BRONZE SQUADRON J-1 PERSONNEL / ADMINISTRATION SHOP STANDARD OPERATING PROCEDURE
1. PURPOSE
This SOP establishes standardized procedures for the J-1 Personnel / Administration Shop to execute critical personnel management functions for Bronze Squadron. J-1 is the central hub for all personnel actions: enlistment and induction, status changes, promotions, transfers, qualification and award documentation, separation, and the maintenance of unit records across MILHQ, the forum, and Discord.
MILHQ is the unit's system of record. Every member's rank, position, unit assignment, status, permissions role, and record history live there; the forum, Discord, dashboards, and rosters are downstream reflections of it. The core principle of this document is that no attribute is ever changed in isolation: every personnel action is initiated by a form or directed by the chain of command, approved by the appropriate authority, applied as a coordinated set of updates, and captured in the appropriate record type.
2. SCOPE
This SOP applies to all Bronze Squadron personnel and all administrative processes conducted by J-1, including: enlistment and induction of new personnel; Discord role management; tracking and documentation of qualifications and awards; promotion processing; Leave of Absence, Reserve status, probation, and discharge processing; all other personnel status changes; Master Roster maintenance; dashboard monitoring and reporting; cross-shop coordination for training and qualification verification; and forms and their formatting.
2.1 Dashboards Monitored
- UHQ Command Dashboard — bronzesquadron.com/dash_UHQ
- Promotions Dashboard — bronzesquadron.com/dash_promotionstracking
- Green Team Selection Dashboard — bronzesquadron.com/dash_GT_Tracking
- J-1 Forms Dashboard — bronzesquadron.com/dash_formssubmission
Dashboard operating procedures are detailed in Section 14.
3. POLICY
3.1 Personnel Record Integrity
All personnel records maintained by J-1 shall be accurate, current, and complete. MILHQ is the authoritative source for all personnel status, qualifications, and assignments; the Excel Master Roster (Section 13) is a supplementary and redundant record.
STANDING RULE: NO RECORD OF ANY TYPE IS DELETED FROM MILHQ WITHOUT J-1 CHAIN OF COMMAND APPROVAL. Routine corrections and replacements made in the course of normal shop processing are exempt; deletions are not. When no SOP or written instruction covers a situation, J-1 members seek a decision from the J-1 OIC before acting.
3.2 Timely Processing
All personnel actions are processed without unnecessary delay against the following standards: enlistments actioned within 48 hours of the chain-of-command decision; all other form submissions actioned within 72 hours of submission; LOA requests acknowledged within 24 hours; MILHQ changes mirrored to the Excel Master Roster within 24 hours. If a task cannot be completed, the responsible J-1 member reaches out for assistance and coverage rather than letting it stall.
3.3 Inter-Shop Coordination
Shops are responsible for training execution; J-1 is responsible for documentation and verification. J-1 maintains active coordination with all operational shops to ensure qualifications are tracked, validated, and recorded with accuracy.
3.4 Status Change Authority
All personnel status changes require documented approval from the member's chain of command before processing. "Command approval" throughout this SOP means the chain of command over the individual concerned, as determined by unit policy for the action type. In the event of an improper form submission, J-1 personnel contact the chain of command of the submitted form for clarification before processing; exceptions occur only when the J-1 OIC specifies the request may be completed outside the standard process.
3.5 Discord Synchronization
Discord role assignments directly reflect current personnel status and assigned roles, are binding, and are updated immediately upon any status change. Roles that do not pertain to normal unit functions are unassigned and brought to the J-1 OIC for examination; missing roles follow the same process.
3.6 Master Roster Doctrine
The Excel Master Roster mirrors MILHQ as a redundant record-keeping layer and fills gaps where MILHQ lacks fields. Where both systems track the same field, MILHQ wins: a discrepancy means the Excel is corrected, or — if MILHQ is provably wrong — MILHQ is corrected through the normal form and record process, never by silent edit. Full procedures in Section 13.
4. SYSTEM OVERVIEW — MILHQ MODULES
MILHQ is organized into three functional groups. Administrators must know which group a screen belongs to, because it determines whether they are editing live personnel data, configuration, or historical record.
| Group | Modules | Function |
|---|---|---|
| Live Personnel Data | Soldiers, Form Submissions, Rosters | The current state of the unit. The Soldiers table is the master record. Form Submissions is the intake queue that drives all changes. |
| Configuration | Units, Positions, Ranks, Roles, Statuses, Specialties, Qualifications, Forms, Awards, Courses, Equipment, Operations, Documents | The building blocks defining what values CAN be assigned. Changes are structural and restricted to Unit Command / Super Admin; J-1 proposes changes through the OIC. |
| Historical Record | Service Records, Award Records, Combat Records, Rank Records, Assignment Records, Qualification Records, Audit Logs | The paper trail. Records are written as workflows complete and are never edited retroactively except to correct clerical error — and never deleted without J-1 COC approval. |
6. STATUS DEFINITIONS & RULES OF USE
The Statuses module serves two distinct contexts that must not be confused: personnel statuses describe a member; processing statuses describe a form submission.
6.1 Personnel Statuses
5. DATA MODEL — THE CONSISTENCY RULE
Every active member is defined by five linked attributes on their Soldier record: Rank, Position, Unit, Status, and MILHQ Role. A member is correctly administered only when all five agree with each other and with the member's forum and Discord presence.
When any one attribute changes, verify all five, then verify the mirrors, in this order:
- MILHQ Soldier record (master — always corrected first)
- Forum display name and forum group permissions
- Discord nickname (name standard: rank prefix + first initial + surname, e.g. SN D.Halo) and Discord roles
- Excel Master Roster (within 24 hours)
- Any static rosters, dashboards config, or wiki pages that list the member
The most common administrative failure is a partial update — a member promoted in MILHQ but still carrying the old rank prefix on Discord, or transferred to a new troop while retaining the old element's permissions. The verification pass in every workflow below exists to prevent this.
6. MEMBER STATUSES AND PROCESSING
6.1 Member Statuses
| Status | Meaning & Rules |
|---|---|
| RECRUIT | Enlisted, in the Green Team selection pipeline. Assigned automatically at successful enlistment. Cannot hold combat billets or leadership roles. |
| ACTIVE | Full member in good standing, assigned to a billet, meeting attendance requirements. The default operating status. |
| LOA | Approved Leave of Absence. Excused from attendance. Duration is case-by-case at COC discretion based on unit needs. The originating LOA form remains in ACTIVE processing status for the duration. |
| AWOL | Triggered by ONE missed mandatory event without excuse, OR 14 days without a MILHQ check-in. An administrative trigger status that starts the 5-day contact sequence (Section 10.2). |
| PROBATION | Conduct or attendance remediation imposed by the COC, case-by-case based on unit needs. Terms AND an end date are set at imposition; the probation clock is monitored on the UHQ watchlist and must be reviewed and closed out on time. |
| RESERVES | Reduced-commitment standing for members who cannot maintain full attendance but remain in the unit. Entry, management, and return per Section 10.4. |
| DISCHARGED | Standard separation. Rank, Position, and Unit fields are cleared; the member remains visible on the Soldiers table and record history is retained (Section 11). |
| RETIRED | Honorable separation recognizing service. Record fields handled as Discharged unless the COC directs otherwise. |
| DISHONORABLY DISCHARGED / DENIED | Separation for cause, or an enlistment rejected with prejudice. Bars re-application without command review. |
6.2 Processing Statuses (Form Submissions)
| Status | Meaning & Rules |
|---|---|
| PENDING | Submitted, not yet reviewed. Triaged from the J-1 Forms Dashboard on the shop battle rhythm. |
| ACTIVE | In progress. Used for LOA Requests during the leave window and for enlistments moving through processing. |
| COC APPROVED | Chain of command has endorsed the request. Approval alone does not finish the job — the resulting updates must still be applied. |
| COC DENIED | Chain of command has rejected the request. Notify the submitter; no record changes beyond the denial itself. |
| COMPLETE | Terminal state. Set ONLY after every downstream update in the relevant workflow checklist has been applied and verified. COMPLETE certifies the work, not the decision. |
NOTE: The single most important discipline in this SOP: COMPLETE means the checklist is done. If a form is marked COMPLETE and the member's record is later found inconsistent, the processing administrator owns the error.
7. WORKFLOW 1 — ENLISTMENT PROCESSING
An applicant may arrive via Discord or via the website; enlistment is in process only once a Bronze Squadron Enlistment form has been submitted. (Pre-enlistment branches — Discord-only and forum-account-only contacts — receive basic permissions and name standardization respectively, with no further action; see the Applicant Processing Flow chart at Appendix A.)
Enlistment Workflow — Form Processing
STEP 1 — Form intake
New submission appears with status PENDING. J-1 conducts the preliminary review per unit standards, verifies eligibility, and confirms the applicant has both a forum account and Discord membership.
Website-only enlistees are directed to join Discord before processing continues — comms membership is a requirement.
STEP 2 — Chain of command review
The reviewing authority sets the submission to COC APPROVED or COC DENIED.
STEP 3 — If DENIED
Notify the applicant and leave basic forum/Discord access intact, unless the denial is with prejudice, in which case apply Dishonorably Discharged / Denied. Workflow ends.
8. WORKFLOW 2 — SELECTION PIPELINES & ACCESSION
Green Team Day 1 is the universal gate: every member of every pipeline completes it. Beyond Day 1, the three pipelines diverge. Progress for all pipelines is tracked on the Green Team Selection Dashboard (Section 14.4); the UHQ dashboard surfaces only candidates who have crossed the selection threshold.
8.1 SEAL Element (ANVIL / HAMMER)
STEP 1 Recruit completes Green Team Selection Days 1–3 and accrues points in the 90-day rolling window from service and combat records.
STEP 2 Selection threshold: Day 1 complete AND (90 days in window OR 90 points). Threshold-crossers appear on the UHQ Green Team sub-table for a selection decision.
STEP 3 Draft. Receiving element leadership matches the candidate to an Open Billet; billet-criticality flags (squads at or below 50% manning) inform drafting priority.
NOTE: Audit Logs are retained for one year only. Anything that must survive beyond one year must be captured as a formal Record entry, not left to the audit trail.
8.2 Aviation — WOC Pipeline (160th SOAR)
STEP 1 Candidate completes Green Team Day 1, then the two SOAR training classes: WOC Ground School and WOC Flight School. Progress is tracked on the WOC Pipeline panel in coordination with the 160th SOAR section lead.
STEP 2 On completion of all three courses, the candidate is conferred Warrant Officer 1 (Rank Record) and assigned to Supporting Assets, 160th SOAR with Position per billet (e.g. Pilot in Command), Status ACTIVE, Role Combat Element – Aviation.
STEP 3 Assignment Record, mirrors, verification per Section 5.
8.3 24th STS
STEP 1 Candidate must pass all three Green Team days before starting the 24th STS path.
STEP 2 Candidate then completes the 24th STS course sequence for their specialty: Day 1 Training, then TACP, Special Reconnaissance, or Pararescue Training.
STEP 3 On assignment to 24th STS the member retains their current rank unless a rank review accompanies the move. Unit/Position to Supporting Assets, 24th STS; Status ACTIVE; Role Combat Element – SOF. Assignment Record, mirrors, verification.
8.4 Training & Qualification Assignment Rule
Qualifications are assigned at the end of each class BY THE TRAINER who ran it, within the class itself on the website, as part of the After Action Report process. Trainers do not require MILHQ admin access. Qualifications enter the member's records as assigned.
J-1's role is verification, not entry: confirm the record exists and follows the naming convention — for Green Team classes, "Graduated Green Team [##-##] — Day [N]". A missing or misnamed record is the presumed cause of any dashboard discrepancy and is corrected in MILHQ, never on the dashboard. If a trainer fails to assign a qualification, J-1 flags it to the trainer or shop lead rather than self-entering without verification.
Specialty schools after accession (Medical Training, DEVGRU Precision Marksman / Recon School, Dive School 1–2, HAHO/HALO, ODIN Operator School) follow the same pattern: trainer assigns at AAR, Qualification Record results, no change to unit or billet by itself.
9. WORKFLOW 3 — PROMOTION & RANK REVIEW
9.1 Eligibility
Promotion eligibility is driven solely by combat record events accrued since the member's last non-lateral promotion, measured against per-branch thresholds (Navy enlisted, USAF enlisted, Army Warrant Officer, and officer tracks) configured in the Promotions Dashboard. Lateral promotions do not reset the count. Service records do NOT count toward eligibility — they are extra consideration only, used as a tiebreaker or supporting factor when weighing a candidate.
9.2 Procedure
STEP 1 Review the Promotions Dashboard on a regular cycle (after each operation, or weekly minimum) to identify soldiers showing READY. Use branch filters and name search for targeted reviews.
STEP 2 Check inline status badges before recommending: a soldier who is numerically eligible but on LOA, AWOL, Probation, or Reserves is FLAGGED TO COMMAND with the status noted — never auto-recommended.
STEP 3 Compile the board package: record history via the enlistment topic link, award history, and — when command requests a fuller picture — the service-record toggle.
STEP 4 Board and decision. A Rank Change / Review form is submitted and a forum topic raised in the format "[Rank Review Pending]
STEP 5 Execution. Update Rank on the Soldier record; write the Rank Record with effective date and authority; update the name-standard prefix on forum and Discord; update the Excel roster; notify the member, their leadership, and the unit; close the forum topic with the outcome; set COMPLETE. The dashboard updates automatically from the Rank Record.
Note
A rank change never alters Unit or Position by itself. If a promotion accompanies a move into a leadership billet, process the billet transfer (Section 11 / Workflow 5) and the rank change as two linked but separately-recorded actions.
10. WORKFLOW 4 — LOA, AWOL, PROBATION & RESERVES
10.1 Leave of Absence
STEP 1 Member submits an LOA Request with reason, anticipated duration, and contact information. J-1 acknowledges within 24 hours and forwards to the COC.
STEP 2 On approval: personnel status LOA; the form remains ACTIVE as the live tracker; Discord roles updated to indicate LOA; shop leadership notified. Duration is case-by-case at COC discretion based on unit needs.
STEP 3 Maintenance: monitor duration against the anticipated return date; contact the member for status confirmations; process COC-approved extensions and update the return date.
STEP 4 Termination: on return or expiration, restore ACTIVE, restore Discord roles, notify leadership, set the form COMPLETE. A member who does not return by the stated end date is treated under 10.2.
10.2 AWOL
STEP 1 Triggers: one missed mandatory event without excuse, OR 14 days without a MILHQ check-in. Flagged members appear in the Currently AWOL band on the UHQ dashboard, sorted by days gone.
STEP 2 Set status AWOL and open the 5-day contact window: COC and others attempt contact via Discord and forum PM, with every attempt documented in the Weekly AWOL Report thread.
STEP 3 Contact made: absence excused retroactively restores ACTIVE (or converts to LOA/RESERVES as appropriate); conduct issues may result in COC-imposed Probation.
STEP 4 No contact after 5 days: process separation under Workflow 6 with status DISCHARGED.
10.3 Probation
Probation is imposed by the member's chain of command, case-by-case based on unit needs. Terms and an end date are set at the time of imposition and recorded. J-1 monitors running probation clocks on the UHQ Personnel Status watchlist and ensures every probation period is reviewed and closed out on time — either restored to ACTIVE or escalated.
10.4 Reserves
STEP 1 Activation: member requests Reserve status; J-1 verifies standing and forwards to COC. On approval: status RESERVES, activation date recorded in the Service Record, Discord roles updated, expectations and reporting requirements communicated.
STEP 2 Management: maintain communication regarding unit activities; process COC recall requests; document reserve participation when applicable.
STEP 3 Return to active: verify readiness and currency with unit standards; on COC approval restore ACTIVE and active-duty Discord roles.
11. WORKFLOW 5 — BILLET TRANSFERS & OTHER STATUS CHANGES
Two transfer forms exist and are not interchangeable: Combat Billet Transfer moves a member between operational billets; J-Shop Billet Transfer moves a member into, out of, or between staff shops (J-1 through J-7).
STEP 1 Member or gaining leadership submits the appropriate form. Status PENDING; actioned within 72 hours.
STEP 2 Losing and gaining element leadership endorse; the member's COC sets COC APPROVED or COC DENIED.
STEP 3 Combat transfer: update Unit and Position; swap the Combat Element role if the member changed elements; update Discord element roles and rosters; notify affected personnel and shop leadership.
STEP 4 J-Shop transfer: assign or remove the relevant J-code role and Shop Staff role. J-shop membership is additive — it does not change the member's combat Unit or Position unless the form says so.
STEP 5 Write the Assignment Record (a historical record of every role change is maintained), update the Excel roster, verify per Section 5, set COMPLETE.
Any status change not covered by a specific procedure (temporary duty, special assignment, etc.) is documented with reason and duration, forwarded to the COC for approval and guidance, executed on approval, and mirrored across roster and Discord with full documentation.
12. WORKFLOW 6 — DISCHARGE, RETIREMENT & SEPARATION
Personnel Separation
STEP 1 Receive the discharge request from the member or the COC; document reason and circumstances; forward to the COC for approval.
STEP 2 Determine separation type: DISCHARGED (standard/voluntary/administrative), RETIRED (honorable recognition), or DISHONORABLY DISCHARGED / DENIED (for cause).
STEP 3 Per MILHQ convention: set the personnel status, then clear the Rank, Position, and Unit fields on the Soldier record. The member remains visible on the Soldiers table with name and full record history intact — this IS the archive; personnel are not removed from MILHQ.
STEP 4 Remove all MILHQ roles above baseline; remove Discord unit roles and enlisted permissions; adjust forum group membership per separation type. Standard discharges may retain basic community access; dishonorable separations do not.
STEP 5 Write the closing Service Record entry with separation type, date, and authority — mandatory, as it is the only account that survives the one-year audit-log window. Update the Excel roster (marked separated, retained as historical record) and notify the unit of the departure.
13. AWARDS & QUALIFICATIONS
13.1 Awards & Decorations
STEP 1 Nomination receipt: receive nominations from authorized personnel; verify completeness and compliance with award standards before routing.
13.2 Qualification Tracking & Verification
Qualification standards are maintained for all positions. Qualifications are created by trainers at class AAR (Section 8.4) and land in the member's Qualification Records; J-1 owns documentation and verification, not execution.
- Cross-reference shop reports against master qualification records; identify discrepancies between reported and documented qualifications.
- Request verification from shop leadership when discrepancies exist; update records upon verification and maintain the audit trail.
- Monitor training requirements and completion across shops; communicate requirements to personnel and leadership; escalate overdue or incomplete qualifications to the COC.
- Use the UHQ Qualification Tracker panel to assess coverage before a training push.
14. DASHBOARD OPERATIONS
Four read-only dashboards on the unit site pull live data from MILHQ records. No dashboard writes data. If a dashboard shows wrong data, the underlying MILHQ record is fixed — the dashboard is never edited. Record hygiene (correct naming conventions, prompt entry) is a core J-1 duty because promotion eligibility, Green Team points, AWOL tracking, and status displays all derive from properly entered records.
14.1 UHQ Command Dashboard — Triage
A command-level snapshot of unit health: a snapshot tool, not a deep data source. The persistent urgent band defines J-1's daily/weekly triage priorities: anyone in Currently AWOL (sorted by days gone, with last-seen date) needs a contact attempt and a status decision; anyone in the Promotion Pipeline is routed into the promotion process. Additional elements and their use:
- Order of Battle — live unit structure with billet-criticality coloring; any squad at or below 50% of maximum billets is red-flagged — informs recruiting priorities and drafting decisions.
- Strength Strip — seven live counters for unit strength and status distribution — the source for strength reporting to command.
- Green Team sub-table — shows ONLY threshold-crossers ready for a selection decision; full recruit tracking lives on the Green Team dashboard.
14.2 Promotions Dashboard
14.3 J-1 Forms Dashboard
The intake and processing point for personnel form submissions, consolidating the MILHQ queue so no request sits unactioned. Forms routed through it: Bronze Squadron Enlistment, Rank Change / Review, LOA Request, Combat Billet Transfer, and J-Shop Billet Transfer. For each submission: verify completeness, take the corresponding action in MILHQ (record entry, status update, or routing to the appropriate authority), then close the submission per Section 6.2. Every actioned form results in a corresponding MILHQ record entry so the soldier's file — not the form queue — remains the authoritative history. Submissions requiring a command decision beyond J-1's delegated authority are escalated, never actioned unilaterally. Processing standards per Section 3.2.
14.4 Green Team Selection Dashboard
The authoritative view of recruit progress through the 90-day selection pipeline and of WOC candidates through the 160th SOAR pipeline. Panels: Open Billets, Members Drafted To Unit, WOC Pipeline, and the Green Team Candidates table (qualification status for Days 1–3, points, days in window, completion score). Mechanics: points accrue in a 90-day rolling window from service and combat records, with reset records restarting a candidate's window; qualifications count from either course class rosters or the soldier's Qualification Records; completion score is the better of point or day progress plus 30 points per class day passed.
J-1 duties: monitor progress and flag candidates approaching threshold to Green Team cadre; verify correctly formatted service records exist when cadre report a class completion (the naming convention in Section 8.4 — a missing or misnamed record means progress will not display); coordinate drafting against Open Billets and process assignments in MILHQ; track WOC candidates with the 160th SOAR section lead; and investigate discrepancies at the record level. Not used for: promotion tracking of drafted members, or as a substitute for MILHQ records.
15. MASTER ROSTER MANAGEMENT
16. ADMINISTRATIVE AUTHORITY & J-1 BILLETS
16.1 MILHQ Role Tiers
| Role Tier | Assigned To / Authority |
|---|---|
| Super Admin | System owner only. Full configuration access. Not a duty role. |
| Unit Command | BSHQ. Command authority; edits configuration modules. |
| Section Leadership | Troop/section leads. Endorses actions for their section; manages section rosters. |
| Team Leadership | Squad/team leads. Initiates rank reviews and transfer endorsements for their team. |
| Combat Element – SEAL / SOF / Aviation / Green Team (+ Flight Instructors) | Element membership markers. Every operational member carries exactly one element role matching their Unit; Flight Instructors is additive within Aviation. |
| Medical | SARC / medical advisors. |
| J-1 through J-7 | Staff shop duties, additive to combat roles: J-1 Personnel, J-2 Intelligence, J-3 Operations, J-4 Logistics, J-5 Policies & Procedures, J-6 Communications, J-7 Training. |
| Shop Staff | General staff marker accompanying a J-code assignment. |
| Enlisted | Baseline for every sworn member. Assigned at enlistment, removed at separation. |
16.2 J-1 OIC — Administration Chief
Reports to BSHQ. Final approval authority within J-1.
Owns the accuracy of the MILHQ system of record and the Excel Master Roster; accountable to command for both.
Sole authority to approve record deletions; decision authority when no written procedure covers a situation; may waive standard process case-by-case.
Supervises Administrative Specialists: assigns queue coverage, reviews completed actions for quality, ensures no PENDING submission stalls.
Adjudicates improper or ambiguous form submissions after Specialist referral to the originating COC.
16.3 J-1 Administrative Specialist
Reports to the J-1 OIC.
Works the Form Submissions queue: enlistments, rank reviews, LOAs, transfers, discharges, and status changes per the workflows in this SOP.
Applies the full checklist before marking any submission COMPLETE — five attributes verified, forum and Discord mirrors updated, correct Record written.
Maintains name standards on forum and Discord; updates the Excel Master Roster within 24 hours of any action.
Monitors the four dashboards and flags discrepancies; investigates at the record level per Section 14.
Tracks promotion eligibility and assembles board packages; verifies qualifications assigned by trainers at AAR.
Refers improper submissions to the originating COC before processing; escalates anything uncovered by written procedure to the OIC. No record deletions; no configuration-module edits.
16.4 Shared Responsibilities
- Command authority — Approve actions requiring command authority; provide policy guidance; review J-1 metrics and reporting; support cross-shop coordination.
17. RECORDS & AUDIT DISCIPLINE
Each workflow terminates in a record entry. The mapping is fixed:
18. COMMANDER'S INTENT
The Administration Shop is the organizational backbone of Bronze Squadron personnel management. Accurate records, timely processing, and meticulous coordination across all shops ensures the unit maintains readiness and provides a professional military environment for all personnel. The Commander intends for J-1 to:
APPENDIX A — APPLICANT PROCESSING FLOW
Reference for Workflow 1 (Section 7). Two entry paths converge at enlistment review.
A.1 Entry via Discord
| STAGE | IF NO | IF YES |
|---|---|---|
| Joins Discord server | — | Assign basic Discord perms (always) |
| Creates forum account? | Basic perms only — NO FURTHER ACTION | Standardize display name |
| Submits enlistment? | Name standard + basic perms — NO FURTHER ACTION | Assign enlisted perms + name standard + rank → ENLISTMENT REVIEW |
A.2 Entry via Website
| STAGE | IF NO | IF YES |
|---|---|---|
| Creates forum account | — | Proceed |
| Submits enlistment? | NO FURTHER ACTION (optional: welcome DM + Discord invite) | Name standard + assign rank |
| Member of Discord? | Direct to Discord — hold processing until arrival (rejoins review on Discord join) | ENLISTMENT REVIEW |
A.3 Enlistment Review Outcomes
| Outcome | Action |
|---|---|
| ACCEPTED | Recruit rank assigned → Green Team pipeline |
| DENIED | Notify applicant; retain basic forum access |
| NO RESPONSE — 14 DAYS | Archive application; revert to basic perms |
19. PERSONNEL RECORDS OVERVIEW
| Record Type | Written When |
|---|---|
| Service Record | Enlistment (opened) and separation (closed); Green Team class completions per the naming convention; reserve activation; major career milestones |
| Assignment Record | Every unit/position change: intake, accession, billet transfer |
| Rank Record | Every approved rank change (lateral promotions marked as such — they do not reset promotion eligibility counts) |
| Qualification Record | Every completed course or school, assigned by the trainer at class AAR |
| Award Record | Every approved award, via the [Award Review Pending] process |
| Combat Record | Operation participation, logged against Operations module entries — the sole driver of promotion eligibility |
Audit Logs capture every raw MILHQ change with user attribution and are the tool for investigating discrepancies — but they expire after one year. Records are permanent. If it matters in two years, it goes in a Record. And per the standing rule in Section 3.1: no record is deleted without J-1 chain of command approval.
20. J1 PERSONNEL - AWARDS CARD SYSTEM SOP
Purpose
This SOP governs the Bronze Squadron automated awards card system. Every active soldier in MILHQ has a digital shadow box card automatically generated from their award and qualification records. Cards display on each soldier's MILHQ profile page and update nightly without manual intervention.
Overview
The awards card system reads each soldier's award and qualification records directly from MILHQ and generates a branch-specific shadow box card showing their ribbon rack and qualification badges. Cards are branch-themed by service (Navy, Air Force, Army SOAR, Army Staff) and frame-tiered by rank. No manual card creation is required.
Cards are served at assets.bronzesquadron.com/{soldier-slug}.svg and automatically appear on every soldier profile page.
J1 Responsibilities
J1 does not operate or maintain the technical infrastructure behind this system — that falls to J6. J1 responsibilities are limited to personnel record accuracy in MILHQ, which directly drives card output.
Award Records
Awards entered in MILHQ appear on the soldier's ribbon rack automatically at the next nightly update. J1 must ensure:
- Award names in MILHQ match exactly the names in the awards catalog. If a new award is added to MILHQ that does not appear on cards, report it to J6 via the JSOC Support Request system. J6 will add it to the catalog.
- Awards are entered against the correct soldier record. A ribbon appearing on the wrong card means it was entered against the wrong soldier in MILHQ.
- Duplicate award entries are removed. Multiple entries of the same award will render additional oak leaf clusters or stars on the ribbon per military convention. If this is unintentional, remove the duplicate record in MILHQ.
Qualification Records
Qualification badges (SEAL Trident, Aviator Wings, Parachutist Badge, etc.) appear on cards based on qualification records in MILHQ. J1 must ensure:
- Qualifications are entered against the soldier upon completion of the relevant training or certification.
- For progressive qualifications (Parachutist Basic/Senior/Master, Aviator Wings Basic/Senior/Master, Scuba Basic/Master, EOD Basic/Senior/Master), only the highest tier earned needs to be active — the system automatically shows the correct badge for the highest tier present.
- Green Team progression (Day 1, Day 2, Day 3) shows only the highest day completed. Full Green Team completion (Day 3) displays the Green Team Certificate badge.
- SOAR pipeline progression: Ground School completion shows an in-training badge. Flight School completion grants Aviator Wings.
Card Accuracy Audit
J1 should periodically spot-check soldier cards against their MILHQ records to confirm accuracy. If a card shows incorrect ribbons or missing badges, the root cause is always one of:
2. RIBBON PRECEDENCE
Ribbons display in order of military precedence — highest precedence at top-left, lowest at bottom-right, partial rows centered at the top. The precedence order is maintained by J6 in the awards catalog. If you believe a ribbon is displaying out of order, report it to J6.
3. BRANCH AND RANK DISPLAY
Cards are automatically themed by branch based on the soldier's rank abbreviation in MILHQ:
| Branch | Felt Color | Accent |
|---|---|---|
| US Navy | Deep Navy | Gold |
| US Air Force | Dark Charcoal | Steel Blue |
| US Army (SOAR) | Dark Olive | Green |
| US Army (Staff/J-Shops) | Near Black | Bronze |
Frame complexity increases with rank — junior enlisted have a simple border, senior enlisted have corner ornaments, officers have an inner gold frame, senior officers have full corner flourishes.
4. REPORTING ISSUES
If a card is incorrect or missing, use the JSOC Support Request system and select J6 Technical. Include the soldier's name and a description of what is wrong versus what MILHQ shows.