DEPARTMENT OF THE ARMY

16TH MIITARY POLICE BRIGADE

2175 REILLY ROAD, STOP A
FORT BRAGG, NORTH CAROLINA 28310

AFZA-AP-CO 15 November 2016

MEMORANDUM FOR SEE DISTRIBUTION

SUBJECT: 16th Military Police Brigade Counseling Program SOP

1. References.

a. AR 40-3 (Medical, Dental and Veterinary Care), 23 April 2013

b. AR 40-501 (Standards of Medical Fitness), 14 December 2007

c. AR 135-205 (Enlisted Personnel Management), 11 March 2008

d. AR 340-21 (The Army Privacy Program), 5 July 1985

e. AR 350-1 (Army Training and Leader Development), 19 August 2014

f. AR 600-8-2 (Suspension of Favorable Personnel Actions (FLAG)), 11 May 2016

g. AR 600-8-10 (Leaves and Passes), 15 February 2006

h. AR 600-8-19 (Enlisted Promotions and Reductions), 14 September 2016

i. AR 600-9 (The Army Body Composition Program), 28 June 2013

j. AR 600-20 (Army Command Policy), 6 November 2014

k. AR 601-280 (Army Retention Program), 1 April 2016

l. AR 608-99 (Family Support, Child Custody, and Paternity), 29 October 2003

m. AR 614-30 (Overseas Service), 27 January 2015

n. AR 623-3 (Evaluation Reporting System), 4 November 2015

o. AR 635-200 (Active Duty Enlisted Administrative Separations), 6 June 2005

p. AR 670-1 (Wear and Appearance of Army Uniforms and Insignia), 10 April 2015
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SUBJECT: 16th Military Police Brigade Counseling Program SOP

q. DA Pam 600-8 (Military Human Resources Management Administrative

Procedure), 6 April 2016

r. DA PAM 623-3 (Evaluation Reporting System), 10 November 2015

s. ADP 6-22 (Army Leadership), 1 August 2012

t. TC 7-21.13 (Soldier’s Guide), 30 November 2015

u. TC 7-22.7 (Noncommissioned Officer Guide), 7 April 2015

v. FM 7-22 (Army Physical Readiness Training), 26 October 2012

2. Purpose. To establish policies and procedures for counseling requirements of all

assigned personnel.

3. Applicability. This SOP applies to all Officers, Noncommissioned Officers, and

Soldiers assigned or attached to the 16th Military Police Brigade.

4. Responsibilities.

a. Unit First Sergeants and Detachment Sergeants.

(1) Manage the counseling program.

(2) Administer a counseling training program through NCOPD to ensure

compliance and understanding.

(3) Review counseling packets on a “show-me” basis to check counseling

compliance and quality.

b. Platoon Sergeants and Section Sergeants.

(1) Apply the counseling program at unit level.

(2) Review 25 percent of unit counseling folders on a monthly basis to check for
completeness and accuracy.

(3) Conduct NCOPD classes on effective counseling procedures (as needed) to

ensure compliance and understanding.

(4) Ensure the provisions of this SOP are adhered to.

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SUBJECT: 16th Military Police Brigade Counseling Program SOP

5. Policy. Counseling is a basic responsibility of every leader and an important part of

Soldier care. The leader to Soldier relationship recognizes and encourages good
performance. Its principle objectives are: developing the Soldier, improving his/her well-
being, maintaining discipline, and resolving problems. Soldiers expect to be told how
they are performing and they have a right to seek assistance and guidance from their
leadership through counseling. Counseling is also used as a training tool to correct
minor violations of behavior and/or conduct. At a minimum, Soldiers in the rank of PVT
through CPL will be counseled monthly on their performance and professional growth,
personal conduct, as well as any other situation when deemed necessary or essential.
NCOs will be counseled, at a minimum, once a quarter on their performance,
professional growth, and personal conduct. Counseling sessions will be conducted
under the following scope, with the end result being a more effective Soldier and a more
disciplined unit:

a. Reasons for Counseling.

(1) Reception and Integration Counseling. Reception and integration counseling

welcomes new Soldiers into the unit and addresses their individual concerns. The
counseling session has two primary objectives. The first objective is to identify and
resolve any problems or concerns Soldiers have coming into the unit and the second
objective is to define the standards of the unit and how Soldiers fit into the team. It
clarifies job titles and sends the message that the Chain of Command cares. Other
aspects of integration involve orientation and sponsorship. The four phases of
reception and integration are:

(a) Unit First Sergeant’s interview

(b) In-processing

(c) Unit Commander’s interview

(d) Chain of Command’s initial counseling

The Commander or First Sergeant will counsel the Soldier when they arrive to the unit.
A DA Form 4856, Developmental Counseling Form, titled “Reception and Integration
Counseling” will be used for newly assigned personnel. Additionally, the enlisted
Soldier counseling continuation sheets, located at Tab D, will be used as a general
guideline and attached to the counseling form as an initial counseling for all enlisted
Soldiers (including NCOs).

(2) Event-Oriented Counseling. There are times when counseling’s are tied to
specific instances of superior or substandard duty performance. The key to successful

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counseling for specific performance is to conduct the counseling succession as close to

the event as feasibly possible. Many leaders focus counseling for specific instances on
poor performance and fail to acknowledge excellent performance. If a specific incident
of unsatisfactory performance occurs due to or a result of a Soldier’s lack of knowledge
or ability, the leader and the subordinate will develop a plan to improve the
subordinate’s skills. Corrective training may be required to ensure the subordinate
knows and achieves the standard, ensuring that the corrective training corresponds to
the incident (i.e. ensuring that the corrective training imposed fits the fault or flaw).
Once the Soldier achieves the standard, the corrective training will cease. All
counseling for unsatisfactory performance must include informing the Soldier of the
administrative actions available to the Commander in the event the substandard
performance continues and of the consequences associated with those administrative
actions, IAW AR 635-200. For examples of counseling for specific instances, refer to
Tab B.

(a) Crisis Counseling. Crisis counseling is conducted to assist a

subordinate through the initial shock of receiving negative news, such as notification of
the death of a loved one. Leaders help the Soldier by simply listening and by providing
further assistance needed in dealing with the crisis. Crisis counseling focuses on the
Soldier’s immediate and short-term needs which often times results in a referral
counseling.

(b) Referral Counseling. Referral counseling helps Soldiers work through

personal situations and may or may not follow crisis counseling. Usually, the leader
assists the Soldier in identifying the problem and refers the Soldier to the appropriate
resource; such as the Chaplain, the Brigade/Battalion budget counselor, Army
Community Service, an alcohol and drug counselor, etc.

(c) Promotion Counseling. Leaders must conduct a promotion counseling

for all specialists and sergeants who are eligible for advancement without waivers, but
are not recommended for the promotion to the next higher grade. Army regulations
require that Soldiers within this category receive an initial (event-oriented) counseling
when they attain full eligibility and then a periodic (performance/personal growth)
counseling thereafter, refer to Tab C. Leaders will conduct promotion counseling for all
Soldiers eligible for advancement, with or without waiver, to define the required
standard for recommendation and assess the Soldier’s potential.

(d) Disciplinary Counseling. This type of counseling is for Soldiers who

violate regulations and/or policies, fail to carry out orders, or do not meet standards.
This counseling must be very detailed and specific, especially when considering the
relieving of a Noncommissioned Officers, refer to Tab G. It is most commonly used for
first offenses or minor infractions not resulting in formal punitive action under the

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provisions of the Uniform Code of Military Justice (UCMJ). Disciplinary counseling

differs from that of a performance counseling in that disciplinary counseling stresses
failure to perform or meet standards of conduct, whereas performance counseling
stresses success and uses praise to reinforce that performance. All adverse counseling
must include informing the Soldier of the administrative actions available to the
Commander in the event the substandard performance continues and of the
consequences associated with those administrative actions, IAW AR 635-200.

(e) Adverse Separation Counseling. When a leader’s rehabilitative efforts

fail, counseling with a view towards separation fills an administrative prerequisite to
many administrative discharges and serves as a final warning to the Soldier to improve
performance or face discharge, refer to Tab H. The Commander or First Sergeant
should be the person who notifies the Soldier of the requirements outlined in AR 635-
200.

(3) Performance and Professional Growth Counseling. During a performance

counseling, leaders conduct a review of their subordinate’s duty performance during a
specified period. The leader and subordinate jointly establish performance objectives
and standards for the next period. Rather than dwelling on the past, they should focus
the session on the subordinate’s strengths, areas needing improvement, and potential.
Professional growth counseling includes planning for the accomplishment of individual
and professional goals. This counseling assists Soldiers in achieving organizational
and individual goals. The Soldier’s strengths and weaknesses are discussed and a plan
of action to build upon strengths and overcome weaknesses is developed. This future-
oriented counseling establishes short and long-term goals and objectives. The
discussion may include opportunities for civilian or military education, future duty
assignments, special programs, and reenlistment options. Every person’s needs are
different, and leaders must apply specific courses of action that are tailored to each
individual. Performance and professional growth counseling will be conducted monthly
for all Soldiers, PVT through CPL, on the developmental counseling form (DA Form
4856). The 16th Military Police Brigade Performance and Professional Growth
Counseling form should be used in conjunction with the DA For m4856, refer to Tab E.
Performance and personal growth counseling will be conducted every three months for
all NCOs on DA Form 2166-9-1A IAW AR 623-3, refer to Tab F.

b. Construction of Individual Counseling Files. Individual counseling files will be

labeled using the following heading: Name, Rank, and SSN. Folders will be
constructed in two separate categories: Noncommissioned Officer Counseling Records
and Junior Enlisted Counseling Records. The front of each counseling record will
contain a Privacy Act Data Cover Sheet, refer to Tab Q, due to the information
contained in each record.

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(1) Noncommissioned Officer Counseling Record. At a minimum, the folder will

contain:

(a) DA Form 4856 entitled “Reception and Integration Counseling”, with

NCO continuation sheet attached, refer to Tab D.

(b) DA Form 2166-9-1, DA Form 2166-9-2, and DA Form 2166-9-3

(as applicable) NCO Counseling Checklist Record, Performance and Professional
Growth Counseling, completed in ink or typed. Completed by rater within 30 days of
new rating period, the NCOs assignment to the unit, promotion to sergeant, or
appointment to corporal and every three months thereafter, refer to Tab F.

(c) Current and up-to-date DA Form 2166-9-1A, refer to Tab F.

(d) Personal Data Form including Privacy Act Statement, refer to Tab A.

(e) DA Form 4856 entitled “Promotion Counseling” for all NCOs eligible for
promotion, refer to Tab C.

(2) Junior Enlisted Counseling Record. At a minimum, the folder will contain:

(a) DA Form 4856 entitled “Reception and Integration Counseling”, with

enlisted continuation sheet attached, refer to Tab D.

(b) DA Form 4856 and 16th Military Police Brigade form entitled
“Performance and Professional Growth Counseling”, completed monthly, refer to Tab E.

(c) Personal Data Form including Privacy Act Statement, refer to Tab A.

(d) DA Form 4856 entitled “Promotion Counseling”, for all Soldiers eligible
for promotion, refer to Tab C.

(3) Other counseling that must be included in both, NCO and junior enlisted
Counseling folders (as applicable) are:

(a) All event-oriented counseling, as mentioned previously.

(b) Body Composition Counseling. Body composition requires continuous

monitoring of progress, and in some cases, correction of apathy. An example of an
initial counseling, monthly progress counseling, and final counseling may be found in
Tab I. The final counseling will be completed as a rehabilitative transfer counseling if

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the Soldier fails to make satisfactory progress, after which chapter action will be
considered.

(c) Physical Readiness Training Counseling. Physical fitness, like weight

control, requires continuous monitoring of progress and possible correction of apathy.
An example of a positive Army Physical Fitness Test (APFT) counseling as well as an
initial counseling for APFT failure, monthly progress counseling, and final counseling
may be found at Tab J. Once again, the final counseling will be completed as a
rehabilitative transfer if the Soldier fails to make satisfactory progress, after which
chapter action will be considered.

(d) Nonsupport of Family Members Counseling. Commanders must

process and respond to complaints of nonsupport in accordance with AR 608-99,
paragraph 3-1. They must inform their Soldiers of the DA policy on support of family
members and counsel Soldiers when nonsupport complaints are brought against them,
refer to Tab K. After conducting an inquiry into the allegations of nonsupport,
Commanders will take appropriate action against Soldiers that fail to comply with AR
608-99 or lawful orders based on that regulation. These actions include, but are not
limited to: counseling, admonition, memorandum of reprimand (MPRJ or OMPF filing),
initiate a bar to continued service, administrative separation from the service, non-
judicial punishment under Article 15, UCMJ, or courts-martial.

(e) Failure to Pay Just Debt (including Uttering Worthless Checks)

Counseling. Soldiers are required to manage their personal affairs satisfactorily, and
pay their debts promptly. Failure to promptly resolve unpaid debts, repeatedly failing to
pay legal debts, or uttering worthless checks may subject the Soldier to administrative
or punitive action. If the Soldier has access to classified information, it may be
necessary to submit a report of derogatory information to the unit S-2. Creditors that
comply with the provisions of Chapter 4, AR 600-15, will have their debt complaints
processed by Commanders in accordance with Chapter 2 of that same regulation.
Processing debts amounts to formally informing the Soldier of the claim of indebtedness
against them, referring him/her to the appropriate legal and/or financial management
counseling, and monitoring the repayment plan, refer to Tab L. That being said, the
Army is not a collection agency and cannot require its Soldiers to pay private debts or
divert any part of their pay to repay private debts.

(f) Pregnancy Counseling. IAW Chapter 8 of AR 635-200, pregnant

Soldiers will either elect to remain in the service or elect to be processed for separation
under Chapter 8. Pregnancy counseling informs the Soldier of her options,
entitlements, responsibilities, and records her decision regarding separation, refer to
Tab M.

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SUBJECT: 16th Military Police Brigade Counseling Program SOP

(g) Family Care Plan Counseling. IAW AR 600-20, Family Care Plan
Counseling informs Soldiers of their entitlements and responsibilities as single parents
or as dual military parents, refer to Tab N. This counseling outlines the categories of
personnel required to maintain family care plans, timelines that Soldiers must meet in
completing their family care plan as well as extension requests, the paperwork required,
and any questions Soldiers may have with regard to the Family Care Plan.

(h) Rehabilitative Counseling. In the event a Soldier is not performing at

acceptable levels or when a perceived prejudice or conflict has occurred between the
Soldier and the chain-of-command, a rehabilitative transfer may be required. The
rehabilitative counseling outlines the problems and the corrective actions that have
already taken place. The gaining command will be informed of the reasons behind the
transfer, and the Soldier will be evaluated for his/her future value to the Army, refer to
Tab O.

(i) Relief-for-Cause Counseling. Noncommissioned Officers who have

demonstrated less than acceptable performance, over an extended period of time, or
fail to respond to developmental counseling will be entered into a 90 day relief-for-cause
counseling process. The initial relief-for-cause counseling will outline all areas that the
rated NCO has failed to perform at acceptable levels and precisely what the NCO needs
to do to meet the standard in all areas discussed, refer to Tab P. The NCO will then be
re-evaluated and counseled after 30 days and then an additional time after 60 days.
The counseling at each period will indicate improvement made, or lack thereof, and
further corrective action to be taken. If apathy is displayed at the 30, 60, or 90 day
counseling, it can be cause for immediate relief. After 60 days, the NCO will be given
final notice that he/she has 30 days in which to improve or be relieved. At the end of 90
days, if the NCOs performance is not satisfactory, relief-for-cause procedures apply.
This process does not apply to personnel who commit offenses under the UCMJ that
warrant immediate relief.

6. Conclusion. This SOP is not all-inclusive, but is simply a tool to assist in leadership
development, which is one of the most important responsibilities of every Army leader.
Developing our successors should be one of our highest priorities. Our legacy and the
Army’s future rests on the shoulders of those we prepare for greater responsibility.
Finding the time to do counseling’s correctly is often difficult, however, it is our devout
commitment to our Soldiers and their families that develop great leaders and great
Soldiers.

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7. Point of contact for this memorandum is CSM Mark D. Hennessey at 910-396-6409

or mark.d.hennessey.mil@mail.mil.

Encls EUGENIA K. GUILMARTIN

1. Tab A – Personal Data Form COL, MP
2. Tab B – Event-Oriented Counseling Commanding
3. Tab C – Promotion Counseling
4. Tab D – Reception and Integration Counseling
5. Tab E – Performance and Professional Growth Counseling
6. Tab F – NCO Performance and Professional Growth Counseling
7. Tab G – Disciplinary Counseling
8. Tab H – Adverse Separation Counseling
9. Tab I – Body Composition Counseling
10. Tab J – APFT Failure Counseling
11. Tab K – Nonsupport of Family Members Counseling
12. Tab L – Failure to Pay Just Debt Counseling
13. Tab M – Pregnancy Counseling
14. Tab N – Family Care Plan Counseling
15. Tab O – Rehabilitative Counseling
16. Tab P – Relief-for-Cause Counseling
17. Tab Q – Privacy Act Data Cover Sheet