Verbal Counselling Statement (VCS)


The VCS

A verbal counselling statement (VCS) is a Non-Punitive measure used to counsel an individual on something he or she has done that is incorrect. The goal of the VCS is to verbally discuss the issue with the individual until there is a full understanding of what they did wrong and what measures the individual will take to prevent it happening again. Likewise the VCS ensures that the counselor, usually the next member in the individuals Chain of Command, has a plan of action to help the individual and it ensures that they will check back with trooper in future to ensure the issue is resolved.

If an individual has done something incorrect, a VCS must be issued. Not documenting any discussions with individuals only hampers further counseling if it becomes necessary.

Any VCS that is issued is only tracked by the individuals direct Chain of Command, it is not posted on their MILPACS or shared by other means. Since a VCS is not punitive, there is no process to appeal or oppose them. Since a VCS requires the individual reaching an understanding of what they did wrong and what they must do to prevent it happening again, a second VCS is rarely given out for the same infraction, with the exception being a missed roll call or section practice. If an individual incurs a second infraction of the same type a Negative Counselling Statement (NCS) is issued. A VCS for a missed roll call or section practice should only be escalated to a Negative Counselling Statement (NCS) if there is a clear pattern of negative behavior without signs of improvement. Any individual who accrues 3 VCS in a 3 month period, will have the third VCS escalated to an NCS.

VCS Procedure

Speak with a member of your Chain of Command or access the Company Dropbox and get a blank copy of the VCS form.

When an individual fails to perform one of their required duties, or performs some other infraction for the first time, the next member of their direct Chain of Command will send a private message (PM) on the forums requesting to speak with the trooper, at their earliest convenience, on TeamSpeak within the next 72 hours (3 days). The private message must also detail what the infraction was, what should be done to prevent it in future and what will happen if the infraction is repeated.

Below is an example PM sent to "PVT Tully.B" by his Section Leader because he failed to attend his Section practice or attend a make up practice during the week.

Private Tully,

Last week, without notifying me beforehand, you did not attend section practice and you did not attend a make up practice.

When you joined the 7th Cavalry you agree to the commitment of attending one section practice per week. Please know that we understand real life takes priority, all we ask is that you notify us in advance if you have to miss a week of practice and are unable to attend a roll call. The best way to do this is by submitting a "Leave of Absence" (LOA) or by contacting a member of your Chain of Command on TeamSpeak or through a message on the Forums.

This message will serve as a Verbal Counselling Statement that you failed to perform your required duty of attending one section practice for the week of 26MAR16-01APR16. This is a non-punitive measure so that we can correct the issue. Understand that should you repeat this offense you will be issued a Negative Counselling Statement (NCS) which could prevent you from attending training courses or operations for up to 90 days.

I would like to discuss this with you on TeamSpeak as soon as possible. You can also speak with your Platoon Sergeant, SSG Bango. Please respond with the best time for me to speak with you, or send me a message if you see me on TeamSpeak. If you do not respond or I have not spoken to you in the next 72 hours (3 days) I will construe that as your complete understanding of the above. If you disagree with this counselling in any way, please respond accordingly in this PM as well as coming to speak to me in TeamSpeak.

You are a valued member of this community and of our section, the purpose of this is to ensure you understand the requirements and duties expected of you and how to prevent this in future.
At this point the counselor should complete Part 1 "Administrative Data" and Part 2 "Background Information" of the VCS form.

If the individual meets with you on TeamSpeak, have another NCO from their Chain of Command join you in channel and discuss the infraction and what must be done by both you and the individual to prevent it happening again. Ensure that the individual understands he is not being negatively punished and that the purpose is to ensure that the infraction does not happen again. Make it clear that if the infraction happens again then negative action will be taken in the form of a Negative Counselling Statement (NCS). Fill out Part 3 "Summary of Counselling" on the VCS form. Ask if the individual agrees to everything that has been discussed and mark their answer in the "Individual Counselled Remarks" area. Dismiss the individual, complete the form and then submit the completed form to the appropriate area of the Company Dropbox.

If the individual does not meet with you on TeamSpeak then complete the form Part 3 "Summary of Counselling" making a note that the trooper did not make contact with you in the "Key Points of Discussion" area and leaving the "Individual Counselled Remarks". Complete the rest of the form and submit the completed form to the appropriate area of the Company Dropbox.