Department of Defense INSTRUCTION. SUBJECT: Automated Extract of Active Duty Military Personnel Records

Transcription

1 Department of Defense INSTRUCTION NUMBER May 2, 2001 SUBJECT: Automated Extract of Active Duty Military Personnel Records USD(P&R) References: (a) DoD Instruction , "Automated Extract of Active Duty Military Personnel Records," March 26, 1999 (hereby canceled) (b) DoD Instruction , "Programming and Accounting for Active Military Manpower," April 9, 1981 (c) Title 38, United States Code (d) DoD R, "Department of Defense Privacy Program," August 31, 1983 (e) through (k), see enclosure 1 1. REISSUANCE AND PURPOSE This Instruction reissues reference (a) to update policy, responsibilities, procedures, and information requirements for reporting of active duty military personnel records. 2. APPLICABILITY AND SCOPE This Instruction applies to: 2.1. The Office of the Secretary of Defense (OSD), the Defense Human Resources Activity (DHRA), the Military Departments, and the Chairman of the Joint Chiefs of Staff. The term "Military Services," as used herein, refers to the Army, the Navy, the Air Force, and the Marine Corps. 1

2 2.2. The Coast Guard, when operating as a Military Service in the Navy or by agreement with the Department of Transportation (DoT), and the Commissioned Corps of the Public Health Service and the National Oceanic and Atmospheric Administration, by agreement with the Departments of Health and Human Services and Commerce, for submission of active duty Uniformed Service personnel records in support of reporting for the Defense Enrollment Eligibility Reporting System (DEERS) All active duty personnel counted and reported as part of official Active component strength as defined in DoD Instruction (reference (b)) All personnel excluded from military strength: prisoners of war, missing personnel, deserters, prisoners in civil or military confinement for 6 months or more, and personnel on appellate leave (with or without pay) For additional reporting required by enclosure 5: All Active Guard or Reserve personnel counted and reported as part of official Reserve component strength who are participating in or associated with a personnel tempo event or activity All Reserve component personnel who have been ordered to active duty and are participating in or associated with a personnel tempo or activity All Regular and Reserve retired personnel, whose retirement is based on length of active duty service, who have been ordered to active duty and are participating in or associated with a personnel tempo event or activity. 3. POLICY 3.1. It is DoD policy to maintain a centralized database of active duty uniformed personnel. That database provides information for research, actuarial analysis, inter-agency reporting, and evaluation of DoD programs and policies. In addition extracts of the database are used in DEERS to create and modify demographic and service information in the Defense Manpower Data Center (DMDC) Person Data Repository core subsystem and eligibility information in the Montgomery GI Bill (MGIB) (Chapter 30 of reference (c)) satellite database and the Centralized System for Prior Service Enlistment Eligibility Information. 2

3 3.2. The requirements and procedures prescribed by DoD R (reference (d)) must be followed to safeguard the personnel data in that reporting system. Individuals having access to identifiable personnel information may be held personally responsible and punishable for making unauthorized disclosures. The database is subject to computer matching programs, as regulated by the Privacy Act. Computer matching is done with other Federal and non-federal agencies for such purposes as to verify eligibility for benefit programs, determine continued compliance with benefit program requirements, and effect adjustments to or recover improper payments made to or delinquent debts owed by current and former military members. 4. RESPONSIBILITIES 4.1. The Under Secretary of Defense (Personnel and Readiness) (USD(P&R)), consistent with DoD Directive (reference (e)), shall: Provide overall policy guidance for DoD reporting of active duty military personnel Ensure that the Director, DHRA, serves as custodian of automated extracts of military personnel records and provides data quality control analysis and reporting, inquiry capabilities, and administrative and computer support The Secretaries of the Military Departments shall ensure that the Military Services implement this Instruction. 5. PROCEDURES 5.1. At the option of the Military Service and with concurrence of the DMDC, reporting may be accomplished through electronic data transfer or by magnetic tape cartridge submission. All reports shall be submitted following the procedures specified in enclosure All Master Files and regular Transaction Files shall be formatted as described in enclosure 4. The UIC Address File shall continue to be reported in the current Service-specific format. The Personnel Tempo Transaction File shall be formatted as described in enclosure Regular reporting requirements are as follows: 3

4 At the end of each month each Military Service shall prepare separate Enlisted and Officer Master Files or, optionally, a Combined Master File, and a UIC Address File. The master files shall reflect the status of the members listed in paragraphs 2.3. and 2.4., above, as of the last day of the month At the end of each reporting cycle, not less than weekly, each Military Service shall prepare separate Enlisted and Officer Transaction Files or, optionally, a Combined Transaction File. The transaction files shall include all personnel status change records and personnel data change records processed during the reporting period. Optionally, a Military Service may prepare separate Status Change and Data Change Transaction Files for the reporting period. A personnel status change record shall be reported for each active duty (active strength) gain, loss, enlistment extension, and immediate reenlistment. A personnel data change record shall be reported whenever there is a correction to a member's social security number or a change in a member's name, pay plan, pay plan grade, assigned unit, and/or duty unit Additional reporting requirements for some personnel listed in paragraph 2.3., above, and for all personnel listed in paragraph 2.5., above, are described in enclosure 5 and will be submitted at the end of each reporting cycle, not less than weekly Data standards, developed in support of DoD data administration policies as established by DoD Directive (reference (f)), approved following the procedures prescribed by DoD M-1 (reference (g)), and maintained by the Defense Information Systems Agency in the DoD Data Dictionary System (DDDS), shall be used where specified. (Note that in a few instances reference is made to data standards developed under the previous DoD data standardization program and documented in DoD M, "DoD Manual for Standard Data Elements," October 1986, which was canceled in 1988.) The Military Service failing to comply either with data standards registered in the DDDS or with the coding instructions, herein, shall be responsible for data interchange conversion costs Acronyms used in this Instruction are listed and defined in enclosure INFORMATION REQUIREMENTS 6.1. The reporting of active duty military personnel records has been assigned Report Control Symbol (RCS) DD-P&R(AR)1221 in accordance with DoD M (reference (h)). 4

5 6.2. All Master and UIC Address Files shall be submitted within 20 calendar days of the end of the month. All Transaction Files shall be submitted within 5 calendar days of the end of the reporting period The reporting of Personnel Tempo data required by paragraph 5.4., above, and described at enclosure 5 of this Instruction, has been assigned Report Control Symbol DD-P&R(Q)2077 in accordance with DoD M (reference (h)). The first reports for enclosure 5 shall be effective October 1, EFFECTIVE DATE This Instruction is effective immediately. Enclosures - 5 E1. References, continued E2. Acronyms E3. Submission Instructions E4. Record Format: Master and Transaction Files E5. Additional Personnel Tempo Reporting Requirements 5

6 E1. ENCLOSURE 1 REFERENCES, continued (e) DoD Directive , "Under Secretary of Defense for Personnel and Readiness, USD(P&R)," October 31, 1994 (f) DoD Directive , "DoD Data Administration," September 26, 1991 (g) DoD M-1, "Data Element Standardization Procedures," April 2, 1998 (h) DoD M, "DoD Procedures for Management of Information Requirements," June 30, 1998 (i) DoD R, "DoD Financial Management Regulation," Volume 7A, "Military Pay, Policy, and Procedures: Active Duty and Reserve Pay," July 1996 (j) Title 10, United States Code (k) DoD H, "FYDP Program Structure," Book I, January ENCLOSURE 1

7 E2. ENCLOSURE 2 ADS AFQT AFR AFS AFSC AGR ANG ARNG AOCS AQD ASI ASVAB CHSPE DEP DFAS DHRA DLPT DMDC DoD DUSD EBCDIC FTP FYDP GED HPSP IADT IBM IDT IMA MC ACRONYMS Active Duty for Support Armed Forces Qualification Test Air Force Reserve Air Force Station Air Force Specialty Code Active Guard or Reserve Air National Guard Army National Guard Aviation Officer Candidate School Additional Qualification Designator Additional Skill Identifier Armed Services Vocational Aptitude Battery California High School Proficiency Examination Delayed Entry Program Defense Finance and Accounting Service Defense Human Resources Activity Defense Language Proficiency Test Defense Manpower Data Center Department of Defense Deputy Under Secretary of Defense Extended Binary Coded Decimal Interchange Code File Transfer Protocol Future Year Defense Program General Education Development Health Professional Scholarship Program Initial Active Duty for Training International Business Machines Inactive Duty for Training Individual Mobilization Augmentee Marine Corps 7 ENCLOSURE 2

8 MCAS MGIB-AD MOS NAS NATO NEC NOBC NROTC NS OCONUS OCS OTS P&R PAS PI PLC RAF ROTC RUC SMP SQI SSA SSB TDY UIC U.S. USD USPS VEAP VSI Marine Corps Air Station Montgomery GI Bill Active Duty Military Occupational Skill Naval Air Station North Atlantic Treaty Organization Navy Enlisted Classification Navy Officer Billet Code Naval Reserve Officer Training Corps Naval Station Outside the Continental United States Officer Candidate School Officer Training School Personnel and Readiness Personnel Accounting Symbol Programs and Integration Platoon Leaders Course Royal Air Force Reserve Officer Training Corps Reporting Unit Code Simultaneous Membership Program Skill Qualification Identifier Social Security Administration Special Separation Bonus Temporary Duty Unit Identification Code United States Under Secretary of Defense United States Postal Service Veterans Educational Assistance Program Voluntary Separation Incentive 8 ENCLOSURE 2

9 E3. ENCLOSURE 3 SUBMISSION INSTRUCTIONS E3.1. CARTRIDGE SUBMISSION The submitting Military Service shall use IBM 3480 or 3490 magnetic tape cartridges. Each file shall be written with standard IBM internal labels using the file naming convention outlined in section E3.4., below, and coded using the EBCDIC character set. DMDC can accept compressed data files. E3.2. ELECTRONIC SUBMISSION The submitting Military Service shall contact the DMDC Active Duty Personnel File Manager, who will establish a UNIX account number and password exclusively for these reports and provide additional system specifications, including security protocols appropriate to protect the data from compromise and consistent with standards established by the National Institute of Standards and Technology (NIST). DMDC supports standard FTP software and can accept compressed (zipped) data files. The file names shall be consistent with the naming convention outlined in section E3.4., below. (Note that the UNIX environment at DMDC requires the exclusive use of lower case for all file names.) The Military Service is responsible for the accuracy and completeness of each electronic data transfer. E3.3. DATA SPECIFICATIONS Order each file in ascending order by Person Social Security Number Identifier (Field 5 of enclosure 4, or Field 1 of attachment 1 to enclosure 5) and Transaction Effective Calendar Date (Field 86 of enclosure 4, or Member Personnel Tempo Event Begin Calendar Date (Field 8 of attachment 1 to enclosure 5). Multiple transaction records with the same date shall be submitted in the order they are to be processed. 9 ENCLOSURE 3

10 E3.4. FILE NAMING CONVENTION E The file or dataset names of magnetic tape cartridge submissions shall be in the format "ABCE.FYYYYMM" for Master and UIC Address Files and "ABCE.FYYYYMM.FDD" for transaction files, where A, B, C, E, F, YYYYMM, and DD equal the appropriate value specified in paragraph E3.4.3., below. E The file or dataset names of electronic submissions shall be in the format "abce.fyyyymm" for Master and UIC Address Files and "abce.fyyyymm.fdd" for transaction files, where a, b, c, e, f, YYYYMM, and DD equal the appropriate value specified in paragraph E3.4.3., below. E The table, below, describes the component parts of the submission file name. 10 ENCLOSURE 3

11 A or a B or b Service Branch Classification Code Uniformed Service Organization Component Code C or c Military Personnel Type Code E O B E or e F or f YYYYMM and DD Submission File Type Code Submission File Period Type Code Submission File Period Date or Calendar Date A N M F C H O Army Navy Marine Corps Air Force Coast Guard Public Health Services National Oceanic and Atmospheric Administration Values G, V, and T are applicable only to Specified Operation Transaction files. R G V T M T D S G L P U D C W M Regular Guard Reserve Total Enlisted only Officer only Both enlisted and officer Master Transaction, data and status changes Transaction, data changes only Transaction, status changes only Transaction, status change gains only Transaction, status change losses only Transaction, personnel tempo UIC Address Daily Cyclically [Between daily and weekly.] Weekly Monthly or end of the month Report a period date (YYYYMM) for Master and UIC Address files and a calendar date (YYYYMM and DD) for Transaction files. E3.5. SHIPPING INSTRUCTIONS Cartridges shall be mailed to the following address: Defense Manpower Data Center (West) Attn: Active Duty Personnel File Manager DoD Center Monterey Bay, 400 Gigling Road Seaside, CA (831) or DSN ENCLOSURE 3

12 E4. ENCLOSURE 4 RECORD FORMAT: MASTER AND TRANSACTION FILES Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References Uniformed Service Branch Classification Code Uniformed Service Organization Component Code Active Duty Strength Accounting Code The code that represents an organizational categorization based on subdivisions recognized by the defense community. A N M F C H O Army Navy Marine Corps Air Force Coast Guard Public Health Services, Commissioned Corps National Oceanic and Atmospheric Administration, Commissioned Corps The code that represents a subdivision of an officially sanctioned organization whose members wear military attire. If unknown, report ZZZ. R G V Regular Guard Reserve Filler Report all blanks Person Social Security Number Identifier Filler Report all blanks Person Name The code that represents an accounting and programming category used by the Department of Defense to classify active duty positions and personnel. See attachment 1 for a list of domain values and definitions. If unknown, report ZZZ. The identifier assigned by the SSA to a person. DDDS 17063, approved 12 ENCLOSURE 4

13 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References a. Person Surname Text b. Person Forename Text c. Person Middle Name Text d. Person Cadency Name Text Person Birth Calendar Date The text of a designation applied to a person, generally referred to as the last or family name. The text of a designation applied to a person, generally referred to as the first name. The text of a designation applied to a person, commonly used between the first and last names. If not applicable, report all blanks. The text of a designation applied to a person that designates family succession. Examples include JR, SR, II, and III. If not applicable, report all blanks. The date when a person was born. Format: YYYYMMDD. If unknown, report all zeros Person Sex Code The code that represents a classification of a person based on reproductive function. If unknown, report Z Marital Status Code F M Female Male The code that represents a legal status with respect to marriage. If unknown, report Z A D I L M N W Annulled Divorced Interlocutory Legally separated Married Never married Widowed Race Code The code that represents a nonscientific division of the population based on assumed primordial biological properties. If unknown, report Z. DDDS 11322, approved DDDS 12502, approved DDDS 23737, approved 13 ENCLOSURE 4

14 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References Race Code (continued) Ethnic Affinity Code A B C D American Indian/Alaskan native (A person having origins in any of the original peoples of North America and who maintains cultural identification through tribal affiliation or community recognition.) Asian/Pacific Islander (A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific islands. This area includes, for example, China, India, Japan, Korea, Philippine Islands, and Samoa.) Black (A person having origins in any of the black racial groups of Africa.) White (A person having origins in any of the original peoples of Europe, North Africa, or the Middle East.) The code that represents a cultural background with which a member identifies. If unknown, report ZZ. AA AB AC AD AF AG AI AJ AK AL AM AN AO AP AQ AR AS AT AU AV BG BH Asian Indian Chinese Filipino Guamanian Japanese Korean Vietnamese Other Asian descent Mexican Puerto Rican Cuban Latin American Other Hispanic descent Aleut Eskimo U.S./Canadian Indian tribes Melanesian Micronesian Polynesian Other Pacific island descent Other None (Not associated with any particular ethnic affinity.) DDDS 34471, approved 14 ENCLOSURE 4

15 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References Faith Group Code U.S. Citizenship Status Code The code that represents a category of common beliefs. (Service members are requested to voluntarily provide this information to assist the Military Services in planning chaplain services.) See attachment 2 for a list of domain values and definitions with equivalent domain values for the previous standard data element, Religious Denomination. If unknown, report ZZ. The code that represents the status of an individual regarding U.S. citizenship. If unknown, report Z. A C N U.S. national (A non-u.s. citizen, owing permanent allegiance to the United States, who was a resident of American Samoa, Federated States of Micronesia, Marshall Islands, North Mariana Islands, or Palau at the time of its association with the United States, or was born in one of the above named entities after its association with the United States to U.S. national, non-u.s. citizen, parents.) U.S. citizen Non-U.S. citizen or national Filler Report all blanks U.S. Citizen Citizenship Origin Code Filler Report all blanks Education The code that represents the means by which a U.S. citizen established citizenship. If not applicable or unknown, report Z. A B C D Born within the U.S., Guam, Puerto Rico, or Virgin Islands Born outside the U.S., Guam, Puerto Rico, or Virgin Islands to non-u.s. citizen parents and subsequently became a U.S. citizen when at least one parent became a citizen by naturalization Born outside the U.S., Guam, Puerto Rico, or Virgin Islands to at least one citizen parent Born outside the U.S., Guam, Puerto Rico, or Virgin Islands to non-u.s. citizen parents and subsequently became a U.S. citizen by naturalization DDDS 23737, approved; DoD M RE-LA, canceled Primary mapping: DDDS 23488, approved, proposed changes 15 ENCLOSURE 4

16 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References 116 a. Educational Designator Code The code that represents an educational status or level attained by a member. See attachment 3 for a list of domain values and definitions. If unknown, report Z b. Filler Reserved for future reporting of education-related data. Report all blanks Person Residence Mailing Address a. Residence Mailing Address Line 1 Text Residence Mailing Address Line 2 Text b. Residence Mailing Address Postal Region City Place Name c. Residence Mailing Address U.S. Postal Region State Code d. Residence Mailing Address Country Code e. Residence Mailing Address U.S. Postal Region ZIP Identifier and Extension Identifier f. Residence Mailing Address Effective Calendar Date The text of the detailed portion of a member's residence mailing address. This may include street number and name, apartment number, building number or name, post office box number, or rural route number and box number. If Line 2 is unused, report all blanks for that line. If unknown, report all blanks. The name of the highest level delivery station within a postal State, territory, or country for a member's residence mailing address. If unknown, report all blanks. The code that represents the State, territory, or military overseas or afloat designation as the highest level subdivision of a U.S. postal region for a member's residence mailing address. See attachment 4 for a list of domain values and definitions. If non-u.s. or unknown, report ZZ. The code that represents the principal geopolitical entity of the world for a member's residence mailing address. See attachment 5 for a list of domain values and definitions. Report U.S. for the 50 States and District of Columbia and, excepting Armed Forces addresses, the appropriate value for other U.S. and all non-u.s. territory. If military overseas or afloat or unknown, report ZZ. The identifier that represents the designated USPS mail service region and the definitive delivery drop within the region for a member's residence mailing address. If the Extension Identifier is unknown, report all zeros in the last four positions of the field. If non-usps or unknown, report all zeros. The date when the residence mailing address of a member came into effect. Format: YYYYMMDD. If unknown, report all zeros. DoD M ED-UC, canceled DDDS 33363, approved DDDS 14392, approved DDDS and 33365, approved 16 ENCLOSURE 4

17 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References Filler Report all blanks Joint Service Spouse Person Social Security Number Identifier Dependents a. Dependents Quantity 243 b. Collocated Dependents Type Code c. Collocated Dependents Quantity d. Command Sponsored Dependents Quantity Prior Person Social Security Number Identifier The identifier assigned by the SSA to a member's Active, Reserve, or retired military spouse. If not applicable or unknown, report all zeros. The number of persons for whom a military sponsor provides support. See applicable provisions of DoD R, Volume 7A (reference (i)). Range of valid values: If unknown, report 99. The code that represents the types of persons for whom a military sponsor provides support and who reside with the military sponsor. If not applicable or unknown, report Z. A B C D E F G Spouse only Spouse and children only Children only Spouse, children, and other dependents Spouse and other dependents only Children and other dependents only Other dependents only The number of persons for whom a military sponsor provides support and who reside with the military sponsor. Range of valid values: If not applicable or unknown, report 99. The number of persons for whom a military sponsor provides support, who reside with the military sponsor OCONUS, and whose presence OCONUS is command sponsored. Range of valid values: If not applicable or unknown, report 99. The identifier assigned by the SSA previously associated with a person. Applicable only if Personnel Data Change Transaction Type Code (Field 93) equals A. If not applicable, report all zeros. 17 ENCLOSURE 4

18 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References Educational Discipline Code Filler Report all blanks Uniformed Service Initial Entry Calendar Date Active Federal Military Service Base Calendar Date Military Longevity Pay Service Base Calendar Date Accession Program Source 292 a. Enlisted Accession Program Source Code The code that represents a subject of study. See attachment 6 for a list of domain values and definitions. Report the educational discipline that is the basis for the highest post-secondary certificate, degree, or diploma awarded to a member. Applicable only if Educational Designator Code (Field 16a) equals D, G, K, N, R, W, U, or V. If not applicable or unknown, report all zeros. The date an individual was first appointed, enlisted, or conscripted into a Uniformed Service. The reported date may equal the date of enlistment in the Regular component DEP, under Section 12103(d) of 10 U.S.C. (reference (j)), as a Reservist in the senior ROTC program, or as a scholarship cadet or midshipman under Section 2107 or 2107a of 10 U.S.C. (reference (j)), or the date of entrance as a cadet or midshipman at one of the Service military academies. [Also known as Date of Initial Entry to a Uniformed Service.] Format: YYYYMMDD. If unknown, report all zeros. The constructed date that establishes the beginning of a member's creditable active Federal military service. The reported date may have been adjusted for breaks in service and lost time. [Also known as Active Duty Base Date and Basic Active Service Date.] Format: YYYYMMDD. If unknown, report all zeros. See related Field 43. The constructed date that establishes the beginning of a member's creditable military service for longevity increases to Basic Pay and other items of military compensation. The reported date may have been adjusted for breaks in service. [Also known as Pay Entry Base Date.] Format: YYYYMMDD. If unknown, report all zeros. The code that represents the accession program by which a member first obtained enlisted status in an Armed Force. [Also known as Means of Initial Entry into Military Service, Enlisted.] Applicable only to enlisted members. If not applicable or unknown, report Z. A B C D Induction Voluntary enlistment in a Regular component Voluntary enlistment in a Reserve component for service in a Regular component DEP Voluntary enlistment in a Reserve component other than for service in a Regular component DEP Department of Education "Classification of Instructional Programs" 18 ENCLOSURE 4

19 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References 293 b. Commissioned Officer Accession Program Source Code 294 c. Warrant Officer Accession Program Source Code The code that represents the accession program by which a member first obtained commissioned officer, other than commissioned warrant officer, status (also known as Source of Initial Commission). Applicable only to commissioned officers, other than commissioned warrant officers. If not applicable or unknown, report Z. A B C D E F G H J K L M N P U.S. Military Academy U.S. Naval Academy U.S. Air Force Academy U.S. Coast Guard Academy U.S. Merchant Marine Academy Air National Guard Academy of Military Sciences ROTC or NROTC scholarship program ROTC or NROTC non-scholarship program OCS, AOCS, OTS, or PLC Aviation Cadet program National Guard State OCS Direct appointment authority, commissioned officer, professional Direct appointment authority, commissioned officer, all other Aviation training program other than OCS, AOCS, OTS, or PLC The code that represents the accession program by which a member first obtained warrant officer, including commissioned warrant officer, status. (Also known as Source of Initial Appointment.) Applicable only to warrant officers. If not applicable or unknown, report Z. 1 Direct appointment authority, warrant officer 2 Direct appointment authority, commissioned warrant officer 3 Warrant Officer Aviation Training Program 19 ENCLOSURE 4

20 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References Officer Appointment Date a. Commissioned Officer Appointment Calendar Date b. Warrant Officer Appointment Calendar Date c. Commissioned Warrant Officer Appointment Calendar Date Enlisted Career Status Code Active Duty Involuntary Retention Reason Code Enlisted Active Service Agreement Duration Years Quantity The date a member was first appointed a commissioned officer, other than a commissioned warrant officer. Format: YYYYMMDD. Applicable only to commissioned officers, other than commissioned warrant officers. If not applicable or unknown, report all zeros. The date a member was first appointed a warrant officer, other than a commissioned warrant officer. Format: YYYYMMDD. Applicable only to warrant officers, other than commissioned warrant officers. If not applicable or unknown, report all zeros. The date a member was first appointed a commissioned warrant officer. Format: YYYYMMDD. Applicable only to commissioned warrant officers. If not applicable or unknown, report all zeros. The code that represents the career status of an enlisted member. Applicable only to enlisted members. If not applicable or unknown, report 9. 1 First term 2 Second term 3 Careerist The code that represents the basis for the involuntary retention of a member on active duty. If not applicable or unknown, report Z. A B C D X Temporary "stop loss" legal authority Medical status of member Legal status of member Retention determined to be "essential to the public interests" (Applicable only to Navy and Marine Corps enlisted members serving on a naval vessel in foreign waters.) Retention otherwise unavoidable, desirable, or beneficial The length in years of the current enlisted active service agreement. The agreement may result from involuntary induction or voluntary enlistment, 20 ENCLOSURE 4

21 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References Enlisted Active Service Agreement Duration Years Quantity (continued) Officer Active Service Obligation End Calendar Date Officer Active Service Projected End Calendar Date Enlisted Active Service Obligation End Calendar Date Enlisted Active Service Agreement Begin Calendar Date Enlisted Active Service Projected End Calendar Date reenlistment, or extension of enlistment. (Also known as Term of Enlistment.) Report whole years only. Valid values: 0-8. Applicable only to enlisted members. If not applicable or unknown, report 9. The date an officer will fulfill his or her active service obligation and is eligible for separation or transfer. The service obligation may result from the conditions of appointment as an officer, promotion to a higher grade, and/or entry into a training or education program. (Also known as Obligated Service Date.) Format: YYYYMMDD. Applicable only to officers. If the value is indefinite, report the projected date of retirement. If not applicable or unknown, report all zeros. The date an officer is projected to leave active service. (Also known as Expected Active Duty Loss Date, Officer.) Format: YYYYMMDD. Applicable only to officers. If the value is indefinite, report the projected date of retirement. If not applicable or unknown, report all zeros. The date when an enlisted member will fulfill his or her active service obligation and be eligible for separation, transfer, or retirement. The date will reflect periods of lost time and executed agreements to extend enlistment that have become operative. (Also known as Date of Expiration of Enlistment on Active Duty.) Format: YYYYMMDD. Applicable only to Navy, Marine Corps, and Air Force enlisted members. If not applicable or unknown, report all zeros. The date when the current enlisted active service agreement came into effect. The agreement may result from involuntary induction or voluntary enlistment, reenlistment, or extension of enlistment. (Also known as Effective Date of Current Enlistment, Reenlistment, or Extension.) Format: YYYYMMDD. Applicable only to enlisted members. If not applicable or unknown, report all zeros. The date when an enlisted member is projected to leave active service. The date will reflect executed agreements to extend enlistment, whether or not they have become operative. (Also known as Date of Expected Termination of Enlisted Active Service.) Format: YYYYMMDD. Applicable only to enlisted members. If not applicable or unknown, report all zeros. 21 ENCLOSURE 4

22 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References Uniformed Service Rank Effective Calendar Date Pay Plan and Grade a. Pay Plan Code b. Pay Plan Grade Code 374 c. Pay Grade Modifier Code Uniformed Service Rank Code The date that establishes the relative seniority of a member among others who possess the same pay grade. Format: YYYYMMDD. If unknown, report all zeros. Reporting related to a schedule for monetary compensation and a sequential level within that schedule used to determine the rate of military Basic Pay. The code that represents a schedule for monetary compensation. ME MW MO Enlisted Warrant Officer Commissioned Officer The code that represents a sequential level within a pay plan. The valid domain values for each value of Pay Plan Code are as follows: ME Enlisted grades 1 to grade 9 MW Warrant Officer grades 1 to 5 MO Commissioned Officer grades 1 to 11 The code that identifies an increased level of compensation for one or more grades within a pay plan. If not applicable, report Z. M E C Serving as the senior enlisted member of an Armed Force (Applicable only if the Pay Plan Code is ME and the Pay Plan Grade Code equals 09.] Member has over 4 years of active enlisted and/or warrant officer service (Applicable only if the Pay Plan Code equals MO and the Pay Plan Grade Code equals 01, 02, or 03.) Serving as a Chief of Service or as Chairman or Vice Chairman of the Joint Chiefs of Staff (Applicable only if Pay Plan Code equals MO and the Pay Plan Grade Code equals 10 or 11.) The code that represents a designation of a level of authority within a Uniformed Service. See attachment 7 for a list of domain values and definitions. (Note that some values are not applicable to U.S. Military Service members.) If unknown, report 999. DDDS 20374, approved, proposed changes DDDS 20369, approved, proposed changes DDDS 23513, approved 22 ENCLOSURE 4

23 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References Filler Report all blanks Active Federal Military Officer Service Base Calendar Date Military Aeronautical Rating Code Enlisted Career Category Code Primary Service Occupation Code The constructed date that establishes the beginning of a member's creditable Active Federal military service as an officer. This date is adjusted for breaks in service and lost time. (Also known as Basic Active Officer Service Date.) Applicable only to officers. Format: YYYYMMDD. If not applicable or unknown, report all zeros. See related Field 27. The code that represents a member's rating for aeronautical service. Potentially applicable to both enlisted members and officers. If not applicable or unknown, report Z. A B C D E F G H J K L Astronaut Fixed-wing pilot Rotary-wing pilot Fixed- or rotary-wing pilot Navigator or weapons system operator Observer Flight Surgeon Crew member, other Non-crew member Naval flight officer Student aviator The Service-specific code that represents the assigned career field of an enlisted member. (Also known as Career Management Field.) Applicable only to Army enlisted members. If not applicable or unknown, report 99. The Service-unique code or set of codes that represents the primary military occupation of a member. If any portion is not applicable or unknown, report all blanks for that portion a. Enlisted Army: Report the primary MOS, Skill Level, SQI, and ASI. Navy: Report the primary Rating and NEC. Marine Corps: Report the primary MOS and three blanks. Air Force: Report the primary AFSC, including prefix and suffix. 23 ENCLOSURE 4

24 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References a. Enlisted (continued) Coast Guard: Report the primary Grade/Rate Structure Code and two blanks b. Warrant Officer Army: Report the primary MOS, SQI, and ASI c. Commissioned Officer Navy: Marine Corps: Air Force: Coast Guard: Army: Navy: Marine Corps: Air Force: Coast Guard: 398 d. Filler Report all blanks Secondary Service Occupation Code Report the Designator and AQD. Report the primary MOS and three blanks. Report seven blanks. Report the primary Grade/Rate Occupation Code and four blanks. Report the Branch AOC, first SI, and second SI. Report the Designator and first AQD. Report the primary MOS and three blanks. Report the primary AFSC, including prefix and suffix. Report the primary Occupational Field, Occupied Billet Code, and four blanks. The Service-unique code or set of codes that represents the secondary military occupation of a member. If any portion is not applicable or unknown, report all blanks for that portion a. Enlisted Army: Report the secondary MOS, Skill Level, SQI, and ASI. Navy: Marine Corps: Air Force: Coast Guard: Report the secondary Rating and NEC. Report the secondary MOS and three blanks. Report the secondary AFSC, including prefix and suffix. Report seven blanks b. Warrant Officer Army: Report the secondary MOS, SQI, and ASI. Navy: Marine Corps: Air Force: Coast Guard: Report the Sub-specialty Code and two blanks. Report the secondary MOS and three blanks. Report seven blanks. Report seven blanks. 24 ENCLOSURE 4

25 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References c. Commissioned Officer Army: Navy: Marine Corps: Air Force: Coast Guard: 406 d. Filler Report all blanks Officer Career Category Code Professional Military Education 409 a. Professional Military Education Level Code 410 b. Joint Professional Military Educational Level Code Report the Secondary Branch/Functional Area Code, and SI code. Report the Sub-specialty Code and two blanks. Report the secondary MOS and three blanks. Report the secondary AFSC, including prefix and suffix. Report the secondary Occupational Field, Occupied Billet Code, and four blanks. The code that represents the assigned career field of an officer. See attachment 8 for a list of domain values and definitions. In general the value can be derived from the value of the primary Service Occupation Code. (Also known as Basic Branch and Competitive Category.) Applicable only to officers. If not applicable or unknown, report ZZ. The code that represents the highest level of professional military education completed by an officer in person or by correspondence. See attachment 9 for a list of schools and courses that are included under each level. Applicable only to officers. If not applicable or unknown, report 9. 1 Senior Service school 2 Intermediate Service school 3 Skill progression school 4 Initial skill school The code that represents the highest level of joint professional military education completed by an officer in person or by correspondence. See attachment 9 for a list of schools that are included under each level. Applicable only to officers. If not applicable or unknown, report Z. A B C Advanced Intermediate Initial 25 ENCLOSURE 4

26 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References c. Joint Professional Military Education Effective Calendar Date Command Status Code AFQT Percentile Score Quantity Permanent Duty Station Arrival Calendar Date Permanent Duty Station Departure Calendar Date Home of Record a. Home of Record U.S. State Alpha Code b. Home of Record Country Code The date when an officer's highest level of joint professional military education came into effect. Format: YYYYMMDD. Applicable only to officers. If not applicable or unknown, report all zeros. The code that represents the command status of an officer who is qualified to serve as a unit commander, regardless of current eligibility for administrative or functional pay. Applicable only to commissioned officers. If not applicable or unknown, report 9. 1 Currently in command of a unit 2 Previously commanded a unit 3 Never commanded a unit Filler Report all blanks. The number that represents the percentile score calculated from the raw scores of designated subtests of the ASVAB, or of predecessor military enlistment entrance tests designated as the basis for calculation of the AFQT percentile. Valid values: Applicable only to enlisted members. If not applicable or unknown, report 00. The date a member arrived at his or her current permanent duty station. Format: YYYYMMDD. If not applicable or unknown, report all zeros. The date a member departed his or her last permanent duty station. Format: YYYYMMDD. If not applicable or unknown, report all zeros. The alphabetic code that represents the principal divisions and outlying and associated areas of the U.S. for the residence declared by a member at the time of the latest entry to active service. See attachment 4 for a list of domain values and definitions. If non-u.s. or unknown, report ZZ. The code that represents the principal geopolitical entity of the world for the residence declared by a member at the time of the latest entry to active service. See attachment 5 for a list of domain values and definitions. Report U.S. for the 50 States and District of Columbia and the appropriate value for other U.S. and all non-u.s. territory. If unknown, report ZZ. DDDS 17408, approved DDDS 14392, approved 26 ENCLOSURE 4

27 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References Officer Active Status Projected End Calendar Date Active Duty Loss Incentive Data a. Active Duty Loss Incentive Eligibility Begin Calendar Date 462 b. Active Duty Loss Incentive Status Code 463 c. Active Duty Loss Incentive Type Code The date an officer must be removed from Active status due to applicable maximum service, time in grade, or age criteria. (Also known as Officer Mandatory Removal Date.) Format: YYYYMMDD. Applicable only to officers. If the value is indefinite, report the projected date of retirement. If not applicable or unknown, report all zeros. The date a member became eligibility for an active duty early separation, transfer, or retirement incentive program. Format: YYYYMMDD. If not applicable, report all zeros. The code that represents the status of a member in regards to an active duty early separation, transfer, or retirement incentive program. If not applicable, report Z. A B C D Member is eligible for one or more programs Member has applied for a program Member s application for a program has been approved Member s application for a program has been denied The code that represents the kind of active duty early separation, transfer, or retirement incentive for which a member is eligible or has applied. Values A and B are applicable only if Active Duty Loss Incentive Status Code (Field 57b) equals A. If not applicable, report Z. A B E F S V VSI, SSB, or early retirement VSI or SSB Early retirement, voluntary Early retirement, involuntary SSB VSI Filler Report all blanks. 27 ENCLOSURE 4

28 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References Assigned Base Facility Identifier Assigned Unit Major Command Code Assigned Unit Identification Code Assigned Unit Location a. Assigned Unit Location U.S. State Alpha Code b. Assigned Unit Location Country Code The identifier that represents the base to which a member is assigned. See attachment 10 for a list of domain values and definitions. If unknown, report all zeros. The Service-unique code that represents the highest level organization of the assigned unit. If unknown, report ZZZ. Army: Navy: Marine Corps: Air Force: Coast Guard: Report the Command Assignment Code and one blank. Report the Navy Claimant Code and one blank. Report the Monitoring Command Code. Report the PAS Major Command Identifier and PAS Sub-command Identifier. Report three blanks. The Service-unique code that represents the unit to which a member is assigned. If unknown, report all Zs. Army: Navy: Marine Corps: Air Force: Coast Guard: Report a W, the UIC, and one blank. Report an N, the UIC, and one blank. Report an M, the RUC, and one blank. Report an F, the unit portion of the PAS Code, and two blanks. Report the UIC. The alphabetic code that represents the principal divisions and outlying and associated areas of the U.S. for the normal shore or homeport location of the unit to which a member is assigned. See attachment 4 for a list of domain values and definitions. If non-u.s. or unknown, report ZZ. The code that represents the principal geopolitical entity of the world for the normal shore or homeport location of the unit to which a member is assigned. See attachment 5 for a list of domain values and definitions. Report U.S. for the 50 States and District of Columbia and the appropriate value for other U.S. and all non-u.s. territory. If unknown, report ZZ. DDDS 17408, approved DDDS 14392, approved 28 ENCLOSURE 4

29 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References c. Assigned Unit Location U.S. Postal Region ZIP Identifier and Extension Identifier Duty Unit Identification Code Duty Service Occupation Code The identifier that represents a designated USPS mail service region and a definitive delivery drop within the region for the normal shore or homeport location of the unit to which a member is assigned. If the Extension Identifier is unknown, report all zeros in the last four positions of the field. If non-usps or unknown, report all Zs. The Service-unique code that represents the unit to which a member has reported for duty. If unknown, report all zeros. Army: Navy: Marine Corps: Air Force: Coast Guard: Report a W, the UIC, and one blank. Report an N, the UIC, and one blank. Report an M, the RUC, and one blank. Report an F, the unit portion of the PAS Code, and two blanks. Report the UIC. The Service-unique code or set of codes that represents the military occupation of a member's duty position. If any portion is not applicable or unknown, report all blanks for that portion a. Enlisted Army: Report the duty MOS, Skill Level, SQI, and ASI. Navy: Marine Corps: Air Force: Coast Guard: Report the distributed Rating and NEC. Report the duty MOS and three blanks. Report the duty AFSC, including prefix and suffix. Report the duty Grade/Rate Structure Code and two blanks b. Warrant Officer Army: Report the duty MOS, SQI, and ASI c. Commissioned Officer Navy: Marine Corps: Air Force: Coast Guard: Army: Navy: Marine Corps: Air Force: Report the NOBC and three blanks. Report the duty MOS and three blanks. Report seven blanks. Report the Officer Billet Code System and three blanks. Report the primary Duty Branch/Functional Area/Immaterial Code, AOC, and SI Code. Report the NOBC and three blanks. Report the duty MOS and three blanks. Report the duty AFSC, including prefix and suffix. DDDS and 33365, approved 29 ENCLOSURE 4

30 Field Position Data Element Name Data Element Description, Coding Instructions, and Remarks References c. Commissioned Officer (continued) Coast Guard: 531 d. Filler Report all blanks Military Flying Status Code Defense Program Planning a. Defense Program Planning Code Report the Officer Billet Code System and three blanks. The code that represents whether a member is receiving flight pay for current duties. If not applicable or unknown, report 9. 1 On flying status b. Filler Report all blanks Duty Base Facility Identifier Duty Unit Major Command Code 2 Not on flying status The code that represents a primary object in the FYDP that corresponds to a particular mission within a major defense program. See DoD H (reference (k)) for a list of domain values and definitions. This code provides the linkage between the planning, programming, and budgeting phase and the execution phase of the budget and accounting cycle. (Also known as Program Element Code.) If no value is available for Army members, report a value derived from the Army Management Structure Code. If unknown, report all Zs. The identifier that represents the base to which a member has reported for duty. See attachment 10 for a list of domain values and definitions. If unknown, report all zeros. The Service-unique code that represents the highest level organization of the unit to which a member has reported for duty. If unknown, report ZZZ. Army: Navy: Marine Corps: Air Force: Coast Guard: Report the Command Assignment Code and one blank. Report the Navy Claimant Code and one blank. Report the Monitoring Command Code. Report the PAS Major Command and Sub-command Identifiers. Report three blanks. 30 ENCLOSURE 4