CHAPTER 6 REGULATION OF RELIGIOUS PROGRAMMING

As you have already read in the introduction, the duties of the Religious Program Specialists (RPs) are varied. The basic philosophy behind an RP's tasks is to prepare for and facilitate the ministry of the chaplains in a command religious program (CRP). As you have already learned, the RPs are not clergy nor are they permitted to perform functions reserved for the clergy or act as lay readers. The RP rating is designed to support the chaplains and the functions of the CRPs to meet the needs of sea service personnel of all faith groups. Although RPs are combatants, most of the RPs' tasks are clerical in nature. As an RP, you will discover that most of your duties will be concerned with religious programming. Consequently, you will most likely perform most of your duties in an office setting,

The information in this chapter is intended to provide you with an overview of your basic duties and responsibilities for the regulation of religious programming. In this chapter, we will stress your responsibilities in the areas of administration and logistics, including the office environment, computer equipment and systems, communications, information security, and the procurement, organization, and use of required equipment, services, and supplies. After studying the information in this chapter, you should have a basic understanding of your duties in these important areas.

OFFICE OF THE CHAPLAIN

In chapter 2, you read about the importance of the office setting for persons seeking pastoral care and counseling. In this chapter, we will continue to stress the lasting impression on visitors that the religious ministry facility (RMF) presents and its impact upon the CRP. An office atmosphere is the product of both mental and physical factors. Mental factors involve morale and getting along with co-workers, whereas physical factors concern the general appearance of the office. In your duties for religious programming, you must deal with both of these factors.

Throughout your career, you will perform many of your duties in an office setting. You may be assigned to a small office where you are the person in charge, or to a large one where you are one of several persons under the supervision of a more senior petty officer. In this chapter, we will give you some pointers on the physical arrangement of your office, some methods you can use to enhance performance of your procedures, and your responsibilities for maintaining the appropriate environment in the office of the chaplain. We will discuss your role in the following areas:

General appearance and arrangement of office space

Proper method of storing materials

Use and maintenance of office equipment

Office procedures for personnel assigned to the CRP

Privileged communication

Information security program

In reading the information in the following sections, keep in mind how the appearance and atmosphere of the office of the chaplain can make a lasting impression on the individuals who visit it. Pay special attention to the ways in which you, the RP, can play a central role in making sure your office spaces, whether afloat or ashore, support your CRP in the best possible way.

GENERAL APPEARANCE AND ARRANGEMENT OF OFFICE SPACES

As an RP, you will discover that the amount of control you have over the actual conditions in the office of the chaplain will vary with the location and the type of duty to which you are assigned. You must realize that there will be some conditions outside of your control that may determine the kind of office in which you will work and the types of equipment you will use. Regardless of the size or type of office, however, you will normally be responsible for maintaining the appearance of the spaces used in support of the CRP. In the following paragraphs, we will talk about some of the things over which you will have a certain level of control, starting with your desk.

Desks

You are in charge of your desk. This means you are in charge of keeping your own desk in a neat and orderly fashion. Your own preference and the kind of work you are assigned will often govern how you choose to arrange your desk. In any case, you should try to have an orderly plan, use sound organizational procedures, and apply the following general principles: l Use shallow trays or drawers to store pencils, erasers, paper clips, and other small articles. 

l Use slanted stationery trays in upper desk drawers to separate different types of stationery.

. If you use carbon paper, keep carbon papers in their original boxes to keep them from curling or soiling the stationery. 

l Store correcting fluids in a supply cabinet. 

. Keep personal belongings in a separate drawer of your desk. 

l Clear your desk at the end of the day and close all desk drawers tightly. 

. Keep classified materials in designated spaces rather than in your desk.

As stated previously, the appearance of your desk contributes to the immediate and lasting impression your office makes on the individuals who visit the RMF.

Office Spaces

In the RMF, the arrangement of office spaces can contribute signiticantly to the morale of the persons who work in these spaces and the individuals who seek assistance in the office of the chaplain.

An ideal office arrangement should reflect the following principles: 

l Plan an arrangement that not only is convenient but also looks orderly and uncluttered. Keep things as simple and neat as possible. 

l Arrange desks so that lighting is sufficient but persons do not have to face the light. 

l Seat RPs so they can see visitors entering the office spaces. Anyone in the office should be in a position to see and assist a visitor. 

. Adjust chairs so the feet of typists rest firmly on the floor and so that chair seats are 12 inches below the base of typewriters or computer keyboards. 

. Proper ventilation is very important. Keeping people away from strong drafts may reduce illness among personnel. 

. Have sufficient working space to move about. l Use a copyholder to help reduce eyestrain for typists. 

l Filing cabinets should be separated from office traffic. 

. Have bookcases and special shelves for books, magazines, and pamphlets to keep them from taking up workspace on tables and desks. 

l Keep unfinished work in a tray for that purpose (if the work is unclassified). Consult your supervisor as to whether you should leave your work on top of or inside your desk at the end of the workday. 

l If you have the opportunity to arrange the office furniture, think and plan ahead before you start moving things around. 

l Arrange equipment for routine work so that the work will flow in one direction and not crisscross the room. 

l Place tables and counters conveniently for handling supplies or assembling papers. Place files where they are handy for those who use them but where they are also separated as much as possible from the general office traffic. 

l Arrange a quiet, private spot for interviews.

Remember, orderliness and good appearance are the ^{rules in any} office, yet do not allow an obsessive ^{emphasis on} appearance to interfere with important functions.

l Most importantly, remember the best office arrangement is the one that most effectively simplifies the work.

In addition to the appearance of your desk and the arrangement of your office spaces, your efforts to store your materials, supplies, and gear correctly will contribute to the atmosphere of your office.