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DISTRIBUTION STATEMENT A: Approved for public release; distribution is unlimited.

NONRESIDENTTRAININGCOURSE

March 1983

Religious Program Specialist 3 & 2Module III—AdministrationNAVEDTRA 14231

Notice: NETPDTC is no longer responsible for the content accuracy of the NRTCs. For content issues, contact the servicing Center of Excellence: Center for Service Support (CSS Athens); (706) 355-7501, Ext. 7642 or DSN: 354-7501, Ext. 7642

DISTRIBUTION STATEMENT A: Approved for public release; distribution is unlimited.

Although the words “he,” “him,” and “his” are used sparingly in this course to enhance communication, they are not intended to be gender driven or to affront or discriminate against anyone.

NAVAL EDUCATION AND TRAINING PROGRAMMANAGEMENT SUPPORT ACTIVITYPENSACOLA, FLORIDA 32509-5000

ERRATA #1 January 1988

Specific Instructions and Errata for theReligious Program Specialist 3&2,

Module III (Administration)NAVEDTRA 14231

No attempt has been made to issue corrections for errors intyping, punctuation, etc., which are obvious and do not affectthe student's ability to answer the questions.

Nonresident Career Course.

Questions Change

2-56 through2-59

In column B, change alternative 3 toread '3" vice "7'

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PREFACEBy enrolling in this self-study course, you have demonstrated a desire to improve yourself and the Navy.Remember, however, this self-study course is only one part of the total Navy training program. Practicalexperience, schools, selected reading, and your desire to succeed are also necessary to successfully roundout a fully meaningful training program.

COURSE OVERVIEW : In completing this course, you will demonstrate knowledge by correctlyanswering questions on the following subject matter areas: Religious Program Specialist responsibility insupporting the Command Religious Program; receptionist duties; protecting classified information;screening enlisted service records; maintaining files and records; typing and filing correspondence anddirectives; maintaining publications; and using proper grammar.

THE COURSE : This self-study course is organized into subject matter areas, each containing learningobjectives to help you determine what you should learn along with text and illustrations to help youunderstand the information. The subject matter reflects day-to-day requirements and experiences ofpersonnel in the rating or skill area. It also reflects guidance provided by Enlisted Community Managers(ECMs) and other senior personnel, technical references, instructions, etc., and either the occupational ornaval standards, which are listed in the Manual of Navy Enlisted Manpower Personnel Classificationsand Occupational Standards, NAVPERS 18068.

THE QUESTIONS : The questions that appear in this course are designed to help you understand thematerial in the text.

VALUE : In completing this course, you will improve your military and professional knowledge.Importantly, it can also help you study for the Navy-wide advancement in rate examination. If you arestudying and discover a reference in the text to another publication for further information, look it up.

1983 Edition Prepared byRPCS Robert W. Wilford

NAVSUP Logistics Tracking Number0504-LP-026-8690

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Sailor’s Creed

“I am a United States Sailor. I will support and defend the Constitution of the United States of America and I will obey the orders of those appointed over me. I represent the fighting spirit of the Navy and those who have gone before me to defend freedom and democracy around the world. I proudly serve my country’s Navy combat team with honor, courage and commitment. I am committed to excellence and the fair treatment of all.”

CONTENTS

CHAPTERPage

1. The Command Religious Program (CRP) and the Religious Program Specialist (RP) . . . . . . . . . . . . . . . . . . . . . . . . . 1-1

2. Managing the Office of the Chaplain. . . . . . . . . . . . . . . . . . . . . . . 2-1

3. Maintaining Command Religious Program (CRP) Files and Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . 3-1

4. Publications and Directives. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

5. Correspondence Preparation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1

INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-1

Nonresident Career Course follows Index

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RELIGIOUS PROGRAM SPECIALISTTRAINING COURSE AND NONRESIDENT

CAREER COURSE

The Religious Program Specialist 3 & 2training course is divided into three modules asfollows:

Personnel Support (Module I)

Logistic Support and Financial Control(Module II)

Administration (Module III)

Each module will be sent as an initial distributionto all commands as it is printed. Additional copiesmay be requested from Navy Publications andForms Center, Philadelphia, PA.

A Religious Program Specialist must completeall three modules (once available) before theRP 3 & 2 training course can be consideredcomplete for any training or advancementrequirements.

MODULE SUMMARIES

Module I—Personnel Support, NAVEDTRA14229. This module deals with backgroundinformation on the religions of the world; rigging

and caring for religious facilities, equipment, andl i turgica l appointments ; mainta in ing theshipboard, ecclesiastical, and religious musiclibraries; operating audiovisual equipment; thepreparation and distribution of publicity,devotional, and religious materials, and providinginformation and referral assistance.

Module II—Logistic Support and FinancialControl, NAVEDTRA 14230. This moduledeals with procuring, providing, and inventoryingmaterials necessary for the support of theCommand Rel ig ious Program (CRP); thepreparation of procurement and reimbursementdocuments; the maintenance of departmentalbudget records and operating targets; andmaintaining records for a CRP chapel fund.

Module III—Administration, NAVEDTRA14231. This module deals with receptionistduties; typing and filing correspondence,directives, and interview records; operating officeequipment; maintaining a reports control system,tickler and cross-reference files; using propergrammar; and carrying out the disposal, stowage,and transmission of obsolete files and records.

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INSTRUCTIONS FOR TAKING THE COURSE

ASSIGNMENTS

The text pages that you are to study are listed atthe beginning of each assignment. Study thesepages carefully before attempting to answer thequestions. Pay close attention to tables andillustrations and read the learning objectives.The learning objectives state what you should beable to do after studying the material. Answeringthe questions correctly helps you accomplish theobjectives.

SELECTING YOUR ANSWERS

Read each question carefully, then select theBEST answer. You may refer freely to the text.The answers must be the result of your ownwork and decisions. You are prohibited fromreferring to or copying the answers of others andfrom giving answers to anyone else taking thecourse.

SUBMITTING YOUR ASSIGNMENTS

To have your assignments graded, you must beenrolled in the course with the NonresidentTraining Course Administration Branch at theNaval Education and Training ProfessionalDevelopment and Technology Center (NETPDTC). Following enrollment, there aretwo ways of having your assignments graded:(1) use the Internet to submit your assignmentsas you complete them, or (2) send all theassignments at one time by mail to NETPDTC.

Grading on the Internet: Advantages toInternet grading are:

• you may submit your answers as soon asyou complete an assignment, and

• you get your results faster; usually by thenext working day (approximately 24 hours).

In addition to receiving grade results for eachassignment, you will receive course completionconfirmation once you have completed all the

assignments. To submit your assignmentanswers via the Internet, go to:

https://courses.cnet.navy.mil

COMPLETION TIME

Courses must be completed within 12 monthsfrom the date of enrollment. This includes timerequired to resubmit failed assignments.

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PASS/FAIL ASSIGNMENT PROCEDURES

If your overall course score is 3.2 or higher, youwill pass the course and will not be required toresubmit assignments. Once your assignmentshave been graded you will receive coursecompletion confirmation.

If you receive less than a 3.2 on any assignmentand your overall course score is below 3.2, youwill be given the opportunity to resubmit failedassignments. You may resubmit failedassignments only once. Internet students willreceive notification when they have failed anassignment--they may then resubmit failedassignments on the web site. Internet studentsmay view and print results for failedassignments from the web site. Students whosubmit by mail will receive a failing result letterand a new answer sheet for resubmission of eachfailed assignment.

COMPLETION CONFIRMATION

After successfully completing this course, youwill receive a letter of completion.

STUDENT FEEDBACK QUESTIONS

We value your suggestions, questions, andcriticisms on our courses. If you would like tocommunicate with us regarding this course, weencourage you, if possible, to use e-mail. If youwrite or fax, please use a copy of the StudentComment form that follows this page.

NAVAL RESERVE RETIREMENT CREDIT

If you are a member of the Naval Reserve, youmay earn retirement points for successfullycompleting this course, if authorized undercurrent directives governing retirement of NavalReserve personnel. For Naval Reserveretirement, this course is evaluated at 5 points.(Refer to Administrative Procedures for NavalReservists on Inactive Duty, BUPERSINST1001.39, for more information about retirementpoints.)

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Student Comments Course Title: Religious Program Specialist 3 & 2, Module III—Administration

NAVEDTRA: 14231 Date: We need some information about you: Rate/Rank and Name: SSN: Command/Unit

Street Address: City: State/FPO: Zip Your comments, suggestions, etc.: Privacy Act Statement: Under authority of Title 5, USC 301, information regarding your military status is requested in processing your comments and in preparing a reply. This information will not be divulged without written authorization to anyone other than those within DOD for official use in determining performance. NETPDTC 1550/41 (Rev 4-00

CHAPTER 1

THE COMMAND RELIGIOUS(CRP) AND THE RELIGIOUS

SPECIALIST (RP)

PROGRAMPROGRAM

The Religious Program Specialist (RP) ratingwas established effective 15 January 1979, and isdesigned to provide Navy chaplains with profes-sional support personnel who are skilled inreligious programming and administration.Approximately two-thirds of the tasks RPs aretrained to perform are in the area of religious pro-gramming. The remaining tasks are of a clericalnature. Figure 1-1 shows a brief general descrip-tion of the duties that the RP will perform. Itshould be noted that personnel of the RP ratingare combatants.

It is essential to indicate that personnel selectedfor the RP rating are not clergy. They are notexpected to perform functions reserved formembers of the clergy. Members of the rating arerequired to support chaplains in meeting the needsof persons of all faith groups. Religious ProgramSpecialist functions are set forth in OccupationalStandards (NAVPERS 18068-D).

This module provides information that isdirectly related to certain occupational standardsfor RP3 and RP2. Module I (Personnel Support)and Module II (Logistic Support and Financial

RELIGIOUS PROGRAM SPECIALIST DUTIES

Determine religious program support Assist in preparation of devotional and reli-requirements. gious education materials.

Assist in management of religious pro- Assist in the supervision of the office of thegrams and facilities. chaplain.

Maintain records of nonappropriated chapel Coordinate volunteer religious programs.funds.

Maintain records of appropriated funds Train personnel in support of religiousand property accounts in support of religious programs.programs.

Instruct personnel in methods of religiousServe as chapel fund administrators and education.account custodians for nonappropriatedfunds. Maintain liaison with ecclesiastical and

community agencies.Maintain ecclesiastical documents.

Maintain shipboard libraries.Requisition, receive, maintain, and safe-guard ecclesiastical equipment and sup- Perform administrative, clerical, and secre-plies. tarial duties.

Figure 1-1.—Duties of the Religious Program Specialist.

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38839

38847

38956

38968

46358

77001

94621

OCCUPATIONAL STANDARDS FOR RP 3 & 2 (MODULE III)

RATE OCCUPATIONAL STANDARD NUMBER DESCRIPTION OF STANDARD

RP3 38605 FILE RECORDS AND CORRE-SPONDENCE

RP2 38619 ORGANIZE AND MONITOR MAIN-TENANCE OF FILES

RP2 38620 CARRY OUT DISPOSAL, STOWAGEAND TRANSMISSION OF OBSO-LETE FILES AND RECORDS

RP2 38628 MAINTAIN A REPORTS CONTROLSYSTEM

RP3 38824 PERFORM RECEPTIONIST DUTIESRP3 38825 OPERATE OFFICE EQUIPMENT

RP3 38826 TYPE AT 30 WORDS PER MINUTE

RP3 38832 TYPE AND ROUTE CORRESPOND-ENCE AND MESSAGES

RP3 38837 PREPARE AND PROCESS ADMIN-ISTRATIVE, OPERATIONAL ANDECCLESIASTICAL RECORDS ANDREPORTS

RP3 TRANSCRIBE CHAPLAIN INTER-VIEW RECORDS

RP3 TYPE DIRECTIVES

RP2 MAINTAIN TICKLER AND CROSS-REFERENCE FILES

RP2 REVIEW ENLISTED SERVICERECORDS FOR INFORMATIONSPECIFIED BY CHAPLAIN

RP3 USE AND MAINTAIN PUBLICA-TIONS AND DIRECTIVES

RP3 ENSURE SECURITY OF CLASSI-FIED MATERIAL

RP3 CLEAN, OIL, AND MAKE MINOROPERATING ADJUSTMENTS TOOFFICE AND AUDIOVISUALEQUIPMENT

Figure 1-2.—RP 3 & 2 (Module III) Occupational Standards.

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Control) provide information on the remainderof the occupational standards for RP3 and RP2not covered in this module. Occupationalstandards comprise the skills that enlisted person-nel must acquire in order to meet the Navy’srequirements for the RP rating. These specificoccupational requirements form the basis for per-sonnel training and advancement. It is importantto remember that occupational standards establishthe MINIMUM standards representing theLOWEST level of skill that all personnel mustpossess in order to function effectively at a givenrate. Figure 1-2 shows the specific occupationalstandards for RP3 and RP2 that will be dis-cussed in this module.

Rate training manuals are revised period-ically to conform with official publications,directives, documents, and instructions on whichthey are based. RPs should always refer to theofficial sources in the performance of their duties.Rate training manuals (RTMs) are developedprimarily to help applicants prepare for advance-ment to the next highest paygrade. However, thepersonnel who prepare the fleetwide examinationsfor advancement will always use the most recentmaterial in writing examination questions. Thisis one important reason why the RP should staycompletely informed on any changes that occurin official publications.

To assist personnel in studying for advance-ment, the Bibliography for AdvancementExamination Study (NAVEDTRA 10052) isrevised and issued each year by the Chief of NavalEducation and Training. Figure 1-3 shows thefront cover of this publication for calendar year1982. The RP should check with personnel in thelocal command’s educational services office to en-sure that the current bibliography is readilyavailable for use in the Command Religious Pro-gram (CRP).

This chapter will be devoted to describing thefunctions of the Chief of Chaplains and theChaplain Corps; the history of the RP rating; RPskills and knowledge; the CRP ashore, afloat, andwithin the Fleet Marine Force (FMF); CRPjargon; and command organization and theoffice of the chaplain. This background informa-tion is provided to outline the evolution of theRP rating and to show the important role that theRP plays in today’s Navy.

CHIEF OF CHAPLAINS

Prior to its official establishment by an Actof Congress on 22 December 1944, the title “Chiefof Chaplains” had been established by customand respect. Since March 1945, the Navy ChaplainCorps has been headed by a Chief of Chaplainswith the rank of rear admiral. An organizationalchange in the Office of the Chief of Naval Opera-tions occurred in November 1981 whereby theOffice of the Chief of Chaplains was designatedas OP-09G (formerly OP-01H). Specific guidanceconcerning this reorganization was provided inOPNAVNOTE 5430 dated 23 November 1981.The mission of the Chief of Chaplains as out-lined in OPNAVNOTE 5430 is shown in figure1-4.

THE CHAPLAIN CORPS

The purpose of the Navy Chaplain Corps isto provide professional guidance to the Depart-ment of the Navy and to promote the spiritual,religious, moral, and personal well-being ofmembers of that establishment by providing theministries appropriate to their rights and needs.This may involve providing ministries todependents and other authorized individuals. Thechaplain’s ministries may include conductingworship services, liturgies, and rites; providingreligious education and pastoral ministries;organizing spiritual renewal activities; andparticipating in humanitarian projects.

Quotas for Navy chaplains are established byGovernment authority based upon the overallnational population for the various faith groups.The right of these groups to establish standardsfor their clergy seeking to be commissioned as of-ficers in the staff corps (Chaplain Corps) isrecognized and supported by the Navy. The NavyDepartment will not commission as a chaplain anymember of the clergy who has not received anecclesiastical endorsement. In addition to anecclesiastical endorsement, a candidate for com-missioning in the Chaplain Corps must havecompleted 3 years or 90 semester hours ofgraduate study leading to a Master of Divinitydegree or equivalent. Candidates must also meetthe required age and physical qualifications forcommissioning.

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1982Edition

ADVANCEMENTEXAMINATION

Study

NAVEDTRA 10052-AC

REVISED ANNUALLY

THIS PUBLICATION BECOMES EFFECTIVE 1 JANUARY 1982(SEE INTRODUCTION FOR USNR EXCEPTIONS)

Figure 1-3.–Front Cover of Calendar Year 1982 Bibliography for Advancement Examination Study (NAVEDTRA 10052-AC).

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MISSION OF THE CHIEFOF CHAPLAINS

To direct, administer, and manage theNavy Chaplain Corps and implementreligious ministries to meet the needs ofpersonnel in the naval service and theirdependents in their pursuit of the freeexercise of religion.

Figure 1-4.—Mission of the Chief of Chaplains.

HISTORY OF THE RELIGIOUSPROGRAM SPECIALIST

(RP) RATING

As previously stated, the Religious ProgramSpecialist (RP) rating was officially establishedeffective 15 January 1979. However, the conceptof a chaplain’s assistant dates back to 1878 whena committee of chaplains recommended to theNavy Department that a chaplain’s assistant beassigned to each ship that had a chaplain aboard.This assistant would have been a schoolmasterwho could play organ music and lead singing.Although the recommendation was not adopted,the idea was given support by successive genera-tions of chaplains.

SPECIALIST (W)

Early in 1942 the Navy Department took thefirst steps which led to the establishment of theSpecialist (W) rating to assist Navy chaplains. The“(W)” referred to welfare and it was decided thatthis rate would be established only for the dura-tion of World War II. The first officiallydesignated Specialist (W) in the history of theNavy was W. Everett Hendricks who wasauthorized to enlist on 23 April 1942 with therating of Specialist (W) first class. Hendricks wasassigned duty in the Office of the Chaplain at theNaval Training Station, Great Lakes, Illinois. Hewas recognized as a talented musician and choirdirector and contributed significantly to the suc-cess of the famed Great Lakes’ Bluejacket Choir.

The first publicity that was given to the newrating by the Bureau of Naval Personnel (nowNaval Military Personnel Command) actuallyappeared in a directive dated 25 June 1942addressed to the Navy Recruiting Service. Eleven

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specialist ratings were identified in this directiveincluding Specialist (W). Those individuals in-terested in the Specialist (W) rating were directedto obtain information regarding specific qualifica-tions from the Chief of Chaplains.

Following the directive which established the11 specialist ratings, a circular was prepared anddistributed by the Chaplains Division whichoutlined the required qualifications for Specialist(W). A college education was identified as beingdesirable for applicants but not absolutelynecessary. Every Specialist (W) had to be able toplay the piano and organ for religious services andother gatherings. Also, the Specialist (W) was ex-pected to be a competent choir director. Just asRPs today cannot exercise any of the ministerialfunctions of the clergy, a Specialist (W) was notexpected to serve as a religious leader. The cir-cular did state that applicants should be willingto serve anywhere and under any conditions. Ac-cepted applicants under 25 years of age were givena third class rating; those between 25 and 28 weregiven a second class rating; and those over 28 weregiven a first class rating. Those personnel whoenlisted directly into the rating were sent to a train-ing station for naval indoctrination before beingassigned duties with a chaplain.

The Bureau of Naval Personnel ruled againstSpecialists (W) serving aboard ship. It was decidedthat they would be used only within the limits ofthe continental United States and at selectedoverseas bases. Religious Program Specialiststoday are afforded a much greater variety ofduty assignments including serving aboardnumerous types of naval vessels.

The possibility of having Specialists (W)assigned throughout the Naval Shore Establish-ment was greeted with enthusiasm by Navychaplains. Because of the constant transfer of per-sonnel, chaplains had found it difficult tomaintain qualified musicians at their commands.The assignment of Specialists (W) helped to solvethis problem and chaplains throughout the Navyhastened to help qualified applicants becomeSpecialists (W).

Selection and Training of Specialists

Most of the applicants for Specialist (W) hadbackgrounds as music teachers, professionalmusicians, or as church ministers-of-music. Manywere also graduates of the leading schools of

music in the country. Most of these specialistsreceived their indoctrination directly from thechaplains. However, this system proved to be in-adequate. In the fall of 1942 as part of an experi-ment, Specialists (W) started attending some ofthe classes at the Chaplains School located inNorfolk, Virginia (now located in Newport,Rhode Island). This experiment was so successfulthat the Chaplains Division decided to require allnew Specialists (W) to attend a course of indoc-trination at the Chaplains School.

The 8-week course of indoctrination forSpecialist (W) training at the Chaplains Schoolincluded instruction in: naval etiquette, navalcorrespondence, clerical procedures, choirorganization, rehearsal procedures, Navy Relief,music for services (Protestant, Roman Catholic,and Jewish), military weddings and funerals, andsome practical application in shorthand andtyping. Many of these same or similar subjectsare being taught in the RP “A” and “C” schoolstoday located at Keesler Air Force Base in Biloxi,Mississippi.

Between April 1942 and August 1945, theBureau of Naval Personnel selected 509 in-dividuals for the Specialist (W) rating out of 1,455applicants. Approximately 350 of the Specialist(W) selectees attended the indoctrination courseat the Chaplains School. This training helpedSpecialist (W) petty officers advance quite rapidly.Alfred R. Markin was advanced to ChiefSpecialist (W) in February 1944 and is recog-nized as being the first individual to receive thisrating. A total of 30 Specialists (W) were advancedto chief petty officer and most of these seniorpetty officers were assigned to large trainingcenters and in the offices of District, Force, andFleet Chaplains.

Women also distinguished themselves asSpecialists (W) during the war. Thirty-eight“WAVES” were selected to serve in the rating.Virginia T. Moore was the first woman to beselected as a Specialist (W) and was subse-quently assigned duty in November 1943 in theNation’s Capital. The first “WAVES” to attendthe Chaplains School in June 1944 were recog-nized as highly motivated, dedicated, andconscientious students.

Specialists With the Marines

In February 1942, before the Navy Depart-ment had taken action in regard to Specialists (W),

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the Marine Corps established a career field knownas Chaplain’s Assistant (SSN534). The firstmarine to receive the new classification wasGilbert Dean Arnold, who was made a mastertechnical sergeant, the equivalent of a chiefpetty officer in the Navy. Thirty-five members ofthe Marine Corps Women’s Reserve becamechaplain’s assistants in addition to the 105 activeduty marines. Unlike the Navy and Coast Guardwho instituted the Specialist (W) rating as a war-time measure, the Marine Corps announcedoriginally that it intended to retain its career fieldof chaplain’s assistant after the war; however, itdid not retain these assistants. The Commandantof the Marine Corps did approve the use ofMarines (MOS 0151) in 1976 to perform dutieswith Navy chaplains. NOTE: Until the RP ratingreaches full strength in approximately 1986,Marine Corps chaplain assistants will continue tobe employed to assist in managing the CommandReligious Program at selected locationsare not assigned or at full strength.

Specialists With the Coast Guard

The first member of the Coastreceive the rate of Specialist (W)

where RPs

Guard towas Emil

Zemanuel in November 1943. Thirty-five men andtwelve women of the Coast Guard were assignedthis rating; and thirty of these individuals attendedthe Navy Chaplains School. The Coast Guardassigned some of the men of this rating to ships.

YEOMAN CHAPLAIN’SPROFESSIONAL ASSISTANT

Until 1979 personnel of the Yeoman ratingwere often designated as the “Chaplain’s Clerk(YN-2525)” whose duty was to assist in con-ducting the Command Religious Program. Figure1-5 describes the duties of the YN-2525 chaplain’sprofessional assistant designation.

Before a Yeoman would normally be as-signed to the office of the chaplain, the commandchaplain would have to justify the need for aYN-2525 billet. This proved to be a time-consuming process and placed the CRP in directcompetition with other command departments forthe services of personnel. Unqualified personnel(those lacking the YN-2525 designation) wereoften assigned to the office of the chaplain astemporary solutions to manning problems.

YN-2525 DESCRIPTION OF DUTIES

YN-2525 Chaplain’s Professional AssistantAssists Chaplain by promoting the religious program and performing administrative duties.Prepares correspondence, requisitions, purchase orders, reports, and religious documents. Main-tains material, fund, and interview records. Publishes schedules of services and programs.Schedules chaplain appointments and keeps log of events. Operates office and audiovisual equip-ment. Protects privileged communications. Maintains chapel equipment and supplies. Supervisesrigging according to designed liturgical practice. Follows the liturgical calendar and uses ec-clesiastical titles and terms.

Figure 1-5.—Description of duties for chaplain’s professional assistant (YN-2525).

Many of the individuals who worked in theoffice of the chaplain, those with the YN-2525designation and those without this designation,performed admirably under difficult cir-cumstances. However, the pursuit of a permanentrating to assist chaplains in managing the Com-mand Religious Program remained a primary goalof the Chief of Chaplains.

RELIGIOUS PROGRAMSPECIALISTS

The 101-year quest for a permanent chaplain’sassistant rating was successfully completed effec-tive 15 January 1979 with the establishment of theReligious Program Specialist (RP) rating.Stringent selection requirements were set and per-sonnel requesting lateral conversion from otherrates to the RP rating had to be interviewed andrecommended by a Navy chaplain. Also, com-manding officers had to recommend prospectivecandidates based on a number of factors includingthe chaplain’s endorsement. Personnel requestinglateral conversion to RP had to be high schoolgraduates or have a GED equivalent; be eligiblefor access to classified information; demonstratesupport for the Navy’s equal opportunity pro-gram; have no speech impediments and havedemonstrated the ability to write effectively; haveno conviction in civilian or military court withinthe past 3 years; and be willing to support per-sons of all faith groups or religious categories.These requirements have not changed since theestablishment of the RP rating. Based on the

stringent selection requirements, it is obvious thata person must be trustworthy, dedicated, and con-scientious in order to perform effectively as aReligious Program Specialist.

On 9 May 1979 the Chief of Naval Operationsapproved the RP rating insignia which is shownin figure 1-6. It consists of a compass, globe, andan anchor. The compass suggests the directionwhich religion gives to life; the globe symbolizesthe fact that religious ministries are available

Figure 1-6.—Religious Program Specialist rating insignia.

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throughout the world; and the anchor indicatesthat religious support is provided continually forpersonnel of the sea services.

RP Skills and Knowledge

The enlisted career pattern for RPs is shownin figure 1-7. Personnel who meet certain specificrequirements may apply for commissioning toWarrant Officer Ship’s Clerk (741X) and/or toLimited Duty Officer Administration 641X). Thecompetition for these officer programs is intense.Therefore, it is extremely important for in-dividuals to prepare early in their careers in orderto have a realistic opportunity of being selectedfor Warrant Officer or Limited Duty Officer.Chaplains and senior RP personnel are respon-sible for advising junior RPs as to the specificrequirements of these two officer programs. Thecommand career counselor will provide assistanceupon request. Figure 1-8 shows the occupational

Figure 1-7.—Career pattern for Religious Program Specialist.

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standards for RP3; figure 1-9 shows the occupa-tional standards for RP2; figure 1-10 shows theoccupational standards for RP1; and figure 1-11shows the occupational standards for RPC,RPCS, and RPCM. As indicated by these occupa-tional standards, individuals must possess greaterknowledge and skill as they move up the “enlistedladder.” Increased knowledge may be acquiredthrough completion of RP “A” and “C” schools;by attending other Navy schools such as leader-ship, career counselor, and instructor training;through completion of Navy correspondencecourses and off-duty college courses; by attendingworkshops such as military rights and respon-sibilities, cultural expression in the Navy, andwomen in the Navy; and most important, throughsupervised on-the-job training by Navy chaplainsand senior RPs.

It is important to note that RPs are respon-sible for meeting the specific requirements of theircurrent rate. They are also required to meet theoccupational standard requirements of all therates leading to their present rate. For example,an RP1 must be able to meet the requirements forRP3, RP2, and RP1 in order to perform at asatisfactory level as a first class petty officer.

RP Duty Stations

Religious Program Specialists serve in anumber of challenging environments. They arestationed at shore commands throughout theworld in such places as Japan, the Philippines,Guam, Hawaii, Alaska, Great Britain, Spain, andItaly. Stations in the continental United Statesinclude, but are not limited to: Norfolk, VA;Charleston, SC; Jacksonville, Orlando, and KeyWest, FL; Great Lakes, IL; Memphis, TN; Biloxiand Gulfport, MS; Corpus Christi, TX; SanDiego and San Francisco, CA; and Bremerton,WA. At this time, male RPs may be assigned toaircraft carriers, cruisers, submarine tenders,supply ships, ammunition ships, repair ships, andmany other types. Also, male RPs may deploywith Mobile Construction Battalions (SEABEES)throughout the world. Religious ProgramSpecialists may also serve at Marine Corps basesboth in the continental United States and atoverseas locations. NOTE: Each male RP(females not assigned) assigned to a Fleet MarineForce (FMF) unit is required to attend a 5-weekinfantry training school. Subjects taught at thisschool include rifle and pistol familiarization

RELIGIOUS PROGRAM SPECIALIST THIRD CLASS (RP3)

38 ADMINISTRATION

38605

38824

38825

38826

38832

38835

38837

38838

38839

38845

38847

FILE RECORDS AND CORRE-SPONDENCE

PERFORM RECEPTIONISTDUTIES

OPERATE OFFICE EQUIPMENT

TYPE AT 30 WORDS PERMINUTE

TYPE AND ROUTE CORRE-SPONDENCE AND MESSAGES

INITIATE JOB ORDERS ANDWORK REQUESTS

PREPARE AND PROCESS AD-MINISTRATIVE, OPERATIONALAND ECCLESIASTICAL REC-ORDS AND REPORTS

PREPARE SCHEDULE OF RELI-GIOUS FACILITIES USAGE

TRANSCRIBE CHAPLAININTERVIEW RECORDS

PREPARE WORSHIPBULLETINS

TYPE DIRECTIVES

46 PUBLICATIONS

46002 MAINTAIN ECCLESIASTICALREFERENCE LIBRARY

46358 USE AND MAINTAIN PUBLICA-TIONS AND DIRECTIVES

52 FINANCIAL CONTROL

52007 MAINTAIN FINANCIAL ANDPROPERTY CONTROLRECORDS

54 LOGISTICS SUPPORT

54636 REQUISITION SUPPLIES ANDEQUIPMENT

54637 INVENTORY SUPPLIES ANDEQUIPMENT

54638 MAINTAIN MOUNT-OUT BOXES

65 PERSONNEL SUPPORT

65002

65003

65004

65006

65008

RIG RELIGIOUS FACILITIES,EQUIPMENT AND LITURGICALAPPOINTMENTS

SERVE AS SACRISTAN

MAINTAIN RELIGIOUS MUSICLIBRARY

OPERATE AUDIOVISUALEQUIPMENT

MAINTAIN SHIPBOARDLIBRARIES

77 SECURITY

77001 ENSURE SECURITY OF CLAS-SIFIED MATERIAL

94 MECHANICAL MAINTENANCE

94621 CLEAN, OIL, AND MAKEMINOR OPERATING ADJUST-MENTS TO OFFICE ANDAUDIOVISUAL EQUIPMENT

Figure 1-8.—Occupational Standards for Religious Program Specialist Third Class.

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RELIGIOUS PROGRAM SPECIALIST SECOND CLASS (RP2)

38 ADMINISTRATION

38619

38620

38628

38956

38968

38969

38970

ORGANIZE AND MONITORMAINTENANCE OF FILES

CARRY OUT DISPOSAL,STOWAGE, AND TRANS-MISSION OF OBSOLETE FILESAND RECORDS

MAINTAIN A REPORTS CON-TROL SYSTEM

MAINTAIN TICKLER ANDCROSS-REFERENCE FILES

REVIEW ENLISTED SERVICERECORDS FOR INFORMATIONSPECIFIED BY CHAPLAIN

COORDINATE MAINTENANCEOF RELIGIOUS FACILITIES

PREPARE AND MAINTAIN ADIRECTORY OF RELIGIOUSPROGRAM RESOURCES

44 TRAINING

44001 INSTRUCT VOLUNTEER PER-SONNEL IN RELIGIOUSEDUCATION METHODS ANDUSE OF RELIGIOUS EDUCA-TION MATERIAL


52008 PREPARE DOCUMENTS FORPROCUREMENT AND REIM-BURSEMENT OF AUXILIARYAND CONTRACT CHAPLAINS

52024 MAINTAIN OPERATING TAR-GET (OPTAR) RECORDS ANDDEPARTMENTAL BUDGETRECORDS

55 GRAPHICS

55001 PREPARE VISUAL PRESEN-TATIONS


65011

65016

65017

65018

65500

ADVISE PERSONNEL OF PRO-CEDURES FOR REQUESTINGREASSIGNMENT FOR HUMANI-TARIAN OR HARDSHIPREASONS

ORGANIZE AND DISTRIBUTEDEVOTIONAL, RELIGIOUS ED-UCATION AND PUBLICITYMATERIAL

ADVISE PERSONNEL OF POLI-CIES AND PROCEDURESREGARDING USE OF RELI-GIOUS FACILITIES ANDEQUIPMENT

REHEARSE PERSONNEL FORLITURGICAL AND CEREMO-NIAL ACTS

ADVISE PERSONNEL OF NAVYAND CIVILIAN AGENCIESAVAILABLE TO ASSIST INRESOLUTION OF PERSONALPROBLEMS

77 SECURITY

77002 ENSURE SECURITY OF RELI-GIOUS FACILITIES, EQUIP-MENT AND SUPPLIES

Figure 1-9.—Occupational Standards for Religious Program Specialist Second Class.

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RELIGIOUS PROGRAM SPECIALIST FIRST CLASS (RP1)

38 ADMINISTRATION 44 TRAINING

44002 SCHEDULE AND lNSTRUCT38634 REVIEW COMPLETED JOB VOLUNTEER PERSONNEL IN

ORDERS AND WORK REQUESTS LITURGICAL FUNCTIONS

44007 INSTRUCT PERSONNEL IN38866 ORGANIZE AND SUPERVISE BASIC CUSTOMS AND TRADI-

THE OPERATION OF THE TIONS OF MAJOR RELIGIONSOFFICE OF THE CHAPLAIN


38867 COMPILE AND ANALYZE STA-TISTICAL DATA RELATED TORELIGIOUS ACTIVITIES

38868 PROCESS EMPLOYMENTAPPLICATIONS OF AUXILIARYAND CONTRACT CHAPLAINSAND SUPPORT PERSONNEL

38869 PROCESS APPOINTMENT ANDCERTIFICATION OF LAYLEADERS AND LAYEUCHARISTIC MINISTERS

38870 MAINTAIN AN ORGANIZA-TIONAL LOCATOR OF LAYLEADERS AND LAY EUCHARIS-TIC MINISTERS

52025 PREPARE DEPARTMENTALBUDGET

54 LOGISTICS SUPPORT

54602 DETERMINE REQUIREMENTSFOR EQUIPMENT, SUPPLIESAND EDUCATIONALMATERIAL

55 GRAPHICS

55002 ASSIST IN PREPARATION OFDEVOTIONAL AND RELIGIOUSEDUCATION MATERIAL FOR“CIRCUIT-RIDING” MINIS-TRIES

55003 DESIGN AND LAYOUTPUBLICITY MATERIAL


38960 PREPARE CORRESPONDENCE 65019 ADVISE PERSONNEL OF ORDI-AND MESSAGES NANCES, SACRAMENTS, AND

RITES REQUIRED BY VARIOUS38971 DRAFT DIRECTIVES RELIGIONS

Figure 1-10.—Occupational Standards for Religious Program Specialist First Class.

firing, close order drill, first aid, tactical measures, and other essential Marine Corps traininguniform equipment, physical fitness training, and subjects.many others. Once the RP has reported to hisFMF command, he is required to qualify with hisassigned weapon and take part in unit training

THE CRP AT SHORE COMMANDS

such as conditioning hikes; nuclear, biological, The Navy Department makes a continualand chemical warfare training; field exercises; effort to provide its personnel with the same

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CHIEF RELIGIOUS PROGRAM SPECIALIST(RPC)38 ADMINISTRATION 44 TRAINING38788 REVIEW REPORTS, RECORDS,

AND CORRESPONDENCE THATREQUIRE OFFICIAL SIGNATURE

38871 ORGANIZE AND SUPERVISE THEADMINISTRATIVE OFFICE OFMAJOR RELIGIOUS SUPPORTACTIVITIES

38872 PREPARE AND PRESENT BRIEF-INGS IN SUPPORT OF THE COM-MAND RELIGIOUS PROGRAM

38873 MANAGE THE OPERATION OFRELIGIOUS FACILITIES

44 TWINING44009 INSTRUCT SUBORDINATE PER-

SONNEL IN RELIGIOUS EDUCA-TION METHODS

44010 INSTRUCT LAY LEADERS ANDLAY EUCHARISTIC MINISTERS

52 FINANCIAL CONTROL52026 SERVE AS CUSTODIAN OF

CHAPEL FUNDS52032 AUDIT CHAPEL FUNDS54 LOGISTICS SUPPORT54605 ANALYZE REQUIREMENTS FOR

RELIGIOUS FACILITIES

SENIOR CHIEF RELIGIOUS PROGRAMSPECALIST (RPCS)35 ADMINISTRATION35101 ESTABLISH AND IMPLEMENT A

PROGRAM FOR INTERVIEWING,EVALUATING, AND ASSIGNINGPERSONNEL

35476 PROVIDE INFORMATION ANDADVISE ON UTILIZATION, CAPA-BILITIES, RELIABILITY, ANDOPERATIONS IN OWN AREA OFRESPONSIBILITY

35540 PREPARE DIRECTIVES

44376 ORGANIZE AND SCHEDULETRAINING PROGRAMS ANDEVALUATE EFFECTIVENESS

65 PERSONNEL SUPPORT65020 PROVIDE INFORMATION CON-

CERNING THE CHAPLAIN CORPSPROFESSIONAL DEVELOPMENTSYSTEM

65021 COORDINATE THE PUBLIC WOR-SHIP, DEVOTIONAL ANDRELIGIOUS EDUCATIONMATERIALS PROGRAM

MASTER CHIEF RELIGIOUS PROGRAMSPECIALIST (RPCM)35 ADMINISTRATION35483 PLAN, ORGANIZE, IMPLEMENT,

AND CONTROL ACTIVITIES INCOMPLIANCE WITH POLICYSTATEMENTS, OPERATIONORDERS, AND DIRECTIVES

35491 FORECAST FUTURE REQUIRE-MENTS

35492 REVIEW PERSONNEL, EQUIP-MENT, AND MATERIAL RE-QUIREMENTS

35493 ESTABLISH GOALS, OBJECTIVESAND PRIORITIES

35494 DETERMINE MOBILIZATION RE-QUIREMENTS

35495 EVALUATE RELIGIOUS PRO-GRAMS OF SUBORDINATE COM-MANDS AND RECOMMENDIMPROVEMENTS

51 MAINTENANCE PLANNING ANDQUALITY ASSURANCE51012 REVIEW PLANS FOR RELIGIOUS

FACILITIES CONSTRUCTION52 FINANCIAL CONTROL52298 DEVELOP OPERATING BUDGETS

AND MONITOR EXPENDITURES

Figure 1-11.—Occupational Standards for Chief, Senior Chief, and Master Chief Religious Program Specialist.

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opportunities for practicing their religious beliefsas civilians enjoy in their communities. Manyfactors affect the extent to which this can be ac-complished. Budget allocations, along with thesize, location, and nature of the naval activity aresome of these important factors. The followingsections will provide a general overview of theCommand Rel ig ious Program at shorecommands.

CHAPEL FACILITIES

Practically all shore installations have at leastone fully equipped chapel facility for use by thevarious religious groups or categories representedby command personnel. Services may be con-ducted in the station theater, auditorium, or someother convenient location when chapel facilitiesare not available. Military chapels will be dis-cussed in another section of this chapter.

DIVINE SERVICES

Larger shore installations provide a fullschedule of services on Sundays, Sabbaths, holydays, and weekdays. This enables command per-sonnel to attend the services of their choice. Theselarger installations normally have a minimum oftwo chaplains assigned. Chaplains conduct publicworship according to the manner and form oftheir own particular faith group and may wearthe vestments of that liturgical tradition asappropriate. Personnel are encouraged to attendservices in communities near the installation whentheir particular faith group is not representedaboard the command; or the commanding officermay invite a civilian member of the clergy toconduct services on the station to meet the needsof these individuals.

RELIGIOUS RITES ANDPASTORAL CARE

Chaplains provide various religious ministriesto command personnel and their dependents inaddition to conducting regular worship services.Some examples of several special ministries whichare provided by chaplains are:

Baptisms

Weddings

Communion services

Ministry to the sick

Ministry to the dying

Funeral services

The Religious Program Specialist providesvaluable support to command chaplains throughthe scheduling of special services and by ensur-ing that the facility is properly rigged for eachservice.

RELIGIOUS EDUCATION

Religious education programs for military per-sonnel and their dependents have traditionallybeen provided at commands whenever a sub-stantial dependent population existed. Unity andcontinuity in such religious education is made dif-ficult by frequent transfers of military families.The various and unique denominational re-quirements also influence the religious educationprograms that are provided for dependentchildren of military personnel. For these reasons,the Navy, Army, and Air Force Departmentsmake available religious education curricula andmaterials which are designed especially formilitary religious education programs. The cur-riculum for dependent children at Navy andMarine Corps shore activities is usually selectedfrom the following three resource guides:

Cooperative Protestant Religious Educa-tion Curriculum

Catholic Curriculum and Resource Guide

Unified Jewish Religious EducationCurriculum

The materials described in these resource guidesare selected by members of the Armed ForcesChaplains Board from various publishing houses.The RP maybe tasked by the command chaplainto obtain material from these three sources inorder to provide a standardized religious educa-tion program for command personnel and theirdependents. In addition, RPs may be tasked torecruit volunteers to teach the standardized cur-riculum to dependent children. This responsibility ywill require the RP to instruct volunteers inreligious education methods and the use ofreligious education material.

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RELIGIOUS LITERATURE

The command usually has a supply of religiousliterature in book and pamphlet form availablefor use by its personnel. Pamphlet racks contain-ing such literature are likely to be found at theentrance to the chapel, in the office of thechaplain, and at other convenient locations. Manystations also have libraries with sections devotedto religious books and novels.

COMMAND CHAPLAIN

The ranking (senior) chaplain is normallydesignated as the command chaplain when morethan one chaplain is assigned to a command.Besides advising the command on matters pertain-ing to religion and morale, the command chaplainsupervises the ministries of all other chaplainsassigned to the unit. Also, the command chaplainperforms duties similar to a department head ordivision officer in relation to managing RPs andother enlisted personnel who are assigned to theoffice of the chaplain.

ADVISORY ROLE OF CHAPLAINS

The chaplain acts as an advisor to the com-manding officer on matters pertaining to religionand morale and in this capacity is a key officerin promoting the religious and general well-beingof command personnel. Collateral duties areproperly confined to the field of religion andmorale so as not to interfere with the primaryduties of the chaplain. An example of an ap-propriate collateral duty is the responsibility tofurnish the commanding officer with informationto assist in paying proper respect to the religiousinstitutions and customs of various foreigncountries. Command chaplains need to be in-formed concerning local religious beliefs and valuesystems in order to perform this highly importantcollateral duty. The RP may be tasked by thechaplain to gather information about the religiousbeliefs of a particular country in order to lend sup-port in showing the proper respect for thecountry’s beliefs and traditions.

PASTORAL COUNSELING

The chaplain is concerned with the well-beingof all command personnel and their families andis available to counsel and advise individuals on

religious, personal, and morale matters as well asother areas of concern. In the performance oftheir duties, chaplains assist personnel and theirfamilies in times of bereavement, domestic crisis,and when religious guidance is requested. Toenhance the Command Religious Program,chaplains normally maintain liaison with com-munity, social, religious, health and welfareagencies. These sources are made available tomilitary families upon request. Some of theresource agencies are:

American Heart Association

American National Red Cross

Catholic Social Services

Community Chest

Community Services

County Departments of Health

County Mental Health Associations

Navy Relief Society

United Way

It is imperative that the RP maintain a currentlisting of resource agencies in order to ensure thatreferral information is continually available forassigned chaplains.

MILITARY CHAPELS ASHORE

Of all the buildings located on a military base,the chapel is unique in that its architectural formgenerally reveals its function. It is important tonote that chapel facilities are Governmentproperty and are not controlled or regulated bythe religious bodies of America. These facilitiesare built to support the Command Religious Pro-gram. The commanding officer has authority toutilize buildings designated as chapels for amultitude of religious, command, and civilactivities. Normally, the command chaplain servesas an advisor to the commanding officer on theuse of chapel facilities. The RP assists the com-mand chaplain by ensuring that Department ofDefense policy and local command directives are

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followed concerning the proper utilization ofchapel spaces.

THE CRP ABOARD SHIP

It is expected that personnel who are servingaboard naval vessels will have religious programsmade available on a regular basis which includesprovision for the sacraments and ordinances oftheir particular faith groups. A variety ofarrangements have been made to ensure that navalpersonnel are afforded the right to the ministra-tions of their religion. It is customary to haveNavy chaplains assigned to specific ships to pro-vide this ministry. The chaplain may also betransferred to other ships to conduct worshipservices when operations permit. Religious Pro-gram Specialists are assigned to ships withchaplains to provide support in the areas ofreligious programming and administration.

When a ship with only one chaplain is in port,the chaplain may provide services for personnelof other faith groups by arranging to have otherchaplains or civilian clergy invited aboard to con-duct services, or by sponsoring church parties tolocations off the ship. At sea the chaplain mayprovide for those of other faith groups primarilyby supervising lay leadership programs.

Special kits containing prayer books, re-corded sacred music, and other equipment havebeen developed to support the CommandReligious Program at sea. The RP needs to befamiliar with the ordering procedures for obtain-ing any materials that may be necessary to support

the CRP aboard ship. Supply procedures are ex-plained in Module II (Logistic Support and Finan-cial Control).

THE CRP WITHIN THEFLEET MARINE FORCE (FMF)

The Command Religious Program of eachFMF unit is coordinated by the chaplain to meetthe needs of assigned personnel. Chaplains andmale RPs may be assigned to divisions (figure1-12), regiments (figure 1-13), and battalions(figure 1-14). At least one chaplain and RP arenormally assigned to accompany a battalion whenit deploys.

Figures 1-15, 1-16, and 1-17 show theorganization of an aircraft wing and two typesof aircraft groups. It should be noted that maleRPs may also be assigned with these organiza-tions. Religious Program Specialists shouldfamiliarize themselves with the organizationalstructure of their assigned FMF unit as soon aspossible after reporting for duty.

CRP JARGON

Jargon is generally defined as language thatis peculiar to a particular trade or profession.Chaplains and RPs should be cautious whenusing jargon associated with the CRP. Much ofthe language used in the office of the chaplain maynot be understood by individuals not closelyassociated with the CRP. For example, the term

Figure 1-12.—Fleet Marine Force (Division Organization).

1-15

Figure 1-13.—Fleet Marine Force (Infantry Regiment Organization).

Figure 1-14.—Fleet Marine Force (Infantry Battalion Organization).

“Command Religious Program (CRP)” shouldbe used whenever appropriate to emphasize the“Command” nature of the religious program.Also, the term “Chaplain’s Office” should beavoided when referring to an entire chapel corn-plex; the correct term is “Office of the Chaplain.”

“Command Chaplain” should be used insteadof “Senior Chaplain” when referring to thechaplain who has been designated by the com-manding officer to direct the operation of theoffice of the chaplain. “Command Chaplain” isa functional title while “Senior Chaplain” refersto a chaplain’s rank in relation to other chaplains.

Chaplains of all ranks are addressed by theterm “Chaplain” in most instances. Terms of ad-dress which are common within particular faithgroups such as “Father,” “Pastor,” or “Rabbi”may be used when appropriate. However, the RPshould refer to assigned chaplains by the term“chaplain” regardless of rank since it is common

to all faith groups and expresses the identity ofthe clergy within the military community. -

COMMAND ORGANIZATIONAND THE OFFICE

OF THE CHAPLAIN

The Standard Organization and Regulationsof the U.S. Navy Manual (OPNAVINST 3120.32)provides guidance on basic organization for afloatunits and shore commands. In order to functioneffectively as an assistant to command chaplains,it is important for the RP to understand how theCommand Religious Program functions within acommand’s basic organization. Figure 1-18 showsa typical departmental organization for an aircraftcarrier. It should be noted that departments arecomprised of various divisions which are or-ganized into watches, sections, or both. It isimperative that RPs familiarize themselves with

1-16

Figure 1-15.—Fleet Marine Force (Aircraft Wing Organization).

Figure 1-16.—Fleet Marine Force (Aircraft Group Fixed Wing Organization).

the organizational structure of their ship or com- reports directly to the executive officer.mand as soon as possible after reporting aboard. Figure 1-19 shows a partial listing of executive

assistants. Note that the command master chiefThe command chaplain is normally designated reports directly to the commanding officer

as an executive assistant and in this capacity instead of the executive officer. The duties,

1-17

Figure 1-17.—Fleet Marine Force (Aircraft Group Helicopter Organization).

Figure 1-18.—Aircraft Carrier Departmental Organization.

responsibilities, and authority of the command USMC COMMANDchaplain as outlined in OPNAVINST 3120.32 are ORGANIZATIONshown in figure 1-20.

Commanding officers have the authority to In order to assist chaplains assigned to Marineadd additional executive assistants to meet in- Corps units and bases, the RP should also bedividual command needs and special requirements. familiar with the organizational structure

1-18

Figure 1-19.—Partial Listing of Executive Assistants.

Figure 1-20.—Duties, Responsibilities, and Authority of Command Chaplain.

1-19

Figure 1-21.—Marine Corps Staff Organization.

(command and staff action) of the Marine Corps. SUMMARYFigure 1-21 shows the basic organizational chartfor Marine Corps staff organizations. It shouldbenoted that the chaplain is included under the The first part of this chapter contains infor-title “Special Staff.” The chaplain performs mation pertaining to the historical aspects of thegeneral duties as a special staff officer with respect Chaplains Corps and the Religious Programto the moral, spiritual, and religious welfare of Specialist rating. Also, the dutiesof the RP werethe command. Figure 1-22 shows the staff respon- described in terms of occupational standards.sibilities of the chaplain. Command organization and the office of the

1-20

chaplain were covered in the latter sections of this and preparing directives; and preparing cor-chapter. respondence. As previously stated, Module I (Per-

sonnel Support) and Module II (Logistic SupportSubsequent chapters of this module will ad- and Financial Control) cover the remaining

dress: managing the office of the chaplain; main- occupational standards for RP3 and RP2 whichtaining files and records; using publications are not addressed in this module.

RESPONSIBILITIES OF CHAPLAIN AS SPECIAL STAFF OFFICER

Assist in determining and improving the state of morale.

Develop and conduct religious programs.

Minister to the sick and wounded.

Correspond with relatives of personnel as appropriate.

Discharge the staff responsibility for all professional, technical, and admini-strative matters pertaining to religious activities within the command.

Provide professional supervision, coordination, and assistance for otherassigned chaplains.

Exercise liaison with community social, welfare, and religious organizations.

Figure 1-22.—Special Staff Officer (Chaplain Responsibility).

1-21

CHAPTER 2

MANAGING THE OFFICEOF THE CHAPLAIN

Most of the duties of a Religious ProgramSpecialist are performed in an office environment.Junior RPs may be assigned to small offices orto large ones where they are likely to be super-vised by a Chief Religious Program Specialist.Regardless of the size of the office of the chaplain,the RP has a tremendous responsibility in render-ing support to assigned chaplains.

This chapter will be devoted to describing thegeneral appearance and arrangement of officespaces; the proper method of stowing materials;the use and maintenance of office equipment;office procedures for CRP personnel includingreceptionist duties; the concept of privileged com-munication; the Navy’s information security pro-gram; the proper handling of “For Official UseOnly” information and records; and screeningprocedures for enlisted service records.

An office makes a lasting impression on thepeople who visit it. It should be noted that officeatmosphere is the product of both mental andphysical factors. Physical factors are the mostobvious and will be discussed in the followingsection of this chapter.

GENERAL APPEARANCEOF OFFICE SPACES

The amount of control that the RP will haveover the physical conditions in the office of thechaplain will vary with the location and type ofduty. Conditions outside the RP’s control maydetermine the kind of office that will be estab-lished and the types of equipment used.Regardless of the size and type of office, the RPis normally assigned responsibility for maintain-ing the appearance of the spaces allocated for usein support of the Command Religious Program.

All gear and supplies must be properly securedor stowed at the close of business each day. Thisis especially important at sea since there is alwaysthe possibility that the ship could encounter bad

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weather and rough seas. Shown below are certainother tasks that the RP should routinely perform:

Check and clear correspondence basketsdaily.

Store supplies such as ink and carbonpaper so they will not stain other materials.

Avoid accumulations of loose papers toprevent possible fire hazards.

Plan cleaning periods and field days so asnot to disturb the work of assigned chaplains.

Dust desks frequently.

THE RP’s DESK

RPs are responsible for maintaining their owndesks. Desks should be kept in a neat andorderly fashion at all times. Listed below are someideas for establishing sound organizationalprocedures for maintaining desks:

Shallow trays or drawers may be used tostore pencils, erasers, paper clips, and other smallarticles.

Slanted stationery trays maybe used in theupper drawers of desks to separate different typesof stationery.

Carbon paper should be kept in its originalbox to keep it from curling or soiling thestationery.

Unused stencils and correction fluid shouldbe stored in a supply cabinet.

Personalseparate drawer

belongings should be kept in aof the desk.

Desks should be cleared at the end of theday and desk drawers should be closed tightly.

Classified material should be kept indesignated spaces rather than in individual desks.

OFFICE ARRANGEMENT

As stated previously, an office makes animmediate and lasting impression on the in-dividuals who visit it. The RP plays a vital rolein seeing that the office spaces (afloat and ashore)allocated to support the CRP are properly ar-ranged. Figure 2-1 shows some important “Do’s”of office arrangement. It is important toremember that the best arrangement is the onethat will facilitate the work most efficiently andeffectively.

STOWAGE OF MATERIALS

Supplies should be stowed so that they are keptout of the way and in good condition. The RPwill be handling a large amount of material, in-cluding ecclesiastical supply items, that must bestowed. Closed cabinets should be used to storesupplies if at all possible. These cabinets arepreferable to open shelves because they protectmaterials from dust and damage.

Wrapped packages should be labeled for easyidentification and only one package of each kindof material should be opened at any given time.This helps avoid waste and ensures that the of-fice of the chaplain is doing its part in usingcommand funds efficiently.

Mimeograph stencils and ink must be storedin moderate temperatures and away from directsunlight. Also, other materials should not beplaced directly on top of a package of stencilssince this may damage the stencils.

Spirit process duplicator (Ditto) fluid is quitetoxic and it is imperative that this fluid be storedin a well-ventilated, cool place. Since a littleamount is all that is needed for each use, only alimited amount of this fluid should be main-tained. On Navy ships there are regulationsprohibiting the stowage of toxic materials in cer-tain locations. RPs should check their command’sregulations/instructions concerning stowage ofDitto and other toxic materials. It is importantto remember that being safety conscious is anattribute that every RP MUST possess.

OFFICE EQUIPMENT

A Religious Program Specialist is required byoccupational standards to type at 30 words perminute and to operate office equipment. Shownbelow are the specific occupational standards forRP3 which either directly or indirectly requirethese skills.

OCCUPATIONAL STANDARDS—RP3

38825—OPERATE OFFICE EQUIPMENT

3 8 8 2 6 – T Y P E A T 3 0 W O R D S P E RM I N U T E

38832—TYPE AND ROUTE CORRE-SPONDENCE AND MESSAGES

38837—PREPARE AND PROCESS AD-MINISTRATIVE, OPERATIONAL,AND ECCLESIASTICAL REC-ORDS AND REPORTS

38839—TRANSCRIBE CHAPLAIN IN-TERVIEW RECORDS

38847—TYPE DIRECTIVES

94621—CLEAN, OIL, AND MAKE MINOROPERATING ADJUSTMENTS TOOFFICE AND AUDIOVISUALEQUIPMENT

In order to operate office equipment cor-rectly, the RP should also be able to provideroutine maintenance for the equipment that ismaintained in the office of the chaplain in sup-port of the CRP. The following sections of thischapter will be devoted to explaining routinemaintenance requirements and procedures forsome of the office equipment which the RP maybe tasked to maintain.

TYPEWRITER MAINTENANCE

A typewriter is a heavy and sturdy piece ofequipment, but it is actually quite delicate andshould be handled with caution. The followingroutine procedures should be observed:

A typewriter must be properly placed sothat it will not fall or be knocked off the desk.

2-2

Figure 2-1.—Office arrangement procedures.

2-3

Figue 2-2.—Proper method of lifting a typewriter.

When a typewriter must be lifted ormoved, it should be gripped by its case andNEVER by the carriage (figure 2-2).

Typewriters should be covered when notin use.

A soft dry cloth should be used to cleanthe outside of the typewriter.

Care should be taken to see that erasurecrumbs do not fall inside the mechanism.

Typewriters should be checked daily to seeif they are in good working condition.

Service representatives should be calledwhen major work is required to fix a typewriter.

MIMEOGRAPH OPERATIONAND MAINTENANCE

On occasion, RPs are called upon to operatea Mimeograph. It is important that the operatingmanual for the model being used be studied priorto operation of the machine. If possible, the RPshould receive instructions on operating aMimeograph from an experienced operator. Thistype of machine is extremely delicate and a minormistake in operation or adjustment could becostly. Detailed information on preparing and

2-4

“cutting” stencils is provided by individualmanufacturers in each pack of stencils.

Regular maintenance of a Mimeograph is amust. The RP should ensure that the followingactions are observed in regard to maintaining thismachine in good operating condition:

The cylinder should be left with the ink padside “up” when the Mimeograph is not in use.

A long-handled brush with soft bristlesshould be used to clean lint out of theMimeograph.

Feed rolls should be washed once a weekwith clear warm water. A clean damp cloth isused for this purpose.

Retainer pads and the feed pad can beremoved and reversed when they become worn.The feed pad should be reversed each time it iscleaned whether it shows wear or not.

The impression roller should be washedregularly with a cloth dampened with a solutionof mild soap and warm water. This roller shouldNEVER be immersed in water. Other cleaningfluids should NOT be used as they may damagethe roller.

The ink pad should be covered withMimeograph paper and the backing sheet of astencil when the machine is not in use. Excess inkis absorbed by the paper and the backing sheetkeeps out dust.

A Mimeograph should not be located indirect sunlight or near a radiator as excess heattends to cause ink leakage.

SPIRIT PROCESS DUPLICATOROPERATION AND MAINTENANCE

Spirit process duplicator machines are used ex-tensively throughout the Navy and are normallyreferred to as “Ditto” machines. NOTE: Theword “Ditto” is actually the trade name of thespirit process duplicator machine manufacturedby the Bell and Howell Company.

The main advantage of the Ditto machine overa Mimeograph is its compact size which is idealfor use aboard small ships. A disadvantage is that

a limited number of copies (usually not more than150) can be produced from a single Ditto masterstencil while the Mimeograph can produce up to1000 copies from a single stencil.

Ditto Master Stencil Preparation

Before proceeding to an explanation ofstencil preparation, the Ditto master will be dis-cussed. The white Ditto master (overlay) isattached to a sheet of paper which is thicklycoated with a carbon substance. Typing and hand-stylus impressions are made on the overlay andcause the carbon substance to be imprinted on thereverse side of the master. When the overlay isattached to the Ditto machine, the carbon-coatedsheet is detached. The carbon impressions of theDitto master are moistened by the duplicatingfluid as the drum is rotated, which in turntransfers the carbon dye to the paper being fedinto the machine. This transfer yields an exactreproduction of the master.

Preparing a neat and accurate Ditto masterstencil is one of the more important secretarialtasks that the RP will perform. CommandReligious Program announcements are oftendistributed to command personnel through the useof Ditto copies. Just as the appearance of the of-fice of the chaplain makes an instant and lastingimpression, an information’ ‘flyer” or announce-ment will also leave lasting impressions. If theannouncement is neatly prepared with concise andaccurate information, it will probably givepeople the impression that the office of thechaplain is an efficient and caring organization.Therefore, it is important that the RP prepareeach Ditto master with these thoughts in mind.The following helpful hints should aid the RP inpreparing Ditto masters:

The “flimsy” sheet of paper that isinserted between the Ditto overlay and thecarbon attachment MUST be removed before itis possible to have impressions transferred to theback of the overlay. NOTE: If there is some art-work involved, the” flimsy” may be left betweenthe overlay and carbon attachment while the art-work is penciled lightly onto the overlay. Theartwork can then be retraced with a stylus whenthe “flimsy” is removed.

If an electric typewriter is being used, a testline should be typed on a Ditto master at each

typing pressure setting. A copy should then be runand the RP can select the pressure that will pro-vide the best copy. For manual typewriters, thetyping pressure lever should be set to a mediumor light position for best results.

A Ditto master should be left in thetypewriter when errors are corrected. Thetypewriter platen should be turned until there isenough room to separate the perforated overlayfrom the carbon backing. A razor blade or othersharp-edged instrument should then be used tolightly scrape the carbon deposit of the incorrectcharacters from the back of the overlay. Next, aclean piece of Ditto carbon should be placedbetween the overlay and the original carbon. Thenthe typewriter should be returned to its originalposition and the correct letters typed. After thecorrection has been made, the temporary carbonthat was used for this correction MUST be re-moved before proceeding.

Ditto masters may be reused at a later dateif they are properly stored after the initial use.The masters should be placed in large envelopesand separated by’ ‘flimsy” sheets. It is imperativethat they be stored in a flat position to keep themfrom becoming wrinkled.

Ditto Carbon Colors

Ditto carbon may be obtained in variouscolors such as purple, red, green, yellow, black,and blue. Purple is used most often in the Navybecause it produces a larger number of legiblecopies than the other colors.

Different colors may be used on the sameDitto master if required. This can be accomplishedby preparing a Ditto master using the variouscolored carbons for each segment of work to beproduced. The carbon must be changed after eachsection (each color) is completed; the result is“one” Ditto master that needs to be run throughthe Ditto machine “one” time to obtain amulticolored product.

Ditto Machine Safety

Ditto machines actually require a limitedamount of maintenance. These machines havevery few parts to oil and the oiling process shouldbe performed by an authorized maintenancetechnician. Personnel of the Instrumentman (IM)

2-5

rating normally perform these duties aboard ship.On ships without IMs stationed aboard, thismaintenance is performed by personnel from atender; or the Ditto machine is sent to amaintenance facility ashore for service. The RPshould set up a preventive maintenance check withthe department having repair responsibility to en-sure that Ditto machines are maintained in goodoperating condition.

As previously discussed, Ditto duplicationfluid is quite toxic and should be stored in a well-ventilated, cool place. Also, smoking CANNOTbe allowed in the immediate area of the Dittomachine as the fluid is also flammable.

DRY ELECTRICALPROCESS MACHINES

Dry electrical process machines (fast-copy)such as the one shown in figure 2-3 are usedextensively throughout the Navy. Letters, draw-ings, and forms may be reproduced in a matterof minutes or seconds depending on thecapabilities of the specific model. Since there areseveral types of copying machines in use, it is im-portant for RPs to review the operating manualfor the type or types used at their command.

These machines should not be used toreproduce forms or publications that can be ob-tained from stockrooms or other official sources.The use of dry electrical process machines should

Figure 2-3.—Dry electrical process machine (fast-copy).

be kept to a minimum because the cost ofreproduction on these machines is normally fargreater than other methods. Carbon paper shouldbe used at the time of typing to obtain a fewextra copies; Ditto machines are appropriate forup to 150 copies; Mimeograph machines are ap-propriate for up to 1000 copies; and print shopsshould be used when more than 1000 copies arerequired. It is important for junior RPs to seekthe advice of their leading chief/petty officer asto the most efficient and practical method ofreproduction.

OFFICE PROCEDURES FORCRP PERSONNEL

The RP plays a vital role in establishing soundhuman relations practices within the office of thechaplain both afloat and ashore. Visitors normallyencounter the RP before seeing a chaplain andit is important for these visitors to feel relaxedupon entering office spaces assigned to CRP per-sonnel. To be a good receptionist, the RP mustunderstand that many of the people who seek theadvice and counsel of chaplains may not be in thebest of spirits. Therefore, it is imperative that RPsbe friendly.

RECEPTIONIST DUTIES

Good receptionists make it clear that they arethere to help. The RP receptionist should striveto be pleasant, friendly, and gracious as a matterof routine. Using good manners is a must eventhough some visitors to the office of the chaplainmay seem to make unreasonable demands orrequests. Following are some suggestions forgreeting visitors to CRP office spaces:

Visitors should be greeted as soon as possi-ble after they enter the office spaces. A friendlysmile and pleasant tone of voice will help to placevisitors at ease.

After visitors have been made to feelwelcome, the RP must then seek relevant infor-mation concerning: name of visitor, reason forvisit, which chaplain (if appropriate) needs to beseen, and if an appointment was made.

The RP should never assume that a visitorknows all about the office of the chaplain. It is

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important for the RP to listen attentively to in-quiries to determine what course of action mustbe taken.

If the visitor is referred to a particularchaplain, the RP should escort the person to thatchaplain’s office and provide the proper introduc-tions, if needed.

Visitors to the office of the chaplain shouldNEVER leave with the feeling that they have runinto a ‘‘brick wall.” Receptionists must strive tosee that a visitor’s needs are met. NOTE: Thisdoes not mean that RPs should try to counsel in-dividuals in the absence of assigned chaplains. Itsimply means that when a chaplain is notavailable, an appointment should be made for afuture date; or, in emergency situations a chaplainfrom another base or ship should be contactedto render assistance if at all possible.

A receptionist often serves as a ‘‘buffer” forassigned chaplains. The RP can save valuable timeby handling matters that do not require achaplain’s attention. However, caution should beexercised to ensure that the responsibilitiesassigned to chaplains are not assumed by RP per-sonnel. REMEMBER, Religious ProgramSpecialists are limited to performing tasks whichdo not require ordination or licensing. Althoughmembers of the rating are obligated to supportchaplains and persons of all faith groups, an RPcannot conduct worship services, administersacraments, or function as a pastoral counselor.The RP does not exercise any of the ministerialfunctions of a member of the clergy or Navychaplain.

TELEPHONE COMMUNICATIONS

Communicating effectively on the telephoneis more difficult than face-to-face conversation.The reason for this is that gestures cannot be seenor detected over the telephone. Gestures make upthe nonverbal part of a message between a senderand a receiver. It is estimated that a message whichis transmitted in spoken words directly betweentwo persons is made up of:

MESSAGE PART PERCENTAGE

Actual words 7Tone of voice 38

Gestures 55

With 55% of the message missing in conversationswhich are not face to face, it is easy to under-stand why communicating on the telephone ismore difficult than communicating face to face.Following are a few helpful hints for improvingtelephone communications in the office of thechaplain:

Strive to speak clearly and distinctly. Usea steady voice that can be easily heard by the otherperson on the line.

Make notes of the key points to be coveredbefore placing a call.

Vary the volume of the voice to help main-tain interest.

Speak slowly and enunciate words clearlyso that the other person can easily understand themessage.

Strive to be polite and professional intelephone conversations. One way to properlyanswer the telephone in the office of the chaplainis to say: “Office of the chaplain, Petty OfficerJones speaking. May I help you?” Profes-sionalism is served by identifying the organiza-tion (office of the chaplain) and the individualanswering the telephone (Petty Officer Jones); andpoliteness is shown by offering assistance (MayI help you?).

When callers fail to identify themselves,ask for their identity as tactfully as possible. Forexample, “May I tell the chaplain who is calling,please?”

If a caller asks to speak to a particularchaplain who is not available, the services ofanother chaplain should be offered if at all pos-sible; or a message should be taken and the callerinformed that the unavailable chaplain will returnthe call.

Telephones should be answered aspromptly as possible. Also, they should not beleft unattended during normal working hours.

If an occasion arises where a caller mustbe placed on “hold” for a period of time, it is

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proper and polite to explain the reason for thedelay. For example, “If you can wait a moment,I’ll see if the chaplain is available. He’s in thechapel complex. ” NOTE: The RP should checkback regularly with the person on hold to ensurethat the connection is not broken.

CRP PLANNING

The RP is often given numerous instructionson planning and coordinating the CommandReligious Program by command and other as-signed chaplains. It is extremely important forRPs to make reminder notes when instructions aregiven. This is especially true when instructions willnot be carried out immediately.

In the office of the chaplain, planning in sup-port of the CRP is one of the most importantfunctions that RPs help perform. The followingtwo sections will be devoted to explaining the RP’srole in scheduling appointments and CRPactivities for the office of the chaplain.

Scheduling Appointments

The office of the chaplain receives numerousvisitors and telephone calls during the course ofany given day. These visits and calls are often inregard to making appointments to see a chaplain.RPs are normally tasked by command chaplainsto coord inate the schedul ing o f theseappointments.

It is imperative that the RP keep an accurateappointment schedule. Appointments should berecorded on each chaplain’s desk calendar andscheduled with sufficient time between sessionsto ensure that appointments do not overlap.Figure 2-4 is an example of an appointmentcalendar.

Activity Calendars

Command Religious Program chapel facilitiesare used for a multitude of religious, command,and civil activities. A chapel complex is used dur-ing normal duty hours, in the evenings, and onweekends. Sound management practices areneeded to handle this tremendous amount of ac-tivity to ensure that there are no conflicts inscheduling.

An activity calendar such as the one shownin figure 2-5 should be prepared and maintainedby the RP. A good practice is to have three

activity calendars prepared (one for the currentmonth’s activities and one for each of the follow-ing 2 months). It is not uncommon to receiverequests to schedule meetings, ceremonies, andother activities a month or more in advance. Ac-tivity calendars should include four elements forevery activity scheduled. They are: time of event,description of event, place of the event, and per-son responsible for coordination of the event. Forroutine recurring events such as regular weeklyreligious services, the person responsible forcoordination purposes is not needed on thecalendar.

It is advisable for the RP to make duplicatecalendars so that command chaplains will havean up-to-date list of chapel complex activities.Also, any changes in scheduling should be im-mediately made on the calendars to ensure thatcontinuity is maintained.

PRIVILEGED COMMUNICATIONS

Privileged communication is a technical legalterm which is defined as a special relationship in-volving a spoken or written communicationbetween two or more persons. This relationshipseals the confessor/counselor from releasing anyinformation derived from the privileged com-munication. The person protected is referred toas the penitent/counselee. Privileged communica-tion includes communication between a personand a minister, priest, rabbi, chaplain, orReligious Program Specialist in specialcircumstances.

Earlier in this chapter, it was discussed onseveral occasions that RPs do NOT function aschaplains or members of the clergy in the per-formance of their duties. It was also stated thatpersonnel selected for the RP rating were limitedto performing religious program tasks which donot require ordination or licensing. However,because of the nature of the duties that RPsperform and their unique relationship withchaplains, there will undoubtedly be situationsthat arise in which the privileged communicationstatute also applies to RPs. Listed below are situa-tions in which the RP would probably be boundby the privileged communication statute:

A service member approaches an RP in thebarracks for the primary purpose of having theRP relay information concerning a personalproblem to a chaplain.

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Figure 2-4.—Sample appointment calendar.

A service member approaches an RP in hisor her on-base or off-base quarters for theprimary reason of having the RP relay informa-tion concerning a personal problem to a chaplain.

A service member discusses a personalproblem with an RP for the purpose of seekingadvice as to whether the assistance of a chaplain

should be sought, or in order to expedite an ap-pointment with a chaplain to obtain assistancewith the personal problem.

It is imperative that RPs receive extensive in-structions from the command chaplain on theirduties and responsibilities in regard to privilegedcommunication situations. This is necessary

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because of the complex nature (legal and moral)of the privileged communication statute. An ex-ample in which the privileged communicationstatute would NOT apply will show the complexityof this issue. If a service member discusses a per-sonal problem with a Religious Program Specialistin the barracks because of the RP’s judgment asa petty officer and not as a chaplain’s assistant,then the conversation would not be protected bythe privileged communication statute.

Obviously, RPs must exercise caution andrestraint when an individual seeks advice fromthem on a personal problem. Guiding troubledpersonnel to seek advice from a chaplain is thebest course of action that the RP can take. TheRP MUST be polite and understanding but shouldinform these individuals that assigned chaplainsare more qualified and have the responsibility forpastoral counseling functions aboard thecommand.

SECURITY OFCLASSIFIED MATERIAL

In order to become a Religious ProgramSpecialist, an individual must be eligible foraccess to classified information and materials. Thefollowing sections will be devoted to explainingthe basic aspects of the information security pro-gram within the Navy Department, and the RP’sresponsibility in regard to this program.

INFORMATIONSECURITY PROGRAM

National defense policies and procedures forsafeguarding classified information are set forthin the Information Security Program RegulationManual (DOD 5200.1-R). The Department of theNavy Information Security Program RegulationManual (OPNAVINST 5510.1) is used in theNavy Department to implement DOD 5200.1-R.As outlined in OPNAVINST5510.1, the specificresponsibilities for the Secretary of the Navy,Chief of Naval Operations, Director of Naval In-telligence (OP-009), commanding officers, andthose personnel who are granted access toclassified material are shown in figure 2-6.

The commanding officer has overall respon-sibility aboard the command for ensuringcompliance with security regulations as outlinedin DOD 5200.1-R and OPNAVINST 5510.1.

Also, each command in the Department of theNavy which is eligible to receive classified materialmust designate an individual as the command’ssecurity manager. This individual must be anofficer or U.S. civilian employee (GS-11 or above)and will be responsible for administration of theinformation security program for the command.

Office of the chaplain personnel (chaplainsand RPs) should maintain a copy of DOD5200.1-R and OPNAVINST 5510.1 for use in theCommand Religious Program. There may beoccasions when access to classified informationis necessary for the chaplain and/or RP to per-form certain tasks. These two unclassified securitymanuals provide a ready reference to help clearup problem areas when questions arise concern-ing security matters.

Purpose of Program

The purpose of the security program is toensure that official information of the Departmentof the Navy relating to national security is pro-tected to the maximum extent possible and for aspecified period of time as may be necessary. TheDepartment of the Navy Information SecurityProgram Regulation Manual (OPNAVINST5510.1) establishes the procedures for identifyinginformation to be protected; prescribes a systemof classifying, downgrading, and declassifying in-formation; prescribes policies and procedures forsafeguarding classified information; andestablishes a monitoring system to ensure effec-tiveness of the program throughout the Navy.

Basically, the security program deals with thesafeguarding of information that should not beallowed to fall into the hands of foreign govern-ments because of the danger that such informa-tion might be used to the detriment of the UnitedStates. Information may be compromised throughcareless talk, through actual subversion by enemyagents, by careless handling of classified material,and in various other ways. In order to help en-sure that the office of the chaplain does its partin protecting classified material, the RP needs todevelop sound security habits as a matter ofroutine.

Security Definitions

There are many terms which are used in regardto classified material. The following list was ex-tracted from OPNAVINST 5510.1. RPs should

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INFORMATION SECURITY PROGRAM RESPONSIBILITIES

Secretary of the Navy

The Secretary of the Navy is responsible for the establishment andmaintenance of an Information Security Program to ensure effective com-pliance with the provisions of U.S. Navy Regulations and General Orders,Executive Orders, public laws, National Security Council, Department ofDefense, and other legally established directives regarding the protection ofclassified information.

Chief of Naval Operations

The Chief of Naval Operations is responsible to the Secretary of the Navyfor policies relating to the security of classified information in the Depart-ment of the Navy.

Director of Naval Intelligence

The Director of Naval Intelligence (OP-009) has been designated as theofficer primarily responsible to the Chief of Naval Operations for the effec-tive compliance with and implementation of the Information Security Pro-gram within the Department of the Navy.

Commanding Officers

Commanding Officers are responsible for compliance with and implemen-tation of the regulations outlined in DOD 5200.1 R and OPNAVINST 5510.0within their commands.

Personnel Granted Access

Every individual in the Department of the Navy who acquires access toclassified information is responsible for protecting that information in ac-cordance with the regulations outlined in DOD 5200.1 R and OPNAVINST5510.1 .

Figure 2-6.—Classified material responsibilities.

consult this publication for a detailed list of information before access is granted. “Need tosecurity terms. know” will be defined in a later section.

ACCESS.—The ability and opportunity toobtain knowledge or possession of classified in- ACTIVE DUTY FOR TRAINING.—Thisformation. NOTE: An individual does not have refers to full-time duty by an inactive dutyaccess to classified information merely by being reservist with the active military service of thein a place where such information is kept. The United States for training purposes. Usually thisindividual must have the “need to know” for the is for a 2-week period.

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ACTIVE STATUS.—The status of all inac-tive duty ready reservists and those standbyreservists not officially placed on the InactiveStatus List.

ALIEN.—Any person not a citizen or anational of the United States.

CLASSIFICATION.—The determinationthat official information requires, in the interestof national security, a specific degree of protec-tion against unauthorized disclosure, coupled witha designation signifying that such a determinationhas been made.

CLASSIFIED INFORMATION.—Officialinformation” which has been determined torequire, in the interest of national security, pro-tection against unauthorized disclosure which hasbeen so designated.

CLASSIFIED MATERIAL.—Any matter,document, product, or substance on whichclassified information is recorded.

CLEARANCE.—An administrative deter-mination by competent authority that an in-dividual is eligible for access to classifiedinformation of a specific classification category.

COMMAND.—Any organizational entityunder one individual authorized to exercise direc-tion and control. NOTE: This term includes unit,base, squadron, activity, or any other indicationof organizational integrity.

COMMANDING OFFICER.—This termincludes commander, officer in charge, navalrepresentative, director, inspector, and any othertitle assigned to an individual (military or civilian)who through command status, has the authorityto render a decision with regard to a specificquestion under consideration.

COMPROMISE.—A security violation whichhas resulted in confirmed or suspected exposureof classified information or material to anunauthorized person.

COUNTERINTELLIGENCE.—That aspectof intelligence activity which is devoted to destroy-ing the effectiveness of inimical (hostile) foreignintelligence activities and to the protection of the

information against espionage, individuals againstsubversion, and installations or material againstsabotage.

CUSTODIAL RESPONSIBILITY.—Theresponsibility for classified material which restswith the command to whom the material ischarged.

CUSTODIAN.—An individual who haspossession of or is otherwise charged with theresponsibility of safeguarding and accounting forclassified information.

DECLASSIFICATION.—The determinationthat classified information no longer requires, inthe interest of national security, any degree of pro-tection against unauthorized disclosure, coupledwith a removal or cancellation of the classifica-tion designation.

DOCUMENT.—Any recorded informationregardless of its physical form or characteristics.This includes written or printed material; dataprocessing cards and tapes; maps; charts;paintings; drawings; engravings; sketches; work-ing notes and papers; reproductions by any meansor process; and sound, voice, or electronicrecordings in any form.

DOWNGRADE.—TO determine thatclassified information requires, in the interest ofnational security, a lower degree of protectionagainst unauthorized disclosure than currentlyprovided, coupled with a changing of theclassification designation to reflect such lowerdegree.

FOREIGN INTELLIGENCE.—The productresulting from the collection, evaluation, analysis,integration, and interpretation of all available in-formation which concerns one or more aspects offoreign nations or of areas of foreign operationsand which is immediately or potentially signifi-cant to military planning and operations.

FOREIGN NATIONAL.—Any person not aU.S. citizen, immigrant alien, or U.S. national isconsidered to be a foreign national. Americancitizens representing foreign governments, foreignprivate interests, or other foreign nationals areconsidered to be foreign nationals for purposesof this regulation, when acting in that capacity.

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IMMIGRANT ALIEN.—Any person whohas been lawfully admitted into the United Statesfor permanent residence under an immigrationvisa.

INACTIVE DUTY TRAINING.—Any train-ing, instruction, or duty, as prescribed by theSecretary of the Navy, performed by reservists oninactive duty, with or without compensation. Forexample, drills and approved correspondencecourses are part of this training.

INACTIVE STATUS.—The status ofmembers of the Standby Reserve who are offi-cially placed on the Inactive Status List in ac-cordance with regulations prescribed by theSecretary of the Navy.

MARKING.—The physical act of indicatingon classified material the assigned classification,changes in classification, downgrading anddeclassification instructions, and any limitationon the use of the classified information.

NATIONAL SECURITY.—The nationaldefense and foreign relations of the United States.

NEED TO KNOW.—The necessity for accessto, knowledge of, or possession of classified in-formation in order to carry out official militaryor other governmental duties. NOTE: Respon-sibility for determining whether a person’s dutiesrequire access to classified information and theauthorization to receive it rest upon the possessorof the classified information and not upon theprospective recipient.

OFFICIAL INFORMATION.—Informationwhich is owned by, produced for or by, or issubject to the control of the United StatesGovernment.

SECURITY.—A protected condition ofclassified information which prevents unauthor-ized persons from obtaining information of director indirect military value. This condition resultsfrom the establishment and maintenance of pro-tective measures which enable a state of in-violability from hostile acts or influence.

SECURITY VIOLATION.—Any failure tocomply with the regulations relative to the securityof classified material.

TRANSMISSION.—Movement involving theactual transfer of custody and responsibility fora document or other classified material from onecommand to another command or other author-ized addressee.

U N I T E D S T A T E S A N D I T S T E R -RITORIES.—The 50 states; District ofColumbia; the Commonwealth of Puerto Rico;the Territories of Guam, American Samoa, andthe Virgin Islands; the Trust Territory of thePacific Islands; the Canal Zone; and the Posses-sions, Midway and Wake Islands.

UPGRADE.—TO determine that certainclassified information requires, in the interest ofnational security, a higher degree of protectionagainst unauthorized disclosure than currentlyprovided, coupled with a changing of theclassification designation to reflect such higherdegree.

Classification Designations

Official information or material which re-quires protection in the interest of nationalsecurity must be classified in one of threecategories depending upon the degree ofsignificance of the material. These categories are:Top Secret, Secret, and Confidential. “For Of-ficial Use Only” (FOUO) markings are not used,to identify classified information. These markings(FOUO) will be explained in another section ofthis chapter. The next three sections will providean explanation and examples of Top Secret,Secret, and Confidential material.

TOP SECRET.—Top Secret is the designa-tion which will be applied only to information inwhich the unauthorized disclosure couldreasonably be expected to cause EXCEP-TIONALLY GRAVE DAMAGE to the nationalsecurity. Examples include:

1. Armed hostilities against the United Statesor its allies.

2. Disruption of foreign relations vitally af-fecting the national security.

3. The compromise of vital national defenseplans or complex cryptologic and communicationsintelligence systems.

4. The revelation of sensitive intelligenceoperations.

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5. The disclosure of scientific or technologicaldevelopments vital to national security.

SECRET.—Secret is the designation whichwill be applied only to information or materialin which the unauthorized disclosure couldreasonably be expected to cause SERIOUSDAMAGE to the national security. Examplesinclude:

1. Disruption of foreign relations significantlyaffecting the national security.

2. Significant impairment of a program orpolicy directly related to the national security.

3. Revelation of significant military plans orintelligence operations.

4. Compromise of significant military plansor intelligence operations.

5. Compromise of significant scientific ortechnological developments relating to nationalsecurity.

CONFIDENTIAL.—Confidential is thedesignation which will be applied only to infor-mation or material in which the unauthorizeddisclosure should reasonably be expected to causeIDENTIFIABLE DAMAGE to the nationalsecurity. Examples include:

1. Compromise of information which in-dicates strength of ground, air, and naval forcesin the United States and overseas areas.

2. Disclosure of technical information usedfor training, maintenance, and inspection ofclassified munitions of war.

3. Revelation of performance characteristics,test data, design, and production data on muni-tions of war.

PHYSICAL SECURITYOF CLASSIFIED MATERIAL

Classified material (Top Secret, Secret, andConfidential) is not normally stored in the officeof the chaplain. As a general rule, if a situationarises which requires a chaplain and/or RP toreview classified material, the material is either:(1) reviewed in the office of the chaplain byauthorized personnel only and returned im-mediately to the person who has control ofclassified material aboard the command; or(2) the chaplain and/or RP proceed to the loca-tion where classified material is maintained and

controlled. In either instance securityconsciousness MUST be exercised at all times.

The RP should consult personnel in the ad-ministrative office when questions arise con-cerning the review and stowage procedures forclassified information. As previously discussed,every individual in the Department of the Navywho is granted access to classified information isresponsible for protecting that information. RPsneed to do their part in ensuring that the Com-mand Religious Program does its share in pro-tecting classified information in support ofnational defense efforts.

“FOR OFFICIAL USE ONLY”(FOUO) INFORMATION

AND RECORDS

Uniform standards and procedures for mark-ing, handling, and safeguarding FOUO materialare contained in SECNAVINST 5570.2. This in-struction also covers the control and protectionof all UNCLASSIFIED information and recordsand other materials that are exempted fromgeneral public disclosure.

The RP should exercise care to ensure thatCommand Religious Program FOUO materialdoes not become accessible to unauthorized per-sons. This material must be given a higher degreeof protection than other unclassified material.Following are some procedures for safeguardingFOUO material:

FOUO material should not be left unat-tended on desks.

FOUO material should be placed out ofsight when not in use.

Unauthorized personnel should not beallowed in the area when FOUO material isbeing reviewed.

It is important to note that the caveat “ForOfficial Use Only” is NOT a security classifica-tion. However, FOUO material must besafeguarded in accordance with SECNAVINST5570.2 directives.

SCREENING ENLISTEDSERVICE RECORDS

Occasions may arise in which the RP istasked by assigned chaplains to screen an enlisted

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service record for specific background informa-tion. Therefore, it is imperative that RPs knowand understand what information is contained inenlisted service records. It is the responsibility ofthe Personnelman (PN) to prepare and maintainenlisted service records. The RP should consulta PN in the personnel office when questions ariseconcerning entries in these records.

SERVICE RECORD FOLDER

The enlisted service record is maintained in aNAVPERS 1070/600 folder such as the one

shown in figure 2-7. This folder has a tab forrecording the name (last, first, and middle) andsocial security number of the enlisted person forwhom the folder is prepared. A capital “R” isplaced after “USN” to indicate a person is amember of the Naval Reserve. Both sides of thefolder are equipped with fasteners for filingservice record pages and other official/unofficialpapers.

Left Side of Folder

Required documents and unofficial pages andpapers filed for safekeeping are maintained on the

Figure 2-7.—Enlisted Service Record Folder (NAVPERS 1070/600).

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left side of the folder. These pages and papers mayinclude:

The original or a copy of standard transferorders with copies of the endorsements.

Travel claims.

Discharges.

Statements of service.

Naval correspondence course completionletters.

Reports of examinations (other thanmedical).

Service school certificates and diplomas.

Reports of separation from militaryservice.

Statements of Personal History.

Documents pertaining to completion ofsecurity investigations.

Issuance of security clearance documents.

Birth certificates.

Marriage licenses.

Court decrees and orders.

Citizenship papers.

Correspondence pertaining to specialletters of commendation.

Copies of evaluation reports.

Certified reproduction of the Enlisted Per-formance Record (NAVPERS 1070/609).This record will be explained in anothersection of this chapter.

Certified copy of History of Assignments(NAVPERS 1070/605) pertaining to priornaval service. This form will be explainedin another section of this chapter.

A Career Performance Data Separator(NAVPERS 1070/617) shown in figure 2-8 isplaced on the left side of the folder. The follow-ing items are placed beneath this separator:

History of Assignments (NAVPERS1070/605) pertaining to prior naval service.

Copies of all performance evaluations.

Copies of commendations from prior andcurrent enlistments.

Copies of all DD Forms 214 (Certificateof Release or Discharge from ActiveDuty). The DD Form 214 will be explainedin another section of this chapter.

All other official and unofficial papers are filedin chronological order (the latest date on top)above the separator.

Right Side of Folder

The pages that comprise the actual servicerecord are retained on the right side of theNAVPERS 1070/600 folder. These pages arearranged in the following order beginning withthe first (bottom) page of the enlisted servicerecord.

DD Form 4, Enlistment or ReenlistmentAgreement— Armed Forces of the United States.(Page 1)

NAVPERS 1070/601, Immediate Reenlist-ment Contract. (Page 1)

NAVPERS 1070/621, Agreement to Ex-tend Enlistment. (Page 1A)

NAVPERS 1070/622, Assignment to andExtension of Active Duty. (Page 1B)

VA Form 29-8286, SGLI Certificate ofMembership.

NAVPERS 1070/602, Dependency Ap-plication/Record of Emergency Data. (Page 2)

NAVPERS 1070/603, Enlisted Classifica-tion Record. (Page 3)

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Figure 2-8.—Career Performance Data Separator (NAVPERS 1070/617).

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Figure 2-9.—Enlistment or Reenlistment Agreement—Armed Forces of the United States (DD Form 4).

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Figure 2-10.—SGLI Certificate of Membership (VA Form 29-8286).

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Figure 2-11.—Immediate Reenlistment Contract (NAVPERS 1070/601).

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Figure 2-12.—Agreement to Extend Enlistment (NAVPERS 1070/621).

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Figure 2-13.—Assignment to and Extension of Active Duty (NAVPERS 1070/622).

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Figure 2-14.—Dependency Application/Record of Emergency Data—Part I (NAVPERS 1070/602).

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Figure 2-15.—Dependency Application/Record of Emergency Data—Part II (NAVPERS 1070/602).

Person(s) to receive unpaid pay and Commercial insurance companies to beallowances. Such pay and allowances include notified in case of death.accrual of monies during a missing or capturedstatus, unused leave, travel, per diem, transpor-tation of dependents and household goods, and Insurance in force.

savings deposits found due from the Departmentof the Navy. NOTE: Part II is the copy maintained locally

in a person’s service record. This part is the one Person(s) to receive allotment of pay if RPs will be tasked to check for information

member is missing or unable to transmit funds. specified by assigned chaplains.

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Block 67 (RELIGION) of NAVPERS1070/602 will have one of the following codesentered to indicate the member’s religious affilia-tion or preference:

RELIGION ABBREVIATION

Advent Christian Church

African MethodistEpiscopal Church

African MethodistEpiscopal Zion Church

American BaptistAssociation

American Baptist Churches

American Baptist Churchesin the USA

American BaptistConvention

American Council ofChristian Churches

American LutheranChurch, The

Anglican OrthodoxChurch, The

Asbury Bible Churches

Assemblies of God

Associate ReformedPresbyterian Church(General Synod)

Associated GospelChurches, The

Atheist

Baptist

Baptist

Baptist

Bible Fellowship

Churches, Other

General Conference

DA

DB

DC

C A

06

CI

CH

AO

GB

BA

04

LA

BO

75

BB

10

DD

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Baptist Missionary Associa-tion of America

Bible Presbyterian Church

Bible Protestant Church

Brethren in ChristFellowship

Brethren Church

Buddhism

Central Bible Church

Christian Church (Disciplesof Christ)

Christian Churches andChurches of Christ

Christian Crusade

Christian MethodistEpiscopal Church

Christian and MissionaryAlliance

Christian—No Denomina-tional Preference

Christian Reformed Church

Christian Science (FirstChurch of Christ, Scientist)

Church of Christ

Church of God

Church of God (Anderson,IN)

Church of God (Cleveland,TN)

Church of God GeneralConference

Church of God in Christ

Church of God in NorthAmerica

CD

BH

AB

BC

12

14

JT

24

JB

BD

DE

JA

13

DF

16

18

20

DG

JC

DV

19

DH


Church of God ofProphecy

Church of Jesus Christ ofLatter-Day Saints (LDS)

Church of the Nazarene

Church of the UnitedBrethren in Christ

Churches of Christ

Churches of Christ inChristian Union

Churches of God, GeneralConference

Congregational MethodistChurch

Conservative BaptistAssociation of America

Conservative Congrega-tional Christian Conference

Conservative Judaism

Cumberland PresbyterianChurch

Eastern Orthodox Churches

Elim Fellowship

Elim Missionary Assemblies

Evangelical ChurchAlliance, The

Evangelical Church ofNorth America

Evangelical CongregationalChurch

Evangelical ConvenantChurch in America

Evangelical Free Church ofAmerica

ED

38

50

JD

EP

JE

D X

A C

JF

JG

FB

LB

53

JH

JV

47

45

DJ

46

JJ

2-28

RELIGION

Evangelical FriendsAlliance

Evangelical Lutheranches, Association of

ABBREVIATION

JK

Chur-GD

Evangelical MethodistChurch

Evangelical MethodistChurch of America

Fellowship of GraceBrethren Churches

Free Lutheran Congrega-tions, The Association of

Free Methodist Church ofNorth America

Free Will Baptists

Free Will Baptists, NCState Convention of

Friends

Full Gospel PentecostalAssociation, The

Fundamental MethodistChurch, Inc.

General Association ofGeneral Baptists

General Association ofRegular Baptist Churches

General Commission onChaplains and ArmedForces Personnel

General Conference of theBrethren Church

Grace Gospel Fellowship

Hindu

Independent Baptist BibleMission

JL

AD

EJ

JU

NB

CE

DL

32

55

AE

CF

CG

DO

JS

05

49

07

RELIGION

Independent BaptistChurches

Independent ChurchesAffiliated

Independent Denomina-tional Endorsing Agencies

Independent FundamentalBible Churches

Independent FundamentalChurches of America

Independent LutheranChurches

International ChurchFour-Square Gospel

Jehovah’s Witnesses

Jewish

of the

Kansas Yearly Meeting ofFriends

Lutheran Churches

Lutheran Church inAmerica

Lutheran Church—Missouri Synod

Lutheran Council inUSA

Methodist Churches

the

Methodist ProtestantChurch

Militant Fundamental BibleChurches

Missionary Church, The

Missionary ChurchAssociation

ABBREVIATION

BE

AF

EO

A G

EH

BF

JM

34

36

JW

40

G A

GC

41

44

AK

A L

JR

JX

RELIGION

Moravian Church

Muslim

National Association ofCongregational ChristianChurches

National Association ofEvangelical

National Association ofFree Will Baptists

National Baptists Con-vention of America

National Baptist Con-vention, USA, Inc.

No Preference Recorded

No Religious Preference

North American BaptistConference

Ohio Yearly Meeting ofFriends

Open Bible StandardChurches, Inc.

Orthodox Judaism

Orthodox PresbyterianChurch, The

Other Religions

Pentecostal Churches

Pentecostal Church of Godof America, Inc.

Pentecostal HolinessChurch

Plymouth Brethren

Presbyterian Churches

Presbyterian Church inAmerica

ABBREVIATION

DM

48

DN

JO

09

DP

DQ

00

01

DR

JY

JN

FC

LE

74

56

JP

JQ

EK

58

LH

2-29


Presbyterian Church in theUS

Presbyterian Council ofChaplains and MilitaryPersonnel

Primitive MethodistChurch, The

Primitive MethodistChurch, USA

Progressive NationalBaptist Convention, Inc.

Protestant EpiscopalChurch

Protestant—No Denomina-tional Preference

Protestant—OtherChurches

Reformed Judaism

Reformed Churches

Reformed Church inAmerica

Reformed Church in theUnited States

Reformed EpiscopalChurch

Reformed PresbyterianChurch, Evangelical Synod

Reorganized Church ofJesus Christ of Latter-DaySaints

Roman Catholic Church

Salvation Army, The

Schwenkfelder Churches,The General Conference of

LC

LJ

NC

DS

DT

26

72

70

FA

60

DU

EL

EM

LF

EN

62

64

DY


Seventh-Day Adventists

Seventh-Day BaptistGeneral Conference

Southern BaptistConvention

Southern Methodist Church

Southwide Baptist Fellow-ship

The SwedenborgianChurch, General Confer-ence of

Tioga River ChristianConference

Ukranian EvangelicalBaptist Conference

Unitarian UniversalistAssociation

United Christian Church

United Church of Christ

United Methodist Church,The

United Pentecostal Church,International

United PresbyterianChurch, Evangelical Synod

United Presbyterian Churchin the USA

Unknown

The Wesleyan Church

World Baptist Fellowship

Enlisted Classification Record(NAVPERS 1070/603–Page 3)

02

DW

08

NE

BG

DZ

AH

AJ

66

AM

68

NA

57

LD

LG

99

ND

CJ

The Enlisted Classification Record (NAV-PERS 1070/603) which is shown in figure 2-16 is

2-30

Figure 2-16.—Enlisted Classification Record (NAVPERS 1070/603).

2-31

normally prepared by the “classification inter-viewer” at recruit training commands. This formincludes information about the recruit prior to andat the time of entry into the Navy. Such infor-mation as the recruit’s aptitude test scores, civilianeducation and training, personal interests, and theclassification interviewer’s recommendationregarding the enlisted member’s assignment iscontained on this form. This service record pageis a permanent record and remains unchangedduring the enlisted member’s career in the Navy.

Navy Occupation/Training andAwards History (NAVPERS1070/604—Page 4)

The Navy Occupation/Training and AwardsHistory (NAVPERS 1070/604) is a three-pageform. Page 1 (figure 2-17) provides informationconcerning the service member’s Navy EnlistedClassification (NEC) codes, record of specialdesignations, record of Navy service schoolsattended, training courses completed, and educa-tional experience.

Page 2 (figure 2- 18) provides information con-cerning the member’s personnel advancementrequirements, performance tests, advancementsin rate, reductions in rate, changes in rating,record of off-duty education and voca-tional/technical training, good conduct awards,decorations and marksmanship awards, cam-paign/service and other awards, and othertraining courses/instructions completed. Page 3(figure 2-19) provides information on personnelqualification standards completed.

History of Assignments(NAVPERS 1070/605–Page 5)

The History of Assignments (NAVPERS1070/605) shown in figure 2-20 provides achronological record of the ships and stations thatan enlisted person has been assigned to during anactive duty career. It is also used to record thedates of a member’s enlistments, extensions, anddischarges. The History of Assignments is apermanent part of the service record while theenlisted person is on active duty. If the enlistedmember is discharged or released from activeduty, the PN takes one of the following actions:

The original is forwarded with the closedservice record to the Naval Reserve Personnel

2-32

Center, except for members who immediatelyreenlist.

The original is forwarded directly to theCommander Naval Military Personnel Commandwith other required documents for members whoimmediately reenlist.

A certified copy is placed on the left-handside of the new service record under the CareerPerformance Separator in the case of animmediate reenlistment.

A certified copy is given to a member whois being discharged, transferred to the FleetReserve, Retired Reserve, or permanently retired.

Record of UnauthorizedAbsence (NAVPERS 1070/606-Page 6)

A Record o f Unauthor ized Absence(NAVPERS 1070/606) is shown in figure 2-21.This form is used to:

Report all unauthorized absences in excessof 24 hours.

Report changes to expiration of activeobligated service dates.

Report expiration of enlistment dates asa result of unauthorized absence and/or time notserved because of civil confinement.

Report confinement of enlisted persons inthe hands of civil authorities.

Correct or modify a report made on aprevious NAVPERS 1070/606.

Court Memorandum(NAVPERS 1070/607–Page 7)

A Court Memorandum (NAVPERS 1070/607) is shown in figure 2-22. This form is usedto report all court-martial actions where a guiltyfinding is made by the court and approved by theconvening authority. This form may also beused to report:

Any nonjudicial punishment that affectspay including reduction in paygrade.

Figure 2-17.—Navy Occupation/Training and Awards History—Page 1 (NAVPERS 1070/604).

2-33


2-34


2-35

Figure 2-20.—History of Assignments (NAVPERS 1070/605).

2-36

Figure 2-21.—Record of Unauthorized Absence (NAVPERS 1070/606).

2-37

Figure 2-22.—Court Memorandum (NAVPERS 1070/607).

2-38

Administrative actions such as contemptof court.

Changes t o p r e v i o u s N A V P E R S1070/607s.

Enlisted Performance Record(NAVPERS 1070/609–Page 9)

T h e E n l i s t e d P e r f o r m a n c e R e c o r d(NAVPERS 1070/609) is shown in figure 2-23.This record provides a cumulative account of anenlisted member’s performance evaluations.Enlisted performance evaluations are used todetermine:

The performance multiple foradvancement.

Selection to warrant or commissionedstatus.

Selection for special programs, projects,and courses of instruction.

The awarding of the Good Conduct Medaland/or Certificate.

Type of discharge.

Reenlistment desirability.

Reduction in rate for incompetency.

Early separation by administrativedischarge.

Record of Personnel Actions(NAVPERS 1070/610–Page 10)

The Record of Personnel Actions (NAVPERS1070/610) shown in figure 2-24 is used to recordchanges in rate or rating, proficiency pay, citizen-ship, and other appropriate entries.

Record of Naval Reserve Service(NAVPERS 1070/611–Page 11)

The Record of Naval Reserve Service(NAVPERS 1070/611) shown in figure 2-25 pro-vides a chronological record by anniversary yearof retirement points earned by Naval Reserveenlisted personnel. For individuals who were

2-39

members of the Naval Reserve on 1 July 1949,the anniversary year begins on 1 July and endson 30 June as long as service in the Reserve wasor is continuous. The anniversary year begins onthe date of enlistment or reenlistment for in-dividuals enlisting or reenlisting with brokenservice in the Naval Reserve after 1 July 1949.

Administrative Remarks(NAVPERS 1070/613–Page 13)

T h e A d m i n i s t r a t i v e R e m a r k s p a g e(NAVPERS 1070/613) shown in figure 2-26 isused as a chronological record of significantmiscellaneous entries not provided for elsewherein the service record. It is also used for recordingmore detailed information concerning entries onother service record pages.

Record of Discharge From theU.S. Naval Reserve—Inactive(NAVPERS 1070/615–Page 14)

A Record of Discharge From the U.S. NavalReserve—Inactive (NAVPERS 1070/615) shownin figure 2-27 is prepared upon the honorabledischarge of an enlisted reservist on inactiveduty by reason of expiration of enlistment orobligated service. Discharge of enlisted reservistson inactive duty for any other reason is recordedon the Administrative Remarks page (NAVPERS1070/613) of the service record.

Certificate of Release orDischarge From Active Duty(DD Form 214–Page 15)

The Certificate of Release or Discharge FromActive Duty (DD Form 214) serves as the last pageof the enlisted service record. Copy 2 of this formis shown in figure 2-28 and is prepared for eachenlisted person who is being separated or dis-charged from active duty and at certain timeswhen the enlisted person has a change of statusbut continues on active duty. This copy would bethe last page of the service record and is placedon top of the right side of the NAVPERS1070/600 (Enlisted Service Record Folder). Copy1 shown in figure 2-29 is given to the enlistedmember. The RP would have to check the left sideof the NAVPERS 1070/600 folder under theseparator (NAVPERS 1070/617) for screeningDD Form 214 information specified by assigned-

Figure 2-23.—Enlisted Performance Record (NAVPERS 1070/609).

2-40

Figure 2-24.—Record of Personnel Actions (NAVPERS 1070/610).

2-41

Figure 2-25.—Record of Naval Reserve Service (NAVPERS 1070/611).

2-42

Figure 2-26.—Administrative Remarks (NAVPERS 1070/613).

chaplains. Copy 7 (figure 2-30) is maintained onthe left side of the enlisted service record at themember’s local command.

CONFIDENTIALITY OFSERVICE RECORDS

Enlisted service records are the property of theGovernment and the information contained inthese records is for the Navy’s official use. It isimportant for the RP to screen enlisted recordscarefully. Loss of material from a service recordcould adversely affect a person’s career.

The RP should also be aware of the confiden-tial nature of service records. Care should beexercised to ensure that unauthorized persons donot gain access to information contained inenlisted service records. Following are some pro-cedures for safeguarding enlisted service records:

An enlisted service record should not beleft unattended on a desk.

An enlisted service record should beplaced out of sight when not being screened forinformation specified by assigned chaplains.

Unauthorized personnel should not beallowed in the area when service records are be-ing screened by the RP.

SUMMARY

This chapter contains information pertainingto managing the office of the chaplain; officeequipment utilized in the Command ReligiousProgram including operating procedures andmaintenance; CRP office procedures includingreceptionist duties and telephone communica-tions; RP responsibilities in regard to privilegedcommunications; security of classified materialand the information security program; “For Of-ficial Use Only” information and records; andscreening enlisted service records.

It is important to remember that RPs performvital office-related tasks in support of the Com-mand Religious Program. Therefore, the RP muststrive to be the best office worker and managerpossible in order to meet the needs of both theCRP and the Navy.

2-43

Figure 2-27.—Record of Discharge from the U.S. Naval Reserve—Inactive (NAVPERS 1070/615).

2-44

Figure 2-28.—Certificate of Release or Discharge from Active Duty—Copy 2 (DD Form 214).

2-45

Figure 2-29.—Certificate of Release or Discharge from Active Duty—Copy 1 (DD Form 214),

2-46

Figure 2-30.—Certificate of Release or Discharge from Active Duty—Copy 7 (DD Form 214).

2-47

CHAPTER 3

MAINTAINING COMMAND RELIGIOUSPROGRAM (CRP) FILES AND RECORDS

A Religious Program Specialist is normallyassigned the task of maintaining the files andrecords used in support of the CommandReligious Program. It is important for RPs to beable to file and locate correspondence as quicklyas possible. To assist personnel in recordsmaintenance, the Navy Department has developeda standardized system of categorizing recordswhich is outlined in Standard Subject Identifica-tion Codes (SECNAVINST 5210.11). It isimperative that an up-to-date copy of this instruc-tion be maintained in the office of the chaplain.The specific provisions of this publication will beexplained in another section of this chapter.

Subsequent sections in this chapter will bedevoted to describing and explaining centralizedand decentralized filing systems, the equipmentused in filing correspondence, control of classifiedinformation, the basic guidelines which are con-tained in SECNAVINST 5210.11, CRP filingrequirements, responsibilities of commandchaplains and RPs, cross-reference filing pro-cedures, the reports control system, ticklersystems, and disposal of correspondence andrecords.

COMMAND CONTROL OF FILES

Correspondence files are maintained in one oftwo ways depending on the location, mission, orsensitivity of the material. A centralized systemis one in which official correspondence is main-tained in a central location such as the ship’soffice or in the administrative office at a shorecommand. A decentralized system is one in whichofficial correspondence is maintained in theoffice having primary need for the cor-respondence. Centralized systems are normallyused aboard ship and for maintaining classifiedfiles and records. A decentralized system is mostcommon at large shore commands where officesare widely separated.

The command chaplain plays a major role inCRP records management through the super-vision of RPs assigned responsibility for maintain-ing the records in the office of the chaplain. Thisis especially true when a decentralized filingsystem is used by the command. For this reason,it is a good practice to have one RP assigned theprimary responsibility for maintaining files in theoffice of the chaplain.

As stated in the preceding chapter, classifiedmaterial (Top Secret, Secret, and Confidential)is not normally filed in the office of the chaplain.The RP should consult personnel in the ad-ministrative office when questions arise con-cerning the filing requirements for classifiedmaterial. It is important to remember that everyindividual who is granted access to classifiedinformation is responsible for protecting thatinformation. Religious Program Specialists needto ensure that the office of the chaplain does itspart in protecting classified information in sup-port of national defense efforts.

FILING EQUIPMENTAND MATERIAL

Because office space is often limited, especiallyaboard ship, it is important to procure and main-tain the proper amount and types of filingequipment for use in the office of the chaplain.The RP is usually tasked with ordering filingequipment utilizing the Navy’s supply system.Therefore, RPs need to be familiar with thevarious types of filing equipment and associatedmaterial such as cabinets, file folders, and cardfiles that are available. This will aid in makingthe most efficient use of the space allocated forthe Command Religious Program.

FILE CABINETS

Four- and five-drawer steel cabinets arestandard equipment in the Navy; and these

3-1

Figure 3-1.—Filing cabinets (four- and five-drawer).

noninsulated letter-size cabinets occupy the sameamount of deck/floor space. Figure 3-1 showsboth of these types of filing cabinets. The five-drawer cabinet is preferred over the four-drawercabinet because additional filing space is con-tained in the five-drawer cabinet.

Other types of cabinets should only be usedwhen the standard four- and five-drawer cabinetswill not accommodate the material to be filed.Personnel in the supply department will advise theRP when special-size cabinets need to be ordered.

FILE FOLDERS

Standard file folders are used in the Navy tokeep correspondence neat and to prevent damageto official correspondence. Folders are generallyavailable in the following two sizes:

Letter, 9 11-3/4 inches.

Legal, 9 14-3/4 inches.

The size of the folder does not include its tabwhich extends from the top of the folder in oneof two ways. Tabs are either “straight-cut” inwhich tabs extend the full length of the folder(figure 3-2); or are “one-third-cut” in which tabsare located at the extreme left side, in themiddle, or at the extreme right side of the folder(figure 3-3).

Figure 3-2.—Straight-cut tab file folder.

Figure 3-3.—One-third-cut tab file folders.

3-2

“One-third-cut” folders are normallypreferred over “straight-cut” folders because theyallow the RP to glance through a file drawer fora particular folder without having to look at eachfolder separately as is usually required with“straight-cut” folders. NOTE: “One-third-cut”folders are ordered by tab position in lots of 50folders per box. Before requisitioning file foldersand in order to ensure that a sufficient numberare maintained in the office of the chaplain, theRP should consider the volume of material to befiled, the number of filing drawers available, andthe variety of subjects that need to be filed inseparate folders.

It should be noted that file folders prescribedfor use in the Marine Corps are listed in RecordsManagement Program for the Marine Corps(MCO 5210.11). RPs assigned to Marine Corpsunits should check this publication prior to re-quisitioning any folders.

CARD FILES

Card files such as the one shown in figure 3-4are often used in the office of the chaplain forsuch purposes as establishing and maintaining atickler system. The procedures for establishing atickler system will be explained in another sectionof this chapter. Standard 3" X 5" and 5" X 8"card files are the ones most often used. Thesetypes are readily available in the Navy or MarineCorps supply systems. These card files should beused in the office of the chaplain to serve asreceptacles for index cards with informationspecified by the command chaplain. It is

Figure 3-4.—Card file (5" x 8").

important for the RP to periodically check thecard files to ensure that information is up to date.

CLASSIFIED FILESAND RECORDS

The Information Security Program as out-lined in the Information Security ProgramRegulation (DOD 5200.1R) and Department ofthe Navy Information Security Program Regu-lation (OPNAVINST 5510.1) for safeguardingclassified information was explained in Chapter2. Since all RPs must be eligible for access toclassified material, it is important to note thesecurity requirements for file cabinets that con-tain classified material.

Basic guidelines for determining the securityrequirements of file cabinets that contain classifiedinformation are contained in OPNAVINST5510.1. The following security precautions wereextracted from this publication and should beobserved when classified material is handled orstowed:

A portable cabinet has little security valuesince it can be transported easily and, therefore,should NOT be used for stowage of classifiedmaterial.

Combination locks are more secure thankey locks and should be used to guard againstunauthorized personnel entering a file cabinet thatcontains classified information.

Wood file cabinets should NOT be usedto stow classified material since they do notoffer protection against fire damage.

Metal cabinets should be used to stowclassified material since they offer protectionagainst theft and fire.

Vaults provide the most secure means ofstowing classified material and should be usedwhen available.

The RP should check with personnel in the ad-ministrative department whenever questions ariseconcerning the stowage of classified material.

3-3

Figure 3-5.—Page extracted from Section 1 of SECNAVINST 5210.11.

3-4

Figure 3-6.—Page extracted from Section 2 of SECNAVINST 5210.11.

STANDARD SUBJECTIDENTIFICATION CODES

Basic guidelines for categorizing cor-respondence in the Navy and Marine Corps is setforth in SECNAVINST 5210.11 (Standard Sub-ject Identification Codes). This instruction isdivided into three sections and is designed to meetthe needs of the entire Department of the Navyin order to have a standardized system forclassifying, arranging/filing, and referencingvarious types of Navy and Marine Corpsdocuments by subject. The three sections containthe following information:

Section I (List of Standard Subject Identi-f ication Codes). A convenient numericalclassification outline consisting of 14 major

numerical series which are subdivided intoprimary, secondary, and tertiary subjects is pro-vided in this section. Figure 3-5 shows anexample of a page extracted from this section.

Section II (Name-Title Subject Identifica-tion Codes). This section provides alphabetic oralphanumeric codes for names and titles whichare used frequently in the Navy Department.Figure 3-6 shows an example of a page extractedfrom this section.

Section III (Alphabetical Guide toStandard Subject Identification Codes). Thissection provides an alphabetical list of all primary,secondary, and tertiary codes which are listed inSection I. Figure 3-7 shows an example of a pageextracted from this section.

3-5

Figure 3-7.—Page extracted from Section 3 of SECNAVINST 5210.11

3-6

The RP is primarily concerned with Sections I and including budgeting, disbursing, accounting,III; therefore, these specific sections will be auditing, industrial and other special financialdiscussed in the following paragraphs. matters, and statistical reporting.

MAJOR NUMERICALSUBJECT GROUPS

Each of the previously mentioned 14 majorsubject groups is designated by a four- or five-digit numeric code. These major subject groupsare:

1000 Series (Military Personnel) — Includessubjects relating solely to the administration ofmilitary personnel.

2000 Series (Telecommunications) — Thisseries includes subjects relating to general com-munication matters and to communicationsystems and equipment.

3000 Series (Operations and Readiness) —Includes subjects relating to such matters asoperational plans, fleet operations, operationaltraining and readiness, warfare techniques,operational intelligence, and research anddevelopment.

4000 Series (Logistics) — Includes subjectsrelating to the logistical support of the Navy andMarine Corps including procurement, supply con-trol, property redistribution and disposal, traveland other transportation, maintenance, construc-tion and conversion, production and mobilizationplanning, and foreign military assistance.

5000 Series (General Administration andManagement) — Includes subjects relating to theadministration, organization, and management ofthe Department of the Navy, including generalpersonnel matters, security, external relations, lawand legal matters, office services, and publicationand printing matters.

6000 Series (Medicine and Dentistry) —This series includes subjects relating to medicalmatters, such as physical fitness, general medicine,special or preventive medicine, dentistry, medicalequipment and supplies.

7000 Series (Financial Management) —Includes subjects relating to the financialadministration of the Department of the Navy,

8000 Series (Ordnance Material) — Thisseries includes subjects relating to all types of ord-nance material and weapons, including ammuni-tion and explosives, guided missiles of all types,underwater ordnance materials, and miscellaneousordnance equipment.

9000 Series (Ships Design and Material) —Includes subjects relating to such matters as thedesign, characteristics, and readiness of ships, andto ships material and equipment.

10000 Series (General Material) — Includessubjects relating to general categories of materialsnot included in the specialized material groups.It includes photographic equipment and acces-sories, general machinery and tools, personnel(materials), and miscellaneous categories.

11000 Series (Facilities and ActivitiesAshore) — This series includes subjects relating toashore structures and facilities, fleet facilities,transportation facilities, utilities and services, andother similar subjects.

12000 Series (Civilian Personnel) — In-cludes subjects relating solely to the administra-tion of civilian personnel.

13000 Series (Meteorological and Astro-nautical Material) — Includes subjects relating toaeronautical and astronautical material, includingparts, accessories and instruments; special devices;armament; serological equipment, weaponssystems, types of aircraft; and astronauticvehicles.

16000 Series (Coast Guard Missions) —This series includes subjects relating solely to theadministration and mission of the Coast Guard.

NOTE: General personnel subjects relating toboth civilian and military personnel are includedin the 5000 series.

The 14 major numerical subject groups aresubdivided into primary, secondary, and tertiarybreakdowns depending upon the scope and com-plexity of the major subject. Some of the major

3-7

numerical subject groups are not subdivided Tertiary Numericalbelow the primary breakdown because of the Subject Groupslimited scope of the major subject group.

Primary Numerical Subject Groups Tertiary (third or additional breakdown)numerical subject groups are indicated by the last

Primary numerical subject groups aredigit (the ones group) of the four- or five-digit

designated by the last three digits (the hundredsmajor numerical subject groups. For example, thetertiary subject groups for the 5230 series

group) of the four-or five-digit major numerical (Automatic Data Processing and Informationsubject groups. For example, the primary subject Systems) are:groups for the 1000 series (Military Personnel) are:

NUMBER SUBJECT NUMBER SUBJECT

1100 Recruiting

1200 Classification and Designation 5231 Data Systems Development

1300 Assignment and Distribution 5232 Evaluation and Review

1400 Promotion and Advancement 5233 Installation Management

1500 Training and Education 5234 Software Standards

1600 Performance and Discipline 5235 Data Elements and Codes

1700 Morale and Personal Affairs

1800 Retirement

1900 Separation

Secondary NumericalSubject Groups

Primary numerical subject groups are sub-divided into secondary subjects by the last twodigits (the tens group) of the four- or five-digitmajor numerical subject groups. For example, thesecondary subject groups for the 1500 series(Training and Education) are:

NUMBER SUBJECT

1510

1520

1530

1540

1550

1560

1570

1580

1590

Enlisted Training

Officer Training

Officer Candidate Training

Functional Training

Instruction Courses and TrainingMaterials

Voluntary Education

Inactive Duty Training

Interservice Training

DANTES Testing

3-8

5236 Procurement of Automatic DataProcessing Resources

5237 Reutilization and Sharing

5238 Resources and Accounting

5239 Data Transmission and Pro-tection

Arbitrary (Local)Subject Groups

The standard subject identification codes(SSICs) listed in SECNAVINST 5210.11 identifythe most frequently used subjects in the Depart-ment of the Navy. Local commands are author-ized to further subdivide particular subject groupsin order to make their filing systems moreefficient. Guidelines for making arbitrary (local)subdivisions are contained in Enclosure 1 ofClassifying and Filing Navy and Marine CorpsRecords (SECNAVINST 5211.3).

Arbitrary subdivisions may be used as long asthey are logical and systematic, follow a standardclassification number or name-title code, and areseparated from the basic SSIC by a slant (/). Theslant makes them readily distinguishable from thestandard subject identification code.

Local commands may subdivide SSICs byadding arbitrary numbers or words after the SSIC.For example:

Primary Numerical Subject Group

Arbitrary Numbers

5600 Micrographics Publications, Print-ing, Duplicating, and Reproduction

5600/1 Protestant WorshipBulletins

5600/2 Roman Catholic WorshipBulletins

5600/3 Bulletins for SpecialOccasions

Arbitrary Words

5600/Bulletins for Special Occa-sions

5600/Protestant Worship Bulletins

5600/Roman Catholic WorshipBulletins

Secondary Numerical Subject Group

Arbitrary Numbers

5760 Organizations, Associations,Societies, Individuals, and Com-mercial Enterprises

5760/1

5760/2

5760/3

5760/4

Military Chaplains’ Asso-ciation

American Bible Society

American Red Cross

Navy Relief

Arbitrary Words

5760/American Bible Society

5760/American Red Cross

5760/Military Chaplains’ Associa-tion

5760/Navy Relief

Tertiary Numerical Subject Group

Arbitrary Numbers

1601 Duties and Watches

1601/1

1601/2

1601/3

Duty Chaplain WatchList

Liturgist Schedules

Duty RP Watch List

Arbitrary Words

1601/Duty Chaplain Watch List

1601/Duty RP Watch List

1601/Liturgist Schedules

NOTE: When arbitrary words are used to sub-divide SSICs, files are normally arranged inalphabetical sequence within each numericalgroup.

The Chaplains Manual (OPNAVINST 1730.1)lists examples of arbitrary subject breakdownswhich are unique for subjects relating to theChaplain Corps and the Command Religious Pro-gram. Command chaplains and RPs should con-sult this instruction, in addition to SECNAVINST5210.11 and SECNAVINST 5211.3, for guidancewhenever an arbitrary subject is used.

CRP FILING SYSTEMBY SSIC

Specific guidance is provided in OPNAVINST1730.1 concerning a standardized SSIC filingsystem for subjects pertaining to the ChaplainCorps and the CRP. The RP should consult thisinstruction whenever questions arise concerningthese subjects. It should be noted that themodified filing system outlined in OPNAVINST1730.1 is not a substitute for the Department ofthe Navy standardized filing system which is con-tained in SECNAVINST 5210.11 and SEC-NAVINST 5211.3. The modified filing systemoutlined in OPNAVINST 1730.1 is designed tomeet the unique needs of the Chaplain Corps andthe CRP in addition to meeting the basic re-quirements contained in SECNAVINST 5210.11and SECNAVINST 5211.3.

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Classifying Subjects

Classifying, as used in assigning an SSIC, isthe process of determining the correct subjectgroup under which correspondence is to be filed.This is the most important filing operationbecause it determines the actual SSIC assigned toeach piece of correspondence to be filed.

Before classifying by subject a piece ofcorrespondence, the RP should carefully read it,analyze its contents, and then select the file codethat most closely corresponds to the subject. Sec-tion III of SECNAVINST 5210.11 provides analphabetical listing of primary, secondary, andtertiary codes which should be used to initiallylocate a subject. However, Section I of the sameinstruction should then be checked to ensure thatthe most accurate classification has been selected.

Coding Information

Coding is the process of writing the filenumber (SSIC) on the piece of correspondence tobe filed. The SSIC number should be written inthe upper right corner of the correspondence. Ifthe document is to be filed under the numberassigned by its originator, the SSIC numbershould be circled. Figure 3-8 shows an exampleof a circled originator’s SSIC number.

Cross-Reference Filing

Official correspondence is normally filedunder one SSIC. However, there are occasionswhen a subject pertains to more than one filecode. A system of cross-referencing has beendeveloped to account for these multiple file codesituations.

Some correspondence received in the office ofthe chaplain will have one or more copiesattached. These copies are ideal to use as cross--reference sheets when needed. They can be filedunder the appropriate SSICs for the particularsubject or subjects which are to be cross--referenced. When a cross-reference is required andadditional copies of the correspondence are notreceived, a Cross-Reference Sheet (DD Form 334,334a, or 334b) should be used. The DD Form 334is a single-sheet form; the DD Form 334a is a two-copy form (one original and one carbon); and theDD Form 334b is a three-copy form (one originaland two carbons).

A letter that would probably be filed underat least three separate SSICs is shown in figure3-9. Figure 3-10 shows an example of a DD Form334a that would be used for cross-referencing thisletter. Completion of the cross-reference sheet isaccomplished by entering the followinginformation:

Date—the date shown on the cor-respondence in figure 3-9 is entered in the spaceprovided. The entry is “15 January 1983.”

Index—the SSICs under which the letteris being cross-filed is entered in the space pro-vided. This entry is “1200/12510.”

TO—the addressee shown on the cor-respondence in figure 3-9 is entered in the spaceprovided. The entry is “Commanding Officer,NAVEDTRAPRODEVCEN.”

FROM—the originator of the cor-respondence shown in figure 3-9 is entered in thespace provided. The entry is “Office of the Chiefof Chaplains (OP-09G).”

SUMMARY—the subject and/or a briefdescription of the correspondence is entered in thespace provided. The entry is “Manpower, militaryand civilian—request for submission of a sum-mary of billet classifications and position descrip-tions for Religious Program Specialists andcivilian secretaries utilized in supporting theCommand Religious Program at NAVEDTRA-PRODEVCEN.”

FILED—the SSIC under which theoriginal correspondence is filed is entered in thespace provided. The entry is “5300.”

INDEXER—the initials of the RP doingthe filing and cross-referencing are entered in thespace provided. The entry is “rww.”

REMARKS—any pertinent informationmay be entered in the space provided. For thiscorrespondence the entry is “Notify Chief ofChaplains (OP-09G) by 31 March 1983.”

NOTE: After the DD Form 334a has beencompleted, the copies would be filed under SSIC1200 (Classification and Designation—General)and SSIC 12510 (Position Classification and JobEvaluation). The original correspondence wouldbe filed under SSIC 5300 (Manpower/Personnel).

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Figure 3-8.—Originator’s SSIC for coding incoming correspondence.

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Figure 3-9.—Correspondence to be filed under three SSICs.

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Figure 3-10.—Example of a Cross-Reference Sheet (DD Form 334a).

Control of CRP Files When a piece of correspondence or SSIC filefolder is removed from the office of the chaplain,

The RP is required to ensure that any files that a Chargeout Record (GSA Optional Form 23) isare checked out from the office of the chaplain filled out to identify the folder’s SSIC identifica-are returned in a reasonable amount of time. tion number, subject of the material, the person

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receiving the material, and the date the materialis checked out. NOTE: GSA Optional Form 23replaced the File Out Card (NAVEXOS 4178).

Figure 3-11 shows an example of a ChargeoutRecord. A periodic check should be made of allCRP Chargeout Records by the RP to ensure thatmaterial has not been out for an unreasonablelength of time.

Office of the chaplain general correspondencefiles are terminated (closed out) at the end of eachcalendar year. These terminated files are main-tained in the office for 1 full year until they areretired to a designated storage area aboard thecommand. They are maintained in the storagearea until they meet the eligibility requirementsfor disposal in accordance with the provisionsoutlined in Disposal of Navy and Marine CorpsRecords (SECNAVINST 5212.5). This instructionwill be explained in another section of thischapter. Specific disposal requirements for MarineCorps commands are outlined in the RecordsManagement Program for the Marine Corps(MCO 5210.11). RPs assigned to Marine Corpsunits should check this publication prior to dispos-ing any files or records.

REPORTS CONTROL SYSTEM

Administrative department personnel arenormally assigned the responsibility for maintain-ing a required reports central inventory system fora command. The RP plays a vital role in this func-tion by ensuring that the required reports per-taining to the office of the chaplain and the CRPare submitted in a timely manner. It is imperativethat RPs consult administrative department per-sonnel whenever questions arise concerningreports generated by the office of the chaplain.

MASTER RECURRINGREPORTS FILE

The Master Recurring Reports file is main-tained by the personnel assigned to the ad-ministrative department. They are concernedgenerally with two types of reports:

Recurring — a report which has thesame type of information being submitted on aregular basis (monthly, quarterly, etc.).

Situation — a report, other than a periodicreport, which is prepared only on the occasionwhen an event occurs. For example, the death ofa Navy member requires that a situation reportbe prepared.

After determining which recurring reports arerequired, a command master list and/or indexcards are prepared identifying each requiredreport. The RP is assigned the responsibility ofmaintaining an up-to-date list of the requiredreports which are prepared in the office of thechaplain.

CRP TICKLER SYSTEM

It is the responsibility of the RP to establishand maintain a reports tickler system for the of-fice of the chaplain. A tickler system provides anindex of required reports for the office of thechaplain and shows the submission date of eachreport. Standard 5” x 8” cards are normallyused to identify each required report which isprepared in the office of the chaplain. Figure 3-12shows an example of a tickler card which wasprepared to identify the title and due date of therecurring required annual report titled “ActiveDuty Navy Chaplain’s Annual Report”(NAVPERS 1730/8).

The RP should check the tickler file regularlyto ensure that all recurring required reports areprepared on time. In addition, the tickler file maybe used to serve as a reminder for action requiredon incoming and outgoing correspondence.

DISPOSAL OF RECORDS

Tremendous amounts of records are pro-duced each year in the Department of the Navy.Therefore, it is obvious that records disposaltechniques must keep pace with the continualincreased production of these records. TheDisposal of Navy and Marine Corps RecordsManual (SECNAVINST 5212.5) provides specificguidance as to the requirements for disposing ofDepartment of the Navy records. It is imperativethat a copy of this instruction be maintained inthe office of the chaplain at all times.

DEFINITION OF RECORDS

In order to understand records disposal pro-cedures, it is important for the RP to be familiar

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Figure 3-11.—Example of a Chargeout Record (GSA Optional Form 23).

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Figure 3-12.—Example of a CRP Tickler Card.

with certain definitions regarding records. Thesedefinitions are:

Government records — The RecordsDisposal Act of 1943 defines records as: “books,papers, maps, photographs, or other documen-tary materials, regardless of physical form orcharacteristics, made or received by any agencyof the United States Government in pursuance ofFederal law or in connection with the transactionof public business and preserved or appropriatedfor preservation by that agency or its legitimatesuccessor as evidence of the organization, func-tions, policies, decisions, operations, or other ac-tivities of the Government or because of theinformational value of the data containedtherein.”

Official correspondence — This term isdefined in Standard Organization and Regulationsof the U.S. Navy (OPNAVINST 3120.32) and isconsidered to be all written material, documents,publications, charts, and messages addressed toor sent from a command.

Temporary records — These are recordswhich may be destroyed after they have servedtheir purpose. However, the specific retention

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period guidelines outlined in SECNAVINST5212.5 must be met before destruction may beaccomplished. NOTE: Approximately 95% of allDepartment of the Navy records are of atemporary nature.

Permanent records — These are recordswhich have been appraised as having a permanentvalue according to the guidelines specified in SEC-NAVINST 5212. 5. These records are transferredto a Federal Records Center or to the NationalArchives when a command no longer needs them.

Nonrecord material — This is materialwhich serves no documentary or record purpose.It includes rough drafts, extra copies of lettersused for cross-reference and tickler files, commer-cial catalogs and journals, and stencils.

GOVERNING AUTHORITYFOR DISPOSAL

The National Archives which is an integralpart of the General Services Administration grantsthe authority for destruction of Governmentrecords which are of no future value. In addition,Article 1115 of Navy Regulations states: “No per-son, without proper authority, shall withdraw

official records or correspondence from the files,or destroy them, or withhold them from thosepersons authorized to have access to them.” Thisarticle does not allow indiscriminate destructionor removal of Navy records.

DISPOSITION RESPONSIBILITY

An officer is normally assigned the collateralduty of coordinating the disposal of Governmentrecords aboard ship or at a shore command. Thisofficer takes responsibility for the physicaldisposition of all records designated for transferto a Federal Records Center or for those recordswhich are identified for local destruction.

The command chaplain and RP assist therecords disposition officer by ensuring that theCRP records maintained in the office of thechaplain are marked properly for transfer ordestruction.

DISPOSITION METHODS

The two official methods that are used fordisposal are:

Local destruction.

Transfer to a Federal Records Center forlater destruction, or for eventual preservation atthe National Archives located in Washington,DC.

Preservation is defined as the indefinite orpermanent retention of records. This term doesnot apply to records which are retained by a localcommand. It includes those official records whichare retained at an authorized Federal RecordsCenter.

Destruction of Records

Most unclassified records are destroyed locallyat the end of their retention periods. These recordsshould be destroyed by burning when at sea. Atshore installations, unclassified records may bescrapped or sold as wastepaper provided therecords are shredded. Records may also be soldif a written contract has been made between theNavy and the buyer stating, “the resale or use ofthe records or documents is prohibited.”

Transfer of Records

Very few Government records are actuallytransferred to a Federal Records Center forpreservation. Those records that are transferredare sent to the nearest Federal Records Center.An up-to-date listing of Federal Records Centersis contained in SECNAVINST 5212.5. The RPshould seek the advice of the command chaplainand the officer who has been given responsibilityfor records disposal at the command wheneverquestions arise concerning proper disposalprocedures. This is especially important in deter-mining which Command Religious Programrecords should be transferred for preservation.

FILE REVIEW PROCEDURES

The Disposal of Navy and Marine CorpsRecords Manual specifies whether files are to bedestroyed, retained, or retired to a FederalRecords Center. It is important for the RP tocheck the office of the chaplain files on a regularbasis to see what material should be removed fordestruction, retention, or transfer to a FederalRecords Center as indicated in SECNAVINST5212.5. NOTE: Even though the disposition datehas passed on certain records, the RP should NOTdispose of any material on which action ispending.

Office of the chaplain records which areidentified in local command instructions fortransfer to a Federal Records Center should beforwarded as scheduled. Records which aredesignated for permanent or indefinite retentionand those without a disposal authorization aretransferred when they are of no further value tothe activity.

SHIPPING REQUIREMENTS

Records are packed for shipping in theiroriginal file arrangement in standard-size15" X 10" X 12" containers. These containersmay be obtained from Federal Records Centers.Each of these cartons will hold 1 cubic foot ofmaterial. Letter-size material is packed on the12-inch side of the carton and legal-size materialis packed on the 15-inch side. Odd-size recordsmay be shipped in the most practical containerthat is available.

The RP should exercise caution when placingfiles in containers for shipping to ensure that the

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order of files is not disturbed. It is also the respon-sibility of the RP to mark each container that ispackaged in the office of the chaplain with iden-tification facts specified by the command’srecords disposal officer.

DESTRUCTION DATES

Federal law makes it mandatory that recordsbe destroyed when they meet the requirements fordestruction. Individual commands are responsi-ble for establishing destruction dates which meetthe command’s needs. Destruction dates areespecially important aboard ship where space islimited. The RP should ensure that office of thechaplain material which is designated for localcommand destruction is destroyed on schedule.NOTE: Records are NOT destroyed before thescheduled destruction date except in the case ofan emergency. The RP should seek the advice ofthe command chaplain before any office of thechaplain and Command Religious Programrecords are destroyed.

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SUMMARY

The first sections of this chapter containinformation describing: each command’s respon-sibilities in regard to controlling files and records,Navy filing equipment and materials, and pro-cedures for handling classified files and records.The latter sections contain information relatingto: Standard Subject Identification Codes(SSICs), CRP filing systems according to SSICsincluding cross-reference filing requirements, thereports control system, CRP tickler systems,records disposal requirements including respon-sibilities and disposition methods, recordsshipping requirements, and destruction dates. Itis important to remember that the commandchaplain and RP play a vital role in the manage-ment of records kept in the office of the chaplain.Therefore, the RP must stay up to date onrecords maintenance procedures used in the Navytoday.

CHAPTER 4

PUBLICATIONS AND DIRECTIVES

Numerous publications and directives areused every day to conduct business in the officeof the chaplain in support of the CommandReligious Program (CRP). It is the responsibil-ity of the RP to maintain office of the chaplainpublications and directives by making the appro-priate changes and corrections. These changes arenormally made by inserting new pages, removingobsolete pages, or by making pen-and-ink changesin existing documents.

This chapter will be devoted to identifyingmany of the publications and directives used intoday’s Navy and Marine Corps; explaining thebasic contents of the Department of the NavyDirectives Issuance System (SECNAVINST5215.1); and illustrating various types ofdirectives.

The chief publications/directives which the RPwill use in conducting business in the office of thechaplain will be described in the first sections ofthis chapter. It should be noted that the RP is notexpected to know the entire contents of each ofthese documents. However, locating accurate in-formation in a timely manner for assignedchaplains is one of the most important tasks thatRPs perform. Knowing where to look for thisinformation is one skill every RP must possess.NOTE: For purposes of this discussion, publica-tions have been grouped under the generalheadings: regulatory/guidance, correspondence/directives, supply, Command Religious Program,and Marine Corps. It should also be noted thateach command decides which publications aremaintained in the various departments. The RPshould ensure that the office of the chaplain hasaccess to any publications that may be needed tosupport the CRP. Having a copy of each publica-tion may not be required; however, ready accessto the publications is imperative.

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REGULATORY/GUIDANCEPUBLICATIONS

The fundamental law governing the Depart-ment of the Navy is derived from three basicsources. These sources are:

The Constitution of the United States.

Treaties of the United States.

Laws passed by the Congress of the UnitedStates.

These three sources provide broad outlines fromwhich publications and directives are developedto establish and define specific rules and regula-tions. Title 10 of the United States Code, whichis entitled “Armed Forces, ” is derived from thesethree sources as well as other statutory sources.The following sections will be devoted to identi-fying various publications which define specificrules and regulations in the Department of theNavy.

UNITED STATES NAVYREGULATIONS

The publication, United States Navy Regula-tions, is foremost in general importance amongofficial publications. This publication outlines theorganizational structure of the Department of theNavy and promulgates the principles and policiesby which the Navy and Marine Corps are gov-erned. It consists of the following 12 chapters.

Chapter 1 —The Department of the Navy(Articles 0100 series)

Chapter 2—The Secretary of the Navy(Articles 0200 series)

C h a p t e r 3 — T h e C h i e f o f N a v a lOperations (Articles 0300 series)

Chapter 4—The Commandant of theMarine Corps (Articles 0400 series)

Chapter 5—The United States CoastGuard (Articles 0500 series)

Chapter 6—The Commanders in Chief andother Commanders (Articles 0600 series)

Chapter 7—The Commanding Officer(Articles 0700 series)

Chapter 8—Precedence, Authority, andCommand (Articles 0800 series)

Chapter 9—The Senior Officer Present(Articles 0900 series)

Chapter 10—Honors and Ceremonies(Articles 1000 series)

Chapter 11 —Rights and Responsibilities ofPersons in the Department of the Navy(Articles 1100 series)

Chapter 12—Purpose and Force of Regu-lations within the Department of the Navy(Articles 1200 series)

Figure 4-1 shows an example of an article ex-tracted from Chapter 7 of Navy Regulations. Thispublication is provided in “looseleaf” form andkept in an adjustable binder so that changes maybe easily inserted as needed. NOTE: The Chiefof Naval Operations is responsible for makingchanges to Navy Regulations and changes are ap-proved by the Secretary of the Navy.

STANDARD ORGANIZATIONAND REGULATIONS OF THEU.S. NAVY (SORM)

Regulations and guidance governing the con-duct of all members of the U.S. Navy arepromulgated in Standard Organization andRegulations of the U.S. Navy (OPNAVINST3120.32). This publication is referred to as the

0722. Observance of Sunday

1. Except by reason of necessity or inthe interest of the welfare and morale ofthe command, the performance of workshall not be required on Sunday. Exceptby reason of necessity, ships shall not besailed nor units of aircraft or troops bedeployed on Sunday. The provisions of thisparagraph need not apply to commandsengaged in training reserve components ofthe Navy and the Marine Corps.

2. Divine services shall be conductedon Sunday if possible. All assistance andencouragement shall be given to chaplainsin the conduct of these services, and musicshall be available, if practicable. Thechaplain shall be permitted to conductpublic worship according to the mannerand forms of the church of which he/sheis a member. A suitable space shall bedesignated and properly rigged for the oc-casion, and quiet shall be maintainedthroughout the vicinity during divineservices. The religious preferences and thevarying religious needs of individuals shallbe recognized, respected, encouraged, andministered to as practicable. Daily routinein ships and activities shall be modified onSunday as practicable to achieve this end.

3. When there is no chaplain attachedto the command, the commanding officershall engage the services of any naval ormilitary chaplain who may be available; or,failing in this, shall, when practicable,invite and may remunerate a civilianclergyman/clergywoman to conductreligious services. Services led by layleaders are encouraged. Provision shall bemade for sending and receiving churchparties as appropriate and practicable.

Figure 4-1.—Chapter 7 Article of Navy Regulations.

“SORM.” Two types of print are used in thispublication. Material printed in italicized type isregulatory and applies individually to eachmember of the U.S. Navy. The material printedin plain type is for the guidance of commanders,

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Corps field addressees that do not have Navy per-sonnel attached. NOTE: The term “official cor-respondence” will be used at various times in thischapter. Official correspondence is defined in OP-NAVINST 3120.32 as all written material,documents, publications, charts, messages, and soforth, addressed to or sent from the command.

UNITED STATES NAVYUNIFORM REGULATIONS

Descriptions of authorized U.S. Navy uniformsand the proper manner for their wear arecontained in United States Navy UniformRegulations (NAVPERS 15665). This manual isissued by direction of the Chief of Naval Opera-tions and is the sole source for describing U.S.

Navy uniforms. It consists of the following fivechapters.

• Chapter 1—General Regulations

• Chapter 2—Uniform Composition andDescription

• Chapter 3—Special Uniform Situations

• Chapter 4—Insignia

• Chapter 5—Awards

Figures 4-3, 4-4, and 4-5 were extracted from the1981 edition of Navy Uniform Regulations. Themaster copy of this publication is normally main-tained in the command’s administrative office.

3.263AFigure 4-3.—Chapter 2 uniform illustration from 1981 edition of United States Navy Uniform Regulations (Male).

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3.332AFigure 4-4.—Chapter 2 uniform illustration from 1981 edition of United States Navy Uniform Regulations (Female).

NAVAL MILITARY PERSONNELMANUAL (MILPERSMAN)

The Naval Military Personnel Manual (NAVPERS15560) contains instructions governing theadministration of Navy personnel. This manual isoften referred to by its short title, MILPERSMAN andit replaced the BUPERS-MAN. Copies of theMILPERSMAN are normally maintained in thepersonnel and administrative offices.

Each article in the MILPERSMAN is identified bya seven-digit number. The first two digits identifythe chapter; the second two digits identify a sectionwithin a chapter; and the last three digits identify an

article within the section. Though written together(e.g., 5820100), the article number should bespoken as if it were three separate groups ofnumbers (e.g., 58 20 100). Article numbers are notnecessarily assigned consecutively and, once anumber is deleted, it cannot be reused again. Figure4-6 was extracted from the 1 January 1982 editionof the MILPERSMAN.

Changes to the MILPERSMAN are publishedquarterly. These changes are scheduled fordistribution in time to reach the majority of users onor about the first of each quarter of the year. Itshould be noted that pen-and-ink changes are notallowed to be made to the MILPERSMAN.

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Christian. –A Latin cross, embroidered ingold. Shall be placed on the sleeve, inclined towardthe rear, the longer arm making an angle of 60° withthe upper stripe. (Right and Left).

of contents is shown in figure 4-7. Copies of thismanual are normally maintained in the person-nel and administrative offices. Also, the commandcareer counselor will usually retain a copy of thispublication.

Jewish. –Shall consist of the Star of Davidabove and attached to the top center of the Tabletsof the Law, all in gold embroidery. Shall be placed onthe sleeve in an upright position.

NOTE : AS THIS MODULE WAS BEING DEVELOPED,THE DEPARTMENT OF THE NAVY WAS IN THE PRO-CESS OF CHANGING THE “TABLETS OF THE LAW”TO SHOW HEBREW LETTERS VICE ROMAN NUMERALS.

Figure 4-5.—Chapter 4 Chaplain Corps insignia from 1981edition of United States Navy Uniform Regulations.

ENLISTED TRANSFERMANUAL (TRANSMAN)

The Enlisted Transfer Manual (NAVPERS15909) is the official publication used for deter-mining the distribution and assignment of Navyenlisted personnel. This manual is often referredto by its short title, TRANSMAN. It supplementsbasic regulations and instructions promulgated inthe MILPERSMAN. The TRANSMAN’s table

MANUAL OF ADVANCEMENT

Administration of the enlisted advancementsystem is promulgated in the Manual of Advance-ment (BUPERSINST 1430.16). It supports andexpands the basic policies for advancement asoutlined in the MILPERSMAN. Copies of thispublication are usually retained in the personnel,administrative, and educational services offices.

The Manual of Advancement is divided intotwo sections (figure 4-8). Section I contains in-formation concerning advancement of personnelon active duty. Section II contains informationconcerning advancement of personnel on inactiveduty. BUPERSINST 1430.16 provides instruc-tions for determining eligibility requirements foradvancement; preparation of necessary forms;ordering, custody, and disposition of Navywideexaminations; administration of all examinationsfor advancement; changes in rate or rating; andprocedures for effecting advancements.

DEPARTMENT OF THE NAVYINFORMATION SECURITYPROGRAM REGULATION MANUAL

The Department of the Navy InformationSecurity Program Regulation Manual (OP-NAVINST 5510.1) provides guidance for activitiesand personnel on classifying and safeguardingclassified information. This unclassified securitymanual provides a ready reference for answeringquestions which may arise concerning securitymatters. NOTE: The purpose of the Navy’sinformation security program is discussed in moredetail in Chapter 2 of this module. OPNAVINST5510.1 consists of the following 17 chapters.

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Chapter 1—Introduction to the Informa-tion Security Program

Chapter 2—Management of the Informa-tion Security Program

Chapter 3—Security Education

5820100 GENERAL DUTIES OF CHAPLAINS

1. The chaplain shall serve as specialadvisor and assistant to the respective com-manding officer or commander on mattersrelated to religion and religious welfare.

2. In discharging the general duties of afleet, force, or staff chaplain, the chaplainshall perform the following specific duties:

a. Inspect the work of the chaplains atfrequent intervals.

b. Advise, counsel, and offer sugges-tions to the chaplains concerning theirwork.

c. Provide services in commands thatdo not carry chaplains by arranging for theinterchange of chaplains of differentfaiths.

d. Call meetings of chaplains for con-ference, discussion, and adjustment of thematters pertaining to their work.

e. Keep the fleet, force, or staff publicaffairs officer informed of chaplain’s ac-tivities of public interest.

f. Work closely with religious andcommunity groups in order to developawareness of religious activity in the Navy.

g. Evaluate for detailing purposes thefavorable professional qualifications inprimary and collateral duties of chaplains.

h. Maintain liaison with Navy Relief,Red Cross, and other welfare and recrea-tional organizations that render service tonaval personnel and their dependents.

i. Report annually a summary of activ-ities through 30 September to the Chief ofChaplains (OP-09G) via the chain ofcommand.

3. In discharging the general duties of achaplain attached to a ship or station, thechaplain shall, with the approval of thecommanding officer, perform the follow-ing specific duties:

a. Administer the Command ReligiousProgram and be responsible for the con-duct of divine services on all appropriateoccasions in accordance with U.S. NavyRegulations, Article 0722.

b. Conduct divine services for othercommands.

c. Provide appropriate sacramentalministry and pastoral care.

d. Form voluntary programs of religiouseducation.

e. Visit the sick.

f. At general quarters, report to a battlestation where the wounded may beministered to.

g. At daily quarters, report his or herpresence aboard to the executive officer.

h. Visit personnel confined to the brigor personnel civilian correctional facility.

i. Keep the public affairs officer in-formed of chaplain’s activities of publicinterest.

j . Work closely with local religiousgroups in foreign and U.S. communitiesin order to develop public awareness of thereligious activities in the Navy.

k. Report annually a summary of activ-ities through 30 September to the Chief ofChaplains (OP-09G) via the chain ofcommand.

Figure 4-6.—General duties of chaplains from 1982 edition of Naval Military Personnel Manual (MILPERSMAN).

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TABLE OF CONTENTS

CHAPTER

1 ENLISTED DISTRIBUTION MANAGEMENT SYSTEM2 DUTY PREFERENCES AND SPECIAL REQUESTS3 ENLISTED ASSIGNMENT SYSTEM4 OVERSEAS SERVICE5 SUBMARINE DUTY6 NUCLEAR POWER TRAINING7 SERVICE SCHOOLS8 REENLISTMENT INCENTIVES9 ASSIGNMENT TO PROGRAMS

10 INSTRUCTOR DUTY11 RECRUITING DUTY12 SPECIAL PROCEDURES FOR UNITS UNDERGOING

CONSTRUCTION, CONVERSION, REFUELING ORTRANSITION

13 REASSIGNMENT TO DUTY OF CHOICE FOR LAST 2YEARS PRIOR TO COMPLETING 30 YEARS’ ACTIVESERVICE (TWILIGHT TOUR)

14 PERSONNEL REASSIGNMENTS/SEPARATIONS INCI-DENT TO ACTIVITY DECOMMISSIONING OR INAC-TIVATION

15 PROCEDURES FOR MEMBERS ASSIGNED TO SEA ORSHORE ACTIVITIES SCHEDULED FOR CHANGE OFHOME PORT OR PERMANENT DUTY STATION

16 EXCHANGES OF DUTY AND REASSIGNMENT FORDUTY WITH FAMILY MEMBER

17 DISLOCATION ALLOWANCE AND SECNAVFIND18 REASSIGNMENTS FOR HUMANITARIAN REASONS19 HOSPITALIZATION OF ENLISTED PERSONNEL20 AVAILABILITY PROCESSING21 ORDERS TO ACTIVE DUTY FOR ENLISTED NAVAL

RESERVISTS22 TRAINING AND ADMINISTRATION OF RESERVE

(TAR) PROGRAM23 TRANSFER ORDERS24 TRANSFER AND TRAVEL AUTHORITY—ENLISTED

PERSONNEL ACTION DOCUMENT25 DUTY PREFERENCE CODES26 ENLISTED PERSONNEL UNPLANNED LOSS REPORT

(UPLR)27 LIMITED DUTY

FIGURE 28A NMPC—BUPERS—OP REFERENCE CODES

ADDENDUM 1 SEPARATION AND REENLISTMENT GUIDE

Figure 4-7.—En1isted Transfer Manual table of contents.

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SECTION I

(ADVANCEMENT OF ENLISTED PERSONNEL ON ACTIVE DUTY)

CHAPTER

1 INTRODUCTION

2 RESPONSIBILITIES

3 ELIGIBILITY REQUIREMENTS FOR ADVANCEMENTAND CHANGE IN RATE

4 PREPARATION OF NAVEDTRA 1430/2 (WORKSHEET)

5 INSTRUCTIONS FOR ORDERING EXAMINATIONSAND PERFORMANCE TESTS

6 INSTRUCTIONS FOR HANDLING, STOWAGE, AND AC-COUNTABILITY OF EXAMINATIONS

7 INSTRUCTIONS FOR ADMINISTRATION OF EXAM-INATIONS

8 INSTRUCTIONS FOR EFFECTING ADVANCEMENTSAND/OR CHANGE IN RATE

- — — — — — — — — — — — — — — — — — — — — — — — — — — — — — —

SECTION II(ADVANCEMENT OF ENLISTED PERSONNEL ON INACTIVE DUTY)

CHAPTER

1 INTRODUCTION2 RESPONSIBILITIES3 ELIGIBILITY REQUIREMENTS FOR ADVANCEMENT

AND CHANGE IN RATE4 DETERMINATION OF ELIGIBILITY REQUIREMENTS

AND WAIVERS

5 RECORDING OF ADVANCEMENT REQUIREMENTSAND PREPARATION OF NAVEDTRA 1430/2 (WORK-SHEET)

6 ORDERING OF EXAMINATIONS AND PERFORMANCETESTS

7 INSTRUCTIONS FOR HANDLING, STOWAGE, AND AC-COUNTABILITY OF EXAMINATIONS

8 SCHEDULING AND ADMINISTRATION OF INACTIVENAVAL RESERVE EXAMINATIONS AND EFFECTINGADVANCEMENTS AND/OR CHANGE IN RATE ORRATING

Figure 4-8.—Contents of Sections I and II of Manual of Advancement.

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Chapter 4—Threats to Security

Chapter 5—Classification

Chapter 6—Classification Guides

Chapter 7—Declassification, Downgrad-ing, and Upgrading

Chapter 8—Marking

Chapter 9—Foreign Government Informa-tion

Chapter 10—Control, Reproduction, andDissemination of Classified Material

Chapter 11—Physical Security ofClassified Material

Chapter 12—Transmission of ClassifiedMaterial

Chapter 13—Disposal of ClassifiedMaterial

Chapter 14—Visits and Meetings

Chapter 15—Communications Security

Chapter 16—Personnel Security Investi-gations

Chapter 17—Clearance and Access

Figure 4-9 was extracted from Chapter 5 ofOPNAVINST 5510.1. The RP needs to developsound security habits in order to help ensure thatthe office of the chaplain does its part in pro-tecting classified material.

CORRESPONDENCE/DIRECTIVESPUBLICATIONS

Religious Program Specialists are oftentasked with typing and proofreading cor-respondence and directives prepared in the officeof the chaplain. It should be emphasized that thereligious program is a “command” responsibil-ity. Therefore, correspondence/directives involv-ing the Navy and/or Marine Corps in an official

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way is considered to be official correspondence.Official correspondence is normally prepared forthe signature of the commanding officer.

“By direction” signature authority is generallygranted in writing to the command chaplain bythe commanding officer concerning routineofficial correspondence relating to the CRP. Suchcorrespondence officially comes from the com-manding officer. This means that recipients willusually handle the correspondence as if it werewritten by the commanding officer. A chaplain’ssignature “By direction” is not followed by hisor her rank or office since the chaplain is signingthe correspondence for the commanding officer.

Before proceeding to a discussion on variouscorrespondence/directives publications, it isimportant to note that chaplains often originateboth pastoral and professional correspondence.Pastoral correspondence relates to the chaplain’spastoral relationship with personnel of thecommand, dependents, or civilians. It is similarto oral communication that takes place betweenministers, priests, and rabbis and theirparishioners. Such correspondence is addressedfrequently to naval personnel, families, civilianclergy, church officials, and community socialagencies. A business letter format is used and thechaplain’s own name is used as the signature forthis type of correspondence. Since the chaplain’spastoral role rather than officer role is involved,the signature may be followed by the identi-fication, “Chaplain, U.S. Navy,” rather thanofficial rank and Chaplain Corps designation(CHC).

Professional correspondence is betweenchaplains relating to professional matters withinthe Chaplain Corps. A business letter format isused and the chaplain’s own name is used as thesignature for this type of correspondence. Officialmatters relating to the command are nothandled through professional correspondence.

NOTE: Many Department of the Navy letters,memoranda, directives, and publications containreferences to members of one gender when thecorrespondence or directive is applicable to bothmale and female. To ensure equal recognition ofwomen in the Department of the Navy, it isnecessary that originators of correspondence anddirectives avoid sex bias in selecting terminologyfor identification of personnel. The RP plays a

5-101 CLASSIFICATION DESIGNATIONS

1. General. Information or material which requires protection againstunauthorized disclosure in the interest of national security shall be classifiedin one of three designations: “Top Secret,” “Secrett” or “Confidential,”depending upon its significance to national security. The markings “ForOfficial Use Only” and “Limited Official Use” shall not be used to identifyclassified information. No other term such as “Sensitive,” “Conference,”or “Agency” shall be used in conjunction with the authorized classificationdesignations.

2. Top Secret. “Top Secret” is the designation which shall be applied onlyto information or material the unauthorized disclosure of which couldreasonably be expected to cause exceptionally grave damage to the nationalsecurity. Examples of’ exceptionally grave damage” include armed hostilitiesagainst the United States or its allies; disruption of foreign relations vitallyaffecting the national security; the compromise of vital national defense plansor complex cryptologic and communications intelligence systems; the revela-tion of sensitive intelligence operations; and the disclosure of scientific ortechnological developments vital to national security.

3. Secret. “Secret” is the designation which shall be applied only to infor-mation or material the unauthorized disclosure of which could reasonablybe expected to cause serious damage to the national security. Examples of“serious damage” include disruption of foreign relations significantly affect-ing the national security; significant impairment of a program or policy directlyrelated to the national security; revelation of significant military plans or in-telligence operations; compromise of significant military plans or intelligenceoperations; and compromise of significant scientific or technologicaldevelopments relating to national security.

4. Confidential. “Confidential” is the designation which shall be applied toinformation or material the unauthorized disclosure of which could reasonablybe expected to cause identifiable damage to the national security. Examplesof’ “identifiable damage” include the compromise of information which in-dicates strength of ground, air, and naval forces in the United States andoverseas areas; disclosure of technical information used for training,maintenance, and inspection of classified munitions of war; revelation of per-formance characteristics, test data, design, and production data on munitionsof war.

Figure 4-9.—Classification designations from Department of the Navy Information Security Program RegulationManual.

vital role in the preparation of nonsexist cor-respondence by proofreading carefully any cor-respondence that is generated by the office of thechaplain. Figure 4-10 was extracted fromSECNAVNOTE 5216 of 24 May 1976 and

provides guidance on the use of neutral language.The guidelines contained in the Department of theNavy Correspondence Manual (SECNAVINST5216.5) will be explained in Chapter 5 of thismodule.

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ACTION

The use of “neutral” language whichcannot be construed to discriminate on thebasis of gender shall be used in all person-nel manuals whenever practicable. Alloriginators of correspondence, directives,memoranda, messages, and manuals forinternal (departmental) or Navywide ap-plicability will utilize terminology such asmember, student, spouse, officer, person-nel, applicant, or similar terms in writtencommunications which pertain to bothmale and female personnel. Pronouns suchas he or she alone will be utilized only whenreference is made to specific gender.Although directives and manuals are notto be reissued solely to accommodate thepurpose of SECNAVNOTE 5216 of24 May 1976, appropriate changes are tobe made whenever revisions or changes areissued.

Figure 4-10.—SECNAVNOTE 5216 of 24 May 1976guidance on the use of neutral language.

DEPARTMENT OF THE NAVYDIRECTIVES ISSUANCE SYSTEM

The Department of the Navy DirectivesIssuance System (SECNAVINST 5215.1) providesa standard method of issuing directives by allnaval activities. NOTE: A separate issuance ofMarine Corps directives is contained in the MarineCorps Directives System (MCO P5215.1).

SECNAVINST 5215.1 consists of the follow-ing two parts, two tables, and eight exhibits:

Part I—Definitions, Criteria, andResponsibilities

Part II—Preparation and Maintenance ofDirectives

Table 1—Preparation of Letter-TypeDirectives

Table 2—Preparation of Special-TypeDirectives

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Exhibit 1—Sample Instruction

Exhibit 2—Sample Continuation Page ofan Instruction

Exhibit 3—Sample Notice

Exhibit 4—Sample Change Transmittal

Exhibit 5—Sample Change TransmittalCovering Repetitive Changes to a Directive

Exhibit 6—Sample Locator Cross-Reference Sheet

Exhibit 7—Sample Subject Cross-Reference Sheet

Exhibit 8—Sample Message

A copy of this instruction should be maintainedby the RP in the office of the chaplain. This in-struction will be explained in more detail inanother section of this chapter.

DEPARTMENT OF THE NAVYCORRESPONDENCE MANUAL

Policies, procedures, and guidance for thepreparation of correspondence are prescribed inthe Department of the Navy CorrespondenceManual (SECNAVINST 5216.5). This manualcontains specific instructions on preparing letters,endorsements, memoranda, and messages. Thesespecific instructions cover various parts of cor-respondence such as the address, subject,references, paragraphing, and signature, togetherwith directions for assembling correspondence forsignature and mailing.

SECNAVINST 5216.5 consists of the follow-ing 13 chapters:

Chapter I—General

Chapter II—Correspondence Policies andPractices

Chapter III—Standard Naval Letter

Chapter IV—Variations of the NavalLetter

Chapter V—Special Types of NavalCorrespondence

Chapter VI—Business Letter

Chapter VII—Envelopes and Mailing

Chapter VIII—Forms of Address

Chapter IX—Exhibits

Chapter X—Correct Writing

Chapter XI—Writing Style

Chapter XII—Tips to Typists (TheMechanics of Typing)

Chapter XIII—Processing OutgoingCorrespondence

Chapter 5 of this module contains a detailed ex-planation of the contents of SECNAVINST5216.5.

STANDARD SUBJECTIDENTIFICATION CODES (SSICs)

Basic guidelines for categorizing cor-respondence in the Navy and Marine Corps areset forth in Standard Subject Identification Codes(SECNAVINST 5210.11). This instruction isdesigned to meet the needs of the entire Depart-ment of the Navy in order to have a stand-ardized system for classifying, arranging, filing,and referencing various types of Navy and MarineCorps documents by subject.

SECNAVINST 5210.11 consists of the follow-ing three sections:

Section I—List of Standard SubjectIdentification Codes

Section II—Name-Title Subject Identifica-tion Codes

Section III—Alphabetical Guide toStandard Subject ‘Identification Codes

Chapter 3 of this module contains a detailed ex-planation of the contents of SECNAVINST5210.11.

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STANDARD NAVYDISTRIBUTION LIST (SNDL)

The Standard Navy Distribution List (SNDL)is published in two parts and provides guidancefor the proper addressing and distribution of mailto Department of the Navy activities. It is alsoused to provide a central distribution system fordirectives and correspondence. The SNDL ismaintained in the administrative office. NOTE:Individual commands have their own internaldistribution list (SNDL) as part of theircorrespondence procedures.

Part 1 of the SNDL is titled Standard NavyDistribution List, Operating Forces of the Navy,Unified and Specified Commands, U.S. Elementsof International Commands (OPNAV P09B2-107). It contains address information on com-mands and ships by type; ships by namealphabetically; addresses by SNDL number;addresses for U.S. elements of internationalcommands; current APO and FPO numbers; andships of the Military Sealift Command.

Part 2 of the SNDL is titled Standard NavyDistribution List, Catalog of Naval ShoreActivities (OPNAV P09B2-105). It containsaddress information on shore activities by type,command, and area coordination; establishedshore activities in an inactive status; and estab-lished shore activities in a development status.

SUPPLY PUBLICATIONS

It is necessary for the RP to become familiarwith various supply publications and microfichedocuments in order to use the Navy’s supplysystem properly. Most of these publications anddocuments are maintained by personnel in thesupply department. However, the RP should havea basic understanding and knowledge of thepublications used to meet the needs of the Com-mand Religious Program. A number of supplypublications and microfiche documents will be ex-plained in the next sections. Storekeepers (SKs)in the supply department should be consultedwhen detailed information is required. NOTE:Office of the chaplain supply procedures are ex-plained in Logistic Support and Financial Con-trol, Module II (NAVEDTRA 287-02-45-81).

Figure 4-11.—Listing of FSC Groups.

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Before proceeding to a discussion of supplypublications and documents, it is necessary to ex-plain National Stock Numbers (NSNs). An NSNis a 13-digit stock number assigned by the DefenseLogistics Services Center (DLSC), Battle Creek,Michigan, to identify an item of material in thesupply distribution system of the United States.

The NSN consists of a four-digit FederalSupply Classification (FSC) number and a

nine-digit National Item Identification Number(NIIN). The FSC number consists of a two-digitFSC group followed by a two-digit FSC class.Figure 4-11 shows a listing of FSC groups andfigure 4-12 shows the specific FSC class numbersin Group 99. The NIIN consists of a two-digitNational Codification Bureau (NCB) codenumber and seven digits which uniquelyidentify each NSN item in the Federal Sup-ply Distribution System. A candlelighter

GROUP 99

Miscellaneous

9905 Signs, Advertising Displays, and Identification PlatesIncludes Electric Signs; Sign Boards; Display Stands; Mannequins and other displayforms; Printed Signs; General Purpose Identification Tags and Blanks, Nonpersonal;Plates and, Tags for specific applications.

9910 JewelryIncludes Jewelers’ Findings; Precious Stones, Cut; Costume Jewelery; Natural Gemsand Ornamental Stones, Cut.Excludes Watches; Clocks; Tableware; Scientific Instruments; Toilet Articles; Smokers’Articles.

9915 Collectors’ ItemsIncludes Stamps; Rare Books; Works of Art; Coins; Antiques.

9920 Smokers’ Articles and MatchesIncludes Cigarette Lighters; Lighter Fluid; Pipe Reamers; Ashtrays; Tobacco Humidors;Packaged Cigarette Paper.Excludes ash receivers and lighters specifically designed for installation in or onequipment.

9925 Ecclesiastical Equipment, Furnishings and SuppliesIncludes Vestments; Altars; Communion Sets; Ecclesiastical Candelabra; Chalices;Patens; Altar Cloths; Ecclesiastical Statuary; Sacramental Wine.

9930 Memorials; Cemeterial and Mortuary Equipment and SuppliesIncludes Grave Markers; Burial Vaults; Burial Urns; Caskets; Burial Boxes; Morti-cian’s Supplies; Monuments; Casket Shipping Cases.Excludes Hearses; Mortuary Refrigerators.

9999 Miscellaneous ItemsIncludes only those items which cannot conceivably be classified in any existing classes.

Figure 4-12.—FSC class numbers in Group 99.

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Figure 4-13.—FSC information for candlelighter andsnuffer.

4-16

Figure 4-14 .—NCB code numbers.

and snuffer and NSN information are shown infigure 4-13.

NOTE: The NCB code number identifies thecountry that assigned the stock number, or it indi-cates that the stock number is used by more thanone country. Figure 4-14 shows a list of NCB codenumbers.

NAVY STOCK LIST OFPUBLICATIONS AND FORMS

The Navy Stock List of Publications andForms (NAVSUP P-2002) establishes proceduresfor ordering publications and forms. Thismicrofiche document is maintained in the supplydepartment and is issued quarterly (February,May, August, and November). It consists of thefollowing six parts and four appendixes:

Part A—Introduction

Part B—Composition Format

Part C—Requisitioning Instructions(Forms)

Part D—Requisitioning Instructions(Publications)

Part E—Requisitioning Instructions(NAVAIR)

Part F—Supplementary Information

Appendix A—Alphabetic Prefix Cross-

Appendix B—Alphabetic Prefix

Cross-Reference (Publications)

Appendix C—Standard Abbreviations

Appendix D —Identification Aids andRequisitioning Instructions for Non-cognizance Printed Matter

OPERATING PROCEDURESMANUAL FOR MILSTRIP/MILSTRAP

Policy and procedures related to the MilitaryStandard Requisitioning and Issue Procedures(MILSTRIP) and Military Standard TransactionReporting and Account ing Procedures(MILSTRAP) are promulgated in the OperatingProcedures Manual for MILSTRIP/MILSTRAP(NAVSUP P-437). This publication serves as acomprehensive reference for personnel involvedin the preparation of MILSTRIP/MILSTRAPdocuments. Figures 4-15 and 4-16 show two ex-amples of a MILSTRIP requisition document(DD Form 1348) for procuring an ecclesiastical. .item and consumable supplies.

NAVSUP P-437 is maintained in the supplydepartment and this publication is not distributed

Reference (Forms)

Figure 4-15.—DD Form 1348 requisition for an ecclesiastical item (candlelighter and snuffer).

4-17

Figure 4-16 .—DD Form 1348 requisition for consumable supplies.

to afloat units. It consists of 11 chapters and 27appendixes. The chapters are:

Chapter 1—Introduction

Chapter 2—Supply System Management

Chapter 3—Requisitioning Ashore

Chapter 4—Inventory Control at StockPoints

Chapter 5—Financial

Chapter 6—Material Movement

Chapter 7—Uniform Material Movementand Issue Priority System (UMMIPS)

Chapter 8—Expendable Ordnance

Chapter 9—Military Assistance Program(MAP)

Chapter 10—Performance Reporting

Chapter 11—Defense Automatic Ad-dressing System (DAAS) Procedures

A vital and integral part of the MILSTRIPsystem is the Uniform Material Movement andIssue Priority System (UMMIPS). The illustra-tion in figure 4-17 shows that MILSTRIP andUMMIPS are used worldwide by all the ArmedForces of the United States. UMMIPS wasestablished to ensure that material requests areprocessed in accordance with the relative militaryimportance of the requesting activity and theurgency of that activity’s needs.

This system provides the method of assigningpriorities for the issuing and movement ofmaterial. Most of the items that need to beacquired for use in the office of the chaplain insupport of the CRP are obtained on a routinebasis. Therefore, it is important for assignedchaplains and RPs to plan program requirementswell in advance to ensure that supplies areavailable when needed.

NOTE: Besides office supplies listed underFSC Group 75, the RP is primarily concerned withthe FSC groups and specific classes shown infigure 4-18. Most of the supplies that are usedin support of the CRP are ordered under FSC9925. Items listed under FSCs 7195, 7710, and8345 are also used on a regular basis in supportof the CRP.

4-18

Figure 4-17.—United States Armed Forces use of MILSTRIP and UMMIPS.

4-19

Figure 4-18.—Federal Supply Classification (FSC) groups and specific classes of primary concern to the RP.

MILSTRIP/MILSTRAPDESK GUIDE

The MILSTRIP/MILSTRAP Desk Guide(NAVSUP P-409) is published for use bydepartment and division personnel as a handyreference in the preparation of MILSTRIPand MILSTRAP documents. This small bookletcontains formats and code definitions used on adaily basis. NAVSUP P-409 is divided into twoparts. They are:

Part A—MILSTRIP

Part B—MILSTRAP

AFLOAT SUPPLY PROCEDURES

Policies for the operation and management ofafloat supply departments and activities operatingunder afloat procedures are established in Afloat

Supply Procedures (NAVSUP P-485). Thispublication incorporates MILSTRIP/MILSTRAP requisitioning procedures for fleetusage as outlined in NAVSUP P-437. NAVSUPP-485 is maintained in the ship’s supply depart-ment. It consists of 6 chapters and 20 appendixes.The chapters are:

Chapter 1—Organization and Administra-tion

Chapter 2—Material Identification

Chapter 3—Material Procurement

Chapter 4—Material Receipt, Custody,and Stowage

Chapter 5—Material Expenditure andShipment

Chapter 6—Inventory Management

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TABLE OF CONTENTS

INTRODUCTIONDO’S AND DON’TS OF MILSTRIPMILSTRIP FORMSMILSTRIP CODINGUMMIPS (UNIFORM MATERIAL MOVEMENT AND ISSUE PRIORITY SYSTEM)REQUISITION DATA ENTRIES, DD FORMS 1348/1348m:

Routine RequisitionNORS (Not Operationally Ready Supply) RequisitionReports of Completion of Aviation NMCS RequisitionsMTR (Mandatory Turn-in Repairable) Requisition

DISTRIBUTION OF DD FORM 1348 (MANUAL)MESSAGE REQUISITIONS TO DAAS (FOR NSN/NICN ITEMS)PREPARATION OF NON-NSN REQUISITION (DD FORM 1348-6)DISTRIBUTION OF DD FORM 1348-6MESSAGE REQUISITIONS FOR NON-NSN ITEMSREQUISITION STATUS:

Supply Status (Other than Direct Delivery from Procurement)Supply Status (Direct Delivery from Procurement)Shipment Status

REQUISITION FOLLOWUP:AF DocumentAT DocumentAFC Document

REQUISITION MODIFIERREQUISITION CANCELLATIONMOV (Material Obligation Validation):

MOV RequestMOV Control CardMOV Response (From Nonautomated Activity)MOV Response (From Automated Activity)

MATERIAL RECEIPT DOCUMENT (DD FORM 1348-1)MATERIAL TURN-IN DOCUMENT (DD FORM 1348-1):

For Material other than Unserviceable MTR ItemsFor Unserviceable MTR Items

APPENDICESJULIAN DATE CALENDAR (PERPETUAL)JULIAN DATE CALENDAR (LEAP YEARS ONLY)NOTES

Figure 4-19.—Fleet Use of MILSTRIP (NAVSUPINST 4235.3) table of contents.

FLEET USE OF MILSTRIP is used for the indoctrination and training of fleetpersonnel in MILSTRIP. It is larger than the

Fleet Use of MILSTRIP (NAVSUPINST MILSTRIP/MILSTRAP Desk Guide and con-4235.3) serves the same purpose as NAVSUP tains illustrations and sample explanations. TheP-409. It is designed for use by department and table of contents of NAVSUPINST 4235.3 isdivision personnel of afloat units. In addition, it shown in figure 4-19.

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DEFENSE LOGISTICS AGENCYCATALOGING HANDBOOKS

The Defense Logistics Agency CatalogingHandbooks are microfiche documents which con-tain a complete listing of assigned FSC groups andclasses. These numbered handbooks (H2-1, H2-2,and H2-3) are maintained in the supply depart-ment. The illustrations shown in figures 4-12 and4-18 were extracted from these handbooks.

DEFENSE LOGISTICS AGENCYIDENTIFICATION LIST (IL)

abbreviations and symbols used in this list. TheIL is maintained in the supply department.

GENERAL SERVICESADMINISTRATION (GSA)SUPPLY CATALOG

Responsibility for cataloging nonmilitaryitems in general use by both military and civilagencies of the United States rests with theGeneral Services Administration (GSA). This ad-ministration publishes the General Services Ad-ministration (GSA) Supply Catalog which is ahandy reference used in identifying numerousitems. It should be noted that this catalog isdesigned to be used primarily by civil agencies.

The Defense Logistics Agency Identification Because of the numerous and unrelated items in

List (IL) is a microfiche document which providesstock, the GSA Supply Catalog is published in five

technical characteristics and other identifying datavolumes. They are:

for all items contained in the FSC system. Figure GSA Supply Catalog Guide4-20 shows a partial listing taken from the IL andfigure 4-21 provides an explanation of the GSA Furniture Catalog

Figure 4-20.—Partial listing extracted from the IL.

4-22

Figure 4-21.—Abbreviations and symbols used in the IL.

4-23

287.3Figure 4-22.—Regional offices of the General Services Administration (GSA).

4-24

GSA

GSA

GSA

Industrial Products Catalog

Office Products Catalog

Tools Catalog

The GSA Supply Catalog Guide serves as amaster reference for the four commodity-orientedvolumes. These volumes are maintained in thesupply department. They are used when an itemcannot be found in the previously mentioned ILor when additional information is needed on aspecific item.

Information on the regional offices and theirindividual areas of responsibility is also con-tained in the GSA Supply Catalog Guide. Figures4-22 and 4-23 show the regional offices, addresses,telephone numbers, and other pertinent informa-tion. It should be reemphasized that this segmentof the supply system is designed primarily for useby the civil agencies. The RP should use normalNavy supply channels if at all possible.

CIVILIAN ECCLESIASTICALSUPPLY CATALOGS

These catalogs provide a comprehensive listof church goods, vestments, and articles used inreligious exercises and are published by privatecompanies. Items ordered from these companiesnormally cost more than the same items carriedin the FSC system. These civilian companies arealternate sources of supply when an item cannotbe procured under the FSC system. Personnel inthe supply department will explain the properprocedures for ordering supplies from civiliancompanies. They will also explain how to fill outa DD Form 1149 (figure 4-24). Guidelines forusing the DD Form 1149 are explained in LogisticSupport and Financial Control, Module II(NAVEDTRA 287-02-45-81).

COMMAND RELIGIOUSPROGRAM PUBLICATIONS

This section contains information concerningseveral publications which can either directly orindirectly affect the everyday business of the Com-mand Religious Program. The RP should ensurethat a copy of each of the publications discussedin this section is accessible for use in the officeof the chaplain.

4-25

Figure 4-23.—Areas of responsibility of the regional officesof the GSA.

Figure 4-24.—Requisition and Invoice/Shipping Document (DD Form 1149).

CHAPLAINS MANUAL

The Chaplains Manual (OPNAVINST 1730.1)provides general information on certain aspectsof the Chaplain Corps in relation to functioningwithin the Command Religious Program. Thereare nine chapters and several appendixes in the1973 edition of this manual. The chapters are:

Chapter 1—The Chaplain Corps

Chapter 2—Administrative

Chapter 5—Ministry Support

Chapter 6—Specialized Aspects ofMinistry

Chapter 7—Rites, Ceremonies, and SpecialDuties

Chapter 8—Professional Development ofChaplains

Chapter 9—Professional Guidelines (Notused to date)

Communication, and Supervision

Chapter 4—Program PlanningSupport

Chapter 3—Professional Relationships,Figure 4-25 was extracted from the 1973

edition of OPNAVINST 1730.1. NOTE: As thisand module was being developed, the Chaplains

Manual was in the process of being revised. The

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SECTION 1300

Command Sponsorship of Religious Program

1301. Command Prerogatives and Responsibilities

1. Responsibility for the welfare of personnel, and specifically for the preservation of themoral and spiritual well-being of personnel, is basic to naval command. The sponsorship ofthe religious program is a command prerogative growing out of this responsibility, and thechaplain’s total ministry takes place within this context. The authority and credentials of thechaplain’s church do not give the chaplain an inherent right to perform acts of religious ministryin the Navy apart from a command-sponsored religious program.

2. Support of the religious program, including funding and logistic support, is an integralpart of the command’s total operation of the ship or installation.

Figure 4-25.—Command sponsorship of religious program from Chaplains Manual (OPNAVINST 1730.1).

RP should ensure that the office of the chaplainacquires the latest edition of this manual.

U.S. NAVY CHAPLAINSPROGRAM SUPPORT GUIDE

The U.S. Navy Chaplains Program SupportGuide (NAVPERS 15992) is published yearly andis designed to provide chaplains with informationnecessary to support Navy/Marine Corps person-nel and their dependents. The following informa-tion is contained in NAVPERS 15992:

Program support information.

Alphabetical listing of active dutychaplains.

Duty station listing by major claimants.

Lineal listing of active duty chaplains.

Lineal listing of Naval Reserve chaplains.

List of retired Navy chaplains.

List of theological student programofficers.

Assigned chaplains and RPs should use theprogram support information section as a ready

reference on budgeting and supply matters. Thissection contains information on ordering suppliesand materials needed to support the CRP. Figure4-26 was taken from the 1982 edition ofNAVPERS 15992. NOTE: Various report formsand change of address cards are also containedin NAVPERS 15992.

NONAPPROPRIATED FUNDFINANCIAL MANAGEMENTPOLICIES AND STANDARDS

General financial management policies andstandards governing nonappropriated fundactivities within the Department of the Navy areprescribed in Nonappropriated Fund FinancialManagement Policies and Standards (NAVSOP-3519). This publication provides policyguidance for accounting for Command ReligiousProgram chapel funds. It consists of the follow-ing five chapters and seven appendixes:

Chapter I—General Information

Chapter II—Internal Control

Chapter III—Operational Standards

Chapter IV—Financial Management

Chapter V—Uniform Chart of Accounts

4-27

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GLOSSARY OF TERMS

Activity—An entity under the cognizance of a Navy or Marine Corps installation whichprovides morale, welfare, or recreational services to personnel authorized by the commandingofficer.

Appropriated Funds—Government monies set aside by Congress for a specific purposeor use.

Cash—Currency and coins as well as bank demand deposits.

Financial Management—That aspect of total management which provides direction, guidance,and control of financial operations for achieving program objectives through the applicationof planning, budgeting, accounting, reporting, management of resources, auditing, and analysisand evaluation.

Installation—A location, facility, or activity owned, leased, assigned to, controlled, oroccupied by a Navy or Marine organization.

Nonappropriated Fund—An amount of monies administered by a fiscal instrumentality ofthe Federal Government authorized and established by proper authority.

Nonappropriated Funds—Monies derived from sources other than congressional appropriations,primarily from the sale of goods and services to DOD military and civilian personnel and theirdependents and used to support or provide essential morale, welfare, recreational, and certainreligious and education programs.

Nonappropriated Fund Activity—Any duly authorized program, facility, or service conducted,operated, or provided by or in the name of a nonappropriated fund.

Petty Cash Fund—An amount of money set aside at an activity for making small disbursements.

Purchase Order—A document forwarded to a supplier by an activity specifying unit size andprice, as well as delivery and payment terms for desired products to be delivered at a specifiedtime and place.

Voucher—A document or receipt which proves the veracity of a claimed expenditure.

Figure 4-27.—Glossary of terms from Nonappropriated Fund Financial Management Policies and Standards (NAVSO P-3519).

Appendix A —Nonappropriated FundActivity Categories

Appendix B —Rules Relative to the Pro-tection of Bank Deposits

Appendix C—Appropriated Fund Supportof Nonappropriated Fund Activities

Appendix D —Federal UnemploymentCompensation Program for NonappropriatedFund Paid Employees

Appendix E —Dual Compensation StatusReport (Retired Officer of the Regular Service)

Appendix F—Nonappropriated Fund In-ternational Balance of Payments (TransactionReporting)

Appendix G —Private Organizations onDepartment of the Navy Installations

The list of terms in figure 4-27 was extractedfrom the glossary contained in NAVSO P-3519.

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NOTE: Nonappropriated chapel fund accountingprocedures are explained in Logistic Support andFinancial Control, Module II (NAVEDTRA287-02-45-81).

NONAPPROPRIATED FUNDACCOUNTING PROCEDURES

A uniform accounting system for all nonap-propriated fund activities within the Departmentof the Navy is prescribed in NonappropriatedFund Accounting Procedures (NAVSO P-3520).The procedures set forth in this publication areused in conjunction with the general financialmanagement policies and standards prescribed inNAVSO P-3519. Standard accounting proceduresfor CRP chapel funds are performed in accord-ance with the instructions outlined in NAVSOP-3520. This publication consists of sevenchapters:

Chapter I—General Information

Chapter II—Policies and Procedures

Chapter III—Recording FinancialTransactions

As

Chapter IV—Additional Procedures forthe CHNAVPERS Centralized AccountingSystems

Chapter V—Uniform Chart of Accounts

Chapter VI—Special Procedures for SmallActivities

Chapter VII—Practice Set

indicated in figure 4-28, a chapel fund isconsidered to be a ‘‘small” nonappropriated fund.NOTE: The actual accounting procedures for aCRP chapel fund for a 3-month period are ex-plained in Logistic Support and Financial Con-trol, Module II (NAVEDTRA 287-02-45-81). Itshould also be noted that as this module wasbeing developed, NAVSO P-3519 and NAVSOP-3520 were being revised and are to be pub-lished as one volume.

NAVY CASUALTY ASSISTANCECALLS PROGRAM (CACP)

The Navy Casualty Assistance Calls Program(CACP), BUPERSINST 1770.2, establishes pro-cedures for assisting the next of kin of deceased

CHAPTER VI—SPECIAL PROCEDURES FOR SMALL ACTIVITIES

600 GENERAL. This chapter prescribes a uniform accounting and reporting system applicableto small nonappropriated fund activities. These procedures represent a single entry cash basissystem of accounting and prescribe statements which will reflect the financial condition of thevarious activities on a standardized basis.

601 SCOPE. Unless otherwise directed by the program manager and NAVCOMPT, allnonappropriated fund (NAF) activities with annual revenues of $5,000 or less and the followinggroups of NAF activities are deemed small nonappropriated funds and will account for theiroperations in accordance with the procedures set forth herein and the general policy guidancein NAVSO P-3519:

1. Civilian Recreation Services and Funds.2. Chapel Funds.3. Recreation Funds Afloat.4. Messes Afloat.5. Marine Corps Miscellaneous Funds except Flying Clubs.

Figure 4-28.—Designation of a chapel fund as small nonappropriated fund.

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Navy personnel. This instruction replaced theManual for Casualty Assistance Calls Program(NAVPERS 15879). The Navy seeks to aid thenext of kin through personal visits by a uni-formed Navy representative titled the CasualtyAssistance Calls Officer (CACO). The CACO per-forms the following functions:

Makes personal notifications of casualty.

Inquires about the needs of the family andextends assistance.

Notifies the Chief of Naval Personnel ifdeath gratuity has not been paid and immediatefinancial assistance is necessary.

Contacts the Navy Relief Society, RedCross, and other service organizations as re-quested or required.

Assists in arrangement of funeral ormemorial services if requested; assists in providinghonors if requested and available in area; assistsin providing a chaplain for pastoral care ifrequired.

Assists in transportation arrangements, in-cluding provision for dependents’ escort, whenrequired.

Advises regarding shipment or storage ofhousehold goods.

Offers assistance in completion of officialbenefits forms and in obtaining or photocopyingdocuments necessary to substantiate claims.

Notifies the Personal Casualty Repre-sentative of the Chief of Naval Personnel bymessage or, in case of extreme emergency, bytelephone in case of irregularity or complaint.

The 12 chapters of BUPERSINST 1770.2 are:

Chapter 1 —Purpose and Scope of theCasualty Assistance Calls Program (CACP)

Chapter 2—Operation of the Program

Chapter 3—Procedure for the CACPCoordinating Authority

Chapter 4—First Visit of the CACO(Personal Notification)

Chapter 5—Second Visit of the CACO(Funeral Arrangements and ImmediateAssistance)

Chapter 6—CACO’s Third Visit (Comple-tion and Submission of Claims by Dependents)

Chapter 7—CACO’s Third Visit (PartII—Informing Beneficiaries of Health BenefitsPrograms and other Benefits and AssistanceAvailable)

Chapter 8—Additional Responsibilities ofthe CACO

Chapter 9—Special Procedures forMissing and Captured Casualties

Chapter 10—Retired Members (CourtesyAssistance—Death and Burial of RetiredMembers and Survivor Benefits and Privileges)

Chapter 11 —Naval Reservists (Deathswhile on Training Duty or Inactive Duty Training)

Chapter 12—Index to Annexes

NOTE: Specific provisions of the CACP areexplained in Personnel Support, Module I(NAVEDTRA 287-01-45-82). It should also benoted that, as this module was being written, theCACP instruction was being revised.

DECEDENT AFFAIRS MANUAL

Guidelines for the Decedent Affairs Programare promulgated in the Decedent Affairs Manual(BUMEDINST 5360.1). This program is definedas the search for, recovery, identification, care,and disposition of the remains of deceased per-sons for whom the Department of the Navy isresponsible.

The objectives of the Decedent Affairs Pro-gram are:

Immediate recovery and identification ofdeceased personnel.

High standards of and uniformity inservices provided.

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Minimum of elapsed time between deathand delivery of remains to the next of kin.

Prompt notification of next of kin onmatters pertaining to the Decedent AffairsProgram.

The Decedent Affairs Manual consists of thefollowing 19 chapters:

Chapter 1—Decedent Affairs Program

Chapter 2—Current Decedent AffairsProgram

Chapter 3—Notification of Death

Chapter 4—Search, Recovery, andIdentification

Chapter 5—Procurement of MortuaryServices

Chapter 6—Preparing and ReprocessingRemains

Chapter 7—Cremation

Chapter 8—At Sea Disposition

Chapter 9—Transportation

Chapter 10—Escorts

Chapter 11—Payments and Collections

Chapter 12—National Cemeteries

Chapter 13—Naval Plots and Cemeteries

Chapter 14—Headstones and Markers

Chapter 15—Disposition of Remains ofArmy Members

Chapter 16—Disposition of Remains ofAir Force Members

Chapter 17—Disposition of Remains ofthe National Oceanic and AtmosphericAdministration Members

Chapter 18—Disposition of Remains ofCoast Guard Members

Chapter 19—Group Interments

NOTE: Specific provisions of the DecedentAffairs Program are outlined in PersonnelSupport, Module I (NAVEDTRA 287-01-45-82).

NAVY MILITARY FUNERALS

Guidance in the rendering of military honorsat funerals of active duty, retired, and formermembers of the Navy is provided in Navy MilitaryFunerals (NAVPERS 15555). Provisions forassisting the next of kin of eligible personnel inmaking funeral arrangements are also providedin this publication.

Figure 4-29 shows the table of contents ofNAVPERS 15555. NOTE: Specific guidelines ofthis publication are outlined in Personnel Support,Module I, (NAVEDTRA 287-01-45-82).

NAVAL FUNERALS

Specific regulations for personnel designatedas escort commanders or as participants inmilitary funerals at Arlington National Cemeteryare outlined in Naval Funerals (NAVPERS15956). This publication may also be used as ageneral guide for all military funerals.

There are 14 sections and 1 appendix inNAVPERS 15956:

Section 1—General Information

Section 2—Composition of a NavalFuneral Escort

Section 3—The Escort Commander

Section 4—Chapel Service

Section 5—Gate/Office Transfer

Section 6—Grave Service

Section 7—The Procession to the Grave

Section 8—Committal Service at the Grave

Section 9—Personal Flag Bearer

Section 10—Casket Bearers

Section 11 —Honorary Pallbearers

Section 12—Folding the Flag

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Figure 4-29.—Navy Military Funerals (NAVPERS 15555) table of contents.

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APPENDIX A: TABLE OF ENTITLEMENT FOR MILITARY FUNERALS

*Not entitled to burial in any national cemetery by virtue of this position alone. See the Act of 14 May 1948 (62 Stat. 234,24 U.S.C. 281) and AR 290.5.

Figure 4-30 .—Table of entitlement for military funerals from NAVPERS 15956 (Appendix A).

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Section 13—Miscellaneous

Section 14—Mass Burials

Appendix A—Table of Entitlements forMilitary Funerals

The Table of Entitlements for MilitaryFunerals (Appendix A) is shown in figure 4-30.NOTE: Specific guidelines of NAVPERS 15956are outlined in Personnel Support, Module I(NAVEDTRA 287-01-45-82).

NAVAL GENERALLIBRARY MANUAL

The Naval General Library Manual (NAVED-TRA 38021) guides the administration, operation,and maintenance of a coordinated Navy andMarine Corps general library system and pro-gram. There are 15 chapters and 4 appendixes inthis manual:

Chapter 1—Introduction

Chapter 2—Administrative Responsibility

Chapter 3—Library Resources Manage-ment

Chapter 4—Funding

Chapter 5—Standards for Libraries

Chapter 6—Collection Development

Chapter 7—Gifts

Chapter 8—Control of Library Materials

Chapter 9—Technical Processes

Chapter 10—Interlibrary Loan Policies

Chapter 11—Technical Support Visits andInspections of Naval General Libraries

Chapter 12—Hospital Library Service

Chapter 13—Library Servicetional Centers and Facilities

Chapter 14—Film Program

to Correc-

Chapter 15—Shipboard Libraries andSmall General Libraries Ashore

Appendix A—Policies and Criteria

Appendix B—Collection Development

Appendix C—Control and Processing

Appendix D—Space, Equipment, andSupplies

Figure 4-31 was extracted from the NavalGeneral Library Manual (Chapter 2) and showsthe areas of responsibility y for regional librarians.NOTE: Shipboard library procedures are ex-plained in Personnel Support, Module I(NAVEDTRA 287-01-45-82).

MARINE CORPS PUBLICATIONS

As previously discussed in Chapter 1 of thismodule, Religious Program Specialists may alsoserve at Marine Corps bases both in the conti-nental United States and at overseas locations.Therefore, RPs need to familiarize themselveswith the publications and directives that are usedin the Marine Corps as soon as possible afterreporting for a tour of duty with the Marines.

It should be noted that comprehensiveguidance concerning doctrinal and related publica-tions for use within the Marine Corps iscontained in Doctrinal Publications Guide(FMFM 0-3). This manual includes informationon the management of the Marine Corps publica-tions (authority, preparation, publication, andreview); the relationship of other service publica-tions; and a summarized compilation of doctrinalinformation applied to operations. FMFM 0-3consists of the following 10 chapters:

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Chapter 1 —Introduction

Chapter 2—Fleet Marine Force/Organiza-tions

Chapter 3—Landing Force PlanningProcedures

Chapter 4—Combat Records and Reports

Chapter 5—Communications

REGIONAL LIBRARIAN AREAS OF RESPONSIBILITY

Groton, Ct Maine, New Hampshire, Connecticut, Rhode Island, Illinois,Pennsylvania, New Jersey, Indiana, Delaware, Newfoundland,Iceland, Bermuda, Azores, United Kingdom, Crete, MiddleEast, Europe

Norfolk, VA Virginia, West Virginia, Maryland, North Carolina, NavalDistrict (Washington, DC), Cuba

Charleston, SC Georgia, South Carolina, Florida, Mississippi, Louisiana,Texas, Tennessee, Puerto Rico, Bahamas, West Indies,Virgin and other Caribbean Islands, Panama

San Diego, CA California South of Big Sur, Arizona

San Francisco, CA California (Big Sur and Lemoore North), Oregon, Washington,Nevada, Alaska

Pearl Harbor, HI Hawaii, Midway, Marianas, Philippines, Japan, Okinawa,Taiwan, Korea, Australia, New Zealand, all other Pacific,Indian Ocean, and Asian locations

Figure 4-31.—Areas of responsibility of regional librarians from Naval General Library Manual (NAVEDTRA 38021).

NOTE: “Orders” and “bulletins” are issuedin the Marine Corps Directives System and havethe same effect as “instructions” and “notices”issued in the Navy Directives Issuance System.

Chapter 6—Combat Intelligence

Chapter 7—Operations

Chapter 8—Fire Support

Chapter 9—Marine Aviation Operations

Chapter 10—Combat Service Support

The Marine Corps Directives System (MCOP5215.1) publication establishes policies andstandards on the operation and maintenance ofthe Marine Corps Directives System. It isdesigned to prescribe uniform methods forissuance, filing, and maintenance. MCO P5215.1consists of the following four sections:

Section I—Definitions and Responsibilities

Section II—Preparation of Directives

Section III—Maintenance of Directives

Section IV—Formats

DIRECTIVES ISSUANCE SYSTEM

Although the majority of command directivesare prepared and typed in the administrativeoffice, the RP is required by occupationalstandards to be familiar with the various types ofdirectives. A standard method of issuing direc-tives in the Navy is provided in the Departmentof the Navy Directives Issuance System (SEC-NAVINST 5215.1). As stated earlier in thischapter, separate issuance of Marine Corps direc-tives is contained in MCO P5215.1. The remain-ing sections of this chapter will be used to discussthe guidelines outlined in SECNAVINST 5215.1.NOTE: The formats of directives are intended tofollow those of the naval letter. Therefore, theprovisions of the Department of the Navy Cor-respondence Manual (SECNAVINST 5216.5) alsoapplies to directives.

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SCOPE OF SYSTEM

The Directives Issuance System contains thestandard procedures and formats used topromulgate policy, procedural, and informationalreleases in the Department of the Navy. Adirective:

Prescribes or establishes policy, organiza-tion, conduct, methods, or procedures.

Requires action or sets forth informationessential to the effective administration or opera-tion of activities concerned.

Contains authority or information thatmust be promulgated formally.

The types of directives used in the Navy Direc-tives Issuance System are INSTRUCTIONS,NOTICES, and CHANGE TRANSMITTALS.

An INSTRUCTION is a directive containingauthority or information having continuingreference value, or requiring continuing action.It remains in effect until superseded or otherwisecanceled by the originator or higher authority.NOTE: The equivalent to an INSTRUCTION inthe Marine Corps is an ORDER.

A NOTICE is a directive of a one-time or briefnature which has a self-canceling provision. It hasthe same force and effect as an INSTRUCTION.It will usually remain in effect for less than 6months, but is not permitted to remain in effectfor longer than 1 year. Any requirement for con-tinuing action contained in a NOTICE, such asthe submission of a report, use of a form, orfollowing a specified procedure, is considered tobe canceled when the NOTICE is canceled, unlessthe requirement is incorporated into anothersuitable document. NOTE: The equivalent to aNOTICE in the Marine Corps is a BULLETIN.

A CHANGE TRANSMITTAL is the mediumused to transmit changes to an INSTRUCTIONor, under extenuating circumstances, a NOTICE.Each CHANGE TRANSMITTAL describes thenature of the changes it transmits and gives direc-tions for making them.

ADMINISTRATION OF THEDIRECTIVES ISSUANCE SYSTEM

The Directives Issuance System is managedfrom an overall standpoint by the Chief of Naval

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Operations (CNO). It is the specific respon-sibility of the CNO to:

Provide for needed improvements andchanges in the system.

Provide guidance and technical assistanceto Department of the Navy components indeveloping, installing, operating, and improvingthe system.

Coordinate with headquarters organiza-tions, recommendations for changes in policies,standards, and procedures.

Issuing Authority

The issuing authority (the official by whoseauthority and under whose title a directive isissued) ensures compliance with the DirectivesIssuance System. This individual also promulgatesinternal procedures necessary for administeringthe system. It is the specific responsibility of theissuing authority to:

Ensure that directives are issued to docu-ment programs, functions, organizations, policies,and procedures.

Ensure that all directives conform toDepartment of the Navy policies and regulations,and to statutory requirements.

Conduct annual and other reviews toensure that the system’s requirements are beingmet.

Provide training for personnel who draft,review, prepare, and maintain directives.

Issue a conversion table showing the oldand new identifications of directives when theofficial name of an activity is changed, or whenactivities are consolidated or divided.

Ensure that directives are automaticallyfurnished to a newly established activity or anactivity moved from one command to another.

Directives Control Point

Each command has a directives control pointwhich evaluates the system’s operations within the

individual organization on a continuing basis.This control point analyzes directives and makesrecommendations for improvements whenappropriate. The ship’s secretary is usuallydesignated as the directives control point of con-tact aboard ship. At shore commands, theadministrative officer normally performs thisfunction. It is the specific responsibility of theindividual designated as the directives controlpoint of contact to:

Review each directive prior to signature toensure compliance with directives standards,including preparation for proper signature,clearances, format, identification, securityrequirements, editorial standards, subjectnumbers, and references.

Ascertain correctness, need, complete-ness, and overlap of, or conflict with otherdirectives.

Assign consecutive numbers to new in-structions after signature.

Ensure dating of new instructions aftersignature and prior to issuance.

Review proposed distribution of eachdirective to ensure that it is appropriate andaccurate in order to avoid overdistribution orunderdistribution.

Ensure arrangements are made forreproduction, distribution, and stockingdirectives.

Maintain a master up-to-date set of allincoming and outgoing directives.

Review checklists to ensure correctness ofdirectives addressed to the organization.

Obtain a complete set of all applicabledirectives upon activation or commissioning.

Issue annual numerical checklists,quarterly additions and deletions, and annualalphabetical subject indexes of effective instruc-tions the organization has issued.

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LETTER-TYPE DIRECTIVES

Table 1 of SECNAVINST 5215.1 contains thestandard requirements for the preparation,identification, promulgation, and distribution ofletter-type directives. Figures 4-32 through 4-36present the standard formats for letter-type direc-tives discussed in Table 1 of SECNAVINST5215.1.

SPECIAL-TYPE DIRECTIVES

Table 2 of SECNAVINST 5215. 1 contains thestandard requirements for the preparation,identification, promulgation, and distribution ofspecial-type directives. There are basically threetypes of special-type directives. They are:

MESSAGE-TYPE DIRECTIVE—Figure4-37 shows Table 2 (SECNAVINST 5215.1)guidelines.

PUBLICATION-TYPEFigure 4-38 shows Table 25215.1) guidelines.

DIRECTIVE—(SECNAVINST

JOINT DIRECTIVE—Figure 4-39 showsTable 2 (SECNAVINST 5215.1) guidelines.

SUMMARY

It is the responsibility of the Religious Pro-gram Specialist to ensure that the office of thechaplain has access to the publications anddirectives needed to support the CommandReligious Program. The first sections of thischapter contain general information on thevarious publications and directives that areused to conduct business in the office of thechaplain.

The Directives Issuance System is explainedin the latter sections of this chapter. Selectedexamples of letter-type directives are provided toindicate the importance of using the properformat in preparing directives. This chapter is con-cluded with a brief discussion on special-typedirectives.

95.32Figure 4-32.—Sample Instruction.

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95.33Figure 4-33.—Sample continuation page of an Instruction.

4-40

95.34Figure 4-34.—Sample Notice.

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95.35Figure 4-35.—Sample Change Transmittal.

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95.46Figure 4-36.—Sample Change Transmittal covering repetitive changes to a Directive.

4-43

95.45AFigure 4-37.—Table 2 (SECNAVINST 5215.1) guidance on Message-Type Directive.

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Figure 4-38.—Table 2 (SECNAVINST 5215.1) guidance on Publication-Type Directive.

4-45

95.45CFigure 4-39.—Table 2 (SECNAVINST 5215.1) guidance on Joint Directives.

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CHAPTER 5

CORRESPONDENCE PREPARATION

A Religious Program Specialist is required byoccupational standards to type and route officialcorrespondence prepared in the office of thechaplain. It is therefore extremely important forthe RP to know the proper procedures forpreparing naval correspondence.

Policies, procedures, and guidance forpreparing correspondence are presented in theDepartment of the Navy Correspondence Manual(SECNAVINST 5216.5). This manual containsspecific preparation instructions concerningletters, endorsements, memoranda, and messages.

This chapter will cover the guidelinescontained in SECNAVINST 5216.5; the formatof a naval letter including authorized variations;the requirements for using special types ofcorrespondence; the format of a business styleletter; and the basic rules of grammar.

OFFICE OF THE CHAPLAINCORRESPONDENCE

Religious Program Specialists are normallytasked with typ ing and proo freadingcorrespondence prepared in the office of thechaplain in support of the Command ReligiousProgram (CRP). It should be noted that thereligious program is a “command” responsibility.Therefore, correspondence involving the Navyand/or Marine Corps is considered to be officialcorrespondence. Official correspondence isusually prepared for the signature of thecommanding officer.

As was noted in Chapter 4 of this module, “Bydirection” signature authority is generally grantedto the command chaplain by the commandingofficer concerning routine matters and officialcorrespondence relating to the CRP. Suchcorrespondence officially comes from thecommanding officer. This means that recipientswill usually handle the correspondence as if it werewritten by the commanding officer. A chaplain’s

signature “By direction” is not followed by hisor her rank or office since the chaplain is signingthe correspondence for the commanding officer.

Before proceeding to a discussion on thepreparation of correspondence, it is important tonote again that chaplains also originate bothpastoral and professional correspondence.Pastoral correspondence relates to the chaplain’spastoral relationship with personnel of thecommand, dependents, or civilians. A businessstyle format and the chaplain’s own name are usedfor this type of correspondence. Since thechaplain’s pastoral role rather than the officer roleis involved, the signature maybe followed by theidentification, “Chaplain, U.S. Navy,” ratherthan the official rank and Chaplain Corpsdesignation (CHC).

Professional correspondence is between twoor more chaplains, or between a chaplain and anyofficer/enlisted service member, which relates toprofessional matters within the Chaplain Corps.A business style format and the chaplain’s ownname are also used for this type of corre-spondence.

The next sections of this chapter containinformation concerning a standard naval letter,variations of the naval letter, special types ofcorrespondence, and a business letter. It isimportant to remember that complete guidelinesand procedures for preparing naval corre-spondence are contained in the Department of theNavy Correspondence Manual (SECNAVINST5216.5).

STANDARD NAVAL LETTER

The standard naval letter is normally used inwriting officially to addressees within theDepartment of Defense. It may also be used inwriting to other addressees who are known to haveadopted similar formats. The standard or typicalnaval letter is from one originator to one addresseeand is usually referred to as the naval letter.

5-1

With only slight variations, the same formatis used to prepare the joint letter, multiple-addressletter, and the endorsement. It is also used toprepare memoranda and to a lesser extent suchother special types of naval correspondence as thespeedletter and the telecommunication message.

Since the style of the standard naval letter setsthe pattern for all types of correspondence,including the business letter, it is important forthe RP to be familiar with the procedures usedin preparing a naval letter. The proper proceduresand format for the preparation of the naval letterare explained in the next sections.

Stationery

The first page of a naval letter is written onletterhead stationery of the activity of the chiefofficial under whose title it is written. Figure 5-1shows examples of various letterhead stationery.If printed letterhead stationery is not available,the letterhead is typed or stamped in the top centerof the page beginning on the fourth line from thetop of the page. Second and succeeding pages aretyped on plain bond paper which is similar to theletterhead stationery in size, color, and quality.

Copies

White and colored tissues (manifold sheets)are used for additional copies of naval letters. Therequired number of copies of a naval letter isdetermined by the type and number of addresseesand the local processing and filing practices.Although the necessary number of copies mustbe determined separately for each letter, thefollowing copies are normally required:

GREEN.—One copy is required for theofficial files. NOTE: A designated reproducedcopy may be used as the file copy when coloredtissues are not available.

WHITE.—One copy is required for each“via” addressee and each “copy to” addressee.

as for the first page. NOTE: Figures 5-2 and 5-3are used for explanation purposes for theremainder of the discussion in regard to the navalletter.

General Style

No salutation or complimentary close appearson a naval letter. The letter is prepared in blockstyle without indenting except for the first linesof subparagraphs or for extensive quotations.

Identification Symbols

The location of the identification symbols isgoverned by the “refer to” line when it is printedon the stationery. Figure 5-1 shows three examplesof letterhead stationery with printed “refer to”lines and one example where the “refer to” lineis not printed on the stationery. The followingentries may be contained in the identificationsymbol:

ORIGINATOR’S CODE.—An originator’scode serves as a basic identification symbol andis formed according to local instructions. Itappears on all outgoing correspondence exceptcorrespondence that is prepared for the Secretaryof the Navy’s signature. The group of letters“PBX:ABC:PLM” is the originator’s code infigure 5-2. Hull numbers may be used as theoriginator’s code for ships.

FILE NUMBER.—The use of a file numberis optional on the naval letter. It is blocked belowthe originator’s code when used. A file numberis normally used when the originator wishes to beincluded on return correspondence. The number“5216” is the file number in figure 5-2. A listingof file numbers is contained in Department of theNavy Standard Subject Identification Codes(SECNAVINST 5210.11). The specific contentsof this instruction are contained in Chapter 3 ofthis module.

Margins SERIAL NUMBER.—A serial number is anoptional entry on unclassified naval letters. It is

On the first page of a naval letter (figure 5-2), blocked below the file number or below thethe left and right margins are one inch and the originator’s code when there is no file number.bottom margin is at least one inch. On the second The purpose of a serial number is to assistand succeeding pages (figure 5-3), the margin at commands in identifying and locatingthe top is one inch and other margins are the same correspondence. There is no serial number in the

5-2

95.17A

Figure 5-1.—Letterhead Stationery.

5-3

95.17.1Figure 5-2.—Unclassified Naval Letter (First Page).

5-4

95.17.2Figure 5-3.—Unclassified Naval Letter (Second and Succeeding Pages).

5-5

example shown in figure 5-2. The abbreviation“Ser” precedes the serial number when one isused.

If a “refer to” line is not printed on thestationery, the identification symbols are placedat the right side of the page one line below thelast line in the letterhead. The symbols are typedbeginning approximately two inches from theright side so that a one-inch margin is maintained.They are arranged in block style in the orderdescribed for symbols that follow a printed “referto” line.

Dating the Letter

The date is typed or stamped on the right sideof the page just below, and blocked with the lastline of the identification symbols. Correspondenceis dated with the date on which it is signed.

Special Postal Service

If special postal service is used, the appropriatedesignation (AIRMAIL, REGISTERED MAIL,CERTIFIED MAIL, or SPECIAL DELIVERY)is typed in capital letters or stamped at the leftmargin on the fourth line below the last line ofthe address in the letterhead. The designation“REGISTERED MAIL” is the special postalservice in figure 5-2.

“From” Line

The use of a “From” line is optional exceptwhen there is a specific need to include it. Whena “From” line is used, it should include only thatinformation, which together with the letterhead,will provide sufficient title and address for replywithout reference documents having to beconsulted. This line identifies, by title, the officialin charge of the component of the Departmentof the Navy originating the letter.

The “From” line is typed on the third linebelow the designation of postal service in anunclassified naval letter. It is placed on the seventhline below the last line of the letterhead addresswhen there is no postal service designation. Twospaces are inserted between the colon after the“From” and the beginning of the originator’stitle.

Titles in the “From” line follow the formsshown in the Standard Navy Distribution List,Catalog of Naval Shore Activities (OPNAV

5-6

P09B2-105); the Standard Navy Distribution List,Operating Forces of the Navy, Unified andSpecified Commands, U.S. Elements ofInternational Commands (OPNAV P09B2-107);and in the List of Marine Corps Activities (MCOP5400.6).

“To” Line

Official correspondence intended for the incumbent of an office, and pertaining to thatoffice, is addressed to that individual by title andnot by name. The title is written in the samemanner as on the “From” line. Sufficientinformation is given to ensure that the letter isdelivered expeditiously.

The “To” line is placed on the line below the“From” line. If there is no “From” line, the“To” line is placed in the same position as thatprescribed for the “From” line in the precedingsection. Four spaces are inserted between thecolon after the “To” and the beginning of theaddressee’s title.

“Via” Line

The use of a “Via” line is optional. It is usedwhen it is necessary to have the letter endorsedby one or more addressees before it is receivedby the ultimate addressee indicated in the “To”line.

The “Via” line is placed on the line below the“To” line. When there is more than one “via”addressee, each one is numbered with Arabicnumerals enclosed in parentheses. These numeralsindicate the sequence through which thecorrespondence is to be sent.

“Subject” Line

The abbreviation “Subj” is used to introducea topical statement of the subject and nature ofthe correspondence. Only the first word and anyproper nouns are capitalized. The “Subj” line istyped on the second line below the last line of the“via” entry, or of the “To” entry if there is no“Via” line.

“Reference” Line

A “Reference” line is an optional entry on anaval letter. The abbreviation “Ref” is used toindicate that previously prepared material is being

cited in the correspondence. References are listedin the order in which they are mentioned in thetext of the correspondence. They maybe listedin chronological order when the sequencers notsignificant.

The “Ref” line is typed on the second linebelow the last line of the “Subj” line. When thereis more than one reference, each is lettered withsmall letters (a, b, c, etc.) enclosed in parentheses.

Only those references that contribute to theunderstanding of the letter are listed. Referencesmay include: written communications, publica-tions and documents which are available to theaddressees, telephone conversations, meetings,and other verbal exchanges. References should notbe used if they are not referred to in the text ofthe correspondence.

If only part of a long document is significantto the letter, the applicable chapter, section, orparagraph is designated. The abbreviation“NOTAL” (not to all) is enclosed in parenthesesand added to the reference when a reference hasnot been distributed to all addressees.

“Enclosure” Line

The “Enclosure” line is an optional entry onnaval letters. The abbreviation “Encl” is used tointroduce a listing of material included with thebasic letter. Enclosures are numbered with Arabicnumbers in parentheses and are listed usually inthe order of appearance in the text of thecommunication.

The “Encl” line is typed on the second linebelow the “Ref” line or below the “Subj” linewhen no “Ref” l ine is included in thecorrespondence. An enclosure is never listed asa reference in the same basic letter.

Text

The text or body of the letter begins on thesecond line below the last line of the “Encl,”“Ref,” or “Subj” lines as the case may be.Paragraph headings should be used in long lettersto facilitate review.

Paragraphing

Each paragraph is numbered flush at the leftmargin with an Arabic numeral followed by aperiod and two spaces, All paragraphs are single

spaced with double spacing between paragraphsand subparagraphs. A paragraph is not begun atthe bottom of a page unless there is space for atleast two lines of the text on the page; and unlessat least two lines are carried over to the next page.

Signature

Signature information is typed or stamped inblock style beginning on the fourth line below thelast line of the text in the center of the page. Allsignature names are typed in capital letters in themanner preferred by the signer.

Neither the grade nor functional title of thesigning official is normally shown in the signatureexcept that a functional title is added for a chiefof staff, a deputy, an assistant chief, or a similarofficial authorized to sign correspondence withoutthe use of the phrase “By direction.” This alsoapplies to executive officers or similar officialsauthorized to sign orders affecting pay andallowances.

“Copy to” Line

A “Copy to” line is an optional entry on anaval letter. It is typed at the left margin on thesecond line below the last line of the signatureinformation. Activities receiving copies are listedpreferably by abbreviated titles beginning on theline below the “Copy to” notation at the left handmargin.

Originals and any information copies whichare addressed outside an organization normallydo not show the internal offices to whichinformation copies have been sent. However,processing and file copies show the completedistribution. The notation “Blind copy to” issubstituted for or used in addition to the notation“ c o p y t o ” and is typed with the applicableaddressees as shown in figure 5-3.

Paging

The first page of an unclassified naval letteris not numbered. Second and succeeding pages arenumbered consecutively with Arabic numeralsbeginning with the numeral “2” (figure 5-3)centered 1/2 inch from the bottom of the page.Numerals are typed without punctuation marks.

5-7

95.19Figure 5-4 .—Classified Naval Letter.

5-8

Identification of Secondand Succeeding Pages

Memoranda

For identification of second and succeedingpages, the originator’s code and file or serialnumber are repeated at the top of the page. Theyare typed in block style on the right side one inchfrom the top and beginning two inches from theright edge; or moved to the left as necessary tomaintain a one-inch margin.

The serial number is used for instanceswhen a file number is not used. When neither afile or serial number is used, the date is addedbelow the originator’s code. This information isfollowed by a repeat of the “Subj” line as shownin figure 5-3.

Assembly of the Letter

Letters of two or more pages are assembledin accordance with local activity practices beforethey are presented for signature. The signaturepage should be tabbed to facilitate signing if theyare assembled in natural order.

Classified Naval Letters

Figure 5-4 shows an example of a classifiednaval letter. If an occasion arises where the RPis required to type a classified letter, personnelin the administrative office should be consulted.

VARIATIONS OF THENAVAL LETTER

There are several variations to the basic navalletter that are frequently used in the Navy. Anexample of a joint letter is shown in figure 5-5;a multiple-address letter in figure 5-6; and anendorsement in figure 5-7. Specific instructionson preparing these variations are contained in theDepartment of the Navy Correspondence Manual(SECNAVINST 5216.5).

SPECIAL TYPES OF NAVALCORRESPONDENCE

Besides the basic naval letter and its variations,the RP should be familiar with other special typesof correspondence used in the Department of theNavy. These additional types of correspondenceare explained in the following sections.

5-9

Except as indicated in SECNAVINST 5216.5,a memorandum is prepared generally in the samemanner as a naval letter. There are severalmemorandum formats which can be used.

“ F R O M - T O ” M E M O R A N D U M . — A“From-To” memorandum is normally used forinformal communications between subordinateswithin the same activity. It may be directed to oneor more addressees. The first page of a “From-To” memorandum may be typed on plain bondpaper, on the Department of the NavyMemorandum Form (OPNAV 5216/144) shownin figure 5-8, or on letterhead paper(figure 5-9).

“MEMORANDUM FOR” MEMORAN-DUM.—The “Memorandum For” memorandumis used for more formal communications betweenhigh level officials such as the Secretary ofDefense, the Secretary of the Navy, or one of theirexecutive assistants. The “Memorandum For”memorandum is prepared on letterhead stationeryas shown in figure 5-10.

“ 2 - W A Y L E T T E R / M E M O ” M E M O -RANDUM.—The “2-Way Letter /Memo”memorandum may be used as a routine letter oras a “From-To” memorandum. It is typed on a2-Way Letter/Memo Form (OPNAV 5216/146)and is used only for a communication whichrequires a reply. NOTE: This type o fmemorandum is not generally used in the officeof the chaplain.

Speedletter

A speedletter is a form of navalcorrespondence used for urgent communicationwhich does not require electrical transmission. Itsprimary purpose is to call attention to thecommunication so that it will be given priorityhandling by the recipient. Speedletters areprepared on the standard Naval Speedletter Form(OPNAV 5216/145) shown in figure 5-11.

Message

The naval message is used only wheninformation is of urgent nature and must betransmitted rapidly. A message should not be usedif the necessary information can reach its

95.26Figure 5-5 .—Joint Letter.

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95.27Figure 5-6.—Multiple-Address Letter.

5-11

95.24Figure 5-7.—Endorsement.

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95.62 Figure 5-8.—“From-To” Memorandum on an OPNAV Form 5216/144.

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Figure 5-9.— 95.59A“From-To’’ Memorandum on Letterhead Stationery.

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95.60

Figure 5-10.—“Memorandum For” Memorandum.

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Figure 5-11.— Naval Speedletter Form OPNAV 5216/145.

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95.28

destination in time for proper action whenforwarded by letter or speedletter.

Naval messages are prepared in accordancewith communication instructions and relatedpublications issued by the Chief of NavalOperations. Details on the drafting and handlingof messages are furnished by local communicationactivities. Figure 5-12 shows an example of a navalmessage form (DD 173/2).

BUSINESS LETTER

The business letter is used’ for correspondenceaddressed to persons or agencies outside theDepartment of Defense who have not adopted orare unfamiliar with the naval form ofcorrespondence. As stated earlier, chaplains alsouse the business form for pastoral andprofessional correspondence. Figure 5-13 showsan example of an unclassified business letter.

NOTE: The material contained in theGrammar section of this chapter will NOTbe tested on rating examinations. However,it is included to provide Religious ProgramSpecialists with additional knowledge inorder to assist them in handlingcorrespondence.

GRAMMAR

The word “grammar” has many meanings.For example, it may be defined as:

A branch of linguistic study that deals withthe classes of words.

A manner of speaking or writing thatconforms to rules.

Speech or writing that is preferred.

Each RP needs to be familiar with the basic rulesof grammar in order to help ensure that thecorrespondence which is originated in the officeof the chaplain is prepared properly. A briefoverview of the basic rules of grammar will beprovided in the following sections. This overviewis designed to emphasize the importance of usingcorrect English in correspondence preparation.

PARTS OF SPEECH

Eight parts of speech are contained in theEnglish language. Words that are used orally andin written correspondence are classified under oneof the following parts of speech:

Noun

Pronoun

Adjective

Verb

Adverb

Preposition

Conjunction

Interjection

The following sections will be devoted to definingeach part of speech. Several examples will beprovided for clarification purposes.

Noun

A noun identifies a person, place, thing,quality, or idea. Nouns may be used as bothsubjects and objects of the verb in sentences. Forexample:

The command chaplain supervises theprogram for the commanding officer.

The council members informed theadministrator of the chapel fund of the Protestantgroup’s desires.

“Chaplain” and “members” are subjects and“program” and “administrator” are objects inthese two examples.

Pronoun

A pronoun is a word that is used in place ofa noun, or as a substitute for a noun. Pronounsprovide variety in expressions and thereby avoidrepetition and monotony that would result fromthe continuous use of the same word. The noun

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31.47(95F)Figure 5-12.—Naval Message Form DD 173/2.

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95.31AFigure 5-13.—Unclassified Business Letter.

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for which the pronoun is used is known as theantecedent. Several of the common pronouns are:I, we, you, he, she, it, they, and them.

The following examples show a pronounreplacing a noun.

The command chaplain supervises theprogram for the commanding officer. Shesupervises the program for the commandingofficer.

The council members informed theadministrator of the chapel fund of the Protestantgroup’s desires. They informed the administratorof the chapel fund of the Protestant group’sdesires.

In the first example, the pronoun “she”replaced the noun “chaplain.” “Chaplain” is theantecedent of the pronoun “she.” In the secondexample, the pronoun “they” replaced the noun“members. “ “Members” is the antecedent of thepronoun “they.”

Adjective

An adjective is a word thator describe a noun or pronoun,

is used to modifyTo modify means

“to limit” or make more definite the meaning ofthe word. For example:



The adjective “command” modifies the noun“chaplain” in the first example, and the adjective“council” modifies the noun “members” in thesecond example.

Adjectives may modify nouns or pronouns inonly one of three ways:

1. By telling “what kind.” For example: blueuniform, large base, strong wind.

2. By pointing out “which one.” Forexample: this chaplain, that suggestion.

3. By telling “how many.” For example:several reasons, ten ships.

The normal position of an adjective is directlybefore the word it modifies. Occasionally, forstylistic reasons, a writer may place an adjectiveafter the word it modifies.

Verb

A verb is a word that affirms or predicatessomething. Predicate comes from the Latin wordthat means to proclaim or to preach. The wordverb is derived from Latin and actually means“word . ” Therefore, the verb is a word thatpreaches, proclaims, or asserts the existence of thesubject, or asserts action by or against the subject.For example:



“supervises” and “informed” are verbs in thesetwo examples.

Adverb

An adverb is a word, phrase, or clause thatis used to modify a verb, an adjective, or anotheradverb. For example:

The chaplain spoke clearly.

The chapel fund administrator’s draftappears to be a more complete report.

This applicant was most stronglyrecommended for conversion to the RP rating.

The adverb “clearly” modifies the verb “spoke”in the first example; the adverb “more” modifiesthe adjective “complete” in the second example;and the adverb “most” modifies the adverb“highly” in the third example.

Preposition

A preposition is a word used to show therelation of a noun or pronoun to some other wordin the sentence. The preposition always appearsin a phrase, usually at the beginning. The nounor pronoun at the end of the prepositional phrase

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is the object of the preposition that begins the It is normally followed by an exclamation pointphrase. For example: when it is not included in the body of the sentence.

For example: The chaplain is the director of the religious

program. I fear, alas, that something has happenedto him!

“Of” is the preposition and the noun “program”is the object of the preposition in this example.The preposition “of” connects the prepositionalphrase (of the religious program) to the noun“director.” Several of the most common “single”prepositions are: at, by, of, in, on, to, for, from,into, with, about, before, behind, during, except,around, against, beside, between, and through.

Some expressions that are used as prepositionsconsist of two or more words. These prepositionsare referred to as “compound prepositions.” Afew of the most common compound prepositionsare: as to, as for, according to, along with,because of, by way of, in addition to, inaccordance with, instead of, in case of, in placeof, in regard to, in respect to, and in compliancewith.

Conjunction

A conjunction is a word that is used to connectother words, phrases, or clauses. For example:

The RP issued paper and pencils.

She walked out of the office andinto the chapel complex.

The bell sounded and we began to work.

The word “and” is the conjunction in all threeof these examples. This word is used to connectthe words “paper” and “pencils” in the firstexample; the phrases “out of the office” and“into the chapel complex” in the second example;and the clauses “The bell sounded” and“we began to work” in the third example.

Alas! I fear that something has happenedto h im!

THE SENTENCE

A sentence is a group of words that are usedtogether to express or convey a complete thought.It may include any of the eight parts of speech;however, the parts of speech that are used mustbe combined accurately to form a correctsentence. The two essential elements of a sentencethat are used to express a complete thought are thesubject and the predicate. NOTE: Besides thesubject and predicate, sentences may also containclauses and/or phrases. A clause is a group ofwords that contains a subject and predicate andis used as a part of the sentence. The main clauseexpresses a complete thought and can stand aloneas a sentence. Subordinate clauses do not expressa complete thought and must always be used inconjunction with a main clause. A phrase is agroup of words that is used as a single part ofspeech. It does not contain a verb and its subjectis not complete in itself. A phrase cannot standalone.

Subject

The subject is a word or a group of wordsabout which something is being said. It is thesubject of the discourse and names the person orthing about which the author of the sentence iswriting. The subject may be either a single word(simple subject) or several words (completesubject). For example:

Sailors travel.

Interjection The command chaplain supervises theprogram for the commanding officer.

An interjection is a word that expresses strongfeeling or sudden emotion. It may be placed “Sailors” is the simple subject in the first examplewithin the body of the sentence or it may precede and “chaplain” is the simple subject in the secondthe sentence. When it is included in the body of example. “Command chaplain” is the completethe sentence, it is usually followed by a comma. subject in the second example.

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Predicate sentences and not change the meaning. Forexample:

The predicate is a word or a group of wordsthat state something about the subject andincludes everything in the sentence that is notincluded in the complete subject. This means thatthe complete predicate includes the simplepredicate with its modifiers and the object withits modifiers. For example:

Sailors travel.


“Travel” is the simple predicate in the firstexample and “supervises” is the simple predicatein the second example. “Supervises the programfor the commanding officer” is the completepredicate in the second example.

The chapel fund administrator is rewritingthis instruction.

He will submit his draft to the commandchaplain for approval.

COMPLEX SENTENCE.— The complexsentence is one that consists of at least oneindependent clause and one or more dependentclauses. Major emphasis is placed on theindependent clause and the dependent clause gainsits meaning from the independent clause. Theclauses in a complex sentence that has only twoclauses are joined by a subordinating conjunction.For example:

You earn money while you work.

“While” is the subordinating conjunction in thisClassification of Sentences example. “You earn money” is the independent

clause and “while you work” is the dependentclause.

Sentences may be classified according tostructure (simple, compound, complex, and COMPOUND-COMPLEX SENTENCE.—compound-complex) or according to meaning A compound-complex sentence consists of a(declarative, imperative, interrogative, and compound sentence (one with two or moreexclamatory). These classifications are discussed independent clauses) and at least one dependentin the following paragraphs. clause. For example:

SIMPLE SENTENCE.— A simple sentence isone that consists of a single independent clauseand no subordinate clauses. The simple sentencealways contains one subject and one verb. Forexample:

The command chaplain supervised theprogram.

COMPOUND SENTENCE.— A compoundsentence has two or more independent clauses thatare related in thought and joined by one or morecoordinating conjunctions. For example:

The chapel fund administrator is rewritingthis instruction, and he will submit his draft tothe command chaplain for approval.

Some of the employees who worked duringthe war years have retired, but many of them arestill employed in the same office.

The words “who worked during the war years”form the dependent clause. “Some of theemployees have retired” and “many of them arestill employed in the same office” are theindependent clauses and could stand alone as twocomplete sentences.

DECLARATIVE SENTENCE.— A declara-tive sentence is one that makes a statement. Sucha sentence ends with a period. The normalgrammatical order of the parts of a declarativesentence is the subject first followed by thepredicate with all its modifiers. For example:

I found her book on my desk.“And” is the coordinating conjunction in thisexample. It should be noted that the above “I” is the subject; “found” is the predicate; andexample could have been written as two complete “book” is the object in this example.

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IMPERATIVE SENTENCE.— An imperativesentence is one that gives a command or makesa request. The subject of an imperative sentenceis seldom expressed. The word you, understood,is the subject when a subject is not used. A periodis normally used at the end of an imperativesentence; however, it may be followed by anexclamation point if it is an emphatic command.For example:

Read that exercise.

Stop!

The word you, which is understood, is the subjectin both of these examples.

INTERROGATIVE SENTENCE.—Aninterrogative sentence is one that asks a question.The normal grammatical order of the words isinverted in an interrogative sentence and thesentence may begin with either a verb or an adverbwith the subject following. An interrogativesentence ends with a question mark. For example:

Did you hear the bell sound?

Where did you file the incoming letter?

“Did” is the verb in the first example and“Where” is an adverb in the second example.“You” is the subject in each sentence.

E X C L A M A T O R Y SENTENCE.—Anexclamatory sentence is a complete sentence thatexpresses surprise, excitement, or other strongemotion. The order of the sentence is generallyinverted—the subject and verb are placed near theend. An exclamatory sentence ends with anexclamation point. For example:

What a storm that was!

How wonderful that is for you!

PUNCTUATION

Punctuation is used to make the meaning ofthe sentence clear to the reader. Some marks ofpunctuation are used to indicate, in writtenEnglish, the pauses and stops which the voicemakes in spoken English. They indicate not onlywhere a pause should come, but also the extent of

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the pause. For example, the comma indicates aslight hesitation and the period a longer one.Other vocal inflections are conveyed by thequestion mark and the exclamation point. Theprimary (principal) marks of punctuation are:

Period: .

Comma: ,

Semicolon: ;

Colon: :

Question Mark: ?

Exclamation Point: !

Dash: --

Quotation Marks: “ ”

Parentheses: ( )

Apostrophe:

Period

The period is generally the sign of a “fullstop. ” It is used at the end of declarative andimperative sentences. If a sentence ends with anabbreviation that requires a period, only one markis used for both purposes. The period is also usedafter abbreviations, initials, and abbreviated titlespreceding names. Examples of various uses of theperiod are shown below.

After a declarative or imperative sentence.

It was a cold day. (declarative)

Please write to me. (imperative)

After abbreviations.

Ariz. - doz. - sq. ft.

After abbreviated titles.

Mr. G. E. Coleman, Jr.

Dr. J. B. Holmes

Rev. Edward Smith

It should be noted that some Governmentagency abbreviations and all U.S. Navy rankabbreviations are written without periods. Forexample:

CIA - FBI - FHA - RADM - CAPT - LT

Comma

The comma is that mark of punctuation usedin writing to indicate a slight pause or a separationof words, phrases, or clauses from other parts ofthe sentence that are not closely connected. It isthe most frequently used mark of punctuation.

Examples of various uses of the comma areshown below.

To separate words, phrases, or clausesused in a series in a sentence.

This is an accurate, sturdy, dependablecompass. (words)

Guards are stationed inside the building,at the door, and at the gate. (phrases)

Senior Chief Taylor tried to do the work,but he did not have the right tools. (clausesof a compound sentence).

To separate nonrestrictive clauses

They asked Chief Gibson, who was theinstructor, to explain the material.

To separate an adverbial clause at thebeginning of the sentence.

When Corporal Johns heard the alarm, hewent to his post.

To separate the name of a city, a state, ora county.

Houston, Texas - Escambia County,Florida

NOTE: A comma should also be placed afterthe name of the state in a sentence when the cityand state are used together.

Houston, Texas, is in the South.

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To separate items in a date.

Monday, October 26, 1942

NOTE: A comma should also be placed afterthe year in a sentence when the date and year areused together.

On Monday, October 26, 1942, he startedhis new job.

To separate an appositive (noun orpronoun—often with modifiers—set besideanother noun or pronoun to identify it).

Your friend, Bill, is the coach.

My brother’s car, a sporty convertible, isthe one we like to drive.

To separate parenthetical expressions (sideremarks or comments).

Your suggestion, we are glad to say, hasbeen adopted.

To set off yes, no, well, etc., at thebeginning of a sentence.

Yes, this is my book.

No, Seaman Jones is not here.

Well, what can we do?

To set off persons addressed in a sentence.

What is your opinion, Commander?

I hope, my friend, that you have learneda lesson.

Semicolon

The semicolon and the comma are used inmuch the same way in a sentence. A semicolongenerally serves to indicate a more definite breakin a sentence than that indicated by the comma.Either a comma or a semicolon may be used incompound and complex sentences to separateclauses. The mark used is determined by themeaning and how much of a break is required inthe sentence. The semicolon provides a more

obvious break. Examples of various uses of thesemicolon are shown below.

I do not believe he is guilty; no one whoknows him could believe it.

Mary decided to leave early; therefore, sheset the alarm.

We cannot hope to win with so littlepreparation; nevertheless, we must try.

These commandfollowed exactly;plan will fail.

Colon

instructions must beotherwise our chapel

A colon is a punctuation mark that indicatesanticipation or that directs attention to whatfollows. It serves primarily to introduce certainideas such as a list of items or phrases in a series,clauses in a series, a summary, or a direct orindirect quotation. The words that precede thecolon suggest to the reader what is to follow.Examples of various uses of the colon are shownbelow.

Before a series of items.

The chapel council officials to be chosenare as follows: president, vice president,and secretary.

The normal order of a sentence is always:subject, verb, and object.

Between independent clauses when thesecond clause explains or restates the idea in thefirst.

These chapel pew covers are the mostdurable kind: they are reinforced withstitching and covered with a plasticcoating.

Before a long formal statement.

Petty Officer Rankin made the followingobservation:

The time is coming when . . .

Between the hour and minute.

4:30 P.M.

Between chapter and verse in reference topassages from the Bible.

John 3:16

Between volume and page number of aperiodical or manual.

Library Quarterly 29:82

Question Mark

The question mark is used to indicate that thesentence preceding it is a direct question. In someinstances the question mark is the only means ofdistinguishing between a statement and a question.Examples of various uses of the question markare shown below.

A sentence which asks a question.

Do you know where RP3 Jones went?

A statement containing an indirectquestion.

“What did you say about the chapelbulletin?” she asked.

Exclamation Point

An exclamation point is used as a mark ofpunctuation after an exclamatory word orsentence to express strong sentiments ofvarious types. Generally, the exclamation pointis not used in Government correspondence.Examples of various uses of the exclamation pointare shown below.

A sentence showing strong emotion.

How about that!

An interjection at the beginning of asentence. NOTE: The interjection is usuallyfollowed by a comma.

Oh, there you have me!

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A quotation that is an exclamation.

“What a game that was!”

After words or phrases that have nogrammatical function in the sentence but indicatestrong emotion.

Great Scott ! Is it that late?

Oh! I didn’t know there was anyone in thechapel complex.

Dash

A dash is used to show an interruption withina sentence such as a sudden break, or an abruptchange in thought. It is also used to indicate anunfinished sentence. The dash may also be usedto set off certain words, phrases, or clauses. Adash is used to mean, “namely,” “in otherwords, “that is,” etc., before an explanation.Examples of various uses of the dash are shownbelow.

A dash encloses a thought that sharplyinterrupts the normal flow of the sentence.

The title--if, indeed the poem had atitle--has escaped me.

He might--and according to plansshould--have done the work himself.

A dash is also used to indicate anunfinished word or sentence.

He shouted, “Don’t she--”

Did you hear--?

Quotation Marks

Quotation marks are used to enclose a wordor words of a writer when they are quotedverbatim. These marks are used to’ ‘set off” directquotes and other words from the rest of thesentence. Examples of various uses of quotationmarks are shown below,

A quotation set off from the rest of thesentence.

“We can reach them by telephone,” shesaid.

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A quotation divided into two or moreparts.

“GO home,” he pleaded, “before youcause more trouble. ”

NOTE: Commas and periods are always placedinside the quotation marks.

Semicolons and colons are always placedoutside the quotation marks.

“Jim,” my grandfather said, “you muststop being a burden on your family”; thenhe suggested that I get a job.

The following books are ones Mr. Simsdescribes as “required reading”: the Bible,Milton, and Shakespeare.

Quotation marks are used to enclose thetitles of chapters, articles, etc.

Read chapter 37, “Children’s Poetry.”

I enjoyed Alpert’s story, “The Home ofa Stranger,” in the paper.

NOTE: Book titles and names of magazines areindicated by underlining (italics in print).

Quotation marks are used to enclose slang,technical terms, and expressions that are unusualin standard English.

I heard h im character ized as a“screwball.”

Because his first name was Fiorello, MayorLa Guardia was known as the “littleflower.”

Parentheses

Parentheses are used before and afterexpressions to set them off from the rest of thesentence. The expressions that are set off may bea word, a phrase, or a sentence that is insertedin a sentence as a comment or an explanation. Theparentheses are closely related to the pair ofcommas. They both enclose a grammaticallynonessential element in a sentence or a word,phrase, or clause which changes the normal order

of the sentence. The difference between the useof commas or parentheses is simply a matter ofdegree. Examples of various uses of parenthesesare shown below.

The entire city, which by 1940 had apopulation of 47,000, was placed undermartial law.

The entire city (population 47,000) wasplaced under martial law.

In the second sentence the break is so abruptthat parentheses are more appropriate.

Is it true that there are a few occasions(mark that word “few”) on which suchstress is appropriate?

NOTE: When parentheses come at the end ofthe sentence, the appropriate punctuation shouldbe placed outside the parentheses.

If you are caught speeding, there will be aconfrontation (plus a nice, fat fine).

Apostrophe

The apostrophe is used to show the omissionof one or more letters or figures, as incontractions, the possessive case of words, theplural form of letters that are spoken of as words,and as single quotation marks. Examples ofvarious uses of the apostrophe are shown below.

The apostrophe is used to form thepossessive case of a noun.

father’s opinion

man’s coat

women’s clubs

For singular nouns ending in “s”, it ispermissible to add the apostrophe without the “s”to avoid too many “s” sounds. To form thepossessive case of plural nouns ending in “s”, addonly the apostrophe in all instances.

the boys’ gymnasium

the Jones’ house

The possessive case should be placed at theend of a compound word.

his son-in-law’s work

someone else’s turn

Chief of Engineer’s office

When two or more persons are thought ofas a single combination, the apostrophe and “s”should be added to the last “s” only.

I like to browse in the Warren andForrest’s book store.

As a general rule, nouns denoting thingswithout life should not be used in the possessiveform.

The door of the garage—NOT—thegarage’s door

Exceptions to this rule are expressionsdenoting time, value, or distance. For example:

a day’s work

a dollar’s worth

war’s destruction.

duty’s call

a week’s pay

Personal pronouns in the possessive casedo not require an apostrophe (his, hers, its, ours,yours, theirs, whose).

I thought the scarf was hers.

Do you know whose book that is?

Indefinite pronouns in the possessive caserequire an apostrophe and “s” (one, everyone,everybody, etc.).

Everyone’s prediction was wrong.

He objected to everybody’s method ofwork.

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The apostrophe is used to indicateomission of letters in a contraction and numbersin a date. For example:

it’s (it is)

who’s (who is)

class of ’54 (1954)

SUMMARY

The Religious Program Specialist is normallytasked with typing, proofreading, and routing allcorrespondence that is prepared in the office ofthe chaplain. It is important for the RP to

remember that the Department of the NavyCorrespondence Manual (SECNAVINST 5216.5)provides detailed information on preparing navalcorrespondence. Also, the RP should consultpersonnel in the administrative office whenquestions arise concerning correspondencepreparation.

Naval letters including authorized variations,the requirements for using special types ofcorrespondence, and the business style letter areexplained in the first sections of this chapter.Various aspects of grammar are covered in thelatter sections of this chapter. It should be notedthat RPs should be familiar with the basic rulesof grammar since they are responsible forproofreading the correspondence prepared in theoffice of the chaplain.

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INDEX

A

Aboard ship, CRP, 1-15Administrative Remarks, 2-39, 2-43Afloat Supply Procedures, 4-20Agreement to Extend Enlistment, 2-19 to 2-23Assignment to and Extension of Active Duty,

2-19, 2-24

B

Business letter, 5-17

C

CACP, Navy Casualty Assistance Calls Program,4-30 to 4-31

Certificate of Release or Discharge From ActiveDuty, 2-39, 2-45 to 2-47

Chaplains Manual, 4-26Civilian Ecclesiastical Supply Catalogs, 4-25Classified files and records, 3-3Command organization and the office of the

chaplain, 1-16 to 1-18Command Religious Program (CRP) and the

Religious Program Specialist (RP), 1-1 to 1-21Chaplain Corps, 1-3 to 1-5Chief of Chaplains, 1-3command organization and the office of the

chaplain, 1-16 to 1-18CRP aboard ship, 1-15CRP at shore commands, 1-11 to 1-15

advisory role of chaplains, 1-14chapel facilities, 1-13command chaplain, 1-14divine services, 1-13military chapels ashore, 1-14 to 1-15pastoral counseling, 1-14religious education, 1-13religious literature, 1-14religious rites and pastoral care, 1-13

Command Religious Program (CRP) and theReligious Program Specialist (RP)—Continued

CRP jargon, 1-15 to 1-16CRP within the Fleet Marine

Force (FMF), 1-15 to 1-18history of the Religious Program Specialist

(RP) rating, 1-5 to 1-11Religious Program Specialists,

1-7 to 1-11Yeoman chaplain’s professional

assistant, 1-6Specialist (W), 1-5 to 1-6

summary, 1-20 to 1-21USMC command organization, 1-18 to 1-20

Command Religious Program publications,4-25 to 4-35

Correspondence/directives publications,4-10 to 4-13

Correspondence preparation, 5-1 to 5-28grammar, 5-17 to 5-28

parts of speech, 5-17 to 5-21punctuation, 5-23 to 5-28sentence, the, 5-21 to 5-23

office of the chaplain correspondence,5-1 to 5-17

business letter, 5-17special types of naval correspondence,

5-9, 5-13 to 5-17standard naval letter, 5-1 to 5-9variations of the naval letter, 5-9 to 5-12

summary, 5-28Court Memorandum, 2-32, 2-38 to 2-39CRP filing system by SSIC, 3-9 to 3-14CRP planning, 2-8

D

Decedent Affairs Manual, 4-31 to 4-32Defense Logistics Agency Cataloging Handbooks,

4-22Defense Logistics Agency Identification

List (IL), 4-22

I-1

Department of the Navy CorrespondenceManual, 4-12

Department of the Navy Directives IssuanceSystem, 4-12

Department of the Navy Information SecurityProgram Regulation Manual, 4-6, 4-10

Dependency Application/Record of EmergencyData, 2-19, 2-25 to 2-30

Directives Issuance System, 4-36 to 4-38administration, 4-37 to 4-38

directives control point, 4-37 to 4-38issuing authority, 4-37

letter-type directives, 4-38 to 4-43scope of system, 4-37special-type directives, 4-38, 4-44 to 4-46

Disposal of records, CRP, 3-14 to 3-18definition of records, 3-14, 3-16destruction dates, 3-18disposition methods, 3-17disposition responsibility, 3-17file review procedures, 3-17governing authority for disposal, 3-16shipping requirements, 3-17

Ditto machine, spirit process duplicator operationand maintenance, 2-4 to 2-6

Dry electrical process machines, 2-6

E

Enlisted Classification Record, 2-30 to 2-31Enlisted Performance Record, 2-39 to 2-40

F

Filing equipment and material, 3-1 to 3-3card files, 3-3file cabinets, 3-1file folders, 3-2

Fleet Use of MILSTRIP, 4-21FMF, Fleet Marine Force, CRP within the,

1-15to 1-18For Official Use Only (FOUO) information and

records, 2-15

G

Grammar, 5-17 to 5-28parts of speech, 5-17 to 5-21punctuation, 5-23 to 5-28sentence, the, 5-21 to 5-23

General Services Administration (GSA) SupplyCatalog, 4-22 to 4-25

H

History of Assignments, 2-32 to 2-36History of the Religious Program Specialist

(RP) rating, 1-5 to 1-11Religious Program Specialists, 1-7 to 1-11Specialist (W), 1-5 to 1-6

selection and training, 1-5with the Coast Guard, 1-6with the Marines, 1-6

Yeoman chaplain’s professional assistant, 1-6

I

Immediate Reenlistment Contract, 2-19, 2-22Information Security Program, 2-11 to 2-15

classification designations, 2-14 to 2-15purpose of program, 2-11security definitions, 2-11 to 2-14

L

Letter-type directives, 4-38 to 4-43

M

Maintaining Command Religious Program (CRP)files and records, 3-1 to 3-18

classified files and records, 3-3command control of files, 3-1disposal of records, 3-14 to 3-18

definition of records, 3-14 to 3-16destruction dates, 3-18disposition methods, 3-17disposition responsibility y, 3-17file review procedures, 3-17governing authority for disposal, 3-16shipping requirements, 3-17

filing equipment and material, 3-1 to 3-3card files, 3-3file cabinets, 3-1file folders, 3-2

reports control system, 3-14CRP tickler system, 3-14Master Recurring Reports file, 3-14

Standard Subject Identification Codes,3-4 to 3-14

CRP filing system by SSIC, 3-9 to 3-14major numerical subject groups,

3-5 to 3-9summary, 3-18

I-2

Managing the office of the chaplain, 2-1 to 2-47For Official Use Only (FOUO) information

and records, 2-15general appearance of office spaces,

2-1 to 2-2office arrangement, 2-2RP’s desk, the, 2-1stowage of materials, 2-2

office equipment, 2-2 to 2-6dry electrical process machines, 2-6Mimeograph operation and

maintenance, 2-4spirit process duplicator operation

and maintenance, 2-4 to 2-6typewriter maintenance, 2-2 to 2-4

office procedures for CRP personnel,2-6 to 2-8

CRP planning, 2-8receptionist duties, 2-6telephone communications, 2-7

privileged communications, 2-8, 2-11screening enlisted service records, 2-15

confidentiality, 2-43description of service record pages,

2-19 to 2-47service record folder, 2-16 to 2-19

security of classified material, 2-11 to 2-15Information Security Program,

2-11 to 2-15physical security of classified

material, 2-15summary, 2-43

Manual of Advancement, 4-6Marine Corps publications, 4-35 to 4-36MILPERSMAN, Naval Military Personnel

Manual, 4-5MILSTRIP/MILSTRAP Desk Guide, 4-20Mimeograph operation and maintenance, 2-4

N

Naval funerals, 4-32 to 4-35Naval General Library Manual, 4-35Naval letter, standard, 5-1 to 5-9Navy military funerals, 4-32Navy Occupation/Training and Awards History,

2-32 to 2-35Navy Stock List of Publications and Forms,

4-17Nonappropriated Fund Accounting Procedures,

4-30Nonappropriated Fund Financial Management

Policies and Standards, 4-27 to 4-30

O

Office equipment, 2-2 to 2-6dry electrical process machines, 2-6Mimeograph operation and maintenance, 2-4spirit process duplicator operation and

maintenance, 2-4 to 2-6typewriter maintenance, 2-2, 2-4

Office procedures for CRP personnel, 2-6 to 2-8CRP planning, 2-8receptionist duties, 2-6telephone communications, 2-7

Office spaces, general appearance, 2-1 to 2-2office arrangement, 2-2RP’s desk, the, 2-1stowage of materials, 2-2

Operating Procedures Manual for MILSTRIP/MILSTRAP, 4-17 to 4-19

P

Privileged communications, 2-8, 2-11Publications and directives, 4-1 to 4-46

Command Religious Program publications,4-25 to 4-35

Chaplains Manual, 4-26Decedent Affairs Manual, 4-31 to 4-32Naval Funerals, 4-32 to 4-35Naval General Library Manual, 4-35Navy Casualty Assistance Calls

Program (CACP), 4-30 to 4-31Navy Military Funerals, 4-32Nonappropriated Fund Accounting

Procedures, 4-30Nonappropriated Fund Financial

Management Policies and Standards,4-27 to 4-30

U.S. Navy Chaplains Program SupportGuide, 4-27

correspondence/directives publications,4-10 to 4-13

Department of the NavyCorrespondence Manual, 4-12

Department of the Navy DirectivesIssuance System, 4-12

Standard Navy Distribution List(SNDL), 4-13

Standard Subject Identification Codes(SSICs), 4-13

Directives Issuance System, 4-36 to 4-38administration, 4-37 to 4-38letter-type directives, 4-38 to 4-43

I-3

Publications and directives—ContinuedDirectives Issuance System—Continued

scope of system, 4-37special-type directives, 4-38, 4-44 to 4-46

Marine Corps publications, 4-35 to 4-36regulatory/guidance publications, 4-1 to 4-10

Department of the Navy InformationSecurity Program RegulationManual, 4-6, 4-10

Enlisted Transfer Manual(TRANSMAN), 4-6

Manual of Advancement, 4-6Naval Military Personnel Manual

(MILPERSMAN), 4-5Standard Organization and Regulations

of the U.S. Navy (SORM), 4-2 to 4-4United States Navy Regulations, 4-1United States Navy Uniform

Regulations, 4-4summary, 4-38supply publications, 4-13 to 4-25

Afloat Supply Procedures, 4-20Civilian Ecclesiastical Supply Catalogs,

4-25Defense Logistics Agency Cataloging

Handbooks, 4-22Defense Logistics Agency Identification

List (IL), 4-22Fleet Use of MILSTRIP, 4-21General Services Administration (GSA)

Supply Catalog, 4-22 to 4-25MILSTRIP/MILSTRAP Desk Guide,

4-20Navy Stock List of Publications and

Forms, 4-17Operating Procedures Manual for

MILSTRIP/MILSTRAP,4-17 to 4-19

R

Receptionist duties, 2-6Record of Discharge from the U.S. Naval

Reserve—Inactive, 2-39 to 2-44Record of Naval Reserve Service, 2-39, 2-42Record of Personnel Action, 2-39, 2-41Record of Unauthorized Absence, 2-32, 2-37Regulatory/guidance publications, 4-1 to 4-10Religious Program Specialists, 1-7 to 1-11

duty stations, 1-8 to 1-11skills and knowledge, 1-8

Reports control system, CRP, 3-14CRP tickler system, 3-14Master Recurring Reports file, 3-14

S

Screening enlisted service records, 2-15 to 2-47confidentiality, 2-43description of service record pages,

2-19 to 2-47service record folder, 2-16 to 2-19

left side of folder, 2-16 to 2-17right side of folder, 2-17, 2-19

Security of classified material, 2-11 to 2-15Information Security Program, 2-11 to 2-15physical security of classified material, 2-15

Shore commarr&, CRP, 1-11 to 1-15advisory role of chaplains, 1-14chapel facilities, 1-13command chaplain, 1-14divine services, 1-13military chapels ashore, 1-14 to 1-15pastoral counseling, 1-14religious education, 1-13religious literature, 1-14religious rites and pastoral care, 1-13

SNDL, Standard Navy Distribution List, 4-13Special-type directives, 4-38, 4-44 to 4-46SSICS, Standard Subject Identification Codes,

4-13Standard Organization and Regulations of the

U.S. Navy (SORM), 4-2 to 4-4Standard Subject Identification Codes,

3-4 to 3-14CRP filing system by SSIC, 3-9 to 3-14

coding information, 3-10control of CRP files, 3-13 to 3-14classifying subjects, 3-10cross-reference filing, 3-10 to 3-13

major numerical subject groups, 3-5 to 3-9arbitrary (local), 3-8 to 3-9primary numerical, 3-8secondary numerical, 3-8tertiary numerical, 3-8

Supply publications, 4-13 to 4-25

T

Telephone communications, 2-7TRANSMAN, Enlisted Transfer Manual, 4-6

U

United States Navy Regulations, 4-1United States Navy Uniform Regulations, 4-4USMC command organization, 1-18, 1-20U.S. Navy Chaplains Program Support Guide,

4-27

I-4

Assignment Questions

Information: The text pages that you are to study areprovided at the beginning of the assignment questions.

Assignment 1

The Command Religious Prgram (CRP) and the Religious Prog ram Specialist (RP)

Textbook Assignment: RP, Module III, NET 287-03-45-83, Chpter 1, Pages 1-1 through 1-21

Learning Objective: Recognizethe establishment of theReligious Program Specialist (RP)rating; formulate the role of theRP; determine the standards andpublications provided for RPs toguide and assist them in theiroccupational achievement.

1-1. The RP rating was establish on whatdate?1. 1 October 19782. 15 October 19783. 1 January 19794. 15 January 1979

1-2. Approximately one-third of the tasks RPsare trained to perform are of a clericalnature.1. True2. False

1-3. Which of the following duties would NOT beperformed by the RP?1. Maintaining records for nonappropri-

ated chapel funds2. Maintaining shipboard libraries3. Conducting worship services on an

emergency basis4. Training volunteer personnel in

support of religious programs

1-4. Personnel of the RP rating arenoncombatants.1. True2. False

1-5. Occupational standards establish the mini-mum stardards of skill that all personnelmust possess in order to function effec-tively at a given rate.1. True2. False

1-6. The primary purpose for the development ofrate training manuals is to1. provide official sources of informa-

tion for naval personnel in the per-formance of their duties

2. provide naval personnel with a bibli-ography of official sources of infor-mation in the performance of theirduties

3. provide applicants for advancementwith a bibliography for study purposes

4. assist applicants in preparing foradvancement to the next highest pay-grade

1-7. How often is NAVEDTRA 10052 revisal andissued?1. Weekly2. Monthly3. Quarterly4. Annually

1-8. Which official is responsible for issuingNAVEDTRA 10052?1. Secretary of the Navy2. Chief of Naval Operations3. Chief of Naval Education and Training4. Commanding Officer, Naval Education

and Training Program DevelopmentCenter

Learning Objective: Identify themission of the Chief of Chaplains;specify the purpose of the ChaplainCorps; recognize the duties of Navychaplains.

1-9. In what year was the title "Chief ofChaplains" officially established?1. 19142. 19243. 19344. 1944

1

1-10.

1-11.

1-12.

1-13.

1-14.

1-15.

In what year was the Office of the Chiefof Chaplains designatd as OP-09G?1. 19812. 19803. 19794. 1978

One of the purposes of the Navy ChaplainCorps is to promote the spiritual,religious, moral, and personal well-beingof members of the Navy Department byproviding the ministries appropriate totheir rights and needs.1. True2. False

Quotas for Navy chaplains are establishedby Government authority based on theoverall national population for thevarious faith groups.1. True2. False

The Navy Department will commission as achaplain a member of the clergy who hasnot received an ecclesiastical endorse-ment.1. True2. False

A candidate for commissioning in theChaplain Corps must have completd 4years or 120 semester hours of graduatestudy leading to a Master of Divinitydegree or the equivalent.1. True2. False

Learning Objective: Specify theimportant historical dates of theReligious Program Specialist rating;identify some of the first chaplain’sassistants in the Navy, Marine Corps,and Coast Guard; recognize theduties of Specialists (W) andYN-2525s.

The concept of a chaplain’s assistantdates back to what year?1. 17762. 17893. 18044. 1878

In answering questions 1-16 through 1-19,select the chaplain’s assistant in column

B that is identifies in column A.

B. Chaplain’sA. Statements Assistants

1-16. First woman to be 1. W. E. Hendricksappointd a Special-ist (W) in the U.S. 2. A. R. MarkinNavy

3. V. T. Moore1-17. First Coast Guard

Specialist (W) 4. E. Zemanuel

1-18. First U.S. NavySpecialist (W)

1-19. First Chief Special-ist (W) in the U.S.Navy

1-20. Which of the following statements is/areTRUE concerning the qualifications ofSpecialists (W)?1. Specialists (W) were required to have

a college education2. Specialists (W) had to be able to

play the piano and organ3. Specialists (W) were expected to be

competent choir directors4. Both 2 and 3 above

1-21. Specialists (W) could perform certainministerial functions of a1. True2. False

1-22. The RP can NOT perform anyministerial functions of a1. True2. False

Navy chaplain.

of theNavy chaplain.

2

In answering questions 1-23 through 1-26,select the rate in column B that would be

assigned to the applicants for Specialist (W)described in column A.

1-23.

1-24.

1-25.

1-26.

1-27.

1-28.

1-29.

1-30.

A. Applicants

A 32-year-old collegegraduate

A 24-year-old collegeqraduate

A 29-year-old highschool graduate

A 27-year-old graduateof a leading school ofmusic

B Rates

1. Specialist(w) thirdclass

2. Specialist(W) secondclass

3. Specialist(W) firstclass

4. Specialist(w) chiefpetty officer

Who was the first Marine to receive aclassification as a chaplain’s assistant?1. V. T. Moore2. A. R. Markin3. G. D. Arnold4. E. Zemanuel

The Commandant of the Marine Corpsapproved the use of Marines (MOS 0151) in1976 to perform duties with Navychaplains.1. True2. False

The Coast Guard assigned certain maleSpecialists (W) to duty aboard ships.1. True2. False

Which of the following Navy ratingsnormally had personnel designated aschaplain’s professional assistants until1979?1. Disbursing Clerk2. Postal Clerk3. Yeoman4. Storekeeper

Learning Objective: Describe thecareer pattern for RPs; identify theoccupational standards for RP3through RPCM.

1-31. Applicants requesting lateral conversionto the RP rating must be recommended byboth a Navy chaplain and their commandingofficer.1. True2. False

1-32. RP personnel who meet certain require-ments may apply for a commission in whatlimitd duty officer designation?1. 941X2. 841X3. 741X4. 641X

In answering questions 1-33 through 1-35,select the element of the RP rating

insignia in column B that represents the conceptin column A.

1-33.

1-34.

1-35.

1-36.

1-37.

A. Concepts B. Elements

Indicates that religious 1. Compasssupport is provided con-tinually for personnel of 2. Globethe sea services

3. AnchorSuggests the directionwhich religion gives tolife

Symbolizes that religiousministries are availablethroughout the world

RPS can obtain greater occupationalknowledge and skill in their rating bywhich of the following means?1. Through supervisd on-the-job

training2. By completing RP “A” school3. By completing RP “C” school4. Each of the above

An RF1 must be able to meet the occupa-tional standard requirements of whatrate(s) in order to perform at a satis-factory level?1. RP12. RP23. RP34. All of the above

3

In answering questions 1-38 through 1-56,select the rate in column B under which

the occupational stardard in column A is listedas a minimum requirement.

A. occupational Standards B. Rates

1-38.

1-39.

1-40.

1-41.

1-42.

1-43.

1-44.

1-45.

1-46.

1-47.

1-48.

1-49.

1-50.

1-51.

1-52.

1-53.

1-54.

1-55.

1-56.

Manage the operation ofreligious facilities

Prepare and maintain a direc-tory of religious programresources

Prepare departmental budget

Review completd job ordersand work requests

Audit chapel funds

Type directives

Organize and monitor main-tenance of files

Instruct lay leaders and layeucharistic ministers

Prepare visual presentations

Maintain a reports controlsystem

Design and lay out publicitymaterial

Draft directives

Maintain shipboard libraries

Coordinate maintenancereligious facilities

Prepare correspondencemessages

of

and

Analyze requirements forreligious facilities

Instruct subordinate personnelin religious education methods

Rehearse personnel for litur-gical and ceremonial acts

Compile and analyze statis-tical data related toreligious activities

1. RP3

2. RP2

3. RPl

4. RPC

1-57.

1-58.

1-59.

1-60.

1-61.

1-62.

Male RPs may be assigned duties aboardwhat type(s) of naval vessels?1. Cruisers2. Aircraft carriers3. Submarine tenders4. All of the above

All RPs may be assigned to a Fleet MarineForce unit.1. True2. False

Learning Objective: Determine howthe Command Religious Program (CRP)functions at shore installations,aboard ship, and within the FleetMarine Force (FMF).

Worship services may NOT be conducted inthe station theater at a shore commandthat does not have chapel facilities.1. True2. False

Chaplains do not normally conduct publicworship services according to the mannerand form of their own particular faithgroup.1. True2. False

The materials contained in the threeresource guides which are used inProtestant, Roman Catholic, and Jewishreligious education programs are selectedby the1. Secretary of Defense2. Secretary of the Navy3. Chief of Chaplains4. Members of the Armed Forces Chaplains

Board

Which of the following statements is/areTRUE concerning the duties and responsi-bilities of the command chaplain?1. The command chaplain performs duties

similar to a department head inrelation to managing enlistedpersonnel

2. The ranking chaplain is normallydesignate as the command chaplainwhen more than one chaplain isassigned

3. The command chaplain supervises theministries of all other chaplainsassigned to a unit

4. All of the above

4

1-63. Which of the following statements is NOTtrue concerning chapel facilities aboarda naval installation?1. They are Government property2. They are built to support the Command

Religious Program3. They are regulated by the religious

bodies of America4. They also may be used for command and

civil activities

1-64. RPs are assigned to naval vessels toprovide professional support for thechaplain(s) in what areas?1. Religious programming and administra-

tion only2. Counseling individuals and religious

programming only3. Counseling individuals and adminis-

tration only4. Counseling individuals, religious

programming, and administration

1-65. A lay leadership program for personnelaboard a naval vessel that has only onechaplain assigned would be supervisd bywhich, if any, of the following individ-uals?1. The assigned chaplain2. The senior RP3. A junior RP4. None of the above

1-66. Male RPs may be assigned to what type ofFleet Marine Force units?1. Divisions only2. Regiments only3. Battalions only4. Divisions, regiments, and battalions

Learning Objective: Identify CRPvernacular and recognize the circum-stances under which chaplains andRPs would use it.

1-67. Language that is peculiar to a particulartrade or profession is generally definedas1. dialect2. jargon3. gibberish4. slang

1-68. Which of the following statements is NOTtrue in regard to the proper terms ofaddress for Navy chaplains which arepeculiar to CRP vernacular?1. The term “Command Chaplain” refers to

a chaplain’s rank in relation toother chaplains

2. Chaplains of all ranks are normallyaddressed by the term “Chaplain”

3. Terms of address such as “Pastor” and“Rabbi” may be used , when appropriate,in referring to assigned chaplains

4. The term “Command Chaplain” should beused when referring to the chaplainwho has been designated by thecommanding officer to supervise oper-ations in the office of the chaplain

Learning Objective: Determine howthe Command Religious Program func-tions within a command’s basicorganization; identify the role ofthe chaplain in a Marine Corpsorganization.

1-69. The command chaplain is usually designa-ted as an executive assistant and in thiscapacity reports directly to the1. personnel officer2. administrative officer3. executive officer4. commanding officer

1-70. Lay leaders are required to coordinatetheir programs through the1. command chaplain2. administrative officer3. executive officer4. commanding officer

5

In answering questions 1-71 through 1-74, 1-75. The chaplain is included in what compo-select the designation in column B that nent of a Marine Corps staff organization?

is identified by the Marine Corps staff compo-nent in column A. 1. Assistant Chief of Staff (Personnel)

2. Assistant Chief of Staff (CivilA. Components B. Designations Affairs)

3. Special Staff1-71. Assistant Chief of Staff 1. G-1 4. Comptroller

(Logistics)2. G-2

1-72. Assistant Chief of Staff(Personnel) 3. G-3

1-73. Assistant Chief of Staff 4. G-4(Intelligence)

1-74. Assistant Chief of Staff(Operations and Training)

6

Assignment 2

Managing the Office of the Chaplain

Textbook Assignment: RP, Module III, NET 287-03-45-83, Chapter 2, Pages 2-1 through 2-47

Learning Objective: Specify the pro-cedures for maintaining attractiveCommand Religious Program officespaces; identify the office equipmentthat may be used in the office of thechaplain and determine the maintenancerequirements for each piece of equip-ment; recognize the qualities of anefficient receptionist; defineprivileged communication.

2-1. The majority of the duties performed by aReligious Program Specialist are in anoffice environment.1. True2. False

2-2. Correspondence baskets should be checkedand cleared at least how often?1. Quarterly2. Monthly3. Weekly4. Daily

2-3. Which of the following rules should beobserved by RP S in the maintenance oftheir desks?1. Carbon paper should be removed from

its original box an placed in a trayin the desk

2. Unused stencils and correction fluidshould be stored in a supply cabinetrather than in the desk

3. Classified material should be kept ina locked desk drawer

4. Personal belongings should not bekept in the desk

2-4. Open shelves are preferable to closedcabinets for storing supplies in theoffice of the chaplain.1. True2. False

2-5. An is required by occupationalstandards to type at what minimum speed?1. 15 words per minute2. 25 words per minute3. 30 words per minute4. 40 words per minute

2-6. Which of the following statements is/areTRUE concerning the care of typewriters?1. Typewriters should be covered when not

in use2. Typewriters should be checked daily to

see if they are in satisfactoryworking condition

3. A service representative should becalled when major repairs are requiredto fix a typewriter

4. All of the above

2-7. Which of the following procedures shouldNOT be employed in the maintenance of aMimeograph?1.

2.

3.

4.

2-8. The

The cylinder should be left with theink pad side down when the Mimeographis not in useFeed rolls should be washed once aweek with clear warm waterThe impression roller should never beimmersed in waterThe feed pad should be reversed eachtime it is cleaned

main advantage of the Ditto machineover a Mimeograph is its compact size.1. True2. False

2-9. A Ditto master stencil should be removedfrom the typewriter in order tocorrect errors.1. True2. False

7

2-10.

2-11.

2-12.

2-13.

2-14.

2-15.

What color Ditto carbon produces thegreatest amount of legible copies?1. Black2. Blue3. Purple4. Red

What color Ditto carbon is used mostoften in the Navy?1. Black2. Blue3. Purple4. Red

All EXCEPT which of the followingguidelines concerning dry electricalprocess machines are valid?1. These machines should not be used to

reproduce forms that can be obtainedfrom stockrooms

2. Dry electrical process machines arecalled fast-copy machines

3. RPs should review the operatingmanual for the type(s) of dryelectrical process machines used attheir commands

4. The cost of reproduction on thesemachines is much less than othermethods

Communicating on the telephone is easierand more effective than face-to-faceconversation.1. True2. False

Which of the following elements should beincluded on an activity calendar for aschduled event in CRP spaces?1. Description of the event2. Time of the event3. Person responsible for coordination

of the event4. All of the above

Privileged communication, in which theconfidentiality is ensured, involvesa special relationship betweentwo or more persons.1. True2. False

2-16. Information discussed in all EXCEPT whichof the following circumstances would bebound by the privileged communicationstatute?1. A service member discusses a personal

problem with an RP in order toexpedite an appointment with achaplain

2. A service member approaches an RP inan off-base residence for the primaryreason of having the RP relayinformation to a chaplain concerninga personal problem

3. A service member discusses a personalproblem with an RP in the barracksbecause of the RP’ S judgment as apetty officer

4. A service member approaches an RP inthe barracks for the primary purposeof having the RP relay informationconcerning a personal problem to achaplain

Learning Objective: Identify theprovisions contained in the Informa-tion Security Program RegulationManual; specify the purpose of theInformation Security Program; recog-nize the difference between Top Secret,Secret, and Confidential information;define “For Official Use Only” infor-mation.

In answering questions 2-17 through 2-20,select the official in column B who bears

the responsibility described in column A inregard

2-17.

2-18.

2-19.

2-20.

to the Information Security Program.

A. Res possibilities B. Officials

Implementing policies 1.relating to the securityof classified informationin the Navy Department 2.

Establishment and main-tenance of an InformationSecurity Program 3.

Ensuring compliance withand implementation of theregulations outlined in 4.OPNAVINST 5510.1 at alocal command

Primarily responsible tothe CNO for effectivecompliance within the NavyDepartment

Secretaryof the Navy

Chief ofNaval Oper-ations

Director ofNavalIntelligence

CommandingOfficer

8

2-21. Which of the following individuals wouldbe authorized to perform duties ascommand security manager?1. Chief Cryptologic Technician2. Master Chief Religious Program

Specialist3. GS-9 civilian employee4. GS-11 civilian employee

In answering questions 2-22 through 2-25,select the term in column B that is

defined in column A.

2-22.

2-23.

2-24.

2-25.

2-26.

2-27.

2-28.

2-29.

A. Definitions

Information which hasbeen determined torequire protectionagainst unauthorizeddisclosure

The ability to obtainknowledge or possessionof classified infor-mation

B. Terms

1. Access

2. ClassifiedInformation

3. OfficialInformation

4. Security

Information which isowned by or is subjectto the control of theUnited States Government

A protected condition ofclassified information

An individual would be authorized accessto classified information simply by beingin a place where such information iskept.1. True2. False

Responsibility for determining whetheranother person’s duties necessitateaccess to classified information rests onthe possessor of the classifiedinformation.1. True2. False

For classification purposes, a documentmay include both sketches and workingnotes.1. True2. False

A foreign national is any person who hasbeen lawfully admitted into the UnitedStates for permanent residence under animmigration visa.1. True2. False

9

2-30. The term “command” includes which of thefollowing organizations?1. Activity only2. Squadron only3. Unit only4. Activity, squadron, and unit

2-31. Which of the following lands is NOT aterritory of the United States?1. American Samoa2. Guam3. Newfoundland4. Virgin Islands

In answering questions 2-32 through2-34, select the damage in column B

that would result from the unauthorizeddisclosure of the classification of materialin column A.

2-32.

2-33.

2-34.

2-35.

2-36.

2-37.

2-38.

2-39.

A. Classifications B. Damages

Top Secret 1. Serious

Secret 2. Identifiable

Confidential 3. ExceptionallyGrave

Information which indicates the strengthof ground forces in the United Stateswould be classified Secret.1. True2. False

“For Official Use Only” markings are usedto identify classified information.1. True2. False

Classified material is NOT normallystored in the office of the chaplain.1. True2. False

The caveat “For Official Use Only” is NOTa security classification.1. True2. False

“For Official Use Only” material need notbe given a higher degree of protectionthan other unclassified material.1. True2. False

Learning Objective: Specify the pro-cedures that an RP must follow whenscreening enlistd service records;recognize the various pages of anenlisted service record and identifythe type of information which isentered on each page.

2-40. Members of what Navy rating haveresponsibility for preparing andmaintaining enlisted service records?1. Journalist2. Legalman3. Personnelman4. Yeoman

2-41. Which of the following documents wouldNOT be filed beneath the NAVPERS 1070/617separator in an enlisted service record?1. Copies of all performance evaluations2. Copies of commendations from current

enlistment3. Copies of commendations from previous

enlistments4. Copies of security clearance papers

2-42. On which page of the enlisted servicerecord is information concerning thelegal relationship between an enlistdperson and the Government contained?1. Page 12. Page 23. Page 34. Page 4

2-43. What form, if any, should be filled outto show that an individual on inactiveduty has been assigned to active duty?1. NAVPERS 1070/6012. NAVPERS 1070/6213. NAVPERS 1070/6224. None

2-44. An extension for an enlisted person doesnot become operative until the bottomportion of what form is completed?1. NAVPERS 1070/6012. NAVPERS 1070/6023. NAVPERS 1070/6034. NAVPERS 1070/621

2-45. Which page of the enlisted service recordcontains information that is used forcasualty reporting?1. Page 12. Page 23. Page 34. Page 4

2-46. Information concerning a service member’sreligious preference may be found inwhich block of the NAVPERS 1070/602?1. Block 172. Block 273. Block 574. Block 67

In answering questions 2-47 through 2-50,select the abbreviation/code in column B

that would be used on page 2 of the enlistedservice record to identify the religions incolumn A.

B. Abbreviations/A. Religions Cases

2-47. Conservative Judaism 1. CE

2-48. Free Will Baptists 2. EP

2-49. Southern Methodist 3. FBChurch

4. NE2-50. Churches of Christ

2-51. What code is entered on page 2 of theenlisted service record to indicate thata member i S affiliated with the AmericanBaptist Association?1. AB2. BA3. CA4. 06

2-52. What code is entered on page 2 of theenlisted service record to indicate thata member is affiliated with the Muslimreligion?1. MM2. MS3. MU4. 48

2-53. What code is entered on page 2 of theenlisted service record to indicate thata member is affiliated with the Church ofJesus Christ of Latter-Day Saints(Reorganize)?1. EN2. LS3. MO4. 38

2-54. Which enlisted service record page,if any, remains unchanged during anenlisted member’s career in the Navy?1. Page 12. Page 23. Page 34. None

10

2-55. A classification interviewer normallyprepares which of the following enlistedservice record pages?1. Page 12. Page 23. Page 34. Page 4

In answering questions 2-56 through 2-59,select the service record page in column

B that contains the information indicated incolumn A.

2-56.

2-57.

2-58.

2-59.

2-60.

2-61.

A. Information B. Pages

Unauthorized absences 1. 5

Duty station assignments 2. 6

Training courses completed 3. 7

Personnel qualification 4. 4standards completed

A cumulative record of an enlistedmember’s performance evaluation marks iscontained on which service record page?1. Page 62. Page 73. Page 84. Page 9

Information concerning retirement pointsearned by Naval Reserve enlistedpersonnel is contained on which servicerecord page?1. Page 92. Page 103. Page 114. Page 13

2-62. A change in citizenship would be recordedin the enlisted service record on whatpage?1. 92. 103. 114. 13

2-63. Which service record page is used forrecording more detailed informationconcerning entries on other pages?1. Page 92. Page 103. Page 114. Page 13

2-64. Information concerning the honorabledischarge of enlisted reservists oninactive duty for reasons other thanexpiration of enlistment or obligatedservice would be entered on what page ofthe enlisted service record?1. 102. 113. 134. 14

2-65. Which copy of the DD Form 214, if any, isgiven to an enlisted member who is beingdischarged? enlisted member who is being1. Copy 12. Copy 23. Copy 44. None

11

Assignment 3

Maintaining Command Religious Program (CRP) Files and Records


3-1.

3-2.

3-3.

3-4.

3-5.

3-6.

Learning Objective: Differentiatebetween a centralized and decentralizedfiling system; specify what types offiling equipment and materials are usedin the office of the chaplain; recognizethe procedures for safeguarding classifiedfiles and records.

In a decentralized filing system, officialcorrespondence is maintained in the officehaving primary need for thecorrespondence.1. True2. False

A centralize filing system is normallyused at commands which maintain classifiedfiles and records.1. True2. False

The standard Navy five-drawer steelcabinet occupies more floor space thanthe four-drawer steel cabinet.1. True2. False

Straight-cut file folders are preferredover one-third-cut file folders for usein the office of the chaplain.1. True2. False

One-third-cut file folders are orderedaccording to tab position in lots of1. 10 folders per box2. 20 folders per box3. 30 folders per box4. 50 folders per box

Every Religious Program Specialist mustbe eligible for access to classifiedmaterial.1. True2. False

3-7. Vaults provide the most secure means ofstowing classified materials anddocuments.1. True2. False

3-8. All EXCEPT which of the followingstatements are true regarding the handlingand stowage of classified material?1. Portable cabinets offer little

security for stowing classifiedmaterial

2. Wood file cabinets offer littleprotection against fire damage

3. Metal cabinets offer protection againsttheft and fire

4. Keylocks are more secure thancombination locks

Learning Objective: Describe theprocedures contained in the StandardSubject Identification Cedes (SSICs)publication; differentiate betweenmajor, primary, secondary, tertiary,and arbitrary numerical subjectgroups; explain the requirements forusing the SSIC system in the CommandReligious Program including classifying,filing, and cross-referencingprocedures.

3-9. The basic guidelines for categorizingcorrespondence in the Navy are set forthin which of the following publications?1. DOD 5200.1R2. OPNAVINST 5510.13. SECNAVINST 5210.114. SECNAVINST 5212.5

3-10. The SSIC system consists of what totalnumber of major numerical subject groups?1. 112. 123. 134. 14

12

In answering questions 3-11 through 3-14,select the SSIC number in column B that

identifies the subject group in column A.

3-11.

3-12.

3-13.

3-14.

3-15.

3-16.

3-17.

3-18.

3-19.

A. Subject Groups B. SSIC Numbers

Logistics 1. 1000

Military Personnel 2. 5000

General Administration 3. 7000and Management

4. 4000Financial Management

What SSIC series is used to identifysubjects relating to the administrationof the Coast Guard?1. 110002. 120003. 130004. 16000

General personnel subjects that relateto both civilian andare included in what1. 10002. 50003. 30004. 12000

Subjects relating to

military personnelSSIC series?

the design andreadiness of ships would be classifiedunder what SSIC series?1. 60002. 70003. 80004. 9000

Subjects relating to communicationsystems and equipment would be classifiedunder what SSIC series?1. 10002. 20003. 30004. 4000

Dentistry subjects would be classifiedunder what SSIC series?1. 60002. 20003. 30004. 4000

Ž In answering questions 3-20 through 3-23,select the SSIC number in colunm B that

identifies the subject group in column A.

3-20.

3-21.

3-22.

3-23.

3-24.

3-25.

3-26.

3-27.

3-28.

3-29.

A. Subject Groups B. SSIC Numbers

Training and Education 1. 1100

Separation 2. 1500

Morale and Personal 3. 1700Affairs

4. 1900Recruiting

Information relating to enlisted trainingwould be classified under what SSICseries?1. 14002. 15103. 30004. 5000

Primary numericaldesignatd by the

subject groups arelast two digits of the

four- or five-digit major numericalsubject groups.1. True2. False

Tertiary numerical subject groups aredesignated by the last digit of the four-or five-digit major numerical subjectgroups.1. True2. False

Which of the following SSICs would beconsidered an arbitrary designation?1. 5760 Organizations and Associations2. 5600/3 Bulletins for Special Occasions3. 5600/Bulletins for Special Occasions4. Both 2 and 3 above

Which of the following publicationscontains guidance for formulating andmaintaining a standardized SSIC filingsystem for subjects pertaining to theChaplain Corps?1. DOD 5200.1R2. OPNAVINST 5510.13. OPNAVINST 1730.14. SECNAVINST 5210.11

The modified filing system outlined inOPNAVINST 1730.1 is designed to serve asa substitute for the Navy Department’sstandard filing system.1. True2. False

13

3-30.

3-31.

3-32.

3-33.

The process of writing the SSIC numberon a letter to be filed is known as1. cross-referencing2. coding3. classifying4. analysis

The process of determining the correctsubject under which correspondence is tobe filed is known as1. cross-referencing2. coding3. classifying4. analysis

What is the most important filingoperation?1. Cross-referencing2. Coding3. Classifying4. Analysis

What system was developed to provide asatisfactory procedure for filingdocuments which relate to more thanone subject?1. Cross-referencing2. Coding3. Classifying4. Analysis

In answering questions 3-34 through 3-36,select the form in column B that contains

the total number of copies indicated in column A.

A. Copies B. Forms

3-34. Three-copy form 1. DD 334

3-35. Single-copy form 2. DD 334a

3-36. Two-copy form 3. DD 334b

In answering questions 3-37 through 3-40,select the DD Form 334a section in column B

that would contain the information specifiedin column A.

A. Information B. Sections

3-37. SSIC under which 1. Indexthe original letteris filed 2. Indexer

3-38. SSICs under which 3. Summarythe original letteris cross-filed 4. Filed

3-39. Initials of theindividual doingthe filing

3-40. Subject of theoriginal letter

3-41. What form should be used to indicate thata record from the office of the chaplainhas been checked out to anotherdepartment?1. DD Form 3342. DD Form 334a3. DD Form 334b4. GSA Optional Form 23

Learning Objective: Specify therequirements of the reports controlsystem; identify the informationthat is maintained in a CRP ticklersystem; delineate the provisions ofthe Navy’s records disposal system.

3-42. The correspondence files maintained inthe office of the chaplain should beterminated at least how often?1. Weekly2. Monthly3. Quarterly4. Yearly

3-43. Command Religious Program terminatedfiles should be maintained in the officeof the chaplain for what minimum periodbefore they are retired to a designatedstorage area?1. 1 year2. 2 years3. 3 months4. 6 months

14

3-44. The responsibility of maintaining arequired reports central inventory systemfor a shore command would be assigne topersonnel in the administrativedepartment.1. True2. False

3-45. The master recurring reports file ismaintained by personnel assigned to thesupply department.1. True2. False

3-46. What type of report would be prepared inthe case of the death of a Navy member?1. Circumstance2. Recurring3. Situation4. Administrative

3-47. Maintaining an up-to-date list of requiredreports prepared in the office of thechaplain is normally the responsibilityof the RP.1. True2. False

3-48. Which of the following statements is/areTRUE concerning a CRP tickler system?1. The tickler file may serve as a

reminder for action required onoutgoing correspondence

2. A tickler system shows the submissiondate of each required report

3. The tickler file may serve as areminder for action required onincoming correspondence

4. All of the above

3-49. Specific guidance concerning therequirements for disposal of NavyDepartment records is contained inwhat instruction?1. DOD 5200.1R2. SECNAVINST 5210.113. SECNAVINST 5212.54. OPNAVINST 5510.1

In answering questions 3-50 through 3-53,select the records/materials in column B

that are defined in column A.

A. Definitions B. Records/Materials

3-50. Documentary material 1. Government recordswhich has beenappraisal as having 2. Nonrecord materiala lasting value

3. Permanent records3-51. Documentary material

made in pursuance 4. Temporary recordsof Federal law

3-52. Documentary materialwhich may be destroyedafter it has servedits purpose

3-53. Documentary materialwhich serves no recordpurpose

3-54. Temporary records are normally transferredto a Federal Records Center or to theNational Archives when a command nolonger needs them.1. True2. False

3-55. Approximately 95% of all Navy Departmentrecords are of a temporary nature.1. True2. False

3-56. Government records may include which ofthe following items?1. Books2. Maps3. Photographs4. All of the above

3-57. Official correspondence, as defined inOPNAVINST 3120.32, may include which ofthe following items?1. Charts2. Documents3. Messages4. All of the above

3-58. Which of the following individuals wouldmost likely be assigned the collateralduty of coordinating the disposal ofGovernment records aboard ship?1. A Chief Yeoman2. A Master Chief Personnelman3. An Ensign4. A Senior Chief Quartermaster

15

3-59. The authority for the destruction ofGovernment records which have no futurevalue rests with the1. Central Intelligence Agency2. Federal Bureau of Investigation3. Secretary of Defense4. National Archives

3-60. Guidance concerning the indiscriminatedestruction of Navy records is containedin which article of Navy Regulations?1. 11112. 11123. 11154. 1116

3-61. The term “preservation” applies toofficial records which are retaine at aFederal Records Center.1. True2. False

3-62. The majority of unclassified records aredestroyed at a Federal Records Center atthe end of their retention periods.1. True2. False

3-63. Office of the chaplain records on whichaction is pending should be destroyedwhen the disposition date becomesoperative.1. True2. False

3-64. Which of the following statements is/areTRUE concerning the destruction of NavyDepartment unclassified records?1. Shore installation unclassified

records may be scrapped2. Shredded shore installation

unclassified records may be sold aswastepaper

3. Unclassified records should bedestroyed by burning when at sea

4. All of the above

3-65. What maximum amount of material can bepacked in a stardard container obtainedfrom a Federal records center?1. 1 square foot2. 1 cubic foot3. 1 square yard4. 1 cubic yard

16

Assignment 4

Publications and Directives


4-1.

4-2.

4-3.

Learning Objective: Differentiatebetween regulatory/guidance,correspondence/directives, supply,Command Religious Program (CRP),and Marine Corps publications andidentify the general contents of eachpublication listed under thesegroupings.

From what source(s) is Title 10 of theUnited States Code derived?1. Constitution of the United States

only2. Treaties of the United States only3. Statutory sources and laws passed

by the U.S. Congress only4. Constitution of the United States,

Treaties of the United States, andStatutory sources and laws passedby the U.S. Congress

What publication is foremost in generalimportance among official Navypublications?1. United States Navy Regulations2. United States Navy Uniform Regulations3. Naval Military Personnel Manual4. Standard Organization and Regulations

of the U.S. Navy

Regulations governing the conduct of Navypersonnel are promulgate in the1. BUPERSMAN2. MILPERSMAN3. TRANSMAN4. SORM

4-4. Which of the following statements is NOTtrue concerning the contents of the SORM?1. This publication is not addressed to

Marine Corps units that do not haveNavy personnel assigned

2. Material printed in plain type isregulatory and applies to all Navypersonnel

3. Material printed in plain type is forthe guidance of commanders

4. The command’s master copy of thispublication is maintained in theadministrative office

4-5. The official source for determiningauthorized U.S. Navy uniforms is theUnited States Navy Uniform RegulationsManual.1. True2. False

4-6. Pen-and-ink changes to the MILPERSMAN areauthorized.1. True2. False

4-7. Changes to the MILPERSMAN are publishedhow often?1. Weekly2. Monthly3. Quarterly4. Annually

4-8. In most cases, official correspondence isprepared for the signature of whatofficial?1. Commanding officer2. Executive officer3. Administrative officer4. Department heads

17

In answering questions 4-9 through 4-11,select the instruction in column B that

contains the information specified in column A.

4-9.

4-10.

4-11.

4-12.

4-13.

A. Information B. Instructions

Policies, proce- 1. SECNAVINSTdures and guidance 5210.11for the preparationof correspondence 2. SECNAVINST

5215.1Basic guidelines forcategorizing 3. SECNAVINSTcorrespondence 5216.5

Provides a standard 4. OPNAVINSTmethod of issuing 3120.32directives by allnaval activities

The SNDL is published in what totalnumber of parts?1. 52. 23. 34. 4

A National Stock Number (NSN) normallyconsists of what total number ofdigits?1. 92. 113. 134. 14

In answering questions 4-14 through 4-17,select the digits in column B that

identify the element of the NSN(9925-00-202-7313) in column A.

A. Elements B. Digits

4-14. FSC Class 1. 99

4-15.

4-16.

4-17.

4-18.

FSC Group 2. 25

NIIN 3. 00

NCB Code Number 4. 00-202-7313

How often is NAVSUP P-2002 issued?1. Weekly2. Monthly3. Quarterly4. Yearly

4-19. Procedures for ordering publications andforms are contained in what microfichedocument?1. NAVSUP P-4092. NAVSUP P-4373. NAVSUP P-20024. NAVSUPINST 4235.3

4-20. What publication serves as a comprehensivereference for those personnel involved inthe preparation of MILSTRIP documents?1. NAVSUP P-4092. NAVSUP P-4373. NAVSUP P-20024. NAVSUPINST 4235.3

In answering questions 4-21 through 4-24,select the FSC number in column B that

identifies the items listed in column A.

4-21.

4-22.

4-23.

4-24.

4-25.

4-26.

4-27.

A. Items B. FSC Numbers

Musical instruments 1. 7195

Church pennants 2. 7710

Altar cloths 3. 8345

Bulletin Boards 4. 9925

Policy for the operation and management ofafloat supply departments is contained inwhat publication?1. NAVSUP P-4372. NAVSUP P-4853. NAVSUP P-20024. NAVSUPINST 4235.3

What publication is published as a handyreference for division personnel in thepreparation of MILSTRIP documents?1. NAVSUP P-4092. NAVSUP P-4373. NAVSUP P-4854. NAVSUP P-2002

The “Fleet Use of Milstrip” instructionserves the same purpose as whatPublication?1. NAVSUP P-4092. NAVSUP P-4373. NAVSUP P-4854. NAVSUP P-2002

18

In answering questions 4-28 through 4-30,select the publication in column B that

is described in column A.

A. Descriptions

4-28. Designed to be usedprimarily by thecivil agencies

4-29. Provides a completelisting of assignedFSC groups

4-30. Provides technicalcharacteristics forall items in theFSC system

B. Publications

1. DefenseLogisticsAgencyCatalogingHandbooks

2. DefenseLogisitcsAgencyIdentificationList

3. GeneralServices Admin-istrationSupply Catalog

4. U.S. NavyChaplainsProgramSupport Guide

4-31. What total number of commodity-orientedvolumes is contained in the GSA SupplyCatalog system?1. 72. 63. 54. 4

4-32. The GSA Supply Catalog is published inwhat total number of volumes?1. 72. 63. 54. 4

4-33. What publication serves as a handyreference on CRP budgeting and supplymatters?1. NAVPERS 155552. NAVPERS 158793. NAVPERS 159564. NAVPERS 15992

4-34. Which of the following listings is/areprovided in the “U.S. Navy ChaplainsProgram Support Guide?”1. Lineal listing of active duty

chaplains2. Duty station listing by major

claimants3. Alphabetical listing of active

duty chaplains4. All of the above

19

4-35. A CRP chapel fund that had $2,500 in itschecking account as of 30 September 1982would be considered a largenonappropriated fund.1. True2. False

4-36. What individual is responsible forassisting the surviving dependents ofa deceased Navy senior chief incompleting benefit forms?1. Command chaplain2. Any assigned chaplain3. A senior RP (E7, E8, or E9)4. Casualty Assistance Calls Officer

4-37. Provisions for assisting the next of kinof a deceased naval officer in makingfuneral arrangements is provided in whatpublication?1. Navy Casualty Assistance Calls

Program2. Decedent Affairs Manual3. Navy Military Funerals4. Naval Funerals

In answering questions 4-38 through 4-41,select the individual in column A that

would be entitled to the type of funeral listedin column B.

A. Individuals B. Type of Funeral

4-38. Chief Yeoman 1. Special FullHonor

4-39. Navy Captain2. Full Honor

(Company)4-40. Navy Commander

3. Full Honor(Platoon)

4-41. Rear Admiral4. Simple Honor

4-42. What publication provides guidelines forthe administration and operation of theNavy and Marine Corps general librarysystem?1. NAVPERS 155552. NAVPERS 159563. NAVPERS 159924. NAVEDTRA 38021

Learning Objective: Recognize thepurpose of the Navy DirectivesIssuance System; identify the typesof directives; explain the proceduresfor preparing and issuing instructions,notices, and change transmittals.

4-43. The majority of a command’s directivesare prepared and typed in the legaloffice at a large shore installation.1. True2. False

4-44. A notice does NOT have the same forceand effect as an instruction.1. True2. False

4-45. What type of directive, if any, remainsin effect until cancelled by higherauthority?1. Bulletin2. Notice3. Instruction4. None

4-46. A notice is automatically cancelled 6months after it is issued unlessotherwise stated in the notice.1. True2. False

4-47. A notice may remain in effect for whatmaximum period of time?1. 1 month2. 6 months3. 9 months4. 12 months

4-48. A change transmittal may be used totransmit changes to both an instructionand a notice.1. True2. False

4-49. What official has overall responsibilityfor the management of the Navy’sDirectives Issuance System?1. Chief of Naval Education and Training2. Commander, Naval Military Personnel

Command3. Chief of Naval Operations4. Secretary of the Navy

4-50. The official under whose authority andtitle a directive is issued ensurescompliance with the Directives IssuanceSystem.1. True2. False

20

4-51. What individual normally performs dutiesas the directives control point aboard anaircraft carrier?1. Commanding officer2. Executive officer3. Administrative officer4. Ship’s secretary

4-52. What individual normally acts as thedirectives control point at a large shoreinstallation?1. Commanding officer2. Executive officer3. Administrative officer4. Legal officer

4-53. The standard requirements for thepreparation and distribution of special-type directives are contained in whatsection of SECNAVINST 5215.1?1. Part I2. Part II3. Table 14. Table 2

4-54. Which of the following directives is NOTconsidered to be a special-type directive?1. Letter2. Joint3. Publication4. Message

4-55. The standard requirements for the prepara-tion and promulgation of letter-typedirectives are contained in what sectionof SECNAVINST 5215.1?1. Part I2. Part II3. Table 14. Table 2

In answering questions 4-56 through 4-62,refer to figure 4-37 (page 4-44), figure

4-38 (page 4-45), and figure 4-39 (page 4-46)in the text.

4-56. Changes to a publication-type directiveare issued in the same manner as for aletter-type directive.1. True2. False

4-57. A directive issued jointly by the Navyand Air Force would be assigned aseparate designation by each service.1. True2. False

4-58.

4-59.

4-60.

4-61.

In most cases, a message-type directive 4-62. Changes to a joint directive are issuedis automatically cancelled how many daysafter its release date?1. 10 days2. 90 days3. 30 days4. 45 days

A publication-type directive shouldinclude which of the followinginformation?1. A table of contents2. A locator cross-reference sheet3. A record-of-changes page4. All of the above

Consecutive numbers are NOT assigned tomessage-type instructions.1. True2. False

Existing publications may NOT be broughtinto the Directives Issuance Systemwithout first reprinting the publication.1. True2. False

in the same manner as for a letter-typedirective.1. True2. False

In answering questions 4-63 through 4-65,refer to figure 4-39 (page 4-46) in the

text and select the joint directive signaturelocation in column B that would be assigned tothe signature authority listed in column A.

A. Signature B. SignatureAuthority Location

4-63. Issuing authority 1. Left margin

4-64. First cosigner 2. Center of page

4-65. Third participant 3. Right margin

4. Four linesbelow issuingauthority

21

Assignment 5

Correspondence Preparation


5-1.

5-2.

5-3.

5-4.

5-5.

5-6.

Learning Objective: Determine theformat of a standard naval letter;identify the authorized variationsto the naval letter; recognize thedifferent types and uses of memoranda.

Recipients who receive a naval letter froma shore command with a signature notated“By direction” will process thecorrespondence as if it were written bythe commanding officer.1. True2. False

The standard naval letter may be used onlywhen the addressees are components of theDepartment of Defense.1. True2. False

The typical naval letter is from oneoriginator to one addressee.1. True2. False

The style of the standard naval lettersets the pattern for all types of navalcorrespondence.1. True2. False

When printed letterhead stationery is notused, the letterhead on a naval letter istyped how many lines from the top of thepage?1. 72. 63. 54. 4

If available, what color manifold sheetshould be used as the official file copyfor a naval letter?1. White2. Orange3. Green4. Blue

5-7.

5-8.

5-9.

5-10.

5-11.

5-12.

The bottom margin on the first page of anaval letter should be a minimum of twoinches.1. True2. False

The margin at the top of the second pageof a naval letter should be how wide?1. 1/2 inch2. 1 inch3. 1-1/2 inches4. 2 inches

The standard naval letter should contain acomplimentary closing when addressed tocivilian personnel.1. True2. False

A hull number may be used as theoriginator’s code to identify a ship.1. True2. False

A listing of file numbers is contained inwhat instruction?1. SECNAVINST 5216.52. SECNAVINST 5215.13. SECNAVINST 5210.114. OPNAVINST 3120.32

Which of the following naval letteridentification symbols would be correctfor a letter signed by the Secretary ofthe Navy?1. SECNAV:123

5216Ser 142118 May 1983

2. SECNAV:123Ser 142118 May 1983

3. 5216Ser 142118 May 1983

4. Each of the above

22

5-13.

5-14.

5-15.

5-16.

5-17.

5-18.

5-19.

5-20.

Correspondence is dated with the date onwhich the rough draft is prepared.1. True2. False

How many lines below the last line in theletterhead should the special postalservice designation be typed on a navalletter?1. Seventh2. Sixth3. Fifth4. Fourth

Which of the following numericaldesignations would indicate a second“Via” addressee on a naval letter?1. (1)2. (2)3. 1.4. 2.

A naval letter that has five referenceswould be correctly identified by which ofthe following letter/numerical sequences?1. (a), (b), (c), (d), (e)2. a., b., c., d., e.3. (1), (2), (3), (4), (5)4. 1., 2., 3., 4., 5.

A naval letter that has three enclosureswould be correctly identified by which ofthe following letter/numerical sequences?1. (a), (b), (c)2. a., b., c.3. (1), (2), (3)4. 1., 2., 3.

Which of the following sequences showsthe correct order for a naval letter?1. From, To, Via, Ref, Encl, Subj2. From, To, Via, Encl, Ref, Subj3. From, To, Via, Subj, Encl, Ref4. From, To, Via, Subj, Ref, Encl

A paragraph should not be begun at thebottom of a page of a naval letter unlessthere is space for at least how manylines of text on the page?1. 52. 23. 34. 4

Which of the following signature entrieswould be correct for a naval letter?1. R. S. SMITH2. R. S. Smith3. Captain R. S. SMITH4. Captain R. S. Smith

23

5-21. The first page of an unclassified navalletter is not numbered.1. True2. False

5-22. The fourth page of a naval letter wouldbe correctly numbered with which of thefollowing numerical designations?1. -4-2. “4”3. 4.4. 4

5-23. Which of the following identificationsymbols would be correct for the secondpage of a naval letter in which theidentification symbol on the first pageincluded an originator’s code, filenumber, serial number, and date?1. 18 Jun 1983

RSU:TWU:XTW

2. RSU:TWU:XTW18 Jun 1983

3. 5216Ser 0083

4. RSU:TWU:XTW5216

5-24. A list of “blind copy to” informationaddressees would not normally be typed onthe original correspondence.1. True2. False

5-25. The first page of a “From-To” memorandummay be typed on which of the followingtypes of paper/forms?1. Letterhead paper2. Plain bond paper3. OPNAV Form 5216/1444. Each of the above

5-26. The first page of a “Memorandum-For”memorandum may be typed on which of thefollowing types of paper/forms?1. Letterhead paper2. Plain bond paper3. OPNAV Form 5216/1444. Each of the above

5-27. The primary purpose of a navalspeed letter is to call attention to thecommunication so that it will be givenpriority handling by the recipient.1. True2. False

5-28. A "2-Way Letter/Memo" memorandum shouldbe prepared on what form?1. OPNAV 5216/1442. OPNAV 5216/1453. OPNAV 5216/1464. DD 173/2

5-29. A naval message should be prepared onwhat form?1. OPNAV 5216/1442. OPNAV 5216/1453. OPNAV 5216/1464. DD 173/2

Learning Objective: Identify thevarious parts of speech in theEnglish language; recognize correctsentence structure and the uses ofpunctuation marks.

5-30. How many total parts of speech arecontained in the English language?1. 72. 83. 94. 10

5-31. The term “verb” is derived from Latin andactually has what meaning?1. Action2. word3. Predicate4. Proclaim

5-32. Which of the following sentences containsa pronoun?1. Chaplain Jones gave the sailor a

book.2. The “A” school students graduated.3. They graduated last week.4. The sailors were hungry.

5-33. What part of speech identifies a person,place, thing, quality, or idea?1. Adjective2. Conjunction3. Noun4. Verb

5-34. Which of the following parts of speech isused to modify a noun or pronoun?1. Adjective2. Conjunction3. Interjection4. Verb

5-35. An adverb may be used to modify which ofthe following parts of speech?1. Verb only2. Verb and ajective only3. Verb and adverb only4. Verb, adjective, and adverb

5-36. Which of the following groups of wordsare prepositions?1. We, he, she, it2. For, with, in regard to, beside3. House, boat, ship, sailors4. Clearly, openly, smartly, correctly

5-37. Which of the following groups of wordsare adverbs?1. We, he, she, it2. For, with, in regard to, beside3. House, boat, ship, sailors4. Clearly, openly, smartly, correctly

5-38. A conjunction may be used to connect whatelements of a sentence?1. Words only2. Words and phrases only3. Words and clauses only4. Words, phrases, and clauses

5-39. An interjection may be placed within thebody of a sentence or it may precede thesentence.1. True2. False

5-40. The two essential elements of a sentenceare the subject and what other element?1. Adjective2. Object3. Predicate4. Preposition

5-41. Subordinate clauses express a completethought and can stand alone as a sentence.1. True2. False

In answering questions 5-42 through 5-44,refer to the sentence: "The leading

chief supervised the working party for thecommand chaplain."

5-42. What is the simple subject in theillustrated sentence?1. Chief2. Supervised3. Party4. Chaplain

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5-43. What is the simple predicate in theillustrated sentence?1. Chief2. Supervised3. Working4. For the command chaplain

5-44. What is the complete predicate in theillustrated sentence?1. The leading chief2. The leading chief supervised3. Supervised the working party4. Supervised the working party for the

command chaplain

5-45. Which of the following sentences would beclassified as a compound sentence?1. The leading petty officer established

that procedure.2. The command chaplain is developing

that program, and she will submit herideas to the commanding officer forapproval.

3. You learn while you practice.4. Some of the sailors who were

stationed here last year havetransferred to the Fleet Reserve, butmany of them are still working in thesame office.

5-46. Which of the following sentences would beclassified as a compound-complexsentence?1. The leading petty officer establish





5-47. Which of the following sentences would beclassified as a complex sentence?1. The leading petty officer established





5-48. Which of the following sentences would beclassified as a simple sentence?1. The leading petty officer established

that proccdure.2. The command chaplain is developing




In answering questions 5-49 through 5-52,select the type of sentence in column B

that is identified by the information in columnA.

5-49.

5-50.

5-51.

5-52.

5-53.

5-54.

5-55.

A. Information B. Type of Sentence

Asks a question 1. Declarative

Expresses surprise 2. Imperative

Makes a statement 3. Interrogative

Gives a command 4. Exclamatory

Which of the following marks isconsidered to be a principal mark ofpunctuation?1. #2. @3. ()4. *

Which of the following punctuation marksindicates a slight pause?1. Ž2. ,3. ?4. !

What punctuation mark is used mostfrequently in writing?1. Ž2. ,3. ?4. !

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5-56. Which of the following sentences is

5-57.

5-58.

5-59.

5-60.

punctuatd properly?1. Pensacola, Florida is a good

location.2. Is Pensacola, Florida, a good

location.3. He reported to Pensacola, Florida,

last Friday.4. He reported to Pensacola, Florida, on

Tuesday, June 26, 1983 to begin histour of duty.

What punctuation mark is used tointroduce a list of items in a series?1. :2. ;3. .4. ,

Which of the following Bible passages ispunctuated correctly?1. Matthew 4 162. Matthew 4-163. Matthew 4:164. Matthew 4;16

The exclamation point is not generallyused in Governmental correspondence.1. True2. False

What punctuation mark means “in otherwords” before an explanation?1. ""2. :3. ;4. --

5-61. What punctuation mark is used to indicatean unfinished word or sentence?1. ""2. :3. ;4. --

5-62. When quotation marks are used, commas andperiods are always placed outside thequotation marks.1. True2. False

5-63. When quotation marks are used, semicolonsare always placed outside the quotationmarks.1. True2. False

5-64. What mark of punctuation is used toindicate that a contraction has beenused?1. :2. ;3. ‘4. --

5-65. The difference between using commas orparentheses to enclose a grammaticallynonessential element in a sentence issimply a matter of degree.1. True2. False

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