(a) Officers
(i) Rank.
(ii) Initials.
(iii)Surname.
(iv) Personal Number in brackets and decorations, if any, when required to be shown.
Example: - R Adm HC Malhotra (00065K) Lt Cdr MK Madhok (60309R)
(b) Sailors aere to be described in all official documents, correspondence and signals in the following manner: -
(i) Initials.
(ii) Surname.
(iii)Rank and specialist qualification, when required to be shown.
(iv) Personal number and decoration, if any, when required to be shown.
Example: - RK Saini, MCPO WTR II, 140173 A DR Singh, ERA 2, 24606R, NM
(2) In signals/correspondence concerning commendations or casualities of officers and sailors, the initials are not to be used. The name is to be mentioned in full.
(3) In charge sheets, circumstantial letters, signals/correspondence-convening courts martial, the full name with decorations, if any, are to be used. These are to follow immediately after the personal number.
3710. Mail Arrangements. (1) Mail addresses of Indian Naval Ships are arranged by the3 Chief of the Naval Staff, and not by General Post Office.
(2) The Commanding officer of an Indian Naval Ship shall forward any communications as regards his mail arrangements to the Administrative Authority with a copy to the Chief of the Naval Staff.
(3) Communications as to changes of address shall state the latest time at which the correspondence can be received at the port of departure.
(4) Communications as to mail addresses shall not, in any circumstances, be addressed to the General Post Officer, but Indian Naval Ships shall, before leaving a port arrange with local Postmasters for the re-direction of any mails which may arrive after their departures.
3711. Transmission of Bulky Documents.(1) All bulky documents shall be made up and sent as parcels, when practicable, instead of as letters, and if forwarded by mail steamer or private ship, they shall be sent on freight, in-charge of the mail agent or master, from whom a receipt shall be taken for the parcels that may be delivered for transmission.
(2) Ledgers and Accounts. All accounts having to do with money, with the exception of cash accounts, shall be sent by parcel post when there is not an immediate direct opportune it by freight. Cash accounts shall be sent by registered letter post as it is important that they should reach the Controller of Defence Accounts (Navy), Bombay, as early as practicable after completion.
(3) Method of Despatch of Mails. To save trouble and delay to the post officer, letters and package should not be dispatch loose in mail bags from Indian Naval ships, but should when practicable, be tied in bundles, with the addresses facing in one direction, and with the stamps in the top right hand corner.
3712. Postage. The procedure for the purchase of service postage stamps is contained in Financial Regulations.
3713. Telegrams, General Instructions. (1) Telegrams shall be expressed as concisely as is consistent with clearness, particular care being taken to omit all superfluous words and punctuation. Whenever an airmail or ordinary letter will answer the purpose a telegrams are contained in the appropriate Signal Publications.
(2) Telegram sent by, or at the request of, officers applying for leave, supersession, exchange, or on other points entailing a modification of the rules of the service for their own convenience, and the answers thereto, will be charged to such officers at the full ordinary rate. The cost shall not be included in the cash accounts rendered b y Indian Naval Ships or establishments, but shall be recovered at the time from the officer’s or private individuals concerned. If however, an officer is at a place far distant from the ship, from which the telegram is sent, the amount may be brought to account as a charge against him, but he shall be requested to refund it at once, in order that the transaction as a whole may appear in the same account.
(3) Cypher Telegram. The Special regulations as top telegrams sent in cipher shall be observed most strictly.
(4) Cost. The cost of telegram is not chargeable to the State unless the subject of the message relates strictly to the Naval service. Messages of congratulation or condolence are chargeable to the senders. (See Chapter 29 on Casualty Reports).
(5) Inland Telegrams. Inland State telegrams may be sent as and when necessary, the degree of propriety depending on the circumstances of each case.
(6) Telegrams at State Expense. State telegrams for onward dispatch are to be passed to the nearest Naval Signal Centre in signal form.
(7) The procedure for meeting expenditure on sending service telegrams is contained in Financial Regulations.
3714. Questions relating to Regulations. (1) All questions relating to the interpretation of or departure from these or other regulations shall be addressed by Captains to the Administrative Authority concerned with a copy to the Chief of the Naval Staff.
(2) Whenever it is desired to ascertain the effect of any regulation or order on the entitlement of a particular individual, the correspondence on the subject should b be routed to the Chief of the Naval Staff through the Controller of Defence Accounts (Navy) who will furnish an audit report. The correspondence will be carried on by the Commanding officer of the ship or establishment to which the particular individual concerned belongs.
3715. Safe Custody of Ship’s Seal. The ship’s seal shall be kept looked up when not in use.
3716 – 3720. Blank.
SECTION II – RETURNS
3721. Returns and Accounts. (1) Returns shall be rendered when due in accordance with the instructions issued from time to time by the Chief of the Naval Staff. A list of the periodical and occasional returns is contained in ‘Indian Navy List of Returns’ (INBR 10).
(2) The Captain shall take care that all returns, accounts and reports required to be sent to the Chief of the Naval Staff and other authorities are forwarded within the time prescribed, or within a reasonable time after they are due. Should any delay occur in the preparation or dispatch of such documents he shall require an explanation from the officer responsible and forward this with his own observations, to the authority concerned.
(3) Officers who are required to transmit accounts or returns to any authority shall submit them to their Commanding officers for approval and signature as required by the forms in use and other instructions relating to them. See regulations 3708 (signatures).
3722. Genform. This form IN (Pay) 238-A or its equivalent devised for the purpose of computerization of records shall be used by Commanding officers, ships/establishments, or by an officer empowered on their behalf, for communicating all changes in name, personal number, rank, engagements, branch of service, recovery of deserters, punishments, transfers to and from other ships and establishments, grant of leave admissions to and discharges from hospital etc., as and when they occur, affecting the Pay and Allowances and other entitlements of officers and sailors or any other occasion when it is necessary to acquaint respective authorities of the movement, etc., of an officer or sailor. Detailed instructions are given in “IN Centralised Pay Accounting”.
3723. Occurrences Affecting Members of other Services. When a member of another service is serving with or attached to the Navy, any occurrences affecting his pay, discipline or records shall, in the absence of any special orders, be reported to the Administrative Authority who shall pass the information to the Chief of the Naval Staff for onward transmission to the Headquarters of the service concerned.
CHAPTER 38 STORES AND EQUIPMENT – GENERAL INSTRUCTIONS Section Regulations I General Regulations 3801 – 3807 II Purchases 3808 – 3810 III Losses 3811 – 3813 SECTIION I – GENERAL REGULATIONS
3801. Stores General (1) The Regulations contained in this Chapter are broadly confined to general principles regarding custody and accounting of the particular types of equipment and stores supplied in the service. The details as regards the provisioning, procurement, allowances, demands, receipts, issues, preservation, stocktaking, survey disposal and accounting etc., are, whoever, available in the relevant publications and other orders issued from time to time as indicated in column 4 of the table in sub-regulation (2) and in other orders issued from time to time See also Chapters 2, 3, 8, 39 and 40.
(2) The particulars regarding the principal type of stores in the service, the authorities responsible for the provisioning, accounting officers and relevant regulations are furnished in the following table: - Sl.No. Stores etc. Authority Accounting Relevant responsible officer regulation for provisioning
(a) (i) Air Stores DNAM/DCV/DNAS /DLS Logistics Officer INBR 12
(ii) Armament DAS Gunnery Officer Instructions Stores ASW Officer at the begin ning of the new NAS Ledger
(b) Band Instruments
(i) For the Central DPS Director of Regulation Band Music 4001 (8)(a)
(ii) For other Band DPS Local Senior Regulation sailor of the 4001 (8)(a) Musician Branch
(c) Publications
(i) Charge Documents Indian Naval Commanding Orders issued and secret book Distributing officer from time to Authority time
(ii) Charge Books Indian Naval Officer appointed Distributing by the Commanding -do- Authority officer
(iii) All Books of Indian Naval officer appointed Reference Distributing by the Commanding -dodesignated BR Authority officer and INBR
(iv) Books of Directorate Officer appointed Reference other concerned at by Commanding -do- Than BR & INBR NHQ officer
(v) Air Publications Indian Naval BR officer -do- Distributing Authority
(d) Navigational See under Charts at serial (f)
(e) Library
(i) Reference Libraries DNE OIC Library Article 0910
(ii) Technical Libraries Directorate -do- Orders issued concerned at from time to NHQ time
(f) Chart folios and Naval Chart Navigating -do- Navigational Depot officer Publications
(g) Chronometers and Naval Chart Depot Navigating Orders issued Watches (other officer from time to than Naval Stores time
(h) Clothing DCV Logistics INBR 12/ officer Orders issued from time to time
(j) Dental DGMS(N) Dental Officer Orders issued from time to time
(k) Flying clothing DNAS/DCV Logistics INBR 12/ officer Orders issued from time to time
(l) Forms DLS Logistics Orders issued officer from time to time
(m) Weapons equipment
(i) Mechanical DOS(W) User/Electrical -doofficer
(ii) Electrical DOS(W) Electrical officer -do-
(n) Medical Stores DGMS(N) Medical officer -do-
(p) Central stores DGMS(N)/DLS Logistics officer/ -do- Hospital equipment Medical officer
(q) Mess gear DCV Logistics officer INBR 12/ Orders issued from time to time
(r) Naval Stores including DLS Logistics officer INBR 12 machinery Base & Depot spares of Naval stores origin
(s) Officer Equipment DLS Logistics officer INBR 12
(t) Portable fittings DLS Department INBR 12 & spare gear, Drawing concerned Orders issued and Instruction from time to Books. Time
(u) Stationery except DLS Logistics officer INBR 12 at NHQ
(v) Stationer at NHQ DOA Department Orders concerned issued from time to time
(w) Victualling stores DCV Logistics officer INBR 14
(x) Water to ships afloat DCV Engineer officer Orders issued from time to time
3802. Establishment. (1) The Commanding officer and the officers-in-charge of stores shall take care that all stores, supplies, mess gear and other equipment of the ship are kept up to the authorized establishment and that all articles are stowed and properly preserved so as to be ready for immediate use when required.
(2) No article on the authorised establishment is to be landed on deposit without the approval of the Administrative Authority, who is to obtain approval of the Chief of the Naval Staff in the case of ships proceeding abroad.
(3) Ships proceeding abroad shall complete with stores before leaving home waters.
(4) Any demand for permanent stores in excess of allowance shall be dealt with in accordance with the instructions in Naval Storekeeping Manual (INBR 12) and orders issued from time to time.
3803. Expenditure. (1) Non of the ship’s stores shall be wasted or applied to unauthorized private use.
(2) No service fixtures, fittings, stores or equipment shall be removed from a ship or establishment without proper authority.
3804. Safeguarding Stores. (1) The Commanding officers and officers shall at all times take every possible precaution to avoid losses of stores, including fitted equipment, and shall see that satisfactory arrangements are made to safeguard all stores, particularly attention being given to the arrangements for the custody and issue of store, particularly attention being given to the arrangements for the custody and issue of store room keys. See regulations 0316 and 0317.
(2) When the ship is under repair, refitting or berthed alongside, the commanding officer shall make, if practicable special security arrangements at the dockside, and shall cause additional sentries to be posted in different parts of the ship and in storerooms where is being done. In these circumstances particular care is required to safeguard small arms normally stowed in open racks about the ship, and dangerous drugs dispersed in first aid cabinets shall be returned to the poisons cupboard. All portable stores which are valuable or particularly liable to pilferage and such stores which, though not portable, can easily be unshipped and removed, shall be kept in a place of security when not in use. Locked drawers of cupboards in cabins, or a locked compartment in the chartroom, shall not be regarded as providing adequate protection, unless the cabins or chartroom are themselves locked and the keys are kept in safe custody.
(3) Only essential clocks are to be retained in position and they shall be fixed securely.
(4) When a ship is refitting with crew living ashore, all small arms may be returned to the nearest Naval Armament Depot on deposit, for safeguarding during the period of the refit. See also regulation 3811.
3805 – 3807. Blank.
SECTION II – PURCHASES
3808. Purchases. Regulations regarding local purchases of stationery stores, water, etc., are given in financial Regulations. Also see regulation 0211(2).
3809 – 3810. Blank.
SECTION III – LOSSES
3811. Loss of Stores. Regulations dealing with losses of stores are given in Financial Regulations.
3812. Loss of Explosive Stores Overboard. The loss overboard of any explosive stores, whether by accident or design, shall be reported to the local Naval authority or the Senior Officer at Naval ports, if within the precincts of the port, or to the local port authorities at other places, so that they may take steps to prevent accidents. The report shall include all relevant information about the nature of the stores and the locality in which lost and, if made to the local port authority, shall include a warning about the nature of the risk and the precautions to be taken. The port authority shall also be informed that, if recovered, the stores are to be placed in a safe position and either the Local Naval authority or the Senior Officer at the nearest Naval port, or the Chief of the Naval Staff, asked for instructions for their disposal.
3813. Stores Found. If an officer or sailor should find any lost Government stores, whether they belong to his own ship or not, he shall at once report the fact to the Officer of the Watch in order that the matter may be enquired into if necessary and the stores taken on charge by a responsible accounting officer. Failure to comply with these instructions will render the person findings the stores liable to be charged with theft.
CHAPTER 39 VICTUALING, CLOTHING AND MESS TRAPS – GENERAL INSTRUCTIONS Section Regulations I. General Regulations 3901 – 3910 II. Victualling 3911 – 3915 III. Clothing 3916 – 3918 SECTION I – GENERAL REGULATIONS
3901. (1) All officers and sailors are entitled to be victualled at state expense.
In living sailors are entitled to use of service mess gears subject to the provisions hereinafter stated.
(2) Scales of free rations admissible to officers and sailors are given in Indian Navy Victualling Directive (INBR 14), Instructions and other orders issued by the Government, from time to time.
(3) Rate of ration allowance admissible to officers and sailors will be as promulgated by Navy Instructions and orders of the Government, from time to time.
(4) The purchase of victualling stores by entitled personnel shall be in accordance with orders issued from time to time.
3902. Instructions Relating to the Supply of Victualling, Clothing and Mess Traps to IN Ships etc. Detailed instructions regarding messing, the supply of mess gear and arrangements for clothing, and about victualling and clothing stores, including allowances, stocks, demands, supply, custody, expenditures, surveys, stock takings and accounting generally are contained in INBR 14, Navy Instructions and orders issued by the Government, from time to time.
3903. Mess Gear. (1) Supply of mess gear, comprising, sailors’ mess utensils and galley equipment are made to all service messes free of charge, according to scale. These shall be accounted for as Government property. For mess maintenance allowance admissible to officers’ messes ashore see Pay and Allowances Regulations for the Navy and Financial Regulations. Losses and breakages of crockery and glassware etc., in Flag and Commanding officer’s mess, wardroom mess and sailors’ messes afloat, due to services conditions, e.g., rolling and pitching of the ship due to rough weather and firing of armament, accident etc., will be borne by the state.
(2) Ships are entitled to the supply of sailor’s mess utensils, implements and cookery, bakery and sick bay utensils in accordance with orders issued by the Government from time to time. Replacement shall be made on condemnation on Survey Reports (From IN 426/S 331).
3904. Mess Utensils for Action Food Stations in IN Ships. Action mess traps, consisting of articles as per separate scale sanctioned by the Government, for utilization at Action Food Stations, by officers and sailors, shall be maintained by IN Ships.
These shall be allocated to action messes and stowed separately in a storeroom, ready for use only at action stations. They shall be accounted for separately in the mess traps ledger of the ship. Replacements of articles broken, lost or rendered unserviceable due to service conditions shall be made at state expense; such demands being specifically endorsed.
3905 – 3910. Blank.
SECTION II – VICTUALLING
3911. Responsibility FOR Organisation of General Messing. (1) On board IN ships and establishments equipped for general messing the officer carrying out logistics duties guided by a Messing Committee elected from the ships’ company and presided over by the Executive officer shall supervise closely the working of the general mess. The officer carrying out logistics duties is responsible for the maintenance and issue of Government rations, for (a) messing, (b) accounting of all transactions in connection with the messing of the ships’ company, (c) preparation of menus and, (d) preparation and cooking of food.
(2) In all ships and establishments on general messing, if circumstances so require, a standing general mess party shall be detailed to assist in the handling of victualling stores and preparing food (e.g., vegetables) for cooking.
(3) The officer carryi8ng out logistics duties, shall give immediate attention to any irregularities, waste, complaints, etc., see regulation 2731 (2).
(4) In ships equipped for general messing, in which an officer carrying out logistics duties is not borne, the Commanding officer shall detail an officer for victualling duties who shall be responsible for the whole victualling organization on board. The officer carrying out logistics duties of the parent ship or base responsible for examining the ship’s victualling accounts, shall maintain close touch with the general working of the messing arrangements and give guidance as required, particularly in regard to the planning of the dietary and regulation of stocks of provisions and accounts.
(5) In ships, on broadside general mess in, the officer carrying out logistics duties, is responsible for the organization up to and including the point at which meals in mess dishes are issued from the servery to the representatives of the messes. The officer carrying out logistics duties is responsible for serveries, the Executive officer for dining spaces and mess pantries
(6) In ships on centralized general mesing, the officer carrying out logistics duties is responsible for the organization up to and including the point at which the food helpings are issued, whether to individual sailors or to mess servers; he is responsible for serveries, bread pantries, central mess pantries and serving points for tea, where provided, and these compartments and any serving equipment which may be outside these shall normally be manned by cook(s) sailors. The Executive officer, is responsible for the dining spaces, enclosed mess pantries and sculleries. These compartments shall be manned entirely by sailors of branches other than cook(s).
(7) In shore establishments, the division of responsibility remains the same, except that where sculleries, are an integral part of galleys and associated compartments, these shall be regarded as the responsibility of the officer carrying out logistics duties.
(8) The galleys and ship’s cooks shall be directly under the charge of the officer carrying out logistics duties.
(9) Sailors of all branches should be organized in convenient messes.
(10) Each mess shall have its own sanctioned number of mess utensils into which the cooks serve the food from the galleys. When a meal is over, these shall be cleaned by the mess men of the week and stowed in racks which should be fitted on the mess deck, in a convenient place away from the galley.
(11) Each mess shall have a food locker in which the weekly ration of sugar in one utensil along with the daily ration of bread is to be kept.
(12) No rations or food shall be kept in the kit in the kit lockers without the permission of the Commanding officer.
(13) No sailor shall be allowed a special cooking pot, nor shall mess utensils be used in the galleys.
(14) Messing Committee. Messing committee shall be composed of: -
(a) The Executive officer of the ship, as ex-officio president.
(b) The officer carrying out logistics duties of the ship or an officer representing him.
(c) Members representing sailors on ‘S’ and ‘V’ rations duly elected by the ships’ company.
The Committee, under such rules, as the commanding officer may approve, will administer the general messing fund and purchase of extras.
(15) Government rations are considered sufficient. However, if sailors by general consent desire to supplement rations by extras, this may be permitted at the Commanding officer’s discretion. The monthly subscription should be kept as low as possible and it should not normally exceed Rs.4/- and Rs.7/- per head per month, for junior and senior sailors respectively. In special cases, however, with the approval of the Commanding officer, the subscription may be raised to a limit of Rs.6/- and Rs.10/- per head per month for junior and senior sailors respectively when it is established that no hardship will thereby accrue to any of the mess members.
However, for combined galleys and messes afloat lower rates namely Rs.4/- and Rs.7/- for junior and senior sailors respectively may be adopted. The subscription shall in no case exceed Rs.6/- and Rs.10/- per head per month for junior and senior sailors respectively. The extras brought in this way by the messing committee or the representatives of a particular mess shall be kept in separate bins or lockers from Government rations. The keys of these bins or lockers shall be kept by a member of the messing committee and the extras shall be issued to the cooks by him. All transactions shall be on cash basis.HoHoweverHoweverHHHHHHhhhhhHHHhhhhhhhkkkkjjjjjjpokiooooo 3912 – 3915 – Blank.
SECTION III – CLOTHING
3916. Officers’ Uniform. (1) Outfit allowance shall be given as an intitial grant-in-aid for the purpose of authorised uniform to officers on first commission.
(2) Expenditure on maintenance of uniform is borne by officers who are allowed a rabate of income-tax towards this expenditure.
(3) Renewal of outfit allowance and monthly kit maintenance allowance shall be given to commissioned officers in accordance with the provisions contained in the Pay and Allowances Regulations for the Navy (INBR 3).
(4) The rates of initial, renewal and special outfit allowances are also contained in INBR 3. Orders relating to officers’ uniform, the occasion on which they shall be worn and the scale of articles of uniform required to be maintained by officers, shall be promulgated by the Chief of the Naval Staff, from time to time.
(5) Naval Cadets, under initial training, are supplied with an initial outfit of uniform in accordance with the regulations governing the entry of cadets of the National Defence Academy, Khadakwasla, Uniform allowance admissible to subordinate officers on passing out of the National Defence Academy are as shown in INBR 3.
3917. Sailors’ Uniform. The clothing regulations for sailors are incorporated in INBR 290, Navy Instructions and orders, issued bny the Government from time to time.