1.  Purpose.  This memorandum transmits instructions for processing requests from Federal Probation Officers.

2.  Cancellation.  NPRC 1865.45B is canceled.

3.  Reason for revision.  The purpose of this revision is to update procedures used in handling requests from Federal Probation Officers.  This includes furnishing photocopies of documents rather than abstracting data from military records.

4.  Applicability. The provisions of this memorandum are applicable to personnel in correspondence operations.

5.  Instructions.  The instructions for handling Federal Probation Officer inquiries are contained in the Attachment.

6.  Forms.  This memorandum provides for the use of the following forms:

AF Form 7, Airman Military Record
CG 3307, Administrative Remarks
DA Form 2-1, Personnel Qualification Record
DD Form 214, Report of Separation from Active Duty
NAVPERS 601, Administrative Remarks
NAVMC 118, Administrative Remarks
Prob Form 14B, Request for Military Service Data
 

DAVID L. PETREE
Director

1.  Background information about Federal Probation Officers.

     a.  The Federal Probation Officers of the United States District Courts.  The United States District Courts are the "trial" courts of the Federal judicial system (as opposed to the courts of appeals and the special courts). The district courts are served by officers of the Federal Probation System known as "Federal Probation Officers."  They are subject to the primary control of the respective courts which they serve.

      b.  Investigations conducted by Federal Probation Officers.  The Federal Probation Officers conduct investigations on persons who have pleaded guilty or have been found guilty, the purpose being to obtain information that will be useful to the judge in determining a sentence.  The background information developed by the Probation Officer is submitted to the sentencing judge as a "presentence report."  Included in the presentence report is information about the person's military service, if any.  It is essential that NPRC's replies be received by the probation officers in time for inclusion in their reports.

2.  First priority requests.  Requests from Federal Probation Offices specifying a deadline within 30 calendar days of date of receipt are considered first priority requests.  (See the latest revision of NPRC 1864.101, Workflow control procedures and priority levels in reference service.)  If the mailroom omits red tagging these cases, they should be  handled as first priority requests in the reference areas as soon as they are identified as Federal probation cases.

3.  Release of information.  The release of personnel and medical information to Federal Probation Offices (ers) is based on blanket routine uses applicable to Department of Defense and Department of Transportation records.  Specifically, the provisions are stipulated under Routine Use-Law Enforcement.  See the latest revision of NPRC 1865.16, Release and access guide for military personnel and related records at NPRC.

4.  Request form.  Prob Form 14B, Request for Military Service Data, is prescribed for use by the Federal Probation Offices to request information from NPRC.  A copy of the form is filed in the record indicating that copies of requested documents have been furnished.  (See fig. 1.)

5.  Photocopying documents.  A response is made by attaching photocopies of pertinent and available documents in the military personnel record.  On Prob Form 14B, check the blocks on the left side of the form and write "see attached" or "NA" (not applicable) in appropriate spaces.

6.  Pertinent documents.  The primary documents (or the equivalent) used to respond to requests from Federal Probation Officers are listed below:

     - Undeleted DD Form 214, Certificate of Release or Discharge from Active Duty
(NOTE:  If veteran had active duty for training only, write on form, "No active duty other than active duty for training.")
     - DA Form 2-1, Personnel Qualification Record
     - AF Form 7, Airman Military Record
     - NAVPERS 601, Administrative Remarks, pages 4, 5, and 13
     - NAVMC 118, Administrative Remarks, pages 3, 9, and 11
     - CG 3307, Administrative Remarks
     - Medical records pertaining to personality disorders, nervous or mental condition.  If the medical records have been loaned or retired to the VA, state, "Medical records are in the custody of the VA.  Call 1-800-827-1000.  VA Claim # _____________________."
     - Courts martial orders or documents

NOTE:  In the absence of documents listed above, other documents may be substituted or pertinent information may be abstracted from the OMPF or auxiliary records and written on Prob Form 14B.

7.  Reason for separation.  The reason for separation must be shown on Prob Form 14B if the character was of any kind besides "Honorable" or "Under Honorable Conditions."  The reason for other-than-honorable discharge can usually be obtained from the service record.  If not, consult the following:  Air Force Manual 39-12; Army Regulation 635-5; Coast Guard Personnel Manual, Chapter 12; Marine Corps Separation and Retirement Manual, Par. 11003; or NAVMILPERSCOMINST 1900.B.

8.  Completion of form and dispatch.  On the bottom of Prob Form 14B, sign your name, add "for insert corres. symbol," and date the form.  Attach copies, place a red check mark next to the return address, and dispatch.