2-10-AVN-BN-S-1-SOP

“KNIGHTHAWKS”

2-10 AVIATION S-1

STANDING OPERATING

PROCEDURES

TABLE OF CONTENTS

ANNEX TITLE

A

B

C

D

REFERENCES

DISTRIBUTION SCHEME

RECURRING REPORTS & SUSPENSES

IN & OUT PROCESSING

54

57

58

74

23

24

25

38

PAGE

16

18

19

20

Q

R

S

T

M

N

O

P

I

J

K

L

E

F

G

H

EXPENDABLE SUPPLIES

DAILY CHECKS

ADMINISTRATIVE GUIDE

AWARDS

ADDITIONAL DUTIES

ASAP

NCOER / OER

EMILPO

SUSPENSION OF FAVORABLE ACTIONS

UNIT MANNING ROSTER

PROMOTIONS

SPONSORSHIP

FAMILY CARE PLANS

LEAVE MANAGEMENT

POSTAL OPERATIONS

SEPARATIONS

78

82

84

91

95

106

111

118

U

V

WEIGHT CONTROL

MMRB

144

146

W

X

PUBLICATIONS / FORMS

The Army Records Information Management System

(ARIMS)

NOT USED

149

158

Y

UNLESS THIS SOP STATES OTHERWISE, MASCULINE NOUNS AND PRONOUNS DO NOT

REFER EXCLUSIVELY TO MEN.

* USE AS EXAMPLE ONLY - Names used in the examples are not necessarily the current name of the individual filling that position. Verify with the S-1 if unsure.

2

DEPARTMENT OF THE ARMY

2-10 AVIATION BATTALION

10 TH COMBAT AVIATION BRIGADE, 10 TH MOUNTAIN DIVISION

HANGAR RD, FORT DRUM, NEW YORK 13602

REPLY TO

ATTENTION OF

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SUBJECT: Administrative Standard Operating Procedures (ASOP)

15 APRIL 2013

1. General: This SOP describes the functions, procedures, and major areas of responsibility for the Battalion S-1 during peacetime. It does not focus on wartime requirements or procedures although they may be similar. It gives guidance for providing personnel service support (PSS) to units and individuals assigned to the Battalion.

2. Applicability: These procedures apply to all Soldiers assigned or attached to the S-1 section.

3. References: See Annex A.

4. Purpose: The efficient and accurate performance of personnel administrative functions in the

Battalion S-1 is of great importance to the welfare of the Soldiers in the Battalion. Therefore, in the interest of enhancing performance of certain personnel support functions, this SOP provides guidance to the companies and Battalion S-1 based on DA, FORSCOM, and Fort Drum policies.

The Battalion’s admin concept is designed in order to use available manpower resources in the most efficient and effective manner.

5. Organization: The MTOE organization of the S-1 is outlined as follows:

TITLE RANK MOS PARA/LIN

Adjutant CPT 42B00 102/01

Senior Human Resources NCO SFC 42A40 102/02

Human Resources NCO SSG 42A30 102/03

Human Resources SGT SGT 42A20 102/04

Human Resources Specialist SPC 42A10 102/06

Human Resources Specialist PFC 42A10 102/07

Human Resources Specialist PFC 42A10 102/07

Paralegal NCO SPC 27D10 102/05

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SUBJECT: Annex A References (ASOP)

The legal NCO listed above does not physically work in the S-1 section. This NCO works up at the consolidated legal center on Fort Drum, but would deploy with the Battalion if needed.

6. Responsibilities and Duty Descriptions.

a. S1/Administrative Officer . Provides Battalion Level personnel service support to more than 750 Soldiers assigned to the Battalion or four MTOE companies. Directs operations of the

Battalion S-1 which include: maintains unit strength through review and analysis of assignments, gains and losses, advises the Commander on administrative on legal issues, prepares personnel estimates and annexes to OPLANS and OPORDS. Areas of special emphasis include prisoner of war information system, boards, promotions, awards, finance, publications, official mail,

OER/NCOER’s, personnel actions, and preparing correspondence. Specific duties and responsibilities include: keeping the Battalion Commander and Unit Commanders informed about personnel matters. Additionally, he/she:

(1) Supervises the SR HRNCO and Soldiers.

(2) Ensures personnel records are properly maintained by the battalion.

(3) Coordinates and monitors personnel reports such as the AAA-162, AAA-163, AAA-

095, AAA-117, AAA-294, AAA-199, AAA-165, and AAA-234.

(4) Reviews and routes correspondence for the Commander.

(5) Ensures informal funds are maintained IAW Army and post regulations.

(6) Develops policies and plans for subordinate units.

(7) Supervises the Battalion’s Equal Opportunity program, Drug and Alcohol program, and postal services. Advises and assists subordinate unit Commanders and maintains liaison with subordinate units.

(8) Monitors, collects, and analyzes data affecting Soldier readiness, such as morale, organizational climate, unit cohesion, and recommends policies and procedures to eliminate problems and deficiencies and enhance readiness.

(9) Supports the Battalion Army Training and Evaluation Program (ARTEP) and external evaluation programs by providing competent personnel to evaluate subordinate units in wartime/peacetime Personnel Service Support (PSS) and administrative support functions.

(10) Coordinates activities around the Battalion Commanders daily, weekly, and monthly calendar.

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b. Senior Human Resources NCO . Provides personnel service and support to the battalion.

Maintains unit strength by coordinating with BDE, the Battalion Command Sergeant Major and

First Sergeants, determines priorities and requirements for enlisted replacements, supervises

Battalion personnel management actions including evaluation reports, awards, promotions, reductions, appointments, reassignments, reclassifications, separations, transfers, retirements, eMILPO actions, finance actions, prepare Personnel Status Reports (PSR) during training exercises and publications, trains and evaluates subordinate units on critical wartime/peacetime personnel missions during exercises and external evaluations. Specific duties and responsibilities include:

(1) Providing leadership and management of Battalion S-1 operations.

(2) Supervising assigned personnel.

(3) Maintaining accountability of personnel, equipment, and property. The S-1 NCO is designated as the hand receipt holder for S-1 equipment and property.

(4) Training personnel assigned to the Battalion S-1 on their technical duties associated with their MOS and Battalion S-1 operations, and on basic Soldier skills such as NBC, marksmanship, and fitness.

(5) Maintaining Battalion S-1 files according to the Army Record Information Management

System (ARIMS).

(6) Conducting semi-annual staff assistance visits (SAV) to subordinates units.

(7) Publishing appointment orders on special emphasis area duties.

(8) Establishing distribution and tracking schemes.

(9) Reviewing all incoming and outgoing documents and correspondence.

(10) Maintaining document control register on all documents.

(11) Establishing enlisted personnel management procedures with the Command Sergeant

Major.

(12) Coordinating assignment of promotable Staff Sergeants and above with the Command

Sergeant Major.

(13) Updating the Command Sergeant Major on assignments for Staff Sergeant and below.

(14) Maintaining the Battalion MOS matrixes. Update the matrixes weekly and provide copies to the S-1 Officer and the Command Sergeant Major.

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(15) Conducting cross training for Soldiers assigned to the Battalion S-1. Ensure each position has a primary and alternate person designated, trained, and capable of performing the duties of the position.

(16) Attending meetings in the absence of the Battalion S-1 Officer.

(17) Coordinating appointments with the Brigade, Finance, and other installation activities for all subordinate units.

(18) Supervising all eMILPO transactions.

(19) Conducting monthly performance counseling for NCOs assigned to the S-1. Furnish copies of all counseling to the owning unit First Sergeant.

(20) Maintaining an accurate rating scheme for Officers, and Noncommissioned Officers.

Update the rating scheme at least monthly.

(21) Setting up reclassification, promotion/reduction, and competition boards.

(22) Ensuring all personnel action forms, awards, NCOER, and correspondence are prepared correctly and in a timely manner. Ensure all actions are received and processed within three to five working days.

(23) Supervising the Battalion S-1 suspense file. Ensure the suspense file is checked daily and all suspense’s are answered in a timely manner.

(24) Designated as the 42A MOS Trainer/Manager

(25) Maintaining the Unit Manning Reports for all subordinate units. Subordinate units are to reconcile their UMR, not later than 30 days and return to the Battalion S-1 for updates.

c. Legal NCO . The Legal clerk is detailed to work in a consolidated Brigade SJA office. The

Brigade SJA office coordinates with the Brigade, trial defense service, and legal assistance; assists Commanders and staff with all legal matters. Specific duties and responsibilities include:

(1) Preparing DA Form 2627, 2727-1 and 2627-2.

(2) Preparing summaries for administrative board elimination procedures.

(3) Preparing pretrial confinement orders (DD Form 497).

(4) Monitoring flagging actions.

(5) Preparing final reports of Article 32 investigations (DD Form 457).

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(6) Preparing court-martial charge sheets (DD Form 458).

(7) Preparing summary court-martial convening orders (CMCO).

(8) Preparing referrals to trial-first endorsement on charge sheets (DD Form 458).

(9) Preparing summarized records of trial by Special-Courts-Martial not empowered to administer Bad-Conduct Discharges (DD Form 491 and 491-1).

(10) Preparing initial court-martial promulgating orders.

(11) Preparing final summary court-martial records of trail on DD Form 458.

(12) Preparing supplementary court-martial promulgating orders.

(13) Preparing convening authority’s actions.

(14) Processing Article 15 appeals.

(15) Process and control administrative discharges.

(16) Processing and control QMP actions in conjunction with Battalion leadership.

d. Human Resource Sergeant . Process Battalion-level personnel actions for subordinate units through coordination with the Brigade; process Battalion-level personnel actions. Specific duties and responsibilities include:

(1) Processing requests for MOS personnel actions.

(2) Maintaining file copies of all transactions in individual Soldier Management Information

Folders (SMIF).

(3) Processing requests for reassignment, service schools, officer and NCO evaluation reports, separations, identification cards and tags, hometown news releases, and sponsorship letters.

(4) Serving as the Battalion Publications and forms NCO.

(5) Assisting with typing and other administrative duties as required.

(6) Maintaining SRC S-1 kits in preparation for deployment.

e. eMILPO Clerk . Perform strength accounting for all subordinate units; maintain eMILPO reports generated by Brigade; coordinate with the Brigade for efficiency report shells; maintain

Battalion MOS matrixes. Specific duties and responsibilities include:

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(1) Tracking transactions to and from the Brigade on a daily basis.

(2) Maintaining organizational data changes.

(3) Maintaining the Personnel Strength Zero Balance Report (AAA-162). This report will be verified and signed by the unit Commanders.

(4) Maintaining unit strength accountability.

(5) Assist with typing and other administrative duties as required.

(6) Maintaining liaison with the Brigade.

(7) Maintains the Good Conduct Medal Roster (AAA-199).

f. Awards Clerk . Process and control award recommendations submitted to the Battalion; prepare Personnel Status Reports (PSR) during training exercises; primary courier for daily distribution between the Battalion and the Brigade. Specific duties and responsibilities include:

(1) Processing award recommendations for the Battalion, Brigade, and Garrison

Commander. Include a complete award certificate with each recommendation. Process orders on approved awards.

(2) Maintaining the Battalion S-1 reference publication files.

(3) Maintaining blank forms needed by the Battalion S-1.

(4) Maintaining expendable supplies for the Battalion S-1.

(5) Key Control custodian for the Battalion S-1 is managed by the Battalion S-2. Maintain accountability of keys needed by the S-1. Conduct monthly show-me key inventories.

g. Administrative Clerk . Maintain Battalion S-1 files according to ARIMS; type and assemble correspondence IAW AR 25-50 and local administrative guidelines; maintain the

Battalion S-1 suspense file; assist with other administrative duties as required. Specific duties and responsibilities include:

(1) Consolidating Battalion rating schemes:

(2) Receiving and handling telephone calls and routing queries.

(3) Assisting in preparation and compilation of papers and reports.

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(4) Preparing standardized and routine correspondence such as transmittal letters and endorsements.

(4) Establishing and maintaining subject matter and regulatory files in connection with office work.

(5) Revising files to meet current needs.

(6) Preparing and mailing welcome letters and Packets for the Battalion Commander and

CSM.

h. Postal Clerk.

Maintain operations of the Battalion consolidated mail room.

i. All other assigned personnel . Cross-train in all areas of S-1 operations and assist in performing the duties outlined above.

7. General Procedures. The Senior Human Resources NCO is responsible for ensuring subordinates are familiar with the procedures outlined below and enforcing compliance.

a. Each of us has a technical area that is relatively well defined. EMILPO, awards, personnel actions, reading file, etc. Everyone must know what has to be done and take the necessary actions to complete the tasks. Exercise initiative, keep supervisors informed, and complete work accurately and in a timely manner. Get in the habit of referring to regulations and SOP’s when you are not sure. Understand levels of priority and a develop a sense of urgency.

b. Confidentiality and command information. Most of the information we handle in the S-1 is personal in nature. Almost everything we do affects Soldiers in the Battalion. Protecting individual privacy and rights is mandatory without exception. Individuals wanting to know the status of personnel actions will be referred to their unit First Sergeant or Commander. Any information concerning awards, bars to reenlistment, chapters, QMP and other official matters will not be released to the individual concerned. These, like others, will be handled by the chain of command.

c. Office appearance and security. Keep working areas neat and orderly. Clean desks tops and bookcases daily. Orient computer screens so that people passing through or visiting cannot access sensitive information. Ensure storage cabinets, filing cabinets, and desks are locked at the end of the day. Classified information cannot be left unattended or stored anywhere in the

S-1 or the command group area.

Anything containing SSN’s should not be left visible.

d. Reading File. A copy of tasks, messages, and other routine correspondence should be put into the reading file. Forward original documents to the appropriate staff/unit for action. Ensure

All suspenses for the Battalion are recorded by the S-1 and forwarded for action with routing slip attached. Never, under any circumstances put classified material or personnel actions in the reading file.

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e. Single Soldiers living in the barracks. Soldiers assigned to the S-1 and living in the barracks will comply with the SOP concerning appearance, conduct, and maintenance of individual living areas. The Senior Human Resources NCO or whomever it was delegated is responsible for checking barracks rooms occupied by subordinated at least monthly.

f. Incoming distribution.

(1) Mark everything with the date received and who received it (Example: Received 28 Mar

98, SPC I. M. Ready). All incoming distribution goes through the Senior Human Resources NCO before further distribution is made.

(2) Enter personnel actions, awards, evaluations, and separations in the appropriate Actions tracker.

(3) Put a copy of all incoming taskings in the reading file. Send the original copy to the appropriate section or unit for action. Make sure all suspenses for the Battalion are recorded in the suspense roster and that a routing slip is attached. Never, under any circumstances, put classified material in the suspense folder.

g. Outgoing distribution.

(1) All outgoing correspondence and actions will be accounted for on a DA Form 200, and released to qualified personnel only.

` (2) Provide a reading file copy to the Senior Human Resources NCO. Do not include classified or personal in nature material. These documents will be handled separately and marked with the appropriate label.

(3) Make a complete file copy of all outgoing correspondence without exception. Do not photocopy classified material unless directed by the S2 Officer.

(4) Enter personnel actions, awards, evaluation reports, and separations in the appropriate document control register.

h. Duty hours. The Senior Human Resources NCO is responsible for ensuring one person is in the S-1 at all times during duty hours. One Soldier will be available as required to answer the

Command Group telephones. Daily hours are listed below.

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Monday - Thursday:

0930-1130

1130-1300

Orderly Clerks

Customer service Minimum Manning

Friday:

1300-1700 Customer Service

0900-1130

1130-1300

Orderly Clerks

Customer service Minimum Manning

1300-1600 Customer Service

1600-1700 Closed

i. Common area clean-up/police call. The S-1 is assigned clean-up of the Battalion conference room. The S-1 also maintains overall clean-up supervision of the hallways of the main building.

Other staff sections with junior Soldiers will provide those Soldiers to the S-1 by the established schedule to assist with the hallway clean-up. The conference room will be vacuumed once a week. The hallways will be swept daily and mopped once a week.

j. Expendable supplies (GSA). The Administrative Sergeant is responsible for requisitioning and maintaining GSA supplies. (See Appendix E)

k. Office Files. The Administrative Clerk is responsible for the office files. The clerk will retrieve and file documents. All copies of outgoing correspondence and personnel actions will be provided to the clerk for filing. Do not maintain file copies in desk drawers unless a dummy file and file locator is completed and posted in the functional files.

l. Time limits for processing documents.

(1) Personnel actions – Three working days. This includes action needed to forward the action to the command group for coordination, signatures, and endorsements for the brigade

Commander. Once returned from the Command Group, the document will be logged out on the

Actions tracker, a DA Form 200 completed and attached, and the document forwarded to the

Brigade on the same day.

(2) Awards – Three working days. This includes action needed to package the award for the Battalion Commander, Brigade Commander, or Division Commander. Once returned from the command group, the document will be logged out on the Actions tracker, a DA Form 200 completed and attached, and the document forwarded to next higher for signature on the same day.

(3) Evaluation reports: Fifteen calendar days. This includes action needed to review the accuracy of the report and forwarding the completed report to the Brigade. Once the document is completed, it will be logged out on the Actions tracker.

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(4) Separation actions: Three working days. This includes action needed to review the accuracy and completion of the Packet and forwarding the completed Packet to SJA. Once the packet signed by the unit Commander and signed by the Battalion Commander, it will be logged out on the Actions tracker, a DA Form 200 completed and attached, and the document forwarded back to SJA on the same day.

(5) Other actions – complete before the established suspense.

(6) Recurring reports and requirements refer to Appendix C.

(7) Ensure a copy of all documents are made and filed either in the unit’s functional files or the SMIF.

m. Preparing correspondence. All correspondence will be prepared IAW AR 25-50. Type and font will be Times New Roman, 12 pitch.

n. Personnel notification and recall. Notifications and recalls will be conducted IAW the

Battalion RSOP.

o. Qualitative Management Program (QMP) actions.

(1) Endorse to subordinate units without compromising confidentially. Packets arrive from

Brigade double-wrapped. The outer envelope does not reveal the Soldier’s name. The inner envelope, which lists the Soldier’s name, is to be opened by the first LTC in the Soldiers chain of command.

(2) Ensure that the Battalion endorsement tells the subordinate unit that they are responsible for forwarding the original option statement and counseling statement (DA Form 4856-R) to

USAEREC. Subordinate units must also provide copies to the Battalion S-1, the BRIGADE, and the Battalion retention NCO.

p. Battalion Command and Staff.

(1) Scheduling. Command and Staff is normally conducted weekly at 0900-1000 on

Wednesday in the Battalion conference room.

(2) Attendance. The following are normally present for Command and Staff: BN Cdr, XO,

CSM, DPM, S-1, S2, S3, S4, S6, Battalion Maintenance Officer (BMO), Reenlistment NCO,

OPS SGM, Chaplain, EO Advisor, and the Commanders.

(3) Command and Staff Notes.

(4) Slides for Command and Staff. Slides are due NLT 1200 on the day before Command and Staff. Update the briefing slides on the http://portal/Pages/Default.aspx l. All unit 1SGs and

Commanders are personally responsible for ensuring that the data for their unit is correct.

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7. Conclusion. The S-1 Annex to the Battalion administrative SOP is a continuously changing document. Any suggestions for additions or deletions will be directed to the S-1 NCOIC.

8. POC for this memorandum is SFC Ebrie at andrew.ebrie.mil@mail.mil

or 322-773-1037.

JOHN DOE

CPT, AG

Adjutant

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ANNEXES:

A- References

B- Distribution Scheme

C- Recurring Reports and Suspenses

D- In/Out Processing

E- Expendable Supplies

F- Daily Checks

G- Administrative guide

H- Awards

I- Additional Duty List

J- ADAPCP

K- Evaluations

L- Legal

M- EMILPO

N- Suspension of Favorable Actions

O- Unit Manning Roster

P- Promotions

Q- Sponsorship Program

R- Family Care Plans

S- Leave Management

T- Postal

U- Separations

V- Weight Control

W- MMRB

X- Publications and Forms

Y- ARIMS

Z- NOT USED

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1. Scope: This appendix list all applicable regulations, field manuals, Army Pamphlets,

FORSCOM regulations, BDE and FP regulations, circulars, technical manuals, and bulletins pertaining to personnel service support.

Army Regulations

Update 6 Military Occupational Classification and Structure

Update 13 Finance Update

Update 14 Officer’s Update

Update 15 All Ranks Update

Update 16 Enlisted Ranks Update

AR 1-201 Army Inspection Policy

AR 25-400-2 The Army Records Information Management System (ARIMS)

AR 25-1 The Army Information Resource Management Program

AR 25-50 Prepare and Manage Correspondence

AR 25-55 Information Management/FOI Act

AR 27-1 Judge Advocate Legal Services

AR 27-10 Military Justice

AR 30-1 Army Food Service Program

AR 40-501 Standards of Medical Fitness

AR 65-1 Army Postal Operating Instructions

AR 65-75 Unit Mail Service

AR 220-1 Unit Status Reporting

AR 220-45 Duty Rosters

AR 310-25 Dictionary of Army Terms

AR 340-21 The Army Privacy Program

AR 350-21 Instructions in Benefits of Honorable Discharge

AR 380-19 Information Systems Security

AR 385-10 The Army Safety Program

AR 385-40 Accident Investigation and Reporting

AR 600-8-1 Army Casualty Operations/Assistance Insurance

AR 600-8-2 Suspension of Favorable Personnel Action

AR 600-8-3 Unit Postal Operations

AR 600-8-6 Military Personnel Asset Inventory

AR 600-8-8 Total Army Sponsorship Program

AR 600-8-10 Leaves and Passes

AR 600-8-11 Reassignment

AR 600-8-14 Identification Cards for Members of the Uniformed Services, Their Family

Members, and other Eligible Personnel

AR 600-8-19 Enlisted Promotions and Reductions

AR 600-8-22 Military Awards

AR 600-8-24 Officer Transfers and Discharges

AR 600-8-101 Personnel Processing, In and Out and Mobilization Processing

AR 600-8-103 Battalion S-1

AR 600-8-105 Military Orders

AR 600-9 Army Weight Control Program

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AR 600-20 Army Command Policy

AR 600-37 Unfavorable Information

AR 600-38 Meal Card Management System

AR 600-85 Alcohol and Drug Abuse Prevention and Control Program

AR 601-280 Army Reenlistment Program

AR 614-100 Officer Assignment Polices, Details and Transfers

AR 614-200 Enlisted Assignments and Utilization Management

AR 623-105 Officer Evaluations

AR 623-205 Enlisted Evaluations

AR 630-10 AWOL and Administration of persons Involved in Civilian Court

AR 635-200 Enlisted Personnel

AR 670-1 Uniform and Appearance

AR 672-20 Incentive Awards

AR 680-29 Military Personnel Organization and Type of Transaction Code

AR 930-4 Army Emergency Relief

Department of the Army Pamphlets

DA PAM 310-10 STARPUBS Users Guide

DA PAM 600-8 Management Administrative Procedures

DA Cir 600-8-89-1 Update Circulars

Field Manuals

FM 12-6 Personnel Doctrine

Fort Drum Regulations

FP Reg 612-2 In-processing

Other References

Manual for Courts Martial/UCMJ

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SUBJECT: Annex B (Distribution Scheme)

Unit/Office/Activity Quantity by Distribution

A B C

Commander/Principal Staff

Command Group Reading File 1 1 1

S-1 1 1 1

S2 1 1 1

S3 1 1 1

S4 1 1 1

S6 1 1 1

PBO 1 1 1

BMO 1 1 1

Chaplain 1 1 1

Battalion/Assigned Units

A Company 1

C Company 1 1

D Company 1 1

E Company 1 1

F ATS 1 1

F PFDR 1 1

Headquarters Company STB 1 1

Other Activities

Brigade Commander 1

TOTAL 17 14 9

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SUBJECT: Annex C (Recurring Reports and Suspense)

1. Scope : This appendix applies primarily to the Battalion S-1. In some cases, feeder reports and input are required by other offices and subordinate units. Recurring reports and suspenses include:

REPORT

Command and

Staff Notes

Battalion Social

Roster

AAA-117

Unit Enlisted

Advancement

Report

AAA-294

Unit Enlisted

Advancement

Report

TO WHOM

BC/XO

Senior NCO

Companies

Companies

WHEN

BI Weekly

When

S-1 LEAD

Adjutant

Adjutant appropriate

1 st

of the month Promotions

Clerk

1 st


Clerk

REMARKS

Must be complete by

COB the day prior to

Command and

Staff

Return to the S-1 by the 7 th month

of the

Return to the S-1 by the 7 th month

of the

C10

Promotion Points

AAA-095

Flag Report

Unit Cdr Finance

Report (UCFR)

AAA-165

Unit

Accountability

Notice

Companies

Companies

Companies

Companies

1 st


Clerk

Return to the S-1 by the 7 th of the month

1 st of the month EMILPO Clerk Return to the S-1 by the 7 th

of the

1 st

1 st

of the month

Day of the month

Finance Clerk month

Return to the S-1 by the 7 th

of the month

EMILPO Clerk Companies must return NLT 7 th

of the month

NCOER Rating

Scheme

BNS-1 15 th

working day of the month

Companies Commander must sign and return to the S-1

NLT the 15 th

of the month.

4 th

of the month AWARDS Clerk Monthly report Awards Statistics Clark Hall

POC

UMR Companies 10 th

of the month EMILPO Clerk Monthly Report

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SUBJECT: Annex C (Recurring Reports and Suspense)

NCOERs BN S-1

Evaluations

Day of the month the thru month

AAA-162

Zero Balance

Report

Good Conduct

Roster

Companies

BN S-1

Last working day of the month

2nd week of the month

Companies Companies must provide completed NLT

15 Days of the

THRU Date

EMILPO Clerk Companies must sign and return

NLT 5 th

of the month

AWARDS Clerk Companies must sign and return

NLT 5 th of the month

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SUBJECT: Annex D (In & Out Processing)

1. Scope : To prescribe procedures and responsibilities for the in-processing of newly assigned personnel and the out-processing of personnel departing the Battalion based on ETS, PCS, or separation.

2. General :

a. Initial assignment of Soldiers is made through coordination of the consolidated In/Out

Processing Center and the Personnel Sergeant. Personnel assets will be distributed based on vacancies, projected losses, projected gains, and the Battalion Commander’s and Battalion

CSM’s priorities.

b. The BDE S-1 calls the Battalion S-1 for unit of assignment. The Battalion S-1 will then coordinate with the CSM on assignments affecting personnel in grade E6 and above. S-1 will then call the company for a sponsor, if not already assigned. If the Soldier is in need of a sponsor, one of the same rank or higher will be appointed. Soldiers will not be assigned duties until they have completely in-processed.

c. Prior to reporting to the gaining unit, assignment orders will be received by the S-1 and an

EMILPO gains transaction will be inputted as of the reporting date on the order. Individuals will report to the Battalion S-1 for in-processing. Individuals will sign in on the Battalion Personnel

Register (DA Form 647-1). The S-1 will initiate a Soldier management information file (SMIF) and provide a meal card for single Soldiers.

d. The BN S-1 initiates an in-processing checklist, which the individual is responsible for completing within 8 working days. Upon completion of the checklist, the Soldier will forward it to the S-1 after the Company 1SG, Company Commander, have verified in-processing has been completed. e.

A copy of the assignment 4187 will be filed in the Soldier’s file. Additional EMILPO updates will be made when Soldier in processes in the unit.

3. In-Processing.

Each Soldier must meet all the requirements outlined on the installation inprocessing checklist. In addition, each unit must develop and use a Company unit level inprocessing checklist to ensure the individual Soldier has completely integrated into the unit before assuming duties. The following is a recommended list of items required to in-process each unit:

a. Orderly Room.

(1) SRP Packet

(2) Training file (to include CTT results, DA Form 705, and weapons qualification records).

(3) Soldier Management Information File (SMIF).

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SUBJECT: Annex D (In & Out Processing)

(4) Profile (If applicable)

(5) Weight Control Packet (If applicable)

(6) Policies and a Memorandum for record (MFR) for Soldiers to sign.

(7) Barracks room assignment.

(8) Reception and Integration Counseling by Commander and First Sergeant.

b. Supply Room.

(1) Clothing Record (to include unit hand receipts and copy of CIF record)

(2) Unit patches and crest.

(3) Special equipment issue.

c. NBC Room.

(1) Mask sizing and issue.

(2) Optical inserts (if applicable).

d. Arms Room.

(1) Weapons assignment and weapons card issue.

(2) Use of Force Briefing.

e. Motor Pool.

(1) Driver’s License issue (all equipment, testing if applicable).

(2) Read the Motor Pool SOP.

4. For personnel married and/or with children, time must be allocated to ensure quarters are acquired and children enrolled in school (if applicable).

5. Sponsors for all Soldiers should escort each Soldier and family member around the installation and orient them to all facilities (i.e. hospital, commissary, PX, etc.). For additional sponsor duties see Appendix Q.

6. The above reference items are not all-inclusive, but can assist in integrating a new Soldier in the unit. The same issues must be cleared for those Soldiers departing the unit.

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SUBJECT: Annex F (Daily Checks)

7. This appendix applies to the Battalion S-1. Other offices and units are encouraged to maintain a similar list for their operations.

8. The SR HRNCO is responsible for maintaining these supplies in the S-1 supply storage cabinet.

ITEM QUANTITY

Award folders (Green) 20 each

Lined writing tablets (legal/letter) 10 each

Document Protectors 2 boxes

Retractable ball point pens 2 boxes

File folders (legal) 2 boxes

File folders (letter) 2 boxes

Toner cartridge for XEROX machine 2 each

XEROX copy paper 1 case

Printer Cartridges 2 each

Medal sets (AAM, ARCOM, and MSM) 10 each

Binding Tape (100mph) 1 roll

Transparency tape (overlay material) 2 rolls

Paper clips 4 boxes

Staples (standard) 2 boxes

Opaque correction fluid 2 bottles

Envelopes (letter) 1 box

Envelopes (11 x 14) 50 each

Facsimile paper 1 roll

Ribbon (ink/corrective) for typewriters 2 each

Marker, fine point, black/blue/red/green 2 boxes each

Binder, 3-ring, 4 inch capacity 5 each

Binder, 3-ring, 2 ½ inch capacity 5 each

Binder, 3-ring, 1 inch capacity 5 each

Clips, clam size 2 2 boxes

Pencils, No.2 2 boxes

Post-it pads 6 packs

Frames 5 boxes

9. All other office supplies such as staplers, rulers, punches, etc. will be ordered as needed through the BN S4.

10. Coordinate with the supply section to obtain detailed information for all products.

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SUBJECT: Annex F (Daily Checks)

1. Purpose : To establish daily procedures on conducting and end-of-day security check of the command group, and the Battalion S-1 administrative area.

2. Procedure: Security Checks will consist of the following: a. Ensure classified material is held at a manageable level by timely destruction. b. Filing cabinets and safe are locked. c. Ensure Identification Cards (ID Cards) are removed from computers. d. Mailroom door is closed and locked. e. Visually scan desktops for classified material and FOUO documents. f. Ensure all visitors are screened by S2 personnel and Staff Duty NCOs. g. Ensure Government property is not removed from the workplace unless accompanied by an official shipping document or property accountability documentation.

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SUBJECT: Annex G (Administrative Guide)

1. Purpose : This appendix prescribes administrative policy and staff procedures for correspondence management within the Battalion. It provides guidance on preparing and coordinating written communications, including military and non-military letters, internal staff papers, and messages.

2. Reference : AR 25-50, Preparing Correspondence, is the primary reference for preparing correspondence.

3. Policy : The Battalion S-1 and the SR HRNCO in each section will serve as the point of contact for all administrative matters pertaining to their respective sections/staff offices. These individuals will ensure that all administrative matters dispatched from their respective sections/staff offices conform to the guidance set forth herein.

Appendixes

1 -Incoming Correspondence

2 -Outgoing Correspondence

3 -Office Symbols

4 -Delegation of Signature Authority

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Appendix 1 (Incoming Correspondence) to Annex G (Administrative Guide) to the Battalion

Administrative Standard Operating Procedure (ASOP)

1. Receipt and distribution of Incoming Correspondence : The S-1 Section, under the supervision of the SR HRNCO, is responsible for receiving, distributing, and controlling incoming correspondence. a. The Administrative Section will:

(1) Forward all command interest correspondence to the Command Group.

(2) Open and distribute, except as noted below, all correspondence addressed to the

Battalion Commander.

(3) Distribute unopened, to the appropriate office, correspondence addressed to a staff section, office symbol, or addressed to or for the attention of a specific individual assigned to this headquarters.

(4) Route all correspondence signed by a general officer through the executive officer to the appropriate staff section.

(5) Mark everything with date received and who received it (example: received 28 Jan 99,

CPT Nobody). All incoming distribution for the S-1 section will be routed through the SR

HRNCO. All incoming distribution for the Administration Section will be routed through the

Administrative Supervisor.

(6) File a copy of all unclassified correspondence requiring action or reply. Send the original to the appropriate section for action. Make sure all suspenses for the Battalion are recorded in the suspense roster and that they have a routing slip attached. Never under any circumstance, put CLASSIFIED material in the reading file.

(7) Maintain a suspense control log for all correspondence sent to a staff section for action.

This will be accomplished by logging any actions in on the “Actions” section of the S-1 control log currently used for all S-1 actions. Ensure that the entry includes the name of the person / action officer the action is given to. b. Staff Section/Offices will:

(1) Evaluate the contents of correspondence and messages received to determine if primary staff action responsibility has been correctly assigned.

(2) If staff action responsibility is correct, take necessary action. If the assignment of the staff action is incorrect, request acceptance of the action by the section you believe has responsibility. If the new section refuses the action, the originally tasked section must obtain approval of the executive officer to change the action

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Appendix 1 (Incoming Correspondence) to Annex G (Administrative Guide) to the Battalion


(3) Ensure information copies of correspondence are furnished to those staff sections in the

Battalion having functional responsibility or direct informational interest.

(4) Ensure the executive officer is advised of all correspondence that is considered to be of command interest.

(5) Pick up distribution from the Administrative Section at least twice daily, once in the morning and once in the afternoon.

2. Command Interest Correspondence : The following correspondence to include messages, are considered to be of command interest. a. All incoming correspondence signed by a general officer or civilian of equivalent rank. b. Recommended non-concurrence actions proposed by higher or lateral commands or significant requests and recommendations to be made to higher or parallel authority. c. Appeals of subordinate echelons regarding decisions made by this headquarters. d. Disapprovals from higher headquarters. e. Correspondence that requires:

(1) A personal response from the Battalion Commander.

(2) A response when policy is not in place.

(3) Interpretation of established headquarters policy.

(4) A response to senior or lateral headquarters when a general officer is known to have direct interest or involvement.

(5) A negative response to a request from an organization outside the Battalion.

3. Suspense Actions : Staff sections that receive correspondence requiring action will meet deadlines and dispatch replies through the administrative supervisor. If a final reply cannot be made within a reasonable time or specified deadline, an interim reply will be made. Replies to correspondence will be dispatched by the staff section concerned within the time specified in the following schedule:

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SUBJECT: Annex G (Administrative Guide) a. Congressional inquiries: Normally three calendar days. b. Correspondence signed by a service Commander or higher authority: Five days. c. Other correspondence: Ten days.

4. Confidentiality : Persons who handle incoming correspondence will not discuss the contents of documents they are exposed to with other persons unless there is a direct official need.

Appendix 2 (Outgoing Correspondence) to Annex G (Administrative Guide) to the Battalion


Memorandums : Memorandums will be prepared in accordance with AR 25-50 using Times

New Roman 10 or 12 pitch font.

a. Text.

(1) Abbreviations: Abbreviations authorized in AR 310-50 may be used in the body of correspondence. Abbreviations will be written/typed out in full on their first appearance followed by the abbreviation in parentheses. Abbreviations peculiar to a particular service branch will not be used in correspondence addressed to other services or government agencies.

In all documents prepared by the Battalion, United States will be abbreviated with periods (i.e.

U.S.). Department of the Army will be abbreviated “DA”. Abbreviations other than those found in standard dictionaries, will not be used in correspondence addressed to US civilians.

Correspondence addressed to foreign agencies/civilians will not contain abbreviations.

(2) Acronyms: All of the words used in an acronym must be spelled out and followed by the acronym in parentheses when first used in the text. The acronym may be used alone thereafter.

(3) References: References cited should be available to individual to whom the action is addressed. If a reference is cited that was not distributed to addressee, the text of the correspondence should contain a brief summary of its contents. References will contain all applicable identifying information.

b. Authority Line: An authority line will be used on all official letters addressed to other activities within the Department of Defense, unless the Commander signs them personally or when it is stated in the text that the memorandum is written at his direction. Do not use an authority line on personalized letters, correspondence addressed to foreign agencies or civilians, or on correspondence that uses the pronouns I, me, or my.

c. Signature elements: Correspondence addressed to the Commander of lateral or higher headquarters or in reply to a letter signed by a general officer, will be signed in accordance with

Tab 4, Appendix G, Annex 1 of this SOP (Delegation of Signature Authority).

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SUBJECT: Annex G (Administrative Guide) d. When referring to the headquarters in written/typed correspondence, the following formats will be used:

(1) Spelled out: Headquarters and Headquarters, ………..Battalion, Fort Drum, NY 13602

(2) Abbreviated: HHC, …….Battalion, Fort Drum, NY 13602 e. Correspondence from this headquarters must be typo-graphically, grammatically, and administratively correct. Neat, legible pen and ink changes are authorized on internal headquarters correspondence only.

Command Correspondence Preparation :

a. Communications personally addressed to the Battalion Commander and forwarded to the staff for preparation of a reply will be processed in the shortest possible time, but no later than that specified below.

(1) Final replies will be submitted to the Command Group via Battalion routing slip (OF

41), Request for Staff Action for signature as soon as possible, but not later than five working days from the date of receipt.

(2) Final replies requiring comprehensive development and/or extensive staffing will be submitted to the Command Group via a Battalion routing slip, Request for Staff Action for signature as soon as possible, but not later than ten working days from the date of receipt.

(3) In those exceptional cases where final replies cannot be made within five working days, an interim reply will be submitted providing as much information as possible and date when the final reply can be expected. b. Memorandums or endorsements will be prepared in accordance with AR 25-50, Preparing

Military Correspondence. The unit is responsible for preparing the Memorandum/endorsement for the Battalion Commander’s signature, unless otherwise directed. c. All Correspondence prepared with a required signature from any member of the

Command Group will be forwarded through the S-1 using the Battalion Staff Action Routing

Slip and should be prepared as follows:

(1) Correspondence will be in a manila folder, attached with clam clips. There will be no staples.

(2) Supporting documentation will be on the left hand side and the document for signature will be on the right hand side with the “SIGN HERE” tab, indicating where the individual should sign just above the signature block.

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(3) The Battalion Routing Slip will be on the front outside of the folder.

Coordination Procedure : a. Correspondence that encompasses the functions or responsibilities of the other staff sections will be coordinated. b. Coordination with the executive officer is required on all matters pertaining to all functions and areas of responsibility of the Command Group. c. When necessary, the office of primary responsibility will hand-carry correspondence for coordination to meet short deadlines or to provide additional information. d. The office of primary responsibility will provide a copy of the correspondence to a coordinating section if there is a definite requirement established in the document. e. Internal headquarters correspondence may be coordinated using the record file copy.

Correspondence for Command Group review and approval will be coordinated using the

Battalion routing slip. f. External headquarters correspondence for BDE and Fort Drum review and approval will be coordinated using an Action Transmittal Letter. g. The action office will include coordination with a higher, lateral, or subordinate unit as an attachment to the Staff Summary Sheet, if such coordination is required. h. Staff summary sheet. Staff summary sheets are used to briefly summarize staff work, to request action, or to forward information. Generally, they must be on one page.

(1) Non-concurrence on staff summary sheet.

(2) If you do not agree with the proposed action:

(3) Write a memorandum to the action office stating your reasons, and write in ink in the signature column of the Staff Summary Sheet after your functional address symbol.

(4) Attach your memorandum to the Staff Summary Sheet and return it to the action office.

(5) If you receive a non-concurrence on a Staff Summary Sheet:

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(1) Try to resolve all differences, or write a rebuttal memorandum to the

Command Group if differences cannot be resolved. State that you discussed any differences with the nonconcurring official and give your reasons why the proposed action cannot be changed.

(2) Attach your consideration of non-concurrence and the memorandum of nonconcurrence to the Staff Summary Sheet and send it to the next addressee.

4. Release and dispatch of correspondence : All correspondence submitted to the Battalion

Commander for signature will be accompanied by complete background material. The signed correspondence will be returned to the originating section for dispatch. Classified mail will be prepared for mailing by the originating office in accordance with AR 380-5 and should be checked by the BN Security Manager.

Compliance with the following procedures will help prevent security infractions. a. Classified (SECRET/CONFIDENTIAL) material for dispatch off post must be prepared for transmission via registered mail. The following steps must be taken prior to mailing.

(1) Prepare DA Form 3964, Classified Document Accountability Record, and enclose it in the container/envelope.

(2) Material must be packaged in an opaque inner and outer container and seal with brown paper tape. Do not mark classification on outer container. The inner envelope will also contain

DA Label 18 with the addressee and return address on it. DO NOT mark outer envelope with classification.

(3) Prepare DA Form 1965, Delivery and Pick-up Service in Triplicate for signature by

DPTMS Telecommunications Center prior to dispatch of the container/envelope. b. Controlled material for dispatch off post must be prepared for transmission via registered mail. The following steps must be taken prior to mailing.


(2) Material must be packaged in an opaque inner and outer container; mark both sides of the inner container with the classification and seal with brown paper tape. The inner envelope will also contain DA Label 18 with the addressee and return address on it. DO NOT mark outer envelope with official.

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Administrative Standard Operating Procedure (ASOP) c. Classified (SECRET/CONFIDENTIAL) material for dispatch on post, must be prepared for transmission via courier. The following steps must be taken prior to delivery.


(2) Material must be packaged in an opaque inner and outer container; mark both sides of the inner container with the classification and seal with brown paper tape.

(3) Prepare DA Form 1965, Delivery and Pick-up Service in triplicate for signature by

DPTMS Distribution Center to dispatch of the container/envelope.

d. Controlled material for dispatch on post.


(2) Material must be S-1 kaged in an opaque inner and outer container; mark both sides of the inner container with the classification and seal with brown paper tape.

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Appendix 3 (Office Symbols) to Annex G (Administrative Guide) to the Battalion


1. The following is a list of office symbols approved by the Director of Information

Management.

2. The following office symbols are assigned:

Battalion…………………………………………………………... AFDR-ABA

Commander……………………………………………………….. AFDR-ABA-CDR

Executive Officer …………………………………………………. AFDR-ABA-XO

Command Sergeant Major………………………………………… AFDR-ABA-CSM

S-1 ………………………………………………………………… AFDR-ABA-PE

S2………………………………………………………………….. AFAD-BCS -IN

S3………………………………………………………………….. AFDR-ABA-OP

S4………………………………………………………………….. AFDR-ABA-LG

BMO………………………………………………………………. AFDR-ABA-BMO

S-6/BSO…………………………………………………………… AFDR-ABA-IM

PBO……………………………………………………………….. AFDR-ABA-P

Chaplain…………………………………………………………… AFDR-ABA-CH

Headquarters and Headquarters Company ……………………….. AFDR-ABA-H

A Company……………………………………………………….. AFDR-ABA-A

C Company ………………………………………………………. AFDR-ABA-C

D Company ………………………………………………………. AFDR-ABA-D

E Company..………………………………………………………. AFDR-ABA-E

F Company ATS .…………………………………………………. AFDR-ABA-ATS

F Company PFDR………………………………………………… AFDR-ABA-F

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Appendix 4 (Delegation of Signature Authority) to Annex G (Administrative Guide) to the

Battalion Administrative Standard Operating Procedure (ASOP)

1. The following Officers are authorized to sign correspondence with the authentication line,

“FOR THE COMMANDER.” This authority encompasses all correspondence and documents including taskings to subordinate units.

Present Executive Officer

MAJ, LG

Acting Commander (Only in the absence of or delegated by the Battalion Commander)

Present Adjutant

CPT, AG (Only in the absence of or delegated by the BN Commander)

Adjutant

Present S3 Operations Officer

MAJ, SC

Acting Commander (Only in the absence of both the BN CDR and Executive Officer)

2. The following officer is authorized to sign non-directive correspondence and reports related to plans, training, and exercises with the authentication line, “FOR THE COMMANDER.” This officer is also authorized to authenticate copies of Operations Plans (OPLANS), Contingency

Plans (CONPLANS), and Operations Orders (OPORDS) issued by the Battalion.

Present S3 Operations Officer

MAJ, SC

Battalion Operations Officer

3. Principal staff Officers may sign internal non-directive correspondence within the normal scope of their assigned duties using their own signature block. Correspondence addressed outside the Battalion headquarters must be signed by the Battalion Commander or one of the

Battalion Commander’s designated representatives.

4. The Battalion Commander reserves the authority to sign all correspondence addressed to O6

Commanders and general Officers.

5. Delegation of signature authority does not include documents or correspondence that the

Battalion Commander is required to sign by statute or regulation. Officers who sign documents on the Battalion Commander’s behalf are responsible for providing a reading file copy to the S-1 officer for inclusion in the headquarters reading file.

6. This delegation of signature authority supersedes all previous delegations.

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SUBJECT: Annex H (Awards)

1. Reference : AR 600-8-22

2. General :

a. Recognition upon departure. All Soldiers who are assigned to the Battalion will be considered for an award by their unit Commander before they depart. Those who contributed significantly to the readiness, effectiveness, morale, or esprit-de-corps of the unit may be considered for an individual decoration. No individual, however, is automatically entitled to an award when they depart.

b. Military decorations are awarded to recognize heroism, meritorious achievement, or meritorious service. Any individual with personal knowledge (first hand knowledge) may submit a recommendation for an award. Award recommendations will be submitted through the chain of command.

c. Awards will be based on the whole person concept. This includes job performance, discipline, physical fitness, and other areas that reflect a Soldier’s qualities. Recommendations must be typed. They must be factual and describe the individual’s heroism, service, or achievement. Proposed citations are not the place for flowery statements. The dignity of the certificate with an accurate description of the deed, service or achievement is sufficient.

d. There is no limit on the number of awards a Soldier may receive for meritorious service or achievement during an assignment to the Battalion. Each period of service or achievement is considered individually. Only one award, achievement or service, may be given for the same period of service or achievement.

e. Impact awards. Commanders may request impact awards when quick recognition of special achievement or heroism is appropriate. Impact awards (AAMs, ARCOMs, or coins) will be initiated as soon as possible after the achievement. Direct verbal communication through the chain of command to the Battalion Commander is appropriate. If verbal approval is given, present the award without delay, and submit DA Form 638 with supporting documents (blotters, statements, etc.) within five (5) working days to the S-1. In cases where there are multiple award recommendations for multiple Soldiers either in the same or different units, the senior Soldier on the scene will make all award recommendations. All award recommendations will be submitted at the same time in order to be reviewed by the Battalion Commander for appropriateness.

Orders awarding impact decorations will not be published until DA Form 638 is submitted.

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f. Approval authorities:

(1) Meritorious Service Medal and higher: Commander, Fort Drum.

(2) Army Commendation Medal: Commander, 10 CAB, Fort Drum.

(3) Army Achievement Medal and Department of the Army Certificate of Achievement:

Battalion Commander, or Executive Officer if on orders as acting Commander.

g. Award recommendations will be submitted in a timely manner. The table below shows the suspense time periods that awards must be submitted by. By following the guidance in the 5 th column, all awards should be ready for presentation by the time period in the 2 nd

column.

TYPE

OF

AWARD

AAM

AWARD

COMPLETE

30 Days prior to presentation date

ARCOM 60 Days prior to presentation date

MSM 90 Days prior to presentation date

BC MUST SIGN

AWARD




AWARD INTO S-

1




RECOMMENDED

START PERIOD




3. Procedures :

a. Submit recommendations for a letter of achievement or commendation from the Battalion

Commander in memorandum format (Appendix 1).

b. Submit recommendations for the DA Certificate of Achievement in memorandum format.

Include a proposed citation, that when typed does not exceed nine lines (Appendix 2).

c. Use DA Form 638 for submitting recommendations for the Army Achievement Medal and higher awards.

4. Instructions for completing DA Form 638 are at Appendix 3 : The DA Form 638 will be typed.

Appendices:

1. Example Memorandum of Achievement or Commendation

2. Example DA Certificate of Achievement Recommendation

3. DA Form 638 Preparation Guide

4. Example DA Form 638 (AAM)

5. Example DA Form 638 (ARCOM)

6. Example DA Form 638 (MSM)

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Appendix 1 (Example Memorandum of Achievement or Commendation) to Annex H (Awards) to the Battalion Administrative Standard Operating Procedures (ASOP)

AFDR-ABA-(Unit) (DATE)

MEMORANDUM FOR Rank and Name of Soldier, Unit Soldier is Assigned to, Station and zip code

SUBJECT: Memorandum of (Achievement or Commendation)

Type memorandums of achievement and commendation for the Battalion Commander’s signature in non-military format. Army Regulation 25-50 provides details.

In the first paragraph, use to the point language and tell what the Soldier is being commended for, or what the achievement was. Use one or two sentences. For example, “You are commended for passing your last three physical fitness tests with perfect scores of 300. This kind of performance reflects your attitude towards total fitness and motivates others to follow your example.”

Try and limit memorandum of achievement and commendation to one page. Memorandums of achievement and commendation may be filed in a Soldier’s Interactive Personnel Electronic

Records Management System (IPERMS) if signed by a Commander in the rank of 05 or above.

Include this sentence as the last paragraph if the memorandum is to be filed in the Soldier’s

IPERMS: “A copy of this memorandum will be filed on the performance fiche in your official military personnel file.”

TO B. GOOD

LTC, AV

Commanding

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Appendix 2 (Example DA Certificate of Achievement Recommendation) to Annex H (Awards) to the Battalion Administrative Standard Operating Procedures (ASOP)

AFDR-ABA -(Unit) (DATE)

MEMORANDUM FOR Commander, 2-10 th

Aviation Battalion, Fort Drum, NY 13602

SUBJECT: Recommendation for DA Certificate of Achievement

1. Recommend that (Rank, Name, SSN, and Unit) be awarded a DA Certificate of Achievement.

a. Proposed presentation date:

b. Period of service or achievement:

c. The Soldier has not received an award for this service or achievement.

d. The Soldier is not under suspension of favorable action for any derogatory action.

2. Proposed citation (nine lines maximum): ALL CAPITAL LETTERS; no abbreviations or acronyms.

FOR OUTSTANDING ACHIEVEMENT DURING THREE CONSECUTIVE PHYSICAL

FITNESS TESTS. SERGEANT CANDO PASSED EACH TEST WITH PERFECT SCORES

OF 300. THIS KIND OF PERFORMANCE SETS SERGEANT CANDO APART FROM

OTHERS AND REFLECTS HIS ATTITUDE TOWARDS EXCELLENCE IN PHYSICAL

FITNESS. SERGEANT CANDO’S PERFORMANCE REFLECTS GREAT CREDIT UPON

HIM, THE 2-10 th

AVIATION BATTALION, THE 10 th

COMBAT AVIATION BRIGADE ,

AND THE UNITED STATES ARMY.

3. Point of Contact is SFC XXXXX, 531-XXXX.

UNIT COMMANDER

CPT, AV

Commanding

Encls

1. ORB

2. ERB

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Appendix 3 (DA Form 638 Processing Guide) to Annex H (Awards) to the Battalion

Administrative Standard Operating Procedures (ASOP)

NOTE: Upper and lower case letters when filling out 638 (DO NOT USE ALL CAPS)

Block #1 “TO” - Enter the address of the final approving authority for the recommended award.

For example:

AAM Commander, Battalion

Fort Drum, NY 13602

ARCOM Commander, Brigade

Fort Drum, NY 13602

MSM Commander, Fort Drum

Fort Drum, NY 13602

Block #2 “FROM” – Enter the address of the recommended individual’s immediate Commander.

For example:

Commander, HHC, 2-10 th

AVN, 10 th

CAB

Fort Drum, NY 13602

Block #3 “DATE” – Enter the date the recommender submitted the recommendation for award.

Example – 20130101.

Block #4 “NAME” – Enter the individual’s complete name. Last name, first name, middle initial.

Example (SMITH, JOHN F.) ( ALL CAPS)

Block #5 “RANK” – Enter the individual’s rank using three letter abbreviations. Example (PFC,

SFC, CPT)

Block #6 “SSN” – Enter the individual’s complete social security number to include dashes.

Example (123-45-6789)

Block #7 “ORGANIZATION” – Enter individual’s complete unit of assignment including the zip code. Example:

HHC, 2-10 th

AVN, 10 th

CAB

Fort Drum, NY 13602

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Block #8 “PREVIOUS AWARDS” – List all previous awards to include Oak Leaf Clusters.

Example (ARCOM-2OLC, AAM-4OLC). If there are no previous awards state

“NONE”.

Block #9 “BRANCH OF SERVICE” – LEAVE BLANK unless it is for another Armed Services

(No Acronyms) Example (U.S. Air Force)

Block #10 “RECOMMENDED AWARD” – Enter the recommended award to include Oak Leaf

Clusters. Example (ARCOM-2OLC, AAM 4OLC)

Block #11 “PERIOD OF AWARD” –

11a - “FROM” – Enter date the achievement began or date service began at Fort Drum.

Retirement awards can be dated back 10 years from Retirement Date.

11b - “TO” – Enter the ending date of achievement or service. “TO” date will be the last day the Soldier belongs to Fort Drum. Retirement “TO” dates will be the last day of the month prior to the effective retirement date. If award is for ETS – the date will be the ETS date.

ALL AWARDS WILL BE RECORDED YYYY,MM,DD

Example (FROM 20100101 TO 20140101)

Block #12 “REASON FOR AWARD” – Enter the reason for the proposed award and Proposed

Presentation Date. ACH, SVC, PCS, ETS, or RET. Example (PCS/20140101) (PPD at a minimum 14 days prior to PCS/ETS leave date)

#12B “INTERIM AWARD” – Check the appropriate block to

indicate if an interim award is given.

Block #13 “POSTHUMOUS” – YES – if deceased

NO – if not deceased

Block #14 “Name” – Recommender’s Last Name, First Name, MI (ALL CAPS)

Block #15 “Address” – Type same as Block #7

Block #16 “TITLE/POSITION” – MTOE authorized Position Title or the title that best described their actual duties.

Block #17 “Rank” – Example SPC, SSG, 1SG CPT

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Block #18 “RELATIONSHIP TO AWARDEE” – this will state the best description of the relationship to awardee. Example (Supervisor, Squad Leader, 1SG, ect.) (ALL

CAPS)

Block #19 “Signature” – Signature of Recommender

Block #20 “ACHIEVEMENTS 1 – 4” – See AR 600-8-22 Chapter 3 “U.S. Army Individual

Decorations”, Section 1 – “Intent”, should be consulted when the recommender is writing Achievements 1 – 4.

Block #21 “PROPOSED CITATION” – Enter the proposed citation for award. The specific job description used in block #9 will be used here also. Start the citation with “FOR MERITORIOUS

SERVICE/ACHIEVEMENT” for AAMs and ARCOMs. Use “FOR

EXCEPTIONALLY MERITORIOUS SERVICE/ACHIEVEMENT” for MSMs.

NOTE: Acronyms, abbreviations and dates are not used in the Proposed Citation.

Block #22 “SIGNATURE” – this is signed by the S-1 Awards Clerk.

Block #23(I) – Commanders will include comments in this block for all awards. Comments will provide special emphasis on the award.

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Block #23 – #26 All “TO” and “FROM” Blocks will state:

(Commander, Unit, Fort Drum, TX and ZIP Code)

See Example for Block #2.

List of Recommended Award, Approval

Authority’s Rank and Title/Position:

AAM LTC Battalion Commander

ARCOM COL Brigade Commander

MSM BG Commander, Fort Drum

Block #26a “TO” – Will always say ORDERS ISSUING AUTHORITY

Block #27a “ORDERS ISSUING HQ” –

AAM HQ, 2-10 th

AVN BN, 10 th

CAB, 10 th

MTN DIV

Fort Drum, NY 13602

ARCOMs HQ, 10 th

CAB, 10 th

MTN DIV

Fort Drum, NY 13602

MSMs HQ, Fort Drum

Fort Drum, NY 13602

Block #27b “PERMANENT ORDER NO.” – Left blank until the award is complete.

Block #28a “NAME OF ORDERS APPROVAL AUTHORITY” –

AAMs Current Battalion Adjutant

ARCOMs Current Brigade Adjutant

MSMs Current G1/DIVISION

Block #28b “RANK” – As appropriate for the Orders Approval Authority in Block #28a.

Block #28c “TITLE/POSITION” – As appropriate for the Orders Approval Authority in Block

#28a.

Block #28d “SIGNATURE” – Signed by Battalion/Brigade/G1/DIVISION Adjutant when award is final.

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Block #29 “APPROVED AWARD” – This is left blank until the award is approved. Once approved, the approved award with Oak Leaf Cluster is entered. Example

(ARCOM-2OLC)

Block #30 “DATE” – Date signed by Battalion Adjutant.

Block #31 “DISTRIBUTION” - Blank

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Appendix4 (Example DA Form 638 - AAM) to Annex H (Awards) to the Battalion


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Appendix 4 (Example DA Form 638 - AAM) to Annex H (Awards) to the Battalion


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Appendix 5 (Example DA Form 638 - ARCOM) to Annex H (Awards) to the Battalion


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Appendix 6 (Example DA Form 638 - MSM) to Annex H (Awards) to the Battalion


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K. Front Page Soldier Data:

Address for Division CDR

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1.

Back Page Administrative Information:

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SUBJECT: Annex I (Battalion Level Additional Duty Listing)

1.

Battalion Additional duties : Although there are other additional duties that occur for a small period of time such as the tax assistance officer, this list is primarily concerned with continuous additional duties that last throughout the year. These duties normally are appointed in writing by the Adjutant or by the Battalion Commander. The format for additional duty orders is at Tab 1.

TITLE REGULATION

ARMY EMERGENCY RELIEF

AMMUNITION ACCOUNTABLE OFFICER/NCO

AMMUNITION MANAGER

AMMUNITION AMNESTY BOX CUSTODIAN

AR 930-4 (22 FEB 08)

AR 700-19 (7 FEB 08) /AR 5-13 (17 DEC 09)

AR 700-19 (7 FEB 08) /AR 5-13 (17 DEC 09)

AR 700-19 (7 FEB 08) /AR 5-13 (17 DEC 09)

ARMS ROOM

ARMY OIL ANALYSIS PROGRAM MONITOR

ARMY OIL ANALYSIS PROGRAM NCO

ARMY SUGGESTION PROGRAM NCO

ASAP OFFICER/NCO

BOSS REPRESENTATIVE

AR 190-11 (15 NOV 06)

TB 43-0211 (1 DEC 04) / AR 750-1 (20 SEPT 07)/ PAM 738-

751 (15 MAR 99)

TB 43-0211 (1 DEC 04)

AR 5-17 (19 OCT 1990)

AR 600-85 ( 2 FEB 2009 )

DEP OF ARMY CIR 608-01-1(29 AUG 2001)

BUDGET OFFICER

BUILDING MANAGER

CLASSIFIED DOCUMENTS CUSTODIAN

COMMAND SUPPLY DISCIPLINE MONITOR

COMSEC OFFICER

COMSEC CUSTODIAN

FM 1-06 (21 SEPT 06)

AR 420-90 (10 SEPT 97)/AR 420-1 (12 FEB 08)

AR 380-5 (29 SEPT 00)

AR 710-2 (28 MAR 08)

AR 380-40 (30 JUN 00)

AR 380-40 (30 JUN 00)

COR GUIDE (14 APR 05)

CONTRACTING OFFICER REPRESENTATIVE

COURTS MARTIAL MEMBER

CRIME PREVENTION OFFICER/ NCO

DUTY OFFICER

ENERGY CONSERVATION OFFICER

ENERGY MONITOR

EQUAL OPPORTUNITY REPRESENTATIVE

FAMILY READINESS LIAISON OFFICER/NCO

FIELD SANITATION OFFICER/NCO

FIELD SANTITATION TEAM

FIRE MARSHALL

AR 27-10 (16 NOV 05 )/DA PAM 27-7 (15 APR 85)

FM 3-19.30 (8 JAN 01)

AR 220-45 (15 NOV 75)

AR 420-1 (12 FEB 08)

AR 420-1 (12 FEB 08)

AR 600-20 (18 MAR 08)

THE ARMY FRG LEADERS HANDBOOK/ OPERATION

READY

FM 4-24.12 (25 JAN 02)

FM 4-25.12 (25 JAN 02)

AR 420-1 (12 FEB 08)

FIRE PREVENTION OFFICER/NCO

FIRE WARDEN

AR 420-1 (12 FEB 08)

AR 420-1 (12 FEB 08)

FOOD SERVICE OFFICER DA PAM 30-22 (6 FEB 07) /AR 30-22 (10 MAY 05)

FREEDOM OF INFORMATION ACT CORDINATOR AR 25-55 (1 NOV 97)

HAZARDOUS CARGO OFFICER/NCO AR 700-141 (13 AUG 07) /FORSCOM REG 55-1

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HAZARDOUS CARGO OFFICER /NCO

HAZARDOUS WASTE OFFICER/NCO

HEARING CONSERVATION OFFICER

INFORMATION MANAGEMENT NCO

INFORMATION SYSTEMS SECURITY NCO

INVESTIGATING OFFICER

KEY CUSTODIAN

LINE-OF-DUTY INVESTIGATING OFFICER

MAIL ROOM OFFICER/NCO

MASTER DRIVER/TESTING NCO

MEAL CARD CONTROL OFFICER/NCO

MOVEMENTS OFFICER/NCO

MORALE, WELFARE, & RECREATION

OFFICER/NCO

OPERATIONS SECURITY OFFICER

OPERATIONS SECURITY NCO

PHYSICAL SECURITY NCO

PHYSICAL SECURITY OFFICER

POSTAL OFFICER

PRIVACY ACT COORDINATOR

PROGRAM MANAGER FOR MOS 31U

PROGRAM MANAGER FOR MOS 54B


PROGRAM MANAGER FOR MOS 42L

PROGRAM MANAGER FOR MOS 42A

PROGRAM MANAGER FOR MOS 88M

PROGRAM MANAGER FOR MOS 92A


WEIGHT CONTROL OFFICER/NCO

PUBLICATIONS AND FORMS NCO

QUALITY CONTROL INSPECTOR

RANGE OIC/NCOIC

REPAIR AND UTILITY NCO

RECORDS MANAGEMENT COORDINATOR

BN/UNIT SAFETY OFFICER/NCO

TMDE NCO

UNIT FUND COORDINATOR

USR OFFICER

AR 700-141 (13 AUG 07) /FORSCOM REG 55-1

AR 700-141 (13 AUG 07) /FORSCOM REG 55-1

DA PAM 40-501 (10 DEC 98)

AR 25-30 (27 MAR 06)

AR 380-5 (29 SEPT 00)

DA PAM 27-17 (16 SEPT 90)

AR 190-11 (15 NOV 06)

AR 15-6 (2 OCT 06 )/AR 600-8-1 (30 APR 07 )/AR 635-40 (8

FEB 06 )

AR 25-51 (30 NOV 92)

AR 600-55 (18 JUN 07 )

AR 600-35 (11 MAR 88)

FM 4-01.30 (1 SEPT 03)/FM 55-1 (3 OCT 95)

AR 215-1 (22 JUN 10)

AR 530-1 (19 APR 07)

AR 530-1 (19 APR 07)

AR 190-13 (30 SEPT 93)

AR 190-13 (30 SEPT 93)

AR 350-5 (29 SEPT 00)

AR 350-41 (18 DEC 09 )

AR 350-41 ( 18 DEC 09 )

AR 350-41 (18 DEC 09)

AR 350-41 (18 DEC 09 )

AR 350-41 (18 DEC 09 )

AR 350-41 (18 DEC 09 )

AR 350-41 (18 DEC 09 )

AR 350-41 (18 DEC 09 )

AR 350-41 (18 DEC 09)

AR 600-9 (18 DEC 09 )

AR 25-33 (18 DEC 09)

AR 380-5 (29 SEPT 00)

AR 385-63 (4 AUG 09)/AR 385-1 (10 NOV 08)

FM 10-1 (11 AUG 94)

AR 25-1 (4 DEC 08)

AR 385-10 (27 AUG 07) /AR 385-1 (10 NOV 08)

AR 750-43 (3 NOV 06)

AR 215-1 (22 JUN 10 )/AR 215-3 (29 AUG 03)/AR 215-4 (29

JULY 08)

AR 220-1 (15 APR 10 )

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(Memorandum on Letterhead Stationary)

AFDR-ABA-Unit (DATE)

MEMORANDUM FOR Rank, Name, Last, First MI., SSN, Unit, Zip Code

SUBJECT: Additional Duty Appointment

1. Effective 21 May 1999, CPT John A. Doe, 111-11-1111, is assigned the following additional duty: Battalion Special Projects Officer

2. Authority: AR 6-9

3. Purpose: Handle all special projects assigned by the Battalion Commander.

4. Period: Until officially relieved or released from appointment.

5. Special instructions:

a. Coordinate with subordinate units.

b. Keep the Commander informed.

FOR THE COMMANDER:

ROCK M. HARD

CPT, AG

Adjutant

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SUBJECT: Annex J (Alcohol and Drug Abuse Prevention and Control Program)

1.

Purpose : Alcohol and others drug abuse prevention includes all measures taken to reduce to the lowest possible level, the abuse or misuse of alcohol and other drugs.

2. Reference : AR 600-85, The Army Substance Abuse Program (2 FEB 09)

3. Responsibilities : Commanders at all level are responsible for ensuring that there are effective local alcohol and others drug abuse prevention efforts. These efforts must be developed and implemented in accord with AR 600-85. Including public awareness activities within unit.

4. Objective : a. Reduce the abuse of alcohol and the availability and abuse of other drugs within the military. b. Ensure that there are adverse consequences of alcohol and other drugs abuse within the unit. c. Ensure an alcohol and drug abuse education prevention program is established through unit, installation, and community activities. d. Provide alternatives to the use of alcohol and other drugs at social functions. e. Encourage cooperation between military and adjacent communities for prevention and control of alcohol and other drug abuse. f. Emphasize the incompatibility of alcohol and other drugs abuse with physical and mental fitness.

5. Commander actions : Commander will publicize the fact that the abuse of alcohol or others drugs will not be condoned within the unit.

6. Officers and NCOs who choose to drink will set the example of responsible drinking practices.

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SUBJECT: Annex K (NCOER/OER)

1. Purpose : The purpose of this SOP is to establish guidelines and procedures for the processing of NCOER/OER.

2. References : a.

AR 623-3, Evaluation Reporting System 10 AUG 07 b.

DA PAM 623-3, Evaluation Reporting System 13 AUG 07

3. Applicability : This SOP applies to all personnel assigned or attached to the Battalion.

4. General : Throughout this SOP, except where otherwise identified, the term “evaluations” and “reports” refers to both the NCOER (DA Form 2166-8) and the OER (DA Form 67-9). All reports will be completed utilizing the AKO XFDL Document computer program. The term

“calendar days” as opposed to “work days” refers to each calendar day to include Saturdays,

Sundays, and Holidays.

5. Procedures : All evaluation reports will be treated in the same manner as “Personal In

Nature” correspondence and only persons with a need to know will be allowed access. Reports will be sent electronically between Company 1SG and the Battalion S-1.

6. Rating Schemes : a. Updated company rating schemes are due to the Battalion Evaluations Clerk NLT the 15 th of the month with the Company Commander’s signature. The rating schemes will be consolidated and screened for the upcoming COR reports and posted in each company. b. Any change of an NCO to another position that requires a Change of Rater NCOER will be coordinated with the Battalion CSM before the change is made. c. A copy of the rating scheme will be provided to the BRIGADE Evaluations Section the 3 rd working day of the month. d. Rating schemes will be constructed IAW Tab 1 .

7. Identifying Reports : a. The Evaluations Clerk will prepare a query by logging onto the Interactive Web Response

System (IWRS) website at https://knoxhrc16.hrc.army.mil/iwrs/ You can search by PSB code

(UA85), SSN or by UIC. (Example: last report is identified as 20100101, the next annual report will end 20110101, covering the period 20100102 through 20110101) and create/ update S-1

Evaluations tracker. b. For officer evaluations reports logon to https://knoxhrc16.hrc.army.mil/iwrs/.

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SUBJECT: Annex K (NCOER/OER) c. On the query, some year-months will be blank. First, review the NCO’s date of rank to

SGT/E-5. If 12 months have not passed since the NCO’s promotion, an annual report is not due.

If 12 months have passed since the NCO’s promotion, the SGT should have received a change of rater NCOER. If the sergeant did not arrive with an NCOER, contact the responsible unit and request a copy of the last NCOER. d. Coordinate with the Battalion Levy Clerk for NCO’s and Officers on reassignment instructions, being chaptered or who are retiring. The unit must inform the S-1 of events that generate the need for change of rater evaluations if 90 days have expired since their last report.

8. Preparation : a. A list of annual evaluation reports will be distributed to the company NLT the 5 th of each month. b. All final reports will be completed on AKO XFDL Document computer program.

9. Suspenses : a. All FINAL NCOERs are due to the S-1 NLT 14 days after the (Thru Date) of the evaluation report. FINAL means all parties have signed the NCOER. b. The Battalion suspense for OER’s is 30 calendar days after the thru date. c.

All evaluations that require BDE review are due to S-1 NLT 14 days prior to thru date.

10. Clearing :

a. Reports for personnel clearing Fort Drum must be at the S-1 10 working days prior to their final out-processing date. b. This requirement overrides any suspense set in this SOP. c. Retirement Evaluations are optional. However, if an annual report is due, then one must be completed prior to retirement.

11. Turn-In : a.

When turning in rating schemes and evaluation reports to the Battalion S-1, ensure a DA

Form 200 is used. File each DA Form 200 in the suspense log. Once the return copy of the

NCOER is received, annotate the logbook and discard the DA 200. The returned evaluation is distributed to the company for the Soldier. b.

When turning in evaluation reports

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SUBJECT: Annex K (NCOER/OER) c. The NCOER/OER log will be maintained by the BN S-1 section. Ensure the log correctly identifies the disposition of each NCOER/OER. d. If corrections must be made, the S-1 will send to the Company 1SG for corrections and signing the evaluation.

Appendices:

1 – Rating Scheme

2 – OER

3 - NCOER

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Appendix 1

BATTALION

NCOER Rating Scheme

As of 19 May 13

Rank Name

SGT Allan

SGT Broehm

1SG Chilson

Company

ACO

ACO

ACO

Rater

Date of Last Eval Thru Date

2/1/13 2/1/14 SFC Gross

8/1/12

1/14/13

8/1/13 SSG San Nicolas

1/14/14 CPT Lancianese

Senior Rater

1LT Humbert

1LT Gerado

LTC Braman

Reviewer

CPT Lancianese

CPT Lancianese

COL Francis

Rank

Name

Company

Date of last Eval

Thru Date of Next Eval

Rater Name

Senior Rater Name

Reviewer Name

Note:

The Officers and NCOs will have separate rating schemes. The Adjutant is responsible for maintaining the Officer Rating Scheme.

Projected Departure Date

14-Jan-13

14-Jan-13

14-Jan-13

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SUBJECT: Annex L (EMILPO)

1. Purpose : To provide guidance and assistance in the day to day operations of E-MILPO.

2. References : a.

2-10 th AVN BN and 10 th CAB MOI’s b.

The e-Milpo Functional guidance Handbook. (found at https://eMILPO.ahrs.army.mil/ )

3. Responsibilities :

The EMILPO Clerk will:

a. Do daily EMILPO transactions in a timely manner; the standard is within one working day of receiving the action at S-1.

b. Ensure that all reports are annotated with every transaction. c. Ensure the AAA-162, Unit Personnel Accountability Report, and AAA-342, Alpha

Roster, is reviewed weekly. Correct any unprocessed transactions that are identified as Battalion error.

4. Account Procedures :

1.

Logging In : a.

All BNS-1 personnel will have access to E-MILPO. Accounts are created and administered by the Brigade S-1. b.

Account requests are made by filling out the User Registration form available for download at https:eMILPO.ahrs.army.mil.

(a) The completed Form will be turned in to the BDE S-1.

(b) After account creation, the user will log in using his or her CAC card.

2. Logging Off : a.

It is imperative that the user log off after every session on EMILPO. Failure to log out will result in the account being locked. b. If the account locks the user out due to not logging out correctly. The account will usually unlock by itself within 5 minutes. If the account isn’t unlocked within this time frame, contact your administrator at the Brigade.

6. Trouble With Account : All account related problems may be resolved by contacting the

Brigade S-1.

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SUBJECT: Annex L (EMILPO)

7. Common Reports : a. Unit Personnel Accountability Report, AAA-162.

(1) To print the AAA-162, user must log on to EMILPO.

(2) Click on “Reports”, then “Unit Personnel Accountability Report AAA-162.”

(3) Select the Battalion UIC, and check box which says “Include Sub Units,” or select UIC for Company.

(4) After printing the AAA-162, ensure all personnel changes during the last month are reflected on the new AAA-162.

(5) Check all questionable duty status conditions (AWL, DFR, HOS, etc.). Ensure that these conditions are correct.

(6) Ensure each separate company Commander reviews every End-of-Month AAA-

162 and signs it. This report must be run on the 1 st

of each month. Once signed, a copy of each

AAA-162 must be brought to the BRIGADE EMILPO section NLT the 10 th

of each month.

(7) Label and maintain the AAA-162 files IAW current retention period (12 months). b. Unit Personnel Accountability Notices, AAA-165

(1) Run the AAA-165 daily.

(2) To print the AAA-165, user must log on to E-MILPO.

(3) Click on “Reports”, then “Unit Personnel Accountability Notices AAA-165.”

(4) Select the Battalion UIC, and check box which says “Include Sub Units,” or select UIC for Company.

(5) Take proper action to correct each error. The proper procedure to for corrections can be found in the E-MILPO functional guide.

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SUBJECT: Annex M (Suspension of Favorable Action Flags)

1. Purpose : To provide information concerning the administration of suspending favorable actions for individuals.

2. References :

a. AR 600-8-2, Suspension of Favorable Actions

b. 10 th

CAB, 10 th

MTN DIV AD Memorandum of Instruction .


a. The S-1 is responsible for the timely recording of all DA Forms 268 (Suspension of

Favorable Personnel Action Flags.

b. The Personnel Sergeant is responsible for reviewing the AAA-095 Roster to ensure all flagging actions are current. In the event a flag should have been submitted for initiation or removal, the Personnel Sergeant will initiate the required documentation immediately.

c. Commanders are responsible for timely submission of information to the Battalion S-1 requesting the initiation of or removal of flagging actions. (i.e signed 268 and supporting documents)

4. Procedures : a. There are two types of Suspensions of Favorable Actions.

(1) Non-Transferable Flags. These actions may not be transferred to another unit (except where consistent with Para 1-15, AR 600-8-2).

(2) Transferable Flags. These flags may be transferred to another unit.

b. Circumstances that dictate non-transferable flags:

(1) Charges, restraint, or investigations. Remove the flag when the Soldier is released without charges, charges are dropped, or punishment is completed.

(2) Court-Martial. Remove the flag upon completion of punishment, to include any term of suspension of punishment. If convicted and sentence to serve time and the Soldier is to be discharged as a result of the conviction, remove the flag upon departure of the Soldier.

(3) Non-judicial Punishment. Remove the flag upon completion of punishment, to include any term of suspension.

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(4) Absent without leave (AWOL). Remove the flag upon completion of punishment, to include any term of suspension.

(5) Administrative reduction. Remove the flag on the day of reduction.

(6) Memorandum of Admonition, Censure, or Reprimand not administered as non-judicial punishment. Remove the flag on the day the letter is signed by the Commander.

c. Elimination – Field Initiated. Remove the flag when the Soldier is reassigned to a transition point.

d. Removal from a promotion, command, or school selection list – field initiated. Remove the flag on the day the Headquarters, Department of the Army decision is received.

e. A Referred Officer Evaluation Report (OER) when on a Promotion List. Remove the flag when received and accepted by HQDA.

f. A Security Violation:

(1) Local Security Violation. Remove the flag upon direction of the Commander.

(2) Violation of Title 18, USC concerning Sabotage, Espionage, Treason, Sedition, or

Criminal Subversion.

(a) When the case is closed favorably, remove the flag upon the direction of the

Commander, USA Central Personnel Clearance Facility (CCF).

(b) When a case is closed unfavorably, remove the flag upon the direction of the

Secretary of the Army.

(3) Violation of Articles 94, 104, 106, 133, or 134, UCMJ. Remove the flag under the direction of the Secretary of the Army.

g. The following documents are required to initiate a Suspension of Favorable Action

(FLAG).

(1) DA Form 268 and one copy of the following:

(a) PT Failure - DA Form 705, Record of Physical

Fitness Test with failing score.

(b) Overweight - Packet with the Commander’s 1 st Endorsement, dated, that places the

Soldier in the overweight program and DA Form 5500/5505.

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(c) Adverse Action - case documentation or a memorandum/counseling from the company Commander directing the S-1 to submit DA Form 268, stating the Soldier is pending judicial or non-judicial action, or civilian court action, subject to an investigation.

h. The following documents are required to remove a Suspension of Favorable Action

(FLAG):

(1) DA Form 268 and one copy of the following:

(2) PT Failure – copy of DA Form 705 with a passing score within 90 days of last failure.

(3) Overweight – The Commander’s 6 th Endorsement of the weight control Packet, dated, that takes the Soldier off the weight control program and is filed in the local MPRJ for a period of 36 months.

(4) Adverse Action – If the case is closed favorably, no supporting documents are required. If an

Article 15, Memorandum of Reprimand or any type of punishment is imposed on the Soldier, a copy of the punishment must be supplied to the FLAGS clerk.

i. After receiving all the necessary paperwork, FLAGS must be turned into the 2-10 th AVN no later than three working days after the date on the FLAG. The original DA Form 268 is kept at the Battalion

S-1 in the FLAG Book. A copy will sent to the company for their records.

j. The current AAA-095 roster will be annotated with a hand written entry on the bottom of the roster with information on Soldiers who have been administered a FLAG to update current information until the next AAA-095 cycle. This report is due to S-1 by the 5 th of every month.

k. The AAA-095 will be reconciled at the end of the month at the same time as the AAA-165. The reconciled AA-095 will be kept in the FLAG Book until the next AAA-095 cycle arrives.

l. Any corrections will be checked for submission or resubmission to EMILPO with the DA Form

3268-E attached if necessary.

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SUBJECT: Annex N (Unit Manning Roster)

1. Purpose : To establish procedures and guidance on the management of the unit manning roster for each subordinate unit assigned to the Battalion.

2. Procedures :

a. Units will receive at least one copy of their unit manning roster (UMR) on the 5th working day of the month. Companies must return the corrected UMR with the 1SG’s signature NLT the

10 th

of the month to the EMILPO Clerk.

b. Upon receipt of the UMR, unit First Sergeants will make all changes and corrections to the roster. The First Sergeants will not put personnel in invalid or unauthorized positions. Personnel will not be double slotted. Personnel will be utilized as follows:

(1) In PMOS at current grade and skill level.

(2) In PMOS one skill level higher

(3) In PMOS two skill levels higher

(4) In PMOS one skill level lower, if no other vacancy in current skill level exist.

(5) In SMOS at current grade and skill level

(6) In SMOS one skill level higher

(7) In SMOS two skill levels higher

(8) In SMOS one skill level lower, if no other vacancy in current skill level exist.

c. All bonus recipients will be utilized (slotted in valid positions before non bonus recipients are slotted. Bonus recipients will only be utilized IAW (1) to (4) above.

d. All changes made to the UMR will be inputted by the EMILPO clerk upon receipt of the roster and will show up on the following month’s UMR.

e. When making corrections on Soldiers who are being slotted in a position number (POSN) where another Soldier is already slotted, you must re-slot the original Soldier who was holding that position. There will only be one Soldier slotted in each position. These positions are what is authorized according to the MTOE. Excess personnel will be reported as such regardless of grade.

f. All Soldiers who are overstrength and cannot be placed in a valid position IAW item 2b above must be slotted as 9990.

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SUBJECT: Annex N (Unit Manning Roster)

g. All incoming Soldiers must be positioned immediately after their arrival. This will prevent

Soldiers who are changing units from being improperly positioned for long periods of time.

There will be no Soldiers slotted in the 9992 (incoming personnel) position for longer than a period of 48 hrs.

h. All Soldiers who are thirty-day losses will be moved to position 9993. This position is only for thirty-day losses. No other Soldier should be slotted in KNOWN LOSS position.

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SUBJECT: Annex O (Promotions)

1.

Purpose.

To establish and outline guidance and procedures for the Army promotion policy and regulation for both decentralized promotions.

2.

References : a.

AR 27-10, Military Justice. 16 NOV 05 b.

AR 600-8-2, Suspension of Favorable Actions, 23 DEC 04 c.

AR 600-8-19, Enlisted Promotions and Reductions, 30 APR 10 d.

AR 600-8-103, Battalion S-1, 30 APR 05 e.

DA PAM 600-8-1, Standard Installation/Division Personnel System Database1 FEB 89

3.

General : The Army promotion policy and procedures established by the references above prescribe guidance for promotion of enlisted personnel to grades E2 through E6. These procedures provide Commanders and First Sergeants uniform means to either promote qualified

Soldiers or prevent promoting Soldiers with little potential or productivity. Procedures to promote enlisted personnel vary greatly with the particular grade to which a Soldier is being promoted.

4.

Authority To Promote : Promotion authority is delegated to the following Commanders subject to necessary exercises of authority and responsibility by higher Commanders. a.

Pay grades E3 and below: Company and detachment

Commanders may promote assigned or attached personnel to pay grade E3 and below. b.

Pay grade E4 – E6: The Battalion Commander of any organization authorized a

Commander in the grade of lieutenant colonel or higher may promote assigned or TDY personnel (under orders for administrative and UCMJ authority) to grades E4 and E6. c.

Pay grades E7 to E9: The promotion authority

5. Enlisted Promotion Report (AAA-117): a. The enlisted promotion report, AAA-117, is the document published on a monthly basis reflecting those personnel entering eligibility for promotion, whether they require a waiver or not. The report list individuals by grade eligibility from E2 to E4. A DA Form 4187 must be completed on those individuals selected for promotion from the AAA-117.

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Annex P (Promotions) to the Administrative Standard Operating Procedures (ASOP) b. The AAA-117 report is published in parts. Listed below is a brief description of each part and the pay grade it pertains to. waiver.

(1) Eligible for E2 advancement: This lists Soldiers eligible for advancement without a waiver.

(2) Eligible for E2 advancement: This lists Soldiers eligible for advancement with

(3) Eligible for E3 advancement: This lists Soldiers eligible for advancement without a waiver. waiver.

(4) Eligible for E3 advancement: This lists Soldiers eligible for advancement with

(5) Eligible for E4 advancement: This lists Soldiers eligible for advancement without a waiver.

(6) Eligible for E4 advancement: This lists Soldiers eligible for advancement with waiver. c. Advancement to grade E2-E4: Advancement to grade E2-E4 is automatically accomplished in the EMILPO data base at the time the individual completes the requirements of active federal service (AFS) for the rank to be promoted to. If a Commander wants to block a promotion, he must submit a DA Form 4187 to declare the individual ineligible for promotion.

The individual will not be considered again, until the Commander submits another DA Form

4187 to allow the individual advancement to E2-E4. Promotion to E2 through E4 Promotions will be accomplished using the data provided by the AAA-117 report. d.

Eligibility criteria for automatic promotion to PV2, PFC, and SPC will be as follows:

(1) The promotion to PV2 requirement is 6 months TIS.

(2) The promotion to PFC requirements are 12 months TIS and 4 months TIMIG.

(3) The promotion to SPC requirements are 24 months TIS and 6 months TIMIG. e.

Waivers for TIS and TIMIG:

(1) Promotion to PV2 may be waived at 4 months TIS.

(2) Promotions to PFC may be waived at 6 months TIS and 2 months TIMIG

(3) Promotions to SPC may be waived at 18 months TIS and 3 months TIMIG.

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6. Responsibilities : The following are step by step instructions required by the Personnel

Sergeant/Promotion Clerk and unit Commanders. a.

Step 1. Action to be taken by the S-1 supervisor/Human Resources NCO/Promotion

Clerk:

(1) Screen the AAA-117 report for accuracy, ensuring newly arrived personnel are added.

(2) Waiver computations are automatically computed on the AAA-117.

(3) Forward the Packet to the unit Commander concerned. b.

Step 2. Actions to be taken by the unit Commander:

(1) General instructions: Prior to approving personnel for advancement/promotion to pay grades E2-E4, ensure personnel to be considered for promotion meet eligibility criteria prescribed in Chapter 2, AR 600-8-19. For example, if a Soldier is barred from reenlistment or is under suspension of favorable actions, he is ineligible for advancement or promotion.

(2) Review confirmation of instructions.

(3) To advance an individual, circle YES and then place the Commander’s initials next to the YES. (Unit will generate 4187)

(4) To block advancement, the unit Commander circles NO to the right of the individual’s and places his/her initial next to the NO. The Soldier is counseled as to the reason for his declination for promotion. (Provide counseling) c.

Step 4. Eligible for E2-E4 Advancement with Waiver.

(1)

To advance an individual, circle YES to the right of the individual’s name and place the Commander’s initials next to the YES.

(2) Battalion S-1 will generate the 4187 and route to the Battalion Commander for approval. d.

Step 5. Personnel not Advanced to E2-E4 and reason.

(1) To advance an individual previous declined promotion, circle YES to the right of the individual’s name, place Commander’s initials next to the YES. (BN S-1 will generate 4187)

(2) To block an individual from advancing, circle NO to the right of the individual’s name, place the Commander’s initials, and counsel Soldier. (Provide Counseling)

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SUBJECT: Annex O (Promotions) e.

Step 6. Promotion Consideration to E4. The Battalion Commander is the promotion authority. CSM advises Bn Commander on all E-4 promotion.

(1)

To advance an individual without waiver, write YES to the left of the individual’s name and initial.

(2) Total waivers used by Battalion must not exceed the total waivers allocated to

Battalion.

NOTE : The unit must immediately notify the S-1 of individual(s) placed in a non-promotable status after he has already been recommended for promotion on the AAA-117 roster.

7. Action to be taken by the Battalion Promotion Clerk . At the completion of the unit

Commander’s review and action, the following steps are required: a. The Battalion S-1 retains one copy of the AAA-117 report in promotion files for a period of one year and then destroy IAW ARIMS instructions. b. The Battalion S-1 will then return the original and the first copy of the AAA-117 report and all required DA Forms 4187 to the Enlisted Promotion Section, 2 nd

BDE, 1 st

AD NLT the established suspense date. c. The Battalion S-1 will provide the unit with a copy of the AAA-117 report and DA Form

4187s. The unit will prepare certificates of promotion for each individual promoted to E2-E3 promotions. E-4 and above Battalion S-1 promotion clerk will type certificates. Promotions will be held on for one working day before effective date of the promotion. d. Note erroneous promotions: Promotion authority for E1 through E4 (Battalion

Commander/company Commanders) may revoke an erroneous promotion or advancement caused by an individual being placed in a non-promotable status by submitting a DA Form 4187 specifying the reasons the Soldier was in a non-promotable status on the effective date of promotion IAW paragraph 1-17, AR 600-8-19.

8.

Promotion of Enlisted Personnel To Grades E5 AND E6: a.

Criteria for promotion to E5:

(1) Must have 36 months TIS for primary zone, waiverable to 18 months TIS in the secondary zone. Soldiers may appear in front of the promotion board at 33 months for the primary zone and 15 months for the secondary zone.

(2) Eight (8) months TIG for primary zone, waiverable to four (6) months for secondary zone.

(3) Education required is a high school diploma, GED, Associates Degree, or higher.

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(4) Complete Self Structured Development (SSD 1).

(5) Completion of Warrior Leaders Course (WLC). b.

Criteria for promotion to E6:

(1) 72 months TIS for the primary zone, waiverable to 48 months TIS for the secondary zone. Sergeants may appear in front of the board at 70 months for the primary zone and 34 months for the secondary zone.

(2) 10 months TIG in the primary zone, waiverable to 7 months TIG for the secondary zone.

(3) Education required in high school diploma, GED, associates degree, or higher.

(4) Complete Self Structured Development (SSD 2).

(5) Completion of the Advanced Leaders Course (ALC) or within 1 year of promotion.

(6) Have at least one (1) year time is service remaining after the first day of the authorized month of promotion.

NOTE: Both E5 and E6 are eligible on the first day on the month of the next month following the date of selection by the promotion board.

9.

Making Promotion Recommendations : Commanders receive initial promotion recommendations from subordinate leaders. Utilizing the AAA-294 Unit Enlisted Promotion report, the Commander verifies basic eligibility criteria, circles yes and initials then AAA-294 to the S-1. The chain of command is responsible for counseling those Soldiers not being recommended for promotion monthly. (Provide Counseling)

10.

Processing Promotion Recommendations : Upon receipt of the Commander’s recommendations, the S-1 Promotion Clerk will request and obtain personnel records of recommended Soldiers for from the companies and update ERB prior to the Promotion Board.

11.

Board Announcement : Promotion clerk at Battalion will publish written notification/memorandum of the upcoming promotion board with general information such as time, place, topic areas, attendees/board members of when board convenes NLT 72hrs after receiving all company AAA-294 reports. All promotion boards will be held no later than the last

Friday of each month.

12.

Battalion S-1 promotion clerk is accountable for coordinating appointments with each individual recommended to attend the Promotion Board to update their ERBs NLT 72hrs after receiving all company AAA-294 reports. SMs must provide documentation.

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13.

The promotion board packet will include: a.

Current APFT b.

Current Weapons Card c.

Updated ERB d.

Current PPW 3355 e.

Go/No Go Sheets

14.

Promotion Board will include:

All complete packets X5

15. After promotion board convenes, the promotion clerk/board recorder will ensure the SMs who are recommended are integrated into the PPW within 24hrs. The recorder then prepares promotion board proceedings for the CSM and Battalion Commander’s approval within 24hrs.

File the original.

16. Soldiers not recommended for promotion will be counseled by the president of the promotion board immediately after the board is completed.

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SUBJECT: Annex P (Sponsorship)

1. General : The following are the steps in receiving a Sponsorship Gains Roster from

G1/DIVISION to the incoming Soldier in-processing Fort Drum: a. G1/DIVISION will email a Gains roster to the S-1 and Personnel Sergeant once a month.

This email will be scrubbed by the Personnel Sergeant and the CSM. b. Once scrubbed, the email will be given to the sponsorship clerk to update the sponsorship tracking chart. c. This chart will be sent to all units involved in sponsoring a Soldier along with the CSM’s welcome letter to be mailed off with initial letter. d. The incoming Soldier’s name and current unit address will be on the tracking chart. e. The units are tasked to sponsor any Soldier identified on the tracking chart. f. Sponsor should meet the following requirements:

(1) When possible, be of equal grade or higher

(2) Be the same marital status and PMOS of the incoming Soldier

(3) Be familiar with the surrounding area

(4) Not be pending reassignment, TDY, or out processing within 6 months g. Once the sponsor is identified, the unit should brief the sponsor on his duties and responsibilities. h. Sponsor will stay in contact with the incoming Soldier from date notified as a sponsor until the incoming Soldier has arrived to Fort Drum. The sponsor must be available to meet the newly assigned Soldier at the Consolidated In and Out Processing Center, and will remain with the new

Soldier (and family, if applicable) until they have provided for their immediate personal needs and comfort.

2. Responsibilities: a. Battalion S-1:

(1) Notify unit Commanders of the expected arrival of a new Soldier, requesting a sponsor be assigned.

(2) Assign a suspense date to the unit for receipt of the sponsor's name.

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(3) Keep the unit Commanders informed of any changes in ultimate assignment of the new Soldier within the Battalion. b. Unit Commanders:

(1) Select a responsible Soldier from the unit to serve as sponsor who is of the same or higher grade, MOS and marital status as the Soldier being sponsored.

(2) Brief the sponsor on his/her duties and responsibilities.

(3) Assist the sponsor in preparing a welcome letter and forward a copy to S-1 by the designated suspense date.

(4) Arrange for the Soldier to be met by the sponsor within 24 hours of arrival at the replacement detachment.

(5) Ensure that the sponsor is released from unit duties when necessary, to fulfill sponsor responsibilities.

(6) Inform the S-1 if there are any reasons why the assigned sponsor cannot fulfill his responsibilities. c. Unit sponsor:

(1) Forward a welcoming letter to the incoming Soldier. The letter will include the sponsor's duty address and phone number. Sponsors are encouraged to include their home address and phone numbers in welcoming letters. The welcome letter should also contain several enclosures to further familiarize incoming Soldiers with the unit.

(2) Make every effort to contact incoming Soldiers prior to their arrival to Fort Drum and provide information requested by the incoming Soldier.

(3) Advise the Soldier that they will be met at the replacement detachment.

(4) Offer assistance in getting temporary housing (guest house or similar accommodations), by contacting the Housing Referral Office. Sponsors will not be required to contract for permanent or temporary housing for incoming Soldiers.

(5) Accompany the Soldier during inprocessing.

(6) Acquaint the Soldier with the surrounding area and facilities.

(7) Introduce the Soldier to his supervisor and immediate chain of command.

(8) Ensure the Soldier meets with the unit Commander and First Sergeant within three duty days of arrival to unit.

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(9) Ensure all newly assigned Noncommissioned Officers are interviewed by the

Command Sergeant Major within five duty days.

(10) Ensure all SSG(P) and above are scheduled for an office call with the Battalion

Commander within five duty days.

(11) Advise the Soldier what is expected in terms of performance, conduct, appearance, and working hours.

4. Sponsorship Letter : Sponsors will send out the initial sponsorship letter within 10 days from notice of being appointed as a sponsor. This letter should contain the following information: a. Duty address and duty telephone number (Commercial and DSN) b. Home address and telephone number of sponsor (if desired) c. Address for sponsor’s incoming mail d. Request for incoming Soldier to forward a DA Form 3955, Change of Address and

Directory Card, to the Fort Drum Post Office e. A copy of this letter will be forwarded to the Personnel Sergeant for each sponsored

Soldier.

5. Welcome Packets : Welcome Packets will be sent to all incoming Soldiers. As a minimum the packets will include the following: a. Battalion History. (Obtain from the S-1) b. Map of Fort Drum showing AAFES Facilities. c. Map of Fort Drum and the surrounding areas. d. SITES packet or instruction on how to obtain a SITES PACket off of the Internet. e. Welcome letter from the sponsor.

6. “HASTY” SPONSORS : Not all Soldiers are identified for sponsorship when receiving assignment instructions to Fort Drum. a. When this occurs the Battalion S-1 will receive notice from G1/DIVISION once the unprojected gain has arrived on post. The Battalion S-1 will notify the gaining unit that they must pick-up the Soldier at In-Out Processing, bldg 1830.

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SUBJECT: Annex P (Sponsorship) b. A “Hasty” sponsor will be assigned by the Soldiers gaining unit. Each unit should have standby Soldiers identified for this type of sponsorship. c. The sponsor should meet the required criteria to sponsor and will assume all duties and responsibilities of a projected arrival sponsor.

7. OUT-PROCESSING SPONSORS : Soldiers on orders to depart Fort Drum will be assigned a sponsor to assist the Soldier in out-processing the unit and post. This sponsor will aid in giving the departing Soldier and his family a lasting, positive impression of the unit and Fort Drum.

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SUBJECT: Annex Q (Family Care Plan)

1. Purpose : To establish policy and procedures for the construction and maintenance of Family

Care Plans (FCP) for single Soldier parents and dual military couples with dependent family members.

2. References: AR 600-20 (IO2), Army Command Policy a.

AR 635-100, Officer Personnel b.

AR 635-200, Enlisted Personnel c.

DA Pam 600-8, Management and Administration Procedures


4. Responsibilities:

a. Battalion Commander. The Commander has overall responsibility for the establishment and implementation of this SOP and its enforcement. He ensures the SOP is in compliance with local installation and Army Regulatory requirements.

b. Battalion S-1.

(1) The S-1 is responsible for managing the Family Care Plan SOP. S-1 will review plans for completeness and place a copy of the approved plan in the Soldier’s Management

Information File (SMIF).

(2) Inspect Family Care Plans during command inspections.

c. Company Commander.

(1) Will counsel (or appoint in writing a designated representative to counsel) each Soldier requiring a family care plan and include a copy in the Soldier’s counseling file and care plan folder.

(2) Will validate the FCP quarterly.

(3) Will forward a complete copy of each family care plan to the S-1 for review and filing.

b. First Sergeant.

(1) Will review each FCP monthly.

(2) Will construct individual care plans and verify all information.

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SUBJECT: Annex Q (Family Care Plan Interview and Checklist)

(3) Will maintain current plans on all applicable personnel and will ensure plans are executed in the event of a deployment, TDY, or when Soldier is otherwise not available due to military necessity.

c. Individual Soldier.

(1) Will be responsible for construction of their Family Care Plan.

(2) Will construct plan in accordance with the requirements outlined below.

(3) Will retain a copy of their approved plans and be prepared to implement the plan at anytime there is a required military absence of the Soldier.

5. Policy : The Army assists the Soldier in providing policy and programs for the care of dependents. The Soldier’s plan will provide for the adequate care of dependents when the

Soldier is deployed, TDY, or otherwise absent due to military necessity. It is the primary responsibility of the Soldier to construct and implement a FCP that fully provides for the health and welfare of their dependent(s). The following procedures and FCP checklist will be adhered to and completed IAW AR 600-20 (IO2).

6. Procedures :

a. Any Soldier who is a single Soldier parent or a dual military couple with dependent family members must construct a viable working FCP upon assignment to the Battalion. The plan must be fully completed and validated within 60 days after assignment.

b. The following forms must be completed, certified, and included in the FCP:

(1) Original Family Care Plan Interview and Checklist Memorandum. The checklist will be completed and verified by both the Soldier and the Commander. (See Appendix 1)

(2) Original DA Form 5305-R (Family Care Plan): This is a statement of guardian and escort agreements.

(3) Original DA Form 5304-R (Family Care Plan Counseling checklist): This is the Army requirement for implementing family care.

(4) Photocopy DA Form 5840-R (Certificate of Acceptance as Guardian or Escort). The original is given to the guardian or escort.

(5) Photocopy DA Form 5841-R (Power of Attorney) or equivalent delegation of legal control. Original is given to care provider/guardian/escort.

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(6) Original DD Form 1172 (Application for Uniformed Service Identification Card/DEERS

Enrollment) for each dependent family member. A photocopy of an existing I.D. Card is also acceptable.

(7) Original DD Form 2558 (Authorization to start, stop, or change an allotment for Active

Duty or Retired Personnel) or other proof of financial support arrangement (i.e. pre-established allotment). Do not sign the allotment form.

(8) A memorandum outlining a medical support plan for the guardian and/or escort to execute. Memorandum will be formatted IAW Tab. (See Appendix 2)

(9) A memorandum outlining a financial support arrangement plan for the guardian and/or escort to execute. Memorandum will be formatted IAW Tab. (See Appendix 3)

(10) Letter of instruction to Commander. (See Appendix 4).

(11) Pregnancy Counseling UP of AR 635-200, Chapter 8., if applicable.

c. The company Commander will conduct family care plan counseling for those Soldiers identified IAW paragraph 5-5, AR 600-20. The company Commander or his designated representative will conduct FCP counseling and sign DA Form 5304-R. The company

Commander is the sole approving authority for DA Form 5305-R. This responsibility will not be delegated. a.

The FCP will be tabbed as listed above. Each form must be notarized, validated, and verified before the plan is approved. The Soldier is considered non-deployable until the FCP is approved.

e. Phone numbers and addresses will be verified and updated quarterly. Any information not current will invalidate the plan and cause the Soldier to be non-deployable. The Soldier will have 30 days to rework the plan, unless a shorter period is specified by the company

Commander.

f. Any plan not meeting approval after the specified time will be considered an invalid FCP, and a failure to maintain an adequate FCP will make the Soldier nondeployable. If the Soldier fails to obtain approval of any documentation or if extenuating matters cannot be overcome, then he or she will be considered for elimination under involuntary separation proceedings and a bar to reenlistment may be initiated.

g. If the FCP is prepared for a dual military couple and the spouse is assigned to another unit, the plan will be completed by both spouses and approved by both company commanders. One unit Commander will retain the original while the other Commander retains a copy.

h. In case of deployment, the FCP files will remain with the Rear Detachment Commander and a copy will be provided to the Family Assistance Center and the Child Development Center

Registration section.

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7.

Conclusion : Each Family Care Plan is outlined and planned to meet the security needs of dependents during times of military necessity. It is paramount each Soldier who is required to establish a Family Care Plan do so with extreme accuracy. The plan must be functional at a minute’s notice. Any change in status of the designated guardian or escort or residence information will cause the plan to be invalid. Each Soldier will be given a specified time to rework their plan. If the timeline is not met or extenuating matters prohibits its completion, the

Soldier will be classified as nondeployable and subject to possible separation and/or a bar to reenlistment imposed. Family care planning affects unit readiness and deployability and must be monitored closely.

Appendices:

1 - Interview Checklist

2 – Medical Plan Memorandum

3 - Financial Plan Memorandum

4 – Memorandum of Instruction

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Appendix 1 (Family Care Plan Interview and Checklist) to Annex R (Family Care Plan) to the

Battalion Administrative Standard Operating Procedures (ASOP)

1. GENERAL: The following is a checklist to be completed when preparing a Family Care Plan

(FCP) for Soldiers assigned to the ___2/1 STB______ Battalion. Each item will be completed and explained in full during the Commander’s interview to ensure validity. Once all items are completed and verified the Commander will approve the plan. This interview will be completed within 60 days after assignment to the unit.

2. SPECIFIC. Family Care Plan Interview and Checklist on:

Soldier’s Name:____________________________Rank:________

SSN:___________________Unit:____________________________

SM’s Cdr’s

3. REQUIREMENTS: Initials Initials

a. Name of Dependent(s)/DOB:

____________________ ________

____________________ ________

____________________ ________

____________________ ________

b. Name of Guardian(s), Address and Phone Number:

____________________ ______________________________

____________________________________________________________

____________________ ______________________________

____________________________________________________________

____________________ ______________________________

____________________________________________________________

c. Name of Escort(s), Address and Phone Number:

____________________ ______________________________

____________________________________________________________

____________________ ______________________________

____________________________________________________________

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d. Completion of DA Form 5305-R. _______ _______

(Family Care Plan)

e. Completion of DA Form 5304-R. _______ _______

(Family Care Plan Counseling)

f. Completion of DA Form 5840-R. _______ _______

(Notarized Certificate of Acceptance)

g. Completion of DA Form 5841-R. _______ _______

(Notarized Special Power of Attorney)

h. Copy of Home Care Provider _______ _______

Certificate. (if applicable)

i. Completed DD Form 1172. _______ _______

(ID Card/DEERS Application on

each dependent)

j. DD Form 2558. (Authorization to _______ _______

Start, Stop, or Change Allotment)

k. Financial Support Plan. _______ _______

(Validated and Copy forwarded to

Guardian/Escort)

l. Escort plan instructions. _______ _______

m. Medical Support Plan. (Validated) _______ _______

(Copy forwarded to Guardian/Escort)

n. Letter of instruction. _______ _______

o. Copy of plan retained in POM for _______ _______

Rear Detachment Commander.

p. Copy of plan distributed to _______ _______

Family Assistance Center, once

approved.

q. Copy of plan distributed to Child _______ _______

Development Center (Only if a CDS

Home Care provider is appointed

as temporary guardian and approved)

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r. File is tabulated, signed, and _______ _______

validated

s. Quarterly Validations:

DATE: Cdr’s DATE: Cdr’s

Initials Initials

__________ __________ __________ ___________

__________ __________ __________ ___________

__________ __________ __________ ___________

__________ __________ __________ ___________

4. Approval:

_________________________ ________________________

Soldier’s Signature Commander’s Signature

_________________________________ _______________________________

Print Name Print Name

_________________________________ _______________________________

Rank, Branch/USA Rank, Branch/USA

_________________________________ _______________________________

Duty Position Duty Position

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Appendix 2 (Medical Plan Memorandum) to Annex S (Family Care Plan) to the Battalion


AFZX-BN-Unit Symbol(600-20) Date

MEMORANDUM FOR (Unit Commander and Unit Address)

SUBJECT: Medical Plan for Family Care Plan

1. Give a detailed description of the ways and means of implementing medical care for your dependent(s) who are placed in the care of a guardian or child care provider.

The plan must include name of facility, health care program (to include whether dependent is enrolled in Tricare Prime, or if a military medical facility is available. Plan must include how the guardian is to obtain the dependents identification card, medical card, medical power of attorney, and phone numbers to insurance provider and medical facility.

2. A copy of this plan must be provided to the guardian along with the financial plan, letter of instruction, and medical power of attorney.

3. The plan must be detailed enough as to leave no doubt in the Commander’s mind as to the effectiveness of care.

SIGNATURE BLOCK

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Appendix 3 (Financial Plan Memorandum) to Appendix R (Family Care Plan) to the Battalion


AFZX-BN-Unit Symbol(600-20) DATE


SUBJECT: Financial Plan to Family Care Plan

1. Give detailed description of the ways and means of implementing financial support for your dependent(s) who is/are placed in the care of a guardian or child care provider. The plan must include preparing a support allotment form to be submitted upon deployment notification. The form will be annotated with whatever amount agreed upon by the guardian/child care provider and you. An acknowledgment statement should be obtained from the guardian/child care provider indicating the amount agreed upon. The pre-prepared allotment form should indicate the individual’s name, account number, bank facility address, and routing number. The allotment form will be placed in the Family Care Plan folder and destroyed when no longer needed.

2. Failure to provide financial support may be grounds to invalidate the FCP. Any guardian, who agreed not to accept financial support, must provide written documentation indicating their declination to accept support.

3. The plan must be detailed enough as to leave no doubt in the Commander’s mind as to the financial security of the dependent(s).

SIGNATURE BLOCK

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Appendix 4 (Memorandum of Instruction) to Appendix S (Family Care Plan) to the Battalion


AFZX-BN-Unit-Symbol(600-20) DATE


SUBJECT: Memorandum of Instruction

1. This memorandum is a detailed description of all aspects of the execution of your Family

Care Plan. The details must explain the steps required to place your dependent(s) in the custody of the designated guardian or child care provider. This is to include transportation requirements, escorts, transportation expenses, and final destination of the dependent(s). The details must include any other information not provided elsewhere within this FCP.

2. Details of the plan must be detailed enough as to leave no doubt in the Commander’s mind as to the validity of the plan.

SIGNATURE BLOCK

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SUBJECT: Annex R (Leave Management)

1. Purpose: To prescribe policy and procedures for requesting, approving, and handling leave within the Battalion.

2. References: AR 600-8-10

3. Applicability: This SOP applies to all units and personnel assigned or attached to the

Battalion. It applies to all types of leave.

4. Responsibilities:

a. Commanders:

(1) Establish an annual leave program. The program will be designed to ensure maximum use of earned leave and minimize the loss of leave.

(2) Ensure leave requests, absences, and pass authorizations are completed in accordance with this SOP and applicable regulations.

(3) Designate in writing personnel delegated the authority to approve leave requests, authenticate voided leave requests, and extend leave in the absence of the Commander. Provide a copy of appointment orders to the S-1.

(4) Ensure Soldiers have sufficient leave accrued before approving leave.

(5) Ensure Soldiers who refuse to take annual leave are counseled in writing.

(6) Do not approve leave which will cause the unit to go below 7 days of Current Leave

Balance without the Battalion Commander’s approval.

b. Supervisors: Supervisors will recommend approval or recommend disapproval of a leave request. Only the Commander can disapprove a request for leave and will explain any disapproval to the Soldier in writing.

c. Soldiers:

(1) Soldiers are responsible for verifying their current leave balance to ensure all errors found on the monthly LES are reported immediately. Leave taken in the preceding month is usually not reflected on the current LES.

(2) Soldiers with approved leave will ensure they read, understand, and comply with the applicable instructions on the reverse side of copy 2, DA Form 31.

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d. Unit clerk: Prepare all DA Forms 31 (minus the control number) and forward the original

DA Form 31 to the Battalion S-1 NLT 14 days prior to the leave start date.

e. Battalion S-1, Finance Clerk:

(1) Ensure all DA Forms 31 are filled out correctly before accepting them from the unit.

(2) Post the control number on all DA Forms 31 within seven (7) working days prior to the date of departure.

(3) Maintain the leave control log (DA Form 4179-E) in the Battalion S-1.

(4) Ensure the Leave Control Log is updated daily.

(5) Ensure all original DA Forms 31 are sent to the Finance and Accounting Office (F&AO) daily, after the completion of leave.

(a) Upon completion of the leave and the Soldier has signed both out on leave and in off leave, the DA Form 31 must be processed and forwarded to the servicing F&AO. This done by posting in the remarks section of DA Form 31` the chargeable number of days. (i.e. Chargeable days leave form 29 Jan 11 to 5 Feb 11. This statement must be on all DA Forms 31 before it goes to Finance.

(b) After annotating the chargeable leave, the leave log must be updated in reference to the leave charged.

(c) The leave is placed on a Finance Transmittal Letter to be forwarded to Finance. The leave form must be on a TL for Finance to process it.

(6) File all DA Forms 31 by the appropriate date of departure (i.e. Departure Date 29 Jan 99, will be filed in the suspense folder marked “29”).

(7) Ensure the leave is placed in the leave folder the day prior to the departure date (i.e.

Departure date is 29 Jan 11, leave goes to the SDNCO on 28 Jan 11 so the Soldier can sign out at

0001, 29 Jan 99) and deliver the leave folder to the SDNCO desk at close of business.

(8) Pick up the leave folder from the SDNCO desk NLT 0900 on duty days. Check all leaves and file in the suspense file IAW AR 600-8-10. If a Soldier doesn’t sign out on the date of departure put the leave in the leave folder for one additional night. If the Soldier doesn’t sign out, then call the unit Commander and check on the Soldier’s status.

(9) File the completed organizational copy of DA Form 31 (after the Soldier returns from leave) and maintain on file for six months.

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(10) Verify the dates posted to the leave control log for forwarding DA Forms 31 agree with the unit transmittal letter.

f. SDNCO responsibilities:

Sign Soldiers out on leave. Ensure that every Soldier has a valid DA Form 31 before sign them out on leave. g. Authenticating Authority: The following personnel are designated authenticating authorities and will ensure posting of leave departure and return dates on DA Forms 31 (blocks

20 and 24) are completed correctly.

(1) Adjutant/S-1 Personnel

(2) Cdr/1SG

(3) Charge of Quarters

5. General: a. All Soldiers will sign out/in on leave or pass with the SDNCO. Sergeant First Class and above may telephonically sign out/in from leave. b. Only the Commander can disapprove a request for leave and will explain all disapprovals in writing. The supervisor can only recommend disapproval.

c. All extensions will be approved at the company level. The SR HRNCO will fill in block

21 after the company Commander or First Sergeant has verified the extension. d. Leave / Pass request must be submitted IAW with the following time line:

(1) Regular leave/Pass – NLT 14 days prior to the requested leave start date.

(2) PCS/ETS Leaves – NLT 30 days prior to the requested leave start date.

(3) OCONUS Leave – NLT 45 days prior to the requested leave start date. e. Passes:

(1) The 72 hour pass must include at least one duty day.

(2) The 96 hour pass must include at least two consecutive non-duty days.

(3) Passes will begin at 0630 on the first day of pass and end at 0630 the first duty day following the pass. Example: As Soldier is granted a 96 hour pass (Thursday-Sunday), the

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Soldier must work Wednesday and will is not authorized to leave on pass until 0630 Thursday morning. The Soldier will report for duty at 0630 Monday morning.

(4) Passes that extend beyond the approved 96 hours will be recorded as leave. Only the time beyond the 96 hours is deducted. g. Voiding Leaves:

(1) DA Form 31 will be voided under the circumstances listed below. A new DA

Form 31 will be completed when another period of leave is authorized.

(a) The Soldier desires and the Commander approves a date of departure earlier than the approved date in item 8a, DA Form 31 (previously approved first day of leave).

(b) The Soldier’s departure date is delayed beyond the date in item 8b, DA Form

31 (previously approved last day of leave).

(c) The Soldier decides not to take leave.

(d) The leave is canceled by the Commander due to mission requirements.

(2) The original approving authority or designee is responsible for voiding the DA

Form 31, when necessary (Refer to para 15-1, Step 5).

(3) Outside the Continental United States (OCONUS) Leave: OCONUS leaves will be completed accompanied by a DA Form 4187 requesting approval and a country clearance issued by S-2 and submitted to the Battalion S-1 NLT 45 days prior to the desired departure date.

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SUBJECT: Annex S (Postal Operations)

1. Purpose : To establish mail-handling procedures in accordance with established directives and regulations. To establish procedures for ensuring mail is handled in a safe and expedient manner within the Battalion.

2. References:

a. AR 65-75, Unit Mail Services

b. FORSCOM Supplement 1 to AR 65-75

c. AR 65-1, Army Postal Operating Instructions

d. Fort Drum Installation Mail SOP


a. The Battalion Commander will appoint a mail officer and an alternate. The mail officer will appoint a unit mail clerk and at least two (2) alternate unit mail clerks. The mail officer will be the S-1.

b. The Battalion S-1 is responsible for the Battalion Mail Handling operation. The S-1 will:

(1) Supervise the Battalion mail clerk and the company mail handlers to ensure compliance with established procedures.

(2) Ensure that ordinary and accountable mail is being handled in accordance with provisions of the above references and verify all accountable mail received and ensuring accountable mail is delivered to the addressee or returned to postal authorities.

(3) Inspect the Battalion mail room at least once every seven (7) calendar days to ensure that procedures are being adhered to, utilizing DA Form 4783, Postal Inspection Checklist.

(4) Maintain all inspection records in accordance with ARIMS.

c. Company Commanders will appoint at least two (2) mail handlers, one mail clerk, and one mail officer per company to issue mail at company level. d. Battalion Mail Clerk will:

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(1) Ensure the delivery of notices to the addressee of accountable mail, notifying of availability of mail at the Battalion consolidated mailroom.

(2) Maintain required records to account for all accountable mail, to include certified, numbered, insured, and registered mail.

(3) Properly safeguard mail until delivery or final disposition.

(4) Ensure delivery of all outgoing mail and the forwarding of all undeliverable mail to the postal authorities.

(5) Redirect all undeliverable mail.

(6) Assist and advise members of the Battalion on all postal matters.

(7) Maintain a locator file IAW AR 65-75 and DOD 4525.

(8) Report all violators of postal regulations to the Battalion and installation mail supervisor.

(9) Read and fully understand AR 65-75 and the Battalion and installation SOPs.

(10) Take appropriate action for mail addresses of deceased personnel IAW AR 65-75,

Chapter 6 and DOD 4525.

e. Company mail handlers will:

(1) Pick up all mail, minus accountable mail, from the Battalion mail clerk between 1030-

1130 daily.

(2) Handlers insure the delivery of mail to the addressee or an authorized representative of the addressee who is designated in writing during mail call.

(3) Not, under any circumstances, hold mail overnight.

(4) Transport mail only in a government vehicle. POV will not be used at any time.

(5) Not maintain a company mailroom.

(6) Not maintain any type of postal records.

(7) Not endorse or redirect mail.

(8) Not handle accountable mail unless authorized on a valid PS Form 3801.

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(9) Not transfer custody of mail in the handlers possession except to the addressee or to the

Battalion clerk.

4.

Procedures:

a. Accountable mail procedures:

(1) All accountable mail will be held at the Battalion mail room until picked up by the addressee or their authorized agent. Accountable mail includes certified, insured, and registered mail. The Battalion mail clerk will give company mail handlers written notification of accountable mail. Company mail handlers will deliver the form to the individual at mail call.

(2) Battalion mail clerks will inform the postal officer when accountable/regular mail has not been picked up in a reasonable amount of time.

(3) Accountable mail will be delivered only to the addressee or their designated agent. A designated agent must be listed on a valid PS Form 3801 or 3489. b. Incoming mail:

(1) Mail will be dispensed to personal mail boxes or picked up in person at the Battalion mail room.

(2) Mail addressed “Commanding Officer” of an individual assigned to the company, will be delivered to the commanding officer and not to the individual named on the address.

(3) Delivery of mail when addressee is not present (leave, TDY, etc.).

(a) Soldiers who know they will be absent for a specific period of time may authorize in writing unit mail clerks to forward mail to dependents or an agent at a forwarding address.

(b) Mail for unit members who are temporarily absent from duty will be retained for later delivery unless written disposition instructions have been given by the addressee.

(c) Dependents may be authorized to pick-up their sponsor’s mail at the mail room only when the sponsor is on extended field duty or deployed. Dependents’ mail may be delivered to their residence when they live with their sponsors in CONUS. A dependent may receive mail through the unit mail room for a reasonable period after their sponsor is reassigned to a new

CONUS duty station, provided the dependent’s mail is addressed in care of the sponsor.

(d) Mail delivery to personnel in the hospital will be accomplished by the unit mail clerk, if practical.

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Annex T (Postal Operations) to the Administrative Standard Operating Procedures (ASOP) c. Outgoing Mail: Hours of collection are from 0915 to COB, Monday through Friday.

d. Mail delivery in the Field:

(1) Mail will be delivered daily, Monday through Friday, while units are in the field.

Delivery is a command responsibility.

(2) Individual companies will provide and arrange for mail handlers in a military vehicle and a driver to deliver mail to the field. This vehicle may be utilized for the mail as well as other purposes, so as to consolidate transportation. The mail clerk must, however, retain custody of the mail at all times until final disposition. Such coordination will be made through the Battalion

S-1 telephonically. Units should understand that the S-1 capabilities are limited.

Annex T (Postal Operations) to the Administrative Standard Operating Procedures (ASOP)

(3) Battalion S-1 will ensure field mail is delivered as follows:

(a) Mail clerk will pick up mail from the USPS and sort it.

(b) Sorted mail will be picked up by company mail handlers at the designated time and delivered to the addressees.

(c) Mail handlers will pick up notices for accountable mail at that time.

(d) Personnel who desire to receive accountable mail in the field will be transported to the Battalion mail room field location.

(e) Outgoing mail will be collected by the company mail handler and delivered either to the Battalion mail clerk or put in the Battalion mail drop box.

(f) During periods of extended field duty, (i.e. off post) personnel will have the choice of having mail held, forwarded to the field location or picked up by an authorized agent.

e. Security of Mail:

(1) Mail will be properly safeguarded at all times. Reasonable security precautions will be taken to ensure that the Battalion mail room is a safe depository for mail at all times.

(2) The only individuals who may enter the unit mail room are:

(a) The unit Commanders and unit mail service personnel.

(b) US Postal Service (USPS) inspectors, serving postal officer, and other personnel on official inspections or staff visits.

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(c) Persons training to become unit mail clerks (but only to observe the mail duties of the unit mail clerks and to assist in keeping the locator files).

f. Mail Violators:

(1) Any person having knowledge or suspicion of violators against the postal system will notify the Battalion postal officer.

(2) Investigations of reports of violation against the postal system will be conducted IAW

Section III, Chapter 13, AR 65-1.

g. Use of DD Form 285:

(1) For mail clerks, DD Form 285 will be completed in four copies.

(a) Individual concerned.

(b) Battalion Mail Room.

(c) Fort Drum Post Office.

(d) Battalion Mail Officer.

(2) For mail handlers, it will be completed in two copies.

(a) Individual concerned.

(b) Battalion Mail Room.

(3) DD Form 285 will be validated by installation postal Officers for Battalion mail supervisors and mail clerks. DD Form 285 will be validated by the mail supervisor for company mail handlers.

(4) DD Form 285 will be revoked when an individual is relieved from his/her position through reassignment, ETS, etc. Appointing authority will destroy the individual’s copy and ensure the date of revocation is entered on the remaining copies. A memorandum will be prepared revoking 285s in the unit.

(5) DD Form 285 will be revoked on individuals with pending UCMJ action, depending on the seriousness of the offense, and upon the discretion of the Battalion Postal Officer.

h. Training Mail Clerks:

(1) Prospective mail clerks will train at least 30 days before testing.

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(2) They will be detailed to the Battalion mail clerk for the duration of the 30 days.

(3) They may use whatever TC and regulations, but all references must remain in the mail room at all times.

(4) They will be required to attend any postal training classes offered by the installation.

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SUBJECT: Annex T (Separations)

1. Purpose : To provide a quick checklist / review of the requirements and necessary documentation for the different separation actions that units can initiate.

2. References : AR 635-200, Enlisted Personnel


Brigade Chapter Action Flow Chart

Unit Commander

Initiates Chapter

(Begins Separation

Physical or Mental Eval. /

Gathers Necessary Docs.)

Battalion Commander

Reviews Chapter Packet

and

Makes

Recommendation

Unit

Brings Necessary Docs. to JAG for

Chapter Packet Creation and Initial Legal

Review

Unit Commander

Reviews Chapter Packet and

Makes

Recommendation

Unit

Retrieves Completed

Chapter Packet from JAG

Soldier May Submit

Materials on his/her behalf to add to Chapter Packet

Unit Commander

Provides Notice to Soldier

(Provides Soldier a Copy of Notification Memo)

Unit Escorts Soldier to TDS for

Separation Counseling with TDS Attorney

Unit

Returns Chapter Packet to JAG for Final Legal Review

If a Separation Board is Required:

Separation Board

Convenes,

Reviews Chapter Packet,

Hears Witness Testimony,

Makes Findings, and

Makes Separation Decision

Brigade Commander

Reviews Chapter Packet with Brigade Trial Counsel and

Makes Separation

Decision

OR

Recommendation to CG

Unit Advised by JAG:

1. Separation Approved

2. Separation Disapproved

3. CG Signature Required

(Soldier pending MEB or

OTH Discharge Rec.)

4. Separation Board

Required

(Soldier has Six or More

Years Service

or

OTH Discharge Rec.)

If Separation is Approved:

Unit Picks Up Final

Chapter Packet from JAG and Brings Soldier to

Transition Point for

Separation Orders

If Separation is Disapproved:

Soldier will remain in the Army

If CG Signature is Required:

CG reviews Chapter Packet with the SJA and

Makes Separation Decision

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------------------------------------------------------

Classification: UNCLASSIFIED

Caveats: NONE

R 272036Z MAY 05

FM DA WASHINGTON DC//G1/DIVISION MILPERS//

TO ALARACT

ZEN/ALARACT

INFO ZEN/HQDA G1/DIVISION MILPERS MGT

ZEN/HQDA G1/DIVISION MILPERS ENLISTED

BT

UNCLAS ALARACT 110/2005

SUBJECT: FIRST-TERM ENLISTED ATTRITION

1. REFERENCES:

A. MEMORANDUM, DEPUTY CHIEF OF STAFF, G-1, HQDA, 10 MARCH 2005,

SUBJECT AS ABOVE.

B. AR 635-200 (ENLISTED ADMINISTRATIVE SEPARATIONS), PARAGRAPHS 1-1C,

1-16A, 1-19C, D, AND E.

2. ALL MACOMS WILL SEND A MESSAGE VIA E-MAIL TO THE FOLLOWING

ADDRESS TO ACKNOWLEDGE RECEIPT OF THIS MESSAGE: DAPE-

MPEINBOX@HQDA.ARMY.MIL

3. WE ARE AN ARMY AT WAR AND INCREASING LEVELS OF ATTRITION OF FIRST-

TERM ENLISTED SOLDIERS IN BOTH THE TRAINING BASE AND UNITS IS A

MATTER OF GREAT CONCERN. WE NEED YOUR CONCERTED EFFORT TO

REVERSE THE RECENT NEGATIVE TREND IN FIRST-TERM ATTRITION. BY

REDUCING ATTRITION ONE PERCENT, THE ARMY CAN SAVE UP TO 3,000 INITIAL-

TERM SOLDIERS THATS 3,000 MORE SOLDIERS IN OUR FORMATIONS. EACH

SOLDIER RETAINED REDUCES THE STRAIN ON RECRUITING COMMAND AND OUR

RETENTION PROGRAM, WHICH MUST REPLACE EVERY SOLDIER WHO DEPARTS

THE ARMY EARLY.

4. AS AN ADDITIONAL MEANS OF REDUCING ATTRITION, EFFECTIVE

IMMEDIATELY SEPARATION AUTHORITY FOR FIRST-TERM ENLISTED SOLDIERS

IS ELEVATED FROM THE BATTALION COMMANDER TO THE SPECIAL COURT-

MARTIAL CONVENING AUTHORITY (SPCMCA) FOR THE FOLLOWING SEPARATION

CATEGORIES PRESCRIBED BY AR 635-200: FAILURE TO MEET PROCUREMENT

MEDICAL FITNESS STANDARDS (PARAGRAPH 5-11); PREGNANCY (CHAPTER 8);

ALCOHOL OR OTHER DRUG ABUSE REHABILITATION FAILURE (CHAPTER 9);

ENTRY LEVEL PERFORMANCE AND CONDUCT (CHAPTER 11); UNSATISFACTORY

PERFORMANCE (CHAPTER 13); SELECTED CHANGES IN SERVICE OBLIGATIONS

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(CHAPTER 16, PARAGRAPHS 16-4 THRU 16-10); AND FAILURE TO MEET BODY FAT

STANDARDS (CHAPTER 18). WITHHOLDING OF SEPARATION AUTHORITY FROM

BATTALION COMMANDERS, AND ELEVATING IT TO SPCMCA LEVEL, IS DIRECTED

BY HQDA PURSUANT TO PARAGRAPH 1-19E, AR 635-200. SEPARATION

AUTHORITY FOR CHAPTERS 5, 10, 14, AND 15 REMAIN AT THE SPCMA LEVEL.

5. THE FOREGOING DIRECTION APPLIES TO SEPARATION PROCEEDINGS IN

PROGRESS OR PENDING INITIATION. IT WILL REMAIN IN EFFECT UNTIL AT

LEAST 1 JUNE 2006, AT WHICH TIME IT WILL BE REVIEWED FOR CONTINUATION

OR TERMINATION.

6. COMMANDERS AT ALL ECHELONS ARE ENJOINED TO REVIEW THE GUIDANCE

ON COUNSELING, REHABILITATION, AND RETRAINING OF SOLDIERS

PROMULGATED IN AR 635-200, PARAGRAPHS 1-1C AND 1-16A.

7. THIS MESSAGE WILL EXPIRE 1 JUNE 2006. https://S-1net.bcks.army.mil:443/S-1net/

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Annex T (Separations) to the Administrative Standard Operating Procedures (ASOP)

SECRETARIAL PLENARY AUTHORITY

CHAPTER 5-3

Type of separation: Involuntary / Voluntary

LEAST Favorable Type of Discharge: General

Approval Authority: Secretary of the Army or Designee*

INVOLUNTARY

DOCUMENTATION REQUIRED:

1. Commander’s Request Form, FP Form 754

2. Documents substantiating reason for separation

3. Medical Exam: ensure that SF 88 block 77 states Soldier is qualified for separation under chapter 5-3

4. DA Forms 2A&2/1

NOTE : Notification procedure is used, HOWEVER, Soldier is NOT ENTITLED TO A

BOARD, per Change 1, AR 635-200

VOLUNTARY


2. DA Form 4187

3. Documents substantiating reason for separation

4. Education Counseling, DA Form 669-1-R

5. DA Forms 2A & 2/1

* May only be forwarded by Commander, BDE & Ft. Polk

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INVOLUNTARY SEPARATION DUE TO PARENTHOOD

CHAPTER 5-8

Type of separation: Involuntary

LEAST Favorable Type of Discharge: General*

Approval Authority: SPCMCA (Regt or Bde)



2. 1-18 separation counseling

3. Incident after 1-18 counseling

4. DA Forms 2A and 2/1

5. Family Care Plan counseling checklist and statement from Soldier explaining why plan is not working or failing to meet the Soldiers needs.

6. In the case of a Soldier not required to have a Family Care Plan, documentation supporting that it is the Soldier's parental obligations which are interfering with the fulfillment of military responsibilities

7. All supporting documents

*NO Soldier will be awarded a General discharge unless the Soldier is notified of the specific factors in their service record that warrant such a characterization, using the notification procedure.

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SEPARATION BECAUSE OF PERSONALITY DISORDER

CHAPTER 5-13


LEAST Favorable Type of Discharge: Honorable






4. Mental Status Evaluation by a physician trained in psychiatry and psychiatric diagnosis or by a licensed clinical psychologist

5. DA Forms 2A and 2/1

Note: The Mental Status Evaluation must read along the following lines: This condition is a deeply ingrained, maladaptive pattern of behavior of long duration which interferes with the

Soldier's ability to perform duty. Separation is recommended because the disorder is so severe that the Soldier's ability to function in the military environment is significantly impaired.

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EARLY SEPARATION TO FURTHER EDUCATION

CHAPTER 5-16

Type of separation: Voluntary *





2. DA Form 4187

3. Original letter of acceptance for enrollment: a. Letter MUST include the day classes start and the latest acceptable registration date b. Letter MUST indicate that individual has been accepted for a full-time course without qualification or probationary status c. The School must be approved by the Department of Veterans' Affairs, vocational and technical schools must offer a course of instruction of no less than 3 months. If the school is not listed in the Transition Point's book of VA approved schools, it may be necessary to have the school fax paperwork showing they are VA approved.

4. Statement from Soldier which clearly establishes that the specific school term is academically the most opportune time for them to begin or resume their education, and that delay of school enrollment until normal ETS would cause undue personal hardship.

5. Education Counseling

6. The Soldier must furnish proof that the college entry fee and tuition fees have been paid or can be paid. (A copy of current LES would do).

7. DA Forms 2A and 2~1

Note: Date of separation will not be earlier than 10 days prior to the class starting date; Soldiers may be separated up to 30 days prior to the date classes start, if evidence is submitted that the 10day period is insufficient to give the Soldier adequate time to register and enter the school on time. Examples include Soldiers returning from overseas and those who must move their families to the school location.

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ACCRUED LEAVE WILL BE USED TO THE MAXIMUM EXTENT POSSIBLE. AS

TRANSITION LEAVE, IN CONJUNCTION WITH EARLY SEPARATION.

*Soldiers serving initial enlistment of less than 3 years and, former senior ROTC cadets ordered to active dutv are ineligible.

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OTHER DESIGNATED PHYSICAL OR MENTAL CONDITIONS*

CHAPTER 5-17


LEAST Favorable Type of Discharge: General**





3. Medical exam and if applicable mental status evaluation. A recommendation for separation must be supported by documentation confirming the existence of the physical or mental condition



*Other designated physical or mental conditions not amounting to disability (excluding conditions appropriate under 5-11 or 5-13) that potentially interfere with assignment to or performance of duty. Such conditions may include, but are not limited to, chronic airsickness or seasickness, enuresis, sleepwalking, dyslexia, severe nightmares, claustrophobia, and other disorders manifesting disturbances of perception, thinking, emotional control or behavior sufficiently severe that the Soldier's ability to effectively perform military duties is significantly impaired.

**No Soldier will be awarded a General discharge unless the Soldiers is notified of the specific factors in his/her service record that warrant such a characterization, using the notification procedure.

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SEPARATION BECAUSE OF DEPENDENCY OR HARDSHIP

CHAPTER 6

Type of separation: Voluntary





2. DA Form 4187

3. Affidavit from Soldier explaining the nature of the hardship condition, and what the Soldier intends to do to alleviate it.


5. Affidavits: a. Parenthood or sole parenthood:

(1) Affidavits from Soldier's immediate Commander or officer who is the job supervisor, as appropriate, will be considered sufficient to substantiate the applicants claim.

(2) Sole parenthood resulting from divorce or separation will be substantiated by a judicial decree or court order awarding child custody to the Soldier. b. ALL OTHERS:

(1) An affidavit or statement by or on behalf of the Soldier's dependent(s) substantiating the dependency or hardship claim.

(2) Affidavits by at least two agencies or individuals other than members of the

Soldier's family, substantiating the dependency or hardship claim.

6. Additional evidence required as follows when basis is:

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Annex T (Separations) to the Administrative Standard Operating Procedures (ASOP) a. Financial difficulty: a detailed statement to establish the monthly income and expenses of the family. b. Death of a member of the Soldier's family: a death certificate or other valid proof of death. c. Disability of a member of the Soldier's family: a physicians certificate showing the diagnosis, prognosis, and date of disability. Medical statements and certificates will be prepared by the physician and preprinted medical statement forms requiring only a physician's signature will NOT be acceptable. d. To support members of Soldier's family other than spouse or children: the application should show the names and addresses of other members of the family. Proof that they cannot aid in the care of their family should be furnished.

7. Any other case related documents.

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ERRONEOUS ENLISTMENTS, REENLISTMENTS, OR EXTENSION*

CHAPTER 7-15


LEAST Favorable Type of Discharge: Honorable or Order of release from custody and control of the Army

Approval Authority: SPCMCA**(Regt or Bde)


1. Commander’s Request Form, FP Form 754; to initiate action to retain or discharge

2. Correspondence containing the following information: a. Facts relating to and circumstances surrounding the erroneous enlistment or extension b. The desire of the Soldier regarding retention or separation c. Copy of reenlistment or extension paperwork


* Erroneous if: It would not have occurred bad the relevant facts been known by the Government or had appropriate directives been followed; and it was not the result of fraudulent conduct on the part of the Soldier; and the defect is unchanged in material respects.

**1. If doubt exists whether an enlistment or extension was erroneous: the case will be forwarded the Commander, USAEEA requesting such determination.

2. If it is determined that the enlistment or extension was erroneous, but retention is considered to be in the best interest of the service, and the disqualification is waivable at HQDA or nonwaivable: the case will be forwarded to Commander, USAEEA.

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DEFECTIVE OR UNFULFILLED ENLISTMENT

OR REENLISTMENT AGREEMENTS*

CHAPTER 7-16






2. DA Form 4187 requesting separation: separation not authorized unless Soldier has brought this to the attention of his Commander within 30 days after the defect was discovered or reasonably should have been discovered by the Soldier

3. Documentation that the Soldier's enlistment commitment was either defective when made or cannot be fulfilled

4. Copy of enlistment/reenlistment paperwork


* A Defective enlistment agreement exists when the Soldier was e1igib1e for enlistment/reenlistment in the Army but did not meet the prerequisites for the option for which enlisted and the Soldier did not knowingly take part in creation of the defective enlistment.

Unfulfilled enlistment exists when the solider received a written enlistment commitment from recruiting personnel for which the Soldier was qualified, but which cannot be fulfilled by the

Army and the Soldier did not knowingly take part in the creation of the unfulfilled enlistment commitment.

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FRAUDULENT ENTRY

CHAPTER 7-17


Type of Discharge: General - Approval Authority: SPCMCA (Regt or Bde)

Type of Discharge: Under Other Then Honorable Conditions or Retention in cases with waivable disqualifications - Approval Authority: GCMCA


1. Commander’s Request Form, FP Form 754; to initiate action to retain or discharge

2. Documentation substantiating fraudulent entry


4. Copy of enlistment/reenlistment paperwork

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SEPARATION OF ENLISTED WOMEN-PREGNANCY

CHAPTER 8


Type of Discharge: Honorable

Approval Authority SCMCA (Sqdn or Bn)



2. DA Form 4187

3. Complete pregnancy physical

4. Pregnancy Counseling Checklist and statement of counseling


6. In circumstances of an abnormal pregnancy course, when a Soldier carries a pregnancy for 16 weeks or more, but then has an abortion, miscarriage, or an immature or premature delivery before separation is accomplished, the Soldier will have the option to be retained or separated.

The following documents will be required for separation: a. Medical officer's verification of duration of pregnancy b. Soldier counseled concerning her options and Soldier's signed decision statement*

* The 1-18 counseling and the signed decision statement by the Soldier must be completed within 30 days of the abortion, miscarriage, immature or premature delivery. (see para 6 above).

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ALCOHOL OR OTHER DRUG ABUSE REHABILITATION FAILURE

CHAPTER 9


Least favorable type of Discharge: General

Approval Authority:

1. Soldier less than 6 years total service: SCMCA (Sqdn or Bn)

2. Soldier with 6 years or more total service: SPCMCA (Reg or Bde)



2. Memo from the Commander declaring the Soldier an ADAPCP failure: This determination will be made in consultation with the rehabilitation team (See AR 600-85)

3. ADACP summary counseling

4. Medical examination


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ENTRY LEVEL STATUS PERFORMANCE AND CONDUCT*

CHAPTER 11


LEAST Favorable Type of Discharge: Uncharacterized

Approval Authority: SCMCA (Sqdn or Bn)



2. 1-18b separation counseling

3. Documented incident after the 1-18 counseling and rehabilitative transfer**

4. Documentation that Soldier had been rehabilitatively transferred


6. All case related documents

* Soldiers must have completed no more than 180 days of creditable continuous active duty.

CALL THE LEGAL SERVICES CENTER IMMEDIATELY this chapter must be initiated prior to 180 days.

**In certain cases the rehabilitative transfer requirement may be waived. Call your Trial Counsel prior to making a recommendation to waive the rehabilitative transfer requirement.

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SEPARATION FOR UNSATISFACTORY PERFORMANCE

CHAPTER 13


Type of Discharge: General

Approval Authority:

1. Soldiers with less than 6 yrs total service: SCMCA (Sqdn or Bn)

2. Soldiers with 6 years or more total service: SPCMCA (Regt or Bde)




3. Documentation that Soldier had been rehabilitatively transferred*

4. Documented incidents after the 1-8 counseling and rehabilitative transfer*

5. Medical examination

6. Mental status evaluation


8. Any other case related documents

NOTE: IAW Change 1 to AR 635-200 para 13-2f: Initiation of separation proceedings is required for Soldiers without medical limitations who have two consecutive failures of the Army

Physical Fitness Test per AR 350-41, or who are eliminated for cause from Noncommissioned

Officer Education System courses, unless the responsible Commander chooses to impose a bar to reenlistment per AR 601-280, chapter 6.

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* The mandatorv rehabilitation transfer provision applies onlv to first-term Soldiers; however, it does not apply when the basis of the chapter is for two time APFT failures (the Commander can provide a rehabilitative transfer, but doesn't have to). In certain instances exceptions to this policy exist, prior to making a recommendation to waive the rehabilitative transfer requirement, call Trial Counsel.

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CONVICTION BY CIVIL COURT

CHAPTER 14-5*


Type of Discharge: General - Approval Authority: SPCMCA (Reg: or Bde)

Type of Discharge: Under Other Than Honorable Conditions or Honorable –

Approval Authority: GCMCA



2. Copy of court paperwork


4. Is Soldier appealing, if not then a statement from Soldier indicating he does not intend to appeal if we can not get this statement it will delay separation.

* When Soldier is convicted by civil authorities or when action is taken that is tantamount to a finding of guilty if one of the following conditions is present (per para 14-Sa): A punitive discharge would be authorized for the same or a closely related offense under the MCM or the sentence by civil authorities includes confinement for 6 months or more, without regard to suspension or probation.

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MINOR DISCIPLINARY INFRACTIONS - CHAPTER 14-12A and

PATTERNS OF MISCONDUCT - CHAPTER 14-12B


Type of Discharge:

General - Approval Authority: SPCMCA (Regt or Bde)

Other Than Honorable Conditions or Honorable - Approval Authority: GCMCA




3. Documented incident after the 1-18 counseling

4. Medical Examination

5. Mental Status Evaluation



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COMMISSION OF A SERIOUS OFFENSE*

CHAPTER 14-12C


Type of Discharge:

General - Approval Authority: SPCMCA (Regt or Bde)

Other Than Honorable Conditions or Honorable - Approval Authority: GCMCA



2. Documentation of the serious offense


4. Mental Status Evaluation



NOTE: Abuse of illegal drugs is serious misconduct. First-time drug offenders, Soldiers in the grade of sergeant and above, or all Soldiers with 3 years or more of total military service

(Active and Reserve), will be processed for separation upon discovery of a drug offense.

*Commission of a serious offense: if the specific circumstances of the offense warrant separation and a punitive discharge would be authorized for the same or a closely related offense under the

MCM.

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VOLUNTARY SEPARATION OF SOLDIERS DENIED REENLISTMENT

LOCALLY IMPOSED BARS TO REENLISTMENT

CHAPTER 16-4A*






2. DA Form 4187

3. Copy of bar to reenlistment

4. Education counseling


6. Any case related documents

*First term Soldiers are not eligible for voluntary early separation on grounds of inability to overcome the bar.

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VOLUNTARY SEPARATION OF SOLDIERS DENIED REENLISTMENT DA Form

4991-R (Declination of Continued Service Statement (DCSS)

CHAPTER 16-4B






2. DA Form 4187

3. DA Form 4991-R (Declination of Continued Service Statement)

4. Army education counseling


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FAILURE TO MEET BODY FAT STANDARDS

CHAPTER 18


Type of Discharge: General

Approval Authority:

1. Soldier has less than 6 years total service: SCMCA (Sqdn or Bn)

2. Soldier with 6 years or more total service: SPCMCA (Regt or Bde)



2. Memorandum placing Soldier on Weight Control Program

3. Body Fat Content Worksheets

4. Correspondence from physician stating Soldier's condition is not due to medical problem

5. Correspondence from health care personnel stating the Soldier received nutrition counseling



8. Following removal from a weight control program, if it is determined that an individual exceeds the screening table weight and the body fat standard within 12 months then the following is needed: a. The memo which had originally removed Soldier from program b. Memorandum reentering Soldier on weight control program c. Body fat worksheet(s) reflecting Soldier has exceeded the standards

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SUBJECT: Annex T (Separations) d. Correspondence from physician stating the Soldier 's condition is not due to medical problem e. Commanders Request Form f. Medical Examination g. DA Form 2A & 2/1

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SUBJECT: Annex U (Weight Control)

Annex U (Weight Control) to the Administrative Standard Operating Procedures (ASOP)

1.

References : a. Policy # 5 , Bn, dtd # Sep ##

b. Policy # 29 , BDE and Fort Drum c. AR 600-9, Army Weight Control program

2. The objective of the weight control program is to ensure the unit has physically fit Soldiers that are capable of meeting the hard physical demands of their duties under wartime conditions and to ensure that the Soldiers present a professional military appearance.

3. Soldiers can enter the weight control program in two ways. They can be found to exceed the screening table weight and body fat percentage for their height and weight during a semi-annual weigh in, or they can be referred by their chain of command because of concerns about the

Soldier’s appearance.

4. All Soldiers will, at a minimum, be weighed semi-annually, preferably after completion of the record APFT conducted semi-annually.

5. Any Soldiers who is enrolled in the weight control program will counseled in writing by the

Commander as to the reason for enrollment, the expected progress, the referral to health personnel for evaluation within 30 days and the results of the Soldiers failure to achieve the expected progress.

6.

Soldiers who are enrolled into the program will be flagged.

7. Soldiers in the program will conduct monthly weigh-ins. The monthly weigh-ins will determine if the Soldier is making satisfactory progress and if the Soldier is able to be removed from the program by achieving the desired progress.

8. If a Soldier does not show satisfactory progress (loss of 3-8 pounds) in two consecutive monthly weigh-ins, the Soldiers will be referred to medical personnel for evaluation to determine if there is a medical reason for the lack of weight loss. If there is no medical reason for the lack of weight loss, the Soldier will be counseled that the Commander is initiating a request for separation IAW AR 635-100 or AR 635-200.

9. Soldiers in the program have a maximum of six months in which to meet the body fat standards of screening table weight.

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SUBJECT: Annex U (Weight Control)

10. At the end of six months the Soldier will be weighed and taped for the final time. If the body fat percentage is still too high or the appearance is still unsatisfactory, the Soldier will be counseled that the Commander is initiating a request for separation IAW AR 635-100 or AR

635-200.

11. All Soldiers attending a service school will be weighed and taped a minimum of three months out before the reporting date and again NLT 72 hours prior to their departure for the school.

12. Company will turn in the Weight Control Report on FP Form 370-E by the last working day in the month giving the status of each person on the report.

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SUBJECT: Annex V (MMRB)

Annex V (MMRB) to the Battalion Administrative Standard Operating Procedures (ASOP)

1. Purpose : To establish the procedures for preparing a complete MOS Medical Retention

Board Packet for a Soldier.

2. References : a. AR 40-501, Standards of Medical Fitness b. AR 600-60

3. Applicability : These procedures apply to all Soldiers assigned to the Battalion.

4. General : IAW Army Regulation, any Soldier who possesses a permanent physical profile with a “3” or “4” in one or more of the PULHES factors will appear before a MOS Medical

Retention Board (MMRB). This board will determine the Soldier’s ability to physically perform their worldwide field environment mission.

5. Responsibilities : a. Battalion S-1.

(1) Sign for all MMRB notification packets from G1/DIVISION.

(2) Within 24 hours log Soldier’s name in the MMRB suspense log and sign out to the appropriate company. MMRB Clerk will establish a “return to S-1” suspense of 1 week prior to the G-1 suspense date.

(3) Sign for, log and review MMRB packet after company completes all necessary paperwork.

(4) Print a current ERB/ORB for the packet.

(5) Provide MMRB packet to the Battalion XO for final review.

(6) Deliver completed packet to G1/DIVISION by suspense date. b. Units.

(1) Sign for MMRB Notification packet from S-1 section.

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(2) Notify Soldier of pending MMRB date, time, location, purpose and uniform.

(3) Prepare all necessary paperwork for the MMRB packet (See Appendices).

(4) Return completed packet to the S-1 MMRB Clerk by the determined suspense date.

6. Procedures : a. The S-1 MMRB NCO/Clerk will sign for the MMRB Notification packets from G-1.

Within 24 hours the MMRB Clerk will:

(1) Make a copy of the packet.

(2) Assign an S-1 suspense date of when the unit must have the packet returned to the S-

1. This date will be 7 working days prior to the S-1’s suspense date to G1/DIVISION.

(3) File the copied packet in the MMRB suspense file.

(4) Notify the unit that they have a MMRB Notification packet ready for pickup. All packets will be signed out on a DA Form 200. b. Units will sign for the MMRB Notification packet and conduct the following by the S-1 suspense date:

(1) Inform Soldier that they are required to appear before the MMRB. Supervisors will accompany their Soldiers to the MMRB. The supervisor should be prepared to address how the Soldier’s profile imS-1ts on their duty performance.

(2) Complete all of the following paperwork prior to the suspense date:

(a) Commander’s Evaluation (Appendix 1 ): The Commander is required to provide a written evaluation of the Soldier’s physical capabilities and the limitations the permanent profile has on the full range of the Soldier’s PMOS. This becomes a permanent part of the proceedings and is vital to the process. It is important to articulate the true and accurate capabilities or limitations that the profile presents.

(b) Battalion Commander’s endorsement (Appendix 2).

(c) Soldier’s Acknowledgement of Notification (Appendix 3).

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(d) Most recent Army Physical Fitness Test (APFT) or a statement explaining why the Soldier has not taken an APFT .

(e) Enlisted Record Brief or Officer Records Brief.

(f) Medical Records if not maintained at Ft. Polk.

(3) If Soldiers Physical Profiles (DA Form 3349) are more than one year old from the date of the board, the Soldier’s physician must reevaluate the profile to determine if it is still current. Ensure that this reevaluation is annotated in the Soldier’s medical record. c. The MMRB is required to make one of the following four recommendations concerning each Soldier:

(1) Retain current PMOS.

(2) Place Soldier in Probationary Period (6-month max).

(3) Recommend Soldier be reclassified.

(4) Refer the Soldier to the Army’s Physical Disability System (MEB/PEB).

APPENDICES

1 – Sample of Commanders Evaluation

2 – Sample of Battalion Commanders Endorsement

3 – Soldiers Acknowledgment Notification.

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SUBJECT: Annex W (Publications and Forms)

Annex W (Publications and Forms) to the Administrative Standard Operating Procedures

(ASOP)

1. References : a. AR 25-30 f. FORSCOM PAM 25-30 b. DA PAM 25-33 g. DA PAM 310-10 c. TRADOC PAM 25-30 h. DA PAM 310-13 d. BDE & FP PAM 25-30 i. DA PAM 310-15 e. BDE & FP PAM 25-31 j. DA PAM 310-20

2. Utilizing this SOP, you will be able to update, order, change and prepare the following

Department of the Army forms to ensure the publications account is properly managed: a. DA Form 17 b. DA Form 12-R c. DA Form 17-1 e. DA Form 12-99R f. DA Form 4569 g. NOLA 5604-1

3. If you have any questions, the point of contact is the Publications Center (DOIM) at ext.

1657.

4. Publications Clerk :

a. Manages the publications and blank forms account for the Battalion.

b. Establishes and maintains internal distribution plan.

c. Ensures that reference publications are on hand and remain current.

d. Performs daily maintenance of the publications account.

Publications Officer/Clerk or Security Officer changes, a new DA Form 12–R is submitted. b. Use DA Form 12-Series to subscribe to publications.

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Annex W (Publications and Forms) to the Administrative Standard Operating Procedures

(ASOP) c. Ensure that publications are ordered and maintained based on the company MTOE. d. Ensure that a sufficient number of publications are ordered to accomplish the mission.

Once publications are received, ensure that a distribution scheme has been started.

5. Procedure : a. Units requisition publications/blank forms using DA Form 17 in two copies. The publications Officer/Clerk will authenticate receipt on one copy of the form and return it to the unit when forms/publications are requisitioned. Units will keep this copy on file until publications have been received. b. Upon receipt of DA Form 17 from the sections, the publications clerk will check each requested item per DA PAM 25-30 to ensure that the publication is still current or is obsolete, and check for the proper unit of issue. Requested publications will then be transferred to DA

Form 4569 in alpha-numeric sequence. (Use DA Form 4569 only for publications).

c. DA Form 4569 is hand carried to Publications Management Branch, Bldg 318.

Annex X (Publications and Forms) to the Administrative Standard Operating Procedures (ASOP)

d. DA Form 4569 will be processed and will be returned to the Publications Officer/Clerk.

This copy will be filed. You will also receive a requisition status sheet from Baltimore when

Baltimore has received the order. This copy should be attached to the DA Form 4569.

e. Emergency publication request may be phoned in directly to the Baltimore Publications

Center.

f. Blank forms are requested on DA Form 17 in two copies. List all requested forms in numerical sequence (DA, DD, SF, FORSCOM, FP, etc.). g. Upon receipt, the Publications Officer/Clerk will check each form using DA PAM 25-30, to ensure that it is still current and for the proper unit of issue. h. Completed DA Form 17’s are hand carried to the Publications Branch. The Publications

Clerk picks up requested forms once each week between the hours of 8-12, Monday thru Friday. i. Fort Drum forms/publication indicated in BDE & FP Pam 310-2 are stocked in the

Publications Warehouse, Bldg 318. DA Form 17 is used for this purpose.

6. To better serve customers, request units/activities requiring multiple quantities of forms, submit the Department of the Army Form 17 (Requisition for Publications and Blank Forms) to the millsm@polk.emh-2.army.mil

, Fax: 531-1693. This will alleviate delays in filling orders caused by repeated trips to the warehouse.

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Appendix 1 (S-1 Forms) to Annex W (Publications and Forms) to the Administrative Standard

Operating Procedures (ASOP)

Accident Identification Card DD 518

Accident Report

Administrative Adjustment Report

Advance Pay

Aircraft Cargo Manifest

DA 285

DA 4949

DD 2560

DD 2130-C

Allotment Form

Ammunition Stores Slip

Applic. for Shipment & or Storage of Pers. Prop.

Applicaiton for Nomination for Special Assign.

Application for Active Duty

Application for Appointment

DD 2558

DA 3151-R

DD 1299

DA 2250

DA 160

DA 61

Application for Arrears in Pay

Application for Assignment Family Problems

Application for Assignment to Housing

Application for BAQ for Members with Depend.

Application for Correction of Records

Application for I.D. Card-DEERS Enrollment

Army Achievement Medal

Army Correspondence Course Enrollment Appl.

Army Emergency Relief Fund

Army Ideas for Excellence Program Proposal

Army Missile Material

Army Officer Candidate Contract/Service Agree.

Authorization to Start or Stop BAQ Credit

Awards Form

Bar to Re-enlistment Certificate

Basic Allowance for Subsistence Certification

Bill of Materials

Blood Donor Record

Board Member Appraisal Worksheet

Board Recommendation

Bodyfat Content Worksheet (Female)

Bodyfat Content Worksheet (Male)

C-130 Passenger/Cargo Manifest

Cargo Manifest

Cargo Manifest

Cargo Manifest

Cargo Manifest

Cargo Manifest

Cargo Manifest

Cargo Manifest

Cargo Manifest

Cash Collection Voucher

DD 827

DA 3739

DD 1746

DD 137

DD 149

DD 1172

DA 4980-18

DA 145

DA 1103

DA 1045

DA 3266-1

DA 4322-R

DA 3298

DA 638

DA 4126-R

DD 1475

DA 2702

DD 572

DA 3356

DA 3357

DA 5501-R

DA 5500-R

DD 2131

DD 1385

DD 1385-1

DD 1387-2

DD 2130-1

DD 2130-2

DD 2130-3

DD 2130-6

DD 2130-7

DD 1131

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Casualty Feeder Report

Certificate of Achievement

Certificate of Acknowledgement

Certificate of Acknowledgement

Certificate of Promotion E-5

Certificate of Promotion E-6

Certificate of Training

Change of Address and Directory Card

Charge Sheet

Classified Document Accountability Records

Combat Pistol Qualification Scorecard

Commander’s Report of Inquiry/Unauth. Absence

Confinement Order

Continuation for Requisition

Copy Machine Production Log

Correspondence Control Log

Crime Lab Examination Request

Cross Reference

Daily Aircraft Status Record

Daily Issues of Petroleum Products

Daily Staff Journal or Duty Officer's Log

Danger - Hearing Protection Required

Delay, Referral, or Follow-up Notice

Deliveries of Bulk Petroleum Products

Dental Plan Enrollment Election

Deserter/Absentee Wanted by Armed Forces

Dining Facility Account Card

Actions tracker

DOD Request for Personnel Security Investigation

DOD Single Line Item Release/Receipt Docum.

DODIC Master/Lot Locator Record

DODs Single Line Item Requisition System

Duty Roster

Enlisted Preference Statement

Enlistment/Reenlistment Documents

Equipment Changes in MTOE/TDA

Equipment Control Record

Equipment Identification Card

Equipment Inspection and Maintenance Wksht

Equipment Maintenance Log

Equipment Modification Record

Equipment Operator Qualification Records

Equipment Receipt

Exchange Tag

Expedite Labels

Facilities Engineering Work Request

142

DA 1156

DA 2442

DA 3574

DA 3575

DA 4872

DA 4874

DA 87

DA 3955

DD 458

DA 3964

DA 88

DA 4384

DD 497

DA 17-1

DA 4575-R

DA 2445

DA 3655

DA 1613

DA 1352/1

DA 3643

DA 1594

DA Label 172

DA 209

DA 3857

DD 2494

DD 553

DA 3980-R

DA 2064

DD 1879

DD 1348-1

DA 5203

DD 1348-6

DA 6

DA 2635

DD 4/1

DA 4610-R

DA 2404-09

DA 5823

DA 2404

DA 2409

DA 2408-5

DA 348

DA 3749

DA 2402

DA Label 115

DA 4283

AFDR-ABA-PE


Finance Checklist

For Official Use Only

Freedom of Information Act.

General Counseling Form

Good Conduct Medal

Grenade (44MM) Launcher Qual. Scorecard

Guard Report

Hand Receipt

Headcount Record

Hometown News Release

Honorable Discharge

Incentive Award Nomination and Approval

Individual Jump Record

Individual Sick Slip

Innage Gage Sheet

Inoperative Equipment Report

Inventory Adjustment Report

Inventory of Household Goods

Inventory Record

Investigating Officer' Report

Joint Airdrop Inspection Record



Joint Airdrop Malfunction Report

Joint Airlift Inspection Record

Joint Message Form

Joint Message Form

Joint Monthly Airdrop Summary Report

Jumps-JSS Pay Elections

Key Control Register

Key Control Register

Layout Card

Leave Control Log

Local Service Request

Location Placard

Machine Gun Marksmanship Card

Mailing Actions tracker

Mailing Label W/O Indicator

Maintenance Request

Maintenance Request

Maintenance Request Register

Manifest

Material Condition Status Report

Material Inspection & Receiving Report

Meal Card Control Book

Meal Card Control Register

143

DA 4964-R

DA Label 87

DA 4948-R

DA 4856

DA 4950

DA 2946

DA 904

DA 2062

DA 3033

DD 2266

DD 256-A

DA 1256

DA 1307

DD 689

DA 3853-1

DA 5409

DA 444

DD 1701

DA 3234-R

DD 457

DD 1748

DD 1748-1

DD 1748-4

DD 1748-2

DD 2133

DD 173/2

DD 173/2B

DD 1748-3

DA 3685

DA 5013-R

DA 5513-R

DA 3825

DA 4179-R

DA 3938

DA 3779

DA 85

DA 455

DA Label 18-1

DA 2407

DA 2407-1

DA 2405

DA 1306

DA 2406

DD 250

DD 714

DA 4809-R

AFDR-ABA-PE


Meal Card Verification Form

Message Book

Monthly Abstract of Issues-Petroleum Products

Motor Vehicle Inspection

NCO Counseling Checklist

NCOER

Non-appropriat. Fund Receipt & Disburse. Vouch

Notice Delegation of Authority

Oath of Extension of Enlistment

Oath of Office

Oath of Re-enlistment

OER Support Form

Officer Assignment Preference Statement

Officer Evaluation Report

Oil Analyze Log

Operation Ration

Organizational Clothing & Equipment Records

Organizational Control Record for Equipment

Over an Under Records -Meals

Overseas Movement of Family Members

Passport/Request for VISA

Pay Inquiry

Personal Clothing Request

Personal Property Record

Personnel Action

Personnel Asset Inventory

Personnel Data/Sidpers

Personnel Qualification Record

Personnel Register

Personnel Register Card

Personnel Screening and Evaluation

Personnel Security Questionnaire

Personnel Security Questionnaire

Police Record Check

Prescribed Load List

Preventive Maintenance Schedule & Record

Production Schedule

Promotion Point Worksheet

Property Record

PT Scorecard

Publication of Blank Form Stock Record Card

Publication of Blank Form Stock Record Card

Publication Order Form (Army)

Purchase Request and Commitment

Reassignment Control Sheet

Reassignment Processing

144

DA 4550-R

DA 4004

DA 3644

DD 626

DA 2166-7-1

DA 2166-7

DA 2107

DA 1687

DA 1695

DA 71

DA 5689

DA 67-8-1

DA 483

DA 67-8

DA 2408-20

DA 5309

DA 3645

DA 2401

DA 3251-R

DA 5116-R

DD 1056

DA 2142

DA 3078

DA 4986

DA 4187

DA 3986

DA 2475-2

DA 2/1

DA 647

DA 647-1

DA 3180

DD 398

DD 398-2

DD 369

DA 2063-R

DD 314

DA 3034

DA 3355

DA 3328

DA 705

DA 479

DA 479-1

DA 4569

DA 3953

DA 5117-R

DA 4787-R

AFDR-ABA-PE


Recommendation for Promotion of Officer

Recommended Change Through Publication

Record Fire Scorecard

Record of Demands-Title Insert

Record of Proceedings

Recorder Point Record

Re-enlistment Certificate

Re-enlistment Data

Register of Vouchers

Report of Investigation-Line of Duty

Report of Proceedings by Investigating Officers

Report of Survey

Report of Survey Register

Report of Unfavorable info. for Security Determin.

Report to Suspend Favorable Pers. Action

Request and Authorization TDY

Request Author. Agree. Cert. of Train.& Reimbur.

Request for Authority for Leave

Request for Convoy Clearance

Request for Disposition on Waiver

Request for Establishment of a Pubs Account

Request for Issue or Turn-in





Request for Orders

Request for Re-enlistment

Request for Regular Army Re-enlist. or Extens.

Request for Special Hauling Permit

Request for Subsistence Payroll Deduction

Requisition for Local Duplication Service

Requisition for Printing & Binding Service

Requisition for Pubs and Blank Forms

Requisition System

Rights Warning Procedure-Waiver Certificate

Savings Bond Allotment

Security Termination Statement

Sensitive and High Dollar Item Disposition

Separation Action Control Sheet

Serial Number Record

Serial/Registration Number Record

Sidpers Input and Control Data

Signature Headcount Sheet

Specimen Custody Document-Drug Testing

DA 78

DA 2028

DA 3595

DA 3318

DA 2627

DA 1300-4

DA 5612

DA 1315

DA 272

DD 261

DA 1574

DA 4697

DA 1659

DA 5248-R

DA 268

DD 1610

DD 1556

DA 31

DD 1265

DA 3590

DA 12-R

DA 2765

DA 2765-1

DA 3161

DA 3161-1

DA 3161-R

DA 2446

DA 3340-R

DA 3180-R

DD 1266

DA 5100-R

DD 844

DD 843

DA 17

DD 1348

DA 3881

DD 2559

DA 2962

DA 3034-1

DA 5138-R

DA 5204

DA 3328-1

DA 3815

DA 3032

DD 2624

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Sponsorship Program

State Income Tax Exemption Test Certification

Statement for Enlistment

Statement of Charges

Statement of Claimant Req. Stop. of Pay. on Ch

Statement of Entitlement - Reenlistment Bonus

Statement of Medical Exam & Duty Status

Statement to Substantiate Payment

Stock Account Record

Subscription Change Sheet

Subsistence Report and Field Ration Request

Summarized Record of Proceedings Under Art15

Supplementary Action Art. 15

Sworn Statement

Tool Sign Out/Log/Register

Training Ammunition Control Document

Transmittal Record

Travel Voucher

Travel Voucher

Travel Voucher

Uncorrected Fault Record

Unit Level Deadlining Parts Report

Unit Status Report

VHA/BAQ Recertification

Visual Information (V1) Product Loan Order

Visual Information Work Order

Waiver of Disqualification Reenlistment

Weapon Record Data

DA 5434

DD 2058-1

DA 3286

DD 362

DA 3037

DA 4789

DA 2173

DD 1561

DA 1296

DA 12-99-R

DA 2970

DA 2627-1

DA 2627-2

DA 2823

DA 5519-R

DA 5515

DA 200

DD 1351

DD 1351-2

DD 1351-2c

DA 2408-14

DA 5410

DA 2715-R

DA 5960

DA 4103-R

DA 3903

DA 3072-R

DA 2408-4

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SUBJECT: Annex X (ARIMS)

Annex X (The Army Records Information Management System (ARIMS) to the Battalion


1. Purpose : To establish ARIMS system procedures in accordance with established directive and regulations

2. Reference : https://www.arims.army.mil/wbt/index.shtml

3. Responsibilities : Battalion Publication clerk is responsible for establishing a file plan for S-

1. The file must be approved each year by DOIM. For assistance locate on the internet under US

Army Publishing Agency Home Page at www.rmd.belvoir.army.mil.

4.

The following information will enable units to effectively use reports generated for ARIMS filing system to assist in managing files. a. ARIMS Cross References: For rescinded or changed

file numbers. b. ARIMS Number Changes: List ARIMS numbers, affected, and changes. c. Locate under ARIMS: Shows how to find what you’re looking for. d. Type of Dispositions: Shows how long files are maintained. e. File series: Using dummy files. f. Label requirements: Shows what requirements are

used for each label to contain. g. Destroy time Frame: When you’re allowed to shred files h. Assembling records: Shows how to put the records together. i. FORSCOM FORM 350-R: approved file list for each year

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SUBJECT: Annex X (ARIMS)

Annex X (The Army Records Information Management System (ARIMS) to the Battalion


5. Labels for each year :

a. For each year the cutoff date is 30 September for fiscal year and 31 December is used for the calendar year.

b. Each unit is responsible for creating their own filing system based on the guidance provided at the following web site https://www.arims.army.mil/wbt/index.shtml

. Units must submit

FORSCOM Form 350-R for approval to the DOIM.

148

2-10-AVN-BN-S-1-SOP

“KNIGHTHAWKS”

2-10 AVIATION S-1

STANDING OPERATING

PROCEDURES

Brigade Chapter Action Flow Chart

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