Eighth Western Rivers. U. S. Coast Guard Auxiliary Officers & District Policies Guide. Revision

Transcription

1 a. Eighth Western Rivers U. S. Coast Guard Auxiliary Officers & District Policies Guide Revision

2 21 SEP 2012 (THIS PAGE LEFT BLANK)

3 September 2012 From: Director of Auxiliary, Eighth Western Rivers Region To: District Commodore, Eighth Western Rivers Region Distribution Subj: EIGHTH WESTERN RIVERS REGION OFFICERS POLICY GUIDE 1. This publication augments other published directives by clarifying unique local procedures. Redundant information which may be found in other approved sources was purposely left out. Forms available from the Auxiliary National Supply Center (ANSC) are no longer included. In keeping with current practice, ANSC stock number rather than the previous CGAUX-series number identifies those forms. A list of effective Auxiliary-related directives is contained in this guide to facilitate researching a variety of topics. 2. Basic policies and procedures for administering the Coast Guard Auxiliary are contained in Commandant and District directives, which take precedence over this guide. Local procedural supplemental information may also be found in District, Division, and Flotilla Standing Rules. 3. This guide is a collaborative effort among the regional Team Coast Guard leadership. All procedures were jointly drafted using Coast Guard and Coast Guard Auxiliary input. Local reproduction of this guide is approved. Distribution: Eighth Western Rivers Region Website #

4 Table of Contents Table of Contents... ii Chapter 1 Logistics A. Membership Procedures Initial Enrollment Procedures Transfer within Eighth Western Rivers Region Transfer Outside Eighth Western Rivers Region Disenrollment Procedures at Member's Request Disenrollments for Non-Payment of Dues Administrative Disenrollment (For Cause) Retired Status Deceased Members Re-enrollment Procedures ID Card Procedures B. Finance Property Accountability Financial Accountability Gifts and Donations C. Public Affairs Boat Show Participation Historian Responsibilities D. Materials Auxiliary National Supply Center (ANSC) E. Publications Newsletters F. AUXDATA General AUXDATA Input Individual Members Unit IS Officers Reporting Deadlines AUXDATA Forms Chapter 2 Response A. Facilities Vessel Facility Inspection & Offer for Use Radio Facilities Aircraft Facilities Personal Watercraft (PWC) B. BC Requirements Minimum Crew Requirements BCQP Overview SEP 2012 ii

5 C. Team Coordination Training Team Coordination Training (TCT) D. Orders Operational Surface Facility Patrol Orders Procedures for Requesting Patrol Orders Aircraft Patrol Orders Submission of Reimbursable Patrol Orders E. Miscellaneous Damage Claims Sector Specific Policies Deaths/Injuries to Auxiliarists Submission of SAR Incident Reports F. Currency Maintenance Boat Crew Program Currency Maintenance Chapter 3 Prevention A. Marine Safety Mission Qualification Certification B. Member Training Open Book Courses Coast Guard Institute Correspondence Courses Short Term Resident Training ( C ) Schools C. Navigation Services Mission Qualification Certification Currency Maintenance Recertification Activity Reporting D. Public Education Instructors Public Education Regulations Getting the Word Out Public Education Mission Report AUX+PE E. Recreational Boating Safety Visitor Program Program Visitor (PV) Qualification: Certification Currency Maintenance Recertification Activity Reporting RBS Decal F. Vessel Examiners Vessel Examiner (VE) Qualification SEP 2012 iii

6 2. Certification Currency Maintenance Recertification Activity Reporting Decal Distribution G. Getting the Word Out Chapter 4 Awards A. Coast Guard Awards Coast Guard Meritorious Awards B. Auxiliary Awards Flotilla Meritorious Achievement Award Auxiliary Annual Service Performance Awards Sustained Service Award Western Rivers Region Auxiliary Awards Chapter 5 General Administration and District Policies A. General Administration Elections Chain of Leadership and Management Communications with Other Government Agencies Public Inquiries Uniforms Formal Recommendations New Flotilla Chartering Standing Rules Changes to Policy Guide B. District Policies Distribution of Mailings and Correspondence Eighth Western Rivers Travel Orders Coast Guard Travel Orders Eighth Western Rivers Materials Policy Courtesy Policy Electronic Mail Policy C. DIRAUX POLICIES DIRAUX POLICIES SEP 2012 iv

7 Chapter 2 Logistics A. Membership Procedures 1. Initial Enrollment Procedures FORMS REQUIRED: Auxiliary Enrollment Application (ANSC 7001) most current edition as found on the website. Applicant s check for Flotilla, Division, District, and National Dues Copy of Birth Certificate or Passport (New or Expired) Applicant Fingerprint Cards (FD-258) (2 Originals) Coast Guard provided forms from ANSC or DIRAUX Signature in blue ink of FC or Authorized Officer/Representative on page 3. ID Card Form Picture of Applicant in uniform with red background (on disk or via to DIRAUX office). ROUTING: FC signs application (all signatures MUST be in blue ink) FC sends applicant s check to FSO-FN FSO-FN issues check to SO-FN for Division dues FSO-FN issues check to FC, payable to Eighth Western Rivers Region, for District & National dues FC sends enrollment package (above) and PSI package along with check for District & National dues to DIRAUX DIRAUX sends copy of Enrollment Application with District & National dues to DSO-FN DIRAUX enters enrollment information into AUXDATA at which time EMPLID and Applicant Status (AP) are assigned DIRAUX verifies, logs, and forwards PSI to SECCEN DCDR and FC informed via that PSI was forwarded to SECCEN Upon favorable determination from SECCEN member status is changed from AP to Initially Qualified (IQ) unless member has a required boating safety course and the documentation to back it. Upon unfavorable determination from SECCEN only the member is notified. If the member chooses to appeal, the appeal should be sent through DIRAUX for endorsement. DCDR, FC, member, and DSO-HR informed via when a favorable determination is received from SECCEN. 21 SEP

8 a. Prior to forwarding the enrollment package to the FC for signature, the prospective member must attend a New Enrollment Orientation given by the FSO-HR, FSO-MT, VFC, or FC, all of whom should be familiar with the program and capable of conducting the session. Allow two hours for proper conduct of the orientation. Past elected officers can also assist with the orientation. i. Materials needed for the Enrollment Orientation: National HR Dept. Prospective Member Information Booklet (order from ANSC) New Member Student Study Guide (ANSC 5028) Auxiliary Manual, COMDTINST M (series) Handouts specific to your flotilla Auxiliary Enrollment Application (ANSC 7001) Member Involvement Plan (ANSC 5103) ii. iii. iv. Administer the exam. This is an open book exam given by the officer responsible for the Enrollment Orientation. Passing grade is 90 percent. Complete the Auxiliary Enrollment Application and fingerprinting and collect initial dues check from member. Completion of the Boating Skills and Seamanship (BS&S), Sailing Skills and Seamanship (S&S), Boating Safely Course, or any NASBLA-approved boating safety course is a basic requirement for participation in most Auxiliary programs. If the prospective member has completed any of the above courses WITHIN THE PAST THREE YEARS, a copy of their Course Completion Certificate or wallet card should be attached to the Enrollment Application for verification. If the class has just been completed, the Flotilla Commander can attach the Examination Answer Sheet (ANSC 7010) to the Enrollment Application. v. Applicants may challenge the BS&S or S&S course examination and must pass the closed book examination with a score of at least 90% to qualify for a certificate. (Course completion certificates cannot be given for merely challenging the test). vi. Forward dues check to FSO-FN, who should write a check to SO-FN for division dues and to Eighth Western Rivers for the amount of district and national dues. Forward district dues check and enrollment forms to FC for signatures who will send them, along with the answer sheet from the exam and the facility form, to DIRAUX, Director of Auxiliary Office, 1222 Spruce Street, Room 2.102H, St. Louis, MO ; for processing. District and national dues are prorated as shown below. Member owes: 21 SEP

9 75% if enrolled from 1 January through 31 March 50% if enrolled from 1 April through 30 June 25% if enrolled from 1 July through 30 September 0% if enrolled from 1 October through 31 December, remember to collect dues for the following year! vii. New members can join without taking the BS&S, S&S, ABC, or BSC course first. However, until the flotilla provides the required educational training for their new members, they will not be eligible to hold elected office or participate in most Auxiliary programs. They can, however, hold certain flotilla staff positions as indicated in the New Member Enrollment Orientation Booklet. Once a new member receives an Operational Support (OS) clearance, they may vote on flotilla matters. viii. DCDR and FC are informed via that PSI was forwarded to SECCEN. ix. Upon favorable determination from SECCEN member status is changed from AP to Initially Qualified (IQ) unless appropriate documents are received for Boating Safety Course. x. DCDR, FC, member, and DSO-HR are informed via when a favorable determination is received from SECCEN. xi. DIRAUX sends welcome aboard package (letter, certificate, new member handbook, website business card, and ID card information) to member. b. Coast Guard Auxiliary membership eligibility requirements are outlined in Chapter IV of the Membership Recruiting and Retention Guide, COMDTPUB (series). A member is not on the rolls until applicable dues are paid and DIRAUX has accepted the application and assigned an EMPLID number. c. Revised Policies for Auxiliarist in Approval Pending (AP) Status: i. May attend meetings. ii. May wear uniform. iii. May fly the Auxiliary ensign. iv. May be administered the Pledge for New Members and presented with a membership certificate at an appropriate time and venue. v. May earn and wear appropriate Auxiliary and Coast Guard awards if they meet established criteria. vi. May participate on Auxiliary committees. vii. May participate in Auxiliary ceremonial events. viii. May be authorized to take any and all Auxiliary courses. ix. May be authorized to take any and all end-of-course exams associated with these courses. 21 SEP

10 x. May train in any program like any other Auxiliarist in IQ, BQ, or AUXOP status. xi. May offer surface and air facilities for use and have them accepted for use. xii. May offer personal vehicles for use and have them accepted for use. 2. Transfer within Eighth Western Rivers Region FORM REQUIRED: Member Transfer Request (ANSC 7056) ROUTING: Member to current FC Current FC to New FC New FC to DIRAUX a. Members may request transfer to any flotilla within the Eighth Western Rivers Region using Form ANSC b. The current FC must endorse the form, either recommending or not recommending the transfer. Valid reasons for a negative recommendation are: i. Delinquent in any financial obligation. ii. Did not return Auxiliary or Coast Guard property. iii. Is the subject of any pending administrative or disciplinary investigation or proceeding? c. The transfer is effective when approved by DIRAUX and entered into AUXDATA. d. Transfers must be received by DIRAUX no later than 1 November to be processed for that calendar year. Requests for transfer or disenrollments received after 1 November may be processed in January of the next calendar year. 21 SEP

11 3. Transfer Outside Eighth Western Rivers Region FORMS REQUIRED: Member Transfer Request (ANSC 7056) Change of Member Information Report (ANSC 7028) ROUTING: Member to Current FC (Member must provide new address) Current FC to DIRAUX DIRAUX forwards to DIRAUX of new district New DIRAUX to New FC a. Members desiring to transfer to a flotilla outside the Eighth Western Rivers Region must submit a Form ANSC 7056 through their FC and Form ANSC b. The member's dues must be current at the time the application for transfer is submitted. c. The SO-OP or DCDR designate must take possession of all Coast Guard property and Coast Guard personal protective equipment (PPE) loaned to the member via AF Form 538, Personal Clothing and Equipment Record. AF 538 must be signed by the member. DIRAUX must receive verification from SO-OP or DCDR designate before transfer will be approved. d. Requests for transfers outside the region must be received by DIRAUX no later than 1 November to be processed for that calendar year. Requests for transfer received after 1 November may be processed in January of the next calendar year. 4. Disenrollment Procedures at Member's Request FORMS REQUIRED: Change of Membership Status Form (ANSC 7035) ROUTING: Member to FC FC to DSO-HR DSO-HR to DIRAUX 21 SEP

12 a. A member may request disenrollment (change in status) by submitting Form (ANSC 7035) to their FC and attaching their membership card. The FC mails Form (ANSC 7035) to DSO-HR. Do not submit disenrollments directly to the DIRAUX office. b. Disenrollment date will be the date the request is approved by the DIRAUX. DIRAUX will accept complete and correct disenrollments from the DSO-HR until l November in order to guarantee processing into AUXDATA and removal of the member from the unit rolls. FC is responsible for ensuring AUXDATA roster matches FC s records. The number of active members on the unit rolls per AUXDATA on 1 January determines the unit dues for the current year. c. The SO-OP or DCDR designate must take possession of all Coast Guard property and Coast Guard personal protective equipment (PPE) loaned to the member via AF Form 538, Personal Clothing and Equipment Record. AF 538 must be signed by the member. d. Disenrollments must be received by DIRAUX no later than 1 November to be processed for that calendar year. Transfers or disenrollments received after 1 November may be processed in January of the next calendar year. 5. Disenrollments for Non-Payment of Dues FORMS REQUIRED: Change of Membership Status Form (ANSC 7035) ROUTING: FC to DSO-HR DSO-HR to DIRAUX a. The unit appendix to the standing rules sets the date by which dues must be paid. b. All dues billing should be in writing and the member should be allowed at least 30 days in which to pay. c. If the dues are not paid by the due date, the FC will complete Section I of the Change of Membership Status Form (ANSC 7035) and forward the form to the member requesting payment within 30 days. The FC should keep a copy of the form. 21 SEP

13 d. If the member does not respond within the 30 days and the FC is unable to contact the member, the FC will note on the form that all efforts to contact the member have failed and forward the form to the DSO-HR. e. If the member pays the dues within the prescribed period, no further action will be taken on the disenrollment. f. The SO-OP or DCDR designate must take possession of all Coast Guard property and Coast Guard personal protective equipment (PPE) loaned to the member via AF Form 538, Personal Clothing and Equipment Record. AF 538 must be signed by the member. g. Disenrollments (other than for member's death) must be received by DIRAUX no later than 1 November to be processed in that calendar year. Transfers or disenrollments received after 1 November may be processed in January of the next calendar year. 6. Administrative Disenrollment (For Cause) a. No member of the Auxiliary may disenroll another member. b. An Elected Officer shall notify the District Commodore and the Director in writing, via the chain of leadership and management, of a recommendation to commence formal disciplinary action. c. Only the director can disenroll a member for cause. See the Auxiliary Manual, COMDTINST M (series), under the section for Disenrollment for Cause for detailed information. 7. Retired Status FORMS REQUIRED: Change of Membership Status (ANSC 7035) ROUTING: Member to FC FC to DSO-HR DSO-HR to DIRAUX a. The member will forward a Change of Membership Status Form (ANSC 7035) to the FC, stating the member desires to take retired status. b. Retired membership is designed to recognize the continuous significant contributions of those members who no longer desire or are 21 SEP

14 no longer able to participate in authorized activities. intended for all members. It is not c. An Auxiliarist must have been a member for at least 15 years to qualify for retired status. d. Privileges of retired membership are outlined in the Auxiliary Manual, COMDTINST M (series) within the Membership chapter, in the Membership Accession section under the subsection Retired Status. e. Retired membership will be recognized by a suitable certificate. DIRAUX will forward retirement pin, letter, and certificate to the member. f. A retired member may apply for reenrollment in their former membership category as prescribed in section I.1. below. g. FC must take possession of all Coast Guard property and Coast Guard personal protective equipment (PPE) loaned to the member via AF Form 538, Personal Clothing and Equipment Record. AF 538 must be signed by the member. h. Requests for retirement must be received by DIRAUX no later than 1 November to be processed for that calendar year. Retirements received after 1 November may be processed in January of the next calendar year. 8. Deceased Members FORMS REQUIRED: Change of Membership Status (ANSC 7035) ROUTING: FC to DSO-HR (copy to SO-HR) DSO-HR to DIRAUX a. Deaths must be reported immediately to DIRAUX by the most expeditious means. All members will be instructed to advise their FC immediately whenever they become aware of the death of an active or retired member. The FC is responsible for notifying DIRAUX then following up with the submission of change of membership status form. b. No formal action will take place until the Change of Membership Status Form is received in the DIRAUX. Section III must be 21 SEP

15 completed with name and address of next of kin so a sympathy letter can be prepared and sent to the family. c. If there is a death of a member and they have 15 years or more of service, the next of kin will be presented a retirement letter, pin, and certificate. This is retroactive to 1 January Re-enrollment Procedures FORMS REQUIRED: Enrollment Package: Auxiliary Enrollment Application (ANSC 7001) Applicant s check for Flotilla, Division, District, and National Dues PSI Package (Not required if member previously had favorable OS or DO determination): Applicant Fingerprint Cards ( FD-258) (2 Originals) ROUTING: FC signs application in blue ink FC sends applicant s check to FSO-FN FSO-FN issues check to SO-FN for Division dues FSO-FN issues check to FC, payable to Eighth Western Rivers Region, for District & National dues FC sends enrollment package and PSI package along with check for District & National dues to DIRAUX DIRAUX sends copy of Enrollment Application with District & National dues to DSO-FN DIRAUX enters enrollment information into AUXDATA at which time EMPLID and Applicant Status (AP) are assigned DIRAUX verifies, logs, and forwards PSI to SECCEN a. Former auxiliarists may be considered for re-enrollment provided they were not disenrolled as a result of disciplinary action or unfavorable PSI determination. Any previous unpaid dues must be reimbursed. b. Upon receiving the Auxiliary enrollment application, the FSO-HR will process in the same fashion as for a new member. This includes the submission of a PSI package if one was not previously submitted. 21 SEP

16 c. A re-enrolling member is not required to repeat the orientation process. However, to participate in authorized Auxiliary programs, these members must meet all current qualification requirements. d. Between December 1st and 31st of each year, FC inquiries on enrollments shall be made by phone or to the DSO-HR, not the DIRAUX. 10. ID Card Procedures FORMS REQUIRED: ID request form available on the 8WR Website: ROUTING: form and picture directly from member to rhonda.k.dupras@uscg.mil. a. Take a picture with a red background, save in JPEG format, and crop square (head and shoulders only). Auxiliarists shall be uncovered (no hat or other headgear) and in Coast Guard uniform or Auxiliary Blue Blazer outfit with red background. b. the picture and the ID request form to rhonda.k.dupras@uscg.mil. Send both together. c. All pictures must be ed. Hard copies will not be accepted. d. Save the picture file name as the member s last name and first initial. e. Make sure the ID request form is completely filled out. 21 SEP

17 B. Finance 1. Property Accountability FORMS REQUIRED: Unit Financial Report (ANSC 7025) With Supporting Documentation ROUTING: FC sends copy to DCDR (for Flotilla Material) before 31 Jan. DCDR sends copy to District Audit Chair Person before 20 Feb. District Audit Chair Person will maintain records of units that have submitted their report and will forward to Director before 1 March. a. An annual inventory of all Coast Guard property and equipment that is in the custody of each unit shall be conducted during January each year. An inventory shall also be conducted with any change of the elected unit leader and/or unit materials officer. The reverse side of the Unit Financial Report (ANSC 7025) should be used. i. List all Coast Guard equipment that is in the custody of each unit. ii. Complete the Unit Inventory Report portion of the form. b. The outgoing elected officer shall prepare the report and, after a physical inventory is conducted, both officers, and the Materials Officer will sign the report. Any discrepancies shall be noted on the report or additional sheets attached to the report. The flotilla report should be submitted to the DCDR so that it is received on or before 31 January and the Division report along with the cumulative flotilla reports should be submitted to the Audit Chair so that it is received on or before 20 February of each year. c. Elected officers shall contact the Director regarding disposal of all items on the inventory list that are no longer of use to the flotilla. 21 SEP

18 d. If there is no property to be reported this must be stated on the report and all appropriate signatures must be included to be considered complete. 2. Financial Accountability FORMS REQUIRED: Unit Financial Report (ANSC 7025) With Supporting Documentation ROUTING: FC sends copy to DCDR (for Flotilla Material) before 31 Jan. DCDR sends copy to District Audit Chair Person before 20 Feb. District Audit Chair Person will maintain records of units that have submitted their report and will forward to Director before 1 March. a. Financial accountability is the responsibility of every elected officer and every finance officer. b. DCDR s and FC s of every unit must submit a complete annual financial report on the form entitled, Financial Reporting of the Auxiliary Unit (ANSC 7025). This report will be based on a calendar year (January through December). A complete form includes all appropriate signatures needed. c. Appropriate signatures are needed on all reports. If an officer is being relieved both the relief officer and the incoming officer must sign the report for the report to be considered complete. d. Annual reports for the Flotilla are due to the DCDR on or before 31 January for the previous year. e. Annual reports for the Division along with the cumulative Flotilla reports are due to the District Audit Chair on or before 20 February for the previous year. f. When there is a mid-year change in an Elected Officer (FC, FVC, DCDR or DVCDR) or the unit Finance Officer (FSO-FN or SO-FN) a relief report must be completed within 20 days. The relief report must be sent up the chain for review in the same manner as an annual report. The complete process shall not take more than 45 days. 21 SEP

19 g. If a relief officer believes that there are irregularities that cannot be solved or explained, the issue should be reported to the DCO through the appropriate chain of leadership and management. 3. Gifts and Donations a. Solicited Gifts and Donations i. When a unit actively solicits gifts or donations this solicitation must be done in accordance with the AUXMAN. However, prior to the solicitation the unit must have prior written approval and concurrence from both the DCO and Director. This request must be sent through the appropriate chain of leadership and management and shall be sent in a manner allowing appropriate response time from the DCO and Director. The DCO and Director will perform a prohibited source determination in accordance with Appendix E of the AUXMAN. b. Unsolicited Gifts and Donations i. An auxiliarist may not directly accept an unsolicited gift or donation. In accordance with the AUXMAN the auxiliarist through, the appropriate chain of leadership and management, must obtain at the minimum, approval from the DCO to accept the gift or donation after a prohibited source determination is performed in accordance with Appendix E of the AUXMAN. c. In accordance with the AUXMAN any gift or donation received without compliance of established procedures must be returned. C. Public Affairs 1. Boat Show Participation a. Contracts for all exhibits, whether or not there is a charge, must be reviewed by DSO-LP or designated ADSO-LP prior to signing. No 21 SEP

20 Auxiliarist has the authority to sign a contract until it has received legal review. Contracts must clearly identify the Auxiliary unit that is involved. After legal review, the contract may be signed by the unit's senior elected officer. b. Only one Auxiliary exhibit is permitted at each event. Elected officers of local units with conflicting desires to staff their own exhibit should mutually resolve the conflict or refer their conflict to the next Auxiliary level for resolution. Competitive exhibits are prohibited. Whether an exhibit is shared or rotated through local units, all scheduled offerings from all local units will be advertised. Our service is to the public, not personal interests. c. The senior elected officer responsible for the exhibit shall prescribe the proper uniform. Members assigned to staff these events are expected to conduct themselves in an exemplary manner. d. Negative or politically motivated comments to the public or within public earshot concerning other boating or law enforcement agency efforts, legislation, Coast Guard policies, or other interests at the event will not be tolerated. Our job is to promote boating safety through education, vessel safety checks, and membership in the Auxiliary. 2. Historian Responsibilities a. The position of Historian is only authorized at the National and District levels. The Historian position at National level is assigned to the Department of Public Affairs; the symbol is DVC-AH. As District Historian, the symbol is designated as ADSO-PAH, and for administrative purposes is also assigned to the District Staff Officer - Public Affairs. Even though the Division organizational structure does not recognize the Historian as an official Division Staff Officer, it is permissible to appoint such a position to oversee the collection of historical information and to create a document reflecting the history of the Division and its Flotillas. At this point, we can only encourage the appointment of a Division Historian who will become the focal point for developing the history of the Division and will assist the functions of the District Historian. b. History will help us reassess the values used to weigh achievements, methods, and decisions. One of the many (and most important) chores of any historian is to attempt to create order out of chaos by collecting materials relative to the organizational history, cataloging them into useful records, and seeing to it they are preserved in safe archives for the use of future generations to review. 21 SEP

21 c. Auxiliary archives are sent and maintained at the J. Y. Joyner Library at the East Carolina University, Greenville, NC Once a year, Districts send historical data to this address during an assigned month. Division Commanders should alert their individual units to send historical data to the District Historian for screening in sufficient time to meet the deadlines imposed. D. Materials 1. Auxiliary National Supply Center (ANSC) a. ANSC supplies administrative materials relating to the operation of an Auxiliary unit. Only FC, FSO-MA, DCDR, SO-MA, DCO, District EXCOM, and DSO-MA may place orders with ANSC. ANSC-supplied order forms specify a maximum order quantity. Written justification must accompany requests for more than the maximum. All AUXDATA forms, Auxiliary Manuals, etc. are ordered from ANSC. b. Operational Specialty Course tests should be requested on ANSC 7020 to ANSC. E. Publications 1. Newsletters a. Newsletters are one of the best means of communications to individual members within the Auxiliary and some of the best glue to hold a Flotilla/Division together. Each Flotilla and Division is encouraged to produce a newsletter for their members. General guidelines for newsletters are provided in the Publications Guide (ANSC 5012). Guidelines for mailing newsletters are provided in the Mailing Guide (ANSC 5021). b. The Coast Guard authorizes the use of Official Mail Stamps for all approved newsletters. The DIRAUX is responsible for monitoring and approving all unit newsletters. The responsibility may be delegated to the DSO-PB in writing and can be renewed annually beginning on 1 January. If DIRAUX delegates authority to the DSO-PB, then the DSO-PB may delegate the responsibility for division newsletters to the SO-PB in writing and will be renewed annually beginning on 1 January. The SO-PB (or DCDR appointee if no PB officer was 21 SEP

22 appointed) will approve all Flotilla Newsletters. Newsletters is contingent upon the following guidelines: Approval for i. Comply with all provisions of Chapter 5 of the Auxiliary Manual, COMDTINST M (series). ii. Newsletters may not contain: Commercial or private advertising Endorsement for any products or services Personal political opinions or political material from any organization outside the Auxiliary Solicitations for communications with other government agencies Any material which may degrade the professional image or reputation of the Auxiliary or Coast Guard Offensive material, particularly of a sexual, racial, or libelous nature Plagiarized copyrighted material without proper consent iii. A copy is sent prior to publication to the ADSO-PB Mentor (designated by Division) for Division Newsletters and SO-PB for Flotilla Newsletters or ADSO-PB Mentor if there is no SO- PB for approval prior to distribution. c. The District newsletter contest is held annually prior to the Awards Business Meeting. The rules for the contest are set forth in the Eighth Western Rivers U. S. Coast Guard Auxiliary Officers & District Policies Guide. The DSO-PB is responsible for the conduct of the judging. The requirements for submittal and mailing address will be published in Western Rivers or by . District contest winner names will be submitted by the DSO-PB to the National Officer coordinating the National contest. The actual newsletters will be transmitted by the DSO-PB. National contest rules and instructions usually appear in the Navigator. F. AUXDATA 1. General a. AUXDATA is a Windows-based data capturing system. It is a key tool for the US Coast Guard and the Auxiliary to measure activity levels and contributions to recreational boating safety. It is also our principal tool in tracking member status, dues payment, qualifications, and activities leading to individual awards. AUXDATA reports are only as good as the information submitted. Each member 21 SEP

23 should report only activities for which they are qualified. DIRAUX, District Staff Officer Information Services (DSO-IS), and SO-IS should refer to the AUXDATA User Guide for data capture instructions. All Auxiliarists have a pre-set user name and password and can update the majority of their personal information in AUXDATA and update their patriot readiness and emergency contact information. Auxiliarists are encouraged to view their records for accuracy. Refer to the District 8WR AUXDATA Web Page for further instruction at: b. AUXINFO contains all of the Auxiliary s vital information for member demographics, member activities, unit activities, member competencies, tasks, member professional development, and overall program accomplishments. It is the management tool unit elected and staff officers should use to monitor progress within the Auxiliary and for members to verify their activities have been credited. All members can refer to the AUXINFO User Guide for instructions. c. A routing of each AUXDATA report is included in this chapter. The list of AUXDATA forms can be found on the National Auxiliary web page at: A list of 8WR forms can be found on the 8WR web page at: Eighth Western Rivers Region Website d. To ensure conformity, use either the report number or report title when referring to AUXDATA reporting forms. Slang, obsolete, or abbreviated form titles lead to confusion. i. AUXDATA forms routing was established by DIRAUX based upon input from EXCOM. Although not set in stone, any changes to the routing must thoroughly justify why the report is needed and why another report does not give the information. Special non-recurring requests for a particular report may also be routed through the Chain of Leadership and Management. Elected officers through FC to DCDR to DCAPT to DCO to DIRAUX. Staff officers through FSO to SO to DSO to DCOS to DIRAUX. ii. On a routine basis, the FSO-IS should provide AUXDATA and AUXINFO reports to the membership. Members should review reports such as the Member Roster and Unit Training Status Report found in AUXDATA. Members should also review reports such as the AUXDATA Member Activities, 21 SEP

24 AUXDATA Unit Activities, and AUXDATA Competencies and Tasks reports found in AUXINFO at their flotilla meetings to verify their qualifications and other pertinent data. All members have the option of going directly to AUXINFO web page at and viewing national, district, division, flotilla, and individual information. Further AUXINFO assistance can be obtained from the AUXINFO Users Guide located on the 8WR web page. 2. AUXDATA Input a. Eighth Western Rivers Region IS officers are responsible for entering data into AUXDATA. IS data entry procedures are provided in the AUXDATA User Guide located on the 8WR web page at b. The FSO-IS is responsible for assisting members with completing forms properly, checking for errors, verifying member currency in programs for which all members are qualified, and maintaining a record of flotilla activities. c. SO-IS should notify the appropriate FSO-IS if a member's data is incorrect or any member has a lack of qualifications or currency. The FSO-IS will then verify the level of member qualifications and work with the SO-IS to either correct the member qualification record in AUXDATA or ensure the member is not assigned to duty for which they are not qualified. a. Internal routing of AUXDATA forms within the flotilla/division shall be as directed by the Division Board. In most cases, forms are routed from Member to appropriate IS officer for data entry, appropriate IS will maintain for record keeping. b. Some information must be input by DIRAUX such as facility status, qualifications, enrollments, disenrollments, and changes in member status. Please refer to Section F for proper routing. 3. Individual Members a. INTEGRITY ALWAYS BEGINS AND ENDS WITH THE INDIVIDUAL AUXILIARIST. Honest reporting cannot be legislated by DIRAUX or elected officers of the Auxiliary. An ambitious cheater can always find a way to game any system. However, questionable forms may be returned for an explanation or justification. Peer pressure is an important ingredient for enforcing individual integrity. Dishonest credit for an activity is easily recognized by peers and is readily dismissed as worthless. 21 SEP

25 b. More important than the integrity issue is ensuring honest members get the honest credit for themselves and their flotilla that they serve. The only way to accomplish this is for individuals to be sure their missions are recorded on the Mission Activity Report (ANSC 7030) or Member Activity Log (ANSC 7029) and submitted immediately after completing an activity. They should then check reports to ensure the credit is recorded. Forms should be in the hands of their SO-IS no later than two weeks after the activity. Individual members are responsible for insuring the lead person on the Mission Activity Report (ANSC 7030) form has included them as crew (patrol) or aide (PE or MT) as appropriate. All members participating in a group mission are encouraged to complete all necessary forms for that mission at the end of the mission. Flotilla Commanders, with the aid of the FSO-IS, should make special efforts to ensure that all members are receiving credit for all the activities to which they are entitled. Also, the lead person will have difficulty getting credit for some missions where an assist person is required if not listed on the Mission Activity Report form (crew on patrol). 4. Unit IS Officers a. Each IS officer from the Flotilla, Division to District has a special part to play in making AUXDATA work and in making certain that the full spectrum of member and flotilla/division activities are credited. Listed below are brief descriptions of how each level should perform. Elected officers should carefully consider the qualifications, ability, and desire of their IS officer appointments. All information officers, regardless of level, are tasked with training their members. IS officers are strongly encouraged to routinely conduct training on form preparation, information flow, how to use AUXDATA reports, etc. i. FSO-IS: The FSO-IS is the main link to bring the individual member s data into the AUXDATA system. They should assist members, other staff officers, and elected officers with filling out the AUXDATA forms. The FSO-IS is responsible for reporting flotilla activities to the members on a monthly basis. The FSO-IS should also report to the other flotilla staff officers what is happening in their area of responsibility (i.e. number of VSCs reported, count and hours of patrols performed, etc.). ii. SO-IS: SO-IS: The SO-IS is the vital link to ensure AUXDATA reflects proper credit and correct information. The SO-IS ensures each FSO-IS receives proper training, supervision, and instruction to perform their duties. The SO- IS will generate and submit flotilla reports to the FSO-IS each month. iii. DSO-IS: The DSO-IS oversees the region's information gathering and reporting system. The DSO-IS is the main consultant and problem solver for all other IS officers. The DSO-IS ensures all IS officers receive proper training, supervision, and instruction to perform their duties. The DSO- 21 SEP

26 iv. IS gives technical advice and training to SO-IS when needed. The DSO-IS consults with SO-IS when requested in order to solve unique AUXDATA entry issues. ADSO-IS: The Assistant District Staff Officer - Information Services (ADSO-IS) assists the DSO-IS whenever requested. The ADSO-IS is responsible for assisting all SO-IS in their respective area. The ADSO-IS in the DIRAUX office works with DSO-IS and other ADSO-IS in solving qualification issues. v. DIRAUX: Enters discrete data (enrollments, disenrollments, facility data, etc.). 5. Reporting Deadlines a. Member-generated forms should be in the hands of the applicable IS officer within two weeks after the reported activity. Stockpiling forms until the end of the month or end of the year is a risky practice, which may result in loss of credit. Ensuring timely submission of complete and accurate forms at the flotilla level will ensure full credit is given at the end of the year and appropriate recognition and service awards can be given. 6. AUXDATA Forms a. Use the latest or current version of all AUXDATA forms. Every form has a revision date shown by the form number. Downloading a form from the national or district web site will always insure the most current version. There is updated, pertinent information on the newer forms that must be completed for the mission to be entered properly into the system. b. All members must complete a new Change of Member Information (ANSC 7028) form or via the member information change request function in AuxDirectory whenever there is a change in their personal profile information. c. The list of AUXDATA generated forms and what they are used for can be found on the National and District Forms Web Site. Since forms are periodically updated, check the national and district forms web sites or with your IS officer for the latest revision. National site: District site: d. Do not mail any of the forms listed below to the Director's Office unless specified to do so. This will delay getting your missions into AUXDATA. The applicable IS officer is the Point of Contact (POC) for input into AUXDATA. 21 SEP

27 e. Routing of AUXDATA report forms for Eighth Western Rivers can be found on the District web-site: f. All other versions of the distribution lists are obsolete and should not be used. g. Coast Guard Districts have the prerogative to deviate from the standard forms and incorporate information specific or unique to their needs as well as develop forms of their own. Eighth Western Rivers specific forms can be found on the bottom of the District web site: 21 SEP

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29 Chapter 3 Response A. Facilities 1. Vessel Facility Inspection & Offer for Use FORMS REQUIRED: Vessel Facility Inspection and Offer of Use, (ANSC 7003) including JPEG of vessel. Vessel Facility Inspection Check-off Sheet, (Reverse of ANSC 7003) ROUTING: ANSC 7003 Completed by Member and Vessel Examiner Member sends completed ANSC 7003 to DIRAUX DIRAUX accepts as a facility and sends: Copy of accepted ANSC 7003 to DSO-IS Copy of accepted ANSC 7003 to SO-OP Copy of accepted ANSC 7003 to the member Original ANSC 7003 is filed in member s file a. Only a certified Vessel Examiner (VE) may conduct vessel facility inspections. A vessel examiner cannot waive any item without OTO approval. Currently, tide tables are the only items waived. b. For annual inspections, all sections shall be completed. Annual facility inspections are good for one year from the date they are accepted by DIRAUX. It is highly recommended that a facility inspection be completed by June 1 st. The facility owner is responsible for tracking the inspection due date so that their facility s inspection does not expire. c. A vessel becomes a facility when accepted by DIRAUX. Vessels not accepted are not eligible for patrol orders. DIRAUX will make the AUXDATA entry after vessel is accepted. This will normally be reflected in Patrol Order Management System (POMS) within 24 hours. 21 SEP

30 d. Vessels used for commercial assistance activities may not be accepted as a facility. e. All operational vessel facilities will be assigned a six-digit facility Identification Number by the DSO-IS in lieu of using the vessel name. The ID numbering system for vessel facilities will consist of six (6) numbers: i. Digit 1 & 2 = Vessel Length; ii. Digit 3 = Propulsion (1-Outboard, 2-I/O, 3-Inboard, 4-Sail, 5- water jet) iii. Digit 4 & 5 = Auxiliary Division; iv. Digits 6 & 7 = Unique Identifier f. The member may keep their assigned number for as long as they maintain a facility, changing the first three digits if the length of the vessel or propulsion changes. This will make it easier for members to remember their vessel ID number and for those they patrol with to learn them as well. g. Upon acceptance of the facility a copy of the ANSC 7003 along with a letter will be ed directly to the member with a copy to the SO- OP. For initial offers for use a decal, letter, and copy of the ANSC 7003 will be mailed to the member. If the offer for use is a reinspection, a new decal will not be issued unless specifically requested by the member. If a corporation owns the vessel, a corporate resolution authorizing its offer for use must accompany the ANSC 7003 and be submitted annually. h. Operation of an Auxiliary Facility by a Non-Owner, Section VIII of ANSC 7003, shall be completed for any coxswain an owner authorizes to operate the vessel whether the owner is or is not on board with each coxswain specifically listed instead of using the word All or Any. Separate sheets may be attached if more room is needed. i. All vessels being inspected and offered for use must have a digital picture taken for incorporation into POMS. The Division SO-OP or designee is responsible for entering the facility picture in POMS. On State registered vessels the picture should clearly show the registration numbers and one side of the boat. On documented vessels the picture should be taken at a ¾ shot showing the transom and side of the vessel. The JPEG document needs to be named with the boat registration or documentation numbers (i.e., MN1234AB.jpg). This will be only a one-time requirement for each vessel. If you do not have access to a digital camera, please engage your chain of leadership and one will be found for you to use. 21 SEP

31 j. The vessel examiner must also pen in the margin of the 7003 form that a printed copy of the Damage Claims policy is on board the vessel. This is an annual requirement. This is what the annual inspection is about, making sure that everything that was there in the past is indeed still there. k. When a VE is examining an airboat for being a facility, item number 22 on the ANSC-7003 will be considered to be N/A. Airboats will not be doing any stern tows. l. The Vessel Examiner shall ensure that Operational Facilities not only meet the proper carriage requirements but all equipment subject to wear such as life jackets, tow lines, bridles, and docking lines be carefully examined before approving the facility. 2. Radio Facilities FORMS REQUIRED: Radio Facility Inspection and Offer for Use Form, ANSC 7004 ROUTING: Member sends completed ANSC 7004 to the DSO-CM DSO-CM validates information provided and sends to DIRAUX. DIRAUX accepts as a facility and sends: Copy of accepted ANSC 7004 to DSO-IS Copy of accepted ANSC 7004 to DSO-CM Copy of accepted ANSC 7004 to member Original ANSC 7004 is filed in member s file a. Only a flotilla, division, district, or national communications staff officer who has successfully completed the requisite Auxiliary communications inspection qualification (AUXCOM prior to 1 August 2008 or TCO thereafter) or a member completing such qualification and specially designated by the Director (and recognized in AUXDATA) may conduct an inspection. b. The member will forward the form to DSO-CM who will review the ANSC 7004 and send the form to DIRAUX with the review findings, as appropriate. If a significant problem exists with the information provided on the 7004 form, then the DSO-CM will return the form to the member for revision. 09 MAR

32 c. DIRAUX will provide the final review of the ANSC 7004 and add the facility ID. The ID numbering system for radio facilities will consist of seven (7) digits: i. Digit 1; N = Coast Guard ii. Digit 2; F = Fixed facility or M = mobile facility iii. Digits 3 & 4; 8W (Eighth Western) iv. Digit 5; Division as coded alphabetically; e.g. Div. 1 = A; v. Digit 6 & 7 = Unique Identifier DIRAUX will also assign the facility call sign: vi. vii. Digits 1 & 2 = Division Digits 3 & 4 = Unique Identifier For example, Division 30 s first mobile facility would be designated, Auxiliary Mobile d. DIRAUX will verify that the member has completed the communications specialty course (or approved alternate), has a favorable clearance, and will then sign the acceptance of offer for use. The approved form and decal will be returned to the member, with a copy of the form to the SO-CM. e. Vessels are not Radio Facilities. A member that conforms to item A above shall conduct all inspections of radio facilities. Members may not inspect their own radio facility or those owned by members of their immediate family. f. Radio facility inspections are valid for a period of three years and expire on 31 Dec. of the third year. Radio serial numbers are a desirable added entry and may be placed in section II under make and model of the radio. Communications laws and rules are constantly changing. In response to such changes DIRAUX or the DSO-CM may request a new facility inspection before the end of the three-year cycle. A new inspection may also be ordered by DIRAUX at any time for cause. g. Land mobile owners must carry a copy of their approved Radio Facility Inspection and Offer for Use Form (CG-2736A/ANSC-7004) in the vehicle. The Inspection Form lists the basic radio unit as well as any supporting equipment. Carrying the approved form, along with the facility decal and the Auxiliarist s ID card, should satisfy any enforcement agency query as to why the equipment is in a vehicle (or being carried) and the purpose. 21 SEP