TABLE OF CONTENTS. INTRODUCTION... ii 1 CHAPTER I THE ELECTED OFFICER CHAPTER II FLOTILLA PERSONNEL SERVICES PROGRAM CHAPTER III RECRUITING MEMBERS

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1 TABLE OF CONTENTS INTRODUCTION.... ii 1 CHAPTER I THE ELECTED OFFICER A. The Role of the Elected Officer B. Responsibilities of Elected Officers C. Duties and Characteristics of a Successful Leader D. Civil Rights CHAPTER II FLOTILLA PERSONNEL SERVICES PROGRAM A. General B. Selection of the FSO PS C. The General Duties of the FSO PS D. Specific Duties of the FSO-PS E. Recruitment Planning CHAPTER III RECRUITING MEMBERS A. The of Recruiting B. Recruiting in the Classroom C. Recruiting on the Docks D. Recruiting from Non-Traditional Sources E. How to Form and Use a Recruitment Team F. Additional Recruiting Sources G. The Follow-up Phone Call H. The Why and How of Recruiting at the Division Level CHAPTER IV QUALIFYING NEW MEMBERS A. General B. Eligibility for Membership C. Prospective Members D. New Member Training Process E. Enrollment Package F. Member Involvement Plan G. Re-Enrollment of Former Members H. Transfers CHAPTER V NEW MEMBERS A. Becoming a Member B. New Member Packet C. The Mentor System D. The Role of Member Training E. New Member Seminar F. New Member Survey G. The Solution to Retention is the Involvement of New Members i-1

2 (CHAPTER VI MEMBER RETENTION A. General B. Some Indicators of Flotilla Health C. The FSO PS Can Help to Keep Morale High D. The FSO PS Promotes Flotilla Hospitality E. The Personnel Officer is the Coordinator of the Retention Team CHAPTER VII CHANGES IN MEMBERSHIP STATUS A. Auxiliary Manual B. Forms C. Changes in Membership CHAPTER VIII THE DIVISION PERSONNEL PROGRAM A. General B. General Duties of the SO-PS C. Specific Duties of the SO-PS CHAPTER IX THE DISTRICT PERSONNEL PROGRAM A. General B. Assistant District Staff Officers C. General Duties of the DSO-PS D. Specific Duties of the DSO-PS CHAPTER X THE NATIONAL DEPARTMENT OF PERSONNEL A. General B. Organization C. General Functions of the Divisions ENCLOSURES (1) Membership Forms... E 1 1 (2) Prologue and Pledge for New Members... E 2 1 (3) New Member Questionnaire... E 3 1 (4) Annual Membership Survey... E 4 1 (5) Questionnaire for Disenrolled Members... E 5 1 (6) Personnel Services and Fellowship... E 6 1 (7) Public Affairs and Recruiting... E 7 1 (8) Public Education and Recruiting... E 8 1 (9) Vessel Safety Checks and Recruiting... E 9 1 (10) Operations and Recruiting/Retention... E 10 1 (11) Career Counselors and Recruiting... E 11 1 (12) Member Training and Recruiting/Retention... E 12 1 (13) Forming a New Detachment/Flotilla... E 13 1 (14) AUXOP Course Flyers... E-14-1 i 2

3 INTRODUCTION A. Every United States Coast Guard Auxiliarist has a responsibility for recruiting and retaining members. The elected officers and those specifically appointed as Personnel Services Staff Officers have a more acute level of responsibility. B. The Personnel Services Staff Officer has one of the more important jobs in the Auxiliary. It is a job that requires close coordination with the elected leaders and other unit staff officers, Personnel Officers at other levels, and with all members of the unit. Personnel Officers are responsible for planning, coordinating, and overseeing the execution of all unit programs designed to recruit new members. Furthermore, they monitor and foster the morale of the unit as a whole, as well as each individual member. In accomplishing this mission, they act as a salesperson, morale officer to the members, trusted advisor to the elected officers and staff and a true people-oriented officer. C. A well-organized program implemented at all levels constitutes only a part of the total recruiting and retention effort. 1. Flotillas, divisions and districts must prepare meaningful agendas and programs in which all members can become actively involved. These programs should be structured to include a well-organized member training program. 2. Members should be encouraged to become involved in advanced levels available to them, such as: instructor, vessel examiner, operations and speciality courses. Such training will properly prepare them to cope with many tasks required to provide the necessary level of support for Auxiliary and U. S. Coast Guard programs. D. A well-prepared agenda,for newly recruited Auxiliarists who can become actively involved, will enhance recruiting and retention programs. A unit with well organized and well managed programs, which address members needs and satisfaction, will soon discover high levels of productivity. The results will be rewarding to all. E. This Guide identifies those elected and staff functions that impact directly upon recruiting and retention. It also highlights those elements of leadership and administration which play a key role in growth and retention. This Guide contains techniques, ideas, procedures and examples that have been used with success in the past by Personnel Services Staff Officers and members throughout the Auxiliary. G. This publication has good suggestions for all of us for, in reality, WE ARE ALL PERSONNEL SERVICES OFFICERS! i i 1

4 RECRUITING AND RETAINING MEMBERS IS JOB ONE... THE KEY TO SUCCESS IS INVOLVEMENT! i i 2

5 CHAPTER I THE ELECTED OFFICER A. THE ROLE OF THE ELECTED OFFICER. 1. Duties and responsibilities of Auxiliary elected officers include the high priority task of supporting and supervising membership recruiting and retention. A high degree of membership strength and vitality is the key to success or failure in fulfilling the Auxiliary s responsibilities. One of the determining factors of strength and vitality in any organization is the quality of its leadership. 2. Elected officers serve as role models, whether they realize it or not. What an elected leader does or does not do is soon reflected in membership attitudes and performance. A positive and pleasant demeanor is the key. B. RESPONSIBILITIES OF ELECTED OFFICERS. 1. The primary responsibility of every elected officer is to ensure an active and effective program for recruiting and retention is implemented within the organization. 2. This program must take into account that recruiting new members is not merely the responsibility of a few elected and appointed officers. It must include a concentrated effort by each and every member. The work is done by the volunteer members of the Auxiliary. Leaders have no authority to command. They can only encourage, guide, assist, lead and motivate members. C. DUTIES AND CHARACTERISTICS OF A SUCCESSFUL LEADER. A SUCCESSFUL LEADER: 1. Uses the authority wisely by allowing differences of opinion and new ideas to be considered. 2. Wears the uniform properly and proudly. 3. Provides the membership with the kind of high caliber leadership they expect. 4. Listens to members and staff officers. 5. Delegates staff authority and follows through by supporting the staff s decisions. 6. Puts personal ego to rest. Compliments those who do the job. 7. Remembers that the service the group performs will make the leader look good. 8. Is trustworthy. Never lets the group down. Once lost, confidence is seldom regained. 9. Does not try to personally do it all. Gives others the opportunity of service and inspires them to accomplishment. 10. Leads by example. 11. Knows the strengths and weaknesses of individuals in the group and assigns positions or tasks with those in mind. 12. Finds great joy and reward in helping others to serve. 13. Leads the way with personal and unit training. 1-1

6 D. CIVIL RIGHTS. 1. Elected officers have the primary responsibility for ensuring that the Civil Rights Policy provided below is known and followed in their unit s day-to-day policies, activities and actions. Every member must be aware of the policy and be guided by it in all actions as Auxiliarists. 2. The U. S. Coast Guard Auxiliary is subject to the Civil Rights Act of 1964 and current policies of the Secretary of the Department of Transportation and the Commandant of the Coast Guard relating to equal opportunities. The intent of the Government s Equal Opportunity Program is to encourage that all qualified citizens have an equal opportunity to share in all Federal activities, as well as those activities outside the Federal Government which are subsidized or receive Federal assistance in any manner. The Coast Guard is an organization where members of minority groups are granted equal status to enjoy equal opportunities limited only by their own capabilities and efforts, and the needs of the Coast Guard. No person shall, therefore, on the basis of race, color, religion, sex, age, or national origin be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination in the Coast Guard or Coast Guard Auxiliary. 3. Each Auxiliary district has a Civil Rights Officer, who reports to the Chief Director, to help carry out the Civil Rights Policy. 4. For further information, refer to the Auxiliary Manual (COMDTINST M series), Chapter 7 for complete details.

7 CHAPTER II - FLOTILLA PERSONNEL SERVICES PROGRAM A. GENERAL. 1. The Flotilla Commander (FC) has the overall responsibility for the flotilla s recruiting and retention program. 2. The Flotilla Staff Officer for Personnel Services (FSO PS) provides functional management for the Flotilla Personnel Services Program and is charged with the responsibility of carrying out the flotilla membership mission. 3. Immediate supervision of the FSO PS belongs to the Vice Flotilla Commander (VFC). Full cooperation and support of the FSO PS with and by the VFC is essential. Normally, the FSO PS reports to the VFC; however, it is incumbent on the FSO PS to ensure the Flotilla Commander is kept appraised of the recruiting and retention program and any problems encountered, such as a lack of enrollment materials or signs of member dissatisfaction. 4. Recruiting new members is not merely the responsibility of the Flotilla Commander, Vice Flotilla Commander or Flotilla Staff Officer Personnel Services, but of all members in the flotilla. B. SELECTION OF THE FSO PS. 1. The Flotilla Personnel Officer(FSO PS) is selected and appointed by the Flotilla Commander (FC). 2. Flotilla Commanders should carefully select a person for this position who possesses genuine interest and a vitality for recruiting and retaining members. Additionally, the apointee should have a well-rounded knowledge of the Auxiliary at flotilla level (and preferably higher levels) and be able to assist and answer the questions of prospective and new members. Finally, the Flotilla Commander should seek a person who is energetic, has an outgoing and friendly personality, and is able to work in harmony with other staff officers and members. C. THE GENERAL DUTIES OF THE FSO-PS. 1. Exercise staff responsibility and supervision over all matters regarding the Flotilla recruiting and retention program. Keep all flotilla members informed of any changes or new developments in the program. 2-1

8 C. 2. Develop and implement programs and activities to promote the growth of the Auxiliary and enhance the recruiting of new members. 3. Develop and implement programs and activities designed to retain members. Place emphasis on contacting members who are drifting into inactivity by failing to attend meetings or by not actively participating in at least one of the programs. Look for symptoms of potential dropouts: missed meetings, no Courtesy Marine Examinations (CMEs), Operations (OP), Public Education (PE), administrative or fellowship activity. Contact these members directly and try to underestand the reasons for inactivity. Determine those issues that can be resolved. 4. Maintain a close working relationship with the Division Staff Officer for Personnel Services (SO PS). This will greatly aid in keeping the flotilla Recruitment and Retention Program up to date with programs established at the national, district and division levels. Actively take part in planning and the presentation of workshops, forums, and panel discussions. 5. Attend all meetings of the flotilla staff. Advise the Vice Flotilla Commander when such attendance is not possible. 6. Be fully knowledgeable of regulations pertaining to the proper wearing of the Auxiliary uniform. Know the procedures to purchase uniform items from military and commercial sources. Maintain a file of the current Uniform Procurement Guide. 7. Work with the FC to arrange assignment of a mentor or buddy for new and inactive members. 8.Maintain contact with flotilla members who have retired. Make certain that (if they desire) they are informed of flotilla activities, invited to flotilla social affairs and provided copies of flotilla newsletters. 9. Maintain a file of correspondence and records received from the previous FSO PS and those received during your term of office. Transfer all records, correspondence, and publications dealing with membership to your successor as FSO PS upon conclusion of your term of office. 2-2

9 C 10. Consistently coordinate recruiting and retention activities with other flotilla staff officers. For example : *SR Keep mailing addresses up to date for regular, retired, and prospective members. ideas see Enclosure (8), Public Education and Recruiting. *PE Plan for recruiting new members from the students attending the public education classes. Present the Minute for Membership during each PE class. Arrange and coordinate the presentation of THIS IS THE COAST GUARD AUXIL- IARY video and information pertinent to your flotilla during the course. For more *PA Publicize Auxiliary membership along with boating classes and CME's in newspapers, magazines and on sign boards. Boat shows, open houses, National Safe Boating Week (NSBW) activities and safety booths provide further opportunities to educate the public. For more ideas see Enclosure (7), Public Affairs and Recruiting. *PB Ensure that news articles about the Recruiting and Retention Program are published in the flotilla newsletter and in other publications. Make certain the FSO PB is informed of member achievement to ensure appropriate recognition. *VE Provide the Vessel Examiners and Marine Dealer Visitors with plenty of handout materials on the advantages of joining the Auxiliary. SPECIAL NOTE: all handouts should be stamped or marked with the name, address and phone number of a local Auxiliarist who can provide additional information. For more ideas see Enclosure (9) Vessel Examination and Recruiting. *MT Assist in the training of prospective and current members. Personally encourage, aid and guide prospective members through the new member process and encourage their future participation in advanced training. For more ideas see Enclosure (12) Member Training and Recruitment/Retention *OP --- Emphasize that courtesy, proper wearing of the uniform, and professional conduct play a big part in making the right impression when serving the boating public on our waterways. For more ideas see Enclosure (10) Operations and Recruiting/Retention *CC --- Provide materials on Auxiliary Membership when visiting schools and interviewing AIM candidates. For more ideas see Enclosure (11) Career Counselors and 2-3

10 D. SPECIFIC DUTIES OF THE FSO- PS: 1. Prepare and present a monthly report to flotilla members on activities and progress in membership growth and retention. Inform the membership of future plans regarding the Flotilla Personnel Services Program. Use this opportunity to outline future hopes and aspirations for the PS Program. Report on the status of each prospective member and any prospective members added since the last meeting. Provide a copy of the written report to the Division Staff Officer for Personnel Services (SO PS) as well as the Vice Flotilla Commander (VFC). 2. Before each flotilla meeting, follow up on every prospective member with a telephone call and extend an invitation to the next meeting. The aim is not to annoy the prospective member. It is to let them know that someone in the flotilla is genuinely interested in them and ready to help if needed. Continue these follow-up calls as required until the prospect has become a member. 3. Follow up on every member that missed a flotilla meeting with a phone call during the week following the meeting. See if there was some problem causing the absence that should be known by the flotilla. Make another call to these same members during the week of the next meeting to remind them of the meeting. 4. Present or arrange for the presentation of a recruiting pitch during each Public Education course. (Enclosure (8) for further details) 5. Follow-up on all possible disenrollments. Contact the member involved prior to the Flotilla Commander's final action to disenroll the member. Find out what has caused the proposed action. Provide counsel to the member concerned. For some members retirement or transfer may be more appropriate than disenrollment. Provide the FC with an oral and a written summary of the action taken and results for each case. 6. Follow up on all prospective membership leads from the JOIN THE AUXILIARY postcards (inside the JOIN THE U. S. COAST GUARD AUXILIARY pamphlet), PE classes, boat shows, CME booths, telephone and internet queries, and other sources to ensure that every effort is made to acquire new members. 7. Encourage members to bring prospective members as guests to flotilla meetings and social affairs. 8. Greet visitors and prospective members who come to flotilla meetings and social 2-4

11 D. events and ensure they are properly welcomed and introduced to flotilla members. 9. Furnish the Flotilla Staff Officer Secretary/Records (FSO-SR) with the names, addresses and telephone numbers of new prospective members so that the FSO SR can maintain an ongoing listing of prospective members. 10. Provide advice and assistance to members on the selection of which uniforms and insignia to purchase, especially initial purchases made by new members. Provide assistance with the procedures for obtaining uniform items from both military and commercial sources, to include provision of the necessary forms and referral of the members to the appropriate National Staff Officer that handles hard-to-fit sizes. The Uniform Procurement Guide contains this information. 11. Provide a new member information packet to each new member for facilitiating their timely integration into the flotilla. (see page 5-1) E. RECRUITMENT PLANNING. 1. Recruiting should be a continuous process with a year-round schedule of repetitive tasks designed to increase public awareness of the Auxiliary, its training and opportunities for service. 2. Ongoing activities. a. Place recruitment "ads" in volunteer columns of local newspapers. b. Send recruitment letters and guest speakers to yacht clubs, boating organizations, local airports and community service groups. c. Ask flotilla members to contact friends and acquaintances and explain the various training and service opportunities available to Auxiliary members. 3. Sample Recruitment Calendar. Refer to 2-6 and 2-7 for sample ideas for recruitment planning throughout the year. Supplement these ideas with activities specific to you own flotilla, division, location and climate. 2-5

12 SAMPLE RECRUITMENT PLANNING CALENDAR 1. JANUARY FEBRUARY MARCH. a. Participate in safe boating booths at local boat shows and recruit for new members. b. Assure Auxiliary membership information is presented during Public Education classes. Show THIS IS THE COAST GUARD AUXILIARY video. Invite PE course graduates to the next flotilla meeting. c. Hold planning sessions at Division and Flotilla levels to organize recruiting drives and assign specific tasks. d. Order necessary supplies such as posters and handouts from the Flotilla Staff Officers for Materials (FSO-MA). 2. APRIL MAY JUNE. a. Continue to provide Auxiliary membership information during Public Education classes. Invite PE course graduates to flotilla meetings. b. Coordinate with vessel examiners to ensure that they are handing out JOIN THE AUXILIARY pamphlets and recruiting new members while performing CMEs. c. Arrange all boating safety booths to have recruiting materials and that people are being solicited to join the Auxiliary. Encourage the use of THIS IS THE COAST GUARD AUXILIARY video at booths in shopping malls and at boat shows. d. Coordinate recruiting with Marine Visitation Staff Officers (FSO MV) to provide posters and other recruiting materials to be placed in all boating and marine stores. e. Recruit new members in conjunction with National Safe Boating Week (NSBW) activities. 3. JULY AUGUST SEPTEMBER. a. Recruit boaters and friends who are experienced boat handlers. b. Recruit at various yacht clubs and marinas. Use posters and handouts. c. Vessel examiners recruit in conjunction with CME blitzes, on the dock and any place CMEs are being performed. 2-6

13 d. Secure recruiting pamphlets to be posted at all marine dealers. e. Publicize the Auxiliary and the Flotilla s recruiting drive, using lead articles, news releases and radio/tv spots. f. Set up recruiting in boating safety booths at boat shows and at CME booths. g. Coordinate with the Flotilla Staff Officer for Finance (FSO-FN) with regard to members who have not paid dues. Contact each of these members personally. h. Talk to students in the Public Education (PE) courses during various class. Speak to various boating and community organizations and yacht clubs about the Auxiliary. i. Plan and advertise an open-house at a local Coast Guard station or other central locations to explain the Auxiliary to interested people. 4. OCTOBER NOVEMBER DECEMBER. a. Continue with publicity by advertising and holding an open-house at Coast Guard stations or other central locations. Speak at yacht clubs, marinas and other boating organizations about recruiting members into the Auxiliary. b. Talk to Public Education classes about the Auxiliary. Explain Auxiliary programs in detail, training opportunities and other advantages of membership. Take names and phone numbers of interested people; schedule new member Entry Training class within the next week or so. c. Advertise for experienced boaters to join the Auxiliary. Invite these prospective members to a flotilla meeting. d. Meet with the newly elected officers and appointed staff officer selectees to ensure a smooth transition and maintain progress on continuing plans. e. Present an outline plan of recruiting and retention efforts planned for the forthcoming year as well as a long range, continuous plan. Gain support for participation of the new officers in the Recruitment and Retention Plan. 2-7

14 VOLUNTEERS MAKE A DIFFERENCE... JOIN TEAM COAST GUARD TODAY! FOR MORE INFORMATION CALL: 2-8

15 CHAPTER III - RECRUITING MEMBERS A. THE OF RECRUITING. 1. WHAT ATTRACTS NEW MEMBERS TO THE COAST GUARD AUXILIARY? a. ENTHUSIASM!!! Lively instructors, aides, leaders, boat examiners and flotilla members who show their enthusiasm and pleasure in Auxiliary activities and responsibilities. b. FRIENDLINESS!!! A sincere greeting, smile, handshake and offer of friendship at dockside, in the classroom, at meetings, and at social occasions. c. FUN!!! Everyone is attracted by a fun organization...put the fun back into the Auxiliary. d. BOATING!!! The thrill of using your own boat on Coast Guard patrols and for search and rescue...the chance for on-the-water training...the chance to crew without prohibitive expenses... e. THE LIST GOES ON:... (1) Adventure. (2) Good looking uniform. (3) Escape from the work place. (4) Desire to make good boating friends. (5) Desire for service in non-traditional areas. (6) Desire for better knowledge of seamanship. (7) Chance to combine a hobby with volunteer service. (8) Admiration for quality and professionalism of Auxiliary members. (9) Desire to be associated with the LIFE SAVERS - the Coast Guard. 2. THIS IS WHAT TURNS OFF PROSPECTS: a. NEGLECT...no one seems to care or follow up when a prospect shows interest. b. INCOMPETENCE...the ill-informed, sloppy, unkempt, unfriendly, unprepared instructor, proctor, leader, or member. c. PESSIMISM AND COMPLAINTS...against other members, leaders, the programs, and the Coast Guard. d. CLIQUES AND POWER STRUGGLES...most people have enough of this at work...they want to get away from them. e. OVERWHELMING...the loading down with too many books, forms, regulations, jobs and long, boring meetings. 3. REMEMBER...people join the Auxiliary for their own enjoyment and personal objectives. When they find volunteer service is enjoyable and satisfies their objectives, they will respond as active members in the various Auxiliary programs. 3-1

16 B. RECRUITING IN THE CLASSROOM: A PRIMARY SOURCE OF POTENTIAL MEMBERS. 1. BEFORE CLASS FRIENDLINESS...get on a first-name basis with prospects from boat shows, newspaper ads, CMEs, etc. This ensures that the new students already have a friend waiting for them in the classroom. Encourage use of name tags for students. 2. MAXIMUM SUPPORT...encourage all flotilla members to be present at all classes in uniform and friendly. Show by example what the Auxiliary is. All instructors and aides should show enthusiasm, friendliness (caring), and competence. 3. BEST INSTRUCTOR...use the best instructor or another person (FC, FSO PS, FSO PE) who can make a positive impression to welcome the class and make some very brief comments about what the Auxiliary is all about. A best instructor should also teach the first class; this enhances recruiting and retention of students in the PE class. 4. ENTHUSIASM AND FRIENDLINESS...are the cornerstones for recruiting. This atmosphere must be maintained throughout the class before class, at breaks, and after class. Arrange for time to socialize. Encourage the providing of refreshments during breaks and during the final exams. This is a good opportunity for productive recruiting. 5. COMMITMENT THROUGH ACTIVITY...invite the interested students out to observe flotilla member training (on land, not on-the-water training) or to a social affair, especially when members of the Coast Guard will be present. Commitment to join follows successful interaction with happy, enthusiastic members. Show the prospective member that we have fun with our service. 6. THE LONG TERM VIEW...the prospective or new member should have a long term goal: becoming operationally qualified, being a watchstander, etc. This will enable the member to better understand the knowledge needed to become a fully trained and qualified Auxiliarist. They also will understand what s needed and involved in supporting the flotilla s leadership and programs. Proper orientation about the Auxiliary during the Public Education course can get them on the right road to becoming a productive member. 7. TOO EARLY A START...don t start recruiting too early in the PE class. Students are too busy with other things early in the class. Wait until they feel more comfortable in the boating world and are ready to look for and include new things. 8. PROVIDE WRITTEN AND VERBAL INFORMATION... provide handouts about the Auxiliary, articles on activities, make use of the Minutes for Membership. (see Enclousure (8) for further details) 9. HAPPY ATMOSPHERE IS ESSENTIAL...remember, we are happy in the Auxiliary. We enjoy ourselves and others. We are enthusiastic with what we are doing to help the Coast Guard and the boating public. We want to share this with our new friends. We also have openings for non-boaters with special skills that are needed by the Coast Guard and the Auxiliary. 3-2

17 10. FIRST MEETING WITH STUDENTS...is of great importance. It should be one of courteous, relaxed friendliness, rather than letting our attitude or uniforms give the impression of being anything else but a group of happy boaters meeting prospective new members. PUT THEM AT EASE. We already have their respect, as they came to us for help. We are all boaters nothing else. This is the right beginning. 11. COUPLES...if the boater has a spouse who also enjoys boating, encourage BOTH to participate in Auxiliary activities. There is no distinction between male and female involvement in the Auxiliary. 12. FAMILY...young adults, age 17 or older, make great Auxiliarists. Point out to parents the value of gaining increased boating knowledge while providing service to the nation. Let them understand that the Auxiliary can build character by promoting and fostering personal traits, such as, initiative and responsibility. 13. A PICTURE IS WORTH A THOUSAND WORDS. a. What student isn t stirred by a colorful slide or video presentation showing Auxiliarists doing search and rescue at sea, teaching navigation in the classroom, advising boaters on safety measures, enjoying good fellowship, and always looking professional in those uniforms! b. A typed narration and music may be added to the Auxiliary slide presentation, if desired. Pictures of the flotilla s instructors on SAR duty have a great personal appeal to most students. Well-done video tape of local operational activities or onthe-water training can also be used with great success. c. All divisions should have a copy of the new THIS IS THE COAST GUARD AUXILIARY, an eight and one half minute video-tape (VHS) and TEAM COAST GUARD, a fifteen minute video. These videos are excellent for PE classes, safe boating booths at shopping malls and boat shows, and during public appearances at local clubs and organizations. 14. OTHER COURSES...recruiting in the Basic Coastal Navigation (BCN) and Advanced Coastal Navigation (ACN) classes. Students in these classes are primarily interested in becoming better qualified. As such, they are much more receptive to the idea of joining the Auxiliary. Boat Crew Qualification, our Specialty Courses, the hands-on training in Member Training, and actual operational activities are very attractive opportunities to them. C. RECRUITING ON THE DOCKS. 1. BE SELECTIVE...look for well-kept boats and knowledgeable, competent skippers or those who are clearly interested in learning. 2. COMPLIMENTS ARE ALWAYS WELCOME...compliment the skipper on the boat and its appearance...ask a few questions about the boat...show interest in the person s boat. 3-3

18 C. 3. HOW DO YOU USE YOUR BOAT?...many owners will be interested in additional ways to use their boat without increasing their boating expenses. Fishing and cruising around are not always enough. Many will find patrolling and chart updating most attractive and appealing activities. 4. HAVE YOU CONSIDERED JOINING THE U. S. COAST GUARD AUXILIARY?...most people like to be asked (invited) to join. Give them a copy of the JOIN THE AUXILIARY pamphlet with your name and telephone number listed on it. 5. WOULD YOU BE INTERESTED?...in using your boat to help the Coast Guard on patrol missions?...or...as an experienced boater in sharing your boating skills with others? Invite them to a flotilla meeting and inform them of upcoming PE courses. 6. THE COAST GUARD AUXILIARY WILL TRAIN YOU... by providing a course of advanced seamanship instruction and affording you opportunities to gain underway experience on Auxiliary operational missions. 7. USE AUXILIARY BUSINESS CARDS...stimulate interest. The use of Auxiliary business cards with the name of the Auxiliarist, FC, or FSO-PS can serve to create curiosity and open the door for a productive recruiting dialogue. 8. HAVE AN ORGANIZED FOLLOW-UP...for interested prospects. Have a friendly gettogether for further discussion and commitment...develop friendships, send invitations for meetings, classes and social events. Don t shut the door on the person who turns down an invitation. Remember that their circumstances may change and they may be interested at some future date. 9. CRITICAL FACTORS...remember that one of the most critical factors in recruiting members is YOU: YOUR ATTITUDE - YOUR KNOWLEDGE - YOUR APPEARANCE. 10. For additional ideas, refer to Enclosures (9) and (10). D. RECRUITING FROM NON-TRADITIONAL SOURCES. 1. New service opportunities: a. Marine Environmental Safety (1) Public outreach and Sea Partners (2) Licensing and exam administration (3) Harbor polution patrols (4) Spill reconnaissance and sampling b. Aids for Navigation (1) Federal and private (2) Bridge inspections 3-4

19 D. 1. c. Coast Guard Aviation (1) Flight standards and training (2) Air patrols (3) Air transport d. Computer Systems (1) Marine Safety Information systems (2) Information resource management e. Coast Guard Administrative Support (1) Recruiting assistance (2) Worklife personnel support (3) Photography (4) Writing (5) Public appearances with Coast Guard f. Coast Guard Opperational Support (1) Crew on Coast Guard vessels (2) Radio Watchstanding (3) Assistant to active duty teams (4) Vessel factory visits D. 2. NEW SOURCES - In order to recruit new members to fulfill these service opportunites, it is important to widen the scope of sources for new members: a. Chemical societies b. Pure Waters agencies c. Environmental professionals d. Canal bridge and lock operators e. Local airports and aviation clubs f. Photography clubs g. Boat builders h. Ham radio clubs and shows i. Retired military personnel j Local government organizations k. Senior citizen groups l. College and high schools m. Fire departments and ambulance corps n. Power Squadron and other service organizations o. Local industry 3. Combining service opportunities and new recruitment sources provides a good opportunity to employ the Recruitment Team. 3-5

20 E. HOW TO FORM AND USE A RECRUITMENT TEAM. 1. A Recruitment Team can be a great help to the unit s recruiting program. It can be organized at the flotilla or division level. The Team should be composed of the PA, VE, PE, OP, and CC officers or be a unit of four or five selected Auxiliarists who obvi ously present a good impression as recruiters, are well-informed on Auxiliary programs,and wear the uniform properly and proudly. The activities of this group should be coordinated through the FC and FSO PS or DCP and SO PS. 2. The concept is simple. There are certain opportunities for recruiting where a little bit of coordinated effort can bring a great deal of return. This might be at a new marina or a certain area of an old marina that has not been touched by the Auxiliary. Boat show booths, fairs, CME booths, and outdoor festivals should be considered as likely sites for recruitment activity. 3. The Recruitment Team can be very effective in one or two well-planned half-day recruiting sessions. a. Select two or three major targets for the year. b. Decide on the most effective time of day. c. Prepare advance publicity. Utilize: (1) Posters on all outside entrances. (2) Media announcements. (3) Enlist help of other staff officers and members. (4) Decide on a positive oral approach. (5) Establish a sign-up procedure. (6) Have handouts that work best. d. Practice the oral approach and recruitment talk on each other until all members feel comfortable with it. e. Develop a follow-up plan with carefully selected members to guide prospects through the New Member Entry Process. F. ADDITIONAL RECRUITING SOURCES. 1. Boat show inquiries. 2. Referrals from the Director of Auxiliary. 3. Inquiries resulting from newspaper articles and the Internet. 4. Personal recruiting by members. 5. Referrals received by the Boating Safety Hotline located at Coast Guard Headquarters. 6. Return of the postcard requesting information provided in the JOIN THE UNITED STATES COAST GUARD AUXILIARY brochure. Be sure to follow up by telephone (or letter) as soon as a response postcard is received. Invite the person to the next flotilla meeting. 3-6

21 G. THE FOLLOW-UP PHONE CALL. 1. A vital follow-up to any leads. 2. Should be made within one week (or sooner!) after a person expresses interest. 3. Identify yourself as an officer (or member) of the Coast Guard Auxiliary. 4. State that you understand the person has expressed an interest in learning more about the Auxiliary and its programs in assisting the Coast Guard and in promoting boating safety. 5. Ask if they are interested in receiving additional training and helping the Coast Guard and Auxiliary in boating safety activities. Be sure to let the person know that we have no law enforcement responsibilities or authority. 6. If the person is interested in taking classes, check to see if the spouse and adult children or friends might also want training. The name and phone number of the FSO PE or Course Chairperson should be given. Be sure to follow up yourself. You may gain a future prospective member. Your efforts may help locate sufficient members to start another PE class. 7. If they are interested in helping the Coast Guard, or they show interest in the Auxiliary programs you have discussed with them, bring out these points: a. The Auxiliary was authorized by Act of Congress in We have over 50 years of service to the nation. b. We wear similar uniforms to that worn by Coast Guard Officers. This is an indication of the respect that the Coast Guard has for the Auxiliary. This respect is also demonstrated in the Team Coast Guard concept. c. We are the civilian arm of the Coast Guard. We are a service organization composed of volunteers. We are not a social club. d. We volunteer our services, time, boats, radios, and planes. e. We are reimbursed for some of our operational expenses. f. We are given specialized training in order to work with the Coast Guard, to conduct safety checks on recreational boats, or to teach power and/or sail boating courses. This is of great personal value to us in our own recreational boating. g. Search and Rescue activities on the water, regatta patrols, and Aids to Navigation/ Chart Updating give a unique purpose to our boating. Teaching others improves our own knowledge. h. We have a lot of fun during our safe boating activities and in social activities. 3-7

22 G. i. We have well-trained vessel examiners and instructors who help to make boating safer for all of us. j. There are many non-traditional service opportunities available to Auxiliary members. 8. If you are talking to an experienced boater, you might give a compliment and suggest a special advanced program. 9. Never, never, never leave an applicant waiting for weeks without some follow-up calls. H. THE "WHY AND HOW OF RECRUITING AT THE DIVISION LEVEL. 1. WHY - In some divisions, one or more flotillas may be down to only a few members due to many factors: poor leadership, poor programs, poor morale, etc. These flotillas are too weak to attract or hold members. They may have deteriorated into cliques and rival factions. They may have ceased to be of benefit to the Auxiliary and to the Coast Guard. At this point, it may be necessary for the flotilla to have assistance from the Division. 2. HOW - Form a Division Recruitment Team consisting of Division Staff Officers for Personnel, Public Education, Vessel Examinations, Marine Dealer Visitors, Operations, Career Counselors and Public Affairs. In coordination with the Flotilla Recruitment Team (see page 3-6) these officers can provide ideas,materials and activities to: a. Launch a recruitment campaign in the locale of the "weak" flotilla. b. Hold a division sponsored PE class for the purpose of recruiting new members. c. Support a "harbor blitz" with CMEs, MDVs, operational vessels, children's classes, radio and fire extinguisher demonstrations, etc. Have sign-up sheets for teen and adult classes. d. Visit local schools, government boards, fire departments, etc. and place ads in the volunteer columns of the local newspapers and on cable television. 3. Rebuilding a flotilla may take extraordinary measures. It may be necessary to encourage two or more weak flotillas to consolidate for strength or encourage selected members from adjacent flotillas to transfer into the weak flotilla. With a dynamic new leader and a group of newcomers, a flotilla can rebound and Auxiliary programs can flourish. 4. An alternate choice - The Division might consider forming a new flotilla in an area where one has never been formed. It will take support from the Division to train a group of new Auxiliarists to support each other and the Auxiliary programs. See Enclosure (13). 3-8

23 CHAPTER IV - QUALIFYING NEW MEMBERS A. GENERAL. 1. The recruitment and enrollment process of a new member requires the personal involvement of the Flotilla Commander (FC), Vice Flotilla Commander (VFC), Personnel Services Office (FSO-PS) and the Member Training Officer (FSO-MT). 2. Care must be taken to recruit and qualify as members only those prospects that are willing to actively support the missions and objectives of the Auxiliary. B. ELIGIBILITY FOR MEMBERSHIP. 1. Membership is open to citizens of the United States, its territories and possessions, who are 17 years and older and have a desire to support the missions of the Coast Guard Auxiliary. 2. Refer to Chapter 3 of the Auxiliary Manual for further information concerning residence requirements, felony convictions and other details. C. PROSPECTIVE MEMBERS. 1. RESPONSIBLE RECRUITING. Prospective members should be recruited on the concept that they will become active and participate in whatever aspect of the Auxiliary missions in which they are interested. The pledge that they will take as a new member is a sworn commitment to serve in the Auxiliary, to assist the Coast Guard and the Auxiliary in promoting boating safety and to comply with the governing policies of the Commandant of the Coast Guard. Although fun and fellowship play an important role in all activities, the image of the Auxiliary as a purely social organization must never be conveyed. 2. PROSPECTIVE MEMBER INFORMATION BOOKLET. Once interest in joining the Auxiliary has become evident, the prospective member should be provided with a copy of this booklet which highlights the various programs and opportunities for service in the Auxiliary. It also includes the expectations and requirements of membership and can be ordered from the Auxiliary National Supply Center (ANSC) by the Flotilla Materials Officer (FSO-MA). 3. FLOTILLA MEETING OR ACTIVITY. The next step is to invite the prospective member to attend a meeting or activity. This provides an opportunity for the individual to meet other members and to assess the group s activities in terms of his or her own future involvement. 4-1

24 C. 4. PROSPECTIVE MEMBER INTERVIEW (ANSC #7036 / CGAUX-2). This important interview can beconducted by the FC, VFC, FSO-PS or FSO-MT. The interviewer should be positiveand enthusiastic, while stressing all of the topics on the form com pletely so that the prospective member understands the obligations and costs of Auxil iary membership. Be sure to emphasize that members are expected to participate. A realistic approach to this interview will avoid disillusionment at a later date. The propective member and the interviewer must both sign the Prospective Member Inter view Record, which will become a part of their enrollment package. A copy of this form can be found in the New Member Instructor Guide or ordered by the FSO-MA from ANSC. D. NEW MEMBER TRAINING PROCESS. 1. MATERIALS. The New Member Training Package can be ordered from ANSC by the FSO- MA. The Auxiliary Manual, New Member Instructor Guide, New Member Study Guide, New Member Examination and all forms necessary for enrollment are included in this package. The student should be provided with the Auxiliary Manual and the New Member Study Guide. 2. INSTRUCTOR. The FC, VFC, FSO-PS or FSO-MT can conduct the New Member Training sessions and should be familiar with the content of the New Member Training Package. 3. PROCESS. The New Member Training Process is easily completed in two sessions. a. Session One. 1. Review the organization of the Auxiliary Manual and the New Member Study Guide, making note of the correlation of the chapter numbers and content. 2. Per the instructor s guide, help the prospective member locate and highlight terms in both books. A basic discussion of these items should take place and answers to the questions in the study guide may be written during this discussion. 3. It is advisable to have aids on hand to reinforce the discussion; these could include Auxiliary publications, Official Mail envelopes, AUXMIS forms, uniform items, such as shoulder boards or collar devices. b. Home Study. 1. The candidate may read the Auxiliary Manual and complete the questions in the New Member Study Guide at home and then return for Session Two. 4-2

25 D. 3. c. Session Two. 1. Discussion and review of questions in the study guide. 2. Complete open book, multiple choice format exam. Passing score is 90%. 3. Grade the test. 4. Upon successful completion of the exam, the enrollment paperwork can be completed. E. ENROLLMENT PACKAGE. 1. The candidate for membership should complete and sign the Enrollment Application (ANSC #7001 / CGAUX-32), and submit the money for their dues. 2. ENROLLMENT PACKAGE. The instructor should review the application, obtain the Flotilla Commander s signature, and then package it along with the dues, Prospective Member Interview Record and the graded examination answer sheet (ANSC # 7010 / CG-4886). See Enclosure (1) for details on these forms. This application package should be forwarded as soon as possible to the Division Captain, or as directed by local policy. 3. Copies of the enrollment package should be made for the candidate as well as the FSO-PS. These forms should be kept in the flotilla personnel file maintained by the FSO-PS. 4. A discussion of the forms needed for enrollment can be found in Enclosure (1) F. MEMBER INVOLVEMENT PLAN. 1. The FSO-PS or FSO-MT can take advantage of the time during which the application paperwork is being processed by reviewing the Member Involvement Plan with the applicant. 2. The graphics used in this plan are a tool to be utilized by the interviewer to facilitate discussion of the activities available to all Auxiliarists. It will help the member visualize the process necessary to attain their involvement goals. Review of this plan will help to initiate the decisions that need to be made for the training and involvement of the new member. 3. Arrange for training to commence as soon as possible. The applicant should be involved in flotilla meetings and social events immediately so they feel welcome and needed during the processing period. 4-3

26 G. RE-ENROLLMENT OF FORMER MEMBERS. 1. Any former member may apply for re-enrollment if they were separated from the Auxiliary for reasons other than causes detrimental to the Auxiliary. 2. Former members should complete the Enrollment Application (ANSC #7001 / CGAUX-32) and submit copies of certificates for specialty courses and qualifications that might have previously been attained. 3. Depending on the duration of the disenrollment period, the former member may have to become currently qualified in order to participate in some missions H. TRANSFERS. 1. All transfers must be requested in writing, using the Member Transfer Request form (ANSC # 7056 / CGAUX-4). All current financial and property obligations must be fulfilled in order for the transfer to be approved by the director. 4-4

27 CHAPTER V NEW MEMBERS A. BECOMING A MEMBER. 1. When the new member s application is accepted by the Director of Auxiliary (DIRAUX), the Flotilla Commander (FC) will be notified and provided with the new member s Certificate of Membership and Auxiliary Member Identification Card. Normally, DIRAUX will send the new member a Welcome Aboard letter. 2. At the next regular flotilla meeting or other suitable occasion when the new member is present, the FC or one of the senior Auxiliarists present should administer the New Member Pledge and present the Membership Certificate and ID Card. This should be accomplished with appropriate ceremony and dignity. If possible, the membership certificate should be presented in a frame suitable for hanging or a certificate holder. 3. A copy of the New Member Pledge is included in Enclosure (2). B. NEW MEMBER PACKET. 1. Flotillas should provide all new members and transfers with a packet of information. This will assist members in becoming productive and feeling appreciated. 2. Packets should include a flotilla roster with telephone numbers, a list of current staff officers, a copy of the flotilla standing rules and a schedule of planned meetings and social events. The latest flotilla, division, and district publication would also be of great value and interest to the new member. A schedule of flotilla and division member training courses should be included. New members should also receive the New Member Handbook with their certificate and membership card. 3. In addition, New Member Packets can greatly assist new members. It will foster a sense of belonging to the unit and stimulate their interest in becoming quickly involved in the unit s activities. C. THE MENTOR SYSTEM. 1. Flotillas that use a MENTOR SYSTEM have found that new members are very enthusiastic about it. Assigning of a mentor helps to reduce the disenrollment problem. In addition, the flotilla not only gains new members, but gains active members. 5-1

28 C. 2. An experienced flotilla member acts as a mentor who can provide valuable assistance by answering or getting the answer to ALL Auxiliary questions. The mentor can help with jargon, abbreviations, uniforms, filling out AUXMIS reports, activities, procedures and protocol. That person is responsible for introducing the new member to all other flotilla members and ensuring that the new member is encouraged to participate in advanced training and flotilla activities. 3. Careful selection of a mentor should be made. This person s interests and personality should be compatible with those of the new member. A positive attitude and an ability to help people are essential traits. 4. For maximum benefits, a mentor should be appointed and announced when applicants commence their New Member Entry Training. 5. This process helps to ensure the new member is immediately made to feel a part of the flotilla. It prevents a let-down or left-out feeling. The mentor can determine if the Auxiliary is meeting the expectations of the new member, and if not, he or she can assist in alleviating the problem or misunderstanding. D. THE ROLE OF MEMBER TRAINING. 1. The ability to integrate a new member into the flotilla is often difficult. It requires strong, dedicated leadership combined with much planning and constant follow-up to ensure new members will be welcomed and integrated into the flotilla. 2. The FSO MT, FSO PS and the mentor will be the closest contacts for the new member. The FSO MT plays a key role in the development and retention of the new member through advanced and specialty training. The FSO MT should assure the new member is given proper guidance, materials, assistance, and encouragement for continuing training.. 3. Early review of the Member Involvement Plan will help the member determine the direction and degree of involvement desired. Arrangements for required training will need to be made by the FSO-MT. 4. As the new member becomes part of the flotilla membership, the FSO PS and FSO MT should continue personal contact. As the member s newness wears off, frustrations may develop and interest may wane if no one shows an interest in this person. The FSO PS and FSO MT should work as a team to act as a relief valve to listen and appropriately act on the new member s frustrations and concerns. A frequent follow-up also is also essential to determine if that member s personal goals and objectives are being reasonably met. 5-2

29 E. NEW MEMBER SEMINAR. 1. One division, several divisions or the district should conduct a seminar or an orientation for all new members that have recently enrolled in their flotillas. This should be conducted on a semiannual or quarterly basis. Auxiliarists who have become new members within the past six months would be targeted and sent personal letters of invitation to attend. Doing this at division level will ensure the availability of a highly qualified instructor(s) and would bring together a reasonably-sized group to interact, ask questions, and exchange ideas as the material is presented. 2. This seminar should provide extensive coverage of information relevant to newly qualified members. Its agenda should include a specific review of MUST and NEED TO KNOW information considered vital for new members. 3. Suggested topics include: acronyms, Auxiliary and Coast Guard organization, chain of command, channels of communication, facility types and requirements, procurement and proper wearing of uniforms, training opportunities and programs, legal matters, supply channels, AUXMIS reports submitted by the member and other topics deemed relevant. 4. Better understanding of the Auxiliary and its programs will enhance the involvement and participation of the new member and will result in improved chances of retaining the new member. F. NEW MEMBER SURVEY. 1. One means available to the SO PS or DSO PS in determining how well the new members in their unit are doing in becoming active and productive members is the use of a new member survey. It also can identify areas for improvement, involvement of leadership and interaction with the member, BEFORE a problem results in disenrollment or inactivity. 2. The new member survey is done by sending all new members a questionnaire. See Enclosure (3). 3. The FSO-PS should distribute the survey to new members after 6 months of service. The new member sends the completed survey to the DSO-PS for processing and feedback to the FSO-PS. The FSO PS should share this feedback with the FC and VFC in order to improve the flotilla's programs. 5-3

30 G. THE SOLUTION TO RETENTION IS THE INVOLVEMENT OF NEW MEMBERS. 1. The solution to the annual problem of nonpayment of dues and the subsequent disenrollment action lies with member involvement. It starts with the flotilla s efforts and successes in getting the new members involved as soon as preactical. New members who are involved and feel personal satisfaction in the Auxiliary and its activities usually remain active and productive. The solution also requires that, as these new members become veteran members, they be kept involved in activities that are rewarding to them. 2. There are a number of basic steps that will enhance new member involvement and participation: a. The leadership of the elected officers is the key to the success of a flotilla. A strong and dedicated commander must make membership retention a top priority during his or her tour of duty. b. Flotillas should arrange for some type of Welcome Aboard ceremony. A periodic social event just to welcome new members AND their families can enhance the integration of the new member into the flotilla. All the elected and staff officers should attend with their families to meet and get to know the new members. During the event, the leaders can explain the benefits of membership, en-courage enrollment in member training courses, participation in social events, etc. c. The FC should ask each new member to be involved in training and support some function in the flotilla as soon as possible. If the new member is asked to work with or for another member, the FC and FSO PS should make sure the veteran Auxiliarist contacts the new member personally and gets them involved at once. d. Since many new members are boat owners, the FSO MT should encourage them to enroll in the Boat Crew Training Program. This is a great way to get members involved, let them meet the other flotilla members, and get their questions answered. Most members will want to utilize their boats for operational activities; the sooner they can, the better. e. Most new members are eager to learn. In many cases this was their prime motivation for joining. The FSO MT or course chairperson should encourage them to sign up for courses that will improve their personal skills. 5-4

31 G. 2. f. Social programs tailored to the needs and wishes of the membership will result in increased attendance and involvement. Programs directed toward the member s entire family will enhance participation. These programs and events should be promoted and publicized to the entire membership in a timely manner, with special invitations to new members and members who haven t been attending flotilla meetings and functions. g. The flotilla must not let too much time pass before a member, especially a new one, is contacted about not attending flotilla meetings and activities. This is a year-round concern to the FC and FSO PS. The FSO PS should check attendance and make special efforts to contact the missing members. The FSO PS should try to entice them to attend, to include arranging for transportation, if necessary. The flotilla should put the Mentor System to work with the new members and, most importantly, follow up...follow up...all year long! h. The FC must strive to keep flotilla meetings and programs interesting. This is an important, often neglected area that causes many flotillas to lose their members. People get turned off by boring, endless meetings full of politics, acronyms, meaningless reports that are read word-for-word, and wrangling. New members are especially vulnerable to this turn-off. i. The elected leaders and the FSO PS must be aware of what s going on. They must seek direct feedback from the members and be receptive to suggestions for improvement. j. The FC should make certain that members are properly recognized for their achievements. The recognition should be planned and conducted with dignity and meaning. The recognition of a member s contribution to the flotilla and the Auxiliary may be all that is needed to spur them on to greater participation. The recognition of new members for their achievements is very important; new members need reinforcement about the importance and value of their efforts. This includes completing advanced training, helping to support flotilla activities, etc. k. Whenever feasible, the families of members should be invited to attend unit functions and programs. If the flotilla is successful in getting the family to participate, they are laying the groundwork for a strong, dedicated and involved member. Understanding and family support are key factors in member involvement and retention. l. The FC and FSO PS should use the entire membership to establish a network of friendly relationships with new members to ensure involvement. This can be effectively facilitated by using the Mentor System. 5-5

32 INVOLVEMENT IS THE KEY TO RETENTION 5-6

33 CHAPTER VI MEMBER RETENTION A. GENERAL. 1. It cannot be repeated too often that recruiting and retention are everyone s job! This means that every member and every officer at all levels must be involved. The key to retention is involvement. 2. Member Involvement Plan - Every member of a flotilla should have the opportunity to review this plan. It is a tool to be utilized by the interviewer (FSO-PS or FSO-MT) to facilitate discussion of the activities and service opportunities available to all Auxiliarists. It will help the individual member to visualize the process necessary to attain their personal involvement goals so that he or she can make an informed choice and a commitment for service. 3. Divisions and Districts should provide the direction for effective and adequate training programs. Division elected and appointed officers need to direct and inspire top-notch Division and Flotilla Member Training programs. The Personnel Staff Officers can suggest, encourage, cooperate and assist other staff officers in programs that will attract and hold members. They cannot, however, take over the responsibilities of others. B. SOME INDICATORS OF FLOTILLA HEALTH. 1. The amount of activity or involvement of members is the true indicator of the strength and vitality of a flotilla. 2. Some of the signs of a healthy flotilla are: a. Addition of new members each year. b. A happy blend of fun and service. c. All members wear the proper uniforms with pride. d. Many members are present at the flotilla meetings and many also attend division and district functions. e. Flotilla objectives and goals are established that are in line with the Auxiliary and its purposes. Individual motivation is high. f. Flotilla staff meets on a regular basis. g. Oral staff reports are given at flotilla meetings. An effort is made to obtain reports from absent staff officers. 6-1

34 B. 2. h. Meeting agendas are planned and executed to encourage and attract attendance. i. The flotilla is always represented at Division Board meetings. Information from these meetings is promptly and accurately relayed to the flotilla members. j. Training programs are frequently scheduled in conjunction with meetings. k. There is an ongoing program for attracting and processing new members. l. The elected leaders understand and utilize the principles of good leadership and administration. m. Members have positive and optimistic attitudes. n. The joy of working together is evident. o. All members are actively involved in recruiting new members. The retention of current members is high. C. THE FSO PS CAN HELP TO KEEP MORALE HIGH. 1. People join the Auxiliary to learn something and to do something. a. Help members learn by: (1) Promoting and advertising training classes. (2) Fostering the concept of long-term involvement and encouraging members to prepare for leadership by training for the future. b. Help members do something by: (1) Encouraging use of crew available lists. (2) Encouraging members to help train others. (3) Spreading the word on advanced training opportunities and the need for aides and other helpers to support flotilla activities. (4) Recruiting members for CME booths, boat shows, Public Affairs projects, and fellowship events. (5) Monitoring participation with the help of the Information Systems Officer and encouraging inactive members to get involved. 6-2

35 C 2. The FSO PS acts as the Flotilla Morale Officer. a. The FSO PS acts as the Flotilla Morale Officer by: (1) Processing the complaints and dissatisfactions of members and working to turn them into diplomatic requests for change. (2) Strengthening flotilla morale in many ways: (a) (b) (c) (d) (e) Freely uses words of praise and acknowledgment. Says THANK YOU and WELL DONE in the flotilla publication. Recognizes birthdays and anniversaries. Works to protect members from the formation of cliques. Helps keep mission activities alive and well. (3) Helping members who appear to be dropping out. (a) (b) (c) Interviews and counsels members who are losing interest, and works to get them happy and active again. Assists members who wish to transfer. Helps members who request disenrollment or former members to return to active status. b. As a Morale Officer, the FSO PS encourages new members with one arm of friendship, and does the same for current members with the other arm. D. THE FSO PS PROMOTES FLOTILLA HOSPITALITY. 1. The FSO PS arrives early at the meeting place. 2. Checks on flags, room setup, snacks, coffee, flowers, etc. 3. Makes a friendly greeting to each person upon arrival or asks a different member to be the "Official Greeter" at each meeting or activity. 4. Gives visiting officials special attention, making sure they are not left alone. 5. Gives a special welcome to members who have been absent or ill. 6. Gives guests special attention. Preplans with designated members on seating arrangements. Places guests with happy and experienced members, so they will feel comfortable. In so doing, it will emphasize their importance and make the follow up easier. Stress fellowship and the warm relationship among the flotilla members. Members should introduce themselves to guests. 7. Keeps new members comfortable and part of the group. Encourages them to take advanced classes so they can participate more. Keeps them posted as to these classes. 6-3

36 D 8. Recognizes members' special events. Many organizations have a special "sunshine secretary" who mails out greeting cards for members' birthdays, anniversaries and for those who are ill. The flotilla may have a member assigned to do this, or the FSO- PS may do the job. It serves an important function and someone should be doing this for the flotilla. 9. Uses the flotilla publication to praise and compliment members. 10. Makes sure members feel free to express themselves, either pro or con. Their opinion does matter! 11. Is a good listener. 12. Fellowship is the glue that holds the flotilla together. Some additional thoughts on FELLOWSHIP are shown in Enclosure (6). E. THE PERSONNEL OFFICER IS THE COORDINATOR OF THE RETENTION TEAM 1. A team effort is needed at all levels in the Auxiliary to motivate and maximize retention efforts. At the flotilla level, the core of the Retention Team consists of the FC, VFC. FSO- MT and FSO-PS. All other staff officers serve in a supportive role in the Retention Plan developed by the core team. a. Determine the level of participation of your present members, number of trained members in each mission activity and discuss the past reasons for disenrollments. Consult the FSO-IS. b. Use the Annual Membership Survey (Enclosure (4)) to determine your members' training needs, fellowship ideas, opinion of flotilla meetings, relationship with the Coast Guard and Division, and member expectations. Present its importance at a flotilla meeting and mail to those members not present. Emphasize full participation, candid responses and be open to suggestions. c. Develop a Member Training Schedule - Using the information from the survey and a sign-up sheet for training desired, develop a training schedule for the entire year. Auxiliarists are busy people. If they know ahead of time when training will be available, they can schedule for it. Line up instructors and schedule QEs ahead of time and work toward that date for completion of training. Include leadership training, qualifications and AUXOP training. d. Publish a Newsletter and send out minutes from your meetings. Publish survey trends. Communication is important to retention. Keep your members informed. Make sure your articles are positive and uplifting; recognize accomplishments, exciting upcoming events, personal congratulations, etc. A newsletter that makes your flotilla look good and will make your members feel good about their service. 6-4

37 E. 1. e. Plan a calendar of meeting and fellowship events. Plan meeting agendas on a quarterly basis so your members know why they are coming to each meeting. Make it interesting, plan your fun - see what your members want to do and schedule dates ahead of time. f. Create a Suggestion System - The FSO-PS should be a "people person and should be able to handle this. Your members need to know, if they have a problem, they can talk it over with an objective listener who will help direct them through proper channels to effect a solution. This can be done in a way that should turn a negative complaint into a positive solution. g. Formalize your Retention Plan - The VFC and FSO-PS should take charge of the membership survey and its feedback. The Retention Team should submit, in writing, a list of the activities planned. Make sure that training schedules, meeting, fellowship events and newsletter articles are planned and executed. h. There is no limit to the activities that can be planned by the Retention Team. Keeping all other staff officers involved in the plan is very important. The goal is involvement of all members at a level appropriate to their available time and talents. Involved members are retained members. 6-5

38 REMEMBER THE VOLUNTEERS' "PAYCHECK" 6-6

39 CHAPTER VII - CHANGES IN MEMBERSHIP STATUS A. AUXILIARY MANUAL. A full discussion of the Coast Guard Auxiliary s policies and procedures regarding membership can be found in Chapter 3 of the AUXILIARY MANUAL COMDTINST M series. Details of this chapter of the RECRUITMENT AND RETENTION GUIDE deal with the actions that need to be taken at the flotilla level to initiate changes in membership status. B. FORMS. All forms pertaining to membership status in the Coast Guard Auxiliary are described in Enclosure (1). C. CHANGES IN MEMBERSHIP. 1. ENROLLMENT. a. Procedures for enrollment of new members have been covered in detail in the AUXILIARY MANUAL and Chapter IV of this Guide. b. Re-enrollment of a former member requires the Enrollment Application (ANCS #7001/CGAUX-32). 2. RETIREMENT. a. The requirements necessary to initiate Retirement Status for a flotilla member can be found in Chapter 3 of the AUXILIARY MANUAL. b. A copy of the Change of Membership Status form (ANSC #7035/USCGAUX-36) must be submitted to DIRAUX via the Flotilla Commander and DSO-PS. 3. TRANSFERS. a. Within a District require a request made by the member and filing of Member Transfer Request form (ANSC #7056/CGAUX-4) with DIRAUX via the Flotilla Commander. b. To another District require a request made by the member and filing of Member Transfer Request form (ANSC #7056/CGAUX-4) with DIRAUX via the Flotilla Commander. 4. DEATH. a. Whether under orders or any other circumstance, the Flotilla Commander should be notified as soon as possible upon the death of a flotilla member. It is the FC s responsibility to make all other notifications per the AUXILIARY MANUAL. b. FC must file a Change of Membership Status form (ANSC #7035/CGAUX-36). 7-1

40 C. 4. c. Notification should be provided so the member's name is removed from all official rosters and mailing lists. This will help spare the family unnecessary distress. d. The FSO-PS shall provide information on the deceased member to the FSO-PB for suitable announcement in the "Members Crossing the Bar" section of the unit publication. Information should also be sent up the chain of communication by the FSO-PS to the DSO-PS via the SO-PS and by the FSO-PB to the NAVIGATOR editor via the DSO-PB and SO-PB.This will enable suitable recognition at all levels. 5. DISENROLLMENT. a. All details of reasons for disenrollment can be found in Chapter 3 of the AUXILIARY MANUAL. The Change of Membership Status form (ANSC #7035/ CGAUX-36) must be submitted by the Flotilla Commander for all disenrollments. The most common reasons for disenrollment are member request and failure to pay dues. b. All other forms of disenrollment are handled by the Director s Office and are at the discretion of the Commandant. Recommendations for disenrollment are to be submitted to the Director in writing, via the Chain of Leadership and Management. 7-2

41 CHAPTER VIII - THE DIVISION PERSONNEL PROGRAM A. GENERAL. 1. The Division Captain (DCP) has overall responsibility for the Division s Recruiting and Retention program and for helping the FCs to aggressively pursue Recruitment and Retention Plans and programs in their flotillas 2. The Division Personnel Staff Officer (SO-PS) provides functional support over the Division Recruitment and Retention Plan and programs and is charged with helping flotillas support the division s programs. 3. Recruiting and retention is the responsibility of the DCP, SO-PS, all Division Staff Officers in their area of responsibility and the Flotilla Commanders within the division. 4. The SO-PS is appointed by the DCP. The DCP should carefully select a person for this position who possesses a genuine interest and vitality for recruiting and retaining members. The selectee should have knowledge of the Auxiliary at least to the division level (and preferably higher) in order to advise and assist the FSO-PSs in carrying out their responsibilities. The SO-PS must be willing to communicate with FSO-PSs on a frequent basis. Finally, the DCP should appoint an individual who is people oriented and who can work in harmony with other staff officers and members. B. GENERAL DUTIES OF THE SO-PS. 1. STAFF RESPONSIBILITIES. a. Effective implementation of Division Recruitment and Retention Plans and programs in accordance with prescribed procedures. b. Exercise staff responsibility and supervision over all matters pertaining to Division Recruitment and Retention Programs, and keep the Division Board informed of all developments in those programs. 2. RECORDS. a. Maintain such records as should be required to effectively discharge your responsibilities. b. Upon expiration of your term, or when so directed by the DCP, transfer all property and records of office to your successor. 3. VICE CAPTAIN (VCP). a. Immediate supervisory responsibility for the office of SO-PS is vested with the VCP. Cooperation between the VCP and SO-PS is essential to effective adminis tration of the Division Recruitment and Retention Program. b. The VCP needs to coordinate and schedule qualified Auxiliarists to perform specific activities in the Recruitment and Retention area of responsibility. 8-1

42 B. 4. PERSONNEL OFFICERS (SO-PS). a. Maintain a close liaison with the DSO-PS, or assigned ADSO-PS, in order to gain information regarding Recruitment and Retention programs for implementation on a nation-wide, district-wide or division-wide basis. b. Maintain a close liaison with FSO-PSs in order to disseminate information, gain support for division-wide programs and provide support for flotillas in their Recruitment and Retention Programs. C. SPECIFIC DUTIES OF THE SO-PS. 1. PUBLICATIONS. a. Be familiar with the contents of all the various publications that pertain to member growth and retention, including:. (1) MEMBERSHIP RECRUITING AND RETENTION GUIDE COMDTPUB P (series).. (2) AUXILIARY MANUAL, especially Chapter 3 - Membership COMDTPUB P (series). b. Prepare one or more articles for issues of the division publication, to pass on information of a general nature, encourage recruiting activities, fellowship events and division opportunities for recruiting or retention activities. 2. DIVISION MEETINGS. a. Attend all division meetings. Give the VCP prior notice when such attendance is not possible. b. At each division meeting, report, both in writing and verbally, to the Division Board on activities and progress on the Recruitment and Retention Plan and programs. 3. GOALS AND OBJECTIVES. a. Coordinate with the DCP and VCP to establish Recruitment and Retention goals and objectives for the division along with the necessary plans that are required to achieve these goals. Develop measurable membership goals. b. Conduct a periodic review of progress made towards the division goals. Report results of the review to the Division Board at each meeting. Compare the membership status with the status from the same time period last year. 8-2

43 C. 4. RECRUITMENT PLAN. a. Develop and implement an organized Recruitment Plan of activities and programs to promote the growth of the Auxiliary. Concentrate on member gains and chartering new flotillas so that the division will ultimately serve all nearby boating areas. (See Enclousure (13)). b. Cooperate with other Division Staff Officers to promote recruiting on the Division level. (See Enclosures (6) to (12)). 5. RETENTION PLAN. a. Develop and implement an organized Retention Plan including activities and programs at Division level designed to retain members through involvement. b. Coordinate with the SO-MT to ensure a Division Member Training schedule and that new members are guided through the New Member Entry Process without undo delay. Ensure new members review the Member Involvement Plan so they may determine the direction of their involvement and plan training at an early date. c. Continually emphasize that FSO-PSs look for symptoms of drop out, missed meetings, lack of mission participation and no admnistrative or fellowship activity. Encourage the FSO-PS to contact these members directly and try to involve them in flotilla and division activities, meetings, training sessions and fellowship. d. With cooperation from the SO-IS, review appropriate AUXMIS data, at least quarterly, to track the progress of the Division Recruitment and Retention Plans. When a weakness is observed within a flotilla, correspond with the appropriate FSO-PS. Request information on the nature of the problem and offer assistance. When appropriate, prepare correspondence for the DCP to use in requesting information from the FC on any perceived membership problems. 6. WORKSHOPS. a. Conduct workshops to instruct FSO-PSs on responsibilities, materials and recruitment and retention activities. b. Develop and implement a bi-annual seminar for new members in the division. c. Be prepared to assist the division with workshops and training sessions for newly elected and appointed staff officers. 8-3

44 C. 7. MAILINGS. a. The purpose of these mailings is to ensure the communication link from National to District, Division and Flotilla Personnel Officers. b. A mailing should be sent to all FSO-PSs as an introduction prior to the start of the year, with any directions, procedures or reminders that may be necessary to start the FSO-PSs off in the right direction. c. Prepare regular mailings to the FSO-PSs with a courtesy copy to the DCP, VCP and DSO-PS. The mailings should be frequent enough to pass on all information received in a timely manner. d. Maintain contact with the DSO-PS or assigned ADSO-PS. Provide copies of your division newsletter, all articles written for recruitment ads, division reports, letters to FSO-PSs, copies of your Division Recruitment and Retention Plans. 8. FLOTILLA VISITS. a. The SO-PS is a representative of the DCP and, as such, is encouraged to visit all flotillas. As a courtesy, prior coordination of any visit to the flotillas will be made with the applicable FC. The SO-PS should also advise the FSO-PS of the planned visit. b. The visit should be used to support the flotilla s needs in the areas of recruitment and retention, discuss division activities and encourage involvement, instruct members on recruiting techniques. 9. DISENROLLMENTS. a. Keep in contact with the SO-FN and do follow up activities with flotillas who have delinquent dues. Ensure contact has been made with each member. b. Establish procedures to ensure division Retired Members are not forgotten, but are afforded the privileges they deserve and to which they are entitled. 10. MISCELLANEOUS DUTIES. a. Prospective Member Interview - Establish procedures to conduct thorough Prospective Member Interviews. The interview should be conducted by a flotilla elected officer, FSO-MT or FSO-PS and should stress the complete scope of Auxiliary membership, including both advantages and obligations. b. AUXMIS Data - Refrain from requesting information from the FSO-PS that is available from AUXMIS. Such requests are counter productive, as they turn the staff officer s attention away from their primary task to that of data collection. 8-4

45 C

46 (This page left intentionally blank) 8-6

47 CHAPTER IX THE DISTRICT PERSONNEL PROGRAM A. GENERAL. 1. The District Commodore (DCO) has overall responsibility for the District Membership Program. 2. The District Staff Officer for Personnel Services (DSO PS) provides functional support over the District Membership Program and is charged with carrying out District Recruitment and Retention Plans. The DSO-PS also provides guidance and support to Division and Flotilla Personnel Staff Officers. 3 The recruiting and retention of members is not merely the responsibility of the DCO and DSO PS, but of all district board members and the district staff in their areas of responsibility. 4. The selection and appointment of the DSO PS is of critical importance to the success of the District Membership Program. The DCO should carefully select a person for this position who possesses a sincere interest in member recruiting and retention programs. The person selected should have a good knowledge of the Auxiliary, including division and district level administration and must be a good communicator, both verbally and in writing. This officer must be willing to communicate with ADSO-PSs and SO PSs on a frequent basis and with the membership through the district publication and during district/division meetings. The DSO PS should be a people-oriented person who can work effectively and in harmony with the other members of the district staff. B. ASSISTANT DISTRICT STAFF OFFICERS 1, DSO-PSs might require at least one Assistant District Personnel Officer (ADSO-PS). Some districts, due to size and number of divisions, may need two or more. 2. The DSO-PS should consult with the DCO and/or VCO regarding needs and suggestions for persons to appoint to the position of ADSO-PS. The DSO-PS is responsible for the performance of the ADSOs. 3. Once Assistants are appointed, the DSO-PS must: a. assign specific tasks. b. establish a reporting system. c. provide guidance. d. follow up on assigned activities. 4. Once appointed, it is the responsibility of the ADSO-PS to complete the tasks assigned and report on a regular basis to the DSO-PS. 5. Duties that may be assigned to ADSO's are highlighted by an asterisk* among the DSO-PS duties that follow in the remainder of this chapter. 9-1

48 C. GENERAL DUTIES OF THE DSO PS. 1. Exercise staff responsibility and supervision over all matters pertaining to the District s Recruitment and Retention Program. Keep the District Executive Committee informed of all developments in the program. 2. Maintain close liaison with Division Personnel Staff Officers in order to implement programs in accordance with prescribed procedures. 3. Support and coordinate with the DSO PA and DSO PB by publicizing the Recruitment and Retention Program. 4. Maintain records required to effectively discharge the DSO PS responsibilities. 5. Immediate supervisory responsibility for the DSO PS office is vested in the District Vice Commodore (VCO). Cooperation with the VCO insures the District Recruitment and Retention Program is effectively accomplished. 6. Upon expiration of the term of office, or when so directed by the DCO, transfer all property and records of the office to the succeeding DSO PS. D. SPECIFIC DUTIES OF THE DSO PS. 1. Be fully knowledgeable of the contents of the various Coast Guard instructions and publications, guidance received from the National Department of Personnel, and Auxiliary district policies and procedures that pertain to recruiting and retention, including the Membership Recruiting and Retention Guide, COMDTPUB P (series), and Auxiliary Manual. 2. By coordinating with the DCO and VCO, establish measurable goals and objectives for the District Recruitment and Retention Plan along with programs and activities that are required to achieve these goals. Report progress in attaining these goals to the District Board at each meeting. Compare the current membership progress with last year s progress at the same time period. 3. Encourage the formation of a District Recruiting and Retention Team utilizing the programs and talents of various district staff officers. Distribute materials and ideas to the district officers that they may share with their counterparts at the division and 4. * Develop and implement programs and activities in coordination with the VCO and DCO to promote the Auxiliary's growth. The growth will occur through member gains, formation of new detachments and chartering new flotillas, so that the Auxiliary will ultimately serve all boating areas and population centers in the district. (See Enclosure (13)). 9-2

49 5. * Take initiative to ensure the SO PSs are well trained and knowledgeable of the Recruitment and Retention Program. Conduct workshops and/or training program(s), as may be necessary, to enhance the district s membership. ADSOs should participate in district and division workshops involving recruitment, retention and training of Personnel Officers at all levels. 6. Offer to assist the District Rear Commodore(s) with any workshops, seminars and training sessions scheduled, particularly those for the training of elected and staff officers. 7. * Encourage programs and activities designed to retain members with particular emphasis on those members who are drifting into inactivity by failing to attend meetings or by not actively participating in one or more programs. Encourage the PS Staff Officers to contact these members directly and seek to involve them in Auxiliary missions, fellowship, tranining or other activities. 8. * Conduct a monthly review of the appropriate AUXMIS printouts to track the progress of the district's membership. When a weakness is perceived in a division or flotilla, correspond with the appropriate PS staff officer. Request advice on the nature of the problem and offer assistance. An ADSO could track membership and work with the DSO-IS, reporting all patterns and problems to the DSO-PS on a regular basis. 9. Carefully review all disenrollment actions and requests for retired member status prior to forwarding the paperwork to DIRAUX (or DCO, based on district policy). Ensure SO PSs are involved before-the-fact in all disenrollment actions in their division and the Auxiliary policy of direct contact with the member was followed prior to submittal of the disenrollment recommendation. Keep the VCO advised of the flotilla/division s actions. 10. * Review the New Member Questionnaires and Questionnaires for Disenrolled Members to ascertain areas for needed improvement. Work with local Personnel Officers to affect necessary changes to enhance membership retention in their units. Tabulate and prepare analysis of Annual Membership Survey. Report results to EXCOM and Chief, Depatrment of Personnel via your Branch Chief. (See Enclosure (3) to (5)). 11. Attend all meetings of the District Board and Staff. Give the VCO prior notice when such attendance is not possible. Report in writing and, if requested by the DCO or VCO, orally at all district board meetings on the status of activities, progress in the District Recruitment and Retention Program and results of all surveys. 12. * Prepare a bulletin or letter to the SO-PSs, setting a goal of monthly distribution. This mailing should effectively communicate guidance and information received from National and District to the division and flotilla levels. When appropriate, sufficient copies should be provided to the SOs for their distribution to the FSO PSs in their division, as well as a copies to the DCPs, EXCOM and National Personnel Department Branch Chief. 9-3

50 13. Maintain contact with the National Personnel Department Branch Chief of the Recruiting and Retention Division. Provide copies of all reports, articles, communications with SO- PSs and district newsletters. 14. * Prepare at least one article for each issue of the district publication, to pass information of a general nature or of widespread interest to the members of the district, as well as a listing of all new members in the district and those Crossing the Bar (deceased) since the last issue. 15.* Try to visit the various divisions and flotillas in the district. As a courtesy, prior coordination of any planned visits to these units should be made with the applicable DCPs and FCs. Also advise the VCO and the unit s PS staff officer of the planned visit. Local ADSOs can do this without incurring additional expense. Prior preparation with the DSO and reporting the results of the visit are very important. 16.* Be alert for any reports on problems with supplies from the Auxiliary National Supply Center (ANSC) and the Auxiliary National Materials Center (AUXCEN) that affect your area of responsibility, such as, the lack of membership materials and availability of essential uniform items. Bring these matters to the attention of the VCO and/or DCO. 17. The responsibilities of the DSO-PS are many. Every effort should be made to coordinate specific duties with the ADSOs and the VCO. The district membership depends in large part on the intiative and effort of the DSO-PS and the District Recruitment and Retention Team. 9-4

51 C.

52

53 CHAPTER X - NATIONAL DEPARTMENT OF PERSONNEL A. GENERAL. 1. The Personnel Department is responsible for providing National Staff supervision over policies and programs dealing with membership and other assigned areas, as approved and published by the Commandant of the Coast Guard and the National Board of the Coast Guard Auxiliary. A major mission of the department is to ensure that information on the Personnel Department s areas of responsibility is disseminated on a timely basis to the elected officers, appropriate staff officers and general membership. The Department is staffed to provide assistance and advice, as requested through appropriate channels, to unit staff officers and members on Personnel matters. 2. The Department Chief Personnel Department (DC P) is responsible for all actions of the Personnel Department, to include overall program management of assigned areas of responsibility. The Deputy Department Chief (DC-Pd) assists in all activities. The DC P serves under the direct supervision of the National Vice Commodore - Member Services (NAVCO-MS). B. ORGANIZATION. 1. The Personnel Department is composed of six staff divisions: a. Recruiting and Retention (PR) b. Academy Introduction Mission / Recruiting Assistance Program (PA) c. National Staffing (PS) d. Fellowship (PF) e. Uniform (PX) 2. The activities of each staff division is directed by a Division Chief (DVC). The DVC is responsible to the DC P for all assigned areas of responsibility, and for supervision and assistance in the activities of the Branch Chiefs (BC). The BCs are program facilitators and as such, work directly with and assist district level staff officers in the planning and operation of their programs or assist the DVC on projects necessary to the function of that Division. 10-1

54 C. GENERAL FUNCTIONS OF THE DIVISIONS. 1. Recruiting and Retention Division (PR) is responsible for all programs dealing with recruitment of new members and retention of current members. This division is responsible for the training and support of the district staff officers. (DSO-PS) 2. Academy Introduction Mission/Recruiting Assistance Program Division (PA) is responsible for the Auxiliary s Academy Introduction Mission (AIM) and the Recruiting Assistance Program (RAP). This division is responsible for the training and support of the district staff officers. (DSO-CC) 3. National Staffing Division (PS) is responsible for soliciting members who seek National Staff positions, maintaining applicant resumes, and providing the necessary resume information to the National Departments during the selection of National Staff Officers. 4. Fellowship Division (PF) is responsible for all matters relating to the pride and esprit de corps on being a member of the Auxiliary, including awards and benefits to members. 6. Uniform Division (PX) is responsible for establishing sources for uniform procurment and annual publication of the Uniform Procurement Guide. 10-2

55 Enclosure (1) to COMDTPUB P B MEMBERSHIP FORMS ENROLLMENT PACKAGE INCLUDES: A. ANSC#7010 AUXILIARY EXAMINATION ANSWER SHEET (CG-4886) 1. After the New Member Examination is successfully completed and graded, the completed answer sheet must be included in the enrollment package. B. ANSC#7036 PROSPECTIVE MEMBER INTERVIEW RECORD (CGAUX-2) 1. This form is to be used by the FC, VFC, FSO-PS or FSO-MT to interview a prospective member. 2. Fill out the applicant s information section at the top. 3. The interviewer is to cover each of the questions carefully, making sure that the prospective member fully understands each item. 4. Make sure the applicant dates and signs this form and includes a phone number. 5. The interviewer is to sign and insert his or her member number. 6. This form is to be submitted with the Enrollment Application (CGAUX-32). C. ANSC#7001 ENROLLMENT APPLICATION AND DUES CHECK (CGAUX-32) 1. This form is the actual application that begins the membership process. It must be filled out completely and accurately, as incorrect information will cause the form to be returned and the new member process to be delayed. 2. Make sure that the flotilla number is inserted in the upper right hand corner. 3. Section I: Be sure all information is complete, including all telephone numbers. Remember, the applicant's origin is optional information. 4. Section II: The certification of citizenship and character must be signed and dated and filled out honestly. Membership can be denied for false information. 5. Section III: This is a check off list for the enrollment package that will go to DIRAUX. If this is a re-enrollment, include the previous member number. 6. The Flotilla Commander is to sign, date, insert flotilla number and forward the entire Enrollment Package to the Director, or per district policy. E 1 1

56 Enclosure (1) to COMDTPUB P B DISENROLLMENTS, DEATH AND RETIREMENTS: D. ANSC#7035 CHANGE OF MEMBERSHIP STATUS (CGAUX-36) This form is to be used when a member wishes to retire after 15 years of service, to inform the Auxiliary of a deceased member, disenrollment by a member s request or disenrollment for nonpayment of dues. 1. Retirement: a. If a member wishes to be transferred to retired status, has met the 15 year require ment, and is a member in good standing (dues paid up to date), the FC or FSO-PS fills out Section I and forwards it to the member. b. Section II: The member checks off the I desire Retired Status box, fills out the date of enrollment, signs and returns the form to the Flotilla Commander. c. Section III: The Flotilla Commander checks the Retired Status box, affixes a signature (with flotilla number), dates and forwards to the DSO-MR. d. Section IV: The DSO-MR verifies that all the information is correct, checks off the eligibility for Retired Status box, signs, dates and forwards to DIRAUX. 2. Deceased Member: a. Section I: When a member dies, the Flotilla Commander fills out Section I with the deceased s name and member number. b. Section III: The Flotilla Commander checks the Death of a Member box, signs and dates and forwards the form directly to the DSO-MR, with a copy to the Division Captain. (Prior notification should have been made by phone). 3. Member Request: a. If the member has requested to be disenrolled, the member may 1). Write a letter requesting disenrollment, or 2). Use this Change of Membership Status form. The Flotilla Commander and Flotilla Personnel Services Officer should make every effort to contact the member and discuss this request and any possible resolution. b. Section I: The Flotilla Commander will fill out the name and member number. E 1 2

57 Enclosure (1) to COMDTPUB P B D.3. Member Request (continued) c. Section II: The member fills in the flotilla number, dates, and checks off the I desire to disenroll box, writes a short reason, signs, attaches membership card and forwards this form to the Flotilla Commander. If a member has written a letter requesting disenrollment, the Flotilla Commander will complete the member information and attach the letter to the form. d. Section III: The Flotilla Commander completes the flotilla number, effective date, checks off Member Request box, signs, dates and forwards to the DSO-PS. e. Section IV: the DSO-PS verifies that all information is correct, checks off Recommend Disenrollment box, signs, dates and forwards to DIRAUX. 4. Non-Payment of Dues: a. If a member is being considered for disenrollment, the CGAUX-36 is to be sent to the member and allowed 30 days to respond. The FC and FSO-PS should make every reasonable effort to contact and retain the member. b. Once the dues notice has been sent out and the member hasn t responded by the deadline, the FC or FSO-PS is to fill out Section I. The form is then sent to the member and allowed 30 days to respond. If no response, the FC or designated member should make personal contact to determine the members intentions. If the member does not want to continue with the Auxiliary and dues are not paid, another CGAUX-36 needs to filled out. 1. Section I: Fill out the member name, member number, dues information, signed by FC and date of notice. 2. Section III: Fill in effective date, check off Non-payment of Financial Obligation, Flotilla Commander signs, dates and forwards to the DSO-PS. 3. Section IV: The DSO-PS verifies that all information is correct, checks off "Recom mend Disenrollment, signs, dates and forwards to DIRAUX. 4. Disenrollments for non-payment of dues should be accompanied by a copy of the original dates dues request or explanation of efforts made to contact the member. E 1 3

58 Enclosure (1) to COMDTPUB P B E. ANSC#7056 TRANSFERS (CGAUX-4) 1. This form is used to transfer a member from one flotilla to another within a District or between Districts. At the top, check off the box that indicates whether the transfer is to be effected within or outside the district. 2. Current Information section: This section is to be filled out by the member with the name, member number, current flotilla number (To: Flotilla Commander ), flotilla and district desired to transfer to, effective date, signed and dated. 3. The current Flotilla Commander recommends approval and verifies that the member is in good standing, with all dues paid and property returned. If not approved, reasons must be submitted in writing. 4. The Flotilla Commander signs, dates and forwards to DIRAUX, with a copy to the Division Captain. F. ANSC#7028 CHANGE OF MEMBER INFORMATION (CGAUX-33) 1. This form is used to enter a permanent change of personal information on record with the Coast Guard Auxiliary. It is very important all members be aware of the necessity for completing this form in the event of any changes. It can help to avoid delays in mailings and receiving appropriate information from the Auxiliary. 2. Full instructions are given on the form. E 1 4

59 Enclosure (2) to COMDTPUB P B PROLOGUE AND PLEDGE FOR NEW MEMBERS The pledge you are about to take is your commitment to support the United States Coast Guard Auxiliary, an organization dedicated to the promotion of boating safety and providing assistance to the United States Coast Guard in the fulfillment of its civil functions. You accept this membership as a volunteer, but as a member you are charged with certain responsibilities and obligations. These include your willingness to support the Coast Guard Auxiliary and its purposes and to participate in its authorized programs to the best of your ability to the extent that time and circumstances permit. As an Auxiliarist, you enjoy certain honors and privileges, among them, wearing the Auxiliary uniform and flying the Auxiliary ensign. Wear the uniform neatly and correctly and fly the Blue Ensign proudly. Remember that your conduct reflects directly upon the image of both the Auxiliary and the Coast Guard. The satisfaction you derive from your Auxiliary membership will be in proportion to your level of participation in the organization s activities. The success of the Coast Guard Auxiliary will depend upon the extent of your participation and upon the quality of the leaders that you, the member, select. (ASK THE AUDIENCE TO RISE) If you feel that you can be an active and productive member of the United States Coast Guard Auxiliary please raise your right hand and repeat after me: I, (your name), solemnly and sincerely pledge myself to support the United States Coast Guard Auxiliary and its purposes and to abide by the governing policies established by the Commandant of the United States Coast Guard. E-2-1

60 Enclosure (2) to COMDTPUBP B E-2-2

61 Enclosure (3) to COMDTPUB P B Dear Member: A few months ago, you were sworn in as a member of the Coast Guard Auxiliary. Since then, you have hopefully learned more about the organization and your role in its missions. The attached Questionnaire is a reflection of our interest in you... especially relating to the expectations of your membership and the general degree of satisfaction you have experienced toward those expectations. Please send your completed questionnaire directly to the District Staff Officer for Personnel Services: By letting us know how you are doing, adjustments can be made to correct an oversight or bring about a desired activity more quickly. Please share your responses with your Mentor if you wish to do so and then forward the completed questionnaire to the above listed staff officer as soon as possible. Thank you. Sincerely, The U.S. Coast Guard Auxiliary, all of whom wish you the very best as a fellow Member E 3 1

62 Enclosure (3) to COMDTPUB P B E 3 2

63 Enclosure (3) to COMDTPUB P B Expectations: NEW MEMBER QUESTIONNAIRE 1. As a new member, what were your original expectations of Coast Guard Auxiliary membership? 2. Are you satisfied that your expectations are being met? Yes No Comments: Personal Mentor: 1. Do you have a Mentor assigned to you? Yes No 2. If you answered No to the above question, do you have a friend within the flotilla who is helping you to orient yourself into the flotilla? Yes No 3. Are you in frequent contact (phone, mail or in person) with your Mentor or friend when you need help or information? Yes No Uniforms: 1. Have your received information as to the proper wearing of our uniforms? Yes No 2. Have you received help in ordering uniforms and accessories? Yes No E 3 3

64 Enclosure (3) to COMDTPUB P B Meetings: 1. Have you been attending flotilla meetings on a regular basis? Yes No Reasons? 2. Are the activities you hear discussed within your flotilla explained for your understanding (such as acronyms, abbreviations, etc.)? Yes No 3. Do you fell welcome and accepted within your flotilla? Yes No Comments? 4. Have you become involved with a training program offered by the flotilla? Yes No none offered nothing of interest yet 5. Have you attended a fellowship event? Yes No none offered nothing of interest yet 6. Please comment freely on anything relating to your experiences as a member of the Auxiliary: Thank you for taking time to share your thoughts. You are very important to us and your progress is our concern. Please return this Questionnaire to the District Personnel (Member Resources) Officer. E 3 4

65 Enclosure (3) to COMDTPUB P B Dear Member: A few months ago, you were sworn in as a member of the Coast Guard Auxiliary. Since then, you have hopefully learned more about the organization and your role in its missions. The attached Questionnaire is a reflection of our interest in you... especially relating to the expectations of your membership and the general degree of satisfaction you have experienced toward those expectations. Please send your completed questionnaire directly to the District Staff Officer for Personnel Services: By letting us know how you are doing, adjustments can be made to correct an oversight or bring about a desired activity more quickly. Please share your responses with your Mentor if you wish to do so and then forward the completed questionnaire to the above listed staff officer as soon as possible. Thank you. Sincerely, The U.S. Coast Guard Auxiliary, all of whom wish you the very best as a fellow Member E 3 1

66 Enclosure (3) to COMDTPUB P B E 3 2

67 Enclosure (3) to COMDTPUB P B Expectations: NEW MEMBER QUESTIONNAIRE 1. As a new member, what were your original expectations of Coast Guard Auxiliary membership? 2. Are you satisfied that your expectations are being met? Yes No Comments: Personal Mentor: 1. Do you have a Mentor assigned to you? Yes No 2. If you answered No to the above question, do you have a friend within the flotilla who is helping you to orient yourself into the flotilla? Yes No 3. Are you in frequent contact (phone, mail or in person) with your Mentor or friend when you need help or information? Yes No Uniforms: 1. Have your received information as to the proper wearing of our uniforms? Yes No 2. Have you received help in ordering uniforms and accessories? Yes No E 3 3

68 Enclosure (3) to COMDTPUB P B Meetings: 1. Have you been attending flotilla meetings on a regular basis? Yes No Reasons? 2. Are the activities you hear discussed within your flotilla explained for your understanding (such as acronyms, abbreviations, etc.)? Yes No 3. Do you fell welcome and accepted within your flotilla? Yes No Comments? 4. Have you become involved with a training program offered by the flotilla? Yes No none offered nothing of interest yet 5. Have you attended a fellowship event? Yes No none offered nothing of interest yet 6. Please comment freely on anything relating to your experiences as a member of the Auxiliary: Thank you for taking time to share your thoughts. You are very important to us and your progress is our concern. Please return this Questionnaire to the District Personnel (Member Resources) Officer. E 3 4

69 Enclosure (3) to COMDTPUB P B Dear Member: A few months ago, you were sworn in as a member of the Coast Guard Auxiliary. Since then, you have hopefully learned more about the organization and your role in its missions. The attached Questionnaire is a reflection of our interest in you... especially relating to the expectations of your membership and the general degree of satisfaction you have experienced toward those expectations. Please send your completed questionnaire directly to the District Staff Officer for Personnel Services: By letting us know how you are doing, adjustments can be made to correct an oversight or bring about a desired activity more quickly. Please share your responses with your Mentor if you wish to do so and then forward the completed questionnaire to the above listed staff officer as soon as possible. Thank you. Sincerely, The U.S. Coast Guard Auxiliary, all of whom wish you the very best as a fellow Member E 3 1

70 Enclosure (3) to COMDTPUB P B E 3 2

71 Enclosure (3) to COMDTPUB P B Expectations: NEW MEMBER QUESTIONNAIRE 1. As a new member, what were your original expectations of Coast Guard Auxiliary membership? 2. Are you satisfied that your expectations are being met? Yes No Comments: Personal Mentor: 1. Do you have a Mentor assigned to you? Yes No 2. If you answered No to the above question, do you have a friend within the flotilla who is helping you to orient yourself into the flotilla? Yes No 3. Are you in frequent contact (phone, mail or in person) with your Mentor or friend when you need help or information? Yes No Uniforms: 1. Have your received information as to the proper wearing of our uniforms? Yes No 2. Have you received help in ordering uniforms and accessories? Yes No E 3 3

72 Enclosure (3) to COMDTPUB P B Meetings: 1. Have you been attending flotilla meetings on a regular basis? Yes No Reasons? 2. Are the activities you hear discussed within your flotilla explained for your understanding (such as acronyms, abbreviations, etc.)? Yes No 3. Do you fell welcome and accepted within your flotilla? Yes No Comments? 4. Have you become involved with a training program offered by the flotilla? Yes No none offered nothing of interest yet 5. Have you attended a fellowship event? Yes No none offered nothing of interest yet 6. Please comment freely on anything relating to your experiences as a member of the Auxiliary: Thank you for taking time to share your thoughts. You are very important to us and your progress is our concern. Please return this Questionnaire to the District Personnel (Member Resources) Officer. E 3 4

73 Enclosure (4) to COMDTPUB P B ANNUAL MEMBERSHIP SURVEY To: From: Flotilla Personnel Services Officers Department of Personnel Please ask each of your flotilla members to complete the survey and return it to you. The distribution to members starts August 1st and results must be returned to your SO-PS by September 1st. This survey can be distributed at a meeting or mailed to individual members homes. If you distribute the surveys by mail, please include a self-addressed envelope for their return to you. Tabulate your findings for the benefit of your flotilla s leadership... the profile of member satisfaction is essential to make potential adjustments to a flotilla s Membership Recruiting and Retention Plan. No names are required on the Surveys. Again, please be sure to encourage and guide your membership to return their surveys to you in time for returning them to your SO-PS by September 1st. Thank you for your part in this effort to reach out and make contact with our membership. It is being done on a national scale, which involves a great deal of coordination. Please see the Time-Line below. Listening to our membership is worth any effort we can expend. Sincerely, Personnel Department of the United States Coast Guard Auxiliary TIME-LINE OF ANNUAL MEMBERSHIP SURVEY July 1: August: Sept. 1: Oct. 1: Nov. 1: Dec.1: Jan 1: Distribution of Surveys from National to Flotillas. Surveys are filled out by individual members. FSO-PS receives all completed surveys and sends results to SO-PS. SO-PS forwards division results to the DSO-PS. DSO-PS tabulates district survey information, reports to EXCOM and National via the Branch Chief. Statistical results reported to Dept. Chief, Personnel. Final composite report presented to NEXCOM. E 4 1

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75 SAMPLE SURVEY: Enclosure (4) to COMDTPUB P B UNITED STATES COAST GUARD AUXILIARY ANNUAL MEMBERSHIP SURVEY For the following statements please circle the response that best states how you feel: 1=strongly agree; 2=agree; 3=undecided; 4=disagree; 5=strongly disagree;0=have no knowledge 6. I am satisfied with the missions in which I am now active The Auxiliary provides good training for its programs My flotilla offers organized training programs The training I want has been made available to me I am very satisfied with our training program My flotilla has good fellowship among its members My flotilla has planned fellowship events My flotilla has jobs available for all of our members My flotilla is involved in other missions in addition to the traditional cornerstone missions of VE, OP and IT My flotilla actively encourages involvement of all members My flotilla publishes a good newsletter My flotilla has interesting and worthwhile meetings My flotilla staff keeps the membership informed All members are involved in our flotilla business Information from my division is timely and accurate Information from my district is timely and accurate My flotilla gets good information from national Auxiliary publications are beneficial to the members My flotilla discusses information on the CGAUXWEB My local Coast Guard unit encourages Auxiliary involvement I believe that I am a valued member of TEAM Coast Guard Please use this space to make additional comments and suggestions for improvement with respect to 1). opportunites and involvement in Auxiliary activities (training, meetings, fellowship, internal communications) and 2). The degree of involvement and satisfaction with the Coast Guard and/or state and municipal agencies. E 4 3 _

76 Enclosure (4) to COMDTPUB P B ANNUAL MEMBERSHIP SURVEY To: All Flotilla Members From: Personnel Department of the United States Coast Guard Auxiliary Each year at this time our entire organization will be asked for each member s input on basic issues to our continued existence. Your leadership at each administrative level realizes that our future depends upon determining your needs and measuring the level of satisfaction which results in your involvement in Auxiliary activities. Of additional importance is the determination of how we are being affiliated with and utilized by the Coast Guard. In this survey, you are asked important questions in strict confidence. Each flotilla will benefit by the tabulation of survey responses, as will the division, district and national organizations. Please fill out this important survey and return it to your Flotilla Member Resources Officer as soon as possible. Thank you very much. U.S. Department of Transportation United States Coast Guard United States Coast Guard Auxiliary Official Business 1. How long have you been a member of the Auxiliary? years 2. What motivated you to join the Auxiliary? (Check all that apply) Took a Boating Course Having a CME on my boat Friends in Auxiliary Opportunity to help others Become a better boater Help the Coast Guard Fellowship with others Other (please specify): 3. What are your current Qualifications? (Check all that apply): IT MI VE MV CFVE Crew Coxswain Pilot Air Observer AUXOP CG Station Quals: MSO/Recruiting Quals: 4. In what Auxiliary missions are you now active? 5. In what other programs are you interested in becoming involved? E-4-4

77 Enclosure (4) to COMDTPUB P B Annual Membership Survey E 4 5 E - 4-5

78 Enclosure (4) to COMDTPUB P B Dear Flotilla Member, Each year at this time, our entire organization will be asked for each member s input on basic issues vital to our continued existence. The Auxiliary understands that much of our efforts are expended for our external customers: the Coast Guard. State and municipal agencies and the boating public. However, we have other customers so vital that we cannot exist without the: YOU and all Auxiliarists. Each individual member is an internal customer... and your leadership at each administrative level fully realizes that our future depends upon determining your needs and measuring the level of satisfaction which results from involvement and participation in Auxiliary activity. Of additional importance is the determination of how we are being affiliated with and utilized by the Coast Guard. In the enclosed survey, you are asked important questions in strict confidence. The results will be made known as general and cumulative information only, and will not be related to any single member or group of members. Each flotilla will benefit by the tabulation of survey responses, as well as the division, district and national organizations. For these reasons, please help to achieve a 100% participation in this important survey. Two subjects are focused on: 1). The level of the individual member s satisfaction with respect to opportunities and involvement in Auxiliary activities and programs, and 2). The degree of involvement in and satisfaction with Coast Guard, state and municipal activities. Thank you very much. COAST GUARD AUXILIARY ANNUAL MEMBERSHIP SURVEY 1. How long have you been a member of the Auxiliary? years

79 Enclosure (4) to COMDTPUB P B 2. Are you now, or have you recently been, active in an Auxiliary program? yes no 3. What were the specific activities or programs that motivated you to join the Auxiliary? 4. In what programs and activities are currently interested? 5. In general, have those specific activities or programs been made available to you? yes no no organized training organized training to be offered in future activities referred training has been organized training to only organized not required If training has not yet been offered, how long have you been waiting for proper training to be presented? 6. Please determine how or why you became involved in Auxiliary activities or programs : suggestion of others due to my own interest and initiative the flotilla stressed the need for more activity I joined some friends who were active in the program I just wanted to be part of any productive activity I joined a training class and became enthused I joined the Auxiliary to specifically pursue a particular activity I seemingly had no choice in the matter Other (please describe) 7. Regarding the activities and programs you do or have taken part in: Are you satisfied with your involvement? Activity #1: completely Activity #2: completely somewhat somewhat not what I expected not at all E 4 7E not what I expected not at all 8. Do you have any explanatory comments regarding your answers to the last question?

80 Enclosure (5) to COMDTPUB P B QUESTIONNAIRE FOR DISENROLLED MEMBERS 1. How long were you a member of the Auxiliary? Years months 2. Were you a Vessel Examiner? Yes * No *If yes, how many CMEs did you perform last year? 3. Were you an instructor or aide? Yes* No *If yes, how many hours did you serve last year as as instructor? as aide? 4. Did you patrol as coxswain, pilot, crew or observer? Yes* No *If yes, how many hours did you serve on patrol last year? 5. Did you hold an elected office during your Auxiliary Career? Yes* No *If yes, what was the highest office held? 6. Did you hold an appointed staff office? Yes* No *If yes, what staff position(s) did you hold? 7. Have you completed any of the Specialty Courses for AUXOP? Yes* No *If yes, check the ones completed. Administration Communications Seamanship Search and Rescue Weather Piloting Patrols 8. Why did you join the Auxiliary? E 5 1

81 Enclosure (5) to COMDTPUB P B 9. Did the Auxiliary satisfy your reasons for joining? Yes No* *If no, in what ways did we fail to meet your expectations? 10. During your Auxiliary career, what one thing can you think of that most turned members off? 11. What one thing can you think of that most turned members on? 12. From your point of view, what changes should be made in the Auxiliary that would be the greatest benefit to recruiting and retaining members? 13. If you have other comments or suggestions, we would appreciate having you state them here: Thank you for your assistance! Please include you name and member number (if you wish) and return the completed questionnaire in the enclosed envelope. Name Member Number E 5 2

82 Enclosure (6) to COMDTPUB P B PERSONNEL SERVICES AND FELLOWSHIP A. PURPOSE. Recruiting and Retention Plans combined with FELLOWSHIP provide the basis for a well-adjusted, viable flotilla. 1. Does this go on in your Flotilla, Division or District Meetings? I see you at the meetings, but you never say Hello. You re busy all the time, you re there with those you know. I sit amongst the people, and yet, I m a lonesome guy. An unknown fish in a new strange bowl as you old members pass me by. You invite us to the meeting and you talk of fellowship. If you would only step across the room, but you never make the trip. Why can t you nod and say Hello or stop and shake my hand? Then go and sit among your friends. Now, that I d understand. I ll be at your next meeting, perhaps a nicer night to spend. Do you think you could introduce us? I want to be your friend. (From MOWW, Author Unknown) 2. FELLOWSHIP is the glue holding our flotillas together. The bond that is formed between members who work and recreate together is the key to retention and the health of a flotilla. Lack of fellowship may be the reason some flotillas become ineffective. ` 3. HOW TO HAVE FELLOWSHIP AND FUN: a. Read Chapter VI in the Membership Recruiting and Retention Guide. b. Form a Fellowship/Entertainment Committee. (1). Select happy people who like to have fun. (2). Have the committee make plans and present them at a flotilla meeting. (3). Plan a calendar of social events that correspond with Auxiliary activities, meetings, historical events and holidays. (4). Keep activities simple and inexpensive. (5). Consider activities to which children and family members may be invited. (6). Publicize and make certain all members, including retirees are notified. (7). Each Flotilla meeting should incorporate a period of Fellowship with food, snacks, coffee or soft drinks. E 6 1

83 Enclosure (6) to COMDTPUB P B ` c. Plan: (1). Rendezvous and cruises. (2). Pizza parties. (3). Dinners at local restaurants. (4). Pot luck dinners/picnics. (5). Holiday events. (6). Bocci, volleyball, card tournaments. (7). Trips: theater, boat manufacturers, CG Academy. (8). Entertaining training. (9). Be Creative!! d. Calling Crew (1). All members should receive a personal phone call each month. (2). A Head Caller should coordinate distribute information to those individuals who volunteer to call the same five or six members for every planned activity. (3). A personal invitation to meetings, activities and social events enhances fellowship and attendance. e. Snacks: (1). Always have snacks and fellowship at flotilla meetings. (2). Rotate members to bring snacks. (3). Fellowship and snacks at Public Education graduations. (4). Fellowship and snacks in connection with CME Stations. Provide cold drinks (soda, ice tea, lemonade), coffee and snacks. (5). Fellowship and snacks with all training sessions. (6). Celebrate birthdays and special events. f. Do not forget Retired Members: (1). Keep then on roster, with correct address and telephone number. (2). Invite them to be on the social planning committee. (3). Make sure they receive flotilla newsletters and other flotilla information. (4). Retirees are our history - don't lose contact. (4). Once a year, have special get-together and honor Retirees. (5). Memorial service for all deceased. A GOOD FELLOWSHIP PROGRAM ENHANCES THE RECRUITING EFFORT AND IS THE KEY TO RETENTION! E 6 2

84 Enclosure (7) to COMDTPUB P B PUBLIC AFFAIRS AND RECRUITING A. PURPOSE. A vigorous and well-organized Public Affairs (PA) Program at every level in the Auxiliary is one of the more productive means of recruiting members. It is the Public Affairs Staff Officer, through well-planned publicity by radio, television and print media that brings the Auxiliary in contact with the public through the Public Education classes, Vessel Safety Check Stations, Marine Visits, information booths at boat shows, marine displays, and other public activities. B. PUBLIC IMPRESSIONS. A first and lasting impression of the Coast Guard and the Auxiliary by the general public is through publicity arranged by the Flotilla Staff Officer for Public Affairs (FSO PA). A well-organized Flotilla Public Affairs Program is the first step in recruiting new members into the Auxiliary. C. GUIDE. The following suggestions can help the FSO PA in accomplishing the duties involving membership recruiting. 1. Work closely with the Flotilla Staff Officer for Personnel Services (FSO PS). Borrow their copy of Membership Recruiting and Retention Guide (COMDTPUB P series). Chapter III Recruiting Members tells you how and where most new members are recruited and what an important part you play in this vital program. 2. Work closely with the FSO PS (and other FSOs) throughout the entire planning and execution phase of your PA Program. You should function as a close-knit team. 3. When planning publicity for Public Education classes, make certain to obtain the schedule well in advance from the Flotilla Staff Officer for Public Education (FSO PE). Ensure a name and phone number are available for further information on the classes and about the Auxiliary itself. Radio and TV Spots are very useful. Develop cordial relations with the local radio and TV stations. They may want interviews and/or opportunities to take video scenes for TV. This presents a great opportunity to discuss the benefits of Auxiliary membership. Incidentally, much of these media services are free and come under community service and public announcements. 4. At every Boat Show in your area, set up an information booth to distribute information on PE classes, Vessel Safety Check stations and how to join the Auxiliary. 5. Marine Visits are a good source of advertising. In addition to posters on PE classes and Vessel Safety Checks, ask to put up the Join The U. S. Coast Guard Auxiliary posters (ANSC # 3507). You can obtain them from your Materials Officer (MA). Be sure to list the name and phone number of a local contact. The SO/FSO MA can also provide copies of the Join the U.S. Coast Guard Auxiliary pamphlet (ANSC #3023). IMPORTANT! Make sure the return reply postcard in the pamphlet has a flotilla contact, perhaps the FSO PS or FC. E 7 1

85 Enclosure (7) to COMDTPUB P B 6. Organize a Flotilla Speakers Bureau with your best public speakers available to speak on boating safety to local community groups. These contacts afford excellent opportunities to spread the word to the public on PE, VE, OPS, as well as on membership opportunities within the Auxiliary. 7. Chapter III of the Membership Recruiting and Retention Guide provides the basic reasons why people join the Auxiliary. Remember, we do not want people who just JOIN. We want people who are willing to participate in the flotilla s programs and actively assist in our missions. Prospective members should be informed they will be required to purchase at least the basic working uniform, attend flotilla meetings, and be actively involved in our programs. 8. Ask the FC and FSO PS to follow-up on individuals who indicate an interest in join ing. Remind them that husband and wife teams (or other family member combinations) are desirable and enhance fun while serving together. Discuss the opportuni ties for advanced training available to Auxiliary members. 9. Please remember, there are many jobs in a flotilla. We need people to serve as FSOs and assistants, become involved in support of mission activities, complete administrative tasks, give direct support to the Coast Guard and serve on committees. Most civilian skills are of use in the Auxiliary today. D. IDEAS. This guide provides only a few thoughts on how you can assist in the vital mission of recruiting qualified, dedicated and motivated people to be members of the Auxiliary. There are many other ideas. Seek them out. Share them with others. E. STAFF COOPERATION. Finally, work with all members of the flotilla staff. Be a working member of the Flotilla Recruiting and Retention Team. Remember you may be the first flotilla member to come in contact with the media and through them, the public. Set the example with a professional demeanor and appearance, as well as your interest and concern for boating safety. You can make a difference in the addition of more students in PE classes, an increase in vessel safety checks and an increase in flotilla membership. GOOD LUCK AND HAPPY RECRUITING! THIS IS THE YEAR TO RECRUIT NEW MEMBERS. YOU ARE ONE OF THE MOST IMPORTANT PEOPLE IN MAKING THIS YEAR A SUCCESS! E-7 2

86 Enclosure (8) to COMDTPUB P B PUBLIC EDUCATION AND RECRUITING A. PURPOSE. Public Education (PE) serves two major purposes in the Auxiliary: 1. To educate the public in safe boating practices. 2. To assist the flotilla in bringing qualified and dedicated members into the Auxiliary. It is Public Education that has brought in the majority of our boating members. B. PUBLIC IMPRESSIONS. The first and lasting impression of the Coast Guard and the Coast Guard Auxiliary by the majority of the general public is through the PE classes conducted by the flotilla, under general direction of the Flotilla Staff Officer for Public Education (FSO PE). C. GUIDE. The following paragraphs can serve as a guide in helping you, the FSO PE, accomplish the essential portion of your duties involving membership recruiting. 1. Work closely with the Flotilla Staff Officer for Personnel Services (FSO PS). Borrow a copy of the Membership Recruiting and Retention Guide (COMDTPUB P series). Chapter III, Recruiting Members, tells you how and where most new members are recruited into your flotilla and what an important part you play in this vital program. 2. Work closely with the FSO PS throughout the entire planning and execution phase of your PE classes. You should both act as a team. 3. The introduction and first class should be conducted by the most qualified instructor, not necessarily the Flotilla Commander or FSO PE. The FC should say a few words of welcome. Lasting impressions are made during this first class and first contact with the Auxiliary. Many students determine right then whether they want to continue the course and whether the Auxiliary is the type of service organization they might want to join. 4. Using the Minutes for Membership, take a couple of minutes during each class to tell something about the Auxiliary and Coast Guard: a. Their mission. b. Purpose. c. Activities. This could be done by the FC, FSO PS or scheduled instructor someone who can make a good impression. Be sure to highlight the opportunities for advanced training and personal development in the Auxiliary. E 8 1

87 Enclosure (8) to COMDTPUB P B 5. Halfway through the course, take a few minutes to formally encourage the students to consider joining the Auxiliary. Distribute the pamphlet JOIN THE U. S. COAST GUARD AUXILIARY (ANSC #3023) to each student and ask them to contact flotilla members during breaks or after the class for further information (make certain the FSO PS has sufficient copies of the pamphlet on hand, with the FSO PS s name, address and phone number on the attached postcard). The FC and FSO PS should be present at this class. If not, pass on the names of any students interested to the FSO PS for further follow-up. 6. Near the end of the course, arrange to show a video on the Coast Guard Auxiliary. All students need to know what we do. Again, the FC and FSO PS should be present. At the exam announce the date and location of the next flotilla meeting or activity. Invite students to attend and learn more about the Auxiliary. 7. Chapter III of the Membership Recruiting and Retention Guide provides reasons why people join the Auxiliary. Remember, we do not want JOINERS, we want people willing to work in the flotilla and assist in our missions. The students need to be informed that they will be required to purchase at least the basic working uniform to actively participate in our programs. 8. Make sure the FC or FSO PS follow-up on students who indicate an interest in joining. Encourage them to ask their family memebers to join with them. Husband and wife teams (or other family member combinations) are desirable and enhance fun while serving together. 9. Please remember, there are many jobs in a flotilla. We need people to serve as Flotil la Staff Officers and assistants, become involved in mission activities, complete administrative tasks, give direct support to the Coast Guard and serve on committees. Most civilian skills are of use in the Auxiliary today. D. IDEAS. This guide provides only a few thoughts on how you, the FSO PE, can assist in the vital mission of recruiting qualified, dedicated, and motivated people to join the Auxiliary. There are many other ideas. Seek them out. Share them with others. E. STAFF COOPERATION. Finally, work with all members of the flotilla staff. Be a working member of the Flotilla Recruiting and Retention Team. Remember you, as the FSO PE, are usually the first flotilla member to come in contact with the public through the education classes. You will spend more time with the students than any other staff officer. Set the example. You can make the difference in how well your flotilla does in recruiting new members this year. GOOD LUCK AND HAPPY RECRUITING! THIS IS THE YEAR TO RECRUIT NEW MEMBERS. YOU ARE ONE OF THE MOST IMPORTANT PEOPLE IN MAKING THIS YEAR A SUCCESS! E 8 2

88 Enclosure (9) to COMDTPUB P B VESSEL EXAMINATION AND RECRUITING A. PURPOSE. Vessel Examination and Public Education are joint partners in the Coast Guard Auxiliary s goal: 1. To help educate the public in safe boating practices, 2. To assist the Flotilla in bringing qualified and dedicated members into the Auxiliary. The Flotilla Staff Officer for Vessel Examination (FSO VE) and all examiners should be an excellent source of bringing in new Auxiliary members. B. PUBLIC IMPRESSIONS. A first and lasting impression of the Coast Guard and Auxiliary is gained by the individual recreational boater through the Vessel Safety Check Program conducted by the flotilla under general direction of the FSO VE. C. GUIDE. The following paragraphs serve as a guide in helping you accomplish the essential part of your duties involving membership recruiting. 1. Work closely with the Flotilla Staff Officer for Personnel Services (FSO PS). Borrow a copy of the MEMBERSHIP RECRUITING AND RETENTION GUIDE (COMDTPUB P series). Chapter III Recruiting Members tells you how and where most new members are recruited into your flotilla and what an important part you play in this vital program. 2. Keep the FSO PS involved throughout the entire planning and execution phase of the Vessel Safety Check Program. Both of you should function as a team. 3. When setting up a Station or Boating Safety Booth, make certain the FSO PS or some other knowledgeable member of the flotilla is present to answer questions about the Auxiliary and to distribute VE Handout Packets (see page E-9-3) which contain the Join the U.S. Coast Guard Auxiliary pamphlets (ANSC #3023). Check the attached reply postcard in the pamphlet for the address and phone number of the FC or FSO PS. 4. When advertising your Vessel Safety Check Station at marinas and other public places, include the Join the U. S. Coast Guard Auxiliary poster (ANSC #3507). You can obtain these from the FSO MA. Many flotillas combine the efforts of the PA, PS and VE to advertise the Stations and provide information on joining the Auxiliary. 5. A Marine Visitor (MV) can also play an important part in the recruitment of new members. The Flotilla Staff Officer for Marine Visitors (FSO MV) and FSO VE should encourage each MV to leave copies of the JOIN pamphlet (bearing a local address) with each dealer visited and request display of the JOIN posters. Make certain the FSO PS s name, address and phone number are listed on the posters. E-9-1

89 Enclosure (9) to COMDTPUB P B 6. A very important factor in successful recruiting is for Vessel Examiners (VEs) to be in proper uniform and to meet high standards of personal appearance. Examiners may be the first or only contact the public has with the Coast Guard or Auxiliary. The impression left by the Examiner may determine the public's opinion of the Auxiliary as a public service organization. Be professional in conduct, attitude and appearance. 7. Chapter III of the MEMBERSHIP RECRUITING AND RETENTION GUIDE pro - vides reasons why people join the Auxiliary. Remember, we do not want JOINERS. We want people willing to work in the flotilla and assist in our mission of safe boating. Prospective members must be informed they will be required to purchase at least the basic working uniform and actively participate in our programs. 8. Please remember, there are many jobs in a flotilla. We need people to serve as Flotil la Staff Officers and assistants, become involved in mission activities, complete administrative tasks, give direct support to the Coast Guard and serve on committees. Most civilian skills are of use in the Auxiliary today. 9. Ask the FC and FSO PS to follow-up on those people who indicate an interest in joining. Mention to the boater that husband and wife teams (or other family member combinations) are very desirable and enhance fun while serving together. Discuss the opportunities for advanced training available to members of the Auxiliary. D. IDEAS. This guide provides only a few thoughts on how the FSO VE, Vessel Examiners, FSO MV and Marine Visitors can assist in the recruitment of new members for your flotilla and the Auxiliary. E. STAFF COOPERATION. Finally, work with all members of the flotilla staff. Be a working member of the Flotilla Recruitment Team. VEs and MVs are among the first members to come in contact with the public. Set the example in the professionalism of Vessel Safety Check, personal appearance and your interest and concern for boating safety. You can make a difference in how well your flotilla does in member recruiting. Your success will be reflected in how well your VE Program does in the future through the qualification of new members as VEs. GOOD LUCK AND HAPPY RECRUITING! THIS IS THE YEAR TO RECRUIT NEW MEMBERS. YOU ARE ONE OF THE MOST IMPORTANT PEOPLE IN MAKING THIS YEAR A SUCCESS! E-9-2

90 Enclosure (9) to COMDTPUB P B VE/OP HANDOUT PACKETS FOR RECREATIONAL BOATERS This is a project that should be initiated at the Division level and implemented by each flotilla. Materials should be decided upon and ordered in the fall of the year. During the winter months, materials for the packets should be assembled, collated and placed in individual envelopes or plastic bags for distribution to boaters assisted by Auxiliarists and vessel owners receiving a Vessel Safety Check. This is a good project to do before or after a division or flotilla meeting. Each flotilla should maintain a stock of Handout Packets for the boating season equal to the estimated number of Vessel Safety Checks to be done plus 5 (or more) for each facility to keep on board. (Areas with year-round boating will need to determine their best time for ordering and assembling.) As the boating season progresses, more packets may need to be made. SAMPLE MATERIALS LIST ANSC order # title of pamphlet 3006 Federal Requirements for Recreational Boaters 3015 Customer Information Line 3023 JOIN THE AUXILIARY 3028 PWC Owner pamphlet 3030 Getting Help on the Water 3031 Safe Boating Tips 3032 Know Before You Go 3034 You are Responsible 3037 Life Lines 4033 Environmentally Safe Boating Trip 4038 Help Us Protect additional items suggested: State Boater s Guide Division Brochure listing locations of all flotillas Auxiliary business card of the member presenting the packet E-9-3

91 Enclosure (9) to COMDTPUB P B BE A BETTER BOATER! TRAIN WITH THE BEST... JOIN THE COAST GUARD AUXILIARY FOR MORE INFORMATION CALL: E-9-4

92 Enclosure (10) to COMDTPUB P B OPERATIONS AND RECRUITING & RETENTION A. PURPOSE. Operations (OP) can play a major part in: 1. Helping to educate the public in safe boating practices. 2. Assisting the flotilla in bringing qualified and dedicated members into the Auxiliary. The Flotilla Staff Officer for Operations (FSO OP) and all members involved in Operations are a valuable source for recruiting new members. B. PUBLIC IMPRESSIONS. A first and lasting impression of the Coast Guard and the Auxiliary may be gained by recreational boaters through flotilla activities involving patrols, search and rescue missions, regattas and other on-water activities. C. GUIDE. The following paragraphs serve as a guide in helping you, the FSO OP, accomplish this vital portion of your duties involving membership recruiting and retention within your flotilla. You and your flotilla members, in carrying out your operational duties, make contact with the public, many of whom may be potential Auxiliary members. 1. Work closely with the Flotilla Staff Officer Personnel Services (FSO PS). Borrow the FSO PS s copy of Membership Recruiting and Retention Guide (COM- DTPUB P series). Chapter III, Recruiting Members, tells you how and where most new members are recruited and what an important part you play in this vital program. 2. Keep the FSO PS involved throughout the entire planning and execution phase of your Flotilla Operations Program. You both need to function as a team. 3. Request that your Operations personnel carry Handout Packets (see page E-9-3) containing copies of Join the U.S. Coast Guard Auxiliary pamphlet (ANSC #3023) to give boaters with whom they come in contact or assist while on patrol. Make certain the FSO PS s (or another member designated by the Flotilla Commander [FC]) name, address and phone number appears on the attached reply postcard in the Join the Auxiliary pamphlet.you usually have an appreciative and receptive audience when you lend assistance to someone in distress. As representatives of the Coast Guard and the Auxiliary, members can make a lasting impression on those persons they have assisted. This will encourage them to spread a favorable word about the Auxiliary. 4. When moored at a marina on stand-by, encourage one of your crew to speak with other boaters in the immediate area about the Auxiliary s need for new members. Bring up Operations and other activities, and don t forget the opportunities for advanced member training. Let them help spread the word about the Auxiliary. E 10 1

93 Enclosure (10) to COMDTPUB P B 6. Chapter III of the Membership Recruiting and Retention Guide provides you with reasons why people join the Auxiliary. Remember, we want people willing to work in the flotilla and assist in our mission of safe boating. Prospective members must be informed they will be required to purchase at least the basic working uniform to actively participate in our programs. 7. Ask the FC and FSO PS to follow-up on prospective members who indicate an interest in joining. Make sure the prospective member understands the Auxiliary fully supports equal opportunity. Let them know that husband and wife teams (or other family member combinations) are desirable and enhance fun while serving together. 8. Please remember, there are many jobs in a flotilla. We need people to serve as Flotil la Staff Officers and assistants, become involved in mission activities, complete administrative tasks, give direct support to the Coast Guard and serve on committees. Most civilian skills are of use in the Auxiliary today. 9. As FSO OP you play a vital roll in Member Retention by providing opportunities for members to serve on operational missions. Identify members trained as boat crew who are not participating. Arrange for them to go on a patrol. Spark their interest to be an active member of the Auxiliary. Work with the Flotilla Staff Officer Member Training (FSO MT) to help boat crew members to maintain their qualifications and to enable new members to have the opportunity to be trained in the boat crew program 10. As you know, the entire boat crew should always be wearing the proper uniform correctly when on patrol. They are the first contact with the public in many cases, both on the water and at the marinas. Your guidance and active support is needed to be sure the members of the public see professionalism in our conduct, attitude and appearance. D. IDEAS. This guide provides only a few thoughts on how you, the FSO OP and your Operations people can assist in the vital mission of recruiting qualified members of the public to join the Auxiliary and to retain estabilshed members by keeping them involved in flotilla operations. There are many other ideas. Seek them out! Share them with others! E. STAFF COOPERATION. Work with all of the flotilla staff. Be a working member of the Flotilla Recruitment and Retention Team. Remember you and your Operations people may be among the first members to come in contact with the boating public. Boat crews have the opportunity to meet more of the boating public than most other Auxiliarists. Set the example. Operations can make a difference in how your flotilla does in recruiting new members and retaining the trained members. GOOD LUCK AND HAPPY RECRUITING AND RETAINING. THIS IS THE YEAR FOR STRENGTHENING MEMBERSHIP. YOU ARE ONE OF THE MOST IMPORTANT PEOPLE IN MAKING THIS YEAR A SUCCESS! E-10-2

94 Enclosure (11) COMDTPUB P B CAREER COUNSELORS AND RECRUITING A. PURPOSE. Career Counselors assist in the recruiting efforts for all aspects of Team Coast Guard, including the Coast Guard Academy, Regulars, Reserves and Auxiliary. B PUBLIC IMPRESSIONS. A first and lasting impression of the Coast Guard and the Auxiliary is gained by the public through the Career Counselor s visits to high schools, youth organizations and career fairs. C. GUIDE. The following paragraphs serve as a guide in helping you, the FSO-CC, to capitalize on your skills and visibility to accomplish the vital part of your duties involving membership recruiting. 1. The Career Counselor is often the first contact person for the Auxiliary. These individuals are eminently familiar with the Coast Guard and the Auxiliary. According to the manual, the Career Counselor is well groomed, wears the uniform to perfection and is an individual who commands respect and influence. 2. Work closely with the Flotilla Officer for Personnel Services (FSO-PS). Borrow a copy of the MEMBERSHIP RECRUITING AND RETENTION GUIDE (COMDTPUB P series). Read Chapter III to find out how and where most new members are recruited into the Auxiliary and what an important part you play in this vital program. 3. Work closely with the FSO-PS and be sure to advise him or her of your activities and ask for information and materials to present on joining the Auxiliary. 4. You frequently have an opportunity to address large groups of high school and even college students. These presentations should always include an overview of the Auxiliary, including recent accomplishments of the Auxiliary, and an invitation to attend a BS&S class and/or a flotilla meeting. Always mention requirements for membership, as high school students are usually unaware that they can join at age 17. Audiences should be provided with Join the Auxiliary pamphlets with a local return address provided. 5. When speaking with Coast Guard candidates, the merits of Auxiliary membership prior to Coast Guard enlistment should be emphasized. A special benefit to preenlistees is the chance to take Coast Guard Institute correspondence courses for which Coast Guard credit would be granted. Auxiliarists are also eligible to attend Coast Guard Resident and Exportable Training Courses and receive credit. Auxiliarists who complete Crew training can enter the Coast Guard with an E-2 rating and Coxswains with a rating of E-3, providing all other requirements are fulfilled. E 11 1

95 Enclosure (11) COMDTPUB P B 6. Teachers make excellent candidates for Auxiliary membership. Many teachers are also boaters and might enjoy the opportunity to use their skills as an Auxiliary Instructor or boat crew. With permission from the main office of each school you visit, leave a quantity of Join the Auxiliary literature and a poster in each teachers' lounge. Retired teachers associations might also appreciate information on membership. 7. The Guidance Office of every school is an appropriate place to post an Auxiliary poster and class schedules for BS&S and Boating Safely. Be sure that a local phone number is on all literature left at the schools. 8. AIM applicants and their parents make good prospects for membership. Inviting them to attend a flotilla meeting could spark interest in joining. Follow-up on AIM applicants who are not chosen to attend the AIM Week may also result in a new member. 9. Form a good relationship with the local recruiting office and encourage their personnel to recruit for the Auxiliary as you recruit for the Coast Guard. Joint tables at a career fairs at local high schools and shopping malls may be beneficial to you both. Ask your FSO-PS to join you. D. IDEAS. This guide provides only a few thoughts on how the FSO-CC can assist in the recruitment of new members for your flotilla. As you use these ideas and create more of your own, it will become an integral part of your Career Counselor activities. E. STAFF COOPERATION. Work with other members of the flotilla staff and become an active member of the Flotilla Recruitment Team. Set an example in your professionalism, per - sonal appearance and concern for the Coast Guard and Auxiliary. You can make a difference in how well the Coast Guard, the Academy and your flotilla do in member recruiting. GOOD LUCK AND HAPPY RECRUITING! THIS IS THE YEAR TO RECRUIT NEW MEMBERS. YOU ARE ONE OF THE MOST IMPORTANT PEOPLE IN MAKING THIS YEAR A SUCCESS! E 11 2

96 Enclosure (12) to COMDTPUB P B MEMBER TRAINING AND RECRUITING & RETENTION A. PURPOSE. 1. The proper and expedient training of Auxiliary members is the role of Member Training (MT) Staff Officers. 2. Members often join the Auxiliary to learn. This concept should be used as a recruiting tools, just as an effective member training schedule is a retention tool for our members. B. DOCUMENTATION. The Membership Recruiting and Retention Guide (COMDTPUB P series) is disseminated to each Flotilla Commander (FC) and Flotilla Staff Officer for Personnel Services (FSO PS). Chapter IV addresses the actual qualification, training and enrollment procedures. Chapter III describes how and where most new members are recruited into your flotilla and what an important part you play in this vital program. C. GUIDE. The following paragraphs can serve as a guide in helping you, the FSO-MT, accomplish the essential portion of your duties involving membership recruiting and retention. A strong liaison between the FSO-MT and the FSO-PS is essential. 1. The Flotilla Staff Officer for Member Training (FSO MT) and Personnel Officer (FSO- PS) should work closely together to maximize the effectiveness of Auxiliary training during the recruiting process. Whether recruiting on the docks, in the classroom or at boat shows, the availablilty of qualification and specialty training courses should always be advertised to potential members. 2. The New Member Training Course provides the necessary knowledge for prospective members to make an informed decision on Auxiliary membership. Member Training and Personnel must work together to ensure thorough instruction. During the New Member Training Course, the prospective member should be encouraged to purchase a minimum of the Auxiliary Working Uniform and to immediately participate in flotilla activities and training. 3. Through the use of the Member Involvement Plan, the FSO-MT and FSO-PS work together with the new member to set goals for training, qualification and involvement. It is essential that the Member Training Officer be aware of the needs and desires of the new members and provide the necessary training for immediate involvement. E 12 1

97 Enclosure (12) to COMDTPUB P B C. 4. The FSO MT, with the assistance of the Mentor and other members as appropriate, arranges the necessary training for the new member to become involved in the flotilla programs and activities. The Mentor keeps the new member interested, motivated, attending flotilla meetings (makes phone call reminders) and introduces the new member to other members of the flotilla. 5. An effective Member Training schedule is the key to retention. The FSO-PS can help the FSO-MT to determine the training needs of each member. It is the role of the FSO-MT to organize the training and provide qualified instructors to fulfill the needs of the members. 6. The Division Member Training Officer can often aid the flotilla in providing the needed instructors. The FSO-MT should encourage flotilla members to participate in Division sponsored courses. This enhances fellowship between the flotillas. 7. The Flotilla Materials Officer is also essential to the planning of a Member Training schedule. Once the needs of the members are established, texts and materials should be ordered through the materials officers prior to the scheduling of courses. 8. Please remember, there are many jobs in a flotilla. We need people to serve as Flotil la Staff Officers and assistants, become involved in mission activities, complete administrative tasks, give direct support to the Coast Guard and serve on committees. Most civilian skills are of use in the Auxiliary today. However, many members will not be able to reach their goal of participation without effective Auxiliary training. 9. It is important that members also receive the training necessary to requalify for participation in the boat crew program. The Member Training Officer should arrange a program that provides this training throughout the year. D. IDEAS. This guide provides only a few thoughts on how the FSO-MT can assist in the recruiting of potential members, involvement of new members and retention of established members. There are many other ideas. Seek them out! Share them with others! E. STAFF COOPERATION. Work with all members of the flotilla staff as an active member of the Recruiting and Retention Team. Member Trainers are essential to the flotilla's success. The FSO-OP, PE, VE and PS can be of great assistance in fulfilling the members' training needs. Without an effective training program, Auxiliarists cannot participate in those activities for which they joined. You can make a difference in the stability and satisfaction of your flotilla's membership. Your success will be reflected in the participation level and involvement of your flotilla in Auxiliary and Coast Guard missions. GOOD LUCK AND HAPPY RECRUITING AND RETAINING. THIS IS THE YEAR FOR STRENGTHENING MEMBERSHIP. YOU ARE ONE OF THE MOST IMPORTANT PEOPLE IN MAKING THIS YEAR A SUCCESS! E 12 2

98 Enclosure (13) COMDTPUB B FORMING A NEW FLOTILLA or DETACHMENT A. GENERAL. 1. A new flotilla may be formed to meet the needs of interested boaters in a new or expanded area. (Refer to the Auxiliary Manual COMDTINSTP series) There are several ways in which a new flotilla gets started: a. An understrength flotilla may disestablish and a new flotilla form from those members desiring to remain active, complemented by active members willing to transfer into the new flotilla from nearby flotillas. Such member transfers should not put the established flotilla in jeopardy of becoming understrength. b. When there is sufficient local interest to meet requirements for establishing a new flotilla in areas where the Coast Guard and Auxiliary decide there is a need, a new flotilla may be formed. c. A Detchment may be formed as a precursor to a new flotilla. 2. A Detachment of a Flotilla. a. A Detachment of a Flotilla is composed of a group of individuals who are interested in the purposes of the Auxiliary and desire to become members, but reside in an area remote from the nearest flotilla and/or who are insufficient in number to be considered for flotilla chartering. The purposes of the Detachment is to allow prospective Auxiliarists to become members to carry out some (if not all) of the Auxiliary s missions, generate local interest in the Auxiliary and support the recruitment of new members. b. A Detachment is a sub-unit of a flotilla, not an independent unit. It usually is attached to the flotilla nearest to it for logistic support and training. An Officer-in-Charge is appointed by the Flotilla Commander with the advice and consent of the Division Captain. The Officer-in-Charge wears the insignia of a flotilla staff officer. c. Detachment members are members of the sponsoring flotilla. The missions performed by Detachment members are counted as activities of the sponsoring flotilla in AUXMIS. d. Detachment members are subject to the same Coast Guard and Auxiliary policies and procedures that govern the sponsoring flotilla. A Detachment is NOT a means of circumventing unpopular regulations. E 13 1

99 Enclosure (13) COMDTPUB P B A. 2. e. The procedures for requesting flotilla status are the same for a Detachment as for a new flotilla. The Division Captain is responsible for forming new flotil las and obtaining approval from the District Commodore and Director of Auxiliary. B. OBTAINING MEMBERS. 1. The initial establishment of a flotilla or detachment of a flotilla must begin with an active recruitment plan. 2. Articles in local newspapers explaining the mission of the Auxiliary and how to become a member can often be obtained as a public service or at reasonable cost. An organizational meeting should be publicized to attract persons interested in joining the Auxiliary. 3. Plan area-wide publicity of an Auxiliary Public Education course. Although completion of a boating safety course is not necessary for membership, this does provide an opportunity to recruit more members. For those prospective members who want to become involved in on-water activities, completion of this course will help them on their way to further training. This course should be taught by experienced instructors, wearing the proper uniform, using the best training aids, at a suitable and comfortable location. A member with good public speaking ability should be asked to motivate student interest in joining the Auxiliary. Be sure to encourage fellowship during breaks and after class. 5. Make graduation a public affair with media announcements and invite student family members and senior Auxiliary elected and staff officers to attend. 6. Schedule a Vessel Safety Check Station for all students and other prospective members. C. INITIAL MEETING TO FORM A FLOTILLA OR DETACHMENT. 1. At the conclusion of the Public Education course, an organizational meeting of those interested in joining the Auxiliary should be held. Show the This is the Coast Guard Auxiliary video. Discuss the goals and missions of the Auxiliary and how they relate to local situations. Your presentation should include materials from the New Member Course and motivational material that will provide attendees with an incentive to join. Several Auxiliarists should be present for answering questions and socializing with prospective members. E 13 2

100 Enclosure (13) COMDTPUB B C. 2. At this meeting, each prospective member should complete an Auxiliary Enrollment Application (ANSC #7001/CGAUX-32). The date for completion of the New Member Training Course should be arranged. The New Member Training Course course should be taught by the most qualified instructor, FSO-MT or FSO-PS. This can be completed in one session, after the initial organizational meeting. Include refrsh ments and fellowship.. D. ADMINISTRATION. ( See Chapter IV, Qualifying New Members). 1. Complete the Enrollment Application, attach the Examination Answer Sheet, and Prospective Member Interview. 2. Collect first-year dues from each prospective member. As a guide, use the average dues of other flotillas in the division, or ask the Division Staff Officer for Finance (SO FN) what the dues should be. Set up the flotilla bank account. 3. Draft a letter to the Director of Auxiliary (DIRAUX) requesting the chartering of the new flotilla. Send the letter through the proper chain of command. E. CHARTERING THE NEW FLOTILLA. (See Administrative Procedures Guide Flotilla Administration COMDTPUB P ). 1. Arrange for a suitable location for the ceremony. 2. Give area-wide publicity to the chartering ceremony. Ask local media to cover the event. 3. Invite local dignitaries, family and friends of new members. 4. Arrange for Senior Auxiliary members to be present, including the Division Elected Officers and Staff. Invite local Coast Guard personnel. 5. Provide for refreshments and fellowship after the ceremony. F. ELECTION OF OFFICERS. 1. As part of the chartering ceremony, the senior-ranking Auxiliary officer present conducts the nomination and election of officers. Results are recorded on the Change of Officers Report form (ANSC #7006/CGAUX-38). 2. The senior-ranking Auxiliary officer present admnisters the oath of office to the newly elected and appointed officers. E 13 3

101 Enclosure (13) COMDTPUB P B G. IMMEDIATE ACTION BY THE FLOTILLA COMMANDER. 1. Announce the time, date and location of the first flotilla meeting. 2. Become familiar with the contents of the Auxiliary Manual (COMDTINSTP series) and Administrative Procedures Guide Flotilla Administration (COMDTPUBP ). 3. Arranges with division staff officers for the training of flotilla staff officers. 4. Coordinates with the division and flotilla staff officers to initiate qualifications training. H. DO NOT ABANDON NEW FLOTILLA. 1. Personal interest and supervision must be displayed by Division officers. 2. Give public recognition to members achievements. 3. Keep members involved in programs of their choice. 4. Provide continuous training. 5. Establish a member recruitment and retention plan. 6. Expect positive results from staff officers. 7. Provide planned fellowship events. I. A NEW FLOTILLA WILL SURVIVE AND BE PRODUCTIVE IF: 1. It has effective leadership. 2. It has a member recruiting and retention plan. 3. District and division officers maintain interest and provide assistance to the flotilla. E 13 4

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