Processing Promotions

REMINDER:
When sending supporting documentation such as transcripts, licenses, DD-214, etc., be sure to obscure any sensitive information such as social security numbers prior to submitting/emailing. Check documents closely, as this information may appear multiple times. NEVER send social security numbers via email...it's not secure.

Promotions are an important aspect of recognizing our members' accomplishments, but the process can be confusing at times. This page should help units process promotions in the most efficient manner possible.

Cadet Promotions

Cadet promotions are described in CAPR 60-1. They are entered in e-Services by the squadron commander.

Senior Promotions

Senior promotions are a more complex topic than cadet promotions. The guiding regulation is CAPR 35-5; this page will summarize information from that regulation and will provide some helpful tips in processing different types of promotions.

The information below is intended to provide assistance in processing various promotions. It does not list requirements for the various promotions that are authorized. See CAPR 35-5 for that information.

Methods of Promotion

Seniors may promotion under a variety of methods:
  • Duty Performance: A combination of completing certain levels of the Professional Development program and time-in-grade at the member's current grade.
  • Special Appointments: Promotions for commanders, former cadets, former members, exceptional qualifications, military officers/NCOs, and officers of the Public Health Service or NOAA Commissioned Corps.
  • Mission Related Skills: Pilots, Instructors, Mechanics, or holders of General Radiotelephone Operator Licenses
  • Professional Appointments: Chaplains, Character Development Instructors, Health Services Personnel, Legal Officers, Aerospace Education Officers, Finance Officers

Approval Authority

Different promotions require different levels of approval. It's important to know where a promotion must be sent for approval. Promotions do not need to be sent to higher echelons if approval from those echelons is not needed...this simply delays the promotion. (For example, most Capt promotions are approved by the Group Commander and do not need to be sent to Wing.)

Special Cases

There are a couple of special cases that deviate from the standard approval authority. These include:
  • The Wing Commander is the approving authority for Professional Appointment promotions and for Squadron/Group Commander promotions.
  • Exceptional qualifications waivers must be approved by Region (for grades up to Captain) or National (for Major and Lieutenant Colonel).

"Standard" Approval Authority

Outside of the special cases listed above, the following guidelines apply. Note that promotions to Colonel and above are not listed. These are tied to specific duty assignments and are not typically handled at the unit level, so they are not addressed here.
  • The Squadron Commander is the approving authority for promotions to all Flight Officer grades as well as promotions to Staff Sergeant, Technical Sergeant, Second Lieutenant, and First Lieutenant.
  • The Group Commander is the approving authority for promotions to Captain.
  • The Wing Commander is the approving authority for promotions to Master Sergeant and Major.
  • The Region Commander is the approving authority for promotions to Senior Master Sergeant and Lieutenant Colonel.
  • The National Commander is the approving authority for promotions to Chief Master Sergeant.

Processing Promotions

Duty Performance Promotions for officers should be handled within the promotions module in e-Services. This is much easier to track than using a CAP Form 2, and as soon as the appropriate approving authority approves the promotion, the member's e-Service record is updated. For these reasons, it is highly recommended that all duty performance promotions be handled with the module in e-Services.

Unfortunately, not all promotions can be handled in e-Services. The CAP Form 2 is used to process Flight Officer, NCO Duty Performance, and Officer Non-Duty Performance Promotions.

Completing the CAPF2

Accurate completion of the CAP Form 2 is important, since errors can result in delays in processing the promotion.
  • Sections I and II should be completed in their entirety.
  • For Officer promotions, select the appropriate grade at the top of Section III. Then, check the box next to the method of promotion (Special Appointment, Mission Related Skill, or Professional Appointment). Finally, select the box next to the criterion being used for promotion. NOTE: Select only the information that pertains to the promotion...do not select every potential qualification the member holds.
  • For NCO promotions, use Section IV. Check the box on line1 and the appropriate grade for promotion to former military grade, or check the box on line 2 along with the appropriate grade for duty performance promotion.
  • For Flight Officer promotions, select the appropriate grade/criterion in Section VI (either duty performance or former cadet).

Supporting Documentation

For most promotions, supporting documentation is required. If that information is completely within e-Services (e.g. for a promotion for a former cadet), it's sufficient to make a note to that effect in Section IX.

If the information is not in e-Services, some type of additional documentation is required.
  • For promotions based on military grade or grade from the Public Health Service or NOAA Corps, some document showing the grade should be provided. Examples include a DD-214, retired military ID card, orders showing the current grade, etc. NOTE: Redact sensitive information such as Social Security Number on supporting documentation.
  • For former member/former cadet promotions (if the information isn't in e-Services), some documentation such as an old CAPF 2, a milestone award certificate, etc. is sufficient.
  • For professional appointments for legal officers or health services personnel, verification of that member's state license is sufficient. In Tennessee, we're fortunate to be able to get this information online. Licenses for health professionals can be verified here, and legal professionals can be verified through the Tennessee Board of Professional Responsibility.
  • For professional appointments for Aerospace Education Officers, a member must hold a certain degree and be a professional educator certified by the state department of education or a university professor. For promotions to Captain and Major, a certain length of service as an educator is required. Documentation of length of service as an educator can be via a letter from the institution where that individual is an educator. Additionally, verification of the member's license can be done at the TNCompass Public License Search website.
  • For promotions based on Mission Related Skills, supporting documentation is often available via a web query. For example, General Radiotelephone Operator Licenses can be looked up in the FCC's Universal Licensing System and pilot/instructor qualifications can be queried from the FAA. Both sites permit .pdf downloads which are acceptable for supporting documentation.

Assembling the Promotion Package

The CAPF2 and supporting documentation should be sent together. (Even though the information can be verified online by the approving authority, it's best to gather this information ahead of time and provide everything the approver needs in a single packet.) If possible, assemble everything into a single PDF (the Wing Personnel Officer can assist you with this).

Submitting the Promotion Package

If the promotion is approved by the local commander, the commander simply needs to sign the CAPF 2 and submit it to National Headquarters. This can be done by emailing it to lmmeforms@capnhq.gov (except for Flight Officer promotions which aren't sent to National and are simply placed in the member's personnel file).

For promotions that must be approved by a higher headquarters, you should contact the appropriate echelon to learn how they prefer to handle promotions. For promotions that come to Wing or higher, you can submit the promotion package to personnel@tncap.us. Wing will create a Sertifi signature request to gather all required signatures. This is HIGHLY preferred to repeated iterations of printing/signing/scanning the document because that often results in a document that's very hard to read.

Wing does not require Sertifi for signatures on promotions that are approved at the Squadron or Group level; however, we will gladly set up a Sertifi signature request if subordinate units would like to use this service. NOTE: The approving authority is still responsible for submitting the approved paperwork to National Headquarters.

Final Thoughts/Tips

Use the online promotion system if it will work.

Gather all documentation needed for the promotion and submit it as a single package. This is critical, especially for promotions that go to Region since the reviewers/approvers may not personally know the member and have only the information provided in the promotion package.

Getting Help

Wing is available to help with any promotion questions you might have, although you should start with your Group Personnel Officer. Group Personnel Officers can be reached via the group functional email addresses (groupNpersonnel@tncap.us, where N is 1, 2, 3 or 4 as appropriate). The Wing Personnel Officer can be reached at personnel@tncap.us.