SECTION THREE

PLANNING AND LOGISTICS

1. NHQ publishes the NSCC Summer Training Schedule as soon as host commands confirm training dates, usually around mid-March. NHQ will only issue orders (NSC-24s) on and maintain accountability of quotas for Navy training opportunities reflected on the NSCC Summer Training Schedule. Unit COs are responsible for preparing NSCTNG 003 (locally arranged training authorizations) for all Coast Guard training reflected on .the Summer Training Schedule and any other training arranged by the unit.

2. NSCC Officers planning to volunteer as COTCs, escorts, and/or staff instructors can submit their NSCTNG 002, indicating the type training and location where they want to serve, to NHQ before the NSCC Summer Training Schedule is received by the units, The earlier the NSCTNG 002 requesting escort duty is received by NHQ, the better the chances are of it being approved.

Fiscal Administration

1. Financial responsibilities will vary greatly with the size and type of the training contingent. Whether it is recruit training or advanced training, maintaining accurate records (with receipts) is essential. In addition to the information which follows, refer to NSCC Action Letter 2-95, contained in Appendix 0, for further guidance.

2. Recruit training camps will require more time and effort in maintaining accountability of funds. Because of the number of cadets involved in these training evolutions, the funds associated with this training will be substantial. Most key NSCC recruit and NLCC orientation training sites have permanent checking accounts to handle these funds. Permanent checking accounts are encouraged at these sites to assist in start up operations. With regards to these permanent checking accounts, the following conditions shall be implemented as soon as possible.

a. Checking accounts shall have U.S. Naval Sea Cadet Corps as the account title.

b. All checking accounts associated with NSCC recruit training and NLCC orientation/advanced training shall have the Executive Director as one of the individuals who have signatory authority on the account. The COTC and his/her designee shall have local access to the account with the Executive Director as the third individual listed on the account. All checks written on the account will have dual signatures.

c. There shall be an accounting of all funds deposited into the account and expenses paid. A copy of each monthly statement received prior to the account being placed in a dormant status until the next training cycle shall be forwarded to NHQ, as well as the final statement.

d. The maximum amount that shall remain in the account shall be $500 for start up of next year's training. Requests to exceed this limit must be addressed to the Executive Director.

e. The COTC Training Report, along with any excess funds, shall be forwarded to NHQ within 30 days of the training period's end. This report will include an audit and full review of the fund's deposits and expenditures.

3. For advanced training where there are no permanent checking accounts established, the accounting of funds can be a problem. The more cadets attending a particular training session, the larger the cash flow. To assist with this situation, NHQ will strive to select a local escort. If this is the case, this individual can use his/her own unit's checking account or personal checking account to facilitate with the processing of training funds, provided authorization is requested and received in advance and detailed records are maintained and audited.

4. If the COTC is an out of area officer, establishing a checking account or some other method in which to handle the training funds can be a real challenge. As previously indicated, and on a case by case basis, the use of personal checking account is permissible. If use of the COTC's own checking account is not possible because of local bank restrictions, then other alternatives need to be reviewed. One alternative is to contact the local NSCC Regional Director for assistance. While not required, this individual may be able to assist in dealing with local financial institutions. If there is a local NSCC unit, the commanding officer of the unit may also be able to assist. If a cash fund basis is required, an option for stowing of funds is to request assistance from the local command (training site). Almost all will have safes available to assist in the stowage of training funds until they are needed. Whatever method is used, accurate accounting of receipts and expenditures is a must. The COTC maintains responsibility and accountability for the COTC Training Report to NHQ. It requires a full accounting of funds.

5. The COTC may use training funds to defray expenses of cadets and escorts on authorized group liberty outings. The COTC may also authorize the purchase of souvenir T-shirts, ball caps, pens, etc. and pay for cadet training film development costs with training funds, provided all other required expenses, such as berthing and messing, have been paid. Accurate records must be kept to preclude overdrawing the account.

6. After all expenses have been paid, remaining funds will be forwarded to NHQ. Permanent checking accounts are authorized to retain up to $500.00. Requests to exceed this limit must be addressed to the Executive Director for approval.

NOTE: Commencing in 1995, cadets are directed to pay for their training costs with either travelers' checks, certified checks, or money orders. Personal checks will no longer be accepted. This should speed up the cashing of checks and reduce the problems caused by personal checks where there are insufficient funds.

Initial Planning Conference

1. Whether NHQ or the unit arranged the training, the COTC must formally request a planning conference with the host command well in advance of the training commencement date. The meeting should include the following people:

a. Host command CO or designated representative;

b. NSCC COTC and Training Officer;

c. Host command Training, Public Affairs, BEQ, Food Services, Public Works, and Security Officers; and,

d. Cognizant instructors/work center supervisors.

2. The following are some topics which should be discussed at a planning conference:

a. Training requirements and daily routine;

b. NSCC staff organization and number of trainees;

c. Curriculum and instructor requirements;

d. Host chain of command and key contact personnel within the command;

e. Administrative and medical support;

f. Messing and berthing support, including a joint inspection of NSCC dedicated facilities to correct any problems and estimated costs involved;

g. Base security and regulations;

h. Transportation requirements;

i. Base Exchange regulations and entitlement;

j. Special costs or fees (laundry, linen, haircuts, etc.);

k. Discipline and conduct;

l. Post-training critiques to cite problems encountered and recommendations for improvement; and,

m. Other germane issues.

3. Since the host command will not normally have time to cover all the issues in a single conference, follow-up meetings with key contacts, It is imperative problems or unplanned costs be addressed immediately for resolution, the COTC should schedule It is imperative that any problems or unplanned costs be addressed immediately for resolution.

"Welcome Aboard" Packages

1. Once the NHQ selects a COTC and issues him or her orders, NHQ will provide the COTC with a list of escorts (when applicable) indicating their names, home address, and home telephone numbers. Ideally, the COTC should prepare and provide their officers a package containing the following recommended items:

a. "Welcome Aboard" letter containing the COTC's name, address, and home/business telephone numbers. It should also contain the name and telephone number of the point of contact at the host command/training site;

b. Information about the host command (i.e., maps, essential telephone numbers, etc.);

c. An outline of the training, including alternatives in case of inclement weather;

d. Billet assignments and descriptions (Staff);

e. Seabag list;

f. Special waivers or release forms; and,

g. Escort Officer Questionaire Form (Appendix C) so assigned escorts can provide time and place of arrival/departure (flight, train, or bus info), specific interests, areas of expertise/experience/skills, etc. The escorts should return the Escort Officer Questionaire to the COTC and call him or her as soon as possible prior to the commencement of training.

Uniform Requirements

1. NSCC personnel must wear the uniforms authorized by NSCC Uniform Regulations, and as prescribed by the host command. NSCC personnel must also maintain grooming standards as outlined in the NSCC Uniform Regulations.

2. Local climates determine the uniform for escorts. Tropical White is usually the summer uniform, but escorts should have at least two or three complete khaki uniforms, especially if they are escorts for shipboard and aviation type training. Officer tropical white shirts and blouses must have loops for shoulder boards. Female escorts are required to have trousers onboard ships, and all escorts must have steel toe safety shoes at aviation training. During pre-training meetings, the COTC determines requirements for other uniforms (special clothing, greens, safety shoes). The COTC should refer to Appendix E, for guidance when creating a seabag list.

3. For most training, Summer White is the dress and travel uniform from about May through September. Escorts wear the Uniform of the Day (posted in the Plan of the Day) while on base/training site. This includes exchanges, open messes, library, base theater, etc. Escorts may wear civilian clothes while on liberty (on or off base), but not when escorting cadets off-base for training. Officer Winter Blue is optional at some facilities during cooler seasons.

4. All cadet uniform items must be marked clearly in indelible ink with the cadet's name and ID number or social security number to deter theft and prevent loss in the laundry. Cap covers, garrison caps, windbreaker jackets, and NSCC shoulder flash colors must correspond to the type of uniform prescribed. Shoulder flashes are mandatory on all uniform jumpers, sweaters, coats, jackets, shirts, and blouses worn as outer garments.

Transportation

1. COTCs and escort officers may, but are not required to obtain nor provide transportation for cadets (regardless of age) to and from local airports, train or bus stations. Cadets are responsible for their own transportation and for reporting to the training site on time. If escort officers have access to base public works transportation, assistance of cadet transportation to the base is encouraged.

2. Cadets 14 years old or younger should limit themselves to training opportunities within their region. This would allow for their parents/guardians to provide transportation to and from the training site. If, however, cadets decide to participate in training outside their region, requiring them to travel via air, bus, or train, they will be responsible for arriving at the training site under their own cognizance.

Living Quarters/Berthing

1. The COTC and General Mess Officer (GMS) should coordinate with the host command BEQ personnel for adequate quarters. Escorts and cadets often berth in a common area, however, the COTC may wish to arrange separate staff quarters. The COTC and GMS must ensure that the following conditions are met:

a. Separate quarters for female personnel.

b. At least one NSCC escort officer must be present in cadet barracks from Taps to Reveille. This assigned duty is in addition to cadet roving watch. There will always be an escort in recruit barracks from Taps to Reveille during the training period and the escort officer shall be of the same gender as the cadets in the barracks.

c. Ensure quarters contain sufficient bunks and lockers, and that they are in good condition.

d. Ensure sufficient linens and blankets for each bunk The GMS should arrange for a change of linens at least once during he training. The GMS must find out if there are berthing fees or other costs, and if so, arrange to pay them prior to the completion of training. Maintain a complete inventory of linens and blankets issued and turned in.

e. Quarters must have adequate ventilation. Heaters, air conditioners, and fans should be checked to see if they are working properly. If they are not, it should be reported to BEQ manager immediately.

f. Inspect the heads for cleanliness and that such items as showers, wash basins, urinals, and commodes are working properly. Also ensure that hot water and flushing water are available. Report any discrepancies immediately to BEQ Manager.

g. Ensure you have sufficient cleaning supplies and gear. List items needed and provide to the BEQ Manager.

2. The GMS is responsible for the overall cleanliness and sanitary condition of berthing and head areas. To accomplish this, the GMS will organize and conduct field days of all berthing and head areas as deemed necessary, and maintain an accurate inventory of linens, blankets, and cleaning supplies/gear. A major field day will be conducted prior to the end date of the training. The COTC should conduct an inspection of all berthing and head areas and report any discrepancies to the BEQ Manager prior to departing the host command.

Messing

1. The COTC and GMS coordinate with the host command Food Service Officer for daily meals throughout the training. This includes special rations for off-station training/activities, and mid-rats."

2. In conjunction with the host command, the GMS will determine the method of payment for meals (either a lump sum payment at end of training evolution or "pay-as-you-go")· The GMS will maintain the training contingent's mess accounts. The COTC is responsible for ensuring the mess bill is paid in full on or before the end of training. DO NOT leave the training site/host command without paying the mess bill.

NSCC Office Requirements

1. The COTC and Administration Officer (ADM) arrange with the host command administration office/personnel support detachment for office space and equipment. As a minimum, the training contingent requires the following: the training.

a. Two or three desks with chairs;

b. A telephone for emergencies;

c. At least one filing cabinet;

d. Access to at least one (preferably two) operable typewriters, copy equipment and a fax machine;

e. Stationary and office supplies (The ADM may purchase office supplies at the Base Exchange at a reasonable cost).

2. The Admin Officer is responsible for the proper maintenance and accountability of cadet records. He or she also prepares correspondence, performs public affairs duties, and publishes the Plan of the Day. The cadets service jackets/medical records along with endorsed NSC-24 with graduation certificates/completion letters should be prepared at least one day in advance of completion of the training and not left for the last minute.

Awards

1. COTCs are responsible for ordering awards (anchors, airplanes, etc.) and certificates (graduation, honor cadet/company, etc.) at least four weeks prior to commencement of training. This will ensure that awards/certificates are available and ready for presentation at graduation ceremonies. Graduation certificates can be obtained from NHQ and should be ordered early.

2. It is of utmost importance that we recognize the efforts of our active forces and NSCC volunteers in order to ensure their continued support of our training program. COTCs will be provided with a "Summer Training Volunteer Recognition List" form as part of their orders. See Section Seven, page 33, of this handbook for guidance.

Training Facilities

1. The COTC and Training Officer (TRA) coordinate with the host command to ensure the availability of the following:

a. A plan to meet the training requirements of the cadets;

b. Adequate classrooms, training aids and equipment (including audio visual), instructors and guest speakers;

c. Space for physical training, military drills, and recreation; and,

d. Work centers and qualified supervisors for training.

e. If swimming is involved, arrange to have at least one life guard on duty near the pool at all times.

Public Affairs

1. The COTC and ADM should coordinate with the host command public Affairs Officer (PAO) for photographs, news articles, and other information which may be published in base or hometown newspapers, the Plan of the Day, or broadcasted on radio and television. They should also determine host command policy regarding personal cameras, videotape recorders, and areas where photography may be restricted. This is especially important aboard ship.

2. If a distinguished guest (such as an Admiral, Senator, CEO, etc.) is invited and agrees to visit the NSCC training site or graduation ceremony, the commanding officer and PAO of the host command must be informed and provided with the full name, rank or title, and date of the visit of the distinguished guest.

Other Precautions /Requirements

1. Active duty personnel/military dependents, serving as escorts, must have their appropriate military ID cards.

2. For recruit training cadets' personal spending money should not exceed $25.00.

3. Cadets should bring a pack of ball point or felt tip pens and sufficient stationary to include envelopes, writing pads, and stamps.

4. Providing the host command policy allows, cadets may bring small, inexpensive cameras to the training site, except for recruit training and NLCC orientation.

5. The following items are expressly prohibited at all training sites:
 

*1 - Escorts may bring these items, but must use them with discretion (not in front of cadets).

*2 - Cadets on advanced training may bring a standard Navy boatswain's knife for use as a tool, if required.

*3 - Cadets may bring NRCC correspondence courses and training manuals (i.e., Blue Jackets Manual).

*4 - A suitable body deodorant is required.

*5 - Cadets are not authorized to have civilian clothes at orientation and recruit training. Civilian clothes may be worn while on liberty at advanced training, but only at the discretion of the COTC.

*6 - This includes over-the-counter and prescription medicine (including inhalers).