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changed. The examination board then turns verified
answer sheets over to the person designated to prepare
the transmittal letter. Only officers, designated chief
petty officers (E-7/8/9), and designated civilian
employees may handle the returns until they are
deposited as registered mail in the U.S. Postal Service.
Completed answer sheets must be afforded the same
handling and storage procedures as For Official Use
Only documents.
Once an examination is administered to a candidate,
an answer sheet must be sent to NETPMSA. If board
members determine that a candidate should not have
taken the examination, separate correspondence must be
sent to NETPMSA requesting invalidation and stating
the reasons for invalidation.
SUBJECT MATTER SECTION
IDENTIFICATION SHEET
This sheet is attached to the examination booklet
and is used with the profile form sent to all advancement
candidates approximately 2 to 3 months after the
examination dates. The ESO retains the sheet until
receipt of candidate’s results. The sheet can be
reproduced locally.
FORWARDING ADVANCEMENT
EXAMINATION RETURNS
After board members and the ESO verify all
examination answer sheets for accuracy and
completeness and all examinations have been accounted
for, a letter of transmittal using the format contained in
appendix G of BUPERSINST 1430.16D is prepared.
Examination returns arc sent to NETPMSA via U.S.
registered mail. Separate letterss of transmittal for each
paygrade with exception of E-8/9 candidates, Inactive
Reserve (SELRES) candidates, and E-4/5/6/7
candidates administered substitute examinations
subsequent to regularly scheduled administration dates
must be prepared. When personnel from more than one
activity have been examined, the candidates’ names by
activity must be grouped together.
In cases where examination returns list CT
examinations, destruction of CT examinations must be
witnessed by two officers who hold an interim or final
Top Secret clearance and who are currently
indoctrinated for SCI. In the absence of two officers, CT
examinations may be destroyed in the presence of and
witnessed by one officer and a designated civilian
employee so authorized, a chief, senior chief, or master
chief petty officer who meets the previous clearance and
indoctrination criteria. When only one officer or
designated civilian employee is attached who meets the
clearance and indoctrination criteria, his or her signature
is permitted both as the individual witnessing
destruction and the OIC, CO, or designated civilian
head.
After examination returns have been checked for
completeness and accuracy, they are sent to NETPMSA
by registered mail within 5 working days after
administration of the examination. This period may be
extended to 7 working days when the transmittal letter
contains 500 or more candidates.
ESOs and supervisors of personnel offices must
make sure copies of all documents pertaining to the
accountability of examinations are retained for 2 years
for audit purposes.
RECEIPT AND ADMINISTRATION OF
SUBSTITUTE EXAMINATIONS
Substitute examinations are administered according
to the date announced in BUPERSNOTE 1418 or a
NAVADMIN published before the regular examination
cycle. The letter of transmittal and answer sheets must
be sent to NETPMSA within 5 working days of
administration of examination. All paygrades E-4
through E-6 are included on one letter of transmittal.
ACCOUNTABILITY OF EXAMINATIONS
AFTER ADMINISTRATION
After examinations are administered, all
examination booklets, used and unused, and scratch
paper must be destroyed by burning or by alternate
methods outlined in the Department of the Navy
Information and Personnel Security Program
Regulation, OPNAVINST 5510.1H, and other pertinent
directives in the presence of at least one officer and one
chief petty officer (E-7/8/9) or designated civilian. The
report of destruction must be sent to NETPMSA on a
letter of transmittal. All examinations, used, unused, or
transferred, on the letter of trammittal indicating rate
abbreviation, examination series, and examination
serial number must be listed. ESOs must make sure all
examinations are accounted for.
Unused inactive Reserve examinations should be
destroyed within 5 days after last drill weekend of the
examination month, unless authority is received from
BUPERS to retain examinations for later
administration.
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