805C-LF Conduct Postal Directory Functions Status: Approved

Transcription

1 Report Date: 14 Jul C-LF Conduct Postal Directory Functions Status: Approved Distribution Restriction: Approved for public release; distribution is unlimited. Destruction Notice: None Foreign Disclosure: FD1 - This training product has been reviewed by the training developers in coordination with the USASSI Fort Jackson foreign disclosure officer. This training product can be used to instruct international military students from all approved countries without restrictions. Page 1

2 Conditions: You are assigned to the Postal Directory Section of a Military Post Office and are responsible for maintaining a directory file and providing directory services for mail. You have access to several pieces of "undeliverable as addressed" mail, DoD Postal Manual M, DA Form 3955 (Change of Address and Directory Card), OPNAV 5110/5 (Notice of Change of Address), AF Form 624 (Base/Unit Locator and PSC Directory), NAVMC (Mail Directory File Card), PS Form 3579 (Undeliverable Standard Mail A and B), USPS Envelope EP-1865D (Postage Due), Notice 123 (Rate fold), and standard United States Postal Service (USPS) supplies and equipment. This task should not be trained in MOPP 4. Standards: Conduct postal directory functions by processing directory mail received from the unit mail clerks and other sources, maintaining the directory file on all persons served by the military, endorsing mail accordingly, dispatching mail if necessary, and putting directory service stamp on back of mail, without error. Special Conditions: None Safety Risk: Low MOPP 4: Never Task Statements Cue: You receive mail from unit mail clerks and other sources that requires directory services. None DANGER None WARNING None CAUTION Remarks: All required forms, publications, and equipment will be provided by the local command. Notes: None Page 2

3 1. Maintain Directory Files. Performance Steps a. Arrange directory cards in alphabetical order by last name regardless of rank or status. b. File directory cards by first name then middle initial for individuals with the same last name. c. Verify directory cards contain minimum required information. (1) Individual's name (last, first, middle initial). (2) Grade. (3) Organization and mailing address. (4) Postal Service Center (PSC) receptacle number. d. Update directory information on service members who depart/pcs. (1) Enter date departed. (2) Determine purge date (date to destroy card). (3) Update forwarding address. e. Code directory file cards for purging. (1) Code permanent party personnel directory file cards for destruction in 13 months after departure/pcs. (2) Code projected gains directory file cards who are deleted from assignment for destruction in 6 months. (3) Code student or patient directory file cards assigned for 6 months or less (temporary assignment) for destruction in 6 months. (4) Screen (purge) the directory file during the first workweek of each month. (5) Remove and destroy all cards coded for destruction during that month. Note: Computer generated listings may be used in place of directory card files. 2. Process Directory Mail. a. Sort directory mail by class and category (Express Mail, First-Class, Parcel Post, etc.). b. Sort mail alphabetically by last name after it is separated by class and category. c. Search directory files for information to process each piece of mail. d. Determine correct disposition of mail after searching directory files. (1) Deliver to Addressee. (2) Forward to Addressee. (3) Return to Sender. (4) Consider as Dead Mail. (5) Process as Hold Mail. (6) Treat as Waste. Page 3

4 e. Back-stamp each piece of mail given directory service on the reverse side with the directory service stamp (DSS). f. Draw a single diagonal line through any incorrect portion of the address for forwarded or returned mail. g. Place all forwarding addresses on the front of the mail below and to the right of the original address. h. Place blank gummed labels over old addresses to provide additional writing space, if needed. Note: Do not write on, stamp over, or cover the addressee's name with gummed labels. 3. Process Undeliverable as Addressed Mail. a. Process Undeliverable as Addressed First-Class and Priority Mail. (1) Forward Undeliverable as Addressed First-Class and Priority Mail if forwarding address is available. (a) Write the forwarding address below and to the right of old address for First-Class mail (no MPO endorsements are necessary). (b) Write the forwarding address and endorse the article "CHANGE OF ADDRESS DUE TO OFFICIAL ORDERS" for Priority mail. (2) Return Undeliverable as Addressed First-Class and Priority Mail. found. (a) Return the mail to the sender with the reason for non-delivery when the forwarding address is unknown or a directory card file is not (b) Endorse mail with the "RETURN TO SENDER" stamp and mark the reason for non-delivery - "ATTEMPTED NOT KNOWN" - which indicates delivery was attempted, but the addressee is unknown. (3) Return mail article to the sender endorsed "RETURNED TO SENDER" and "UNDELIVERABLE AS ADDRESSED" if the sender has requested, by endorsement, the mail NOT be forwarded. b. Process Undeliverable as Addressed Periodicals. (1) Forward periodicals for reassigned personnel for a period of 60 days after the service member's departure. Note: Forward newspapers to personnel reassigned in an area served by the same postmaster for 60 days. Newspapers received for individuals reassigned to an area NOT served by the same postmaster will not be forwarded and will be treated as waste. Attach a completed PS Form 3579 to the portion of the wrapper or cover and place in a USPS envelope and address to the publisher. Compute the postage for each form enclosed. (2) Endorse periodicals "CHANGE OF ADDRESS DUE TO OFFICIAL ORDERS" and "TO AVOID DELAY IN DELIVERY OF YOUR MAIL PLEASE OBTAIN A FORM FROM THE POST OFFICE FOR NOTIFYING CORRESPONDENTS AND PUBLISHERS OF YOUR CORRECT MAILING ADDRESS." (3) Prepare PS Form 3579 listing the forwarding address and mark it "NOT DELIVERABLE AS ADDRESSED-UNABLE TO FORWARD" after the 60 forwarding period expires. (a) Leave the address section blank if a forwarding address is not known. (b) Endorse "NOT DELIVERABLE AS ADDRESSED-UNABLE TO FORWARD" and "ATTEMPTED-NOT KNOWN." (c) Prepare the front of the USPS envelope (EP D). _1_ Write your return address. _2_ Enter the number of PS Form 3579 notice(s) enclosed. _3_ Enter the current postage amount for each notice. _4_ Write the publisher's (sender's) name and address. _5_ Treat the magazine as waste. (4) Affix PS Form 3579 near the old address or address label. Page 4

5 (5) Cut out that portion of the publication, wrapper, or envelope containing the old address and place it inside the completed USPS envelope. (6) Mail the USPS envelope to the publisher (sender). (7) Return periodicals to the publisher only when it bears the endorsement "RETURN POSTAGE GUARANTEED." Endorse each copy "RETURN TO SENDER," "NOT DELIVERABLE AS ADDRESSED UNABLE TO FORWARD" and "POSTAGE DUE" but do not compute the postage. c. Process Undeliverable as Addressed Bulk Rate Mail. (1) Treat bulk mail as waste if "NO ENDORSEMENT," "DO NOT FORWARD," or "ADDRESS CORRECTION REQUESTED" is indicated. (2) Forward bulk mail if mailer endorsement states "FORWARDING AND RETURN POSTAGE GUARANTEED" and forwarding address is known; endorse "CHANGE OF ADDRESS DUE TO OFFICIAL ORDERS." (3) Return bulk mail to sender if forwarding address is unknown and endorse RETURN TO SENDER, "NOT DELIVERABLE AS ADDRESSED UNABLE TO FORWARD" and "POSTAGE DUE" but do not compute the postage. (4) Return bulk mail to sender if mailer endorsement states "DO NOT FORWARD," "ADDRESS CORRECTION REQUESTED," "RETURN POSTAGE GUARANTEED." d. Process Undeliverable as Addressed Parcel Post Mail (Space Available Mail (SAM)). (1) Forward SAM if mailer endorsement states "NO ENDORSEMENT," "ADDRESS CORRECTION REQUESTED," "FORWARDING AND RETURN POSTAGE GUARANTEED;" endorse each piece "CHANGE OF ADDRESS DUE TO OFFICIAL ORDERS." (2) Return SAM if mailer endorsement states "NO ENDORSEMENT," "ADDRESS CORRECTION REQUESTED," "FORWARDING AND RETURN POSTAGE GUARANTEED;" endorse each piece "RETURN TO SENDER," "NOT DELIVERABLE AS ADDRESSED UNABLE TO FORWARD" and "POSTAGE DUE." (3) Return SAM if mailer endorsement states "DO NOT FORWARD," "ADDRESS CORRECTION REQUESTED," "RETURN POSTAGE GUARANTEED;" endorse each piece "RETURN TO SENDER," "NOT DELIVERABLE AS ADDRESSED UNABLE TO FORWARD" and "POSTAGE DUE." (4) Return SAM if mailer endorsement states "DO NOT FORWARD; endorse each piece "RETURN TO SENDER" "NOT DELIVERABLE AS ADDRESSED UNABLE TO FORWARD" and "POSTAGE DUE." 4. Process Hold Mail, Refused Mail, Incorrectly Addressed/Illegible Mail, Casualty Mail, and Dead Mail. a. Process Hold mail. (1) Hold mail for 15 days past the Estimated Date of Arrival (EAD) of the service member. (2) Hold unclaimed mail for an additional 15 or 30 days past the EDA if the service member is still expected to arrive. (3) Return mail to sender and endorse each piece "RETURN TO SENDER" and "ATTEMPTED NOT KNOWN" if mail is unclaimed after the end of the 30-day period. b. Process Refused Mail. (1) Endorse refused mail "REFUSED BY ADDRESSEE", date, and sign if customer does not write "REFUSED" on the front of the mail, the date the mail was refused, and sign their name refusing to accept mail. (a) Accountable Mail (e.g., Express, Registered, Insured, and Certified) must be refused by the customer at the time of delivery, before receipting for the article. (b) Non-accountable mail may be refused at the time of delivery, or after delivery if it is returned unopened. (2) Return to sender once endorsed. c. Process Incorrectly Addressed/Illegible Mail. (1) Search the directory cards if mail with an address that is incorrect, incomplete, and/or illegible is received. Page 5

6 (2) Write correct information on mail if an address is found; no endorsement will be placed on the article. (3) Return mail to sender if name or address is not found; endorse "RETURN TO SENDER" and "ATTEMPTED, NOT KNOWN." (4) Return First-Class mail to sender when quantities of 20 or more pieces from one mailer are addressed insufficiently or incorrectly; endorse "RETURN TO SENDER, INSUFFICIENT ADDRESS." d. Process Casualty Mail. (1) Hold mail for personnel who are killed in action (KIA) until absolute verification the Next of Kin (NOK) has been notified is received. (2) Forward or return mail to the NOK once verification is received. (3) Forward mail for personnel who are hospitalized if an address is known. e. Process Dead Mail. (1) Endorse the article with the reason for non-delivery. (2) Endorse mail "ATTEMPTED, NOT KNOWN" if the addressee is unknown. (3) Endorse mail "MOVED LEFT NO ADDRESS" for service members who are over 30 days AWOL. (4) Forward dead mail to respective Mail Recovery Center (MRC) once endorsed. (a) APO AE - Send dead mail to St. Paul MRC, P.O. Box 69001, St. Paul, MN (b) APO AP - Send dead mail to San Francisco MRC, 390 Main Street, San Francisco, CA (c) APO AA - Send dead mail to Atlanta MRC, 5345 Fulton Industrial Blvd SW, Atlanta, GA (Asterisks indicates a leader performance step.) Evaluation Guidance: Score the Soldier GO if all performance measures are passed (P). Score the Soldier NO GO if any performance measure is failed (F). If the Soldier scores NO GO, show the Soldier what was done wrong and how to do it correctly. Evaluation Preparation: Setup: Evaluate this task in conjunction with other postal tasks. Ensure all necessary postal supplies and equipment are available. Brief Soldier: Tell the Soldier to conduct postal directory functions. Page 6

7 1. Maintained Directory Files. PERFORMANCE MEASURES GO NO-GO N/A a. Arranged directory cards in alphabetical order by last name regardless of rank or status. b. Filed directory cards by first name then middle initial for individuals with the same last name. c. Verified directory cards contained minimum required information. d. Updated directory information on service member's who have departed. e. Coded directory file cards for purging. 2. Processed Directory Mail. a. Sorted directory mail by class and category (Express Mail, First-Class, Parcel Post, etc.). b. Sorted mail alphabetically by last name after it was separated by class and category. c. Searched directory files for information to process each piece of mail. d. Determined correct disposition of mail after searching directory files. e. Back-stamped each piece of mail given directory service on the reverse side with the DSS. f. Drew a single diagonal line through any incorrect portion of the address for forwarded or returned mail. g. Placed all forwarding addresses on the front of the mail below and to the right of the original address. h. Placed blank gummed labels over old addresses to provide additional writing space, if needed. 3. Processed Undeliverable as Addressed Mail. a. Processed Undeliverable as Addressed First-Class and Priority Mail. b. Processed Undeliverable as Addressed Periodicals. c. Processed Undeliverable as Addressed Bulk Rate Mail. d. Processed Undeliverable as Addressed Parcel Post Mail (Space Available Mail (SAM)). 4. Processed Hold Mail, Refused Mail, Incorrectly Addressed/Illegible Mail, Casualty Mail, and Dead Mail. a. Processed Hold Mail. b. Processed Refused Mail. c. Processed Incorrectly Addressed/Illegible Mail. d. Processed Casualty Mail. Supporting Reference(s): Step Number Reference ID Reference Name Required Primary DA FORM 3955 CHANGE OF ADDRESS AND DIRECTORY CARD Yes No DOD M DoD Postal Manual Yes Yes USPS FORM 3579 Undeliverable Standard Mail (A) & (B) and Special Standard Mail (B) Yes No TADSS : None Equipment Items (LIN): None Materiel Items (NSN) : Step ID NSN LIN Title Qty Small Stamp - RETURNED FOR POSTAGE Large Stamp - Returned To Sender - Index Large Stamp - Returned to Sender, Postage Due - Index Small Stamp - INSUFFICIENT ADDRESS Inking Pad, Rubber Stamp, 4-1/4 X 2-3/4 Inch Small Stamp - CHANGE OF ADDRESS DUE TO OFFICIAL ORDERS Large Stamp - Returned to Sender, Reason Checked - Index Large Stamp - Moved, left no address 1 Environment: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to the current Environmental Considerations manual and the current Page 7

8 GTA Environmental-related Risk Assessment card. Safety: In a training environment, leaders must perform a risk assessment in accordance with current Risk Management Doctrine. Leaders will complete the current Deliberate Risk Assessment Worksheet in accordance with the TRADOC Safety Officer during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations, (METT-TC). Note: During MOPP training, leaders must ensure personnel are monitored for potential heat injury. Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the MOPP work/rest cycles and water replacement guidelines IAW current CBRN doctrine. Everyone is responsible for safety. A thorough risk assessment must be completed prior to every mission or operation. Prerequisite Individual Tasks : None Supporting Individual Tasks : None Supported Individual Tasks : None Supported Collective Tasks : None Knowledges : Knowledge ID 805C-K C-K C-K C-K C-K C-K C-K C-K C-K C-K C-K C-K C-K C-K C-K C-K-1243 Knowledge Name Know the address of the Mail Recovery Center Know how to endorse directory mail Know that "hold mail" is screened weekly Know how to calculate postage for mailing Know the procedures for disposal of undeliverable mail Know how to use directory stamp Know how to endorse undeliverable mail Know the procedures for handling Casualty Mail Know how to redirect missent mail Know how to dispatch directory mail Know that directory mail must be "back-stamped" Know the procedures for destroying undeliverable mail Know that "General Delivery" mail is held for 30 days Know that undeliverable mail of no value is destroyed Know how to "spot check" directory mail returned by UMCs Know how to process mail manually Skills : Skill ID Skill Name 805C-S-0720 Ability to identify correct procedures for processing mail manually 805C-S-0663 Identify directory mail stamp 805C-S-0077 Ability to read, interpret, and apply USPS Notice 123 Rate Fold 805C-S-0381 Ability to screen "hold mail" 805C-S-0379 Ability to directorize identified mail within time standard 805C-S-0378 Ability to determine if mail is entitled directory service 805C-S-0342 Ability to identify missent mail 805C-S-0325 Be able to determine the disposition of mail 805C-S-0326 Identify DA Form C-S-0337 Ability to locate addressee address on incoming mail 805C-S-0322 Identify directory mail endorsement Page 8