Attachment 16 USAACE Reg 1-2 Staff Administrative Procedures and Correspondence Guide (11 Sep 2017).pdf

USAACE Reg 1-2 • 11 September 2017

*USAACE Reg 1-2

DEPARTMENT OF THE ARMY

HEADQUARTERS U.S. ARMY AVIATION CENTER OF EXCELLENCE

2218 6 TH AVENUE

FORT RUCKER AL 36362-5105

USAACE Regulation 11 September 2017 No. 1-2

Administration

STAFF ADMINISTRATIVE PROCEDURES AND CORRESPONDENCE GUIDE

Paragraph Page

SECTION I. GENERAL

Purpose ............................................................................. 1 2 References ........................................................................ 2 2 Scope ................................................................................ 3 2 Definitions .......................................................................... 4 2 Organization ...................................................................... 5 5 Responsibilities ................................................................. 6 5

II. POLICY

Delegation of Authority ...................................................... 7 5 Command Group Approval ................................................ 8 6 Communications Release and Authentication ................... 9 6

III. ADMINISTRATIVE PROCEDURES

Methods of Communication ............................................. 10 7 Correspondence Procedures ........................................... 11 8 Electronic Correspondence ............................................. 12 12 Staffing Procedures ......................................................... 13 13 Letterhead Stationery ...................................................... 14 16 Center Publications Procedures ...................................... 15 16 Weekly Bulletin ................................................................ 16 19

Monthly Updates.............................................................. 17 20

APPENDIX A. References B. Policy Memorandum Format

*This regulation supersedes USAACE Reg 1-2, 8 August 2011

Section I. GENERAL

1. PURPOSE. This regulation outlines the administrative policies, procedures, and responsibilities for major activities/units assigned to the U.S. Army Aviation Center of Excellence (USAACE).

2. REFERENCES. Required and related publications are listed in appendix A.

3. SCOPE. The provisions of this regulation are applicable to all major activities/units assigned to the USAACE.

4. DEFINITIONS. For the purpose of this regulation, the following terms are defined:

a. Correspondence. Correspondence encompasses all written communications except messages for electronic mail (e-mail) transmission.

b. Major Activities/Units.

(1) Command Group:

(a) Commanding General (CG)

(b) Deputy to the Commanding General (DtCG)

(c) Deputy Commander (DC)

(d) Chief of Staff (CoS)

(e) Chief Warrant Officer of the Aviation Branch (CWOB)

(f) Command Sergeant Major (CSM)

(g) Training Sergeant Major (TSGM)

(h) Deputy Chief of Staff (DCoS)

(i) Secretary of the General Staff (SGS)

(j) Protocol Executive Services

(k) Historian

(l) Chief of Staff, Deputy Commanding General of the National Guard

(m) Deputy Assistant Commandant for National Guard

(n) Deputy Assistant Commandant for Army Reserve

(o) Capability Development and Integration Directorate (CDID)

1. Concepts, Experiments, and Analysis Directorate

2. TRADOC Capability Manager- Aviation Brigade

3. TRADOC Capability Manager – Reconnaissance and Attack

4. TRADOC Capability Manager – Unmanned Aircraft Systems

5. TRADOC Capability Manager – Lift

6. TRADOC Capability Manager – Future Vertical Lift

7. Organization and Personnel Force Development Directorate

(q) Commander’s Initiatives Group (CIG)/(G5)

(r) TRADOC Reserve Component Liaison Office (DC-USAR)

(s) Installation Reenlistment Office

(t) USAACE CIO/G6

(2) USAACE G3/5/7

(3) Aviation Branch Safety Office (ABSO)

(4) Inspector General (IG)

(5) Office of the Staff Judge Advocate (OSJA)

(6) 110th Aviation Brigade (110th AB)

(7) 1st Aviation Brigade (1AB)

(8) USAACE G8

(9) Sexual Harassment/Assault Response & Prevention (SHARP)

(10) Equal Opportunity Office (EO)

(11) Directorate of Evaluation and Standardization (DES)

(12) Quality Assurance Office (QAO)

(13) Directorate of Training and Doctrine (DOTD)

(14) Directorate of Simulation (DOS)

(15) USAACE Noncommissioned Officer Academy (NCOA)

(16) Garrison Commander (GC):

(a) Directorate of Human Resources (DHR)

(b) Directorate of Family and Morale, Welfare, and Recreation (DFMWR)

(c) Directorate of Public Works (DPW)

(d) Directorate of Plans, Training, Mobilization, and Security (DPTMS)

(e) Garrison Resource Management Office (GRMO)

(f) Directorate of Public Safety (DPS)

(g) Public Affairs Office (PAO)

(h) Installation Safety Office (ISO)

(i) Religious Support Office (RSO)

(j) Equal Employment Opportunity Office (EEO)

(k) Internal Review and Audit Compliance Office (IRAC)

(l) Garrison Plans, Analysis, and Integration Office (PAIO)

(m) Community Health Program Coordinator (CHPC)

(17) Tenants:

(a) Mission and Installation Contracting Command, Installation Contracting Office - Fort Rucker (MICC)

(b) Civilian Personnel Advisory Center (CPAC)

(c) U.S. Army Air Traffic Services Command (ATSCOM)

(d) Network Enterprise Center (NEC)

(e) Logistics Readiness Center (LRC)

5. ORGANIZATION. The organizational structure of the USAACE and separate table of organization and equipment/table of distribution and allowances units depicting the chain of command supervision are contained in USAACE Regulation (Reg) 10-1.

6. RESPONSIBILITIES.

a. The Command Group is the final approval authority on all correspondence, USAACE policies, and official positions. It is responsible for final action on all matters external to the USAACE and Fort Rucker. The office of the SGS will receive and route all correspondence through the Command Group.

b. Major activities/units are responsible for initiating actions to establish, update, and change policies within their functional areas, as required. They will further ensure military and civilian personnel are trained to comply with the policies and procedures of this regulation.

c. Directorate of Human Resources (DHR) is responsible for development, staff supervision, management of the correspondence and publications policy programs at this installation, and will act as monitor and staff advisor.

Section II. POLICY

7. DELEGATION OF AUTHORITY.

a. Commanders/Directors of major activities/units listed in paragraph 4b are delegated authority to sign FOR THE COMMANDER on USAACE letterhead on policy matters within their functional areas. They can delegate to their deputy/executive officer/division chief the authority to take final action on policy matters within their functional areas of responsibility and to issue orders in their own name to carry out assigned responsibilities. Only the CG can sign USAACE letterhead without the delegation authority line FOR THE COMMANDER.

b. Command policies applicable to all major activities/units will be announced in command policy memorandums, regulations, pamphlets, supplements, memorandums, and circulars and are listed in Fort Rucker Pamphlet (Pam) 25-30; Fort Rucker Pam 25-31, and Fort Rucker Reg 210-27. Staff policy applicable to major activities will be announced in appropriate staff memorandums. The CoS is the approval authority for command policies, memorandums, and staff policies. Command memorandums will be used in disseminating general information.

8. COMMAND GROUP APPROVAL. Actions which must be approved or reviewed by the Command Group include, but are not limited to, the following:

a. Communications to or from a higher headquarters which state or imply that the command cannot accomplish its programmed mission or a portion thereof.

b. Communications containing criticism or censure by a higher or lateral headquarters.

c. Communications that allege neglect or dereliction of duty by commissioned officers.

d. Replies to correspondence other than routine actions signed by a general officer, CoS, or DCoS of an external command.

e. Correspondence concerning congressional or executive interest.

f. Actions that would constitute or could be interpreted as a change to established policy, procedure, or the stated position of the USAACE.

g. Matters that could adversely affect public relations, civilian personnel, or contractors.

h. The DC will review any officer evaluation reports (OERs)/noncommissioned officer evaluation reports (NCOERs) that are Referred Reports with negative remarks in accordance with (IAW) Army Regulation (AR) 623-3, paragraph 3-34, before the evaluation is forwarded to HQDA. Evaluations that are Referred Reports due to Army physical fitness test (APFT) failure or failed height/weight (HT/WT) do not have to be reviewed by the DC.

i. The USAACE CoS will approve all Civilian incentive awards using USAACE Command Group resources (funds, step increases, etc.) in advance; exception are time-off awards. Refer to the USAACE and U.S. Army Aeronautical Services Agency (USAASA) Incentive Award Policy that’s published every October.

9. COMMUNICATIONS RELEASE AND AUTHENTICATION. Authentication of command correspondence which is not personally signed by the CG will be done by the DC, CoS, or DHR (FOR THE COMMANDER).

Section III. ADMINISTRATIVE PROCEDURES

10. METHODS OF COMMUNICATION.

a. Telephone. Procedures for the use of the telephone are included in the General Information section of the Military Installation Guide and/or the Staff Directory, USAACE, Fort Rucker, Alabama.

b. Electronic/Digital Correspondence.

(1) Electronic communications. E-mail is the primary system for electronic communications at the USAACE. To be effective, it is important that all users actively use the system, to include the various functions incorporated.

(2) Short subject items. E-mail is the preferred method of communication for short subject items or where a formal decision record is not necessary.

(3) Hard copy correspondence. Hard copy correspondence is one of the most widely used forms of communication. It is used when hard copy records are required and to ease coordination and concurrence of position. Hard copy correspondence will be prepared IAW AR 25-50 and paragraph 11 of this regulation.

(4) eStaffing. eStaffing is the primary means of official internal correspondence. Details for electronic correspondence are contained in paragraph 13 of this regulation.

(5) Unclassified/Classified fax communications. Unclassified information can be transmitted or received from fax machines located in individual offices or the Telecommunications Center (TCC). Classified information can be transmitted or received at the TCC or other authorized locations.

(6) TCC fax procedures. The TCC in building 141 will fax official classified and unclassified correspondence upon completion of a Fax Header Sheet.

(7) Messages. Official messages are sent and received via The Defense Message System (DMS). The U.S. Army Signal Network Enterprise Center (NEC) receives DMS messages in the TCC via DMS and distributes to all organizations using approved e-mail distribution lists.

c. Official Mail. Outgoing official mail will be routed to the dispatch point by placing it in the individual agency’s outgoing distribution. All outgoing official mail is metered (postage applied) from the DHR Official Mail and Distribution Center and placed into U.S. postal channels. Incoming official mail will be received from the U.S. Postal Service, sorted, and dispatched from the DHR Official Mail and Distribution Center.

Mail received with an attention line is forwarded unopened to the addressee while commander’s mail is opened in the DHR Official Mail and Distribution Center and then forwarded to the addressee.

d. One-Day Delivery. One-day delivery is expensive and will only be used when speed of mail and distribution delivery is imperative. The DHR Official Mail and Distribution Center has information on one-day delivery, FedEx, and UPS options.

11. CORRESPONDENCE PROCEDURES. Specific guidance for preparation of correspondence at the USAACE is outlined below. Army style stresses substance over form; however, format is important. Standard formats facilitate staff action processing and aid decision makers, especially those personnel confronted by masses of paperwork. The selection of the right format is an important factor in the effective application of the staff action process. AR 25-50 establishes two basic formats for standard Army correspondence - the memorandum and the letter. The regulation provides detailed guidance on the proper preparation of correspondence in these formats and shows numerous examples of each. Examples are also available on the SGS homepage (https://usaace-vwe.rucker.army.mil/sites/USAACECS/SGS/Pages/ default.aspx). To obtain access to the SGS homepage, contact the SGS directly to coordinate access for the specific parent organization.

a. DA Form 5 (Army Staffing Form) found on Army Publishing Directorate (APD).

This regulation establishes the requirement to use DA Form 5 as the transmittal document for actions that require Command Group approval/decision/signature. The DA Form 5 takes the place of the decision paper and DA Form 5. Instructions for filling out the DA Form 5 are found on the bottom of the form. The SGS will fill in sections 6 and 10 for final command group routing. Awards routed through eStaffing do not require a DA Form 5.

b. Policy Memorandums (appendix B). Policy memorandums are used to announce policy personally directed by the CG and GC. They are of long-term duration affecting the way the command or post will operate in specific functional areas. Policy memorandums will be signed by the CG or GC. Prior to submitting in eStaffing, all policy memorandums will be forward to DHR Records and Publications for review. Do not create policy memorandums that mirror existing regulatory guidance or are being renewed simply because that is the way it was done in the past. Carefully review every renewal in an attempt to eliminate unnecessary and/or redundant paperwork. After a policy memorandum is signed, DHR Records and Publications will maintain the original and upload a copy to the Fort Rucker Intranet, http://intranet.rucker.army.mil.

c. Congressional/Legislative Liaison. Congressional and legislative liaison correspondence will be processed IAW procedures listed below. All congressionals will be staffed through the OSJA before routing to the Command Group.

Congressional/Legislative Liaison will be routed via hard copy through the SGS for review by the Command Group.

(1) The CG’s policy is to make maximum information promptly available to members and committees of Congress and their staffs. DHR is the USAACE coordinating office for processing all congressional inquiries and White House correspondence, and is the point of contact (POC) with the Office of the Chief of Legislative Liaison (OCLL). Immediately forward all inquiries addressed to the installation to DHR for processing.

(2) Commanders of tenant activities, brigade commanders, and directors will personally sign responses to the tasking memorandum for congressional inquiries which involve their respective organizations. Return tasking correspondence with the final or draft response, as required, through appropriate channels for concurrence prior to forwarding to the DHR.

(3) Process inquiries addressed directly to activity/unit commanders as shown in paragraph 11c(1) above.

(4) The CoS is the approval authority for all USAACE draft responses to the OCLL and will sign all final replies to members of Congress.

(5) The CoS may sign congressional responses in the absence of the CG.

d. Temporary Duty (TDY) Outside the Continental United States (OCONUS). All OCONUS TDY for personnel assigned or attached to Fort Rucker and tenant activities requires approval by the CG unless approval authority is delegated to the Director, DHR; DC, or CoS. Forward TRADOC Form 712-R-E (Request for Official OCONUS Temporary Duty Travel) to the Command Group for approval. Forward approved requests to DHR, ATTN: IMRC-HR, who will serve as installation OCONUS TDY program manager. See AR 55-46 for procedures.

e. TDY. TDY that does not require use of USAACE Command Group funds does not have to be routed through the Command Group. The exception is TDY for brigade commanders/directors; all TDY where the brigade commander/director is the traveler must be approved through the CoS regardless of funding and routed through the CDR DIR routing list in DTS.

f. Awards. All award submissions will be electronic (eStaffing). Awards that will be forwarded to the U.S. Army Combined Arms Center (CAC) will include a copy of the APFT, HT/WT/Body Fat Worksheet as required, orders, officer record brief (ORB)/enlisted record brief (ERB), and CAC cover sheet. This includes all awards above the Meritorious Service Medal (MSM). MSMs and lesser awards must include a copy of: ORB, DA Form 705 (Army Physical Fitness Test Scorecard) retirement order and DA Form 5500 (Body Fat Content Worksheet [Male]), if applicable. DA Form 705 and DA Form 5500 must be within 6 months of the award’s submission date, if applicable. If a Soldier does not have a current DA Form 705, a memorandum for record (MFR) with the profile dates justifying an out of date DA Form 705 should be included. Profile dates should correspond to the fact that the Solider was unable to complete a record APFT at any time in the last 6 months. If a retiring Soldier is flagged, units must submit a request for a waiver to the CG with the award. The waiver will be approved prior to the award being processed. All Personnel Readiness Review (PRR) metrics, to include MEDPROS, must be up to date prior to submission to the Office of the Deputy Chief of Staff for Personnel (G1).

g. The following G1 award timelines must be met by the unit in order for SGS or higher to receive the award submission on time. If the award is received past the following G1 suspense dates, a letter of lateness must accompany the award submission:

(1) Distinguished Service Medals (DSMs) or higher- due to G1 240 days prior to the presentation date.

(2) Legions of Merit (LOMs) - due to G1 120 days prior to the presentation date.

(3) Meritorious Service Medal (MSMs) - due to G1 60 days prior to the presentation date.

(4) Recommendation for Foreign Military Personnel – MSM and lower, NLT 210 days prior to the proposed presentation date; LOM and higher, NLT 240 days prior to the proposed presentation date.

h. OERs and NCOERs. The rating chain and/or supporting unit will generate reports. See AR 623-3 and DA PAM 623-3 for preparation and processing procedures.

Allow each rating official in the Command Group 2 to 3 weeks processing time. All evaluations that require Command Group endorsement are due to SGS NLT the THRU date. Submit evaluations to SGS via Evaluation Entry System (EES) and follow up with an email and phone call to the SGS to confirm receipt of information.

i. *Civilian Evaluation Reports. The Army’s system for planning and appraising civilian performance, the Department of Defense (DoD) Performance Management and Appraisal Program (DPMAP), is designed to improve individual and organizational effectiveness in the accomplishment of the Army mission and goals. Guidance for implementing the performance evaluation system and for the appropriate use of forms is provided in AR 690-400. All evaluations/appraisals that require Command Group endorsement are due to SGS NLT the THRU date. All monetary awards will be submitted through the SGS and CoS in hard copy, and all non-monetary awards will be submitted through eStaffing. All Civilian evaluation reports will be submitted to the SGS via email and follow up with a phone call to confirm receipt of evaluation.

*The Total Army Performance Evaluation System changed to DPMAP in June 2017.

j. Executive Summary/Command Group Inquiries. All inquiries, oral or written, made by the Command Group will be answered by 1600 of the second duty day following the request unless otherwise indicated. For example, a question asked on Thursday will be responded to by 1600 on Monday. Interim responses can be made by telephone or e-mail indicating when the final answer will be provided. The format is located on the SGS homepage.

k. Executive Overview/Read Aheads. This is a special type of staff action that prepares the Command Group for involvement in or attendance at events or engagements. A concept paper/read ahead is NOT a coordination or tasking document. The originator will furnish copies to all appropriate agencies/organizations.

Staff proponents should work with the SGS to ensure an accurate, and complete read ahead is forwarded to the intended user. The format for EXSUM Staff Estimate and read aheads are the same and may be submitted as an attachment to an e-mail message. A read ahead must:

(1) ARRIVE AT SGS NLT 72 hours prior for the Commanding General or 48 hours prior for other members of the Command Group;

(2) Be routed through the USAACE SGS for distribution to the intended user (CG/DtCG/DC).

(3) Be coordinated with CIG, Protocol and PAO as necessary.

(4) Include any recommended remarks to be made by a Command Group representative.

(5) Any changes to read aheads must be duly annotated as a change. An example is located on the SGS home page.

l. Trip Reports. Prepare and forward any trip report or feedback to the CG/DC on staff member travel to the DCoS within 2 weeks after the trip. This should be a short, succinct update on key meetings/events with emphasis on any open issues that might impact the USAACE.

m. Certificates. When submitting more than five certificates of appreciation/ achievement or certificates for specific events, a list of recipients will be required to verify names, etc.

n. USAACE CG Appointment/Event Request Form (USAACE Form 32-R-E). This form is used to invite the CG and other members of the Command Group to meetings, briefings, events, etc. Submit the CG appointment request NLT 30 days before the scheduled event. This form can be found on the Fort Rucker Intranet and the SGS homepage.

o. Overtime Requests. Prior to overtime being conducted, it must be approved by the CoS. All requests will be routed through eStaffing through the SGS and G8 to verify availability of funds prior to CoS approval. Link to USAACE Form 48-E (Request Authorization, Report of Overtime, and Compensatory Time) can be found on the Fort Rucker Intranet and the SGS homepage. Overtime guidance can be found on the SGS homepage.

12. ELECTRONIC CORRESPONDENCE. Fort Rucker employees will have access to a full spectrum of information services, thereby promoting productivity through electronic means. The NEC will prescribe measures to control access, input, and use of network services to enable organizations to operate in an electronic correspondence environment. For each document type processed, organizations will have specific routes that information must follow. Electronic correspondence will improve the timeliness and availability of information for decision making while significantly reducing operating costs of each organization.

a. Electronic Documents. Users will use e-mail for official government business.

This consists of creating and routing official correspondence or reports internally, to other offices within the organization, or to outside organizations for information or action purposes.

b. Official correspondence, including taskers, may be sent by e-mail as file attachments or embedded in e-mail notes. Action officers will send file copies of official correspondence to their office’s organizational email account. Prepare official documents for transmission via e-mail using the memorandum format in AR 25-50.

c. Organizational documents are those that document the command’s business.

Organizational documents that reflect the intent of the commander (e.g., formal taskings) require an authority line (FOR THE COMMANDER:). Annotate signature blocks with the words “signed” or “signed by...for.” Signature authority can be delegated to subordinates IAW AR 25-50 either in hard copy or electronically but, as a general rule, sign replies at a level no higher than the signing level on the incoming communication. This official delegation of signature authority will contain the name of the individual to whom authority is delegated, the type of material, restrictions or exclusions, and termination of authority. The signature will specify the authority line to be used. All command lines and signatures will appear as they do in paper form.

d. If an official document is embedded or attached to an e-mail, list in the note the individuals with whom the e-mail document was coordinated (name, rank, office, telephone number, and the date final coordination occurred). This coordination will become a part of the record.

e. A record copy of all official mail is mandatory, whether it is maintained in paper or electronic form. Office chiefs will designate individuals as records custodians of the electronic correspondence e-mail address to send and receive official mail and maintain record copies for the organization.

13. STAFFING PROCEDURES.

a. Coordination. Coordination is a fundamental aspect of the staff action process.

Coordination is defined as either informal (verbal or telephonic) or formal (documented).

Formal coordination may be undertaken for the purposes of soliciting comments or soliciting concurrence/nonconcurrence. The staff action officer must ensure all agencies involved in, concerned with, or impacted by the issue at hand are notified of proposed actions and given an opportunity to concur or nonconcur.

(1) The staff action officer must ensure the nature and purpose of a staffing document are clear to the concerned agencies that must respond to it. The DA Form 5 must plainly state that concurrence is sought. Some staff actions may require multiple staffing efforts - one or more to solicit comments and clarify positions, and another to gain final formal concurrence. On other occasions, staff actions may only require one round of staffing, proceeding directly to formal concurrence.

(2) Properly coordinate all actions with appropriate USAACE agencies before forwarding to the Command Group. Separate tabs will be used to address comments.

b. Private Organization Documents. There are very sensitive issues with the CG/DtCG/DC signing private organization documents, and care must be taken to ensure all correspondence does not violate various ethics regulations or rulings. All private organization correspondence involving Command Group signatures will be reviewed by the OSJA prior to routing to the Command Group for signature.

c. Staff Action Management—Routing, Control, and Suspense.

(1) Command Group incoming actions. All staff actions entering the Command Group, as defined in paragraph 4b(1), will be processed through eStaffing unless they require sensitive handling (e.g. adverse evaluations, close hold information). Hard copy requests will be forwarded by exception. Correspondence will be reviewed for the following:

(a) Product quality. Every effort should be made to present a professional, neat, and organized product. Refer to AR 25-50 for formatting instructions and examples.

(b) Errors. Once errors are discovered or noted, the document will be returned to the originating unit for correction via eStaffing. Hard copy submissions will be retrieved by the organization after calling to coordinate with SGS.

(c) Logging and reviewing. All hard copy correspondence will be logged in and out through the SGS Office and reviewed by SGS. This is done to maintain control over the document. If correspondence is picked up from any Command Group office, ensure the document is logged out on DA Form 200 (Transmittal Record); this allows easy tracking. All documents will be routed through the CoS. Routing through the CSM/CWOB/DtCG or DC will be a function of the subject material. All through lines will be initialed and dated. Items requiring expeditious handling may be hand-carried through the Command Group only after logging and reviewing by SGS Administration and the SGS. These hard copy items will be properly marked by a DA Label 115 (Expedite Cover Sheet). Do not call the offices of the CG, DC, DtCG, CSM/CWOB, or CoS to track correspondence; this will be done through SGS. SGS determines the priority of incoming correspondence and ensures documents are handled accordingly.

(d) Handling of sensitive information. Appropriate cover sheets (Personal in Nature, For Official Use Only, etc.) will be affixed to hard copy correspondence requiring sensitive handling. In addition to the sensitive handling cover sheets, all hard copy correspondence submitted to the Command Group will have a DA Form 5.

(e) Signatures.

1. Commanders/Directors will sign correspondence prior to being sent to the Command Group. Forward actions impacting other USAACE organizations and requiring the approval/disapproval of the Command Group will be forwarded on DA Form 5.

2. Place a signature marker to identify where a signature or initial is required on a document for all hard copy correspondence to be signed by a member of the Command Group. Ensure the marker is not permanent and can be removed from the document.

(f) Dating. Do not date correspondence. Correspondence requiring Command Group signature will be dated by SGS Admin after signature. The only exception is a certificate with a specific effective date.

(2) SGS Actions and Suspenses.

(a) SGS Actions are Command Group taskings to subordinate units. These are issued by the SGS and require timely action.

(b) Action agencies must meet suspense dates or negotiate extensions with SGS or the originating headquarters prior to the initial suspense date. If an extension is granted through the originating headquarters, notify SGS of the extension. Close out all SGS suspenses through the SGS.

d. eStaffing Guidelines. Access to eStaffing requires SGS approval. eStaffing user instructions are located in the Library on the eStaffing homepage.

e. Preparing Actions for the Command Group.

(1) Final form. All actions (eStaffing or hard copy) will be in final form when sent to the Command Group. Drafts will not be accepted unless requested by the Command Group. The preferred type of font is Arial 12.

(2) Tabs. Tab hard copy enclosures. Graphs, drawings, diagrams, etc. which have portrait layout on the paper should have the header at the top. Assemble similar documents which have a landscape layout with the header on the left side of the page.

(3) Assembly. Do not staple hard copy correspondence sent to the Command Group. Use clam clips for certificates, formal memorandums, and letters. Do not use paper clips to avoid entanglement and loss of correspondence. If a packet is too thick, use a black binder clip.

(4) Folders/Binders. Do not use folders or binders of any kind to forward routine correspondence to the Command Group. All packets submitted to the Command Group for routing must be in a green, Skillcraft, double pocket portfolio folder.

(5) Originals. Send originals only. The originating office will keep file copies.

SGS does not maintain copies of correspondence processed through the Command Group except in rare circumstances. Once the document is signed/completed by the Command Group, SGS will forward the original document to the originating office. If the action is internal to USAACE, the disposition is the responsibility of the originating office. For documents that require staffing external to USAACE, see paragraph 13.e.(8).

(6) Special handling/routing instructions. Any special handling or routing instructions; e.g., call for pickup or send elsewhere on post, should be indicated on the DA Form 5 or eStaffing routing slip.

(7) Evaluation reports. All OERs and NCOERs will be processed in the Evaluation Entry System. If the Senior leaders in the Command Group are raters, senior raters or reviewers, substantiating documents, such as, APFT, ORB/ERB, Body Fat Content Worksheet, or profiles, via eStaffing for review. Submit Civilian evaluations via eStaffing and include the Performance Evaluation Report, and Counseling Checklist/Support Form. Suggested comments/bullets for raters and intermediate raters must also be provided.

(8) External staffing. SGS is responsible for forwarding all correspondence signed by the CG/DTCG/DC to organizations external to USAACE. SGS will track the status and facilitate between higher headquarters and the originating office.

f. Scheduling of the Conference Rooms.

(1) Regimental Conference Room (RCR). The SGS is responsible for scheduling the RCR. The POC’s telephone number is 334-255-9215. Setup and cleanup are the responsibility of the users. The RCR may be scheduled up to 1 year in advance. The SGS takes requests for the RCR on a first-come, first-served basis via telephone or e-mail. First priority will be given to the Command Group, followed by directorates and organizations. Because of the priority system, events involving the Command Group’s participation may cause rescheduling. Keys for the RCR and the property used will be signed for on the date scheduled. Arrival time will be at least 15 minutes prior to the meeting for setup of nameplates, paper slides, and PowerPoint projections (POC is the G6). When finished, the users will clean the RCR and leave it in the same condition as found. This includes organizing the audiovisual room behind the screen and opening blinds. The Front Desk Casual Duty Officer (CDO) will check the RCR to ensure it is in proper order before accepting the keys from the users.

(2) CG’s and CoS’s Conference Room (Room 207 and 254). The SGS is responsible for scheduling the conference room. All scheduling must include a description including who, what, where, and when. Setup and cleanup are the responsibility of the users. Priority for use is the CG; events may be rescheduled based on the needs of the Command Group. Users will sign for the key from the SGS NLT 15 minutes prior to the event/meeting.

14. LETTERHEAD STATIONERY. IAW AR 25-50, tenant organizations at Fort Rucker, 1AB, 110th AB, and the Garrison Command are the only activities authorized separate letterhead. All other activities will use the USAACE letterhead. Correspondence addressed to tenant activities will use appropriate letterhead. Format is on the Fort Rucker Intranet.

15. CENTER PUBLICATIONS PROCEDURES.

a. DHR Records and Publications will—

(1) Make final determination as to the appropriate medium and method of reproduction for all directives issued by the installation. Media to be used at this installation are:

(a) USAACE supplements to ARs.

(b) USAACE regulations.

(c) USAACE circulars.

(d) USAACE pamphlets.

(e) USAACE memorandums.

(f) USAACE policy memorandums.

(2) Sign all USAACE directives for the commander.

(3) Edit and assign appropriate identification numbers and authenticate all publications.

(4) Establish internal controls to ensure an annual review of all USAACE directives by the proponent.

(5) Publish an index of all USAACE directives at least annually.

(6) Prepare and verify USAACE directives in PDF for the Intranet.

b. Commanders/Directors of major activities/units will—

(1) Determine the need for directives and the type of directive to be published.

(2) Prepare initial drafts ensuring technical and substantive accuracy of all material therein.

(3) Ensure proper coordination. The signature block on the DA Form 5 or initiating document will be that of the commander/director of the originating major activity.

(4) Forward directives and approval documents from the user/proponent in this sequence: OSJA (if necessary), DHR Records and Publications (for initial review), USAACE (for review/approval), then DHR Records and Publications (for final review/distribution and record keeping). DHR Records and Publications is the office of record for DA Form 5 pertaining to directives.

(5) Answer inquiries IAW suspense dates established by DHR Records and Publications. If a suspense date cannot be met for any reason, the proponent is responsible for coordinating with DHR Records and Publications in establishing a subsequent suspense, if appropriate.

c. Preparation.

(1) Proponents of USAACE directives will staff them by distributing a draft manuscript along with a DA Form 5 to obtain command approval. In turn, forward such directives to DHR Records and Publications along with the original DA Form 5 indicating Command Group approval. The format will be IAW AR 25-30. USAACE will edit final copy of directives and DHR Records and Publications will post them to the Fort Rucker Intranet.

(2) Changes to USAACE directives will be prepared and printed in the format as outlined by DA Pam 25-40. Pages will be revised only when major changes are required. Minor changes (such as editorial corrections, changes in terminology, or updating of references) will be held until substantial revision is necessary. However, incumbents of positions listed in paragraph 4b can approve needed minor procedural changes that do not affect policy or doctrine.

(3) When more than 25 percent of the basic directive is to be changed, complete revision is required. When a change, regardless of size, is necessary for a directive which is more than 2 years old, consideration should be given to complete revision.

(4) Covers for directives will be restricted to pamphlets only. Covers will be of standard format and will not have any fancy artwork or decorative design.

(5) All directives will be printed on white paper with black ink in the font Arial 11 or 12.

(6) USAACE directives which are determined invalid by the proponent offices will be rescinded after written notification to DHR Records and Publications. DHR Records and Publications will announce all rescissions in the Weekly Bulletin (see paragraph 16).

(7) When any AR is superseded or rescinded, all supplements are automatically canceled. Commanders will prepare new supplements as necessary if the superseding AR authorizes supplements. The AR’s proponent must approve any supplement to a new or revised regulation before it can be issued.

(8) When a new or revised form is required, the originating activity/unit will coordinate with DHR Records and Publications Forms Management Officer. (See

AR 25-30)

(9) USAACE Form 345 (Certificate of Appreciation) and USAACE Form 652 (Certificate of Achievement) are the only certificates, other than higher echelon certificates, authorized for use by staff organizations.

(10) When a report is involved, coordination with DHR Records and Publications is required.

16. WEEKLY BULLETIN. The Weekly Bulletin is an official publication, which publishes only matters of general interest affecting a large segment of the command.

The Weekly Bulletin is posted each Friday, unless a holiday, and is available on the Fort Rucker Intranet. Requests for publication will be e-mailed to DHR Records and Publications NLT 1200 on Tuesday before the desired publication. All requests for publication must include name, rank, unit, office symbol, and duty telephone.

a. Official Notices.

(1) These notices are directive in nature and have the authority and effect of official orders of this headquarters. Submit items through major activity commanders/directors and coordinate with all activities/commands having an interest in the subject or proponency for any aspect of the subject matter. It is the responsibility of the proponent command, directorate, or agency to ensure the validity and correctness of submitted items.

(2) A member of the Command Group must submit or approve items announcing or changing policy.

(3) Changes to items before or after publication must be submitted under the same criteria as the original submission. Telephonic changes are not authorized.

(4) Articles submitted to be published in the Weekly Bulletin on a recurring basis will be published for 3 consecutive weeks. After the 3rd week, the article will be discontinued unless resubmitted by the proponent.

b. Unofficial/Miscellaneous Notices. This includes such items as religious, athletic, recreational, social, welfare, events sponsored by or under the auspices of the Army, and personal items such as lost, found, wanted, and for sale/rent. For sale/rent items must contain the asking price and a signed commercial intent statement and will not be lengthy in description (e.g., houses for sale will include only basic information such as number of bedrooms and location). Any descriptions that are too lengthy will be shortened. Houses and mobile homes for sale/rent have to be approved by the Housing Division, located in building 5700, before being published in the Weekly Bulletin. This service is limited to military and civilian personnel on duty at Fort Rucker and reservists and retired personnel residing in the area serviced by Fort Rucker.

Articles will not refer to civilian firms, and any item that is determined to have a commercial intent will not be published. Articles will be limited to one edition on a space-available basis. All personal items must show duty or nonduty telephone numbers or address where the individual can be contacted.

17. MONTHLY UPDATES:

a. Command Group Rating Scheme. This is found on the SGS homepage in the USAACE Documents box. SGS updates the Command Group members only. Each unit will submit monthly updates to the rating scheme.

b. Fort Rucker White Card. This is found on the SGS homepage in the USAACE Documents box. Each organization updates its information.

c. Knowledge Map. This is found on the SGS homepage in the Knowledge Map box. Each organization updates its information.

d. Outlook Rosters. Outlook distros are as follows and can be found by searching the listed distribution names and checking members (USARMY FT RUCKER AVNCOE LIST Commanders and Directors, USARMY FT RUCKER AVNCOE LIST Deputies and XOs, USARMY FT RUCKER AVNCOE LIST Directors Secretaries, USARMY FT RUCKER AVNCOE LIST Chief of Staff Synch, USARMY FT RUCKER AVNCOE LIST USAACE CG Update). Each organization updates its information through email to the SGS for changes, monthly.

FOR THE COMMANDER:

GEOFFREY A. CRAWFORD

COL, AV

Chief of Staff

OFFICIAL:

SEAN M. SPARKS

Director, Human Resources

Appendix A, B

The proponent agency of this regulation is Secretary of the General Staff. Users are invited to send comments and suggested improvements to the CG, USAACE, ATTN: ATZQ-SGS, Fort Rucker, AL 36362-5105.

APPENDIX A

REFERENCES

Fort Rucker Intranet http://intranet.rucker.army.mil/default.htm

SGS Homepage https://usaace-vwe.rucker.army.mil/sites/USAACECS/

SGS/Pages/default.aspx

Section I. REQUIRED PUBLICATIONS

AR 25-1 Army Information Technology

AR 25-30 Army Publishing Program

AR 25-50 Preparing and Managing Correspondence

AR 55-46 Travel Overseas

AR 623-3 Evaluation Reporting System

AR 690-400 Chapter 4302, Total Army Performance Evaluation System

DA Pam 25-40 Army Publishing Program Procedures

DA Pam 623-3 Evaluation Reporting System

Fort Rucker Pam 25-30 Index to U.S. Army Aviation Center of Excellence USAACE)/ Fort Rucker Policy Memorandums

Fort Rucker Pam 25-31 Index to US Army Aviation Center of Excellence (USAACE)/ Fort Rucker Publications

Fort Rucker Reg 210-27 Taskings/Duty Rosters

USAACE Reg 10-1 Organization and Functions Manual

CJCSI 5721.01E Chairman of the Joint Chiefs of Staff Instruction (CJCSI), The Defense Message System and Associated Legacy Message Processing Systems

Section II. RELATED PUBLICATIONS

AR 1-20 Legislative Liaison

AR 25-51 Official Mail and Distribution Management

AR 25-400-2 The Army Records Information Management System

(ARIMS)

AR 600-20 Army Command Policy

DOD 5500.7-R Joint Ethics Regulation (JER)

DOD Directive 5500.07 Standards of Conduct

ADP 3-0 Operations

ADP 5-0 The Operations Process

Joint Publication 1-02 Department of Defense Dictionary of Military and Associated Terms

U.S. Government Printing Office Style Manual

APPENDIX B

POLICY MEMORANDUM FORMAT

Policy Memo 11-XX

(Preparing Agency’s Office Symbol) Date (Blank)

MEMORANDUM FOR SEE DISTRIBUTION

SUBJECT: Sample Policy Memorandum

1. State why the policy memorandum is required (e.g., reference a regulation). Use USAACE letterhead stationery. Each policy memorandum will cover one subject only and will be limited to two pages with no enclosures.

2. DHR Records and Publications will do numbering of policy memorandums, institute controls to remind originating offices when their policy memorandums are about to expire, print and distribute signed policy memorandums, maintain policy memorandums on Fort Rucker Intranet homepage, and publish an index of all policy memorandums annually.

3. The policy memorandum will be staffed via DA Form 5 forwarded through SJA for legal review to DHR Records and Publications (building 5700, room 160) for coordination/edit/ review and submission to the Command Group for signature. A copy of the expired policy memorandum will be forwarded with the updated version with changes explained in the DA Form 5. The policy memorandum should be forwarded in Word format on a CD for corrections, if needed.

4. Upon approval by the CG, the signed policy memorandum will be returned to DHR Records and Publications for numbering, printing, and distribution.

5. The last paragraph will contain one of the following statements: “This memorandum will expire 1 year from date of publication,” “This memorandum supersedes Policy Memo________, dated____________, and will expire 1 year from date of publication,” “This memorandum will remain in effect until changed or formally rescinded,” or “This memorandum supersedes Policy Memo__________, dated____________, and will remain in effect until changed or formally rescinded.”

COMMANDING GENERAL’S

Signature Block

DISTRIBUTION:

A, B