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JTF Guantanamo Regulation 25-1

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					JTF Guantanamo Regulation 25-1


JTF Guantanamo Regulation 25-1                                                    Draft #1 as of 25 AUG 04

                                   DEPARTMENT OF DEFENSE
                        HEADQUARTERS, JOINT TASK FORCE GUANTANAMO
                           U.S. NAVAL BASE, GUANTANTMO BAY, CUBA
                                         APO AE 09360

                              Effective: 15 AUGUST 2004
                           Information Management – General
                   STAFF COORDINATION AND CORRESPONDENCE
                            POLICIES AND PROCEDURES
_____________________________________________________________________________________
History. This is the initial printing of Joint Task Force Guantanamo Regulation 25-1.

Summary. This regulation prescribes policy and establishes procedures for staff coordination, preparing official
correspondence and the use of email for coordinating actions related to development of staff packages and
correspondence.

Applicability. This regulation applies to Headquarters, JTF Guantanamo and subordinate and supporting
organizations or agencies assigned or attached in the Joint Operating Area.

Supplementation. Supplementation of this regulation is prohibited without prior approval of the Secretary of the
Joint Staff.

Interim Changes. Interim changes to this regulation are not official unless authenticated by the Chief of Staff, JTF
Guantanamo. Users will destroy interim changes on their expiration dates unless sooner superseded or rescinded.

Suggested Improvements. The proponent of this regulation is the Secretary of the Joint Staff (SJS). Users are
invited to send comments or suggested improvements on DA Form 2028 to the CoS. The Chief of Staff will
conduct a review of the document with all Directors every December.

Proponent and Exception Authority. The proponent of this regulation is the SJS. The authority to approve
exceptions to this regulation that are consistent with the controlling law and regulation is delegated to the SJS. The
approval authority will coordinate all questions regarding the scope of authority to approve exceptions with the
Chief of Staff.




                                              JAY W. HOOD
                                              Brigadier General, USA
                                              Commanding

OFFICIAL:



/////Original Signed/////
JOHN A. HADJIS
COL, AR
Chief of Staff



_____________________________________________________________________________________________
JTF Guantanamo Regulation 25-1



DISTRIBUTION:
Commanders, Direct Reporting Commands
Commander, U.S. Naval Base, Guantanamo Bay, Cuba
Coordinating, Special and Personal Staff, Headquarters, JTF Guantanamo
Directors, Supporting Agencies



Table of Contents


Chapter 1 – Introduction
       Purpose, 1-1
       References, 1-2
       Explanation of Abbreviations and Terms, 1-3
       Responsibilities, 1-4

Chapter 2 – General Correspondence Guidance
       JTF-GTMO Letterhead, 2-1
       Type Font and Sizes, 2-2
       Identification of Originating Office, 2-3
       Expression of Date, 2-4
       Identification of Point of Contact (POC), 2-5
       How to Send Correspondence to Higher Headquarters, 2-6
       Email to CG, 2-7

Chapter 3 – Electronic Staffing and Electronic Submission of Command Correspondence, Administrative
Publications and Operational Procedures
        General Guidance, 3-1
        Document Formats, 3-2
        JTF-GTMO Form 1-E (Staff Coordination/Approval/Routing Sheet (SCARS), 3-3
        Read Aheads, 3-4
        Information or Point Papers, 3-5
        Policy Letters, 3-6

Chapter 4 – Briefings, Conferences, and Meetings
       Conference/Meeting Room Locations and Responsible JTF Offices, 4-1
       Preparing Visual Aids, 4-2
       Scheduled Command Element Briefings, 4-3

Appendix A

Section I
Required Publications

Section II
Related Publications

Section III
Formal Memorandum Format
One-Paragraph Memorandum Format
Command Element Signature Blocks
JTF Guantanamo Regulation 25-1


Chapter 1
Introduction


Section I – General

1-1. Purpose
This regulation prescribes administrative policy and staff procedures for Headquarters, Joint Task Force
Guantanamo (JTF GTMO). Additionally, this regulation establishes policies and procedures for the preparation and
transmittal of correspondence and the use of electronic mail (email) within the Joint Task Force.

1-2. References
Required and related publications and prescribed and referenced forms are listed in appendix A.

1-3. Explanation of Abbreviations and Terms
Joint Publication 1-02 contains abbreviations and terms used in this publication.

1-4. Responsibilities
        a. The Secretary of the Joint Staff (SJS) has overall responsibility for management and administration of
        the staff action process and correspondence preparation.
        b. Staff directors will supervise and manage the staff action process and preparation of correspondence in
        accordance with (IAW) this regulation.
        c. Subordinate commanders and supporting agencies will follow applicable portions of this regulation when
        coordinating actions with the joint staff and when corresponding with this headquarters.

         d. JTF Suspense Log.
                 (1) Located on the SIPRNET public drive is the automated JTF Suspense Log, an Access database
                 to track the status of actions. The following hyperlink provides access:
                 SIPR/My Computer/W:drive/SJS/Task tracker
                 (2) The SJS is responsible for maintaining the Suspense Log. All with access to organizational
                 mailboxes may make changes to the “status” and “task complete” sections.
                 (3) All suspense actions received from higher headquarters, assigned by the Command Element, or
                 tasked out by the J-3 or SJS will be entered and tracked in the JTF Suspense Log.
                 (4) The SJS is the proponent of the JTF Suspense Log and can provide assistance in management
                 of the database.


Chapter 2
General Correspondence Guidance

2-1. Letterhead Stationery
Use JTF Guantanamo stationery for all formal correspondence. Templates for JTF Guantanamo stationary
letterhead are available in the Public Folders on the Local Area Network (LAN) NIPRNET systems.
         a. To load the letterhead stationery (this is a one-time process) using MS Word.
         b. Go to P: drive
         c. Click on Command folder
         d. Click on CEAC
         e. Click on JTF GTMO Administration folder
         f. Look for HQ JTFGTMO Letterhead
         g. Save to your desktop
JTF Guantanamo Regulation 25-1


                                      DEPARTMENT OF DEFENSE
                               HEADQUARTERS, JOINT TASK FORCE GUANTANAMO
                                  U.S. NAVAL BASE, GUANTANAMO BAY, CUBA
                                                APO AE 09360




JTF-GTMO-XX                                                                        4 October 2011

letterhead example.doc

         2-2. Type Fonts and Sizes
         a. Times New Roman character in 12-font is the JTF Guantanamo standard font for all correspondence
         (memorandums and letters).
         b. Times New Roman character in 10-font is the JTF Guantanamo standard font for command publications
         (regulations, pamphlets, circulars).


2-3. Identification of Originating Office
         a. Office symbols are used to identify the office of origin for military correspondence and electronically
         transmitted messages. Use the office symbol of the office preparing the correspondence, which may not be
         the same as the individual signing the correspondence. Use the office symbol when addressing or replying
         to military correspondence.
         b. Office titles, not office symbols, are used on letters. The office title is used to make clear distinction of
         the origin of the correspondence.
         c. Office symbols and office titles for JTF Guantanamo Staff and subordinate/supporting organizations and
         agencies are listed in Appendix I.

2-4. Expression of Date
        a. Dates on military correspondence. Express dates on military correspondence in one of only two ways: 1
        January 2003 or 1 Jan 03. If you abbreviate the month, abbreviate the year.
        b. Dates on letters. Express dates on letters only as: January 1, 2003. Do not abbreviate dates or use date
        stamps on letters.
        c. Date separation. When abbreviating a date, do not separate any of the three date elements (day, month,
        and year); keep the complete abbreviated date on one line. If spelling out the date, the only place you may
        separate any elements is between the month and year; do not separate the day and month.

2-5. Identification of Point of Contact (POC)
This information is placed in the last paragraph of correspondence and identifies the military rank or civilian prefix,
last name, telephone number, and if appropriate, facsimile (FAX) number and email address. If Defense System
Network (DSN) is not available, list the international access country code and commercial telephone number; when
in doubt, use both.
         a. Use: “For additional information contact Major Sample, DSN 660-XXXX, FAX 660-XXXX,
         samplem@jtfgtmo.southcom.mil” or “If you have questions or need additional information contact Major
         Sample, DSN 660-XXXX, samplem@jtfgtmo.southcom.smil.mil.”
         b. POC statements will not normally be included on correspondence signed by CJTF going to
         CINCSOUTH or higher.

2-6. How to Send Correspondence to Higher Headquarters

Once a member of the Command Group has signed or initialed your action the SJS office will scan the document
and the SJS will personally send it electronically to the SJS of the Higher Headquarters. The SGS will also “CC”
the POC on the memo and instruct him to make distribution to the appropriate action officers at the higher
headquarters.
JTF Guantanamo Regulation 25-1


The SJS will make distribution via snail mail to the higher headquarters of the document and will send a copy back
to the originating staff section.

It is the responsibility of the staff section/action officer that originated the correspondence to make
distribution to any person or command designated CF on the memo.

The SJS will begin asking for the status of correspondence within a minimum of 2 weeks after its been sent higher.
Resolution of correspondence that requires a decision by another headquarters isn’t complete until we receive a
signed memorandum in reply. Calls from the action officer or emails are fine to update the status, but the SJS will
continue to ask you about your memo until you show him a signed response from the headquarters we sent it to.

Once a week at the Chief of Staff meeting, the SJS will show what he believes is the current status of all
correspondence outside the headquarters. Be prepared to discuss any outstanding correspondence at that time.

2-7. Constructing an Email to the CG

J1:      Coord
J2:      Coord
J3:      Coord
J4:      Coord
J6:      Coord
J8:      Coord
SJA:     Coord Concur Capt Russell G. Leavitt, Assistant SJA, on 28 August and 3 September.
JVB:     Coord
PAO:     Coord
CE:      Coord
CSM:     Coord
IG:      Coord
JDOG:    Coord
JIG:     Coord

____________________*Cut Here after “e-signature at bottom”*_______________

SJS:       Coord
CoS:       Coord
DCG:       Coord
CG:        Coord




SUBJECT: Savings Deposit Program E-Mail, COS -Sep-81

ACTION OFFICER: LTC Al Martin, 3657

PURPOSE: To provide the CG with a draft e-mail message and e-mail address of the DFAS
Director.

RECOMMENDATION: The CG should use the draft e-mail message at Tab A to craft and
send a collegial message to the DFAS Director.
JTF Guantanamo Regulation 25-1


BACKGROUND:

1. On 21 September, action officer presented a COS-directed STU on the Savings Deposit
   Program (SDP) to the CG. The CG desires that JTF military personnel have the opportunity
   to participate in the SDP.

2. DFAS-Cleveland staff requested a decision from DFAS Headquarters on JTF eligibility to
   participate in this program.

3. The CG directed that J-8 draft an e-mail message to the DFAS Director. The CG's intention
   was to use this draft to craft a personalized message to the DFAS Director, Mr. Zack E.
   Gaddy, requesting an expedited favorable decision on JTF participation in the SDP. This
   draft appears in the space below Tab A. The e-mail address for the DFAS Director is
   zack.gaddy@dfas.mil.

4. Biographical summaries of the DFAS Director and Senior Military Advisor to the DFAS
   Director are included at Tabs C and D. They are attached for information only.


                                                 //Signed//
4 Tabs                                      LAWRENCE A. MARTIN
A - Draft E-Mail to DFAS Director
B- eScars Comments                          LTC, MS, USAR
D - Bio on DFAS Director                    Deputy J-8
E - Bio on Senior Mil Advisor to
    DFAS Director


__________
Tab A

Dear Mr. Gaddy:

I'm Jay Hood and I command Joint Task Force Guantanamo in Cuba. I'm contacting you
personally because I'd like your assistance in making my troopers eligible to participate in the
Savings Deposit Program (SDP). Currently, my 2200 plus folks don't qualify for this worthwhile
program even though our mission is in direct support to the GWOT.

When I asked my staff to look into the eligibility requirements for SDP they identified 3
requirements for participation:
    Member is serving outside the United States
    In support of Operation Enduring Freedom
    Served at least 30 consecutive days … in an area that has been designated as a combat
       zone or in direct support of a combat zone.
JTF Guantanamo Regulation 25-1


Military personnel assigned to the JTF-GTMO clearly meet the first two requirements. The
feedback I have gotten from our combatant commanders and our senior leadership in the Defense
Department indicates they also meet the third.

I want to thank your staff for their assistance thus far in this matter. They have been terrific.
Please extend to them my thanks for all they are doing. SDP is a great program that everyone
deployed in support of the GWOT should have as a benefit.


Respectfully,


Jay Hood
__________
Tab B




__________
Tab C




__________
Tab D




Chapter 3
Electronic Staffing and Electronic Submission of Command Correspondence, Administrative Publications
and Operational Procedures


3-1. General Guidance
JTF Guantanamo Regulation 25-1


The electronic staffing procedures described below apply to correspondence, administrative publications and
operational procedures, unclassified/non-sensitive, unclassified/sensitive, and classified up to Secret. When
conducting functional coordination, proponents will use electronic staffing via the Internet/Intranet or email to the
maximum extent possible and practical as the primary method for distribution. Proponents will adhere to the format
procedures prescribed in this regulation. Proponents will ensure that proposed new or revised correspondence,
administrative publications and operational procedures are staffed with appropriate JTF organizations and agencies.
Proponents will –
         a. Provide email notification to each appropriate staff element, organization and agency that a document is
         available for review and comment.
         b. Unless otherwise instructed by the CoS or SJS, address email notifications to the Organizational Mailbox
         (OMB) of the staff element, organization or agency to ensure that notification of documents released for
         staffing are being dispatched. The proponent may provide a courtesy copy to the functional action officer
         within each staff element, organization or agency.
         c. Attach JTF GTMO Form 1-E (SCARS) to the email notification that clearly identifies the organization,
         office, individual, DSN phone, and email information of the action officer and release authority of the
         document for staffing.
         d. Attach the draft manuscript document or the document link to the email.

3-2. Document Formats
Draft manuscripts released for staffing will be prepared in at least one of the following formats to ensure
accessibility by a wider range of target audience:
         a. Word processing software (MS Word 6.0 or higher).
         b. Rich text format (RTF).
         c. Portable document format (PDF).
         d. Presentation software (MS Power Point).


3-3. JTF GTMO Form 1-E (Staff Coordination/Approval/Routing Sheet (SCARS). JTF GTMO Form 1-E
     accompanies Command Element correspondence whether for information, signature, or approval. The Form 1-
     E ensures staff actions are tracked, provides an official record of approvals/disapprovals, and copies are
     retained by the SJS/CEAC in official files. Pay special attention to the preparation of the Form 1-E. It is more
     than just an administrative tool to track, record, and file. The Form 1-E should be well thought out so it enables
     the CG, DC, or CoS to quickly review a summary of details they need to know at their level before taking the
     action being requested on the Form 1-E. A well-prepared Form 1-E will increase your success rate in getting
     actions through the Command Element and signed without questions. See appendix D for instructions on
     completing JTF GTMO Form 1-E.

JTF GTMO Form 1-E (example)
-------------------------------------------cut here---------------------------------------------------------------

J1:       Coord                 Concur, Concur w/ comments or Non-Concur, rank, name, date
J2:       Coord
J3:       Coord
J4:       Coord
J6:       Coord
J8:       Coord
SJA:      Coord
JVB:      Coord
PAO:      Coord
CE:       Coord
CSM:      Coord
IG:       Coord
JDOG:     Coord
JIG:      Coord

____________________*Cut Here after “e-signature at bottom”*_______________
JTF Guantanamo Regulation 25-1


                                                        ***SJS will determine Command Group routing***
SJS:        Coord
CoS:        Coord
DCG:        Coord
CG:         Coord


SUBJECT: E-SCARS Tasker, COS 08-012, 9 Aug
Action Officer: Lt Col Dan Nickerson, J6, 3079
J-Staff/Unit Coordination: J1 cl 8 Aug; J2 ml, 8 Aug; J4 rp, 8 Aug; JDOG, bg, 8 Aug


JTF GTMO Form 1-E (example) con’t

PURPOSE: To get staff coordination of new e-SCARS format and initial paperless staff processes.

RECOMMENDATION: Concur on attached process documents and procedures to provide initial paperless staff
foundation

BACKGROUND or SUMMARY:

1.    E-SCARS developed to address CoS request: “Give me a Paperless Staff, Danny” (CoS meeting, 4 Aug).
2.    Sample e-SCARS format and description at Tab A. This will be used to push all taskers through the staff with
      "shotgun coordination" to eliminate lost paperwork, improve tasker on-time rate, improve tasker tracking.
3.   e-SCARS Comment Matrix template attached at Tab B. This will be used to provide comments back to the
      action officer (me in this case). Comments should be returned to the JTFGTMO-J6 organizational mailbox
      (OMB).
4.   The rules for using the new SJS Tasker Database are at Tab C. The database will be operational on Wed, 18
      Aug, and further instructions on your access and shortcuts to this database will be sent at that time.
5.   The guide for using OMBs is at Tab D. Use of OMBs are essential to the paperless staff concept and will be
      used for the official correspondence via e-mail. They will also be used to keep official staff calendars. Not all
      OMBs have been set up, but the rest will be completed by Wed, 18 Aug. This e-SCARS is being sent to
      existing OMBs also. Currently, the Director and deputy were given read, write, modify access to these
      accounts. The Director or deputy can call the Helpdesk at 3532 to request additional personnel have these
      permissions.
6.   The guide for using OMB calendars is at Tab E. OMB calendars will be used to set up/schedule official
      appointments or meetings. OMB calendars are a subset of the OMB, and not all OMBs have been set up yet.
      Currently, the Director and deputy were given read, write, modify access to these accounts. The Director or
      deputy can call the Helpdesk at 3532 to request additional personnel have these permissions.
7.    Coordination. Only coordinated within J6 and with SJS. Once approved, updated process will be incorporated
      into the JTF GTMO Reg 25-1, and an on-line Staff Handbook will be put on the JTF GTMO Home Pages for
      easy access and use of guides and templates for all products.



DANIEL M. NICKERSON, Lt Col, USAF                                           5 Tabs
J6                                                                          A. Sample e-SCARS
                                                                            B. e-SCARS Comment Template
                                                                            C. Tasker Database Use Guide
                                                                            D. OMB Use Guide
                                                                            E. OMB Calendar Use Guide

__________
Tab A
JTF Guantanamo Regulation 25-1




__________
Tab B
JTF GTMO Form 1-E (example) con’t




__________
Tab C




__________
Tab D




__________
Tab E




***Saving the SCARS with text as a document. You may save the SCARS with your text as a Microsoft Word
document by clicking on <File> and <Save>, and then entering a unique name for the document. Once you have
saved your SCARS as a document, you can open the existing document and replace old information with new
information (if there is not a lot to change). If you need to generate a new SCARS with different information,
recommend you start a “New” document and use the blank SCARS template.

3-4. Read Aheads (RAs). RAs are a special type of staff action forwarded with JTF GTMO Form 1-E. Normally
tasked and submitted on short notice (less than five working days) and requiring immediate action, RAs prepare the
CJTF for trips, visits of civilian or military dignitaries, or briefings. As such, the completeness of a RA is critical to
the success of each of the CJTF’s calendar events. READAHEADS MUST FOCUS THE CJTF’S THOUGHTS;
NOT JUST COVER BACKGROUND INFORMATION. Include only essential items, using the key points that you
believe the CJTF should know before the meeting; make sure all pertinent issues are covered succinctly and to the
point in the Executive Overview. See appendix E on procedures for preparing RAs.
JTF Guantanamo Regulation 25-1


3-5. Information or Point Papers
         a. Information or point papers do not establish or implement policy; only formal memorandums and
         Command administrative publications establish and implement policy and/or procedures.
         b. Use an information or point paper to provide information for a general or large audience on a particular
         subject area. Use enclosures if required. Use the information or point paper to provide information to the
         Command Element. The information or point paper can be used as a handout at a planning session or
         conference. The information or point paper is not self-routing. Route them using an informal
         memorandum or JTF GTMO Form 1-E (SCARS).
         c. Limit information and point papers to one page; be clear, concise, and complete. If necessary, staff
         section chiefs can approve expansion of the paper to two pages.
         d. Format.
         e. Example



USE THIS FORMAT WHEN                7
PROVIDING INFORMATION               8    INFORMATION PAPER
AS PART OF A STAFF                  1
ACTION FOR THE                      2
COMMAND ELEMENT, AS A               3    JTF-GTMO-XX                                 (DATE)
READ AHEAD OR                       1
HANDOUT.                            2    SUBJECT: Preparation and Format for Information Paper
                                    1
                                    2
                                    3    1. PURPOSE. State the purpose for providing the information paper.

                                         2. POINTS OR FACTS.

                                            a. Use an Information Paper to give the reader access to facts in a
                                         clear and concise format. Use short concise sentences. Use one-inch
POINTS OR FACTS:                         margins and Times New Roman 12-font.
Provide essential background
information, facts, and                    b. Information Papers are self-explanatory and will not refer to
assumptions made.                        enclosures except for tabular data, charts or photographs.

                                            c. Information Papers can serve as fact sheets, background papers or
                                         read ahead documents.
NOTES:
1. Information Papers are limited           d. Include only essential facts concerning the subject and develop
to one page, are concise and             them in a logical sequence.
complete. If required, staff
section chiefs have approval                e. Information Papers will not contain a recommendation or a request
authority to expand the paper to         for decision. A JTF GTMO Form 1-E (SCARS) or Decision
two pages.                               Memorandum is used when requesting a decision or approval of an
                                         action.
2. Information Papers do not
establish or implement policy.             f. The Information Paper is designed to be used as a handout or an
                                         enclosure. It does not contain routing information. An Information
3. If a previously prepared paper        Paper must be routed by an Informal Memorandum or JTF GTMO
is still valid, the staff section        Form 1-E.
chief may add a REVIEWED
BY and DATE block to the                 3. CURRENT STATUS. This paragraph is optional. Use it when you
existing Information Paper and           want to discuss the status of a program or action.
affix their initials and current
date.                                    4. COMMAND/STAFF POSITION. This paragraph is optional. Use it
                                         to specify the approved command or staff position. Omit paragraph if a
JTF Guantanamo Regulation 25-1


                                          position is not stated.


                                     1    Encl                      MAJ Jones/DSN 660-XXXX
                                     2
                                     3




                                          ENCLOSURES, CONSISTING                    PROVIDE POINT OF
                                          OF TABULAR DATA, CHARTS                   CONTACT/ACTION OFFICER
                                          OR PHOTOGRAPHS, ARE                       INFORMATION (RANK, LAST
                                          SUMMARIZED IN THE                         NAME AND CONTACT NUMBER).
                                          INFORMATION PAPER.




3-6 “How to” Write Policy Letters.

                          How To Write a Policy Letter for Chief of Staff or CG Signature

1. Staff officers considering drafting a policy letter ask themselves if the CG or CoS really need to put out a policy
on this subject, or do higher guidance and/or regulations provide what units need to execute. Specifically, ask these
questions:
 "What do you want the CG to sign that is not already in DoD, DA, FORSCOM or other directives?"
 "What is it you want to add under the CG's signature, and why?"
 "What is the message you want the CG to send his command and does it require him to do so under his
     signature?"
 "Do you want the CG to sign a TTP, SOP or directive so you can use his name to make your section's life
     easier?" If so, "is that the best way to do it?"

2. If a staff officer/section has a nomination for a policy letter that hasn’t been specifically asked for by the CoS or
CG generate a 1-E through the Paperless Office that outlines the purpose of the policy letter and why the policy
letter is necessary. Ensure you route the 1-E through the SJS who has overall responsibility for policy letters. If the
CoS or CG concurs with your recommendation you can begin the staff work to draft and coordinate the policy letter.

3. After staffing (at a minimum always staff it with the SJA) submit the draft policy letter as a paperless action with
a new 1-E to the Paperless Office for command group mark up/approval. The SJS has the format for Policy Letters
and can provide it to you. The length of the policy should be limited to one page; two pages are okay; and three
pages require some justification.

4. The SJS will notify you when your policy letter has been approved. His office will post the policy letter to the P:
drive.
JTF Guantanamo Regulation 25-1



Chapter 4
Briefings, Conferences, and Meetings


4-1. Conference/Meeting Room Locations and Responsible JTF Offices
        a. SJS is responsible for scheduling briefings/meetings held in the JTF Conference Room, JTF
        Headquarters, Building AV29 and preparing the ECR for events involving the CG.
        b. SJS is responsible for scheduling briefings held in the conference room. JVB, in coordination with the
        SJS, is responsible for preparing the conference room for scheduled Distinguished Visitor (DV) events
        involving the CG. This includes the preparation of a seating chart upon receipt of attendee information.
        c. J-3 is responsible for scheduling briefings or meetings held in the J-3 Conference Room, JTF
        Headquarters, Building AV29.
        d. JIG is responsible for scheduling briefings or meetings and VTCs held in the SCIF.
        e. Any staff member can call the Help Desk to schedule the JIIF Conference Room (CDC)
        f. See Table 6-1 for conference or meeting facilities and point of contact telephone numbers.

Facility            Location            Coordinating        Seating Capacity    Facility            Equipment
                                        Office                                  Clearance           Capability
Executive           Bldg AV29,          SJS                 14                  Secret              Plasma screen
Conference          First floor         x 5044                                                      w/SVTC
Room
J-3 Conference      Bldg AV29,          J-3                 15 - 20             Secret              None in standard
Room                Second floor        X 5065                                                      setup
SCIF                SCIF                JIG                 25                  Top Secret          Studio 1 TV
Conference                              x 3119                                                      w/VCR, STE
Room / Video                                                                                        Studio; JWICS
Teleconference                                                                                      VTC
Center
JIIF Conference     Bldg N-329          J-6                 30                  Secret              Single screen
Room                                    x 3532                                                      w/Proxima
                                                                                                    overhead proj.
Table 6-1. Conference/Meeting Facilities

To find if a conference room is available on the date you request, follow the directions below:

JTF Conference Room
a. Open Microsoft Outlook
b. Click on Public Folders in your folder list (the last option in the list)
c. Click “All Public Folders”
d. Click “JTF GTMO HQ Conference Room Reservation Calendar”
e. Click the date you’d like to schedule
*** the SJS maintains this calendar. If a meeting with greater priority coincides with your meeting, you will be
notified by the SJS to find an alternate location.

JIIF Conference Room
Open Microsoft Outlook
Click on Public Folders in your folder list (the last option in the list)
Click “All Public Folders”
Click “J6”
Click “JIIF Conference Room Schedule”
Find the date and time you’d like to reserve and call the Help Desk (3532) to block the time.
JTF Guantanamo Regulation 25-1



Battle Rhythm

   Event/Frequency                          Whom                    Responsible Staff       Explanation
                                                                        Section
 CSM Meeting              CSM, SGM, 1SG, NCOIC for every            CE                  Tuesdays at JTF
                          organization                                                  Conference Room
                                                                                        @ 0900

 Commanders               CG, DCG, CoS, JIG, JDOG, JMG,             CE                  Tuesdays at JTF
 Meeting                  NAVBASE, PSU                                                  Conference Room
                                                                                        @ 1100

 Command Huddle           CG, DCG, CoS, SJS, Aides,                 SJS                 Wednesdays in
                          Executive Office NCO                                          CG’s office @ 0800


 CoS Meeting              CoS, SJS, J1, J2, J3, J4, J6, J8,         SJS                 Wednesdays in JTF
                          PAO, JVB, SJA, Medical,                                       Conference Room
                          Commissions, Chaplain, HHC Cdr, IG                            @ 0930.

 Command and Staff        CG, DCG, CoS, NAVBASE, CSM,               SJS                 Fridays in CDC
                          Staff Principles, JDOG, JMG, SJS,                             Conference Room
                          PSU, FBI, CITF                                                (JIIF) @ 0800

 Interrogation            CG, DCG, CoS, J2, J3, J6, Detainee        JIG                 Fridays at SCIF
 Strategy Meeting         Hospital, JDOG Cdr, JDOG S2, CTC,                             Conference Room
                          FBI, CITF, Psyops, IO, JIG section                            @ 1500
                          leaders




4-2. Preparing Visual Aids
        The following format is required for ALL briefing slides.
JTF Guantanamo Regulation 25-1




         ***Slides for weekly Chief of Staff and Command and Staff meetings are due to SJS NLT 1200 Tuesday
         of every week.




4-3. Scheduled Command Element Briefings
                                   SPECIAL TOPIC UPDATES (STUs)

Special Topic Updates (STUs) are updates to the Commanding General on topics that he has expressed interest in or
that the staff requires guidance and/or a decision. The CoS approves all STU topics.

-STU topics come from three main sources.
The SJS derives the STU topic from email traffic, the CoS priority list, or oral guidance he
receives from the CG or CoS. The CG or CoS directs a STU on a particular topic. A staff principal contacts the
SJS and nominates a topic.

-STUs are generally in the CG’s office at the long table in front of his desk. (If the audience exceeds 5
 then the SJS will schedule the STU in the JTF Conference Room.

-All STUs require a pre brief to the CoS no less than 2 working days prior to the date the CG will receive
 the STU. Coordinate pre-briefs directly with the SJS.

- If the CG requires a read ahead for his STU. Ensure that his staff has the read ahead no less than 2 working days
prior to the STU. The two best techniques to get a read ahead to the CG is to immediately deliver a copy to the
CG’s staff after your pre brief to the CoS (if the CoS has approved your brief), or submit the read ahead via
paperless office, so the CoS can review and approve in time to forward to the CG via paperless office within the 2
working days prior limit.
JTF Guantanamo Regulation 25-1


-STU lengths are determined by the SJS based on his estimate and consultation with the staff section presenting the
STU. General lengths are 30 or 60 minutes. Be concise and organized so that you finish within your allotted time
period. A good read ahead will help the CG zero in on the questions/decisions he has and will speed the whole
process.

-Make color copies for the CG only and print multiple slides per page (as long as the slides are readable) for all
others who need a hand out.

-The SJS will notify respective sections if they have a STU. Pay attention to the date time group on the document.
STUs move often and new topics are constantly being added. It is the staff officer’s responsibility to ensure he/she
knows the current STU schedule.

-The SJS is the gatekeeper to escort the briefer(s) into the CG’s office or the JTF Conference Room. If you are first
to brief, show up with your entire party 10 minutes prior to the first STU (briefer(s) that are 2nd or later in the order
of march should send at least one member of their party), so the SJS can take a head count, and gage when
subsequent briefers need to be ready to go. The standard is we go from brief to brief with just enough time to
unload one party and usher in the next party. We don’t make the CG wait on a briefer.

-If your STU is in the JTF Conference Room, ensure your brief is on a disk. If you are doing it in the CG’s office
you can give him the color copy or use a desk side briefing stand-your choice.

-All Special Topic Updates must include the following:

         -Begin with Task and Purpose of the briefing.

         -State the any Previous Guidance you may have received on the subject.

         -Describe all Work Done to Date on this project

CG Guidance about STUs to keep in the front of your mind: “Be on time, be brief, and make sure I understand the
Task and the Purpose.”

STU Example Slides
JTF Guantanamo Regulation 25-1




STU example.ppt
Appendix A
References

Section I
Required Publications

Joint Publication 1-02
Department of Defense Dictionary of Military and Associated Terms

AR 25-30
The Army Publishing and Printing Program

AR 25-50
Preparing and Managing Correspondence

AR 380-5
Department of the Army Information Security Program

USSOUTHCOM Regulation 25-2
Preparation and Management of Correspondence in USSOUTHCOM

Section II
Related Publications
JTF Guantanamo Regulation 25-1


AR 25-400-2
The Modern Army Recordkeeping System (MARKS)

Department of the Army (DA) Pamphlet 600-67
Effective Writing for Army Leaders

USSOUTHCOM Regulation 525-22
Reporting Procedures


Section III
Examples

Formal Memorandum Format
One-Paragraph Memorandum Format
Command Element Signature Blocks

Memo template
JTF Guantanamo Regulation 25-1



                                           DEPARTMENT OF DEFENSE
                                     HEADQUARTERS, JOINT TASK FORCE GUANTANAMO
                                        U.S. NAVAL BASE, GUANTANAMO BAY, CUBA
                                                      APO AE 09360


1
2   JTF-GTMO-XX                                                                   (Date)
1
2
3   MEMORANDUM FOR Headquarters, U.S. Southern Command, ATTN: SCJ2, 3511 NW 91st
    Avenue, Miami, FL 33172-1217
1
2   SUBJECT: Formal Memorandum Format
1
2
3   1. Prepare correspondence using Times New Roman 10-pitch type. When using Microsoft Word
    software, this equates to the 12-points font.

      a. Single-space the text of the memorandum; double-space between paragraphs. Do not use
    hanging indents in paragraphs; when using Microsoft Word software, ensure the hanging indent
    function is disabled so paragraphs extend from left margin to right margin.

      b. If there is a subparagraph “a,” there must be a “b.” There must be at least two subparagraphs.

         (1) Designate second subdivisions by numbers in parentheses, for example (1), (2), etc.

         (a) Designate third subdivisions by letters in parentheses, for example (a), (b), and (c).

         (b) However, do not indent any further than the second subdivision.

         (2) Do not subdivide beyond the third subdivision.

    2. Describe enclosures in the body of the text or list enclosures in the enclosure block. Use “as” for
    “as stated” in the enclosure block only when needed for clarity when listing multiple enclosures. If
    there are copies of the memorandum being furnished to other offices, indicate whether or not each
    copy furnished addressee will receive a copy of the enclosures.

    FOR THE COMMANDER:



1
2   2 Encls                                             JOHN A. HADJIS
1   1. Memo, USSOUTHCOM,                                COL, AR
2      10 Jun 02                                        Chief of Staff
3   2. Msg, USARSO, 15 Jun 02
4
5
JTF Guantanamo Regulation 25-1




                                          DEPARTMENT OF DEFENSE
                                    HEADQUARTERS, JOINT TASK FORCE GUANTANAMO
                                       U.S. NAVAL BASE, GUANTANAMO BAY, CUBA
                                                     APO AE 09360


1
2   JTF-GTMO-XX (MARKS File Number)                                                     (Date)
1
2
3   MEMORANDUM FOR Headquarters, U.S. Southern Command (SCJ3), 3511 NW 91st Avenue,
    Miami, FL 33172-1217
1
2   SUBJECT: Preparing a One-Paragraph Memorandum with Subparagraphs and Continuing the Subject
    Line
1
2
3   Use single spacing when a memorandum contains only one paragraph, regardless of the length of the
    paragraph. Limit paragraphs to a maximum of 10 lines. When a memorandum has only one paragraph
    but contains subparagraphs, prepare as shown in this example. Do not number a one-paragraph
    memorandum. Identify subparagraphs by using a, b, c, etc.

      a. Indent the subparagraphs as shown in this example.

      b. A memorandum with a single paragraph should not contain more than one subdivision.

       c. When more than one line is needed for the subject, begin the second line flush with the left margin
    as shown above.
1
2   AUTHORITY LINE:
1
2
3
4
5   Encl                                             JONATHAN D. SMITH
                                                      LTC, MP, USA
                                                      J-3
1
2   CF:
    CDR, Joint Detention Operations Group (JTF-GTMO-JDOG-S3) (w/encl)
    CDR, Joint Interrogation Group (JTF-GTMO-JIG-3) (w/o encl)
JTF Guantanamo Regulation 25-1




                              Memorandum Signature Block        Letter Signature Block


Commanding General            JAY W. HOOD                       Jay W. Hood
                              Brigadier General, USA            Brigadier General, United States Army
                              Commanding                        Commanding General



Deputy Commander –            MARTIN J. LUCENTI                 Martin Lucenti
Operations                    Brigadier General, USA            Brigadier General, United States Army
                              Deputy Commander for Operations   Deputy Commander for Operations



Deputy Commander – Support    LESLIE J. MCCOY                   Leslie J. McCoy
                              CAPT, USN                         Captain, United States Navy
                              Deputy Commander for              Deputy Commander for Support
                                Support



Chief of Staff                JOHN A. HADJIS                    John A. Hadjis
                              COL, AR                           Colonel, United States Army
                              Chief of Staff                    Chief of Staff



Command Sergeant Major        ANGEL FEBLES                      Angel Febles
                              CSM, USA                          Command Sergeant Major
                                                                United States Army


Figure I-1. JTF Guantanamo Signature Blocks




                                                 21
JTF Guantanamo Regulation 25-1




                                 22

				
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