HARRISONBURG HIGH SCHOOL ARMY JROTC BLUESTREAK BATTALION SUPPLY STANDARD OPERATING PROCEDURES (SOP)

REVISED AUGUST 2016

1. Purpose This SOP establishes supply policies and procedures for all supply procedures and equipment accountability to include responsibilities, hand receipt holders, and issue/turn-in procedures within the Harrisonburg High School JROTC Blue Streak Battalion. 2. Responsibilities A. Military Property Custodian (MPC). (1) Appointed by the school principal, by letter, for requisitioning, receiving, storing, issuing, and accounting for all United States Government property furnished for JROTC activities as prescribed by current regulations and policies (Annex A). (2) Serves as the hand receipt holder and is the responsible for the proper care and safekeeping of the property entrusted to their possession or under their supervision. The MPC will assume property book accountability for the property by statement on DA Form 3328. (3) Requisition, receive, store, issue, inventory, and account for supplies requisitioned through the Army Supply System, IAW AR 710-2 and CCR 700-1. The MPC is responsible for commercial items, acquired and/or paid for in accordance with current regulatory guidance and command policy, using the GPC. (4) Utilizes sub-hand receipt procedures to assign property responsibility to unit Cadre and Cadets. (5) Secure and maintain adequate space to receive, store, and issue clothing, supplies, and equipment for the JROTC Unit. (6) Conduct a 10% monthly inventory and a 100% annual physical inventory of all government property. Provide results to the installation property book officer (PBO) in a timely manner. (7) Ensure sensitive items are inventoried monthly and the report is submitted to the support installation, IAW local procedures. (8) Maintain current record of all serial numbered items. (9) Ensure all requests, turn-ins, and hand receipt transfers are prepared in accordance with DA PAM 710-2-1. (10) Comply with AR 710-2, paragraphs 2-13 and 2-28c; and DA Pamphlet 7102-1, Chapter 3, AR 735-5 Chapter 13, for lost, stolen, or damaged equipment. This may require DD Form 200, Financial Liability Investigation of Property Loss, or DD Form 362, Statement of Charges/Cash Collection. (11) If applicable, initiate DD Form 250, Material Inspections and Receiving Report, to acknowledge and report purchases of non-expendable items to the PBO within three workdays. (12) Ensure that required documentation is maintained on the card holder and the billing official (BO) of each GPC account. (a) Maintain copies for the billing official’s records. (b) Ensure that the BO is provided copies of all transactions for review, approval, and certification of items purchased with the GPC. (13) Secure and maintain appropriate furniture, and equipment to execute the mission IAW CTA. (14) Ensure Army JROTC units are issued only authorized property, which is based on cadet enrollment at that unit. (15) Arrange for pick-up and delivery of laundry, dry cleaning, and alterations from the Army JROTC unit. Harrisonburg High School JROTC Supply SOP

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(16) Participate in meetings and other professional activities. (17) Perform related duties as assigned to accomplish the mission. (18) Adhere to all school district and Army standards. B. School Principal. The school principal is responsible the appointment of the MPC, by letter for requisitioning, receiving, storing, issuing, and accounting for all United States Government property furnished for JROTC activities as prescribed by current regulations and policies. The school principal is responsible for all US Government property used in the conduct for all JROTC activities and must post a bond of insurance (Annex C) for the care and safekeeping of all property issued to the high school to include uniforms, expendable articles, and supplies expended in the operation, maintenance or instruction of the JROTC program. C. Cadets are charged with the responsibility of maintaining issued equipment and clothing in the best possible state of serviceability. The uniform and equipment of the Harrisonburg High School JROTC Department are the property of the United States Government. It is loaned to cadets for specifically authorized purposes. Individual cadets are responsible for all items lost or willfully destroyed through neglect and will be paid for by the individual cadet concerned. Cadets are authorized to use your uniform and equipment for training and other activities approved by the HHS JROTC instructor staff and school officials. D. The cadet Logistics Section and the Military Property Section are responsible for assisting the MPC with daily supply operations to include: uniform issue, uniform turn-in, inventories, and general maintenance of the supply room. E. Hand receipt holders are responsible for ensuring all property, supplies, or equipment assigned to him/her are used as designated, care for, and secured IAW appropriate regulations, policies and procedures. 3. Security. The JROTC Supply Room will be locked at all times when the SAI or AI are not present. The Arms Room will be locked at times and rifles will be secured in the rifle racks when not being used of drill or marksmanship. 4. Property Accountability. The Harrisonburg High School JROTC maintains a property book for all government accountable property using the informal property book system. A. DA Form 3328/3328-1 (Property Record) is maintained on all non-expendable and serial numbered property (Annex D). B. Clothing accountability is maintained on Cadet Command Regulation Form 146-1 (Clothing/OCIE Property Record) (Annex E). All clothing inventories, gains, and losses will be posted as required. All cadet uniforms and instructional material will be input into the unit shelf, maintained, and issued to cadets through the established procedures and menu functions in JUMS. Cadet clothing and instructional material hand receipts generated from JUMS is the required method of accounting for clothing and instructional items issued to cadets.

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C. DA Form 2064 (Document Register for Supply Actions) is maintained on durable, expendable, and non-expendable requisitions, turn-ins, and lateral transfers of US Government Property (Annex F). D. Supporting Document File is maintained for all requisitions received for each requisition posted to the DA Form 2064 (Document Register for Supply Actions) received, cancelled requisitions, turn-ins, and lateral transfers. E. Government Purchase Card (GPC) Log is maintained for all purchase made with the GPC for all expendables, durable, and non-expendable OMA requisitions (Annex G). F. DA Form 1687 (Notice of Delegation of Authority-Receipt of Supplies) is maintained on file for the MPC and authorized representative. The DA Form 1687 is updated annually or change of hand receipt holder (Annex H). G. Issues/Turn-Ins. DA Form 3161 (Request for Issue or Turn-In) (Annex I) will be completed when property is hand receipted for less than 30 days. Property will not be temporarily hand receipted outside the unit without SAI authorization. All property issued over 30 days will be receipted on DA Form 2062 (Hand Receipt/Annex Number) (Annex J). Property/components requested to fill shortages within Harrisonburg High School JROTC will be picked up in a timely manner. The MPC or individuals listed on DA Form 1687 (Delegation of Authority) may sign issue/turn-in documents. Issue/turn-in documents will be retained until the hand receipt/component hand receipt is updated. Property being turned in will be clean, complete, and serviceability identified. H. Component shortages. Component shortages, less consumables, i.e. cloth, strings, paper, sandpaper and ink, will be accounted for. When shortages are accounted for, without a turn-in document or shortage annex, the shortages will be accounted for IAW AR 735-5 by submitting a DD Form 362 (Statement of Charges/Cash Collection Voucher) (Annex K) or DA Form 200 (Financial Investigation of Property Loss (FLIPL) (Annex L). I. Loss, Damage or Destruction of Equipment/Property. Any loss, damage, destruction of equipment/property will be reported to the instructor staff within 24 hours of discovery. A sworn statement by all available individuals with knowledge of the loss or damage will be prepared at the time of discovery. This is imperative in order for Financial Liability Investigation of Property Loss (FLIPL) to be submitted within the required time frame. Damage, destruction, theft, or any incident that could be criminal in nature will be immediately reported to the instructor staff, school administration, and the Harrisonburg Police Department. J. The MPC/hand receipt holder is liable to reimburse the US Government at fair market value for lost, damaged, or destroyed property in his/her custody until properly relieved.

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5. Procedures A. Inventories. (1) An annual inventory of all equipment and property will be conducted at the end of each school year and no later than the start of a new school year. Report will be completed using inventory print-out from JUMS. The S-2/S-4 and SAI will initial each page. The SAI will sign and date the last page. A memorandum for record for the annual inventory will be sent to Fourth Brigade (Annex M). (2) Inventory of sensitive items by serial number (IT equipment, air rifles, drill rifles etc.) will be completed on a monthly basis by the S2, S5, S7, and PBO utilizing ROTC CDT CMD Form 195-R (Annex N). The SAI and AI will approve the inventories on alternate months. (3) Incoming and outgoing hand receipt holders will conduct a 100% inventory upon change of hand receipt holders. B. Uniform and Uniform Items Issue. (1) Initial Issue. Uniforms will be issued at the beginning of each semester. Initial issue and accountability of uniforms will annotated on DA Form 3645-1 (Organizational Clothing and Individual Equipment Record) (Annex O). The Military Property Officer will use these forms to complete the Clothing/Instructional Material Record for each cadet entered in JUMS. Every cadet and their parents or legal guardian are required to sign this form. The JUMS Clothing/Instructional Material Record is the official record of the clothing and equipment that the cadet will be held responsible for and retained on file. The MPC will caution cadets, when signing for property, to be sure that they have received what they have signed for. Uniforms and equipment will be issued only to enrolled JROTC cadets. (a) Insignia and rank will be issued during awards ceremonies or battalion formation and supported by a copy of promotion/demotion orders and will be recorded on clothing record of individual concerned. These items will be turned-in at the end of the semester or school year. (b) Awards, decorations, and ribbons will be issued during awards ceremonies or battalion formation and must be supported by a copy of orders making awards. These issues will not be recorded on the clothing record and are exempted from end of year turnin. (c) Nameplates will be issued and recorded on the clothing record and will be turned-in at the end of semester or school year. (2) Alterations. Uniforms will not be altered by cadets. Initial fitting and alteration costs will be paid by the JROTC Department. Minor repairs and cleaning, pressing, and laundering of uniforms are responsibility of the cadet. Unauthorized alterations, which change the configuration of the uniform, will result in disciplinary action, as well as financial liability by the cadet and/or the parent or legal guardian.

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(3) Maintenance. Cadets are required to pay for periodic dry cleaning of their uniform during the semester or school year. Uniforms will be kept clean and pressed at all times. Missing buttons will be replaced as discovered. Cadets will replace, at their own expense items of equipment and clothing, which have been damaged because of unauthorized use or through neglect lost, damaged, or destroyed property which occurred as a result of "neglect" in accordance with appropriate regulations C. Serviceability. Inspection of property to insure adequate maintenance and proper care will be continuous. Cadets may exchange, without cost, clothing and equipment, which has become unserviceable through fair wear and tear (normal use). Unserviceable items of US Government property will immediately be withdrawn from use and turned in for repair or replacement. Items that are found unserviceable will be recorded on DA Form 3161. D. Turn-Ins. Cadets are required to turn-in all accountable wear uniforms and equipment at the end of the school year, when no longer a member of the cadet corps, or when requested to do so. Turn-in of clothing, equipment, and property will be recorded on Clothing and Instructional Material Record. The Clothing and Instructional Material Record is the only document which officially records turn-ins, and provides credit to the cadet that the clothing and equipment has been received. Once the cadet has turned in their uniform a turn-in form will be competed and filed. The Military Property Officer will return items back into the inventory using JUMS. E. Property Recovery. If cadet fails to turn-in uniforms as required, upon leaving the program, or the completion of the school year or at the prescribed time the following actions will take place: (1) Memorandum will be sent to the parent/guardian requesting return of property (Annex P). (2) Property not returned within 2 weeks from initial notification, a second memorandum will be sent to parent/guardian stating the replacement cost of items. (3) Property not returned after second notification, a certified memorandum will sent to the cadet’s parent/guardian notifying them of financial liability to the US Government. (4) The MPC will maintain a copy of all documents used in the attempt to recover government property. 6. Command Supply Disciple Program (CSDP). CSDP is a commander’s program directed at eliminating noncompliance with supply regulations. CSDP is implemented and carried-out through the use of logistics evaluations/inspections and internal control measures. Senior Army Instructor are responsible for include: A. Ensuring that property accounting is complete and accurate, that property is on hand and in serviceable condition, and that property is safeguarded. B. Evaluating all logistics and supply operations using the standards outlined in AR 7102, Appendix B. The checklists in CCR 145-8-3 may be used to review a unit’s effectiveness.

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C. Triennially (once every three years) conduct command inspections commensurate with available resources. D. Semiannually (every six months) conduct unit local internal logistics and property book evaluations. E. Appointing/designating unit CSDP coordinators and monitors IAW AR 710-2, Appendix B (Annex Q). F. Coordinating and scheduling triennial logistical and security inspections by the Brigade, if manpower and funds are available. If resources are not available, coordinate with James Madison University to conduct the triennial logistics and security inspection. If resources are then, not available, send a request to Brigade to sign a memorandum to that effect and keep it on file at the unit until the next evaluation. G. Report to the Brigade any CSDP requirements that cannot be completed. Colleges can use the JROTC SUPPLY CHECKLIST (Annex R) to conduct the schools inspections.

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REFERENCES

AR 145-2 Junior Reserve Officers’ Training Corps: Organization, Administration, Operation and Support AR 190-11 Physical Security of Arms, Ammunition, and Explosives AR 190-13 The Army Physical Security Program AR 600-8-22 Military Awards AR 600-20 Army Command Policy AR 670-1 Wear and Appearance of Army Uniforms and Insignia AR 700-84 Issue and Sale of Personal Clothing AR 710-2 Supply Policy Below the National Level AR 735-5 Property Accountability Policies DA Pam 670-1 Guide to the Wear and Appearance of Army Uniforms and Insignia DA Pam 710-2-1 Using Unit Supply System (Manual Procedures) DA Pam 708-3 Cataloging of Supplies and Equipment, Army Adopted Items of Materiel, and List of Reportable Items (SB 700–20) CTA 50-900 Clothing and Individual Equipment CTA 50-909 Field and Garrison Furnishing and Equipment

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CTA 50-970 Expendable/Durable Items (Except Medical, Class V, Repair Parts and Heraldic Items) CCR 145-2 Junior Reserve Officers’ Training Corps Program: Organization, Administration, Operation, Training and Support CCR 145-2, Chapter 11 Revision Uniforms and Insignia CCR 145-8-3 (Draft) Junior Reserve Officers’ Training Corps: JROTC Program for Accreditation CCR 700-1 Logistics: ROTC Standardized Logistics Policy and Procedures JROTC Unit Management System (JUMS)

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