Figure 3: Decision Logic Table
 

RULE
IF REQUEST IS FROM
THE VETERAN FOR
THEN THE ARCHIVES TECHNICIAN SHALL:
1 Special categories of academic records:

a. Identified in items
1-9 of fig. 1; 
 
 
 
 
 
 
 

b. Identified in items
10-14 of fig. 1; 
 

1. Return the inquiry to the requester by preparing NA 
Form 13018 in duplicate. Provide the requester with 
the appropriate address.

2. File copy of NA Form 13018 in the military 
personnel record.

NOTE: Consult your supervisor if there is some
question as to the location of a particular record.

1. Return the inquiry to the requester by preparing NA
Form 13061, Request for GED, USAFI, Other Test 
Scores, or PREP Transcripts, in duplicate.

(See fig. 2.)

2. File the copy of the completed NA Form 13061 in the
record.

NOTE: These requests will normally be returned by the
Incoming Mail Units
 

RULE
IF REQUEST IS FROM
THE VETERAN FOR:
THEN THE ARCHIVES TECHNICIAN SHALL:
2 Complete transcript of schooling
or specific training service 
records,and:

a. service relates to non 
fire-related or fire-related 
records when documents are
available; 
 
 
 
 
 
 
 
 
 
 
 

b. service relates to fire-related 
record and documents are not
available;

 Furnish photocopies of available service record entries, grade cards, professional records, or any other documents which reflect educational experience, as follows:

1. Prepare NA Form 13044, Reply Concerning Military Records, or NA Form 13045, Informal Information Reply, in duplicate, checking first block.

2. Attach photocopies to the original NA Form 13044/13045 and send to the requester.

3. Note what information was sent on the duplicate NA Form 13044/13045 and file in record.

4. If sending photocopies is not appropriate, then prepare NA Form 13018 in duplicate. 

Use pars. 1, 2, and 3 in fig. 5 as guidelines for a written reply. Send original NA Form 13018 to the requester. Attach inquiry to the duplicate NA Form 13018 and file in the record.

See par. 11.

 

RULE
IF REQUEST IS FROM
THE VETERAN FOR:
THEN THE ARCHIVES TECHNICIAN SHALL:
3 Multiple types of information and
partial information is available 
at NPRC and some at another 
facility relating to special 
categories of academic 
records:
 

a. Identified in items
1-9 of fig. 1;
 

b. Identified in items
10-14 of fig. 1; 
 
 
 
 
 

Reply to the request for partial information following 
appropriate procedures. Furnish the requester the
appropriate address for academic records from fig. 1.

Reply to the request for partial information following
appropriate procedures. Furnish the requester the
appropriate address for test scores/transcripts from 
fig. 2.
4 Verification of having taken
USAFI courses or GED test;

NOTE: DANTES issues official 
transcripts ONLY, NOT 
certificates.
 

Forward copies of the certificate, if available, or 
prepare appropriate response as instructed in Rule 2a.
5 Military test scores;e.g., 
Intelligence Quotient (IQ) Test,
or General Classification Test 
(GCT);
 

1. For IQ test scores prepare a reply in duplicate using
NA Form 13018. For example, "Grades made on the
Intelligence Quotient (IQ) tests are not entered in the
service record."

2. Send original NA Form 13018 to requester. Attach
request to duplicate NA Form 13018 and file in the
record.

3. For other test scores furnish appropriate source
document following instructions in Rule 2a.

RULE
IF REQUEST IS FROM
THE VETERAN FOR:
THEN THE ARCHIVES TECHNICIAN SHALL:
6 Transcript of courses from
civilian schools;

NOTE: Transcripts from
DODDS, see fig. 1, item 14, 
and fig. 2;
 

1. Prepare a reply in duplicate using NA Form 13018. 
For example, "A transcript of civilian school courses is
not a matter of record in your military personnel folder. 
Suggest contacting the school attended."

2. Send original NA Form 13018 to the requester. Attach
request to duplicate NA Form 13018 and file in the 
record.
7 Information concerning USAFI 
courses, and:

a. service relates to non 
fire-related or fire-related 
records when documents are 
available; 

b. service relates to fire-related
record and documents are not
available; 
 
 
 

Prepare appropriate response as instructed by Rule 2a.
 
 

See par. 11.