CHAPTER 1: CADET ADMINISTRATION

SECTION
0101 GENERAL
0102 QUALIFICATIONS FOR ENROLLMENT
0103 CADET ENROLLMENTS
0104 PROCESSING CADET ENROLLMENTS
0105 CADET IDENTIFICATION CARDS
0106 CADET SERVICE RECORD ADMINISTRATION
0107 CADET ADVANCEMENTS
0108 GENERAL CADET ADMINISTRATION

0101 GENERAL

1. Guidelines and qualifications for enrollment as a cadet in the program are found in Chapter Six, NSCC Regulations. The main points are included here for easy reference and reflect the most current information.
   

0102 QUALIFICATION FOR ENROLLMENT

1. Citizenship. Presently ALL perspective applicants must be United States citizens.
   
   
2. Age. An applicant for the Navy League Cadets (NLCC) must be 11 years old but not yet age 13. An applicant for the Naval Sea Cadets (NSCC) must be at least 13 years old but not reached their 18th birthday. As a rule, commanding officers should discourage high school seniors with less than six months to graduation from enrolling, since they cannot advance to NSCC E-2 (Permanent) in less than six months. The unit commanding officer has the authority to approve an age waiver for a 10 year old. Age waiver requests for a prospective cadet over 18 years of age are submitted by letter to the Executive Director via the chain of command.
   
   
3. Physical Examination. Applicants must take a physical examination similar to a high school sports examination.  Medical form NSCADM 020 and NSCADM 021 will be used to record the results.  Refer to NSCC Medical Policies and Procedures Manual.
   
   
4. Education. Applicants must be enrolled in school, either public, private or a sanctioned home school program and have a satisfactory scholastic standing.
   
   
5. Moral Character. Applicants must possess good moral character, be unmarried, not pregnant, drug free and be free of felony convictions.
   

0103 CADET ENROLLMENTS

1. The unit commanding officer will conduct an interview with the applicants and their parent(s) or guardian(s). At this time the parents receive detailed information about the NSCC/NLCC program. The unit commanding officer should discuss with the applicant and parent/guardian the following subjects as well as other subjects that might be appropriate.
   
   
   1. The objectives and purposes of the NSCC/NLCC program and the benefits available to their sons and daughters through participation.
      
      
   2. The relationship of the NSCC/NLCC to the Navy, other military services and the Navy League or other sponsoring organizations with a short discussion of support provided. Parents need to be made aware of the costs involved to include annual enrollment fees, cost of meals during training, billeting, transportation to and from training, uniform costs, and any other related expensed that may be applicable to the program or unit.
      
      
   3. Drill attendance requirements, personal appearance (particularly haircuts/hair styling) and the need for parental support in these matters.
      
      
   4. The NSCC accident insurance program. Explain to the parent/guardian what the program covers in relation to illness or injury.
      
      
   5. The need for parental/guardian support of unit activities to include transportation, unit social functions, ceremonial occasion, etc.
      
      
   6. The possibility of the parent/guardian affiliating with the unit as officers or instructors. Also, emphasize the role of the sponsoring Navy League Council or the role of the supporting organization, in support of the unit, and suggest that they become members of the sponsoring organization.
      
      
   7. The standard release part of the NSCADM 001 and its purpose. If the parent/guardian will not sign the form, the applicant cannot enroll.
      
      
   8. For medical and physical fitness requirements, refer to the NSCC Medical Policies and Procedures Manual.
      

0104 PROCESSING CADET ENROLLMENTS

1. Documents. All cadet applicants must complete the following documents and submit to the unit commanding officer. The parent or guardian may assist in completing the forms and must sign where appropriate.
   
   
   1. Cadet Application and Agreement/Standard Release NSCADM 001. This form contains all required personal data except physical/medical information. Although not a requirement, the unit CO may elect to obtain from school officials, to include home school, verification the applicant has the ability to maintain satisfactory scholastic achievement while participating in the NSCC. Parents hereby grant permission for their sons and daughters to participate in NSCC activities, receive medical treatment when necessary, and fly or sail aboard military aircraft or vessels. The unit CO or designated NSCC Officer must sign as a witness.
      
      
   2. Report of Medical History (NSCADM 020). Refer to the NSCC Medical Policies and Procedures Manual.
      
      
   3. Report of Medical Examination (NSCADM 021). Refer to the NSCC Medical Policies and Procedures Manual.
      
      
   4. Cadet Enrollment Form (NSCADM 007). Unit commanding officers will record the cadet enrollment on this form and submit this form and ONLY this form to NHQ with the appropriate fees.
      
      
2. Processing. The enrollment will be processed on the day NHQ receives the Cadet Enrollment Form (NSCADM 007).It is critical the information on the form is complete and accurate. Missing information will suspend the enrollment process. NHQ does not accept cash, faxed copies of checks or money orders, or credit card payments when processing enrollments and/or ID cards.
   

0105 CADET IDENTIFICATION CARDS

1. An Identification Card will be issued upon receipt of the Cadet Enrollment Form (NSCADM 007) with the appropriate fee. Each card will indicate in "Red" "Under Age 21". For insurance purposes, ALL cadets must have in their possession the ID card when attending drill and any training evolution.

0106 CADET SERVICE RECORD ADMINISTRATION

1. Establishment of the Service Record. In accordance with NSCC Regulations, Section 1110, a service record will be established at the unit for each cadet. NHQ does not maintain cadet records. It will contain all documents concerning enrollment, training, advancement, and other information considered significant which should be a matter of record. The information should be maintained in a standard manila file folder, appropriately stamped in RED on the front and back: "U.S. NAVAL SEA CADET CORPS". If DOD/DOT forms are used they must also be STAMPED IN RED. The service record should be set up accordingly as follows:
   
   
   1. Right Side (Top to Bottom)
      
      1) Copy of Cadet's Identification Card (Front and Back)
      2) Record of Cadet Advancement (NSCADM 009)
      3) Record of Awards (NSCADM 010)
      4) Cadet Application (NSCADM 001)
      5) Report of Medical History (NSCADM 020)
      6) Report of Medical History Supplemental (NSCTNG 025) (If required)
      7) Report of Medical Exam (NSCADM 021)
      8) Request for Accomodation (NSCADM 015) (If required)
      9) All other medical forms in reverse chronological order
      
      
   2. Left Side (Top to Bottom)
      
      1) Administrative Remarks (NSCADM 008)
      2) Records of Advancement Exams/Correspondence Course Completions
      3) Training Authorizations (NSCTNG 003/005) (Completed)
      4) Copies of Certificates and Letters of Commendation
      5) Other documents as required by individual units.
      
      
2. Record Verification. Service records should be reviewed annually on or about 1 January to ensure that they contain all required documents. The unit commanding officer will certify that this review has been completed and that all discrepancies have been corrected by signing the inside cover of the service jacket.
   
   
3. Privacy. Information contained in this record is considered "Privileged Information" and measures to appropriately safe guard the record should be taken. Access is limited to the person to whom the record belongs, designated unit officers, the unit committee chairperson, and the Executive Director or his designated representative.
   
   
4. Cadet Record Disposition: When cadets leave the program for any reason except disciplinary, the unit commanding officer will follow these procedures:
   
   
   1. Verify the record and give it to the cadet. NHQ does not maintain cadet records.
      
      
   2. The Record of Cadet Advancement (NSCADM 009) is the most important form in the cadet service jacket. It certifies qualifications for enlistment in the military services at advanced pay grades should the cadets elect to do so. When NSCC cadets leave the program the commanding officer must:
      
      1) Forward a copy of the NSCADM 009 to NHQ so that the staff can certify training and advancement in response to inquiries from Armed Forces Recruiters.
      
      2) Provide the original NSCADM 009 to the cadet with the service record.
      
      3) Retain a copy in unit files for eventual inquiries from recruiters until the cadet reaches the age of 24.
      
      4) The NSCADM 009 for NLCC Cadets is not submitted to NHQ.
      
      
   3. Any record of disciplinary actions will be retained for a period of one year and then destroyed by burning or shredding.
      
      
   4. If the commanding officer feels that disciplinary problem would prohibit the cadet from joining the military service, this information will be recorded on the Administrative Remarks (NSCADM 008) and forwarded to NHQ along with the NSCADM 009.

0107 CADET ADVANCEMENTS

1. Record of Advancements. All cadet advancements are recorded on the Record of Cadet Advancement (NSCADM 009) form.
   
   
2. Advancement Authority
   
   
   1. NSCC Cadets. The unit commanding officer may advance NSCC Cadets from Recruit through Petty Officer Second Class. The Executive Director is the approving authority for advancements to Petty Officer First Class and Chief Petty Officer.
      
      
   2. NLCC Cadets. The unit commanding officer may advance League Cadets through all grades.
      
      
3. Advancement Procedures
   
   
   1. NLCC Cadet. Advancement of NLCC Cadets, to all rates, is an administrative action and requires no action from National Headquarters.
      
      
   2. NSCC Cadets. Advancement of NSCC Cadets, from Recruit to Petty Officer Second Class, is an administrative action and requires no action from National Headquarters.
      
      
   3. NSCC Petty Officer First Class. The Executive Director retains sole authority to advance NSCC Cadets to the rate of PO1. Upon receipt of cover letter with the listed enclosures, via the chain of command, NHQ will process a NSCC Petty Officer First Class Advancement Certificate (NSCADM 026) and a new ID card indicating the new rate of PO1.
      
      1) Cover Letter of Recommendation from unit commanding officer, addressing the cadet’s abilities, contribution, and potential.
      
      2) Record of Cadet Advancement (NSCADM 009)
      
      3) PO1 Advancement Examination Score (Auto-generated email)
      
      4) Correspondence Course Completion Letter for Military Requirements for Petty Officer First Class.
      
      5) Proof of Completion of Petty Officer Leadership Academy
      
      
   4. NSCC Chief Petty Officer: The Executive Director retains sole authority to advance Sea Cadets to the rate of CPO. Upon receipt of a cover letter with the listed enclosures, via the chain of command, NHQ will process a Chief Petty Officer Advancement Certificate (NSCADM 027) and a new ID card indicating the rate of CPO.
      
      1) Cover Letter Letter of Recommendation from unit commanding officer addressing the cadet’s abilities, contributions, and potential.
      
      2) Record of Cadet Advancement (NSCADM 009)
      
      3) Copy of Advancement Certificate to PO1 (NSCADM 026) issued by NHQ.
      
      4) Correspondence Course Completion Letter for Military Requirements for Chief Petty Officer.
      
      5) Proof of attendance at NSCC Recruit Training or NLCC Orientation as a Staff Cadet in a leadership position.
      
      
4. Qualifications for Advancement. Refer to the NSCC/NLCC Advancement and Training Manual, Chapter Three for the specific advancement requirements of NSCC and NLCC Cadets.

0108 GENERAL CADET ADMINISTRATION

1. Correspondence Course Certificates of Completion. These certificates are obtained from the CNET database. The unit course administrator will follow the directions in the NSCC Correspondence Course Manual. This certificate must be stamped in red in accordance with Section 0106.1.
   
   
2. Records of Advancement Exams. The auto-generated email obtained from the NSCC Online Petty Officer Testing website indicating the score is to be placed in the Cadet Service Record.
   
   
3. Cadet Transfers. Cadets may wish to transfer to another unit within their region/state or if the family moves, transfer to a unit in another state. The "losing" unit notifies NHQ by annotating the Monthly Activity Report (NSCADM 002) and quarterly MARS Report. For administrative purposes "only" NHQ will place the cadet in an "inactive" status. It is the responsibility of the "gaining" unit to notify NHQ they have accepted the cadet by submitting a Cadet Enrollment Form (NSCADM 007) with the appropriate fees. NHQ will process and forward a new Identification Card to the gaining unit.
   
   
4. Administrative Remarks (NSCADM 008). This form is used to record all miscellaneous matters not recorded on other NSCC forms, such as special training, disciplinary action or other occasions or acts which should be a matter of record. As pages are filled, add new pages, numbering them in reverse chronological order (newest on top) to ensure uniformity in filing.
   
   
5. Cadet Separations. In Accordance with NSCC Regulations, Chapter Ten, Section Two, cadets may request separation, leave of absence or be dismissed from the program for reasons listed below:
   
   
   1. Resignation. A Sea Cadet or League Cadet may resign at any time.
      
      
   2. Leave of Absence. Cadets may be granted leave of absence for up to 12 months upon recommendation of the commanding officer. All requests will be submitted to the Executive Director for approval.
      
      
   3. Reaching 18th Birthday. Cadet High School graduates who are 18 years old may remain in the program until 30 September after they turn 18, but no more than 6 months for payment purposes. If more than 6 months, a full year’s enrollment fee is required. The same applies to those cadets who turn 19 in their senior year of high school. Requests for waivers will be submitted to the Executive Director for approval, and must specify termination date and must be accompanied by the appropriate re-enrollment fee.
      
      
   4. Scholastics. Failure to maintain satisfactory grades in school, failure to pass to the next grade or school dropout.
      
      
   5. Failure to maintain satisfactory drill attendance.
      
      
   6. Lack of Motivation.
      
      
   7. Misconduct.
      
      
   8. Felony Conviction.
      
      
   9. Promiscuous Sexual Behavior/Pregnancy.
      
      
   10. Sexual Harassment, Fraternization, and/or Hazing.
       
       
   11. Consumption of Alcohol and the Possession, Use or Sale of Drugs and other controlled substances.
       
       
   12. Non-compliance with the NSCC/NLCC Uniform Regulations.
       
       
   13. Any other conduct considered unbecoming and/or in conflict with the goals and objectives of the NSCC.