Section 2. Army National Guard. 2-A: Army Family Readiness 2-B: Army Evaluations

Transcription

1 Section 2 Army National Guard 2-A: Army Family Readiness 2-B: Army Evaluations 1

2 Army Family Readiness Overview - 2a Family Readiness is a concern for Commanders at all levels, regardless of the deployment state of their Unit, Battalion or Brigade. Commanders have the overall responsibility for creating a positive climate in their Units that fosters the self-reliance and resiliency of their Service Member and Service Member s Families and Supporters. Whereas readiness used to be a term that was associated with deployments, this concept is changing to regard a steady-state of Readiness and Army Well-Being. These concepts are discussed in AR , RAR 04AUG2011, specifically chapter 3 and section Commanders and those in leadership positions within the unit can refer to these areas for specific regulation guidance. The following chapter pertains to only one particular section of a Commander s Family Readiness Plan: the Family Readiness Group (FRG). Some information regarding the Unit Coordinator is also included as the Unit Coordinator plays a very specific role in the FRG. The initial position training for the Commander and Unit Coordinator covers other areas of Family Readiness, such as the administrative paperwork, and how to excel in these areas. This chapter is written in laymen s terms so that the Commander, Unit Coordinator and FRG Leader can have a working knowledge of what an FRG is, who fills what roles in the FRG, and how the FRG as a whole operates. Please note that these instructions are a starting point only. Your Family Readiness Support Assistant (FRSA) serves as your unit s subject matter expert in Family Readiness and can provide you with trainings, regulation guidance, administrative assistance and examples. Any position can turn to the FRSA for assistance. The FRSA also assists in evaluations of the unit s Family Readiness state, which includes many aspects of the FRG. For this reason, in section 2b, some information on evaluations has been provided. You are not required to be an expert on Family Readiness or the FRG after reading this chapter; this chapter is provided to give general information and where to turn to for assistance. Whose Responsibility is Readiness? Although there are many regulations that cover Family Readiness, the different programs available, how to operate those programs and whose responsibility each program is, the ultimate responsibility for Readiness is the Individual: Individual Service Member Individual Family / Supporter The Commander provides the climate, and the programs provide the resources. However, without self-reliance, the Service Member and his/her Family and Supporters will not remain in a ready state. The ultimate responsibility for Readiness lies with the individual, and rightfully so as only the individual can define his/her own life experiences and quality of life. This is especially true for the Families and Supporters who are not military members themselves. The Commanders can only request, provide, and support readiness for these individuals, 2 whereas a Service Member could ultimately be required to meet expectations.

3 Family Readiness Group Overview The Family Readiness Group (FRG), is a DA authorized, command sponsored organization. The people involved in the FRG include the Commander, 1SG and Unit Coordinator, Appointed Volunteers, Unit Families, Service Members, and any person or organization that supports the unit or a member of the unit. There does not need to be a legal or familial connection between Service Members and supporters in order for them to be considered a part of the Total Army Family. FRG s are organized at the company level and fall under the responsibility of the unit s Commander. Battalion Commanders may also choose to have a BN FRG or to give BN level input to unit Commanders to help standardize events, resources, and fund-raising. An FRG is established within the Unit to assist the unit Commander in carrying out his/her Family Readiness plan at the Family level. FRGs provide resources and tools so that every Service and Family Member is at their highest point of readiness and resiliency at all times, thereby enhancing overall unit mission completion. The FRG organizes meetings and networking, sponsors Family and Single Service Member activities, enhances the flow of information from the Unit to the Family, distributes resources, and provides educational training. The FRG also acts as a point of contact for the Families to contact with readiness questions and resource requests. Each unit s FRG will be unique, depending on the Commander s vision, the phase of deployment or sustainment the unit is in, the demographics and needs of the unit Families, and the volunteer resources available. Mission of the FRG To promote family readiness, quality of life and empowerment of military families through education, communication, resources, and community involvement. Network Connect with other Families in your Unit/BN Communicate Official Information Distribution FRG Educate Learn About Military Life & Resources 3

4 Family Readiness Group Overview The FRG is... An information conduit A welcoming organization A Command-sponsored program A source of support and information A means to prepare Families for separation and reunion of all types (AT, school, deployment) A means to improve quality of life for the Total Army Family The FRG is Not... A lending institution A babysitting service A conduit for gossip A taxi service A professional counseling service A part of the official casualty notification process Tips for effective FRG leadership... Create an effective SOP that reflects the Commander s vision for FRG operations Create an effective Communications Plan to convey accurate and timely communications between the Command, the FRG, Supporters, and Families Create and maintain a positive environment for Volunteers, Service Members and Families that promotes self-reliance and program utilization 4

5 Types of Volunteers Within the Family Readiness Group there are two types of volunteers. Each type has different duties, responsibilities and capabilities. Both types of volunteers are essential to running an effective FRG! Statutory Volunteer: Family Readiness Group Leader, Treasurer, or other Command envisioned position Appointed by the commander through an appointment letter Has an official job description outlining position roles and responsibilities Completes position training with the Family Readiness Support Assistant Adheres to Privacy Act stipulations Distributes information from Unit and FRSA in a timely manner Provides resources and referrals, never offers services Has restricted fund-raising capabilities and support opportunities Can be held accountable for tasks outlined in appointment letter and job description Documents Volunteer hours in JSS: Gratuitous Volunteer: Volunteers who serve in an un-official capacity Help support meetings, events, and activities Does not require a formal job description Does not have official training Votes on all aspects of the FRG All voices are heard and all opinions are valued Has fewer restrictions on fund-raising and support opportunities Gets to decides how much time and effort is donated to the FRG Volunteer Support The Commander directs and supports the FRG Volunteers. The Statutory Volunteers are an extension of the Commander s hand and will carry out his/her vision and approve all actions through him/her. The Unit Coordinator will assist the Volunteers by attending meetings and coordinating military facilities and supplies. The Family Readiness Support Assistant (FRSA) is available to support all FRG Volunteers with training, regulation interpretation, ideas, templates, information and resources. Statutory Volunteers should expect and provide 5 a professional and courteous working relationship with the unit s Commander, Unit Coordinator and FRSA.

6 Unit Coordinator Position Description Position: The Unit Coordinator (UC) shall serve as the liaison between the Commander, the Family Readiness Group (FRG), the Family Readiness Support Assistant (FRSA) and the State Family Program Staff or Airmen Family Readiness Program Manager (AFRPM). He/she shall advise the Commander about Service Member issues and shall utilize unit resources for the Family Readiness Group (as authorized by NGR /ANGR 211-1). Appointment: The Commander shall appoint a trusted and motivated member of the unit to be the UC. Responsibilities: Assist in obtaining appointment letters from the Commander Serve as an information conduit between the Commander and the FRG Inform the Commander of any known Service Member hardships Keep the Commander and Family Program staff/afrpm informed of needs and activities of the FRG Provide assistance through military resources when appropriate Maintain a working relationship with the Family Readiness Group Leader (FRGL) Assist in the development of an active FRG Collect completed family profile forms from Service Members and forward to unit FRSA/FAS Inform the FRGL when new Service Members join the unit File the Bi-Annual report in March and October to the FRSA Assist the Commander in the preparation, completion, and annual updating of Family Care Plans Inform the Commander about Volunteers who should receive awards for their work on behalf of Unit Families; assist the Commander in obtaining and presenting these awards Maintain a knowledge of resource materials for referral to Service and Family Members Attend annual State Family Program Conference Qualifications: Strong communication skills Strong organizational skills Access to Unit Service Member Information (i.e.. Alert Roster) Willingness to work within the Family Readiness Program structure Desire to meet new people and establish interpersonal relationships Belief in and a desire to support the Colorado National Guard Families 6

7 Family Readiness Group Leader Position Description Position: The Family Readiness Group Leader (FRGL) shall lead the development of an active FRG to assist the unit Commander in his/her Family Readiness vision. Appointment: The Commander shall appoint a trusted civilian who is neither a member of the military nor employed by the State Family Program office to be the FRG Leader. Description of Duties: Send a letter of introduction to all unit Service Members and Families upon appointment Attend initial training and FRG orientation with FRSA within 1 month of appointment Serve as point of contact between the unit Family Members and the UC and Commander Assist the UC in the orientation and welcoming of new Service Members and their Families Inform the Commander, UC, and FRSA of all FRG activities Attend steering meetings with the Commander, UC, and FRGT to discuss the Commander s vision for the FRG and to establish FRG goals and objectives, to include financial objectives Utilize the distribution list provided by the FRSA for quick communication with family members and timely distribution of resources Utilize the phone tree provided by the FRSA for individual Family contact; follow all regulation guidance and limitations regarding telephone etiquette Follow the Privacy Act and government guidelines regarding the privacy of Service and Family Members; safeguard all family and PII information Produce a quarterly newsletter, obtain Commander comments and newsletter approval, and distribute through distribution list Hold quarterly FRG meetings in accordance with regulation guidance; advertise meeting place and time in previous quarter s newsletter and through distribution reminders Initiate and coordinate educational training sessions during FRG meetings for all attendees Maintain accurate records of FRG meetings Continually assess the needs and opinions of Service and Family Members Involve single Service Members in all activities; coordinate a single Service Member event Obtain training to provide an informational briefing to the Families regarding Family Programs, benefits and entitlements Provide informational brief to unit Families annually; obtain slides from FRSA and return signed brief attendance roster to FRSA Assist family members in understanding military terms, acronyms, and procedures Report completed volunteer hours monthly on JSS: Attend the annual State Family Program Conference Army FRG Leaders: become familiar with AR Appendix J Additional Duties During Deployed Status: Increase newsletter production to once a month Increase FRG meeting frequency to once a month Include the unit Family Assistance Specialist (FAS) in all communication/activities Qualifications: Strong communication and organizational skills Willingness to work within the Family Readiness Program structure Desire to meet new people and establish interpersonal relationships Belief in and a desire to support the Colorado 7 National Guard, the Unit Mission and the success of Military Families and Supporters

8 Family Readiness Group Treasurer Position Description Position: The Family Readiness Group Treasurer serves as the custodian and guardian of the FRG fund. Appointment: The Commander shall appoint a trusted civilian who is neither a member of the military nor employed by the State Family Program office to be the FRG Treasurer. DESCRIPTION OF DUTIES: Send a letter of introduction to all unit Service Members and Families upon appointment Attend initial training and FRG orientation with FRSA within 1 month of appointment Have the Commander complete a memorandum authorizing an FRG Fund for the Unit Complete the Internal Revenue Service (IRS) Form SS-4 and apply to the IRS for an employee EIN number at Set up a non-interest bearing Family Readiness Group Fund account at a local bank under the unit s name, for example, 547th FRG Fund Ensure the FRG Leader, FRG Treasurer and/or one other non-military signer are on the fund signature card and that the signature reflects current leadership at all times Receive and count all funds obtained from fundraisers; prepare deposit slips and deposit funds in the FRG fund account within 24 hours of event, with a grace period of 5 days Disburse checks in a timely fashion in accordance with guidance from the FRG leader and the Commander Maintain FRG fund records and a ledger; keep the ledger current at all times Perform immediate audits when discrepancies in the account are noted Resolve all found and audited discrepancies within one week Ensure that fundraising proceeds do not exceed $10,000 for Army National Guard accounts, or exceeds a $1,000 average quarterly balance for Air National Guard accounts Submit copies of all bank statements to the FRG leader, UC and FRSA Ensure that the use of the FRG fund is limited to expenses that support the purpose and mission of the FRG, and that the funds will not be spent in any way that is improper or contrary to regulations; never disperse funds directly to Service or Family Members on a need basis Assist the Commander by providing all requested FRG Fund information for the externallyconducted annual FRG Fund audit Refer Service Members to the CONG Foundation and a FAS for financial assistance Refer Service and Family Members to the Family Programs Financial Counselor as needed Ensure funds are NOT co-mingled or mixed with any other monies (i.e. FRG Fund cannot add to those services paid for with government funds) Assist the FRG Leader with FRG Meetings Attend steering meetings with the FRGL, Commander and UC to discuss the Commander s vision for the FRG and to establish FRG goals and objectives, to include financial objectives Report completed volunteer hours monthly on JSS: Attend the annual State Family Program Conference Army FRG Treasurers: become familiar with AR Appendix J QUALIFICATIONS: Excellent math skills Knowledge of banking procedures Strong communication and organizational skills Desire to meet new people and establish interpersonal 8 relationships Belief in and a desire to support the Colorado National Guard, the Unit Mission and the success of Military Families and Supporters

9 FRG Operations Background Information By creating a Standard Operating Procedure for your FRG, there will be written guidance on how to conduct every aspect of routine FRG operations. Even if you have never had one before, start putting one together and then make changes as lessons are learned and the best tactics and techniques are refined. What should be included in the FRG SOP? The FRG SOP should reflect the Commander s Communication Plan. For example, how information distribution occurs, when the telephone tree can be utilized, and what information can be put out by the FRG Leader. The FRG SOP should cover each operational topic by answering these questions: What it is Why it is How to complete it What happens after Who completes it Who completes it if that person is not available What to report What to record How to improve Test it. Give the topic to a person who has never performed it and see how they do. Refine areas that need more explanation and give examples of what right looks like. As opposed to Military SOPs, avoid acronyms and slang. Keep instructions simple and avoid overly-compound sentences. Be clear, concise, open and transparent. Your FRG is unique. Write what works for you and your group. Make sure to have the Commander approve everything and include the approval in the final draft. Make copies and distribute to your Statutory Volunteers. Have extras available for those Gratuitous Volunteers that would like to see it. Refer to AR Appendix J for detailed information on FRG Operations and which sections must be included in your SOP. USAR is also a great resource. (both publications are included in this manual) Don t re-invent the wheel. There are several examples of great FRG SOPs available on the internet. Search them out for ideas, or contact your FRSA who will be able to provide you with examples. Look for writers within your Unit FRG. Perhaps you don t like writing, but chances are there is someone in the Unit or FRG that does. Utilize those resources around you! 9 On the remaining pages of this section, common topics that relate to FRG Operations will be discussed. These are not all inclusive and we recommend that you turn to the regulations for oversight and guidance while writing your SOP. Also, do not hesitate to contact your FRSA who can provide assistance.

10 Family Welcome Packets / Program Transition can be tough for Families who have a loved one serving in the Armed Forces. This includes the parents and / or children of those Service Members. In order to warmly welcome all supporters of the Service Members of the Colorado National Guard, the welcoming element of a Commander s Family Readiness Plan should be emphasized. The initial impact made upon a Family or Supporters of a Service Member will play a large role in their attitudes and participation with Unit and FRG activities. Unit Commanders Consider the role a Welcome Program should play in your Family Readiness Plan Consider what resources to provide to incoming Families of Service Members Consider how to provide sponsorship for incoming Families of Service Members Consult AR for guidance Compose a Welcome Letter to the Families / Supporters be included in the Welcome Packet Decipher smoothest route of information dissemination to ensure that the UC or FRGL has the appropriate information to send welcome packets in a timely manner Assign duties for tasks within your Welcome Program to the UC and FRGL as appropriate Unit Coordinators Perform Welcome Program duties as assigned by the Commander Ensure a Family Profile sheet is placed on file for incoming Service Members Provide copies of incoming Service Member profile forms to the FRSA (you may also receive them from the FRSA for those Service Member attending reception drill) Coordinate the provision of new Family/Service Member information to the FRG Leader Have a few welcome packets on hand for Families and Single Service Members FRGL Perform Welcome Program duties as assigned by the Commander Compose a Welcome Letter to be included in the Welcome Packet for both Families and Single Service Members; include: Unit address and phone number information Unit drill and AT schedule (include dates only) Statutory Volunteer phone numbers and information Unit Family Assistance Specialist information (call FRSA to find out who your unit FAS is) Emergency phone numbers - Chaplain, Family Programs, etc. Latest copy of the newsletter Next FRG meeting information and upcoming activities Any resources that might be pertinent Colorado National Guard Family Program website information Work with the Commander to determine what resource information should be provided and whether the packets are standardized or individualized Contact the Family to welcome them and to let them know a packet is on the way Have Welcome Packets on hand at family functions, activities and FRG meetings to hand to those who may have been missed Notes Many literature items that can be included in a Welcome Packet can be ordered for free. If Welcome Packets are to be mailed, make sure the appropriate funding is being used for postage. Contact your FRSA for assistance in this matter. Single Service Members receive the Welcome Packet if they do not list a Family or Parents on their Family Profile form. The Commander may decide that an extra packet needs to be sent to single Service Members if they do not reside with their Supporters. 10

11 Family Readiness Group Meetings The Basics: Who attends: - Are to be held quarterly while the Unit is at home-station - Are to be held monthly while the Unit is deployed - The rank of the individual or who the individual supports is inconsequential - There is no discrimination or bias - Commander, Unit Coordinator, FRG Leader and Treasurer should attend all meetings possible - Everyone who would like to be involved should attend Meeting Conduct: - Is led by the FRG Leader - Should start promptly at the designated time and end near the predicted time - Should move at a pace that is reflective of the group; if there is not enough time to discuss all the topics, they should be tabled to the next meeting - Should be conducted in an orderly fashion that allows everyone a chance to speak - A meeting agenda is a great thing to have so the meeting can stay on track - All issues related to the FRG are voted on by those present and majority rules - Do not forget the educational purpose of an FRG Meeting; schedule a block of time dedicated to a topic decided upon by the majority in a previous meeting - Your agenda is unique, but try to include: - a review of the last meeting and what occurred between then and now - upcoming events and activities - fundraising opportunities - benefits, entitlements, and an educational portion - common problems, issues, concerns, ideas, solutions, etc. How do we get people to attend: - Advertise, advertise, advertise - Post the next meeting date/time in the FRG Newsletter and the Unit Newsletter - Send out reminder s and e-vites; utilize Blackboard Connect to send out phone calls to those that do not have (see your FRSA for assistance) - Decide a yearly schedule of meetings so that people know well in advance Utilizing the technology available to you: - Consider adding a teleconference element to your meeting for those who cannot get away from home - Consider your Unit demographics; where is the best location to hold your meetings? Do you need to utilize the new video conferencing capabilities at the armories? What is the difference between an FRG Meeting and a FRG Steering Committee? - An FRG meeting is described above and anyone who wants to can attend; an FRG Steering Committee meeting is only attended by the Commander, Unit Coordinator, FRG Leader and FRG Treasurer - An FRG Steering Committee meeting covers how the key players are going to bring the Commander s vision for Family Readiness to life within the FRG; - No issues that need to be voted 11 on at an FRG meeting can be finalized in a steering committee meeting (i.e. decisions cannot be made on which fundraisers to do or dates/times set)

12 Family Readiness Group Websites Maintaining an FRG website or social media site has many benefits. It can cut down on postage costs, can be updated almost instantly, can be accessed by deployed Soldiers, can house documents, and provide important links. One major advantage: the Families can come to the FRG website as needed and seek out the information that pertains to them. One major disadvantage: not everyone can use the internet and without direct dissemination it can not be determined if the information was received. A website or social media site must be approved by the Unit Commander through a memorandum. While developing an FRG website, the following should be considered: - OPSEC, how to maintain it at all times - Who will maintain and update the website - Who is the approving authority for posting information - How will site content be monitored - Who will be held accountable for site content - How will duties and roles change upon a rapid deployment - Can all Families access and utilize the site - How can information dissemination be ensured using the site Regulation Suggested Site: Virtual Family Readiness Group (vfrg): Contains a messaging system that allows messages to be delivered through multiple devices (phone, cell, text and fax) Can post documents such as the FRG Newsletter and resources An Army threat-tested, secure means of two-way communication, instant messaging and photo-sharing Only those who are authorized can view the information The Commander must initiate the site creation at Your FRSA can assist you by guiding you through the process Use of other social networking sites: Other social networking sites are currently approved and in use by FRGs. If your FRG is considering using a site other than the Army FRG site: - Have a working SOP with very direct instructions on how the site should be handled - Consult with OPSEC offices to follow proper 12 set-up and guidelines that may be published regarding the site

13 Annual Family Programs Brief / Family Day The Family Programs/FRG Brief is required annually (NGR , 04AUG2011, 2-6.f), and is usually combined with a unit s Family Day so that participation is maximized. The Family Day is not a social activity, it is an opportunity block of time (up to 8 training hours) that the Commander can utilize to brief his/her Families on readiness issues. The only required brief for Family Readiness is the Family Programs brief. Other sections of the military may have additional requirements, for example, a Family OPSEC brief. The annual Family Programs brief includes useful information on benefits and resources for military Families. An updated brief is completed yearly by the Family Program Office, and you should contact your FRSA for this year s copy. The FRG Leader is encouraged to give the brief to the unit Families, but must be trained by the FRSA in what information is to be put out before completing the brief. Family Program staff is also available to assist the FRGL with the brief. Please coordinate with your FRSA well in advance of your Family Day so that it can be scheduled, prepared for and tracked. Also, please remember that if a sign-in roster is not collected, it cannot be proven that the brief actually took place. Send completed sign-in rosters to your FRSA. Items to include in the Family Day Agenda: Welcome greeting from the Commander Introduction of unit personnel and FRG volunteers Introduction of new Service Members and their Families Icebreaker activity Training Non-denominational religious service (if Chaplain is available) Time for Family members to travel to and from the event Training Topics for Family Day: Benefits and Entitlements Briefing (contained in Family Programs Brief) Information on the FRG (contained in Family Programs Brief) Legal and Financial Briefings Army Substance Abuse Program (ASAP) Family Health and Safety DEERS Enrollment Family OPSEC Tips for an effective Family Day Schedule the Family Day/Brief in conjunction with a social activity or FRG meeting Give advanced notice to family members Send out a flyer/ /letter/postcard stating the date, time, place and tentative agenda If possible, offer child care Make sure you will have what you need for the presentation itself: Microphone Projector, screen and/or computer Annually updated presentation Unit Roster Sign-in sheets Ask the Families to think of questions while the presentation is being conducted; answer the questions after the brief, or collect them to be answered with an individual telephone call from the FRSA / AFRPM Keep your FRSA / AFRPM informed of the unit s intentions to have a Family Day and complete the Family Programs brief Send completed sign-in rosters to the FRSA / AFRPM for reporting credit Notes For Families that were unable to attend Family Day, a copy of the slide handouts and applicable information pamphlets must be sent to them in either hard-copy or electronic form If the Commander would like a Family Programs brief to be given to Service Members only, this can be completed upon request; note however that the annual requirement is that the Families are briefed 13 Scheduling Family Day into the Yearly Training Calendar helps to ensure completion

14 Unit / FRG Planned Activities As opposed to the Family Day which is a Commander s opportunity to train Families in readiness, a Family Activity is a social event which is coordinated to improve the quality of life and readiness of the unit s Families. The importance of Single Service Member activities should also be addressed by the Commander and the significance of the role they play in the Commander s Family Readiness Plan will be determined by his/her unit s demographics. The Benefits of a Unit Social Activity - Fosters relationships between unit Families - Allows unit children to meet others like themselves - Allows Service Members a chance to interact outside of normal duties - Provides an opportunity for individuals to discuss similar issues/concerns - Builds unit morale and increases a positive Command climate - Allows Families to see command elements outside of a formal setting - Holding an activity will increase Gratuitous Volunteer participation Suggested Activities - Holiday Party (consider other holidays than those in December) - End of Annual Training gathering - Summer Picnic / Summer Fair / Scavenger Hunt - Kid s activities such as bouncy houses or corn mazes - Family activities such as roller-skating or the amusement park - Group activities such as a softball game or golf tournament - Singles activities such as paintball or card tournament - Unit Leagues - attending a group 5K or having a sports team - Activities with a cause - memorial run or event, road clean-up, meal service Tips for Success Plan activities throughout the year - publish in advance Send out a survey to Service Members and Families to see what they prefer Hold activities in conjunction with FRG meetings to maximize participation FRG informal funds can be used to help sponsor an activity which pertains to the entire unit and which everyone is invited to; for group activities that do not pertain to everyone, the Individuals / Families need to provide their own funding 14

15 Family Readiness Group Fund Information The FRG Fund is an account through which the FRG can store and monitor the money acquired through in-house fundraising and from external non-solicited donations. In order to obtain, maintain, and retain the account appropriately, follow regulation guidance at all times. Utilize your Family Readiness Support Assistance for training and regulation guidance as necessary. Remember: The FRG Fund is not a Unit Fund, nor is it a cup-and-flower fund. Here is how you start an official FRG fund: Commander decides how an FRG Fund would further his/her Readiness Plan Commander reviews and/or alters Treasurer position description Commander and FRGL create a Standard Operating Procedure (SOP) for the FRG fund and include it as a section in the FRG SOP - In the SOP, outline purposes for which FRG funds can be raised, how to obtain Commander s approval for a fundraiser; may also outline approved expenditures - Obtain SOP example and writing assistance from your FRSA as needed Commander selects a Treasurer and completes an Appointment Letter Commander completes a Fund Authorization Letter Treasurer obtains an Employer Identification Number (EIN) from the IRS - The EIN number is needed to avoid paying federal income tax and to open the FRG noninterest bearing account - Complete this free process at: - If you resign as treasurer and no one is in place to fill the position, you must terminate the EIN; if there is someone to take over the position you ll need to provide the IRS with a letter updating the contact information and name of the person who is taking over the EIN; send information to your local IRS address Select a bank that is near your Unit and with whom you have no affiliation Set up a non-interest bearing business account in the name of your unit FRG Account should be set up under the unit s address; monthly statements should be sent to Unit Account signers are: the Treasurer and an alternate to include FRG Leader or Secretary - Signers cannot be deployable Service Members nor the Commander May obtain a debit card and checks for FRG account Save all receipts and copies of the monthly statements for reports and audits Army FRG fund cap is $10,000; Air funds cannot exceed a $1,000 average monthly balance per quarter AUTHORIZED USE OF FUNDS FRG funds should be raised to benefit all the Family and Service Members that the FRG supports. An example of an authorized use of funds: providing decorations and desserts for a holiday party to which everyone in the FRG is invited. FRG funds should be used to support Readiness and quality of life improvement for all. Funds may be used to provide support and recognition during life events, however those events must be outline in the SOP, everyone falling into that category must be included. For example, if birthdays are to be recognized, everyone gets that same recognition on their birthday to include all Family and Service Members. UNAUTHORIZED USE OF FUNDS FRG funds cannot be used for just one person in mind. For instance the fund cannot provide gifts for new babies as not everyone had a new baby. FRG funds cannot be mixed with other funds, such as Unit Appropriated funds, and they cannot be used to provide anything that is authorized to be paid for by the military or through military provided funds. For example, the FRG cannot add to or pay for a Dining Out/In or Military Ball event. Funds also cannot be used to purchase traditional military gifts, such as Service Member farewell 15 gifts. Funds may not be used to assist any individual in need, as there are other services and funds that can provide that assistance. Please call your FRSA for any questions regarding usage of FRG funds.

16 Fundraising Guidance Do: Discuss the proposed fundraiser with the Commander and get approval through a written fund-raising request Fundraise on a military installation or within your unit Fundraise with a purpose, do not fundraise simply to build a balance Outside donations may be accepted in amounts up to $1,000 in either monetary donations, discounts or products, but cannot be solicited by anyone representing the Military Donations may be solicited by Gratuitous FRG Volunteers, but cannot represent themselves as an official liaison or representative of the group Existing funds may be used to support fund-raising materials; the amount used must be replaced and not counted in the total amount raised Fundraisers that involve raising money from multiple units must benefit every unit involved Don t: Co-mingle FRG funds with unit funds Fundraise outside of your unit Fundraise for a specific charity, Service Member, or Individual Supporter Fundraise while in uniform (Service Members) Conduct a raffle as it is illegal in Colorado without a license Utilize door to door solicitations, chain letters and pyramid schemes Fundraise using any activity that competes with AAFES, MWR or recruiting Fundraise using any activity that violates a state or local ordinance Fundraise in a manner inconsistent with the FRG SOP Enter into agreements of commercial sponsorship Fundraise without an FRG Treasurer or Leader Ideas That Work: Burrito sales or bake sales during drill or other unit events T-shirts with unit logo or slogan; stadium blankets, scarves, etc. FRG cookbooks with recipes donated by Families Donation request for activities at a family day, such as a dunking booth Mustache or Hair Shave-Off Tournament-Style Sport Entry, Team or Individual Paintball Courses Holiday Sales: Valentine s Day Baskets, Santa Letters Notes on fundraising: No matter what else an FRG does for their unit, fun events are a key component in creating high morale and to aid in improving quality of life. Unit activities and fundraisers are among the best ways to get to know other Volunteers and Family Members. 16 Make it a point to remember, include and to plan events around single Service Members and Parents of Service Members. They may be some of the individuals that could benefit the most from the FRG.

17 Official Newsletter Requirements and Standards - Educational Information - Promotes Unit Cohesion - Related to the Unit Mission, Family Programs and Family or Unit Readiness - Includes something for everyone: M-Day, AGR, retirees, youth, married and single Service Members with or without children Guidelines for the Commander when Determining content - Information related to unit mission and readiness, including Family Readiness, such as information related to FRG activities in support of annual training, pre-mobilization briefings, deployments, and welcome home and reunion ceremonies - Information that is educational in nature, designed to promote informed mission-ready Soldiers and resilient Families - Chaplain-sponsored programs and activities, such as Strong Bonds events - Education and training programs such as Operation READY - Information on local civilian social service agencies that provide various services - Contacts for veterans' service organizations that offer guidance and support - Information regarding activities for Soldiers and Families that promotes unit cohesion and helps strengthen the ongoing esprit de corps among Family members and the unit, such as Family activities - Screen for OPSEC and PII protection Newsletters The primary purpose of the official FRG newsletter is to convey timely, accurate information approved by the Command. It is a conduit of information arranged in a pleasing and well-thought manner, that reflects the needs of the unit Families. Additionally, the FRG Newsletter updates the Families on unit events and activities so that they can maintain their personal and family readystate as well as possible. The production of a newsletter with good information shows the Families and Supporters that the unit does take a vested interest in their well-being, which will increase their participation in FRG meetings and events. Publication of an official FRG Newsletter Non-Deployed Status: Quarterly Deployed Status: Monthly * * * * * * A newsletter that meets criteria to be determine official may be mailed with unit appropriated funds if it meets the following criteria: Approval from the unit Commander as an official newsletter that meets official newsletter requirements Unofficial information comprises less than 21% and the unofficial information cannot increase printing or mailing costs No personal wanted or for-sale advertisements are included It is stated on the newsletter what kind of information is included: official information versus official and unofficial information If unofficial information is included the following statement must also be included: The inclusion of some unofficial information in this newsletter has not increased the costs to the government, IAW DoD M. 17

18 Newsletters Continued The Process - Commander is responsible for determining the type of content to be included - The UC, FRGL and Family Program Staff collect information to be included - The FRG Leader creates a provisional draft - The Commander completes his/her comments section - The Commander reviews and approves the newsletter, saving it as a pdf - The FRG Leader distributes to Service Members, Families and Supporters by - The FRG Leader distributes the newsletter through mail to those without The Elements of an Official Newsletter - Must include a header that includes the name or title of the newsletter indicating the contents and purpose, name and address of the activity, issue number (issues are numbered consecutively on a calendar or fiscal year series) and the date of publication. Decorative headings are authorized if printed in the same color of ink used for the text. Headings should capture the interest of readers and should be limited to not more than 7 words. - Keep the articles short and use action words. - Every newsletter should be consistently formatted with clearly defined sections that are well presented. The newsletter must be typed and proofread for spelling and grammar. - The preferred method for is as a Word document. - Must be equal to or less than 8 pages in length, and if printed, must be printed in black/white. -It is suggested that the last page of the newsletter be used as a mailing page as this eliminates the need for envelopes. To accomplish this, the top half of the last (back) page should contain any repetitive information that is routinely published, such as FRG volunteers, unit personnel and the distribution listing. The lower half of this page should read as follows: On the left margin just below the center of the page, type the name of the FRG, the unit and the unit s mailing address followed by the words, Official Business in bold letters, only if the newsletter qualifies to be sent using appropriated funding. In the center of the lower half of the page, mark a space for the mailing label. - An expiration date will be indicated if the information expires or by giving a period of time from the publication date (expires 3 months from printing). - The commander will authenticate newsletters prior to publication and contain his/her signature. - When printing the newsletter, it will be in only one color ink and printed on paper stock (any color). Colored paper stands out and is more likely to be read. - No information that conflicts with policies, procedures or position of the Department of the Army will be used; Avoid religion, politics, and any other subjects that may cause controversy. - Do not use names that would refer endorsement. For example, if there are discount tickets available for Service Members to Disney World, use major theme park instead. Newsletter Subject Areas - Commander/First Sergeant s Column - Deployment cycle issues (to include Annual Training and home-station issues) - Volunteer information, accomplishments, opportunities, recognition and training - Family Sponsorship and Family Day activities - Space Available Travel, Army Family Action Plan, Army Family Team Building and Operation READY - Advertise Family Programs - Each newsletter should solicit items for the next newsletter; remember to give credit to the author by referencing sources - Army and Air Force Exchange Service (AAFES), Commissary, benefits and entitlements, common acronyms, Battle Assembly schedule, Family Care Plans, emergency phone numbers, activity pages for children, unit history, mission, and hails and farewells - Other resources such as the Chaplain, Child Care, and Youth Activities NOTE 18 As the newsletter is an official piece of correspondence, there are many regulation covering it. Please

19 Family Profile Sheets Family Profile sheets are being discussed here as there were some FRGs in the past that assisted the Commander with the collection and maintenance of the Family data. Please note: Only the Unit Coordinator and FRSA should be collecting the Family Profile forms from the Service Members; this is a change taking effect fiscal year Process - Forms are collected from the Service Member: - At reception drill for those attending by the FRSA or alternate, generally new Service Members or Inter-State Transfers - At unit level by UC for those who are transferring units within the state - Forms are entered into the state database by FRSA - FRSA / UC scan collected forms to each other to ensure awareness of data** - FRSA completes a quarterly review and update - FRSA requests alert roster from UC - Compares database to unit alter roster - Sends copy of updated workbook to UC, RNCO and FRG Leader - FRG Leader uses distribution list on spreadsheet to contact Families with re sources - FRSA will cover distribution for those units that do not have an FRG Leader in place **Depending on the Commander s Family Readiness plan and Welcome Program, the FRG Leader will be notified of an incoming Service Member and Family along with needed information for Welcome Packet disbursement and personal contact Two types of Forms Depending on the location of the unit within the deployment cycle, the Service Member may be asked to fill out the annual one-page form, or the deployment three-page form. The information gathered on both types of forms is shared between the forms so that they are pre-filled with accurate data. All information is kept secure, is password protected or physically under lock and key. Changes within the last year 1. Form Update. Please contact your FRSA to make sure you are using the most recent form, if having a new Service Member fill out a blank form. 2. All profile forms are now pre-filled if the Service Member had completed a form previously. If you are planning on conducting the annual unit update, please contact your FRSA for pre-printed forms which will help ensure data accuracy. 3. All yes/no check-blocks for contact permission of Family Members has been re moved. A DA memorandum instructed the removal of these blocks as the Ser vice Member s Family and / or Supporters have the right to know what benefits and services are available to them. How you can help Encourage Service Members to fill out forms as completely and accurately as possible. Forms without a primary contact are insufficient and will not count in a positive manner 19 toward the unit s completion percentage.

20 Phone Calls To / From Families Occasionally, the FRG Leader may have cause to call a Family, using the information found on the Family Contact information workbook provided by the FRSA. Reasons for an FRG Leader to contact a Family may include Accurate, timely Official information conveyance from the unit Commander Outreach to an Individual (different than well-calls to all Families) Controlling rumors Information regarding FRG meetings, activities or fund-raisers To call-back a Family that has called the FRG Leader for resources Phone calls cannot be used to contact Families for Communicate or plan political events To promote commercial endeavors Well-calls Providing any services (i.e. counseling, financial advice) Social calls Guidelines for Telephone Contact for Official FRG Contact - Keep confidentiality; Volunteers must ask if they can pass on personal information to the appropriate point of contact - Procedure - Introduce himself/herself each time a call is placed. - Pronounce names correctly. - Begin and end on an upbeat note. - Use telephone courtesy and talk with a smile. - Have exact information and list of items ready for discussion. - Have paper and pen to record feedback. - Always make direct contact. Follow-up if leaving a voice/ message to en sure that successful contact has been made with the appropriate individual(s). - Limit contacts to 10 minutes. This limit is a guideline to accomplish the task with out excessive time for the contact volunteer or Family member. When requesting reimbursement, justification must be provided for calls longer than 10 minutes on the reverse of the Telephone Reimbursement Form (USAR Form 109-R). Crisis calls There is always a chance that someone may not know whom to call in a crisis situation and may call the FRG Leader. Know that the FRG Leader is not expected to, nor should attempt, to handle these calls in any manner besides providing referral information. Keep a list of emergency contact numbers posted near your phone for quick and easy referral. If it is a crisis, follow-up with the referral number you gave (Chaplain, DPH, FAS, FRSA, Crisis NCO) to ensure contact was made. You may not be able to reach them right away if they are on the line with your referral. There is one exception. If the person on the line mentions suicide, do not hang up the phone. Simply listen to the person, keep them calm and keep the conversation going while you have someone call 911. Once officials arrive on scene, call the state Director of Psychological Health (DPH) at or the State Chaplain at

21 s To / From Families When regarding contact to unit Families, could be considered the best method. It allows Families / Supporters to receive the information on their own time and to respond in their own time. It helps Families / Supporters establish boundaries and not to feel over-burdened while still receiving valued information. What should the s include? - Follow all criteria already discussed regarding current, valid, timely information - Send information sent to you by your FRSA for family distribution - Include: - A greeting - What attached information is being included or why they are being contacted - The body of the - A point of contact for the information - A salutation - Your name with your position - A blurb that states the end receiver can contact the FRSA to be removed from the distribution list; include the FRSA address for removal What should s NOT include? - A long body of information, keep it short - OPSEC information: for example, exact dates, times and place of drill or AT - Family or Personal Identifying Information, protect privacy at all times - The distribution list - when sending s, use the BCC line to enter the Family distribution list; this will hide the addresses from other receivers and will protect privacy - send the to the UC, Commander, or FRSA so they know the information went out Commander, UC, or FRSA *** Unit Family Distribution List Here *** How can you tell if Families are receiving your s? - A test may be sent to determine if the addresses are valid - Include a statement at the bottom of the which will allow them to respond if no longer a part of the military or a supporter of a Service Member - Most people will tell you if they are receiving the information in error In any case, as no sensitive or personal information can be sent, if the does arrive at the wrong address, there is no harm being done. Keep this in mind while sending s. Additionally, the s will be verified yearly with the Service Member during the Family Profile sheet update through the UC or FRSA, and tested quarterly during the update by the FRSA. Tips, Tricks and Hints - Move the distribution list from the Family contact workbook to a notepad document; this will allow you to easily high-light, copy and past the list into your BCC line - Create standard greetings in your notepad document that you can quickly choose from and then add qualifying information to - Test links before you send the information; they may have been blocked or broken if coming from a military computer - Clean the before sending it; remove 21 unnecessary information - Create a short check-list to follow before sending every to ensure PII

22 NOTES 22

23 Army Family Readiness Evaluations Overview (2B) 1. Family Readiness Monthly Report (Reporting Criteria Provided) Completed by FRSA NLT 5th of every month State report sent by SFRSA to NGB NLT 15th of every month Tracks national and state readiness criteria as determined by NGB and SFPD respectively Evidence based, submit all materials to unit FRSA Category completion tracked by date in Joint Services Support (JSS) 2. Family Readiness Group Bi-Annual Report (Sample Provided) Completed in March and September Completed by the UC with input from the FRG Leader and Treasurer Submitted to the FRSA Final report submitted from FRSA to Commander Reports on the activity of the FRG, to include FRG funds Report includes information from previous 6 months of the fiscal year Include FRG Fund bank statement copies Tracked on NGB monthly report 3. Family Readiness Annual Evaluation (Reporting Criteria Provided) Completed in October Completed by the FRSA Submitted to the Commander Contains a fiscal year overview of Family Readiness within the Unit and activity of the FRG Group reports available for BN and BDE Commanders as well as State Command 4. Organizational Inspection Program (OIP) Evaluation State OIP Checklist: Appendix J Available on SharePoint Conducted every 2 years Scheduled by G3 staff Submitted to Chief-of-Staff Results included in Unit OIP Out-brief and State trend-analysis Go/No-Go reporting based upon regulation oversight criteria These evaluations are completed to provide Commanders with snap-shots of Unit activity and task completion on which future planning can be based. All evaluations are completed with the end-goal of assisting the Unit in mind, along with over-all emphasis on how to best serve the readiness of the Unit s Service Members and Families. No evaluation will ever be completed without solutions for improvement attached. Each Unit is unique in it s Family Readiness needs, and not all reporting criteria may apply. However, evaluations are created in order to standardize the information provided to the receiving officials. 23

24 Family Readiness Monthly Report Criteria National Reporting Criteria - all criteria tracked by date in JSS FRG Leader appointment memorandum and all associated volunteer forms completed (DD 2793 and Privacy Act Signed) FRG Leader training complete Unit Coordinator designated with additional duty orders on file Unit Coordinator training complete FRG Family Contact phone tree in place and tested FRG newsletter or social media site completed FRG Family Contact verified against alert roster and tested Annual Information Brief completed within last 12 months, signed roster provided Commander or Rear Detachment Commander brief completed Percentage of completed categories calculated State Reporting Criteria Colorado National Guard Family Profile form annual Unit update completed Unit Personnel attended most recent State Family Program Conference Unit Volunteers attended most recent State Family Program Conference Unit Family Readiness Binder complete and updated, paper or virtual Most Recent Bi-annual Report completed (previous March or September) FRSA Unit maintenance visit completed Volunteer hour entry into JSS completed by FRGL and/or FRGT Percentage of completed categories calculated Overall (Average of National and State Criteria) percentage calculated The average of each brigade is calculated into the report. The overall all average of all Units that the FRSA is assigned is calculated into the report. 24

25 Example Family Readiness Group Bi-Annual Report 25

26 Annual Family Readiness Report Criteria National Reporting Criteria Family Readiness Group Leader Appointment Memorandum Related Forms Privacy Act DA Form 4713 DA Form 4162 DD Form 2793 Position Training by FRSA Unit Coordinator Appointment Letter Position Training by FRSA FRG Phone tree in place FRG Newsletter / Social Media FRG list / vfrg / Website Annual Information Brief CDR / RDC Trained by FRSA Dated: Dated: Dated: Dated: Dated: Dated: Dated: Dated: Date last updated: 1 st quarter publication dated: 2 nd quarter publication dated: 3 rd quarter publication dated: 4 th quarter publication dated: Date last updated: Date completed: Date completed: State Reporting Criteria Solider Profile Forms USAR Form 107-R Percent Unit Complete: Last Roster Comparison: Family Program State Conference Attendance Unit Level Attendee(s): Date: Family Program State Conference Attendance FRG Level Attendee(s): Date: Unit Family Readiness Binder Updated Date of FRSA Review: Bi-Annual Report Completed March September FRSA Maintenance Visit Visit #1 Visit #2 JSS Volunteer Hours Entered Last Date Entered: FY Hours Entered: Total Hours Entered: 26

27 NOTES 27