U. S.

COAST GUARD

OFFICER IN CHARGE
Change of Command Reference U. S. Coast Guard Leadership Development Center
Note: Hyperlinks Are Incorporated Into This Booklet. Instructions not having hyperlinks are not electronically available. If unsure check the DPRI for applicable instruction or manuals.

Introduction

The change of command ceremony of the U.S. Naval Services is a formal, time-honored ceremony conducted before the assembled officers and enlisted persons of a command that formally restates the continuing authority of that command. The change of command is a transfer of total responsibility and authority from one individual to another. Aside from legal implications the change of command ceremony affords personnel of the command, guest and the community at large the opportunity to recognize the achievements and service of the OINC while at the same time welcome aboard the Prospective OINC (POINC). Regardless of size and duration of the ceremony, it should be a formal and solemn occasion that makes a favorable and lasting impression on all in attendance. It should be an occasion that dignifies the Coast Guard and reinforces respect for the authority of command. Deviations from formality and naval custom should be avoided. Command is a special trust and a privileged responsibility that is not given lightly, not given to all. No assignment demands more responsibility, diversity of skills or gives greater satisfaction. Your Leadership, Ideals, Energy and Enthusiasm will mark your command from the bottom to the very top of the chain of command and effects the lives and ideals of your personnel for our future Coast Guard.

Elements

All change of command ceremonies must include the following: National Anthem Invocation and Benediction (no benediction for afloat units). Muster and formation of unit personnel. Arrival of POINC and official party.

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Personnel Inspection. Reading of official orders by OINC/POINC before the assembled personnel of the command, and the official physical act of relieving command with the exchange of salutes.

Additional Elements

The following additional elements are traditionally included at shore station: Presentation, posting and retirement of the colors. Presentation of a momento to the OINC by the crew. Remarks by the OINC and POINC. Intro of members of official party by master of ceremonies (MC). Presentation of speeches by one or more members of the official party. A formal statement by the MC, concluding the ceremony. Often a reception is held after the ceremony is concluded.

Honors

Arrival and departure honors are rendered for members of the official party at shore stations IAW regulations for vessels, except that manning the rail, piping the side and parading side boys are not considered appropriate. Such honors may be rendered when the senior officer present feels they may serve a definite purpose. See Command At Sea Orientation Manual, COMDTPUB P1500.17 For additional ceremonies that are appropriate during the change of command ceremony, see the above reference.

Pre-Relief Period

During the pre-relief period, there are a number of details to look at. I will briefly highlight some of the things all of us need to look at for unit preparation.

Preparing

Once notification of relief is pending, both OINC/POINC establish a mutual target date for the event.

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Now preparation of the crew, resources, and facilities begin. Establishing work lists will help you prepare the crew and the unit. Material/personnel inspections are the best way to find any areas in need of attention. Grounds and Buildings should be inspection ready for the new POINC. Be sure all SSMR's are submitted and are on file for future reference. All boats should be ready for inspection. Not only interior/exterior, but also insuring the allowance lists are up to date and the CSMP's are submitted, on file and ready for reference during the joint inspection of the boat. Personnel Ensure the crew is well trained for all the mission requirements you have. Ensure that there are enough trained personnel to comfortably meet requirements such as fatigue standards. Have on hand a list of personnel currently qualified at all positions required by your unit. (B/O, BTM, OOD, boatcrew, etc.) Have a list of personnel breaking in for these positions as well. Ensure the crew wears nametags on their uniforms so the POINC can put faces with names. Administrative Matters As we know the administrative files aboard the unit can be vast. Keeping up with all files, directives, notices, publications, reports for all departments of the unit is not easy. All Files, Pubs, Notices, Instructions should be purged and in order. Several references are published to give you a hand with this. Some reference guides are: Directives, Publications COMDTNOTE 5600 And Reports Index (DPRI),

The Coast Guard Directives System, COMDTINST M5215.6 Paperwork Management Manual, COMDTINST M5212.12

Other areas of concern are: Personnel Health Records

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ESO End of Course Tests inventory Personnel Training Record CG-5285 Supply Administration - records, files, OPTAR, etc. Engineering records and files Commissary records and reports Property records: Current unapproved surveys Current allowance Current allowance on hand Custodians inventoried, up to date with sheets signed and dated (or letter)

(have property ready/available in a known area for inspection) CMS/CMCO: Relief Week Inventoried & audited Accountable hardware (same)

All weapons, ammunition & pyrotechnics accounted for

There is no hard and fast rule concerning proper relief time. Due to PCS orders, etc., the normal relief is usually one work week. During this week you must ensure to give all the information you possibly can. If the pre-relief work lists were accomplished, a quick check of any item can be accomplished due to "being ready". A joint inspection of the unit by the OINC/POINC should always be done. Have department heads along to share information and get to know the POINC. Be sure to inspect interior/exterior of all buildings and boats. A list of current SSMR's/CSMP's on hand will give the new OINC a first hand

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view of problem areas with corrective action documentation at hand. Drills Demonstrate proficiency of the crew at: The Local Area General Quarters Fire Drill Rescue & Assistance Any other drill you feel appropriate

Point out /show your area of responsibility. If possible to go by small boat, do so. If not possible, a fly over might be arranged. At least a vehicle can let you see some of the area. Try to arrange for a visit to local officials. Not only can you have a face-to-face visit and get to know them, but you win also be able to see where they are located. Community relations are a big part of the job. Some of the areas you may want to visit are: Mayors Office / City Manager Police / Fire / EMS (State, County, City, Park) Hospital Doctor/Dentist Offices (contract) Schools (all) Chamber of Commerce / Media Sources

Group Visit

Always make arrangements for the Group Commander to meet with the POINC well before the ceremony. Arrange a meeting with the Group during the relief week. A meeting not only enables the Group C.O. the opportunity to meet your relief but also allows the Deputy Group Commander and the Operations Officer the same. The POINC can also establish faces with names for future communications with them. Some items of interest you will deliver to the POINC for their review are: Unexecuted orders All orders in effect (standing orders, bills, etc.)

Deliveries

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 Pre-Ceremony Tasks

All correspondence/information about the unit & personnel All documents required to be kept by the OINC All unit and magazine keys (combinations) Provide a statement of Property as listed on pg. 5 The unit inspection logs "Make sure to have all papers requiring signature for the change of command in one place, the day before"

The XPO actually is the person who organizes and runs the logistical end of the change of command. This section is a guide for the XPO to use, beyond what has already been discussed. First, start a log or check list. Here delegating authority to personnel can get out of hand if you don't know who is doing what. Start committees to handle the area of responsibility you assign them. Let them get information and report back to you as progress is made. Arrange time schedules for the committees. A detailed work list can be generated once the time frame is in place. Here is an idea of some of the personnel assignments you may want to use: Parking Attendants Ushers Color Guard Music Director (cassette deck/stereo) Set up - break down crew Duty Boat Crew (Auxiliary Boat?) A communication room watchstander and OOD who can do the job without interruption to ceremony

Schedules

Weekly meetings of committee progress will let you see if intervention is needed. Three (3) hours before ceremony, set up. One hour (1) before, test all gear.

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Thirty (30) minutes before, re-check gear. Electric Podium Speakers/Stereo Official Party Chairs Reserved Seating Area (distinguished guest, VIP's) Non-Reserved Area for Guest Fifteen (15) minutes before, start music

Ten (10) minutes before all hand to Quarters, called to attention & report taken. Arrangements An outdoor ceremony at the unit is always the best. However wet weather can really put a damper on a ceremony. Always have an alternate plan for arrangements. Be ready for foul weather by arranging an indoor area such as a Fire Hall if no place is available at the unit. If it is within your financial capabilities, rent a canopy/awning so guests are not subject to the elements. Have separate waiting rooms for official party and the guests, before the ceremony. Coffee, etc., should be available. Separate waiting rooms allows the official party time to go over chain of events and for all to meet each other if not previously done. Having a copy of the Program Handout available shows the official party "what and when". "Where" is a topic you need to brief the official party with if there are any special directions such as seating arrangements or breaks in the program so no surprises arise. Documentation Prepare the Relief Letter or (Report of Transfer of Command) ahead of time. It will be signed immediately after the ceremony has concluded. In addition a message is usually required by the District. Coast Guard Regulations, COMDTINST M5000.3 (series), Chapter 4, outlines general procedures. You may state that "requirements of Ref. A, (4-1-25), have been met" if no problems are found. A sample relief letter is provided for you in enclosure (1). Mention any UNSAT areas found: Gear not working

Waiting Rooms

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Equipment not present, etc.

The outgoing OINC will respond by endorsement to any unsatisfactory conditions. Invitations Formal printed invitations and RSVP cards should be mailed well in advance. Most District Commanders take a personal interest in these ceremonies regardless of the size of the unit. A notice of at least two months is required for the District Commander to enable scheduling. If they cannot attend, a senior staff officer will normally be assigned as their representative. The Group Commander is the person you need to keep informed, and they may assign an officer to assist you for the project. In advance, the OINC prepares a guest list. This list should be well thought out. This list should include neighboring units, Auxiliary and Reserve personnel, police/fire officials local prominent business people, Media, City & County Officials, family and friends, etc. The number of invitations you send out is your decision, however, adequate seating should be available for all guests. The Group Commander may have local or VIP's in their area they may want to extend an invitation to. This guest list should be forwarded through the chain of command. District Commanders and other members of the official party need to know who is in the audience. Formal recognition of VIP's is important. Time Programs The actual ceremony for small commands should be formal but brief, and should not exceed more than 30 minutes. Some Districts have the invitations and programs printed. You need to check with the District on their policy or instructions for printing requests. All printing must be completed by Government Print sources, so plan well ahead and get proofs to ensure quality. The program format needs to be laid out in order. Once you have the layout you want, it will go to the printer or District if that is the policy. Check format, text, spelling, layout and protocol. After the District finishes the layout, have them FAX you a copy if possible. This saves mailing time and allows you to double check for errors. (good for invitations too) The Program informs the guests the order of the ceremony. It should state the order of events from start to finish including the order of official speakers.

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Try to include some history of the unit. Past units and biographical of both OINC's should be included. Names of the crew can be included if room allows, normally on the back. Uniforms The uniform of the day is prescribed by the current OINC in consolation with the POINC at the time the guest list is prepared in accordance with the Uniform Regulations, COMDTINST M1020.6 (series).Dress uniforms are ordinarily specified keeping with formality of the occasion Tropical Blue Long may be specified under certain circumstances. The civilian attire should be appropriate to the military uniform, normally specified as Informal.

Master of Ceremonies

For an OINC, the XPO serves as Master of Ceremonies (MC). The MC is responsible for making introductions, maintaining the proper sequence of events and keeping the guest informed of what is expected of them during the ceremony. A verbatim, chronological script providing commands, announcements and names should be prepared for the MC's use. A rehearsal is "strongly recommended", preferably the day before the ceremony.

Reception

The decision to hold a reception rests solely with the departing OINC. If held it may be jointly hosted by both OINC/POINC. An invitation to the reception may be a separate enclosure with the invitation or included on the invitation itself. (e.g. Reception Following)

Other References

Complete reference guide is available in Command At Sea Orientation Publication, COMDTPUB P 1500.17 for vessels. Other guides in Military Drill and Honors are: Coast Guard Regulations, COMDTINST M5000.3 (series) Marine Corps Drill and Ceremonies Manual COMDTINST M5060.11 Flags, Pennants & Customs, NTP 13

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