PERSONNEL AND ADMIN.PAGE 3
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CHAPTER 5
ADDITIONAL QUALIFICATIONS FOR SPECIAL STAFF POSITIONS
5-1 General: The requirements listed below for Medical Corps, Chaplain Corps and the Judge Advocate General Corps are in addition to the eligibility criteria contained in Chapter 2 of this regulation.
5-2 Medical Corps: It is the intent of this regulation, and of the Chief of Army Operations of the USNDFSCOM, that the Army Service Branch of the USNDFSCOM Medical Corps be staffed with professionally trained and disciplined medical personnel fully qualified and licensed, registered and/or certified in their medical specialty by the appropriate State or National Agency.
5-3 Chaplain Corps:
  1. An Ecclesiastical Endorsement from the appropriate denominational endorsing authority.
  2. A review with the Army Service Branch of the USNDFSCOM Chief of Chaplains and a positive recommendation, with all supporting documentation, forwarded to the Army Service Branch-HQ of the USNDFSCOM Officer Review Board for action.
  3. The review may be an examination of credentials, endorsements, and recommendations or information interview by oral communications (telephone calls).
5-4 Judge Advocate General Corps:
  1. A copy of current law license and proof of admission and current standing before the appropriate State Bar.
  2. A positive recommendation from the Army Service Branch-HQ of the USNDFSCOM Judge Advocate General or Inspector General.
CHAPTER 6
SEPARATIONS
6-1 Statutory Authority:
  1. The Army Service Branch-HQ of the USNDFSCOM is the issuing authority for all separations and/or discharges of Army Service Branch of the USNDFSCOM personnel.
6-2 Classes of Discharge:
  1. Honorable Discharge. Class of discharge given for honorable and faithful service.
  2. General Discharge. Class of discharge given when a member’s service has been satisfactory but does not meet the requirements for an Honorable Discharge.
(1) This class of discharge will be given when separation is for non-participation.
  1. Administrative Discharge. Class of discharge given as a result of ineffectiveness or inefficiency as determined by a unit commander at the Brigade level or higher, reviewed by the Inspector General and approved by the Chief of Army Operations or the Adjutant General.
(1) No certificate will be issued for this class of discharge. The member concerned will receive a copy of the discharge orders in lieu of a certificate.
  1. Bad Conduct Discharge: A form of discharge given to a member of the Army Service Branch of the USNDFSCOM under conditions other than honorable, to include falsification of records, fraud that has been proven but without proceedings by a Army Service Branch-HQ of the USNDFSCOM Board of Officers or upon conviction by a Board of Officers usually for misconduct, fraud, or undesirable habits.
(1) No certificate will be issued for this class of discharge. The member concerned will receive a copy of the discharge orders in lieu of a certificate.
  1. Dishonorable Discharge: A formal release from the Army Service Branch of the USNDFSCOM without honor. It can only be given a member upon conviction in proceedings before a Army Service Branch-HQ of the USNDFSCOM Board of Officers and review by the Chief of Army Operations and the Adjutant General.
(1) No certificate will be issued for this class of discharge. The member concerned will receive a copy of the discharge orders in lieu of a certificate.

6-3 Voluntary Separations:
Approval and administrative procedures for voluntary separations will be in accordance with the provisions of this regulations as follows:
  1. Commissioned Officers: Chapter 2
  2. Warrant Officers: Chapter 3
  3. Enlisted Personnel: Chapter 4

6-4 Involuntary Separations:
Involuntary separations are prohibited.

6-5 Property Responsibility: Officers who have been issued state property will not be discharged until return of the issued property has been confirmed by the appropriate authority at Army Service Branch-HQ of the USNDFSCOM.

6-6 Wear of the Army Service Branch of the USNDFSCOM uniform; Wearing the uniform or any component of the uniform after discharge, transfer to IRR, or resignation is not authorized.

CHAPTER 7

PERSONNEL SERVICES
7-1 Awards: The purpose of the awards program is to provide tangible evidence of public recognition by the United States for acts of heroism performed and exceptional or outstanding service or achievement rendered by members of the Army Service Branch of the USNDFSCOM.

  1. Authorized Army Service Branch-HQ of the USNDFSCOM awards, criteria and precedence of awards are listed in USNDFSCOM regulation. Current Army Service Branch of the USNDFSCOM awards are as follows:

  1. USNDFSCOM(SEP) Valor Award
  2. USNDFSCOM(SEP) Commendation Ribbon
  3. USNDFSCOM(SEP) Commanding General’s Individual Award
  4. USNDFSCOM(SEP) Achievement Ribbon
  5. USNDFSCOM(SEP) Meritorious Service Ribbon
  6. USNDFSCOM(SEP) Recruiting Ribbon
  7. USNDFSCOM(SEP) Professional Development Ribbon
  8. USNDFSCOM(SEP) War on Terrorism
  9. USNDFSCOM(SEP) Service Ribbon
  10. USNDFSCOM(SEP) Meritorious Unit Award
  11. USNDFSCOM(SEP) Organizational Excellence Award

  1. All recommendations for awards shall follow the requirements and procedures outlined in USNDFSCOM Regulation and be forwarded through the chain of command to the Army Service Branch-HQ of the USNDFSCOM for consideration.

  1. Certificates and ribbons will be issued only by the Army Service Branch-HQ of the USNDFSCOM. The original certificate will be returned to the unit of assignment for presentation to the individual. Copies of the award will be maintained at the Army Service Branch-HQ of the USNDFSCOM, Division and the individual’s unit of assignment
7-2 Identification Cards:
  1. All Army Service Branch of the USNDFSCOM Identification Cards shall be issued by the Army Service Branch-HQ of the USNDFSCOM. This authority will not be delegated to any subordinate command.

  1. All members of the Army Service Branch of the USNDFSCOM will be issued an identification card and will carry it with them at all times.

  1. Identification Cards will be issued for any of the following:

  1. Initial appointment/commissioning or enlistment ($10.00 Fee).
  2. Upon promotion to the next higher grade ($5.00 Fee).
  3. Expiration of card ($25.00 Fee). (expired card must accompany request for new card)
  4. Change of status from enlisted to officer or officer to enlisted ($5.00 Fee).
  5. Loss or destruction of original card ($5.00 Fee). (request must be accompanied by an affidavit explaining the circumstances of the loss or destruction)

  1. Upon separation from the Army Service Branch of the USNDFSCOM an individual’s identification card must be returned to the Army Service Branch-HQ of the USNDFSCOM before discharge orders will be issued.

7-3 Identification Card Expiration Dates: All Army Service Branch of the USNDFSCOM ID cards will be effective for 1 year from the date of issue regardless of Grade or Rank.

7-4 Complaints and Requests for Assistance:
  1. Command Responsibility: The processing of complaints, grievances, and requests for assistance is a command responsibility. Individual complaints, grievances or requests for assistance will be processed through the chain of command and every attempt should be made to resolve them at the lowest unit level possible.
  2. Inspector General: The Army Service Branch of the USNDFSCOM Inspector General is assigned at Army Service Branch-HQ of the USNDFSCOM. All members of the Army Service Branch of the USNDFSCOM must be advised of their right to contact the Inspector General’s Office at the Army Service Branch-HQ of the USNDFSCOM. Although the Inspector General maintains an "open door" policy it is expected that, with the exception of special critical incidents, all members will go through the chain of command before contacting the Inspector General’s Office.
CHAPTER 8

ADMINISTRATIVE PROCEDURES
8-1 Scope: This chapter is intended to provide general guidance for the practices and processing of administrative and personnel actions throughout the Army Service Branch-HQ of the USNDFSCOM. Procedures in this chapter are supplemented by the instructions in the Army Service Branch of the USNDFSCOM Administrative Standard Operating Procedure.
8-2 Unit Monthly Drill Reports:
  1. Assigned Strength report. The assigned Strength report is prepared on USNDFSCOM Form 10 by each Regiment and submitted to Division no later than the 1st day of each month. Divisions will submit a consolidated report to the Army Service Branch-HQ of the USNDFSCOM no later than the 5th day of each month.
  2. Brigade/Division Consolidation/Unit Monthly Attendance: The Brigade/Division/Unit Monthly Attendance report is prepared on USNDFSCOM Form 21 by each Regiment HQ and each subordinate Battalion and company and will be submitted to Division HQ no later than the 5th day of each month.
Divisions will consolidate reports from the companies and Battalions and submit the consolidated report to the Army Service Branch-HQ of the USNDFSCOM no later than the 10th day of each month.

8-3 Military Orders:
  1. Order Requirements: Orders are required for Officer Appointment/Commissioning, initial enlistment and assignment, reassignments, promotions, reductions, transfers, separations and certain other personnel actions.

  1. Issue Authority: The Army Service Branch-HQ of the USNDFSCOM is the issuing authority and will issue all orders pertaining to officer, enlisted personnel and unit organizational actions.

  1. Orders Format: Division and Battalion Commanders will utilize USNDFSCOM Form 4 or USNDFSCOM Form 5 to request personnel actions and orders from the Army Service Branch-HQ of the USNDFSCOM.

  1. Effective Date: The effective date of all administrative actions shall be the date specified on orders from ARMY SERVICE BRANCH-HQ.

  1. Distribution: Distribution of orders for personnel changes effecting Companies, Battalions and Divisions shall be as follows:
(1) Individual concerned. 1 copy
(2) Unit Personnel File Folder. 1 copy
(3) Next Higher Headquarters. 1 copy
(4) Unit Orders File. 1 copy
(5) USNDFSCOM Headquarters 1 copy
8-4 Correspondence:
  1. Definition: The term "correspondence" includes all forms of written communication between units or personnel of the Army Service Branch of the USNDFSCOM. However for purposes of this regulation only the two principle forms of correspondence utilized in the Army Service Branch of the USNDFSCOM will be discussed. The Military Memorandum and endorsements or comments to memorandum.
  2. General Rules:
(1) Preparation: Military correspondence will be prepared on 8-1/2 by 11 paper or preprinted forms and may be computer generated, typewritten or printed by hand. All entries will be in black ink.

(2) Number of Copies: Correspondence to which no reply is expected should be prepared in at least three copies, one retained by the sender, the original and one copy to the addressee. If routed through the chain of command sufficient copies should be prepared to allow each intermediate headquarters to retain a copy.

(3) Using One Side of Paper: Except when using prescribed forms or when reproducing two-sided materials for distribution only one side of a sheet of paper will be used for correspondence.

(4) Quality of Writing: military writing should be clear and concise. Short words, short sentences, and short paragraphs should be used to the fullest extent possible and each communication should cover only one subject.

(5) Mailing: In the interest of economy, if possible, all communication addressed to the same headquarters should be mailed in the same envelope.

  1. Endorsements: The reply or forwarding of comments to a Military Memorandum may be made by an endorsement to the original letter. The endorsement may be placed on the original letter if sufficient space is available for the entire endorsement, including signature block. If sufficient space is not available, the endorsement will be prepared on a separate sheet.

  1. Enclosures: Enclosures are documents accompanying correspondence required to complete the communication or to keep the body of the communication as short and clear as possible. They may also be used to furnish additional information, to present details, to explain data, or to add generally to a better understanding of the subject.

8-5 Memorandums:
  1. Purpose. Memorandums will be utilized by all units to announce unit actions for which Orders or Permanent Orders are not required. The memorandum may be used for correspondence between units and/or individuals of the Army Service Branch of the USNDFSCOM and will be used for correspondence between units of the Army Service Branch of the USNDFSCOM and other military services. Memorandums will not be used for correspondence between Army Service Branch of the USNDFSCOM units and civilians or civil agencies or organizations. The standard nonmilitary format will be used for letters of this nature. Some examples of memorandums are:

(1) Change of personal data such as change of name, social security number, or date of birth.

(2) Appointing a board, committee, or council.

(3) Establishing, dissolving, or re-designating a fund.

(4) Announcing duty appointments or duty assignments such as Special Project Officer or NCO, Safety Officer or NCO, Line of Duty Investigation Officer, etc.

(5) Announcing command policies and procedures.

(6) Instructions for Training Exercises.

(7) Documentation for employers when individuals are ordered to Active Duty or Active Duty for Training.

  1. Distribution of memorandums will be as follows:
(1) Individual and/or units concerned (if applicable). 1 copy
(2) Personnel file folder. (if applicable) 1 copy
(3) Next higher headquarters. 1 copy
(4) Unit file. 1 copy
(5) Army Service Branch-HQ of the USNDFSCOM 1 copy
8-6 Authorized Abbreviations: Abbreviations will be used only when the meaning is clear. Normally, abbreviations will be those authorized for and commonly used in military correspondence.
8-7 Personnel File Folders:
  1. Responsibility. The custodian of the personnel records for the member’s unit of assignment will initiate and maintain personnel file folders for all assigned or attached officer or enlisted personnel. The Army Service Branch-HQ of the USNDFSCOM will also maintain personnel file folders for all personnel of the Army Service Branch of the USNDFSCOM. The maintenance of personnel files folders by Battalion and Division Headquarters for members of their subordinate units is required. The personnel file maintained by the Army Service Branch-HQ of the USNDFSCOM shall be the individuals official 201 personnel file.
  2. Personnel File Documents: Personnel files will be maintained in locally procured folders. Folders for personnel files are not available from the Army Service Branch-HQ of the USNDFSCOM. Personnel file folders will contain copies of all documents and records pertaining to the individual’s Army Service Branch of the USNDFSCOM service. The following are examples of documents that would be maintained in the personnel file folder:

(1) Enlistment Record (Enlisted personnel only)
(2) Officer Qualification Record.
(3) Requests for Officer Personnel Action.
(4) Enlisted Qualification Record.
(5) Request for Enlisted Personnel Action.
(6) Prior Military Service Documents.
(7) Orders.
(8) Permanent Orders.
(9) Requests for Awards and/or Correspondence Courses.
(10) All letters and other correspondence pertaining to the individual.

  1. Disposition Upon Transfer or Attachment: Upon transfer or attachment of an individual the losing personnel custodian will be responsible for updating the personnel file and forwarding it to the gaining unit within ten (10) days.
  2. Disposition Upon Discharge or Death: When a member of the Army Service Branch of the USNDFSCOM is discharged or dies the unit personnel records custodian will update the personnel file and forward it to the Army Service Branch-HQ of the USNDFSCOM within ten (10) days.
8-8 Unit Files: All Army Service Branch of the USNDFSCOM units are required to maintain file copies of documents, records, and publications pertinent to the operation of the unit. Unit files will be maintained in manila folders or three-ring binders as appropriate. Unit files will be available for inspection by representatives from higher headquarters or the Inspector General’s Office of the Army Service Branch of the USNDFSCOM. The items listed below are
considered to be the minimum files maintained by each unit or headquarters as indicated.
 DESCRIPTION                                                                     BATALION REGIMENT DIVISION ARMY HQ 

Monthly Drill Report

 X  X  X  X

BN/REG Consolidation report

 X  X    

Sign-In Roster

 X  X  X  

Permanent Orders (by Army Service Branch-HQ)

  X  X  X  X

Orders (by Army Service Branch-HQ)

  X  X  X  X

USNDFSCOM Bulletins

  X  X  X  X

USNDFSCOM Regulations

  X  X  X  X

Memorandums

  X  X  X  X

Correspondence File

 X  X  X  X

Training Observation Reports

 X  X  X  

Staff Visits

 X  X  X  

Area Maps

 X  X  X  

Alert Plan

 X  X  X  

Standing Operation Procedures (SOP)

  X  X  X  X

Operation Plans

  X  X  X  X

Property Records

 X  X  X  X

Locally Acquired Property Records

 X  X  X  X
8-9 Routing of Routine Reports and Requests: This regulation, supplemented by the Army Service Branch of the USNDFSCOM Administrative Standard Operation Procedure (SOP), provides routing instructions and designates the responsibility for preparation of routine reports and requests submitted by units of the Army Service Branch of the USNDFSCOM. Routine requests and reports must be routed through the chain of command, however information copies may be sent to intermediate commanders when deemed appropriate.
8-10 Blank Forms: Blank forms necessary for the operation of units of the Army Service Branch-HQ of the USNDFSCOM are available from the Army Service Branch-HQ of the USNDFSCOM and will be furnished upon request to each Division S-1. In the interest of economy Division S-1s are cautioned to request only the quantity of forms that will be needed. Computer generated or machine produced copies of official forms are also authorized for use. The following is a listing of blank forms are available for issue from the Army Service Branch-HQ of the USNDFSCOM.

Form 1 Application and Oath of Office Form
Form 1A Commanding Officer Recommendation to Join
Form 1B New Member Packet Checklist
Form 2 Entry Identification Card Application
Form 2A Annual ID Card Renewal Application
Form 2B ID Reissue Application
Form 3 Form for BDU Patches
Form 4 Officer Personnel Action
Form 5 Enlisted Personnel Action
Form 6 Operations and Training Individual Education
Form 7 Confidential Database Form
Form 8 Training Schedule Format
Form 9 Public Training Attendance Roster
Form 9 Public Training Feed Back Questionnaire
Form 9A Public Training Certificate of Training
Form 10 End of Month Report-Commands
Form 11 Army Service Branch of the USNDFSCOM Letterhead
Form 12 Commanding Officer Recommendation for Award
Form 13 Equivalent Training Request
Form 14 Request for Veteran Recognition Award
Form 15 End of Month Activity Report
Form 17 Unit Training Evaluation Form
Form 21 Personnel Sign-In-Sheet
Form 25 The President’s Volunteer Service Award Program Application


END OF REGULATION
TABLE 12
REQUIRED FILES