DISCLAIMER Content contained herein is the sole intellectual property of the Kentucky Division of the US Naval Sea Cadet Corps. Be aware that the information listed in this manual may change without notice.
STANDARD OPERATING PROCEDURES Revised 13FEB14 Ltjg Joe Ryan, NSCC Commanding Officer Kentucky Division, 051KTY
KYDIVINST 3120.1
This SOP manual is designed to provide information and instruction to unit midshipmen, instructors and officers. The content of each chapter is as outlined and directed by the unit commanding officer, and promulgated by various sources and references throughout the NSCC. No warranties or guarantees are expressed or implied by the information contained herein, and is to be considered instructional only. Neither the commanding officer nor contributing source(s) shall be liable for any physical, psychological, emotional, financial, or commercial damages, including, but not limited to, special, incidental, consequential or other damages. All data contained herein is for instructional use only, to be used in the responsible and lawful operation of the aforementioned unit. Data, instructions and references herein are to be considered as matter of fact, and final in nature. Changes and suggested editions should be forwarded to the commanding officer through chain of command.
KYDIVINST 3120.1 01 FEB 14
Contents Contents......................................................................................................................................................2
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KYDIVINST 3120.1 01 FEB 14
CHAPTER 1 – UNIT ORGANIZATION
SECTION 1 – STAFF CHAIN OF COMMAND 101. Purpose. The purpose of this chapter is to define the Kentucky Division chain of command and provide job descriptions for all assigned billets in the command. 102. Chain of Command. The Kentucky Division chain of command runs much like the chain of command in a typical U.S. Navy command. The Commanding Officer is in charge and it goes down from there. Each staff member, officer and enlisted, is responsible for the execution of their primary duty. Additionally, each staff member must take the initiative and help wherever they see the need. This is an extension of the team concept that the NSCC is all about. When cadets see staff members working together to accomplish a goal, it will motivate them to do the same. 103.
Staff Billets
a. Commanding Officer (CO). As set forth in U.S. Naval Sea Cadet Corps Regulations, the commanding officer is charged with the absolute responsibility for the safety, well-being, and efficiency of his or her command, except when and to the extent he or she may be relieved there from by competent authority. The duties and responsibilities of the commanding officer are established by U.S. Naval Sea Cadet Corps Regulations, general orders, customs, and tradition. The authority of the commanding officer is commensurate with his or her responsibility, subject to the limitations prescribed by constitutional, statutory, international, and regulatory law including U.S. Naval Sea Cadet Corps Regulations (NSCCREGS). The CO is also responsible for the payment of all of the command’s bills and maintenance of the command’s funds. b. Executive Officer (XO). The executive officer is the direct representative of the commanding officer. All orders issued by him/her will have the same force and effect as though issued by the commanding officer. The executive officer will conform to and carry out the policies and orders of the commanding officer and shall keep him/her informed of all significant matters pertaining to the command. The executive officer shall be primarily responsible under the commanding officer for the organization, performance of duty, and good order and discipline of the entire command. He/she will recognize the right and duty of a Head of Department to confer directly with the
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KYDIVINST 3120.1 01 FEB 14 commanding officer on matters specifically relating to his/her department on a case to case basis. An officer acting as executive officer during the temporary absence or disability, will have the same authority and responsibility as the executive officer; however, no authority is grated to modify existing organization, unless ordered to do so, and will endeavor to have the routine and other affairs of the unit carried out in the usual manner. The Executive Officer will assume command should the need arise. (1) The executive officer, subject to the orders of the Commanding Officer and assisted by subordinates, will: . (a) Ensure the commanding officer is advised of deficiencies, and anticipated difficulties which may affect operational readiness or administrative efficiency of the unit. (b) Make frequent inspections in company, when practicable, with the subordinates concerned; and take remedial action to correct defects. (c) Maintain high morale within the command. The discipline, welfare, and privileges of the individuals of the command will be chief concerns of the executive officer; and, he/she will administer these and related matters in a just and uniform manner. (d) Supervise and coordinate the work, exercises, training, and education of the personnel in the command. (e) Supervise and coordinate the operational plans and schedules of the command. (f) Ensure that all prescribed or necessary security and safety precautions are understood and strictly observed. (g) In consultation with appropriate department heads, evaluate the performance of officers and enlisted personnel and make recommendations to the commanding officer concerning their promotion and advancement. (h) Direct the investigation of alleged violations of the applicable regulations, and recommend appropriate disciplinary action to the commanding officer when necessary. (i) Direct the unit's public affairs program. (j) Supervise the reception of unit visitors. (k) Serve as the senior advisor of the planning board for training. (l) Perform such other duties as may be assigned.
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KYDIVINST 3120.1 01 FEB 14
c. Operations Officer (OPSO) (1) Basic Function. The operations officer is the department head for the operations department. He/she oversees all functions of the operations department and is responsible for its proper administration. An assistant operations officer may be assigned when need arises or when enough adult staff is available. In such a case the assistant operations officer and the operations officer will divide responsibilities as needed but the sole responsibility for the department rests with the operations officer. (2) Duties, Responsibility, and Authority (a) Supervise division officers in their administration of assigned divisions. (b) Supervise the Division LPO (c) Supervise the watchstanders (d) Supervise the CDO (e) Provide training to the LPOs, Division Officers, and CDOs (f) Coordinate functions between the operations department and other department heads (g) Chair of the quarter boards and disciplinary review boards (h) Any other duties as assigned d. Assistant Operations Officer (AOPS). The assistant operations officer is the primary assistant to the OPSO. He/she will fill in for the OPSO in their absence and assist with all matters pertaining to the Operations Department. He/she will assist the Operations Officer in the supervision and training of the Squadron LPO and ALPO. The assistant operations officer will also chair disciplinary review boards in the absence of the OPSO or when directed by higher authority.
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KYDIVINST 3120.1 01 FEB 14
e. Administrative Officer (AO). The administrative officer is responsible to the executive officer for all unit administrative matters; to include the following: (1) Observe and report to the XO on the effectiveness of administrative policies, procedures, and regulations of the command. (2) Review correspondence prepared for the signature or review of the XO, ensuring that it conforms to the Navy Correspondence Manual, and pertinent command directives. (3) Screen correspondence and directives routed to the Executive Officer. Initiate administrative actions where appropriate. (4) Schedule visitor interviews with the XO and other officers as appropriate. (5) Reports to the CO for functional matters of the billet and to the XO for administrative matters. (6) Supervise preparation of the plan of the month, and its review, prior to submission for distribution. (7) Maintain all enlisted and officer records per applicable regulations. (8) Support other Department Heads to the best of his/her ability in administrative matters. (9) Maintain all unit instructions, forms, memos, information letters, action letters, and all official directives. (10) Any other duties as designated by the CO/XO. (11)When the need or opportunity arises a personnel officer may be assigned. When assigned the PersO operates under the direction and supervision of the AO. When not assigned the AO shall fulfill all such responsibilities and duties. f. Personnel Officer (PersO). The assistant to the Admin Officer and is Officer via the Admin Officer for the and awards. Additionally the PersO is
Personnel Officer is the primary responsible to the Executive maintenance of all cadet records responsible for:
(1)Maintenance of the cadet service records. (2) Preparation/Distribution of awards for division personnel. (3) Preparation of ID Cards for division personnel.
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KYDIVINST 3120.1 01 FEB 14 (4)Ensuring all training is documented in cadet service records. (5) Complete annual verification of cadet service records. g. Training Officer (TRAINO). The Training Officer is responsible for instruction and training of cadets and leaders. Specific responsibilities include but are not limited to: (1) Ensuring that all training and instruction is conducted in accordance with the provisions of the NSCC/NLCC Training and Advancement Manual. (2) Conducting training seminars for all unit personnel on Fraternization and Sexual Harassment at a minimum, once a year. (3) Ensuring that high standards of training and instruction are maintained. (4) Maintaining records of individual cadet training and advancement status and managing the unit's cadet advancement program. (5) Maintaining liaison with the supporting naval activity to ensure availability of training aids/ educational materials. (6) Preparing cadets for participation in the summer training program. (7) Administering the officer/cadet correspondence course program, and for maintaining records of course completion. (8) Administration of the Command’s Indoctrination Weekend. (9) Supervise implementation of the Cadet Qualification System and ensure its use as the basis for training objectives within the Indoctrination Division.
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KYDIVINST 3120.1 01 FEB 14 h. Supply Officer (SUPPO). The supply officer is responsible to the executive officer for the safe custody/accounting of all material which is the property of the unit, or which is on loan from the supporting naval (military) activity or other organization/ company/ governmental authority/ person. There is no Supply Corps in the NSCC. The SUPPO duties and responsibilities are as follows: (1) Maintain an appropriate stock of uniform items (2) Maintain 100% accountability of stock (3) Ensure new cadets are issued all appropriate items as available (4) Maintain a list of locations where items not able to be issued may be purchased (5) Submit via the chain of command order requests to maintain appropriate stock with current addition of appropriate THS FORM. (6) Maintain logs and records of all financial exchanges, issues, and returns (7) Inform cadet, and appropriate division officer of uniforms not able to be issued (8) Receive unserviceable or poorly fitting uniforms and reissue appropriate uniforms (9) Train and supervise the Supply Petty Officer in the performance of his/her duties i. Division Officers (DIVO/s). (1) Basic Function. A division officer will be assigned by the CO to command a division of the unit's organization. (2) Duties, Responsibilities, and Authority. (a) Be responsible, under the head of the department, for the duties assigned to the division and for the conduct of subordinates, following regulations and orders of the Commanding Officer and other superiors. (b) Keep informed of the capabilities and needs of each subordinate, and within his/her authority, takes actions to maintain the efficiency of the division and welfare and morale of subordinates.
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KYDIVINST 3120.1 01 FEB 14 (c) Suppress improper language, unseemly noise and disturbances, encourage physical fitness and advancement, discourage alcohol and drug abuse, and improper personal behavior, such as sexual harassment, and promote equal opportunity. (d) Report to the Executive Officer, via the department head, infractions of regulations, orders, and instructions which warrant disciplinary action. (e) By personal supervision and frequent inspection, ensure that spaces, and supplies assigned to the division are satisfactorily maintained. (f) Maintain a copy of this instruction and other orders for the division, and ensure that the pertinent parts are posted where accessible to subordinates. (g) Administer CQS (if CQS has been implemented) within the division, and provide personnel with guidance and incentives for accomplishing CQS. Designate petty officers qualified to authenticate completion of individual CQS qualifications. (h) Direct the operation of the division through leading petty officers as prescribed in the division organization. (i) Schedule and conduct training for division personnel. Division training should include indoctrination of new personnel, including preparation for advancement, including correspondence courses and personnel advancement requirement in both military and professional subjects; individual instruction and; instruction in principles of effective leadership. The division officer will obtain guidance from the department head and Training Officer. (j) Maintain a division notebook to include the personnel data, training data, the POM, the watchbill, and other useful data for ready reference (k) Be responsible for all forms, reports, and correspondence originated or maintained by the division. (l) Make recommendations for personnel transfers to department head. (m) Forward requests for awards or special privileges with recommendations. (n) Conduct periodic inspections, exercises, and musters to evaluate performance and discipline in the division. Initiate appropriate disciplinary and administrative action IAW regulatory directives.
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KYDIVINST 3120.1 01 FEB 14 (o) Cooperate with other division officers in the department, and recommend improvements in departmental policies and procedures to the department head. (p) Any other duties assigned by the Department Head j. Military Training Instructor (MTI). The Military Training Instructor, under the direction of the Executive Officer, is responsible for the assignment and general supervision of all matters pertaining to the Color Guard(CG)/Drill Team(DT). It may be assigned as a collateral duty function of the Operations Officer, the Assistant Operations Officer or a Division Officer. The MTI shall: (1) Maintain a data file of CG/DT participation (2) Coordinate with the CO for the filing of applications for participation of CG/DT events and support needs for such events (i.e. Vehicles, equipment, etc.) (3) Coordinate with the XO for scheduling of CG/DT practices (4) Attend all DT/CG practices and events (5) Recommend members of CG/DT for the Color Guard Ribbon award as necessary k. Medical Officer (MedO). The primary responsibility of the medical officer is to teach first aid, health, and wellness classes, and to maintain a high level of medial readiness. Additionally the MedO is responsible for: (1) Maintain OTC medical inventory. (2) Receive and maintain cadet medications. (3) Conduct twice daily sick call. (4) Attend to medical emergencies. (5) Dispense cadet medications at required times. (6) Track/log all pertinent medical events to include dispensed medication. (7) Serve as principal advisor to the Chain of Command on medical matters.
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KYDIVINST 3120.1 01 FEB 14 (8)At a minimum be first responder/ first aid qualified and CPR/AED qualified. l. Command Duty Officer (CDO). The command duty officer is a rotating billet. All Junior Officers (LTJG and below) will stand as CDO. The CDO’s job typically begins Friday upon arrival and turning over after morning chow. Sunday’s CDO is relieved by the chain of command after all cadets depart. They are the “go to” officer for any problems or questions during their shifts. The CDO will work with the DLCPO/DLPO to ensure a quarterdeck watch bill is set up by 1900 on Friday night. They will also be responsible for opening, securing and ensuring the accuracy of the watch log. The oncoming CDO will relieve the off going CDO after the breakfast meal, and the proper relieving of the CDO will be logged into the quarterdeck log. Although it is a 24-hour post, the CDO is not required to stay awake the entire time. They must remain accessible during their shift, meaning they will be in the building during the times the command is in the building. If the command moves from the building, the CDO will move with the command. Further direction on CDO responsibilities is promulgated in Chapter 3. 104.
Collateral Duties
a. Command Fitness Leader (CFL). The command fitness leader will be designated by the commanding officer to plan, organize, and administer the commands implementation of the Navy's physical readiness program as defined in OPNAVINST 6110.1D and NSCCREGS. The Duties, Responsibilities, and Authority include: (1) Ensure the official quarterly physical readiness test (PRT), as scheduled by the commanding officer, is properly conducted. (2) Maintain the command PRT Summary Report for the commanding officer. (3) Design and implement the command directed physical conditioning program and when appropriate, coordinate with recreational services for required physical training or testing facilities. (4) Advise the chain of command on all physical readiness program matters, particularly about members who need assistance in meeting physical readiness standards. (5) Report to the medical assistant any physical readiness program related injuries and provide documentation as needed.
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KYDIVINST 3120.1 01 FEB 14 (6) Distribute health and fitness materials in support of BUPERS health promotion initiatives. (7) Maintain updated health and fitness educational resources for use by command personnel. (8) Maintain most recent NSCTNG 020 for four consecutive official tests. (9) and command 6110.1D and twenty-five program.
Instruct assistants, as appropriate, in conducting the PRT directed physical conditioning program following OPNAVINST NSCCREGS. One assistant shall be designated for every members being tested.
(10) Implement a physical fitness education and training
b. Master Training Specialist Coordinator (MTSC). The master training specialist coordinator is responsible for the implementation and execution of the MTS Program. The purpose of the MTS program is to ensure that there is a sufficient number of qualified personnel to mentor, instruct, and evaluate instructor and curricula products. c. Chief Master-at-Arms (CMAA) (1) Basic Function. A Chief Master-At-Arms will be assigned and will be responsible for the supervision, direction, and employment of the assets of the Security Department/Division and assisting the Commanding Officer in maintaining the security, good order and discipline of the command. (2) Duties, Responsibilities, and Authority (a) Organize and train the Master-At-Arms force. (b) Enforce NSCC regulations, unit's regulations, and other directives, establishing standards of dress, grooming, behavior and performance. (c) Supervise preliminary investigation of suspected or possible violations of NSCC Regulations. (d) Assist the CDO in the execution of the unit's routine. (e) Supervise extra duty personnel and personnel performing hard labor without confinement, and maintain records of all such duties and labor which are assigned and performed.
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KYDIVINST 3120.1 01 FEB 14 (f) Ensure that duty Masters-At-Arms are present at captain's masts, and at the scenes of all emergencies. (g) Maintain the lost and found (h) Ensure that regulations and instructions regarding unit visitors are enforced. (i) Ensure the safety of the unit. (j) Ensure Master-At-Arms force perform their duties under applicable regulations. d. Public Affairs Officer (PAO) (1) Basic Function. When assigned, the Public Affairs Officer assists the Commanding Officer and the Executive Officer in carrying out the public affairs program of the unit. (2) Duties, Responsibilities, and Authority (a) Keep the Commanding Officer and Executive Officer informed concerning public affairs. (b) Supervise the preparation of material for public release from the unit following guidance from the chain of command. (c) Assist the Commanding Officer in interviews with the press. (d) Assist in publishing the unit's newsletter. (e) Coordinate and conduct recruiting efforts when no recruiting officer is assigned. (f) Prepare briefing material and information pamphlets for guests. e. Facilities Maintenance Officer (FACMO) (1) Basic Function. When assigned, the Facilities Maintenance Officer assists the Commanding Officer and the Executive Officer in ensuring the satisfactory material condition of the unit, its assets, and spaces. (2) Duties, Responsibilities, and Authority (a) Keep the Commanding Officer and Executive Officer informed concerning facilities maintenance issues.
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KYDIVINST 3120.1 01 FEB 14 (b) Prepare requests for unit-administered building maintenance for presentation to the base. (c) Route requests for facilities maintenance performed by NAVFAC to the building manager via the COC. (d) Maintain record of outstanding material issues. (e) Conduct minor repairs as needed.
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KYDIVINST 3120.1 01 FEB 14
SECTION 2 – CADET CHAIN OF COMMAND 105.
Cadet Staff Billets
a. Division Leading Chief Petty Officer/ Leading Petty Officer DCLPO/LPO. The Division Leading Chief or Leading Petty Officer is responsible for the overall supervision of the cadets. Cadet Staff personnel will assist the DLCPO/DLPO in these duties. The DCLPO/LPO ensures the Cadet Staff are performing their jobs properly, and counseling them on matters of leadership. The DLCPO/SLPO will also have the responsibility for evaluating their subordinate staff personnel and assisting them with evaluation of personnel assigned to them. This billet is based on experience and not Rating. b. Division Assistant Leading Petty Officer (DALPO). The DALPO is the primary assistant to the DLCPO/DLPO and carries out any and all duties as assigned by higher authority. He or she will fill in for DLCPO/DLPO in their absence. c. Division Leading Petty Officers (DLPO/s) (1) Basic Functions. The petty officer designated by the division officer as the leading petty officer normally will be the senior petty officer in the division. The leading petty officer will assist the division officer in administering, supervising, and training division personnel. (2) Duties, Responsibilities, and Authority (a) Assist the division officer in preparing watchbills as applicable. (b) Assist in assigning personnel in cleaning stations, and supervising assigned cadets in their cleaning duties. (c) Assist in training and CQS qualification of division personnel. (d) Under the supervision of the division officer, assign tasks and generally supervise the division squad leaders. (e) Perform other duties as assigned.
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KYDIVINST 3120.1 01 FEB 14
d. NLCC Sea Cadet Liaison. The NLCC Sea Cadet Liaison is responsible for the mentoring of NLCC Division LPOs. He/she will assist in traininig League Cadets under the supervision of the NLCC DIVO. e. Master-at-Arms (MAA). The Master-at-Arms is responsible for keeping discipline within the Kentucky Division facilities, as well as supervising the field day crews. He/she will assist the CDO in the execution of the unit's routine. The MAA will report directly to the CMAA and XO. f. Special Assistants. Special Assistants are personnel who are assigned to a specific Department Head strictly for the purpose of assisting with the administration of a program (i.e. advancement examinations). These assistants will work directly for the officer that they are assigned to. These assistants will make themselves available for tasking to the DLCPO/DLPO if not actively engaged in the performance of his or her duties.
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KYDIVINST 3120.1 01 FEB 14
CHAPTER 2 – ADVANCEMENT AND TRAINING SECTION 1 – UNIT TRAINING 200. Correspondence Courses. Select unclassified Navy correspondence courses are available to the cadets and adults at the unit level. Certain mandatory courses are the “homework” cadets must complete for advancement. Correspondence courses are found on the NSCC Homeport under the training section. Grading of correspondence courses will be graded using the Correspondence Course Management System (CCMS) at http://courses.seacadets.org. CCMS is the only authorized grading system for the NSCC. Kentucky Division will have a Course Administrator which will be the training officer. The commanding officer may designate other officers authorized users to grade cadet correspondence courses. Further information will be found in the Correspondence Course Manual on the NSCC Homeport. a. Cadets are required to complete 1 (one) correspondence course per training year. Cadets may complete multiple correspondence courses in a training year. b. The following Navy correspondence courses are available for selection for each paygrade: (1) Advancement to E2 – BMR (2) Advancement to E3 – Airman, Fireman, Seaman, Hospitalman, and Constructionman. (3) Advancement to E4 – Military Requirements for PO 3 & 2. (Assignments 1 & 2) (4) Advancement to E5 – Military Requirements for PO 3 & 2. (Assignments 3, 4 & 5) (5) Advancement to E6 – Military Requirements for PO1. (6) Advancement to E7 – Military Requirements for CPO. 201. Unit Training Continuum. In addition to advancement requirements promulgated by NSCC regulations, KYDIV strives to maintain its own rigorous training continuum to ensure the most knowledgeable cadets in the corps. Each year a list of topics, learning objectives, and frequency at which topics are taught throughout the year will be published by a notice.
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KYDIVINST 3120.1 01 FEB 14
202. Physical Training. The CO will schedule physical fitness training as a regular part of the units overall training program. The physical fitness standards are listed on form NSCTNG 020. To augment these standards the NSCC borrows heavily from the President’s Challenge Physical Fitness Program. It is essential cadets are able to meet the rigors of recruit and other summer training evolutions. Cadets scheduled to attend NSCC Recruit Training must pass the minimum standards prior to the CO signing and submitting the Request for Training Authority (NSCTNG 001) to the COTC. Cadets must be able to pass the Physical Fitness Test prior to the completion of NSCC Recruit Training. If failed, the cadet is required to “repeat” Recruit Training the following year. Successful completion of Recruit Training is required to attend any type of Advanced Training. NSCC’s Physical fitness standards (and Navy’s swim qualifications) are at Appendix 3 of the Training and Advancement Manual along with comments regarding maintenance of a PT program at the unit level that encourages daily activity. a. Physical Fitness Test. PFT is a series of physical activities designed to evaluate factors that enable members to perform physically. Factors evaluated are: (1) Flexibility via sit-reach. (2) Muscular strength and endurance via: (a) Curl-ups. (b) Push-ups. (3) Aerobic capacity via: (a) Shuttle Run. (b) 1-mile run/walk. b. Day of PFT (1) Ensure drinking water is readily available at test site and all members are well hydrated before and after PRT. (2) Ensure environmental conditions (temperature, humidity, storm conditions, etc.) are safe. (3) Ask members about general health. (4) Conduct exercise events after warm-up and stretching is completed.
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KYDIVINST 3120.1 01 FEB 14 c. Command Fitness Leader (CFL) responsibilities. Prior to conducting a PFT, the CFL and his/her assistants shall complete the following: (1) Navy’s Physical Fitness Assessment Checklist, which may be found in pages 16-27 in Enclosure (10) of the OPNAVINST 6110.1H, note that some of the items on the checklist will not pertain to NSCC operations. It is to be used as a guideline to ensure safety and security of those involved. (2) NSCTNG 020, NSCC Cadet Exercise Chart for each participant. (3) NSCTNG 015, Record of Swim Qualifications. d. Presidential Physical Fitness Award. Per the NSCC Awards Manual CH 4, the Physical Fitness Ribbon is awarded to NSCC/NLCC cadets who distinguish themselves by excelling in maintaining physical fitness standards. This award is granted to any cadet who meets the required qualifying standards of the Presidential Physical Fitness Award as outlined in the President's Council on Physical Fitness and Sports Package available to the public each year. There are five test items (with options for the basic items), which the cadet must pass to qualify for the ribbon. To qualify, the following is applicable: (1) The current test elements from the Presidential Physical Fitness Award must be used. (2) A certified instructor from the list below must validate the test (observing another certified instructor in giving the test can certify an instructor): (a) Active duty staff at Department of Defense facilities. (b) Designated active duty or NSCC PRT Coordinators at NSCC training sites. (3) KYDIV shall, test cadets each quarter who would like to participate in the voluntary Presidential Physical Fitness Test. Part of NSCC Action Letter 01-07, Enclosure (2) this may also be awarded to NSCC Officer, Midshipman, and Instructors. (4) Using the star appurtenance system, a maximum of one award per school year is allowed.
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Enclosure
KYDIVINST 3120.1 01 FEB 14
SECTION 2 – INDOCTRINATION WEEKEND 203. Purpose. In the efforts of the recruiting and retention goals of the U.S. Naval Sea Cadet Corps; KYDIV shall hold indoctrination (INCOC) weekends to host prospective cadets and their parents an opportunity to gauge a future participation of the program. 204. Frequency. KYDIV will host an indoctrination weekend three times a year. One will be held in September, January and April. There will be no indoctrination during the summer months due to advanced trainings. Normally the INDOC weekend will be held on the first weekend of the scheduled month. 205. Content. Typical topics covered at INDOC weekend may be, but are not limited to; military drill and formations, rank structure, cadet advancement, introduction of NSCC goals and values and a question and answer period. INDOC weekend is not an overnight event and runs only during the hours of 0730-1600.
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KYDIVINST 3120.1 01 FEB 14
SECTION 3 – INDOCDRINATION DIVISION 206. Policy. KYDIV will maintain an Indoctrination Division (Indoc Division) to place all NSCC cadets which affiliate with KYDIV after an indoctrination weekend. NLCC cadets shall be placed directly in NLCC Division. Further direction about the indoctrination weekend will be found in Section 2 of this chapter. The following polices will be in place to govern the operation of the division: a. Standards of Training. From the time a NSCC cadet affiliates with KYDIV, he/she will have approximately 120 days to complete the Cadet Qualification Standard (CQS) KYDIVEDTRA 101 and pass the final examination. In addition to the above all INDOC cadets will need to complete the BMR to transfer to the NSCC Division 207. Cadet Qualification Standard (CQS). The CQS, must be signed by an individual by the rate of E-4 or higher. Once all sections of the CQS are signed, the division officer will sign the completion of the CQS. Each individual line must be signed in full. Each individual signing the CQS must print their name and rate in full at the bottom of each page signed. 208. Indoc Test. The Indoc Test consists of 50 multiple choice questions and a watch log assignment. A passing score is 70% correct on the questions AND 3 or less mistakes on the watch log. Both portions of the test must be passed simultaneously to constitute a passing score. The test is administered after completion of the BMR and CQS. Additional requirements may be instituted at the Division Officer’s discretion. The test is administered and graded by the Training Officer. The test is created and revised by the Division Officer. It is completed using the standard NSCC Answer Sheet to record answers. 209. Advancement. While in Indoc Division, no cadet is allowed to advance in rate. Upon completion of the requirements for advancement from Indoc Division, the DIVO will recommend transfer of the cadet to NSCC Division via the operations officer. Once the commanding officer approves the transfer, and notifies the admin officer, the Indoc Division Officer will ensure the transfer is carried out in collaboration with the NSCC Division Officer.
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KYDIVINST 3120.1 01 FEB 14
SECTION 4 – ADVANCED TRAININGS 210. Purpose. The summer training program provides cadets with an introduction to the Navy and Navy career fields, supported by classroom and practical training in service specialties of their choice. Opportunities to train at other service component bases and stations as well as opportunities to train at maritime academies and onboard NOAA ships, and with other maritime related or general citizenship programs will also be provided. The training evolutions will be promulgated to the field by the posting of a training schedule for the summer months on the Compass website compass.seacadets.org in early March of each year. The winter schedule will be available early November of each year. Spring training may also be available, and if so will be similarly advertised. 211. Requirements. KYDIV cadets are required to complete 1 (one) advanced training per training year. Cadets may complete more than 1 training in a training year. 212.
Training Categories
a. Recruit Training (14 Day Module). Recruit training is the cadet’s introduction to military routine and discipline and is the cadets first step towards advancing in the Sea Cadet Program. While attending Recruit Training a cadet must pass a Physical Fitness Test in order to receive credit for completing Recruit Training. Successful completion of Recruit Training is required before attending Advanced Training. To qualify for Recruit Training a cadet must meet the below requirements: (1) Be enrolled in the NSCC program a minimum of six weeks prior to the start of Recruit Training. This time limit is established to ensure proper enrollment, opportunity to get required uniforms and opportunity to complete BMR requirements. If a new cadet can meet all these requirements in fewer than 6 weeks, he or she can go. (2) Be age 14 prior to 1 September of the training year or be a former NLCC Cadet who is age 13 and has successfully completed NLCC Orientation Training scheduled by NHQ and is considered “mature” enough by the unit commanding officer. (3) Pass the Physical Fitness Test at the unit prior to attending Recruit Training. (4) Successfully complete the Navy BMR correspondence course prior to reporting to Recruit Training. Although NSCC regulations promulgate a minimum of specific chapters, KYDIV policy is that the ENTIRE BMR SHALL be completed. (1)
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KYDIVINST 3120.1 01 FEB 14 c. Advanced Training Categories. To qualify for and receive credit for advanced training (AT), cadets must first successfully complete NSCC Recruit Training. Prerequisites will be noted in the “Remarks Section� of the Summer Training Schedule and in the Summer Training Guidance. IF the unit CO is uncertain they should contact the COTC.
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Enclosure
KYDIVINST 3120.1 01 FEB 14
SECTION 5 – NSCC ADVANCEMENT 213. NSCC Rate Structure. The NSCC cadet rate structure and terminology generally parallels that of the Navy and Coast Guard, from NSCC Seaman Recruit (E1) to NSCC Chief Petty Officer (E7 – NSCC only). Cadets enroll as Seaman Recruits and advance through the ranks when they satisfy promotion requirements. 214. General Cadet Advancement Requirements. The specific training and academic requirements for advancement through the rate NSCC CPO are indicated in the Advancement and Training Manual (ATM). a. Cadets will not take a Petty Officer Leadership Examination unless the following requirements are met: (1) Completion of next paygrade correspondence course. (2) Completion of the appropriate advanced training. (3) Minimum Time-in-Rate(TIR) for the next paygrade. (Note: The CO may authorize highly motivated cadets to test one (1) month prior of the actual minimum TIR.) (For example, Cadet Jones will have 6 months minimum TIR during the month of October, the CO may authorize Cadet Jones to take the appropriate Petty Officer Leadership Examination during the September drill, providing all other requirements are met.) b. The Record of Cadet Advancement NSCADM 009 is used to record completed correspondence courses, annual training, and advancements. c. Cadets must complete an Advanced Training (AT) for advancement to E3 through CPO. Advance Training’s will be listed on the Summer Training Schedule. Cadets who successfully complete an advanced training will be given credit for “one” Advanced Training, regardless of the number of days. d. Cadets may “bank” up to three (3) advanced trainings per year. 215. CO Approval. Advancements are not automatic. After meeting the required criteria advancements are subject to Commanding Officer approval and may be held up for various reasons including, but not limited to, disciplinary issues or failure to meet physical fitness standards.
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Enclosure
KYDIVINST 3120.1 01 FEB 14
SECTION 6 – NSCC ADVANCEMENT EXAM REQUIREMENTS 216. NSCC PO3 through PO1 Advancement Examination Guidelines. The Petty Officer exams are derived from the current Petty Officer Correspondence Courses. The exams are available from the Online Petty Officer Test Site at https://testmanager1.com/usnscc. a. Test Procedures (1) Once the cadet has completed the applicable PO Correspondence Course and the cadet is ready to take the exam, the cadet may request to take the exam via the chain of command only if all other requirements for advancement are met. (2) Grade the exam post the auto-generated email in the cadet service jacket and annotate the Record of Cadet Advancement. IF THE CADET DOES NOT PASS THE EXAM THEY MUST WAIT 30 DAYS! After 30 days, return to the Online Petty Officer Test Site to create a new random question test. b. Unit Commanding Officer/Unit Test Administrator. You have the responsibility for the proper handling, controlling and safe guarding exam material. Additionally, when administering the exam every effort must be made to maintain and protect the integrity of the exam. (1) Select an appropriate location to administer the exam. This location should afford the cadet adequate lighting and ventilation. If more than one cadet is taking an exam, the location should be large enough to maintain integrity of the exam. (Cadets should not sit next to each other.) The location should be away from the flow of traffic to minimize distractions. exam.
(2) Destroy all scrap paper used by the cadet(s) during the
(3) Upon notification the cadet has passed the exam; annotate the Record of Cadet Advancement (NSCADM 009). c. Exam Proctor (1) Inform cadets that food; snacks and beverages are not permitted in the exam room. This means NO EATING OR DRINKING throughout the exam. (2) Distribute the exam materials consisting of exam, answer sheet, two pieces of letter size plain white bond paper and two sharpened pencils to each cadet. Remember the cadet’s name appears at the top of the exam.
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KYDIVINST 3120.1 01 FEB 14 (3) Inform cadets how to clearly mark/circle their answer. Cadets must print clearly. After erasing an answer make sure the new answer chosen is clearly marked. (4) Inform cadet(s) of the time given to complete the exam; i.e., 3, 4, hours. Time from start to completion should be closely monitored, and the as the proctor you should periodically announce the current time and time remaining. (5) Maintain silence and order throughout the period of the exam. Maintaining exam integrity is paramount. Cadets should be directed not to discuss the contents of the exam with anyone outside of the exam room. (6) At the end of the exam period, collect the exam and any exam material.
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Enclosure
KYDIVINST 3120.1 01 FEB 14
SECTION 7 – NLCC ADVANCEMENT 217. NLCC Advancement Requirements. The NLCC Training Syllabus is the source document for NLCC cadets. The syllabus contains activities and exams required for advancement. During the summer NLCC Orientation and NLCC Advanced Orientation is available for cadets to attend to augment the syllabus. Although this training is available it is NOT a requirement for advancement. The table below indicates the rate structure for NLCC cadets LC-1 through LC-6. The unit commanding officer is the advancement authority for NLCC cadets through all rates. 218. NLCC Transition to NSCC Requirements. Once a member of the NLCC reaches the age of 13 transitions to the NSCC are not automatic. Members of the NLCC who wish to transition to the NSCC must have the following requirements completed prior to transition: a. Completion of the BMR. b. Recommendation by the cadet’s division officer. c. Reach the age of 13. d. Attain the rank of LC-4. e. Completion of NLCC Orientation.
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Enclosure
KYDIVINST 3120.1 01 FEB 14
SECTION 8 – OFFICER ADVANCEMENT 220. Officer Advancement Requirements. Officers are required to perform Escort Duty (EO) for a continuous period of 5 days in support of summer or winter training for advancement. These duties coupled with OPDs; Time-In-Grade and Time-In-Service are requirements for advancement and promotion. 221. Officer Advancement Procedures. Kentucky Division only promotes officers who exhibit a high level of professionalism and professional knowledge. The following procedures shall be followed in order to promote to the next rank: a. Appointment to Midshipman 21.
(1) Applicant must be 18 years old and not reached the age of Applicant must be a high school graduate.
(2) Applicants may be a former Kentucky Division cadet provided they have reached the rank of Petty Officer Third Class (PO3). (3) Cadets who inform the chain of command that they would like to become a NSCC Midshipman, the CO may authorize the cadet to take the OSMG prior to being discharged from the NSCC. (4) Once the OSMG is completed the applicant will fill out the appropriate NSCC forms for enrollment. b. Appointment to Instructor (1) Applicants must be over the age of 21, unless a waiver is requested through NHQ. This waiver is available to Navy Personnel who are PO3 or higher at the time of enrollment. (2) Applicant shall complete the OSMG after enrollment. (3) After one (1) year as an Instructor, he or she may request through the chain of command for promotion to Ensign provided all requirements are met. c. Promotion to Ensign (1) Must be 21 years of age. (2) If the applicant is a Midshipman, three (3) months prior to the applicant's 21st birthday providing all requirements are met, may request through the chain of command for promotion. d. All other advancement requirements may be found in the ATM. (1)
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Enclosure
KYDIVINST 3120.1 01 FEB 14
SECTION 9 - DRILL TEAM/COLOR GUARD 221. Purpose. The purpose of this section is to provide guidance governing the leadership positions involved in the functioning of the drill team and color guard (DT/CG). 222. Military Training Instructor (MTI). The MTI is an officer assigned and responsible to the duties prescribed in KYDIVINST 3120.1, Chapter 1, Section 1. 223. Drill Team/Color Guard Commander (DT/CG). The DT/CG Commander is a cadet by the rate of E-4 or higher responsible to the MTI for the functioning of the DT/CG. The DT/CG Commander oversees the instruction, training, coordination of events, and performance of the DT/CG. The DT/CG Commander must be qualified in both drill team and color guard. The duties of the DT/CG Commander are: a. Commanding the drill team or color guard at their discretion or in the absence of the assistant drill team commander, or assistant color guard commander. b. Ensuring the presence of themselves, assistant drill team commander, or assistant color guard commander at an event. c. Any additional duties prescribed by the MTI. d. Delivering a muster report to the MTI both when planning an event and 4-5 days prior to the event. e. Ensure proper training and performance by the DT/CG, squadron guide-on, squadron banner, and squadron drill and ceremonies. 224. Assistant Drill Team Commander (ADTC). The ADTC is a cadet by the rate of E-3 or higher responsible to the DT/CG Commander for the functioning of the drill team. The ADTC must be qualified in both the drill team and color guard. The ADTC will command the drill team in events. 225. Assistant Color Guard Commander (ACGC). The ACGC is a cadet by the rate of E-3 or higher responsible to the DT/CG Commander for the functioning of the drill team. The ACGC must be qualified in both the drill team and color guard. The ACGC will command the color guard in events. 226. Eligibility. Cadets wishing to join the DT/CG must meet the following requirements, waiver-able by the MTI. a. Advanced from Indoc Division if Sea Cadet or advanced to LC-2 if League Cadet. (1)
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KYDIVINST 3120.1 01 FEB 14 b. Completion of Recruit Training/NLCC Orientation c. Completion of KYDIVEDTRA 104 for Drill Team and KYDIVEDTRA 105 for Color Guard. d. Attendance of 75% of drill practices, including those during the drill weekend, with or without an excused absence. e. Have all uniform components issued and in good condition, including BDU’s and Squadron T-shirt. f. Be recommended by Division Officer g. Have satisfactory standing in the normal path of advancement 227. Dismissal. Dismissal, or suspension, from the DT/CG may be ordered at the MTI’s discretion. Receipt of a counseling chit regarding a disciplinary infraction will result in 2 months suspension for the DT/CG. 228. DT/CG Practice. The MTI may schedule a DT/CG practice on weekends not falling on a drill weekend. Such practices will be no longer than 6 hours in length and in the uniform prescribed by the MTI. 229. Drill Weekend. DT/CG practices may be instituted during unit training, sweepers, divisional study time, field day, and PT at the MTI’s discretion during the drill weekend. 230. Performances. The DT/CG will perform drill and ceremonies in accordance with MCO P5060.20 (Marine Corps Drill and Ceremonies Manual).
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Enclosure
KYDIVINST 3120.1 01 FEB 14
CHAPTER 3 - WATCHSTANDING
SECTION 1 - Command Duty Officer 300. Purpose. The purpose of this instruction is to set forth the basic guidance and policies governing the standing of the Command Duty Officer watch. 301. Introduction. The Command Duty Officer (CDO) is part of the watch standing party and as such falls under the cognizance of the Operations Officer. The CDO serves as the principle advisor the Operations Officer on the administration of the routine matters of the drill. 302. Responsibilities. The CDO is responsible for carrying out and enforcing all General Orders and Standing Orders from the Assistant Operations Officer (AOPS), Operations Officer (OPSO), Executive Officer (XO), and Commanding Officer (CO). In addition to the above mentioned the CDO is also responsible for the following specific items: a. Maintaining record and keeping track of all cadets present, leaving early, and arriving late. b. Enforcing the Plan of the Month (POM) and ensuring the unit is functioning according to the POMs schedule. c. Supervising the Watch. d. Setting the first watch of the day and ensuring Quarterdeck cleanliness is maintained. e. Be present at PT sessions that occur during the watch. f. Inform of AOPS, OPS of any abnormal circumstance not previously covered by instructions. g. Greeting guests/ VIPs at the Quarterdeck. h. Spot checking the Quarterdeck Log for correctness.
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KYDIVINST 3120.1 01 FEB 14 i. Form the unit for, quarters, muster, instruction and inspections. j. Address any non-divisional specific issues and k. In the case of divisional specific issues ensure the correct Division Officer is informed. 303. Meal Procedures. The CDO is responsible for obtaining a proper count of cadets and officers going to chow. The correct number is given to the CO while the cadets form up outside. The CDO takes the check or unit debit card to the galley and obtains a receipt. The receipt is promptly turned into the CO upon return to B-30. 304. Parent's Notes. The CDO is responsible for the collection and documenting all notes from the parents regarding their cadet's attendance for the drill weekend. When a note from a parent is received on the Friday night check-in, the CDO shall verify times that a cadet may leave early or return during the drill weekend. In the event that a cadet must leave during the hours of 2200-0500, the parent or guardian of the cadet must come to the quarterdeck. No cadets are permitted to leave the unit unless accompanied by the parent. 305. Turnover. CDO turnover will take place at the galley after morning chow with standard naval procedure. Upon first entry to the building the CDO is to make the announcement, as written in the Quarterdeck Log: “This is (Rank, Name), I assume all duties and responsibilities of Command Duty Officer�.
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Enclosure
KYDIVINST 3120.1 01 FEB 14
SECTION 2 - QUARTERDECK 306. Purpose. The purpose of this chapter is to explain the quarterdeck procedures in place during drill weekend. All personnel should know these procedures and should be followed at all times while the quarterdeck is open and running. 307. Location. The Kentucky Division Quarterdeck is located just inside the main (front) entrance of the Armed Forces Reserve Center. The Quarterdeck is a place for official business, and will be treated as such. Participants will not “shoot the breeze” with Watch personnel. Watch personnel will not write or carve on the quarterdeck podium, nor will they lean on the podium. There will be absolutely NO skylarking on the quarterdeck. Anyone caught defacing the Quarterdeck podium will immediately be brought up on charges and a Captain’s Mast will be set for the next day. 308. Manning. The Quarterdeck will be manned at all times while the command is in the building for training or after normal duty hours. Authority to relieve the watch rests with the operational chain of command. 309. Quarterdeck Personnel. Two personnel will be assigned to each shift. These shifts will normally last for a period of 2 hours. Both members of the Quarterdeck watch will be dressed in the uniform of the day, as outlined on the drill POM. a. Petty Officer of the Watch (POOW). The Petty Officer of the Watch is the cadet responsible for manning the quarterdeck, making log book entries, and communicating with the CDO/OPSO on the proper function of the watch. The POOW shall be assigned a watch of 2-4 hours and shall man that watch until properly relieved by the oncoming watch, the CDO or the OPSO. The watch shall be maintained whenever the unit is in the building or as otherwise directed. After taps the POOW may make rounds when gender related issues are in question but may only do so when relieved on the quarterdeck by the Messenger of the Watch. While on watch, the POOW will wear a duty belt. b. Messenger of the Watch (MOOW). The Messenger of the Watch is the principal assistant to the Petty Officer of the Watch. The MOOW is responsible for delivering messages, relieving the POOW in such case that the POOW needs to be absent from the quarterdeck (i.e. summoned by an officer, head call, etc.). The MOOW is further responsible for making rounds after taps, and assisting the watch as otherwise directed. While on duty, the MOOW will wear a duty belt. c. Command Duty Officer (CDO). Although not officially part of the quarterdeck watch, the CDO is the first point of contact for any problem or questions encountered by the Quarterdeck Watch. The CDO
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Enclosure
KYDIVINST 3120.1 01 FEB 14 will be in the spaces during their shift. If there is a problem during overnight hours, the POOW should send the MOOW to wake the CDO. 310. Watchbill. On Friday evening of the drill weekend the watchbill will be set by the Squadron Leading Petty Officer. It will then be forwarded to the CDO, no later than 2100. The CDO will deliver it to the OPSO, who will sign off on it and ensure it is posted. a. Cadets who are selected for the most recent of the quarter selections are exempt from watch standing for the next calendar quarter. b. If a Cadet of the Quarter selectee is not at drill for whatever reason, the 3 months will not carry over for an additional month. 311. Quarterdeck Log. Kentucky Division shall utilize OPNAV 3100/99 Ship's Deck Log as its Quarterdeck Log. No other forms shall be used as the log. a. Lettering. All quarterdeck entries shall be made using all capital letters using standard English grammar and punctuation in black ball point pen. b. Header. The header of each quarterdeck page along with the watch time and personnel standing the watch shall be filled out as per the example. c. Corrections. All corrections in the log shall be made by neatly one lining and initialing the incorrect information or line and placing the correcting parties initials above it. The correct information then will be written on the next line or next to the incorrect information as applicable. d. Late Entries. When a late entry is to be made the actual time the entry is being written shall be placed in the left column in chronological order, followed by the words “Late Entry:”. Immediately following the colon will be the time the late entry was supposed to be written and then the entry itself. e. End of Day (1) At 2359 each day the log will be closed out with a diagonal line. Above the line will be written “NO FURTHER ENTRIES THIS PAGE” and the party closing the log will sign below. (2) On the next page the header and watch information will be re-filled out. The first entry will be at 0000 and read “START OF NEW DAY”. f. Watch Inspections. Any time the SWO, OPSO, or CDO performs a periodic check of the quarterdeck, the quarterdeck watch, and the
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Enclosure
KYDIVINST 3120.1 01 FEB 14 quarterdeck log book they shall make their own entry at that time stating “WATCH CHECK PERFORMED BY� and print their name. They will then initial by the entry. g. Quarterdeck Log Format. The quarterdeck log is to be formatted as per the provided sample which shall be made available to, and posted in the front of the quarterdeck log. h. Historical Quarterdeck Log Files. At the end of each drill quarterdeck logs will be reviewed by the SWO (typically the OPSO) and maintained for 3 years in the quarterdeck log archive file typically located in the Operations Office. 312. Quarterdeck Relief Procedures. Thirty minutes prior to the scheduled change of watch, the Messenger of the Watch will wake the relief. The relief will be on station 5 minutes before the scheduled change of watch time. These extra 5 minutes allow the watch to pass on any additional information or special instructions to the relief. At the scheduled shift change time, the POOW and MOOW will follow proper relief procedures, exchange duty belts and log the change of watch. 313. Special Situations. The USNSCC is a coed training program, and there may be times in which a male and female are assigned quarterdeck together. Situations like this are special, and in many cases can be delicate. Because of this, the following guidelines for special situations have been developed. a. Males and females are assigned quarterdeck watch, they will be assigned only at times when all personnel are asleep, and both squad bays can be safely monitored after lights out. b. When a male and female are assigned quarterdeck watch, they will rotate rounds, so each can check the security of their berthing area. 314.
The 1MC
a. Purpose. The 1MC is the general announcing system for the unit. Its use, except for emergencies, shall be restricted to the time after reveille and before taps. Word over the 1MC is to be passed by the POOW or officers only. b. Standard Phraseology. Standard phraseology must be used when utilizing the 1MC as per the example provided in the quarterdeck log. Pertinent events to be passed include, but are not limited to: (1) Reveille. (2) Tattoo.
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Enclosure
KYDIVINST 3120.1 01 FEB 14 (3) Taps. (4) Sweepers. (5) Meetings. (6) Musters. (7) Official visitors. (8) The COs arrival and departure. (9) Divine services. (10) Emergency announcements. (11) Any other word as directed by the POM or Wardroom Staff.
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Enclosure
KYDIVINST 3120.1 01 FEB 14
SECTION 3 – DUTY 315. Duty Section. A duty section is a group of cadets, assigned and organized under the leadership of a Section Leader for the purpose of fulfilling duty obligations for an assigned day. a. Assignment. Cadets will be assigned by the LPO to a duty section upon their arrival to drill. Three sections will be created. In the event a drill is longer than three days long the sections will rotate in order. Each section will have enough cadets, keeping gender requirements in mind, to cover each watch during their day of duty. The senior most cadet in each section will serve as the section leader. LPOs (Squadron, NSCC, NLCC, and INDOC) will not be assigned to duty section. b. Responsibilities. The duty sections are responsible for all matters of duty during their assigned day. Specific responsibilities include: (1) Manning of quarterdeck watches. (2) Cleanliness of the spaces throughout the day. (3) Sweepers. (4) Working parties (i.e. setting up for events). (5) Any other responsibilities as assigned by the duty section chain of command. c. Turnover. Duty section turnover will take place prior to departure for morning chow with standard naval procedure. The watch standers at that time shall conduct their turnover prior to the unit’s departure. 316.
Duty Section Organization
a. Introduction. The duty section will function with its own chain of command. This command has positional authority over the duty section, on its assigned day of duty, for specific matters pertaining to the performance of its functions.
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KYDIVINST 3120.1 01 FEB 14 b. Senior Watch Officer. The senior watch officer is responsible for all duty section functioning and oversees all matters thereunto related. The SWO is typically the OPSO unless otherwise assigned. c. Command Duty Officer. The CDO is in charge of all duty section matters and serves as the point of contact for section leaders on his/her day of duty. The CDO is also the after-hours point of contact for watch standers. d. Section Leaders. The section leaders are in charge of a particular duty section for the duration of the weekend. Section leaders shall be the most senior cadet in each duty section. They are responsible for proper functioning of their duty section and: (1) Assisting in the writing of the watch bill for the weekend. (2) Supervising daily cleaning stations. (3) Assisting in maintaining the Quarterdeck Log. (4) Carrying out all orders passed from the duty section COC.
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Enclosure
KYDIVINST 3120.1 01 FEB 14
CHAPTER 4 – ADMINISTRATION/ PERSONNEL
SECTION 1 – GENERAL CORRESPONDENCE 400. Purpose. This section will give general guidelines on general correspondence within KENTUCKY DIVISION. 401. Correspondence Routing. The KENTUCKY DIVISION Form 011 (Rev 05/13) will outline the routing of correspondence within KENTUCKY DIVISION and the approval for each action item. 402. Memorandums. A memorandum provides a less formal way to correspond within an activity/command. Subordinates within that activity or command may use a memorandum to correspond directly with each other on routine official business or as an informal means of communication. a. Plain-Paper Memorandum. KENTUCKY DIVISION will use this format of memorandum, it is more flexible when there are multiple addressees, via addressees, or both. (1) Identification Symbols. The only identification symbol needed is the date unless more is required. (2) Format. Prepare on white bond paper. Type the date on the sixth line so it ends flush with the right margin unless it is used as part of the sender’s symbol. b. Decision Memorandum. When only requesting an approval/disapproval decision from the commanding officer, it is appropriate to type a decision block at the left margin, two lines below the signature line in the following format: COMMANDING OFFICER DECISION: _____________________ Approved _____________________ Disapproved _____________________ Other
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Enclosure
KYDIVINST 3120.1 01 FEB 14
SECTION 2 – AWARDS 403. Purpose. This section will give general guidelines on awards and approval of awards within KENTUCKY DIVISION. 404.
Policy
a. Ribbon awards were established as a means to recognize meritorious performance, to provide incentive for greater effort, and to enhance morale. b. Commanding Officers must ensure that each award made or recommended to the proper approval authority meets established criteria. c. Two ribbon awards cannot be earned for the same event, events, or same time period. Moreover, a junior ribbon earned cannot be cited as justification for a more senior ribbon. 405.
Eligibility
a. Only those NSCC officers, midshipmen, instructors, and cadets who are currently enrolled in either a NSCC or NLCC unit, or who are assigned to a regional staff or assigned to a training contingent are eligible to receive ribbon awards. Personnel in retired status who perform escort evolutions are eligible for awards associated with duty performed. b. Midshipmen are considered to be officers for ribbon award purposes. c. Instructors are eligible to receive officer ribbon awards. d. Presentation of awards to individuals who have left the NSCC/NLCC programs is not authorized. 406.
Recommendation Procedures
a. Any NSCC officer having knowledge of the act achievement, or service, which may establish eligibility, may make recommendations for ribbon awards. b. All recommendations shall include supporting information as necessary to show justification for the award. Full names and NSCC/NLCC identification numbers of personnel for whom the award is proposed will be included.
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Enclosure
KYDIVINST 3120.1 01 FEB 14 c. Recommendations for the Honor Ribbon and Distinguished Service Ribbon will be submitted in letter form via the chain of command to the executive director, normally over the signature of the unit commanding officer. Meritorious Recognition Ribbon and below unless noted otherwise, shall be submitted to the NHQ Representative via the chain of command. Recommendations will be accompanied by a citation on the individual's behalf. d. The NSCC/NLCC Unit Commendation is a group award; therefore, names and NSCC/NLCC identification numbers of all officers and cadets who participated in the activity for which the award is recommended must be listed in the letter of recommendation. 407. Cadet/Officer Recognition Programs. All program guidelines for such programs will be found in KYDIVINST 1700.1.
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Enclosure
KYDIVINST 3120.1 01 FEB 14
SECTION 3 – REPORTS 408. Required Reports. Unit reports are an essential part of the communications process between the unit and NHQ. If reports are to serve their intended purpose, the must be properly completed, promptly submitted and copies provided to all that have a need to know. a. Monthly Activity Report (NSCADM 002). The report provides an overview of unit activities and provides an opportunity for the unit CO to comment on unit activities that are noteworthy and of general interest. NOTE: This report is a graded item on the Annual Inspection Report. The report is: (1) Prepared on the last drill day of each month. (2) The original is forwarded to NHQ no later than the 15th of the month following the last drill day. It is the responsibility of the unit commanding officer or designated person to ensure this occurs. (3) Subsequent copies are forwarded to the Regional Director, Field Representative or as directed by the Regional Director. b. Membership Activity Reporting System (MARS). The purpose of the MARS Report is to improve the accuracy of personnel records (cadet and adult) at the unit level and at NHQ. The report is also a way for the unit to monitor ID card expiration dates, Officer Evaluation Dates and Officer Courses completed, (101, 201, 301). This report also aides the unit in ensuring continuous insurance coverage for cadets and adults. The report will be provided QUARTERLY and is divided into two (2) sections, Active and Inactive. The Active Section includes all personnel cadet and adult who have a current enrollment. The Inactive Section includes all personnel cadet and adult whose enrollment has expired. Personnel on the Inactive Section are an indication to the unit CO cadets and adults should renew their enrollments or be dropped from unit rolls. Units will: (1) Upon receipt review the report for accuracy. (2) Mark any corrections in Red. (3) Maintain a copy and return the original to NHQ NLT 60 days after receipt of the report even if there are NO corrections.
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Enclosure
KYDIVINST 3120.1 01 FEB 14 c. Annual Inspection Report. All NSCC and NLCC units are required to undergo an Annual Inspection. Newly formed units should undergo a Courtesy/Admin Inspection to assist in evaluating the unit's progress. The inspection process and reporting procedure is as follows: (1) The inspection process/ guidelines are forwarded to the unit's by Action Letter and by posting the material to the Sea Cadet Resource Page by the end of November. (2) The inspection period should begin on or about 1 January and WILL be completed NO LATER THAN 31 MARCH. (3) The Inspection Report (Results) will be forwarded to NHQ to be received NLT 30 APRIL. Reports received after 30 April will not be considered for National Awards. d. Budget/Audit Report (NSCADM 018). This report is completed and forwarded in conjunction with the Annual Inspection Report. Unit's failing to submit this report WILL NOT be eligible for National Awards. Regardless, an Annual Audit is required of ALL units, whether inspected or not. e. Accident/Illness Report NSCADM 022. This form MUST be completed on all injuries/accidents/illnesses regardless if immediate medical care is sought or obtained. No claims will be filed without the original form being received by NHQ. (1) Processing Claims (CIGNA Accident Insurance Policy). information can be found regarding this topic in NSCC/NLCC Administration Manual Chapter 3 para 5(a). (2) Processing Claims (Nationwide Insurance Policy). information can be found regarding this topic in NSCC/NLCC Administration Manual Chapter 3 para 5(b).
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f. NSCC/NLCC Personal Injury/Property Damage Report. A general comprehensive liability policy protects the NSCC, providing coverage for all adult leaders, sponsoring organizations, and volunteers who may be assisting in NSCC activities. There is no standard report for incidents, however CO's must report, either by phone or letter any incident that might have liability implications. If the sponsoring organization requires proof of insurance please contact NHQ. NHQ will obtain a "Certificate of Insurance" to present to the sponsoring organization. Generally, all sites where the NSCC drills locally are covered by liability insurance.
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Enclosure
KYDIVINST 3120.1 01 FEB 14
SECTION 4 – RECORDS 409. Purpose. The purpose of this section provides guidelines for the administration of Cadet and Adult records per NSCC Administrative Manual. 410.
Cadet Service Record Administration
a. Establishment of the Service Record. A service record will be established for each cadet. NHQ does not maintain cadet records. It will contain all documents concerning enrollment, training, advancement, and other information considered significant which should be a matter of record. The information should be maintained in a U.S. Navy service record (NAVPERS 1070/600), appropriately stamped in RED on the front and back: "U.S. NAVAL SEA CADET CORPS". If no service records are available, a standard manila folder can be used. If DOD/DOT forms are used they must also be STAMPED IN RED. Information contained in this record is considered "Privileged Information" and measures to appropriately safe guard the record should be taken. Access is limited to the person to whom the record belongs, designated unit officers, the unit committee chairperson, and the Executive Director or his designated representative. The service record should be set up accordingly using KENTUCKY DIVISION FORM 06 (REV 02/14) and KENTUCKY DIVISION FORM 06A (02/14) as cover sheets for the right and left sides of the record. b. Right Side (Top to Bottom) (1) (2) (3) (4) (5) (6) (7) (8) (9)
Copy of Cadets ID Card front and back Record of Cadet Advancement (NSCADM 009) Record of Cadet Awards (NSCADM 010) Cadet Application (NSCADM 001) Report of Medical History (NSCADM 020) Medical History Supplimental (NSCTNG 025) (If required) Report of Medical Exam (NSCADM 021) Request for Accommodation (NSCADM 015) (If required) All other medical forms in reverse chronological order
c. Left Side (Top to Bottom) (1) Administrative Remarks (Blank) (NSCADM 008) (2) Records of Advancement Exams (3) Records of Correspondence Course Completions (4) Training Authorizations (NSCTNG 003/005) (Completed) (5) Awards and Letters of Commendation (6) Other documents as required by Top Hatters Squadron. (7) Commanding Officer's Annual Review. (KENTUCKY DIVISIONFORM 10 REV 02/14)
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Enclosure
KYDIVINST 3120.1 01 FEB 14
d. Documents Required by KENTUCKY DIVISION. The following documents shall be retained in this section of the service record from top to bottom: (1) KENTUCKY DIVISION FORM 02 (REV 02/14) Contract of Understanding (2) KENTUCKY DIVISION FORM 03 (REV 02/14) Statement of Agreement (3) Completed "Final Qualification" section of Indoctrination Division Cadet Qualification Standard. (NSCC Cadets Only) (4) Evaluations from Summer Training Evolutions. (5) KENTUCKY DIVISIONFORM 10 (Rev 02/14) Service Record Annual Review. e. Record Verification. Service records should be reviewed annually on or about 1 January to ensure that they contain all required documents. The unit commanding officer or his designated representative will certify that this review has been completed and that all discrepancies have been corrected by signing KENTUCKY DIVISION Form 10 (Rev 02/14). f. Cadet Record Disposition. When cadets leave the program for any reason except disciplinary, the unit commanding officer will follow these procedures. (1) Verify the record and give it to the cadet. NHQ does not maintain cadet records. (2) The Record of Cadet Advancement (NSCADM 009) is the most important form in the cadet service jacket. It certifies qualifications for enlistment in the military services at advanced pay grades should the cadets elect to do so. When NSCC cadets (ONLY) leave the program the commanding officer must: (3) Forward a copy of the NSCADM 009 to NHQ so that the staff can certify training and advancement in response to inquiries from Armed Forces Recruiters. (4) Provide the original NSCADM 009 to the cadet with the service record. (5) Retain a copy in unit files for eventual inquiries from recruiters until the cadet reaches the age of 24. g. Retain the record of disciplinary actions for one year, and then destroy them by burning or shredding.
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KYDIVINST 3120.1 01 FEB 14 h. If the commanding officer feels the disciplinary problem should prohibit the cadet from joining the military service, this information will be recorded on the Administrative Remarks (NSCADM 008) and forwarded to NHQ along with the NSCADM 009
411.
Adult Service Record Administration
a. Establishment of the Service Record. A service record will be established for each adult. The record will contain documents relating to appointment, promotion, billet assignment, and any information that should be a matter of record. The information should be maintained in a U.S. Navy service record (NAVPERS 1070/600), appropriately stamped in RED on the front and back: "U.S. NAVAL SEA CADET CORPS". If no service records are available, a standard manila folder can be used. If DOD/DOT forms are used they must also be STAMPED IN RED. Information contained in this record is considered "Privileged Information" and measures to appropriately safe guard the record should be taken. Access is limited to the person to whom the record belongs, designated unit officers, the unit committee chairperson, and the Executive Director or his designated representative. The service record should be set up accordingly using KENTUCKY DIVISION FORM 05 (REV (02/14) and KENTUCKY DIVISION FORM 05A (02/14) as cover sheets for the right and left sides of the record. b. Right Side (Top to Bottom): (1) Copy of ID Card Front and Back. (2) Appointment/Promotion Letters. (3) Record of Awards (NSCADM 010). (3) Evaluation/Promotion Recommendation (NSCADM 017). (5) Copy of NSCC Officer/Midshipman/Instructor Application (NSCADM 003). (6) Report of Medical History (NSCADM 020) (7) Other documentation as appropriate. c. Left Side (Top to Bottom): (1) (2) (3) (4) (5) (5) (7)
Billet Assignment Letters. Study Guide Completion Letter. Correspondence Course/OPD Course Completion Letters. Escort Officer Authorization Orders (Completed). Awards and Letters of Commendation. Other information considered significant. Commanding Officer's Annual Review.
d. Record Verification. Service records should be reviewed annually on or about 1 January to ensure that they contain all required documents. The unit commanding officer or his designated representative will certify that this review has been completed and
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KYDIVINST 3120.1 01 FEB 14 that all discrepancies have been corrected by signing KENTUCKY DIVISION FORM 10 (Rev 02/14). e. Disposition of Adult Service Record. Officers, Midshipman and Instructor's who resign or leave the program for any reason may/shall retain their service records. Records not returned to the adult should be destroyed by burning or shredding.
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Enclosure
KYDIVINST 3120.1 01 FEB 14
SECTION 5 – GENERAL ADMINSTRATION 412. Purpose. This section will give a brief description of administrative procedures. 413.
Enrollment Fees
a. Fees. The NSCC National Board of Directors establishes the annual enrollment fee for all NSCC personnel. Enrollment fees include both administrative and insurance fees. Any overage in fees will be considered a "donation" to the NSCC program and will not be held for future use. Any shortage in fees will result in registration being held in abeyance. NO ID card will be issued until the correct fees are received by NHQ. Initial enrollment fees for Kentucky Division shall be set by the Commanding Officer via the unit's Fiscal Officer. b. Refund/Transfer. Enrollment fees paid by individuals who subsequently drop from the program are non-refundable, or transferable to another applicant. NLCC cadets that transfer to the NSCC pay no additional fee. They will receive an ID card that covers any remaining time on the NLCC ID card. c. Replacement Fee. A $5.00 fee will be assessed for each lost, stolen or mutilated ID card replaced by NHQ. d. Computation for High School Seniors. Partial year enrollments are acceptable only for highly motivated cadets who are in their senior year of high school. The partial registration fee is a prorated administrative fee ($4.00) a month, multiplied by the number of month's extension, (up to 6 months). Over 6 months, the FULL enrollment fee is required. e. Overdraft Checks. A $30 fee will be assessed for a returned unit check or personal check. If the check is returned for insufficient funds the person(s) covered will be disenrolled. If the check is in conjunction with a request for training orders, NO orders will be issued until the check is clear. It is the responsibility of the unit commanding officer to inform the cadet and the parent/guardian they will not be able to attend training until the issue is resolved. The old check will be returned and the unit or party responsible for the personal check will be expected to remit the appropriate fees plus $30. 414. Safeguarding Privileged/Sensitive Information. Each unit should take any all precautions within the confines of their drill locations to safeguard privileged/sensitive information maintained in officer and cadet service jackets and local files. Destruction of service jackets and local files, when necessary, should be done by shredding or burning.
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KYDIVINST 3120.1 01 FEB 14 415. What a Commanding Officer Must Sign. The unit commanding officer, Officer in Charge, or person "acting" in either position must personally sign documents that: a. Establish unit policy. b. Changes to the unit's mission and are addressed to a higher authority. c. Unit disciplinary actions. d. NSCTNG 001 and 002 Request for Training Authority. e. NSCTNG 003 and 004 Local Training Authority. f. NSCTNG 005 and 006 National Training Authority. 416. Delegating Signature Authority. The commanding officer may delegate signature authority to subordinates and may authorize those subordinates to delegate signature authority further. This is done in writing using titles rather than names (Executive Officer or Admin Officer). Include a brief outline of the types of documents involved. As a general rule, authorized subordinates may sign correspondence that falls within their area of responsibility unless "good judgment" calls for the document to be signed by the commanding officer. 417. Use of Facsimile Stamps. The commanding officer may authorize others to use stamps that duplicate his or her signature where the personal signing of correspondence causes hardship or is impractical. If you are authorized to use a facsimile stamp of someone else's signature, pen your initials next to each signature you stamp to authenticate the facsimile. Safeguard such stamps from unauthorized use.
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KYDIVINST 3120.1 01 FEB 14
SECTION 6 – IDENTIFICATION CARDS 418. Policy. Identification cards (ID Cards) NSCADM 034 (Rev 12/08) are required by all enrolled personnel cadet and officer. NHQ will not issue an ID Card to anyone who is not currently enrolled or if the appropriate NSCADM forms are completed in their entirety and forwarded to NHQ for processing. 419.
Procedures
a. Signatures. Once an ID Card is received from NHQ before signing the back of the member shall verify the all information on the front of the ID Card is correct, i.e. Name, Date of Birth, ect. If the information is correct the member will sign in the appropriate block named "Member Signature", once completed the commanding officer will sign in the appropriate block named "Unit CO Signature". b. Picture. All ID Cards will have the picture of the member in the appropriate area. A picture will be taken of the member with the U.S. Flag facing down with the blue star field to the member's right. The picture will be taken from just below the member's shoulders to the top of their head. Once taken, the picture will be stored in the Admin Office hard drive for future use, i.e. Lost or Mutilated ID Cards. When a member is dienrolled from the unit or program the picture stored will be deleted. c. Processing. Once the picture is taken and ID Card is signed by the member and the commanding officer, it will be created by the admin officer or designated representative. Once completed the front and back of the ID Card shall be photocopied before given to the member so that it may be placed on the right side of the member's service record.
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KYDIVINST 3120.1 01 FEB 14
CHAPTER 5 – DISCIPLINE SECTION 1 – UNIT DISCIPLINE 500. Purpose. Discipline rules of conduct; behavior control”. For a sea cadet maintained. All personnel conduct. Those who do not unit and morale.
is defined as “behavior in accord with and order maintained by training and unit to function well discipline must be must adhere to a set of rules and a code of detract from the ultimate mission of the
501. Responsibility. It is the responsibility of all personnel to maintain unit discipline in a manner which creates unit cohesion, efficiency in training, and enhances morale. Certain individuals have a specific responsibility to maintain discipline within the unit. a. The commanding officer is charged with the overall conduct and mission accomplishment of the unit. He/she is the final authority with which unit discipline rests. His/her disciplinary actions are carried out either through Non-Judicial Punishment (NJP) or in accordance and consultation with higher authority. b. The executive officer is the chief advisor and assistant to the Commanding Officer with regards to unit discipline. He/she may informally advise the CO on disciplinary issues or formally recommend actions through Executive Officer’s Inquiry (XOI). c. The operations officer/assistant operations officer are charged with the discipline of the largest department within the unit and the core group of cadets. He/she shall advise the chain of command on disciplinary issues either informally or formally through the use of a Disciplinary Review Board (DRB). d. Division officers/assistant division officers are directly responsible for the good order and discipline of those personnel assigned to them. They may correct behavior either through informal counseling (verbal), formal counseling (written), assignment of Extra Military Instruction (EMI), or by referring more serious matters to the chain of command and initiating the disciplinary process with a DRB through the use of a report chit. e. The Chief Master at Arms (CMAA) is the chief advisor to the entire chain of command on the good order and discipline of the unit. He/she shall create and maintain a system of record keeping of all disciplinary infractions, serve as a principle member of the DRB, advise department heads, the CO and XO on disciplinary matters, and follow up and ensure compliance with all corrective actions and EMI issued to an offender. They must be thoroughly familiar with the unit
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Enclosure
KYDIVINST 3120.1 01 FEB 14 and sea cadet corps disciplinary regulations and keep all concerned parties informed of disciplinary issues. f. Petty officers, LPOs, and ALPOs are directly responsible for the good order and discipline of all junior personnel and those assigned to them. They may give informal counseling (verbal) and instruction to cadets to correct disciplinary issues. They MAY NOT however issue corrective actions, such as EMI, or formal counseling to a cadet. They may however initiate the counseling or report chit process with concurrence from the appropriate division officer and make recommendations to the chain of command. 502.
Policy
a. Informal Counseling. Informal Counseling is counseling given to a cadet to correct a minor infraction. The purpose of this type of counseling is to correct a deficiency, provide training, and advise a cadet of a negative trend or pattern in behavior. This type of counseling must be attempted first for all minor infractions. It may be performed by any member of the chain of command. The key concern is both correcting infractions on the spot as they occur, and ensuring correction is done in private unless the entire unit stands to benefit from the training. It is not to be used to humiliate or make an example of someone. b. Formal Counseling. Formal Counseling is given for more sever infractions that require EMI assignment, or documentation which may be needed to affect a more stringent punishment in the future. Informal Counseling must be done in private by the appropriate division officer. When dealing with a member of the opposite sex, or when gender specific issues are concerned it is mandatory that an officer of the opposite sex be present for the counseling. (1) Formal Counseling is issued through the means of a standardized counseling chit. The chit shall provide information on the cadet being counseled, the infraction, the cadet’s comments towards the counseling, and any corrective measures assigned. It shall be signed by the cadet being counseled, the division officer performing the counseling and the CMAA. Assignment of EMI requires the addition use of an EMI assignment form. A copy may be given to the cadet and may be maintained by the division officer. A copy must be forwarded to the CMAA to be maintained in the cadet’s disciplinary record. c. Parental/Guardian Advisory Letter (PAL). When a steady pattern of misconduct is noted and documented by either the division officer or the CMAA a PAL should be sent to the parent or guardian of the cadet concerned. It shall be a formal letter on standard form by the division officer to the parent of the cadet outlining what the issue is, and what corrective measures have been attempted. It shall be given to the cadet to take home and have signed by parent/guardian and
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KYDIVINST 3120.1 01 FEB 14 returned to the unit. The division officer may retain a copy and a copy must be forwarded to the CMAA for filing in the cadet's disciplinary record. This shall be used as a last resort when all other counseling methods have failed and it becomes apparent that further disciplinary action, such as a DRB, is likely. The parent may be forwarded copies of past counseling chits and provided an opportunity to speak to the division officer regarding the disciplinary issues. The release authority is the executive officer. The letter shall be screened by the administrative officer for proper formatting. d. Disciplinary Review Board. The DRB process is initiated for a steady pattern of misconduct or for more serious actions. It is initiated through the use of a report chit. All information shall be filled out by the division officer and forwarded to the operations officer for convening of the DRB. A DRB panel has the option to refer the case to XOI, assign EMI, perform counseling, or dismiss the case. Matters regarding infractions of “zero-tolerance” policies must be forwarded to XOI. e. Executive Officer Inquiry. An XOI is conducted upon recommendation from the DRB by the executive officer. It shall be an investigation performed by the XO in such a manner as seen fit by the XO. The XO has the option to refer back the DRB for final disposition with direction and recommendations or to forward to Captains Mast/NJP. The XO has the added authority to suspend a cadet for up to 3 drills. Suspension of a cadet must be accomplished through consultation with the parent or guardian by the executive officer and in concurrence with the commanding officer. f. Commanding Officer’s (Captain's) Mast. Commanding Officer's Mast shall be conducted by the commanding officer in such a manner that he sees fit. The commanding officer may refer the case back to any other lower level with recommendations and direction. He has the added authority to dismiss the cadet from the program. This shall be done in consultation with the parent/guardian. Full guidelines for Commanding Officer's Mast can be found in KYDIVINST 1620.1A. 503. Record Keeping. Record keeping is of the highest importance with regards to the disciplinary program. It is used to justify further disciplinary action, suspension of a cadet, or dismissal of a cadet. It can alleviate the unit of liability against accusations of prejudice and the like. Cadet Disciplinary records shall be created as needed by the CMAA. The CMAA is responsible to the XO for the maintenance of all records. a. Contents. Cadets Disciplinary Records shall contain all counseling chits, PALs, report chits, and EMI assignment forms and EMI follow ups. It shall be made available to the division officer upon request, to the DRB, XOI and CO as needed. It may also be reviewed by the parent with the division officer and/or CMAA.
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KYDIVINST 3120.1 01 FEB 14
504.
Extra Military Instruction (EMI)
a. Definition. Extra military instruction is instruction in a phase of military duty in which an individual is deficient and is intended to correct that deficiency. EMI is an administrative measure authorized under NSCC Regulations as a necessary training device intended to improve efficiency of the unit and must, therefore, be intended as such. It must not be used as a substitute for punitive action appropriate under NSCC Regulations. Extra instruction assigned must be logically related to the deficiency to be corrected. b. Withholding of Privileges. Temporary withholding of privileges is authorized under NSCC Regulations as another administrative corrective measure that may be employed by superiors to correct infractions of unit/NSCC regulation or performance deficiencies in their subordinates when punitive action does not appear appropriate due to the minor nature of the infraction or deficiency. A privilege is a benefit, advantage, or favor, provided for the convenience or enjoyment of an individual. (1) Authority. Final authority to withhold a privilege, however temporary, must ultimately rest with the level of authority empowered to grant that privilege. Therefore, authority of officers and petty officers to withhold privileges is, in many cases, limited to recommendations via the chain of command to the appropriate authority. Officers and petty officers are authorized and expected to initiate such actions when considered appropriate to remedy minor infractions as necessary. (2) Implementation. Implementation of temporary withholding of privileges will be governed by specific procedures as prescribed by the cognizant authority empowered to grant that privilege. 505. Regulations. Cadets must abide by all unit and NSCC Regulations along with all applicable military regulations when aboard a military activity. In general regulations are of 3 categories: zero-tolerance, major, and minor. a. Zero-Tolerance Regulations. Zero-tolerance regulations are those which infractions of which will not be allowed within the unit. They are determined to be inherently detrimental to good order and discipline, uncorrectable, and open the unit to undue liability. They shall be documented on a counseling chit and forwarded through to CO’s mast for removal of the cadet from the program. They shall be explained to all cadets, officers, and parents upon enrollment in the program. The following regulations are determined to be zerotolerance:
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KYDIVINST 3120.1 01 FEB 14
(1) Alcohol and Drug Use (2) Hazing (3) Racism (4) Sexual Harassment and misconduct (5) Physical abuse (6) Any other instance listed as a felony, misdemeanor, or listed in sea cadet corps regulations b. Major regulation infractions are those which do not meet the criteria of zero-tolerance regulations but are inherently detrimental to good order and discipline and must be corrected to avoid further issues. Examples of major infractions are: (1) Failure to obey orders or regulations (2) A steady pattern of misconduct (3) Misbehavior while on watch (4) A severe lack of core values (5) Lesser included offense of zero-tolerance regulations c. Minor infractions are those that are easily correctable by informal or formal counseling and EMI. These regulations do not necessarily detract from the overall mission of the unit but are not in line with the sea cadet corps and units’ mission and values. Some examples of these may include: (1) Lack of core values (2) Minor issues of misconduct (3) Failure to comply with responsibilities (4) Conduct issues (5) Lesser included offenses of major regulations d. Aside from zero-tolerance infractions which are specifically listed herein or in NSCC Regulations or other official directives, the determination of severity of an infraction shall be determined by the person witnessing the infraction or issuing corrective measures. A delicate balance must be struck between swift punishment and correction that breeds a desire to comply and excel.
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Enclosure
KYDIVINST 3120.1 01 FEB 14
CHAPTER 6 – SUPPLY SECTION 1 - DEPARTMENT ORGANIZATION 600. Supply Officer (SUPPO). The supply officer is responsible to the executive officer for the safe custody/accounting of all material which is the property of the unit, or which is on loan from the supporting military activity or other organization, company, governmental authority, or person. 601. Supply Petty Officer (SPO). The division shall assign one cadet to the supply office to act as the SPO. This assignment will be on a rotating basis changing every 6 months with the completion of semiannual inventory. The SPO will be under the direct supervision of the supply officer during their supply office duty hours. a. Selection of the SPO. When a need for an assistant or relief of an incumbent is needed, the supply officer shall inform the NSCC division officer as to the need. The division officer, in turn, will make recommendations as to whom the division will assign to the supply office. The division officer will ask for volunteers from their division. This assignment shall not be used as punishment for an infraction or EMI. b. SPO conflict with division activities. This assignment will in no way, take away from the cadets overall experiences in division activities. As this position is voluntary, and the cadet may request through the supply officer, to be relieved of SPO duties at anytime. c. Training of the SPO. The supply officer shall be tasked with training/supervising the SPO with regard to uniform issue, returns, exchanges, logging, receipt issue, financial transactions, inventory, and reconciliations. 602. Chain of Command. The supply officer shall be designated a department head position and therefore report directly to the Executive Officer for all matters pertaining to the division supply department. However, the supply officer shall use other appropriate members of the chain of command when referencing non-supply department issues, such as an indirect line to the Commanding Officer.
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Enclosure
KYDIVINST 3120.1 01 FEB 14
SECTION 2 - UNIFORMS 603. Uniform Stock. The supply department shall maintain an adequate supply of serviceable uniforms for issue to cadets. Uniforms and uniform items are subject to availability for issue based on availability from supply sources. The supply officer, acting through the Commanding Officer, shall liaise with the U.S. Navy uniform reclaim center in Great Lakes, local uniform reclaim centers, civilian military surplus dealers, and local charity/thrift stores within a one hundred fifty (150) mile radius of Kentucky Division to maintain a supply of usable uniforms for issue. a. Current Uniform Stock. Kentucky Division is currently utilizing the utility navy working uniform. This working uniform supply is no longer issued or replenished by the U.S. Navy and will soon become unavailable. It is imperative that cadets who no longer are attached to the division, or when uniforms no longer properly fit, return these uniforms to supply for reissue. When the utility uniform supply is exhausted, or is no longer a viable uniform, the NSCC/NLCC has issued regulations for units to wear the current Navy Working Uniform. The division is employing efforts of reclaim and recycling to avoid this change in uniforms, as it will add a cost to each cadet. Per the Commanding Officer’s directive, utility uniforms will be worn for locally arranged training, where such activities could damage the BDU or NWU uniforms. b. Primary Uniform Supply Source. The supply officer shall submit, through the chain of command, request for uniform and uniform items from the U.S. Navy’s uniform reclaim center located at Recruit Training Command, Great Lakes, Illinois. Alternate uniform supply sources follow in this chapter in Section 3. c. Available Uniform Sizes and Proper Fit As Related to Availability. Due to the U.S. Navy’s current body fat index, body mass index measures, and uniform issue calendars, uniforms over size 46 are no longer issued and former issue supplies are available until back stock is exhausted. Furthermore, uniforms that are small, or for use by NLCC cadets and smaller NSCC cadets are increasingly difficult to acquire. Parents may have to resort to searching for and purchasing uniform items from online sources, such as Ebay, Amazon and other online retailers, as well as brick and mortar facilities. Additionally, current U.S. Navy regulations promulgate that dress uniforms are not issued to recruits until the near end of current active duty recruit training, therefore the reclaim of dress uniforms are being greatly diminished. Conversely, the supply of uniforms for those cadets smaller than available uniforms, will require tailoring to maintain an appropriate fit. This service can be provided by local tailors and seamstresses. Those cadets with proper Cadet ID can
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KYDIVINST 3120.1 01 FEB 14 utilize the Navy Exchange Uniform Center for alterations at the cadet's expense, if located near, or visiting one. If the exchange tailoring service is not desirable, then personal or commercial tailoring is acceptable. The supply officer is available to meet with cadets/parents on uniform fitting guidelines. 604. Accountability. The supply officer shall be 100% accountable for maintaining stock of the division or items on loan to the division. 605. Uniform and Material Inventory. The supply officer shall oversee complete accounting and stock inventory of the main uniform issue space and associated division property. Every year, the supply department will perform a complete inventory of all division property and audit against supply disbursements of the reporting period. An accounting report will be due to the Executive Officer no later than the second drill following completion of annual inventory. During annual inventory, the supply officer shall request through the chain of command, five temporary additional cadet assistants to aid the supply office in the inventory evolution. All division inventory shall be tracked using a bar coding system, and synchronized through QuickBooks, for 24 hour remote access by those entities authorized to review inventory and financial data of the division. 606. Material on Loan to the Division. The supply officer shall record the information regarding material on loan to the division as well as information regarding its custody. This will ensure that loaned property is well cared for and returned in the manner in which it was received. A loan log book shall be maintained recording the following information: a. Material and date received from. b. Type of material on loan. c. Appropriate use guidelines. d. Description noting the condition of the material. e. Photos of the material, if appropriate/warranted. f. Date the material is due back to owner. 607. Cadet uniforms/materials issue. Each incoming cadet shall be issued a sea bag containing uniforms needed for division participation to the extent of available uniforms at no cost. The division strives to maintain an adequate supply of serviceable uniforms but is limited to supply availability, funding availability, and uniform regulations. Therefore, not all uniforms or uniform items may be available to the
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Enclosure
KYDIVINST 3120.1 01 FEB 14 cadet upon enrollment, and must be obtained from alternate sources at the cadet’s expense. a. Initial Issue. Upon enrollment, cadets will report to the supply locker where they will receive their initial uniform sea bag and associated uniform items. This issue will be recorded in the cadet’s file labeled “Supply Issue Log” kept on file in the supply office. Additionally, each cadet’s service jacket will have a bar coded label specific to that cadet/instructor/officer. Upon being issued or returning an item, the tem will be ‘scanned’ in/out of the system, thus creating a digital record within QuickBooks and an excel spreadsheet. When uniform items are unavailable, cadets will be given a list of alternate supply sources. Cadets are responsible for reporting to each drill with a complete sea bag of all required uniform items, as outlined in that months’ POM. b. Sea Bag Inspections. Random sea bag inspections may be ordered at the discretion of the executive officer to ensure that cadets are properly maintaining their uniform and complying with uniform requirements. Therefore, each cadet shall bring their entire uniform complement to each drill where the POM states that an inspection will be conducted. c. Replacement of Uniform Items. In order to control costs to the division, cadets requiring re-issue of missing, damaged, or lost uniform items will be at the cadet’s expense. When replacement uniform items are issued, an invoice will be sent home with the cadet, as well as emailed to the parent/guardian on record, and payment for such replacement items will be due at the next drill or may be paid online. Failure to remit payment for replacement items may result in suspension of reissue privileges until such payment is received by the supply office as determined by the executive officer. The supply office shall maintain a log book documenting transaction for replacement of uniform items, including financial transactions, outgoing invoices requesting payment for materials issues, and lists of materials outstanding or on loan to a cadet. d. Exchange of uniforms. Cadets who require an exchange uniforms due to age, deterioration, or having out grown their current complement will report to the supply office to receive an exchange of uniforms, at no cost, based on uniform availability. Uniforms will be exchanged on a one for one basis. The exchange process is not meant, and shall not be utilized, to replace missing or lost uniform items. Note that exact sizes may not be available and may require tailoring or alterations to ensure proper fit. Exchanges will be logged into each cadet’s uniform issue log sheet, and bar code system, respectively. e. Uniform care. Cadets are required to keep their uniforms in good repair and tailored at all times. The supply officer is
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Enclosure
KYDIVINST 3120.1 01 FEB 14 available for advisement on uniform care inquiries for both parents and cadets.
f. Unavailable uniforms. When a uniform item is requested by the cadet or his/her division officer that is currently unavailable, the supply officer shall inform the appropriate member of the chain of command as to absence of the requested uniform and allow for a temporary forbearance until the cadet can make private arrangements for procurement. g. Cadet separation from the Kentucky Division. Upon separation from the unit, cadets are required to return all issued uniforms, uniform items, and all property issued, to the supply office. Cadet transfers to other NSCC/NLCC units are similarly required to return all gear/uniforms issued by the Kentucky Division. The supply officer shall inform the administrative officer regarding cadet’s failure to return issued gear and will result in correspondence to the cadet’s parents which may include an invoice requesting payment for gear not returned. 608. Current uniform requirements. The supply office shall keep a hard-copy version of the current regulations on NSCC/NLCC uniform requirements for both officers and cadets. The NSCC/NLCC does not mandate the quantity of each type uniforms required. However, each cadet should maintain an adequate number of each type of uniform for maintaining uniforms in good repair and keeping proper hygiene.
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Enclosure
KYDIVINST 3120.1 01 FEB 14
SECTON 3 – UNIFORM SUPPLIERS 609. Alternate Uniform Supply Centers. The supply officer is responsible for creating and maintaining an alternate uniform supply source database for cadets should uniform items not be available from the division supply center. Any discount available to cadets will be listed by each vendor along with a description of available items (Will vary from place to place, and are subject to their local availability) a. M&G Sales Company Military Surplus 2609 Granby Street Norfolk, VA 23517 (757)622-9065 M&G maintains a vast inventory of new and used navy uniforms including dress and working uniforms for both male and female. Also available are shoes, coats, covers, and most NSCC/NLCC items needed by cadets. Their uniform costs are far below that of new. Operating hours: Monday to Friday 0900-1800 Saturday 0900-1700 **Note: Kentucky Division has coordinated a discount for our cadets who purchase uniforms at M&G. Mention that your purchase is for an NSCC/NLCC cadet and receive 10% off on most items in the store. b. Navy Exchange Uniform Center Naval Station Norfolk 1560 Mall Drive (off base) Norfolk, VA 23511 (757) 444-2000 Operating Hours: Monday through Sunday 0900-2100 **Note: Our cadets are authorized to purchase uniform items at local navy exchanges under DoD Instruction 1330.21 Table E6.T2, Item 14. Uniform items are at full retail price and are limited in smaller sizes. Tailoring services are available onsite for no additional costs when purchased at the exchange. Military ID cards are not required for cadet uniform purchases but NSCC/NLCC ID must be shown at point of sale. No discount is available at the exchange.
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Enclosure
KYDIVINST 3120.1 01 FEB 14
c. Lexington, KY local thrift stores. Thrift/uniform/surplus stores located around the area include: Galls, 1300 Russell Cave Rd., Lexington, KY 40505 Army Surplus Warehouse, 138 E Loudon Ave, Lexington, KY 40505 Many of these thrift stores have (from time to time) uniforms donated from separating service members available at low cost. However, these thrift stores do not carry a consistent supply or inventory and may or may not be available at your time of visit. **Many thrift stores have indicated that cadets will receive a small discount when you mention that you are affiliated with the NSCC/NLCC. Due to the number of thrift stores in the area, the division was unable to obtain a permanent agreement of discounts, and may or may not be available from store to store. 610. Requesting Stock. The supply officer shall submit via the chain of command order requests to maintain appropriate stock. a. The supply officer shall conduct a modified inventory of the division uniform center during each drill. Requested items will be submitted to the commanding officer via the executive officer. b. Upon receipt of previously requested items, the supply inventory shall be updated to maintain a correct inventory of supplies. Additionally, upon receipt of ordered items, the supply office shall reconcile order packing lists to ensure all items ordered by the division are properly received. Upon reconciliation, the packing list shall be maintained in a file in the supply office, as well as digitally utilizing the bar cade tag system.
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Enclosure
KYDIVINST 3120.1 01 FEB 14
CHAPTER 7 – MEDICAL SECTION 1 – PERSONNEL 700. Purpose. The purpose of this instruction is to provide guidance governing the leadership involved in the functioning of the medical department. 701. Medical Officer (MO). The Medical Officer is the primary responsibility of the medical readiness of the division. The MO is responsible to the XO for the duties prescribed in Chapter 1. 702. Command Duty Officer (CDO). The CDO is responsible for carrying out the orders of the MO in the MO’s absence. This includes carrying medications to command events, administration of medications, and any other instructions regarding the medical readiness/safety of the division. The CDO may not make medical decisions outside of the instructions of the MO, if additional decisions are required not covered by the MO’s instructions the MA will be contacted for orders. If the MO is unavailable, the XO will be the deciding authority. 703. Executive Officer (XO). The XO is the deciding authority on matters concerning the medical readiness of the division in the MO’s absence not defined by the MO’s orders.
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KYDIVINST 3120.1 01 FEB 14
SECTION 2 – MEDICATIONS 704. Purpose. The purpose of this instruction is to provide guidance governing the administration of medications. 705. Checking In Medications. Cadets may bring prescription medications prescribed within the last year or over the counter medications with a signed note from the parent. Prescription medications MUST be in a correctly labeled container with the cadet’s name, date prescribed, and dosage instructions. Over the counter medications MUST be in a correctly labeled container with the cadet’s name, date, and be accompanied with a signed parent note with dosage instructions. Medications may NOT be mixed into a container; each container MUST contain only the medication listed on the label. Checking in any medications must be completed with an updated contact number from the parent. For cadets who drive themselves, the cadet may verify the contact number. Checking in medications must be documented on KENTUCKY DIVISION FORM 04B. 706. Checking Out Medications. Cadets MUST check out their medications before leaving the drill weekend. Medications and medication containers may NOT be stored in the medical locker between drill weekends. Cadets who leave without picking up their medications or medication container, even if empty, will receive a counseling chit and parental advisory letter. 707. Administration. The MO will administer medications according the dosage instructions. The CDO may administer prescription medications according to the dosage instructions in the MO’s absence. Any medications given must be documented on KYDIVINST FORM 04A Drill Medical Log, located in the medical locker. 708. Stowage. Medications that have been checked in will be kept locked in the medical locker, or under the MO/CDO/XO’s custody. Cadets may NOT be allowed to have custody of any medications at any time.
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KYDIVINST 3120.1 01 FEB 14
SECTION 3 – SICK CALL 709. Purpose. The purpose of this section is to provide guidance governing sick call and the administration of non-medication interventions. 710. Sick Call. The MO will hold sick call directly before breakfast, and directly after dinner. Sick call may be held at other times at the MO’s discretion, but no fewer than twice daily. In the MO’s absence, sick call will be conducted by the CDO. If a medical condition presents during sick call not covered under the MO’s orders, the CDO will contact the MO. If the MO is not available, the XO will be the deciding authority. 711. Non-Medication Interventions. Non-medication interventions include any medical action taken that does not include the use of medications, such as bandages. These interventions will be performed by the MO only, or by the CDO under the MO’s orders. If any nonmedication interventions are performed, it must be documented on KENTUCKY DIVISION FORM 04A Drill Medical Log, located within the medical locker. 712. Medical Log. A medical log must be maintained during all training evolutions. The log is completed using KENTUCKY DIVISION FORM 04A. The log must be kept, locked, in the medical locker.
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KYDIVINST 3120.1 01 FEB 14
SECTION 4 – LIMITED DUTY 713. Purpose. The purpose of this section is to provide guidance governing the utilization of limited duty. 714. Limited Duty (LIMDU). A cadet may be placed on LIMDU by the MO’s discretion. This may include but limited, or exemption from, participation in all training evolutions. The MO will notify the CDO of the LIMDU status of the cadet, who is responsible to pass the information down to his/her relief. 715. Physician’s Notes. Cadets have pre-existing injuries or illness that may require limited duty must bring physician’s orders (a “doctor’s note”) in writing to the drill weekend. This must be delivered directly to the MO during check-in. The MO may not deviate from physician’s orders.
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