National Committee for Employer Support of the Guard and Reserve

INSTRUCTION

NUMBER 1250.21 October 1, 2008

NOP

SUBJECT: Statement of Support Program

References: See Enclosure 1. 1. PURPOSE. This Instruction:

a. Cancels and replaces National Committee for Employer Support of the Guard and Reserve Instruction (NCESGRI) 1250.21 (Reference (a)).

b. Serves as a how-to guide for effective implementation and administration of the Statement of Support (SoS) program in support of the Employer Support of the Guard and Reserve (ESGR) mission described in DoD Directive 1250.01, DoD Instruction 1205.12, and DoD Instruction 1205.22 (References (b) through (d)).

2. APPLICABILITY. This Instruction applies to all ESGR.

3. DEFINITIONS. See glossary.

4. INTENT. The intent of the SoS program is to provide a formal process to allow employers to publicly proclaim their support for employee participation in the National Guard and Reserve. In addition to increasing employer support for the Guard and Reserve, the program provides ESGR with a mechanism for collecting, cataloging and managing information on employers who have signed an SoS.

5. POLICY. Each ESGR Field Committee (FC) shall implement the SoS program to gain and maintain employer support for the Guard and Reserve.

6. ENDSTATE: Gain Statements of Support from 20 percent of known employers of Reserve component (RC) members annually. These employers may be identified through the Civilian Employment (CEI) data base, Patriot Award nominations, etc. per Enclosure 4.

7. RESPONSIBLITIES. See Enclosure 2.

8. RELEASABILITY. UNLIMITED. This Instruction is approved for public release. Copies may be obtained through the Internet from the ESGR Web site at https://www.esgrnet.com/Library/library.asp?area=ESGRInstructions.

NCESGRI 1250.21, October 1, 2008

ENCLOSURE 1

REFERENCES

(a) NCESGRI 1205.21, Five Star Employer Program, November 16, 2005 (hereby canceled) (b) DoD Directive 1250.01, National Committee for Employer Support of the Guard and

Reserve (NCESGR), April 13, 2004 (c) DoD Instruction 1205.12, Civilian Employment and Reemployment Rights of Applicants

for, and Service Members and Former Service Members of the Uniformed Services, April 4, 1996

(d) DoD Instruction 1205.22, Employer Support of the Guard and Reserve, March 17, 1997 (e) ESGR FY09-FY13 Strategic Plan, October 1, 2008 (f) NCESGRI 1250.28, Employer Awards, October 1, 2008 (g) NCESGRI 1250.30, Freedom Award Program, October 1, 2008 (h) NCESGRI 1250.40, Public Affairs Program, October 1, 2008 (i) NCESGRI 1250.02, Field Committee Structure, October 1, 2008 (j) ESGR Operational Memo 2006-01, Civilian Employment Information (k) ESGR Operational Memo 2008-02, ESGR Products (l) NCESGRI 1250.05, Subcommittee Management Program, October 1, 2008 (m) ESGR Operational Memo 2008-01, FY-09 Fiscal Guidance to Field Committees (FC) – FC

Business Plans

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ENCLOSURE 2

RESPONSIBILITIES

1. National Committee for Employer Support of the Guard and Reserve (NCESGR). NCESGR shall:

a. Provide overall outreach program objectives, guidance, policy, products, resources and oversight under the guidance and supervision of the National Operations and Plans (NOP) Directorate.

b. Provide electronic “how-to” and “best practices” toolkits for FC use.

c. Provide one National Employer Outreach (EO) Manager to be the single source of information dissemination and collection to and from the FC.

d. Provide accurate and timely civilian employment information (CEI) data every six months to FC Employer Outreach Directors (EOD).

e. Coordinate operational logistics for multiple location SoS signings with appropriate FC, as per Enclosure 3.

f. Ensure FC are provided appropriate products from the fulfillment vendor.

g. Establish reporting requirements and procedures for outreach activities and collect data as reported by FC.

h. Maintain a database of actively serving EOD as provided by the FC.

2. FC Chairs. The FC Chair shall:

a. Appoint an EOD to manage and monitor the EO program.

b. Ensure the EOD receives appropriate training for his respective position and is aware of the expectations of his role.

c. Ensure planning, execution, and reporting of outreach programs is in alignment with the ESGR Strategic Plan and guidance from NCESGR Executive Director.

d. Ensure that the SoS program takes advantage of, and is in accordance with the full spectrum of ESGR outreach products, services, and programs, as per DoD Instruction 1205.22, ESGR FY09-FY13 Strategic Plan, NCESGRI 1250.28, NCESGRI 1250.30, NCESGRI 1250.40, NCESGRI 1250.02, ESGR Operational Memo 2006-01, ESGR Operational Memo 2008-02, NCESGRI 1250.05, and ESGR Operational Memo 2008-01 (References (d) through (m)).

e. Ensure that the SoS program is accomplished with approved ESGR products secured through the online store maintained by the fulfillment vendor. Ensure compliance with Reference (k) for the creation and use of all ESGR products.

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f. Gain and maintain relationships with centers of influence, such as senior government, civic, and industry leaders, within the FC area of responsibility (AOR).

g. Ensure compliance with SoS program reporting requirements.

3. EOD. The EOD shall:

a. Lead FC initiatives to gain SoS from 20 percent of known employers of RC members in the FC AOR on an annual basis.

b. Design and manage an appropriate EO FC structure as necessary to accomplish the EO mission.

c. Manage and distribute CEI data, as well as leads and requests for SoS received from NCESGR, the ESGR web site or other lead sources to FC members for execution of outreach initiatives and activities.

d. Maintain regular (once a month) contact with NCESGR National EO Manager.

e. Ensure all appropriate FC and the NCESGR National EO Manager are apprised of SoS signings with employers with multiple locations, as per Enclosure 3.

f. Ensure EO volunteers have the necessary materials, resources and training to implement the EO Program.

g. Consolidate and report EO activities through FC Chair or appropriate FC representative to NCESGR EO Manager as required.

h. Maintain a FC listing of actively-serving EO volunteers.

i. Utilize Enclosures 3 through 6 for the implementation and administration of the SoS program.

NCESGRI 1250.21, October 1, 2008

ENCLOSURE 3

SoS SIGNINGS WITH EMPLOYERS WITH MULTIPLE LOCATIONS

1. SoS signing ceremonies for employers that have multiple locations should be followed by placement of a replica of the signed SoS at all locations for that employer, whether that location is in the CEI database or not.

2. Uniformed Services Employment Reemployment Rights Act (USERRA) brief should also be offered to the corporate headquarters Human Resource (HR) Department and the local HR managers.

3. The ESGR entity (FC or NCESGR) executing the initial SoS signing ceremony is responsible for obtaining permission and address information from the employer to send SoS replicas to all of the employer’s locations.

4. The production and mailing of the replicas directly by the employer is highly encouraged. However, NCESGR will pay for the production and mailing of SoS replicas (document ONLY, no frame) by the ESGR fulfillment contractor to locations designated by the employer.

5. The ESGR entity (FC or NCESGR) executing the initial SoS signing ceremony is responsible for obtaining an introductory cover letter from a senior employer representative to accompany the SoS replicas if the SoS are to be mailed by NCESGR. A sample letter is available on the Employer Outreach Toolkit in the Library section of ESGRNet.

6. The ESGR entity (FC or NCESGR) executing the initial SoS signing ceremony is responsible for coordinating with the NCESGR National EO Manager the mailing of SoS replicas with the ESGR fulfillment vendor.

7. The FC EOD is responsible for keeping the FC leadership informed and for communicating with the NCESGR National EO Manager regarding potential SoS signings with employers that have locations across FC boundaries.

8. The NCESGR National EO Manager is responsible for coordinating with all appropriate FC EOD regarding an SoS signing and subsequent activities across multiple FC.

9. The NCESGR National EO Manager will notify appropriate FC EOD through email about a SOS signing and alert them to enter information in the SoS database for the locations listed in the CEI database. For example, if an employer with 300 locations across 10 FC signs an SoS and then sends replicas of the SoS to all locations, the NCESGR National EO Manager will email the EOD from the 10 FC to alert them about the signing and to request that they enter into the SoS database information for those locations of the employer that appear in the CEI.

10. ESGR FC can claim credit only for corporate locations listed on the CEI in their states or for corporate locations known as employers of RC members.

11. NCESGR will maintain a master listing of all Corporate Headquarters SoS signing ceremonies on the ESGRNet.

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ENCLOSURE 4

STATEMENT OF SUPPORT PROGRAM PROCEDURE GUIDE

1. Prioritize Employers. The first step in the SoS program is to prioritize employers. With hundreds of thousands of employers throughout the nation, ESGR FC must prioritize how they will contact these employers to maximize the time and effort of Committee volunteers. The following priorities are established as a guide to help prioritize employer contacts for the SoS program for the FC.

a. Priority 1. Employers who have not signed an SoS and who currently appear on the CEI database.

b. Priority 2. Employers who have not signed an SoS who currently employ Guard and

Reserve members but who do not appear on the CEI database.

c. Priority 3. Employers who have not signed an SoS who do not currently employ Guard or Reserve members. 2. Receive Employer Contact Information. The next step in the SoS program is to receive employer contact information. Employer contact information is generated from the following sources.

a. SoS Request. When a request for an SoS is submitted on the ESGR web site, the on-line request generates an automatic email notification to the FC Chair, or other designated Committee member(s), alerting them of the request.

b. The designated Committee member should then forward the message to the EOD for immediate follow-up. 3. Contact Employers. Once priorities are established and employer contact information is obtained, the EOD should assign lead follow-up responsibility to an EO volunteer. It is absolutely essential to initiate follow-up with interested employers as quickly as possible following receipt of their information. Delaying contact for weeks or even days could turn a willing prospect into a disillusioned skeptic. The following steps outline the process of making contact with employers.

a. Make Initial Contact. Once a volunteer has been assigned an employer, the volunteer should make initial contact as soon as possible. When making initial contact, the goal is to determine the employer’s current level of support for their Guard and Reserve member employees and, if appropriate, schedule an SoS signing. Request to speak with the owner or other top executive. Tell them who you are, who you represent (Department of Defense) and how you received their contact information. Next, relate to them the important role employer support plays in the success of our Total Force, and that without the support of employers, the service provided by the National Guard and Reserve to our communities and our country would

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not be possible. Share what types of support other employers in the community provide to their employees. Based on the conversation, explain the SoS program and arrange for a convenient time to visit the company to sign the SoS.

b. Organize an SoS signing Ceremony. Prepare the SoS certificate. As stated earlier, SoS certificates are no longer mailed from the supplier with the employers’ information pre-printed.

c. Conduct signing ceremony. Prior to the day of the signing event, ensure you have the employer’s name accurately printed correctly on the SoS certificate. Have extra brochures and business cards for your audience, and arrive early to meet your host and get comfortable with the signing venue. Be sure to write the employer’s contact information on the information tear-off card on the bottom of the SoS and validate the information with your host. Remove the tear-off card from the bottom of the form prior to the signing ceremony and maintain the information for your records and/or submit the tear-off form as directed by your EOD. Following the signing ceremony, make time to visit with the employer’s HR Manager to discuss their HR policies and compliance with USERRA.

d. Conduct follow-up. Let them know that ESGR is their advocate. Answer the “What’s in it for me?” question. The key to effective employer outreach is consistent follow-up aimed at developing and building personal relationships. Throughout the follow-up phase, ESGR representatives should never pressure or annoy the employer through excessive contact. Instead, we must focus on building personal relationships and being available to the employer to assist them as required. Periodic contact will normally be sufficient to establish a personal relationship and to keep the employer mindful of ESGR and maintaining their support to their Guard and Reserve member employees. 4. Conduct Employer Outreach Events. Conducting EO events is a major part of the SoS program. FC are encouraged to develop an EO plan which provides an opportunity for the FC to inform and educate known employers of RC members. After the event, EO volunteers must be vigilant in their follow-up efforts by contacting their assigned employers and encouraging them to sign an SoS. See paragraph 3.d. (Conduct follow-up) for more information on staying in touch with employers. 5. Monitoring of Results. Information is input into the SoS database via the following methods:

a. SoS Requests. All SoS requests submitted through the ESGR website are automatically entered into the SoS database.

b. NCESGR Input. The tear-off cards located at the bottom of SoS certificates received by NCESGR are manually input into the SoS database.

c. FC Input. FC have the option to manually add an employer’s information into the SoS database if it has not yet been added by the two methods described above.

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6. ESGRNet Access Instructions. ESGR FC leaders are encouraged to access ESGRNet frequently to review SoS requests, update employer information, or enter new employers. Committees may access ESGRNet by following the steps below.

a. Step 1: Access www.esgrnet.com (requires user ID and password)

b. Step 2: Go to the ‘Admin Forms and Tools’ drop down menu

c. Step 3: Click on ‘SoS Review and Print’ 7. SoS Certificates. FCs may obtain SoS from the NCESGR fulfillment vendor. EOD are encouraged to order and maintain a sufficient supply of SoS to accomplish their EO mission. Certificates are paid for by the FC and may be ordered through www.co-store.com/esgr. 8. SoS Employer Checklist. See Enclosure 5 (SoS Program Checklist) for an outline of the SoS program. This document comprises the recommended steps to successfully implement the SoS program. It is designed to help the EOD organize EO activities to gain statements of support.

NCESGRI 1250.21, October 1, 2008

ENCLOSURE 5

STATEMENT OF SUPPORT PROGRAM CHECKLIST

This checklist comprises the recommended steps to successfully implement the SoS program.

1. Receive List of Assigned Employers (Data available from the Committee EOD, Area Chair, Executive Director or FC Chair)

2. Maintain Supply of SoS Certificates (Maintain a sufficient supply of SoS certificates for use at employer outreach events and signing ceremonies)

3. Make Initial Contact with Each Employer (Determine level of employer support, determine what is needed for them to sign and provide assistance)

4. Organize the Signing Ceremony (Work with the employer to ensure event is well attended, invite local unit commanders, ESGR Committee leadership and the local media)

5. Prepare the SoS Certificate (See Enclosure 6 for detailed instructions on how to print employer information on an SoS certificate)

6. Conduct the Signing Ceremony (Verify employer info on the tear-off portion of the SoS and return to your EOD, NCESGR or keep for entry into the SoS database.)

7. Conduct Follow-up (Maintain the relationship with the employer through regular contact, provide assistance as requested and use ESGR events such as Bosslifts and Briefings with the Boss to encourage greater awareness and employer support)

8. Report Results (Report results of employer visits/contacts to the Committee EOD or Area Chair as applicable for entry into the SoS database)

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ENCLOSURE 6

STATEMENT OF SUPPORT REVIEW AND PRINTING INSTRUCTIONS

1. Step 1: Access ESGRNet.

a. Go to www.esgrnet.com.

b. Enter your username and password.

2. Step 2: Access the SoS database.

a. Click on ‘5-Star Management’ on the bottom left side of the menu.

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b. Click on ‘SoS Review & Print’.

3. Step 3: Review Employer Information. Select the employer you wish to review.

4. Step 4: Prepare to print the SoS.

a. Review the employer information and make any changes required.

b. Next, enter the date that the SoS certificate will be awarded.

c. Select “Visible” if the SoS has already been signed or “Pending Approval” if the SoS signing ceremony has not yet taken place.

d. When finished, click “Update and Print”.

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e. From the screen below, click on “File” and then “Page Setup”.

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f. Next, look in the header and footer field. If there is anything in them, delete it and click OK.

5. Step 5: Print the Certificate

a. Click on the “Statement of Support printing page” link.

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b. Do a printer ‘test’ by using a blank sheet of paper.

c. Write ‘Front-Top’ across the top of the paper and feed the paper through your printer according to the printer instructions – i.e., face up or face down.

d. Once the paper is positioned properly in your printer, click ‘print’.

e. Place the test page over the SoS Certificate and see if the name is properly positioned in the blank spot for the employer’s name.

f. If the employer’s name is positioned correctly, insert the SoS certificate in your printer, click on the ‘Statement of Support printing page’ link again and click ‘print’.

g. If the employer’s name is NOT positioned correctly, re-insert the test paper and re-conduct the test until it lines up properly.

NCESGRI 1250.21, October 1, 2008

ENCLOSURE 7

SAMPLE STATEMENT OF SUPPORT

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GLOSSARY

PART I. ABBREVIATIONS AND ACRONYMS AOR area of responsibility CEI Civilian Employment Information DoD Department of Defense DoDI Department of Defense Instruction EO Employer Outreach EOD Employer Outreach Director ESGR Employer Support of the Guard and Reserve FC Field Committees HR Human Resource NCESGR National Committee for Employer Support of the Guard and Reserve NCESGRI National Committee for Employer Support of the Guard and Reserve Instruction NOP National Operations and Plans RC Reserve components SoS Statement(s) of Support USERRA Uniformed Services Employment and Reemployment Rights Act

PART II: DEFINITIONS

CEI. CEI is a requirement by DoD per DoDI 7730.54. The Instruction mandates that all RC members input their civilian employment information into a database maintained by the Defense Manpower Data Center. ESGR is a customer of this data and uses it to focus EO activities to the known employers of Guard and Reserve members. ESGR/NCESGR. An agency within the Office of the Assistant Secretary of Defense for Reserve Affairs that operates programs to inform and educate both constituencies about the USERRA statute. ESGR is organized into 56 local FC. The term ESGR usually refers to the entirety of the organization, while the term NCESGR is used to refer to the headquarters element of the organization.

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FC. An established nationwide network of local employer support volunteers, organized in ESGR Committees within each state, the District of Columbia, Europe, Guam, Puerto Rico and the Virgin Islands. RC. Those uniformed members of DoD who, in routine peacetime operations, train or “drill” on one designated weekend each month with a traditional annual training period consisting of 14 consecutive days each summer. The RC consists of the Reserves of the Army, Navy, Air Force, Marines, Coast Guard as well as the Army and Air National Guard. USERRA. Enacted October 1994 and significantly updated in 1996 and 1998, provides job protection and rights of reinstatement to employees who participate in the National Guard and Reserve.