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Chapter V Enlisted Service Records
Personnelman 3 & 2 - Military manual for government personnel administration
General Form of the Service Record
Government. As  a  PN,  you  have  the  same responsibility  for  keeping  each  member’s  service record up to date. COMPLETENESS OF SERVICE RECORDS Making sure each service record is complete and accurate is an important job. Let’s consider the case of RMSN Pistol. RMSN Pistol recently graduated from class A school and reported to his first duty station aboard a ship that happens to be the same ship you are on. After being on board for 6 months, he becomes time-in-rate  eligible  to  participate  for  advancement  to RM3.  A  few  weeks  before  the  Navywide  advancement examination   date,   you   review   the   time-in-rate eligibility/advancement  requirements  listing  prepared by your command and discover that the list does not show RMSN Pistol as having completed any of the advancement   requirements. You  immediately  interview  RMSN  Pistol.  He assures  you  he  completed  all  the  prerequisites  for advancement before he left class A school. He also tells you that he assumed all entries had been made in his service  record  because  the  PN  in  the  personnel  support detachment’s   (PERSUPPDET’s)   educational   services office (ESO) promised him this would be done. When you communicate with the PERSUPPDET that transferred Pistol to your command, you learn that the PN who was supposed to have made the entries in Pistol’s service record has already been transferred overseas, You are also told that the PERSUPPDET, as a  matter  of  policy,  does  not  keep  any  records  of completed  advancement  requirements  after  the  entries are made in the service records. You are also informed that no advancement requirement entries are on file for RMSN Pistol. You  subsequently  inform  RMSN  Pistol.  As  would be   expected   of   any   sailor   who   completed   the requirements  for  advancement  and  then  finds  out  no entries were made, Pistol is outraged. He blames all PNs for what happened and says they are all the same. He tells you he is going to put in a request chit to see the CO to complain. Fortunately, you are able to calm Pistol down and explain to him that he still has time to complete the requirements. You assure him that he really has no other  choice. He   eventually   requalifies   for advancement and is allowed to take the advancement exam for RM3. This  mistake  never  should  have  happened.  After initially completing the advancement requirements, Pistol should have checked his service record to make sure all the entries were made. Of course, Pistol should have definitely done this before he transferred, but because of his lack of experience in the Navy and his trust  in  the  PN  who  was  supposed  to  make  the appropriate entries, he did not check his service record. Of course, the PN in the ESO of the PERSUPPDET should have made certain Pistol’s service record entries were made, but he failed to keep his promise. Of course, the transfers’ PN also should have checked Pistol’s service record because it was her job to do so and was even  part  of  the  normal  check-out  procedure,  but  she failed  to  follow  through.  There  were  several opportunities for this mistake to be discovered and corrected, but it was not. Do you understand the mess RMSN Pistol had to deal with because of all this? What happened to RMSN Pistol could happen to any  enlisted  service  member.  Do  you  see  why  the entries in every member’s service record should be accurate and up to date? This is why you, the PN—the one who maintains the enlisted service records-should always make sure you maintain these records properly, completely,  and  accurately.  If during the reporting interview  or  while  doing  periodic  service  record verifications, you discover errors in an individual’s service  record,  do  not  allow  these  discrepancies  to continue. Fix them on the spot. If you do not know how to fix them, ask your supervisor. He or she will know what to do or will help you find the answer. ACCURACY OF SERVICE RECORDS As well as being complete, the information in each member’s  service  record  must  also  be  accurate.  In Pistol’s case, the service record was incomplete. As an example of what can happen because of inaccurate information in a member’s service record, let’s look at the case of Chief Petty Officer Frost. CPO  Frost  had  recently  reported  for  duty  to  your ship,  home-ported  at  Naval  Station,  San  Diego, California.  Frost  was  an  admirable  and  enviable individual  who  had  accomplished  many  achievements during  his  14-year  naval  career.  His  record  was impeccable. A few months after reporting for duty to your ship, Frost was rumored to be having marital problems and was in the process of getting a divorce. You were told by your chief that Frost would soon come  to  the  personnel  office  to  change  his  page  2, NAVPERS 1070/602, and his Servicemen’s Group Life 5-2

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