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SUPERVISION OF CO’S PERSONAL
CORRESPONDENCE
The captain’s Yeoman prepares the CO’s personal
correspondence; however, the Yeoman does NOT have
supervisory responsibility y for it. This is one of the ship’s
secretary’s functions. Most COs want an extra copy
made of any personal correspondence for inclusion in
their personal files. For ready reference, the CO may
want an extra copy made of official correspondence on
some subjects. The ship’s secretary must often make the
decision as to whether an extra copy of official
correspondence should be made. In most cases the COs
retain their own personal file or entrust its upkeep to the
ship’s secretary.
OFFICER RECORDS
Signatures in the service record are required to make
sure entries are made by proper authority and the records
are properly maintained. Signatures are made in
permanent black or blue-black ink. The ship’s secretary
is required to keep up and maintain custody of officer
personnel records. He or she makes sure all incoming
directives relating to change of duty, promotion, or
change in status of officer personnel are promptly
executed and recorded. The ship’s secretary makes sure
the office personnel are aware of any new procedure. He
or she makes sure that required reports are sent on time,
that personnel accounting for officers is accurate, and
that there exists a foolproof system of handling officer
fitness reports. Refer to the Navy Officer Fitness Report,
NAVMILPERSCOMINST 1611.1A.
Chapter 50 of the Naval Military Personnel Manual
(MILPERSMAN), NAVPERS 15560, contains
additional information concerning officer service
records. The topic is also discussed in the Yeoman 3
TRAMAN. Remember–an officer’s record is vital to his
or her career. This is true from the lowest ranking officer
on the ship up through the “skipper.” Never let yourself
or your personnel be careless or slipshod when working
with the records. A good idea might be to give your best
petty officer full charge of them.
SHIP’S DIRECTIVES AND PUBLICATIONS
The Navy Directives Issuance System is covered in
detail in the Yeoman 3 TRAMAN and chapter 10 of the
SORM. The ship’s secretary is responsible for making
the Directives Issuance System work on the ship. He or
she also maintains the ship’s Master Directives Binder.
This binder is a master set of all instructions and notices
received and issued by the CO or the XO. Instructions
and notices received from other activities are filed in the
usual way (by subject classification number and
originator). For those originated on the ship, there is a
choice. They can be placed in the same binders and in
the same order as those received, or they may be filed
separately for ready reference. Refer to the Department
of the Navy Directives Issuance System Manual,
SECNAVINST 5215.1C, part II. Ship or station notices
ordinarily need not be filed in the master file because of
their short duration. If it is necessary to interfile them
temporarily with instructions, the notices should be
tabbed so that each maybe easily and promptly removed
as soon as its cancellation date is reached. Copies may
be tiled in separate suspense binders when necessary.
The importance of removing obsolete directives and
making changes to effective directives cannot be
overemphasized. You could find yourself considerably
embarrassed should the CO or another officer make a
decision based on your information only to find too late
that the directive had been canceled or changed. Review
new directives and publications and make changes to
them immediately upon receipt. Discuss all changes to
current procedures with the entire office staff and if the
procedural changes affect other administrative
personnel in the command, include them in the training
session.
When updating a publication with a new change,
always use the List of Effective Pages to verify that your
manual is complete. Figure 1-1 is a list of required and
recommended publications.
Review MILPERSMAN 5420100, with exhibit 1,
NAVSUP P2002 (microfiche), and figure 1-1 to make
sure that the required administrative publications are
held and that a sufficient number of copies are on board.
MORALE
As a petty officer first class or chief petty officer,
you have a responsibility to develop and maintain a high
state of morale. The morale of your personnel is an
important element in producing a cooperative effort
toward accomplishing the command objectives.
Personnel may seek counseling on such subjects as
family problems, friction with co-workers, frustrations
and anxieties, or a personal sense of failure. You are
responsible for counseling personnel about any problem
they feel a need to discuss with you. Likewise, you are
responsible for counseling personnel about any problem
that hinders the operation of your division. The
objectives of the naval service must remain primary.
Each member must be informed and understand the
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