DS MANUAL 6510.1JULY 25,1980

DEPARTMENT OF DEFENSE

DEPENDENTS SCHOOLS

FORMS MANAGEMENTPROGRAMCan

celled

DEPARTMENT OF DEFENSEOFFICE OF DEPENDENTS SCHOOLS

2461 EISENHOWER AVENUEALEXANDRIA, VIRGINA 22331-1100

EXECUTIVE SERVICES

DEPARTMENT OF DEFENSE DEPENDENTS SCHOOLSREGULATION SYSTEM TRANSMITTAL

SUBJECT : DS Manual 1050.1 - Change 1

The following25, 1980, has

INSTRUCTIONS FOR RECIPIENT’S

pen change to DS Manual 1050.1, “Forms Managementbeen authorized:

Pen Change to Regulation

page 9, “Authority” Section: Change “E09297” to read “E09397.”

Programr” July

Executive Assistant

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.

‘./ --

DEPARTMENT OF DEFENSEOFFICE OF DEPENDENTS SCHOOLS

2461 EISENHOWER AVENUEALEXANDRIA. VIRGINIA 2233]

EXECUTIVE SERVICES DS Manual 1050.1July 25, 1980

FOREWORD

This DS manual establishes the Department of Defense Dependents Schools(DoDDS) Forms Management Program. It establishes policies and proceduresfor preparing Dependents Schools (DS), alternate, and regional forms.

The primary goal of this manual is to help standardize forms and eliminateunnecessary and duplicative paperwork throughout the DoDDS system.

Anthony CardinaleDirector

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TABLE OF CONTENTS

ReferencesA. Purposes and ObjectivesB. Applicability and Scopec. Definitions

1. Dependents Schools (DS) Form2. Alternate Form3. Regional Form

D. Policy1. Forms Management Program2. Standardization3. Overprinting4. Printing, Stockage, and Distribution5. Forms Subject to the Privacy Act of 1974

E. Responsibilitiesl?. Procedures

1. General2. Administrative

‘Enclosure 1: Numbering System for DS FormsEnclosure 2: DoDDS Privacy Act StatementDistribution

1111112222222344579

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Reference: Department of Defense Instruction 5000.21, “FormsManagement Program,” December 5, 1973

A.

B.

PURPOSES AND OBJECTIVES

1. This manual establishes policies and procedures governing theDepartment of Defense Dependents Schools (DoDDS) FormsManagement Program. This program will be consistent withDoD, National Archives (NARS), and General Services Administra-tion (GSA) policies and guidance.

2. The

a.

b.

c.

d.

e.

objectives of the DoDDS Forms Management Program are to:

Assure the generation and use of only those forms whichare necessary for efficient and economical operation ofDoDDS.

Increase the usefulness of forms through proper designand clear instructions.

Achieve standardization of forms within the DoDDS systemto the maximum extent practicable.

Prevent the proliferation of unnecessary and duplicativeforms.

Protect the privacy of individuals covered by DoDDS forms.

APPLICABILITY AND SCOPE

This manual applies to all DoDDS echelons.

DEFINITIONS

1. Dependents Schools (DS) Form. Any standardized, numbered formused within the DoDDS system which is approved for use through-out the DoDDS system.

2. Alternate Form. A form based upon a DS form, but modified bya region for a particular purpose. The same information appearsas on the DS form; however, the format and/or size are different.Alternate forms carry the same number as the DS form with analpha character following (e.g., DS Form 101O-A, 101O-B, etc.).Can

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3. Regional Form. A standardized, numbered form developed and used by aparticular region for internal use only. If more than one regionuses such a form, it should be considered for DoDDS-wide applicationand submitted to headquarters, DoDDS, for conversion to a DS form.

D. POLICY

1. Forms Management- Program. This program is a continuing one and willbe part of the administrative structure of the DoDDS system.

2. Standardization. The DoDDS Forms Management Program contemplatesstandardization of forms throughout the system, whenever feasible.Thus, if a DS form exists, a region will not develop or use anotherform to accomplish the same purpose. The only exception to this isthe use of alternate forms which will be approved to accommodatevarying administrative procedures; however, all regions and schoolsare strongly encouraged, if possible, to amend procedures so thatthe standard DS form may be used.

3. Overprinting. Overprinting of DS forms is permissible when theinformation added furthers the purpose for which the form was designedand simplifies its processing, such as the addition of data which willremain fixed for relatively long periods of time. (This excludes“perishable” information such as names and telephone numbers ofindividuals.)

4. Printing, Stockage, and Distribution.

a. DS Forms. Initial distribution of DS forms will be made, in mostcases, by the Records/Information Manager (RIM) to regional officesfor distribution to the schools. A 2-year stock will normallybe provided. After initial distribution, regional offices will beresponsible for reprinting and stocking. the form. If localfacilities cannot provide the required services, a request shouldbe made to headquarters, DoDDS, for assistance.

b. Alternate and Regional Forms. Printing, stockage, and distributionof these forms will be the sole responsibility of the originatingregion.

5. Forms Subject to the Privacy Act of 1974. In the event a form is tobe used to collect personal data from individuals concerned, theapplicable provisions of the Privacy Act of 1974 must be observed;that is:

a. If practicable, the Privacy Act Statement shall be incorporatedinto the body of the form immediately below the title, in suchmanner that the individual is informed of the following fourrequired points before he or she begins to furnish any of the‘information requested:

(1) The authority (statute or Executive order) which authorizesits solicitation.

(2) The principal purpose or purposes for which it is to be used.

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(3) The routine uses to be made of it and the routine users.

(4)

b.

Whether furnishing such information is mandatory or voluntaryand the effect on the individual, in either case of notsupplying it. (The word “mandatory” in this context impliespenalties of the law for not furnishing the information. Themere foregoing of or a reduction in a benefit because of notfurnishing certain information does not make the request for suchinformation “mandatory.") Enclosure 2 provides the standardformat for Privacy Act Statements and the standard authorityquotation.

If it is not practicable to incorporate the Privacy Act Statementinto the body of the form, it may be a tear-off sheet attached to theform or on a separate sheet, bearing the same form number to which itapplies. In these cases, it is the requestor’s responsibility toensure that everyone completing the form reads the statement. Theresponsible Forms Management control point shall maintain a copy ofthe statement with the master copy of the form and provide a copy tothe RIM, DoDDS.

E. RESPONSIBILITIES

1. The

2. Theall

3. The

a.

b.

c.

d.

4. The

a.

b.

Director, DoDDS, is the final approval authority for all DS forms.

Executive Assistant, DoDDS, is the final approval authority foralternate forms.

RIM, DoDDS, will:

Oversee the DoDDS Forms Management Program and assure that thepolicies set forth by DoD and DoDDS are carried out.

Assign identifying numbers and edition dates to all DS andalternate forms.

Publish periodically the “List of Approved DS and Alternate Forms.”

Conduct, with the assistance and cooperation of the regional offices,such studies” and periodic reviews and take such action as may,from time-to-time, be necessary to (1) eliminate duplication informs, issuances, and design, (2) discontinue unnecessary formsand collection of unnecessary information and data, (3) improvethe usefulness of essential forms , and (4) assure the protectionof personal privacy.

Regional Directors will:

Have final approval authority for all regional forms.

Assure that regional forms conform to all DoD and DoDDS guidance,particularly the protection of personal privacy.

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c. Establish a Forms Management control point withinto:

(1)

(2)

(3)

(4)

(5)

(6)

(7)

(8)

Serve as principal point of contact on forms

their offices

matters.

Implement and oversee the DoDDS Forms Management Programwithin their regions.

Review requests for approval of alternate and regional formsand new or revised forms.

Coordinate Privacy Act Statements with the appropriate legaloffices. A request can be made to headquarters, DoDDS, forapproval of statements.

Assign identifying form numbers and edition dates to regionalforms, and provide copies to the RIM, headquarters, DoDDS.

Maintain a master list of all regional forms.

Assist the RIM, headquarters, DoDDS, in studies and periodicreviews to standardize forms, eliminate duplication inissuances and design, discontinue unnecessary forms, collectionof unnecessary information and data, improve the usefulnessof essential forms, and assure protection of personal rights.

Provide for printing, stockage, and distribution of DS forms(after initial distribution by headquarters, DoDDS), alternate, and regional forms.

F. PROCEDURES

1. General. When properly designed and used, forms are an invaluableaid to management. A good form meets the following criteria: Itfulfills a clear, valid need for information or it provides clear,precise information (e.g., DD Forms 1616 and 1617, TransportationAgreements); it is designed to record only essential data; and it iseasy to understand and fill out. Originators should, therefore,carefully consider the following points in order to avoid the mostcommon errors in initiating and designing forms:

a. Establish that the information to be obtained is essentialand that a form is the most efficient device for obtainingthe information.

b. Include only those elements of information which are absolutelyessential for the purpose for which the form is designed.“Nice-to-know” items dilute the value of the essential informa-tion and cause considerable unnecessary expense by wasting thetime of preparers in recording the information and the recipientsin reviewing and compiling it. (The inclusion of superfluousdata is probably the most widespread defect in design. Theoriginator must exercise strict discipline to confine the formto bedrock essentials.) Keep in mind the broad range of size

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and clerical support among the dependents schools; supplyingcertain information and data may inconvenience a large school,but burden a small one.

c. Make it easy for respondents to understand. This can beaccomplished through the use of clear self-explanatorycaptions only. When necessary, simple instructions (eithernext to the caption, on the back of the form, or in theprescribing directive/administrative instruction) should beused.

2. Administrative.

a. DS Forms. DS Forms are developed by headquarters, DoDDS, foruse by all regions. The following procedures should befollowed by originators:

(1)

(2)

(3)

(4)

(5)

(6)

(7)

(8)

(9)

(lo)

Notify the RIM to see if an existing form would serve thethe same purpose.

If a new form is needed, discuss the requirement with theRIM, and have a number assigned. (See enclosure 1.)

Determine if the Privacy Act is applicable; if so, draftthe statement, and coordinate with the RIM (who will obtainappropriate coordination).

Draft the form on a typewriter.

Coordinate the form with DoDDS divisions and regions (andoutside agencies, if required).

Obtain approval of the Director, DoDDS.

Return to the RIM for edition date (month and year approved).

If desired, have graphics design the approved form. (Typedforms are acceptable.)

Bring final design to the RIM with requirements, distributionlist, and coordination. Note whether or not local reproductionis authorized.

The RIM will have the form printed and distributed.

b. Alternate Forms. When, for specific administrative purposes, aregion needs to alter the format or size (not content) of aDS form, the following steps should be taken:

(1)

(2)

When, and if, a DS form is provided for” coordination, notethe preferred methods for formating the form with therationale. Headquarters, DoDDS, will attempt to accommodateall regional recommendations.

If recommendations cannot be incorporated into the DS Form,DoDDS will advise that an alternate form may be required. Itis always preferable, however, that administrative proceduresbe adapted-to the standard form.

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100 Series

1000 Series

2000 Series

4000 Series

5000 - 5199

5200 - 5999

7000 Series

Enclosure 1DSM 1050.1

NUMBERING SYSTEM FOR DS FORMS*

Student Record Forms

Executive Services Forms

Education Division Forms

Logistics Division Forms

Series - Teacher Application/Certification Forms

Series - Personnel Division Forms

- Fiscal Division Form

*Alternate forms will carry the same number of the DS forms followed by analpha character.

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DoDDS Privacy Act Statement

For most forms, the following authority should beStatement:

AUTHORITY: Title V, Sec. 301; Title X, Sec.Sees. 921 & 922; EO 9297.

given in the Privacy Act

133; Title XX,

PRINCIPAL PURPOSES: As determined by form.

PRINCIPAL USES: As determined by form.

MANDATORY/VOLUNTARY DISCLOSURE/EFPECT OF NON-DISCLOSURE: Voluntary.Failure to provide information may result in .

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