Information Sheet Number: 1.23
The Gunnery Officer's billet on board navy ships is the epitome of accountability due to the highly sensitive nature of custody items that fall under its cognizance. The relieving letter maintains and documents accountability for relief. Once endorsed, the reliever assumes all responsibility regardless of the origin of fault. The letter needs to address the status of the gunnery division and include sight inventory of all ordnance by serial number.
(a) COMNAVSURFLANTINST 9093.3 Combat Systems Officers Manual
(b) OPNAVINST 3120.32C Standard Organization and Regulations Manual of the U.S. Navy (SORM)
A. DUTIES UPON DETACHMENT
1. When a department head receives orders to detach from a duty station, the officer and designated relief are required to jointly inspect all material and records of the department and submit a joint report, the "relieving letter", on their findings.
2. While a relieving letter is not required for division officers it is recommended for Combat Systems Department division officers due to the inherent accountability requirements of ordnance.
a. The Gunnery Officer's ordnance inventories must be without error.
b. No matter how long it takes, every item must be inventoried and inspected.
(1) A week to 10 days is ideal.
(2) Once the relieving letter is signed, custody and total responsibility is transferred despite the origin of discrepancies.
(3) A reliever's only salvation is that all items of concern are documented in the relieving letter.
B. CONTENTS OF A RELIEVING LETTER.
1. Material status
(1) Weapons batteries
(a) Gun mounts
(b) Fire Control Systems
(c) Material certifications (from the Combat Systems Smooth Log)
(2) Magazines and fire protection systems.
(a) Projectile magazines
(b) Special ordnance magazines
(c) Magazine sprinkling systems
(3) Small arms magazines
(b) Security Force Lockers
(c) Pyrotechnics lockers
(1) Associated auxiliary equipment and spaces
(a) Loader drum room(s)
(b) Fan rooms
(c) Combat Systems Berthing
(d) Inspect every space with your relief with the most current copy of the space responsibility list.
(1) Deficiencies and defects
(a) Inoperative equipment
(b) CASREP binder, workcenter discrepancy log, and 8 O'clock Reports are excellent references.
(2) Repairs (required or pending)
(a) SHIPALT and ORDALTS
(b) It is imperative the CSMP is reviewed for scheduled work packages.
C. PREVENTIVE MAINTENANCE SCHEDULING
a. Review cycle and quarterly schedules.
b. If the accomplishment factors are low, they should be noted.
c. All non-accomplished actions should have detailed explanations on reverse side of the quarterly schedule indicating:
(1) Reason for non-accomplishment
(2) Requisition and job numbers
2. Training program
a. An accomplished check by a non-qualified worker is a waste of time.
b. All divisional personnel should have Personnel Qualification Standard (PQS) goals and be held accountable for them. Most ships require 3M maintenance technician requirements to be completed in 6 months.
c. Review training records and cross reference them with PQS boards and service records.
D. PERSONNEL STATUS
1. A formal statement detailing present and projected manning levels should be an enclosure to every relieving letter.
a. Gunnery divisions have critical Navy Enlisted Code (NEC) requirements. NECs must be filled to maintain and operate the divisional equipment.
(1) Specifically, they are Mount Captains, Range Masters (for small arms qualification), and coded maintenance requirements.
b. Review divisional Enlisted Distribution Verification Report (EVDR) and the Ship's Manning Document paying particular attention to the prospective gains and prospective losses sections of the EDVR.
E. EQUIPAGE STATUS
1. List all missing items with estimated cost of replacement.
2. Sight inventory all small arms, high cost, and title "B" items (Less than $1,000 and highly pilferable).
a. Title "B" items include such things as test equipment, binoculars, stop watches, and night visions goggles (NVG's).
b. All deficiencies should be accompanied with a Survey Report number.
F. EXPLOSIVE ORDNANCE
1. Include a statement describing the condition of explosive ordnance indicating the type and amounts for suspended or limited use items onboard.
2. Report inventory of Shipfill Allowance List and remaining NCEA of all NALCs.
3. Review ATR file, NARS file and all ledger cards checking for completeness.
4. Review the results of the latest SESI or OHSAT.
G. PUBLICATIONS, LOGS AND RECORDS
1. Check the Publications Allowance List (PAL).
2. Review findings from the latest FEP or CSRR and check on the status of any discrepancies noted.
3. Review the status of TECHPUB changes with the LPO or that petty officer that has been designated as the TECHPUB Custodian.
H. FINANCIAL STATUS
1. Discuss with your relief and the Department Head the amount of money that the division receives quarterly/annually for both consumables and repairs.
I. ACTION BY COMMANDING OFFICER IN THE EVENT OF A DISAGREEMENT
1. CO will determine the actual conditions, fix the responsibility and take such other action as may be necessary.
2. In serious situations, actions could include a JAG investigation and possible UCMJ proceedings.
J. ACTION BY THE RELIEVING OFFICER WHEN A JOINT INSPECTION IS NOT POSSIBLE
1. The relieving officer will make the required inspection and report as soon as possible, and in any event within 20 days of taking charge.
2. It is not uncommon for gaps in billeting of division officers. Great care should be taken when writing a relieving letter under these conditions. The divisional chief should act as officer being relieved.
K. STATEMENT THAT THE RELIEVING OFFICER IS READY IN ALL RESPECTS TO RELIEVE THE PRESENT GUNNERY OFFICER OF HIS DUTIES
1. When the decision to relieve is made, a formal statement indicating intentions is endorsed by originator (reliever) and routed via the chain-of-command to the Commanding Officer.
2. The letter is acknowledged by the Commanding Officer. Copies are made and distributed to:
a. Commanding Officer
b. Executive Officer
c. Department Head
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