Naval Publications, Correspondence, Writing

NVSC 101Fall 2014LT Liebsch

Learning Objectives• Understand the general function of regulations, instructions,

and manuals• Understand how instructions/manuals are classified• Understand the common forms of written communication and

records used in the Navy and Marine Corps• Awards, Evaluations, Medical/Dental Records• Understand the importance of records management• Discuss writing styles, things to avoid

Regulations, Instructions, Manuals

• “The Navy has basically two types of publications, regulatory and procedural. Publications exist that cover just about every type of situation you can imagine. Regulatory publications such as the Navy Uniform Regulations are applicable to all persons in the Navy and lay down broad, general rules that specify what must be done. Procedural publications such as the Standard Organization and Regulations Manual (SORM; OPNAV INST 3120.32) contains information pertaining to specific situations and the method of handling them (hazard drills, FITREP routing, etc), guidelines to be followed, and information necessary to perform the duties properly.” –www.navycs.com

Types of Publications • Regulations

• Instructions

• Manuals

• Notices

Types of Correspondence• Electronic Records• Electronic mail• Facsimile• Memorandum• Business letters• Executive letters• Naval messages

U. S. Navy Regulations• Principal regulatory document of the Department of the Navy

(DON).

• Endowed with the sanction of Law.

• No other directive in the DON may conflict, alter, or amend U.S. Navy Regulations.

• CNO is responsible for ensuring Navy Regulations conform to the needs of the DON.

U. S. Navy Regulations• Chapter 2: Discusses origin, authority, and organization found

in the Navy Department

• Chapter 8: Duties of the Commanding Officer

• Chapter 9: Senior Officer Present (Definition & Authority)

• Chapter 10: Precedence, Authority, and Command

• Chapter 12: Honors and Ceremonies

Standard Subject Identification Code (SSIC)

• Navy letters are typically printed on command letterhead and include a SSIC in the upper right hand corner.

• This code corresponds to a specific subject matter:• 1000 Military Personnel Support• 2000 Telecommunications and Digital Systems Support• 3000 Naval Operations and Readiness• 4000 Logistical Support and Services• 5000 General Management Security and Safety Services• 6000 Medical and Dental Services• 7000 Financial Management Services• 8000 Ordnance Material Management and Support• 9000 General Ship Design and Support• 10000 General Material and Equipment Support• 11000 Facilities and Land Management Ashore• 12000 Civilian Personnel Services• 13000 Aeronautical and Astronautical Material Support

Standard Subject Identification Code (SSIC)

• Instructions and Manuals will be classified according to this code.

• Example “OPNAVINST 6110.1J”• OPNAV = Office of Chief of Naval Operations• INST = Instruction• 6110.1J is in the 6000 series so it relates to Medical and Dental

Services• OPNAVINST 6110.1J is the Navy’s Physical Readiness Program

U. S. Navy Instructions• Commonly used instructions/manuals every Officer should be

familiar with include:• OPNAVINST 3120.32 Standard Organization and Regulations

Manual (SORM)• SECNAV M-5216.5 Correspondence Manual• SECNAV 1650.1 Awards Manual• BUPERSINST 1610.10 Navy Performance Evaluation System• OPNAV 6110.1 Physical Fitness Program• NAVPERS 15665 Navy Uniform Regulations

U. S. Navy Instructions• Letters on official command letterhead are always signed by the

commanding officer or someone he/she has designated with “by direction” authority

• Official correspondence is serialized (numbered for filing purposes)

• If classified, markings will be at the top and bottom of each page

• Formatting of correspondence has not changed much since the typewriter

Awards• Used to reward effort and boost morale• Specific achievement, end of tour, deployment, etc.• The higher the precedence of the award, the higher the

awarding authority• For junior enlisted, awards above Flag Letter of Commendation

(FLOC) and Navy Achievement Medal (NAM) give point towards advancement

• Narrative has a specific length and standardized phrases

Fitness Reports/Evaluations• FITREP for E-7 to O-6, EVAL for E-1 to E-6• Used for promotion, retention• Categories such as “Professional Expertise” and “Military Bearing”

are ranked 1 to 5• Includes a narrative of specific accomplishments over that time

period• Also used as a counselling record for substandard performance

(stays in official record, “in house” counselling chits are often used to document deficiencies that are not deemed serious enough for placing in official record)

• Must cover entire period of service, gaps in dates can seriously affect promotion

Medical/Dental Records• Information is protected by Privacy Act• Records must be secured• Comprehensive health record, all appointments, screenings

should be annotated • All physicals, surgery, immunizations, etc.

• Trust no one, medical will lose your paperwork“LT Liebsch, it doesn’t look like you’ve had any immunizations…”

Your Official Record• It is YOUR responsibility to maintain the accuracy of your

record. Papers will be lost and electronic files can be deleted.• Good practice to keep copies of all awards, evaluations,

qualifications• Keep copies of medical records as well, especially

immunizations

Written and Verbal Communication

• Be organized, be brief, take the active voice• Avoid bureaucratic jargon• Define acronyms if used multiple times, otherwise simply use

whole words• Know your audience• Proper grammar and spelling is a must!

If it is not written down…

it does not exist.