How to Handle Leave During an NCOER Rating Period

Requesting leave during an NCOER rating period is a routine administrative matter, but it requires coordination. Annual leave, emergency leave, convalescent leave, permissive temporary duty, and other absences can affect counseling dates, duty observation, and the timing of an evaluation.

A leave request does not automatically pause or cancel an NCOER. The rating chain remains responsible for documenting performance during the period it observed, while the Soldier must use the approved absence process and keep the chain of command informed.

The specific steps can vary by unit, installation, and leave category. This guide explains how to request a leave of absence during an NCOER period while protecting accurate records and avoiding preventable evaluation delays.

Confirm The Type And Timing Of Leave

Start by identifying the kind of absence you need and the dates involved. Ordinary leave is generally handled through the Army’s approved absence process, while emergency, medical, parental, or permissive leave may require different supporting documents and approval authorities.

Review the proposed leave dates against your NCOER timeline. Pay particular attention to the beginning or end of the rating period, scheduled performance counseling, a change-of-rater event, permanent change of station orders, or a pending evaluation submission. Early notice gives the rating chain time to schedule counseling and gather performance information.

A leave period does not erase completed duties or counseling. Your rater can still evaluate observed performance, mission results, leadership behaviors, and documented accomplishments from the qualifying portion of the period.

Submit The Request Through The Approved Channel

Use the current system and local procedure designated by your unit, such as IPPS-A or another authorized leave workflow. Enter accurate departure and return dates, leave address information, chargeable or nonchargeable status when applicable, and all required supporting details.

Before submitting, verify that your supervisor, approving authority, and unit administrative office can see the request. A request that remains in a draft or pending status is not the same as approved leave. Keep a copy or screenshot of the completed request and final approval for your personal records.

If the absence involves medical documentation, family circumstances, or a special leave category, provide only the information required by the responsible office. Sensitive details should be handled through the appropriate command, medical, or personnel channel rather than placed casually in an NCOER file.

Notify The Rating Chain Before Departure

Tell your rater and senior rater as soon as the dates are reasonably known. Include the expected departure date, return date, contact information required by unit policy, and any impact on scheduled counseling or evaluation milestones.

Before leaving, ask whether a counseling session, duty transition, or evaluation input should be completed. A final counseling session is not a substitute for the NCOER, but it can help preserve an accurate record of accomplishments, standards, goals, and areas requiring attention.

Use objective documentation when providing information to the rating chain. Mission results, training completion, awards, qualifications, measurable improvements, and assigned responsibilities are generally more useful than broad statements about effort. Guidance on preparing specific performance language is available in this NCOER bullet guide.

Understand How Leave Can Affect The Evaluation

The primary issue is usually observation, not the fact that leave was taken. Raters should evaluate the Soldier based on actual performance and the applicable Army evaluation rules. They should not treat approved leave as misconduct or use the absence itself as a negative performance judgment.

If leave creates a long gap in observation, tell the first sergeant, S-1, and rating chain promptly. The unit may need to review whether the evaluation remains supportable, whether a change-of-rater or extended annual evaluation is appropriate, or whether another administrative action is required under current guidance.

Situation	Practical action	Record to retain
Short ordinary leave	Submit the normal absence request and notify the rating chain	Approved leave request
Emergency or special leave	Follow the urgent reporting and documentation process	Approval and supporting correspondence
Leave near counseling	Coordinate a replacement date before departure	Counseling schedule or completed record
Extended absence	Ask S-1 to review rating-period and observation requirements	Relevant orders, medical, or personnel documents
Change of rater during absence	Confirm who owns the evaluation action and suspense	Counseling and rating-chain communications

Army evaluation procedures can change, and local administrators may apply additional controls. When the circumstances are unusual, obtain guidance before departure rather than assuming the NCOER suspense date will move automatically.

Protect Counseling And Performance Records

Maintain copies of approved leave, counseling records, awards, training certificates, duty descriptions, and meaningful performance results. These documents support continuity if the rater changes, the senior rater needs clarification, or the evaluation is prepared after a lengthy absence.

Do not create a misleading record by counting duties performed while absent or by presenting routine leave as an accomplishment. Instead, organize the record around the work completed before departure and after return. Clear dates help the rating chain distinguish observed performance from information supplied by the rated NCO.

The EES Army resource center can help you review related administrative topics, including evaluation records and personnel documentation. It is an informational resource, not a substitute for your chain of command, S-1, or official Army policy.

Address Problems Before The NCOER Closes

If the rating chain says there is insufficient observation, ask for the concern in writing and contact the unit administrative office. Provide the dates of duty performed, counseling history, and any documents that explain the evaluation timeline. Keep the discussion professional and focused on accurate processing.

If an NCOER is delayed, contains an administrative error, or appears to omit relevant documentation, use the command and personnel channels available to your unit. Promotion records may also require separate correction. For related personnel-record issues, review this guidance on promotion point discrepancies.

A leave request and an evaluation correction are separate actions. Approving leave does not guarantee a favorable NCOER, and a disagreement about an evaluation does not by itself invalidate properly approved leave. Keep each issue documented and routed to the office responsible for it.

Actions To Take Before You Go

• Submit the leave request through the authorized system with accurate dates and supporting information.
• Notify the rater, senior rater, and first-line leadership before the request reaches its final approval stage.
• Review upcoming counseling, change-of-rater, PCS, and NCOER suspense dates.
• Save the approved leave record and important performance documentation in a secure personal file.
• Contact S-1 or the appropriate administrative office if the absence affects observation time or evaluation eligibility.

Requesting leave during an NCOER period should be handled early, accurately, and through the proper chain. Submit the absence request, coordinate the evaluation timeline, retain supporting records, and seek administrative guidance when the situation involves an extended absence or rating-chain change. Taking these steps helps protect both your approved leave and the accuracy of your official evaluation record.