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Page Title: Performing Collateral Duties
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Conduct  an  administrative  inspection.     Note any   discrepancies   from   the   last   administrative inspection.  The predeployment checkoff list can give you an excellent idea of what to do before you deploy. These   administrative   inspections   will   raise   many questions,  such  as  the  following:    Is  the  tickler  file up-to-date?   Does it contain due dates and references for  all  reports  required? Are  security  procedures being followed? Talk   informally   with   your   superiors   and members  of  other  divisions  to  get  a  feeling  of  the general  impression  of  your  division.     As  a  military division,   how   does   it   compare   with   others? Professionally, does your division work smoothly with other divisions, or is your division poorly coordinated and   in   conflict   with   other   divisions? The   right questions, if asked in the right places, can give you an excellent  picture  of  your  division’s  performance.    To maintain continuity, get your predecessor’s opinion of each   person   in   the   division,   including   areas   of dependability,  demeanor,  personal  problems,  and  any special  leadership  techniques  (approaches)  that  work especially well with certain individuals. Upon  completion  of  all  necessary  inspections and  transfers,  report  in  writing  to  the  commanding officer,    stating    your    readiness    to    assume responsibility for the division.   In the report, state the condition of the division—its personnel, records, and facilities—and   its   state   of   readiness. Note   any deficiencies that exist and recommend procedures for correcting  them.     Show  the  inventory  status  of  all equipage  and  classified  material  assigned  to  your division  and  that  you  have  accepted  custody.     List anything    that    is    seriously    wrong    and    any discrepancies that cannot be corrected in short order. Ensure   your   commanding   officer   is   realistically aware of the conditions that exist in the division at the time of your relieving.   However, avoid any personal attack   on   your   predecessor   unless   that   person’s actions  or  attitude  hampered  the  relieving  process. Impersonal statements of conditions will suffice.   Do not place yourself on the receiving end of grudging, minimal cooperation.  A list of simple explanations of conditions and plans, including timing for correction, is not subject to misinterpretation. During the relieving period, become familiar with established  policies.    Your  administrative  inspection will  reveal  many  policies.    To  further  clarify  them, become   familiar   with   Standard   Organization   and Regulations   of   the   U.S.   Navy   (OPNAVINST 3120.32),   ship’s   or   station’s   instructions,   depart- mental instructions, and letters that delegate authority. You and your predecessor should inform division personnel  of  your  relieving  plans  and  keep  them informed so that they have no doubt about who is in charge. You  can  avoid  many  problems  by  early clarification   of   policies   and   changes   in   policies regarding  matters  such  as  the  watch,  quarter,  and station  bill;  department  organization;  sea  bag  and personnel   inspections;   leave;   liberty;   and   mess cooking. Remember,   however,   a   good   rule   of management is to avoid making any drastic changes until you have been on board for awhile. PERFORMING COLLATERAL DUTIES In addition to your primary duty, your command will  assign  you  some  collateral  duties. Although collateral is defined as “secondary or subordinate,” do not  regard  such  duties  as  unimportant;  on  the  other hand,   do   not   allow   them   to   become   paramount. However,  do  not  permit  your  collateral  duties  to  go unaccomplished. You   must   maintain   a   realistic balance   between   your   varied,   and   sometimes conflicting, responsibilities. The majority of collateral duties will require you to   provide   guidance   and   information   to   naval personnel about matters that affect their welfare both as  individual  citizens  and  as  members  of  a  military organization. A  variety  of  commands  and  offices produce   notices,   instructions,   pamphlets,   books, films, posters, and other training aids that will assist you in these duties. The  following  areas  are  potential  pitfalls  you might   encounter   if   you   do   not   approach   your collateral duties properly: Registered   publications. Many   collateral duties require the use of registered publications.   You must sign receipts for registered publications.  Before signing,  read  carefully  the  instructions  for  handling registered  publications.    Check  them  carefully  to  be sure you get what you sign for, the registered numbers agree, and NO PAGES ARE MISSING.  Additionally, when inventorying registered publications, ensure all publications have the latest changes properly entered and recorded.   Keep them locked in your safe when you  are  not  using  them;  do  not  leave  them  lying around or let them get out of sight.  When you have no further  use  for  them,  return  them  and  get  properly cleared.  Either have your receipt returned or have the regular   custodian   sign   for   them. A   lost   or 3-6

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