805C-COM-6004 Supervise Unit Postal Services Status: Approved

Transcription

1 Report Date: 13 Feb C-COM-6004 Supervise Unit Postal Services 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: The Commander has designated you to serve as the Unit Postal or Assistant Postal Officer. You have completed the appropriate Postal Officers training course. You have access to AR (Unit Postal Operations), DoD M (Department of Defense Postal Manual) and a copy of Unit Mailroom Inspection Check sheet. You are designated on the units Unaccompanied Access Memorandum for the Unit Mailroom. You oversee the collection and distribution of mail and daily operation of the unit mail facility. The unit is in garrison or is deployed in support of forces engaged in full spectrum 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: Conduct daily and monthly inspections of unit Mailroom using Unit Mailroom Inspection check sheet. Corrective action is taken on all noted deficiencies in accordance with established command 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. Appoint Unit Mail Handlers on DD Form 285 (Appointment of Military Postal Clerk). a. Ensure unit mail clerks and orderlies meet Unit postal personnel qualifications IAW AR b. Verify that Unit mail handlers have unit mail handlers training. c. Properly fill out and sign DD Form Conduct Daily inspection of Unit Mailroom. a. Validate accountable mail. b. Audit accountable mail that is undeliverable. c. Inspect for cleanliness. 3. Conduct Weekly inspection of Unit Mailroom (UMR). a. Verify that all postal records are maintained properly. b. Verify all mail is routed properly and in a timely fashion. c. Ensure receptacles are assigned properly and cleared of excess mail. d. Ensure all deficiencies from previous weekly inspection are corrected. 4. Conduct Monthly inspection of Unit Mailroom. a. Use Unit Mailroom checklist to complete inspection. b. Check - (1) Verify unit has provided adequate, separate and secure area for UMR operations. (2) Ensure only authorized UMR personnel have access to Unit Mailroom. (a) Verify all UMR are properly identified on unaccompanied access roster. (b) Ensure keys and combinations to UMR are secure with duplicate copies secured in separate location. (3) Verify all applicable regulations are available to UMR personnel. (4) Verify UMR personnel are designated properly. (5) Ensure UMR personnel have received proper postal training. (6) Verify that DD Forms 285 and DD Form 2260 (Unit Mail Clerk/Orderly Designation Log) are properly maintained IAW regulations. (7) Verify UMR personnel are familiar with requirements for mail security. (a) Ensure UMR personnel only use approved Military vehicle for mail transportation. (b) Verify mail is in UMR personnel's possession at all times, during transportation to UMR, after receiving from distribution center. (8) Verify UMR personnel are familiar with requirements for receipt and distribution of accountable mail. (a) Ensure accountable mail is delivered directly to addressee or authorized agent. Page 3

4 (b) Verify accountable mail maintained separately from non-accountable mail. (c) Ensure PS Form 3849 (Delivery Notification Receipt) is signed by address upon receipt of accountable mail. (d) Verify registered mail stored overnight is secure in appropriate security container that meets the requirements for storing SECRET materials. (e) Verify all accountable mail is accounted for and copy of PS Form 3849 is filed properly. (9) Verify proper use of mail receptacles. (a) Ensure mail receptacles are issued to only one individual. (b) Verify receptacles that have been unused longest are reissued first. (c) Verify DD Form 2262 (Receptacle Record Card) are filled out and filed properly. (d) Verify each receptacle is labeled correctly. (e) Verify receptacle lock or combination is changed within 5 days of withdrawal of receptacle privileges and annotated on DD Form (f) Ensure receptacles do not have an over accumulation of mail. (g) Verify DD Form 2258 (Temporary Mail Disposition) are annotated correctly to indicate status of addressees and proper disposition of mail. (10) Check proper handling and delivery of personal mail. (a) Verify unit postal directory is maintained and current. (b) Verify personal, official and accountable mail are maintained separately. (c) Verify all mail is accounted for. (d) Verify mail is back stamped with current date. (e) Ensure mail is delivered as addressed. (f) Check mail that is undeliverable as addressed is properly labeled and forwarded. (g) Check mail refused by addressee is labeled and returned to sender. (11) Ensure UMR personnel know proper procedures for open or damaged mail. (a) Verify that open mail is endorsed as "Open upon receipt" and delivered to addressee. (b) Verify damaged mail is endorsed and processed IAW regulations. (12) Verify UMR personnel are familiar with proper procedures for mail suspected of containing harmful substances. (a) Ensure USPS poster 84, "Suspicious Mail" poster, is posted in UMR. (b) Verify Unit Mail personnel know to isolate suspected article, evacuate the area and place suspected article in water or a confined space. (c) Verify that Unit Mail personnel know POC's for mail suspected of containing harmful substances. (13) Verify that UMR personnel are aware of proper procedures for unit personnel that are - (a) AWOL - Verify mail for personnel is held IAW regulations. (b) Inbound - Verify mail received for personnel due to arrive at unit is held until personnel arrive at unit. Page 4

5 (c) Deceased - Ensure mail for personnel KIA or MIA is forwarded to appropriate level and is held until notification of next of kin. (14) Verify that the UMR personnel have posted correct copies of UMR hours of operation, Units correct mailing address and correctly filled out Change of Address card. (15) Ensure UMR personnel understand what constitutes Postal Offenses, to whom Postal offenses are reported and the appropriate actions to take if a Postal Offense occurs. (16) Verify UMR personnel only have access to mail receptacles for personnel assigned to their unit. (17) Verify all deficiencies noted on previous inspection are corrected. 5. Verify UMR personnel are aware of procedures for identifying and reporting Postal Violations. a. Verify UMR personnel know what constitutes a mail offense. b. Verify UMR personnel understand procedures for reporting postal offenses. 6. Notify the Unit S1 and subordinate and supported units leadership of changes in mail procedures or operations. (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. Unit Mail Handlers are appointed on DA Form 285 (Appointment of Military Postal Clerk). 2. Daily inspection of Unit Mailroom (UMR) are conducted. 3. Weekly inspection of Unit Mailroom are conducted. a. Check all postal records are maintained properly. b. Check all mail is routed properly and in a timely fashion. c. Check receptacles are assigned properly and cleared of excess mail. d. Ensure all deficiencies from previous weekly inspection are corrected. 4. Monthly inspections of Unit Mailroom are conducted using checklist. 5. Postal violations are reported to proper authorities within prescribed time line. 6. Unit S1 and subordinate and supported units leadership are notified of changes in mail procedures or operations. Supporting Reference(s): Step Number Reference ID Reference Name Required Primary AR Postal Operations No No DOD M DoD Postal Manual Yes No TADSS : None Equipment Items (LIN): None Materiel Items (NSN) : Step ID NSN LIN Title Qty No materiel items specified Page 5

6 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 C-K C-K C-K C-K C-K C-K-1209 K059 K1508 K C-K-1194 K8018 K C-K C-K-0692 K C-K C-K-1197 K C-K C-K C-K C-K-0999 Knowledge Name Know that "hold mail" is screened weekly Know how to endorse directory mail UMR generating procedures. Know the procedures for disposal of undeliverable mail Know how to endorse undeliverable mail Know that directory service is provided to balloting material immediately Know the procedures for handling Casualty Mail ARIMS Filing System privacy act statement Where combinations are stored Know that directory mail must be "back-stamped" Which containers conform to federal specifications Who conducts security checks Know that "General Delivery" mail is held for 30 days Local Routing Procedures. Who the S1 is Know that maximum hold time is 30 days unless person is due to arrive Know that accountable mail (except Express) is initially held for 15 days When combinations are changed Know how to recognize properly completed Postal Forms and Labels Know how to recognize properly addressed letters and parcels Know to keep ordinary mail seperate from accountable mail Contents of DoD M Page 6

7 805C-K-1147 Know the segregation/destruction procedures for contaminated mail 805C-K-1148 Know how to contact MPSA if contaminated mail must be destroyed 805C-K-1210 Know the process for delivering balloting mail 805C-K-1076 Know how to dispatch Outgoing Registered Mail 805C-K-1075 Know how to prepare PS Form C-K-1234 Know that it is a customer responsibility to comply with Postal Regulations 805C-K-1137 Know how to recognize a closed body vehicle 805C-K-1217 Know what items are considered restricted from mailing 805C-K-1165 know how to fill out PS Form C-K-1164 Know that PS Form 3849 is used to deliver personal accountable mail 805C-K-1163 Know that PS Form 3883 is used to deliver accountable mail 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-1168 Know the disposition of PS Form C-K-1167 Know the disposition of PS Form C-K-1166 Know how to fill out PS Form C-K-0336 Know what the proper endorsements are for domestic mail classes. 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-0332 Know what a proper return address and forwarding address is. 805C-K-1188 Know that incomplete addresses can be corrected "if known" 805C-K-1170 Know that Restricted Delivery mail is delivered only on PS Form 3849 Skills : Skill ID Skill Name 805C-S-0138 Interpret and apply unit SOPs 805C-S-0686 Ability to determine if carrier requires a mailguard 805C-S-0121 Orgainize materials 805C-S-0685 Ability to detect and prevent compromise to the mail 805A-S-0042 Complete Forms 805C-S-0694 Ability to communicate your postal responsibilities effectively to a site coordinator 805C-S-0697 Ability to notify personnel effected by loss of mail 805C-S-0381 Ability to screen "hold mail" 805C-S-0375 Ability to prevent any delay of the mail 805C-S-0706 Ability to recognize a postal offense 805C-S-0524 Interpret filing procedures. 805C-S-0307 Ability to file postal records 805C-S-0336 Ability to secure registered mail after unloading 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-0304 Ability to print and sign USPS Forms legably 805C-S-0324 Identify accountable mail 805A-S-0116 Apply Regulations 805C-S-0325 Be able to determine the disposition of mail 805A-S-0115 Interpret Regulations 805C-S-0647 Provide routing instructions. 805C-S-0328 Ability to visually identify contaminated mail 805C-S-0313 Identify personal mail 805C-S-0314 Identify official mail 805C-S-0350 Ability to recognize DD Form C-S-0720 Ability to identify correct procedures for processing mail manually 805C-S-0747 Locate, interpret and apply the contents of Army Regulations 805C-S-0438 Ability to interperet information on ID cards 805C-S-0352 Ability to fill out PS Form C-S-0351 Ability to verify information on DD Form A-S-0114 Locate Regulations 805C-S-0342 Ability to identify missent mail 805C-S-0730 Ability to change safe combination 805C-S-0338 Ability to lift mail properly to avoid injury Page 7

8 805C-S C-S-0339 Ability to locate addressee address on incoming mail Ability to stack mail in order to prevent damage Page 8