ARNG CYSS Standard Operating Procedures (SOP)

ARNG CYSS Standard Operating Procedures (SOP)

Things to Remember This SOP provides guidance on how the Child and Youth Program should operate; however, implementation/interpretation may look different in each state/territory While the SOP contains a large amount of information, it may not resolve every unique challenge and/or need in all states/territories LCYPC and SFPD should meet to further discuss the individual aspects of the SOP and how that will translate within the state/territory s Child and Youth Program

ARNG CYSS Mission and Purpose (Section 1 1) The mission of the Army National Guard (ARNG) CYSS Program is to promote and sustain the quality of life and resilience of ARNG dependent children and youth by providing secure, timely, flexible, high quality support services and enrichment programs. The purpose of the ARNG CYSS is to support the readiness and resilience of geographically dispersed Army Soldiers and their Families through ageappropriate youth programming within the program core elements by reducing the conflict between parental responsibilities and mission requirements.

ARNG CYSS National Goals (Section 1 2) The ARNG CYSS Program operates under the following national goals: Education: Provide developmentally appropriate life skills education to NG youth Access: Provide information on access to Federal and State/Territory benefits that support NG children and Families, including: counseling, education, child care and other resources needed to foster a healthy, stable and secure family environment Opportunity: Create partnerships for opportunities to participate in programs, events, and activities geared toward the behavioral and physical health and welfare of children and youth that are available across the spectrum of Government, community, and private sector Communication: Build a sense of belonging to the ARNG community by creating secure opportunities to network with other youth, parents/legal guardians, and youth program facilitators in one s community, state/territory, and across the nation Resilience: Infuse resiliency and leadership skills and techniques into all ARNG children and youth programs Outreach: Build and sustain contact with parents/legal guardians, and children of the NG in order to create awareness of available support services and programs

LCYPC Responsibilities (Section 2 1) The LCYPC serves as the primary point of contact and subject matter expert within the State Family Program Office for the CYSS. Under the oversight of the State Family Program Director (SFPD), the LCYPC assists with management and administration of all CYSS operations and provides guidance and assistance to the Child and Youth Program Coordinator (CYPC). Additionally, they function as the liaison to the contract Regional Assistant Program Manager. Plan, direct, coordinate, manage, review, and evaluate all actions concerning CYSS within State/Guard/Army/DoD regulatory requirements Develop an annual CYSS budget and Yearly Training Plan for review and approval by the SFPD Serve as the primary ARNG point of contact for and representative to state/territory and community councils/teams discussing military youth issues and support Market National Guard, Army and Air nationallevel youth development opportunities and, with approval of the SFPD, submit national panel and state/territory delegate nominations to Army National Guard Family Program Office Develop long and short term plans for CYSS Collect reports from other CYPCs in the state/territory and submit all monthly reports to their SFPD and the Regional Program Manager Develop and submit an annual CYSS report highlighting key program events and accomplishments to NGB 45 days after the end of the Fiscal Year (FY)

LCYPC Roles While the LCYPC and CYPC do share many responsibilities, it is important to remember serve the following roles, as it relates to the state/territory level implementation of the Child and Youth Program: Task out deliverables/projects appropriately based on customer (SFPD) needs and/or expectations Provide timelines for task completion Serve as the initial point of contact for the CYPC regarding program questions, clarifications and guidelines/regulations Serve as the on site supervisor of the CYPC at the state/territory level Report any performance/personnel related issues/concerns regarding the CYPC to their respective Regional Assistant Program Manager (RAPM)

LCYPC & CYPC Responsibilities (Section 2 2) The following responsibilities are shared between the LCYPC and CYPC: Provide evidence based, age appropriate youth development opportunities to build resiliency, as well as physical, behavioral, social, and emotional life skills for dependents of the ARNG Coordinate with the Yellow Ribbon Reintegration Program point of contact for support of child and youth training, and support for school age attendees at predeployment, during deployment and post deployment events Provide information, assistance, referral, and follow up services regarding available child and youth resources for school age NG youth Market available Department of Defense (DoD) child care fee assistance resources Establish a plan to market CYSS opportunities and resources to Families and youth through all media channels in accordance with NG and state/territory policies Coordinate and provide briefings on the State/territory CYSS, benefits and resources for Service Members, Family Members and youth as requested by the SFPD

LCYPC & CYPC Responsibilities (Section 2 2) Conduct and coordinate briefings per the SFPD to the state/territory military leadership and relevant community partners on issues facing military children and youth Assist in planning, liaising, developing and delivering services available both within the DoD structure and in partnership with external civilian organizations Develop and expand communication availability to the youth of deployed members Develop and maintain a directory of resources, agencies and organizations that are available to assist Military children and youth and a library of curriculum resources that support CYSS requirements Access and analyze data from surveys and informal interaction to identify CYSS needs as well as develop and coordinate programs to meet the identified needs Provide CYSS advice, guidance and program support to Family Readiness Groups (FRGs) and unit leaders

LCYPC & CYPC Responsibilities (Section 2 2) Be familiar with all DoD/Army/NGB/ARNG regulations guidance that are applicable to the execution of CYSS Attend state/territory specific Family Program training as required by the SFPD Attend the J1 Professional Development Workshop and one CYPC will attend the National Guard Youth Symposium, per contract requirement Attend at least one national level professional development conference hosted by a recognized Youth Development/Education organization (i.e. 4 H, Boys & Girls Clubs of America, etc.), per contract requirement Become a certified Master Resilience Trainer (MRT) as a part of the Comprehensive Soldier and Family Fitness (CSF2) curriculum, and will facilitate resilience training for military youth ages 11 18 in their respective states/territories May serve as an adult advisor to the Guard Teen Panel Develop and advise the Teen Panel (STP) Provide training support to national level National Guard Child and Youth Program workshop and symposia as requested and with SFPD approval

Volunteers (Section 2 3) There are two types of volunteers: Specified (Statutory) and Non Specified (Gratuitous) Specified Volunteers: Serve in an official capacity and seek credit for their volunteer hours Perform the duties and responsibilities outlined in a volunteer position description Sign and complete a DD 2793 May be reimbursed for expenses (IAW the JFTR) May be placed on ITA/ITOs when in an official capacity Volunteer hours are closely monitored and tracked Must successfully complete all background check requirements to work with children (IAW DoDI 1402.5 and AD 2014 23)

Volunteers (Section 2 4) Non Specified Volunteers: Do not require a formal volunteer position description Are not authorized reimbursement for expenses Are not to be placed on ITA/ITOs Complete a preliminary screening but are not required to complete all background check requirements to work with children Volunteers under age 18 are considered non specified (this also includes your teen council)

Contractors in a Government Setting (Section 3 4) All contractors (LCYPCs & CYPCs) need to remember the following: Contracted employees are not considered Government employees Contracted employees report all administrative/personnel issues directly to the contract company Issues regarding the Statement of Work should be directed to the contract company Contracted employees cannot obligate Government funds Contracted employees provide a service to the Government and must identify themselves as contractors (email, voicemail, etc.) Government benefits regarding pay, insurance and leave accrual/usage do not apply to contracted employees

Core Elements of the CYSS Program (Section 4 1) The CYSS Program should consist of the following program elements: National and State/Territory Teen Panels National, Regional and State/Territory Youth Symposiums National Guard Youth Leadership Forums National Guard Youth Development Residential/Day Camp Programs Yellow Ribbon and Deployment Cycle Support Teen Resiliency Program Programs/events offered should contain a theme, defined program objective(s), participant evaluation, and standardized registration materials

State/Territory Teen Panel/Council (Section 4 2) NGB established a requirement that all states/territories must have an established (and functioning) teen panel/council prior to the close of FY15. As a result, state/territory teen panels/councils must: Be composed of ARNG youth delegates; ANG youth delegates may participate if sponsored, supported and funded by the owning Wing/AFRPM Identify issues of concern for consideration and resolution Provide feedback on priority of core programs and communicate current needs of ARNG youth Ensure members operate under an approved position description and are registered as specified (statutory) volunteers Meet at least quarterly, whether face to face or via conference call/video call

Regional and State/Territory Youth Symposiums (Section 4 3) Regional and State/Territory Youth Symposiums are valuable training opportunities for ARNG youth to connect with their peers as well as learn leadership, communication and resiliency skills. Regional Youth Symposiums: Conducted on years opposite any scheduled National Youth Symposium 10 youth delegates from hosting state/territory and 5 from participating state/territory may attend Ideal age of youth delegate is 13 17 years of age Region s GTP delegate should be invited to attend and participate State/Territory Youth Symposiums: Age of attending youth delegates should be between 9 18 years of age (still enrolled in high school or equivalent) Conducted annually, whether in concert with a Family Readiness Conference or as a standalone event Attending youth delegates should be those actively involved in the state/territory s Child and Youth Program

Youth Leadership Forums & Development Residential/Day Camp Programs (Sections 4 4 & 4 5) Youth Leadership Forums: For youth ages 9 17, where a conscious focus is on leadership development, networking with ARNG peers, and discussing topics/issues of concern for submission to the state/territory teen council/panel NG Youth Development Residential/Day Camp Programs: Ages of attending youth is determined by the state/territory SFPD/Leadership; inclusion of valuable life skills and resiliency training should be incorporated, as well as STEM/STEAM Logistical/facility requirements, curriculum and programs should align with standards established in the Army Child, Youth, and School Services Camp Management Handbook as well as the American Camping Association

Yellow Ribbon & Deployment Cycle Support (Section 4 6) Yellow Ribbon and Deployment Cycle Support are critical aspects of the Child and Youth Program. LCYPCs and CYPCs should keep the following in mind: Programming and planning for school age attendees will be done by the L/CYPC L/CYPC will coordinate with YRRP POC regarding logistical and materials needs L/CYPC can assist in identifying child care provides, but are not to be involved in the supervision and/or payment of child care providers; reference regulations and community based resources (applies to other core elements of the ARNG CYSS Program) Throughout the deployment cycle, L/CYPC will maintain active communication with the YRRP POC (recommend also maintaining active communication with FAC/FAS and FRSA)

Child Abuse Prevention and Touch Policy (Sections 4 9 & 4 10) Child Abuse Prevention: All L/CYPCs are considered mandatory reporters L/CYPCs and volunteers should be trained in identifying and reporting child abuse and/or neglect Failure to appropriately report and document suspected (or reported) child abuse and/or neglect is a criminal offense Touch Policy: NGB has an established touch policy memorandum, this must be reviewed and signed annually for all L/CYPCs and volunteers The signed copies of this memorandum must be kept on file in the JFHQ Office in a safe and secure location (consider including with individual volunteer files)

Discipline Policy (Section 4 11) While many times negative behavior displayed by youth during events can be easily corrected with things like simple, verbal reminders, there may be times when more direct measures are necessary. L/CYPCs and volunteers must remember the following: Expected behavior should be outlined clearly in the Code of Conduct; signed by both the youth and parent/guardian Prior to beginning any programming/activities, L/CYPC should review behavior expectations with youth, as well as disciplinary consequences of inappropriate behavior Discipline must be constructive in nature (e.g. redirecting, praising appropriate behavior, providing reflective timeouts, etc.); deprivation or extreme physical discipline will not be tolerated If disciplinary actions used on a youth violate acceptable measures outlined in AR 608 10, the contract company (or SFPD for MCA states/territories) will intervene with disciplinary personnel actions which could include verbal/written documentation up to termination

Administering Medication(s) (Sections 4 12) L/CYPCs are cleared to administer the following medications, adhering to established dosage amounts and with permission of the parent/guardian: Sunscreen Aloe Vera Calamine lotion Tylenol Pepto Bismol Benadryl Cough lozenges Approved/trained medical staff must administer the following types of medications: Prescribed medications Insulin Antibiotics Administration of medication for youth with special needs will be handled on a case by case basis All youth attending an event must have a current medical form and written consent from a parent/guardian prior to medication being administered All medications must be properly labeled, stored and supervised as specified in AR 608 10 and DA Form 5225 R

Youth to Adult Staffing Ratios (Section 4 13) The safety and security of participating youth is paramount to the continued success of the Child and Youth Program. The following ratios/practices must be observed and followed at all times: The minimum ratio for all CYSS events (except where noted) is 1:15 The minimum ratio for high risk activities is 1:6 The minimum ratio for all events, even those with fewer than 15 youth is at least 2 cleared and background checked adults Non specified (gratuitous) volunteers must always operate within line of sight supervision (LOSS) by a cleared and background checked adult Older teens may supplement, but do not count towards adult supervision ratios

Transporting Youth (Section 4 14) Due to the geographic distance of many ARNG CYSS youth, events may be located throughout the state/territory which require the transporting of youth. L/CYPCs must adhere to the following guidelines: Youth should never be transported in a POV unless it is an emergency Government funds (NAF or APF) may be used towards transporting youth; this ensures all passengers are covered through the U.S. Army Non Appropriated Fund Risk Management Program (RIMP) Written permission MUST be obtained by the parent/legal guardian before transporting youth Established adult to youth ratios apply while transporting youth For long distance travel (e.g. attendance at a regional symposium), it is recommended youth be transported either by bus or flying even if the overall cost is greater than utilizing a GSA and/or rental

Government Vehicles (Section 4 15) Government vehicles maybe utilized in transporting youth and/or L/CYPCs if: The local government within the state/territory authorizes the use of GSAs Each state/territory has an established policy regarding contractor utilization of GSAs, L/CYPCs should speak with their state/territory level GSA POC for more specifics Drivers who have been authorized to utilize a GSA possess a valid/current drivers license and have completed all applicable training prior to use of the GSA The driver will also need to show proof of insurance to the GSA POC prior to operating a vehicle Use of GSA (or contracted vehicle) is to reduce overall driving time/distance for families by providing a central collection point within the state and then driving youth to the event location

Funding (Section 4 16) While the ARNG CYSS Program is supported though Appropriate Funds provided by the Government, the following must be observed: The LCYPC and SFPD should work collaboratively to develop both budget and training plans for the FY LCYPC will track expenditures as they relate to ARNG CYSS QCYS funds LCYPC will maintain a continuous training calendar projecting at least 3 months out; this is provided to the SFPD monthly Registration fees collected to cover expenses not allowable under APF must be run through a partner organization or group Contracted L/CYPCs are not allowed to collect fees/gifts/donations or authorize the spending of Government funds; this must all be done by a representative from the Government

Appropriated Funds (Section 4 17) The following are allowable expenses under the guidelines of Appropriated Funds (APF): Contract Services, which support the CYSS s core elements. Office supplies and supplies that support program activities. Mission and information materials to include marketing and event support consumables. Newsletter and printing costs associated with printing and distribution of CYSS newsletter and marketing materials (brochures, poster, etc.). Postage costs associated with mail campaigns and Child & Youth information mailed directly to Families. Support Equipment costs associated with mobile and offsite support capability of paid staff and cost associated with non contract IT and equipment support to events. Training Support costs associated with state/territory level Youth Symposium, Youth Leadership Forums, Youth Camps, and Youth Program Volunteer Training, including training materials. Youth Delegate/Youth Program Volunteer Travel to include ITO/ITA travel expenses. CYSS volunteer background checks and costs associated with obtaining, and updating, the required background checks for specified volunteers 18 years of age and older.

Air Guard Funds (Section 4 18) Presently, the ANG can complete steps to apply for and receive funds to support youth related events and materials. These funds are provided to the Airmen & Family Readiness Program Manager (AFRPM). The LCYPC should work collaboratively with the AFRPM to determine funding requirements (travel, supplies, volunteer support, meals/snacks, etc.). Support for ANG specific programming/events must be covered through these available funds. ANG youth participation in ARNG specific programming/events must be incidental to the overall/final cost of the event (i.e. ANG participation does not add additional cost to what has already been contracted/expended on the ARNG side).

Invitational Travel Orders (Section 4 21) There may be times when volunteers (or youth) need to travel in order to attend/support an event. ITOs/ITAs are authorized in the following situations: The volunteer is clearly identified as a specified (statutory) volunteer with a signed DD Form 2793 on file If the individual is a youth, a signed DA Form 5671 must be completed by the parent/guardian ahead of time and on file NOTE: Youth may be placed on ITOs to attend state/regional level events only when their attendance serves as a direct benefit to the Government (e.g. regional & state symposiums, teen panel mtgs, leadership forums, etc.)

Travel Procedures: LCYPC & CYPC (Section 4 22) Travel funds are provided for LCYPC and CYPC travel in support of state/territory level Child and Youth Program events as well as attendance at national level professional development trainings. All L/CYPCs must keep the following in mind regarding travel: Attendance at events is subject to the approval of the SFPD, RAPM (if on contract) and the ARNG CYSS PM/COR (if exceeding the $500 amount) Availability of travel funds is also taken into consideration by the RAPM and PM/COR regarding travel approval; funds should be actively monitored by the LCYPC in coordination with the SFPD Contractor must submit completed travel authorization packets to their respective RAPM for approval (travel authorization form, mileage receipts, POV vs rental comparison, event agenda, etc.); failure to provide these items may result in the travel request not being approved Per the SOW of the national contract, all L/CYPCs must attend at least one nationallevel professional development training each contract year; additional professional development trainings are subject to COR approval and available travel funds

Staffing Requirements (Section 5 1) Minimum CYSS staffing (at a minimum) will consist of a LCYPC in each state/territory, under the oversight of the SFPD. Legend CYPC Lead CYPC CYPC & Lead CYPC

Staff and Volunteer Requirements (Section 5 2) All ARNG CYSS staff and contractors must: Maintain professional behavior while in the office and supporting events Successfully complete a National Agency Check with Child Care Inquiries (CNACI ) Suitability is determined by the government Until suitability has been determined, staff/contractors must operate under LOSS Complete a minimum of 8 hours of orientation training Complete a minimum of 24 hours of annual training Complete specified and required trainings within first 18 months of employment Specified Volunteers must: Sign and submit a completed DD Form 2793 Successfully complete a National Agency Check with Child Care Inquiries (CNACI ) Suitability is determined by the government Until suitability has been determined, volunteers must operate under LOSS Be at least 18 years of age (or older, holding a high school diploma) to be considered an adult volunteer Be provided a volunteer orientation prior to working with youth Be trained in child abuse prevention, CPR/First Aid, fire prevention, evacuation and other pertinent information relevant to their position

Work Space Expectations (Section 5 4) Maintaining a professional, organized work space is expected, whether in the office or off site. How we manage (or do not manage) our work space can convey to others the level of professionalism we possess. As contractors, we must always remember we are guests of the Government, using their office space to perform our established responsibilities. Organization also applies to all storage areas, conexes, warehouses, and other locations we may keep supplies and materials.

Work Space Expectations (Section 5 4) What words come to mind when you see this picture? What assumptions do you find yourself making about the person who works in this space?

Work Space Expectations (Section 5 4) What words come to mind when you see this picture? What assumptions do you find yourself making about the person who works in this space?

Work Space Expectations (Section 5 4) While there may be times when you have a variety of materials in your work space as you prepare for an event or are developing curriculum/resources, you should diligently work to maintain a professional work space appearance at all times. Given that you may handle paperwork with personal information on it, every effort must be made to safe guard those documents so they are not easily viewed/accessible to others. Consider this: If you were unable to come into the office one day and I had to try and locate a document in your work space, how readily would I be able to identify and locate that document? If it would require multiple steps to find what I am looking for, perhaps you need to reconsider how you maintain your work space.

Work Space Expectations (Section 5 4) Other work space expectations include: Utilizing out of office notifications when away from your office Ensuring your out going voicemail has been set up; that your out going message is professional If a contractor, you must identify yourself as such on email correspondence, voicemail and when answer the phone If you are calling someone and are unable to speak with him/her, leave a voice message with your name and contact number; do not repeatedly call that person, as they may have been pulled into a meeting, had to step away from their desk or may be on another call

Personnel Policy (Section 5 5) Setting up your Army Knowledge Online (AKO) account: Go to www.us.army.mil Click on register and then Create Sponsored Account (civilian contractors/staff must be sponsored by the COR or COR designated individual) Once sponsored, you will be able to complete the remaining steps to obtain your permanent work email address (e.g. john.m.smith.ctr@mail.mil) Common Access Card (CAC): All contractors/staff must have a valid CAC in order to access the Government systems Contractors/staff working with the ARNG CYSS Program will be assigned to a Trusted Agent (TA) at NGB; TAs verify all of your information is accurate and approve you to obtain your physical CAC For those contracts who are also in the military and have a military CAC, you must still complete the process for obtaining a contractor CAC and email address while serving in your contracted L/CYPC position

Personnel Conflict/Issues (Section 5 6) If you are a contractor and experience issues regarding those of a personnelrelated matter, pay, benefits and/or potential statement of work concerns, those must be directed to your contract company RAPM/PM, not your SFPD (i.e. the Government). For MCA states/territories, you would direct issues of a personnel related matter, pay, benefits and or potential statement of work concerns to your SFPD for resolution. Government staff/service Members must refrain from becoming involved in actions which might be perceived as managing contractors, that is up to the contract company.

ARNG CYSS Outreach (Sections 7 1, 7 2, 7 3, & 7 4) Conducting outreach and building partnerships are essential aspects of the Child and Youth Program. While the LCYPC serves as the primary POC for the ARNG CYSS Program, both LCYPC and CYPC are expected to: Increase awareness of the National Guard (NG), its mission and the unique challenges NG youth face Collaborate with other Family Program staff/contractors and organizations to identify military populations, especially those in rural areas Ensure awareness of available resources for military families, youth and community members Provide informational/status briefings as requested and with the acknowledgement of the SFPD Make conscious efforts to establish on going communication with all school districts within the state/territory Represent the NG, the ARNG CYSS Program and applicable contract companies in a positive and professional manner

Risk Management (Section 8 2) The safety of participating youth, volunteers and staff/contractors is of paramount importance. L/CYPCs should be completing risk management plans and site visits prior to the start of events/activities. Volunteers and other staff/contractors present in support of the event/activity must receive training regarding potential risks and emergency procedures. Developing a volunteer guide and training which outlines emergency procedures, important contact information, reporting procedures and documentation of incidents is a great way to better ensure the overall safety of those participating in the event/activity.

Marketing (Section 9 1) Marketing of upcoming events, activities and available resources is essential to the on going success of the Child and Youth Program. Marketing materials must be approved by the SFPD prior to dissemination All personal information about individuals must be kept confidential Physical addresses should not be made readily available to the general public Materials must be regularly updated, professional in appearance and content, and contain accurate information With SFPD approval and awareness, all marketing mediums should be utilized (i.e. newsletters, emails, social media and mass mailing)

Social Media/Media in General (Section 9 2) While social media, and the media in general, can be a great tool in generating awareness and marketing the Child and Youth Program, the following must be observed: Use of images/graphics and video/audio clips must be done with the approval of the parent/guardian (for minors) and free from any copyright laws and/or restrictions (unless written permission is granted by the originator) L/CYPCs must comply with the Army s Social Media Handbook and the NGB PA Memorandum on Social Media Guidance, as well as any parameters established by the SFPD, JAG, PAO and/or TAG at the state/territory level Contractors should refrain from requests submitted by media outlets, as those should be directed to the SFPD and PAO

Conclusion This document is designed to be a guide by which you work to operate and expand the Child and Youth Program in your respective state/territory. Information in the SOP, and its implementation/interpretation, may look differently among all of the states and territories. It is important to remember the Child and Youth Program belongs to the state/territory and oversight regarding implementation belongs to the SFPD. As contractors/staff, we are there to ensure the core elements/expectations of the Program are executed correctly and meeting the needs of our customer (i.e. the Government).

Questions What questions are there at this time?