The Service Record Book (SRB) and the Officer's Qualification Record (OQR) are the best sources of information concerning any Marine.
- These records are used for four primary purposes:
- To record significant events, duties, awards and other pertinent information in a Marine's career for historical purposes
- To assist local or immediate commanders in making decisions concerning assignments, promotions, eligibility for schooling or overseas duty
- To maintain the original documentation for underlying entries into the manpower management system computer database
- To protect the privacy of individual Marines by consolidating information and limiting access to this information to personnel in the chain of command
- The care and maintenance of SRBs/OQRs are the responsibility of the commanding officer exercising physical control over the books. The records require safeguarding to prevent tampering or unauthorized access. Marines can have unlimited access to their records in the presence of a custodian. Others working in an official capacity may also be granted access.
- All entries should be typewritten. Stamped or neatly printed entries are permissible. Erasures, strikeovers, and correction fluids are not permitted. Corrections are made by drawing a single line through the invalid entry and placing the correct one nearby. The new entry requires the initials of an authorized officer. Only standard abbreviations as published in the IRAM should be used. Dates are entered in the YYMMDD format. Only a commanding officer or designated officer may sign or authenticate an entry.
- Both an SRB and an OQR are divided into two sides: the standard pages side and the document side. The cover of an SRB is printed in black and that of the OQR is printed in green.
Standard Side of the SRB/OQR. The documents located on the right hand side of the folder are in every record and can serve as a basis for comparison. A standard page may consist of more than one page and is often identified by its NAVMC form number rather than its title or actual position in the sequence.
- DD Form 4 enlistment/reenlistment contract. The first standard page is the basic agreement which establishes the legal relationship between the Marine and the United States Government. An officer will have an Appointment Acceptance and Record page (NAVMC 763) in place of an enlistment contract. This document represents the legal relationship between an officer and the Government.
- Chronological record (NAVMC 118 (3)). This page is an historical record of a Marine's career listing all significant billets held and all units with whom he or she has served. Periods of TAD as well as nonduty (UA, confinement, and hospitalization) will be reflected. Proceed, travel and leave are not recorded.
- Record of service. This page is a printout of the manpower management data base and lists all sets of proficiency and conduct marks that a Marine received while serving in the rank of corporal or below. The computer will figure and present the average marks in service and the average marks in grade. On this page you will also find a Marine's current composite score, which is used in calculating a Marine's eligibility for each promotion through the grade of sergeant. Officers/sergeants and above are not given pro/con marks, therefore this is not a standard page in an OQR. This recommendation is a portion of your participation in the enlisted promotion process. Guidelines from the IRAM are provided in Appendix A.
- Military and civilian occupational specialties (NAVMC 118 (8a)). Used in both SRBs and OQRs. In addition to specialties a Marine's education, both civil and military, is recorded here. The civilian education portion is not updated after initial entry.
- Combat history, expeditions and awards (NAVMC 118 (9)). The page nine is used to record this important information in both SRBs and OQRs.
- Administrative remarks (NAVMC 118 (11)). This page is used in both SRBs and OQRs. The overall intent is to record any matter forming an essential and permanent part of a Marine's military history which is not recorded elsewhere in the SRB or OQR. There are more than thirty specific entries which can be made. Use the guidance offered in the IRAM for when and how entries must be made, especially when recording the results of a counseling session or a negative recommendation for promotion or reenlistment.
- Offenses and punishment (NAVMC 118 (12)). This page is used in both records to record VA, declaration of desertion, the results of non-judicial punishment (NJP) and to record good conduct, selected marine corps reserve (SMCR), and armed forces reserve medal periods. Officers will not have NAVMC 118 (12) in the field OQR.
- Record of conviction by court-martial (NAVMC 118 (13)). This page is used in both records to record this information. If a Marine has never been convicted at a court martial he will not have a page thirteen.
- Record of emergency data (RED). This page is next in both records. It contains the most current information on a Marine's next-of-kin and any insurance companies that the Marine wishes to have notified in the event of death or serious injury.
- Serviceman's group life insurance election document. This page follows the RED, and it must always be kept up-to-date because it designates to whom this insurance will be awarded in the event of the Marine's death.
- Permanent record of enlisted flight time (OPNAV form 1326/2). This page is maintained as the last document on the standard pages side of an SRB for those Marines who have performed duty as naval aircrewmen.
Document Side of the SRB/OQR. This half of the record is reserved for inserting superseded standard pages, official letters, certificates, and various other documents. The IRAM lists more than fifty examples of documents which may be filed on this side of the record. Any document placed here must be of permanent value. The order in which they will be placed will be determined by the local command.
- The commanding officer's copy(s) of a Marine's leave and earnings statement (LES) will normally be kept as the first document(s) on this side. These will be retained until the annual LES verification is completed; this takes place during the month which coincides with the last digit of a Marine's social security number. Until a period of leave or delay is reflected on a Marine's LES, a copy of the orders which authorized the leave period will be retained here.
- Basic training record (BTR) is a computer generated printout of the Marine Corps Total Force System. The local admin section produces the record using the on-line diary system. The printout is now a permanent part of the SRB/OQR and should be updated at least once a year. The BTR contains the following information on a Marine:
- Date and score of the last PFT
- Rifle, pistol and swim qualifications
- Dates of the last drug and annual security lectures
- Assignment to weight control and military appearance programs
- Service school attendance
- Test scores such as the GCT and ASVAB
- The basic individual record (BIR) is another printout of the MMS. It is organized in the following manner:
- Contract information which includes EAS, EOS, ECC and extensions in effect
- Service information such as grade, date of rank, MOS and deployment status
- Personal/military information including decorations, duty preference codes, home of record, religion, race, and citizenship
- Dependent information including marital status, BAQ, location, and number
- State and federal tax filing forms such as the IRS W-4 form will be located on the document side along with a State of Legal Residence Certificate.
- A NAVMC 10922, dependency application form, located on the document side, certifies a Marine's right to BAQ at the "with dependents rate."
- A DD Form 1172, application for uniformed services ID card-DEERS enrollment, when completed, certified, and keyed into the unit diary system will enter a Marine's dependents on the DEERS program. Failure to enroll one's dependents in DEERS can result in the denial of medical or other benefits. Marines may also enroll their families in the dependents dental plan with DD form 2494.
- A NAVMC 11051, assignment to government quarters, is completed when a Marine accepts government quarters in lieu of BAQ.
- A VHA entitlement certificate should be completed by all Marines residing off base to justify the receipt of this allowance.
- Official letters authorizing alternate body weight standards must be filed on the document side of the record. It is essential for Marines granted a waiver to have this letter as part of their permanent record. Failure could result in lost promotions or duty assignments for the Marine concerned.
- A DD Form 1561, statement to substantiate payment of family separation allowance, when completed and filed in a Marine's record entitles the Marine to FSA. The form must be completed every time a Marine is deployed for thirty or more consecutive days.
- As part of their record, dual service parents and single parents must file a special power of attorney on the document side of their OQR/SRB. This special power of attorney will detail the Marine's care plans for minor children in the event of deployment.
- When a Marine is given special authority for reenlistment or extension of enlistment or when awarded a remedial promotion, the appropriate documentation must be retained on the document side of the SRB.
- A career planning contact record should be filed on the document side of the SRB of first term Marines to document counseling with the command's career planner.
- For Marines who work with classified material a number of important documents may be retained. These include the record of personnel reliability program (PRP), the PRP screening and evaluation record, security termination statements, national agency check requests, requests for personnel security investigations, and personal history statements.
- Punitive and non-punitive letters of reprimand as well as page 11 entry rebuttals will be filed near the end of the document side.
- As the last document retained, there will be a record of disclosure, OPNAV FORM 5511/14, to record to whom and on what date information from the record has been released
Summary. This handout has examined the most common and useful personnel records available in the Marine Corps. Take care of your Marines and yourself by ensuring their accuracy and completeness at all times.
DUTY PROFICIENCY MARKS
a.In assigning duty proficiency marks, use a scale of zero to five. The mark should indicate how well a Marine performed the primary duty during the marking period. In addition to technical skills and specialized knowledge, qualities such as leadership and physical fitness should be considered when they have a definite relation to the primary duty assignment. Leadership, for example, should be considered when evaluating a squad leader's performance of duty; or, for a Marine assigned to recruiting duties, tact, persuasiveness, and personal appearance would have a definite bearing on the performance of those primary duties. Due allowance should be made when a Marine is filling a billet inconsistent with the grade. The commander should consult with the officer or senior noncommissioned officer who supervises the Marine's performance of duty prior to assigning duty proficiency marks.
b.In additional to the standards listed in the table below, the following guidance applies to assignment of duty proficiency marks to Marines upon successful completion of recruit training based on a level of performance achieved in the areas of marksmanship, water survival, close order drill, physical fitness, academic tests, and inspections.
(1) The majority of duty proficiency marks will be in the 4.0 - 4.4 range. As an example, an average recruit would receive a duty proficiency mark of 4.2.
(2) Recruits who receive a meritorious promotion, or are of meritorious promotion caliber for efforts in recruit training, will receive a duty proficiency mark in the 4.5 - 4.8 range.
(3) A recruit who is selected as a platoon or series honor graduate will receive a duty proficiency mark in the 4.9 - 5.0 range.
c.Use the following guidance and standards in assigning duty proficiency marks; however, full discretion is left to commanders in assigning marks outside these standards for good and sufficient reasons. Document a duty proficiency mark below 3.0 by a brief page 11 entry.
STANDARDS OF PERFORMANCE
0 to 1.9
Does unacceptable work in most of duties, generally undependable; needs considerable assistance and close supervision on even the simplest assignments.
2 to 2.9
Does acceptable work in some of duties but cannot be depended upon. Needs assistance and close supervision on all but the simplest assignments.
3 to 3.9
Handles routine matters acceptably but needs close supervision when performing duties not of a routine nature.
4 to 4.4
Can be depended upon to discharge regular duties thoroughly and competently but usually needs assistance in dealing with problems not of a routine nature.
4.5 to 4.8
Does excellent work in all regular duties, but needs assistance in dealing with extremely difficult or unusual assignments.
4.9 to 5
Does superior work in all duties. Even extremely difficult or unusual assignments can be given with full confidence that they will be handled in a thoroughly competent manner.
a.In addition to observance of the letter of law and regulations, conduct includes conformance to accepted usage and custom and positive contributions to unit and Corps. General bearing, attitude, interest, reliability, courtesy, cooperation, obedience, adaptability, influence on others, moral fitness, physical fitness as effected by clean and temperate habits, and participation in unit activities not related directly to unit mission are all factors of conduct and should be considered in evaluating the Marine. The mark assigned, after consideration of these qualities and, if necessary, consultation with the officer or senior noncommissioned officer who supervises the Marine's performance of duty, should represent a fair objective evaluation of the Marine's conduct for the marking period. Failure to make satisfactory progress while assigned to a weight control or military appearance program is one other factor which should be considered when assigning conduct marks.
b.In addition to the standards listed in the table below, the following general guidance applies to the assignment of conduct marks to Marines upon successful completion of recruit training:
(1) Generally, a recruit will receive a conduct mark in the 4.0 - 4.4 range. As an example, an average recruit would receive a conduct mark of 4.2. A recruit receiving nonjudicial punishment (NJP) will normally be assigned a conduct mark below 4.0.
(2) Recruits who receive a meritorious promotion, or are of meritorious promotion caliber for their efforts in recruit training, will receive a conduct mark in the 4.5 - 4.8 range.
(3) A recruit who was selected as a platoon or series honor graduate will receive a conduct mark in the 4.9 - 5.0 range.
c.Use the following general guidance and standards in assigning conduct marks; however, full discretion is left to commanders in assigning marks outside these standards for good and sufficient reasons. Base assignment of marks subsequent to the assignment of reduction marks for a punitive reduction upon the Marine's conduct in the current grade. Do not consider the NJP that awarded the reduction during a subsequent marking period. Document the assignment of a conduct mark below 4.0 for any reason other than court-martial or NJP (where no reduction was awarded) by a page 11 entry.
STANDARDS OF PERFORMANCE
0 to 1.9
- Habitual offender.
- Conviction by general, special, or more than one summary court-martial.
- Give a mark of "0" upon declaration of desertion.
- Ordered to confinement pursuant to sentence of court-martial.
- Two or more punitive reductions in grade.
2 to 2.9
- No special court-martial.
- Not more than one summary court-martial.
- Not more than two nonjudicial punishments.
- Punitive reduction in grade.
3 to 3.9
- No court-martial.
- Not more than one nonjudicial punishment.
- No unfavorable impressions of the qualities listed in paragraph 4007.5a.
- Failure to make satisfactory progress while assigned to the weight control or military appearance program.
- Conduct such as not to impair appreciably one's usefulness or the efficiency of the command, but conduct not sufficient to merit an honorable discharge.
4 to 4.4
- No offenses.
- No unfavorable impressions as to attitude, interests, cooperation, obedience, after-effects of intemperance, courtesy and consideration, and observance of regulations.
4.5 to 4.8
- No offenses.
- Positive favorable impressions of the qualities listed in paragraph 4007.6a. Demonstrated reliability, good influence, sobriety, obedience, and industry.
4.9 to 5
- No offenses.
- Exhibits to an outstanding degree the qualities listed in paragraph 4007.6a. Observe spirit as well as letter of orders and regulations. Demonstrated positive effect on others by example and persuasion.