*USAREC Manual No. 3-01
Headquarters United States Army Recruiting Command 1307 3rd Avenue Fort Knox, Kentucky 40121-2725 22 November 2011
Recruiter Handbook Contents Page FIGURES ......................................................... ii TABLES .......................................................... ii VIGNETTES ....................................................... ii PREFACE ......................................................... iii PART ONE
RECRUITING UNIT DUTIES AND RESPONSIBILITIES
Chapter 1
Recruiting Support Team Duties and Responsibilities ................... 1-1
Chapter 2
Engagement Team Duties Responsibilities ............................ 2-1
Chapter 3
Future Soldier Leader Duties and Responsibilities ...................... 3-1
PART TWO
RECRUITING ENVIRONMENT
Chapter 4
The Operating Environment ........................................ 4-1
Chapter 5
Network Centric Recruiting ......................................... 5-1
Chapter 6
School Recruiting Program ......................................... 6-1
Chapter 7
Recruiting Operations ............................................. 7-1
Chapter 8
Planning ........................................................ 8-1
PART THREE
RECRUITING FUNCTIONS
Chapter 9
Intelligence ...................................................... 9-1
Chapter 10
Prospecting .................................................... 10-1
Chapter 11
The Army Interview .............................................. 11-1
Chapter 12
Processing ..................................................... 12-1
Chapter 13
Lead a Future Soldier ............................................ 13-1
Chapter 14
Training, Sustainment, and Mission Command ........................ 14-1
Chapter 15
Follow-up ...................................................... 15-1
Appendix A
THE ENLISTMENT PROCESS (SCENARIO) ........................... A-1
*This manual supersedes USAREC Manual 3-01, dated 23 December 2008.
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USAREC Manual 3-01 Appendix B
TOOL BOX ......................................................B-1 GLOSSARY ................................................ Glossary-1
Figures
1-1. Recruiting support team duties ................................. 1-1 1-2. RST workflow model .......................................... 1-2 2-1. Engagement team duties ....................................... 2-1 2-2. ET workflow model ........................................... 2-2 3-1. FSL duties .................................................. 3-1 3-2. FSL workflow model .......................................... 3-2 5-1. Recruiting Center Network ..................................... 5-4 7-1. Recruiting functions .......................................... 7-2 8-1. Sample of a recruiting center synchronization matrix ............... 8-3 A-1. Appointment made on RST’s calendar ........................... A-2 A-2. Interview appointment made on ET’s calendar .................... A-3 A-3. Test and processing on RST’s calendar .......................... A-4 A-4. Packet review on ACC’s calendar............................... A-5 A-5. ‘Hot-seat’ on center commander’s calendar .......................A-6 A-6. Future Soldier orientation on FSL’s calendar......................A-7 A-7. Future Soldier orientation on center commander’s calendar .........A-7 A-8. Recruiting center workflow model ..............................A-8
Tables
11-1. Correlation between the Army interview and developmental counseling11-2 12-1. ASVAB sub-tests ............................................ 12-2 12-2. Army ASVAB line scores ..................................... 12-3
Vignettes
Small unit leadership:School recruiting program ....................... 6-3 Examples of prospecting phone calls ................................ B-2 The phone call: Questions and responses ............................ B-3 Handling obstacles in the interview ................................. B-10
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Preface USAREC Manual 3-01 is a “how to think” manual for recruiting center team members. The manual’s primary goal is to describe the duties and responsibilities of each team member and how they work together to achieve the mission.
PURPOSE USAREC Manual 3-01 is the recruiter’s guide for planning and executing recruiting operations. This handbook uses practical examples to explain each operation and thoroughly describes the recruiting environment. It also provides an in-depth discussion of each recruiting function, and communication and counseling techniques that work. This handbook describe each team member’s individual duties and responsibilities and how team members interface within the center.
SCOPE This handbook also discusses recruiting fundamentals and concepts as well as providing the most successful recruiting tactics and practices. This handbook discusses the eight recruiting functions; decisive, shaping, and sustaining operations; as well as recruiting tools and techniques.
INTRODUCTION The contents of this manual are not regulatory. They are a compilation of strategies and field proven techniques that thoroughly explain the what, why, and how of recruiting functions at the team member level. The methods detailed are not the remedy for every situation, but they do provide recruiting team members a doctrinal starting point from which to formulate and execute their operation plans.
APPLICABILITY This manual applies to all recruiting center team members.
ADMINISTRATIVE INFORMATION The proponent for this manual is Headquarters, United States Army Recruiting Command (HQ USAREC), Assistant Chief of Staff, Recruiting and Retention School–Forward. Send comments and recommendations on DA Form 2028 (Recommended Changes to Publications and Blank Forms) directly to HQ USAREC, ATTN: RCRRS-D, 1307 3rd Avenue, Fort Knox, KY 40121-2725; or by email to [email protected]
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PART ONE
Recruiting Unit Duties and Responsibilities Part One defines the duties and responsibilities of the recruiting support team, engagement team, and Future Soldier leader. Each team member’s duties are graphically depicted on a flow chart showing how team members interface and where in the process hand-offs take place. Chapter 1 Defines the recruiting support team member’s duties and responsibilities. Chapter 2 Defines the engagement team member’s duties and responsibilities. Chapter 3 Defines the Future Soldier leader’s duties and responsibilities. The recruiting center is the basic recruiting unit. Part One discusses how the ET, the RST, and the FSL work together under the center commander’s leadership to achieve the mission. (USAREC Manual 3-06 discusses how the center commander and the assistant center commander lead and manage the teams.) The teams carry out specific recruiting functions. Mission success demands that the teams and all members work together. Each member depends on the other to accomplish the mission. Figures throughout Part One clearly show the array of teams in the recruiting center structure.
Chapter 1
Recruiting Support Team Duties and Responsibilities 1-1. The recruiting support team (RST) is the operational backbone of the recuiting unit. This team of professional recuiters must handle a wide range of operational and administrative tasks. The fast-paced work environment demands quick thinking, strong organizational skills, and a keen ability to make sound decisions and solve problems. RSTs interact daily with Soldiers, Future Soldiers, prospects, applicants, and centers of influence (COIs). RSTs handle highly-sensitive personal information and use high-dollar-value equipment. These Soldiers conduct most prospecting operations, all applicant processing, and office administration. 1-2. The list of duties found in figure 1-1 is not meant to be all-inclusive. The figure simply provides the RST’s primary and associated responsibilities. RSTs, as all members of the center, regardless of their primary duties and responsibilities, can be temporarily redirected by the recruiting unit commander.
Figure 1-1. Recruiting support team duties
PROSPECTING AND LEADS MANAGEMENT 1-3. The RST conducts prospecting activities using the telephone, texting, and virtual methods. The RST manages and refines leads, gathers blueprint information, conducts prospecting activities, follow-up and all related activities. 1-4. When a lead agrees to an appointment, he or she becomes a prospect. The RST checks the calendars of the engagement team (ET) members to see who is available to conduct the interview. The next step is to hand the new prospect off to the ET. The hand-off must be smooth and reassuring to the individual. The 1-1
Recruiting Support Team Duties and Responsibilities RST must provide the prospect with the ET’s name and background and give them a positive endorsement. This practice will lessen the individual’s natural fear of meeting an ET for the first time.
PROCESSING 1-5. The RST handles all processing. A prospect becomes an applicant the moment they agree to process for enlistment. The ET then hands the applicant back to the RST with a positive endorsement of that particular RST who will complete their processing. Now the ET starts the enlistment packet and collects the applicant’s source documents. Processing includes collecting and validating source documents, performing a biometric scan, scanning documents into electronic records management (ERM), scheduling testing and military entrance processing station (MEPS) processing, transporting applicants to and from mobile examining team (MET) sites, MEPS, shipping locations (airport, train station, bus terminal), and so on.
Figure 1-2. RST workflow model
1-6. The RST is responsible for all processing activities—to include MEPS processing—and any additional administrative work that may arise during the Future Soldier’s time in the DEP/DTP (medical and conduct waivers, for example). The applicant becomes a Future Soldier when they take the oath of enlistment into the delayed enlisted program (DEP) or the delayed training program (DTP). Now the RST hands off the new Future Soldier to the Future Soldier leader (FSL). The hand-off should follow the same procedures discussed earlier. The RST introduces the new Soldier to the FSL. Figure 1-2 shows an example of a workflow model for the RST.
ADMINISTRATION 1-7. The RST is responsible for managing the Government-owned vehicles (GOV), voter registration and the key control program. The RST is also responsible for 1-2
USAREC Manual 3-01 maintaining applicant drug and alcohol test logs and postage stamp logs, and for ordering recruiting publicity items (RPI) and personal presentation items (PPI). 1-8. RSTs are also responsible for providing intelligence to the recruiting unit commander, as are all other team members. It should be noted that this is not how-to information, but simply the best business practices as we know them today. Many responsibilities are combined and shared where possible and when necessary. It is imperative the RST, ET, and FSL work together for the good of the recruiting unit. See appendix A for a working example of the entire enlistment process and workflow model.
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Chapter 2 Engagement Team Duties Responsbilities 2-1. ET members assume the roles of leader, communicator, planner, public relations representative, marketing analyst and counselor. The ET must be of strong moral character and embody the Army values. The ET is an ambassador of the Army—self-disciplined and professional. The ET is the face and voice of the Army and recruiting unit. 2-2. The list of duties shown in figure 2-1 is not meant to be all-inclusive. The figure simply shows the ET’s primary duties. The recruiting unit commander can temporarily redirect ETs and any other member of the unit, regardless of their primary duties and responsibilities, to support mission objectives.
Figure 2–1. Engagement team duties
PROSPECTING 2-3. The ET conducts face-to-face prospecting in accordance with the recruiting unit’s recruiting operation plan (ROP). Face-to-face prospecting ideally should be carried out in the recruiting unit’s target areas to coincide with telephone prospecting activities. Face-to-face prospecting should not be confused with area canvassing. Face-to-face prospecting is trying to contact a lead in person. The expanded areas of many recruiting units require leaders to focus prospecting efforts in specific areas to maximize resources. 2-1
Engagement Team Duties Responsibilities
AREA CANVASSING 2-4. Area canvassing includes such activities as visiting popular hangouts, executing the school recruiting program (SRP) through school visits, posting businesses, and developing COIs and VIPs. Leaders should focus area canvassing activities in prospecting areas designated by the center’s ROP. By focusing these activities in the designated prospecting areas, the ETs position themselves to conduct interviews made via telephone prospecting. Recruiting unit commanders should direct their teams to make the most of the ET’s mobility. ETs can and should assist with processing by running police checks and collecting school letters and other document during area canvassing activities.
INTERVIEWING 2-5. When the RST schedules an appointment, the ET must immediately contact the prospect to establish rapport and confirm the appointment. This technique continues the hand-off process and reassures the prospect they are dealing with a professional team and organization. This hand-off is critical to the rest of the recruiting process. The team concept must be embraced by the ET to ensure a smooth hand-off back to the RST, FSL and unit leaders. Figure 2-2 is an example of a workflow model for the ET.
Figure 2-2. ET Workflow Model
2-6. The ET, in addition to their primary duties, must also provide intelligence to the center. ETs share this responsibility with all other team members. This is not how-to information, but simply the best business practices as we know them today. Many responsibilities are combined and shared where possible and when necessary. The ET, RST, and FSL must work together for the good of the center. Appendix A includes an example of the enlistment process and workflow model.
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Chapter 3
Future Soldier Leader Duties and Responsibilities 3-1. The FSL provides the leadership, mentoring, training, and guidance to recruiting center’s Future Soldiers. The FSL must be a proven leader who thoroughly understands the recruiting process. The FSL must be of strong moral character and embody the Army values. Since the FSL in most cases will have the most interaction with the unit’s Future Soldiers, they should be among the most experienced members of the team. 3-2. The FSL will execute their duties as discussed in USAREC Regulation 601-95 and the unit’s ROP. Figure 3-1 shows the FSL’s primary responsibilities—the list is not all-inclusive. The recruiting unit commander may temporarily redirect the FSL, regardless of their primary duties and responsibilities to support mission objectives.
Figure 3 1. FSL duties
3-3. The FSL missions Future Soldiers for referrals. The FSL also supports SRP events, sporting events, and community events. Future Soldiers are valuable COIs and part of the center team. The FSL should work closely with the ETs and RSTs supporting prospecting, events, and lead generation activities whenever possible. The Future Soldier is also a good intelligence and blueprint information provider for prospecting activities. Future Soldiers can be an asset or a liability. The impact Future Soldiers have on the unit will reflect the leadership and guidance they get from the FSL and other Soldiers in the unit. 3-4. The FSL is responsible for all Future Soldier activities, to include gathering documents and completing paperwork required for shipping. Documents may include such items as diplomas, transcripts, marriage certificates, and promo3-1
Engagement Team Duties Responsibilities tion orders. The FSL should work closely with RSTs to complete any additional paperwork that may arise during the Future Soldier’s time in the DEP/DTP, such as waivers, marriage certificates, and dependent birth certificates. Figure 3-2 is an example of a workflow model for the FSL.
Figure 3 2. FSL workflow model
3-5. The FSL, in addition to their primary responsibilities, are also responsible for providing intelligence to the recruiting unit. It should be noted that this is not how-to information, but simply the best business practices as we know them today. Many responsibilities are combined and shared where possible and when necessary. The ET, RST and FSL must work together for the good of the unit. Appendix A includes an example of the enlistment process and workflow model.
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PART TWO
Recruiting Environment Part Two discusses the team member and recruiting unit’s operating environment, networkcentric recruiting, SRP, recruiting operations, and the recruiting operation plan. Chapter 4 Discusses the recruiting unit’s operating environment. Chapter 5 Discusses the recruiting unit’s network-centric recruiting environment. Chapter 6 Discusses the SRP. Chapter 7 Discusses recruiting operations. Chapter 8 Discusses the recruiting operation plan.
Chapter 4
The Operating Environment INTRODUCTION 4-1. The recruiting unit’s operating environment is unlike any you may have experienced during your career. Soldiers assigned to recruiting duty operate in small towns and metropolitan areas, far from military installations, and the Soldier and Family support services they offer. 4-2. USAREC is responsible for initiating the transition of volunteers from civilian to Soldier and acts as the Army’s liaison with the American people. USAREC provides command, control, and staff support for the recruiting force.
RECRUITING MISSION 4-3. The recruiting mission is based on the Army’s projected loss rate. The Department of the Army assigns a yearly accession mission to meet its end strength goals and to cover normal attrition. The accession mission is broken down into very specific categories. Major categories include the following: • Regular Army (RA) and Army Reserve (AR) enlistments. • Army Medical Department commissions. • Officer Candidate School. • Technical warrant officer. • Warrant Officer Flight Training. • Chaplain commissions. • Band. • Special Forces officer and enlisted. • 160th Special Operations Aviation Regiment. 4-4. The Department of the Army accession mission is converted to an adjusted contract mission at HQ USAREC. The adjusted contract mission equals the accession mission plus a percentage (about 10 percent) to cover potential losses from Future Soldier pool. In a perfect world, every enlistment contract would result in a new Soldier reporting for duty. In the real world, however, Future Soldier losses do occur. Losses occur for many reasons—medical or conduct disqualifications and failure to graduate, for example. For this reason, the USAREC G2 adjusts the mission to offset losses. The adjusted mission is then distributed to the brigades for further distribution down to recruiting unit level. 4-5. The mission assignment process is both art and science and combines years of experience with actual performance data. Analysts and marketing experts dissect and examine historical data, demographic models, target-market surveys, and many other intelligence sources to provide equitable and achievable mission assignments. 4-1
The Operating Environemnt
ROLES IN THE COMMUNITY 4-6. Members of a recruiting unit must demonstrate Army values, live the Warrior Ethos, and do so in full view of the community in which they serve. These team members are responsible for initiating the transition of volunteers from civilian to Soldier and act as the Army’s liaison with the American people. 4-7. Each team member is expected to assume various roles. These roles range from developing trust and credibility within the community to determining best marketing techniques to producing leads and ultimately the enlisting of Future Soldiers. Team members assume the roles of leader, communicator, planner, public relations expert, marketing expert, and counselor. 4-8. Leader. As a leader or team member, you will be called upon to demonstrate your leadership skills. Your ability to lead, inspire, and involve yourself in your community, could be the difference between recruiting success and failure. Your actions on and off-duty are closely watched by members of your community. You must lead by example. 4-9. Communicator. As a leader or team member, you must understand that communication is your center of gravity. Communication is the key for successful execution of all recruiting operations. All team members must communicate the Army story to all members of the community in which they live and work. 4-10. Planner. As a leader or team member, executing recruiting operations (decisive, shaping, and sustaining) will lead to mission success, but only if you have a sound plan. It is important to spend your time where it will do the most good. Planning is one of the most important things you will do as a leader or team member. The mission depends on it. 4-11. Public relations specialist. As a leader or team member you must establish and promote a favorable relationship between you and the community. Team members must participate in public events such as high school sports functions or Army-sponsored events. You should volunteer to give presentations about Army programs to civic organizations such as the Veterans of Foreign Wars or local parent-teacher organizations. This type of involvement will demonstrate your willingness to be a viable part of the community. 4-12. Marketing specialist. As a leader or team member you should know the general makeup and distribution of your community’s population. Understanding these marketing principles will help you tailor your recruiting plan so you can be in the right place, at the right time, with the right message. 4-13. Counselor. This is the role you will automatically assume when recruiting, processing or leading Future Soldiers. The techniques you used to counsel your Soldiers are the same ones you will use to guide and lead prospective and Future Soldiers. Your wise counsel based on experience and Army values will positively affect the lives of all those you talk to, whether they join the Army or not.
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Chapter 5
Network-Centric Recruiting 5-1. The network-centric environment consists of both an internal and external information network. The internal network is your connection to USAREC’s integrated information systems, staff elements, other recruiting leaders, recruiting units, Future Soldiers, and team members. The external network includes the community, businesses, schools, clubs, and other outside organizations. 5-2. A recruiting unit is essential to both the internal and external information networks. The internal network exists so you can conduct operations with as little distraction and wasted effort as possible. The external network, while an integral part of your recruiting network, exists and flourishes as a result of your recruiting efforts. 5-3. Combined, these two information networks make available the leadership, support, and information the team needs to advance recruiting efforts. These networks can supply market intelligence (internal) or an invitation to address the local chamber of commerce to discuss Army opportunities (external). These networks give the leader a tactical advantage for mission success.
RECRUITING MISSION 5-4. The internal network connects a recruiting unit to staff elements within the organization that provide time-critical intelligence, analysis, and a wide range of other vital support functions. Market analysis, leads distribution, advice, interpretation of policy, or mentoring can all be found on the internal network. The primary purpose of the internal network is to provide all the tools and information necessary to accomplish the mission. 5-5. The internal network provides information in a variety of ways to accomplish three basic objectives: Reach and engage people effectively, boost recruiting efficiency and focus, and develop a common operating picture. The internal network ensures all levels of command are synchronized, headed in the same direction, and sharing the same intelligence information. A recruiting unit is the major provider of real-time market and operational data that feeds the system. This data must be timely and accurate. 5-6. The internal network ties directly to a recruiter’s ability to conduct operations. The knowledge of available resources determines the quality of service you can provide to the community and Future Soldiers. You are the recruiting subject matter expert in the community and require firsthand and timely information. The internal network is your source for all changes, updates, options, and information. 5-7. The science of recruiting requires a great deal of data gathering, interpretation, and analysis. Without accurate and timely operational data, recruiters would just be shooting in the dark. Recruiters who know how to access and use their market intelligence can effectively focus their prospecting efforts. 5-1
Network-Centric Recruiting 5-8. Recruiting is a team effort. Mission accomplishment and the success of the command depend heavily on the collective effort of all its members. One of the most underrated assets at your disposal is the experience and knowledge of fellow recruiters. Leaders are encouraged to facilitate and support peer networking. Company and battalion functions nearly always include social events that allow team members to sharpen their networking techniques and share their insight and experience. 5-9. One of the best places to actively engage with other team members is the Recruiting ProNet forum. Recruiting ProNet is USAREC’s collaboration site that connects all recruiting personnel, recruiting leaders, and command staff. The forum allows recruiting personnel to openly voice their opinions, give advice, ask questions, and share knowledge. To join Recruiting ProNet, visit the forum’s Web address: https://forums.army.mil/secure/communitybrowser.aspx?id=51486.
UNDERSTAND 5-10. External networking activities occur at all levels of the command and focus on synchronizing recruiting efforts with events and the rhythm of the surrounding civilian community. While networking with high school counselors and local business owners, the company commander may be supporting recruiting unit’s efforts by establishing relationships with school boards and community leaders. External networking occurs at all levels. USAREC networks with state and federal lawmakers, industry leaders, and so on. While USAREC establishes and nurtures these relationships nationally, battalions and companies network regionally, and recruiting units and recruiters locally. 5-11. Social networks such as Facebook, MySpace, Twitter, and YouTube are now an accepted means of communication for Soldiers and Army civilians. These sites can be useful for presenting Army and recruiting information and interacting with the target market and with influencers, COIs, VIPs, and the local populace. 5-12. Local businesses, civic organizations, as well as religious and educational institutions are linked through shared interests and like needs. These local networks are the heart and soul of every community. Networking within these organizations and institutions can open doors that may otherwise be closed to recruiting efforts. 5-13. Many influencers such as COIs and VIPs are military veterans themselves. Many influencers have served during war and are fully aware of freedom’s price. Others may never have served, but strongly support the military nonetheless. Veterans and nonveterans alike can be great allies. They want to help. 5-14. Working with COIs involves a great deal of detailed planning and lots of follow-up. Community influencers will be more inclined to cooperate with you once you have established a good working relationship with them. You must go the extra mile to build their trust. 5-15. Businesses are an important part of the community network. With this in mind, the smallest efforts to support local businesses can go a long way. The next 5-2
USAREC Manual 3-01 time you stop for gas in your area of operation (AO); go inside for a cup of coffee or soft drink. Patronizing local businesses will help you become the face of the Army in your community. Note: Recruiters must not officially endorse or give preferential treatment to businesses. 5-16. Good relationships with businesses in the community make it easier for recruiters to help high school students, recent graduates, and Future Soldiers pending accession find temporary jobs. Future Soldiers provide employers with talented, bright, and drug-free employees. Thus, networking efforts can help students, Future Soldiers, and the community. These working relationships help the business community to see you as a trusted ally to whom they will provide referrals. 5-17. No other segment of the community network has as much impact on recruiting as schools. The SRP is based on the trust and credibility established with educators, students, and parents. Even a well planned SRP will fall on its face without the support of these key influencers. 5-18. Think of the SRP as a long-term investment. You will find that establishing trust and credibility with students—even seventh- and eighth-graders—can positively impact high school and postsecondary school recruiting efforts. Students who already know you as a respected and trusted member of the community will also see you as someone they can emulate and fearlessly approach to discuss their career options. A successful SRP requires great patience, persistence, and tactical savvy. You must be seen, be trusted, and above all be available for students at every level of education. 5-19. You probably won’t have much success in your schools if you ignore the major influencers. Teachers, principals, counselors, school secretaries, and even parent-teacher organization members fall into this category. If you have established yourself as a friend to the educational community who can provide a valuable service, you will find great levels of access and support. 5-20. Another point of entry into the community is parents, veterans, and community leaders who are members of local Army Reserve or National Guard units. These contacts can be valuable allies who can help you gain access to schools and community organizations. They can also help establish good working relationships within the reserve community which can assist your recruiting efforts. 5-21. A recruiting unit needs the willing support and cooperation of community and school influencers. Without such support, recruiting units cannot hope to succeed. Tapping into the community network requires recruiters to give something of value. You must actively and visibly commit time and energy to the community in which you recruit. You can choose to be a tolerated outsider or a welcomed participant. 5-22. Recruiting unit leaders and team members should get to know local community officials and influencers, such as— 5-3
Network-Centric Recruiting
• • • • •
Mayors. Chiefs of police and sheriffs. School superintendents and principals. Members of the city council and county board of supervisors. College presidents and deans.
5-23. People who hold those positions can positively or negatively influence recruiting efforts. Recruiters and leaders must get to know these people before the they ask them for something. You must avoid being labeled as “takers”— someone who comes around only when they need something. You must be proactive. You must introduce yourself and fellow team members and use the opportunity to make people aware of Army opportunities. If you will follow this simple advice, you and your teammates will gain respect and be viewed, not as transient outsiders, but as valuable members of the community.
RECRUITING UNIT NETWORK 5-24. Figure 5-1 illustrates the recruiting unit’s network and how information and support intersect with the unit’s sphere of influence.
Figure 5-1. Recruiting center network
5-4
Chapter 6
School Recruiting Program 6-1. The SRP is the cornerstone of Army recruiting. It was designed to create awareness and interest in available Army programs among students, parents, educators, and school officials. Without a strong secondary school program, there cannot be a strong grad recruiting program.
HIGH SCHOOL RELATIONS 6-2. The SRP is outlined in USAREC Pamphlet 350-13 and USAREC Regulation 601-104. The digital School Zone (SZ)—part of Recruiter Zone—is a Webbased tool that allows leaders and recruiters to build and maintain effective school programs. Inside SZ, real-time data populates to secondary and postsecondary school folders. School folders combine operational (FSTP) goals with a comprehensive outline and calendar of events that help the recruiting unit execute effective school programs. The intent of the SRP is to promote enlistments in the secondary and postsecondary school markets. 6-3. The best school plans and goals rest on your ability to establish good working relationships with key school influencers. You are the key ingredient to successful school programs. School officials (especially guidance counselors) typically are wary of military recruiters. Many view the military as a choice only for the student who is not college or trade school bound. Some may not favor the military in general. It is your job to educate these educators and explain how the Army can help students achieve their goals. Dealing with educators is like dealing with prospects: they may hold uninformed opinions of the Army and simply need information. You must assume the roles of counselor, mentor, and coach to educate the educators and positively affect their opinions. 6-4. At the start of a new school year (SY), faculty and staff are generally very busy and may resent an early “invasion” by recruiters. Before the SY starts, you should find out when the staff will be available. Speak with the administrator responsible for school rules and regulations as early as possible. You must be careful to keep relationships with students on a professional level. Students tend not to respect recruiters who try to become their buddies. Careless remarks—commenting on other students’ ASVAB scores, negative remarks about other services, or (even worse) expressing negative opinions about school officials—will quickly sour relationships. 6-5. Schools are autonomous, and every school’s organizational climate and structure is different. You must keep this in mind and be flexible when dealing with staff and faculty. Also be sensitive to administration changes—a new principal or school board member, for example. You should ask a school administrator or staff member to introduce you to the new official. This will make them aware of the Army’s presence in the school and let you know where they stand in regard to the military.
6-1
School Recruiting Program 6-6. You should be proactive and not wait around to see if a new official will negatively affect the SRP. It is far easier to influence someone before they make the rules than it is to change them after they’re made. Knowing and following the school’s ground rules for general access and school visits can make or break your SRP. Successful recruiters fully understand the rules and stay abreast of changes that occur during the SY. 6-7. Always keep school staff (especially counselors) informed when processing one of their students for enlistment. If another recruiter absolutely must schedule an appointment with a senior during school time, have the responsible recruiter clear it with school officials as far in advance as possible. Never react negatively to a school’s refusal to do something you have asked. Always maintain composure and present a positive image to school officials. Try to find alternative ways to obtain the information you need. If there is a problem with your school that you or your unit leader can’t resolve, ask the chain of command for assistance. 6-8. Never lose sight of the fact that you represent the Army in the school and community. So be the Army in every way by demonstrating absolute professionalism and integrity. Be indispensable to school administration, counselors, faculty, and students. Attend as many school activities as possible. Offer Army training and experience, and personal knowledge of sports or hobbies as a resource to the school. Always attend events in uniform; of course, if you are coaching a sport or working in a shop, you should dress accordingly. Be helpful and so entrenched in the school scene that the Army is in constant demand. When you are successful in these things, you will generally be the first person they call when students have questions about military service.
THINGS TO AVOID 6-9. Never rely on guidance counselors alone as a school’s COI. Cultivate coaches, librarians, administrative staff (especially school secretaries), and teachers whose subjects correlate with Army programs or your MOS. By directing your efforts toward other faculty members, additional ways may be found to obtain information and effectively communicate with students. 6-10. Don’t discuss civilian life or jobs negatively with school officials or students. Above all, don’t make salary comparisons between Soldiers and school personnel. Even if your income exceeds that of the counselors and faculty, it’s not necessary to tell everyone. Remember these are the people you are trying to win over. Your professionalism and program knowledge will demonstrate that the Army has a lot to offer. 6-11. Always introduce new recruiters to school officials. Explain how the recruiting unit supports and assists their school and provide them with information about the Army. This is an important step when getting the school to become comfortable with you as a recruiter. As a rule, school officials prefer to have only one representative from each service on campus. If it’s necessary to have another recruiter visit the school, be sure to call them in advance to request permission and let them know who the new recruiter will be. The following vignette is an example of proper school protocol. 6-2
USAREC Manual 3-01
Small unit leadership: School recruiting program The Armadillo center commander has just finished his weekly planning meeting. During the meeting, SGT Jones (an ET) reminded everyone that he would begin his leave on Thursday. The center commander, SFC Brown, thanked SGT Jones for the reminder and then informed all team members that SGT Jones will be on leave for 14 days. He then had everyone refer to their planning schedule. SFC Brown has always done a great job of introducing new team members to the center’s schools during in-processing. He also understands the importance of having an alternate ET to fill in during a primary ET’s absence. SFC Brown asks the assistant center commander how SGT Jones’s leave will affect the RST’s planning for the week. The assistant center commander’s prospecting plan has the RSTs calling two of SGT Jones’s assigned high schools. The schools are priority schools, and one is scheduled to administer the ASVAB next week. Additionally, the prospecting plan would require someone to conduct interviews for graduates and seniors from this Wednesday to next Monday. SFC Brown checks the remaining ET’s schedules for their availability to handle interviews and the ASVAB scheduled for next week. SFC Brown directs the RSTs to continue with their prospecting plan. He also directs SGT Jones to inform the high school POC that SGT Graham, an RST, will assist during the school’s ASVAB and represent the Army during SGT Jones’s absence.
6-12. Never end a school visit without asking school officials what the Army can do for them and their students. You do not want to be perceived by faculty and staff as someone who only visits when they need something. Always give back to the schools whether it’s teaching a class, providing a color guard for special events, or just working as an usher at a basketball game. If you want more cooperation from a school, volunteering your services and time could very likely open that door.
SCHOOL PROFILE 6-13. Each school has its own profile or distinctive claim to fame. One school may place a premium on its music program, one on its athletic program, and yet another on its academic scholarship program. This information will enable you to tailor a program that will fit each school. Study school folders from previous years. Plan activities and set objectives for each school. Don’t reinvent the wheel. Look for things which were used or tried in the past that worked. Seek out important details about a school such as school colors, mascot, and whether or not they give the ASVAB during school hours and for which grades. Often, you can use Total Army Involvement in Recruiting (TAIR) activities or COI events in conjunction with activities going on in your particular schools. This will give you and the Army the positive exposure you need. 6-3
School Recruiting Program INFLUENCERS 6-14. Like parents and faculty members, student influencers can play an important role in the SRP. Students who stand out as leaders among their peers are typically student influencers. Know who the student influencers are. Students such as class officers, newspaper and yearbook editors, and athletes can help build interest in the Army among the student body. Keep them informed. Tell them about the excellent educational benefits and the opportunities available in America’s Army. Some influential students such as the student body president or the captain of the football team may not enlist; however, they can and will refer other students who will. 6-15. Never pass up the opportunity to address a parent-teacher association meeting. Many educators, parents, and business leaders are unaware of the multifaceted opportunities the Army can offer young people. Provide them with information on the benefits of an Army enlistment. Informed members of the community can provide guidance to young people and serve as positive Army influencers. DECISION POINTS 6-16. A senior’s plans can, and will, change throughout their senior year. Plans to go directly into the workplace or attend college will change as the student confronts reality. Work-bound students may find they lack the training and experience to land a good paying job. College-bound students who planned on continuing their education will discover the realities of tuition and book fees. Recruiting unit leaders must develop a prospecting plan that will identify and capitalize on these decision points as they occur. 6-17. Contacting students in the summer between their junior and senior year will plant the seed of Army opportunities. Contact them again during the first quarter and encourage them to take the ASVAB, if it’s offered, to help them prepare for postsecondary school or the job market. Ask them what their plans and goals are after graduation. Contact them again in the early spring. At this point students will know if they are going to graduate and should know about college acceptance and financial aid arrangements. For some students it is clear that college is not an option, at least for now. Let them know how the Army can help them fulfill their college aspirations. This is a key decision point and one that must be pursued without fail. Typically, the first to contact will be the first to contract.
STUDENT ASVAB 6-18. At the beginning of each SY, each MEPS provides a list of Army-assigned schools for the ASVAB. You must contact your schools and market the test. Schools that traditionally test have already been scheduled prior to the SY. You should concentrate on both scheduling those schools that do not have a test date and encouraging all schools to test class-wide. This information must be given to your recruiting unit leader so they can notify the chain of command about your schools’ ASVAB status. 6-4
USAREC Manual 3-01 6-19. When you market the ASVAB, you must know who the key decision makers are and the school’s policies regarding military testing. The school guidance counselor is usually responsible for student testing and career development, but the principal is the key decision maker. However, in some schools the policy on testing may be established by the superintendent or the school board. Once you know who makes the decision, arrange a meeting with them to discuss the benefits of the ASVAB. If you would like professional assistance contact your chain of command or the education services specialist. 6-20. The ASVAB can help establish, maintain, or improve school relations. The ASVAB is a nationally recognized career exploration program. A benefit to the school is that there is no cost. The ASVAB is designed to help guidance counselors direct students toward career fields they are qualified for. In addition to helping the school, the ASVAB provides your recruiting unit with academically prequalified leads. 6-21. The MEPS compiles and distributes ASVAB results. The results provide information not available from any other source. It provides the students’ AFQT scores, military aptitude composites, and career goals. The list also identifies the best potential prospects to contact and provides the most current contact information for each student. The information is important when initially discussing careers and educational incentives with potential applicants. 6-22. An Army recruiter should be present during testing sessions, even if another service is responsible for the test. Volunteer as a test proctor whenever possible. ASVAB testing is a great opportunity to interact not only with the students, but with school officials as well. You must always abide by schoolimposed restrictions on the use of ASVAB lists to contact students. Offer to help schools interpret ASVAB results. Unless the school has imposed restrictions, call each student on the list and offer to interpret their test scores. This is an excellent way to get one-on-one with the market.
POSTSECONDARY SCHOOLS 6-23. The postsecondary market is an excellent source of potential Army enlistments due to the high percentage of students who drop out of college, particularly during the first two years. Routinely reassure college officials the Army is interested only in recruiting former students who have dropped out and students who are about to graduate. Avoid giving the impression the Army is on campus to cause students to drop out of school. 6-24. Coordinate with school officials the best time (monthly) and place (student center) to set up an information table. You may not get to speak with many students initially, but as the semester progresses more students will talk to you about their future and what the Army has to offer. Establish a schedule and location on campus where you can to interview interested students. Your first choice should be the Reserve Officers’ Training Corps (ROTC) department. If there is no ROTC program in the school, any agreed upon location by you and the school will be fine. 6-5
School Recruiting Program 6-25. Develop a working relationship with as many school officials as possible. Suggested officials would include: Director of student affairs, career placement officer, college registrar, financial aid officer, dean of students, director of student housing, veterans affairs officer, professor of military science, Concurrent Admissions Program (ConAP) officer, department chairpersons, and professors who may be helpful in making presentations or communicating Army opportunities. 6-26. Stop-Out Cycle (Decision Points). There are certain times during every semester, students will likely drop out. The first is usually about 6 weeks into the semester when a student can withdraw with no academic penalty and still receive a refund. The second is about 11 weeks into the semester when a student can still withdraw with no academic penalty but does not receive a refund. The third is after the semester ends, grades are received, and tuition must be paid for the next semester. Generally, attrition during the first year of college is higher than in subsequent years. Students drop out during this time because they are homesick, have to work, are out of money, or are in academic difficulty. The freshman class should be your primary focus because they will have the highest dropout rate. They often lack both the direction and funds to fully pursue their education.
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Chapter 7
Recruiting Operations 7-1. Recruiting success is a matter of engaging the current market while preparing for future operations. Recruiting operations are central to the tactical plan and fall into three categories: decisive, shaping, and sustaining. DECISIVE 7-2. Decisive operations refer to direct actions that accomplish the mission, such as prospecting, processing, and the leading Future Soldiers. SHAPING 7-3. Shaping operations create conditions that make it possible to conduct effective decisive operations. Recruiting operations are shaped through school programs, the gathering and managing of leads, market analysis and community involvement, school visits and COI development, TAIR events, and the student ASVAB. SUSTAINING 7-4. Sustaining operations provide support for all decisive and shaping operations ensuring freedom of action, extended operational reach, and prolonged endurance of decisive and shaping operations. Examples of sustaining operations are training, vehicle maintenance, tending to personal and Family issues, and physical fitness.
ROP 7-5. Recruiting operations typically have three phases: Planning, preparing, and executing. In a recruiting unit, the first phase is planning how and when to contact the most productive markets while considering the near- and long-term benefits. The second phase—preparing—would be preparing an appropriate message for the targeted market. Finally, execute the plan and document the results. 7-6. Shaping operations can become decisive operations and vice versa. If, for example, you are out posting your area (shaping operation) and happen to encounter a prospect who wants to hear the Army story (decisive operation), the shaping operation changes into a decisive operation. 7-7. Recruiting operations are similar to combat operations in that a recruiting unit must act decisively, shape the environment, and manage their ability to sustain the fight. Planning, preparation, and execution are all about timing and economy of force. This thought process will enable team members to execute their unit’s short-term operations while positively affecting long-term objectives.
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Recruiting Operations
FIVE AREAS OF EMPHASIS 7-8. Successful recruiting rests on a foundation called the five areas of emphasis. All daily recruiting activities fall within one or more of these areas: prospecting, interviewing, processing, the Future Soldier Training Program (FSTP), and follow-up. The team’s success or failure relates directly to the mastery of all five. Training assistance is provided by the unit commander, ACC, first sergeant, and battalion master trainers; however, recruiters are required to seek individual training via distributed learning on the Learning Management System and commercially available publications.
RECRUITING FUNCTIONS 7-9. The recruiting functions—intelligence, prospecting, interviewing, processing, FSTP, training, sustainment, and mission command—represent the execution, support, and control of recruiting operations. Figure 7-1 shows the operational picture of recruiting. The following paragraphs briefly define the eight recruiting functions.
Figure 7-1. Recruiting functions
7-10. Intelligence gathering provides market data for the planning of recruiting operations. It gives team members a historical and current demographic view of the market as well as political, education and business information. 7-11. Prospecting identifies interested people who agree to hear your Army story. Your mission success is relative to your prospecting success. 7-12. The Army interview is the art of recruiting. During the interview, the recruiter must determine the person’s goals and passions, devise a career plan, and ask them to join the Army. 7-13. Processing ensures only qualified applicants become Soldiers. Processing matches an applicant’s qualifications and desires with the needs of the Army. 7-2
USAREC Manual 3-01 7-14. The FSTP reinforces the Future Soldier’s commitment, prepares them for basic training (BT), and reduces the personal and family anxiety often associated with joining the Army. The FSTP also supports your recruiting efforts by providing quality referrals and market intelligence. 7-15. Training is the leader’s domain and is necessary to sustain one’s recruiting proficiency. However, it is each Soldier’s responsibility to master the art and science of recruiting. 7-16. Sustainment is the military, civilian, and contracted support that provides the physical means for team members to work and accomplish the mission. 7-17. Mission command enables leaders to make informed decisions, assign responsibilities, and synchronize functions. It helps leaders adjust plans for future operations while maintaining focus on the current operation.
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Chapter 8
Planning INTRODUCTION 8-1. In recruiting, sustained mission accomplishment requires a tactical mindset that for many is a new way of thinking. Time management is a critical and essential element in the successful completion of all assigned tasks in recruiting. Planning is the key to success in mission accomplishment of the recruiting unit. Team members adjust their plan to meet daily events required to support the ROP and in the normal conduct of recruiting operations. This is the most important part of all the administrative recruiting tasks, as all planning within the unit are nested with each other. That is, they support each other and reflect the interaction of the team throughout daily recruiting operations. An overview of planning will show how various team member activities support the ROP and the mission.
PLANNING OVERVIEW 8-2. All team members must be familiar with what a ROP is before they begin planning individual recruiting operation activities. Recruiting success is a matter of design. The ROP is the recruiting unit’s big picture strategy—it defines the time, place, and actions required to dominate the market. A well thoughtout and highly detailed plan will set in motion the actions necessary to accomplish the recruiting mission. The ROP is the unit’s near-term tactical plan. Simply stated, the ROP is what executes the mission strategy. Team member plans represent the short, mid and long-term activities in the planning and execution phases, which support the ROP. 8-3. The recruiting unit’s ROP is a plan to maximize efforts and achieve success. The unit commander adjusts the ROP for each phase line and uses the recruiting functions to formulate its tactical road map. The ROP is market driven, but is also nested in the company’s plan and adjusted to accommodate any market changes or command directives. The ROP is the unit’s daily plan that covers the current phase line. Likewise, team member plans must reflect critical mission tasks and all known future events which support the unit’s ROP. Team members place recruiting operation activities in the Recruiter Zone (RZ) calendar, which then becomes their individual plan. See examples in appendix A of linked team members’ plans. 8-4. The unit’s ROP identifies recruiting high payoff targets and locations, such as highly productive schools, gathering places, or economic trends within the community. The ROP identifies school and seasonal community events, which have positive effects on prospecting. This information will direct prospecting efforts to high payoff zones and events taking place during the phase line. These directed prospecting efforts maximize the use of time and increase effectiveness. Proper time management by team members results in sufficient time to execute mission related tasks. 8-1
Planning 8-5. Prospecting is the key to mission success and the unit commander gives it considerable thought during the planning phase. The unit commander carefully considers the intelligence, prospecting analysis, and conversion data. The ROP then includes time for prospecting activities. Commander’s intent and simultaneous market penetration are part of the considerations when developing the ROP. Team members annotate these detailed prospecting activities in their daily section of the RZ calendar. Together, all of the team member’s plans roll up to form the prospecting plan of the ROP. There will be other tasks, which will consume a portion of your time not directly related to lead generation or prospecting. However, intelligent prospecting will maximize efforts and the use of time. 8-6. Applicant processing, although not initially scheduled, is anticipated and is the result a good Army interview. The unit’s ROP as well as team member’s plans must be flexible enough to accommodate this important activity. Unit commanders and ACCs review team member plans throughout the day and direct or redirect applicant processing as required. This is execution of mission command and the efficient use of available resources. 8-7. The ROP also includes Future Soldier training. The unit commander plans funded and unfunded Future Soldier training events. Team member support activities—such as helping during FS training events— should be annotated in the RZ calendar. The FSL coordinates with the unit commander and ACC for team member support. All planned events must take place. Future Soldiers are also valuable COIs who refer prospects, provide valuable intelligence, and promote Army awareness in the community. Proper planning and execution of these types of events increase referrals and prospecting results. This is an example of efficiency in time management during the execution phase. 8-8. Sustainment and shaping operations should be annotated in the unit’s ROP. These events must be coordinated in advance and nested in team members’ plans. Sustainment such as logistical, military, and facility support should be considered when scheduling shaping operations such as TAIR events, adventure van, rock climbing wall, or the guest speaker program. The unit commander annotates these events on the synchronization (or “synch”) matrix to ensure higher command support. All planned events must state the date, time, and location. (See the example in Figure 8-1).
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Figure 8-1. Sample of a recruiting center synchronization matrix
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PART THREE
Part Three discusses in detail the eight recruiting functions that comprise the recruiting process. Unit commanders use the functions as a template to assess, plan, prepare, and execute recruiting operations. Chapter 9 Describes team member intelligence gathering at the recruiting center. Chapter 10 Describes in detail the methods of prospecting and lead generation. Chapter 11 Discusses the Army interview in detail. Chapter 12 Discusses processing activities. Chapter 13 Discusses the FSTP. Chapter 14 Briefly discusses training, sustainment and mission command. Chapter 15 Discusses follow-up (an area of emphasis) which is used throughout the recruiting process.
Chapter 9
Intelligence INTRODUCTION 9-1. Intelligence is a key ingredient in the planning and execution of successful recruiting operations. World, national and local events, employment opportunities, and economic trends, can directly or indirectly affect the local population, and more importantly, the target market’s view of the military. This important information must be considered before planning and executing recruiting operations. It is every team member’s responsibility to collect and provide timely information to the unit commander. 9-2. The Army defines intelligence as the collection, processing, integration, evaluation, analysis, and interpretation of available information. This information affects elements or areas of actual or potential operations. Higher echelons provide some intelligence, such as market capabilities, local economy, demographics, past production, and military competition. However, intelligence gathered at unit and team member level provides commanders with the best picture of their current operating environment.
ROLE OF INTELLIGENCE 9-3. Commanders at all levels must consider the recruiting environment via awareness and assessment assets, before executing operations. This information helps commanders understand and visualize their AO, organize their forces, and control operations to achieve their objectives. Awareness and assessment assets support the mission by alerting commanders to potential obstacles and threats that may affect mission success. For example, the company commander needs to know that a local college changed their access policy for recruiting personnel. This example of awareness directly affects any college recruiting operation and is a key consideration during mission planning. 9-4. Intelligence preparation of the environment (IPE) is the systematic, continuous process of analyzing a recruiting unit’s market and recruiting environment. The process gauges the unit’s performance and spots markets of opportunity. It provides the basis for current and future operations, drives the military decision-making process, and supports targeting. Staffs conduct IPE, and team members provide awareness and assessment information that further defines the environment. Some key environmental indicators include schools, traffic flow, shopping malls, competition, colleges, industry, DOD locations, income levels, education levels, economy, and types of employment. Awareness and assessment information assists recruiting unit commanders to correctly identifying high payoff targets.
SENSORS AND THE INTELLIGENCE RECRUITING FUNCTION 9-5. The Army learned many lessons during our war on terrorism. One especially important lesson is that we need to share information from the individual 9-1
Intelligence on the ground to higher echelons. Every day during combat operations, Soldiers exit the wire on patrols or convoys and engage the local populace. In doing so, Soldiers collect more vital information than any piece of technology in the Army’s inventory. Recognizing this, the Army has coined the phrase “every Soldier is a sensor.” The same is true for recruiting operations. Whenever team members are in their AO making contact with people, they are performing as information awareness and assessment assets. Every team member is a sensor. 9-6. Sensors must be able to understand and describe the local recruiting environment. They must understand their market’s lifestyle trends, cultural and social values, and how they view military service. Sensors must constantly be aware of their surroundings especially during recruiting activities. Market awareness is especially important when team members engage in— • Prospecting by phone or face-to-face. • Area canvassing. • Leading Future Soldiers. • Visiting schools. • Army interviews. 9-7. Intelligence in recruiting is derived from activities and systems that provide information and understanding of the recruiting environment. This recruiting function relies on awareness and assessment assets that continually report information to the unit commander. Intelligence is more than just data collection—it is a continuous process of gathering and analyzing information from all sources. Team members constantly gather information while traveling within the local recruiting area, and during route planning for individual or unit events. Intelligence at unit level requires team members to support situational understanding, targeting, and the collection of information. 9-8. Gathering and reporting intelligence facilitates the unit commander’s understanding and visualization of the center’s AO. This provides the unit commander with predictive intelligence and the ability to anticipate market shifts, key events, or obstacles that can affect the unit’s ROP. Most of the time, recruiting tasks and intelligence gathering are interactive and often occur simultaneously. For example, while conducting a Future Soldier follow-up, you may learn that another recruiting service has scheduled presentations with all of the history classes at a high school. This is an important detail to know when the unit commander and team members plan school visits and classroom presentations.
OPEN-SOURCE INTELLIGENCE 9-9. Recruiters collect information through observation, research, academic study, and open-source intelligence. Open-source intelligence is publicly available information collected and disseminated in a timely manner. It is relevant information that generates from the collection, processing, and analysis of public information. Team members (sensors) and higher recruiting echelons perform these activities. Open-source and publicly available information can be further defined as follows: • Open source is any person or group that provides information without 9-2
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•
the expectation of privacy. Public disclosure does not protect the information, the individuals, or both. Publicly available information is data, facts, instructions, or other material published or broadcast for general public consumption; available on request to a member of the general public; lawfully seen or heard by any casual observer; or made available at a meeting open to the public.
PROCESS OF INTELLIGENCE GATHERING 9-10. Each echelon of command uses the same four-step process to gather information— • Define the local recruiting environment. • Describe the recruiting environment. • Evaluate the market. • Synchronize efforts to high payoff areas and organizations. 9-11. Commanders need situational understanding for the planning and execution of recruiting operations. They depend on staff and team members to provide them with information that will deepen their understanding. Upon receipt of the mission and during mission analysis, commanders focus on the mission variables: mission, enemy, terrain and weather, troops and support available, time available and civil considerations (METT-TC). Commander use METT-TC to visualize, describe their intent, and then provide direction toward the mission. During this time, information provided by team members becomes critical. 9-12. The transfer of intelligence information is continuous. Team members report their information throughout the day and during their interface with the unit commander or ACC. The unit commander communicates this intelligence to higher echelons for consideration. The team shares and discusses this information during daily IPR and weekly or event driven AARs. This sharing leads to situational awareness for the team, adjusted application of recruiting tasks, or a change in directives. 9-13. Team members (sensors) aid the unit commander in understanding civil considerations. Civil considerations encompass manmade infrastructure, institutions, attitudes and activities of the community leaders, population, and organizations. Team members use the memory tool ASCOPE—area, structures, capabilities, organizations, people, and events—to gather and transfer awareness and assessment information through the center commander to higher echelons. The local commander analyzes this data to understand civil considerations that may affect operations. No standard product results from this analysis. Civil considerations include— • Geographical area. • Social, political, or religious culture. • Streets, highways, and railroads. • Commercial zones. • County and city boundaries. • Structures. • Government centers and schools. • Television and radio stations. 9-3
Intelligence
• Military facilities. • Trade centers. • Capabilities. • Health centers. • Technology. • Transportation. • Communication. • Organizations. • Churches. • Fraternal organizations. • Patriotic or service organizations. • Labor unions. • People. • Perceptions. • Religious beliefs. • Events. • County fairs. • Elections. • School activities. • Job fairs. • Community events; air shows and festivals.
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Chapter 10
Prospecting INTRODUCTION 10-1. Prospecting is the foundation of recruiting. Purposeful, focused, and vigorous prospecting leads to success. Prospecting is any action a team member takes to contact a lead. A lead is simply a name with contact information— physical address, phone number, or e-mail address—for someone who may agree to an Army interview. Prospecting can be executed by telephone, face-toface contact, and through virtual methods (e-mail, Facebook and Twitter, for example). Prospecting operations should consume most of the unit’s time and become a way of life. Individual prospecting efforts are an important part of the unit and company’s prospecting picture. Leaders must be fully aware of all recruiting efforts. Unit commanders must provide guidance and detailed information regarding team members’ prospecting plans. 10-2. Leads enable prospecting. Even though USAREC supplies leads through the recruiter workstation (RWS), it is still good practice and a requirement to ask school officials for a student directory. Most schools will release a student directory or list to comply with the No Child Left Behind Act of 2001, but if they don’t, team members may have to use a little creativity. Consider, for example, contacting the companies that produce the senior photos or class rings. Team members should task Future Soldiers to review school yearbooks and get phone numbers and e-mail addresses for their classmates. Use the phone book. This kind of information gathering can establish contact with an otherwise hard to find lead. Future Soldiers and COIs can be very helpful filling the gaps in your lead lists.
ROP 10-3. Soldiers don’t go into combat without a plan or the right equipment. Similarly, prospecting should not be attempted without a solid plan. A well thoughtout plan based on the unit’s ROP will optimize prospecting time and effort. Prospecting without a plan is nothing more than a waste of time. 10-4. The unit’s ROP should include a great deal of insight and keen situational awareness. No single prospecting method is best. All prospecting methods should be exploited to take advantage of every prospecting opportunity. Close analysis of the market will help direct prospecting efforts where they will most likely be effective. 10-5. A number of resources can help determine when, where, and how to prospect most effectively. One such resource is conversion data. Conversion data can be found in “Reports” in RZ. It shows conversion ratios for each step of the recruiting process from appointment made to contract. If ten people agree to an interview and two enlist, the conversion data is 5 to 1 (10 divided by 2). That is, if five prospects are interviewed, one should enlist. This information 10-1
Prospecting shows how much prospecting should be conducted to achieve mission. 10-6. Prospecting analysis, found in Leader Zone, will help determine the unit’s best prospecting method. It will reveal which method is the most effective. The unit may have a conversion rate of 5 to 1 in face-to-face prospecting and a conversion rate of 25 to 1 in telephone prospecting. Which prospecting technique is going to be the most productive for the unit, and which prospecting method needs a little fine-tuning? The unit commander should also look at the time required for travel to conduct face-to face prospecting. Prospecting analysis coupled with conversion data provides solid intelligence to build a successful prospecting plan. 10-7. Once conversion data is understood, along with the most effective lead source and prospecting method, the unit commander is ready to develop the center’s ROP.
PROSPECTING 10-8. Pre-prospecting plan. Define the prospecting target. Determine the mission category the unit is attempting to enlist. For example, if trying to enlist a high school senior, test score category I-IIIA, then contact seniors from a high school that historically produces I-IIIA caliber students. Filter the list by where the contacts reside in a specific ZIP Code or community area. The list can be further refined by eliminating leads that were previously attempted but weren’t at home during the planned prospecting time. Use opportunities such as holidays, snow days, and school and local events to leverage prospecting efforts. 10-9. Blueprinting. Blueprint all leads prior to any prospecting operations. Blueprinting is nothing more than obtaining specific or personal information about the people to be contacted. Blueprint information can usually be obtained from COIs, VIPs, parents, school officials, and Future Soldiers. Information may not always be available, but the more one knows about a person, the more receptive they will be to the Army message. 10-10. Tracking. The RZ calendar automatically tracks prospecting attempts, contacts, and appointments. As team members make attempts, contacts, and appointments, they can clearly see the results of their work. It could look something like this: Attempts: 25, contacts: 5, appointments: 1. Contacts are only counted if a recruiter speaks with the intended person. Prospecting data is used by leaders to identify and address training shortfalls. 10-11. Callback plan. What happens during the contact attempt will determine the callback plan. If there was no answer, schedule the follow-up for a different time. If the individual was not home find out the best time to call them. By recording detailed notes of attempts such as time called and information received from family members, adjustments can be made regarding time and message. Care should be taken to ensure follow-ups are evenly distributed to avoid overbooking the daily plan. 10-12. The telephone, amidst all of today’s technology, still remains the unit commander’s tool of choice for prospecting. A text message to a cell phone is 10-2
USAREC Manual 3-01 considered a telephone attempt. Some prospects have a text-only digital plan or limited voice capability, but no home number listed. Voice mail and caller identification have somewhat reduced the effectiveness of the telephone. Even so, the phone remains the most efficient way to rapidly contact a large number of leads. 10-13. Prospecting steps. Once a solid prospecting plan has been established, it’s time to put it into action. The art of recruiting begins with that first contact— the first phone call, the first handshake, the first virtual response. Regardless of the prospecting method, team members are the ones responsible for taking the first step. Don’t allow distractions to interfere with established prospecting goals. Even though the steps of telephone prospecting are linear, team members must remain flexible to accommodate any questions the prospect may have. 10-14. The team’s objective during any prospecting operation is getting the person to agree to an appointment. The following paragraphs represent the steps of the phone call. • Identify yourself and the Army. This cannot be overstated. Be excited! Be proud of our profession and the service it provides to both the individual and the Nation. Initiate communication by using a scripted opening statement. (See appendix B for introductory scripts.) For example, “Hello, I’m Sergeant Jones with the Army recruiting office here in town. Is John home?” • Establish trust and credibility. First impressions are everything. Remember, when calling prospects at home it will more than likely be an interruption to them. The person was not expecting a call, especially from an Army representative, and may be in the middle of a meal, doing homework, or getting ready to leave the house. A telephone call can make it difficult to convey a sincere interest in the person. Therefore, it is essential the team member communicates their role as a counselor. This can be done by briefly describing Army training or educational programs and how the Army can assist them realize their career goals. Remember, establishing trust and credibility on the telephone may take a little time. Be patient and show a genuine interest in the individual’s aspirations, dreams, and goals. Ask questions and most of all listen. • State the reason for the call. The intention of the call is to explain how the Army can help them identify their goals and develop strategies to achieve them. It is important team members communicate to the prospect their ability to provide such a service. Using a scripted and well rehearsed introduction, one might say something like, “John, this is SGT Jones, your local Army representative. The reason I’m calling is to talk with you about the Army, and how the Army can help you realize your career goals. Would you mind spending a few minutes with me?” Present a simple Army story whenever the opportunity presents itself and relate that story to your role as a counselor. Sometimes, simply being an adult who is willing to listen has a tremendous impact. • Identify the need for a plan to achieve their goals. Use counseling techniques to uncover not only the person’s goals, but also their true passions. A person may tell you their goal is to attend college, earn a business degree, and own their own business. Their passion may be 10-3
Prospecting having something they can be proud of, something they have dreamed of for years. Never confuse the two. Perhaps the person knows what they want, but aren’t really sure how to get it. Perhaps they know how to get what they want, but don’t have the means. Either situation presents an outstanding opportunity for you to reiterate your ability to assist them. • Establish your value to the contact. It is not unusual to meet people who have no goals at all. These people often try to hide the fact that they haven’t thought about life goals or don’t see how they could achieve any goals even if they had them. They might be embarrassed to talk about their situation, especially with a stranger. Others have a laundry list of goals with no set plans to achieve them. In either case, skilled counseling techniques (see appendix B) will make them see the value of speaking with a recruiter. • Respect their goals. The recruiter must ask open-ended, fact finding questions and avoid questions that ask for a yes or no answer. The questions should avoid giving the impression of an interrogation. For example, “John, what plans have you made to continue your education following high school?” This sort of question can only be answered with a good bit of thought. The questions should help the prospect understand that the recruiter wants to help. The interview should open their eyes. The recruiter must be patient and flexible while trying to uncover needs that will require the recruiter’s help. • Identify facts and eliminate assumptions. During phone conversations, misunderstandings may occur. The recruiter should never assume the intent of the prospect. When necessary, the recruiter should ask follow-on questions and restate what the prospect has said. The recruiter must seek to clearly understand the prospect’s goals and passions. By listening closely to the prospect’s answers, the recruiter will convey sincerity and an ability to counsel professionally. • Engender a commitment. Once the recruiter has identified goals and passions, it’s time to ask for the appointment. The recruiter must explain that a personal meeting is necessary to show how the Army can help them achieve their goals. People often think if they agree to an appointment, they have to join the Army. In order to calm their fears, the recruiter must make clear that they have the prospect’s interests at heart. Note: Field Manual (FM) 6-22, Army Leadership, outlines three approaches to the problemsolving process that can be used to overcome most obstacles. The recruiter must remain empathetic. They should let the person know they understand their hesitation and work through obstacles as they arise. Not every prospecting call will result in an appointment. Even if the prospect says no, the recruiter should end the conversation on a high note. A sincere, low pressure approach will leave the door open and make it easy for the person to approach the recruiter later. (See appendix B.)
• Ask for a referral. The recruiter should always ask for a referral. A referral has the highest probability of becoming an enlistment. When a person offers a referral, very likely the referred person is someone they know is interested in military service. The recruiter should use a light and comfortable approach— for example, “John, whom do you know who could use some help in planning for their future?” or “John, is there anyone you can think of who’d benefit from what we talked about today?” 10-4
USAREC Manual 3-01
FACE-TO-FACE PROSPECTING 10-15. Face-to-face is the most direct form of prospecting. It gives you an opportunity to physically meet with people rather than talk with them on the phone. When you cannot contact a lead by phone, the next best thing is to stop by their house. 10-16. Face-to-face prospecting should be a part of the unit’s ROP just as the telephone and virtual methods. Plan your face-to-face prospecting activities by selecting leads living in the same general area. Select a time based on their status, such as, seniors in the late afternoon and grads in the morning. Always be prepared to interview someone, and make sure you have a good supply of recruiting publicity items (RPIs) and business cards. Always leave an RPI and a business card whether you’ve talked to someone or not. 10-17. Keep in mind face-to-face prospecting is a hit and miss type of activity. Your goal is to talk to the person, but if they’re not at home, you can usually get valuable blueprint information from parents, family members, and even neighbors. They will usually let you know a good time to stop back. They may also supply you with additional contact information such as a cell phone number, email address, or other location where the person can be reached. 10-18. If you are fortunate enough to talk with a parent, you can usually learn their child’s career plans. This will give you an opportunity to share with parents how the Army can help their son or daughter, achieve their plans. Your personal visit could also find a brother, sister, or even parent who may be interested in hearing the Army story. Uncovering new leads is a common byproduct of face-to-face prospecting, but one you’ll never experience until you do it. 10-19. Even though face-to-face isn’t the most efficient means of prospecting, it is the most effective if excessive travel is not required. With the lowest contact to contract ratio, face-to-face prospecting should be your method of choice when you need a quick contract. Simply make a list of people you haven’t been able to contact, grab some RPIs, and knock on some doors.
VIRTUAL PROSPECTING 10-20. One of the newest tools in the recruiting arsenal is the Internet. The Internet helps team members communicate via e-mail and can be seen as a very efficient and cost effective tool for contacting large numbers of prospects. Team members must keep in mind that virtual contact can never be as personal or captivating as a telephone or face-to-face conversation. It is impossible to personally meet every person in your market. E-mail and social media sites can be used to initiate contact, pique interest, and get the message out. Unit commanders must appoint one or more team members to maintain the unit’s social media sites. All team members should leverage social media sites to gather blueprint information and generate leads. 10-21. While virtual prospecting can be a great tool for contacting large numbers of leads, recruiters must not appear as mere mass-marketers. Send a single 10-5
Prospecting prospecting e-mail message to no more than 20 people. If the “To” line contains more than twenty addresses, many e-mail systems will flag the mail as spam. Many Internet service providers filter such e-mail traffic as a service to their clients. 10-22. USAREC provides guidance on social media communication and site set-up. Recruiting systems provide a number of templates for e-mail prospecting. In fact, use of the templates is required for all e-mail prospecting. E-mail templates are designed to synchronize with other messages going out through other media. Messages sent from RZ will be personal, professional, and on track with current command initiatives. USAREC e-mail templates are updated regularly and include the following mandatory items:· • The sender’s full name, address, telephone number, and a removal clause. • Links to www.goarmy.com A link to the virtual recruiting chat room, http://www.goarmy.com/talk-with-us/chat.html, can be added if desired. • The removal clause: “If you do not wish to receive e-mail about new Army offers and information, please respond to this e-mail with the word ‘Remove’ in the subject line and I will remove your name from my mailing list.” 10-23. The Internet can be a highly productive recruiting tool. Recruiters must use caution, however, when contacting schools and students. Recruiters must never jeopardize the Army’s positive relationship with the school or its students. The Army’s entire Internet domain can be denied or blocked if team members violate this guidance. The following are examples of templates provided by USAREC. These templates can be found in RZ. • College Market. • General Market Opt-In. • Influencer. • Student Loan Repayment. • Grad Workforce. • Local Event. • High School Market. • Special Bonus Upgrade. 10-24. The following are examples of social networking guidance and procedures located on the G7/9 social networking page in the command intranet: • Posting events. • Adding favorites. • Creating a discussion tab. • USAREC Social Media SOP.
LEAD-GENERATION ACTIVITIES 10-25. Referrals. Getting referrals demonstrates the power of the center’s external network. Every person in your community is a potential lead source. When your neighbors, COIs, school officials, and Future Soldiers accept you as a respected member of the community, they will refer their friends and family members. Remember, when a person refers someone, they are in effect telling 10-6
USAREC Manual 3-01 that individual they trust you. More importantly, the referrer’s honor and integrity transfer to you. Therefore, referred leads are more comfortable and open to what you have to say. That’s why you should always ask for a referral. 10-26. Don’t sit around and wait for referrals to come to you, though some will. Get out in the community and ask for them. Give your Future Soldiers a monthly referral mission and explain how referrals can help them get promoted. Remember, referrals convert to enlistments much more frequently than leads from any other source. 10-27. Area canvassing. Area canvassing is not only the fastest and easiest way to gain exposure to your market it is also an excellent source of leads. Canvassing activities allow you to develop and nurture a solid community network. Time spent in the community allows you to develop COIs and VIPs. It enables you to identify high traffic areas and hotspots (places where people hang out). You can also use canvassing activities to target strategic locations for free advertising, such as posters and RPIs. 10-28. Area canvassing can be very time consuming, so you must have a solid and predictable plan. Unit leaders should synchronize efforts between team members while creating their supporting plan. Team members should create their plans so people will know where they will be at given time during the week. The more time spent in the community, the more the recruiter will understand where to be and when to be there. These high payoff locations should be discussed during the IPR. Knowing the habits of people in the market will greatly assist the team in their efforts. 10-29. All team members should attend high school athletic events; they should visit strip malls, shopping centers, hangouts, and restaurants. One of the most important locations for recruiters is their high schools. The purpose of the visit should be to obtain leads without being a hindrance to students or school officials. Recruiters should take advantage of every opportunity to visit their schools. Table days, lunch time visits, and classroom presentations should be standard parts of any SRP. 10-30. In general, recruiters are more likely to find an enlistment by meeting people face-to-face than by talking on the phone. While out in the community, recruiters should talk to everyone they meet. They should develop comfortable and friendly techniques to break the ice with people. Team members should give business cards to everyone they meet. Store owners and employees can provide referrals. Reserve centers and National Guard armories are always a good source of leads. When team members stop for gas, get a haircut, or check out at the grocery store, they should ask for a referral. The key is to make as many friends as possible.
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Chapter 11
The Army Interview INTRODUCTION 11-1. The Army story is as old as the Army itself. It’s about a bridge in Concord, Massachusetts, an amphibious landing on Omaha Beach, and crossing the Euphrates into Baghdad. The Army story began during our Nation’s birth, and for more than two centuries the Army has supported and defended America’s way of life. 11-2. Your chapter of the Army story continues today as you share your personal experiences with young men and women who are considering their own Army story. It all starts with the Army interview—a more or less formal conversation between you and a prospective Future Soldier. The Army interview uses the developmental counseling approach to determine the individual’s needs, wants, and desires. 11-3. Your Army story is critical to your success. Your story should include the reason you joined, the benefits you received, your experiences as a Soldier and leader, the places you’ve been, and Army life in general. You must be flexible and able to adapt your Army story to any situation. You should tailor your story to the audience, whether it is potential Soldiers, parents, teachers, or community influencers. Even people who are not eligible know someone who is, and they will refer them to you if you ask. Use every opportunity to tell your Army story. 11-4. Your Army story, combined with your counseling experience and leadership ability is what motivates a person to enlist. The interview itself is nothing more than a form of developmental counseling, something you should already be familiar with. You’ve probably counseled Soldiers and most assuredly have been counseled yourself sometime during your career. Those same counseling skills, along with your Army story, will now be used to show potential Soldiers how they can realize their life goals through an Army enlistment.
ADAPTIVE APPROACHES TO COUNSELING 11-5. To be an effective recruiter, you must learn to treat each prospect as an individual. Different people and different situations require different counseling approaches. FM 6-22 discusses three approaches to counseling: nondirective, directive, and combined. The nondirective approach encourages maturity, open communication, and personal responsibility. The directive approach is good for prospects that need clear, concise direction. The directive approach allows the counselor to use their own experiences to guide the prospect. The combined approach encourages maturity, open communication, and allows the counselor to use their own experiences. 11-6. The Army interview is not a platform for Soldiers to share war stories. The Army interview is a developmental counseling session where the recruiter 11-1
The Army Interview leads the prospect to a decision to become a Soldier. Most Soldiers on recruiting duty have counseled other Soldiers. At the very least, they have received counseling from a military or civilian supervisor. It should be easy to transfer that experience with counseling and adapt those skills to the Army interview. Table 11-1 shows the close relationship between developmental counseling and the Army interview. Table 11-1. Correlation between the Army interview and developmental counseling
11-7. Leading someone through the decision making process relies heavily on your ability to use all three counseling approaches. You must be sensitive to the responses you receive during the interview so you can make on-the-fly adjustments. Some prospects start out timid and slowly gain confidence as you build their self-esteem. You could very well use all three approaches in the same interview. 11-8. In addition to the counseling approaches, you must also be able to inspire and intellectually stimulate your prospect. Inspirational motivation provides your prospect with challenges and reasons to achieve their goals by tak11-2
USAREC Manual 3-01 ing action. One way to inspire your prospect is to help them reflect on their past goals and what it took to achieve them. Intellectual stimulation helps your prospect question assumptions they’ve made about their future. This will help them generate realistic and achievable goals. Individualized consideration is the most important part of the interview. It allows you to coach and mentor each prospect one-on-one. A successful interview should inspire the prospect to emulate you.
HOW TO COUNSEL EFFECTIVELY 11-9. There are no easy answers or guides that can prepare you for the many different leadership and counseling challenges you will encounter. You must rely on the leadership competencies and behaviors you’ve learned throughout your Army career. The Army’s leadership competencies and behaviors are outlined in FM 6-22. 11-10. You must be a leader with strong moral character and embody the Army values. You serve a public that sees you as an ambassador of the Army: selfdisciplined, professional, and socially upstanding. You cannot allow a negative stereotype of your profession to be confirmed. If you live the Soldier’s creed, you will create mutual trust with the community and enhance your mission success. 11-11. You will earn trust and gain credibility with your community and prospective Future Soldiers by being honest and consistent in your statements and actions. This can be as simple as showing up on time for an appointment or by just keeping your word. Trust and credibility form the foundation of your relationship with the community and ultimately your target market. By successfully establishing trust and credibility, you will increase the likelihood of prospects who will seek your career guidance. 11-12. Since our country is one of the most culturally diverse in the world, understanding the beliefs, values, and norms of the ethnic groups in your community is a must. Do research, contact the local chamber of commerce, visit veteran and civic organizations, and actively listen when talking with prospects. This information gathering will help you appreciate what is important to the people you are counseling and make you more effective. 11-13. Self-awareness means knowing your personal strengths and vulnerabilities. Remember, every person is unique and may interpret your words and actions in ways you never intended. You must be aware that ideas, plans, or goals communicated to you by your prospects are very personal, regardless of how you perceive them, and they must be respected. During the interview you must develop alternatives designed to help the person achieve their goals. If you encounter someone who has no set goals, empathize with them. Help them establish some goals and then proceed with the interview. Never minimize a person’s needs, wants, and desires. Trivializing their goals and replacing them with your own will negatively impact your relationship. The interview will become one-sided and your role as counselor will degrade to that of a salesperson. 11-3
The Army Interview 11-14. Empathy is an important skill you must acquire if you expect to be a good counselor. You must be understanding and sensitive to the experiences, feelings, and thoughts of your prospect to the degree that you can almost experience or feel them yourself. Putting yourself in your prospect’s shoes will help you understand their needs, wants, and desires. It is a way to validate the other person’s reality, perspective, and point of view. This insight plays an important part in your influence now and later to reinforce their commitment as a Future Soldier.
COUNSELING SKILLS 11-15. You should continuously develop your counseling skills and techniques. You can accomplish this through active listening, studying human behavior, sharpening your communication techniques, becoming self-aware, and developing valuable interpersonal skills. Each interview will vary depending on the individual, but the skills you use will remain constant. The basic skill you must master is active listening. 11-16. Active listening is an intent to “listen for meaning,” in which the listener checks with the speaker to see that a statement has been correctly heard and understood. The goal of active listening is to improve mutual understanding and encourage people to communicate more openly and freely. Active listening has many components, including body language (nodding, eye contact, open posture, body and facial expressions) and verbal techniques (reflective listening, paraphrasing, asking clarifying questions, and understanding the message behind the message). 11-17. Body language interpretation is very useful, but can be difficult if you are unfamiliar with your audience. The following examples will apply in most cases. Arms crossed on the chest can denote defensiveness or closed mindedness. Stroking the chin could be a sign the person is trying to make a decision. Placing the hand on the cheek could mean the prospect is evaluating and thinking about what has been said. Touching or slightly rubbing the nose can mean there is doubt, rejection, or distrust about what has been said. Leaning forward could mean the person you are speaking with is very interested in what is being said. You should be aware of subtle changes in your prospect’s body position, eye contact, and hand gestures. For the same reason, you should recognize the signals you are sending through your own body language. The practice and study of nonverbal communication is necessary to effectively communicate with your audience. 11-18. Reflective listening is crucial. It is simply repeating back to the prospect exactly what you heard them say, using their words. This technique will increase your understanding of the person’s intent. It can help the person clarify their thoughts. It can also reassure them you understand their point of view and that you sincerely want to help. 11-19. Paraphrasing is repeating to the person what you heard them say by summarizing it and putting it into your own words. When the person senses you truly understand what they are saying, your credibility will be enhanced. 11-20. Clarifying questions are asked in an effort to gain a deeper and more accurate understanding of what the person is trying to say. Clarifying questions 11-4
USAREC Manual 3-01 lessen the possibility of any misunderstanding on your part. When you are able to uncover the hidden message that lies beneath what is actually said, your effectiveness in providing meaningful counsel is greatly enhanced.
COUNSELING PITFALLS 11-21. Here are some counseling pitfalls to avoid: • Personal bias—An unfair preference or opinion based on your background, culture, or previous experience. • Rash judgments—Jumping to conclusions with incomplete information. • Stereotyping—Categorizing individuals or groups according to a preconceived image or idea. • Loss of emotional control—Getting angry and allowing personal distractions to influence the outcome of the interview. • Inflexibility—An uncompromising, one size fits all counseling method. • Failure to follow up—Failing to re-contact the prospect within a reasonable amount of time. • Premature interview termination—Failing to tell the Army story to prospects who are permanently or temporarily disqualified (see note 1 and 2 below). Always ask for a referral, even if the person cannot join the Army.
Note 1: If the prospect is permanently disqualified, continue with an abbreviated interview so they are generally knowledgeable of Army programs and options. Keep them in your network. They will help you spread the Army word within your community and bring you referrals. Note 2: If the applicant is temporarily disqualified, do not spend excessive time discussing their disqualification. Continue with the interview and try to get their commitment to join. Once they have agreed to join, then you can fully explain what they must do to become qualified. COUNSELING PROCESS 11-22. You will encounter people from all walks of life. You must be able to adapt the interview to any situation. While this chapter addresses interview techniques as it applies to a prospect, you must also be able to adapt them to all aspects of recruiting, such as COI and VIP development. 11-23. The Army interview is a universal model that applies to all mission categories, to include medical and chaplain recruiting. During the interview, you must get to know the person, counsel them regarding their career plans, and attempt to lead them to an enlistment or commission decision. The principles and concepts that comprise the interview can be applied to any mission category or life situation. Your mission success can be directly attributed to your understanding and practice of the concepts in this model. 11-24. Since you spend most of your time looking for people who will agree to an appointment, it only makes good sense to give them your very best during the interview. Practice, rehearse, and listen to other team members. Develop your own personal style, but stay flexible so you can adjust to the individual’s 11-5
The Army Interview needs, wants, and desires. For more information on developmental counseling see FM 6-22, appendix B.
PREPARE FOR COUNSELING 11-25. Preparation is the key to successful counseling. You can never predict the outcome of an interview, but you can take steps to increase the prospect’s likelihood of joining the Army. 11-26. Blueprint. Review blueprint information gathered prior to prospecting and during contact with the individual as well as information received from third parties (friends, parents, school officials, Future Soldiers). It is important to review this information before the interview. You will need this information to help establish and maintain trust and credibility, determine needs and interests, and identify goals. This information will help you lead the person through the process and determine their best COA. 11-27. Create a good appearance. Your appearance (including your office, equipment, and professional conduct) represents the Army as a whole. You are probably the first Soldier your prospect, their family, and friends have ever met. The people the Army serves have high expectations of Soldiers, you must exceed their expectations. Your office and GOV must be neat, clean, and present a professional appearance. First impressions are lasting impressions. Remember, the people in the communities where you work and live observe everything you do. 11-28. Choose a suitable location. You can interview a prospect anywhere. However, you should choose a location that minimizes interruptions and is free from distracting sights and sounds. Consider the comfort zone of your prospect. Let them decide if the office, their own home, or another location will be best. When your prospect is comfortable, they will be more apt to open up and talk freely and honestly. The ideal location is the prospect’s living room or around the dining room table with their family present. 11-29. Select a suitable time. When scheduling an appointment, you should allow time for a complete Army interview. A complete interview has the potential to take more than two hours, even without distractions. Allow enough time to give your prospects the attention they deserve. Never overbook your schedule. The prospect’s time is just as valuable as yours. Arrive on or just before the agreed upon time, and then use the time wisely. 11-30. Invite influencers. You enter a win-win situation by discovering who will influence your prospect’s decision-making process. Include these influencers in the interview (see blueprinting). If your prospect is married, involved in a relationship, relies heavily on the advice of friends, or is seventeen years of age and needs parental consent, schedule the appointment so these influential people can be present. This approach will eliminate obstacles early on, allowing you to gain a commitment without the prospect changing their mind later. Don’t forget, influencers can also refer even more leads. 11-31. Get organized. Review any blueprint information you’ve gathered to assist you during the interview. Identify topics to explore. You should ask yourself, Did I make the appointments based on ASVAB score? Is this person interested in 11-6
USAREC Manual 3-01 airborne training? What are my prospect’s goals? Identify potential obtacles: A parent who served in the Armed Forces and had a bad experience; a significant other who may not want to endure a separation; obstacles that surfaced during the initial contact. Develop a plan to counter these potential problems so they do not become obstacles. 11-32. Write it all down. Outline the counseling session components. By using the information obtained from the prospect and outside sources, you can create a foundation to work from during the interview. You can then formulate COAs before encountering them face-to-face. You must be ready for anything and everything. Remain flexible, but focus on the desired outcome. 11-33. Plan your counseling strategy. While there are many approaches to counseling, FM 6-22, appendix B addresses three avenues of approach that can be effective: Directive, nondirective, and combined. You must be adept at reading the situation and your prospect’s personality. You may start the interview in the nondirective approach—soliciting input to uncover their goals and aspirations— then move into the combined approach to solidify plans of action and engender the commitment to enlist. You might take the directive approach as you schedule enlistment processing. 11-34. Establish the right atmosphere. Make the prospect feel as comfortable and relaxed as possible. If the interview will take place in the recruiting center, make sure there is something to drink (bottled water, coffee, and soda), and that there’s enough seating for everyone. Attention to detail goes a long way.
CONDUCT COUNSELING—THE ARMY INTERVIEW 11-35. The Army interview is a nonlinear process. However, there is a logical sequence of steps that will be discussed later in the chapter (see “Steps of the Army Interview”). You will rely upon your training, experience, intuition, and the fundamentals of effective counseling to move through the interview. Regardless of what you encounter, you must adapt, adjust, and stay on course. You may retrace earlier discussions or jump ahead depending on the situation and the prospect. You should not be confined by a lock-step process. By paying close attention to what is occurring during the interview, you can help the prospect identify their goals and formulate a plan to achieve them.
TEMPERATURE CHECK 11-36. Knowing when to ask someone to join is just as important as asking them to join. Timing is everything. A technique you can use to determine whether or not your prospect is ready to make a commitment is called a temperature check. A temperature check helps you know when the time is right to ask for a commitment. It is nothing more than asking the prospect for an opinion or a feeling about the Army or a specific program and then analyzing their reaction. It makes good recruiting sense to do temperature checks throughout the interview. 11-37. Asking a person to join does not have to occur during the last step of the interview. You can ask the question at any time. For example, after telling your Army story and your experiences as a tanker, you perceive you’ve touched the 11-7
The Army Interview applicant’s hot button. Follow up with a question such as, “So, John, does that sound like something you’d like to do?” This simple temperature check will get you a yes or no response. If the answer is no or I’m not sure, don’t be alarmed. The prospect is simply telling you they need more information. You might respond by saying something like, “That’s okay, John—not everyone wants to drive a tank,” and continue with the interview. 11-38. However, if the prospect responds by saying yes, start treating them as though they’ve already committed to join the Army. The interview will go a lot smoother because the big question has already been answered. Now you can show them how the Army can fulfill their goals and passions. Continue to reinforce their commitment by taking more temperature checks during the course of the interview. As such questions as, “John, doesn’t it feel good to know you have your future all mapped out?” Use your imagination and treat the prospect like a Soldier. After all, they told you the Army is something they want to be a part of. 11-39. Don’t let agreement opportunities slip by. Early agreement diminishes anxiety and promotes open dialog. Periodic temperature checks throughout the course of the interview will also help establish a pattern of agreement from the prospect such as, “John, wouldn’t you agree that the Army can help you achieve your educational goals?” After agreeing to your questions throughout the interview it will be a lot easier for the individual to say yes when you ask them to enlist. (See examples in appendix B.)
STEPS OF THE ARMY INTERVIEW TRUST AND CREDIBILITY 11-40. Opening and introduction. In most cases, you’ve already talked with your prospect either by telephone or face-to-face. You must be mindful of the initial trust and credibility that was established and build upon it during the opening of the interview. Even when you are interviewing a walk-in you must build trust and credibility. Just because someone walks through the door of your office does not mean that they are going to enlist. Most prospects feel uneasy during their first interview. They will experience fear, doubt, intimidation, distrust, and anxiety as they face the unknown. You should assume these feelings exist and take deliberate action to put your prospects at ease and make them feel comfortable. 11-41. The best approach you can use to break the ice is to be honest and direct. It’s all right for you to say something like, “John, I know you may feel a little apprehensive about talking to me today. The first time I spoke with my Army representative, I didn’t know what to expect either. Just remember, I’m here to help you. If you have any questions about what we talk about today, feel free to ask them at any time, okay?” You might even say, “John, in case you were wondering, you cannot join the Army today, but if you should decide to enlist, I will do my best to make that happen, is that okay?” Your prospect’s agreement with your ice breaking statement will set the tone for further agreement during the interview. Inform the prospect up front that you understand their fears and concerns. There is always initial anxiety when encountering the unknown. You must help 11-8
USAREC Manual 3-01 them overcome their anxiety and remove any psychological barriers that may obstruct the two-way communication channel. 11-42. State the reason for the interview. The Army interview begins as you state the purpose of the meeting and establish the role of the prospect during the interview. For example, you might say, “John, the reason we’re here is to develop a plan that will help you accomplish your goals. If you haven’t established any goals or are undecided, we will work together to determine what’s best for you. I will help you discover a variety of ways you can achieve your goals.” Let the prospect know you’re working for them. 11-43. Tell an Army story. While each story is personal, it is universal in its impact on the audience when told with honesty and conviction. This is your opportunity to present details of your own experiences. Avoid bragging about your experiences. By telling your Army story up front, the task of establishing credibility and trust becomes easier. You will build self-confidence early in the counseling process. Confidence leads to enthusiasm and enthusiasm is contagious. 11-44. Your Army story may include your initial enlistment experience and subsequent assignments By discussing promotions, awards, campaigns, and assignment locations you will begin the process of educating your prospect so they can picture themselves in the Army. Your personalized Army story should be well rehearsed and supported by some form of testimony or personal scrapbook. You can customize your scrapbook by using the PowerPoint presentation template located on USAREC’s Recruiting Multimedia DVD. 11-45. Tell the Army story. Recall that at the start of the interview, you told your personal Army story. You told the prospect why you joined the Army, and you mentioned your accomplishments and adventures. At this point, you want to shift the focus to the Army. By telling the Army story, you open the world of the Army to the prospective Future Soldier. This will help your prospects see the Army through your eyes, showing them with word pictures some of the things they will do when they become a Soldier. The multimedia presentations on the RWS can help bring your Army story to life. 11-46. Ask your prospect what they know about the Army. This can serve as a starting point to build your Army story. By understanding the prospect’s point of view, you also gain insight about the person. You will talk about the history of the Army, the Army values you live by, and the Soldier’s creed. PREQUALIFICATION 11-47. Recruiting is a human resources function. Always qualify the prospect. You should approach the Army interview as if you are the Army’s human resources representative. You must ask general questions to establish control of the interview as you work to qualify the prospect. There are no standard questions. You may ask such things as, Do you believe you are qualified to be a Soldier? What can you offer the Army? What do you expect from the Army? What do you know about the Army? 11-9
The Army Interview 11-48. Treat the Army interview just as you would any job interview. You are responsible to determine if the prospect is medically qualified and meets the administrative and conduct qualifications outlined in AR 601-210. You will learn to gather most of the required prequalification information during the body of the interview. As a general guideline, you should determine the prospect’s qualifications before you develop a plan of action. This ensures you present the prospect with the right options and information. 11-49. Determining eligibility. Once you have uncovered the prospect’s passions and goals you must explain that Army programs are contingent on their eligibility to join. This important step is classified as prequalification. The best way to determine the prospect’s qualifications is to use the acronym APPLEMDT as a guide: A = age, P = physical, P = prior service, L = law violations, E = education, M = marital status, D = dependents, and T = testing. The guide will help you uncover most disqualifications. This step should not be taken lightly. Failure to uncover information that could make the prospect unqualified for an option or enlistment could result in losing the prospect and tarnishing your trust and credibility within the community. 11-50. When determining eligibility, it’s important to ask the right questions. The following examples are designed to uncover the information you need to prequalify the prospect· • Age. “What is your date of birth?” “Where were you born?” “What is your SSN?” “Are you registered to vote?” “Do you know your selective service number?” • Physical. “Are you now or have you ever been under the care of a doctor to include any childhood illnesses or injuries?” Note: This question could be asked as follows: “Please tell me about all the illnesses you’ve had. What is the first one, when did you have it, and what medications did you use?” “When was the last time you used marijuana or any other drugs?” “How tall are you and how much do you weigh?” “Do you have any tattoos or piercings?” • Prior service. “Are you now or have you ever been a member of or processed for any branch of the Armed Forces, to include the National Guard or Reserve?” “Have you ever been a member of any youth organization such as ROTC, JROTC, Naval Sea Cadets, Air Force Civil Air Patrol, National Defense Cadets Corp, or the Boy Scouts (or Girl Scouts)? If so what awards did you receive?” • Law violations. “Please list all your law violations to include tickets. This list must include all violations from any law enforcement agency to include military police. I will need anything that happened when you were a juvenile as well. I will also need the disposition of these cases.” • Education. “Did you graduate from high school or college?” “What grade are you in?” “What school did you attend?” “How many college credits did you earn?” • Marital status. “Have you ever been married?” “Are you planning to get married or divorced in the near future?” “Is your spouse in the military now?” • Dependents. “Is anyone morally, legally, or financially dependent upon you for support?” • Testing. “Have you ever taken the ASVAB? What was your score and when did you take it?” 11-10
USAREC Manual 3-01 Note 1: If the prospect doesn’t know about the ASVAB, explain that it measures their trainability and can help determine a career path that would best set them up for success. Note 2: If the prospect has never taken the ASVAB, took it more than two years ago, or if you cannot validate their scores, have them take the Enlistment Screening Test (EST). Use the time they’re taking the test to do a little more research so you can develop RA and AR plans for them. IDENTIFY AND ESTABLISH GOALS 11-51. Present facts using the memory aid SOLDIER. You must be conscious of the methods you use to uncover your prospect’s goals. Do not bombard your prospect with questions and never give the impression you are interrogating them. Take your time and make sure you uncover all their goals and motives. This will effectively remove most potential obstacles down the road. You must cover the following areas when discussing Army opportunities: • Service to country. Tradition, history, and Army values. • Occupational and career enhancement. Practical work experience and marketable job skill, college education, and emerging technology. • Leadership. Management development. • Diversity. Cultural (travel) and organizational. • Income. Financial stability and security. • Excitement. Challenge, adventure, and recreation. • Respect. Pride of service, public opinion, and sense of self-worth. 11-52. Solicit prospect’s plan. After you’ve uncovered your prospect’s goals and aspirations, ask the prospect how they intend to accomplish them. In most cases you’ll find they really haven’t given it much thought, so your plan will be their best option. Now present all the features and benefits the Army can provide. While presenting these features and benefits, you should continue questioning the prospect about their qualifications for enlisting. These questions should be transparent to your prospect but provide you with valuable insight about their qualifications for special programs and options. You must be the subject matter expert on all programs, options, and benefits for both RA and AR enlistments. You must be able to explain the options and benefits in detail and tailor them to meet the prospect’s specific goals. 11-53. Eliminate assumptions. A fact is a piece of information about circumstances that exist or events that have occurred. An assumption is a statement that is assumed to be true and from which a conclusion can be drawn. It is vital to your mission to base your counsel and career guidance on facts, not assumptions. Uncovering facts during the interview is tedious and time-consuming, but necessary to become an effective counselor. Don’t take shortcuts. 11-54. Identify short- and long-range goals. The next step in establishing the prospect’s plan is to identify the desired outcome. Your goal is to gain a commitment from your prospect to join the Army. But, you cannot afford to lose sight of the fact that you are there for the prospect; to outline how the Army can help them achieve their personal goals and aspirations. During the initial part of the 11-11
The Army Interview interview you will take on the roles of counselor, mentor, and coach as you lead the prospect through the mental process of identifying their needs, wants, and desires. 11-55. To identify your prospect’s goals and motives, you must actively listen and understand what they are telling you. Some prospects may not have put a lot of thought into the goal-setting process prior to meeting with you. In other cases, your prospect may have a laundry list of goals they are trying to fulfill. Regardless of the situation, using skillful questioning and active listening techniques, you must draw from your prospect as much information as possible to correctly identify their goals. 11-56. Questions to help generate goal-orientated thoughts might include, “Where do you see yourself in five years?” “Now that you are a senior in high school, what kind of plans have you made?” “What kind of career move are you looking for?” “How do you see the Army benefiting you in the future?” 11-57. A prospect who responds by telling you they were thinking of attending the local community college because their friends are or it’s what their parents want, has only given you a glimpse of their world. Well thought-out, follow-on questions are necessary to help you uncover and get a complete understanding of their desires such as, “What do you want to do, John?” “What’s important to you?” “What’s your passion in life?” 11-58. Active listening and open, two-way communication are the foundations of the interview. It is important for your personal biases to take a backseat. You must remain objective during the counseling session. You need to look beyond the face value of any statement and try to understand what your prospect is really saying and feeling. You must listen to what they say and observe how they say it. You should work with the facts presented to you, but continue to ask and expand the prospect’s responses by asking follow-on questions. 11-59. Misunderstanding your prospect’s motivation could lead you to a COA that will not help them achieve their true goals. Even when you think you understand their goals, ask follow-on questions to make sure. The only way you can effectively lead and guide the prospect is to identify their true passion. For instance, if your prospect tells you they want to attend the local technical college, you may start to outline a plan that involves the Post-9/11 GI Bill. By asking additional questions, though, you may learn your prospect wants to open their own business. Armed with all the information about your prospect’s goals, aspirations, and true passion, you can effectively generate a plan consisting of options and alternatives specifically tailored for them. The plan you develop for the prospect must identify the Army as the primary means to realize their passions and reach their goals.
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USAREC Manual 3-01 GENERATE AND COMPARE ALTERNATIVES 11-60. Create alternatives. Every person has different goals. As a leader, you must assist in generating specific COAs tailored to the goals of the person you are counseling. You must tap into their true passion and communicate the proposed alternatives as a life plan, not just a career plan. 11-61. Engage the individual’s emotional side; get them enthusiastic, motivated, and involved. Present several comprehensive alternatives. Have an indepth understanding of all potential alternatives and present them as a viable and relevant COA. Do not mention specific incentives such as the Army College Fund or a specific military occupational specialty (MOS) until you determine the person’s qualifications. This will help maintain the prospect’s self-esteem and save you the embarrassment of explaining why they’re not qualified for the COA you presented. 11-62. The intangible benefits (leadership skills, self-discipline, self-awareness) must be included when developing alternatives. While a person can receive a cash bonus or hands-on training to take care of their short-term goals, you must effectively convey the merits of loyalty, duty, respect, service, honor, integrity, and personal courage. You must convey how they will affect your prospect’s future endeavors. An Army enlistment may not be the prospect’s only alternative. You must be prepared to address all alternatives that may fall outside of your lane such as college enrollment or referring to local job placement centers. The point is you must aggressively address the person’s goals. 11-63. Analyze alternatives. Your prospect might feel overwhelmed when presented with all their career goal alternatives. The Army Recruiting Compensation Advantage (ARCA) system will help them weigh their choices. ARCA uses current school and occupational data for their area of interest and helps them see the very best path. It is crucial that you use the ARCA system when dissecting and comparing alternatives. Providing alternatives using real-time data will greatly enhance their decision-making. Considering their needs, ask the individual what they think would be their best plan of action and have them explain how they arrived at their conclusion. Once the alternatives are addressed and your prospect has an understanding of how the Army will help them achieve their goals, the next step is asking them to join.
THE DECISION-MAKING PROCESS 11-64. Lead the prospect through the decision-making process. You should now be able to point out alternatives the individual can choose to reach their career goals. The experienced leader will allow the final decision to reside with the person who will be affected the most, the prospect. You will suggest, recommend, and advise about each COA available. Then you must act decisively, by asking for a decision. The wording of the question should be direct enough to ensure there is no question in the prospect’s mind that you are expecting a decision to be made. “John, which of these alternatives do you feel will best support your goals?” At this point you are asking the prospect to decide on the best COA, which will always be the Army. Once the prospect selects the best COA, the next step is to engender their commitment to join the Army. 11-13
The Army Interview WORKING THROUGH OBSTACLES 11-65. Find the hidden obstacle. You can encounter obstacles at any time during the interview, but they most often appear when you ask for a decision. When an obstacle appears, deal with it right away. Let’s face facts: You are asking your prospect to make a significant decision. Let them know you understand how difficult it can be to make a big decision and that you only have their best interests in mind. Remember your prospect does not have your leadership experience or training. Therefore, you must lead them. 11-66. Even if you’ve just given the best interview of your life and successfully mapped out your prospect’s future, there may still be some obstacles to address before they will agree to enlist (see examples in appendix B). Treat all obstacles for what they really are: requests for more information. View obstacles as an opportunity to get more detailed in those areas that may concern your prospect. More information will dispel any misgivings that hindered the person’s ability to make a positive enlistment decision. 11-67. Overcoming obstacles is the same as solving any problem. FM 5-0, The Operations Process, outlines seven steps to solving a problem. However, at this point you and your prospect have already discussed most of the information you will need to overcome the obstacle. This fact allows us to reduce the seven steps to just three: Identify the problem, gather facts and assumptions, and generate alternatives or solutions. (See appendix B.) 11-68. The first step is to identify the real obstacle. You need to know what is causing your prospect to balk at making a decision. Tactfully bring the root cause of the obstacle to the surface and resolve it. Ask thoughtful questions, such as, “Jane, what is it that’s causing you to hesitate about making a decision?” or “John, it appears you’re really not sure which direction to go. What is it that’s causing you concern?” It is important to identify the true obstacle and not be distracted by smokescreens. A smokescreen merely hides what is truly causing their hesitation. Your prospect may not state their true concerns for many reasons, including biases, personal values, even embarrassment. 11-69. This second step is to identify the facts and assumptions. Follow-on questions will uncover the prospect’s real concerns. Be sure when you move into the next step you are providing information that will calm their concerns. “Jane, isn’t it true the Post-9/11 GI Bill and Loan Repayment Program will enable you to obtain your bachelor’s degree as a full-time student?” or “John, isn’t it true the Army will provide you with a secure job and benefits, so you can support your family?” (See appendix B.) 11-70. The third step is to generate, analyze, and compare alternatives. You must be adept at active listening and skilled questioning in order to successfully address obstacles and provide practical solutions. As in the examples cited above, Jane may understand she would be able to achieve her goals by enlisting in the AR. She is reluctant to join because she perceives BT would be too rigorous an ordeal (the true obstacle). John reveals that while he is enthusiastic about having a steady source of income, he is also concerned about being separated from 11-14
USAREC Manual 3-01 his family for long periods of time. With this knowledge, you can now help the person work through the obstacle. 11-71. By offering insight through experience and providing your prospect choices to solve their own problem, you continue to build trust and credibility. Whether addressing emotional needs or material facts, you must help your prospect weigh the pros and cons and compare the alternatives. ENGENDER THE COMMITMENT AND EXECUTE THE DECISION 11-72. After working through all obstacles, you must ask for the commitment. You must ask the prospect to join the Army. There are many closing questions that you can use (see appendix B). Choose one that best fits the interview you are conducting. For example, “Jane, don’t you agree that enduring the rigors of basic training and getting in shape is a small price to pay to realize your dreams?” When would you like to take your physical and join the Army Reserve —Tuesday or Thursday?” If the prospect picks a day, then it’s time to find them a job using the Future Soldier Remote Reservation System (FSR2S). At this time you should also discuss the ASVAB, the application, the physical exam, and the enlistment process. You might also touch on the FSTP. Above all, ask for a referral. 11-73. If you’ve overcome every obstacle and the prospect still decides not to join, or if they’re unqualified, be supportive and respectful. Regardless of the outcome, you must get them to agree that even though the Army wasn’t their choice, it was their best alternative. Make sure you provide them with a copy of the ARCA alternative comparison sheet so they can look at it again and share it with their family and friends. Now is a good time to ask for a referral—someone the prospect knows who could benefit by joining the Army. Even though they didn’t join, they are now very knowledgeable of Army programs and can become a valuable COI.
FOLLOW-UP
11-74. Leave the communication door open and ask if you can call them periodically to see how they’re doing. Once the pressure is off, they will be receptive to your follow-up plan. Keeping in touch will reinforce the prospect’s trust in you and keep the Army alternative at the forefront, should their plans change. Not every interview results in an immediate enlistment, but timely follow-up and proper reinforcement make it more likely the prospect will enlist later.
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Chapter 12
Processing 12-1. Processing starts when a prospect agrees to enlist. This agreement normally happens during the Army interview, but can occur during a follow-up or even after testing. In any event, once the prospect says yes, processing begins. 12-2. The first task is to verify the applicant’s basic eligibility. This is done by reviewing official documents that verify the applicant’s age, citizenship, education, marital status, dependents, and any other required documentation. The recruiter must also thoroughly screen the applicant to uncover any medical condition or law violation that could disqualify them or require additional documentation. 12-3. Applicant processing can test a recruiter’s character and integrity. A recruiter must never compromise their integrity to gain an enlistment. Recruiters should never hesitate to ask tough, honest questions regarding the applicant’s eligibility. Under no circumstances will anyone ever conceal or conspire to conceal any information that might disqualify the applicant. The goal is to enlist Future Soldiers whom the recruiter would proudly welcome as a member of their own squad or platoon. If ever faced with a choice between mission accomplishment and integrity, the recruiter must always choose integrity. 12-4. The completed application receives a quality assurance (QA) check by the ACC before the recruiter projects the applicant for further processing. The recruiter must ensure applicants understand they will undergo an in-depth QA interview with the center commander before they are allowed to process for enlistment at the MEPS. The applicant must also understand the MEPS experience will include a thorough medical examination to determine their physical qualifications. Once the applicant is mentally, morally, and physically qualified, the guidance counselor will verify the job reserved through FSR2S or match their abilities and desires with the needs of the Army. Next the applicant will meet with a security interviewer. The last step is to take the oath of enlistment. 12-5. A day at the MEPS is a long and trying experience. The applicant will have to answer question after question and endure long periods of waiting. The physical examination will present its own special challenges. Your applicant will be prepared if you tell them exactly what to expect. Assure your applicant that the Amy guidance counselors have their best interests at heart and will take good care of them. 12-6. The recruiter’s ability to create a projection is essential to the processing cycle. Projecting an applicant can mean the difference between a smooth transition at the MEPS or having to sit and wait while the guidance counselor manually inputs the applicant’s data. Projecting also ensures the recruiting center receives the applicant’s test, physical, and enlistment data. Projecting an applicant’s record is like sending a brief résumé on that person. Other information submitted includes the type of test, physical, and processing the recruiting center is requesting. 12-1
Processing 12-7. Recruiting personnel often underestimate the value of solid organizational skills. Unit leaders provide direction and approve the recruiter’s plans and schedule for processing of applicants. Recruiters schedule applicant processing and movements through the unit leaders to capitalize on team coordinating efforts, resulting in increased team efficiency. This means that one team member could run applicants to the MET site while another team member picks them up at the test’s conclusion. Recruiters planning a trip to the local county courthouse to conduct records checks should find out whether another team member needs records checks from the same location. 12-8. Prospects who agree to process for enlistment must pass the ASVAB. Applicants whose scores are no longer valid must retest. Testing can take place prior to or in conjunction with their physical processing at the MEPS. The ASVAB comprises eight subtests (see table 12-1). Test results make up the overall Armed Forces Qualification Test (AFQT) score. The AFQT is a percentile score used to determine minimum military mental qualifications and specific enlistment options. Table 12-1. ASVAB sub-tests
12-9. Jobs offered to an applicant are based upon groupings of scores referred to as line scores (see Table 12-2). These 10 scores will be indicated on the applicant’s test record. The AFQT determines an applicant’s eligibility to enlist, while line scores match the applicant’s abilities to specific job offerings. For example, an applicant may have a 56 AFQT. This applicant is qualified for enlistment. However, this applicant may desire to enlist in one of several medical MOSs that require a high score in the ST (Skilled Technical) category. 12-2
USAREC Manual 3-01 Table 12-2. ASVAB line scores
12-10. Recruiters initially determine prequalification and then further qualify applicants both medically and morally before scheduling them for the ASVAB. Testing an applicant who is not eligible to enlist is a waste of the team and applicant’s valuable time and effort. Medical prequalification means having a frank and open discussion with the applicant about their medical history. These discussions often touch on very personal, sensitive matters. All team members should be professional and discreet, but thorough. At minimum, recruiters must ask the applicant to complete the required medical prescreening form (DD Form 2807-2, Medical Prescreen of Medical History Report). 12-11. The prescreening may uncover a condition that requires copies of the applicant’s medical records. Unit leaders may direct recruiters to call the MEPS “Dial-a-Medic” line for advice. Recruiters may need to send medical records to the chief medical officer for evaluation before scheduling the physical. It may also be a good idea to discuss the applicant’s medical history with their parents. 12-12. Moral prequalification entails another honest discussion. The applicant must declare any involvement with the legal system, to include juvenile offenses. When the recruiter is satisfied that the applicant is ready, they can schedule the applicant for testing. The recruiter sends basic information (name, Social Security number, and date of birth) to the Army guidance counselor through an RWS. The recruiter may also need to schedule lodging and special tests, such as the Officer Candidate Test or a language aptitude test. The data initiates the applicant’s MEPS record and is used for all further processing.
MEDICAL PROCESSING 12-13. The processing cycle is a challenge for applicant and recruiting center team members alike. The medical qualification process can prove the most taxing of all. Close coordination between the team members, unit leaders, applicant, and the MEPS can help make this phase of the enlistment process 12-3
Processing professional and relatively painless. The unit commander’s final QA check prior to the applicant going to the MEPS is the check and balance in the process. The check ensures the applicant is qualified and committed to enlist. 12-14. Discharges based on preexisting medical conditions cost the Army approximately $15,000 per applicant. The Army loses approximately 6,000 applicants a year, which equates to a yearly loss of nearly 90 million dollars. The team member who was the primary point of contact during processing and knows the most about the applicant-- it is their responsibility to conduct a thorough medical screening. 12-15. Some applicants may not receive a qualifying AFQT or may be disqualified during the physical examination. These can be sensitive issues for your applicant. Explain the disqualification carefully and be sensitive to potential embarrassment. Consider the next step carefully. Should the applicant retest? Did the chief medical officer recommend a medical waiver? Consult with the center commander. If an applicant is clearly not eligible to enlist, further processing should professionally and tactfully end. However, failing the ASVAB or the medical examination does not necessarily mean ending the relationship. Even a disqualified person can be a rich source of referrals.
RECRUITING TEAM’S OBLIGATION 12-16. The leadership and counseling process does not end when the prospect agrees to join the Army—it’s just getting started. The team’s inherent obligation to take care of Soldiers provides the Army with a more dedicated and determined Soldier. Future Soldiers will remember their relationship with the recruiting team members, whether positive or negative. Let that memory be a positive one.
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Chapter 13
Lead a Future Soldier 13-1. Future Soldiers are the result of recruiting efforts. Recruiters have been entrusted with the crucial mission of providing quality manpower for our Army. The hard fought efforts continue to produce high quality, motivated Soldiers who are among the best in the world. Coaching, mentoring, and leadership make these young men and women what they are. That is why Future Soldiers deserve our very best. 13-2. Future Soldiers require a great deal of mentoring, guidance, and care, just like Soldiers in the operational Army. While Future Soldiers deserve care and attention, it would be just as true to say that, in the recruiter’s role as a noncommissioned officer, Future Soldiers have a right to demand excellent leadership.
FUTURE SOLDIER FOLLOW-UP 13-3. Every Future Soldier’s commitment to enlist required a great deal of faith in the recruiter and the organization. Even so, it must be expected that immediately following their enlistment, the Future Soldier will suffer varying levels of something known as buyer’s remorse. They may ask themselves questions such as, “What have I done?” or “Did I make a mistake?” These doubts —sometimes created by friends and family—can creep into a Future Soldier’s thoughts even months after enlisting. This is where solid leadership is most vital. 13-4. All Future Soldiers must receive their orientation briefing within 3-10 days following their enlistment. Future Soldiers who join the AR require the recruiter to notify their unit of assignment within 3 days of enlistment and escort the Future Soldier to the unit within 10 days. The purpose of the notification is to coordinate the Future Soldier’s appointment for sponsorship and inprocessing by unit personnel. The recruiter must ensure the Future Soldier has all necessary documents to guarantee a smooth in-processing experience. 13-5. Recruiter follow-up assures Future Soldiers that the Army is interested in them and always accessible. Enroll all interested Future Soldiers in the CONAP during their orientation. Regulations require specific contact, of course, but give thought to the quality of the follow-up. Make the most of Future Soldier follow-up and let them know how much the Army genuinely cares about them. 13-6. Recruiters will use follow-up to address Future Soldiers’ eligibility status. Offer to sit with their key influencers—such as parents, spouses, or even close friends—to discuss their decision to enlist. This will calm any fears or apprehensions on their part and help reinforce the Future Soldier’s decision. 13-7. Follow-up is an excellent opportunity to involve Future Soldiers in the recruiting center’s network. Future Soldiers are excellent sources of market intelligence, blueprint information, and—more importantly—referrals. By involving Future Soldiers in recruiting activities, recruiters give them an opportunity 13-1
Lead a Future Soldier to serve their country even before shipping to initial entry training. A key result of great follow-up is a motivated Future Soldier.
FUTURE SOLDIER LOSS MANAGEMENT 13-8. Future Soldier losses are a fact of life. It is the rare recruiter who has never lost a recruit. Future Soldiers who enlisted as high school seniors may fail to graduate. Others get in trouble with the law or fall victim to illness or injury. Recruiters cannot control every aspect of a Future Soldier’s thoughts and behavior. However, members of the recruiting team can do much to prevent losses. 13-9. Recruiters should apply their skills: counseling, mentoring, coaching, andabove all-leadership. Recruiters prevent losses by staying fully engaged with their Future Soldiers and by keeping their Future Soldiers actively involved in the FSTP. The alert leader can see a loss well before it happens and take immediate action to prevent it. 13-10. Staying engaged with the Future Soldier means much more than simply making the required weekly or bi-weekly follow-up phone call. Recruiters must remain constantly alert to any sign of trouble. Falling grades and repeated absences can point to trouble in school (result: failure to graduate). The recruit who misses formations, fails to return calls, or won’t look their leader in the eye may be losing their commitment to the Army. 13-11. Future Soldiers who stay active in the FSTP typically are too busy to get distracted. Steady, rigorous engagement in training helps the Future Soldier stay focused and connected. When the recruiter picks up any hint of trouble, they should start simply by counseling the Future Soldier. Counseling can uncover the source of the problem. Perhaps the Future Soldier has found what they feel is a great job opportunity. Perhaps they have enrolled in a college or vocational training program. 13-12. Recruiters need to know the people who influence the Future Soldier’s thinking and actions. Girlfriends, boyfriends, spouses, parents, teachers, and clergy often hold powerful sway over a young man or woman. The recruiter who fails to connect with these influencers lacks real influence over the Future Soldier. If the recruiter has never met Pvt. Smith’s girlfriend, and if that girlfriend has talked Smith out of shipping, the recruiter has little chance of reversing that decision. Such losses result from poor follow-up and an ineffective FSTP. 13-13. Almost all Future Soldier losses for apathy can be avoided with a strong FSTP. The FSTP comprises, in itself, required training, physical fitness training, and Future Soldier administrative actions and assessments (see USAREC Reg 601-95). A vital ingredient of the FSTP is the time-proven ability of the recruiter to anticipate and address Soldier concerns and issues. Future Soldiers, just like every other Soldier in the Army, require leaders who are insightful and mature.
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USAREC Manual 3-01 13-14. Future Soldier sustainment should not fall solely on the recruiter’s shoulders. Every member of the team who has helped lead a recruit to enlist shares responsibility for training and sustaining the Future Soldier. Small-unit recruiting requires teamwork—it is not a mere “assembly line.” From time to time, team members may confront a Future Soldier challenge that appears unsolvable. The recruiter who first interviewed the young person and met with the parents in the home may have the rapport needed to restore the Future Soldier’s commitment. 13-15. A Future Soldier—like any other Soldier—will respond to good leadership. Future Soldiers will fulfill their commitment when they trust and respect the members of the recruiting team.
HOMETOWN SHIPPING 13-16. Hometown shipping allows the recruiting center to complete the enlistment process and provide Future Soldiers with transportation to their initial entry training location. Hometown shipping minimizes windshield time for team members and Future Soldiers alike. During hometown shipping, the recruiter and the unit commander ensure all requirements normally conducted at the MEPS are completed. (See USAREC Reg 601-96.)
POST-ACCESSION DUTIES 13-17. Team members have put forth a great deal of effort in supporting and validating the Future Soldier’s commitment to serve. Prior to a Future Soldier’s departure to an initial entry training location, the recruiter and unit commander must sit with them and conduct a thorough out-brief. This is the last opportunity to answer their questions and explain what to expect at the MEPS, recruiting center (hometown shippers), and at the training base. Red-carpet treatment is essential to a successful FSTP. 13-18. The recruiter’s involvement in a new Soldier’s life doesn’t end when the plane leaves. Many other people played a vital role in the Future Soldier’s decision. The recruiter must not forget them. They must continue to contact family members and loved ones over the course of their Soldier’s initial entry training. 13-19. Parents may be concerned about contacting their Soldier. A spouse may have questions regarding the Defense Enrollment Eligibility Reporting System (DEERS), housing allowances, or what to expect should their Soldier be assigned overseas. School administrators may want to know that their Soldier was an honor graduate, finished jump school, is on their way to Europe, or has enrolled in a college program.
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Chapter 14
Training, Sustainment, and Mission Command TRAINING 14-1. Training is the recruiting function that develops self-aware and adaptive Soldiers capable of responding to the ever-changing recruiting environment. The Recruiter Development Program (RDP) and Advanced Training Program (ATP) (outlined in USAREC Regulation 350-1 Training and Leader Development) provide the advanced and sustainment training necessary for skill proficiency and are administered by the center commander. Refer to the Soldier Training Publication (STP) (Soldier’s and Trainer’s Guide Recruiter MOS 79R Skill Level 3/4/5) for specific tasks, conditions, and standards. 14-2. Learning development is continuous and progressive throughout a Soldier’s career. Recruiting leaders develop and hone their team member’s skills and knowledge through the three training domains: institutional (schools), operational (unit training), and self-development. The Army develops competent and confident leaders through a combination of all of the domains. Self development training, however, is the responsibility of each individual Soldier, regardless of their rank or position. Effective training begins with the study of doctrine and the current recruiting policies and practices. 14-3. The goals of training are to increase knowledge, improve technical skills and proficiency and enable career development. Training should focus on tasks directly related to the unit’s METL, coupled with an understanding of future requirements based on the cyclic nature of recruiting. 14-4. The training systems consist of things that make sure every unit is at the highest readiness level. It is crucial that Soldiers learn and improve their skills with each completed task and action, using proper metrics and after-action reviews (AAR).
SUSTAINMENT 14-5. Sustainment focuses resources to support the commander’s intent and the concept of operations and maximizes freedom of action. Without proper employment of sustainment operations, decisive and shaping operations cannot go forward successfully. 14-6. Sustainment uses military, civilian, and contracted resources to provide the physical means for recruiting teams to work. The sustainment recruiting function includes human resources, intelligence gathering, operational support, facilities and logistics, marketing, educational support, Family support, and much more. USAREC Manual 3-0 discusses sustainment in more detail.
MISSION COMMAND 14-7. Mission command is fundamental to both the art and science of recruiting. Each recruiting function relies on it for the integration and synchronization 14-1
Training, Sustainment, and Mission command of recruiting operations. Commanders combine the art of command and the science of control to accomplish their mission. It includes those tasks associated with acquiring information, managing relevant information, and directing and leading subordinates. Team members support mission command by preparing themselves to function as effective team members and execute command policies and procedures. The FSL executes mission command by ensuring Future Soldiers follow policies and procedures and prepare for basic training. USAREC Manual 3-0 and USAREC Manual 3-06 discuss mission command in detail.
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Chapter 15
Follow-up
15-1. Recruiting veterans say persistence accounts for more recruiting success than any other single factor. More enlistments are lost for lack of follow-up than for any other single reason. Ask any successful team member their secret to success, and they’ll tell you it’s the result of persistent and well-planned follow-up.
FOLLOW-UP 15-2. Follow-up is defined as something done to reinforce an initial action. Typical follow-up can include: Contacting a COI to obtain a lead, contacting a prospect met at a school event to arrange an interview, or contacting a prospect already interviewed who wanted some time to think before making a decision. Persistent, well planned, and faithfully executed follow-up will result in more leads, prospects, interviews, and enlistments. Simply stated, timely, creative, and purposeful follow-up will result in recruiting success.
CREATIVE, PURPOSEFUL FOLLOW-UP 15-3. The first step in creative, purposeful follow-up is to do it. Good intentions don’t produce appointments or enlistments. During initial contact with a prospect or family member, ask them what would be a good day and time to call back. Annotate the information in the RZ calendar and make sure to follow through. Don’t be afraid of negative responses—there will be a lot of “no” and “not now” responses before a “yes.” To be successful, one must be willing to persevere through the follow-up process. Remember: Each contact with a prospect or lead strengthens the relationship. It may not always appear that way, but they will be aware of who their recruiting representative is and what they represent. Here are a few helpful thoughts on follow-up— • Know the prospect or lead’s emotional hot buttons and consider these when constructing a follow-up plan. • Present new information relevant to the prospect or lead every time they are contacted. • Be creative in style and manner. • Be direct. Beating around the bush will only frustrate the prospect or lead. • Be honest. People don’t trust anyone they don’t respect. • When in doubt, stick to the contact’s motivations. • Don’t be afraid to ask for a commitment or decision. • Use humor. People love to laugh. Making the prospect laugh is a great way to establish common ground and rapport. • Be sincere about being of value to the prospect. Think of the prospect’s needs first, last, and always. • Be persistent, but don’t be a pest. 15-4. Some team members feel they are pestering a prospect when they do their follow-up. It could be the result of one or more of the following reasons: 15-1
Follow-up
• Team members haven’t established enough rapport and the prospect isn’t opening up to them.
• Follow-up is perceived as selling and the prospect doesn’t see the team •
member as sincere about helping them with their future. The team member lacks a strong conviction about the value of Army service.
15-5. Follow-up is not perceived as pestering if the team member has something new, creative, or entertaining to say. Keep calls short and to the point. Droning on and on about things already discussed or boasting of one’s importance are counterproductive. If the team member is creative, sincere, and helpful, the prospect will not perceive them as a typical pushy “salesman.”
CONDUCT FOLLOW-UP ACTIVITIES (FREQUENCY) 15-6. The goal of follow-up is to sustain relationships with the recruiting center’s network and to facilitate further processing with prospects. Regular follow-up should be maintained with prospects, applicants, Future Soldiers, school or college faculty members, and other COIs and VIPs. The frequency of follow-up will vary based on the type of follow-up and its importance to the mission. LEADS 15-7. Follow-up with all the leads team members have been unable to contact—high school students and graduates. Recruiters should use every available means of communication, to include social media, e-mail, text messaging, and conventional phone calls. When calling, vary the times and days of the week for the call. Leave messages on answering machines and gather contact information from family members who answer the phone. If a lead cannot be contacted electronically, follow up with a visit to the home if you have a physical address. PROSPECTS 15-8. Follow up with prospects as necessary, especially those who seem to be losing interest. For new prospects scheduled for an interview outside a 72hour window, ensure there is a follow-up to confirm the appointment. 15-9. Follow up with all individuals who were no-shows or rescheduled their appointments. Assume the prospect has a valid reason for not being able to meet with the team member to discuss Army service. 15-10. Follow up with high school seniors and college freshmen during key decision points. High school seniors should be contacted at the beginning of their first semester, during their second semester, after graduation, and at the end of summer. College freshmen should be contacted at the end of the first semester and the end of their freshmen year. Note: Follow-up for prospects can include an invitation to sit and discuss alternate (other than Army) COAs. 15-2
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APPLICANTS 15-11. Follow up with applicants as agreed to during the interview. Call when the team member said they would call. If there was not a time agreed upon for follow-up, plan and conduct a follow-up with the applicant. Follow up within 72 hours of the first interview to schedule processing, discuss test or physical results, and answer questions the applicant is likely to have raised since the interview.
FUTURE SOLDIERS 15-12. Future Soldiers put a great deal of trust in your role as mentor and counselor. After the required Future Soldier orientation, be sure to follow up regularly with Future Soldiers to keep them abreast of Army news. Inform them of any changes that may affect their enlistment. Speak (and listen) to all Future Soldiers to ensure awareness of any changes in their lives that may affect their enlistment. Offer assistance and counsel regarding life, school, job, and so on. Show an interest in their lives. Seek opportunities to discuss the Future Soldier’s decision to enlist with key influencers, such as parents or other loved ones. Of course, follow up with all Future Soldiers is a requirement, but it’s really more than that. These recruits are the future of the Army. Take good care of them. They deserve it.
COIS AND VIPS 15-13. Follow-up with COIs and VIPs is the key to the city. Contact influencers and important persons every day to establish a solid relationship and to gather intelligence. Social media sites are a good way to establish new contacts and maintain existing relationships. In very short order, team members will know more about their recruiting AO than they known about their own hometown. Be involved. Offer community service. Demonstrate personal interest. Discuss Army activities, coming events, COI functions, and educator tours. Call all COIs and VIPs to discuss or update the status of leads they provided. The COI or VIP who provided a lead has a vested interest in the individual and should be informed of their progress. Diligent follow-up communicates a respect for the influencer. Never be afraid to ask COIs and VIPs for leads.
CONDUCT FOLLOW-UP ACTIVITIES (EXECUTE) 15-14. All team members now know how often follow-up should occur. The follow-up is a persistent desire to stay in touch, to show interest, and to offer the recruiting unit’s participation. You must understand that other service recruiters are in the recruiting unit’s AO. First to contact and best at follow-up usually get the commitment for enlistment. Be the first, own the AO, and follow up. 15-15. Plan all follow-up activities. Document the name(s) and place(s) for all face-to-face follow-up. Document phone call or text message follow-up and determine the best time to call. Plan and document virtual follow-up for social media sites. 15-3
Follow-up 15-16. When making follow-up attempts, use blueprint information to establish or reestablish trust and credibility. Cover all planned points of discussion. In the discussion, remember one of the goals is to form and maintain professional relationships. This is a good opportunity to demonstrate the role of counselor by educating leads and prospects about Army opportunities, and as public affairs specialist by offering assistance with community and civic events. 15-17. There are few hard-set requirements as to the end goal of follow-up. This is the opportunity to put a finger on the pulse of the community and to weave recruiting team members into the fabric of the community and target market. This is also the opportunity to facilitate a prospect’s understanding of the obvious. If the prospect is truly interested in military service and has learned to trust and respect counsel, they will be inclined to follow the advice. They know and trust the recruiting team member. The team member has spoken to them on a number of occasions. The prospect won’t join the Army for just anybody. This is the true value of follow-up. 15-18. Finally, never end a conversation with a prospect, applicant, or Future Soldier without establishing a time and date for the next follow-up. Let the contact know when to expect the next call or visit. Not only does this communicate respect for the contact’s time, it also affirms a sense of professionalism in the team member’s business conduct.
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Appendix A
The Enlistment Process (Scenario) A-1. The scenario illustrates the enlistment process from planning through shipping. It demonstrates how each team member’s duties and responsibilities are applied and synchronized during the enlistment process. This scenario was designed to provide unit commanders with an example of what right looks like and represents current best business practices. SCENARIO A-2. The following scenario depicts a fully staffed recruiting center and a prospect who is fully qualified and committed to enlist. The screenshots in this scenario (figures A-1 through A-7) have been altered to show the detailed linkage of team members’ activities during the enlistment process. The altered screenshots also illustrate the nesting of team members’ plans into the center’s ROP. For instructional purposes only, all gray boxes reflect applicant or activity information pertaining to the applicant “Bishop.” User guides contain detailed instruction for adding activities and events in the RZ calendar. PLANNING A-3. It’s Monday morning. The weekly planning meeting has ended, and all team members have their operation plan. Prospecting plans are in place, and all team members have current individual calendars and schedules. The center commander has directed a mass of forces in a specific area of the center’s AO this week.
PROSPECTING A-4. RSTs check the schedules of all ETs and note the days and times they are available to conduct interviews. The center commander’s focus this week is on high school diploma graduates. The RSTs prepare their pre-call plan to contact graduates in the same areas the ETs will be in conducting school visits, door knocks, and area-canvassing activities. A-5. During telephone prospecting, an RST makes contact with a diploma graduate who agrees to an appointment (see fig A-1). The RST checks the calendars to see which ET is available to conduct the interview. The RST prequalifies the prospect and sets the appointment. The RST tells the prospect a little about the Soldier who will conduct the interview.
FIRST HAND-OFF A-6. The RST must spend enough time introducing the ET to eliminate any fears the prospect may have at this point. A good practice is for RSTs to have biographies of the ETs on their workstation. The RST then documents the prospect’s goals and motives and any other available blueprinting information on the prospect’s record. The ET will refer to this information before making the first contact. A-1
USAREC Manual 3-01
Figure A-1. Appointment made on RST’s calendar (highlighting added for illustration purposes).
ARMY INTERVIEW A-7. The RST and the prospect discuss the time and location for the appointment. The prospect agrees to an interview at their home today at 1215. The RST opens the ET’s schedule and documents the prospect’s name, address, and the appointment time. The RST confirms the location and gets directions for the ET. Finally, the RST thanks the prospect, asks for a referral, and ends the call. The RST immediately updates the ALRL and informs the ACC that an appointment was made. The ACC checks the details and verifies the appointment as valid. The RST contacts the ET, who is already out in the area, and informs them of the appointment. The ET acknowledges the appointment and annotates their calendar. (See figure A-2.)
A-2
Appendix A
Figure A-2. Interview appointment made on ET’s calendar (highlighting added for illustration).
A-8. The ET contacts the prospect to confirm the appointment. When the prospect answers the phone, the ET introduces himself and mentions the RST who made the appointment. This practice will continue a smooth transition from the RST to ET. The ET then confirms the time and location and identifies any influencers who may be present during the interview. The ET reviews the prospect’s goals and motives, uncovered by the RST, asks for a referral and ends the call. A-9. The ET arrives at 1210 and conducts the interview. The prospect agrees to process for enlistment (the prospect now becomes an applicant). The ET administers the screening test and asks detailed prequalifying questions. A-10. The applicant receives a qualifying score on the screening test. The ET congratulates the prospect on their decision to enlist, then explains the details of processing: testing, application, physical, enlistment, and the FSTP. A-11. The ET checks the RST’s calendar and schedules the applicant for the ASVAB and completion of their enlistment application. The ET explains how to fill out an application on-line using the Army Career Explorer (ACE), completes any required documentation, and introduces the applicant to the recruiting A-3
USAREC Manual 3-01 center’s Facebook page. The applicant agrees to the appointment and will drive himself to the recruiting center.
SECOND HAND-OFF A-12. The ET gives the applicant some background information about the RST who will be completing their processing. (ETs should have the RSTs’ biographies and pictures on their communications device for this purpose). The ET must ensure the applicant’s record has their current goals, motives, and blueprint information. The RST will refer to this information prior to making the follow-on contact. A-13. The ET explains the application process within the recruiting center. The ET verifies what documentation the applicant has and provides him with a list of what documents are still required. The ET asks for a referral and departs. The ET immediately contacts the RST or ACC to confirm the applicant’s appointment to process and executes the hand off. The RST confirms the appointment and informs the ACC. The RST then projects the applicant for testing. (See fig A-3.)
Figure A-3. Test and processing on RST’s calendar (highlighting added for illustration purposes).
PROCESSING A-14. The RST reviews his next day’s schedule with the ACC and blocks off time for transporting the applicant to the test site. The test is at 0900 tomorrow—the RST calls the applicant to confirm the time and what documents they A-4
Appendix A are to bring with them. The ACC verifies the projection and updates the center commander at the end of day AAR. A-15. Following morning the applicant arrives at the recruiting center with their documents. If necessary, the RST performs a biometric scan on the applicant. If the results are favorable, the RST drives the applicant to the test site. A-16. While the applicant is taking the ASVAB, the RST scans their source documents into the system and determines they are valid for enlistment. The RST picks up the applicant from the test site and notes that they received a passing score for enlistment. Note: The RST is responsible for completing required administrative actions and forms. The RST can coordinate with other center personnel to get documents from out-lying areas. A-17. The RST congratulates the applicant for his qualifying test scores, and together they complete the application. The RST helps the prospect select a date for the physical exam and enlistment at the MEPS. Now, the RST introduces the applicant to the ACC. The ACC reviews the application with the applicant and confirms the information. He determines the applicant is eligible to continue processing. Next, the applicant meets the center commander, who performs a quality assurance check (also known as a “hot seat”). The center commander was aware of the processing that day and was available to meet the applicant. The center commander does not find any information that would prevent further processing. The center commander authorizes the RST to project the applicant for enlistment processing. (See fig A-4 and A-5.)
Figure A-4. Packet review on ACC’s calendar (highlighting added for illustration purposes).
A-18. The applicant selects Monday the following week, and the RST projects the rest of the processing. The RST discusses transportation to the MEPS and A-5
USAREC Manual 3-01 adds it to his schedule. The RST returns the source documents to the applicant and instructs the applicant to bring the documents with them on the day they process. The RST again congratulates the applicant on his decision to enlist.
Figure A-5. ‘Hot-seat’ on center commander’s calendar (highlighting added for illustration).
A-19. The RST transports the applicant to the MEPS, and the applicant enlists. The RST transports the applicant back from the MEPS. Note: If any issues arise on the floor, the RST and ACC are responsible for troubleshooting. THIRD HAND-OFF A-20. The RST introduces the applicant to the FSL (either in person or through their bio). If the FSL is not present, the RST will check the FSL’s calendar, and let the Future Soldier select a date and time for the orientation. The FSL will refer to the Future Soldier’s record to learn why they enlisted and to review the details of the enlistment contract. The ACC will identify any additional testing or processing the Future Soldier may be required to do and schedule them for it. The FSL and the ACC annotate their recruiting systems with the enlistment information. FUTURE SOLDIER TRAINING PROGRAM A-21. The FSL follows up with the Future Soldier prior to the scheduled orientation and discusses transportation to the center. Note: The FSL is responsible for transportation and may coordinate with the RST or ET to pick up the Future Soldier if they are already in their area. A-6
Appendix A A-22. The FSL should encourage the Future Soldier and his family or significant other to participate in the initial orientation. By involving influencers from the beginning, the FSL can head off problems that may lead to losses. (See fig A-6, A-7.)
Figure A-6. Future Soldier orientation on FSL’s calendar (highlighting added for illustration).
Figure A-7. Future Soldier orientation on center commander’s calendar (highlighting added).
A-7
USAREC Manual 3-01 A-23. The FSL is directly responsible for Future Soldiers as long as they remain in the FSTP. The FSL conducts all follow-up; the ACC conducts it in his absence. The ACC manages all scheduled Future Soldier processing and coordinates with the FSL for transportation. The center commander gives direction to the FSL, as required.
FOURTH HAND-OFF A-24. The FSL verifies the Future Soldier has satisfied all FSTP requirements, and discusses transportation for shipping with the Future Soldier. The FSL then hands off the Future Soldier to the ACC who conducts final QC and preshipping review of the Future Soldier’s record. The FSL and ACC confirm the Future Soldier is ready for shipping prior to the actual ship day. The ACC then informs the center commander, who bears ultimate responsibility for clearing the Future Soldier to ship.
SHIPPING A-25. The center commander reviews the Future Soldier’s records and schedules the final DEP-out interview. If the Future Soldier is a hometown shipper, the FSL ensures that all requirements are satisfied. He then informs the ACC, who verifies the enlistment packet and confirms arrangements for meals and travel. The center commander conducts the final DEP-out interview and authorizes transportation. The ACC manages the final process and informs the center commander when complete. If the Future Soldier is a hometown shipper, the center commander confirms with the chain of command when the Future Soldier has shipped. Figure 16-8 is an example of a workflow model for a recruiting center. The figure shows the synchronization of effort during the enlistment process and provides the outline for this scenario.
Figure A-8. Recruiting center workflow model.
A-8
Appendix B
Tool Box B-1. The toolbox is a collection of proven tactics, techniques, and procedures that can help you establish and refine critical areas such as telephone introductions, establishing rapport, how to use fact-finding and open-ended questions, overcoming obstacles, and trial closes. The examples may be similar to what you use now, but this appendix will also explain the psychology behind why we use them. Memorizing scripts is good, but it’s equally important to understand how they affect your audience. B-2. You don’t need a degree in psychology to understand human nature. All you need to understand is what makes people feel good. Generally speaking, people react favorably when you show them respect by addressing them by name, complimenting them on their achievements, or showing them special favor or treatment. Basically, if you treat people the way you want to be treated you will always be received favorably. Remember, a first impression is a lasting impression, whether it be face-to-face or on the telephone. The examples used in this appendix are time tested and should be customized to fit your personality and market.
INTRODUCTORY SCRIPTS B-3. Your introduction should be pleasant, upbeat, and delivered with a telephone smile. How you say something is just as important as what you say. You want every prospect to feel like they’re the only person you’ve called today. Keep in mind that your phone call was not anticipated and is an interruption. It’s just common courtesy to let the person know up front who you are and what you represent. A good standard opening line is, “Good afternoon. I’m SGT Ring, and I represent the US Army. May I speak with John, please?” B-4. Once you get your lead on the phone, it’s important to establish rapport. Establishing rapport on the telephone is a little more difficult than in person, but can be done by asking the proper questions. Remember, rapport is nothing more than trying to create an atmosphere of mutual understanding, trust, and agreement between you and the prospect. To do that you must first “break the ice” by initiating the conversation with a simple statement such as, “John, I’m glad I caught you at home. I understand you recently graduated from West Undershirt High School, is that right?” Once you receive their response, follow up with a statement such as, “Well, on behalf of myself and the US Army, congratulations on a job well done.” This simple introduction established the fact that you know something about the person and you are proud of their achievement. It puts them at ease and makes it easier to ask fact-finding questions such as, “So John, what have you been doing since graduation?” B-5. Now that you see how this works, study the examples on the following pages.
B-1
USAREC Manual 3-01
Examples of prospecting phone calls “Good afternoon. I’m SGT Ring and I represent the U.S. Army. May I speak with John, please? Hi John, how are you today? I understand you’re a senior at West Undershirt High School.” “Good morning. I’m SGT Ring and I represent the U.S. Army. May I speak with John, please? Hi, John. This is SGT Ring with the U.S. Army. I understand you recently graduated from West Undershirt High School.” “Good evening. I’m SGT Ring, and I represent the U.S. Army. May I speak with John, please? Hi John. This is SGT Ring with the U.S. Army—how are you today? John, the reason I’m calling is I just received the results of the ASVAB test you took in school and noticed you’re planning to serve in the military. That’s great! Let me be the first to congratulate you on your decision.” “Good afternoon. I’m SGT Ring, and I represent the U.S. Army. May I speak with John, please? Hi, John. This is SGT Ring with the U.S. Army—how are you today? John, I understand you’re a freshman at State University.” “Good evening. I’m SGT Ring, and I represent the U.S. Army. May I speak with John, please? Hi, John. This is SGT Ring with the U.S. Army—how are you today? I was recently talking with Mrs. Black, your guidance counselor, and she said you might be interested in some of the programs offered by the Army.” “Good afternoon. I’m SGT Ring, and I represent the U.S. Army. May I speak with John, please? Hi, John—this is SGT Ring with the U.S. Army. How are you today? John, I just received the results of the ASVAB test you recently took at your school, and would like to congratulate you on your score. I understand you are planning to attend college. Is that still true?” “Good afternoon. I’m SGT Ring, and I represent the U.S. Army. May I speak with John, please? Hi, John—this is SGT Ring with the U.S. Army. How are you today? John, I just received the results of the ASVAB test you took at school. I was wondering if anyone from your high school has offered to discuss your scores?”
B-6. Once you’ve introduced yourself and established rapport, it’s time to ask some open-ended, fact-finding questions. For example: “So, John, what are your plans after graduation?”
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Appendix B
The phone call: Questions and responses •Lead response: I’m interested in joining the military. “John, I applaud you for the decision you made to serve our country. I’m sure you have a military branch in mind, but I’d suggest you check out other services before making your final decision. I’d like to show you what the Army can offer. Can we get together on _______ or would _______ be better for you.” “That’s great, John! Exactly what is it you want to do in the military? Did you know the Army has over 180 different jobs to choose from? Some of the jobs come with a substantial cash bonus and money for college. I would like to discuss these opportunities with you in more detail. Can we get together on _______ or would _______ be better for you.”
• Lead response: I’m looking for skill training. “John, the Army has some dynamic programs that offer guaranteed skill training and educational assistance for college. I would like to meet with you to discuss how these programs can help you reach your goals. How about meeting with me at _______ or ________? Which would be better for you?” “John, the Army is one of the most trusted and respected organizations in this country. Our skill training, education, and incentives are the best of any service, and have helped many achieve their education and career goals. I’d like an opportunity to show how the Army can help you achieve yours. Would _______ or _______ be better for you?”
• Lead response: I need money for my education. “John, the U.S. Army has a program called the GI Bill which can offer you up to $_____________ for college. This program, combined with other educational programs the Army offers, will allow you to pursue your educational goals. I would like to discuss these programs in detail with you and show how you can obtain your degree at little or no cost. May I see you at __________ or would _________ be better?” “John, the Army offers the GI Bill which will guarantee you up to $__________, plus numerous other education programs that will allow you to attend college with little or no cost to you. I would like to meet with you to discuss these programs in greater detail. Can we meet on_____________ or would ___________ be better?”
• Lead response: I want to be a leader. “John, I understand you contacted the Army’s Web site, and are interested in becoming a leader. The Army has many challenging leadership opportunities along with the training you need to become a problem-solver, teacher, B-3
USAREC Manual 3-01
Questions and responses (continued) and leader of the team. I would like to discuss this with you in more detail. Can we get together on _______ or _______? Which would be better for you?”
• Lead response: I need income and security. “John, the Army offers employment in over 180 different and exciting jobs that will provide you with the security and financial stability you’re looking for. In addition, the Army provides excellent health care benefits for you and your family. I’d like to sit down with you and show how the Army can benefit you and your family. Would _______ or _______ be better for you?” “John, the Army is definitely an option you should consider. It has a competitive starting salary, full benefit package, educational and cash incentives, and unmatched skill training. I would like to show you how the Army can help you achieve your career goals. Would _______ or _______ be better for you?”
• Lead response: I want to do something exciting and different. “John, the Army is an adventure in itself and offers a wide range of exciting jobs plus the opportunity for worldwide travel. I’d like to visit with you and discuss the many adventurous opportunities available. Would _______ or _______ be better for an appointment?” “John, did you know the Army is a diverse organization that offers worldwide traveling opportunities? The Army has bases in many countries and gives you the opportunity to experience their cultures and languages first hand. I would like to discuss these opportunities with you in more detail and show you how they may be your passport to the world. Would _______ or _______ be better for you?”
B-7. Now that you’ve contacted the lead, established rapport, and discovered their area of interest, it’s time to ask for the appointment. Remember, this person was not expecting your call and may hesitate to agree to an appointment, so it’s good to use the two-choice close. Offer a choice of date, time, and location to give them some say in the decision. “John, I’d like to show how the Army can help you achieve your career goals. Could we get together Tuesday at 4:30, or would Wednesday at 3:30 be better for you?” When the person chooses a date, let them also determine the location by asking, “John, would you like to meet at your house, or would the recruiting center be better?” B-8. Obstacles can appear at any time during a telephone conversation, but are most likely to come up when you ask for the appointment. People are normally reluctant to agree on anything during a short telephone conversation. They may B-4
Appendix B create obstacles to simply slow down the process or get more information. In either case once you understand their real objection, make sure you answer it clearly and as briefly as possible. Check to see if the obstacle is a smokescreen — use the techniques discussed in chapter 11, Army Interview. Never argue with or attack anyone you’ve called or their family members, regardless of the topic. Anger and sarcasm, even if justified, can give you and the Army a bad name. Even if you win the argument, you will lose the appointment and any referrals you might have obtained. B-9. Use the telephone to contact leads, create interest, and get an appointment. You cannot enlist anyone on the telephone, so keep the conversation brief. Don’t try to convince someone who has made it quite clear they are not interested. Politely thank them for their time, ask for a referral, and try to establish a follow-up date. Make sure you end all your calls on a positive note. If the prospect should change their mind —as they often do —they will feel more comfortable speaking with you. The following are examples of obstacles and how to overcome them. • Obstacle: Call me later. “John, I understand you’re busy right now and can appreciate your full schedule. Rather than me calling you back, let’s schedule a time to meet. Would ______ or _______ be better?” “John, I would be glad to call you back at a later time. Should I call back at _______ or would ________ be better?” • Obstacle: Mail me the information. “John, I would be happy to send you information. However, the Army offers such a variety of opportunities, it would be impossible for me to personalize the information. Besides, John, you will certainly have questions that I could answer much better in person. Can we get together on _____ or would _____ be more convenient for you?” • Obstacle: Family or friends had a bad military experience. “John, I think you will agree that all people will experience some difficulties in life. Difficulties come whether you’re in the Army or a member of the civilian workforce. What some people perceive as a bad experience, others perceive as a challenge or an opportunity. There are a lot of successful people in business today who got their start in the Army. It’s okay to listen to your family and friends, but we’re talking about your future John, not theirs. Don’t make a decision based on someone else’s good or bad experiences. Make your own informed decision. When can we sit down and discuss what the Army can do for you. Would _______ be good or would ______ be better?” • Obstacle: You’re wasting your time. “John, what makes you think talking with you about your future would be a waste of my time?” (Response) “I realize the Army is not for everyone, but you should be aware of Army opportunities before you discount the Army as an option. Besides, helping someone plan for their future is never a waste of my time. Can we meet B-5
USAREC Manual 3-01 on _____ or would ______ be better?” • Obstacle: I already have a good job. “John, it sounds like you have a great job; but have you given any thought to long-term opportunities? Do you have job security, with unlimited advancement and educational assistance? You know, today’s job market is extremely competitive and volatile. Without specialized training or education the chances of finding and keeping a good paying job are not in your favor. I would like to discuss with you how the Army can provide the training, experience, and educational assistance that will help you compete in today’s work environment. Can we get together on _________ or would ______ be better?” • Obstacle: I’m not interested. “John, you must have a good reason for saying you’re not interested; would you mind telling me what it is?” (Response) “John, that’s exactly why I’m calling you today. Most people are unaware of Army opportunities and feel the Army has nothing to offer them. I’ll bet you can’t think of another organization that will provide you with state of the art skill training and unmatched education assistance. If after meeting with me, you’re still not interested, at least you’ll be making an informed decision. We can meet on ______ or would ____ be better for you?” •
Obstacle: I’m going to college. “John, that’s great. What are you going to major in?” (Response) “Have you decided on a college or university yet?” (Response) “I’m sure you’re aware of the rising cost of a college education, even in state schools. Have you thought about how you’re going to pay for your education? John, I’m glad I called. The Army has educational assistance programs that can virtually pay for your college education. That means no student loans to pay back after you graduate. That may not seem important now, but it will when you start paying it back. In fact I will show you how you can attend college while you’re in the Army and receive college credits for your military training and experience. When can we get together to further discuss these and other programs? Would _____________ or ____________ be better for you?”
• Obstacle: Anti-military. “John, I can understand your feelings toward the Army and military service. What is it exactly that makes you feel the way you do?” (Response) “Well, John, I understand how you feel. I’ve talked with other people who’ve felt the very same way, but after explaining to them how the Army has changed, particularly in the area of educational assistance and guaranteed training, they came away with a different point of view. John, I would like to meet with you and explain how these programs can help you achieve your career goals. I can meet with you on _______ or would _______ be better?” B-6
Appendix B
• Obstacle: Interested in another service. “John, I’m happy to hear you’re interested in military service. The branch you’re considering is a good one, but you should look into all the branches before making your final decision. As you know all services are not alike, and that includes what they can offer you in the form of training, incentives, and education programs. It would be to your advantage to choose the service that can benefit you the most. The Army, for instance, offers guaranteed skill training, shorter enlistment periods, and an unmatched education assistance program. I believe the Army can help you reach your career and education goals. I would like to meet with you to discuss these programs in greater detail. Would _______ be good or would _______ be better?”
• Obstacle: Too much discipline. “John, what is it about discipline that concerns you the most?” (Response) “It’s true the Army maintains a high degree of discipline, but the nature of its mission makes it necessary to maintain order and control. Really, the Army isn’t any different than an employer who has rules their employees must follow. The experience you get working in a disciplined environment such as the Army, will make you more marketable when seeking employment. But John, there’s more to the Army than discipline. The Army also offers guaranteed skill training, shorter enlistment periods, and unmatched education assistance programs. I would like to meet with you to discuss how these programs can help you achieve your career goals. Can we meet on _________ or would __________ be better for you?”
• Obstacle: I’m too busy. “John, I understand your time is valuable, but I believe planning for your future will be time well spent. I know you’re very busy this time of year, but now is the time to look at all your options and decide on a career plan. I would like to visit with you to discuss your plans and show how the Army can help you achieve your goals. I have some time available on ______ or would _____ be better?”
• Obstacle: I don’t believe in war. “John, I can understand how you feel. I don’t think anyone in this Nation believes in war. However, the events of September 11, 2001, made it necessary for our leaders to wage war against terrorism and the countries that support it. Soldiers don’t want to go to war, but it’s our job to protect the United States and guard the freedoms we all enjoy. John, I’m not calling to change the way you feel about war, I’m only calling to make you aware of the many opportunities offered by the Army and how they can help you achieve your career goals. I would like to show you what the Army has to offer. I can see you on _________ or would _________ be better?” B-7
USAREC Manual 3-01
• Obstacle: Prospect is not home, and a parent answers the phone. “Ma’am, I’m SGT Ring, John’s Army representative. The reason I’m calling is to discuss the many opportunities available to John in today’s Army. Ma’am, do you happen to know what John’s planning to do after graduation?” (Response) “Ma’am, that’s exactly why I’m calling. The Army offers guaranteed state-of-the-art skill training that will help him get a good job and education programs that can pay for his college education. I think it would be worth John’s time to hear what the Army has to offer, wouldn’t you agree? Ma’am when would be a good time to catch John at home?”
• Obstacle: No answer—the call goes to voice-mail or an answering machine. “Hi, my name is SGT Ring, your local Army representative. I’m calling for John to discuss the many opportunities, such as skill training and education assistance, the Army can offer him. I can be reached on my cell phone at [phone number]. I’m looking forward to meeting with you.”
PREQUALIFYING PROSPECTS B-10. Once a lead has agreed to an appointment, you must determine if they are mentally, medically, and morally qualified. Use care when asking qualifying questions. If you ask them too soon, it could destroy the rapport you’ve established. Asking personal questions of someone you don’t know can be somewhat intimidating. On the other hand, making an appointment with a person who can’t qualify to enlist can waste valuable time and even embarrass the prospect. You must decide how far to go with prequalification when scheduling appointments. For instance, if you’re driving a long distance to conduct the appointment, it may be necessary to do a more thorough prequalification than you would if the applicant lived close by. B-11. Usually a good time to introduce the question is when the prospect has agreed to an appointment. “So, John, when would you like to meet—Tuesday at 3:30 or Wednesday at 5:00?” (Response) “Great, John— Wednesday at 5:00 it is. Would you like to meet at your house or at the recruiting center?” (Response) “Okay— Wednesday, 5 o’clock at the recruiting center…got it. John, before we hang up, could I ask you just one more question?” (Response) “John, to the best of your knowledge, do you have any medical condition or law violation that you think might disqualify you for military service?” If you ask the question without hesitation right after you verify the appointment, it will be more natural and less intimidating for both you and the prospect. B-12. As you gain more experience, you’ll find ways to ask questions that are less intimidating. For example, you can ask, “John is there anything you can think of that would prevent you from joining the Army?” This is obviously better than, “John, what law violations do you have?” or “Do you have any serious medical conditions?” Remember, your question could reveal an embarrassing police record or medical condition. If the record or condition is a disqualification, you must tactfully tell the prospect they are not eligible to enlist. End the converB-8
Appendix B sation by asking for a referral. “John, I’m sorry to disappoint you, but the fact that you have epilepsy disqualifies you for military service. Do you know anyone who might be interested in Army opportunities?” Always keep in mind that people know people, and referrals are your best lead source. INTERVIEW TECHNIQUES B-13. All prospecting and lead generation efforts are directed toward the Army interview. Telling the Army story and mapping out career plans through the use of developmental counseling is what recruiting is all about. There is an art and a science to the Army interview. The science is devising a plan that will help a person achieve their goals and passions. The art is telling a convincing Army story, knowing when and how to use the trial close, overcoming obstacles, and knowing when and how to ask for the commitment. TRIAL CLOSE B-14. A trial close is not a close that didn’t work. It’s nothing more than a temperature check; asking for an opinion or feeling about the Army or a specific program, then analyzing the reaction. In the trial close, “John, are you ready to be Army strong?” The ET is simply checking to see how the person will answer. If they answer yes, they’re ready to join the Army. If they answer no, it means they have not committed yet and need more information. A trial close is about asking questions that will help you determine the right time to ask the person to join the Army. B-15. Trial closes perform some very important functions. They prepare the prospect to make a decision and the positive feedback builds your confidence to ask them to join the Army. Take full advantage of every opportunity to ask questions that assuredly will get a positive response. It makes good recruiting sense to do trial closes throughout the interview to determine the prospect’s interest level. Asking the prospect for any kind of agreement is a type of trial close (temperature check). Here are some examples— • “John, do you think the Army can help you meet your financial obligations?” • “John, can you see yourself wearing an Army uniform?” • “John, do you feel that being paid to learn a skill is a benefit to you?” • “John, do you think the Army’s education programs can help you get your degree?”
OVERCOME OBSTACLES (INTERVIEW) B-16. Obstacles are a good thing. When a prospect raises an objection, you know he or she has been listening and cares about what you’re saying. It’s also a sign you’re getting close to the reason the prospect agreed to the appointment in the first place. Obstacles can be the result of what a prospect might have heard from friends, family, influencers, and the media. They can also stem from the prospect’s personal, religious, or political beliefs. B-17. Most prospects want what the Army has to offer, but may be wary of the commitment, the Army lifestyle, or both. If you treat all obstacles as requests B-9
USAREC Manual 3-01 for information, you will be able to act more as a coach and mentor through the interview process. After all, who can better answer their questions than you? Welcome the objections—they are a sure sign that your prospect is seriously considering the Army. Your skill in overcoming obstacles will determine your success as an ET. B-18. In those rare cases where you don’t encounter any obstacles, either the prospect has already decided to join or isn’t seriously considering it at all. If the prospect doesn’t present any obstacles, don’t try to create them. “John, don’t you have any questions about the physical and emotional demands of basic training?” Such a question only brings up something that may not have been the prospect’s concern. Now it could become the reason they decide not to join. Avoid creating obstacles at all costs. B-19. The following example shows step-by-step how to identify and overcome obstacles. The scenario is an interview with a married man who has just learned he’ll have to be separated from his wife for a few months while he’s at training.
Handling obstacles in the interview • Step one. Obviously you. Prospect: “It all sounds good, but I can’t be gone that long.” ET: “Obviously, John, you have a good reason for saying that. Do you mind if I ask what it is?” • Step two. Repeat the obstacle as a question. Prospect: “I don’t want to be separated from my wife during training.” ET: “You don’t want to be separated from your wife during training?” Note: By restating the obstacle you are gaining time to think of an appropriate response. • Step three. Check for smokescreen. ET: “Well, John, if you didn’t have to be separated from your wife while you’re at training, would you join the Army?” If the prospect answers yes, proceed to step four. If the answer is no, go back to step one to find the real objection. • Step four. Show emotion. ET: “I understand how you feel, John. Many people in your situation have felt the same way. What we have found is the time away from your family is a small price to pay for the investment you are about to make for your future and theirs.” • Step five. Use logic. ET: “John, suppose you were offered a civilian job that guaranteed skill training in the field of your choice, a cash bonus, education assistance, including free medical, dental, and life insurance, but separated you from your wife for a few months. Wouldn’t you take it?” (Response) “Sure you would, but John, the only organization I know that can make you that kind of offer is the Army.”
B-10
Appendix B
CLOSING TECHNIQUES B-20. No matter how good your interview, the prospect will not agree to join the Army until you ask. Closing is critical to the Army interview because it’s where the commitment is asked for and hopefully obtained. The effective use of trial closes and reading of body language are keys to successful closing. You may have a favorite, but there is no one best closing technique. Whichever technique you use to obtain a commitment is the best one at that particular time. B-21. The close formalizes the decision the prospect has been considering throughout the interview. The close simply summarizes the prospect’s career goals and passions, and shows how an Army enlistment can fulfill them. Don’t try to disguise the close using vague statements such as, “Well, John, the next thing to do is see what jobs are available at the MEPS.” or “When do you want to take a trip to the MEPS for your physical?” Don’t evade the issue. You must actually say the words that leave no doubt in the prospect’s mind. “So, John, taking into consideration all that we’ve discussed, when do you want to process for enlistment? Would Wednesday or Friday be better for you?”
CLOSES B-22. The following are some closes you can use. • Single-question close. John, are you ready to join the Army? It could be the best decision you’ve ever made. Use caution with single-question closes. You are forcing the prospect to make a decision, and the answer may be no. Use this close only if you are absolutely sure the prospect will say yes.
• Two-choice close. John, which day would you prefer, Wednesday or Thursday, to take your physical and enlist? This close gives the prospect a sense of control, because you are allowing them to choose the day. If the first two days are rejected, try two more. If the applicant still won’t commit, determine what the objection is and try again.
• Minor point close. John, would you rather go to basic training in September or October? The minor point close is used when you don’t want the prospect to feel they are being forced to make a decision. This type of close gets the prospect to agree on a minor point that presumes they have already made the decision to join the Army. When they pick a month, they in fact have decided to join the Army. • Contingent close. John, I realize this is an important decision in your life and you would like to discuss it with your parents. I would like to be there with you to answer any questions they might have. Suppose they agree that this is a good idea. Will you be ready to take your physiB-11
USAREC Manual 3-01 cal amd enlist this week? This makes their decision to enlist contingent on something else happening. In this case, the contingency is getting their parents’ approval.
• Conditional close (facts, evidence, benefit, agreement). As you can see, John, the Army can provide you with the skill training and education assistance that you want. The benefit to you is that you will have the training to get a good paying job and finish your degree in computer science. That is what you wanted, isn’t it? John, if I can guarantee you all of the things we’ve just talked about here today, will you join the Army?” This close simply says, I can do what you want. Will you do what I want?
• Third-person close. This close requires the assistance of another team member, but is very effective. With a prearranged signal, hand-off the interview to another team member. Briefly explain the prospect’s career plans and the programs you have outlined, asking your partner for their views. Your partner goes right on with the interview, often repeating the same points you made. Because the other is a disinterested third party, this lends support to what you said, verifying the information in the prospect’s mind.
• Challenge close. John, I really don’t know if you’re ready for the kind of challenge basic training will give you. This close challenges the prospect’s ego by telling them they probably couldn’t make it through BT or jump school anyway. The danger here is they may agree with you. This close should not be used with someone who has voiced a concern about BT.
• Service to country close. This close works on a prospect’s sense of obligation or pride. John, there are other reasons for joining the Army besides the training and education. By serving in the Army you will be protecting America’s freedoms at home and abroad, securing our homeland, and defending democracy worldwide. Your decision to join the Army will put you in the elite company of those brave men and women who’ve served to protect the freedoms that you, your family, and friends enjoy. John, are you ready to be Army strong?
• Already enlisted close. This is a frog-in-the-pot kind of close. At some point during the interview, based on positive responses to your trial closes, start using phrases that presume the prospect has already decided to enlist. John, when you get to the MEPS, the first thing you’ll do is check in with the Army guidance counselor or John, if you like to play sports, you’re gonna love basic training! B-12
Appendix B
• Ben Franklin close. This is an excellent technique for a follow-up interview when the prospect needs time to make a decision. Give the prospect a piece of paper. Have them draw a vertical line down the center and write, “Reasons to join today” on the right side and “Ideas opposed” on the left. Have the prospect list all the “Ideas opposed” first. Most prospects can only come up with two or three. These are their objections, remember them. Have the prospect list all the “Reasons to join today” they can think of. Add to that all the remaining benefits of an enlistment you can think of. The reasons to join will always outnumber the reasons opposed. Tell them to take the sheet, along with the ARCA worksheet, home to consider and share the information with their parents or spouse. Set a time to get back with them to discuss their conclusions. Maintain a high level of rapport with them throughout the process. When they leave, immediately write down their objections and develop a plan to overcome them.
• Scarcity principal close. This close adds value to your product and moves prospects through the processing cycle. John, this is absolutely the best time of year for a senior to select a job. Why don’t we schedule you for your physical so you can select your job before all the other seniors in the Nation do? or John, the career field you’re looking for isn’t always open. I think there are a few slots left. Why don’t we schedule you for your physical on Thursday or Friday?
• Contrast principle close. Discuss a 4-year enlistment first, then move on to the 2-year enlistment. Use this close to help make the prospect’s decision to enlist easier. This contrast adds value to the 2-year enlistment and the cost in time is more reasonable to the prospect.
• Complete the application close. After you have completed the interview (without asking the person to join), begin filling out the application. John, there are a few forms that we need to fill out before I can schedule you to take your physical and enlist in the Army. This can be effective if you were receiving positive responses during the interview.
• Doorknob close. If you’ve tried everything you can think of to get a commitment and are about to leave, try the doorknob close. Just before you leave, when the pressure is off, say, John, before I go could you just answer one question? What’s the real reason you decided against joining the Army today? This close gives you one more shot at the prospect and may surface an unspoken obstacle you can overcome. B-13
Glossary Section I. Abbreviations ACC
assistant center commander
ACE
Army Career Explorer
ACS
assistant chief of staff
AD ADOS-RC AFQT AGR
active duty active duty for operational support-reserve component Armed Forces Qualification Test Active Guard Reserve
AO
area of operations
AR
Army Reserve or Army Regulation
ARC
Army Recruiter Course
ARCA
Army Recruiting Compensation Advantage
ARISS
Army Recruiting Information Support System
ARNG
Army National Guard
ASB ASVAB
Accessions Support Brigade Armed Services Vocational Aptitude Battery
ATP
Advanced Training Program
BCT
basic combat training
CAST CG
Computerized Adaptive Screening Test commanding general
COA
course of action
COE
US Army Corps of Engineers
COI ConAP DEP
center of influence Concurrent Admissions Program Delayed Entry Program Glossary-1
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DIME DTP ERM EST ET FAZR
demographic, income, military service, education (report) Delayed Training Program electronic records management Enlistment Screening Test engagement team Force Aligment ZIP Code Registration
FEC
forward engagement center
FSL
Future Soldier leader
FSR2S FSTP GAMAT G2 HQ USAREC HRAP IADT
Future Soldier Remote Reservation System Future Soldier Training Program Graphical Accessions Mapping Analysis Tool Assistant Chief of Staff, G2--Market Intelligence and Mission Analysis Headquarters, U.S. Army Recruiting Command Hometown Recruiter Assistanc Program initial active duty for training
IET
initial entry training
IMT
initial military training
IPR
inprocess review
LZ MEPS
Leader Zone military entrance processing station
MET
mobile examining team
RMZ
Report Management Zone
ROP
recruiting operation plan
RPI
recruiting publicity item
RRS
Recruiting and Retention School
RST
recruiting support team
SRP
school recruiting program
Glossary-2
Glossary
SWOT
strengths, weaknesses, opportunities, and threats
SY
school year
SZ
School Zone
TAIR USAREC VIP
Total Army Involvement in Recruiting U.S. Army Recruiting Command very important person
Section II. Terms Advanced Training Program Part of the Recruiter Development Program. The ATP begins upon completion of phase III; evaluates the new recruiter’s skills and provides refresher training where necessary. applicant A prospect who has agreed to process for enlistment or commissioning. area canvassing An activity in a public area within the recruiting area of operations which involves posting of the area and seeking new leads, COIs, and VIPs. Armed Services Vocational Aptitude Battery A battery of subtests designed under Department of Defense sponsorship, to measure potential for training in general occupational and aptitudinal qualification for enlistment. The battery is structured in production and student (school) forms. The production forms are administered by military entrance processing stations and mobile examining team sites for selection and classification purposes. The student form is provided at no cost to high schools and postsecondary institutions by the Department of Defense. It may be used as an enlistment qualifying battery and also provide leads on potential applicants for recruiters. It may be used as a career exploration tool by students and their counselors. Army interview A formal meeting between an Army recruiter and a prospect for the purpose of telling the Army story and counseling the prospect on the benefits of an Army enlistment or commission. assistant center commander The operations noncommissioned officer for a recruiting center. The assistant center commander directly supervises operation planning, daily work activities, and training; supervises and directs the recruiting support team; commands the center during the absence of the center commander. battle rhythm A deliberate daily cycle of command, staff, and unit activities intended to synchronize current and future operations. Glossary-3
USAREC Manual 3-01 blueprinting Any action to obtain specific information about leads, COIs, VIPs, or other persons. center commander A noncommissioned officer, typically a sergeant first class, who leads a recruiting center. The center commander is responsible for recruiting operations, training, and the welfare of the Soldiers and civilian employees assigned to the center; directly supervises the assistant center commander, the Future Soldier leader, and the engagement team. Computerized Adaptive Screening Test A computerized test that predicts an applicant’s performance on the Armed Forces Qualification Test. Delayed Entry Program An RA enlistment program which allows an applicant to delay their entry onto AD for a period of time. This program is subject to controls, as determined by the Commanding General, USAREC. Delayed Training Program The time from AR enlistment to departure for IADT to an MOS-producing school. DEP-out The final processing conducted to access a Future Soldier to IADT. electronic records management Efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. engagement team A team of two or more Soldiers who engage with the public. Members of the ET conduct Army interviews and execute the SRP. face-to-face prospecting A prospecting activity where the recruiter goes to the known location of a lead with the intent to communicate in person and schedule an Army interview. follow-up Any action taken to reinforce an initial action. Typical follow-up can include: Contacting a COI to obtain a lead, contacting a prospect met at a school event to arrange an interview, or contacting a prospect already interviewed who wanted some time to think before making a decision. forward engagement center The physical location and facility that supports the operations of the forward engagement team. Intended for administrative support only, not for direct engagement with the public. Where possible, FECs are placed in existing Government facilities, to include reserve centers and/or National Guard armories. forward engagement team A subset of a recruiting center’s engagement team; comprises two or more ETs. FET members are assigned to a recruiting center with duty at another location to conduct forward operations. Members act as liaison between applicants and the RST. Glossary-4
Glossary Future Soldier A person who has enlisted into the DEP, DTP, or delayed status and has not shipped to the training base. Future Soldier leader A noncommissioned officer and cadre recruiter who supervises, trains, and mentors the Future Soldier pool in a recruiting center. Future Soldier Remote Reservation System The application that recruiters use to start the processing of an applicant outside the MEPS. The recruiter, using the RWS, can work with an applicant in the applicant’s home with the parents or spouse present. The recruiter temporarily reserves a training seat for the MOS of the applicant’s choosing. The applicant must then travel to the MEPS to fully qualify for enlistment, take the oath of enlistment, and thus make the reservation permanent. Future Soldier Training Program The program of training that prepares new recruits for Army life and sustains their commitment to the Army until they depart for the training base. Training begins with enlistment into the DEP or DTP. Future Soldier Training System An online system for the delivery of training for Future Soldiers. The training cycle and training tasks appear on USAREC Form 1137, section III. Graphical Accessions Mapping Analysis Tool A Web-based data-mapping tool that visually displays data on specially designed maps based on recruiting unit boundaries. The data displayed includes (but is not limited to) leads, enlistments, schools, and market share data. hot seat The final screening interview conducted by a designated leader prior to sending the applicant to complete the processing for enlistment or commissioning. lead A name with an address, telephone number, or e-mail address and for whom no appointment has been made for an Army interview; a name with contact information that a recruiter can use in prospecting operations. Leader Zone A single login access through the USAREC Enterprise Portal, where recruiting leaders manage leads and monitor applicant processing. market share Unit accomplishments in ZIP Codes measured against the total percentage or proportion of the available recruiting area, or market by categories. MET site A location outside the MEPS used for the administration of the ASVAB. It may be staffed by either military or Federal civilian employees. military entrance processing station The joint service facility which conducts final physical examinations and final aptitude tests of all selective service registrants and service applicants, effects induction or enlistment processing, and ships such accessions to appropriate reception battalions or duty stations. Glossary-5
USAREC Manual 3-01 mobile examining team One or more persons who administer the Armed Services Vocational Aptitude Battery at locations away from the parent military entrance processing station. phase line The end of a phase or process used to control and coordinate operations. Pinnacle Recruiting model based on the division of labor, specialization of skills, and teamwork that optimizes recruiter time for engaging the public and less time on administrative support functions. processing An activity that assesses an applicant’s qualifications and matches a qualified applicant with the needs of the Army. Processing begins when the prospect agrees to process for enlistment or commissioning. prospect A person who has agreed to meet with an Army recruiter, or a person who has been interviewed but who has not committed to process for enlistment. prospecting An activity to contact leads and engage them in conversation with the intent to schedule an Army interview. quality assurance Any activity that seeks to ensure that an applicant or Future Soldier is ready to proceed to the next stage of processing for enlistment or commissioning. quality control Any activity that ensures an applicant or Future Soldier’s record is complete and accurate. Recruiter Zone A single login access through the USAAC Enterprise Portal where recruiting personnel view, contact and manage all applicant records. RZ calendar The recruiter’s digital planning tool built into the RZ; also referred to as the electronic planning guide or “e-planner.” recruiting center A recruiting facility comprised of Soldier teams trained and equipped to handle specific recruiting tasks. recruiting operation plan A leader’s plan for conducting recruiting operations. recruiting station A permanent location, within a facility, authorized by the tables of distribution and allowances which is manned on a full-time basis by no more than three recruiters for the purpose of conducting recruiting operations in outlying areas. It may be either leased or rent-free space. recruiting support team The planning, prospecting, and processing arm of a recruiting center. As many as six Soldiers comprise the team. Glossary-6
Glossary referral A lead furnished to a recruiter by a prospect, applicant, Future Soldier, COI, VIP or other person with the intent that a recruiter will contact the lead to schedule an initial interview or follow-up for processing. Report Management Zone A single login access through the USAAC Enterprise Portal that enables the user to access multiple data sources within the ARISS architecture through the Hyperion™ query, analysis and reporting tool. school recruiting program A program designed to assist recruiters in evaluating school markets and directing their recruiting efforts toward specific tasks and goals in order to obtain the maximum number of quality enlistments possible. School Zone A single login access through the USAAC Enterprise Portal where recruiting personnel view and manage all activities relating to the SRP. sensor USAREC Soldiers who by observing their area of operations collect information and provide it to the commander as part of recruiting intelligence gathering. This activity conforms with the intent of the Army’s “Every Soldier a Sensor” (ES2) program. social media Web-based applications that promote the creation and exchange of user-generated content. Prominent examples include Facebook, YouTube, Twitter, Flickr, and MySpace. student ASVAB The ASVAB when administered in a school. The results may be used for enlistment. SWOT A strategic planning analysis method used to evaluate the strengths, weaknesses, opportunities, and threats involved in a project or operations. virtual prospecting An activity where the recruiter contacts leads and engages them through email, internet and social media sites, with the intent to schedule an Army interview.
Glossary-7
USAREC Manual 3-01 References Section I Required Publications These documents must be available to intended users of this publication. USAREC Reg 601-107 Operational Management Systems. 27 November 2006. USAREC Manual 3-0 Recruiting Operations. 24 September 2009. Section II Related Publication These sources contain relevant supplemental information.
AR 601-210 Army and Army Reserve Enlistment Program. 8 February 2011. FM 2-0 Intelligence. 23 March 2010. FM 2-01.3 Intelligence Preparation of the Battlefield/Battlespace (incl C1 and C2). 15 October 2009. FM 3-0 Operations. 27 February 2008. FM 5-0 The Operations Process. 26 March 2010. FM 6-0 Mission Command: Command and Control of Army Forces. 11 August 2003. FM 6-22 Army Leadership. 12 October 2006. USAREC Reg 350-1 Training and Leader Development. 6 January 2011.
Glossary-8
USAREC Manual 3-01
For the Commander:
HEATHER L. GARRETT Colonel, GS Chief of Staff Official:
JOSEPH P. BONANO Assistant Chief of Staff, G6
DISTRIBUTION: This manual is available in electronic media only and is intended for command distribution level A.

USAREC Regulation 601-96
Personnel Procurement
Enlistment, Accessions, and Processing Procedures
Headquarters United States Army Recruiting Command 1307 3rd Avenue Fort Knox, Kentucky 40121-2725 1 September 2012
UNCLASSIFIED
SUMMARY of CHANGE USAREC Reg 601-96 Enlistment, Accessions, and Processing Procedures This revision, dated 1 September 2012-o Changes term FSTP to DEP/DTP throughout the regulation. o Changes requirements of the prerequisites for selection as Guidance Counselors and Operations Noncommissioned Officers. o Changes responsibilities for the managing, selection, screening, and assignment of NCOs to GC/OPS NCO positions.
o Adds requirement for Guidance Counselors to forward enlistment documents to Commander HRC for members of the Army IRR that return to active duty- Appendix H. o Adds requirement for the completion and approval of USAREC OP 4 (DA Form 4187) for AR members assigned to a Troop Program Unit (TPU) that process for RA enlistment- Appendix H. o Changes policies and procedures for security screening (tech check and NACLC)- Appendix J and K. o Changes procedures for applicants who enlisted into the RA Delayed Status (PS and DOS) who fail to enter the RA on their scheduled active duty date- Appendix M. o Adds requirement for USARC Form 62R for all AR renegotiations- Appendix Q. o Adds AR Hometown Shipping Program- Appendix Q. o Adds Foreign Language Recruiting Initiative (FLRI)- Appendix W. o Adds Waiver procedures to Appendix X.
o This regulation supersedes USAREC Reg 601-56 (Waiver, Future Soldier Program Separation, and Void Enlistment Processing Procedures).
*USAREC Regulation 601-96
Headquarters United States Army Recruiting Command 1307 3rd Avenue Fort Knox, Kentucky 40121-2725 1 September 2012
Effective 1 September 2012
Personnel Procurement
Enlistment, Accessions, and Processing Procedures
DAVID L. MANN Major General, US Army Commanding History. This publication is a major revision. Summary. This regulation establishes the policies and procedures for processing applicants for enlistment into the U.S. Army. Applicability. This regulation applies to all military and civilian personnel assigned, attached, or detailed to the U.S. Army Recruiting Command. Portions of this regula-
tion that prescribe specific conduct are punitive. Violations of these provisions may subject Soldiers to disciplinary action under the Uniform Code of Military Justice and civilian employees to disciplinary or adverse action under Federal law and regulations. Proponent and exception authority. The proponent of this regulation is the Assistant Chief of Staff, G3. The proponent has the authority to approve exceptions to this regulation that are consistent with controlling law and regulation. Proponents may delegate the approval authority, in writing, to the deputy G3 within the proponent agency in the grade of GS-14.
but does not identify key management controls that must be evaluated. Supplementation. Supplementation of this regulation is prohibited. Suggested improvements. Users are invited to send comments and suggested improvements on DA Form 2028 (Recommended Changes to Publications and Blank Forms) directly to HQ USAREC, ATTN: RCRO-EEP, 1307 3rd Avenue, Fort Knox, KY 40121-2725. Distribution. This publication is available in electronic media only and is intended for command distribution levels A and Y.
Army management control process. This regulation contains management control provisions in accordance with AR 11-2,
*This regulation supersedes USAREC Regulation 601-96, dated 15 December 2009. *This regulation supersedes USAREC Regulation 601-56, dated 5 May 2006.
USAREC Reg 601-96 • 1 September 2012
UNCLASSIFIED
i
Contents (Listed by paragraph and page number) Purpose • 1, page 1 References • 2, page 1 Explanation of abbreviations and terms • 3, page 1 Policy • 4, page 1 Prerequisites for selection as GC and operations noncommissioned officer • 5, page 1 Responsibilities for GC shop • 6, page 1 Procedures • 7, page 4 Guidance Counselor Shop Inspection Checklist • 8, page 4 Appendixes A. References, page 11 B. Training, page 15 C. Guidance Counselor Directory, page 16 D. MEPCOM Integrated Resource System, page 17 E. Recruit Quota System Procedures and Responsibilities, page 24 F. Quality Control Procedures and Scheduling of Applicants, page 26 G. Procedures for Enlistment into the Delayed entry Program/Delayed Training Program (DEP/DTP), page 31 H. Prior Service and Days of Service Processing Procedures (Regular Army), page 41 I. Report of Additional Information, page 47 J. Suitability Procedures (Technical Check and National Agency Check and Local Check), page 50 K. Security Interview, page 60 L. Change in Active Duty Date and DEP/DTP Renegotiation, page 64 M. Active Component, Delayed Status, and Reserve Component Separations, page 66 N. Before Ship Quality Control Record Checks, page 83 O. DEP-Out Procedures, page 84 P. Reports and Records, page 88 Q. Army Reserve Specific Processing, page 92 R. Regular Army Options and Incentives, page 101 S. Recruit Quota System Reservations for Army Reserve Army Medical Department Officers, page 105 T. Electronic Records Management, page 106 U. Future Soldier Remote Reservation System, page 107 V. Overseas Processing Procedures, page 109 ii
USAREC Reg 601-96 • 1 September 2012
W. Foreign Language Recruiting Initiative (FLRI), page 111 X. Waiver Procedures, page 112
Table List Table D-1: Instructions on how to read a MIRS USMEPCOM PCN 680-3ADP, page 18 Table D-2: MIRS USMEPCOM PCN 680-3 ADP, page 19 Table H-1: Army Reception Battalion List, page 43 Table M-1: Basis for Separation and required documentation, page 73 Table M-2: Authorities for approval and/or disapproval of DEP/DTP, page 75 Table M-3: Separation Authority, page 76 Table M-4: Separation Order Formats, page 77 Table O-1: USAREC liaisons, page 87 Table R-1: ESL training, page 102 Table X-1: Waiver routing procedures, page 115 Figure List Figure 1: Sample of a completed USAREC Form 1305, page 5 Figure G-1: Sample of a completed USAREC Form 1241, page 37 Figure G-2: Sample of a completed USAREC Form 1242, page 38 Figure G-3: Sample of a completed USAREC Form 1292, page 40 Figure H-1: Sample of a completed DD Form 368, page 44 Figure H-2: Sample of completed USAREC Form 4187, page 46 Figure I-1: USMEPCOM Form 601-23-E, page 49 Figure J-1: Sample of a completed USAREC Form 1227, page 57 Figure J-2: Sample of a completed USAREC Form 1054, page 59 Figure M-1: Sample of a completed USAREC Form 863, page 78 Figure M-2: Sample of a completed USAREC Form 986, page 79 Figure M-3: How to prepare Format 500 Orders, page 80 Figure M-5: How to prepare Format 505 Orders, page 81 Figure M-5: Sample Preaccession Drug Test Results Appropriate Letterhead, page 82 Figure X-1: Sample of a completed USAREC Form 669, page 119 Figure X-2: Sample of a completed USAREC Form 670, page 120 Figure X-3: Sample of a completed USAREC Form 671, page 122 Figure X-4: Sample memorandum for statement concerning family hardship, page 123 Figure X-5: Sample memorandum for statement of understanding concerning joint domicile assignment and family care plan, page 124 Glossary
USAREC Reg 601-96 • X June 2012
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1. Purpose a. This regulation establishes policies, responsibilities, and procedures for processing applicants for enlistment in the U.S. Army and quality control (QC) of enlistment records. b. This regulation also establishes responsibilities and procedures for station commanders (SCs) and recruiters using the Future Soldier Remote Reservation System (FSR2S). c. This regulation contains instructions for processing Regular Army (RA) and Army Reserve (AR) waiver applications to determine eligibility for enlistment. d. This regulation will enable guidance counselors (GCs) to provide quality service to applicants processed through military entrance processing stations (MEPS). Efficient, responsive applicant processing promotes mission accomplishment and the smooth flow of information throughout the command. e. This regulation provides ready references for functions performed by GCs. f. In case of conflict between this regulation and other United States Army Recruiting Command (USAREC) regulations or directives that address GC procedures, call through channels to the G3, Enlistment Eligibility and Processing Division, Policy Branch. 2. References For required and related publications and prescribed and referenced forms see appendix A. 3. Explanation of abbreviations and terms Abbreviations and special terms used in this regulation are explained in the glossary. 4. Policy a. This regulation establishes policies for the performance of those GC duties which are mandatory elements in enlisting qualified men and women into the Army and provides procedures for the performance of other duties. b. This regulation establishes policies for GC and operations functions and procedures. c. GCs must thoroughly understand all phases of the recruiting cycle. They must be self-starters and display outstanding character traits, initiative, self-discipline, and integrity. They must be capable and persuasive communicators, not only with applicants, but also with recruiters and MEPS personnel. Under no circumstances will a relieved recruiter serve in an operations section or as a GC. d. All workflow histories within the Army Recruiting Information Support System (ARISS) and the Guidance Counselor Resource Center (GCRc) are considered for official use only and will not be released to anyone outside of USAREC. e. Access to information that is a work product within the USAREC chain of command is restricted. Under no circumstances will an applicant be provided a copy of any workflow information. If an applicant requests the name of an approval authority they will only be given the position title such as commanding general or deputy commanding general. If an applicant or parent requests further explanation they will be referred to the company or battalion commander. Applicants or parents will not be referred to higher headquarters or provided with e-mail addresses or phone numbers of Headquarters, U.S. Army Recruiting Command (HQ USAREC) personnel. They will be referred to the company or battalion commander who will explain the waiver process and disposition. 5. Prerequisites for selection as GC and operations noncommissioned officer a. Soldiers selected for assignment to guidance counselor and operations noncommissioned officer positions must meet the following criteria. (1) RA Soldiers must have served as an SC (“supervising 5 or more”) for a minimum of 24 months. AR Soldiers must have served as an SC (without regard to number of Soldiers supervised) for a period of at least 12 months. For senior guidance counselor (SGC) or Senior Operations, RA Soldiers should have served as a 1SG for a period of 24 months. (2) Must have successfully completed the Station Commander Course. (3) Must successfully complete the Guidance Counselor and Operations Course (GCOC) at the Recruiting and Retention School. b. NCOs assigned to SGC, GC, and operations NCO positions must possess the V7 additional skill identifier (ASI). 6. Responsibilities for GC shop a. All commanders will ensure compliance with this regulation. USAREC Reg 601-96 • 1 September 2012
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b. Military and civilian personnel assigned, attached, detailed, or performing recruiting duties within USAREC will familiarize themselves with the provisions of this regulation. c. HQ USAREC: (1) The Assistant Chief of Staff, G3, is responsible for the implementation and administration of this regulation and is the functional proponent of the Recruit Quota System (REQUEST). The G3 staff will assist and coordinate the development of new programs. (2) The Office of the Inspector General (IG) is responsible for evaluating the regulation’s effectiveness and monitoring adherence to its policies and provisions during IG inspections. (3) The Assistant Chief of Staff, G1, is responsible for managing the selection, screening, and assignment of NCOs to GC/Operations NCO positions. d. HQ USAREC, G6, is responsible for the supervision, coordination, and administration of REQUEST operations including: (1) Control and distribution of REQUEST terminals and access codes within USAREC. (2) Coordinating with USAREC G3 and the U.S. Army Human Resources Command (HRC) to ensure the cost effective use of REQUEST by HQ USAREC and all subordinate elements. (3) Assist MEPS GCs with terminal maintenance problems. e. Brigade commanders will: (1) Provide the necessary training, management, and command emphasis to ensure compliance with the provisions of this regulation. (2) Monitor erroneous enlistment reports (EERs). (3) Evaluate MEPS GCs procedures. (4) Recommend changes to improve this regulation. f. Battalion commanders will: (1) Ensure strict compliance to this regulation. (2) Ensure all battalion operations personnel are familiar with the provisions of this regulation. (3) Provide the necessary training, management, and command emphasis to ensure compliance with the provisions of this regulation. (4) Monitor EERs. (5) Provide logistical support, such as, supplies and blank forms. (6) Recommend changes to improve this regulation. (7) Appoint investigators for recruiting improprieties (RIs). (8) Ensure HQ USAREC, Recruiting Standards Directorate, is informed immediately of any suspected or alleged improprieties. (9) Ensure compliance with suitability procedures established by this regulation and all current USAREC messages. g. Battalion S3s will: (1) Ensure all operations personnel are completely familiar with the policies and provisions of this regulation. (2) Ensure all daily, weekly, and monthly reports are filed in accordance with this regulation. (3) Track all qualified not enlisted (QNE) data reported by the SGC and forward to the senior master trainer (SMT) for training assessment. (4) Assist the SGC in the development of a battalion standing operating procedure (SOP) for the guidance shop. (5) Be solely responsible to the battalion commander for the battalion’s suitability program. (6) Ensure SGCs provide weekly MEPS GCs training. (7) Ensure SMTs and/or master trainers augment MEPS GCs training as needed. Must be V7 to augment training as needed. (8) Monitor EERs. (9) Report all 20 point increases on the Armed Services Vocational Aptitude Battery (ASVAB) to the responsible battalion executive officer, identified during QC. (10) Provide suspected improprieties and alleged RI’s to the responsible battalion executive officer. (11) Inspect each MEPS semi-annual using the GC checklist (USAREC Form 1305). (12) Assist the battalion commander in the selection and appointment of OPS personnel to assume the additional responsibility of Security Manager within the battalion. Ensure all other OPS personnel are familiar with this position and its responsibilities. 2
USAREC Reg 601-96 • 1 September 2012
h. SGCs will: (1) Be the primary liaison with each supported battalion and MEPS. (2) Prepare an SOP for the GC shop within 60 days of assuming duty. SGCs will assess their shops in the following areas: QC procedures; Delayed Entry Program (DEP), Delayed Training Program (DTP), and days of service (DOS) enlistment procedures; suitability procedures; before ship QC and ship procedures; and DEP separation procedures. The SOP will reflect assigned duties, management of the QC program, and areas of responsibility for personnel assigned to the GC shop (for example, drug and alcohol testing (DAT), suitability manager (SM), etcetera). (3) Supervise counseling operations, continually coordinating operations of the GC section with MEPS to ensure all RA and AR applicants are processed as smoothly, courteously, and expeditiously as possible (red-carpet treatment from applicant’s arrival through departure from the MEPS). (4) Monitor DEP and DTP and coordinate as necessary with brigade or battalion operations staff to ensure accomplishment of: (a) Monthly objectives by category. (b) Brigade, battalion, and USAREC areas of emphasis. (5) Review of USMEPCOM Form 727-E (Processing List (PL)) to assist in the preparation of daily workload. (6) Monitor walk-ins, add-ons, and no-shows and report negative trends to the operations section. (7) Ensure applicants meet basic eligibility for enlistment, specific option(s), military occupational specialty (MOS), and assignment prior to enlistment. (8) Monitor the prior service (PS) verification system as outlined in AR 601-210, chapter 3, to ensure identification and elimination of PS frauds. (9) Assist the battalion commander in the selection and appointment of a GC to assume the additional responsibility of Security Manager within the MEPS. Ensure all other GCs are familiar with this position and its responsibilities. (10) Continuously monitor the SM to ensure compliance with this regulation. Ensure timely notification of the battalion staff regarding suitability problems (matches, etcetera). (11) Monitor and evaluate GCs’ QNE rates and time management to determine effectiveness of each MEPS GC and to develop training topics for improved efficiency. (12) Conduct training in accordance with appendix B. (13) Advise brigade and battalion commanders and operations staff regarding GC procedures. (14) Identify problems that could adversely affect production and initiate immediate corrective action. (15) Brief military and civilian visitors about GC operations. (16) Ensure accurate data collection and timely submission of required reports. (17) Ensure all record checks required by this regulation (initial QC check, DEP-in QC, day after QC, DEP-out (7- to 30-day) QC, ship QC, and day after ship QC) are conducted and necessary corrections made. (18) Ensure correct suitability path is submitted/accepted per appendix J. (19) Ensure the GC shop has the latest update of this regulation. (20) Process all walk-on applicants in accordance with U.S. Military Entrance Processing Command (USMEPCOM) policy. (21) Maintain responsibility for all RA and AR GCs. (22) Provide suspected RIs and alleged RIs to the responsible battalion executive officer. (23) Report all 20 point increases on the ASVAB to the responsible battalion executive officer. (24) Monitor and record all QNE rates for each GC and report to battalion S3. (25) Monitor and train on Erroneous Enlistment reports (EERs). (26) Responsible for ensuring proper documentation is submitted for meals and lodging to HQ USAREC. (27) Perform all other duties as required. i. MEPS GCs (RA, AR, or civilian) will comply with the following responsibilities: (1) QC enlistment records to ensure they are complete and accurate in accordance with appendix F. Ensure applicants meet basic eligibility requirements in accordance with AR 601-210 and other applicable Army regulations. (2) Counsel all Army applicants upon completion of testing and physical processing and recommend courses of action to them based on results of testing, individual desires, available options, and command emphasis. (3) Verify applicant data in REQUEST. Ensure each applicant meets selected option(s) prerequisites as established by the REQUEST qualification text (QUALS) file, HRC, DA Pam 611-21, and AR 601-210. (4) Counsel unqualified applicants concerning the reason(s) for disqualification, whether or not the disqualificaUSAREC Reg 601-96 • 1 September 2012
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tion is permanent, and what steps can be taken to establish eligibility. Ensure that specific prohibitions established in USAREC Reg 601-45, paragraph 2-3, are adhered to. (5) Deny enlistment to any applicant with incomplete or erroneous records until such time as all necessary corrections have been made and all paperwork is completed. (6) Advise each prospective enlistee that, after enlistment, fingerprints will be checked against Federal Bureau of Investigation (FBI) files and any concealed disqualifications concerning a civil offense record will be discovered. Concealed records may result in discharge from the DEP or DTP. (7) Advise the SGC on matters affecting the efficient processing of Army applicants during all phases of processing and make recommendations for improvement where needed. Ensure each applicant is provided a copy of the investigation that was submitted on their behalf. (8) Furnish accurate records of statistical data, as necessary, to the SGC and prepare reports as required. (9) Serve as either RA or AR GC as required. (10) Ensure that correct suitability path is submitted per appendix J. (11) Perform other duties as directed by the SGC. (12) In addition to the responsibilities outlined above, the primary AR GC will maintain liaison with AR units and activities within the battalion’s area of responsibility. (13) Process all FSR2S applicants in accordance with appendix U. (14) Review all FSR2S reservations for accuracy and qualifications before making permanent reservation and enlistment. Keep in mind that these reservations were made by recruiters with far less experience than MEPS GCs. (15) Report all 20 point increases on the ASVAB as identified during the QC process to the responsible battalion executive officer. 7. Procedures Specific procedures of this regulation are contained in appendixes B through V. 8. Guidance Counselor Shop Inspection Checklist a. Senior Guidance Counselors will present the USAREC Form 1305 to all personnel inspecting the Guidance Counselor Shop. This includes personnel performing duties during Command Inspection Program, Recruiting Standards Directorate Inspections, and Inspector General Inspections. b. Additionally, visitors to the Guidance Shop that are outside of the Chain of Command will be afforded the opportunity to make annotations in the log as a visitor.
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USAREC Reg 601-96 • 1 September 2012
Figure 1. Sample of a completed USAREC Form 1305 USAREC Reg 601-96 • 1 September 2012
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Figure 1. Sample of a completed USAREC Form 1305 (continued) 6
USAREC Reg 601-96 • 1 September 2012
Figure 1. Sample of a completed USAREC Form 1305 (continued) USAREC Reg 601-96 • 1 September 2012
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Figure 1. Sample of a completed USAREC Form 1305 (continued) 8
USAREC Reg 601-96 • 1 September 2012
Figure 1. Sample of a completed USAREC Form 1305 (continued) USAREC Reg 601-96 • 1 September 2012
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Figure 1. Sample of a completed USAREC Form 1305 (continued) 10
USAREC Reg 601-96 • 1 September 2012
Appendix A References Section I Required Publications AR 25-2 Information Assurance. (Cited in para E-4a.) AR 25-55 The Department of the Army Freedom of Information Act Program. (Cited in para E-4a.) AR 40-501 Standards of Medical Fitness. (Cited in paras L-4i, M-10a(21), M-10d(20), Q-7a(3), Q-7h(6)(a), and R-6a(5).) AR 50-5 Nuclear Surety. (Cited in para K-2c.) AR 135-7 Incentive Programs. (Cited in para Q-2e(3).) AR 135-178 Enlisted Administrative Separations. (Cited in paras M-9b, M-9b(1), M-9b(2), M-9d, and Q-7h(6)(a).) AR 140-10 Assignments, Attachments, Details, and Transfers. (Cited in paras Q-2g(3), Q-7a(1), Q-7a(5), and Q-9c(4).) AR 600-9 The Army Weight Control Program. (Cited in paras L-4i, M-10a(21), M-10d(20), and Q-7h(6)(a).) AR 600-20 Army Command Policy. (Cited in para H-4h.) AR 601-25 Delay in Reporting for and Exemption From Active Duty, Initial Active Duty Training, and Reserve Forces Duty. (Cited in para Q-10d.) AR 601-210 Active and Reserve Components Enlistment Program. (Cited in paras 6i(8), 6j(1), 6j(3), C-2c, F-2b, F-3d, F-6, G-3a, G-3d, G-4f, G-5d, G-5f, G-5g, G-6c(3), H-2a, H-2c(4), H-4b, H-4g(1), H-4h, H-4j, J-9a(3)(c), J-9a(4), J-10, N-1, N-3b, N-3b(1), N-3b(2), N-3d(2), N-3f, O-2, O-3e, O-3f, Q-2, Q-2a(3), Q-2b, Q-2c, Q-2d, Q-2e(5), Q-2f(4), Q-2g, Q-2g(2), R-1a, R-2c, R-5c(1)(a), R-5f(8), R-5g(9), R-5i(2), R-6b(2), R-6c(3), R-6c(3)(b), R-6c(8), R-6d(3), R6d(5), R-6e(2)(a), U-3a(3), and U-3a(4).) AR 614-200 Enlisted Assignments and Utilization Management. (Cited in para R-6g(1)(c).) AR 630-10 Absence Without Leave, Desertion, and Administration of Personnel Involved in Civilian Court Proceedings. (Cited in para Q-10b.) AR 635-200 Active Duty Enlisted Administrative Separations. (Cited in para M-2b.) USAREC Reg 601-96 • 1 September 2012
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DA Pam 611-21 Military Occupational Classification and Structure. (Cited in paras 6j(3), G-5f, G-5f(2), J-6h, J-6i, J-6j, K-4c, K-5, K-7, N-3d(2), Q-7a(2), Q-7a(4), Q-7a(6), and Q-9a.) DOD 1312.1-I Occupational Conversion Index (Enlisted/Officer/Civilian). (Cited in para E-5a(14).) FM 6-22 Army Leadership. (Cited in para B-4.) USAREC Manual 3-01 The Recruiter Handbook. (Cited in para U-3a(1).) USAREC Reg 600-8 U.S. Army Recruiting Command Liaison Noncommissioned Officer at U.S. Army Reception Battalion. (Cited in para E-3e(2).) USAREC Reg 601-45 Recruiting Improprieties Policies and Procedures. (Cited in paras 6j(4) and I-2a(1).) USAREC Reg 601-56 Waiver, Future Soldier Program Separation, and Void Enlistment Processing Procedures. (Cited in paras C-2c and M-9d.) USAREC Reg 601-89 Completion of the Request for Examination Form. (Cited in para C-2d.) USAREC Reg 601-95 Delayed Entry and Delayed Training Program. (Cited in paras H-4g(3) and Q-11b(2)(b).) USAREC Reg 601-101 Education Enlistment Credentials. (Cited in paras C-2a, F-3d, R-5c(1)(c), and R-6e(2)(c).) USAREC Reg 621-1 Montgomery GI Bill, Army College Fund, and Loan Repayment Program. (Cited in paras C-2b, N-3d(3), O-3c(2), and R-5e.) USAREC Pam 25-31 Dictionary of Terms and Authorized Acronyms. (Cited in para E-5a(3).) USMEPCOM Reg 40-8 Human Immunodeficiency Virus (HIV) and Department of Defense (DOD) Preaccession Drug and Alcohol Testing (DAT) Program. (Cited in para G-3b.) USMEPCOM Reg 715-4 Applicant Meals and Lodging Program. (Cited in para F-5f.) 38 USC 30 All-Volunteer Force Educational Assistance Program. (Cited in para C-2b.) Section II Related Publications AR 140-111 U.S. Army Reserve Reenlistment Program. 12
USAREC Reg 601-96 • 1 September 2012
AR 612-201 Initial Entry/Prior Service Trainee Support. Section III Prescribed Forms USAREC Form 986 Separation Request. (Prescribed in para M-11.) USAREC Form 1035 Request To Change Enlistment Option. (Prescribed in para M-11.) USAREC Form 1054 Match Log. (Prescribed in paras J-9a(2), J-9a(3)(a), J-9a(3)(b), J-9b(3), J-9d, and J-13.) USAREC Form 1202 Statement of Understanding (SOU) - Partnership for Youth Success (PaYS). (Prescribed in para R-6f(5).) USAREC Form 1227 Security Clearance Questionnaire. (Prescribed in paras J-6h, J-11a(1), K-2a, and O-3i(3).) USAREC Form 1232 Loan Repayment Program Inprocessing Counseling. (Prescribed in para O-3c(2)(e).) USAREC Form 1241 Tattoo Screening. (Prescribed in paras F-3b(1)(d) and G-11a.) USAREC Form 1242 Army Preprocessing Drug Screening Acknowledgment and Consent. (Prescribed in para G-11b.) USAREC Form 1292 Acknowledgment of Medical Waiver - Enlistment Processing of Applicant Medical Waivers. (Prescribed in paras G-11c and O-3i(4).) USAREC Form 1302 Future SoldierHometown Shipping Program Checklist. (Prescribed in para Q-9(2)(j-2).) USAREC Form 1305 Guidance Counselor Shop Inspection checklist. (Prescribed in para .) USAREC OP 4 Regular Army Enlistment (DA Form 4187). Section IV Referenced Forms DA Form 61 Application for Appointment. DA Form 71 Oath of Office - Military Personnel. DA Form 3286 Statements for Enlistment, United States Army Enlistment Program, U.S. Army Delayed Enlistment Program. USAREC Reg 601-96 • 1 September 2012
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DA Form 3540 Certificate and Acknowledgment of U.S. Army Reserve Service Requirements and Methods of Fulfillment. DA Form 4187 Personnel Action. DA Form 5435-R Statement of Understanding - The Selected Reserve Montgomery GI Bill. DD Form 4 series Enlistment/Reenlistment Document - Armed Forces of the United States. DD Form 214 Certificate of Release or Discharge From Active Duty. DD Form 368 Request for Conditional Release. DD Form 369 Police Record Check. DD Form 1966 series Record of Military Processing - Armed Forces of the United States. DD Form 2366 Montgomery GI Bill Act of 1984 (MGIB) (Chapter 30, Title 38, U.S. Code) Basic Enrollment. DD Form 2807-1 Report of Medical History. DD Form 2807-2 Medical Prescreen of Report of Medical History. DD Form 2808 Report of Medical Examination. INS Form G-845 Document Verification Request. INS Form I-551 Alien Registration Receipt Card. NGB Form 22 Report of Separation and Record of Service. SF 86 Questionnaire for National Security Positions. SF 1199A Direct Deposit Sign-Up Form. USAREC Form 967 Training Record. 14
USAREC Reg 601-96 • 1 September 2012
USAREC Form 986 Separation Request. USAREC Form 1035 Request to Change Enlistment Option. USAREC Form 1037 Probation Officer and/or Court Records Report. USAREC Form 1137 Future Soldier Pre-Execution Checklist. USAREC Form 1286 PaYS Pocket Card. USAREC FL 153 Erroneous Enlistment Report. USAREC OP 4 Regular Army Enlistment (DA Form 4187). USMEPCOM Form 601-23-E Report of Additional Information. USMEPCOM Form 680-3A-E Request for Examination. USMEPCOM Form 727-E Processing List (PL).
Appendix B Training B-1. General a. This appendix establishes policies, procedures, and responsibilities for training new MEPS GCs. b. GC training is conducted in three phases. Phase I consists of 3 weeks of nonresident training (2 weeks at the local MEPS, supervised by the SGC, and 1 week at the battalion S3 office supervised by the operations noncommissioned officer in charge (NCOIC)). The training familiarizes GC selectees with the techniques, procedures, and hardware associated with GC operations. During Phase I training, selectees will be required to complete a nonresident training packet. The training packet must be completed prior to the selectee’s attendance at Phase II. Phase II is a 4-week GCOC taught at the Recruiting and Retention School, Fort Jackson, SC. Upon successful completion of the GCOC, new GCs will enter into Phase III, reinforcement and sustainment training conducted at their unit of assignment. Note: The battalion CSM must ensure that anyone scheduled to attend the GCOC has completed the mandatory nonresident training package (Phase I). B-2. Policies a. Observations made by the SGC regarding GC skill gaps must be brought to the attention of the battalion S3 NCOIC and SMT. The S3 NCOIC and SMT augment the SGC’s training of GCs. b. GC training conducted by battalion or brigade trainers will be tailored to the needs of individual GCs especially those with high Qualified Not Enlisted (QNE) and/or EER rates. c. Training will be designed to improve mission capability and sustain operations that are being effectively USAREC Reg 601-96 • 1 September 2012
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performed. Required training subjects will generally be accomplished during centralized training. Note: If SMTs are used as trainers for GCs, they must also be V7 qualified. B-3. Reinforcement and sustainment training a. SGCs will conduct GC sustainment training on a weekly basis using the QC summary sheet as a guide. All USAREC messages concerning new programs, procedures, and changes in policy will be addressed in training. b. The SGC will ensure a physical fitness program is in place and followed by all their Soldiers. Soldiers failing to maintain physical fitness standards, as demonstrated by poor performance on the Army physical fitness test or exceeding the acceptable weight standards, will be formally counseled and reported to the battalion commander. c. SGCs will ensure all GCs are trained on all programs and options (for example, nonprior service (NPS), delayed status (DS), AR PS (no training), AR alternate training (SP1 and SP2), AR PS training, Temporary Disabled Retired List (TDRL), Warrant Officer Flight Training (WOFT), Officer Candidate School (OCS), Band, disenrolled ROTC participants, etcetera). SGC will conduct deliberate GC sustainment training and AAR monthly for a minimum of 4 hours with a focus on GC procedures, enlistment eligibility and suitability, along with reviewing USAREC messages concerning new programs, procedures and changes in policy. d. SGCs will conduct corrective training on all reported Erroneous Enlistment Reports (EERs) (USAREC FL 153). Training must be annotated on USAREC Form 967 (Training Record). All records of training will be placed into the individual’s training folder. Folders will be kept on file during the tenure of the GC in the shop. e. SGC must provide the battalion S3 Officer with a copy of all training related to EER’s to be filled in the S-3 folder on all GCs. B-4. Performance counseling SGCs will conduct developmental counseling as needed. Noncommissioned Officer Evaluation Report / Base System Civilian Performance counseling will be conducted quarterly and will be documented in accordance with AR 690400 (Civilians), AR 623 and DA PAM 623-205. Conversion rates (physically qualified to contract) and EERs of individual will be used as a measure of effectiveness in performance counseling sessions. SGCs must conduct counseling with all counselors (military and general schedule employees). This counseling, whether developmental, performance, reinforcement, or corrective in nature, should be maintained in the GC’s performance file. The counseling, along with EERs and training records received, will be used to analyze each GC’s job performance. B-5. Reports and records SGCs will record and update conversion rates and QNE rates for each assigned GC and the GC shop monthly.
Appendix C Guidance Counselor Directory C-1. Purpose a. This appendix establishes a source reference system for GCs to use in processing applicants into the RA and AR. This appendix gives guidance in obtaining additional policies, guidance, and procedures on specific programs, options, statements, and special instructions to ensure that applicants are properly processed for enlistment. b. In cases of conflict between information published in this regulation and the proponent agency, the proponent regulation will have the final determination of eligibility and/or status. C-2. Related references for enlistment eligibility a. USAREC Reg 601-101. This regulation provides procedures for determining the education tier status of applicants and applying education enlistment policy consistently. b. USAREC Reg 621-1. This regulation provides information on the All-Volunteer Educational Assistance Program under Chapter 30, Title 38, United States Code (38 USC 30) and Loan Repayment Program (LRP) processing procedures. c. USAREC Reg 601-89. This regulation prescribes policy and procedures for the completion and disposition of USMEPCOM Form 680-3A-E (Request for Examination). Note: All signatures must be present on the 680-3A-E including blocks 21 & 23-even if this requires placing more than 1 form in the record. d. USAREC messages (UMs). 16
USAREC Reg 601-96 • 1 September 2012
(1) HQ USAREC publishes messages on the USAREC Intranet to quickly update SGCs on policies, procedures, and guidance. (a) USAREC messages: http://apps.usaac.army.mil/messages. (b) REQUEST: https://dragoon.green.keystone.army.mil. (2) The G3 identifies each message with a message number and subject (for example, 10-001, subject: XXXX). (3) HQ USAREC also publishes USAREC messages for brigades and battalions via e-mail. Battalion S3s should ensure that SGCs, company commanders, 1SGs, and SCs have received all current and applicable messages. (4) UMs will be posted by fiscal year as opposed to calendar year. UMs are valid for 2 years from publication date, unless sooner rescinded or superseded.
Appendix D MEPCOM Integrated Resource System D-1. Purpose The purpose of this appendix is to help GCs understand the procedures to be used for processing applicants using the MEPCOM Integrated Resource System (MIRS). This appendix is not intended to be used as a user’s guide. D-2. General a. GCs should follow local MEPS policy for projection procedures. b. Any change to an applicant’s record in the MIRS database will automatically update the applicant’s record in GCRc as long as the applicant’s social security number (SSN) and recruiter’s SSN match the record in GCRc. D-3. Reference information In cases of conflict between this regulation and USMEPCOM regulations, the USMEPCOM regulations will take precedence. D-4. Social Security Administration and Alien Registration Number interface with MIRS a. All applicants enlisting will have their SSN sent to the Social Security Administration Office for verification of their identity; furthermore, all applicants that are enlisting as a permanent resident alien will have their alien registration number (ARN) sent to the U.S. Citizenship and Immigration Service to verify ARN that includes date of birth, place of birth, and employment eligibility. b. The information sent to these agencies occurs with the first projection of the applicant, to ensure that this program is as effective as possible. It is both a Service and USMEPCOM responsibility to ensure data accuracy the first time. In cases where there is a complete mismatch of information, source documents must be closely scrutinized. (1) Recruiting Services are responsible for: (a) Allowing turnaround time of 3 days for ARNs and SSNs to be processed with results prior to projecting applicants for shipping. Results are required for Future Soldiers (FSs) to ship to training. (b) Providing the ARN on USMEPCOM PCN 680-3ADP and DD Form 1966 (Record of Military Processing Armed Forces of the United States), for all noncitizen applicants processing. (c) Providing the ARN G845 to MEPS for applicants enrolled in the DEP/DTP which are in an “N” status for “ARN NOT FOUND” prior to shipping. (d) For those applicants or DEP/DTP which are in an “N” status for “ARN nor found” the MEPS GC/SGC will verify that the correct ARN was entered by the recruiter, if not provided the Alien registration card to MEPS for resubmission. (e) Providing the ARN to MEPS for applicants that have accessed in the AR that are returning to ship and are in an “N” status for “ARN NOT FOUND” prior to shipping, this includes Phase II shippers. (f) Providing approved source documentation: INS Form G-845 only. INS Form G-845 is the only document that can clear an ARN not found if the correct ARN was submitted. (g) Providing approved source documentation (original SSN card, DD Form 214 (Certificate of Release or Discharge From Active Duty), NGB Form 22 (Report of Separation and Record of Service)) to MEPS personnel for an “SSN NOT FOUND.” Applicants that are in a “N” status due to “ARN NOT FOUND” are NOT authorized to continue processing. USAREC Reg 601-96 • 1 September 2012
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(h) MEPS will require an interview of all applicants whose SSN changed in MIRS. (2) Clearing “N” status reasons. A MEPS review of source documentation is not required for the reasons listed below; however, it will require the SGC to submit corrections in accordance with current policy on USMEPCOM Form 680-3A-E and submit to the control desk for changes to information in MIRS. (a) SSN and ARN background codes: 1. P - Pending results. 2. R - Results received. 3. M - Mismatch received. 4. Blank - Non-ARN records (US citizen). (b) Entrance National Agency Check (ENTNAC): 1. P - Pending results. 2. S - Case number received. 3. F - Favorable results received. 4. M - Possible match results received. Table D-1 Instructions on how to read a MIRS USMEPCOM PCN 680-3ADP Title PERSONAL
INS
Description This section lists personal identification (ID) information that applies to the applicant (that is, name, SSN, current address, citizenship, date of birth, sex, race, ethnic category , marital status, dependents, religious preference, place of birth, recruiter of credit SSN, date of current action, etcetera). This section provides information if the applicant has a current medical insurer and current medical provider. If applicant has none, it will also be reflected.
TESTING
This section shows test information for the lastArmed Services Vocational Aptitude Battery (ASVAB) tests if any have been taken, It also shows any special test scores the applicant may have taken.
MEDICAL
This section provides information on all medical testing that has taken place. The SGC should use this section to obtain human immunodeficiency virus (HIV) and DA T results for tracking purposes. In addition, height, weight, and color vision can be found in this section.
DEP
This section provides DEP-in information to include DEP-in date, scheduled ship date, recruiter of credit SSN (should match the recruiter’s SSN listed in item 1, if they do not match, a change of credit is required), program enlisted for, MOS, and waiver code. It also provides information if the applicant was a previous DEP discharge.
ACCESSION
This section provides accession information. Specific information includes ship date, active duty service date, pay entry basic date, term of enlistment, waiver code, enlistment grade, date of rank, education level, recruiter of credit SSN, program enlisted for , MOS, any type of youth service program (Junior R eserve Officers’ Training Corps, Civil Air Patrol, Naval Sea Cadets), option analysis code, and ship location unit identification code (UIC).
BACKGROUND
This section provides information regarding ENTNAC submission type and date, ENTNAC results, and date of results. It also provides PS reconciliation information. The SGC must screen this section and the ship GC to ensure an ENT ANAC was submitted and the person does not have concealed PS.
DISCREPANCY
This section provides information regarding any discrepancies pertaining to an applicant. These discrepancies pertaining to an applicant. These discrepancies can range from testing, medical, or administrative (SSN) issues. This section shows if an applicant is an other MEPS processor PS (Defense Manpower Data Center hit) or has been discharged from the DEP . If the MEPS place the applicant in an “N” STATUS, this section shows the reason why.
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USAREC Reg 601-96 • 1 September 2012
Table D-2 MIRS USMEPCOM PCN 680-3ADP codes PULHES Codes PULHES (X) Codes P - Physical Capacity U - Upper Extremities L - Lower Extremities H - Hearing & Ears E - Vision & Eyes S - Psychiatric X - AF Strength Capacity Test
(X) Numerical Designators 0 - Incomplete exam; awaiting additional information 1 - Medically qualified w/o limitations 2 - Medically qualified with some limitations for enlistment (EYES & EARS only) 3 - Not qualified for initial enlistment 3T - Temporarily NOT qualified for initial enlistment 3P - Permanently disqualified for enlistment
(MEPSCAT)(Not disqualifying) ***Ref AR 40-501 Explanation of Work History ID Codes ACTION Work ID A REA Start Record A000V Personal Add to Record B000 Personal Add to Record B000C Personal Add to Record B000N Personal Add to Record B000P Personal Add to Record B001A Enlistment Add to Record B001B Enlistment Add to Record B001C Enlistment Add to Record B001D Enlistment Add to Record B002A Enlistment Add to Record B003D Enlistment Add to Record B003J Enlistment Add to Record B003N Enlistment Add to Record Enlistment B003R Add to Record Enlistment B004A Add to Record B004B Enlistment Add to Record B004C Enlistment Add to Record B005D Enlistment Add to Record Enlistment B006A Add to Record B006E Enlistment Add to Record B006F Enlistment Add to Record Enlistment B006M Add to Record B006P Enlistment Add to Record B006R Enlistment Add to Record B006S Enlistment Add to Record B010J Medical Add to Record B010L Medical Add to Record B010P Medical Add to Record B010R Medical Add to Record B020J Medical Add to Record B020L Medical Add to Record B020P Medical Add to Record B020R Medical Add to Record B030J Medical Add to Record B030L Medical Add to Record B030P Medical Add to Record B030R Medical Add to Record B040P Medical Add to Record B050E Medical Add to Record B050J Medical Add to Record B050L Medical Add to Record B050P Medical
STATUS Initial Personal Data N Status No Enlistment N Status N Status Access Contract Access Contract Access Contract Accession Data DEP IN Contract DEP Discharge DEP Discharge DEP Discharge DEP Discharge Access, non MEPS Access, non MEPS Access, non MEPS Contract; No Enl ENTNAC Data ENTNAC Data ENTNAC Data ENTNAC Data ENTNAC Data ENTNAC Data ENTNAC Data Full Medical Exam Full Medical Exam Full Medical Exam Full Medical Exam Full Medical w/consult Full Medical w/Consult Full Medical w/Consult Full Medical w/Consult Prescreen Review Prescreen Review Medical P rescreen Prescreen Review Non MEPS Medical HIV Result HIV Result HIV Result HIV Result
USAREC Reg 601-96 • 1 September 2012
COMMENT Valid Cleared Same Day Shipped; Previous Enlisted Disqualified Other Reason Partially Qualified Enlisted; Not Shipped Enlisted and Shipped Shipped; Previous Enlisted Enlisted; Not Shipped Qualified; Not Enlist Disqualified Medical (Temporary) Disqualified Other Reason Disqualified Medical (P ermanent) Enlisted; Not Shipped Enlisted and Shipped Shipped; Previous Enlisted Qualified; Not Enlist Automated ENTNAC Error Record Favorable Results Manual ENTNAC Possible Match Resubmission Confirmation Disqualified Medical (Temporary) Incomplete Medical Partially Qualified Disqualified Medical (P ermanent) Disqualified Medical (Temporary) Incomplete Medical Partially Qualified Disqualified Medical (P ermanent) Disqualified Medical (Temporary) Incomplete Medical Partially Qualified Disqualified Medical (P ermanent) Partially Qualified 2nd Pos Drug; Disqualified 2 yrs Disqualified Medical (Temporary) Incomplete Medical Partially Qualified
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Table D-2 MIRS USMEPCOM PCN 680-3ADP codes (continued) B050R B060L B060P B060R B070E B070J B070L B070P B070R B080J B080L B080P B080R B0D0E B0D0J B0D0L B0D0P B0D0R B0M0P B100G B100P B200G B200P B300P B400G B400H B400K B400N B400P B500K B500P B600G B600H B600P B800P J000V J001V J002V J003V J004V J006M J007D J007J J007N J007R J008A J009A J009B J009C J090E J090J J090L J090P J090R J900G
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Medical Medical Medical Medical Medical Medical Medical Medical Medical Medical Medical Medical Medical Medical Medical Medical Medical Medical Medical Aptitude Aptitude Aptitude Aptitude Aptitude Aptitude Aptitude Aptitude Aptitude Aptitude Aptitude Aptitude Aptitude Aptitude Aptitude Aptitude Personal Personal Personal Personal Personal Enlistment Enlistment Enlistment Enlistment Enlistment Enlistment Enlistment Enlistment Enlistment Medical Medical Medical Medical Medical Medical
Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Add to Record Correction to Record Correction to Record Correction to Record Correction to Record Correction to Record Correction to Record Correction to Record Correction to Record Correction to Record Correction to Record Correction to Record Correction to Record Correction to Record Correction to Record Correction to Record Correction to Record Correction to Record Correction to Record Correction to Record Correction to Record
HIV Result Inspect No Change Inspect, No Change Inspect, No Change Inspect, Changes Inspect, Changes Inspect, Changes Inspect, Changes Inspect, Changes Evaluation Data Evaluation Data Evaluation Data Evaluation Data Drug Result Drug Result Drug Result Drug Result Drug Result No Medical Required Initial ASVAB Initial ASVAB Student ASVAB Student ASVAB No Aptitude Required Invalid Test Invalid Test Invalid Test Invalid Test Invalid Test Confirm ASVAB Confirm ASVAB ASVAB Retest ASVAB Retest ASVAB Retest Special Test Correct Other P ersonal Correct SSN Correct SPF Correct Name Correct ARN ENTNAC Data Correct DEP Discharge Correct DEP Discharge Correct DEP Discharge Correct DEP Discharge Correct DEP Correct Accession Correct Accession Correct Accession Correct Medical Correct Medical Correct Medical Correct Medical Correct Medical Correct Aptitude
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Disqualified Medical (P ermanent) Incomplete Medical Partially Qualified Disqualified Medical (P ermanent) 2nd Pos Drug; Disqualified 2 yrs Disqualified Medical (Temporary) Incomplete Medical Partially Qualified Disqualified Medical (P ermanent) Disqualified Medical (Temporary) Incomplete Medical Partially Qualified Disqualified Medical (P ermanent) 2nd Pos Drug; Disqualified 2 yrs Disqualified Medical (Temporary) Incomplete Medical Partially Qualified Disqualified Medical (P ermanent) Partially Qualified Insufficient AFQT; < 10% Partially Qualified Insufficient AFQT; < 10% Partially Qualified Partially Qualified Insufficient AFQT; < 10% Confirm Test Required Test Interview R equired Disqualified Other Reason Partially Qualified Test Interview R equired Partially Qualified Insufficient AFQT; < 10% Confirm Test Required Partially Qualified Partially Qualified Valid Valid Valid Valid Valid Qualified; Not Enlist Disqualified Medical (Temporary) Disqualified Other Reason Disqualified Medical (P ermanent) Enlisted; Not Shipped Enlisted; Not Shipped Enlisted and Shipped Shipped; Previous Enlisted 2nd Pos Drug; Disqualified 2 yrs Disqualified Medical (Temporary) Incomplete Medical Partially Qualified Disqualified Medical (P ermanent) Insufficient AFQT; < 10%
Table D-2 MIRS USMEPCOM PCN 680-3ADP codes (continued) J900H J900K J900P K000K M005 M006 P000P R000R T000T V000A V000C V000S V000X X000X
Medical Medical Medical Record Enlistment Enlistment Record Record Record Personal Personal Personal Personal Personal
Correction to Record Correction to Record Correction to Record Complete Deletion Enlistment Deletion Enlistment Deletion Projection Record Partial Deletion Arrival Indicator Verification Record Verification Record Verification Record Verification Record Verification Record
Correct Aptitude Correct Aptitude Correct Aptitude
Confirm Test Required Test Interview R equired Partially Qualified Record Deletion
Accession Data Access & DEP Data Projection Committed Record Deletion Record Check in ARN (USCIS) Duplicate SSN Conflict Record SSN (SSA PMS (DMDC) PMS (DMDC) OLD WKID
USAREC Reg 601-96 • 1 September 2012
SSN in Conflict PMS X transaction PMS X transaction
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Table D-2 MIRS USMEPCOM PCN 680-3ADP codes (continued)
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USAREC Reg 601-96 • 1 September 2012
Table D-2 MIRS USMEPCOM PCN 680-3ADP codes (continued) C-MEPS (Current - MEPS) A01 -Albany, NY A02 -Baltimore, MD A03 -Boston, MA A04 -Buffalo, NY A05 -New York, NY A06 -Harrisburg, PA A10 -Fort Dix, NJ A11 -Pittsburgh, PA A12 -Portland, ME A13 -Springfield, MA A14 -Syracuse, NY A17 -Tampa, FL A20 -Atlanta, GA A21 -Beckley, WV A22 -Charlotte, NC A23 -Miami, FL A24 -Fort Jackson, SC A25 -Jacksonville, FL A30 -San Juan, PR A31 -Raleigh, NC A32 -Fort Lee, VA
B26 -Knoxville, TN B27 -Louisville, KY B28 -Montgomery, AL B29 -Nashville, TN B42 -Jackson, MS B43 -Kansas City, MO B44 -Little Rock, AR B45 -Memphis, TN B46 -New Orleans, LA B49 -Shreveport, LA B50 -Lansing, MI B54 -Chicago, IL B56 -Cleveland, OH B57 -Columbus, OH B58 -Des Moines, IA B59 -Detroit, MI B60 -Fargo, ND B61 -Indianapolis, IN B62 -Milwaukee, WI B63 -Minneapolis, MN B64 -Omaha, NE B65 -Sioux Falls, SD B66 -St. Louis, MO
C36 -Albuquerque, NM C37 -Amarillo, TX C38 -Dallas, TX C39 -Denver, CO C40 -El Paso, TX C41 -Houston, TX C47 -Oklahoma City, OK C48 -San Antonio, TX C67 -San Diego, CA C70 -Boise, ID C71 -Butte, MT C72 -Sacramento, CA C73 -Honolulu, HI C74 -Los Angeles, CA C75 -San Jose, CA C76 -Phoenix, AZ C77 -Portland, OR C78 -Salt Lake City, UT C79 -Seattle, WA C80 -Spokane, WA C81 -Anchorage, AK
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Appendix E Recruit Quota System (REQUEST) Procedures and Responsibilities E-1. Purpose This appendix establishes policies and procedures, assigns responsibilities, outlines capabilities, and prescribes minimum procedures for the efficient use of REQUEST within USAREC for personnel procurement for the RA and AR. E-2. General REQUEST is a management information subsystem of KEYSTONE that provides the Army with an orderly and efficient mechanism for allocating training resources to new accessions. Operating centers that use REQUEST programs are: Office of the Deputy Chief of Staff for Personnel, HRC, USARC, U.S. Army Training and Doctrine Command (TRADOC), U.S. Army Forces Command, Army National Guard (ARNG), and AR. a. The USAREC G3 in coordination with the TRADOC, G6; all brigades and battalions; and MEPS administers operational management of REQUEST within USAREC at HQ USAREC. b. Any use of REQUEST and the information therein for a purpose or in a manner other than authorized herein is prohibited. c. HQ USAREC has a limited degree of control and authority over factors that influence the reservation process. Accession controls (DEP controls and AR input to training controls) are imposed to govern quantity and quality of accessions in meeting the USAREC monthly accession mission from HQDA. USAREC does control the measures, which facilitate meeting quality distribution goals for each MOS. USAREC monitors REQUEST and database files to determine progress in its recruiting effort. When problems in the reservation process arise USAREC will initiate corrective action. REQUEST programs provide users the following: (1) A real-time capability of reserving training spaces and unit vacancies by MOS and time period, based on available programs and vacancies. (2) Retrieval of data for operations and management use. d. Operation. The reservation function is the core of REQUEST. To successfully complete a reservation for an applicant whose qualifications have been loaded into the recruit file, the following must be available: training seat, basic combat training (BCT), option, and a basic airborne training seat (if airborne training is desired or required), and a first assignment. For AR, a valid training seat matching a unit vacancy advertised on REQUEST. (1) When brigades and battalions encounter a problem with the reservation process, they should contact USAREC, G3, Recruiting Operations Center (ROC). (2) Should REQUEST fail, procedures for continuity of the recruiting reservation process are outlined in paragraph E-7. e. Production management. A number of REQUEST programs are required to be run at brigade and battalion levels as they provide valuable management data. These programs are listed in appendix P. Note: DEP override capabilities are at USAREC level only. E-3. Responsibilities Responsibilities for REQUEST operation and procedures within the GC section are as follows: a. SGCs will supervise operation of REQUEST to ensure proper cost effective and efficient use of all terminals and programs, accuracy of input data, and prevention of system and reservation abuses as outlined in paragraph E-5, and compliance with this regulation by all MEPS GC personnel assigned. b. MEPS GC will be knowledgeable in mechanical and functional operations of the terminal to ensure maintenance of the equipment and that correct programs are used to perform location, qualification, and reservation operations. c. Recruiters have unique capabilities and responsibilities with the use of FSR2S. They are responsible for the operation of REQUEST as outlined for MEPS GCs in b above. d. The S3 will advise the battalion commander of pertinent aspects of REQUEST use and abuse, inspection findings, and management reports data. e. Liaisons at US Army reception battalions (USARECBNs) will: (1) Retrieve necessary data from the system to verify and resolve cases of disqualification or REQUEST abuse. (2) Provide feedback information to HQ USAREC on invalid data and accession flow in accordance with USAREC Reg 600-8. 24
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f. ROC Counselors will provide assistance based on information that was verified and validated by MEPS SGCs, MEPS GCs, and recruiters using FSR2S. E-4. Security a. REQUEST is classified highly sensitive according to the provisions of AR 25-2. The classified component of RE-QUEST includes all data files, the entire database, and all computer programs. At a minimum, all systems of records will be safeguarded in accordance with AR 25-55. The system initiation procedures, including all user passwords, identification (ID) numbers, telephone access numbers, and location IDs are also highly sensitive. These ID numbers, telephone access numbers, and location IDs must not be displayed in the terminal area. Additionally, all input to and output from the system that contains personal information ( names, SSNs, aptitude test scores, and any other personal data) is governed by the provisions of the Privacy Act of 1974 and will be treated accordingly. As a result, GCs will exert every effort to ensure that any documents produced that include any of the above specified information are destroyed in accordance with the provisions of the Privacy Act. b. At no time will an individual log into REQUEST using another person’s login ID and/or password. c. Password resets can be accomplished by the battalion information management specialist and/or by the Customer Service Center at 1-800-223-3735, extension 61700, and following the prompts for REQUESTS users. E-5. REQUEST abuses a. The following are considered system abuses and are prohibited for all enlistment types, RA and AR, unless otherwise noted. (1) Duplicate reservation. Two or more reservations on file simultaneously with the same SSN or for the same applicant. (Except SP1 and SP2 reservations for AR.) (2) Late cancellation. A reservation that is canceled after the scheduled enlistment date (ship date for AR, NPS, SP1, and SP2). (3) Early ship. A FS who is brought onto active duty (AD) prior to the recruit ship week (RSW) within which his or her scheduled RA enlistment date falls. This is not to be confused with a pull-forward which is defined in USAREC Pam 25-31. (4) Late ship. A FS who enlists after scheduled recruit ship date (applies to RA, AR, NPS, SP1, SP2, and prior service training). (5) Phantom or bogus enlistment. Verification as an accession of a reservation made for a fictitious applicant. (6) Improper sex coding. Reservation made for an applicant based on incorrect input of sex code. (7) Unqualified applicant. Input of inflated Armed Services Vocational Aptitude Battery (ASVAB) test scores or qualification data (for example, adding higher level Math/Science without verifying transcript) that is not valid (for example, miscoding or education credentials). Reservations will not be made or held for unqualified applicants. (8) Swapping. Enlisting an applicant under a reservation made for a different individual. Each individual must possess a reservation which bears his or her correct name and SSN prior to enlistment. (9) Uncommitted applicant reservation. A reservation made for an individual who does not execute an enlistment agreement immediately (for example, reservation is made for applicant without executing a DD Form 4 series (Enlistment/ Reenlistment Document - Armed Forces of the United States) with the intention of allowing the applicant time to think about it). An authorized exception to this is for FSR2S applicants who have a temporary reservation that must be confirmed or canceled within 7 calendar days of reservation date. (a) A reservation for an RA applicant may be held until the next duty day, pending completion of enlistment processing only (USMEPCOM). Reservations will not be held over the weekend, and/or to the next RCM (Recruit Calendar Month). 1. Applicants that have not completed enlistment processing by the following day must have their REQUEST reservation canceled. 2. A reservation for an RA applicant can be held up to 5 days in the Far East but not past the end of the recruit ship month (RSM). 3. In no case will a permanent reservation be held past the end of the phase line (PL). (b) Permanent reservations for AR applicants will not be made and held over to the next working day under any circumstances. (c) RA and AR temporary reservations may be held for 7 calendar days. The 7 days include the day the reservation was made. REQUEST will cancel temporary reservations on midnight of the seventh calendar day. USAREC Reg 601-96 • 1 September 2012
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(10) Advance reservation. A reservation made for an applicant prior to the applicant’s arrival at the MEPS for enlistment that day (for example, reserving a school seat for an applicant that is not physically at the MEPS for enlistment that day). This does not apply to FSR2S temporary reservations. (11) Unsubstantiated reservation. A temporary or permanent reservation that contains data not substantiated by appropriate documentation (birth certificate, social security card, transcripts, driver’s license, etcetera) prior to entering REQUEST. (12) Mission box fraud by securing a reservation with incorrect education level and/or Armed Forces Qualification Test (AFQT), requesting a change to a lower education level and/or AFQT after the close of the RSM. Detected by comparing DD Form 1966 series, REQUEST printout, and USMEPCOM PCN 680-3ADP. (13) The completion of an applicant’s data using fraudulent data in ARISS, GCRc, and REQUEST is prohibited. (14) MOS substitution. Changing a Soldier’s MOS to another MOS within the same career management field (CMF) that is not a substitutable MOS. Only MOS to be entered into REQUEST as the primary military occupational specialty (PMOS) is that verified by military document and/or is confirmed by the Enlistment Inquiry Section (EIS). For applicants from another Armed Forces component for which an MOS does not convert in accordance with DoD 1312.1-I will be entered as 09B. (15) GC SSN substitution. GCs and FSR2S recruiters must enter their own SSN in the GC SSN block when completing a reservation on REQUEST. (16) Multiple temporary reservations. FSR2S recruiters making and canceling more than two temporary reservations for a single applicant are potentially wasting training seats. Recruiters are authorized to make only two temporary reservations for an applicant. If for any reason an applicant requires a third or more reservations it must be made by a GC as a permanent reservation. b. All of the above can be detected at battalion level. E-6. Management and production programs REQUEST contains valuable management information for each commander involved with REQUEST. Commanders are encouraged to use these reports to the extent required for management of their commands. It is incumbent upon commanders at all levels to monitor REQUEST use and ensure it is being used cost effectively within their commands. E-7. Alternate procedures for terminal or system failure a. In the event a terminal becomes inoperable and no other terminal is immediately available, GCs should contact their respective battalion operations section, who will access the system and make the reservation. The HRC REQUEST Office has established alternate commercial access directives. If terminal failure is at a RECBN, Liaisons should call USAREC for system access and programs. b. In the event of system failure, notify Customer Service Center (CSC), at 1-800-223-3735 extension 6-1700. c. Notify USAREC, G3, Enlistment Eligibility and Procesing Division, immediately of the system failure through command channels.
Appendix F Quality Control Procedures and Scheduling of Applicants F-1. Purpose This appendix establishes policies and procedures to ensure complete and accurate enlistment records and applicant scheduling procedures. F-2. General a. QC procedures are established to prevent processing unqualified applicants at MEPS and to provide the GC with a prescreened enlistment record. b. The QC will be accomplished prior to processing any applicant for job selection and enlistment, to ensure the record is complete and correct in accordance with AR 601-210. This QC will be completed the same day the record is received in the GCRc inbox. At no time will an applicant be enlisted into the DEP/DTP or DS with a ‘No-Go’ record. 26
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F-3. QC procedures The QC process begins with a projection created by the recruiter. The following QC procedures will be implemented: a. All enlistment records will be reviewed by a qualified GC and given either a ‘Go’ or ‘No-Go’ status. This will be accomplished through the GCRc inbox. Note: In GCRc, approved is the same as ‘Go’ and disapproved is the same as ‘No-Go’. b. Listed below is the QC cycle of every applicant’s enlistment record: (1) Initial QC. A GC QC workflow is initiated when the recruiter projects an applicant for DEP-in. Selecting the link in GCRc can also generate the workflow. The GC will run the validation report to check the enlistment record for administrative errors. GCRc will create a QC summary document and place the document into the Core Admin folder and send the workflow notification to the GCRc inbox. GCs will ensure that QCs are completed on the day that they are received. As GCs QC the record and either approve ‘Go’ or disapprove ‘No-Go’ the record, an e-mail notification will be sent to the recruiter, SC, company commander, and 1SG. This e-mail will inform the recipient who performed the QC, the status of the enlistment record, and any comments the from the GC. (a) Applicant’s documents will be scanned under FSR2S. The recruiter and SC can scan documents directly into the applicant’s electronic records management (ERM) file. All documents contained in the ERM file are later forwarded to be included into the new Soldier’s official electronic personnel folder. The accuracy of the information contained in ERM is important. FSR2S will allow the recruiter to label the document exactly as GCRc labels them, eliminating the time re-quired for the GC to input the document into ERM file. (b) Ensure QC workflow is completed on the day the projection is received. (c) Run the validation report to check the enlistment record for administrative errors. GCRc will create a QC summary document and place the document into the Core Admin folder and send the workflow notification to the GCRc inbox. Recruiting Station/Center Live scan results must be present and be considered favorable results at the time of DEP In QC. (d) QC the record and either approve ‘Go’ or disapprove ‘No-Go’ the record. A projection will not be considered a ‘Go’ until all information on the source documents has been verified against the information in the record. Furthermore, upside down, sideways, or otherwise illegible documents will be rescanned by the recruiter or SC. Documents scanned into the wrong folder will be scanned into the correct folder before the projection is deemed a ‘Go’. Excessively large documents must be resized and/or rescanned to provide a copy that is at least the size of the original document. Any discrepancies with the record will be annotated in the command section, to include the absence of source documents. An e-mail will be sent to the recruiter, SC, company commander, and 1SG. This email will inform the recipient who performed the QC, the status of the enlistment record, and any comments the GC has added. When the QC is completed, the workflow is removed from the GC’s inbox. In order for the enlistment record to be considered a ‘Go’, it must pass all four levels of validation and have all source documents scanned into the ERM database. Note: The only exception to the documents which are not required to be scanned is UF 1241 (Tattoo Screening) which will be hand-carried with the source documents. (2) DEP-in QC and DTP-accession QC workflows are initiated by signing DD Form 2366 (Montgomery GI Bill Act of 1984 (MGIB) (Chapter 30, Title 38, U.S. Code) Basic Enrollment) for RA and DA Form 5435-R (Statement of Understanding - The Selected Reserve Montgomery GI Bill) for AR applicants. This creates another QC summary designed for the SGC to review prior to sending the applicant to the MEPS control desk for further processing. Information that has been changed between the GC QC and the initial QC are listed on the top portion of the QC summary in what is called the Diff section (different since last summary sheet). The SGC conducts his or her portion of the enlistment interview and either approves or disapproves the QC workflow. (3) Day after QC. The battalion operations QC workflow is initiated by receiving an end of day code of “E” (Enlisted) or “R” (RENO) from REQUEST when the applicant has been verified by the SGC. This workflow is similar to the DEP-in QC workflow as it contains a Diff Report at the top on the QC summary sheet. The Diff Report contains any changes made after the creation of the previous report. The day after check is to ensure MEPS’ are doing business according to current regulations and policies. Special items of interest should be checked for incomplete QCs and to ensure that the technical check (tech check) and National Agency Check and Local Check (NACLC) have been submitted properly. When errors are found, the operations section will disapprove the workflow and complete any remarks required. Notification of a disapproved battalion operations QC is sent back to the SGC for corrective action. SGCs will follow up with corrective action within 3 processing days of notification.
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capability to check for documents that are scanned into the ERM database after enlistment. Battalion S3s will check for annex completion, proper incentives selected, SF 86 (Questionnaire for National Security Positions) completion, and accuracy of information. Verify SF 86 matching court documents, waiver documents, and overall enlistment eligibility. Battalion S3s must log and track the records they QC. The battalion S3 may select one set day of the week and perform a 20 percent QC of the enlistments and shippers for the entire week. This will satisfy the 20 percent requirement. The S3 will notify the SGC of any errors found during the 20 percent QC. All corrections should be completed within 72 hours of notification. A list (memorandum for record (MFR) format) of all records checked and verified will be scanned into the applicant’s DEP Admin folder in the ERM database for inspection. (4) Before ship QC. A before ship QC workflow is initiated 30 days prior to the applicant’s scheduled ship date. GCRc will select all applicants whose ship date is within 30 days that do not have a pending or completed before ship QC. GCRc will create the QC summary with Diff Report and route the workflow to the MEPS GCRc inbox. GCs will perform the before ship (7 to 30 day) QC and annotate any comments or documents required for the applicant to ship and either approve or disapprove the workflow. An e-mail notification is sent to the recruiter, SC, company commander, and 1SG, as well as the battalion operations section informing them that the QC has been completed and what action is required. When the workflow is completed the workflow is removed from the inbox. (5) Ship QC. Ship counselor QC workflow will create another QC summary designed for the SGC to review prior to the applicant’s enlistment. Information that is changed between the before ship QC and the ship QC and are listed in the Diff section of the QC summary sheet. The SGC will conduct his or her portion of the enlistment interview and approve or disapprove the QC and review the applicant’s DD Form 4/3 with the applicant. (6). Day after ship QC. The day after QC workflow is initiated when the end of day code of “V” (Shipped) is received from REQUEST when the applicant has been verified by the SGC. This workflow is similar to the DEP accession workflow as it contains a Diff Report at the top of the QC summary sheet. The Diff Report will contain any changes made after the creation of the previous report. The day after check is to ensure the MEPS and GC shops are doing business according to current policy and regulations. Note: The quality control noncommissioned officer or civilian employee will be responsible for all records that they QC. All records that are determined to be ‘Go’ records during QC and are later found to be ‘No-Go’ records, and the discrepancies were no fault of the applicant (for example, GC error) will be corrected by that GC. c. Processing applicants with complete enlistment records will always be the first priority. Applicants will not be processed with incomplete or ‘No-Go’ enlistment records. d. All enlistment records will be checked by a qualified GC, who is assigned to the MEPS, using AR 601-210, chapters 2 and 3, and USAREC Reg 601-101, to verify basic eligibility and AR 601-210, chapter 5, to check the accuracy of the entries on the DD Form 1966 series. When the GC detects a questionable education credential, the applicant’s enlistment record will be referred immediately to the battalion education services specialist for verification of the applicant’s education status. e. The GC will place emphasis on comparing the applicant’s source documents to the applicant’s data contained in GCRc and the GCRc USMEPCOM PCN 680-3ADP data to ensure the following data matches: (1) Personal information. (2) Education. (3) NPS or PS status. (4) Recruiter of credit. (5) MOS (if MOS was reserved via FSR2S). f. Any discrepancy in the GCRc record and the enlistment documents must be corrected before the applicant selects a MOS, FSR 2S reservation is converted to permanent, or enlists. g. The SMT will obtain a copy of all the QC summary reports on all QC’d records for the day from the battalion operations section via GCRc at the close of each business day for use as a training tool. h. As the recruiter corrects errors in the applicant’s enlistment record, he or she must save updated record for new data to populate. Saving the record in Recruiter Zone will update the applicant’s record in GCR. Note: All records to include PS and DOS applicants must have the complete DD Form 1966 series in their enlistment record. Whenever possible, the GC will assist in correcting records errors and continue with the enlistment process. F-4. Projection rosters Projection rosters are defined as follows for the purpose of this regulation. 28
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a. Projection roster. The initial roster turned in with projections for the next processing day according to the MEPS SOP. b. Add-on roster. Any roster turned in after the initial roster for next day processing. In some cases this is also referred to as a holdover roster. c. Holdover roster. Used to identify applicants who could not complete processing that day and must be held over for the next day’s processing. Applicants indicated as holdovers will appear on the next day’s processing list. The SGC will ensure that this roster is turned in to MEPS personnel in accordance with the local MEPS SOP. d. Walk-in roster. Any applicant that requires processing that did not meet the cutoff for the initial projection roster. The roster turned in for same day processing. Note: Local MEPS policy will dictate specific cutoff times for different rosters and number of walk-ins allowed. F-5. Scheduling of applicant processing a. All applicants will be projected by recruiters via FSR2S. No records will be projected until the applicant’s record is complete and accurate with all supporting documents scanned into the ERM database and validated by the SC. The SC will enter comments in the applicant’s contact history that the record was QC’d and is a ‘Go’ record. In order to be considered a ‘Go’ record, all documents must be scanned into GCRc, the source documents must match the applicant’s record, and the record must be validated. The 1SG or company commander will approve all projections in GCRc. The brigade operations must coordinate with battalion operations to account for all enlistment records that are pending (not QC’d) or have a ‘No-Go’ status. QC status can be queried from the Report Management Zone/ Root/Floor query. ARISS users at the battalion and higher levels can use the Dashboard to monitor the status of records in the ERM inbox. b. Applicants projected for “Other” processing will not be authorized to enlist on the day of their scheduled processing. Once projected as an “Other “ processor, the projection will not be changed to allow the applicant to enlist. These applicants may return to MEPS to enlist if they were previously projected for DEP-in and have received a ‘Go’ record. Walk-in applicants for enlistment can have their projections changed to allow the applicant to enlist. Walk-in applicants for enlistment are defined as those applicants whose records were previously QC’d and received a ‘Go’. c. The battalion is responsible to determine a projection cutoff time that will allow GCs sufficient time to perform a proper QC. The battalion projection cutoff time must take into consideration the applicant’s transportation to MEPS and lodging. Applicants will not be transported to MEPS or lodging pending a ‘Go’ record. Operations will enforce the brigade commander’s daily projection cutoff time. A cutoff time for projections will enable MEPS GCs to meet their MEPS requirement. Once the final projection roster has been run, brigade operations will notify each battalion operations of the QC status. Records that have a status of pending or ‘No-Go’ will be canceled and applicants will not be allowed to enlist. It is the responsibility of the battalion and brigade operations to ensure MEPS GCs are available to QC records until all records are QC’d and accounted for. Battalion operations will then direct the SGC to cancel all projections that have a status that is pending or ‘No-Go’ at the daily projection cutoff time. Brigade operations will confirm that all pending or ‘No-Go’ records have had their associated projections canceled. All deficiencies will be corrected before records are again projected. The brigade operations will be informed of all canceled projections due to noncompliance of the QC policy. d. When an applicant is projected for enlistment, all four levels of validation are automatically performed by GCRc and an e-mail is sent to the 1SG, company commander, SC, and the recruiter initiating the projection. The email provides the status of the projection, validation levels passed or failed, and the exact reason for failure. The recruiter must make the corrections and revalidate the applicant’s record. Recruiting personnel are not authorized to enter bogus/false data into the record in an attempt to pass validation. The SC will validate that the corrections have been made. The recruiter will then be authorized to reproject the record as required or if needed. e. The 1SG will contact the SGC at a time established in the GC shop’s SOP to confirm projections for the next processing day. This is to ensure that all applicant’s processing are scheduled for lodging and meals, and will receive red-carpet treatment during their processing. f. After all projections have been confirmed, submit USMEPCOM Form 727-E to MEPS using MIRS after ensuring all entries are complete and accurate in accordance with USMEPCOM Reg 715-4. g. Brigade operations will update the brigade command inspection checklist to ensure that the current policy is being followed. USAREC Reg 601-96 • 1 September 2012
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F-6. Exceptions to policy Requests for exceptions to policy (ETPs) for qualifications and standards contained in AR 601-210 and/or QUALS will be sent by a workflow generated from GCRc. The company commander, 1SG, GC, or the battalion operations section can initiate the ETP workflow. The workflow provides the approving authority with a direct link to the applicant’s enlistment documents in the ERM database. The exception workflow is routed to the battalion operations section where they review the request, either approve or disapprove the exception, or forward to brigade operations section. If the brigade cannot approve or disapprove the exception, they will forward the exception to the appropriate HQ USAREC section. When a final disposition is received the results of the workflow are posted to GCRc, all units involved in the workflow will receive an email informing them of the outcome of the workflow. When the applicant enlists or ships, the reason for the exception, approver’s name, and date the exception was given will be printed in the Remarks section of the DD Form 1966/4. a. HQ USAREC, G3, Enlistment Eligibility and Processing Division, Policy Branch, will process: (1) 5-21 exceptions. (2) Retention control point issues (see Note below). (3) Color vision (see Note below). (4) Documentation issues (for example, unofficial High School/College transcripts). (5) MOS qualification issues. Note: HQ USAREC, G3, Enlistment Eligibility and Processing Division, Policy Branch, will call HQDA or the proponent for approval. Recruiters/Station/Center Commanders/Guidance Counselors/Operations Personnel will not contact DA, HRC, Training Base, Proponency to attain an approval to an exception to ploicy. b. HQ USAREC, G3, Enlistment Eligibility and Processing Division, Waivers Branch, will process: (1) Reenlistment eligibility code issues. (2) Grade determination issues. (3) Reserve and National Guard discharge issues. (4) Dependency issues. (5) Dual military. (6) Moral (serious criminal misconduct). (7) Suitability reviews. c. HQ USAREC, G3, Enlistment Eligibility and Processing Division, ROC. All RA and AR exceptions will be sent by workflow. (1) DEP control. (2) Three point line scores. (3) Special test score exception. (4) FSR2S recruiters may call the ROC directly for assistance on DEP control. Line scores, three points or less, and scheduling a ship date outside of the “window of opportunity” as set by the ROC are detailed in appendix U. Note: More than three point line scores will be forwarded to Department of the Army (DA) or the proponent for the MOS that points are being requested via HQ USAREC, G3, ROC, for approval or disapproval. d. G3, Enlistment Eligibility and Processing Division, Waivers Branch, will handle all clarification of conduct or waiver issues. e. G3, EEPD, Accessions Suitability Branch will process all exception requests for JPAS and fingerprint results. f. All pertinent information and circumstances that justify an exception will be given to the battalion operations section. g. Line score exceptions will continue to be called into the ROC. If the exception is approved, ROC personnel will enter their name, rank, the type of exception, and the date the exception was approved in the Remarks block of the override screen. The exception will print in the Remarks section of the DD Form 1966/4. h. All telephone exceptions through HRC EIS will be entered in the Remarks section of the DD Form 1966/4 manually by entering the information using the free-form remarks in the Packet Prep menu. This is one of the only authorized exceptions to be entered on the DD Form 1966 series through the free text program. All other exceptions will be printed in the Remarks section by GCRc. i. All approved or disapproved exceptions will be documented in the Remarks section of the DD Form 1966/4 and included in the enlistment record.
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Appendix G Procedures for Enlistment into the Delayed Entry Program/Delayed Training Program (DEP/DTP) G-1. Purpose a. This appendix is used to establish policies and procedures used in enlisting applicants into the DEP/DTP. b. The establishment of standardized DEP/DTP procedures is designed to reduce the number of erroneous enlistments command wide and to allow for optimal time management for the GC. G-2. Reception of applicants The GC shop is required to: a. Check in all applicants processing that day and ensure they have the appropriate paperwork and documentation (physical, special testing, etcetera). b. Collect all enlistment and ship documents from applicants. c. Provide all shippers with their original DD Form 2807-1 (Report of Medical History) and DD Form 2808 (Report of Medical Examination) so they can complete their physical inspection. d. Verify if any new UMs or directives have been published on the GC Web Site and notify the SGC and GC shop as needed. e. As applicant dispositions are known throughout the processing day (enlisted, failed test, permanent medical rejection (PMR), temporary medical rejection (TMR), etcetera,), the SGC will record the data on USMEPCOM Form 727-E. GCRc will update the Select a Person screen when an applicant enlists (E) or ships (V). The dispositions entered in GCRc are transmitted to DA and other levels of the command to monitor floor activity. Note: The GCRc processing list will be updated with the applicant’s arrival status once the MEPS control desk has checked in the applicant. G-3. DAT requirements a. In accordance with AR 601-210 each applicant for enlistment will be tested for the presence of alcohol and drugs at the time of initial MEPS physical examination (PE) or initial processing for the RA or AR. Any applicant that refuses to submit to these tests will not be allowed to continue processing for enlistment into the DEP/DTP, AC DS, or AR (no exceptions or waiver is authorized). b. MEPS will conduct the required testing and notify the recruiting Services of the test results in accordance with USMEPCOM Reg 40-8. c. Applicants who fail to provide a urine sample must return to MEPS within 3 working days and provide a sample. Failure to do so will result in a refusal result which is treated the same as a positive result. Waiting period for refusal to provide a sample or those that do not return within 3 working days is 6 months. G-4. General procedures for enlistment into the DEP/DTP After the applicant has passed all required MEPS processing (physical and testing requirements), the SGC will designate a MEPS GC to enlist the applicant. The enlisting MEPS GC will: a. Initiate a new QC to check the Diff Report (different since last summary sheet) to see if the applicant’s enlistment record has changed in any way. b. Verify all source documents previously tranferred into the ERM database with the original source documents hand-carried by the applicant. Scan in all documents not already included in the applicant’s enlistment record into the appropriate folder in the ERM database. The MEPS GC will deny enlistment to any applicant with incomplete or erroneous documentation and/or records until such time as all necessary corrections have been made and all records are complete. c. Reviews the DD Form 2807-2 (Medical Prescreen of Medical History Report), DD Form 2807-1, USMEPCOM 40-1-15, SF 86, and DD Form 2808. The MEPS GC will specifically questions the applicant on tattoos, law violations and the use of drugs or alcohol. If discrepancies exist and/or the applicant did not have a DAT, the applicant must return to the MEPS medical section in order to correct the discrepancies prior to enlistment. Special emphasis will be placed on DAT and human immunodeficiency virus (HIV) results for PS and DOS applicants. MEPS GCs will ensure that any alcohol and drug use listed on either the Dd Form 2807 or DD Form 2808 match the content on the SF 86 and update SF 86 if missing. If missing from the DD Form 2807 or DD Form 2808, refer applicant back to medical to have the information added by the Doctor. Also add-ensure all self admitted law violations and those that return on the RS LS are listed in the moral screening criteria and their dispositions are final. MEPS GCs will report USAREC Reg 601-96 • 1 September 2012
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to the battalion executive officer any applicant with unreported medical issues as noted between the DD Form 28072 and the DD Form 2807-1 completed at MEPS. Note: The GC will have to scan the DD Form 2807-1, DD Form 2807-2, USMEPCOM 40-1-15 and DD Form 2808 or the working copy of these forms into the medical folder in the ERM database. d. The GC will ask the following questions and inform the applicant that concealment of any disqualifications may result in early discharge from the Army for fraud: (1) Have you ever been arrested? (2) Have you ever been detained? (3) Have you ever been issued a summons, citation, or ticket by any law enforcement official? (4) Have you ever been on probation? (5) Have you ever appeared in court as the accused? (6) Do you have any unpaid traffic tickets to include parking tickets? (7) Do you have any fines that have not been paid for any offense? (8) Do you or have you ever had any offense expunged, set aside, or sealed by the court? Has anyone told you not to reveal this fact? (9) Do you or have you ever in your lifetime been cited, arrested, or charged for any crime as a juvenile? (10) Is there anything that you would like to discuss with me pertaining to your past criminal, juvenile, motor vehicle, or civil record? (11) Have you ever been issued a restraining order or been detained for domestic violence or abuse? (12) Did you accurately reveal your entire medical history during your PE? (13) Do you have any children, pay child support or alimony; have you been divorced or separated, or are you in the process of divorce? (14) If married, is your spouse in the military, active or reserve? (15) Do you understand that if any charges come back that you failed to reveal, that you will be discharged for fraud? This includes concealment of criminal, civil, medical and dependent information. Do you further acknowledge that you will not be afforded any consideration for retention based on someone telling you that you did not have to list a charge or medical condition? Is there anything that you wish to add at this time? (16) Do you have family members that are part of the exceptional family member program? Note: The “question/answer” sheet will be scanned in under “Core Admin” (other Core Admin Docs) on every applicant. e. Verify the GCRc USMEPCOM PCN 680-3ADP data and make corrections as needed. If at anytime corrections are needed to the applicant’s build, the corrections must be done in GCRc. f. Make a final determination of the applicant’s qualifications based on enlistment eligibility criteria IAW AR 601-210 (education, dependents, moral, PS, etcetera). g. Confirm the applicant’s commitment to join the Army. h. Do not enlist any applicant into the DEP/DTP or DS unless the enlistment record has been placed in a ‘Go’ status. i. Submit USMEPCOM PCN 680-3ADP data to REQUEST. If corrections need to be made to the applicant’s record at anytime, they must be done in GCRc. Note: MEPS GCs and recruiters will not change general math and general science without supporting documents scanned into the ERM database. j. MEPS GCs will question all RA and AR applicants who require training about the applicant’s hat and shoe size. MEPS GCs will forward to the appropriate liaison a minimum of 14 days from the scheduled ship date. (1) Have a hat size greater than an eight or less than a six and one-half. (2) Have a shoe size larger than 16. k. MEPS GCs will call the training base liaison to inform the liaison of the applicant’s ship date, full name, SSN, and hat and shoe size measurements. There is no minimum shoe size to be forwarded. l. The liaison will pass the information to the USARECBN operations section so a special request can be made for the clothing to be on hand when the new Soldier arrives at the training base. G-5. Reservation processing a. The reservation function is the core of REQUEST. To successfully complete a reservation for an applicant whose record has been submitted to REQUEST, the following must be available: A BCT seat, training seat, available option, and a basic airborne training seat (if airborne training is desired or required). An approved airborne physical 32
USAREC Reg 601-96 • 1 September 2012
ing a unit vacancy advertised on REQUEST. b. REQUEST will be used to secure a reservation for all applicants who have selected an MOS, program(s), and/or option(s) and will comply with appendix E pertaining to REQUEST abuses. Note: FSR2S is a link between ARISS and REQUEST. Temporary reservations made by FSR2S recruiters come from ARISS. c. Every applicant must possess a valid REQUEST reservation prior to enlistment in the DEP/DTP. d. Reservations will only be made for individuals who possess a valid SSN verified by documentation in accordance with AR 601-210. e. The MEPS GC and FSR2S recruiter will attempt to sell the applicant an MOS, program(s), and/or option(s) matching those with the needs of the Army and the needs of the applicant. Special emphasis will be placed on those critically short and priority MOSs reflected on FS control messages, e-mail traffic, and/or directives from higher headquarters. Initially, the MEPS GC and FSR2S recruiter will utilize the SEARCH mode in REQUEST to identify a list of available MOSs to counsel or lead the applicant. f. Prior to securing a reservation on REQUEST, the MEPS GC and FRS2S recruiter will ensuare the applicant qualifies for the MOS and/or option(s) selected by reviewing AR 601-210, DA Pam 611-21, REQUEST QUALS file, and the current incentives UM. If the applicant qualifies, the MEPS GC and FSR2S recruiter will show the proper video segment of the desired MOS and have the applicant read AR 601-210, paragraphs 9-7, 9-8, and 9-9 on application information. When the applicant agrees to the MOS, the MEPS GC or FSR2S recruiter will make the reservation. (1) GCRc will print the proper statement indicating the applicant has been shown the MOS video. (2) If for any reason the video segment cannot be shown, the MEPS Gc will have the applicant read the appropriate paragraphs in the HRC Smartbook (DA Pam 611-21) at https//smartbook.armyg1.pentagon.mil/default.aspx, pertaining to his or her selected enlistment MOS. g. Information displayed on the REQUEST reservation printout must be accurate and in agreement with the appropriate enlistment documnets required by AR 610-210. h. RA reservations may be made and held over until the next working day for applicants pending completion of enlistment processing through USMEPCOM only. (1) Applicants that do not complete enlistment processing by the following day must have their REQUEST reservation canceled. (2) A reservation for an RA applicant can be held up to 5 days in the Far East but not past the end of the RSM. (3) FSR2S applicants, RA and AR, have up to 7 calendar days to complete their enlistment processing. Additionally, an FSR2S recruiter who makes a AR reservation will change the “enlistment date” to the actual MEPS processing date within the 7-day temporary reservation processing window. (4) If at any time the applicant’s reservation is canceled, the cancellation printout must be scanned into the applicant’s DEP/DTP Admin folder in the ERM database. An FSR2S applicant that is canceled as a “TR,” temporary reservation, by the recruiter before going to MEPS does not require scanning. i. Recruiting Operations Center (ROC) Counselors will: (1) Validate that the 680-ADP in the Applicants/Future Soldier’s (FS) record in GCR was submitted to REQUEST. (2) ROC Counselor(s) will receive acknowledgement from the MEPS Counselor that the Applicant’s or FS’s record has been validated for accuracy and completeness, and is fully qualified prior to requesting ROC assistance in making reservations. G-6. GC procedures after making REQUEST reservation a. The enlisting MEPS GC will congratulate the applicant and prepare him or her for the Oath of Enlistment. b. All enlistment forms will be prepared using GCRc. c. Prior to forwarding the applicant to the MEPS control desk for further processing, the MEPS GC will: (1) Ensure the applicant understands his or her enlistment MOS, term of service, BCT location, incentives, and first duty assignment (if the applicant is enlisting under Program 9B - U.S. Army Station/Unit/Command/Area Enlistment Program). (2) Complete the DD Form 1966/3. The MEPS GC will have the applicant sign block 29c and initial in block 32c. Block 32c will remain blank until ship day for all PS and DOS applicants. The MEPS GC will complete all entries in blocks 30 and 31. The DEP-in GC will sign his or her name in block 31e. (3) GCRc will place the appropriate enlistment statements on DD Form 1966/3, block 32, in accordance with AR 601-210. All required statements and unique processing procedures taken to enlist the applicant will be printed on USAREC Reg 601-96 • 1 September 2012
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DD Form 1966/4, Remarks section. (4) Complete and sign with the applicant the automated enlistment annex and DD Form 2366. (5) The applicant and MEPS GC will sign DD Form 1966/3. (6) Have the applicant sign the medical and general release forms. (7) The Statement of Understanding - Prohibited Activities Between Recruiting Personnel and Future Soldier Program Members will be completed using GCRc. (8) Brief the applicant concerning the requirement of Sure Pay (SF 1199A (Direct Deposit Sign-Up Form)) prior to shipping for AD or initial active duty for training (IADT). d. Review with the applicant again, his or her enlistment qualifications (moral, dependency, etcetera). This will prepare the applicant for the preenlistment interview (PEI) accomplished by MEPS personnel prior to taking the Oath of Enlistment. e. Ensure all source documents have been scanned into the ERM database. f. Inform the applicant that original birth certificates, marriage licenses, social security cards and divorce decree, if applicable, are required for enrolling dependents into the Defense Enrollment Eligibility Reporting System (DEERS) at the USARECBN and must be hand-carried. Note: All signatures required at DEP/DTP-in and enlistment into the RA DS will be accomplished using the electronic signature pad. g. For NPS applicants the following documents will be printed for MEPS processing: (1) DD Form 1966/1 completely coded for DEP/DTP-in (RA and AR). (2) A current USMEPCOM PCN 680-3ADP with all current data (RA and AR). (3) The REQUEST reservation sheet for the applicant (RA and AR). (4) The automated DEP-in enlistment annex (the applicant’s copy printed from GCRc) (RA only). (5) The automated AR enlistment annex (the applicant’s copy printed from GCRc) (AR only). (6) A copy of the DD Form 2366 (RA only). (7) A copy of the DA Form 5435-R (AR only). (8) Preaccession interview (PAI) or PEI SF 86. (9) PAI or PEI certification SF 86. The MEPS GC of credit will give the applicant a copy of the finalized SF 86 that is to be submitted as the investigation of record at the time of entry into the DEP/DTP or DS. Any changes made will require a new certification of applicant page to be signed. h. The SGC will conduct a final review of the applicant’s enlistment record to ensure its completeness and accuracy prior to referring the applicant to MEPS personnel for the PEI, suitability, and swear-in ceremony. i. Upon return of the completed DD Form 4 series, the SGC will review with the applicant the appropriate entries to ensure all data is correct based on the REQUEST reservation and source documents. (1) The applicant and SGC will initial any erasures or corrections made except those erasures or corrections made in these areas: (a) Date of enlistment. (b) Term of service. (c) Approval and acceptance. (d) Confirmation of enlistment. Note: Any erasures or corrections made in these areas are not permitted and require a new DD Form 4 series. (2) Have the applicant read while the SGC explains the appropriate portions on the DD Form 4 series through section D. (a) Have the applicant read and initial item 8c. Prior to swearing in have the applicant initial item 19, Initials of Enlistee/Reenlistee block. (b) Have the applicant respond appropriately to section D prior to placing his or her signature in item 13b. (c) SGC will complete, sign, and date item 14. If the DD Form 4 is signed by another MEPS GC other than the SGC than that individual, MEPS GC is responsible for ensuring applicant enlistment records are complete and accurate. (d) GC will scan all documents into the proper file of the applicant’s ERM DEP Admin folder. G-7. Procedures for handling a QNE a. During the MEPS GC interview, if the MEPS GC cannot counsel or mentor the applicant on an available MOS, the applicant will be referred to a different MEPS GC, if time and the situation permits. If all attempts fail to counsel the applicant on available MOSs, then the applicant will be referred to the SGC. b. If the SGC cannot overcome the applicant’s objection to enlist prior to ceasing the applicant’s processing, the 34
USAREC Reg 601-96 • 1 September 2012
SGC will contact the recruiter, SC, and finally the 1SG to assist in preventing a QNE. c. The following are not to be considered a QNE towards a GC’s QNE rate: (1) Permanent Medical Rejected (PMR). (2) Temporary Medical Rejected (TMR). (3) Law - Requires additional law enforcement checks. (4) Conduct - Morally disqualified. (5) Admin - Administratively disqualified (dependency, missing documents, etcetera). (6) Option - No enlistment option available for the applicant. (7) Window - DEP/DTP or DS constraints prohibit enlistment through no fault of the applicant and no exception can be granted with any alternative option available. (8) INSCOM - Option requires U.S. Army Intelligence and Security Command interview. (9) Eloped - Applicant departed MEPS without permission. (10) Tests - Requires additional testing in order to enlist. (11) EIS-PS - Applicant cannot enlist due to pending approval from HRC EIS. d. No applicant will ever leave the floor without the company commander and 1SG and battalion commander and CSM being notified of the situation. G-8. GC actions after Oath of Enlistment Once the applicant swears in and returns to the SGC with a signed and completed DD Form 4 series, the SGC will: a. Confirm the enlistment by reviewing the DD Form 4 series. b. Scan DD Form 4/1 and DD Form 4/2 into the applicant’s DEP/DTP folder in the ERM database. c. Once the enlistment is validated, the SGC will go to the REQUEST “Pending DEP Swear In” for RA or “Pending ENL Confirm” tab for AR and confirm the enlistment. If the wrong applicant is accidentally confirmed: (1) Go to the “DEP Unconfirmed” tab for RA applicants and right click on the incorrect name and then left click on “DEP Unconfirmed” to return it to the “Pending DEP Swear-In” tab. This corrects the error for RA applicants. (2) Go to the “ENL Unconfirmed” tab for AR applicants to return the file to the “Pending ENL Confirm” tab. This will correct the error for AR applicants. d. Complete red-carpet treatment through congratulations, taking the new Soldier’s picture for the RS FS display board; issuing the FS Welcome Kit, FS T-shirt, and FS ID card; and arranging for transportation home through the appropriate RS. G-9. Disposition of enlistment records following enlistment into the DEP/DTP a. All enlistment records will be maintained in the ERM database. b. Documents received after enlistment or accession (high school diploma (HSD), driver’s license, dependent verification, etcetera,) will be scanned into the appropriate folder in the ERM database. c. After DAT and HIV results are received in MIRS, GCRc will place the applicant’s record in a print pending status. The GC will print the applicant’s record and make the appropriate amount of copies required by the MEPS SOP. The applicant’s record will then be taken to the MEPS breakdown section for further processing. Note: All original source documents will be returned to the FS and not maintained at MEPS or the Recruiting Station/Center. G-10. Managing DAT and HIV results When DAT and HIV results are updated through MIRS, the information is passed to GCRc. This will keep the applicant’s record updated. G-11. Additional forms required for applicant processing a. USAREC Form 1241 (see fig G-1)(must be used for DEP-In/DEP/Out). b. USAREC Form 1242 (Army Preprocessing Drug Screening Acknowledgment and Consent) (see fig G-2). c. USAREC Form 1292 (Acknowledgment of Medical Waiver - Enlistment Processing of Applicant Medical Waivers) (see fig G-3) (required for all applicants with a medical waiver). d. USAREC Form 1137 (Future Soldier Pre-Execution Checklist). G-12. Procurement program numbers a. Standard trainer - 16. USAREC Reg 601-96 • 1 September 2012
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b. Alternate trainer - 26. c. DOS advanced individual training (AIT) 09L - 16. d. Army Civilian Acquired Skills Program (ACASP) NPS - 5 plus number of years enlisting. e. Individual Ready Reserve 09L - 00. f. Troop program unit (TPU) 09L - 16. g. Reserve Officers’ Training Corps (ROTC) Simultaneous Membership Program (SMP) - 76. h. Army Medical Department (AMEDD) 09N - 88. i. All PS (including those that require the Basic Combat Training (BCT)) - 92.
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USAREC Reg 601-96 • 1 September 2012
Heart with name (Jeremiah)- left forearm
/signed/
/signed/
/signed/
/signed/
Figure G-1. Sample of a completed USAREC Form 1241 USAREC Reg 601-96 • 1 September 2012
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Figure G-2. Sample of a completed USAREC Form 1242 38
USAREC Reg 601-96 • 1 September 2012
/signed/
17 April 2009
/signed/
17 April 2009
Figure G-2. Sample of a completed USAREC Form 1242 (continued) USAREC Reg 601-96 • 1 September 2012
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Michael, James W.
/signed/
Figure G-3. Sample of a completed USAREC Form 1292 40
USAREC Reg 601-96 • 1 September 2012
17 April 2009
Appendix H Prior Service and Days of Service Processing Procedures (Regular Army) H-1. Purpose This appendix specifically applies to the processing of PS and DOS applicants in addition to the ones identified in appendix G. H-2. General a. PS applicants must meet the enlistment eligibility requirements of AR 601-210, chapter 3, and DOS applicants must meet the requirements of AR 601-210, chapters 2 and 3, and any applicable guidance provided via USAREC messages or other directives from higher headquarters. b. PS and DOS applicants without valid test scores, to include AFQT, must be ASVAB tested. PS and glossary NPS applicants may use their original or prior test scores. Original test scores may be obtained from USMEPCOM PCN 680-3ADP or from Defense Management Data Center using the REDD Report. In cases where the applicant has tested after the original test scores, the most recent scores must be used for enlistment. c. Prior to enlistment into the DS, applicants must have: (1) Valid DAT and HIV results or be retested. (2) Verification of Suitability results in accordance with appendix J or be resubmitted. (3) PS members from the U.S. Marine Corps, Navy, and Air Force Inactive Ready Reserve (IRR) must have releases granted from their respective service representatives prior to entering the DS or when joining the AR. (a) U.S. Marine Corps reserve members must be released from the IRR with the approval of the first general officer in their chain of command. For IRR releases, the DD Form 368 (Request for Conditional Release) (see fig H-1) will be faxed to G1-SAB at (800) 255-5082 or mailed to Commanding General, Marine Corps Reserve Support Command, G1-SAB, 4400 Dauphine Street, New Orleans, LA 70146. (b) U.S. Navy IRR members must be released by the commander of the naval district where the person is assigned or the Chief of Naval Personnel. The DD Form 368 and DD Form 214 may be mailed to the U.S. Navy Reserve Personnel Center, 5722 Integrity Drive, Attn: PERS-4913, Millington, TN 38054. Once a request has been received it takes about a week to process the request or fax the documents to (901) 874-2673, ATTN: HR Assistant. The toll free number to check on a request is (866) 827-5672. The SGC will ensure that the DD Form 4 is forwarded to the U.S. Navy Personnel Center, ATTN: CODE N3, 5722 Integrity Drive, Building 239, Millington, TN 38054, within 24 hours of the FS shipping to training. (c) U.S. Air Force Reserve members must be released by the appropriate authority. 1. Air National Guard members: Director or Deputy Director, Air National Guard. 2. Air Force Reserve members must have their DD Form 368 signed by the Wing Commander of the enlistee’s reserve unit of assignment. 3. Air Force IRR members must fax DD Form 368 to (478) 327-2215 or mailed to: HQ ARPC/DPPS, 6760 East Irvington Place, Denver, CO 80280-1500. (4) Prior approval from HRC EIS if enlistment is pay grade E-5 and above. Note: Refer to AR 601-210, paragraph 3-17b(3) for proper procedures on processing an enlistment in pay grade E5 and above. d. U.S. Army IRR members will have a DD Form 368 completed on their ship date. The ship guidance counselor will forward a hard copy and email a copy of the Soldier’s enlistment orders, a copy of the completed DD Form 4 series and the DD Form 368 to Commander, HRC, 1600 Spearhead Division Avenue, Department 364, AHRC-EPFM, Fort Knox, KY, 40122, email: [email protected], within 72 hours of ship date. H-3. Procedures The enlisting GC will be responsible for determining an applicant’s enlistment MOS. a. PS and DOS applicants whose PMOS is not listed on the PS no-train or NPS no-train annual program MET Report must reenter in their PMOS. The GC will enlist these applicants under primary Option 18 (U.S. Army First Assignment - No Training Enlistment Option), Program 9B. b. PS and DOS applicants whose PMOS is listed on the PS no-train or NPS no-train annual program MET Report are authorized to retrain in a priority MOS as directed by DA via USAREC messages. These applicants will be processed through normal REQUEST reservation procedures (Program 9A or 9B, E-4 and below). USAREC Reg 601-96 • 1 September 2012
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c. All PS and DOS applicants enlisting in the rank of E-5 and above require a grade determinations waiver. If retraining is required, applicants will be enlisted under Program 9A only. The only headquarters authorized to give a follow-on assignment to these Soldiers is HRC. H-4. Procedures unique to RA PS and DOS applicants enlisting into the DS a. No applicants with PS enlisting into the active component (AC) will be enlisted into the DEP/DTP, to include those who have previously enlisted into any reserve component (RC), regardless of remaining military service obligation. These applicants will be placed into the DS. b. Current procedures for enlistment of these applicants will be in accordance with AR 601-210 and this regulation, appendix G, with the exception of the following: (1) Do not execute the DD Form 4 series at the time of the REQUEST reservation. The DD Form 4 series will be executed at the time of enlistment (ship date). All personnel enlisted into the DS will not receive a DD Form 4/3. (2) The MEPS GC will complete the following after the REQUEST reservation is completed: (a) The applicant and MEPS GC will sign the automated enlistment annex. (b) Complete and sign DD Form 2366. (c) Have the applicant sign DD Form 1966/3, block 29c. (d) The MEPS GC will sign DD Form 1966/3, block 31e. (e) Have the applicant sign applicable pages of SF 86. Note: All signatures will be accomplished using the electronic signature pad and DD Form 1966 series for DOS and PS applicants will not be completed until ship day. On the day of ship, the MEPS GC will create the DD Form 1966 series in GCRc from forms and documents, not from the ship DD Form 1966 series. (3) The MEPS GC will not complete the following entries when processing an applicant into the DS: (a) DD Form 1966/1, item 17. (b) DD Form 1966/3, items 32b and 33a-f. (c) All required PS and DOS statements will be printed in the Remarks section of DD Form 1966/4. Note: GCRc will place the appropriate enlistment statement on DD Form 1966/3, block 32a, at the time of enlistment into the AC DS except for those already previously noted. c. The MEPS GC will provide the applicant the following documents at the time of enlistment into the DS. (1) The REQUEST reservation. (2) The automated enlistment annex. (3) A copy of the DD Form 2366. d. Procedures for obtaining the DD Form 368 (see fig H-1) remain in effect and upon completion of processing, a copy of the USAREC OP 4 (see fig H-2), automated enlistment annex, and the DD Form 1966 series will be handcarried to the AR unit by the enlistee. e. The DD Form 4 series will be executed on the date of AC enlistment (ship date) and be provided to the reserve unit along with the DD Form 368 to facilitate appropriate discharge of the enlistee. The enlisting MEPS GC/Bn Ops will mail these documents to the member’s reserve unit on . The completed DD Form 4 series and DD Form 368 will be scanned into the DEP/DTP folder in the ERM database. f. Members of a TPU will not be processed unless the appropriate authority has approved a conditional release (DD Form 368) and a completed USAREC OP 4. g. Members of a TPU will not be processed unless they have completed IADT and been awarded an MOS. Exceptions to this policy will be entertained through the brigade to USAREC, G3, Enlistment Eligibility and Processing Division. (1) Applicants who are in an RC and have not completed IADT require an exception to AR 601-210, paragraph 19, which refers to paragraph 5-21. USAREC, G3, Enlistment Eligibility and Processing Division, will consider requests for 5-21 exceptions. (2) If a 5-21 exception is approved for a USAR applicant, the AR GC will cancel the reserve reservation and scan the REQUEST cancellation printout into the DEP/DTP Admin folder in the ERM database. Forward the enlistment record to the RA GC. (3) The USAREC OP 4, along with the completed DD Form 368, is sufficient authority to cancel the USAR training seat. A second USAREC OP 4 required by USAREC Reg 601-95 is not required for Soldiers processing with a 5-21 exception. h. Enlistment pay grade will be determined in accordance with AR 601-210 and AR 600-20, as well as any other guidance provided from higher headquarters. 42
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h. Enlistment pay grade will be determined in accordance with AR 601-210 and AR 600-20, as well as any other guidance provided from higher headquarters. i. PS and DOS applicants will be informed that their REQUEST reservation constitutes a written agreement with which they are required to comply. j. The DD Form 368 and the USAREC OP 4 will be used for applicants serving in a TPU, either ARNG or AR. The authorized authority or representative must sign the form. If a representative, provide a copy of written authorization for the individual to sign on behalf of the commander and keep on file at the battalion. The unit commander retains full responsibility for the member. When the applicant enlists into the DS and later becomes either an unsatisfactory participant, is processed for unsatisfactory performance, or the Soldier is flagged, the unit commander can withdraw approval of the DD Form 368 and the USAREC OP 4. If this occurs, the member will become a contract loss and would require the necessary waiver in accordance with AR 601-210, chapter 4, prior to enlisting in the DS again. k. Instructions for completion of USAREC OP 4 are as follows: (1) USAREC OP 4 will be from the unit commander to the Rctg Bn concerned. (2) Section I - Personnel Identification: Self-explanatory. (3) Section II - Duty Status Change: Leave blank. (4) Section III - Request for Personnel Action: Applicant will sign and date the appropriate block. (5) Section V - Certification/Approval/Disapproval: For applicants in a reserve unit, the unit commander will annotate the appropriate box and sign. l. Once the approval authority signs the USAREC OP 4, the GC will scan the USAREC OP 4 and DD Form 368 into the applicant’s DEP/DTP Admin folder in the ERM database. m. PS and DOS Soldiers are automatically verified in REQUEST when the GC pulls a reservation. Upon completion of all forms (including all signatures) placing the Soldier in DS, both the enlistment record and the Soldier will be referred to the SGC. The SGC will review the enlistment record for qualifications, completeness, and accuracy. If the SGC determines the Soldier is unqualified and will not join the DS that day, the SGC will go to the “DEP Unconfirmed” tab and right click on the applicant’s name, then left click on “DEP Unconfirmed” to return to the “Pending DEP Swear-In” tab. The SGC will then go to the “Pending DEP Swear-In” tab and right click on the applicant’s name and left click on “Cancel” reservation. The cancellation printout will be scanned into the applicant’s ERM record. Note: All applicant records will be maintained in the ERM database. H-5. Movement of DOS/ PS personnel from place of enlistment When an AIT is not conducted at an Army installation, PS Soldiers will be sent to the nearest Army Reception Battalion listed below: Table H-1 Army Reception Battalion list AIT
Reception BN
Presidio of Monterey, CA Gulfport Naval Station, MS Sheppard, Air Force Base, TX Pensacola Naval Base, FL Eglin AFB, FL Goodfellow AFB, TX Panama City Coastal System Station, FL Naval Ophthalmic Support and Training Activity, VA Naval Amphibious Base (JEBLC-FS), VA
Lwood Lwood Sill Lwood Lwood Lwood Lwood Jackson Jackson
AR Phase II Split Training will report directly to the AIT installation.
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Figure H-1. Sample of a completed DD Form 368 44
USAREC Reg 601-96 • 1 September 2012
Sample - Not for Official Use
Figure H-1. Sample of a completed DD Form 368 (continued) USAREC Reg 601-96 • 1 September 2012
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Figure H-2. Sample of a completed USAREC OP 4 (DA Form 4187) 46
USAREC Reg 601-96 • 1 September 2012
Appendix I Report of Additional Information I-1. General USMEPCOM Form 601-23-E (Report of Additional Information - For use of this form see USMEPCOM Reg 601-23) is used: a. By the MEPS PEI to notify the MEPS GC that an applicant has disclosed additional information that may or may not be disqualifying and to record allegations of a RI or suspected RI. b. By the MEPS GC to notify the MEPS PEI that the additional information has been considered and to give instructions for further processing of the applicant. c. By the MEPS physician to notify the MEPS GC that additional disclosed medical information has or has not affected medical qualifications for enlistment. I-2. Procedures a. The following procedures will be followed when a USMEPCOM Form 601-23-E is received. (1) See USAREC Reg 601-45 for additional processing requirements when an applicant alleges RI. (2) When additionally disclosed information has no medical implications: (a) The applicant will be sent back to the appropriate MEPS GC. (b) The MEPS GC considers the additional information and if necessary the MEPS GC will update the applicant’s record in the ERM database. Then completes and signs the bottom portion of the form. USMEPCOM Form 601-23E is then scanned into the applicant’s DEP/DTP folder in the ERM database. The form and the applicant are then returned to the MEPS interviewer (if processing is to resume). (c) The MEPS interviewer will ensure that any additional disclosed information has, if necessary, been included on the appropriate enlistment documents. (3) When additional disclosed information has medical implications, after MEPS processing, the medical coding activity will forward USMEPCOM Form 601-23-E, record, and applicant to the appropriate MEPS GC. (a) The GC will consider the additional information and will complete and sign the bottom portion of the form. The form is then scanned into the applicant’s DEP/DTP folder in the ERM database. The form and applicant will be returned to the MEPS interviewer (if processing is to resume). (b) The MEPS interviewer will ensure that any additional disclosed information has, if necessary, been included on the appropriate enlistment documents. (4) When additional medical information is disclosed and the MEPS interviewer determines the MEPS physician is not available to interview the applicant: (a) The MEPS interviewer will complete USMEPCOM Form 601-23-E in original and one copy and annotate the form: “MUST SEE MEPS PHYSICIAN BEFORE FURTHER PROCESSING.” The original USMEPCOM Form 60123-E will be included in the applicant’s enlistment record. (b) The applicant will be sent to the appropriate MEPS GC. (c) The MEPS GC must check the “temporarily disqualified” block and sign USMEPCOM Form 601-23-E. The MEPS GC will make arrangements for the applicant’s return for further processing. The REQUEST reservation, if any, must be canceled and the cancellation printout will be scanned into the DEP/DTP folder in the ERM database. Note: In no case will the reservation be held until the applicant is seen by the MEPS physician. (d) The MEPS interviewer will ensure that the MEPS GC has returned the form and record, and advised the MEPS interviewer of further arrangements for the applicant. (e) The medical coding activity will forward USMEPCOM Form 601-23-E, enlistment documents, and applicant to the appropriate MEPS GC. (5) When the MEPS physician has reviewed the USMEPCOM Form 601-23-E and seen the applicant (as may be required) the MEPS GC will act on USMEPCOM Form 601-23-E. If the applicant’s situation has changed, the MEPS GC will check the appropriate block, enter his or her initials by the block, and enter the current date. The MEPS GC will line out the “temporarily disqualified” block. (If the applicant’s situation remains “temporarily disqualified,” the MEPS GC initials and dates that block). The MEPS GC will then forward the applicant, form, and record to the MEPS interviewer. The MEPS GC will not forward the applicant if permanently disqualified, temporarily disqualified, or applicant does not desire to enlist blocks have been checked. (6) The MEPS interviewer will ensure that any additional information has been included on the appropriate enlistUSAREC Reg 601-96 • 1 September 2012
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ment documents. The MEPS interviewer will then place the original USMEPCOM Form 601-23-E in the enlistment record. Note: In the absence of the MEPS physician, the MEPS commander has the authority to act on his or her behalf for some medical issues (for example, drug use). (7) If processing is to continue, the MEPS interviewer will send the applicant to the MEPS control desk along with the enlistment record. (8) If processing is not to continue, the MEPS interviewer will send the record to the control desk for review. (9) The MEPS interviewer will periodically review the medical suspense file to determine whether inquiries with MEPS GCs are necessary. b. Subsequent processing. If an applicant for whom USMEPCOM Form 601-23-E was processed to an unfavorable conclusion, returns to process for the RA or AR, the following procedures apply: (1) The MEPS control desk will identify on USMEPCOM Form 727-E, any applicants who have an unfavorably completed USMEPCOM Form 601-23-E in their record prior to the start of processing. The form will be cleared before processing resumes. If the applicant must first be referred to the MEPS physician, the procedures below must be used: (a) If the applicant’s status changes to qualified, the MEPS GC must clear USMEPCOM Form 601-23-E by lining out the disqualification block, checking the appropriate status block, date, and initial the change. The “N” status must also be cleared on MIRS for processing to continue. (b) The applicant and record will return to the control desk where USMEPCOM Form 601-23-E is reviewed and enlistment documents are checked to ensure all information has been properly entered. The control desk will then refer the applicant to the medical section (if necessary) and PEI. Note: The initial and final USMEPCOM Form 601-23-E will always be scanned into the applicant’s DEP/DTP folder located in the ERM database.
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Applicant admits to additional traffic tickets.
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Figure I-1. Sample of a completed USMEPCOM Form 601-23-E USAREC Reg 601-96 • 1 September 2012
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Appendix J Suitability Procedures (Technical Check and National Agency Check and Local Check) J-1. Purpose This appendix is used to establish policy and procedures for proper suitability submissions (tech check and NACLC) and required actions by GCs and OPs personnel. J-2. General a. Brigade commanders will appoint, by duty memorandum, a brigade level security manager (SM) for their respective brigade. The brigade SM will serve as the primary point of contact for all matters pertaining to the Suitability Program for their subordinate battalions. SMs will be responsible for providing guidance, training, and conducting inspections to their subordinate battalions. Appointee will be an operations NCO assigned to the brigade operations section. b. Battalion and brigade S3s (RA or AR) have responsibilities for suitability management. S3s are charged with ensuring strict compliance with this regulation. They will keep their commander informed regarding all suitabilityrelated issues. c. Each battalion commander will appoint, by duty memorandum, a operations NCO or Civilian and alternate to perform duties as the SM. These individuals will be the points of contact for all matters pertaining to suitability policies and procedures within their sections. SGCs and GCs will still be vital to the suitability process by ensuring that all applicants are fingerprinted and submitted on the day they process at the MEPS for enlistment into the DEP or delayed status. d. Original appointment memorandums will be provided and maintained by the battalion S3 and a copy will be filed in the operations section. In addition, a copy will be provided to the brigade S3. J-3. Primary purpose for submissions Tech check and NACLC submissions are requests for information from the Army to the Office of Personnel Management (OPM) and the FBI. OPM is a Government agency that conducts background investigations (BIs) for all Federal agencies using the following submission methods: a. Tech check: Submitted by USMEPCOM personnel via the electronic live scan fingerprint card device. b. NACLC: Submitted for applicants requiring no clearance. c. NACLC and/or Secret: Submitted for applicants who require Secret security clearances in addition to the tech check. d. Single scope background investigation or TOP SECRET (TS): Submitted for all applicants requiring a TS clearance; submission takes place within 14 days of enlistment into the DEP/DTP by the security technician ST or by one of the Personnel Security Screening Program (PSSP) detachments located at Fort Jackson, SC;or Fort Leonard Wood, MO. J-4. Tech check submissions a. USMEPCOM personnel will submit tech checks via the electronic live scan fingerprint card device. It will be used to determine every applicant’s suitability for enlistment into the Army. b. GCs will mark an “A” on all SFs 86. This copy is needed by USMEPCOM during the PEI. The applicant will be provided this copy of the SF 86 after USMEPCOM has completed the PEI. c. Every applicant who processes for enlistment will be required to have a tech check, regardless of MOS, option, PS, or prior security clearances granted, unless there are previous favorable results within 120 days. All recontracted losses will be resubmitted for a tech check if the results of the last tech check are over 120 days old, regardless of prior favorable results or reason for loss. All applicants who enlist for an MOS that only requires a tech check must remain in the DEP/DTP for at least 7 days. d. GCs are to ensure that all RA and AR DS enlistments have fingerprints captured by USMEPCOM personnel for a tech check submission at the time of entry into the DEP/DTP or DS. USMEPCOM will submit all fingerprints electronically, provided results have not returned within 120 days of the new submission date. e. Tech Check results remain valid for the duration of time spent in DEP/DTP. J-5. Tech check results a. Case Closing Transmittal (CCT) which reads “FBIF - No Record” means that OPM and the FBI were able to 50
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read the fingerprints and the applicant’s fingerprints have returned with no law violations. b. The Rap Sheet” is a notice sent from OPM alerting the submitting agency, the Army, that the “subject” (applicant or FS) has charge(s) tied to their fingerprints. Normally the RAP sheet returns with the CCT as a separate attachment. c. The RAP sheet is indisputably linked to the fingerprints, these are match results. If all of the charges listed on the RAP sheet are listed on the SF 86 at DEP/DTP -in, this constitutes favorable results. If all charges are not listed as above, FSs will be processed in accordance with paragraph J-9a (3). d. A CCT which returns as “FBIF - Unclassifiable” means the FBI was unable to read the fingerprints. SGCs are to ensure that the FS returns to MEPS to be refingerprinted within 5 working days. USMEPCOM will submit the new fingerprints using the original case number. Must notify USMEPCOM that the prints are a resubmission due to previous unclassifiable results. The SM or SGC are to ensure that USMEPCOM places the original case number in the OCA area. If SM or SGC has to use Federal Express or mail to ship a hard copy fingerprint card to the G3, NACLC Office (HQ USAREC, ATTN: RCRO-EEP (NACLC Office), 1307 3rd Avenue, Fort Knox, KY 401212725), indicate that the fingerprint card relates to a resubmission due to unclassifiable results and to also enter the original case number in the OCA area (middle of the card under “Your No”). e. Results will return the MEPCOM public folder in Outlook and the battalion Sharepoint tech check site. J-6. NACLC and/or Secret submissions a. Applicants enlisting into any MOS not requiring an MOS not requiring a TS clearance will have an NACLC submitted and accepted after review by the Army Personnel Security Center of Excellence. b. GCRc will electronically submit all NACLCs to OPM the day of permanent reservation processing at the time of generating DEP in annexes. c. Applicants requiring a Secret clearance will be submitted as an NACLC/Secret. d. GCs will ensure the following is completed: (1) Record must pass all levels of validation at the time of submission. (2) Fingerprints (tech check) must be sent; if not a “PR NAC Info” error is received. This means no fingerprints were sent. If fingerprints are not received by OPM within 30 days, the previous NACLC or NACLC-Secret investigation will be discontinued. Furthermore, previous fingerprint results must be within 120 days of the NACLC submission. (3) PEI and PAI SF 86 must be in the ERM database and reviewed with the applicant for the utmost accuracy. Particular attention to ensure that there are complete addresses and ZIP Codes listed will prevent large numbers of rejections. All forms must also have complete signatures within 90 days. (4) Medical Release of Information must be signed, not printed, and stored in the ERM database. (5) Release of Information must be signed, not printed, and stored in the ERM database. (6) Certification of Applicant must be signed and stored in the ERM database. (7) Signature Release of Credit Check must be signed and stored in the ERM database. (8) An annex is required for all NPS applicants for the submission to occur. e. After submission, GCs will verify proof of acceptance with and review by AIES under the Select a Person screen, JPAS Processing, Messages. A message of “Success-JPAS Status A” is proof of acceptance. Also, in the Process Applicant, 680ADP, under Misc/Support Information, the JPAS block should indicate the investigation type, processing date, and under JPAS Investigation Type, show either an NACLC/Secret or TOP SECRET. f. GCs will run a JPAS Report daily in GCRc to verify the previous day’s submissions. Operations personnel can check on every submission belonging to their respective MEPS by: (1) Entering reports in GCRc. (2) Clicking on the JPAS submission report. (3) Selecting processing date (should be run using 2 working days prior to start date). (4) You will have the choice to display the report on the screen or have the report sent via e-mail. (5) The submission level needed for MOS or assignment will show under the clearance requested block. (6) If the submission was accepted, the date will display in the JPAS clearance accepted block and a statement of acceptance will appear on the DD Form 1966 series. (7) If the submission was rejected as shown on the JPAS status block, the reason will appear under JPAS Processing, Messages in GCRc. Recruiting Stations/Centers are responsible to make error corrections and resubmit NACLC/ Secret clearances. The SA is responsible to oversee the submission of the TS clearance and will assist Recruiting Stations/Centers with corrections. All required corrections are to be made within 10 working days of the error USAREC Reg 601-96 • 1 September 2012
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notification and resubmission is required. (8) The G3, NACLC Office, has assigned an automated security submission assistance team that will assist MEPS GCs in making corrections to the errors returned by JPAS. It is first and foremost the GC shop’s responsibility to make corrections and verify the submission occurred. Corrections are required to be made as soon as they are received. Failure to make corrections will lead to delays in an FS’s ship date. (9) The following submission errors can only be corrected by the G3, NACLC Office, via e-mail: (a) SSN. (b) Date of birth. (c) Place of birth. (d) Name is not consistent with SSN XXX-XX-XXXX. 1. These are caused by the fingerprints being submitted with different information than the request for information. 2. An e-mail to the G3, NACLC Office, will include the error message and the corrected information. For example: Place of birth is not consistent with Don Mattingly, 111-22-3333. Place of birth should be Evansville, IN. (10) The G3, NACLC Office, will then clear the information with OPM and submit the investigation. The G3, NACLC Office, will notify the e-mail sender with the results, either a successful submission or what other errors need to be corrected. g. Non-U.S. citizens are not authorized to enlist in MOSs requiring security clearances h. USAREC Form 1227 (Security Clearance Questionnaire) (see fig J-1) will be used for all applicants who enlist into an MOS listed in DA Pam 611-21 as requiring a Secret security clearance (with the exception of 31B). If DA Pam 611-21 states the clearance level is Confidential, follow the instructions for a Secret clearance submission. The MEPS GC will initiate this form. Applicants are required to answer all questions. All “Yes” answers will be explained in detail. Also, all “Yes” responses will require a review by the assigned SA except for question 10. The SA will make the final determination on eligibility of all applicants requiring a security clearance. The completed USAREC Form 1227 will be scanned into the Core Admin folder in the ERM database. MEPS locations with no dedicated full-time SAs will have “Yes” answers reviewed telephonically by the SA or PSSP detachment that provides satellite coverage to that MEPS. The PSSP detachment commander is the final authority for questions of qualification for a Secret security clearance. Enlistments will not be confirmed until the SA determination has been made. Note: There is no longer a requirement for a ship interview or DEP out 1227 to occur. If the FS is still qualified for their MOS in accordance with DA Pam 611-21, the FS will ship to training or assignment, i. Applicants desiring to enlist into an MOS listed in DA Pam 611-21 as requiring a TS security clearance will be screened by the SA. FSs enlisting into an MOS requiring a TS clearance must have favorable tech check results prior to shipping and proof of their TS clearance submission. The SA or PSSP detachment will be responsible for the successful submission of the clearance within 14 days of entrance into the DEP/DTP. Recruiters will be responsible to correct errors. j. MOS 31B requires Personnel Reliability Program (PRP) screening from the SA. All ETPs for MOS 31B relating to security will be processed by the SA or PSSP detachment for approval. Note: The enlisting GC is required to verify all MOSs for proper security clearance using the REQUEST QUALS file and DA Pam 611-21. Discrepancies between these two references will be addressed to HQ USAREC, G3, Enlistment Eligibility and Processing Division, Policy Branch, for clarification. J-7. Handling of PS and DOS applicants a. All PS and DOS applicants will be submitted for a tech check at the time they enlist into the DS provided the previous results are more than 120 days old. If a PS or DOS applicant requires a level of investigation higher than what they currently hold, fingerprints must be submitted regardless of the date of previous fingerprint results. If a higher level of investigation is required an e-mail notification must be sent to G3, NACLC Office. The G3, NACLC Office, must then notify OPM so that the new required investigation level can be submitted. b. All PS and DOS applicants enlisting Option 18, in an MOS that requires a security clearance, will have proof of their clearance verified by the SA by performing a terminal check with the Central Clearance Facility (CCF) or a JPAS check through one of the detachments or the G3, NACLC Office. Proof of this clearance will be handed to the GC to be scanned into the Security Clearance Verification in the Core Admin folder in the ERM database. The PS and DOS applicants that do not hold the clearance level for that MOS will be processed in the same manner as an NPS enlistment. The SA will process the TS clearance and the GC will process those needing a Secret clearance or NACLC. 52
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J-8. Handling of enlistment records after enlistment For RA or AR: a. The SGC will request a USMEPCOM PCN ZHM003 report from either the MEPS control desk or use the MIRS terminal to verify all fingerprint submissions have been accomplished. A copy of the USMEPCOM PCN ZHM003 will be attached to the USMEPCOM Form 727-E and filed as an end-of-day report. The USMEPCOM PCN ZHM0003 and USMEPCOM Form 727-E will remain on file for 3 years. Once there is a case number assigned, results should return shortly. If after 72 hours of fingerprint submission there is no case number, the SGC must notify USMEPCOM personnel. USMEPCOM will verify that the prints were submitted and accepted at USMEPCOM and then transmitted and accepted at OPM or in the case that they were not, have them committed and submitted at that time. It is imperative that this occurs within 7 days of enlistment/delayed status as the fingerprint submission also affects the investigation submission. All MEPS GCs/OPS personnel must remain up to date on the submission of all fingerprints. Waiting until the ship date will most likely result in the Soldier not being able to ship as scheduled or being a training holdover due to not having a required clearance. b. The SM will review the JPAS Report in GCRc daily to ensure that all required investigations were submitted and accepted. Errors that are reported must be corrected as soon as possible to allow for a resubmission and acceptance to occur. Recruiting Stations/Centers will be contacted to assist swith error corrections and resubmissions. If there are cases where the Soldier does not appear on the JPAS Report, contact the G3, NACLC Office, to rectify the problem. Successful investigation submission is required for all shippers. It is a GC impropriety to ship a Soldier without the appropriate JPAS submission statement. c. The FS’s enlistment records can be accessed in the GCRc ERM database at any time to view or post documents, renegotiate the enlistment, or perform FS separation procedures. J-9. Procedures for applicants identified as a match (RA and AR) a. When a RAP sheet is received, the following will be accomplished for RA FSs: (1) Review for discrepancies between the enlistment record (SF 86) and the RAP sheet to determine if all charges listed on the RAP sheet were listed at DEP/DTP -in. Note: Some charges will not appear on the stored version of the SF 86 if the date or offense level is outside the scope of the investigation. The SM will additionally check the Entrance National Security Questionnaire (ENSQ) screen to ensure the charge(s) were previously revealed. The SM will also check the Diff Report to ensure that items were not entered on the SF 86/ENSQ after the date of the fingerprint submission. If charges were entered after the fingerprints or investigation was submitted, the SM will treat the results as a match or fraud. (2) If all the information on the RAP sheet was revealed and listed in the FS’s record, the FS has favorable results. The SM will also annotate the Remarks section of the DD Form 1966/4 (Name, rank, and date posted) using the Remarks Review section in GCRc. The RAP sheet will be scanned into the ENTNAC RAP Sheets folder located in the Core Admin folder in the ERM database. There is no requirement to update USAREC Form 1054 (Match Log) (see fig J-2) for FSs who return with the same charges as those that were revealed at DEP/DTP -in. (3) For cases where there are discrepancies between the enlistment record, SF 86, and the RAP sheet, the following procedures will be accomplished: (a) The SM will annotate this as a match on the USAREC Form 1054. The SM will notify the battalion S3 officer in charge (OIC) or, NCOIC, the same day the RAP sheet is received to inform them of the match. For accountability purposes the SM will establish a folder in Outlook to store all match notifications and other e-mails regarding match cases. The SM maintains the USAREC Form 1054. SM will not scan the RAP sheet into the ENTNAC RAP Sheets folder until the S3 interview has been completed with the FS. (b) After verification of a match the SM will annotate the USAREC Form 1054. (c) The battalion S3 OIC or NCOIC (SGM or MSG only, if on assignment orders as the S3 NCOIC) is required to contact and interview the FS determined to be a match within 7 calendar days of notification. The interview is to determine if the FS intentionally concealed the information and if there was involvement by any recruiting personnel. If recruiter or MEPS GC impropriety is alleged, the interviewer will report the alleged recruiting impropriety to the battalion executive officer. If the match information is determined to be concealed intentionally and requires a waiver or charges are open, the FS will be discharged in accordance with e below using loss code “FE.” Once the interview is complete the interviewer will notify the company commander and/or 1SG of the results of the interview, whether the FS will be processed for a retain or be discharged and which DD Forms 369 (Police Record Check) and USAREC Forms 1037 (Probation Officer and/or Court Records Report) are needed. The company commander or 1SG will instruct the recruiter or SC which documents to obtain. If the FS is determined to be USAREC Reg 601-96 • 1 September 2012
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unqualified for retention in the DEP/DTP, the battalion will initiate the loss the same day the determination of eligibility is made. The interviewer will prepare an MFR on battalion letterhead detailing the results of the interview and will include, but is not limited to, whether the match was intentional or if there was involvement by recruiting personnel. The memorandum is to be scanned into the Memorandum for ENTNAC Interview folder in the ERM database. If it is found the FS unintentionally concealed the information and the brigade commander believes an extremely meritorious case exists, retention in the DEP may be authorized. See AR 601-210, paragraph 4-2, f, (3). Notify the SM when the interview has been completed so they can scan the RAP sheet into the ENTNAC RAP Sheets folder. (4) FSs who are a match for minor traffic offenses listed in AR 601-210, paragraph 4-8, do not require a Retainin-DEP/DS. If any of the charges are still open, the FS will be discharged in accordance with e below using loss code “FE.” The MEPS GC will list all additional charges in the GCRc record, save, and have the FS re-sign the applicable pages of the SF 86. This action may be completed on the ship date. The battalion S3 will perform a match interview as noted in (c) above. b. AR members found to have concealed law violations over the traffic level must have their enlistments validated. AR members returning as matches prior to shipping to IADT will not ship without approval from the discharge authority. The discharge authority is defined as the office or command that has authority to release a Soldier from the AR as reflected on discharge orders; this is not to be confused with the unit commander’s DD Form 368 authority. Approval from the discharge authority will be in the form of a memorandum stating that they agree to retain and request the Soldier ship to IADT. The unit of assignment will still be contacted as soon as the match returns. Any questions as to who the discharge authority is can be settled at that time by inquiring as to who the authority is from the unit representative. (1) Battalion operations personnel are permitted to initiate and submit the request for retain to the discharge authority. The request to the discharge authority will include but is not limited to the following: (a) Soldier’s name, SSN, and date. (b) Full unit name and address. (c) Charges that were revealed. (d) Charges that were concealed. (e) Name of the commander or designated representative contacted. Note: Prior to this information being sent to the discharge authority, all police and court record checks will be scanned into the appropriate folders in the ERM database to show final disposition. (2) Approval or disapproval of the retain can be in the form of a memorandum from the discharge authority or telephonic notification. Any telephonic notification will be captured on a memorandum by battalion operations S3 personnel. Disposition of the retain will be scanned into the Memorandum ENTNAC Interview folder in the ERM database. (3) PS personnel who enlist into a “nontrain” or “will train” position and subsequently are found to be a match will be processed as follows: The Security Manager will enter appropriate data on the USAREC Form 1054 and inform the battalion operations section and gaining unit. Once again, police and court checks will be scanned into the appropriate folders in the ERM database. It is the gaining unit’s discharge authority whether to retain or discharge the Soldier. If the Soldier is discharged from the AR as a result of concealed charges, the Soldier will incur a 6month wait prior to processing again for the AR or RA. Matches from a 79V recruiter will be annotated on the Match log. SM will notify gaining unit. S3 personnel will interview the MEPS GC to determine if there was MePS GC involvment in the information being concealed. (4) AR members who return with charges that are either open or would have resulted in their being not eligible for a waiver, had the charges been revealed, will have their training reservations canceled. Gaining unit and discharge authority will be notified that these Soldiers do not meet enlistment eligibility and will not be shipping to training. If the previous open law violations have been reconciled, the discharge authority can contact the battalion or MEPS to request another training seat reservation be secured. (5) In all cases the S3 OIC or NCOIC (SGM or MSG if appointed the duty by the battalion commander) must interview the FS or PS direct accession identified as a match within 7 working days, to determine if the information was concealed intentionally and if there was involvement by recruiting personnel. If recruiter or MEPS GC impropriety is alleged, the interviewer will report the alleged RI to the battalion executive officer. (6) Reno approval authority for matches that return just prior to ship date and require more time to process will be HQ USAREC. c. PS applicants who enlist into the DS with concealed information which would require a waiver or return with 54
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open charges will be discharged from the DS. There will be a 6 month wait from the date of the REQUEST reservation cancellation before the submission of any waiver to reenter the RA or AR. If no waiver is required, the 6-month wait still applies for those PS and DOS Soldiers discharged as frauds. d. For AR matches: Since USAREC is no longer the discharge authority for AR FSs, there is no longer a brigade retain requirement for AR matches. Security Manager will annotate USAREC Form 1054 with all AR matches. In all AR match cases the S3 OIC or NCOIC ( SGM or MSG if appointed the duty by the battalion commander) must interview the AR FS or PS accession identified as a match within 7 working days to determine if the information was concealed intentionally. If there was an allegation of a recruiting impropriety, the interviewer will report the RI to the battalion executive officer. Reno approval for matches that return just prior to ship date will be HQ USAREC. e. Any FS who has enlisted fraudulently due to intentionally concealed information will be discharged for fraudulent enlistment and required to wait 6 months from the discharge orders publication date before submitting a waiver for enlistment. FSs who were previously discharged for reasons other than fraud that would have been discharged as a fraud (for example, DAT loss) prior to the RAP sheet returning, will also incur a 6-month waiting period before recontracting. f. Applicants who conceal law violations that are still open will be discharged from the DEP/DTP or DS regardless of the level of offense and will be discharged as a fraudulent enlistment and require a 6-month wait from discharge orders publication date to recontract. g. Applicants may enlist into the DEP/DTP using previous favorable or match results that are not more than 120 days old. As part of this enlistment the S3 OIC or NCOIC will interview the applicant and specifically ask if the applicant has had any law violations since the date of the last RAP sheet. This will be annotated on an interview memorandum and scanned into the Memorandum for ENTNAC Interview folder in the ERM database. If the tech check or RAP sheet is from another service or is otherwise unavailable, the MEPS GC may e-mail a request for RAP sheet to the G3, NACLC Office, prior to enlistment. The G3, NACLC Office, will send the requesting MEPS the RAP sheet via e-mail or fax when received. h. A previous investigation can trigger a match on the USMEPCOM PCN 680-3ADP. If tech check results are “No Record,” applicant is cleared to ship. If there are questions please contact the G3, NACLC Office, for assistance. J-10. Concealed information Concealed information will be handled in accordance with AR 601-210. J-11. Posting of tech check and NACLC results to enlistment record a. Results received will be scanned into the ENTNAC RAP Sheet folder in ERM, results will be posted within 7 days of DEP/DTP status or after Match procedures have been followed. (1) The SM will scan all the tech check results into the FS’s record and store in the Core Admin folder titled ENTNAC RAP Sheet Folder. Results will be part of the ship record. USAREC Form 1227 (Secret only) will be scanned into the ERM database at enlistment. (2) When an FS is a match and the charges on the RAP sheet have been identified in the enlistment record, the SM will enter “Favorable Suitability Results,” date posted, and the SM’s rank and name using the Remarks Review menu in GCRc. This is only a requirement for those FSs who return with a RAP sheet. b. For AR: On ship day the MEPS GC will print a new DD Form 1966 series, Remarks section, with the Favorable Results statement and date, along with a copy of the verification of favorable tech check results or the USMEPCOM PCN 680-3ADP (MIRS), and place in the applicant’s record. J-12. Procedures for shipping FSs without favorable tech check results and/or RAP sheets a. No FS will be shipped without favorable tech check results. Enlistees will be renegotiated if tech check results are not received by their scheduled ship date. Fingerprint results are required by OPM to conduct an NACLC or security clearance investigation. Prior to renegotiation the SGC will exhaust all means possible to ensure that tech check results do not exist. Enlistees that become a match while in the DEP/DTP with no charges listed on their enlistment record will not be shipped until a RAP sheet has been received. If CCT return as “Record” and there is no accompanying RAP sheet, send an e-mail to the G3, NACLC Office, with the name and SSN and indicate that you want to request a RAP sheet. The G3, NACLC Office, will retrieve the RAP sheet from OPM usually within 48 hours. Enlistees that become a match and have charges above traffic level listed on their enlistment record, but there is no accompanying RAP sheet, can be interviewed by the battalion S3 and can ship with a control number from HQ USAREC, G3, Enlistment Eligibility and Processing Division, Policy Branch. The G3, NACLC Office, will USAREC Reg 601-96 • 1 September 2012
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notify the MEPS and battalion of the issue code and seriousness. If the issue code given coincides with what has been revealed, perform an S3 or battalion executive officer interview that testifies to the fact that the applicant either has no other charges than what is listed on the SF 86 and they are confident that the applicant is not concealing any information. (1) Issue codes are as follows: (a) 1 - Intoxicants. (b) 2 - Drug use. (c) 3 - Financial responsibility. (d) 4 - Moral conduct. (e) 5 - Honest. (f) 6 - Violent behavior. (g) 7 - Employment. (h) 8 - Firearms or weapons. (i) 9 - Miscellaneous. (j) 10 - Statutory debarment. (k) 11 - Loyalty and security. (l) 12 - Qualifications. (m) 13 - Associates. (n) 14 - Relatives. (2) Issue seriousness codes are: (a) A - Issues are minor and the conduct or issue, standing alone, would not be disqualifying. (b) B - Issues are moderate and the conduct or issue, standing alone, would probably not be disqualifying. (c) C - Issues alone are substantial and the conduct or issue, standing alone, would be disqualifying. (d) D - Issues are major and the conduct or issue, standing alone, would be disqualifying. (e) E - Issues are other matters, such as qualifications, medical issues, or inconclusive results, that may affect your determination. b. The results of the interview must be on battalion letterhead with all violations listed and scanned into the Core Admin folder under Memorandum ENTNAC Interview. The interview must include, but is not limited to the following questions: (1) Have you ever been questioned by police, probation officer, or court official (adult or juvenile)? (2) Have you ever been arrested and/or fingerprinted for any reason (adult or juvenile)? (3) Have you ever been told to say “no” to being questioned by police, being arrested, being issued a ticket, or ever been fingerprinted (adult or juvenile) by any law enforcement personnel? (4) Have you ever been told to say “no” to having charges after you completed a diversion program, charges were expunged, removed, wiped off record, or resulted in no charges filed? (5) Have you ever been on probation, either supervised or unsupervised, or court probation (adult or juvenile)? (6) Did anyone tell you or coach you on how to respond to my questions? (7) Do you understand that any charge that is uncovered that was not previously disclosed will result in your fraudulent discharge? (8) Is there anything you feel you want or need to add to your record? c. The interview results must be part of the exception and must include all the charges listed by the FS and the who, what, why, where, and when details of the charges. d. The MEPS GC SM will notify training base liaisons and/or ship locations immediately if there were additional charges not previously revealed that return on the actual RAP sheet. J-13. Reports, records, and files Battalions will maintain USAREC Form 1054. The log will be cut off at the end of each fiscal year, and then filed. Battalions will maintain the USAREC Form 1054 for 36 months.
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Figure J-1. Sample of a completed USAREC Form 1227 USAREC Reg 601-96 • 1 September 2012
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/signed/
Figure J-1. Sample of a completed USAREC Form 1227 (continued) 58
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USAREC Reg 601-96 • 1 September 2012 59 Figure J-2. Sample of a completed USAREC Form 1054 USAREC Reg 601-96 • 1 September 2012
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Appendix K Security Interview K-1. Purpose GCs and SAs are the last line of defense to ensure all enlistments are legal and all enlistment information is true and accurate. This appendix establishes policies and details procedures for the processing of applicants for possible selection to sensitive positions and MOSs. It further establishes procedures to preclude the enlistment of disqualified applicants. K-2. Procedures a. The MEPS GC will initiate USAREC Form 1227 on all applicants enlisting for an MOS, option, or location that requires a Secret clearance. If an applicant answers yes to one or more of the questions (except question 10), the SA will review the applicant’s PAI and/or PEI SF 86 provided by the MEPS GC. The SA will check the forms for completeness and accuracy. If the applicant is found acceptable, the SA will sign USAREC Form 1227. The USAREC Form 1227 screening conducted by the SA is to determine the applicant’s eligibility to obtain a Secret security clearance. If the applicant is determined qualified, this does not override specific MOS qualifications. In cases where a USAREC Form 1227 interview is requested and the MOS is not known, the SA will conduct the interview for the clearance only. The MEPS GC or SGC will determine if the applicant is qualified for the MOS. b. Applicants enlisting for an MOS or enlistment option requiring a TS clearance, or PRP will be interviewed by the assigned SA, either in person or via telephone by the SA that is covering that MEPS. Based on information gathered during the security interview, the USAREC SA has the authority to obtain from the CCF, the adjudication required to accept or reject applicants on these critical security MOSs or options. If the applicant is found acceptable for MOS or option, the USAREC SA will complete necessary security paperwork. c. The SA will make minor corrections of any erroneous entries, missing information, or any other corrections required to the enlistment documents in ENSQ. The SA will inform the SGC that corrections have been made to the PEI SF 86 as this could affect enlistment eligibility. In cases where correction to the applicant’s record will be time consuming, processing will be discontinued until the recruiter has made required updates. The SA will not approve any further processing until a corrected copy has been obtained from GCRc. The updated copy will be reviewed and approved by the SA. Note: The USAREC SA will not perform MEPS GC functions or prepare enlistment paperwork. d. In the absence of the USAREC SA, the SGC will perform the prescreening procedures described herein, and through coordination with a supporting USAREC SA, ensure each DEP/DTP enlistee who requires security screening at the TS or PRP level and all 1227 interviews with Yes answers (with the exception of question 10) speaks telephonically with the supporting USAREC SA at the time of entry into the DEP/DTP. The supporting SA will be notified to review the applicant’s record in GCRc. All supporting forms and documents required to complete the security packet will be scanned into the ERM database for review. Once the supporting SA reviews the SF 86 and finds out that there are no errors present, they will approve the applicant for the clearance and submit the TS clearance in accordance with the instructions in paragraph K-3. K-3. TS security screening processing a. Applicants who enlist for an MOS, option, or assignment that requires security processing (see paras J-6g and h) will be processed as follows: Permanent reservations will not be confirmed if SA aaproval is required. Do not generate DEP-In annexes if SA review is pending. (1) SAs will review the PAI and/or PEI (SF 86), certification PAI and/or PEI (SF 86) GCRc, physical, and REQUEST reservation (if available). GC shops with access to a USAREC SA will refer applicants to him or her. SA s will ensure all documents are signed and printed on the current processing day and all entries are correct. (2) GC shops without an onsite USAREC SA will use the following procedures: The SGC will contact the supporting SA for him or her to review the record in GCRc and to speak to the applicant telephonically. The USAREC SA will make a determination of acceptability or nonacceptability. If necessary, they will contact their detachment accessions suitability for assistance. In extreme cases, the SA will contact CCF. When calling the CCF, the MOS and ship date are required, if the reservation has not been secured. The SA will ascertain from the GC as to what the MOS is and the projected ship date. Paragraph K-9 depicts the coverage provided to MEPS without an assigned SA or for coverage on days where their SA is not present for duty. It is the assigned SA’s responsibility to notify in advance 60
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the battalion operations or SGC. (3) SAs will scan results of interview and any supporting documents into the ERM database under Core Admin, Security Technician folder as it is completed If the results are unable to be scanned in the day of enlistment, at a minimum the SA will enter comments into the free form remarks block as to if the applicant passed or failed the security screening. b. PS enlistments (MOS-qualified Secret and TS). The USAREC SA will conduct the interview and terminal check, and CCF will adjudicate only. As a reminder, this action will not change any previous instructions. c. Screening conducted by the SA is to determine the applicant’s eligibility to obtain a security clearance. If the applicant is determined “qualified” this does not override specific MOS qualifications such as law violations. Certain military intelligence career fields dictate that applicants cannot receive a charge over the minor nontraffic level. If the SA qualifies these individuals, the GC must still obtain an ETP or approval from the military intelligence proponent for the MOS via the workflow to USAREC, G3, Policy Branch. The SA with assistance from the detachment commander, HQDA, and CCF are making the clearance determination only. d. The FS will be provided a copy of the finalized SF 86. e. The SA will submit the TS clearance using GCRc under JPAS processing to submit the investigation request no earlier than DEP/DTP plus 1 day and not later than 14 days of the applicant entering the DEP/DTP. The SA will be responsible for the acceptance of the investigation in GCRc with assistance from the recruiting station if errors return from AIES. If there is information that is required for the completion of the SF 86 that does not relate to clearance eligibility, such as references, addresses, etcetera, the SA will arrange with the FS for a date, time, and method to gather the information necessary for the submission. The SA should also notify the recruiter and RS of credit that further information is required by XX date so the submission can occur. f. FSs who require additional testing or medical screening such as the Defense Language Aptitude Battery (DLAB), or any additional requirement related to the MOS qualifications will not be submitted for a TS clearance until any and all results have returned and the FS maintains their MOS eligibility either with a passing score or approved ETP. This normally will occur within the 14 day window but there could be circumstances that dictate a delay in submission. SA’s will contact their PSSP Accessions Suitability Administrator for instructions if the delay in submission is going to be 30 or more days. K-4. PRP screening Applicants who enlist for an MOS, option, or assignment that requires a PRP screening will be processed as follows: a. GCs with access to a USAREC SA will refer the applicant to him or her. SAs will ensure all documents are signed and printed on the current processing day and all entries are correct. SAs will then screen SF 86 and physical and determine eligibility to continue to process for MOSs that require PRP screening. b. GC shops without an on-site USAREC SA will adhere to the following procedures: (1) After ensuring that the SF 86 has been saved in the ERM database, contact the supporting USAREC SA for an interview. The SA will review the SF 86 in the ERM database and perform a telephonic interview. (2) The SA will inform the SGC and/or GC with the results of the interview and scan in the interview form with the approval or disapproval. c. If during DEP-out procedures, the GC determines that the FS is no longer qualified for the MOS in accordance with DA Pam 611-21, the GC will renegotiate the contract or the enlistee will be separated from the DEP/DTP. The USAREC SA will be notified of the action taken. d. If approved, GCs will be responsible to submit the clearance via GCRc until an acceptance returns. K-5. Ship procedures No requirement for SA to interview any shipper. If GC/SGC determines that the FS remains qualified for the MOS in accordance with DA Pam 611-21, the FS will ship as scheduled. K-6. Additional procedures for AR enlistment The USAREC SA will screen applicants for enlistment into the AR that require a security clearance. The USAREC SA will initiate a request for BI or special background investigation (SBI) in the same manner as RA applicants with the following exceptions: a. Standard training option. The USAREC SA will conduct an initial interview on the day the applicant contracts into the AR. If CCF, SA, or the PSSP detachment determines the applicant is not eligible for clearance, he or she will USAREC Reg 601-96 • 1 September 2012
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be returned to the SGC for disposition and must choose another MOS. b. USAREC SAs will ensure all Phase II shippers have a clearance submitted and either in progress or finalized prior to the Phase II ship date. If the Phase II shipper has a final clearance or the investigation is still in progress the Phase II shipper can ship as scheduled, no further interview required. If the SA has an indication that the Phase II shipper has been denied a final clearance, they must notify the SGC. The unit of assignment will be contacted by the SGC or battalion operations for shipping instructions. If the Soldier is in due process the unit will have to approve the shipment to training. If due process has been completed and the result is that no clearance can be granted, the unit of assignment would have to request a different MOS through the U.S. Army Reserve Command (USARC), G1. c. PS applicants. All PS applicants requiring a TS clearance, the USAREC SA will conduct the security interview and CCF will adjudicate. As a reminder, this action will not change any previous instructions given. If the applicant requires MOS training, the USAREC SA will conduct an interview and submit clearance request if qualified. K-7. MOSs and options requiring SBI, SCI, BI and Secret and TS clearances GCs and SAs will query DA Pam 611-21 (HRC Smartbook) to determine if the MOS or option the applicant is enlisting for requires an SBI, SCI, BI or Secret or TS clearance. All applicants requiring one of the above clearances will follow the procedures outlined in paragraph K-3. K-8. Responsibilities a. G3, Accessions Suitability Branch, will: (1) Have overall responsibility for the USAREC SA and PSSP detachments. (2) Provide SA coverage for MEPS that do not have an assigned SA or in cases where the assigned SA is not present for duty. The list of MEPS that have satellite coverage and where the SGC or GC is to contact for assistance is located in paragraph K-9. b. G3, Chief of Enlistment Eligibility and Processing Division and Accessions Suitability Branch will: (1) Have operational and administrative control of the USAREC SA and PSSP detachments. (2) Provide noncommissioned officer evaluation reports and/or civilian counseling. (3) Conduct staff visits to each SA and PSSP location. (4) Consolidate monthly interview reports by location. c. Battalions responsible for MEPS’ will designate their assigned information management specialists to ensure logistical, computer, and software support is provided to the below PSSP detachments and SA locations as needed. Support to these locations is critical as they are only one deep at all locations. (1) Fort Jackson PSSP Detachment - Columbia Recruiting Battalion. (2) Fort Leonard Wood PSSP Detachment - Kansas City Recruiting Battalion. (3) SA locations - SAs are assigned to local battalions and therefore are provided logistical, administrative, and technical support by the battalion. K-9. Interview coverage a. MEPS without an SA will be covered on security interviews by the following: (1) Albany -.Springfield MEPS SA (2) Buffalo - Syracuse MEPS SA. (3) Beckley -. Knoxville MEPS SA (4) Portland,. Boston MEPS SA (5) Jackson - Raleigh MEPS SA (6) Shreveport-Indianapolis MEPS SA (7) Omaha - Fort Leonard Wood PSSP Detachment. (8) Europe Detachment - Springfield MEPS SA. (9) Anchorage - Seattle MEPS SA. (10) Guam, Japan, and Korea - Portland MEPS SA. (11) Fargo - Fort Leonard Wood PSSP Detachment. (12) Sioux Falls - Fort Leonard Wood PSSP Detachment. (13) Albuquerque - Fort Leonard Wood PSSP Detachment. (14) Amarillo - Fort Leonard Wood PSSP Detachment. (15) Boise - Fort Leonard Wood PSSP Detachment. 62
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(16) Butte - Fort Leonard Wood PSSP Detachment. (17) Spokane - Fort Leonard Wood PSSP Detachment. (18) El Paso - Fort Leonard Wood PSSP Detachment. b. The following MEPS are assigned to the PSSP detachments designated below for operational instruction and to provide interview support in case the SA assigned is not present for duty. (1) Fort Jackson PSSP Detachment will be responsible for: (a) Syracuse MEPS (b) Jacksonville MEPS (c) Fort Dix MEPS (d) Nashville MEPS (e) Louisville MEPS (f) Memphis MEPS (g) Springfield MEPS (h) Richmond MEPS (i) Knoxville MEPS (j) Charlotte MEPS (k) Boston MEPS (l) Baltimore MEPS (m) New York City MEPS (n) Tampa MEPS (o) San Juan MEPS (p) Columbus MEPS (q) Indianapolis MEPS (r) Atlanta MEPS (s) Harrisburg MEPS (t) Fort Jackson MEPS (u) Cleveland MEPS (v) Pittsburgh MEPS (w) Montgomery MEPS (x) Raleigh MEPS (y) Miami MEPS (z) New Orleans MEPS (2) Fort Leonard Wood PSSP Detachment will be responsible for: (a) San Antonio MEPS (b) Des Moines MEPS (c) Detroit MEPS (d) Los Angeles MEPS (e) Kansas City MEPS (f) Milwaukee MEPS (g) Chicago MEPS (h) San Diego MEPS (i) Sacramento MEPS (j) Seattle MEPS (k) Minneapolis MEPS (l) Portland, OR MEPS (m) Oklahoma City MEPS (n) San Jose MEPS (o) Phoenix MEPS (p) Salt Lake City MEPS (q) Denver MEPS (r) Lansing MEPS (s) Dallas MEPS (t) St. Louis MEPS USAREC Reg 601-96 • 1 September 2012
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(u) Little Rock MEPS (v) Honolulu MEPS (w) Houston MEPS (x) Omaha MEPS
Appendix L Change in Active Duty Date and DEP/DTP Renegotiation L-1. Policy This appendix establishes policies and procedures for MEPS GCs to apply in the extension, pull-forward, and renegotiation of DEP/DTP contracts. L-2. General Provisions for DEP/DTP extensions, pull-forwards, and renegotiations exist as a management tool to allow flexibility in responding to temporary disqualifications for enlistment, disqualifications for options, requests for extension or discharge from DEP/DTP enlistees, no-shows, requests for early ship, and other reasons authorized by appropriate authority. Extensions, pull-forwards, and renegotiations involve substantive changes to the enlistment contract. To avoid invalidating the contract, such action must be handled with close attention to detail. Under normal circumstances FSs are authorized to serve in the DEP/DTP no more than 365 days. Exceptions for this policy will be entertained through the brigade to HQ USAREC, G3, Enlistment Eligibility and Processing Division, Policy Branch, via GCRc. L-3. Procedures a. Extensions. The automated enlistment annex will serve as DEP/DTP orders for all NPS applicants. Therefore, the enlistment annex must document all periods of DEP/DTP service. The following actions must be completed for an extension. Note: Change of DEP/DTP -out date for Special Training Program members requires exception through the brigade operations to HQ USAREC, G3, ROC. If the exception is disapproved, the individual will require renegotiation. (1) UF 1035 (Request to Change Enlistment Option) will be completed by the company commander or 1SG when it is determined that a renegotiation is necessary. The company commander or 1SG will forward the signed UF 1035 to the battalion operations section. (2) Once the operations section receives the completed UF 1035, they will scan it into the DEP Admin folder in the ERM database. (3) The operations NCO will go into the Workflow menu in GCRc and initiate RENO. (4) The operations NCO will initiate RENO. This will start a RENO workflow, sending the RENO request to the Command Group’s GCRc inbox. (5) If the RENO can be approved at the battalion level (see latest RENO message for guidance): (a) The Command Group will select “Approve” or “Disapprove” and the approved or disapproved RENO will then be sent to the operations NCO and the GC’s GCRc inbox. (b) If the RENO is required to go to a higher level of command for approval, the commander will select “Forward” and GCRc will forward the RENO request to the appropriate brigade operations for approval, disapproval, or forward to HQ USAREC. (c) Once the RENO request is approved or disapproved, the request will automatically be sent back to the operations NCO’s and SGC’s GCRc inbox. (6) Extensions requiring changes to enlistment programs and/or options will require the same actions as directed above except that the GC will prepare a new automated enlistment annex. (a) GCs will renegotiate the FS, using the RENO Reservation screen to obtain a new reservation. GCs will select a new MOS or ship date, enter the proper cancellation code, and then complete the reservation. (b) Prepare a new automated enlistment annex. It will be annotated as annex A (for NPS, DOS, and PS). The GC and FS will sign the new annex and item 3 will reflect the new enlistment reservation. b. Renegotiations of FS contracts require completion of USAREC Form 1035 by the applicant and approval by the appropriate authority. The form will be submitted in the same manner as described in a(5)(a) through (c) 64
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above. Renegotiations at the direction of HQ USAREC do not require a USAREC Form 1035. In these cases, a copy of the REQUEST or e-mail message requiring the renegotiation will accompany the cancellation report and the old annex A. GCs will follow the instructions found in a (2) above. c. FSs renegotiating and wanting incentives must choose incentives that were offered at time of original enlistment. This will require GCs to use an older incentive message. d. Pull-forwards. A pull-forward requires proper reno both RA/AR DEP/DTP FS who for hardship reasons, requests an earlier AD date than originally scheduled. (1) Enlistee will sign USAREC Form 1035. The appropriate authority must approve these requests. (See latest RENO message for guidance). (2) Follow procedures in a(2) above. (3) An early ship, not at the specific request of the DEP/DTP enlistee is prohibited, unless at the direction of USAREC. Note: For all renegotiations the FS must be present at the MEPS in order to sign the new automated enlistment annex using the electronic signature pad (no exceptions). e. If an FS who is in the DS (PS or DOS) must be renegotiated or extended, recruiting personnel will use USAREC Form 1035 by lining through the portions which refer to the Army’s DEP/DTP. Enter the words “Regular Army Delay Status” in the lined out areas. f. The GC and applicant will sign the new automated enlistment annex and make distribution as outlined below: (1) Individual - one copy. (2) Unit - one copy. L-4. DEP/DTP Renegotiation Approval Authority HQ, USAREC is the approval authority for the following reno requests: a. Two time reno (regardless of reason). b. Extension beyond 365 days in DEP. c. All ship day renos regardless of reason. d. A reno for any reason within 15 days from ship date. e. Medical - Temporarily Medically Disqualified (TMR) and Reevaluation Believed Justified (RBJ) for more than 180 days. (1) The brigade commander is the approval authority for the following reno requests other than ship day renos: (a) Matches - Individual must have an approved retain from the brigade commander to reno. If an individual’s retain is still pending, reno is not authorized, unless the RAP sheet has returned within 5 days of ship date. (b) Change MOS/Option within 1 to 15 days from ship date, unless shipping same Recruit Ship Month (RSM) for an MOS available on REQUEST. (c) Family/Personal issues within 1 to 15 days from ship date. (d) Extension in DEP (no change in MOS/Option) within 1 to 15 days from ship date. (e) Physical Fitness Assessment (PFA) failures. Two time reno is not authorized for a PFA failure if the first reno was also due to PFA failure. Note: Exceptions to ship 1X PFA failure may be granted by brigade commander. ( f ) Medical - Temporarily Medically Disqualified (TMR) and RBJ for 90-180 days more. (g) Disqualified for MOS/Option within 1 to 15 days from ship date. (2) The battalion commander is the approval authority for the following reno requests other than ship day RENOs: (a) Medical - TMR and RBJ for less than 90 days (does not include overweight or underweight TMR). (b) Disqualified for MOS/Option 16 or more days prior to ship date. (c) Moral - Individual received a charge while in DEP and a final disposition is not received by the original ship date (includes whether a waiver is required or not). 1 Authorized reno for Minor Non-Traffic charge. 2 Authorized reno for a Misdemeanor charge if final disposition can be reached within thirty days. 3 Reno not authorized for a Serious Criminal Misconduct charge. d. Family/Personal issues within 16 or more days prior to ship date. e. Change MOS/Option within 16 or more days from ship date. f. Change MOS/Option regardless of number of days from ship date as long as individual ships the same day for an MOS/Option available on REQUEST. USAREC Reg 601-96 • 1 September 2012
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g. Extension in DEP (no change in MOS/Option) within 16 or more days from ship date. (3) An approved workflow from this HQ is required for renos above the brigade level. This includes reno’s that HQ USAREC obtains from HQ DA (G-1). All levels of the Command are reminded that direct contact with HQ DA is not authorized. Any exception/reno granted by HQ DA not forwarded through this office for approval is invalid. (4) Reno workflow identification numbers will be automatically entered on page 4 of the DD Form 1966 by GCR. The reno information will include the control number (if applicable), the issuing office, the date, and the reason for the reno. The SGC is responsible for verifying that all control numbers are valid prior to the individual shipping. (5) In an effort to provide efficient and expeditious service to the field force, the following applies for submission of reno requests: (a) All requests will be sent via GCRC. (GCRc) with supporting documents attached from battalion operations, through brigade operations for disposition. Brigade operations will review requests, determine the appropriate approval authority, and forward requests to the appropriate office with their recommendation for approval. Disapprovals will stop at the brigade level. (b) Renos will not be approved based on the fact that “it was not the FS’s fault”. L-5. Authorized RENO codes a. CO - Changed option (incentive, assignment, or ship date). b. ED - Continuing education (education program prevents from shipping on the original ship date). c. EE - Erroneous enlistment (used for GC error (that is, incorrect build in REQUEST)). d. EN - ENTNAC pending or failure (tech check results not received). e. FG - Failed to graduate high school (if applicant has a reasonable chance to complete high school by attending a summer session). f. HP - Hardship (personal) (validated personal problem). g. PF - Failed physical fitness assessment (PFA): FS must pass PFA prior to ship. h. TM - Temporary medical disqualification (temporary medical condition that disqualifies applicant for a specified period of time). Must have documentation showing (RBJ). i. WS - Weight standards (failure to meet weight standards in accordance with AR 40-501 or AR 600-9).
Appendix M Active Component, Delayed Status, and Reserve Component Separations M-1. Purpose This appendix outlines procedures for processing Active Component, DS, and Reserve Component Separations after the Oath of Enlistment. M-2. General Separations fall into three categories: a. A result of a request from a member of the DEP/DTP or Delayed Status (DS). b. Discovery of an erroneous or fraudulent enlistment. c. Medical disqualifications. M-3. Routing of Separation Requests a. Requests for separation from the DEP/DTP/DS will be approved for valid reasons identified in AR601-210 and AR 135-178. Reasons for granting FS separations and approving authorities are provided at table M-2. b. It may appear that the FS was erroneously or fraudulently enlisted because of a charge existing before DEP/ DTP/DS enlistment (no waiver required). Conduct an interview, by a commissioned officer or senior NCO, master sergeant or above, within 72 hours of notification from source(s) into the circumstances surrounding enlistment to determine whether a recruiting impropriety has taken place. The interviewer will ask the applicant if he/she informed any recruiting personnel about any disqualifying factors. If the results of the interview reveal that an allegation of impropriety or misconduct occurred, the allegation will be reported to the battalion executive officer. c. Members of the recruiting force must respond positively to any inquiry from FSs concerning separations from the 66
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DEP/DTP/DS. Under no circumstances will any member of this command threaten, coerce, manipulate, or intimidate FSs, nor may they obstruct separation requests. (1) When local recruiting personnel receive such an inquiry, they must first counsel the FS and try to restore their commitment to the Army. If counseling fails, the recruiter must advise the FS of the provisions governing separation and help them prepare a written request (USAREC Form 986) to be sent to the battalion commander (see fig M-2). (2) The request for separation can go forward even if the reason for the request does not fall within a specific category, such as hardship, dependency, apathy, or personal reasons. The request must be sent to the battalion commander not later than 14 days after the FS made their wishes known to the recruiter. (3) The request for separation must bear the signature of the FS who initiated the request. The request should include complete justification and supporting documents as required by AR 135-178 and AR 601-210. If the FS insists on separating, his/her REQUEST reservation will be cancelled. Every effort must be made to assure the training seat is canceled prior to the FSs accession date. d. Battalion commanders may approve requests within their authority and publish appropriate separation orders. Submit FS separation documents to the MEPS within 30 calendar days of cancellation. Within 7 days of submission to MEPS, verify that the records were removed from MIRS by obtaining updated USMEPCOM 680-3ADP verifying the discharge data is correct and scan the USMEPCOM 680-ADP into ERM. If errors are discovered report to MEPS for correction. M-4. Procedures a. FSs being processed for separation will be as follows: (1) FS will sign USAREC Form 986 (Separation Request). If no show, USAREC Form 986 will be completed by the company commander without the FSs signature. USAREC Form 986 is not required for an FS who is medically disqualified by the MEPS physician. Recruiting personnel should make reasonable efforts to have the FS sign USAREC Form 986. However, if the FS is not available or refuses to sign, write this information in the Remarks section of the form. All requests for void enlistments will be submitted to the battalion waiver analyst as soon as possible and discharge orders must be published within 14 days of REQUEST cancellation. For medically disqualified individuals, the MEPS physician must annotate the DD Form 2808 or DD Form 2807-1 with the disqualification. FSs with medical problems who cannot come to the MEPS must have a USAREC Form 986 accompanied by medical documentation from the FS’s private physician. This documentation will be sent to the MEPS physician for determination. If the MEPS doctor disqualifies the applicant, the loss may be taken as medical. (2) The GC or battalion operations NCO/Civilian (V7 qualified) will cancel the REQUEST reservation the same day as the USAREC Form 986 is received at the GC/Operations shop or the same day they become medically disqualified. (3) All separation information (USAREC Form 986, medical records, etcetera,) must be scanned into the DEP Admin folder in the ERM database. (4) The REQUEST cancellation printout must be scanned into the DEP Admin folder. b. For applicants who enlisted into the RA DS and fail to enter the RA on scheduled AD date, the procedures are as follows: (1) Separation orders will not be published for these members. USAREC Form 986 will be completed and REQUEST reservation will be canceled the same day the request is received by the GC shop. (2) USAREC OP 4 will be printed and section V, Certification/Approved/Disapproval, will be changed on red ink as follows: (a) Line through “is approved”. (b) Place an “X” in block “is disapproved”. (c) GC will initial and enter date reservation was canceled next to “is disapproved” and forward the packet to the battalion operations for distribution. (3) The USAREC OP 4, REQUEST cancellation printout and USAREC Form 986 for applicants in the RA DS will be scanned into the DEP Admin folder in the ERM database. Additionally a copy will go to the following: (a) Individual - One set. (b) Unit - One set (applies to members of an RC serving in a unit; TPU, ARNG, AR, and other service unit members). (4) For members of the Individual Ready Reserve, Inactive National Guard, or other service (nonunit members), and those with no military service obligation, distribution will be as outlined in (2) above, less unit. Battalion will retain originals for these members. USAREC Reg 601-96 • 1 September 2012
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(5) For reasons of death, do not make any changes to USAREC OP 4. Explanation on USAREC Form 986 will be sufficient. In Remarks section, enter “member deceased.” (6) For members whose HIV results are returned positive, USAREC Form 986 will reflect “medical” only in Remarks. USAREC OP 4 will be changed as stated in (2) above for distribution. (7) The battalion S3 will record all separations on USAREC Form 863, Future Soldier Separation Log as they occur monthly. Instructions for completing the form are at (fig M-1). The S3 will use this form to track and analyze trends in the FS separations. Note: All documents pertaining to any type of cancellation, RA, AR, or DS members will be scanned into those individuals’ folders in the ERM database. M-5. Procedures for separation from the RA after the Oath of Enlistment a. Separation from the AC as a result of the discovery of a disqualification after the Oath of Enlistment, but prior to shipment, FS will not be sent to a RECBN, but will be separated locally. Although the MEPS GC’s responsibilities in this regard are limited to notifying the MEPS of such disqualifications, the MEPS GC must be knowledgeable of the separation process. b. An RA FS found to be disqualified after having received the final swear-in Oath of Enlistment for shipment to BCT, but prior to shipment to the RECBN, will be reported to MEPS for orders revocation, assignment to the Recruiting Battalion, and subsequent voiding of the enlistment contract in accordance with AR 635-200. Such individuals have accessed into the Army. Therefore, REQUEST reservations will not be cancelled and the reservation will be verified in accordance with appendix O. All such actions will be reported by the battalion operations through the brigade to HQ USAREC, Recruiting Standards Directorate, for investigation of possible RI. M-6. Positive alcohol or drug test separations (RA) For DEP/DTP/DS or AC DS loss, members being processed for separation with confirmed positive drug results will be as follows: a. GC will cancel the REQUEST reservation on the same date as notification is received from GCRc. As a courtesy, the SGC will notify the battalion commander, via battalion operations personnel, prior to cancellation of the reservation. (1) Positive for THC (marijuana), use cancellation code PT. (2) Positive for amphetamines, use cancellation code PB. (3) Positive for cocaine, use cancellation code PC. (4) Positive for both THC and cocaine, use cancellation code PC. (5) Positive for both THC and amphetamines, use cancellation code PB. b. USAREC Form 986 is not required for the above cancellations and GCs will not extend these individuals in the DEP/DTP/DS or AC DS program for the purpose of processing the DEP/DTP/DS or AC DS program separation. (1) Applicants who have PS and are pending AC enlistment are not in the DEP/DTP, they are in DS. Therefore, no discharge by the battalion is required; however, notification procedures are required and cancellation of reservation is mandatory. (2) If the applicant is a non-TPU member in AC DS, a memorandum notifying the applicant of the disqualification is also required. Note: All notification memorandums will be scanned into the DEP Admin folder in the ERM database. c. DAT (positive drug test for marijuana, amphetamines, and/or cocaine) separation orders must be published within 14 days of cancellation. A copy of the orders will be scanned into the DEP Admin folder. M-7. AR positive DAT procedures AR Soldiers (DTP members) found confirmed positive for any drugs will have their reservations canceled using the “full” cancellation process and the gaining unit will be notified. a. The SGC will notify the battalion operations S3 section upon notification of all positive DATs and cancel the REQUEST reservation. GCs will cancel REQUEST reservations on the same date notification is received. (1) Positive for THC (marijuana), use cancellation code PT. (2) Positive for amphetamines, use cancellation code PB. (3) Positive for cocaine, use cancellation code PC. (4) Positive for both THC and cocaine, use cancellation code PC. (5) Positive for both THC and amphetamines, use cancellation code PB. 68
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b. A memorandum from the gaining unit commander is not required to cancel the reservation. c. A memorandum from the battalion S3 officer or NCOIC notifying the unit commander regarding the positive DAT is required. All notification memorandums will be scanned into the DEP Admin folder in the ERM database. d. Sample memorandum is at figure M-3 M-8. Failure to Report a. When a FS fails to report on his/her scheduled AD enlistment date, the recruiter must contact the FS to determine whether there are extenuating circumstances which prevented his/her appearance. If the FS has a valid reason for not reporting (such as illness, hospitalization, and incarceration), a request for Reno will be sent through workflow pending determination of eligibility for enlistment or separation. b. If the FS simply fails to report or cannot be located, and there are no extenuating circumstances the following actions are required: (1) The S3 or SGC must review the enlistment record to ensure that all required documents are present and properly prepared and they are signed, dated, and witnessed, as appropriate. If the official finds a discrepancy that effects the validity of the FS’s enlistment, the S-3 or SGC will cancel the training seat and the battalion commander will take action to process as erroneous or fraudulent enlistment. (2) If it is determined that the enlistment packet contains no substantive discrepancies, the following will be accomplished: (a) The S-3 or SGC will cancel the training seat and if necessary, a request for Reno for a FS in the DEP/DTP/DS to allow time for processing separation. If the reservist has died, the S3 must not extend them in the DEP/DTP/DS. (b) If the battalion commander determines that that the individual should be separated, the S3 will process the separation in accordance with instructions in paragraph M-7. (3) Refusal to enlist in the RA. The same actions outlined in (2) above, must also be taken when a reservist reports for AD, but declines enlistment in the RA and does not formally request separation. (While reservist is present at the MEPS ask him/her to fill out USAREC Form 986). c. Separation authority codes are listed at table M-2. M-9. Special provisions concerning separations When an individual enlists into DEP/DTP, the DD Form 4 series is valid until discharge orders are published and signed by the battalion commander or TPU discharge authority at which time; the DD Form 4 series becomes void. The battalion is required to publish the discharge orders for DEP members within 14 days of the cancellation of the reservation. If the individual determines that he or she wishes to withdraw the separation request (USAREC Form 986), he or she may do so by completing USAREC Form 1035. This individual may then select another option for which qualified. This is essentially the same as a renegotiation, with several days between the cancellation and the new reservation. a. The above situations are handled the same as a renegotiation as specified in appendix L. b. These special provisions are applicable only if the cancellation and the new reservation occur within the same RSM. c. The enlistment record from the initial enlistment may be used. M-10. Requests for FS loss forgiveness for RA and RA DS a. Requests for FS loss forgiveness will be considered in the following cases: (1) DT - Death. (2) PH - HIV positive. (3) OT - Member of RC who has been mobilized or called to AD. (4) A verified enrollment of an ROTC scholarship recipient or acceptance to one of the U.S. military academies (West Point, Naval Academy, Coast Guard, Air Force Academy). b. The approval authority is the battalion commander, but requires proper documentation (that is, death certificate, PE for HIV, a letter from the school professor of military science showing enrollment, a copy of orders for the mobilized RC member). The battalion operations section will make verification and scan the documents used to grant relief into GCRc under the DEP Admin folder. M-11. REQUEST cancellation codes a. The following is a list of REQUEST FS loss cancellation codes: USAREC Reg 601-96 • 1 September 2012
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(1) CE - Civilian employment (validated employment with civilian firm). (2) DE - Declining enlistment: (a) FS reported to the MEPS and refuses to enlist AC and no other reason exists for his or her declining to take the oath. (b) FS refuses to report to MEPS and the company commander or 1SG has confirmed that no other reason exists other than the FS just refuses to enlist AC. DE may be used in lieu of NS if the company commander or 1SG has confirmed this reason. The company commander or 1SG must annotate USAREC Form 986 that DE is the correct code and reason for loss. USAREC Form 986 must be signed by the company commander. (c) If DE is not the actual reason for separation, and documents to verify the actual reason for the loss cannot be obtained in a timely manner, the company commander is authorized to interview the FS and document the results of the interview on a Memorandum for Record (MFR). This MFR can be used as an official document to justify the actual reason for separation. (For example; pregnancy, hardship, Continuing Education (ED) or any other reason that may apply.) (3) DT - Death (date of applicant’s death must be included). (4) ED - Continuing education (validated acceptance in postsecondary education program (college, university, or technical school, etcetera)). (5) FE - Fraudulent enlistment (FS falsified documents or information on enlistment documents, medical documents, or provided false statements concerning qualifications). This includes those that return as matches and concealed law violations that are verified by a RAP sheet. (6) FG - Fail to graduate high school (failed to meet the requirements to graduate traditional high school, home school. (7) HP - Hardship (personal) validated personal problems that prevent the FS from fulfilling his or her commitment. (8) ND - No DEP loss (same-day cancellation). Only used for cancellation on applicants that have not been confirmed or that do not result in a loss. (9) NP - National Agency Check pending (ENTNAC results not received, not authorized to ship without results). (10) NS - No show (only used when the FS fails to arrive at the MEPS on ship day and no USAREC Form 986 is submitted). This code is to be used on ship date. GC must contact the company commander or 1SG to determine status of the FS for failure to report. (11) OT - Other (code may be used for FSs who are in an RC and were ordered to AD). GC must list the reason in the Remarks section. (12) PA - Positive alcohol test (as reported by the USMEPCOM chief medical officer (CMO)). (13) PB - Positive amphetamine test (as reported by MIRS). (14) PC - Positive cocaine test (as reported by MIRS). (15) PF - Failed Physical Fitness Assessment. (16) PG - Pregnancy (only when validated by USMEPCOM CMO or by applicant’s personal physician). (17) PH - Positive HIV (as reported by the USMEPCOM CMO). (18) PM - Permanent medical disqualification. This will include TMR. GC will code PM and then in Remarks enter TDQ and reason. (19) PR - Police record (open law violation or new law violation since enlistment that disqualified applicant). GC must use the FE code if information was concealed. (20) PT - Positive THC test (as reported by MIRS). (21) WS - Weight standards (individual fails screening tables of AR 40-501 or AR 600-9 to include body fat percentages this also includes underweight). (22) TR - Temporary reservation (the only cancellation code available to FSR2S reservations/recruiters). b. The following codes are not authorized for RA FS losses: CA, DA, DP, DS, FC, JC, JO, ML, TD, TI, UR, and US. c. In cases where the code itself does not fully explain the circumstances, a short narrative in the Remarks section is required for clarification. The use of “apathy” is not authorized. FSR2S recruiters are required to fill in Remarks for TR cancellations. d. The following is a list of the only authorized REQUEST codes for AR DTP. These cancellation codes are chargeable DTP losses: (1) CE - Conflict with civilian employment (unless Soldier will ship at a later date, then RENO with HP code). (2) DP - Discharged prior to initial entry training (IET). (3) DS - Declined to ship (only to be used when applicant arrives at MEPS to ship and refuses). May also be 70
USAREC Reg 601-96 • 1 September 2012
used for AR loss where the reason for the cancellation does not match any other authorized DTP loss code. UF 986 in these cases must be signed by the company commander. (4) ED - Continuing education (validated acceptance in postsecondary education program (college, university, technical school, etcetera)). (5) FE - Fraudulent enlistment (FS falsified documents or information on enlistment documents, medical documents, or provided false statements concerning qualifications). This includes those that return as matches and concealed law violations that are verified by a RAP sheet. (6) FG - Failed to graduate high school (failed to meet the requirements to graduate traditional high school, home school). (7) HP - Hardship (if used as a personal hardship for canceling not RENO, then chargeable; validated personal problems that prevent the FS from fulfilling his or her commitment (immediate family member death, etcetera)). (8) JC - Joined other component (if joining another component to include RA prior to shipping to BCT). (9) ND - No DEP loss (same-day cancellation, only used for cancellations on applicants that have not been confirmed). (10) NS - No show (only used when the FS fails to arrive at MEPS on ship date, no USAREC Form 986 is submitted). This code is only to be used on ship date. (11) PA - Positive alcohol test (as reported by the USMEPCOM CMO). (12) PB - Positive amphetamine test (as reported by MIRS). (13) PC - Positive cocaine test (as reported by MIRS). (14) PF - Failed PFA. (15) PG - Pregnancy (only when validated by USMEPCOM CMO or by applicant’s personal physician). (16) PM - Permanent medical disqualification (this will include TMR, GC will code PM and then in Remarks enter TDQ and reason). (17) PR - Police record (open law violations or new law violation since enlistment that disqualifies applicant). GC must use the FE code if information was concealed. (18) PT - Positive THC test (as reported from MIRS). (19) WS - Weight standards (individual fails screening tables of AR 40-501 and AR 600-9 to include body fat percentages this also includes underweight). e. All MEPS GCs battalion and brigade operations REQUEST users are prohibited from using the following cancellation codes. If one of these codes is used in error, the FS or DTP member loss must be replaced. (1) DA - Double allocation. (2) TI - TPU inactive or reorganized. (3) TS - Minimum 45-day training seat save. (4) DP - Discharge prior to IET. (5) TD - TRADOC discharge. (6) JO - Joined other component. (7) US - Unsatisfactory (USARC transfer authority only). (8) CS - Change start day (will no longer be used to make new training reservation). M-12. Administrative guidelines a. Cancellation reports and USAREC Form 986 will be scanned into the DEP Admin folder. b. In accordance with AR 135-178 the following procedures must be followed when processing a person for DEP/DTP separation: (1) When an FS requests separation from the DEP/DTP by signing a USAREC Form 986, the notification process identified in AR 135-178 is considered to have been completed. (2) When a FS’s DAT or HIV test is returned positive, the letter of notification sent in accordance with this regulation is considered to comply with the notification process contained in AR 135-178. (3) The following will be placed in the DEP Admin folder in the ERM database: (a) A copy of the letter sent to the Soldier. (b) A copy of the DD Form 2807-1 and DD Form 2808 indicating positive DAT results. (4) When discharge orders are completed, a copy of the original enlistment record consisting of the DD Form 4 series, DD Form 1966 series, DA Form 3286 (Statements for Enlistment, United States Army Enlistment Program, U.S. Army Delayed Enlistment Program), SF 86, DD Form 2807-1, DD Form 2808, and the USAREC Form 986 with the discharge order as the top copy. (5) The original FS’s enlistment record will be maintained in the ERM database. USAREC Reg 601-96 • 1 September 2012
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c. Upon receipt of the FS’s discharge orders from the battalion or TPU, DTP discharge should be removed from MIRS also. The responsible GC will deliver them to MEPS (MIRS) personnel to affect the discharge. The FS’s discharge order will be scanned into the FS Admin folder in the ERM database. (1) The battalion S3 will record all separations on USAREC Form 863, Future Soldier Separation Log (fig M1). The S3 will use this form to track and analyze trends in FS separations and void enlistment processing procedures. (2) FSs do not have to be retained to complete an investigation or inquiry. Processing for separation or void enlistment can begin as soon as the commander decides to take the loss. M-13. Documentation Required for Future Soldier Program Separation and Void Enlistment Processing a. All requests for void enlistments will be handled by the appropriate recruiting battalion. The battalion commander will be the approving authority on all discharge orders for fraudulent enlistments. b. The following documents are the ONLY documents required to be reviewed when processing a request to void an enlistment. Requests for void enlistments must be processed no later than 14 days after the reservation has been cancelled. Ensure all documents listed below are scanned into the applicant’s packet in ERM along with Format 505 Separation orders. (1) Concealed conduct (a) Recruiting Battalion memorandum (b) DD Form 4/1 (c) Commissioned Officer interview (d) ENSQ, page 7 (and page 9 if continued) (e) USAERC Form 986 (f) Copy of Entrance National Agency Check, DD Form 369, USAREC Form 1037, or court documents proving fraud (2) Concealed dependency (a) Recruiting Battalion memorandum (b) DD Form 4/1 (c) Commissioned Officer interview (d) DD Form 1966, page 1 (e) ENSQ SF 86, page 5 (f) USAREC Form 986 (g) Dependency documents proving fraud. (3) Concealed PS (a) Recruiting Battalionn memorandum (b) DD Form 4/1 (c) Commissioned Officer interview (d) DD Form 1966, page 1 (e) ENSQ, page 6 (f) USAREC Form 986 (g) Documentation of PS proving fraud (4) Concealed medical (a) Recruiting Battalion memorandum (b) DD Form 4/1 (c) Commissioned Officer interview (d) USAREC Form 986 (e) Copy of DD Form 2807-1 and DD Form 2808 Listed at table M-1 are the bases for separation and the documentation the battalion operations officer must have before separating a FS. Remember; submit this documentation in addition to those items listed above. Copies will suffice. Battalion will maintain a complete copy of the separation orders scanned into ERM under discharge in the DEP Admin folder. M-14. Disposition of void enlistment documents a. Commanders must ensure that documents listed below are returned to the MEPS and procedures are established that notify the MEPS of any change in a FS’s status. The purpose of notification is to provide MIRS with accurate and current data in accordance with AR 601-210. b. Documents to be returned to MEPS after the battalion has issued separation orders are as follows; 72
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(1) Original DD Form 2807-1, DD Form 2808, supporting medical documents, and ASVAB test score sheet (Rctg Bn retains duplicate copies of DD Form 2807-1, DD Form 2808, supporting medical documents, and ASVAB test scores). (2) Order of separation or release order. (3) After receiving discharge orders scan into GCRc under discharge orders in the DEP Admin folder. c. Death of a FS. The death of a FS requires the battalion S3 and the SGC to take certain actions; the BN S3 will send a copy of the death certificate to the SGC who will ensure that the document is forwarded to the MEPS Commander. If the death occurred while participating in a military sanctioned event (in accordance with AR 600-81 chapter 3) the BN S3 will immediately contact the Casualty Assistance Center. To locate the Regional Casualty Assistance Center for that local area go to the HRC Website; https:/www.hrc.army.mil/site/active/tagd/cmaoc/ cmaoc.htm. On the left side of the page click on Casualty Assistance Centers, than follow instructions on the page. If the case is questionable or if there are questions regarding what actions need to be taken contact the Casualty Assistance Center. Local recruiting personnel will assist by getting a copy of the death certificate or other proof of death (Under NO circumstances will recruiting personnel ask family members of the FS for any documents pertaining to the death). The document must show the cause of death and the date. The S3 will not publish separation orders nor extend a deceased reservist in the DTP. Table M-1 Basis for separation and required documentation Basis for separation
Required documentation
Medical disqualification to include, drug addiction, alcoholism, and those individuals that test positive for HIV.
Original or MEPS certified copy DD Form 2807-1, DD Form 2808, and SF 513 (Medical Record - Consultation Sheet) (if applicable), and any other medical papers bearing on the case. Note: DD Form 2808, items 74 through 78, should be annotated as appropriate by the MEPS examining physician. Item 78 should indicate whether the FS should be separated or extended for the purpose of reexamination.
Moral disqualification
DD Form 369, USAREC Form 1037, USAREC FL 41, or (if appropriate) Entrance National Agency Check; approved waiver if waiver was processed; and all other data bearing on conduct disqualification. Note: If the FS has been convicted and sentenced for offense committed after they enlisted, include details of offense and place of confinement.
Hardship
Statement from FS, family member , doctor, clergy, etcetera. Any statement substantiating that hardship exists.
Dependency
Documents substantiating dependency (that is, birth certificate of baby, marriage certificate, etcetera).
Erroneous or defective enlistment
Show that such enlistment has occurred. Senior NCO’ s or commissioned officer’s interview is required. If completed, copy of commander’s inquiry or report of investigation, if applicable.
Fraudulent enlistment.
Same as above.
Acceptance of scholarship or pursuit of higher education
Signed statement from the FS requesting separation (USAREC Form 986 can be used), and letter of acceptance from institution indicating award of scholarship, grant, or enrollment into program.
Pregnancy
Original or MEPS certified copy of DD Form 2807-1, DD Form 2808, and statement from physician giving estimated date of birth.
Conscientious objector
Statement from the Future Soldier .
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Religious training or appointment as an ordained minister.
Statement from appropriate authority of the church, religious sect, or organization that the Future Soldier has met the requirements for recognition, and has been appointed a regular or duly ordained minister of religion; or that he or she must be separated from military status for further processing into the order, is fully qualified and acceptable for further religious training or that, if separated will be eligible for ordination and will take final vows on or about a given date. Signed statement from Future Soldier requesting separation.
Acceptance of an appointment as a commissioned or warrant officer in a branch of the service or as a commissioned officer of the Public Health Service or Environmental Science Service Administration.
Evidence of appointment and signed statement from Future Soldier requesting separation.
Failure of senior to graduate.
Letter from high school confirming that Future Soldier has dropped out of school or telephonic verification.
Determined no longer qualified for option for which enlisted in the DEP/DTP and declines alternate.
Signed statement from Future Soldier requesting separation. Statement from GC verifying loss of original option.
Enlistment into another service.
Statement from Future Soldier with evidence of enlistment intention from another service.
Apathy or personal problems.
Documentation to support request.
Marriage
Marriage certificate.
Concealment of PS
Copy of DD Form 214 (Certificate of Release or Discharge From Active Duty) or DD Form 215 (Correction to DD Form 214 Certificate of R elease or Discharge From Active Duty). USMEPCOM PCN 089 verification of PS.
Recruiting error or enlistment.
Statement from GC explaining the error .
Other
Minimum documentation as required and any documentation to support the request.
Death
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Entire ERB along with one copy of the death certificate. Notification of death will be reported to HRC by battalion commander. Separation order will not be issued. NOTE: Death certificate must be sent. Other documentation to verify death will be accepted if extenuating circumstances exist, as determined by HQ USAREC, G3, W aivers Branch.
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Table M-2 Authorities for approval and/or disapproval of DEP/DTP separation requests Approval authority
Basis for separation
Disapproval authority
Battalion
Medical disqualification or psychiatric disorder
Battalion
Marriage
Battalion
Pregnancy
Battalion
Moral disqualification
Battalion
Hardship
Battalion
Dependency
Battalion
Acceptance of scholarship or pursuit of higher education (education above high school CG USAREC level).
Battalion
Enrolled in training to become or receive appointment as an ordained minister
Battalion
Acceptance of appointment as a commissioned or warrant officer in a branch of the CG USAREC service or as a commissioned officer of the Public Health Service or Environmental Science Service Administration.
Battalion
Failure of senior to graduate and does not meet basic enlistment criteria of non-high CG USAREC school graduate.
CG USAREC CG USAREC CG USAREC CG USAREC CG USAREC CG USAREC
CG USAREC
Battalion
Determined no longer qualified for option for which enlisted in the DEP/DTP and declines alternate.
CG USAREC
Battalion
Enlistment in another service.
CG USAREC
Battalion
Loss of original option and/or military occupational specialty resulting from temporary CG USAREC disqualification for enlistment and declines alternate.
Battalion
All other reasons for the convenience of the Government (for example, apathy , personal problems, conscientious objector, no background investigation, aliens).
CG USAREC
Battalion
Erroneous enlistment. Provisions of USAREC Reg 601-45 apply. (Written statement of interview is required to determine if disqualifying information was withheld, either intentionally or unintentionally.)
CG USAREC
Battalion
*Fraudulent enlistment (AR 135-178). (Interview is required to determine if Soldier intentionally concealed disqualifying information.)
CG USAREC
CG USAREC
In DEP/DTP 365 days. Maximum time in DEP/DTP is 365 days. This period is established by Congress. FSs are not permitted to remain in the DEP beyond 365 days. All violators to this rule must justify, in writing, why the individual was retained beyond the limit.
CG USAREC
Battalion
Overweight or underweight.
CG USAREC
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Table M-3 Separation authority Basis for separation
Separation code
Medical Disqualification-EPTS
ZAA
AR 135-178, paragraph 15-8
Medical Disqualification-NEPTS
ZAB
AR 135-178, paragraph 15-8
Medical Disqualification-Preaccession Drug, Alcohol Testing
ZZY
AR 601-210, chapter 5
Pregnancy
ZAC
AR 135-178, paragraph 15-8
Death
ZAD
AR 135-178, paragraph 15-8
Conduct Disqualification-EPTS
ZBA
AR 135-178, paragraph 15-8
Conduct Disqualification-NEPTS
ZBB
AR 135-178, paragraph 15-8
Apathy/Personal Problem
ZBC
AR 135-178, paragraph 15-8
Refuse to Enlist
ZBD
AR 135-178, paragraph 15-8
Did Not Report on Date Scheduled
ZBE
AR 135-178, paragraph 15-8
Concealment of PS
ZBF
AR 135-178, paragraph 15-8
Dependency Disqualification
ZCA
AR 135-178, paragraph 15-8
Marriage
ZCB
AR 135-178, paragraph 15-8
Personal Hardship
ZCC
AR 135-178, paragraph 15-8
Failure to Graduate From High School
ZDA
AR 135-178, paragraph 15-8
Pursuit of Higher Education
ZDB
AR 135-178, paragraph 15-8
Religious Training or Appointment as an Ordained Minister
ZDC
AR 135-178, paragraph 15-8
Ringer
ZDD
AR 135-178, paragraph 15-8
For USAREC use only
ZDE
AR 135-178, paragraph 15-8
Enlisted in Another Service
ZEA
AR 135-178, paragraph 15-8
Enlisted in Error
ZEB
AR 135-178, paragraph 15-8
Enlistment Misunderstanding
ZEC
AR 135-178, paragraph 15-8
No Longer Qualified for Option and Declines Alternate
ZED
AR 135-178, paragraph 15-8
Other Reason
ZFA
AR 135-178, paragraph 15-8
Transfer to Individual R eady Reserve (Requires USAREC Approval)
ZKC
AR 135-178, paragraph 15-8
For Official Use Only (United States Military Entrance Processing Command (USMEPCOM)
ZZZ
AR 135-178, paragraph 15-8
A uthority
Notes: EPTS = disqualification(s) existed before the Future Soldier enlisted in DEP or DTP. NEPTS = disqualification(s) occurred after the FS enlisted in DEP or DTP. (see table M-2).
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M-15 Order Format and Responsibilities a. The battalion is authorized to issue separation orders for individuals who will not be enlisting into the RA from the DEP. (1) Order Format 500 (Separation Order). To separate a member from the DEP who will not be enlisting into the RA (see figs E-1 and E-2). (2) Order Format 505 (Release Order). To release an individual who entered the DEP erroneously and/or fraudulently (withheld disqualification that existed prior to entry into the DEP). Cases of this nature must be forwarded to battalion commander for final determination prior to publishing order (see figs E-3, E-4, and E-5). (3) Table M-4 shows order formats. Table M-4 Separation Order Formats Overview Order and Format
Authority to Publish
Remarks
Separation (500)
Battalion commander
See appendix D.
Release (505)
Battalion commander
Order Format 505 is for cases involving erroneous and/or fraudulent entry in the DEP/DTP. Cases must include written officer or senior NCO interview to determine recruiter involvement as outlined in USAREC Reg 601-45.
(review by HQ USAREC)
Release from RA (505) (see fig E-5)
Battalion commander
When Soldier has sworn in on AD and disqualifying information is revealed prior to leaving the MEPS.
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78 USAREC Reg 601-96 • 1 September 2012 Figure M-1. Sample of a completed USAREC Form 863. 78
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Figure M-2. Sample of a completed USAREC Form 986 USAREC Reg 601-96 • 1 September 2012
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RCTG BN LETTERHEAD (Regular bond paper not preprinted letterhead paper)
ORDER NO. (See AR 600-8-105)
Date: (Date order is published.)
Standard Name Line: (Name: Last, First, Middle, Jr ., Sr., etcetera.) (SSN- see DD Form 4/1, item A-1, A-2, and A-3 enlistee’s home of record.)
You are separated from component indicated.
(Constant information will not change, AR 600-8-105.)
Authority: AR 135-178 (Constant information will not change,
AR 600-8-105.)
Effective Date: (Date that Rctg Bn commander makes final decision to separate is when GC cancels off REQUEST . If effective date is different from date order is published, “VOCO Confirmed” will immediately follow effective date.) (See Fig E-2.)
Component: AR FUTURE SOLDIER PROGRAM, FOR T KNOX, KY 40121. (Constant information will not change, AR 600-8-105.) Additional instructions: (Constant information will not change, AR 600-8-105.)
FOR ARMY USE: (Constant information will not change, AR 600-8-105.) HOR: (See DD Form 1996/1, section 1, item 4.) Format: 500 (constant information will not chnage).
SIGNATURE BLOCK RCTG BN COMMANDER (Signature block will be Rctg Bn commander , signature authority can be delegated as authority permits in AR 600-8-105 (for example, adjutant, assistant adjutant).) DISTRIBUTION: 1-each enlistee concerned (enlistee’ s address) 1-Rctg Bn Record Set 1-Rctg Bn FSP Separation Record Copy (MPRJ) 1-each MEPS concerned (MEPS address) 1-Commander, HRC-St. Louis, ATTN: ARPC-PRA-R, 9700 Page Blvd, St. Louis, MO 63132-5200
Figure M-3. How to prepare format 500 order 80
USAREC Reg 601-96 • 1 September 2012
RCTG BN LETTERHEAD (Regular bond paper not preprinted letterhead paper)
ORDER NO. (See 600-8-105)
Date: (date order is published)
Standard Name Line: (Name: Last, First, Middle, Jr., Sr., etc) (SSN-see DD Form 4/1, item A.1, A.2, and A.3 enlistee’s home of record.)
NOTE: If enlistee entered the DEP/DTP using a false name or social security number , enter the enlistee’ s actual name and social security number in the Standard Name Line. You are released from custody and control of the Army DEP/DTP, Fort K nox, KY 40121, on the effective date indicated. (Constant information will not change, AR 600-8-105.)
Effective Date: ( The date of enlistment on DD Form 4/1, block 5 .) Additional Instructions: Authority AR 135-178. (Add the following only if enlistee entered the DEP/DTP using an assumed name or false social security number, enter example “you entered theArmy FSP using the name, “John E. Jones” or using the false social security number,“123-45-6789.”)
FOR ARMY USE: (Constant information will not change, AR 600-8-105.) HOR: (See DD Form 1966/1, section 1, item 4.) Format: 500 (constant information will not change).
SIGNATURE BLOCK RCTG BN COMMANDER (Signature block will be Rctg Bn commander , signature authority can be delegated as authority permits in AR 600-8-105 (for example, adjutant, assistant adjutant).) DISTRIBUTION: 1-each enlistee concerned (enlistee ’s address) 1-Rctg Bn Record Set 1-Rctg Bn FSP Separation Record Copy (ERM) 1-each MEPS concerned (MEPS address) 1- Cdr, HRC-St. Louis, ATTN: ARPC-PRA-R, 1 Archives Dr, St Louis, Mo 63138
Figure M-4. How to prepare format 505 order USAREC Reg 601-96 • 1 September 2012
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Figure M-5. Preaccession Drug Test Results Appropriate Letterhead 82
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Appendix N Before Ship Quality Control Record Checks N-1. Purpose This appendix establishes procedures for conducting before ship QC record checks in addition to the requirements in AR 601-210, chapters 5 and 6. N-2. General a. A systematic approach must be taken while conducting the before ship QC record check. The steps identified in the following paragraphs will assist the MEPS GC in identifying deficiencies which can be corrected prior to the applicant shipping to AD or IADT. b. A properly conducted before ship record check represents the final opportunity for the MEPS GC to ensure the new Soldier’s enlistment qualifications are revalidated and his or her transition from civilian to military life is as smooth as possible. Undiscovered errors made due to oversights by the MEPS GC can have far-reaching and severe impact on an individual’s military career and the Army. Therefore, strict attention to detail during this process and adhering to regulatory guidance and USAREC directives is mandatory. N-3. Procedures a. Between 7 and 30 working days prior to the FS’s scheduled AD or IADT date, GCRc will place the applicant’s enlistment record in the GCRc inbox. The MEPS GC will review the enlistment record for completeness and accuracy. When possible, it is strongly recommended that a MEPS GC other than the one who enlisted the Soldier conduct the before ship QC record check. This allows for another “set of eyes” to review the record. b. Verify all source documents used to substantiate enlistment eligibility. The MEPS GC will examine all source documents in the enlistment record to ensure they meet the guidelines of AR 601-210, paragraphs 2-1c through 21e. (1) Any source document that is missing or does not meet the requirements of AR 601-210, paragraph 2-1, must be annotated on the QC summary sheet in GCRc. (2) Facsimile copies can be used as source documents, but hard copies must be present in the enlistment record in order for the FS to ship unless the approving authority has granted an exception. Facsimile copies will be annotated on the QC summary sheet. In accordance with AR 601-210, paragraph 2-1d, and the operational change, facsimiles may be used for shipment when undue delay would occur or the applicant would lose his or her options or shipment. The SGC, operations NCO, or S3 must authorize the use of facsimiles in those instances. This authorization must be in the free-form Remarks section of the GCRc record so that it can be annotated on DD Form 1966/4, Remarks section. (3) Any missing documents identified will be indicated in the text box of the GCRc QC workflow. This will create an e-mail from the SGC all the way down to the recruiter. (4) FSs who have dependents must be advised to take marriage certificate (marriage certificates must be the one that was certified as filed at the county clerk’s office and reflect the file number), children’s birth certificates (dependent birth certificate must be state certified from the Bureau of Vital Statistics. Dependent birth certificate must also show the name of at least one parent), divorce decrees, and other evidence required to substantiate entitlements to the RECBN and MEPS. Documents must be certified originals, court-certified copies or certified photocopies that reflect the file number. All married FSs will need to have a photo copy of the spouses ID (for example, driver’s license, state ID, passport, etcetera.). In order to process a Soldier’s spouse for DEERS; Personnel Administration Branch (PAB) at the RECBN requires a photo copy to scan into the Soldier’s record. Without the copy the system will not generate the DD 1172 for enrollment into DEERS. A Soldier’s dependents will not receive an ID card until the Soldier arrives at their first duty station or returns to the AR unit of assignment. Unmarried FSs who have dependents and are required to pay court ordered child support “MUST” present court documents with the proof of the requirement to pay child support. The court document must indicate the amount that is required to be paid. All Soldiers who have dependents are required to hand carry copies of their dependent’s SSN cards or numidents and birth certificate(s) in order to enroll their dependents into DEERS. FSs that arrive at the RECBN without copies of these documents may not be allowed to enroll their dependents into the DEERS system. The QC summary sheet will be annotated as to which original documents are required on ship date. (5) Documents received after DEP/DTP -in (HSD, driver’s license, dependent verification, etcetera,) will be USAREC Reg 601-96 • 1 September 2012
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scanned into the Core Document folder in the ERM database. GCRc will date time stamp any documents that were scanned into the ERM database after the DEP/DTP -in date. c. Verify the REQUEST reservation. The validity of the reservation is based upon the data entered by the GC. If incorrect data was entered, there is a possibility of an erroneous enlistment. Any errors need to be brought to the attention of the SGC. At a minimum, the GC will verify the following data fields on the REQUEST reservation: (1) Name and SSN. (2) The enlistment type of the applicant (NPS, PS, or DOS). (3) Gender. (4) Physical profile. (5) Color perception - Normal, Red/Green, or None. (6) Education level. (7) AFQT. (8) Line scores. d. Verify the qualifications for option(s) and program(s) selected. Although the enlistment record has been QC’d many times at this point, this will be the final opportunity to re-verify the FS’s qualifications pertaining to conduct, medical, and enlistment option(s) and program(s) prior to shipping to AD. Verify appropriate waivers were obtained (if applicable), and all required checks are present. A careful review of the SF 86, DD Forms 369, USAREC Form 1037, and any court dockets that were required will be conducted to ensure all conduct qualifications for enlistment were met. All missing or faxed documents will be identified and posted in the text box of the QC workflow to ensure company commanders, 1SGs, and SCs are aware of all documents necessary for the applicant to ship. (1) Review the medical data on the DD Form 2807-1, DD Form 2808, USMEPCOM 40-1-15 and the GCRc USMEPCOM PCN 680-3ADP. Special emphasis will be placed on ensuring the FS had a valid physical on ship date and negative DAT and HIV results are posted. Expired physicals will be brought to the attention of the SGC to ensure arrangements are made with the MEPS medical section and the FS (via the company commander or 1SG) immediately. (2) Verify the FS’s MOS qualifications utilizing the REQUEST QUALS file, AR 601-210, and DA Pam 61121. When discrepancies arise between these references, DA Pam 611-21 will have precedence. Emphasis will be placed on those qualifications unique to certain MOSs such as height requirements, law violations, special tests, typing requirements, driver license, distant or near vision, depth perception, etcetera. (3) Ensure FSs enlisting for the Loan Repayment Program (LRP) have a qualifying loans in accordance with UR 621-1 and any appropriate UMs by reviewing the FS’s promissory notes. If the promissory notes are not in the ERM database, the GC will annotate the text box of the QC workflow to ensure the chain of command is aware of any situation the applicant may have prior to shipping. FSs are not authorized to ship unless they have their promissory notes in their possession (no exception will be authorized). Promissory notes will be scanned into the Core Admin folder in the ERM database. e. Verify the status of the FS’s tech check and security clearance submission status. Follow proper procedures established in appendix J. f. Review the enlistment record for completeness and accuracy in accordance with the applicable appendixes of this regulation and AR 601-210. Emphasis will be placed on the enlistment annex to ensure the applicant’s MOS and primary and associated options are the same as listed on the REQUEST printout. Only those options and incentives listed on the automated enlistment annex will be considered valid. Anything written into or on the enlistment annex or on DD Form 1966/4 will not be valid. g. Once the GC completes the QC, an e-mail message is generated from GCRc to the recruiter, SC, 1SG, and company commander informing them of the record status and additional documents that may be required.
Appendix O DEP-Out Procedures O-1. Purpose This appendix provides a systematic approach in accessing AD FSs from the DEP into the RA and AR FSs onto IADT or AIT. 84
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O-2. General A FS’s accession from the DEP to the RA represents the last opportunity to ensure his or her enlistment qualifications are validated. Any errors at this point can invalidate an enlistment and create many hardships on the applicant as well as the Army. It is imperative that all MOSs, options, incentives, and qualifications are carefully reviewed. Therefore, close attention to detail and strict compliance to regulatory guidance and higher headquarters directives are mandatory. DEP-out procedures will be accomplished in accordance with this appendix and AR 601210, chapters 5 and 6. O-3. Procedures Once the FS passes his or her physical inspection, the SGC will assign a MEPS GC to process the FS for accession from the DEP to the RA. The responsible MEPS GC will perform the following procedures: a. Review the DD Form 2807-1 and DD Form 2808 and US MEPCOM 40-1-15 for any additional medical information that was revealed during the inspection. Special emphasis will be placed on ensuring negative DAT and HIV results are posted. The DD Form 2807, DD Form 2808, USMEPCOM PCN 680-3ADP, and all additional medical documents will be scanned into the Medical folder in the ERM database. b. Review the FS’s MOS to ensure all qualifications have been met. Certain MOSs will require special qualifications. Specific requirements of some of these MOSs are a Soldier’s height, DLAB score, driver’s license, depth perception test, distant and near vision, flight physicals, etcetera. c. Review the FS’s option(s) to ensure all qualifications are met. (1) FSs who selected an airborne option will require a “Basic Airborne Qualified” stamp on their DD Form 2808. The following statement will also be added to DD Form 1966/4: “Airborne qualified at ______ MEPS on ______ (date).” The MEPS GC will enter the airborne statement using the free-text menu in GCRc. MEPS GC will also scan in the SF 600 into the Medical folder of ERM. (2) Special care will be taken to identify those FSs who have selected the associated Option 27; LRP. Those who have selected the LRP are not authorized to access to training without their promissory notes, forbearance, or verification of eligible loans. The GC will use the processing procedures found in USAREC Reg 621-1 and any appropriate USAREC messages when processing all LRP recipients. The SGC will ensure the GC forwards the following documentation on ship day to: Commander, HRC, ATTN: PDF-E, Dept 480, 1600 Spearhead Division Avenue, Fort Knox, KY 40122-8222. There is no requirement to overnight mail this documentation. Normal postal service will be used. (a) DEP-out dynamic annex. (b) DD Form 1966 series (to include the Remarks section). (c) DD Form 2366. (d) Promissory note(s) and/or letters of deferments or forbearances obtained by the FS. Note: These forms will be printed from the ERM database. (e) USAREC Form 1232 (Loan Repayment Program Inprocessing Counseling). d. Conduct a personal interview prior to printing the DD Form 1966/1 with the applicant to ensure any changes during DEP enlistment are properly documented in the enlistment record. During the interview, the MEPS GC will: (1) Review the personal data on the USMEPCOM PCN 680-3ADP screen in GCRc. Any changes that need to be made must be done on the screen; otherwise the changes will not print on the new forms. (2) Review the questions in paragraph G-4d. Inform the FS that any concealed information could have great consequences to his or her military career. Update the enlistment record as needed. (3) Ask the FS if he or she has any reason to believe he or she should be promoted to a higher enlistment pay grade. This is the time to identify problems with promotions, not at the training base. (4) Ensure the FS has a picture ID in his or her possession prior to accession. (5) Scan into the appropriate folder, copy, and certify all additional documentation provided by the FS to substantiate changes in his or her enlistment record. For those FSs that have enlisted for an MOS that requires a driver’s license the GC will verify that the expiration date is after completion of AIT and that it is an actual driver’s license. The GC will scan the driver’s license in ERM again on ship date enlistment record. (6) Ensure all shippers have their dependents (including spouse) SSN cards or Numidents scanned into their GCRc records. All SSN cards and/or numidents will be scanned into the same folder, Dependents SSN Cards, listed under Core Documents. FSs are required to hand-carry copies of their dependent’s SSN cards and/or numidents in order to enroll their dependents into the DEERS. (7) Have the FS hand-carry copies original or certified originals, court-certified copies or certified photocopies USAREC Reg 601-96 • 1 September 2012
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that reflect the file number of dependent’s birth certificates, marriage license, and his or her hard copy driver’s license. (8) Special emphasis will be placed on ensuring the REQUEST reservation; DD Form 4 series, automated ship annex, and the GCRc USMEPCOM PCN 680-3ADP are accurate based on the FS’s enlistment record and changes provided. e. GCRc will code the DD Form 1966/1, items 18-19, in accordance with AR 601-210, paragraph 6-12 and figure 6-1. f. Complete and sign the ship annex for the enlistment option(s) and program(s) selected. For PS and DOS Soldiers, ensure a copy of the DD Form 4 series along with the DD Form 368 are forwarded to the FS’s unit the same day the FS is given the Oath of Enlistment. For IRR members the DD Form 4 series and DD Form 368 will be forwarded to the Commander, HRC, ATTN: DARP-PAT-R, 9700 Page Boulevard., St. Louis, MO 63132-5200. For IRR members of the Navy, Air Force, Marines, and Coast Guard refer to AR 601-210, paragraph 5-22. This is the responsibility of the shipping MEPS GC. g. Verify tech check results. Follow the procedures identified in appendix J and any other directives provided by higher headquarters. h. Forward the enlistment record to the SGC. The SGC will review the enlistment record for completeness and accuracy prior to sending the FS to the MEPS control desk. i. The following documents will be printed at the same time the FS ships to IADT, training, or permanent party: (1) Automated ship annex (all) (annex B for everyone). (2) SF 86 (all) (gaining MEPS. This will put the FS on the gaining MEPS processing list). (3) Perform a thorough check of the enlistment record. Ensure that all necessary documents have been completed and verified as required. Missing documents must be brought to the attention of the originating MEPS SGC. (4) Contact the battalion operations section to determine the gaining recruiting station identification. Ensure this is reflected in the GCRc record. (5) When necessary, contact the gaining RS to remind the individual regarding any required documentation needed to access to AD. j. When the FS accesses or when a problem arises, contact the losing SGC in order for him or her to take the appropriate action(s). k. It is very important that all SGCs and operations NCOs follow these processing and accession procedures. At no point will the applicant or shipper be forwarded to the USMEPCOM operations section for processing or accession without the SGC reviewing the enlistment record for qualification, completeness, and accuracy. All applicants will be cleared out of the “Pending DEP Confirm, Pending Enl Confirm, and Pending Ship Confirm” tabs before the SGC/BN/BDE/OPS departs each day. The only applicants authorized overnight on these tabs are authorized reservation holds and FSR2S reservations.
O-4. Courtesy shippers a. When the necessity arises to ship an individual who enlisted from another MEPS, it is imperative the FS receives the same red-carpet treatment from the gaining MEPS. The GC will ensure the FS meets all qualifications for the enlistment options and programs selected, then confirm all documents are properly completed. Once a review is done, the GC will e-mail the ENSQ information to the shipping MEPS GC. b. Prior to the FS’s ship day, the gaining battalion operations section or SGC will take the following actions: (1) Ensure the FS’s record has been transferred. The losing SGC will need to make a ship projection to the gaining MEPS. This will put the FS on the gaining MEPS processing list. (2) Perform a thorough check of the enlistment record. Ensure that all necessary documents have been completed and verified as required. Missing documents must be brought to the attention of the originating MEPS SGC. (3) Contact the battalion operations section to determine the gaining recruiting station identification. Ensure this is reflected in the GCRc record. (4) When necessary, contact the gaining RS to remind the individual regarding any required documentation needed to access to AD. c. When the FS accesses or when a problem arises, contact the losing SGC in order for him or her to take the appropriate action(s). d. It is very important that all SGCs and operations NCOs follow these processing and accession procedures. At no point will the applicant or shipper be forwarded to the USMEPCOM operations section for processing or accession 86
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without the SGC reviewing the enlistment record for qualification, completeness, and accuracy. All applicants will be cleared out of the “Pending DEP Confirm, Pending Enl Confirm, and Pending Ship Confirm” tabs before the SGC/BN/BDE/OPS departs each day. The only applicants authorized overnight on these tabs are authorized reservation holds and FSR2S reservations. Table O-1 USAREC liaisons Liaisons
Address and Telephone Number
Fort Benning
30th AG Battalion (R eception) Building 3020 Fort Benning, GA 31905-5770 DSN 784-9214 Commercial (706) 687-6929/6932 Fax (706) 689-1392
Fort Jackson
120th AG Battalion (R eception) Building 1895 Fort Jackson, SC 29207-6700 DSN 734-4222/5416 Commercial (803) 751-5416 Fax (803) 751-4394
Fort Leonard W ood
43d AG Battalion (Reception) Building 2100 Fort Leonard W ood, MO 65473-5000 DSN 581-3613/0657 Commercial (573) 596-0567/3613 Fax (573) 596-0662
Fort Rucker
U.S. Army Aero Medical Center Building 301, ATTN: HSY-AER Fort Rucker, AL 36362-5333 Commercial (334) 598-8955 Fax (334) 598-9021
Fort Sill
95th AG Battalion (R eception) Building 2858 Fort Sill, OK 73503-6102 DSN 639-2610/5008 Commercial (580) 442-2610/5008 Fax (580) 581-1267
Lackland Air Force Base
U.S. Army Element E Company DLI Lackland AFB, TX 78236-5680 DSN 473-3553/3554/3004 Commercial (210) 671-3553/3004 Fax (210) 673-0850
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Appendix P Reports and Records P-1. Purpose This appendix establishes the requirement to run daily reports from MIRS, REQUEST, and GCRc. P-2. General a. Automated systems provide data relating to applicant processing, reservations, cancellations, accessions, renegotiations, and results of medical and ENTNAC reports received daily. Completing these reports will reduce the number of GC errors and facilitate timely and efficient transfer of data to the HRC database. All GC shops and battalion and brigade operations sections will complete all reports outlined in this appendix. Processing reports will be maintained for 3 years unless otherwise specified. b. If at 7 days you do not have DAT, 3 days for HIV, or 21 days for ENTNAC results, GCRc will generate an e-mail and send it to the SGC and operations NCO informing them that the results are not back. The SGC will contact the appropriate MEPS staff member to determine if there is a problem with the submission or the FS needs to return for testing or fingerprinting. c. After enlistment, all enlistment records will be maintained in the ERM database. P-3. Required USMEPCOM reports (GC shop) a. MIRS Report 18 - Daily HIV Report (USMEPCOM PCN ZHM005); MIRS Report 9 - Daily DAT Report (USMEPCOM PCN ZHM002); and MIRS Report 23 - Daily ENTNAC Submission Report (USMEPCOM PCN ZHM003) are required to be completed daily. b. Procedures for obtaining MIRS reports. Reports required from MIRS are located in the “Service” module. GCs will select “Service,” “View Only,” “Process Results,” and “MEPS Workload.” Enter the current date, service processing for, and enter number for the desired report. Information contained in these reports will be presented to the MIRS terminal screen and will print using the Shift and F6 keys pressed simultaneously. c. USMEPCOM PCN ZHM002 provides lab results and codes for drug and alcohol use. d. USMEPCOM PCN ZHM003 provides a consolidated list of ENTNAC submissions for the processing day. The report contains the names, SSNs, service processing for, projected active duty date, and submit code. (ENTNAC path “M” is the only acceptable path.) e. USMEPCOM PCN ZHM005 provides lab results and codes for HIV infection. f. A copy of these reports will be attached to the USMEPCOM Form 727-E and maintained in the recruiting files in the GC shop (current year, plus previous 2 years). All USMEPCOM reports will be maintained with the processing list for each day in the active files for each recruiting year. P-4. Required REQUEST reports (brigade and battalion operations) a. The SGC will be held responsible for the completion and accuracy of all reports. b. The SGC will also verify that the before ship QC check is completed and the individual has favorable HIV results, DAT results, tech check results, and required security clearance submission. (1) (Monthly) Projected Shipper Report by Component. This report will be provided to the USMEPCOM Travel Section on the last Thursday of the calendar month. (2) (Weekly) Projected Shipper Report. After a complete review with known losses, this report will be provided to the MEPS Travel Section no later than close of business each Thursday. This will reduce the number of last minute cancellations of airline tickets purchased through the Recruit Travel Program. c. The battalion operations NCO will complete the following reports daily to ensure completion of all enlistment processing. (1) RA Shippers (unconfirmed) to ensure all shippers have been confirmed. (2) AR Shippers (unconfirmed) to ensure all shippers have been confirmed. (3) RA Cancellations (confirmed) to ensure all renegotiations and losses have been completed. (4) AR Cancellations (confirmed) to ensure all renegotiations and losses have been completed. (5) RA Reservations (confirmed) to ensure all enlistments have been confirmed. (6) AR Reservations (confirmed) to ensure all enlistments have been confirmed. (7) Unconfirmed Shippers. This will be used by the battalion to ensure all shippers are confirmed at the GC shop. All shippers will be cleared from “Pending Ship Confirm” at the end of the day (for example, renegotiation, 88
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and DEP loss, move ship day within the RSW). d. Battalion reports will be run by the battalion office code with “include subordinate” selected to ensure all applicants processing for the battalion are accounted for. e. If the SGC verifies a shipper who did not ship, the battalion S3 must report the error by e-mail to HQ USAREC. The S3 must explain how the error occurred, the corrective action taken, and what will be done to prevent a recurrence. The S3 will send the message directly to [email protected] f. Battalion Disposition Roster. The disposition roster accounts for all new enlistments, RA and AR, same-day cancellations, renegotiations, DEP/DTP losses, RA shippers, and unconfirmed accessions. This report is provided through the Report Management Zone (RMZ). g. Since the applicant’s complete enlistment record will be maintained in the ERM database, there is no requirement to maintain a residual file at the battalion headquarters. (This only pertains to applicants enlisted under the GCRc Program). The battalion will have access to the applicant’s record in the ERM database for the remainder of the current year, plus the next 2 years. h. The S3 will perform a 20 percent random record check on all enlistments for each Phase Line and a 20 percent verification of all shippers each RSM. The enlistment record will be checked for completeness and documents will be verified (for example, calling schools for education verification) for accuracy. A list (MFR format) of all records checked and verified will be scanned into the applicant’s DEP Admin folder in the ERM database for inspection. i. All reports required by this appendix, as well as the USMEPCOM Form 727-E will be filed electronically in a common file on a daily basis. j. The brigade operations NCO will complete the following reports daily to ensure completion of all enlistment processing: (1) RA Shippers (unconfirmed) to ensure all shippers have been confirmed. (2) AR Shippers (unconfirmed) to ensure all shippers have been confirmed. (3) RA Cancellations (confirmed) to ensure all renegotiations and losses have been completed. (4) AR Cancellations (confirmed) to ensure all renegotiations and losses have been completed. (5) RA Reservations (confirmed) to ensure all enlistments have been confirmed. (6) AR Reservations (confirmed) to ensure all enlistments have been confirmed. (7) RA Production. (8) AR Production. k. Brigade reports will be run by the brigade office code with “include subordinate” selected to ensure all applicants processing for the brigade are accounted for. l. Reports will be ran, verified, and attached to the Disposition Roster for the same date. m. All brigades are required to close out the end of day with HQ USAREC by telephonically contacting the ROC. n. Web-based REQUEST report to check flagged REQUEST records. (1) SGC will log into REQUEST daily to check all flagged records of pending RA and AR shippers. Once records have been identified as flagged, the SGC will take immediate corrective action to fix the record. (2) To check for flagged records the SGC will logon to REQUEST, select the Reservations tab, put in appropriate office code, go to select list, Flagged Reservations and click on Go. This list will show the reservations that are currently in a flagged status. Select the FS and click the Disqual Reason button at the bottom of the page. This will show you the reason the reservation is in a flagged status. The SGC will verify the actual ship date and work the records with the earliest ship date first. Once the stated problem is corrected, REQUEST will move the record out of the flagged status. (3) Since the record problems deal with incentives or qualifications, it is imperative that the flagged records are worked well in advance to prevent shipper delay in case a RENO is necessary. (4) The Flagged Reservation Report will be run daily, this is in addition to the reports that the SGC is required to run. (5) Battalion operations will pull the Flagged Reservation Report weekly, looking forward 2 weeks, to ensure compliance (part of the Future Soldier Asset Inventory). Go to O-reports, shipper, with a ship date range of at least 2 weeks: you have to run separate reports for RA and AR. (6) Select the unverified shipper; at the top of the report select Flagged Reservation codes. Select the office code with “include subordinate” to ensure accountability of all shippers. (7) Reason codes are: (a) N = Applicant no longer qualifies. (b) Q = Applicant still qualifies; required to ship. USAREC Reg 601-96 • 1 September 2012
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(c) U = Unknown, qualifications not reevaluated. (8) Operations personnel will also add this report to weekly regulatory reports. P-5. Procedures for completing GCRc end-of-day reports SGCs will ensure accurate and complete dispositions are entered on all processors. The following will detail the completion of the GCRc end-of-day reports. a. At 1600 local time the SGC must/will pull ship & enlistment reports. The SGC will be required to enter the end-of-day result codes for all of these applicants. b. The following codes are used for the GCRc processing list (Select a Person screen) in GCRc: (1) Proj Src (Projection source). (a) G = GCRc. (b) L = Leads. (c) M = MIRS. (2) MIRS Src (MIRS projected). (a) Blank = Not projected. (b) S = Sent to MIRS. (c) T = Confirmed MIRS projection. (3) Act (Action projected for). (a) D = DEP-in. (b) A = Enlist only. (c) B = Enlist and ship. (d) C = Ship only. (e) X = Other processing. (4) ARR (Arrival indicator). (a) Y = Applicant has arrived at MEPS. (b) Blank = Has not arrived. (5) RSLT CODE (End-of-day result codes). (a) A = REQ TEST (Requires additional test). (b) B = TEST REJ (Failed ASVAB). (c) NOT QUAL = Does not qualify for enlistment. (d) D = Refused to enlist. (e) F = NO HELP (Applicant qualifies for enlistment, no jobs available). (f) G = NO CHG (No change from last status). (g) H = CONFER (Applicant needs to confer with influencers). (h) I = OPT NOT POSS (Applicant desired job or option combination not possible). (i) J = DTP DIS (AR cancellation). (j) K = DEP DIS (RA cancellation). (k) L = LAW (Applicant revealed law violations, DD Form 369 required). (l) M = SHOP (Applicant shopping). (m) P = PMR (Permanent medical disqualification). (n) Q = Qualify (Qualified not scheduled to enlist). (o) R = RENO (Reno completed). (p) T = Temporary medical disqualified. (q) U = ADMIN (Could not enlist for an administrative reason). (r) Window = Wants to leave outside of available DEP constraints. (s) X = ELOPE (Left MEPS prior to finishing processing). (t) Y = FROZEN (Desired MOS currently on the frozen list). (u) Z = NO OPT (Qualified for enlistment, no jobs available). (6) NAME (Self-explanatory). (7) PKT STAT (Record status). (a) GO = Approved record. (b) NO GO = Disapproved record. (c) BLANK = Record has not been QC’d yet. (8) E Valid (E-validation indicator). Y = Packet passed level 4 validation (ENSQ level validation). 90
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(9) SSN (Self-explanatory). (10) ED LVL (Education years and level). (11) AFQT (ASVAB AFQT score). (12) RSID (Self-explanatory). (13) MEPS (Self-explanatory). (14) SEX (Self-explanatory). (15) SPF (Service processing for). (a) DAR = RA. (b) DAV = AR. (c) DAZ = Army nonapplicant. (16) PS (PS indicator). (a) Y = Applicant has PS. (b) N = Applicant has no PS. (17) DAY (Arrival day). (18) HOUR (Arrival hour). (19) MED (Medical test required). (a) F = Full physical. (b) R = Re-physical. (c) I = Inspect. (d) C = Consult as required. (20) MED CNSLT (Medical consult required). (a) A = Allergy. (b) B = Neurology or Neurosurgery. (c) C = Cardiology. (d) D = Dermatology. (e) E = Ear, nose, throat (includes audiology). (f) G = Gynecology. (g) I = Ophthalmology. (h) M = Internal Medicine. (i) O = Orthopedics. (j) P = Psychiatry. (k) S = Surgery (General). (l) U = Urology. (21) TEST (ASVAB required). (a) E = Initial. (b) 1 = 1-month retest. (c) 6 = 6-month retest. (d) C = Confirmation. (e) R = MEPS commander authorized retest. (22) SPEC TEST (Special test required). (a) 1 = DLAB (Defense Language Aptitude Battery). (b) 3 = ECLT (English Comprehension Language Test). (c) T = AFAST (Alternate Flight Aptitude Selection Test). (d) U = EDPT (Electronic Data Processing Test). (e) V = Radio Communication Analysis Test. (f) Y = APT (Audio Perception Test). (23) TYPE (Projection type). (a) P = Projection. (b) S = Same-day processor. (c) N = Night tester. (d) T = Night tester, next day projection. (e) H = Holdover. (f) K = Same-day processor (walk-in). (g) W = Walk-in. USAREC Reg 601-96 • 1 September 2012
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(h) M = Military Entrance Test (MET) site tester. c. The result of the Select a Person query contains two hyperlinks that will allow the GC to view information without accessing the applicant’s record. (1) NAME: This hyperlink calls the USMEPCOM PCN 680-3ADP screen to “Send a Build to REQUEST.” (2) PACKET STATUS: This hyperlink calls the last QC summary and provides the GC a quick look to determine what information is needed.
Appendix Q Army Reserve Specific Processing Q-1. Purpose This appendix establishes policies and detailed procedures to ensure applicants are properly processed for enlistment, shipped to IADT, and separated from the AR. Q-2. Alternate Training Program Enlistment Procedures In order to qualify for the Alternate Training Program, an applicant must be: a. A Currently In High School-CIHS (109) applicant; Applicants must have a letter from their school that indicates they are currently a junior(11th grade) in high school; when their last day of school for their junior year is, the start date for their senior year, and the anticipated graduation date from high school. If the applicant’s training ends after the beginning of the school year, a letter from the school acknowledging this is required. The letter must state the school is aware the applicant will start classes after the beginning of the school year and will not be penalized because of military training. In addition, a letter must also come from the parents acknowledging that they are aware that their son or daughter will return from military training after the beginning of the school year. b. A High School Senior-HSSR (11S) that has been accepted to college; must provide enrollment letter and dates classes begin in the fall and the tentative date the college year is scheduled to end. c. A college student that is enrolled in college must provide college transcripts (if available) and an enrollment letter that provides the dates for current school year ending, next school year start date and tentative ending of the next school year. No memo is required for late return for college students. d. A seasonal employee (that is, skilled trades individuals, teachers etcetera); need a memorandum from employer detailing time period that the applicant is available to train due to employment conditions. e. Once a FS ships to BCT, the information is populated to the SWAR Report in REQUEST. f. The MEPS GC will make the reservation only after verification that a Soldier has completed BCT. This verification can be made by receiving the DD Form 220 or by verifying BCT Graduation Date on the SWAR report in REQUEST. The recruiter or Future Soldier Leader (FSL) for that Soldier will still notify the MEPS when the Soldier has completed BCT and the Soldier cannot ship to Phase II without the DD Form 220 scanned into ERM. To preclude unnecessary delay at training sites, the following actions are required as applicable: (1) Check with Soldiers for any QUALS disqualifications and for any recent involvement with law enforcement agencies or pending court appearances that may preclude IADT shipment. Procedures in “a” and “b” above will be followed. (2) After SP2 reservation is made, the request for orders, utilizing current data provided by the unit will be submitted to MEPS. This order will then be scanned into ERM and the RS notified. The recruiter/FSL will provide a copy of the order to the Soldier and the Soldier’s unit. g. The recruiter/FSL will Screen Soldier’s official military personnel records and ensure that finance, clothing, medical/dental, and physical training records are not missing. If records are missing, contact the TPU for assistance. The Soldier will not be shipped if they are missing any records. Note: Missing records are a high visibility problem for Phase II Soldiers. (1) The recruiter/FSL will inform the Soldier that he or she will remain at the training base until MOS qualified. (2) If the Soldier has been promoted, DA Form 4187 (completed by the TPU) must be included in the ship record and scanned into the DTP Admin folder in the ERM database. To determine proper grade for shippers a suspense file will be set up and maintained for the following actions: (3) Four months prior to ship date the recruiter/FSL will contact the TPU either in writing or telephonically, using an MFR, to determine the Soldier’s status, including pay grade and present address. The record of this contact 92
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will be maintained in the shipper’s file and scanned into the DEP/DTP Admin folder in the ERM database. (4) MEPS will not amend an order to show a new pay grade once the Phase II order has been published. (5) Promotion documents on Soldiers promoted after the MEPS order was published will be provided to the recruiter/FSL and forwarded to the RECBN with the Soldier. h. The recruiter/FSL will make contact either in writing or telephonically no later than 30 days prior to ship date requesting Soldier’s Ship records. The Soldier’s Ship records must arrive at the RS no later than 7 days prior to ship date. If the recruiter/FSL is not in receipt of the Soldier’s Ship records at this time, the recruiter/FSL will immediately notify the Soldier’s TPU. It is the TPU’s responsibility to ensure that all possible resources are utilized to have the Soldier’s Ship records brought to the RS. If all attempts fail, battalion operations will obtain permission from the respective training base to ship the Soldier with a copy of their ERM record maintained in GCR. Once approval has been obtained, forward request for exception to HQ USAREC, G3, RCRO-EEP, via appropriate brigade. All Phase II records will include the following: (1) The Soldier’s ship record will consist of the following: 201 File (to include DD Form 220), training records, security clearance documentation, promotion orders, equipment operator’s qualification information if required, medical and dental records, clothing records and PT Card DA Form 705. (2) All Phase II shippers are required to have their full initial issue to include Army Service uniform (ASU) when shipping to the training base. (a) To better manage AR Phase II reservations and to improve our reaction time to reprogram training seats, the following procedures apply: (b) The USAREC Liaison at the Rctg Bn will receive orders for all AR Phase I that are entry level status separations. Upon receiving orders they will cancel SP2 reservations (if one exists) using code (OT) Other and the remarks will state, “USAREC LIAISON ENTRY LEVEL STATUS SEPARATION.” They will also update SP1 record and the remarks will state “TRADOC discharge” and scan the discharge order into the ERM database. (c) The SGC will run AR Cancellation in REQUEST under Reports to identify any cancellations made, so that any records that are maintained by the AR GC can be forwarded to the battalion and to the AR unit (TPU). (d) It is the responsibility of the GC to continue to maintain and update the SWAR Program. Q-3. Special English as a second language processing for AR applicants a. Due to the extended training time for English as a Second Language (ESL) plus BCT, the GC must ensure that applicants for the Alternate Training Program have an MRD which allows for both. Those scoring below 70 must be scheduled for ESL training prior to BCT in accordance with table R-1. Note: CIHS applicants are not eligible for enlistment if they require ESL training. b. Applicants scoring below 40 on the English Comprehension Level Test (ECLT) must enlist for the 4 x 4 option. c. Ensure all applicants requiring ESL are shipped to Fort Sill, OK, with records marked “ESL” in red on the outer envelope. Q-4. ETP/RENO a. All requests for ETPs will be sent via workflow in GCRc to the appropriate approving authority. b. The following procedures are in place for renegotiations. Renegotiations will require a memorandum from the TPU with the following information: (1) MOS change - same unit. (a) Contact unit and let them know the FS wants to change MOS. (b) Obtain position, paragraph, and line number; rank structure; and unit identification code (UIC) of the unit to ensure vacancy is available. (c) Ensure memorandum from unit, USAREC Form 1035, and all supporting documents are referred in exception request. (d) FS must include a statement acknowledging that incentives will not increase based on the renegotiation and could possibly decrease. (2) MOS and unit change. (a) Contact unit and let them know FS wants to change MOS and unit. (b) Contact gaining unit and let them know the FS wants to change MOS and unit. (c) Obtain position, paragraph, and line number; rank structure; and UIC of the unit to ensure vacancy is available. (d) Ensure memorandum from losing and gaining unit, USAREC Form 1035, and all supporting documents are USAREC Reg 601-96 • 1 September 2012
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referred in exception request. (e) FS must include a statement acknowledging that incentives will not increase based on the renegotiation and could possibly decrease. (3) 365-day exception and renegotiation. (a) Reason for 365-day exception from the FS. (b) Memorandum from the unit indicating willingness to maintain the FS in their unit. (c) USAREC Form 1035. (4) Medical. (a) Notify unit of the circumstances (MEPS or personal). (b) Obtain approval or disapproval from the unit for retaining the FS. (c) If required, statement from the doctor with an expected completion date. (5) Conduct. (a) Notify the unit of the circumstances (charges or match). (b) Obtain approval or disapproval from the discharge authority (typically COL or higher) to retain the FS. The approval/disapproval is for the unit only. If not retained, then a DTP loss must be taken. (c) Obtain all documentation pertaining to moral charges and final disposition date. (6) All 50-mile radius statements will be annotated in the Remarks section of the DD Form 1966/4 by the enlisting MEPS GC after verification with the AR TPU. Q-5. Training seat and/or vacancy issues a. In the event training seats are not available on the system, contact the ROC for assistance. b. In the event an applicant desires a specific vacancy seat that is not on the system, the following will apply: (1) Ensure training is available for the timeframe required. (2) Ensure applicant is qualified based on MOS QUALS-DA Pam 611-21 (Smart Book). (3) Ensure applicant is aware that any vacancy loaded on the system will not come with incentives. (4) Vacancy request form must be e-mailed to [email protected] Vacancy request form should include the following: (a) Brigade requesting vacancy. (b) Date of request. (c) Battalion recruiting station identification (for example, 3D). (d) Battalion point of contact. (e) Battalion point of contact telephone number. (f) Applicant’s name. (g) Applicant type (IRR transfer, PS, or NPS). (h) Applicant’s SSN. (i) Applicant’s rank. (j) PMOS or secondary military occupational specialty if he or she is PS. (k) UIC of unit (all six digits). (I) Paragraph, line, and position number. (m) MOS applicant is going into. (n) Grade of the MOS applicant is going into, to include ASI and special qualifications identifier, if required. (o) Is the position a will train, yes or no. (p) Control number if available from REQUEST. (q) Unit point of contact and telephone number. (r) If there are any remarks you would like USARC to be aware of (for example, area of concentration or 09L “Language Code”). Q-6. Procedures for training reservation changes Note: Area Command within this regulation refers to USARC, U.S. Army Pacific Command, U.S. Army Special Operations Command, and U.S. Army Military Intelligence Command. a. Training seat MOS changes will not be made solely on the desire of the AR member or the TPU commander. Changes of a confirmed MOS reservation from one MOS to another prior to entry on IADT or active duty for training will be based upon one of the following reasons: (1) Reorganization of the unit for which enlisted in accordance with AR 140-10. 94
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(2) Change in CMF or MOS due to reclassification in accordance with SMART Book (DA Pam 611-21) (https:/ /smartbook.armyg1.pentagon.mil/default.aspx). (3) Change in individual’s medical fitness standards in accordance with AR 40-501. (4) Change in civilian education which would prevent the FS from meeting prerequisite qualification of initial or intended MOS in accordance with SMART Book (DA Pam 611-21)https://smartbook.armyg1.pentagon.mil/ default.aspx) and REQUEST QUALS. (5) Change in MOS due to transfer of FS to another TPU in accordance with AR 140-10. (6) Change in Soldier’s moral status that prevents them from being qualified for the MOS they enlisted for in accordance with SMART Book (DA Pam 611-21) (https://smartbook.armyg1.pentagon.mil/default.aspx) and REQUEST QUALS. Note: Under no circumstance will any member of USAREC inform any applicants, DEP or DTP members, or AR Soldiers that they are authorized to renegotiate their enlistment MOS for any reason except as noted in a above. b. HQ USAREC can authorize changes from the Alternate Training Program to the Standard Training Program and changes from the Standard Training Program to the Alternate Training Program. Must select same MOS and same unit. c. Units that are deactivating or reorganizing require approval from the USARC G1. This must be accomplished prior to any action occurring on REQUEST. Approval documentation will be submitted to USARC G1 via HQ USAREC Exception Box identifying the Soldier’s name, SSN, ship date, and new MOS. Upon receipt of approval documentation, the GC will take the following action: (1) Go to REQUEST under “Process Applicant” tab to “Reno Reservation” and continue the process to pull either new vacancy or training seat. Once the new reservation has been made the GC and FS will sign the new enlistment annex using the electronic signature pad. (2) Once the renegotiation has been approved by the USARC G1, the approval documentation will be e-mailed to HQ USAREC. HQ USAREC will send the approved renegotiation back to the battalion with a control number. The renegotiation approval authority should list the MOS that was identified for the FS. GCs will call the ROC with the applicant in the chair for assistance when pulling training if required. Note: All approval documentation will be added to the DTP Admin folder in the ERM database. d. GCs must ensure appropriate orders are amended and properly distributed (that is, Soldier’s ship record, TPU, ERM database, recruiter, etcetera). Soldiers whose units have also changed will not have this change reflected on REQUEST. However, GCs will ensure the amended orders reflect the correct unit of assignment. Phase II, Alternate Training Program is considered a part of IADT. Alternate training (Phase II) requesting change in MOS date due to AIT course length versus personal commitments (for example, college or employment) are not routinely considered. Phase II individuals are required to enter AIT within 1 year of completion of BCT (Phase I) to complete IADT in the MOS for which enlisted. e. Request for MOS changes must be submitted for approval in accordance with paragraph Q-5. All requests must be received by the USARC G1 not less than 90 days prior to the start of IADT or active duty for training. Phase II, Alternate Training Program is considered a part of IADT. Alternate training (Phase II) requesting change in MOS due to AIT course length versus personal commitments (for example, college or employment) will not be routinely considered. Phase II FSs are required to enter AIT within 1 year of completion of BCT (Phase I) to complete IADT in the MOS for which enlisted to ensure incentives remain valid. f. The TPU will ensure FSs who cannot be reassigned or will not accept unit and MOS reassignment are processed for discharge action. MEPS GCs will immediately cancel the training seat upon written notification that the Unit is processing the FS for discharge. g. DEP loss for any reason will require a memorandum from the unit. All losses will require: (1) A memorandum to the unit detailing the reason for loss. (2) Copy of cancellation request. (3) USAREC Form 986. (4) Memorandum from the unit indicating that they acknowledge the loss. (5) All documents to be sent to the Unit for separation orders. h. AR NPS personnel requiring a delay for entry on IADT that exceeds 365 days is addressed under paragraph Q-5. Some of the reasons that will require approval are: (1) Extreme personal hardship. (2) Security clearance. (3) Coincide with a special MOS school. USAREC Reg 601-96 • 1 September 2012
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(4) Temporary medical disqualification. (5) Complete high school graduation requirements (provided the MOS requires an HSD). (6) Medical disqualifications that require a waiver (waivers are processed through the Area Command): (a) FS TMR’d for not meeting the procurement weight standards in AR 40-501 and AR 600-9 will be returned to the TPU for disposition in accordance with AR 135-178. (b) All TMR cases will have a new ship date established in the same MOS when fully qualified. (c) All PMR shippers will be referred to the USARC G1 for retention through the USAREC Exception Box. Q-7. Authorized AR renegotiation codes All renegotiation requests must have a letter from the TPU commander or authorized representative requesting a change to the individual’s ship date, USAREC Form 1035 with all applicable signatures and USARC Form 62R. Procedures for the renegotiations can be found in paragraphs Q-5 and Q-7. Whether an FS keeps the incentives will be based on whether it was the individual’s or Government’s request: a. Individual request. Means it was the preference of the FS and therefore incentives will not exceed the current amount or they could be reduced. There is also the possibility the incentives could be nonexistent. A FS who changes their MOS must sign an acknowledgment statement indicating that they are aware their incentives may change. b. Government request. Through no fault of the FS, the MOS is changed. This could be based on a reorganization of the unit structure or deletion of the MOS. Incentives will be based on the new vacancy. c. Renegotiation codes are as follows: (1) CM - Changed MOS (used only after HRC approval and USAREC control number). (2) CO - Changed option (used only after HRC approval and USAREC control number). (3) ED - Continuing education (education program prevents FS from shipping on enlistment date). (4) EE - Erroneous enlistment (used for GC error). (5) EN - ENTNAC pending or failure (results not received). (6) FG - Failed to graduate from high school (if applicant has a reasonable chance of completing high school by attending summer session). (7) HP - Hardship (personal - this must be documented and validated). (8) TM - Temporary medical disqualification. (9) UI - Unqualified. (10) WS - Weight standards. Q-8. Reporting procedures a. Once the applicant has been accessed and all documentation pertaining to the enlistment has been verified, the Soldier is ready to ship out to the Rctg Bn or directly shipped to the TPU if the enlistee is either a transfer or a reenlistee. All AR high school and Phase II shippers will have a certified true copy of their HSD or transcripts to verify completion of high school prior to shipping to BCT and/or AIT. b. All AR FSs will ship in accordance with Hometown Shipping Program (HTS) guidelines. This will allow AR FSs to ship from their hometown directly to the Rctg Bn. These FS will be medically and morally screened. Q-9. Hometown Ship Procedure Responsibilities: a. The Senior Guidance Counselor/Guidance Counselor is responsible for the following actions: (1) Review the before Ship QC and provide a summary to recruiter with all errors that need to be resolved. This QC will be in accordance with appendix N. (2) Ensure that all supporting documents for the enlistment/accession are scanned into ERM, to include shipment orders. (3) Project HTS in accordance with current local policies. These projections will be done with the regular projections. MEPS GCs will specify the number of applicants expected to remotely ship and their mode of transportation (for example, air, bus, train or Government Own Vehicle (GOV)). (4) Ensure that HTS have “Hometown Shipper” and “Mode of Transportation” in the comments section of the MEPCOM FM 727 and that they are scheduled as shippers. (MIRS automatically projects them as shippers). (5) Fingerprint results and proof of Clearance Submission is required for all HTS. No exceptions are authorized. (6) Provide all required information to the MEPS for completion of orders, airline tickets and meal checks (name, SSN, address, school data, ship date, time and other info needed) no later than 7 working days prior to date of 96
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shipping. (7) Ensure that FS has at least 15 days in DEP/DTP. (8) Complete packet breakdown in accordance with USMEPCOM Reg 601-23 and packet breakdown checklist. (9) Forward the enlistment packet and meal checks to the responsible recruiting station no later than 10 days after enlistment or no less than five (5) working days prior to FS ship day. Use a method that has tracking numbers. HIV/DAT results must be posted prior to shipping the enlistment packet to the recruiting station/center. (10) Review DD Form 1966 in ERM for accuracy. (11) Must ensure any FS that was RBJ’d returns to MEPS to clear their profile prior to HTS. b. The recruiter/FSL is responsible for the following actions: (1) Resolve all identified application errors with the GC and FS before performing the shipping QC. (2) Complete the HTS Program Checklist (USAREC Form 1302) to determine if the FS’s eligibility has changed since originally enlisting. These questions are in accordance with USMEPCOM Form 601-23-5-R-E Introductory Preaccession Interview 01 October 1999. Once completed the USAREC Form 1302 will be scanned into the ERM. (3) If there are new law violation(s) or issue(s) that occurred after enlistment, notification should flow thru the chain of command to the BN AR Ops NCO. AR Ops NCO will verify eligibility and will contact the TPU for authorization to ship. (4) Complete DA Form 3081 Periodic Medical Examination (Statement of Exemption) to determine if there have been any changes to the FS medical eligibility. This questionnaire will be administered three working days prior to ship. The DA Form 3081 will be scanned into the medical folder in ERM. If any changes have occurred in the FS’s medical status, necessary medical documentation must be sent to MEPS for review by the CMO utilizing current procedures, and medical profile must be updated as required. If the FS is temporarily disqualified and the RBJ date is after the scheduled ship date, a RENO request must be sent after the updated DD Form 2808 and 680 ADP has been scanned into the ERM record. If the Soldier is permanently disqualified by the MEPS CMO, a waiver may be submitted for review. If the waiver is disapproved, actions must be taken to cancel the reservation assigning PM as the reason code and full cancellation must be selected. If the FS is RBJ’d thay must return to the MEPS to be cleared. FSs cannot ship with an open profile or a 3T profile. (5) Upon completion of the USAREC Form 1137, if it is determined that the FS is eligible for promotion in accordance with AR 601-210 chapter 2, the recruiter/FSL will provide the TPU Commander with the appropriate supporting documentation for completion of DA Form 4187 promoting the Soldier to the appropriate rank and pay grade. If the FS’s ship date is within 15 days or the TPU Commander is not available, the MEPS GC is authorized to process the DA Form 4187. Recruiters/FSLs/MEPS GCs will place the following statement in the remarks section for promotion, “AR TPU Commander was not available for promotion of Soldier.” An example of a properly filled out DA Form 4187 can be found at: http://my.usaac.army.mil/portal/dt/usarec/HQ/G3/Enlistment_Eligibility_Processing/ PolicyBranch.html. (6) Important - Travel briefing must be given to FS no later than 72 hours prior to shipping. This briefing will be conducted using the guidelines and material located at the USAREC, G-3, Enlistment Eligibility Processing, Policy website. (7) The HTS website contains travel cards, travel video and a travel brief. The FS will bring on ship day all originals documents. The FSL/recruiter will retain the copies to be scanned into ERM. At a minimum the following documents will be scanned in: (a) DA Form 3081 (b) SF 1199 (c) Completed FS HTS checklist USAREC Form 1302. (d) Any additional documents required by USAREC Reg 601-96 DEP-Out Procedures (8) Ensure each FS has a government-issued photo ID for ship day, airlines require this type of ID before they will issue boarding passes. The photo ID must have the same name as the airline ticket (check itinerary). (9) Have the FS hand-carry all original dependency documents and driver’s license or government issued ID. (10) Provide transportation for the FS from their home location to the mode of travel to the Rctg Bn (for example, air, bus, train or GOV). (11) Once FS has been dropped off at the airport, bus/train station or is taken to the Rctg Bn, the recruiter/FSL will annotate this action in the contact history and notify the chain of command thru the station commander (SC). c. The SC is responsible for the following actions: (1) Ensure that Hometown Shippers have meal tickets, travel cards, itineraries and travel to Airport. The Liaison at the MEPS will coordinate receipt and delivery of locally prepared meal checks to the station for further delivery USAREC Reg 601-96 • 1 September 2012
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to the FS prior to ship. Airline tickets will be electronically available at the airport. (2) Review the completed DA Form 3081 and answers to the questions on the USAREC Form 1302 no later than 72 hours prior to ship to determine if the FS is still qualified. If there has been a change in the FS status since the FS enlisted, process the FS in accordance within current regulation. (3) Ensure that FS records are updated and the documents are scanned into the ERM. For those FSs that have enlisted for an MOS that requires a driver’s license, the SC will verify the expiration date is after completion of AIT and it is an actual driver’s license. The SC will scan the driver’s license into the ERM again on the ship date enlistment record. (4) Confirm the FS has received travel briefing. (5) Ensure the FS has been screened for Ht/Wt requirements. (6) If there are any new law violations or issues that occurred after enlistment, notification should flow thru the chain of command to the BN AR OPS NCOIC. AR Ops NCO will verify eligibility and will contact the Troop Program Unit (TPU) for authorization to ship. d. The Company Commander/First Sergeant is responsible for the following actions: (1) Contact Battalion Operations no later than 0900hrs on ship day to validate shippers and report No Shows for that day. (2) Confirm FS have shipped and provide status to battalion operations. (3) Ensure that all FSs have been properly screened for HT/WT 72 hours prior to shipping and that USAREC Form 1137 is properly annotated. e. The Battalion Operations is responsible for the following actions: (1) Receive itineraries from MEPCOM and distribute them to the responsible recruiting station. (2) Contact MEPS no later than 0900hrs local MEPS time on ship day to validate shippers and report No Shows for that day. (3) Collect the information from the Companies on confirmed shippers no later than 1300hrs, update records on REQUEST and confirm shippers. (4) When Soldier(s) has been delivered to their mode of travel and Soldier(s) does not arrive at reception battalion, the Soldier(s) will be reported as AWOL and this information will be passed back to the Recruiting BN/MEPS for action. MEPS travel will also be notified that an unused ticket is outstanding. f. The following are guidelines for local MEPS functions: (1) Process shipping projections in accordance with USMEPCOM Regulations. The MEPS Transportation Assistant (TA) will use GSA City Pair to make reservations/tickets by name. (2) Complete Quality Review Program (QRP) 10 calendar days prior to shipping in accordance with USMEPCOM Regulations (possibly without packet). If a packet is provided, perform a QRP with MIRS. Please place the packet breakdown checklists in the packet and left side (MEPS side) in correct order in accordance with packet checklist, also place a blank PAI USMEPCOM Form 601-23-5-R-E in the packet for the service to complete. (3) Notify liaisons of any problems associated with Hometown Shippers. If an applicant is in an “N” status for any reason, assist the liaisons with clearing in accordance with USMEPCOM regulations. If “N” status cannot be cleared and/or HIV/DAT have not posted, Hometown Shipping is not possible for the projected day and the applicant must be rescheduled for another hometown ship day or return to the MEPS for final processing and shipping. Do not turn over orders, airline itinerary, and meal checks until QRP is complete and the above are complied with. (4) Complete orders, provide airline itinerary (using date/time provided from the service to get to reception center by the no later than established arrival time) and meal checks with the information provided from the service liaison 5 calendar days prior to shipping. Complete orders with the projected ship date and meal checks with the current date (meal checks are good for up to 14 days after the system generated date). Orders, airline itinerary and meal checks will be turned over to the liaison who will sign for them. The TA will not purchase E-Tickets until after the service 0900hrs validation the day of ship. (5) Print a completed USMEPCOM Form 680-3ADP and give to the liaison. Retain the DD Form 1966 page 1. (6) In case there are holdovers, the TA is responsible for rebooking the flight and providing the itinerary to the liaisons and if needed, amendments to the orders. (7) Update data collection roster with identified information and forward to MOP-AD through sector operations. g. Special Instructions: (1) Females will ship to basic training without a pregnancy test. (2) If FS lives a sufficient distance from the airport that requires an overnight stay, then FS must ship from closest contract hotel. All other guidance provided in this message will be followed to process shippers. 98
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(3) All Hometown Shippers regardless of DEP-IN weight standards, will have HT/WT taken and annotated on the USAREC Form 1137 (Section V) no later than 72 hrs prior to shipping. Those requiring a body fat test will be done by Company Commander, 1SG, SC or authorized TPU representative using DA Form 5500 (dated Aug 06) Body Fat Content Worksheet (Male), or DA Form 5501 (dated Aug 06) Body Fat Content Worksheet (Female). The body fat content worksheet will be scanned into ERM. (4) If the FS has a name change while in the DEP/DTP, ensure the MEPS is notified and the TPU has conducted name change in accordance with AR 600-8-104, Military Personnel Information Management/Records. Ensure FS has an updated picture ID with current name. Verify travel itinerary for correct name. (5) All Hometown Shippers that courtesy ship from another MEPS Zone will follow the regulatory guidance set in USAREC Reg 601-96 appendix O, O-4. h. Pacific Rim Shippers: (1) Shippers (RA and AR) from Pacific Rim locations that normally do not ship from a MEPS location, no longer be required to have a medical inspect prior to shipping provided there are no changes to the FS’s medical condition. FSs will ship as scheduled after processing thru the ship counselor provided they are otherwise qualified. (2) Complete DA Form 3081 and USAREC Form 1302 as stated in paragraph 7d and 7b of this message. Q-10. Failure to ship (no-show) a. The GC or battalion AR operations NCO or S3 will immediately contact the recruiter and AR unit commander when an AR member fails ship to the Rctg Bn and request assistance in determining the member’s status. b. The determination by the unit commander (or designated representative) will establish whether an extenuating circumstance prevented the member from reporting to the MEPS. Whether an extenuating circumstance existed will be determined by the same standards as classifying an absence as “unavoidable” as defined by AR 630-10. c. An MFR between the unit and the GC or battalion AR operations NCO or S3 will be completed prior to cancellation of the reservation. The GC must have a copy of the MFR before the reservation is canceled. The MFR will include the name of the unit commander (or designated representative) and date a decision was made as to why the applicant did not report. A copy of the MFR and REQUEST cancellation printout will be scanned into the appropriate folder in the ERM database. All efforts will be made by the GC to contact higher headquarters for disposition. d. If an extenuating circumstance did exist (that is, sickness, injury, hospitalization, or death in the member’s immediate family), the GC will complete a RENO in REQUEST after an exception via a workflow in GCRc, coordinate a new date for entry on IADT with member’s unit commander, and notify the MEPS, in writing, that an amendment to the IADT order is required. If new training date exceeds DTP constraints, approval must be obtained by submitting an exception via a workflow through HQ USAREC for approval or disapproval by the USARC G1 in accordance with AR 601-25. A copy of the MFR will be retained in the ERM database. e. If an extenuating circumstance does not exist, the GC will cancel the REQUEST training reservation using cancellation code “No-Show” and forward the member’s enlistment record to the battalion S3. (The GC must have a copy of the MFR from the unit authorizing the cancellation before the training seat is canceled.) A copy of the MEPS IADT order will be sent with the record. The MEPS IADT order will not be revoked. A copy of the MFR will be scanned into the ERM database. Q-11. AR separations and cancellations a. Separation from the AR: (1) The AR has separation authority prior to IADT. (a) PMR. If the disqualification is discovered at the MEPS, the MEPS GC will accomplish a complete cancellation and send a memorandum along with the ship record for disposition to the unit commander. (b) TMR. When the MEPS physician recommends a delay of more than 180 days, but less than 1 year, the TPU will be notified to determine whether they want to keep the AR member. If it is determined they will retain the member an MFR will be required to facilitate a renegotiation. The MFR will be sent via the workflow to HQ USAREC for a control number. Once complete, the FS will be renegotiated and returned to the TPU. (c) Other. Upon notification by the TPU commander that a AR Soldier is to be separated, the MEPS GC will cancel the REQUEST training reservation. (d) All MEPS orders will be revoked except for cancellation code “No-Show” or “Refusal to Ship.” (2) TRADOC entry level separation. Upon notification the SGC will forward a copy of the cancellation to TRADOC or the AR unit commander who has separation authority of Phase II applicants. USAREC Reg 601-96 • 1 September 2012
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(a) Other. Upon notification by the TPU commander that a AR Soldier is to be separated, the MEPS GC will cancel the REQUEST training reservation. (b) All MEPS orders will be revoked. (3) Upon receipt of separation orders or notification from the Soldier’s TPU commander or designated representative, the battalion will forward the record with a copy of the REQUEST cancellation to the TPU. (4) DTP losses identified at least 45 days before ship date will be canceled by the GC and the training seat resold. (5) Battalions will retain a copy of the REQUEST cancellation and supporting documents and scan them into the appropriate folder in the ERM database. b. Cancellation and request for discharge procedures. (1) The Soldier’s unit must be notified of request for reservation cancellation by the recruiter, by providing a copy of the USAREC Form 986 to the unit for signature. (2) There are differences in the procedures for canceling training reservations, depending on who initiates the request, the unit or the Soldier as identified below: (a) Unit request for cancellation: 1. TPU will forward request, through the recruiter to the GC, on a memorandum or USAREC Form 986 stating reason for cancellation. 2. GC will notify company commander and 1SG of loss. 3. GC will cancel reservation on REQUEST the same day as receiving notification. (b) Applicant requests cancellation: Recruiter, SC, and company commander will assist the Soldier and TPU in accordance with USAREC Reg 601-95 (appendix M). (3) GC will: (a) Verify that USAREC Form 986 is complete and section (b) Complete cancellation actions in accordance with applicable regulations and policies. GC must ensure the proper cancellation code currently in effect on REQUEST is used. GC will verify that the REQUEST cancellation and the USAREC Form 986 and memorandum from the TPU are included in the appropriate folder in the ERM database. (b) Forward records (ship) to battalion operations. (4) Battalion operations will: (a) Ensure a copy of USAREC Form 986 ,memorandum from the TPU and REQUEST cancellation printout is included in the applicant’s ERM record. Battalion OPS NCO will inform the TPU to forward discharge orders to the Rctg Bn, who at that time will scan the orders into the Soldier’s record and inform the GCs to get the accession data cleared from MIRS my MEPCOM. GC will then print USMEPCOM Form 680ADP; ensuring that the FS accession data has been cleared. (b) Once the ship record has been checked for completeness, forward the ship record to the unit. (5) GC will ensure the following required documentation accompanies all requests to cancel training as appropriate: (a) Medical. If Soldier is disqualified by a MEPS doctor, USAREC Form 986 is not required for cancellation, but an updated copy of the DD Form 2807-1 and DD Form 2808 will be included. If found disqualified by another military medical treatment facility, or provides documentation verifying a disqualifying medical condition, USAREC Form 986 must be initiated and medical documentation attached. The medical documentation must be submitted to the MEPS doctor for evaluation and updating of the physical profile. A copy of the updated DD Form 2807-1 and DD Form 2808 must also be included. (b) Education. If the Soldier requests cancellation for higher education (that is, scholarship, military academy, etcetera), USAREC Form 986 must be initiated. (c) Joined other component. The existing AR reservation must be canceled the same day. If the applicant joins another component (for example, Navy, Air Force, Marine Corps, or National Guard), then a copy of the new service’s contract and DD Form 368 must be included with the cancellation request. For other components, the training seat will always be canceled. (d) Personal (TPU interview is required). This category includes hardship, refusal to ship, employment conflict, and etcetera. The TPU will provide Commander’s endorsement to USAREC Form 986 with a reason for cancellation. (e) For positive DAT see paragraph M-6. (f) Other (specify). Used for unusual circumstances not covered by other categories (use of this category should be minimal and must have supporting documentation). (6) In all cases, GCs will further explain the reason for the cancellation in the Remarks section. 100
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Q-12. REQUEST AR cancellation codes a. CE - Conflict with civilian employment (will require a letter from the employer). b. DS - Declined to ship. c. DT - Death. d. CE - Continuing education (there must be a validated acceptance in a postsecondary education program). e. FE - Fraudulent enlistment (positive match verified with RAP sheet from OPM, falsified documents or information on enlistment documents or medical documents, or provided false statements concerning qualifications). f. FG - Failed to graduate high school (failed to meet the requirements for high school graduation). g. HP - Hardship (personal) (must be validated). h. JC - Joined other component. i. ML - Moral or legal. j. ND - No DEP loss - same day cancellation. k. NS - No show. l. OT - Other. m. PA - Positive alcohol test. n. PB - Positive amphetamine test. o. PC - Positive cocaine test. p. PG - Pregnancy. q. PH - Positive HIV. r. PM - Permanent medical disqualification. s. PT - Positive THC test.
Appendix R Regular Army Options and Incentives R-1. Purpose a. This appendix establishes policies and procedures to ensure applicants are properly processed for specific options. It includes required statements, verification documentation, and special instructions not included in AR 601-210 or other regulations. b. This appendix consolidates implementing instructions and guidance for the management of current recruiting options and incentives, including MOS listings for the RA EB Program, U.S. Army English Comprehension Enlistment Option, GED Plus Program, Airborne Training Option, Army Civilian Acquired Skills Option, Army Bands, WOFT Option, OCS, Partnership for Youth Success (PaYS), Training of Choice, Station of Choice, and the RA LRP. R-2. General a. RA enlistment options and incentives are available for qualified male and female applicants. Options are designed to merge the needs of the Army with an applicant’s desires. b. GCs must be sure that individuals applying for specific options: (1) Meet the prerequisites for that option including moral, color vision, physical profile, eyesight, and educational requirements (to include any high school or college courses prior to enlistment). (2) Ensure the completed enlistment annex reflects the most current enlistment options and programs. Note: All required statements for enlistment for the applicant will be printed in the Remarks section of DD Form 1966/4. c. AR 601-210, chapter 9, along with all current USAREC messages, list and describe each authorized enlistment option and show the proper forms associated with each option. R-3. Procedures a. Prior to accessing the REQUEST Reservation Program, the GC will conduct an interview to determine the applicant’s interests in order to merge those interests with Army requirements. MOS videos may be used to assist in this interview. b. REQUEST is designed to display only those MOSs and options for which the applicant is qualified. However, in some instances (discussed below under special processing), an MOS or option may be displayed for which the applicant is not qualified. GCs must ensure they are familiar with these special processing procedures. USAREC Reg 601-96 • 1 September 2012
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c. The GC will ensure the applicant understands the precise nature of the option commitment and guarantee. Specifically, applicants must understand the terms of their enlistment, the date they are scheduled for AD, the scope of the training they are to receive, the terms and conditions of any recruiting incentive program they have accepted, and any additional prerequisites which cannot be determined until after enlistment (security clearances, completion of “leader” MOS training, etcetera), to include the results of a failure to attain those prerequisites. R-4. Procedures for applicants requiring ESL training a. All applicants who speak ESL (anyone whose records indicate he or she is not a native speaker of English and has resided in the United States for less than 1 year; will likely include NPS applicants from Puerto Rico) will take the ECLT at the MEPS. b. Applicants not scheduled for the ECLT on ARISS, who demonstrate difficulty understanding or speaking English will be scheduled for the ECLT prior to pulling an enlistment reservation. c. When ECLT scores are returned they must be reviewed. Ensure the ECLT score is built into the applicant’s record in REQUEST. If the score is 75 or above, normal processing procedures apply. Those scoring below 75 must be scheduled for ESL training prior to BT in accordance with table R-1, unless enlisting for the 09L where the ECLT score must be 80 or higher. Table R-1 ESL calculation ECLT Score 40-44 45-49 50-54 55-59 60-64 65-69 70-74 75-79
Total Weeks, Includes Processing 25 22 20 17 16 14 13 8
d. The GC must determine the desired training date and add the number of weeks for ESL training to the desired training date. This will be the applicant’s USARECBN arrival date. e. GCs may secure the reservation using normal REQUEST procedures using the USARECBN date as determined above. R-5. Recruiting incentive programs a. Training of Choice. The Army guarantees, in writing, a specific MOS or CMF, as well as provides a guarantee to Airborne, Language, and Intelligence MOSs and training if selected and if qualified for the specific training enlisting for. Eligible to NPS and PS applicants enlisting for the minimum term of enlistment authorized by REQUEST. b. RA EB Program. (1) Eligibility. All applicants for the RA EB must: (a) Meet basic eligibility criteria for enlistment in accordance with AR 601-210. (b) Be NPS. (c) Qualify as Tier 1 status in accordance with USAREC Reg 601-101. (d) Attain an AFQT score of 50 or higher on the ASVAB or 31 to 49 AFQT if offered by the current incentive message. (e) Meet the eligibility requirements of and enlist for a specific MOS. (f) Enlist for 2, 3, 4, 5, or 6 years (based on latest message). (2) Processing procedures. (a) GC will reference latest incentive message to verify eligibility for bonus. (b) GC and applicant will sign the enlistment annex. (c) Those applicants that do not qualify for a bonus will not have any reference or statement pertaining to EBs in their enlistment annex. (d) Those applicants that qualify for an EB but decline the bonus, no statements concerning EBs will be printed on the enlistment annex. Therefore the applicants will never receive a bonus. (e) GCs will ensure each applicant who is eligible for a bonus is offered a bonus. c. ACF/Post 9/11 GI Bill (MOS must be listed in the latest incentive message). (1) Individuals must enlist for the Montgomery GI Bill (MGIB) plus ACF option. 102
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(2) GCs will complete the enlistment annex. (3) Applicants must be counseled not to disenroll from the program after they arrive at the USARECBN. Applicants selecting the MGIB (includes ACF) can transfer to the Post 9/11 GI Bill. Information on the new Post 9/11 GI Bill can be found at: http://www.gibill.va.gov. d. LRP eligibility. All applicants for the RA LRP must meet basic eligibility criteria for enlistment. For specific eligibility criteria, HQDA policy, and processing procedures for the LRP refer to USAREC Reg 621-1 and latest incentive message. e. OCS. (1) Available to qualified applicants with or without PS enlisting for 3 years. (2) Must be at least 19 years of age and not have passed their 29th birthday at time of RA enlistment. (3) Must be a U.S. citizen. (4) Must have a 4-year college degree or higher. (College seniors may apply). (5) Must achieve a minimum general technical score of 110 on the ASVAB test. (6) Candidates will receive E-4 pay while in BT and E-5 pay while in OCS. (7) Graduates of OCS are commissioned as second lieutenants. (8) OCS applicants are not eligible for the ACF or the LRP. They are eligible for the MGIB. (See AR 601-210, chapter 9). f. WOFT Program. (1) Available to qualified applicants with or without PS enlisting for 3 years. (2) Applicant must be a high school graduate. (3) Applicant must be at least 18 years of age but not have passed their 29th birthday at time of RA enlistment. (4) Applicant must be a U.S. citizen. (5) Applicant must score 90 or higher on the revised Flight Aptitude Selection Test. (6) Applicant must achieve a minimum general technical score of 110 on the ASVAB test. (7) Applicant must undergo a Class I Flight PE in addition to the PE at the MEPS and have the Class I Flight PE approved by Fort Rucker, AL, prior to the USAREC selection board. Flight physical must be less than 18 months old. (8) Candidates will receive E-4 pay while in BCT and E-5 pay while in Warrant Officer Candidate School training. Applicants incur a 6-year service obligation from the date of graduation as a warrant officer. (9) WOFT applicants are not eligible for the ACF and the LRP. They are eligible for the MGIB. (See AR 601210, chapter 9). g. Army bands. (1) Applicants for the Army Band will access under MOS 42R with an ASI, 9B through 9U, identifying the instrument played. (2) The Bands Branch, HRC, will issue applicants a control number at the time that they audition. An audition form is not required as part of the enlistment record. (3) Any questions concerning the Army Band Program should be directed to HQ USAREC, Senior Band Liaison at 1-800-223-3735, extension 6-0456 or (502) 626-0456. h. Applicant will process at MEPS for ACASP. (1) Applicants with prior training, education, and/or experience (not obtained through military service) may qualify for enlistment at a higher pay grade and use their civilian skills in the Army. (2) For eligibility requirements see AR 601-210, chapter 7. (3) Applicants are still required to meet the MOS qualification line scores for the MOS in question. R-6. Recruiting incentive options a. Airborne Training Option. (1) This option guarantees training in the basic airborne qualification course and initial assignment to a unit listed on REQUEST, if airborne qualifications are maintained. (Unassigned airborne reservations do not guarantee an assignment to an airborne unit). (2) MEPS GCs will ensure all applicants enlisting for the airborne option have passed the airborne physical inspection by the MEPS physician prior to DEP/DTP-in (applicants with medical waivers cannot be enlisted into an airborne option or MOS that requires airborne training (for example, Ranger training, Special Forces training (18X), and Parachute Rigor (92R)). (3) MEPS GCs will ensure applicants are informed that if enlisting for Rangers, the guarantee is for assignment only and in no way constitutes a guarantee that the individual will receive Ranger training. USAREC Reg 601-96 • 1 September 2012
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(4) GCRc will print all required information in accordance with the first assignment obtained from REQUEST on the automated enlistment annex. (5) If an applicant does not meet accession requirements in AR 40-501, chapter 2, despite having received a waiver from HQ USAREC, the applicant cannot be found airborne qualified at the MEPS. b. U.S. Army English Comprehension Enlistment Option. (1) This option is open to all qualified applicants without PS who do not comprehend the English language proficiently. (2) This is a 4-year enlistment. (3) Individuals must meet basic eligibility requirements in accordance with AR 601-210, chapter 2. In addition, they are required to: (a) Attain an AFQT score of 21 to 49 on the ASVAB. (Applicants with an AFQT of 50 or higher will be enlisted for any program they qualify for, to include those applicants required to attend the English Training Program. Do not use this option for applicants with an AFQT of 50 or higher.) (b) In accordance with AR 601-210, paragraph 5-1, must take the ECLT. Those achieving a score of 69 or below on the ECLT must take English language training prior to IET. (c) Agree to enlist without a specific MOS. (4) All quality caps and DEP/DTP control constraints in effect at time of enlistment must be adhered to. (5) Individuals enlisting under this option must attend the English Training Program (Lackland Air Force Base, TX) after enlistment and upon completion of the program attain a score of 75 or higher on the ECLT. (6) The ASVAB test will be readministered. Based upon the new ASVAB scores, the USAREC liaison will assist in the selection of an MOS and enlistment program and execute the appropriate forms. This will constitute a renegotiated enlistment contract. (7) GCs must inform applicants of the following pertinent information: (a) Soldiers will inprocess at Fort Sill, OK, prior to attending ESL at Lackland Air Force Base, TX. The SGC will ensure all Soldiers accessing under Option 6, MOS 09C, record reflects reception station of Fort Sill, OK. (b) Soldiers will not initially be guaranteed training in any specific assignment or specific station, unit, command, or area. (c) Soldiers will be required to attend the English Language Training Program. (d) Soldiers will be administered the ECLT upon completion of training, and if scores are 75 or greater, will be required to retake the ASVAB. 1. The resulting scores from the ASVAB will become the scores of record from which qualifications for training and enlistment programs will be determined. If an AFQT of at least 21 is not obtained with at least one qualifying aptitude area score, the Soldier will be assigned an MOS and enlistment program based upon their initial ASVAB score. 2. If neither of the ASVAB scores qualify the Soldier for an MOS and enlistment program(s), the Soldier will be separated from the Army. If the Soldier fails to attain the required score of 75 or higher on the ECLT, he or she will be separated from the Army regardless of the AFQT and aptitude area scores. (8) Normal processing procedures of AR 601-210 and this regulation apply. (This option falls within Program 9A.) GCs will obtain a reservation for surrogate MOS 09BEL - Basic Trainee English Language via REQUEST. d. PaYS. This program provides Soldiers an opportunity to interview with an employer selected during their enlistment process. Soldiers must successfully complete their initial tour (RA) or IADT (AR) to qualify for the interview. (1) The PaYS Program is available to RA and AR enlistments. (2) Applicants must have an AFQT of 31 or higher. (3) PS and DOS applicants processing for RA or AR qualify for PaYS, no IRR to TPU transfers. There is no AFQT or education requirements beyond normal enlistment qualifications. For USAR, PaYS is based on the held skill or MOS. For RA, PaYS is based on the held skill, MOS, or enlistment MOS for those retraining. (4) When the MEPS GC pulls a REQUEST reservation with a PaYS option, or converts a temporary FSR2S reservation to a permanent REQUEST reservation with a PaYS option, USAREC Form 1202 (Statement of Understanding (SOU) - Partnership for Youth Success (PaYS)) will be printed along with the reservation. USAREC Form 1202 must be signed by the MEPS GC and applicant. USAREC Form 1202 automatically saves in the ERM database like all other automated forms when the MEPS GC clicks “SAVE” after signatures are recorded. The GC must ensure the FS receives a printed copy of USAREC Form 1202. This form is part of the applicant’s permanent enlistment record. (5) The MEPS GC will give all FSs with the PaYS option a USAREC Form 1286 (PaYS Pocket Card). 104
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(6) The PaYS option is not valid with Option 70, Special Forces Recruiting Initial Contract Incentive. e. U.S. Army Ranger 40 Option. (1) Qualifications. The applicant: (a) AFQT Score of 50 or higher with a 107 GT Score for all applicants (non-waiverable). (b) Must be a US Citizen (non-waiverable). (c) Must be able to obtain/maintain a SECRET Security Clearance (non-waiverable). (d) No conduct waivers (drug or criminal history). (e) Physical profile of 111221. (f) PT Score of 240 or above (no less than 80 points in each event upon completion of AIT) and 6 chin ups. (2) MEPS GCs will ensure all potential applicants for Option 40 are aware of the requirements to be a U.S. Army Ranger.
Appendix S Recruit Quota System Reservations for Army Reserve Army Medical Department Officers S-1. Purpose The purpose of this appendix is to help the GC understand the procedures to be used for processing AR AMEDD applicants. S-2. General GCs are required to assist health care recruiters (HCRs) with newly commissioned AR AMEDD officers by building, confirming, and shipping REQUEST reservations. All processing actions to take place at the MEPS must be projected through MIRS. GCs should follow local MEPS policy for projection procedures. S-3. Procedures a. The newly commissioned officers will already have a position on hold. (1) HCRs are required to provide a copy of the following documents to the GC: (a) DA Form 71 (Oath of Office - Military Personnel). (b) DD Form 2808. (c) DA Form 61 (Application for Appointment). (2) Reservations are the same as the enlistments, except for the following items: (a) Driver’s license is not required. (b) Test scores are not required. (c) Category is PS. (d) Process as enlistment for new accession. (e) Build as an officer with BT completed (MPC Code=0). (f) Source of commission is normally direct. (g) Advanced rank reason is normally completed necessary college requirements. (h) Area of concentration must be listed along with a skill identifier if applicable and listed as the primary specialty. (i) Personnel procurement number code is 88. (j) Ship date will automatically default to the current date. b. Provide the HCR a printed copy of the reservation to be submitted with the appointment record. S-4. AMEDD Nurse Commissioning Program (ANCP) processing procedures differ from commissioned officer procedures a. MEPS Processing: Processing will be in accordance with USAREC Message 09-121, Part I. All ANCP participants will process for enlistment at MEPS. HCR will ensure students have the following documents in their possession when processing for enlistment at MEPS once the applicant’s disposition changes to “Board Select” in DCA: (1) All ANCP applicants will be loaded as an AMEDD applicant and then projected in DCA as DAV. Recruiter must contact the Senior Guidance Counselor by telephone to confirm ASVAB and Security screen. USAREC Reg 601-96 • 1 September 2012
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(2) Recruiter will provide original source documents to GC for enlistment. Will need Birth Certificate, SSN card and transcripts at a minimum. (3) The HCR will schedule the applicant for an inspect on the current MEPS physical prior to the enlistment oath (only if current physical is greater than 30 days and less than 2 years) this process should be completed prior to enlisting the applicant into the IRR ANCP Program. (4) HCR will brief ANCP selects on the enlistment and enrollment process, payment of benefits and individual responsibilities. (5) Applicant will be processed through security during physical processing using the Live Scan process. (6) Recruiter will project applicant to MEPS using DCA projection for enlistment into the IRR (DAV). (7) GC will contact the help desk to have applicant type A (for AMEDD) changed to E (for enlisted). (8) All required information will be input into DCA to complete the enlistment, to include security clearance (eQIP) and obtain a level 1 through 4 validations by the Guidance office. (9) All required source documents needed for enlistment in accordance with USAREC Reg 601-210, chapter 2, will be hand carried by the applicant to MEPS. (10) ANCP contract will be completed in the dynamic Annex by the MEPS Guidance counselor. Applicants accepted into this program will be enlisted as an E-3 into the AR and assigned to the IRR. THIS ENLISTED TIME DOES NOT COUNT FOR PAY OR RETIREMENT PURPOSES. (11) GC enlist applicant and print completed DD Form 1966, DD Form 4 and Annex, and provide these documents to the AMEDD Recruiter. (12) The following will be given to the ANCP soldier to be maintained in their personal files: (a) DD Form 1966 series (one copy). (b) DD Form 4 series (one pink copy). (c) Dynamic Annex (one copy) (d) MEPCOM Form 680-ADP, MEPCOM Form 40-1-15-E, DD Form 2807-1 and DD Form 2808 (one copy). Note: MEPS will need the original to enlist the applicant. (e) ANCP Enrollment Verification Letter (one copy). (f) SF 1199A (Direct Deposit Sign-up Form) (one copy). (g) TD Form IRS W-4 (one copy). (13) Once the applicant has been ship verified in REQUEST by GC, the system will switch the applicant back to applicant type a (AMEDD) with a disposition of Enlisted ANCP code “KD” within 21 days. (14) Once switched back to applicant type A by the DCA system, the AMEDD recruiter will now be able to view the applicant in DCA again and should scan the DD Form 1966, DD 4 and Enlistment Annex into DCA appointment folder.
Appendix T Electronic Records Management T-1. Purpose This appendix establishes a standardized guideline for storing enlistment documents in the ERM database. T-2. General The ERM database is a standard yet simple advanced records management solution that is designed to meet the command’s records information needs. Once a document has been scanned into the ERM database it cannot be altered or deleted by anyone at the battalion, brigade, or HQ USAREC level. T-3. Scanning of enlistment documents Documents that are system-generated such as the DD Form 1966 series and the automated annex will be created in the ERM database by GCRc and will not be scanned. All additional documents and forms associated with the enlistment to include pre-screening/medical documents that must be presented to the MEPS prior to applicants being floored will be scanned into the ERM database (applicant’s record) by the GC on or prior to the day the applicant joins the DEP/DTP or a PS or DOS applicant enlists into the DS. All documents and forms associated with shipping an applicant to IADT or assignment will be scanned into the ERM database (applicant’s record) on or prior to the 106
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applicant’s ship date. Extreme care must be taken to ensure the documents are scanned into the correct folder in the ERM database and the GC will ensure that all documents scanned are legible. Every document pertaining to the applicant’s enlistment will be stored in a specific standardized folder. The ERM database is the USAREC residual record and the start of the Soldier’s OMPF. T-4. ERM users Users will only be allowed to see the records that reside within their organizations. Users such as the G-3, USAREC Recruiting Standards Division; USAREC Inspector General; G-3, Policy Branch and Waivers Branch will have access to all records stored in ERM.
Appendix U Future Soldier Remote Reservation System U-1. Purpose This appendix establishes a standardized guideline for the use of FSR2S. U-2. General FSR2S is a recruiting process that places the MOS selection and temporary reservation process in the hands of the recruiter. As a test program, it was proven that this process increased “customer satisfaction” and “red-carpet treatment” by moving the job selection earlier in the processing cycle. When used efficiently, the recruiter can move the applicant through the processing cycle smoother and faster, thus reducing stress on the applicant and recruiter. Applicants feel less pressure by having their reservation completed in their home with their parents, friends, or influencers present. Renegotiations and losses have been reduced as a result of this processing procedure. U-3. Guidelines a. Recruiters and SCs: (1) Recruiters will perform a complete Army interview in accordance with USAREC Manual 3-01. Only after the Army interview is complete and the applicant commits to join the Army will the recruiter begin the FSR2S portion of the interview. (2) The applicant must be committed to enlisting into the RA or AR and completing all enlistment processing within the next 7 calendar days after securing a temporary reservation. The applicant must have a qualifying ASVAB test score or WINCAST ASVAB line score predictor results. If the WINCAST line score predictor is used, the applicant must take and pass the ASVAB to remain qualified for the temporary reservation. When a qualifying test score is obtained, the recruiter will build the applicant’s REQUEST record. If the applicant is not physically qualified by taking a MEPS PE, the system will populate the record with a PULHES profile of 111111. If the applicant is physically qualified, the recruiter will enter the PULHES and date of PE as noted on the applicant’s DD Form 2808 or USMEPCOM PCN 680-3ADP. (3) The applicant’s record may be constructed (except for test score as listed above) before the recruiter has verified the applicant data with source documents in order to look at job availability. However, the recruiter will not reserve a temporary reservation until all source documents are obtained and verified in accordance with AR 601210, chapter 2. Making a temporary reservation with known discrepancies is prohibited. Recruiters are authorized to make only two temporary reservations on a single applicant. If for any reason an applicant needs to have a third reservation made it must be made as a permanent reservation by a GC. Reservations for uncommitted applicants will tie up training seats, preventing qualified and committed applicants from securing one of these training seats. The applicant must be physically present with the recruiter making a temporary reservation. (4) Any applicant requiring a conduct waiver or suitability review in accordance with AR 601-210, chapter 4, must have the waiver or suitability review completed and approved before making a temporary reservation. (5) For a list of applicant types eligible for FSR2S, check the current USAREC message. (6) Recruiters must perform the following steps when using FSR2S: (a) Perform a job search or lookup in the same manner as a MEPS GC. The recruiter must ensure the applicant remains in the DEP/DTP for at least 7 MEPS working days, including the date of enlistment into the DEP/DTP and Saturday processing days. High school seniors (education code 11S) must remain in the DEP/DTP for at least 14 USAREC Reg 601-96 • 1 September 2012
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calendar days beyond the graduation date shown on the high school letter. (b) Review the MOS qualifications with the applicant to verify the applicant qualifies for the MOS before making the temporary reservation. (c) Show the applicant the MOS video for his or her job. (d) Inform the applicant a temporary reservation is contingent upon the applicant’s qualifying for enlistment. The applicant must meet mental, medical, and conduct qualifications; the MOS may have additional qualifications. (e) Scan source documents into the ERM database. This includes all pages of the temporary reservation. The CAST or EST score printout will be scanned behind the temporary reservation, if applicable. (f) Cancel the reservation if the applicant cannot complete enlistment processing within the 7-calendar day window. Recruiters are required to place comments in the Remarks block of the cancellation. (g) For AR applicants, change the “enlistment date” on the completion screen to the date the applicant will go to MEPS to complete processing and swear in. (7) Recruiters are allowed to call the ROC directly and receive override assistance. During normal duty hours, Monday through Friday and Saturday processing 0800-1900 eastern standard time call 1-800-688-9203, ext 2, and after duty hours, Monday through Friday, 1900-2200 eastern standard time. All other business must be performed during normal duty hours using the queue line. Recruiters may call the ROC for assistance under the following circumstances: (a) DEP/DTP control window exceptions. All grad applicants must ship to training within the “window of opportunity” set on the system by the ROC. If for whatever reason the applicant cannot ship within this window, the recruiter will assist the applicant in writing a statement as to why they want or need to ship after a specific date. This statement becomes a source document, justifying the ETP (shipping outside the DEP/DTP control window). The MEPS GC will verify this letter and scan it into the ERM database upon enlistment. (b) ASVAB line points. If there are no job opportunities showing on REQUEST for the applicant, the recruiter may call the ROC to ask for up to three points in any one section of the ASVAB. When job opportunities are showing on FSR2S the recruiter will attempt to engender a commitment from the applicant to enlist into one of the MOSs listed. If the applicant will not enlist for what is showing on the system or they require more than three line points, an ETP must be sent through GCRc to G3, Policy Branch, for approval. (c) It is imperative for FSR2S recruiters to do as much “homework” as possible before calling the ROC. This includes having an applicant’s statements prepared and knowing exactly what job and what week the applicant needs or desires. The applicant must be present with the recruiter when calling the ROC. ROC Counselor(s) will receive acknowledgement from the recruiter/station commander that the applicant record has been validated for accuracy and completeness, and is fully qualified prior to requesting ROC assistance in making reservation. b. GCs and battalion operations: (1) MEPS GCs will check all records for completeness and level 3 and 4 validations, and ensure the applicant meets the MOS qualifications for the temporary reservation. The MEPS GC will wait until the applicant has been ASVAB tested and physically qualified, and the ASVAB and PE dates have been updated in MIRS and transferred to the GCRc USMEPCOM Form 680-3ADP, before submitting the applicant record from GCRc to REQUEST. MEPS GC will ensure all supporting documentation validating an applicant’s qualifications for an MOS are scanned into ERM prior to making a permanent reservation. Once the record is submitted from GCRc to REQUEST the MEPS GC will convert the reservation from temporary to permanent. This data transfer from GCRc to REQUEST will update the REQUEST applicant record. MEPS GCs must ensure that “Enlist Date” is correct for AR applicants. (2) MEPS GCs will be unable to convert reservations from temporary to permanent if the record does not pass level 3 and 4 validations. Additionally, for records that are constructed based on the WINCAST ASVAB line score predictor, if the ASVAB AFQT score lowers below 50 AFQT and incentives are attached to the temporary reservation the MEPS GC will not be able to convert the reservation to permanent. The existing temporary reservation must be canceled and a new reservation made based on the production ASVAB scores. If there are no incentives attached, the record will convert to permanent and the applicant is authorized to enlist into the current MOS. In cases when the AFQT increases above a 50, the MEPS GC will delete incentives for a test score category I-IIIB and update the applicant record with test score category I-IIIA incentives, if applicable. If the applicant is no longer qualified for the MOS because his or her line scores dropped below the minimum required, the temporary reservation will be canceled as a “TR” cancellation. The following comment will be placed in the Remarks block, “Line score predictor - failed MOS quals.” Under no circumstances will a line score exception be granted for temporary reservations based on the ASVAB line score predictor or WEBCAST. In the event the applicant is disqualified medically and the disqualifying factor cannot be overcome within 7 calendar days, the recruiter will cancel the temporary reservation 108
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as a “TR” cancellation. The MEPS GC will cancel the temporary reservation as an “ND” (no DEP-loss same-day cancellation). (3) The MEPS GC and the SGC remains the final authority for the verification of applicant qualifications for enlistment into the RA or AR and MOS qualifications. (4) Battalion and brigade operations will monitor the reservations being made within their areas. Any temporary reservations made on applicants listed in the most current USAREC message as not eligible for FSR2S will be canceled. Instances of multiple reservations and cancellations will be treated as an abuse of the system. The ROC will periodically review temporary reservations to ensure recruiters are only making temporary reservations on authorized applicants.
Appendix V Overseas Processing Procedures V-1. Purpose This appendix establishes standardized guidelines for processing overseas enlistments. V-2. General The processing of overseas applicants is critical to USAREC and its mission. Overseas applicants have a unique and somewhat complicated process. This appendix will provide the proper procedures required in order to effectively process these individuals. V-3. Guidelines a. Europe. (1) Projecting. All applicants will be projected to Heidelberg MEPS (code A07) for the correct date of each phase of processing (test, physical, DEP-in) except for shipping which is automatically projected by GCRc. (2) Testing. All tests are given at the education centers and the results will be sent to New York City MEPS. GCRc will automatically be updated by MIRS when the test is graded. The education centers must be held accountable to have all scores sent in to be graded; there are allegations of ASVAB failures retaking the test with no waiting period due to the education centers not reporting the initial test. All tests must be reported. If there is undue processing time from the time of test to receipt of test scores, the applicant will be built and have a reservation pulled in FSR2S. This will allow the recruiter to input the AFQT and the system will automatically supply the line scores. The FSR2S reservation may also be made into a permanent reservation with the estimated scores. However, the Soldier will not be allowed to ship without the actual scores being built into his or her record. REQUEST will be set as to not allow ship confirmation until the permanent scores are input into the Soldier’s record. (3) Medical. Physicals will be conducted at military treatment facilities (MTFs) and once completed the recruiter will then scan the DD Form 2087-1 and DD Form 2808 into the applicant’s ERM record. This process will occur whether the applicant passes the physical or not. The battalion operations NCOIC is responsible for ensuring compliance by checking the applicant’s record. The MTFs in Europe establish the PULHES and the Europe Detachment pulls reservations based on that PULHES. HIV and DAT testing will be done at the receiving RECBN. (4) Shipping. Soldiers shipping from Europe are not required to process through a MEPS. The recruiter must save an electronic copy of the DD Form 1966 series. These electronic copies will be e-mailed (encrypted) to New York City MEPS Army Guidance Shop (all). The SGC at the New York City MEPS will print a completed DD Form 1966/1 on the Soldier’s ship day and supply it to MEPS for the accession data to be inputted into MIRS. MEPS must input the data within 1 business day. This process is imperative as Rctg Bn will no longer accept individuals that do not have accession data input into MIRS. The battalion operations NCOIC and the MEPS SGC are responsible for ensuring compliance by scanning a completed USMEPCOM PCN 680-3ADP into the applicant’s GCRc record. The recruiter will ensure that all required documents per this regulation and the GCRc User’s Manual, appendix T, are scanned into the record prior to the Soldier shipping to the RECBN. All FSs will ship on Tuesdays and Wednesdays only; training bases report that due to multiple time differences some Soldiers arrive on weekends and holidays. b. Japan and Korea. (1) Projecting. All applicants will be projected to the Tokyo, Japan MEPS (code C86) or Seoul, Korea MEPS (code C87) for the correct date of each phase of processing (test, physical, DEP-in) except for shipping which is USAREC Reg 601-96 • 1 September 2012
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automatically projected by GCRc. (2) Testing. All tests are given at the education centers and the results will be sent to Honolulu MEPS. GCRc will automatically be updated by MIRS when the test is graded. The education centers must be held accountable to have all scores sent in to be graded; there are allegations of ASVAB failures retaking the test with no waiting period due to the education centers not reporting the initial test. All tests must be reported. If there is undue processing time from the time of test to receipt of test scores, the applicant will be built and have a reservation pulled in FSR2S. This will allow the recruiter to input the AFQT and the system will automatically supply the line scores. The FSR2S reservation may also be made into a permanent reservation with the estimated scores. However, the Soldier will not be allowed to ship without the actual scores being built into his or her record. REQUEST will be set as to not allow ship confirmation until the permanent scores are input into the Soldier’s record. (3) Medical. Physicals will be conducted at MTFs and once completed the recruiter will then scan the DD Form 2807-1 and DD Form 2808 into the applicant’s ERM record. This process will occur whether the applicant passes the physical or not. The battalion operations NCOIC is responsible for ensuring compliance by checking the applicant’s record. The MTFs in Japan and Korea establish the PULHES and the recruiter pulls reservations based on that PULHES. HIV and DAT testing will be done at the receiving RECBN. (4) Shipping. Soldiers shipping from Japan and Korea are not required to process through a MEPS. The recruiter must save an electronic copy of the DD Form 1966 series. These electronic copies will be e-mailed (encrypted) to Honolulu MEPS Army Guidance Shop (all). The SGC at the Honolulu MEPS will print a completed DD Form 1966/ 1 on the Soldier’s ship day and supply it to MEPS for the accession data to be inputted into MIRS. MEPS must input the data within 1 business day. This process is imperative as Rctg Bns will no longer accept individuals that do not have accession data input into MIRS. The battalion operations NCOIC and the MEPS SGC are responsible for ensuring compliance by scanning a completed USMEPCOM PCN 680-3ADP into the applicant’s GCRc record. The recruiter will ensure that all required documents per this regulation and the GCRc User’s Manual, appendix T, are scanned into the record prior to the Soldier shipping to the RECBN. All FSs will ship on Monday and Tuesday only; training bases report that due to multiple time differences some Soldiers arrive on weekends and holidays. c. Guam/Saipan. (1) Projecting. All applicants will be projected to the Agana, Guam/Saipan MEPS (code C85) for the correct date of each phase of processing (test, physical, DEP-in) except for shipping which is automatically projected by GCRc. The only exception to this will be those applicants that do not have an SSN and must be issued a temporary identification number (TIN) by MEPS. These must be projected for every phase after receiving their TIN. TINs will be issued by USMEPCOM as directed by DoD. All enlistees must have a valid SSN and their GCRc record updated with the new number prior to shipping. (2) Testing. The Honolulu MEPS has an OPM tester in Guam/Saipan for testing purposes. The test scores are sent to Honolulu MEPS for grading and inputting into MIRS. (3) Medical. Physicals will be conducted at MTFs and once completed the recruiter will then scan the DD Form 2807-1 and DD Form 2808 into the applicant’s ERM record. This process will occur whether the applicant passes the physical or not. The battalion operations NCOIC is responsible for ensuring compliance by checking the applicant’s record. The MTFs in Guam/Saipan establish the PULHES and the MEPS GC pulls reservations based on the PULHES. HIV and DAT testing will be done at the receiving Rctg Bn. (4) Shipping. Soldiers shipping from Guam/Saipan are not required to process through a MEPS. The recruiter must save an electronic copy of the DD Form 1966 series. These electronic copies will be e-mailed (encrypted) to Honolulu MEPS Army Guidance Shop (all). The SGC at the Honolulu MEPS will print a completed DD Form 1966/ 1 on the Soldier’s ship day and supply it to MEPS for the accession data to be inputted into MIRS. MEPS must input the data within 1 business day. This process is imperative as Rctg Bns will no longer accept individuals that do not have accession data input into MIRS. The battalion operations NCOIC and the MEPS SGC are responsible for ensuring compliance by scanning a completed USMEPCOM PCN 680-3ADP into the applicant’s GCRc record. The recruiter will ensure that all required documents per this regulation and the GCRc User’s Manual, appendix T, are scanned into the record prior to the Soldier shipping to the Rctg Bn. All FSs will ship on Tuesdays and Wednesdays only; training bases report that due to multiple time differences some Soldiers arrive on weekends and holidays. d. American Samoa, Federated States of Micronesia, Philippines, and Republic of the Marshall Islands. (1) Projecting. All applicants will be projected to the Honolulu MEPS for the correct date of each phase of processing (test, physical, DEP-in) except for shipping which is automatically projected by GCRc. The only exception to this will be those applicants that do not have an SSN and must be issued a TIN by USMEPCOM. These must be projected for every phase after receiving their TIN. The SGC will annotate the record in the remarks as an offsite 110
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projection and commit the record in MIRS. TINs will be issued by MEPS as directed by DoD. All enlistees must have a valid SSN and their GCRc record updated with the new number prior to shipping. (2) Testing. Testing will be accomplished by MEPS personnel from the Honolulu MEPS during the quarterly DEP trips. (3) Medical. The physical will be administered by MEPS personnel during the quarterly DEP trip. (4) Shipping. Soldiers will be sent through the Honolulu MEPS to complete the entire ship process. e. Remote areas of Alaska. There are several remote areas in Alaska that warrant remote packet completion. (1) Projecting/packet completion-all applicants will be projected for the Anchorage MEPS. There are certain remote locations in Alaska that warrant the recruiter of credit to complete the enlistment record via Army Career Explorer (CE), email or Fax without the benefit of face to face verification. Document verification will occur with the assistance of local School Officials, Police personnel or National Guard NCOs. Originals will be hand carried to the MEPS for verification by the assigned GCs. (2) Testing-either via SASVAB or at the Anchorage MEPS (3) Medical-at the Anchorage MEPS (4) Shipping-at the Anchorage MEPS (5) Recruiting Station Live Scan results are not required for applicants processing from remote locations in Alaska.
Appendix W Foreign Language Recruiting Initiative (FLRI) W-1. General a. The FLRI program is for those individual whose primary language is other than English. The Assembling Objects (AO) subtest score; Individuals must score a minimum of 54 on the subtest. With the exception of the Student Armed Services Vocational Aptitude Battery (SASVAB), the AO is already tested during all Armed Services Vocational Aptitude Battery (ASVAB) and paper-and-pencil administrations’(Mobile Examination Test, MET site) and requires no additional special tests. If the individual took the SASVAB (school version) they must retest at the Military Entrance Processing Station (MEPS) or MET site. b. Applicants that demonstrate a clear enunciation and comprehension of English with good standard English grammar skills and who are native-born citizens (excluding Puerto Rico) or have attended U.S. schools since the age of 10 are not eligible for this program. W-2 Policy a. FLRI falls under Program 9A, U.S. Army Training Enlistment Program REQUEST Option 6, English Comprehension Enlistment Option (ECEO), Surrogate MOS 09C1O00YY (Language Trainee). Individuals enlisting in the FLRI program must meet the following criteria prior to enlistment: (1) Basic eligibility requirements in accordance with AR 601-210, chapter 2. (2) Be a high school diploma graduate or a Tier 1 high school senior (HSSR) (3) Be a non-prior service. (4) Attain an Armed Forces Qualification Test (AFQT) score of 21-30 on the ASVAB with a qualifying score of 54 in AO. (5) Take the English Comprehension Language Test (ECLT) or American Language Course Placement Test (ALCPT) at the MEPS and score between 40 and 74. b. Guidance Counselors (GC) must inform FLRI applicants of the following pertinent information: (1) Applicants will not initially be guaranteed training in any specific MOS/CMF. (2) RA applicants will not initially be guaranteed an assignment to any specific station, unit, command or area. (3) AR applicants will be initially assigned to the local Army Reserve Unit, with a valid 09C vacancy. (4) Soldiers will in-process at Fort Sill, OK, prior to attending ESL at Lackland AFB, TX. The Senior Guidance Counselor (SGC) will ensure all orders associated with applicants accessing under the FLRI option reflects reception battalion of Fort Sill, OK. (5) Soldier will be required to attend the ESL Program at Lackland AFB, TX for up to 30 weeks based on current ECLT score. USAREC Reg 601-96 • 1 September 2012
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(6) Soldier will be administered the ECLT upon completion of ESL Program and if he/she scores 75 or greater, will be required to take the Armed Forces Classification Test (AFCT). If the soldier fails to attain the required score of 75 or better on the ECLT, the individual will be separated from the Army regardless of AFQT and aptitude area scores. Waivers to this rule will be reviewed on a case-by-case basis. (7) The resulting scores from the AFCT test will become the scores of record from which qualifications for training and enlistment programs will be determined. If an AFCT of at least 21 is not obtained with at least one qualifying aptitude area score, the soldier will be assigned an MOS and enlistment program based upon their initial ASVAB scores. (8) If neither the AFCT test nor the initial ASVAB scores qualify the soldier for an MOS and enlistment program, the soldier will be separated from the Army. W-3 Procedures a. MEPS GCs will call the ROC to pull all FLRI reservations. The AO raw score will be verified from the 680 ADP until systems are updated. b. Applicants that require a DAT waiver are not authorized to process for the FLRI program. c. FLRI is not for applicants seeking to learn another language, it is intended for applicants that have English as a second language.
Appendix X Waiver Procedures X-1. General This appendix contains procedures for processing RA and AR enlistment waivers. These procedures supplement AR 601-210, chapters 4 and 5. X-2. Policy a. Conduct waivers. Conduct waiver requests must show that the case merits an exception to enlistment standards. Conduct waiver process seeks to identify persons who could present disciplinary problems. A history of serious criminal or misconduct offense raises serious questions as to an applicant’s fitness for service. A long history of minor traffic and minor nontraffic offenses raises similar concerns. Persons who habitually violate civil law will likely behave the same way as Soldiers. Such misconduct diverts resources from performance of military missions. b. Recruiting commanders must carefully review waiver applications and approve or recommend approval only after they are satisfied the applicant will make a good Soldier. c. Applicants must provide the recruiter with information necessary to obtain documentation to support the application. The recruiter may allow the applicant to take appropriate forms to law enforcement agencies or courts for completion. d. Applicants may not enlist with waivers approved by other components of the U.S. Armed Forces (Air Force, Navy, Marine Corps, and Coast Guard). e. Applicants may not enlist until at least the day following the date a waiver has been approved. Until all conduct and administrative waivers have been approved the recruiter may not— (1) Project applicant for enlistment. (2) Make a temporary reservation using the FSR2S. (3) Send the applicant to the MEPS. f. Conduct waivers approved at battalion level must be resubmitted if the applicant commits or is convicted of a new offense. The waiver will be updated as follows: (1) Recruiter—Run new police record checks (DD Form 369) (see AR 601-210, para 2-11); add new information to the applicant’s security clearance application. (2) Battalion operations section waivers expert (civilian or military) and SGC will ensure all documents required for the waiver are scanned into the appropriate GCRc folders. (3) Enter on the DD Form 1966 date the additional offenses occurred, name of additional offenses, date additional offenses were added to security clearance application and date battalion commander approved or disapproved the updated waiver. 112
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(4) A new waiver will be initiated in GCRc. All documents and memorandums must be updated. The additional offenses will be annotated and explained in the remarks block. Three recommendations will be completed and the waiver will be sent to the battalion commander using GCRc workflow for reconsideration and final disposition. Waivers above battalion level will be resubmitted using GCRc workflow, with all pertinent documentation, to the approval authority. A new waiver will be initiated, and the battalion commander or XO will add their recommendation in the GCRc remarks block. g. The provisions of this regulation apply to FSs who commit law violations while in the DEP, DTP, or delayed status. h. Medical waivers. The Army has established medical fitness standards for initial enlistment and for retention. The objective is to recruit and retain personnel who are medically fit and emotionally adaptable to the conditions of military life. This is intended to preclude from enlistment persons who present contagious or infectious diseases which would likely require repeated admissions to sick call, prolonged hospitalization, and who present any condition which would likely form the basis of a claim for physical retirement benefits. (1) When a defect is considered disqualifying (see AR 40-501, chapter 2 or 3 but the applicant requests a waiver, a waiver will be submitted. Recruiting company and battalion commanders are not authorized to disapprove a medical waiver. An exception to this rule is dual-action waivers (for example, an applicant requires both conduct and medical waivers). If the commander disapproves the conduct or administrative portion, do not pursue the medical waiver. (2) MEPS GC personnel will use a GCRc workflow to initiate a medical waiver. Only the documentation pertaining to the reason for the waiver will be scanned into GCRc ERM. i. Nontraffic and misconduct waivers. (AR 601-210, paragraph 4-6). Any waiver where the battalion commander has approval authority may be approved prior to the applicant’s taking the physical except for drug abuse or misuse, to include breath alcohol test (BAT) or drug and alcohol test (DAT) waivers. Waivers beyond the battalion commander’s approval authority will not be submitted until the applicant is mentally and physically qualified. j. Exceptions—Battalion commanders may request special consideration for an applicant who does not qualify for a waiver under the provisions of AR 601-210. Battalion commanders may recommend exception if the commander feels the case merits consideration. Any commander in the chain may deny such requests; approval authority rests with HQ USAREC. The request must include full justification and documentation, to include a summary of a personal interview with the battalion commander. Recruiters may not process applicants with disqualifications considered under this paragraph until an exception is granted.
X-3. Routing of waiver requests a. The recruiter will submit to the SC all documentation required to support the waiver. Grade determination will be initiated on DA Form 1696-R (Enlistment/Reenlistment Qualifying Application (Specially Recruited Personnel)). b. The SC will submit all conduct and administrative waivers to the company commander. The company commander will send all requests for approval to the battalion operations section. The battalion operations section will forward the waiver, with recommendations, to the battalion commander. X-4. Conduct waiver procedures a. Waiver requests received at battalions will be reviewed and analyzed by the waiver analyst, assistant operations NCO, or the operations NCOIC. The waiver will be thoroughly reviewed for accuracy. They will also review the packet to ensure the applicant did not process with open charges. The waiver analyst and operations NCO will make a written recommendation for approval or disapproval on Waiver workflow. He or she will validate the packet’s completeness and forward it to the action officer. b. The action officer (XO, operations officer (S3), assistant S3, or operations NCO) will make a final review of the waiver request prior to submitting the waiver to the approval authority. The action officer will assure the waiver is administratively correct and will indicate his or her recommendation of the waiver packet by the approval or disapproval block of the Waiver workflow. They may add further comments if desired. (Three recommendations are required on the Waiver workflow prior to submission to the waiver approval authority). c. The battalion commander or acting commander (on orders) will personally interview all applicants requiring a major misconduct waiver. This requirement may not be delegated. d. For an in-DEP waiver, the waiver memorandum will include the date the individual entered the DEP, option, scheduled AD date, and whether administrative extensions have been granted. FSs found to have concealed information that would have required a waiver at enlistment will be discharged for fraud and required to wait 6 months from the USAREC Reg 601-96 • 1 September 2012
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date of discharge before submitting a waiver for fraudulent enlistment. Fraudulent enlistment waiver procedures are completed in the same manner as a battalion level RE code waiver. If a Soldier is on AD or in a TPU and is found to have committed fraud, he or she may be discharged with a mandatory 6-month waiting period before they can apply for a fraudulent enlistment waiver. (This applies to all waivers: conduct, administrative, and medical). e. An AR Soldier who required a waiver prior to enlistment, but did not reveal the information until after accessing, but before shipping to IADT, will not be shipped to IADT unless the enlistment has been validated by their unit in accordance with AR 135-178, chapter 7. f. The AR Soldier who has recent law violations and no longer meets the enlistment eligibility as outlined in AR 601-210, will have his or her unit commander (or designated representative) notified. The unit commander (or designated representative) will determine if that member is to be shipped for IADT. All additional information will be added to the Soldier’s security clearance application, DD Form 1966, and the unit commander’s disposition noted in the Remarks section of DD Form 1966. Applicable pages of the security clearance application, DD Form 1966, and copy(s) of written unit notification and decision will be placed in the Soldier’s GCRc packet. g. A suspense system will be established using USAREC Form 671 for all waivers which have been forwarded to a higher headquarters and for which a final determination or interim reply has not been received. This system will be maintained at the battalion. Inquiries or tracer actions will not be initiated unless a final or interim reply was not received according to the timeframes shown in table X-1. Furthermore, all inquiries or tracer actions will be processed through the proper channels (for example, company, battalion, HQ USAREC). h. If an applicant declines or requests termination of a pending waiver action, each level will notify the next level in the chain of command by e-mail or telephone to permit final disposition of suspense files. i. Applicants will submit a detailed description of all offenses. This account will be included as part of the documentation in the waiver packet. j. Approved conduct waivers may be used either for enlistment in the AR or RA. X-5. Administrative waiver procedures a. Waiver requests received at battalions will be thoroughly reviewed and analyzed by the waiver analyst and operations NCO prior to submitting the waiver to the battalion commander for recommendation or approval. b. The waiver analyst will review the waiver packet to ensure all required documentation is included in the packet. The waiver analyst will also review the packet for administrative correctness and to ensure the applicant did not process with open charges. After the review, forward the waiver packet to the operations NCO for review. (1) Review the DA Form 3072-2 (Applicant’s Monthly Financial Statement) . (2) Review the statement from the person responsible for the care of dependents in cases of a dependent waiver, ensuring they are functionally able to care for the dependents they will be entrusted with. In cases of a hardship waiver, ensure the statement supports the claim that the hardship no longer exists. (3) Prior to the electronic submission of the waiver to HQ USAREC, ensure the interview from the battalion commander is included in the packet. c. The battalion commander will review each waiver packet and interview all applicants requesting a waiver. Include the results of the interview as a separate item, with a recommendation to HQ USAREC on the GCRc Waiver workflow. d. If applicant has law violations, include a description of the offenses in the waiver packet. X-6. Medical waiver Procedures a. A request for medical waiver will be submitted with required documents if the applicant is otherwise qualified. b. The following steps will be followed in processing a medical waiver at battalion level: (1) NPS medical waivers and waivers for PS disqualified during MEPS PE. When the GC receives notification that the applicant is disqualified, he or she will initiate the GCRc Medical Waiver workflow. Waivers expert will notify the recruiter of additional paperwork needed to support the medical waiver and submit the waiver packet to HQ USAREC, G3, Waivers Branch, via GCRc workflow. (2) PS medical waivers. A PS applicant who was discharged from any component of the Armed Forces for medical reasons, requires a medical waiver regardless of PE results at the MEPS. The approval authority is USAREC Command Surgeon. Include DA Form 3947 (Medical Evaluation Board Proceedings), DA Form 199 (Physical Evaluation Board Proceedings), MEB narrative Summary, DA Fm 4707 (Entrance Physical Standards Board (EPSBD) Proceedings), and DA Form 3822 (Report of Mental Status Evaluation). Process the waiver following the same procedures as NPS applicants. (3) The Command Surgeon has the authority under the provisions of AR 40-501, paragraph 7-8e, to revise the 114
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physical profiles for approved medical waivers of applicants processing for enlistment into the RA and AR. (4) Any change made by the Command Surgeon to the physical profile of an approved medical waiver is valid for enlistment. For example: An applicant is disqualified by the Command physician and receives a 3 physical profile under the PULHES. The battalion submits and receives an approved medical waiver with a new physical profile, either 1 or 2, which was changed by the Command Surgeon. This is the correct physical profile used to enlist the applicant. (5) Any changes made to an applicant’s physical profile by the Command Surgeon will be stamped indicating the new physical profile on the GCRc workflow. c. Recruiting personnel will not request the applicant perform an exercise in their presence or administer a physical fitness test. d. Approved medical waivers may be used for RA or AR enlistment. e. A complete packet will be maintained in GCRc. X-7. Counseling of Applicants a. To prevent frustration and confusion on the part of both the recruiter and the applicant, care should be taken in counseling applicants on waivers. b. Advising applicants of denial of waivers. Recruiters will explain to applicants that their application for waiver of disqualification was not favorably considered. If an applicant requests the name of an approval authority, they will only be given the position title such as command surgeon. However, under no circumstances will the recruiting personnel disclose the name, organization, or telephone number of the final disposition authority. In processing PS waivers, the individual should be advised that the denial of the waiver was after a thorough evaluation of their PS records in conjunction with their current waiver request. Only those documents which belong to the applicant will be returned. S3 personnel will not return waiver memorandums or copies thereof to the field force. The correspondence pertaining to the approvals or disapprovals of waivers will be filed and maintained at battalion level only. Medical waivers are approved or disapproved based on the disqualification. The fact that an applicant has good mental test scores, no police record, and is motivated to enlist does not alter the medical disqualification. Table X-1. Waiver routing procedures Type of waiver
Approval authority
Routing
1. Minor non-traffic
Battalion Commander
RS, Company, Battalion
2. Misdemeanor Pregnancy
Battalion Commander
RS, Company, Battalion
Major misconduct
CG USAREC
RS, Company, Battalion, HQ USAREC
Administrative
CG USAREC
RS, Company, Battalion, HQ USAREC
Medical
Command Surgeon
RS, Company, Battalion, HQ USAREC
Note: Processing times for waivers will vary based on the type of waiver and the approval authority. Completion of the waiver and all the required documentation may take anywhere from 15 to 30 days, maybe longer. Waivers will take longer if they have to be returned to the battalion or the RS for additional information. X-8. Submission of waivers a. Waiver requests that contain more than one disqualification will be processed through all necessary subordinate commanders prior to reaching the final approving authority (for example, medical and conduct (Misdemeanor)). b. Waiver approval for CG USAREC will be forwarded using appropriate GCRc workflow. X-9. Administrative Guidelines All approved and disapproved waivers will be maintained in GCRc. X-10. Monitoring procedures Conduct waivers will be monitored and recorded on USAREC Form 669 (Monitoring Procedures) (fig X-1) or an USAREC Reg 601-96 • 1 September 2012
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electronic spreadsheet . The USAREC Form 669 or the spreadsheet used will reflect total waivers processed and number approved or disapproved. This data will be consolidated by brigades and submitted to HQ USAREC for review and analysis on a recruit ship month basis. This report is due each month no later than 7 working days following the close of the RCM phaseline or as requested by HQ USAREC, G3, Waivers Branch. X-11. Supporting Documents a. DD Form 370 will be used for required references. (The individual providing a character reference on an applicant may compose his or her own bond paper or stationery instead of using the DD Form 370. However, identification data must be included. ) Note: DD Form 370 may be hand carried. b. DD Form 370 will be obtained from all employer(s) for the year prior to waiver application. If the applicant has been unemployed for the year prior to waiver application then the DD Form 370 will be obtained from the most recent employer. If an applicant states that a reference request will jeopardize current employment, this must be annotated on the DD Form 370. If an applicant has been self employed during the year prior to waiver application, a minimum of one DD Form 370 will be obtained from person(s) for whom the applicant performed services. Note: DD Form 370 from employer(s) is not required to process battalion level conduct waivers unless required by the battalion commander. c. DD Form 370 will be obtained from schools and/or colleges where the applicant attended within 3 years of application. Academic transcripts will be included if the applicant is currently attending college. DD Form 370 will be addressed to counselor or school administrator having access to the applicant’s records. DD Form 370 sent to schools will be addressed as follows: East St. Louis Senior High School, ATTN: Counselor, 4901 State Street, East St. Louis, IL 62207 or Chicago State University, ATTN: Registrar, 9500 South King Drive, Chicago, IL 60628. d. DD Form 370 obtained by other armed services recruiters or ARNG recruiters will not be used for RA or AR waiver applications. e. Recruiting officer identification data on DD Form 370 will be filled in completely. The date signed will be the date the DD Form 370 is initiated. Note: DD Form 370 is valid for 6 months. DD Form 370 more than 6 months old from employers and schools may be used if the applicant has not been rehired or attended school since the date of initial reference. Telephonic completion of DD Form 370 is not authorized. f. DD Form 369 will be used to obtain all criminal record information from law enforcement agencies. This information is considered confidential and will not be disclosed for other than recruiting purposes. Note 1: DD Form 369 is valid for 6 months when processing waiver applications. (DD Form 369 will be reprocessed if older than 6 months.) If an applicant alleges or there is reason to suspect new arrests or convictions, new records checks must be obtained. Note 2: The applicant will sign DD Form 369 regardless if required by the law enforcement agency. The applicant’s signature is not required for agencies that do not release. g. DD Form 369 obtained by recruiters of other armed services or ARNG recruiters will not be accepted for RA or AR waiver processing. h. Recruiters will obtain the court documents for the charges requiring the waiver. Fees charged by the court for copies of court documents may be claimed as reimbursable expenses for documents in the same manner as fees for copies of birth certificates or other official documents. If the charge for a copy of the court document is for a purpose other than a copying expense, the document may not be obtained. Recruiters will check the on-line police agency list (PAL) on the Enterprise Portal. i. USAREC Form 1037 will be used to obtain all information from probation and parole officers. It will include the period of probation or conditions and the reason terminated. If checks with law enforcement agencies and the applicant both indicate that no probation or parole history is involved, then USAREC Form 1037 is not required. Note: USAREC Form 1037 has the same validity period as DD Form 369. j. USAREC Form 1037 will be used to obtain court information when the court will not furnish a copy of court documents or charges a fee other than copying expense, but will provide information about the applicant’s court history. Recruiters will ensure all information required and available is recorded on the form. If the court will not complete the form nor furnish court documents, but will allow the recruiter to review court records, the recruiter will record the court history on USAREC Form 1037 and sign the form indicating that he or she extracted the information from official court records. k. USAREC Form Letter 41 will be used to obtain a report from a correctional facility for all applicants who 116
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have been detained, committed, or confined in a law enforcement facility. Confinement and detainment are applicable only when the applicant is restrained from leaving the law enforcement facility, by whatever means, for a period in excess of 1 day. For applicants who were under house arrest, USAREC Form Letter 41 will be obtained from the person having responsibility for monitoring the program. Note: USAREC Form Letter 41 has the same validity period as DD Form 369. l. A copy of the DD Form 2807-1 and DD Form 2808 will be submitted with all waivers sent to HQ USAREC in addition to those submitted for alcohol or drug abuse or misuse to include BAT or DAT waiver applications m. 680-3ADP will be included in all waiver applications. n. Applicants requiring a dependency (parenthood) , hardship, or spouse of a military member waiver will complete DA Form 3072-2. The applicant will fill out the form using his or her monthly income and liabilities against civilian andmilitary pay. Instructions for preparing the form are: (1) Blocks 1 and 2: Self-explanatory. (2) Block 3: Enter current income or if currently unemployed, enter monthly salary and termination date of last period of employment. Other income includes spouse’s income, money from odd jobs, and child support. The applicant must state clearly where the income comes from. Other income if enlisted should cover any anticipated income while serving in the military from sources other than military. (3) Block 4a: Liabilities against current income will include all expenses paid out by the applicant and spouse (for example; credit cards, loans, child support). Explain and break down what payment of other debts and other indebtedness or financial obligations are in block 6. (4) Block 4b: Liabilities against military income should include most of the liabilities listed in block 4a unless that particular debt is paid prior to enlistment. In this case, explain in the Remarks section. This block must be completed regardless of whether processing for RA or AR. When completing this block, do not assume housing will be provided. (5) Block 5: Include all assets owned (for example: boats, RVs, mutual funds, and certificates of deposit). (6) Block 6: Use this block to clarify anything on the form where a question might arise. This block should include any pertinent information regarding current and future financial stability. (7) The applicant and a witness will sign the form. (8) USAREC Form 670 (Moral Waiver Worksheet) (fig X-2) is required for all waivers except medical waivers. “USAREC Form 670, page 1 (Conduct Waiver Worksheet), is required to be scanned into ERM for all moral and administrative waivers. The GCR waiver workflow will serve as USAREC Form 670, page 2, (recommendation for approval / disapproval). X-12. Personal Conduct a. Conduct standards generally deal with acceptability of persons with police records. They are designed to screen out persons who are likely to become serious disciplinary problems and who thus divert resources from the performance of military missions. b. Conduct and physical standards and education level are considered in determining the applicant’s acceptability for military service. Therefore, the applicant’s history of police involvement will be elicited and checked. Conduct waivers will be required when the applicant has an other adverse disposition (OAD) as a juvenile and/or adult, or when criminal charges resulting in conviction or action by a court amount to a finding of guilty. This in accordance with the DoD principle that an individual whose pattern of behavior poses a serious question as to their fitness for service, should be given a special review at an appropriate level before being accepted or rejected for service. Waivers in AR 601-210, chapter 4, are required only in cases of conviction or OAD. Suitability will be determined in accordance with AR 601-210, paragraph 4-30. Waivers are not required on the basis of arrest or questioning that does not result in referral of charges, or when charges are dismissed without conviction of guilt, or OAD. c. The whole person concept will be applied in determining the applicant’s conduct qualification for enlistment. Areas of consideration under this concept are: Number of offenses, severity of the charges, actual sentence, applicant’s age at time of violation, physical qualification for enlistment, employment history of applicant, educational achievements of applicant, and favorable comments from probation and parole officers, employers, and school officials. (1) Conduct waivers will be granted only in exceptionally meritorious cases. These cases must present clear evidence of rehabilitation and a high assurance that the individual will not become a disciplinary problem. (2) Commanders will closely adhere to the above criteria for conduct waiver processing. The authority to grant or recommend approval on an application for conduct waiver will neither be routine nor a rubber stamp exercise. d. The review of waiver applications is very important. The waivers expert (civilian or military), operations USAREC Reg 601-96 • 1 September 2012
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NCO, and the action officer must thoroughly review all documentation provided prior to making a recommendation to the battalion commander or XO. Each applicant must be considered on an individual case based on such factors as the nature of the offense, age when committed, punishment imposed, etcetera. No specific formula can be developed which determines that the applicant is acceptable. The waivers expert, operations NCO, and the action officer must make an independent recommendation based on their own judgment that the case is meritorious. The required documents contain significant facts which will provide insight and must be thoroughly reviewed. (1) An important factor to be considered is the offense and its seriousness. AR 601-210, chapter 4, figures 1 through 4 lists offenses ranging from traffic to major misconduct. Insight into the seriousness of the offense may be accomplished by analyzing the sentence (for example, amount of the fine, length of probation or parole, whether confinement was imposed, and if so, the length of confinement). Consideration should be given to the fact that some locales and judges impose more serious sentences than others for like offenses. (2) The frequency and number of offenses, both serious and minor, provides an indication of the applicant’s respect or disrespect for authority. However, initial impression and comparison to other people that the reviewer has known must be tempered with consideration of supporting documents. (3) The age of the applicant at the time of the offense is also extremely important. Younger offenders may not have attained enough maturity to recognize the seriousness of the offense or to have developed the necessary self-control to inhibit impulses. Association with other and more aggressive persons can influence a youth to follow the crowd and commit an offense as a member of a group. To the contrary, an offense which appears to have been deliberately planned and committed alone would be considered more serious. (4) Periods and types of civil restraint (confinement, parole, probation, or suspended sentence), coupled with officials’ reports will provide some indication of the applicant’s ability to conform to rules. (5) The record of employment and reports from employers will provide a good indication of the applicant’s professional abilities, work habits, reliability, leadership potential, and determination to better themselves. e. There often is a feeling that personnel at higher headquarters do not have personal contact with applicants, thereby the disapproval rate is high. Two things are important to remember: First, requests received by personnel at higher headquarters are normally for more serious civil offenses than those for which waiver authority has been delegated to a lower level. Second, in all determinations for waiver of enlistment eligibility requirements, a detached, objective viewpoint is necessary to assure that meritorious cases warrant the exception to enlistment standards. Termination of probation or parole within a short period of time prior to application should be closely reviewed. In the absence of specific and unequivocal remarks by the probation or parole officer that the applicant truly merited “early termination,” it is possible that the Army is viewed as a panacea for social rejects. Cases involving an early termination of probation or parole will include a statement from the probation or parole officer indicating the basis for early termination and whether it was related or unrelated to the individual’s prospective enlistment application. f. A conduct waiver request may be resubmitted after 6 months has lasped from the date of approval, if additional documentation shows a meritorious case has been established. g. Termination of probation or parole within a short period of time prior to application should be closely reviewed. In the absence of specific and unequivocal remarks by the probation or parole officer that the applicant truly merited “early termination”, it is possible that the Army is viewed as a panacea for social rejects. Cases involving an early termination of probation o rparole will include a statement from the probation or parole officer indicating the basis for early termination and whether it was related or unrelated to the individual’s propsective enlistement application. h. When a recruiter cannot make a determination as to the actual offense, he or she will contact the recruiting battalion. If the operations NCO is inable to make a dtermination as to the classification of the offense he or she will contact HQ USREC, G-3, Waviers Branch. If further coordination is needed, HQ USAREC, G-3, Waivers Branch, will contact other staff elements or Department of the Army.
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Figure X-1. Sample of a completed USAREC Form 669 USAREC Reg 601-96 • 1 September 2012
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Figure X-2. Sample of a completed USAREC Form 670 120
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Figure X-2. Sample of a completed USAREC Form 670 (continued) USAREC Reg 601-96 • 1 September 2012
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122 USAREC Reg 601-96 • 1 September 2012 Figure X-3. Sample of a completed USAREC Form 671 122
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(Appropriate Letterhead)
(Date) MEMORANDUM FOR Commander, US Army Recruiting Command, 1307 3rd Avenue, Fort Knox, KY 40121-2726 SUBJECT: Statement Concerning Family Hardship 1. I (Spouse/ex-spouse name) am the (Spouse/ex-spouse) of (Applicant’s name). 2. To my knowledge, (number) child(ren) is/are dependent(s) of (Applicant’s name). 3. To my knowledge, (number) of these children is/are physically/developmentally challenged and has/ have special needs. The type of special need(s) is/are: (If there are no special needs, state “none”.) (Educational, medical, etcetera; please include specific, detailed description.) 4. (Applicant’s name) enlistment into the (Regualr/Reserve) Component of the United States Army (will/will not) cause either a personal or financial hardship.
Applicant’s Signature
(Spouse/Ex-Spouse Signature)
Figure X-4. Sample of a memorandum for statement concerning family harship USAREC Reg 601-96 • 1 September 2012
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(Appropriate Letterhead)
(Date) MEMORANDUM FOR Commander, US Army Recruiting Command, 1307 3rd Avenue, Fort Knox, KY 40121-2726 SUBJECT: Statement of Understanding concerning Joint Domicile Assignment and Family Care Plan
1. I (Spouse Name) am the spouse of (Apllicant’s Name), a member of the United States (service/ component), whose pay grade is E-_ and length of service is (number) years. 2. We are the parents/legal guardians of (number) child(ren). 3. We have a valid and current family care plan. Under that plan, short-term care would be provided by (Name(s)) and long-term care would be provided by (Name(s)). 4. I request a waiver for my disqualification of dependents so that I may enlist into the (Regular/ Reserve) Compnent of the United States Army. 5. My spouse and I understand that approval of this request neither constitutes nor implies any guarantee of a joint domicile assignment.
Applicant’s Signature
Spouse’s Signature
Figure X-5. Sample of a memorandum for statement of understanding joint domicile assignment and family care plan 124
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Glossary Section I Abbreviations AC active component ACASP Army Civilian Acquired Skills Program ACF Army College Fund AD active duty AFQT Armed Forces Qualification Test AFR advance fingerprint report AIT advanced individual training AMEDD Army Medical Department AO assembling objects ARISS Army Recruiting Information Support System ARN alien registration number ARNG Army National Guard ASI additional skill identifier ASVAB Armed Services Vocational Aptitude Battery BCT basic combat training BI background investigation USAREC Reg 601-96 • X June 2012
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BT basic training CCF Central Clearance Facility CMF career management field CMO chief medical officer CSM command sergeant major DA Department of the Army DAT drug and alcohol test(ing) DEP Delayed Entry Program DEP/DTP Delayed Entry Program/Delayed Training Program DLAB Defense Language Aptitude Battery DOD Department of Defense DOS days of service DS delayed status DTP Delayed Training Program EB enlistment bonus ECLT English Comprehension Level Test EER erroneous enlistment report EIS Enlistment Inquiry Section 126
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ENSQ Entrance Inquiry Section ENTNAC Entrance National Agency Check ERM electronic records management ESL English as a second language ETP exception to policy FBI Federal Bureau of Investigation FS Future Soldier FSR2S Future Soldier Remote Reservation System FSTP Future Soldier Training Program GC guidance counselor GCOC Guidance Counselor and Operations Course GCRc Guidance Counselor Resource Center GED general education development HCR health care recruiter HIV human immunodeficiency virus HQDA Headquarters, Department of the Army HQ USAAC Headquarters, U.S. Army Accessions Command HQ USAREC Headquarters, U.S. Army Recruiting Command USAREC Reg 601-96 • X June 2012
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HRC U.S. Army Human Resources Command HSD high school diploma HSDG high school diploma graduate IADT initial active duty for training ID identification IET initial entry training IG inspector general IRR Inactive Ready Reserve JPAS Joint Personnel Adjudication System LNCO liaison noncommissioned officer LRP Loan Repayment Program MEPS military entrance processing station MET military entrance test MFR memorandum for record MGIB Montgomery GI Bill MIRS MEPCOM Integrated Resource System MOS military occupational specialty MRD mandatory return date 128
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MTF military treatment facility NACLC National Agency Check and Local Check NCO noncommissioned officer NCOIC noncommissioned officer in charge NPS nonprior service OCS Officer Candidate School OIC officer in charge OMPF official military personnel file OPM Office of Personnel Management OSUT one-station unit training PAI preaccession interview PaYS Partnership for Youth Success PE physical examination PEI preenlistment interview(er) PFA physical fitness assessment PL phase line PMOS primary military occupational specialty PMR permanent medical rejection USAREC Reg 601-96 • X June 2012
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PRP Personnel Reliability Program PS prior service PSSP Personnel Security Screening Program QC quality control QNE qualified not enlisted QUALS qualification text RA Regular Army RC reserve component REQUEST Recruit Quota System RECBN Reception Battalion RI recruiting impropriety ROC Recruiting Operations Center ROTC Reserve Officers’ Training Corps RS recruiting station RSM recruit ship month RSW recruit ship week SSA Social Security Administration SBI special background investigation 130
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SC station commander SCI sensitive compartmental information SGC senior guidance counselor SLRP Student Loan Repayment Program SM suitability manager SMP Simultaneous Membership Program SMT senior master trainer SOP standing operating procedure SRIP Selected Reserve Incentive Program SSN social security number ST security technician tech check technical check TIN temporary identification number TMR temporary medical reject(ion) TPU troop program unit TRADOC U.S. Army Training and Doctrine Command TS TOP SECRET TTHS trainees, transients, holdees, and students USAREC Reg 601-96 • X June 2012
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UIC unit identification code USAR U.S. Army Reserve USARC U.S .Army Reserve Command USARECBN U.S. Army reception battalion USMEPCOM U.S. Military Entrance Processing Command VCN vacancy control number WOFT Warrant Officer Flight Training 1SG first sergeant Section II Terms accession • AC - An individual who has entered onto AD. • RC - An individual who has enlisted into a USAR program. active duty service date • NPS - Date entered onto AD. • PS - Date computed by taking current date entered onto AD and subtracting from that date the years, months, and days of creditable active Federal service. Application for Enlistment - Armed Forces of the United States The four pages of DD Form 1966. These pages along with the DD Form 4 series, DA Form 3286, SF 86, and verification documentation constitutes the enlistment record. Army Civilian Acquired Skills Program Enlistment program allowing accelerated promotion dependent upon level of training or experience. The promotion to private first class is for secondary school level education or experience, and specialist and sergeant is for postsecondary level training or experience. Army College Fund Funds in addition to those provided by the All-Volunteer Forces Educational Assistance Program of 1984 (GI Bill). Army transmission unit An element of the processing section at the MEPS which collects, edits, and processes data for submission to USAREC, to enable maintenance of a computerized databank on all examinations and enlistments accomplished by MEPS. 132
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background investigation Consists of a full field background inquiry scoped from 5 to 15 years, or longer, and is required for U.S. citizens for a TS clearance. basic training Training for accessions (less those exempted in accordance with AR 612-201) which provides fundamental military knowledge. before ship record check Record check accomplished by a GC between 7 and 30 days prior to shipping to AD or IADT. chief medical officer Physician assigned as the Chief of the Medical Examination Section at MEPS, responsible for profiling and determination of medical eligibility for special programs (that is, airborne). coding Alpha and numeric characters for assigned specific meanings which when entered into the service required and unique data blocks, allow for automatic data processing collection of historical information on every applicant and enlistee. completed medical evaluation DD Form 2807-1 and DD Form 2808 which are complete and have been reviewed by the CMO to include profiling. contract A signed document specifying conditions, standards, and terms of enlistment into an Army program (see DD Form 4 series). control activity The activity within MEPS that controls applicant processing, directs individuals to various sections, and is usually under the supervision of the reception and orientation sergeant. courtesy shipment The accession of an individual previously processed by a different MEPS into the FSTP. Although the shipping battalion receives no enlistment credit, the SGC of the shipping battalion is responsible for ensuring the accuracy of the enlistment documents prior to shipment to a USARECBN. currently in high school A person currently in a high school grade other than senior who has completed the 10th grade. This code is used for USAR REQUEST purposes only. Delayed Entry Program An enlistment program which allows an individual to delay entry onto AD for a period up to 365 days. This program is subject to controls, as determined by the Commanding General, USAREC. duplicate reservation Two or more reservations for the same applicant. early ship An FSTP enlistee brought onto AD prior to the RSW within which his or her enlistment date falls. (Example: AIT class calls for an RSW of 8 October. The FS must enlist between 2 October (Tuesday) and 8 October (Monday). If an FS is brought onto AD prior to 2 October without a renegotiation he or she is an early ship.) USAREC Reg 601-96 • X June 2012
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eloper An individual who departs the MEPS without authorization prior to completion of processing, or an individual who departs the MEPS with permission, but fails to return to complete processing. enlistment bonus An amount of money determined by HQDA, which is paid to a qualified enlistee upon completion of AIT in selected MOSs. The amount of the EB paid may depend on the battalion in which enlisted, the date of the original FSTP contract, MOS, and other factors determined by HQDA. enlistment contract A signed document specifying conditions, standards, and terms of enlistment into an Army program. Enlistment Inquiry Section Office established at HRC by direction of the Secretary of the Army to control MOSs and assignments of certain PS applicants prior to enlistment or reenlistment. enlistment record The enlistment contract with associated and verifying documents broken down into six packets for distribution to various Army agencies. erroneous enlistment An enlistment that later proves to be invalid because the individual failed to meet the qualifications prior to enlistment. evenflow Attainment of DA-directed numbers of enlistments needed to maintain training centers at optimum level. Evenflow also refers to a constant regulated flow of applicants to the MEPS to prevent overloading the MEPS. fee basis physician A civilian medical doctor employed by MEPS to conduct medical examinations and/or consultations in MEPS. fraudulent enlistment An enlistment procured through a deliberate material misrepresentation, omission, or concealment of facts by a recruiter, GC, applicant, or any or all, which if known at the time of enlistment, would have resulted in rejection of the enlistee. Future Soldier Training Program A training program that prepares an FS for IET after enlisting into the RA or USAR. USAREC Reg 601-95 prescribes the policies and procedures for this program. Future Soldier Training Program loss An FS separation or voided contract. Future Soldier Training Program separation A separation from the FSTP through official published orders. Future Soldier Training Program voided enlistment A release from the FSTP through official published orders. guidance counselor Recruiter or civilian contractor assigned duties at the MEPS for enlistment processing of Army applicants. 134
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high school senior A person enrolled in a program of education which, within 365 days, will result in meeting the definition of an HSDG contained in AR 601-210, paragraph 2-7. Interservice Recruitment Committee A battalion level joint service committee established in the local area to coordinate and monitor aspects of applicant testing, processing, and educational liaison with high schools and the local community. One of its prime functions is planning and implementing the local school ASVAB testing program. late cancellation A reservation that is canceled after the scheduled enlistment date. late ship FS who enlists in the RA after the scheduled recruit ship date. live scan The electronic scanning of an applicant’s fingerprints for electronic submission of ENTNAC. male or female impersonator Improper sex coding. Reservation made for an applicant based on incorrect input of sex code. medical waiver An instrument for enlistment, which requires minimum documentation to warrant an exception to the physical standards established by AR 40-501. If a defect is considered to be disqualifying in accordance with the standards set forth in AR 40-501, but is of such a nature as not to preclude the performance of duty, a waiver may be recommended by the MEPS physician and submitted by the battalion. MEPCOM Integrated Resource System A USMEPCOM-wide system designed to collect, edit, and process information required to maintain a computerized databank on all processing accomplished by MEPS. MEPS database listing A computer listing of all records on the active file. Sometimes referred to as the “dump listing.” MEPS jumper An applicant who has processed and found to be disqualified (physically, morally, or mentally) at a MEPS, and subsequently processes at another MEPS to conceal the original disqualification. midterm graduate This applies to the graduate who has met and/or exceeded prescribed requirements (units, credits) early. Graduation could occur at midterm (December to January) rather than the end (May to June) of the school term. Military Entrance Processing Station The joint service facility which conducts final PEs and final mental tests of all Selective Service registrants and service applicants, effects induction of enlistment processing, and ships such accessions to appropriate USARECBNs or duty stations. military entrance test site A location outside the MEPS used for the administration of the ASVAB. Either military or contracted test administrators may administer the test at the MET site. USAREC Reg 601-96 • X June 2012
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moral waiver An instrument for enlistment which requires documentation to warrant an exception to the enlistment standards established in AR 601-210. Waiver documentation should show that rehabilitation of the individual concerned has been demonstrated and that the individual is a good risk from a moral standpoint, not to become a disciplinary problem during the term of enlistment. National Agency Check and Local Check A check accomplished by OPM, whereby, FBI Headquarters files, the FBI (Identification Division), FBI fingerprint identification files, and local agencies, as appropriate, are checked for information on the designated individual. This check is required for PS applicants. A National Agency Check is submitted on all PS personnel unable to provide proof of their original ENTNAC status, regardless of break in service. nonhigh school graduate An individual who has earned neither an HSD nor an equivalency certificate and is not attending school. nonprior service For enlistment purposes (RA) an individual who has completed less than 180 days of active service in any armed service, (USAR) and who is not MOS qualified. no-show A processor who fails to report to a designated place for scheduled processing or enlistment. Oath of Enlistment Oath prescribed by statute and administered by a commissioned officer to each applicant who has been found qualified for, and desires, enlistment. An applicant orally subscribing to the oath and executing the DD Form 4 series becomes a member of the Armed Forces. pay entry base date The date, for pay purposes that an enlistee entered an armed service. For computation example see AR 601-210. phantom reservation (bogus) REQUEST reservation made for a fictitious applicant. physical inspection An abbreviated medical examination, given prior to entry into military service, to an individual who has received a complete medical examination within 18 months of the date of enlistment and was found acceptable. For entry into the FSTP or DS, if enlistment is accomplished within 30 days of the initial physical or last physical inspection, a new inspection is not required. For shipment onto AD, if RA enlistment is accomplished within 72 hours of the initial physical or last physical inspection, a new inspection is not required. physical profile categories (PULHES) Descriptive explanation of the PE divided into categories: • P = General physical health • U = Upper extremities • L = Lower extremities • H = Hearing and ears • E = Vision and eyes • S = Psychiatric positive match ENTNAC Individuals with derogatory information from OPM for law, credit, or citizenship. 136
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processing section A MEPS element responsible for administrative actions relative to the processing of applicants for enlistment or reenlistment into the Armed Forces. qualified applicant An applicant who has been mentally, medically, and morally evaluated and found to be qualified for Army enlistment. qualified military available Male citizens 17 to 21 years of age who are physically, mentally, and morally qualified for military service. Estimates of qualified military available may be calculated for a county or other geographic area by applying experienced rejection rates to military available from the geographical area. qualified not enlisted An individual who is fully qualified and able to enlist, but declines to accept an available option. reasonable commuting distance Distance from home to the USAR center, within a 50-mile radius or 90-minute travel time. Recruit Quota System Centralized recruiting qualifications data, real-time training space and unit vacancy reservation capability, retrieval of operational and management data, and real-time message capability. REQUEST is an official reporting system for management information within USAREC. recruit ship date The last day of the RSW. This day is always Monday, except as modified to accommodate the Christmas holiday schedule. This is the last day an individual may be enlisted so as to arrive at the USARECBN in time for processing into the proper BT and BCT class. recruit ship month A 4- or 5-week period commencing on a Tuesday and ending on a Monday, not in consonance with a calendar month. recruit ship week Tuesday through the following Monday is established as the RSW. recruiting and processing misrepresentation Any promise or misrepresentation of commitment, regardless of the manner in which it is made, that is not specifically reflected on pertinent enlistment documents, but is made for the purpose of inducing an individual to enlist. Such misrepresentation may be either intentional or unintentional. In the event intent can be documented, such intentional misrepresentation will constitute recruiting and/or processing impropriety. recruiting impropriety • Acts or omissions in violation of law or regulation with the intent to enlist a person not qualified for enlistment or whom the recruiter believes is unqualified for enlistment. • Acts or omissions in violation of law or regulation with the intent to grant a person a specific option, military occupational specialty code, educational benefit, bonus, or other enlistment benefit for which an applicant is ineligible or whom the recruiter does not believe is eligible. • Grossly negligent acts or omissions in violation of law, regulation, or policy resulting in a fraudulent, erroneous, or defective enlistment or reporting to AD or transfer of an unqualified person. • Absent evidence of an innocent purpose intentional violations of any specific prohibition identified in USAREC Reg 601-45, paragraph 2-3, whether or not any processing or enlistment occurred. USAREC Reg 601-96 • X June 2012
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Recruiting Incentives Program Those programs designed to attract high quality prospects or to induce enlistments in hard-to-fill MOSs or options (that is, the U.S. Army Cash Bonus Enlistment Option, ACF, and LRP). red-carpet treatment Procedures employed by the MEPS, which ensures that individuals receive personalized, efficient, and courteous service. reevaluation believed justified A determination of the existence of a temporarily disqualifying medical condition, expected to improve in time. REQUEST reservation One of the core programs of REQUEST which is the heart of the system. The REQUEST Program reserves an enlistment training space. residual record A record of each enlistment kept in the ERM database consisting, at a minimum, of DA Form 3286, the DA Form 3540 (Certificate and Acknowledgment of U.S. Army Reserve Service Requirements and Methods of Fulfillment), USAREC OP 4, DD Form 4 series, DD Form 1966 series, DD Form 2807-1, and DD Form 2808. retest Any subsequent ASVAB test administered after the initial test during the validity period of the initial test. A retest is the only authorized means which may be used to qualify applicants for enlistment, whose initial test scores are not qualifying and do not reflect the applicant’s true abilities and capabilities. ringer An individual who attempts to process under a false name to qualify another individual for enlistment, who may not possess the ability to qualify. security technician An individual who has the primary mission of screening, interviewing, counseling, and assisting in the processing of enlistees for all MOSs that are required to be cleared for sensitive positions. service required data and service unique data Any data element that is not a standard, where values of the data element vary among recruiting services. ship To transport an enlistee from MEPS to a USARECBN. straight shipper An individual who enlists onto AD without having entered the FSTP. suitability Check of records of appropriate agencies such as the FBI, made by OPM, bearing on the loyalty and trustworthiness of an applicant. suitability manager Person responsible for all matters pertaining to ENTNAC and National Agency Check policies and procedures as prescribed by this regulation.
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technical search Electronic live scan fingerprint search of criminal indices. test disqualified An applicant who failed to achieve scores acceptable for enlistment as determined by specific criteria (that is, educational level, age, and category). test management section Unit of MEPS which is responsible for administration of ASVAB tests developed for selection and classification purposes. test qualified declined Individuals who have completed the ASVAB test and are qualified but decline further processing. uncommitted applicant reservation Reservation made for an individual who does not execute an enlistment agreement immediately. unfulfilled enlistment This enlistment occurs when a qualified applicant is properly enlisted, but who through no fault of his or her own cannot receive his or her original option or guarantee as contained on applicable DA Form 3286 and DD Form 4 series; or when the Army cannot honor an enlistment guarantee or promise, made in writing or verbally by a recruiting official, providing the communication of such guarantee or promise can be verified. unqualified applicant Any applicant found to be unqualified whether mentally, morally, or physically. walk-in A potential enlistee who walks into an RS without prior contact with a recruiter. Walk-in also refers to a person who arrives at the MEPS for processing without prior notification or being scheduled for processing.
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USAREC ELECTRONIC PUBLISHING SYSTEM DATE: DOCUMENT:
1 SEPTEMBER 2012 USAREC REG 601-96
SECURITY: DOC STATUS:
UNCLASSIFIED REVISION
DRAFT