805C-COM-6007 Maintain Unit Mailroom Status: Approved

Transcription

1 Report Date: 13 Feb C-COM-6007 Maintain Unit Mailroom Status: Approved Distribution Restriction: Approved for public release; distribution is unlimited. Destruction Notice: None Foreign Disclosure: FD7 - This product/publication has been reviewed by the training/educational developers in coordination with the [installation/activity name] FD authority. This product is NOT releasable to students from foreign countries. Page 1

2 Conditions: Commander has designated appropriate space for unit mail facility in accordance with DoD Guidance. Commander or Unit Mail Officer has properly assigned you as the Unit Mail clerk using DD Form 285. You have completed appropriate mail handlers course. Postal Officer has placed you on the Unaccompanied Access Memorandum. You have access to AR (Unit Postal Operations), DoD M (Department of Defense Postal Manual), Directory File Cards, DD Form 2558, and individual mail receptacles. You are required to maintain the unit mailroom receptacles. The Unit is deployed in support of forces engaged in full spectrum operations or in garrison operations. Conventional attacks by hostile aircraft and operations by ground elements are possible. Threat capabilities also include information gathering, hostile force sympathizers, and terrorist activities in a chemical, biological, radiological, nuclear (CBRN) environment. This task should not be trained in MOPP 4. Standards: Maintain mail receptacles, postal files and condition of UMR in accordance with established policies and regulatory guidance Special Conditions: None Safety Risk: Low MOPP 4: Never Cue: None Task Statements None DANGER None WARNING None CAUTION Remarks: None Notes: Managing risks is the responsibility of all leaders. Regardless of where the task is conducted, field or garrison, the identifications of possible hazards for personnel and equipment is essential to mission accomplishment. Risk management activities are continuous and are performed simultaneously with other operational tasks. Once identified potential hazards must be eliminated or reduced to an acceptable level. Leaders must always consider the local constraints and restrictions for their current operating area. Page 2

3 Performance Steps 1. Assign mail receptacles (here after referred to as receptacles) to authorized users. a. (CONUS) Assign receptacles only to personnel that do not receive USPS service at Quarters. b. (OCONUS) Assign receptacles to only one person (consider sponsor, spouse and dependants one person). c. Assign receptacle that has been unused longest first. d. Record sponsors name, date of receptacle issue, receptacle combination and any combination changes on DD Form 2262 (Receptacle Record). e. Label rear of receptacle with sponsor's name, if dependent's last name is different from sponsors label with both names. f. Issue combination to sponsor on DD Form 2263 (Mailing Address/Combination Notice). 2. Maintain receptacles. a. Check front of receptacles daily for damage. b. Coordinate major repairs for receptacles requiring the facility engineers with postal supervisor. c. Lubricate combination or key lock wheels with powdered or flaked graphite. d. Issue new receptacle if receptacle cannot be secured and cannot be repaired in a reasonable time. e. Check receptacles for excess accumulation of mail. f. Change key lock cylinder or combination anytime key or combination are believed to be compromised or when receptacle is withdrawn. g. Record combination or serial number of key on DD Form h. Maintain at least two duplicate keys in safe place out of reach of patrons. 3. Withdraw receptacle on departure of responsible individual. a. Remove all mail and route to new address or directory section. b. Remove name from back of receptacle. c. Block rear of receptacle to ensure mail is not accidently placed in receptacle. d. Remove DD Form 2262 from active file and indicate date of closure. e. Change lock cylinder or combination and indicate on Maintain Postal files. a. Initiate Directory file using DA Form 3955 (Change of Address Form) on all members of command assigned, attached or scheduled to arrive. b. Ensure upon in / out processing all members of command fill out two (2) copies of DA Form 3955, one for UMR records and one for servicing Postal Facilities' records. c. Maintain directory file in alphabetical order regardless of rank. d. Maintain DA Form 3955 in departed file for 12 months after individual departs command. e. Review directory file at beginning of each month, remove and destroy all expired DA Form f. Initiate a DD Form 2262 for every member of command issued a mail receptacle regardless of disposition. Page 3

4 g. File active DD Form 2262 in numerically order. h. File DD Form 2262 chronologically by closure date in an inactive file. i. Initiate DD Form 2258 (Temporary Disposition of Mail Instructions) for all members whose duty status is other than Present for Duty (PDA). j. Indicate sponsor's status on DD Form 2258, have sponsor sign form and indicate disposition for mail received during absence if possible, if not contact sponsor's commander for status. k. Maintain DD Form 2258 on rear of receptacle, remove and destroy once sponsor's duty status returns to PDA. l. Maintain copy of all PS Form 3849 (Delivery Notification Receipt) for accountable mail, return original signed form to servicing Postal Facility. m. File PS Form 3849 in order by the last two digits of the identifying article number and year of delivery, retain on file for two years. n. Maintain a copy of DD Form 285 for all personnel assigned unit mail duties, to include Unit Mail Orderlies. 5. Maintain security of UMR. a. Limit access to UMR to designated unit mail personnel conducting official business, allow maintenance personnel or work details access only when escorted by unit postal personnel. b. Safeguard key to UMR, combination to safe and receptacles. c. Change combination to accountable mail storage area annually or each time any UMR personnel's DD Form 285 is revoked. d. Maintain copy of UMR keys in an envelope signed by unit mail clerk and unit postal officer in a safe in a location away from UMR. e. Ensure security of mail at all times while UMR is open, never leave UMR open and unattended. f. Ensure unauthorized personnel do not have access to mail or postal files. 6. Maintain UMR. a. Ensure UMR is free of loose garbage or excess non-postal related material. b. Ensure no briefcases, backpacks, bags or articles that are not postal related are brought into the UMR. c. Screen all held mail weekly to ensure sponsor's current status. Notify Postal Supervisor daily of mail not being picked up. d. Do not open personal mail in the UMR. e. Ensure copies of DD Form 1115 (No Admittance / Hours of operation), PS Poster 84 (Suspicious mail or packages poster) and correctly filled out DD Form 3955 are posted where they are observable by all customers. (Asterisks indicates a leader performance step.) Evaluation Guidance: Score the Soldier GO on performance measures passed. Score the Soldier NO GO on any performance measure failed. The Soldier must score a GO on all performance measures to receive a GO on the task. If the Soldier scores NO GO, show the Soldier what was wrong. Evaluation Preparation: Provide the Soldiers with the material listed in the Conditions statement. Brief the Soldiers on their requirement to perform each performance measure correctly in order to receive a GO. PERFORMANCE MEASURES GO NO-GO N/A 1. Receptacles are assigned properly. 2. Receptacles are maintained properly. 3. Receptacles are withdrawn properly. 4. Postal files are maintain in accordance with regulations. 5. UMR is secure at all times with limited access to personnel not authorized access. 6. UMR is maintained in a neat and orderly fashion. Page 4

5 Supporting Reference(s): None TADSS : None Equipment Items (LIN): None Materiel Items (NSN) : Step ID NSN LIN Title Qty No materiel items specified Environment: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to the current Environmental Considerations manual and the current GTA Environmental-related Risk Assessment card. Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM Environmental Considerations and GTA ENVIRONMENTAL-RELATED RISK ASSESSMENT. Safety: In a training environment, leaders must perform a risk assessment in accordance with current Risk Management Doctrine. Leaders will complete the current Deliberate Risk Assessment Worksheet in accordance with the TRADOC Safety Officer during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations, (METT-TC). Note: During MOPP training, leaders must ensure personnel are monitored for potential heat injury. Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the MOPP work/rest cycles and water replacement guidelines IAW current CBRN doctrine. Safety in performing tasks and within the work/task environment is everyone's responsibility. Supervisors and leaders must insure a safe and healthful workplace by inspecting the area for hazards and promptly taking action as required to correct hazards. Leaders increase safety by ensuring that Soldiers and Army civilians are trained and competent to perform their work safely, efficiently, and effectively. Counsel and take action as necessary with Soldiers or Army civilians who fail to follow safety standards, rules and regulations, including the use of personal protective clothing and equipment, and seatbelts. Leaders should hold all personnel accountable for accidents and property damage, occurring in operations under their direct supervision and control. (See AR THE ARMY SAFETY PROGRAM). In a training environment, leaders must perform a risk assessment in accordance with FM 5-19, Composite Risk Management. Leaders will complete a DA Form 7566 COMPOSITE RISK MANAGEMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations, (METT-TC). Note: During MOPP training, leaders must ensure personnel are monitored for potential heat injury. Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the MOPP work/rest cycles and water replacement guidelines IAW FM , NBC Protection, FM , CBRN Decontamination. Prerequisite Individual Tasks : None Supporting Individual Tasks : None Supported Individual Tasks : None Supported Collective Tasks : Task Number Title Proponent Status 12-EAC-1253 Provide Postal Support (HR CO) 12 - Adjutant General (Collective) Approved Knowledges : Knowledge ID 805C-K-1353 K8024 K8018 K8013 K8004 K C-K C-K C-K-1152 Knowledge Name Know designation and termination of military postal clerk Where combinations are stored Which containers conform to federal specifications Who conducts security checks Who the S1 is When combinations are changed Know what a Return Receipt for Domestic Mail is. Know the standards for determining if someone is an authorized patron Know to keep ordinary mail seperate from accountable mail Page 5

6 805C-K-1322 Know the qualifications of your clerk 805C-K-1153 Know how to lift heavy parcels properly 805C-K-1314 Know that postal offense reports must be sent within 72 hours 805C-K-0340 Know what PS Form is used for Numbered Insured mail. 805C-K-1145 Know the different types of contamination (NBC) K8012 Who control the locks and keys 805C-K-1146 Know how to contact the local NBC authorities 805C-K-0338 Know what PS Form is used for Certified mail. 805C-K-1147 Know the segregation/destruction procedures for contaminated mail 805C-K-1309 Know how to deliver mail too large for mail receptacle 805C-K-0352 Know what Restricted Delivery is. 805C-K-1311 Know how to fill out PS Form C-K-1312 Know what constitutes postal effects 805C-K-0350 Know what a Certificate of Mailing is. 805C-K-1313 Know the minimum required information for a postal offense report 805C-K-1137 Know how to recognize a closed body vehicle 805C-K-0349 Know what PS Form is used for Registered mail. 805C-K-1307 Know how to issue a mail receptacle 805C-K-1308 Know how to close a mail receptacle 805C-K-0667 What publications apply to task. 805C-K-0347 Know what Registered mail is. 805C-K-0657 What is a military address and its components. 805C-K-0658 What is an office symbol and its components. 805C-K-0329 Know what oversized mail is. 805C-K-1091 Know how to use a combination padlock 805C-K-0337 Know what Certified mail is. 805C-K-0333 Know what the proper steps are in processing domestic mail using the manual method. 805C-K-0332 Know what a proper return address and forwarding address is. 805C-K-0936 Know how the rank should appear 805C-K-0935 Know how the organization name should be entered 805C-K-0253 Know how to write legibly using authorized abbreviations 805C-K-0278 Know what an active duty military ID card looks like. 805C-K-0947 Local filing procedures. 805C-K-1099 Know who is authorized to conduct audits 805C-K-1203 Know that "hold mail" is screened weekly 805C-K-1205 Know the procedures for disposal of undeliverable mail 805C-K-1204 Know how to endorse undeliverable mail 805C-K-1206 Know that directory service is provided to balloting material immediately 805C-K-1209 Know the procedures for handling Casualty Mail 805C-K-1267 Know that PS Form 3831 is a receipt for articles damaged in the mail 805C-K-1208 Know that undeliverable perishable items must be disposed of immediately 805C-K-1194 Know that directory mail must be "back-stamped" 805C-K-1192 Know that the bar code must be obliterated K8106 What a casualty is 805C-K-1196 Know that "General Delivery" mail is held for 30 days 805C-K-1198 Know that maximum hold time is 30 days unless person is due to arrive 805C-K-1197 Know that accountable mail (except Express) is initially held for 15 days 805C-K-1219 Know how to recognize properly completed Postal Forms and Labels 805C-K-1221 Know how to recognize properly addressed letters and parcels 805C-K-1210 Know the process for delivering balloting mail 805C-K-1213 Know how to recognize a dependent ID card K8098 What determines a change in status 805C-K-1234 Know that it is a customer responsibility to comply with Postal Regulations 805C-K-1235 Know that letters may not contain gold, jewels or precious stones 805C-K-0870 Know how to use a regulation 805C-K-1217 Know what items are considered restricted from mailing 805C-K-1079 Know how to initiate a postal offense investigation 805C-K-1165 know how to fill out PS Form 3883 K8009 Who is the Security Officer/NCO 805C-K-0509 Safety requirements Page 6

7 805C-K-1163 Know that PS Form 3883 is used to deliver accountable mail 805C-K-0514 Know what a reserve military ID card looks like 805C-K-1162 Know that mail orderlies are not authorized access to the MPO without the UMC 805C-K-1169 Know that UMC's 285 card must be marked "personal all/official all" to sign for all acct. mail 805C-K-1167 Know the disposition of PS Form C-K-1157 Know how to redirect missent mail 805C-K-1154 Know how to stack mail properly 805C-K-1292 Know the procedures for destroying undeliverable mail 805C-K-1161 Know that mail orderlies are not authorized to sign for accountable mail 805C-K-1160 Know that DD Form 285 is required for all mail clerks/orderlies 805C-K-1279 Know that only authorized personnel are allowed access to mail or postal facilities 805C-K-1280 Know that a mailguard may be required to transport mail 805C-K-0371 Privacy Act 805C-K-0433 Know the different types of equipment designations and combinations 805C-K-0466 Know what the International Mail Manual is. K8085 What materials have to be kept in containers 805C-K-1281 Know that a keyed/combination lock is required to secure closed-body vehicles 805C-K-1036 Know how to change date 805C-K-1175 Know that postage is found in the upper right corner of the addressed side of mail 805C-K-1170 Know that Restricted Delivery mail is delivered only on PS Form C-K-1178 Know how to recognize properly sorted and faced mail K8076 What security measures need to be taken Skills : Skill ID Skill Name 805C-S-0686 Ability to determine if carrier requires a mailguard 805C-S-0246 Ability to read and apply DoD M 805C-S-0685 Ability to detect and prevent compromise to the mail 805C-S-0692 Ability to determine origin of the mail 805C-S-0690 Ability to contact MPSA 805C-S-0084 How to read and interpret information 805C-S-0697 Ability to notify personnel effected by loss of mail 805C-S-0706 Ability to recognize a postal offense 805C-S-0712 Ability to recognize a fake or altered ID card 805C-S-0066 Employ proper filing procedures for DA Forms 805C-S-0093 Ability to alphabetize 805C-S-0307 Ability to file postal records 805C-S-0126 Establish suspense dates 805C-S-0313 Identify personal mail 805C-S-0314 Identify official mail 805C-S-0438 Ability to interperet information on ID cards 805C-S-0663 Identify directory mail stamp 805C-S-0001 Locate, interpret and apply Army Regulations 805C-S-0117 Interpret and apply procedural guidance 805C-S-0170 Ability to research publications. 805C-S-0073 Ability to read, interpret, and apply the DMM 805C-S-0381 Ability to screen "hold mail" 805C-S-0378 Ability to determine if mail is entitled directory service 805C-S-0375 Ability to prevent any delay of the mail 805C-S-0094 Preserve privacy of Soldier 805C-S-0092 Ability to arrange numbers in sequence 805C-S-0335 Ability to unload mail without damage or further damage 805C-S-0329 Ability to quickly notify proper authorities for contaminated mail 805C-S-0330 Ability to handle contaminated mail properly 805C-S-0331 Ability to segregate and destroy contaminated mail 805C-S-0332 Ability to communicate effectively the class of mail and extent of contamination 805C-S-0746 Ability to quick reference the DoD Postal Manual 805C-S-0324 Identify accountable mail 805C-S-0325 Be able to determine the disposition of mail 805C-S-0328 Ability to visually identify contaminated mail Page 7

8 805C-S-0321 Identify registered mail 805C-S-0322 Identify directory mail endorsement 805C-S-0350 Ability to recognize DD Form C-S-0720 Ability to identify correct procedures for processing mail manually 805C-S-0719 Ability to quick reference the IMM 805C-S-0351 Ability to verify information on DD Form C-S-0718 Identify PS Form C-S-0738 Ability to communicate with chain of command 805C-S-0348 Ability to identify and separate accountable mail from ordinary mail 805C-S-0722 Ability to identify improperly endorsed mail and make "on-the-spot" corrections 805C-S-0736 Identify actions that could result in loss of MPS privileges 805C-S-0342 Ability to identify missent mail 805C-S-0733 Ability to fill out DD Form C-S-0730 Ability to change safe combination 805C-S-0338 Ability to lift mail properly to avoid injury 805C-S-0717 Identify PS Form C-S-0337 Ability to locate addressee address on incoming mail Page 8