CHAPTER THREE

General Administration: This chapter will give a brief description of administrative procedures and an overview of the reports required for submission to NHQ.

1. Enrollment Fees

1. Fees: The NSCC National Board of Directors establishes the annual enrollment fee for all NSCC personnel. Enrollment fees include both administrative and insurance fees. Any overage in fees will be considered a "donation" to the NSCC program and will not be held for future use. Any shortage in fees will result in registration being held in abeyance. NO ID card will be issued until the correct fees are received by NHQ.

2. Refund/Transfer: Enrollment fees paid by individuals who subsequently drop from the program are non-refundable, or transferable to another applicant. NLCC cadets that transfer to the NSCC pay no additional fee. They will receive an ID card that covers any remaining time on the NLCC ID card.

3. Replacement Fee: A $5.00 fee will be assessed for each lost, stolen or mutilated ID card replaced by NHQ .

4. Computation for High School Seniors: Partial year enrollments are acceptable only for highly motivated cadets who are in their senior year of high school. The partial registration fee is a prorated administrative fee ($4.00) a month, multiplied by the number of month's extension, (up to 6 months). Over 6 months, the FULL enrollment fee is required.

5. Overdraft Checks: A $30 fee will be assessed for a returned unit check or personal check. If the check is returned for insufficient funds the person(s) covered will be disenrolled. If the check is in conjunction with a request for training orders, NO orders will be issued until the check is clear. It is the responsibility of the unit commanding officer to inform the cadet and the parent/guardian they will not be able to attend training until the issue is resolved. The old check will be returned and the unit or party responsible for the personal check will be expected to remit the appropriate fees plus $30.

2. Safeguarding Privileged/Sensitive Information: Each unit should take any all precautions within the confines of their drill locations to safeguard privileged/sensitive information maintained in officer and cadet service jackets and local files. Destruction of service jackets and local files, when necessary, should be done by shredding or burning.
   
   
3. What a Commanding Officer Must Sign: The unit commanding officer, Officer in Charge, or person "acting" in either position must personally sign documents that:

1. Establish unit policy.

2. Changes to the unit's mission and are addressed to a higher authority.

3. Unit disciplinary actions.

4. NSCTNG 001 and 002 Request for Training Authority.

5. NSCTNG 003 and 004 Local Training Authority.

6. NSCTNG 005 and 006 National Training Authority.

4. Delegating Signature Authority: The unit commanding officer may delegate signature authority to subordinates and may authorized those subordinates to delegate signature authority further. This is done in writing using titles rather than names (Executive Officer or Admin Officer). Include a brief outline of the types of documents involved. As a general rule, authorized subordinates may sign correspondence that falls within their area of responsibility unless "good judgment" calls for the document to be signed by the commanding officer.
   
   
5. Use of Facsimile Stamps: The unit commanding officer may authorize others to use stamps that duplicate his or her signature where the personal signing of correspondence causes hardship or is impractical. If you are authorized to use a facsimile stamp of someone else's signature, pen your initials next to each signature you stamp to authenticate the facsimile. Safeguard such stamps from unauthorized use.
   
   
6. Awards Program: The Awards Program is detailed in the Awards Manual. Examples of letters of recommendation and the approving authority are provided in the manual.
   
   
7. Required Reports: Unit reports are an essential part of the communications process between the unit and NHQ. If reports are to serve their intended purpose, the must be properly completed, promptly submitted and copies provided to all that have a need to know.

1. Monthly Activity Report (NSCADM 002): The report provides an overview of unit activities and provides an opportunity for the unit CO to comment on unit activities that are noteworthy and of general interest. NOTE: This report is a graded item on the Annual Inspection Report. The report is:

a. Prepared on the last drill day of each month.

b. The original is forwarded to NHQ no later than the 15th of the month following the last drill day. It is the responsibility of the unit commanding officer or designated person to ensure this occurs.

c. Subsequent copies are forwarded to the Regional Director, Field Representative or as directed by the Regional Director.

2. Membership Activity Reporting System (MARS): The purpose of the MARS Report is to improve the accuracy of personnel records (cadet and adult) at the unit level and at NHQ. The report is also a way for the unit to monitor ID card expiration dates, Officer Evaluation Dates and Officer Courses completed, (101, 201, 301). This report also aides the unit in ensuring continuous insurance coverage for cadets and adults. The report will be provided QUARTERLY and is divided into two (2) sections, Active and Inactive. The Active Section includes all personnel cadet and adult who have a current enrollment. The Inactive Section includes all personnel cadet and adult whose enrollment has expired. Personnel on the Inactive Section are an indication to the unit CO cadets and adults should renew their enrollments or be dropped from unit rolls. Units will:

a. Upon receipt review the report for accuracy.

b. Mark any corrections in Red.

c. Maintain a copy and return the original to NHQ No Later Than 60 days after receipt of the report even if there are NO corrections.

3. Annual Inspection Report: All NSCC and NLCC units are required to undergo an Annual Inspection. Newly formed units should undergo a Courtesy/Admin Inspection to assist in evaluating the unit's progress. The inspection process and reporting procedure is as follows:

a. The inspection process/guidelines are forwarded to the unit's by Action Letter and by posting the material to the Sea Cadet Resource Page by the end of November.

b. The inspection period should begin on or about 1 January and WILL be completed NO LATER THAN 31 MARCH.

c. The Inspection Report (Results) will be forwarded to NHQ to be received NO LATER THAN 30 APRIL. Reports received after 30 April will not be considered for National Awards.

4. Budget/Audit Report (NSCADM 018): This report is completed and forwarded in conjunction with the Annual Inspection Report. Unit's failing to submit this report WILL NOT be eligible for National Awards. Regardless, an Annual Audit is required of ALL units, whether inspected or not.

5. Accident/Illness Report NSCADM 022: This form MUST be completed on all injuries/accidents/illnesses regardless if immediate medical care is sought or obtained. No claims will be filed without the original form being received by NHQ.

a. Processing Claims (CIGNA Accident Insurance Policy): The CIGNA Accident Insurance Policy is the primary insurer policy for Cadets/Adults enrolled prior to 4/1/2003.

(1) The COTC or Medical Officer will complete and forward to NHQ for cadets/adults reporting to training promulgated by the Summer Training Schedule via National Orders or Local Orders.

(2) The unit CO will complete and forward to NHQ for local drills/training evolutions.

(3) The parent/guardian will submit the original itemized bills to NHQ. Coverage limit is $10,000 for accidents only. The parent/guardian must pay the first $100 of ALL medical expenses to the hospital or physician.

b. Processing Claims (Nationwide Insurance Policy): The Nationwide Insurance Policy is the secondary insurer policy for Cadets/Adults after 4/1/2003. The individual's personal health insurance is the primary policy and pays first. This policy provides coverage for medical treatment incurred/caused during drills, locally arranged training/trips or at national TWT's. Claims may be filed for excess costs after the individual's personal medical policy has reached maximum coverage. Those individual's who do not have medical insurance, the Nationwide Policy becomes the primary policy. Accidental coverage is up to $25,000 and medical coverage is up to $5,000.

(1) The COTC or Medical Officer will complete and forward to NHQ for cadets/adults reporting to training promulgated by the Summer Training Schedule via National Orders or Local Orders.

(2) The unit CO will complete and forward to NHQ for local drills/training evolutions.

(3) Upon receipt of the NSCADM 022, NHQ will send the parents/guardians the form with instructions on how to file the claim.

(4) The parent/guardian will send the form and the original itemized bills directly to Nationwide Insurance Co, Attn: Special Risks Health Department, Columbus, OH 43216-2399.

6. NSCC/NLCC Personal Injury/Property Damage Report: A general comprehensive liability policy protects the NSCC, providing coverage for all adult leaders, sponsoring organizations, and volunteers who may be assisting in NSCC activities. There is no standard report for incidents, however CO's must report, either by phone or letter any incident that might have liability implications. If the sponsoring organization requires proof of insurance please contact NHQ. NHQ will obtain a "Certificate of Insurance" to present to the sponsoring organization. Generally, all sites where the NSCC drills locally are covered by liability insurance.

7. Regional Director Financial Report (NSCADM 019): This form is used to record the Regional Director's expenses and is submitted quarterly to the Executive Director.

8. NHQ Forms and Certificates: In the appendix you will find an example of the Administrative Forms and Certificates approved for use by NHQ. These forms and certificates can be found on the Sea Cadet Resource page. Directions for downloading to your unit computer can be found in the "forms" section of the Resource Page. Any alteration to these forms for local use is not authorized.
   
   
9. Requisition Forms: (See Appendix)

1. NSCC/NLCC Requisition Form for Admin/Promotion Material (NSCSUP 001): This form lists all administrative forms, training forms, supply forms, manuals and promotional material available through NHQ. There is no charge for the forms listed. Fees for manuals are listed on the form. ALL forms, manuals and promotional material is available for downloading from the Sea Cadet Resource Page. Units must forward a check when requesting manual.

2. Surplus Uniform Form (NSCSUP 002): Uniforms available and their sizes are listed on the reverse side of this form. Units are to complete the form and forward to NHQ for review by fax or mail. NHQ will screen the form to prevent over ordering of uniforms and forward the form to the uniform facility for processing. The uniform facility will process the order and forward to the address on the form with an invoice indicating the cost. The unit must remit the money to NHQ NO LATER THAN 45 DAYS upon receipt of the uniforms. It is extremely important the unit pays the uniform bill. The unit will not be allowed to order additional uniforms until the bill is paid. This item is reflected on the NHQ Evaluation Score sheet for the unit's Annual Inspection. Failure to pay the bill ONCE during the Inspection Year will result in the unit receiving a zero.