure memorandums are accurate and signed.
c. Memorandums that are considered by a board become a matter of record for the board and will be retained by the Chief, Department of the Army Secretariat. Do not send this document to iPERMS.
d. Communications, letters of recommendation or appreciation from other parties on behalf of officers eligible for consideration will not be provided to the boards, nor will any communication which contains criticism or negatively reflects upon the character, conduct, or motives of an individual.
14. Impact on Montgomery GI Bill and Post-9/11 GI Bill benefits: if an Officer otherwise meets department of Veterans Affairs Montgomery GI Bill or Post 9/11 GI Bill eligibility requirements, the officer’s selection for involuntary separation will not impact benefits for the officer’s own use. However, the officer must transfer education benefits (TEB) to dependents before the board approval date. If the officer transfers education benefits on/after the board approval date, the TEB request will be rejected. If the officer elects to separate or retire in lieu of meeting the board, and the effective date of the separation or retirement is before the previously approved TEB service obligation, the previously approved TEB will be rejected and the officer may incur an overpayment/debt with the Department of Veterans Affairs if the dependents have used the benefit. Officers who transferred benefits to dependents prior to selection will retain their transfer and the TEB service obligation will be adjusted and the officer will not face overpayment/debt. Officers who plan to transfer education benefits to dependents are encouraged to complete the transfer immediately. For questions regarding GI Bill benefits, contact HRC Education Incentives Branch at email@example.com.
15. The results of this board will not be announced via MILPER message. Officers recommended for REFRAD will be individually notified by the first General Officer in their chain of command. Officers not recommended for REFRAD will be individually notified of their non-selection by the Senior Leader Development Office. Officers recommended for REFRAD will be provided additional information on subsequent actions to follow through their chain of command.
16. Questions, concerns and assistances will need to be addressed to the following as applicable:
a. For MILPER related questions, contact MAJ Paul B. Beausoleil, Chief, Personnel Actions Branch at (502) 613-6702 or firstname.lastname@example.org or CW4 Carla Russell, Deputy Chief, Personnel Actions Branch at (502) 613-6716 or email@example.com.
b. For AMHRR/iPERMS inquiries, contact the Army Soldier Records Branch, board support team at DSN 983-8995, commercial (502) 613-8995 or e-mail address firstname.lastname@example.org. Do not send AMHRR update documents to this email. Follow the procedures in paragraph 9 above.
c. For records review and board packet assistance, contact the Army Reserve Senior Leader Development Officer contact LTC James S. Payne III, AGR COL Career Manager at DSN 983-4604, commercial (502) 613-4604 or e-mail address email@example.com.
d. For additional information refer to the following website: https://www.hrc.army.mil/tagd/updating%20board%20documents.