01-OIC Change of Command

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U. S. COAST GUARD

OFFICER IN CHARGEChange of Command Reference

U. S. Coast Guard Leadership Development CenterNote: Hyperlinks Are Incorporated Into This Booklet.

Instructions not having hyperlinks are not electronicallyavailable. If unsure check theDPRIfor applicable instruction or

manuals.
http://www.uscg.mil/ccs/cit/cim/directives/cn/cn_5600_2004_3_29.pdfhttp://www.uscg.mil/ccs/cit/cim/directives/cn/cn_5600_2004_3_29.pdf


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Introduction The change of command ceremony of the U.S. Naval Services is aformal, time-honored ceremony conducted before the assembledofficers and enlisted persons of a command that formally restates thecontinuing authority of that command. The change of command is atransfer of total responsibility and authority from one individual to

another.

Aside from legal implications the change of command ceremonyaffords personnel of the command, guest and the community at largethe opportunity to recognize the achievements and service of theOINC while at the same time welcome aboard the Prospective OINC(POINC).

Regardless of size and duration of the ceremony, it should be aformal and solemn occasion that makes a favorable and lastingimpression on all in attendance. It should be an occasion thatdignifies the Coast Guard and reinforces respect for the authority ofcommand. Deviations from formality and naval custom should beavoided.

Command is a special trust and a privileged responsibility that is notgiven lightly, not given to all. No assignment demands moreresponsibility, diversity of skills or gives greater satisfaction. YourLeadership, Ideals, Energy and Enthusiasm will mark yourcommand from the bottom to the very top of the chain of commandand effects the lives and ideals of your personnel for our future CoastGuard.

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.

OIC CHANGE OF COMMAND REFERENCE


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Personnel Inspection.

Reading of official orders by OINC/POINC before the

assembled personnel of the command, and the officialphysical act of relieving command with the exchange of

salutes.

Additional Elements The following additional elements are traditionally included at shorestation:

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 thatmanning the rail, piping the side and parading side boys are notconsidered appropriate. Such honors may be rendered when thesenior 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 ofcommand 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 amutual 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 inneed of attention.

Grounds and Buildings should be inspection ready for the newPOINC. Be sure all SSMR's are submitted and are on file for futurereference.

All boats should be ready for inspection. Not only interior/exterior,but also insuring the allowance lists are up to date and the CSMP'sare submitted, on file and ready for reference during the jointinspection of the boat.

Personnel Ensure the crew is well trained for all the mission requirements youhave.

Ensure that there are enough trained personnel to comfortably meetrequirements such as fatigue standards.

Have on hand a list of personnel currently qualified at all positionsrequired 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 POINCcan put faces with names.

AdministrativeMatters

As we know the administrative files aboard the unit can be vast.Keeping up with all files, directives, notices, publications, reports forall 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. Somereference guides are:

Directives, Publications And Reports Index (DPRI),

COMDTNOTE 5600

The Coast Guard Directives System, COMDTINST M5215.6

Paperwork Management Manual, COMDTINST M5212.12

Other areas of concern are:

Personnel Health Records

http://www.uscg.mil/ccs/cit/cim/directives/cn/cn_5600_2004_3_29.pdfhttp://www.uscg.mil/ccs/cit/cim/directives/cn/cn_5600_2004_3_29.pdfhttp://www.uscg.mil/ccs/cit/cim/directives/cn/cn_5600_2004_3_29.pdfhttp://www.uscg.mil/ccs/cit/cim/directives/CIM/CIM_5215_6D.pdfhttp://www.uscg.mil/ccs/cit/cim/directives/CIM/CIM_5212_12.pdfhttp://www.uscg.mil/ccs/cit/cim/directives/cn/cn_5600_2004_3_29.pdfhttp://www.uscg.mil/ccs/cit/cim/directives/cn/cn_5600_2004_3_29.pdfhttp://www.uscg.mil/ccs/cit/cim/directives/CIM/CIM_5215_6D.pdfhttp://www.uscg.mil/ccs/cit/cim/directives/CIM/CIM_5212_12.pdf


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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:

Inventoried & audited

Accountable hardware (same)

All weapons, ammunition & pyrotechnics accounted for

Relief Week There is no hard and fast rule concerning proper relief time. Due toPCS orders, etc., the normal relief is usually one work week.

During this week you must ensure to give all the information youpossibly 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 bedone. Have department heads along to share information and get toknow the POINC.

Be sure to inspect interior/exterior of all buildings and boats. A list ofcurrent 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:

General Quarters

Fire Drill

Rescue & Assistance

Any other drill you feel appropriate

The Local Area Point out /show your area of responsibility. If possible to go by smallboat, do so. If not possible, a fly over might be arranged. At least avehicle can let you see some of the area.

Try to arrange for a visit to local officials. Not only can you have aface-to-face visit and get to know them, but you win also be able tosee where they are located. Community relations are a big part of thejob. 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 withthe POINC well before the ceremony. Arrange a meeting with theGroup during the relief week. A meeting not only enables the GroupC.O. the opportunity to meet your relief but also allows the DeputyGroup Commander and the Operations Officer the same. The POINCcan also establish faces with names for future communications with

them.

Deliveries Some items of interest you will deliver to the POINC for their revieware:

Unexecuted orders

All orders in effect (standing orders, bills, etc.)



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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"

Pre-CeremonyTasks

The XPO actually is the person who organizes and runs the logisticalend of the change of command. This section is a guide for the XPOto use, beyond what has already been discussed.

First, start a log or check list. Here delegating authority to personnelcan get out of hand if you don't know who is doing what. Start

committees to handle the area of responsibility you assign them. Letthem get information and report back to you as progress is made.

Arrange time schedules for the committees. A detailed work list canbe generated once the time frame is in place. Here is an idea of someof 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 wetweather can really put a damper on a ceremony. Always have analternate plan for arrangements. Be ready for foul weather byarranging an indoor area such as a Fire Hall if no place is available atthe unit. If it is within your financial capabilities, rent acanopy/awning so guests are not subject to the elements.

Waiting Rooms Have separate waiting rooms for official party and the guests, beforethe ceremony. Coffee, etc., should be available. Separate waitingrooms 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 officialparty "what and when". "Where" is a topic you need to brief theofficial party with if there are any special directions such as seatingarrangements or breaks in the program so no surprises arise.

Documentation Prepare the Relief Letter or (Report of Transfer of Command) aheadof time. It will be signed immediately after the ceremony hasconcluded. In addition a message is usually required by the District.Coast Guard Regulations, COMDTINST M5000.3 (series), Chapter4, 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



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Equipment not present, etc.

The outgoing OINC will respond by endorsement to anyunsatisfactory conditions.

Invitations Formal printed invitations and RSVP cards should be mailed well inadvance. Most District Commanders take a personal interest in theseceremonies regardless of the size of the unit.

A notice of at least two months is required for the DistrictCommander to enable scheduling. If they cannot attend, a senior staffofficer 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 andReserve personnel, police/fire officials local prominent businesspeople, 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 theymay want to extend an invitation to. This guest list should beforwarded through the chain of command. District Commanders andother members of the official party need to know who is in the

audience. Formal recognition of VIP's is important.

Time The actual ceremony for small commands should be formal but brief,and should not exceed more than 30 minutes.

Programs Some Districts have the invitations and programs printed. You needto check with the District on their policy or instructions for printingrequests. All printing must be completed by Government Printsources, so plan well ahead and get proofs to ensure quality.

The program format needs to be laid out in order. Once you havethe layout you want, it will go to the printer or District if that is the

policy. Check format, text, spelling, layout and protocol. After theDistrict 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 shouldstate the order of events from start to finish including the order ofofficial speakers.



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Try to include some history of the unit. Past units and biographical ofboth OINC's should be included. Names of the crew can be includedif 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 isprepared in accordance with the Uniform Regulations,COMDTINST M1020.6 (series).Dress uniforms areordinarily 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 ofCeremonies

For an OINC, the XPO serves as Master of Ceremonies (MC).

The MC is responsible for making introductions, maintaining theproper sequence of events and keeping the guest informed of what isexpected 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 theceremony.

Reception The decision to hold a reception rests solely with the departingOINC. If held it may be jointly hosted by both OINC/POINC.

An invitation to the reception may be a separate enclosure with theinvitation or included on the invitation itself. (e.g. ReceptionFollowing)

Other References Complete reference guide is available in Command At SeaOrientation 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

http://www.uscg.mil/ccs/cit/cim/directives/CIM/CIM_1020_6E.pdfhttp://www.uscg.mil/ccs/cit/cim/directives/CIM/CIM_1020_6E.pdfhttp://www.uscg.mil/ccs/cit/cim/directives/CIM/CIM_5000_3B.pdfhttp://www.uscg.mil/ccs/cit/cim/directives/CIM/CIM_1020_6E.pdfhttp://www.uscg.mil/ccs/cit/cim/directives/CIM/CIM_1020_6E.pdfhttp://www.uscg.mil/ccs/cit/cim/directives/CIM/CIM_5000_3B.pdf


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01-OIC Change of Command

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