UC-NRLF REGULATIONS FOE THS 00TEBMENT Of THE UNITED STATES COAST AND GEODETIC SUKYEY .REVISED EDITiOS EEFECTIVE MAECfl 1.1921 GIFT OF Serial No. 151 DEPARTMENT OF COMMERCE UNITED STATES COAST AND GEODETIC SURVEY E. LESTER JONES, Director REGULATIONS FOR THE GOVERNMENT of the UNITED STATES COAST AND GEODETIC SURVEY [Revised Edition : Effective March 1, 1921] WASHINGTON GOVERNMENT PRINTING OFFICE 1921 ( r\ o I^A fH^j^JL tyi* \isM^ TH3MH83YOO 3 TEAOD 83TAT8 Oil Y3VflU8 3IT3003D OMA CONTENTS. Paragraph. Organization 1-8 Correspondence 9-21 Reports 22-55 Records 56-63 Personnel 64-141 Vessels 142-339 Contracts and other methods of purchase 340-362 Clothing and small stores 363-382 Estimates, bonds, allotments, and advances 383^110 Pay, subsistence, and allowances 411-448 Travel 449-470 Freight and express 471-481 Accounts 482-544 Requisitions 545-550 Property 551-565 Miscellaneous . 566-568 3 442435 LETTER OF SUBMITTAL. DEPARTMENT OF COMMERCE, UNITED STATES COAST AND GEODETIC SURVEY. Washington, February 1, 1921. SIR: There are submitted herewith, for your approval, Regula- tions for the Government of the United States Coast and Geodetic Survey. These regulations supersede all previous regulations for the government of the United States Coast and Geodetic Survey, and they are published for the guidance of all officers and employees of this Bureau. Respectfully, E. LESTER JONES, * Director. The SECRETARY OF COMMERCE. Approved, to take effect March 1, 1921. J. W. ALEXANDER, Secretary of Commerce. 4 REGULATIONS FOR THE GOVERNMENT OF THE UNITED STATES COAST AND GEODETIC SURVEY. ORGANIZATION. 1. The Director. The Director shall direct and superintend the work, he responsible for its correctness and fidelity, for the proper and economical expenditure of the appropriations made therefor, and for the efficient carrying out of the work in every part. To this end he is hereby authorized to issue such instructions, not in contravention of law or of these regulations, as he may deem necessary, and to enter into and approve all contracts and agree- ments, not otherwise provided for by law or regulation, which are necessary for the proper carrying on of the work. 2. The Assistant Director. A hydrographic and geodetic engi- neer of the Survey, who shall have been recommended by the Di- rector and designated by the Secretary of Commerce as Assistant Director, shall perform such duties as may be prescribed by the Director, and in the absence of the latter shall perform the duties of the Director and sign as Acting Director. ( a ) He shall be in charge of the office and shall execute a bond in the sum of $4,000 conditioned for the faithful discharge of his duties and the accounting for and paying over of all public money coming into his hands, which bond shall be approved by the Secre- tary of Commerce. ( I) ) He shall have charge of the office buildings and be the cus- todian of the public property in such buildings. (c) He shall be responsible for the safety and arrangement of the archives and property. (d) He shall have control of expenditures on account of the office and the purchase of office supplies and of such supplies as are purchased at the office for use in the field, and shall receive all moneys obtained from the sale of copies of records or charts, pub- lications, and public property, and shall forward the same to the Secretary of Commerce in accordance with Department Regu- lations. (See par. 562.) 5 6 Tr. S. COAST AND GEODETIC SURVEY. (3\ He fchall have custody of all records of field work sent to the office, and be responsible for the proper preparation of all re- plies to such correspondence as may be referred to him or to the sections under his charge. 3. Chief Clerk. He shall perform such duties as shall be as- signed to him by the Director and the Assistant Director. 4. Chief of the division of geodesy. The chief of division of geodesy is charged with the duty of preparing plans for field operations of triangulation, astronomical determinations, precise leveling, and other geodetic operations, and shall have direction of the office computations and discussion of the results in connec- tion therewith. (a) He will make inspections of the parties in the field under his direction and of the records and correspondence received at the office from chiefs of field parties, for the purpose of insuring that the field operations are in accordance with the instructions issued by the Director, that the work is of the desired degree of accuracy, and that the proper regard for economy is maintained. (&) He will make reports of fitness of all chiefs of parties working under his direction at the close of each field season, and perform such other duties as may be assigned to him from time to time. (c) He shall act as Assistant Director in the absence of the Di- rector and the Assistant Director. 5. Chief of the division of hydrography and topography. The chief of division of hydrography and topography is charged with the duty of preparing plans for the hydrographic and topo- graphic work of the Survey. (a) He will make inspection of the parties in the field under his direction and of the records and correspondence received at the office from the chiefs of field parties for the purpose of insur- ing that the field operations are in accordance with the Director's instructions, that the work is of the desired degree of accuracy, and that proper regard for economy is maintained. (&) He will make reports of fitness of all chiefs of parties working under his direction at the close of each field season and perform such other duties as may be assigned to him from time to time. (c) He is especially charged with the immediate supervision of all matters relating to ships and their personnel. (d) He shall have charge of the preparation of the Coast Pilot and Sailing Directions, the direction of the tidal and current work, and the preparation of the Tide Tables. KEGULATIONS. 7 (e) He shall act as Assistant Director in the absence of the Director, the Assistant Director, and the chief of the division of geodesy. 6. Chief of the division of charts. The chief of the division of charts shall have charge of the drafting and preparation of new charts from the results of the field work or from other sources, and of keeping existing charts up to date by the addition of new data. (a) He shall maintain complete indexes and diagrams of all surveys, reports of dangers to navigation, harbor improvements, and changes in aids to navigation. ( & ) He shall have charge of the engraving of the copper plates from which charts are printed and of the photographic work of the Bureau. (c) He shall direct the preparation of the notes for Notices to Tvlariners and perform such other duties as the Director may require. (d) He shall act as Assistant Director in the absence of the Director, the Assistant Director, the chief of the division of geodesy, and the chief of the division of hydrography and topog- raphy. 7. Chief of the division of terrestrial magnetism. The chief of the division of terrestrial magnetism is charged with the duty of preparing plans for the field operations covering the magnetic survey and shall have direction of the office computations and discussion of the results of the magnetic work. (a) He will make inspection of the parties in the field under his direction and of the records and correspondence received at the office from the chiefs of field parties for the purpose of insur- ing that the field operations are in accordance with the instruc- tions issued by the Director, that the work is of the desired degree of accuracy, and that proper regard for economy is maintained. (&) He will make reports of fitness of all chiefs of parties working under his direction at the close of each field season and perform such other duties as may be assigned to him from time to time. 8. Chief of the division of accounts. The disbursing agent shall be the chief of the division of accounts and, under the di- rection of the Director, shall make all disbursements of money on account of the Survey, upon requisitions, vouchers, or abstracts, duly approved by the Director and shall render such accounts and submit such statements of expenditures to the Director as may be required. 8 U. S. COAST AND GEODETIC SURVEY. (a) He shall prepare annually a statement for transmission to the Secretary of Comemrce for his report to Congress, as re- quired by section 264, Revised Statutes, giving the number and names of the persons employed during the last preceding fiscal year upon the Coast and Geodetic Survey and business connected therewith, the amount of compensation of every kind, respectively, paid them, for what purpose, and the length of time employed, and shall report a full statement of all other expenditures made under the orders of the Director of the Coast and Geodetic Survey. (&) He shall perform such other duties as may be assigned to him from time to time. CORRESPONDENCE. 9. Official communications. All official communications sent to the office of the Coast and Geodetic Survey in Washington will be forwarded under cover to the Director. They will also be addressed to the Director, except letters addressed to the dis- bursing agent and such as relate to minor explanations of work in progress by field parties or others, which may be addressed to the division of the office having immediate supervision of such work. (a) All official mail of any character sent from the office to any officer or employee in the field or office, or any field station, shall be transmitted to him through the chief of party, chief of division, or officer in charge of the office or field station, as the case may be, except communications from the disbursing agent relating to accounts. (&) All official mail from any officer or employee in the field or office or any field station addressed to the Director shall be forwarded through the chief of party, chief of division, or officer in charge of office or field station, as the case my be, and all com- munications thus forwarded shall be so noted upon their face with indorsement of approval or disapproval or other recommenda- tion, with signature and date. (c) Each communication shall refer to but one subject. Para- graphs in long letters dealing with several phases of the subject and which are likely to be referred to in the future should be numbered. Abbreviations of words should be avoided in all official letters. 10. Transmitting- letters. Every transmitting letter must specify in detail every article sent. Of each book or cahier of records the general contents must be stated ; the character and limits of each topographic or hydrographic or other sheet, with accompanying descriptive report; of each instrument, its char- acter, and number ; and so on for every item sent. No other mat- ter must be mentioned in the transmitting letter. (a) Form No. 14 will be used for transmitting inventories of general property, instruments, and books. 9 10 U. S. COAST AND GEODETIC SURVEY. (6) Form No. 412, which must be transmitted in duplicate, will be used for transmitting shipments to the Washington office. ( See par. 477. ) 11. Requisition for funds. Form No. 13^ will be used in mak- ing request for funds for public expenditures. In making requisi- tions for funds chiefs of party must till in the statement on Form 13*, both as to estimated expenditures and funds on hand, and dates must be used in giving the period the requisition is intended to cover. A failure to furnish this information will necessitate the requisition being returned to supply same. (See par. 547.) 12. Transfer of accounts. When officers, whose salaries or subsistence are paid by chiefs of parties, are transferred from one party to another in the field, or to the office, Form 327 shall be used in correspondence relating to the state of said officer's account and in reporting said officer's arrival at his new assignment of duty. This form must be prepared in duplicate, the original mailed to the person to whom addressed, and the duplicate de- livered to the officer transferred to be presented when reporting to his new assignment. 13. Telegrams. Telegrams should not be sent where communi- cation by mail will answer the purpose. Telegrams must be worded briefly, omitting all words not essential to a clear under- standing. As addresses and signatures are paid for, they must be brief, omitting initials unless necessary. " Director, Coast Survey, Washington," is a sufficient address ; the letters " D. C." are to be omitted. Telegrams sent to or from the office by officers and employees, on official business, do not require prepayment. Such service is paid for at the office. Night telegrams should be used whenever no delay in delivery will result from their use. Form 511 (telegram) and Form 511a (confirmation of telegram) are provided for use outside of the Washington office. 14. Cable messages. For cable messages the War Department or Western Union code should be used. The cable code address of the office is " Coast, Washington." 15. Official indorsement. The words " Official business, Coast and Geodetic Survey," should be written on all official telegrams before presenting them to the agent for transmission, but these words should be so writen as to indicate clearly that they are not a part of the message. 16. Application for leave by telegraph. Telegrams relating to applications for leave of absence, or granting same, are not considered as " official " business. REGULATIONS. 11 17. Copies of telegrams as subreceipts. Charges for tele- graphic services (not provided for in par. 13) must be at Govern- ment rates and must be accompanied by copies of the telegrams ; or the names of places from and to which sent, and the number of words, must be stated in the voucher. In the latter case it must be clearly shown, by brief descriptive reference, that the telegraphic service was on official business. 18. Telegraph rates. When it is necessary to prepay a tele- gram and in doubt as to the correct rate charged for an official message the person sending the message should request permis- sion to consult the printed schedule on file with the telegraph agent. 19. Addresses. The residence address of all officers and em- ployees of the Service while in the office, and the mail, telegraph, and express address of all officers when absent from the office, on official business or otherwise, must be reported to the office either by letter or on the card (Form No. 342, " Notice of change of ad- dress") provided for that purpose. This is necessary to insure safe and prompt transmittal of mail. Each change of address should be reported promptly and in advance. (a) In order to facilitate the forwarding of official and per- sonal mail by the inspectors of the various field stations, each employee of the Coast and Geodetic Survey operating in any par- ticular district should send to the inspector of that district, as well as to the office in Washington, a change of address card whenever he moves his headquarters. 20. Registered mail. Important documents, records, and papers shall be forwarded by registered mail and registry receipt requested. (See also under "Records.") 21. Courtesy in correspondence. Official correspondence be- tween officers of the Coast and Geodetic Survey and with officials of other branches of the public service and with the public must be courteous in tone and free from any expression of a personal nature, but courtesy shall be indicated by the substance and feel- ing expressed rather than by mere polite phrases and formulas. REPORTS. 22. Report of season's work. Chiefs of parties and others intrusted with the charge of a party or the direction and execu- tion of any work of the Survey must make a detailed report to the Director, covering each specific work executed, as soon as practicable after said work is completed, and in no case later than one month. This report should, where necessary, in such cases as hydrography, topography, and triangulation, be accom- panied by a progress sketch, drawn to a suitable and convenient scale, showing the character, location, and extent of the work accomplished. For rules governing the preparation of progress sketches see General Instructions for Field Work. The date of beginning and ending field work should be stated. The general organization of the party should be stated, including a list of all official members thereof, with a statement of the general capacity in which each was employed. A table of statistics, showing a summary of the results obtained, should also be given (Form 21 ) It is also desirable to include in these reports brief remarks rela- tive to the methods employed in executing the work reported upon. When the work of a field party is continuous from July 1 to December 31 a report of progress shall be made on the latter date if there is no immediate prospect of completing the work assigned. Recommendations upon methods of field work should be made the subject of a separate communication. All reports and official correspondence should be on standard-size paper. If the field season covers parts of two fiscal years, the statistics for each year should appear separately, as near as practicable. 23. Annual reports. Chiefs of parties, commanding officers, and others intrusted with the charge of a party or the direction and execution of any work of the Survey will mail to the Director, as soon after July 1 as possible and not later than July 31, a report upon the work executed by them or under their direction during the fiscal year ending June 30 previous, and no other work shall be allowed to interfere with this requirement. This report should contain a statement of all work accomplished during the year. 12 REGULATIONS. 13 In making up the annual report much time and needless repeti- tion can be saved by reference to previous special or season's reports during the year ; these must not be repeated. The annual report should be supplemented by: (a) A table of statistics, giving a summary of the results obtained (on Form 21). This can be omitted, except by reference, if previously reported, (b) An abstract of occupation of the chief of party for the entire year, giving dates only when general character of occupation changed and stating explicitly dates of beginning and ending field work. 24. Personal reports. All commissioned officers and members of the field force who hold appointments by the Secretary must submit monthly to the Director a report of personal occupa- tion for the month on Form 19a. On the reverse side of this form a detailed statement of occupation should be made. Personal reports of members of a party must be approved by the chief of party or officer having direct administrative supervision of the work before transmission to the Director. They should be transmitted with the salary vouchers or pay accounts but must not be so folded in as to be overlooked upon receipt at the office. The pay accounts of officers will not be settled until the personal reports are received. 25. Descriptive reports. Chiefs of parties will submit de- scriptive reports with all sheets of hydrographic or topographic work executed by them or under their charge, in accordance with the rules prescribed for such reports under this title in General Instructions for the Field Work. Such reports shall accompany each sheet when transmitted to the office, or the reasons be clearly stated in the transmitting letter for the delay or omission. 26. Report of records. All persons having charge of field work will, at the close of each season's work, report to the Director if they have on hand from past seasons any records of field work, computations or original hydrographic, topographic, or other sheets, either complete or incomplete, or if they have deposited in the archives any incomplete records or sheets, giving a list of the same and an estimate of the time required for the completion of each. 27. Report of fitness of officers. Chiefs of parties and com- manding officers will forward to the Director, promptly at the close of each season's field or office work, or when an officer is detached or transferred, or when the chief of party is relived by another officer, and at such other times as the Director may require, a report upon the fitness of all officers under their charge and direc- tion, as prescribed by Form No. 218. This report will also apply 14 U. S. COAST AND GEODETIC SURVEY. to those temporary employees whose qualifications it is desirable to call to the attention of the Director. These reports form a part of the official records of the Director's office, and they should be made to give the required information in a true and impartial manner. When reports are unfavorable to any officer, the Director will communicate with the chief of party with a view to rectifying the deficiencies of the officer reported upon. 28. Monthly report and journal of field party. All chiefs of parties charged with the execution of field work of the Survey must mail to the Director, not later than the 10th of each month, a report and daily journal of occupation of the party under their charge during the preceding month. For this purpose Forms Nos. 20, 20a, or 20b, " Monthly report and journal of field work, etc.," shall be used, and persons making out reports should fill in the various details noted thereon, so far as circumstances will permit. (a) During the progress of combined operations the chief of party will mail a brief summary of the work accomplished during the month which must reach the office by the end of the month. He will also forward after the close of each month a sketch of the work accomplished on a scale suitable for transfer to a chart of the area of operations. 29. Monthly statement of expenses. This report on Form 474a, shall be forwarded by all chiefs of party monthly and within five days after the end of the month. The provisions of para- graphs 2, 3, and 4 on the back of this form must be strictly com- plied with, in order that the funds of the Bureau may be most efficiently utilized. The monthly statement of balances on Form 474 shall be forwarded to the chief of party as soon as possible after the receipt of Form 474a at the office. 30. Report of receipt of orders or instructions. When any officer of the Survey receives orders changing his duties he shall inform the Director promptly in writing, as follows : (a) Of the receipt of his orders and probable date of departure in obedience therewith. (5) Of the date of his arrival at destination and assuming his new duties, with the actual date he relinquished his former duty (Form 423). Chiefs of parties will see that this require- ment is complied with. 31. Officers reporting- at Washing-ton office, When any officer arrives at Washington, D. C., he will report within 24 hours at the office of the chief clerk and register the date of his arrival, REGULATIONS. 1 5 the vessel or party from which detached, and address while in Washington ; also when detached from the office will register the date of detachment, date of instructions for travel, and field ad- dress. 3. Report of injury. Immediate report of all cases of injury incurred in line of duty and resulting in any loss of time or any medical treatment must be reported on forms provided for the purpose, through the Director to the Federal Compensation Com- mission. (See Forms CA1, CA2, CAS, CA4, and CAS.) The term " injury " covers not only accidents as ordinarily defined but also any bodily injury or disease due to the performance of duties and causing incapacity for work. Chiefs of party who have cases concerning which they are doubtful must fill out the forms and forward them to the Director. (a) Notice of injury. Form CA1 shall be submitted by the in- jured employee, or some one in his behalf, to the chief of party within 48 hours after the injury. This form, when completed, may be delivered personally or mailed to the chief of party. (&) Report of injury. Form CA2 shall be submitted by the chief of party to the Director promptly after an injury. (c) Report of termination of total or partial disability. Form CAS shall be forwarded by the chief of party to the Director as soon as disability from injury terminates. This form shall be submitted for each injury resulting in any disability, whether or not the employee makes claim for compensation. (d) Report of death. Lower half of Form CAS shall be accom- plished by the chief of party in case of death resulting from an in- jury sustained while in the performance of duty. If death results immediately, or if no report of injury has previously been submitted such report, on Form CA2, must be forwarded with said report of death (Form CAS). (e) Claim for compensation on account of injury. Form CA4 shall be submitted through the chief of party to the Director within 60 days after the injury causing disability for more than three days. If this claim is not filed within 60 days after injury, a written explanation must be appended. The oath on this form must be acknowledged before an officer having a seal, unless it is impossible to do so. (f) Claim for compensation on account of death. Form CAS shall be submitted through the chief of party to the Director within one month after death occurs. If not so submitted, an explanation of the delay must accompany the claim. The oath 16 U. S. COAST AND GEODETIC SURVEY. on this form must be acknowledged before an officer having a seal, unless it is impossible to do so. ( See par. 77. ) 33. Monthly purchase list. With each set of original accounts. or vouchers sent to the office for settlement, chiefs of parties will transmit upon a separate sheet (Form No. 43) a list of all items charged for in the accounts. This list will be checked by the dis- bursing officer, and the articles charged for on the inventories of the persons concerned. Articles in the nature of supplies which will soon be consumed may be marked " expended " on the list, and need not be entered on the inventories. The provisions of this paragraph also apply to supplemental accounts. (See pars. 511 and 553.) 34. Storage reports. Forms Nos. 46 and 46a will be used in reporting storage of all classes of public property. Each pack- age, box, or bundle must be numbered and a list of its contents given. (See par. 563.) (a) This report is to be made at the time said articles are stored, or when articles are withdrawn from storage, or when the place of storage is changed. When no storage or change of storage occurs during any month, that fact must be reported on Form No. 46, at the close of each month, and with the addi- tional statement that " Property as per itemized report of , 19 , remains on storage unchanged " ; and such report must con- tinue to be made monthly as long as said person remains respon- sible for the articles in storage. (&) In storing property special care should be given to pack- ing and listing important articles, instruments especially, in num- bered packages, in such a way that when required they may be readily withdrawn from storage and shipped to the office or elsewhere by sending the necessary directions and package number to the custodian. (c) Reports must show date and place of storage, with whom stored, rate of storage, and whether to be paid monthly or quar- terly. Form No. 15 (storage receipt) properly filled out and duly signed by the chief of party and custodian of the property must also accompany the storage report. Form No. 15 will not be required when property is stored in a field station or other store- house of the Survey, or in storerooms of another department or bureau of the Federal Government. (d) No person shall store property of any kind at Government expense until he has received authority from the Director to do so. (See par. 563.) REGULATIONS. 17 35. Beport of horses and mules. The chief of every party for the work of which horses or mules are purchased must, at the end of each field season, promptly report to the Director the number and class of all animals on hand, with the value in the open market of each animal, the cost of keeping each per month on pasturage or otherwise during the nonfield season, and shall also submit such recommendation in reference thereto as may be deemed advisable. It shall also be the duty of the chief of party at the close of each season, and upon the approval of the Director, to sell to the best advantage every animal not necessary or fit for future use. 36. Beport of unserviceable property. Chiefs of parties and other concerned must bear in mind that no survey property of any kind should be put in storage simply for the purpose of get- ting it off their hands and where there is a probability that it would remain in storage indefinitely or for a long period of time. Whenever an officer in the field has charge of property that he no longer needs in the prosecution of his work, or that he con- siders valueless to the service, he should, sufficiently in advance, advise the office concerning said property and request instructions for its disposition. (See pars. 556 and 558b.) 37. Report of clothing and small stores. All purchases of clothing and small stores must be reported immediately upon re- ceipt of same (Form 233), with the cost price of each article purchased. This applies to purchases made in the open market as well as from the Navy Department. (See par. 365.) (a) Purchases shall not be in excess of the quantity required to last until there is another opportunity to purchase. Overstock- ing is to be carefuly avoided. Rubber goods, oiled clothing, and similar articles of a perishable nature may be purchased only in quantities for which there is an immediate demand, and shall not be carried in stock. 38. Report of issues. Report of clothing and small stores issued during the month must be made monthly on Form No. 233, and mailed in advance of the monthly pay rolls. If no issue occurs during the month, that fact will be noted on the face of Form No. 233 and the proper statement of account will be made on the back of the form. The report will then be signed and for- warded in the usual way. (See par. 370.) 39. Report of inventory board. At the end of each quarter the commanding officer shall forward to the office, on Form 233a, the report of a board of officers, appointed by himself, to inven- 33379 21 2 18 U. S. COAST AND GEODETIC SURVEY. tory the clothing and small stores on hand, which report shall state whether the articles on hand agree with the issuing officer's book account, and if not, shall specify the discrepancies found. (See par. 371.) 40. Report of audit of mess accounts. At the end of each month it shall be the duty of the commanding officer to appoint a board of three officers to examine and audit the accounts of the various messes, and he shall forward their report to the office promptly. If any irregularities or unusual charges are found in the accounts, a full statement in regard to them must accom- pany the report, together with a statement of the commanding officer's action in reference to their adjustment. Form No. 345. " Statement of mess accounts," will be used for this report, and the directions printed on the back thereof must be complied with. 41. Report of inspection. Commanding officers will transmit to the office, at the close of the season, when the vessel is put in commission, when the vessel is put out of commission, upon the completion of extensive repairs, and as soon after the close of each quarter as practicable, a report of inspection of the vessel under his command, in accordance with the requirements of Form No. 217, "Inspection of vessel." This report will include that of the engineer in charge of the vessel's machinery, which must be approved by the commanding officer. This report should also state any other facts (not embraced in the printed questions) in reference to the vessel's condition which the commanding officer considers necessary to call to the attention of the office. A copy of each report must be retained aboard ship for convenient reference. 42. Conduct report of seamen sent to hospitals. Form No. 214, properly filled out and signed by the commanding officer, will be sent to the medical officer in charge of the United States ma- rine hospital to which a seaman is transferred for treatment. When a patient is discharged from the hospital, or dies, or de- serts, the medical officer in charge of the hospital will return this form (No. 214) to the commanding officer of the vessel where the man's pay account, etc., are kept, and said commanding officer will enter this conduct report on the man's shipment record ( ship's file copy) in the same manner that entries are made in the trans- fer of men from one ship to another. 43. Report of men sent to hospitals. Whenever a patient is sent to a hospital, the commanding officer will immediately for- ward a report on Form 495 to the Director, giving the name, rating, pay of patient, date of removal to hospital, name of hos- REGULATIONS. 19 pita], and the disease or injury from which the patient is suffer- ing. This information will also be noted in the ship's log and in the medical journal, and will be reported by the medical officer in his quarterly abstract of patients (Form No. 235). 44. On discharge from hospital. When the patient has re- turned from the hospital to the vessel, the commanding officer shall immediately forward a report on Form 495 to the Director, giving the name of the hospital, the date the patient was admitted, the date discharged, and the number of days and thirds of a day during which his ration ceases on the ship. This information will also be entered in the ship's log book and in the medical journal. 45. Report of shipment of men. Immediately upon the ship- ment of a man a report of such shipment on Form 416 shall be forwarded to the office. At the end of each month the shipping articles (Form 366) containing the names and description of all men shipped during the month, shall be forwarded to the office by the commanding officer. This report should also be forwarded before leaving port on a voyage. 46. Report of transfers. The transfer of a member of the crew can be made only upon authority of the Director, except in Alaska and the insular possessions, where the interests of the work may require immediate action. In all cases of transfer a "Notice of transfer" (Form No. 211) shall be forwarded by the commanding officer making the transfer, to the commanding officer receiving the person, and the latter officer must sign and forward it to the Director when the person has been received on board. (See par. 96.) . 47. Report of changes in officers and crew, and of passengers carried. Commanding officers must mail to the Director, on Form 365, at the end of each month and also before the vessel leaves port on a voyage, a report of changes that have occurred among the officers and crew since the last report, such as changes in ratings, desertions, shipments, discharges, etc., also the name and official designation or personal relation of passengers carried and ports of embarkation and destination. The report is to be forwarded whether changes have occurred or not. Read carefully the in- structions on the back of the form. 48. Discharges. Discharges (Form 364) must be noted on the shipping articles (ship's file copy) and a duplicate of each "Dis- charge" must be sent to the office. A discharge must be given and a signed duplicate must be sent to the office at the termina- tion of enlistment, even though the man is immediately reshipped. 20 U. S. COAST AND GEODETIC SURVEY. The descriptive list and service record of the man (Form 215) should be sent in with the duplicate discharge. 49. Report of rejection and waiver of disability. Form No. 220, properly filled out, signed by the examining surgeon, and in- dorsed by the commanding officer, is to be forwarded to the Di- rector for his action, in cases of desirable men whose physical defects debar them under the rules governing medical examina- tion, but who are entitled to consideration on account of previ- ous service, and whose physical defects will not prevent them from performing the duties of their intended ratings. 50. Report to prevent reshipping- a man. In all cases where a man is undesirable, by reason of desertion, incompetency, in- aptitude for the service, dishonorable or bad-conduct discharge, Form 226 must be filled out and sent to the Director, the district inspectors, and to the commanding officers of each of the vessels of the Survey. 51. Report of vessel laid up. When a vessel is laid up the commanding officer will report to the office the general condition of the vessel, amount required for repairs, the exact locality of her moorings, the condition and disposition of her boats and equip- ment, and the name of the ship keeper, etc. He will instruct the ship keeper that he is responsible for all stores and property under his charge, as well as for the safety of the vessel. The dates when vessels are placed in commission and when laid up should be promptly reported to the office. 52. Medical officer's season's report. At the close of each cruise each medical officer shall transmit to the Director, through the commanding officer, a report which shall contain an abstract of his medical journal during the cruise, and also any items of professional interest observed during the voyage. This report should also include any notes which he may have made on the sanitary conditions, natural history and the abundance and phys- ical properties of the water supply of the regions visited. ( See par. 303.) 53. Morning report of sick. The medical officer of each vessel shall report daily before 10 a. m. to the commanding officer, and through the executive officer, the names, rating, and condition of all persons who are sick and unfit for regular duty. Form No. 242 will be used for this report. (See par. 298.) 54. Coal reports. The chief engineer shall report to the com- manding officer daily on Form 61 the amount of coal received or consumed during the last 24 hours and the amount of coal re- maining in the bunkers. REGULATIONS. 21 55. Reports and returns required of field officers. To assist those concerned in the matter of the regular transmission of the forms, reports, and returns required, there is given below a classified list of the titles and numbers of these forms, arranged according to the intervals of transmission. All officers are ex- pected to consult this list and assure themselves that the reports and returns are submitted as required by the regulations. (a) Whenever notice is published that the old edition of any of these forms has been canceled a requisition should be made im- mediately for sufficient copies of the new forms and upon receipt of these forms the old ones must be destroyed. QUADRENNIAL. Bond of chief of party (par. 401). ANNUAL. Abstract of occupation (par. 23). Inventories of instruments, general property, medicines, and books, Forms 14, 14a, 18, 18a, and 55 (par. 564). Progress sketches (par. 22). Report (par. 23). Statistical report, Form 21 (pars'. 22, 23). SEMIANNUAL. Progress sketches (pars. 22, 23). Abstract of occupation (par. 23). Statistical report, Form 21 (pars. 22, 23). QUARTERLY. Checks, canceled and mutilated (par. 490). Clothing and small stores, statement of, Form 233a (pars. 39, 371). Inspection of vessel, Form 217 (par. 41). MONTHLY. Accounts for party, forms as per requisition (par 491). Brief summary of work accomplished during months, to be forwarded so as to reach office before end of month. 22 U. S. COAST AND GEODETIC SURVEY. Clothing and small stores : Issues, Form 233 (pars. 38, 370). Purchases, Form 233 (par. 37). Mess accounts, Form 345 (par. 40). Personal report, Form 19a (par. 24). Purchase list, Form 43 (pars. 33, 511, 553). Report of changes, Form 365 (par. 47). Report and journal, Forms 20, 20a, 20b (par. 28), Schedule of work, Forms 20, 20a, 20b (par. 28). Shipping articles, Form 366 (par. 45). Statements of expenses, Form 474a (par. 29). Storage report, Forms 46, 46a (par. 34a). BEGINNING OF SEASON. Estimate of expenses (par. 383). BEFORE END OF SEASON. Estimates for repairs, Forms 1, la (par. 389). END OF SEASON. Condition of vessel (par. 41). Descriptive reports (par. 25). Fitness of officers, Form 218 (par. 27). Natural history of places visited (pars. 52, 303). New regions (pars 52, 303). Original sheets (par. 26). Progress sketches (par. 22). Inspection of vessel, Form 217 (par. 41). Report of records (par. 26). Report of work (par. 22). Sanitary conditions of places visited (par. 52). Storage receipts, Form 15 (par. 563g). Storage reports, Forms 46, 46a (par. 34). Statistical report, Form 21 (par. 22). OCCASIONALLY. Address, notice of change of, Form 342 (par. 19). Absence : Annual or sick (pars. 110, 111). From field of duty (par. 75). REGULATIONS. 23 Accident or damage: Report of (par. 239). Shipwreck or collision (par. 238). Discharge of member of crew: Duplicate of discharge, Form 364 (par. 48). Service record, Form 215 (par. 48). Injury: Forms CA1, CA2, CA3, CA4, and CAS (par. 32). May and June of each year : Statement of expenses, paragraphs 3 and 4 on back of Form 474a (par. 29). Estimate of expenses, paragraph 2 on back of Form 474a (par. 29). Receipt of orders : Acknowledgment (par. 30a). Detachment and reporting for duty, Form 423 (par. 30&). Receipt of instructions : Acknowledgment (par. 30a). Estimates, Forms 1, la (pars. 383, 385). Funds, requisition for, Form 13^ (pars. 11, 547). Instruments and general property requisitions, F6*rm 12 (par. 546). Stationery requisitions, Form 11 (par. 545). Receipt of property from office: Acknowledgment (pars. 477. 555). Storage of property : Storage report, Forms, 46 46a (par. 34a). Storage receipt, Form 15 (par. 34c). Transfer of command or of charge of party : Clothing and small stores, transfer (par. 376). Inventories, Forms 14, 14a, 18, 55 (par. 564). Notification to office of date of transfer. Transfer of officers ; Accounts, Form 327 (pars. 12, 523). Transfer of member of complement (crew) : Accounts, Form 211 (pars. 46, 97). Service record, Form 215 (par. 48). Vessel leaving port: Report of changes, Form 365 (par. 47). Vessel docking: Tail-shaft examination (par. 251). Vessel going in commission: Inspection of vessel, Form 217 (par. 41). 24 U. S. COAST AND GEODETIC SURVEY. Vessel going out of commission : Inspection of vessel, Form 217 (par. 41). Report of vessel laid up (par. 51). Accounts (par. 544). Various other times : Assistance rendered (par. 255). Bids, contracts, or bonds for supplies, work, or re- pairs, Forms 568, 568a, 569, 569A, 168a, 168c (pars. 340, 362). Bills of lading and memorandums (pars. 471, 480). Clothing and small stores Invoices and bills (par. 367). Losses, report of board appointed to appraise (par. 369). Consent of parent or guardian, Form 219 (par. 87). Correspondence (pars. 9, 21). Descriptions of hydrographic and topographic sta- tions, Form 524. (See General Instructions for Field Work, pars. 208, 209.) Disability, rejection and waiver of, Forrr 220 (par. 49). Diseases, infections (par. 252). Estimates for field work or repairs, Forms 1, la (pars. 383, 389). Fitness of officers, Form 218 (par. 27). Funds, requisition for, Form 13 (pars. 11, 547). Hire of launch, Form 508 (par. 361f clothing and s*mall stores. (See par. 39.) 372. Price of clothing and small stores. An advance to be fixed by the Director of not more than 5 per cent of the invoice price of clothing and small stores shall be made and added to the cost price to cover incidental losses. In making this advance, no single item for the total of all items shall exceed the fixed per cent allowed. Any amounts paid for freight or to preserve the goods, such as for moth balls, will be added to the original price of the goods and be distributed as equally as possible. The issue price will include all additions made to the invoice price as prescribed by this paragraph. (See par. 374.) (a) Articles of clothing and small stores issued to enlisted men shall be receipted for upon the monthly pay rolls, and the amount so charged must correspond with the monthly returns of issue of clothing and small stores. 373. Accumulation fund. A check for the difference between the cost price and the issue price of stores received shall be made REGULATIONS. 101 out to the special disbursing agent, Coast and Geodetic Survey, the object for which drawn being "Accumulation fund," and mailed to him promptly. The fund resulting from this advance shall be under the control of the Director, to be used in making good losses <>r shortages, not the result of carelessnes or neglect. 374. Adjustment of prices. When a new shipment of clothing and small stores is received, the percentage of advance for the ac- cumulation fund and the amount of the freight and other au- thorized charges shall be added to the original cost of the articles. An adjustment will then be made between the prices of similar articles in stock and those received. In making the adjustment, any slight difference may be included in the accumulation fund instead of distributing it among the prices of the various articles. A complete itemized statement of the price adjustment shall be reported on Form No. 233, clothing and small stores issue, promptly upon the receipt of stores. (See par. 372.) 375. Issuing- days. The commanding officer should designate two days in each month for the issue of clothing and small stores. Clothing and small stores must be issued by the officer having custody of them, directly to the person to whom they will be charged, and in the presence of another officer, who shall wit- ness the facts with his signature. In special cases, where the supplies are for men leaving the ship on detached parties, they may be receipted for on leaving the ship, and the issue witnessed by the officer in charge of the detached party. 376. Transfer of stores on change of command. When an officer is relieved of command of a vessel he shall turn over to his successor all clothing and small stores on hand at the end of the preceding month, adding any subsequent invoices, and take his successor's receipt for them at issuing price. He shall forward this receipt in duplicate to the disbursing agent, who will credit his account with the value of the clothing and small stores as per receipt and charge the same to the account of his successor. 377. White mess coats, caps, and aprons furnished mess- men. At the discretion of the Director, white linen or cotton coats, caps, and aprons will be furnished for the use of cooks, stewards, and mess attendants on vessels of the Coast and Geodetic Survey, where the compensation of such employees is not specifically fixed by law, the articles furnished to remain the property of the Government as a part of the regular equip- ment of the vessels, an