NROTC General Regulations Notes (Chapter 1)

1 Uniform Regulations

• The most current guidance on required uniform items, manner of wear, and all policies concerning uniforms, appropriate civilian attire, and acceptable grooming standards are in:
  • Midshipmen Guidebook (NROTCHOUCONINST 1533.1A)
  • U.S. Navy and Marine Corps uniform regulations
  • Navy regulations page: http://www.public.navy.mil/bupers-npc/support/uniforms/uniformregulations/Pages/default.aspx
• Marine-Option midshipmen follow Marine Corps regulations in MCO 1020.34H.
• All Midshipmen are expected to become thoroughly familiar with these guidelines.

1.2 Grooming Standards

• Grooming standards guidance is in the Midshipmen Guidebook.
• All midshipmen must abide by these guidelines both in uniform and out of uniform to positively represent the NROTC Houston Consortium and the U.S. Naval Service on campus.

1.3 Midshipman Awards

• Ribbons and other distinguishing devices are awarded for outstanding achievement in academics, physical fitness, and leadership within the unit.
• Ribbons are also awarded to midshipmen who have been active members and made significant contributions to the unit Drill Team and Color Guard.
• Guidelines concerning manner of wear for ribbons and other devices are in the Midshipmen Guidebook.
• All midshipmen are expected to wear all earned awards as part of the complete uniform in accordance with the Midshipmen Guidebook.

1.4 Military Courtesies

• Military courtesy is a time-honored tradition practiced by every professional member of the armed forces.
• Courtesy is shown to juniors as well as seniors, and within all grades and on all occasions.
• Courtesy to seniors indicates respect for authority and responsibility; respect to juniors is mutual.
• Midshipmen are expected to practice and adhere to guidelines in:
  • Midshipmen Guidebook
  • New Student Orientation teachings
  • Chapter Five of The Naval Officer’s Guide

1.4.1 Saluting

• The salute is the most well-known military courtesy; a long-established form of greeting and recognition.
• Salute should be rendered willingly, promptly, and cheerfully, and returned smartly and correctly.
• In uniform, Midshipmen shall render the salute to officers of all branches, whether or not the senior is in uniform.
• If a junior passes a senior and they are facing the same direction, the junior will come alongside on the left, say, “By your leave, Sir/Ma’am,” and salute.
• The junior continues after the senior salutes and replies, “Granted.”
• Seniors in privately owned vehicles should be saluted as if they were walking.
• During parades when “Ruffles and Flourishes” is played, individuals not in formation will stand at attention and salute.
• On the first note of the National Anthem, “To the Colors,” or “Taps,” uniformed individuals not in formation will face the flag/music, stand at attention, and salute; hold the salute until the last note.
• Individuals not in uniform may stand at attention or place the right hand over the heart during the song.
• Except when the flag is hoisted or lowered, flags displayed from a pole will not be saluted.
• Carried colors will be saluted when within six paces or within six paces from the point of nearest approach.
• “Cased” colors (colors encased in a waterproof sleeve) are not saluted.
• Sailors and Marines must be covered if they are going to salute. Army/Air Force members may salute uncovered.
• If in an office with Soldiers or Airmen not saluting, you should follow the office’s practice unless in doubt; if you encounter a senior officer not covered or in civilian clothes and you are covered, you should still render a salute.

1.4.2 Addressing Officers

• Midshipmen shall address all officers and enlisted members by the title of the rank preceding the last name. Do not address seniors/juniors only by last name.
• When addressing an officer whose rank includes a modifier, the modifier may be dropped in oral communication (e.g., Lieutenant Commander → "Commander").
• Officers of the Medical Corps and Nurse Corps with doctoral degrees may be addressed as “Doctor”; Chaplains as “Chaplain.”
• The words “Sir” and “Ma’am” are military expressions to be used in all conversations with officers.
• Stand when addressing a senior officer.
• When acknowledging an order, use the term “Aye, Aye, Sir/Ma’am.”
• Informal phrases such as “Yeah,” “Yep,” “Nope,” or “OK” are never used.

1.4.3 Addressing Enlisted Personnel

• Marine Corps enlisted personnel are addressed by rank and last name (e.g., “Staff Sergeant Smith”).
• Enlisted Marines’ rank is never shortened to just “Sergeant Smith” if E-6 or above.
• Navy enlisted personnel are addressed as:
  1. E-7 through E-9: “Chief (last name)” with “Master” or “Senior” prefixed where appropriate.
  2. E-4 through E-6: “Petty Officer (last name)” or by specific rates (e.g., “GM2 Johnson”, “Gunner’s Mate Second Class Johnson”).
  3. E-1 through E-3: Title and last name (e.g., “Seaman Smith”, “Airman Smith”, “Fireman Smith”).

1.4.4 Courtesy

• In the naval establishment, courtesy and deference to military seniors are strictly observed in all circumstances.
• Juniors give way to seniors and walk to the left and slightly to the rear of seniors except in emergencies.
• All orders received from unit staff or Midshipmen officers are to be executed as given.
• Expressed wishes or desires of a military senior are treated as an order to a junior.

1.4.5 Office Procedures

• Formal procedure to enter an officer’s office:
  1. Knock three times, state your name, and request “permission to enter.” If the officer is occupied, do not interrupt.
  2. When recognized, enter and state your business. Remain at attention until directed otherwise.
  3. When complete, come to attention and request “permission to be dismissed.” Upon permission, take one step back, about-face, and exit expediently and orderly.
• Note: Some officers may prefer a less formal atmosphere; if the officer’s preferred customs are unknown, follow the formal procedure.
• It is better to be courteous than informal in all cases when the scenario is uncertain.

1.4.6 Classroom Courtesy

• In the classroom, when the officer instructor enters, do not call the class to attention unless the instructor is the Commanding Officer.
• The student nearest the door calls the class to attention if directed by the instructor or by the Captain.
• Midshipmen will remain standing until the instructor orders seating.
• Late students should quietly take the nearest vacant seat and explain tardiness after class.

1.4.7 Standards of Etiquette

• Etiquette is not a Navy Regulation, but officers are judged by professional ability and manners.
• Officers are expected to exercise tact and social poise and to learn the proper conduct for social and official functions.
• Midshipmen should rely on sources like Service Etiquette by Oretha Swartz for guidelines on social interactions and professional behavior.

1.4.8 Personal Appearance and Conduct

• Midshipmen must maintain high standards of personal appearance and conduct in both uniform and civilian attire.
• Midshipmen represent the United States Navy and Marine Corps in campus, town, and campus activities.
• Midshipmen in uniform will not smoke while covered; this restriction applies on campus, on the street, and in all public venues.

1.5 Guidelines for Professional Writing

• Officers (and often Midshipmen) are frequently required to produce memos, letters, requests, emails, etc.
• Professionalism in writing style and format is essential; use spell-checking and proofreading tools to avoid sloppy work.
• All written correspondence within the chain of command should be correctly formatted, error-free, and grammatically correct.

1.5.1 Guidelines

• Be simple and direct. Avoid unnecessarily complex words; write as if speaking directly to the reader.
  • Example substitutions:
  • Commence → Start
  • Facilitate → Help
  • Optimum → Best
  • Promulgate → Issue
  • Utilize → Use
  • Consequently → So
  • However → But
  • In addition → Also
  • Nevertheless → Still
• Strive to be brief; do not write long paragraphs if a short one suffices.
• When you write a message, think about the one sentence you would keep if you could keep only one.
• Always proofread your work several times before submitting.

1.5.2 Proper Memorandum Format

• Margins: one inch on all sides. $1 ext{ inch}$
• Font: Times New Roman, $12 ext{ pt}$
• Date: use as a sender’s symbol only; in-text dates use format: $7 ext{ August } 2015$ (example)
• From Line: Rank, first name, middle initial, last name, service; e.g., Midshipman Fourth Class John J. Smith, USNR (can be abbreviated as “MIDN” and “4/C” as appropriate). Marines may not abbreviate titles/grades.
• To Line: If the recipient is a billet holder: $billet, unit, location$ (e.g., Commanding Officer, Midshipman Company, Prairie View A&M University). If no billet or personal message, use the same format as the From line. For civilians, use: first name, middle initial, last name, with position if applicable.
• Subject Line: a sentence fragment that tells readers what the letter is about; written in ALL CAPS; repeat the subject at the top of each page. Start typing at the left margin on the sixth line from the top; continue text beginning on the second line below the subject. (Refer to SECNAV M-5216.5 dtd June 2015, The Correspondence Manual.)
• Paragraphs: body subdivided into numbered paragraphs 1., 2., 3., etc.; subjects underlined; subparagraphs indented four spaces and labeled a., b., c.; start the second line and all subsequent lines of a paragraph at the left margin.
• Signature Block: start all lines of the signature block centered; skip three lines after the last line and then write initials and last name in ALL CAPS (e.g., J. J. SMITH). (Refer to SECNAV M-5216.5 dtd June 2015, The Correspondence Manual, pp. 7–13.)
• Page Numbering: do not number a single-page letter or the first page of a multi-page letter; center page numbers 1/2 inch from the bottom (no punctuation) starting with 2. (Refer to SECNAV M-5216.5 w/ CH 1, The Naval Correspondence Manual, pp. 7–16.)
• Ink: only black ink in official correspondence.
• Example memorandum format is shown in the materials (e.g., “Example Memorandum” heading and body text).

1.5.3 E-mail

• E-mail may be less structured but must remain professional.
• Always proofread before submitting.
• Required items in addition to the body include the recipient’s name, a complimentary close, and the sender’s name.
• Example email structure includes a greeting, body, and closing (e.g., “Very respectfully, [Name], MIDN #/C USNR/USMCR”).
• Note: Midshipmen should address recipients with appropriate titles and maintain professional tone.

2 (Not included in the provided transcript but referenced in formatting)

• Placeholder for any subsequent sections that would continue the general regulations beyond 1.x.