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Page Title: Letter of Transmittal
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required to complete the package within 15 working days  after  submission  of  the  message. Supporting documentation   includes   the   command's   notice   of administrative separation processing, the member’s statement   of   awareness,   and   other   supporting correspondence   as   required   by   the   specific   case. Include  a  cover  memorandum  indicating  that  the documentation supports a message case and include a copy of the message. Make sure the member’s full name, rate, SSN, and UIC have been indicated on each page of the case. Letter of Transmittal When a case is not submitted by message, the CO or acting CO must sign a letter of transmittal to the Chief of  Naval  Personnel  submitting  the  case  for  final  action. Letters of transmittal are required in each case when the CO is the separation authority. The letter of transmittal must  indicate  the  date  the  member  was  discharged  and a copy of the DD 214 must be provided. Make sure the member’s  full  name,  rate,  and  social  security  number (SSN) have been indicated on each page of the case. The MILPERSMAN, Article 3640200(9) illustrates a sample letter of transmittal. ADMINISTRATIVE  BOARD  PROCEDURE Use the administrative board procedure to process administration  separations  in  the  following circumstances: l l l When a member with 6 or more years of total active  and/or  Reserve  military  service  being processed   under   the   notification   procedure requests a board When  the  proposed  reasons  for  separation processing  require  a  board When  the  proposed  characterization  of  service  is under OTH conditions If a member being processed for administrative separation is entitled, and elects to present his or her case before   a   board,   strict   compliance   with   the MILPERSMAN  is  required. If the CO or OIC of the member’s command does not have SPCM CA and the member desires a board, the following procedures will be used. The CO or OIC will give  the  member  the  letter  of  notification  and  the statement  of  awareness.  The  next  reporting  senior  with SPCM  CA  will  convene  the  administrative  discharge board. The member’s command will send the case to the  Chief  of  Naval  Personnel  via  the  convening authority (CA), using a standard letter of transmittal. Notice When  a  respondent  is  going  to  appear  at  an administrative discharge board, the respondent will be notified in writing by the CO or OIC who proposed the action by a letter. This letter is referred to as a notice of an administrative board procedure proposed action and is illustrated  in  the  MILPERSMAN,  Article  3640200(7). The notice will include the following matters: The notice is delivered personally to the respondent and, if required, mailed by certified mail, return receipt requested (for a respondent who is in civil confinement). If the respondent should refuse to acknowledge receipt of the notice, a sworn affidavit of service by mail, as shown in the MILPERSMAN, Article 3640200(10), is  prepared  and  placed  in  the  respondent’s  service record. If everything goes normally, and the respondent acknowledges the notice, the respondent will sign and submit a statement of awareness. Counsel A respondent has the same right to consult with counsel before electing or waiving any of his or her rights as that prescribed for the notification procedure. If  an  administrative  board  is  requested,  the respondent will be represented by qualified counsel appointed by the CA or by individual counsel of the respondent’s own choice, if that counsel is determined to  be  reasonably  available. The respondent has the right to consult with civilian counsel of his or her own choice and maybe represented at the hearing by that or any other civilian counsel, all at the respondent’s own expense. Exercise by the respondent  of  this  right  will  not  waive  any  of  the respondent’s other counsel rights. Consultation with civilian  counsel  will  not  unduly  delay  administrative board procedures. If undue delay appears likely, the CA may direct the board to proceed without the desired civilian  counsel  after  properly  documenting  the  facts. Nonlawyer counsel may represent a respondent before  an  administrative  board  if  the  respondent expressly  declines  appointment  of  qualified  counsel  and requests  a  specific  nonlawyer  counsel  or  the  separation authority  assigns  nonlawyer  counsel  as  assistant Counsel. 9-18

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