SECTION SEVEN

THE COTC TRAINING REPORT

1. COTCs are required to submit a training report to National Headquarters preferably at the end of each training evolution, but not later than 30 days from the end date of the training. Only submit the forms listed below. Other items such as, Cadet evaluations/officer fitreps, copies of Plan of the Day, lengthy write-ups regarding the training of cadets are not required. The COTC Training Report consists of the following forms:

    a. COTC Training Report (NSCTNG 009 form). This form (Appendix M) is used to determine number of escort officers and cadets who reported for the training and the number who did not complete the training. It also provides information as to who was sent home and why.

    b. Training Authority Terminiation Report (NSCTNG 011). This form (Appendix N) is used to identify the cadet who is being sent home and why, who is escorting the cadet home, and when the cadet's parents were contacted.

    c. NSCC TWT Audit Report. NSCTNG 010 form (Rev 2/00). This form (Appendix O) is used to document all training funds received, training expenditures made, and identify other expenses incurred. Receipts of all expenditures must be attached to this form. In past reports, there have been instances where large amount of funds have been labeled as miscellaneous expenses without identifying what those expenses were. If there is not a category on the form to identify the type of expenditure, indicate what the expenditure was in the "Remarks" section of the form. Also use the "Remarks" section to indicate disposition of net balance. For those sites with permanent checking accounts, funds over a net balance of $500.00 shall be forwarded to National Headquarters with this form. All others shall forward any remaining funds to NHQ for use in funding next years training. Refer to NSCC Action Letter 2-95, contained in Appendix 0, for further guidance and sample form.

    d. NSCC Accident Report (NSCADM 022 form). This form (Appendix P) will be submitted if a cadet or officer suffered an accident or illness, This is perhaps the most important form of the Training Report, for without it, or if it is not filled out properly, we will not be able to process a claim. Although the form appears to be self explanatory, there are certain sections of the form which require specific information. It is very important that you print clearly when filling out this form or use a typewriter. In order to avoid any misunderstanding regarding the completion of this form, the following step-by-step instructions are provided. Every effort should be made to complete this form as indicated below.
     

      (1) Name and Address of Insured Individual: It is important that you print clearly or type the individuals last name followed by a comma, first name and middle initial, i.e., John P. Jones would be entered as JONES, John P. Below the individual's name enter his or her home address and zip code.

      (2) Date of Birth & NSCC ID # and Social Security #: If the individual was born on 27 December 1969, enter the date as 12/27/69 (month/day/year). Ensure you enter the correct NSCC ID and social security numbers.

      (3) Enrollment Date: Enter the injured/ill person's NSCC enrollment date, not the expiration date.

      (4) Unit Name & Address: Self explanatory, however, if you know the unit code please enter it as well (i.e., 6th region Enterprise Division the unit code would be 06EPE).

      (5) NOK and Address: Enter the next of kin's full name. Enter the next of kin's address even if is the same as the insured individual.

      (6) Doctor in Attendance: Enter the doctor's full name who treated the insured individual.

      (7) Medical Facility and Address: Enter the exact name of the medical facility and address (i.e., the correct way is Naval Medical Center, 620 John Paul Jones Circle, Portsmouth, VA 23708-2197 not Naval Hospital Portsmouth, VA), Do not assume anything. If you are not sure what the name of the medical facility is, ask someone who does,

      NOTE: FILL OUT SECTIONS 8 THROUGH 14 BELOW ONLY IF AN ACCIDENT OCCURRED

      (8) Date and Time of Accident: Enter the exact time and date of the accident.

      (9) Place of Accident: Do not generalize, for instance, "walkway at Naval Station San Francisco" (that could be anywhere). Instead, be specific, i.e., "At sidewalk located approximately 15 feet from the main entrance to building 469 (Base Administration Building), Naval Station San Francisco"

      (10) Nature of Injury: Describe the nature of the injury and if not sure, ask the physician or Hospital Corpsman who provided first aid or treatment.

      (11) What Happened?: Describe exactly what happened to cause the accident or illness, for example, "While walking toward building 469 to deliver a message to the Base Administration Officer, the cadet tripped over a crack on the concrete sidewalk and severely twisted his ankle". Again, be specific.

      (12) Describe Group Activity Engaged In At Time of Accident: Example: Playing softball during leisure time. important that the words "during leisure time" appear when entering a description in the "What Happened?" and "Group Activity Engaged In At Time of Accident" blocks, when the injury resulted from an athletic event. If said words do not appear, the insurance company will not settle the claim.

      (13) Name of Supervisor of the Activity: Enter the full name of the escort officer or armed forces (active/reserve) member supervising the activity.

      (14) Who Was Present?: Enter the full name(s) of people present who might have witnessed the accident.

      NOTE: FILL OUT SECTIONS 15 AND 16 ONLY IN CASES OF SICKNESS

      (15) Nature of the Illness: Describe the nature of the illness. If not sure, ask the attending physician or Hospital Corpsman.

      (16) Date Illness Commenced: Ask the ill individual and enter in this block.

      (17) Extent of Treatment and Disposition of Patient (i.e.. assigned light duty. hospitalized. sent home. etc.): Self explanatory - be specific.

      (18) Date of Report: Enter the date (month/day/year) the NSCADM 022 was completed and signed.

      (19) Name: Enter the rank and full name of the individual completing the NSCADM 022. Officers cannot complete an NSCADM 022 form on him or herself nor for a member of their family.

      (20) Signature: The person who completed the NSCADM 022 form should sign his or her full name.

      NOTE: (See Action Letter 03-03 for all personnel enrolled/re-enrolled after 01 March 2003) 
       

        1) NHQ cannot process any medical claims if the NSCADM 022 does not contain the above information.

        2) CIGNA is the NSCC's primary insurer and all claims are to be filed with CIGNA first (Policy SPS 001669). If the insuree has another insurance company, it should be listed as the secondary insurer. The original itemized medical bills, listing the coded diagnosis, must be sent to NHQ. DO NOT send the original itemized medical bills to CIGNA.

        3) Any bills covering additional treatment for a period of one year from the date of the initial treatment must also be forwarded to NHQ for processing.

        4) Submit all claims or medical bills (itemized original required) to NHQ, not to the insurer.

        5) The first $50.00 of all medical costs must be paid by the unit/parent/guardian/council.
         

    e. Unit Training Preparation Evaluation (NSCTNG 012 form): This form (Appendix Q) provides NHQ with am evaluation of the effectiveness of unit commanding officer actions in meeting requirements of NSCC regulations and instructions in regard to preparation of cadets for participation in the NSCC training program, both recruit and advanced training.

    f. "Summer Training Volunteer Recognition List" This form (Appendix R) provides NHQ with information concerning deserving armed forces (active/reserve) volunteered their time and expertise to support our cadets and our training program. NHQ uses the information on this form to  recognize their efforts with Letters of Appreciation/Personal Awards Recommendations. Therefore, it is imperative that the volunteers' full name, rank, and command address are entered clearly (preferably typed) on this form. To ensure that we get a correct address, ask the individual you want to recognize his or her command address which might be different than the training site/host command address.

2. Each of the above forms provides NHQ with vital information which is critical to accurately evaluate the success of the current training. They also aid in preparing for the following year's training, and allows NHQ to close out financial records ior the annual audit.