(a) Particulars of the Sailor on Entry and of his Previous Record. These shall be entered at his Entry Establishment, and the particulars under ‘Next-of-kin’s shall be kept up-to-date as changes occur.
(b) Details of the Sailor’s Career. Additional information about the sailors capabilities and interests, which is not contained in the Service Certificate is also to be entered. Particulars shall be kept up-to-date as changes occur and shall be checked against the Service Certificate by the Divisional officer as often as may seem necessary to ensure correctness, and always on joining a new ship.
(c) Remarks of the Divisional Officer. These remarks shall be seen by the Head of the Department who shall countersign all adverse reports and all reports on sailors of the rank of Petty officers and above. Any amendment or obliteration by another officer of the remarks made by the Divisional officer is, however, not permitted. The Head of the department or the Commanding officer may write his remarks separately, if considered necessary.
(2) The Divisional officer’s Record Sheet shall be treated as a confidential document.
(3) Continuation Sheets (IN 730A) when attached to Divisional officer’s Record Sheet shall be serially numbered.
(4) While forwarding the Service Documents of offenders to the Naval Detention Quarters, their Divisional officer’s Records Sheet (IN 703) shall be completed up to the date of punishment so as to provide full information for the Commanding officer of the Detention barracks about the sailors who has been sentenced.
(5) Where a sailor, who is eligible by service, etc., fails to take the necessary examination for higher rank, the reasons thereof shall be noted.
(6) In the event of a sailor being transferred within three months of his joining the ship, the Divisional officer shall express his opinion with regard to the sailor’s capabilities in so far as he is able to do so.
(7) The notations ‘Time only’ of ‘Same as previous report’ etc. shall not be used.
2525. Clothing History Book (IN 166 Revised). A Clothing History Book (CHB) shall be prepared in duplicate for every sailor on his joining the service, one copy held by the Clothing Store and the other copy retained by the sailor. All issues recoveries, etc., are to be recorded on both copies of the CHBs. This is an auditable document. Whenever a sailor proceeds on transfer and his CHBs have not been audited, the sailor’s copy is to be authenticated by the clothing officer as correct and the ship’s copy retained for audit. Closed CHBs are to be returned to the Commodore Bureau of Sailors, Bombay, for record.
2526. Blank
2527. Leave sheet (IN 183). A Leave Sheet (IN 183) shall be prepared for every sailor on joining the Service and shall be kept with his Service Documents.
2528. Next-of-Kin. The name, relationship and address of each sailor’s nearest relative or friend, together with the date of making the notation, shall be noted in pencil on his Service Certificate by ships and establishments where the sailor reports for initial training and shall be subsequently maintained up to date by the ship or establishment where he is borne. These entries shall be verified by the Divisional officer on the occasions stated below, any changes being reported to the Commodore Bureau of Sailors, Bombay: -
(a) Before transfer to sea from a shore establishment.
(b) Whenever a sailor notifies any alteration.
(c) Annually on 1st September by interviewing the sailors. If any sailor is not available at the time of annual verification (being on leave, sick in hospital, etc.,) the verification shall be made on his return. If the Service Certificate of a sailor has been transferred with him to another ship or establishment before the verification could be made, the necessary intimation shall be sent to the ship or establishment to which he is discharged.
CHAPTER 26 UNOFORMS, DECORATIONS AND MEDALS Section Regulations I. Uniform and Dress 2601 – 2610 II. Decorations and Medals 2611 – 2645 III. Foreign Decorations 2646 SECTION I – UNIFORMS AND DRESS
2601. Uniforms General. (1) The officers and sailors (including artificer apprentices) of the Indian Navy shall wear uniforms as the Central Government may, from time to time, direct. The uniforms directed to be worn are specified and described in the Uniform Regulations. The prescribed patterns shall be strictly adhered to.
(2) The number of articles authorized for sailors by the Uniform Regulations may be exceeded provided that these are of the authorised pattern and can be stowed conveniently.
(3) All officers and sailors shall be in possession of, and wear, the proper ribbons for the medals which have been awarded to them.
2602. Officers. (1) Every officer, from the time of his joining the Naval Service and till he is removed from it or retires shall wear the uniform as prescribed for his rank, except when he is absent on authorised leave or as is hereinafter provided
(2) At reviews, public functions or entertainments given by the Naval, Army or Air Force authorities, by civil functionaries, or by the Armed forces messes, officers shall wear the uniform of their rank, as prescribed for the various occasions specified in the Uniform Regulations, and no deviations shall be allowed without special authority from the Senior Naval officer present.
(3) Uniform shall not be worn at fancy dress functions.
(4) Officers may wear plain cloths whilst on ordinary leave. Sub ordinate officers, while under initial training, may wear plain clothes in accordance with the rules framed by the training ship/establishment.
2603. (1) Unless otherwise directed by the Chief of the Naval Staff, officers on the retired an d emergency lists whose names, appear in the Navy List are permitted to wear the uniform of their respective ranks on state and other occasions of ceremony only.
(2) Officers in civil employment shall also be entitled to wear the uniform of their rank, when engaged on Naval duties, but not when carrying out civil duties.
However, officers when deputed temporarily to assist the civil administration may wear uniform.
(3) (a) Officers and sailors who are not borne on the Active List of the Navy, and who wither have been or are released in future from naval service for any purpose, shall not wear uniform except with the specific sanction of the Chief of the Naval Staff. Such special permission shall be granted only in exceptional circumstances.
(b) Officers and sailors to whom special permission is so given shall carry Naval identity papers/ discharge certificates whilst wearing uniform.
(c) These provisions do not apply to the following categories: -
(i) Any person who has been granted an honorary commission in the Indian Navy.
(ii) Personnel of the National Cadet Crops when carrying out parades, when in camps of instruction or when on duty in an organized body.
2604. In Foreign Countries. In foreign countries, generally, officers and sailors shall not in the absence of agreement by the local authorities, wear uniform when on shore except in a port at which their ship is lying. When it is uncertain whether there is any prohibition on the wearing of uniforms when traveling inland, enquiry shall be made of the local authorities and such permission as is necessary obtained.
2605. Moustaches and Beards. (1) The Captain may permit officers and sailors to wear moustaches and beards or shave them off, if they so desire.
Moustaches and beards shall be worn with or without the beard and moustaches respectively. Side-whiskers shall be permitted down to the level of the lobe of the ear.
The privilege may be withdrawn in case of untidy growth.
(2) Moustaches, beard and whiskers shall be neatly cut and trimmed.
(3) The provisions of sub-regulations (1) and (2) are not applicable to Sikh officers, and sailors wearing long hair, moustaches and beards, who are required to keep them n eat and tidy.
2606. Emblems. Officers and sailors may wear an emblem of the occasion in accordance with the orders issued by the Chief of the Naval Staff, e.g. on the Armed Forces Day, the Navy Day, the Martyrs Day, and Red Cross Day etc.
2607. Mourning. (1) In the event of ‘National Mourning’ or ‘Service Mourning’ being ordered, special instructions shall be issued regarding its application and duration.
(2) Wearing of black armbands: -
(a) Black bands shall not be worn with nun iform during official mourning in India.
(b) When abroad, officers shall conform to the practice prevailing in the foreign country as required by protocol.
(c) In cases of personal bereavement, however, the wearing of black armbands may be permitted if such is required by custom or religion of the mourners concerned.
2608. Wearing of Plain Clothes by Sailors. Sailors may be permitted to wear plain clothes on such occasions and subject6 to such restrictions as the Chief of the Naval Staff may, from time to time, order.
2609. For uniform allowance admissible to officers see Pay and Allowances Regulations for the Navy.
2610. Blank.
SECTION II – DECORATIONS AND MEDALS
2611. In accordance with Article 18 of the Constitution, no title, not being a military or academic distinction, shall be conferred by the State.
2612. Grant and Issue of Medals and Ribbons.
(a) The institution of medals and decorations shall be published in the Gazette of India and Navy Instructions.
(b) Instructions for issue and disposal of medals for gallantary awards shall be contained in Navy Orders or Navy Instructions published at the time. Claims in respect of personnel on active service shall be initiated by the Chief of the Naval Staff in the case of officers and by the Commodore Bureau of Sailors, Bombay, in the case of sailors after they are posted to peace stations. Medals and decorations directed by high dignitaries to the awardees shall not be issued.
2613. Permission to Wear Medal Ribbons (1) When the grant of a medal has been notified and the medal rolls submitted to the medal section, Ministry of Defence, Commanding officer may authorize officers and sailors whose names are entered in the rolls to wear the ribbons. Ribbons for medals shall be obtained free on demand from the Naval Stores officer, Bombay, but such demands shall not be made until the publication of necessary authority in the Gazette of India or Navy Instruction.
(2) No officer or sailor shall wear any order, decoration or medal on the ribbon representing any of these without authority.
2614. Method of Wearing Ribbons and Medals. The instructions regarding the method of wearing decorations and medals are contained in Uniform Regulations (for the order in which these shall be worn, see regulation 2644).
2615. Recommendations for Gallantry and Distinguished Service Awards.
(1) Recommendations for gallantry and distinguished service awards and ‘Mention in Despatches’ shall be submitted to the Chief of the naval Staff through normal administrative channel and shall be accompanied by a full statement of the grounds on which the claims to the distinctions are based. Recommendations for the award of Padma Vibhushan Padma Bhushan and Padma Shri are to be submitted once in a year so as to reach the Chief of the naval Staff before the 20th July. These awards shall be made on the following Republic Day.
(2) Great care shall be taken that recommendations come strictly within them spirit of regulations and that nom individual is deprived of the due recognition of his services.
(3) All recommendations for special awards including awards of ‘Mention in Despatches’ shall be considered as strictly confidential. In no case will any indication be given to the individual concerned or to a person not directly concerned in an official capacity that a recommendation for an award has been made to a higher authority.
2616. Publication of Awards.
(1) Gallantry Awards. The names of those persons upon or on account of whom a decoration may be conferred by the President shall be published in the Gazette of India together with the full citations for the Param Vir Chakra and Ashoka Chakra, and brief citations for the remaining awards, namely, the Maha Vir Chakra, the Kiirti Chakra, and the Shaurya Chakra.
(2) Awards ‘Padma Vibushan, Padma Bhushan and Padma Shri’. The names of those persons upon or on account of whom the decoration Padma Vibushan, Padma Bhushan and Padma Shri are conferred by the President shall be published in the Gazette of India.
(3) These awards will there upon be notified through Navy Order.
2617. Presentation of Medals and Decorations. (1) The procedure for presentation of insignia of the Param Vir Chakra Maha Vir Chakra, Ashoka Chakra, Kirti Chakra, Shaurya Chakra, Sarvotam Yuddh Seva Medal and Uttam Yuddh Seva Medal, Param Vishisht Seva Medal and Anti Vishisht Seava Medal will be as follows:
-
(a) The Param Vir Chakra and the Ashok Chakra medals shall be presented by the President Immediately before the Republic Day Parade on the 26th January. Along with the medal a scroll, signed by the President, setting out the deed or deeds of valour shall also be presented to the recipient (or next-of-kin for posthumous awards).
(b) Other decorations namely, the Sarvotam Yuddh Seva Medal, the Param Vishisht Seva Medal, the Maha Vir Chakra, Kirti Chakra the Uttam Yuddh Seva Medal, the Anti Vishisht Seva Medal, the Vir Chakra and the Shaurya Chakra shall be presented by the President at a formal investiture, annually, on such day as the Central Government may fix.
(c) When a recipient/next-of-kin is unable to attend the President’s Investiture, the presentation shall be made b y the Governor of the State concerned at a formal ceremony to be arranged under his orders.
(2) Service Medals and Decorations. Service Medals and decorations other than those mentioned in sub-regulation (1) shall, whenever, possible, be presented to the recipients at Divisions with befitting ceremony.
2618. Safe Custody of Medals. (1) An officer receiving medals for issue shall be responsible for their safe custody and shall maintain proper account of receipt and disposal of all stars and medals, etc.
(2) When medals are presented to individuals, receipts shall be obtained from the recipients and such receipts as are required to be returned to the Ministry of Defence, medal section.
2619. Distribution, Disposal and Replacement of Medals and Decorations.
(1) The Commanding officer of IN ships and establishments shall ensure that all medals and decorations received for distribution are delivered to the awardees as soon as possible.
(2) Medals received for individuals who have been transferred to other ships and establishments shall be forwarded to their Commanding officers.
(3) Undelivered medals and decorations shall be returned to authorities as shown below: -
(a) To the Chief of the Naval Staff in the case of officers.
(b) To the Commodore Bureau of Sailors, Bombay, in the case of sailors.
(4) The authorities mentioned in sub-regulation (3) shall return to the medal section, Ministry of Defence, all undelivered medals and decorations on the expiry of two months in the case of costly medals and decorations (gold and silver) and on the expiry of one year in the case of others, except in the case of Campaign Stars/medals which will be returned on the expiry of six years. Ribbons in pieces of less than 6 inches will not be accepted.
(5) Replacements of medals and decorations lost by individuals shall be made on payment only. Free replacement will be made only if it is established that the awardee has not received the medal/decoration and that the medal/decoration is not in possession of any distributing agency. In all such cases the awardees must furnish a declaration in the form given below duly attested:
STATUTORY DECLARATION FOR NON-RECEIPT OF MEDALS/DECORATIONS TO WHICH CLAIMANT IS ENTITLED.
I, (No.) (rank) (name) (ship/establishment) do hereby solemnly affirm that I have not yet received from any source the following medal(s) decoration(s) to which I am entitled for having served (give details of operations during which service was rendered): - Name of medals(s)/decoration(s) Signature of applicant Declared before me this day of at (Signature of CO/Magistrate-Whichever applicable)
(6) If an awardee is not prepared to pay the cost of replacement, he will be issued with a certificate of entitlement: and not the actual medal/decoration.
(7) In the case of old British awards, duplicates will only be issued if available in stock with the medal section. Duplicates will not be obtained from U.K.
2620. Safe Custody of Medals while Proceeding on Active Service. Medals and decorations shall not normally be taken into an operational area. All officers and sailors, including reservists recalled to active service, who have any medals and decorations in their possession at the time of proceeding from as shore establishment to a ship, shall be asked to place their medals in safe custody as instructed by local administrative authority.
2621. Safe Custody of Medals on Board Transport. On board transports when troops are proceeding to or returning from abroad, all medals and decorations of officers and sailors shall be handed over to the Commanding officer of the troops for safe custody during the voyage.
2622. Storage of Meals. Every possible care shall be taken by the authorities who are required to store medals.
2623. Disposal of Medals of Individuals Illegally Absent. Medals left behind by an individual who absents himself without leave and is declared a deserter shall be forwarded to the Chief of the Naval Staff in the case of officers and to the Commodore Bureau of Sailors, Bombay, in the case of sailors. If such an individual remains absent for more than three years, the medals shall be returned to the medal section, Ministry of Defence.
2624. Disposal of Medals of Persons of Unsound Mind. Medals of persons who become insane and are subsequently removed from active list or discharged from service shall be made over to their claimants/heirs along with the individual’s other personal effects. If there are no such claimants or heirs traceable, the provisions of regulation 2626 shall apply. Also see Chapter XIX of the Navy Act 1957.
2625. Disposal of Medals of Ex-Servicemen. Medals of ex-servicemen shall be sent to them by the Chief of the Naval Staff in the case of officers, and Commodore Bureau of Sailors, Bombay in the case of sailors, through Zila Sainik Boards or civil authorities, and receipts shall be obtained from the persons to whom they are sent. Gold and Silver medals shall be sent by registered and insured post and the other medals by registered post.
2626. Disposal of Medals of Deceased Personnel. Medals and decorations of deceased personnel, whose next-of-kin are not traceable, shall remain in the custody of the medal section, Ministry of Defence. Such medals, may, however, be disposed of in accordance with the provisions of regulations 2627. Also see Chapter XIX of the Navy Act 1957.