DEPARTMENT OF THE NAVY
OFFICE OF THE COMMANDANT OF MIDSHIPMEN
UNITED STATES NAVAL ACADEMY
101 BUCHANAN ROAD
ANNAPOLIS MARYLAND 21402-5107
COMDTMIDNINST 1710.14K CH-3
OPS
MAY 5 2015
COMMANDANT OF MIDSHIPMEN INSTRUCTION 1710.14K CHANGE TRANSMITTAL 3
From:
Commandant of Midshipmen
Subj :
EXTRACURRICULAR ACTIVITIES (ECA)
Encl :
(1) Revised pages 3 through 10 of enclosure (1)
(2) Revised enclosure (2}
1.
Purpose.
2.
Action
To publish change 3 to the basic instruction
a.
Remove pages 3 through 10 of enclosure (1) of basic instruction and with
enclosure (1).
b.
Remove enclosure (2) of basic instruction and replace with enclosure (2).
c.
Enclosures (1} and (2) has been incorporated into the basic instruction
and posted to the website.
9~QZ__
R. L . SHEA
By direction
Distribution :
Non-Mids (Electronically)
Brigade (Electronically)
COMDTMIDNINST 1710 . 14K CH-3
MAY 5 2015
physical conditioning programs during the sports season for which they are
exempt . All ECAs listed in enclosure (2) with an asterisk are permanently
intramural exempt .
(1) General Criteria for additional Intramural exemption requests
includes the following . Intramural e x emptions are only authorized for ECAs
that practice during the intramural sports period from 1600 to 1800.
(In
addition, organizations must hav e access to the practice facilit y during
sports period for practices. Another consideration may be that the practice
space that an ECA uses is only a v ailable dur ing sports period and not during
the e v ening activ ity period.) . Athletic ECAs are not automatically qualified
for intramural exemptions. Additionally, to be intramural exempt, ECAs must
be of a competitiv e nature , similar to Intramural teams . Navy Spirit, Drum &
Bugle Corps, Pipes & Drums, Silent Drill Team, YP Squadron, and Masqueraders
are not normally required to submit annual intramural exemption requests.
All other ECAs must submit requests annually.
Ex emptions will be published
in reference (d) annually .
(2) Intramural exemptions are only valid during the in-season period
of the ECA, as listed in reference (d) . When not considered to be in-season,
Midshipmen will participate in a Varsity, Club , or Intramural sport.
i . Internet Protocol.
Per reference (e) , ECA websites are designated
as, "Supplemental USNA websites maintained in an official capacity . "
Personnel acting in the ir official capacity shall maintain liaison with
public affairs and operations staff to ensure staff and Brigade awareness of
activ ities, e v ents, and opportunities . Ev ery ECA will ensure its website is
updated on a monthly basis.
j. Guest Speak ers . Per reference (f) , invitations to v isiting and / or
guest speakers will be restricted to those times authorized for ECAs.
Activ ities are reminded that prior approv al will be obtained before inviting
a guest speaker.
Civilian DVs and 0-6 and above require Commandant's
approv al v ia the ECAO and Commandant Operations Officer prior to inv itation .
Only authorized, standardized gifts for guest speakers may be purchased with
MWF funds. (Contact MWF personnel for information on which gifts are
authorized . )
k . Non-Academy Affiliations. Midshipmen inv olv ed with ECAs will not
organize any form of local entertainment or amusement, nor will they
affiliate themselv es with any fraternal or secret association within or
outside of the Nav al Academy without specific approval by the Commandant of
Midshipmen. Any Midshipman who is approached by a fraternal or secret
association will report the matter immediately to his / her Company Officer.
l . Gratuity . No Midshipman will accept any gratuity as a result of
participation in an ECA .
End of Year Report.
The ECAO shall rev iew the End of Year Report for
m.
each ECA . All End of Year Reports are due to the ECAO by the 1 st week of
April.
The proper format for the End of Year Report and its enclosures are
contained in enclosures (3) through (6) . Blank forms are available in the
ECAO office . If an ECA is determined to hav e discrepancies, the organization
will be presented to the Operations Officer for review . The Operations
Officer will then conv ene a Rev iew Board to determine whether the
organization will remain in an activ e status. The members of the Review
Board shall include : Operations Office r, ECAO, and any other involved parties
(Officer Representativ e, Club President, etc.) . The Operations Office will
3
Enc l osure (l)
COMDTMIDNINST 1710.14K CH-3
t1AY 5 2015
forward a report of the board's findings and pertinent recommendation to the
Commandant of Midshipmen.
Following the review of End of Year Reports for
each ECA, an election of ECA President's memorandum per enclosure (7) will be
forwarded to the Commandant of Midshipmen for approval.
n . Constitution and By-Laws. ECAs receiv e official recognition
authorization for their existence from the constitution and by-laws approved
by the Commandant Operations Officer. Each will hav e a constitution and/ or
by-laws (sample copies may be obtained from the ECAO) .
o. New ECAs. A request for a new ECA must be made in writing to the
Commandant of Midshipmen via the ECAO and Operations Officer. Requests are
rev iewed annually by the Operations Officer, ECAO , Associate Dean of Academic
Affairs, and Military Deputy to the Athletic Director and must be submitted
to the ECAO b y the third Friday in April. Requests must include the
follo wing :
(1) Nature and purpose of the activity.
(2) Approximate number and names of Midshipmen interested in the
activity (minimum of 20 - waivers may be granted for the minimum number on a
case-by-case basis) .
(3) Financial assistance required and justification.
(4) Facilities required. A statement from the officer or facult y
member who supervises the facility requested shall be enclosed. This
statement shall describe the impact of approv al on other programs using the
facility.
(5) Organization and officers of the proposed activity.
(6 ) Trips, privileges, or other support required.
(7) Draft of proposed Constitution and / or by - laws .
(8) Criteria for terminating the activ ity.
(9) An explanation of the uniqueness of the proposed ECA.
Additionally, a statement addressing why existing ECAs are unable to achieve
the same fundamental purpose or a statement prov iding recommendations for
deletions of existing similar ECAs must be included.
If a deletion is
recommended, a statement from the Officer Representativ e of the affected ECA
must be enclosed.
This statement should e v aluate the proposed ECAs ability
to better serve the fundamental purpose of the existing ECA .
(10) An estimate of the time commitment of the individuals who would
be inv olv ed in the proposed ECA .
(11) Certification that all assistants, coaches, instructors, etc . ,
are Midshipmen or members of .the Naval Academy staff or faculty, or hav e
submitted aDD 279 3, Volunteer Agreement Form, for approv al by the Commandant
Operations Officer.
4
Enclosure (1)
COMDTMIDNINST 1710 . 14K CH-3
f1AY 5 2015
p . Suspension. ECAs in a suspended status shall not meet as a group,
travel, conduct any business, hold team practices , scrimmages or games . Any
pending MOs will be disapproved.
ECAs in suspended status will be allowed to
meet only to complete required paperwork that is due during their suspended
status.
ECAs will be put in a suspended status for two months and
disestablished for the remainder of the Academic Year and all of the
following Academic Year if they are suspended twice in an Academic Yea r for
any of the follo wing reasons:
(1 ) Failure to represent the USNA in a good light while on MO by, but
not limited to, being unprofessional, having members out of proper uniform
and alcohol incidents .
(2) Failure to turn in required reports on time, including but not
limited to , end of y ear reports and quarterly inv entory reports . In
addition, guest speaker requests for VIPs and 0 - 6s must be submitted no less
than 30 day s prior to the e v ent .
(3) Do not hav e a Commandant-assigned 0-Rep or E-Rep . ECAs without an
0-Rep or E-Rep will only be removed from suspended status when they have an
0-Rep or E-Rep approv ed b y the Commandant. Not hav ing an 0-Rep or E-Rep will
not count towards the two suspensions in one Academic Year .
q. Disestablishment . ECAs will be disestablished by the Commandant of
Midshipmen whenev er the utility no longer warrants continued operation (as
determined by the Commandant); membership drops below 20 Midshipmen; if the
ECA has a team house; or failure to submit required reports, schedule
activities, or expend designated funds indicates the club has become
inactive . ECAs that are disestablished due to t wo suspensions in one
Academic Year will be required to submit a new ECA request package when
eligible.
r.
Championships . Because ECAs are "extracurricular, " movement orders
may not alwa y s be approv ed - e v en for "championship e v ents . " Factors that
may affect the approval of " championship " events for ECAs are academic
commitments (especially AcReserv e weeks), other military obligations , t he
number of days requested to be absent from USNA, and the "type" of
championship . For e x ample, championships whose only qualification for
participating is paying a fee (a "pay-to-play" championship vice qualifying
to compete) might not be readily approv ed. Requests to participate in ECA
championships will be submitted to Brigade Operations through the Associate
Dean for Academic Affairs IAW the below timelines .
(1) To better plan for ECAs "championships," ECAs must submit r equest
for attendance at championships well in adv ance - this policy includes
championships for which teams must qualify . For example, a team might not
know if they will make it to their sports " championship" but they still need
to request attendance well in advance , to prepare for the eventuality t hat
they will qualify.
(2) The following timelines will be used :
(a} Requests for attendance at championships during the Fall
Semester must be requested no later than Graduation Day in May of the
preceding y ear .
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Enclosure (1)
COMDTMIDNINST 1710.14K CH-3
MAY 5 2015
(b) Requests for attendance at championships during the Spring
Semester must be submitted no later than Oct 15 of the preceding fall
semester.
(c) This advance request enables teams to enter their season
knowing whether or not consideration will be given for ECA championship
M.O.s.
4.
Facilities
a. Assignment. On the authorization of the Commandant of Midshipmen,
office workshop space is assigned through the ECAO by the Bancroft Hall First
Lieutenant. ECAs requiring additional space or modifications to existing
spaces may submit requests in writing to the Bancroft Hall First Lieutenant
via the ECAO. Door tags are required on each allotted space at all times.
These tags may be obtained by submitting a memorandum request to the First
Lieutenant or having one made at the Midshipmen Store .
b. Access. Only Midshipmen who are listed on the membership roster in
MIDS are authorized access to the assigned spaces. The privilege of using
ECA spaces is denied automatically to any Midshipman whose name is removed
from the roster of the activity. Spaces are to be used only during
authorized times. Whenever the assigned space is to be left unoccupied, it
will be secured by the last exiting Midshipman.
Key or cipher lock
combination to each space should be turned over from one president to the
next. The current president is responsible for the distribution and control
of keys and cipher lock combinations. Combinations shall only be given out
to ECA Officer Representatives and ECA Midshipmen Officers .
c. End of Year Action. At the end of the academic year, but prior to
Commissioning Week, the succeeding president will secure the club spaces and
turn all keys over to incoming president. Cipher lock combinations shall be
changed with turnover and new combinations will be reported to the ECAO. The
succeeding president will submit an End of Year Report per enclosure (3) and
a list of Midshipmen authorized summer access to their spaces. Lock
replacement and duplicate key requests will be submitted by memorandum to the
Bancroft Hall First Lieutenant via the Officer Representative and ECAO.
Costs for these services will be charged to the club.
d.
Cleanliness. All club spaces must be clean and orderly.
Spaces are
in accordance with reference (h) and periodically by the Deputy
Commandant, Bancroft Hall First Lieutenant, ECAO, Officer Representative,
oow, and Fire Marshal. Personal clothing or equipment extraneous to the
organization's purpose will not be left in assigned spaces at any time .
Failure to maintain spaces may result in the ECA forfeiting their spaces .
in~pected
e. Repair. Club spaces in need of repair shall be reported to the
Bancroft Hall First Lieutenant via the ECAO. Officer Representatives will
instruct ECA presidents to submit work requests for damaged facilities or
spaces. Failure to submit the appropriate work request(s) for repairs will
result in the loss of use of the space/facility.
f. Additional Spaces. ECAs that require the use of a field or indoor
space for practice are required to obtain prior approval for all practice
6
Enclosure (1)
COMDTMIDNINST 1710.14K CH-3
MAY 5 2015
times from the Athletic Facilities Manager.
Facility availability and
allocation will be re-verified on a semester basis.
5.
Elections.
To ensure all members of an activity will be allowed to
participate in the nomination and election process for electing their
respective activity's Midshipmen officers, the following criteria apply to
all elections:
a . E-mail notification to all members stating the date, time, and place
of the election meeting will be distributed two weeks prior to the election.
The election meeting will be scheduled during authorized ECA time when a
majority of members will be available to attend .
b . Each active member who has been on the roster for at least one
semester during the academic year will be entitled to one vote.
c. A majority of the members eligible to vote must be present at an
election meeting to validate the proceedings.
d.
Each member is entitled to a nomination.
e. Members of the most senior class available should serve as presiding
officers.
f.
Activities that have committees, sub-committees, or other internal
groups will elect members to these committees. Election procedures for these
committees will conform to those prescribed for election of presiding
Midshipmen officers.
g. All elected ECA Presidents will be approved by the Commandant of
Midshipmen via enclosure (7) .
6.
Equipment Custody
a.
Strict accountability of equipment and property is required to
preclude inadvertent loss or theft and to provide a continuous record of
accountability from the time of receipt or purchase until the item is
surveyed or expended.
Property valued at $250 or more that is not consumed
in normal use and is durable and lasting, will be considered accountable and
part of the inventories. Additionally, property that is valued at under $250
may also be reported as pilferable property.
Pilferable property encompasses
those items valued at less than $250 that have a ready resale value or
application to personal possession making them more susceptible to theft .
Officer Representatives will determine if items are pilferable.
b . The Officer Representative will have ultimate responsibility for the
accountability of activity equipment and will ensure timely inventories are
conducted, custody equipage cards are properly maintained and equipment is
afforded proper care and security. Officer Representatives are to further
ensure the annual activity equipment inventory report is properly submitted
and major discrepancies concerning equipment are submitted in a timely manner
to the ECAO.
c.
The Officer Representative is ultimately responsible for damaged,
destroyed, or missing equipment. Damaged, destroyed or missing equipment
7
Enclosure (1)
COMDTMIDNINST 1710 . 14K CH-3
MAY
5 2015
will be replaced by the ECA with their reserv e account funds . Equipment
requiring prev entiv e maintenance shall be maintained as necessa ry. ECAs
shall establish and maintain a proper Prev entiv e Maintenance Schedule (PMS)
in order to properly maintain their equipment . Failure to properly maintain
equipment or to repair / replace damaged, destroyed, or missing equipment may
result in the disestablishment of the ECA.
d.
Individual custody records will be prepared for each item of property
or equipment held by the activity for which accountability is required . Each
ECA must hav e a separate member designated to maintain the inv entory
database, who is independent of the custody function and not the President .
e . An activ ity must develop its own custody record cards and maintain a
current file of all equipment . At a minimum, record cards should include
item description (with serial number as applicable), quantity, and date of
purchase or receipt.
f . The Officer Representative will ensure the equipment custody cards
are maintained on a current basis . New cards will be prepared for new
property that qualifies for accountability control . Lost or e x pended
property will be survey ed and a repor t of the survey submitted to the ECAO .
g . Once each quarter, a sight inv entory will be conducted to include all
items on the inv entory report per enclosure (4) . Other items that are
considered appropriate for inclusion as permanent custody are to be added .
The ECAO will be notified immediately so that proper MWF serial number tags
can be placed on the inv entory .
A hard copy of the inv entory report will be
submitted to the ECAO with the EOY report and tracked v ia an electronic
master inventory file which will include the ECA the inventory belongs to,
MWF serial number, condition and description of the item . The final
inventory in April will be conducted jointly by the incoming and outgoing
President for the academic year, under the observation of the Officer
Representativ e .
h.
The annual inv entory report is separate from all financial reports
due to MWF . For all financial reporting procedures, refer to reference (g)
i. Enclosure (8) should be used for equipment valued at $ 2 50 or more
that is no longer in use due to normal wear and tear or lack of need and
shall be disposed of using the follo wing hierarchy and all sales or transfers
will be approved by the ECAO prior to transfer .
(1) Sell or transfer to another MWR (including NABSD) .
(2) Sell in an open manner to the following :
famil y , public .
Midshipmen , USNA
( 3) Dispose of.
The purpose of a Property Loss Form (DD Form 200) is to officially
j .
report the facts and circumstances supporting the assessment of financial
charges for the loss, damage, or destruction of property. A Property Loss
Form is required for all equipment valued at $250 or more which must be
removed from the ECA's inventory record due to being lost, destroyed or
8
Enclosure (1)
COMDTMIDNINST 1710.14K CH-3
MAY 5 2015
stolen . The form can be obtained online.
procedure are as follows :
Basic steps for the survey
(1) Initiating the Investigation - The president is the initiator and
will complete blocks 1 through 11.
(2) Reviewing Authority - The Officer Representative is the reviewing
authority and will rev iew blocks 1-10 and complete block 12 .
(3) Appointing Authority - The ECAO is the appointing authority and
will rev iew the findings and indicate approv al / disapprov al action in Block 13 .
(4) Approving Authority - The Operations Officer is the approving
authority and will approve or disapprov e the disposal action by completing
block 14 .
(5) Disposal Action - ECAO disposes of material in accordance with
the Operations Officer's decision .
7.
ECA Mark
a. The ECA mark is designed to supplement the PE mark to those ECAs who
do not participate in Intramurals or Varsity/ JV/ Club Spor t .
b . Intramural e x empt ECAs are listed in reference (d) . Intramural
e x empt ECAs do not receiv e a PE Mark but should be a warded an ECA mark .
c . The Ex tracurricular Activ ities Officer will be responsible for
entering all ECA participants' ECA mark .
d . To assure each Midshipmen is giv en due credit, each Officer
Representative shall submit proper rosters in the MIDS System, designating
who is ECA President, ECA Officers, and ECA active members .
e.
Points are assigned for participation level as outlined in 1-4 below:
(1) 3 - ECA President
(2) 2 - ECA Officers
(3) 1 - ECA active Members
(4) 0 - Non-Member
8.
High Risk ECA
a.
High Risk ECAs are ECAs that have been deemed to have a high c h ance
to cause bodily harm or injury to Midshipmen participating in them. The
current list of high risk ECAs can be found in enclosure 9.
b . ECAs deemed to be high risk are required to have either an Officer
Representative, Enlisted Representative, Coach, Safety Observer, Certified
Trainer, Range Safety Officer or Lifeguard present at all times during
practices, scrimmages, and competitions who is qualified to by governing
authorities for that particular activity .
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Enclosure (1)
COMDTMIDNINST 1710.14K CH-3
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Enclosure (1)
COMDTMIDNINST 1710.14K CH-3
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LIST OF CURRENT ECAS
Adventure Racing Team
Freethinkers and Atheists
ALLIES / Civil Military Relations
French Club
Alpine Ski Team
German Club
Amateur Radio Club
Golden Key National Honor Society
Arabic Club
Gospel Choir
Athletic Medicine
Green Classroom Club
Baptist Collegiate Ministries
Halloween Concert
Bodybuilding Team
Infantry Skills Team
Cannoneers
Instrumental Ensemble
Catholic Chapel Choir
International Midshipmen Club
Catholic Daughters of America
Investment Club
Catholic Midshipmen Club
Italian-American Midshipmen Club
Chess Club
Japanese American Club
Chinese Culture Club
Jewish Midshipmen Club
Color Guard
Joy Bright Hancock Group
Combat Arms Team
Korean-American Midshipmen
Association
Crossfit
Labyrinth
Cru
Latin American Studies Club
Dance Club
Latter Day Saints Club
Drum and Bugle Corps
Lucky Bag
Debate Team
M-STEM
Dolphin Club
Martial Arts Club
Equestrian Team
Masqueraders
Fellowship of Christian Athletes
Men's Glee Club
Field Hockey
Men's Ice Hockey
Filipino-American Club
Enclosure (2)
COMDTMIDNINST 1710 . 14K CH - 3
MAY 5 2015
Men's Soccer
Pipes and Drums
Midshipmen Action Group
Protestant Choir
Midshipmen Black Studies Club
Protestant Midshipmen Club
Midshipmen Fishing and Conservation
Club
Rock Climbing Club
Russian Studies Club
Model UN
Scuba Club
Mountaineering Club
Semper Fedelis
Muslim Midshipmen Club
Silent Drill Team
National Eagle Scout Association
Special Operations Team
Native American Club
Surface Navy Association
Naval Academy Foreign Affairs
Conference
Team Bill
Naval Academy Leadership Conference
Technology and Multimedia
Naval Academy Supply Corps
Association
The Log Magazine
Trident Brass
Naval Academy Winter Musical
Ultimate Frisbee Team
Navigators
USNA Knights of Columbus
Navy Beats (formally WRNV Radio)
VT-NA
Navy Paintball
Water Polo
Navy Spectrum
Women's Ice Hockey
Nav y Spirit (formally
Cheerleaders)
Women ' s Glee Club
Officer Christian Fellowship
Women's Gymnastics Club
Offshore Sail Training Squadron
Yoga Club
Omicron Delta Epsilon
YP Squadron
Omicron Delta Kappa
Young Life College
Parachute Team
Phi Alpha Theta
Phi Sigma Iota Honor Society
2
Enclosure (2)