1 Flashcards
(243 cards)
1
Q
When is a basic ltr used?
A
To correspond with other CG or DOD units.
2
Q
What is the format of the reference block?
A
Lft margin on 2nd line below subj. three spaces after the colon a lower case ltr in parenthesis for even a single reference, use abbreviations freely, and use punctuation rarely.
3
Q
What are standard forms?
A
Forms prescribed by a federal agency and approved by GSA for mandatory use.
4
Q
How many lines must be carried over to have a second page of a ltr?
A
2 or more.
5
Q
What copies of the rapidraft ltr are sent to the addressee?
A
Original and blue.
6
Q
How long is an unimportant and minor memo kept for?
A
2 yrs
7
Q
Are SSIC’s shown on the CG ltr
A
Yes, the file number is put on each page.
8
Q
What manual contains long titles and abbreviations?
A
SDL.
9
Q
How do you address a military mbr the first and subsequent times in a ltr?
A
1st YNC john P. Jones 123 45 6789, USCG, 2ND IS YNC Jones.
10
Q
Proper format for the from block?
A
CO long titlee, unit name, geographic location (w/o state or zip) on lft margin 2nd line below date.
11
Q
On a business letter, what is the proper format for the date block?
A
Month (spelled out) day year (spelled out)
12
Q
How are paragraphs referenced in a basic ltr?
A
(1)(A).
13
Q
What is the format of the copy block?
A
Lft margin 2nd line below encl. Use short title.
14
Q
When do you number via addressees?
A
If you list two or more.
15
Q
Where is the attention line indicated on a business letter?
A
2nd line of the address.
16
Q
What is the order of a memo?
A
From, to, via, subj, ref, text, encl, copy.
17
Q
Who may sign a CG ltr?
A
CO, or authorized subordinate.
18
Q
How many action addresses can go on a basic ltr?
A
1, more would require a multiple address ltr.
19
Q
What is the numbering sequence for a CG ltr?
A
Only number the 2nd and more pages never the first or single.
20
Q
What is the copy blokc for?
A
To list addresses outside your unit that look at a ltr but don’t need to act on it.
21
Q
If used where is the serial number shown?
A
On the line below the SSIC.
22
Q
When would you use an enclosure?
A
To prevent a ltr from becoming too detailed.
23
Q
What is the format of the enclosure block?
A
Lft margin ENCL: with two spaces and a number in parentheses for each even a single enclosure.
24
Q
How many copies does a rapiddraft have?
A
Two plus one original.
25
What does the copy block look like when not receiving an encl?
Copy: w/o encl, or Copy: W/o encl (2) and (3).
26
Where is the SSIC on a CG ltr?
Fourth line below the phone number.
27
What is the max # of action addresses on a memo?
20.
28
2nd and succeeding pages of a CG ltr shall have what on them?
SSIC, date, and subj.
29
When would a postcard be used?
For simple correspondence such as announcements.
30
What is the max number of action addressees on a multiple address ltr?
5, with 6 or more becoming a memo.
31
When is the complete address used?
For a window envelope, or when kept on file for future use.
32
How do you show an enclosure under a separate cover?
Encl: (4) Sep Cover.
33
How many dys to answer routine correspondence?
15 working dys unless another time period is specified.
34
How is the CO’s signature block formatted on a basic ltr?
Name in all caps nothing below it.
35
How do you add reference when you are an action addressee?
By continuing any sequences begun earlier.
36
What color copy of a rapiddraft is the file copy?
Yellow.
37
How far below the text of a ltr is does the signature line go?
Four lines.
38
When endorsing a ltr but not adding anything what do you do?
Use a signature endorsement
39
When is the CO required to sign?
When required by law, when it establishes policy, for certain military justice matter, or when making a change to a units mission.
40
What salutation is used for congress and business ltrs?
Sincerely on the second line below the text.
41
How long must a ltr be before it should be indented?
At lease 2 paragraphs.
42
What is the format for the subj line?
Lft margin 2nd line under the last line two spaces after the colon, and begin capitalizing every word (it is a sentence fragment usually 10 words or less).
43
What does the abbreviation Notal stand for?
Not to all.
44
What manual contains the format of a msg?
Telecommunication manual.
45
How do you reference a rapiddraft ltr?
Your rpdltr 1070 of 93Feb14.
46
What is the max number of staff digits at a district?
10.
47
How do you reference a previous letter?
Your ltrXXXX(ssic) of (date).
48
Who would get a courtesy copy of a ltr?
When one has been requested, or when corresponding with a member of congress.
49
When do you use a business ltr?
To correspond with agencies outside the CG or DOD or with insiders when a more personnel touch is needed.
50
Which copy of a letter is signed?
Only the original.
51
Is there a from block on a business ltr?
No, must have a letterhead.
52
What is a rapiddraft ltr used for?
Routine correspondence not requiring action.
53
What is a memo used for?
Interoffice informal correspondence, or within DOT.
54
How long do you keep things that are short lived or minor?
No record is required.
55
On what date is a CG ltr dated?
The day it is signed.
56
Where does the via line go on a CG ltr?
2nd line below the to block it looks lie (Via: 3 spaces follow), use chain of command precedence when numbering.
57
How long should paragraphs be?
4-5 sentences.
58
How many words should a sentence contain?
20 or less.
59
Is the copy line of a business ltr long or short title?
Long title
60
What is a msg directive and what type of directive is it?
Aldist/Alcoast and they are comdtnotes
61
How do you mark an enclosure?
Mark an enclosure on the first page only, lower right corner (Encl (1)).
62
What are the lft and right margins for a directive?
¾ lft justified & ½ right unjustified.
63
If applicable which paragraph of a comdtinst contains any report required?
Last paragraph.
64
When is the copy block used?
When there is not enough time to go through the chain.
65
What type of ink is allowed to be used for signature?
blue
66
When would you use a blind copy?
For addressees inside your unit with no action necessary.
67
On a business ltr how does the date appear?
September 16, 2001
68
How are paragraphs indented?
4 spaces and type on the 5th.
69
What is to be avoided regarding references?
Complicated references (use only ones that bear directly on the subject at hand).
70
What type of sentences should be used at the beginning of a ltr?
Short ones.
71
What are the rules regarding the use of anacrynims?
Use sparingly with insiders (spell out the first one). Avoid use entirely with outsiders. If using 2 or less times then spell out each time.
72
What are the top and bottom margins of a ltr?
1 inch.
73
How would you address a situation where there were via addressees to be gone through but the action addressee needed to see the ltr asap?
In the copy block list the action addressee (Copy: CGDONE advance).
74
How are envelopes addressed?
Start 1/3 fm top left using dark blue or black ink.
75
How do you obtain clearance for correspondence?
Four ways sequential clearance (form cancelled), Concurrent clearance (CG-4590), conference clearance and electronic clearance (procedures being developed)
76
How many pen and ink changes are allowed?
2 per page.
77
Is a via address permitted on a rapiddraft?
No.
78
When using a facsimile stamp what should you do?
Initial each time you stamp.
79
When using a business ltr when would you double space?
When it is a short ltr, 8 lines or less
80
Can you omit the SSIC when doing a same page endorsement?
Yes.
81
When writing outside the CG how do you address rank?
Always spell it out.
82
When would you not use sincerely in the close of a business ltr?
When addressing the president you would use “Respectfully”.
83
How would you must an idea?
By putting it in the middle of a paragraph.
84
What are mini sentences?
An occasional sentence of six words or less (it slows down readers and emphasizes ideas).
85
What three requirements must be met before a window envelope is used on a business ltr?
Address must take no more than 4 lines, no line may extend past the middle of the page, letter and enclosures must be unclassified.
86
What can be done to make a short business (8 lines or less) letter look normal?
Start address 2 lines below the date, use 2 inch side margins, and double space.
87
What do you do with the date in the text of a CG Memo?
Spell it out (Day Month Year).
88
How many days do you have to respond to a congressional regarding a direct personal concern of the congressperson?
5 Days (manual does NOT say calendar or working days).
89
How many days to respond to a congressional routine CG Ops and Policy?
10 Days (manual does NOT say calendar or working days)
90
What is the general limit on a short business letter?
8 lines or 100 words.
91
When formatting a directive, what do you use to format your documents text?
Styles
92
When drafting a directive, what is the maximum number of subheadings you may have?
No more than 6 levels.
93
Should the subject line for an Instructive/Directive be classified or unclassified?
Unclassified.
94
How would you note documents received via fax that have the same authority as if they were the original?
ACTION COPY; DO NOT DESTROY
95
Since the sequential clearance form has been cancelled, how does the correspondence manual recommend you obtain clearance sequentially?
List staff symbols 2 “ from bottom of last page of file copy
96
To shorten the routing for a clearance, which type of clearance should you use?
Concurrent
97
In a CG Memo, on the date line, should the year be in 2 digit or 4 digit format?
Either
98
Your YN3 is filling out a request for directives from different stock points, what do you tell him?
Use the form indicated in the DPRI
99
How is a continuation sheet marked on a CG-3307?
Must be clearly marked on the top with the identifying items
100
How many entries of the same kind can be entered on the CG-3307?
Unlimited.
101
Where is the preparation and submission of admin remarks found?
Enclosure 6 of the 3PM.
102
How would the signature line appear for a commanding office of another unit on a page7?
A.B. SEA, CAPT, USCG
Commanding Officer
USCGC DOCK (WHEC 725)
103
How many types ot Performance and Discipline entries are there for Page 7's?
26
104
How many copies of a page 7 are to be made?
Original plus 1 copy (orig to SPO PDR, Copy to ADM-3)
105
What form is used to order DOT pubs?
CG-4428 (Request for directives)
106
What is the COMDT office for directives?
CG-61
107
When forwarding files to the FRC never send anything with different what?
Retention periods.
108
When do you transfer PMIS source documents to the FRC?
1 yr after run date (destroy 5 yrs after run date).
109
How is correspondence filed?
By SSIC number.
110
What determines whether records get microfilmed?
Its cheaper to store a file for less than 15 yrs than to microfilm it.
111
What is the SSIC for military schooling?
1500.
112
What manual has instructions for disposal of reports?
Paperwork Management Manual.
113
What are temporary records?
Records having a lasting admin, fiscal, legal, or historical value.
114
How many feet is a GSA shipping carton?
1 cubic foot.
115
What must be included in the box when shipping to FRC?
An itemized list.
116
How long do you keep general files at the unit?
3 yrs.
117
When should general correspondence be reviewed for disposal?
Annually.
118
Who maintains the FRC’s?
GSA.
119
With an SSIC of 1650 what would you call the “50”?
Secondary number.
120
Instructions have what type of reference value?
Continuous
121
How long do notices stay in effect for?
Are self canceling and are automatically canceled after one yr.
122
What manual gives information on how to order directives and publications?
Directives, Publications, and Reports Index.
123
How do you file correspondence when document concerns more than one subject?
File an extra copy under each subject.
124
What do you do with an old directive or pub?
Transfer to FRC 1 yr after superseded or canceled?
125
How long should you keep general correspondence?
Destroy when 2 yrs old.
126
How many years must records associated with issuance and accountability be maintained?
Five.
127
Send records to the FRC with how many years disposition remaining?
2 yrs
128
What do you do with non record material?
destroy when it is no longer useful
129
When shipping records what do you do?
Submit a SF-135 first and then within 90 days of receipt submit records along w/ copy of SF135 and SF258.
130
Your unit receives an unsigned advance copy of an MLC-related instruction. Your supervisor wants you to take action. What do you do with it?
Draft copy – no required action
131
A reading file is an example of what type of information (According to the Information Life Cycle Mgmt Manual (Ch 1-E-2))?
Non-record material
132
Explain how an SSIC number is broken down?
```
5000 = general category
5200 = primary subject
5210 = Secondary subject
5211 = Tertiary subject
```
133
Official correspondence received via faxed, what should they be marked as?
“Action Copy, Do Not Destroy”
134
Name several types of Non-record material?
Extra Copies, “Reading File” copies, Suspense or tickler files and routing slips
135
How long do you retain routine files used for inter-office activities?
2 yrs.
136
How many copies of the SF-135 do you send to the FRC?
Original and 2 copies
137
In what manual would you find out about how to stamp a fax as an official document?
Correspondence Manual
137
What are the margins of a directive?
Left – ¾ justified, right ½ unjustified, top and bottom 1 inch
137
How long must a directive be before it must have a table of contents?
10 pages
137
What should the first paragraph contain?
Purpose
137
How long must a directive be in effect to be an instruction?
12 months
137
How is a msg formatted?
Dtg, fm, to info, but, clas, subj, bt.
137
What sign cannot be used on a msg?
The cents sign.
137
What is the paragraph sequence for a directive?
Purpose, action, directives affected, Environmental Aspects, forms/reports, other paragraphs.
137
New information added to an existing instruction is what?
A supplement
137
What is the format of a directive?
Heading, table of contents, paragraph sequence, paragraph titles/section numbers, exhibits or figures, enclosures, appendices, distribution grid, reproductions, exceptions to format, macros.
137
When are directive reviewed?
Instructions in Mar & Sep every 4 yrs, and manual every yr.
137
How long do aldist’s remain in effect?
60 dys.
137
.Where do the page # on a directive go?
Centered ½ inch from the bottom.
137
How is a notice labeled in the upper right hand corner?
CGN1NOTE.
137
How many addresses must you have before you can issue a directive?
6
137
How many pages before an index is required?
20
137
When do instructions expire?
31Mar/30Sep on their 4th anniversay.
137
A complete reissuance of an existing instruction is called what?
A revision.
137
What is msg directive?
Aldist.
138
What type of directive prescribes authority and/or contains info with continuing reference value?
An instruction.
139
What is a permanent type of instruction called?
A manual.
140
What limitation is placed on mailing labels?
5 lines, and 29 characters.
141
When can a publication be ordered?
When there is a need to know or act regardless of distribution.
142
What form is used to order publications?
CG-4428 request for directives.
143
How many pubs may be entered on a request for allowance change?
5
144
How many pages before an instruction must be issued as a manual?
It is an option between 10 and 24 pages. With 25 or more pages it must be issued as a manual.
145
Who is the directive control point for CG?
G-SII.
146
How do you list the title of a classified directive?
Subj: FUTURE MORAL TRIPS AT THIS UNIT (C )
147
How do you identify a particular paragraph as classified?
1. (C ) ACTION. Area, maintenance and logistics command and district….
148
How are copies of directive provided from originator?
1 copy to the subject matter program manager and one to CG-611.
149
How are directives and notices canceled?
Directives, statement of cancellation shall appear in the third paragraph of the canceling directive.
Notices, the statement of a cancellation shall appear in the first paragraph (PURPOSE).
150
How long should the whole allowance change procedure take?
No more than 20 working days.
151
How many directives may be entered from one stock point on a single CG-4428?
12
152
How do you easily identify the text on a page replacement that has been changed?
By placing a vertical line in the on-binding margin or using boldfaced type.
153
For page replacements how many revisions is the vertical line or boldfaced type used for?
Only the first revision.
154
When is permanent binding used for issuing manuals?
For one-time issue documents only (because you can’t make page replacements).
155
Where does the statement of cancellation for a directive appear?
3rd paragraph of the canceling directive.
156
Where does the statement of cancellation for a notice appear?
In the 1st (PURPOSE) paragraph (cancellation is shown in the directive’s index).
157
Who must area district and MLC’s provide copies of directive issued to?
One copy to subject matter program manager, and one to CG-611
158
When creating a new directive using a different software application, you must obtain approval from?
COMDT (CG-612)
159
How does an O-7 sign correspondence?
RDML
160
How does an O-8 sign correspondence?
RADM
161
How many addresses on a directive must you have before submitting for a special mailing list (used to mail to individuals or units outside the CG)?
25 (you must submit a memo to CG-612 for distribution)
162
What is a “transmittal instruction” and how long does it remain in effect for?
instruction used to update a manual, remains in effect for life of the manual.
163
What is the form number for a “Request for Allowance” change?
CG 5323
164
When is the CO not allowed to delegate his/her signature authority?
When it established authority, changes unit mission, Mil justice matters, and other times when required by law
165
Who is responsible to ensure mailing location get changed when a member won’t be at their PDS for the SWE?
Member
166
PPC(ADV) will acknowledge receive of a supplemental advancement requests within ____
5 working days
167
True or false.
| A member that doesn’t meet his/her maximum allowable weight can be placed in the supplemental advancement list.
True
168
True or false
Separation requests submitted through E-mail to PPC are required to be followed up with regular mail hard copy paper request.
False
169
Who can approve a waiver for a member that doesn’t meet their maximum allowable weight to attend pipeline training in route to their next PDS.
CG-1221
170
The CRSP panel will exclude members that are ______ from the review process
Above the cutoff in either SWE of 2011 on or before 1JUN2012
171
Members going through the CRSP process should review and verify their EI-PDR and have any missing documents entered in it NLT _____ .
30 April 2012
172
When are members indentified for involuntary retirement by the CRSP panel will retire assuming they don’t request an earlier day?
1 Dec 2013
173
For a member that receives PCS orders to an area that was recently removed from the CHA, in order to qualify for BAH protection he must _____
Receive the orders before the promulgation date of the message making the change to the CHA ALCGPSC 002/12, paragraph 3.
174
True or false.
Under the CHA policy, members that receive BAH with dependents based solely on the payment of child support are still entitled to BAH protection.
False
175
Who approves BAH protection requests?
CG PSC-PSD-FS
176
A member with a spouse and two children executing orders to Puerto Rico should _____
Charge the plane tickets to the CBA
177
The CBA will be used to purchase air travel anytime that _____
All of the above
178
True or false. The CBA can be used for the payment of baggage fees.
False
179
Can a member use her/his GTCC for a PCS move?
Yes, if the duration of the PCS travel (Travel, Proceed time, leave, TDY in route, etc) is less than 15 days ALCGPSC
180
How can you pay for conference/seminar registration fees?
Using a government purchasing card and
| Using a government travel charge card
188
Members can get child care subsidy for up to ____ children, that are up to _____ years old.
3
| 12
190
Waivers for reservists that ____ have to be requested and approved by PSC before they can go in any kind of active duty service with the exception of ADT.
Are approaching 16 years of active duty service
191
Requests for active duty periods for reservists that need waiver from PSC need to be submitted NLT _____ before the start date of the active duty period.
90 days
192
Reservists that were designated temporary Maritime Enforcement Specialist (ME) and don’t finish their requirements before the deadline date will be _____ .
Placed in ISL
194
Who authorizes NOEs for reservists that qualify for incapacitation benefits?
PSC-RPM
196
Medical status updates are required every ____ for NOEs that are extended.
30 days
198
With a few exceptions, NOE extensions will not exceed _____
6 months
200
When are junior reservists considered tour complete?
After 5 years at the present duty station
202
Short term ADOS-AC can’t exceed _____
180 days
204
IRR members desiring to drill for points are required to submit their requests to _____
PSC-RPM via the unit the intend to drill in
206
Which of the following is not a valid reason for a RPM with pay?
Nutritionist visits relating to the weight program
208
ITP guidance states that _____ training takes precedence over other types of trainings for SELRES personnel.
Position specific
210
When are reservists entitled to participate in the child care subsidy program?
When they serve for 180 consecutive days of active duty
211
SELRES need to complete their ASQ between ______
1 Aug – 31 Oct
212
Under the SLA program reservists can carry over earned leave upon separation from active duty periods and use it later whenever in active duty period of ____ or more days.
30
214
Where are PG7s for SSN verification filed?
Section 4
215
Who generates the PG7 for SSN verification
PSC-BOPS-C
216
The Post-9/11 GI bill is available to any member that completed _____
90 days of active duty
217
Who is responsible for maintaining the EI-PDRs?
PSC(PSD-MR)
218
Personnel requesting consideration for the CWO appointment process that are also tour complete in 2012 are required to _____
Resubmit their assignment e-resume and put warrant appointment in the job basket as the last choice
219
What is the minimum occupancy requirement for members assigned to government family housing before they are entitled to BAH after vacating quarters?
12 months
220
Which of the followings is not authorized SDAP?
HITRON pilots
221
The TRICARE young adult coverage plan provide medical coverage for members’ ______
Adult children who are not married, until the child turns 26 years
222
FRV reimbursement is limited to a maximum of _____ for personal property lost or damage
$50,000
223
Who is responsible for submitting damage claims?
Member
224
Where should a member obtain her/his weight tickets for PPM?
Both tickets at the origin point
225
How long after registering in WWW.MOVE.MIL will members get their user names and passwords?
72 hours
226
Advanced operating allowances may not exceed ______ of the ______
60%
| estimated incentive payment
227
True or false
| Advanced operating allowances are authorized for members solely using their POVs to execute their moves
False
228
Members found non-compliant with their maximum allowable weight will complete their medical referral form within ____ from their weigh-in
30 days
229
True or false
A non-compliant semi-annual weigh-in is considered a strike for the 3 strike rule, regardless if the member is currently on probation
True
230
A member that has a family member enrolled in the special needs program will update their status at least every _____ and if an update is due at the time of their projected rotation date they will initiate the update process _____ in advance.
3 years
9 Months
231
Members that only have residential custody of a child for ____ of the time or less don’t have to enroll them in the special needs program.
30%
232
Currently the Coast Guard have ____ interpreter levels and ____ linguist levels
4
2
233
Members experiencing marital discord may be assigned to vacant UPH for a cooling down period for up to ____ without charge.
15 days
234
In order to qualify for NCRR a member must have orders for a ____ months deployment to an authorized locale and serve at least _____ in country
12
270 days
235
Canine handlers must be ____
E-5 and below
236
Which one of the following reimbursement programs has a 15 days claim submittal limitation?
Motorcycle Safety Training
237
When will EATS become mandatory for the YN rate?
May 2015
238
What rate is currently authorized CSTB?
OS
239
Personnel that attend guaranteed ___ “A” school are authorized enlistment bonuses.
FS
240
IDP continues for members hospitalized due to a wound caused by hostile fire for e period not to exceed ____ from the date the member was____ .
3 months
Hostpitalized
241
Copy of leases are required as supporting documentation whenever completing a ______ transaction
Advance BAH request
242
PPC will enter awards whenever ___ or more people get the same award.
25
243
Who is responsible to effect any changes to the SDAP levels?
Depends on the type of SDAP
