Standard Operating Procedures

Transcription

1 Military Entrance Processing Battalion New York Standard Operating Procedures Processing Requirements for Applicants for Military Service 116 White Avenue Fort Hamilton Brooklyn, NY (718) New York MEPS August 2, 2017

2 Table of Contents Part 1 Introduction Purpose... 5 Governing Directives, and Regulations... 5 Applicability... 7 Supported Units... 7 Summary of Changes... 7 Part 2 - Operating Hours and Processing Times Normal Operating Hours... 8 Non-Processing Days... 9 ASVAB Testing... 9 Saturday Operations... 9 Part 3 - Applicant Preparation Preparatory Steps Red Carpet Treatment Program Responsibility of Service Liaisons/Counselors New York MEPS Applicant Rules for Processing Applicant Arrival/Departure Applicant Misconduct Holdovers Hotel for Applicants Government Photo Identification e-security Enrollment Applicant Projection Requirements Maximum Daily Capacity Allowance Medical Prescreening Prior to Projection Projection Requirements Lunch Requests for MEPS Action DEP Discharges Service Processing For (SPF) Changes Medical Records Ownership Transfers MEPS-to-MEPS Overdue Packet Roster New York MEPS SOP 2

3 Projected Active Duty Date Changes (PADD) "N" Status: Administrative Hold Quality Review Program (QRP) Shipper Projections Part 4 - Applicant Processing Applicant Processing Window MEPS Processing Priorities MEPS Opening Procedures Commanders Welcome Brief Shipper Processing Applicant Testing Testing Schedule Special Test Schedule Retest/Confirmation Test Procedures Medical Processing Prescreen Disclosure of Additional Information (Medical and Non-Medical) Special Category Applicants Officer Candidate Applicants Consultations Previously Medically Discharged Applicants Over 40 Physicals No Show Procedures Manual Processing Procedures MEPS Walk-In Policy Same Day Processor (SDP) Policy Part 5 - Station Administration and Education Files Room and Access to Applicant Records Expectations of Recruiters Enlistment Ceremonies MEPS Recruiter Orientation and Training Senior Liaison Meeting InterService Recruiting Committee (IRC) Meeting MEPS Security and Emergency Management Extensions/Exceptions to Policy New York MEPS SOP 3

4 Applicant Tracking Appendix 1 NEW YORK MEPS Operating Schedule and Cut-off Times Appendix 2 Typical Applicant Processing Schedule Appendix 3 Applicant Conduct/Reminders Appendix 4 New York MEPS Required Records for Prescreen/Medread Appendix 5 Forms Appendix 6 Glossary New York MEPS SOP 4

5 PART 1 INTRODUCTION Purpose This standard operating procedure (SOP) contains the procedures and policies of the Military Entrance Processing Battalion - New York (MEPB New York / New York MEPS). It outlines the daily operating procedures of the New York Military Entrance Processing Station (MEPS) and the Recruiting Service responsibilities in the processing of applicants. It should also foster a productive relationship between the Accession Triad: the supported Recruiting Services, the Recruit Training Facilities and the Nashville MEPS. This SOP is in keeping with the USMEPCOM philosophy of "Red Carpet" treatment of applicants. Specific applicant problems, recruiting service needs, or USMEPCOM policy changes may generate periodic changes to these procedures. The following procedures are effective immediately until superseded. This SOP will be officially reviewed by the New York MEPS command and section supervisors on an annual basis for updates and revisions. Changes may be implemented by the command at any time based on USMEPCOM information message updates. All changes will be circulated with IRC commands prior to implementation. NOTE: This SOP has been designed to provide the highest level of customer service to our applicants and the supported Recruiting Commands within the limits of our effective capabilities. All MEPS personnel are expected and required to remain within the confines of this instruction at all times, whereby any Exception to Policies will be considered by the Operations Officer or Commander on a case-by-case basis in extreme circumstances. The purpose of this SOP is to explain MEPS procedures in support of applicant qualification and enlistment into the Armed Forces and to ensure a professional relationship between supported Recruiting Services and the MEPS. This publication is a guide and is not intended as a substitute for regulatory guidance. Service Liaisons, Recruiting personnel, and MEPS staff must be familiar with the appropriate regulations regarding the processing of applicants for military Service. NEW YORK MEPS Mission Statement: To qualify applicants and ship recruits for military and federal Services during peacetime and mobilization and to conduct the Department of Defense Student Testing Program. Governing Directives, and Regulations REFERENCES a. AR (Military Entrance Processing Station (MEPS), Administrative revision, dated 13 SEP 2011 AETCI , (Air Force) Recruiting Procedures for the Air Force New York MEPS SOP 5

6 AR , The Army Records Information Management System 9 (ARIMS) AR , The Army Privacy Program AR m Regular Army and Army Reserve Enlistment Program AR , Armed Service Military Personnel Accession Testing Programs AR , Military Entrance Processing Station (MEPS) COMDTINST M D (Series), ( Coast Guard) Coast Guard Recruiting Manual DoD (All Services), DoD Personnel Security Program DoDI , Instruction Pre-enlistment Forms MCO P (Marine Corps), Military Personnel Procurement Manual (MPPM), Volume 2, Enlisted Procurement Navy Recruiting Manual (Navy), Navy Recruiting Command Instructions series b. USMEPCOM Electronic Fingerprint Capture Station (EFCS)2100, Ten Print Live Scan System User s Manual c. USMEPCOM Regulation 25-30, Official Mail and Distribution Management Program d. USMEPCOM Regulation 25-52, Management and Disclosure of Command Information c. USMEPCOM Regulation 40-1, Medical Processing and Examinations, Jan 1, 2017 d. USMEPCOM Regulation 40-8, Human Immunodeficiency Virus (HIV) and Department of Defense (DoD) Preaccession Drug and Alcohol Testing (DAT) Program e. USMEPCOM Regulation 55-2, Recruit Travel, Jun 13, 2016 f. USMEPCOM Regulation 385-1, Safety and Occupational Health Program g. USMEPCOM Regulation 680-3, USMIRS h. USMEPCOM Regulation 611-1, Enlistment Qualification Tests, Jan I. USMEPCOM (Enlistment Processing and Exam), Feb 27, 2017 J. USMEPCOM Meals and Lodging 29 November 2010 New York MEPS SOP 6

7 Applicability This SOP applies to all New York MEPS personnel, Recruiting Service Liaison personnel assigned to the New York MEPS and the Recruiters and Commands serviced by the New York MEPS. This SOP supersedes the previous version dated 20 June Supported Units The following Recruiting Service units are considered primary customers: New York City Recruiting Battalion, Army Mid Atlantic Recruiting Battalion, Army Army Medical Detachment (AMEDD), New York Navy Recruiting District, New York Marine Corps Recruiting Station, New Jersey Marine Corps Recruiting Station, New York 313 th US Air Force Recruiting Squadron, New York U.S. Coast Guard Recruiting Office, New York U.S. Coast Guard Recruiting Office, Newark New York National Guard New Jersey National Guard Connecticut National Guard Summary of Changes This document represents administrative revisions and should be read in its entirety. New York MEPS SOP 7

8 Part 2 Operating Hours and Processing Times Normal Operating Hours The normal operating hours for the New York MEPS are from , Monday through Thursday, and , Friday. Applicants will arrive according to the table: The control desk will operate the entire duration of each day. Service Liaisons must be in place and ready to handle their applicants NLT 0610 to avoid processing delays, and must remain at MEPS until all their applicants have checked out and departed. Applicant Category Shippers, Physicals, Inspects, Same Day Processors (SDP) Latest Arrival Time to the MEPS 0615 Medical Consults 0615 Specials (Attorneys, Healthcare Professionals, and Chaplains) Officer Candidates, Officer Training School, Reserve Officer Training Corps, Prior-Service, and Cadets No earlier than 0700 No later than 0800? see UMR 0615 DEP Only 0730 CAT ASVAB Monday & Wednesday Tuesday & Thursday Remarks *If running late: Recruiter must call Service Liaison. Liaison must notify Processing Supervisor so MEPS can account for applicant. Liaisons must project by the established MEPS cut-off time. If a special-category applicant arrives at the MEPS unscheduled, they will be processed in accordance with the walk-in policy and given head-of-line privilege only. Ref. USMEP REG , ch 3-6, d, 3. *Are not Special-Category Applicants, but will receive front of the line privileges (Yellow Dot on ID Badge) Applicants must be signed in at testing window NLT 1600 Certain sections may not begin processing applicants until morning check-in procedures have been completed. Specific sectional operating hours are as follows: Medical Testing (M&W) (T&TH) Processing Command Group Appendix 1 contains the processing arrival and cut-off requirements for the New York MEPS. New York MEPS SOP 8

9 Non-Processing Days Training Days: USMEPCOM designates four training days on the FY Operating schedule. Applicants are not processed on Training Days. Service counselors may be present in the station on training days and are invited to participate in the training sessions. Holidays: MEPS is closed on all federal holidays and on additional holidays identified by USMEPCOM. Organizational Day: There will be one non-processing Organizational Day per year. ASVAB Testing The Testing Section will administer the ASVAB test Monday and Wednesday between 0900 and 1600, Tuesday and Thursday between 1200 and There is no CAT ASVAB session on Fridays except the Friday before the working Saturday between Testing time will be published accordingly. Projections for all tests are due 24 hours prior to the test date. Less than prior to the 24 hour window, the Services will submit APLs for applicants projected as a walk in by 1300 on the day of testing. Service Liaisons must submit a USMEPCOM 727 with a W type projection. There are no walk-in Special tests. Same Day Processor (SDP) applicants must report to the MEPS no later than 0630 on Mondays and working Saturdays. Saturday Operations The New York MEPS will open on Saturday in accordance with the USMEPCOM Fiscal Year (FY) Operating Schedule. The MEPS will conduct night testing on Friday from 1600 to 2000 hrs. and Specialty Testing on Saturday morning. All applicant must be projected 48 hours prior to the day of visiting the MEPS. The following apply: a. The Commander determines if the MEPS will open. b. Specialty Testing will be projected in Testing the Thursday prior to Saturday. c. No processing cutoff extensions will be granted during Saturday operations. d. Medical consults are not available on Saturdays e. Over-40 physicals are not conducted f. Privileges for Special Category applicants is not offered, however they may elect standard applicant processing, See Special Category Applicants g. Projections for Saturday openings are due by 1300 the Thursday prior. h. Projections for processing the Monday following a Saturday opening are due NLT 1300 the preceding Thursday. i. Shippers will not be processed on Saturdays. Shippers must be projected for Monday by 1100 on the Thursday before. j. Normal walk-in policy applies. New York MEPS SOP 9

10 Part 3 Applicant Preparation Preparatory Steps Applicant preparation is the key to successful MEPS processing. Recruiters and Liaisons are responsible for ensuring only thoroughly screened applicants are projected for processing. Applicants must have all required documentation to process. The Quality Review Program (QRP) will determine each applicant s eligibility to process. Any discrepancies not corrected by 1100 the following processing day of the initial QRP completion will cause the projection to be deleted, and not allowed to process for the next 48 hours. Applicants cannot walk in the following day if he/she has been deleted because of discrepancies. These applicants must be reprojected 48hrs out. Recruiters are encouraged to show their applicants the A Day at the MEPS video prior to bringing them to the MEPS. A Day at the MEPS video is available online at Applicants are required to remain inside the MEPS until their processing is complete. The only exception to this policy will be for those applicants who must leave the MEPS for official purposes prior to the conclusion of all processing. It is imperative that applicants be ready to process at the established time. All documents (personal data, parental consents, medical prescreening, etc.) must be accurate. If not, the applicant will be sent back to the Service Liaisons. Delays in processing due to incomplete paperwork will not change processing windows established by the service s first full physical. Red Carpet Treatment Program Many young applicants arriving at our MEPS are away from their homes for the first time. Most of these young men and women are contemplating the first major decision in their lives. They may be anxious, nervous, and apprehensive. Professional and courteous treatment from our MEPS staff can help reduce many of these emotions. The New York MEPS Red Carpet Treatment Program focuses on the level and quality of service provided to our Applicants, Service Liaisons, and the General Public. The success of this policy depends upon the spirit in which it is implemented. The impression we create will be long lasting not only in the minds of the men and women who seek to join our Armed Forces, but of their friends, family, and fellow service men and women. This first impression will ultimately influence the decision an applicant will make regarding enlistment. While there is stress from processing a volume of applicants in a day, the focus must be on the importance of personal contact with the applicants. The larger the applicant flow, the more important the personal focus becomes. The manner in which applicants are treated at our MEPS reflects the individual pride and professionalism of each MEPS member. Every member of the MEPS must understand this policy and embrace the procedures and intent outlined in this policy. While the MEPS may be processing 100 applicants for the third consecutive day, for most of the applicants on the floor, today is their first experience with the military. Pleasant, upbeat, and positive exchanges New York MEPS SOP 10

11 between staff and applicants will not only create a pleasant work environment for the staff, but will also show the applicants that the military is a good career choice. The New York MEPS solicits feedback from our applicants by using a Customer Satisfaction Survey. Each applicant is provided the opportunity to complete this survey so we may understand our applicant s needs. Responsibility of Service Liaisons/Counselors Service Liaison/Counselors must be in uniform and ready for duty at Civilian clothes and PT gear are prohibited while processing applicants. Processing will be suspended for that service until the Service Liaison/Counselors are in the correct uniform and their chain of command will be notified. Service Liaison/Counselors or Recruiters must remain at the MEPS until all their applicants have completed processing and departed the station. If there is no representative from the Service at any time throughout the duty day the applicants will not be allowed to process (including applicants who are testing) and the chain of command will be notified. New York MEPS Applicant Rules for Processing During the pre-screening process, recruiters are required to brief applicants on the New York MEPS rules for processing located in Appendix 3. The Senior Liaisons/Guidance Counselors along with the New York MEPS personnel are required to reinforce these rules when the applicants are processing. Preparation is the recruiter s responsibility, this tool is provided to assist in preparing their applicants for the best experience possible while processing for the Armed Services. MEPS staff reserves the right to prohibit processing based on an applicant s failure to meet the minimum requirements outlined in the rules for processing. Any applicant processing whom that arrives with a weapon, cannot remove piercings, or does not meet the dress code requirements will not process that day. A RBJ date will be placed to return no earlier than 24 hrs, 6 months, etc. Applicant Arrival/Departure Recruiting Services are responsible for the applicant s entrance into the MEPS and departure from the MEPS. Applicants will not walk out of MEPS without a liaison/recruiter escorting them out of the building. Recruiters need to brief applicants prior to entering the MEPS, follow the security procedures, escort the applicant into the baggage room, escort the applicant to the control desk and then report to the Service Liaison or recruiter lounge located on the 1 st floor. Recruiting interviews with applicants is not authorized within the MEPS, meal and lodging facilities, MET Sites or during school testing. This may only be conducted in respective Service Liaison offices. If the recruiter interrupts the applicant check in or processing at any time during the duty day, the recruiter will be asked to leave the building and the chain of command will be notified. For Testing Arrivals, Applicants checking in for testing must sign the testing sign-in sheet NLT 1600 hrs. or will not be allowed to test. Recruiters Arrival/Departure Recruiters are to follow the MEPS visitors rules outlined below. New York MEPS SOP 11

12 1. Sig in the military sign in sheet, annotate the reason for visit and Sponsoring Liaison 2. Receive a visitor s badges from the Control Desk time and date stamped 3. The visitors badge allows for visit to the recruiting liaison s office for business 4. Each Branch of Services are authorized two (2) Recruiters Badged allowing for recruiters to remain in the Recruiters Lounge. All Day Testing Arrival: Applicants checking in for testing must sign the testing sign-in sheet NLT 1330 hrs or will not be allowed to test. Applicant Attire Applicants must wear appropriate (See appendix 3) clothing when processing through the New York MEPS. Applicants will be asked to tuck in their shirts or blouses while processing at the MEPS if needed. The staff members at the Control Desk will determine if an applicant meets the standard of dress, and bring to the attention of the Processing Supervisor, and Operations Officer. If an applicant is not in compliance with the standard, they will be sent to the appropriate Service Liaison for resolution. See Appendix 3 for Applicant Conduct/Reminders. Applicant Misconduct The Battalion Commander, Senior Enlisted Advisor, Operations Officer, Assistant Operations Officer, Processing Supervisor, Medical Supervisor, and Testing Control Officer have the authority to stop the processing of any applicant for misconduct at the MEPS or the contract hotel. The hotel is authorized to evict applicants who violate the rules and will contact law enforcement authorities, if necessary. Applicants who are evicted for failure to obey hotel rules will be banned from the contract hotel and will not process that day at the MEPS. An "N" status with the appropriate date to return will be decided by the MEPS Commander or his/her delegate. The MEPS Commander will decide whether or not to ship enlistees in cases involving misconduct or liability at the hotel. Holdovers A holdover is an applicant who while at the MEPS did not complete processing (for any reason), is staying in the lodging facility overnight, and is returning to the MEPS the next day. Holdover Applicant Projection Lists must be submitted to the Operations Control Desk NLT 1500hrs. Holdovers will not be projected or permitted over the weekend, holidays or non-processing days. For shipper holdovers, see applicant projected timeline requirements table on page 13 for cut-off times. Shippers packets must be complete in order for Travel to get orders and airline ticket from Commercial Travel Office (CTO). If applicant packet is not complete, they are not considered a holdover unless MEPS or MEPCOM is at fault. Once shipper packet is complete, Service needs to notify OPSO as soon as possible in order to coordinate with Travel Assistant, New York MEPS SOP 12

13 and CTO for orders and issuing of airline ticket. Transportation to airports are required to be at airport NLT 1 hour prior to the latest flight of regularly scheduled applicants. Reference page 29 for Shipper details. Travel Contingency When travel disruptions (e.g. hurricanes, snow storms, tornadoes, etc.) or other circumstances impact shipper travel nationwide, J-3-MEOP/Current Operations Recruit Travel Management Branch will provide timely guidance to the MEPS. Applicants will not be sworn in if they are not going to make the Reception Training Center cutoff time IAW the onward ground transportation bus schedule, or flight arrival times, with the exception of applicants utilizing the 2-day shipping program (western sector only). The MEPS will need an ETP from the MOC for applicants accessing and not shipping the same day. Please refer to UMR paragraph 5-16b. If projected shippers are sworn in and cannot depart the MEPS due to cancellations of flights, severe weather, etc., they will be considered as holdover shippers and will be under the responsibility of their respective Recruiting Service for their behavior and daily accountability. MEPS Commanders will provide the holdover shippers logistic requirements IAW UMR paragraph 5-16c. The MEPS, not DTMO, is responsible for providing a recruit s travel, lodging, and/or meal accommodations support if they have not departed the originating MEPS. The MEPS will notify the SL/GC when inclement/urgent weather is forecasted that may impact recruit travel to include HTS/DS applicant travel. Hotel for Applicants Service Liaisons must provide their hotel projections on USMEPCOM Forms 727-E Processing List (page 2) to the Control Desk no later than 1300hrs daily (No 727-E will be turned in on working Saturdays). Any changes must be submitted NLT 1500hrs on updated USMEPCOM Forms 727-E. Service Liaisons are responsible for ensuring their projections are correct. The hotel will provide transportation for night ASVAB testers only. The Recruiting Services are responsible for transporting all other applicants to the hotel. Applicants may only be dropped off at the hotel 1600hrs to 2000hrs Monday thru Thursday and Friday (working Saturdays only) and dinner is served until 2100hrs. Drop off time on Sundays is from 1300hrs to 2000hrs and dinner is served until 1900hrs. Only applicants who are projected correctly will stay at the hotel. If an applicant is not projected correctly, they will not stay at the hotel. Only 1 walk-on applicant is allowed therefore it must be coordinated through the MEPS 1SG. Each applicant will receive a hotel fact sheet from the recruiter titled NY MEPS Prearrival Fact Sheet April 2017 that covers the rules and amenities of the hotel. Applicants are responsible for following all rules. Applicants placed in a holdover status by 1430hrs or within 30 minutes after expiration of an ETP will be allowed to stay at the hotel with the proper projection. The Recruiting Service is responsible for transporting holdovers to the hotel. Applicant projected to be at the hotel must be at signed at the MEPS NLT 1300 to allow for the proper testing time and hotel transport. Applicants who are not projected or who do meet the cutoff time 0800 will be considered a Walk-in applicant. New York MEPS SOP 13

14 Applicants hotel projection cap: (see contract for walk-in definition) Mon-Tues 126 applicants (no exceptions) Wed-Thurs 104 applicants (no exceptions) Government Photo Identification Recruiting Services are responsible to ensure all shippers have valid TSA approved photo identification. Applicants without valid photo identification will not ship. Adult passengers 18 and over must show valid identification at the airport checkpoint in order to travel. Reference Driver's licenses or other state photo identity cards issued by Department of Motor Vehicles (or equivalent) U.S. passport U.S. passport card DHS trusted traveler cards (Global Entry, NEXUS, SENTRI, FAST) U.S. military ID (active duty or retired military and their dependents, and DoD civilians) Permanent resident card Border crossing card DHS-designated enhanced driver's license Airline or airport-issued ID (if issued under a TSA-approved security plan) Federally recognized, tribal-issued photo ID HSPD-12 PIV card Foreign government-issued passport Canadian provincial driver's license or Indian and Northern Affairs Canada card Transportation worker identification credential Incomplete/incorrect data Applicants must present a completed USMEPCOM Form 680-3A-E at initial check-in at the MEPS. MEPS personnel will perform a QRP. MEPS personnel will verify that USMEPCOM Form 680-3A-E is completed before releasing the applicant for processing. If an aptitude examination is completed and an incomplete/incorrect USMEPCOM Form 680-3A-E is discovered after the examination, MEPS personnel will score the test using standard procedures and enter a N status with an appropriate N status reason. Circle the missing or incorrect items on the USMEPCOM Form 680-3A-E using a red pen and annotate on the top margin of the form INC (or UNVERIFIED) PERSONAL DATA. When correct or verified information becomes available, annotate the information on the USMEPCOM Form 680-3A-E, line through the statement on the USMEPCOM Form 680-3A-E, clear the N Status and update USMIRS with the personal data change/correction. e-security Enrollment During initial enrollment, all applicants who process through the New York MEPS must present a fully completed and original UMF 680-3A-E. Do not sign block 21 or 23 prior to arriving at New York MEPS SOP 14

15 MEPS. An applicant whose SSN has not been verified by SSA with results posted in USMIRS must present one of the source documents listed UMR , Figure 9-1, Acceptable Forms of Identification for Biometric Enrollment, issued by an employer, state, or government entity displaying the applicant s SSN. Acceptable source documents must be current and unexpired. Applicant Projection Requirements Service Liaisons will complete all projections in the USMEPCOM Integrated Reporting System (USMIRS). Service Liaisons are required to turn in all USMEPCOM Forms 727-E Processing Lists (PL) in accordance with the timeline on the next page. New York MEPS SOP 15

16 APPLICANT PROJECTION TIMELINE Applicant Status Time PL Due Remarks Shipper day projection (APL) submitted to Travel hours prior to shipping. Must turn in medical record. Hotel and Meal PL must be turned in by (No 24/28 shippers) Must be committed in USMIRS 72 hours prior to shipping. Changes within 72 hours require an exception to policy. Flight cannot be guaranteed if within 72hrs. Holdover Shipper 1100 on the day the applicant was supposed to ship. Hotel and Meal PL must be turned in by (No 24/28 shippers) ETP on a one to one basis Processor hours prior to processing. Must turn in medical record and DD Form , dated March Hotel and Meal PL must be turned in by Services have until 1100 the following day to correct QRP deficiencies. Any deficiencies not corrected will result in a deleted projection. Missing records or DD Form will result in an automatic deletion. Tester 24 hours prior to the test Submit APL to testing. APLs for applicants projected as a walk-in by 1300 day of testing (W type projection for ASVAB only) No Walk ins for special test Special Tests 24 hours prior to the test No Walk ins for special test No Walk ins for special test Walk-in Prior to the completion of morning, check in NLT Applicants must have walk-in tag and proper paperwork. The walk-in tag is a sensitive item, if walk-in tag is lost, service will lose their walk-in for that day. OPSO will be notified of lost tag so the tags can be collected from all services, and a new batch can be made and signed by the MEPS CDR. HTS /DS Records must be submitted to QRP 5 days prior to ship day. New York MEPS SOP 16

17 Maximum Daily Capacity Allowance Maximum Daily Capacity Allowance (MDCA) processing provides each Service a guaranteed minimum level of daily contract/full medical exams. The MDCA numbers will be sent out from the Commander for that Fiscal Year. The MEPS Commanders may increase daily service allocation numbers (even if the increase exceeds the MEPS daily maximum capacity) on a case-by-case basis. The Operations Officer, and Processing Supervisor cannot raise or modify the MDCA. Redistribution of daily-unused Service allocations is allowed between Services up to the MEPS daily maximum capacity. All unused allocations must be properly projected and follow all established MEPS policy i.e. projected to contract or for a full physical, completed QRP, etc. The Operations Officer, Processing and Medical Supervisors will ensure, during QRP, that Recruiting Services may only project five (5) over their MEPS maximum daily capacity allocation (MDCA). If projections exceed MEPS capacity, the Service Liaisons/Guidance Counselors will be notified to reduce their number of projections in order to bring the total down to MDCA. The Service will provide the MEPS with names of applicants projected to be deleted, NLT 1100, the day after notification of exceeded MEPS capacity. If the Service fails to lower their applicant numbers by 1100, the day after notification, the Lead HRA, Lead Medical Tech and Testing Clerk will only QRP up to the cap for that Service and delete the remaining projections. Inter-Service trading is allowed if needed. The established walk-in policy remains in effect. These allocations may be changed based on guidance from MEPCOM and changing workloads. MDCA does not impact shippers or other processors, only contracts and full physicals but be aware of your Service specific caps and ability to process. With the implementation of MDCA, extended hours (beyond normal MEPS working hours) are no longer authorized without approval from the Sector and Battalion Headquarters. Medical Prescreening Prior to Projection Form (Accessions Medical Prescreen Report, dated March 2015) is required for all applicants. USMEPCOM physicians will use to document the decision whether to authorize a physical examination. Prior Service applicants may be waived for specific processing requirement based on Branch of Service policies. A Medical Prescreen timeline starts when the all required forms and documentation are submitted to the medical section. The Medical Section will maintain a log of prescreens. Any incomplete submission will be returned to the liaison s office. All applicants must submit a DD Form , (Medical Prescreen of Medical History Report) with the recruiter before coming to the MEPS. A DD Form is valid for 90 days from the date applicant signed in Section V. For overseas processors, the prescreen is valid for 120 calendar days from the date applicant signed in Section V. After the validity period has passed, the applicant will submit a new DD Form The DD Form 1966 (Record of Military New York MEPS SOP 17

18 Processing Armed Forces of the United States) must accompany the pre-screen for all minor applicants. Service Liaisons will submit to the Files Room. USMEPCOM has been directed that a "YES" response to item 138 (Been arrested or other encounters with law enforcement) will be treated similar to Items 9 (glasses/contacts), 11 (defective color vision), and 20 (braces) for prescreen processing timelines and walk-in policy. If the MEPS believes a walk-in applicant answering "YES" to Item 138 and "NO" to all other items (except 9, 11, and 20) has a serious behavioral health issue, the MEPS will contact J- 7/MEMD for further guidance. See the section below on Prescreen Timelines for additional information. The new DD Form includes additional medical history questions to assist applicants in providing their health history information to USMEPCOM. Applicants are still required to submit medical documentation. The "New York MEPS Required Records for Prescreen Documents List" is located in Appendix 4. (New medical update) The applicant completes sections I through V of the DD Form before coming to the MEPS. The form can be filled out manually or electronically. If the form is completed manually, it will be filled in with black or blue ink. MEPS will accept computer-generated check marks, Xs or initials on DD Form questions for any August 2011 and March 2015 computergenerated forms. Although applicants are not required to initial each item, applicants must still fully explain all "Yes" items in Section III (March 2015 version). Prescreen Timelines Service Liaisons need to specify how many pages are being turned in on cover sheet. Page numbers are required to be written on the bottom of each page turned in. Prescreen timelines remain the same per policies in reference USMEPCOM The item numbers (question numbers) have changed for these policies and question 138 has been added per OSD Accession Policy. Prescreens that have no "yes" responses noted in any item numbers other than 9, 11, 20, and 138 on the DD Form will be reviewed the same day. Prescreens that have any positive medical history (other than item numbers 9, 11, 20, and 138) and 5 or less single-sided pages of supporting medical documents will have 2 processing days for review. 2 day prescreen timetable: If the prescreen is turned in NLT noon on: Monday Tuesday Wednesday Thursday Friday Then the review is completed NLT 11:00 on: Wednesday Thursday Friday Monday Tuesday New York MEPS SOP 18

19 Prescreens that have any positive medical history (other than item numbers 9, 11, 20, and 138) and more than 5 single-sided pages of supporting medical documents will have 3 processing days for review. The CMO, ACMO, or FBP may require additional documentation which could extend projection time. Example: Recruiter submits medical documentation to the MEPS of up to 5 pages with the DD Form pre-screen NLT noon Monday for an applicant projected to process NET (not earlier than) Thursday. MEPS will provide the status of the applicant (cleared to process or additional information required which will cause the projection to need to be deleted) NLT 1100 Wednesday; i.e., Monday to Tuesday is day one, and Tuesday to Wednesday is day two. Also, QRP in this example should occur on Tuesday at day prescreen timetable: If the prescreen is turned in NLT noon on: Monday Tuesday Wednesday Thursday Friday Then the review is completed NLT 11:00 on: Thursday Friday Monday Tuesday Wednesday In the instances of exceptionally complex cases a longer review may be required as determined by the CMO. In these cases, the medical department will notify the Service Liaison within the initial time period with an estimate of how much additional time may be required to complete review. A walk-in is defined as an applicant not projected for processing at or before the established MEPS projection cut-off time. A walk-in prescreen must have no "yes" responses noted in any item numbers other than 9, 11, 20, and 138 on the DD Form The Service liaison will print a USMEPCOM PCN 680-3ADP (Processes/Enlist Record) to assist medical personnel in determining if a duplicate file packet exists for this applicant and to allow for USMIRS data entry, if required. Incomplete or unsigned DD Form will be returned to recruiting personnel without action until corrected. New York MEPS is aligning itself more closely to UMR & UMR 680-3, which requires that applicant records be fully screened by both the Recruiting service and, as a final check, by MEPS staff during the MEPS Quality Review Process (QRP). Recruiting Service Liaisons will submit a records request for applicants considered for the 48 hours projection (Recommend this be done 72 hours before the applicant is scheduled to show). The MEPS will ensure all records are pulled for screening specifically for QRP NLT 1000 daily or the night prior. Each record must be accompanied with a QRP prescreen (attached) verifying that the Recuing Service Liaisons have conducted a review and attest of its accuracy. Records without a signed QRP prescreen will be returned. All 48-hour QRP fixes must be submitted NLT 1100 the following day to prevent deletion. New York MEPS SOP 19

20 Projection Requirements The following table outlines the minimum requirements for projecting an applicant: Type of Applicant Required Documents prior to projection Documents required upon arrival at the MEPS Remarks Shipper USMEPCOM Form 727 Shipper packet per USMEPCOM Reg Packet must be in order with specified number of copies. Shippers Projections must be submitted NLT 1100 for processing 48 hours out. ASVAB Tester USMEPCOM Form 727 Original USMEPCOM Form 680-3A-E, JUN 2015 (correctly filled in) Complete & accurate (Wet Signatures required) Service Liaisons must have personal data committed in MIRS. Must include parental consent, if required. Full Physical USMEPCOM Form 727 DD Form 214, NGB-22 or DD Form 368 (REDD in rare instances or Discharge Order) For Prior Service Applicants. DD Form , dated March 2015 DD Form with any required additional documentation Must include parental consent, if required. Must be completed no more than 60 days prior to initial processing date. DD Form 1966/5 Parental Consent (must be current version) Must be signed by guardians. Block 41 must be verified by recruiter for single parent signatures Medical Inspect USMEPCOM Form 727 Any required documentation requested by the Medical Section. Must have original copies of their physicals unless they are DAV/DAG, Phase II shipper, or have completed their physical at another MEPS. All Applicants USMEPCOM Form 727-E Series Copy 2 for lodging Copy 5 for lunch Liaisons must have applicants sign Copy 5 for lunch during morning check-in and bring completed form to the Control Desk. NOTE: The USMEPCOM Form 727-E Processing List contains five pages that USMIRS lists as copies. The NEW YORK MEPS uses pages one, two, and five. All applicants must have page one of USMEPCOM Form 727-E for projection. Service Liaisons must print and submit page two for applicants who require lodging and page five for applicants who require lunch. New York MEPS SOP 20

21 Lunch The New York MEPS provides a free lunch for applicants through a contracted caterer. Service Liaisons must use page five of USMEPCOM Form 727-E to project their applicants for lunch. Projections must be made by 1300, 48 hours prior to processing. If an applicant is not projected for lunch, the staff cannot guarantee that the contractor will have food for him or her. After morning check-in, the morning numbers will be completed. The meal APLs will be counted for each service, totaled, and faxed to the caterer. This will be done by 0800hrs. Each MEPS Section to include the Service Liaisons are responsible for feeding their applicants and ordering meals. All meal not personally signed for by the applicants will be brought to the MEPS Control and be processed IAW UMR Applicant are allowed to have seconds when there are meals left over. MEPS staff will discard all perishable items at the end of the day IAW UMR Requests for MEPS Action The Files Room completes DEP discharges, Service processing for (SPF) changes, personal data corrections, records requests, and ownership transfers (MEPS-to-MEPS). Service Liaisons must submit a New York MEPS Form 18 (Files Room Transaction Request Form) and USMEPCOM Form 680-3A-E to the Files Room along with the required documentation to formally request a MEPS action. Files Room Transaction Requests must be turned into the Files Room NLT 1000hrs. Files Room customer Service hours are from and daily. MEPS personnel will complete the action within 24 hours. If the request contains incomplete information, the Service Liaison must fix the deficiencies and resubmit the request. Records request: Service Liaison may request records during the Files Room operating hours. Records request containing 10 records will be processed within 24 hrs. Records accountability: When a records transaction occurs between the filer room, staff members and liaisons, the Files room will enter the transaction immediately in the USMIRS. The section or liaison office must enter receipt of the transactions in USMIRS and sign in/out the records in the service logbook. FILES ROOM CUTOFF TIMES: File Records Check-In Records from Morning Check-In (No Show Applicants and Testing Records) Switch out the Racks 0830 Begin Next Day Daily Number Sheet complete Purge Roster + Overdue Roster (DAILY) LIAISON ADMIN TURN IN/CUT OFF (1000hrs) New York MEPS SOP 21

22 -Prescreens/Medreads (Less than 5 pages/2 processing days, More than 5 pages/3 processing days) *Can have until noon to turn into files room if needed. -SPFs -DEP Discharges -Request for records -Permanent request record Duplicate Roster (DAILY) Check In Medical Records (accept from Medical daily only) (Make 2 piles: Records to file and Records in-dep to sign out to services) Start MEPS-to-MEPS Transfer (Outbound), pull record, scan and package for mail pick up Request MEPS-to-MEPS Transfer (In-bound) in MIRS, File and Enter in Database Print Depper and Shipper Labels for the Next Processing Day (Print, tear apart and put into each applicant record, Red/Yellow Dot roster) Pull Projections for the Next Day (48 hours out) (put on number sheet, look up and put in appropriate rack) Complete Daily Number sheet and report 0800 Fax Meal count to C&C Catering 1130 QRP Make Announcement for QRP (make distribution copies of APLs) (a set for medical and a set for the liaisons) File Records, Ensure Files Room is secured and locked *Closing Crew THESE ARE DONE THE NEXT WORKING DAY: Fix QRP Discrepancies for the Services (Done the next day between only) complete 0900-complete NLT 1330-complete QRP completed complete NEXT DAY Delete projections for all discrepancies NOT corrected by 1100 NEXT DAY 1110 Shred documents in the bins and make sure desks are secured Daily DEP Discharges A memorandum including the discharge code is required. Service Liaisons must return Files Room Packets to the Files Room at the time of discharge. Service Liaisons should review Process Results Option 12 at the close of business and print USMEPCOM Form 680-3ADP for applicant discharges each day. The original physical is required for DEP Discharge transactions. Do not project or request SPF DEP discharge if not completed. Service Processing For (SPF) Changes Recruiting Services must project the applicant to process within the next 3 to 4 MEPS business days on the same day as the e-spf change is submitted through e-soa; three days if projected before the MEPS cut-off time; 4 days if projected after MEPS cut-off time. Example: e-spf New York MEPS SOP 22

23 performed at 1300 on 19 Oct 09, the projection for processing will be NLT 22 Oct 09, if the e- SPF performed at 1600 on 19 Oct 09, the projection for processing will be NLT 23 Oct 09, respectively. SPF request and changes must comply with UMR and UMR Recruiting Services requesting a SPF change will submit a completed and signed 680-3A-E along with an accurately completed Requested Action with Record (Form 34-R) signed by the Liaison/Counselor to the MEPS Files Room NLT 1100 hours. Turnaround time is a maximum of 24 hours. Requests to change components within the same Service will be granted and performed immediately or when operationally feasible. On floor SPFs be consider on case by case basis and must be submitted on an Exception to Policy (ETP) request. Intra service SPF require an ETP if needed prior to 24 hrs (no exception). NOTE: Due to higher workload in the afternoons due to preparations for next-day processing, it is advisable to submit requests for Files Room actions as soon as possible in order to provide the best opportunity for timely completion of requests. Services may not project an applicant for processing at the MEPS until the SPF change is complete. Each Service may request the SPF changes required. Service Liaisons will settle disputes over applicants who request multiple SPF changes between Services. Walk-in policy prohibits e-spf change; if an applicant is in the station, Service must submit a completed UMF 680-3A-E and project IAW current processing policy. Ownership Transfers MEPS-to-MEPS Inbound: SL/GC service(s) will submit Files Room Records transaction request to Files Room. Take permanent ownership of record in MIRS which will generate the DA 200 on the losing MEPS side and place the applicants record in Inactive status on the losing MEPS side as well. The checkout date on the record automates 72 hours to allow records transmittal, if said record isn t received and checked in within 72 hours it will populate on the Overdue Roster. Once ownership of the record is taken, put N status in: Taken ownership YYYY-MM-DD, waiting on original record in MIRS and add the record on the Inbound Fax & Mail tracker After receiving the record from another MEPS, N status needs to clear and update Inbound Fax and Mail tracker as Complete. SPF needs to be done after the record received if requested by service and update the new 680-3ADP in the record and file. Enclosed DA 200 from losing MEPS needs to sign and send them back by scanning or mail. Outbound: Upon receipt of DA 200, pull the record from Files Room and make copies. The copies will be filed with one copy of the (signed) DA 200 here at NY MEPS. Add to Outbound fax & mail New York MEPS SOP 23

24 tracker. Records containing original medical documents take priority and will be mailed off via UPS. All other records will be mailed off via USPS. Once signed DA 200 is arrives at NY MEPS confirming receipt of the original record sent, the files copies with be destroyed and signed DA 200 will be filed. Overdue Packet Roster Once printed, work the Overdue Packet roster by pulling up each record via MIRS. The RID (Record Identification) Code helps identify which part of the process the applicant is on. If the record is a: RID 7: DEP Discharged. DEP Discharges are checked out to either Inactive 2 years or Inactive 7 years based on the applicant s DEP Discharge code from the Dep Discharge date or Physical date. RID 6: The applicant has Ship data so the record is checked out to branch of service for 3 years and 1 day from the ship date (ADSD). RID 5 & 4: The record needs to check out to svc 2 years from the physical date. Records with RID codes 3, 2, 1 & 0 are to be located at files room. Medical Records Service Liaisons must submit a USMEPCOM form 680-3ADP with records request written on it. The record will be pulled and checked out in MIRS. Upon pick up, the liaison will sign out the records in the sign out log or DA200. When requesting applicant medical records, Service Liaisons will complete and sign the Requested Action with Record form, and turn it into the MEPS File Room, NLT 1100 hours. On this form there are two lengths of time selectable: Until COB (Close of Business) and Offsite Permanently. Offsite Permanently is only authorized in cases of field enlistment and field commissioning, all other reasons must utilize the Until COB option. It is the responsibility of the Recruiting Service to make any copies required and have the record returned the same day. Files room personnel are required to perform a daily accounting utilizing the Overdue Packets Report, generated by USMIRS, in order to confirm all records have been returned appropriately. Any Recruiting Service in violation of this policy will have future Med- Pull requests rejected without action until all overdue records are returned to the Files Room. Projected Active Duty Date Changes (PADD) Service Liaisons must submit a Request for Action form with a new USMEPCOM Form 1966/1 to change a PADD. This does not apply to National Guard or Reserve. New York MEPS SOP 24

25 "N" Status: Administrative Hold An N status indicates an applicant has been placed on administrative hold in a disqualified state for other reason pending resolution of an issue. Upon implementation of the below processing levels, MEPS personnel will notify the appropriate sponsoring Service Guidance Counselor/Liaison that until the disqualifying discrepancy and/or condition is cleared, the applicant is authorized processing up to certain levels. The following table provides the circumstances when an applicant is authorized further processing, limited processing, or no further processing. All N status issues will be resolved prior to entering enlistment (DEP-In or Accession) data. GO FURTHER PROCESSING SLOW LIMITED PROCESSING STOP NO PROCESSING APTITUDE & MEDICAL PROCESSING ONLY (NO ENLISTMENT; DEP/ACCESS, or SHIP) APTITUDE PROCESSING ONLY (NO MEDICAL, NO ENLISTMENT; DEP/ACCESS OR SHIP) NO MEPS ENTRANCE PROCESSING (NO APTITUDE, NO MEDICAL, NO ENLISTMENT; DEP/ACCESS OR SHIP) "N" Status Reason PARTIAL BIOMETRIC ENROLLEMENT APPLICANT RE- FINGERPRINTING REQUIRED N Status Table SYSTEM GENERATED Authorized Processing Level No DEP/Access, or Ship MANUALLY GENERATED No DEP/Access, or Ship Responsibility to Clear N Status MEPS (Complete at First Contact) MEPS APPLICANT DID NOT PROVIDE REQUIRED No DEP/Access, or Ship MEPS IDENTIFICATION TO ENROLL VERIFY PERSONAL DATA No DEP/Access, or Ship MEPS VERIFY SIGNATURE No DEP/Access, or Ship MEPS i-cat MET SITE TESTER-VERIFY SIGNATURES ON ORIGINAL UMF 680-3A-E FROM i-cat SITE HEADGEAR INTERFERES WITH e- SECURITY ENROLLMENT No DEP/Access, or Ship No DEP/Access, or Ship MEPS MEPS SSN DISCREPANCY ON ANSWER No DEP/Access, or Ship MEPS New York MEPS SOP 25

26 N Status Reason Authorized Processing Level Responsibility to Clear N SYSTEM GENERATED GENDER MISMATCH WITH SSA Aptitude Only Service GENDER AND DOB MISMATCH WITH SSA Aptitude Only Service NAME MISMATCH WITH SSA Aptitude Only Service CITIZENSHIP MISMATCH WITH SSA Aptitude Only Service DATE OF DEATH EXISTS WITH SSA Aptitude Only MEPS NAME MISMATCH WITH USCIS Aptitude Only Service NON-US CITIZEN UNAUTHORIZED TO WORK Aptitude Only Service US CITIZENSHIP MISMATCH WITH USCIS Aptitude Only Service OTHER MEPS PROCESSOR Aptitude Only MEPS SSN CHANGE REQUIRED TO REPLACE TIN Aptitude Only MEPS DOB MISMATCH WITH USCIS Aptitude Only Service DEP DISCHARGE (N STATUS) Aptitude Only MEPS POB-COUNTRY MISMATCH WITH USCIS NAME & POB COUNTRY MISMATCH WITH USCIS Aptitude Only Aptitude Only Service Service NAME & DOB MISMATCH WITH USCIS Aptitude Only Service POB-COUNTRY & DOB MISMATCH WITH USCIS Aptitude Only NAME, POB-COUNTRY, Aptitude Only & DOB MISMATCH DATE OF BIRTH MUST BE CORRECTED TO RECEIVE Aptitude Only RESULTS FIRST NAME MUST BE Aptitude Only CORRECTED TO RECEIVE MANUALLY GENERATED FAX DOCUMENTS REQUIRED FROM P- Aptitude Only MEPS Service Service MEPS MEPS MEPS New York MEPS SOP 26

27 ARN MISSING; NON-CITIZEN Aptitude Only MEPS (Enter to ASVAB only) WALK-IN DISCLOSED MEDICAL Aptitude Only MEPS DISQUALIFYING CONDITION Aptitude Only MEPS APPLICANT MISSED SPECIALTY CONSULTATION APPOINTMENT Aptitude Only MEPS SYSTEM GENERATED DUPLICATE; VERIFY SSN CARD No further processing authorized MEPS CHANGE TO SSN; SSA VERIFICATION No further processing authorized MEPS SSN NOT FOUND WITH SSA No further processing authorized MEPS ARN NOT FOUND WITH USCIS No further processing authorized MEPS BIOMETRIC VERIFICATION MISMATCH; MATCHES SSN No further processing authorized MEPS BIOMETRIC VERIFICATION FAILURE No further processing authorized MEPS HQ USMEPCOM ADMIN HOLD REASON No further processing authorized MANUALLY GENERATED J-Staff who created the N status PEI/PAI No further processing authorized MEPS MERGING TEST SCORES No further processing authorized MEPS SERIOUS INCIDENT REPORT; TEST RINGER ISSUE No further processing authorized MEPS APPLICANT CAUGHT CHEATING No further processing authorized MEPS APPLICANT DISORDERLY CONDUCT IN MEPS APPLICANT ELOPED WITH FILES ROOM PACKET No further processing authorized No further processing authorized MEPS MEPS APPLICANT INTOXICATED IN MEPS No further processing authorized MEPS APPLICANT MISCONDUCT AT LODGING FACILITY APPLICANT STOLE ANSWER SHEETS (B400) APPLICANT VIOLATED CLOTHING STANDARDS No further processing authorized No further processing authorized No further processing authorized MEPS MEPS MEPS New York MEPS SOP 27

28 DD FORM 1966/5 (PARENTAL CONSENT) REQUIRED APPLICANT INELIGIBLE TO PROCESS; R=FOT REQUIRED (HIV APPLICANT INDETERMINATE) INELIGIBLE TO PROCESS; HIV TEST REQUIRED APPLICANT INELIGIBLE TO PROCESS; MMD APPROVAL REQUIRED-SEE CMO APPLICANT REFUSED TO ENROLL/VERIFY BIOMETRICS DOCUMENT INCONSISTENT OR CONTRADICTORY TO DATA PRESENT IN USMIRS MUST SEE CMO,ACMO OR FBP ON NEXT MEPS VISIT MEDICAL HOLD; NO FURTHER PROCESSING WARRANTED HTS/DS SHIP NOT ALLOWED; N STATUS NOT CLEARED AND/OR HIV/DAT RESULT NOT POSTED No further processing authorized No further processing authorized No further processing authorized MEPS MEPS MEPS No further processing authorized J-7 No further processing authorized No further processing authorized No further processing authorized No further processing authorized No further processing authorized MEPS MEPS MEPS MEPS MEPS (Do enter enlistment data if unqualified) APPLICANT CONTRABAND No further processing authorized MEPS APPLICANT DISRUPTIVE DURING TESTING SESSION MEPS MANUALLY GENERATED FREE TEXT ENTERED BY USER ENTRY No further processing authorized No further processing authorized NOTE: New USCIS/SSA investigations require a minimum of two business days to complete. Applicants cannot ship with pending USCIS/SSA results. If an applicant is scheduled to ship but has a USCIS/SSA mismatch, the Service Liaison must project the applicant again after the USCIS/SSA investigation results have posted. Quality Review Program (QRP) The purpose of QRP is to: 1. Ensure 100 percent availability of applicant records. 2. Provide a thorough review of all testing, medical and processing documents. 3. Ensure applicants are qualified for further processing. QRP consists of a three-person team from processing, testing, and medical. During the QRP session, the team reviews each applicant s record. MEPS MEPS New York MEPS SOP 28

29 Our goal is to identify problems/cancellations to the Service Liaison NLT 1430hrs. The Service Liaisons must resolve identified problems by 1100hrs the following day in order to ensure an applicant can process in 24 hours. The MEPS will delete projections with discrepancies not corrected by 1100hrs the following day. If an applicant is deleted because of discrepancies that were not corrected by 1100hrs the following day, that applicant cannot walk-in the next day and must be re-projected for 48 hours out. The Services will not project an applicant unless the applicant is qualified to process for that Service. Projections received after 1300hrs, without an approved exception to policy, will be cancelled. Shipper Projections are due at 1100hrs, no exceptions. Exceptions to submit late projections must be requested by 1230hrs. Quality Review Program Remark on APL Definition Result if not Corrected, or Ways to Correct MC DD Form , dated March 2015 approved and Record turned in Applicant cleared to process. Deferred DD Form in packet deferred Projection deleted. Missing Record DD Form missing with complete record **Before deleting projection: 1) FR HRA Lead checks packet checkin/check-out in MIRS, pulls 680ADP, calls Senior Service Liaison 2) Medical Supervisor looks in medical for record 3) FR HRAs look in Files Room for record Projection deleted. Service Liaison cannot correct. FR HRA Lead place on N status, and notifies Processing Supervisor. Processing Supervisor gets 680ADP from FR Lead, starts investigation and looks throughout entire MEPS to locate record. *After all means have been exhausted, notify OPSO. If record cannot be found: Applicant remains deleted. Must be projected 48hrs out as full physical/re-physical. Applicant cannot ship without original physical. NO EXCEPTIONS. New York MEPS SOP 29

30 No DD Form missing from the applicant s packet Building new record: **Consultation & Waiver Paperwork: If applicant went out for consultation with MEPS and service liaison have a copy, give copy of consultation paperwork, or waiver approval paperwork, to Medical Supervisor for verification, review, and placement into new Medical Record. **If a copy of the Prescreen NOT EXPIRED or Medread additional documents exist and were reviewed and signed by CMO approved, service liaison should give copy to Medical Supervisor for verification, review, and placement into new Medical Record. Projection deleted. Service Liaison cannot correct. Expired Applicant needs a new DD Form Projection deleted. Service Liaison cannot correct. Illegible Applicant needs a new DD Form Projection deleted. Service Liaison cannot correct. Med Read Applicant needs a Med Read or Med Read is still in the Medical Section Projection deleted. Service Liaison cannot correct. 17/Parental Consent Applicant is 17 and needs a DD Form 1966/5 Parental Consent Form Projection deleted. Need Waiver Applicant requires a waiver to process Projection deleted. SSA/USCIS There is a mismatch with the applicant s information in USMIRS and the USCIS/SSA Projection deleted. New York MEPS SOP 30

31 W/SVC Record not present for QRP. It is signed out to the Service Projection deleted. Service Liaison cannot correct. W/MED (Physical Date) The applicant s record is still in the Medical Section Applicant cleared to process. W/SVC (Inspection Date) The applicant s record is signed out to the Recruiting Service. The applicant passed the physical inspection Projection deleted. Service Liaison cannot correct. Testing The applicant is scheduled to take a night ASVAB prior to a full physical the next day. Applicant cleared to process. Need MEPS-to-MEPS Transfer The applicant completed a full physical at another MEPS. The fax and mail transaction must be complete for the applicant to process. Projection deleted. Service Liaison cannot correct. Need SPF change (Branch) The applicant needs a SPF change for the branch of Service listed in the parentheses to process. Projection deleted. Test Only The applicant is projected to test only and does not need a DD Form Applicant cleared to process. Low ASVAB The applicant does not meet Service entrance requirements. Service may submit waiver. Special category applicants waived. Other applicants may process with a waiver. Unmerged test scores The applicant has previous unmerged test scores. The Recruiting Service must clear with testing. Need confirmation test The applicant needs to take a confirmation test before the physical. Must take at MEPS only. Projection deleted. New York MEPS SOP 31

32 Re-project in USMIRS The applicant needs to be reprojected in USMIRS. Projection deleted. Missing DD Form 214 The applicant needs a DD Form 214/215/368 as a record of prior service. Projection deleted. Need original to ship The applicant has a copy of the MEPS physical examination in his record and needs the original physical to ship. Projection deleted. Need M005 (MEPS Action) The applicant has outdated or invalid accession data in USMIRS. This data must be deleted (M005) prior to further processing. Projection deleted. Non-med The applicant is exempt from taking the ASVAB and physical exam. Applicant cleared to process. ARN mismatch, not found, or P Per USMEPCOM REG 680-3, Chapter 7 FILES ROOM WILL: 1) Notify Service 2) MOC ticket sent by Files Room to clear P or not found status 3) Shipper deleted to ship. Allow 24hrs to clear P status through MOC. Project to ship next working day (48hrs out from QRP). United States Customs Immigration Service (USCIS). When a new record is created (J000V) or a change (J004V) to the Alien Registration Number (ARN) is committed, a verification check will be conducted with USCIS. Results will be posted to USMIRS within 3 working days. A favorable result will reflect a V000A WKID and a R posting to the ARN result block in USMIRS. When results are posted as a Mismatch or Not Found, USMIRS will automatically generate a V000A and B000N WKID, post an M to the ARN result block in USMIRS and a brief description of the results in the discrepancy remarks block. Any mismatches are to be cleared by the Services. Any Not Founds are cleared by the MEPS. New York MEPS SOP 32

33 SSA mismatch or not found Per USMEPCOM REG 680-3, Chapter 7 Social Security Administration (SSA). When a new record is created (J000V) or a change (J001V) to the SSN is committed, a verification check will be conducted with SSA. Results will be posted to USMIRS within three working days. A favorable result will reflect a V000S WKID and a R posting to the SSN result block in USMIRS. When results are posted as a Mismatch or Not Found, USMIRS will automatically generate a V000S and B000N WKID, post an M to the SSN result block in USMIRS and a brief description of the results in the discrepancy remarks block. Any Mismatches are to be cleared by the Services. Any Not Founds are cleared by the MEPS. Shipper Projections Service Liaisons will project shippers 30 days prior to the ship date in USMIRS. The destination and date of birth for each shipper must be in the remarks column. This is a daily report for the Travel Section. If the 30-day requirement falls on a day when the MEPS is not open, Service Liaisons must project the applicants on the next business day. Service Liaisons will provide a Request for Orders (RFO) to the Travel Assistant (TA) five business days prior to the ship date and final shipping projections 72 hours prior to the ship date. The Commercial Travel Office (CTO) will book shippers by name and provide confirmed reservation itineraries no later than the morning of the ship date. Service Liaisons must immediately notify the TA of any changes to the projections. Applicants who are not projected correctly may not fly on the requested ship date. Projections under 72 hours require an Exception to Policy and close coordination with the Travel Assistant, Processing Supervisor, and Operations Officer. The New York MEPS cannot guarantee flights for applicants who are not projected correctly. Shippers Tickets are cancelled at 1100hrs. Final Shipper Projections If the applicant ships on Monday Tuesday Projection must be submitted no later than 1100 on the prior Wednesday Thursday New York MEPS SOP 33

34 Final Shipper Projections If the applicant ships on Wednesday Thursday Friday Projection must be submitted no later than 1100 on the prior Friday Monday Tuesday Family members and friends often come to the MEPS to farewell the shippers. The main gate Visitor Control Center (VCC) requires the names of daily shippers to verify visitors to the MEPS. To ensure that the VCC has this information, a Travel Section member will submit the by-name shipper projection list the day prior. The list will be ed to 'hamiltonvcc@conus.army.mil.' Visitors should be instructed by recruiters to come no earlier than 1000hrs. Family members will be asked to depart as soon as the applicant is sworn in. They will be reminded by the Oath Officer who will afforded them time for pictures and farewells. New York MEPS SOP 34

35 Part 4 Applicant Processing Applicant Processing Window The Recruiting Services will have a minimum six-hour applicant-processing window (the clock begins when their first applicant has been cleared from the Medical Section) to work new contracts during normal MEPS operations and Saturday openings. If the service has DEP personnel, time will commence when the first DEP full physical applicant is released from the MEPS to the appropriate Service Liaison. If the Service has no DEP personnel, time will commence when the first full physical applicant is released from the MEPS to the appropriate Service Liaison. These windows will commence regardless if the applicant is medically qualified or not. Applicants must be in the processing section with a complete packet NLT 1530hrs or 6 hours after completion of the first full physical, whichever is later but no later than 1630 with an approved ETP. A complete packet consists of the following documents: Completed DD Form 1966 series and annexes included, copies of medical records, DD Form and DD Form 2808, source documents to verify SSN, place of birth and citizenship status NO EXCEPTIONS. (See service packet specific, SF 86) Once an applicant s packet is reviewed and accepted by the Control Desk, the applicant will be fingerprinted, interviewed and will participate in an enlistment ceremony. Applicants selected to establish the six-hour processing window are to have no issues on their medical prescreen that causes them not to meet accession medical standards. The goal is for the MEPS to return the first full-physical, medically qualified applicant to each Recruiting Service Liaison/Guidance Counselor Service(s) office with enough time to establish a six-hour processing window that does not extend beyond the MEPS last operations processing time (at least 45 minutes prior to the MEPS established control desk closing time of 1600). If the service does not have anyone that initially appears to meet accession medical standards upon check-in and/or was selected to establish the six-hour window and is subsequently found not medically qualified; the quality of the medical exam will not be compromised in order to process this applicant through with the first group off the floor. Overall, the quality of the medical examination/inspection will not be sacrificed to meet compliance with the six-hour window goal. A steady flow of full-physical medical examinations is required to align MEPS capabilities with the needs of the Recruiting Service Liaison/Guidance Counselor Service(s) office. Conversely, the Services are to provide the MEPS with a steady flow of applicants for operations processing throughout the processing day (e.g. enlistment data entry and the Oath of Enlistment). The Assistant OPSO, OPSO, or CDR are the only ones authorized to modify the six-hour window due to unusual circumstances. The Service Liaisons will bring all Exception to Policy requests to modify the six-hour window to the Processing Supervisor, in order to notify the Operations Officer for action. When modifications occur, the Operations Group will brief the New York MEPS SOP 35

36 Commander on the root causes and recommend corrective action, when applicable, and anticipate issues that have negatively impacted the six-hour window (e.g. unusually large projected workloads, leave schedules, etc.) as soon as possible but NLT 1000 hrs. MEPS Processing Priorities The New York MEPS prioritizes applicant processing to ensure smooth applicant flow. The following processing priorities apply: Medical Processing 1. Physical inspections (shippers/non Shipper) 2. Special physicals by appointment (Attorneys, Healthcare Professionals, and Chaplains) 3. Officer Candidates and ROTC, Cadet, and Midshipmen physicals 4. Applicant physicals (DEP) 5. All others (waiver, consults, etc.) Enlistment Processing 1. Active Duty (AD) shippers 2. All new contracts Testing Processing 1. CAT-ASVAB/MET SITE Testing (Enlistment) 2. ASVAB Testing (High School) 3. Special Tests MEPS Opening Procedures The MEPS Commander will determine the total required personnel scheduled to open the MEPS at Security will be maintained at all times and uniformed personnel E6 or above will conduct the Commander s Welcome Brief immediately after morning check-in is complete. Applicants arrive at the MEPS in accordance with Table 1. Upon Bus Arrival One staff member will get on the bus and brief applicants on Contraband. Per UMR 380-1, Chapter 16 Contraband, pages 13-15, applicants will be briefed on Contraband items before entering the building. If applicant has contraband, the item will be confiscated and recorded on the DA Form Evidence/Property Custody Document. Service Liaisons will sign DA Form 4137, provide the recruiting station ID number, and keep the item and return it to the applicant s recruiter at the end of the processing day if the item is deemed legal. Applicants found with an illegal weapon will have their processing terminated. When it has been determined the applicant concealed the item in order to sneak it into the MEPS, applicant will be placed in N status for New York MEPS SOP 36

37 30 days for contraband. Illegal weapons will not be returned to the applicant s recruiter, and a STARNET will be submitted. Applicants will be separated according to processing. All applicants will be briefed either outside or inside during inclement weather. Shippers will enter the building first, and be directed to Medical Check-In on the 3 rd Floor and then go directly to the Medical Briefing Room to receive the Shippers Modified Brief. Once the brief is complete, shippers will begin processing. Full Physicals will enter the building second, and be directed to Lawrence J. Morrish Preoath Room to receive brief. All other applicants will enter the building and be briefed outside of the Preoath Room. Applicants will be separated by Red Dot and Yellow Dot (Front Load) at the Control Desk. Applicants will deposit all belongings in a bin, place their belongings in the baggage room then report to their respective control desks (Medical Control Desk/Main Control Desk) for processing. Inspects will report directly to the Medical floor. Full Physical, SDPs, DEP only, Consults, and all others will report directly to the Main Control Desk. The Control Desk (Medical and/or Main) will check in applicants and give them nametags, obtain their records, and be biometrically enrolled if needed. The Commanders Welcome Brief will begin immediately after morning check in is complete but NLT 0800 in the Medical briefing room for all Full Physicals and Same Day Processors. The Medical briefing will immediately follow. NLT 0800 the control desk will be closed for morning check in. Applicants who are not seated by the end of medical check in the medical section will be returned to the service to be projected for a later day. NO EXCEPTIONS. Commanders Welcome Brief All applicants processing at New York MEPS will receive the Commanders Welcome Brief. This briefing is an important tool in setting the tone for the MEPS experience and is given before their processing day begins. This briefing is to be given to all applicants who have not been to MEPS in over 2 years or require processing other than an inspection, consult, ASVAB, special test, or significantly reduced level activity. For maximum value, the briefing should precede as much of the MEPS processing day as possible. The briefing establishes rules of conduct, confirms to the applicant they are in a military environment, and ensures an understanding they are the number one mission priority. Shipper Processing Shippers Inspects is conducted on the day of shipping and must attend the mandatory modified shippers brief given by the NY MEPS Medical Section Staff. The exception to this rule are HTS/DS. MEPCOM, J7 recommends against conducting 72 hours Shippers Inspect and recommend strict appliance to Home Town (HT) Shipper and Direct Shipper (DS) and inclement weather or emergencies. Furthermore, such actions breads irregularity and likely those shippers are missing the Shippers brief. New York MEPS SOP 37

38 When a Shipper has completed the medical inspect, they will be sent down to the Control Desk to be checked down to their Service. The Liaison will send the Shipper to the control desk NLT 1030hrs where they will be checked into Travel. Changes to projections (day 30 thru 72 hours) are due by 1100hrs. Request for orders (RFO) are due NLT 5 days prior to ship date by 1400 hrs. Travel will provide the Shipper with military orders and direct them to the Processing Section for PAI. After PAI is complete, Processing will retain the entire packet for packet breakdown. The Shipper will be sent back down to the Service for final preparations. With the exception of Reserves and National Guard, the Liaison will provide the Shipper with a 680-ADP with oath written on it and send him to the control desk. At this point, the Shipper has completed processing and will wait for the next oath of enlistment. If his/her family is visiting, they can wait with them in the family room. After applicants complete the oath of enlistment, they will sign the enlistment contract. When Travel has the entire group of Shippers ready for shipping, they will page all the shippers for the Travel briefing. Each Shipper will receive his/her packet, flight itinerary, and meal check. The Travel Specialist will escort the Shippers to obtain their baggage and then to the appropriate van outside the MEPS. Applicant Testing Testing Schedule The Testing Section publishes a monthly schedule of tests. Applicants must have a complete, accurate, legible, and original USMEPCOM Form 680-3A-E to test. The following are general schedules for the New York MEPS and the MET Sites. Contact the New York MEPS Testing Section at for additional information. Applicants checking in for testing must sign the testing sign-in sheet NLT 1600hrs or will not be allowed to test. ***ABSOLUTELY NO CELL PHONES OR OTHER ELECTRONIC DEVICES WILL BE ALLOWED IN ANY TESTING AREA, INCLUDING MET SITES*** Type Code Test Date Show Time Location Same Day Processing (SDP) 1991 Monday, Tuesday (following Monday Holiday. If holiday falls mid-week, SDPs process day following the holiday), and Processing Saturdays (1 per Service) 0630 MEPS New York MEPS SOP 38

39 CAT-ASVAB Mon-Thurs Friday (Prior to nonprocessing Saturday) * MEPS PiCAT Verification Test (must be taken within 30 days of PICAT) Mon-Thurs DLAB Mon-Thurs MEPS TAPAS, ICTL, Mental Counters Mon-Thurs Farmingdale MET Site 2702 Tuesday applicants must arrive NLT Farmingdale, NY Paramus DeVry icat Site 2141 Tuesday, Thursday applicants must arrive NLT Paramus, NJ Rego Park DeVry icat Site 2451 Monday, Wednesday & Thursday applicants must arrive between Queens, NY * Must sign the testing sign-in sheet NLT 1600hrs or will not be allowed to test. Special Test Schedule Special tests are scheduled according to the following table. Monthly schedules are developed and forwarded to all Service Liaisons/Counselors for planning purposes. All applicants for special tests must be projected by 1300 one day prior to testing. Walk-ins are not allowed. NO EXCEPTIONS. New York MEPS SOP 39

40 Test Selection Instrument For Flight Training (SIFT) By Appointment Schedule Air Force Officer Qualification Test (AFOQT) 2 nd and 4 th Friday of the month Electronic Data Processing Test (EDPT) Defense Language Aptitude Battery (DLAB) By Appointment , Mon-Thurs Defense Language Proficiency Test (DLPT) ECLT, English Comprehension Language Test 0700, Wednesday and Friday 0700, Wednesday and Friday TAPAS, ICLT & Mental Counters , Mon-Thurs TAPAS Score Requests After 1700; Mon-Thurs Retest/Confirmation Test Procedures When Authorized individuals are allowed to retest Standard retest policy The retest policy applies to both enlistment and student testing programs without distinction. A mandatory test session in a high school does not waive this policy. An applicant who answers at least one ASVAB question is considered to have tested and established retest eligibility. Any ASVAB test, including confirmation and student tests, within 2 years of any previous ASVAB test is a retest and will be counted toward the retest policy. When retested, a complete ASVAB is administered. Applicant who has taken the first retest, whether student or enlistment, can retest after one calendar month has elapsed (example: initial test taken on 2 JAN, first retest was taken on 2 Feb). Applicants who have taken the second retest can retest after one calendar month has elapsed (e.g. initial test taken 1 JAN retest taken 2 Feb applicant is eligible for second retest 2 March). All subsequent retests must be 6 calendar months from last retest. Non-prior service applicants are authorized to take the paper & pencil (P&P) version of the ASVAB (27 A/B) once during the testing history (e.g., initial test taken icat and first retest on New York MEPS SOP 40

41 P&P version 27 A or B). Applicants are not authorized to take the P&P ASVAB for confirmation testing purposes). Confirmation Test Procedures This test procedure is designed to identify applicants who achieve 20 or more points of improvement (critical gain) in Armed Forces Qualification Test scores on a retest. Further processing is prohibited until after the confirmation test. If an applicant tests less than six months after his last test and he scores 20 or more points higher, he will be required to take a confirmation test. The confirmation test must be administered at the MEPS. Example: 1st test AFQT = 40, 2nd test AFQT = 60, the critical gain is 20 points. If the confirmation test score is higher or does not decrease by more than half the critical gain of the previous test, the applicant may continue MEPS processing. The test that triggered the confirmation test will be the score of record. Further retesting will be authorized six months from the date of the confirmation test. Example: 1st test AFQT = 40; 2nd test AFQT = 60, critical gain = 20. Confirmation test AFQT must = 50 or higher. If the confirmation test score decreases by more than half of the critical gain, the score will be invalidated. Confirmation interviews are no longer used by USMEPCOM. Example: 1st test AFQT = 40; 2nd test AFQT = 60; critical gain = 20. Confirmation test AFQT is less than 50. Medical Processing General Information Applicants should meet aptitude qualification, i.e., have a passing score on the ASVAB for their respective Service, prior to being given a medical examination. Please refer to the testing section paragraph for ASVAB requirements before applicants physical. The USMEPCOM ADP will be used to determine and verify aptitude qualification scores. Services have the option of giving a physical to anyone with a score of 10 or above and having the applicant retake ASVAB at a later date. Applicants must be ready to process the morning they arrive. The applicants must have been projected 48 hours prior. Applicants must have authorized Medical Prescreening Form (DD Form , dated March 2015) and other necessary documents with them when they arrive at the control desk for check-in. Pre-screening forms for 17-year old applicants require parental consent. Service Liaisons are authorized on the medical floor from hours to speak with the CMO. Exceptions are only permitted if escorted by either the Medical NCOIC/Supervisor or the Lead Medical Technician. In their absence, Liaisons must consult with Assistant Operations Officer and Operations Officer. Liaisons may call the Medical Control Desk, the Medical NCOIC or the Lead Medical Technician for questions at any other time. Recruiting personnel are not authorized on the Medical Floor unless escorted by the Medical NCOIC/Supervisor, Assistant OPSO, or OPSO. New York MEPS SOP 41

42 Prescreen The CMO must review all prescreens before Service Liaisons project applicants to process. If the Medical Prescreening Form indicates a need for an Evaluation or Consult, the applicant will not process that day. Any applicant with a Medical Prescreening Form that indicates no significant medical history but subsequently divulges a medical condition will not continue processing until the CMO completes an examination. See Medical Prescreening Prior to Projection for procedures. Disclosure of Additional Information (Medical and Non-Medical) While processing through the MEPS, the applicant may at any time disclose information that was not previously disclosed to the Senior Liaison / Guidance Counselor Service(s) office or not previously recorded on the DD Form 1966 series or DD Form MEPS personnel will provide the SL/GC Service(s) office any information, not previously disclosed, that may be unclear, questionable, or could be considered a potentially disqualifying factor for enlistment into military service. The MEPS will place the applicant in an administrative hold "N" status in USMIRS to prevent further processing pending determination of eligibility for military service. There are two types of disclosure categories (medical and nonmedical) for information that may disqualify the applicant from military service, and allegation of improper recruiting practice. All disclosures will be recorded on UMF E. Processing Medical Disclosures: The MEPS physician and the sponsoring SL/GC Service(s) office will evaluate new information on drug, marijuana, or alcohol use/abuse. However, an applicant involved in frequent or repeated encounters with civil authorities may have a personality or behavior disorder and will be evaluated by a MEPS physician. If the applicant reveals new information during the PEI/PAI interview, the MEPS interviewer will enter the medically related disclosure information into USMIRS, which automatically places the applicant in an administrative hold "N" status. The MEPS interviewer will discontinue processing and direct the applicant (with enlistment packet) to the MEPS CMO for evaluation of the medical disclosure. OPSO, shall be notified, and the applicant may need to be re-projected to come back as an inspect the next processing day. Processing Non-Medical Disclosures: When a non-medical disclosure occurs, the MEPS interviewer will enter the disclosure information into USMIRS, which automatically places the applicant in an administrative hold "N" status. The MEPS interviewer discontinues processing and directs the applicant (with enlistment packet) to the SL/GC Service(s) office for evaluation of the disclosure. The applicant will not be sent to the MEPS CMO for nonmedical disclosures. *Please reference USMEPCOM REG for detailed actions and information on Recruiter Impropriety. New York MEPS SOP 42

43 Special Category Applicants Special category applicant processing recognizes those applicants who merit special treatment commensurate with their expected position in military Service. This applies to applicants for direct commissioning such as practicing, Attorneys, Healthcare Professionals, and Chaplains. Special physical applicants must be projected as special physical, (to differentiate special category applicants from all other applicants, they will be given a special DAZ tag to process). Special applicant processing will be offered daily except on Saturday. Services are authorized one applicant per day. Services may borrow slots from other Services. Special category applicants must be pre-coordinated with MEPS Medical Section and projected as non-applicants (DAZ, DFZ, DMZ, etc.) by established timelines. Special category applicants must arrive no later than 0900hrs for processing. They will, however, receive individualized processing to the maximum extent possible. Officer Candidate Applicants Officer Candidates include Officer Candidate School, Officer Training School, Reserve Officer Training Corps, prior-service applicants, Midshipmen, and Cadets. They must arrive no later than 0615hrs and will process with the regular applicants. Applicants in this category receive front-of-the-line privileges (marked with yellow dot ). This is to ensure that maximum red carpet treatment can be provided. Officer Candidate applicants must be projected as nonapplicants (DAZ, DFZ, DMZ, etc.) by established timelines. Consultations The New York MEPS MEPS may use specialty physicians, either military or civilian, to perform consultations necessary to determine an applicant s medical fitness. The Medical Section will notify Service Liaisons of scheduled appointments using the New York MEPS Medical Consultation sheet. Applicants deemed to have open PULHESS for Ear lavage will are treated as consults and will be directed to the respective Service liaisons office for scheduling. Applicant can be scheduled for same day consults and will be seen on a First Come, First Service basis. If the CMO certifies the applicant that day, he may enlist if he can meet the 1600-processing close and there are no other barriers to processing. Request must be made through the Medical Admin Technician office utilizing the Consult Request. See Appendix. Under no circumstances will Recruiting Service personnel contact New York MEPS consultation doctors or facilities. Recruiting Services are not authorized to change the date or time of a consultation appointment. The Service Liaisons must coordinate with the Medical Section to change consultation appointments. Any changes must be requested NLT 24hrs prior to the appointment. Applicants must keep their scheduled consultation appointments. If an applicant misses their initial consultation the Service Liaison will be notified. An additional appointment will not be scheduled until the Recruiting Service Station Commander submits a letter to the New York MEPS Commander explaining why the applicant missed the consultation. It will be up to the Recruiting Service to schedule and pay for any subsequent appointments. New York MEPS SOP 43

44 Orthopedic consults will be automatically scheduled for the next available slot. Orthopedic consults are a 2-part process: X-rays before the scheduled consultation and the scheduled consultation. Applicants with consultations will arrive at the MEPS and check in at the Medical Control Desk NLT 0645hrs on the date of their scheduled appointment. They must also have two forms of identification in order to go to the appointment. The Medical Control Desk personnel will give minors a copy of their DD 1966/5 prior to leaving. The Recruiting Services Commander may submit an Exception to Policy (ETP) written request to the NY MEPS Commander to allow the recruiter to transport to and from his/her consultation. The Service Liaison will be responsible for the coordination of ensuring that the all-medical consultation documentation available to the recruiter prior to the applicant consult date. Previously Medically Discharged Applicants If an applicant has been previously medically discharged from military service, use the Dial-a- Medic system to discuss the case to ensure the condition that caused the medical discharge is no longer present. Ensure the medical discharge summary and other medical records are available. A memo for record from the service needs to accompany any applicant with an RE code of 3 or 4 stating that the service wants to process this applicant (this is IAW UMR 40-1 para 5-15). If the service has this memo, MEPS can process a previously medically discharged applicant because the service takes overall responsibility of scheduling this applicant. Over 40 Physicals Applicants over 40 years old should be prepared for the following during medical processing: a. Applicants must fast for 12 hours: no food or drink other than water prior to the physical date b. Special eye test (Tonometry) c. Rectal examination d. EKG e. Females must submit a copy of their recent PAP results and mammogram f. Prior Service applicants may require a psychiatric (NP) evaluation *Over 40 Physicals will need recruiter to escort applicant to and from VA for additional Lab work. For same day processing, applicants over 40 should have their blood drawn up to 2 days prior to their physical date. The Service Liaison must obtain a voucher and labs from a Medical Technician. If the Service Liaison does not obtain a voucher, the applicant s blood will have to be drawn at the MEPS and the applicant s status will be open until the lab results are posted. *FYI Brooklyn VA Hospital does not process over 40 applicants on Mondays. New York MEPS SOP 44

45 No Show Procedures Applicants who have been projected but do not come to the MEPS within the required timelines to process are no shows (in the event of a no show, the Service may not replace that applicant with an applicant already at the MEPS). No show packets will be checked back into the files room. For applicants with no records built, the files room will return 2807s to the respective Service. Manual Processing Procedures In case of USMIRS outage, applicant processing will continue manually. Testing will provide paper and pencil tests. Medical will write in physical exam data and retain the information. Processing will utilize the USMEPCOM forms saved on the O: drive>files room>documents. The forms are also available via a CD held by the MEPS ITS. Forms will be typed or hand written. All applicant information will be saved and entered into USMIRS when it becomes operational. 727 typed or handwritten. MEPS Walk-In Policy A walk-in applicant is anyone who is not correctly projected for processing before the established MEPS projection cut-off time, and has a current no significant finding prescreen DD Form Walk-ins are discouraged because the applicant s records will not have been reviewed, which may cause processing delays. Walk-ins are outside of the normal process and require special consideration, and may even require an exception to policy. The Control Desk will only accept walk-ins if they have complete packets and present no obstacles to processing. DEP-Only walk-ins will arrive no later than 0730hrs and be ready to enlist no later than 1530hrs. Services will adhere to the following rules for walk-in applicants: a. Walk-ins will only be accepted if they have complete applicant packets and present no obstacles to processing (e.g. N Status, other MEPS processor, etc.). Walk-ins may be any combination of full physicals, inspects, or other processors. Full Physical walk-in applicants must have no disqualifying conditions on their DD Form or approved medical preevaluation. b. Prescreen (DD Form ) has to be a no significant finding prescreen in order to be a walk-in. If the prescreen has significant findings (e.g pages) the applicant will require more time during full physical and medical history review, therefore the applicant is not considered a walk-in. An applicant with an authorized significant finding prescreen will need to be projected in accordance with this Standard Operating Procedure (SOP) in order to process. If a disqualifying condition is discovered during the physical, processing will be halted, the Medical Section will place the applicant s record in an open profile status ( N status), and applicant will be sent back to his/her respective Service Liaison. c. Walk-ins must be projected as a W and the corresponding USMEPCOM Form 727E submitted to the Control Desk along with a walk-in badge no later than the end of morning check-in, regardless of medical examination requirements. Walk-in badges will be signed out by Service Liaisons from the Files Room daily. Regardless if badges are used, all Services will surrender the badges to the Control Desk no later than the end of morning check-in. The walk-in New York MEPS SOP 45

46 badge is a sensitive item; if a badge is lost, the Service that lost the badge will have to notify the OPSO. In the event of a lost badge, all badges will be collected as normal no later than the end of morning check-in, that version of the badges will be destroyed, and a new version will be made for the next processing day. d. Each Service is allowed to walk-in one applicant daily: Army-1; Navy-1; USMC NY-1; USMC NJ-1; USAF-1; USCG-1; ARNG NY-1; ARNG NJ-1 for a total of 8. Services may barter unused allocations by using another Services walk-in badge. The MEPS walk-in policy allows for unexpected applicants. It is not intended to provide a cushion for failing to properly project an applicant. Same Day Processor (SDP) Policy Same Day Processor is defined as an applicant who undergoes enlistment aptitude testing, a full medical examination, and enlistment in one MEPS duty day. An SDP cannot be a walk-in and must complete the urinalysis NLT 1400hrs. Services may not change the projection of testingonly applicants for them to become Same Day Processors (SDP). In order to process applicants more efficiently and by regulation, the below allocation is what will be allowed to process on the first work day of each week based on the Maximum Daily Capacity Allocation (MDCA) under the projection of SDP. There is no over projecting for SDPs and inter-service trading is allowed. Army 3 Marine Corps NY 2 Navy 3 Marine Corps NJ 2 Air Force 1 National Guard NY + NJ 3 Coast Guard 1 TOTAL : 15 New York MEPS SOP 46

47 Part 5 Station Administration and Education Files Room and Access to Applicant Records Recruiting Service personnel are not authorized access to the MEPS Files Room under any circumstances. A USMEPCOM PCN 680-3ADP (USMIRS summary of an applicant s record) must accompany requests for applicant records. Service Liaisons will not enter the files room and must sign for records in the logbook at the window when picking up records. Requesting and returning records will only occur during Files Room customer service hours, and daily. The following table lists ownership of records according to the USMIRS record status: Record Status Code Item Name Records disposition Remarks A Enlisted but not shipped Service As long as not additionally J, L, or R status B Enlisted and shipped MEPS C Previously enlisted, shipped Service D Qualified but not enlisted (QNE) MEPS E G Failed Drug/Alcohol Test (DAT) 2 nd time and is ineligible for a New York MEPS processing to include ASVAB testing for 2 years from date of 2 nd failure Scored less than 10 AFQT on ASVAB MEPS MEPS H Confirmation test required MEPS New York MEPS SOP 47

48 Record Status Code Item Name Records disposition Remarks J Permanently/Temporarily medically disqualified MEPS L Incomplete medical evaluation MEPS N Disqualified, other than aptitude or medical MEPS P Partially qualified; applicant completed either an ASVAB or medical exam (not both) and is thus far qualified MEPS R Medical disqualification, permanent, no waiver recommended MEPS R Medical disqualification, permanent, waiver recommended Service Action DAR/DAV Service gets working copy DNR Service gets working copy DNV Service gets original once HIV/DAT posted DMR/DMV Service gets working copy DFR Service gets working copy New York MEPS SOP 48

49 Record Status Code Item Name Records disposition Remarks DAG/DFG Service gets original once HIV/DAT posted GPV Service gets original once HIV/DAT posted Table-Applicant Records Status Personal Identifiable Information Disclosures Service Liaisons and MEPS Staff will follow USMEPCOM Regulation and related polices on PPI. Applicant Processing List containing applicant s personal identifiable information must not be handed to applicants. (No exceptions). Applicants medical records authorized to leave the MEPS such as shippers, Home Town Shippers and Direct Shippers and Special Category applicants must be in a sealed government approved envelope. Expectations of Recruiters Recruiters must be in a proper military uniform and maintain all personal dress and appearance standards. Recruiters must sign in at the control desk in the Recruiters Log binder. All recruiters must obtain a recruiter s visitors tag and must be worn where visible on the uniform while at the MEPS. The recruiters tag allowed the recruiter to conduct business within their liaison s office and no recruiters lounge privileges are bestowed. Each liaisons office will be provided with two (2) permanent Recruiters badges to be issued at their discretion. The permeant badge allows the recruiter lounge privileges. Recruiters will not loiter in the hallways, applicant-waiting areas, applicant cafeteria, the family room, and/or around the Control Desk/Oath Room area. However, recruiters are more than welcome into the Oath Room to take photos of their applicants. Recruiter s cell phone use is restricted to the Recruiter Lounge, the Service Liaison offices or outside the building. Recruiters can use their cell phone to take photos of applicants as they take the oath of enlistment. Recruiters are not, under any circumstances, allowed to talk/visit with applicants processing for another branch of service in the MEPS. Recruiters will pre-brief their applicants on what to expect at the MEPS. Ensure all contraband is collected from the applicant before dropping them off to process. At a minimum, applicants should be aware of processing procedures, timelines, fraudulent enlistment, the dress code, and New York MEPS SOP 49

50 ground rules. Recruiters are responsible for the proper completion of USMEPCOM Form 680-3A-E and DD Form2807-2, dated March Recruiters will not stand in line with the applicants or attempt to brief the applicants while at the control desk. Applicants need to be briefed and ready to process when they enter the building. When picking up applicants the Recruiter needs to check with the Service Liaison Office to see if the applicant is finished processing to locate the applicant. The recruiter will escort the applicant to the control desk to check out and then retrieve the baggage if necessary. If an applicant s personal items are stolen from the MEPS baggage room they will follow the below process: 1. Notify Control Desk, and the Control Desk MEPS employee will notify the Processing Supervisor; and OPSO. 2. Control Desk MEPS employee will call Service Liaison, and direct Applicant and Recruiter to Service Liaison. 3. Service Liaison will call Fort Hamilton Military Police Desk at ( ), for the applicant to fill out report in order to be able to file a claim if needed through insurance company. *NY MEPS has video surveillance cameras in the baggage room. If Service Liaison office would like to go through the video with MPs, please notify MEPS ITS, Mr. Lam. 4. MEPS personnel are not responsible for loss or damage to personal property. Applicants are highly encouraged not to bring large amounts of cash or valuable items. Recruiters will only receive one warning to follow all Fort Hamilton and New York MEPS rules, if they fail to do so they will be asked to leave the building and the service Commander and First Sergeant will be notified for further disciplinary action. If they refuse to exit the building in a timely manner and create a disturbance, the Fort Hamilton Department of Emergency services will be notified. Enlistment Ceremonies Enlistment Ceremonies are the culmination of the enlistment process and should be a memorable event for the new enlistees. Guests may perform ceremonies at the New York MEPS. Guest Enlistment Officers must either be a Commissioned Officer, Warrant Officer, or Retired Officer from one of the branches of Service. Active Duty Guest Enlistment Officers must be in the required uniform. Retired Officers may perform the duties in business dress. Service Liaisons will coordinate these ceremonies in advance. Enlistment Ceremonies will be conducted daily at: 1000, 1100, 1200, 1400, 1500, and last oath at 1600hrs. *Exceptions can be made for last oath of the day. New York MEPS SOP 50

51 MEPS Recruiter Orientation and Training The New York MEPS will schedule monthly Recruiter Orientation and Training to brief new Recruiters on MEPS policies and operating procedures. These will be held the third Thursday of each month at 0900hrs; however, can be requested at any time. Maximum attendance is encouraged at these sessions to minimize MEPS-recruiter misunderstandings. Service Liaisons are responsible for submitting the attendees names to the New York MEPS no later than the Monday before the training. The New York MEPS Staff can provide individual training sessions for Commanding Officers, Commanders, Executive Officers, First Sergeants/Superintendents, Flight/Station Commanders, Command Master Chiefs, Headquarters personnel, Training personnel and Liaisons. Recruiting Services may request training and information on any processing topic. Recruiters who fail to attend the New York MEPS recruiter orientation and training will not be allowed access into the MEPS. Senior Liaison Meeting The New York MEPS will conduct a monthly Senior Liaison Meeting to share information, resolve processing issues, and discuss future initiatives. A representative from each Service is required. The Operations Officer or Assistant Operations Officer (will chair the meeting), Processing Supervisor, Medical Supervisor, CMO, Testing Control Officer, HRA Leads, and Travel Assistant will attend all Senior Liaison Meetings. The Liaisons can request the section SME presence at the Senior Liaison meeting via to the Assistant OPSO, Operations Officer, or Commander. Inter-Service Recruiting Committee (IRC) Meeting The IRC meets at least once each quarter and more often as needed. All commanders and senior enlisted advisors are highly encouraged to attend. The MEPS Commander (will chair the meeting), Operations Officer or Assistant Operations Officer, Processing Supervisor, Medical Supervisor, CMO, Testing Control Officer, HRA Leads, and Travel Assistant will attend all IRC Meetings. Members may submit agenda items at any time prior to the scheduled meeting. Minutes are published by the chairman and forwarded to the other members. MEPS Security and Emergency Management Security Procedures The New York MEPS will assume all security postures in accordance with USMEPCOM, Federal, State, and Local Law Enforcement, and Fort Hamilton requirements. The MEPS will use the specified security measures for Force Protection Conditions (FPCON) ALPHA through DELTA. All military personnel will show proper identification to enter the facility. Visitors conducting official business at the MEPS, area commanders and senior enlisted advisors must check in at the control desk. They are not required to wear a visitor's badge while at the MEPS. New York MEPS SOP 51

52 All other visitors, including family members, guests for ceremonies, contractors, and maintenance personnel may be required to undergo security screening. Visitors are not allowed in the testing area, medical section, processing section, mailroom, or other off-limit areas unless properly escorted or by authorization of the Commander. All visitors will be briefed on escape routes, muster locations and other pertinent information. Upon entry, each applicant will remove his or her bulky clothing items and metal objects and place them in a black bin along with any baggage. The bin will be placed on the x-ray machine and the applicant will pass through the metal detector until it does not go off. The MEPS member on duty will ensure there are no dangerous or contraband items in the bin. Once cleared, the recruiter will escort the applicant into the baggage storage area. Emergency Management and MEPS Closure The New York MEPS Commander may close the building in the event of an emergency. The New York MEPS Commander, Operations Officer, Assistant Operations Officer, or Processing Supervisor will notify the Senior Liaisons as early as possible if the building will be closed using the Recall Roster. Service Liaisons are responsible to provide updates to the Recall Roster to the Control Desk. Extensions/Exceptions to Policy Service Liaisons will use the New York MEPS Exception to Policy (ETP)/Holdover Form to request an ETP outlined in this SOP and USMEPCOM regulations. All ETP requests will be routed to the appropriate section supervisor (Processing, Medical, or Testing Control Officer) for action. NO EXCEPTIONS. In the absence of the section supervisor the assistant supervisor will take action. The section supervisor will either approve the ETP or recommend disapproval. During morning check hours , testing hours * and Saturday operations the ranking officer, NCO or civilian supervisor will approve or disapprove all ETP requests. Any requests for exceptions to policy to deadlines must be submitted at least 30 minutes prior to the established cut-off time in order to plan MEPS employee schedules accordingly. Applicants returning late from medical consults or taking special tests will not necessarily warrant considerations for extensions to the end-of-day cut-off. Computer problems for an individual Recruiting Service, delays due to pending waivers, or a lack of a sufficient number of Service Counselors to process applicants also will not normally warrant cut-off time extensions but will be considered on a case-by-case basis. Extensions apply only to the requesting Service. In the case were applicant are held up past the established processing time (Medical or Processing section), the Operations Officer will review the circumstances and may grant an automatic extension in 30 minutes increments. No automatic extension is granted unless approved by the MEPS Commander or his/her delegates and is communicated to the pertaining Service Liaisons. If the Service Liaison feels, the MEPS staff is not providing a regulatory answer to the request they need to come see the Assistant Operations Officer or Operations Officer. The New York MEPS leadership will consider each exception to policy on an individual basis. The current ETP form can be found in Appendix 5. New York MEPS SOP 52

53 * Must be date-time stamped into MIRS NLT 1600hrs, and signed into the testing sign-in sheet NLT 1630hrs or will not be allowed to test. Applicant Tracking Check-In/Out (Applicant Tracking) Process All applicants that come to the MEPS will be biometrically checked in and out by each MEPS functional area Testing, Medical, Processing, Service Liaison, and/or at the Control Desk. In the event that e-security is not available MEPS will still be required to check applicants in and out of every functional area. This includes applicants processing out of one functional area into another, who are directed to sit in the waiting area of the second functional area; i.e., applicants that will be checked into their respective functional area for which they are waiting to process. Service Counselors/Liaisons should understand and follow these procedures as well. Anytime applicants are in the Service Counselors/Liaisons areas they need to be checked in. Failure to follow applicant-tracking procedures will result in an automatic disapproval for any ETP request for extra time or missing the oath of enlistment. Statistics for time spent in a functional area is a command interest item and determines where the applicant backlog is located in the MEPS. IAW USMEPCOM 680-3, 6-10 Operations processing flow Applicants are to return to the operations control desk for additional disposition as different phases of required processing are completed. The control desk will direct them to the next processing station based upon their qualifications and projected processing. The operations control desk/files room personnel will review records for legibility, accuracy, and completeness. Illegible and erroneous/blank entries will be returned to the appropriate section for correction. If repetitive, inform the operations officer, as additional training may be required. Operations control desk personnel will direct the applicant with their entire packet to the operations processing section HRA/interviewer for enlistment processing. (See USMEPCOM Regulation for packet requirements). New York MEPS SOP 53

54 Appendix 1 NEW YORK MEPS Operating Schedule and Cut-Off Times MEPS Opens building 0600 Same Day Processors arrive 0615 (Monday) Full Physicals, Inspects arrive 0615 AFOQT 0700 (2 nd and 4 th Friday) DLPT/ECLT 0700 (Wednesday and Friday) Commander s Welcome Brief (Modified SHP) 0730 Lunch meal count sent to caterer 0800 Specials *No earlier than 0700 *But try to arrive in time for Medical Brief CAT ASVAB (Monday-Thursday) PiCAT Verification Test (Monday-Thursday) DLAB (Monday-Thursday) TAPAS, ICTL (Monday-Thursday) Drop-off for Records Requests, SPFs, MEPS-to-MEPS & MEPRS 1000 Turn in Prescreens, Med Reads st Oath Called 1000 Control Desk Closed for Shippers 1030 Shipper Projections and Medical Record to Files Room for QRP hours prior Shipper Holdover APL nd Oath Called rd Oath Called 1200 Airborne Physicals 1300 DEP Projections to Files Room hours prior Hotel Projections to Control Desk hours prior Shipper Brief 1300 QRP Day Shipper Projection APLs submitted to Travel Assistant 1400 Names Deleted if over MDCA th Oath Called 1400 Lunch meal count to caterer hours prior 5 th Oath Called 1500 New York MEPS SOP 54

55 Extension request 1530 Next day lunch meal count to caterer 1530 DEP Processing cutoff CD Closed 1530 Holdover APLs to control desk 1600 Last Oath of the Day 1600 *Exceptions can be made for an additional oath, case-by-case basis Control Desk closed for Testing 1600 First bus departs 1715 Second bus departs NLT 2000 (Monday-Thursday) * Must sign the testing sign-in sheet NLT 1600hrs or will not be allowed to test. * Oath will be called 30 minutes prior to the Oath times indicated to prepare the applicants. Appendix 2 Typical Applicant Processing Schedule Time Event 0500 Hotel wakeup call 0550 Free breakfast at the hotel 0545 Bus departs hotel for MEPS 0615 MEPS open 0600 Applicants arrive 0615 Check-in begins at the Control Desk, inspects to Medical 0730 Commander s Welcome Brief; Medical Brief, Modified Shipper brief 0730 Special category applicant arrival time (Attorneys, Healthcare Professionals, and Chaplains) *Medical section will conduct special CDR Welcome Brief, Medical Brief 0900 Check in for ASVAB applicants Lunch available for applicants in the cafeteria Shipper Enlistment Ceremonies 1300 Transportation briefing for shippers 1400-UTC Applicants en-route to airports DEP Enlistment Ceremonies New York MEPS SOP 55

56 1600* End check-in for Testing Applicants 1715 First testing bus departs for the hotel NLT 1930 Night tester bus departs * Must sign the testing sign-in sheet NLT 1600hrs or will not be allowed to test. Appendix 3 Applicant Conduct/Reminders Applicant rules for processing Dress Code Males Jeans, slacks and shorts are acceptable No short shorts, torn, ripped or holes No sleeveless t-shirts or tank tops Shoes are required shower shoes/sandals are not allowed Store purchased distressed jeans are ok, but they must not be eccentric or expose skin Must wear proper undergarments No sagging pants (must be worn on the waist) or anything that exposes your buttocks, your undergarments or skin All clothing must be free or inappropriate pictures or language, free of large holes Females Jeans, slacks and shorts are acceptable No short shorts, torn, ripped or holes. No skirts shorter than 4 above the knee. No tank tops, tube tops or halter tops or shirts exposing the midsection or cleavage Shoes and socks are required shower shoes/sandals are not allowed. No heals over 2 inches. Hosiery is not an acceptable substitute for socks. Store purchased distressed jeans are ok, but they must not be eccentric or expose skin Must wear proper undergarments. No thongs, bathing suits or sports bras No sagging pants (must be worn on the waist) or anything that exposes your buttocks, your undergarments or skin. All clothing must be free or inappropriate pictures or language, free of large holes Sexually explicit and revealing clothing is not authorized in the MEPS. You will not be allowed to process and will be asked to leave. General No military uniforms Clean undergarments are mandatory; Applicants will not be allowed to process without them New York MEPS SOP 56

57 No earrings. All body piercings must be removed No Sleeping. Do not put your feet on the furniture Applicants cannot use any electronic devices while at the MEPS (i.e., ipods, cell phones, laptops, ipads, Kindles, PDAs, etc.) If electronic device is needed for any reason, ask MEPS employee before turning device on. Applicants caught violating this policy will be placed on N status and Reevaluation Believed Justified (RBJ) for 30 days. High dollar items will not be kept in the applicant baggage room (i.e., ipods, cell phones, laptops, ipads, Kindles, PDAs, etc.) All coats, jackets, sweaters, hats, scarves, headscarves, hoods and sunglasses will be placed in the applicant baggage room upon arrival. Applicants will not be allowed to leave the MEPS at any time except for a Medical Consult, official business or at the completion of processing. Tobacco products prohibited at the MEPS. Applicants are responsible for paying all charges incurred at the applicant hotel. Processing will stopped if the bill is not paid in full Clean undergarments are defined as briefs or boxers for men, panties and a bra for women; no thongs or Speedos Applicants are required to bath or shower before coming to the MEPS Foul language or inappropriate conduct will not be accepted and will result in immediate termination of processing No sagging pants. Applicants who fail to pull up their pants will be pulled from processing If you wear either eyeglasses or contacts: bring them, your prescription and your lens case Bring your Social Security card if this is your first time visiting the MEPS Get a good night's sleep before taking the CAT- ASVAB Processing starts early at the MEPS - Be on time and ready to process No loitering on the stairs, latrines or in the hallways Illegal Items No weapons of any kind (i.e., Knives, Multi-tools, Screw drivers, Scissors, Guns of any type, ammunition, Chinese Throwing Stars, etc.) Fireworks Drugs, Drug Paraphernalia, Lighters and Matches The MEPS is a federal facility and all individuals are subject to be searched for contraband. Only law enforcement personnel on official business will be permitted to enter the MEPS with a weapon. Fort Hamilton DES will be called to handle any situations and processing will be terminated. All personal baggage will be x-rayed and stored upon entry. MEPS personnel are not responsible for loss or damage to personal property. Applicants are highly encouraged not to bring large amounts of cash or valuable items. The minimum requirements must be met; otherwise the applicant will not be allowed to process and will be asked to leave. New York MEPS SOP 57

58 Appendix 4 New York MEPS Required Records for Prescreen/Medread NEW YORK MEPS REQUIRED RECORDS FOR PRESCREEN List of minimum required medical records for applicant processing Revised by J7 November 28, 2014 Page 51 of 59 Here is list of medical issues for which you DO NOT need to submit medical records. Merely list the problem on the UNCOMPLICATED appendectomies more than six months ago 2. Records for Lazy eye surgery in childhood 3. UNCOMPLICATED tonsillectomy if performed more than 30 days ago 4. UNCOMPLICATED HERNIA SURGERY if performed more than 6 months ago 5. UNCOMPLICATED wisdom teeth extraction if it occurred more than 30 days ago 6. Pyloric stenosis (an abnormal narrowing of the valve at the outlet from the stomach, preventing normal passage of food into the small intestine) surgery performed in childhood 7. PE tubes placed in childhood because of ear infection 8. Fractures that occurred more than one year ago that did NOT require surgery, UNLESS, the fracture was caused by motorcycle accident, ATV or MVA 9. Premature termination of pregnancy that occurred more than 1 year ago 10. Pregnancy ending with normal delivery, even by C-section that occurred more than 1 year ago. Note the date the applicant s last child was born on the Always obtain Medical Records and submit them for review in the following cases: (For the situations described below just submit the records. It is not necessary to call the Dial-A- Medic line.) Note: This list is NOT ALL INCLUSIVE. The scenarios below are commonly recurring ones for which we always need records. Other documentation may be required after the initial prescreen that is not covered by this list. If you have questions, call the Dial-A-Medic line. New York MEPS SOP 58

59 General: 1. Any MVA or motorcycle (including dirt bikes), or ATV accidents within the last 5 years if the applicant was NOT KEPT overnight in the hospital. In all such cases we need the DOCTOR s notes from the ER or urgent care. Note: The patient information handout is not adequate. Submitting this is a waste of your time. 2. Any MVA or motorcycle (including dirt bikes) or ATV accidents EVER, if the applicant was admitted to the hospital. In these cases, we need the doctors ER notes, the Discharge Summary and all other records. Note that there is no time limit in these cases. If records are not available, submit a written letter from the hospital saying that they are not available. Head and Neck, ear, nose and throat: 3. Submit all records on any applicant who has had a broken nose or facial fracture within the last 5 years. Be sure to include the ER Doctor s note. 4. Submit records for all applicants who have had surgery on their ears for any reason, EXCEPT putting in tubes in their ears. 5. Submit all records on any applicant who has had surgery for a cleft lip or palate. If the records are not available, submit a written statement from the hospital confirming this. 6. Submit records on any applicant who has had sinus surgery within the past 5 years. 5. Submit records on any applicant with a known hearing loss. Note: Do not send records on applicants who wear a hearing aid. Do not send these applicants to the MEPS. Hearing aids are disqualifying and services will not waiver hearing loss requiring hearing aids. Eyes: 8. For applicants who have had eye surgery to correct their vision (PRK or LASIK) submit two things: a. All actual eye treatment records; b. A completed- MEPS Refractive eye surgery worksheet. Note that the applicant must take this worksheet to his or her ophthalmologist and have them complete the worksheet. Service liaisons have copies of the worksheet. Note: This requirement does not apply to applicants who have had surgery for strabismus ( lazy eye ) in childhood. Records are not required in these cases. 9. All records on any applicant with a history of an eye injury or any eye surgery other than strabismus (lazy eye surgery). New York MEPS SOP 59

60 10. All records for treatment of any eye problem except strabismus ( lazy eye ) or the need for glasses or contacts. Chest: 11. For applicants with any history of asthma or inhaler use (except nasal), submit all records, all doctor visits for any reason for the past 5 years. 12. For applicants who have ever had a positive test for tuberculosis (a positive PPD), we need the records showing that they COMPLETED drug treatment. Records showing that they started but did not complete treatment are not adequate. If the applicant was NEVER treated, submit the records of the initial test and indicate on the that they were never treated. If the applicant has had a blood test called Quantiferon TB Gold, submit the result of this test. 13. Submit all records for any applicant with a history of a collapsed lung. 14. Submit all records for any applicant who has been treated for pneumonia within the last 5 years. 15. Submit records on any applicant who has had chest or chest wall surgery (except breast). If the records are not available, submit a written statement from the hospital confirming this. 16. Submit records on any applicant that has had breast surgery in the past 12 months, including ALL follow-up doctor visits. Heart: 17. Submit records on any applicant who has ever had heart surgery. There is no time limit on this requirement. If the records are not available, submit a written statement from the hospital confirming this. All applicants with a history of cardiac surgery must have a current evaluation by a Cardiologist at their expense and these records must be submitted as well. 18. Submit all records of any applicant who has seen a cardiologist for palpitations, extra beats, irregular heartbeat, high blood pressure or any other reason. There is no time limit on this requirement. If the records are not available, submit a written statement from the hospital confirming this. When records are not available in these cases, all such applicants must have a current evaluation by a Cardiologist at their expense and these records must be submitted. 19. Submit records for any applicant who has seen a doctor because of a fainting spell or passing out (syncope). Abdomen: 20. Submit all records on any applicant who has been seen by a physician (in an ER or office) for abdominal or pelvic pain within the last 5 years. New York MEPS SOP 60

61 21. Submit all records on any applicant who has had any abdominal surgery except for pyloric stenosis (an abnormal narrowing of the valve at the outlet from the stomach, preventing normal passage of food into the small intestine) or an uncomplicated appendectomy more than 6 months ago. 22. Submit records on any applicant with a history of GERD (Gastroesophageal Reflux Disease) or who has been given antacid medication by a physician. 23. Submit records on any applicant who has been treated for irritable bowel syndrome. 24. Submit all records on any applicant who has ever had gastrointestinal or rectal bleeding for any reason, including bleeding from hemorrhoids. If the records are not available, submit a written statement from the hospital confirming this. 25. Submit all records on any applicant who has been treated by a physician for lactose intolerance. 26. Submit records on any applicant with a history of hepatitis. Urinary System: 27. Submit records for any applicant with a history of kidney stones. 28. Submit records for any applicant who has had any surgery on the urinary system (kidneys, bladder, or ureters). Even if done in childhood, attempt to get the records because most of these applicants require a waiver. If the records are not available, submit a written statement from the hospital confirming this. Also, if the records are not available, the applicant should see an Urologist at his/her expense and have a current evaluation of the urinary system that includes some type of imaging of the kidneys, bladder, and ureters. 29. Submit records for any applicant who has seen a doctor for blood in his/her urine (hematuria). 30. Submit records for any applicant who has seen a doctor for protein in his/her urine (proteinuria). 31. Submit records on any FEMALE applicant who has had more than two bladder infections (cystitis) or any MALE applicant who has had EVEN ONE bladder infection, ever. 32. Submit records on any applicant who has ever had a catheter placed in his/her bladder. Female genitalia: New York MEPS SOP 61

62 33. Submit all PAP smears records on female applicants who have ever had an abnormal PAP smear or any surgical procedure for an abnormal PAP smear. We need all the PAP smear reports (the actual cytology/pathology reports, not a letter sent to the applicant) for all normal and all abnormal PAP smears in these applicants. Include all follow up tests/procedures [e.g. Colposcopy, LEEP (loop electrocautery excision procedure), Cone (this is an extensive form of a cervical biopsy), Hysterectomy, etc.] 34. Submit all records, including the pathology report, for any female with a history of an ovarian cyst within the last 6 months. 35. Submit all records on any applicant treated for genital herpes. 36. Submit records for any applicant who has had a premature termination of pregnancy within the last year. It is not necessary to obtain medical records on applicants who have had a normal delivery more than one year ago, even if it was by Cesarean section (C-section). Merely note the date of the delivery on the Reminder: Do not send a female applicant to the MEPS if her delivery was within the last 6 months. Do not send female applicants to the MEPS if they are breast feeding. These applicants cannot be qualified. 37. Submit records on any female applicant who has been treated for endometriosis or polycystic ovary syndrome. Male genitalia: 38. For male applicants who have had a surgical procedure on a testicle, including removal of a testicle, exploration for an undescended testicle, torsion of a testicle, or surgery to bring down a testicle, or for any other reason, submit medical records, including the operative report and any pathology reports. 39. Submit all records on any applicant treated for genital herpes. Skin: 40. Submit the PATHOLOGY report for any mole, cyst, or anything else removed from the applicant s body within the last 5 years. 41. If the applicant has ever had a lymph node biopsied or removed, or if there was any suspicion of cancer (melanoma, squamous cell or any other type) from a mole removed, submit the pathology report. There is no time limit on this requirement. If the records are not available, submit a written statement from the hospital or physician confirming this. 42. Submit all records on any applicant who has a history of eczema, atopic dermatitis, psoriasis, other dermatologic disease. This does not include mild acne (see 43). New York MEPS SOP 62

63 43. Submit records for any applicant who has had acne requiring treatment with isotretinoin (Accutane), antibiotics, or any other pills in the past year. Note: It is not necessary to submit records for ringworm treatment. 44. Submit all records on any applicant who has had skin grafts or been hospitalized for burns. 45. Submit all records on any applicant who has been treated with medicines or surgery for excessive sweating (hyperhidrosis). 46. Submit all records on any applicant who has had treatment for a pilonidal cyst, including operative reports and all follow-up visit notes. Orthopedics: 47. For applicants who have had a fracture (broken bone) that required any form of surgery, including pinning, even if the pins or hardware was later removed, submit the orthopedist s operative report and the doctor s notes from all follow-up visits after surgery. If the broken bone was not due to a sports injury but happened due to an MVA, ATV or motorcycle accident, also submit records according to item number 1 or 2 above as appropriate. 48. For applicants who have had a fracture (broken bone) within the last 1 year, submit the records along with a recent x-ray report that shows COMPLETE HEALING of the fracture on x- ray. 49. For applicants who have had surgery on a joint (shoulder, elbow, wrist, hip, knee, ankle) submit all records including the pre-operative record of the injury (ER or Urgent Care report), pre-operative history and physical, the operative report, and all doctor follow-up records and the unrestricted release. There is no time limit on this requirement. If the records are not available, submit a written statement from the hospital confirming this. 50. For any applicant who has had a shoulder, elbow, wrist, hip, knee or ankle injury WITHOUT surgery in the last 5 years submit all records including office treatment records 51. Submit all records on any applicant who has ever had a dislocation of the shoulder, knee, or hip. 52. Submit all records of any applicant who has had surgery on one or both feet. 53. Submit records on any applicant who has had plantar fasciitis (heel pain). Spine: New York MEPS SOP 63

64 54. Submit all records on any applicant who has been evaluated for, diagnosed with, or treated for scoliosis (spinal curvature). 55. Submit all records for any applicant who has been treated by a physician or chiropractor for back pain within the last 5 years. Neurological: 56. Submit records on any applicant who has ever had brain or spinal cord surgery. There is no time limit on this requirement. If the records are not available, submit a written statement from the hospital confirming this. 57. Submit records on any applicant who has had meningitis, encephalitis (swelling of the brain), or any infection of the central nervous system within the past 5 years. 58. Submit all records on all applicants who have had a concussion or loss of consciousness within the last 5 years if they were NOT KEPT OVERNIGHT in a hospital. Be sure to include the ER or Urgent Care Doctor s notes and any copies of imaging (e.g. CAT scan) reports. Do not submit the patient information handout given to the applicant by the ER or Urgent Care staff. 59. Submit all records on all applicants who have had a concussion or loss of consciousness, EVER, if they were kept overnight in a hospital. There is no time limit on this requirement. If the records are not available, submit a written statement from the hospital confirming this. 60. Submit all records on any applicant who has ever been diagnosed or treated for epilepsy or seizures after age Submit records on any applicant who has been treated for back pain or a slipped disc in the spine (herniated nucleus pulposus) with either medicines or surgery or chiropractic or physical therapy. 62. Submit all records on any applicant who has been treated by a physician for headaches within the last 5 years. If the records are not available, submit a written statement from the hospital or physician confirming this. Psych: 63. For applicants with a history of ADD/ADHD submit the following records: a. All medical treatment records of ADD/ADHD. If medical records are not available, a statement from the hospital or physician indicating that they are not available, must be submitted. New York MEPS SOP 64

65 b. All Individualized Education Plans records or special accommodations from high school must be submitted. A statement from the applicant or the applicant s parent, if the applicant is younger than 18, that the applicant has never required an Individualized Education Program or work accommodation; c. A statement from a parent giving the date of the last use of medication for ADD/ADHD; d. High school transcripts (and college transcripts if the applicant has attended college). These transcripts MUST show the GPA (on 4.0 scale) e. A CURRENT letter from the applicant s physician CLEARLY stating that continued medication is not required for acceptable occupational or work performance and date of last prescription or refill or pharmacy records. 64. With regard to counseling: a. For applicants who have had counseling (parent directed or court ordered) only for the purpose of ADJUSTMENT TO PARENTAL DIVORCE, and who had TEN OR FEWER TOTAL SESSIONS, counseling records are not needed. If there were more than ten total counseling sessions, submit the actual counselor s notes for each session. b. For applicants who have had counseling only for MARRIAGE COUNSELING, and who had TEN OR FEWER TOTAL COUNSELING SESSIONS, counseling records are not needed. If there were more than ten total counseling sessions, submit the actual counselor s notes for each session. c. For all other counseling, submit the actual counselor s notes for each session. 65. For any applicant who has ever been given a medication for any psychiatric problem or had any psychiatric treatment, inpatient or outpatient, submit all of the actual treatment records. NOTE THAT A SUMMARY LETTER FROM THE PSYCHIATRIST WILL NOT BE ACCEPTED AS A SUBSTITUTE FOR THE ACTUAL TREATMENT RECORDS. 66. Submit all records on any applicant who has ever been treated for a sleep problem of any kind including sleep apnea and insomnia. If the records are not available, submit a written statement from the hospital or physician confirming this. 67. Submit records on any applicant who has ever been evaluated for drug or alcohol abuse or dependency. 68. Submit all records on any applicant who has had a history of an eating disorder. Endocrine: New York MEPS SOP 65

66 69. Submit all records on any applicant who has ever been treated for a thyroid problem, diabetes, or any other endocrine problem. 70. If the applicant is taking thyroid medication, submit the results of TWO measurements of TSH (thyroid stimulating hormone) done within the last 6 months. The measurements of TSH must be at least 6 weeks apart from one another (if applicant has one TSH result in the past 6 months, MEPS may obtain the second TSH on the day of physical if at least 6 weeks has elapsed since the first). Allergy: 71. Submit all records on any applicant who has a history of latex allergy or contact dermatitis to metal (such as a belt buckle), or who has been treated by a doctor for any allergic reaction. 72. Submit all records for any applicant who has been treated by a doctor for bee sting allergy. Other: 73. Submit records on any applicant treated for anemia. 74. Submit all records for any hospitalization for more than 24 hours for any reason within the last 5 years. 75. Submit the operative report and all records for any surgeries within the last 5 years except as noted on page 1 of this list. 76. Submit all records on any applicant who has ever been treated for any form of cancer. In addition to old medical records, the applicant must go to a cancer specialist (oncologist) and have a current evaluation for cancer. These records must be submitted as well. (Dermatologist for skin cancer or Gynecologist for CERVICAL cancer is acceptable) For Prior Service Applicants 77. If they are receiving disability from the VA submit all ACTUAL PROVIDER S records from the VA. DO NOT submit the summary letter sent to the service person explaining the VA s decision regarding disability. ALSO submit a copy of the service member s military health record. 78. For any applicant who has an RE Code other than 1, submit a written explanation from the applicant explaining why they received an RE Code other than 1. Also submit a statement from the applicant as to whether they have or have not ever had Non-judicial Punishment (NJP). Service to which applicant is applying must submit explanation as well along with a waiver to physical. 79. For prior service applicants who received an Entry Level Separation (ELS) submit all medical and psychiatric records from the training base where they were separated. New York MEPS SOP 66

67 Final Notes: 1. A scribbled note by a physician written on a prescription pad is never adequate. Obtain the relevant actual doctors records for all applicant visits. 2. All records must be submitted prior to flooring. Applicants who attempt to walk-on with unread medical records will be turned away and allowed to return to the MEPS after the records have been reviewed. 3. A summary letter (To Whom) is not acceptable for prescreens or med reads (those documents submitted after the full physical); the actual medical records need to be provided including actual provider s notes. Appendix 5 Forms DD Form , dated March 2015 Medical Prescreening Form USMEPCOM Form 680-3ADP Enlistee Record USMEPCOM Form A-E Request for Examination USMEPCOM Form E Additional Disclosure - Used to report information which was not previously disclosed by the Applicant USMEPCOM Form 727-E Processing List (PL) New York MEPS Form 18 MEPRS Transaction Request Exception to Policy / Holdover Form New York MEPS Visitors Rules New York MEPS Consult Form New York MEPS Quality Review Program (QRP) Form New York MEPS SOP 67

68 Files Room Transaction Request Form New York MEPS SOP 68

69 Exception to Policy / Holdover Form New York MEPS SOP 69

70 New York MEPS SOP 70

71 Prescreen / Medread Form New York MEPS SOP 71

72 New York MEPS SOP 72

73 New York MEPS SOP 73

74 New York MEPS SOP 74