MEDCOM Pam 40-13 

DEPARTMENT OF THE ARMY 

HEADQUARTERS, UNITED STATES ARMY MEDICAL COMMAND 

2050 Worth Road 

Fort Sam Houston, Texas 78234-6000 

MEDCOM Pamphlet 13 February 2006 

No. 40-13 

Medical Services 

U.S. ARMY VETERINARY COMMAND GUIDELINES AND PROCEDURES 

TABLE OF CONTENTS 

 PARAGRAPH PAGE

CHAPTER 1. GENERAL INFORMATION 

 HISTORY ....................................................................................... 1-1 5 

 PURPOSE...................................................................................... 1-2 5 

 REFERENCES............................................................................... 1-3 5 

 EXPLANATION OF ABBREVIATIONS AND TERMS .................... 1-4 5 

 APPLICABILITY ............................................................................. 1-5 5 

CHAPTER 2. MANAGEMENT CONTROL PROCESS AND 

 ORGANIZATIONAL INSPECTION PROGRAM REQUIREMENTS 

 INTRODUCTION............................................................................ 2-1 6 

 INSPECTIONS............................................................................... 2-2 6 

 PROCEDURES.............................................................................. 2-3 8 

CHAPTER 3. INSTALLATION SUPPORT PLAN PROGRAM 

 INTRODUCTION............................................................................ 3-1 9 

 IMPLEMENTATION OF THE ISP PROGRAM ............................... 3-2 9 

 ISP DATABASE CONTACT REPORT ESTABLISHMENT ............ 3-3 15 

 CUSTOMER VISIT REPORTS (CVRs).......................................... 3-4 16 

 SUBSISTENCE INSPECTION REPORTS (SIRs).......................... 3-5 18 

 ISP DATABASE REVIEW .............................................................. 3-6 21 

 MCP/OIP INTEGRATION............................................................... 3-7 21 

CHAPTER 4. SUBSISTENCE RECALLS 

 INTRODUCTION............................................................................ 4-1 46 

 PROCEDURES FOR DETERMINING IF A FOOD RECALL 

 ACTION IS REQUIRED ............................................................. 4-2 46 

 FOOD OR NONPRESCRIPTION DRUGS DIRECTLY ASSOCIATED 

 WITH A MEDICALLY VERIFIED PHYSICAL ILLNESS OR 

 INJURY ...................................................................................... 4-3 47 
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PARAGRAPH PAGE

 DOD FOOD AND DRUG LABORATORY (FADL) RESPONSE ..... 4-4 47 

 DEVELOPMENT OF LOCAL SOPs REGARDING ALFOODACTS.4-5 48 

CHAPTER 5. INSPECTION OF PERISHABLE FOODS EXPOSED 

 TO REFRIGERATION FAILURE 

 INTRODUCTION............................................................................ 5-1 49 

 GUIDELINES ................................................................................. 5-2 49 

 CLASSIFICATIONS OF FOODS BASED ON MICROBIAL 

 RISKS ........................................................................................ 5-3 59 

CHAPTER 6. OPERATIONAL RATION PROGRAMS 

 INTRODUCTION............................................................................ 6-1 61 

 GUIDELINES FOR MEALS, READY TO EAT ASSEMBLY 

 PLANTS ...................................................................................... 6-2 61 

 GUIDELINES FOR DEPOT ASSEMBLY OPERATIONS ............... 6-3 63 

 GUIDELINES FOR COMMERCIAL ASSEMBLY OPERATIONS 

 AT UGR-A ASSEMBLY PLANTS................................................ 6-4 64 

 GUIDELINES FOR COMMERCIAL ASSEMBLY OF 

 SURVIVAL-TYPE RATIONS AND THE HEALTH AND 

 COMFORT PACK ....................................................................... 6-5 65 

 GUIDELINES FOR INSTALLATION LEVEL INSPECTIONS ......... 6-6 65 

 LABORATORY ANALYSIS OF OPERATIONAL RATIONS ........... 6-7 67 

 RECORDING AND REPORTING OF OPERATIONAL RATION 

 INSPECTIONS............................................................................... 6-8 67 

CHAPTER 7. RECEIPT INSPECTIONS 

 INTRODUCTION............................................................................ 7-1 69 

 GENERAL RECEIPT INSPECTION PROCEDURES..................... 7-2 69 

 SPECIFIC RECEIPT INSPECTION SAMPLING TABLES FOR 

 RED MEATS, SHELL EGGS, FRESH FRUIT AND 

 VEGETABLES, SEMI-PERISHABLES AND PERISHABLES ..... 7-3 69 

 RECEIPT INSPECTION RESULT REPORTING 

 PROCEDURES........................................................................... 7-4 77 

 RISK ASSESSMENT FACTORS AND POTENTIAL RISKS .......... 7-5 77 

CHAPTER 8. OCONUS FRESH FRUIT AND VEGETABLE 

 CONTAINER/AIRLIFT INSPECTIONS 

 INTRODUCTION............................................................................ 8-1 78 

 GENERAL ORIGIN INSPECTION PROCEDURES ....................... 8-2 78 

 GENERAL DESTINATION INSPECTION PROCEDURES ............ 8-3 78 

 INSTRUCTIONS FOR COMPLETING OCONUS FF&V 

 CONTAINER/AIRLIFT INSPECTION SUPPORT REPORT........ 8-4 80 
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PARAGRAPH PAGE

CHAPTER 9. INSTALLATION FOOD SAMPLING PROGRAMS 

 INTRODUCTION............................................................................ 9-1 90 

 PROCEDURES.............................................................................. 9-2 90 

CHAPTER 10. SALVAGE/DISTRESSED FOODS AT 

 GOVERNMENT RETAIL AND STORAGE FACILITIES 

 INTRODUCTION.......................................................................... 10-1 94 

 PROCEDURES............................................................................ 10-2 94 

 GUIDELINES ............................................................................... 10-3 95 

CHAPTER 11. RAPID TESTING METHODS FOR 

 FOOD CONTACT SURFACES 

 INTRODUCTION.......................................................................... 11-1 96 

 GENERAL INFORMATION .......................................................... 11-2 96 

 PROCEDURES............................................................................ 11-3 97 

 PROGRAM GUIDANCE............................................................... 11-4 99 

CHAPTER 12. FOOD INSPECTION EQUIPMENT 

 INTRODUCTION.......................................................................... 12-1 100 

 GENERAL FOOD INSPECTION EQUIPMENT............................ 12-2 100 

 SPECIALIZED FOOD INSPECTION EQUIPIMENT..................... 12-3 101 

CHAPTER 13. MILITARY SANITARY INSPECTION PROGRAM 

 INTRODUCTION.......................................................................... 13-1 102 

 PROCEDURES............................................................................ 13-2 102 

CHAPTER 14. SECURITY PROGRAMS 

 INTRODUCTION.......................................................................... 14-1 103 

 ANTITERRORISM........................................................................ 14-2 103 

 SUSPECTED INCIDENTS OF INTENTIONAL 

 CONTAMINATION ................................................................... 14-3 105 

 OPERATIONS SECURITY........................................................... 14-4 106 

CHAPTER 15. PREDEPLOYMENT FOOD RISK 

 ASSESSMENTS IN THEATER OPERATIONS 

 INTRODUCTION.......................................................................... 15-1 113 

 RISKS ASSOCIATED WITH OCONUS PROCUREMENT........... 15-2 113 

 GENERAL GUIDANCE AND INFORMATION.............................. 15-3 113 

 COMMUNICATING FOOD RISKS ............................................... 15-4 114 
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PARAGRAPH PAGE

CHAPTER 16. LABORATORY SAMPLE SUBMISSION GUIDANCE 

 INTRODUCTION.......................................................................... 16-1 117 

 PROCEDURES............................................................................ 16-2 117 

CHAPTER 17. SUBJECT MATTER TRAINER PROGRAM 

 INTRODUCTION.......................................................................... 17-1 124 

 PROCEDURES............................................................................ 17-2 124 

CHAPTER 18. SHIPRIDER PROGRAM 

 INTRODUCTION.......................................................................... 18-1 125 

 GUIDELINES ............................................................................... 18-2 125 

CHAPTER 19. AUDITOR CERTIFICATION PROGRAM 

 INTRODUCTION.......................................................................... 19-1 128 

 PROCEDURES............................................................................ 19-2 128 

APPENDIX A (REFERENCES)............................................................. 131 

APPENDIX B (SAMPLES OF CUSTOMER VISIT REPORTS/ 

 SUBSISTENCE INSPECTION REPORTS)...................................... 134 

GLOSSARY .......................................................................................... 152 

DA/DD/MEDCOM FORMS.................................................................... 160 
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CHAPTER 1 

GENERAL INFORMATION 

1-1. HISTORY. This is the first printing of this publication. 

1-2. PURPOSE. This pamphlet supplements the policies and procedures that are 

contained in MEDCOM Regulation 40-28, U.S. Army Veterinary Command Policies and 

Procedures. 

1-3. REFERENCES. References are listed in appendix A. 

1-4. EXPLANATION OF ABBREVIATIONS AND TERMS. Abbreviations and special 

terms used in this publication are explained in the glossary. 

1-5. APPLICABILITY. This pamphlet applies to Headquarters, U.S. Army Veterinary 

Command (HQ VETCOM) and its subordinate commands. 
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CHAPTER 2 

MANAGEMENT CONTROL PROCESS AND ORGANIZATIONAL 

INSPECTION PROGRAM REQUIREMENTS 

2-1. INTRODUCTION. 

a. The purpose of the Management Control Process (MCP) is to reinforce the 

accountability of Army commanders and managers for establishing and maintaining 

effective management controls and to provide them with greater flexibility in their 

evaluation of these controls. All commanders and managers have an inherent 

responsibility to establish and maintain effective controls, assess areas of risk, identify 

and correct weaknesses in those controls, and keep their superiors informed. In this 

respect, the Integrity Act and OMB Circular A-123 codify this inherent responsibility. 

Army Regulation 11-2, Management Control, and the MEDCOM MCP Handbook, 

currently found at the website http://www.cs.amedd.army.mil/ameddir/TabD.doc, 

provide detailed information on the MCP.

 b. The purpose of the Organizational Inspection Program (OIP) is to manage all 

inspections within the command. It is a comprehensive, written plan that addresses all 

inspections and audits scheduled by outside agencies. The purpose of the OIP is to 

coordinate inspections and audits into a single, cohesive program focused on command 

objectives. Depending upon the level of command, the OIP will comprise command 

inspections, staff inspections, staff assistance visits, and external inspections. An 

effective OIP allows a commander to use these inspections to identify, correct, and 

prevent reoccurrence of problems within the command. Commanders should also use 

the OIP to complement and reinforce other sources of evaluation information when 

determining or assessing readiness. Army Regulation 1-201, para 3-2, provides 

detailed information on the organizational inspection program. 

 c. Commanders should schedule MCP and OIP inspections simultaneously in order 

to limit distraction from mission accomplishment. This chapter applies to both OIP and 

MCP inspections. The reporting templates posted to the VETCOM Library database in 

Lotus Notes fulfill both requirements. 

2-2. INSPECTIONS.

 a. HQ VETCOM will inspect each Regional Veterinary Command (RVC); the 

Department of Defense Military Working Dog Veterinary Service (DODMWDVS); and 

the Food and Diagnostic Laboratory (FADL) every 2 years using the applicable checklist 

posted in the VETCOM Library database in Lotus Notes. Results of this inspection will 

be retained at VETCOM HQ; copies will be given to the Functional Unit Managers. 
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 b. Each RVC will inspect its subordinate District Veterinary Commands (DVCs) 

annually. An example of a DVC checklist is provided in the VETCOM Library database 

in Lotus Notes. Functional Unit Managers should modify the checklist to adjust to the 

local circumstance within their respective areas of responsibility. Revised checklists will 

be in full compliance with the appropriate regulations, VETCOM mission guidance, and 

with the Assessable Unit Manager’s intent. Copies of completed inspection checklists 

will be retained at the RVC with copies forwarded to the DVC. Checklists are to be 

forwarded to VETCOM HQ only when a material weakness (es) is identified. Functional 

Unit Managers will submit an MCP Report, using the template posted on the VETCOM 

Library in the Lotus Notes database, every year on 1 Jul to HQ VETCOM (ATTN: 

Management Control Administrator). The reporting period consists of the preceding 

year ending on 30 June XXXX. For example, 1 July 2003 to 30 June 2004 will 

constitute a year and is reportable on the 1 July 2004 report. 

 c. Each DVC will inspect each branch within their respective areas of responsibility 

annually. Results will be recorded on an RVC approved checklist. Examples are 

provided at the end of this chapter. Reports will be maintained at the DVC and branch 

level. The DVC will conduct site visits as required and after discussing site status with 

respective branch leadership. Site visit reports, generated by the branch after each site 

visit, will be reviewed in order to make visit determinations as appropriate. 

 d. Branch officers in charge (OICs) and noncommissioned officers in charge 

(NCOICs) will inspect each site within their respective area at a frequency determined 

by the Branch leadership in coordination with the District Veterinary Commander. 

Appropriate inspection checklist will be determined by each District Commander. The 

checklist posted in the VETCOM library database in Lotus Notes may be utilized or 

modified accordingly. Trip reports will be generated no later than 7 duty days after each 

site visit and distributed to each site and district for review, corrective action, and 

retention in files. 

 e. Inspections should identify both shortcomings and strengths. A written summary 

will be contained in the checklist to include-- 

 (1) Material Weaknesses--as defined in AR 11-2. MEDCOM Regulation 40-28, 

2-3c helps determine if the weakness is material. 

 (2) Findings--a deficiency in unit operations that does not meet the standard of a 

regulation or policy. 

 (3) Observations--an area, based on the judgment of the inspecting auditor that 

could be improved upon. 

 (4) Commendable--a judgment by the inspecting auditor describing superior 

performance of an operation or process. 
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 (5) Overall Summary--mandatory summary giving details of the overall 

inspection results. 

 f. Material weaknesses will be reported as a Significant Incident Report, completed 

in accordance with applicable VETCOM policy. 

 g. Annotations on the checklist may be handwritten or typed. Copies of completed 

reports will be maintained at all applicable levels for 5 years, and then destroyed. 

Subordinate offices will report completion date of the corrective action, or a progress 

reported that includes anticipated completion date, to the auditing headquarters within 

30 days of the inspection. 

2-3. PROCEDURES. 

 a. Corrective action is required for all findings and/or material weaknesses. The 

corrective action requirement will be clearly stated, a suspense date will be given, and 

the inspecting level of command will track the requirement until the subordinate 

responds in writing that the deficiency has been corrected. 

 b. HQ VETCOM will establish a 5-year MCP/OIP Inspection Plan that will be 

updated every October (see example in the VETCOM Library). Regional commanders 

will forward, as part of their annual report, an inspection plan for their subordinate units 

that is expressed in months and covers a 2-year period. 

 c. Commanders at all levels are encouraged to invite outside agencies with special 

expertise to inspect areas of particular risk or interest within their command. 

 d. Functional Unit Managers and Administrators will complete annual MCP training 

as supplied by the Management Control Administrator. 
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CHAPTER 3 

INSTALLATION SUPPORT PLAN PROGRAM 

3-1. INTRODUCTION. 

a. This chapter establishes procedures for implementation, administration, and 

oversight of the Installation Support Plan (ISP) Program. The ISP is designed to assist 

the Installation Veterinary Officer-In-Charge (OIC) in making risk-based assessments of 

veterinary public health requirements and to wisely match existing resources against the 

entire spectrum of food safety, food security, animal programs, and customer needs for 

a given installation. 

 b. The ISP serves as the cornerstone for the organizational mission. The three 

primary pillars of support consist of food safety and quality assurance, food security, 

and animal programs. 

3-2. IMPLEMENTATION OF THE ISP PROGRAM. 

 a. Assessment Process. 

 (1) The Installation Veterinary OIC in consultation with the District Commander 

will review the following information and other useful resources in order to assess the 

need for veterinary service support: 

 (a) Existing programs. 

 (b) Veterinary services personnel assigned to the installation, that is, 

Veterinary Corps Officers, Warrant Officers, civilians, 91Rs and 91Ts. 

(c) Installation and tenant activity personnel, that is, Dining Facility (DFAC) 

Management; Installation Food Service Advisors; Defense Commissary Agency 

(DeCA); Morale, Welfare, and Recreation (MWR); Non-appropriated fund management; 

Exchange Service Management, etc. 

 (d) Pertinent military treatment facility (MTF) personnel, that is, Public Health 

Officers, Environmental Safety Personnel, Occupational Health, etc. to discuss Rabies 

Programs, Bite Reports, and other existing programs that are interrelated with the 

veterinary services provided to the installation. 

 (e) A face-to-face meeting is required with Preventive Medicine (PM) 

representatives to discuss veterinary installation support and identify risk areas due to 

gaps in oversight. VETCOM and PM capabilities should be strengthened through 
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simplified communication, joint inspections, joint training, and by joining mission 

capabilities as much as possible. Such coordination shall not convey an assumption of 

responsibilities or authority, but rather an effort to strengthen both activities. The main 

focus should be on pooling efforts and preventing a duplication of efforts. Foodborne 

illness reporting procedures and notification systems will also be discussed in order to 

ensure that Veterinary Service personnel are aware of and comply with the procedures 

in place. 

 b. ISP Design Strategy. 

 (1) After assembling a list of potential veterinary service support requirements as 

detailed above, the Installation Veterinary OIC assigns risk levels based upon the 

potential consequences of not having veterinary service involvement in each area and 

the likelihood of the occurrence of risks. Variables to consider in the calculation include 

inherent risk associated with the mission facet, severity of impact, population affected, 

historic frequency of occurrence, operational military impact, and conformity with 

VETCOM’s Mission Essential Task List (METL) and mission priorities. Costs 

associated with the need (that is, manpower, equipment, funding) are not considered 

during this stage. Risk level defaults will be set and verified in the Lotus Notes ISP 

database. Levels will be reviewed and adjusted as often as required and as a result of 

each facility’s subsequent performance. 

 (2) The Installation Veterinary OIC will draft the ISP (See figure 3.1 at the end of 

this chapter for examples of completed ISP documents). Once risk levels are assessed, 

variables to consider in the creation of the ISP include: availability of personnel and 

resources; expected degree of risk mitigation; time and distance constraints; availability 

of alternate civilian or military sources of services; surrounding public health 

infrastructure; civilian or military political considerations; and environmental decision 

making. If resources are not available to fulfill a requirement, a request is forwarded up 

the chain of command proposing a reallocation of resources. The District Commander 

will review, make suggestions, and make the final approval of the plan upon finalization. 

 (3) Food service sanitation programs are particularly important in this process. 

When PM assets are insufficient to accomplish their respective mission, and when the 

District Commander agrees that the requirement for food service sanitation oversight 

outweighs other District priorities, the DVC and Command Medical Authority can make 

a written local agreement for mission transfer. Notification of this change, and a report 

of how training and mission will be accomplished to standard, will be sent forward 

through the Regional Veterinary Command to HQ, VETCOM. 

 c. Assessment of Risk Levels. 

 (1) Default frequencies are established in the Lotus Notes database for all food 

safety inspections. The risk level and programmed default frequencies are defined as 

follows: 
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 (a) High Risk Level – A food establishment operation that through the type 

of food prepared and served, population served, previous inspection history or 

operational risks present an ABOVE AVERAGE risk for potential foodborne illness. The 

program default frequency is set for weekly support. 

 (b) Moderate Risk Level – A food establishment operation that through the 

type of food prepared and served, population served, previous inspection history or 

operational risks present an AVERAGE risk for potential foodborne illness. The 

program default frequency is set for monthly support. 

 (c) Low Risk Level – A food establishment operation that through the type of 

food prepared and served, population served, previous inspection history or operational 

risks presents a MINIMUM risk for potential foodborne illness. Program default 

frequency is set for quarterly support. 

 (2) During staff and/or customer visits the inspector will reassess the risk level of 

the facility based upon results of subsequent visits and discussions with facility 

managers. Veterinary, Warrant Officers and Branch NCOICs can change default 

frequencies in the database system as deemed appropriate. The computer program will 

automatically reflect changes to default frequencies. This is a management tool for the 

District and Regional Commanders and allows them to carry out their respective 

program oversight responsibilities. 

 (3) Use of approved source lists will be enforced when meeting with agencies/ 

activities that procure food locally. Locally generated purchase agreements/contracts 

will be reviewed for quality assurance provisions. If food safety and quality assurance 

provisions are not found, recommendation for inclusion will be made, that is, age upon 

delivery, temperature requirements, etc. An agreement will be made regarding location 

where support will be provided, such as having delivery conveyances stop at a central 

inspection point or inspecting delivery at first receiving facility. 

 (4) Hazardous food recall inspections. Physical checks at all installation 

locations are required where recalled items are potentially stocked. If inspection 

personnel are certain that the recalled items are not carried at particular activities, 

telephone checks are authorized as directed in local standing operating procedure 

(SOP). In order to gain awareness of merchandise stocking practices and trends, it is 

critical that personnel verify items received through review of contracts, receiving 

documents, and regular site visits. All telephone checks require a follow-up physical 

inspection of each particular site during the next regularly scheduled visit. However, the 

Branch NCOIC can authorize telephone checks without follow-up at predetermined 

locations outside of practical driving distances. All Branch level NCOICs will enter recall 

results into the Lotus Notes ISP database. 
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 d. DeCA Support. 

 (1) Verification of meat market and deli cleanup operations. This verification 

shall be performed in conjunction with the DeCA Quality Assurance Element (QAE) and 

contract cleaning supervisor if they are available. It is accomplished during and after 

the meat market and deli are cleaned and sanitized prior to the contract cleaning team’s 

departure. It is normally a visual inspection but may include swabbing at the unit’s 

discretion. This may require that inspection personnel verify cleaning and sanitizing 

after the store closes and before the markets start work. This task will be performed not 

less than three times per week initially. Frequency can be reduced based upon 

continued satisfactory results per the DVC Commander. 

 (2) The DVC Commander or their representative will notify the DeCA Region if 

continual contractual performance problems occur. 

 (3) Upon request by the DeCA Store Manager/Director, a senior person on the 

installation veterinary staff will serve as a consultant when the commissary presents 

unresolved pest management and waste disposal issues/problems to the Installation 

Department of Public Works or equivalent office for rapid resolution. 

 e. Exchange Service/MWR/Hospital Feeding. Support will be given to all exchange 

and MWR food facilities and especially hospital dining activities. This includes all snack 

bars located in hospitals. Increased emphasis will be placed on food security and on 

assisting with/training receiving personnel on performing receipt inspections. Hands-on 

food inspections must be performed while at these sites in accordance with command 

directed documents and/or SOPs. Highest priority shall be given to deliveries at 

hospital dining facilities. 

 f. Troop Feeding/Prime Vendor. The only required type of inspection under this 

program is the surveillance inspection. Inspector presence will be increased at the 

dining facilities and DOD schools and activities in order to ensure that receiving 

personnel are properly trained on performance of receipt inspections. Visits will be 

focused on the inspection of food products in storage, not on performing sanitary 

inspections. Latent defects must be identified and reported through the prime vendor 

program (see VETCOM HBK 40-2 for detailed guidance). Defects found as a result of 

age or storage conditions are reported through normal ISP channels. If the condition of 

food items in storage is deteriorated, this may lead to an inspection of the storage room 

(i.e., thawed items, moldy items, etc.). Inspections of food preparation areas will not be 

performed unless an agreement exists with the local preventive medicine/environmental 

health unit. Food inspectors’ inspection knowledge in “market ready” items (fluid dairy, 

bread, produce, etc.) will be continuously developed through documented training. 

Quarterly visits with prime vendor customers/ representatives will be made in order to 

discuss/resolve problems and issues. It is imperative that the NCOIC, Warrant Officer, 

or Installation Veterinary OIC attend all scheduled installation menu board meetings. 
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 g. Installation Support. With coordination and agreement with the Provost Marshal 

and Installation Commander, develop program to increase food security/defense 

capabilities and awareness installation wide, to include commercial vehicle entry points. 

Random cursory inspections of vehicles, containing food or water, will be performed at a 

minimum of once/week. These cursory inspections should determine the following: 

approved sources, inspect for tampering, inspect the bill of lading, evaluation if vehicle 

is properly sealed. 

 h. Point of Contact Confirmation. Points of contact and expected workloads will be 

confirmed and updated on a quarterly basis with the personnel identified in a.(1)(c) of 

this chapter. Face-to-face meetings will be made when personnel changes occur at the 

Veterinary OIC/NCOIC level, or key procurement activity personnel are made. 

 i. Presenting Approved ISP to Lead Agency Representatives: 

 (1) The Installation Veterinary OIC will present the ISP to senior installation 

activity officials no less than annually and/or when significant mission, personnel, 

operational conditions, or workload changes take place. Lead agency representatives 

include (list is not all-inclusive): 

 (a) Installation Commander, or representative 

 (b) DeCA Store Director/Manager. 

 (c) Exchange Food Service manager or General Manager. 

 (d) MWR Chief, Food Manager, Financial Officer, or Quality of Life (QOL) 

Chief. 

 (e) Installation Food Service Advisor/Food Service Manager/Troop Issue 

Subsistence Officer (TISO). 

 (f) Provost Marshal. 

 (g) Emergency Room/PM Department Chief/PM Radiation Protection Officer 

 (h) Housing Manager. 

 (i) Operations Officer (G3) for maneuver command. 

 (j) Wildlife/Pest Management/Post Engineers. 

 (k) Quartermaster Corps during “field exercises.” 
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 (2) The Installation Veterinary OIC and NCOIC will review and adjust the ISP no 

less than annually and then meet face-to-face with the senior representative of each 

lead activity to communicate the following areas: 

 (a) After action report of past year’s veterinary public health mission 

performance to include the benefits of services and consequences of requirements that 

are not met. 

 (b) Review the needs assessment. 

 (c) List the unmet needs and the reasons/impact of not providing the service. 

 (d) Worksite locations, hours, personnel assigned, and expected workload 

performance. 

 (e) Anticipated events by Veterinary Service (VS) personnel that significantly 

impact workload (training events, troop rotations, personnel changes, special or 

seasonal events). 

 (f) Resources provided by VS and receiving activity, that is, vehicles, local 

area network (LAN) access. 

 (g) Potential joint training topics. 

 (h) Training frequency/schedule/oversight. 

 (i) Emergency preparedness. 

 (j) Reporting mechanisms and point of contact (POC) rosters. 

 (k) Overlap, under-lap, and coordination with PM or other affiliated agencies. 

 (l) Situations that may involve the Public Affairs Officer or civilian media. 

 (3) The District Commander and the assigned Installation Veterinary OIC should 

meet with the Installation Commander, or their representative at least annually. During 

this coordination meeting veterinary personnel will provide a copy of the ISP and will 

brief the following topics: 

 (a) Structure and function of the ISP. 

 (b) The role of Veterinary Services in food safety and security and the need 

for approved sources in all fixed and temporary installation food activities. 
MEDCOM Pam 40-13 

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 (c) The role of Veterinary Services in animal health and welfare on the 

installation to include the care and use of government-owned and privately-owned 

animals. 

3-3. ISP DATABASE CONTACT REPORT ESTABLISHMENT. 

a. Rules of use. 

 (1) Initiating the contact report: 

 (a) Can be initiated by the Installation VCO or other personnel IAW local 

SOP. 

 (b) Must be initiated under the following conditions: 

 i. When a new HQ Agency is opened or established. This does not consist of 

individual facilities or stores, but rather the HQ Office responsible for such facilities. 

 ii. At time of annual review/update. 

 iii. Any other time that a contract is made with the agency manager as 

described above. 

 (2) Editing. Facility visit frequency can only be edited by either the Installation 

Veterinary OIC or Branch NCOIC when deemed necessary and as a result of a facility 

visit. 

 b. Command expectations. 

 (1) MEDCOM Reg 40-28 dictates minimum frequency for contacting each major 

agency at installation level/installation commander. 

 (2) Local SOP will dictate facility frequency which is set on the database by 

default, but can be manually changed by the NCOIC/OIC as deemed necessary. 

 (3) Review and update installation contact information at least annually or as 

needed, i.e., change in agency manager or Installation Veterinary OIC. 

 (4) Assign correct risk level according to the criteria delineated in paragraph 3-

2b above. 

 (5) It is expected that multiple reports will be listed for each agency. This is 

because a new contact report is generated at a minimum of once per year, as well as 

resulting from any contacts made throughout the year. 

 c. Common errors to avoid. 
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 (1) Frequencies listed on the contact report are not being followed. 

 (2) Incorrect frequency is listed for the facility. 

 (3) Update facilities when needed, i.e., after follow-up meetings. 

 (4) Editing the most recent contact report does not constitute an annual review. 

3-4. CUSTOMER VISIT REPORTS (CVRs). 

a. Rules of use.

 (1) Completed every time a visit is made to a site agreed upon under the ISP. It 

is highly possible that a CVR will be completed with no associated SIR. The types of 

visit applicable are: 

 (a) Routine. 

 (b) Customer Request. 

 (c) Follow-up. 

 (d) ALFOODACT. 

 (e) Refrigeration Failures. 

 (f) Navy Ships/Subs. 

 (g) Vehicle entry control points. 

 (2) One CVR will be generated per facility per day visited. Only one CVR per 

day is completed at commissary sites. Each inspector is listed on the single CVR. 

Macro type information is listed. 

 (3) When an SIR is entered, it will automatically be reflected under the facility 

CVR for that day. If a CVR is not entered on the same day that an SIR is entered, there 

will be no CVR under which the SIR will be reflected. This is an auto command 

performed by the database. 

 (4) Local Installation requirements may require other applicable documents to be 

generated from a CVR. 

 (5) Sanitation Standards to use. These are listed so that inspectors have a 

standard to reference for sanitation deficiencies found. 
MEDCOM Pam 40-13 

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 (a) MIL-STD 3006: military warehouses. 

 (b) TB MED 530: Army DFACs. 

 (c) Food Code: All others. 

 (d) NA: If type of visit does not require sanitation check. 

 (e) Other: Navy or Marine Corps documents. 

 b. Command expectations. 

 (1) ISP agreements with agency managers will drive the level of support given 

during each visit. Sample sizes are driven by local SOPs. Regardless of minimum 

sample sizes, inspectors should not be limited by sample size and are encouraged to 

inspect more product than what is indicated in the sample size as appropriate. Do not 

let sample sizes be limited by forms completion. The focus is on performing good, 

comprehensive surveillance on a wide variety of line items/cases. 

 (2) Macro information. List what was performed in a broad, generalized sense 

on the CVR. See the example of a completed CVR for guidance. 

 (3) Typical support expected: 

 (a) Retail shops: Walk through the sales floor at retail shops looking at code 

dates, obvious damage, deterioration, approved source scans, refrigeration/ freezer 

display temperatures. Visit all walk-in coolers and other food storage areas, noting any 

food problems and/or general sanitation problems. 

 (b) MWR sites: Storage areas only, inspecting food in storage for obvious 

defects. If sanitation deficiencies are found that may affect the food stored, annotate 

the CVR and, and if severity dictates, notify PM. The level of sanitation cognizance may 

be increased at sites that PM traditionally performs sanitary inspections on (i.e., clubs), 

if local written agreements with PM exist. 

 (c) DFACs and land-based Navy galleys: The expectation is that each dining 

hall/galley should be visited at least weekly. Visit all storage areas and product staging 

areas only, inspecting food for obvious defects. Defects must be categorized as latent 

defects if they are caused by the producer or distributor. If the defects are caused by 

the facility, they are categorized as a storage/handling defect. Be aware of imminent 

health hazards that may be present. If sanitation deficiencies are found that may affect 

the food stored, annotate the CVR and, and if severity dictates, notify PM. The level of 

sanitation cognizance may be increased if local written agreements with PM exist. 
MEDCOM Pam 40-13 

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 (d) Commissary: IAW agreed upon support. CVRs are required daily. 

Traditional support includes delivery inspections (all requiring SIRs); sanitary walkthrough inspections; surveillance inspections; etc. 

 c. Common errors to avoid. 

 (1) The most significant error to guard against is identifying problem areas, then 

not listing and taking any further actions. If food problems or sanitation problems are 

noted, inspectors must list on the CVR the actions they are taking in response to the 

problem found. This might involve a change in risk category and/or frequency of visit. 

The CVR cannot list problems without also detailing final disposition actions. 

 (2) The goal is not to perform "formal" sanitary inspections at each site. Those 

type inspections are performed under other programs. Let the condition of the food lead 

you to sanitation problems, not the other way around. For example, finding moldy 

produce in a cooler may lead you to observe the walls, floors and ceilings of the 

refrigeration unit. Observing items with heavy frost may lead you to review temperature 

charts for the refrigeration units. 

 (3) Do not let sample sizes be limited by forms completion. Perform good 

comprehensive surveillance on a wide variety of line items/cases. 

 d. Examples of completed CVRs can be found in appendix B. 

Commissary 

 Other Retail 

 MWR 

 DFAC/Troop Feeding 

 Ships 

3-5. SUBSISTENCE INSPECTION REPORTS (SIRs). 

 a. Rules of use. 

 (1) An SIR must be generated for-- 

 (a) A product defect/nonconformance is detected in conjunction with a visit to 

a facility. 

 (b) Returned product inspection during which a DOPI was performed. 

 (c) For all receipt inspections performed during which a DOPI was performed 

and at the minimum frequency required in accordance with local SOP and applicable 

regulations. 
MEDCOM Pam 40-13 

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 (2) The four types of SIRs are-- 

 (a) Receipt. 

 (b) Surveillance. 

 (c) Returned Product Inspection. 

 (d) Prime Vendor Surveillance. 

 (3) Receipt inspection reports are required for-- 

 (a) Beef. 

 (b) Pork. 

 (c) FF&V. 

 (d) Other. 

 (4) Surveillance inspection reports require a complete, detailed listing of each 

product that is inspected. This type of inspection is typically limited to governmentowned, non-retail products. The only exception to the retail product limitation is typically 

at facilities located overseas. Surveillance inspections will be conducted and entered 

into the ISP database in accordance with local SOP. 

 (5) Returned Product inspection reports are required when product(s) are 

inspected due to a customer complaint. 

 (6) Prime Vendor Surveillance inspection reports will be generated when 

detailed product evaluations are conducted. Nonconformances listing latent defects will 

be forwarded through the chain of command to HQ VETCOM, via auto messaging. 

 b. Command expectations. 

 (1) ISP agreements with agency managers will drive the frequency of 

inspections performed during each visit. Inspection frequencies and sample sizes are 

driven by local SOPs. 

 (2) List inspection details in a manner that clearly communicates standards, 

nonconformances and inspection results. 

 (3) Typical support expected: 
MEDCOM Pam 40-13 

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 (a) Commissaries. Receipt inspections should be conducted at a frequency 

that is agreed upon in accordance with the ISP. An SIR will be completed for each 

receipt inspection performed when destructive open package inspection is performed, 

or upon finding nonconformances. Traditional support includes regular receipt 

inspections of all food delivered to the commissary during support hours, with an 

emphasis on high-dollar value or potentially hazardous foods. 

 (b) Dining Facilities and Galleys. Receipt inspections should be conducted at 

a frequency that is agreed upon within the ISP. Equal emphasis should be placed on 

inspections of both market ready (milk, bread, etc.) and prime vendor items. 

 (c) MWR/Club System. Receipt inspections should be conducted at a 

frequency that is agreed upon with the installation representative in accordance with the 

ISP. 

 (d) Exchange Retail Facilities. Receipt inspections should be conducted at a 

frequency that is agreed upon with the installation representative in accordance with the 

ISP. 

 c. Common errors to avoid. 

 (1) Inspectors must be clear on the specific product requirements when 

conducting subsistence inspections. For example, specific requirements with respect to 

product age upon delivery, temperature requirements, etc. must be known in order to 

conduct an inspection to standard. 

 (2) Specific inspection results must be recorded on the SIR in detail. The CVR 

will not be used in order to convey product inspection results, whenever a SIR is 

required. 

 (3) Inspectors must report nonconformances to the accountable officer. When 

accountable officers opt to accept products that may pose a potential wholesomeness 

problem, the Veterinary OIC or Warrant will be notified immediately. 

 (4) Multiple contractors listed on one report. There should be one SIR per 

contractor. 

 d. Examples of completed SIRs can be found in appendix B. 

 Receipt – Beef, FF&V, Pork, Other. 

 Surveillance. 

 Returned Product Inspection. 

 Prime Vendor Surveillance. 
MEDCOM Pam 40-13 

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3-6. ISP DATABASE REVIEW. 

a. The Branch Veterinary OIC and NCOIC will review respective section reports and 

discuss them with each Section Veterinary OIC and NCOIC. Critical areas that must be 

kept in mind while performing the reviews and discussions are as follows: 

 (1) The need to communicate food safety, security, and food quality issues at all 

levels throughout the Region through the chain of command. 

 (2) Recommendation of possible changes in local procedures and frequencies 

based upon inspection results. This will help the Branch to set goals and give direction 

for any follow-up action such as additional site visits that are needed. 

 (3) Timely and accurate report completion and review. 

 b. It is highly recommended that database reviews and results be documented and 

maintained for reference. The review information can be used to track inspections 

trends and coordinate appropriate inspector training. Figure 3.2 at the end of this 

chapter illustrates an example of how a Branch and a District level review can be 

effectively captured. 

3-7. MCP/OIP INTEGRATION.

 a. MCP/OIP visits will strongly focus on the ISP Program. Items of interest shall 

include: 

 (1) Is the written ISP current? 

 (2) Has the plan been communicated appropriately to senior installation 

personnel? 

 (3) Do local SOPs contain details of how each agency will be supported? 

 (4) Is the agreed upon support performed? 

 (5) Does the support include receipt and surveillance inspections, sanitation, 

food security recommendations, education, and training? 

 (6) Are significant actions reported as required and addressed in a timely 

manner? 
MEDCOM Pam 40-13 

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Figure 3.1 – Installation Support Plan Example

EXAMPLE ONLY – INDIVIDUAL ISPs WILL VARY WITH EACH INSTALLATIONS 

MISSION REQUIREMENTS

DEPARTMENT OF THE ARMY 

HEADQUARTERS, UNITED STATES ARMY VETERINARY COMMAND 

2050 WORTH ROAD, SUITE 5 

FORT SAM HOUSTON, TEXAS 78234-6005 

(Use Appropriate Letterhead) 

 REPLY TO 

 ATTENTION OF

MCVS XX Date XXXX 

MEMORANDUM FOR Commander, South Plains District Veterinary Command, 

Fort Anywhere, XX 12345 

SUBJECT: Installation Support Plan, Fort Sam Houston, TX 78234 

1. Attached is the Installation Support Plan for Fort Sam Houston, TX, which defines 

the level of veterinary food inspection support, agreed upon with the activities listed 

below. 

2. Activities Supported. 

 a. Troop Feeding. 

 (1) Dining Facilities. 

 (2) TISA Warehouse/UBLs. 

 b. Defense Commissary Agency (DeCA). 

 c. Exchange Services. 

 (1) Shoppettes/Food Courts/Food concessionaires. 

 (2) Retail Outlets (PX, retail stores, BX Marts, etc.). 

 (3) Other Activities (Bowling Center, bookstore, gas stations, etc.). 

 d. Morale, Welfare, and Recreation (MWR). 
MEDCOM Pam 40-13 

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 (1) Clubs. 

 (2) Other Activities (Golf Course, Rod & Gun, etc.). 

 e. General Installation/Area Support. 

 (1) ABC Reserve Center. 

 (2) Coast Guard Supply Center. 

 (3) Ship/Sub Support. 

 (4) Installation Level Issues. 

 (a) Food Security/Vulnerability Assessments/Food Vehicle check points. 

 (b) Special Events Support (Armed Forces Day, Fests, etc.). 

 (c) Operational Exercise/Training Support ("Golden Saber"; survival training 

field activities; etc.). 

 (d) Ship Rider Program. 

 (e) Food inspection support to schools on installation. 

 f. Department of Defense Dependent Schools (DODDSs). 

 g. Military Treatment Facilities. 

 h. Military Police/Security Forces. 

3. Reviewed and updated this plan annually through face-to-face meetings with all 

Activities involved. 

 JOHN H. JONES 

 CPT, VC 

 Officer in Charge 

CF: 

COMMANDER, US ARMY GARRISON COMMAND, FORT SAM HOUSTON, TX 

COMMANDER, GREAT PLAINS REGIONAL VETERINARY COMMAND 

CHIEF, INSTALLATION SUPPORT DIVISION, HQ, VETERINARY COMMAND 
MEDCOM Pam 40-13 

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Appendix A – Troop Feeding Support

1. Installation: Fort Sam Houston, TX. 

2. Meeting Information: Meeting conducted between CW2 Ajay, Fort Sam Houston 

Branch Veterinary Service; Mr. Smith, Installation Food Advisor (IFA); and MAJ Black, 

Chief, Nutritional Support Division, Brooke Army Medical Center, 7 October 2003. This 

meeting was conducted immediately after the Installation Menu Board Meeting. The 

below schedule of services was agreed upon by all Activities. (List all attendees). 

3. Activity Supported: All dining facilities on post: 

 bldg # phone # POC 

 BN DFAC “ “ “ 

 Main DFAC " " " 

 Warrior DFAC " " " 

 DFAC 3450 " " " 

 Hospital DFAC " " " 

 TISA Cold Storage " " " 

 (Seasonal support RC/USNG) 

4. Support Agreement: 

 a. Veterinary personnel will support Installation Dining Facilities during the following 

time periods: 

MON-FRI: 0830-1100 

 1300-1430 

 b. Support will be on a rotating basis (area circuit support). Visit each dining hall at 

least twice per week. 

 c. ON-CALL: IAW Posted On-Call Roster (copy given to all parties at meeting; 

additional copies given to all dining facility managers, and staff duty officers). 

5. Services Provided: 

 a. Surveillance product evaluations of items in storage, for condition and obvious 

defects, IAW prescribed VETCOM frequencies, directives, and unit SOPs. 

 b. Complete product evaluations (if directed) for all requirements, IAW prescribed 

VETCOM frequencies, directives, and unit SOPs. 
MEDCOM Pam 40-13 

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 c. Training of receiving personnel on receipt inspection techniques, obvious product 

defects, USDA Standards for Grades familiarity, and other public health/food quality 

related issues. 

 (1) Training will be once per month at each dining facility, and will last not longer 

than 30-45 minutes. 

 (2) Vet Service personnel will coordinate best dates/times with each location. 

 (3) Keep a record of each training session at the Vet Service Branch HQ, and 

will also be forwarded to the Installation Food Adviser. 

 d. Delivery inspections, customer complaints, or other food safety/public health 

issues while present. 

 e. ALFOODACT/local recall and refrigeration breakdown support. 

6. Reporting; Points of Contact; Communications: 

Upon request, give copies of correspondence and reports to the Authorized Receiving 

Individual at the particular site, as well as the Office of the Installation Food Advisor 

(Mr. Smith). 
MEDCOM Pam 40-13 

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Appendix B – DeCA Support

1. Installation: Fort Sam Houston, TX. 

2. Meeting Information: Meeting conducted between CW2 Ajay, Fort Sam Houston 

Branch Veterinary Service, and Ms. Sellfood, Commissary Store Director, 1 October 

2003. The below schedule of services was agreed upon by both Activities. (List all 

attendees). 

3. Activity Supported: Main Commissary, Bldg 3. 

4. Support Agreement: 

Veterinary personnel will support DeCA during the following time periods*: 

* (Hours will vary with the agreed upon support and mission requirements, but are not 

intended to be 8 continuous hours). 

 MON-FRI: 0530-0730 

 1300-1400 

 1930-2030 

 SAT: 0600-0730 

 0930-1030 

 ON-CALL: IAW Posted On-Call Roster. 

5. Services Provided: 

 a. Approved Sources. 

 b. Store sanitation walk through inspections (food code, meat market and deli preop and post cleanup, expired items, etc.). 

 c. Marked down/salvage/survey item inspections. 

 d. Market Ready Beef / Pork inspections (condition/identity). 

 e. Fresh dairy & egg inspections. 

 f. Produce delivery inspections (condition/identity), normally @ 1930. 

 g. Customer complaint system support (follow up inspections, further requested 

assistance, etc.). 
MEDCOM Pam 40-13 

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 h. Training of store personnel in sanitation, time/temperature concepts, etc. 

(production areas). 

 i. Support during any power outages/refrigeration breakdowns. 

 j. Any other delivery inspections, or other food safety/public health/wholesomeness 

issues while present: 

 (1) ALFOODACT/local recalls. 

 (2) In Store Customer Education (through mutual agreement with commissary 

management personnel): 

 (a) Every other month (6 times per year) the commissary will designate a 

location within the store for veterinary food inspectors to set up a consumer education 

stand (table/booth/etc.). 

 (b) Inspectors will provide the following, for next CY: 

 JAN: egg grading demo, w/related egg food safety handout. 

 MAR: info handouts on Sprouts, and "What's on a label?" 

 MAY: ground beef fat testing demo, w/related ground beef food safety 

handout. 

 JUL: food safety handouts on oysters; other seafood safety. 

 SEP: (National Food Safety Month: variety of food safety, foodborne 

disease literature distributed). 

 NOV: Thanksgiving turkey safety; safe holiday food (eggnog, raw cookie 

dough, etc.) 

6. Reporting; Points of Contact; Communications: 

Upon request, give copies of correspondence and reports to the Commissary Director 

(Ms. Sellfood) and/or her designated representative. 
MEDCOM Pam 40-13 

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Appendix C – AAFES Support

1. Installation: Fort Sam Houston, TX. 

2. Meeting Information: Meeting conducted between SFC Wiley, Fort Sam Houston 

Branch Veterinary Service, and Mr. Dogood, Main AAFES Procurement Office, 9 

October 2003. The below schedule of services was agreed upon by both Activities. 

(List all attendees). 

3. Activity Supported: All Shoppettes, retail food outlets, and other AAFES managed 

facilities selling food on the Installation. 

 a. Main PX and Food Courts (Robin Hood, Steak' M, etc). 

 b. Main Shoppette. 

 c. Montgomery Shoppette. 

 d. Gas Station #1. 

 e. Gas Station #2. 

 f. BN Retail Shop. 

 g. NCO Academy Bookstore. 

 h. Bowling Alley. 

 i. Beverage Store. 

4. Support Agreement: 

 a. Veterinary personnel will support Installation AAFES Facilities during the 

following time periods: 

MON-FRI: 0830-0930 

 1430-1530 

 b. Support will be on a rotating basis (area circuit support). Visit each location at 

least twice per week. 

 ON-CALL: IAW Posted On-Call Roster (copy given to all parties at meeting; 

additional copies given to all dining facility managers, and staff duty officers) 
MEDCOM Pam 40-13 

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5. Services Provided:

 a. Formal and informal sanitation inspections. This will include visual inspections of 

ice producing machines if present, and may include periodic swabbing of ice producing 

equipment. End-item lab sampling may be performed on finished bagged ice and any 

other food items sold. 

 b. Delivery inspections, customer complaints, potentially hazardous foods (PHFs), 

product cursory checks, or other food safety/public health/wholesomeness issues while 

present, or when notified. 

 c. Training. 

 (1) Fresh Dairy inspections via commissary stop point inspection. 

 (2) Product evaluations IAW Exchange Services policies. 

 (3) ALFOODACT/local recalls and refrigeration breakdown support. 

 (4) Education of receiving personnel through pamphlets, literature, training, etc. 

6. Reporting; Points of Contact; Communications: 

Upon request, give copies of correspondence and reports to the appropriate activity 

manager, as well as the Installation Exchange Procurement Office (Mr. Dogood). 
MEDCOM Pam 40-13 

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Appendix D – MWR Support: FOOD

1. Installation: Fort Sam Houston, TX. 

2. Meeting Information: Meeting conducted between CW2 Ajay, Fort Sam Houston 

Branch Veterinary Service, and Mr. Reynolds, MWR Procurement Office, 9 October 

2003. The below schedule of services was agreed upon by both Activities. (List all 

attendees). 

3. Activity Supported: All retail food outlets, and other MWR managed facilities selling 

or providing food on the Installation. 

 a. Officers Club. 

 b. NCO Club. 

 c. Rod & Gun Club. 

 d. Child Care Center. 

 e. Golf Course Club. 

 f. ACS Food Locker. 

 g. Recreation Center. 

 h. Main Gymnasium. 

 i. Youth Activity Center. 

4. Support Agreement: 

 a. Veterinary personnel will support Installation MWR Facilities during the following 

time periods: 

MON-FRI: 0830-0930 

 1430-1530 

 b. Support will be on a rotating basis (area circuit support). Visit each location at 

least twice per week. 

 ON-CALL: IAW Posted On-Call Roster (copy given to all parties at meeting; 

additional copies given to all facility managers, and staff duty officers). 
MEDCOM Pam 40-13 

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5. Services Provided:

 a. Informal sanitation inspections. 

 b. Delivery inspections, customer complaints, product cursory checks, or other food 

safety/public health/wholesomeness issues while present, or when notified. 

 c. Milk inspections via commissary stop point inspection. 

 d. ALFOODACT/local recalls and refrigeration breakdown support. 

 e. Education of receiving personnel through pamphlets, literature, training, etc. 

6. Reporting; Points of Contact; Communications: 

Upon request, give copies of correspondence and reports to the appropriate activity 

manager, as well as the Installation MWR Procurement Office (Mr. Reynolds). 
MEDCOM Pam 40-13 

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Appendix D – MWR Support: ANIMAL

1. Installation: Fort Sam Houston, TX. 

2. Meeting Information: Meeting conducted between CPT Able, Fort Sam Houston 

Branch Veterinary Service; Mr. Park, MWR Chief; and Mrs. Blue, MWR Finance Officer, 

1 October 2003. The below schedule of services was agreed upon by both Activities. 

(List all attendees.) 

3. Activity Supported: 

 a. Veterinary Treatment Facility. 

 b. Child Development Centers (that maintain live animals as room pets or projects). 

 c. NAF owned animals. 

4. Support Agreement: 

 a. Veterinary personnel will operate the Veterinary Treatment Facility during the 

following time periods: 

 MON-FRI: 0800-1600 

 b. Veterinary personnel will support the Child Development Center during the 

following time periods: 

 MON-FRI: During on-duty hours, 0730-1630, as needed and upon request. 

5. Services Provided: 

 a. Operate the VTF for animals owned by personnel authorized DOD medical care. 

 b. Perform not less than monthly inspections of all classrooms that keep live 

animals as class pets or projects. Health and care of the animals will be evaluated as 

well as the sanitary and safety aspects of cages or other enclosures. 

 c. NAF owned animals will be provided preventive veterinary medical care as 

resources allow, on a reimbursable basis. Complete veterinary medical and surgical 

care may be provided on a reimbursable basis, as time, expertise, and resources allow. 
MEDCOM Pam 40-13 

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6. Reporting; Points of Contact; Communications: 

 a. Upon request, give copies of CDC correspondence and reports to the CDC 

Director or other designated individual. 

b. Provide financial documents and reports as required by the NAF financial office. 
MEDCOM Pam 40-13 

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Appendix E – General Installation/Area Support

ABC Reserve Center 

1. Installation/Area: Fort Sam Houston, TX. 

2. Meeting Information: Meeting conducted between CW2 Ajay, Fort Sam Houston 

Branch Veterinary Service, and MSG Kline, ABC Reserve Center, 10 October 2003. 

The below schedule of services was agreed upon by both Activities. (List all attendees). 

3. Activity Supported: General Installation/Area support covers those activities that do 

not fall under previously identified appropriated or non-appropriated fund activities. This 

support agreement covers the following: 

 ABC Reserve Center. 

4. Support Agreement: 

 Veterinary personnel will support the ABC Reserve Center during the following time 

periods: 

MON-FRI: During on-duty hours, 0600-1700, and upon request. 

 ON-CALL: IAW Posted On-Call Roster (copy given to all parties at meeting, and 

staff duty officers). 

5. Services Provided:

 a. The ABC Reserve Center ration storage site will have ration surveillance 

inspections provided IAW prescribed VETCOM frequencies, directives, and unit SOPs. 

 b. Provide on-site sanitation assessment of ration storage conditions. 

 c. ALFOODACT/local recalls and refrigeration breakdown support as applicable. 

 d. Food safety as well as Operational Ration quality education of personnel through 

appropriate literature. 

6. Reporting; Points of Contact; Communications: 

Upon request, give copies of correspondence and reports to the appropriate activity 

manager (MSG Kline). 
MEDCOM Pam 40-13 

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Coast Guard Supply Center 

1. Installation/Area: Fort Sam Houston, TX. 

2. Meeting Information: Meeting conducted between CW2 Ajay, Fort Sam Houston 

Branch Veterinary Service, and Mr. Carter, Coast Guard Support Center, 10 October 

2003. The below schedule of services was agreed upon by both Activities. (List all 

attendees). 

3. Activity Supported: General Installation/Area support covers those activities that do 

not fall under previously identified appropriated or non-appropriated fund activities. This 

support agreement covers the following: 

 Coast Guard Supply Center. 

4. Support Agreement: 

Veterinary personnel will support the Coast Guard Supply Center during the following 

time periods: 

 MON-FRI: During on-duty hours, 0600-1700, and upon request. 

 ON-CALL: IAW Posted On-Call Roster (copy given to all parties at meeting, and 

staff duty officers). 

5. Services Provided:

 a. The Coast Guard Supply Center ration storage site will have ration surveillance 

inspections provided IAW prescribed VETCOM frequencies, directives, and unit SOPs. 

 b. Provide on-site sanitation assessment of ration storage conditions. 

 c. ALFOODACT/local recalls and refrigeration breakdown support as applicable. 

 d. Food safety as well as Operational Ration quality education of personnel through 

appropriate literature. 

6. Reporting; Points of Contact; Communications: 

Upon request, give copies of correspondence and reports to the appropriate activity 

manager (Mr. Carter). 
MEDCOM Pam 40-13 

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Food Security and Vulnerability Assessments 

1. Installation/Area: Fort Sam Houston, TX. 

2. Meeting Information: Meeting conducted between CPT Jones, Fort Sam Houston 

Branch Veterinary Service, and COL Rogers, Garrison Commander, Fort Sam Houston, 

10 October 2003. The below support was agreed upon by both parties. (List all 

attendees). 

3. Activity Supported: General Installation/Area support covers those activities that do 

not fall under previously identified appropriated or non-appropriated fund activities. This 

support agreement covers the following: 

 Food Security and Vulnerability Assessments. 

4. Support Agreement:

Veterinary personnel will fully support the Food Safety Assessment Team (FSAT) 

assembled at the Installation level. Veterinary personnel are available during normal 

duty hours as well as off duty hours, 7 days a week. 

 MON-FRI: 0600 – 1700 or as needed 

 

 ON-CALL: IAW Posted On-Call Roster (copy given to all parties at meeting, and 

staff duty officers). 

5. Services Provided: 

 a. Assessment support as determined by the FSAT leader. 

 b. Semi-annually, as part of the applicable sanitary inspections, review and provide 

an assessment of food security practices. 

 (1) Assessment is for obvious food security concerns noted. 

 (2) Conducted only on those facilities the veterinary service has the authority to 

inspect. 

 (3) Intended to supplement (not replace) the Installation level assessments. 

 (4) Supported as a team member vs. team leader. 

6. Reporting; Points of Contact; Communications: 
MEDCOM Pam 40-13 

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Give copies of the semi-annual report, which includes food security to the Office of the 

Garrison Commander, and each applicable Installation procurement office. 

Support of Installation Special Events 

1. Installation/Area: Fort Sam Houston, TX. 

2. Meeting Information: Meeting conducted between CPT Jones, Fort Sam Houston 

Branch Veterinary Service, and COL Rogers, Garrison Commander, Fort Sam Houston, 

10 October 2003. The below support was agreed upon by both parties. (List all 

attendees). 

3. Activity Supported: General Installation/Area support covers those activities that do 

not fall under previously identified appropriated or non-appropriated fund activities. This 

support agreement covers the following: 

 Support of Installation Special Events. 

4. Support Agreement: 

The mission of food service sanitation on the Installation belongs to the local preventive 

medicine activity. However, Veterinary personnel will be on-call to support any food 

safety, wholesomeness, or security problems encountered during these special events. 

 ON-CALL: IAW Posted On-Call Roster (copy given to all parties at meeting, and 

staff duty officers). 

5. Reporting; Points of Contact; Communications: 

Give copies of all correspondence and reports that result from veterinary support to the 

Office of the Garrison Commander, and the Hospital Commander. 

Support of Installation and Area Exercises/Survival training field activities 

1. Installation/Area: Fort Sam Houston, TX. 

2. Meeting Information: Meeting conducted between CPT Jones, Fort Sam Houston 

Branch Veterinary Service; COL Rogers, Garrison Commander, Fort Sam Houston; and 

COL Kilroy, Commandant, Special Forces Training Center, 10 October 2003. The 

below support was agreed upon by both parties. (List all attendees). 

3. Activity Supported: General Installation/Area support covers those activities that do 

not fall under previously identified appropriated or non-appropriated fund activities. This 

support agreement covers the following: 
MEDCOM Pam 40-13 

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 Support of Installation and Area Exercises/Survival training field activities. 

 

4. Support Agreement: 

Veterinary personnel will fully support any Installation or area Exercise requiring our 

food safety/security and quality assurance support. Veterinary personnel are available 

during normal duty hours as well as off duty hours, 7 days a week. 

 MON-FRI: 0600 – 1700 or as needed. 

 

 ON-CALL: IAW Posted On-Call Roster (copy given to all parties at meeting, and 

staff duty officers). 

5. Services Provided: 

 a. Services provide will include food safety, security, approved sources, quality 

assurance, and wholesomeness, as required and determined by the particular exercise. 

 b. The same service will be provided for the Special Forces School here, which 

conducts emergency field slaughters 3 times a year. 

 c. The Special Forces School will contact the veterinary service office 2 weeks prior 

to the start of their training exercise, to receive training in foodborne disease, safe 

cooking and handling procedures, and sanitation. 

6. Reporting; Points of Contact; Communications: 

 a. Give reports of veterinary support, issues, and lessons learned to the Installation 

Commander/appropriate exercise POC. 

 b. Provide a record of training to the Special Forces Training Center Commandant. 

Housing Office and animal welfare/pets 

1. Installation: Fort Sam Houston, TX. 

2. Meeting Information: Meeting conducted between CPT Able, Fort. Sam Houston 

Branch Veterinary Service, and Mrs. Green, Housing Officer, 1 October 2003. The 

below schedule of services was agreed upon by both Activities. (List all attendees.) 

3. Activity Supported: Issues concerning the Housing Office and animal welfare/pets. 

4. Support Agreement: 

Veterinary personnel will support the Housing Office during the following time periods: 
MEDCOM Pam 40-13 

39

 MON-FRI: During on-duty hours, 0730-1630, as needed and upon request. 

5. Services Provided: 

 a. Advise the Housing Office regarding pets in housing. Note: The installation 

commander has given responsibility for animal control (capture of strays) to the MPs. 

 b. Assist with any investigations of animal welfare in housing units. Housing must 

supply personnel to accompany any veterinary personnel into the housing unit; typically 

the MPs are involved in the investigation. 

 c. Any impoundment of pets must be coordinated between housing and the MPs; 

veterinary services personnel do not have authority to remove pets from housing areas 

without owner permission. 

6. Reporting; Points of Contact; Communications: 

Give copies of all correspondence and reports to the Housing Officer or other 

designated individual. 

Public Works/Wildlife Management/Pest Management/Post Engineers 

1. Installation: Fort Sam Houston, TX. 

2. Meeting Information: Meeting conducted between CPT Able, Fort. Sam Houston 

Branch Veterinary Service, and Mr. Purple, Public Works Officer, 1 October 2003. The 

below schedule of services was agreed upon by both Activities. (List all attendees.) 

3. Activity Supported: Public Works/Wildlife Management/Pest Management/Post 

Engineers. 

4. Support Agreement: 

Veterinary personnel will support the Public Works Office during the following time 

periods: 

 MON-FRI: During on-duty hours, 0730-1630, as needed and upon request. 

5. Services Provided: 

 a. Advise/assist on issues of animal control, particularly if considering euthanasia or 

controlled drugs. 

 b. Provide veterinary support for stray animal impoundment facilities. 
MEDCOM Pam 40-13 

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 c. Perform not less than quarterly inspections of all stray animal impoundment 

facilities. Health and care of the animals will be evaluated as well as the sanitary and 

safety aspects of cages or other enclosures. 

6. Reporting; Points of Contact; Communications: 

Give copies of all correspondence and reports to the Public Works Officer or other 

designated individual. 

G3 Operations 

1. Installation: Fort Sam Houston, TX. 

2. Meeting Information: Meeting conducted between CPT Able, Fort Sam Houston 

Branch Veterinary Service, and COL Delta, G3, 1 October 2003. The below schedule of 

services was agreed upon by both Activities. (List all attendees.) 

3. Activity Supported: G3 Operations. 

4. Support Agreement: 

Veterinary personnel will support the G3 during the following time periods: 

 MON-FRI: During on-duty hours, 0730-1630, as needed and upon request. 

5. Services Provided: 

 a. The veterinary officer is the commander’s consultant on the humane use and 

care of animals. 

 b. Assist with use of animals in field survival training, and other uses of animals. 

6. Reporting; Points of Contact; Communications: 

Give copies of all correspondence and reports to the G3 or other designated individual. 
MEDCOM Pam 40-13 

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Appendix F – Department of Defense Dependent Schools

1. Installation: Fort Sam Houston, TX. 

2. Meeting Information: Meeting conducted between CPT Able, Fort Sam Houston 

Branch Veterinary Service; Mrs. Smith, School Principal; and Mrs. Jones, School Nurse, 

1 October 2003. The below schedule of services was agreed upon by both Activities. 

(List all attendees.) 

3. Activity Supported: Any schools on the installation that keep live animals as class 

pets or projects. 

4. Support Agreement: 

Veterinary personnel will support the DODDS during the following time periods: 

 MON-FRI: During on-duty hours, 0730-1630, as needed and by appointment 

5. Services Provided: 

Perform not less than quarterly inspections of all classrooms that keep live animals as 

class pets or projects. Health and wellbeing of the animals will be evaluated as well as 

the sanitary and safety aspects of cages or other enclosures. 

6. Reporting; Points of Contact; Communications: 

Give copies of all correspondence and reports to the School Principal, School Nurse, or 

other designated individual. 
MEDCOM Pam 40-13 

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Appendix G– Military Treatment Facility

1. Installation: Fort Sam Houston, TX. 

2. Meeting Information: Meeting conducted between CPT Able, Fort Sam Houston 

Branch Veterinary Service; COL Cough, Hospital Director; CPT Stat, Chief of ER; and 

MAJ Pills, Chief of Pharmacy, 1 October 2003. The below schedule of services was 

agreed upon by both Activities. (List all attendees.) 

3. Activity Supported: 

 a. MTF wards. 

 b. Emergency Room. 

 c. Pharmacy. 

4. Support Agreement: 

Veterinary personnel will support the Military Treatment Facility during the following time 

periods: 

 MON-FRI: During on-duty hours, 0730-1630, as needed upon request. 

 ON-CALL: As needed IAW Posted On-Call Roster (copy given to all parties at 

meeting, and staff duty officers). 

5. Services Provided: 

 a. Support to the Emergency Room in management of animal bite cases and 

reports. 

 b. Training of Emergency Room personnel in management of animal bite cases and 

reports, as needed. 

 c. Support to human animal bond programs, as needed. 

 d. Coordinate with Pharmacy for monthly controlled substances inventories and 

disposal issues. 

6. Reporting; Points of Contact; Communications: 

 a. Identify POCs in the ER for issues that arise with bite reports. 

 b. Respond to controlled substances inventory discrepancies as needed. 
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Appendix H – Military Police/Security Forces

1. Installation: Fort Sam Houston, TX. 

2. Meeting Information: Meeting conducted between CPT Able, Fort Sam Houston 

Branch Veterinary Service, and LTC Handsup, MP Commander, 1 October 2003. The 

below schedule of services was agreed upon by both Activities. (List all attendees.) 

3. Activity Supported: Fort Sam Houston Military Police. 

4. Support Agreement: 

Veterinary personnel will support the Military Police during the following time periods: 

 MON-FRI: During on-duty hours, 0730-1630, as needed upon request. 

 ON-CALL: As needed IAW Posted On-Call Roster (copy given to all parties at 

meeting, and staff duty officers). 

5. Services Provided: 

 a. Random cursory inspections of vehicles carrying food or water at the vehicle 

entry control point. This will be performed at a minimum of once/week. 

 b. Complete veterinary medical and surgical care for Military Working Dogs 

(MWDs), including a veterinary preventive medicine program. 

 c. Provide a plan for veterinary care of MWDs when military veterinary personnel 

are not available. 

 d. Sanitary inspections of MWD kennels on at least a quarterly basis. More 

frequent courtesy visits are encouraged. 

 e. Training of handlers and supervisors on the health, care, and management of 

MWDs upon initial assignment of the handlers and at least annually thereafter. More 

frequent training is recommended but not required. 

 f. Advise the installation Military Police Commander on all matters pertaining to the 

health and wellbeing of MWDs. 

 g. Review and approve any plans for new construction or modification of existing 

kennels. 

 h. Assist with animal welfare investigations of alleged abuse or neglect. 
MEDCOM Pam 40-13 

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 i. Assist with animal control issues. 

 j. Request physical security surveys and inspections of locations where narcotics, 

dangerous drugs, and controlled substances are stored. 

6. Reporting; Points of Contact; Communications: 

 a. Provide the MP Commander and kennel master a copy of the MWD Deployability 

Status Report on a monthly basis. 

 b. Provide the MP Commander and kennel master copies of all kennel inspections 

and other correspondence regarding MWDs, to include disposition letters and death 

certificates. 
MEDCOM Pam 40-13 

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Figure 3.2 – Installation Support Plan Database Review

Branch Level Monthly Review: 

Week Of: Activities/ 

Reports Being 

Reviewed 

CVRs: 

Correct 

Number 

IAW Risk, 

agreements

; Accurate 

SIRs: 

Accurate; 

Appropriate 

Contact 

Reports

Freq. & 

risk 

levels 

vs. ISP 

Risk 

levels: 

How 

many 

high 

risk; 

Appropr

iate 

severity 

Actions 

Taken

Oct 3-7 DeCA 1 visit not 

made due to 

training; 1 

incorrect 

CVR 

4 SIRs were 

incorrect; 2 

should have 

been 

completed 

but were not 

GO Low risk Further training on 

reports 

Oct 10-14 Troop Feeding 2 Inaccurate 

CVRs 

1 incorrect 

SIR 

GO 2 High 

Risk 

DFACs; 

All 

others 

Moderate 

Further training on 

reports 

Oct 17-21 AAFES/MWR 2 additional 

visits 

required 

GO NO-GO 2 High 

Risks 

wrongly 

listed as 

Moderate 

Further training on 

Risk assessments 

Oct 24-28 All Other GO 1 SIR 

incorrect, at 

Warfare 

Training 

School 

GO GO Further training on 

reports 

District Level Monthly Review:

 

Week Of: Branch Being 

Reviewed 

Activities/Reports

Being Reviewed

Actions Taken 

Oct 3-7 Carlisle All CVRs 

Oct 10-14 Drum All SIRs 

Oct 17-21 Great Lakes All CVRs 

Oct 24-28 Knox All SIRs 
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CHAPTER 4 

SUBSISTENCE RECALLS 

4-1. INTRODUCTION. This chapter provides procedures for reporting and handling 

possible hazardous food and nonprescription drug items within the DOD system. The 

Consumer Safety Officer, Defense Supply Center Philadelphia (DSCP), is designated 

as sole worldwide agent for DOD Hazardous Food and Nonprescription Drug Recall 

System (ALFOODACTS) to coordinate all hazardous food and nonprescription drug 

recalls that may involve DOD stocks. This recall system involves all food and 

nonprescription drug items (including brand name or specification items) procured 

centrally or locally with appropriated or NAF IAW AR 40-660. These procedures apply 

to all food recalls, to include local and vendor recalls. Recall information and data 

systems will be managed and entered in the same manner for local and vendor recalls. 

4-2. PROCEDURES FOR DETERMINING IF A FOOD RECALL ACTION IS 

REQUIRED. 

 a. When an item is deteriorated and no evidence of deliberate tampering or local 

mishandling exists, determine the cause for deterioration by examination and/or testing. 

Handle deteriorated items (no potential health hazard) locally in accordance with routine 

inspection and reporting procedures. 

 b. Handle deteriorated items which do not, or could not, involve more than local 

stocks as follows: 

 (1) Do not accept items found on receipt inspection into government stock. 

Positively identify, segregate, and place on medical hold those items found during 

surveillance inspection. 

 (2) Veterinary or medical personnel will perform inspections, examination, and/or 

testing on suspected items as directed by DSCP, other purchasing activity, the 

commander, or an environmental health officer. 

 (3) Follow routine laboratory sampling procedures, unless otherwise directed. 

 (4) Veterinary or medical service personnel will inform the responsible 

commander and/or environmental health officer of the situation so that additional action 

can be taken if necessary. 

 (5) Notify RVC Commanders so that they can enter local recall information into 

the database as required. 
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4-3. FOOD OR NONPRESCRIPTION DRUGS DIRECTLY ASSOCIATED WITH A 

MEDICALLY VERIFIED PHYSICAL ILLNESS OR INJURY. 

 a. In coordination with accountable personnel, identify, segregate, and place all 

remaining suspected items on medical hold. Inform accountable personnel that the 

VETCOM-FADL consultant has or is being contacted to coordinate testing of the 

suspected item. Initiate a chain of custody for samples being submitted to the 

laboratory due to suspected tampering in accordance with Department of Defense 

Veterinary Service Activity (DODVSA) Policy Memorandum titled Sample Collection 

Chain of Custody posted in the VETCOM Library in Lotus Notes, and local policy as 

applicable. 

 b. Perform additional inspections, examinations and/or testing on suspect items as 

directed by the local chain of command and/or the environmental health officer. 

Suspected items that have caused illness, injury, or have been tampered with will not

be tasted or destroyed. Only intact containers will be accepted at the DOD Vet 

Laboratory for testing; opened items will not be accepted by the lab. 

 c. The RVC will notify the Consumer Safety Officer, DSCP, and supply any 

requested information and reports to include laboratory test results. 

 d. Local medical and/or installation commanders will be kept informed. 

Commanders will be advised that, according to DLA Regulation 4155.26, the 

Commander of DSCP is responsible for coordination with the Food and Drug 

Administration (FDA) to determine if a military recall should be expanded to include the 

civilian community. The Regional Veterinary Commander and VETCOM (MCVS-F) will 

be informed of the situation and status. 

4-4. DOD FOOD AND DRUG LABORATORY (FADL) RESPONSE. 

 a. In response to receiving samples that are implicated as potentially contaminated 

food that may be the subject of an ALFOODACT, recall action, or possible human 

illness, the DOD FADL will-- 

 (1) Perform testing, as appropriate, on food samples submitted as suspected 

potential food safety threats. 

 (2) Advise the VETCOM Commander and/or responsible Veterinary and Medical 

Commander who initiated the physical illness or injury report, of laboratory results and 

food safety recommendations. 

 (3) Perform follow-up testing if needed to determine if necessary action has 

been completed to safeguard military public health. 
MEDCOM Pam 40-13 

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 (4) Electronically send and telephonically notify VETCOM, and the submitting 

RVC, once laboratory testing results are finalized. 

4-5. DEVELOPMENT OF LOCAL SOPs REGARDING ALFOODACTS.

 a. The local SOPs will contain— 

 (1) A systematic approach to ALFOODACT message instruction compliance and 

criteria for performance of physical checks and database monitoring on a frequent, daily 

basis. 

 (2) Report initiation of hazardous food or nonprescription drug items at the local 

level. 

 (3) A comprehensive and systematic method for documenting and tracking 

message verification points of contact and documenting all telephonic checks. 

Notification/verifications will take place no later than 72 hours after message receipt. 

SOPs will stress that suspect items should be expeditiously identified and segregated, 

and that recipients will comply with the message instructions. Suspected items are to 

be maintained in a hold status pending message resolution and action. 
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CHAPTER 5 

INSPECTION OF PERISHABLE FOODS EXPOSED TO REFRIGERATION FAILURE 

5-1. INTRODUCTION. 

a. Veterinary Command personnel must be prepared and responsive to refrigeration 

failures to properly support the customer and ensure safe, wholesome food is provided 

for issue and/or resale. The major goal of this guide is to reduce waste by replacing the 

practice of when in doubt, throw it out. The objectives of the new guide are to provide 

scientific-based guidelines concerning food safety when making disposition decisions 

on temperature stressed foods and to furnish a more user-friendly guide than currently 

exists. This guide is different from previous ones developed in that it takes into account 

the risk of emerging bacteria that are capable of growing at refrigeration (chill) 

temperatures. The guide does not go beyond the product temperature of 250

C/770F 

and 3-day exposure time from the onset of the refrigeration failure. It is emphasized 

that the guide's major focus is microbial safety. The classification, MELT has been 

eliminated enabling the retailer a wide latitude for making quality judgments concerning 

thawed SAFE foods. 

 b. This chapter serves as a guide. Effective communication with the accountable 

officer is critical. Efficient responses to refrigeration failures require a clear thought 

process and an analysis of the entire situation in order to make sound decisions that are 

based on scientific grounding. The U.S. Army Soldier Systems Command, Natick 

Research Development, and Engineering Center Sustainability Directorate developed 

these guidelines through effective research. 

5-2. GUIDELINES.

 a. There are five basic steps involved in making disposition decisions of food items 

exposed to refrigeration failures. The five steps are as follows: 

 (1) Step 1 - Determine the length of time the food has been stressed at an 

ambient temperature of 60

C/420F or greater. 

 (2) Step 2 - Classify the temperature stressed food item as SAFE or RISK based 

on Table 1 and Figure 2. If the food item is a Risk item, then decide which RISK Group 

it belongs to. 

 (3) Step 3 - Determine the product temperature. 

 (4) Step 4 - Determine if the food item has exceeded its Time-Temperature Limit 

based on Table 2. 

 (5) Step 5 - Make disposition decision. 
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*THE FOLLOWING PARAGRAPHS (b-g) ARE PROVIDED FOR TRAINING 

PURPOSES. 

 b. STEP 1 - ESTIMATING THE TIME OF EXPOSURE. 

 (1) The estimation of exposure time is for the ambient temperature and not the 

product temperature. This is a conservative safety factor that has been designed into 

the system. Refrigeration units should be equipped with electronic warning devices that 

not only trigger an alarm but also record the time when refrigeration failure occurs. 

When such devices are unavailable, one should assume the worst case scenario of 

refrigeration failure occurring which would be shortly after the last person has left the 

store (not including cleaning personnel). 

 (2) The time of refrigeration failure may be deduced from the stoppage of an 

electric clock or if it was a general blackout, by an inquiry of the electric company. 

Time-Temperature Indicators have been developed that can provide a good indication 

of the time that temperatures have exceeded the requirements. Record the estimated 

time of exposure on MEDCOM Form 770-R (Refrigeration Failure Report). A sample 

form is provided in the VETCOM Library in Lotus Notes and the back of this publication. 

 c. STEP 2 - CLASSIFICATION OF FOODS. 

 (1) Stressed foods will be classified as either SAFE or RISK food items. 

Determine if the food item is listed as a SAFE food by reviewing Table 1. For SAFE

items, refrigeration is used to maintain quality, not control pathogen growth. Factors 

contributing to reduced microbial risk include low pH (acidic) and/or aw (reduced 

availability of water). All items that have remained frozen are included in the SAFE list. 

Resale decisions concerning temperature stressed SAFE foods will be made by the 

retailer. Mark, tag, separate, or remove the SAFE foods. 

 (2) If the food is not listed as SAFE in Table 1, then go to Figure 2, Flow Chart 

for Classifying Foods Exposed to Refrigeration Failure to determine the risk level. 

Record RISK foods and their risk level on MEDCOM Form 770-R. 

 d. STEP 3 - DETERMINE PRODUCT TEMPERATURE. 

 (1) Determine whether the refrigeration failure was due to a power outage or 

mechanical breakdown and note it on MEDCOM Form 770-R. In a power outage, all 

electrical systems are off, a temperature gradient emerges with the bottom layer being 

the coldest. During a mechanical breakdown, when the fans and compressor are still 

working, the middle layer is the coldest portion of a lot. The top outermost packages will 

thaw faster than the internal packages, therefore lot arrangements may include-- 

 (a) The removal of the outer packages or stacks from the lot to be discarded. 
MEDCOM Pam 40-13 

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 (b) The splitting of a lot into two or more smaller lots. 

 (c) Both (a) and (b). 

Place priority on frozen items if the refrigeration failure total time is greater than 

24 hours. Care must be taken to avoid cross-contamination between risk and safe 

foods. 

 (2) Locate the two warmest portions of a lot, which are usually the outer corners 

of the corner packages of the top layer; an exception is the occurrence of a mechanical 

failure in which the fans continually circulate the air around the lot. Take two 

temperature readings from the top layer and note the higher reading and time on 

MEDCOM Form 770-R. Thermometer penetration should be parallel to the surface of 

the sample but will not exceed 0.5 inch below the parallel surface (see Figure 1 on the 

next page). 
MEDCOM Pam 40-13 

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Figure 1. TAKING PRODUCT 

TEMPERATURE

*Internal product temperatures will be taken, do 

not take the temperature between boxes. Do not 

allow the sensing portion of the thermometer to 

penetrate deeper than 0.5 inches parallel to the 

product surface.

<0.5 in.

<0.5 in.
MEDCOM Pam 40-13 

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 e. STEP 4 - DETERMINE IF THE FOOD HAS EXCEEDED THE TIMETEMPERATURE LIMITS. 

 (1) Compare exposure times with the time-temperature limits (Table 2). The 

first column in Table 2 is the actual temperature of the RISK item and the next three 

columns are time limits for exposure to a refrigeration failure. If temperatures are taken 

in Fahrenheit and the temperature readings are between the temperatures in column 1, 

use the next highest reading. These provide the guideposts for deciding the disposition 

of RISK foods. Once the temperature has been determined, simply match (horizontally) 

that temperature with the appropriate RISK column to determine if the RISK item has 

exceeded the time limits. 

 (2) The concept of time-temperature limits estimates the level of exposure to 

refrigeration failures that one can allow before RISK foods become a microbial health 

risk. The FDA specifies only one time-temperature limit, to regard all potentially 

hazardous (RISK) foods as unacceptable if they reach above 50C/410F for over 4 hours. 

The FDA’s guidance is stringent in that its implementation would result in the 

destruction of many items that would still be wholesome; however, the FDA’s guidance 

is retained for RISK-3 category (chilled- ready-to-eat) items for reasons previously 

stated. The time-temperature limit concept is a more flexible guide in that it takes into 

consideration the following: (i) the various types of RISK foods involved and (ii) the 

relationship of time and temperature in the growth response of pertinent pathogens in 

these RISK foods. 

 f. STEP 5 - MAKE DISPOSITION DECISION. 

 (1) If the exposure times are within the time-temperature limits during a 

mechanical or power failure, then accept the whole lot for salvage. If the exposure 

times exceed the time-temperature limits during a mechanical failure when fans are on, 

then recommend condemnation of the top and bottom layers and take the temperatures 

of the second layer. Continue these procedures until all layers have been rejected or 

time-temperature limits are complied with. When a layer is found within the timetemperature limits, accept the remaining lot. If the exposure times exceed the timetemperature limits when fans are not on, then reject and remove the top layer and 

continue to take temperatures of the new top layer (working from the top to bottom) until 

the lot is rejected or time-temperature limits are in compliance. 

 (2) Recommend condemnation of all RISK items that have exceeded the timetemperature limits. Reject all RISK 3 items if exposed to > 60

C/420F for 4 hours or 

more, unless these are raw flesh food (chilled or frozen), or unopened pasteurized 

dairy/egg products and do not show signs of spoilage. These products can be 

displayed under refrigeration (chilled/frozen) for a period of up to 24 hours. The 

packaging should include a highly visible label stating: WARNING: TEMPERATURE 

STRESSED PRODUCT. Instructions should also be placed at the display case 

explaining proper handling (keep refrigerated, wash hands and utensils after contact 
MEDCOM Pam 40-13 

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with them, avoid contact of item with cooked foods, COOK THOROUGHLY the same 

day of purchase). 

 (3) Refrigeration failure inspection reports will be entered into the Installation 

Support Plan Lotus Notes database as a Customer Visit Report, with an entry of 

“Refrigeration Failure” in the Report Type option. Specific inspection details will be 

entered into the remarks section of the report. A DD Form 1232 (Quality Assurance 

Representative's Correspondence) will be prepared, distributed, and maintained on file 

as required by local SOP. The status of all inspected food, to include condemnations, 

will be recorded on a DA Form 7538 (Subsistence Serviceability Certificate). 

Refrigeration failure point of contact rosters will be prepared, updated, and distributed to 

all facility managers on a quarterly basis or as Soldiers move from or to the supported 

installation. It is highly recommended that a copy of the contact roster also be furnished 

to the managers that oversee in-store refrigeration alarm systems. 
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Table 1. LIST OF SAFE FOODS

Miscellaneous items Fruits and Vegetables

Dough, ready-to-bake Fruit, cut-up or sliced (except melons) 

Pastries, nondairy cream, custard or meat 

fillings 

Fruit salad 

Pie crust Fruit in syrup 

Pizza, cheese, pepperoni, anchovy Fruit juices, concentrates, drinks 

Tortilla Horseradish sauce 

Yeast, bakers Salad dressing 

Frozen items not defrosted Salsa 

Dairy Display Items2 Sauerkraut 

Butter Vegetables, raw, chilled or frozen, 

excluding cut-up products and bean 

sprouts 

Cheese, processed 

Cheese, ripened, hard or semihard1 Meat items2

Cream cheese Bacon, dry cured 

Dips, sour cream base Bacon bits (refrigerate after opening) 

Pickled herring, shrimp Ham, canned (refrigerate after opening) 

Lard Pepperoni 

Margarine Salami, hard 

Sour cream Sausages, fermented 

Yogurt Fish, dried/salted 

1. Soft and semisoft cheeses are not considered “safe foods.” Soft/semisoft cheeses 

include Brie, Camembert, Feta, Hand, Neufchatel, Ricotta, Cambridge, Convalli, Little 

Dutch, Port du Salut, Bel Paese, Bondon, Coulommiers, Gerome, Petit Suisse, 

Romadur, Cottage cheese, and Liptau. 

2. See pp 30-31, para 5-2g through 5-5d, for disposition of pasteurized dairy/egg 

products and raw flesh foods. 
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Figure 2. FLOW CHART FOR CLASSIFYING FOODS EXPOSED TO 

REFRIGERATION FAILURES 

a - RTE – Ready to Eat 

b - See pp 30-31, para 5-2g through 5-5d, for disposition of pasteurized dairy/egg 

products and raw flesh foods. 
MEDCOM Pam 40-13 

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Figure 2. SAFE FOODS FLOWCHART

Food Item

SAFE Safe (Table 1)?

RTE/Precooked

 Pasteurized 

Originally Frozen? RISK 2 Salted/Cured?

b RISK 1 Canned? RISK 3

Yes

No

Yes No 

Yes Yes

No No

Yes No
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Table 2. TIME-TEMPERATURE LIMITS

TIME-TEMP LIMITS RISK 1 RISK 2 RISK 3a 

0

C/0F HOURS HOURS HOURS 

6/42 72 72 4 

7/44 72 72 4 

8/45 72 48 4 

9/47 72 29 4 

10/50 72 24 4 

11/52 59 18 4 

12/54 47 15 4 

13/55 39 12 4 

14/57 31 11 4 

15/59 29 9 4 

16/61 26 7 4 

17/63 24 7 4 

18/64 21 6 4 

19/66 19 5 4 

20/68 17 5 4 

21/70 15 4 4 

22/72 13 4 4 

23/73 11 3 3 

24/75 9 3 3 

25/77 7 3 3 

a-See pp 30-31, para 5-2g through 5-5d for disposition of pasteurized dairy/egg 

products and raw flesh foods. 
MEDCOM Pam 40-13 

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g. Knowledge of the properties of various refrigerated foods, along with the 

knowledge of behavior of pertinent foodborne pathogens, provides a framework to 

assess the type of health risks that are likely to be encountered in the event of a 

refrigeration failure. Therefore, the ecology of the four food groups are briefly reviewed. 

 (1) Flesh Foods. Raw meat, poultry, and seafood are the most perishable of foods 

since they contain an abundance of nutrients and the moisture content required for growth 

of bacteria, enzyme actions, yeasts and molds. Because of their high growth rate, bacteria 

are the primary spoilage organisms and health threat. Vacuum packaging of chilled meats 

increase their shelf life by the reduction in oxygen content and a related increase in carbon 

dioxide. This set of conditions is especially effective in inhibiting the growth of the primary 

spoilage organisms, the pseudomonads. The addition of salt, which reduces aw (water 

activity), also prevents the proliferation of spoilage organisms. Yeast and other bacteria 

are not as affected on some food items, such as sausage and bacon, and will eventually 

spoil these chilled foods. Lowering the pH of meats, as in fermented sausages, is effective 

in controlling the growth of spoilage organisms and some pathogens. 

 (2) Fruits and Vegetables. Although adequate in nutrients and moisture content, 

raw, unprocessed vegetables are attacked by only a few bacteria. Cooking and cutting 

destroy their resistance to microbial attack. The lack of B vitamins in fruits, and their low 

pH, prevent the growth of most microorganisms except the molds and yeast. Exceptions to 

the general acidity of fruits are the melons, that due to their lower acidity levels, allow 

enteric pathogens to grow. 

 (3) Dairy Products. Milk is an excellent growth medium for all types of 

microorganisms. Raw milk generally contains various species of microorganisms, but 

pasteurization temperatures eliminate all but the sporeformers, and a few thermodurics, 

such as the lactic acid bacteria. Post-pasteurization contamination may result in the growth 

of gram negative bacteria and reduction of shelf life. The low aw and pH of most ripened 

cheeses results in a long shelf life. However, certain soft cheeses, especially the surface of 

mold-ripened cheeses, have a high enough aw and pH to permit growth of pathogens. 

 (4) Bakery Products. The baking process destroys all but the sporeformers in 

bread and cakes. The low aw of the products inhibit most microorganisms except molds 

that eventually would spoil these products. Baked goods with meat or cream fillings 

would facilitate the growth of bacterial pathogens. Spoilage of fresh, refrigerated dough 

products is caused mainly by lactic acid bacteria. 

5-3. CLASSIFICATIONS OF FOODS BASED ON MICROBIAL RISKS. 

 a. In terms of public health risks, the FDA classifies foods into two broad categories: 

those that support the growth of pathogens (potentially hazardous foods (PHF)) and those 

that do not. The PHFs are defined as those with pH values of >4.6 and aw of >0.85. This 

guide extends the utility of the FDA’s definition of potentially hazardous foods, in order to 

facilitate the salvage of foods exposed to refrigeration failures. 
MEDCOM Pam 40-13 

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 b. The guide provides a detailed listing and classification of chilled and frozen products 

to identify those products of minimal risk, and therefore can be salvaged. Thus, a 

classification scheme and products are listed and classified into two main groups, SAFE 

and RISK. Products under the category of SAFE foods generally do not allow growth of 

pathogens, but their degree of stability varies widely in terms of quality. These may 

include shelf-stable products that are displayed under refrigeration, for example, hard 

salami and canned ham labeled refrigerate after opening. Yogurt developed originally for 

its stability at room temperature is kept refrigerated to maintain its quality. The guide does 

not extend beyond the public health risk to the consumer. The retailer or commissary 

officer should be given wide latitude in deciding the quality or marketability of the SAFE 

foods. 

 c. Food exposed to refrigeration failures in any RISK category generally supports 

the growth of pathogens and are divided into two groups based on whether or not they 

are precooked and/or ready-to-eat (RTE). Those that are RTE are considered of higher 

microbial risk because of the absence of cooking (intervention step) immediately before 

consumption. Cold-tolerant bacteria cease to grow at freezing temperatures, one can 

readily obtain a conservative estimation of risk from L. monocytogenes with foods 

categorized as RISK-2. Chilled canned ham is the only product classified as RISK-1. 

Because of heat processing and the absence of recontamination, only sporeforming 

C. botulinum and B. cereus are potential hazards. Items that have the highest potential 

microbial risk are ready-to-eat, chilled products (RISK-3). Because of the capability of 

certain pathogens such as L. monocytogenes to grow at refrigeration temperatures, it is 

not possible to determine at what point in time they have started to grow in RISK-3 

items, exposed to refrigeration failures. 

 d. The preparation or cooking of raw RISK foods right before consumption greatly 

reduces microbial hazards as long as proper sanitary practices are followed, and the 

food is fully cooked. Two subsets are identified among these raw flesh foods according 

to whether or not they are salted and/or cured. The main concern for products that are 

salted/cured (RISK-2) is the potential of S. aureus to grow and produce enterotoxins 

that are impervious to heat. In the absence of salting/curing (RISK-3), S. aureus has 

difficulty in competing with the normal flora of raw flesh foods as discussed previously. 

For the sake of simplicity, the latter are included as a subgroup of RISK 3 category; The 

chilled salted/cured uncooked items are classified as a subgroup of RISK 2. 
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CHAPTER 6 

OPERATIONAL RATION PROGRAMS 

6-1. INTRODUCTION. This chapter establishes guidelines for the food safety and 

quality assurance of operational rations. Operational rations are high-dollar value items 

with high visibility throughout the Department of Defense. Operational rations are often 

used by other government agencies and by the State Department as a source of food 

during emergencies. Inspection of operational rations during all phases--at the 

assembly plants, upon receipt at installations, and during surveillance--is one of 

VETCOM’s top mission priorities. The performance of competent and timely operational 

ration inspections is crucial to the Department of Defense’s, and to the Nation’s, go-towar and emergency response capability. Operational rations will be subjected to 

continual inspections and system quality evaluations from time of receipt to time of use 

or consumption. 

6-2. GUIDELINES FOR MEALS, READY-TO-EAT ASSEMBLY PLANTS. 

a. Inspectors assigned to the MRE assembly plants fall under the direct supervision 

of the Chief, Operational Rations Section at HQ VETCOM. Table distribution 

allocations (TDAs) for the inspectors are placed under the DVCs for administrative 

support. HQ VETCOM will direct the MRE Branches’ mission operations. Soldiers 

assigned to the MRE plants are considered to be on special duty. Inspectors are 

assigned to the following DVCs and RVCs respectively: 

 (1) Ameriqual, Evansville, IN – Tennessee Valley DVC, Southeast RVC. 

 (2) Sopacko, Mullins, SC – Tennessee Valley DVC, Southeast RVC. 

 (3) Wornick, McAllen, TX – South Texas DVC, Great Plains RVC. 

 b. Assigned inspectors work directly for the VETCOM Commander and are 

managed by the Chief, Operational Rations Section. The DVCs shall recognize the 

MRE assembly plants as a branch or a section as appropriate. The DVCs and RVCs 

will exercise the following administrative control functions: 

 (1) Uniformed Code of Military Justice (UCMJ). The DVC Commanders have 

UCMJ authority over the inspectors. The RVC Commanders will have UCMJ appeal 

authority. The DVCs/RVCs will coordinate inquiries and investigations with HQ 

VETCOM. 

 (2) Reports. The MRE Branch NCOIC will submit the Medical Expense and 

Performance Reporting Systems (MEPRS) and Uniform Chart of Accounts Personnel 

Utilization System (UCAPERS) to their DVCs. Reports not addressed in the following 

paragraph require the approval of HQ VETCOM. 
MEDCOM Pam 40-13 

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 c. The DVCs will provide the inspectors direct support for issues relating to the 

following: 

 (1) Administration. DVCs will provide administrative support to include 

personnel actions, finance, Army Physical Fitness Test, and Army Substance Abuse 

Program urinalysis testing. 

 (2) Annual Training. DVCs will make every effort to make this training available 

via distance learning or online. Annual training performed at the DVC, which requires 

inspector participation, shall meet the requirements of paragraph d below. 

 (3) Common Task Training (CTT). DVCs will make every effort to make this 

training available to the inspectors at their duty locations. This can be accomplished by 

providing the appropriate training aids and materials to the inspectors at the plant. 

 (4) Ancillary Support. Inspectors will use the DVC’s installation support 

infrastructure for additional support such as housing, Army Community Services, Army 

Emergency Relief, Military Personnel and Finance Offices, Army Education Center, 

gymnasium facilities, medical and dental care. 

 (5) Budget and Funding. HQ VETCOM will provide the DVCs additional budget 

to support the plant inspectors. When directed by HQ VETCOM, the DVCs will provide 

funding for technically related conferences, workshops, and training. The DVCs shall 

maintain the MRE Branch budget separately. 

 (6) Supplies and Equipment. The contractor will furnish essential office supplies, 

furniture, and equipment as stated in the contract Plan for the Inspection Job agreement 

between the contractor and HQ VETCOM. The DVCs will provide all other supplies and 

equipment requests. 

 (7) Reports. The MRE Plant NCOIC will submit administrative support related 

documents to the supporting DVC. 

 d. The Chief, Operational Rations Section, HQ VETCOM is responsible for 

providing the authoritative direction necessary to accomplish the mission and is also 

responsible for the strategic planning and operational management of the MRE 

Branches. This responsibility includes authoritative directions over all aspects of 

operations and training not covered in the paragraphs above. Evaluation reports, 

NCOERs, will be processed through the DVCs servicing Military Personnel Office. The 

rating scheme for MRE Branch NCOICs will be as follows: 

 (1) Rater – Chief, Operational Rations Section, HQ VETCOM. 

 (2) Senior Rater – Chief, Food Installation Support Division, HQ VETCOM. 
MEDCOM Pam 40-13 

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 (3) Reviewer – Chief, Food Safety and Quality Assurance Division, HQ 

VETCOM. 

 e. MRE Plant Technical Oversight. The Operational Rations Section, HQ VETCOM, 

will provide technical oversight. Oversight includes the daily operational rations 

inspection procedures performed by the inspectors, policies, standardization, technical 

guidance and training, and Management Control Program and Organizational 

Inspection Program (MCP/OIP) administration. 

 f. Military Occupational Specialty (MOS) Training. The MRE Branch NCOIC will 

manage MOS training according to the requirements established by the Operational 

Rations Section, HQ VETCOM, Inspection Procedure 21, Training and Certification. 

Since most training is provided by civilian agencies, the DVCs will use the funds 

provided by VETCOM to pay course fees and temporary duty (TDY) funding. The 

DVCs will not direct MOS training for the MRE plant food inspectors. 

 g. The MRE Branch NCOIC will coordinate inspector absences from the assembly 

plant. At no time will the assemble plants be left with less than two inspectors per 

DSCP directive. It must be noted that at various times throughout the assembly plant 

contract period the assembly plants may close, run shortened work weeks, or run 

multiple shifts over weekends and federal holidays. For this reason, the plant 

inspectors are not required to report to duty at the DVC when the assembly plants are 

not in operation. 

 h. The Operational Rations Section will review and revise inspection policies and 

databases. HQ VETCOM will review and distribute contracts and solicitations. The 

RVC/DVC commanders, or their representative, will notify HQ VETCOM of any planned 

visits to the MRE Branch. At no time will the RVC/DVC Commander or their 

representative correspond directly with the contractor. Communications and 

interactions with the contractor are limited to HQ VETCOM and to the plant inspectors. 

 i. HQ VETCOM will process all MRE plant food inspectors’ award recommendations 

for approval or disapproval. This process will include communication with the applicable 

DVC to ensure that the individual is not flagged for favorable actions. 

6-3. GUIDELINES FOR DEPOT ASSEMBLY OPERATIONS. 

 a. The inspection activities at Defense Depot Tracy, CA and Mechanicsburg, PA will 

perform operational rations inspection in accordance with standardized Depot Assembly 

Operations Procedures. Both inspection activities will maintain current and approved 

Inspection Procedures. The depots assemble government-owned semiperishable 

subsistence components into unitized operational rations, to include, but not limited to: 

 (1) Unitized Group Rations (UGR) – Heat and Serve. 
MEDCOM Pam 40-13 

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 (2) Unitized B Rations. 

 (3) Arctic Supplement to the UGR. 

 b. The Allegheny District Veterinary Command (ALDVC) and Northern California 

District Veterinary Command (NCDVC) will exercise complete command and control of 

their respective depot assembly operations inspections. The Operational Rations 

Section, HQ VETCOM will provide technical guidance to ensure standardization of 

inspection procedures. 

 c. Necessary changes and updates to the Depot Assembly Operations Inspection 

Procedures will originate from the appropriate DVC Commander. The RVC 

Commander will endorse proposed changes and send them forward to the Chief, Food 

Safety and Quality Assurance, HQ VETCOM. Proposed changes will be analyzed by 

VETCOM, approved/disapproved, and submitted to the Quality Assurance Specialist, 

UGR Section, Defense Supply Center Philadelphia for final approval. 

 d. Inspection Procedures (IP) 18 and 19, posted on the Lotus Notes Individual 

Rations Document Library provide guidance on conducting procurement verification 

inspections. Currently DSCP is considering moving the assembly of UGR Heat and 

Serve, UGR-B and the UGR Arctic Supplement to a commercial assembler. If 

assembly of these rations is moved, interim guidance on inspection responsibilities will 

be provided by the Operational Rations Section, HQ VETCOM. 

6-4. GUIDELINES FOR COMMERCIAL ASSEMBLY OPERATIONS AT UGR-A 

ASSEMBLY PLANTS. 

 a. Veterinary Service Inspection Personnel will only perform final inspections on 

UGR-As that are shipped overseas--to include Alaska and Hawaii. All other final 

inspections will be performed upon receipt at final service installation. Inspection 

responsibility for the currently contracted UGR-A assembly plants is as follows: 

 (1) Ameriqual, Evansville, IN – Evansville Operational Rations Branch, 

Tennessee Valley DVC, Southeast RVC. 

 (2) LaBatt, Dallas, TX – South Plains DVC, Great Plains RVC. 

 (3) Labatt Foodservice, San Antonio, TX – South Plains DVC, Great Plains RVC. 

 (4) Wornick, McAllen, TX – McAllen Operational Rations Section, South Texas 

DVC, Great Plains RVC. 

 (5) Arc Diversified, Cookesville, TN – Tennessee Valley DVC, Great Plains RVC. 
MEDCOM Pam 40-13 

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 b. The Operational Rations Section, HQ VETCOM will provide technical guidance to 

ensure standardization of inspection procedures. Inspection Procedure (IP) 14, posted 

on the Lotus Notes Individual Rations Document Library provides guidance on 

conducting procurement verification inspections. 

6-5. GUIDELINES FOR COMMERCIAL ASSEMBLY OF SURVIVAL-TYPE RATIONS 

AND THE HEALTH AND COMFORT PACK.

 a. Rations that fall into this category are not produced at MRE Assembly Plants, 

UGR-A Assembly Plants, or Defense Logistics Agency (DLA) Depots. They are not in 

continuous production. These items are produced as needed and inspected on a 

contract-by-contract basis. 

 b. The District Veterinary Command (DVC) and Regional Veterinary Command 

(RVC) responsible for the area in which the plant is located are responsible for 

procurement inspection for government acceptance.

c. The Operational Ration Section, HQ VETCOM, will provide technical guidance to 

ensure standardization of inspection procedures. Inspection Procedures (IP) 25-31, 

posted on the Lotus Notes Individual Rations Document Library provides guidance on 

conducting procurement verification inspections. 

6-6. GUIDELINES FOR INSTALLATION LEVEL INSPECTIONS. 

 a. Receipt Inspection. All rations will be inspected at time of receipt or as soon as 

possible thereafter. A complete inspection is required if current inspection guidance 

does not accompany the shipment or is not found in the appropriate database. If 

current inspection is verified, a general examination will be made for transportation 

damage/obvious defects. Additional information on receipt inspections can be found in 

the applicable DSCP Handbook 4155.2 appendixes as follows, and can be found on the 

DSCP website: 

 (1) Appendix A – Inspection of Meal, Ready-to-Eat (MRE). 

 (2) Appendix B – Inspection of Unitized Group Rations – Heat and Serve. 

 (3) Appendix C – Meal, Cold Weather/Food Packet, Long Range Patrol. 

 (4) Appendix D – Inspection of Rations, Lightweight (Pending pub). 

 (5) Appendix E – Inspection of Food Packet, Survival, Aircraft/Life Raft. 

 (6) Appendix F – Inspection of Food Packet, Survival, Abandon Ship. 

 (7) Appendix G – Food Packet, Survival, General Purpose. 

 (8) Appendix H – Inspection of the Humanitarian Daily Ration. 

* Guidance on performing receipt inspections of UGR-As is found in OPRATS IP15 in 

the LN Individual OPRATS database. OPRATS IP08 in the LN Individual OPRATS 

database provides guidance on the surveillance inspection of Kosher/Halal (Religious 

Meal) rations. 
MEDCOM Pam 40-13 

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 b. In-storage/Surveillance Inspection. These types of inspections are to be 

performed on a routine schedule while the rations are in storage. Although perishable 

operational rations (UGR-As) are not intended for long storage periods, they will be 

inspected monthly to determine product condition in the event that they are stored 

beyond their ITD. DLA-owned semiperishable operational rations not kept in cold 

storage/war reserve locations, should be inspected at six month intervals. Serviceowned rations should be inspected annually at a minimum with the following 

stipulations: 

 (1) If average storage temperature is maintained between 80F and 100F perform 

surveillance inspection within 3 months. 

 (2) If average storage temperature exceeds 100F perform surveillance 

inspection monthly. 

Inspection frequencies shall be maintained as long as the ration inspection results do 

not indicate significant degradation, and the rations have not reached or exceeded their 

serviceable storage life based on the criteria in DOD 4140.27-M, and applicable 

appendix. Additional guidance on inspection frequencies is included in DSCP 

Handbook 4155.2, section VIII.B. Operational Inspection Procedures 05 (OPRATS IP 

05) provides additional guidance for performing surveillance inspections of Meals, 

Ready-to-Eat; Operational Inspection Procedures 16 (OPRATS IP 16) provides 

additional guidance on conducting surveillance inspections of UGR-As. Both 

Operational Ration Inspection Procedures are posted in the Lotus Notes Individual 

Operational Rational Library Database. 

 c. Warranty Inspection. A warranty inspection is performed at the first DOD 

destination to receive the rations from the assembly contractor (excluding commercial 

contract warehouses). Warranty inspections should be conducted between five and six 

months after receipt at destination. Additional guidance on warranty inspections can be 

found in DSCP Handbook 4155.2, section VIII.3. 

 d. Inspection Prior to Sale or Shipment. This type of inspection is usually cursory in 

nature and is performed to detect obvious condition defects or for damage that may 

have occurred since the last scheduled cyclic inspection. If inspections are not current, 

or have not been performed, a more detailed inspection should be conducted prior to 

sale/shipment in order to preclude the movement of damaged or deteriorated stocks. 

 e. Special Inspections. A special inspection will be performed when determined 

necessary based upon routine inspection findings (meeting/exceeding inspection action 

numbers, for example), customer complaints, requests from DSCP or the Military 

Services, or whenever reason exists for such action. Special inspections for UGR-As 

are only to be performed when requested by DSCP or by the accountable officer. 
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6-7. LABORATORY ANALYSIS OF OPERATIONAL RATIONS. 

 a. All end-item non-retort food components used to assemble Meals, Ready-to-Eat 

(MREs) and Humanitarian Daily Rations (HDRs) will be sampled and submitted to the 

VETCOM Food Analysis and Diagnostic Laboratory by in-plant inspectors for biological 

testing. This requirement only applies to the components at the actual MRE plants. 

The following guidelines shall be followed: 

 (1) Two samples of each lot of noncommercial end items and one of ten brand 

name commercial end items that are currently in the MRE and HDR assembly plants 

will be collected and submitted to the laboratory. Respective inspection instructions on 

submitting laboratory samples will be followed at each plant. 

 (2) Thereafter, new deliveries of end item non-retort MRE and HDR food 

components will be sampled and submitted to the laboratory as indicated above. 

Samples will be collected and submitted to the laboratory in bulk once a week. 

 b. At locations other than plants, when doubt exists as to the condition of a lot of 

operational rations and the inspection activity determines there is a need for a 

laboratory examination and/or test, samples will be submitted to the nearest DOD 

Veterinary Laboratory. Utilization of laboratories in the determination of serviceability is 

encouraged whenever it is deemed necessary by the inspection activity. 

6-8. RECORDING AND REPORTING OF OPERATIONAL RATION INSPECTIONS. 

a. All operational ration inspection results will be posted on the following databases 

unless otherwise indicated in Operational Rations Inspection Procedures 06 and 17 or 

in paragraph b. below: 

 (1) MREs: VET1\VETSVCS\OPRATS\MRE\MRES.nsf 

 (2) UGR-As: VET1\VETSVCS\OPRATS\UGRA\UGRA3v46.nsf 

 (3) UGR-H&Ss: VET1\VETSVCS\OPRATS\UGRA\UGRAHeat.nsf 

 b. Annotate and locally file DSCP Form 5117 for all other operational rations, that is, 

survival rations, Humanitarian Daily Rations, Meal Cold Weather, etc. Make an entry 

into the ISP database that inspection was performed on a ration type other than UGR-A, 

UGR-H&S or MRE. In the Customer Visit Report (CVR), note that the inspection was 

performed, whether there were any defects, and that a DSCP Form 5117 is available 

upon request. Notify the Operational Ration Section, HQ VETCOM, if any of these 

rations have significant defects other than those easily attributable to the age of the 

ration or exhibit signs of premature deterioration. 
MEDCOM Pam 40-13 

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 c. Supervisors will monitor all inspections by reviewing the MRE, UGR-A, and UGR 

H&S Lotus Notes databases. 
MEDCOM Pam 40-13 

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CHAPTER 7 

RECEIPT INSPECTIONS 

7-1. INTRODUCTION. This chapter applies to receipt inspections at resale and 

wholesale activities in the continental United States (CONUS) and outside the 

continental United States (OCONUS). This policy does not apply to Prime Vendor, 

fresh fruits and vegetables received OCONUS via container/airlift and inspection of 

operational rations. These programs are covered in other chapters of this pamphlet, 

MEDCOM Reg 40-28, and other command directives and policies. 

7-2. GENERAL RECEIPT INSPECTION PROCEDURES. 

a. Determine if required inspection documentation is present at time of receipt. 

 b. Determine the security measures utilized by the delivery vehicle, that is, seal, 

padlock, alarm system, if applicable. 

 c. Determine the opening temperature of the delivery vehicle, in accordance with 

the Quality Assurance Provisions, DeCA BPA/ROA, Technical Data Sheets, or other 

applicable contractual requirements. 

 d. Perform a sanitary inspection of the delivery vehicle. 

 e. Determine if the products originate from an approved source, in accordance with 

Army Regulation 40-657. 

 f. Determine if products meet applicable contractual requirements, i.e., product 

temperatures, age upon delivery and remaining shelf life. These contractual 

requirements can be found in the Quality Assurance Provisions, DeCA BPA/ROA, 

Technical Data Sheets, or other applicable contractual requirements. 

 g. Upon completion of inspection, report any nonconformances to the accountable 

officer, that is, Commissary Director, Grocery Manager, Produce Manager, DSO/PBO 

Chief, Exchange Manager, etc., or designated representative, for disposition 

instructions. 

 h. When an infestation is suspected, food shall be inspected in accordance with 

MIL-STD 904. 

7-3. SPECIFIC RECEIPT INSPECTION SAMPLING TABLES FOR RED MEATS, 

SHELL EGGS, FRESH FRUIT AND VEGETABLES, SEMI-PERISHABLES AND 

PERISHABLES. 

 a. Red Meats. 
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 (1) There are two types of red meat inspections. 

 (a) Limited Routine Inspections. Consist of inspections for vehicle ambient 

temperature requirements and obvious defects, i.e. vacuum loss. The sample size for 

limited routine inspections is in accordance with local SOP. 

 (b) All Terms of the Contract Inspections. Consist of full, destructive open 

package inspections where all terms of the contract are evaluated. This type of 

inspection is only required for every fourth delivery, or once a month, whichever is less. 

Samples are selected in accordance with Table 7-1. 

 1 Strict random sampling is not required; however, representative samples 

from each line item will be inspected. 

 2 Multiple instances of the same defect found in a single cut, such as two 

scores on a single cut, will be counted as one defect. Multiple instances of different 

defects on a single cut, such as one score, one bone, one lymph node will be counted 

as three defects and then added into the overall defect calculation for the entire lot. 

This is based upon the Defects Per Hundred Units defect calculation formula found in 

ANSCI/ASQC Z1.4-1993. For example: 

 a A lot size of 48 pieces of market ready beef, Item 112A, are received. The 

sample size is 3 cuts. The defect tolerance is AC-1 and RE-2. 

 b The findings for the first sample are: fat exceeds the requirement and one 

piece of bone that exceeds the allowable dimensions. Thus, there are a total of 2 

defects for the first sample. 

 c The findings for the second sample are: fat exceeds the requirement, 

unauthorized backstrap that exceeds the allowable dimensions, and two pieces of bone, 

each piece of bone exceeds the allowable dimensions. Thus, there are a total of 3 

defects for the second sample. 

 d The findings for the third sample are: fat exceeds the requirement. Thus, 

there is a total of 1 defect for the third sample. 

 e The total defects for the inspected lot is 6 defects. Since the AC Number is 

1 and the RE number is 2, the Reject number is exceeded by 4. The lot would be 

considered nonconforming and the results would be sent forward to the accountable 

officer for action as deemed appropriate, i.e. request for price adjustment, rejection, etc. 
MEDCOM Pam 40-13 

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TABLE 7-1 

RED MEAT SAMPLING TABLE* (ALL TERMS OF THE CONTRACT) 

Lot Size Sample Size Defects

 accept reject 

1-50 3 1 2 

51-150 5 2 3 

151-500 8 3 4 

500+ 13 5 6 

NOTE: Sample units of each primal, subprimal, or subcomponent of the market ready 

cuts will be examined as a separate lot for acceptance inspection. Lot sizes will be 

determined as the number of each primal, subprimal, or subcomponent of the market 

ready cut received. A sample unit shall be one unit of product (for example, IMPS 411, 

Pork Loin Bladeless) is considered as one unit. When a defect(s) is found that could 

represent a potential wholesomeness issue, a VCO or Warrant Officer will be contacted 

immediately. 

*Extracted from current DeCA TDS Sheets for Beef & Pork 

The DeCA TDS link address is https://www.commissaries.com/business/tech_data.cfm

 b. Shell Eggs. 

 (1) There are two levels of inspection for shell eggs: 

 (a) Limited Routine. These inspections are cursory in nature and consist of 

vehicle ambient temperature and obvious appearance factors, that is, checks, dirty, 

leakers. These are performed as agreed upon in the ISP, and procedures/sample sizes 

are IAW local SOP's. 

 (b) All terms of the Contract. Under this level, shell egg deliveries will receive 

a verification of grade (candling) once a month per DeCA and exchange system vendor. 

For all other activities, this may be performed when local SOPs/agreements dictate, or 

when problems are found during limited routine inspections. 
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TABLE 7-2 

SHELL EGGS SAMPLING TABLE (ALL TERMS OF THE CONTRACT) 

Cases in Lot # of Eggs Cases in Sample # of Eggs to Select/Candle

1 100 - 720 1 100 

2 to 10 721-3,600 2 200 

11 to 25 3,601-9,000 3 300 

26 to 50 9,001-18,000 4 400 

51 to 100 18,001-36,000 5 500 

101 or more 36,001or more 8 800 

NOTE:

1. If the lot is composed of the standard 30 dozen eggs per case, utilize the “Cases in 

Lot” column from Table 7-2 to calculate sample size. 

2. If the lot is not composed of the standard 30 dozen eggs per case, utilize the “# of 

Eggs” column from Table 7-2 to calculate sample size (example: eggs received in six 

pack or eighteen pack cartons or eggs delivered on metal racks). 

3. For lots consisting of less than one case, or 100 eggs, examine 100% of eggs 

delivered. 

(2) Candling inspection will require the use of “Regulation Governing the 

Voluntary Grading of Shell Eggs (7 CFR, Part 56)/United States Standards, Grades, 

and Weight Classes for Shell Eggs (AMS 56).” Shell eggs delivered to OCONUS 

facilities will be inspected in accordance with local procurement agency specifications. 

"DD Form 1237 on file" will be annotated on the CVR.. Completed DD Form 1237 (Shell 

Egg Inspection) will be maintained on local file. Separate reports will be completed per 

each size received and candled--egg sizes cannot be combined when computing lot 

size and sample size. 

 c. Fresh Fruits and Vegetables. This section excludes fresh fruit and vegetables 

received OCONUS via container/airlift which is covered under another chapter in this 

pamphlet. 

 (1) Products are evaluated for appearance factors, customer appeal, and other 

specification requirements. Appearance factors, which are part of the customer 

acceptability evaluation, include those listed in the U.S. Standards for Grade as basic 

requirements and those abnormalities which are known to be unacceptable to the 

customer but are not scoreable as defects. The inspection will be preliminary in nature 
MEDCOM Pam 40-13 

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and shall not consist of a full grade evaluation. Grade evaluations will only be 

conducted when product grade is in question or as specified by the local SOP. 

(2) The lot size shall be expressed in line items, and the sample for examination 

shall be the number of pieces indicated in Table 7-3. Defects will be reported as 

percent defective, see table 7-4 for computation guidance. 

TABLE 7-3 

FRESH FRUIT AND VEGETABLE SAMPLING TABLE 

Lot Size (By Line-Item) Sample Size (By Line-Item) 

Cases Cases

1-5 1 

6-25 2 

26-150 3 

151-1200 5 

1201+ 8 

NOTE: The initial sample unit is the entire contents of each sample case selected per 

line item or the sample amount prescribed by other inspection procedures, that is, 

United States Department of Agriculture (USDA) Standards for Grade requires 20 lbs of 

potatoes. If obvious defects are noted, additional samples will be selected and 

inspected in order to give appropriate disposition recommendation. 

TABLE 7-4 

PERCENT DEFECTIVE COMPUTATION TABLE FOR FF&V 

(see note 1) 

STEP 1. Determine the net weight/count/volume of each sample case. 

STEP 2. Determine the total net weight/count/volume of all sample cases. 

STEP 3. Determine the total weight or count of condition defects/loss from all sample 

cases. 

STEP 4. The total weight or count of condition defects/loss, is divided by total net 

weight/count/volume of samples, and then multiplied by 100, which equals percent 

defective. 

Example 1 (Calculation based on count): 

 24 cases of tomatoes delivered (count) 

STEP 1. 2 sample cases contained 25 and 24 respectively
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STEP 2. Total count of 2 sample cases is 49 tomatoes

STEP 3. Total count of defects is 5 tomatoes

STEP 4. 5 

49 X 100 = 10.20 percent defective 

Example 2 (Calculation based on weight):

 30 cases of grapes delivered. (weight) 

STEP 1. 3 sample cases weighed 30 lbs, 30 lbs and 32 lbs 

STEP 2. Total net weight of 3 sample cases is 92.0 lbs 

STEP 3. Total weight of defects is 5.75 lbs 

STEP 4. 5.75

 92 X 100 = 6.25 percent defective

NOTES: 

1. Count, weight or volume is determined based on USDA inspection procedures as 

outlined in the appropriate USDA Quick Reference Manual, United States Standards for 

Grade, and/or Market Inspection Instructions. 

 d. Semi-perishable Food. 

 (1) Lot size will be expressed as the number of shipping containers received for 

each delivery. Select samples in accordance with table 7-5. 

 (2) Strict random sampling is not required; however, select samples from 

locations throughout the load to ensure that samples are representative of the delivery. 

 (3) The sample unit will consist of the entire contents of each sample case. 

_____________________________________________________________________

TABLE 7-5 

SEMI-PERISHABLE FOOD SAMPLING TABLE 

Lot Size Sample Size Number of Pallets to 

Number of Cases Number of Cases Select Samples From

1-50 3 1 

51- 500 5 2 

501 -35,000 8 3 

NOTE: Inspect the entire contents of each shipping container/sample case selected for 

sampling. The inspector will compute total quantity of cases received rather than total 

quantity of line items received. Individual line item inspection will result only if defects 

are observed. In this case, the next higher sample size will be applied to the line item 

lot size and inspection conducted to determine extent/severity of defects. 
MEDCOM Pam 40-13 

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Example: 

Step One: Semi-perishable delivery received, 510 cases in delivery: 

Lot Size: 510 cases 

Sample Size: 5 cases 

Problem: One line item, oatmeal, found to be defective/nonconforming. 

Step Two: Calculate total number of oatmeal cases received, total is 5 cases. 

Lot Size: 5 cases 

Sample Size; 3 cases—explanation: initially one, move to next higher sample 

size of three. The first case initially inspected is not counted in the second 

sample size. 

When a defect(s) is found that could represent a potential wholesomeness issue, a 

VCO or Warrant Officer will be contacted immediately. 

______________________________________________________________________________ 

 e. Perishable Food. 

 (1) Lot size will be expressed as the total number of shipping containers 

received for each delivery. Selected samples in accordance with table 7-6. 

 (2) Strict random sampling is not required; however, selected samples from 

various locations throughout the load and ensure that samples are representative of the 

delivery. 

 (3) The sample unit will consist of the entire contents of each sample case. 

______________________________________________________________________

TABLE 7-6 

PERISHABLE FOOD SAMPLING TABLE 

Lot Size Sample Size Number of Pallets to 

Number of Cases Number of Cases Select Samples From

1-50 3 1 

51-500 5 2 

501-35,000 8 3 

NOTE: Inspect the entire contents of each shipping container/sample case selected for 

sampling. The inspector will compute total quantity of cases received rather than total 

quantity of line items received. Individual line item inspection will result only if defects 
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are observed. In this case, the next higher sample size will be applied to the line item 

lot size and inspection conducted to determine extent/severity of defects. 

Example: 

Step One: Perishable delivery received, 510 cases in delivery: 

 Lot Size: 510 cases 

 Sample Size: 5 cases 

 Problem: One line item, frozen corn, found to be defective/nonconforming. 

 

 Step Two: Calculate total number of frozen corn cases received, total is 5 cases. 

 Lot Size: 5 cases 

 Sample Size: 3 cases – explanation: initially one, move to next higher sample 

size of three. The first case initially inspected is not counted in the second 

sample size. 

 

When a defect(s) is found that could represent a potential wholesomeness issue, a 

VCO or Warrant Officer will be contacted immediately. 

______________________________________________________________________

 f. Department of Defense (DOD)-Owned Foods: 

 (1) Receipt inspections of DOD-owned foods should primarily focus on 

inspecting for wholesomeness and suitability for continued storage, shipment, issue, 

sale, and consumption. Sample size information is contained in AR 40-656, Veterinary 

Surveillance Inspection of Subsistence. Disposition recommendations are as follows: 

 (a) Normal Issue. 

 (b) Condemnation for Unwholesomeness. 

 (c) Alternative Storage – for aged, infested, or slightly stressed foods, that is, 

controlled atmosphere storage areas, freezer, priority issue, etc.). 

 (d) Shelf-life Extensions – handled on a case-by-case basis, follow written 

directives or local established policies. Local policies shall cover length of extension, 

items authorized for extension, and extension approval authority. 

 (e) The Accountable Officer will notify the Installation Transportation Officer 

upon receipt of government-owned food damaged during shipment or of food items 

being shipped along with nonfood items, prior to off-loading. The Installation 

Transportation Officer or the Accountable Officer is responsible for completing 

transportation discrepancy reports for faulty shipments of government-owned food. 
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7-4. RECEIPT INSPECTION RESULT REPORTING PROCEDURES. Receipt 

inspections will be entered into the Lotus Notes Installation Support Plan (ISP) 

database, under the “Subsistence Inspection Report” prompt. Specific details with 

respect to filling out the report are contained in the database under the “help” prompt. 

The ISP Chapter of this pamphlet details the purpose of all reports that are generated in 

the Lotus Notes ISP database. 

7-5. RISK ASSESSMENT FACTORS AND POTENTIAL RISKS. Observation of any 

of the following requires immediate notification of the first line supervisor and the 

accountable officer. 

 a. Evidence of unwholesomeness such as deterioration or spoilage due to 

contamination by microorganisms, their toxins, or physical contaminates. 

 b. Exposure to biological, chemical, radioactive agents, or other foreign matter. 

 c. Item found to be unfit for intended use due to extensive damage or other reason. 

 d. Evidence of insect or rodent infestation. 

 e. Transportation damage or product deterioration. 

 f. Deliberate contamination or tampering. 

 g. Swellers, due to any reason. This excludes items that typically exhibit soft 

“swelling,” such as some dry bakery mixes. 

 h. Oxidation/rancidity, observed chemical changes. 

 i. Mildew/mold/rot, any discoloration, growth, or decay caused by fungi. 

 j. Leakers, due to any reason. 

 k. Vacuum loss, complete loss of vacuum in products that normally require a 

vacuum. 

 l. Items not originating from an approved source. 
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CHAPTER 8 

OCONUS FRESH FRUIT AND VEGETABLE 

CONTAINER/AIRLIFT INSPECTIONS 

8-1. INTRODUCTION. This chapter describes the procedures for the inspection of 

fresh fruits and vegetables (FF&V), purchased for and received overseas, at origin and 

destination. Data gathered from the performance of these inspections is made available 

to the Defense Commissary Agency (DeCA), the Defense Logistics Agency (DLA), and 

the Defense Supply Center Philadelphia (DSCP). 

8-2. GENERAL ORIGIN INSPECTION PROCEDURES. 

 a. This portion of the inspection is performed in order to ensure that the product is 

suitable for shipment and its intended purpose upon arrival. 

 b. Lot size is expressed as the number of shipping containers per each line item 

delivered. The initial sample unit is drawn in accordance with the sample size 

expressed in the U.S. Standards for Grade, specifications, or procurement documents. 

 c. Defects will be reported as percent defective, see table 8-1 for computation 

guidance. Defect classification and tolerances are in accordance with applicable U.S. 

Standards for Grade, specifications, or procurement documents. The product is 

evaluated for grade/specification requirements and for any appearance factors – 

customer appeal. Appearance factors which are part of the customer acceptability 

evaluation include the following: those listed in the U.S. Standards for Grade as basic 

requirements and those abnormalities which are known to be unacceptable to the 

customer but are not scoreable as grade defects. 

 d. Inspect and record the number of containers being loaded, container destination, 

average product internal temperature, container closing temperature, and number of 

line items. All pertinent inspection information will be entered into the Origin Inspection 

Support and Distressed Items at Origin Inspection portions of the database no later than 

24 hours after completion of inspection. 

 e. The origin chain of command will be kept informed of problems, issues, and 

patterns of nonconformance involving origin inspections. 

8-3. GENERAL DESTINATION INSPECTION PROCEDURES. 

a. Destination inspection will be conducted in the same manner specified in all 

paragraphs except for paragraph 8-2.d. above. 
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 b. Notify the accountable officer immediately if the product does not meet applicable 

requirements. The accountable officer will make decisions with respect to requesting 

credit based upon the inspector’s findings. 

 c. When products are washed or fumigated upon receipt, complete the fumigation/ 

wash portion of the report according to local policy. 

 d. All pertinent inspection information will be entered into the Destination Inspection 

portions of the database no later than 24 hours after completion of the inspection. 

________________________________________________________________ 

Table 8-1 

PERCENT DEFECTIVE COMPUTATION TABLE FOR FF&V 

(see note 1) 

STEP 1. Determine the net weight/count/volume of each sample case. 

STEP 2. Determine the total net weight/count/volume of all sample cases. 

STEP 3. Determine the total weight or count of condition defects/loss from all sample 

cases. 

STEP 4. The total weight or count of condition defects/loss, is divided by total net 

weight/count/volume of samples, and then multiplied by 100, which equals percent 

defective. 

Example 1 (Calculation based on count): 

 24 cases of tomatoes delivered (count) 

STEP 1. 2 sample cases contained 25 and 24 respectively

STEP 2. Total count of 2 sample cases is 49 tomatoes

STEP 3. Total count of defects is 5 tomatoes

STEP 4. 5 

50 X 100 = 10.20 percent defective 

Example 2 (Calculation based on weight):

 30 cases of head lettuce delivered. (weight) 

STEP 1. 3 sample cases weighed 30 lbs, 30 lbs and 32 lbs 

STEP 2. Total net weight of 3 sample cases is 92.0 lbs 

STEP 3. Total weight of defects is 5.75 lbs 

STEP 4. 5.75

 92 X 100 = 6.25 percent defective

NOTES: 

1. Count, weight or volume is determined based on USDA inspection procedures as 

outlined in the appropriate USDA Quick Reference Manual, United States Standards for 

Grade, and/or Market Inspection Instructions. 
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8-4. INSTRUCTIONS FOR COMPLETING OCONUS FF&V CONTAINER/AIRLIFT 

INSPECTION SUPPORT REPORT. 

 a. Origin Inspection Support Section: 

Entered By: automatically fills-in after report is opened; name only, may be manually 

changed to reflect a different FOOD INSPECTOR entering report 

Inspection Date: automatic fill-in with the today’s date; to change date, click on the 

small box with a “16” on it; select appropriate date from calendar; select “OK” 

Inspection Site: click small “arrow”; select appropriate site from list; select “OK” 

Destination: click small “arrow”; select appropriate destination from list; select “OK” 

Delivery Type: select either “Airlift” by plane or “Container” by ship; click on 

appropriate circle 

Container Number: click in empty box; if delivery type is “Container” type in container 

number (i.e., NPRU 585861-2); if delivery type is “Airlift” leave blank or type “None” 

RDD: (Required Delivery Date): click in empty box; enter the 4-digit Julian date of 

delivery (i.e., 3224); RDD may be obtained from shipping personnel or shipping 

documents 

Seal Number: click in empty box; enter the seal number placed on the container (i.e., 

393940); if unsure if seal was placed on container leave blank; if no seal was placed on 

container enter “None” 

Ship Date: click on the small box with a “16” on it; select appropriate date product is to 

be shipped from the U.S.; approximate date may be entered if a definitive date is not 

known; select “OK” 

Average Product Internal Temperature: click in empty box; enter the 2-digit 

Fahrenheit temperature; if product internal temperature is not taken, leave blank 

Container Closing Temperature: click in empty box; enter the 2-digit Fahrenheit 

temperature; if closing temperature is not taken, leave blank 

Line Items Inspected: click in empty box; enter number of line items inspected by 

FOOD INSPECTOR, can be obtained from shipping invoice 

Line Items Shipped: click in empty box; enter the number of line items shipped, can 

be obtained from shipping invoice; this number should more or less match the “Line 

Items Inspected” number 
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Are There Rejected Items: click small “arrow” 

 “NO” answer – move on to next area or question on inspection form 

 “YES” answer – click on large gray box titled “Click here to EDIT Rejected Item 

Table” once the gray box is selected: 

• Click box titled “New” 

• Cat No – click small “arrow”; find appropriate item; select “OK” 

• Nomenclature – automatically fills-in after selecting appropriate “Cat 

No” 

• Country of Origin – click small “arrow”; find appropriate country of 

origin; select “OK” 

• Reason for Rejection – click small “arrow”; find appropriate reason for 

rejection; select “OK”; “Other” defect must be clearly explained in the 

“Origin Inspector Remarks” section 

• Upon completing all the blocks for the first item, click the box titled 

“New” again and repeat the procedure again for each additionally 

rejected item found 

Are There Distressed Items: click small “arrow” 

 “NO” answer – move on to next area or question on inspection form 

 “YES” answer – click on large gray box titled “Click here to EDIT Distressed Item 

Table” once the gray box is selected: 

• Click box titled “New” 

• Cat No – click small “arrow”; find appropriate item; select “OK” 

• Nomenclature – automatically fills-in after selecting appropriate “Cat 

No” 

• Defect – click small “arrow”; find appropriate defect; select “OK”; 

“Other” defect must be clearly explained in the “Origin Inspector 

Remarks” section 
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• % Defect – click in empty box; enter the percent defective, only enter 

the numbers, no % symbol 

• Cases Shipped – click in empty box; enter the total number of cases 

of this product shipped to destination 

• Upon completing all the blocks for the first item, click the box titled 

“New” again and repeat the procedure again for each additionally 

distressed item found 

Origin Inspector’s Remarks: click in empty box; enter applicable remarks on the 

report (i.e., conveyance padlocked, conveyance sanitation issues, item delivered with 

defects because it was best available due to season or weather, etc.); also use this 

section to record rejected or distressed items that do not show up in the drop down 

menus above, ensure to list all pertinent information for the items (i.e., Cat No, 

Nomenclature, Country of Origin, Reason for Rejection, Defect, % Defect, Cases 

Shipped); in addition send a “Memo to Evaluator” to have the items recorded in the 

remarks section added to the drop down menus; explain in detail the “Other” defects 

mentioned in the report 

Origin Inspector Pictures: click “Yes” or “No” in appropriate circle; click on small blue 

“Book” icon and follow directions on the screen for posting pictures 

Origin Report Reviewed and Approved By: click small “arrow”; select the appropriate 

name from list; select “OK”; you may also type in the appropriate name of person 

reviewing and approving origin inspection results 
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 b. Destination Inspection Section: 

Delivery Date: click on the small box with a “16” on it; select appropriate date from 

calendar; select “OK” 

Delivery Time: click on the small box with a “clock” on it; select appropriate time from 

list; select “OK” 

Inspection Date: click on the small box with a “16” on it; select appropriate date from 

calendar; select “OK” 

Inspection Time: click on the small box with a “clock” on it; select appropriate time 

from list; select “OK” 

Inspection Site: click small “arrow”; select appropriate site from list; select “OK” 

Line Items Inspected: click in empty box; enter number of line items inspected by food 

inspector, can be obtained from receiving invoice 
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Line Items Non-Conforming: click in empty box; enter number of line items with 

nonconformances, this should match the number of items listed in the “Defects” section 

Container Opening Temp: click in empty box; type in the opening temperature of the 

delivery conveyance; if opening temperature is unknown, type “UKN” in box; explain in 

“Destination Inspector’s Remarks” section why opening temperature was not verified or 

known 

Oxygen Level: click in empty box; record the oxygen level if conveyance was using 

any form of reduced/modified atmosphere delivery system; if conveyance was not using 

a reduced atmosphere delivery system, leave blank 

Destination Inspector’s Remarks: click in empty box; enter appropriate remarks on 

the report (i.e., conveyance padlocked, conveyance sanitation issues, load shifted, 

pallets fell, crushed products, etc.); this section is also used to record rejected or 

distressed items that do not show up in the drop down menus, ensure to list all pertinent 

information for the items (i.e., Cat No, Nomenclature, Product Internal Temp, Cases, 

Defect, Disposition, % Defect, % Customer Appeal, % Total); in addition send a “Memo 

to Evaluator” to have the items recorded in the remarks section added to the drop down 

menus; explain in detail the “Other” defects mentioned in the report 

Destination Inspector’s Pictures: click “Yes” or “No” in appropriate circle; click on 

small blue “Book” icon and follow directions on the screen for posting pictures 

Are There Distressed Items: 

 “NO” answer – move on to next area or question on inspection form 

 “YES” answer – click on large gray box titled “ENTER Destination Defects” once 

you have clicked the gray box: 

• Click box titled “New” 

• Cat No – click small “arrow”; find appropriate item; select “OK” 

• Nomenclature – automatically fills-in after selecting appropriate “Cat 

No” 

• Product Int Temp – click in empty box; enter the 2-digit Fahrenheit 

internal temperature 

• Cases – click in empty box; enter the total number of cases of this 

product received at destination 

• Defect – click small “arrow”; find appropriate defect; select “OK”; 

“Other” defect must be clearly explained in the “Destination Inspector’s 

Remarks” section 

• Disposition – click small “arrow”; find appropriate disposition; select 

“OK” 

ACC WO/LOSS-Accept without Loss 

ACC W/LOSS-Accept with Loss 
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COMP LS CONDMN-Complete Loss Condemned 

PART LS CONDMN-Partial Loss Condemned 

• % Defect – click in empty box; enter the percent defective that only 

deals with grade & quality, only enter the numbers, no % symbol 

• % Cust Appeal – click in empty box; enter the percent defective that 

only deals with customer appeal, only enter the numbers, no % symbol 

• % Total – automatically fills-in 

• Upon completing all the blocks for the first item, click the box titled 

“New” again and repeat the procedure again for each additionally 

distressed item found 

Destination Inspector’s Name: click on large gray box titled “ADD INSPECTOR’S 

NAME”, name automatically appears along with today’s date; the name can be 

manually changed as required 

 c. Fumigation/Wash Section: 

Are There Items Requiring Fumigation: 

 “NO” answer – move on to next area or question on inspection form 

 “YES” answer – click on large gray box titled “EDIT Fumigation Table” once you 

have clicked the gray box follow the same general instructions that have been 

previously discussed above for reporting rejected and distressed items 
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Are There Items Requiring Wash: 

 “NO” answer – move on to next area or question on inspection form 

 “YES” answer – click on large gray box titled “EDIT Wash Table” once the gray 

box is selected, follow the same general instructions discussed above for reporting 

rejected and distressed items 

Other Information: this section is currently only being completed by Japan, Okinawa, 

and Korea; if this is the inspector’s first time using this section, previously completed 

reports will be reviewed in order to fully understand how to complete this section. 

 d. Produce Department Section: 

General Information: This section is for Produce Department information, inspector 

must acquire this information from the Produce Department Manager or designated 

representative and enter this information onto the report; the information recorded in this 

section need not match the inspector’s findings, the produce department may ask for a 

higher credit than suggested by the inspector, or may ask for credit on an item that the 

inspector did not determine to be nonconforming (especially applies to customer 

appeal); this section is not for inspector comments or suggestions 

Are There Any Items to Report: 

 “NO” answer – move on to next area or question on inspection form 

 “YES” answer – click on large gray box titled “ENTER Produce Dept Defects” 

once you the gray box is selected: 
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• Click box titled “New” 

• Cat No – click small “arrow”; find appropriate item; select “OK” 

• Nomenclature – automatically fills-in after selecting appropriate “Cat 

No” 

• Defect – click small “arrow”; find appropriate defect; select “OK” 

• % Loss – click in empty box; enter the percent loss, only enter the 

numbers, no % symbol 

• % Credit – click in empty box; enter the percent credit the produce 

department is requesting for this item, only enter the numbers, no % 

symbol 

• Credit Amt ($) – click in empty box; enter the dollar amount the 

produce department has calculated will be the credit amount they 

should receive 

• Upon completing all the blocks for the first item, click the box titled 

“New” again and repeat the procedure again for each additionally 

distressed item found 

Total Credit Amount Requested: automatically fill-ins, after clicking in next section 

“Produce Dept POC” 

Produce Dept POC: click in empty box; enter the produce department representative 

that provided the information in this section 

Date: click on the small box with a “16” on it; select appropriate date from calendar; 

select “OK” 

Produce Department Remarks: click in empty box; remarks are those of the produce 

department not the inspector’s; record anything that the produce department requests 

be placed here; clarify and have the produce department review comments before 

finalizing this section 
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 e. PBO/DSO Section: 

General Information: This section is for PBO/DSO use only. The inspector will have 

no involvement in this section unless requested by PBO/DSO; the PBO/DSO may credit 

a lower or higher credit for defects found or than requested by the produce department 

Are There Any Items to Report: 

 “NO” answer – move on to next area or question on inspection form 

 “YES” answer – click on large gray box titled “ENTER PBO/DSO Defect Credits” 

once the gray box is clicked: 

• Click box titled “New” 

• Cat No – click small “arrow”; find appropriate item; select “OK” 

• Nomenclature – automatically fills-in after selecting appropriate “Cat 

No” 

• % Loss – click in empty box; enter the percent loss, only enter the 

numbers, no % symbol 

• % Credit – click in empty box; enter the percent credited by the 

PBO/DSO to the produce department, only enter the numbers, no % 

symbol 

• Credit Amt ($) Approved – click in empty box; enter the dollar amount 

the PBO/DSO awarded the produce department for this item 

• Upon completing all the blocks for the first item, click the box titled 

“New” again and repeat the procedure again for each additionally 

distressed item found 

PBO/DSO: click in empty box; enter the PBO/DSO point of contact as indicated by 

Produce Department 

Date: click on the small box with a “16” on it; select appropriate date from calendar; 

select “OK” 

PBO/DSO’s Remarks: click in empty box; remarks are those of the PBO/DSO not 

FOOD INSPECTOR; record information only as directed by the PBO/DSO; ensure to 

clarify and have produce department review comments before finalizing this section 

Total Credit Amount Requested: automatically fills-in, after clicking in next section 

“Destination Report Reviewed and Approved By” 

Destination Report Reviewed and Approved By: click small “arrow”; select the 

appropriate name from list; select “OK” 
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Destination Report Reviewed and Approved By: SFC SNUFFY 
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CHAPTER 9 

INSTALLATION FOOD 

SAMPLING PROGRAMS 

9-1. INTRODUCTION. This chapter provides procedures for food sample 

management. Auditable food sample records must be maintained for samples taken in 

conjunction with commercial sanitation audits, destination monitoring programs, and for 

public health or quality assurance reasons. This program is necessary to prevent 

unwarranted suspicion of impropriety. 

9-2. PROCEDURES. 

a. When samples are taken in areas such as troop issues, depots, or other 

subsistence storage facilities, inspectors will complete MEDCOM Form 57a (Sample 

Removed by Quality Assurance Representative) and place the form in the void space 

left in the master container (case) upon removing the sample. Inspectors must reseal 

and double stamp containers from which samples are taken in accordance with TB 

MED 263. The DOD Complete Inspection Approval (CIA) stamp will be used. The 

master container will be remarked to reflect actual contents remaining in the container 

for issue. 

 b. Directions for completing DA Form 7539 

DIRECTIONS FOR COMPLETING DA FORM 7539 

REQUEST FOR VETERINARY LABORATORY TESTING 

& FOOD SAMPLE RECORD FOR 

FOOD SAMPLE MANAGEMENT

General Information: A separate DA Form 7539 must be completed for each different 

government facility from which samples are drawn, i.e., a separate form for the 

commissary, the shoppette, dining facility, TISA, etc. If more than six items are pulled 

from one facility during a specific period, for example in conjunction with a single 

inspection or when samples are pulled throughout one week and a “running” DA Form 

7539 is maintained, additional copies of page two will be used in order to record the 

appropriate number of samples. No more than twelve items may be recorded on any 

one DA Form 7539. Note that this form has a dual purpose. The guidance in this 

section applies only to sample management. When the form is utilized in conjunction 

with laboratory sample submission, the guidance in the chapter that governs Laboratory 

Sample Submission will be followed. 
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Directions for Completing Page One of the Form:

Block 1: Select location from the pull down menu. The Inspection Responsibility Code 

(IRC) will fill in automatically. 

Block 2: Enter the name and rank of the inspector that pulled the sample(s). Enter the 

inspector’s duty telephone number. 

Block 3: Enter a control number following the guidance established by local policy. A 

control number will be assigned to each form, and a log of the forms will be maintained 

in order to ensure sample and form accountability. 

Block 4: This block will be left blank. 

Block 5: This block will be left blank. 

Block 6: This block will be left blank. 

Block 7: Enter the complete facility name, address, and telephone number from which 

the samples were taken. An example of completed information is: Harrison Village 

Commissary, 9162 E. 56th Street, Indianapolis, IN, 46216. (317) 610-7217 

Block 8: Select the correct dates from the pull-down menu. If samples are collected 

over a period of time (no longer than one week), enter the first date that a sample was 

pulled in the first section, and the final date that a sample was pulled in the second 

section. If samples are collected and the form is finalized in the same day, enter the 

same dates in both areas of the block. 

Block 9: This block will be left blank. 

Block 10: Enter the name and rank of the section NCOIC, or of an inspector at the 

section other than the one that initiated the form, in accordance with local policy. The 

inspector that whose name appears, and that signs the form, is doing so as confirmation 

that the samples were properly disposed of and that the sample form was completed 

correctly. The inspector listed in block two will not be the same inspector listed in block 

ten. 

Block 11: Enter the name and title of the accountable officer for the location from 

which the sample was pulled. Forms are not considered to be complete until the 

accountable officer, or appropriate representative, signs the form. Forms will be 

presented to the accountable officer for signature in a timely manner and as soon as the 

form is completed as possible. 

Block 12: Use this block to provide any relevant information that does not appear 

elsewhere on the form. Local policy may require that the reason for pulling the samples 
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be given. For example, “Sample numbers 1-4 were used for internal temp verification; 

sample numbers 5-6 were used for cut tests.” Select “No” from the pull down menu that 

appears in this block. 

Directions for Completing Page Two of the Form:

Block 13: Enter relevant, complete information for each sample pulled: 

Submitter Sample Number: Enter sample number, beginning with number 1, in this 

area. No more than twelve samples may be recorded for each sample form. When a 

sample number greater than six is pulled, utilize another copy of page two to record 

sample numbers seven through twelve. 

Sample Description: Enter complete product description, to include common name, 

type, and classification. For example, “milk, chocolate, 2%,” “yogurt, lowfat, cherry,” 

“apple, red delicious,” or “ground beef, 85% lean.” 

Brand Name: Enter the specific product brand as applicable. For example, “Hormel,” 

“Carl Buddig,” “Sunkist,” or “Prairie Farms.” 

Universal Product Code (UPC): Enter the universal product code found on the 

product label, or produce shelf tag. This code is also known as the “bar code.” It is the 

label scanned or entered by the cahier at the register when scanning the product for 

sale. 

Product Code: Enter all lot number, “use by” or expiration date, and other lot 

information as it appears on the product label/container. Enter N/A for produce items or 

other items that do not exhibit such codes. 

Sample Weight/Volume: Enter the weight or volume of the sample as it appears on 

the product label or package. Weights for produce items will be obtained by weighing 

them on a calibrated scale. 

Quantity Submitted: Enter the amount of individual samples taken, expressed in units 

of issue or sale. For example, “one can,” two bags,” two jars,” or “one pound.” 

Unit of Issue: Enter the unit of issue or sale. The unit of issue is determined by how it 

is charged upon being issued or sold. For example, “pound,” bag,” “jar,” “can,” or “box.” 

Total Cost: Enter the dollar value that the sample costs. When pulling more than one 

item per sample, the cost must be calculated by multiplying the unit of issue by unit 

cost. For example, if two gallons of milk are pulled and each is priced at $2.80, then the 

total cost would be $5.60 (2x $2.80= $5.60). 
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Disposition: Enter the sample’s final disposition, that is, what ultimately happened to 

the sample in accordance with guidance established in local policy. Choices include, 

but are not limited to, “laboratory sample submission,” “returned to accountable officer,” 

or “destroyed.” 
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CHAPTER 10 

SALVAGE/DISTRESSED FOODS AT GOVERNMENT RETAIL AND STORAGE 

FACILITIES 

10-1. INTRODUCTION. This chapter establishes procedures for the salvage of 

physically damaged, over-aged, or otherwise distressed military-owned semi-perishable 

subsistence. 

10-2. PROCEDURES. 

 a. DeCA Facilities – Food that is physically damaged after being received may be 

sold to customers only with proper verification by the food inspector. In accordance with 

DeCA Directives 40-3, 40-4, 40-5 and subject DeCA memorandums, the Commissary 

Director will appoint a salvage coordinator from among his employees. The salvage 

coordinator will be responsible for sorting salvageable and unsalvageable food, cleaning 

and repairing product packaging as appropriate. Food inspectors verify that 

unwholesome food is not offered for sale in accordance with the general guidelines in 

paragraph four below. Food inspectors are responsible for training the assigned 

salvage coordinator(s) on an as needed basis, at least quarterly, and whenever new 

salvage coordinators are assigned. All training should be entered on the ISP database 

on a Customer Visit Report. Food inspectors will ensure that all salvage items are 

inspected prior to being offered for sale. 

 b. Exchange Service Food Stores – Food inspection personnel will alert 

management of damaged/distressed food items that are found during walk-thru 

inspections and will make appropriate recommendations for disposition. Food 

inspectors will work with store management and employees to ensure only wholesome 

food is offered for sale in accordance with the guidelines listed in this chapter. Food 

inspectors are responsible for training the appropriate AAFES/NEX employees assigned 

as salvage coordinator(s) on an as needed basis and documented. All training should 

be entered in the ISP Database on a Customer Visit Report. Food inspectors will notify 

the chain of command when any concerns arise regarding salvage operations. 

 c. Troop Issue Subsistence Activities / Dining Facilities – Food inspection salvage 

duties include the inspection of subsistence turn-ins, transfers, and downgrading the 

condition code/issue-status of stored food items. Specific guidance is found throughout 

AR 40-656, Veterinary Surveillance Inspection of Subsistence; AR 30-22, The Army 

Food Program; DA Pam 30-22, Operating Procedures for the Army Food Programs; 

and applicable inspection documents for operational rations. 

 d. Depots – DLA-owned food items are maintained in condition codes that indicate 

serviceability. Normal issue stocks are placed in Condition Code “A”. Condition Codes 

“B” and “C” are food items that are determined to be, as a result of inspection, less 

serviceable and require an increased inspection frequency. Condemned stocks are 
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assigned Condition Code “H”. A complete listing of authorized condition codes is found 

in DLAD 4155.37, Appendix S. Inspectors shall utilize a DD Form 1225 (Storage 

Quality History Report) when changing the condition code of a food lot. 

10-3. GUIDELINES. 

a. Food inspectors shall utilize the USDA Guide for the Evaluation of Metal 

Containers (USDA File Code 125-A, posted in the Lotus Notes VETCOM Library 

database) or other suitable reference for the evaluation of canned foods and when 

conducting training for other inspectors or salvage coordinators. 

 b. Items that exhibit critical/severe defects will be condemned, these include cans 

that are severely dented on seams. Inspectors must utilize an appropriate risk 

management thought process. 

 c. Items that exhibit major defects are condemned if the defect materially affects the 

serviceability of the product. The product may be sold if serviceability is unaffected. 

 d. Items that exhibit minor defects may be resold, provided that usability is not 

affected. 

 e. Salvage items should be monitored frequently by the food inspectors and 

re-inspected as needed until the product is sold, issued, consumed, expired, or 

condemned. 

 f. Torn boxes or bags with exposed product will not be sold. If an interior bag or 

liner (primary package) is intact, the exterior container may be taped shut and the 

product offered for sale. Boxes that are slightly crushed, but not torn or opened, must 

be removed from the regular stock area and processed as a salvage item. 

 g. Unwholesome or unserviceable food must be isolated from food stocks that are 

designated for normal issue or sale. Affected products must be identified for disposal, 

returned to vendor, or condemned. This action will prevent accidental restocking or 

consumption of unwholesome/unserviceable products. 

 h. Salvage operations that are not effectively managed by facility personnel may be 

temporarily or permanently taken out of operation through consultation with the chain of 

command through the Regional Veterinary Command level and through the Region’s 

coordination with the DeCA Regional Warrant Officer. 

 i. Manufacturer product labels on salvage items must remain intact to the extent that 

product identity and a complete ingredient list is still present on each item. Items that 

do not meet these criteria will not be offered for resale. 
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CHAPTER 11 

RAPID TESTING METHODS FOR FOOD CONTACT SURFACES 

11-1. INTRODUCTION. This chapter introduces rapid food contact surface testing 

methods and assists in ensuring that personnel have the knowledge and ability to select 

and properly utilize rapid diagnostic equipment and supplies in conjunction with 

determining sanitary compliance of military and commercial establishments. This 

chapter focuses specifically on utilization of the Charm LUM-T PocketSwab and is not 

intended to be a complete and final list of recommended equipment and supplies. This 

chapter will be subject to many changes in the future due to continuing advances in the 

rapid diagnostics market. 

11-2. GENERAL INFORMATION. 

 a. The Charm LUM-T, and equivalent ATP bioluminescence monitors, provide a 

rapid result that measures adenosine triphosphate (ATP), not bacteria. 

Bioluminescence monitors are proven to be an effective means to quickly assess and 

monitor effective cleaning of food contact surfaces. Bioluminescence monitors can 

identify “hot spots” – areas that contain organic material that could possibly support and 

accelerate microbial growth. The technology of ATP bioluminescence for biological 

testing has become increasingly useful due to the real-time capabilities, ease of use, 

and affordability that it offers. It is not intended to replace microbiological testing, but it 

is an easier and faster means to determine cleanliness based upon the absence of 

organic material rather than by counting colony forming units (CFUs) of 

microorganisms. 

 b. An understanding of the basic principles of ATP bioluminescence is important. 

ATP is a molecular compound essential and common to all plant, animal, and microbial 

cells. This compound combines and reacts with the enzyme luciferase resulting in the 

release of light. The emitted light is measured by using the Charm LUM-T. This output 

of light is proportional to the amount of ATP present on a given surface. The 

measurement of biological contamination is approximated by determining the amount of 

ATP contained within or on the material. The swab is pulled out of the PocketSwab 

cartridge, then the tip end is swabbed over a 4-inch square area (100 cm2). The swab 

is then inserted back into the ATP cartridge and shaken. During the shaking action, the 

ATP from the swab material is mixed with luciferin/luciferase, which is in the form of a 

white tablet in the PocketSwab cartridge. The cartridge is then inserted into the LUM-T 

unit. That light-generating reaction that results from the combination is then measured 

in the form of Relative Light Units (RLUs). The resulting number is a measure of the 

amount of ATP on the tested surface and is an indicator of surface cleanliness. It is 

NOT a count of bacteria. For the sake of consistency, it is imperative that the surface 

area covered with the swab is standardized in the standard operating procedures. This 

results in reproducible and standard results. 
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 c. Because ATP bioluminescence is a non-specific test, there are some limitations. 

Since it is a broad hygiene monitoring system, it not only detects bacteria, but it also 

detects all other biological ATP present. Test results do not specify between different 

sources from which all ATP is being measured; therefore, the feedback given is only an 

indicator of whether or not the surface being tested is clean. There is no direct 

correlation between microbial counts and the amount of ATP on a surface. Generally, 

Charm readings of 50,000 are almost always associated with the presence of 

microorganisms, particularly readings of 100,000 or more. The “gray area” falls 

between readings that range between 5,000 to 50,000. Readings in this range may or 

may not be associated with the presence of microorganisms. Maximum limits for “gray 

area” readings should be established. If readings above 22,500 are obtained after a 

baseline is established, conduct a confirmation swab (Redi-Swab) and send it to the 

FADL or local Veterinary Laboratory. The bottom line is that if ATP is present, whether 

from microorganisms or other biological material, then the potential exists for microbial 

growth. 

11-3. PROCEDURES. 

 a. The first step in utilizing the Charm LUM-T PocketSwab is to determine a 

baseline or background ATP on the surface to be tested. This can be accomplished by 

testing the surface after it has been rigorously cleaned and sanitized. This will reveal 

that the inspector knows exactly how clean the given surface can be and will help in 

establishing a baseline. Clean surfaces will generally show very low levels of total ATP. 

Because the PocketSwab is very sensitive, a threshold of 10 times the background can 

be accepted. For example, if a cleaned and sanitized surface reveals a reading of 200, 

the acceptable threshold for a pass/fail would be 200 x 10 = 2,000. Different surfaces 

may have different thresholds. This is why it is vital to establish a realistic, meaningful 

baseline during the implementation phase. The second step in using the PocketSwab 

to verify surface sanitation is to identify which surfaces are to be monitored. Food 

contact surfaces are extremely important, followed by non-food contact surfaces, i.e. 

floor drains. 

 b. Sanitation surveillance and training programs have applications during sanitation 

inspections in military facilities and sanitation audits of commercial facilities. Basic 

guidelines for their application are as follows: 

 (1) In military establishments, inspectors have traditionally performed visual preoperation sanitation inspections of meat processing rooms, delis, bakeries, fish, and 

produce processing rooms. Pre-operational applies to the LUM-T in that it should be 

utilized after cleaning and prior to the beginning of the production day. Prior to the 

availability of rapid diagnostics equipment, defects were commonly assessed based 

upon what the inspector could see rather than on any scientific measurement. When 

determining which areas should be swabbed in a military facility, normal operations and 

clean up should first be observed in order to determine the exact area where the 

greatest potential for contamination exists. It is best to initially swab at least seven (one 
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control swab), but no more than 20 locations at least once per week. Record the results 

and note high readings, above 50,000 RLUs; marginal readings, between 5,000 and 

49,999 RLUs; and acceptable readings, below 5,000 RLUs. After a period of time, with 

cooperation between cleaning and operating personnel, a determination can be made 

with respect to the exact surfaces that should be swabbed regularly. 

 (2) Visual inspection techniques are also typically utilized in commercial 

establishments. One additional advantage in commercial establishments is the 

availability of vendor records that reflect surface sanitation contact plates or other types 

of laboratory analysis. Furthermore, commercial food processing plants typically 

perform laboratory analysis on the finished product. Military facilities, such as DeCA 

commissaries, rarely analyze in-store prepared food through the use of a laboratory. It 

is best to use the LUM-T in a commercial establishment after cleaning and sanitizing 

has been performed, prior to the beginning of the production day. In starting out, it is 

best to ask the vendor which points he or she may be swabbing or conducting 

environmental tests on in conjunction with the routine in-plant sanitation program. 

Vendors often use weekly contact plates, which generally take 24-72 hours to obtain 

results. In a plant where processing takes place daily, if an area in processing yields 

bad results with conventional laboratory methods, little can be done if the product was 

processed and shipped on the day that the surface was not clean. The LUM-T can give 

results in less than 30 seconds and plant managers can re-clean and sanitize surfaces 

before processing begins. Perform and record results of rapid testing in commercial 

establishments where the vendor routinely performs routine environmental testing, once 

the vendor’s results are received, compare the rapid test results with the vendor’s 

results for comparison. 

 (3) When starting to use the LUM-T during commercial audits, or military 

sanitary inspections, start with a limit of 5,000 RLUs as a general rule. If the first 

reading is higher than 5,000, observe how the employees re-clean / sanitize and then 

take a second reading. Special notes shall be made on the substance(s) used to clean 

and sanitize, and specific techniques used. If the surface is wiped dry with a cloth, 

ensure that the surface is not being re-contaminated. Experienced LUM-T users will 

eventually conclude that stainless steel surfaces, such as slicer blades, tables, and 

knives, can be as low as zero. Plastic and porous surfaces may have higher readings. 

A baseline of below 5,000 must be established prior to making sanitation deficiency 

decisions and conclusions. It is recommended that new users of the LUM-T take a 

reading, then re-clean and re-sanitize the surface properly themselves, and then take 

the reading again. Several readings should be taken to set a baseline. The factory 

setting for failure on the LUM-T is zero RLUs, so any number of RLUs will result in a 

failure signal. 

 (4) Never use the LUM-T results as the sole basis for failing a military or 

commercial establishment. The LUM-T PocketSwab gives a measurement of total ATP 

on a surface and it is a very sensitive method for surface sanitation verification. This 

should be kept in mind when comparing Charm readings with the results of conventional 
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methods. A surface may not contain microorganisms, but if it is contaminated with any 

biological material, as indicated by the presence of ATP, it could potentially provide for 

the rapid growth of microorganisms. This source of contamination is detected by the 

ATP test but is missed by traditional microbiological methods. Veterinary laboratories 

can provide assistance in determining what type of confirmatory test supplies and 

equipment may be available. Units can purchase environmental sponge kits and, with 

proper training and practice, sponge a questionable surface or piece of equipment and 

then send to the laboratory for an actual bacterial count. Unit level SOPs should 

address specific actions to take when high LUM-T readings are detected. 

11-4. PROGRAM GUIDANCE. 

 a. Surfaces in military establishments should be monitored monthly once a baseline 

is established and personnel are effectively trained. Frequency should then be adjusted 

based upon subsequent testing results. It is important to educate personnel on proper 

cleaning and sanitizing procedures in the areas that are monitored. When routine 

monitoring results are unacceptable, discuss the problem with the manager and initiate 

corrective action, i.e. clean and sanitize the equipment again prior to starting production. 

Surface testing results and training provided in conjunction with this program are 

recorded in the Lotus Notes Installation Support Plan database as a Customer Visit 

Report. The following order of precedence is recommended for commercial 

establishments: 

 (1) Sushi Operations. 

 (2) Ready-to-Eat Service Areas. 

 (3) Deli and Rotisserie Operations. 

 (4) Fish Markets. 

 (5) Produce Processing Areas. 

 (6) Meat Market Processing Areas. 

 b. It is recommended that auditors use the LUM-T in commercial establishments in 

conjunction with pre-operational inspections established by the vendor. It is highly 

recommended that the LUM-T be incorporated in the performance of initial audits, since 

it is the time when approval recommendations are initially made. If the plant has an 

ineffective sanitation program, the LUM-T will indicate as such and results may be 

considered in the approval process. The LUM-T can be used during subsequent plant 

visits as both a cleaning verification tool and to educate plant operators and managers. 

Results should be recorded in the sanitary audit report and discussed with the plant 

manager. 
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CHAPTER 12 

FOOD INSPECTION EQUIPMENT 

12-1. INTRODUCTION. The nature of the inspections performed at each installation 

may differ and are based upon a wide variety of mission requirements. Specific 

equipment that is required at one installation may not be required at another. It is 

imperative that leaders analyze the mission requirements at each installation and, 

based upon the findings, formulate a list of required inspection and administrative 

equipment for each inspection site and installation. The items listed in this chapter are 

recommended as the minimum necessary to perform an assortment of inspections but 

should not be considered to be all encompassing. Equipment lists for performing Prime 

Vendor Destination Audits may be obtained from HQ VETCOM. 

12-2. GENERAL FOOD INSPECTION EQUIPMENT. The following list consists of 

general inspection equipment that is required at all installations: 

 - Thermometers, self-indicating, bimetallic, -40 to 160 degrees F and 0 to 220 

 degrees F 

- Thermometer calibration equipment to include insulated container and crescent 

 Wrench, open end, adjustable 1⁄2 X 4 inch 

- Alcohol swabs 

- Egg Inspection Sets, to include portable egg candlers, air cell gauges, egg 

 charts, and metal break-out plates 

- Assorted boning knives 

- Multi-tool, folding pocket w/bottle opener, pliers, can opener 

- Steel Rulers in assorted measurement graduations, i.e 1/8”, 1/16”, 1/32” 

- Inspection Smocks, White 

- Assorted portable scales within 10- 100 lb weighing capacity, to include scales 

 that expresses weights in both grams/ounces to the nearest hundredth 

- Flashlights, Water Resistant 

- Can Opener 

- Strapping Tape 

- Calculators, Hand-Held 

- Clipboards 

- General kitchen utensils required to inspect food, i.e. strainers, spatulas, and 

 spoons 

- Digital Camera, no less than 5.0 Megapixel 

- Magnification Lens, 3 to 5 power 

- Containers, Insulated, Shipping (for lab sample submission) 

- Ziploc-style bags, gel-packs, and other associated material required for lab 

 sample submission 

- Carrying cases for equipment 
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12-3. SPECIALIZED FOOD INSPECTION EQUIPMENT. The following list consists of 

specialized inspection equipment that may be required at an installation: 

 - Analyzing kit, meat fat content, equipment type determined by RVC 

 - High Intensity Lamp 

 - Gauge, compound pressure-vacuum, dial indicating 

 - Gauge, food blemish 

 - Gauge, fruit and vegetable sizing 

 - Opener, crate, double faced hammer type 

 - Thermometer, digital, food service 

 - Comparator, color, hydrogen ion and residual chlorine 

 - Cups, specimen, plastic, 4 oz sterile, blister pack 100s 

 - Inking pad, rubber stamp 

 - Light, hand-held, ultraviolet, 6in black light tube 

 - PH measurement kit, equipment type determined by RVC 

 - Test strips, sanitizer, equipment type determined by RVC 

 - Bag, write-on, whirl-pack, 100s 

- Sieves, test, corrosion-resisting steel, assorted sizes and mesh, equipment 

type determined by RVC 

 - Spoons, sampling, plastic, individually sterilized and bagged 

 - Color guides, USDA, equipment type determined by RVC 

 - Refractometer 

 - Scale, portable, digital, graduated in oz/lb, 10 lb capacity 

 - Test Weight Sets, equipment type determined by RVC 

 - Bioluminescent monitor kits (VCO, District, Region approved) 

 - RADEye PRD with accessories 

 - AN/PDR 77 at MRE facilities 
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CHAPTER 13 

MILITARY SANITARY INSPECTION PROGRAM 

13-1. INTRODUCTION. This chapter provides procedures for VETCOM military 

establishment sanitary inspections. Military food facility establishments include retail 

food sales stores such as commissaries and exchange service shoppettes, and food 

storage facilities such as Troop Issue Subsistence Activities (TISAs). The objective of 

the inspection program is to: protect the health of personnel from foodborne illnesses; 

determine sanitary compliance; and to ensure maintenance of food safety in order to 

ensure that wholesome food is produced/maintained for the consumer. 

13-2. PROCEDURES. 

 a. Walk-through inspections performed at the section level shall be recorded in the 

“Report Data,” “Sanitation Guidelines Used,” and launched report form portion of the 

Customer Visit Report in the Installation Support Plan database in Lotus Notes. 

 b. The database reports will be reviewed by the VCO, Warrant Officer, or 

Noncommissioned Officer prior to conducting a formal inspection. This will allow the 

inspector to identify patterns and issues at the facility prior to conducting the inspection. 

 c. Formal inspections will be entered into the LN Military Sanitary Inspection

database. 

 d. Inspectors will elevate issues and lack of support from facilities to the chain of 

command once deficiency patterns are established and/or corrections to observed 

deficiencies are not made in a timely manner. 
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CHAPTER 14 

SECURITY PROGRAMS 

14-1. INTRODUCTION. This chapter covers two programs that are vital to the 

operational security at Army installations. The first program, Antiterrorism, is designed 

to protect personnel, information, material, and facilities in all locations and situations 

against terrorism. Every veterinary service leader must recognize and communicate to 

the host Army installation that the veterinary service has a valid mission in the Force 

Protection Mission. The second program, OPSEC, is designed to preserve the 

effectiveness of military capabilities and maintain the elements of initiative, surprise and 

security. This chapter delineates each program. 

14-2. ANTITERRORISM.

 a. Regional Veterinary Commanders (RVC) will appoint an Antiterrorism (AT) 

Officer at the region. In addition, RVCs will develop and publish policy letters which 

detail protective and preventive measures appropriate at each Force Protection 

Conditions level (Normal-Delta) that apply on Army installations. Appendix 1, at the end 

of this chapter, contains examples of Random Antiterrorism Measures that can be 

implemented at FPCON levels. The Appendix 1 serves only as a guidance document; 

however, each veterinary annex to the Installation’s AT plan shall include at a minimum, 

increase levels of inspection at the vehicle entry control point. Additional guidance for 

Antiterrorism can be found in DOD Directive 2000.12, DOD O-2000.12H, DOD 2000.16 

Instruction manual, and AR 525-13. An additional resource for information pertaining to 

Antiterrorism can be found at https://atep.dtic.mil/portal/site/atep. Access to the DTIC 

Services is limited to U.S. Department of Defense (DOD) and Government employees, 

and their contractors only. 

 b. Appointed Antiterrorism Officers shall have Level II Antiterrorism training. 

 c. Veterinary OICs stationed at Army installations need to meet with the installation 

commander, or their designated representative, to discuss the veterinary service’s role 

in the installation AT plan. An annex to the AT plan detailing veterinary support at 

differing FPCON levels should be developed and instituted. The Veterinary OIC with 

duty on Navy, Marine Corps and Air Force Installations should meet the Installation 

Commander, or their designated representative, to discuss Veterinary Services’ role on 

these respective installations. 

 d. Vulnerability Assessment (VA) Process (DOD O-2000.12-H). Installation AT 

Officers conduct vulnerability assessments using key AT Working Group members in a 

collaborative effort as the assessment team. Teams typically include representation 

from operations, security, intelligence, counterintelligence, law enforcement, 

communications, fire department, engineers, medical services, housing, emergency 

planning and WMD planning and response. The end-state of the VA process is 
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identification of physical characteristics or procedures that render critical assets, areas, 

or special events vulnerable to a range of known or feasible terrorist capabilities. 

Determination of vulnerability is partly a function of the installation commander’s desired 

level of protection for the asset, area, or special event. Veterinary OICs need to be part 

of the AT Working Group. Veterinary Corps officers, together with other working group 

members, are ideally suited to perform Food and Water vulnerability assessments. 

These assessments will utilize Technical Guide 188 (found in the Veterinary Services 

library on Lotus Notes) and will be done through coordination with the installation 

Preventive Medicine OIC in order to eliminate potential duplications of effort. 

 e. An AT plan, with a complete listing of site specific AT security measures linked to 

each FPCON, will be classified at a minimum as Confidential. When separated from the 

AT plan, site-specific AT security measures and FPCONs should be handled as For 

Official Use Only (FOUO). 

 f. Food vulnerability assessments will be conducted for each retail and military food 

facility on the installation. The assessments will be conducted in coordination with the 

installation Preventive Medicine OIC. When considering food security concerns, it is 

best to utilize a team approach and view potential targets and vulnerabilities through the 

eyes of a potential terrorist/criminal. The likelihood of “maximum credible events” needs 

to be considered when assessing Food Security risks. The primary references for 

conducting vulnerability assessments will be TG 188. A checklist can be tailored to 

meet each installation’s specific needs as required, with chain of command oversight. 

Due to the sensitivity of the type of information collected, checklists, forms, discussion 

and training notes, and other related documents are CLASSIFIED and must be 

safeguarded. Only responsible personnel directly involved in the vulnerability 

assessment should have access to these documents. Material must be submitted to 

the Installation Security Office for final determination of classification level and 

handling/distribution/disposition. 

 g. An emergency roster for installation food and animal care personnel will be 

furnished to the Installation Operation Center (IOC). The roster will be updated and 

submitted to the IOC no less than quarterly, or each time that a change to the roster is 

made. 

 h. Logistical support will be coordinated with the IOC. When planning to monitor for 

radiological and chemical contamination, it is important to coordinate with the 

installation NBC unit representative and the Preventive Medicine Radiological 

Protection Officer because they may be able to facilitate access to, and provide training 

on, nuclear, biological, and chemical detection and monitoring equipment. New 

radiological monitoring equipment will be fielded at the user level by VETCOM. This 

added capability will screen subsistence at the installation level and MRE assembly 

plants. SOPs will be developed at the user level to ensure proper monitoring, 

maintenance and reaction plans of this field equipment. 
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14-3. SUSPECTED INCIDENTS OF INTENTIONAL CONTAMINATION. 

 a. The following personal protective measures will be used by inspectors as they 

encounter suspected incidents of intentional product contamination: 

 (1) Take immediate action while remaining calm and using a reasonable 

common sense approach. Immediately alert the facility manager, the chain of 

command and/or Hazardous Material (HAZMAT) personnel as outlined in local SOPs. 

 (2) Do not open product package or master container. Inspectors will not taste, 

touch, smell or transport the suspected product. This will eliminate the possibility for 

needless exposure and spread. This includes not shaking or emptying product 

contents. 

 (3) Leave the room, close the door, if applicable, and secure area to prevent 

access until investigating officials arrive at the scene. 

 (4) Wash hands with soap and water to prevent potential of spreading any 

powder or similar substance. The most effective hand washing process is to repeatedly 

lather and rinse hands as opposed to spending the same amount of time scrubbing with 

a single lathering. After hands have been cleansed thoroughly and rinsed free of soap, 

apply a hand sanitizer. Shower with soap and water as soon as possible. Do not use 

bleach or other disinfectant that may be harmful to the skin. Place clothes in a plastic 

bag or other sealable container prior to showering. The sealed clothing should be given 

to the emergency responders for proper handling. 

 (5) List all personnel who were in the area when the suspicious item was 

received. This information may be needed by authorities. 

 (6) Formally report the incident and possibility of exposure through the chain of 

command to include commissary directors, TISA managers, and other appropriate 

management personnel. 

 (7) If there is question of room or air handling system contamination through the 

spread of aerosol, use the following guidelines: 

 (a) Turn off room fans or ventilation units in the area, or have them turned off, 

if possible. Shut down air handling system for entire building, if possible. This will need 

to be coordinated with the building security manager. 

 (b) Leave the area, close the door, and secure the area. 

 (c) List all personnel who were in the area when the suspicious item was 

received. This information may be useful to authorities. 
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 (d) Report all incidents through your chain of command. 

14-4. OPERATIONS SECURITY

 a. Regional Veterinary Commanders will appoint an Operational Security (OPSEC) 

Officer at the region. Operational Security measures are planned and taken within the 

command to preserve essential secrecy. Regional Commanders will integrate OPSEC 

into all activities to provide maximum protection of all functions and activities. Each 

region will develop and implement an OPSEC Standing Operating Procedure. 

Operational Security review within the command is mandatory IAW AR 530-1. Reviews 

are conducted on plans, orders, messages, letters, briefings, contracts and web pages. 

The intent of the review is to prevent inadvertent release of sensitive information. A 

review will be conducted annually on all items listed above by the OPSEC officer. 

 b. Definition. Operations Security: A process of identifying critical information and 

subsequently analyzing friendly actions attendant to military operations and activities to: 

 (1) Identify those actions that can be observed by adversaries. 

 (2) Determine indicators that could be interpreted or pieced together to derive 

critical information. 

 (3) Select and execute measures that eliminate or reduce friendly vulnerability to 

an acceptable level. 

 c. The OPSEC officer will: 

 (1) Prepare and recommend OPSEC policy. 

 (2) Provide OPSEC guidance to the commander in the preparation of plans and 

other mission documentation and activities to include Force Protection requirements. 

 (3) Recommend and assist in the development of OPSEC measures to be 

implemented within the command. 

 (4) Develop and recommend Essential Elements of Friendly Information (EEFI) 

for the command. 

 (5) Conduct OPSEC reviews of documents for command. 

 (6) Ensure that OPSEC training is conducted IAW AR 530-1. 

 (7) Perform other duties and responsibilities as defined in the command’s 

OPSEC program. 
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 (8) Coordinate with unit Force Protection, Public Affairs, and Freedom of 

Information Act officers to ensure an OPSEC review is conducted prior to the release of 

information concerning the commands special programs, projects, activities, or 

operations. 

 d. All Veterinary Service personnel will: 

 (1) Be aware of and support the Army’s OPSEC Program. Operations security 

is serious business and everyone’s responsibility. 

 (2) Reinforce the vital importance of OPSEC at all times. OPSEC is a 

continuous process and an inherent part of military culture and as such must be fully 

integrated into the execution of all Army operations and support activities. 

 (3) Know what their organization considers to be sensitive and critical 

information. 

 (4) Protect from disclosure any and all sensitive and critical information to which 

they have personal access. 

 (5) Be aware of the vulnerabilities exposed as a result the disclosure of sensitive 

and critical information on the Internet. In particular, avoid disclosure of photos showing 

the results of IED strikes, battle scenes, casualties, destroyed or damaged equipment, 

enemy KIAs, and access to military facilities. 

 (6) Implement OPSEC measures as prescribed by the commander. 

 (7) Consult with their immediate supervisor and their OPSEC officer, prior to 

publishing or posting information that might contain sensitive and/or critical information 

in a public forum—this includes, but is not limited to letters, e-mail, Web site postings, 

Web log (Blog) postings, discussion in internet information forums, discussion in internet 

message boards, or other forms of dissemination or documentation. Supervisors will 

advise personnel to ensure that sensitive and critical information are not disclosed. 

 (8) Will not process, store, or transmit information classified above the 

accreditation level of a DOD computer system. 

 e. Operations Security Process. The OPSEC process applies to all phases of an 

activity, function, or operation and is used in the development of OPSEC plans. The 

five fundamental steps are: 

 (1) Identification of Critical Information. Critical information is needed by 

adversaries to effectively plan and act to degrade the operational effectiveness of the 

command. The development of EEFI is part of the OPSEC process. The EEFI are the 

key questions about friendly intentions, capabilities, and activities asked by adversaries. 
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The EEFI list may be classified. Remember that EEFI are the questions the adversary 

is going to ask, the answers to the questions are the items that must be protected. 

 (2) Analysis of Threat. Adversary collection efforts are identified. The aim is to 

neutralize or manipulate the threat to the US’s advantage. 

 (3) Analysis of Vulnerabilities. Analysis of vulnerabilities identifies tentative 

OPSEC measures required to maintain essential secrecy. The most desirable OPSEC 

measures combine the highest protection with the least effort on the command’s 

operational effectiveness. 

 (4) Assessment of Risk. Because implementation of OPSEC measures usually 

presents a risk to operational, logistic, or procedural effectiveness, an analysis must be 

made prior to the decision to implement measures. 

 (5) Application of Appropriate OPSEC measures. The OPSEC measures are 

selected based on decisions in the previous step. 

 f. Operations Security Measures. Specific OPSEC measures must be developed 

for all activities. 

 (1) Administrative. 

 (a) Avoid open posting of planning schedules notices which reveal when 

sensitive events will occur. 

 (b) Control the issuance of orders, movement of units, programs or key 

personnel. 

 (c) Control trash and housekeeping functions to conceal sensitive activities. 

 (d) During periods of increased threat activity follow normal leave policy and 

working hours to maximum extent possible to preserve the outward sense of normalcy. 

 (e) Ensure personnel maintain the ability, as necessary, to travel so that 

preparation for sensitive travel will not generate unusual activity. 

 (f) Screen discussions or releases to the media with public affairs personnel. 

 (g) Control access to secure areas and escort those personnel not assigned. 

 (h) Be prepared to implement a “Clean Desk” on one-hour notice in the event 

of visitors’ arrival. 
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 (2) Communications. 

 (a) Make maximum use of secure communications. 

 (b) Limit release of information until latest possible date or until activities are 

completed. 

 (c) Limit reading file distribution to personnel with need to know. Control 

distribution of controlled unclassified information. 

 (d) Strict compliance with command Automated Information Systems 

Security policy on the use of all computer system operation to include small computers. 

 (3) Readiness. 

 (a) Safeguard reports on unit personnel to include attendance at special 

schools. 

 (b) Limit distribution on rosters that identify personnel by position, MOS/AOC, 

grade, or security clearance. 

 (4) Travel. 

 (a) T ravel in civilian clothes whenever possible. Do not carry briefcase or 

bags that identify you as a member of the command. 

 (b) Use a passport in lieu of military orders whenever possible. 

 (c) Do not discuss assignment, duties, or reason for travel unless absolutely 

necessary (e.g., with security, customs, or immigration personnel). 
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Appendix 1*

Reference Document: DOD O-2000.12-H. This appendix details FPCON measures 

and provides examples of Random Antiterrorism Measures. 

FPCON ALPHA Measures:

Measure ALPHA 4. Increase security spot checks of vehicles and persons entering 

installations under the jurisdiction of the United States. 

Veterinary Support Measures: 

1. Weekly activities by Food inspection personnel include skip lot style sampling plans 

for examining commercial vehicles delivering food and water to the installation at the 

commercial vehicle entry control point. Skip lot sample size shall mimic the sampling 

patterns used by local security forces; or a normal severity sample plan shall be 

developed using ANSI/ASQC Z1.4, Sampling Procedures and Tables for Inspection by 

Attributes. 

2. Food inspection personnel shall coordinate with local security forces and installation 

management authority for specific times for food and water deliveries. 

3. Animal care personnel will provide Military Working Dog support as required. 

Measure ALPHA 5. Initiate food and water Operational Risk Management (ORM) 

procedures, brief personnel on food and water security procedures, and report any 

unusual activities. 

Veterinary Support Measures: 

1. Veterinary Personnel are an integral part of the ORM team 

2. Monitoring for Approved Sources 

FPCON BRAVO Measures:

Measure BRAVO 8. Randomly inspect food and water for evidence of 

tampering/contamination before use by DOD personnel. Inspections should include 

delivery vehicles and storage area/containers. 

Veterinary Support Measures: 

1. Begin radiological monitoring of all commercial vehicles that carry food or water at 

the commercial vehicle entry control point. Sampling may be 100% or a sample size 
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determined as coordinated with security forces personnel using ANSI/ASQC Z1.4, 

Sampling Procedures and Tables for Inspection by Attributes. 

2. Intense and complete monitoring of all food storage areas under purview of the 

Veterinary Service activity. 

3. Veterinary Commander/representative identifies additional inspection personnel to 

prepare to augment in the event FPCON Charlie is implemented. Inspection personnel 

may be used for force protection purposes; coordination with supported commands is 

required; memorandum of understanding (MOU) may be required to document support 

requirements and specific local characteristics. 

4. Veterinary Corps support for antiterrorism activities and inspection of commercial 

delivery vehicles may require logistical support from the installation. The support may 

include: 

 a. shelter/office space (functional temporary or permanent) 

 b. personal protective gear (Kevlar, reflective vest, hard hat) 

 c. radiological monitoring equipment for alpha, beta and gamma particles 

FPCON CHARLIE Measures:

Measure CHARLIE 5. Ensure or verify identity of all individuals entering food and water 

storage and distribution centers, use sign in/out logs at access control/entry points, and 

limit and /or inspect all personal items. 

Measure CHARLIE 6. Initiate contingency monitoring for biological and chemical 

agents as required. Suspend contractor/off-facility users from tapping into facility water 

system. 

Veterinary Support Measures: 

1. Veterinary Corps Officers will investigate unusual cases of animal mortality rates in 

and around the installation. The veterinarian will coordinate and communicate with local 

animal control personnel, state and federal authorities to facilitate rapid response to 

possible zoonotic or animal-related biological terrorist activities. 

2. Animal care specialists will augment food inspection personnel as needed. A 

minimal staff will remain at the VTF in the event a MWD/GOA emergency occurs. Close 

coordination with agencies using GOAs will be a priority. Privately owned animal care 

will cease. 

3. Support Installation AT officer for CBRNE related incidents. 
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FPCON DELTA Measures:

Measure DELTA 4. Search all vehicles and their contents before allowing entrance to 

the installation. 

Veterinary Support Measures: 

1. Intense level of monitoring for CBRNE related incidents. Provide Veterinary support 

for radiological monitoring of all subsistence at entry/access points. 

2. Delivery of non-essential food and water (vending operations) should cease. 

3. Ensure all critical veterinary personnel have been placed on installation access 

roster. 

* Random Antiterrorism Measures Program is tailored to meet the specific Army 

installation requirements. The information provided in this Appendix is just an example 

of differing measures that can be provided to assist the installation commander’s 

FPCON program. The RAMP and the Veterinary Installation Annex for the AT plan 

should be tailored to each Army Installation needs. 

An AT plan, with a complete listing of site specific AT security measures linked to a 

FPCON, will be classified at a minimum as Confidential. When separated from the AT 

plan, site-specific AT security measures and FPCONs should be handled as For Official 

Use Only (FOUO). 
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CHAPTER 15

PREDEPLOYMENT FOOD RISK ASSESSMENTS 

IN THEATER OPERATIONS 

15-1. INTRODUCTION. 

 a. This chapter standardizes the risk assessment process in an OCONUS theater of 

operation. Current references for risk assessment include FM 3-100.12 and FM 100-14. 

Risk assessment procedures do not eliminate the requirement for sanitation audits of 

approved sources. 

 b. For the purposes of this document, the term “food safety” will be used in an allencompassing manner to refer to all practices, procedures, policies, and conditions 

meant to result in a reasonable assurance of the provision of safe, wholesome, nonhazardous, and secure foods and bottled water. The reader should be aware that in 

standard subsistence jargon, “food safety” usually refers to prevention of unintentional 

contamination of food and that “food security” refers to prevention of intentional 

contamination of food. 

15-2. RISKS ASSOCIATED WITH OCONUS PROCUREMENT. There are significant 

risks associated with the purchase and consumption of subsistence procured in some 

overseas locations. These risks include, but are not limited to: 

 a. Poor sanitation: Risks can include the lack of potable/hot water and sanitizing 

supplies, poor sanitary standards, questionable health standards among workers, poorly 

educated workforce, and outdated (manual, “hands-on”) food processing techniques. 

 b. Risks unique to particular countries/regions: Risks can include the lack of food 

sanitation oversight by the local civilian government, an inadequate health system, 

improper use of pesticides or other agents, nonprogressive agriculture practices, and 

the lack of liability/accountability for food vendors in the event of food-borne illnesses. 

 c. Terrorism: Risks can include the absence of tamper-proof packaging, a local 

population hostile to U.S. Forces, and inadequate law enforcement. Food of OCONUS 

origin is generally considered to have a greater risk of being intentionally compromised. 

15-3. GENERAL GUIDANCE AND INFORMATION. 

 a. Recommendations that are given to Combatant Commanders should be based 

upon accepted science, industry/regulatory practices, lessons-learned from relevant 

experiences, and/or military intelligence of the threats. Background reading and 

knowledge are key to making accurate recommendations and assessments. 

Consultation with other military public health officials, U.S. federal officials, and local 
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public health officials is also of benefit. When considering food security concerns, it is 

best to utilize a team approach and view potential targets and vulnerabilities through the 

eyes of a potential terrorist/criminal. Food security threats/risks should consider the 

likelihood of “maximum credible events”. When making recommendations, the following 

points should be considered: 

 (1) Limit local procurements as much as possible. Encourage the use of 

operational rations. 

 (2) Avoid high risk items and food groups by going with the next best option, 

always making food safety and force protection the highest priority. For example, 

suggest that meat, seafood, and fresh dairy be airlifted into the area instead of locally 

procuring these items. 

 (3) Look for existing approved sources in-country or in neighboring countries. 

The authority for exemptions from the requirement for Directory listing of OCONUS food 

vendors is the MACOM veterinarian. 

 (4) Do not provide “assessments” that compromise public health or food safety. 

Make firm, sound, clear recommendations that involve either approval or disapproval 

and any relevant control measures. Recommendations should be made both orally and 

in writing. Written recommendations should be on a DA Form 7566, Composite Risk 

Management Worksheet, or locally generated substitute that is substantially equivalent. 

If recommendations are not followed, consideration will be given to whether it is 

reasonable to appeal the decision to the next higher authority, either directly or thru a 

higher medical authority/official. Keep the immediate supervisor informed of any 

recommendations and desired appeal actions. Regardless of the ultimate decisions, it 

is your responsibility to support the chain-of-command and provide your best 

assistance/advice/work toward food safety. 

 (5) If necessary, assist in the education and training of potential suppliers, their 

employees and/or military logistical and food service personnel. 

 b. All Commanders are highly encouraged to allow their Soldiers in the MOS of 91T 

and 91R to attend the Food Sanitation Team (FST) Course offered by and through 

coordination with local Preventive Medicine units. Combatant Commanders should be 

encouraged to form FSTs within their units. 

15-4. COMMUNICATING FOOD RISKS. 

a. Risks should be communicated to the commander in the context of FM 100-14 

risk management process. Risks should be communicated accurately, objectively, and 

in a credible manner. The basis for significant information and inferences relied upon 

should be explained. The presented should be prepared to describe the sources, 

extent, and magnitude of significant concerns/risks associated with the assessment. 
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 b. The effectiveness of food risk communication will rely on the communicator’s 

responsibility to: 

 (1) Develop key messages. 

 (2) Know the audience. 

 (3) Be prepared. 

 c. To successfully accomplish the task of food risk assessment communication to 

the commander, the presenter must be thoroughly grounded in the following elements: 

 (1) The communication should be clear, understandable, informative, accurate, 

and concrete. 

 (2) References and sources for the assessment should be perceived as reliable 

and credible. 

 (3) Repetitions of the message are desirable, however too many repetitions are 

ineffective or even deleterious. 

 (4) The message should be interesting and vivid. 

 d. Using a health risk communication program can aid in building and maintaining 

rapport, establishing trust and credibility, and exchanging technical/scientific/medical 

information. The table on the following page (Table 7-1, taken from reference--cite 

reference) provides detailed information on the health risk communication guidelines: 
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Table 15-1 
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CHAPTER 16 

LABORATORY SAMPLE SUBMISSION GUIDANCE 

16-1. INTRODUCTION. This chapter provides guidance that supplements the 

Department of Defense Veterinary Food Analysis and Diagnostic Laboratory Sample 

Submission Guide, posted in the Veterinary Services Document Library on 

VET1/USAMEDCOM in Lotus Notes. 

16-2. PROCEDURES. 

a. Operational rations section (assembly plant) submission will be conducted as 

follows: new deliveries of end-item non-retort MRE and HDR food components will be 

sampled and submitted to the laboratory as indicated below, and then submitted to the 

laboratory in bulk once a week. 

 Two samples of each noncommercial end item and one sample of brand name 

commercial item will be collected for submission. 

 b. Samples submitted by all sites must comply with the following basic procedures: 

 (1) Samples submitted must be representative of the sample population being 

tested. If a customer complains about an item with a particular lot number, it is best to 

only submit items with the same lot number unless local inspection results revealed that 

the problem was prevalent in assorted lot numbers. 

 (2) Ensure that sample submission is cost effective. Only submit samples when 

there is a significant “like” quantity remaining in stock. If there is only a minimal quantity 

of affected item remaining in stock, it may be more cost-effective to dispose of the few 

remaining items than to spend hundreds of dollars in associated shipping and laboratory 

costs. 

 (3) Samples submitted for other than routine testing should include a complete 

product history and/or customer complaint history. Complete and accurate information 

and details will be included in the remarks section of the DA Form 7539. This will 

enhance the laboratory’s ability to accurately test submitted samples. 

 (4) Pack samples carefully in order to prevent damage during transit. Individual 

samples should be placed in separate plastic bags (Zip-Lock ® bags work best). This 

prevents leakage from inside out and from outside in. 

 (5) When shipping perishable items in an insulated container with refrigerant 

ensure that: 

 (a) Chilled products are pre-cooled to 35° Fahrenheit. 
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 (b) Maintain the correct temperature during transit by using sufficient 

refrigerant. Fresh dairy samples must be received at 39° Fahrenheit or less. All other 

chilled samples must arrive at 44° Fahrenheit or less. 

 (c) If using chemical packs, they must be frozen prior to use. 

Refrigerating the chemical packs does not get them cold enough. 

 (d) If using wet ice, place it in heavy plastic bags that will contain the 

water that is produced when the ice melts. Do not place product in the same bag with 

the ice. 

 (e) Do not use dry ice to ship chilled products. Dry ice is for use only with 

frozen products, it is required in order to keep frozen samples frozen during shipment. 

Frozen chemical ice packs will not keep frozen items frozen. 

 (f) Chilled shipments must contain a temperature pilot sample that is 

similar in type to the sample(s) box being submitted. Label the pilot sample as such, 

“PILOT.” 

 (6) When shipping heavy or bulky items such as large cans or gallon jars, pack 

the items carefully. Use extra packing material and if necessary, ship in several boxes 

rather than in one very heavy box. If items are swollen, place them in plastic bags in 

order to contain possible leakage. 

 (7) Ship perishable items by next day delivery. Whenever possible, do not ship 

chilled/frozen samples on Thursday for Friday delivery. The laboratories are not staffed 

to receive samples on weekends. Therefore, if samples are not delivered on Friday (for 

whatever reason) they will not be testable once they are finally received the next 

Monday. 

 (8) Shipments from OCONUS to the Fort Sam Houston or Hawaii laboratories 

may require a USDA Import Certificate(s). If the permit is not attached, the shipment 

will be delayed by customs and the sample not testable when received. If not cleared 

by customs, the samples may be destroyed or returned to the submitter by the shipping 

company. Copies of the appropriate certificates are available in the LN publication 

library or can be obtained at the receiving laboratory. It is important to read the USDA 

permits in their entirety because they contain specific restrictions regarding the items 

that can and cannot be shipped. Use only updated certificates. 

 (9) All test request forms should include the name and DSN or commercial 

telephone number for a point of contact familiar with the samples being submitted. The 

copy sent with the sample box needs to be protected from damage (i.e. soiled during 

transport). Including this information saves the laboratory time should additional 

information be required prior to testing. When samples have been shipped, a Lotus 

Notes notification should be sent to one or more of the individuals listed in the VETCOM 
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POC roster under the Food Safety and Technical Support section of the Food Analysis 

and Diagnostic Laboratory. If submitting samples to one of the OCONUS laboratories, 

notify the appropriate NCOIC. Notification message should include the date and time of 

shipment, name of shipping company, and a shipment tracking number. Instructions on 

properly filling out the DA Form 7539 in the Lotus Notes Database and AKO account 

are detailed in the following pages. 
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DIRECTIONS FOR COMPLETING DA FORM 7539 

REQUEST FOR VETERINARY LABORATORY TESTING 

& FOOD SAMPLE RECORD FOR 

LABORATORY SAMPLE SUBMISSION

General Information: A separate DA Form 7539 must be completed for each different 

commercial source or government facility that originally produced, or subsequently 

processed the sample, i.e. each different manufacturer, packer, etc. The only exception 

to this is when samples are submitted in association with a suspected foodborne illness. 

All samples submitted in conjunction with a foodborne illness may be included on a 

single form; however, applicable producer or manufacturer information will be provided 

as a separate attachment and sent with the sample. When submitting more than 6 

samples from the same producer or manufacturer, use additional copies of page 2 as 

necessary. 

Directions for Completing Page One of the Form:

Block 1: Select location from the pull down menu. The Inspection Responsibility Code 

(IRC) will fill in automatically. 

Block 2: Enter the name, rank and telephone number for a point of contact. The point 

of contact will be the individual that the laboratory can directly contact if additional 

information about the samples submitted is required. The Station Identification Number 

will fill in automatically upon completing block one. 

Block 3: Enter a control number following the guidance established by local policy. A 

control number will be assigned to each form, and a log of the forms will be maintained 

in order to ensure sample and form accountability. 

Block 4: Select the appropriate laboratory to which samples are being submitted. 

Block 5: Provide a complete company name, address, and telephone number for the 

company that produced, or further processed the sample. Use the following guidance 

when determining the producer or manufacturer and when expressing the company 

name, address, and plant code. 

Determining Producer/Manufacturer:

Potato salad that is produced in bulk 5-pound containers by the ABC Salad Company 

and shipped to the commissary. If the inspector opens the new 5-pound container and 

aseptically obtains a sample, then the ABC Salad Company would be listed as the 

producer, and the processing plant’s information would be entered. 
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If a sample is collected from an open container that the deli workers have already 

opened and used to repack the above potato salad for sale, then the commissary would 

be listed as the producer/manufacturer since they repacked the item. 

If a meat market obtains ground beef in 5-pound chubs from the packing plant and a 

sample is taken directly from the chub, then the company that packed the product into 

the chub would be listed as the producer/manufacturer. If the product has been 

reground by meat market personnel, however, the commissary would then be listed as 

the producer/manufacturer. 

A sandwich or cheeseburger that is prepared by the operator of a snack bar at the 

bowling alley or at the AAFES Burger King would show the installation facility, i.e. 

“Bowling Alley Snack Bar,” or “AAFES Burger King” as the manufacturer regardless of 

where the final product ingredients originated. 

Expressing Producer/Manufacturer Name, Address, and Plant Code:

For items produced at establishments in the United States, provide the name, address 

(street, city, state & zip code), and telephone number for the origin production plant. 

Include any plant codes found on the product or packing case (IMSL, USDA, etc) in the 

next section of the block. If the supplier is listed in the VETCOM Directory of Approved 

Sources, include the VC number that is assigned to the supplier. 

NOTE: Use caution when providing addresses from plant labels. In many cases, the 

address listed may be for a corporate office and not for the actual plant in which the 

product was processed. It is wise to check the product master container (shipping 

case) in order to compare the address on the case to the address on the package. If 

the addresses are different, ensure that the address for the processing plant, not the 

corporate office, is entered on the form. 

For items produced at foreign establishments, provide the name of the country and 

processing plant address in which the sample was produced. If the name and address 

of the production plant is not available, indicate so and then enter the name and 

address of the sample importer, exporter, or distributor. 

For items produced on a military installation, enter the name, address, and telephone 

number for the particular establishment that produced the sample. For example, 

“AAFES Anthony’s Pizza, 401 Star Road, Aberdeen Proving Grounds, MD” 

Block 6: Use the pull down menu to select the reason that the samples are being 

submitted for testing. 

Block 7: Use the pull down menu to select the type of facility from which the sample 

was pulled. When “other” is selected, a full explanation will be entered in Block 12. 
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Block 8: Use the pull down menu to enter the date that the sample was collected. 

Block 9: Use the pull down menu to select the condition in which the sample was 

shipped. When a pilot is included (for chilled items only) enter a description of the pilot 

sample. 

Block 10: This block is left blank. 

Block 11: This block is left blank. 

Block 12: Use this block to provide any relevant information that does not appear 

elsewhere on the form. When a sample is being submitted in conjunction with a 

foodborne illness investigation, contact the laboratory for specific guidance prior to 

submission. Select “Yes” from the pull down menu that appears immediately below the 

remarks section only after the samples have actually been shipped. 

Directions for Completing Page Two of the Form:

Block 13: Enter relevant, complete information for each sample pulled: 

Submitter Sample Number: Enter sample number, beginning with number 1, in this 

area. 

Sample Description: Enter complete product description, to include common name, 

type, and classification. For example, “milk, chocolate, 2%,” “yogurt, lowfat, cherry,” 

“apple, red delicious,” or “ground beef, 85% lean.” 

Brand Name: Enter the specific product brand as applicable. For example, “Hormel,” 

“Carl Buddig,” “Sunkist,” or “Prairie Farms.” 

 Universal Product Code (UPC): Enter the universal product code found on the 

product label, or produce shelf tag. This code is also known as the “bar code.” It is the 

label scanned or entered by the cashier at the register when scanning the product for 

sale. 

Product Code: Enter lot number, “use by”,” sell by” or expiration date, and other lot 

code information exactly as it appears on the product label/container. 

NOTE: The next three entries are related to each other. See the example that follows. 

Sample Weight/Volume: Enter the weight or volume of one item as it appears on the 

product label or package. 

Quantity Submitted: Enter the number of individual items submitted as this one 

sample 
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Unit of Issue: Enter the unit of issue or sale. The unit of issue is determined by how it 

is charged upon being issued or sold. For example, “pound”,” bag”, “jar”, “can” or “box.” 

Example: Two 3.5 oz sandwiches submitted as one sample should show a sample 

weight of “3.5”, quantity submitted as “2” and unit of issue as “each”. 

Total Cost: This block is left blank. 

Disposition: This block is left blank. 

Cautionary Notes:

It is important to use a separate DA Form 7539 for each origin plant or government 

production site. This ensures that result reports contain information that is unique to 

each specific source, and that the laboratory can track all samples that may require 

medical hold actions, market withdrawals, or recalls. 

Do not complete the gray section on page one marked “For Laboratory Use Only.” The 

lab will complete these sections. The only exception to this is the shipping carrier 

tracking number block. When the inspector has the tracking number available, it can be 

entered in the appropriate block. 

Do not complete the “Completed Results Attached” portion at the bottom of page one. 

This section is for the laboratory to attach completed laboratory result reports. 
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CHAPTER 17 

SUBJECT MATTER TRAINER PROGRAM 

17-1. INTRODUCTION. This chapter establishes procedures for the Operational 

Ration(OPRATS), Red Meats, and Fresh Fruit & Vegetable(FF&V) Subject Matter 

Trainer (SMT) Program. The purpose of the program is to provide units with individuals 

that assist Commanders with training and mission challenges. 

17-2. PROCEDURES. 

 a. Commanders should utilize SMTs to ensure success of the unit’s mission in the 

different areas of OPRATS, FF&V, and Red Meats inspection and training. This will 

include involving the SMT in training unit personnel, reviewing respective inspection 

database reports, and conducting internal evaluations of unit food inspection programs 

as directed by the District or Regional Commander. 

 b. Further SMT progression requires a commitment to excellence by the SMT, along 

with the pursuit of additional training. Commanders are encouraged to facilitate 

continued SMT development. Examples of experiences that may enhance further 

development include: 

 (1) Attending or taking distance learning courses offered by the US Department 

of Agriculture, Food and Drug Administration, or other government or non-government 

agencies with related missions and subjects. 

 (2) Cross-training with other professionals working in the subject matter area to 

include food safety, quality assurance, procurement, and receiving official/accountable 

officers. 

 (3) Becoming a member and participating in related professional organizations. 

 (4) Reading and writing reports based upon professional literature and related 

documents. 
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CHAPTER 18 

SHIPRIDER PROGRAM 

18-1. INTRODUCTION. The U.S. Army Veterinary Service supports Military Sealift 

Command (MSC) Combat Stores Ships with an Army Veterinary Food Inspector 

Shiprider during scheduled deployments.. This chapter provides basic guidance for 

management and oversight of the shiprider program. 

18-2. GUIDELINES. 

 a. The basic duties and responsibilities of a shiprider shall entail the following: 

 (1) Receipt and surveillance inspections of subsistence. 

 (2) Training of foodservice personnel in sanitation. 

 (3) Receipt and surveillance inspection of operational rations. 

 (4) Shelf-life extensions as appropriate in conjunction with surveillance 

inspections. 

 (5) Inspecting for and recognizing insect/rodent infestations and inspection of 

subsistence involved in active infestations. 

 (6) Overview of the Navy ALFOODACT Hazardous Food Recall Program. 

 (7) Participation in Navy fire and abandon ship drills and in other general military 

training as directed and required. 

 b. Basic administrative guidelines include: 

 (1) The shiprider is assigned to the ship for the duration of the deployment, 

orders should state as such. This includes billeting and meals. 

 (2) Sea Pay is authorized in lieu of temporary duty (TDY) pay. 

 (3) A deployment checklist should be developed and furnished to the shiprider 

no less than ninety days prior to deployment. 

 (4) The following equipment and regulations shall be furnished to the shiprider 

by the host Army district prior to deployment: 
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 (a) Equipment

 Vacuum Gauge 2 

 Egg Candling Kit 1 

 Can Opener 1 

 Ruler 1 

 Clipboard 1 

 DOD Surveillance 

 Stamp and Inkpad 1 

 Number Set for Stamp 1 

 Box cutter 2 

 Thermometers 4 

 Flashlight 1 

 Notebook 2 

 Laptop Computer 1 – w/Formflow and Lotus Notes 

 Disks or Thumb Drive 1 

 Calculator 1 

 Digital Camera 1 

 Insect Vials 3 

 Ziploc Sample Bags as many as required 

 Strapping Tape as many as required 

 Small Scale 1 

 Uniform Items host unit will publish a list 

 (IPFUs, BDUs, Class As/Bs, etc) 

 (b) Regulations & References

 AR 40-656 

 AR 40-657 

 AR 40-660 

 MIL STD 904 

 NAV SUP 4355.6A 

 MIL STD 909 

 NAV SUP 486 

 DLAD 4155.37, APP S 

 FM 8-30 

 DSCPH 4155.2, APP A and B 

 GUIDE TO THE SALVAGE OF CHILLED/FROZEN 

 FOODS EXPOSED TO REFRIGERATION FAILURE 

 TM 38-400 

 Can Defects Guide 

 European and Middle East Approved Source Listing 

 DSRE Egg Specifications 

 USDA Quick Reference Manual for FF&V 

 Produce Identification Guide 
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 Pocket Guide for the Inspection of Subsistence on Board 

 Combat Logistics Force Ships, Apr 94 

 VETCOM HBK 40-2 

 DSCP Website Address – for ALFOODACTS/Other Info 

 c. Liaison guidance – The shiprider shall maintain appropriate contact/liaison with 

the veterinary units in the geographical areas where deployed. This contact may be 

electronic via Lotus Notes, e-mail, or in person when arriving at ports of embarkation. 

Specific local information for approved sources and important food safety concerns shall 

be disseminated once deployment contact is initiated by the shiprider. Basic contact 

information is as follows: 

 (1) CENTCOM AOR/ Persian Gulf – ARCENT Veterinary Services for Bahrain, 

Kuwait, United Arab Emirates, Egypt, Yemen, Djbouti, Kenya, Seychelles, Oman, Qatar, 

Saudi Arabia, Somalia, Eritrea, Sudan, Jordan, Iraq, Pakistan, Afghanistan, 

Kazakhstan, Uzbekistan, Turmenistan, and Syria. 

 (2) EUCOM AOR/ Europe – 100th Medical Detachment for all countries in 

EUCOM area of responsibility except Azores, Russia, Greenland, and all African 

countries not designated to CENTCOM area of responsibility. 

 (3) PACOM/Pacific Rim – Stateside ports contact Western Regional Veterinary 

Command contacts in San Diego, Los Angeles, Oakland, San Francisco, Bangor, 

Whidbey Island, Alaska; contact Pacific Regional Veterinary Command for Hawaii, 

Japan, Guam, Australia, New Zealand, Singapore, Philippines, Thailand, Vietnam, or 

other Southeast Asian port. 

 (4) Central America/South Atlantic – contact Southeast Regional Veterinary 

Command 

 (5) North Atlantic, to include the Azores – North Atlantic Regional Veterinary 

Command 

 (6) Korean Peninsula – contact 106th Medical Detachment, Seoul, South Korea 

 d. Program continuity and “Lessons Learned”- All inspectors will supply the DVC 

Commander with a detailed After Action Review (AAR), in accordance with Field 

Manual 7-1, Appendix C, upon completion of the shiprider tour of duty. The review will 

include, at a minimum, an account of things that went well, things that can be done 

better and special challenges to include lack of appropriate support and resources. The 

report shall be sent to the DVC Commander within a period of thirty days upon 

completion of shiprider duties. A copy of the AAR will be forwarded to the RVC 

Commander and Warrant Officer within 45 days of mission completion. 
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CHAPTER 19 

AUDITOR CERTIFICATION PROGRAM 

19-1. INTRODUCTION. This chapter establishes procedures for the commercial 

sanitation auditor certification program. This program supplements the sanitation 

auditor credentialing program for reserve officers. This program helps to ensure that 

Veterinary Service personnel have the knowledge and ability to conduct commercial 

sanitation audits. This program is intended for use in CONUS and OCONUS with 

supplementation by the OCONUS commanders as required. 

19-2. PROCEDURES. 

 a. The District Commander and/or primary trainer will conduct an initial interview of 

all VCOs, WOs, or other potential auditing personnel. The purpose of the interview is to 

introduce the training program to the auditor, and to validate current auditor credentials. 

The concept behind this program is one that centers on career development that 

sustains growth up to and beyond the point in which the Commander authorizes the 

auditor trainee to conduct audits without supervision. The District Commander may 

decide that a Soldier is capable of performing unaccompanied audits if the candidate 

possesses at a minimum: completion of Phase I below; in the process of completing 

Phase II below; and/or has previous audit experience. The District Commander will 

review and monitor the individual’s documented training programs and completed audit 

reports. 

 b. Phases of training are as follows: 

 (1) Phase I – AMEDD Center and School Training, either a or b and c below: 

 (a) Officer Basic Course (OBC) 

 (b) Warrant Officer Basic Course (WOBC) 

 (c) MIL-STD 3006 Course (May be taught separately or in conjunction with 

OBC/WOBC or as part of VETCOM/RVC/DVC training) 

 (2) Phase II – District Training. 

 (a) Staff Auditor Phase– Minimum of three sanitation audits in different 

types of facilities as a staff auditor. Differing types of facilities should include the 

following: water and ice, fresh fruits and vegetables processing, bakery, and frozen 

desserts. Training, other than in-plant, will include public health risks associated with the 

defects found in 21 CFR 110, microbial criteria and interpretation of laboratory results, 

obtaining and shipping laboratory samples in accordance with the Laboratory Sample 
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Submission Guide, and Hazardous Analysis Critical Control Points (HACCP) review 

procedures. 

 1 Trainer performs the audits, to include in/out briefing. 

 2 Trainee accompanies the auditor through the facility. 

 3 Trainee writes methodology for all audits, regardless of audit type. 

 (b) Lead Auditor Phase – Minimum of three sanitation audits in different 

types of facilities as a lead auditor. The trainer will accompany the trainee during the 

audit. 

 1 Trainee performs the audits, to include in/out briefing. 

 2 Trainee is responsible for completing audit documentation. 

 3 Trainer evaluates and reports the trainee’s performance to the District 

Commander. 

 (3) Phase III – Establishing proficiency. This section is included for new officers 

with little prior experience as auditors. The auditor will assist the District Commander 

with the task of documenting audits performed in order to establish proficiency. Despite 

District Commander approval to conduct unaccompanied audits, the auditor must 

perform a number of audits independently in order to develop initial expertise. The 

number of audits required can vary from auditor to auditor and will be ultimately 

determined by the District Commander and documented in the individual’s local record 

and the Lotus Note’s Audit Credentialing Database. Variety in types of establishments 

is recommended. 

 (4) Phase IV – Dairy certification (overseas). This is a two part program. Part 

one consists of certifying all auditors for manufactured dairy establishments where the 

requirements of the Pasteurized Milk Ordinance (PMO) may not apply. This portion of 

the certification is relatively simple and can be accomplished at the unit level. If 

pasteurization equipment testing is required, the auditor must complete the second part 

of the dairy certification program which consists of the Milk Pasteurization Controls and 

Tests course offered by the FDA State Training Branch, or equivalent office and 

accompany a state or federal inspector on a minimum of two audits that focus on 

conducting inspections and testing pasteurization systems. Regional and District 

Veterinary Commanders will ensure that all officers scheduled to transfer overseas 

attend this training prior to their departure from CONUS. Once arriving overseas, the 

auditor will accompany a fully certified dairy auditor on at least two audits in order to 

complete this phase and be authorized to assess the proper operation of pasteurization 

equipment independently, to include understanding the “authorized deviations.” This 

phase may include accompanying Host Nation inspectors if feasible. The overseas 
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MACOM Veterinary Commander will develop at least two officers that are certified dairy 

auditors. 

 (5) Phase V – Specialization. Overseas assignments offer an opportunity to 

inspect types of processing facilities that may not be inspected in CONUS. These 

facilities might include slaughterhouses, fluid egg plants, powdered milk plants, canning 

plants. To enhance the professional development of the auditor, the following training is 

recommended: 

 (a) Slaughterhouse Sanitation 

 (b) Better Process Control School 

 (c) Short courses available through FDA State Training Branch, Food 

Processors Institute, and other similar organizations 

 (6) Phase VI – Maintaining proficiency. It is recommended that auditors 

continue to perform audits throughout the year in order to maintain proficiency. 

Depending upon other responsibilities and duties, the District Commander may exercise 

discretion to determine whether an auditor is maintaining proficiency. 

 (7) Phase VII – Professional certification and/or affiliation. All auditors are 

encouraged to join a professional organization and/or to maintain certification in at least 

one of the following: 

 (a) National Environmental Health Associates Certified Food Sanitarian. 

 (b) American Institute of Baking Certified Sanitarian. 

 (c) Serv-Safe Certified Instructor. 

 (d) National Sanitation Foundation Auditor. 

 (e) Membership, Institute of Food Technologists. 

 (f) Membership, International Association for Food Protection. 

 (g) American Society of Quality Auditors. 

 (8) Noncommissioned Officers selected into the Warrant Officer program will 

begin the certification process to perform sanitation audits. District Commanders will 

integrate Warrant Officer Candidates into the audit certification process immediately in 

order to allow for maximum experience prior to reporting to Warrant Officer Candidate 

School. Candidates in this category are to be entered into the database as “WOC” 

auditors for tracking purposes.
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APPENDIX A 

REFERENCES 

Section I 

Publications 

AR 1-201, Army inspection Policy 

AR 11-2, Management Control 

AR 30-22, The Army Food Program 

AR 40-905/SECNAVINST 640.1A/AFI 48-135, Veterinary Health Services 

AR 40-656/NAVSUPINST 4355.10/mco 10110.45, Veterinary Surveillance Inspection of 

Subsistence 

AR 40-657/NAVSUPINST 4355.4c/AFRT 163-2/MCO P10110310, Veterinary/Medical 

Food inspection and Laboratory Service 

AR 40-660/DLAR 4155.26/NAVSUPINST 10110.8c/AFR 161-42/MCO 10110.38c, DOD 

Hazardous Food and Nonprescription Drug Recall System 

AR 525-13, Antiterrorism 

AR 530-1, Operations Security 

DA Pam 30-22, Operating Procedures for the Army Food Program 

DeCA Directive 40-3, Meat Department Operations 

DeCA Directive 40-4, Produce Department Operations 

DeCA Directive 40-5, Grocery Department Operations 

DLAR/DLAD 4155.37, Appendix S, Materiel Quality Storage Standards Policy for ShelfLife Material 

DOD Directive 2000.12, DOD Antiterrorism Program 

DOD Directive 5010.38, Management Control Program 

DOD O-2000.12-H, DOD Antiterrorism Handbook 
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DOD Instruction 2000.16, DOD Antiterrorism Standards 

DOD Instruction 5010.40, Management Control Program Procedures 

DPSCH 4155.2, Inspection of Composite Operational Rations 

Exchange Service Regulation 1-2, Veterinary, Preventive Medicine and Military public 

Health Services 

FDA Food Code 

http://www.cfsan.fda.gov/~dms/fc01-toc.html 

FM 7-1, Battle Focused Training 

FM 100-14, Risk Management 

Joint Service Manual for Storage and Materials 

MEDCOM Reg 40-28, U.S. Army Veterinary Command Policies and Procedures 

MIL-STD 904, Guidelines for Detection, Evaluation, and Prevention of Pest Infestation 

of Subsistence 

OMB Circular A-123, Management of Federal Information Resources 

Veterinary Command Food Analysis and Diagnostic Laboratory Submission Guide 

http://vets.amedd.army.mil/vetlab/Guide.pdf

Veterinary Command Circular 40-1, Worldwide Directory of Approved Food 

Establishment for Armed Forces Procurement 

Section II 

Prescribed Forms 

MEDCOM Form 57a, Sample Removed by Quality Assurance Representative 

MEDCOM Form 770-R, Refrigeration Failure Report 

Section III 

Referenced Forms 

DA Form 7538, Subsistence Serviceability Certificate 

DA Form 7539, Request for Veterinary Laboratory Testing & Food Sample Record 
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DA Form 7566, Composite Risk Management Worksheet 

DD Form 1225, Storage Quality History Report 

DD Form 1232, Quality Assurance Representative’s Correspondence 

DD Form 1237, Shell Egg Inspection 


















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GLOSSARY

Section I 

Abbreviations 

ALDVC 

Allegheny District Veterinary Command 

AAFES 

Army and Air Force Exchange Service 

ALFOODACT 

All Food Activities 

BPA 

Blanket Purchase Agreement 

CIA 

Complete Inspection Approval 

CONUS 

Continental United States 

CTT 

Common Task Testing 

CVR 

Customer Visit Report 

DeCA 

Defense Commissary Agency 

DFAC 

Dining Facility 

DLA 

Defense Logistics Agency 

DLAR 

Defense Logistics Agency Regulation 

DOD 

Department of Defense 
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DODMWDVS 

Department of Defense Military Working Dog Veterinary Service 

DODVSA 

Department of Defense Veterinary Service Activity 

DOP 

Date of Pack 

DSCP 

Defense Supply Center Philadelphia 

DSO 

Defense Subsistence Officer 

DVC 

District Veterinary Command 

EHO 

Environmental Health officer 

FADL 

Food and Drug Laboratory 

FDA 

Food and Drug Administration 

FF&E 

Fresh fruits and vegetables 

HDR 

Humanitarian Daily Rations 

HQ 

Headquarters 

IP 

Inspection Procedures 

ISP 

Installation Support Plan / Program 

ITD 

Inspection Test Date 
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LAN 

Local Area Network 

MCP 

Management Control Process 

MEPRS 

Medical Expense and Performance Reporting 

METL 

Mission Essential Task Lisk 

MOS 

military occupational specialty 

MRE 

Meals, Ready-to-Eat 

MTF 

military treatment facility 

MWR 

Morale, Welfare, and Recreation 

NAF 

Nonappropriated Funds 

NCDVC 

Northern California District Veterinary Command 

NCOIC 

Noncommissioned officer in charge 

NEX 

Navy Exchange 

OCONUS 

Outside the Continental United States 

OIC 

Officer-in-Charge 

OIP 

Organizational Inspection Program 
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OPRATS 

Operational Rations 

PBO 

Produce Buying Office 

PHF 

potentially hazardous foods

PM 

Preventive Medicine 

POC 

point of contact 

QAE 

Quality Assurance Element 

QOL 

Quality of Life 

RTE 

Ready-to-Eat 

RVC 

Regional Veterinary Command 

SOP 

Standing Operating Procedures 

TDA 

Tables of Distributions and Allowances 

TDS 

Technical Data Sheet

TDY 

temporary duty 

TISO 

Troop Issue Subsistence Officer 

UCMJ 

Uniform Code of Military Justice 
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UGR-A/-B 

Unitized Group Rations, Type A or B 

USDA 

United States Department of Agriculture 

VCO 

Veterinary Corps Officer 

VETCOM 

U.S. Army Veterinary Command 

VS 

Veterinary Service 

Section II 

Terms 

Accountable Officer: The person in-charge of or responsible for the retail activity or 

department within the retail activity. Examples include: Commissary Director, Produce 

Department Manager, Meat Manager, Grocery Manager, DSO/PBO Chief, Exchange 

Manager, and Food Court Manager. 

Adulterate: To make impure by adding extraneous, improper, or inferior ingredients 

(also adulteration). 

Approved Source: An establishment listed in the - VETCOM Circular 40-1, Worldwide 

Directory of Sanitarily Approved Food Establishments for Armed Forces Procurement; 

or an establishment which meets the criteria for exemption as defined by VETCOM Cir 

40-1 Para 3.c.; or a locally approved food establishment. 

Closed-Package Inspection (CPI): There are two types of closed-package 

inspections: 

 (1) Nondestructive closed-package inspection: Examination of packing and 

packaging material without destroying the inner packaging material. These 

examinations are completed before the start of an open-package inspection. Following 

CPI, the sample unit will normally be returned to the lot from which drawn, unless it is 

subsequently used for the open-package phase of inspection. 

 (2) Destructive inspection: Examination of the internal contents of a package 

showing external major or critical defects to identify the defects and/or extent of the 

defect. Destructive inspection should be kept to a minimum and not related to or 

confused with the open-package phase of inspection. 
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Condition: The appearance, feel, smell, taste and sometimes sound characteristics of 

the product. 

Destructive Open Package Inspection (DOPI): An inspection of the individual unit, 

piece or item of product to determine identity, condition and quality, which destroys the 

protective packaging or product, or alters product characteristics precluding intended 

use. 

Exchange Services: A retail establishment on an installation operated by Army and Air 

Force Exchange Services (AAFES), Navy Exchange (NEX) or Marine Corps Exchange 

Services. 

Frozen Desserts: Products that include ice cream, mellorine, sherbert, ice milk, ice 

cream mix, ice milk mix, milk shake mix, and other similar frozen desserts, including 

frozen novelties. 

Infestable Food Items: Food items (to include dry pet food) whose nature and method 

of packaging make them subject to actual or potential pest infestation. In some 

locations, all grains may be considered infestible. 

Inspection for Condition: A determination that the product's appearance, feel, smell 

or taste at the time of delivery, are as required by the contract, and applicable regulatory 

documents. 

Inspection for Identity: A determination that the item delivered conforms to 

contractual requirements for product characteristics. It is also a determination that, if 

the item was inspected at origin, it is in fact the item produced, inspected, and shipped 

for the contract. 

Inspection for Quality: To determine that the product conforms to required quality 

factors (e.g. quality assurance provisions, degree of excellence or grade, customer 

appeal, etc.). 

Inspection for Quantity: To determine that the product conforms to cited contractual 

documents (e.g. net weight, drained weight, volume, or count per shipping container). 

Inspection for Packing, Packaging, Marking, and Labeling: A determination that the 

packaging, packing, marking, and labeling are as required by contractual documents 

and federal law. 

Multi-line Items: A delivery of food subsistence that contains numerous different types 

of food subsistence. (e.g. A delivery containing eggs, milk, yogurt, cheese, biscuits, 

juice). 
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Obvious Defect: A defect that would result in finding the product to be nonconforming 

to contract requirements or otherwise unacceptable if a full destination inspection was 

performed. 

Off-Condition: Any variation from the expected appearance, feel, smell, or taste 

characteristics of a product. 

Open Package Inspection (OPI): An inspection of the individual unit, piece or item of 

product to determine identity, condition and quality, without causing any loss, 

destruction, or alteration of product characteristics affecting intended use. Upon 

completion of the inspection, the product shall be replaced in its original primary 

container, sealed, and returned to the master container for future use. 

Percent (%) Defective: The percent defective of any given quantity of units of product 

is one hundred times the number of defective units of product contained there in divided 

by the total number of units of product. 

Perishable Food Items: Food items that under normal conditions must be chilled or 

frozen in order to prevent spoilage/deterioration. 

Potentially Hazardous Foods: Any food that consists in whole or in part of milk or milk 

products, eggs, meats, poultry, fish, shellfish, edible crustacean (shrimp, lobster, crab, 

etc.) or other natural or synthetic ingredients capable of supporting rapid and 

progressive growth of infectious or toxigenic microorganisms. 

Primary Container: The immediate container in which the product is packaged and 

which serves to protect, preserve, and maintain the condition of the product. It may be 

metal, glass, fiber, wood, textile, plastic, paper, or any other suitable type of material 

and may be supplemented by liners, over wraps, or other protective material. 

Quality Assurance Provisions (QAPs): Documents which includes all requirements 

for quality and reliability assurance, both administrative and technical (e.g. Blank 

Purchase Agreement (BPA), Technical Data Sheet (TDS), Contract, etc.). 

Representative Sample: Sample items drawn from various locations throughout the 

load or lot. 

Retail Activity: Any establishment or section of an establishment where food and food 

products are offered for issue or resale to the final consumer (e.g. commissary stores, 

Morale, Welfare & Recreation (MWR) facilities, exchanges, shoppettes, Troop feeding 

facilities, etc.). 

Sampling Plan: A written method for determining sample size and associated 

acceptance criteria. 
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Semi-Perishable Food Items: Food items that are canned, dried, dehydrated, or 

otherwise processed to the extent that they do not require refrigeration. 

Shipping (Master) Container: The external container that protects the primary

container. It affords adequate protection against corrosion, deterioration, and physical 

damage during shipment, handling, and intermediate storage. 

Troop Feeding Activities: Government food preparation facilities such as: Dining 

Facilities, Galley’s, Ship’s Mess, etc. 

Unwholesome: Food that may be injurious or unsafe to the health of the consumer 

and may cause illness or death to the consumer. 

Wholesale Activity: Any establishment storing perishable or semiperishable 

subsistence that requires preparation or distribution to a government agency (e.g. 

Defense Subsistence Operation (DSO), DSO Supply Point, Produce Buying Office 

(PBO), Terminal Market Buying Office (TMBO), Defense Depot, etc. 











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The proponent of this publication is the U.S. Army Veterinary 

Command. Users are invited to send comments and suggested 

improvement on DA Form 2028 (Recommended Changes to 

Publications and Blank Forms) to Commander, U.S. Army Veterinary 

Command, ATTN: MCVS, 2050 Worth Road, Fort Sam Houston, TX 

78234-6005. 

FOR THE COMMANDER: 

 WILLIAM H. THRESHER 

 Chief of Staff 

CHARLES C. HUME 

Colonel, MS 

Assistant Chief of Staff for 

 Information Management 

DISTRIBUTION: 

This publication is available in electronic media only and is intended for MEDCOM 

distribution Aa, Ba, Ca, Da, Ea, and Fa. 

SPECIAL DISTRIBUTION: 

MCHC (Stockroom) (1 cy) 

MCHS-AS (Forms Mgr) (2 cy) 

MCHS-AS (Editor) (2 cy)