The Administrative Personnel Processing Office (APPO) has directed you to this web site to get you started on the paperwork necessary for deployment. You will be working with the APPO for submission of your pre-deployment package. All pre-deployment paperwork, to include completed MEDICAL, with the exception of your security clearance verification, will be submitted through the APPO and must be received three weeks prior to reporting to the USACE Deployment Center (UDC). Failure to provide this info in the requested timeline might result in delays to the original deployment date.
For a printable checklist, click here.
A Secret clearance is required for deployment. For current United States Government employees, as soon as selected for deployment you must notify your local Security Manager and ensure he/she verifies your Secret clearance is current. You are also required to update your ENGLINK PDS with your full social security number. If you do not have a security clearance work with your local Security Manager to start the process. If you are a New Hire from outside the United States Government assure that the US Army Corps of Engineers Human Resources person who you received the initial job offer is aware that you do not have a security clearance so they start the security clearance process immediately.
CONUS Replacement Center (CRC) Prerequisites Requirements
All personnel are required to complete the CRC Prerequisites Requirements before coming to the UDC. To access this training, click here, then click on "Access the My Training Tab (MT2)." Log in with your AKO username and password or CAC. Then, click on "Deployment Training" in the What's Hot section. At the top of the next screen, click on CONUS Replacement Center (CRC) Prerequisites Requirements and this will take you to most of the training modules. If the above link is not working, try this alternate link. Training modules identified on the Training Checklist not listed in the CRC Prerequisites Requirements are listed below.
• While at the UDC there will be continuation training in Anti Terrorism/Force Protection and hands-on training for Hot and Cold Weather Injuries.
Download the UDC Training Checklist and have your EOC verify that the training has been completed and send the completed checklist to your APPO Representative. In addition to the CRC Prerequisites Requirements, the following training modules need to be completed and are included on the checklist as well:
Personal Recovery PRO-file
All personnel are required to complete a Personal Recovery PRO-file. If you have completed the Personnel Recovery Pro-File previously, it does not have to be accomplished again. Please send in a copy of your completed certificate to your APPO Representative. If you are unsure whether you completed this or not, let your APPO Representative know and they can verify.
Please read the step-by-step instructions prior to completing.
To complete this, log on to the DA Personal Recovery website (AKO password or CAC is required for log-in).
• Click on link: "For information regarding pre-deployment training, please see FORSCOM Personnel Recovery Website"
• Click on "Pre-OCONUS Travel File (Pro-File)" on the upper left side of the page
• Click on "To Access Pro-File, Click Here"
• Click on "Proceed to Survey"
• Instructions for inserting pictures for the Pro-File:
1. After the picture is taken, save it to a file on your computer so you can access it.
2. After it is saved, right click on the picture and open with Microsoft Picture Manager.
3. From the tool bar go to picture and select resize.
4. Click on resize setting.
5. Click on predefined height and width.
6. click on e-mail large.
7. click on OK.
8. Save the new picture in a place where you can access it.
9. When you get the point in Pro-file where you need to insert your picture, click on browse and access your new picture and insert it.
Pro-file MUST BE COMPLETED BEFORE COMING TO THE UDC! After you complete this form, print out the certificate and send it to your APPO Representative.
Army Accident Avoidance Course
All personnel must complete the Army’s on-line Accident Avoidance Course. Forward a copy of the completed training certificate to your APPO representative. To take the exam and receive your certificate, click here.
Capacity Development Level I Overview Training
All personnel must complete the Army’s Capacity Development Level I Training. AKO log-in is required.
Introduction to Biometrics and Biometric Systems
All personnel must review Introduction to Biometrics and Biometrics Systems. Sign and date the last page of the briefing and forward a copy of the completed training certificate to pre-deployment liaison.
Counterinsurgency (COIN) Training
All personnel deploying to Afghanistan are required to complete COIN Training, JKO Log-in is required.
Due to recent Department of State changes in Official Passport processing the time to obtain Official Passports has increased significantly. Deploying personnel must begin Official Passport application within 48 hours assignment notification.
• The typical processing time for Official Passports is two (2) to three (3) business weeks.
• A passport with an expiration date of 6 months or more beyond current tour end date is considered valid for deployment.
• All personnel (civilian and military) deploying to Iraq must possess a valid U.S. Government Official (Brown) or a U.S. Tourist (Blue) passport for deployment. Traveling with both passports is recommended.
• All USACE personnel deploying to Afghanistan will travel through Bagram and Kandahar Airfields. Currently personnel must possess a tourist passport and at a minimum need to have applied for an official passport before they arrive at the UDC for deployment processing. Every effort must be made to have the official passport when reporting to the UDC.
• The MED Passport Agent is authorized to assist in obtaining the Official Passport and Afghanistan visa only. The MED Passport Agent is not authorized to process Tourist Passport applications. Afghanistan visas are not required when flying into Bagram or Kandahar.
• A Tourist passport can be obtained through your local Post Office or local state/town government. The expense for Tourist Passport application/processing is reimbursable only for personnel deploying to Afghanistan.
Please follow these instructions to apply for the Official Passport through the MED Passport Agent:
1. You possess a valid (expires 6+ months after end of tour) Tourist Passport. DO NOT SEND it to MED Passport Agent. Apply for your official passport using an original birth certificate, with raised seal, or another expired (Issued more than 15 years ago) Official or Tourist Passport. The form used will be the DS-11. DS 11 Instructions
2. You do not possess a valid Tourist or Official passport. Apply for the Official Passport through the MED Passport Agent first using the DS 11 and an original birth certificate, with raised seal. If you have a passport official or tourist that has expired less than 15 years ago, it can be used to apply for the new official passport using the DS 82. DS 82 Instructions. Apply for the Tourist Passport through your local Post Office or local state/town government.
3. You have a valid (expires 6+ months after end of tour) Official Passport only. Apply for the Tourist Passport through your local Post Office or local state/town government.
All USACE personnel deploying to Afghanistan will travel through Bagram and Kandahar Airfields. Currently personnel must possess a tourist passport and at a minimum need to have applied for an official passport before they arrive at the UDC for deployment processing. Every effort must be made to have the official passport when reporting to the UDC. Direct passport related questions the MED Passport Agent: DLL-CETAM-PASSPORTAGENT@USACE.ARMY.MIL
Eagle Cash Card
The Eagle Cash Card is now mandatory for civilians while they are deployed to Afghanistan, Iraq and Kuwait. The card will replace using cash while you are deployed. Read more. Please complete DD Form 2887 and you will be briefed at the UDC on the use of the card.
Common Access Cards (CACs)
Although not a requirement, please make every effort to get a new CAC that includes Geneva Convention privileges before you arrive at the UDC. Given the volume of deployees passing through the UDC, waiting until you arrive just slows down the process. Your new CAC can be made for the length of your orders plus 30 days. You must have your orders in hand to have the new CAC made.
Government Travel Card
Provide a current copy of your Government Travel Card Training (Travel Card 101). Note: Your training is good for 3 years from the date your training was taken; if your training will expire while you are deployed. Please refresh your training before you deploy. Instructions. If you do not have a Government Travel Card (GTC) and you wish to apply, contact the MED Citibank Agency Program Coordinator (APC) at 540-665-3903. It takes about two (2) weeks to apply for and receive a GTC here at MED. (Non-government employees – your GTC will be sent to MED and you will receive it once you are at the UDC). Please plan accordingly.
Ensure you review the Use of the Government Travel Card instructions prior to using it for deployment purposes. If you have any questions concerning the use of the GTC, contact the MED Citibank APC.
You should make your travel arrangements as soon as you are notified of your assignment. Be sure to ask your APPO Representative and check your tasker to see if additional training is required that will affect your departure date. You do not need to wait for your travel orders. Contact the MED Carlson Wagonlit Travel agent at 800-265-9893. Your electronic ticket and travel orders will be released once you’ve completed all pre-deployment processing. After confirming your arrival time at Dulles Airport, coordinate your ground transportation from the airport to your hotel in Winchester by calling one of the following numbers:
• AES Limo: 800-832-6561
• Executive Limo: 800-622-6990
• Winchester Limo: 877-323-1008
This information is provided for your convenience only. Please verify the method of payment, i.e., cash, credit card or check with the company you arrange your transportation. If your flight arrangements change or delays occur, please notify the limo service. Taxi service to Winchester is available at the Dulles Int. Airport.
If you are deploying to Iraq, your commercial flight will take you from Dulles to Kuwait. From Kuwait you will be manifested on a military flight into Iraq.
Personnel deploying to the Afghanistan Engineer Districts fly into either Kandahar, Bagram or the ISAF side of the Kabul Airport. Flights landing on the commercial side of the Kabul Airport are not authorized. Travelers are limited to 65 pounds of baggage on these flights which includes any carry-on baggage. This weight restriction is non-negotiable. USACE personnel will stay overnight in Dubai and will incur a reimbursable cost of between $200 - $250 for a hotel so please plan accordingly.
USACE personnel deploying to Afghanistan, but in support of another agency, i.e. ARCENT, USFOR-A, CENTAF, ect., and Non-USACE personnel deploying out of the UDC do not use USACE contracted flights and will have to make other arrangements to fly into Afghanistan.
The UDC will issue approximately 45 pounds of gear to each individual going to Afghanistan. Personnel will be afforded the opportunity to mail items to Afghanistan. This will be at no cost to you while you are at the UDC. Prior to departing your home station, limit your personal items and civilian clothes to only what you require for your five days at the UDC.
_______ Log on to ENGLink and update your Personal Data Sheet (PDS) and Record of Emergency Data including your full SSN. https://englink2.usace.army.mil. You will need your U-PASS user ID and Oracle password to login. After logging into ENGLink, click the link to your "Personal Data Sheet". From there, click on "edit" on the page. This will allow you to make changes to your PDS. There is a DD93 under the "Documents" tab on the top. Please fill out and save it to your desktop as a PDF file and then add it to the "Attachments" area on your PDS sheet.
_______ FAMILY READINESS (per regulation ENG 600-1-54 and OPORD 2011-22) Please read the ENG 6037-E Family Readiness instructional page, then complete the Family Readiness Form ENG 6037-E. You will be able to make changes or update your form as your situation changes. You can specify the type of contact the Family Readiness Program may have with your Family. Directions for processing your form are in the instructional page. This must be loaded to your ENGLink Personal Data Sheet no later than the Wednesday before you arrive to the UDC.
_______ Fill out the Direct Deposit Form. This data is primarily for travel reimbursement, but will also be used for regular pay if no other data is provided.
_______ Complete the Emergency Essential Position Agreement. List the position information for the position you have been hired for overseas (not your current position) and have your current supervisor sign. * Click on "Enable All Features" and then "Typewriter" to complete this form electronically.
_______ Complete the DD93 Record of Emergency Data. The DD93 lists your next of kin to be notified if you become a casualty. Include a strip map to the address of the next of kin. Provide a copy of the DD93 to APPO and to your home station EOC. Hand-carry a copy to UDC and overseas for your downrange supervisor.
_______ Complete Thrift Savings Plan (TSP-19), if you have a TSP loan.
_______ Complete Country Clearance Request Form for all deployees going to Afghanistan and for deployees going to Iraq for less than 30 days.
_______ [Afghanistan Deployees Only] Complete the UDC Clothing Issuance Form. The clothing cross-reference sheet will help you determine what sizes to request.
• Please ensure you are measured properly using the clothing cross-reference sheet. Uniforms are sewn in advance and it creates extra work when the sizes are incorrect.
• The UDC does not have large/regular blouse sizes in its inventory. We will issue large/long or large/short blouses depending on the height given on the clothing form.
• Before deploying, take a moment to review the Transatlantic Division's Uniform Policy for Deployed Personnel.
_______ [Iraq and Kuwait Deployees] Complete the Iraq/Kuwait ID Tag Form.
_______ All personnel must have a valid and current Army Knowledge On-Line (AKO) account. Please log-on to your AKO account before coming to the UDC to ensure you can access your account and to ensure your common access card (CAC) is registered in AKO. If you don't have an AKO account, one MUST be established before reporting to the UDC. Your APPO Representative will provide instructions on this process.
_______ Complete the System Authorization Access Request Form (Instructions). All deployees must answer the following questions on the form and fill out PART I – Sections 1-12, PART II – Section 13, 26a, 26b and 27 and return the completed form to the APPO. Instructions.
All USACE personnel are required to provide evidence that they have successfully completed Information Assurance Awareness (IAA) training annually. Sources for the course can be found at either USACE UPASS website (for USACE employees), Fort Gordon’s website, or the Defense Information Systems Agency (DISA) website. Complete the most current version of IA Awareness (e.g. DoD IA Awareness Training v10) before arriving at the USACE Deployment Center.
During the week at the deployment center, you will be required to take the 25-question IAA exam on the UPASS web site, so that your new credentials will reflect proof that IAA was received.
Incomplete medical information or having a certain medical condition is the primary reason an individual will not deploy or is delayed. Individuals are not allowed to deploy with certain medical conditions. Click here for information about disqualifying medical conditions.
*Note: It is difficult to list all conditions that would disqualify someone from deploying. If you have one of the conditions identified or believe you may have a medical condition that would prevent you from deploying, please highlight this information when it is sent to the APPO. You will be reimbursed for your physical and dental exams only. If the UDC doctor requires additional tests or corrective medical procedures to determine deployability, the cost of these additions will be paid by the deployee.
* You must be medically cleared by the UDC doctor before orders will be issued.
* You must deploy with the following medical information:
1) Annotation of blood type and Rh factor, HIV, and DNA.
2) Current medications and allergies. Include any preventive medications prescribed and dispensed to an individual.
3) Special duty qualifications.
4) Annotation of corrective lens prescription.
5) Summary sheet of current and past medical and surgical problems. (DD Form 2807-1)
6) Copy of DD 2795 (Pre-deployment Health Assessment Form).
7) Documentation of dental status class I or II.
8) Immunization record: Must accurately reflect the current status for all immunizations at the time of departure (i.e. last minute immunizations provided on the deployment line must be annotated in the deployment medical record prior to departure. These must be promptly entered into electronic data system to ensure receiving medics in the AOR have access to accurate data for each inbound member).
Since the medical requirement is also the most costly and time consuming, follow the pre-deployment checklist below to ensure all necessary information is sent to the APPO.
_______ DD Form-2808, Report of Medical Exam, completed and signed by your doctor.
_______ DD Form 2807-1, Report of Medical History, completed and signed by your doctor.
_______ DD Form 2795, (Needs to be filled out electronically). Instructions.
_______ DD Form 2813, Report of Dental Exam, completed and signed by your dentist.
_______ DD FORM 771 EYEWEAR PERSCRIPTION must be completed and returned to the UDC a minimum of THREE WEEKS before you deploy, so that your protective mask and ballistic glass inserts can be ordered. This form MUST ALSO be included in your deployment packet, even if glasses/contacts are not required. In that case, simply write "glasses not required" on the form. The DD771 is the only form accepted by DoD when ordering prescription eyewear. NO OTHER FORM OF PRESCRIPTION CAN BE ACCEPTED. (You can include your civilian prescription with the DD771.) PRESCRIPTION MUST NOT BE OLDER THAN ONE YEAR.
To avoid delays in the ordering process, please ensure all writing is clear and legible.
In order to meet deployment requirements, ALL military and civilian personnel who require corrective eyewear are required to have two sets of prescription glasses prior to deployment.
_______ OSHA Respiratory Medical Evaluation Questionnaire form
_______ Complete Smallpox Vaccination Pre-Screening Form
_______ Copy of the laboratory report with the following tests completed:
• Urinalysis (Routine) Includes testing for color, Sp. Gravity, PH
• Chem 7 (include, as part of the Chem 7, a Hemoglobin A1c if you have diabetes, are glucose intolerant [high blood sugars], or are taking medicine to control blood sugar) * Two consecutive months of under 7.1 are required for deployment for all diabetics.
• LIPID Profile (over 40 years of age)
• G6PD (must have a normal result with taking anti-malaria medication)
• Blood Type/RH
• HIV (within 120 days)
• DNA on File (Not always possible, can be done at the UDC)
_______ Copy of the EKG (if over 40 years of age).
_______ Framingham Coronary Heart Disease Risk Percentage - If over 40 years old, fill out this information to calculate your ten year risk assessment. When completed, print out and send to your APPO Representative.
_______ If on prescription medications, you MUST deploy with at least a 180 day supply.
_______ Copy of Audiogram if not completed on the DD From 2808.
_______ Visual Acuity. Either doctor’s note or annotated on the DD Form 2808 (Block 61) or on the “Eyes” section of the SF 78 (page 2).
_______ *PAP smear (within one year) (Actual lab report).
_______ *Mammogram (within two years if over 40 and within one year if over 50) (Actual Radiologist Report).
_______ Pregnancy Test (Urine), within 30 days of deployment. Women who have had hysterectomies are exempt.
*There could be certain circumstances, such as previous abnormal tests or family history issues where these time limits could vary. If you have any questions call the UDC in advance.
_______ ANTHRAX (mandatory for personnel deploying to the USCENTCOM AOR). For additional information on the anthrax vaccine, see http://www.anthrax.osd.mil/.
_______ HEPATITIS A
· Series of 2 injections
· 1st Day 0
· 2nd 0 + 6-12 months
· One series in lifetime, no booster required unless recommended by Health Care Provider.
_______ HEPATITIS B
· Series of 3 injections
· 1st Day 0
· 2nd 0 + 30 days
· 3rd 0 + 6-12 months
· Yearly, between the months of September and May
· For months outside September-May, as recommended by Health Care Provider
_______ MMR (Measles, Mumps, Rubella) (As an adult, once in a lifetime). People born before 1957 do not require a MMR vaccine. MMR should be given either simultaneously or 30 days before receiving anticipated smallpox vaccination.
_______ POLIO (oral or IM) (As an adult, once in a lifetime)
_______ SMALLPOX (Administration per the latest DoD Guidance) required every 10 years. Proof of negative HIV status is required in order to receive smallpox vaccine.
_______ TETANUS / DIPHTHERIA (Once every 10 years)
_______ TUBERCULIN SKIN TEST (PPD) within 90 days of deployment (If there is a history of positive reactions a doctor's evaluation of a chest x-ray, not older than one year, must be submitted).
_______ TYPHOID (Every 2 years)
As you can see, there is a lot to do before you deploy to Iraq or Afghanistan. Once you have all items on this checklist accomplished and have been cleared by the UDC doctor, orders will be issued. All paperwork should be e-mailed to your APPO Representative or faxed to 540-665-3757/3787.