Personnel Sevices Cell

DRAFT 30 June, 1999

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Associated sections: [ Manpower Management ] [ NATO Cell ] [ Personnel Sevices Cell ] [ Personnel Operations ]

Contents

Administration
Awards and Decorations
Customs
Discipline, Law and Order
General
Manning
Morale, Welfare and Recreation
Operational Tasks
Pay and Entitlements
Personnel Performance Evaluations
Prisoners of War
Safety
Tactical Tasks

General

Personnel services does all administration relating to the individual.  This is opposed to the other cells in the J1 that relate to the organization as a whole.  The other cells of postal, plans, manpower and strength accounting, NATO, reception, etc., conduct actions that provide for the entire organization.  Personnel service are of actions of an individual nature of performance reviews, awards, etc.

Pay and Entitlements

The CEAC should determine or recommend to the supported combatant commander a policy concerning pay and allowances — the EAC J1 must be involved in this policy decision. Pay and entitlements (e.g., imminent danger pay, TAD or TDY) should be addressed by the EAC J1 during the planning process. A consistent policy should be developed to prevent inequities among personnel from the various Services. Pay and entitlement requests normally take time to enact, so an early determination of a policy will enhance personnel receiving proper and timely pay. For example, a request for imminent danger pay is not effective until signed by the Assistant Secretary of Defense for Force Management Policy and is not retroactive. Thus, if not requested on a timely basis, personnel will lose some of their entitlements.

Morale, Welfare, and Recreation (MWR)

MWR programs are mission essential to combat readiness. Establishment of these programs should be predicated on the combat situation. MWR programs can be "stress relievers." These programs may include: Exchange services; Fitness and recreation facilities; Entertainment services; Food and beverage sales; Newspaper issue and sales; Commercial telephone access; and Rest and recuperation programs.  The EAC J1 has the responsibility to organize component command support and identify external requirements to sustain and improve MWR operations in the JOA. The CEAC should establish equitable MWR support policies and may designate lead agent(s) for execution. The lead agent should be responsible for operations of MWR support and exercise C2 of all Service-provided MWR resources.

Deployed commanders are responsible for providing logistics means required to establish and maintain MWR. EAC J1 will exercise oversight of MWR operations which Theater components provide for their individual forces. Joint Logistics support packages, when in the best interest of the mission, should be arranged. This responsibility may be assigned to the component commander with the largest number of personnel in the area of operations. These arrangements will be coordinated by the EAC J1 staff and Theater J1. MWR support provided by AAFES, Red Cross, Stars and Stripes, USO and outside DOD/non-DoD agencies will be coordinated by EAC J1 and Theater J1.

Program elements of MWR for the purpose of this directive are:

• Fitness and athletics
• Recreation programs (centers, lounges, self-directed activities, entertainment shows)
• Exchange services
• American Red Cross operations
• United Service Organization (USO) operations
• Stars and Stripes
• Education services
• Family Support services
• Library services
• Motion Picture services (video and/or 16 mm)

R&R Centers.

Joint R&R facilities will be established to the maximum extent possible. During the operational planning phase, HQ Theater will normally assign responsibility for the need to establish and operate an R&R center to the Component Commander having the largest number of personnel in the area of operations. Inter-service and multi-national arrangements, coordination and cooperation of all forces in the EAC will be in accordance with appropriate directives.

Units are responsible for MWR for troops from D to D+60 to include:

• Recreational kits ready at time of deployment in accordance with service policy.
• Health and comfort sundry packs ready at time of deployment in accordance with service policy.
• Material for library kits in accordance with service policy.

Theater Component Commands: Each deployed commander will be responsible for:

• Establishment of recreation areas and programs for all deployed service members. Forward areas should, as a norm, be equipped only for basic recreational and fitness needs. Equipment should be minimal and readily moveable.
• Resourcing (to include non-appropriated unit funds) and procurement of equipment for recreation areas and programs.
• Providing manpower to staff programs and recreation areas and training those for which this is an additional duty.

Personnel Performance Evaluations

The EAC J1 must ensure the timely preparation and submission of performance evaluations for assigned individuals in accordance with (IAW) the established guidelines of the individual Services.  Current evaluation report policy is to essentially follow the service policy. The following guidance applies:

Army

Personnel will receive an evaluation report for the period of time assigned to the EAC providing this period meets the minimum prescribed in applicable Army regulations. (AR 623-105 and AR 623-205).

Navy

Personnel will receive a concurrent report for the period of time they are assigned temporary duty with the EAC. Evaluation period must meet minimum time constraints in applicable BUPERS instructions. (BUPERSINST 1611.17 and 1616.9A).

Air Force

Personnel will receive Letters of Evaluation (LOE) for the period of time assigned to the EAC. The LOE will be forwarded to their Rater for inclusion in their next Performance Report. (AF REG 36-10 and 39-62).

Marine Corps

Personnel will receive a Temporary Duty (TD) report for the period of duty at the EAC. The only other authorized reports while assigned to the EAC are a Change of Grade (GC) Report or Change of Reporting Senior (CH) Report. (MC ORDER P1610.7C).

Civilians

Personnel on Temporary Duty (TDY) or detail for at least 120 days must be given a rating for the period (5 CFR 430.206(d)).

Awards and Decorations

The EAC J1 should develop and promulgate guidance concerning awards and decorations, consistent with Department of Defense (DOD) awards policy. The EAC J1 also should ensure that timely recommendations and supporting information for individual, unit, and campaign awards are forwarded to the appropriate command.  Recommendations for DOD awards will be accomplished in accordance with DOD 1348.33-M, Manual of Military Decorations and Awards. All award recommendations will be processed by HQ EAC. EAC J1 will augment HQ EAC with personnel to process EAC award recommendations. Recommendations for Joint, Service and Foreign awards and decorations will be processed in accordance with service regulations. If appropriate, the EAC commander will request wartime awards authority through theater Command to each service department within 30 days of arrival into a declared combat zone. Civilians are not eligible for joint awards. Awards must be processed in accordance with service regulations.

Customs

Customs and border clearance requirements for movement of personnel and equipment will be the responsibility of the Provost Marshal under the supervision of the EAC J1 and in coordination with EAC J3, EAC J4 and the EAC Surgeon.

Discipline, Law, and Order

EAC Component Commanders will submit reports addressing alleged serious crimes or incidents of national or international interest to the EAC HQ Attn: J1 by the most expeditious means available under U.S. control.

Prisoners of War

Enemy Prisoners of War reporting will be conducted by the EAC Provost Marshal, with statistics submitted to the EAC J1 on the daily report.

Administrative Practices

Administrative practices within the HQ EAC will conform generally to those prescribed for HQ Theater in SM 5-5. Administrative practices not prescribed in SM 5-5 will be implemented using Army Regulations and supporting Theater directives. Such practices include, but are not limited to: records management, copier, duplicating and printing programs, official mail, mail and distribution centers, publications and forms programs and reference library operations.

Office Symbols

The following office symbols are assigned for use in the dispatch of messages and correspondence:

• EACCC: Commander
• EACDC: Deputy Commander
• EACCS: Chief of Staff
• EACJ1: Personnel
• EACJ2: Intelligence
• EACJ3: Operations
• EACJ4: Logistics
• EACJ5: Plans and Policy
• EACJ6: Communications-electronics
• EACSO: special Operations
• EACJA: Staff Judge Advocate
• EACPA: Public Affairs
• EACCM: Comptroller
• EACSG: Surgeon
• EACHC: Headquarters Commandant
  

These symbols may be extended by adding two-letter groups representing branches to these basic symbols by separating the two with a hyphen; i.e., EACJ1-AG, to indicate Adjutant General. The operational name of the EAC must always be included in the office address of messages and correspondence (Example: EACCC, Simple Suport).

TS Document Control

Incoming TS documents will be received through courier channels by the EACJ1-AG and will be passed directly to division TS Control Officer. Receipts will be centrally filed in the EAC HQ’s and in the division TS Control Office.

Classified Mail

The EACJ1-AG will process all incoming official mail. The EACJ1-AG will maintain copies, logs or receipts for mail except in accordance with appropriate directive. The EACJ1-AG will return to sender all receipts for classified/registered mail.

Publications

Only the following administrative publications will be issued by the EAC HQ’s:

• Headquarters Regulations. Announce policies, assign responsibilities, direct actions and prescribe procedures applicable only to the EAC HQ’s staff.
• directives. Announce policies, assign responsibilities, direct actions and prescribe pro-cedures applicable to component forces assigned to the EAC.

EAC Staff Division Chiefs will:

• Prepare in final form EAC Headquarters’ Regulations and directives as required.
• Prepare distribution list for proposed publication in coordination with the AG.
• Coordinate proposed publications with interested EAC staff division chiefs.
• Obtain EACCS approval of the proposed publication and forward to EACJ1-AG.
• Maintain a required publications list and keep on-hand instructions for reordering.

The EACJ1-AG will:

• Provide EAC staff division with sample format for proposed Headquarters’ regulations and directives.
• Number and authenticate all EAC Headquarters Regulations and directives approved by EACCS.
• Publish and distribute all HQ EAC administrative publications.

Reproduction

Reproduction services will be provided by EACJ1-AG. All reproduction will be in one color only. When the headquarters is operating from more than one location, all reproduction will be done at the main headquarters. Printing requirements must follow AR 25-30 for all work beyond normal duplicating. Local base/post printing facilities can be contracted for multi-colored or special binding support requirements.

Reproduction of Classified Documents

All reproduction of classified documents will be accomplished under the supervision of the Custodian of Classified Documents or the TS Control Officer of the staff office concerned, who will ensure the accountability for each document reproduced

Reference Publication Kit

Each EAC staff division will be responsible for transporting its own publications kit, containing those reference publications required to perform their functions at the EAC HQ.   Upon stand-up, EACJ1 will establish a publications sub-account with the HQ Theater Publications Officer.

Blank Forms

Each EAC staff division will be responsible for transporting its own blank forms kit, containing those blank forms required to perform their functions at the EAC HQ’s. Each EAC HQ’s staff will maintain a 90-day supply of blank forms, required for performing particular functions; and provide the EAC J1, prior to deployment, a schedule of its recurring forms requirements after the initial 90-day period. Upon stand-up EAC J1 will establish a forms sub-account with the HQ Theater Forms Management Officer.

Records Management

Records collected under contingency operations are considered "special" collections and will be transferred in accordance with Department of the Army instructions. Maintain and dispose of records in accordance with Modern Army Record keeping System (MARKS), AR 25-400-2, and Theater Staff Memorandum 5-14, Records Management. Use the permanent files disposition for "combat or combat support units" when applicable. The EAC J1 will oversee the set-up and operations of this program. The following procedures apply to the maintenance of records at the EAC HQ’s:

• Messages: The originating staff division is the office of record for outgoing messages. Each division will maintain the record (come back) copy of messages orig-inated in their offices in the appropriate subjective MARKS files. The staff division designated as the action office by EACJ1-AG is the office of record for incom-ing messages. A copy of in-coming and outgoing messages may be filed chronologically in the Administrative Housekeep-ing Files under file number in, Office Message Refer-ences. The file is destroyed after one (1) year. Extra copies should be retained by EAC staff divisions if needed for preparation of After Action Reports.
• Correspondence: All correspondence will be pre-pared in accordance with Theater Staff Memoran-dum 5-5, Staff Officer Reference Guide. The originating division is the office of record for outgoing correspondence. Back-up material will be attached to and filed with the record copy of correspondence. Incoming correspondence will be retained as a "record copy" when it provides the basis of another action, results in development of policy, or provides a significant record.

Publications: The EACJ1-AG is the office of record for all EAC HQ’s regulations and directives. The originator will retain a copy of all EAC plans and operations orders. File background material for each publication in file number 25-30I Centralized Instruction Background File, and retire when superseded. This is a permanent record.

Reports: The record copy of reports will be retained by the preparing EAC staff division or unit. Use file number 525a for command reporting files. This is a permanent record.

Journals: The record copy of staff journals will be retained by the preparing EAC staff division or unit. Use file number 220-15a, Daily/Staff Journal and tactical Operations Center Log. This is a permanent record.

Freedom of Information Act

Process Freedom of Information Act requests and requests under the Mandatory Declass-ification Review program in accordance with procedures established in SM 5-14, Records Management.

Graphics Support

EAC Graphics requirements should be met through electronic input and presentation thus eliminating the need for any color output device (Calcomp, Tectronic, etc. printers). PowerPoint is the recommended program to input graphic information and should be loaded on those computers designated for graphic production. Presentations can be done electronically in a desk-side fashion or through a LCD protection panel and overhead projector. Visual information equipment request must be authorized by the HQ Theater Visual Information Manager.

Photo Support

Combat Camera Group should cover all photographic requirements of a EAC.

Safety Program

General. The purpose of the CEAC Safety Program is to preserve human and material resources. Human resources include professional pride, high morale, physical well-being, and life itself, all of which are susceptible to damage and destruction by mishaps. Material resources include all kinds of property. The safety program is based on prevention and should be integrated with the service components' safety programs. The risk assessment and management plan (RAMP) assists in identifying and evaluating potential hazards and conducts risk assessments as part of the planning for all operations and exercises, and considers matters of safety during mission execution. Annex A to this chapter shows a sample RAMP worksheet.

Mission. The Safety Division executes its mission through an aggressive program, cyclic on-site assistance visits, and assistance with individual risk assessment and management plans. Recommen-dations from assistance visits will be forwarded through the chain of command based on the degree of risk exposure. (The only exception is in cases of imminent danger in which immediate corrective action will be taken and the chain of command will be informed.)

Responsibility.

• The Chief of Safety reports directly to the CEAC.
• EAC service components are responsible to the CEAC for implementing and managing their safety programs.
• All units subordinate to the CEAC will info the CEAC (J1 Chief of Safety ) via record message traffic on all HAZARD reports and initial mishap messages and OPREP-3 messages. As a matter of policy the CEAC will not participate on the mishap endorse-ment change. A service component may request the participation from the CEAC on a mishap endorsement and the request will be considered on a individual basis.

Scope. The Chief of Safety will ensure the CEAC safety program will encompass Flight, Ground, Ship, Weapons, Off-Duty Safety, OSH and HAZMAT. The scope of responsibility will include only EAC forces.

Execution by units.

• EAC service component commander will designate a dedicated officer, safety qualified in the pay grade of 0-3 or above as the unit Safety Officer. A Civilian Professional (018) may be substituted to serve as the Safety Director.
• The most consistent factor contributing to fatal mishaps during previous operations was the abandoning of safety in an effort to establish "Combat Posture".
• Risk Management. Risk management procedures will be used for all operations to preserve combat strength through the reduction of accidental losses.
• All units are required to have a pre-mishap plan.

Responsibilities at a mishap site. The officer who first becomes aware of a serious mishap (one that results in one or more of the following: a fatality, permanent disability, permanent partial disability, five or more hospitalized in the same mishap, or property damage of $10,000.00 or more must:

• Ensure a guard is placed at the mishap site to protect the public, safeguard U.S. property, and prevent disturbance of the site. Once rescue operations are com-plete and environmental or safety hazards have been eliminated or controlled, the site will be preserved intact until it has been released by the safety investigators.
• Ensure all personnel involved in the mishap and all witnesses are assembled for questioning by safety investigators.
• Ensure the EAC Safety Staff is notified immediately of any mishap.

Pre-accident planning. All units will have the following information on hand:

• Medical evacuation (MEDEVAC) and ambulance procedures.
• Mishap site preservation procedures.
• Chain of Command notification procedures.

Mishap reporting. All accidents resulting in a lost-time injury of one day or more or property damage of $2,000.00 or more must be reported through channels to the CEAC Safety Staff at the CEAC headquarters J-1,

Fratricide prevention. To reduce fratricide leaders must:

• Ensure detailed rules of engagement (ROE) are established and continuously updated as situations change.
• Ensure EAC members are well informed on the ROE.
• Conduct risk assessments as part of mission planning and implement action to protect the EAC members.

Vehicle operation safety.

• The senior occupant of the vehicle is responsible for the safety operation of the vehicle.
• Maintenance is the keystone to safe vehicle operation.
• Only qualified and prop-erly licensed individuals are per-mitted to operate vehicles, includ-ing rental vehicles. The driver must have a valid U.S. drivers license to operate a car outside CONUS, regardless of local regulations.
• The use of ground guides is essential to ensure safe backing. Ground guides are mandatory for vehicles 2.5 tons and larger, for vehicles operated in motor parks or bivouac areas, and when backing any vehicle with an obstructed view.
• When operating govern-ment vehicles, operators should be issued face protection such as shields or Ballistic and Laser Individual Protection System (BLIPS).
• Vehicle fording operations should be conducted IAW vehicle operators manual.
• Roads may be unimproved or extremely narrow. Vehicle operators should be briefed that the narrow roads combined with the steep road shoulders present a roll-over hazard. Speed should be re-duced in congested areas or when on-coming,vehicles are encountered.

Personal protective equipment. Personnel are required to wear appropriate protective equipment for the protection of eyes, hands, feet, head and hearing. Flak vests and other body armor is also considered personal protective equipment.

Environmental safety.

• Immediately report chemical and fuel spills to the CEAC Safety Staff. Do not clean spills you are not trained to handle!
• Dangerous animals and insects and disease vectors. Leave snakes alone. Report all bites to medical personnel. Additionally, scorpions, spiders, mosquitoes and some marine life can cause illness and infected wounds. Shake out clothing and boots before dressing. Use repellents religiously. If skin diving or scuba diving don't tamper with sea urchins or unfamiliar marine life.
• Heat Injuries. Leaders are reminded that heat casualties such as severe sun burn and heatstroke are preventable and recordable as accidents.
• As a rule of thumb, two weeks are required to adjust to humidity and extreme heat. Personnel should be encouraged to drink lots of water. As a rule, 6 to 9 quarts of water per day is a good standard for light duty such as guard work; 9 to 15 quarts for heavier activity. Only designated potable water sources should be used.
• Replace electrolytes (i.e., eat bananas or other high potassium foods).
• Use sun block lotions.
• Frostbite. Be alert to symptoms and treatment for cold-related injuries. Frostbite is recorded as an accident.

Fatigue. Fatigue causes accidents. After 48 to 72 hours without sleep, personnel become ineffective. Factors impacting on fatigue are water consumption, diet, physical conditioning, and hygiene.

• Make a directed sleep plan part of the mission requirement.
• Review the common tasks for the recognition of the symp-toms of fatigue and actions to taken.

Fire safety. Unit Fire Marshals should conduct pre-deployment briefings and conduct routine site assistance surveys during the deployment to detect and correct adverse trends. The briefings should cover actions to be taken at the first sign of fire, alert and evacuation of personnel, and fire fighting capabilities and limitations.

Construction safety. Include safety in planning stages of any electrical distribution systems that will differ from standard field practice. Also any electrical systems that will support civilians, other than DoD employees.

Aviation safety. Unit standard operating procedures (SOPs) and aircraft procedures will be followed.

Non-U.S. facilities.

• Airfields with unfamiliar procedures, lighting, obstruction markings, barriers and arresting gear equipment increase the potential for mishaps.
• U.S. standards and procedures are not always adopted.
• Air traffic control and field procedures may not accommodate airframe requirements. Identify and correct the disparities through proper channels.

Safety briefings. The pilot-in-command will ensure that all passengers are given a safety briefing prior to each flight. As a minimum, the briefing should include the following:

• Aircraft entry and exit procedures.
• Procedures in the event of an aircraft emergency.
• Safety precautions to be observed while operating in and around running aircraft.
• Foreign object dam-age (FOD) and loose debris. The conditions are such that there may be an over abun-dance of loose debris which could cause extensive damage to aircraft if ingested, or injury to military and civilian person-nel. Extreme caution should be exercised to avoid flying aircraft in and around areas where FOD exists.

Key safety issues.

Dangerous animals and insects and disease vectors.

Vehicle operations.

• Lack of traffic control on roadways.
• Lack of an open-road network.
• Fatigued operators.

Interactions with the civilian population.

• Military operation hazards to adjacent civilians.
• Crowd and refugee control.

Joint operations with other military or civilian organizations in which chain of command may be unclear.

Manning

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Operational Tasks

Tactical Tasks

DRAFT