DoD Directives
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Department of Defense |
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INSTRUCTION |
NUMBER 1336.1
January 6, 1989
Incorporating Through Change 3, February 28, 2003
ASD(F&P)
SUBJECT: Certificate of Release or Discharge from Active Duty (DD Form 214/5 Series)
References: (a) DoD Instruction 1336.1, "Certificate of Release or Discharge from Active Duty (DD Form 214 Series)," December 14, 1978 (hereby canceled)
(b) Deputy Assistant Secretary of Defense (Manpower and Reserve Affairs) Memorandum, "Discontinuation of the Use of Certain Information of Separation Documents Issued to Individuals," March 27, 1974 (hereby canceled)
(c) Deputy Assistant Secretary of Defense (Manpower and Reserve Affairs) Memorandum, "Discontinuation of the Use of Certain Information on Separation Documents Issued to Individuals," May 13, 1974 (hereby canceled)
(d) through (m), see enclosure 5
1.
1.1. Reissues reference (a) to consolidate into a single document pertinent portions of reference (b), (c), (d), and (e); and
1.2. Prescribes procedures concerning the preparation and distribution of revised DD Form 214 to comport with the requirements of references (e) and (f) and the control and publication of separation program designators (SPDs).
2.
2.1. The provisions of this Instruction apply to the Office of the Secretary of Defense, the Military Services, the Joint Staff, and the Defense Agencies (hereafter referred to as "DoD Components"). The term "Military Services," as used here, refers to the Army, Navy, the Air Force, the Marine Corps and, by agreement with the Department of Transportation, to the Coast Guard.
2.2. Its provisions include procedures on the preparation and distribution of DD Forms 214, 214-ws, and 215 (enclosures 1, 2, and 3) which record and report the transfer or separation of military personnel from a period of active duty. (NOTE: Computer-generated formats are acceptable substitutes provided Assistant Secretary of Defense (Force Management and Personnel) approval is obtained.) DD Forms 214 and 215 (or their substitutes) will provide:
2.2.1. The
2.2.2. The
2.2.3.
2.3. Its provisions include procedures on the control and distribution of all lists of SPDs.
3.
3.1. Administrative Issuance or Reissuance of DD Forms 214 and 215.
3.1.1. The DD Form 214 will normally be issued by the command from which the member was separated. In those instances where a DD Form 214 was not issued, the Services concerned may establish procedures for administrative issuance.
3.1.2. The DD Form 214, once issued, will not be reissued except:
3.1.2.1. When directed by appropriate appellate authority, Executive order, or by the Secretary concerned.
3.1.2.2. When it is determined by the Service concerned that the original DD Form 214 cannot be properly corrected by issuance of a DD Form 215 or if the correction would require issuance of more than two DD Forms 215.
3.1.2.3. When two DD Forms 215 have been issued and an additional correction is required.
3.1.3. Whenever a DD Form 214 is administratively issued or reissued, an appropriate entry stating that fact and the date of such action will be made in Block 18, Remarks, of the DD Form 214 unless the appellate authority, Executive order, or Secretarial directive specifies otherwise.
3.2. The Military Services will ensure that every member (except as limited in 3.2.2., and excluding those listed in 3.3.) being separated from the Military Services is given a completed DD Form 214 describing relevant data regarding the member's service, and the circumstances of termination. DD Form 214 may also be issued under other circumstances prescribed by the Military Service concerned. A continuation sheet, if required, will be bond paper, and will reference: the DD Form 214 being continued; information from blocks 1 through 4; the appropriate block(s) being continued; the member's signature, date; and the authorizing official's signature. DD Forms 214 are not intended to have any legal effect on termination of the member's service.
3.2.1.
3.2.1.1. The original of DD Form 214 showing separation from a period of active service with a Military Service, including release from a status that is legally determined to be void, will be physically delivered to the separatee prior to departure from the separation activity (a) on the effective date of separation; or (b) on the date authorized travel time commences.
3.2.1.1.1. Copy No. 4, containing the statutory or regulatory authority, reentry code, SPD code, and narrative reason for separation also will be physically delivered to the separatee prior to departure, if he/she so requested by initialing Block 30, Member Requests Copy 4.
3.2.1.1.2. Remaining copies of DD Form 214 will be distributed on the day following the effective date of separation (see 3.5.).
3.2.1.2. When separation is effected under emergency conditions which preclude physical delivery, or when the recipient departs in advance of normal departure time (e.g., on leave in conjunction with retirement; or at home awaiting separation for disability), the original DD Form 214 will be mailed to the recipient on the effective date of separation.
3.2.1.3. If the separation activity is unable to complete all items on the DD Form 214, the form will be prepared as completely as possible and delivered to the separatee. The separatee will be advised (a) that a DD Form 215 will be issued by the Military Service concerned when the missing information becomes available; and (b) that it will not be necessary for the separatee to request a DD Form 215 for such information (see 3.5.3.).
3.2.1.4. If an optical character recognition format is utilized by a Military Service, the first carbon copy of the document will be physically delivered or mailed to the separatee as prescribed in subparagraphs 3.2.1.1., 3.2.1.2., and 3.2.1.3. of this section.
3.2.2.
3.2.3.
3.2.3.1. Discharge for immediate enlistment or reenlistment (optional--at the discretion of the Military Services). However, Military Services not providing the DD Form 214 will furnish the member a DD Form 256, "Honorable Discharge Certificate," and will issue instructions requiring those military offices that maintain a member's records to provide necessary Service data to the member for application to appropriate civilian individuals, groups, and governmental agencies. Such data will include Service component, entry data and grades. (See subparagraph 3.4.10.)
3.2.3.2. Termination of enlisted status to accept an appointment to warrant or commissioned officer grade.
3.2.3.3. Termination of a temporary appointment to accept a permanent warrant or commission in the Regular or Reserve components of the Armed Forces.
3.2.3.4. Termination of an officer appointment in one of the Military Services to accept appointment in another Service.
3.3.
3.3.1. Personnel found disqualified upon reporting for active duty and who do not enter actively upon duties in accordance with orders.
3.3.2. Personnel whose active duty, active duty for training, full-time training duty or active duty for special work is terminated by death.
3.3.3. Personnel being removed from the Temporary Disability Retired List.
3.3.4. Enlisted personnel receiving temporary appointments to warrant or commissioned officer grades.
3.3.5. Personnel whose temporary warrant or commissioned officer status is terminated and who remain on active duty to complete an enlistment.
3.3.6. Personnel who terminate their Reserve component status to integrate into a Regular component.
3.3.7. Personnel separated or discharged who have been furnished a prior edition of this form, unless that form is in need of reissuance for some other reason.
3.4.
3.4.1. DD Form 214 is an important record of service that must be prepared accurately and completely. Any unavoidable corrections and changes made in the unshaded areas of the form during preparation shall be neat, legible and initialed on all copies by the authenticating official. The recipient will be informed that making any unauthorized change or alteration of the form will render it void.
3.4.2. Since DD Form 214 is often used by civilian personnel, abbreviations should be avoided.
3.4.3. Copies of DD Form 214 transmitted to various governmental agencies shall be legible, especially those provided to the Veterans Administration (Department of Veterans Affairs, effective March 15, 1989, in accordance with Section 18(a), reference (m)) and the Department of Labor.
3.4.4. The authority for a member's transfer or discharge will be cited by reference to the appropriate Military Service regulation, instruction, or manual, followed by the appropriate separation program designator on copies 2, 4, 7, and 8 only. A narrative description to identify the reason for transfer or separation will not be used on copy 1.
3.4.5. To assist the former Service member in employment placement and job counseling, formal inservice training courses successfully completed during the period covered by the form will be listed in Block 14, Military Education; e.g., medical, dental, electronics, supply, administration, personnel or heavy equipment operations. Training courses for combat skills will not be listed. See the 1978 Guide to the Evaluation of Educational Experiences in the Armed Services (reference (g)), for commonly accepted course titles and abbreviations.
3.4.6. For the purpose of reemployment rights (DoD Directive 1205.12, reference (h)), all extensions of service, except those under 10 U.S.C. 972 (reference (e)), are considered to be at the request and for the convenience of the Government. In these cases, Block 18 of DD Form 214 will be annotated to indicate, "Extension of service was at the request and for the convenience of the Government."
3.4.7. When one or more of the data items on the DD Form 214 are not available and the document is issued to the separatee, the applicable block(s) will be annotated "See Remarks." In such cases, Block 18 will contain the entry "DD Form 215 will be issued to provide missing information." When appropriate, Block 18 will also reflect the amount of disability pay, and the inclusive dates of any nonpay/excess leave days.
3.4.8. The authorizing official (E-7, GS-7 or above) will sign the original in ink ensuring that the signature is legible on all carbon copies. If not, a second signature may be necessary on a subsequent carbon copy. The authorized official shall be an E-7, GS-7, or higher grade, except that the Service concerned may authorize chiefs of installation separation activities (E-5, GS-5, or above) to serve in this capacity if designated in writing by the responsible commander and/or director (O-4, or above).
3.4.9. The following are the only authorized entries in Block 24, Character of Service, as appropriate: "Honorable," "Under Honorable Conditions (General)," "Under Other Than Honorable Conditions," "Bad Conduct," "Dishonorable," or "Uncharacterized." When a discharge has been upgraded, the DD Form 214 will be annotated on copies 2 through 8 in Block 18 to indicate the character of service has been upgraded; the date the application for upgrade was made; and the effective date of the corrective action.
3.4.10. The date entered in Block 12.a. shall be the date of enlistment for the earliest period of continuous active service for which a DD Form 214 was not previously issued. For members who have previously reenlisted without being issued a DD Form 214, and who are being separated with any discharge characterization except "Honorable," the following statement shall appear as the first entry in Block 18., "Remarks," on the DD Form 214: "CONTINUOUS HONORABLE ACTIVE SERVICE FROM (applicable date) UNTIL (applicable date)." The "from" date shall be the date of initial entry into active duty, or the first day of service for which a DD Form 214 was not previously issued, as applicable; the "until" date shall be the date before commencement of the current enlistment.
3.4.11. For Service members retiring from active duty enter in Block 18., "Subject to active duty recall by Service Secretary."
3.4.12. For Service members being transferred to the Individual Ready Reserve, enter in Block 18., "Subject to active duty recall and/or annual screening."
3.5.
3.5.1.1.
3.5.1.2.
3.5.1.3.
3.5.1.4.
3.5.1.5.
3.5.1.6.
3.5.1.7.
3.5.1.8.
3.5.2.
3.5.3.
3.5.4.
3.5.4.1. In those cases where the member has supplied an authorization to provide a copy of the DD Form 214 to another individual or group, the copy furnished will not contain the Special Additional Information section or, in the case of DD forms issued prior to 1 July 1979, those items listed in 3.5.4., above.
3.5.4.2. A copy will be provided to authorized personnel for official purposes only.
3.6.
3.7.
4.
4.1. The DD Forms 214 and 215 are a source of significant and authoritative information used by civilian and governmental agencies to validate veteran eligibility for benefits. As such, they are valuable forms and, therefore, vulnerable to fraudulent use. Since they are sensitive, the forms must be safeguarded at all times. They will be transmitted, stored, and destroyed in a manner that will prevent unauthorized use. The Military Services will issue instructions consistent with the following:
4.1.1. All DD Forms 214 will be surprinted with a reproducible screen tint using appropriate security ink on Blocks 1, 3, 4.a, 4.b, 12, and 18 through 30. In addition Blocks 1, 3, 5, and 7 of the DD Form 215 will be similarly surprinted to make alterations readily discernible. No corrections will be permitted in the screened areas.
4.1.2. All forms will be secured after duty hours.
4.1.3. All obsolete forms will be destroyed.
4.1.4. All forms to be discarded, including those that are blank or partially completed, and reproduced copies of DD Form 214, will be destroyed. No forms will be discarded intact.
4.1.5. Blank forms given to personnel for educational or instructional purposes, and forms maintained for such use, are to be clearly voided in an unalterable manner.
4.1.6. The commander or commanding officer of each unit or activity authorized to issue DD Form 214 will appoint, in writing, a commissioned officer, warrant officer, enlisted member (grade E-7 or above), or DoD civilian (GS-7 or above) who will requisition, control, and issue blank DD Forms 214 and 215. The Service concerned may authorize an E-5 or GS-5 to serve in this capacity.
4.1.7. The Military Services will monitor the use of DD Form 214 and review periodically its issuance to insure compliance with procedures for safeguarding.
4.2. The DD Form 214-ws will contain the word "WORKSHEET" on the body of the form (see enclosure 2). This DD Form 214-ws will be treated in the same manner as the DD Form 214.
4.3. The Military Services will issue appropriate instructions to separation activities stressing the importance of the DD Forms 214 and 215 in obtaining veterans benefits, reemployment rights, and unemployment insurance.
4.4. Standard separation program designator (SPD) codes for officer and enlisted personnel developed under the provisions of DoD Instruction 5000.12 (reference (j)) are published in DoD 5000.12-M (reference (k)).
4.4.1. Requests to add, change, or delete an SPD code shall be forwarded by the DoD Component concerned with appropriate justification to the Assigned Responsible Agency accountable for evaluating, recommending approval of, and maintaining such codes:
Department of the Navy
Office of The Chief of Naval Operations
(Attention: 0P-161), Room 1514, Arlington Annex
Washington, DC 20350-2000
4.4.2. Requests to add, change, or delete an SPD code will be submitted in accordance with section 5., DoD Instruction 5000.12 (reference (j)), with prior written approval by the ASD(FM&P), or his/her designee.
4.5. All lists of SPD codes, including supplemental lists, published by the DoD Components will be stamped "For Official Use Only" and will not be furnished to any agency or individual outside the Department of Defense.
4.5.1. Appropriate provisions of the Freedom of Information Act (reference (l)) will be used to deny the release of the lists to the public. An individual being separated or discharged is entitled access only to his/her SPD code. It is not intended that these codes stigmatize an individual in any manner. They are intended for internal use by the Department of Defense in collecting data to analyze statistical reporting trends that may, in turn, influence changes in separation policy.
4.5.2. Agencies or individuals who come into the possession of these lists are cautioned on their use because a particular list may be outdated and not reveal correctly the full circumstances relating to an individual's separation or discharge.
5.
5.1. This Instruction is effective January 1, 1989. Forward two copies of implementing documents to the Assistant Secretary of Defense (Force Management and Personnel) within 180 days.
5.2. Forward copies of implementing documents, and any changes thereto, to the Veterans Administration (Department of Veterans Affairs, effective March 15, 1989, in accordance with Section 18(a), reference (m)) and the Department of Labor.
Enclosures - 5
E1. DD Form 214, Certificate of Release or Discharge from Active Duty
E2. DD Form 214-ws, Certificate of Release or Discharge from Active Duty (Worksheet)
E3. DD Form 215, Correction to Certificate of Release or Discharge from Active Duty
E4. State Directors of Veterans Affairs
E1.
E2.
E3.
E4.
E5.
(d) Assistant Secretary of Defense (Manpower and Reserve Affairs) Memorandum, "Discontinuation of the DD Form 214," June 16, 1975 (hereby canceled) as further amended by Deputy Assistant Secretary of Defense (Military Personnel Policy) Memorandum, "Recommendation Concerning Request/Decline From Showing Offer of Narrative Reason for Separation," January 25, 1978 (hereby canceled)
(e) Section 1168 of title 10, United States Code, "Discharge or Release from Active Duty: Limitations," and Section 972, "Enlisted Members: Required to Make Up Time Lost"
(f) DoD Directive 1332.14, "Enlisted Administrative Separations," January 28, 1982
(g) 1986 Guide to the Evaluation of Educational Experience in the Armed Services
(h) DoD Instruction 1205.12, "Assistance to be Provided Members of the Armed Forces in Exercising Reemployment Rights for Obtaining Employment or Training," January 15, 1969
(i) DoD Directive 1325.2, "Desertion and Unauthorized Absence," August 20, 1979
(j) DoD Instruction 5000.12, "Data Elements and Data Codes Standardization Procedures," April 27, 1965
(k) DoD 5000.12-M, "Manual for Standard Data Elements," October 1986
(l) 5 U.S.C. 552, as amended by Public Law 93-502
(m) Public Law 100-527, "Department of Veterans Affairs Act," 25 October 1988