Structure
The DA Form 638 serves as a critical tool within the United States Army for the nomination and recommendation of individual awards and decorations. This form is utilized to recognize the exceptional service, valor, or heroism of soldiers, ensuring that their achievements are formally acknowledged. It is essential for documenting the nomination process, maintaining individual award case files, and recording final actions taken regarding awards. The form is structured into several parts, each requiring specific information such as the soldier's name, rank, organization, and the reason for the award. Additionally, it prompts recommenders to provide detailed justification and citation data that highlight the meritorious acts performed by the nominee. Privacy considerations are also addressed, as the form complies with the Privacy Act, ensuring that personal information is handled responsibly. By following the guidelines outlined in Army Regulation 600-8-22, the DA Form 638 plays a vital role in fostering a culture of recognition and appreciation within the military, motivating personnel to strive for excellence in their service.
Misconceptions
Understanding the DA Form 638 can be tricky, and there are several misconceptions that often arise. Here are five common misunderstandings about this important form:
- Misconception 1: The DA Form 638 is only for valor awards.
- Misconception 2: Completing the form is optional.
- Misconception 3: Only high-ranking officials can recommend awards.
- Misconception 4: The form guarantees an award will be granted.
- Misconception 5: Personal information on the form is not protected.
This form is used for a variety of awards, not just those for heroism. It encompasses all types of military decorations, including service awards and commendations.
While it may feel like a formality, submitting the DA Form 638 is essential for the processing of award nominations. Without it, the nomination cannot be considered.
Any service member can recommend an award using the DA Form 638. It’s not limited to officers or higher ranks; input from peers is valuable and encouraged.
Submitting the DA Form 638 does not guarantee that an award will be approved. The decision is based on the merits of the nomination and the evaluation process.
The DA Form 638 includes a privacy statement, ensuring that personal information is handled appropriately. However, it is important to provide accurate information to avoid delays.
Da 638: Usage Instruction
Completing the DA Form 638 is an important step in the process of recommending someone for an award. This form gathers essential information about the individual being nominated and the reasons for the award. Properly filling out this form ensures that all necessary details are provided for consideration.
- Begin with Part I - Soldier Data. Fill in the following fields:
- Name: Enter the last name, first name, and middle initial of the nominee.
- Rank: Indicate the rank of the nominee.
- SSN: Provide the Social Security Number of the nominee.
- Date: Enter the date in YYYYMMDD format.
- Organization: Fill in the organization of the nominee.
- Branch of Service: Specify the branch of service.
- Previous Awards: List any previous awards received by the nominee.
- Recommended Award: Indicate the award being recommended.
- Period of Award: Specify the period of service for the award, including start and end dates.
- Reason for Award: Provide a brief explanation of the reason for the award.
- Indicate if it is an interim award or posthumous award by checking the appropriate boxes.
- Fill in the proposed presentation date if applicable.
- Proceed to Part II - Recommender Data. Complete the following:
- Name: Enter your last name, first name, and middle initial.
- Address: Provide your address.
- Title/Position: Specify your title or position.
- Rank: Indicate your rank.
- Signature: Sign the form.
- In Part III - Justification and Citation Data, outline the achievements of the nominee:
- List specific achievements in bullet format, providing clear examples of meritorious acts or service.
- Draft a proposed citation that summarizes the nominee's accomplishments.
- Move to Part IV - Recommendations/Approval/Disapproval. Complete this section as follows:
- Provide your signature and date.
- Include the name and rank of the intermediate authority reviewing the recommendation.
- Indicate whether you recommend approval or disapproval, and provide comments if necessary.
- Finally, in Part V - Orders Data, fill in the necessary details:
- Provide the name of the orders issuing authority.
- Fill in the permanent order number.
- Indicate the approved award and the date of approval.
Common mistakes
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Incomplete Personal Information: One of the most common mistakes is failing to provide all required personal details, such as the full name, rank, or Social Security Number (SSN). Each of these elements is crucial for proper identification and processing.
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Incorrect Dates: Entering the wrong dates for the period of the award can lead to significant delays. Ensure that the start and end dates are accurate and formatted correctly as YYYYMMDD.
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Vague Justifications: The justification section requires specific bullet points detailing achievements. Providing vague or general statements does not effectively convey the merits of the award and can result in disapproval.
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Missing Signatures: All required signatures must be obtained before submission. Omitting a signature can halt the entire process, as approvals are necessary at multiple levels.
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Improper Formatting: Using incorrect formatting, such as not following the specified bullet point structure for achievements, can lead to confusion. Adhering to the prescribed format is essential for clarity.
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Ignoring Previous Awards: Failing to list previous awards can create an incomplete picture of the individual’s accomplishments. This oversight may affect the evaluation of the current award request.
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Not Following Up: After submission, neglecting to follow up on the status of the application can lead to missed deadlines or further delays. Staying proactive ensures that the application is processed in a timely manner.
File Specifics
| Fact Name | Description |
|---|---|
| Form Purpose | The DA 638 form is used to recommend individuals for military awards and decorations, documenting their achievements and the justification for the award. |
| Governing Regulation | This form is governed by Army Regulation 600-8-22, which outlines the policies for military awards. |
| Privacy Act Compliance | It adheres to the Privacy Act of 1974, ensuring that personally identifiable information is protected and disclosed only under specific circumstances. |
| Eligibility Criteria | Only individuals who meet the eligibility criteria set forth in AR 600-8-22 can be nominated for awards using this form. |
| Information Required | Key information includes the nominee's name, rank, organization, and the specific reason for the award, among other details. |
| Submission Process | The completed form must be submitted through the appropriate chain of command for review and approval. |
| Interim Awards | The form allows for the indication of interim awards, which can be granted before the final award is approved. |
| Posthumous Awards | It includes provisions for posthumous awards, allowing recognition of service even after the individual's death. |
| Version Information | The current version of the DA 638 form is from June 2017, replacing previous editions that are now considered obsolete. |
Dos and Don'ts
When filling out the DA 638 form, it is essential to follow specific guidelines to ensure accurate and efficient processing. Below is a list of things you should and shouldn't do.
- Do provide complete and accurate information in all required fields, including names, ranks, and SSNs.
- Do include specific examples of achievements in the justification section to support the award recommendation.
- Do ensure that the proposed presentation date is realistic and aligns with the award process.
- Do double-check for any spelling or typographical errors before submitting the form.
- Don't leave any mandatory fields blank, as this may delay the processing of the application.
- Don't use vague language when describing achievements; clarity and detail are crucial for a compelling recommendation.
Similar forms
The DA Form 1256, also known as the "Department of the Army Certificate of Achievement," is similar to the DA 638 in that it serves to recognize the achievements of military personnel. This form is used to document and recommend individuals for a certificate of achievement, which is a formal acknowledgment of exemplary service or performance. Like the DA 638, the DA 1256 includes sections for personal information, justification of the award, and signatures from recommending authorities. Both forms play a crucial role in the awards and recognition process within the Army.
The DA Form 2404, or "Equipment Inspection and Maintenance Worksheet," shares similarities with the DA 638 in its structured format and purpose of documentation. While the DA 2404 focuses on the inspection and maintenance of Army equipment, it also requires detailed entries that justify actions taken regarding equipment status. Both forms necessitate accuracy and thoroughness in the information provided, highlighting the importance of accountability and record-keeping in military operations.
In the context of necessary documentation for various types of achievements, it is equally important to understand the processes surrounding employment verification, such as the USCIS I-9 form. This form serves a critical role for employers in validating the identity and employment authorization of new hires in the United States. By familiarizing oneself with the intricacies of this form, similar to how one would navigate the DA Form 638 or DA Form 4990, individuals can better ensure compliance with legal requirements and streamline the hiring process, as detailed on documentonline.org/blank-uscis-i-9/.
The DA Form 4187, known as the "Personnel Action," is another document that parallels the DA 638 in its function as a formal recommendation tool. The DA 4187 is used for various personnel actions, including awards, promotions, and reassignments. It requires detailed information about the individual and the action being requested, similar to the DA 638’s requirement for justification and endorsement. Both forms are integral to personnel management and recognition within the Army.
Lastly, the DA Form 2-1, or "Personnel Qualification Record," is akin to the DA 638 in that it serves as a comprehensive record of an individual's qualifications and achievements. The DA Form 2-1 includes information about training, awards, and other significant accomplishments. While it is more extensive and serves a different primary purpose, both forms emphasize the importance of documenting individual contributions and qualifications in the military context.
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