st - sill- · 761st EOD 3440 Koehler Loop, Ft. Sill, OK 73503-6008 address not listed on this 2-5...

HANDOUT #1

2

EXAMPLE OF DA FORM 3955 FOR NEWLY ASSI GNED PERSONNEL

NOTE: Do not send t hi s car d t o t he I nst al l at i on Post al Of f i cer .

3


4


5

EXAMPLE OF DD FORM 1115

MAIL ROOM No Admi t t ance Except t o Aut hor i zed Per sonnel

Mail Call

Daily Sat Sun & Hol

Thi s not i ce t o be at t ached t o door s of mai l r ooms DD For m 1115, 1 Mar 54

6


7


TEMPORARY MAIL DISPOSITION INSTRUCTIONS

-----------------------------------------Fold-----------------------------------------

NAME ( l ast , f i r st , mi ) ( Pr i nt )

Receptacle Number

STATUS Adv Asg Leave Conf i ned TDY Hospi t al AWOL

Ef f ect i ve Dat es t o Fwd or Hol d Mai l ( yr , mo, day) Fr om: To:

For war d Al l Mai l Hol d Al l Mai l

8

EXAMPLE OF DA FORM 2262

Receptacle Records

PS Form 3801 Data On Fi l e Not on Fi l e

Receptacle Number

Name of Recept acl e Hol der ( l ast , f i r st , mi )

Dat e I ssued ( yr , mo, day)

Recept acl e Combi nat i on

Dat e Cl osed ( yr , mo, day)

Dat e Comb Changed ( yr , mo, day)

St r uf f , Joseph R. 00- 12- 11 10- 25- 44 99- 11- 15 00- 11- 20

Smi t h, Li nda G. 01- 04- 27 33- 61- 12

- 3 Fi l es -- Act i ve, I nact i ve, Do Not Use - Assi gn r ecept acl e t hat has been unused t he l ongest - Assi gned r ecept acl es f i l ed numer i cal l y ( Act i ve) - Unassi gned r ecept acl es ar e f i l ed chr onol ogi cal l y by cl osur e dat e ( I nact i ve Fi l e) - ‘ ‘ Do not Use’ ’ r ecept acl es f i l ed numer i cal l y ( Do Not I ssue/ Use)

9

Your Complete Mailing Address is—

2. General Instructions a. Check your r ecept acl e dai l y b. Not i f y al l cor r espondence and publ i sher s of your cor r ect mai l i ng addr ess c. Do not al l ow unaut hor i zed per sonnel over seas t o r ecei ve mai l t hr ough your r ecept acl e d. Do not pl ace or st or e i t ems i n t he r ecept acl e; i t i s used onl y so you can r ecei ve mai l pl aced t her e e. Pr ompt l y advi se your l ocal f aci l i t y of any t empor ar y or per manent change i n st at us, i . e. , l eave, TDY, TAD, r eassi gnment , et c. f . Any component member of your f ami l y who has a val i d I D car d may be gi ven t he r ecept acl e combi nat i on or any mai l addr essed t o t he f ami l y except r est r i ct ed del i ver y mai l . However , you may st at us i n wr i t i ng t hat no member ot her t han your sel f i s aut hor i zed access t o t he r ecept acl e combi nat i on or mai l pl aced t her ei n

(To avoid compromise of your combination, memorize and destroy this portion.

3. Your combination is—

4. How to open a. Tur n di al i ndi cat or l ef t / r i ght t hr ee t i mes and st op at : b. Tur n di al i ndi cat or l ef t / r i ght past f i r st combi nat i on number and st op at : c. Tur n di al l ef t / r i ght st oppi ng at : d. Tur n l at ch key l ef t / r i ght t o open DD For m 2263

10

UNIT MAILING ADDRESS FOR SINGLE SOLDIERS EXAMPLEMEDDAC 4301 Wilson St., Ft. Sill, OK 73503-6001 Your address line should be40th MP 5030 Hatch Rd. Ste 100, Ft. Sill, OK 73503-4491 as follows;Garrison Spt Unit (PCF) 3430 Wilson St. Ft. Sill, OK 73503-446131st ADA/ 3-2 ADA 3906 Mow-Way Road, Ft. Sill, OK 73503-4417 NAME (rank is optional)4-3 ADA 3907 Mow-Way Road, Ft. Sill, OK 73503-4417 UNIT (optional)HHB, 75th Bde. 3428 Wilson St., Ft. Sill, OK 73503-6004 4301 Wilson St.1-17FA 3424 Babcock Road, Ft. Sill, OK 73503-4403 Ft. Sill, OK 73503-6001571st FSC 3424 Babcock Road, Ft. Sill, OK 73503-44032-18 FA 3429 Wilson St., Ft. Sill, OK 73503-6006 NOTE:69th FSC 3429 Wilson St., Ft. Sill, OK 73503-6006 Regardless of the barracks15 Trans 3429 Wilson St., Ft. Sill, OK 73503-6006 you reside in, your mailing3-13 FA 3426 Wilson St., Ft. Sill, OK 73503-6007 address to receive personalC-26 FA (TAB) 3426 Wilson St., Ft. Sill, OK 73503-6007 mail will be one of these listed66th FSC 3426 Wilson St., Ft. Sill, OK 73503-6007 addresses, depending on 100th Spt. Bn. 3425 Babcock Road, Ft. Sill, OK 73503-4403 your unit of assignment.258 Sig Co 3425 Babcock Road, Ft. Sill, OK 73503-4403214th Bde HQ 3440 Koehler Loop, Ft. Sill, OK 73503-6008 If you use any other 761st EOD 3440 Koehler Loop, Ft. Sill, OK 73503-6008 address not listed on this2-5 FA 3418 Babcock Road, Ft. Sill, OK 73503-4403 page, you will not receive609th FSC 3418 Babcock Road, Ft. Sill, OK 73503-4403 your mail.2-4 FA 3417 Babcock Road, Ft. Sill, OK 73503-4403696th FSC 3417 Babcock Road, Ft. Sill, OK 73503-44031-14 FA 3421 Babcock Road, Ft. Sill, OK 73503-4403578 FSC 3421 Babcock Road, Ft. Sill, OK 73503-4403H 26th FA Reg (TAB) 3421 Babcock Road, Ft. Sill, OK 73503-4403168th Spt. Bn. 3416 Babcock Road, Ft. Sill, OK 73503-4403529th Sig Co 3416 Babcock Road, Ft. Sill, OK 73503-44036th Bde, HHB 1607 Randolph Rd, Ft. Sill, OK 73503-45361-56 ADA BOCL III, CCC 1607 Randolph Rd, Ft. Sill, OK 73503-45362-6 ADA 1614 Randolph Rd, Ft. Sill, OK 73503-45363-6 ADA 1615 Randolph Rd, Ft. Sill, OK 73503-4536428 Bde 745 Geronimo Road, Ft. Sill, OK 73503-4425BOLC-B, FA CCC 745 Geronimo Road, Ft. Sill, OK 73503-4425NCOA/EWC 745 Geronimo Road, Ft. Sill, OK 73503-4425Marines 745 Geronimo Road, Ft. Sill, OK 73503-44252-2 FA 745 Geronimo Road, Ft. Sill, OK 73503-4425434 Bde 6017 Bessinger St. Ft. Sill, OK 73503-440695th AG Bn. 2843 Davidson Road Ft. Sill, OK 73503-4443434 Detachment 6004 Edwards St. Ft. Sill, OK 73503-44791-78 FA 2472 Babcock Road Ft. Sill, OK 73503-44021-79 FA 5960 Rothwell St. Ft. Sill, OK 73503-44981-19 FA 5970 S. Boundary Rd. Ft. Sill, OK 73503-50011-40 FA 6050 Rothwell St. Ft. Sill, OK 73503-50021-31 FA 6007 Rothwell St. Ft. Sill, OK 73503

13

Redi r ect Pr ocedur es f or Of f i ci al and Per sonal Mai l Qui ck Ref er ence

TYPE OF ENDORSEMENT ABBREVI ATI ON DESCRI PTI ON At t empt ed Not Known ANK Addr essee i s not known at pl ace

of addr ess. Unabl e t o For war d UTF Mai l undel i ver abl e at addr ess

gi ven; no change- of - addr ess or der on f i l e; f or war di ng or der expi r ed.

No Such Number NSN Nonexi st ent number , and t he cor r ect number i s not known.

I nsuf f i ci ent Addr ess I A Mai l wi t hout number , st r eet , box number , r out e number , or geogr aphi cal sect i on of ci t y or ci t y and st at e omi t t ed and cor r ect addr ess not known.

I l l egi bl e I LL Addr ess not r eadabl e.

Uncl ai med UNC Addr essee abandons or f ai l s t o cal l f or mai l .

I f t he addr essee i s i n one of t he above l i st ed cat egor i es, pr ocess usi ng t he st eps out l i ned bel ow.

1. Do not make any t ype of mar ki ng t hr ough t he addr ess. 2. Use t he appr opr i at e 2- 3 l et t er endor sement l i st ed above. The

endor sement shoul d be pl aced t o t he r i ght of t he addr ess onl y. Make endor sement s neat and l egi bl e, usi ng mi ni mum space r equi r ed.

3. Dat e and i ni t i al ( pr i nt ) bel ow endor sement . Exampl e:

I f mai l i s bei ng f or war ded t o addr essee, pr ocess usi ng t he st eps bel ow:

1. Dr aw a si ngl e di agonal l i ne t hr ough t he i ncor r ect l i nes of t he addr ess. Do not wr i t e, st amp, or cover t he name of t he addr essee.

2. Endor se ‘ ‘ For war d t o’ ’ , t hen l i st f or war di ng addr ess bel ow endor sement . Pl ace endor sement on t he f r ont of mai l , when possi bl e. Put t he i ni t i al f or war di ng addr ess bel ow and t o t he r i ght of t he or i gi nal addr ess.

John Smi t h 45 cent s 123 Mai n St r eet El gi n, OK 73538 Jenny R. Smi t h ANK 123 Cr ai g Road 2 Feb 2012 For t Si l l , OK 73503 RDW

14

Af t er usi ng al l avai l abl e space on t he f r ont of mai l , wr i t e ‘ ‘ Over ’ ’ on t he f r ont and pl ace addi t i onal endor sement s on t he back. Make endor sement neat and l egi bl e, usi ng mi ni mum space r equi r ed.

3. Dat e and i ni t i al ( pr i nt ) bel ow endor sement . Exampl e: I f mai l i s mi ssent t o an or gani zat i on, endor se ‘ ‘ Mi ssent t o’ ’ ( i ncl ude your uni t / or gani zat i on name) , dat e, and i ni t i al envel ope. I f t he mai l i s opened by mi st ake, r e- seal t he envel ope, endor se ‘ ‘ Opened by Mi st ake, ’ ’ i ncl ude si gnat ur e of per son who act ual l y opened t he mai l pi ece, dat e, and i ni t i al by mai l cl er k. I f t he addr essee r ef used mai l , r equest t he addr essee wr i t e t he endor sement ‘ ‘ Ref used’ ’ on t he f r ont of t he envel ope, si gn, and dat e t he envel ope. I f t he addr essee decl i nes t o make t he endor sement , t he mi l i t ar y post al cl er k, mai l cl er k or mai l or der l y must wr i t e t he endor sement ‘ ‘ Ref used by addr essee, ’ ’ dat e, and si gn envel ope. Pl ease not e: Reci pi ent may r ef use mai l at t he t i me of del i ver y, i f i t i s r et ur ned unopened.

John Smi t h 44 cent s 123 Mai n St r eet El gi n, OK 73538 Jenny R. Smi t h For war d t o: Cr ai g Road 1414 Musi c Hal l Ft . Si l l , OK 73503 Nashvi l l e, TN 38522 Dat e

HANDOUT #2

SAMPLE OF APPOINTMENT OF UNIT POSTAL OFFICER MEMORANDUM Ofc Symbol (65a) DATE MEMORANDUM FOR Installation Postal Officer SUBJECT: Duty Appointment for Unit Postal Officer/Alternate Unit Postal Officer 1. Effective ____________ (Date), ______(Rank), _________________________ (Last, First, MI), _____________(SSN), is assigned the following additional duty. _______ Unit Postal Officer ________ Alternate Postal Officer 2. Authority. DOD 4525.6-M, Volume II, DOD Postal Manual, Chapter 3, paragraph 303. 3. Purpose. To perform the Unit Postal Officer duties for this command. 4. Period. Until officially relieved or released from appointment or assignment. 5. Special Instructions. Become familiar with DOD 4525.6-M, Volume II, DOD Postal Manual, Chapter 3, paragraph 303. Johnny Begood JOHNNY BEGOOD LTC, FA Commanding

Encl 1

SAMPLE OF PERSONNEL RECORDS CHECK MEMORANDUM Ofc Symbol (65a) DATE MEMORANDUM FOR Installation Postal Officer SUBJECT: Personnel Records Check (MPRJ) 1. References. a. DOD 4524.6-M, Vol II, DOD Postal Manual, Chapter 3, para 301 and para 303.1. b. AR 600-8-3, Unit Postal Operations, para 2-3, and para 2-4. 2. The personnel records of ___________________ (Last, First, MI), __________ (SSN), were checked on ______________. There was no evidence of misconduct that would prevent the individual from performing the duties as— _____ Unit Postal Officer _____ Alternate Postal Officer _____ Mail Clerk _____ Alternate Mail Clerk _____ Mail Orderly 3. ___________________________ (rank/grade/last name), _________________ (last 4 of SSN) is a U.S. Citizen and is eligible for a SECRET clearance (an Entrance National Agency (ENTNAC) or a National Agency Check (NAC) is on file. Johnny Begood JOHNNY BEGOOD LTC, FA Commanding

Encl 2

Encl 3

REQUEST FOR BACKGROUND NAME CHECK Law Enforcement Command Criminal Records

I NFORMATI ON REQUESTED ( check one onl y)

Ar ms Room Mai l r oom Secur i t y Cl ear ance Dr ug & Al cohol Chi l d Car e Pr ovi der Ot her ________________________________________________________________________________________________________ ________________________________________________________________________________________________________ ________________________________________________________________________________________________________ ________________________________________________________________________________________________________

PERSONAL I NFORMATI ON ( per son check i s t o be done on)

Name ( Last , Fi r st , M) Rank SSN Dat e of

Bi r t h Place of Birth

REQUESTER INFORMATION

Name

Organization Phone # Date Signature

* * * * *FOR MI LI TARY POLI CE USE ONLY*****

Agencies Checked

Mi l i t ar y Pol i ce Cr i mi nal I nvest i gat i ons

Di vi si on

Lawt on Pol i ce Cr i mi nal Recor ds Cent er

Results of Name Check

Der ogat or y I nf or mat i on

Cl ear ed

Control Number

Date Date Completed

FS For m 320 ( LEC) 1 May 01

Encl 4

SAMPLE OF REVOCATION OF POSTAL DUTIES

Ofc Symbol (65a) Date MEMORANDUM FOR Installation Postal Officer SUBJECT: Revocation of Postal Duties Effective ________________, the appointment of _______________ (Last, First, MI), _________ (Rank/Grade), _____________ (SSN) is revoked as— _____ Unit Postal Officer _____ Alternate Postal Officer _____ Mail Clerk _____ Alternate Mail Clerk _____ Mail Orderly Jack Strac JACK STRAC LTC, FA Commanding CF: Individual Unit Mailroom

Encl 5

EXAMPLE OF DD FORM 285 Appoi nt ment of Mi l i t ar y Post al Cl er k, Uni t Mai l Cl er k, or Mai l Or der l y

1. Dat e Ef f ect i ve Apr i l 16, 2012

2. Dat e Revoked

3. Name of Appoi nt ee ( l ast , f i r st , mi ) SMI TH, JOAN E. 4. Rank or Gr ade SPC

5. SSN Last 4 Onl y 6789

6. Ti t l e of Appoi nt ee Uni t Mai l Cl er k ( Pr i mar y)

7. Or gani zat i on/ Act i vi t y HHB, 214t h FA Bde

8. APO, NPO, or CONUS I nst al l at i on For t Si l l , OK 73503

9. Mai l Aut hor i zed t o Recei ve ( Check & I ni t i al )

Per sonal ( al l ) Of f i ci al ( except account abl e)

Per sonal ( except account abl e) Of f i ci al Pouches Onl y

Of f i ci al ( al l )

10. Thi s f or m must be val i dat ed by t he ser vi ng agency’ s gener al pur pose dat i ng st amp pr i or t o cl er k r ecei vi ng mai l . I n t he case of t he Navy mobi l e uni t s, val i dat i on may be by i mpr essi on of t he uni t ’ s of f i ci al seal Si gnat ur e of I nst al l at i on Post al Of f i cer

Signature of Appointing Official

Commander si gnat ur e bl ock and si gnat ur e

Signature of Appointee

Joan E. Smith

DD Fr om 285 NOTE: Bl ack 9 wi l l be compl et ed by t he I nst al l at i on Post al Of f i cer .

Encl 6

The I nst al l at i on Post al Of f i cer r equi r es a packet f or t he appoi nt ment of pr i mar y and al t er nat e post al of f i cer s and uni t mai l cl er ks. The packet s must cont ai n f avor abl e r esul t s of t he f ol l owi ng document s: ( see exampl e packet ) Mai l r oom cer t i f i cat i on t r ai ni ng cer t i f i cat e ( r ecei ve f r om OMDC) Memor andum showi ng f avor abl e per sonnel r ecor ds check ( BN S- 2) ( encl 2) DA For m 4254, Request f or Pr i vat e Medi cal I nf or mat i on ( RACH, Behavi or al

Heal t h Cl i ni c) ( encl 3) FS For m 320, Request f or Backgr ound Name Check/ Law Enf or cement Command

Cr i mi nal Recor ds ( B- 4700) Your BN S- 2 wi l l hel p you wi t h t hi s ( encl 4) Not e: You must mai nt ai n t he or i gi nal copi es of t he above document s i n your uni t mai l r ooms. o Four copi es of DD For m 285, Appoi nt ment of Mi l i t ar y Post al Cl er k, Uni t Mai l Cl er k or Mai l Or der l i es ( must be si gned by appoi nt i ng of f i ci al and desi gnat ed mai l cl er k) ( encl 6) o Appoi nt ment or der s i ndi cat i ng Bat t al i on Uni t Mai l Cl er k or Bat t al i on Post al Of f i cer , pr i mar y or al t er nat e Once al l t he above i s compl et e, br i ng i t t o t he I nst al l at i on Post al Of f i cer , bui l di ng 4700 sui t e G05 f or r evi ew. Then you wi l l r ecei ve your cer t i f i cat e and get DD For m 285 si gned.

NOTE: You are not certified as a unit mail clerk or unit postal officer until the above is complete.

Encl 7

Mailroom Certification

Training Schedule: Dates:

17 January 2018

14 March 2018

16 May 2018

18 July 2018

19 September 2018

21 November 2018

Time, Location & POC:

*Classes are conducted in Bldg 4700, Room 219

on the 2nd Floor, from 1:00-4:00 p.m.

POC: 442-3047/3907/3963

Installation Management Command integrates and deliversbase support to enable readiness for a globally-responsive Army

We are the Army’s Home Serving the Rugged Professional

Name / Directorate / Phone Number / Email – Arial 8ptUNCLASSIFIED

1 of DateTimeGroup – Arial 8

Fort Sill Unit PostalOperation and

Certifications Classpresented by

DHR, Administrative Services Division Mr. Van N. Threats

580-442-3963

Mr. Threats / DHR / 442-3685 / [email protected]


Task, Conditions, Standards

•Task: Unit Postal Officers and Mail Handler are required to conduct unit postal operations and properly perform all duties and responsibilities as outlined in AR 600-8-3 in a prompt, efficient, and dependable manner to all eligible personnel.

•Conditions: Given Soldiers assigned to your unit who reside in the barracks require postal delivery services of personal mail directly to them or their mail receptacles in an effective and timely manner.

•Standards: To perform all unit postal officer and mail handler duties and responsibilities to all regulatory, Garrison, and unit Standard Operation Procedures standards.



•Postal Offense Reporting

•Handling Catastrophes

•Assignment/withdrawal of Receptacles

•Maintenance of Receptacles and Record Forms

•Mail Delivery Options

•Key and Lock Maintenance

•Inspecting Assigned Receptacles

•Processing mail

•Redirect Mail

•Processing Mail for Casualties

Sub-Task



•DOD 4525.6-M, DOD Postal Manual

•AR 600-8-3, Unit Postal Operations

•Fort Sill Circular 600-09-01, Unit Mailroom Operations and Inspections

•AR 25-51, Official Mail and Distribution Management

•AR 340-21, The Army Privacy Program

•DA PAM 25-52, Mail Facility Security and Handling of

Suspicious Mail

Related Publications and References



Who is Responsible

• The Administrative Services Division under the DHR is responsible for the Official Mail and Distribution Programs and Unit Postal Operations on Fort Sill.

• Unit Postal Officers and Unit Mailroom (UMR) Clerks appointed by unit Commanders are responsible for mailroom operations at the unit level.



Training

• Before entering into mail handling duties, all selected personnel will be instructed in the proper performance of their duties by the Installation Postal Officer.

• Before appointment, personnel must pass a written examination on all aspects of unit mailroom operations.



OFFICIAL MAIL

What is Official Mail?



Official Mail

• Pertains solely to the business of U.S. Government

• Used for correspondence between activities (i.e., Cdr to Cdr, official records, instructional material)

• Do not use for social functions, mailings for private organizations (boy scouts, wives clubs), or donations to charitable organizations

• Do not use for care packages



Penalties for Misuse of Official Mail

• Title 18, U.S. Code, Ch 13, Section 641- Penalty for misuse

You can be tried under this provision for violations concerning official mail. You can be tried under this law even if you don’t use the stuff yourself. You can be held responsible if you help someone else. If the offense involves over $100, you can be fined $10,000 and/or sentenced to 10 years in jail. For offenses less than $100, you can be fined $1,000 and/or sentenced to 1 year in jail.



Unit Postal Personnel Requirements

• Unit Postal Officers• Minimum of 1 unit postal officer (UPO)• Minimum of 1 alternate postal officer

• Unit Mail Clerks• Minimum of 1 primary unit mail clerk• Minimum of 1 alternate unit mail clerk• Maximum of 3 alternate unit mail clerks



Qualifications of Unit Postal Officer (UPO)

• Postal officer and alternate will—

• Be a U.S. citizen

• Officer or NCO in grade of SSG or above

• GS 6 or above, if civilian



UPO Duties & Responsibilities

1. The UPO is responsible for the operation of the mailroom, ensuring that it operates to standards as laid out in the various regulations.

2. Supervise ensuring mail clerks and orderlies comply with existing regulations. Monitor outgoing official mail (if mail is official, and proper class), and redirect personal mail for proper endorsements. Ensure the mailroom doesn’t store excess USPS equipment.

3. Ensure all mail not delivered to the addressee is redirected and brought to the Official Mail and Distribution Center within 48 hours from time of receiving it.



UPO Duties & Responsibilities (Cont.)

4. The UPO has two main duties--

a. Develop and maintain the unit SOP• Transportation• Delivery• Security & protection of mail

b. Inspect the mailroom.• Daily - Accountable mail• Monthly – Complete mailroom inspection



Qualifications of Primary and Alternate Unit Mail Clerks

• Above personnel will--• Be U.S. citizen• Have a favorable Entrance National Agency

Check/National Agency Check• Have no record of conviction by Court-Martial• Have no punishment under Article 15 within last 12

months for postal related offense.• Have no unfavorable conduct that casts doubt on a

persons honesty• Possess high moral standards and excellent military

bearing• Have no history of psychiatric disorder, alcoholism, or

use of hallucinogens, narcotics, or habit forming drugs unless prescribed by a physician.



Unit Mail Clerk Duties & Responsibilities

• 1. Security• Safeguard mail• Key control• Transportation of Mail

• 2. Operate mailroomMaintain up-to-date files• Deliver mail - Only to mailboxes of assigned Soldiers• Deliver accountable mail & maintain files• Perform prompt redirect of mail within 48 hours. Properly

endorse mail & rewrap/repair damaged mail• Report known or suspected offenses to Unit Postal Officer



Required DocumentationThe Installation Postal Officer requires a packet for theappointment of primary and alternate postal officers and unit mailclerks. The packets must contain favorable results of the followingdocuments: (see example packet, Handout #2)Mailroom certification training certificate (receive from OMDC)

Memorandum showing favorable personnel records check (Bn S-2) (encl 2)DA Form 4254, Request for Private Medical Information (Behavioral Health

Clinc, Building 2442 Crane Ave. ) (encl 3)FS Form 320, Request for Background Name Check/Law Enforcement

Command Criminal Records (B-4700) BN S-2 will take care of this (encl 4)Note: You must maintain the original copies of the above documents in your unit mailrooms



Required Documents(continued)

• Four copies of DD Form 285, (Unit Mail Clerk’s Only) signed by appointing official and designated mail clerk (encl 6)

• Appointment orders indicating Battalion Unit Mail Clerkor Battalion Postal Officer, primary or alternate

Once all the above is complete, bring it to the InstallationPostal Officer, building 4700, Suite G05 for review. Then you will receive your certificate and get DD Form 285 signed by Installation Postal Officer.



• IMPORTANT!!!

• You are not a certified unit mail clerk and cannot work in a unit mailroom alone until all these documents are brought to the OMDC and your DD 285 card is signed by us!!!

Required Documents(continued)



Postal Classifications• 1st Class/Priority (to include registered, certified, and

insured)

• Package Services (Parcel Post)

• Periodicals

• Standard Mail (Presorted Standard)

• Express

Weight must not exceed 70 lbs (Parcel Post) or 10 lbs (book/library rate).



1st Class/Priority

1. This class of mail is the most commonly used for outgoing official mail.

2. Categories of mail under 1st class:

- Insured - Certified- Registered



Types of Accountable Mail

• Insured – Two types

• Certified - With/without Return Receipt

• Registered - With/without Return Receipt

• Express – Limited to certain circumstances. Must be approved by Installation Postal Officer (Mr. Williams)



Insured Mail

2 Types

• Accountable: Value over $200.00

• Non-accountable: $200.00 or less

9 1234

INSURED345 2687 6899 1234

INSURED345 2687 6899 1234



Certified Mail• Receipt & Delivery Records

a. maintain FS 652 & PS 3883’s onfile for 2 years, 1 year active and 1 year inactive

b. No records kept at originating POfor outgoing

• Only 1st Class/Priority eligible

• Uses: “Off Limits” Letters, Adverseefficiency reports, classified, legal matters

CERTIFIED8764 3214 8908 8577

CERTIFIED8764 3214 8908 8577

CERTIFIED8764 3214 8908 8577



Registered Mail

• Most secure

• Only 1st Class

• With/without return receipt

• Uses: Criminal evidence; Govt owned weapons; Classified; 1 of a kind items

REGISTERED8764 3214 8908 8577



Package Services (Parcel Post)1. Regular Standard Parcel Post. There are 3 subclasses of this: Parcel Post, Book rate,

and Library rate.

2. Class requirements.

- Length + girth cannot exceed 108 total inches.

- Weight must not exceed 70 lbs (Parcel Post) or 10 lbs (book/library rate).

- Can only use library rate when sending a parcel from a library to a library.

- Travels only by surface, no matter how far away the destination Post Office is.

3. Fourth class mail sent to an APO goes by truck to the APO and by boat from there.



Express Mail1. The final class is the fastest way to send an item through the

Postal system. It is also the most expensive.

2. Uses. Only used in cases involving loss of life, personal injury, destruction of property, or to prevent a possibility of judicial ruling against the Army.

3. Not available to all zip codes

* To use this method of shipment requires a memorandum signed by Cdr stating why the item must be sent express mail and spproved by us.



Express Mail (cont.)

4. Cannot mail over weekends & holidays

5. Restrictions. Will NOT be used to--- a. Respond to directed actions or requests for information.

- b. To correct administrative oversights (i.e., suspense's).

- c. Before weekends or holidays.



Access to Unit Mailrooms• Personnel authorized by the commander in writing• Personnel conducting official business (when escorted by

unit mail clerk)• Postal Inspectors (when escorted by unit mail clerk)• Persons training to become unit mail clerks designated

with MFR• Types of Access

• Unaccompanied• Only the designated primary or alternate Unit Mail

Clerk has unaccompanied access to the UMR• Accompanied

• Everyone else must be accompanied by designated Unit Mail Clerk



Access to Unit Mailrooms

Personnel authorized accompanied access • Commander• Personnel conducting official business (mail

orderlies (when escorted)• Inspectors - during formal inspections (Instl, IG,

Bde inspectors)• Unit Postal Officer• Law Enforcement Personnel• OJT Mail Clerks



Rules for Receiving Mail• Only USPS mailbags or approved containers will be used

for transporting mail

• Mail must be transported to and from mail service areas in closed military vehicles, equipped with lockable doors

• Mail will be safeguarded at all times during transit

• See Installation Officer for exceptions to these rules



Rules for Receiving Mail (continued)

• NOTE: THE FOLLOWING APPLIES ONLY TO Unit Mail Clerks in GSU/PCF, 428th Bde, 1-78 FA, 434th Bde and 6th Bde:

• The primary or an alternate Unit Mail Clerk MUSTcheck the Fort Sill Post Office for accountable mail on Monday, Wednesday, and Friday of each week at a minimum!!



Rules for Receiving Mail (continued)

• Transportation of Mail

• Pick up mail in an enclosed, lockable government vehicle (military or GSA). Only the Installation Postal Officer can allow pickup in a POV (day-by-day basis). POV must display the following signs:

• “OFFICIAL BUSINESS” & “U.S. MAIL. DO NOT DELAY.”

• Mail clerk must sit with mail if it is transported in an open vehicle (i.e., pickup type vehicle)



Rules for Processing Incoming Mail

• Mail must be correctly addressed to the unit. Improperly addressed mail will result in non-receipt to addressee.

• Refer to handout #1, pg. 11 for correct mailing addresses for Soldiers personal mail.



Rules for Delivering the Mail

• The following personnel may receive personal mail through the unit mail room:

• Military personnel

• DOD civilians

• Military and DOD family members (60 days only)



Postal Offenses and Losses• Unit mail clerks may be held liable for any loss caused by

improper mail handling.

• When mail clerk leaves the mailroom, it and all receptacles for accountable mail will be locked.



Mail Directory• Each unit with a mailroom, including consolidated

mailrooms, will maintain a directory file.

• The mail directory consist of both DA Form 3955 and DD Form 2258 (see Handout #1, Pg 8).

• The DA Form 3955 is filed in alphabetical order.

• Directory files will include all personnel serviced (including those TDY or temporary additional duties) personnel scheduled to arrive and those permanently departed



Required Postal Form Examples

• DA Form 3955 - Newly Assigned Personnel - Hospitalized - AWOL Personnel - Transferred Personnel/PCS - Transferred Personnel/ETS

• DD Form 2258 – Temporary Mail Disposition Instructions (i.e., AWOL, Leave, Confinement, TDY and Hospital) (Example 6)



Example DA Form 3955 (Front)



DA Form 3955 (Back)



DD Form 2258



DD Form 2260



DA Form 3955(Filing Requirements)

• Every person in the unit needs to fill out a card on arrival.

• Every person departing the unit needs to update their DA Form 3955.

• Retention time after departure of Soldier –• Permanent Party (12 months ).• Student/Trainees (6 months).

• Inspection 10% of total. Allow 5% error rate.



Endorsements 1st Class MailForward To

Jane Roe123 NW 55thLawton, OK 73503

John Doe3601 Packard St.Fort Sill, OK 73503

Forward to1414 Music RdNashville, TN 3852212 Feb 2010 MRB

STAMP

||||||||||||||||||||||||||||



Endorsement 1st Class Mail(Missent)

Jane Roe 123 NW 55thLawton, OK 73503


STAMP

Missent to: 3425 Babcock RdFort Sill, OK 7350312 Feb 2010 MRB



Endorsements 1st Class MailAttempted - Not Known


STAMP


ANK –2 Feb 2010 MRB

||||||||||||||||||||||||||||



Endorsement 1st Class (AWOL/DFR)


STAMP


UTF –2 Feb 2010 MRB

|||||||||||||||||||||||||||||

Hold for 30 days-Do NOT endorse “AWOL”, “DFR” or “CONFINED”



Endorsements 1st Class MailRefused Mail


STAMP

John Doe3601 Packard St.Fort Sill, OK 73503-4498

RefusedJohn A. Doe12 Feb 01

|||||||||||||||||||||||||||||

Note: Once recipient physically opens mail, it is considered received and cannot be refused. Can not be &



Endorsements 1st Class MailDeceased Soldier Mail


STAMP

Verified NOKNotified4 Feb 2010


DECEASEDIan M. StrackLTC, FA

|||||||||||||||||||||||||||||

Commander only EndorseHand carry to ASD, Official Mail & Distro Center.Mail Clerks do not endorse



Endorsements 1st Class mail (Accidentally Opened)


STAMP


Opened by MistakeJohn Smith20 May 2010 MCB

|||||||||||||||||||||||||||||

Signed by individual accidentally opened mailDated and initial by mail clerk



Endorsements (Damaged Mail)

Endorse - Rewrap/Repair - Date/Initial anywhere on package

Transfer all original information onto rewrapped package

STAMP________________



Periodical Class Mail (Newspapers)

Endorse: “Change ofaddress due to officialorders”“Notify publisher ofcorrect mailing address”“Forward to _______” Forward only if

under 60 days of departure & is located in the samePostal area.



PS Form 3883Receive Accountable Mail

• Receive Accountable Mail from Post Office(GSU/PCF, 428th Bde, 1-78 FA, 434th Bde and 6th Bde only)

• Items are listed on PS Form 3883 (Encl 7)

• You will sign (electronically) the PS Form 3849-R



Forms Associated with Accountable Mail

• FS Form 652 is used for mail being returned to USPS, issued to individuals, or transferred between mail clerks and to notify recipients of incoming mail.(Encl 8)

• PS Form 3849 is used by USPS only to notify recipients of incoming mail (i.e., accountable, postage due and or oversized package (Encl 9). Recipient signs form and then is attached to PS 3883.

• PS Form 3801 is used by ASD, OMDC to identify authorized mail agents to receive accountable mail

• PS Form 3811 return receipt for accountable mail



Fort Sill Form 652



Accountable MailHandling Requirements

• Only hold for 15 daysa. Send out first notice upon receipt of mail using FS 652a. After first five days, send final notice using FS 652b. After additional 10 days, return to Post Officec. Endorse “Unclaimed”

• File FS Form 652 with PS Forms 3883 in same file folder for 2 years, one year active and one year inactive file then destroy

• Store accountable mail in a separate lockable container, don’t mix



Control of Keys & Combinations• Lock mailroom during non-duty hours or when not in use.

• Control and safeguard keys at all times.

• Seal each duplicate key and copy of combination in a separate envelope.

• Endorse envelope to show contents and keep in a safe controlled by commander or designated representative.

• Key to the “Brown Box” will be kept in the UMR.



Control of Keys & Combinations (cont.)

• Individuals holding the duplicate key or combinations, and the individual holding the original key or combination sign across the flap of the sealed envelope.

• Prepare new envelopes when the combination or key accountability changes.

• Change annually the combinations of containers used to store registered mail, when there is a change of mail clerks, and when actual or suspected compromise occurs.



Control of Keys & Combinations (cont.)

• Change key or combination on mail receptacles used to deliver personal mail within 5 workings days of the box being closed; or in the event of actual or suspected tampering

• Unit mail clerk will have access only to his/her assigned soldier’s mailbox



Key Control Envelopes (front)

Spare key to upper lock, mailroom

23 May 16

• What is in the envelope

• Date of most recent inventory



Key Control Envelopes (back)

TAPE

Signature of Mail Clerk& Unit Postal Officer

(Sign down tape)



See handout for the following forms

• DD Form 1115 - UMR Hours of Operation (encl 7)

• DA Form 2262 Receptacle Record (encl 9)

• DD Form 2263 MAILING ADDRESS/COMBINATION NOTICE (encl 10)



Misc Items

• Balloting Material (Absentee Ballots)• Absentee ballots will always receive sortation priority

(sort and deliver 1st).

• Undeliverable Mail• Return undeliverable mail & mail for redirect

processing to OMDC within 48 hours



Misc Items

• Mail retained in Mailroom• Date stamp all mail retained overnight in the

mailroom.

• Personnel Authorized to Pickup Another’s Mail• The following personnel are authorized to pick up all

but restricted delivery mail:• Competent family member (any family member

with ID.• Authorized agent (named in writing).



Misc Items• When the commander has authorized the mail clerk to

open official accountable mail, it is considered delivered when the mail clerk signs for it at the Post Office. The mail clerk does not have to maintain PS Form 3849 for those items he/she signs for; however, the mail clerk must maintain a copy of the PS Form 3883 showing he/she signed for it from the Post Office.



Revocations

• Take 285 card.

• Prepare revocation memo (see handouts).

• Send to Installation Postal Officer.

• When memo returns, attach to packet and remove from active file and place in inactive file for current year.

• Hold in inactive file for 2 years.



Relief of Unit Mail Personnel

• Military and civilian personnel who are relieved of duties relating to official or personal mail functions will not be eligible for further unit mail service duties.



Mailroom Inspector, Metering &

Distribution

• Installation Postal Officer & Official Mail Manager is Mr. Darrell Williams, Chief, ASD @ 442-3892, Bldg 4700, Suite G06.

• Mailroom Inspectors, 442-3907, Bldg 4700, Suite G05.

• Metering Facility - 442-3981, Bldg 4700, Suite G05.

• Mail Distribution Center - 442-3047/3685, Bldg 4700.



Questions



TEST



End of Brief

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