Indian Armed Forces. (1) These Identity cards are common to all the three services, In the Navy, these are issued to all officers and sailors.
(2) These identity cards shall be issued to: -
(a) Officers on the active list.
(b) Nursing Officers of the Military Nursing service seconded or attached to the Navy.
(c) Honorary Commissioned officers on the active list.
(d) Other Honorary Commissioned officers.
(e) Foreign officers under training in the Indian Navy.
(f) Sailors on active service and re-engaged sailors.
(g) Retired officers when re-employed/recalled/mobilized.
(h) Indian Naval Auxiliary Service officers when called for training or on active service.
(3) Identity cards are the property of the Government of India and shall be carried on the person of the holders, at all times, on duty whether in uniform or in civilian clothes.
Note: When engaging in sporting activities such as swimming, sailing surfing etc. or when not in use, the Identity card must be kept locked in a secure place.
(4) Commanding officers shall ensure by periodic inspection that all personnel under their command are in possession of these identity cards. They should also impress the importance of security of identity cards on all officers and sailors under their command. Arrangements should be made to check identity cards of all personnel when they leave the ship or return on board.
(5) The identity cards shall be issued or replaced at Government expenses on the following occasions: -
(a) On the first issue.
(b) On promotion from the lower deck.
(c) When there is change in facial appearance.
(d) When an identity card is issued against the return of one worn out by fair wear and tear, ordinarily after three years or earlier in exceptional circumstances.
(e) Change of name.
(f) On promotion to higher rank except from Seaman II to Seaman I and its equivalent ran k, reduction or reversion in rank.
(g) Accidental loss not due to the fault of the individual.
(h) On loan to a foreign Government or on an assignment abroad, if the identity card does not show the appropriate rank.
(j)On retirement to Officers, Armed Forces identity cards are to be withdrawn from the retiring Naval officers or retiring honorary Commissioned officers and fresh identity cards issued to them if so desired, with the words ’Retired’ endorsed on it, to facilitate their identification on ceremonial occasions, service functions, while drawing pension, rations, canteen goods and POL etc.
(6) On all other occasions when a replacement of identity card is done, a sum of Rs.10/- shall be realized from the person concerned and credited to the Government.
(7) Procedure in case of loss: -
(a) Personnel serving ashore shall report the los of identity card immediately to the Commanding officer of the establishment who shall report the fact to the following authorities at the earliest opportunity: -
(i) Nearest Police Station.
(ii) The Administrative Authority.
(iii) Local Naval Provost Authority.
(b) Personnel serving afloat shall report the loss of an identity card immediately to the Commanding officer who shall inform immediately: -
(i) The Senior Officer of the Port concerned who in turn will inform the nearest Police Station if the loss is believed to have occurred ashore.
(ii) The Administrative Authority.
(iii) Local Naval Provost Authority.
(c) Personnel on leave shall report the loss of an identity card immediately: -
(i) To the nearest Police Station.
(ii) To the Commanding officer giving all the details regarding the loss.
(d) Commanding officers shall issue temporary identity passes (Form IN 150) to officers and sailors who lose their Indian Armed Forces Identity Cards. This should be issued for a specified period to be decided by them.
(e) Commanding officers shall also arrange with the Naval Provost Marshal, Western Naval Command, Bombay for the issue of a duplicate identity cads giving the following particulars: -
(i) Date of loss of identity card.
(ii) Date of detection of loss.
(iii) Circumstances of loss of identity cards.
(iv) Punishment awarded, if any.
(f) On the issue of a duplicate identity card or if the original identity card is found, the temporary pass shall be returned to the issuing authority for cancellation. In case the original is found after the issue of the duplicate, the duplicate shall be returned to the Naval Provost Marshal, Western Naval Command, Bombay. In all cases when the original is found, the Naval Provost Marshal Western Naval Command, Bombay, and the various authorities to whom the information about the loss has been given in accordance with sub regulations (a) and (b) shall be informed.
(8) Loss of identity card occurred due to negligence of the holder shall be an offence. Circumstances in which loss occurred and subsequent conduct of the cardholder shall determine the gravity and mitigation of the offence.
(9) Permanent identity cards shall be withdrawn from personnel on release or discharge and prior to their proceeding on release leave. These shall be returned to the Naval Provost Marshal, Western Naval Command, Bombay, for cancellation. Such personnel are to be issued form IN 150 for the period of their release leave with the date on which this pass becomes invalid clearly stamped in red ink. All other forms of temporary passes shall be withdrawn from such personnel.
(10) These identity cards or any other form of temporary passes shall be withdrawn at the port of embarkation by the Local Naval Authority from the personnel of foreign navies under training with the Indian Navy, and returned to the Naval Provost Marshal, Western Naval Command, Bombay, For cancellation.
(11) Indian Armed Forces Identity Cards shall not be issued to civilians serving with the Navy.
2502. Naval Pay Book. (1) All officers and sailors shall be issued with Pay Books to enable them to draw thereon their pay. Officers and sailors shall present themselves in person to the pay disbursing authorities with their pay books to receive payment. When a new pay book is issued, the old one is to be returned. Old pay books shall be forwarded by the Commanding officer to the supply officer-in-Charge, Naval Pay Office, Bombay.
(2) In case of loss of pay books, officers and sailors are to report the loss immediately to their Commanding officer, who is to report the fact to the following authorities at the earliest opportunity: -
(a) Administrative Authority.
(b) Nearest Police Station.
(c) Naval Pay Office.
(3) Paying officers are top bring at once to the notice of their immediate, superior or Commanding officer any case of misuse of pay books for impersonation or fraud which they may discover.
(4) Pay books are to be withdrawn from personnel on the following occasions:
-
(a) Officers
(i) Retirement, release or discharge from the Service.
(ii) Resigning their Commission.
(iii) When appointed on the Staff of missions abroad or seconded to other services or deputation to pu7blic sector undertaking or when appointed as ADC to Governors.
(b) Sailors
(i) Release or discharge from service.
(ii) Promotion to commissioned rank.
(iii) When appointed on the staff of missions abroad.
2503. Flying Log Books. Instructions relating to Flying Log Books are given in Indian Naval Air Publication 2 (INAP2). The Log Books shall be produced at inspections whenever required.
2504. Certificate of Death or Presumption of Death. (1) When an officer or a sailor dies, the issuance of a death certificate by civil authorities is governed by civil law.
(2) A certificate of death may be issued by or under the authority of the chief Of the Naval Staff when an officer or an sailor: -
(a) Dies and no death certificate is issued by civil authorities or;
(b) Is killed in action.
When an officer or a sailor is missing, a certificate may be issued by or under the authority of the Chief of the Naval Staff, after due enquiry, that he is confirmed or presumed to be dead.
(3) Under Section 180 of the Navy Act, 1957, the following officers are also prescribed for the issue of certificates mentioned kin sub regulation (2), on active service: -
(a) Joint Secretary, Ministry of Defence- for officers.
(b) Administrative Authorities – for Sailors.
See SRO 389 dt 12 Dec 61 as amended by SRO 257 dt 05 Aug 67).
(4) When no conclusive proof that a missing officer or sailor is dead has been produced at the end of six months, the Chief of the Naval Staff shall cause further inquiries to be made from: -
(a) The next of kin.
(b) The ship or establishment of the missing officer or sailor.
(c) Any other likely source.
(5) A certificate of presumption of death may be issued when: -
(a) Inquiries made under sub regulation (4) of this regulation fail to produce information indicating that the missing officer or sailor may still be alive.
(b) In the opinion of the Chief of the Naval Staff or other prescribed officer, the circumstances surrounding the disappearance of the missing officer or sailor raise beyond reasonable doubt the presumption that he is dead.
(6) In a certificate of presumption of death, the issuing authority shall: -
(a) Declare that the missing officer or sailor is deemed to be dead.
(b) State the date on which his death is presumed to have occurred.
(7) When a certificate of presumption of death has been issued, in respect of a missing officer or sailor, stating the date on which the death is presumed to have occurred, such officer or sailor shall thenceforth be deemed to have died on that date.
(8)(a) When an officer or a sailor is declared missing while in service the family will be paid the following benefits subject to adjustment of outstanding dues in respect of the missing personnel: -
(i) Immediately after the Date of Declaration of Disappearance. The amount of salary due, leave encashment due and Defence Services Officers Provident/Armed Forces Personnel Provident (DSOP/AFPP) Fund amount subject to nomination made by the missing personnel.
(ii) After the Lapse of One Year from the Date of Declaration of Disappearance/Presumption of Death.
Family pension/Death-cum-Retirement Gratuity (DCRG) etc. as admissible in normal conditions.
(b) The above benefits may be sanctioned after observing the following formalities: -
(i) The family must lodge a report with the concerned police station and obtain a report that the individual has not been traced after all efforts had been made by the police.
(ii) The claimant will be required to furnish an indemnity bond with two solvent sureties to the effect that all payments thus made will be recovered from the amount due to the person if he/she reappears and makes any claims.
(c) The family can apply to the concerned authority for grant of family pension and DCR Gratuity after one year from the date of declaration of disappearance of the service personnel in accordance with the procedure for sanction of family pension and DCR Gratuity. In case the disbursement of DCR Gratuity is not effected within 3 months of the date of application, the interest shall be paid at the rates applicable and responsibility for the delay fixed.
2505 – 2509. Blank.
SECTION II – OFFICERS
2510. Confidential reports on Officers. (1) Confidential Reports on Naval officers shall be rendered on forms as prescribed and as per general instructions issued by the Chief of the Naval Staff.
(2) All reports are to be rendered in original only. There should be no erasures or overwriting of numerical assessments. If amendment is to be made, the old assessment should be crossed through and new assessment entered and signed in full.
No copies shall be made or retained by any authority. Extracts of relevant portion of confidential Reports may however be made under the following circumstances: -
(a) For communicating adverse remarks to the officer by post.
(b) When an officer reported upon feels aggrieved by the adverse comments which are communicated to him under the provisions of this regulation and requests for a copy of relevant extracts.
(3) Confidential Reports are of the following types: -
(a) Annual Confidential Report. (ACR).
(b) Early Annual Confidential Report. (Early ACR).
(c) Delayed Annual Confidential Report (Delayed ACR).
(d) Interim Confidential Report. (ICR).
(e) Special Confidential Report (SCR).
(f) Quarterly Confidential Report (QCR).
(4) Annual Confidential Reports (ACR). A confidential report is to be rendered annually on every officer on dates as prescribed by the Chief of the Naval Staff.
Note: (i) If an ACR is not rendered, reasons for non-initiation are to be reported.
(ii) Confidential reports are not required to be rendered on officers undergoing formalized specialist or other courses in a civil/Naval/Inter-services institute either in India or abroad. However, reports are to be rendered on officers undergoing specialist or other training involved in commissioning and acquisition of ships, submarines, aircraft, weapons and equipment and transfer of technology which do not fall under the category of formalized courses. Naval Headquarters will normally issue necessary instructions when deputing officers for such courses.
(5) Early Annual Confidential Report (Early ACR). An Annual Confidential Report may be initiated up to three months earlier than the normal date of its initiation, if the officer reported upon or the initiating officer leaves his respective appointment, or when considered necessary by Naval Headquarters.
(6) Delayed Annual confidential Report (Delayed ACR). Initiation of an Annual Confidential. Report may be delayed up to a maximum period of three months from the normal date of initiation. If the officer reported upon does not complete three months service under the initiating officer and no ACR or Early ACR has been rendered on him in that rank for that reporting year.
(7) Interim Confidential Report (ICR). An Interim Confidential Report is to be rendered on an officer in the following circumstances provided that a report has not been rendered on him in the preceding six months, and that an annual report cannot be initiated under sub regulations 4 or 5 above: -
(a) Permanent transfer or retirement of the initiating officer or the officer reported upon.
(b) Change of Administrative/Operational Authority (applicable only in the case of Commanding officers) provided no confidential report has been initiated in the preceding three months. When an officer’s performance afloat in an operational ship may go unreported if an ACR was rendered during the preceding six months when the ship was no operational. In such cases, an ICR may be rendered at the discretion of the Commanding officer provided the officer has rendered at least three months service under the initiating officer from the date of last report. However, if an early ACR becomes due in terms of sub regulation (5) above the same should be initiated in all cases.
Note: If an ICR is not rendered under any of the above circumstances, reasons for non-initiation are to be reported in a manner prescribed by the Chief of the Naval Staff.
(8) Special Confidential Report (SCR). A Special Confidential Report may be initiated under the following circumstances: -
(a) When called for either by Naval Headquarters or the Administrative Authority for any specific purpose.
(b) When an officer is recommended for urgent transfer from the ship/establishment on grounds of unsuitability, or when a change of appointment is recommended for some other reasons.
Should such a report contain any adverse comments or numerical assessment below 5, normal action should be taken to inform the officer reported upon and obtain his signature on the form.
(c) When a substantial drop in performance is noticed in respect of an officer select listed for promotion, which in the opinion of his superior officer may render him unsuitable for promotion.
Such report would normally be adverse in content and should therefore be signed by the officer reported upon.
(d) When an officer is recommended for discharge from service after having been suitably and sufficiently warned in writing through the medium of quarterly reports as specified in sub regulation, (9) below.
(9) Quarterly Confidential Reports (QCRs). Officers of the rank of Lieutenant Commander and below may be placed on Quarterly Confidential Reports by the Administrative Authority under intimation to Naval Headquarters. Officers above that rank may be placed on Quarterly Confidential Reports only by the orders of the Chief of the Naval Staff. Reports on officers so placed are to be rendered every three months until ordered to be discontinued by the authority placing the officer on quarterly report. If an officer placed on quarterly reports is transferred, the Commanding officer of his next ship and the new Administrative Authority are to be informed of this by the previous Commanding officer and a copy of the letter placing him on quarterly report forwarded to each of them. An officer is to be informed if he is placed on quarterly report and again when removed.
Note:(i) All the short comings/weaknesses of the officer are to be listed in the letter placing him on quarterly reports and the officer is to be informed of the same. The quarterly reports subsequently rendered on him are to contain specific comments/assessment of the initiating officer as well as superior officers on those shortcomings/weaknesses.
(ii) All quarterly reports are to be shown to the officer and his signature obtained in the form.
(10) Importance of Accuracy and Fairness in Reporting.
(a) Selection of officers for appointments, courses and promotion in the Navy depends largely on the accuracy and fairness with which reports are rendered. When reporting on a number of officers in the same rank and roughly same seniority, it may help to first place them in order of their relative merit before commencing with the report writing.
(b) Confidential reports must be rendered as objectively as possible. Subjective reports can be detrimental to the officer reported upon and may also undermine the credibility of the reporting officer.
(c) An officer is to be assessed in the appointment actually held by him during the period under report, and as far as possible, in comparison with other officers of his rank and seniority.
(d) Recommendations for special assignments and courses should be made after a careful consideration of the officer’s performance, growth potential and specific attributes. Giving such recommendations as a matter of routine may well lead to selection of a wrong person for such assignments/courses.
(e) Executive officers serving afloat should invariably be assessed for command at sea. In the case of officers belonging to the submarine cadre, suitability for Principle control officer/C ommandi9ng officer ‘Q’ Course should be assessed as applicable.
(f) It must be clearly understood that over assessment of an officer will be prejudicial to other officers who are better than him.
Hence reporting officers should avoid such tendency which may throw doubt on their judgment and ability to appraise.
(11) Adverse Traits. Adverse traits are those which affect an officer’s good conduct or performance, and may eventually harm the service. It is the duty of the reporting officers, to take note of any adverse traits in officers serving under them, and to try and remove, them rather than have to report on them. The aim should be to help an officer to overcome his shortcomings by timely action. This can be achieved through frequent advice or warning well in advance of a report being initiated. Should an officer fail to show improvement in spite of the advice or warning given to him, the reporting officer must enter the adverse traits in his confidential report. If a previous report by the same reporting officer had reported an y shortcomings, which have since been overcome, this fact should also be made clear in the latest report, especially where an officer has made a distinct effort to improve.
(12) The officer reported upon will not decline to sign adverse comments, nor will he enter remarks like “signed under protest” etc. If it is not possible for any reason to obtain the officers signature in the form, a copy of the written communication sent to the officer to be enclosed with the Confidential report. The communication, duly signed by the officer reported upon is then to be affixed to the report when received. Similarly, if the Senior Reviewing officer endorses numerical assessment below 5 a copy of the written communication of adverse remarks and reason for numerical assessment below 5 is to be enclosed with the Confidential report.
(13) All correspondence between the reporting officer and the officer reported upon is to be marked “Personal and Confidential” and addressed by name. If the reporting officer has been transferred or the officer reported upon has been transferred to another appointment under a different initiating officer, the correspondence will be confined to between the officer reported upon and the reporting officer. Under no circumstances will such correspondence be addressed to the office er reported upon through his new initiating officer.
(14) Formalised Appraisal Contact with Officers. The appraisal or officers by their initiating officer should be an ongoing process rather than a one time annual exercise. This can only be achieved by periodic dialogue between the initiating officer and the officer reported upon, wherein the strengths and weaknesses of the latter are made known to him. The purpose of such communication is to help the officer to overcome his shortcomings by timely action. Such dialogue will eventually result in a balanced assessment of the concerned officer. Accordingly a formalized appraisal contact is to be maintained with officers wherein: -
(a) Every officer on joining his new unit should be formally interviewed by his initiating officer during which he is to be given broad guidelines on how he is expected to perform his duties and conduct himself.
(b) Formalised appraisal discussions be held between initiating officers and officers of the rank of Lt. Cdrs and below only once every six months.
(c) A record showing the dates of discussions with individual officers be maintained.
2511. Addresses, etc. of Officers’ Next of Kin. (1) Whenever an officer joins a ship or establishment (except for a short period of training or for an instructional course), he shall give particulars of the next-of-kin to whom information concerning his death or illness should be communicated. A fresh form should be completed whenever a change occurs in the next-of-kin or in the address of the next0of-kin.
(2) The form mentioned in sub-regulation (1) shall be completed in duplicate, one copy being retained in the ship or establishment concerned, the other copy shall be forwarded without delay to the Chief of the Naval Staff. Tenders or ships, not keeping accounts shall prepare and forward an extra copy to their parent ship.
(3) The particulars so rendered shall be verified annually on 1st September.
Any alterations then found necessary shall be reported in accordance with sub regulation (2).
(4) Officers themselves are responsible for notifying any alterations that may occur in the interim. Officers on leave shall report changes direct to the Chief of the Naval Staff.
(5) Army and Air Force officers embarked in I.N. Ships should be requested to complete this form in triplicate. One copy shall be retained on board, the duplicate shall be forwarded to the Chief of the Naval Staff and the third copy shall be sent to the Army or Air Headquarters as appropriate.
2512 – 2515. Blank.
SECTION III – SAILORS
2516. Service Documents of Sailors. (1) Service Documents of sailors comprise a vital and essential record on which are dependent their pay, allowances, promotions, leave and ultimately their discharge from the Service with or without pension.
(2) All ships and establishments shall periodically: -
(a) Prepare and forward to the Commodore Bureau of Sailors, Bombay a nominal roll of all sailors borne whose Service Documents are: -
(i) Not held.
(ii) Not complete (stating the documents missing).
(b) Forward to Commodore, Bureau of Sailors, Bombay for disposal of any surplus service documents found on board.
(3) Annual Inspection of Service Documents. All Service Documents including the Service Certificate (IN 271) History Sheets and Conduct and Offences Records Sheets (IN 285 and IN 286) of all sailors serving in the Navy shall be carefully inspected in the Service Documents Section, Bureau of Sailors, Bombay, once in each year in order that any irregularities may be detected and corrected, and to ensure that the Conduct and Offences Record Sheets (IN 285 & IN 286) are dealt with as directed in INBR 77. The date of inspection is to be noted in the report of inspection of each ship.
(4) Documents to be Delivered to Sailors on Discharge etc. Every sailor who is dismissed, discharged, retired, permitted to resign or released from service shall be furnished with IN 272 (Revised), Sailors Service and Discharge Certificate (INSADC) after verification by the Commodore, Bureau of Sailors in the language which is the mother tongue of such sailor and also in the English language setting forth the authority terminating his service, the cause of such termination and the full period of his service in the Indian Navy/Indian Naval Auxiliary Force. (see section 17(4) of the Navy Act 1957).
NOTE: Educational certificates are handed over to the sailors direct by the Training Establishments.
(5) Disposal of Service Documents on Death, Missing or Desertion. On the death or missing of a sailor or discharge from the ship’s books of a deserter, the Service Certificate (IN 271) after notation thereon of the date of death, missing or desertion as the case may be, shall be forwarded to the Commodore, Bureau of Sailors, Bombay.
(6) Tampering with Service Documents. Prior to final discharge from the service all sailors on being handed documents referred to in sub regulation (4), shall be warned that these are official documents and that any tampering with them, i.e. any alteration, whether by addition, erasure, insertion, obliteration, removal or otherwise without proper authority renders offenders liable to prosecution.
(7) Inspection of Service Documents by Sailors. On the completion of Annual Assessment of Character, all sailors shall be afforded the opportunity of seeing their Service Documents with the exception of: -
(a) Record of Offences Sheet (IN 286).
(b) Divisional Officer’s Record Sheet (IN 703), and continuation sheet for Form IN703 (IN 703A).
(c) Medical History Sheet (IAFM 1242) and S.T.D. Card (AFMSF 6).
2517. Service Certificate. (1) A Service Certificate (IN 271), together with cover (IN 271 A, B or C), shall be prepared for every sailor, on first entry, by the ship or establishment where the person reports for initial training. When any person offers himself for entry, special enquiry shall be made whether he has ever been in the service; if so, and he fails to produce his service certificate, a new certificate shall not any account, be prepared for him until the necessary particulars have been obtained from the Commodore, Bureau of Sailors, Bombay, to whom application is to be made.
(2) New Service Certificates.
(a) If a sailor’s Service Certificate is lost, the same be reported to Administrative Authority for sanction of reconstruction giving full details of loss of Service document. The sanction letter is to be forwarded to the commodore, bureau of Sailors, Bombay, who will reconstruct the Service Certificate (IN 271) and Leave Sheet (IN 183) only. The remaining parts will be reconstructed by the ship/establishment where the sailor is borne under the authority of the commanding officer. The following will be recorded under the last entry on page 2/3: - “This is a true copy of Certificate of Service, duly corrected.
The original has been lost in INS…”
(b) If a sailor’s Service Certificate is defaced, a new certificate, showing the whole of his service, may be obtained from the Commodore, Bureau of Sailors, Bombay, and issued to the sailor when necessary, the damaged certificate being impounded and forwarded to the Commodore, Bureau of Sailors, Bombay. The following will be recorded under the last entry on page 2/3 of the new certificate (IN 271): - “This is a true copy of Certificate of Service, duly corrected.
The original has been impounded”.
(c) Should it become necessary through the length of a sailor’s service to issue him a second certificate, a note shall be placed in the service columns of the old certificate, “Continued on new Certificate” and on the new one, “Continued from the original certificate”.
(3) Irregularities. The Captain shall report to the Commodore, Bureau of Sailors, Bombay, under intimation to the Captain of the last ship of the sailor any irregularities observed in the sailor’s Service Documents ion his joining the new ship.
In the case of serious irregularities or where the sanction of the Chief of the Naval Staff is required to correct an error in accordance with sub-regulation (4), the Commodore, Bureau of Sailor, Bombay, shall report the same to the Chief of the Naval Staff, endorsing a copy of his letter to the Commanding officer of the ship or establishment concerned.
(4) Erasures or Alterations. In no circumstances shall any erasure be made on the certificate, but if an error is committed, and detected at the time, it shall at once be corrected, without erasure, under the authority of the Captain, and attested by his signature. Except as provided by regulation 2516 (3), no alteration relative to the past shall be made on the certificate without the sanction of the Chief of the Naval Staff.
(5) Custody. Certificates shall be kept in the Captain’s officer of the ship in which the sailors are borne or actually serving.
(6) Authority of Service Certificate: In all questions relative to a sailor’s character, or those which depend upon it, the notations made upon his Service Certificate shall be considered as conclusive unless the certificate should appear to have been tampered with, or bear any irregular notations, in which case the Captain, on noticing it, shall immediately report the particulars to the Commodore, Bureau of Sailors, Bombay, in order that reference may be made to the records in the Bureau to clear up the matter and on the result being communicated, the Captain shall note upon the certificate, and attest it with his signature.
(7) Awards and restorations of good conduct badges properly made by the Captain shall normally be accepted as final and shall not be altered without the prior approval of the Chief of the Naval Staff.
2518. Notations of Service. The Service of every sailor shall be shown on his Service Certificate, and for this purpose the name of every ship in which he is borne for pay, whether as part complement or otherwise, or borne while awaiting trial for desertion or undergoing imprisonment or detention, shall be noted thereon, together with the dates of his entry and his discharge from each ship. If a sailor is serving in a tender, the name of the tender shall be inserted first with the name of the parent ship recorded in brackets after it and any change in tender, etc., shall be noted as it occurs.
2519. Record of Efficiency in Rank. (1) Except as stated in sub-regulation
(2) below, the efficiency in the rank of every sailor shall be assessed and noted on his Service Certificate by the Captain in his own handwriting on the occasions laid down in section XII, Chapter XII, Regulations for the Navy Part III (Statutory), for the award of character. The normal annual efficiency and character assessments viz., Satisfactory (Sat) and Very Good (VG) respectively, of the sailors borne on the books of Naval Establishments commanded by Commodores and ships bigger than Frigates/Destroyers, may be recorded by the Officers-in-Charge of Schools/Heads of Departments of the rank of Commander on behalf of the Commanding Officers, on the Certificate of Service (IN 271) and recommendations for promotion and Conduct record Sheet (IN 258). In cases where there is any change from the annual efficiency assessment of the previous year or assessment which is higher or lower than ‘Sat’ the Certificate of Service will continue to be signed by the Commanding officer in his own handwriting according to the existing regulations.
(2) Efficiency shall not be assessed for sailors who, by reason of being still under preliminary training, are not yet eligible for transfer. This rule includes new entries, sailors reentered after one year and sailors transferred to new ranks if they under go preliminary training.
(3) Terms Used. (a) The terms to be employed in assessing efficiency are the following: - Superior ………………. to be written Supr Satisfactory …………….. to be written Sat Moderate ……………….. to be written Mod Inferior ……………… to be written In ferior
(b) The rank held by the sailor at the time shall be noted in brackets after each assessment thus : Supr. (Sea I). When the promotion of a sailor is antedated to a date earlier than that of the assessment of efficiency, the rank in which the assessment was made shall remain unaltered.
(4) Definition of Terms. As a guide to Commanding officers when making their award, the following definitions are given of the terms to be used: - Superior A Sailor who performs his duties with more than average efficiency Satisfactory A Sailor who performs his duties with average efficiency.
Moderate A sailor who performs his duties with less than average efficiency.
Inferior A sailor who performs his duties in an inefficient manner.
Note: In these definitions ‘duties’ means the general duties of the rank held, and ‘average efficiency’ the average efficiency of all sailors in the Service holding the same rank.
(5) ‘Supr’ ‘Sat’ and ‘Mod’: -
(a) The awards ‘Superior’ and ‘Satisfactory’ are intended to be given to none but efficient sailors.
(b) The assessment ‘Mod’ does not mean that a sailor is inefficient but merely that his efficiency is lower than that of sailors of average efficiency who hold the same rank.
(6) Sailors in shore Establishments. When sailors are serving in isolated stations or in shore establishments, their efficiency should be assessed in accordance with sub regulations (1) to (5), but in branches where the sailor’s efficiency should depend ideally on ability demonstrated at sea, Commanding officers should give due regard to the assessment last made at sea.
2520. Notations on Service Certificate. (1) Notations shall be made only in the columns provided and in accordance with headings. Blue-black record ink only is to be used, and all entries shall be in manuscript in accordance with the authorized abbreviations. Dates shall be filled in thus: - 01 Jan 90 and not 1/1/90 and the months shall be entered as follows: - Jan Apr Jul Oct Feb May Aug Nov Mar Jun Sep Dec
(2) When to be Made. Notations shall be made at the time when the fact recorded occurs, except that the date of desertion and other necessary entries to close the certificate of a deserter shall not be made until discharge from ship’s book is effected, or recovery if earlier. When, however, a sailor who has been marked ‘RUN’, is not recovered by 31 Dec., care must be taken to ensure that his character and efficiency assessments on the date of the ‘RUN’, are then entered on his Service Certificate. If the sailor subsequently returns to the service and desertion is not proved, the entry shall be deleted and the annual assessment of character and efficiency inserted.
(3) Medals, Honours and Awards. All notations about medals, honours and awards shall be made at the time of the award. Recommendations for the Long Service and Good Conduct Medal with or without gratuity as also its award shall be noted in the Service Documents as directed in Section X, chapter XII, Regulations for the Navy Part III (Statutory).
(4) Meitorious Service. Apart from commendations by the Chief of the Naval Staff (See sub regulation 5), only services which have received Government recognition but for which no medal is awarded, shall be noted as ‘Metritorious Service’ in the space provided at the foot of page 2 of the Service Certificate; the number and date of the Government letter or order shall be indicated as the authority for each such notation.
(5) Commendations. Commendations by the Chief of the Naval Staff and Flag Officers Commanding-in-Chief for specific acts, or for good service and devotion to duty, shall be noted on Service Certificates and reported to Commodore Bureau of Sailors, Bombay. Reference to Naval Headquarters letter shall also be noted.
(6) Recommendation for promotion to the special Duties List on Form IN 708.
(7) Recommendation for Discharge. See Section IV, Chapter XII, Regulations for the Navy Part III (Statutory).
(8) War Services. Notations of war services on Service Certificate, in the space provided for the purpose, shall be limited to notations which fall under the following heads, and care shall be taken that such notations are made: -
(a) Wounds received in action.
(b) Prize or grants.
(c) Awards, published in ‘The Gazette’ or ‘Mentions’ or commendations by the Government for good services, or ‘Mentions’ by the Army or the Air Force Authorities.
(d) Such other notations as may be authorized by direct order from superior authority.
(9) Religion. The religious denominations of every sailor shall be noted on his Service Certificate on first entry; in the event of any sailor satisfying his Commanding officer that he has become a member of a religious denomination other than that under which he has been entered, and is desirous of having the record altered accordingly, the Captain may permi9t the change to be made.
(10) Injuries. When a hurt certificate is granted for an injury received in an act of duty, a notation ‘Hurt Certificate granted’ with date, shall be made on the service certificate. Particulars of the injury shall not be added.
(11) ‘Cause of Discharge’ Column. The column of ‘Cause of Discharge’ shall be filled in under the heads given below. The notation shall be made in full except where abbreviations are definitely authorized in this list.
Cause Notation
(a) From the Service Death “D.D” Desertion. “R” Invading. (i) If the disability would not appreciably handicap the sailor in ordinary civil employment “Below Naval physical standard.”
(ii) If earning capacity is appreciably impaired by disability or disease “Physically unfit for Naval Service” Unsuitable “Unsuitable for the rank of..” (the Actual rank held on the date of discharge being stated).
On compassionate “Discharge on grounds. compassionate grounds”.
Pensioned. “Pensioned” Expiration of “Engagement Expired Engagement.
Fradulent Entry “Fradulent entry” (when discharging a sailor where it is evident that the case is one of fraud on the part of the sailor and reflection on character is involved, his Discharge Certificate shall be endorsed ‘Case of fraud on the part of sailor and reflection on character involved’).
Service no “S.N.L.R.” longer required.
Dismissal. “Dismissed from the Naval Service” (add with disgrace’ where applicable
(b) To prison, naval “C.M.” detention quarters or military detention barracks by sentence of court material.
(c) To prison, naval “P.D. & D.S”.
detention quarters or military detention barracks by sentence of Commanding officer, if such sentence is to be followed by discharge from the service.
(d) No entry I the column is required for transfers from one ship to another without break of time or pay; or for changes in rank except: -
(i) When reduced in rank “C.M”.
by sentence of court martial.
(ii) When reduced in rank “Reduced in Rank” by commanding officer.
(iii) When reverted for unsuitability. “Reverted”
(iv) When reverted at own request. “Reverted at own request”
(v) When specially promoted by the “Specially ranked by CNS” Chief of the Naval Staff.
(e) Promoted to special Duties List.
“Promoted to…(Rank to be stated) “S.D”.
(12) Time Forfeited. The following instructions shall be observed in connection with notations in ‘Time forfeited’ column of the Service Certificate: - Loss of time caused by waiting trial for desertion, by imprisonment, detention or confinement in cells, by conviction by the civil power, shall be shown on the certificate by notation in the division for ‘Time Forfeited’ using the authorised abbreviations as follows: - Detention Imprisonment for disciplinary offences only, or Imprisonment considered by the Captain to have been awarded in lieu of detention where a D detention establishment is not available.
Imprisonment under the Navy Act for other than disciplinary offences, except as provide above. P Confinement in cells. C Conviction by Civil power. CP Waiting trail for desertion, WTD
(13) Corner cut off. The corner of the Service Certificate of a sailor shall be cut off when he is discharged with a ‘bad’ character, with disgrace, or when specially directed by the Chief of the Naval Staff.
(14) Permanent Loan of Stores. A notation that a book, tool kit, or any item of Naval store other than clothing, has been issued on permanent loan to or is held by a sailor, shall be made on the Service Certificate of the individual concerned and receipted copies of inventories enclosed with it.
(15) Examinations, etc.- Results of Examinations. Final examinations passed shall be noted under the proper heading on the Service Certificate when no history sheet exists applicable to the subject, the date of passing being that on which the examination ends, except as otherwise provided for the professional examinations for promotion to higher rank. Passing certificates of professional examinations need not be retained except of examinations for Special Duties Lists. Educational certificates shall be distributed by the Commanding officer at divisions on the first suitable day after their receipt. At the time of distribution, sailors shall be informed that the educational certificates are their personal property. Failure at examinations shall not be noted on Service Certificates. When failure cannot be noted on a history sheet, the correspondence relating to it, or a notation on a sheet of paper shall be attached to the Service Certificate.
(16) Except in the case of Electrical Branch sailors (see sub-regulation (18), the passing of a provisional examination shall not be entered on the Service Certificate until it is confirmed by the passing of a final examination. Both results shall then be entered on the Service Certificate under their respective dates, the entry of the provisional examinations being supported by the signature of the officer who certified the entry the of final examination.
(17) Pending the final examination, the provisional, passing certificate (or a signed duplicate if the original has to be forwarded elsewhere) shall be kept with the candidate’s Service Certificate and shall not be handed to the candidate. It shall be produced at the final examination and attached to the final passing certificate if the candidate is successful or destroyed by the examining authority if he fails.
(18) Electrical Branch Sailors. In the case of Electrical Branch sailors results of provisional examinations are entered in their Trade History Sheets. These results are not entered in the Service Certificate.
2521. Conduct and Offences Record Sheets. (1) A complete record of a sailors foreign service, date of actual promotion and seniorities, recommendations awarded for promotion on Form IN 350, etc., is to be maintained on ‘Recommendation for Promotion and Conduct Record Sheet, (Form IN 285), a complete record of his offences being kept separately in ‘Record of Offences sheet’ (Form IN 286). Both the sheets will be collectively known as ‘Conduct and Offences Record Sheets’.
(2) The “Conduct and Offences Record Sheets” (IN 285 and IN 286) are to be kept either with the Service Certificates or in loose-leaf files and are always to be in the charge of an officer, who is to be responsible to the Captain for notation thereon and for the safe custody of the documents.
(3) For inspections under regulation 2516 (3) the “Conduct and Offences Record Sheets” (IN 285 and IN 286) are to be placed in the Service Certificate covers.
(4) Use of Conduct and Offences Record Sheets. “Conduct and Offences Record sheet” (IN 285 and In 286) are o be prepared for each sailor in the ship, irrespective of whether offences are committed, and are to form a continuous record regarding foreign service, recommendations for promotion, badges, class for conduct, efficiency, offences, punishments etc., so as to afford, at one place, the entire data upon which record of his character is founded, and guide the Captain in awarding punishments. Whenever it is necessary for a sailor’s Service Certificate to be brought up for inspection, or to accompany him, his “Conduct and Offences Records Sheets” (IN 285 and IN 286) should be attached to the Service Certificate. On a sailor’s transfer to another ship, the entries relating to his service up to that date are to be signed and dated by the Commanding officer.
(5) Where a sailor is marked “Run” his character efficiency are to be assessed on his “Recommendations for Promotion and Conduct Record Sheet” up to and inclusive of the date on which his absence began. If he is recovered, tried and punished, his character and efficiency are again to be assessed on his “Recommendation for Promotion and Conduct Record Sheet” (IN 285) on the date of return from prison.
(6) Disposal. It is not desired that all the petty offences committed by a sailor should remain on permanent record against him, and for this reason when he joins a ship with a record of any offences in previous ships, a new “Record of Offences Sheet” (IN 286) is to be made out but the old one is also to be retained until the next assessment of character on the Certificate of Service, after which it is to be destroyed unless the assessment was made at the time of desertion.
(7) The “Record of Offences Sheet” (IN 286) of a sailor discharged from the service is similarly to be destroyed. The “Recommendations for Promotion and Conduct Record Sheet” (IN 285) is, however, to be handed to the sailor on final discharge from the service.
(8) Sailors on Passage. It is not necessary to make any notation on these forms for a sailor borne for passage unless a change for the worse takes places in his conduct or in rank.
(9) Transfer of Notations. When it is necessary to make a new “Recommendation for Promotion and Conduct Record Sheet” (IN 285) the record as to badges, conduct assessment of efficiency, recommendations for promotion etc., are to be transferred from the former sheets. The new sheet is be initialed by the divisional officer who will be responsible for its correctness.
(10) At the expiration of the year, after the character of each sailor has been assessed, a line in red ink is to be drawn across the “Record of Offences Sheet” (IN 286) below the record of offences committed by him.
2522. History Sheets. (1) A History Sheet is used to provide a record of the sailors specialist and departmental qualifications and of examinations and courses. It forms a guide to officers who have to allocate sailors to their particular duties or recommend them for promotion. When a sailor is transferred, his History Sheet shall always accompany his Service Certificate.
(2) The following History sheets for sailors of each branch of the Indian Navy have been introduced: -
(a) Seaman’s History Sheet (IN 26).
(b) Gunnery History Sheet (IN 136).
(c) Gunnery History Sheet (IN 269) (for Radar Control sailors).
(d) Submarine and Torpedo Detector History Sheet (IN 284).
(e) Radar Plot History Sheet (IN 268).
(f) Surveying Recorder History Sheet (IH IA).
(g) Driver History Sheet (IN 403 (m) (i)).
(h) Quartermaster History Sheet (IN 287).
(j)Physical and Recreational Training Instructor’s History Sheet.
(k)Signal History Sheet (IN 403).
(l)Wireless History Sheet (IN 403H).
(l)Regulating Branch History Sheet (IN 705).
(m)History Sheet for Engineering Mechanic sailors (IN 840).
(n)Engine room artificer’s History Sheet (IN 138).
(p)Shipwright Artificer’s History Sheet.
(q)History Sheet for Electrical Artificer (Power, Radio, Air Electrical and Air Radio) (IN 288).
(r)Medical Assistant’s History Sheet (IN 807).
(s)Musician Sailors History Sheet.
(t)History Sheet for Electrical Non-Artificers (Power, Radio, Air Electrical and Air Radio) (IN 289).
(u)History Sheet for Writers and Stores Assistants (IN 290).
(v)Cook Sailors’ History Sheet (IN 290).
(w)Steward Sailors’ History Sheet (IN 290).
(x)Mechanicians History sheet (S 455-A).
(y)History Sheet for Air Engineering sailors. (S 1245-I).
(aa) History Sheet for Telegraphists (Flying).
(ab) History Sheet for Aircraft Artificer and Aircraft Mechanician. (S 1246 T).
(ac) History Sheet for Naval Airman (Aircraft Handler, Metereological Observer, Photographer, or Safety Equipment sailor) (IN 820).
(ad) Strella Aimers History Sheet.
2523. Blank.