SOP-BPR-0001

Updates to MEDUSA Personnel Records SOP-BPR-0001

Introduction/Purpose

This document is to lay out procedures to be followed when an update is required to a member's personnel record in MEDUSA which cannot be made by the member themselves.

Scope

This document is intended to be used by all members

Prerequisites

Updates to MEDUSA may fall under the following categories

1) A Chapter command triad member wishing to assign a billet or rating to a member of their chapter

2) Commissioning, Decommissioning, or Change of Command of a chapter

3) Members being added or removed from outside chapter level positions

4) High Rank Promotions

5) Special Circumstances

Procedures

Chapter command triad wishing to assign a billet or rating to a member of their chapter

Any member of the command triad may request that a billet or rating be assigned to a member of their ship. Billets do not require any training in order to be filled, however ratings require the appropriate coursework from BuTrain to be completed.

1. Email the request to bupers@trmn.org and state the Member's Name, RMN #, which billet or rating you wish to be assigned, and whether it is a billet or a rating assignment. A rating assignment will provide both the billet and rating to the member.

2. If a rating is requested a member of BuPers checks the members academic record in order to ensure proper coursework is completed.

3. The update is made to the members record within 1 week of the email being sent, and a reply is sent stating the updates have been made.

a. If no reply has been received within 1 week, the requestor should follow up with 5sl@trmn.org and deputy@bupers.trmn.org to check on the status of the request.

Commissioning, Decommissioning, or Change of Command of a chapter

All requests for this type of update must come from BuShips or an authority which has been granted permission to BuPers by BuShips

1. Email the request or the text of the order to bupers@trmn.org

2. BuPers will process update and movement of all members involved in the order within 1 week of the email being sent, and will reply stating the updates have been made.

a. If no reply is received within 1 week, follow up with 5sl@trmn.org and deputy@bupers.trmn.org to check on the status of the request.

3. If any CO/XO/Bosun notices they do not have the required permissions for their role in MEDUSA after the update has been confirmed, they may then contact bupers@trmn.org to get us to review.

a. Chapter COs have the ability to:

i. Perform Promotions for members of their chapter

ii. File Chapter reports

iii. View detailed member information of every chapter member

b. Chapter XOs have the ability to:

i. File Chapter reports

ii. View detailed member information for every chapter member

c. Chapter Bosuns have the ability to:

iii. View detailed member information for every chapter member.

Members being added/removed from outside chapter level positions

1. The request must come from the command staff of where the position resides.

a. Requests from individual members will be replied back to and asked that their COs contact BuPers to get it updated

b. For Resignations, if the member is unable to get reply from CO within 2 weeks, then the member may forward a copy of that request to bupers@trmn.org in order to process

c. If no reply has been received within 1 week follow up with 5sl@trmn.org and deputy@bupers.trmn.org to check on the status of the request.

2. Email the request to bupers@trmn.org stating the Member's Name, RMN #, Position they will be filling, new rank if required and request any special MEDUSA permissions that will be required for that role and reasons for those permissions.

a. If the new rank is more than 1 rank above their current rank it is a Brevetted rank and must be held for a period of 12 months (6 months for instructors), to become their permanent rank.

b. If they are leaving the position before that time period is up please indicate which rank they are going down to.

3. BuPers will process updates to the members record within 1 week of the email being sent, and a reply sent stating the updates have been made.

a. Not all special permission requests may be honored for positions. If it is not honored we will tell you why in the reply.

b. If no reply has been received within 1 week follow up with 5sl@trmn.org and deputy@bupers.trmn.org to check on the status of the request.

High Rank Promotions

1. All requests for Promotions above what Chapter/Fleet COs/Space Lords can do which are not as a result of taking on a new position must be communicated to BuPers by the appropriate Board.

a. If you wish a delay in entering the information into MEDUSA in order to make a special announcement, please indicate such.

2. Request is to be e-mailed to bupers@trmn.org stating the Member's Name, RMN #, new rank, and effective date.

a. If no effective date is given the date of the email will be used.

3. Updates to the members record will be processed by BuPers within 1 week of the email being sent, and a reply given stating the updates have been made.

a. If a delay is requested BuPers will respond they have received the email and are waiting to process it.

i. A follow up email must be provided by the CO as when it is good to enter the information into a member's record.

b. If no reply has been received within 1 week follow up with 5sl@trmn.org and deputy@bupers.trmn.org to check on the status of the request.

Special Circumstances

Order of Queen Elizabeth

1. The OQE office will email bupers@trmn.org when updates are announced to the Order

a. BuPers will make all changes to members OQE on the main service record of the appropriate members which are in the announcement within 1 week and reply back that it has been completed.

b. If no reply has been received within 1 week please follow up with 5sl@trmn.org and deputy@bupers.trmn.org to check on the status of the request.

2. If a member notices their OQE on their main service record is incorrect they may e-mail bupers@trmn.org and provide what their rank should be.

a. BuPers will email the OQE office and request confirmation of the rank, update if confirmed, and reply back to original e-mail with whether it is updated or not.

b. If no reply has been received within 2 weeks please follow up with 5sl@trmn.org and deputy@bupers.trmn.org to check on the status of the request.

Other Knightly Orders

1. The Steering Committee will email bupers@trmn.org with quarterly updates to the different Knightly Orders once announced

a. BuPers will make all changes to Knightly Orders on the main service record of the appropriate members which are in the announcement within 1 week and reply back it has been completed.

b. If no reply has been received within 1 week please follow up with 5sl@trmn.org and deputy@bupers.trmn.org to check on the status of the request.

2. If a member notices their Knightly orders are of the wrong rank they may email bupers@trmn.org and provide what their rank should be.

a. BuPers will email the Steering Committee to confirm what the member's rank should be for the appropriate Knightly Order, update if confirmed and reply back to the original email.

b. If no reply has been received within 2 weeks please follow up with 5sl@trmn.org and deputy@bupers.trmn.org to check on the status of the request.

Peerages

1. The Speaker of the House of Lords will email bupers@trmn.org with quarterly updates to the Peerage after they are announced.

a. BuPers will make all changes to Peerage on the main service record of the appropriate members which are in the announcement within 1 week and reply back it has been completed.

b. if no reply has been received within 1 week please follow up with 5sl@trmn.org and deputy@bupers.trmn.org to check on the status of the request.

2. If a member notices their Peerage is incorrect they may email bupers@trmn.org and provide what it should be

a. BuPers will email the Speaker of the House of Lords to confirm the proper peerage level and update if confirmed and reply back to the original e-mail.

b. If no reply has been received within 2 weeks please follow up with 5sl@trmn.org and deputy@bupers.trmn.org to check on the status of the request.

Non-Primary Chapter Change Request

1. If your “local” chapter is not listed as the primary chapter in MEDUSA email bupers@trmn.org if you wish to change to a new local chapter.

a. The tool in MEDUSA for Branch/Chapter change requests only supports changing the Primary Chapter

2. BuPers will update your record changing your “local” chapter to the new one of your choice within 1 week and reply back it has been completed

a. If no reply has been received within 1 week please email 5sl@trmn.org and deputy@bupers.trmn.org to check on the status of the request

Updating Promotion Points in Medusa

A member is responsible for updating their own promotion points in Medusa. However, some fields are not editable by the membership. These fields are specifically under the Service in Parliament and Peerages categories.

1. After the yearly election the Speaker of the House of Commons will e-mail a list of all current and former Members of Parliament to bupers@trmn.org with the start and end dates (if applicable) for each member

a. BuPers will make the necessary alterations to individual records based on these start/end dates (if applicable) within 1 week and reply back once completed

b. if no reply has been received within 1 week please follow up with 5sl@trmn.org and deputy@bupers.trmn.org to check on the status of the request.

Taking a Break/Leaving TRMN

1. Any member can send a request to bupers@trmn.org to take a break or leave the organization, and these requests will be honored, however there are a few options with are available

a. HMS Charon (Taking a break)

i. You will retain your rank, awards, and coursework completed

ii. Your membership status will be set to Inactive

iii. You will not be communicated with unless there is an organization wide communication which is required to goto all members (internet security incidents, etc.)

b. Removal from TRMN

i. This will be confirmed via email with the option of HMS Charon being presented

ii. This must be responded to for us to fully process this request, otherwise within 1 week we will process as an Inactive membership status HMS Tartarus request

iii. To fully remove yourself from our database you will need to submit a GDRP request.

iv. Upon receipt of GDRP we will remove you from our database

2. Regardless of whether or not no additional communication from us is requested BuPers will respond to this request within 1 week stating the requested action has been performed

3. Any inactive member still has access to their medusa records, and may log in and request a Transfer inside Medusa in order to become active again

a. If you had requested removal from TRMN, you may rejoin one time.

b. If your records were GDRP-ed out, you will need to start again from the beginning, otherwise your previous record will be re-instated.

Death of a Member

1. Any member may email bupers@trmn.org with the Name, Chapter (if known), RMN # (if known) of a recently deceased member for transfer to one of our Valhalla units.

a. The Valhalla Units are: HMS Valhalla (Navy/Civilian), MARDET Valhalla (RMMC), 4th Queen’s Own Falcon Ends Rangers (RMA)

b. BuPers will move the member to HMS Valhalla with an effective date of the e-mail or actual date of death if provided within 2 days and reply back that it has been completed.

c. If no reply has been received within 2 days please follow up with 5sl@trmn.org and deputy@bupers.trmn.org to check on the status of the request.

2. If any member is found to report a fellow member as deceased to BuPers who is not it will be considered harassment and referred to the Lord Chancellor for review of the member’s actions.

Responsible Parties

• Commanding Officers are required to provide timely staffing updates for their areas of responsibility to ensure MEDUSA is kept up to date
• bupers@trmn.org is monitored by the 5SL, D5SL, CSMCPO BuPers and BuPers CoS and are responsible for all updates in MEDUSA
• 5SL/D5SL are responsible for all updates to permissions of members in MEDUSA
• Members are responsible for their own Ribbon Racks

Resources

• TRMN Code of Conduct
• Forms

Definitions

BuPers – Bureau of Personnel

5SL – Fifth Space Lord

D5SL – Deputy Fifth Space Lord

BuShips – Bureau of Ships

OQE – Order of Queen Elizabeth

CO – Commanding Officer

XO – Executive Officer

Version History

VERSION	DATE SUBMITTED	APPROVAL	NOTES
0.01a	04/10/20	DM 04/10/20	Creation of Document
0.10a	04/11/20	DM 04/11/20	Internal BuPers review completed submitted to 1SL
0.90b	04/17/20	DM 04/22/20	1SL Review and changes made submitting to FLA
1.00	05/04/20	Reviews completed
1.99a	11/12/23	DM 11/12/23	Updates based on organization changes
1.99b	11/12/23	DM 11/30/23 Final Review of v2 changes
2.00	03/10/24	BoD Approval of changes