Navy Post-Graduate Office Policy and
Procedures for USN Personnel

Accountability and Mustering

The environment you are in during this tour of duty is significantly less structured than that of a normal Navy operational command. The students selected for the educational programs represent the best talent in the Navy. As such, the command is not concerned with specifying rigid working hours.

However, the command must be able to contact everyone at all times in case of emergency. It is imperative that you keep the Navy Postgraduate Office informed of how to get in touch with you. If you are traveling out of the local area and/or will not be reachable at your normal emergency contact numbers for more than 24 hours, you must inform the PG office and your Class Leader of your plans and how to reach you in case of an emergency. Leave or TAD orders provide the necessary accountability (see next section). Otherwise, email notification with approriate information is required.

Additionally, the Navy has implemented a robust accountability and mustering system called NFAAS (Navy Family Accountability and Assessment System). This system is used to account for Navy service and family members in the event of a simulated or actual emergency. It is also used to track non-emergency events such as annual influenza immunization. The Navy routinely runs mustering exercises (e.g., HURREX’s) which require rapid accountability of command personnel who are known or thought to be in the “affected area”. All officers must know how to use the NFAAS system (CAC required) and keep the system up to date for yourself and your family members. The NFAAS site can be found at https://navyfamily.navy.mil

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Leave and Liberty

Personnel attached to this command will be subject to the current Navy directives governing leave and leave modified and amplified as follows:

Authority to be off-campus in a work or liberty status is automatically granted to all officers when they are not required to be on-campus for education/program or military obligations. This includes academic holidays and breaks. Note the “24-hour” notification requirement in the "Accountability/Mustering" section. While in this status, you should be ready to come into the office on short notice.

Leave will normally be granted upon request during academic holidays and student vacation periods. Leave at other times during the school year will be granted only for emergency or special reasons. Emergency leave may be requested by calling the Curriculum Officer (CUO) or the Academic Officer (AO). Home phone numbers are on the Social Roster.

During academic holidays and student vacations, students are required to take leave if they will be traveling outside 300 miles. Normal workday for students is Monday thru Friday from 0800 to 1630.

DO NOT LEAVE THE AREA (GREATER THAN 300 MILES) WITHOUT APPROVED LEAVE PAPERS OR OFFICIAL TAD ORDERS.

Submit leave requests online via the e-Leave feature within the Navy Standard Integrated Personnel System (NSIPS) website (CAC required). For overseas leave, ensure you have completed the DoD Foreign Clearance Guide (link available in your e-Leave request submittal) and annotate completion in the notes field prior to submitting your leave request for approval. As the situation permits, submit requests at least two weeks in advance. Shorter notice may require you to contact the AO to discuss the request. Use the “Check-in/Check-out” part of the e-Leave feature to report the beginning and end of leave.

Househunting no-cost TAD orders, if authorized, can be arranged by contacting the Navy Program Administrator.

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Travel / TAD Orders

Travel or TAD orders are required if you will be leaving the area for more than 72 hours and not in a leave status. “No cost” TAD orders are issued when the officer is traveling under sponsorship/funding from the school or program. In this case, the orders are for personnel accountability purposes only. Contact the Navy Program Administrator.

“Government funded” travel/TAD must be sponsored and funded by another command. The PG Office does not have government travel funds. In most cases, the officer will be required to use the Defense Travel System (DTS) to make travel arrangements and submit the travel claim. DTS allows the sponsoring command to provide a line of accounting for the traveler to select when making the travel arrangements. Each officer is responsible for coordinating funding and making his/her own reservations for travel, rental cars, and lodging.

Using DTS requires the officer to have or establish an account and to be “gained” under the BU/MIT NROTC unit’s cognizance. It may take several weeks to get set up in DTS, so plan accordingly!

The member is responsible to provide the funding command a copy of the liquidated travel claim for financial accounting purposes.

If your travel requires a security clearance transmittal or visit request, see the following section.

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Security Clearances / Visit Requests

Security clearances are maintained/tracked in the Joint Personnel Adjudication System (JPAS). A collateral-duty Security Manager at the MIT NROTC Unit handles JPAS transactions for officers assigned to the PG Office. The Navy Program Administrator is the initial POC for security clearance issues.

Security clearance transmittals and visit requests must be done through JPAS (preferred) or sent by the PG Office. You cannot hand-carry a security clearance. Request transmittal by sending an email request to the Navy Program Administrator at least one week in advance.

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Fitness Reports

Normally, fitness reports for officers assigned to duty under instruction are "not observed". In special cases, for outstanding accomplishments or when an adverse report is required, an observed fitness report is submitted. Counseling sessions, in accordance with BUPERSINST 1610.10, will be scheduled.

FITNESS REPORTS DUE:
Captain – 31 July
Commander – 30 April
Lieutenant Commander – 31 October
Lieutenant – 31 January
Lieutenant Junior Grade – 28/29 February
Ensign – 31 May

TRANSFER REPORT DUE: Input for transfer evaluations should be forwarded one month prior to transfer date. Medical Officers should obtain a letter from their program manager that will then be attached to their fitness report prior to detachment.

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Uniform and Grooming Standards

Officers participating in education or fellowship programs wear civilian attire consistent with their program’s norms and/or policies. Military uniforms are worn on special occasions as prescribed by the CUO/AO. You should be prepared to attend functions in uniform on short notice.

Haircuts and facial hair are to be maintained in compliance with Navy standards, whether in uniform or not.

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Physical Fitness Assessment (PFA)

All personnel assigned to the command must satisfactorily complete physical fitness testing. Semi-annual testing is performed in accordance with OPNAVINST 1611.1 during April and October. Procedures will be promulgated by the collateral duty PFA Coordinator prior to each testing period.

A Physical Health Assessment (PHA), i.e., medical exam, is required annually and must be completed prior to the PFA. You should schedule a PHA in your birth month each year. The Hanscom AFB Clinic accepts appointments for Navy PHA’s through the main appointment line: 888-628-9633. Other medical providers such as MIT Medical may also be willing to conduct the PHA. The PHA form can be downloaded at: http://www.nmcphc.med.navy.mil/downloads/PHA/NAVMED6120_4.pdf. 

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