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Before you forward requests for duty in any of the above categories to the Chief of Naval Personnel, make certain that the applicant meets both the regular and special physical requirements.
Preparation of the Enlisted Classification Record.—You record test scores, interview data, personal history data, and rating recommendations on the Enlisted Classification Record (NAVPERS 601-3). It is on this form that the enlisted classification codes and service or general rating recommendations for a recruit are assigned for the first time. Once this information is entered it may not be changed without the approval of the Chief of Naval Personnel. Enlisted Classification Records are prepared in accordance with the Manual of Enlisted Classification Procedures.
Applicant Qualification Test (AQT). — Functionally comparable to the Armed Forces Qualification Test in that it measures the general intelligence of the individual, this test may be administered at naval recruiting centers to male applicants for the Regular Navy as a screening examination. Those who make qualifying scores are then eligible to take the Armed Forces Qualification Test at an Armed Forces Examining and Entrance Station. The use of the Applicant Qualification Test at recruiting centers in the Continental United States is optional. But at overseas recruiting activities, when an Armed Forces Examining and Entrance Station is not available, this test is used in place of the Armed Forces Qualification Test to determine a person's eligibility for military (or naval) service. Naval Reserve recruiting activities may use the Applicant Qualification Test as a preliminary selection instrument for persons interested in joining the Naval Reserve.
Entering NEC codes. – You are responsible for entering NEC's on the Navy Occupation/ Training and Awards History (NAVPERS 601-4) page of the enlisted service record.
The purpose of the lectures at the recruit training centers is to help the recruit develop the proper attitude before he is given the Navy Basic Test Battery (and any subsequent special tests) and before he is interviewed, and to help the recruit achieve the best results from these processes.
Basic Test Battery (Form SB). — This test measures a person's verbal reasoning, ability to compute practical arithmetical problems, knowledge of mechanical and electrical principles, and ability to observe details rapidly. The test may be used by naval recruiting centers as a selection instrument for the high school/ junior college, advanced electronics, nuclear, and vocational school recruit training programs. Persons who make qualifying scores on this battery of tests then proceed to take the Armed Forces Qualification Test at an Armed Forces Examining and Entrance Station. At overseas recruiting activities where there is no Armed Forces Examining and Entrance Station, the Basic Test Battery (Form SB) may be used in place of either the Armed Forces Qualification Test or the Applicant Qualification Test to determine an applicant's eligibility for naval service.
The purpose of the classification tests given at the recruit training centers is to measure objectively the individual's abilities and aptitudes in specific areas. Test scores are entered on the Enlisted Classification Record, NAVPERS 601-3.
Armed Services Vocational Aptitude Battery (ASVAB). – Functionally similar to the Basic Test Battery (Form SB), this test measures a person's verbal, mathematical, mechanical, and electrical skills. The test is administered by naval recruiting personnel to senior high school students to see if they are eligible for the nuclear, advanced electronics, and high school recruit training programs.
The Navy Basic Test Battery is the first series of tests administered to recruits at recruit training centers. The results of the test battery are used to determine whether recruits meet the entrance requirements for service schools, Navy programs, or training in the Naval Reserve. Service schools and Navy programs have established a minimum cutting (qualifying) score that they require for particular tests of the Basic Test Battery. Some programs and service schools have test score waiver provisions. A waiver provision means that the school or program ''waives" or relinquishes its requirement for qualifying scores on the Basic Test Battery. Unless a waiver provision exists at a school or for a program, recruits who score below the cutting score required by the school or program of their choice may qualify later by taking a Basic Test Battery retest. The Basic Test Battery consists of a series of tests that measure the following aptitudes:
CLASSIFICATION AT RECRUIT TRAINING CENTERS
If the recruit passes his physical examination and his initial screening tests, he is sent to a Navy Recruit Training Center - at Great Lakes, Illinois; San Diego, California; or Orlando, Florida - for basic training and career guidance. Here, recruit classification unit personnel Personnelmen - in a series of lectures, inform the recruits about:
importance of Navy tests and their significance as part of each person's permanent record;
General Classification Test (GCT). — The individual's understanding of the relationships between words and ideas. This is not an intelligence test, but a measure of the recruit's ability in the area of verbal reasoning.
2. The new retest scores will become official, even if they are lower than the original scores.
3. The retest shall be for the entire battery and not for a single test.
If the Navyman is being retested because he has studied and worked to better himself and wishes to improve his BTB test scores, particularly so that he may qualify for a specific school or program, the enlisted classification unit must ensure that the individual has positive indication of his increased ability, either through study at a public or private institution, or through courses given by the Navy or the United States Armed Forces Institute (USAFI), and that he has a high school degree or its equivalency. In addition, at least two years must have elapsed between the initial BTB testing and the retesting. Whenever waiver provisions exist, the waivers are used instead of a retest. Requests for the retesting of Navymen in this category must be approved by the Chief of Naval Personnel.
All individuals being retested with the BTB must bring with them their enlisted service record and, in those cases where retesting is being authorized by the Chief of Naval Personnel, the letter authorizing the retest.
After the individuals are retested, they are re-interviewed. Then two new copies - an original and a duplicate - of the Enlisted Classification Record (NAVPERS 601-3) are prepared by an enlisted classifier. An entry similar to the following is entered on both copies of the new Enlisted Classification Record in any convenient section not being used:
"'Date: Retested with BTB Form at IAW the Manual of Enlisted Classification Procedures, NAVPERS 15812, for the purpose of
/s/ (Interviewer's signature)"
On the duplicate Enlisted Classification Record, the old BTB test scores are recorded. This copy is forwarded to the Chief of Naval Personnel. The original NAVPERS 601-3 is put in the individual's enlisted service record.
Special Classification Tests
Special tests have been developed to measure the following aptitudes:
should be administered in the morning when the recruits or trainees are fresh and alert, rather than in the afternoon when they are tired and less likely to be at their best. The selection of a place in which to administer the test is important for reliable testing results. Good test results occur when the room is quiet, well-lighted, wellventilated, and has a comfortable temperature. Ample working space should be provided. This is particularly important when separate answer sheets are used, and when scratch paper is provided for computations. If the men or women are uncomfortable, or if they are distracted by their physical surroundings, their scores can be expected to suffer. If you are giving or monitoring the test, arrive at the examination room enough in advance to make sure that you have on hand the materials to be used during the testing. Some monitors prefer to have the test papers at the seats before anyone arrives. Extra tests, answer sheets, and pencils should be available in case they are needed. When administering the tests, give clear and concise pretest instructions. This gains the confidence of the people taking the tests. With confidence in you, personnel will work more efficiently. Then the test will present a more accurate picture of an individual's understanding of the areas being evaluated. Whether or not you are able to win the confidence of those who take the tests depends largely upon your personality and upon the testing situation. You must do all you can to encourage those taking the tests and to put them at their ease. Although carefully written directions for taking the test sometimes are part of the test, you may wish to give oral directions as well. Before the test begins, invite people to ask questions. Any errors, misprints, omissions, or other defects in the test should be explained beforehand. If the test has time limits, these should be announced and observed. Recruits should be told whether they are free to turn in papers and leave the room during the period, or whether they are to remain seated until all materials are collected. The next chapter discusses tests and testing in more detail.
. Electronics Technician Selection Test (ETST). — The individual's familiarity with and understanding of mathematics, science (physics), electricity, and radio. This test is designed for recruits interested in electronic-type programs.
Radio Code Speed of Response Test (RADIO). - A person's speed of response to sound code and his ability to learn radio code. The RADIO test aids in the selection of personnel for training as radio code operators.
Sonar Pitch Memory Test (SONAR). — The man's ability to make accurate discriminations between the tones of different pitch. The SONAR test aids in the selection of men for training as sonar operators.
• Foreign Language Aptitude Test (FLAT). — A person's skill in foreign language. This test is given to personnel being considered for Communications (Interpretative) Technician billets, recruits being administered the ETST, and personnel being considered for a duty assignment requiring knowledge of a foreign language.
CLASSIFICATION INTERVIEWS
ADMINISTERING CLASSIFICATION TESTS
Although the decision to administer a test does not always rest with the enlisted classifier, he is often allowed to establish the time. Tests
A personal interview is given each enlisted person to obtain such information as educational attainments, civilian work history, hobbies, interests, and leisure time activities. This information is recorded on the Enlisted Classification Record, NAVPERS 601-3. The interview is important because through it the Navyman will be channeled into the right Navy job. The responsibilities of the interviewer - your responsibilities - are twofold: to find the right job for the man from the viewpoint of the man; to find the right man for the job from the viewpoint of the Navy.
Before the recruit is interviewed, he should have access to such publications as the Navy Career Planner, Your Future in the Navy, the Navy Occupational Handbook, and other study materials of a similar nature so that he can have as much background as possible in the Navy's career fields. Since the information that is solicited from the recruit at this interview affects his initial assignment, becomes a part of his permanent record, and affects his future assignments, the better informed he is about the Navy the better his chances are for a successful Navy career. The objective of an enlisted classification interview is to select and place personnel in jobs that will gain the greatest possible benefit to the individual and to the Navy. The objectives of the Classification Interviewer are to obtain, interpret, and record information that leads to justifiable work field recommendations, which, in turn, leads the recruit to the school, training, and job that he wants, that the Navy wants, and that the recruit can be trained in effectively. Classification Interviewers must be good counselors, able to establish rapport with many different types of personalities, and able to muster a spontaneity and enthusiasm for each interview that will make each recruit feel he is important and special to the Navy. Classification Interviewers must know their Navy so thoroughly that they can present clear and accurate information on the career goals and opportunities available in the service, the programs that lead to commissioned rank, the various service school prerequisites, and the career opportunities available to the service school graduate. Classification Interviewers must be good listeners. To talk and to listen one must have privacy. This means that classification interviews should take place in an area that is free from noise and distraction. During the classification interview the enlisted classifier gathers facts from the recruit which are necessary for the preparation of NAVPERS
601-3. The three large areas to be investigated are: (1) the educational history of the recruit, with a particular emphasis on any specialized fields of education; (2) the recruit's personal activities and skills - hobbies, sports, talents; (3) the recruit's work experience. Although chapter 5 will deal in length with interviewing techniques, these suggestions are offered here. During the classification interview, enlisted classifiers should stimulate the recruit to talk freely about himself, particularly in the three areas cited above: education, interests, and work experience. By giving the recruit the reins and letting him take the lead, the alert Classification Interviewer can follow those leads which furnish information of value. The recruit should be encouraged to ask questions. His questions will reveal not only any general problem areas, but his interests and his attitude. The information that the recruit gives that is to be included on NAVPERS 601-3 should be recorded immediately. Memory is often faulty, and if the classifier waits until after the interview to record his information, he may find that his memory has failed him. Remember, it is the information on the recruit's Enlisted Classification Record (NAVPERS 601-3) that determines his initial selection for service school and assignment to duty. Therefore, the accuracy of the information obtained during the classification interview is vital. During the classification interview the classifier is expected to suggest to the recruit how he can best use his talents. The interviewer evaluates the information he has obtained from the recruit, and determines its value in terms of the overall requirements of the Navy and the various schools and billets. The Classification Interviewer then makes a recommendation to the recruit as to a possible assignment. He must emphasize that this is only a recommendation and not a final assignment. In order to make a valid recommendation to the recruit, the Classification Interviewer needs to have not only the recruit's test scores and interview data at hand, but he needs to have a thorough picture of the Navy's occupational structure, and to be acquainted with the needs of the Navy at that time. He must also know the requirements for each service school, and what the recruit can expect after he graduates from the school. Recruits who are not recommended for school are recommended for assignment to general detail as a Seaman, Fireman, Airman, Page 3
NAVY ENLISTED CLASSIFICATION CODES
The Navy Enlisted Classification (NEC) structure supplements the enlisted rating structure by identifying a man's specialization within his rating. A man's rating is his main identification. If his rating tells the whole story about his occupational qualifications, he is not assigned an NEC code. But when a man's rating is not sufficient to identify his knowledge and skills, a primary or a secondary NEC code (see figure 3-2) is assigned to him to add further classification information for assignment and manpower management purposes. One general point of clarification. When using the NEC Manual, sometimes you will notice either a single or a double asterisk before an NEC code and title. A single asterisk indicates a new code. A double asterisk indicates a revised code. The Navy has devised three series of NEC's: entry, rating, and special.
Rating Entry NEC's. – These NEC'S identify Regular Navy or Naval Reserve personnel who have received training, are being trained, or have a training aptitude. Figure 3-3 shows a portion of the rating entry listing. The first column in the figure shows the rating entry code, and the second column shows the code name. Rating entry NEC's HM-8400 (Hospital Corpsman Basic) and DT-8700 (Dental Technician Basic) are not presently used since personnel entering the Hospitalman and Dental Technician ratings are identified by apprenticeship rates. All other naval personnel in pay grades E-2 and E-3, who are not identified strikers, are assigned a rating entry NEC from one of the codes listed in part 1 of the NEC Manual,
Rating Conversion NEC's. — These NEC codes are assigned to petty officers or identified strikers who are engaged in training in order to change (or convert) their rating. The rating conversion codes are listed in the last column in figure 3-3. When used in correspondence or in service records, rating conversion and rating entry NEC's are written without the code title.
Entry series NEC's are primary NEC codes. Part I, section I, of the NEC Manual lists the entry series NEC's. These NEC's are used to code individuals who are not yet identified strikers, or who are in training in order to change their rating. They are also used to identify billet requirements when an apprenticeship rate alone is insufficient to describe the billet. There are three kinds of entry series NEC's.
Occupational Area-Defense Grouping NEC's.These NEC's are the result of a study that the Department of Defense required some years back (see figure 3-4). The purpose of the study was to come up with an NEC coding system whereby recruits undergoing training would be assigned an NEC code that would cover a grouping of ratings (notice DG-9760 in figure 3-4). Apparently the idea was to give rating groups not only the
same NEC code but the same training. The Occupational Area-Defense Grouping has never been put into effect. Were they effected, they would replace the rating entry NEC's. Since there is always the possibility that the Occupational Area-Defense Grouping NEC's will be used one day, they are included in each revision of the NEC Manual.
with the 0101 series and end with the 9000, comprise the biggest portion of the manual. Rating series codes augment general and service ratings. In essence, they provide information that a man's rating does not provide. Rating series NEC's are used to identify billet requirements that are not adequately identified by a particular rating, and to identify the personnel who are qualified to be distributed and detailed to fill these billet requirements. Rating series codes have a series heading, such as 2601-2698 PERSONNELMAN. See figure 3-5. As we said in the previous chapter, this means that there are 98 possible NEC codes for the Personnelman rating.
Rating series NEC's are primary or secondary NEC codes, depending upon coding priorities. Part I, section II, of the NEC Manual lists the rating series NEC's. These NEC's, which begin
**PN-2612 Classification Interviewer Source Rating: PN Applicable Course: Personnelman (Interviewing and Classification), Class C (A-500-0013)
Rating series codes are usually prefixed by the two-letter abbreviation that identifies the general rating, followed by the code number and the code title (e.g., PN-2612 Classification Interviewer). This is illustrated in figure 3-5. When used in correspondence or service records, rating series codes are written as they appear in the NEC Manual, but without the addition of the code title, for example, PN-2612. Rating series codes can be assigned only to the source rating listed under each NEC code and title. Notice in figure 3-5 that the source rating is PN. This means that only individuals
in the Personnelman rating, or in the apprenticeship rate applicable to that rating, may earn these NEC codes. A rating series NEC may have more than one source rating listed under the code. See figure 3-6. When a service rating is listed as a source rating (see figure 3-7), billets are written only for the specified service rating. Personnel in other service ratings of the general rating may earn these NEC's, but should be recommended for lateral change to the corresponding service rating. Personnel should not be nominated or sent to courses of instruction earning NEC's unless they are in the proper source rating. Personnel Assignment of NEC Priority Numbers
BU-5932 Basic Underwater Construction Technician Source Ratings: All Group VIII Applicable Course: Under development
Performs underwater construction operations using common underwater tools, equipment, and materials: Performs duties related to underwater construction blasting; component emplacement and assembly; underwater cutting and welding; seafloor surveying; foundation and anchor emplacement; rigging; cable laying and splicing; and system testing.
PH-8197 Panoramic Camera Repair Shop Maintenanceman Source Ratings: PH, AT Applicable Course: RA-5C Panoramic Camera Intermediate Maintenance (C-100-3745)
52.15(116C)B Figure 3-6. – Portion of Rating Series Codes With Several Source Ratings.
**ET-1591 Electronic Warfare System (WLR-6 Equipment) Technician Source Ratings: ET, CTM
52.15(116C)C Figure 3-7.- Portion of Rating Series Codes with General and Service Source Ratings.
already specialized by an NEC should not be nominated or sent to a course of instruction earning an additional NEC, unless the course is a logical progression of the earlier specialty training.
Special series NEC's (see figure 3-8) are always secondary NEC codes. Part I, section II, of the NEC Manual lists the special series NEC's. This series of codes is "special" because they identify billet requirements for which no ratings exist. Therefore, special series NEC's do not show source ratings. Because these codes are not related to a specific general or service rating, special series NEC's may be assigned to eligible personnel in any rating. There are four groups of special series NEC's: 5311-5349 SPECIAL SERIES (DIVERS); 8231-8298 SPECIAL SERIES (AVIATION); 95019598 SPECIAL SERIES (GENERAL); and 99019949 SPECIAL SERIES (TRAINING PROGRAMS). When used in correspondence or in the service record, special series NEC codes are written without the addition of the code title, for example, 9501.
Each NEC code has been assigned a priority number of 1 through 8, the lowest number having the highest priority. Priority numbers determine the position of the NEC code on the enlisted service record. Entry series NEC's are priority 1 although, as shown in figure 3-3, this number does not appear in the NEC Manual. Rating and special series NEC's are assigned a priority number of 2 through 8, as shown in figures 3-5 and 3-8. Look back at figure 3-2. This illustration shows sample NEC service record entries. Now look at figure 3-5. You see that PN-2614 is the primary code in figure 3-2 because it has the highest priority (priority 3), whereas PN-2612, with a priority of 5, assumes the secondary code position. In those instances where a determination must be made as to which of two NEC's having the same priority will be assigned as the secondary NEC, the code most recently qualified for is assigned.
The NEC code or codes are recorded by the personnel office on the Navy Occupational/Training and Awards History page (NAV PERS 601-4)
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of PN-2614 (Job Analyst). His old primary NEC of PN-2612 became a secondary code because, as you have just read, it had a lower priority. From this small section of the service record, and with the aid of the Manual of Navy Enlisted Classifications to interpret the code numbers, you can acquire a realistic picture of a man's professional development. Each NEC code that is assigned to a man is a symbol of his growth and achievement in a branch of his chosen field of work.
of the enlisted service record on the date that the codes are assigned by the commanding officer responsible for administering the NEC coding system, Look at figure 3-2 to see sample NAVPERS 601-4 entries. All NEC codes have four digits. Four zeroes (0000) are used when no NEC is assigned. Each Navy Enlisted Classification Record entry on the NAVPERS 601-4 must reflect either an NEC code or four zeroes. Notice in figure 3-2 that the first NEC classifications assigned (on March 1, 1965), in both the primary and secondary code blocks, were zeroes. This meant that the man's rating was sufficient to describe his qualifications, and he was not assigned an NEC code. Later, on February 1, 1969, after his successful completion of a course on interviewing and classification that trained him for a specific skill, he was assigned a primary NEC of PN-2612, which signifies that he is qualified to be a Classification Interviewer. His secondary code remained 0000. On May 1, 1971, after his completion of a course on Naval Management Analysis, his commanding officer assigned him a new primary NEC
What the Navy classification system boils down to is job placement, and the Personnelman is right in the middle of it. Classification would be easy if all men knew exactly what they wanted and had a single talent. But the average man is many sided and does not always know in what direction he would like to steer. Through intelligent and interested treatment throughout his Navy career, the Navyman is most likely to steer in the direction that will be beneficial to himself and to the service.
''Tests are useful only if they help in making decisions." - J. C. Nunnally
At some time in your career as a Personnelman you will be involved with Navy testing, either at an enlisted classification unit, an educational or personnel services office, or as part of the team who administers the Navy-wide advancement examinations. You need, therefore, to acquire a general knowledge of the tests used in the Navy, of procedures in testing and test handling, and of the meanings of test scores.
to choose the correct answer and score the assignment at the same time. Objective tests are easy to score. They can be scored by machines or by clerical assistants so rapidly that examination critiques with the students are possible in a matter of hours. Because the personal opinions of the scorer are removed from the scoring process, objective tests are unaffected by scorer bias, and there can be a high degree of reliability in the test results. Another advantage of objective test items is that they can cover more aspects of a course of study in a given time than questions which require written essay responses.
A test is a succession of jobs that measure a portion of a person's behavior. Tests can be classified according to the aspect of behavior that is being measured, that is, a person's aptitude, achievement, interests, and social adjustment. Or, tests can be classified according to their structure.
An essay test is one in which the answer must be organized and written by the student in his own words. In an essay test there are usually fewer questions, each covering a broad subject
A test's structure is its form or how it is constructed. The Navy makes three major distinctions in test structure: objective, essay, and performance.
Essay tests measure a student's ability to select, organize, and present data and ideas. They enable the student to think reflectively or creatively, to organize material that solves a problem, and to express the solution in writing. Essay tests have certain handicaps that limit their use. Their scoring is time-consuming. It is difficult to score tests fairly, since each person's answers are different and scorers do not always agree. They must be scored by someone who is well-informed in the subject matter. They cannot cover as many aspects of a course of study in a given time.
Objective tests are tests in which a student responds to one of several selection items. Objective tests are constructed in different ways, that is, as multiple-choice, true-false, or matching tests. Regardless of the test's construction, in each instance the student indicates the correct answer by checking a box, or by checking or circling a letter or number. Sometimes the student makes his selection of the correct answer on the test; sometimes he uses a separate answer sheet. Students taking correspondence courses use self-scoring answer sheets that enable them
The performance test is one in which the examinee is expected to perform a task. It may be taking a gun apart and assembling it again,
An aptitude test is designed to predict a person's potential in a future learning situation. The tests used for the classification of recruits — both before and after they join the Navy - are aptitude tests. To use its manpower effectively, the Navy needs to know where each person can use his abilities.
An achievement test is constructed to show the degree of success in a past learning endeavor. Your examinations for advancement in rate are achievement tests. Your performance tests are achievement tests. Most tests you take in connection with Navy-sponsored part-time, off-duty, or full-time education and training are achievement tests.
Most people want to know the answers to such questions as "'How well am I doing?" or "'What can I do best?" The Navy wants to know the answers to these questions too. Thus testing and test administration form an important part of a Navyman's life. As a Personnelman you see both sides of the coin: you take tests — just like everyone else; and you take a part in test administration. Taking a part in test administration can mean that you give tests, serve as a proctor while a test is being given, record test results on the enlisted man's service record, or file tests. You may be expected to perform one of these functions - or all of them -or all of them - depending upon the size of the unit to which you are assigned.
In addition to measuring achievement (what you have learned) or aptitude (what you are able to learn), some tests are designed to find out what kind of person you are or whether you can adjust to certain situations.
Interest.–Usually a recruit's interests can be learned through the classification interview. But sometimes the use of an interest or prefer test is helpful in classifying a recruit. For example, a man may think he would like to prepare for a particular rating because someone he admires has held that rating or because, for some other reason, the rating holds prestige. The Classification Interviewer may have reason, because of the man's Basic Test Battery scores, or other indications, to believe that the recruit's choice is not well founded. In such a case, an
It is important that tests be administered under the best possible conditions. At enlisted classification centers testing facilities are firstrate, as shown in figure 4-1. But you won't always be giving tests at facilities designed for this purpose. There will be times when a man or group of men will be taking their examination for advancement on board ship. You will have to find the best possible testing area because the physical conditions under which a test is given will have a direct bearing on an individual's scores. You may be unable to provide an ideal testing area (simply because it hasn't been provided for). However, if you are responsible for administering a test, the following test administration procedures are applicable to any area: and prepare the seating arrangements in advance. Have extra tests and pencils available in case they are needed. Keep a count of the number of tests and answer sheets you have brought into the testing area. You or your proctor will need to know this number later when the material is filed.
116.1(116C) Figure 4-1.- Administering a test in an enlisted classification center ashore.
When you are giving a test that requires the use of a separate answer sheet (or scratch paper), tables provide the most comfortable seating. When you are unable to obtain partitions, seat the people sufficiently far apart at the tables to permit effective proctoring. Failing the procurement of both partitions and tables:
Use chairs with attached writing arms. Line the chairs in rows about two feet apart. If the chairs do not have attached writing arms,
1. Reserve a testing room for the proper date and time. Be sure it is as quiet as possible and large enough for the group. 2. Air the room before the test and check to see that the ventilation and temperature are as comfortable as possible. 3. Provide good lighting that has a minimum of glare. 4. Provide seating that is comfortable and that assures individual effort. The best seating arrangements are straight-backed chairs at tables which have been divided by partitions (see figure 4-1), As this figure shows, tables offer elbow room and enough space to spread out the test.
6. See that those who will take the test are notified of what they must bring to the testing room and also what they will not be permitted to use. For instance, in some tests a slide rule is useful, even necessary, but for others its use would not be permitted. 7. Read the test and its directions in advance. Correct any errors, misprints, or defects.
In longer tests, those who haven't watches will appreciate your posting the time on a blackboard at intervals and giving them a threeor five-minute warning before the Stop signal. If you have no blackboard, you should announce the time. Tell the group to turn in their test(s), answer sheet(s), and scratch paper to the proctor when they are finished. Since only authorized persons can administer a testing program, only you and your proctor can handle test materials. You cannot show these materials to anyone else, except to someone above you in the chain of command. Never help a person answer a test question.
By following the above steps, you will be ready when your people enter the testing area.
Explain to your testing group that a proctor will be circulating among them. Explain what his duties are so they will know he is there to help and not to "'check up" on them. (When you are administering the test alone, you perform the proctor's duties in addition to your own.) As the proctor passes around the test papers and pencils, describe the purpose of the test and why it is being administered. Since people taking a test are usually tense, effect a manner that is calm, friendly, and encouraging. Ask if anyone feels ill, is experiencing a reaction from an innoculation, or has forgotten his glasses. These people must be excused and permitted to take the test at a later time. Read aloud the directions for taking the test. These directions are important for they contain such particulars as whether a special pencil is required to darken the answer space on the answer sheet. Read clearly and slowly in a pleasant tone of voice that is loud enough to be heard in all parts of the room. Be sure you ask whether your directions are clear and whether there are any questions. When the test is timed, use either a stop watch or a timer with a second hand. Since timing must be precise, write down the hour, minute, and second as soon as you have given the signal to start the test. Add to this the time allowed for the test, and you will know the exact time to stop. For example:
As a proctor, you assist the person administering the test, and collect, dispose of, and file test materials. You circulate among the testing group and ensure that the correct personal identification data are filled in on the test or answer sheet. Notice the attitude of the proctor in figure 4-2. He is ready to help, but not in the way of the people taking the test. During the test, you check to see that the testing group works on the proper part of the test or answer sheet. When the tests are machine scored, you ensure that the examinees use the correct pencils, make their marks in the proper area, and erase errors thoroughly. You also respond to requests for help. Like the person who administers the test, you never help with the answer to a test question. You remain in the testing room throughout the test. When someone has to leave the room during the test, he turns in his test booklet and answer sheet to you. After the test, the testing group turn in their test(s), answer sheet(s), and scratch paper to you. You collect any other materials that may be left in the testing area and secure the room before your departure. A discussion on the disposition and filing of testing materials follows later in this chapter.
Start 0901 Time limit_30 Stop 0931
Tests are generally scored soon after the test or test battery has been taken. Many tests are machine scored. Some test scoring machines Page 5
126 1 1271 I 128 129 | 130
SHIP OR 8. STATION 9. SERVICE SCHOOL. U.S. NAVY STANDARD ANSWER SHEET – FOUR CHOICE SCORES 2 PNL 2. DATE
2. DATE & FEB 73 1. NAME_MALLERY, JOHN PAUL 3. FILE NO.* 254-05-06712. RATING OR
1451 146 1 1 147 148 | ID
Figure 4-3.-Sample answer sheet.
10 DO 31 DOO 61 DOO 9100 O 1210C O 200 DO 3200 62 DO. 92 DO 122 200 OO 33 OC DO 63 OO 930 DO 12300000 10d O 34 OO DO 640 OO 340 DO 124 000 500 O. 35 OO DO 65OOO 95 OC O 125 OOO 600 O 36 OO 66 DOO 96oC OO 100000 37 OOO 6700 OO 9700000 1270 OO OO 38 OOO 68 OOO 9800C O 12800 DO DO 39 OOO 690 O DO 1290 O 40 O 700d O 100 O 130 OO 410C DO 11000 DO 1310C 12 O OO 420 O 12 OOO 102 OO 1320 OO DOO 43 000 130C OO 1030 C O 1330 OO 14 00 DO 40 OO 1400000 10400 DO 134OOO 15 DOO 450 DOO 75000 O 1050C O 135 DOO
16 O OO 46 000 7600000 1060 OO 1380 OO 110000047 00 1100000 1010 DO 13700 DO 1800000 48 OO 1000000 10800 DO 13800000 OO 4900000 7900 DO 10900 OO 13900000 20 od DO 5000000 80 DOO 11000000 1400000 2100 O 51000 DOO 1110 OO 1410 00 2200 O 52 DOO 82 DOO 1120C DO 14200000 OOO 53 OO 83 DOO 11300C O 1430 oo DOO 5400000 3400 DO 1140C O 1400000 25 OC O 55 OOO 85C OO 1150 DO 145 DOO 26 OOO DO 86 DO 116 O 1460 Oo DOO 5700 O 0700C OO 147 000 0 DOO 5800000 8800000 1180 OO 1400000 DOO 59000 DO 1190 OO 149C OOO 30 OC DO 600 OO 90C OO 1200 DO 1500 oo
areas. This kind of key is used to score a standard answer sheet, as shown in figure 4-3. Another kind of scoring key is the strip scoring key. This key is placed either over or alongside each test paper. Figure 4-5 shows samples of different kinds of strip scoring keys. The first key in the illustration has punched-out holes. This kind of strip scoring key is placed directly over the answer sheet. The second and third keys in figure 4-5 are used to score a true-false and a multiple-choice test, respectively. These keys are placed alongside the test paper. When using a scoring key, hold it lightly, yet firmly, over or alongside the test paper with one hand. Then count the number of correct answers on the test paper or on the answer sheet. Write this number on the test paper. This is the examinee's raw score.
When you use an answer key, be sure that you have the key in the correct position. This is particularly important when you are using the strip scoring keys. Because these are narrow strips of paper, it is possible for your hand to slip or nudge the key out of place. If you are interrupted while you are hand scoring a test paper, double check your key when you resume your scoring to be sure the key is in place. If practicable, when hand scoring have each paper rescored by a second person. You will want to recheck any hand scored paper that has a score that is exceptionally low. This paper may be the victim of an improperly placed scoring key.
In hand scoring, one of the first things you want to check is whether the examinee has marked more than one answer where only one is required. If so, mark that question incorrect by drawing a red line across all the answer spaces for that question. When your key is in place, you will see your red marking and remember not to count that question as correct. With machine scored tests, ensure that there are no careless pencil markings or improperly erased marks on the answer sheets. Otherwise the machine will record these extraneous markings or smudgy erasures as incorrect answers.
As a Personnelman you record Basic Test Battery and special classification test scores on the Enlisted Classification Record, NAVPERS 601-3. See figure 4-6. This is the portion of the service record where test score information is retained. As the illustration depicts, the test score section of the Enlisted Classification Record contains the last two digits of the year of the examinee's birth, the individual test battery scores, and any special classification test scores. You type the names of the special classification tests since these vary for each individual. If the examinee has not taken the SONAR (Sonar Pitch Memory Test), RADIO (Radio Code Speed of Response Test), or ETST (Electronics Technician Selection Test) when you prepare the Enlisted Classification Record, enter a dash (-), as shown in figure 4-6. If one of these tests is administered after the Enlisted Classification Record is completed, record the scores in the special test score section, as illustrated in figure 4-6.
3.254 Figure 4-6. – Test score section of the Enlisted Classification Record.
Figure 4-5.- Strip scoring keys.
General Security Practices
The Shop Practices test score is recorded in the special test scores space because, even though it is a part of the Basic Test Battery, it has not yet been printed on the Enlisted Classification Record.
Examination questions and answers are official information that warrants protection. As such, test materials - test booklets, completed answer sheets, and scoring keys - are handled as For Official Use Only material. The commanding officer of a unit where test materials are used designates by written order those personnel who are authorized to handle tests, scoring keys, and completed answer sheets. These personnel are the only persons who can open test materials when they arrive at the unit. The material arrives in double wrapped and tape sealed packages, with the inner wrapper marked "'To Be Opened Only By Personnel Authorized To Handle Test Material." The answer sheets for the Navy-wide advancement examination and for United States Armed Forces Institute (USAFI) tests are sent to Great Lakes, Illinois, and to Madison, Wisconsin, respectively, to be scored. They are mailed unfolded via registered mail.
One of the duties of the proctor is to file tests and test materials. If no test proctor has been designated, this duty is the responsibility of the individual who administers the test, or of any other responsible individual whom the commanding officer designates. If this duty is assigned to you, you will need to do the following. File test materials in cabinets (preferably metal) secured by combination locks. Where possible, secure the room where these cabinets are located. After tests have been used and before they are filed, check each examination booklet page by page to see if it contains pencil marks or if any pages are missing. Erase pencil marks. You count answer sheets and test booklets to make certain that you have the same number as was originally brought into the testing area. The loss of a single test places all tests of its kind in jeopardy. If you note any discrepancies, either missing pages or a missing test booklet, search the testing area. If test material has been lost or compromised, notify the person to whom you are responsible in the administrative chain of command. He notifies the commanding officer who directs that an investigation be conducted and who reports immediately to the Chief of Naval Personnel. If either a classification or a recruiting test or test battery is involved, it is withheld from use in the area for six months, after which time its use can be resumed. An alternate form of the test is used during the sixmonth period that the lost or compromised material is withheld from use. During your examination of test booklets you may find some that have deteriorated beyond all hope of further use. These should be destroyed by burning or shredding under the supervision of personnel designated by the commanding officer to handle test material.
One of the qualifications for Personnelman 2 is the ability to interpret raw, standard, and percentile scores.
The number of correct answers an examinee makes on a test is called his raw score. If there are 50 items on a test and the examinee answers 40 items correctly, his raw score is 40. A raw score, then, is a numerical statement of a person's performance. This score is not valuable except when it is shown in relationship to the scores made by others who took the same test. When this relationship is worked out mathematically it is called a standard score.
When the scores from test answer sheets have been recorded, the answer sheets are filed for six months and then destroyed by burning or shredding.
The Navy standard score provides standardization in test score recording and eases the function of score comprehension, comparison, and interpretation. Raw scores on the Navy Basic Test Battery and most special classification tests are converted into Navy standard standard scores. To avoid Page 6
performing the mathematical process of conversion for each new group of test papers, a table, which converts raw scores into Navy standard scores, is furnished with the tests or provided separately by the Bureau of Naval Personnel. Figure 4-7 is a sample conversion table for one of the tests in the Basic Test Battery. You will deal chiefly with Navy standard scores. They are the ones entered in a man's service record and used in deciding his assignment. A Navy standard score shows where a man stands on a particular test in relation to the general Navy population. If he has made a Navy standard score of 50, his score is just about average compared with other enlisted men. More than 50 is above average; less than 50 is below. Figure 4-8 shows the distribution of standard scores in Navy tests. The bottom line shows the scores, and the curve shows the relative number of examinees making each possible score. You will notice that 99 percent of those taking tests make standard scores of between 20 and 80, and that the great majority of scores fall in the
64-67 60-63 57-59 54-56 52-53 49-51 48 and under
52.20(116C) Figure 4-7.-Sample conversion table for Navy clerical aptitude test.
116.6 Figure 4-8.-Graph showing percentile and standard score distribution and score groups.
Figure 4-8 also shows how Navy standard scores are separated into five groups. The Enlisted Classification Record contains a test score profile of the Basic Test Battery scores. See figure 4-9. One of your jobs is to complete this profile by placing an "X" in the appropriate group. This profile is used by Classification Interviewers to ease the function of score comprehension, comparison, and interpretation. In the Manual of Enlisted Classification Procedures, NA VPERS 15812, there is a table, represented below, that explains the significance of these groups (note: "'NSS" stands for Navy standard score);
When you convert test scores, remember you will be working first with the raw score (the number of correct answers). You then use a conversion table to convert the raw score into either a standard or a percentile score. The Navy furnishes conversion tables with each test or test battery.
Although most Navy test scores are recorded as standard scores, the Armed Forces Qualification Test expresses its results in percentile scores. A percentile score indicates the percentage of examinees scoring below a particular raw score. Tests that use percentile scores are accompanied by a conversion table (or percentile norm table) that converts the raw score into a percentile score. Using a percentile conversion table, if you found that an examinee's raw score of 27 equals a percentile score of 80, this means that 80 percent of the testing group got a raw score lower than 27. Notice that in figure 4-8 the percentile scores are indicated directly above the standard scores.
SPECIFIC TESTING PROGRAMS
The three major testing programs with which you may be involved are the recruiting and classification tests, the advancement examinations, and USAFI tests. Each of these programs has its own regulatory instructions, which are detailed and comprehensive and tell you exactly how a particular test is administered.
Recruiting and Classification Tests
The United States Navy Recruiting Manual provides instruction to Navy and Naval Reserve recruiting activities charged with the responsibility for obtaining men men and women to meet the enlisted personnel requirements of the Regular and Reserve components of the Navy. The instructions in this manual have the same force and effect as orders. Should you be assigned to recruiting duty, this manual would serve as your authority and guide. If you become an enlisted classifier and are assigned to an enlisted classification center, your testing authority is the Manual of Enlisted Classification Procedures, NAVPERS 15812.
manual contains the instructions for the ordering, handling (to include stowage and accountability), and administering of advancement examinations for enlisted personnel on active duty. This same manual contains the instructions for the handling of examinations and performance tests for the advancement of enlisted personnel on inactive duty. When you become involved with the administration of performance tests for enlisted personnel on active duty, consult the performance test instructions in the Manual of Qualifications for Advancement, NAVPERS 18068.
Should your assignment take you to an educational services office where you might assist in the administration of USAFI tests, your authority is the Educational Services Manual.
Navy-wide Advancement Examinations and Performance Tests
Examinations for petty officer advancement through the Navy-wide competitive examination system are administered by examining boards located at either ships or shore-based activities. Should you be elected to help a local examining board, follow the procedures outlined in the Manual of Advancement, NAVPERS 15989. This
Classification testing is a Personnelman function. You may also be asked to assist in other testing programs. Whether or not you are actively involved in a testing program, you are the person others consult when they have questions about testing. With the aid of the manuals listed in the preceding paragraphs, the answers you give will be correct.
PRINCIPLES OF INTERVIEWING
.if we are to place the importance and responsibility of 'the person' in proper perspective in the more efficient Navy we are seeking, the worth and personal dignity of the individual must be forcefully reaffirmed.' - Adm. Elmo R. Zum walt, Jr., USN
to refer people to when you encounter problems that lie in areas beyond your field of knowledge. For example, some people may need medical or legal assistance. Such special cases should be referred to professional personnel capable of handling them. Doctors, lawyers, chaplains, personal services officers, Red Cross personnel, educational advisers, and other specialists are normally available on a Navy shore station. Some are available aboard ships. Knowing what
One of the jobs of the Personnelman, particularly in the higher levels of his rating, is to interview naval personnel. The dictionary describes an interview as a face-to-face meeting. That sounds like the plot of a story that can have a number of different endings. In a sense this is true. The plot of the story is the interview itself. The ending of the interview - whether or not it is a satisfactory ending-will depend on the interviewer, the Personnelman. It will depend upon you. Interviewing often involves counseling. Both services are an integral part of the Personnelman rating. Whether you are in a personnel office talking to people (see figure 5-1), in an enlisted classification or recruit training center conducting a formal interview, or in an educational services center acting as a school or career counselor, your job is to help enlisted personnel untangle the snarl of a personnel or a personal problem so that they will be free to devote their full attention and efforts to their jobs. By strengthening the capabilities of individual Navymen, you strengthen the capabilities of the Navy. To help you help others, you need to:
Keep up to date on what is going on in the Navy- its programs, schools, and personnel procedures. This is a heavy responsibility. It means being checked out on your own rating and on the Navy's other ratings as well. It means keeping abreast of Navy policy and of current Navy needs. For when you are considering the interests of individual Navymen, you must keep uppermost in mind the best interests of the Navy. It means knowing whom
Figure 5-1.-Giving information.
services are available, knowing where and how to obtain them, and establishing and maintaining good working relations with the individuals or organizations concerned are part of your job.
You must be able to communicate your advice, ideas, and suggestions to a person so that he has no doubt about your meaning. You must be able to work with another person as a team to diagnose and solve a problem. In the pages that follow some suggestions are offered that may be useful to you. These suggestions may help you overcome any personal traits that prevent you from being an effective interviewer. Or they may reinforce those characteristics you already possess that will lead to many successful "faceto-face meetings."
Strive to meet the needs of each person who comes to you for help to the best of your ability. With time and experience the answers to many questions put to you will be on the tip of your tongue. When you are just beginning, you may have to look up the answers. Looking up answers reinforces your knowledge of the subject matter, and satisfies the needs of the people with whom you are dealing. What the person who has come to you is looking for is a little personalized attention, and because you are in the "people business" he is seeking this attention from you. If you don't know all the answers, he's not going to mind, providing you level with him and tell him that you don't know but that you'll find out. Consider these two reactions from enlisted men who turned to Personnelmen for help:
"...I suppose you could say a good Personnelman is an extrovert to the point where he puts himself kind of last; everybody else first."
''I think the worst Personnelman to exist on earth is the person who is a bum dope artist. ... Rather than give someone bum dope just say, 'I don't know but I will find out for you,' and let the guy know at a later time."
"'The most satisfying Personnelman I ever met was when I needed some information and he didn't know what it was, but he was willing to help me find out even though he did not actually know himself. He was courteous and he really wanted to help..."
Enthusiasm is contagious. It spreads from you to the person to whom you are talking or to whom you are listening. Enthusiasm results from a deep and abiding belief in the importance of what is being told or asked you, and in the correctness of the information that you give. Enthusiasm is a difficult, if not impossible, quality to "fake." For a person cannot maintain an appearance of enthusiasm if he does not feel it. If you are sold on your subject - the Navy and its people — you will convey this feeling to the people around you. We stated that enthusiasm is contagious. One definition of contagion is that it is a communication that influences the mind. How can enthusiasm, or the positive influencing of people, be put to practical use? Pretend you are conducting a classification interview. You have the recruit's test scores and during the interview you learn his personal history-work experience, hobbies, and education. Because the recruit has already been given information about career opportunities open to him, the interview serves to bring to the surface what career he wishes to follow. And because you know the needs of the Navy at that particular time and know the aptitudes of the recruit- from his test scores and personal history data — you will also know whether the career he wants is the best career for him from the Navy's standpoint and whether the career is one that he is qualified to handle. Here's where your positive influencing or your enthusiasm plays its most vital role. If it appears that the recruit is
Keeping up to date and trying to help each person are the two governing principles to be applied to an interview or counseling situation. To make these work your own attitude is important. You must be motivitated; that is, you must want to help people, and you must be able to inspire another person's acceptance of you as a desirable individual, one in whom other people can place their trust and confidence. A sincere desire to help another person is a primary requisite. But other personality traits are essential. You must be able to listen patiently, without prejudice, to a person's confidences. Page 7
work my will. . .every idiot who goes about that he will feel like talking. It is for you to with Merry Christmas on his lips should be establish rapport. boiled in his own pudding, and buried with a stake of holly through his heart...." Of course, Rapport is the state of harmony and cooperathe point of the story is that Scrooge, through tion that exists between the two participants in a grand metamorphosis, sees the error of his an interview. It is necessary for you to spend ways and makes amends by helping all the people time, before the formal phases of the interview he has wronged. And the point of this paragraph begin, to establish the interviewee's confidence, is that when Scrooge began helping people he give him a feeling of well-being, and show did so in the greatest of good humors because interest in him as a person. This is not wasted he enjoyed himself so much. The whole world time. In fact, the time you devote to establishing got back into focus for him. He saw the true and maintaining rapport actually saves time in the nature of every situation. He regained his per- long run. One way to break the ice during the spective. opening phase of an interview is to explore topics of common interest: the interviewee's achievements, strengths, personal likes and disGENERAL ADVICE ON INTERVIEWING likes, and family matters. You should avoid revealing your own attitudes and opinions before If you are assigned to an enlisted classifica- the interviewee knows and trusts you. This tion center, or if you are a career or school can influence a person to say what he thinks counselor your job will be to conduct a formal you want to hear, rather than what he really interview. See figure 5-2. One of the most thinks. Of course, you must be open and fairimportant elements of this interview is its minded. Prejudices for or against certain ratinitial phase. It is for you to set the tone of the ings or types of duty can cause you to give interview and put the interviewee at ease so one-sided and not fully accurate information. Page 8
Remember that what may be good for you may A display of official records can have an inbe all wrong for someone else. hibiting effect on the person being interviewed. The following paragraphs show ways in which rapport can be best achieved and the Navy's A Relaxed Atmosphere interests best served. We said earlier that rapport is essential to Privacy establish and maintain a successful interview situation. Any interview situation is best served It is essential that the place selected for by a relaxed attitude, so begin your interview your interview be as free as possible from in a natural and relaxed way. interruptions. It is also essential that, if pos- Your attitude is important during this early sible, the interviewee be removed from general part of the interview. This is the time to show view so that he does not feel conspicuous. Privacy some of those positive qualities you read about is a great help in overcoming a person's in- earlier in this chapter - enthusiasm, personal hibitions. Most enlisted classification centers interest, good humor, etc. These are qualities have ideal interviewing situations. But some- that will elicit a favorable response. A positive, times, instead of the ideal, you are faced with a outgoing attitude on your part coupled with a crowded office, particularly aboard ship, in relaxed and comfortable environment will aid which to conduct a private interview. You might you in the fact-gathering part of your interview. have a situation where there is noisy equipment The early part of the interview should be operating on the deck above, or where there is devoted to seeking facts. Whether the facts are no chair for your interviewee to sit upon, or for the completion of the Enlisted Classification where the telephone rings every few minutes. Record or whether they pertain to a personal In each of these instances you will have to or career problem, you need to ask questions. evaluate these negative effects and then impro- You will get more information if you frame vise or find ways to overcome those physical your question in such a way that you receive inadequacies that interfere with your providing more than a yes or no answer. By asking a each person with full personnel services. question that requires an extended response, your interviewee has a chance to talk, particiPutting the Individual at Ease pate actively, and to feel that he is a principal in the interview - not a subordinate. Again, these The seating arrangement, lighting, and physi- responses give you insights into the interviewee's cal surroundings should make the person whom personality, attitudes, and reactions, and provide you are interviewing feel comfortable and at clues — if this is a counseling interview — that ease. Extremely bright lighting can annoy a will help you solve the problem or that will help person, and very dim lighting can make him you guide the interviewee to a solution of his own feel insecure. People feel uncomfortable if they problems. are seated on a level that is higher or lower While the interviewee is talking, and he will than the person who is doing the interviewing. talk freely if the atmosphere is relaxed and Most people feel better if they are on an eye- informal, don't interrupt him to check on a small ball to eyeball level, rather than looking down fact. You may get off course and lose the flow or up. of conversation if you get involved in a detail. You want to put a person at ease immediately If there is something he says that you want to by some personal gesture. For example, if you refer to later, jot it down and ask him about it are beginning a classification interview you during the closing of the interview. In other have a person's Enlisted Classification Record words, allow the interviewee to express his before you. Although the form is only partially thoughts in his own words with as few interrupcompleted, you do have the person's name and tions as possible. his test scores. By memorizing significant data from this form, you can greet him in a friendly Listen Carefully way, call him by his name, and comment on a favorable test score. If you are beginning a Listening is one of the most neglected of the counseling interview, it is likewise important communicative skills (there are four communicato study all the data available on the person tion skills: speaking, listening, reading, and coming to you. It is important that you keep writing). The poor listener neglects his share of notes and records as inconspicuous as possible. responsibility in the communicative process. Poor Page 9
"Every durable bond between human beings is founded in or heightened by some element of competition.” - Robert Louis Stevenson In the Navy, training and education go on con- command of OPNAV through the Chief of Naval tinually. From the time a man enlists until he Reserve. separates from the service, he is expected to extend his knowledge and increase his skills so • Navy's medical and dental training, which that he can step into more responsible positions. is managed by the Bureau of Medicine and He is given opportunities for as much educa- Surgery (BUMED). Information on training under tion and training as he shows himself willing to BUMED is given in the Navy Medical Department use. Successful completion of each program of Formal Schools Catalog, BUMED Instruction training or education is a step, directly or in- 1500.9. directly, toward advancement. You already have some knowledge of this The Chief of Naval Training is assisted by system from personal experience, but the duties three subordinate training commands: the Naval of a Personnelman require you to be more than Air Training Command; the Naval Technical casually informed. In this chapter we will follow Training Command; and the Training Support Navy men and women from recruit training to Command. rate training, and note the opportunities open to The Deputy Chief of Naval Operations for them for training and education that lead to Operations is responsible for fleet operational advancement. training, which includes the training of ships We have used the words ''training" and "edu- afloat, either singly or in groups, and the traincation" as if they were two separate processes. ing of personnel as units of a ship's company. There is no clearcut distinction between the two Examples of training given under these programs in the Navy because one supplements the other are gunnery, damage control, engineering, CIC, and sometimes they are combined. Education re- communications, and tactical exercises. fers to courses of instruction that help a person The Commandant, U.S. Marine Corps, is reincrease his general knowledge and that furnish sponsible for the individual training of Marine background for his work. Training refers to the enlisted and officer personnel. teaching of knowledge, skills, and attitudes directly applicable to specific duties. A class Naval Training A school, for instance, is largely training; most USA FI courses are education; whereas recruit training consists of both training and education. The training and education programs for which the Navy is responsible are: RESPONSIBILITY FOR TRAINING Enlisted Training. - Basic or advanced techThe Chief of the Naval Training Command is nical training in the enlisted qualifications for responsible to the Chief of Naval Operations advancement, or in the performance of special(OPNAV) for all the Navy's ashore training pro- ized tasks. The Navy enlisted schools that conduct grams, except the: enlisted training are divided into the following categories:
Naval Reserve air, surface, and subsurface training program, program, which is under the
Class P schools, which provide training at a preparatory level for personnel assigned to Page 10
Accelerated Advancement Program
There are two major accelerated advancement programs -SCORE and STAR — that offer enlisted persons an opportunity to advance to pay grade E-4 or E-5 and/or change their rate or rating without taking the Navy-wide advancement examination.
Commanding officers have the authority to change the rates of personnel in pay grades E-2 and E-3 within the Seaman, Fireman, and Airman apprenticeships. All other administrative changes in rate or rating are authorized by the Chief of Naval Personnel under special conversion programs (such as SCORE) or for specific individuals. A person who applies for a change in rate or rating must:
The Selective Conversion and Retention (SCORE) program (BUPERSMAN 1060010) is a career incentive program that guarantees educational and financial benefits to personnel who enlist, reenlist, or extend their enlistment in order to convert from their present rating to a critically under manned rating. Which ratings are considered critical varies. They are designated periodically in BUPERSNOTE 1430. In return for a six-year contract with the Navy, the SCORE reenlistee is offered assignment to an appropriate class A, B, or C school, a change of rating, accelerated advancement to petty officer third or second class (if eligible), and a reenlistment bonus, proficiency pay, and variable reenlistment bonus, if eligible. (Figure 6-2 shows enlisted service record entries for a Navyman who has had his rating changed under SCORE.)
1. Be a volunteer. 3. Have less than 12 years of active naval service. 4. Not have completed a class B school in his present rating, or a class C or functional school having a combined course length of 15 or more weeks unless such training is related to his new (requested) rating. 5. Request a rating and pay grade that needs additional personnel and that appears on the open rates list. (These lists are published periodically in the BUPERSINST 1130.4 series.) Requests from persons who serve in a rating that is undermanned or who possess specialty skills within their rating that are in short supply are not approved. 6. Satisfy the normal eligibility requirements for the rating requested. 7. Meet the minimum Basic Test Battery scores that are required for entry into the school for the rating requested. 8. Be recommended by his commanding officer.
The Selective Training and Retention (STAR) program (BUPERSINST 1133.13 and BUPERSMAN 1060020) encourages qualified enlisted persons to make the Navy a career early in their first enlistment by offering them the opportunity to reenlist under the STAR career program and to obtain its benefits. These benefits are similar to the SCORE program – the offer of an assignment to a class A, B, or C school, possible accelerated advancement, and cash bonuses. The difference between SCORE and STAR is that under STAR the applicant does not change his rating.
Pay grades E-2 through E-6.- Enlisted personnel in pay grades E-2 through E-6 may be reduced in rate to the next inferior pay grade by their commanding officer for two reasons:
1. As punishment in accordance with Article 15 of the Uniform Code of Military Justice (UCMJ). 2. For failure to perform the duties of their rate. (Figure 6-3 shows a sample service record page (NAVPERS 1070/610) for this action.)
A change in rating is a change in occupational specialty (for example, from Yeoman to Personnelman). A horizontal change in pay grade is a change in rate. The Navy likes to make it possible for a person to change his rate or rating to get into an area that holds his interest and enthusiasm and that he has an aptitude for. Naturally, the Navy's requirements take precedence over an individual's wishes.
A reduction in rate by reason of incompetency must be supported by a mark of 2.0 or less in either the "'Professional Performance" ''Leadership and Supervisory Ability"' sections of the Enlisted Performance Record for at least two consecutive marking periods.
1. DATE 2. SHIP OR STATION 690CT04 SERVICE SCHOOLS COMMAND, T.1., SAN FRANCISCO, CA 3. REMARKS (Use this section to amplity entries in blocks 4 thru 29 below and for other entries when the use of this form is directed in lieu of the Page 13 (NAVPERS 601.13))
690CT04: WHEN ELIGIBLE IN ALL RESPECTS, SMITH MAY BE ADVANCED TO ETR2. AUTH: BUPER SMAN 10L0010
Figure 6-2,-Sample service record entries for the SCORE program.
1. DATE 2. SHIP OR STATION 7 OMAR 25 USS NEVER SINK {DLG-00} of the Page 13 (NAVPERS 601.13)
116.83 Figure 6-3.-Sample service record entries for a reduction in rate by reason of incompetence.
not more than 36 months of duty performance observation. This period of observation cannot interfere with normal advancement procedures.
Before a reduction in rate, the enlisted person is apprised of his right to request mast before the commanding officer and to present any evidence or witnesses in his own behalf. The enlisted person must be reminded of his right to appeal any adverse action to the next higher superior who has power to act in the matter. When an enlisted person is reduced to pay grade E-3 or below, he is reduced to a general rate in the appropriate apprenticeship. For example, a PN3 is reduced to Seaman. If appropriate, he is assigned a striker identification.
FROM RECRUIT TO MASTER CHIEF
The Navy has a continuing need for men with specialized skills. There are also general skills that all Navymen must become proficient in. The Navy teaches these general skills as early as possible — during recruit and on-the-job training. Before reading about recruit training, you may want to refresh your memory on that first enlistment.
Pay grades E-7 through E-9.– The commanding officer may recommend to the Chief of Naval Personnel that a chief, senior chief, or master chief petty officer be reduced for reasons of incompetency. The recommendation contains a report of the circumstances, together with a certified copy of those pages of the enlisted service record that contain the marks or entries pertaining to the enlisted man's incompetency. The enlisted man is apprised of his right to request mast before the commanding officer, to present any evidence or witnesses in his behalf, and to submit a written statement that is submitted as an enclosure to the commanding officer's recommendation,
Pay grades E-2 through E-9.-A petty officer second class or above may be reduced to the next inferior rate by sentence of a summary court-martial. A petty officer third class or below may be reduced to any inferior rate by sentence of a summary court-martial. Enlisted persons of all pay grades may be reduced to any inferior rate by sentence of a special or a general court-martial.
A person's normal military obligation is six years. Usually, the enlisted person spends four of these years on active duty, and two in an inactive status. However, his total time - in both active and inactive duty-must total six years. (Special recruit programs, such as the electronics or nuclear propulsion programs, carry a six-year active duty obligation.) After an enlisted person has served and has elected not to extend his four years of active duty, he is separated from active service and assumes an inactive status. When the enlisted person has completed his total sixyear obligation, he is discharged from military service.
The Navy has two other recruit enlistment options — the Seafarer and Airman programsthat feature a minimum active duty obligation of three years and a guaranteed assignment to a seagoing or an aviation unit. Enlisted persons in the Seafarer or Airman programs may apply for advanced training in one of the service schools, provided they contract for the required additional service obligation.
Advancement After Reduction in Rate
Personnel reduced in rate are subject to the normal advancement system. Those personnel reduced at Commanding Officer's Nonjudicial Punishment (NJP) may have their punishment mitigated or suspended under the authority of Article 15, UCMJ, provided the commanding officer acts within four months after the NJP. In especially deserving cases, the commanding officer may recommend a restoration of rate to the Chief of Naval Personnel, provided his recommendation is based on at least 12 but
Directly after enlistment, whether for three, four, or six years, the recruit is sent to a recruit training center. Here he gains his first impressions of Navy life, makes the transition from civilian to Navyman, and is trained for usefulness at sea,
This early training is of the utmost importance. The two primary recruit training goals are to aid in the development and growth of the recruit, and to help prepare him for usefulness aboard ship. To achieve the goal of personal development and growth, the recruit training program is designed to:
are conducted, and the recruit's general occupational area is chosen. Some recruits are then sent to a Navy school. Others are assigned to on-the-job training in one of the apprenticeship rates.
Provide the recruit with as complete a knowledge of the Navy as possible. He is taught Navy discipline and justice and the why behind Navy regulations, customs, and courtesies.
• Develop in the recruit an understanding of the importance of teamwork and of the responsibility of a Navyman to his shipmates and to his ship. This understanding helps him to appreciate the necessity for maintaining good conduct, courtesy, cleanliness, and responsibility.
When the apprentice reports aboard his ship for on-the-job training, his Enlisted Classification Record is reviewed and he is assigned to a division. Since the largest force aboard most ships is in the deck divisions, a Seaman Apprentice is likely to be assigned there. A man considered to have an aptitude for the engineering ratings is usually designated a Fireman Apprentice. As time passes, the new apprentice begins to work into jobs requiring more responsibility. He may be given an opportunity to train on the job for advancement. After completing Basic Military Requirements (NAV TRA 10054), the required period of time in grade, and passing his advancement examination, he is advanced to pay grade E-3.
• Develop an understanding of his status in and importance to the Navy, his sense of belonging and of being needed.
Develop an awareness of the career opportunities offered to him by the Navy so that he will want to continue to grow and to advance professionally and educationally.
• Instill, through courses in citizenship, an appreciation of the fundamental workings of American democracy, the Navy's place in this democracy, and the American way of life.
Personnel in the general apprenticeships at pay grades E-2 and E-3 are identified as strikers for ratings for which they have received formal school training or for which they have demonstrated significant qualifications on the job. Striker identifications consist of the abbreviation of the rating the person is striking for, coupled with the abbreviation for his general rate. For example, a Seaman who completes the Personnelman class A school is identified as a PNSN.
To accomplish the second primary purpose, preparation of the recruit for usefulness aboard ship, the recruit receives instruction and drill in seamanship, ordnance and gunnery, small arms, fire fighting, physical fitness, personal hygiene, and first aid. Upon successful completion of four months time-in-grade as an E-1, recruits are advanced to appropriate apprenticeships in pay grade E-2. (There is an exception to this time-in-grade requirement: commanding officers of recruit training centers may advance up to 10 percent of each graduating recruit class to E-2.) Most persons advance to Seaman Apprentice; others are designated Fireman Apprentice, Airman Apprentice, or Constructionman Apprentice.
Class A schools offer training in the examination subjects for third class petty officer ratings. Figure 6-4 shows a course in progress at a Personnelman class A school.
Classification and Assignment
During recruit training the Navy Basic Test Battery is administered, classification interviews
Graduation from a class A school is one means of meeting one of the training requirements for advancement to E-4 (or to E-3 when that rate has not yet been attained). For some ratings there Page 11
1. DATE 2. SHIP OR STATION 7.NOVOL NAVSTA, WASHINGTON, D.C. 3. REMARKS (Use this section to amplify entries in blocks 4 thru 29 below and for other entries when the use of this form is directed in lieu of the Page 13 (NAVPERS 601.131)
Figure 6-8.-Sample advancement entries on the Record of Personnel Actions. Page 12
Your appointment carries with it the obligation that you exercise increased authority and willingly accept greater responsibility. Occupying now a position of greater authority, you must strive with a renewed dedication toward the valued ideal of service with honor.
You are charged with demonstrating a proper example of performance, moral courage, and this first day of May in the year of our Lord nineteen hundred and seventy-two
1.P. CARPENTER, CAPT, USN Commanding Officer
NAVPERS 1430/8 (USN) (5-67)
Figure 6-11.– Petty Officer Appointment Form.
has satisfactorily completed the prescribed course of study at the
Figure 6-13.–Certificate issued after completion of a Navy school.
worksheet match blocks 1 through 20 on the examination answer sheet. Eventually, the NAVPERS 1430/2 worksheet is filed in the enlisted person's service record. Now let's examine the worksheet, beginning with the first block.
5. TRAINING COURSES COMPLETED
DESCRIPTION OF COURSE, RATE OR NAVPERS NUMBER
ECC FOR AN NT_91600 2/17/7 EFK ECC FOR AE3 EWA NT_91610 10/25/71 EWH ECC FOR MRPO3&2 PFS NT_91206 12/2/71 PFS ECC FOR AE2 ENH NT 91610 2/20/72_EWH ECC FOR AEl&C han NT_91611 6/1/73 НА НІ
BLOCK 1, NAME. Enter the candidate's last name, skip one space, enter the initial of the candidate's first name, skip one space, enter the initial of the candidate's middle name (as shown in figure 6-15). If the candidate does not have a second initial, leave the spaces blank. If the candidate has more than two initials, enter all, each separated by a space. Do not include "Jr.," "Sr.," or "III" as part of the candidate's name. If you run into a long name, and you run out of spaces, here's what you do:
of Rating (Worksheet) (NAVPERS 1430/2) (see figure 6-15) for each eligible and recommended candidate for advancement or for change of rating. You obtain the information for this form from the individual's enlisted service record. Well in advance of the examination, have the candidate check the information on the worksheet. If he discovers any errors, make the necessary corrections. Then the candidate verifies and signs the worksheet. About ten days before the advancement examination, forward the completed worksheets to the senior member of the local examining board. Advancement examinations are in the custody of a commissioned or warrant officer until they are opened in the examination room on the date of the examination. The senior member of the examination board normally attaches the worksheets to the examination envelopes and passes them out to the candidates on the morning of the examination. (Either a member of the examining board or the examination candidates insert the examination serial number in block 18 of the worksheet (see figure 6-15). This four-digit number appears in the window of the examination envelope.) Then the candidates transcribe the information from the worksheet onto the examination answer sheet, NAVPERS 1430/4. See figure 6-16. Notice that blocks 1 through 20 on the
Page 13
of the armed forces, computed in accordance with the ADVMAN. Place a digit in each space provided. If the candidate has had no other active military service, enter four zeroes, as shown in figure 6-15. BLOCK 11, SERVICE IN PAY GRADE (ACTIVE). Enter, in years and months, the total active Navy service in the candidate's pay grade, as computed in accordance with the ADV MAN. A digit must appear in each space provided, as shown in figure 6-15. BLOCK 12, NAVAL RESERVE DRILL TIME IN GRADE. Enter, in years and months, the inactive Navy service in pay grade performed in a drill status, computed in accordance with the ADVMAN. A digit must appear in each space provided, as shown in figure 6-15. BLOCK 13, CANDIDATE'S OWN SHIP OR STATION ACTIVITY CODE. Enter the ten-digit activity code of the command to which the candidate is attached, as shown in figure 6-15. If the activity code is unknown, fill in the spaces in this block with zeroes. BLOCK 14, PERFORMANCE MARK, Enter the performance mark average, as shown in figure 6-15. A digit must appear in each space provided.
sum of 34. Divide ten- the total number of evaluations during this period - into 34. The answer is 3.40. This answer is your performance evaluation average. This is the number that you insert in block 14 of your worksheet. (By the way, don't do any scribbling on a person's Enlisted Performance Record. We just worked the computation out in this fashion so that you could see how easy it was to compute.) BLOCK 15, AWARDS. Enter the awards credit which you pick up from the Navy Occupation/Training and Awards History page of the enlisted service record. A digit must appear in each space provided in this block, as shown in figure 6-15. If there are no awards credit, enter two zeroes in this block. Method of Computing the Awards Credit. Use the following table to determine the number of award credits that have been earned:
Medal of Honor 10.00 Navy Cross 5.00 Distinguished Service Medal or Cross 4.00 Silver Star Medal 4.00 Legion of Merit 4.00 Distinguished Flying Cross 4.00 Navy and Marine Corps Medal 3.00 Soldier's Medal 3.00 Bronze Star Medal 3.00 Air Medal 3.00 Gold Life Saving Medal 3.00 Silver Life Saving Medal 3.00 Joint Service Commendation Medal 3.00 Commendation Medal 3.00 Meritorious Service Medal 3.00 Letter of Commendation (without 2.00 authority to wear ribbon, addressed personally to the individual from the President, Secretary of Defense, Secretary of any U.S. Military Service, or military heads of any U.S. Military Service) Navy Achievement Medal 2.00 Purple Heart 2.00 Combat Action Ribbon 2.00 Good Conduct Medal (maximum 2.00 credit is 10 points) Letter of commendation (signed by a 1.00 flag officer or senior officer to the individual's commanding officer) (maximum credit is 2 points) Page 14
OFFICER CANDIDATE TRAINING PROGRAMS
The principal purposes of the Navy's officer training programs are to increase the usefulness of the individual to the Navy and to provide the climate and career incentives that will attract and retain high-caliber personnel. Enlisted personnel on active duty are an important source of applicants for programs leading to commissions. Each officer training program has its special qualifications, which are highlighted below. Since these program qualifications change periodically, check your latest instruction on the program before giving information out on it.
The Naval Academy at Annapolis provides four years of college study leading to a Bachelor of Science degree and to a commission in the Regular Navy or Marine Corps. See figure 6-21. The basic purpose of the Academy is to educate and train selected young men for careers of leadership in the naval service. Enlisted Navymen may compete for one of the 170 appointments — 85 for Regulars, 85 for Reservists — that the Secretary of the Navy may make each year. Enlisted personnel nominated to compete for these appointments are normally assigned to the Naval Academy Preparatory School. Application procedures and a sample format of a letter requesting an appointment to the Academy as a Regular or as a Reservist are contained in an annual BUPERSNOTE, number 1531, entitled "Nomination and appointment of Naval Service personnel to the U.S. Naval Acad
116.85 Figure 6-21. – Typical Naval Academy gradua tion.
Enlisted men may also qualify for a Congressional or Presidential nomination to the Naval Academy. Presidential appointments are limited to the sons of officers and enlisted men, Regular or Reserve, who are on active duty (other than for training) and who have served on continuous active duty for the last eight years; or who are retired (or died while retired) with retired or retainer pay. Application procedures for this category are contained in periodical BUPERSNOTEs, numbered 1531, entitled "'Nominations to the U.S. Naval Academy from sons of members of the Armed Forces, including Reserves, active, retired, or deceased." There may also be 40 midshipmen at the Academy at any one time who are the sons of servicemen-who died of injuries received or
the program on the bulletin board, and be sure the information gets into the plan of the day. In addition to BUPERSMAN 1020220, you will want to refer interested people to a current copy of the annual Naval Academy Catalogue (the basic reference document for admission requirements). You can obtain this catalogue and other Naval Academy literature by writing to the Candidate Guidance Office, U.S. Naval Academy, Annapolis, Maryland 21402.
Naval Reserve Officers Training Corps
by the Navy; in addition, midshipmen receive a monthly subsistence allowance during the four years they attend college. After graduation, the students are commissioned into the Regular Navy or Marine Corps. There is another NROTC college program that does not pay for tuition or basic educational costs but that does lead to a commission in the Naval Reserve. Students who enter this program enlist in the Naval Reserve in their junior or senior year of college. Appointments in the NROTC are made on the basis of a competitive examination. If an enlisted person has has a a high school graduation (or its equivalent), is an American citizen, and is at least 17 but not yet 21 he is eligible to compete in the examination. To keep posted on these programs, and to learn more about application requirements, keep current copies of NROTC Regulations, NAVTRA 15034, and NROTC Instructional Program, NAVTRA 93941, available.
The Naval Reserve Officers Training Corps (NROTC) supplements the Naval Academy by training young men and women for careers as commissioned naval officers while they are attending the college or university of their choice. Under the Regular Navy NROTC program, students are appointed midshipmen in the Naval Reserve until graduation. See figure 6-22. All tuition, fees, uniforms, and books are furnished
Figure 6-22.– NROTC midshipmen practice using the sextant.
Naval Reserve Officer Programs
There are a number of training programs for enlisted persons of the Regular Navy and Naval Reserve on active duty that lead to commissions in the line and specialized staff corps of the Regular Navy and Naval Reserve. The particulars on these programs are given in BUPĒRSINST 1120.35, "U.S. Naval Reserve Officer Programs open to active duty Naval enlisted personnel." A general rundown of the programs' requirements are as follows:
Officer Candidate School (Men). — The Officer Candidate School (OCS) program for men provides officer indoctrination training for selectees at Newport, Rhode Island. See figure 6-23. Enlisted applicants selected for this program in pay grade E-4 and below are designated as officer candidates and advanced to pay grade E-5 upon reporting to OCS. Enlisted applicants in pay grade E-5 and above are designated as officer candidates in their present pay grade. After completing OCS, appointees to the Nuclear Propulsion Officer Candidates-Submarine and Surface (NUPOC-S) receive additional specialized training following commissioning.
Officer Candidate (Women). — The Officer Candidate (Women) (OC(W)) program trains women officer candidates at Newport for a commission in the unrestricted line or Supply Corps.
116.87 Figure 6-23. –Officer candidate training.
member of the bar. When selected for this program, Navymen are appointed lieutenants and receive training at both OCS and the Naval Justice School.
Aviation Officer Candidate. — The Aviation Officer Candidate (AOC) program provides pilot training for selected applicants, who are temporarily advanced to pay grade E-5 during indoctrination training. After successfully completing AOC school and primary flight training, candidates are commissioned in the Naval Reserve. Upon successful completion of flight training, these officers are designated Naval Aviators.
Naval Flight Officer Candidate. — The Naval Flight Officer Candidate (NFOC) program provides training leading to final designation as a Naval Flight Officer. These candidates receive advanced training in multiengine or jet aircraft. For those who have a special interest in aerial intelligence, a specialized curriculum leads to their designation as Air Intelligence Officers.
The requirements for each of the above Naval Reserve officer programs vary. Before you answer questions concerning eligibility requirements, refer to your latest copy of BUPERSINST 1120.35. Briefly, applicants must be United States' citizens, meet certain testing standards, be physically qualified, have a baccalaureate degree from an accredited college or university, and be serving on active duty in an enlisted status in any rating and pay grade.
Navy Judge Advocate General Corps. - To qualify for the Judge Advocate General (JAG) Corps program, Navy persons must have graduated from an accredited law school and be a
Senior Hospital Corpsmen (HM) and Dental Technicians (DT), who possess the necessary qualifications and motivation, have an opportunity to compete for commissions in the Medical Service Corps. Programs leading to Regular and Reserve commissions are available to HMs and DTs in pay grades E-6 through E-9, and to other Navymen with college degrees in medical fields.
LDO assignments are limited to the broad technical fields associated with the Navy person's previous warrant status. For application procedures and eligibility requirements, consult BUPERSMAN 1020290.
Navy Enlisted Nursing Education Program
The application procedures and eligibility requirements for this program, which is open to men and women, are contained in BUPERSINST 1120.15, "Appointment in the Health Care Administration Section of the Medical Service Corps - Regular Navy; inservice procurement program for," and in BUPERSINST 1120.35, ''Appointment in the Medical Service Corps, U.S. Naval Reserve, of qualified personnel.
The Warrant Officer program provides a direct path of advancement to warrant officer status for outstanding enlisted men and women on active duty in the Regular Navy or Naval Reserve. Navy men and women in pay grades E-6 through E-9 are eligible to apply for appointments to warrant officer, provided they are high school graduates (or its equivalent), meet the prescribed physical requirements, and have had a clear record for the past two years.
The Navy Enlisted Nursing Education Program (NENEP) provides an opportunity for enlisted men and women of the HM and DT ratings to obtain baccalaureates in nursing and commissions in the Nurse Corps, Naval Reserve. Upon admission to this program, selected applicants are discharged from their present enlistment and are reenlisted in the Regular Navy for six years in the pay grade and rating held at the time of their discharge. Candidates who have reenlisted for six years within the past two years may extend their enlistments. Selectees are then enrolled in civilian schools of nursing and ordered to full-time duty under instruction for the period (not exceeding four years) required to attain their degree. The procedures for this enrollment and other particulars concerning this program are contained in the current issue of BUPERSINST 1120.37, "'Navy Enlisted Nursing Education Program (NENEP); solicitation of applicants for and administration of."
For more information on the requirements for the Warrant Officer program, consult BUPERSMAN 1020310, and BUPERSNOTEs in the 1120 series.
Navy Enlisted Dietetic Education Program
Navy Physician's Assistant Program. — Under the Navy Physician's Assistant Program, enlisted men and women in pay grade E-5 or above are offered an opportunity to receive an additional three years of general medical training and, if successful, receive an appointment as Physician's Assistant Warrant Officer.
For eligibility requirements and application procedures, consult BUPERSNOTE 1120, "Navy Physician's Assistant Warrant Officer Program; application for and administration of."
The Navy Enlisted Dietetic Education program (NEDEP) is a college program (one to three years) that leads to a baccalaureate degree in Medical Dietetics and to an appointment as an ensign in the Medical Service Corps, Naval Reserve, To be eligible for this program, enlisted men and women must have completed one year of active duty, in any rating or pay grade, as of 1 July of the year of application. Selected candidates are discharged under BUPERSMAN 3850220 and reenlisted in the Regular Navy for six years in the pay grade and rating held at the time of their discharge. For full particulars on eligibility requirements and application procedures, consult BUPERSINST 1120.38, "Navy Enlisted Dietetic Education Program (NEDEP); solicitation of applications for and administration of."
Limited Duty Officer Program
The Limited Duty Officer (LDO) program provides a path of advancement from warrant officer to ensign and above in the Regular Navy or Naval Reserve.
Navy Enlisted Scientific Education Program
Detailed requirements and information concerning NESEP are contained in BUPERSMAN 1020350 and in OPNAVNOTE 1530, "'Navy Enlisted Scientific Education Program (NESEP); solicitation of applications for."
Broadened Opportunity for Officer Selection and Training
The Navy Enlisted Scientific Education Program (NESEP) is an undergraduate training program for outstanding petty officers on active duty. Successful completion of this four-year, fully subsidized college education program leads to a baccalaureate degree in engineering, physical science, or mathematics at one of the participating universities (see figure 6-24), and to a commissioned grade and a career as an unrestricted line officer of the Regular Navy. Petty officers selected to become NESEP officer candidates receive the full pay, allowances, and benefits of their enlisted pay grades. Before beginning their NESEP training, selectees attend a special officer candidate training course.
The Broadened Opportunity for Officer Selection and Training (BOOST) program opens up opportunities for naval officer careers to enlisted Navymen from racial or ethnic minority groups who may have been educationally or culturally deprived but who have demonstrated a potential for leadership. BOOST offers a program of instruction of up to two years that is aimed at correcting academic deficiencies. At the end of this preparatory program, there are three programs available to
Figure 6-24.– NESEP provides a college degree and a commission. Page 15
7530-233-0674 Paper-25% Bond Type 111 500 Sheets 8 x 10–1/2 White Basis 17 x 22 - 32/M Contractor-Howard Paper Mills, Dayton, Ohio GSA Order No.W-685200-V Mfg. By Howard Paper Mills Dayton, Ohio
Figure 7-3.-Sample label showing stock number.
BLOCK 8. Insert the quantity you need of whatever it is you are requisitioning. In the sample in figure 7-1, three reams of bond paper are being ordered.
BLOCK 11. This block requires two pieces of information. First you insert your work center (WC) or department abbreviation. In figure 7-1 XX indicates Executive Office. Next you insert the work center code (00 in the sample); this code number, used for requisition control purposes, is given to you by your supply department.
on NAVSUP Form 1250. This is a five-part form. Take all five parts to your supply department. They will finish filling in the form and send you a copy of the completed form along with the item you have requisitioned. If you are operating under mechanized (automated) supply procedures, use DOD Single Line Item Requisition System Document (Manual), DD Form 1348. See figure 7-4. Fill in this form, using a ball point pen or a typewriter, as follows: BLOCK A. Insert the word "Supply" here. BLOCK B. Insert your work center or department abbreviation, and your work center code. The work center code is given to you by your supply department.
FSC FIIN ADDTYL UNIT TRTOUISITIONER DATE SERIAL OF QUANTITY STOCK NUMBER ISSUE DOCUMENT NUMBER ADDRESS REQUISITION 16 FROM:
DOD SINGLE LINE ITEM REQUISITION SYSTEM DOCUMENT (MANUAL)
65 67 68 69 70 71 72 73 74 75 76 77 79 79 80 K DOC. ROUTING TI STOCK NUMLR VANT OF IDENT. TOENT. STIC DOCUMENTANUM EN QUANTITY ADOTILISSUE SUPPLEMENTARY FIIN PRION-RCO.DEL. AOV- TALOUISITOLIONUENIAL SK FUND ADDRESS 1 2 3 o'i'i 1 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24'2 2 2 2 2 231 2 3 **'*37335414'* * 47.40 4 50'si's 50' 55 56 57 58 59 60 61 62 6' W'07 W 70 71 72 73 74 75 33 77 w ICE
Figure 7-4. - DD Form 1348. Page 16
4. Insert the typing cushion, which comes When the machine is not in use, cover the ink with each package of stencils, between the stencil pad of the cylinder with two thicknesses of mimand backing sheet. This shield cushions the im- eograph paper and cover this with the backing pact of the typewriter keys, and prevents the sheet of a stencil. The paper absorbs the excess keys from tearing the stencil's surface. (You ink, and the backing sheet keeps out dust and air. may also insert carbon paper underneath the The cylinder should not be rotated when the mashield, with the carbon side facing the stencil's chine is not in operation. To do so causes air backing sheet. This will make it easy for you movement that dries the ink pad. If the machine to proofread what you have typed.) is stowed with brake locked and cover in place, the temptation to turn the cylinder will be avoided. 5. Avoid wrinkling the stencil when inserting it in the typewriter. Operate the ink distributor regularly and frequently during runs; you will have a more 6. Strike the typewriter keys with even but even distribution of ink and clearer impressions. not hard strokes. If you strike the keys too hard, Machines should not be located in direct sunletters like o, e, and c will cut all the way through light or near a radiator. Heat tends to cause ink the stencil. leakage. 7. Lift the overlay, and brush correction Care should be exercised to keep the mimfluid directly onto the stencil when you make a eograph level. Otherwise, ink may leak or copy typing error. Let the fluid dry, replace the may be weak on one side of the sheet. overlay and type directly over the dried fluid. Avoid using too much correction fluid. Care of Stencils.-Stencils may be rerun on the mimeograph. Cover used stencils with their 8. Move the typewriter ribbon lever to its backing sheets and overlays, or with slip sheets original, typing position when the stencil is cut of bond paper between each, and stow them flat. and removed from the typewriter. 9. Clean the typewriter keys in the event you Care and Handling of Spirit failed to use the transparent overlay. Process Duplicator (Ditto)
For more detailed information on cutting stencils, read the directions provided by the manufacturer with each package of stencils.
Care of the Mimeograph. – There are several items of regular care that a mimeograph must receive to stay in good working order. When the mimeograph is idle, the cylinder should be left with the ink pad side up. For cleaning lint out of the mimeograph, a long-handled brush with soft bristles. Cleaning should be done regularly and frequently. Retainer and feed rolls should be washed regularly about once a week in clear, lukewarm water. The retainer pad and the feed pad can be removed and reversed if worn. The feed pad should be reversed each time it is cleaned, whether it shows wear or not. Use a clean damp cloth, and wipe gently until the pad is clean. Do not immerse the pads in water. Wash the impression roller regularly with a cloth dampened with a solution of soap and water. Other fluids may cause damage. The roller should never be immersed in water. Dust with talcum after washing.
Besides the mimeograph, a spirit process duplicator machine is used extensively throughout the Navy. These are usually referred to as Ditto machines, (The word "Ditto" is the trade name of the spirit process duplicator machine manufactured by the Bell and Howell Company.) The hectograph and azograph are also frequently used and operate on the same principle as the Ditto. The advantage of these machines over the mimeograph is their compact size, which is ideal aboard most small ships. Their disadvantage is that only a small number of copies (usually not more than 150) can be produced on a single fluid master fluid master or Ditto stencil. The mimeograph can produce up to 1000 copies from one stencil. The Ditto duplicating process is similar to that of the mimeograph. As illustrated by figure 7-7, feed wheels A push the paper to feed rollers B and C. A spray tube distributes the fluid to upper feed roller B. Roller B moistens the paper while roller C pushes the paper uniformly against roller B and absorbs any excess fluid. The impression roller, D, presses the moistened paper against the fluid master, E, fastened on Page 17
Rotary Calculator.-Some of the standard calculators used in the Navy are the Marchant (SCM Corporation), the Friden (Singer), and the Monroe (Litton Industries). See figure 7-9. The same principles apply for operating all rotary calculators but the keyboard arrangements and steps involved in operation vary slightly depending on the manufacturer and the particular model. You will have to learn the details about your machine from an experienced operator and by studying the manufacturer's instruction booklet.
Electronic Solid-State Calculator. – The electronic calculator is a miniature electronic computer. All major office machine manufacturers now have models on the market. Its operating keys are similar to those of rotary calculators. However, it has additional keys for mathematical signs and for the storage and recall of numbers. Your computations and answers are projected by a cathode ray onto a small, TV-like screen located at the top of the machine. This calculator has a number of advantages over rotary calculators; it is easier to operate, quicker, quieter, and requires little maintenance. To learn how to operate an electronic calculator you will need instruction from an experienced operator or company representative.
Care and Maintenance. - All calculators are precision instruments and must be protected from bumps and jars that will upset the delicate balance of their mechanism. As with other office machines, dust and dirt are big enemies. Keep your calculator clean and covered when not in use. If the machine is not operating properly, immediately unplug it. Do not attempt to repair calculators yourself. All repairs and maintenance should be done by qualified technicians or company representatives. Because of its solid state, the electronic calculator requires little maintenance other than the replacement of the projector tube. Calculators are heavy machines, so make sure they are firmly placed on desks and work tables. To prevent accumulation of static electricity and to reduce the noise factor of rotary calculators, place a felt pad beneath your machine. These pads are usually furnished by the manufacturers. Neon lights and calculators sometimes create an interference problem. A qualified electrician National Standard (ANS), size A, character set. This approved alpha-numeric--ymbol character set is illustrated in figure 7-10. (Henceforth, the term "OCR typewriter" will be used to mean an electric typewriter that is equipped with a carbon ribbon and a special OCR typefont.)
One feature of the OCR is that all forms must be typed using ONLY THE UPPER CASE ALPHA CHARACTERS, NUMERICS, SYMBOLS, AND PUNCTUATION (see figure 7-10). Notice in figure 7-11 that certain lines on OCR forms are called tic marks. These marks help you to align the information that you must type. The blocks in OCR forms are called fields. The black lines separating these fields are called field separators. See figure 7-11. The blue area (which appears gray in this illustration) are known as drop out blue areas. These areas are used to outline those portions of the form that will be machine read. The ballot boxes (see figure 7-11) are used for the insertion of a symbol, such as X. OCR forms have carbon interleaved between each page of the form. In addition, each page of the OCR form contains printed distribution information. This ensures that you send each page to the correct addressee.
OPTICAL CHARACTER READER FORMS
Computers enable the Navy to provide timely and accurate information and promote greater operational efficiency. Now, with the advent of optical character recognition systems, typewritten forms can be "read" directly into a computer for storage or for further action. In order for this phenomenon to take place, the typewritten information that is to be read, stored, or acted upon, must be put on optical character reader (OCR) forms. The preparation of OCR forms requires typing precision. The OCR Document Typing Manual (Appendix A of the JUMPS Field Procedures Handbook, NAVSO P-3086) has been prepared to assist you when you prepare OCR forms. Because the operation of converting a typewritten form into machine language requires a standardized typewriter character set or type font, the Navy has adopted the use of the American
At the top of each OCR carbon set or form is an alignment tab (figure 7-12). You use this to position your form in the OCR typewriter before you type any entries in the body of the form. Here's how you use this tab. When you drop your OCR form into the typewriter, turn your platen knob to adjust the form so that you can type an X precisely in the box at the left-hand portion of the tab (see figure 7-12). Next, type the word ALIGN directly over the printed word ALIGN in the right-hand portion of the tab (figure 7-12). When you have performed both of these actions correctly, your OCR form is aligned. The X, and the N in the word ALIGN, become your left and right margins. (When a form is incorrectly aligned or when typing extends beyond the X and then, the OCR form will be machine-rejected and returned to you.) Once the document is aligned, use your carriage return key for vertical spacing. Since OCR forms are machine read and because the reader is sensitive, there are precautions you must take when you handle, prepare, and submit an OCR form. If you perform any
GROUP ERASE EXTENDED HYPHEN {PRO- POSED ANS}
PERIOD COMMA QUESTION MARK SLANT LEFT PARENTHESIS RIGHT PARENTHESIS MINUS OR HYPHEN COLON PLUS SIGN PERCENT SIGN DOLLAR SIGN AMPERSAND QUOTATION MARK ASTERISK EQUALS SIGN SEMICOLON APOSTROPHE
CHARACTER ERASE ONE OF THE FOLLOWING} 1 BLOB {PROPOSED ANS} 素 CHINESE CHRISTMAS TREE
Figure 7-10.-OCR Alpha-Numeric-Symbol Character Set.
Figure 7-11. – Nomenclature Concerning OCR Documents.
USE THIS AREA TO TEST ALIGNMENT (ADJUST TYPEWRITER IF NECESSARY. THIS LINE WILL NOT BE SCANNED.)
ALIGN FIRST CHARACTER IN THIS BOX
Figure 7-12.–Use of alignment tab on OCR documents.
Type carelessly or erratically so that your characters are not similar in density, clarity, and sharpness.
Enter a signature or signature information into a machine readable field.
Use correction tape, fluid, or white carbon.
Mark a scannable area with a pen or pencil.
OCR forms sent to either BUPERS or to the Navy Finance Center (NFC) must be submitted under a covering letter. This covering letter is another OCR form, a four-part, carbon-interleaved form entitled Transmittal Letter (NAVCOMPT Form-OCR 3051). See figure 7-13. You fill in fields 1, 3, 4, 5, 10, and 12 of the Transmittal Letter, as described below, ensure that the submitting officer signs it, and add the name, rate and telephone number (AUTOVON or commerical) of the person preparing the forms.
Mail your OCR forms to BUPERS or to NFC daily. If you are on a ship underway, package the Transmittal Letters and OCR forms daily, and mail them at the first opportunity. Send the original and first two carbons of the Transmittal Letter with each batch of OCR forms. Retain the fourth copy of the Transmittal Letter in your activity's suspense file (discussed later in this section). Place your Transmittal Letter and its two carbons on top of your stack of OCR forms. Be sure your OCR forms are stacked face up and that the top edges of the forms are aligned. Caution: Do not try to bind or tie the forms together in any manner. Place your letter and forms in a heavy file folder before you place them in a large mailing envelope, Address envelopes going to BUPERS: CHIEF OF NAVAL PERSONNEL (PERS N3126) NAVY DEPARTMENT WASHINGTON, DC 20370 Address envelopes going to NFC: COMMANDING OFFICER NAVY FINANCE CENTER (MP) NEW FEDERAL OFFICE BUILDING CLEVELAND, OH 44199
Field 1. Enter your five-digit unit identification number. Page 18
droning monotone can make the person on the other end of the telephone "tune out" from sheer boredom. A voice, on the other hand, that uses pitch variation is a pleasant voice that has color, vitality, and interest. It is a voice that is a pleasure to hear. Pitch variation can emphasize your main points in a most effective manner. The ideas you express in your telephone conversation can be made into a question, a conviction, or a statement just by the skillful use of pitch.
Lack of Emphasis. One of the most frequent blocks to clear communication is the inability to lend emphasis to the key or main points of what is being said. This is particularly noticeable during telephone communications when time or a busy schedule does not always permit elaboration. It's a good idea to get your thoughts in order before you make your call; and it's an excellent idea, if your call is the least bit sensitive in nature, to jot down what you want to say before you say it. If there's a point to your conversation, emphasize it. Otherwise, your listener may not be able to identify the "must know" from the "nice to know." Poor Volume Control. The use of an interesting variation in volume as a device for achieving emphasis is generally accepted. Many people, however, hesitate to drive their point home with the tone of conviction that increased volume can lend. This doesn't mean, however, that you have to shout over the telephone in order to be understood. Remember, it is not the degree of volume change in your voice that is important, but rather the artful use of variety in volume. • Weak Enunciation. Enunciation refers to the clarity with which speech is uttered. If a person cannot clearly and easily understand the voice on the other end of the line, then communication is poor. Speaking slowly will help you enunciate clearly, if you have a tendency to speak rapidly and slur your words together.
Be Polite But Professional. – Open a telephone conversation with a phrase that identifies your office and yourself. In answering the telephone you might say, for example, "Personnel office, PN3 Brown speaking, sir;" in initiating a call, you could say, "Good morning. This is Personnelman Brown in the personnel office." If the caller fails to identify himself and you must know his name, ask for it tactfully, for example, "May I tell him who is calling, please?" or "May I have your name, please?" Avoid phrases that sound abrupt or suspicious, as irWho is this?" or "'Who's calling?" If the person called is absent, offer to take a message. When given a message, write it down while you are talking. Be sure you get the name and telephone number of the caller. Even if no message is given, make a note of the call. As soon as you hang up, place your note where the person for whom it is intended will be sure to receive it. Remember what already has been said about keeping information on where personnel of your office can be reached and when they can be expected to return. Offer this information to a telephone caller if it appears appropriate. It's often a good idea, when the person called is out, to say, "Perhaps I could help you." Even if it develops that you can't, the caller will appreciate your good will. As you learn more about your duties, there will be more times when you can answer a question and save a second call. Answer the telephone as promptly as possible. It should not be left unattended during working hours. When making a call, allow the person plenty of time (about 10 rings) to reach the instrument. If you have to leave the telephone caller on a hold line while you check on something, don't just say, "Hold the line," or "One minute, please." Instead, tell him what it is you plan to do; for example, you might say, "If you can wait a minute, I think I can find that in the file."
Errors in Pronunciation. Not only must words be clearly spoken, but they must be pronounced in an acceptable manner. Words which are mispronounced may cause confusion or even fail to be understood at all. If you are not certain about how a word is to be pronounced, either look it up or use another in its place that has the same meaning.
Poor Pitch. One of the most deadly voice deficiencies is the lack of pitch variation. The Page 19
INTERNAL INFORMATION PROGRAMS
Or, "Commander Briggs may be in the next office. Let me see if I can find him for you." Remember, time seems long to the person holding the line. If you find you're going to be away from the telephone longer than you had anticipated, ask the caller if he prefers to wait or to have you call him back. Never answer the telephone with half of your mind on what you are doing. Instead, pay careful attention to what the caller is saying. Always be courteous and tactful in your telephone conversations. Figure 7-15.
At times it is best not to transact your business by telephone. In sensitive situations that require special tact and consideration, a personal visit is always better. You will have to exercise your own judgment to determine when these situations exist.
The needs of man as a social being include his personal requirements for acceptance, recognition, and security. It is the role of internal information programs to help Navymen satisfy these needs. How can internal information hope to accomplish this? First, it lets people know why there is a Navy. It is surprising how few people really understand the Navy's objectives and their roles in supporting these objectives. Such an understanding is fundamental to job satisfaction. Second, an internal information program stresses the advantages of the Navy career. Such advantages range from job assignments to medical and educational benefits. Knowledge of these reinforce those feelings of acceptance, recognition, and security. Finally, internal information programs disseminate bad news as frankly as the good. Honesty is, indeed, the best policy, and people are likely to respond to this sincerity with increased trust and support. How do you tie in with these goals? It is one of your personnel office jobs to see that enlisted personnel are kept informed on what's going on in the Navy. You are a vital link in the communication chain. Your office is often the first to receive information on new programs, or to receive changes to established Navy personnel procedures and routines. How do you go about sharing the information that you receive with other Navymen? Your answer might be that you just wait until someone comes in during your office hours and asks you a particular question. But, no, that won't do, because if a person isn't aware that there's a new or changed program, announcement, or benefit out that affects him, he won't know to ask you a question about it. So you have to establish some way of getting information out to all the enlisted personnel on your ship or at your shore activity. No single person or group of persons can be omitted from the communication process. Here are ways in which you can pass on information so Navymen can derive direct or indirect benefit.
Plan of the Day. - Use the plan of the day and quarters for communicating information. Both are traditional and effective ways for passing the word." If the information that you want to transmit is lengthy, you can serialize it.
116.119 Figure 7-15. – Telephone courtesy is part of a Personnelman's job.
Bulletin Boards. - You'll have a bulletin board located directly inside or outside your office. Keep items of current and local interest posted, and keep the board current. Your weekly Department of the Navy Transmittal Sheets, those sheets that transmit the documents that are retained in your directives files, will include information sheets for bulletin board display. These information sheets contain capsule-like data on unit awards, or a rating conversion opportunity, and so forth. If the person reading the announcement is interested in further information on the subject, the information sheet directs him to the appropriate BUPERSNOTE or BUPERSINST. Any other local-type news that you think would be of benefit to the well-being or the career of the individual Navyman can be posted on the bulletin board. Don't be afraid of duplicating the efforts of another shop. It's better to be informed twice than not at all.
Newsletters. - Keep in touch with your Journalists or with whomever runs the station or ship newsletter. These staffs are always news hungry. They want all the news they can get about what's going on, and the newsletter is an easy way to get news out to everyone fast.
116.120 Figure 7-16. – The prime goal of the Personnel man is to help people.
Posters. - Have someone create colorful, incisive posters, when you can, to support a particular program, or to emphasize something new that the Navy is sponsoring. A poster captures a reader's attention quickly. Place your posters on the bulletin board.
in the Navy is kept fully and continually informed about his role in the Navy and his future.
Radio and Closed Circuit Television. - If your office has these communication advantages, use them. They have an immediacy and impact that heighten your message. For a major change in personnel regulations, you may wish to set aside 15 or 20 minutes of "air time." Practice and rehearse your performance beforehand to attain maximum professionalism.
Division Training Petty Officers. - Each division has a petty officer in charge of division training. By holding an informal briefing or discussion with these men, on a regular basis or as needed, you can feed any personnel information to them, and answer any of their questions. They, in turn, will pass this information on to their division personnel.
No matter how much is written in manuals about "general office practice" each personnel office has only one essential ingredient - you. The office can be large and immaculate or small and cramped. It can have the latest equipment, or be using World War II surplus. It makes no difference. You are the axis around which everything else revolves. Figure 7-16.With Personnelmen like the one described below, your personnel office will run smoothly and harmoniously. "I think the best PN I've ever known there to help and this was his prime goal in the Navy...to help people."
Using any (or all) of these "rapid communication processes" ensures that each person
You make changes to publications by inserting new pages, removing obsolete pages, or making pen-and-ink corrections. Extensive changes to publications are accompanied by a list of effective pages, which you use as a checklist of the publication's pages after you have updated it.
You use naval publications and directives increasingly as you learn your job. They are the references you turn to for information. The better you know your publications and directives, the quicker you will find the information you need.
Foremost in general importance among official publications is the United States Navy Regulations, which outlines the organizational structure of the Department of the Navy and the principles and policies by which the Navy is governed. Its chapters set forth the responsibility, purpose, authority, and relationship of each bureau, command, and office of the Navy Department and of the most important officer billets. Navy Regulations is prepared and revised in the Office of the Chief of Naval Operations. It is published in looseleaf form in an adjustable binder so that changes may be easily inserted.
This chapter covers the publications most commonly used by the Personnelman. It also instructs you on the preparation of instructions and notices, which are a part of the Navy Directives Issuance System.
Navy Department General Orders
The Constitution of the United States, the treaties this Nation enters into, and the laws passed by the Congress comprise the fundamental
Navy Department General Orders are prepared in the Office of the Chief of Naval Operations (CNO) and signed by the Secretary of the Navy. They include Navy-wide orders on such matters as special ceremonies, commendations, naval organization, budget appropriations, and Presidential Executive Orders. It is customary to keep General Orders in the same binder as Navy Regulations.
Manual for Courts-Martial
By enactment of the Uniform Code of Military Justice (UCMJ) Congress established a single set of laws for administering justice to all the Armed Forces. Under the authority of the UCMJ, the President issued the Manual for Courts-Martial, United States. The manual describes the types of courtsmartial established by the UCMJ, defines their jurisdiction, and prescribes their membership and procedures. It also covers such matters as nonjudicial punishment, review of courts-martial proceedings, new trials, and limitations on punishments. The Manual for Courts-Martial is prepared in the Office of the Secretary of Defense and approved and signed by the President. It is a looseleaf volume issued to the Navy through the Office of the Judge Advocate General.
JAGMAN, is prepared by the Judge Advocate General. It covers legal and judicial matters that apply only to the naval service. Included among these are instructions regarding boards of investigation and examining boards, their composition, authority, and procedures. Court-Martial Reports Court-Martial Reports, published in book form periodically by the Judge Advocates General of the Armed Forces and the United States Court of Military Appeal, and distributed to the Navy by the Secretary of the Navy, contain holdings and decisions on courts-martial cases, with comments that illustrate points of law or procedure, or that indicate decisions that may affect future cases.
The Bureau of Naval Personnel Manual (BUPERSMAN), NAVPERS 15791, which is issued in looseleaf form, contains articles whose contents govern the administration of Navy personnel. When you refer to articles in the manual in your correspondence, reports or forms, use one of the following three methods:
The Manual of the Judge Advocate General (JAGINST 5800.7), sometimes called the
Serious Charges or Discharged Prior to the Expiration of Their Enlistment Liaison With Civil Agencies Navy Wives Organiza! CHAPTER
Definitions of Terms Used in Separations Administrative Discharge is Pending Maternity Care Available Before and After Separation Preseparation Ceremony for Transfer to the Retired List or Fleet Reserve . Information to be provided at the Time of Separation Concerning Claims for Compensation, Pension, or Hospitalization to be Filed With the Veterans' Administration
Figure 8-1. – Chapters, sections and articles in the BUPERSMAN.
The Manual of the Medical Department (MANMED), published in looseleaf form by the Bureau of Medicine and Surgery, contains information on the: medical care of Navy and Marine Corps personnel; procurement, stowage, issue, and accountability of medical supplies; training of medical and dental personnel; physical standards and examinations required by the Navy for its personnel; maintenance of health records; submission of health reports; and procedures to follow and reports to prepare in cases of death.
Each article is identified by a seven-digit number. The first two digits identify the chapter. The second two digits identify the section within the chapter. The remaining three digits identify the article within the section. Though written together (e.g., 3860280), the article number should be spoken of as though it were three seperate groups of numbers (e.g., 38 60 280). Numbers are not necessarily assigned consecutively, and once an article is deleted, the article number is not used again. Within the manual, chapters and sections are not titled. Chapters begin at the top of a righthand page. In the table of contents, chapters and sections are delineated as in figure 8-1. You will find the alphabetical subject-matter index in the back of the manual more helpful to you in finding articles quickly than the table of contents. For example, assume that your commanding officer wants to know the authority for courses of action he should take to separate an enlisted man for the convenience of the government. Unless you know your table of contents thoroughly, it will be difficult for you to locate this subject since the table of contents is a sequential listing of article numbers. When you turn to your index, however, you find that its alphabetical layout makes finding subjects easy. See figure 8-2. Changes to the BUPERSMAN are published quarterly.
United States Navy Uniform Regulations, NAVPERS 15665, prepared and distributed by the Chief of Naval Personnel, lists and describes the uniforms required for all naval personnel, and tells when these uniforms should be worn and how they should be cared for. The regulations also list those articles - medals, decorations, ribbons, rating badges, special insignia, etc. — that are worn or used together; and describe the method of wearing these articles.
The Department of the Navy Correspondence Manual, SECNAVINST 5216.5, is published by the Administrative Office, Navy Department. It contains instructions for preparing and assembling all the forms of correspondence used by the Navy. This publication is discussed further in chapter 17, Naval Correspondence.
Department of the Navy Standard Subject Identification Codes
Page 20
The Department of the Navy Security Manual for Classified Information, OPNAVINST 5510.1, issued by the Chief of Naval Operations, is the basic security directive relating to the safeguarding of classified information. Its provisions apply to all military and civilian personnel under the Department of the Navy. The manual contains instructions for classifying, marking, and handling classified information, and for access to and disclosure of this sensitive information.
Joint Travel Regulations (JTR) are issued in two volumes over the signatures of the Secretaries of the Army, Navy, Air Force, Transportation, Commerce, and Health Education and Welfare through the Per Diem, Travel, and Transportation Allowance Committee, which operates under the Department of Defense (DOD). Volume 1 deals with the travel of members of the uniformed services; volume 2 deals with the travel of DOD civilian personnel. JTR interprets the laws and regulations on: travel; the manner in which transportation is furnished; the provisions for dependent travel; the transportation of household goods; the reimbursement of travel expenses; and similar travel information.
Guide for Handling Classified Matter
publications that have been damaged. Your supply officer will let you know what method you need to use to order publications, since this will vary with the size of your ship or activity. Normally, either you or the supply department fills in a DOD Single Line Item Requisition System Document (DD Form 1348) in accordance with the Military Standard Requisitioning and Issue Procedure (MILSTRIP), NAVSUP Publication 437.
of a temporal nature, notices have the same force and effect as instructions. Usually, notices remain in effect for less than six months. They are not allowed to remain in effect for longer than one year. Any requirement for continuing action contained in a notice, such as the submission of a report, use of a form, or the following of a specified procedure, is considered to be canceled when the notice is canceled unless the requirement is incorporated into another document. The notice's cancellation date is placed in the upper right-hand corner of the first page of the notice. There are two ways in which notices are canceled.
Commissioning Allowances The Commanding Officer, Naval Publications and Forms Center, originates the action for the shipment of the initial commissioning allowance of forms and publications (without requisition) to meet individual ship and squadron requirements. A listing of the publications allowance for individual ships appears in BUPERSINST 5605.1.
NAVY DIRECTIVES ISSUANCE SYSTEM
At the beginning of this chapter you read that some books are meant to be swallowed. The Department of the Navy's Directives Issuance System manual, SECNAVINST 5215.1, is such a book. Its purpose is to establish rules and guidelines for you to follow when you are asked to prepare a directive that will become a part of the Navy Directives Issuance System. Whether you are sitting in the middle of the Atlantic or in the middle of Washington, the shape and format of the directive you prepare will be similar. First, what is a directive?
1. Notices of a one-time or brief nature are canceled on a given date. For example, if "Canc: Nov 71" appears in the upper right-hand corner, the notice is canceled on the last day of November 1971. On that date, the notice is removed from the files and destroyed. 2. If the length of time a notice should remain in effect cannot be determined at the time of its issuance (for example, its cancellation is contingent (depends) on the completion of a specified action, as shown in paragraph 4 of figure 8-5), the cancellation date is "for record purposes" (frp). When such is the case, the cancellation date for record purposes is shown in the upper right corner of the first page of the notice, and the contingency provision is stated in the last paragraph. A CHANGE TRANSMITTAL is used to transmit page changes, additional or replacement pages that are inserted in an instruction or publication. See figure 8-6. When the new pages have been inserted, the old pages are removed and destroyed. A record, similar to the record in figure 8-7, is kept of page changes to naval publications.
Scope A directive is an instruction, notice, or change transmittal that prescribes or establishes policy, organization, conduct, methods, or procedures; requires action or sets forth information essential to the effective administration or operation of naval activities; or contains authority or information that must be published formally.
An INSTRUCTION contains authority or information that has a continuing reference value, or that requires a continuing action. It remains in effect until it is superseded or canceled by its originator or by higher authority. A sample instruction format is shown in figures 8-3 and 8-4.
How do you know when an instruction or notice should be prepared and become a part of the Directives Issuance System? Your commanding officer issues either an instruction or a notice when the information that your ship or shore activity wishes to transmit: Regulates or is essential to effective naval administration.
A NOTICE is a directive of a onetime or brief nature, which has a self-canceling provision. See the sample notice in figure 8-5. Although
(Asterisks indicate items that may not be required or applicable)
Classification Marked, top outside margin.
Identification Symbols Designation abbreviation, drafter's code (or other identification, if employed locally), serial number, if any (required, if classified), and date, 1 line (2 lines if there is an overlap) below letterhead. Blocked at left with longest line ending flush with right margin. If designation abbreviation overlaps last line of letterhead, it should either be typed on second line below last line of letterhead, or divided into 2 lines, broken after "'INST" or "NOTE."
Subject 2 lines below preceding line of typing, beginning at left margin.
Cancellation. (Identification of directives being canceled, if
In classified directives, assign
Reference(s) 2 lines below preceding line of typing, beginning at left margin, each reference citation beginning on a new line. Lettered (a), (b), (c), etc., and described.
b. Title (optional) (Text)
Text Principal paragraphs are numbered; subparagraphs are alternately lettered or numbered, as in outlining; paragraph titles are underlined. Heading is followed by period if text follows immediately. If heading stands alone, normally followed by blank line, period is omitted. *Note: Last paragraph identifies forms and reports, if any, and includes their titles and symbols/numbers.
Figure 8-4.–Sample continuation page of an instruction. Page 21
Drafter's code, serial number and date. Block your "in-house" identification number, your serial number (if you are preparing a classified directive), and your date directly beneath your identification symbol, as shown in figure 8-3. Designation.- Follow the instructions shown in figure 8-3 under the caption "'Designation." When you are preparing a change transmittal to a notice that requires two lines, break your line after the date. On a change transmittal to an instruction, break your line after the instruction's identification number. Underscore your designation line only once, under the second line, with the underscore extending the length of the longer of the two lines. Here's a couple of samples of what we mean:
COMALASKANSEAFRON NOTICE 11000 OF 2 DEC 1971 CHANGE TRANSMITTAL 1
COMFIVE INSTRUCTION 10000.123 CHANGE TRANSMITTAL 2
Identification symbols. — Put this at the top right-hand corner of your directive, as shown in figure 8-3 under the caption "Identification Symbols." Since each issuing office identifies its own directives, let's examine one of these symbols. The symbol shown below is numberkeyed to the descriptive comments immediately following: (1) (2) (3) (4) (5) (6) CINC LANTFLTINST C5215.3A CH-2 (1) The first segment of the directive's identification is the abbreviation for your ship or shore station, for example, CINCLANTFLT, SECNAV, BUPERS, and so forth. When the abbreviation for your activity is identical to the abbreviation for another activity, add your geographical location to avoid confusion, for example, PWCPEARL, NSCOAK, NASJAX, etc. (2) The type of directive is abbreviated as either "'INST" or "NOTE." This follows the abbreviation for your activity, for example, CINCLANTFLTINST, BUPERSNOTE, or PWCPEARLINST. (3) When your directive is either secret or confidential, place the first letter of the appropriate classification—"C" for confidential or is" for secret - directly before your directive's file number. (Top secret material, remember, is excluded from the Directives Issuance System.) (4) Each directive is assigned a file number or identification code. Use your Standard Subject Identification Codes manual (SECNAVINST 5210.11) to select the appropriate code number. In the sample identification symbol shown above, the identification code is 5215. The issuing authority assigns a consecutive number, in numerical sequence, to each instruction or change transmittal it issues under the same subject identification code, regardless of its security classification. Notices are not assigned these numbers. The consecutive numbers that are later canceled are not reused. The consecutive number always follows the identification code, separated by a period. The consecutive number in the sample above is .3. (5) When you are revising a directive, retain the same subject identification code and the same consecutive number as the directive that you are revising. But add a capital letter (beginning with "A" and continuing down the line) to indicate whether it is the first revision, second revision, and so forth. (6) If you are preparing a change transmittal, add its abbreviation ("CH"') along with the change transmittal's number.
From line. - Put the title of your issuing authority here, spaced as shown in figure 8-3 under the caption "From." Some directives do not require a from line. To line. — Place this line immediately below your from line, as shown in figure 8-3 under the caption "'To." If you are using a distribution list, omit your to line, and identify your addressees under your distribution line. When you use a collective title in your to line (for example, All Ships and Stations), use your distribution line if you need to indicate the number of copies to be distributed to particular addressees. Subject. – Follow the instructions shown in figure 8-3 under the caption ''Subject." Reference. – Follow the instructions shown in figure 8-3 under the caption "Reference(s)." When you reference a document that has not been sent to everyone who is going to receive your directive, add the abbreviation "'NOTAL" in parentheses immediately following your reference, as shown in the sample reference (a) below: Ref: (a) Recruiting Manual, NAVPERS 15838A (NOTAL)... (b) BUPERSINST 1440.27C (c) BUPERS Manual, NAV PERS 15791B (d) Enlisted Transfer Manual, NAV PERS 15909B If you reference a document that has been cancelled, type "(cancelled (date of cancellation))" directly after the referenced document. Page 22
THE NAVY FILING SYSTEM "Proper filing today makes
To be a competent office assistant you are same basic arrangement, and that certain sets expected to file correspondence correctly and of files are kept by all activities. find it quickly, even when your directions for Details of file arrangement within a naval locating a letter are vague. activity depend upon the mission of the activity For example, the executive officer or a de- and upon the volume of its official correspondence. partment head may want to see a letter at once. There is no limit to the possible expansion of He may identify it by saying that he believes it files under the subject identification coding syscame from either BUPERS or NAVSUP-or was tem. Yet the system is equally adaptable to the it NAVSHIPS? - and that it had something to do needs of small offices. Files of the components with lifeboat equipment. He isn't certain when of the Navy Department, or a large systems the letter was dated, but he remembers reading command, for instance, occupy hundreds of cabiit about six months ago. Or was it longer than nets; those of a small ship or station may be that? He isn't certain. What he is certain about 'kept in two or three. Yet the same coding is is that he needs the letter -- now, . used for both. The difference in size lies in the On this thin string of information you are number of subdivisions under each major group. expected to produce the letter immediately. Since this may be a new station assignment for you, which means you neither set the files up nor STANDARD FILE PROCEDURES filed the letter in question, this might appear to be a difficult task. Instead the Navy has made it easy for you to find correspondence quickly by SECNAVINST 5211.3, "Classifying and Filing devising a standardized, Navy-wide subject iden- Navy and Marine Corps Records," requires the tification coding system. In a trim, blue manual head of each Navy activity to establish, maintain, entitled Standard Subject Identification Codes and dispose of official subject and other special(SECNAVINST 5210.11), the subjects (or classi- ized files. This instruction delineates the Defications) and codes that the Navy assigns to cor- partment of the Navy's standard file maintenance respondence, directives, reports, blank forms, procedures. SECNAVINST 5212.5, Disposal of and naval files are listed - numerically and Navy and Marine Corps Records, prescribes the alphabetically. This manual is easy to use but policies and procedures for the Navy's records requires study to familiarize you with the naval disposal program, and lists the Navy-wide authorsubjects and codes that it contains. Later in this ized retention standards for naval records. Comchapter, in the section on Standard Subject Identi- pliance with both instructions ensures that file fication Codes, you will learn how to use this responsibilities and records disposal are effecmanual and how to find that letter that has tively and economically met. "something to do with lifeboat equipment. The Navy's subject identification coding sys FILE EQUIPMENT AND tem enables a man who knows the subject classi SUPPLIES fication system of one ship or station to operate that of another with little new instruction. This does not mean that each office has the same As a Personnelman Second or Third Class number of file folders. Rather, it means that a you will usually not commission an office by uniform system is used to assign subject identifi- yourself. But, for inventory or requisition purcation codes and to designate the various types poses, you will need to have a knowledge of the of naval activities, that all general files have the general types of filing equipment and supplies. Page 23
Personnel Correspondence. -Some offices, other than those that handle service records, require the maintenance of individual personnel files. For instance, an educational services office keeps individual files on personnel. Personnel correspondence files are closed out when the individual is detached from the activity. Those papers of a permanent nature are transferred to his service record, to his personal custody, or to his new duty station, as appropriate.
Most official correspondence, reports, or material can be filed under one subject identification code. Sometimes, however, the material's contents apply to more than one code. For such cases, a system of cross-referencing is desirable to permit you to find material quickly. Some correspondence will arrive with an extra carbon copy that can be used for cross-reference filing. When there is no extra copy, use DD Form 334, Cross-Reference Sheet. These are singlesheet forms. They can also be ordered with one carbon (DD Form 334a) or with two carbons (DD Form 334b) interleaved for use when two or more subjects are being cross-referenced. You place a Cross-Reference Sheet, as shown in figure 9-4, in each of the files where the document you are looking for might be kept. The sheet guides the searcher to the file that contains the basic document. On the Cross-Reference Sheet you first enter the date of the basic document and any identification codes that you wish to use to cross-reference this document. Then you enter the basic document's address, originator, and purpose. Next you enter the identification code of the file where you intend to keep the basic document, your initials, and any pertinent remarks. Here are some instances when you may wish to use a Cross-Reference Sheet: When a document has more than one sub- ject. When the subject may be interpreted dif- ferently.
Frequently, files are used by different people. Unless you have a system to keep track of what material has been withdrawn from the files and who has withdrawn it, files can be lost or misplaced and important work may not get done. You will appreciate the value of a good charge-out system if the skipper asks you for some data on one of your shipmates to whom he wants to give an award, and you can't find the man's file because someone, unidentified, has borrowed it. Whenever someone withdraws material from a file, data identifying the material (identification code, subject, and date), the name and location of the person borrowing the material, and the date it is borrowed are entered on a File Out Card (NAVEXOS 4178), as shown in figure 9-5. This 8 x 10-1/2 pink cardboard form is then slipped into the file where the material was removed. When the borrower returns the material, cross his name off the card, return the material to its proper place in the file, and keep the File Out Card someplace handy on your desk until you need to use it again. File Out Cards are also convenient to use when people borrow publications or manuals that are kept in a bookcase. Make a habit of checking these cards periodically to see whether materials have been out of the files for too long a period.
The Reports Control System is used by all ships and stations in the naval establishment to control the submission of reports that are required by a command in the performance of its mission.
The responsibility for the management of reports on a ship or station is usually assigned as a collateral duty to an officer, the Reports Management Officer. This officer defines the
Figure 9-4. - Standard cross-reference form with one carbon copy.
ISSO ENHSTED TRAKANG 37 FOX TILL EXECOFL, 33443547777 1236 ENLISTED TESTING32|70 HARE PN2, PERS OFC,58912 5/24/11
6.19 Figure 9-5. – Portion of file out card for use in keeping records of items removed from files.
policies and controls to be observed by personnel in connection with the Reports Management Control System.
The makeup of a reports tickler file may vary slightly from command to command. It is suggested that you take standard 5 x 8 inch cards and make separator or indicator tabs marked as follows:
When a Reports Control System is established, the operating forces and shore installations refer to naval directives for the list of reports required by the naval bureaus, systems commands, and headquarters. The directive for operating forces is OPNAVINST 5213.3, "Operation Forces Control Program," and for shore activities is OPNA VINST 5213.5, ''Shore Activities Under Management Control of the CNO Control Program." The reports are sent to a senior or seniors in the chain of command.
DAILY WEEKLY January through December MONTHLY QUARTERLY 1 through 31 (for use with SEMIANNUALLY current month) ANNUALLY WHEN OCCURRING (SITUATIONAL)
Having determined from appropriate directives what reports are required, it is now necessary to establish a system whereby the command has a master list of all reports to ensure that they are submitted when they are due. This is done by making out a Recurring Reports Record card (NAVSO 5213/7) on each report, commonly known as the reports tickler card. With these cards, a tickler (reminder) system can be established. Figure 9-6 is a sample tickler card. The tickler system provides an index of the required reports and indicates when they must be submitted.
Although it may not be necessary to use all of the above tab indicators, place those that are required in a 5 x 8 inch box, and file the Recurring Reports Record cards between the appropriate separators to reflect the tickler date on which the report should be prepared. The report tickler file requires daily attention if it is to be an effective aid, and the appropriate personnel must be kept informed of the requirements for reports. In addition to recurring reports, the reports tickler file may be used as a reminder of:
Report must reach CHNA VPERS not later than 20 Apr and 20 October; use airmail when appropriate
The identification code under which previous documents of a similar nature have been filed.
group. Because these classification breakdowns, like the major subject groups, are short and comprehensive, it will not take you long to read the listing and learn that the code and classification you are searching for are: 9940 Ship Salvage, Marine Rescue and Re lated Equipment From the beginning of your search to its end, the time you will have spent on this action would be - at the most- ten minutes.
Coding is the process of writing the identification code on the material to be filed. Normally, coding is written on the upper right-hand corner of the document. In addition, the document must reflect any cross-referencing. If the code already appears on the material, underline or circle it.
Adapting the Manual to Local Needs
Using the Identification Codes Manual
Large or specialized activities may develop simplified file supplements providing for a local adaptation and for a further breakdown of the number and/or letter codes contained in SECNAVINST 5210.11. The local adaptation may contain additional guidance needed to classify and file specific types of documents peculiar to their activities. Small activities should adapt the coding system to their needs by preparing file folders for a minimum number of major subjects, and by arranging the material within these folders according to the code assigned. Files may be expanded by adding additional file folders as required.
When you are classifying and coding material to be filed, use SECNAVINST 5210.11, Standard Subject Identification Codes. This manual provides a single, coordinated Navy-wide subject coding system for classifying naval documents. We stated at the beginning of this chapter that this manual was easy to use. Let's return to your hypothetical search for the letter on lifeboat equipment and, at the same time, let's use the manual to see, first, how the Navy has classified and coded this letter and, second, how quickly you can find the code. Your first impulse when trying to find a classification and a code so that you can locate a file might be to turn to section III of the manual, which is an alphabetical guide to the codes. If you are certain that you have been given the correct subject or title of the file, this action will bring you directly to the file's code. However, if the information that you are given about a file is generalized, the alphabetical guide is not always helpful. For example, if you looked for the code for the letter on lifeboat equipment in the alphabetical guide, you would discover that "lifeboat" is not listed and that under Equipment is the statement ''see type concerned." What do you do now? Turn to the Table of Contents and scan the 13 major subject groups and their code series (these groups are listed further on in this chapter). You will find the major subject group headings to be comprehensive enough to enable you to select only one possible group. In this case, the major subject group you are looking for appears in the Table of Contents as follows: 9000 - 9999 Ships Design and Material....15 Now you know you are looking for a code that is in the 9000 series. Turn to page 15 of the manual. Here you will find all the code and classification breakdowns for your particular major subject
Standard Subject Identification Codes The Navy's subject identification coding system is broken down into 13 major subject groups. These groups are listed in the Table of Contents of SECNAVINST 5210.11 and again in the introduction to the manual where the listing is accompanied by a short, explanatory paragraph describing the subjects included in each group. As shown below, each group is identified by a four or five-digit code: 1000 Series Military Personnel 2000 Series Communications 3000 Series Operations and Readiness 4000 Series Logistics 5000 Series General Administration and Management 6000 Series Medicine and Dentistry 7000 Series Financial Management 8000 Series Ordnance Material 9000 Series Ships Design and Material 10000 Series General Material 11000 Series Facilities and Activities Ashore 12000 Series Civilian Personnel 13000 Series Aeronautical and Astronautical Material Page 24
One of your jobs is to be able to tell what material should remain in the files for a period of time and what material must be destroyed or transferred to a federal records center.
Name-title symbols are alphabetic or alphabetic-numeric codes for names and titles frequently used by the Department of the Navy. There are symbols for fleet organizations, the United States Government, foreign governments, commercial enterprises and firms, and types of naval activities. These codes are used for classifying and filing documents by name or organizational designation, but they cannot be used to assign subject numbers to directives. A listing of these codes is found in section II of the identification codes manual. The first letter of the name-title code designates the organization group, the second letter designates a breakdown of this group, and Arabic
There are two kinds of records: official and nonrecord. Navy Regulations define official correspondence as all recorded communications sent or received by a person in the Naval Establishment in the execution of the duties of his office. Official government records are essentially all documentary material, such as, books, papers, maps, photographs, tapes, memory banks, and microfilm-made or received by an agency of the government.
Nonrecord material is any material that serves no documentary or record purpose. It is material that has no retention value except for a limited time. Within this category are such items as rough drafts, extra copies of letters kept for reference convenience, publications received from nongovernment agencies, and reproduction materials. Both official and nonrecord material should be disposed of regularly and not allowed to occupy file space longer than necessary. But before you start to clean house in your office, be sure you understand the following section on the disposition of records.
To ensure that record handling is consistent, one officer is usually assigned the collateral duty of coordinating all records disposal aboard an activity, either ship or station. This officer takes charge of the physical disposition of the records by either transferring them to a federal records center or destroying them. As a Personnelman in charge of the files you must be available to assist the responsible officer by ensuring that your records are complete and documented. SECNAVINST 5212.5 specifies the retention periods for all naval subjects. This instruction further specifies whether files are transferred, retained, or retired to a federal records center. With this instruction as your guide, you will be able to alert the officer in charge as to the disposition, retention, or destruction of the material in your files. Figure 9-7 is an example of a portion of the Disposal of Navy and Marine Corps Records manual. One way to ensure that records are disposed of within a reasonable time of the scheduled disposal date is to show the retention period or disposal date on the file's label as illustrated in figure 9-3. Then, at intervals, check the files to see what material should be removed for destruction, retained, or transferred to a federal records center. One word of caution. Even though a disposition date may have passed, do not dispose of material on which action is pending.
The Records Disposal Act of 1943 prohibited the destruction of records without legal authority and established procedures for obtaining this authority from the Congress. The Federal Records Act of 1950 provided further that the head of each agency should establish retention and disposal instructions for all major groups of his agency's records. Article 1614 of Navy Regulations provides that correspondence and other records shall be disposed of only in accordance with instructions authorized by the Secretary of the Navy. Article 1250 provides that no person shall destroy or withdraw official records without proper authority. There are fines and penalties, including imprisonment for not more than three years, for the unlawful or willful destruction or removal of government records. Your authority for phasing out records is SECNAVINST 5212.5, Disposal of Navy and Marine Corps Records. This manual outlines the retention standards and the records disposal program for the Department of the Navy. Part II of SECNAVINST 5212.5 contains the retention standards for all naval records. It is keyed to the 13 major subject groups and their identification code subdivisions, which are contained in the identification codes manual, SECNAVINST 5210.11. Before you dispose of any records, you must also consult the instructions, of your command.
Local Destruction.- Most unclassified records are destroyed locally at the end of their retention period. If large quantities of unclassified material are involved, they may be sold for wastepaper or scrapped. Classified items that do not have retention value are burned in accordance with naval security regulations. At sea, both unclassified and classified records that must be disposed of are burned. Naval records may be destroyed without regard to any statutory and regulatory requirements under two emergency conditions:
When a state of war exists or when hostile action appears imminent, or
When records (such as nitrocellulose base film or tape) become a menace to property or to human health or life.
Organization for Disposition
The person responsible for the custody of records is responsible for their regular disposal.
Federal law makes it mandatory that records scheduled for destruction be destroyed. This
means that periodically individual activities should review their files and destroy those records that no longer have a retention value. A regular destruction program is important because the law intends that records no longer having merit shall not take up valuable space over long periods of time. Except in cases of emergency, records are not to be destroyed before their scheduled destruction date.
Transfer. - Navy records that have a retention value are transferred to the nearest federal records center, unless specific authority for an exception is authorized by SECNAVINST 5212.5. For an up-to-date listing of these centers, consult this instruction. Use Standard Form 135, Records Transmittal and Receipt, to forward retention material to the appropriate federal records center. One copy of this form, which is prepared in triplicate, is returned by the federal records center as an acknowledgment of receipt. The returned form bears a federal records center shipment number. A request for service on transferred records will be expedited if this number is referenced.
Federal record centers are authorized to provide reference service only to, and with the permission of, the activity that transferred the records. Requests for information received from other than the transferring activity are honored only with the approval of the transferring activity. If that activity is disestablished, the approval is obtained from the Navy Department component that commanded the former activity. To pack records for shipment, place the records in standard sized cardboard cartons (15 x 10 x 12 inches) supplied from the nearest federal records center. These cartons hold one cubic foot of letter or legal-sized material. Pack the letter-sized material on the 12-inch side of the carton, and the legal-sized material on the 15-inch side. Ship odd-sized records in the most practical container available. Avoid making shipments of less than one cubic foot. Clearly stencil or otherwise mark the name and address of your activity and the sequential box number (e.g., box 1 of 10) on the narrow end of each container. Classified records are transferred in accordance with the security manual.
• long-term records - records that must be retained close at hand because of frequency of reference.
Stowage. – Most naval records are shortterm, temporary records eligible for destruction in less than five years. The bulk of these records have retention periods of two years or less. These short-term records should be cut off at regular intervals, retired locally, and destroyed by the accumulating activity as soon as their retention periods have expired. It generally is not economical to transfer them to federal record centers. Some activities have found it advisable to establish local record stowage facilities. Records eligible for local retirement are:
In summary, this chapter strikes the main features of the Navy's filing system. With its two publications, Standard Subject Identification Codes and Disposal of Navy and Marine Corps Records, the Navy has made filing simple. These publications are easy to comprehend and to use. The Navy's filing system, with its periodic thinning out of material for destruction or transfer, prevents the accumulation of file deposits and prevents you from having to
short-term records - records eligible for destruction in less than five years;
"...hack through much deposit Ere you know for sure who was it Came to burial with such honour in the Files.” – Kipling
THE ENLISTED SERVICE RECORD
"Let's look at the record.” - Alfred E. Smith
If we were to choose one Navy document as a symbol of the work of the Personnelman, it would be the enlisted service record. No doubt you have asked or have been asked, what is a service record? What does it contain? Who maintains it? The service record is the official history of a person's Navy career. Everyone who enlists or reenlists has a service record. Into this record go entries concerning everything that happens to the enlisted man while he is in the Navy. The Personnelman is responsible for the preparation and maintenance of enlisted service records.
subject to more than one interpretation, omissions - all these defects - can cause injustice to the owners of the records and impairment of Navy efficiency. That is why constant vigilance by those who handle the enlisted personnel record - you, the Personnelman-is always necessary. This vigilance is particularly important today because the Navy is in the process of converting all its record-keeping systems into automated systems. At the time of the preparation of this rate training manual, the pages of the enlisted service record are in the process of being revised. The purpose of this revision is to convert the present conventional typewritten service record pages into the automated optical character reader (OCR) computerized system, using predesigned data input documents. (OCR documents are discussed in chapter 7 of this manual.) It is anticipated that complete revision of the enlisted service record will be accomplished in 1974-1975. During this interim period, you should become familiar with any directives on OCR documents that concern revisions to the service record pages. Although the Navy's new automated recordkeeping systems facilitate the updating and storing of information, they do not eliminate the need for accurate and complete paper records. As a Personnelman performing duties in a personnel office, you will be responsible for preparing these paper records - records that are accurate and complete.
Today's Navy, as large and widespread as it is, could not function without detailed and accurate personnel records. These records not only must be kept in the individual's ship or station, but personnel information must be available at higher command levels and in the Bureau of Naval Personnel. How many men named Johnson have you known in the Navy? In a few years time, most of us meet several. We may even meet several John Johnsons, Bill Smiths, or Paul Jones. In the Navy, there are many men with the same or similar names. That is one of the reasons why the Navy uses the Social Security number as its personnel identifier. The use of Social Security numbers doesn't ensure that documents pertaining to one John Johnson will never turn up in another John Johnson's record. The use of this number only makes such mistakes easier to avoid. Confusions of one service record with another, incorrect entries in a record, entries that are
Perhaps a man has graduated from a Navy school, but this information has not been included in his service record. As a result, the man may lose out in later competition for advancement or, on discharge, may be unable to convince a prospective employer that he has had Page 25
ENLISTMENT CONTRACT • ARMED FORCES OF THE UNITED STATES Form Approved (Also to be used by AFEES in conjunction with induction processing as a means of providing data for Budget Bureau No. 22-R016.8 manpower information reporting systems.) 1. SERVICE NO. 2. HIGHEST 3. RATE/ GRADE 4. BRANCH/CLASS S. LAST NAME - FIRST NAME MIDDLE NAME SCHOOL GRADE AND COMPONENT COMPLETED 12. CTA 3 USN DOE, JOHN JAMES, JR. STATUS DEPEND. REENLISTMENT/INDUCTION MINORITY NAVSTA, SDIEGO, CALIF. 10. AFQT SCORE 11. ENLISTED/REENLISTED / INDUCTED 12. AUTHORITY FOR ENLISTMENT/REENLISTMENT/INDUC IST ENLIST O INDUCTION BUPERSINST 1133.13C 13. TERM OF ACDU 14. ACTIVE/INACTIVE STATUS (Reserve only) 15. ACCEPTED AT (Reserve only) RETAINED IMMED AD INACTIVE 00 MONTHS ON AD (within 24 hrs) DUTY *SDIEGO, CALIF. (SEE BLOCK 56) 16. DATE MIL OBLI INC 17. PMOS/AFS 18. RELIGION 19. SSAN 20. CONTRACT DUTY LIMITATIONS CODE/MOD 07 02 164 LUTH _123_456789 NA 21. DATE OF BIRTH 22. CITIZENSHIP COUNTRY 23. PLACE OF BIRTH (City, state or country).. (Specify) US NAT US LOUISVILLE, KY. 24. DATE OF TRANSFER 25. PHYSICAL PROFILE 26. 27. TRANSFER TO (Activity and location) 00 RET ON BD NAVSTA, SDIEGO 29. DATE LAST DC/RAD 30. SVC FROM WHICH 31. 32. 33. TYPE OF LAST DISCHARGE LAST DISCHARGED 07: 0167 USN HONORABLE 35. DATE OF RATE/GR 36. SELECTIVE SERVICE NO. 37. RATE/GR APT/RAPT 38. SELECTIVE SERVICE LOCAL BD (Bd No., city & state) 15-24-46-512 24, LOUISVILLE, KY. 39. BASD/ADBD: 40. TOTAL ACTIVE FEDERAL SERVICE 41. HOME OF RECORD 07 02 64 00_MONTHS *SDIEGO, CALIF. (SEE BLOCK 56) 42. BPED/ PEBD 43. TOTAL INACTIVE FEDERAL SERVICE 44. MENTAL TEST SCORES 07 0264 00_YEARS 00_MONTHS 00 DAYS 45. SEX 46. RACE 47. DATA PROCESSING CODE M CAU 48. BONUS - YES VRB - 6 49. PRIOR SERVICE BRANCH & CLASS/ DATE ENL. DATE OF GRADE/ ARMED FORCE & TIME SERVICE NUMBER TYPE OF REASON FOR IND, APT. DISCHARGE RATE DISCHARGE COMPONENT DISCHARGE LOST AND/OR OAD OR RELEASE OR RANK (No. Days)
To immediately NONE reenlist
60. I know that I secure my enlistment by means of any false statement, willful misrepresentation or concealment as to my qualifications for enlistment, I am liable to trial by court martial or discharge for fraudulent enlistment and that, if rejected because of any disqualification known and concealed by me, I will not be furnished retum transportation to place of acceptance. I am of the legal age to enlist. I have never deserted from and I am not a member of the Armed Forces of the United States, the US Coast Guard or any Reserve component thereof; I have never been discharged from the Armed Forces or any type of civilian employment in the United States or any other country, on account of disability or through sentence of either civilian or military court unless so Indicated by me in item 66, Remarks of this contract. I am not now drawing retired pay, a pension, disability allowance, or disability compensation from the government of the United States. 51. SECTION 5538 OF TITLE 10 OF THE UNITED STATES CODE is quoted: "(a) The Secretary of the Navy may extend enlistments in the Regular Navy and the Regular Marine Corps in time of war or in time of national emergency declared by the President for such period as he consider necessary in the public interest. Each member whose en listment is extended under this section shall be discharged not later than six months after the end of the war or national emergency, unless he voluntarily extends his enlistment. (b) The substance of this section shall be included in the enlistment contract of each person ealisting in the Regular Navy or Regular Marine Corps." 52. SECTION 5540 OF TITLE 10 OF THE UNITED STATES CODE is quoted: "(a) The senior officer present afloat in foreign waters shall send to the United States by Government or other transportation as soon as possible each enlisted member of the naval service who & serving on a naval vessel, whose term of enlistment has expired, and who desires to return to the United States. However, when the senior officer present afloat considers it essential to the public interest, he may retain such a member on active duty until the vesse returns to the United States. (0) Each member retalped under this section -(!) shall be discharged not later than 30 days after his arriwal in the United States; and (2) except in time of war is entitled to an increase in basic pay of 25 percent (c) The substance of this section shall be included in the enlistment contract of each person enlisting in the oaval service." 63. I understand that, upon enlistment in a Reserve component of aay of the Armed Forçes of the United States, or upon transfer or assignment thereto, lo dime of war or National emergency declared by Congress, or when otherwise authorized by law, i may be ordered to active duty for the duration of the war or National emergency and for six months thereafter. 64. I have had this contract fully explained to me, I understand it, and certify that no promise of any kind has been made to me concerning assignment to duty, geographical aren, schooling, special programs, assignment of government quarters, or transportation of dependents except us indicated IN BLOCK_56
Figure 10-2.– Enlistment Contract, DD Form 4 (Upper Half). Page 26
56. I swear for affirm that the foregoing statements have been read to me, that my statemeats have been correctly recorded and are true to all respecto aid that I fully undenstand the conditions under which I am ealisting. SIGNATURE OF WITNESS SIGNATURE OF APPLICANT (First Nam Middle Name · Last Name)
2 Jul 1967: Reenlisted for a period of 6 years to attain career designation status in accordance with BUPERS Instruction 1133.13C and is entitled to the
Issued Armed Forces ID Card (DD Form 2N (Active), No. 904872.
*PLACE OF ACCEPTANCE ON LAST ENLISTMENT: SEATTLE, WASH.
* HOME OF RECORD ON LAST ENLISTMENT: SEATTLE, WASH.
57. OATH OF ENLISTMENT (Por service in Regular or Reserve Component of the Armed Forces except National Guard or Air National Guard)
JOHN JAMES DOE, JR. I. -, do hereby acknowledge to have voluntarily enlisted under the conditions (First Name - Middle Name . Last Name) prescribed by law, thlo_211_day of. JULY 19_67, in the U.S. NAVY for a period of SIX -years unless sooner discharged by proper authority; and I do solemnly swear (or affirm) that I will support and defend the Constitution of the United States against all enemies, foreign and domestic, that will bear true faith and allegiance to the same; and that I will obey the orders of the President of the United States and the order of the omicen appointed over me, according to regulations, and the Unlform Code of Mlitary Justice. So help me God.
I do bereby acknowledge to have voluntarily enlisted thia day of 19. in the (Army) (Air) National Guard of the State of_ and as a Reserve of the (Army) (Air Force) with membership in the (Army National Guard of the United States) (Air National Guard of the United States) for a period of. under the conditions prescribed by law, unleas sooner dlecharged by proper authority. (Years · Months · Days)
tution of the United States and of the State of against all enemies, foreign and domestic; that I will bear true faith and allegiance to them; and that I will obey the orders of the President of the United States and the Governor of and the orders of the officers appointed over me, according to law, regulatons, and the Uniform Code of Military Justice. So help me God. SIGNATURE
The above oath was subscribed and duly sworn to before me this. 2ND day of JULY To the best of my judgement and belief, enlistee fulfills all legal requirements, and in enlisting this applicant, I have strictly observed the regulations governing such enlistment. The above oath, as Alled in, wu nad to the applicant prior to subscribing thereto. TYPED NAME, GRADE/RANK, AND ORGANIZATION OF ENLISTING SIGNATURE OF ENLISTING OFFICER OFFICER J. P. JONES.CDR, USN NAVSTA, SDIEGO DD FORM 4. 1 AUG 66 REPLACES DD FORM 4, 1 OCT 63, WHICH IS OBSOLETE.
Figure 10-3.– Enlistment Contract, DD Form 4 (Lower Half).
IMMEDIATE REENLISTMENT CONTRACT I.STATUS 2.NAME (LAST,FIRST, MIDDLE) 3.RATE ACTIVE EAST, ARTHUR NMN PNS 4.SERVICE NUMBER 5.SSAN 6.DATE OF BIRTH 17.CITIZENSHIP U.S. U.S. NAT 123-45-6789 49 AUGOL B.UNIT I.D. CODE 9.DATE OF REEN. 10.TERM OF REEN. HI.DATE LAST DIS. 12.BRANCH/CLASS NO. OF YEARS 12345 70 JANOS 6 70 JANOS USN 13 17.REENLISTED AT 18.ACTIVITY EFFECTING REENLISTMENT NEWPORT, RI NAVCOMMSTA, NEWPORT
TRANCE ino III I ROCKVILLE, MONTGOMERY, MD 20855
19. I hove, to the best of my knowledge, met the eligibility requirements for immediate reenlistment on board, as defined in pertinent regulations. J. P. JONES, CAPT, DC, USN Desiring to continue my naval service, I hereby agree to and with as follows: (Name, Grade, and Service of Reenlisting Officer) 20. FIRST: In furtherance of my career in the United States Navy/United States Naval Reserve, I hereby reenlist, obliging and subjecting myself to
serve years from_09 JAN 20 unless sooner discharged by proper authority. 1. SECTION 671 OF TITLE 10 OF THE UNITED STATES CODE: "671a. Unless terminated at an earlier date by the Secretary concerned, the period of active service of any member of an armed force is extended for the duration of any war in which the United States may be engaged and for six months thereafter. 6716. (a) Notwithstanding any other provision of law, when the President determines that the national interest so requires, he may. if Congress is not in session, having adjourned sine die, authorize the Secretary of Defense to extend for not more than six months enlistments, appointments, periods of active duty, periods of active duty for training. periods of obligated service, or other military status, in any component of the Armed Forces of the United States, that expire before the thirtieth day after Congress next convenes or reconvenes. (b) An extension under this section continues until the six tieth day after Congress next convenes or reconvenes or until the expiration of the period of extension specified by the Secretary of Defense, whichever occurs earlier, unless sooner terminated by law or Executive order." 2. SECTION 5540 OF TITLE 10 OF THE UNITED STATES CODE: "là) The senior officer present afloat in foreign waters shall sond to the United States by Government or other transportation as soon as possible each enlisted member of the naval service who is serving on a naval vessel, whose term of enlistment has expired, and who desires to return to the United States. However, when the senior officer present afloat considers it essential to the public interest, he may retain such a member on active duty until the vessel returns to the United States. (b) Each member retained under this section – (1) shall be discharged not later than 30 days after his arrival in the United States; and (2) except in time of war is entitled to an increase in basic pay of 25 percent. (c) The substance of this section shall be included in the enlistment contract of each person enlisting in the naval service." 22. THIRD: I understand that in time of war or National emergency declared by the Congress, or when otherwise authorized by law, members of the Naval Reserve may be continued on, or ordered to, active duty for the duration of the war or National emergency and for six months thereafter. 23. FOURTH: I have had this contract fully explained to me, I understand it, and certify that no promise of any kind has been made to me concerning assignment to duty, geographical area, schooling, special programs, assignment of government quarters, or transportation of
24. OATH OF ENLISTMENT: 1,__ARTHUR EAST do solemnly swear (or affirm) that I will support and defend the Constitution of the United States against all enemies, foreign and domestic; that I will bear true faith and allegiance to the same; and that I will obey the orders of the President of the United States and the orders of the officers appointed over me, according to regulations and the Uniform Code of Military Justice. So help me God. I swear that the information above has been correctly recorded and is true in all respects and that I fully understand the conditions under which I am enlisting.
Subscribed and sworn tg bespre me this 9TH day of_JANUARY -, A. D. 19_70 SIGNATUREL CAPT, DC, USA _OFFICIAL TITLE. COMMANDING OFFICER
Figure 10-4.- Immediate Reenlistment Contract, NAVPERS 1070/601.
in service of the people in these categories requires them to use the DD Form 4. The preparation, distribution, and signature data for the completion of the Immediate Reenlistment Contract are contained in the JUMPS Field Procedures Handbook.
Directions for the completion, distribution, and signing of this six-part, OCR form are contained in the JUMPS Field Procedures Handbook.
AGREEMENT TO EXTEND ENLISTMENT
The Record of Emergency Data, NAVPERS 1070/602 (figure 10-8), has been designed to provide an accessible and up-to-date source of emergency data for each member of the Navy. This record is used for casualty reporting and notification of next of kin, and is the document the Navy uses to obtain the following information:
• Person(s) to be notified in case of emergency or death.
Person(s) to receive death gratuity when no spouse or child exists.
Enlisted personnel serving under an enlistment contract may extend or re-extend their enlistments, subject to approval by their commanding officer, regardless of whether they are serving in their first or subsequent enlistments. Extensions may be for any period of months not to exceed an aggregate of 48 months on any single enlistment. In order for the enlistment extension to be legal and binding, an Agreement to Extend Enlistment, NAVPERS 1070/621, must be filled in and signed by the enlisted person and the commissioned officer who administers the enlistment oath on or before the expiration of enlistment. The Agreement to Extend Enlistment, an OCR form, is the legal agreement between the Government and an enlisted person who extends his current enlistment for a specified period (see figures 10-5 and 10-6). For a member of the Regular Navy, the NAVPERS 1070/621 serves to extend his active duty commitment. For a Naval Reserve member, this form serves to extend his current enlistment. You will find the preparation, distribution, and signature data that you need to know for the Agreement to Extend Enlistment in the JUMPS Field Procedures Handbook.
• Person(s) to receive unpaid pay and allowances. Such pay and allowances include accrual of monies during a missing or captured status, unused leave, travel, per diem, transportation of dependents and household goods, and saving deposits found due from the Department of the Navy.
Person(s) to receive allotment of pay if member is missing or unable to transmit funds.
Commercial insurance companies to be notified in case of death.
• Insurance in force (USGLI, NSLI, and SGLI).
ASSIGNMENT TO AND EXTENSION OF ACTIVE DUTY
Assignment to and Extension of Active Duty, NAVPERS 1070/622 (figure 10-7), provides a fecord of the assignment of an enlisted person pn inactive duty to active duty. It also serves is an agreement to extend a tour of active duty or an enlisted person of the Naval or Fleet Reserve or for a retired person on active duty Vhen he reports for active or temporary active luty, other than active duty for training. The use of this form is also required for Reservists who report to active duty within 24 lours after enlistment or reenlistment in the Naval Reserve, or who, while on active duty, gree to extend.
The Record of Emergency Data is executed by all members of the naval service. See figure 10-8 and Appendix I. A review of this document is required any time the service record is verified. A member should also be given the opportunity to review the data and to execute a new record when he is received at a new activity or when the information is no longer correct.
Complete the Record of Emergency Data in accordance with the JUMPS Field Procedures Handbook. This manual contains the preparation,
1P601-1A AGREEMENT TO EXTEND ENLISTMENT 1. NAME (LAST, FIRST, MIDDLE) 2. SERVICE NUMBER 3. ACTIVE DOE, JAMES JOSEPH DUTY 4. SSAN 5. UNIT I.D. CODE 6. BRANCH/CLASS 7. SHIP OR STATION 123-45-6789 12345 USN NAVSTA, T.I., CA 8. DATE PREPARED 2. E3OT COIHS). 10. NEW TCD 11. LOCATION OF SHIP OR STATION SAN FRANCISCO, CA 12. NARRATIVE REASON
FIRST: JAMES JOSEPH DOE having enlisted in the United States Navy/Naval Reserve on_b?NOV18 for 3 years, do hereby voluntarily agree to (further extend my enlistment for a period of_12_ months from its date of expiration. This is the IST extension of my current enlistment. SECOND: Having reread my current enlistment contract signed on 6?NOVLA, I agree that this voluntary agreement shall be subject to provisions and obligations of the contract and shall become a part thereof. I acknowledge that the provisions of 10 USC 5540 relating to an increase in basic pay do not apply to this voluntary extension of enlistment. THIRD: I have had this voluntary extension agreement fully explained to me, I understand it, and certify that no promise of any kind has been made to me except ADVANCEMENT TO PAY GRADE E-5, PROVIDED ELIGIBILITY IS MAINTAINED And I do further swear (or affirm) that all statements made by me as now given in this record are correct.
SIGNATURE IN OWN HANDWRITING SURNAME TO RIGHT
Subscribed and sworn to before me this 1.21 Iday of_NOVA.D., 19 20 . as Sea SIGNATURE AND GRADE A. B. SEALT, USN
OFFICIAL TITLE PERSONNEL OFFICER
(S/N 0106-018-6221) AGREEMENT TO EXTEND ENLISTMENT NAVPERS 1070/621 (REV 11/69) (FORMERLY NAVPERS 601-1A)
Figure 10-5.– Agreement to Extend Enlistment, NAVPERS 1070/621 (Page 1).
РЬol-JA AGREEMENT TO EXTEND ENLISTMENT 1. NAME (LAST, FIRST, MIDDLE) 2. SERVICE NUMBER 3. ACTIVE DOE, JAMES JOSEPH X DUTY 4. SSAN 5. UNIT I.D. CODE 6. BRANCH/CLASS 7. SHIP OR STATION 123-45-6789 12345 USN NAVSTA, T.I., CA 8. DATE PREPARED 9. REASON (MONTHS) 10. NEW TCD 11. LOCATION OF SHIP OR STATION SAN FRANCISCO, CA 12. NARRATIVE REASON
FIRST: 1_JAMES JOSEPH DOE having enlisted in the United States Navy/Naval ELIGIBILITY IS MAINTAINED And I do further swear (or affirm) that all statements made by me as now given in this record are correct.
SIGNATURE IN OWN HANDWRITING SURNAME TO RIGHT
Subscribed and sworn to before me thjn 12 T bay of_NOV A.D., C. B Sea SIGNATURE AND GRADE A. B. SEA, LT, USN
OFFICIAL TITLE PERSONNEL OFFICER
52.35.2 Figure 10-6.- Agreement to Extend Enlistment, NAVPERS 1070/621 (pages 2 through 6). |
When a member takes the Armed Forces Qualification Test You should enter his/her scores on what Navpers form?
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