Recruiting Team Resources

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2 Subjects Recruiting Team Referrals from National Website New Member Process Retention is a must for excellence Disenrollment Procedures Transfer of Membership Recruiting is always needed

3 Recruiting Team Resources Obtain 5NR Recruiting Strategic Plan on websitehttp:// Strategic_Plan.pdf Membership Recruiting and Retention Guide- COMDTPUB P B Prepare to work with new members on the Application form # 7001 on the National Website: ***Do not have them start on the First night!

4 Team Resources New Member Handbook pdf Member Involvement Plan planning.pdf Auxiliary Qualification Guide Train-QualGuide-09.pdf

5 More Team Reference Tools A guide to New Member Integration The First Six Months August 2006 This is found at the National Training website under Value Added Training edtraining.html

6 Prior to Recruiting EVERY Flotilla should have a Recruiting Team! Who should be on the Team?

7 Team Leader s Duties Team Leader Appointed by FC/VFC Greet and introduce new members Tell new member rules and regulations Assist new member in flotilla meetings Acronyms (Alphabetic Abbreviations) Forms Any questions they may needed answered Should have good organizational skills Assist instructors with new member process

8 Team s Duties Human Resources-assist New Member through the process Public Affairs- ads/ supply information to recruiting booths & recruit at appearances Secretary- send information on meetings to new members Publication-flotilla publication to new and AP members

9 Where to recruit a new member? Public Education Classes Public Affairs booths Vessel Examinations Air Operations Vessel Operations Marine Dealer Visit Colleges Sportsman Expos Boat Shows Water Festivals And many more

10 Suggestions for obtaining new members 1. Personal contact 2. College volunteer requirements for graduations 3. Talk up the USCG Auxiliary 4. Know the Benefits of Joining 5. Advertise for the skills your flotilla needs.

11 National Referrals Human Resource Staff will receive these messages through from the request for information line Should contact this person through provided information. A New Volunteer has been signed up with following details. District 053 Nearest Flotilla Name: Smith, Robert Address: 751 Stonebrook Lane City, State Zip: Kutztown,PA memrsmith@ptd.net Primary Phone: Secondary Phone: received a new member Name: Robert Smith

12 New Member Before Mentoring Get Them in a New Member Course And Basic Boating Course

13 New Member Class Teach the new edition(2010) New Member Reference Guide Feb2010.pdf New Member Course Student Study Guide StudentStudy_COMDTPUB_P16794%2040 B pdf Order from ANSC-New member packet and Instructor Packet

14 New Member Class (cont.) Discuss Uniform Items and issues Suggest a useful option for the new member Discuss the uniform s proper wear Introduce the website. Explain the ordering method. Call UDC or Lucky Bag before going. 14

15 Purpose This presentation is meant to provide new members with the basic information necessary for proper wear of the following uniforms. Tropical Blue and the Optional TUNIC Over Blouse Operational Dress Uniform Untucked version Be advised: Outerwear, additional vestments (i.e. the Cardigan sweater), and certain Covers (i.e. the Combination cap) described herein are not listed on the basic order forms for the Tropical Blue or the Operational Dress Uniform.

16 Grooming: Hair/Facial Hair Male: Trimmed, neat. No square back. Must not touch shirt collar. Beard: Trimmed neatly. No longer than 1 inch. If longer, must be tucked under chin as to be not so noticeable. Beards and mustaches must not interfere with the operation of safety/survival gear. These may prohibit participation in certain operational missions as deemed necessary by DIRAUX. Female: Neatly coiffed. 2 at highest point on head. Must not touch shirt collar. Ponytail if worn, must be one strand and must not touch collar. Must not obstruct proper seating of Cover on head. Tuck in if possible or change styling. Bangs must not touch eyebrows.

17 Self-Presentation Hair Coloring Only natural, basic colors are permitted. Jewelry Watches, rings (basic, avoid the ostentatious). No necklaces or chains. One pair ¼ round stud earrings (Females only). Religious Headwear Religious headwear is not to interfere with proper Auxiliary Cover. Must not be visible. Must conform with hair color. Religious Artifacts Must not be visible.

18 TROPICAL BLUE Worn Instead Of The Service Dress Blue Uniform, Except When A Coat And Tie Are More Appropriate. Approved For Year round Use. Cover can be Garrison Cap or Combination Hat

19 TROPICAL BLUE Cover Garrison Cap: Unisex Should be worn parallel to ground. Squared up on head. No tilt of any kind. Crease front lined up with nose vertically. Garrison Cap Device worn, 2 back,1 ½ up left side. Metal office insignia or member device same spacing right side of face looking forward.

20 Shirt TROPICAL BLUE US Air Force Short Sleeve with epaulets. Worn with Enhanced or Soft Shoulder Boards. Shoulder Board Placement End of the shoulder board placed ¾ inboard (towards the center of the body) of epaulet seam (opposite side from button, where epaulet meets shoulder). Appropriate Shoulder Board insignia according to Position/Office» Member silver shield» Elected Blue A» Appointed Red A Undershirt White Cotton with quarter sleeves. V-neck undershirt is required for wear with any short sleeve shirt worn with open collar, except with Operational Dress Uniform. Female members (Plus Size) Tunic Over Blouse (optional)

21 Tunic Over-Blouse For women who will be more comfortable in a size larger than those offered at the Uniform Distribution Center in Woodbine NJ. The shirt does not need to be tucked into the pants when worn. It can be ordered from the Auxiliary Center (AUXCEN) in St. Louis, MO. The qualification insignia, shoulder boards, ribbons etc. that are worn with the Tropical Blue shirt are worn on this shirt.

22 TROPICAL BLUE Trousers/Skirt/Belt Trousers (Male/Female) Coast Guard Blue Service Trousers (Service Dress Blue). Worn with Black web belt. Skirt (Female) Coast Guard Blue Service Skirt (Service Dress Blue). Worn with Black web belt. Worn with stockings. Belt (Male/Female) Black web belt with silver tip. Worn with Silver belt buckle. The right side of the buckle (as viewed by wearer) shall be aligned with the right side of the shirt opening and the right side of the zipper to form a straight line as shown. Known in the military as a GIG line.

23 TROPICAL BLUE Shoes Black Dress Shoes (UDC-issue). Black Dress Pumps (UDC-issue). Females only. Worn with Coast Guard Dress Skirt. Socks/Stockings Socks: Black plain undecorated. Stockings: Flesh tone, plain material, seamless, undecorated.

24 TROPICAL BLUE Necessary Accessories All new members must obtain the following accessories to complete the basic version of the Tropical Blue uniform: Garrison Cap Device. One pair of Enhanced or Soft Member shoulder boards. One U. S. Coast Guard Auxiliary plastic name tag.

25 TROPICAL BLUE Additional Items Note: These items are not necessary for a complete uniform Accessories Wooly Pulley Sweater. Worn indoors or between work stations in immediate area. Not outer wear for extended travel. Cardigan Sweater. Worn indoors or between work stations in immediate area. Not outer wear for extended wear. Cover Combination Cap: Male/Female Should be worn parallel to ground. Squared up on head. No tilt of any kind.

26 TROPICAL BLUE OUTERWEAR Windbreaker, with or without liner: Insignia: Large Metal, Placed ¾ inboard from epaulet seam. Trench Coat: Insignia: Large Metal, Placed ¾ inboard from epaulet seam. All-Weather Parka, Type I (old) or II (new): Insignia: only one insignia can be worn on Storm (zipper) Flap on Jacket. AWP Liner: can be worn alone as outer wear.

27 OPERATIONAL DRESS UNIFORM (ODU) UNISEX Worn where any form of Dress Uniform is not required or more appropriate. It is not a Liberty Uniform.

28 ODU Cover (Hat) Auxiliary Dark Blue Baseball Cap: USCG Auxiliary or USCG arched over Auxiliary. Member device or office insignia centered in middle.

29 ODU Shirt (ODU Coat) ODU Coat (Unisex): Coast Guard Blue. Proper wear: the ODU coat may be worn with sleeves rolled up accordion style with only the cuff showing, or with sleeves down. If rolled, the cuff should be approximately 2 above the elbow (mid-bicep). Undershirt: Coast Blue T Shirt, Round Collar (crew neck). Insignia: Sew-on only. Auxiliary Tape: U.S. Coast Guard Auxiliary; Last Name. The member s last name goes over the right pocket and U.S. COAST GUARD AUXILIARY over the left. Velcro tapes are optional. Direct embroidery and plastic name tags are prohibited. Member Devices must be sew-on.

30 Trousers/Belt ODU Trousers (Unisex): ODU Coast Guard Blue Trousers May be worn with Trouser blousing bands but bands must not be visible. Belt: Standard black web with metal tip may be worn. Rigger s belt is optional. 52 Rigger s belt with buckle: Black web with black tip. Black subdued, open frame buckle. Proper placement: The tip is run through the belt loops beginning on the right side of the zipper. Once fastened, the tip will extend from 2 to 4 beyond the buckle. Cut and singe end to prevent unraveling.

31 ODU Shoes 8-10 plain black safety boot (i.e. Super Boot II). Safety boots must have a safety toe that conforms with ANSI standards Z Socks Black undecorated; must not be visible

32 Necessary Accessories All new members must obtain the following accessories to complete the basic version of the Operational Dress Uniform: U. S. Coast Guard Auxiliary Ball Cap. One pair of sew-on Office or Member collar insignia. One pair Metal Office or Member insignia (one used). Garrison Cap Device: (see earlier section for proper insignia placement)

33 Additional Items Note: These items are not necessary for a complete uniform Outerwear (see earlier section for proper insignia placement) All-Weather Parka AWP Liner Windbreaker Trench Coat

34 Order Forms Order forms will be available for download at the Auxiliary Human Resource Uniform Division webpage. Tropical Blue Male Tropical Blue Female Tropical Blue Accessories Tunic Over Blouse Operational Dress Uniform Unisex Operational Dress Uniform Accessories If you do not have access to the internet, contact your FSO-HR.

35 PROCUREMENT AUXCEN - auxcen CG Exchanges UDC-Woodbine, New Jersey Other Military Exchanges Commercial Sources

36 PROCUREMENT GUIDE How do we look? Uniform Procurement Guide pdf

37 Example of Chart in the Procurement Guide. There is a set for women and a set for men.

38 Let s look at the chart closer. Undress Blue Winter Uniform What can we wear it too? What Hat? What Shirt? What Tie? What Trousers? What Insignia What Ribbons? What Breast Devices? What Accessories? What Outer Garment?

39 ON BOARD Untucked ODU Blue T-shirt w/uscg Auxiliary on left Breast

40 VESSEL EXAMINATIONS T shirt Working blue Undress Blue Summer Bravo

41 AIR MISSIONS

42 PUBLIC EDUCATION Service Dress Blue Undress Blue Summer Tropical Blue Winter Dress Blue

43 RECREATIONAL BOATING SAFETY Tropical Blue or Service Dress Blue For 1 st time visit. ODU if dress uniform not appropriate

44 FORMAL WEAR Dinner Dress (Mess) White Dinner Dress Blue Name tag not worn. Miniature Medals are worn

45 WHEN ALL ELSE FAILS There is STILL a plan! The Auxiliary Blue Blazer outfit Blue Auxiliary Blazer White Buttoned Shirt Gray Slacks/ or Skirt for Women No hat needed

46 INSIGNIAS Undress Blue Winter, Short Sleeve, and Winter Dress Blue Shirt Collar Insignia

47 RIGHT SIDE OF THE UNIFORM AUXOP Device Past Officer Device National Staff Badge

48 LEFT SIDE OF THE UNIFORM OVER/UNDER YOUR RIBBONS Coxswain device Auxiliary Aviator Marine Safety Insignia PWC Insignia

49 No Job Is done until the Paperwork is done!

50 Paperwork processing Approach it as a step closer to membership Spread out the paperwork to avoid paper overload. Student will be doing standard forms at end of course so start to do # 7001 early in the course but DO NOT Start it on the 1 st class night.

51 New Member Application Corrections in errors on the applications sent This results in time lost. Causes frustration in new members! Will address the most frequent errors.

52 5NR Auxiliary Enrollment Checklist (2011) _member/2011_enrollment_check LIST.pdfCHECKLIST.pdf

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57 Date FC checked packet/send (2011) Name of New Member District, division, flotilla

58 2011 Change Picture format for the Identification Card can be: Only CD format

59 Enrollment Checklist #1 Enrollment Application ANSC-7001 Use the most up to date form!

60 Enrollment Checklist Under # 1-Important Information Originals of pages 1 thru 5: properly completed and signed.

61 Enrollment Checklist Still Under # 1-Important Information Page 1, Sect IV, Must be Endorsed by FC Only! Page 3, Sect IX, Must be Endorsed by FP Technician Only!

62 ENROLLMENT FORM ANSC-7001

63 ANSC-7001-Enrollment Form Heading Block of Form District-Division-Flotilla digit division -2 digit flotilla If the flotilla number is 1 number add a 0 before it-example

64 7001-Section 1

65 Section I-Personal Data of Applicant This section cannot be corrected by DIRAUX WHY? They do not know the New Member s Information. Write this Very Legible. Check and Re-check this information Most Common error-no RH Factor(+ or -)

66 7001-Section II

67 Section II-Patriot Readiness Input Have new member fill in: His/her availability Willingness to travel Available for Administrative and Operational missions Skills using codes on page 6 of the form DIRAUX does not have info to check Must be accurate.

68 7001-Section III

69 Section III-Emergency Contact Information Must be completed. If accident/injury occurs who shall be called? If a disaster in your home area who will be able to answer for you? Some one not living with you.

70 7001-Section VI

71 Section IV-Flotilla Certification and Attachments Had the most errors New Member/Re-enrollment check box If the old member number is known include it New member exam completed (Date & Score) Record the date and test score Do NOT send the exam or test answer sheet This must be done by all new members Packet NOT complete without this

72 Section IV-continued Privacy Statement Read This should be read to the new member Boating Safety Course Certificate Check off if new member has attend a course Do not send the certificate

73 Section IV-continued Fingerprint Cards (2) Two completed forms Expired cards-these cards are good 120 days. Security Center requests 60 of those days. Prior clearance source documents (SEC X) If application needs source documents Statement from employer indicating type and date of clearance with point of contact. Check box that document is attached

74 Section IV-continued Citizenship proof copy (Passport or Birth Certificate) Attach the copy from FPT Check the box This is the section FC must sign VFC CANNOT unless prior approval from DIRAUX.

75 7001- Section V These items should be covered in a New Member Class-Interview is to check each individual understands.

76 Section V-Applicant Interview Interviewer needs to check all of these Suggested Interviewers: FSO-HR FSO-MT FC VFC All must be completed and boxes checked.

77 7001-Section VI Parent/Guardian Signature If Applicant Is A Minor Parent or guardian must date and sign

78 7001-Section VII

79 Section VII-Applicant Statement Applicant must fill out this section. Criminal record is addressed Attach court documents A request for a waiver is needed if court documents attached. Applicant must sign and date this section.

80 7001-Section VIII DIRAUX Endorsement Auxiliary members and staff does Nothing in this section!

81 7001-Section IX

82 Section IX-USCG Auxiliary/SECCEN Verification of Citizenship 2 Sections Section A-Applicant Completes Section B-Fingerprint Technician Completes This section must be signed by FP Technician-only person authorized. Responsibility of the FPT FPT Must check off what type of citizen document copy will be attached and verify authenticity of source.

83 7001-Section X

84 Section X-Prior/Current Clearances Applicants must fill this out. Applicant must disclose prior clearances within the last 10 years. A source document needed if less than 10 years old. What is a source document? Statement from employer or organization that requires clearances must be attached. Statement should include: Type of clearance, date of investigation for grant, date clearance granted, who granted clearance, and contact information for granting information

85 7001- Page 4 OFI Form 86C

86 Page 4 OFI Form 86C New member must fill this out. Married females must fill in # 5 -maiden name Parent names with full names This includes mother s maiden name Also Middle name and Suffix (Jr., Sr., or III) No one signs this form prior to sending to DIRAUX SECCEN is the requesting officer

87 7001- Page 5 Standard Form 85(E)

88 Page 5 Standard Form 85 (E) This is an information release form Applicant must fill out 3 lines at bottom of page Must have social security number Must have current address This completes step # 1-5NR Checklist

89 More 5NR CHECKLIST 2. UNIT Enrollment Check ($17). (Check made payable to: D5NR AUXILIARY) 3. Fingerprint Cards (2); properly completed and signed. 4. ID Card Photo CD *ONLY*; per Section 3.C of the 5NR Policy Manual. (ONE PHOTO PER PERSON ONLY,Please.) 5. Copy of Document (e.g., Birth Certificate, Passport) verifying U.S Citizenship. PLEASE MARK SUBMISSIONS: ATTN: BETTY KAIN (ENROLLMENT) REV 01/11

90 5NR Checklist # 2 Unit Check-$17.00 Must be a check from flotilla account Payable to: U.S.C.G. Auxiliary 5NR 10/1 to 12/31 Do not send check to DIRAUX If clearance not received by December 21 Check is needed FC will be notified

91 Time to call FPT if. New member should have completed: New member course Application Without these 2 actions their application will be incomplete! ** The biggest issue-incomplete packets! Should not call FPT Prints and Security forms good for 120 days Clock starts ticking the day of printing

92 New member Bring to FingerPrint Session New Member-Bring to Fingerprint Session Section IX of enrollment application(7001) FPT must sign Birth Certificate or Passport FPT must verify then copy for Section IX The following numbers: Armed Forces # Social Security # List of Aliases Date of birth and Place of birth

93 5NR Checklist # 3 Fingerprint Cards (FD-258) The FPT Only FPT can sign as official taking FP Must produce 2 fully completed cards Give cards, document copy, and Section IX to New Member New member s responsibility to give FC FC adds cards to packet Remember-only valid for 120 days DIRAUX: Sends cards to SECCEN Allow enough time for approval and card return

94 5NR Checklist

95 5NR Checklist #5 Copy of Document This will be done by Fingerprint Tech at Fingerprint session Photocopy of birth certificate or passport page Must be passport page with the photo Birth certificate needs to have state seal

96 Final Check of New Member Packet Final Check of packet s completeness FC s responsibility 1. Check of accuracy 2. Mail to DIRAUX Attention: Betty Kain(Enrollment) ***Packet is dropped off at the Auxiliary office, Application must be in a sealed envelope! Personal Information may be compromised.

97 PERSONNEL SECURITY INVESTIGATION Upon joining, a new member will be given an official Employee ID Number (EMPLID). Activities and accomplishments will be recorded in the Auxiliary Data System (AUXDATA). Auxiliarists in AP status shall remain in such status, as reflected by AUXDATA, until receipt of a Favorable PSI determination. 97 AP Status Policy-link on 5NR Website or /security/ap-guide-aug07-4final.pdf

98 AP Status Policy

99 INVOLVING NEW MEMBERS FC should: Assign a mentor Develop a training program Help Acquire a uniform which one? Get BQ ed if only IQ IQ=Intially Qualified-New Member test passed but needs a boating course. BQ=New Member test passed and a qualified boating course passed.

100 MENTORS Mentors are experienced members that are formally pair up with other members to help show members the ropes and provide emotional support and encouragement on an ongoing basis.

101 Mentor s Qualifications Wants to help others Positive Attitude Encourage People to be involved Has time and patience Sensitivity Self Confidence

102 Team Duties Member Training Team Build a mentor team and schedule classes Human Resource-offer guidance to new member if asked. Instructors Member training and Public Education Vessel Examiners/Program Visitors Operations personnel» AP cannot qualify for Coxswain or Air program until PSI approved

103 Mentor s Duties Meet New Member-proper introduction Invite new member to activities. Introduce new to old members Assist new member Help register new member in MT Class Explain when question arise. Translate the Alphabet Soup!

104 New Member Ready for mentoring when: New member course is completed Boating course is completed Mentor should: Should check both courses are completed Understand AP Status Regulations Remember you can only proctor courses you have already passed.

105 NEW MEMBER DEVELOPMENT This is the time for MENTORTING Keep them involved and coming to meetings or you will lose them!

106 KEEPING NEW MEMBERS INTERESTED Factors that keep members engaged: Being involved in Flotilla activities Becoming part of the group Contributing in some meaningful way Seeking new personal goals Achieving qualifications

107 MOTIVATION AND SATISFACTION Members are more motivated and satisfied when someone else helps them: Resolve their problems Develop skill competencies Build an exciting development plan

108 TRAINING NEW MEMBERS Mentors develop training opportunities by learning about members: Interests Personal skills and knowledge base Reason for joining Baseline knowledge needed to participate

109 POSSIBLE INVOLVEMENT OPPORTUNITIES Participate in PE classes as an aide Participate in Vessel Examination blitz Participate in a Public Affairs event Participate in Operations as a trainee Bring the new member to a conference

110 POSSIBLE TRAINING OPPORTUNITIES Boating Safety Course Instructor RBS Visitor Vessel Examiner TCO (Watch stander) Boat Crew Coxswain Air Observer Air Crew Pilot AUXACN AUXSEA AUXPAT AUXWEA AUXCOM AUXSC&E AUXOP APC COURSE Flotilla Staff Officer Public Affairs

111 DEVELOPING BOATING EXPERIENCE Give members basic training to get them started: An AUXOP course like AUXSEA or PATROLS VE training PV training APC course/leadership course Boat crew training

112 Retention This is a must for USCG Auxiliary to Perform with excellence! Train new and old at the same time.

113 Newest Reference Individual Development Planning Guide August 2009 On the 5NR website/members/downloads Scroll down to: 5 th NR policies and manuals At Bottom of section Most up to date and complete 113

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115 How to Retain Members Awards A powerful motivator Recognition comes in many forms from a simple verbal thank you to an elaborate award Most important is to recognize your members for the things they do!

116 Award Information Where to find it? Chapter 11 in the Auxiliary Manual Certificate data base Award Writing Made Easy-power point demo Awards Recognition Handbook Award Primer Award Templates

117 When all else fails We must use the Disenrollment Process Evaluate what caused the disenrollment Use it as an educational action-how could we have prevented this action?

118 Disenrollment Process Form Change of Member Status Must Be Postmarked To DSO-HR By 11/30 To Avoid Dues &Membership In the next Year.

119 Types of Disenrollments Member Request Non-payment of Financial Obligations Retired Status Death of a member

120 Member Request Member Completes Section II of form 7035 To Flotilla Date Check the intended action to be taken. Transfer Retirement Disenrollment fill in reason Enclose membership card Sign form

121 Non-payment of Financial Obligations Make reasonable effort to collect After appropriate attempts at notification use form 7035 as final effort to notify member that dues are payable. If no response Form 7035 is forwarded to DSO-HR by the FC Section III filled out by FC/DCDR Statement from FC attesting to the attempts made to contact the member and /or copies of any associated paperwork that document such attempts.

122 7035-Section III FC must fill out Section III of form Division Commander should sign form in this section Attach statement of actions taken

123 Retired Status This should be requested by member Member must have 15 years of membership prior to retiring.

124 Death of a Member FC notify as soon as possible. District Commodore DSO-HR, DSO-SR Division Staff DIRAUX Why? Condolences can be sent to family in timely manner Stop mail so grieving family does not receive unwanted mail.

125 Death of a Member Information FC should forward: Name and Address of deceased Funeral arrangements Date Time Place Next of Kin and address Where the condolences should be sent

126 7035-Section IV DSO-HR will fill in this section after it is received from Division

127 7035-Section V DIRAUX Will fill out this section when action has been complete.

128 Alternate Resolution Offer to transfer a member before suggesting to disenroll them. Use form 7056 Transfer Request form if outside of District Use 5NR ADMIN 1 within 5NR in lieu of ANSC-7056

129 ANSC Form Transfer Form DO NOT SEND TO DSO-HR

130 Transfers within the District Use 5NR ADMIN 1 DO NOT SEND TO DSO-HR

131 7056-Member Transfer Request Members can initiate action Member gives completed form to FC Current FC forwards to DIRAUX if transfer is outside 5NR District. But If both flotillas are within 5NR district both FCs should sign off prior to sending to DIRAUX office.

132 What s next? We know: Who can recruit? How to build a recruit team and their duties? References and tools to recruit including national referrals? How to process and mentor a new recruit? Retention of recruits is a must! What to do if the process fails. How do we recruit? 132