1 Flashcards

1
Q

When is a basic ltr used?

A

To correspond with other CG or DOD units.

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2
Q

What is the format of the reference block?

A

Lft margin on 2nd line below subj. three spaces after the colon a lower case ltr in parenthesis for even a single reference, use abbreviations freely, and use punctuation rarely.

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3
Q

What are standard forms?

A

Forms prescribed by a federal agency and approved by GSA for mandatory use.

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4
Q

How many lines must be carried over to have a second page of a ltr?

A

2 or more.

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5
Q

What copies of the rapidraft ltr are sent to the addressee?

A

Original and blue.

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6
Q

How long is an unimportant and minor memo kept for?

A

2 yrs

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7
Q

Are SSIC’s shown on the CG ltr

A

Yes, the file number is put on each page.

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8
Q

What manual contains long titles and abbreviations?

A

SDL.

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9
Q

How do you address a military mbr the first and subsequent times in a ltr?

A

1st YNC john P. Jones 123 45 6789, USCG, 2ND IS YNC Jones.

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10
Q

Proper format for the from block?

A

CO long titlee, unit name, geographic location (w/o state or zip) on lft margin 2nd line below date.

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11
Q

On a business letter, what is the proper format for the date block?

A

Month (spelled out) day year (spelled out)

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12
Q

How are paragraphs referenced in a basic ltr?

A

(1)(A).

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13
Q

What is the format of the copy block?

A

Lft margin 2nd line below encl. Use short title.

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14
Q

When do you number via addressees?

A

If you list two or more.

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15
Q

Where is the attention line indicated on a business letter?

A

2nd line of the address.

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16
Q

What is the order of a memo?

A

From, to, via, subj, ref, text, encl, copy.

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17
Q

Who may sign a CG ltr?

A

CO, or authorized subordinate.

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18
Q

How many action addresses can go on a basic ltr?

A

1, more would require a multiple address ltr.

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19
Q

What is the numbering sequence for a CG ltr?

A

Only number the 2nd and more pages never the first or single.

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20
Q

What is the copy blokc for?

A

To list addresses outside your unit that look at a ltr but don’t need to act on it.

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21
Q

If used where is the serial number shown?

A

On the line below the SSIC.

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22
Q

When would you use an enclosure?

A

To prevent a ltr from becoming too detailed.

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23
Q

What is the format of the enclosure block?

A

Lft margin ENCL: with two spaces and a number in parentheses for each even a single enclosure.

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24
Q

How many copies does a rapiddraft have?

A

Two plus one original.

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25
Q

What does the copy block look like when not receiving an encl?

A

Copy: w/o encl, or Copy: W/o encl (2) and (3).

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26
Q

Where is the SSIC on a CG ltr?

A

Fourth line below the phone number.

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27
Q

What is the max # of action addresses on a memo?

A

20.

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28
Q

2nd and succeeding pages of a CG ltr shall have what on them?

A

SSIC, date, and subj.

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29
Q

When would a postcard be used?

A

For simple correspondence such as announcements.

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30
Q

What is the max number of action addressees on a multiple address ltr?

A

5, with 6 or more becoming a memo.

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31
Q

When is the complete address used?

A

For a window envelope, or when kept on file for future use.

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32
Q

How do you show an enclosure under a separate cover?

A

Encl: (4) Sep Cover.

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33
Q

How many dys to answer routine correspondence?

A

15 working dys unless another time period is specified.

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34
Q

How is the CO’s signature block formatted on a basic ltr?

A

Name in all caps nothing below it.

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35
Q

How do you add reference when you are an action addressee?

A

By continuing any sequences begun earlier.

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36
Q

What color copy of a rapiddraft is the file copy?

A

Yellow.

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37
Q

How far below the text of a ltr is does the signature line go?

A

Four lines.

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38
Q

When endorsing a ltr but not adding anything what do you do?

A

Use a signature endorsement

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39
Q

When is the CO required to sign?

A

When required by law, when it establishes policy, for certain military justice matter, or when making a change to a units mission.

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40
Q

What salutation is used for congress and business ltrs?

A

Sincerely on the second line below the text.

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41
Q

How long must a ltr be before it should be indented?

A

At lease 2 paragraphs.

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42
Q

What is the format for the subj line?

A

Lft margin 2nd line under the last line two spaces after the colon, and begin capitalizing every word (it is a sentence fragment usually 10 words or less).

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43
Q

What does the abbreviation Notal stand for?

A

Not to all.

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44
Q

What manual contains the format of a msg?

A

Telecommunication manual.

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45
Q

How do you reference a rapiddraft ltr?

A

Your rpdltr 1070 of 93Feb14.

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46
Q

What is the max number of staff digits at a district?

A

10.

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47
Q

How do you reference a previous letter?

A

Your ltrXXXX(ssic) of (date).

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48
Q

Who would get a courtesy copy of a ltr?

A

When one has been requested, or when corresponding with a member of congress.

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49
Q

When do you use a business ltr?

A

To correspond with agencies outside the CG or DOD or with insiders when a more personnel touch is needed.

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50
Q

Which copy of a letter is signed?

A

Only the original.

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51
Q

Is there a from block on a business ltr?

A

No, must have a letterhead.

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52
Q

What is a rapiddraft ltr used for?

A

Routine correspondence not requiring action.

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53
Q

What is a memo used for?

A

Interoffice informal correspondence, or within DOT.

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54
Q

How long do you keep things that are short lived or minor?

A

No record is required.

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55
Q

On what date is a CG ltr dated?

A

The day it is signed.

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56
Q

Where does the via line go on a CG ltr?

A

2nd line below the to block it looks lie (Via: 3 spaces follow), use chain of command precedence when numbering.

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57
Q

How long should paragraphs be?

A

4-5 sentences.

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58
Q

How many words should a sentence contain?

A

20 or less.

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59
Q

Is the copy line of a business ltr long or short title?

A

Long title

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60
Q

What is a msg directive and what type of directive is it?

A

Aldist/Alcoast and they are comdtnotes

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61
Q

How do you mark an enclosure?

A

Mark an enclosure on the first page only, lower right corner (Encl (1)).

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62
Q

What are the lft and right margins for a directive?

A

¾ lft justified & ½ right unjustified.

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63
Q

If applicable which paragraph of a comdtinst contains any report required?

A

Last paragraph.

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64
Q

When is the copy block used?

A

When there is not enough time to go through the chain.

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65
Q

What type of ink is allowed to be used for signature?

A

blue

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66
Q

When would you use a blind copy?

A

For addressees inside your unit with no action necessary.

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67
Q

On a business ltr how does the date appear?

A

September 16, 2001

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68
Q

How are paragraphs indented?

A

4 spaces and type on the 5th.

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69
Q

What is to be avoided regarding references?

A

Complicated references (use only ones that bear directly on the subject at hand).

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70
Q

What type of sentences should be used at the beginning of a ltr?

A

Short ones.

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71
Q

What are the rules regarding the use of anacrynims?

A

Use sparingly with insiders (spell out the first one). Avoid use entirely with outsiders. If using 2 or less times then spell out each time.

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72
Q

What are the top and bottom margins of a ltr?

A

1 inch.

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73
Q

How would you address a situation where there were via addressees to be gone through but the action addressee needed to see the ltr asap?

A

In the copy block list the action addressee (Copy: CGDONE advance).

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74
Q

How are envelopes addressed?

A

Start 1/3 fm top left using dark blue or black ink.

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75
Q

How do you obtain clearance for correspondence?

A

Four ways sequential clearance (form cancelled), Concurrent clearance (CG-4590), conference clearance and electronic clearance (procedures being developed)

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76
Q

How many pen and ink changes are allowed?

A

2 per page.

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77
Q

Is a via address permitted on a rapiddraft?

A

No.

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78
Q

When using a facsimile stamp what should you do?

A

Initial each time you stamp.

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79
Q

When using a business ltr when would you double space?

A

When it is a short ltr, 8 lines or less

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80
Q

Can you omit the SSIC when doing a same page endorsement?

A

Yes.

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81
Q

When writing outside the CG how do you address rank?

A

Always spell it out.

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82
Q

When would you not use sincerely in the close of a business ltr?

A

When addressing the president you would use “Respectfully”.

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83
Q

How would you must an idea?

A

By putting it in the middle of a paragraph.

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84
Q

What are mini sentences?

A

An occasional sentence of six words or less (it slows down readers and emphasizes ideas).

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85
Q

What three requirements must be met before a window envelope is used on a business ltr?

A

Address must take no more than 4 lines, no line may extend past the middle of the page, letter and enclosures must be unclassified.

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86
Q

What can be done to make a short business (8 lines or less) letter look normal?

A

Start address 2 lines below the date, use 2 inch side margins, and double space.

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87
Q

What do you do with the date in the text of a CG Memo?

A

Spell it out (Day Month Year).

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88
Q

How many days do you have to respond to a congressional regarding a direct personal concern of the congressperson?

A

5 Days (manual does NOT say calendar or working days).

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89
Q

How many days to respond to a congressional routine CG Ops and Policy?

A

10 Days (manual does NOT say calendar or working days)

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90
Q

What is the general limit on a short business letter?

A

8 lines or 100 words.

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91
Q

When formatting a directive, what do you use to format your documents text?

A

Styles

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92
Q

When drafting a directive, what is the maximum number of subheadings you may have?

A

No more than 6 levels.

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93
Q

Should the subject line for an Instructive/Directive be classified or unclassified?

A

Unclassified.

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94
Q

How would you note documents received via fax that have the same authority as if they were the original?

A

ACTION COPY; DO NOT DESTROY

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95
Q

Since the sequential clearance form has been cancelled, how does the correspondence manual recommend you obtain clearance sequentially?

A

List staff symbols 2 “ from bottom of last page of file copy

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96
Q

To shorten the routing for a clearance, which type of clearance should you use?

A

Concurrent

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97
Q

In a CG Memo, on the date line, should the year be in 2 digit or 4 digit format?

A

Either

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98
Q

Your YN3 is filling out a request for directives from different stock points, what do you tell him?

A

Use the form indicated in the DPRI

99
Q

How is a continuation sheet marked on a CG-3307?

A

Must be clearly marked on the top with the identifying items

100
Q

How many entries of the same kind can be entered on the CG-3307?

A

Unlimited.

101
Q

Where is the preparation and submission of admin remarks found?

A

Enclosure 6 of the 3PM.

102
Q

How would the signature line appear for a commanding office of another unit on a page7?

A

A.B. SEA, CAPT, USCG
Commanding Officer
USCGC DOCK (WHEC 725)

103
Q

How many types ot Performance and Discipline entries are there for Page 7’s?

A

26

104
Q

How many copies of a page 7 are to be made?

A

Original plus 1 copy (orig to SPO PDR, Copy to ADM-3)

105
Q

What form is used to order DOT pubs?

A

CG-4428 (Request for directives)

106
Q

What is the COMDT office for directives?

A

CG-61

107
Q

When forwarding files to the FRC never send anything with different what?

A

Retention periods.

108
Q

When do you transfer PMIS source documents to the FRC?

A

1 yr after run date (destroy 5 yrs after run date).

109
Q

How is correspondence filed?

A

By SSIC number.

110
Q

What determines whether records get microfilmed?

A

Its cheaper to store a file for less than 15 yrs than to microfilm it.

111
Q

What is the SSIC for military schooling?

A

1500.

112
Q

What manual has instructions for disposal of reports?

A

Paperwork Management Manual.

113
Q

What are temporary records?

A

Records having a lasting admin, fiscal, legal, or historical value.

114
Q

How many feet is a GSA shipping carton?

A

1 cubic foot.

115
Q

What must be included in the box when shipping to FRC?

A

An itemized list.

116
Q

How long do you keep general files at the unit?

A

3 yrs.

117
Q

When should general correspondence be reviewed for disposal?

A

Annually.

118
Q

Who maintains the FRC’s?

A

GSA.

119
Q

With an SSIC of 1650 what would you call the “50”?

A

Secondary number.

120
Q

Instructions have what type of reference value?

A

Continuous

121
Q

How long do notices stay in effect for?

A

Are self canceling and are automatically canceled after one yr.

122
Q

What manual gives information on how to order directives and publications?

A

Directives, Publications, and Reports Index.

123
Q

How do you file correspondence when document concerns more than one subject?

A

File an extra copy under each subject.

124
Q

What do you do with an old directive or pub?

A

Transfer to FRC 1 yr after superseded or canceled?

125
Q

How long should you keep general correspondence?

A

Destroy when 2 yrs old.

126
Q

How many years must records associated with issuance and accountability be maintained?

A

Five.

127
Q

Send records to the FRC with how many years disposition remaining?

A

2 yrs

128
Q

What do you do with non record material?

A

destroy when it is no longer useful

129
Q

When shipping records what do you do?

A

Submit a SF-135 first and then within 90 days of receipt submit records along w/ copy of SF135 and SF258.

130
Q

Your unit receives an unsigned advance copy of an MLC-related instruction. Your supervisor wants you to take action. What do you do with it?

A

Draft copy – no required action

131
Q

A reading file is an example of what type of information (According to the Information Life Cycle Mgmt Manual (Ch 1-E-2))?

A

Non-record material

132
Q

Explain how an SSIC number is broken down?

A
5000 = general category
5200 = primary subject
5210 = Secondary subject
5211 = Tertiary subject
133
Q

Official correspondence received via faxed, what should they be marked as?

A

“Action Copy, Do Not Destroy”

134
Q

Name several types of Non-record material?

A

Extra Copies, “Reading File” copies, Suspense or tickler files and routing slips

135
Q

How long do you retain routine files used for inter-office activities?

A

2 yrs.

136
Q

How many copies of the SF-135 do you send to the FRC?

A

Original and 2 copies

137
Q

In what manual would you find out about how to stamp a fax as an official document?

A

Correspondence Manual

137
Q

What are the margins of a directive?

A

Left – ¾ justified, right ½ unjustified, top and bottom 1 inch

137
Q

How long must a directive be before it must have a table of contents?

A

10 pages

137
Q

What should the first paragraph contain?

A

Purpose

137
Q

How long must a directive be in effect to be an instruction?

A

12 months

137
Q

How is a msg formatted?

A

Dtg, fm, to info, but, clas, subj, bt.

137
Q

What sign cannot be used on a msg?

A

The cents sign.

137
Q

What is the paragraph sequence for a directive?

A

Purpose, action, directives affected, Environmental Aspects, forms/reports, other paragraphs.

137
Q

New information added to an existing instruction is what?

A

A supplement

137
Q

What is the format of a directive?

A

Heading, table of contents, paragraph sequence, paragraph titles/section numbers, exhibits or figures, enclosures, appendices, distribution grid, reproductions, exceptions to format, macros.

137
Q

When are directive reviewed?

A

Instructions in Mar & Sep every 4 yrs, and manual every yr.

137
Q

How long do aldist’s remain in effect?

A

60 dys.

137
Q

.Where do the page # on a directive go?

A

Centered ½ inch from the bottom.

137
Q

How is a notice labeled in the upper right hand corner?

A

CGN1NOTE.

137
Q

How many addresses must you have before you can issue a directive?

A

6

137
Q

How many pages before an index is required?

A

20

137
Q

When do instructions expire?

A

31Mar/30Sep on their 4th anniversay.

137
Q

A complete reissuance of an existing instruction is called what?

A

A revision.

137
Q

What is msg directive?

A

Aldist.

138
Q

What type of directive prescribes authority and/or contains info with continuing reference value?

A

An instruction.

139
Q

What is a permanent type of instruction called?

A

A manual.

140
Q

What limitation is placed on mailing labels?

A

5 lines, and 29 characters.

141
Q

When can a publication be ordered?

A

When there is a need to know or act regardless of distribution.

142
Q

What form is used to order publications?

A

CG-4428 request for directives.

143
Q

How many pubs may be entered on a request for allowance change?

A

5

144
Q

How many pages before an instruction must be issued as a manual?

A

It is an option between 10 and 24 pages. With 25 or more pages it must be issued as a manual.

145
Q

Who is the directive control point for CG?

A

G-SII.

146
Q

How do you list the title of a classified directive?

A

Subj: FUTURE MORAL TRIPS AT THIS UNIT (C )

147
Q

How do you identify a particular paragraph as classified?

A
  1. (C ) ACTION. Area, maintenance and logistics command and district….
148
Q

How are copies of directive provided from originator?

A

1 copy to the subject matter program manager and one to CG-611.

149
Q

How are directives and notices canceled?

A

Directives, statement of cancellation shall appear in the third paragraph of the canceling directive.
Notices, the statement of a cancellation shall appear in the first paragraph (PURPOSE).

150
Q

How long should the whole allowance change procedure take?

A

No more than 20 working days.

151
Q

How many directives may be entered from one stock point on a single CG-4428?

A

12

152
Q

How do you easily identify the text on a page replacement that has been changed?

A

By placing a vertical line in the on-binding margin or using boldfaced type.

153
Q

For page replacements how many revisions is the vertical line or boldfaced type used for?

A

Only the first revision.

154
Q

When is permanent binding used for issuing manuals?

A

For one-time issue documents only (because you can’t make page replacements).

155
Q

Where does the statement of cancellation for a directive appear?

A

3rd paragraph of the canceling directive.

156
Q

Where does the statement of cancellation for a notice appear?

A

In the 1st (PURPOSE) paragraph (cancellation is shown in the directive’s index).

157
Q

Who must area district and MLC’s provide copies of directive issued to?

A

One copy to subject matter program manager, and one to CG-611

158
Q

When creating a new directive using a different software application, you must obtain approval from?

A

COMDT (CG-612)

159
Q

How does an O-7 sign correspondence?

A

RDML

160
Q

How does an O-8 sign correspondence?

A

RADM

161
Q

How many addresses on a directive must you have before submitting for a special mailing list (used to mail to individuals or units outside the CG)?

A

25 (you must submit a memo to CG-612 for distribution)

162
Q

What is a “transmittal instruction” and how long does it remain in effect for?

A

instruction used to update a manual, remains in effect for life of the manual.

163
Q

What is the form number for a “Request for Allowance” change?

A

CG 5323

164
Q

When is the CO not allowed to delegate his/her signature authority?

A

When it established authority, changes unit mission, Mil justice matters, and other times when required by law

165
Q

Who is responsible to ensure mailing location get changed when a member won’t be at their PDS for the SWE?

A

Member

166
Q

PPC(ADV) will acknowledge receive of a supplemental advancement requests within ____

A

5 working days

167
Q

True or false.

A member that doesn’t meet his/her maximum allowable weight can be placed in the supplemental advancement list.

A

True

168
Q

True or false
Separation requests submitted through E-mail to PPC are required to be followed up with regular mail hard copy paper request.

A

False

169
Q

Who can approve a waiver for a member that doesn’t meet their maximum allowable weight to attend pipeline training in route to their next PDS.

A

CG-1221

170
Q

The CRSP panel will exclude members that are ______ from the review process

A

Above the cutoff in either SWE of 2011 on or before 1JUN2012

171
Q

Members going through the CRSP process should review and verify their EI-PDR and have any missing documents entered in it NLT _____ .

A

30 April 2012

172
Q

When are members indentified for involuntary retirement by the CRSP panel will retire assuming they don’t request an earlier day?

A

1 Dec 2013

173
Q

For a member that receives PCS orders to an area that was recently removed from the CHA, in order to qualify for BAH protection he must _____

A

Receive the orders before the promulgation date of the message making the change to the CHA ALCGPSC 002/12, paragraph 3.

174
Q

True or false.
Under the CHA policy, members that receive BAH with dependents based solely on the payment of child support are still entitled to BAH protection.

A

False

175
Q

Who approves BAH protection requests?

A

CG PSC-PSD-FS

176
Q

A member with a spouse and two children executing orders to Puerto Rico should _____

A

Charge the plane tickets to the CBA

177
Q

The CBA will be used to purchase air travel anytime that _____

A

All of the above

178
Q

True or false. The CBA can be used for the payment of baggage fees.

A

False

179
Q

Can a member use her/his GTCC for a PCS move?

A

Yes, if the duration of the PCS travel (Travel, Proceed time, leave, TDY in route, etc) is less than 15 days ALCGPSC

180
Q

How can you pay for conference/seminar registration fees?

A

Using a government purchasing card and

Using a government travel charge card

188
Q

Members can get child care subsidy for up to ____ children, that are up to _____ years old.

A

3

12

190
Q

Waivers for reservists that ____ have to be requested and approved by PSC before they can go in any kind of active duty service with the exception of ADT.

A

Are approaching 16 years of active duty service

191
Q

Requests for active duty periods for reservists that need waiver from PSC need to be submitted NLT _____ before the start date of the active duty period.

A

90 days

192
Q

Reservists that were designated temporary Maritime Enforcement Specialist (ME) and don’t finish their requirements before the deadline date will be _____ .

A

Placed in ISL

194
Q

Who authorizes NOEs for reservists that qualify for incapacitation benefits?

A

PSC-RPM

196
Q

Medical status updates are required every ____ for NOEs that are extended.

A

30 days

198
Q

With a few exceptions, NOE extensions will not exceed _____

A

6 months

200
Q

When are junior reservists considered tour complete?

A

After 5 years at the present duty station

202
Q

Short term ADOS-AC can’t exceed _____

A

180 days

204
Q

IRR members desiring to drill for points are required to submit their requests to _____

A

PSC-RPM via the unit the intend to drill in

206
Q

Which of the following is not a valid reason for a RPM with pay?

A

Nutritionist visits relating to the weight program

208
Q

ITP guidance states that _____ training takes precedence over other types of trainings for SELRES personnel.

A

Position specific

210
Q

When are reservists entitled to participate in the child care subsidy program?

A

When they serve for 180 consecutive days of active duty

211
Q

SELRES need to complete their ASQ between ______

A

1 Aug – 31 Oct

212
Q

Under the SLA program reservists can carry over earned leave upon separation from active duty periods and use it later whenever in active duty period of ____ or more days.

A

30

214
Q

Where are PG7s for SSN verification filed?

A

Section 4

215
Q

Who generates the PG7 for SSN verification

A

PSC-BOPS-C

216
Q

The Post-9/11 GI bill is available to any member that completed _____

A

90 days of active duty

217
Q

Who is responsible for maintaining the EI-PDRs?

A

PSC(PSD-MR)

218
Q

Personnel requesting consideration for the CWO appointment process that are also tour complete in 2012 are required to _____

A

Resubmit their assignment e-resume and put warrant appointment in the job basket as the last choice

219
Q

What is the minimum occupancy requirement for members assigned to government family housing before they are entitled to BAH after vacating quarters?

A

12 months

220
Q

Which of the followings is not authorized SDAP?

A

HITRON pilots

221
Q

The TRICARE young adult coverage plan provide medical coverage for members’ ______

A

Adult children who are not married, until the child turns 26 years

222
Q

FRV reimbursement is limited to a maximum of _____ for personal property lost or damage

A

$50,000

223
Q

Who is responsible for submitting damage claims?

A

Member

224
Q

Where should a member obtain her/his weight tickets for PPM?

A

Both tickets at the origin point

225
Q

How long after registering in WWW.MOVE.MIL will members get their user names and passwords?

A

72 hours

226
Q

Advanced operating allowances may not exceed ______ of the ______

A

60%

estimated incentive payment

227
Q

True or false

Advanced operating allowances are authorized for members solely using their POVs to execute their moves

A

False

228
Q

Members found non-compliant with their maximum allowable weight will complete their medical referral form within ____ from their weigh-in

A

30 days

229
Q

True or false
A non-compliant semi-annual weigh-in is considered a strike for the 3 strike rule, regardless if the member is currently on probation

A

True

230
Q

A member that has a family member enrolled in the special needs program will update their status at least every _____ and if an update is due at the time of their projected rotation date they will initiate the update process _____ in advance.

A

3 years

9 Months

231
Q

Members that only have residential custody of a child for ____ of the time or less don’t have to enroll them in the special needs program.

A

30%

232
Q

Currently the Coast Guard have ____ interpreter levels and ____ linguist levels

A

4

2

233
Q

Members experiencing marital discord may be assigned to vacant UPH for a cooling down period for up to ____ without charge.

A

15 days

234
Q

In order to qualify for NCRR a member must have orders for a ____ months deployment to an authorized locale and serve at least _____ in country

A

12

270 days

235
Q

Canine handlers must be ____

A

E-5 and below

236
Q

Which one of the following reimbursement programs has a 15 days claim submittal limitation?

A

Motorcycle Safety Training

237
Q

When will EATS become mandatory for the YN rate?

A

May 2015

238
Q

What rate is currently authorized CSTB?

A

OS

239
Q

Personnel that attend guaranteed ___ “A” school are authorized enlistment bonuses.

A

FS

240
Q

IDP continues for members hospitalized due to a wound caused by hostile fire for e period not to exceed ____ from the date the member was____ .

A

3 months

Hostpitalized

241
Q

Copy of leases are required as supporting documentation whenever completing a ______ transaction

A

Advance BAH request

242
Q

PPC will enter awards whenever ___ or more people get the same award.

A

25

243
Q

Who is responsible to effect any changes to the SDAP levels?

A

Depends on the type of SDAP