POSTAL ASSESSMENT CHECKLIST

Date: Postal Assessment Advisor/ Inspector:

Name of MPO:

FPO Address:

MOID/ SFA: FEDSTRIP Number:

Postal Officer/ Email address: Custodian of Postal Effects/ Email address:

ASSESSMENT OUTSTANDING EXCELLENT SATISFACTORY UNSATISFACT

GRADE %

POSTAL ASSESSMENT CHECKLIST

NAMES AND RATES OF ADDITIONAL MILITARY POSTAL CLERKS:
________________________ _________________________ ________________________
___________________________________ ____________________________________ ___________________________________

___________________________________ ____________________________________ ___________________________________

___________________________________ ____________________________________ ___________________________________

THE GRADING SYSTEM FOR THIS ASSESSMENT IS:

OUTSTANDING (> 95%)

EXCELLENT (> 90%)
SATISFACTORY (> 80%)
CONDITIONAL SAT. (> 75%)
UNSATISFACTORY (< 75%)
TOTAL POINTS RECEIVED: __________

Automatic UNSAT discrepancies:

1. Postal Officer and/or MPC not properly designated
2. Score of 60% or below in Section B, C, J or K.
3. Loss of accountability in Registered Mail. Loss of Accountability: Any missing, stolen and/or misplaced accountable
(registered, certified or insured) mail or documents at the time of assessment.

Repeat or major discrepancies can result in an automatic grade of UNSATISFACTORY being assigned. If repeat or major discrepancies are discovered, the asses
continue and training will be provided. A letter from the command to the MACOM, providing detailed corrective actions taken to correct the discrepancies, must be
MACOM within 90 days after date of assessment. Upon receipt of the letter, a RE-ASSESSMENT will be scheduled.

Shipboard Post Offices- If underway during a scheduled RE-ASSESSMENT, arrangements can be made, provided timing and scheduling permits, for an assessme
by a Postal Assistant Advisor in the AOR in which the ship is operating.

If for any reason a grade of UNSATISFACTORY is assigned, your command is required to be reassessed. The best possible grade your command can achieve on
SATISFACTORY.
OPNAV Form 5119/2 (Nov 06) S/N 0107-LF-131-8400
 POSTAL Possible Overall

ASSESSMENT Points Score

184
CHECKLIST
POSSIBLE POINTS
A. DESIGNATION/TERMINATION OF POST OFFICE PERSONNEL POINTS RECEIVED
YES/NO/NA

Have personnel assigned (PPO and APPO) to a Military Post Office

4525.6-M,
(MPO) who handle postal effects or accountable mail been designated on
PCA001 C5.4.1.1 & Fig. 2
DD Form 2257? Are designations completed properly? One point for
C5.F1
PPO (COPE); One point for APPO

4525.6-M, Is the Custodian of Postal Effects (COPE) designated on a separate

C5.4.1.1, Fig. DD Form 2257 in addition to Military Postal Clerk (MPC) designation?
PCA002 2
C5.F3 & Is DD Form 2257 completed properly? One point COPE designation; one
5112.6D, 305.2.a point completed properly

Has an additional individual APPO been designated as a MPC for training

as a prospective relief for MPOs having only a COPE to perform the
following minimum functions?
(1) Collect and dispatch outgoing mail?
5112.6 series,
PCA003
302.9
(2) Pickup incoming mail? 6 0
(3) Hold mail call?
(4) Process directory mail?
(5) Properly receipt for and deliver accountable mail?
(6) Conduct financial operations?

5112.6D, 302.1 Is there an "Offense Against the Mail Statement" on file and is the form
PCA004 SURFORINST 4400, 2
16200.b updated annually for all MPC/PPO/APPO's?

Was COPE/MPC designation terminated using DD Form 2257 when

4525.6-M, C5.6.1
PCA005 relieved, reassigned, or a change in position? One point COPE; one point 3
per MPC
Has an E-7 or above been designated in writing by the CO to perform the
5112.6D, CH following duties? Two points qualified, two points designated
PCA006 4
1.4.1.A

Before commanders designate individuals as MPC's, COPE's,

SURFORINST 4400, PPO's or APPO's do they have the postal NEC 3001, JQR completed with
PCA007 Ch 3,5.1 5112.6D, all signatures and 60 days OJT and are their personnel records carefully 2
301.3 reviewed to ensure they meet the minimum requirements? One point per
PPO

SURFORINST 4400,
Chap 16200b Is Postal Petty Officer and Alternate Postal Petty Officer assigned E5 and
PCA008 4525.6-M, above in the ratings of SK? If E4 is assigned, does the command have an 2
C5.4.3.1 approved waiver from SURFOR? One point per PPO

During an absence of the COPE (over 5 consecutive days, but less than 31
4525.6-M, total days) is another qualified individual designated on DD Form 2257 as
PCA009 2
C5.4.3.1 Temporary COPE? Does the COPE know the disposition of these forms
upon his/her return? One point per question

PCA010 4525.6-M, C5.6 Are completed DD Form 2257's distributed as required? 1

4525.6-M, C5.4.2
Have all personnel assigned to the MPO been issued a DD Form 285 by
PCA011 5112.6D, 2
the command? One point per PPO
3.5.5
 When military or civilian personnel are relieved from postal duties for
conviction of a crime, such as theft, moral turpitude, or relieved for cause;
PCA012 4525.6M, C1.6 does the Commanding Officer coordinate this action with the personnel 1
office to ensure the MPC's NEC 3001 is revoked, and service record
annotated to prevent reassignment to postal duties?

TOTAL SCORE IN THIS SECTION 29 0

POSSIBLE POINTS
B. SECURITY POINTS RECEIVED
YES/NO/NA

Does the post office provide adequate security for the mail and postal
effects? One point per line item
(1) Is the roving patrol checking post office on rounds?
(2) Are high security padlocks/door locks being used?
(3) Are high security type hasps installed?
PCA013 4525.6-M, C13.7 (4) Are windows covered with bars and gates, and is a sliding closure 6 0
used/installed to prevent intrusion?
(5) Are openings on mail collection boxes, chutes, etc., modified to accept
only FCM/flats not exceeding 1" in thickness?
(6) Are door hinges inside the space or are the hinge pins welded to prevent
easy removal of pins/door?
Is security enforcement maintained by MPC's/PPO's and access to the post
office limited to only authorized personnel, and is a list of authorized
4525.6-M,
PCA014 personnel posted outside the space? (Note: Only titles of authorized 2
C10.5.1.6 personnel are required, i.e., CO, XO, MPC, PAA, supervised working party
personnel, etc.) One point per question

4525.6-M, Is the COPE/MPC sole custodian of post office keys and logged into the
PCA015
C10.5.1.7 postal
key log? One point per question
2 0

4525.6M C6.5.3 Are in service safe combinations changed annually, when a change of
PCA016 5112.6D custodian occurs or when compromise occurs and SF 700 inside safe? One 2
C5 .4.E point per question

4525.6-M, Are duplicate keys, IRT Passwords, AMPS log on access, and safe
C10.5.2.1 combinations sealed in separate PS Form 3977's, endorsed properly, and
PCA017 receipted for on PS Form 1096 by the designated command keys custodian? 4
AMPS U.G. FIG
One point per question
3.1.2

TOTAL SCORE IN THIS SECTION 16 0

 POSSIBLE POINTS
C. AUDITS AND INSPECTIONS POINTS RECEIVED
YES/NO/NA

Are funds generated from retail postage meter sales deposited daily into
SURFORINST
disbursing for NON Navy Cash ships or is the merchant sales summary
PCA018 440, 5
report on hand in the Post Office showing the total funds remitted to the
CH 16725
USPS weekly for Navy Cash Ships?
SURFORINST
PCA019 440, Are 1412 reports submitted daily via online 1412 through AMPS? 5
CH 16
SURFORINST Are PS Form 3533's properly completed and attached to unit PS Form
440, CH 16725 1412 when incorrect PVI/meter tapes are returned for refund? Are unit
PCA020 2
NAVSUPINST 1412 tapes verified and signed by the COPE and Postal Officer weekly?
5119.1, CH 6.1 One point per question

OPNAV 5112.6,
CH 1001.2.A,
Tables 12.T.1 & Are postal officers daily/weekly inspection checklist on hand. One point
PCA021 12
CH 12.T2 and per month
DOD 4525.6M,
CH 12
5112.6, 1001.2.A & Are monthly registered mail reports turned into the Postal Advisors?
PCA022 SURFORINST 4400 12
One point per month.
Have the mail orderly binder been inspected Quarterly?
PCA023 One point per quarter. 4 0
TOTAL SCORE IN THIS SECTION 40 0
 POSSIBLE POINTS
D. REGISTERED MAIL POINTS RECEIVED
YES/NO/NA

Is registered mail under constant surveillance or secured properly at all

4525.6-M, C9.3.2
PCA024 times? (Note: Use of GSA approved lock with tin band seal, PS item 0- 2
& C9.3.2.5.1
817A/C.)
(1) Are registered articles accepted for mailing properly postmarked to
prevent tampering?

4525.6-M, (2) Are registered mail transfers made on PS Form 3854 to registry
C9.3.5.11.3, section from separate window operations?
C9.3.5.2, (3) Is balance and inventory of registered mail conducted and witnessed
PCA025 3
C9.3.5.4, at the close of business each day or shift, when Registered Mail is
C9.3.5.5, & received, dispatched or on hand using DD Form 2261? No business days,
C9.3.5.8 enter "No business conducted between (dates involved)" in the "Remarks"
section on the DD Form 2261, on the first day a registry transaction is
accomplished. One point per line item.

4525.6-M, Is DD Form 2261 completed correctly, i.e., no errors or line-outs in

PCA026 section I and/or section II? 2
C9.3.5.9
Are incoming registered pouches properly processed and contents verified
PCA027 4525.6-M, C9.6.2 1
and witnessed?
Are inside/outside manifold dispatch bill PS Form 3854 or 3854A
properly completed with the following information? One point per line
item
(1) Bill Number, To line, Seal Number?
4525.6-M,
PCA028
C9.7.5.
(2) Forms prepared with ballpoint pen? 6 0
(3) Errors lined through and initialed by the clerk?
(4) Registry dispatches witnessed?
(5) Original and two copies prepared?
(6) All Purpose Date Stamp (APDS)?
Is incoming registered mail handled properly? One point per line item
(1) Is the article postmarked with the APDS?
(2) Is PS Form 3849 properly prepared for incoming (personal)
accountable mail?
(3) Is undeliverable accountable mail forwarded or returned to sender,
4525.6-M, C3.2.7 and a record maintained on the reverse side of PS Form 3849 within the
PCA029
& C9.6.2 required time frame? (Note: The reverse side of PS Form 3849 should 4 0
reflect date (APDS), address the article was forwarded to or the letters
"RTS," and printed name and signature of who completed the 3849)

(4) Is delivery of official registered mail to mail orderlies properly

prepared on PS Form 3883 or 3883 A?
Are requirements and procedures understood when transferring registered
PCA030 4525.6-M, C9.8.3 1
mail at sea?
During processing, are discrepancies and irregularities discovered in
PCA031 4525.6-M, C9.5.1 1
registered pouches handled correctly?
Are mailbags used for registered mail examined ensuring equipment is not
PCA032 4525.6-M, C9.7.3 1
torn or otherwise defective?
Are number tin band seals, PS Item O-817C, used to secure registered
PCA033 4525.6-M, C9.7.1 1
mail bags?
When dispatching registered OSPs, are they affixed with PS Label 87
4525.6-M,
PCA034 (SURFACE SHIPMENTS) or PS Labels 136C or 136E (AIR 1
C9.7.5.7
SHIPMENTS)?
TOTAL SCORE IN THIS SECTION 23 0
POSSIBLE POINTS
E. AMPS POINTS RECEIVED
YES/NO/NA

SURFORINST Does the COPE/MPC/PPO/APPO have an active AMPS account? One

PCA035 2
4400, C16 point per PPO

Can the COPE/PPO/PC demonstrate how to complete the following

functions in AMPS?
(1) Balloting report (when applicable)
SURFORINST
PCA036 (2) Annual verification of PS Form 1590 6
4400 C 16
(3) Update MPO profile
(4) Access 1412
(5) Enter data into the Product
Tracking System (PTS)
SURFORINST
PCA037 Is the MPO profile in AMPS up to date and correct? 1
4400 C 15
TOTAL SCORE IN THIS SECTION 9 0
POSSIBLE POINTS
F. REQUIRED PUBLICATIONS AND INSTRUCTIONS POINTS RECEIVED
YES/NO/NA

PCA038 4525.6-M, C4.1.3 Domestic Mail Manual (DMM)? E-Version 3-5-15 1

PCA039 4525.6-M, C4.1.3 International Mail Manual (IMM)? E-22 JAN 12 1
PCA040 4525.6-M, C4.1.3 Administrative Support Manual (ASM)? ISSUE 13 1
PCA041 4525.6-M, C4.1.3 Postal Operations Manual (POM)? ISSUE 9 1
PCA042 4525.6-M, C4.1.3 Postal Bulletins (PB), (Bi-Weekly)? 1

PCA043 4525.6-M, C4.1.3 Acceptance of Hazardous, Restricted or Perishable Matter (Pub 52)? 1

PCA044 4525.6-M, C4.1.3 DOD Postal Manual 4525.6-M? AUG 02 1

USPS Distributing, Dispatching and Transporting Military Mail by Air
PCA045 4525.6-M, C4.1.3 1
Handbook (T-7)? SEP 93
DON Department of the Navy Postal Instruction
PCA046 4525.6-M, C4.1.3 1
OPNAVINST 5112.6(Series)? 19 MAR 07 SERIES D
PCA047 4525.6-M, C4.1.3 OPNAVINST 5218.7(Series)? 01 FEB 11 SERIES C 1

PCA048 4525.6-M, C4.1.3 Applicable COMUSFLTFORCOM and COMPACFLT INST? 8 FEB 10 1

PCA049 4525.6-M, C4.1.3 Applicable JMPA Guide? 1

APO/FPO Mailing Conditions Overseas posted near finance window?
PCA050 4525.6-M, C4.1.3 1
(Current USPS Postal Bulletin)?
SURFORINST 4400,
PCA051 CH 16
AMPS User Guide? 1

TOTAL SCORE IN THIS SECTION 14 0

 POSSIBLE POINTS
G. CUSTOMS PROCEDURES POINTS RECEIVED
YES/NO/NA

a. Are customs procedures and requirements for parcels mailed outside

the Customs Territory of the United States (CTUS) understood by the
postal clerk?
b. Are authorized exemptions and endorsements for "UNSOLICITED
GIFT NOT EXCEEDING $100 IN VALUE understood?
c. Are articles of U.S. origin that are mailed back to the United States
endorsed "AMERICAN GOODS RETURNED for entitlement free of
4525.6-M,
PCA052 customs duty? 5
C10.6.4
d. Are personal and household effects endorsed RETURNED
PERSONAL EFFECTS-ORDERS ENCLOSED OR UNSOLICITED
GIFTS, AND AMERICAN GOODS RETURNED on parcels for
personnel who have PCS orders to CONUS for exemption from customs
duty? e.
Is the Personal use exemption of $200.00 for articles mailed back to the
U.S. understood by MPCs?

4525.6-M, Are customs completed and attached to parcels containing merchandise

PCA053 1
C10.6.9 that are mailed outside CTUS?
Is the post office copy of the custom form filed in the post office for 30
PCA054 IMM 123.712d 1
days?
Are parcels received outside customs jurisdiction delivered without
4525.6-M, collection of customs and CF Form 3419 endorsed DELIVERED
PCA055 1
C10.6.9 OUTSIDE CUSTOMS JURISDICTION?
TOTAL SCORE IN THIS SECTION 8 0
POSSIBLE POINTS
H. CLAIMS POINTS RECEIVED
YES/NO/NA

Are guidelines adhered to when processing claims and inquiries, and are
all claims forms listed below on hand?
POM 147 &
PCA056 169.5, DMM 609 (1) Certified Mail (PS Form 3811A)? 3 0
& IMM Ch. 9 (2) Domestic Insured and registered mail, (PS Form 1000)?
(3) International Insured and Registered claims, (PS Form 1000)?
Is PS Form 3831 on hand and proper use/disposition understood?
POM (1) Does the
PCA057 1
exhibit 147.12 claims clerk know the disposition of "salvageable" items taken from the
customers once the 90 day hold period has expired?
TOTAL SCORE IN THIS SECTION 4 0
POSSIBLE POINTS
I. MAIL TRANSPORTATION POINTS RECEIVED
YES/NO/NA
4525.6-M,
PCA058 Are mail collection boxes emptied according to posted collection times? 1
C3.1.3.1
4525.6-M,
Are the different classes of domestic mail pouched and trayed in proper
PCA059 C3.1.4.2 & 1
equipment and labeled?
POM Ch. 4 & 5
4525.6-M,
PCA060 Are slide labels on outgoing mail back stamped with the APDS? 1
C3.1.4.4
POM 443 & Is mail properly postmarked and canceled with the:
PCA061 4525.6-M, (1) All Purpose Dating Stamp (APDS)? (Registered Mail) 2 0
C3.1.3.2 (2) Hand Canceling Stamp (Killer Bar)? (All other mail)
4525.6-M, Is missent mail postmarked on the back, properly processed, and
PCA062 1
C3.1.6.2 redispatched as required?
Are the following transportation documents for mail properly completed
and distributed as required?
PCA063 4525.6-M, Ch. 11
(1) PS Form 2942-A (AV-7 Military Mail)?
2 0
(2) OPNAV Form 5110/9 (Mail Manifest)?
Are errors in the makeup and dispatch of mail properly reported using
PCA064 4525.6M, C3.1.6 DD Form 2273 (Irregularities in Makeup and Dispatch of Mail)? 1

TOTAL SCORE IN THIS SECTION 9 0

 POSSIBLE POINTS
J. MAIL ORDERLY SYSTEM POINTS RECEIVED
YES/NO/NA

Have mail orderlies been designated on DD Form 285, the form signed by
PCA065 5112.6D, 302.5 2
the Division Officer, and are they filled out properly?
Have mail orderlies completed and documented, a mail service-training
PCA066 4525.6-M, C15.5 2
course prior to being designated on DD Form 285?
Have designated mail orderlies completed and signed an Offense Against
PCA067 5112.6D, 302.2 2
the Mail Statement and on file?
4525.6-M, Does the Mail Call Log indicate that only duly appointed mail orderlies
PCA068 2
C3.2.5.5 are signing for mail?
4525.6-M, C15.6 Are DD 285's or DD 2260's for current and revoked mail orderlies
PCA069 2
& C15.7 retained in post office files?
TOTAL SCORE IN THIS SECTION 10 0
POSSIBLE POINTS
K. DIRECTORY SERVICE POINTS RECEIVED
YES/NO/NA

4525.6-M, C3.4.3 Are file copies of OPNAV Form 5110/5, or similar computer files properly
k 1
& 5112.6D, 403.2 completed and on hand for all members of the command?

Is a record of transferred personnel maintained on OPNAV Form 5110/5

4525.6-M,
PCA071 or computerized directory service program, maintained for 12 months and 1
C3.4.3.5
appropriately coded for destruction?
Are undeliverable newspapers and magazines mailed as periodicals
PCA072 5112.6D, 409.2 1
properly processed using PS Form 3579 and annotated on their record?
Are mail handling procedures and required endorsements understood
5112.6D, 406 &
PCA073 when processing mail for deceased, confined, unauthorized absence, and 1
4525.6-M, C3.4.9
deserters?
PCA074 5112.6D, 408 Does the command have a proper directory service stamp? 1
4525.6-M, Is all mail given directory service endorsed as such on the reverse side
PCA075 1
C3.4.5.2.9 with date of receipt and date forwarded and initialed?
During the first work week of each month, are the directory files screened
4525.6-M,
PCA076 and are all expired cards removed and destroyed electronically or 1
C3.4.3.6
manually?

Are the proper holding and forwarding procedures for Leave, TAD, Due
4525.6-M, to Report and 15 day hold mail understood and complied with? Is
PCA077 2
C3.4.3.6.5 undeliverable "hold" mail back stamped with the date of receipt and
checked weekly?

4525.6-M, Is all undeliverable mail given prompt directory service and processed
PCA078 1
C3.4.3.6 with in 24 hours of receipt?

TOTAL SCORE IN THIS SECTION 10 0

 POSSIBLE POINTS
L. POSTAL OFFICER POINTS RECEIVED
YES/NO/NA
4525.6-M, Are mail routing messages prepared correctly and submitted with
PCA079 1
C12.5.2 sufficient lead-time to continue receipt of the commands mail?
5112.6D, Ch. 9 &
JMPA-PAC Does the Postal Officer know how to report a postal offense, incident or
PCA080 1
MPO Guide catastrophe, and understand how to submit follow-up reports?

TOTAL SCORE IN THIS SECTION 2 0

POSSIBLE POINTS
M. STANDARD OPERATING PROCEDURES POINTS RECEIVED
YES/NO/NA
Does the command have a Standard Operating Procedures (SOP) in the
form of a postal directive or instruction and does it contain information on
the following?
(1) Complete and correct Command mailing address?
(2) Post office operating hours?
(3) Emergency destruction of postal effects?
(4) Location of mail drop boxes?
PCA142 4525.6-M, C10.2 (5) Mail collection and close out times, to include postmarking? 10
(6) Responsibilities of the Postal Officer and Custodian of Postal
Effects?
(7) Customs procedures and requirements?
(8) Security for protection of mail, postal effects, and access to MPO
working spaces?
(9) Transportation for incoming and outgoing mail?
(12) Handling and reporting procedures for mail suspected of containing
a mail bomb, anthrax, or chemical and biological agents?
TOTAL SCORE IN THIS SECTION 10 0
GRAND TOTAL OF CHECKLIST 184 0
 POSTAL ASSESSMENT EVALUATION REPORT

A. DESIGNATION/TERMINATION OF POST OFFICE PERSONNEL

B. SECURITY

C. FLEX CREDIT ACCOUNTABILITY

D. MONEY ORDER ACCOUNTABILITY

E. AUDITS AND INSPECTIONS

F. REGISTERED MAIL

G. PARS REPORTS

H. MODIS

I. REQUIRED PUBLICATIONS AND INSTRUCTIONS

J. CUSTOMS PROCEDURES

K. CLAIMS

L. MAIL TRANSPORTATION

M. MAIL ORDERLY SYSTEM

N. DIRECTORY SERVICE

O. SUPPLIES
P. POSTAL OFFICER

Q. STANDARD OPERATING PROCEDURES

R. DOMESTIC MAIL

S. INTERNATIONAL MAIL

T. WINDOW OPERATIONS

U. RECEPTACLES

OPNAV Form 5119/2 S

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N

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8
4
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COMMENTS:

* Recommend this assessment (IUC/ISIC) fulfill the requirement of the postal portion of
the command inspection provided the inspection was conducted within 90 days and the
Custodian of Postal Effects (COPE) and Postal Officer have not been relieved.

Fleet Postal Officer/Postal Advisor Signature: