SECTION SIX

GRADUATION CEREMONY

Graduation ceremonies are conducted at the discretion of the COTC and only when time and availability of sufficient cadet and officer participants permit. They are also conducted when it is felt it would be appropriate for the type of training completed. 

Normally, graduation ceremonies are arranged for NSCC recruit training, NLCC orientation, advanced CB (construction) training, and other types of formalized training, such as, Petty Officer Leadership Academy, Music School, Advanced Aviation training, etc.

Planning

1. The COTC and OPS should coordinate preparations for the graduation ceremony with the host command PAO and Command Master Chief. A planning meeting should be conducted on the first day of training with all the key players to ensure availability of the following:

    a. Parade ground or suitable indoor area (i.e., gym);

    b. Podium with microphone and loudspeakers;

    c. Sufficient chairs (and floor plan as to how they will be arranged);

    d. Ceremonial music (live or recorded), host command drill team (optional), and boatswain's pipe, as appropriate; and,

    e. Sufficient Cadet Completion Certificates and awards.

Invitations

1. Normally, the commanding officer of the host command is the Guest of Honor. Most ceremonies should have a Guest of Honor, a Guest Speaker, and the host command's Chaplain. The COTC should invite the CO and other host command guests well in advance (ideally during the initial planning conference)! so that they could reserve that time/date slot in their planning calendar. If the host command CO is unable to attend the ceremony, he or she might provide a substitute (normally the XO or OPS).

2. The COTC, XOTC, ADM, and PERS should prepare and mail or provide invitations to cadet parents, host command guests, VIPs, and other interested parties who might attend. Include directions to the ceremony site (indicating parking areas) and base telephone number (with the NSCC Admin Office extension). The ADM should prepare and maintain a guest list.

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

Preparations

1. At various points during the course of the training, the following must be accomplished:

    a. Rehearse the ceremony with the staff and cadets at least twice before graduation;

    b. Ensure that dress uniforms are cleaned and pressed the day before graduation (NSCC officers should pay particular attention to their appearance during the ceremony);

    c. Rehearse the piping of the Guest of Honor aboard; and,

    d. Ensure that the host command Pass and Security Office are informed about time, date, and location of the ceremony. On the day before the ceremony, insure that the following is accomplished:
     

      (1) Prepare the COTC's Training Report insuring that all the forms that make up the report (the NSCTNG 009, NSCTNG 010, NSCTNG 011, NSCADM 012, and NSCADM 022 forms) are properly completed (refer to Section Seven of this handbook for guidance). Also, ensure to complete the "Summer Training Volunteer Recognition List" with the active/reserve member's full name, rank, and command address;

      (2) Ensure that cadet training completion certificates and awards are ready for presentation;

      (3) Bring cadet records up-to-date, Insure to prepare an Administrative Remarks page for the cadet's record, stating he or she successfully completed the training or make an entry in their NSCADM 009. Cadet personnel evaluations are not required unless the cadet was a disciplinary problem and failed the training. Except for recruit training, officer evaluations are not required unless there was a discipline problem; and,

      (4) Conduct a final Command Call and critique with the staff and cadets to determine the effectiveness of the training, and solicit recommendations far improvement.

      (5) Conduct a thorough Field Day of berthing areas during the evening hours;
       

    f. Early morning on the day of the ceremony, the following must be accomplished:
     

      (1) Clean and set up the area of the ceremony and test equipment.

      (2) Assign a staff member to remain at the area of the ceremony to watch over it until relieved. Once relieved, he or she may get in their dress uniform for the ceremony.

      (3) The ADM will provide Base Security with an updated guest list. Ensure that the base main entrance sentry also receives a copy of the guest list.

      (4) The COTC will assign staff members to greet and usher parents, command guests, and distinguished visitors to their seats (ensure to have designated seats for the Guest of Honor and VIPs).

Graduation Ceremony Procedures

1. A sample graduation ceremony program is provided for your guidance, Appendix L. Normally, the following order of events should occur:

    a. When the Guest of Honor arrives, he or she will be piped aboard;

    b. The COTC will salute, greet and escort the Guest of Honor to his or her seat;

    c. The COTC approaches the podium and welcomes the Guest of Honor, Guest Speaker, parents, and other guests, and introduces the Chaplain;

    d. The Chaplain will say a prayer;

    e. The COTC introduces the staff and orders the contingent to prepare for personnel inspection;

    f. The COTC escorts the Guest of Honor to the training contingent, following directly behind him or her throughout the personnel inspection;

    g. After the inspection, the COTC escorts the Guest of Honor to the podium for his or her comments;

    h. After the Guest of Honor's comments, the Guest Speaker is introduced for his or her comments;

    i. Commence presentation of cadet certificates and awards. The COTC should present the host command with a Certificate of Appreciation;

    j. Upon completion of ceremony, the COTC will escort the Guest of Honor to the his or her point of departure;

    k. The XOTC or OPS will order the dismissed from the ceremony.

Termination of Training

1. The COTC and designated staff members must ensure the following is accomplished prior to departing training site:

    a. Inspect berthing areas and NSCC spaces with host command personnel and return all materials;

    b. Settle all financial accounts, especially the mess bill, and obtain receipts;

    c. Visit host command personnel to express thanks for their service and assistance;

    d. Pay a final visit to the host command commanding officer to express appreciation for his or her hospitality and support. Cite outstanding command personnel who contributed to the success of the training; and,

    e. Forward the completed COTC Training Report to NHQ. Make sure that all the forms-that make up the report are especially the NSCTNG 010 (Audit Report) and the NSCADM 022 (Accident Report) forms.

NOTE: NHQ will provide the commanding officer of the host command and his or her staff with a Letter of Appreciation. COTC's are not required to do so.