NAVY EXPEDITIONARY COMBAT COMMAND 1575 Gator Boulevard • JEB Little Creek Virginia Beach, VA 23459-3024
FAMILY READINESS PROGRAM STANDARD OPERATING PROCEDURES 1st Edition – August 2014
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TABLE OF CONTENTS Chapter 1: Family Readiness Program….............................................................................................5 Purpose Concept Mission Action Chapter 2: Roles of Command Family Readiness Team.......................................................................7 Purpose Command Family Readiness Team Roles and Responsibilities Chapter 3: Family Readiness Officer…..............................................................................................15 Purpose Role and Responsibility Record Management Volunteer Management Family Events Chapter 4: Total Force Fitness throughout the Fleet Readiness Training Plan...................................19 Purpose Fleet Readiness Training Plan Total Force Fitness TFF throughout FRTP Chapter 5: Communication………………………………………………………………………..25 Purpose Overview Communication and Marketing Family Outreach Official Communication Routine Communication Chapter 6: OPSEC and PII…………………………………………………......................................34 Purpose Overview Operational Security (OPSEC) Confidentiality and Privacy Guidelines Chapter 7: Crisis, Trauma and Recovery.............................................................................................37 Purpose CARE Team Command Response to a Traumatic Event Individuals respond to Traumatic Events Tips on Dealing with Individuals’ Reactions Counseling Support
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Chapter 8: Legal…………………………………………………………………………………….39 Purpose Overview Common Legal Issue Routinely Completed Chapter 9: Funding Your Program…………………………………………………………………..41 Purpose Roles and Responsibilities Ombudsman Appreciation/Recognition Accounting for funds Official Volunteers Enclosures: (A) Family Readiness Instructions..........................................................................................45 (B) Links.................................................................................................................................47 Purpose NECC Toolbox of Resources CARE Team Handbook Ombudsman Registry Navy Family Accountability and Assessment System (NFAAS) IA Family Handbook Personal Identifiable Information (PII) PII – User’s Guide Navy Ombudsman Social Media Handbook NAVADMIN 295/10 Family Readiness Communications Policy Navy Services’ Family Readiness Group Handbook (C) Forms..............................................................................................................................48 Purpose Family Crisis Response Form Volunteer Agreement Form Claim for Reimbursement for expenditures on Official Business (D) Sample Emails................................................................................................................62 Purpose Sample Emails Just Checking In Have information to put out Homecoming is close Detailed email about homecoming Welcome to the Command Email to Families (E) Family Readiness Survey...............................................................................................67 Purpose Family Readiness Survey Snapshot
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(F) Family Orientation Template.........................................................................................74 Purpose Family Orientation Slides with footnotes (G) Family Readiness Communication Plan Sample.............................................................91 Purpose (H) Family Readiness Group (FRG) By Laws Samples.........................................................98 Purpose Sample 1 Sample 2
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Chapter 1 FAMILY READINESS PROGRAM 1. Purpose. The Standard Operating Procedures (SOP) compliments the NECCINST 1754.1C. It provides recommendations, lesson learns and examples on how to have an effective Family Readiness Program (FRP). This is your SOP and you can add/edit/delete any part to fit your command. This is a tool the Commanders can use to improve Operational Readiness via Family Readiness. In NAVADMIN 284/11, Admiral Greenert’s Assumption of Command message, he put forth three main tenets to achieve our vision for our Navy.
First tenet: “Warfighting First” Second tenet: “Operate Forward” Third tenet: “Be Ready”
He said,” In addition to our Sailors and civilians, we have a responsibility to our Navy Families. Who we must guide and assist in handling increasingly dynamic schedules, mounting operational stress, longer separations and the potential injury or loss of their Sailor. Accordingly, Family Readiness is also a part of “BEING READY”. If you would like to read the NAVADMIN, go to: http://www.msc.navy.mil/msfsc/printnews.asp?show=1320785873&edition=112011/
2.
Concept
a. Our most valuable resources are the individual Sailor and their family. NECC’s success as a Force is inextricably linked to the well-being and resiliency of that Sailor and their family. b. Family Readiness refers to the ability of the individual Sailor and their family to successfully balance the challenges of a military lifestyle, family, career, and mission events. c. By-product of a high state of Family Readiness is improved quality of life and feeling of empowerment. While no one program can completely negate the sacrifices inherent and unavoidable in a NECC Sailor’s lifestyle, FRP can leverage resources and significantly mitigate many of the negative aspects. d. Modern cultural changes to consider regarding the use of tools and information necessary to achieve Family Readiness are:
The majority of today’s NECC forces are under the age of 30 and require an updated communication network.
Many of today’s Sailors and families desire the inclusion of extended family in the communication network of the command and not just the spouse. Family is all members of a Sailor’s
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family (regardless of marital status) which includes spouses, children, same-sex partners and designated parents/extended family members.
Please note that this extended definition of family does not override the legal definitions of family and in loco-parentis regarding emergency leave, DEERS enrollment issues, etc.
Maintaining readiness is an ongoing process and is no longer deployment driven. Readiness includes all mission events and training, life events, and career events.
3. Mission. The mission of the FRP is to prepare and equip every Sailor and their family with skills and tools to successfully meet the challenges of military lifestyle. CFRT main focus should be on junior Sailors and inexperienced families. Putting the entire burden on the Sailor to ready their families, rather than on the command to provide an opportunity for Families to be ready, is doing a disservice to those who are junior and/or inexperienced. It is the duty and responsibility of the command to provide these groups the opportunity to be better prepared. The Sailor and their family are supported in their goal of attaining and maintaining readiness by the Command Leadership and other members of the CFRT but the ultimate responsibility rests with the Sailor. A ready Sailor and family: Are prepared for family separations and life events. Understand the additional responsibilities that will fall on the family when the Sailor departs. Are knowledgeable of and able to use information about benefits, entitlements, programs, and services provided through the federal, state, and local community. Are knowledgeable of Command structure and resources available to assist and contribute to Family Readiness goals. An effective CFRT: Communicates regularly with command families. Provides opportunities for families to engage in support events and social events. Is ready at all times to respond to and provide for the needs of command families in the event of a crisis. Proactively schedules deployment-related events to ensure command families are prepared for, and have realistic expectations of, training cycles, deployments, and reunions. 4. Action. Commanders/Command Officers at all levels are responsible for implementing the Family Readiness Program.
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Chapter 2 ROLES OF COMMAND FAMILY READINESS TEAM 1. Purpose. This chapter provides detailed information on the roles and responsibilities of all members of the Command Family Readiness Team – the organization within a command responsible for the execution of the Family Readiness Program (FRP).
2. Command Family Readiness Team. The Command Family Readiness Team (CFRT) members are the resource and education body for Sailors and their families. The CFRT members execute the FRP as directed by the Commander. The CFRT members work collectively within their individual roles and responsibilities to build an effective FRP. The FRP provides support through proactive outreach in the form of the following functions:
Official Communication: Facilitates two-way communication between the Command, Sailors, and families regarding Family Readiness information, and requirements.
Information and Referral: Provides Sailors and their families with information and answers questions related to the many services and resources available through DoD, FFSC, CNRFC, State and local community to support FRP.
Readiness and Deployment Support: Provides resource information and training in addition to support services that enhance a Sailor’s family readiness. Information and training support are classified in three areas: 1. Skills development 2. Prevention and intervention 3. Self-help education
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Volunteer Management: Volunteers serve in an organizational support capacity and take the obligation upon individual willingness. Volunteer support and participation is crucial to the success of the FRP. Volunteers may be spouses, significant others or parents/extended family members of any member of the command and may serve as volunteers in support of specific command morale events. These volunteers, representing all constituencies of the command, support and enhance the Commander’s Family Readiness mission.
3. Roles and Responsibilities All members of the CFRT will have a clear understanding of the Commander’s vision for Family Readiness within the command. This section of the handbook will introduce and review the FRP’s CFRT Team members roles and responsibilities. a. Commanding Officer. The CO’s role and responsibilities in the FRP are the same as the role and responsibilities in every other operational aspect of the command. Sailors look to their CO for leadership, guidance, example, advocacy and boundaries. Sailor’s families look to the CO for the exact same things. The list is not all inclusive. The COs professional and personal experiences and judgment will help what decision to leverage for the unique aspects of their command to address and mitigate challenges and to determine if the following tasks are sufficient to support Sailors and families adequately. (1) Establish and maintain a FRP in accordance with COMNECCINST 1754.1C. Consideration should be given to the unique challenges of the command, e.g., geographic location. The program needs to be accessible to all members of the command, their spouses, other dependents and Sailor-designated persons. (2) Ensure Sailors and their families understand the roles and duties of the CFRT. (3) Recommended that the CO request a brief from the local supporting Fleet and Family Service Center (FFSC) Representative and Family Overcoming Under Stress (FOCUS) representative to become familiar with the local family programs if applicable. Reserve commands may not have FFSC or FOCUS available to them. If not, consider contacting Yellow Ribbon State Representatives for local resources or Military OneSource. (4) Recommend the CO require their FRO to participate in any scheduled command indoctrination briefs. (5) Recommend having each Sailor complete Family Crisis Response Form (Form located in Enclosure (C)). This form collects information that will help family or survivor(s), Command Leadership and Casualty Assistant Call Officer (CACO) in case the service member
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or their significant other becomes critically ill, disabled, or deceased. This form will guide loved ones when the service member or their significant cannot. Also, it may ease the stress and grief on loved ones during a very difficult and emotional time. This form does NOT replace a legal will nor PAGE 2 or DD Form 93 (where applicable). (6) Recommend CO develops a proactive Communications Plan. Establish reliable communications between the command and families to strengthen the FRP. Per NAVADMIN 295/10, addresses COs providing official FRP communication to Sailors, spouses and Sailor designated persons. Link to NAVADMIN 295/10 located in Enclosure (B). Sample Communication Plan is located in Enclosure (C). (7) Determine FRP spending priorities within DoD’s fiscal and legal guidelines, and are the final approval authorities for all expenditures of FRP funds. See chapter 7 for further guidance on funding the program. (8) Recommend CO’s conduct CFRT meetings at a minimum quarterly to ensure members of the team are familiar with current family readiness issues. (9) Per OPNAVINST 1754.1C, CO’s should designate the FRO as official command liaison to the FRG. b. Chief of Staff (COS)/Chief Staff Officer (CSO)/Executive Officer(XO). The COS/CSO/XO is expected to set the example, communicate, and implement the vision and intent of the CO’s FRP. The COS/CSO/XO will coordinate with the FRO on Family Readiness matters. c. Command Master Chief. The CMC example, communicate and implement the FRP. The CMC will coordinate with the relating to enlisted Sailors and their
is also expected to set the vision and intent of the CO’s FRO on Family Readiness matters families.
d. Family Readiness Officer (FRO). The roles and responsibilities of the FRO are outlined in Chapter 3. e. Chaplain. The roles and responsibilities of the command chaplain are inherently dynamic. In addition to ministerial and pastoral duties, the chaplain is in a unique position to provide insight into the emotional and spiritual well-being of the FRP, and to offer timely and relevant advice on issues impacting the Sailor and Family Readiness. (1) Advise the CO about any potential challenges the unit as a whole is facing and recommend appropriate courses of action. (2) Encouraged to be familiar with all potential resource opportunities to include networking with other command chaplains in order to observe other command’s training activities and civilian faith-based outreach programs.
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f. Command Leadership Spouses. The involvement and support of spouses of the CO, XO, and CMC can be an invaluable asset to the SFRP. The degree of involvement that any of these individuals will have may differ by command and personal interest. g. Command Ombudsman. Per OPNAVINST 1750.1G commanders shall appoint an Ombudsman for their staff. Supervision of ombudsman is the responsibility of the CO and of their designated representatives. Ombudsmen responsibilities include: (a) Work with the CFRT to support the SFRP and the CO. (b) Serve as the liaison between command families and the command, keeping the CO informed of general morale, health, and welfare of the command’s families. (c) Should attend all CFRT meetings as directed by the CO. (d) Should develop and distribute a command approved monthly or quarterly family newsletter. (e) Should attend and participate in family readinessrelated functions such as pre, mid, and post deployment events, family days and other functions the CO deems appropriate. (i) Should include a signature block on all SFRP related emails with at least the following information. Email distribution lists shall not be used to announce non-SFRP events. 1.
Name.
2. Command/title (command name, Ombudsman name, (ie. RIVRON ONE command Ombudsman) 3. Ombudsman email (1NCDOmb@navy.mil)and phone number for contact purposes. (Use an email that can be turned over to the next ombudsman. Using a personal email will have families contacting you after you have transferred) 4. Disclaimer: Information is distributed in this email as information of common interest for military members and this families/contacts. Use of this information does not advertise nor imply endorsement of any commercial activity or product by the Department of Defense, U.S. NAVY, or this command. (j) Per OPNAVINST 1750.1G, Ombudsmen are required to register on the Ombudsman Registry in order to track their volunteer hours. Attending Ombudsman Registry training will help Ombudsman (and Command Leadership) better understand:
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How multiple Ombudsmen can effective use the Ombudsman Registry How-to properly collect data throughout the month Determining the type of contact Maintaining an accurate monthly record Tracking/Accounting for all hours volunteered Calculating monthly totals Correctly inputting/submitting monthly worksheets Why submitting a monthly worksheet is important and how CNIC uses the information How-to navigate the Ombudsman Registry Website
i. Family Readiness Group (FRG). Per OPNAVINST 1754.1B, an FRG is a private organization, closely affiliated with the command, comprised of family members, Sailors, and civilians associated with the command and its personnel, who support the flow of information, provide practical tools for adjusting to Navy deployments and separations, and serve as a link between the command and Sailors’ families. FRG’s help plan, coordinate and conduct informational, care-taking, morale-building and social activities to enhance preparedness, command mission readiness, and increase the resiliency and well-being of Sailors and their families. 1. Structure of FRGs. FRGs consist of elected officers and group members. Sample by-laws for an FRG are contained in OPNAVINST 1754.1B. Further details on FRG structure are contained in the U.S. Navy Family Readiness Group Handbook 2011 which can find in enclosure B. FRGs are open to all family members, Sailors, and civilians associated with the command and its personnel, In addition, although not required, individual FRG members may be designated as official volunteers. Official volunteers are FRG members who are approved by the command or installation and agree to perform assigned duties under command supervision.
FRG Structure There is no "ideal" way to set up an FRG. The best structure is one which is created to fit the unit, its mission and the unique make-up of its family members and their needs. Spouses should NOT be pressed into service simply because of the Sailor's position. Rank should NOT be a factor in the role unit FRG volunteers play. 2. Official Volunteer Activities. Per OPNAVINST 5380.1B, Commanders are authorized to accept voluntary services from an appropriate number of FRG members to assist family support programs. Prior to providing volunteer services to the command, volunteers must complete a DD Form 2793 located in enclosure B. A copy of the signed agreement shall be given to the volunteer prior to their commencement of volunteer services. A person providing properly accepted voluntary services is considered to be an employee of the Federal Government for certain purposes. Therefore, commands must provide official volunteers a clear, written description of duties and scope of
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responsibilities assigned, provide appropriate training, and supervise performance of those duties. Official volunteer duties may not include fundraising, soliciting, or accepting gifts. Official volunteers will adhere to the same standards of conduct as paid federal employees as outlined in OPNAVINST 5380.1B. Official volunteers are not authorized independent use of government vehicles. 3. Relationship between Ombudsman and FRG. The ombudsman may collaborate with the FRG on behalf of the command, but shall not serve as an FRG officer. An ombudsman may participate in the FRG in a purely personal capacity, but not as the command Ombudsman. 4. Command Support. Installation CO’s may permit properly approved FRGs, that meet the requirements of DODI 1000.15 to operate on Navy installations. Individual commands may provide limited logistical support, such as access to command spaces, use of equipment, and command representatives for FRG events, based on the criteria listed in section 3-211 of DOD 5500.7-R and per DODI 1000.15. Questions regarding specific events should be referred to judge advocates.
RECOGNIZING VOLUNTEERS Recognizing volunteers is essential to keeping your FRG a happy place to work (not to mention keeping your volunteers!) 10 TIMES FOR RECOGNITION 1. When they sign up to volunteer 2. Informal thank you's - always 3. Monthly recognition (articles, award) 4. Annual appreciation certificates, dinners, etc. 5. At the completion of a project (letter, promotion, certificate) 6. At meetings- say thank you. 7. Cards at birthdays 8. Cards when they are sick. 9. Recognition when they leave. 10. During National Volunteer Week 5. FRG Use of Command Name, Seals, Logos, or Insignia. An FRG may use the name of the command in the name of the FRG, with approval of the Commanding Officer. FRGs may not use seals, logos, or insignia of commands on any FRG letterhead, correspondence, titles, or in association with any FRG programs, locations, or activities. The FRGs status as a private organization must be apparent and unambiguous. Printed material, web sites, and electronic media must include the prominent disclaimer contained in DODI 1000.15. 6. Fundraising. As a private organization, an FRG may fundraise. Per OPNAVINST 1754.1B and DOD 5500.7-R, commanders may officially endorse and approve FRG fundraising events when the
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fundraising occurs within command spaces and is conducted among their own members or dependents to raise money for the benefit of their own command members or dependents. In regards to fundraising elsewhere on an installation, FRGs will obtain approval of the installation commanding officer to hold fundraisers on base when the location is other than unit command spaces. FRGs may solicit local business or conduct fundraisers off the base; commands do not approve or disapprove such activities. However, FRG members will not solicit gifts or donations on behalf of the command or imply that the Navy officially endorses their fundraising activity. Service members and civilian employees may never solicit donations from contractors, even if acting in their personal capacity as a private member of the FRG.
AFTER ACTION REPORTS We found that it is extremely beneficial to keep detailed records of major unit activities and functions. You then have a solid foundation for any succeeding events. Suggested topics should include: 1. Name of the affair, date, location, time. 2. What were your responsibilities? 3. Who were the members of your committee? How were they selected? 4. Were there other individuals who were helpful to your committee? Make a list of their names, addresses, and phone numbers (if pertinent). 5. How did you prepare to do your job? What resources were necessary? 6. What expenses did you have and for what? 7. List the stumbling blocks and pitfalls you wish you had avoided. What would you advise the next person in your role? 8. Pinpoint your single biggest frustration. How could you have overcome it? 9. What changes would you like to see in the running of your job next time? Others' jobs? 10. What went especially well? Why? 11. If you had it to do over again, would you accept this job? Why or why not? 12. Are there any other comments or additional information you'd like to mention? 7. Gifts. An FRG is free to accept solicited and unsolicited gifts offered to the FRG without command approval but compliant with its by-laws. An FRG may never accept a gift on behalf of a command or the Department of the Navy. Similarly, a commanding officer will never accept a gift on behalf of an FRG. Any donation of gifts from an FRG to the command will be processed in accordance with DOD 5500.7R. 8. Disestablishment. When in the best interest of the FRG to disestablish, the FRG may be dissolved by a vote of its members. j. Sailors. Sailors are responsible to their Commander, command, and family for educating and preparing themselves toward resiliency against inevitable mission, life, and career events that
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may serve as detractors from mission readiness. Additionally, Sailors are responsible to promote similar opportunities to their families that ensure education, preparation, and resiliency against inevitable life-cycle and mission events that may serve as detractors from family readiness. The Sailors can designate as many family members and friends to receive authorized and official communication from the FRO and ombudsman.
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Chapter 3 FAMILY READINESS OFFICER 1. Purpose. The purpose of this chapter is to define the roles and responsibilities of the Family Readiness Officer (FRO)/Homeport Liaison (HPL). 2. Roles and Responsibilities. The FRO/HPL is the pivotal member of the CFRT. The FRO shall be a uniformed service member assigned in writing as a collateral duty and directly reporting to the CMC. The FRO shall provide direct coordination of the SFRP between the CO, Sailors, and families to support the goals outlined in this SFRP instructon and the CO’s intent. The primary duty of the FRO is to serve as a communication portal to the command Ombudsman, FRG Leader, Sailors, and their families. The FRO’s duties are: a. Serves as the command liaison for command Ombudsman, FRG leader, Sailors and their families. Remain aware of the family readiness needs of the command, and continuous educate themselves on all available family support resources, services, agencies and organizations to promote family readiness. It is recommended that the FRO attend Ombudsman Basic Training (OBT) and Family Readiness Group Leadership training. This will give the FROs a solid foundation regarding both programs. b. Provide direct coordination of the FRP between the CFRT, Sailors and families. At times, the FRO will be the POC coordinating briefs, townhalls and social functions to ensure both CFRT and sailors/families are informed of events. c. Command INDOC participation and/or check-in process. During Command INDOC and/or check-in process, FRO can distribute FRP Orientation Packets. The contents of an orientation package will vary among commands, but at a minimum, should contain: (1) CO's Welcome and Policy Statement. (2) FRP points of contact, date of next Family Orientation, available Family Readiness resources. (3) Information on FRP official communication processes, e.g., command’s communication plan. (4) The Family Check-In Form for Ombudsmen. Getting contact information is important for the Ombudsman to be effective with communicating with the families. (5) Family Crisis Response Form. This form is for crisis/trauma use only. Form will be kept in a sealed envelope.
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c. FRO should contact the spouse or designated family member of a newly reporting Sailor within 30 days of the individual reporting aboard. In accordance with NAVADMIN 295/10 command authorities may contact family members with or without the sponsor’s consent when relaying official information directly related to family readiness. Ensure junior personal reporting onboard are aware of FFSC’s New Spouse Training Course. It is a significant preventative training tool. d. FROs may provide official communication with the spouse and family members of Sailors. For the protection of the Sailor’s right of privacy, Sailors must designate, by name and in writing, family members authorized to receive command information. Under no circumstances will contact information be changed, added to or deleted or provided to anyone unless authorized in writing by the Sailor. Completely the Family Check-In Form for Ombudsmen will have designated family members contact information. e. Coordinate appropriate and timely training for the command’s Ombudsman and FRG Leader. Coordinate command leadership attendance at graduations of Ombudsman Basic Training. f. Shall ensure the timely submission of authorized volunteer reimbursement claims to the command Supply Department. 3. Records Management. FRO are encouraged to create a turnover binder which will include processes and guidance regarding standard operating procedures to COMNECCINST 1754.1C. A comprehensive turnover binder will ensure the impact to the Sailors and families within the command is seamless and support will be uninterrupted in the event of FRO turnover. Recommended tabs for FRO Binder: Tab A INSTRUCTIONS COMNECCINST 1754.1C and SOP OPNAVINST 1750.1G OPNAVINST 1754.5B Tab B COMMAND FAMILY READINESS TEAM Command Family Readiness Team Roster CFRT Member Appointment Letters Command Recall Roster (POC) POC for scheduling events/venues (meetings for FRG, Predeployment briefs, etc…) Tab C OMUBUDSMAN Ombudsman Roster Copy of Ombudsman Appointment Letter (at CO’s discretion) Copy of Volunteer Acceptance Form DD 2793
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Tab D FAMILY READINESS GROUP (if command has a FRG) FRG Roster Copy of FRG President Appointment Letter Copy of Volunteer Acceptance Form DD 2793 Tab E EVENTS/ACTIVITIES Planning of Events (Pre/During/Post Deployment, Family Days…) Best Practices Status of Pending Projects Log and After Action Reports Tab F FUNDING Budget for the Fiscal Year Travel requirements Tab G RESOURCES Checklists Toolbox Blank Forms for Certificates of Appreciation, Volunteer Recognition Awards/Letters 4. Volunteer Management. Volunteers serve in a designated public service or organizational support capacity and take the obligation upon individual willingness. Although the FRO is primarily responsible for executing the Commander’s vision and intent, volunteer support and participation is crucial to the success of the program. Volunteers may be spouses or designated parents/extended family members of any member of the command and may serve as volunteers in support of specific command morale events. a. Family Readiness volunteers are not a replacement for military personnel or paid civilian staff. At no time are volunteers assigned work or responsibilities that ultimately impose or restrict their ability to care for themselves or their own families.
A few tips for motivating volunteers include:
Assure volunteers do not perform functions not described in their Volunteer Advisor/Assistant Position Description.
Express sincere, personal thanks for volunteer efforts.
Plan regular volunteer appreciation functions. Volunteer Appreciation Week is in April.
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b. Volunteer Recruitment. Family Readiness newsletters and social media sites are excellent resources for announcing volunteer opportunities. A more personal recruitment strategy such as word of mouth is also recommended. The Volunteer Application and Volunteer Agreement Form are available in Enclosure C.
Also please note that while ensuring geographic proximity to the unit is important to fulfill a portion of the duties, every volunteer responsibility does not require geographic proximity. Plan ahead to ensure the inclusion of designated parents/extended family members who may want to volunteer but only be available for specific duties due to their location. c. Family Events. How to plan a family event - FRO responsibilities: Meet with the Commander to share ideas and receive Commander’s intent. Set a date for the event. Solicit for volunteers to assist in the planning, coordination, and execution of the event. Provide guidance and supervision to the volunteers as they assist in the planning, coordination, and execution of the event. Coordinate a working party supplied internally by the command (e.g., to help with set up and tear down). Consider on-site child care to encourage attendance (depends on the type of event). Coordination of a Family Event - the FRO, with the assistance from CFRT and volunteers: Decides whether the event is theme-based. Designs a flyer or poster with the needed information for the families. Flyers can be distributed electronically and mailed out and should be placed in visible areas throughout the Command. Decides on the type of food (will depend on what type of event the unit will be having). Decides the types of activities the unit will provide. d. After Action Review (AAR) provides a process to discuss the sailor and family readiness support and make notes on what went well and what could’ve be improved. No program runs smoothly. The AAR serves as a tool filled with best practices and lessons learned to change current methods. The input is very valuable to improve the process for the next event.
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Chapter 4 Total Force Fitness Throughout the Fleet Readiness Training Plan 1. Purpose. Service members are the most valuable asset in the military for accomplishing the mission of defending our country. A balance between Mission, Family, and Sailor is critical to overall readiness. To attain this balance, it is insufficient to train only the uniformed force. NECC affirms its commitment to educate, inform, and train the family members who support, sustain, and motivate its Sailors as well. The FRTP provides the framework to understand activity within a command from initial organization to post deployment and TFF provides 8 distinct perspectives to consider when addressing readiness of Sailors and their families. By incorporating families into the four phases of the FRTP (maintenance, basic, integrated, sustainment) COs will develop families under their command umbrella as they would any other asset – through classes, training events, and vigilant maintenance. 2. Fleet Readiness Training Plan (FRTP). The FRTP is the operational lifecycle of a command. The FRTP dictates the operational tempo of a command and what Sailors devote their talents and resources to during any specific period of time. The FRTP consists of a four phase operational cycle which includes Maintenance, Basic, Integrated, and Sustainment. Since commands gain and lose personnel throughout the calendar year, Sailors and families may join a command at any phase of the FRTP. For this reason the FRP must be robust and responsive enough to address the unique needs of individuals and families that may temporarily be out of sync with the readiness of the command. Consider holding Family Orientation quarterly to capture all new families and those who have not attended prior. 3. Total Force Fitness (TFF). TFF is a model of eight human conditions where no condition is more important than any other and most issues of family readiness will include aspects of more than one condition simultaneously. The TFF model is a planning tool that CFRT’s may use to assist its development of a holistic, comprehensive, and effective approach to Family Readiness. To support the mission of a command, the Department of Defense has developed a TFF model which applies to service members. The key to Total Fitness is to provide Sailors, families, and CFRT’s with knowledge, skills and tools from which health, resilience and optimal performance can emerge:
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a. Physical Fitness. Physical Fitness is the ability to physically accomplish all aspects of day-to-day requirements while remaining healthy and uninjured. Physical fitness can be split into four components: endurance, mobility, strength, and flexibility. Examples: developing a healthy lifestyle with a hectic schedule. b. Environmental Fitness. Environmental Fitness is the awareness of and ability to adapt in any environment and withstand the multiple stressors of a military lifestyle. Examples: change of duty station and geographic location. c. Medical Fitness. Medical Fitness is a condition of mental and physical well-being as determined by medical standards. Example: Exceptional family member support. d. Spiritual Fitness. All individuals are spiritual beings. Spiritual fitness refers to the ability of individuals to connect and the command’s ability to address the variety of needs within a diverse community. Example: Family access to spiritual programs. e. Nutritional Fitness. Nutritional Fitness refers to the provision and consumption of food in quantities, quality, and proportions to enable daily performance and to protect against disease or injury. Example: Establishing and maintaining healthy eating pattern. f. Psychological Fitness. Psychological fitness is the integration and optimization of mental, emotional, and behavioral abilities and capacities to optimize performance and strengthen the resilience of Sailors and families. Example: Operational Stress Continuum Training. g. Behavioral Fitness. Behavioral health refers to the relationship between an individual’s behavior and their positive or negative health outcome. Example: Children’s performance at school. h. Social Fitness. Social fitness is the establishment of stable, cohesive families that are integrated into the larger community. Social cohesion is a strength multiplier. Example: Vibrant, active and collaborative FRG. 5. TFF throughout the FRTP. The CFRT should meet at a minimum quarterly to discuss the command FRTP and consider the eight components of TFF and consciously decide how to integrate Family Readiness at each phase; keep in mind that commands may have multiple elements within the command on various phases of the FRTP. The following paragraphs explain the general actions of a command during each FRTP phase and the offers a description of considerations for a CFRT:
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a. Maintenance Phase. During the Maintenance Phase the command (or detachment) refits from a previous deployment; organizes and identifies gaps in critical skill that are required before the command is completely operationally ready. Commanding officers should use the Maintenance Phase to assess the CRFT’s readiness to support families and arrange training for new members and the CFRT as a whole. Some questions to consider in the integration of TFF into the Maintenance phase of FRTP: (Focus on Relationships) What is the “COs Intent”? What does that mean? What training and planning should the CFRT take into consideration during the Maintenance Phase of the FRTP? Do you need to recruit and train a new Ombudsman and/or FRGL if one is not already appointed Suggested reading: The Five Love Languages by Dr. Gary Chapman (there is one for children and one for teenagers Building Resilience in children and Teens giving them Roots and Wings by Dr. Kenneth R. Ginsbury b. Basic Phase: During the Basic Phase commands emphasize development and mastery of individual skills required to complete a mission. Unit self-sufficiency and preparedness to integrate into a more, complex, challenging organization are key objectives. Focus shifts from CFRT organization to outreach to Sailors and families in the Basic Phase. CFRTs work to establish a network that is capable of offering support in any situation. Some questions to consider in the integration of TFF into the basic phase of FRTP:
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(Focus on Be Ready) Who are the critical members of the CFRT? What are “critical skills” for the Military Family? Send Ombudsman/FRG’s to advanced training How can we make family events a more effective use of time? What can the family do to “Be Ready” for deployment? Suggested reading: The Homefront Club: The Hardheaded Woman’s Guide to Raising a Military Family by Jacey Eckhart The 9 Steps to Financial Freedom by Suze Orman c. Integrated Phase: The command prepares for operational tasking by developing advanced skills and exercising at operations/ integration with other units. Pace and intensity of training increases to challenge Sailors realistically. CFRTs should focus on using the network established during the Basic Phase to ensure its reliability. Command leadership should acknowledge the stress that families face as training demands increase. Addressing issues via CFRT during this phase ensures a better capacity to handle matters properly during deployment. Commands should provide tools for Sailors and their families to combat stress and the negative impact of high optempo. Focus on Last Minute Issues: It is not “How can we eliminate the stress of being a military family?” – we all know that isn’t possible, but we can help our families to be resilient, so their Sailor can focus on the mission. Test your Family Readiness communications, network, and see what works and what does not. Disaster Prep Drills: How many commands do these? Do you incorporate families? NFAAS? What hurdles will you have to overcome? All wills, powers of attorney, and pay issues should be addressed and support people clearly identified. Remind your single/unaccompanied Sailors to prepare for absence (storage units, pets, apartments, etc) Suggested reading: When Duty Calls: A Guide to Equip Active Duty, Guard and Reserve Personnel and Their Loved Ones for Military Separation by Carol Vandesteeg A Year of Absence by Jessica Redmond
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BEST PRACTICE: Planning Considerations for CFRT Family “Fast Cruise”: If a ship has been in port for an extended period, the CO may practice the underway routine while the ship is still moored to the pier to ensure all hands know their roles. This event is referred to as a ‘Fast Cruise’. The Intermediate Phase is a perfect time for the CFRTs to do a ‘fast cruise’ for deployment. While the unit is away on exercises or training, the Ombudsman can circulate information to the family, test the flow of communication, and ensure the necessary resources for support are in place. This is also a good time to offer the Family Predeployment informational brief because it provides a long lead time for families to address issues than waiting until just before deployment. (1) Test your network. It is far better to find faults in communication, support, or engagement during this stage than in the middle of a real deployment. Test your communications, network, and see what works and what does not. Identify your strong members and who might need some additional support during the deployment. (2) Integrated Training Events. Offer Family Orientation regardless of expected participation levels. The CFRT should communicate the basic mission requirements and risks associated with the mission (OPSEC permitting) during pre-deployment events and Family Orientation. Sailors shall be encouraged to communicate clearly with their family regarding risks and associated dangers related to their mission/tasking. (3) The Reality of Risk. It may be difficult for a Sailor to answer their family’s questions regarding the risks associated with their service. The CFRT should foster a climate of support and understanding where Sailors are provided training on how best to communicate with their spouses. d. Sustainment Phase: Commands or detachments will normally deploy during the Sustainment Phase. Regardless of deployment status, the Sustainment Phase is the longest and most challenging phase of the FRTP. Commands must maintain readiness throughout in order to respond to operational tasking. If a command deploys during this phase the CFRT is divided and most rely on the communication paths and relationships built during previous phases. Focus should be on emotional preparation for the transition from home to deployment, deployment, and return. Some examples to consider in the integration of TFF into the Sustainment phase of FRTP: (Focus on Communication) Communicate with your network Hold Command events Family Transition Program
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Welcome Home Event Families Overcoming Under Stress Workshop (FOCUS) Family Resiliency Training Identifies the unique aspects of the post deployment period establishing the “new normal”
Suggested reading: Heroes at Home: Help and Hope for America’s Families by Ellie Kay Surviving Deployment: A Guide for Military Families by Karen M. Pavlicin BEST PRACTICE: Planning Considerations for CFRT: (1) Our families should be in a similar state of readiness. It should come as no surprise to any family member if the unit is called to deploy early. All wills, powers of attorney, and pay issues should be addressed and support people clearly identified. The Sailor and their family should be prepared for an expeditionary deployment at any given time. The goal is not just to have the families prepared with documents but they should also be emotionally, psychologically and spiritually prepared. (2) The Sustainment Phase does not end when the deployment does, but only after the unit officially enters into the Maintenance Phase and begins the cycle all over again. While it is not likely, some units have returned from deployment only to be tagged to redeploy or redirect to another mission because of their state of readiness. This is an uncommon reality of the expeditionary service. This phase focuses the FRTP on emotionally preparing Sailor’s and families for the transition through the deployment cycle (pre-deployment, departure, deployment, and reintegration).
The end vision: Family Readiness integrated into Mission Readiness. A Ready Command includes a Ready Family.
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Chapter 5 Communication 1. Purpose. The purpose of this chapter is to detail methods of communication that CFRT members may use and to provide information that may improve communication between families, Sailors, and the CFRT. 2. Overview. There are many methods of communication but reliable communication requires practice to be effective. CFRTs must be able to use any or all methods simultaneously – as a situation dictates to best serve Sailor and their families. In addition to understanding methods of communication, an effective CFRT should understand the unique character and traits of the audience of family members with whom they communicate information. Different social media works better with different Sailors and family members. 3. Communication Plan - Communications and Marketing. There are two main objectives in developing a strong Communication Plan to support the FRP. The first is to disseminate official communication to the command and families. The second objective is equally important - to market the benefits Sailors and families will reap and the pitfalls they can avoid by becoming actively involved in Family Readiness functions like workshops and briefs provided through the command, FRG and FFSC. a. Communication plan. Your Communication Plan should be written with your Sailors and their families in mind. What are the questions they need answered? Sample Communication is located in Enclosure C. (1) (2)
Questions that should to be addressed: All contact information to include careline, website, FB pages and social media sites. NFAAS: Visiting family for the holiday / vacations, etc. DEERS: When to update…addition to the family, etc. Communication while at home – newsletters, etc…once a month? Communication while deployed – newsletters, etc…once a week? In case of a KIA/WIA: Who, What, When, Where, Why…How Some “What IF” questions to be considered:
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What to do if you get a call from another spouse “I ‘m sorry about Bob”. What does the spouse do when she receives this call? What procedures need to be put in place so the spouse knows who to call to verify the information? But more importantly, what should the command do to ensure no additional inappropriate info is sent back from forward deployed members? What will the repercussions be to service members who call home during an information Blackout (River City)? When spouse deploys, who do I call at the command when something happens…death in family, can’t make mortgage payment, washer breaks, etc… How to communicate from home to Sailors about what is going on at home…the level of information or priority of the issue. When will a command send a spouse home? Spouse having a baby? Death in the family? Secondary POC in case of emergencies
Note: This list of “What IF” questions is just a start. Recommend using a CFRT meeting to review your Communication Plan and see if there are any “What IF” questions that should be added or deleted.
4. Family Outreach. Family outreach means conducting proactive outreach, rapport development, and multifaceted communication efforts to facilitate meaningful two-way communication between the Command and its Sailors and families. Methods for conducting family outreach: Distribute Family Readiness information provided by FFSC, MWR or other resources to Sailors and families through multiple methods (email, facebook, twitter etc…).
Sending a “Welcome to the Command” letter to the family through the mail is one way to ensure the family receives information regarding the command, POC, social media sites and any additional information. Some Sailors do not share command information with their families for a variety of reasons. A letter in the mail will have the chance of being opened by the family member. This has worked very well with families who are dispersed.
Welcome new families to the command, establishing a relationship and providing information regarding the many
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resources available. Make the information available electronically for ease of access, especially when the command is geographically dispersed.
Attend closing ceremonies for trainings/sessions and volunteer appreciation events related to command Sailors and family members.
Distribute Welcome Packet to all Sailors attaching to the command during Command Indoc and/or during FRO In-Brief.
5. Official Communication. Communication is the responsibility of leadership at all levels, with the goal being to disseminate accurate, relevant, and timely information by the most efficient means available. Bad news never gets better with time, and while it is not the intent to provide incomplete or inaccurate information, having no information will often lead to gossip, which leads to stress and panic. Using the Communication Plan will aggressively and proactively reach out to the Command’s families and will also build trust with the families. Official communication enables or establishes the following: All-way communication. Timely and relevant information on the unit and the unit’s status. Protection of operational security and confidentiality. Reassurance to families during separation. Information and support to families during a time of crisis within the unit. Rumor control through timely and reliable official information from the Commander. a. The CO has several tools (Website, newsletter, care line, ombudsman phone tree, briefs, social media, etc…) at their disposal to communicate official information regarding the command accomplishments and general information about family readiness events, activities, or announcements. b. The Communication Plan establishes a policy and procedure for disseminating information to the command and families during a time of crisis. This Communication Plan is critical to family readiness. It ensures that when the command crisis plan is put into action by the CO, the families know who will be communicating with them. 6.
Routine Communication (a) Newsletters
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1. The Command or Ombudsman Newsletter is the appropriate venue for routine information. The following are two examples of routine communication. It can be formal or informal. What is important is that information is getting to the families.
2. The Command or Ombudsman Newsletter provides a venue for news and updates, addressing current issues, publicizing littleknown programs, and educating families on the services they may receive at their installation or in the surrounding community. The Newsletter is put together by the Command representative or Ombudsman with content suggestions (when appropriate) from the FRO, Ombudsman(s), FRG Leaders and FFSC (other resources) to address specific information pertinent to the command at that time. The Newsletter should be distributed at least quarterly, or monthly during deployment. Recommend communicating monthly (or more if have information to distribute) and when deployed, weekly. Confidential, private, or OPSEC information is prohibited. Ideally, the Newsletter is electronic and is posted to a website, Facebook or another command social media. Here is a list of Newsletters that would benefit your Sailors and their families if you chose to attach them to your communication plan: 
Commander, Navy Installation Command “Family Connection� https://www.cnic.navy.mil/ffr/family_readiness/fleet_and_famil y_support_program.html
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Naval Center Combat & Operational Stress Control “Mindlines” www.nccosc.navy.mil
OPNAV N171 “Lifelink” http://www.public.navy.mil/bupersnpc/support/21st_Century_Sailor/suicide_prevention/Pages/defau lt.aspx
Navy Region Mid-Atlantic N91 “Money Matters” To receive “Money Matters” quarterly, email: wally.barstow.ctr@navy.mil
Yellow Ribbon Reintegration Program “The Ribbon” To receive The Ribbon quarterly, email: osd.yrrp@mail.mil
(b) Command Website. Command website is an easy way to distribute information to the widest audience possible. The information needs to remain pertinent to the families and timely to the events of the command. (c) Careline. Many commands have found that toll free telephone recorded messages are a good way to provide current, short messages to command families such as:
A message from the CO during deployment Last minute changes to homecoming flights Meeting time/location event changes.
(d) Social Media. There are many social media sites that can be used to reach your Sailors and their families. Here are a few of the more popular social media sites:
Facebook: http://www.wikihow.com/Use-Facebook Facebook is a popular free social networking website that allows registered users to create profiles, upload photos and video, send messages and keep in touch with friends, family and colleagues. The site features: o Marketplace - allows members to post, read and respond to classified ads. o Groups - allows members who have common interests to find each other and interact. o Events - allows members to publicize an event, invite guests and track who plans to attend. o Pages - allows members to create and promote a public page built around a specific topic. o Presence technology - allows members to see which contacts are online and chat.
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Twitter: http://www.wikihow.com/Use-Twitter Twitter is a free social networking microblogging service that allows registered members to broadcast short posts called tweets. Members can broadcast tweets and follow other users' tweets by using multiple platforms and devices. Tweets and replies to tweets can be sent by cell phone text message, desktop or by posting at the Twitter.com. o
The default settings for Twitter are public. Unlike Facebook or LinkedIn, where members need to approve social connections, anyone can follow anyone on public Twitter. To weave tweets into a conversation thread or connect them to a general topic, members can add hashtags to a keyword in their post. The hashtag, which acts like a meta tag, is expressed as #keyword.
o
Tweets, which may include hyperlinks, are limited to 140 characters, due to the constraints of Twitter's Short Message Service (SMS) delivery system. Because tweets can be delivered to followers in real time, they might seem like instant messages to the novice user. But unlike IMs that disappear when the user closes the application, tweets are also posted on the Twitter website. They are permanent, they are searchable and they are public. Anyone can search tweets on Twitter, whether they are a member or not.
Pinterest: http://www.wikihow.com/Use-Pinterest Pinterest is a social curation website for sharing and categorizing images found online. The site’s name is a portmanteau of the words “pin” and “interest.”
o Pinterest categories include architecture, art, DIY and crafts, fashion, food and drink, home décor, science and travel. Users can add a “Pin it” button to their browser and then select and “pin” online images to virtual pinboards, which are used to organize categories.
o Pinterest requires brief descriptions but the main focus of the site is visual. Clicking on an image will take you to the original source, so, for example, if you click on a picture of a pair of shoes, you might be taken to a site where you can purchase them. An image of blueberry pancakes might take you to the recipe; a picture of a whimsical birdhouse might take you to the instructions.
o Users can browse or search for image content and can follow the boards of other users and can “like” or repin other users’ pins
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Google +: http://www.wikihow.com/Use-Google Google+ (pronounced Google plus) is a Google social networking project. The Google+ design team sought to replicate the way people interact offline more closely than is the case in other social networking services, such as Facebook and Twitter. The project’s slogan is “Real-life sharing rethought for the web.” Google+ features: o Circles are like categories for your connections, so that you can share updates selectively with different groups. Examples of such groups might include family, friends, office colleagues and people that you share a particular interest with. Circles may be discrete or have overlap, so that, for example, someone you work with who’s also in your book club will get updates for both groups. Users outside a circle can see a list of member names but not the name of the circle. o Hangouts are an option for video chat for up to 10 people at any given time. Google’s emphasis is on creating the kind of space that replicates casual adhoc gatherings in the real world. o Huddle is an option for text message group chats, for Android, iPhone and SMS devices. o Instant upload is an option to automatically send pictures and videos taken with a cell phone to a private photo album. Users can then decide whether to share them and which circles to share them with. o Streams are similar to Facebook news updates but you can see updates for particular circles rather than updates for everyone at once. o Sparks are topics that you want to discuss with others. The interface is an adaptation of Google search. Google describes it this way: “The friends you have are the ones that allow you to geek out about what you are absolutely passionate about… and they have enough of a commonality to let you explore it.”
Tumblr: http://www.wikihow.com/Use-Tumblr Tumblr is a free social networking website that allows registered users to post multimedia content to their own customizable blogs. Given its simple, concise nature, Tumblr is not best suited for long text-based posts like full articles; rather, it's good for broadcasting short messages to readers. The microblogging platform is praised for its simplicity in aesthetics, management and content posting. Many Tumblr blogs feature humor, fashion, design and art. o Each Tumblr blog is referred to as a tumblelog. Members can post text, images, videos, links and audio files to their tumblelogs. They can personalize their tumblelogs with different themes, which are largely free but can be professionally designed for a price. Primary tumblelogs are public and cannot be password protected, but specific posts can be made private. One account can host multiple tumblelogs.
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o The blogging site features a dashboard interface for accessing most of the website's features. Members can follow one another, "like" content with the click of a button and comment on posts. o A popular tool is the "re-blog" button. Users can click on a post they like and it will be published to their own Tumblr for followers to see. Tumblr limits users to 250 daily posts to control bandwidth use and spamming. There are Internet petitions asking Tumblr to terminate the posting limit because, some users say, their freedom of speech is being oppressed. o More than 50% of Tumblr visitors are under the age of 35. The retention rate of users is twice that of Twitter. 1.
Before posting: Check all photos for indicators in the background or reflective surfaces.
Check file names and file tags for sensitive data (your name, organization or other details) or geotagging.
Although Web sites such as Facebook and Twitter are effective personal communication methods, participants must always remain cognizant of OPSEC guidelines to ensure the safety of the Sailors and family members assigned to the unit.
Social Media DO’s: Write in a professional manner. Use correct spelling and grammar. Correct misinformation in a respectful manner. Follow standard operating procedures. Monitor sites regularly. Keep an eye out for inappropriate use and comments. Social Media DON’Ts: Sensitive, volunteer-related information. Unit OPSEC information. Plans, schedules and locations. Copyrighted or trademarked information without permission. Links that imply endorsement, such as charitable sites. Information that is political in nature.
(e) NFAAS, the Navy Family Accountability and Assessment System, is an event-based system used by the Navy following a disaster, or other “event,” to help the Navy determine how and where Navy Family Members are. It is accessed through https://navyfamily.navy.mil designed to help Navy family members (Active Duty, Reserves, Department of the Navy Civilians, NAF/NEX employees and their
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immediate family members) who are directly affected by major natural or man-made disasters, such as fires, hurricanes, floods, earthquakes, etc.
NFAAS allows you to report your current location, update emergency personal contact information and request assistance (especially if you had to evacuate far away from your home or place of work). Your reporting assists the Navy in knowing where you are, how you are doing and to coordinate with applicable agencies in responding to your needs. NFAAS allows your commanders and supervisors to account accurately for all assigned personnel and their family members. Your reporting assists Navy leadership and authorities to make better decisions in supporting you and your family, to maintain military readiness and to preserve National Security during a disaster. NFAAS allows case managers to contact you, provide you with important information and assist you in recovering from a crisis. The Navy, following an event, not only needs to determine Command status and what Navy property was damaged, but how the event impacted Navy families. The Navy uses NFAAS to collect that information and track the recovery process. If an event earthquake, hurricane, etc) happens where the Sailor and their family lives or work, expect that the Command is going to want to know how and where they are. Ensure your Sailors and families are PREPARED for the worst. Keep information up to date! View the Navy Family Member Training at: http://www.novonicsttl.com/CNIC/FFR/VirtualOffice/N91/docs/NFAAS/playe r.html Youtube Video: NFAAS – Prepare, Respond, Recover http://www.youtube.com/watch?v=2TJ7yjb_mPo&feature=related Youtube Video: NFAAS – How to login http://www.youtube.com/watch?v=HIeCR8LbtpY Youtube Video: NFAAS – How to update contact information http://www.youtube.com/watch?v=53ImlLZh_ZM&feature=relmfu Youtube Video: NFAAS – How to fill out a Needs Assessment http://www.youtube.com/watch?v=pjIZavT-QuU
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Chapter 6 Operation Security and Personally Identifiable Information 1. Purpose. The purpose of this chapter is to ensure that sensitive information is not compromised. 2. Overview. Operational security (OPSEC) consists of measures taken to ensure that sensitive information is not compromised. Deployment areas and times, the location of families during deployment, the planned return date, and any special pre-deployment training are often considered OPSEC information. This information is not for public knowledge. Personally Identifiable Information (PII) is information which can be used to distinguish or trace an individual’s identity, such as their name, social security number, biometric records, etc. This information alone or in combination with other personal or identifying information can become linked to a specific individual data such as date and place of birth, mother’s maiden name, etc. 3. Operational Security (OPSEC). Operational security consists of measures taken to ensure that sensitive information is not compromised. Emphasize the need for OPSEC during Pre-deployment and Pre-return briefs as well as and throughout the deployment. Family members often do not realize that a simple statement they make in passing may jeopardize the conduct of operations and the safety of those involved. Address these issues candidly. OPSEC on Facebook: https://www.facebook.com/NavalOPSEC Email:
OPSEC@navy.mil
OPSEC presentation for families: http://www.slideshare.net/DepartmentofDefense/opsec-for-families OPSEC Presentation for Ombudsman and FRG: http://www.slideshare.net/NavalOPSEC/ombudsmanfrg-training Training to use with your Sailors and Families on OPSEC: OPSEC Snapshot Social Media Cyber Security Awareness Brief http://www.defense.gov/socialmedia/education-and-training.aspx/
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To Maintain OPSEC Sailors and families must: (1) (2) (3)
Avoid discussing operational information over the telephone, in public areas, via e-mail or Internet "chat." Avoid discussing knowledge of military events with members of the media. Get clear guidance from the CO on information that can be distributed to families.
4. Confidentiality and Privacy Guidelines. Understanding the protocol and confidentiality of communicating official information is crucial. When dealing with confidential information, the CFRT members must closely follow all of the rules to protect the privacy of the Sailors and families in the command. a.
PII is information which can be used to distinguish or trace an individual’s identity, such as their name, social security number, biometric records, etc. This information alone or in combination with other personal or identifying information can become linked to a specific individual data such as date and place of birth, mother’s maiden name, etc. Data that falls under the purview of the Privacy Act of 1974 is a subset of PII and will follow the reporting procedures outlined in Privacy Act of 1974.
b.
Individuals who handle Privacy Act data must complete Privacy Act training prior to gaining access to Privacy Act records. Web-based basic privacy Act training packages are available on the DON Privacy Act office website at www.privacy.navy.mil.
c. The CO must determine what information they need to know and what events they want to be apprised of. The following examples might be situations the Commanding Officer would need to know about: (1) Expectation of media coverage regarding a family issue (2) A serious crime (3) Child abuse or neglect* (4) Spouse abuse* (5) Drug abuse (6) Potentially dangerous situation (suicide) (7) Any situation about which the FRO believes the CO needs to know
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*Ombudsmen are mandatory reporters. However, some states require ALL citizens to report suspected abuse to the appropriate authorities. **While providing services within the scope of their duties, Ombudsman(s) and Official Family Readiness volunteers are afforded the same tort liability protection as government employees under the Federal Tort Claims Act. In addition, Official Family Readiness volunteers are subject to laws and regulations (Privacy Act) as if they were government employees. c. The FRO has an obligation to the Sailors and families to keep confidential the personal information shared by command families. By extension, the CO shall ensure the Ombudsman and Family Readiness Group Leader maintain the same commitment to the confidentiality of the specific and personal information that might be shared with them by families. d. The information the command collects must be necessary and relevant to accomplish the mission. Because the FRO, the Ombudsman and Official Family Readiness Group Volunteers may receive information that would fall under the Privacy Act, they will need to understand the disclosure rules for the personal information they will be safeguarding. e. Several guidelines govern the exchange of personal information: (1) Personal information cannot be disclosed without permission from the Sailor and the family or unless you are required by law or regulation to disclose the information to the CO or the CO’s designated representative. (2) Personal information will only be disclosed to those designated by the CO. (3) General information will not be repeated without permission. General information includes, but is not limited to: (a) Number of children (b) Housing area (c) Work section (d) Type of vehicle (e) Health of family members Confidentiality and Personally Identifiable Information (PII) is governed by DoD Manual 5205.02M.
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Chapter 7 Crisis, Trauma and Recovery Purpose. Crisis and trauma can happen at any time - in theater, during training, or at home. Crisis comes in many forms and every situation is unique—a new set of orders that requires a change in geographic station may be “business as usual” to an experienced spouse, but to a newlywed or dependent children the orders may induce panic. The nature of the missions undertaken by NECC forces requires commands to prepare Sailors and families for the most challenging crises imaginable—natural disasters, injuries involving Sailors and/or family members or possibly death. Planning and preparation for these ‘worst-case scenarios’ will enable individuals to deal with the smaller crises that populate every day. It is important to understand and remember three groups may be impacted by crisis/trauma. The impacted sailor and family, the Command and families (friends, team mates) and the CFRT members (to include Leadership, FRO, Chaplain, CACO, and volunteers) 1.
The intent is to minimize the impact of events that can be traumatizing for the command, Sailors, and families and to foster resilience, recovery and personal growth following a trauma. It introduces the concept of a Casualty Response Team. 2. CAsualty REsponse (CARE) Team. CARE Team is a group of volunteers who are trained to support the family of a deceased/wounded Sailor immediately after a notification of a death or serious injury. Care Team volunteers can include leadership spouses, spouse or significant other of command members who volunteer to be trained. What a command CARE Team can do to support the impacted family and command families: • Communication support • Home care assistance • Childcare support • Meal support • Transportation • Assistance to visiting family • Other family support CARE Team Handbook can be found in enclosure B. Note: CARE Team support will ONLY be utilized at the request of the impacted family. The CARE Team volunteers will provide meaningful and practical assistance that complements the assistance provided by the CACO, Chaplain and TRIAD so that the family can continue to function while dealing with a traumatic event. The actual support provided depends on family needs and command guidance. It is important to stay within the guidelines provided Navy and COMNECC instructions.
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A WORD OF CAUTION Let the family maintain control over what they can reasonably do for themselves. Let the family identify their needs rather than telling the family. Make suggestions or offer to help in a particular way, but you must seek feedback from the family before taking action. It is important not to contribute to the family’s stress by being overbearing or “overly helpful”. 3. Command CARE Team Handbook. How a command responds to a traumatic event will have direct impact upon how Sailors and families perceive the command and its leadership. It is vital to establish proactive plans that address preparedness, response and recovery phases. The CARE Team Handbook addresses the three phases along with command and individual response to traumatic event, tips for dealing with individual reactions, counseling support, self care, dealing with the media, common questions, resources, and useful forms. 4. Command Communication Plan. Having a Communication Plan in place can be vital to helping normalizing the experience for individuals and helping individuals to have realistic expectations for recovery. Keep in mind that most people will not need counseling, but they will need assurance, education and resources. 5. Command After Action Review. Doing an After Action Review (AAR) provides a process to discuss the family readiness support and make notes on what went well and what could’ve be improved. No response program runs smoothly or without incident. The AAR serves as a tool filled with best practices and lessons learned to change current response methods. The input is very valuable. Form is located in enclosure C.
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Chapter 8 Legal 1. Purpose.
Active and Reserve Judge Advocates stand ready to assist Sailors and their families in keeping legally ready to execute mission at home and overseas. 5. Overview. Legal readiness means different things to different Sailors, as it depends on where you stand in your personal and professional life. In addition, you can approach any active duty military legal assistance attorney regardless of their branch of serve. Legal assistance attorneys are available, free-of-charge, on any active duty U.S. military installation worldwide. In the Navy, legal assistance attorneys are assigned to Region Legal Service Offices (RLSO). Though they cannot represent you in court, they can point you in the right direction. 6.
Common legal issues routinely completed: a. Free notarization services on documentation b. Estate planning Wills Powers of attorney Advanced health care directive c. Tax advice and free tax preparation d. Family law advice, to include adoption, divorce and separation advice e. Landlord/tenant issues and other property disputes f. Servicemembers Civil Relief Act (SCRA) rights – reduced interest rates, breaking leases and phone contracts, and other related rights pertaining to upcoming deployments. g. Uniformed Services employment and Reemployment Rights Act (USERRA) – your right to your current civilian job. More information can be found at http://www.ocs.gov/userra.htm
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h. Consumer Law issues- free advice and service in dealing with creditors and collections, improving you credit rating, handling debt, and other financial assistance tools. i. Disability Evaluation System (DES) and VA Benefits. medical separation or retirement.
If facing
Legal office mission is to ensure Sailors and their families know the next step to take in order to protect their rights. To find your local RLSO office, go to the RLSO locator page at: http://www.jag.navy.mil/legal_services/legal_services_locator_rlso.htm
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Chapter 9 Funding Your Program 1. Purpose. This chapter provides detailed information on the support and funding of Command’s Family Readiness Program and the Command’s Ombudsman. 2. Roles and Responsibilities. COs will provide support to Command Family Readiness Program as command resources permit. It is the responsibility of the CO to establish upfront what specific guidance the Command Ombudsman will receive. a. Command Ombudsman. It is important for the ombudsman and the CO to discuss the Family Readiness Program’s budget and determine what support can be provided. It is important to establish upfront specific, preapproved expenses. (1) Administrative Support such as paper, envelopes, pens, copier service, clerical assistance, and other support will be as command resources permit. (2) Command Supported Newsletter. If the command has an established command newsletter, an Ombudsman may add to it. However, if the command does not have an established newsletter, the ombudsman can produce one with content approved by the command before distribution. (3) Claim for Reimbursement. Based on an authorized budget, the command may reimburse the command ombudsman. To receive reimbursement, the ombudsman must document expenses and submit a SF 1164 and appropriate receipts to the command. CO’s may reimburse the items found in OPNAVINST 1750.1G enclosure 6. (a) Childcare, by any provider, but not to exceed the local rate that would be charged by the Child Development Center. Currently established Child Development Center usage priorities apply to the Ombudsman. (b) Mileage, parking, and tolls paid at the current Government privately-owned vehicle rate. Mileage must be documented and parking and tolls require receipts. (c) Communication equipment such as a computer, cell phone, page, or other electronic devices, long distance calling cards or plans, or internet service are authorized. Command preauthorization/approval of equipment expenditures is required for reimbursement. Command-owned equipment may be issued to the Ombudsman at the discretion of the commanding officer/commander if they decide the command program will function more effectively. This equipment must be accounted for and returned when the Ombudsman
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resigns the position. The Ombudsman must limit use of these items to execution of official duties only. (d) Telephone lines and any necessary telecommunication equipment may be installed in the private residences of persons who provide voluntary services. In the case of equipment installed under this authority, the commanding officer/commander may pay the charges incurred for the use of the equipment, for the authorized purposes, using Appropriated Funds or Non-Appropriated Funds. Installation of such equipment must not be done routinely, but only after careful consideration and subsequent decision that to do so is necessary for the command Family Ombudsman program to function. (e) Travel expenses incurred during command-directed/ authorized participation in training, conferences, etc., will be paid. 1. Local command may reimburse the Ombudsman for costs of childcare and mileage incurred during Ombudsman Basic and Advance Training. To be eligible for reimbursement, the Ombudsman must have a letter of appointment and have signed the volunteer agreement. In locations where training is not available, a command may issue Invitational Travel Orders, to enable the Ombudsman to complete the course at another installation. When Ombudsman Basic Training is not available in your area, use reasonable effort to find the closest training in order to minimize travel expenses. 2. Travel expenses incurred during commanddirected/authorized participation in other training, conferences, or meetings, will be paid by the command. The command is authorized, budget permitting, to issue Invitational Travel Orders and fund the associated travel, berthing, meals, and incidental expenses for Ombudsman to attend non-local training that will improve their effectiveness. Expenses may be reimbursed or travel advances may be authorized. DD 1351-2, Travel Voucher, Sub-voucher, or other command approved travel claim process must be used to claim travel reimbursement. Local travel expenses are to be reported on SF 1164, Claim for Reimbursement for Expenses on Official Business. Receipts must be submitted as required by the command. (f) Other Incidental Expenses. Other Incidental expenses may be paid from Appropriated Funds. The expense can only be incurred and paid directly by the command at the discretion of the commanding officer/commander. These expenses are not reimbursable to the Ombudsman. (g) Other Support. Administrative support such as paper, envelopes, pens, copier service, clerical assistance, command telephone cars, use of government mail, and government vehicle transportation should be budgeted and may be provided from Appropriated Funds or Non-appropriated Funds, as command resources permit.
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(h) Newsletter Expenses. The command will assume all costs for the production and delivery of the Ombudsman newsletter. The newsletter content must be approved by the command prior to printing or electronic distribution. If produced solely within the command, it is responsible for providing technical/administrative support, paper, printer access, and delivery costs (stamps/bulk mail, etc.? If it is printed/delivered by the Document Automation and production Service, the command must approve and provide the funding. The local printing officer can provide guidance. Use of government mailing privileges is authorized for official information such as mailing of newsletters. For definitions and additional guidance on use of official mail privileges, see the Navy Family Ombudsman Program Manual. b. Responsibility for Supervision of the Ombudsman. Navy has the responsibility for the primary supervision of Ombudsmen when they are providing services to Navy. This responsibility may be delegated to authorize supervisors. (1) The commanding officer/commander and the ombudsman, at the time of appointment, must complete a DD 2793, Volunteer Agreement for Appropriated Fund Activities and Non-Appropriated Fund Instrumentalities. A copy of the signed agreement should be given to the volunteer prior to commencing volunteer services. Part II of the from will be completed at the end of the Ombudsman’s term of service in order to document the dates of the volunteer service. A copy of the completed volunteer agreement shall be given to the Ombudsman upon termination of service. Volunteer records shall be retained for three years following the termination of volunteer service by the command receiving the service. (2) Commanding officers/commanders shall ensure that neither they nor their paid or volunteer staff violates the provisions of OPNAVINST 1750.1G. By law, no Department of Defense official shall directly or indirectly impede or otherwise interfere with the right of a spouse of a military member to pursue and hold a job, attend school, or perform volunteer services on or off a military installation. Moreover, no official shall use the preferences or requirements of the command to influence or attempt to influence the employment, education, or volunteer decisions of a spouse. 3. Ombudsman Appreciation/Recognition. Each command will establish a program to recognize the volunteer contributions of their Navy Family command Ombudsman. Some general guidelines include: a.
Personally support the program, especially with their time.
b.
Value the Ombudsman’s opinion and advice.
c. Let the Ombudsman know they have done a good job, in writing or in person, and look for opportunities to provide official recognition at command functions and in publications.
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d. Celebrate Ombudsman Appreciation Day (Sept 14) in an appropriate and timely way. e. Present a personally written letter of commendation or certificate of appreciation oat the end of service. f. Issue an official nametag with command emblem attached inscribed with the ombudsman’s title and name. g. Purchase an Ombudsman pin through the Navy Uniform Service of the Navy Exchange and present to the Ombudsman. While it is usually worn separately from the nametag, it can also be attached to it. h. Include the Ombudsman’s name and e-mail address in the plan of the day/week. i. The commanding officer/commander may use Non-Appropriated Funds, if available, for individual Ombudsman appreciation dinners and Ombudsman plaques and awards. The Non-Appropriated Funds limitation is $50 per Ombudsman per year, not to exceed a total of $500 (multiple Ombudsmen) per Morale, Welfare, and Recreation fund per year. Cash awards are not authorized. 4. Accounting for Funds. Ombudsmen are required to keep track of their expenses. Ombudsman may be eligible to claim tax deductions from the federal government for any unreimbursed costs associated with volunteering. 5. Official Volunteers Per OPNAVINST 5380.1, CO will discuss with the Official Volunteer what support can be provided. It is important to establish upfront specific, preapproved expenses.
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Enclosure A Family Readiness Instructions Purpose: To have Family Readiness instructions listed in one area to help find the right instruction when needed. Title 10-Section113/135
FAMILY READINESS
DoDI 1342.22
MILITARY FAMILY READINESS
DoDI 1342.22 states all military services will provide the following services. However, each service executes their own way: Relocation Assistance Non-Medical Individual and Family Counseling Personal and Family Life Education PFM Services (Personal Financial Management) I&R Services Deployment Assistance Spouse Education and Career Opportunities (SECO) Exceptional Family Member Services Child Abuse Prevention and Response Services Domestic Violence Prevention and Response Services MWR Services EFA (Emergency Family Assistance) Transition Assistance
DoD Manual 5205.02-M
DoD OPERATIONS SECURITY(OPSEC)PROGRAM MANUAL
SECNAVINST 1752.3B
FAMILY ADVOCACY PROGRAM (FAP)
SECNAVINST 1754.1B PROGRAMS
DEPARTMENT OF THE NAVY FAMILY SUPPORT
SECNAVINST 1754.6A
RELOCATION ASSISTANCE PROGRAM FOR DEPARTMENT OF THE NAVY PERSONNEL
SECNAVINST 5211.5E
THE DON PRIVACY PROGRAM
OPNAVINSST 1001.24
INDIVIDUAL AUGMENTATION (IA) POLICY AND PROCEDURES
OPNAVINST 1700.9E
CHILD AND YOUTH PROGRAM (CYP)
OPNAVINST 1740.3C
COMMAND SPONSOR AND INDOCTRINATION PROGRAMS
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OPNAVINST 1740.4D
U.S. NAVY FAMILY CARE POLICY
OPNAVINST 1750.1G
THE NAVY FAMILY OMBUDSMAN PROGRAM
OPNAVINST 1752.2B
FAMILY ADVOCACY PROGRAM (FAP)
OPNAVINST 1754.1B PROGRAM
FLEET AND FAMILY SUPPORT CENTER (FFSC)
OPNAVINST 1754.2D
EXCEPTIONAL FAMILY MEMBER PROGRAM
OPNAVINST 1754.5B
THE FAMILY READINESS GROUP
OPNAVINST 1754.6
PERSONAL AND FAMILY READINESS SUPPORT FOR INDIVIDUAL AUGMENTEES AND THEIR FAMILIES
OPNAVINST 1754.7
RETURNING WARRIOR WORKSHOP PROGRAM
OPNAVINST 1770.1A
CASUALTY ASSISTANCE CALLS AND FUNERAL HONORS SUPPORT (CAC/FHS) PROGRAM COORDINATION
OPNAVINST 5380.1B
VOLUNTARY SERVICES IN DEPARTMENT OF THE NAVY
CNO NAVADMIN 182/07
COMBAT AND OPERATIONAL STRESS CONTROL AND WARRIOR TRANSITION PROGRAM IMPLEMENTATION
CNO NAVADMIN 331/09
RETURNING WARRIOR WORKSHOP IMPLEMENTATION
CNO NAVADMIN 295/10
FAMILY READINESS COMMUNICATION POLICY
USFF IA Gram #5 (NAVADMIN 099/09) COMMAND IA COORDINATOR PROGRAM CNICINST 1754.2
FAMILY READINESS GROUPS
COMNAVRESFORINST 1342.1A NAVY RESERVE WARRIOR AND FAMILY SUPPORT PROGRAMS COMNECCINST 1738.1
OPERATION STRESS CONTROL AND WARRIOR TRANSITION PROGRAM
COMNECCINST 1754.1C
NECC FAMILY READINESS PROGRAM
NECC Family Readiness Program (FRP) instruction establishes policy and assigns responsibility for the standardized implementation of the NECC FRP to ensure each command, regardless of deployment status or operational tempo, maintains optimum personal and family readiness thereby enhancing each command’s operational readiness. NECC Family Readiness SOP is tool for Commanders to use to execute the FRP. COMNECCINST 5040.2A
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Enclosure B Links 1. Purpose: The purpose of this chapter is to provide links to make communicating with your Sailors and families easier. 2.
Links:
NECC Toolbox of Resources: http://issuu.com/necclibrary/docs/fr_toolbox_version9_october13
CARE Team Handbook: http://issuu.com/necclibrary/docs/care_team_handbook_aug2012 Ombudsman Registry www.ombudsmanregistry.org
Navy Family accountability and assessment system (NFAAS): https://navyfamily.navy.mil
IA Family Handbook: http://www.slideshare.net/navyffsc/ia-family-handbook-updatedjuly-2011
Personal Identifiable Information (PII): http://www.public.navy.mil/bupersnpc/reference/instructions/BUPERSInstructions/Documents/BUPERSNOT E%205239.pdf
PII- User’s Guide: www.doncio.navy.mil/Download.aspx?AttachID=1133
Navy Ombudsman Social Media Handbook: http://www.slideshare.net/USNavySocialMedia/ombudsman-socialmedia-handbook-summer-2010-web-version
NAVADMIN 295/10 Family Readiness Communications Policy http://www.navadminlibrary.com/2011/09/22/navadmin-29510-familyreadiness-communications-policy/
CNIC’s New Spouse Orientation www.newspouseorientation.com
Returning Warrior Workshops (RWW) www.ia.navy.mil
Navy Services’ Family Readiness Group Handbook http://www.nsfamilyline.org/publications/NavyFRGHandbook.pdf
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Enclosure C Forms 3. Purpose: The purpose of this chapter is to provide forms for Family Readiness in one place. Both the link (provided on this page) and the form is located in this chapter.
Family Crisis Response Form www.necc.navy.mil under the Family Readiness tab and sample located below
Volunteer Agreement Form http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd2793.pd f or http://www.ffsp.navy.mil.
Claim For Reimbursement for expenditures on Official Business: http://www.nps.edu/services/travel/documents/sf1164.pdf
Command After Action Review www.necc.navy.mil under the Family Readiness tab and sample located below
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FAMILY CRISIS RESPONSE PLAN FOR OFFICIAL USE ONLY ___________________________________________________________________ INTRODUCTION You are very wise for taking another important step that will help your family in the event you or your spouse (significant other) becomes critically ill, disabled, or deceased. Completing the Family Crisis Response Plan Form will help guide your loved ones when you cannot. This form collects information your family or survivor(s) will need. Also, it may ease the stress and grief on your loved ones during a very difficult and emotional time. For clarity, the term, Spouse, will represent spouse, significant other, and Same Sex Domestic Partner (SSCP) throughout this form. NOTE: Same Sex Domestic Partner (SSDP) - an SSDP must be designated by name on a member’s page 2 and hold a valid DD Form 1173.
__________________________________________________________________ PRIVACY ACT STATEMENT AUTHORITY: Title 10 U.S. Code §§ 5014 and 5020. PURPOSE: The principal purpose of the information requested is to enable competent authority to notify the next of kin in the event of death or serious injury. ROUTINE USES: The additional information will allow the Command and Casualty Assistance Calls Officer (CACO) to better serve the family during a crisis. VOLUNTARY DISCLOSURE: Completion of the form is completely voluntary and will NOT become part of your official record.
___________________________________________________________________ HOW YOUR FAMILY CRISIS RESPONSE PLAN WORKS
This form will be sealed in an envelope and kept locked in the ADMIN safe and will only be opened in the event of an emergency. Upon leaving the command, this form will be returned to the service member or DoD civilian personnel, unopened. Personnel should strongly consider providing a copy of their will along with the Family Crisis Response plan.
Should be filled out by service member, DoD civilian and spouse.
Not every line (question) may be needed. Pick the information that you want to be given.
This form does NOT replace a legal will.
This form in no way replaces or relieves you of the responsibility to maintain and update your Record of Emergency Data (Page 2) or DD Form 93 (where applicable), which is the only document used to determine the disbursement of benefits. Best practice is to ensure special instructions (where applicable) are also included in your Record of Emergency Data, page 2.
CACO notification will not be held up in order to find someone who is listed in this document.
_________________________________________________________________________________
LEARN MORE For a power of attorney or a will, contact your local Regional Legal Service Office (RLSO). For more information: http://www.jag.navy.mil/legal_services/legal_services_locator_rlso.htm
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A. CONTACT INFORMATION 1. SERVICE MEMBER’S FULL NAME: ___________________________________________________ ADDRESS: ________________________________________________________________________ CITY: ________________________________________________ STATE/ZIP: __________________ HOME PHONE NUMBER: ____________________________________________________________ (Include area, DSN, or country code when applicable)
CELL PHONE NUMBER: ______________________________________________________________ (Include area, DSN, or country code when applicable)
2. SPOUSE’S FULL NAME: ______________________________________________________ CELL PHONE NUMBER: ______________________________________________________________ (Include area, DSN, or country code when applicable)
SPOUSE’S ADDRESS (IF DIFFERENT FROM ABOVE): _________________________________ CITY: ________________________________________________ STATE/ZIP: ___________________ 3. NAME(S) AND AGE(S) OF CHILDREN LIVING WITH YOU: __________________________________ _________________________________________________________________________________ _________________________________________________________________________________ 4. NAME OF SCHOOLS THEY ATTEND (OR NAME OF CHILD CARE PROVIDER): ___________________ _________________________________________________________________________________ _________________________________________________________________________________ PHONE NUMBER: __________________________________________________________________ (Include area, DSN, or country code when applicable)
5. NAME(S) AND AGE OF CHILDREN NOT LIVING WITH YOU: ________________________________ PHONE NUMBER: _________________________________________________________________ (Include area, DSN, or country code when applicable)
PHONE NUMBER: _________________________________________________________________ (Include area, DSN, or country code when applicable)
6. MEMBER’S NEXT OF KIN: ___________________________________________________ NAME: ________________________________________ RELATIONSHIP: ______________________ ADDRESS: ________________________________________________________________________
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CITY: ________________________________________________ STATE/ZIP: __________________ PHONE NUMBER: _________________________________________________________________ (Include area, DSN, or country code when applicable)
MEMBER’S NEXT OF KIN (CONTINUED) NAME: ________________________________________ RELATIONSHIP: ______________________ ADDRESS: ________________________________________________________________________ CITY: ________________________________________________ STATE/ZIP: __________________ PHONE NUMBER: _________________________________________________________________ (Include area, DSN, or country code when applicable)
7. SPOUSE’S NEXT OF KIN: NAME: ________________________________________ RELATIONSHIP: ______________________ ADDRESS: ________________________________________________________________________ CITY: ________________________________________________ STATE/ZIP: __________________ PHONE NUMBER: _________________________________________________________________ (Include area, DSN, or country code when applicable)
NAME: ________________________________________ RELATIONSHIP: ______________________ ADDRESS: ________________________________________________________________________ CITY: ________________________________________________ STATE/ZIP: __________________ PHONE NUMBER: _________________________________________________________________ (Include area, DSN, or country code when applicable)
8. IF YOU WOULD LIKE SOMEONE OTHER THAN YOUR NEXT OF KIN TO BE CONTACTED: NAME: ________________________________________ RELATIONSHIP: ______________________ PHONE NUMBER: _________________________________________________________________ (Include area, DSN, or country code when applicable)
NAME: ________________________________________ RELATIONSHIP: ______________________ PHONE NUMBER: _________________________________________________________________ (Include area, DSN, or country code when applicable)
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B. IN CASE OF EMERGENCY INVOLVING SERVICE MEMBER 1. PLEASE GIVE THE NAME OF A LOCAL FRIEND OR RELATIVE YOU WOULD WANT WITH YOU OR YOUR SPOUSE AT THIS TIME. NAME: ___________________________________________ PHONE NUMBER: ________________ (Include area, DSN, or country code when applicable)
ADDRESS: ________________________________________________________________________ CITY: ________________________________________________ STATE/ZIP: __________________ IF NONE, WOULD LIKE A COMMAND VOLUNTEER TO STAY WITH YOU OR SPOUSE? (Circle one) YES NO 2. IF YOU HAVE CHILDREN, DO YOU WANT THEM TO STAY WITH SOMEONE FOR THE FIRST FEW HOURS? PLEASE GIVE ANY PREFERENCES YOU HAVE FOR YOUR CHILDREN AT THIS TIME. NAME: ___________________________________________ PHONE NUMBER: ________________ (Include area, DSN, or country code when applicable)
OTHER INFORMATION: _____________________________________________________________ _________________________________________________________________________________ IF NONE, WOULD LIKE A COMMAND VOLUNTEER TO STAY WITH YOU OR SPOUSE? (Circle one) YES NO 3. DO YOU DESIRE A CLERGYMAN/ RELIGIOUS LEADER TO BE WITH YOU? WITH YOUR SPOUSE? (Circle one) YES NO
(Circle one)
YES
NO
MEMBER’S FAITH: _________________________ SPOUSE’S FAITH: ___________________ CLERGYMAN’S NAME: __________________________ PHONE NUMBER: _____________________ (Include area, DSN, or country code when applicable)
CHURCH NAME AND LOCATION:_______________________________________________________ (Name)
(Street, City, State)
PHONE NUMBER: _________________________________________________________________ (Include area, DSN, or country code when applicable)
4. DO YOU DESIRE A DOCTOR TO CALL ON YOU? ON YOUR SPOUSE? (Circle one) YES NO
(Circle one)
YES
NO
5. IS THERE ANY MEDICATION YOU OR YOUR SPOUSE IS TAKING THAT YOU WANT THE COMMAND TO BE AWARE OF? _________________________________________________________________ _________________________________________________________________________________
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6. DO YOU WANT YOUR NEXT OF KIN TO BE CONTACTED BY COMMAND LEADERSHIP AFTER OFFICIAL NOTIFICATION HAS BEEN COMPLETED? (Circle one) YES NO LIST ANY SPECIAL CIRCUMSTANCES IN NOTIFICATION: _____________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ 7. DO YOU WANT YOUR SPOUSE’S NEXT OF KIN TO BE NOTIFIED? (Circle one)
YES
NO
LIST ANY SPECIAL CIRCUMSTANCES IN NOTIFICATION OF SPOUSE’S NEXT OF KIN: _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ 8. LIST THE FRIENDS OR RELATIVES, OTHER THAN ABOVE, WHO YOU WANT NOTIFIED BY PHONE CALL FROM COMMAND AFTER INITIAL NOTIFICATION: NAME: ___________________________________________ PHONE NUMBER: ________________ (Include area, DSN, or country code when applicable)
NAME: ___________________________________________ PHONE NUMBER: ________________ (Include area, DSN, or country code when applicable)
NAME: ___________________________________________ PHONE NUMBER: ________________ (Include area, DSN, or country code when applicable)
9. IN CASE OF FATAL INJURY TO SERVICE MEMBER: a. DISPOSITION OF REMAINS: (1) CREMATION: (Circle one)
YES
(2) INTERNMENT OF REMAINS: (a) AT SEA: (Circle one) YES
NO
NO
(b) PRIVATE CEMETERY: (Circle one)
IF “YES”, PROVIDE NAME OF SHIP: ____________________ YES
NO
NAME AND LOCATION :_______________________________________________________ (Name)
(c) NATIONAL CEMETERY: (Circle one) YES
(Street, City, State)
NO
NAME AND LOCATION :_______________________________________________________ (Name)
(Street, City, State)
(3) WHEN POSSIBLE, DO YOU HAVE A PREFERENCE FOR AN OFFICIAL MILITARY ESCORT (COURTESY ESCORT) TO ACCOMPANY THE REMAINS TO THE PLACE OF BURIAL? (Circle one) YES NO NAME: ________________________________________ RELATIONSHIP: ______________________ ADDRESS: ________________________________________________________________________
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CITY: ________________________________________________ STATE/ZIP: __________________ PHONE NUMBER: _____________________________ ATTACHED TO: _______________________ (Include area, DSN, or country code when applicable)
10. MEMORIAL/FUNERAL SERVICES: A. MILITARY: (Circle one) YES B. PRIVATE: (Circle one)
YES
NO NO
C. TYPE OF CASKET: _________________________________________________________________________________ D. IF YOU REQUEST FULL HONORS MILITARY BURIAL, WHAT MUSIC DO YOU WANT PLAYED AT THE FUNERAL PROCESSION? ____________________________________________________________ _________________________________________________________________________________ E. PERSONNEL TO BE PALLBEARERS IF AVAILABLE: (a) ______________________________________________________________________________ (b) ______________________________________________________________________________ (c) ______________________________________________________________________________ (d) ______________________________________________________________________________ (e) ______________________________________________________________________________ (f) ______________________________________________________________________________ ALTERNATE: _______________________________________________________________________ ALTERNATE: _______________________________________________________________________ OR: MILITARY UNIT YOU WANT TO SERVE AS PALLBEARERS (IF AVAILABLE) _________________________________________________________________________________ IF THE POSSIBILITY OF AN OPEN CASKET, I DO/DO NOT WANT MY BODY TO BE VIEWED AT THE FUNERAL HOME. (Circle one) G. CLOTHES I WANT TO BE BURIED IN: _________________________________________________ MILITARY: DRESS BLUES / BDUs /Other: ________________________________________________ CIVILIAN: SUIT/ OTHER: _____________________________________________________________ H. PERSONAL EFFECTS THAT I WANT BURIED WITH ME: ____________________________________ _________________________________________________________________________________
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I. TYPE OF HEADSTONE/MARKER: MILITARY / CIVILIAN J. MEMORIAL SERVICE: (a) MUSIC I WANT PLAYED: ___________________________________________________________ (b) SCRIPTURES I WANT READ: ________________________________________________________ (c) PERSON I WANT TO DELIVER MY EULOGY: ____________________________________________ (d) TYPE OF RELIGIOUS SERVICE I WANT: _______________________________________________ (e) CLERGYMAN I WANT TO PRESIDE IF AVAILABLE: _______________________________________ (f) OTHER SPECIAL REQUESTS: ________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ K. DO YOU WANT MOURNERS TO SEND FLOWERS OR MONETARY CONTRIBUTIONS: FLOWERS / MONEY IF MONETARY, CONTRIBUTIONS IN MY MEMORY SHOULD BE MADE TO: _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ L. I DO/DO NOT WANT TO BE AN ORGAN DONOR. IF YOU DO, THEN WHAT ORGANS ARE YOU (Circle one) WILLING TO DONATE? _________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ (a) DOES YOUR DRIVER LICENSE CONTAIN YOUR ORGAN DONATION DECISION? (Circle one)
YES
NO
(b) LIMITATIONS: __________________________________________________________________ M. OTHER SPECIAL REQUESTS: _______________________________________________________ _________________________________________________________________________________ 11. IS THERE ANYBODY YOU DO NOT WANT NOTIFIED?
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(Circle one)
YES
NO
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NAME: ______________________________________________________________________________
C. IN CASE OF EMERGENCY INVOLVING YOUR SPOUSE 1. PLEASE GIVE THE NAME OF A LOCAL FRIEND OR RELATIVE YOU WOULD LIKE TO BE WITH YOU/SPOUSE AND/OR YOUR CHILDREN AT THIS TIME. NAME: ___________________________________________ PHONE NUMBER: ________________ (Include area, DSN, or country code when applicable)
IF NONE, WOULD LIKE A COMMAND VOLUNTEER TO STAY WITH YOU/ SPOUSE AND/OR CHILDREN? (Circle one) YES NO 2. DO YOU WANT YOUR SERVICE MEMBER’S NEXT OF KIN TO BE CONTACTED BY THE COMMAND? (Circle one) YES NO 3. OTHER PERTINENT INFORMATION THAT MAY NEED IMMEDIATE ATTENTION: A. HOUSE KEY LOCATION: ___________________________________________________________ B. PETS YOU OWN: ________________________________________________________________ C. OTHER INFORMATION: ___________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ D. DO YOU HAVE ANY SPECIFIC INSTRUCTIONS YOU WISH TO HAVE FOLLOWED IN THIS SITIUATION UNTIL SERVICE/DoD MEMBER ARRIVES HOME? __________________________________________ _________________________________________________________________________________ _____________________________________________________________________________________ ______________________________________________________________________________
D. ADDITIONAL INFORMATION 1. DO YOU HAVE A WILL? (Circle one) YES
NO
LOCATION OF THE WILL? ____________________________________________________________ LOCATION OF A COPY OF THE WILL (IF A COPY IS NOT KEPT IN ADMIN WITH THIS FORM)? _________________________________________________________________________________ NAME OF PERSON WITH A COPY OF THE WILL: ___________________________________________ PHONE NUMBER: __________________________________________________________________ 2. DO YOU HAVE A LIVING WILL/ADVANCE MEDICAL DIRECTIVE/HEALTH CARE POWER OF ATTORNEY? (Circle one) YES NO LOCATION: _______________________________________________________________________
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3. DO YOU HAVE IMPORTANT PAPERS IN A SECURE LOCATION THAT MAY BE NEEDED? A. INSURANCE PAPERS: YES
NO
LOCATION: _________________________________________
(Circle one)
B. MARRIAGE/DIVORCE CERTIFICATE: YES
NO
LOCATION: ______________________________
(Circle one)
C. BIRTH CERTIFICATE/ADOPTION PAPERS: YES
NO
LOCATION: ___________________________
(Circle one)
D. MILITARY RECORDS: YES
NO
LOCATION: _________________________________________
(Circle one)
E. PAY STATEMENTS: YES
NO
LOCATION: _________________________________________
(Circle one)
F. TAX RETURNS/RECORDS: YES
NO
LOCATION: ______________________________________
(Circle one)
G. ADDRESS BOOK: YES
NO
LOCATION: ___________________________________________
(Circle one)
H. LETTER OF INSTRUCTION: YES
NO
LOCATION: _____________________________________
(Circle one)
I. LIFE INSURANCE POLICY: YES
NO
LOCATION: ______________________________________
(Circle one)
J. JOINT TRUST POLICY: YES
NO
LOCATION: ______________________________________
(Circle one)
K. HOME DEED: YES
NO
LOCATION: ______________________________________________
(Circle one)
L. CITIZENSHIP/NATURALIZATION PAPERS: YES
NO
LOCATION: __________________________
(Circle one)
M. PASSPORT: YES
NO
LOCATION: _______________________________________________
(Circle one)
N. INVESTMENT LIST: YES
NO
LOCATION: __________________________________________
(Circle one)
O. VOTER REGISTRATION: YES
NO
LOCATION: ______________________________________
(Circle one)
P. SOCIAL SECURITY CARD:
YES
NO
LOCATION: ___________________________________
(Circle one)
Q. ADDITIONAL PAPERWORK (SPECIFY): _____________________ LOCATION: __________________ R. ADDITIONAL PAPERWORK (SPECIFY): _____________________ LOCATION: __________________ S. ADDITIONAL PAPERWORK (SPECIFY):______________________ LOCATION: _________________ MEMBER’S SIGNATURE: ______________________________________DATE:__________________ SPOUSE’S SIGNATURE:____________________________ ___________DATE:__________________
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Command After Action Review
Event Title Event Date Hot Wash Date
What Went Well?
What Can We Do Better?
Who Helped?
Recommendations?
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Enclosure D Sample Emails 1. Purpose: The purpose of this chapter is to provide sample emails for Family Readiness in one place. These sample email might give you a starting point to complete your own email. Seeing how others communicate might help to get your creative side started. Please edit to suit your needs. 2. Sample emails: a.
Just checking in:
Hi All! I just wanted to send a quick message to check on you! I hope that everyone is happy and healthy, but if there is anything you need that you think I may be able to help with, please let me know! That is what I am here for. Also if there is anything you would like to see from me that I am not doing, please don't hesitate to tell me. It is important for me to know what your needs and expectations are to better serve you! Enjoy the rest of the week...I heard the weather is to be 72 degrees or something fabulous like that on Friday! YAY! Talk to you soon.
b. Have information to put out: Hello Everyone, Following is some great information and resources to pass along to your commands and families. Have a wonderful weekend! 1. - 25th Original Bay Bridge Run/Walk Registration NOW Open 2. - Sesame Street Family Connections 3. - FREE Banners and Jumbo Cards for our Troops - Order Yours! ----------------------------------------------------------------------------1. 25th Original Bay Bridge Run/Walk Registration NOW Open Be one of 10,000 participants to cross the Coronado Bay Bridge on foot with The Navy's 25th Original Bay Bridge Run/Walk 2011 taking place on Sunday, May 15 at 8 am. All proceeds benefit the Quality of Life Programs for Navy personnel. Enjoy the scenic four-mile run/walk from downtown San Diego's bay front, across the Coronado Bay Bridge and into Coronado's beautiful Tidelands Park. Plus, included in your entry is a ticket to the Saturday, May 21st Padres vs. Seattle Mariners game. To register visit www.mwrtoday.com/bridgerun If participation in the event isn't for you but you would like to help, volunteers are needed! To thank you for your time, volunteers receive a letter of appreciation, event T-shirt, refreshments and a ticket to the Saturday, May 21st Padres game. To volunteer please visit www.mwrtoday.com/bridgerun
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----------------------------------------------------------------------------2. Sesame Street Family Connections Sesame Street Family Connections helps families to stay connected during deployment by creating their own FREE family network where only the family and friends you invite can post messages, create and share artwork, and upload photos and record videos. They also offer resource materials and strategies to help military families cope with pre-deployment, deployment and reunions. Visit www.sesamestreetfamilyconnections.org for more information. ----------------------------------------------------------------------------3. FREE Banners and Jumbo Cards for our Troops - Order Yours! Is your service member returning soon? Or if they are still going to be deployed for a while, would you like to send them a Jumbo card to brighten their day? Visit www.buildasign.com/troops to order your FREE welcome home banner or jumbo card. It truly is a great deal! ----------------------------------------------------------------------------If you would like to be removed from the Ombudsman E-mail tree please send information to your email address. Thanks so much! V/R, XXXXXXX Your Number www.Facebook.com/XXX www.Twitter.com/XXX www.pinterest.com/XXX FOR OFFICIAL USE ONLY - PRIVACY SENSITIVE - Any misuse or unauthorized disclosure can result in both civil and criminal penalties.
c.
Homecoming is close (within a month):
Hello all, Check out the attached fliers. There is some great information! Time is getting short. Please remember to never use dates and times of military movement on phone calls, emails, or any type of social networks. **Doing so can put our troops at Risk.** If you have any questions pertaining to what you can or cannot say, please don’t hesitate to contact one of our Ombudsman. Thank you for understanding! Have a great Seabee Day! NMCB XXX Ombudsman
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d. Detailed email about homecoming (within two weeks): Good Evening! Your Warrior has been overseas, performing their duties and you've been home holding up both ends of the line. It is a great accomplishment to make it through deployment. You're almost there. I hope the light at the end of the tunnel is getting brighter - you are almost there! At homecoming you can look forward to food, beverages and celebration of YOU the FAMILIES while you wait for your Warrior. Once the first Warrior walks through those doors, the party is over and you'll be on your way home! All we ask is you have some fun while you wait for those doors to open... now lets get down to business! NOTIFICATION PROCESS: In an attempt to limit the amount of changes in information I will only be reporting confirmed information. The Service Member appointed Point Of Contact (usually the spouse or parent) will be notified by phone when the following occur: 1. 2. 3. 4.
The unit/service member has departed the area of operation The unit/service member has arrived at the midway point The unit/service member has departed the midway point (you will be provided an ETA CONUS) The service member is within 3 hours of arrival. You'll be directed to make your way to the pick-up location
Pick-up location, date and time of homecoming will NOT be shared via the internet. There will be NO email or facebook message with specific or time sensitive information included. The command is requesting you be discrete when informing family or friends of the estimated arrival date for your Warrior. Please do not give this information via email or social media. Things to remember: * * * * * *
Projected arrival dates change Arrival times vary and can be in the early morning (i.e. 3AM) This information is sensitive and should not be shared via social media ALL notifications will be made to the Service Member Appointed Point of Contact ALL notifications will be made by the Command Ombudsman If you have any questions please contact the Command Ombudsman
Attached you will find some information covering reintegration, normal reaction to combat deployments and warning signs for stress related injury and illness. During the reintegration briefing we discussed expectations, anxiety, bonding with children, reconnecting as a couple... etc. TIPS FOR RE-INTEGRATION: *
Listen to each other. Take your time and make sure your expectations for homecoming are reasonable and expressed to your spouse.
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* * * * * * * *
Understand that each of you have changed over the deployment. Take your time, get to know each other again and celebrate your Warrior's return home Be consistent with your children - have a united front as parents! Be a team. Explain your current routine to your Warrior. Be ready to incorporate them back into your life. Find simple and gentle ways to re-introduce your spouse to small children and infants Have reasonable expectations for "romance" when your Warrior returns Allow your Warrior time to physically recover from deployment related travel Discuss expectations for homecoming activities/outings
STRESS (common vs Injury/Illness): Why is it important to know the difference? You know your Warrior better than anyone. You love them, you want the best for them. YOU are their best asset for health and wellness. Know what is common so you can be prepared for it; know what is severe so you can identify it and work through it. Not every stress reaction equals PTSD. There are "normal" recovery periods from deployment. Here are some things you may see when your service member returns... if these behaviors become invasive or adversely affect the family/life of the service member it is time to seek help. Common: * * * * * * * *
Trouble concentrating Being jumpy and easily startled Being on guard, always alert, concerned too much about safety and security Avoiding people or places related to the trauma Too much drinking, smoking, or drug use Lack of exercise, poor diet, or health care Problems doing regular tasks at work or school Aggressive driving habits
Injury/Illness: * * * *
Family and social relationship troubles — frequent and intense conflicts, poor communication, inability to meet responsibilities Work, school, or community issues — frequent absences, conflicts, inability to meet deadlines, poor performance Frequent or severe depressed or angry moods — especially if there is a possibility that they are going to hurt someone else or themselves Frequent intrusive thoughts or images of war zone experiences. Being regularly hyper alert or on guard If your service member’s reactions are causing significant distress or interfering with normal functioning, they might benefit from seeking help. Admitting that they have a problem, however, can be tough.
Our Warriors are highly trained experts in their field. They prepare for their mission and are devoted to their Service. Most if not all of our Warriors will cope with and recover from their deployment with little or no issue. If you ever have a question please feel free to contact me. I will refer you to the subject
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matter experts... All communication with me is considered confidential - unless there is a threat of harm I will not report our conversation to anyone. I am so happy for all of you! You're almost done... keep an eye out. I cannot wait to give you a call with some great news! In the meantime please call if you have any questions! Finally, special thanks to all who supported us during this deployment…. Thank you all! Have a wonderful evening... XXXXXX, OMB for XXX
e. Welcome to the Command Email to Families Dear XXXX On behalf of (your Sailor), welcome to (command) (Command) is a …. (use the fact sheet located on www.necc.navy.mil) to give a description of the mission of the command. Some of the information I will be providing: Official an authorized communication Readiness and Deployment Support Information and Referral services Attached is services and schedule provided by the local Fleet and Family Service Center (FSSC). We communicate official correspondence through the following the social media sites: Website: www.your command.com Facebook: www.facebook.com/XXX Twitter: www.twitter.com/XXX Pinterest: www.pinterest.com/XXX My contact information is: Address: Email: Phone number: Your personal closing, Your name XXXXX PS. I’ve attached a copy of the local FFSC services.
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Enclosure E Family Readiness Survey 1. Purpose: The purpose of this chapter is to provide copy of the Family Readiness Survey to commands. Commands can add comments and questions to their survey by contacting the FRD. 2. Snapshot of the Family Readiness Survey:
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Enclosure F Family Orientation 1. Purpose: The purpose of this chapter is to provide a starting point to hold your Family Orientation. As every command is different, not all the topics may be relevant. If you need additional ideas or points of contact, contact the FRD for help. Suggested topics for your command’s Family Orientation: 1. NECC 101 2. Command’s mission 3. Command’s FRTP / Training (what does it mean when the Sailors are gone for training?) 4. Ensure Sailors and their families understand the roles and duties of the CFRT. 5. NFAAS 6. Family OCS Following is a draft powerpoint presentation that can be found on the NECC website and can be edited to fit your needs.
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Enclosure G Family Readiness Communication Plan Sample 1. Purpose: The purpose of this enclosure is to provide sample of the Family Readiness Communication Plan to commands. As every command is different, this is only a sample that can be adjusted to fix your command’s needs.
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Enclosure H Family Readiness Group (FRG) By-Law Sample Purpose: The purpose of this enclosure is to provide two samples of FRG by-law. Additional templates can be found in the instruction: OPNAVINST 1754.5b and also in Navy Service Familylines “US Navy FRG Handbook”.
SAMPLE 1
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SAMPLE 2
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